Proceedings of the Board of Trustees
Lockwood School District No. 26
Yellowstone County, Billings, MT
Regular Meeting of January 8, 2008
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CLOSED SESSION - 6:00 pm

The Superintendent’s evaluation and consideration of her contract will be discussed at this time.

REGULAR SESSION CALL TO ORDER - 7:00 pm

Chairperson Vinton opened the regular meeting, called it to order at 7:00 p.m., and led those present in the Pledge of Allegiance.

The following trustees and officers were present: Trustees Jason Hamrick, Tim Sather, Peter Freivalds, Becky Malenowsky, Susanne Vinton, Teresa Stroebe, and Greg Bochy, Superintendent Eileen Johnson and District Clerk Diane Brook.

Staff members present were: Dave DeBoer, Art Anderson, Charles Harvey, Keith Tresch, Randall Rice, Lynette Larson, Don Christman, Darlene Hess, and Pam Richau.

Terry Sukut AIA, JGA Architects, Scott Chartier and Shane Flohr of High Tech Construction, and Luella Brien from the Billings Gazette were also present.

Mrs. Vinton 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 address the board or raise any question about public school district matters or governing policies may do so under public participation. 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. The public is also reminded that they may provide input on all motions being considered by the board at this meeting.

INDIVIDUALS, DELEGATIONS, CORRESPONDENCE, DISTRICT NEWS

  1. Public Comment - None
  2. Public Written Request to be Placed on the Agenda - None
  3. Correspondence: Chair Vinton advised that the board had received several thank you notes from staff for the employee luncheon. Everyone thanked Becky Malenowsky for the good job she did in organizing and coordinating the luncheon.
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Regular Board Meeting
January 8, 2008

ITEMS FOR ACTION

  1. Building Project Update from JGA and High Tech

Eileen advised that value engineering or change order(s) may be brought forward at this time.

Scott had encouraging news. At this point there is about $21,000 in contingency which has not been spent for Bid Packs 1 and 2. This contingency can be used for additional items or for Bid Pack 4. He advised there may be an additional $3,000-$4,000 due to having a part-time instead of full-time superintendent on the job.

Shane reviewed costs for bringing back the original flooring and lighting that had been value engineered out previously. It was their intent to provide this information for advice only

Bid Pack 4 drawings are out; bids will be opened on January 31. Scott advised that it will take the first week in February for them to determine the low bidders. He recommended waiting until the regular meeting on February 12 for trustees to award the bids and make decisions regarding the final scope of Bid Pack 4. He feels good that they aren’t finding surprises; the engineers and architects have done a good job on plans.

Shane advised that they are right on schedule or a little ahead.

Eileen reminded everyone that the public bid opening for Bid Pack 4 will be on Thursday, January 31, 2008 at 12:00 noon. She suggested that the meeting on February 12 begin early to allow time for consideration of Bid Pack 4. The trustees agreed; the meeting will begin at 6:00 p.m. on Tuesday, February 12, 2008.

Terry said he is making a lunch presentation to the Boys’ and Girls’ Club regarding the renovation of the area currently housing the MAC Lab and Technology office.

Mike Sullivan advised that the recommendation of his middle school staff is to choose a safer gym floor rather than the original lighting plan, if one must be chosen over the other. They believe it is an issue of safety versus lighting.

B. Calendar for the 2008-2009 School Year

A calendar for the 2008-2009 school year was attached to the agenda for Board review and approval. Teresa commented that it would be her personal preference that Martin Luther King Day be a school holiday not just acknowledged by classroom activities. Tim Sather moved to accept the 2008-09 calendar as presented. Jason Hamrick seconded the motion. Jason Hamrick, Tim Sather, Peter Freivalds, Becky Malenowsky, Susanne Vinton, and Greg Bochy voted aye. Teresa Stroebe voted no, citing her reason noted above. The motion passed six to one.

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Regular Board Meeting
January 8, 2008

C. Approval of Minutes D. Approval of Bills

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.

Chair Susanne Vinton asked if there were any objections to the December 11, 2007, regular board minutes, and bills and wages as presented. There were no objections or other corrections; the minutes, bills, and wages were approved.

E. Hiring of the Superintendent

According to law if the superintendent is not hired by February 1, it is an automatic rehire. Superintendents may not have tenure, but a three- year contract may be in place with the Board of Trustees adding one year at a time to the existing three-year contract. Superintendent Johnson requested adding one year to extend her existing three-year contract.

Greg Bochy moved to hire Eileen Johnson and to extend her three-year contract for an additional year to June 30, 2011. Jason Hamrick seconded the motion. Teresa said Eileen is appreciated and that she goes above the call of duty. Jason Hamrick, Tim Sather, Peter Freivalds, Becky Malenowsky, Susanne Vinton, Teresa Stroebe, and Greg Bochy voted aye; the motion passed unanimously.

F. Substitute Hiring

A list of recommended new hires was attached to the agenda. They have passed the background check.

Trustee Becky Malenowsky moved to hire Cathy Bakker and Kristen Hines as substitutes. Tim Sather seconded the motion. Jason Hamrick, Tim Sather, Peter Freivalds, Becky Malenowsky, Susanne Vinton, Teresa Stroebe, and Greg Bochy voted aye; the motion passed seven to zero.

G. RFP for Contract Food Service

Supt. Johnson advised the following: Attached is a copy of the RFP (Request for Proposal) for Food Service Management. There may still be some changes on this as OPI continues to give direction on the details. The advertising will go out and then we evaluate the proposals as detailed in the RFP followed by a recommendation and decision by the Trustees. Your resolution at this time would be just to advertise. The School Foods Department at OPI is required to review and approve all of these actions.

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Regular Board Meeting
January 8, 2008

Eileen advised that the proposals would be considered at a public meeting. The date on the proposal deadline would be January 31, 2008. These items were noted: 1) the Advisory Board is the Health Committee; 2) multiple service areas need to be addressed in the RFP; 3) offering two to three entrees is important to keeping the participation more level; 4) the RFP is the basis for the contract; 5) respondents have to present a 21-day menu as well as salad bar and ala carte choices including fresh fruits and vegetables.

Eileen informed trustees that current Food Service Manager, Shirley Briner, has agreed to postpone her retirement to help us through the end of the year.

Trustee Tim Sather asked if Eileen had talked to other schools that have contracted their food service. Eileen said yes. She also noted that Kim Pullman from the Office of Public Instruction has been very helpful.

Peter Freivalds moved to advertise the request for proposal as specified and attached to the agenda. Teresa seconded and expressed gratitude to Shirley. Jason Hamrick, Tim Sather, Peter Freivalds, Becky Malenowsky, Susanne Vinton, Teresa Stroebe, and Greg Bochy voted aye; the motion passed seven to zero.

DISTRICT REPORTS ATTACHED TO THE AGENDA

Since there was such a short time between the holiday and the return to school, supervisors and principals will be available to answer questions, but will not have formal reports.

ADDITIONAL INFORMATION

  1. The official school election calendar for this spring was attached for trustee information. Trustees were asked to take note that the dates for filing for election are December 23, 2007 through March 27, 2008. This year the terms of Greg Bochy and Teresa Stroebe expire in May 2008. May 6, 2008 is school election day. There was a brief discussion about the timeline for consideration of a Mill Levy Election.
  2. Policy No. 5226 that was approved at the December meeting was attached.
  3. Attached is information on the investments of the bond funds. District Clerk Diane Brook briefly reviewed the spreadsheets and investments.

Eileen advised that Ann Harrigan from the Billings Symphony will be at Lockwood School to provide workshops for students in Grades 3-6.

She also noted that security cameras are in place in existing buildings. They will receive training on how to review videos in the event there is an occurrence for viewing.

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Regular Board Meeting
January 8, 2008

TRUSTEE REPORTS

Trustee Stroebe advised that the MQEC Board Meeting is coming up on January 24. She thinks there needs to be a rebuttal to the governor’s article in today’s newspaper. She brought articles written by large and small school districts about the shortfall. She thinks the board should compose a letter to MQEC and the editor.

Trustee Peter Freivalds suggested informing the Lockwood community, so they will be aware of funding issues before a levy request would be put before them. Peter suggested that trustees should have a fact sheet specific to Lockwood Schools.

Pictures of the progress of the construction are now on the website.

ADJOURN

Becky Malenowsky moved to adjourn the meeting at 8:16 p.m. Greg Bochy seconded the motion. Jason Hamrick, Tim Sather, Peter Freivalds, Becky Malenowsky, Susanne Vinton, Teresa Stroebe, and Greg Bochy voted aye; the motion passed seven to zero.

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

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