August 09 Minutes

August 6, 2009

The August regular meeting of the Elementary and High School District No. 1 Board of Trustees was held in conjunction with the Final Budget Meeting on August 6, 2009 in the Choteau High School Library. The meeting was called to order at 7:30 p.m. by Chairman Kirk Moore.

Members Present: Kirk Moore, Mark Henderson, Mark Salmond, Jonathan Stoltz, Brodie Gollehon, and Sharon Rice.

Members Absent: Perri Lindgren.

Supt. St. John and Clerk Davis were present throughout the meeting.

A motion was made by Mark Henderson, seconded by Mark Salmond and unanimously carried (1 absent) to approve the elementary minutes for the June 18, 2009 work session, the June 18, 2009 regular meeting, and the July 9, 2009 special meeting as read.

A motion was made by Mark Henderson and seconded by Jonathan Stoltz and to approve the high school minutes for the June 18, 2009 work session, the June 18, 2009 regular meeting, and the July 9, 2009 special meeting as read. Chairman Kirk Moore called for discussion of the motion on the floor and Trustee Sharon Rice informed the Board of and provided Clerk Davis with the following statements she made while discussing entering into a contract with Altacare to provide mental health services at Choteau Schools that she wants reflected in the minutes.

June 18, 2009 Regular Meeting Minutes - Page 3302 – Second Paragraph should also read:

Trustee Sharon Rice stated future employment opportunities are compromised if you have had an SED diagnosis in your past. Trustee Rice experienced this first hand at approximately 50% of the companies she has worked for, noting that employment applications specifically ask this. Trustee Rice further noted that SED labeled persons cannot join the United States military. Trustee Rice recommended that the District achieve the same mental health services, support, and benefits by using an existing local agency or perhaps even the Big Sky Special Needs Cooperative, which would be an “outside” source that would not find it necessary to attach the SED label in order to provide services. Trustee Rice noted that school administrators would of course like this program as it removes problems from their desks, but questioned if this program was indeed best for the kids. Trustee Rice stressed that such services are best for kids, but not if it requires an SED diagnosis to provide services.

July 9, 2009 Special Meeting Minutes – Page 3307 – Superintendent’s Report should also read:

When Supt. St. John reviewed his written report with the Board, one of the issues he addressed was the Board’s request that the administration try to negotiate with Altacare and request that they provide their own office equipment and materials. Supt. St. John informed the Board that schools are required to pay in-kind for such mental health programs as being offered by Altacare, and providing office space and office equipment and materials is how schools meet this requirement. Trustee Sharon Rice stated for the record that Altacare refusing to provide a portion of the office needs is a “bad business deal” for Choteau Schools.

Chairman Kirk Moore called for a vote to approve the high school minutes with the additional statements by Trustee Sharon Rice as outlined above. The motion carried unanimously (1 absent) to approve the high school minutes for the June 18, 2009 work session, the June 18, 2009 regular meeting, and the July 9, 2009 special meeting with the above additions noted in the August 6, 2009 minutes.

Visitors: Choteau Acantha Reporter Nancy Thornton and District Patrons Cliff Heuscher, Sally Heuscher, Lorraine DeBruycker, Nikki Ley, and Randy Williams.

A motion was made by Mark Henderson, seconded by Brodie Gollehon and unanimously carried (1 absent) to approve the elementary claims clearing warrants #14895-#14990 and payroll clearing warrants #19458-#19487 for payment. A vendor list for claims is attached to the minutes of this meeting.

A motion was made by Sharon Rice, seconded by Mark Salmond and unanimously carried (1 absent) to approve the high school claims clearing warrants #14895-#14990 and payroll clearing warrants #19458-#19487 for payment. A vendor list for claims is attached to the minutes of this meeting.

Correspondence:

A) Supt. St. John informed the Board that the District had received a note from the Class of 1959 thanking the administration for the tour of the facilities during their class reunion this summer. The Class of 1959 also donated approximately $260 in reunion funds not used as seed money for a class picture project. Supt. St. John reminded the Board that over a year ago he had suggested such a project of collecting pictures of all past Choteau High School classes so that they could be displayed in some format, but such a project would cost well over $12,000 and would require a dedicated volunteer to spearhead and organize such a large undertaking. Supt. St. John informed the Board that these funds were deposited in a High School Activity Account for this purpose, noting that the Class of 1959 indicated that if this project never gets off the ground these donated reunion funds should be used for some form of scholarship.

B) The Board received a note from retired teacher Eva Anseth, thanking them for the nice retirement plaque, life time activity pass, and more importantly the opportunity to teach at Choteau Schools.

SUPERINTENDENT’S REPORT A copy of the Superintendent’s report provided to the Board by Supt. St. John is attached to the minutes of this meeting.

A) Supt. St. John reviewed his report with the Board at this time.

B) Supt. St. John provided further information regarding the summer maintenance programs, noting the approved Quick Start Stimulus projects for replacing doors, windows, and lighting should be completed by August 21st but the exterior painting of the gymnasium will not be. Supt. St. John noted that the preparation work on the gymnasium is going well, but hot and dry weather is needed for the cinder blocks to dry out before the painting can begin.

C) Supt. St. John informed the Board that he will be attending an Environment Health Summit in Missoula next week as part of his goal to improve the District’s emergency preparedness, noting that a possible flu pandemic needs to be addressed in the District’s emergency plan.

D) Supt. St. John informed the Board that they will need to again pass a resolution to dispose of surplus property at the September Board Meeting so that the old lighting that is being replaced can be disposed of and he will ask all staff members to look for any additional materials that should be disposed of in this manner at this time.

E) Supt. St. John informed the Board that the interview panel of himself, Elementary Principal Gameon, High School Principal Achenbach, and Altacare personnel have interviewed three therapists and three associates and made a verbal offer to Aaron and Rachel Skaggs. The Skaggs’ are a husband and wife team currently working for Altacare in Shelby but wish to relocate to Choteau. They are both licensed therapists, but Rachel is willing to take the associate position. They have professional obligations in Shelby so the Altacare program will not get underway until November 1st in Choteau, but the interview panel felt they were the best candidates for the district so it was worth hiring them even though the program will not start at the beginning of the school year.

POLICY

Third Reading of New Policy #2111 The Board held the third reading of new policy #2111 on Response to Intervention. A motion was made by Mark Henderson, seconded by Mark Salmond and unanimously carried (1 absent) to adopt new policy #2111 on Response to Intervention as read. A copy of this policy as adopted is attached to the minutes of this meeting.

APROVE FINAL BUDGETS FOR THE 2009-10 SCHOOL YEAR The Board reviewed and discussed all elementary and high school proposed final budgets. Clerk Davis informed the Board that the date and time of this Final Budget Meeting was advertised, informing the public that they could be heard for or against any part of the budget. Clerk Davis further informed the Board that due to the state wide reappraisal system, the Department of Revenue will not certify the new district valuations until late in August. MTSBA and OPI are recommending that school boards adopt the budgets as proposed and authorize and direct the district clerk to calculate the mills necessary to support the budgets as adopted, and report such mills to the county superintendent of schools upon receipt of the certified taxable values from the Montana Department of Revenue.

A motion was made by Mark Henderson, seconded by Brodie Gollehon and unanimously carried (1 absent) to adopt the elementary final budgets for the 2009-10 school year as proposed. Due to declining enrollment, the highest budget without a vote was $24,724.69 below the 2008-09 adopted budget of $1,827,696.01. The voters approved the levy amount of $24,724.69, and being approximately 4.99 mills, at the May 5th annual school election so the elementary budget could remain at this level for the 2009-10 school year. The Board set the elementary general fund at $1,827,696.01 for the 2009-10 school year. Based on the 2008-09 district valuation this budget will be funded by direct state aid ($714,899.97), state special education allowable cost payment ($58,571.50), state quality educator component ($77,184.67), state at risk student component (cut), state Indian Education for All component ($5,916.00), state Indian achievement gap component ($2,400.00), state guaranteed tax base subsidy ($300,240.36), non-levy revenue ($86,363.24), cash balance ($44,439.12), and district tax levy ($537,681.15). The elementary general fund operating reserve was set at $182,769.60 (10%) with an additional $68,775.00 being established as excess reserve for unused delinquent taxes and the Northwestern Energy protested tax settlement. In addition to the high school general fund budget, the elementary transportation budget was set at $115,784.80, the elementary tuition fund budget was set at $10,580.97, the elementary retirement fund budget was set at $218,900.00, the elementary state technology fund budget was set at $9,207.73, the elementary state flexibility fund budget was set at $3,280.95, the elementary debt service fund budget was set at $68,800.00, and the elementary building reserve fund budget was set at $75,058.60.

A motion was made by Mark Henderson, seconded by Sharon Rice and unanimously carried (1 absent) to adopt the high school final budgets for the 2009-10 school year as proposed. Due to declining enrollment the 100% budget level for the high school general fund budget was less than the 2008-09 adopted budget level, but this prior year adopted budget level was the highest general fund budget limit without a vote. The Board set the high school general fund at $1,208,055.69 for the 2009-10 school year. Based on the 2008-09 district valuation this budget will be funded by direct state aid ($488,131.15), state special education allowable cost payment ($24,604.04), state quality educator component ($44,580.51), state at risk student component (cut), state Indian Education for All component ($2,774.40), state Indian achievement gap component ($1,000.00), state guaranteed tax base subsidy ($157,631.82), non-levy revenue ($85,187.88), cash balance ($60,469.85), and district tax levy ($343,676.04). The high school general fund operating reserve was set at $120,805.57 (10%), with an additional $42,493.00 being established as excess reserve for unused delinquent taxes and the Northwestern Energy protested tax settlement. In addition to the high school general fund budget, the high school transportation budget was set at $118,087.20, the high school bus depreciation budget was set at $73,540.36, the high school tuition budget was set at $9,199.02, the high school retirement fund budget was set at $134,050.00, the high school adult education fund budget was set at $8,000.00, the high school state technology fund budget was set at $10,751.19, the high school state flexibility fund budget was set at $4,743.80, the high school debt service fund budget was set at $68,800.00, and the high school building reserve fund budget was set at $77,710.64.

Based on the 2008-09 district valuations, a total of 209.73 mills will be levied for the Choteau School District for the 2009-10 school year, compared to 206.94 mills for the 2008-09 school year, which is an increase of 2.79 mills or 1.3%, which means local taxpayers will see a slight increase on their school tax bill even with adopted budgets at the same level as last year. Clerk Davis noted that it was unlikely the district valuation would decrease as the result of the reappraisals so was fairly confident that once the Montana Department of Revenue certified the taxable values, there would not be an increase in mills levied. Clerk Davis reminded the Board that negotiations have not been settled, but the general fund budgets were calculated based on the last offers on the table. These projected salary and benefit increases were covered in stagnant budgets by using the ESEA Title-II,A allocation to decrease class size, the Title-I ARRA Stimulus funds to cover professional development costs usually paid for with the Title-II,A funds and the IDEA Part B ARRA Stimulus funds to reduce maintenance of effort by covering a portion of special education salary costs. It was noted that the administration and Board have discussed and planned to use these federal funds in this manner for quite some time but the minutes should reflect that in the absence of these funds, the outlined costs, positions, or activities would have been eliminated.

In the absence of ESEA Title II, A funds, Choteau Elementary Grade 2 would have 25 students which exceeds the accreditation standard of 20 for that grade level, so the 2009-10 ESEA Title II, A funds will be used to pay for .75 FTE teacher salary and benefits. (The remaining .25 FTE representing the cost that would have been needed to place an aide in that classroom to meet accreditation standards.)

In the absence of ESEA Title I ARRA Stimulus Funds, the professional development costs previously funded through the ESEA Title II, A Grant for pervasive, district wide in-service on RTI, reading, math, science, classroom behavior, etc. would not be covered as the ESEA Title-II, A Funds are now being used to reduce class size. Since the Title I allocation continues to decline, these Title I ARRA Stimulus Funds will also prevent a reduction in hours or positions for all Title I personnel.

The IDEA Part B ARRA Stimulus Funds are being used to provide continued employment for two special education teacher aides, one whose position could be eliminated due to the graduation of the student being served on a one-on-one basis. The IDEA Part B ARRA Stimulus Funds will also be used for pervasive, district wide in-service on RTI and educating exceptional children.

Clerk Davis further noted that she had run preliminary figures for the 2010-11 budget levels and was pleasantly surprised to find that the high school budget will be able to permissively grow substantially because of the large class of 44 Freshman entering high school. This growth will more than offset any necessary elementary budget cuts due to declining enrollment, so the District’s funding levels should be able to remain fairly level until the small class of 12 enters junior high; and when that class enters high school the enrollment will drop dramatically.

ADOPT DISTRICT GOALS FOR THE 2009-10 SCHOOL YEAR Supt. St. John reminded the Board that they worked to identify district goals or areas to give extra focus for the 2009-2010 school year at the July 18th work session. Supt. St. John informed the Board that the goals they adopt should lead to the enhancement of the district by improving our ability to meet the districts mission and should also offer a substantive measurement to evaluate the effectiveness of the superintendent.

Supt. St. John summarized the administrative and Board brainstorming effort from the July 18th work session as outlined below:

1) Increase time spent on science curriculum.

2) Vertical alignment of curriculum for continuity of academic programming.

3) Create opportunities for students to volunteer within our community;

promote student volunteerism.

4) Monitor AP courses.

5) Look for student opportunities to take college courses on-line.

6) Assess students for “value added” education.

7) Increase collaboration between K-12 staff.

8) Increase CRT math scores by 5%; Increase Math proficiency.

9) Increase CRT reading scores by 5%.

10) Increase CRT science scores by 5%.

11) Enhance school and community relationship.

12) Increase enrollment by appealing to the students who live in the district but are

not enrolled.

13) Increase number of advanced placement classes.

14) Institute a 5 or 10 year “Strategic Plan”.

15) Implement Virtual Academy.

16) Improve emergency preparedness.

Supt. St. John prioritized the list of goals from the July 18th work session as outlined below:

1) Increase overall math proficiency % as measured by the CRT by 5 points.

2) Increase overall science proficiency % as measured by the CRT by 5 points.

3) Schedule in-service to identify opportunities or value of on-line courses for the district.

4) Promote student volunteerism.

Supt. St. John reminded the Board that since best practice is to limit goals to two or three so that they are more likely to be achieved, the administration would recommend the Board adopt the district goals as outlined below for the 2009-10 school year:

1) Increase overall math proficiency skills.

2) Increase overall science proficiency skills.

3) Promote student volunteerism.

Trustee Sharon Rice stated she felt the Board needed to back up and discuss all the goals outlined and come up with their own list since they are adopting them. Supt. St. John noted that he helped the Board facilitate district goals the first year he came and this is what he is doing again, stressing they are labeled District Goals so the administration can pursue the appropriate avenues to achieve these goals. It was noted that if the Board wishes to discuss and adopt their own goals, this will need to be done at a later date.

A motion was made by Mark Salmond and seconded by Mark Henderson to adopt the district goals as outlined above for the 2009-10 school year. Chairman Kirk Moore called for discussion of the motion on the floor. Trustee Sharon Rice questioned why the specific proficiency percentage increases were dropped from the goals to be adopted. Further Board discussion outlined that the Board is giving the administration broad goals to pursue and they will determine the best methods to achieve these goals, noting that CRT testing and AYP standards actually dictate the necessary increases in proficiency.

After further discussion, Trustee Sharon Rice made a motion to amend the motion on the floor and change the goals to read as outlined below:

1) Increase overall math proficiency skills and continue to meet AYP.

2) Increase overall science proficiency skills and strive to meet AYP.

3) Promote student volunteerism.

Chairman Kirk Moore called once for a second of this amended motion, called twice, and called three times for a second. This amended motion died for a lack of a second.

Chairman Moore called for a vote of the original motion on the floor. The motion carried unanimously (1 absent). The District Goals for the 2009-10 school year will be to:

1) Increase overall math proficiency skills.

2) Increase overall science proficiency skills.

3) Promote student volunteerism.

Supt. St. John noted that he will be in charge of facilitating the science proficiency skills goal, Elementary Principal Gameon will be in charge of facilitating the math proficiency skills goal, and the entire administrative team will facilitate promoting student volunteerism.

APPOINT TWO BOARD MEMBERS TO ATTENDANCE COMMITTEE Supt. St. John reminded the Board that students in grades 7-12 can miss 10 days of school per semester. Students automatically lose credit for the semester if they miss more than this allotted 10 days, but they can appeal this loss of credit to the attendance committee and the committee can reinstate the lost credits for legitimate absences. The attendance committee is made up of two Board members, the 7-12 principal, and several 7-12 teachers. Chairman Kirk Moore appointed the Board members to serve on this committee at this time.

Chairman Kirk Moore appointed Trustees Sharon Rice and Mark Henderson to continue to sit on the attendance committee for the 2009-10 school year.

CONSIDER EMPLOYMENT OF ASSISTANT COOK Supt. St. John reminded the Board that Dawn Hart resigned her position as assistant cook this past spring so this vacancy needs to be filled for the 2009-10 school year. Supt. St. John informed the Board that Robert Robles, who worked as a steady substitute in the cafeteria last year and currently is working as a summer custodian, has expressed an interest and the administration would recommend he be employed in this position.

A motion was made by Jonathan Stoltz, seconded by Brodie Gollehon and unanimously carried (1 absent) to accept the administrations’ recommendation and employ Robert Robles for the 2009-10 school year and place him on a specific non-certified contract for the position of assistant cook at the wage rate of $7.50 per hour in accordance with the current non-certified salary schedule, and with a six month probationary period starting on August 26, 2009.

ADDITIONAL EXTRACURRICULAR ASSIGNMENTS FOR THE 2009-10 SCHOOL YEAR Supt. St. John informed the Board that the administration had held interviews for the open elementary extracurricular positions of head football coach and assistant boys basketball coach. The administration was prepared to make employment recommendations for both positions but decided to hold off on the assistant boys basketball position.

A motion was made by Mark Salmond, seconded by Brodie Gollehon and unanimously carried (1 absent) to accept the administrations’ recommendation and employ Jerry Breen as the Elementary Head Football Coach for the 2009-10 school year.

APPROVE ACTIVITY TICKET PRICES FOR THE 2009-10 SCHOOL YEAR Supt. St. John informed the Board that the administration would recommend that individual event and all season activity ticket prices remain the same as set last year. Supt. St. John reminded the Board that they have discussed implementing a family activity ticket that would limit the cost for large families, so the administration would recommend implementing a family pass at a cost of $150.00 - the price of two adult and two student all season passes.

A motion was made by Brodie Gollehon, seconded by Jonathan Stoltz and unanimously carried (1 absent) to accept the administrations’ recommendation and set extracurricular activity ticket prices for the 2009-10 school year as listed below.

Individual Event Ticket Prices: Adults $ 4.00

Students $ 3.00

All Season Activity Ticket Prices: Adults $ 50.00

Students $ 25.00

Family $150.00

APPROVE DISTRICT PARTICIPATION IN THE NATIONAL SCHOOL NUTRITION PROGRAM AND ESTABLISH HOT MEAL PRICES FOR THE 2009-10 SCHOOL YEAR Supt. St. John informed the Board that they once again need to approve renewing the agreement to participate in the National School Nutrition Program for both the hot lunch and breakfast programs. Supt. St. John reminded the Board that meal prices were increased last year and would like to keep the prices the same this year. It was noted that the general funds did subsidize the lunch fund and would probably need to continue to do so.

A motion was made by Mark Henderson, seconded by Jonathan Stoltz and unanimously carried (1 absent) to renew the District’s agreement to participate in the National School Nutrition Program and the U.S.D.A. Donated Food Distribution program, and to accept the administrations’ recommendation and set the meal prices for the 2009-10 school year as follows: student breakfast (Grades K-12) - $1.25, reduced student breakfast (Grades K-12) - $ .30, adult breakfast - $1.50, student lunch (Grades K-6) - $1.75, student lunch (Grades 7-12) - $2.00, reduced student lunch (Grades K-12) - $ .40, adult lunch - $2.25, and ½ pint milk - $ .25.

APPROVE ATTENDANCE AGREEMENTS A motion was made by Sharon Rice, seconded by Mark Henderson and unanimously carried (1 absent) to approve the following high school attendance agreement as designated for the 2009-10 school year.

Attendance Agreements: High School – Christy Nelson (sending district – tuition waived).

ACKNOWLEDGE RECEIPT OF AND APPROVE DEPOSIT OF CHECKS A motion was made by Mark Henderson, seconded by Brodie Gollehon and unanimously carried (1 absent) to acknowledge receipt of and approve depositing the following checks in the appropriate funds.

1) Teton County Clerk of District Court check #3580 in the amount of $26.10 for jury duty pay, to be deposited in the Elementary General Fund.

2) Fit for You check #1099 in the amount of $75.00 for multipurpose room rent, to be deposited in the High School Building Fund.

3) Eva Anseth check #3605 in the amount of $50.00 for reimbursement of over payment of personal days, to be deposited in the High School General Fund.

4) HD Supply check #00159123 in the amount of $35.82 for refund of a credit balance, to be deposited in the High School General Fund.

ANNUAL YEARLY PROGRESS Supt. St. John reported to the Board on the Annual Yearly Progress (AYP) determination for 2009 that was recently released by the Office of Public Instruction (OPI). Supt. St. John reminded the Board that the Annual Measurable Objective (AMO) for reading is now at 83% and for math 68%, which indicates the percentage of students that must score proficient on the Criterion Referenced Test (CRT) this is given in the spring. Supt. St. John noted that science was added to the CRT test but the AMO has not been set for science scores so those scores are not a part of meeting AYP at this time.

Supt. St. John informed the Board that to make AYP, each school and district must meet the AMO for all students tested on the CRT, including each sub-group of over 30 students. Supt. St. john informed the Board that for our District that means there are three sub-groups consisting of an all student group, a White ethnic group, and an economically disadvantaged group for three schools consisting of the K-6 Elementary, the 7-8 Junior High, and the 9-12 High School. Supt. St. John informed the Board that all Choteau Schools and the District met AYP for 2009, noting an impressive 13% increase in math proficiency scores. Supt. St. John reminded the Board that there will be another increase in the reading and math AMO before they will be set at 100% in 2014.

HIGH SCHOOL AND ELEMENTARY HANDBOOKS The Board was provided copies of the handbooks to review and Supt. St. John asked them to let the administration know if they see any problems, errors, or revisions that should be made in the future.

CLERK/BUSINESS MANAGERS REPORT Clerk Davis informed the Board that the Teton County Treasurer made the following investments on behalf of the Teton County Investment Committee.

1) $500,000 in a certificate of deposit for 270 days from 7/16/09 with Citizens State Bank at 1.65%.

2) $500,000 in a certificate of deposit for 300 days from 7/16/09 with Citizens State Bank at 1.70%.

SUPERINTENDENT’S REPORT Supt. St. John took this opportunity to wrap up the meeting by stating he is excited about the District Goals the Board adopted this evening and for the staff and students to get back for the start of another school year.

There being no further business to come before the Board, the meeting was adjourned at 9:05 p.m.

ATTEST: ______________________ CLERK ______________________ CHAIRMAN