curnowc Posted July 6, 2011 Report Share Posted July 6, 2011 Proceedings of the Board of Trustees Policy Review Committee Elementary District No. 2, Yellowstone County High School District No. 2, Yellowstone County Billings, Montana February 16, 2011 Call to Order The Policy Review Committee met on Wednesday, February 16, 2011 at 12:00 noon at the Lincoln Center, 415 North 30th Street, Billings, Montana. The meeting was chaired by Trustee Barbara Bryan. Committee members present were Trustee Barbara Bryan. Trustee Kathy Aragon, Trustee Connie Wardell and Trustee Lindy Graves. Also present were Superintendent Keith Beeman and Leo Hudetz, Clerk. Guests included Trustee Greta Besch Moen and Jeff Greenfield from the Billings Education Association. Signage and Advertising Trustee Kathy Aragon advised the committee that she would like to appoint Karen Sanford Gall, Executive Director, Big Sky State Games, Gary Lustgarten, Healthcare Marketing Consultant and Sue Devries from Metra Park and Judy Chapman, Owner Hayden Marketing & Public Relations to the Ad Hoc Sub Committee On Signage and Advertising. Dave Williams, Director of Activities, will be appointed as the district liaison to the committee (non-voting). The estimated time for work completion will be June 1, 2011. The following recommendations will be the purpose/tasks of the sub-committee: • Revise/update BPS Policy 7332 – Advertising in Schools • Address issues that might arise regarding current and possible advertising/sponsorships on district property (including vacant or occupied land and buildings • Ensure that the district is properly compensated for advertising • Ensure that advertising messages are appropriate for school property • Avoid over-commercialization of the educational environment It was also decided to revise the following additional BPS policies as needed (only if needed) to ensure consistency or lack of conflict with the recommended Policy 7332 revisions: • Policy 7260 - Endowment, Gifts and Investments • Policy 4331 - Use of School Property For Posting Notices • Policy 4210 – Fundraising by School Support Groups • Policy 9250 – Naming of Facilities • Policy 3222 and Procedure 3222-P1 – Distribution and Posting of Materials A motion was made by Kathy Aragon to appoint a sub-committee of up to seven members with Dave Williams as district liaison with the first meeting taking place the end of February or first of March with completion date of June 1, 2011. Connie Wardell seconded. The motion passed unanimously. Issues to be addressed in the committee recommendations shall include, but may not be limited to: • What types of advertising are to be covered by the policy? Outdoor advertising? Indoor advertising? Advertising in gyms, on sports fields, on reader boards, on building signs? Certain types of sponsorships? • Are there certain types of advertising that should be prohibited, such as advertising for tobacco products, liquor, gambling, adult video stores, fast food, etc.? • Are there certain locations where advertising should be prohibited, such as on the main identifying signs for schools, at the main entrances to schools, inside classrooms, anywhere inside school buildings, or on instructional materials? Should there be zones where students can reasonably expect to be free from commercial influences? • Who receives the money from paid advertising? Should the money go to the school where the advertising is located or to the District as a whole? Note that schools located in high-traffic areas have greater opportunities to raise funds through advertising than schools in out-of-the-way locations. If raised funds should go the District as a whole, should the funds be designated for a particular use/purpose? • How should the prices, terms, and conditions for advertising be determined? Terms and conditions include such items as contract durations, contract renewals, procedures for competitive bidding by advertisers, size of signs, sign design specifications, etc. How should fair market value for advertising be determined. • If advertising is given in exchange for an equipment purchase (e.g., donor purchases scoreboard for school gym and gets advertising on the scoreboard in exchange for the purchase), how should the cost of operating and maintaining the equipment be factored in? Should the advertiser be asked to cover this for the length of the advertising contract? • Should all signage be considered temporary, subject to contractual terms and conditions? Are there any circumstances under which permanent advertising should be allowed? • Should a signed, written contract be required to spell out the terms of any and all advertising covered by the policy? Are there circumstances under which a written contract would not be required? • Should the policy require the district to maintain a master schedule of advertising contracts and 1) to remove signage that is not being paid for under a contract, and 2) re-offer advertising space on a competitive or other basis once current contracts expire? • Under what circumstances can an advertising contract be terminated by the district? By the advertiser? • Should current advertisers be given preference for renewal (first right of refusal) • Who will make decisions about whether an advertisement or sponsorship is appropriate, whether a particular location is appropriate, what should be charged, etc.? Should decisions be made at District level or at the building level? The following are deliverables to be addressed by the committee: • Proposed revised policy wording • Supporting documentation deemed necessary to justify/support the proposed revisions (including, but not necessarily limited to, subcommittee meeting minutes, and brief narrative discussion explaining reasons for proposed wording, resources consulted, etc.) • Oral presentation of proposed policy to Policy Review Committee for purposes of discussion • Appearance at board meeting for approval of revised policy, if requested The District shall provide the committee with the following resources at the start of work: • Signage/advertising/sponsorship policies recommended by the Montana School Board Association and/or National School Board Association (if any) • Signage/advertising/sponsorship policies (if any) in use by other Montana school districts, particularly AA districts (if any) • Signage/advertising/sponsorship policies in use by other local organizations (such as Metra Park, MSU-B, Rocky, Billings Catholic Schools, Dehler Park, etc.) • A general list of types of advertising now in place in the district and types of locations they are in (e.g., wall ads in gymnasiums; advertising on track and football field signs; signs on school identifying signs at front entrances, such as at Senior ) The committee may gather or request from the District additional information needed for their work. Committees – Policy 1130 and Procedure 1130-P1 Trustee Bryan informed the committee that there are a few standing committees that are not active at this time. They are School Community and Education. The Policy Review Committee has recommended retention of Planning & Development, Policy Review Committee and the Audit Committee. Connie Wardell reported that the committee is currently continuing to examine a variety of committee structures used by other School Boards. The intent is to engage a greater number of community members in assisting the School Board in its various functions. It is the intent to have consistent, clearly defined policies for committees and task forces with meaningful work assigned. A lengthy discussion took place on community involvement in the committees. One recommendation was the establishment of specific task forces involving targeted community members with a defined project to complete for the Board. The committee adjourned at 1:30 p.m. ______________________ ______________________ ________________ Barbara Bryan Kathy Aragon Lindy Graves Trustee Trustee Trustee ___ Cindy Curnow, Recorder Link to comment Share on other sites More sharing options...
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