coen Posted March 15, 2011 Report Share Posted March 15, 2011 Proceedings of the Board of Trustees School District No. 2, Yellowstone County High School District No. 2, Yellowstone County Billings, Montana February 25, 2011 CALL TO ORDER The Special 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, February 25, 2011, at 11:00 a.m. Members present included Trustees Barbara Bryan, Kathy Aragon, Greta Besch-Moen, Teresa Stroebe, Connie Wardell, Superintendent, R. Keith Beeman, Ph.D., and District Clerk, Leo Hudetz. Administrators present included Scott Anderson, Thomas Harper, Dan Martin, Kathy Olson, Karen Palmer, Rich Whitney, and Dave Williams. Also present were Deana Elders, BCEA President, Bryan Murphy, MPEA President, Dennis Stellingworth, and Linda Bakken. 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 at this time. 2011 – 2001 BUDGET DISCUSSION Chair Bryan said no decisions would be made at the meeting. The meeting will consist of Board members going through the elementary and high schools budget sheets that Board members reviewed at the February 22, 2011 Board meeting. The meeting will allow time for Board members to ask questions of items listed on budget sheets. Answers to those questions will be gathered and reported to the Board members at one time as some Board members are absent. The following questions were asked of elementary and high schools budget items, which include: ELEMENTARY DISTRICT GENERAL FUND EXPENDITURES Elementary Reduced Expenditures Remove 3.5 FTE for K-8 Librarians from assumptions Trustee Wardell: Librarians do some instructions for computers. Would we be able to take some of that FTE for Librarians out of the technology levy that was presented at the Board meeting February 22, 2010? Trustee Moen: Does removing the 3.5 FTE put us below accreditations? Chair Bryan: Is that a recommendation that came from the elementary principals and COLT? (that question could be asked for all the questions as well) Remove $500,000 for Deferred Maintenance from the assumptions Chair Bryan: Is this currently in the budget for elementary only Dr. Beeman? Dr. Beeman stated, Yes. What is a reasonable amount that we should be spending on preventable maintenance to keep deferred maintenance from accumulating based on the number of square footage per building? Trustee Aragon: Suggested we look at the historical data as to what the district has been putting toward deferred maintenance so we can look at what the trend is and how that would change that trend. Chair Bryan: How long has the $500,000 dollars been in the budget and what has the money been spent on? Trustee Aragon: Have we always had $500,000 dollars in deferred maintenance? Trustee Wardell: Can the building reserve be structured in such a way that we would approve five to 10 years of bonding, but the bonds would only be sold on an annual basis, so long term planning for preventative and deferred maintenance could be phased in? Reallocate Expenditures to Title $$ Chair Bryan: Suggested that when there are no questions on a line item a sentence of explanation be added of what that amounts to. Remove Step, Lane & Longevity for All Employees from assumptions Chair Bryan: Suggested that when there are no questions on a line item a sentence of explanation be added of what that amounts to. Remove 12% Increase for Health Benefits for All Employees from assumptions Trustee Aragon: Is the assumption over and above what the Insurance Committee currently recommended? Look at trends in order to re-evaluate. Remove Critical Family Illness Leave Chair Bryan: Is this a negotiated item and are there any legal requirements? Trustee Aragon: What other leave options do employees have if the critical family leave is not available? Remove Comprehensive Insurance Projected Increase Chair Bryan: Include an explanation of what that increase is and if there are any ramifications. Remove Workers Compensation Projected Increase Chair Bryan: Suggested that when there are no questions on a line item a sentence of explanation be added of what that amounts to. District-wide 4 day/10 hour Workday in Summer (utility savings) Chair Bryan: Include an explanation if there would be any impact either positive or negative to services the district provides during the summer to students or staff. Trustee Stroebe: Would the work week still be a 40 hour work week. Does this include all facilities or just Lincoln Center? District goes Black During Spring Break (utility savings) Chair Bryan: Suggested that when there are no questions on a line item a sentence of explanation be added of what that amounts to. District goes Black During Winter Break (utility savings) Chair Bryan: Suggested that when there are no questions on a line item a sentence of explanation be added of what that amounts to. Reduce Contract with 3rd Party Vendors Chair Bryan: Were the contracts recommended by COLT and what implications could there be? Reduce Cell Phone Expense Trustee Wardell: How will this be accomplished? Chair Bryan: Include an explanation how the change will result in the savings. Reduce Departmental Budgets Trustee Wardell: Does this include schools or Lincoln Center budgets? Chair Bryan: Include an explanation of what this means and what criteria was used to make those decisions. Reallocate Administrative Salaries to Categorical Indirect and Reorganize COLT Chair Bryan: Include an explanation of savings. Trustee Wardell: Why would we save more in 2013? Chair Bryan: Include an explanation why the amount would go up and why there is a difference between 2012 and 2013. Additional Expenditures Add to reflect 67% Expense for Technology (not 50%) Chair Bryan: Include an explanation of the real allocation between the elementary and high school districts. Add 3.5 FTE for K-6 Counselors. Meets Accreditation Standards Trustee Wardell: Are we reducing or not putting in what we talked about? Chair Bryan: There is a zero amount, is this due to shifts between high school and middle schools? Include an explanation of the zero amounts. Add 3 FTE for K-8 Librarians from assumptions. Meet Accreditation Standards. Chair Bryan: Include an explanation why zero amounts are not being put in the budget at this time. Add 11 K-6 teachers and 1.1 K-6 specialists. Allows for staffing as we currently staff. Does not meet Accreditations Standards. 8 FTE acquired via middle school reduction and reassignment. Trustee Wardell: Does not meet accreditation standards, does that mean more or less? Chair Bryan: Include an explanation how the numbers were arrived at. Current staff, what does that mean? Increase in Health Benefits due to Increase in FTE Trustee Moen: Is that included in the 12 % increase? Has the 12% been removed? Has the assumption already been incorporate? Increase in Statutory Benefits due to Increase in FTE Trustee Wardell: What does the Statuary benefits include? Additional materials/supplies for Increase in FTE (1 time) Chair Bryan: As a one year cost, what does this include? Add a list of four or or five examples. Increase in Substitute Budget Chair Bryan: Why is there a recommendation for an increase in the amount? Increase Substitute Daily Rate from $65 to $75 Chair Bryan: Include an explanation why the zero amounts are not being put in the budget at this time? Add Funding for Full-time Grant Writer Chair Bryan: Include an explanation why zero amounts are not being put in the budget at this time? Trustee Aragon: Include the amount if it is to be added back in. Add Funding for Facilities Planning (Board to determine amount) Trustee Wardell: Can that funding be taken out of a building reserve levy if we have one? Chair Bryan: Include an explanation of the additional money. Where was the money from the sale of Crossroads put? Establish Minimum of X% in Reserves Line Chair Bryan: Include an explanation of what the current reserves are and what the dollar amount will be. Explain what each 1% increase would be, ie. if we want to increase from 5 to 7, what would that do to the budget. Trustee Aragon: What is the minimum reserve for the highest bond rating? Establish Minimum of X% in Contingency Line Chair Bryan: Normally, is the whole contingency spent? Does this mean we would not have any contingency? Include an explanation of what the contingency is spent on. Trustee Aragon: Would like to look at trends to see how it relates to other things in the budget. Allocate .5 of 1% Reserves to Offset Unanticipated Personnel/Staffing Issues Chair Byan: Include an explanation of what is meant by that statement. Ensure Funding for Annual Deferred Maintenance of X$$ Chair Byan: Does that reflect that funding has been taken out from above? Do we not need to double up on the answer to that? Start Funding Unfunded Liabilities (i.e., vacation) Chair Bryan: Include a brief explanation of what the amount is and give an explanation if there could be any ramifications for not funding it? Additional Sources of Revenue Chair Bryan: Is there any information regarding this? Dr. Beeman explained that the number “one” is entered on the spreadsheets to establish formulas as we do not currently have numbers to put in there. The Board has not asked for or authorized the district’s administration to pursue anything regarding leasing or selling. Trustee Wardell: Would like to see land parcels owned by the district identified and would like to have two realtor evaluations done to see what they could be sold for. Trustee Stroebe: Would like to look into the lease of buildings instead of owning them. Open minds to all possibilities and explore options. Chair Bryan: Suggested this is a broader question for facility planning. Increase GP Operating Mill Levy to Cap Lease/Sell Undeveloped District Land Lease/Sell Facilities Chair Bryan: The numbers on the spreadsheet currently noted were established for formula purpose only. HIGH SCHOOL DISTIRCT GENERAL FUND EXPENDITURES HIGH SCHOOL – Based on the legislature proposed 5% cut for the high school district. High School Expenditures Reallocate Expenditures to Title $$ Chair Bryan: Suggested that when there are no questions on a line item a sentence of explanation be added of what that amounts to. Remove Step, Lane & Longevity for All Employees from assumptions Chair Bryan: Suggested that when there are no questions on a line item a sentence of explanation be added of what that amounts to. Remove 12% Increase for Health Benefits for All Employees from assumptions Trustee Aragon: Is the assumption over and above what the Insurance Committee has currently recommended? Look at trends in order to re-evaluate. Remove Critical Family Illness Leave Chair Bryan: Is this a negotiated item and are there any legal requirements? Trustee Aragon: What other leave options do employees have if the critical family leave is not available? Remove Comprehensive Insurance Projected Increase Chair Bryan: Include an explanation of what that increase is and if there are any ramifications. Remove Workers Compensation Projected Increase Chair Bryan: Suggested that when there are no questions on a line item a sentence of explanation be added of what that amounts to. District-wide 4 day/10 hour Workday in Summer (utility savings) Chair Bryan: Include an explanation if there would be any impact either positive or negative to services the district provides during the summer to students or staff. Trustee Stroebe: Would the work week still be a 40 hour work week? Does this include all facilities or just Lincoln Center? District goes Black During Spring Break (utility savings) Chair Bryan: Suggested that when there are no questions on a line item a sentence of explanation be added of what that amounts to. District goes Black During Winter Break (utility savings) Chair Bryan: Suggested that when there are no questions on a line item a sentence of explanation be added of what that amounts to. Reduce Contract with 3rd Party Vendors Chair Bryan: Were the contracts recommended by COLT and what implications could there be? Reduce Cell Phone Expense Trustee Wardell: How will this be accomplished? Chair Bryan: Include an explanation how the change will result in the savings? Reduce Departmental Budgets Trustee Wardell: Does this include schools or Lincoln Center budgets? Chair Bryan: Include an explanation of what this means and what criteria was used to make those decisions. Reallocate Administrative Salaries to Categorical Indirect and Reorganize COLT Chair Bryan: Include an explanation of savings. Trustee Wardell: Why would we save more in 2013? Chair Bryan: Include an explanation why the amount would go up and why there is a difference between 2012 and 2013. Return 9th Grade Academies to West and Senior Chair Bryan: Suggested for a month or two temporarily adding a tab at the bottom of the budget page to include detailed information on the academies. Reduced .50 FTE from Young Families Chair Bryan: Include an explanation how we can accomplish this without impacting services. Trustee Stroebe: Is the FTE cut related to their funding or other sources of funding? Reduced .40 FTE from West for 2nd Semester Chair Bryan: Include an explanation of where that would come from and the impact it would have. Trustee Aragon: How will that affect the students with advanced placement courses? Will that still insure that the district is still reaching the highest academic standards and courses are not reduced? What students will be impacted by the reduction and how will that impact the students? Reduce 3.0 FTE Counselors (through attrition) Chair Bryan: Include a statement why the reduction it being made. Include an explanation that we are over accreditation and number of students Reduce 3.0 FTE X West, Senior, and Skyview Chair Bryan: Does that mean the total number or does it mean each? Dr. Beeman: Stated it is “each”. Chair Bryan: Include an explanation why the reduction and what the impact is. Suggested the 9 total be put in parenthesis. Decrease in Statutory Benefits due to Decrease in FTE Trustee Wardell: What does the Statuary benefits include? Decrease Health Benefits due to Decrease in FTE Trustee Moen: Is that included in the 12% increase? Has the 12% been removed? Has the assumption already been incorporated? Decrease in Materials/Supplies due to Decrease in FTE Chair Bryan: Include an explanation of what this includes. Add a list of four or five examples. Add to reflect 33% Expense for Technology (not 50%) Chair Bryan: Include an explanation of equitability. Additional Expenditures Increase in Substitute Budget Chair Bryan: Why is there a recommendation for an increase in the amount? Increase Substitute Daily Rate from $65 to $75 Chair Bryan: Include an explanation why the zero amounts are not being put in the budget at this time. Add Funding for Full-time Grant Writer Chair Bryan: Include an explanation why the zero amounts are not being put in the budget at this time. Trustee Aragon: Include the amount if it is to be added back in. Add Funding for Facilities Planning (Board to determine amount) Trustee Wardell: Can that funding be taken out of a building reserve levy if we have one? Chair Bryan: Include an explanation of the additional money. Where was the money from the sale of Crossroads put? Establish Minimum of X% in Reserves Line Chair Bryan: Include an explanation of what the current reserves are and what the dollar amount will be. Explain what each 1% increase would be, ie. if we want to increase from 5 to 7, what would that do to the budget. Trustee Aragon: What is the minimum reserve for the highest bond rating? Establish Minimum of X% in Contingency Line Chair Bryan: Normally, is the whole contingency spent? Does this mean we would not have any contingency? Include an explanation of what the contingency is spent on. Trustee Aragon: Would like to look at trends to see how it relates to other things in the budget. Allocate .5 of 1% Reserves to Offset Unanticipated Personnel/Staffing Issues Chair Bryan: Include an explanation of what is meant by that statement. Ensure Funding for Annual Deferred Maintenance of X$$ Chair Bryan: Does that reflect that funding has been taken out from above? Do we not need to double up on the answer to that? Start Funding Unfunded Liabilities (i.e., vacation) Chair Bryan: Include a brief explanation of what the amount is and give an explanation if there could be any ramifications for not funding it. Additional Sources of Revenue Chair Bryan: Is there any information regarding this? Dr. Beeman explained that the number “one” is entered on the spreadsheets to establish formulas as we do not currently have numbers to put in there. The Board has not asked for or authorized the district’s administration to pursue anything regarding leasing or selling. Trustee Wardell: Would like to see land parcels owned by the district identified and would like to have two realtor evaluations done to see what they could be sold for. Trustee Stroebe: Would like to look into the lease of buildings instead of owning them. Open minds to all possibilities and explore options. Chair Bryan: Suggested this is a broader question for facility planning. Increase GP Operating Mill Levy to Cap Lease/Sell Undeveloped District Land Lease/Sell Facilities Chair Bryan: The numbers on the spreadsheet currently noted were established for formula purpose only. Chair Bryan: Would like to know if the list that was compiled which quantified dollar costs of several budget items at the Board retreat are still being worked on. As there was no further business, the meeting adjourned at 11:45 a.m. Barbara Bryan, Chair Brenda Cross, Recorder Link to comment Share on other sites More sharing options...
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