Proceedings of the Board of Trustees
Lockwood School District No. 26
Yellowstone County, Billings, MT
Regular Meeting of September 9, 2008
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REGULAR SESSION CALL TO ORDER - 7:00 pm

Chair Susanne Vinton opened the regular meeting, called it to order at 7:02 p.m., and led those present in the Pledge of Allegiance.

The following trustees and officers were present: Trustees Susanne Vinton, Jason Hamrick, Tim Sather, Peter Freivalds, Becky Malenowsky, Greg Bochy and Tamara Spillum, Superintendent Eileen Johnson and District Clerk Diane Brook. Staff members present were Dave DeBoer, Mike Sullivan, Mike Bowman, Don Christman, Sal Scrano, Pam Richau, Keith Tresch, and Art Anderson. Registered guest was Holly Sather. Beth Shumate and Terry Sukut were also present.

Mrs. Vinton welcomed visitors and advised the following:

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.

The meeting was dedicated to Tim Sather who will be deployed to the Middle East soon.

INDIVIDUALS, DELEGATIONS, CORRESPONDENCE, DISTRICT NEWS

Mike Sullivan introduced Sal Scrano, new Middle School music teacher, to the Board of Trustees and those present.

Sue Vinton read aloud a letter from Helen and Rubin Oberlander of Miles City regarding the new middle school.

BUILDING PROJECT UPDATE FROM HIGH TECH CONSTRUCTION

Terry Sukut of JGA provided the update. He advised that they are working on getting the test and balance report relating to the temperature control systems and air handling. A few things need to be completed for the casework; they are awaiting the parts.

Terry said the HVAC project has been the number one issue of discussion at weekly meetings. He has been assured by High Tech and Mark Jones of Star Service that they are on track to have the heat in the buildings by October 1.

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Regular Board Meeting
September 9, 2008

Mr. Sukut reported briefly about the Boys & Girl Club remodeling project. They are still working on pricing and value engineering. There was a significant overage between the estimated costs and actual costs provided.

Trustee Tim Sather asked about the fire alarm system. Art Anderson, Facilities Director, reported that they are still dealing with a few problems with the fire alarm system.

Art also reported on the landscaping project. He advised that Creative Landscapes are due to be on site and beginning the trenching very soon.

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.

Susanne asked if there were any objections to the minutes of the August 11, 2008 work session, the regular meeting on August 12, 2008, and the special meeting held on August 29, 2008, as presented. Hearing no objections, the minutes were approved.
Susanne asked if there were any objections to the bills and wages as presented. Hearing no objections, the bills, and wages were approved.

C. Beth Shumate – Possible Grant for Field Development.

Beth Shumate presented information about the possibility of receiving grant funds to develop our field into a place for students, staff and community. She has 18 years of parks and recreation experience; she worked previously for Fish, Wildlife and Parks.

Ms. Shumate distributed some information she had developed for the recreation trails grant program for Red Lodge. Beth said that she had three grants in mind that would be suitable for Lockwood School and the Lockwood community. Those grants are the Safe Routes to School Grant, the Community Transportation Enhancement Program (CTEP) Grant, and the Lake and Conservation Fund Grant.

She advised that Lockwood would be a good applicant for the Safe Routes to School Grant, since we are a K-8 School and really have a need for sidewalks and lighting.

The grant deadline is December 31, but it may be pushing it because a needs-assessment has to be done. This year it would be good to do a “soft request” for money to complete the surveys, needs assessment, bikability, and walkability assessments.

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The Community Transportation Enhancement Program (CTEP) Grant would need to be done in conjunction with the Yellowstone County Commissioners due to Lockwood not being incorporated.

The Lake and Conservation Fund Grant (LWCF) would also be a possibility. Congress allocates these funds to Fish, Wildlife and Parks for distribution. Lockwood could receive up to $75,000, which is the maximum amount, for the field. Schools must also show that the area will be used to provide general public recreational use. This use does not preclude the school from reserving it for certain times. However, there is a requirement that the schedule be posted.

Trustee Greg Bochy asked about Beth Shumate about her fees. She responded that her fees are a flat $30 per hour, which is usually seven to ten percent of the total project cost.

Chair Vinton asked if she spearheads and facilitates the surveys and assessment work, as well as writing the grant. Beth said yes; she suggested partnering with the fire department for the outdoor survey.

Sue proposed involving the students, perhaps through Student Council.

Tim asked if these grants require matching funds. Beth answered that the LWCF requires a thirty percent match. The recreational trails grant requires twenty percent. Some of the match can be provided with “in-kind” contributions. The Safe Routes has no matching requirement.

Beth advised that the LWCF is a reimbursable grant. The school would need to provide the funds for costs up front; then Fish Wildlife and Parks will reimburse the school up to the $75,000.

Ms. Shumate has been grant writing for three and one-half years. Thus far she has had a 95 percent success rate.

She advised of the deadlines and said she could return to another meeting for further discussion. The grants she had listed would all go hand in hand. She foresees it as one big project. Financially it is more beneficial to try to do it all in one or two years, and then much of the work can be coordinated together.

When asked if the grant could be used to pay her fees, she responded, “Usually not.”

It was noted that some of these grants can be used for restroom facilities.

The trustees decided to review the information provided and to place this item on the agenda for the next regular meeting on October 14, 2008.

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D. Policy No. 4550 – Registered Sex Offender Policy

Policy No. 4550 was presented for third and final reading inclusive of changes requested at the previous board meeting.

Peter Freivalds moved to adopt Policy No. 4550 on third and final reading as presented. Greg Bochy seconded the motion. Susanne Vinton, Jason Hamrick, Tim Sather, Peter Freivalds, Becky Malenowsky, Greg Bochy and Tamara Spillum voted aye. The motion passed seven to zero.

E. Trustee Tim Sather Deployed for Military Duty

The trustees briefly reviewed the information regarding this issue provided by Lance Melton from MTSBA and citation of Montana Law.

Eileen advised that the law says that the Board of Trustees does not vacate the position, but they can request a temporary person to fill in during the regular trustees’ time away due to military service.

Tim advised that he and Chair Vinton had talked to Holly Sather about filling in.

Trustee Tim Sather made a formal request to have someone fill in his position. He reports for duty September 28, 2008, and will return in about ten months.

Greg Bochy moved to accept Tim’s request to have an interim trustee appointed in his absence for military duty. Tamara Spillum seconded the motion. Susanne Vinton, Jason Hamrick, Tim Sather, Peter Freivalds, Becky Malenowsky, Greg Bochy and Tamara Spillum voted aye. The motion passed seven to zero.

Sue said she would entertain a motion to appoint someone as interim trustee during Tim’s military leave.

Greg Bochy moved to appoint Holly Sather as an interim trustee while Tim Sather is deployed for military duty. Jason Hamrick seconded the motion. Susanne Vinton, Jason Hamrick, Tim Sather, Peter Freivalds, Becky Malenowsky, Greg Bochy and Tamara Spillum voted aye. The motion passed seven to zero.

It was noted that Holly Sather will take the Oath of Office at the next meeting.

F. Substitute Hiring

Becky Malenowsky moved to hire substitute teachers and support staff substitutes for 2008-09 per the list attached to the agenda. Peter Freivalds seconded the motion. It was noted that all of the substitutes have an approved fingerprint background check.

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Susanne Vinton, Jason Hamrick, Tim Sather, Peter Freivalds, Becky Malenowsky, Greg Bochy and Tamara Spillum voted aye. The motion passed seven to zero.

DISTRICT REPORTS

Athletics – Athletic Director Keith Tresch provided the report as an attachment to the agenda.

A report of the costs of recurring software, services and subscriptions was provided as an attachment to the agenda for information purposes. The board briefly reviewed it.

Eileen advised that they are planning to interview for the additional kindergarten teacher needed on Monday, September 15. She requested a special meeting to hire the teacher on Tuesday, September 16, noting a quorum of trustees would need to be present. The special meeting was scheduled for 12:00 noon on that day.

TRUSTEE REPORTS

Greg Bochy reported about the dedication plaque for the new building. The plaque will be placed on a four-foot Montana monarch stone. Greg obtained the rock from Wayne and Pam Ask. They sold a similar stone to a downtown business for $2,300, and they are providing this one to Lockwood School for $300.

ADJOURN

For historical purposes it should be noted that earlier today, September 9, 2008 a ceremony was held to celebrate the opening of the new Middle School
.
The next board meeting will be Tuesday, October 14, 2008 at 7:00 p.m.

Peter Freivalds moved to adjourn the meeting at 8:26 p.m. Jason Hamrick seconded the motion. Susanne Vinton, Jason Hamrick, Tim Sather, Peter Freivalds, Becky Malenowsky, Greg Bochy and Tamara Spillum voted aye. The motion passed seven to zero.

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

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