coen Posted May 22, 2009 Report Share Posted May 22, 2009 Proceedings of the Board of Trustees District No. 2, Yellowstone County High School District No. 2, Yellowstone County Billings, Montana April 7, 2009 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 Tuesday, April 7, 2009. The meeting was called to order at 12:00 p.m. by Chair Katharin Kelker. Roll Call Those attending were: Trustees Katharin Kelker, Tim Trafford, Mary Jo Fox; Clerk Leo Hudetz, Superintendent Jack Copps, Dave Williams, Nancy Hines, Kathy Olson, Dan Martin, Thomas Harper and Scott Anderson. Trustees Joel Guthals and Kathy Aragon arrived late Chair Kelker began by asking when to do the re-organization meeting of the Board, Thursday, May 14? The canvass of votes needs to be done first and the meeting has to be held before the third Saturday of the month. The meeting will be planned for the 14th of May at 5:30 p.m. with swearing in of new trustees, election of officers and re-appointment of the Clerk. There is a joint meeting of the facilities task forces scheduled for April 16th which will include different options for bonds, grants and stimulus package. This is not a board meeting and there will be no action taken by the board. There is a Special Board Meeting scheduled on Monday, May 4th when the task forces will present to the board. There may be action taken at this meeting. Chair Kelker stated that Trustee Sandra Mossman has resigned from the Board for reasons relating to personal and family illness. The process the Board needs to follow is to appoint a person for the duration of the term. The position needs to be advertized, then three trustees will go through the applications, conduct interviews and make a recommendation to the full board. Clerk Leo Hudetz has received the resignation in writing today. The Board needs to declare the vacancy and they have 60 days to fill the position. It was mentioned that Ms. Mossman was also selected as Chair of the Planning and Development Committee so a new chair will have to be reappointed and another Board member selected for that committee. The proposed agenda for April 20th was discussed. Trustee Fox requested that the Superintendent’s report include an action item to: 1) have a policy change in regard to the complaint procedure. The complaint regarding the Skyview cheerleading account went to the building first and when it came back, it had passed the deadline for filing a complaint. Trustee Fox suggested that if anyone contacts the district, they have started the complaint and meet the requirement for time. Chair Kelker stated that this would have to be referred to the Policy Committee. 2) Trustee Fox requested that the use of pcards at Skyview High School be discontinued if there have been serious violations. Chair Kelker stated that this meeting is to talk about Board action. Superintendent Copps stated every employee is going to be required to sign for using the pcard. Ms. Fox stated that a card was given to the coach and the principal did not sign off on her use of the card. Trustee Trafford stated that he would prefer something more generic like a pcard explanation. Who is reconciling these cards? Thomas Harper stated to Trustee Fox that Dave Williams is. In actuality, the reconciliation process goes through the business office. Trustee Fox stated that we need to get itemized receipts for the charges from the merchants. 3) Trustee Fox requested this matter be turned over to the Billings Police Department. Bob Whalen did not know about charges to Hooters until last month. Superintendent Copps stated that there is in in-depth investigation of Skyview High School, there are lots of accusations, but we do not know how much has to be reimbursed. There has been money deposited to cover unallowable pcard charges. The Billings Police Department is investigating. Superintendent Copps stated that the investigation should include the entire district. The procedures have been tightened. We need to be clear on what is authorized and what is not. Activities secretaries should not be given authority to approve expenditures; that belongs with the principal. Trustee Kelker asked about policy 1700 deadline. Would the Board like to review? This will be referred to the Policy Committee. The Superintendent will provide an update on this issue. It takes lots of time to find the answers. Trustee Fox stated that she would like to try to restore confidence with the community. Dave Williams asked Thomas Harper how many transactions happen with pcards and how many problems are there? Thomas Harper stated that it is a small percentage and problems could have occurred with the purchase order and direct pay system as well. Pcards have been used by businesses for 20 years and it does not make sense to write off the program because of these problems. Trustee Kelker stated that this meeting was about setting the agenda. Board needs to do something to make sure this doesn’t happen again. Trustee Trafford would like to hear about the pcard process, receipts and reconciliation process. Trustee Guthals said that the Superintendent’s report include recommendations to the Board or administration to change policy for district employees using pcards. Trustee Kelker stated that policies and procedures currently in place are adequate if followed. She also stated that there are lots of clubs and activities that are not part of our district, they use district facilities, and we do not have control of these things. Mr. Guthals requested that pcard procedures be on the agenda and be referred to the Policy Committee for policy 1700 and review all policies concerning ECA and recommendations to the Board. Trustee Fox asked to suspend or move pcards directly to the budget office or suspend for a time. Kathy Kelker stated that this is not in the Board’s purview and would be micromanaging. It is up to the Superintendent to deal with those who are not following procedures and policies. Trustee Guthals requested that this be on the agenda; refer policies on ECA and all private groups and pcards to the Policy Committee. The Superintendent stated that the administration is trying to address all the issues. There will be three agenda items: policy 1700; ECA and private groups; pcard procedures and reconciliation of receipts. Trustee Kelker asked the Superintendent if there will need to be notice sent to employees regarding potential layoffs. The Superintendent does not think so at this time but stated that costs will have to be reduced. The Superintendent mentioned that there is a request from a Senior High parent group to consider a wrestling facility. Their contribution will be about $120 thousand. Mr. Copps stated that the group would like to present to the Board. Lots of questions would have to be answered. The total cost for the project would be about $350 thousand. Trustee Guthals stated that there will be a report from the EEIC Committee. There being no further business, the meeting was adjourned at 1:30 p.m. _________________________________ Katharin Kelker, Chair _______________________________ Nancy Coe, Recorder Link to comment Share on other sites More sharing options...
Recommended Posts
Archived
This topic is now archived and is closed to further replies.