Meeting Agenda

Meeting Date: Tuesday, August 14, 2012
Meeting Time: 7:00 pm
Meeting Location: Administration Building Board Room
6:30 pm iPad Training for Trustees

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.

1. Call to order 7:00 pm
    Pledge to the Flag
    Welcome

2. Individuals, delegations, correspondence

3. Items for Action

  1. Approve minutes of July 10th and August 7th meetings
  2. Approve bills and wages for July 2012
  3. Oath of Office – Peter Freivalds
  4. Trustee Financial Reports for 2011-12
  5. Approve the 2012-13 Budget
  6. Approve Bus Contract with First Student
  7. Approve Roofing Project
  8. Hire Maintenance/Facilities Help
  9. Hire Coaches and Sponsors
  10. Hire Substitutes for 2012-13
  11. Revise Policy 3451 Acceptable Use/Children's Internet Protection Act
4. District reports
  1. Facilities Report
  2. Superintendent's Report
5. Trustee reports

6. Adjourn

NEXT REGULAR MEETING IS SEPTEMBER 11, 2012 AT 7:00 PM

Superintendent's Agenda Report

3. Items for Action

  1. Approve minutes of previous meeting(s)

  2. Approve bills and wages for July 2012

  3. Oath of Office – Peter Freivalds
    Peter will need to be officially sworn in as a Trustee.

  4. Trustee Financial Reports for 2011-12
    Laurie will present the Trustees Report for your approval.

  5. Approve the 2012-13 Budget
    Laurie and I will present our final recommendations for the 2012-13 budget for your approval. Please contact us with any questions on the budget that was presented at the work session prior to the meeting, so that we can get you a well-researched answer.

  6. Approve Bus Contract with First Student
    We are looking at signing a contract with First Student for an additional five years (we have two years remaining on this contract). This will allow us to replace our current fleet of buses with new vehicles that are outfitted with seat belts for student safety. They are putting together two contracts: one for the just the buses, the other for buses and an upgraded video system. The cost of this system will be pro rated over the length of the contract. I recommend that we extend the contract and add the newer video system.

  7. Approve Roofing Project
    I recommend that we re-roof the section of the Intermediate Building that borders Highway 87. I have included blue prints of the area, which is labeled area 1 in the engineer's report. This is the area that is of the greatest concern and we think that it would be proactive to have this work done prior to the winter months. We are still planning on applying for the Quality Schools Improvement Grant for reroofing other sections of the buildings, but the reality is that even if we get this grant the work will not be done until next summer. Funding for this project will come from the Building Reserve.

  8. Hire Maintenance/Facilities Help
    I recommend that Marc Dearing be hired on in the Facilities Department as a full
    time employee at an hourly rate of $20.42 with the appropriate benefits package.

  9. Hire Coaches and Sponsors
    I recommend that we hire Jen Rice and Gretta Henrickson as the Cross Country
    Coaches. I also recommend that we hire Charles Harvey as the Student Council
    Advisor.

  10. Hire Substitutes for 2012-13
    I recommend that we approve the attached list of substitute employees.

  11. Revise Policy 3451 Acceptable Use/Children's Internet Protection Act
    I have added an additional paragraph to this policy. This was at the
    recommendation of Jack Sterling, who does our eGrants. The Children's Internet
    Protection Act requires this language. I believe that our current language would
    fulfill this requirement, but having the exact language keeps us from having any
    issues down the road.
Star Line

Meeting Minutes


REGULAR SESSION CALL TO ORDER - 7:00 pm

At 6:30 p.m. Chair Tim Sather, Trustees Sue Vinton, Caree Bernhart, Jason Hamrick, Don Reed, Tamara Spillum, Trustee appointee, Peter Freivalds, District Clerk Laurie Noonkester, Superintendent Tobin Novasio, K-5 Principal Mike Bowman, K-5 Assistant Principal Don Christman, and Middle School Principal Gordon Klasna gathered to participate in iPad training from Technology Director Darlene Hess.

Chair Tim Sather opened the regular meeting and 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 Susanne Vinton, Tim Sather, Jason Hamrick, Don Reed, Caree Bernhart, Tamara Spillum, Superintendent Tobin Novasio and District Clerk Laurie Noonkester.

Evelyn Pyburn with the Yellowstone County News was also in attendance.

Registered guests are asked to sign in upon arrival.

Mr. Sather 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.

INDIVIDUALS, DELEGATIONS, CORRESPONDENCE, DISTRICT NEWS

ITEMS OF ACTION

A. Approval of Minutes

Chair Tim Sather asked if there were any objections to the minutes as presented. Hearing none, the minutes of the July 10, 2011 regular meeting were approved.

B. Approve Bills and Wages for July

Chair Sather asked if there was any objection to the bills and wages as presented. Hearing no objections, the bills and wages were approved.

C. Oath of Office for Trustee Appointee Peter Freivalds

District Clerk Laurie Noonkester administered the Oath of Office to Peter Freivalds. Mr. Freivalds was seated as Lockwood School Board Trustee for the period of one year.

D. Trustees Financial Summary for 2011-2012

Business Manager Laurie Noonkester presented the 2011-2012 Trustees Financial Summary (TFS) Report for approval by the Board of Trustees. The TFS had been provided earlier in electronic format to agenda recipients. Copies were available at the meeting for trustees and the public. Business Manager Noonkester explained and clarified the summary.

Business Manager Noonkester elaborated on the reporting and review process (from auditor to OPI and federal government reviews), use of grant funding, and how protested and unpaid/delinquent taxes are reclaimed and included in the financial reporting. Laurie opened to questions. A summary of questions and responses follows:

Caree Bernhart asked about some lines having no amount in one year and amounts in the next year. Laurie Noonkester explained, with an example, that in one case a larger ticket item, a photo copier was purchased, thus describing why an amount appeared in one year and not the year prior. Sue Vinton asked about a somewhat significant amount difference in a coded line item for administration salaries. Laurie Noonkester shared that this amount difference was explained by the retirement of Mr. Dave DeBoer.

Tim Sather asked about 1XX, line 6XX, which includes technology. Laurie Noonkester explained that some items included in this section are the recent iPad purchases, computer lab upgrades, repairs, etc., which come from General Fund (not the Technology Levy that was passed last year). The Tech Levy monies come into effect this coming year. She also commented that this also included software purchasing and licensing (e.g. PowerSchool upgrade). Sue Vinton asked about pg. 18, ARRA funds. Laurie Noonkester explained that those expired as they were for a limited time only. The district was directed to use those monies for helping with salaries – which is how the state directed they appear and be appropriated in the budgeting process.

Charts highlighting specific expenses were displayed and discussed. 2011-12 "Wages and Benefits" was shown and included as a "snapshot" (per a request from board member Sue Vinton).

Don Reed asked what/who MPERA (MT Public Employees Retirement Administration) covered since it is different from the TRS (Teachers Retirement System). Laurie Noonkester explained that this includes herself and the other classified administration office staff as well as other classified staff including custodial and maintenance workers.

The next chart showed the 2012-13 All Budgeted Funds ($10,709,319.30). General Fund Only (FY 12-13) chart: Laurie commented that it really doesn't vary too much from year to year and includes fairly "fixed" costs. Tobin Novasio shared that when personnel costs start to exceed 90% of a budget, it can be a "red flag" as those are fixed and savings and cuts would need to take place in other budget areas. We are currently at about 86% for the personnel portion of our budget.

Don Reed questioned how we compare with other districts in areas such as textbook expenses, which seemed fairly low. Laurie Noonkester explained that when we consider and combine with that software and technology-based resources we are fairly consistent with others.

Tobin Novasio further elaborated that there have been an expanding number of electronic and technology-based resources that are being used in lieu of, and in addition to, print-based resources such textbooks and workbooks.

Sue Vinton asked if she sees the district moving toward a model of tablets, etc. for
teachers as well.

Superintendent Novasio foresees that a 1-to-1 model of a device of some kind for every student is inevitable. He explained various tools that are currently available on platforms such as the iPad. He also briefly explained how the district plans to implement the iPads, including a "syncing station" to keep the iPads current and coordinated with apps for all teachers who may be using them with students in the classroom.

Business Manager Noonkester continued her report with a budget overview for the 20122013 school year. She was very pleased to share that General Fund reserve is at the maximum of 10%. She also shared that there are also excess reserves. Excess reserves are an "unlimited" item once General Fund reserves reach a maximum.

Peter Freivalds asked if there are any stipulations on how that excess reserve funding can be spent. Laurie Noonkester explained that these excess reserve funds can be a cushion of sorts should tax collection fall short of budgets or if an entity were to protest taxes and can be used in various areas and special projects.

Our taxable value increased again. Our tax collection decreased this year due to the fact that some previously protested taxes were released for use.

Sue Vinton asked if those protested taxes we requested were from resolved tax protests or those that were still active issues waiting for rulings to be made. Laurie Noonkester explained that there were some of both, as she has to do some requests for funding based on some projections before protests rulings are made, this money needed to be requested for release from the county.

Laurie Noonkester further explained that in her rationale she noted how she came up with each of the budgeted funds. She continued to highlight some specific areas of the budget and her rationale for each.

During a discussion of ANB funds, the principals were asked how enrollment numbers for the upcoming school year were looking, as this is registration week for new students. The overall observation shared by Mr. Bowman, Mr. Klasna, and Mr. Christman is that some classes that are already quite large seem to be continuing to grow with students transferring in to enroll in our district, while smaller classes are shrinking a bit. Net increases and decreases will be more apparent as school opens next week.

Peter Freivalds moved to approve the 2011-2012 TFS as presented. Tamara Spillum seconded the motion.

Trustees and Mr. Novasio thanked Laurie for her hard work and attention to her financial reporting duties.

E. Budgets for 2012-2013

Business Manager Laurie Noonkester presented proposed 2012-13 budgets for all budgeted funds for board approval. Budget documents had been provided electronically as posted on the website. Paper copies were available at the meeting for the trustees and additional copies available upon request.

Business Manager Noonkester guided the board through the budget documents fielding questions and offering clarification as needed.

Jason Hamrick moved to adopt the budgets as presented for the 2012-2013 school year. Tamara Spillum seconded the motion.

Trustees Susanne Vinton, Tim Sather, Don Reed, Jason Hamrick, Caree Bernhart, Peter Freivalds and Tamara Spillum voted yes; the motion passed seven to zero.

Trustees and Mr. Novasio thanked Laurie for her hard work and diligence in preparing and presenting the 2012-2013 budget.

F. Transportation Contract with First Student

Superintendent Novasio explained that the approval of this contract, which provides for seatbelt equipped busses as well as upgraded camera equipment, would extend the contract with First Student for another 5 years beyond the current contract. The current contract has two years remaining. First Student has found it cost effective to order new busses that come equipped with seatbelts rather than retrofit older model vehicles. In order to recoup their cost for the new vehicles First Student must have at least a five year commitment from the district. The district has been meeting with First Student regarding some of the new systems will be installed in the buses.

As the specific details and final costs of the contract with First Student (including equipment upgrades) had not been finalized by the time of this meeting, Superintendent Novasio advised that the board table this issue for the time being and address it at a future meeting when more details, and a finalized contract, could be provided by First Student.

Sue Vinton made a motion to table the approval of a transportation contract with First Student. Jason Hamrick seconded the motion.

Trustees Susanne Vinton, Tim Sather, Don Reed, Peter Freivalds, Jason Hamrick, Caree Bernhart and Tamara Spillum voted yes; the motion passed unanimously.

Chairman Sather mentioned the need to possibly have a special meeting to discuss this issue further.

G. Approval of a Roofing Contract

Superintendent Novasio and Facilities Director Rob Guzman explained details regarding roofing maintenance and replacement for sections of campus roofing. It was originally thought that a section in question could possibly be done for under $50,000 – however, it seems this will be over that amount and will need to go gout to the bidding process. Rob Guzman further explained that after consulting with CTA engineers, there are some immediate needs that need to be addressed (Section 1 of Area 1), therefore waiting to use grant monies (pending award in 2015) will not be possible. The costs are coming in closer to $90,000 -$100,000. Other sections of roofing can be remediated by using a sealing system that has been used on other sections of roofing rather than full roof replacement. Tim Sather asked about a tentative timeline for the bid process. Tobin Novasio will check on the specifics of the bid process but foresees it happening by October. Peter Freivalds asked about how the current "sealing" work is holding up. Rob Guzman said it is doing great and holding up very well. He is pleased with it and anticipates that it will have the same great performance when applied to the other roofing areas needing attention.

Don Reed made a motion to approve sending the roofing contract, as discussed, to the bid process. Caree Bernhart seconded the motion.

Trustees Susanne Vinton, Tim Sather, Don Reed, Peter Freivalds, Jason Hamrick, Caree Bernhart and Tamara Spillum voted yes; the motion passed unanimously

H. Hiring a Facilities Maintenance Worker

Superintendent Tobin Novasio recommends that Mark Deering be hired as a Facilities Maintenance Worker. He had passed all the background check requirements and is available to begin tomorrow. His wage will be covered by the rate that the district saves on subcontracting which was determined by a cost comparison from previous subcontracted work used in the district. Peter Freivalds clarified, by way of question, that Mr. Deering's salary was included as part the previously discussed budget. It had been budgeted. Mr. Deering is familiar with the campus and various electrical and mechanical systems as he has worked for subcontractors previously hired by the district. Rob Guzman noted that this familiarity from previous specific in-district work will be a great asset as he joins the district's maintenance staff.

Jason Hamrick made a motion to approve the hiring of Mark Deering. Peter Freivalds seconded the motion.

Motion passed unanimously.

I. Hiring of Athletic Coaches and Sponsors

Superintendent Novasio recommends the following be hired as Athletic Coaches and Student Council Advisor for the 2012-13 school year:

Student Council Advisor: Charles Harvey
Cross Country Coaches: Greta Henrickson and Jennifer Rice
Softball Coach: Jesse Swanke
Trustees Susanne Vinton, Caree Bernhart, Tim Sather, Peter Freivalds, Jason Hamrick, Don Reed and Tamara Spillum voted yes; the motion passed with a seven to zero vote.

J. Request to Hire Substitutes for the 2012-2013 School Year

The listed persons were recommended for hire as substitutes for the 2012-13 school year pending successful background checks. Most of those listed currently have successful background checks on file. Kayla Melugin, is to be removed from the list as she has been hired as a full time teacher elsewhere in the state.

Peter Freivalds made the motion to hire those listed as substitutes for the 2012-13 school year as presented pending the return of a successful background check. Don seconded the motion. Trustees Susanne Vinton, Caree Bernhart, Peter Freivalds, Tim Sather, Jason Hamrick, Don Reed and Tamara Spillum voted yes; the motion passed unanimously.

K. Revision of Required Policy 3451 Acceptable Use/Children's Internet Protection Act

Superintendent Novasio noted that in order to be in compliance with the E-Rate Grant process this policy needs to be revised.

Peter Freivalds asked if there is a specifically adopted program or curriculum to address this added language. Darlene Hess explained that the librarians usually do K-5 instruction for this, while Health classes, Computer Applications elective, and the librarian address this in grades 6-8. Don Christman explained that it is also addressed specifically throughout the district curriculum documentation. This specific language addition simply protects the district and allows schools to be more proactive in teaching students proper network use and etiquette rather than decrease network access through increased filtering / blocking methods. This need has also come about as students carry some of their negative and confrontational network behaviors in and out of the school day, forcing schools to deal with some of the behaviors and their consequences in school settings.

Sue Vinton made a motion to approve the policy as submitted. Jason Hamrick seconded the motion.

Trustees Susanne Vinton, Caree Bernhart, Tim Sather, Jason Hamrick, Peter Freivalds, Don Reed and Tamara Spillum voted yes; the motion passed unanimously.

DISTRICT REPORTS

A. Facilities-Director Rob Guzman – No additions to previously discussed items.

B. Superintendent -Mr. Novasio

Shared the book "Learning for All" (Lezotte) with the trustees as an explanation of where he wants to take the district. He also shared longitudinal CRT scores and will follow, longitudinally, a class looking specifically at proficient and advanced categories. He shared that data gathering is key for long term strategic planning. He has discussed with the principals using AIMS web to get some more targeted data with students for some targeted interventions.

Documentation of AYP: The district did not make AYP. Mr. Novasio will ensure that proper communication of our results to parents and the community will take place. He further explained how Smarter Balanced Testing, coming with the change to Common Core standards, may bring with it a significant drop in scores as the types of questions are different and require much more explanation and rationale with each answer (less objective (multiple choice), and more subjective (open ended responses)). He noted the need to preempt this possibility of changes to scores with parents and the community as these new test forms are implemented.

Letter of support in behalf of YBGR to apply for Telemedicine grant -The district has offered its support for the YBGR to attempt to obtain Telemedicine equipment.

Attending the SAM Summer Administrators' Institute -Tobin Novasio would like to get administrators in Lockwood involved in the 21st Century Leadership Institute. This involves various training activities both on-site and in webinar format. The cost for each participating administrator would be $2,000.

Lion's Lair – A12 page report by Western States Insurance concluded it is in an unsafe status and would take much work to bring it up to the "bare minimums" of safety. If outside contractors were brought in, it would have to be completely brought up to all current coding for such a structure (Safety and ADA). Rob Guzman was asked if some of the unsafe situations would be addressed before school opening for the year. He commented that what they are able to do, they will. That which can't be addressed, will have to be abandoned/shut down. Barbara Frank commented that it really doesn't seem safe and shared that PTA has about $30,000 raised for the effort of helping the Lion's Lair. She further noted that if community members see it shut down or taken down, they will see the true need for funding and that funding efforts should benefit. Sue Vinton would like to have a further discussion as an agenda item at the next board meeting. Tamara Spillum would like to see, in the interim, the Lions' Lair fenced off, thus barring all access, to ensure safety and reduce liability to the distrct. She noted that simply roping off sections doesn't do enough to ensure safety at this time. Don Reed agreed that it is something that needs to be discussed and community feedback needs to be sought. A fence will bring needed attention to the state of the structure to the community and hopefully encourage participation in the future vision of a community play structure. Barbara Frank, Don Reed, and Tobin Novasio commented that there are many venues among service and faith-based groups that are willing and able to rally around such a project both in terms of fundraising and volunteer time. Fencing off the structure was also seen as the most prudent step since the district has now been made aware, by way of the report from Western States Insurance, of the safety and structural faults of the current structure.

Peter Freivalds directed Superintendent Novasio that the Lions Lair be fenced off and at the issue be placed on the next board meeting's agenda for discussion.

Board goals: Superintendent Novasio invited the board to readdress their goals and find a more narrow focus for some long-term strategic plans. Chair Sather suggested a 6:30 p.m. start to some future board meetings to begin discussing goals in greater detail.

TRUSTEE REPORTS

Open house reminder: August 21st, 5:30 to 7:00 p.m.. Trustees were reminded to wear their name badges so the community members could recognize them as District trustees.

Don Reed shared some items from Helena regarding advanced placement classes and college credit in high schools. He plans to learn more about the process and challenges presented by advanced/college-level work and credit being offered to high school students.

ADJOURN

The next Regular Meeting will be on Tuesday, September 11, 2012, at 7:00 p.m. in the Lockwood School District Board Room.

Sue Vinton moved to adjourn the meeting at 9:00 p.m. Jason Hamrick seconded the motion.

Trustees Susanne Vinton, Caree Bernhart, Tim Sather, Jason Hamrick, Peter Freivalds, Don Reed and Tamara Spillum voted yes; the motion passed unanimously.


___________________________         ___________________________
Tim Sather, Chairperson                       Charles Harvey, Lockwood Teacher

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