Proceedings of the Board of Trustees
Lockwood School District No. 26
Yellowstone County, Billings, MT
Regular Meeting of October 10, 2006
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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, October 10, 2006. Chairperson Stroebe called the meeting to order at 7:05 p.m. and led those present in the Pledge of Allegiance.

The following trustees and officers were present: Trustees: Teresa Stroebe, Sue Vinton, Becky Malenowsky, Tim Trafford and Barbara Forrester Frank, Superintendent Eileen Johnson and District Clerk Diane Brook. Trustees Thomas Jones and Greg Bochy were absent.

Staff members present were: Art Anderson, Mike Bowman, Mike Sullivan, Dave DeBoer, Pam Richau, Johanna Freivalds, and Mary Kay Rottrup.

Registered guests present were: Becky Shay, Lawrence Martin, and Holly Sather.

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. Sue Vinton moved to approve the minutes of the September 12, 2006, Regular Board Meeting and the bills as presented. Tim Trafford seconded the motion. Teresa Stroebe, Tim Trafford, Barbara Forrester Frank, Sue Vinton, and Becky Malenowsky voted yes; the motion passed five to zero.

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CORRESPONDENCE

Teresa advised that Eileen had included with her report letters from the following people or agency:

  1. Leila Farnum and a group of alumni, who contributed $50 to the libraries.
  2. Trevis Butcher, requesting records
  3. Lockwood Schools’ response to the request for records
  4. Shawn Bubb, Director of Insurance Services, regarding Eileen’s appointment to the Board of Directors of Montana School Groups Insurance Authority

Supt. Johnson advised that she would discuss these items further during her report.

EDUCATION AND BUSINESS

A. Request for Indemnification of Superintendent and Principal in a Civil Rights
Complaint

Mrs. Johnson advised the following: Superintendent Eileen Johnson, Principal Mike Bowman, and Lockwood School District have been named separately in a Human Rights complaint. Both employees are requesting indemnification (indemnification is a promise, as a contract provision, protecting one party from financial loss) by the district. A party (DF) has filed a complaint stating that she was not hired based on age and religion. Our attorney will be present to answer any questions you may have. Letters requesting this indemnification will be presented at the meeting.

Trustee Sue Vinton made this motion: Pursuant to the written request of Principal Mike Bowman dated October 9, 2006, a copy of which has been provided to the board, I hereby move, pursuant to his employment contract and Montana statute (§2-9-305 MCA) that the District provide a defense and indemnify Mr. Bowman with respect to any claims arising from the complaint of discrimination filed by Dara Fladmo before the Montana Human Rights Bureau as Case No. 0071012134, 0071012135, and 0071012136. I further move that if any facts become known in the future which by statute precludes a defense and/or indemnification of Mr. Bowman, the District reserves its right to withdraw its defense and indemnification and so notify him. I further move that the board provide Mike Bowman with our written intent to defend and indemnify him in this matter. Tim Trafford seconded the motion. Teresa Stroebe, Tim Trafford, Barbara Forrester Frank, Sue Vinton, and Becky Malenowsky voted yes; the motion passed five to zero.

Trustee Sue Vinton made this motion: Pursuant to the written request of Superintendent Eileen Johnson dated October 9, 2006, a copy of which has been provided to the board, I hereby move, pursuant to her employment contract and Montana statute (§2-9-305 MCA) that the District provide a defense and indemnify Ms. Johnson with respect to any claims arising from the complaint of discrimination filed by Dara Fladmo before the Montana Human Rights Bureau as Case No. 0071012134, 0071012135, and 0071012136. I further move that if any facts become known in the future which by statute precludes a defense and/or indemnification of Mrs. Johnson, the District reserves its right to withdraw its defense and indemnification and so notify her. I further move that the board provide Eileen Johnson with our written intent to defend and indemnify her in this matter. Tim Trafford seconded the motion. Teresa Stroebe, Tim Trafford, Barbara Forrester Frank, Sue Vinton, and Becky Malenowsky voted yes; the motion passed five to zero.

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Attorney Larry Martin said that concluded the reason for his presence and asked to leave.

Sue asked him by what date the Board of Trustees had to respond to the complaint.

Larry said by October 13, 2006. He advised that should additional time be needed, he would request an extension.

Sue asked if he is handling this himself. He said yes.

Larry left the meeting.

B. Request for Four Students to Attend Yellowstone Academy District #58

Supt. Johnson recommended approval of requests for four students to attend Yellowstone Academy District No. 58 (Boys and Girls Ranch) for JD, MD, RS, and CZ. The tuition fees will be paid from the Tuition Fund, which is funded with a non-voted levy. Eileen advised that it is a public school for Grades K-8.

Trustee Tim Trafford moved to approve out-of-district placements for JD, MD, CZ and RS at Yellowstone Academy School District No. 58. Barbara Forrester Frank seconded the motion. Tim asked if the tuition is billed in arrears. Eileen said yes; we pay for 2006-07 attendance with the 2007-08 Tuition Fund. Teresa Stroebe, Tim Trafford, Barbara Forrester Frank, Sue Vinton, and Becky Malenowsky voted yes; the motion passed five to zero.

PERSONNEL

A. Hiring for 2006-2007

Alexander Allen, Rosalind Bullis, Shea Cole, Josh Davidson,
Jared Masterson, Meghan Mayo, and Karen Tinnes.

Teresa Stroebe read aloud the names of the substitutes. Becky Malenowsky moved to hire the above-mentioned substitutes. Tim asked if they had all been fingerprint background checked. Eileen said yes. Teresa Stroebe, Tim Trafford, Barbara Forrester Frank, Sue Vinton, and Becky Malenowsky voted yes; the motion passed six to zero.

B. Hiring of Coaches

6th Grade Girls’ Basketball - Jennifer Howe
7th Grade Girls’ Basketball - Amy Muir
8th Grade Girls’ Basketball - Wesley Caldwell

Barbara Forrester Frank moved to hire the above-mentioned coaches. Tim Trafford seconded the motion. Tim Trafford asked if all of them had been fingerprint background checked. Eileen responded affirmatively. Teresa asked if they had experience. Eileen said yes; they have either played the sport or helped out somewhere. Teresa Stroebe, Tim Trafford, Barbara Forrester Frank, Sue Vinton, and Becky Malenowsky voted yes; the motion passed five to zero.

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POLICY

A. Part -Time Attendance Policy No. 3150 - First Reading

Supt. Johnson advised the following: Policy No. 3150 on part time attendance is attached for board approval as first of three readings. This was discussed at the last meeting and I hope the wording has the essence of what you want in this policy.

Eileen said it was a template that had been provided by MTSBA.

Trustee Becky Malenowsky said Trustee Greg Bochy advised her that he had to go to work at the last minute, and he asked to be included via speakerphone on the discussion of this item.

Greg Bochy was contacted via speakerphone.

Tim Trafford moved to accept Policy No. 3150 on first reading with this exception: strike the last sentence in the first paragraph:

There must be enrollment in enough classes to have an aggregate of over 181 hours per year to qualify for ANB funding.

Sue Vinton asked that the first sentence read “unless they have special or exceptional needs” rather than unless they are disabled.

Trustee Vinton seconded the motion accepting Policy No. 3150 with both above-mentioned changes.

Eileen said MTSBA uses the word “disabled” to address students who qualify under IDEA; she could change the wording to say “students who qualify under IDEA” instead of disabled.

Chair Stroebe asked if there was any other discussion of the requested changes. She asked Tim to explain his rationale for his change.

Tim said he got the feeling from the board last month that, even though funding is important, the intent was to allow all students. He advised that the policy can be changed if it doesn’t fit the needs of the district or causes problems later.

Greg said he thought they were going to leave things as they are now, and attendance by home-school students would be brought before the board on a case by case basis.

Becky Malenowsky said she thought so too.

Tim said he didn’t think as a board they need to decide student by student who attends here.

Eileen advised that could hold up a student’s attendance for a whole month until the board met.

Sue said she understood they would handle things on a case by case basis until they had a policy in place.

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The policy says consideration will be done case by case, but the decision is made by the building principal and superintendent, not the school board.

Becky asked how the administrators felt about allowing all students without requiring a certain number of classes to qualify for ANB. Are they open to it?

Eileen said that is how we have practiced it in the past. MTSBA felt that school boards should have a policy in place, so they have established criteria.

Sue commented that having a policy in place that gives criteria is important so there is no misunderstanding should we be overcrowded.

Becky said she wants to be sure that everyone is on the same page before she agrees to the policy.

Teresa said this sounds similar to how we accept out-of-district children, and we sometimes have to refuse attendance due to our numbers.

Primary Principal Bowman advised that it is important to include in the policy: “unless they qualify under IDEA.”

Greg Bochy asked why the proposed policy did not include part-time attendance for students in Grades K-5.

Eileen said it is not recommended by MTSBA. She said the elementary classes follow some different patterns.

Becky said fifth grade is when band starts, so maybe we should allow part-time attendance in fifth grade.

It was noted that fifth grade is now totally departmentalized.

Greg said he wants the first sentence in the policy to read:

“The District will not accept students eligible to enroll in grades K-4 on a part-time basis…”

Eileen explained that the child must test with the school district and must be counted in the testing criteria if they are attending. A regular classroom teacher may not feel this is a good situation because they will be held accountable for the child.

Dave DeBoer commented what if they request to send their child just to the Compass Learning Labs.

Teresa asked what if they are just attending classes for physical education and band. What about participation in extracurricular activities? How would you determine eligibility via grades?

Eileen asked if the board would want to re-write athletic policy to provide eligibility criteria for part-time students.

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Tim said we can’t build a universally perfect policy for all cases.

Teresa said policy shouldn’t be stagnant; it is always changing.

Eileen said we have never refused anybody; we want these kids.

Eileen advised if we have ten students taking one class we get no ANB; if they take two classes we would get partial funding.

Tim said homeschool parents are well aware that they pay taxes to the school.

Becky said I have a heart for homeschool and public school. I went to both.

Eileen reviewed the changes (indicated with strikethrough text and bold italicized underlined text) requested to Policy 3150 as follows:

Part-Time Attendance

The District will not accept students eligible to enroll in grades K-4 K-5 on a part-time basis unless they are qualified for IDEA disabled. The District will review requests for part-time enrollment of grades 5-8 6-8 students on a case-by-case basis, with the building principal making a final decision in consultation with the superintendent. The District will consider only those students who are not enrolled in any other public or private school. Consideration of partial enrollment will be given in grades 5-8 6-8 to Lockwood School District residents who home school. There must be enrollment in enough classes to have an aggregate of over 181 hours per year to qualify for ANB funding.

Criteria for accepting students in grades 5-8 6-8 for part-time enrollment are the following:

  1. Accepting a student will not create excess student enrollment in a requested class;
  2. Accepting a student will not create need for an additional staff member;
  3. Accepting a student will not cause a new section of a course to be created;
  4. Student qualified for IDEA.

The District will accept on a first-come, first-serve basis students wishing to enroll in the same course. Whenever the enrollment position of a part-time student is needed for a regular, full-time student during the year, a full-time student has priority for the position beginning with the next semester.

Legal Reference: § 20-9-311(a), MCA Calculation of average number belonging (ANB)

Greg asked about including a statement that says we encourage attendance for more than one period per day. It was noted that this would not be policy but a procedure.

Eileen said she would like to get input from the teachers over the next couple months regarding this issue.

Dave DeBoer asked why not require them to take two electives.

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Tim said they had discussed that previously, but it was noted that if one class is in the morning and one in the afternoon; that would be too much of a burden.

Trustee Barbara Forrester Frank said as an educator she is not comfortable with the policy allowing part-time attendance for students in Grades 5-8; she prefers that the policy for part-time attendance would be for students in Grades 6-8.

Tim would like to amend his motion to accept on first reading Policy No.3150 with the above-mentioned revisions as re-capped by the superintendent. Greg Bochy seconded the motion. Tim Trafford, Greg Bochy, Sue Vinton, Becky Malenowsky, and Teresa Stroebe voted yes. Barbara Forrester Frank voted no. The motion passed five to one.

Teresa reminded the trustees that this is only the first reading of three.

Greg said he liked the idea of getting input from the teachers. Greg ended the phone connection.

REPORTS AND MISCELLANEOUS

A. Curriculum

Eileen advised that Curriculum Director Don Christman was not able to attend the meeting. His report was in the agenda.

Eileen pointed out some of the MONTCAS scores. She advised that our students did extremely well. It was noted that Average Yearly Progress results won’t be available until January. Mrs. Johnson said our teachers have worked very hard, and they did an excellent job. Lockwood School has 385 categories in which to make AYP; it is quite a task.

Barb asked when parents would get their student’s results. The principals responded that the results will be included with the first report card.

Don is assembling the report about the student scores that will be distributed to the community.

Eileen said we have been using the test data to make changes in instruction.

Tim said it is obviously working.

B. Technology

Pam said she did not have anything to add to her report. This month she gave them the list of annual renewals for recurring Technology Services.

Eileen said that they had shared a list like this previously, but they had not included the accounting and human resources software. The cost for it is about $9,000 per year. This has been added to the new recurring costs spreadsheet.

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C. Activities

Teresa asked if everyone had an opportunity to read the report. The trustees responded yes.

D. Facilities

Art distributed his report at the meeting.

Sue Vinton asked about the $20,000 cost for new water heater.

Art explained the system. It is a state-of-the-art staged system. It feeds the locker rooms and the FACS class. It will supply enough hot water to keep up with the demand and is more energy efficient. We should have about a six-year pay back with this system. There is no storage tank so there is no sediment and a far longer life with this particular unit.

Art said they have had some problems with the fire alarm system. They are continuing to work with it. It is safe, but they are still working to get the problems totally corrected.

E. Principals

Mike Bowman advised the trustees about recent field trips taken by his students. He also commented that school Psychologist Dwight Von Schriltz was named School Psychologist of the Year.

Sue asked about 12 students coming in and 12 going out. Mike said that is actually a fairly low number; we have high transiency at Lockwood.

Dave DeBoer said that things are going very well with the Math Coaches this year. They have six-member teams that are a part of the grant. He, Mike Sullivan, and Eileen met with District 2 people at Lincoln Center regarding the math grant.

He also reported that they had just completed the first round of testing for students, and Title 1students have been selected. He said the field trip to Pryor was excellent.

Mike Sullivan distributed his report at the meeting. He advised that he will bring the trustees more MBI information in the future. He explained the Continuum for Positive Behavioral Intervention Systems he had provided in the handout. He advised that you build your systems for the green part of the pyramid, which is 80% of the students. There are common expectations for every kid and you have to teach them how to behave to meet those expectations. Mike said we have seen progress even though the program is still in its infancy. All the staff has to be on board. MBI is research based and data driven. Mr. Sullivan commented that the Middle School staff has been great.

F. Superintendent

Mrs. Johnson reminded everyone of the Montana Conference of Education Leadership (MCEL) on October 18-20. She reminded everyone that the Golden Gavel awards will be given out at the 11:30 luncheon on Wednesday, October 18.

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She said the letter from Leila Farnum was delightful; it is nice to have alumni so interested in our school.

Eileen said the letter from Trevis Butcher had been received by many school districts in the state. The requests for information have to do with CI 97. She said she has more information about the issue should trustees want to review it. It is a national organization promoting taxing and expenditure limits. The request involves every piece of information on the school servers about Tabor; they are possibly trying to prove that schools were trying to defeat it. We also received another request and we responded with the MTSBA recommended letter.

Eileen said the letter from Shawn Bubb advised of her appointment to the Workers’ Compensation Risk and Retention Program board.

Tim thanked Eileen for representing the school so well outside the school and congratulated her on her appointment.

The trustees all received red polo shirts with the Lockwood Schools name and logo to wear to MCEL.

Eileen had copies of the MTSBA resolutions; she thought they were excellent.

She advised that Thursday, October 19, at 7:00 p.m. there will be a meeting of the Lockwood Steering Committee Meeting. There will be more information about tax incremental financing districts (TIFs).

The Community Forum about the upcoming bond election will be Thursday, October 12, 2006, at 7:00 p.m. in the Blue Room.

OLD BUSINESS OR FOLLOW UP INFORMATION

A. Development of Trustee Recruitment Process

During the last meeting Trustees asked that the recruitment of trustee candidates be placed on this agenda for discussion and/or action.

Tim said his goal is to have some sort of recruitment process for school board trustee. He was hoping they could develop a template; he read about the process in the June 2005 issue of the American School Board Journal. I think the committee’s only focus would be to get qualified community members interested in education. Perhaps the committee could be made up of current trustees not up for election and past trustees. He said the committee would also provide mentoring.

Teresa said diversity on the board is important.

Tim said he would like to form the committee and give them a goal.

Sue said she thinks it’s a good idea. She thinks a committee like this could be helpful and perhaps take away some of the fear of getting involved.

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Committees exist at the pleasure of the chairman. Teresa asked if others are interested in forming the committee. Sue Vinton said she is interested and Becky Malenowsky said she was also. Sue said she will contact some previous board members to help.

TRUSTEE REPORTS

Teresa advised that she will run again for District 9 Representative for MTSBA; there will be a vote during the caucus.

Eileen said the Family Resource Center needed someone from the board on their committee. Becky Malenowsky volunteered for the position and she attended her first meeting today.

NEXT MEETINGS

The next regular board meeting will be held at 7:00 p.m. on Tuesday, November 14, 2006.

ADJOURN

Tim Trafford moved to adjourn the meeting at 8:50 p.m. Barbara Forrester Frank seconded the motion. Teresa Stroebe, Sue Vinton, Barbara Forrester Frank Tim Trafford, Becky Malenowsky voted aye; the motion passed five to zero.

Teresa

Respectively Submitted,

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

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