Proceedings of the Board of Trustees
Lockwood School District No. 26
Yellowstone County, Billings, MT
Regular Meeting of July 8, 2008
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REGULAR SESSION CALL TO ORDER - 7:00 pm

Vice-Chair Greg Bochy 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, Greg Bochy, Peter Freivalds, and Tamara Spillum, Superintendent Eileen Johnson and District Clerk Diane Brook.  Becky Malenowsky and Susanne Vinton were absent.

Staff members present were:  Mike Bowman, Darlene Hess, Mike Sullivan, and Art Anderson.

Registered guests present were Luella Brien from the Billings Gazette, Scott Chartier of High Tech Construction, and Pam Malek of Exxon Mobil.

Evelyn Pyburn of Yellowstone County News and Don Reed were also present.

Mr. Bochy 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

None

BUILDING PROJECT UPDATE FROM HIGH TECH CONSTRUCTION

Scott Chartier of High Tech Construction was present to provide an update about the new middle school (Bid Pack 3) and HVAC project (Bid Pack 4).

  1. The far wing in the new middle school should be ready for move-in on July 18.
  2. Cabinetry for the remainder of project is due for delivery on July 21.
  3. He thinks the building will be mostly ready to move in on August 1.
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  1. This week the epoxy floors in the kitchen and locker rooms will be installed.
  2. This weekend the VCT gym floor will be installed.
  3. Everything is moving well on the middle school project.
  4. Bid Pack 4 is going well.  They have requested the plumbers add some people. 
  5. This week they will start working five 10-hour days. 
  6. It looks doubtful at this time that all the plumbing piping will be installed by the time school starts.
  7. Costs on the Bid Pack 3 Project:  Scott believes right now that they will not have dipped into the $50,000 contingency and it is possible there may be another $25,000-$30,000 unused including all change orders, etc.  Things have gone well; good winter weather helped.
  8. Bid Pack 4 has a good contingency and he is hopeful that it will be able to be moved to the summer of 2009 HVAC project later on.

Tim asked about using some of the contingency for landscaping.  Art and Eileen advised that the priority for it would have to follow the work that will be done next summer on the HVAC project.

There was discussion of the impact to students by the time school starts.  They believe that the only work that will go on will be underneath the buildings, so students should not be impacted.  They will give us a schedule.

Eileen asked about setting a date for a moving day, so she can let the community know.  It was noted that with the way the work is getting accomplished, the move would probably have to be spread over two or more days. 

ITEMS FOR ACTION

A. Approval of Minutes            B. 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.

Jason Hamrick moved to approve the June 10, 2008 regular board meeting minutes, the June 24, 2008 work session minutes, and bills and wages as presented.  Tamara Spillum seconded the motion.  Jason Hamrick, Tim Sather, Greg Bochy, Peter Freivalds, and Tamara Spillum voted aye; the motion passed five to zero.

C. Middle School Handbook for 2008-09

The trustees had an opportunity to review the handbook and discussed these items:

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Tim Sather noted a typographical error.

Peter Freivalds noted the change in time for building entrance, which is now 7:30 a.m.; some places in the handbook still said 7:50 a.m.

Mike Sullivan advised that changes to the cell phone policy had to be implemented as you can no longer purchase cell phones without a camera.  The handbook now says they must be turned off.  

Principal Sullivan said he would make the above-mentioned corrections.

Peter Freivalds moved to approve the 2008-09 Middle School Handbook with amendments discussed.  Jason Hamrick seconded the motion.  Trustees Jason Hamrick, Tim Sather, Greg Bochy, Peter Freivalds, and Tamara Spillum voted aye.  The motion passed five to zero.

D. Advertising Suggestions

Supt. Johnson provided the trustees with information from other schools regarding their handling of advertising.  Eileen suggested that they study it more, possibly with a committee involving the athletic director and a principal.  The committee would develop a plan for specific guidance.  Tamara asked if this would be just for Sturdevant Gym.  The committee would decide, but that is the most public area.

Peter wondered how the money would be disbursed. 

Eileen said the board would need to decide the type of advertising, the cost, and how the proceeds would be used.

Peter and Greg said they would be on the committee.  Greg assumed that Mike Sullivan would be the principal serving on the committee.  They felt a new committee should be formed for this purpose, rather than an ongoing committee.  Peter suggested that they wait to meet until fall, so the new building will be done.

E. Committees for the 2008-2009 School Year

Eileen noted most of these are curriculum committees, and they do not necessarily meet every year.  Tamara said she would take Sue Vinton’s Health Enhancement committee.  She also volunteered for Art and Practical Arts.  Eileen will send out a revised list. 

Don Christman sends out e-mails when there are committee meetings.  Becky Conner will send e-mails to Greg for Family Resource and Community Education meetings.

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F. Policy Recommendation from MTSBA - No. 4550 on Sexual Offenders

Included in the agenda was the narrative recommendation from MTSBA regarding Policy No. 4550.  This policy will require three readings.

Jason Hamrick moved to adopt Policy No. 4550 as recommended by MTSBA on first reading.  Tamara Spillum seconded the motion. 

Tim Sather noted that the Montana or local registry does not indicate whether or not the victim was a minor.  Since it is in the policy that the offense is against a minor, he does not know how we would know that information, because the registry only indicates Level 1, 2 or 3 offenses.  Perhaps the policy should say if they are registered as a sex offender instead of that the offense is against a minor.  Tim asked Eileen to contact Joe Brott at MTSBA to get clarification of this issue.

Trustees Jason Hamrick, Tim Sather, Greg Bochy, Peter Freivalds, and Tamara Spillum voted aye.  The motion passed five to zero.

G. Goals from the Work Session

Peter moved to table this issue until all trustees are present.  Jason Hamrick seconded the motion.  Greg asked for discussion; seeing none, he asked for the vote.  Trustees Jason Hamrick, Tim Sather, Greg Bochy, Peter Freivalds, and Tamara Spillum voted aye.  The motion passed five to zero.

H. Request to Release Brent Lipp from his Teaching Contract

Greg said it is our loss and a gain for Huntley School. 

Eileen advised that Brent did bring in a letter with the correct school year in it.

Tim Sather moved to release Brent Lipp from his 2008-09 teaching contract so he can move on and continue his career.  Jason Hamrick seconded the motion.   Trustees Jason Hamrick, Tim Sather, Greg Bochy, Peter Freivalds, and Tamara Spillum voted aye.  The motion passed five to zero.

DISTRICT REPORTS ATTACHED TO THE AGENDA

Art Anderson discussed the roofing project for the summer.  He provided the proposal from Genoy L.L.P.  He noted that the price of $47,875 is close to the $50,000 threshold for bidding the project.  He feels this is a fair price and the proposal is very specific for the work to be done. 

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Art feels this is the best fix and most cost effective method to make this a weather-tight roof.  He has looked at other options, but feels this would work the best.  There is a 10-year warranty with this.

He advised that he had received another proposal, but it did not address the fasteners and the contractor would have travel expenses from Coeur ‘dAlene, Idaho.

Mr. Anderson advised that this is a product that is somewhat new to Genoy, so it will be overseen by a factory representative. 

There was a brief discussion about the process for repairing damage to this type of roof if there was hail or a tree falls on it.

Trustee Freivalds moved to approve this roof repair proposal as presented.  Tamara Spillum seconded the motion.  Trustees Jason Hamrick, Tim Sather, Greg Bochy, Peter Freivalds, and Tamara Spillum voted aye.  The motion passed five to zero

TRUSTEE REPORTS

Trustee Hamrick noted the training they had attended at the MTSBA new building. 

Trustee Spillum briefly discussed her new trustee training session provided by MTSBA.

Eileen advised about the option of having a work session on August 11 prior to the budget meeting on August 12, 2008, or new trustee, Tamara Spillum could meet with Diane individually to learn about the budgeting process. 

It was the consensus of the trustees present that they should have a Budget Work Session on Monday, August 11, 2008 at 6:15 p.m.  No decisions will be made at the work session.  It will be an informational session for discussion of the budget and the budgeting process.

ADJOURN

Peter Freivalds moved to adjourn at 8:01 p.m.   Jason Hamrick seconded the motion.  Greg Bochy, Tamara Spillum, Jason Hamrick, Peter Freivalds, and Tim Sather voted aye; the motion passed five to zero.

___________________________     ___________________________
Greg Bochy, Vice-Chairperson               Diane M. Brook, District Clerk

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