Agenda Setting Meeting - July 11, 2008

[curnowc]

Proceedings of the Board of Trustees

District No. 2, Yellowstone County

High School District No. 2, Yellowstone County

Billings, Montana

 

July 11, 2008

 

Call to Order

 

The Agenda Setting Meeting of the Board of Trustees of School District No. 2, Yellowstone County, Montana, and the High School District, Yellowstone County, Montana was duly held at the Lincoln Center, 415 North 30th Street, Billings, Montana on Friday, July 11, 2008.

 

The meeting was called to order at 12:03 p.m. and Chair Katharin Kelker presided.

 

Roll Call

 

Those attending were: Trustees Katharin Kelker, Sandra Mossman, District Clerk Leo Hudetz, Thomas Harper, CFO, Scott Anderson, Executive Director of Secondary Ed. Kathy Olson, Executive Director of Elementary Ed., Dave Williams, Executive Director of Activities, Rich Whitney, Director of Facilities and Superintendent Jack Copps.

 

Chair Kelker presented the planned agenda for July 21, 2008. The Study Session agenda item was folded into the agenda and will clarify items discussed at the Board Retreat. A revised Draft Long-Term Facility Plan Summary was handed out by the Chair and will need to be voted on for adoption. Sandra Mossman asked to add an agenda item for action of a proposal to proceed with the hiring of architects. The architect fees have not been budgeted, but they can be paid from the Elementary Building Fund. Rich Whitney estimates $15-20K for architect fees to zero in on costs for Broadwater and McKinley prior to a bond issue vote. The architects can produce a cost effective power point presentation on these projects for the public. Sandra Mossman would like two task forces to be appointed under the leadership of planning principals: 1) internal for staff and union representatives; and, 2) external for parents. Further discussion pointed toward planning groups similar to that of the Orchard project with a smaller planning group that included user input and neighborhood discussion. Superintendent Copps said he, along with Rich Whitney and the COLT team, would assemble recommendations on how to proceed.

 

Agenda item, Policy Readings, should include an action item for the committee makeup procedure.

 

Agenda item, Legal Update, has nothing significant to report this month; however, Jack Copps said a special September Board meeting may be needed to deal with a possible recommendation for termination of an employee if their teaching certificate is not revoked by the Board of Education.

 

Agenda item, Review of Year-End Financials, will be presented for public discussion.

 

Add Agenda items for action (these will not be consent items):

1) Lunch & Breakfast Price Increase – 15 cents

The summer food program attendance has tripled. Free & reduced lunch prices will remain the same.

2) Extend Audit Contract with EideBailly LLP For Years 2008, 2009 and 2010

 

Thomas Harper noted there will be a 14% increase in the Transportation budget FY2009.

 

Leo Hudetz noted we need to add a Special Board Meeting to begin the process of budget adoption on or before August 15 which may be continued until adopted, but no later than the fourth Monday in August. Chair Kelker stated we will have a Special Board Meeting on August 11, 2008 at 5:00 p.m. to begin this process to be continued to the Regular August Board Meeting. The August 11th meeting would be followed by the Budgeting For Results Committee meeting beginning at 5:15 p.m.

 

Add Agenda item regarding the sponsorships of the Recycling Program in the elementary schools. Ask Merry Ann Peters of the Northern Plains Resource Council to report to the Board.

 

Add Agenda item to approve plans on the Clean Renewable Energy Bonds (CREB’s) Project to proceed.

 

Add Agenda item for Administrators, Administrative Support and Clerk contracts FY2009.

 

Regarding the Superintendent’s Report: Jack Copps will talk about the “Show Cause Hearing” with the MQEC case, the status of the after school CARE program, and the effect of the 4 new subdivisions on the West-end and the potential growth mid-town by North Park.

 

Joel Guthals requested some discussion on the Executive Summary of the State Assessment of School Facilities Report. This will be included in the study session. It is available now and could be e-mailed to Trustees prior to the July 21st meeting.

 

The Chair said the monthly costs for legal assistance report to Trustees is no longer needed in their packets. If there is a cost over $10K, either Thomas Harper or Superintendent Copps should advise the Board.

 

Leo Hudetz said that Trustee Kathy Aragon inquired about why the reading tutors at the Title schools were being terminated. Kathy Olson said that all reading tutors were paid out of the general fund. Due to general fund budget cuts these positions were eliminated. Kathy Olson said that the Human Resources office is trying to find jobs for these tutors in other existing positions in the District.

 

There will be no July meeting of the Budgeting For Results Committee. Future topics for the BFR Committee agendas should include: 1) presentations from Departments on their budget regarding their functions; 2) the Chamber (Governmental Affairs Committee) wishes to take part in our budgeting process at this Committee level; 3) Hiring procedures at the elementary and high school level (which would then proceed to the Board).

 

Future agenda items suggested:

1) Personnel and Financial Policies

2) Indian Education funding – a basic informational status report to the Board.

3) Board training and leadership development – future study session

 

Leo Hudetz discussed bond levy information and said the cost would probably be shared with the City and County if it’s held during the General Election.

 

Adjournment

 

There being no further business, the meeting was adjourned at 1:10 p.m.

 

 

 

 

Katharin Kelker, Chair

 

 

 

 

Sherrill Sullins, Recorder