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, November 14, 2006. Chairperson Stroebe called the meeting to order at 7:03 p.m. and led those present in the Pledge of Allegiance.
The following trustees and officers were present: Trustees: Teresa Stroebe, Becky Malenowsky, Tim Trafford, Thomas Jones, Greg Bochy, Sue Vinton (arrived at 7:10 p.m.) and Barbara Forrester Frank (arrived at 7:37 p.m.), Superintendent Eileen Johnson and District Clerk Diane Brook.
Staff members present were: Art Anderson, Mike Bowman, Dave DeBoer, Mike Sullivan, Johanna Freivalds, and Darlene Hess.
Registered guests present were: Holly Sather, Tim Sather, Evelyn Pyburn, Becky Shay, Jim Coons, Pamela Ask, Bob Cummings, and Terry Sukut.
The Board of Trustees and those present celebrated the passage of the Bond with sparkling cider and cake from 7:05 to 7:15 p.m.
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
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.
There were two mistakes in the minutes noted. Diane Brook advised that Page 1, paragraph one, line three, should be: Tuesday, October 10, 2006, not Tuesday, October 12, 2006.
Tim Trafford said that Page 7, paragraph 3, line 4 should have this added sentence for clarification:
The motion passed four to one. Greg Bochy then disconnected.
Sue Vinton moved to approve the minutes of the October 10, 2006, Regular Board Meeting with the above-mentioned corrections and the bills as presented. Becky Malenowsky seconded the motion. Teresa Stroebe, Tim Trafford, Greg Bochy, Thomas Jones, Sue Vinton, and Becky Malenowsky voted yes; the motion passed six to zero.
Chairperson Stroebe read aloud Sheila Hutchinson’s letter of resignation that is effective November 21, 2006. Thomas Jones moved to accept the resignation of Sheila Hutchinson. Sue Vinton seconded the motion. Eileen advised that Sheila has taken a job with the Boys’ and Girls’ Club on our campus. Teresa Stroebe, Tim Trafford, Greg Bochy, Thomas Jones, Sue Vinton, and Becky Malenowsky voted yes; the motion passed six to zero.
EDUCATION AND BUSINESS
A. Canvass and Approve the Bond Election Vote
The trustees reviewed the documentation provided. Tim Trafford moved to approve the canvass of the Lockwood School District No. 26 Bond Election held on November 7, 2006, and certify the election as follows: The canvass provides that the total number of registered electors who were eligible to vote in the bond election was 4,416. The canvass of the votes establishes that 1,756 electors voted “BONDS – YES”, and that 923 electors voted ‘BONDS – NO” and therefore it is certified that the bond proposition has been approved in accordance with the provisions of Montana Code Annotated §20-9-428, and that the Board of Trustees of Lockwood School District No. 26 are hereby authorized to issue the bonds for the purpose and in the amount specified in the ballot proposition.
Greg Bochy seconded the motion. Teresa Stroebe, Tim Trafford, Greg Bochy, Thomas Jones, Sue Vinton, and Becky Malenowsky voted yes; the motion passed six to zero. Chair Stroebe signed the resolution.
There was a brief discussion of the future actions of the district based on the results of the election. Supt. Johnson advised that the design process can begin. She also noted that a quorum of the board will need to be present at the Special Meeting to be held on January 8, 2007, at 12:00 noon. The competitive bond sale is tentatively set for this date.
Mrs. Johnson informed trustees that contracts with architects and engineers for at least five percent of the bond total will need to be in place prior to the bond sale. It is also required that 85 percent of the bond amounts be spent within three years.
Eileen said that the 2005 Legislature had changed bidding regulations for schools. MCA 18-2-501 now allows schools to hire a general contractor during the design stage. She will provide samples of a Request for Proposal (RFP) for this process, which is called General Contractor Construction Management Contract. Supt. Johnson recommended this type of situation rather than the traditional project delivery contract which is: design, bid, build scenario.
Trustee Sue Vinton asked how this process would be handled and how recommendations would be received.
Eileen said there will be an RFP process where the Board of Trustees asks for qualifications.
Trustee Tim Trafford expressed concern about losing the edge of getting lower bids without the usual competitive bidding process.
Terry Sukut, architect from JGA, said a selection is made on qualifications. The selected contractor would be the project manager. At a point there is a Guaranteed Maximum Price (GMP) provided by the selected general contractor.
Eileen said that Gary Griffith, Facilities Manager for Bozeman Schools, has done this and he will be providing her with information. He said that it has worked well for them, and he felt it had saved them money.
Sue said she doesn’t see the harm in putting out the RFP and seeing what we get.
Many different parts of the contract will be sub-contracted out, and Eileen advised that the competition happens in that process.
Teresa said the bottom line for her is getting the most for our money and being as “green” as we can be within our budget constraints.
Tim suggested that this be discussed further at a Special Meeting/Facilities Committee Meeting on Wednesday, November 29, 2006, at 6:00 p.m. There was a consensus of the board to get more information about the Alternative Project Delivery Contract process and to discuss it further at the November 29th meeting.
There was discussion of gathering the Facilities Committee and determining who could commit to the designing phase of the project.
Eileen said that every facilities meeting will be posted on the website and in the newsletter.
Teresa advised that it is very important to get the word out to the community.
The Special Meeting/Building Planning Meeting was set for Wednesday, November 29, 2006 from 6:00-8:00 p.m. The agenda will be as follows:
Outline of the RFP process for obtaining a General Contractor Construction Management Contract
Discussion of pros and cons of both types of contracts:
Traditional Project Delivery Contract and
Alternative Project Delivery Contract
Bond Process Outline.
B. Request to Participate in Workers Comp Pre-Employment Program
Superintendent Johnson advised the following: Our Workers Compensation Program (WCRRP) is with MTSBA. We also have unemployment insurance with them. A new service provided by WCRRP is a pre-employment physical for staff hired in custodial and maintenance. This would include our regular, substitute, and summer staff in this department. Food Service will be the next in line for this from WCRRP. Food Service in the state has one of the highest areas of accidents. There are districts that have done pre-employment physicals on their own for quite some time. Some attached documents will give you an idea of the process. I am requesting approval to have this service and to make adjustments in our job descriptions to accommodate the needs of the physicians doing the exams.
Trustee Becky Malenowsky asked how this affects existing employees.
Eileen said they are grandfathered in. However, summer workers who are hired each summer must have the physicals.
Supt. Johnson noted that existing job descriptions have to be adjusted, so they include requirements necessary to do the job. With the requirements identified, tests can be administered during the pre-employment physicals to see if the applicant meets the requirements.
Tim asked if there was statistical data to verify that conducting pre-employment physicals can provide cost savings.
Eileen advised that WCRRP has the hard numbers regarding this issue.
Becky Malenowsky moved to participate in the WCRRP Pre-Employment Program and adjust the job descriptions accordingly. Thomas Jones seconded the motion.
Sue Vinton asked about a person failing due to a disability, and they say they are being discriminated against because of the disability. Eileen said all documentation would say they must be able to meet these minimum standards or requirements of the job.
Eileen advised that the next area covered will be Food Service. She noted that the District could begin pre-employment physicals for Food Service personnel and pay the $75 on their own.
Teresa called for the question. Teresa Stroebe, Tim Trafford, Barbara Forrester Frank, Greg Bochy, Thomas Jones, Sue Vinton, and Becky Malenowsky voted yes; the motion passed seven to zero.
C. Approve Tuition Rates for 2006-2007
Supt. Johnson advised the following: The attached tuition rates are the state rates, which our district has used in past years for New Day students. The rates cannot be any higher, but could be set lower. Mrs. Johnson recommended approving the state rates as indicated on the attachment.
Sue Vinton moved to approve the following tuition rates for New Day students per agenda attachment 3C:
Regular education tuition rates for attendance during FY 2006-07:
Grades 1-6 $ 891.20
Grades 7-8 $1,140.80 (In an accredited 7-8 program or junior high)
Special Education Add-On Rates for students with 15-30 hours per week on their Individual Education Program (IEP) for attendance during FY 2006-07:
Grades 1-6 $ 891.20
Grades 7-8 $1,140.80 (In an accredited 7-8 program or junior high)
Barbara Forrester Frank seconded the motion. Teresa Stroebe, Tim Trafford, Barbara Forrester Frank, Greg Bochy, Thomas Jones, Sue Vinton, and Becky Malenowsky voted yes; the motion passed seven to zero.
A. New Substitutes
The following substitute teachers were recommended for hire: Dolly Fansler, Lindsey Fenten, Colette Gebarowsky, Lisa Halpin, Jayne Lakey, Kristin May, Terry Peterson, and Jennifer Teichert.
Superintendent Johnson recommended hiring the following coaches:
Korey Beaudette 6th grade basketball
Dwight Von Schriltz 7th grade basketball
Tim Trafford moved to hire the above-mentioned substitute teachers and coaches. Thomas Jones seconded the motion. Tim Trafford asked if they had all been fingerprint background checked. Eileen said yes. Teresa Stroebe, Tim Trafford, Barbara Forrester Frank, Greg Bochy, Thomas Jones, Sue Vinton, and Becky Malenowsky voted yes; the motion passed seven to zero.
A. Policy No. 3150 – Part-Time Attendance (Second Reading)
Copies of staff comments regarding the policy were attached to the agenda for the trustees to review.
Tim Trafford moved to adopt Policy No. 3150 on second reading as written. Greg Bochy seconded the motion.
Sue Vinton said after reading the comments and spending time thinking about it, she is having second thoughts about it. She advised we got a sample policy from MTSBA, maybe we want to consider something much more generic and flexible. Perhaps some wording like: All students that meet the hourly requirements for ANB are accepted; all other requests for part-time enrollment would require approval by the board.
Tim disagreed. He said we already said we would take care of problem issues. We are a board of governance and shouldn’t be making these types of decisions at every meeting; that is why we have policies.
Sue agreed that the board should not get into micromanaging.
Teresa said the board has said from the beginning that our responsibility is to the kids. That priority is how we got to this policy wording.
Thomas asked Eileen how often these part-time enrollment requests have occurred. Eileen said it has happened two or three times.
Thomas asked if a policy is needed for this issue, since it doesn’t happen very often.
Becky said as we open the doors to homeschoolers, they may want to attend [more classes] eventually.
Tim said we expect administrators to encourage them to take more than one class.
Sue said she needs more information about homeschooling. She is unsure what is the best policy or procedure at this point.
Barbara said she is still having the same reservations about the policy and getting ANB funding. Everyone has to pay taxes; it is part of being a society. She thought the teachers raised some really good questions. She doesn’t feel enrolling in one class is enough.
The question was called.
Greg Bochy, Tim Trafford, Teresa Stroebe, Thomas Jones, and Becky Malenowsky voted yes. Barbara Forrester Frank and Sue Vinton voted no. The motion passed five to two.
REPORTS AND MISCELLANEOUS
Curriculum Director Don Christman discussed applying for a health grant. They will find out if Lockwood is chosen to go on to the first round on November 30th. They also sent a grant request to Home Depot for the science garden. That grant award will be December 15, 2006.
Don reported that the curriculum committee meetings have gone very well. He said the staff works very well together; they work hard during the committee meetings and are very dedicated.
Technology Coordinator Pam Richau distributed her report at the meeting. She advised that telephones will be a huge consideration with our new building. She advised that we need to update our system. Pam discussed Voice Over Internet Protocol (VOIP) with the trustees. She said our current system has lasted 15 years, but we are having telephone repair problems. Our intercom system feeds through the phone system and we want to continue that with a new system.
Activities Director Keith Tresch’s report was attached to the agenda for the trustees to review.
Facilities Director Art Anderson distributed his report at the meeting. His report covered the fire alarm system, radio purchases, and door replacements.
Eileen said the hot water system feeding the dishwashing system has had major problems. She said Art has spent a lot of time with it; he has the situation solved and it will be fixed soon.
Primary Principal Mike Bowman said he had nothing to add to his report. He distributed magnets with child safety tips on them.
Intermediate Principal Dave DeBoer had nothing to add to his report. He distributed copies of the Cubs Chronicle, which is written by fifth grade students. He advised that they will be publishing one per quarter. It is also on the Lockwood home page.
Middle School Principal Mike Sullivan had two things to add to his report.
1. Lori Schmitt will give two scholarships per year for students to attend Summer Running Camp. The scholarships will be for one eighth grade boy and one eighth grade girl.
2. Mike went to Hamilton to see Tim Louis who is a leader in setting up MBI systems. He convinced the Office of Public Instruction (OPI) to pay for Tim Louis to come to Lockwood on January 11-12. We will host a regional workshop one day, and on the second day he will do workshops for Lockwood staff only.
Eileen advised that the Board of Trustees for Lockwood Schools had received their sixteenth consecutive Golden Gavel Award at MCEL, and Greg Bochy received the Marvin Heinz award.
Mrs. Johnson advised that she attended the Community Meeting last night. Discussion of the TFID was part of the meeting. The Lockwood Steering Committee is looking into setting up a Tax Increment District for the community for sidewalks, lights, etc.
She also advised that she had received a letter from the Boys’ and Girls’ Club saying that they would be willing to renovate areas for expansion for their club. They would like to have more space after the building project is completed.
OLD BUSINESS OR FOLLOW UP INFORMATION
The trustees requested that an item be on the next agenda about sharing information with each other from MCEL.
Tim Trafford asked about the easement with the State of Montana. He said it is even more important now with the building project.
Eileen reported that Jeff Bollman had lost some of his data when he got a new computer, so he will have to re-create it in order to get the easement done. Unfortunately, this will cause further delays in the process.
Teresa was re-elected as District 9 chair. Becky Malenowsky is a delegate.
On November 29, 2006, from 6:00 – 8:00 p.m. there will be a Special Meeting/Facilities Committee Meeting.
The next regular board meeting will be held at 7:00 p.m. on Tuesday, December 12, 2006.
The staff appreciation luncheon will be on a Wednesday in December.
Sue Vinton moved to adjourn the meeting at 9:44 p.m. Thomas Jones seconded the motion. Teresa Stroebe, Sue Vinton, Tim Trafford, and Thomas Jones voted yes; the motion passed four to zero.
Teresa Stroebe, Chairperson Diane M. Brook, District Clerk