Proceedings of the Board of Trustees
Lockwood School District No. 26
Yellowstone County, Billings, MT
Regular Meeting of May 8, 2007
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CALL TO ORDER

Chairperson Stroebe opened the regular meeting, called it to order at 7:01 p.m., and led those present in the Pledge of Allegiance. 

The following trustees and officers were present: Trustees:  Teresa Stroebe, Tim Trafford, Becky Malenowsky, Thomas Jones, Barbara Forrester Frank and Sue Vinton, Superin-tendent Eileen Johnson and District Clerk Diane Brook. Greg Bochy arrived later in the meeting.

Staff members present were:  Mike Bowman, Dave DeBoer, Mike Sullivan, Don Christman, Art Anderson, Johanna Freivalds, Darlene Hess, Pam Richau, Lynnette Larson, and Judy Guenther.

Registered guests present were:  Luella Brien (Billings Gazette), Evelyn Pyburn (Yellowstone County News), Pam Malek (Exxon Mobil), Jason Hamrick, Julie Hamrick, Lori Trafford, Tim Sather, Scott Chartier, High Tech Construction, and Terry Sukut, AIA, JGA Architects.

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 COMMENT

None

PUBLIC WRITTEN REQUEST TO BE PLACED ON THIS AGENDA

None received

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.

Thomas Jones moved to approve the bills as presented. Barbara Forrester Frank seconded the motion.  Teresa Stroebe, Tim Trafford, Sue Vinton, Becky Malenowsky, Thomas Jones, and Barbara Forrester Frank; the motion passed six to zero. 

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Tim Trafford moved to approve the minutes of the April 10, 2007, Regular Board Meeting, and. Barbara Forrester Frank seconded the motion.  Teresa Stroebe, Tim Trafford, Sue Vinton, Becky Malenowsky, Thomas Jones, and Barbara Forrester Frank voted yes; the motion passed six to zero.  

Supt. Johnson expressed sincere appreciation to Barbara Frank, Thomas Jones, and Tim Trafford for their years of dedication and service to the students and community of Lockwood as they depart from the Board. Teresa, Becky, and Sue also thanked Tim, Barbara, and Thomas.  Eileen presented gifts to the outgoing trustees.  Cake was served.

ACCLAMATION VOTE TO APPROVE ELECTION OF NEW TRUSTEES

Tim Trafford moved adoption of the acclamation resolution below:

WHEREAS, the Board of Trustees of Lockwood School District No. 26, Yellowstone County, State of Montana, have received Nominating Petitions and Write-in Intent Declarations equal to the number of positions to be elected, and there is no other reason for the Trustee Election.

THEREFORE, the regular Trustee Election will not be held and the necessary twenty-five (25) day Notice of Cancellation has been made.

BE IT RESOLVED, that Trustee candidates Peter Freivalds, Jason N. Hamrick, and Timothy S. Sather are hereby duly elected by acclamation, each for a three-year term, to the Board of Trustees of Lockwood School District No. 26.

Sue Vinton seconded the motion.  Teresa Stroebe, Tim Trafford, Sue Vinton, Becky Malenowsky, Thomas Jones, Barbara Forrester Frank voted yes; the motion passed six to zero.

REORGANIZATION OF THE BOARD

A. Oath of Office for New Trustees

District Clerk Diane Brook administered the Oaths of Office to Peter Freivalds, Jason Hamrick, and Tim Sather, the three new trustees elected by acclamation.

B. Election of Officers

Becky Malenowsky moved to elect Sue Vinton as Chairperson of the Board of Trustees for the next year.  Peter Freivalds seconded the motion. 

Teresa asked if there were any other nominations.  Tim Sather nominated Teresa Stroebe.

Teresa said she believes in passing the gavel around, but she also would like to continue with the job.

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Sue said, with all due respect to Teresa, she will vote for herself because she feels she can do the job. If she couldn’t she shouldn’t accept the nomination.

Tim Sather said he nominated Teresa because there is a lot of change with three new trustees and the building project.  He thought continuity would be good in the chair position. 

Sue Vinton, Becky Malenowsky, Jason Hamrick, and Peter Freivalds voted to elect Sue Vinton as Chairperson of the Board of Trustees.  Since that was a majority, Sue was elected as Board Chair.

Becky Malenowsky nominated Teresa Stroebe as Vice-Chairperson of the Board of Trustees for the next year.  Those voting in favor of the nomination were:  Teresa Stroebe, Sue Vinton, Becky Malenowsky, Peter Freivalds, Tim Sather, and Jason Hamrick.  The motion was passed six to zero.

C. Appointment of the Clerk to the Board

Supt. Johnson recommended Diane Brook be appointed to this position again.

Becky Malenowsky moved to appoint Diane M. Brook Clerk to the Board of Trustees. Greg Bochy seconded the motion.  Teresa Stroebe, Sue Vinton, Becky Malenowsky, Greg Bochy, Peter Freivalds, Tim Sather, and Jason Hamrick voted aye.  The motion was passed seven to zero.

D. Appointment of Authorized Representatives

Supt. Johnson advised that authorized representatives must be appointed. The superintendent and clerk serve in that capacity, and we will continue to do so with your authority.

Jason Hamrick moved to appoint Eileen Johnson and Diane Brook as authorized representatives.  Greg Bochy seconded the motion.  Teresa Stroebe, Sue Vinton, Becky Malenowsky, Greg Bochy, Peter Freivalds, Tim Sather, and Jason Hamrick voted aye.  The motion was passed seven to zero.

E. Appointment of Activities Fund Custodian

Mrs. Johnson recommended that Debbie Strizich, who has been serving in that capacity, be appointed again.

Greg Bochy moved to appoint Debbie Strizich Activities Fund Custodian.  Tim Sather seconded the motion.  Teresa Stroebe, Sue Vinton, Becky Malenowsky, Greg Bochy, Peter Freivalds, Tim Sather, and Jason Hamrick voted aye.  The motion was passed seven to zero.

CORRESPONDENCE

A. Letter from Michelle Brosovich Requesting Leave of Absence

Teresa Stroebe read aloud the letter from Michelle Brosovich that was attached to the agenda. Eileen recommended that her request for the leave of absence be granted.

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Becky Malenowsky moved to approve the leave of absence requested by Michelle Brosovich.  Teresa Stroebe seconded the motion.  Teresa wished her well.  Teresa Stroebe, Sue Vinton, Becky Malenowsky, Greg Bochy, Peter Freivalds, Tim Sather, and Jason Hamrick voted aye.  The motion was passed seven to zero.

B. Letter from the Office of Public Instruction Granting Accreditation 

A copy of the letter granting accreditation to all three Lockwood Schools was attached to the agenda.  Sue Vinton acknowledged the letter and said it is one more thing Lockwood can be proud of.

EDUCATION AND BUSINESS

A. Building Project Update from JGA and High Tech

Representatives from the JGA architectural firm and High Tech Construction were present to provide an update on the building project.

Terry Sukut, architect with JGA, indicated that the package coordination piece is not yet ready for Bid Pack 1, so they will need to delay the bidding for about a week.

Scott Chartier of High Tech Construction said he has made some calls; there are contractors who are interested in bidding, and they feel that the summer timeline can be met.  Documents should be in their hands tomorrow. He and Art are meeting Thursday if scope and design is complete; and they will put the ad in Sunday’s paper.  JGA will also contact interested contractors. 

Sue asked if this one-week delay would delay the end date of the project.  Scott said it would not.  He discussed the parameters of this first bid package and said all of it is extremely doable within the 90-day timeframe. 

Eileen advised that the weekly construction meeting would be in her office at 1:00 p.m. on Thursday.

Scott explained the bidding procedure.  They will ask for sealed bids addressed to High Tech as Construction Manager of the project.  There will be a public bid opening in the Board Room at Lockwood School.  They will take the bids under advisement, and they will review them to see that apparent low bidder(s) have all necessary documentation in place.  The bid opening will be at 12:00 noon on Tuesday, May 29, 2007.
 
There will be an addendum to the contract with the guaranteed maximum price from High Tech, the construction manager of the project, which will come before the board for approval.

Art explained the development of the contract under the construction manager at risk situation, which is a new process for schools.  The sub-contractors will be contracting

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to High Tech Construction.  High Tech will open, review, and take the bids under advisement.  The board reviews the list of sub-contractors for their exception.  Usually within two days of that process, High Tech Construction will assemble the GMP (guaranteed maximum price - includes their management fees) which will be Amendment 1 to the contract.  Amendment 1 is provided for Board approval.  Then High Tech issues the bid award to the sub-contractors. 

Art advised the board needs to meet two days after the bid opening for approval and ratification of Amendment 1 to the contract.  That special board meeting will be May 31, 2007, at noon.  Scott said this first bid pack is fairly simple.

Eileen said that everything must be done in public; the bid openings must be in public even though there is no board action at that time.

Eric from Associated Construction Engineers has been working on the HVAC portion of the project.  He provided an update on the redesign of the HVAC. 

Terry advised that to date they are 90 percent complete on the design in the middle school.  Next week they will start the design of the elementary school.  They are hopeful that the redesign will be complete by July and ready for bid by this fall. 

Greg asked about ventilation in Sturdevant.  Eric said they are working on a new ventilation design for it to temper the air.

Terry said in July they will be coordinating the architectural design portion with the HVAC re-design.  This includes the cabinets and other components.

Terry showed the refined floor plan developed after meetings with the middle school staff.  They have re-arranged the spaces.  The building footprint is now 63,466 square feet, which is a little less than the earlier design.  With the re-arrangement of spaces, they have a little more space for the science areas.  They have developed a good preliminary design of the serving kitchen, music space, and administration area. The space adjustment came by making one smaller classroom for smaller groups.

Greg asked about lockers.  Terry said they are still working on the exact layout count within the classroom pods.  They had wanted 160 in each pod; they are probably going to spill out into the library area, second floor and electives area.  They do not have enough lineal space for all the lockers within the classroom pods.

Teresa asked about the number and size of windows.  Terry said they were working on exterior views of the building.  There will be high windows to light the commons area.  All rooms on the second level, except one will have a window.  There are no windows in locker rooms.

Teresa said she thinks that natural light is very important to the atmosphere.  She asked if their computer drawings are able to model lighting.  Bob responded yes.

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Becky asked about the band space.  Bob said the current design now has 1860 square feet, which is on par with what the band room is now.

Peter asked if there would be room for bleachers in the middle school gym.  Terry said yes; there will be two rows of seats.  They reduced the width by five feet.  This gym is the classroom, and the events will be held in Sturdevant.

Bob said they had worked two full days with the staff.  He said they were fantastic.

Peter asked about reusing the asphalt.  Terry advised that the basic conversation was that it would probably cost more to reuse it.  Scott said the specifications are for standard process, which is demolition and haul away.

There was a brief discussion of drop-off area and basic flow of traffic.  Students heading to Lion’s Lair will have a sidewalk to walk on; they may have to install some sort of barriers also.

It was noted that the next bid package, which is the entire school, will take much longer to evaluate.

Personnel from JGA and High Tech left the meeting at 8:20 p.m.

B. Continue to use the services of Yellowstone Academy’s Community Based
    Services Mental Health staff for 2007-2008

Supt. Johnson advised:  We have worked with mental health staff from Yellowstone Academy to provide Community Based Services for our students. There is no cost to the district since the funding of these services is covered through Medicaid.  I recommend that we continue this partnership.  We will have two teams again next year.

Greg Bochy moved to continue to contract the services of Yellowstone Academy’s Community Based Services Mental Health staff for 2007-2008.  Becky Malenowsky seconded the motion. 

Eileen advised that the re-enrollment deadline for Medicaid has been moved forward to October 1, 2007.  By that time, they should have the issue of assigning identification numbers, which are not the Social Security number of the superintendent, to school districts determined.

Teresa Stroebe, Sue Vinton, Becky Malenowsky, Greg Bochy, Peter Freivalds, Tim Sather, and Jason Hamrick voted aye.  The motion was passed seven to zero.

C. Tuition Agreements for New Day Students                     

Mrs. Johnson advised the trustees as follows:  We are required to have state/court placement tuition agreements for New Day students. She asked for board approval of the 13 (one additional was completed after the agenda was mailed) agreements.  We will send them to the Office of Public Instruction for some additional state funding. The Chair will sign the tuition forms that contain some private student information. 

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Tim Sather moved to approve the 13 tuition agreements for New Day students for 2006-2007.  Greg Bochy seconded the motion. 

Peter Freivalds asked about New Day.  Greg and Eileen advised that we are responsible for the education of the students that live in our school district at the New Day Treatment Facility.  Teresa suggested that the trustees tour the New Day facilities again, so the new trustees would have an opportunity to learn about it.

Teresa Stroebe, Sue Vinton, Becky Malenowsky, Greg Bochy, Peter Freivalds, Tim Sather, and Jason Hamrick voted aye.  The motion was passed seven to zero.

PERSONNEL

A. Updated List of Substitutes

Becky Malenowsky moved to hire Sofia Gomez and Theresa Hayter as substitute teachers per the list attached to the agenda.  Jason Hamrick seconded the motion.  Becky Malenowsky asked if they had been fingerprint background checked.  Eileen Johnson answered affirmatively.  Teresa Stroebe, Sue Vinton, Becky Malenowsky, Greg Bochy, Peter Freivalds, Tim Sather, and Jason Hamrick voted aye.  The motion was passed seven to zero

B. Hire New Counselor

Eileen advised that the administrative team recommended Audrey Jones after review of applications and interviews.  She advised that she had worked with the East Co-op as a psychologist. 

Tim Sather moved to hire Audrey Jones as guidance counselor in the intermediate school per Superintendent Johnson’s recommendation.  Greg Bochy seconded the motion. Sue asked if there was discussion.  Seeing none, she called for the vote.  Teresa Stroebe, Sue Vinton, Becky Malenowsky, Greg Bochy, Peter Freivalds, Tim Sather, and Jason Hamrick voted aye.  The motion was passed seven to zero.

C. Rehiring of Certified and Classified Staff

Attached to the agenda were lists of staff recommendations for the 2007-08 school year for certified and classified staff. The hiring includes a 3.5 increase in salary. 

Eileen advised that she had a change on the classified staff list.  She said they are going to eliminate the position of the last-hired paraprofessional who was working one-on-one with a student.  Judy Lacy’s name is to be eliminated from the list of re-hires.  Mrs. Johnson advised an assessment would be made later as to whether or not we will need more paraprofessionals for next year. 

Eileen also noted that as in past years, we use the teachers’ agreement as somewhat of a guide for raises for others.

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Sue asked if the raise of 3.5 percent includes all staff.  Eileen said yes, except me.  She requested ten non-accumulative personal days rather than a raise, which was the same as she had done for the 2006-07 school year.  She said, at this point in her career, the extra days are very helpful to her.

Greg Bochy moved to re-hire the administrators/managers, tenured teachers, non-tenured teachers, and classified staff as recommended and listed in the attachments to the agenda with the exception of Judy Lacy.  Tim Sather seconded the motion.  

Peter asked if he should vote on this issue, because his wife Johanna Freivalds was on the list.  Eileen advised that this situation is different than hiring a relative of a trustee as a new hire, because they are re-hiring her as a tenured teacher. So Peter can vote if he so chooses.

Sue said she thought Eileen’s request for the ten days of non-accumulative personal leave works well for the school and it is generous on her part. 

Greg Bochy amended his motion as follows:  He moved to approve the re-hiring of certified and classified staff listed with the exception of Judy Lacy, all receiving a with a 3.5% raise with the
exception of Eileen Johnson who requested 10 days of non-accumulative personal leave rather than a raise.  Trustee Tim Sather seconded the motion as amended.

Trustee Peter Freivalds asked about whether the money was in the budget.  Eileen said we will make it work.

Chair Vinton called for the question. Teresa Stroebe, Sue Vinton, Becky Malenowsky, Greg Bochy, Peter Freivalds, Tim Sather, and Jason Hamrick voted aye.  The motion was passed seven to zero.

Sue recognized Tim Trafford’s and Greg Bochy’s work in getting a three-year contract with the teachers.

D. Contract for School Nurse

Mrs. Johnson recommended continuing to contract with the Yellowstone City-County Health Department for nursing services for the 2007-2008 school year.

Becky moved to re-new the contract with the Yellowstone City-County Health Department for nursing services for the 2007-08 school year.  Greg Bochy seconded the motion.   Tim asked if it is a fixed cost or does it go up.  Eileen advised that it usually increases four to five percent each year. 

Tim Trafford who spoke from the audience said it is very rare to have a school nurse full time. 

Eileen agreed and said many schools have very limited nursing services.

Teresa Stroebe, Sue Vinton, Becky Malenowsky, Greg Bochy, Peter Freivalds, Tim Sather, and Jason Hamrick voted aye.  The motion was passed seven to zero.

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E. Non-renewal of Contract for 2007-2008 School Year

Non-renewal of the teaching contract for Kim Paxinos for the 2007-2008 school year was the recommendation of Superintendent Johnson.

Greg moved to accept Supt. Johnson’s recommendation to non-renew without cause the teaching contract of Kim Paxinos for 2007-08.  Tim Sather seconded the motion.  Teresa Stroebe, Sue Vinton, Becky Malenowsky, Greg Bochy, Peter Freivalds, Tim Sather, and Jason Hamrick voted aye.  The motion was passed seven to zero.

POLICY

A. Policy No. 5140 - Third and Final Reading

The policy change as attached to the agenda was recommended by Mrs. Johnson. 

Greg said he would like to change the wording back to second reading which said “offered” instead of “eligible.”  Last meeting the board recommended changing the word “offered” to “eligible.” 

Becky agreed with Greg.

Peter asked who informs employees of their benefits.  Eileen responded that Diane Brook does.

Tim Sather says he likes the policy as it is currently proposed.

Greg moved to change the wording back to “offered” instead of “eligible” and to adopt Policy No. 5140 on third and final reading with that change.  Becky Malenowsky seconded the motion.

Teresa asked for Eileen’s opinion.  Eileen said her original proposed wording said “offered.” 

From the audience, Tim Trafford said it is the job of trustees to protect the district.  He believes in being a good employer, but you have to protect the district.

Teresa commented it is between hand holding and protecting the district. 

Sue said she thinks that trustees are getting mired in wording; that change in the policy is in timing.

Teresa asked if they needed legal oversight on this.  The others did not think so.  Eileen advised that most of this wording already comes from MTSBA.

The vote was called.  Sue Vinton, Becky Malenowsky, and Greg Bochy voted in favor of the motion.  Teresa, Stroebe, Peter Freivalds, Tim Sather, and Jason Hamrick voted no.  The motion failed; three votes for and four votes against.

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Peter Freivalds moved to adopt Policy 5140 with the wording as it was attached in the packet.  Jason Hamrick seconded.  Jason Hamrick, Peter Freivalds, Teresa Stroebe, and Tim Sather voted yes.  Greg Bochy, Sue Vinton, and Becky Malenowsky voted no.  The motion passed four to three.

REPORTS AND MISCELLANEOUS

A. Curriculum

Don reported that he had distributed science curriculum for them to review until next meeting. 
He noted that Science is now part of state assessment for Grades 4 and 8.

B. Technology

Pam said she didn’t have a lot to add.  She pointed out that we were funded for E-rate.  It is taxed and collected at the federal level and distributed to schools based on their number of free and reduced students. 

She asked the trustees to please notice all the professional development classes that happened at Lockwood this year.  We had very good participation with our teachers this year and many paraprofessionals took these courses also.

C. Facilities

Art Anderson said the issue with the pre-employment screenings has been resolved.  Eileen said anyone we hire in maintenance or custodial, even for summer work, must have a screening. 

Becky clarified that it does not affect any of their other employment here only custodial and maintenance.  All new hires in those positions must go through the pre-employment screening.  Our workers’ compensation carrier, WCRRP, pays for the screenings.

D. Activities

Teresa said she appreciated seeing the participant numbers in the report.  She asked if the sports physicals are going to be handled the same as they have been in the past; Mike Sullivan said yes.

E. Principals

Dave DeBoer showed an article from the Gazette about the tiles in the Billings Clinic that the Lockwood art students made.  Twenty-four students got to have their artwork displayed permanently in the Billings Clinic Hospital.  Four students had artwork featured in Signatures Magazine.

Mike Bowman gave an update about the kindergarten program.  He said enrollment is running about the same as last year.  Judging by that, it looks like class size will be about the same as this year.

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He said he surveyed kindergarten parents.  He asked them if the legislature approves full time kindergarten, which would they prefer half-time or full time, for their child.  Eighty-five percent of parents are asking for full time at this time.  He will keep the board informed of the results.  He said some other districts allow children to come half day in the mornings, if parents want half-time kindergarten.

If all day every day kindergarten is approved and funded, they will come to the board with their plan to implement all day every day kindergarten. 

Mike Sullivan had nothing to add to his report.  He invited the trustees to attend the eighth grade graduation.

Becky Malenowsky said she had a substitute teacher really commend Mike Sullivan.  She really appreciated that he came into the classroom a couple times when she was there substituting.

Tim Trafford mentioned that Johanna Freivalds received the Pat Williams Intellectual Freedom Award.

Sue thanked the Billings Gazette and other media for showcasing our staff and students.

F. Superintendent

Eileen advised that Montana Schools Group Insurance Authority thorough MTSBA is now Montana Insurance Services.  Shawn Bubb will be here to present the newest insurance program to the Board of Trustees.  He will bring comparisons and costs and explain how they feel that Montana Insurance Services can serve Lockwood Schools better.

OLD BUSINESS OR FOLLOW UP INFORMATION

Teresa asked about the McCracken lawsuit. 

Sue said maybe we could ask for a status update.  Eileen said she would get that information and advise the trustees.

Tim Sather asked about the easement.  Eileen said she has had e-mails from John Ostlund and Bill Kennedy.  Jeff Bollman said it is on the desk of someone in Helena, and it is a formality to get it signed and moved on.

Greg left the meeting at 9:24 p.m.

TRUSTEE REPORTS 

A. Technology Support for Trustees

Teresa Stroebe requested this item be placed on the agenda for discussion.

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Pam Richau distributed instructions and assistance for First Class to all board members.  She discussed items that are available through First Class including the Community Education schedule.

Pam said they are just about to begin with Eide Bailley to look at new phone systems.  They will help to organize the procedure for evaluation of phone systems.  She will keep the trustees posted.

Teresa said that it should be in board policy that tech support is provided for trustees.

B. Mentoring for Trustees

Teresa Stroebe has requested a discussion on mentoring for new trustees.  She said mentoring really doesn’t happen unless someone is assigned to a new member.  Maybe it would be good to have a process for new trustees.

Sue asked what process Teresa had in mind.  She said “adopt a trustee.”

Becky said having a little business card with all trustees’ and the superintendent’s phone numbers on it would be very convenient.

Teresa said members should call the board chair if they are going to be absent from a meeting.  If they miss more than three in a row they can be let go.

Sue hopes that everyone can make an effort to reach out to new trustees and keep lines of communication open.  She also hopes as many trustees as possible attend the May 17, 2007 MTSBA Spring Workshop.  Sue advised that the New Trustee Workshop will be held in June.

Eileen said if anyone wants to go they should notify her or Diane, so arrangements can be made.

Trustee Peter Freivalds mentioned the possibility of going paperless.

NEXT MEETINGS

The next Regular Board Meeting will be held Tuesday, June 12, 2007 at 7:00 p.m. 

ADJOURN

Becky Malenowsky moved to adjourn the meeting at 9:45 p.m.  Peter Freivalds seconded the motion.  Teresa Stroebe, Sue Vinton, Becky Malenowsky, Greg Bochy, Peter Freivalds, Tim Sather, and Jason Hamrick voted aye.  The motion was passed unanimously.

 

Teresa

Respectively Submitted,

___________________________      ___________________________
Sue Vinton, Chairperson                         Diane M. Brook, District Clerk

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