Diane Blevins Posted June 14, 2006 Report Share Posted June 14, 2006 Proceedings of the Board of Trustees District No. 2, Yellowstone County High School District No. 2, Yellowstone County Billings, Montana May 15, 2006 Call to Order The Regular 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, May 15, 2006, at 5:30 p.m. Chair Katharin Kelker presided and led those present in the Pledge of Allegiance. Roll Call Members present included: Trustees Dawn Achten, Mary Jo Fox, Dale Getz, Malcolm Goodrich, Joel Guthals, Katharin Kelker, Karen Moses, Sandra Mossman, Conrad Stroebe, Superintendent Rod Svee, Interim Superintendent Jack Copps, and Clerk Leo Hudetz. Registered guests included Joan Sleeth, Rocky Carrell, Shawna Hart, Raven Petry, Amy Hart, Tim Cranston, Cherish Roberts, Lynn Jensen, Richard Jones, B. D. Reyes, Adeline Schmidt, Barb Haws, Roberta Beckers, Steve Pomroy, Fred Petak, Martha Sheehy, Jim Colvin, Tom Oberweiser, Eileen Sheehy, and Janet Baum. Approval of Agenda Trustee Goodrich made the following motion with a second by Trustee Achten: Motion to approve the agenda. Those voting in favor were Dawn Achten, Mary Jo Fox, Dale Getz, Malcolm Goodrich, Joel Guthals, Katharin Kelker, Karen Moses, Sandra Mossman, and Conrad Stroebe. The motion passed unanimously. Approval/Acceptance of Minutes Trustee Goodrich made the following motion with a second by Trustee Getz: Motion to approve the minutes of April 17, 2006 and March 21, 2006. Those voting in favor were Dawn Achten, Mary Jo Fox, Dale Getz, Malcolm Goodrich, Joel Guthals, Katharin Kelker, Karen Moses, Sandra Mossman, and Conrad Stroebe. The motion passed unanimously. Trustee Goodrich made the following motion with a second by Trustee Getz: Motion to accept the minutes of the Audit Committee meeting of March 27, 2006. Those voting in favor were Dawn Achten, Mary Jo Fox, Dale Getz, Malcolm Goodrich, Joel Guthals, Katharin Kelker, Karen Moses, Sandra Mossman, and Conrad Stroebe. The motion passed unanimously. The Chair recessed the regular meeting at 5:40 p.m. for the Special Board Meeting. The regular meeting reconvened at 6:30 p.m. Trustees Moses and Stroebe’s terms officially ended during the Special Board meeting and were no longer present. New Board member Rachel Stagg was present. 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. Tim Cranston urged the Board to define the problems in the budget, build back the reserves and pay for retirements on an annual basis. Those speaking in support of Crossroads were Fred Petak, Raven Petry, Richard Jones, Shawna Hart, Rocky Cannell, and Carol Blades. Eileen Sheehy asked that activities fees not be raised because there are those families who could not afford to participate. News of the District Nancy Hines reported Senior High Freshmen Academy is using geocaching and global positioning systems to determine where caches could be found. It was possible through a smaller learning communities grant. Poly Drive Elementary School’s PTA has undertaken the Reflections Program through the National PTA Association. 28 students competed in the arts and cultural competition with two students winning the local and state levels. Isabella Whitworth and Emma Fulton went on to national levels with Emma Fulton winning in her category. Ms. Hines also recognized Ginny Waples, Librarian at Meadowlark School, for her contribution to the News of the District. Recognition and Gifts and Donations The Board recognized Jacqueline McDonald, Senior High, and Thomas Stahley, Skyview High, as the recipients of the 2005 Presidential Award for Excellence in Mathematics and Science Teaching. Patricia Svee, Eagle Cliffs, was recognized by the Board as the Wal-Mart Teacher of the Year Award. Trustee Kelker made the following motion with a second by Trustee Guthals: Motion to accept the gifts with gratitude. Those voting in favor were Dawn Achten, Mary Jo Fox, Dale Getz, Malcolm Goodrich, Joel Guthals, Katharin Kelker, Sandra Mossman and Rachel Stagg. The motion passed unanimously. The following are the gifts: Bitterroot – Amy Tadlock, jump ropes Jeannette Clift, mittens Wal-Mart, computer Frito Lay, computer Broadwater – Cathy and Eric Johnson, clothing Orchard – Billings Village Golden K Kiwanis Club, money Crowley, Haughey, Hanson, Toole & Dietrich, PLLP, money Sandstone – Frito Lay, computer Heights Wal-Mart, computer Mr. and Mrs. Witt, digital camera Update of Special Education Parent Advisory Committee Kathy Olson reported the Superintendent had directed her department to conduct a review of the special education programs, as part of the strategic plan. A result of that review was the development of the Special Education Parent Advisory Committee, which is comprised of fifteen members. A survey of special education parents was conducted. Connie Vonbergen reported the survey was not viewed as an end but a look at the future and the development of ten focus groups. Dr. Kyle Colling has agreed to direct the focus groups for a small fee. The committee will review the Kukic report and other work that has been done by the District. As the committee works through the process, interim reports will be given. Bills Paid – April 2006 Thomas Harper reported the Business Committee had not reviewed the bills paid due to the shortened meeting. Trustee Getz made the following motion with a second by Trustee Kelker: Motion to approve the bills paid for the month of April 2006. Those voting in favor were Dawn Achten, Mary Jo Fox, Dale Getz, Malcolm Goodrich, Joel Guthals, Katharin Kelker, Sandra Mossman, and Rachel Stagg. The motion passed unanimously. The bills paid by fund are as follows: Fund Description Fund Total 101 Elem. General Fund $ 379,561.63 110 Elem. Transportation 259,281.35 114 Elem. Retirement 85.40 115 Elem. Misc. Programs 196,944.16 117 Elem. Adult Education 1,580.17 128 Elem. Technology 113,486.91 160 Elem. Building 410,257.72 161 Elem. Building Reserve 13,710.17 184 Elem. Student ECA 45,799.97 185 Elem. Misc. Trust 28,641.45 201 H. S. General Fund 321,580.01 210 H. S. Transportation 184,905.22 212 H. S. Food Services 479,661.40 215 H. S. Misc. Program 49,645.66 217 H. S. Adult Education 19,046.21 218 H. S. Traffic Education 1,927.34 228 H. S. Technology 30,790.26 229 H. S. School Flexibility Fund 8,584.71 260 H. S. Building 548.03 261 H. S. Building Reserve 271.07 278 H. S. Self Insurance-Health 1,268,313.65 279 H. S. Self Insurance-Liability 78,046.60 282 H. S. Interlocal Agreement 97,565.25 284 H. S. Extracurricular 200,610.02 285 H. S. Misc. Trust 17,820.75 286 H. S. Payroll 1,997,932.72 TOTAL $ 6,206,597.83 ACH Tax Deposits $ 1,509,203.69 Payroll Warrants & Direct Dep. $ 3,901,701.31 GRAND TOTAL $11,617,502.83 Financial Reports – April 2006 (Unaudited) Thomas Harper reported the Business Committee had not reviewed the bills paid due to the shortened meeting. The following are the financial reports received for April 2006 (Unaudited): CS101 Account Expenditure by Fund CS102 Account Receipts by Fund CS105 Statement of Estimated and Actual Revenue CS108 Object Cost Analysis Budget Decisions Jack Copps, Interim Superintendent, stated they must be realistic and very sensitive as some of the cuts directly affect students. Mr. Copps reviewed the recommended cuts for the elementary district on page 92 of the agenda. The elementary deficit was $2,192,910, which was reduced to $784,998 after transferring revenue from MAC/Medicaid, Flex, Indirects, transportation, and deferred weatherization. Recommended cuts to the elementary district include 3 middle school teachers, textbooks, 2 computer techs, activities, legal fees, curriculum reduction in administration, safety officer, lawyer, counselor for K-6, budget Consultant, FTE for Indian Education for All, 5 library additions, and sub pay increase. The accreditation standards for the State of Montana are minimum requirements. Due to the cuts, some of those standards will not be able to be satisfied. Mr. Copps reported administration is recommending the closure of Crossroads, as it did not feel the city could afford a fourth high school and no additional resources were available. The building that houses Crossroads needs approximately $2,600,000 in repairs and renovations, which the District cannot afford. In working with Crossroads, counselors from the three high schools would be brought in to work with the students to move back into the comprehensive high schools. Mr. Copps stated a serious discussion must take place on how to take care of the At Risk students in the District. The Chair thanked the superintendents and staff for their hard work in compiling the recommendations. Trustee Getz made the following motion with a second by Trustee Kelker: Motion to accept the administration’s recommendations in the elementary district. Those voting in favor were Dawn Achten, Mary Jo Fox, Dale Getz, Malcolm Goodrich, Katharin Kelker, Sandra Mossman, and Rachel Stagg. The motion passed unanimously. Joel Guthals was not eligible to vote on elementary issues. Trustee Getz stated he was uncomfortable in closing a school that is providing service for the disadvantaged students in the community, but could support the other recommendations for the high school district. He hoped the administration could find other ways to cut $380,000. Superintendent Svee reported, if Crossroads was not closed, it would be a total of $680,000 in cuts, not $380,000. Trustee Getz proposed the Board accept all of the other items and direct administration to cut 2% across the board from all other line items that have not already been cut. Trustee Guthals agreed and suggested cuts occur in maintenance and watering of lawns. Mr. Copps felt something could be realized from working with the thermostats but it would take time. The cost to fix the roof at Crossroads, if it is kept open, is $450,000. Trustee Kelker stated she was concerned about the long-term ability of the District to sustain a program such as Crossroads because next year it will be worse in maintaining the programs at the high schools. Trustee Kelker made the following motion with a second by Trustee Mossman: Motion to accept the district administration’s recommendations for the high school district. Trustee Getz agreed with the sustainability but felt Crossroads should become more efficient by either increasing enrollment or decreasing costs. Trustee Fox did not feel comfortable taking the program away from the students of Crossroads, as some of those students have no one to stand up for them. Trustee Guthals asked if it would be possible to shut down some chillers in the high schools. Rich Whitney, Facilities Director, stated $7,761 might be able to be saved but there will be summer school at Senior High this summer. Trustee Kelker offered the following substitute motion with a second by Trustee Mossman: Motion to accept the administration’s recommendations in the high school district with the exception of the recommendation of Crossroads. Trustee Achten suggested $55 be charged for the activities fees plus a $5 surcharge that would go into a scholarship fund to help pay for students who cannot afford to pay the increased fees. The Chair suggested a meeting be held next Tuesday to discuss Crossroads and give administration more time. Trustee Fox felt, as $1,200,000 comes out of the general fund for activities, a surcharge for varsity sports should be implemented and hope that people would step in and help out activities in order to put more money into the curricular portion, not extracurricular. Trustee Goodrich passed the gavel to the Vice-Chair. He did not feel increasing activities fees would solve the problems. It is important to be mindful it could have adverse affects. Trustee Kelker passed the gavel back to the Chair and stated she felt the Board was not favorable on the place Crossroads is housed and suggested the Board agree on the cuts in the motion and direct administration to bring back further information next week. Trustee Mossman asked if it would be possible to raise the student/teacher ratio to 15:1 and the capacity over 120. She asked the Crossroads staff to bring that information to next week’s meeting. Trustee Stagg stated she spoke to people who were not going to be able to participate in activities if the fees were increased and suggested organizations such as Partners in Education could help in raising funds. Reducing utilities expenses did not seem feasible to save money as they fluctuate. Trustee Stagg suggested the Crossroads concept be expanded to include all At Risk students. Mr. Copps stated additional At Risk funds could be taken and put towards the Crossroads program, but teachers would have to be laid off at the comprehensive high schools. Mr. Svee reported another offer for $1,900,000 has been made on the Crossroads building. He further stated cutting 2% across the Board is not possible as 90% of the budget is salaries, which have already been agreed upon. Out of the 10% that would be left, it would mean 20% to reach the desired level of cuts. Trustee Getz suggested the motion be changed to not close Crossroads but allow all of those dollars factored in be considered instead of what is listed in the recommendations. Trustee Kelker did not entertain the change to the motion. Trustee Fox wanted the Board to vote in support of Crossroads and have administration find other ways to cut. She also urged the Board to stick to the goal of putting money back into the reserves. Those voting in favor of the substitute motion were Katharin Kelker, Malcolm Goodrich, Sandra Mossman and Rachel Stagg. Those opposing were Dawn Achten, Mary Jo Fox, Joel Guthals and Dale Getz. The motion failed. Trustee Fox made the following motion: Motion, in addition to the previous motion, we direct administration to come up with additional cuts to reach our 5% reserve level in two years, which is $1,800,000. The motion died due to a lack of a second. Mr. Copps stated administration felt the reserve could be restored in five or six years at $200,000 a year. Trustee Guthals made the following motion with a second by Trustee Achten: Motion to direct administration to present the Board with additional proposals for reclassifications, budget adjustments, and cuts to allow the School District to keep Crossroads operating during the upcoming fiscal year. Trustee Guthals did not limit the scope of the motion to keep Crossroads in its current location. Superintendent Svee stated the motion might include staff cuts in the comprehensive high schools. Trustee Guthals amended his motion as follows, with agreement from Trustee Achten: Amend the motion that the proposals from the administration shall include budget forecasts with 1%, 2% and 3% reserve levels. Jack Copps reported the location of Crossroads is important, as it is limited in what could be offered. Those voting in favor of the amendment were Dawn Achten, Mary Jo Fox, Joel Guthals, Sandra Mossman, Rachel Stagg, Malcolm Goodrich, Katharin Kelker, and Dale Getz. The motion passed unanimously. Mr. Copps asked the Board if it were willing to cut 12 positions at the high school level if that is the recommended action next week. Mr. Svee stated the administration will bring options next week, but it will not be considered recommendations, as the Board has received the administration’s recommendations. Those voting in favor of the original motion made by Trustee Guthals were Mary Jo Fox, Dawn Achten, Malcolm Goodrich, Dale Getz, and Joel Guthals. Those opposing were Sandra Mossman, Rachel Stagg, and Katharin Kelker. The motion passed. The Chair reported the budget discussion would continue at a meeting on Tuesday, May 23rd at 5:30 p.m. The meeting recessed at 9:30 p.m. and would continue with the remainder of the agenda on Tuesday, May 16th at 5:30 p.m. The meeting reconvened at 5:30 p.m. on Tuesday, May 16th, 2006. Members present included: Trustees Dawn Achten, Mary Jo Fox, Malcolm Goodrich, Joel Guthals, Katharin Kelker, Karen Moses, Sandra Mossman, Conrad Stroebe, Superintendent Rod Svee, Interim Superintendent Jack Copps, and Clerk Leo Hudetz. Dale Getz was absent. The registered guest was Lynn Jensen. Board members were given committee assignment forms and were asked to complete them and return them to the Chair as soon as possible. Non-tenure Teacher Notice Jack Copps reported administration is recommending they be given authority to notice 48 non-tenured staff of non-renewal. The notice would also include those elementary and middle school teachers with high school certification as high school teachers could bump and affect those positions. Trustee Achten asked if it would be possible to make a decision next Tuesday night. It would be possible since Human Resources would only need 2 days to get the notices out. Trustee Kelker made the following motion with a second by Trustee Achten: Move to table the item until next Tuesday at the budget finalization meeting. Those voting in favor were Dawn Achten, Mary Jo Fox, Malcolm Goodrich, Joel Guthals, Katharin Kelker, Sandra Mossman and Rachel Stagg. The motion passed unanimously. Hiring Freeze Mr. Svee reported the decisions have been made in the elementary district. Mr. Copps stated if 5 positions were left open in the elementary district for any possible bumping from the high school district, hiring could be conducted to fill the other positions. Trustee Kelker made the following motion with a second by Trustee Mossman: Move to lift the hiring freeze in the K-6 elementary district, with the exception of 5 positions so administration can screen and hire candidates. Those voting in favor were Dawn Achten, Mary Jo Fox, Malcolm Goodrich, Katharin Kelker, Sandra Mossman and Rachel Stagg. The motion passed unanimously. Joel Guthals is ineligible to vote on elementary issues. Replacement of Karen Moses on MQEC Board The Board has to appoint a new replacement for the MQEC Trustee Mossman made the following motion with a second by Trustee Kelker: Motion to appoint Jack Copps as our director on the MQEC from elementary and high school districts from Billings, and appoint Karen Moses as a parent-at-large and an ex-officio member of that board. Those voting in favor were Dawn Achten, Mary Jo Fox, Malcolm Goodrich, Joel Guthals, Katharin Kelker, Sandra Mossman and Rachel Stagg. The motion passed unanimously. Results-Based Budgeting Report Trustee Mossman reported the Results-Based Budgeting Committee met with the consultant and narrowed down a lengthy list of indicators on the results. The intention is to present on each indicator at the Regular Board Meeting on June 19th. The committee will seek approval from the Board and work through the summer for the in-service in the fall. Update on Subcommittee on Public Involvement Trustee Fox gave a list of potential members for the public involvement in a potential high school bond issue committee to the Board. Superintendent’s Report Mr. Svee reported the RFP for the distance electronic learning for the Adult Education program is ready to be sent. The completed proposals will go before the Education Committee and then the full Board for approval. 77 students at West High had enrolled in the NovaNet program and 61 completed the program. The District is responsible for school-age students who are incarcerated and might have to provide the software at the prison or detention center. Students who are incarcerated are evaluated to determine their level. Long-term suspension students would continue with their schoolwork through the Adult Education’s program and its responsibility, or possibly the Truancy Center. New computers will not be purchased for students, but a location would be available for them to use the distance-learning program. The program through the Adult Education Department is for students 16 and older. Trustee Mossman recommended MSU-Billings also be given the RFP. The Superintendent also supplied an absence report showing certified staff for the current school year. Trustee Kelker recommended it be compared with prior reports. Superintendent Svee reported this report was similar to last year’s data. Personnel Report Trustee Mossman asked for a clarification on the long-term certified assignments. Mr. Svee stated they were part-time positions and were terminated at the end of the year for long-term assignments. The personnel report is in compliance with the hiring freeze. Trustee Kelker made the following motion with a second by Trustee Achten: Motion to accept the Superintendent’s employment recommendations as presented in the Personnel Report. Those voting in favor were Dawn Achten, Mary Jo Fox, Malcolm Goodrich, Joel Guthals, Katharin Kelker, Sandra Mossman and Rachel Stagg. The motion passed unanimously. Proclamation of Budget Amendment to Elementary & H. S. General Funds for Unforeseen Needs of the District Thomas Harper reported the Business Committee approved the budget amendment on May 8th. The areas with the cost over runs have been addressed in the 2006-2007 budget. The committee has not addressed the issue of replenishing the reserve levels. $1,013,305 is needed in the elementary general fund and $666,307 in the high school general fund. Severance costs were higher than expected and have been addressed in next year’s budget. Trustee Kelker made the following motion with a second by Trustee Achten: Motion to adopt the proclamation of elementary general fund budget amendment for unforeseen needs of the District as presented for $1,013,305. Those voting in favor were Dawn Achten, Mary Jo Fox, Malcolm Goodrich, Katharin Kelker, Sandra Mossman and Rachel Stagg. The motion passed unanimously. Joel Guthals is ineligible to vote on elementary issues. Trustee Guthals made the following motion with a second by Trustee Achten: Move to approve the proclamation of high school general fund budget amendment for unforeseen needs of the District as presented for $666,307. Those voting in favor were Dawn Achten, Mary Jo Fox, Malcolm Goodrich, Joel Guthals, Katharin Kelker, Sandra Mossman and Rachel Stagg. The motion passed unanimously. Superintendent Svee reported a memo has been given to all administrators that funds have been frozen and any purchases must go through the superintendents’ office for approval. It was hoped $100,000 could be gained. Trustee Guthals urged those present to get costs under control. The severance area has always been under budgeted and covered by year-end monies. 4th Floor Renovation—Lincoln 2006 Rich Whitney reported the Adult Education Department is requesting $310,900 from its budget to renovate the 4th floor of Lincoln to provide additional classrooms and a distance learning facility. Trustee Kelker requested a diagram of the project. There will be bathrooms added, floors refinished, carpeting in the hallways, and air conditioning. Mr. Whitney will provide a diagram of the Lincoln Center to the Board members. The funding will come from the Adult Education’s permissive levy. The 4th floor of Lincoln is too small for the Crossroads program. Trustee Kelker made the following motion with a second by Trustee Fox: Move to approve the bid from Fischer Construction for $310,900 for the renovation of the 4th floor of the Lincoln Center. Trustee Stagg asked if it would be possible to do the project with private funding, as it would be hard to explain to the public, or possibly do it at a later time. Mr. Whitney stated if the approval was not done now, the project would not be ready in the fall. The Truancy Center is also set to move from Crossroads to the 4th floor. Those voting in favor were Dawn Achten, Mary Jo Fox, Malcolm Goodrich, Joel Guthals, Katharin Kelker, Sandra Mossman and Rachel Stagg. The motion passed unanimously. Intercap Program Resolution – Loan for Network Infrastructure Upgrade Thomas Harper reported Board approval is needed to enter into the Intercap Loan Program to pay for the non-recurring costs (installation charges) of the contract signed several months ago for the infrastructure upgrade. The loan is for 5 years and is for $242,540 in the elementary district and $119,460 in the high school district with an interest rate of 4.75%. The payments would be due in February and August of each year. Trustee Kelker reported the Business Committee reviewed and approved the resolutions. Trustee Kelker made the following motion with a second by Trustee Achten: Motion to approve the resolution authorizing participation in the INTERCAP Program to finance the Network Infrastructure Upgrade (Elementary Fund 160) at a cost of $242,540. Those voting in favor were Dawn Achten, Mary Jo Fox, Malcolm Goodrich, Katharin Kelker, Sandra Mossman and Rachel Stagg. The motion passed unanimously. Joe Guthals is ineligible to vote on elementary issues. Trustee Guthals made the following motion with a second from Trustee Kelker: Motion to approve the resolution authorizing participating in the INTERCAP Program to finance the Network Infrastructure Upgrade (High School Fund 260) at a cost of $119,460. The funds are included in the proposed budget. Those voting in favor were Dawn Achten, Mary Jo Fox, Malcolm Goodrich, Joel Guthals, Katharin Kelker, Sandra Mossman and Rachel Stagg. The motion passed unanimously. Trustee Achten was excused at 6:51 p.m. Communication from Board Members Trustee Kelker reminded the Board has another meeting tomorrow at noon to meet with a consultant to prepare for the bond issue in the high school district. Mr. Svee stated the consultant would need to know the money that is available in the high school building or building reserve funds. Trustee Mossman reminded the new Trustees of the MTSBA workshop on May 24th in Helena. Calendar/Agenda Planning The following are the future scheduled meetings and events: Tuesday, May 16, 2006 – Business Committee Wednesday, May 17, 2006 – Elementary Bond Committee Wednesday, May 17, 2006 – Adult Ed. Graduation Thursday, May 18, 2006 – MTSBA Spring Workshop Sunday, May 21, 2006 – West High Graduation Sunday, May 21, 2006 – Skyview High Graduation Monday, May 22, 2006 – Crossroads Graduation Monday, May 22, 2006 – Senior High Graduation Tuesday, May 23, 2006 – Board Orientation Tuesday, June 6, 2006 – Agenda Setting Tuesday, June 6, 2005 – Policy Review Committee Monday, June 12, 2006 – Committee Meetings Monday, June 19, 2006 – Regular Board Meeting As there was no further business, the meeting adjourned at 7:00 p.m. Malcolm Goodrich, Chair Diane Blevins, Recorder Link to comment Share on other sites More sharing options...
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