Special Board Meeting - November 9, 2011

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Proceedings of the Board of Trustees

District No. 2, Yellowstone County

High School District No. 2, Yellowstone County

Billings, Montana

November 9, 2011

 

 

Call to Order

 

The Special Board 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 Wednesday, November 9, 2011.

 

The meeting was called to order at 6:00 p.m. by Chair Teresa Stroebe. Pledge of Allegiance was said.

 

ROLL CALL

 

Those attending were: Trustees Teresa Stroebe, Kathy Aragon, Pam Ellis, Greta Besch Moen, Lindy Graves, Travis Kemp, Travis Smith, Connie Wardell; Clerk Leo Hudetz; administrative staff: Jeana Lervick, Kathy Olson, Brenda Koch, Scott Anderson, Dr. Josh Middleton, Patricia Hubbard, Gail Surwill, Karen Palmer; registered guests: Jeff Weldon, attorney for the district; Mary Westwood, Jodi Schreiber, Karen Moses, Pam Christianson, and Chris Goodridge.

 

WELCOME AND ORIENTATION TO THE MEETING

 

Chair Stroebe welcomed those present and thanked them for coming to the meeting.

 

COMMUNICATION FROM THE PUBLIC

 

There was no communication from the public at this time.

 

APPOINTMENT OF AUDIT COMMITTEE MEMBER

 

Patricia Hubbard, Director of Business Services, stated that Marcy Mutch had resigned from the Audit Committee last spring, but has agreed to serve on that committee and serve as its chair. Lindy Graves made a motion to appoint March Mutch, community member, to serve on the Audit Committee. Kathy Aragon seconded the motion. Lindy Graves stated that we are glad to have her back, and Kathy Aragon thanked her for offering to serve. Those voting in favor were Trustees Aragon, Ellis, Moen, Graves, Kemp, Smith, Stroebe, and Wardell. The motion passed unanimously.

 

Kathy Aragon congratulates the library on the passage of their levy.

 

INTERIM SUPERINTENDENT INTERVIEW PROCESS

 

Chair Stroebe stated that the board had discussed the interview process on Tuesday, November 8th, but there was no quorum to vote on the process. Lindy Graves made a motion to approve the process as recommended. Pam Ellis seconded the motion. Jeff Weldon, legal counsel, went over the legalities of interviewing, stating the selection process has to be based on their merit and qualifications. You cannot discriminate. Ms. Lervick will ask the questions, ten questions to be asked with 45 minutes given to each candidate. The order of the interviews will be Dr. Middleton, Jack Copps, Dan Martin, Mary Wells. The order was determined by random selection in the Human Resources office.

 

Connie Wardell stated that there were incomplete applications. Ms. Moen is also concerned about that. Lindy Graves asked to table his previous motion. Trustee Graves made a motion to accept all candidates. Trustee Ellis seconded the motion. The Chair opened it up for discussion. Trustee Moen stated that there were only five requirements on the application yet only one applicant completed all requirements. It was mentioned that Larry Martin, attorney with Felt, Martin, Frazier and Weldon, P.C., has recommended that all candidates be interviewed to prevent any hint of favoritism. Jeana Lervick stated that the procedure in Human Resources to determine if an application is complete is on a case-by-case basis. It is within the board’s discretion. Trustee Graves stated that if there was no way for the applicants to know they had left something out, we should not eliminate them based on that. Trustee Wardell feels it speaks to their lack of attention to detail and literacy.

 

Trustee Graves repeated his previous motion to accept all applicants. The vote was called. Those voting in favor were: Trustees Graves, Kemp, Ellis, Smith, and Stroebe. Trustees Moen, Wardell, and Aragon voted against. The motion passed.

 

The previously tabled motion was repeated: Trustee Graves moved to approve the recommended interview process presented by the board chair. Trustee Ellis seconded the motion. Trustee Moen asked about a scoring process. Ms. Lervick stated that there is no formal scoring process. Mr. Weldon stated that he sees no problems with the process. Those voting in favor were Trustees Aragon, Ellis, Graves, Kemp, Moen, Smith, Stroebe, and Wardell. The motion passed unanimously.

 

A public comment was made by Pam Christianson who read a statement, and requested that the board appoint Jack Copps as interim superintendent because he has the necessary experience and it is time to move the district forward.

 

INTERIM SUPERINTENDENT APPLICANT INTERVIEWS

 

Pam Ellis made a motion to ask all questions first and to have follow-up questions asked at the end. Travis Smith seconded the motion. Those voting in favor of the motion were Trustees Ellis, Graves, Kemp, Smith, and Stroebe. Those voting against the motion were Trustees Aragon, Moen, and Wardell. The motion passed.

 

The candidates were interviewed as follows: Dr. Josh Middleton, Jack Copps, Dan Martin, and Mary Wells.

 

At 9:30 p.m. the meeting resumed with the Chair calling for a motion. Trustee Aragon moved to appoint Dr. Josh Middleton as interim superintendent. Trustee Wardell seconded the motion. Trustee Aragon stated that he did a great job on the interview, he completed all materials, and he meets all the requirements as well as has excellent references. Trustee Moen said that he has an action plan in place and spoke to his strengths. Trustee Wardell liked his newsletter idea and says that he is the choice for the future. Trustee Graves stated that the budget is part of Dr. Middleton’s duties now and the board has not yet received an expenditure budget for the 2011-2012 year. Trustee Graves feels that there is still a lot of mistrust in the schools and trouble within the district and that Dr. Middleton is part of the current administration. Ms. Wardell said the budget is not Dr. Middleton’s responsibility, that he inherited it. Mr. Graves said that the budget for 2012 is his responsibility and the board has yet to see the proposed expenditures. Trustee Smith feels that Dr. Middleton is a good candidate and he could learn from another interim superintendent. Chair Stroebe reiterated that Dr. Middleton stated he is here and plans to stay. She called for the question. Those voting in favor of the motion were Trustees Aragon, Moen, and Wardell. Those opposed were Trustees Ellis, Graves, Kemp, Smith, and Stroebe. The motion failed.

 

Trustee Kemp made a motion to offer a contract to Jack Copps until a permanent superintendent can be hired. Trustee Graves seconded the motion. Trustee Ellis stated that she had had many calls in favor of Mr. Copps. He is well liked by the community and the employees. She said that he had received a 9.5 out of 10 rating by past boards on his evaluations. She feels it is a great opportunity for Dr. Middleton to learn from him. Chair Stroebe stated that she was grateful for all the applicants. She was impressed by Mr. Copps’ letters of recommendation and stated that he had received an award at the MCEL meetings and received a standing ovation from the audience. She appreciates his offer to step forward and help. Trustee Moen appreciates his experience and his connections but her greatest concern is finances, cost cutting, union contracts, etc. Trustee Wardell feels he had good ideas when he was superintendent but he did not implement them. Trustee Graves stated that the previous boards had something to do with that as well. Trustee Aragon stated that the board has an obligation to look at the past and do better in the future. She is concerned about use of one-time money. The Chair stated it is up to the entire board to work together to solve the issues. Trustee Ellis is concerned that there has been misinformation about the budget.

 

The Chair called for the question. Those voting in favor of the motion were Trustees Ellis, Graves, Kemp, Smith, and Stroebe. Those opposed were Trustees Aragon, Moen, and Wardell. The motion passed

 

Travis Kemp made a motion that the board offer Jack Copps a contract as interim superintendent of Billings Public Schools to serve until a permanent superintendent is selected. Trustees Wardell and Aragon objected to the motion, stating that it had not been noticed. Clerk Hudetz read the proposed motion from the agenda item and stated that this motion was adequately noticed. Jeff Weldon concurred with Clerk Hudetz. Trustee Kemp continued with his motion as follows: Move that the board offer Jack Copps a contract as interim superintendent of Billings Public Schools to serve until a permanent superintendent is selected. Whereas, Jack Copps has been recommended by the majority of trustees as interim superintendent,

Therefore,

Be it resolved that the Board of Trustees of Billings Elementary District No. 2 and Billings High School District No. 2, Yellowstone County, hereby offers employment to Jack Copps for a term beginning no later than November 21, 2011, and ending when a permanent superintendent has reported for service.

 

Be it further resolved that the Board Chairperson is authorized and directed to negotiate the terms of that employment agreement with Jack Copps and execute the same once finalized with the assistance of District legal counsel.

 

Trustee Graves seconded the motion. Those voting in favor of the motion were Trustees Ellis, Graves, Kemp, Smith, and Stroebe. Those opposed were Trustees Aragon, Moen, and Wardell. The motion passed.

 

There being no further business, the meeting was adjourned at 10:05 p.m.

 

 

 

_________________________________

Teresa Stroebe, Chair

 

 

 

_______________________________

Nancy Coe, Recorder