PROCEEDINGS OF THE BOARD OF TRUSTEES
LOCKWOOD SCHOOL DISTRICT #26
YELLOWSTONE COUNTY, BILLINGS, MT
Regular Meeting


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August 10, 2004

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CALL TO ORDER                                                                           AUGUST 10, 2004

The regular meeting of the Board of Trustees of School District No. 26, Lockwood Schools, Yellowstone County, was duly held in the Board Room, 1932 U.S. Highway 87, Billings, Montana, on Tuesday, August 10, 2004, at 7:07 p.m.

Chairperson Tim Trafford led those present in the pledge of allegiance.

The following trustees and officers were present: Trustees: Teresa Stroebe, Tim Trafford, Thomas Jones, Barbara Forrester Frank, Jim Painter, District Clerk Diane Brook and Superintendent Eileen Johnson. Gayle Walker arrived shortly after the meeting began and Greg Bochy was absent.

Staff members present were: Mike Bowman, Dave DeBoer, Stephanie Miller and Cindy Gopp.

Registered guests present: None

APPROVAL OF MINUTES AND PAYMENT OF BILLS AND WAGES

The Board received a copy of the summary of paid bills by account. The summary included a detailed statement of all expenditures of money with the name of the person or business to which payment is made, showing the service rendered or goods furnished.

Teresa Stroebe moved to approve the July 13, 2004 regular board meeting minutes and the August 2, 2004 work session minutes as presented and the payment of all bills and wages and extracurricular bills. Thomas Jones seconded the motion. Barbara Forrester Frank, Tim Trafford, Thomas Jones, Jim Painter and Teresa Stroebe voted aye; the motion passed five to zero.

PUBLIC WRITTEN REQUEST TO BE PLACED ON THE AGENDA

None received.

Chairman Trafford gave Gifted and Talented Program teacher, Cindy Gopp, an opportunity to speak. Mrs. Gopp reported on the progress of Project Citizen. She said the Lockwood students had received first place in the State of Montana for their project. Mrs. Gopp advised that the students’ work was on display with other state winners. Fifty boards are displayed at a national conference of state legislators in Salt Lake City. The display boards receive four rankings. Our students received the second highest ranking,

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and they will get a letter and acknowledgement. Mrs. Gopp was in Salt Lake City, and she had an opportunity to view all the state winners’ work at the convention center.

Chairman Trafford noted that things have happened within school policy due to their citizen project. Mrs. Gopp said the students would be very excited that their work precipitated action in school policy. Cindy thanked the Board for listening and helping the kids polish their presentation for the state competition. The Board thanked Cindy and congratulated her for a job well done.

CORRESPONDENCE

None.

EDUCATION AND BUSINESS

  A. Trustees Financial Summary for 2003-2004

Diane Brook briefly reviewed the Trustees Financial Summary with the trustees. She noted one minor change in the report since they had examined it extensively at the August 2, 2004 work session. The change was on the fixed assets page, which is new this year. Barbara Forrester Frank moved to approve the 2003-04 Trustees Financial Summary as presented. Thomas Jones seconded the motion.

Trustee Gayle Walker asked about the expenditure line item for McCracken’s health insurance benefit. It was noted that the separate line item expenditure shows in the budget.

Barbara Forrester Frank, Gayle Walker, Tim Trafford, Jim Painter, Thomas Jones and Teresa Stroebe voted aye; the motion passed six to zero.

  B. Budgets for 2004-2005

The business manager briefly reviewed the budget document with the trustees, noting that it had been reviewed comprehensively at the August 2, 2004 work session.

Supt. Johnson advised that the Transportation Budget had been increased to provide for an additional crossing guard which may be needed at the easement per discussions at the August 2, 2004 meeting.

Eileen provided a brief update regarding her conversation with Mr. Myers. He said he would ride with the truck driver and he will cross the children himself.

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Gayle Walker moved to adopt the 2004-05 Budgets as presented. Teresa Stroebe seconded the motion.

Trustees expressed appreciation to the superintendent and business manager/district clerk for their work on the budget. One trustee noted that a lot of work is put into the budget, and the Board normally approves the budget and reserves the way that it has been set up and presented.

Barbara Forrester Frank, Jim Painter, Gayle Walker, Tim Trafford, Thomas Jones and Teresa Stroebe voted aye; the motion passed six to zero.

  C. Discussion of Future Growth Plans

Chairman Trafford said he intended that the board would work in some fashion on figuring out where we are going by assessing the growth of the community and the growth of the school district. There is a Steering Committee that is tied closely to City-County Planning. Mr. Trafford advised, “We don’t need to re-invent those numbers.” We need to be proactive, so we can maintain the good atmosphere and healthy environment we have now.

Tim advised that Wyatt Friday did an aerial survey of open space in the Lockwood School district boundaries that is divided in half acres. They are seeing the possibility of 2,000 to 2,500 homes coming into our school district. Mr. Trafford advised, “We need to lay a foundation now for the future.”

Tim noted that the school should be proactive in considering purchasing land close to the existing campus that may be available in the future. The school district cannot add on any more classrooms due to safety issues, so any more additions will have to be in a separate building.

He thinks it is important to form a planning committee. It should include the superintendent and the director of facilities.

Teresa Stroebe suggested including long-time community members and new community members on the planning committee.

Tim said we should solicit people that we know will commit to it.

Trustee Frank suggested Focus Groups held on Saturdays. That way you get a ton of ideas to begin with. She said we shouldn’t just limit ourselves to a few people.

Barbara suggested having a goal setting session.

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Tim said he would like this group to quantify the growth and facilities needs.

Mike Bowman pointed out that some of the existing facilities are aging, especially the old gym.

Chairman Trafford asked for a commitment from two trustees to steer this committee.
He would like the superintendent and facilities director to work with these two trustees.

Eileen said she has pulled every piece of information about facility planning done in the past. The structure of the past committee was very well done.

Eileen suggested a chairperson to keep the meetings on target. Supt. Johnson requested hiring someone to take minutes of the meetings. The trustees responded affirmatively to the request.

Chairman Trafford asked Trustee Barbara Forrester Frank to handle the first meeting. The first job of the committee will be to elect a chair and develop scope, structure, who and how. Committee reports will be provided monthly at the board meetings under the trustees’ reports portion of the agenda.

Eileen said she would like to e-mail to staff for a minute taker and participants.

Teresa moved to establish a planning committee with two board members and administrative staff to begin immediately. Thomas Jones seconded the motion. The Planning Committee will be Barbara Forrester-Frank, Jim Painter, Eileen Johnson, and Art Anderson.

Barbara Forrester Frank, Gayle Walker, Jim Painter, Tim Trafford, Thomas Jones and Teresa Stroebe voted aye; the motion passed six to zero.

  D. Eliminate Two Extracurricular Funds

The elimination of the Pepsi Fund and the Student Council Fund in the extracurricular account is requested, as these funds are no longer active.

Teresa Stroebe moved to eliminate from the extracurricular account the Pepsi Fund and the Student Council Fund. Thomas Jones seconded the motion. It was noted that both funds have zero balances so no transfer of monies is necessary.

Barbara Forrester Frank, Gayle Walker, Tim Trafford, Thomas Jones, Jim Painter, and Teresa Stroebe voted yes; the motion passed six to zero.

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PERSONNEL

  A. Updated List of Substitutes

Teresa Stroebe made a motion to approve the list of substitute teachers and substitute support staff as presented.

Eileen said this is the longest list due to re-hiring which must be done each school year. Gayle Walker seconded the motion. Teresa asked if each person on the list had had a background check. Eileen responded affirmatively.

Barbara Forrester Frank, Jim Painter, Gayle Walker, Tim Trafford, Thomas Jones and Teresa Stroebe voted yes; the motion passed six to zero.

  B. Hire a Math Teacher for the Middle School

Superintendent Johnson informed the trustees that yesterday afternoon she received word that Keith Tresch has been called to military duty in Iraq. Tim asked about Keith requesting leave. Eileen said he would provide written notification including his orders soon.

Mrs. Johnson requested the Board hire two math teachers: Jennifer Riehl for sixth grade math (replacement for Keith Tresch) and Karry Megerth to teach eighth grade math.

Eileen said Jennifer is local and has a strong math background with a K-8 certification. Karry Megerth taught for three years in the Billings school system, and she is the sister of Loni Woodard.

Trustee Teresa Stroebe moved to hire Jennifer Riehl and Karry Megerth as new math teachers. Barbara Forrester Frank seconded the motion.

Eileen said these teachers will be given a contract for a year and notified, as all non-tenured teachers would be, per state law, regarding future employment. Both individuals have had fingerprint background checks.

Barbara Forrester Frank, Gayle Walker, Jim Painter, Tim Trafford, Thomas Jones and Teresa Stroebe voted affirmatively; the motion passed six to zero.

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POLICY

Chairman Tim Trafford said these policy revisions are the results of reviewing policy and noting updates or changes needed.

  A. Membership – Policy No.1105

Eileen said this policy needed revising based on Montana statute requiring Lockwood to now have a seven-member board. Since this change is due to state law, only one reading is required.

Thomas Jones moved to adopt Policy No.1105 on first reading as amended. Teresa Stroebe seconded the motion. Barbara Forrester Frank, Gayle Walker, Tim Trafford, Thomas Jones, Jim Painter and Teresa Stroebe voted aye; the motion passed six to zero.

  B. Annual Organization Meeting – Policy No.1120

Teresa Stroebe said she felt it would make the process easier to have the clerk or superintendent conduct the re-organizational meeting.

Chairman Trafford read aloud Policy 1210, which says the chairman conducts all meetings.

Teresa said she thinks it makes things smoother and levels the playing field to put someone else in charge of this process. She said current policy is vague.

Tim said he doesn’t think it is appropriate for a board-appointed person to run the board meeting. He prefers that it be the chair.

Teresa said she wants to change Item 3 in the following ways: 1) Call for nominations for chair to be done by the clerk or superintendent. 2) Or if the previous chair is the one to run the nominations, that needs to be buttoned down or stated specifically in policy.

Teresa made a motion to specifically define who conducts the annual re-organizational meeting. Barbara Forrester Frank seconded the motion. Barbara Forrester Frank, Tim Trafford, and Teresa Stroebe voted yes; Thomas Jones, Gayle Walker, and Jim Painter voted no. The motion failed due to a three to three tie vote.

Eileen Johnson informed the trustees that this policy came from the Montana School Boards Association. Teresa said she is going to ask MTSBA whether or not it is legal for the clerk or superintendent to conduct a meeting. Eileen suggested the possibility of appointing a Pro-Tem Board Chair to conduct the re-organizational meeting.

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  C. Meeting Procedure – Policy No. 1420

Teresa asked to have this policy put on the agenda. She wants clarification of the issue of attendance via speaker telephone.

She believes the policy under the section entitled Quorum should read in part: and presence by speaker telephone, if present for the all deliberation. (The portion noted in bold italics would be an addition.)

Teresa made a motion to modify Policy 1420 per the above-mentioned wording. Gayle Walker seconded the motion. Gayle Walker, Teresa Stroebe and Barbara Forrester Frank voted yes. Jim Painter, Tim Trafford, and Thomas Jones voted nay. The vote was three for and three against; the motion failed due to a tie vote.

Teresa made a request that this item be placed on the agenda for the next board meeting.

  D. Nutrition – Policy No. 8230

Teresa Stroebe requested that this type of a statement be added to this policy: The district will seek the highest quality food products, will continue to buy hormone-free dairy products, and will be diligent to be sure that food served will be free of harmful additives, and they will use plastic washable trays or environmentally friendly serving products instead of products using materials like styrofoam if it is feasible and affordable. Jim Painter seconded the motion.

The Chairman called for discussion. Trustee Stroebe said she wanted to have wording to include use of washable trays versus styrofoam so the students could see the connection between their citizenship project and the policy.

Tim said he would like to leave out the part specifying styrofoam, so they don’t tie a future board to anything they cannot continue to do.

Teresa amended her motion to exclude the specific reference to styrofoam. Tim stated we have a motion to modify Policy No. 8230 to add the above-mentioned language.

Eileen noted that this type of policy language could cause some issues with BHT and some other additives that are in cereals.

It was noted that the policy language could be amended on second reading.

Barbara Forrester Frank, Gayle Walker, Tim Trafford, Thomas Jones, Jim Painter and Teresa Stroebe voted affirmatively; the motion passed six to zero.

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REPORTS AND MISCELLANEOUS

  A. Superintendent’s Report

Eileen had nothing to add to her written report at this time

  B. Director of Facilities Report

Eileen reported for Art Anderson on the progress of the building addition. She advised that they have weekly meetings on Thursdays at 2:00 p.m. at the site. She invited trustees to attend.

Tim advised that there have been change orders, and Art has been right on top of them. The change orders go both directions for cost; so far it is pretty much a wash as far as costs are concerned. Tim said Art is making sure everything is documented. Tom said he is impressed with Art’s thoroughness.

OLD BUSINESS OR FOLLOW UP INFORMATION

  A. District Committee Selection by Trustees

The trustees discussed which committees they wanted to serve on. Eileen said she would send out a revised list reflecting their updated committee choices to the trustees.

TRUSTEE REPORTS

Teresa said the Delegate Assembly was scheduled for August 28, 2004. The resolutions to be considered are on the MTSBA website.

There is a MTSBA training session in Billings on August 19, 2004.

Tim briefly reported on the Steering Committee, which meets the fourth Thursday each month.

PUBLIC COMMENT ON SCHOOL ISSUES

None

DONATIONS

None

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NEXT MEETING

The next regular meeting will be held on Tuesday, September 14, 2004.

ADJOURN

Jim Painter moved to adjourn the meeting at 10:17 p.m. Barbara Forrester Frank seconded the motion. Teresa Stroebe, Barbara Forrester Frank, Jim Painter, Gayle Walker, Thomas Jones, and Tim Trafford voted aye; the motion passed six to zero.

 

__________________________________           ________________________________

         Timothy Trafford, Chairman                            Diane M. Brook, District Clerk

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