Agenda Setting Meeting - Tuesday, December 4, 2007

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Proceedings of the Board of Trustees

District No. 2, Yellowstone County

High School District No. 2, Yellowstone County

Billings, Montana

 

December 4, 2007

 

Call to Order

 

The Agenda Setting 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 Tuesday, December 4, 2007.

 

The meeting was called to order at 12:10 p.m. Chair Malcolm Goodrich presided.

 

Roll Call

 

Those attending were: Trustees Malcolm Goodrich, Sandy Mossman, Kathy Aragon, Tim Trafford, Kathy Kelker, Mary Jo Fox; Clerk Leo Hudetz, Superintendent Jack Copps, Kathy Olson, Nancy Hines, Dan Martin, Dave Williams, Scott Anderson, and Thomas Harper.

 

The Chair discussed the Cottonwood property acquisition issue and how it relates to Robert’s Rules of Order in light of the fact that all matters pertaining to that decision were tabled at the Board meeting on November 19. Legal counsel has stated that Robert’s Rules are to be used as a guide and not as an absolute constraint. Because the matter was tabled by the Board, the Board as a whole cannot discuss the matter until or if that issues comes off the table. However, that does not preclude the Planning and Development Committee from discussing the issue. The Committee can only make non-binding recommendations to the Board so that should not conflict with Robert’s Rules of Order.

 

The Planning and Development Committee will meet on Monday, December 10th. They will have the answers to the 23 questions that were posed at the previous meeting and additional maps. The committee may then make a decision on the purchase offer. A letter from Chair Goodrich was sent to all Planning and Development Committee members outlining their responsibilities in light of the item being tabled. Any decision they make will be non-binding to the Board as a whole.

 

The Chair stated that for the Regular meeting if the Cottonwood purchase offer is removed from the table, the next item of business will be to discuss and approve the purchase offer. The City discussed the issue at last night’s City Council meeting. Before any purchase by the District, the City may have to subdivide the land. Legal counsel will be asked to prepare a proposal contingent on the City subdividing the land. Sandy Mossman asked about the water table at the site. Determination by the Board needs to be made on that and other items.

 

The Chair stated that there are steps in completing the purchase of the land: 1) exercising the option, which was done by approval of the voters; 2) making a purchase offer contingent on several items; 3) closure deadline which is 5/5/08.

 

Trustee Kelker stated that it needs to be clearly stated who will pay for the subdivision of the land because the real issue for the City will be bringing utilities to the site. They will have to have money available for the utilities. Jeff Weldon will be asked to attend both the Planning and Development Committee meeting on December 10 and the Regular Board meeting on December 17.

 

The Superintendent clarified that the 23 questions posed by the committee, with very few exceptions, were answered at the last meeting.

 

Kathy Kelker also asked about the water table and stated that for the high school site it was a huge issue. It makes it more costly to bring in utilities. The first site was moved because of the water table. She stated that the Board needs to be ready to explain to the public what actions they are taking as far as the water table.

 

Clarifications will be made to the Planning and Development Committee on the 10th. The Chair stated that any offer may have to be contingent on those items.

 

Dan Martin stated we cannot charge existing landowners for hook-up to sewer and water, and the water table will probably be a non-issue as far as the building because all buildings in this area have to be built on pilings. The real question is who pays for the utilities.

 

Trustee Fox asked about possibly extending the deadline of May 5, 2008 now instead of trying to change it later. The Chair would prefer not to do that because it is harder to close earlier if not required. After the offer is accepted by the City, it is their responsibility to move forward.

 

At the December Board meeting there will be a follow-up report on the Grand Avenue sale which has been completed. There may also be a report on the Career Center sale.

 

Ms. Fox stated that the Mayor would like to do a presentation to the Board on recycling. This will first be presented at the School Community Committee. Trustee Aragon will let the Mayor know. She stated that she is meeting with Joel Guthals, Dave Mumford and Scott Behrens to discuss what it is costing now for the recycling efforts. A report to the Board will be scheduled in January.

 

Superintendent Copps stated that the United Way would like to recognize the District publicly for their contributions this year.

 

He also stated that he has been working with the Yellowstone Boys and Girls Ranch on a reassignment of the contract for deed for Garfield. This will be presented at the BFR Committee meeting on December 10th and presented to the Board on the 17th. A delegation from YBGR will be present at both meetings. It will have to be clarified about the intended use of the property as specified in the original contract.

 

Trustee Kelker will be presenting information on the Superintendent’s evaluation which will be done only by the trustees and several staff members. The results will be presented in January.

 

Leo Hudetz stated that the 403B process will need discussion.

 

The School Community Committee is on track. At the BFR Committee, Superintendent Copps will present a report on facility needs. Rich Whitney will return and discuss deferred maintenance. Recommendations will be made to the Board and all committees in January.

 

There being no further business, the meeting was adjourned at 12:55 p.m.

 

 

 

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Malcolm Goodrich, Chair

 

 

 

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Nancy Coe, Recorder