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Regular Board Meeting January 19, 2009


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Proceedings of the Board of Trustees

District No. 2, Yellowstone County

High School District No. 2, Yellowstone County

Billings, Montana

 

January 19, 2009

 

CALL TO ORDER

 

The Regular Board Meeting of the Board of Trustees of School District No. 2, Yellowstone County, Montana, and High School District, Yellowstone County, Montana, was duly held at The Lincoln Center, 415 North 30th Street, Billings, Montana, January 19, 2009, at 5:30 p.m.

 

Members present included Trustees Peter Gesuale, Mary Jo Fox, Sandra Mossman, Katharin Kelker, Joel Guthals, Malcolm Goodrich, Kathy Aragon, Tim Trafford, Superintendent Jack Copps, and District Clerk Leo Hudetz. Trustee Dawn Achten and Superintendent Jack Copps were excused.

 

Registered guests included John Eisen, Terry Sukut, Jerry Hansen, Deana Elder, Summer Gappa, Angie Gray, Andrea Chambers, Amy Griffin, Jeri Anton, Becky Shay, Nikki Laurento, and Janet Baum.

 

COMMUNICATION FROM THE PUBLIC

 

The Board recognizes the value of public comment on educational issues and the importance of listening to members of the public in its meetings. The Board also recognizes the statutory and constitutional right of the public to participate in governmental operations. The Board encourages members of the public to participate in and express opinions about issues important to the District. This part of the Board’s meeting is dedicated to public comment on any public matter that is not on the agenda of this meeting and is within the jurisdiction of the Board of Trustees. Members of the public may also address particular items on this agenda either now or at the time the Board considers the particular item.

 

Jerry Hansen addressed the Board regarding the auditor’s position in the Audit Report. He addressed five points: 1) the Board’s position on putting funds into the building reserve to restore it to the 5% level which has not occurred; 2) the number of employees has increased due to full-day kindergarten; 3) the after school program is a non-budgeted item that is currently in the red; 4) the retirement fund is too low; and, 5) contributions need to be increased for the health care program.

 

APPROVAL OF AGENDA

 

The Chair reported the planned study session would be moved up to follow the gifts and donations. Trustee Guthals made the following motion with a second by Trustee Gesuale:

 

Motion to approve the agenda as amended.

 

Those voting in favor were Peter Gesuale, Mary Jo Fox, Sandra Mossman, Katharin Kelker, Joel Guthals, Malcolm Goodrich, Kathy Aragon and Tim Trafford. The motion passed unanimously.

 

MARTIN LUTHER KING DAY

 

Trustee Guthals paid tribute to Martin Luther King by reviewing his life.

 

GIFTS AND DONATIONS

 

Trustee Fox made the following motion with a second by Trustee Aragon:

 

Motion to accept the gifts and donations with gratitude.

 

Those voting in favor were Peter Gesuale, Mary Jo Fox, Sandra Mossman, Katharin Kelker, Joel Guthals, Malcolm Goodrich, Kathy Aragon and Tim Trafford. The motion passed unanimously. The following are the gifts and donations:

 

Beartooth -- Justin and Lisa Norby, $50 for playground fund

Donald and Robyn McCabe, $20 for playground fund

Crowley, Haughey, Hanson, Tool and Dietrich, PLLP, $350 for playground fund

Norma Waleri, 60 pairs of gloves

Robert and Pamela Ellis, $100 for playground fund

Mountain State Plumbing and Heating, $250 for playground fund

Air-Controls-Billings, $1,000 for playground fund

Big Sky -- Coldwater Creek, $1,000

ExxonMobil, Matching Gift Program, $1,500

Billings Village Golden K Kiwanis, $400

Bitterroot -- Farmers Insurance Group, book

Chapter Y PEO, mittens, gloves, scarves, hats, $54

Shiloh United Methodist Women, mittens gloves, scarves, hats

Broadwater -- Grand Bagel Co., bagels and spreads

Prudential Financial, Donna Fredericks, $1,000

United Way, books for kindergarten students

St. Vincent Healthcare Foundation, Karin Lucas, 30 gift cards for Wal-Mart

Chapter Y PEO, gloves, hats and $54

Burlington -- Billings Village Golden K Kiwanis, $400

Highland -- Gina and Dave Williams, gift certificates to Thomas Books

McKinley -- Heights Wal-Mart, $175 gift card

Rimrock Foundation, David Cunningham, hats, scarves and gloves

Chapter Y PEO, hats, scarves, mittens and $54

Newman -- CTA Architects and Engineers, Thanksgiving food baskets for 20 families, processed deer meat for six families, Christmas gifts for all delivered by Santa, hats scarves, gloves

West End Rotary, Christmas gifts for 34 children

Big Sky Optimists, Christmas gifts for two families

Billings Clinic Deaconess ICU Group, Christmas gifts for two families

West High National Honor Society, Christmas food baskets for six families

Kara McDonald, Christmas gifts for one family

Riverside Optimists, Christmas gifts for one family

Laurie Murphy, Christmas gifts for two families

YCCOA, hats and mittens

Chapter Y PEO, hats, gloves and $54

Billings Village Golden K Kiwanis, $400

St. Thomas Christian Service Commission, Christmas food baskets/gifts for families

Dress-A-Child Program, Salvation Army, clothing for several children/families

Downtown Exchange Club, Santa with gifts for K, 1st, 2nd graders

Special Ed. Bus Drivers, winter coats for students

Ponderosa -- Mr. and Mrs. Allan Karell, coats for students

Melissa Heise, $200

West High Honor Society, food for food baskets

Billings West Rotary, gifts for students and dictionaries for 3rd graders

St. Thomas Catholic Church, gifts and food baskets

Van’s State Avenue IGA, gift certificates

Chapter Y PEO, gloves, hats and $54

Rose Park -- Bus Drivers and Bus Aides, seven coats and bag of mittens for students

Rotary Club, dictionaries for third graders

Washington -- CynRoc, Inc., clothing for ten homeless students

Mr. and Mrs. Venneman, new coats and sweatshirts

United Way, books for kindergarteners

Sodexo, Christmas gifts for students

Jill Ackerman, Christmas gifts for students

Tammy Wagenman and Family, Christmas gifts and dinner for two families

Rotary Club, Christmas gifts

St. Thomas Catholic Church, Thanksgiving and Christmas dinners and Christmas gifts for families

Poly Drive Elementary, Christmas gifts

RSVP, hats and mittens

Chapter Y PEO, gloves, hats and $54

Will James -- Patrick and Carla Cobb, $100 for music program

District -- David and Mary Jane Doss, computer and software

 

STUDY SESSION ON FACILITY ISSUES

 

The Board broke into a study session to discuss the Cottonwood project. John Eisen, JGA Architects, reported that schools have not changed much but people have. He reviewed the handout given to those present. Included in the projected Cottonwood elementary school are breakout spaces, which allow teachers more area than for the classroom. Also included in the project are transparency windows between the classrooms and the breakout rooms which would give more light for the outdoor learning centers. The project also gives room for use by the community. Learning studios would allow for hands on effective learning for learning environments. The proposed plan shows natural daylight and good air quality.

 

David Trost from St John’s Lutheran Home served on the Cottonwood Task Force. He reported the committee visited three schools including Orchard before developing goals for the new school. Architect Terry Sukut reviewed the proposed plan. Trustee Aragon stated she did not see a bike/foot path. Mr. Sukut reported there would be a bike path leading to the school. The architects are still working on the plan for sidewalks. The cost information has not been developed yet. The cost of moving the irrigation ditch is up to the District.

 

Trustee Aragon asked if the funding source had been identified for a 23rd elementary school. The Superintendent will provide that information. Trustee Fox asked, given the District’s climate, how valuable is the outdoor learning centers. Mr. Trost stated the committee tried to create outdoor space for all classrooms. Trustee Fox asked if there was space for orchestra. There is space for the orchestra groups. Trustee Fox asked how open the classrooms are in regards to transparencies. The number of windows has not been figured in yet but it is hoped that sight access will be given to classrooms.

 

Trustee Guthals made several comments to be considered in further discussions: could the school be larger than 450 students as set by the Board; good data is needed for operational costs; criteria goals have a design that is comparative with the neighborhood; and, also figure in alternative energy sources. Kathy Olson reviewed the accreditation standards. If the classrooms were at accreditation standards, there would be 528 students.

 

BUDGETING FOR RESULTS COMMITTEE REPORT

 

Trustee Goodrich reported the Budgeting for Results (BFR) Committee heard a presentation on the QZAB Bond program which is moving forward. The committee wants to make sure the District can pay back these QZABs before applying for more QZABs. The committee also discussed the budget forecast for 2008-2011. The committee will start to meet twice a month in the next few months. Trustee Goodrich also reported the committee will discuss how the District would operate with fewer programs.

 

There are three types of levies that could be run, operational funds for each district, technology levy, or a building levy for each district. Trustee Goodrich stated it might be easier to pass a mill levy than a bond. Yes For Kids are standing by to support a mill levy. BFR voted unanimously to run mill levies with amounts to be determined at a later date. It was suggested by the committee that an elementary operational mill levy be run at the maximum amount. A high school technology mill levy could be run for $1,000,000 or possibly to a maximum amount. If the committee had to choose, their choice would be to run a technology levy. Trustee Goodrich urged the Board to give serious consideration to the timing to give the Yes For Kids committee time to gather resources and to education people.

 

Trustee Goodrich reported BFR will continue to work on the budget as it is probability that the legislators will not come through as hoped. Although no vote was taken, it was the consensus of the Board to follow the BFR recommendations.

 

SUPERINTENDENT EVALUATION

 

Trustees Guthals and Kelker have met with Superintendent Copps regarding his evaluation. Superintendent Copps expressed interest in a new contract. Trustee Guthals reported it was an excellent evaluation with 9.5 (out of a possible 10) by the staff and 9.3 by the Board. Superintendent Copps is highly regarded in the community.

 

2009 LEGISLATIVE SESSION

 

Trustee Kelker reported there is currently a bill before the legislators for health insurance for District staff. Trustee Guthals stated the legislative committee is meeting in VisionNet with the other AA schools as well as emails with the Montana School Board Association. A discussion was held by the committee on how to optimize its presence at the legislative sessions. Dan Martin and Superintendent Copps will be lobbyists for the District. A car will be rented for their use as it would be cheaper than using personal cars. Dan Martin is tracking bills that relate to the District and will keep the members of the committee and Board up to date.

 

Trustee Mossman reported a bus will carry District personnel and chamber members to Helena on February 5th for participation with the legislators. Trustee Aragon reported she has been working with children’s groups to aid in obtaining more funding. Trustee Guthals stated the Montana Quality Education Coalition is soliciting Board members to participate in a joint session on February 4th. MQEC met with legislators last week to improve funding. A bill has been addressed that would take $50,000,000 from the coal tax fund with the stipulation one-half would be repaid. Trustee Mossman encouraged members to contact the legislators in support of the entitlement bill.

 

APPOINTMENT OF BOARD COMMITTEE CHAIRS

 

The Chair stated there have been volunteers to chair committees. The Chair reported a discussion will be held at the Board retreat on those positions. Sandra Mossman was appointed to chair the Calendar Committee instead of Trustee Achten.

 

POLICY 1441 AUDIENCE PARTICIPATION

 

This policy change is being presented on first reading. Trustee Guthals made the following recommendation with a second by Trustee Mossman:

 

Motion to approve Policy 1441 Audience Participation on first reading.

 

Those voting in favor were Peter Gesuale, Mary Jo Fox, Sandra Mossman, Katharin Kelker, Joel Guthals, Malcolm Goodrich, Kathy Aragon and Tim Trafford. The motion passed unanimously.

 

POLICY 1130 COMMITTEES

 

This policy change is being presented on first reading. Trustee Guthals made the following motion with a second by Trustee Fox:

 

Motion to approve Policy 1130 Committees on first reading.

 

Those voting in favor were Peter Gesuale, Mary Jo Fox, Sandra Mossman, Katharin Kelker, Joel Guthals, Malcolm Goodrich, Kathy Aragon and Tim Trafford. The motion passed unanimously.

 

POLICY 5251 RESIGNATIONS

 

Trustee Trafford asked if the District is prepared to enforce this policy. Dan Martin reported this policy was recommended by the MTSBA. Trustee Goodrich felt it went against the 14th amendment and might not be legally enforceable. The Chair believed the Board was not prepared to pass this policy on first reading. Trustee Trafford made the following motion with a second by Trustee Guthals:

 

Motion return this policy to the Policy Review Committee.

 

Those voting in favor were Peter Gesuale, Mary Jo Fox, Sandra Mossman, Katharin Kelker, Joel Guthals, Malcolm Goodrich, Kathy Aragon and Tim Trafford. The motion passed unanimously.

 

SUPERINTENDENT’S REPORT

 

There was no report as Superintendent Copps is recovering from surgery.

 

MONTHLY LEGAL REPORT

 

There are no new pending litigations. Trustee Goodrich made the following motion with a second by Trustee Fox:

 

Motion to approve the long-term suspensions as submitted in the packet.

 

Those voting in favor were Peter Gesuale, Mary Jo Fox, Sandra Mossman, Katharin Kelker, Joel Guthals, Malcolm Goodrich, Kathy Aragon and Tim Trafford. The motion passed unanimously.

 

BILLS PAID - DECEMBER 2008

 

The bills paid have been reviewed by the BFR Committee. Trustee Goodrich made the following motion with a second by Trustee Fox:

 

Motion to approve the bills paid for December 2008.

 

Those voting in favor were Peter Gesuale, Mary Jo Fox, Sandra Mossman, Katharin Kelker, Joel Guthals, Malcolm Goodrich, Kathy Aragon and Tim Trafford. The motion passed unanimously. The following are the bills paid:

 

Claims $4,826,647.54

ACH Tax Deposits 1,691,287.89

Payroll Warrants & Direct Deposits 5,663,140.75

Procurement Card 286,425.39

INTERCAP Loan Network Infrastructure

& Vehicle purchases

TOTAL $12,467,501.57

 

FINANCIAL REPORTS -- DECEMBER 2008 (UNAUDITED)

 

The BFR Committee has reviewed the financial reports that are included in the packet for review only. The following are the reports received:

 

CS101 Account Expenditure to Fund

CS102 Account Receipts by Fund

CS105 Statement of Estimated and Actual Revenue

CS108 Object Cost Analysis

 

SUPERINTENDENT’S CONTRACT

 

The Chair reported she and Trustee Guthals have discussed a contract at great length and are recommending a two-year contract. They would also like to increase the Superintendent’s salary over that two-year period. Trustee Guthals reported Superintendent Copps is interested in staying with the District for the next two years. He felt the District must get to a level in the pay for marketability when Superintendent Copps decides to retire. Superintendent Copps would like to have a discussion with the Board on a clause in the contract regarding disability.

 

The Chair asked the members if they were interested in offering a contract, the duration of the contract, and the salary. Trustee Goodrich made the following motion with a second by Trustee Trafford:

 

Motion to offer the Superintendent a contract and that we offer a two-year contract.

 

Trustee Fox stated the Board has to be cognizant of the coming year and we have to address benefits for the Superintendent. She further stated the Board must be very careful of what it offered due to the economic times. She believed the marketability should be addressed when the time comes. Trustee Fox suggested an annuity similar to what was offered in Helena and Bozeman be considered. She did not want to go over 2% for a raise. Trustee Guthals felt the salary should be raised to $140,000 over the two years. Trustee Gesuale felt a 2% increase would be best as most people would take a modest raise to keep their job.

 

Those voting in favor were Peter Gesuale, Mary Jo Fox, Sandra Mossman, Katharin Kelker, Joel Guthals, Malcolm Goodrich, Kathy Aragon and Tim Trafford. The motion passed unanimously.

 

It was the consensus of the Board to offer a 2% increase and to negotiate the benefits. Trustee Guthals stated this is no reflection on how the Board looks at Superintendent Copps’ performance but it is due to the current economic circumstances.

 

PERSONNEL REPORT

 

There was nothing unusual in the Personnel Report. Trustee Goodrich made the following motion with a second by Trustee Fox:

 

Motion to accept the Superintendent’s employment recommendations as presented in the personnel report.

 

Those voting in favor were Peter Gesuale, Mary Jo Fox, Sandra Mossman, Katharin Kelker, Joel Guthals, Malcolm Goodrich, Kathy Aragon and Tim Trafford. The motion passed unanimously.

 

 

 

CONSENT AGENDA

 

Trustee Goodrich made the following motion with a second by Trustee Fox:

 

Motion to approve and accept the items within the Consent Agenda without objection to recommended action.

 

Those voting in favor were Peter Gesuale, Mary Jo Fox, Sandra Mossman, Katharin Kelker, Joel Guthals, Malcolm Goodrich, Kathy Aragon and Tim Trafford. The motion passed unanimously. Items approved are as follows:

 

Regular Board Meeting Minutes, December 15, 2008

Budgeting for Results Minutes, December 8, 2008

Career Center House Construction Agreement Extension

Appointment of Trustee Panel for Policy 1700 Complaint

Addition of Beartooth Social Fund Trust Account at Beartooth

Addition of Library Club Trust Fund Account at Alkali Creek

Addition of Burlington Social Fund Trust Account at Burlington

 

As there was no further business, the meeting adjourned at 9:00 p.m.

 

 

 

 

Katharin Kelker, Chair

 

 

Diane Blevins, Recorder

 

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