Diane Blevins Posted May 14, 2009 Report Share Posted May 14, 2009 Proceedings of the Board of Trustees District No. 2, Yellowstone County High School District No. 2, Yellowstone County Billings, Montana April 20, 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, April 20, 2009, at 5:30 p.m. Members present included Trustees Mary Jo Fox, Katharin Kelker, Joel Guthals, Malcolm Goodrich, Kathy Aragon, Tim Trafford, Superintendent Jack Copps, and District Clerk Leo Hudetz. Trustee Dawn Achten was excused. Registered guests included Karen Norsworthy, Amy Griffin, Elizabeth Potter, Jim Wulf, Colleen Wulf, Becky Shay, Lonnie Robertson, Pam Christianson, Deana Elder, Janet Baum, Pam Dimich, Paige Dauce, Ashley Delp, and Shanna Henry. 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. Pam Christianson spoke on behalf of the three elementary projects on one bond issue. She voiced her support of the projects. Jim Wulf asked if the Board should vote on a bond until the new Board is chosen. Amy Griffen stated that not all participants on the elementary task forces were of the same mindset. Data figures need to be narrowed down. Mrs. Griffen suggested the public be encouraged to participate in the possible elementary bond issues. Mark Restad read a letter from the Highlands group and the westend task force. He asked the Board to review the facilities report and hire an outside consultant to provide a long-range plan. APPROVAL OF AGENDA The Chair reported there was a revision to the agenda which was listed on the pink sheets. Trustee Guthals made the following motion with a second by Trustee Goodrich: Motion to approve the agenda as listed on the pink sheets. Those voting in favor were Mary Jo Fox, Katharin Kelker, Joel Guthals, Malcolm Goodrich, Kathy Aragon, and Tim Trafford. The motion was approved unanimously. GIFTS AND DONATIONS Trustee Goodrich made the following motion with a second by Trustee Fox: Motion to accept the gifts with gratitude. Those voting in favor were Mary Jo Fox, Katharin Kelker, Joel Guthals, Malcolm Goodrich, Kathy Aragon, and Tim Trafford. The motion was approved unanimously. The following are the gifts and donations: Arrowhead -- Mr. and Mrs. Carl Jahr, television Bitterroot -- Farmers Insurance, books Crowley and Fleck, computer paper and notebook binders Boulder -- Eric, Linda and Calvin Bjorgum, $520 Jeff Redding, $130 Burlington -- Margaret McKee, $20 Richard and Donna Clark, $20 Scott and Karen Bloomenrader, $25 Eagle Cliffs -- Lowe’s carpet samples McKinley -- Mac Schaffer, Rimrock Foundation, school supplies Miles Avenue -- Jody Chavez, $130 Target, Take Charge of Education, $289.15 Ponderosa -- West High national Honor Society, food baskets Enwall Family, $250 Yes We Can Billings, school supplies, clothing, and grocery gift cards Will James -- Doug and Lori Bell, $100, two televisions, storage center Darren and Tammy Holmes, $100 Whitney and Cheryl Robinson, $100 Kevin and Jami Funyak, $300 Paul and Amy Dunphy, $100 Craig and Kristi Drake, $25 WRESTLING CLUB PRESENTATION Lonnie Robertson, the Senior High wrestling coach, presented a proposal to build a wrestling facility at Senior High in order to give the increased number of wrestlers the opportunity to have their own facility. The Dark Horse Wrestling group, a local wrestling club using Senior, now has 140 students which will mean more high school wrestlers in the future. The wrestling facility would be built with the use of private funds and given to the District. It would also impact the students at Senior as well as health enhancement students would use the facility, and other groups from the school. Trustee Guthals asked if funds had already been raised. Mr. Robertson reported that no money has been received yet but, $120,000 has been committed and another major donor will give the remaining dollars needed. The money will go into an extra-curricular account. The facility would be a steel building and would include lockers and showers. Trustee Guthals suggested the item be placed on an agenda for a study meeting to make sure that all questions are answered and the plans approved. The Board must make sure that no commitment from the District is sought for this project. It is proposed the District would cover the costs of maintenance and utilities. Trustee Fox asked if it would be a District facility or a Senior High facility. Mr. Robertson reported it would be a Senior High facility and no group would have preference over the use of another group. It was the sense of the Board to send this item to the Planning & Development (P&D) Committee. BUDGETING FOR RESULTS (BFR) COMMITTEE REPORT Trustee Goodrich reviewed the report on page 6 of the agenda. Trustee Kelker asked if the BFR Committee had reached the conclusion that it is possible to sustain the elementary budget. Trustee Goodrich stated the committee had not reached that point yet. The next meeting will be on salaries and administrative costs. Final figures will be known after the legislative session is completed and after the May Board meeting. There are not too many things that can be done for the elementary budget, due to the fact of accreditation standards, as opposed to the high school budget. Reports will be brought back to the Board after each BFR meeting. ENERGY & ENVIRONMENTAL INNOVATIONS COMMITTEE REPORT Trustee Guthals stated the Energy & Environmental Innovation (EEIC) Committee received a progress report for the energy management program at the last meeting on March 25th. The District is approximately seven months into the program. Lew Anderson, Program Manager, has had very good cooperation from staff and the program is well received. The District had already done a lot of work in reducing utility costs and as a result of that has found that large savings are not possible in this District but other ways are being reviewed. As utility usage has gone down, utility rates have increased. The savings that will be realized will be more than enough to pay for the program. Small changes are making a big difference, such as turning off lights when the room is not being used and computers at night. RESOLUTION – DECLARATION OF VACANCY – ELEMENTARY/HIGH SCHOOL TRUSTEE OF SINGLE MEMBER DISTRICT, NO. 2 The Chair stated the Board will have to declare the resolution for the vacancy of Sandra Mossman’s seat on the Board. Trustee Goodrich made the following motion with a second by Trustee Aragon: Motion to adopt the Resolution of Declaration of Vacancy of the position of Elementary/High School Trustee of Single Member District, Number 2. Those voting in favor were Mary Jo Fox, Katharin Kelker, Joel Guthals, Malcolm Goodrich, Kathy Aragon, and Tim Trafford. The motion was approved unanimously. The following is the adopted resolution: WHEREAS, pursuant to Montana law, any elected trustee position shall be vacant whenever the incumbent resigns from the applicable district; WHEREAS, Sandra Mossman, School District No. 2 Elementary/High School Trustee of Single Member District, Number 2, has submitted her resignation from the Board of Trustees April 7, 2009 and, became effective on April 10, 2009 in accordance with Board Policy 1112. THEREFORE, School District No. 2 Board of Trustees accepts the resignation of Sandra Mossman and declares the position of Elementary/High School Trustee of Single Member district, Number 2 as vacant. That this declaration is made pursuant to MCA 20-3-308 and 20-3-309 and School District No. 2 Board Policy 1112. APPOINTMENT PROCESS FOR TRUSTEE The Chair reported that Board policy 1112 stated that, “When a trustee vacancy occurs, the remaining Trustees shall fill such vacancy by appointment. The Board will receive any applications from any qualified persons seeking to fill the position after suitable notice. The Board will appoint one candidate to serve until the next regularly scheduled election.” A three-person panel is appointed to review applications, interview candidates and bring a recommendation to the full Board. Trustees Aragon, Fox and Goodrich volunteered to serve on the panel. Applications should be turned in by the middle of May and hopefully the position will be filled by June. Trustee Goodrich made the following motion with a second by Trustee Fox: Motion to state that all applicants submit a letter of interest, resume, and answers to the attached questions (included in the agenda) to the Board Clerk by 4:00 p.m. on May 15, 2009. Those voting in favor were Mary Jo Fox, Katharin Kelker, Joel Guthals, Malcolm Goodrich, Kathy Aragon, and Tim Trafford. The motion was approved unanimously. Trustee Guthals made the following motion with a second by Trustee Fox: Motion to appoint a three member panel of the Board, consisting of Trustees Aragon, Fox, and Goodrich, to screen and interview and make a recommendation to the full Board regarding trustee appointment for Zone Those voting in favor were Mary Jo Fox, Katharin Kelker, Joel Guthals, Malcolm Goodrich, Kathy Aragon, and Tim Trafford. The motion was approved unanimously. APPOINTMENT OF COMMITTEE CHAIRS District Clerk Hudetz reported the chair of the committee would serve until the end of the school year or until he/she is re-elected. Trustee Guthals made the following motion with a second by Trustee Goodrich: Motion to appoint Trustee Aragon as the Chair of the Planning & Development Committee. Those voting in favor were Mary Jo Fox, Katharin Kelker, Joel Guthals, Malcolm Goodrich, Kathy Aragon, and Tim Trafford. The motion was approved unanimously. Trustee Guthals made the following motion with a second by Trustee Goodrich: Motion that Trustee Fox is interested in becoming the chair of the School/Community Committee. I, therefore move that the Board appoint Mary Jo Fox as the Chair of the School/Community Committee Those voting in favor were Mary Jo Fox, Katharin Kelker, Joel Guthals, Malcolm Goodrich, Kathy Aragon, and Tim Trafford. The motion was approved unanimously. The Chair stated that additional members will be recruited for the committees. RECOMMENDATIONS FROM JOINT TASK FORCE MEETING The three task forces will come before the Board on May 4th to make their recommendations. The chairs of the committees have some interest on how bonds are issued. The District’s debt grade is AA+ which is very high as there is no debt at this time. There was no consensus on running the three projects together on a bond election. At the May 4th meeting, each task force will be given thirty minutes to present their final recommendations for the design. Those task forces will then sunset. POLICY 1441 AUDIENCE PARTICIPATION – FIRST READING The Chair read the changes made to Policy 1441 as presented in the agenda. Trustee Guthals made the following motion with a second by Trustee Goodrich: Motion to approve Policy 1441 Audience Participation on first reading. Trustee Trafford felt the audience should be able to participate during Board discussions and before the Board vote. He did not feel a time limit was needed. Trustee Goodrich stated, in regards to the timing issue, that this policy has been reviewed by legal counsel to assure compliance with the open meeting law. Those voting in favor were Mary Jo Fox, Katharin Kelker, Joel Guthals, Malcolm Goodrich, Kathy Aragon, and Tim Trafford. The motion was approved unanimously. SUPERINTENDENT’S REPORT SIMULUS PACKAGE UPDATE Superintendent Copps reported a state legislative conference committee is meeting now to decide how one-time federal stimulus money could be used for education. He felt it was hard to predict how long it will take the conference committee to decide and report back to the House and Senate. One-time only money is only available for a two-year period so there should be some caution when deciding how to use those funds. ACCOUNTING OF EXTRACURRICULAR ACCOUNTS (ECA) Mr. Copps gave a brief history of the use of ECA accounts. A task force to study ECA procedures is being formed, consisting of Chair Dave Williams, Superintendent Copps, CFO Thomas Harper, Scott Anderson, a high school principal, two middle school principals, an Activities secretary, and a middle school secretary. Mr. Copps stated it is important to assure that we are properly training all personnel dealing with the ECA accounts. The usage of District facilities should also be reviewed to make sure all groups are treated equally. The possibility of using an ID that will be used by school fund raisers on behalf of the District is also being reviewed. Superintendent Copps stated that this committee would recommend policy and will meet in the first part of May. Trustee Fox asked if the building principal controls the use of the P-cards. Mr. Copps reported that was correct. Trustee Fox wanted to make sure that the buck stops with the principal and she hoped the task force would renew that charge. She also asked if there should be consequences in violating the use of the P-cards. Mr. Copps stated he did believe in consequences and there are instructions and governances to assure that the P-cards are used properly. Trustee Fox asked what the procedure was for a person outside of the activity to be whistle blower. Superintendent Copps reported the person should start at the building level. Trustee Kelker felt, besides making sure that policies are adequate, the District needs some type of disclaimer that stated, unless funds are in an ECA account, then the District is not responsible for those funds. Trustee Guthals stated the Policy Review Committee has made several revisions to Policy 1700 regarding complaints. Trustee Trafford suggested the Policy Review Committee work on the time limit to file a complaint portion of the policy. He felt the time allowed in the policy was inadequate. Trustee Fox felt there has to be consequences for the administrator authorizing use of all P-cards. She agreed with Trustee Trafford on the time issue. Trustee Fox made the following motion with a second by Trustee Guthals: Motion that the Board refer Policy 1700 to the Policy Review Committee to review the time limit that is required of those who make complaints to the Board within the 30-60 day limit, refer to the Policy Review Committee consequences for neglect or incompetence in the audit, and authorization of P-cards. Those voting in favor were Mary Jo Fox, Katharin Kelker, Joel Guthals, Malcolm Goodrich, Kathy Aragon, and Tim Trafford. The motion was approved unanimously. Superintendent Copps stated the Report Card is out on how the District is doing, such as test scores and the drop-out rate. PROCUREMENT CARDS (P-CARDS) Thomas Harper gave a history of the P-card and its uses. There are 287 P-cards in the District. Certain types of vendors can be blocked. Trustee Goodrich felt there should be some routine auditing on all cards, not just the generic cards. Trustee Trafford asked if there were any valid alternative to P-cards. Mr. Harper reported there was none. Trustee Trafford felt a good software could be used that could determine if there was any unusual use and that all cards should be targeted, not just the generic cards. Trustee Fox asked what would happen if some one were to lose a receipt. Mr. Harper stated there is a process to follow and could be included in the training process. Without a receipt, it would not be covered. Another suggestion was made that the P-cards be turned off during the summer months. Trustee Fox also felt that it be made clear in training that there is no delegation of the principal’s duties in the approval of a P-card transaction. RIVERSIDE – INTERCOM SYSTEM UPGRADE Rich Whitney reported a bid was issued and funding would come from the elementary deferred maintenance funds. The old system is no longer usable and been deemed unsafe. Trustee Goodrich made the following motion with a second by Trustee Guthals: Motion to accept the bid of $65,136 from Montana Wyoming Systems for the intercom system at Riverside Those voting in favor were Mary Jo Fox, Katharin Kelker, Malcolm Goodrich, and Kathy Aragon. The motion passed unanimously. Trustees Guthals and Trafford are ineligible to vote on elementary issues. MONTHLY LEGAL REPORT There were no new issues on the legal report. Mr. Copps reported that the Columbia Falls case will not be appealed. Trustee Goodrich made the following motion with a second by Trustee Trafford: Motion to accept the recommendations on the long-term suspensions. Those voting in favor were Mary Jo Fox, Katharin Kelker, Joel Guthals, Malcolm Goodrich, Kathy Aragon, and Tim Trafford. The motion was approved unanimously. BILLS PAID – MARCH 2009 The bills were reviewed by the BFR Committee. Trustee Goodrich made the following motion with a second by Trustee Fox: Motion to approve the bills paid for March 2009. Those voting in favor were Mary Jo Fox, Katharin Kelker, Joel Guthals, Malcolm Goodrich, Kathy Aragon, and Tim Trafford. The motion was approved unanimously. The following are the bills paid: Claims $3,073,462.43 ACH Tax Deposits 1,572,702.66 Payroll Warrants & Direct Deposits 5,672,770.14 Procurement Card 410,418.92 INTERCAP Loan Network Infrastructure & Vehicle purchases TOTAL $10,729,354.15 FINANCIAL REPORTS – MARCH 2009 (UNAUDITED) The financial reports were reviewed by the BFR Committee. The following are the reports: CS101 Account Expenditure by Fund CS102 Account Receipts by Fund CS105 Statement of Estimated and Actual Revenue CS108 Object Cost Analysis PERSONNEL REPORT Trustee Goodrich made the following motion with a second by Trustee Trafford: Motion to accept the Superintendent’s employment recommendations as presented in the personnel report. Those voting in favor were Mary Jo Fox, Katharin Kelker, Joel Guthals, Malcolm Goodrich, Kathy Aragon, and Tim Trafford. The motion was approved 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 Mary Jo Fox, Katharin Kelker, Joel Guthals, Malcolm Goodrich, Kathy Aragon, and Tim Trafford. The motion was approved unanimously. The following are the items approved: Regular Board Meeting Minutes, March 16, 2009 Budgeting for Results Minutes, March 9, 2009 Budgeting for Results Minutes, March 23, 2009 Addition of Social/Staff Trust Fund Account at Sandstone Addition of Student Council ECA Fund Account at Bench Elementary Addition of Library ECA Fund Account at Will James Addition of CAPPS ECA Fund Account at Will James Addition of Student Council ECA Fund Account at Rose Park Addition of Bear Bash ECA Fund Account at West High Addition of ECA Fund Accounts at Senior Addition of Independent Living Trust Fund Account at Highland Addition of 6th Grade Trust Fund Account at Highland Addition of Homeless rust Fund Account at Washington Addition of Rodeo Club ECA Fund Account at Skyview Ponderosa – Boiler Replacement 2009 Will James – HVAC Project 2009 Orchard – Intermediate Playground Phase III As there was no further business, the meeting adjourned at 8:18 p.m. Katharin Kelker, Chair Diane Blevins, Recorder Link to comment Share on other sites More sharing options...
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