Diane Blevins Posted May 29, 2009 Report Share Posted May 29, 2009 Proceedings of the Board of Trustees District No. 2, Yellowstone County High School District No. 2, Yellowstone County Billings, Montana May 18, 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, May 18, 2009, at 5:30 p.m. Members present included Trustees Mary Jo Fox, Joel Guthals, Malcolm Goodrich, Kathy Aragon, Dawn Achten, Barbara Bryan, Peter Gesuale, Teresa Stroebe, Superintendent Jack Copps, and District Clerk Leo Hudetz. Registered guests included Deana Elder, Lance Orner, Mary Jane Orner, John Eisen, Janet Baum, Becky Shay, Monica Witten, Carolyn Shane, Erin Shane, Carmilla Davis, and Sandra Abraham. 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. APPROVAL OF AGENDA The Chair reported that Trustee Gesuale would discuss the legislative information following the Consent Agenda. Trustee Guthals made the following motion with a second by Trustee Achten: Motion to approve the agenda as amended. Those voting in favor were Dawn Achten, Kathy Aragon, Barbara Bryan, Mary Jo Fox, Peter Gesuale, Malcolm Goodrich, Joel Guthals, and Teresa Stroebe. The motion passed unanimously. RECOGNITION AND GIFTS AND DONATIONS The Board recognized Monica Witten as the recipient of the Distinguished Service Award as Special Education Director of the Year for the State of Montana. The Board also recognized the National Science Bowl Winners of the Engineering and Design Class: Will James students Cate Hanna, Miles Otstot, Brady Davis, Madelaine Carmody, Riverside student Mikayla Nelson, Coach Patrick Kenney and Assistant Coach Debbie Bomar. Trustee Achten made the following motion with a second by Trustee Aragon: Motion to accept the gifts and donations with gratitude. Those voting in favor were Dawn Achten, Kathy Aragon, Barbara Bryan, Mary Jo Fox, Peter Gesuale, Malcolm Goodrich, Joel Guthals, and Teresa Stroebe. The motion passed unanimously. The following are the gifts and donations: Alkali Creek -- OPI, School Computer Program, Scott Buswell, computer equipment Bitterroot -- Farmers Insurance, book Barnes and Noble, book Wells Fargo, $260 Yellowstone Valley Farmers, $25 McKinley -- Linda Loveland, school supplies Newman -- “Yes We Can Billings”, Karen Jarussi, school supplies, basketball and soccer balls, clothing, snacks and gave $10 Albertson’s gift cards West High National Honor Society, food boxes for four families Ponderosa -- Guthals, Hunnes, Reuss & Thompson, sponsorship of recycling program Mr. and Mrs. Joel Guthals, sponsorship of recycling program Ellen Knight, sponsorship of recycling program Lewis & Clark -- Sharon Ille, $500 Dennis Masbruch, $1,000 for recycling Will James -- Jon and Suzanne Graeve, $500 Paul and Kristi Briggs, $50 Whitney and Cheryl Robinson, $750 Kim and Kelly Compton, $20 Mona and Michael Stevens, $100 Lorna Thackery and Gerald Moore, $200 District -- Dee and Mike Edwards, two computers Edwards, Frickle & Culver Law firm, office equipment Darci Giffin, a computer ENERGY MANAGEMENT PROGRAM REPORT Lew Anderson, Energy Manager, reported the District has saved 25-30% in the past few months at West High School by making a couple of small changes. 60% of the energy savings are during non-active times of the day. The energy savings from July 1, 2008 to March 31, 2009 are $244,966. Planning for savings is a constant on-going project. Mr. Anderson stated he will begin to send monthly reports to the Board members. For the month of April, savings are at $25,000 in utility costs. The software program to follow the utility savings is called E-CAP. Mr. Anderson reported there has been a savings of 1,006 metric tons of carbon dioxide emissions in electrical savings. He thanked the custodians and staff for their assistance in the energy management program and support of the program. Trustee Fox asked what changes had been made in the month of November to save money at West High. Mr. Anderson stated that several suggestions from the Energy and Environmental Innovation Committee (EEIC) were implemented. Trustee Gesuale asked for information on incorrect readings on meters. Mr. Anderson reported the incorrect readings are not always corrected the next month so he constantly monitors the utility bills. Mr. Anderson reported he will be concentrating on water usage costs this summer as Skyview usually has a $19,000 water bill for the summer. Superintendent Copps stated the energy management program depends on the relationship that the manager has with the people in the buildings. Trustee Guthals expressed his gratification that the program is successful and future savings are projected. He also asked for an estimate on adding any new technology equipment. STUDY SESSION ON FACILITY ISSUES The Chair reported that no decisions will be made during the study session. However, proposals may be made for action at a future meeting. Items may also be directed to the Planning & Development Committee (P&D) if the Board chooses. Mr. Copps felt that it would be helpful to put together a facility plan with the help of an independent consultant this summer. It might be possible to find private funding for a study, which would cost over $100,000. Trustee Gesuale agreed that a professional study should take place and a district-wide facility plan is needed. He suggested a sub-committee of the Board be formed to begin the process, start partnerships in the community, and work with the administration on the plan. Trustee Aragon agreed with Trustee Gesuale’s suggestions and the Board should develop the criteria for a Request for Proposal (RFP) for an independent study. Mr. Copps stated that one question that needs to be answered as soon as possible, is whether the study would be district wide, high school district, or the elementary district for the study. Trustee Bryan felt that planning in both districts should take place but in separate processes and the process should start in the summer in order to be ready in the fall. She stated the first step is strategic planning to decide how many schools are needed, how many students per school, and a design for bussing. Mr. Copps stated another item to be considered is structural adequacy and if our facilities have the ability to deliver the services that are necessary. Trustee Guthals reported the cost for an independent survey was $150,000 four years ago, so considering inflation, that cost could be around $200,000 at this time. He felt the Board should see where the funds would come from before moving too far ahead. The Chair asked if there were any Trustees willing to serve on the subcommittee. Trustees Gesuale, Aragon and Bryan expressed interest in serving on the committee. Trustee Aragon stated she wanted to see the project separated into K-8 and 9-12 projects. Also to be considered is to rebuild or replace buildings. Trustee Aragon reported she discovered a web-based planner that would cost less and the District would have to pay yearly as the plans would change from year to year. Trustee Stroebe urged those serving on the committee not to narrow the scope and include community involvement. She also felt the long-range plan should be reviewed every two years. The Chair stated he would place this item on a future Board agenda and will develop some action items including the scope, approval of the subcommittee members, and the parameters for the subcommittee. The subcommittee would report back to the Board over the summer and would turn the issues over to the P&D Committee in the fall. BUDGETING FOR RESULTS COMMITTEE REPORT Trustee Goodrich reported the Budgeting for Results (BFR) Committee reviewed the energy savings and the cost of $900,000 for substitutes. The next meetings are scheduled for May 26th and June 8th to discuss the elementary district and budget deficits. COMMITTEE APPOINTMENTS The Chair stated the Board will continue to solicit applications for the P&D Committee in order to be up and running for the fall. The Trustees should also inform the Chair which committee he/she would like to serve on for the next school year. The appointments will be on the next agenda. APPOINTMENT PROCESS FOR REPLACEMENT TRUSTEE District Clerk Hudetz reported no applications were received by the deadline last Friday. The District has sixty days to fill that position and then it would be left to the County Superintendent to fill that position. Mr. Hudetz stated he would find out if it is sixty days from the day the letter of resignation was received or when the Board accepted it. He recommended the Board extend the date to accept applications. Trustee Aragon made the following motion with a second by Trustee Achten: Motion to extend the deadline to accept applications for Trustee District 2 to June 1, 2009. Those voting in favor were Dawn Achten, Kathy Aragon, Barbara Bryan, Mary Jo Fox, Peter Gesuale, Malcolm Goodrich, Joel Guthals, and Teresa Stroebe. The motion passed unanimously. Mr. Hudetz stated that a letter of interest, a resume and three references should be submitted to Room 209 at the Lincoln Center. POLICY 1441 AUDIENCE PARTICIPATION – SECOND READING Trustee Guthals gave a brief history on Policy 1441. The Policy Review Committee and the ad-hoc committee to hear a complaint on audience participation reviewed Policy 1441. This policy allows the Chair to keep the meetings running smoothly. The form to be filled out by a member of the public to address the Board states the time limit as stated in the policy and allows that person to request additional time, if necessary. Trustee Gesuale made the following motion with a second by Trustee Achten: Motion to approve Policy 1441 Audience Participation on second reading. Trustee Bryan asked if the Board was allowed to address the person addressing the Board. The Chair stated the members have been advised by legal counsel that they should not respond but that person can be directed to the appropriate person in the District to address their concerns. Those voting in favor were Dawn Achten, Kathy Aragon, Barbara Bryan, Mary Jo Fox, Peter Gesuale, Malcolm Goodrich, Joel Guthals, and Teresa Stroebe. The motion passed unanimously. SUPERINTENDENT’S REPORT Superintendent Copps reported on the procedure followed for the recent bomb threats. A committee was recently put together to identify twenty items on various hazards and threats. A great deal of research went into the booklet developed by the administration and serves as the procedures to be used. An automated phone system was implemented a few years ago. The procedure for bomb threats is to keep students in their classrooms until it is verified that the halls and lockers are clear. The automated system is then used to inform the parents that all is clear. Expert procedures from the federal and staff level are used to protect the students. Mr. Copps reported the District’s website has been selected as one of the top ten sites in the nation. Trustee Guthals asked about procedures for the swine flu. Mr. Copps stated he is in contact with the state office and Riverstone Health. A tremendous amount of information has been obtained and administration knows that there are students who have been exposed to the H1N1 flu. The District is reaching the point that it acknowledges that it has this flu and it is increasing in numbers. It is not being recommended that any school be closed. Trustee Fox asked what the status is for security systems in the middle schools. Mr. Copps reported that there is nothing better than a camera but it was not possible at this time. For the next two years, administration is playing with a lot of one-time only money of which one-third of all state funds are one-time only money. Also, $10,000,000 has been taken away from at-risk needs. FEDERAL STIMULUS GRANT PROJECTS INCLUDING CRITICAL ISSUES AT SENIOR HIGH Rich Whitney, Facilities Director, reported the Commerce Department will review the first lists of projects for the stimulus funds this week. Any projects that would be approved would be done during the summer months. Only those projects completed by September 30, 2009 would be eligible for the Quick Start stimulus funds. Mr. Whitney reviewed the projects to be considered but only Quick Start funds are being discussed tonight. Those projects will have to have an energy audit for approval. Trustee Fox asked if Mr. Whitney had looked at security systems for middle schools. Mr. Whitney replied that a system with 12 cameras would cost around $40,000 but a more complex system would cost $100,000 to $110,000 for each school. Superintendent Copps stated the District could not submit a project without an audit in order to be accepted for Quick Start funds and Board approval. The Board could start with the auditing process before running it through the BFR Committee. Mr. Whitney stated he could move forward with the audit and put the audit costs into the project but Board approval is needed for the list. The Chair recommended running this through the BFR Committee in order to give Mr. Whitney the time to get an idea of the audit costs. A Board meeting would be scheduled as soon as possible after the BFR meeting. A Special Board meeting on June 2nd could be called to approve projects with the additional information. It was the consensus of the Board to send the item to the BFR Committee first. DISCUSSION OF BOARD RETREAT Mr. Hudetz will contact Board members to see which dates would be chosen to hold a Board Retreat over the summer. MONTHLY LEGAL REPORT The Chair reported there were no new cases. Trustee Achten asked for a schedule of the long-term suspension hearings. Trustee Aragon made the following motion with a second by Trustee Gesuale: Motion to accept the long-term suspension recommendations. Those voting in favor were Dawn Achten, Kathy Aragon, Barbara Bryan, Mary Jo Fox, Peter Gesuale, Malcolm Goodrich, Joel Guthals, and Teresa Stroebe. The motion passed unanimously. BILLS PAID – APRIL 2009 The bills paid were reviewed by the BFR Committee and accepted. Trustee Guthals made the following motion with a second by Trustee Achten: Motion to approve the bills paid for April 2009. Those voting in favor were Dawn Achten, Kathy Aragon, Barbara Bryan, Mary Jo Fox, Peter Gesuale, Malcolm Goodrich, Joel Guthals, and Teresa Stroebe. The motion passed unanimously. The bills paid are as follows: Claims $1,991,966.65 ACH Tax Deposits 1,621,507.55 Payroll Warrants & Direct Deposits 5,813,430.38 Procurement Card 327,162.78 INTERCAP Loan Network Infrastructure & Vehicle Purchases TOTAL $9,754,067.36 FINANCIAL REPORTS – APRIL 2009 (UNAUDITED) The financial reports have been reviewed by the BFR Committee and accepted. Reports received are as follows: CS101 Account Expenditure by Fund CS102 Account Receipts by Fund CS105 Statement of Estimated and Actual Revenue CS108 Object Cost Analysis PERSONNEL REPORT Trustee Guthals asked how the licensed leaves were given. Mr. Copps reported the person filling the position received a salary. The person on leave does not receive a salary and must pay for his/her health plan. Trustee Achten made the following motion with a second by Trustee Fox: Motion to accept the Superintendent’s employment recommendations. Those voting in favor were Dawn Achten, Kathy Aragon, Barbara Bryan, Mary Jo Fox, Peter Gesuale, Malcolm Goodrich, Joel Guthals, and Teresa Stroebe. The motion passed unanimously. CONSENT AGENDA Trustee Gesuale made the following motion with a second by Trustee Guthals: Motion to approve and accept the items within the Consent Agenda without objection to recommended action with the exception of the Agreements for School Resource Officers. Those voting in favor were Dawn Achten, Kathy Aragon, Barbara Bryan, Mary Jo Fox, Peter Gesuale, Malcolm Goodrich, Joel Guthals, and Teresa Stroebe. The motion passed unanimously. Items approved are as follows: Regular Board Meeting Minutes, April 20, 2009 Special Board Meeting Minutes, May 4, 2009 Budgeting for Results Minutes, April 13, 2009 Budgeting for Results Minutes, April 27, 2009 Addition of Social Trust Fund Account at Bench Addition of Trust Accounts for BPEF 2009 Classroom Grant Recipients Tuition Rates 2009-10 School Year Mr. Copps reported the contract for the school resource officers is the same as in years past. No new officers are being added. Trustee Fox felt that the enforcement of school policies should be added to the duties of the officers. Mr. Copps stated it would have to be negotiated with the police and sheriff departments. He was willing to make that request. Trustee Guthals stated the purpose of the police force is to enforce criminal law. Trustee Guthals made the following motion with a second by Trustee Fox: Motion to approve the agreement for School Resource Officers in the high schools and middle schools subject to the Superintendent having further discussions with the City of Billings in respect to enforcing school policies in regards to the law. Those voting in favor were Dawn Achten, Kathy Aragon, Barbara Bryan, Mary Jo Fox, Peter Gesuale, Malcolm Goodrich, Joel Guthals, and Teresa Stroebe. The motion passed unanimously. LEGISLATIVE UPDATE Trustee Gesuale reported the Delegate Assembly has been set for June 12th. Three trustees are paid for their expenses for the trip and are all trustees are urged to attend. Mr. Hudetz will send an email to the Board with the information. Trustees Bryan, Gesuale and Guthals will attend the meeting. Trustee Stroebe stated she will also be in attendance and will share the expenses paid for her husband, Conrad. As there was no further business, the meeting adjourned at 8:15 p.m. Malcolm Goodrich, Chair Diane Blevins, Recorder Link to comment Share on other sites More sharing options...
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