Proceedings of the Board of Trustees
Lockwood School District No. 26
Yellowstone County, Billings, MT
Regular Meeting of July 12, 2005
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Call to Order

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, July 12, 2005. Chairperson Stroebe called the meeting to order at 7:02 p.m. and led those present in the Pledge of Allegiance.

The following trustees and officers were present: Trustees: Teresa Stroebe, Tim Trafford, Gayle Walker, Thomas Jones, Barbara Forrester Frank, and Susanne Vinton, Superintendent Eileen Johnson and District Clerk Diane Brook. Trustee Greg Bochy was absent.

Staff members present were: Mike Bowman, Mike Sullivan, Art Anderson, and Rob Osborne.

Registered guest present was Evelyn Pyburn of Yellowstone County News.

Mrs. Stroebe welcomed visitors and advised the following:

If you wish to speak to the Board of Trustees at this meeting about agenda items, please complete a form and give it to the Board Chair or the clerk.

Any person present, who wishes to do so at this point in the agenda may address the board or raise any question about public school district matters or governing policies. No discussion of personnel or individual students is permitted at this time.
A limit of three minutes is placed on each speaker. Persons who want more time may make arrangements to be placed on a future agenda.


PUBLIC WRITTEN REQUEST TO BE PLACED ON THIS AGENDA

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.

Tim Trafford moved to approve the June 7, 2005 special board meeting minutes, the June 14, 2005 regular board meeting minutes, and the June 20, 2005 special board meeting minutes as presented and the payment of all bills and wages and extracurricular bills. Susanne Vinton seconded the motion.

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

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CORRESPONDENCE:

None received

EDUCATION AND BUSINESS

A. Open Bids and Award Contract for the Storage Barn

Superintendent Johnson advised that the deadline for entering a bid was 7:00 p.m. today.

Trustee Tim Trafford asked for discussion of this item prior to bid opening. Tim said he had somehow missed the fact that bidding was going to be done for this storage shed. The trustees agreed they had received notification in reports provided at previous meetings that the storage barn would be bid.

Eileen advised that they discussed it at a board meeting and had asked permission to let bids during the discussion in April or May.

Chairperson Stroebe asked Facilities Director Art Anderson to show them the plans for the storage shed before they open the bid. Teresa advised that they do not have to accept the bid tonight if there are still unanswered questions.

Mr. Anderson showed the plans and noted that the new storage barn would replace several of the old sheds now on campus.

Tim Trafford asked if an architect had been consulted. Eileen said that an architect is only necessary if it is over $75,000. Art said he didn’t have an architect, but he worked with an engineer to develop the plans.

Trustee Susanne Vinton asked about using the upper area of the new shed for storage. Art said he is not planning to use the part above the trusses for storage at this time.

Susanne asked about outside security lights and what the bid would include. Art advised that it would include wiring, but no security lights were planned. Mr. Anderson advised that this facility is for cold storage, and the building would be 3,000 square feet.

Chairperson Stroebe noted that there was only one bid submitted.

Mr. Trafford asked if a lawyer would be involved in developing a contract with the successful bidder, especially with wording regarding non performance issues.

Art said there will be a contract that Attorney Larry Martin reviews.

Tim said he wants to be sure that everything is completed right. and that we have a written contract that has been reviewed by a lawyer.

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Chairperson Stroebe Teresa opened the only bid received, which was from S Bar S Supply Company, 102 Old Hardin Road, Billings, Montana. Teresa read the bid dated July 1, 2005 as follows:

Cold Storage Plan 4447 submitted by Wes Krivonen, P.E. $55,964.

Alternative 1: Delete perimeter insulation deduct $1,331
Alternative 2: Substitute insulated overhead doors add $480.

Trustee Trafford said the alternatives would not have to be decided at this point. Art can decide that.

Facilities Director Anderson asked to review the bid. After his review he noted that S Bar S had submitted an incomplete bid, because it did not include the bid bond or cashiers check as required. He advised rejecting the bid as incomplete and not meeting bid specifications.

Tim Trafford moved to reject the bid submitted by S Bar S because it was incomplete due to not including the bid bond or cashiers check as required by the Invitation to Bid. Thomas Jones seconded the motion.

Thomas asked exactly what the bid requirements are. Tim read aloud part of the advertisement.

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

Eileen asked if the trustees want to continue with the project.

Tim Trafford moved that the administration solicit bids and move forward with the project. Susanne Vinton seconded the motion. Teresa Stroebe, Tim Trafford, Gayle Walker, Thomas Jones, Barbara Forrester Frank, and Susanne Vinton voted aye; the motion passed six to zero

Susanne said there might be more interest in the fall.

Art said he would inform S Bar S of the board’s decision.

B. Approval of the Elementary and Middle School Handbooks

Tim Trafford moved to approve both the Elementary and Middle School Handbooks as presented. Thomas Jones seconded the motion.

Chairperson Stroebe asked for questions or comments.

Gayle Walker asked about a sign-off sheet to be filled out by parents. Principal Mike Sullivan said the slip is made and it will be attached with the handbooks when they are distributed. Trustee Walker noted some typographical errors and said she assumed they would be corrected at final editing. She also asked about early out.

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Supt. Johnson advised that schools are now allowed to use total hours per year for scheduling and when the school calendar is developed the total hours needed are taken into consideration.

Gayle talked about early release versus early outs. Mrs. Johnson advised that the entire district will be out at the same time for early release with the new schedules.

Gayle liked the definition of bullying being included in the handbook.

Gayle Walker referred to Page 13. She wanted to know why they crossed out the portion about consistent attendance. Mike Bowman said they tried to put more emphasis on student progress and requirements of mastery of district standards. Mike said they have sent out letters to parents of students who are absent too much. Lockwood School does not have an attendance policy that takes credit away in the lower grade levels.

Eileen said we report truancy to the sheriff and a fine can be issued.

Trustee Susanne Vinton confirmed that the times mentioned on Page 7 of the Elementary Handbook included the five-minute head start for smaller kids. Mrs. Vinton was concerned with the definition of a weapon noted on Page 29. She wondered if they would want to include firecrackers or other incendiary devices.

Eileen advised that discussion about a weapons definition has been ongoing at the county meetings she has been attending. They are working on a county wide definition for weapon for handbooks. They may be moving in the direction of saying that anything that is used as a weapon or to inflict bodily harm could be considered a weapon. The current language in the handbook is boilerplate from the state and federal guidelines.

Teresa asked, “Am I correct in assuming that Eileen advises that they will wait until a definition comes out?” Eileen said the trustees could add anything they choose.

Mike Sullivan read from Page 16 in Middle School Handbook. He said perhaps the language the Middle School is using regarding weapons would work for the Elementary Handbook. The trustees thought that adding the Middle School examples into the Elementary Handbook would be a good idea.

Evelyn Pyburn asked about using judgment. Mrs. Johnson said judgment always has to be used. Tim said in no sense do we want to remove reasonableness.

Mike Bowman suggested using this wording in the handbooks: weapons may be defined as but not limited to: [the current Middle School Handbook wording and examples]. He said using this wording for this year would allow for the logistics of getting the handbook completed and printed prior to the start of school.

Susanne Vinton asked if in-school suspension applied to extracurricular activities. Mike Sullivan referred to Page 26 in the Middle School Handbook.

Teresa Stroebe said the Athletic Handbook and the Student Handbook should be consistent. Eileen suggested that the Athletic Handbook be brought to the board for review and approval at a future meeting.

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Tim Trafford requested amendment of his motion of approval of the handbooks as presented to include the above-mentioned language changes to the wording regarding weapons.

Chairperson Stroebe asked if there was any dissention to the amendment. There was none noted. The amended motion became the motion.

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

C. Recommitment to Eastern Yellowstone Cooperative

Superintendent Johnson advised the following: The Eastern Yellowstone Special Education Cooperative is requesting that each of the eight schools recommits for the upcoming school year. This would be a motion to recommit to the Coop for the 2005-2006 school year with an appointment of a representative to their Board. I have served as Chair of that Board for a number of years and will be happy to continue as your representative to that group.

Tim Trafford moved to re-commit to the Eastern Yellowstone Cooperative for the 2005-06 school year. Gayle Walker seconded the motion. Teresa Stroebe, Tim Trafford, Gayle Walker, Thomas Jones, Barbara Forrester Frank, and Susanne Vinton voted aye; the motion passed six to zero

Gayle Walker moved to designate Eileen Johnson as Lockwood Schools’ representative for the 2005-06 school year. Thomas Jones seconded the motion. Eileen said she would love to be the representative. Teresa Stroebe, Tim Trafford, Gayle Walker, Thomas Jones, Barbara Forrester Frank, and Susanne Vinton voted yes; the motion passed six to zero.

Supt. Johnson invited the trustees to attend one of the monthly co-op board meetings.

Chairman Stroebe asked Eileen to explain the cooperative. Mrs. Johnson said there are eight schools in the Special Education Cooperative; they are: Lockwood, Shepherd, Huntley Project, Hysham, Custer, Pioneer, Community, and Squirrel Creek. It is financially sound and successful. The cooperative takes care of all special education issues for all the schools involved. The cooperative has six autos for employees’ travel. The budget is funded with state and federal monies. Leonard Orth is the Special Education Cooperative Director; he is very inventive and creative and he knows the law. Eileen said Leonard does staff development and sits in on Child Study Team and Individual Education Program meetings.

The Board asked for Leonard to attend a meeting and give a presentation about the Special Education Cooperative.

D. Comprehensive School and Community Treatment (CSCT) for 2005-2006

Eileen advised: We have worked with the Mental Health Center from Yellowstone Boys and Girls Ranch to provide services to our students. The only cost to the district is space since the funding of these services is mainly covered through Medicaid. Mrs. Johnson recommended continuing this partnership.

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A report attached to the agenda documented the activities of the two CSCT staff members Stacey York and Kara Kappel. Since Stacey has just taken over the position of Director of School Based Services, she will not be working on a daily basis with students. She will supervise the operations of several schools.

Eileen referred to the CSCT pamphlet distributed to the trustees. She explained different areas of the Yellowstone Boys and Girls Ranch. CSCT is for treatment for students who need social work and additional health therapy. It is mainly funded through Medicaid. Lockwood has had a team of two people who are limited to 12 students. We are getting another team that can serve another 12 students. They provide day to day assistance, and they wear pagers so they can respond immediately if necessary. The team provides a summer program for the students. They also go into the home and work with the family, as well as group work with the students.

Gayle Walker moved to continue the partnership with Yellowstone Boys’ and Girls’ Ranch for CSCT services. Susanne Vinton seconded the motion. Teresa said she thinks we are fortunate to have the services and should continue.

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

E. Obsolete Equipment List for Sale

Attached to the agenda were lists of items that are obsolete for various reasons.

Thomas Jones moved to adopt the following resolution of intent to dispose of property.

LOCKWOOD SCHOOL DISTRICT NO. 26
RESOLUTION OF INTENT TO DISPOSE OF PERSONAL PROPERTY

At a regular meeting of the Board of Trustees of School District No. 26, Yellowstone County, Montana, held July 12, 2005 at 7:00 p.m. at Lockwood School Administration Building, the following resolution was introduced:

WHEREAS, the trustees of School District No. 26, Yellowstone County, Montana, have determined that certain personal property of the district is or is about to become abandoned, obsolete, undesirable, or unsuitable for the school purposes of the district;

WHEREAS, the trustees have determined that such property will be sold or disposed of;

THEREFORE BE IT RESOLVED that the Board of Trustees of School District No. 26, Yellowstone County, Montana, per 20-6-605 MCA, shall dispose of such property by local sale or in such manner as they deem appropriate on or after July 28, 2005.

ITEMS TO BE DISPOSED OF:

Sheds, Chevrolet pickup, mower, tables, electronic equipment, miscellaneous screws, nuts and bolts, refrigerator
microwave, cordless drills, vacuums, hoses and hose reel, proofer, wooden cabinets, compressor pumps, microfiche reader,
football equipment, protective gear, and jerseys, wrestling headgear, uniforms, and three-section mat.

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Tim Trafford seconded the motion.

Eileen advised that obsolete does not mean no longer usable, but it may be unusable for school purposes. Mrs. Johnson advised we will have a sale and prices are put on things. Eileen said she suggested that the money from the sale of athletic items goes to athletics.

Athletic Director Rob Osborne asked whether the school should keep the wrestling mats or sell them. He said Stars and Stripes Wrestling Program uses the mats from February through April. Rob talked about needing money in athletics for the purchase of new uniforms.

Tim Trafford said he believes the first obligation is to curriculum. After that the school should try to do whatever it can do to help the Stars and Stripes Wrestling Program and Little Guy Football Program.

Trustee Trafford said he wants to leave the wrestling mats on the list of obsolete property. Thomas Jones concurred.

Teresa Stroebe said since we have had to “wipe away the frosting on the cake,” she feels bad that we are no longer able to offer all sports in school for the education of the whole child. Club sports have become the “haves and have-nots” because the participant has to be able to pay.

Tim Trafford, Gayle Walker, Thomas Jones, Barbara Forrester Frank, and Susanne Vinton voted yes. Teresa Stroebe voted no for the above-mentioned reason. The motion passed five to one.

PERSONNEL

A. Part-Time Clerical Aide

Supt. Johnson recommended hiring Susan Hankel as a part-time aide to work as an attendance clerk and automated sub-finder monitor. This will be a three to four hour per day position. Eileen advised that many schools our size have attendance clerks. The Missing Child Act requires that we do everything possible to contact parents or guardians when a child is absent. This involves a lot of time each day to call the parents/guardians at home and work.

Tim Trafford moved to hire Susan Hankel as a part-time clerical aide. Gayle Walker seconded the motion. Teresa Stroebe, Tim Trafford, Gayle Walker, Thomas Jones, Barbara Forrester Frank, and Susanne Vinton voted yes; the motion passed six to zero.

POLICY

A. Policy No. 3226 Harassment/Bullying

Susanne Vinton moved to adopt Policy No. 3226 on second reading. Gayle Walker seconded the motion.

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Susanne noted the following typographical error, which Eileen said she would correct prior to the third reading: In the second sentence bullying needs to be followed by a comma instead of period.

Gayle Walker asked if the handbook reflects the same wording about bullying and Mike Sullivan responded, yes. Gayle advised that it is important to discuss this policy with the students to be sure they aware of it.

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

B. Policy No. 3236 Video/Audio Taping on Buses – Second Reading

Tim Trafford moved to adopt Policy No. 3236 on second reading. Thomas Jones seconded the motion.
Teresa Stroebe, Tim Trafford, Gayle Walker, Thomas Jones, Barbara Forrester Frank, and Susanne Vinton voted aye; the motion passed six to zero.

C. Policy No. 5451 Acceptable Use Policy for Computers, Network, and the Internet

Eileen Johnson said she had made some changes based on the discussion at the last meeting. Items highlighted in yellow are the additions; strikethrough text shows the deletions.

Barbara Forrester Frank moved to adopt Policy No. 5451 on second reading. Tim Trafford seconded the motion.

Thomas Jones asked if students can participate in chat rooms. Principal Mike Sullivan responded that students can network and chat with each other. That is a controlled environment and they learn about using chat rooms in this manner. They are not allowed to go into internet chat rooms.

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

D. Policy No. 5225 Tobacco Free Policy

Since the Administrative Rules of Montana law has changed, and our policy must reflect this. Eileen distributed additional information and noted this is due to legislative action.

Tim Trafford asked what recourse is there if someone does not adhere to policy.

Eileen responded that you do the best you can. Board Policy will be given to those who rent the facilities. Announcements are made during events if necessary and we just keep at it.

Gayle Walker moved to adopt Policy 5225. Thomas Jones seconded the motion. Tim noted that this is the first and final reading because the policy is a requirement. Teresa Stroebe, Tim Trafford, Gayle Walker, Thomas Jones, Barbara Forrester Frank, and Susanne Vinton voted aye; the motion passed six to zero.

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REPORTS AND MISCELLANEOUS

A. Facilities

Art said it has been a very productive summer. They have been working at standardizing procedures and completing cleaning and painting. The new primary science room is framed, wired and there is some sheet rock on the walls. They have been working on the conversion of closets to work areas. A closet in the Intermediate is being converted for the curriculum director’s office.

Susanne Vinton thanked Art for the tour. She appreciated seeing all the projects.

Gayle Walker asked Art about the paved turnaround. Art said it will be ready for the fall.

B. Superintendent

Eileen said they had received many notes from the middle school staff thanking them for allowing the attendance at the Montana Behavioral Institute (MBI). Sixteen staff members attended the institute. It is a top-notch conference and they got a lot of work accomplished. Eileen said she attended the going away reception for Mr. Hansen at MSU. She said the students who attended the MSU National Sports Program this year enjoyed every aspect of it. This program is an attempt to get children on a college campus early in life.

Mrs. Johnson also advised that we will be setting up our telephone answering differently for incoming calls. There will be a selection menu for such items as attendance, calls to the kitchen, or a particular building.

Eileen provided the trustees with some research information about all-day every day kindergarten.

OLD BUSINESS OR FOLLOW UP INFORMATION

A. Report and Discussion of Information from the June 20 Facilities Meeting

Tim thanked Eileen for the information about the easement.

Supt. Johnson advised that she is still is following-up on getting another sign with bouncing lights.

TRUSTEE REPORTS

The MTSBA Delegation meeting will be changed from August to September. Teresa advised that there has been discussion on changing the representations on the MTSBA Board. Population changes will precipitate changes on the MTSBA Board.

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NEXT MEETING

The next regular meeting will be August 9 at 7:00 p.m. It will be the Annual Budget Meeting.

Tim Trafford said they really need to have a facilities meeting. He said there was a lot of discussion about accelerating the time frames of the study circles.

Thomas said there was some good discussion about bonding also. Eileen advised that there is a huge amount of work to be done prior to a bond.

The trustees set a facilities meeting for Monday, July 25, 2005 from 6:30 to 8:30 p.m. They will discuss the accelerated schedule, developing a fact sheet, and video taping the crowded areas on campus.

ADJOURN

Tim Trafford moved to adjourn the meeting at 9:50 p.m. Thomas Jones seconded the motion.
Teresa Stroebe, Tim Trafford, Gayle Walker, Thomas Jones, Barbara Forrester Frank, and Susanne Vinton voted aye; the motion passed six to zero.

___________________________      _____________________________
Teresa Stroebe, Chairperson             Diane M. Brook, District Clerk

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