Diane Blevins Posted April 19, 2012 Report Share Posted April 19, 2012 Proceedings of the Board of Trustees District No. 2, Yellowstone County High School District No. 2, Yellowstone County Billings, Montana March 26, 2012 CALL TO ORDER The Special 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 26, 2012 at 5:30 p.m. Members present included Trustees Kathy Aragon, Greta Besch Moen, Pam Ellis, Lindy Graves, Travis Kemp, Teresa Stroebe, Allen Halter, Connie Wardell, District Clerk Leo Hudetz, and Superintendent Jack Copps. Others present were administrators Kathy Olson, Gail Surwill, and Lewis Anderson. Registered guests included Richard Dews, Mary Westwood, Jeff Weldon, Chris Goodridge, Karen Moses, Shannon Westerman, Anne-Marie Wade, Sherry Ross, Andy Wildenburg, Paige Darden, Dennis Johnson, and Josi Wilgus. 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. Chris Goodridge asked the board to consider policy 9002 for a comprehensive facilities plan and what the public wants. Anne-Marie Wade, McKinley PTA, had heard a board member believed the McKinley parents did not want to remodel the school. This wasn’t the case as there are many safety issues at McKinley. She urged the board to go forward with a major facilities plan and put both Broadwater and McKinley at the top of the list for remodeling. Shannon Westerman, McKinley PTA President, stressed the urgency for a master facilities plan. Staff at McKinley have also told her that they would also like to see the school remodeled. She believed McKinley should serve no more than 350 students. The McKinley PTA is raising funds for a new playground equipment. Ms. Westerman asked the board to be fair to alll students throughout the city and not only in part of the city. Kevin Nelson reported the process on a tax abatement application for a reduction in taxes. The city council holds a public hearing to determine if a tax increment district is in the best interest of the city but no one ever talks to the school district. He urged the school district to get involved in the process. Mary Westwood felt the real issues were not being addressed. She has heard rumors about the grant and the possibility of closing schools. There are not enough classrooms for the students the district has now. Ms. Westwood agreed that schools should be remodeled and does have issues with the tax abatements. She placed her faith in the school board to decide how to work functionally. PRESENTATION ON MAY 8 ELECTION Jeff Weldon, district legal counsel, explained the dos and don’ts of mill levies in reviewing the handout received by those present. No district time and resources may be spent on passage of the levies as per 2-2-121, MCA. The board requested clarification from the county assessor on taxable market value to clarify the cost of mill levies to taxpayers. The information will be emailed to the board. PURPOSE AND SCOPE OF PLANNING & DEVELOPMENT COMMITTEE Karen Moses addressed the board regarding the number of classrooms over accreditation standards. She urged the board to hire out for a firm to develop the master facilities plan and move forward. Other plans have been completed in the past but faults were found in those plans. The students are suffering. She recommended the group hired to do the master facilities plan should not be driven by one group or the other. Trustee Aragon made the following motion with a second by Trustee Halter: Motion to approve that the Planning & Development Committee shall review, discuss, and take action on the district’s annual general fund budgets and long-term planning issues. Long-term issues include, but may not be limited to, facilities planning, curriculum planning, technology planning, and strategic planning. Decisions made at the Planning & Development Committee meetings shall be considered recommendations to the full board. Those voting in favor were Greta Besch Moen, Kathy Aragon, Pam Ellis, Travis Kemp, Allen Halter, Teresa Stroebe, Lindy Graves, and Connie Wardell. The motion passed unanimously. GOALS OF THE PLANNING & DEVELOPMENT COMMITTEE Trustee Aragon made the following motion with a second by Trustee Wardell: Motion to approve that the discussions and decision making of the Planning & Development Committee shall be driven by inclusiveness, transparency, and the goal of aligning district resources to improve student performance and equity. To achieve the latter goal, the committee shall rely on accurate and complete data, as well as educational research and best practices. Those voting in favor were Greta Besch Moen, Kathy Aragon, Pam Ellis, Travis Kemp, Allen Halter, Teresa Stroebe, Lindy Graves, and Connie Wardell. The motion passed unanimously. FIELDING NAIR FINAL REPORT Trustee Aragon reported she spoke to Mr. Nair regarding the financial issue of the remaining balance of their bill. A webinar session could take place for the final report from Fielding Nair on facilities with the leadership teams being included. Lew Anderson, Facilities Director, reported there is an architectural firm called CFPI which will conduct a review of a building with teachers being involved at no charge to the district. The possibility of using West High is an option. The board requested that lunch be served for those that would be present. There was consensus that West High be reviewed if possible. Trustee Aragon made the following motion with a second by Trustee Wardell: Motion for Fielding Nair to meet via computer with the leadership committee on April 24th, at no cost to the district, to present its final report. Trustee Graves asked if trustees would be included. Trustee Aragon reported they would be included. The remaining $3,000 on the contract would be paid to Fielding Nair. The leadership group will be surveyed to determine when the meeting should be schedule. Those voting in favor were Greta Besch Moen, Kathy Aragon, Pam Ellis, Travis Kemp, Allen Halter, Teresa Stroebe, Lindy Graves, and Connie Wardell. The motion passed unanimously. QUALITY SCHOOLS GRANT Trustee Aragon made the following motion with a second by Trustee Aragon: Motion to approve that the district go forward and accept the Quality Schools Grant with its minimal financial obligation of $6,250. Trustee Aragon reported the district received the $25,000 grant this year and must be used for the master facilities plan as stated in the application. Chair Stroebe suggested putting out a Request for Proposal for spending more money to a group that would serve the community’s needs and did not want to say we were not going to spend money on the master facilities plan. Trustee Graves felt that was an issue for a future meeting. Lew Anderson, Facilities Director, stated his department needs something to tie together various projects and deferred maintenance. Those voting in favor were Greta Besch Moen, Kathy Aragon, Pam Ellis, Travis Kemp, Allen Halter, Teresa Stroebe, Lindy Graves, and Connie Wardell. The motion passed unanimously. FACILITIES MASTER PLAN RFP (REQUEST FOR PROPOSAL) Trustee Moen recommended a plan for each school be placed on the district’s website. Lew Anderson reviewed his handout regarding the master facilities plan. He felt there was expertise in the community that could help put together all the information listed on his handout. The district needs to take action and then follow the recommendations. Mr. Anderson strongly recommended looking locally for the RFP. He stated he would bring a capacity report on our schools to the next meeting. Trustee Wardell believed any group coming into the district to do a report will look at past reports. Trustee Ellis felt the board needed to make a decision if it wanted the elementary schools to be K-5 and 6th through 8th grade middle schools. She also suggested coming up with numbers for the desired school size. Superintendent Copps believed there are people in the community who could develop the plan and the group must be totally independent of those gathered around this table. Trustee Graves wanted to add local people for the RFP to the motion. Superintendent Copps stated he would gather recommendations from the administrative staff. Trustee Graves requested a timetable to follow as he felt the board needed structure to move forward. Trustee Ellis asked how the district should get the information out to the public when configuring K-5 schools. Superintendent Copps reported presentations will be given on 6-8 middle schools and feedback gathered. Trustee Graves asked if community input could be added to the timeline. Trustee Graves made the following motion with a second by Trustee Wardell: Motion to approve that the district go forward with a facilities master plan RFP, with local resources preferred, and spend up to $200,000 from the building funds, within three months and the facilities master plan be completed in six months. Mr. Copps authorized Lew Anderson to be the district liaison for local resources who have historical knowledge of the district. Trustee Ellis asked for a legal review of the RFP. Those voting in favor were Greta Besch Moen, Kathy Aragon, Pam Ellis, Travis Kemp, Allen Halter, Teresa Stroebe, Lindy Graves, and Connie Wardell. The motion passed unanimously. DAVIS DEMOGRAPHICS RECOMMENDATION Superintendent Copps reported he contacted Richard Dews and Andy Wildenburg to discuss the demographic study. Dr. Middleton stated he moved forward a week ago and met with Richard Dews and a team to go forward with an RFP to continue the work. Trustee Aragon made the following motion with a second by Trustee Wardell: Motion to finalize the enrollment forecasting and planning booklet that was begun in 2010 and retain Richard Dews to do that in comparing all of the information. District Clerk Hudetz stated that action was not noticed and the motion could not be made. Chair Stroebe reported it is the superintendent’s job to hire that person. Trustee Kemp was excused at 8:15 p.m. Trustee Aragon made the following amended motion with agreement from Trustee Wardell: Amend the motion to move the superintendent to meet with Richard Dews to move forward with the report which includes the enrollment forecasting and planning booklet which was begun in 2010. Trustee Ellis stated what Mr. Dews is proposing a salary of more than $160,000 a year at $80 an hour. Mr. Copps reported that amount would have to be negotiated. He felt the letter from Mr. Dews was more of an editorial and rather than addressing what he had asked of Mr. Dews. In his editorial, he suggested setting up a planning department and did not address timetables. The district needs to decide what it wants, a timetable, and ask Mr. Dews to submit something regarding that information. Trustee Aragon asked about the forecasting report. Mr. Copps replied it would be good to have and could be accomplished quickly. Mr. Dews is currently under contract with the Adult Education Department. Dr. Middleton urged the board to go through the proper channels with the Human Resources Department in hiring someone to complete the reports. Trustee Ellis felt more work is needed by the board as to decisions in the forecasting report, before the work can begin. Andy Wildenburg, Rocky Mountain College professor, stated his first concern is that the data is flawed in the Davis Demographic Study. Increases in enrollment have taken place in northwest Billings, eastern Heights, and the Orchard area. He believes the district needs a professional to begin the enrollment forecasting and needs to separate the demographic data from the political press. There are a lot of people in the community that can bring their expertise to work for the district. It should be made up of a small number of people. Mr. Wildenburg volunteered his expertise to help the district. He felt the Davis software is an amazing and a powerful tool. Mr. Dews addressed the board and stated he is not recommending that he be hired but urged the board to hire a qualified candidate. That person should not need more than one year to complete the study. Trustee Wardell asked Mr. Wildenburg if he could put together a committee of three people to develop a job description. Dr. Middleton reported he would work with Superintendent Copps and Mr. Wildenburg to develop a proposal. Trustee Halter agreed that the district needed to go out and advertise the position and listen to the superintendent’s advice. Trustee Moen asked what the timeline would be to develop the proposal. Mr. Copps felt it could be completed in two weeks. ESTABLISH AD HOC FACILITIES PLANNING STEERING COMMITTEE Trustee Aragon made the following motion with a second by Trustee Wardell: Motion to approve extablishment of an Ad Hoc Facilities Planning Steering Committee as outlined in the board packet and its duties and scope of work. Trustee Ellis did not like #4 in the list of tasks for the committee (development of potential pilot and prototype school designs). She also voiced her concern regarding the redrawing of student attendance boundaries. Trustee Moen stated the committee would not conduct the reboundering but Mr. Wildenburg’s smaller group would work on that aspect. Trustee Ellis asked that the development of potential pilot and prototype school designs, as well as the selection and management of consultants to facilitate the planning process be removed from the motion. Trustees Aragon and Wardell agreed to that suggestion. Those voting in favor were Greta Besch Moen, Kathy Aragon, Pam Ellis, Allen Halter, Teresa Stroebe, Lindy Graves, and Connie Wardell. The motion passed unanimously. Trustee Aragon made the following motion with a second by Trustee Stroebe: Motion to adjourn. Those voting in favor were Greta Besch Moen, Kathy Aragon, Pam Ellis, Allen Halter, Teresa Stroebe, Lindy Graves, and Connie Wardell. The motion passed unanimously. The meeting adjourned at 8:50 p.m. Teresa Stroebe, Chair Diane Blevins, Recorder Link to comment Share on other sites More sharing options...
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