January 10, 2022

Page 13 of 148

Dr. Terry Brenner

Superintendent of Schools

Phone: 701.787.4880
Fax: 701.772.7739
tbrenner270@mygfschools.org

MEMORANDUM
TO: Grand Forks School Board
FROM: Dr. Terry Brenner, Superintendent of Schools
SUBJECT: Athletics Department Restructure
DATE: January 10, 2022
_______________________________________________________________________

For much of this school year, Human Resources Director Linsey Stadstad, Associate Superintendent
Catherine Gillach, and I have been working through a process to restructure the District’s Athletic
Department in an effort to move the overall supervision of coaches, assistant coaches, student-athletes,
and teams closer to those constituents which we believe is a better service model. The three of us met
with District Athletics Director Dr. Mark Rerick this past summer to share with him that this year would
be the final year of his district-level position as it will dissolve June 30, 2022, and the vision was to
stand up a High School Athletic Director position at each of the two high schools which we do not
currently have in place. This restructuring is not to be construed as a budget reduction but, rather, as
previously indicated, a better model to provide leadership and support at the high school level.

Throughout this several-months process, Ms. Stadstad, Ms. Gillach, and I met with high school
principals on an almost weekly basis, invited coaches to the table to be part of the conversation,
responded to a request from the Coaches Council to meet with them, and brought in middle-level
leadership representation to discuss the concept of an Athletic Director at each high school in concert
with the elimination of the district level Athletic Director position and the elimination of the Middle
School Activities Director position at the conclusion of this school year. We have enlisted the
experiences and athletic departments of other school districts as well. And we have listened to internal
stakeholder feedback. What we have learned in this fluid process is there continues to be a desire from
internal stakeholder groups to have a central office position that will ensure equity between and amongst
high school and middle school campuses.

As a result of the aforementioned, we have landed on a new structure that will include the following:

District Activities Director

This position replaces the District Athletic Director and will be responsible for maintaining the overall
vision and equity between Central and Red River High Schools as well as Schroeder, South, Valley, and
Twining Middle Schools when scheduling games, practices, activities, and supporting resources in
coordination with the High School Athletic Directors. The district-level position will be responsible
for representing the district at a statewide and national level and executing logistics associated with
locally hosted regional and state tournaments. This position will oversee all North Dakota High School
Activities Association (NDSHAA) competitive activities that are integral components of our overall
 January 10, 2022
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Athletics Department Restructure

January 10, 2022
Page Two

student experiences, and be responsible for developing and leading training for coaches, assistant
coaches, and advisors involved in NDSHAA programs. Middle school athletics scheduling,
programming, and event organization as well as elementary intramural contracts will be the
responsibility of the district activities director. This position will be supervised by the Associate
Superintendent of Secondary Education, and the district activities director will collaborate with and
supervise building athletic directors at each high school. Dr. Rerick has the option to apply for the new
District Activities Director position and either of the High School Athletic Director positions.

The present administrative assistant to Dr. Rerick will continue in her role at MSEC.

High School Athletic Director

The current High School Activities Director positions (2) will be dissolved and elevated as High School
Athletic Directors (2). One position will be at Central High School while the other will serve Red River
High School. This new role will be responsible for the hiring, supervision, development, and evaluation
of high school level coaches and assistant coaches, and for building pride, participation, and capacity in
high school athletic programs. These positions will communicate and coordinate with each other and
with the District Activities Director in order to support the district’s athletic teams and students. This
new role will take a “boots on the ground” approach to supporting coaches, assistant coaches, student-
athletes, and teams. They will also play a critical role in the growth and development of our student-
athletes and coaches.

Duties of former High School Activities Directors

Student leadership activities duties at Central and Red River High Schools will be designated to existing
teachers or staff and be compensated similar to a 6/5 contract. Their teaching schedule will include an
every-other-day student leadership class and an every-other-day prep period to provide time for student
leadership activities responsibilities. In addition to the one regular prep period daily, they will have their
regular free period daily. The current employees in the High School Activities Director roles will be
reassigned to teaching positions and they have the option of applying for any of the restructured
positions.

The current Middle School Activities Director role will be absorbed into the new District Activities
Director role. The current employee in this role will be reassigned into a full-time teaching position and
has the option of applying for any of the restructured positions.

The athletics assistant will remain intact to provide support to the activities director as well as the high
school level athletics directors as needed. Additional training around alternate methods of operations
will be provided in order to update processes and procedures.
 January 10, 2022
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Athletics Department Restructure

January 10, 2022
Page Three

Job descriptions that further outline the job responsibilities and details for each position including
salaries and contract lengths are enclosed. All new positions will be selected through an internal/external
job posting process led by the district’s Human Resources department.

Below is a timeline of the process:

Week of January 17, 2022 - District Activities Director Job posted internally and externally through
January 31, 2022. Interviews will be held the week of February 7, 2022, with the recommended
candidate anticipated going to the School Board for approval on February 14, 2022.

Week of January 31, 2022 - High School Athletics Director positions will be advertised internally and
externally through February 14, 2022. Interviews will be held the week of February 21, 2022, with the
anticipated recommended candidates going to the School Board for approval on February 28, 2022.

Hired candidates along with the Associate Superintendent of Secondary Education will then begin
planning and organizing the 2022-2023 athletics and activities alongside those in the existing roles for
successful onboarding and transition to be completed by June 30, 2022.

Attached to this memo you will find:

A) Grand Forks Public School Athletics Realignment, Status Update January 4, 2022

B) Present and New Organizational Athletic Department Structure

C) Financial Comparisons between Present and New Organizational Structure

D) District Activities Director Job Description

E) High School Athletics Director Job Description

F) Letter to Coaches

At our meeting on Monday, I will walk you through this and the accompanying documents and, in
concert with HR Director Linsey Stadstad and Associate Superintendent Catherine Gillach, respond to
any questions. Feel free to contact any of us prior to the meeting if you would like any clarification on
the restructure.
 January 10, 2022
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Grand Forks Public School Athletics Realignment

Status Update January 4, 2021

For over two years now, the Grand Forks Public School District has researched, gathered
feedback from internal and external sources on best practices in high school athletics
administration, challenges and benefits to the current athletics structure, and potential alternatives
for realigning the current structure. The overall goal of this research and information gathering
was to determine what is best for students, which suggests the closer the leadership is to the
coaches, players and teams, the better they are served.

Superintendent Dr. Terry Brenner, Associate Superintendent Catherine Gillach and Human
Resources Director Linsey Stadstad met with the athletics department on Tuesday, August 17,
2021 and communicated that after the study of other regional comparatives the district would
likely be dissolving the current District Athletics Director role and elevating the two building-level
high school Activities Director positions to assume duties of the former District Director position
for the 2022 - 2023 school year. We heard feedback and answered questions from those that
would be affected; we heard challenges that this new structure would bring; and we heard a
mixture of support and concern that led us to take a step back to ensure that the athletics
department realignment would meet the end goal of better serving coaches, teams and students.

In further conversations with high school principals, coaches, and external sources, it has been
determined to move forward with a realignment as follows:

1) The current District Athletics Director position will be dissolved and replaced with a District
Activities Director position in charge of maintaining the overall vision and equity between
our two high schools when scheduling games, practices, activities, and supporting
resources. This position will be responsible for representing the district at a statewide and
national level and execute logistics associated with locally hosted regional and state
tournaments. This position will oversee all NDSHAA competitive activities that are integral
components of our overall student experiences and be responsible for developing and
leading training for coaches, assistant coaches, and advisors involved in NDSHAA
programs. Middle school athletics scheduling, programming, and event organization as
well as elementary intramural contracts will be the responsibility of the district activities
director. This position will be supervised by the Associate Superintendent of Secondary
Education, and the district activities director will collaborate with and supervise building
athletic directors at each high school.
2) The current Activities Director positions (2) will be dissolved and elevated as building level
Athletic Directors (2). This new role will be responsible for the hiring, supervision,
development, and evaluation of high school level coaches and assistant coaches and for
building pride, participation and capacity in high school athletic programs. These positions
will need to communicate and coordinate with each other and the district Activities Director
in order to support the district’s athletic teams and students. This new role will take a
“boots on the ground” approach to supporting our coaches, assistant coaches and
 January 10, 2022
Page 17 of 148

students. They will also play a critical role in the growth and development of our student
athletes and coaches.
3) Student council and leadership activities duties at each high school will be designated to
existing teachers or staff and be compensated similar to a 6/5 contract. Their teaching
schedule will include an every other day student leadership class and an every other day
prep period to provide time for student leadership activities responsibilities. In addition to
the one regular prep period daily as well as their regular free period daily.
4) The current middle school Activities Director role will be absorbed into the new district
level Activities Director role. The current employee in this role will be reassigned into a
full-time teaching position and has the option of applying for any of the restructured
positions.
5) The athletics assistant will remain intact with the goal of providing support to the activities
director as well as the high school level athletics directors as needed. Additional training
around alternate methods of operations will be provided in order to update processes and
procedures.

Job descriptions that further outline the job responsibilities and details for each position including
salaries and contract lengths are enclosed. All new positions will be selected through an
internal/external job posting process led by the district’s Human Resources department.

Below is a timeline of the process:

Week of January 17, 2022 - District Activities Director Job posted internally and externally through
January 31, 2022. Interviews will be held the week of February 7, 2022 with the anticipated
recommended candidates going to the School Board for approval on February 14, 2022.

Week of January 31, 2022 - High School level Athletics Director positions will be advertised
internally and externally through February 14, 2022. Interviews will be held the week of February
21, 2022 with the anticipated recommended candidates going to the School Board for approval
on February 28, 2022.

Hired candidates along with the Associate Superintendent of Secondary Education will then begin
planning and organizing the 2022-2023 athletics and activities alongside those in the existing
roles for successful onboarding and transition to be completed by June 30, 2022.

This new structure is designed to successfully serve students, coaches, assistant coaches, staff,
and the district at all levels.
 January 10, 2022
Current Athletics Structure Page 18 of 148

Superintendent

Asst.
Superintendent

Athletic
GFC Principal RR Principal
Director

Athletics Admin MS Activities Activities Activities

Asst. Director Director Director

HS Coaches;
Asst. Coaches;
MS Coaches
 January 10, 2022
New Athletics Structure Page 19 of 148

Superintendent

Assoc.
Superintendent of
Secondary
Education

District Activities
Director

Assistant - Athletics

Athletics Director Athletics Director

Central HS Red River HS

HS Coaches, asst HS Coaches, asst.

coaches, volunteers coaches, volunteers
 January 10, 2022
Page 20 of 148

Athletics Department
2022-2023 Restructure Cost Estimate

Current Structure
Total
Athletics Director $ 136,385.00 $ 5,000.00 $ 141,385.00
Activities Director - RR $ 55,631.00 $ 13,154.65 $ 68,785.65
Activities Director - Central $ 51,812.00 $ 12,290.65 $ 64,102.65
$ -
Administrative Assistant - 10 Mth $46,529.00 $ - $ 46,529.00
Acitivities Director - MS $ 80,848.00 $ 10,207.00 $ 50,631.00

$ 371,433.30

Adapted Structure
Total
District Activities Director $ 114,640.50 $ 5,000.00 $ 119,640.50
High School Athletics Director - Central HS $ 105,469.50 $ 2,500.00 $ 107,969.50
High School Athletics Director - Red River HS $ 105,469.50 $ 2,500.00 $ 107,969.50

Administrative Assistant - 10 Mth $ 46,529.00 $ - $ 46,529.00

Student Council & Leadership Red River - 6/5 Contract $ 5,587.00 $ 5,587.00
Student Council & Leadership Central - 6/5 Contract $ 5,587.00 $ 5,587.00

$ 393,282.50

Cost Impact $ (21,849.20)

This is a cost estimate and does not account for benefit cost differences.
 January 10, 2022
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Job Title: District Activities Director

Department: Athletics and Activities
Reports To: Associate Superintendent of
Secondary Education
Status: Contracted
Revision Date: 1/5/2021

JOB DESCRIPTION

Education: Masters degree with emphasis in school administration and experience in student
activities.

Qualifications: Five years administrative experience in athletics and activities and/or education
preferred.

Job Goal: To lead, orchestrate and oversee all facets of a comprehensive, inclusive, values-
based K-12 school athletics and activities program that aligns with the district’s overall
vision, mission, and goals.

Reports to: Associate Superintendent of Secondary Education

Supervises: Building level activities directors and activities administrative assistant

Essential duties and responsibilities may include, but are not limited to the following:

1. Overseeing all aspects of North Dakota High School Activities Association (NDHSAA) athletics and
activities
2. Organizing and directing all NDHSAA non athletic competitive programs (e.g. speech, debate,
student congress)
3. Effectively communicating, coordinating, and cooperating with colleagues, supervisors, and
students
4. Establishing and modeling high expectations and ethical standards for NDHSAA athletics and
activities that uphold both district values and state and national high school league codes of
conduct
5. Coordinating competition schedules, facilities use, busing, officiating, event workers, athletic
trainers, and all other facets of team operations, competitions and events including postseason
competitions and EDC or NDHSAA tournaments for all high school league competitive athletics
and activities
6. Scheduling, management, and oversight of all middle school athletic schedules, including
transportation, officiating, hosting season pre and post meetings with middle level coaches, and
providing middle school building ADs with regulatory and budgetary resources
7. Organizing elementary and middle school intramural contracts and resources
8. Managing the district’s budget allotment for activities and athletics in an equitable manner across
programs including establishing a cycle for purchasing equipment, uniforms, and other necessary
materials for competition and performance
9. Collaborating with community partners, supportive businesses, and booster groups to enhance
programming and participant experiences; serves as a liaison for the Grand Forks Public Schools
 January 10, 2022
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with such agencies as the Grand Forks Park Board, YMCA, University of North Dakota, Valley
Officials Association, news media, Chamber of Commerce, and Grand Forks Visitor Bureau
10. Serving as a role model for GFPS athletics and activities through positive communication,
stakeholder engagement, and visibility at events and competitions
11. Communicating and enforcing North Dakota High School Activities Association code of conduct
standards, ethical practice standards for both participants and coaches / advisors, and applicable
rules, regulations and guidelines for each program
12. Completing local, state, and federal reports
13. Representing GFPS at conference, regional, and state levels
14. Demonstrating commitment to own professional growth and development by staying abreast of
related best practices and participating in local, state, and national training as practicable
15. Overseeing communication systems for middle and high school activities that includes student-
athletes, parents/guardians, coaches/advisors, and news media that adheres to standard district
communications policies and formats
16. Collaborating with district and building administrators to deliver a positive and comprehensive
student high school experience across the district as described in the district strategic plan
17. Other duties as assigned

Supervisory Responsibility: Building level activities directors and activities administrative assistant. Carries
out supervisory responsibilities in accordance with the organization’s policies and applicable laws.
Responsibilities include planning, assigning, and directing work; addressing employee performance and
disciplinary matters; addressing complaints, resolving problems, and supporting building level leadership
in disciplinary measures

Work Environment and Physical Demands: While performing the duties of this job, the employee is
frequently required to sit; occasionally walk and stand; travel from building to other sites. Specific vision
abilities required by this job include close vision, distance vision, depth perception, and the ability to
adjust focus. The employee is required to be able to hear conversations in quiet environments. The
employee is directly responsible for the safety and well-being of students and coaches.

Terms of Employment: 47 week (235 Days) contract; frequent irregular and extended work hours
including weekends

Salary Range: $99,514 - $132,050 Director’s Negotiated Agreement

 January 10, 2022
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Job Title: High School Athletics Director

Department: Athletics and Activities
Reports To: District Activities Director
Status: Contracted
Revision Date: 1/5/2021

JOB DESCRIPTION

Education: Equivalent to a Masters degree with emphasis in school administration and experience
in student activities.

Qualifications: One to three years administrative experience in athletics and activities and/or
education preferred.

Job Goal: To lead, promote, and oversee a comprehensive, inclusive, values-based high school
athletics program that aligns with the district’s overall vision, mission, and goals at the
building level.

Reports to: District Activities Director in collaboration with the building level principals

Essential duties and responsibilities may include, but are not limited to the following:

1. Overseeing North Dakota High School Activities Association (NDHSAA) athletics and ancillary
student clubs or organizations at the building level
2. Effectively communicating, coordinating, and cooperating with colleagues, supervisors, and
students
3. Hiring, supervising, evaluating, and developing program coaches and assistant coaches
4. Establishing and modeling high expectations and ethical standards for coaches and athletes that
uphold both district values and state and national high school league codes of conduct
5. Collaborating with community partners, supportive businesses, and booster groups to enhance
programming and participant experiences
6. Providing coaches feedback and professional development opportunities that enhance
performance and improve the student experience
7. Developing positive leadership opportunities and training for student-athletes and activities
participants
8. Serving as a role model for GFPS athletics and activities through positive communication,
stakeholder engagement, and visibility at events and competitions
9. Promoting student programs in a manner that both celebrates student success and grows school
and student pride and participation
10. Enforcing North Dakota High School Activities Association code of conduct standards and ethical
practice standards for both participants and coaches / advisors
11. Representing assigned GFPS high school at conference, district, regional, and state levels
12. Demonstrating commitment to own professional growth and development by staying abreast of
related best practices and participating in local, state, and national training as practicable
13. Collaborating with district and building administrators to deliver a positive and comprehensive
student high school experience across the district as described in the district strategic plan
 January 10, 2022
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14. Implementing communication systems for middle and high school activities that includes student-
athletes, parents/guardians, coaches/advisors, and news media that adheres to standard district
communications policies and formats
15. Providing site management as part of the administrative team
16. Assist district activities director in event supervision and management of postseason competitions
and EDC or NDHSAA tournaments
17. Other duties as assigned

Supervisory Responsibility: High School coaches, and on-site event workers and athletic trainers. Carries
out supervisory responsibilities in accordance with the organization’s policies and applicable laws.
Responsibilities include interviewing, hiring, training employees; planning, assigning, and directing work;
addressing employee performance and disciplinary matters; addressing complaints and resolving
problems

Work Environment and Physical Demands: While performing the duties of this job, the employee is
frequently required to sit; occasionally walk and stand; travel from building to other sites. Specific vision
abilities required by this job include close vision, distance vision, depth perception, and the ability to
adjust focus. The employee is required to be able to hear conversations in quiet environments. The
employee is directly responsible for the safety and well-being of students and coaches.

Terms of Employment: 46 week (230 Days) contract; frequent irregular and extended work hours
including weekends

Salary Range: $91,553 - $121,487 Director’s Negotiated Agreement

 January 10, 2022
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Dr. Terry Brenner

Superintendent of Schools

Phone: 701.787.4880
Fax: 701.772.7739
tbrenner270@mygfschools.org

To: Grand Forks Public School District Head Coaches

From: Dr. Terry Brenner, Superintendent
Date: January 5, 2022
Re: New Athletic Department Structure

There have been ongoing planning sessions around the concept of restructuring the district Athletic
Department since the onset of this school year. The purpose of the new restructure is to move
leadership and supervision closer to coaches, student-athletes, and teams under the umbrella of a
High School Athletic Director. At the onset of our work, the elimination of the District Athletic
Director position was being discussed with the creation of two new Athletic Director positions,
one at Central High School and one at Red River High School. That was the initial plan but not
the final plan.

Throughout this several month process, Human Resources Director Linsey Stadstad, Associate
Superintendent of Secondary Catherine Gillach, and I met with high school principals almost on a
weekly basis, have invited coaches to the table to be part of the conversation, responded to a
request from the Coaches Council to meet with them, and brought in middle level leadership
representation to discuss the concept of an Athletic Director at each high school in concert with
the elimination of the district level Athletic Director position. We have enlisted the experiences of
other school districts as well. And we have listened to internal stakeholder feedback.

As a result, the district Athletic Director position will be dissolved at the conclusion of this school
year with the creation of a District Activities Director. This position will oversee all things North
Dakota High School Activities Association and middle school athletics and elementary intramurals
will fall under this position as well. The district Activities Director will report to the Associate
Superintendent of Secondary Education. This position will no longer supervise and evaluate
coaches as that portfolio will move to the newly created High School Athletic Director at each
of the two high schools.

The Activities Director positions as we know them at the high school level will be dissolved. Those
present deliverables will be worked into a different position tied to teaching contract(s) with
compensation included for the 2022-23 school year and beyond.
 January 10, 2022
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Below is a timeline of the process:

Week of January 17, 2022 - District Activities Director job posted internally and externally
through January 31, 2022. Interviews will be held the week of February 7, 2022 with the
anticipated recommended candidate going to the School Board for approval on February 14, 2022.

Week of January 31, 2022 - High School Athletic Director positions will be advertised internally
and externally through February 14, 2022. Interviews will be held the week of February 21, 2022
with the anticipated recommended candidates going to the School Board for approval on February
28, 2022.

Hired candidates along with the Associate Superintendent of Secondary Education will then begin
planning and organizing the 2022-2023 athletics and activities alongside those in the existing roles
for successful onboarding and transition to be completed by June 30, 2022.

This new structure is designed to successfully serve students, coaches, assistant coaches, staff, and
the district at all levels.

Feel free to forward this communication to assistant coaches under your supervision.

If you have any questions, please do not hesitate to reach out to me (787-4880).

Cc: Secondary Principals

Elementary Principals
Directors & Executive Directors
Jeanette Dahl
Brian Halvorson
Tyler Nelson
Aaron LaDeaux
Administrative Cabinet