Agenda Setting Meeting - Tuesday, March 2, 2010

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Proceedings of the Board of Trustees

District No. 2, Yellowstone County

High School District No. 2, Yellowstone County

Billings, Montana

March 2, 2010

 

 

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, March 2, 2010.

 

The meeting was called to order at 12:05 p.m. by Chair Malcolm Goodrich.

 

Roll Call

 

Those attending were: Trustees Peter Gesuale, Malcolm Goodrich, Barb Bryan, Joel Guthals, Kathy Aragon; Superintendent Jack Copps, Clerk Leo Hudetz, Scott Anderson, Kathy Olson, Dave Williams, Dan Martin, and Rich Whitney.

 

The Chair stated that since the presentation from Successful Schools Practices was not done last month it will be scheduled on March 15th. The Yes For Kids group will be given 10 minutes as well. Mr. Hudetz stated that Woody Jensen from Adult Education would like to do his yearly presentation, and the SHAC program would also like to do an update on their program. Mr. Jensen will be asked to wait until June or July and SHAC will be scheduled in May.

 

The meeting on March 8th will include approval of trustee from Zone 1 to replace Dawn Achten. He will be approved on the 8th with formal swearing in on the 15th.

 

Mr. Guthals will be asked to do an update on Budgeting For Results which will include an update on the “accounting problem” and health insurance.

 

It was mentioned that the bargaining units will be meeting on the 15th to come to an understanding and will then request a meeting with the Board. Dan Martin stated that it is desired to do them all at once. He asked that at least two Board members be appointed to meet with the units. Mr. Goodrich asked if there would be a change in other terms besides money. Mr. Copps stated that other terms were not mentioned in the survey but there could be other discussions. Mr. Martin stated that we will know when the groups meet together.

 

The Superintendent stated that Thomas Harper will be giving information about the accounting problem at the March 8th Budgeting For Results meeting. There will be the high school district presentation on the budget shortfall and savings. The Board would like the cuts/savings to be presented to them at the 15th meeting.

 

Mr. Copps also stated that a decision needs to be made soon by the unions in order to have the information for the budget. Mr. Goodrich stated that we need to have a group to talk to the bargaining units. The potential committee will be Joel Guthals, Peter Gesuale, Mary Jo Fox and Kathy Aragon. This committee will be approved on March 8th by the Board.

 

Ms. Aragon asked about the accounting issue and stated that the Board needs to have a memo or something for when they are asked questions by the public. Mr. Guthals agreed. Mr. Copps stated that Mr. Harper had planned to explain it at BFR. The Board will be given an explanation in writing before the meeting on March 8th. Mr. Copps will review it for accuracy before it goes out. Peter Gesuale stated that he will question what assurance they have that this error will not be repeated. What process have we gone through to make sure it is corrected and what are we doing in the future to make sure the numbers are correct? Mr. Copps stated that there are tests that are completed to check for accuracy. Unfortunately, the tests were not done earlier in the year. Mr. Goodrich stated that this should be done in October.

 

Mr. Copps stated that the projections are what they are. The budget shortfall was underestimated because of errors. Mr. Goodrich stated the error was discovered before any budget was approved or annual financial statement issued. Mr. Goodrich stated that we need to make the response formal, to create a consequence.

 

There will be a special meeting of the Board noticed as soon as possible after a decision by the bargaining units. Mr. Martin stated that spring break could be a factor in proper noticing of the BEA. Mr. Goodrich stated that the bargaining units could meet at 9 a.m. with the committee meeting at 11 a.m. on March 15th in order to try to get it done before spring break.

 

Mr. Guthals stated that the BFR has an “ambitious” agenda. The Board will meet on Monday night from 5:30-6:30 prior to BFR and then, if necessary, resume their meeting on Tuesday, March 9th at 5:30. Mr. Guthals stated that the phone conferencing is not good and we need to get better technology.

 

Kathy Aragon will give a report on Planning & Development as well as the joint City/County meeting. Barb Bryan will report on strategic planning.

 

Mr. Goodrich stated that the Board may have a trial ballot for the superintendent candidates on Monday, perhaps picking the top two. They may decide to do a site visit. The Superintendent Search Committee is meeting Thursday to get input from the community. Mr. Goodrich stated that they can talk about the process but not the results at the meeting tonight, March 2nd.

 

Peter Gesuale stated that the deadline to the MTSBA for bill proposals is April 1. He stated that one suggestion has been to revise superintendent requirements. Mr. Goodrich asked about a high school trustee being chair of the Board and suggested that this be proposed again. Mr. Guthals suggested impact fee legislation. Mr. Hudetz will put these together. They do not have to be in final form just a general idea. Another legislative idea would be to get more dollars as long as total mill levies do not exceed the year before, due to raising taxable property values. Mr. Copps stated that small communities are losing values in mills and will oppose this. It could be proposed that total funding would not go below current levels if enrollment counts are maintained.

 

Rich Whitney stated that the Department of Commerce and quality schools grants program will be accepted applications soon. These will be due around the end of April or first of May. The projects need to be approved by the Board. Ms. Aragon asked if the EEIC (Energy and Environmental Innovation Committee) should prepare the list of projects and prioritize them. Mr. Whitney stated that the number one priority for the grants program is no longer energy. It starts with safety. Energy is number four. Ms. Aragon would like to see the requirements. Mr. Whitney will send them to her. The Department of Commerce has not set a due date for the grants. Mr. Goodrich stated this could be run through a meeting any time or we will try to do a special meeting in April. Mr. Copps reminded those present that last time the grants were applied for, we lost out because it the projects were not approved by the Board in time. The state did not tell us it was first-come, first-served. This should probably go to through the committee and then the Board. Mr. Whitney was asked to get information out to the Board/BFR first. Ms. Aragon restated that she would like to see the criteria. This information will be put in the Board packets next week.

 

There being no further business, the meeting was adjourned at 1:00 p.m.

 

 

 

 

_________________________________

Malcolm Goodrich, Chair

 

 

 

_______________________________

Nancy Coe, Recorder