Diane Blevins Posted August 9, 2010 Report Share Posted August 9, 2010 Proceedings of the Board of Trustees District No. 2, Yellowstone County High School District No. 2, Yellowstone County Billings, Montana July 19, 2010 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, July 19, 2010, at 5:30 p.m. Members present included Trustees Joel Guthals, Connie Wardell (arrived at 5:55), Kathy Aragon, Mary Jo Fox, Barbara Bryan, Travis Kemp, Joyce Weber, Lindy Graves, Teresa Stroebe, Superintendent Keith Beeman, and District Clerk Leo Hudetz. There were no registered guests. 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 Boards 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 Trustee Graves made the following motion with a second by Trustee Weber: Motion to approve the agenda. Those voting in favor were Kathy Aragon, Barbara Bryan, Mary Jo Fox, Lindy Graves, Joel Guthals, Travis Kemp, Teresa Stroebe, and Joyce Weber. The motion passed unanimously. GIFTS AND DONATIONS Trustee Aragon made the following motion with a second by Trustee Weber: Motion to accept the gifts and donations with gratitude. Those voting in favor were Kathy Aragon, Barbara Bryan, Mary Jo Fox, Lindy Graves, Joel Guthals, Travis Kemp, Teresa Stroebe, and Joyce Weber. The motion passed unanimously. The following are the gifts and donations: Will James -- Karen Long, $2,000 Kevin and Audrey Sheely, 420 to the soldiers fund Richard and Ceily Whitman, $50 to the soldiers fund Steven and Kymm Stark, $200 to the soldiers fund Kristen Rapacz, $100 for red ribbon week SENIOR HIGH SUCCESSFUL PRACTICES NETWORK Dennis Holmes, Senior High Principal, stated Senior High received an award from the Successful Practices Network. Senior High is being used as a model school to encourage other schools to participate. Dan Bartsch, Senior High teacher, reported the program has revived interest in reaching all students and focuses on growing relationships in every class. Scott McCollough, a teacher at Senior, hoped that this will be an ongoing program for Senior High. The baseline is given to Senior by the State and uses achievement scores from the ACT and SAT tests, as well as interest areas of the students. Mr. Holmes reported an attendance and incentive program has worked out well and Senior High has increased its attendance record. Students who do not miss very many days in a certain grading period are given a day off. The staff looks at different ways in which to increase student achievement. The Platinum Program is exclusive at Senior for those freshmen who commit to taking the honor classes. Mr. Holmes hoped Senior High could become a prime recruiting candidate for elite colleges. Mr. McCollough reported the literacy program is being kicked off this year and will ask each teacher to script a writing assignment for students in all classes. REPORT FROM BUDGETING FOR RESULTS COMMITTEE Trustee Guthals reported one of the items the Budgeting for Results (BFR) Committee focused on was to list what changes are possible in the Districts operational budget. The committee looked at what could be done to increase efficiency and decrease costs. As a result of the energy savings program, thousands of dollars have been saved within the District as developed by the Energy and Environmental Innovation Committee. PCards were also integrated to help lower the cost of writing checks and more efficiency in vendors. The Wellness Program is another example which is hoped will decrease the cost of health care. The change to Google for email and other computer services has also been completed which will save dollars for the District and will improve the Districts network. Trustee Guthals stated there are opportunities in efficiency of copy machines that could result in dramatic savings to the District. The School District entered into a contract with the Optimizing Group that will conduct an analysis of the Districts copying. The Print Shop, located at the Warehouse, operates up-to-date digital equipment. The Optimizing Group will come in and look at the equipment and the operation of the District. They are not a vendor and do not sell equipment. The baseline report showed the annual volume of copies is 33,460,000 pages a year at an average cost of $.017 per page. Trustee Guthals further stated the group felt that the District could save approximately $100,000 per year by improving the efficiency of usage. BFR has given positive feedback to continue on with the program. Thomas Harper and the COLT team will work further on the program. A recommendation from BFR will be given to the Board at a future meeting. The savings could be larger if the recommendation also includes a cut back on the number of copy machines in the District. Trustee Guthals reported that BFR spent the rest of their meeting on the preliminary general fund budget and on other budgeted funds, such as transportation, tuition, retirement, Adult Education, technology, flex, debt service, and building reserve funds. The transportation fund pays for the transportation of the students. The Retirement Fund is not used for retirement but are used for payroll taxes for employees and is levied by the County. The Adult Education Fund is allowed by law and is a separate funding entity and is created with its separate budget and is levied by the county. It is a substantial benefit to the community and District. The Technology Fund was reviewed by BFR and has not had much money in the past but it will increase due to the passage in May 2010 of the high school levy to improve technology in the high schools. The Flexibility Fund is for future needs that are set aside by the District. Flex funds have been targeted by the State to use to balance its budget. The Debt Service fund is a small amount of money from the tail end of the elementary bonds for renovations at Ponderosa and Orchard. The Building Reserve fund has a small amount of money because there has not been a building reserve levy passed recently and is used to handle minor emergencies. BFR has recommended the projections that will be made by Mr. Harper should be approved. BFR also discussed the preliminary budgets at their last meeting. Trustee Bryan asked Dr. Beeman for a report from Facilities on what percentage per square foot should be spent on maintenance. Trustee Guthals stated BFR has reviewed that report and compared it to national averages. Deferred maintenance is now at $123,000,000. Trustee Stroebe felt, since the last building levy failed, the Board should not stop running those types of levies but the public needs to be educated on the Districts needs. GENERAL FUND BUDGET SCENARIOS BY2010-11 AND FY2011-12; ALL PRELIMINARY BUDGETED FUNDS FY2010-2011 Thomas Harper, Chief Financial Officer, reviewed the budget information presented in the packet. A 3% standard increase has been figured into the first scenario but has not been included in the second and third scenarios. Enrollment is declining in the high schools which means declining revenues but expenses are rising. Trustee Wardell reported she heard that the State will look at the 2009 revenue provided and cut districts by 5% as other state departments were cut by that percentage but the one-time only funds will be added back in. Trustee Stroebe asked, if the drop-out rate decreased, could the district solve the declining enrollment. Dr. Beeman felt the District could. Trustee Guthals further stated BFR reviewed the financial reports and found everything in order and no exceptions should be found in the audit report. TRUSTEE VACANCY Leo Hudetz, District Clerk, reported a vacancy will be declared effective September 1, 2010 and a committee will be set up to screen applicants for Zone 3. DECLARATION OF VACANCY -- ELEMENTARY/HIGH SCHOOL Trustee Fox made the following motion with a second by Trustee Weber: Motion to adopt the Resolution of Declaration of Vacancy of the position of Elementary/High School Trustee of Single Member District Zone 3. Those voting in favor were Kathy Aragon, Barbara Bryan, Mary Jo Fox, Lindy Graves, Travis Kemp, Connie Wardell, and Joyce Weber. The motion passed unanimously. Trustees Guthals and Stroebe are ineligible to vote on elementary issues. The following is the resolution: WHEREAS, pursuant to Montana law, any elected trustee position shall be vacant whenever the incumbent resigns from the applicable district; WHEREAS, Mary Jo Fox, School District No. 2 Elementary/High School Trustee of Single Member District, Zone 3, has submitted her resignation from the Board of Trustees effective September 1, 2010; THEREFORE, School District No. 2 Board of Trustees accepts the resignation of Mary Jo Fox and declares the position of Elementary/High School Trustee of Single Member District, Zone 3 as vacant effective September 1, 2010. That this declaration is made pursuant to MCA 20-3-308 and 20-3-309 and School District No. 2 Board Policy 1112. APPROVE SCREENING COMMITTEE/APPLICATION PROCESS Trustees Aragon, Wardell, and Kemp volunteered to serve on the screening committee for candidates to Zone 3. Trustee Wardell made the following motion with a second by Trustee Aragon: Motion to state that all applicants submit a letter of interest, resume and answers to the questions contained in the Packet to the Board Clerk by 4:00 p.m. on August 2, 2010, and, approve Trustees Aragon, Kemp and Wardell of the Board to screen, interview and make a recommendation to the full Board regarding the Trustee appointment for Zone 3. Those voting in favor were Kathy Aragon, Barbara Bryan, Mary Jo Fox, Lindy Graves, Travis Kemp, Connie Wardell, and Joyce Weber. The motion passed unanimously. Trustees Stroebe and Guthals are ineligible to vote on elementary issues. Information for applicants will be available on the Districts website tomorrow and also in the Billings Gazette. POLICY 1111 ELECTIONS; FIRST READING Chair Bryan stated most of the recommendations for changes came from the Montana School Board Association (MTSBA). An election could be done by acclamation if there is only one candidate, which is based on a new law. Trustee Aragon made the following motion with a second by Trustee Guthals: Motion to approve changes to Policy 1111 as presented in the Board packet elections on first reading. Those voting in favor were Kathy Aragon, Barbara Bryan, Mary Jo Fox, Lindy Graves, Joel Guthals, Travis Kemp, Teresa Stroebe, Connie Wardell, and Joyce Weber. The motion passed unanimously. POLICY 1400 BOARD MEETINGS; FIRST READING Policy 1400 allows for the Board to meet outside of the Districts facilities, but no decisions may be made. Trustee Aragon made the following motion with a second by Trustee Guthals: Motion to approve changes to Policy 1400 Board Meetings as presented in the Board packet on first reading. Those voting in favor were Kathy Aragon, Barbara Bryan, Mary Jo Fox, Lindy Graves, Joel Guthals, Travis Kemp, Teresa Stroebe, Connie Wardell, and Joyce Weber. The motion passed unanimously. POLICY 1512 TRUSTEE CONFLICT OF INTEREST; FIRST READING The change to Policy 1512 is due to a change in legislation. Trustee Aragon made the following motion with a second by Trustee Guthals: Motion to approve changes to Policy 1512 Trustee Conflict of Interest as presented in the Board packet on first reading. Those voting in favor were Kathy Aragon, Barbara Bryan, Mary Jo Fox, Lindy Graves, Joel Guthals, Travis Kemp, Teresa Stroebe, Connie Wardell, and Joyce Weber. The motion passed unanimously. POLICY 2050 ENROLLMENT OVER 19 YEARS OF AGE; FIRST READING David Munson, Director of Special Education, stated this change is being made as the District does not receive funding for students who are over the age of nineteen. No other districts in the state serve students over nineteen. Legal counsel recommended this change. There are agencies within the community who will address the needs of these students after they graduate. Trustee Aragon made the following motion with a second by Trustee Guthals: Motion to approve changes to Policy 2050 Entrance, Placement and Transfer, as presented in the Board packet on first reading. Those voting in favor were Kathy Aragon, Barbara Bryan, Mary Jo Fox, Lindy Graves, Joel Guthals, Travis Kemp, Teresa Stroebe, Connie Wardell, and Joyce Weber. The motion passed unanimously. POLICY 7121 BUDGET ADJUSTMENTS; FIRST READING Mr. Harper reported some procedural items have been struck and the policy would now comply with the policy recommended by the MTSBA. Trustee Aragon made the following motion with a second by Trustee Guthals: Motion to approve changes to Policy 7121 Budget Adjustments, as presented in the Board packet on first reading. Those voting in favor were Kathy Aragon, Barbara Bryan, Mary Jo Fox, Lindy Graves, Joel Guthals, Travis Kemp, Teresa Stroebe, Connie Wardell, and Joyce Weber. The motion passed unanimously. POLICY 7510 FIXED ASSETS; FIRST READING Mr. Harper reported that procedural items have been removed from this policy and will be part of a new procedure. Trustee Aragon made the following motion with a second by Trustee Guthals: Motion to approve changes to Policy 7510 Fixed Assets, as presented in the Board packet on first reading. Those voting in favor were Kathy Aragon, Barbara Bryan, Mary Jo Fox, Lindy Graves, Joel Guthals, Travis Kemp, Teresa Stroebe, Connie Wardell, and Joyce Weber. The motion passed unanimously. POLICY 8410 RECORDS MANAGEMENT; FIRST READING Mr. Hudetz stated this policy has been cleaned up based on recommendations by the MTSBA. Trustee Aragon made the following motion with a second by Trustee Guthals: Motion to approve changes to Policy 8410 Records Management, as presented in the Board packet on first reading. Those voting in favor were Kathy Aragon, Barbara Bryan, Mary Jo Fox, Lindy Graves, Joel Guthals, Travis Kemp, Teresa Stroebe, Connie Wardell, and Joyce Weber. The motion passed unanimously. UPDATE ON MONTANA SCHOOL BOARDS ASSOCIATION Chair Bryan reported phone conferences have been held and the AA caucus is trying to develop a strategy to lobby at the legislative session for AA schools only. Trustee Wardell stated one item that was brought forward was adequate funding for educational maintenance. BOND ELECTION UPDATE Chair Bryan reported a group has been formed to help promote the bond elections. The group will have contact with the media and will give information out to the public as to what the funds will be used for. Trustee Wardell suggested any information sent out by the various PTA groups should be identified that it was developed and sent by the PTA, not the District or Board. Trustee Weber recommended using Facebook to get fact sheets/information out to the community. SUPERINTENDENTS REPORT Dr. Beeman stated he has hit the ground running attending meetings to find ways to get people involved in promoting the levies. He hoped to have a Board/Superintendent retreat in September. Dr. Beeman announced Jeff Carroll, Senior Highs volleyball coach, has been recognized by the National High School Coaches Association as the Volleyball Coach of the Year. Other coaches recognized by the Montana Coaches Association (MCA were Dave Creger, Senior track coach, and Mike Mayott, West High soccer coach, as MCA coaches of the year. An employees meeting has been scheduled for August 18th. A meeting will also be held for administrators on roles and legislative issues. PIR days are scheduled for August 23rd and 24th. There will be a meeting for all staff at 8:00 a.m. on August 24th at Faith Chapel. Eileen Sheehy will organize a group of teachers to meet with retired Supreme Court Justice Sandra Day OConnor to discuss economic issues as it relates to a social studies curriculum. Dr. Beeman reported the District has won an FCC appeal and will receive $104,250 from Quest Communications, of which two-thirds is elementary and one-third high school. Under E-rate funding, the District will receive $222,000 credit on its phone bills. A meeting is scheduled for August 28th at North Park for Gang Free Montana. The schools will be participating to keep kids focused on the straight and narrow. Administrators are also looking at a grant to improve the drop-out rate. The Quality Schools Grant Application has been submitted to the Department of Commerce for $9,283,000 and word is expected in January, 2011. BILLS PAID -- JUNE 2010 BFR has reviewed the bills paid for June 2010. Trustee Guthals made the following motion with a second by Trustee Aragon: Motion to approve the bills paid for June 2010 in the amount of $23,490,668.92 Those voting in favor were Kathy Aragon, Barbara Bryan, Mary Jo Fox, Lindy Graves, Joel Guthals, Travis Kemp, Teresa Stroebe, Connie Wardell, and Joyce Weber. The motion passed unanimously. The following are the bills paid: Claims $3,894,932.99 ACH Tax Deposits 4,222,487.42 Payroll Warrants & Direct Deposits 12,796,548.89 Procurement Card 270,202.76 EBMS ACH Payments 2,302,868.61 ECI Building Rental 3,628.25 INTERCAP Loan Network Infrastructure & Vehicle Purchases TOTAL $23,490,668.92 FINANCIAL REPORTS -- JUNE 2010 (UNAUDITED) The financial reports have been reviewed by BFR and nothing unusual was found. The following are the reports received: CS101 Account Expenditure by Fund CS102 Account Receipts by Fund MONTHLY LEGAL REPORT There was nothing new to report. PERSONNEL REPORT Dr. Beeman stated there was nothing unusual to report. A promotion was made at Riverside, where Gordon Klasna became the Associate Principal. Judy Povilaitis has become the new Assistant Principal at West High. Trustee Guthals made the following motion with a second by Trustee Weber: Motion to approve the Personnel Report including the Superintendents current employment recommendations. Those voting in favor were Kathy Aragon, Barbara Bryan, Mary Jo Fox, Lindy Graves, Joel Guthals, Travis Kemp, Teresa Stroebe, Connie Wardell, and Joyce Weber. The motion passed unanimously. CONSENT AGENDA Trustee Guthals made the following motion with a second by Trustee Aragon: 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, Lindy Graves, Joel Guthals, Travis Kemp, Teresa Stroebe, Connie Wardell, and Joyce Weber. The motion passed unanimously. As there was no further business, the meeting adjourned at 7:40 p.m. Barbara Bryan, Chair Diane Blevins, 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.