REGULAR SESSION CALL TO ORDER - 6:06 pm
Chairperson Vinton opened the regular meeting, called it to order at 7:06 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, and Greg Bochy, Superintendent Eileen Johnson and District Clerk Diane Brook. Trustee Teresa Stroebe arrived at 7:45 p.m.
Staff members present were: Mike Bowman, Darlene Hess, Don Christman, Dave DeBoer, Art Anderson, Pam Richau, Mike Sullivan, Johanna Freivalds and Brent Lipp.
Guests present were: Scott Chartier and Shane Flohr, High Tech Construction, Keith Campbell of ACE, Bob Cummings, AIA, with JGA Architects, Evelyn Pyburn, (Yellowstone County News), Luella Brien (Billings Gazette) and Kim Dare of Galusha, Higgins and Galusha.
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.
BID PACK 4 – HVAC REMODEL OF EXISTING BUILDINGS
Scott advised that High Tech Construction had received electrical bids from Yellowstone Electric, Reddi Electric and Ace Electric. Ace was the low bidder. The school district has copies of these bids and all bids were available at the meeting for public review.
Scott reviewed his Bid Pack 4 analysis, including Bids and Budget Analysis, per the attached sheets.
Keith Campbell recommended completing Alternate No. 4 as it is a life safety issue. Alternate No. 4 is fire alarm system replacement in the Primary and Intermediate buildings. The other alternates should be reviewed and prioritized based on funding.
It had been determined that the grease trap should be added back into Bid Pack 3 plans.
Superintendent Johnson advised that data/communication cabling and lockers will need to go to bid separately. The school administration and facilities will place the bid advertisements and handle those bids.
The Budget Analysis provides for a contingency of $230,000. The group of consultants felt that this type of project could have possibilities of unforeseen issues that would not be included in the plans and drawings. Keith said a typical range for contingency for this type of project would be five to ten percent. This is about seven percent, and he is comfortable with that. All consultants agreed that $230,000 was a reasonable number for contingency on this project. As project progresses they may be able to readjust the contingency.
Everyone reviewed the seven options with base bids and four alternative choices that Scott had provided in his analysis of Bid Pack 4. Option No. 7: All Heating and Ventilating, Air Conditioning the Primary and Intermediate Buildings, and Fire Alarm Upgrade was recommended.
Scott reviewed the construction schedule for this project. He said the Primary and Intermediate Buildings would be completed during the summer of 2008. At that point we would know where we are with respect to contingencies. If it appears there are sufficient funds, we could then provide the Board of Trustees with updated prices from existing contractors.
The new school will operate much better than existing facilities, so they should still be comfortable with the systems that are in there without air conditioning. It is designed to have air conditioning in the future.
There was discussion of estimated additional utilities costs for air conditioning in the Primary and Intermediate Buildings. It was noted utilities to cool the New Middle School would be less because it is better insulated than the existing buildings.
Eileen asked about any costs savings by going to two boilers from seven. Keith advised that the new boilers will be much more efficient. He noted that 60-80% of the heating load is ventilation. The new system will have much more ventilation and better indoor air quality. It is not necessarily the case that the utility bills will be less, due to the added ventilation.
The system is built to maximize the efficiency. Everything was done to get the most efficient system possible.
Peter re-capped that the only piece of the whole project that we are missing with Option 7 is air conditioning the existing middle school.
ACTION: Tim Sather moved to accept Option 7 for Bid Pack 4 and add the 7 mm sports floor to the gym, which was within the budget analysis. Greg Bochy seconded the motion.
Trustee Becky Malenowsky remarked that she was glad to see the contingency fund at the higher level for the remodel.
Eileen advised that at the September 2008 Regular Board Meeting further decisions can be made based on an up-to-date budget analysis at that time.
Tim Sather advised that he would like to revisit Note 1 which states: There is no funding included for the softball field, at the September meeting.
Chair Vinton re-iterated the motion on the floor and the trustees voted. Jason Hamrick, Tim Sather, Peter Freivalds, Becky Malenowsky, Susanne Vinton, and Greg Bochy voted aye. The motion passed six to zero.
Scott said he has prepared copies of the amendment for review by the administration.
BUILDING PROJECT UPDATE FROM JGA AND HIGH TECH
Shane Flohr updated everyone on the progress of the project. He noted that weather and wind had caused some small delays. Materials deliveries are on schedule, and overall the project is looking good. There have been some revisions to the bar-graph schedule, but the completion date is as planned.
Scott added that the bar-graph schedule and minutes of progress meetings will be distributed to the board weekly.
Bob Cummings of JGA presented drawings of the building with red cement board lap base siding with a stripe above in a different color. It is a pre-finished color siding product with a 20-year warranty.
ITEMS FOR ACTION
A. 2006-07 Audit Report
Kim Dare, CPA, with Galusha, Higgins and Galusha presented the annual audit report. She reviewed the Summary of Auditors’ Results on Pages 42-43 of the audit, noting that there were no findings or reportable conditions. Kim advised that reading the Management Discussion and Analysis written by Diane Brook provides a good overview of the finances of the district. She briefly discussed upcoming GASB regulations and the possibility of needing an actuary to quantify retirees’ insurance benefits.
Peter Freivalds moved to accept the 2006-07 audit report as presented. Jason Hamrick seconded the motion. Jason Hamrick, Tim Sather, Peter Freivalds, Becky Malenowsky, Susanne Vinton, and Greg Bochy voted aye. The motion passed six to zero.
INDIVIDUALS, DELEGATIONS, CORRESPONDENCE, DISTRICT NEWS
A. Public Comment - None
B. Public Written Request to be Placed on the Agenda - None
ITEMS FOR ACTION (cont.)
B. Release Classified Employees from Contracts
Kayla Garcia, Tracy Klapmeier, Diana Stern, and T. Kay Wilcox have left employment at Lockwood Schools. Supt. Johnson requested releasing them from their 2007-08 contracts.
Tim Sather moved to release these four individuals from their contracts for the remainder of the year. Greg Bochy seconded the motion. Jason Hamrick, Tim Sather, Peter Freivalds, Becky Malenowsky, Susanne Vinton, and Greg Bochy voted yes. The motion passed six to zero.
Eileen briefly discussed the daycare. She said the fire department had verbally approved Room 370 for the daycare. They will provide a written notification. She advised that it has to totally be self-sufficient; no district money will be used for its operation.
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 January 8, 2008, regular board meeting minutes, the January 28, 2008, special board meeting minutes, and January 31, 2008, bid opening meeting minutes, and bills and wages as presented. There were no objections or other corrections; the minutes, bills, and wages were approved.
E. Hire Volleyball Coaches
Volleyball: 6th Carrie Schmidt; 7th Vicki Balgua and Mary Kay Rottrup;
8th Andrea Hofmann and Megan Coryell
These recommended coaches are all current employees.
Trustee Becky Malenowsky moved to hire the above-mentioned volleyball coaches. Peter Freivalds seconded the motion. Jason Hamrick, Tim Sather, Peter Freivalds, Becky Malenowsky, Susanne Vinton, and Greg Bochy voted yes; the motion passed six to zero.
F. Substitute Hiring
Eileen advised that Rhonda Johnson is a relative of Becky Malenowsky. Per Montana law, Rhonda can work 30 consecutive days as a substitute until the required legal advertising has taken place.
Trustee Greg Bochy moved to hire the following substitute teachers: Kathryn Ahrens, Jennifer Allen, Amanda Ankrum, Athena Ayers, Terra Balzer, Courtney Bjordahl, Bethany Blank, Trina Halama, Stephanie Jonas, Talia Super, and Laci Szillat and the following support staff substitutes: Rhonda Johnson and Cyrus Murfitt. Jason Hamrick seconded the motion. Jason Hamrick, Tim Sather, Peter Freivalds, Susanne Vinton, and Greg Bochy voted yes. Becky Malenowsky abstained. The motion passed five to zero.
Mike Bowman introduced Terra Balzer, who is also a student teacher.
INDIVIDUALS, DELEGATIONS, CORRESPONDENCE, DISTRICT NEWS (cont.)
Linda Ruegsegger will return for the 2008-09 school year. Trustees were happy to receive the news that Linda Ruegsegger will be returning next year.
Eileen advised that Michelle Brosovich resigned.
ITEMS FOR ACTION (cont.)
G. Request for Spring Parent Conferences
Teachers in the primary building are requesting additional parent conference days to be added to the calendar this year. The requested dates are: February 22, 2008, for Grade 1 and April 4, 2008 for kindergarten.
Mrs. Johnson advised that she recommends this change. Primary Principal Mike Bowman said kindergarten teachers felt that parent conferences after the third quarter would work best for them and first grade teachers thought after first semester would be best for their students.
Teresa Stroebe arrived at the meeting.
Eileen advised that they have plenty of hours of instruction in those grades, so it would in no way jeopardize accreditation. Jason Hamrick moved to approve spring parent conferences for Grades K and 1; Becky Malenowsky seconded the motion. Jason Hamrick, Tim Sather, Peter Freivalds, Becky Malenowsky, Susanne Vinton, Teresa Stroebe, and Greg Bochy voted yes; the motion passed seven to zero.
H. Request to Move the Primary Office
Since the new parking and drop-off area for the primary building has been established, Supt. Johnson is requesting moving the Primary Office to a more accessible area for parents and others entering the building.
Art Anderson provided some drawings and preliminary costs for this work which will have to be funded through Building Reserves. He briefly reviewed the design and said he hopes to link the work with Bid Pack 4, which would provide costs savings.
Art anticipates that it the cost will be less than $50,000, so it won’t have to go out to bid. They are about mid-point in the design development. They will proceed forward with the Board’s approval. The new office space will provide a significant increase in square footage. Timeline for completion of the new primary office is June 2008.
It was noted that the East Special Education Co-op will be occupying the current intermediate office area.
Becky Malenowsky made a motion to change the location of the Primary Building office this summer per the plan presented. Peter Freivalds seconded the motion. Greg Bochy called the question. All trustees voted in favor; the motion passed unanimously.
Eileen requested that the previously scheduled budget meeting be moved from Monday, February 18, 2008 to Monday, March 3, 2008, to allow more time to prepare. The trustees agreed to the change. The meeting will begin at 6:30 p.m.
Eileen provided a list of cost saving ideas provided to her by staff. She advised that we will be faced with using one-time-only (OTO) monies that have no sustainability for some salaries next year.
Peter commented that trustees could do their part by cutting back on travel. He noted that there are several workshops provided here in Billings.
Teresa advised that carpooling and vision netting could help.
Trustees commented that the education is invaluable and networking is important.
These reports were provided with agenda.
Curriculum Report - Don Christman
Athletics Report - Keith Tresch
Intermediate Principal - Dave DeBoer
Primary Principal - Mike Bowman (Barbara Frank’s One-Class-at-a-Time Award was noted.)
Middle School Principal - Mike Sullivan
Technology Report - Pam Richau: Pam also advised that the second Tuesday in March the “Tech Talk” will provide information about First Class.
Superintendent Report – Eileen Johnson: Early in the meeting Eileen provided a demonstration of security cameras viewing of hallways, etc.
The meeting adjourned at approximately 8:30 p.m.
Sue Vinton, Chairperson Diane M. Brook, District Clerk