Special Board Meeting - March 25, 2011

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Proceedings of the Board of Trustees

School District No. 2, Yellowstone County

High School District No. 2, Yellowstone County

Billings, Montana

 

March 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, March 25, 2011, at 12:00 p.m.

 

Members present included Trustees Barbara Bryan, Kathy Aragon, Travis Kemp, Lindy Graves, Joel Guthals, Greta Besch Moen, (via phone), Teresa Stroebe, Connie Wardell, Joyce Weber, (via phone), Superintendent, R. Keith Beeman, and District Clerk, Leo Hudetz.

 

Registered guests included Shanna Henry, Deana Hinton, Jeri Anton, and Errin Schmitz.

 

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.

 

Deana Hinton addressed the Board with the problem that her son is being bullied at one of the elementary schools and wants the Board to look into the issue. Ms. Hinton noted she brought pictures of her son’s injuries as a result of her son being bullied.

 

Chair Bryan explained to Ms. Hinton, due to state laws, the Board at this time can not engage on anything specific regarding this issue as it is not on the agenda, but the Board can and will refer the problem to the Superintendent for action. Trustee Guthals noted it is not appropriate for the Board to take or look at any pictures that Ms. Hinton has brought at this time, again, due to state laws. Superintendent Keith Beeman said he had talked with Ms. Hinton earlier and will look into the issue and someone will get back to Ms. Hinton.

 

PERSONNEL REPORT

 

Superintendent Keith Beeman presented the Board with three individuals for employment as administrators, which included: Josh Middleton, Assistant Superintendent for Administration for Operational Support, Gail Surwill, Assistant Superintendent for Teaching and Learning Support, and Brenda Koch, Executive Director for the Division of School Leadership Support.

 

Trustee Wardell made the motion seconded by Trustee Guthals:

 

Motion to move to approve the new hires and appointment recommended by the Superintendent.

 

Trustee Graves asked for an explanation on a recent report regarding the eight executives salaries listed at $846,000 indicating when it is all said and done the amount will be $643,100 with a cost savings of $202,000. Superintendent Keith Beeman said as it pertains to the COLT team the District is reducing from eight administrators to six administrators.

 

Trustee Graves suggested that with some people not getting their contracts renewed is the district going to have to do any payouts/buyouts? Superintendent Keith Beeman stated there are no costs associated with “payouts/buyout” that are beyond the normal retirement costs that anyone is eligible for.

 

Trustee Graves questioned the estimated $33,000 for FY11 that the high school district will save by reclassifying salary costs from the general fund to a categorical fund. Superintendent Keith Beeman explained that will happen by moving funds to the categorical in-directs. In addition, all dollars associated with the Director of Assessment position that was not fully filled this year were saved.

 

Trustees Weber and Besch Moen requested a summary of the transition from old employees and their position to the new hires and their position and the dollar amount costs associated with the changes and which funds the salaries will come out of.

 

Trustee Stroebe said she was happy with the reorganization of COLT from eight executive directors to three administrators, but noted she did not feel comfortable with the process as she did not feel she had enough information about the candidates. Trustee Stroebe stated that after some research she feels comfortable that the candidates have excellent qualifications. Trustee Stroebe would also like a summary of the changes that Trustee Weber and Besch Moen requested to make sure the Board is being fiscally responsible as well as making good choices regarding personnel.

 

Trustee Guthals asked for an explanation of the process for selecting the best qualified individuals. Superintendent Keith Beeman outlined the process used, which included: established a job description which included the essential job functions, a flyer discussing the qualities of the community and school district, both the job description and flyer were placed on the on-line job application process on the district web-site, the information was listed on the School Administrator of Montana, (SAM) web-site and by extension all administrators in Montana who belongs to the organization received the flyer and the job description and had an opportunity to indicate an interest. Superintendent Keith Beeman reviewed the applicants files, then individuals were selected to interview. The interview team included: representatives of COLT, a district administrator, school principal, the presidents of BEA, BCEA, and MPEA. The candidates were interviewed for both positions, then feed back was discussed by the interviewing team; positive qualities and any questions regarding the candidates were discussed by the interviewing team, background checks were made on the leading candidates, after reference checks came back Superintendent Keith Beeman had a one on one, frank, straight forward conversation with each leading candidate, and then the recommendation to the Board.

 

Trustee Guthals asked if the decisions to select these particular candidates were made objectively based upon objective evaluation of all the information. Superintendent Keith Beeman stated the decisions were made based on the job description, what qualifications were required, what qualifications were preferred, background experience preferred, and educational preparation.

 

Trustte Guthals asked if there were any personal relationships involved in this decision making or was it all done all objectively based on qualifications? Dr. Beeman stated all the criteria that went into his decision to invite individuals into interview were based on the established job description, the requirements for the position or the preferred essential skills for the positions. Superintendent Keith Beeman can reassure the community the recommendations made represent professional educators who will represent the District at the highest level based on their ethics and professionalism.

 

Trusttee Wardell has had positive feedback from her contacts on the restructuring process presented by Superintendent Keith Beeman.

 

Chair Bryan said the number of administrative staff is always an issue in Billings Public schools. Chair Bryan suggested that there is a lack of understanding regarding these positions. The caliber of quality, organization and performance of anything less than great in those positions would cost the district dollars and education opportunities. Chair Bryan fully supports the decision.

 

Those voting in favor were Trustees Barbara Bryan, Kathy Aragon, Travis Kemp, Lindy Graves, Joel Guthals, Greta Besch Moen, Teresa Stroebe, Connie Wardell, Joyce Weber.

The motion passed unanimously.

 

As there was no further business, the meeting adjourned at 12:30 p.m.

 

Barbara Bryan, Chair

 

 

Brenda Cross, Recorder