coen Posted July 9, 2012 Report Share Posted July 9, 2012 Proceedings of the Board of Trustees District No. 2, Yellowstone County High School District No. 2, Yellowstone County Billings, Montana June 18, 2012 CALL TO ORDER The Regular 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, June 18, 2012, at 5:30 p.m. Members present included Trustees Connie Wardell, Greta Besch Moen, Allen Halter, Travis Kemp, Kathy Aragon, Travis Smith, Teresa Stroebe, Pam Ellis, District Clerk Leo Hudetz, and Assistant Superintendents Gail Surwill and Josh Middleton. Registered guests were David Creger, Denise Nelson, Mary Westwood, Chris Goodridge, Sue Rydquist, Eileen K., John Baber, Jeff Weldon, and Andy Wildenberg. Chair Stroebe presided and led those present in the Pledge of Allegiance. RECOGNITION AND GIFTS AND DONATIONS Trustee Aragon made the following motion with a second by Trustee Smith: Motion to accept the gifts and donations with gratitude. Those voting in favor were Kathy Aragon, Greta Besch Moen, Pam Ellis, Allan Halter, Travis Kemp, Travis Smith, Teresa Stroebe, and Connie Wardell. The motion passed unanimously. The gifts and donations are as follows: Beartooth -- Mortenson team, 6 whiteboards and 3 cork boards United Way, books for students Mustangs, books for students Bench -- Jane Wallace, 52” Toshiba TV and cart Big Sky -- EBMS, $824.50 Highland -- David Williams, donations to library McKinley -- Gainan’s, gift/discount cards to sell for new playground equipment Miles Avenue -- Pam Castle, clothing, books and supplies Ryan Scheppele, air fan kit, incubator, egg turner (value $131.97) Vitality, Dr. Jeffrey Mitchell, massages for staff Rotary, dictionaries United Way, books for students Mustangs, books for students Newman -- Gainan’s, flowers for science projects CTA Architects Engineers, bus tickets and lunch for 6th graders on CTA Career Day Hanser’s Automotive and Wrecking, newspapers for Newspapers in Education Program Darnielle Insurance Agency, newspapers for Newspapers in Education Program MKK Consulting Engineers, newspapers for Newspapers in Education Program Mustangs, books for students Wells Fargo Operations Center, books for students Ponderosa -- United Way, books for students CTA Architects Engineers, bus tickets and lunch for 6th graders on CTA Career Day Mustangs, books for students Lewis & Clark -- David Palmer, Macbook computer Warehouse -- Vision Optical, two computers, power supply, printer, print server, cabling David Creger, Head Girls Track Coach at Senior High, introduced the AA Champions for 2012 and who are champions for the third year in a row. They are: Danielle Aragon, Brenna Cockburn, Clancee Ferrin, Kyla Jewell, Terra McDowell, Selena Nava, Karina Bell, Jordan Dreessen, Emma Fulton, Rachel Koehler, Taylor Mims, Chloe Rector, Madi Cicierski, Jocelyn Elorriaga-Medina, Britnee Grimstad, DanaRae McCartney, Sammi Mohl, and Morgan Sulser. Rob Stanton, Head Track Coach at West High, introduced the AA Boys Champions for 2012 who are all on the honor roll. They are as follows: Hazen Alkire, Michael Quesenberry, Devin Laqua, Eric Rydquist, Jacob Kvilhaug, Beau Mulvaney, Fred Petsch, Jason Baker, Tyler Wells, Nick Jackson, Al Thelen, Alex Wambach, Tyler McKay, Tyler Roush, Gus Sloan, Jayc VanZee, Michael Kosmann, Nathan Bradley, Brett Dringman, Davis Connelley, Logan Laird, Colter Porter, Mark Hovland, Shawn Peden, and Taylor Clark. 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. APPROVAL OF AGENDA Trustee Wardell pulled R2 and R7 from the Consent Agenda for discussion along with R5 by Trustee Moen for approval by the Planning & Development Committee. District Clerk Leo Hudetz reported the special board meeting minutes must be approved by the board within 40 days. The Planning & Development portion of the minutes could be approved by the committee at a later date. Trustee Aragon made the following motion with a second by Trustee Ellis: Motion to approve the agenda as amended. Those voting in favor were Kathy Aragon, Greta Besch Moen, Pam Ellis, Allan Halter, Travis Kemp, Travis Smith, Teresa Stroebe, and Connie Wardell. The motion passed unanimously. BOND RESOLUTIONS Bridget Eckstrom, D. A. Davidson, stated the resources for the bond resolutions are the same as in the 2010 bonds and board approval is needed tonight. Once a bond rating is given, bonds will be released locally. Eckstrom felt there will likely be strong interest and anticipates rates being locked-in on July 12th. The cost for the taxpayer should go down approximately $710,000 and further state aid should be available to the district. If further state aid is received, taxpayers should save $1,700,000. These bonds are taxable bonds and will be for 15-20 year bonds. Trustee Aragon made the following motion with a second by Trustee Wardell: Motion to approve the resolution for authorizing the issuance of QECB Elementary Bonds. Those voting in favor were Kathy Aragon, Greta Besch Moen, Pam Ellis, Allan Halter, Travis Kemp, and Connie Wardell. The motion passed unanimously. Trustees Smith and Stroebe are ineligible to vote on elementary issues. Trustee Aragon made the following motion with a second by Trustee Wardell: Motion to approve the resolution for authorizing the issuance of QZAB Elementary Bonds. Those voting in favor were Kathy Aragon, Greta Besch Moen, Pam Ellis, Allan Halter, Travis Kemp, and Connie Wardell. The motion passed unanimously. Trustees Smith and Stroebe are ineligible to vote on elementary issues. Trustee Aragon made the following motion with a second by Trustee Wardell: Motion to approve the resolution for authorizing the issuance of QECB High School Bonds. Those voting in favor were Kathy Aragon, Greta Besch Moen, Pam Ellis, Allan Halter, Travis Kemp, Travis Smith, Teresa Stroebe, and Connie Wardell. The motion passed unanimously. O2/DLR PRESENTATION Trustee Moen introduced the architectural firm of O2/DLR who have been recommended by the interview committee as well as the Planning & Development Committee to provide services in the development of a comprehensive facilities master plan for the Billings Public Schools at a cost not to exceed $250,000. Ken Markert, Kim Olson, Don Olson, and Jennifer Tuttle gave a presentation on the two groups who will work collaboratively on the project. O2/DLR has a success rate of 93% in consensus building. An analysis cost process is an important part of the project. The group will confirm scheduling and establish priorities, conduct fiscal assessments, educational adequacy, capacity levels, and educational assessment, evaluation of current uses of the buildings, and develop a model program. Also built into the project is 21st century learning changes and presentations will be given to the community. Community engagement will begin in the discovery phase. The group will begin their work in the morning if it is approved this evening. Trustee Moen reported O2/DLR will attend the regular board meetings each month and will have updates on the district’s website. Lew Anderson, Facilities Director will be the point person for the project. Trustee Smith asked how much the project would cost and what funds would be used. Mr. Anderson reported the project will not exceed $250,000 and the contract is for $232,000 plus expenses. Patricia Hubbard, Business Manager, reported the funds will come from the elementary building fund in the amount of $167,000; the remaining $83,000 for the high school portion will come from the Quality Schools Grant and the high school building funds. Trustee Moen made the following motion with a second by Trustee Aragon: Motion to approve the recommendation of the Planning and Development Committee to select the O2/DLR group to provide services in the development of a comprehensive facilities master plan for the Billings Public Schools at a cost not to exceed $250,000. Those voting in favor were Kathy Aragon, Greta Besch Moen, Pam Ellis, Allan Halter, Travis Kemp, Travis Smith, Teresa Stroebe, and Connie Wardell. The motion passed unanimously. BUDGET DISCUSSION Karen Palmer, Technology Director, placed the new superintendent, Terry Bouck, on Skype to view the budget discussion. Ms. Hubbard reported she has updated the working budget numbers which created over $53,000 in the red in the elementary district and over $74,000 in the black in the high school budget. Cuts of 1.5 FTE for specialists in the elementary budget could be made but Hubbard would like more discussion. The elementary budget has $2,000,000 in the elementary reserve fund. Trustee Ellis felt the Quality Schools Grant was written for both districts. She also felt there was enough money in the MAC and Medicaid funds for the textbook purchase also. Trustee Wardell asked if the textbooks had been ordered. District Clerk Hudetz reported that textbooks third, fourth and fifth grades will be purchased for the coming year. Trustee Aragon felt part of the $2,100,000 in the elementary builiding fund could be used for the demographic study as it is needed for the master facilities plan. Ms. Hubbard reported that would not be allowed by state statutes but she would contact the auditors to be sure. Trustee Wardell suggested tying in the demographic portion into the master facilities plan and it would take care of the problem. Trustee Ellis did not feel comfortable with using MAC & Medicaid funds for the demographic study but felt comfortable with the two-third/one-third split between the elementary and high school districts. Trustee Wardell requested more information on the project and named the number of teachers being approved in the personnel report as she did not feel the board gave approval for the hiring of eight teachers. Trustee Moen stated the board has not seen the administrative contracts at this time. Jeana Lervick, Human Resources Director, reported the administrative list was included in a previous budget sheet. Administrators and contract support staff would receive the same raise as the BEA members received for the 2012-13 school year. There have been no other changes. Trustee Wardell felt further budget discussions should be tabled until the board has a full budget to review. Chair Stroebe stated no decisions would be made this evening. PLANNING & DEVELOPMENT COMMITTEE REPORT/FACILITIES MASTER PLAN RECOMMENDATION Trustee Moen reported a review plan was formed by the Planning & Development Committee for the facilities master plan. Four firms were interviewed to develop the master facilities plan with the selection of O2/DLR as the chosen firm. Trustee Moen made the following motion with a second by Trustee Aragon: Motion to approve the recommendation of the Planning and Development Committee to select the O2/DLR group to provide services in the development of a comprehensive facilities master plan for the Billings Public Schools at a cost not to exceed $250,000. Those voting in favor were Kathy Aragon, Greta Besch Moen, Pam Ellis, Allan Halter, Travis Kemp, Travis Smith, Teresa Stroebe, and Connie Wardell. The motion passed unanimously. Trustee Ellis wanted the funding source to be divided two-thirds elementary and one-third high school. Trustee Ellis made the following motion with a second by Trustee Aragon: Motion to divide the Quality Schools Grant two-thirds for elementary and one-third for the high school district and the remaining $8,000 balance for high school to be paid out of the high school deferred maintenance fund. Those voting in favor were Kathy Aragon, Greta Besch Moen, Pam Ellis, Allan Halter, Travis Kemp, Travis Smith, Teresa Stroebe, and Connie Wardell. The motion passed unanimously. DEMOGRAPHIC STUDY Dr. Wildenburg, Computer Scientist for Rocky Mountain College, stated it was wonderful having so many perspectives from the Demographic Study Committee members. Overall, the reason that the Cropper firm was chosen is that it is a demographic only firm. The firm has a national reputation and experience working with schools nationwide. The study would not have to come back every year as the firm also provides their own custom software. Projections from the GIS software would generate information to the community. Chair Stroebe asked, since the city and county also need demographic studies, could the entities share the cost. Trustee Aragon stated the EPA will compare the district policy with the city to determine where they agree. A cost analysis is also available from the EPA. Trustee Aragon made the following motion with a second by Trustee Moen: Motion to approve the selection of Cropper Inc. to provide the demographic services set forth in the RFP. Trustee Ellis offered a friendly amendment, approved by Trustees Aragon and Moen, not to exceed $55,000. Those voting in favor of the amended motion were Kathy Aragon, Greta Besch Moen, Pam Ellis, Allan Halter, Travis Kemp, Travis Smith, Teresa Stroebe, and Connie Wardell. The motion passed unanimously. BOARD COMMUNICATION RECOMMENDATION Karen Palmer, Technology Director, gave a brief report from the Performance Monitoring/Stakeholder Relations Committee for Trustee Graves who was unable to attend. She reported a savings would be realized for the district if it used AgendaQuick which is a paperless, searchable web-based agenda management system. Mr. Bouck reported it would be best to save money and only print agenda copies for those board members who do not have internet service. Trustee Ellis made the following motion with a second by Trustee Aragon: Motion to approve the recommendation of the Performance Monitoring/Stakeholder Relations Committee to adopt AgendaQuick for Agenda and Minutes creation, distribution and posting for a three-year period. A video process would be available through the service that would index the video in order to allow someone to go to a portion of the agenda to view the discussion. Community 7 is also looking at this process. Currently, Community 7 charges $50-$75 a meeting to put the video on the district’s website. Ms. Palmer reported she would come back in the next four to six weeks with a recommendation on the videos. Those voting in favor were Kathy Aragon, Greta Besch Moen, Pam Ellis, Allan Halter, Travis Kemp, Travis Smith, Teresa Stroebe, and Connie Wardell. The motion passed unanimously. ACTIVITIES SAVINGS AND BILLBOARD UPDATE Mark Wahl, Activities Director, reviewed the pages in the board packet outlining the possible savings in activities. Other AA schools are experiencing the same financial situations as Billings. It is difficult to make changes in intramural sports as it is something that keeps some students in school and from becoming dropouts. Mr. Wahl stated he will meet with the principals to look at changes in intramurals that could possibly be made and to determine if the programs are viable. He will also meet with the BEA president, Jeff Greenfield, to address equity issues. Trustee Halter asked if there could be donations by medical facilities for the trainer positions. Mr. Wahl reported that he has to make sure that the position is opened for those positions for district personnel and then he could go to an outside source. Mr. Wahl reported he will come back to the board with the signage information. He is currently working on what to charge for signage in the schools. CALENDAR COMMITTEE REPORT Mr. Wahl reported the Calendar Committee developed the proposed calendars but there are not a lot of options to consider. There are limited early out days. The committee tried to balance out the first and second semesters as best as possible. Trustee Wardell suggested marking the two-dark days on the calendars. Mr. Wahl stated he would make the changes. Trustee Aragon asked if public comments were received. Mr. Wahl reported the committee met three times with public notices given but no participation was received. Mr. Hudetz reported he would check committee structure to determine if parents should be involved. SUPERINTENDENT CONTRACT Jeff Weldon, district legal counsel, thanked Jack Copps for his work on behalf of the district. Mr. Weldon reported he has worked with Mr. Bouck on the proposed contract. He encouraged the board to let Mr. Bouck do his work and how he contacts the board. He also urged the board to sit down with Mr. Bouck in a work session to discuss communication. Mr. Bouck requested $165,000 as he believed it to be the low range when it was actually started at $155,000. The term of the proposed contract is for two years. Adding an additional year should be addressed during the evaluation process. The benefits listed in the contract are covered under state law. Trustee Halter made the following motion with a second by Trustee Moen: Motion to affirm the contract as presented and authorize the chair to sign the contract on behalf of the board. Those voting in favor were Kathy Aragon, Greta Besch Moen, Pam Ellis, Allan Halter, Travis Kemp, Travis Smith, Teresa Stroebe, and Connie Wardell. The motion passed unanimously. Mr. Bouck thanked the board and stated he is extremely excited to get to Billings to get started. POLICIES: POLICY DELETIONS, 34D READING; AND, POLICY 7265 PLEDGES, 3RD READING Trustee Aragon made the following motion with a second by Trustee Moen: Motion to delete Policy 3222 and Procedure 3222-P1, Policy 4331, and Policy 7332 on third and final reading. Those voting in favor were Kathy Aragon, Greta Besch Moen, Pam Ellis, Allan Halter, Travis Kemp, Travis Smith, Teresa Stroebe, and Connie Wardell. The motion passed unanimously. Trustee Halter made the following motion with a second by Trustee Kemp: Motion to approve Policy 7265 Pledges on third reading. Those voting in favor were Kathy Aragon, Greta Besch Moen, Pam Ellis, Allan Halter, Travis Kemp, Travis Smith, Teresa Stroebe, and Connie Wardell. The motion passed unanimously. PERFORMANCE MONITORING/STAKEHOLDER RELATIONS COMMITTEE REPORT Trustee Ellis suggested Brenda Koch and Kathy Olson work out a one-year plan for the committee. A plan will be ready for next Monday’s meeting of the committee and curriculum will also be discussed. A retreat will be scheduled at a later date. AA CAUCUS/DELEGATE ASSEMBLY REPORT Chair Stroebe reported three delegates attended the Delegate Assembly and presented their resolutions. The delegates did not get far with basic entitlement. Trustee Wardell felt there was acceptance by the assembly of the validity of presentations made on basic entitlement and a commitment by staff to get an approval by the School Administrators of Montana and rural schools especially. Trustee Wardell reported the next VisionNet is scheduled for July 9th at noon. CONSENT AGENDA Trustee Wardell did not believe the number of new hires had been set by the board as are listed in the personnel report. Ms. Lervick reported the West High Assistant Principal came about through movement in the district. Mr. Hudetz reported the board previously approved the hiring of eight elementary teachers. Trustee Wardell stated a full-time CFO position was not approved by the board. Ms. Lervick stated a CFO/District Clerk positions had been approved at a previous meeting. Trustee Wardell wanted to table the personnel report until July and requested job descriptions. Ms. Lervick stated those positions listed on the personnel report are information items as they have already been approved. Chair Stroebe requested administration to include the district clerk position as well for July and the board would review job descriptions in July which would honor the motion the board has passed. Trustee Wardell made the following motion with a second by Trustee Moen: Motion to table this item until July so we can talk to Mr. Bouck and receive job descriptions. Trustee Kemp stated the board approved the eight elementary teacher hires in May. Trustee Ellis called for a point of order as the motion was approved at a previous meeting. Chair Stroebe stated the board will speak to Terry Bouck. She amended the personnel report by placing a slash after CFO and adding District Clerk. Job Descriptions will be discussed in July. Those voting in favor of the motion were Kathy Aragon and Connie Wardell. Those opposing were Greta Besch Moen, Pam Ellis, Allan Halter, Travis Kemp, Travis Smith, and Teresa Stroebe. The motion failed. Ms. Lervick reported no new administrators have been hired but transfers have been made. There are also positions open that will need to be filled as retirements took place. She further stated she makes sure that if a new hire occurs, there is a position that was vacated by retirement. Jeff Greenfield believed there were approximately 40 positions that were to be filled due to retirements. (Kathy Aragon left the meeting at 9:15 p.m.) Trustee Wardell asked who would be filling in for Carrie Miller, Director of Assessment. Mr. Hudetz reported it was not known at this time. Mr. Hudetz reported Todd Preston would be the chair of the Audit Committee. As the item was incorrectly printed, the item will come back for the July agenda. Trustee Halter made the following motion with a second by Trustee Kemp: Motion to approve and accept the items within the Consent Agenda without objection to recommended action with the exception of the Audit Committee Chair Appointment. Those voting in favor were Greta Besch Moen, Pam Ellis, Allan Halter, Travis Kemp, Travis Smith, Teresa Stroebe, and Connie Wardell. The motion passed unanimously. Items approved are as follows: Monthly Legal Report Personnel Report Bills Paid -- May 2012 Financial Reports -- May 2012 (Unaudited) Regular Board Meeting Minutes, May 21, 2012 Special Board Meeting Minutes, March 26, 2012 Special Board Meeting, April 23, 2012 Special Board Meeting Minutes, May 8, 2012 Special Board Meeting Minutes, May 9, 2012 Special Board Meeting Minutes, May 10, 2012 Special Board Meeting Minutes, May 11, 2012 Special Board Meeting Minutes, May 21, 2012 Special Board Meeting Minutes, June 4, 2012 Tumbleweed Contracts 2012-2013 MHSA Membership Dues Procedure 3417-P2 Head Lice Guideline PowerSchool Annual Support/Subscription Renewal Establish New Trust Account for Billings Public Education Foundation -- New June Grants Trustee Smith made the following motion with a second by Trustee Wardell: Motion to adjourn. Those voting in favor were Greta Besch Moen, Pam Ellis, Allan Halter, Travis Kemp, Travis Smith, Teresa Stroebe, and Connie Wardell. The motion passed unanimously. The meeting adjourned at 9:20 p.m. Teresa Stroebe, Chair Diane Blevins, Recorder Link to comment Share on other sites More sharing options...
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