Proceedings of the Board of Trustees
Lockwood School District No. 26
Yellowstone County, Billings, MT
Regular Meeting of August 9, 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, August 9, 2005. Chairperson Stroebe called the meeting to order at approximately 7:05 p.m. and led those present in the Pledge of Allegiance.

The following trustees and officers were present: Trustees: Teresa Stroebe, Greg Bochy, Gayle Walker, Thomas Jones, Barbara Forrester Frank, and Susanne Vinton, Superintendent Eileen Johnson and District Clerk Diane Brook. Tim Trafford had called to say he would be late. He arrived at
7:28 p.m.

Staff members present were: Mike Bowman and Art Anderson.

Registered guests present were Evelyn Pyburn, Courtney Bjordahl, Dustin Grossman, Robert Guenther, Pam Malek, Dave Oxendahl, and Shannon Sprenkle.

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.

Greg Bochy moved to approve the July 12, 2005 regular board meeting minutes, the July 25, 2005 special board meeting minutes as presented and the payment of all bills and wages and extracurricular bills. Barbara Forrester Frank seconded the motion.

Chairman Teresa Stroebe said she would like to amend minutes to clarify the issue about the storage barn. She asked the trustees if they had received the correspondence regarding the storage barn. All

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six trustees present said yes. Supt. Johnson explained to everyone present that a few days after the July 12, 2005, meeting she had sent reports documenting that the trustees had received written information about the bidding of the storage shed. Teresa asked those present if their memories had been jogged by this information. The trustees present said yes. Chairperson Stroebe asked if there was any further discussion or questions about the following addition (in bold italics) to amend
Page 2, Paragraph 4 of the July 12, 2005 minutes:

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.

There was no dissent. Teresa Stroebe, Greg Bochy, Gayle Walker, Thomas Jones, Barbara Forrester Frank, and Susanne Vinton voted to approve the July 12, 2005 regular board meeting minutes with the above-mentioned amendment, the July 25, 2005 special board meeting minutes as presented and the payment of all bills and wages and extracurricular bills. The motion passed six to zero.

CORRESPONDENCE:

A. Letters of Resignation from Cathy Custer and Sandra Hopkins
(This item was added to the agenda as the letters were received after it was sent out.)

Chair Teresa Stroebe read aloud both letters of resignation and noted they had just been received. Susanne Vinton moved to accept both letters of resignation. Thomas Jones seconded the motion. Trustee Vinton asked about staffing. Eileen said she and the principals will have some hiring to do. The principals will start reviewing applications immediately. Supt. Johnson noted that the district had listed paraprofessional vacancies this spring, so we do have some applications on file. She also advised that they would like to start them when school starts and put their hiring on the September agenda. Background checks will be completed prior to any new paraprofessional being put with students. Eileen commented that Sandra Hopkins asked to move back on to the list of substitute teachers.

Teresa Stroebe, Greg Bochy, Gayle Walker, Thomas Jones, Barbara Forrester Frank, and Susanne Vinton voted to accept the resignations. The motion passed six to zero.

B. Letter and Information from Montana DEQ about the Myers Permit to Mine Gravel

Eileen advised that the board should read over the correspondence; they have until August 15 to address any concerns with the permit. Action is necessary only if you have some recommendations.

Supt. Johnson said the Department of Environmental Quality appears to have taken the previous information provided by the school district into consideration. This has been sent to both the school district’s and Myers’ lawyers. It seems to have all the qualifications the school district wanted.
Chairperson Teresa Stroebe asked if the DEQ has our original letter with the requested restrictions.

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Eileen said yes they had copies of all dealings with all entities: trailer park, school, county commissioners, etc.

Teresa asked if the DEQ is aware of the school's original objections; Eileen said yes. Teresa wanted Eileen to double check that they have the school's original letter.

Trustee Bochy said as long as this is done as we requested, we shouldn't "stir the water." Mr. Myers has complied with everything.

Teresa said as long as they are fully aware of everything, we have to be aware of our responsibility to not incur any legal problems.

Thomas Jones said he thinks it looks good.

There was no action taken on this item.

EDUCATION AND BUSINESS

A. Open Bids and Award Contract for the Storage Barn

At 7:15 p.m. the bids were opened by Eileen Johnson and read by Art Anderson. They were as follows:

Gen. Contractors, License No. 6690: $78,230. The bid sheets were complete. They acknowledged receipt of addendums. Bid bond was enclosed. Time of completion would be 60 days, 11/1/2005.

S Bar S Supply Company, License No. 11277: $52,553. The bid sheets were complete. They acknowledged receipt of addendums. Bid bond was enclosed. Liability insurance information was enclosed. Completion date: 11/9/2005.

Oxendahl Contractors, License No. 29217: $42,245. The bid sheets were complete. They acknowledged receipt of addendums. Bid bond was enclosed. Completion Date: October 31, 2005.

Trustee SusanneVinton asked about insurance. Art said it is not a requirement of bid, but it is a requirement of contract.

Eileen said in the past the board has usually turned the bids over to the superintendent and the Facilities Director and/or the architect to review and choose the lowest and best.

Susanne asked for the timeframe for this process. Eileen responded that it would be done tomorrow.

Supt. Johnson advised if the lowest bidder has everything in place, they usually award the contract to them. They always check the references of the lowest bidders.

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Teresa asked Art for his feelings. He said he needs to review all the bid documents to be sure all bid requirements have been met. The next step would be to make certain that everything is complete and award to the lowest responsible bidder.

Greg Bochy moved to authorize Eileen Johnson and Art Anderson to review bidding documents and recommend awarding of the bid. Gayle seconded the motion. Eileen and Art said they would have this complete within a couple days. The trustees asked for notification of their decision and final recommendation of the contractor.

Mrs. Johnson advised that Montana state law says the contract must be awarded to the lowest responsible bidder.

Teresa Stroebe, Greg Bochy, Gayle Walker, Thomas Jones, Barbara Forrester Frank, and Susanne Vinton voted aye. The motion passed six to zero.

Tim Trafford arrived.

B. Trustees Financial Summary for 2004-2005

Diane presented overview of the 2004-05 Trustees’ Financial Summary. She advised that this annual report details revenues, expenditures, and fund balances for all school district funds. Tim Trafford moved to accept the 2004-05 Trustees’ Financial Summary as presented. Greg Bochy seconded the motion. Teresa Stroebe, Greg Bochy, Gayle Walker, Thomas Jones, Barbara Forrester Frank, Tim Trafford and Susanne Vinton voted yes. The motion passed seven to zero.

C. Budgets for 2005-2006

Diane Brook summarized the budgets and reviewed the budget documentation provided.

Trustee Trafford asked for a long-range plan for Building Reserve Funds and specifics of the expenditures in the last two or three years.

Trustee Vinton asked for clarification on some budget line items. She also asked if Building Reserve monies could be used for construction of a new building. Eileen advised that when the Building Reserve Levy was passed, the ballot included the specifics for which the monies could be used. The board can use it only for those purposes identified on the levy ballot.

There was discussion about the increase in the Transportation Fund budget and district levy due to the following: adding buses, adding video cameras, increased fuel costs, using transportation fund for bus aides, and less state and county contribution (on schedule) due to fewer miles traveled.

Business Manager Diane Brook noted that she had set the Technology Fund budget at $38,747.15 using a $30,000 estimate for timber money from the state. Since then, the state has released the actual figure for timber money, $31,927.32. This will allow for an increase to the Technology Fund budget of $1,927.32, making the budget $40,674.47. Diane commented that the trustees can adopt the higher budget or leave the budget as is and the money would be carried forward to next year.

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Mrs. Brook also noted the information provided about how block grant money can be distributed among funds. The trustees agreed with the strategy she had used in formulating the budgets.

Tim Trafford moved to adopt the budgets for 2005-06 as follows:

101 General Fund
$6,157,970.01
110 Transportation Fund
$ 449,553.22
113 Tuition Fund
$ 45,400.00
114 Retirement Fund
$ 831,533.00
117 Adult Education Fund
$ 23,880.00
128 Technology Fund
$ 40,674.47
129 Flexibility Fund
$ 22,116.69
161 Building Reserve Fund
$1,098.193.85

Thomas seconded the motion. Teresa Stroebe, Greg Bochy, Gayle Walker, Thomas Jones, Barbara Forrester Frank, Tim Trafford and Susanne Vinton voted yes. The motion passed seven to zero.

The board thanked Diane and Eileen for their work on the budgets and TFS.

Tim Trafford moved to consider Agenda Item 7A next. Greg Bochy seconded the motion. Teresa Stroebe, Greg Bochy, Gayle Walker, Thomas Jones, Barbara Forrester Frank, Tim Trafford and Susanne Vinton voted affirmatively. The motion passed seven to zero.

OLD BUSINESS OR FOLLOW UP INFORMATION

A. Future Growth Meeting Report

Courtney Bjordahl and Shannon Sprenkle were present to discuss their roles in the upcoming Future Growth meetings. Courtney Bjordahl said she cannot make the first meeting date. She also suggested meeting separately prior to first Future Growth meeting.

Shannon talked about her skills and what she can do to help. She suggested adding some of the ideas discussed by the Board and administration for solutions to the challenges and crowding issues in the buildings. Shannon said she could help with the booklet. She said it is important to have a clear concise plan of action that takes us where we want to go.

There was discussion of changing the first meeting to October 6, 2005. The meetings would be October 6, 13, and 27, 2005.

It was decided that Shannon and Courtney would meet with Eileen and Teresa at 8:00 a.m. on August 18, 2005.

There was discussion about the plan for communication with the public. They talked about getting a list of e-mail addresses for the Steering Committee members. Eileen suggested giving an opportunity for questions.

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EDUCATION AND BUSINESS

D. Set Tuition Rate for 2005-2006 for New Day Students

Supt. Johnson advised: Additional funding is available to the district for some of the New Day students. In order for us to collect this funding, it is necessary for the Board to set a tuition rate for 2005-2006. The rate is established by the OPI, but must be accepted as a resolution in a meeting. This could help to defray the salary of the teacher at New Day. The action at the June meeting was for the 2004-2005 school year, but was listed incorrectly as next year. Attached are the rates to be approved.

Greg Bochy moved to set tuition for New Day students as follows:

$ 873.20 for Grades 1-6
$1,116.80 for Grades 7-8

Tim Trafford seconded the motion. Teresa Stroebe, Greg Bochy, Gayle Walker, Thomas Jones, Barbara Forrester Frank, Tim Trafford and Susanne Vinton voted yes. The motion passed.

E. Board Committee Assignments

The trustees briefly reviewed the assignments provided in their packets. Susanne said she would be happy to take Facilities and Safety Committees.

Thomas Jones asked about getting a list of personnel serving on the committees. Eileen said communication will be done via e-mail to a group of the committee membership. The Curriculum Director will be sending out e-mails to the group including the board member on the committee.

PERSONNEL

A. Substitutes for 2005-2006

Tim Trafford moved to hire the list of substitute teachers and substitute support staff as presented. Gayle Walker seconded the motion. Tim asked if all of them had completed a fingerprint background check. Eileen said yes; many of these people were on the sub list last year.

Teresa Stroebe, Greg Bochy, Gayle Walker, Barbara Forrester Frank, Tim Trafford and Susanne Vinton voted yes. Thomas Jones abstained because his wife, Penny Jones, is on the substitute list.
The motion passed.

B. Hiring Paraprofessionals

Supt. Johnson had no recommendations at this time.

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POLICY

A. Policy No. 3226 - Harassment/Bullying

Barbara Forrester Frank moved to adopt Policy No. 3226 on third and final reading. Tim Trafford seconded the motion. Teresa Stroebe, Greg Bochy, Gayle Walker, Thomas Jones, Barbara Forrester Frank, Tim Trafford and Susanne Vinton voted yes. The motion passed seven to zero.

B. Policy No. 3236 - Video/Audio Taping on Buses

Thomas Jones moved to adopt Policy No. 3236 on third and final reading. Susanne Vinton seconded the motion.

Trustee Bochy asked about videoing versus audio. Eileen advised that attorneys said that as long as we give proper notice we can video and audio. She said the proper notices will be in place.

Teresa Stroebe, Greg Bochy, Gayle Walker, Thomas Jones, Barbara Forrester Frank, Tim Trafford and Susanne Vinton voted aye. The motion passed unanimously.

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

Greg Bochy moved to adopt Policy No. 5451 on third and final reading. Barbara Forrester Frank seconded the motion. Teresa Stroebe, Greg Bochy, Gayle Walker, Thomas Jones, Barbara Forrester Frank, Tim Trafford and Susanne Vinton voted aye. The motion passed seven to zero.

REPORTS AND MISCELLANEOUS

A. Facilities

Facilities Director Art Anderson gave a verbal report. Art said the necessity for long-range planning had been discussed previously. He is currently collecting base line data. They are trying to standardize light fixtures to reduce inventory costs and labor. He is working on a plan for the boilers.

His intention is to keep the board informed about facilities, as it is a very important part of the school.

The summer has been very busy. The turn around student drop off area is going to be repaired August 22nd and striped on August 23rd. Mr. Anderson reported that there is significant additional damage due to weeds coming through; weed seeds get trapped beneath the asphalt causing pops.

The Primary science room will be finished before school starts. The deck outside the science room is in process; some changes had to be done to meet the standards of the inspector.

There have been power feed problems. There is a fault between the transformer and the vault in the Middle School. A new transformer will be set and they will pull a new feed in. Another new feed is necessary which would normally be our costs, but Northwestern will do it with other work. This saves the district about $25,000. Northwestern says they can meet the deadline of school starting.

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They have spent the last two days getting the courtyard project rolling. It is happening later than what we had hoped for.

Cleaning is two days away from being complete. He has implemented a new plan, and he believes that everything will be done very well.

They have also worked on electrical upgrades, upgrading cabling and ports, and fiber runs.

The chronic roof leaks have been fixed. He is working on a long-term plan for the roofs. Roof repairs have a significant impact on Building Reserve funds.

Eileen said we now have maps of where many things are including fire extinguishers, water lines, keys, etc.

The ventilators were extensively cleaned over the summer and he is getting baseline data on the heating systems and ventilators. Art said we need to work with what we have and make them work efficiently and effectively.

The trustees will meet on Tuesday, August 23, 2005, at 7:00 a.m. for a campus tour.

B. Superintendent

Eileen noted that the Board of Trustees will again be recognized at MCEL for being Golden Gavel recipients. Greg Bochy, Gayle Walker, Tim Trafford and Jim Painter will receive silver awards; Thomas Jones and Barbara Forrester Frank will receive bronze awards; Teresa Stroebe will receive a gold award.

Mike Bowman gave a brief report about Summer School. They have 106 students attending. It has been going well. Classes are Monday-Thursday mornings for four weeks. The Compass Learning System has been marvelous; they are using the Compass component and direct instruction. The summer school students can be mentors for peers. The summer school teachers had some very good implementation ideas.

Eileen said Mike did a great job with the summer school.

Mrs. Johnson advised the Lockwood Community Planning Initiative information is in the packets. They are asking for feedback from the board.

TRUSTEE REPORTS

None

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NEXT MEETING

The next regular board meeting will be held September 13, 2005, at 7:00 p.m. There will be a special board meeting at 7:00 a.m. on Tuesday August 23, 2005, for a campus tour. Trustees will meet in the board room and walk the campus.

ADJOURN

Thomas Jones moved to adjourn the meeting at 10:07 p.m. Greg Bochy seconded the motion. Teresa Stroebe, Greg Bochy, Gayle Walker, Thomas Jones, Barbara Forrester Frank, Tim Trafford and Susanne Vinton voted aye. The motion passed seven to zero.

Respectively Submitted,

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

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