Diane Blevins Posted November 5, 2009 Report Share Posted November 5, 2009 Proceedings of the Board of Trustees District No. 2, Yellowstone County High School District No. 2, Yellowstone County Billings, Montana October 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, October 19, 2009, at 5:30 p.m. Members present included Trustees Joel Guthals, Malcolm Goodrich, Mary Jo Fox, Kathy Aragon, Teresa Stroebe, Barbara Bryan, Superintendent Jack Copps, and District Clerk Leo Hudetz. Trustees Achten and Gesuale were excused. Registered guests included Clay Herron, Linda Baker, Kathy Goodheart, Deana Elder, Sandra Abraham, Dee Neiter. Kim Pohle, Tyler Blood, Karen Mayhall, Troy Trollope, Amy Griffin, Becky Messman, and Ron Messman. 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. Karen Mayhall, Kathy Goodheart, and Linda Baker addressed the Board regarding the overcrowded classrooms at Sandstone Elementary. They voiced their concerns that overcrowding hinders their efforts in building relationships with the students and the inability to serve all of the children. APPROVAL OF AGENDA The Chair reported the item on the report of the Montana School Board Association would not be held this evening as Trustee Gesuale was ill. Trustee Aragon made the following motion with a second by Trustee Fox: Motion to approve the agenda as amended. Those voting in favor were Kathy Aragon, Barbara Bryan, Mary Jo Fox, Malcolm Goodrich, Joel Guthals, Theresa Stroebe, and Joyce Weber. The motion passed unanimously. COMMUNICATION FROM THE PUBLIC Trustee Guthals made the following motion with a second by Trustee Aragon: Motion to accept these gifts with gratitude. Those voting in favor were Kathy Aragon, Barbara Bryan, Mary Jo Fox, Malcolm Goodrich, Joel Guthals, Theresa Stroebe, and Joyce Weber. The motion passed unanimously. The following are the gifts and donations: Arrowhead -- Mr. and Mrs. Carl Jahr, $300 Julie Harman, $35 Mr. and Mrs. Holmes, $157.50 Billings Outlaws, $65 Big Sky -- EBMS, $630 for recycling Boulder -- Billings Gazette, $630 for recycling Eagle Cliffs -- Faith Chapel, time and labor for grounds work Highland -- First Interstate Bank Foundation, $704 Staci Turner, 88 hours of donated time McKinley -- PTA, $630 for recycling The Newcomers Club, hats and gloves Miles Avenue - Jim Rott, installing climbing wall in gym Carol Keenan, hand washing lessons for K and 1st graders Dayle Hayes, Nutrition for the Future, Inc., $630 for recycling Poly Drive -- Sanderson Stewart, $630 for recycling Ponderosa -- Pat Choriki, water for Saturday Live Interstate Powersystems, generator for use at Saturday Live Big Splash, tent for use at Saturday Live Action Electric, electrical services for Saturday Live Brockel’s Chocolates, chocolate, caramel apples for Saturday Live KOA, ice cream for open house Bobcat Inc., use of ATV for Saturday Live Billings Outlaws, ice and manning sucker pull booth at Saturday Live Rose Park -- Cindy Hanchett, eight library books Afterschool Program -- Home Depot, 500 flower bulbs, 100 clay pots, bags of Miracle Grow Trading Card Program -- First Interstate Bank, $3,500 George and Patricia Selover, $3,500 Billings Gazette, $3,500 Breakfast Exchange Club of Billings, $3,500 MTSBA PRESENTATION ON STRATEGIC PLANNING Trustee Guthals introduced the representatives of the Montana School Board Association (MTSBA), Executive Director Lance Melton and legal counsel Deborah Silk. Mr. Melton presented a plaque to Trustee Guthals for his service and expertise to the MTSBA. Mr. Melton outlined the services of the MTSBA. The association staff has been involved with strategic planning with other districts for years which are mission driven. If a district sees deficiencies in how it delivers services, it can move forward to develop ways to correct the deficiencies. Deborah Silk stated that there is no generic plan for districts as each district is different. There is a communication engagement piece that includes input from parents and the community. Once information is received from the community, MTSBA members would meet with the Board and administration. Administration will then identify the core ideology and a decision would be made of where the district wants to be 10-20 years from now. Then, external factors would be examined such as demographics, social economics, and politics. A list of 3-5 year goals is developed as well as 1-2 year strategic planning goals. Once a plan is adopted, members of the MTSBA would then come back in one year to evaluate how the district is doing and how to proceed from there. Mr. Melton reported that strategic planning has everything to do with budgeting as a guiding philosophy to measure the progress. Trustee Goodrich asked if it were possible to reconcile core values with reality. Mr. Melton stated, when funding is overflowing, it is easy to move forward but you cannot guarantee that you will be successful in your endeavor. Trustee Goodrich asked for the costs of the MTSBA’s services due to the dire straits of the District. Mr. Melton reported it would depend on how much the staff will carry the planning forward. He stated the MTSBA proposal would be as cost effective as possible. The first phase would be $1,000, then another $1,500-$2,000 for the second phase, plus some expense expenses for office work by their staff and travel. Trustee Aragon asked Mr. Melton if MTSBA helped with the Bozeman School District consensus planning. Mr. Melton reported they did help and looked at any key issue with facts and logic: 1) needs and wants of constituents preferences; 2) developing demographics; 3) repair what is broken; and, 4) internal financial capacity. Trustee Stroebe stated she has served on the MTSBA board and has gone through the process which she felt worked well. Trustee Guthals made the following motion with a second Trustee Aragon: Motion that the Board retain MTSBA to facilitate strategic planning for the Board. Trustee Guthals asked if the District had the funds to engage MTSBA. Mr. Melton stated it would be approximately $5,000. Superintendent Copps reported funds were available. Those voting in favor were Kathy Aragon, Barbara Bryan, Mary Jo Fox, Malcolm Goodrich, Joel Guthals, Theresa Stroebe, and Joyce Weber. The motion passed unanimously. Trustee Bryan made the following motion with a second by Trustee Aragon: Motion to form a Board subcommittee to meet in the next month and work out a detailed scope of work and schedule with the MTSBA to assure what we are purchasing, and customizing to our needs, the committee would then report back to the Board at the next meeting, that we would develop a public engagement process along with the MTSBA to run concurrent with that strategic planning process in conjunction with Nancy Hines, the District’s Communication Director, and that committee would act as a liaison with the MTSBA in implementation of the planning process. Those voting in favor were Kathy Aragon, Barbara Bryan, Mary Jo Fox, Malcolm Goodrich, Joel Guthals, Theresa Stroebe, and Joyce Weber. The motion passed unanimously. UPDATE ON PRELIMINARY EXAMINATION OF FY2010 AND FY2011 BUDGET The enrollment information from the October count was given to the Board and the budget was discussed further in the Budgeting for Results (BFR) report. REPORT FROM BUDGETING FOR RESULTS COMMITTEE Trustee Guthals reported that BFR reviewed the financial information included in the packet. The bills paid were also reviewed and recommended for approval. Joel Guthals reported that Thomas Harper, CFO, also gave an analysis of the answers to Jerry Hansen’s letter which had to do with his disagreement of the reporting in the District’s financial reports. Mr. Harper and the outside auditor believed that the liability for the health plan is accurately being reported. The members of the BFR were satisfied with Mr. Harper’s report and the information supplied. Mr. Guthals stated that the outside independent auditors concluded that the District’s financial statements are fairly stated. Malcolm Goodrich clarified that the District employs an independent audit firm to perform the annual audit. Trustee Guthals reported the committee then focused on the revenues and expenditures for 2011/12. The committee believed that the assumptions used were reliable and seemed that the information would be to forecast the picture for the District. Trustee Guthals stated the District is looking at a deficit of $1,576,000 in 2011, and a deficit of $5,470,000 for both districts in 2012. The BFR Committee needs to take into account the application of the one-time only funds and then decide what type of approach to make before making a recommendation to the Board. The committee decided to take a long-term strategic approach instead of a short-term approach as the deficit is a continuing problem. Trustee Guthals reported he sees a structural challenge that the District has and it needs to address ways to change the structure in how it delivers educational services, what it will be spending, and what support services we will be purchasing. In acknowledging that the District does not receive the correct funding from the State and that the voters will not vote for a mill levy, a new approach must be found to deal with the year-to-year crisis. Trustee Guthals stated the committee had a good discussion on voting aspects of the mill levies and recommended running a mill levy for the general fund with the largest amounts allowed by law, and a high school and elementary technology levy to benefit multiple years. The committee believed that no more than three levies should be run at this time. Trustee Guthals reported the BFR committee then looked at decreasing expenditures as well as the possibility of a wellness program with the health insurance program. A group of BFR members will look into it with members of the Insurance Committee. The committee also discussed the percentage of the budget going for compensation and felt there could be a significant savings for the District if it could be decreased. If the total elementary personnel costs could be reduced to 89% in the next few years, the outlook would improve. The BFR recommended to that Board and administration that it should investigate offering earl retirement incentives to its employees. The BFR committee made three recommendations from their meeting: 1) investigate early retirement incentives to employees; 2) an elementary general fund mill levy for the maximum as well as high school and elementary technology levies to benefit multiple years; and, 3) an analysis of budgeting problems for long-term solutions instead of short-term. Trustee Bryan asked how the District would move forward on early retirement plans. Trustee Guthals stated the District would have to turn that over to Thomas Harper and the Superintendent to conduct a detailed analysis and present a plan to the Board. Trustee Stroebe asked if a retirement plan would make larger classrooms. Trustee Guthals said it would depend on whether staff were replaced. Trustee Stroebe asked administration to include the impact in the classroom if an early retirement incentive is offered. Trustee Fox made the following motion with a second by Trustee Bryan: Motion to recommend that the Superintendent and the CFO would work together to come up with a proposal for the Board to look at early retirement plans. Those voting in favor were Kathy Aragon, Barbara Bryan, Mary Jo Fox, Malcolm Goodrich, Joel Guthals, Theresa Stroebe, and Joyce Weber. The motion passed unanimously. The Chair stated the Board could call for an intent to look at running mill levies at this time. When the Board calls for mill levies, it can no longer discuss the levies. Mr. Hudetz reported the mill levies would be run the first Tuesday in May by mail ballot and the end of March is the deadline for the Board to officially call for mill levies. Trustee Bryan made the following motion with a second by Trustee Aragon: Motion for the Board to call for intent for an elementary general fund mill levy. Those voting in favor were Kathy Aragon, Barbara Bryan, Mary Jo Fox, Malcolm Goodrich, and Joyce Weber. The motion passed unanimously. Trustees Guthals and Stroebe were ineligible to vote on elementary issues. Trustee Bryan made the following motion with a second by Trustee Fox: Motion for the Board to call for intent for an elementary technology levy for multiple years. Those voting in favor were Kathy Aragon, Barbara Bryan, Mary Jo Fox, Malcolm Goodrich, and Joyce Weber. The motion passed unanimously. Trustees Guthals and Stroebe were ineligible to vote on elementary issues. Trustee Bryan made the following motion with a second by Trustee Aragon: Motion for the Board to call for intent for a high school technology levy for multiple years. Those voting in favor were Kathy Aragon, Barbara Bryan, Mary Jo Fox, Malcolm Goodrich, Joel Guthals, Theresa Stroebe, and Joyce Weber. The motion passed unanimously. Trustee Weber asked what legally can be done to promote mill levies after the mill levies are called for by the Board. The Chair reported no public funds can be used to aid in passage of any levies, but Board members can publicly speak in favor of the levy. Trustee Bryan made the following motion with a second by Trustee Guthals: Motion that the Board direct administration to conduct a cost rationale of the additional levy funds and present alternatives along with benefits achieved by the District. Those voting in favor were Kathy Aragon, Barbara Bryan, Mary Jo Fox, Malcolm Goodrich, Joel Guthals, Theresa Stroebe, and Joyce Weber. The motion passed unanimously. Trustee Bryan asked about appointing a subcommittee of the Board to work with MTSBA. The Chair stated he would bring it forward during the agenda setting meeting. STUDENT WELLNESS INITIATIVES REPORT Trustee Aragon reported a one-year grant was received to establish a backpack lunch program for 500 low income students. Dr. Mermel has been working to further the health programs in the district. The Yellowstone Valley Citizens Council is interested in launching school learning gardens. The principals will be asked if they are interested in the gardens and the principals would identify the process for approval and who would work on the projects. EDUCATION FOUNDATION/SATURDAY LIVE REPORT Trustee Stroebe reported $107,000 was raised this year at Saturday Live. She thanked those who donated their time to make this event a success. SUPERINTENDENT’S REPORT Superintendent Copps reported that 27% of the students at Riverside Middle School were absent which could be caused by the H1N1 virus. There is also a significant impact from the virus on ten elementary schools with at least 10% absent. He stated he would consider closing schools for thorough cleaning if the absentee rate reaches 40%. Mr. Copps reported on the First Student incident where a bus driver hit a student crossing a street. He stated he met with Ron Messman from First Student to determine what steps could be taken to assure that a driver would not drive while under the influence of alcohol. Bus drivers are observed when they pick up the keys and then gather in an area with other drivers. No one had noticed that this bus driver was impaired. Mr. Copps stated that First Student has taken precautions that this would not happen again. Mr. Messman reported to the Superintendent that the other bus drivers were the most upset by the incident. Trustee Guthals asked if breathalyzers could be used. Mr. Copps was not sure that the District could ask that but it might be a possibility. Random tests are done on bus drivers for alcohol and drugs. Mr. Copps stated the enrollment counts to the State must be done in three different methods. People have been critical of the District due to varying numbers listed in the enrollment counts. Currently, 100 students do not qualify for state funding. There are 314 more students in the elementary schools this year which means the elementary district will receive an additional $1,600,000 next year and it will cut the budget deficit in half for next year. Enrollments in the middle schools dropped 12 students this year and the high schools decreased by 100 students. The number of classrooms that exceed accreditation standards are 28 in kindergarten, 26 in first grade, 20 in second, and 2 in the third through sixth grade. There are also 22 students over the age of 19 who do not generate any funding for the District. Mr. Copps reported the new enrollment counts are included in the budget projections. Trustee Bryan asked that the enrollment counts be made available to the public. Mr. Copps also reported on the middle school activities fund that is short $70,000 due to the cuts made in August. Donations of $3,500 have been made to date and more funds are being sought. Mr. Copps stated that administration is committed to the middle school activities. CALENDAR ISSUES Trustee Fox reported the Calendar Committee has met twice and the members represent different areas of the city including members of the Billings Education Association. Two calendars for the years 2011-2013 were developed and are ready to be presented to the Board. Both calendars begin school on August 25th and end the first part of June. One calendar has a February and April break while the other option shows one longer break at the end of March. The calendars will be brought forward to the Board at the next meeting. Public input is also being sought. Trustee Guthals made the following motion with a second by Trustee Weber: Motion to put the calendars out to the public for input and determine the calendar at the next meeting. Those voting in favor were Kathy Aragon, Barbara Bryan, Mary Jo Fox, Malcolm Goodrich, Joel Guthals, Theresa Stroebe, and Joyce Weber. The motion passed unanimously. MONTHLY LEGAL REPORT The Chair reported there is nothing new to report. BILLS PAID – SEPTEMBER 2009 Trustee Guthals made the following motion with a second by Trustee Aragon: Motion to approve the bills paid for September 2009. Those voting in favor were Kathy Aragon, Barbara Bryan, Mary Jo Fox, Malcolm Goodrich, Joel Guthals, Theresa Stroebe, and Joyce Weber. The motion passed unanimously. The following are the bills paid: Claims $2,797,283.58 ACH Tax Deposits 1,662,976.64 Payroll Warrants & Direct Deposits 5,098,275.14 Procurement Card 378,663.23 EBMS ACH Payments 1,149,297.27 Network Infrastructure & Vehicle purchases TOTAL $11,086,495.86 FINANCIAL REPORTS – SEPTEMBER 2009 (UNAUDITED) The following reports were received: CS101 Account Expenditure by Fund CS102 Account Receipts by Fund CS105 Statement of Estimated and Actual Revenue Cs108 Object Cost Analysis PERSONNEL REPORT Trustee Stroebe made the following motion with a second by Trustee Bryan: Motion to accept the personnel report with the Superintendent’s current employment recommendations. Those voting in favor were Kathy Aragon, Barbara Bryan, Mary Jo Fox, Malcolm Goodrich, Joel Guthals, Theresa Stroebe, and Joyce Weber. The motion passed unanimously. CONSENT AGENDA Trustee Guthals 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 Kathy Aragon, Barbara Bryan, Mary Jo Fox, Malcolm Goodrich, Joel Guthals, Theresa Stroebe, and Joyce Weber. The motion passed unanimously. The following are the items approved: Regular Board Meeting Minutes, September 21, 2009 Special Board Meeting Minutes, September 28, 2009 Budgeting for Results Committee Minutes, September 14, 2009 Audit Committee Minutes, December 1, 2008 Audit Committee Minutes, December 10, 2008 Trustees financial Summary FY2008-2009 403(b) Vendor Representative Procedure 4210-P3 Guidelines for ECA Funds Procedure 7320-P2 Procurement Card Procurement Form 4210-F1 Fund Raising Approval Request Form 4210-F2 Fund Raising Report Form Form 3340-F2 ECA Consent Form – Deleted Addition of Billings Tech Cadre Trust Fund Account at Lincoln Addition of Peer Support ECA Fund Account at West High Addition of Green Team ECA Fund Account at Miles Avenue Addition of Educational Assistance ECA Fund Account at Skyview As there was no further business, the meeting adjourned at 8:00 p.m. Malcolm Goodrich, Chair Diane Blevins, Recorder Link to comment Share on other sites More sharing options...
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