Board Retreat of February 19, 2009

[Diane Blevins]

Proceedings of the Board of Trustees

District No. 2, Yellowstone County

High School District No. 2, Yellowstone County

Billings, Montana

 

February 19, 2009

 

CALL TO ORDER

 

The Board Retreat 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, February 19, 2009, at 5:30 p.m.

 

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

 

Registered guest was Jeff Weldon.

 

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. There were no public comments.

 

BOARD COMMUNICATIONS

 

Jeff Weldon, District legal counsel, reviewed the policies regarding communication among Board members. Changes to the method of using Board email were made during the summer of 2005. Emails are received by the Board members from the District’s website. Mr. Hudetz filters the emails and places the emails on the website unless it is a matter of privacy or junk mail. If the email is based on a private matter, Mr. Hudetz gives a hard copy to the Board members. Mr. Weldon stated that method is a prudent one. Emails, prior to the 2005 change, could be construed as a meeting and a violation of the open meeting law. Mr. Weldon reported the only change since 2005 is to be cautious in using emails. If a meeting is held in violation of the open meeting law, a decision during that meeting would be void. Emails can be used to determine if Trustees are available for a meeting but no general discussions should be held. Trustee Gesuale felt being able to answer questions through the email system was a luxury but is in violation.

 

Trustee Guthals stated, as the Board cannot use the Board email system, members are using their personal emails on a one to one basis. Is that a violation? Mr. Weldon reported it is not. If it were to go to all members, that would be a violation. If an email would go to the quorum of the Board, then there would be a conflict. Trustee Guthals asked if he were to write a memo to the Chair, that would be all right, but if it were to go to all Board members it is technically not a violation. But the paper trail could be construed as a public meeting. The safest way for communicating among the members is during a properly, called Board meeting. No member of the Board can speak on behalf of the Board unless it has been previously agreed upon by the members.

 

Trustee Trafford felt the Trustees should be informed, as a courtesy, of issues that arise within the District before reading about it in the newspaper. Mr. Weldon felt it was a logistical problem as there are nine trustees and the role of the Board should be preserved as it may have to be judges in a personnel matter. It is important for the Superintendent to keep control of an issue. The Board will have to figure out when is the right time to be informed on a issue that has arisen. The Chair felt it was important for the Superintendent to be the spokesperson in difficult situations. The role of the Board is not to be in an investigative position but hears both sides of an issue and then makes a decision. Trustee Guthals urged the Board members to remember that Superintendent Copps serves on their behalf on a day to day basis. The Board could have an agreement with the Superintendent to contact a leader of the Board on an issue and then determine if that is an issue that the entire Board should know. Trustee Guthals reminded the Board not to lose sight that this District is very large and only special circumstances should be directed to the Board. The Board should have faith in the Superintendent and administration.

 

Trustee Trafford felt there should be more written reports for the Board in order to communicate the various aspects of the District. He did not feel a monthly report would have to be done for each department, but an occasional informative report. Mr. Weldon stated it was a good idea to have written reports as they would serve as a public record. Chair Kelker reported the problem is the District has a lean administrative staff. Board members did not feel long reports are not necessary, but a brief report, less than one page. The members preferred to hear about good things happening within the District and challenges that face the District should be given to the media. Chair Kelker stated a portion of the strategic plan should be addressed at each Board meeting. The Board along with the administrative team develops the strategic plans and the chair of each standing committee works those strategic goals into their agendas.

 

COMMITTEES

 

The Ad Hoc Sub-Committee of the Board, known as the Committee on Committees has recommended to the Board to have four committees. The Chair felt that was a tall order since there were only nine serving on the Board. Volunteers from the present trustees were sought to chair the committees. Trustee Goodrich currently chairs the Budgeting for Results (BFR) Committee. There are currently two members who have volunteered for the same committee. The Chair urged the members to consider serving on a committee in order to learn more about the District. Trustee Trafford felt the committees should receive an item for discussion with a task set down. The Board Retreat has normally been held in June to develop plans for the committees for the next school year. The Chair felt it was good for a trustee to serve on a committee to learn the various aspects of the District and then to move on to another committee. Mr. Weldon felt the best committees are those that develop policies to go before the Board for approval. Trustee Fox suggested that the Board should appoint a Calendar Committee as it is one of the roles of the Board. Trustee Mossman reported the Calendar Committee in years past has been comprised of parents, as well as principals, not just union members. In past years, the calendar would go before the School/Community Committee after the Calendar Committee had made requests, and then on to the Board.

 

Chair Kelker reported the BEA has been a major presence on many committees with many members giving excellent expertise. There also needs to be people on the committees from the community who want to help and learn. Trustee Mossman stated the committees started facing their demise when they were in search of a charge. Chair Kelker suggested the Planning and Development Committee serve as a task force, discusses the issue and reports back to the Board. Trustee Mossman reported the Committee on Committees has suggested that an Executive Summary Report be given to the Board on committee meetings.

 

Chair Kelker stated the Education Committee has a full agenda for the school year. Committees should run on a yearly schedule. Trustee Kelker felt the Planning and Development Committee is problematic as it did not have a plan, such as the BFR has the financial issues. Trustee Aragon felt an issue for the Planning and Development Committee is to study consolidation on elementary schools. The Chair did not feel the enrollments showed the consolidation was necessary at this time. Trustee Guthals stated, if McKinley and Broadwater were to be renovated at 400 or 450 students, there may not be that many students but the Board is efficiently using the funds. The largest problem to be faced are the schools with serious deferred maintenance projects. The size depicted in the facilities plan depends on the size of the land available, therefore the enrollment size could be 400 or 450. Chair Kelker suggested the Planning and Development Committee could look at the schools to determine which school would be next for a task force to discuss. She did not feel a committee of the Board should study the entire community but work on specific schools and how to deal with the deferred maintenance projects. The members felt it would be a project for the Planning and Development Committee with a certain timeline. Chair Kelker felt a Board member would have a problem serving on four committees.

 

Trustee Guthals felt members should give serious consideration to serving on a particular committee and possibly chairing that committee. The committees have to have a function and a clear task for the Board. Trustee Gesuale felt the task forces worked best. BFR, Audit Committee, and the Policy Review Committee are directly connected to the Board. Trustee Achten felt the task force idea would be best as one could be formed when necessary. Trustee Guthals said assignments would then be developed for those committees according to the procedure as developed by the Committee on Committees. Training could be made available to those volunteering to chair a committee.

 

Trustee Kelker stated the ideal time to form committees is when the strategic plan is developed.

 

OTHER DISCUSSION

 

Trustee Mossman reported on the ‘AA’ day in Helena on February 5th. Yellowstone County had ten representatives attend the reception that day. There were also eight educators that attended, as well as members of the Chamber of Commerce.

 

As there was no further business, the meeting adjourned at 8:25 p.m.

 

 

 

 

Katharin Kelker, Chair

 

 

 

Diane Blevins, Recorder