CALL TO ORDER
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, and Greg Bochy (arrived at 7:06 p.m.), Superintendent Eileen Johnson and District Clerk Diane Brook. Trustee Teresa Stroebe was absent.
Staff members present were: Mike Bowman, Dave DeBoer, Mike Sullivan., Charles Harvey, Johanna Freivalds, Brent Lipp, Mary E. Berasa, Jonathan Waterfall, and Pam Richau.
Registered guests present were: Evelyn Pyburn (Yellowstone County News), Zach Benoit (Billings Gazette) and Terry Sukut, AIA (JGA Architects).
Scott Chartier of High Tech Construction was 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 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.
Chair Susanne Vinton asked if there were any objections to the September 11, 2007, Regular Board Meeting minutes, the minutes of the Bid Opening Meeting September 14, 2007, and bills and wages as presented. There were no objections or corrections; the minutes, bills, and wages were approved.
Mike Sullivan introduced Mary Berasa and Jonathan Waterfall who are new teachers in the middle school.
Susanne advised that a thank you note had been received from the Johnson family. She also noted the letter attached to the agenda from Tom Cotton, President of the Montana Quality Education Coalition.
Greg Bochy arrived at 7:06 p.m.
EDUCATION AND BUSINESS
A. Building Project Update
Scott Chartier updated the board on the progress of Bid Pack 2 work. He advised that successful low bidders have been contacted and sub-contracts have been issued for Bid Pack 3.
There was a brief discussion of how changes could be made and what the deadlines are for changes in the value engineering process.
Architect Terry Sukut reported they were working on making the design changes due to decisions made in the value engineering process. They are continuing on the drawings and designs for Bid Pack 4. They are working to get a menu of costs and alternates for Bid Pack 4, now that Bid Packs 1-3 are in place.
B. Tuition Agreements for Yellowstone Academy
Eileen advised that the tuition is paid with a non-voted levy from the Tuition Fund one year in arrears.
Tim Sather moved to approve three (one was added after the agenda was mailed) tuition agreements for Yellowstone Academy for students MD, DD, and MK. Jason Hamrick seconded the motion. Trustees Jason Hamrick, Tim Sather, Peter Freivalds, Greg Bochy, Becky Malenowsky, and Susanne Vinton voted yes; the motion passed six to zero.
C. Security Cameras
The proposal received from Kenco Security and Technology was summarized as follows: $48,750 for a Web based system with 30 cameras, three recorders, and all cabling and installation included.
It was noted that the web system is secure and would be protected with logins and passwords, etc. The funding source for this purchase would be Building Reserve Fund, as this purchase would be for safety and security. The system would be installed in the existing buildings first, then it would be installed in the new middle school after construction is complete.
Becky Malenowsky moved to purchase the above detailed security system per the recommendation of Superintendent Johnson and Facilities Manager Art Anderson. It was noted that Art had received proposals from other vendors, and he felt Kenco’s proposal would best fit the needs of the school district. Greg Bochy seconded the motion.
Jason Hamrick, Tim Sather, Peter Freivalds, Greg Bochy, Becky Malenowsky, and Susanne Vinton voted yes; the motion passed six to zero.
D. Request to have a Breakfast with Tony the Tiger
Superintendent Johnson advised that board approval is required because advertising is connected with this activity.
Jason Hamrick moved to approve the request by Principal Bowman to allow the primary students to have a special assembly breakfast with Tony the Tiger. Greg Bochy seconded the motion. Trustees Jason Hamrick, Tim Sather, Peter Freivalds, Greg Bochy, Becky Malenowsky, and Susanne Vinton voted yes; the motion passed six to zero.
E. Paperless Agenda Costs
Eileen advised that it currently costs $200.75 per month to distribute the paper agendas, which amounts to $2,409 per year. It was noted that this includes: paper, postage, copy costs, and labor.
Technology Coordinator Pam Richau provided a report of the estimated set-up costs for going paperless as follows: Seven Notebook PCs; $4,550, seven MS Office Licenses; $336, and seven Norton AntiVirus Licenses; $273, for a total of $5,159. It was noted that broadband Internet would not be provided.
There was a brief discussion about how the paperless meeting would work. All trustees would have their Notebook computers at the meetings. The agenda items would be projected on the white board, so everyone present could see the documentation and items being considered. The trustees discussed the overall cost savings versus the set-up costs of going paperless. It was determined that General Fund or Technology Fund would be used for set-up costs.
Trustee Peter Freivalds moved to table this issue to give more time for consideration and to make it an action item at the next meeting. Jason Hamrick seconded the motion. Trustees Jason Hamrick, Tim Sather, Peter Freivalds, Greg Bochy, Becky Malenowsky, and Susanne Vinton voted yes; the motion passed six to zero.
A. Hiring Coaches
Greg Bochy moved to hire Wes Caldwell as eighth grade girls’ basketball coach and Amy Muir as coach for sixth and seventh grade girls’ basketball. Tim Sather seconded the motion. Trustees Jason Hamrick, Tim Sather, Peter Freivalds, Greg Bochy, Becky Malenowsky, and Susanne Vinton voted aye; the motion passed six to zero.
A. Substitute Hiring
Becky Malenowsky moved to hire the substitute teachers listed on the Request to Hire [Jason Kroh, Laura Shaffer, Gretta Walter, and Larry Whitmyer] attached to the agenda. Greg Bochy seconded the motion. Becky asked if the substitutes had been fingerprint background checked. Supt. Johnson answered affirmatively. Trustees Jason Hamrick, Tim Sather, Peter Freivalds, Greg Bochy, Becky Malenowsky, and Susanne Vinton voted yes; the motion passed six to zero.
REPORTS AND MISCELLANEOUS
The report was provided with the agenda.
Pam Richau discussed the archiving rules that have been broadened per her report distributed at the meeting. She advised the startup costs for Archive Services through FirstClass would be approxi-mately $6,000, with annual recurring costs of $309 for maintenance, support and upgrades. She said the fees for having a company providing archiving services and storing information in an off-premise server would be about $9-$11 per user.
There was a brief discussion of using a system of backups versus using this type of archiving system. The trustees requested that this be put on the agenda again next month.
The report was provided with the agenda.
There was no facilities report provided this month.
The Primary, Intermediate, and Middle School principals had provided written reports with the agenda. Mike Bowman and Dave DeBoer had nothing to add to their reports.
Mike Sullivan talked about having a community blood drive. United Blood Services would be providing some educational information. The blood drive would be a contest between Lockwood Middle School and Castle Rock Middle School. They will compete to determine which school gets the most people to donate blood. The trustees agreed that this would be a good community project.
Mrs. Johnson’s report was provided with the agenda.
OLD BUSINESS OR FOLLOW UP INFORMATION
Chair Vinton asked if Debra Silk, MTSBA attorney, had responded regarding their conference call about the McCracken health insurance issue. Eileen said there had been no reply yet.
The Staff Appreciation Luncheon was scheduled for Wednesday, December 12.
A. Possible New Agenda Design
An example of a different format for board meeting agendas was attached to the agenda. The trustees discussed the different format and using consent agendas. Any trustee can request that any item in the consent agenda be pulled out for separate consideration.
The trustees asked for the new agenda order to be used next month, but they did not want to use the consent agenda yet.
The next regular board meeting will be held Tuesday, November 13, 2007 at 7:00 p.m.
Peter Freivalds moved to adjourn the meeting at 8:32 p.m. Jason Hamrick seconded the motion. All trustees voted affirmatively. The motion passed six to zero.
Sue Vinton, Chairperson Diane M. Brook, District Clerk