August 12, 2010
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 12, 2010 in the Choteau High School Library. The meeting was called to order at 7:30 p.m. by Chairman Mark Henderson.
Members Present: Mark Henderson, Brodie Gollehon, Ron Daley, and Jonathan Stoltz.
Members Absent: Mark Salmond, Kirk Moore, and Sharon Rice.
Supt. St. John and Clerk Davis were present throughout the meeting.
A motion was made by Brodie Gollehon, seconded by Ron Daley and unanimously carried (2 absent) to approve the elementary minutes for the June 28, 2010 regular meeting as written.
A motion was made by Jonathan Stoltz, seconded by Brodie Gollehon and unanimously carried (3 absent) to approve the high school minutes for the June 28, 2010 regular meeting as written.
Visitors: District Patron Lorraine DeBruycker.
A motion was made by Brodie Gollehon, seconded by Ron Daley and unanimously carried (2 absent) to approve the elementary claims clearing warrants #16127-#16341 and payroll clearing warrants #21030-#21112 for payment. A vendor list for claims is attached to the minutes of this meeting.
A motion was made by Jonathan Stoltz, seconded by Brodie Gollehon and unanimously carried (3 absent) to approve the high school claims clearing warrants #16127-#16341 and payroll clearing warrants #21030-#21112 for payment. A vendor list for claims is attached to the minutes of this meeting.
Correspondence: None.
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 the Board with communications that he had just received this week from MSGIA and Insurance Agent Pat Greany with information they want the administration and Board to take into consideration before accepting the proposed agreement with Western States Insurance to provide property and liability coverage for the District for a three year period.
C) Supt. St. John provided the Board with the 2009 Facts About Montana Education pamphlet distributed by the Office of Public Instruction, noting that this pamphlet indicates that the state is educating 20,000 fewer students than ten years ago.
D) Supt. St. John informed the Board that all schools in the District did indeed meet AYP as indicated in the preliminary reports issued by the Office of Public Instruction.
E) Supt. St. John informed the Board that the relocation and rebuilding of the Crow’s Nest on the football field was progressing nicely until recently encountering a few snags such as not having the necessary plans and permits in place before the project was started. Head Football Coach Robert McKay spearheaded the volunteer labor of this project and used the three story design of the Fort Benton Crow’s Nest to provide better viewing from the structure since it was set so much further back on the field. Supt. St. John informed the Board that a building inspector needs to sign off on the project according to architectural plans, so he has been in contact with Architect Gary Levine to have such plans drawn up; and Mr. Levine has indicated that he feels tie downs and anchors are necessary because of the height of the building and the high winds in this area. Supt. St. John noted that the end result is that these snags will mean additional costs to the District to see this project to completion. Supt. St. John noted that to date the District has paid over $800 to dispose of the old building materials and reimbursed the Booster Club for $3,500 of the lumber costs and now will be responsible for any building permit fees, architectural fees and additional materials such as tie downs and anchors these architectural plans call for. Supt. St. John noted that the Crow’s Nest will not be completed before school gets underway but is still hopeful that it will be done by the first home football game on September 17th.
F) Supt. St. John informed the Board that High School PM Building Custodian Randy Bishop recently submitted a letter of resignation, stating that he would be leaving his position with the District effective 9/10/10. Supt. St. John noted that he had accepted Mr. Bishop’s letter of resignation in accordance with policy 5251 and has advertised this vacancy. Supt. St. John informed the Board that he already has 6 good applicants to interview for this position and should have a recommendation for the Board to employ at the September Board Meeting.
G) Supt. St. John distributed a folder to the Board that was compiled by Florence Anderson of the Teton County Health Department about the ReAct Program, an anti-tobacco program.
H) Supt. St. John informed the Board that he attended a wellness seminar sponsored by EBMS, the District’s new health insurance administrator, in Billings at the end of July. Supt. St. John noted that it was a very informative seminar and came away with the belief that it is the District’s duty and responsibility to promote wellness.
I) Supt. St. John informed the Board that the District will conduct an emergency bus drill at the beginning of the school year. Supt. St. John also noted that the Teton Canyon Bus Route will be affected by road construction but the highway department is working with Teton Bus Services regarding this issue.
POLICY
First Reading of Revised Policy #2421 The Board was prepared to hold the first reading of various alternatives to revise policy #2421 on promotion and retention after the discussion held regarding this matter at the June Regular Board Meeting. Chairman Mark Henderson informed the Board that he would like to appoint a committee of three Trustees to study this matter further with the
administration. This committee will determine if the policy should be revised and if so, develop a revised policy to be considered by the Board as a whole at a later date. Chairman Henderson proceeded to appoint Trustees Brodie Gollehon, Kirk Moore, and Mark Salmond to serve on this committee and named Brodie Gollehon as the spokesman.
APPROVE FINAL BUDGETS FOR THE 2010-2011 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. The administration and Board reviewed how each budget will be funded.
A motion was made by Brodie Gollehon, seconded by Ron Daley and unanimously carried (2 absent) to adopt the elementary final budgets for the 2010-2011 school year as proposed. Due to declining enrollment (with three year averaging the K-8 ANB was 15 less), the highest budget without a vote was $63,474.81 below the 2009-2010 adopted budget of $1,827,696.01 and a voted levy was not placed on the ballot, so the elementary general fund budget was set at $1,764,221.20 for the 2010-2011 school year. This budget will be funded by direct state aid ($701,315.42), state special education allowable cost payment ($54,981.82), state quality educator component ($77,184.67), state at risk student component (cut), state Indian Education for All component ($5,610.00), state Indian achievement gap component ($2,800.00), state guaranteed tax base subsidy ($275,329.60), non-levy revenue ($87,142.19), cash balance ($16,819.95), and district tax levy ($543,037.55). The elementary general fund operating reserve was set at $176,422.12 (10%), with last year’s $68,775.00 excess reserves and an additional $21,077.00 for a total of $89,852.00 being set aside this year as excess reserves for unused delinquent taxes. These excess reserves will be used to soften the projected dramatic impact to budget limits and district levies due to declining enrollment and state funding, as well as the loss of the ARRA stimulus funds, for fiscal years 2012 and 2013. In addition to the elementary general fund budget, the elementary transportation fund budget was set at $117,607.80, the elementary tuition fund budget was set at $10,960.67, the elementary retirement fund budget was set at $217,300.00, the elementary state technology fund budget was set at $11,313.54, the elementary state flexibility fund budget was set at $3,398.766, the elementary debt service fund budget was set at $66,325.00, and the elementary building reserve fund budget was set at $79,235.78.
A motion was made by Jonathan Stoltz, seconded by Brodie Gollehon and unanimously carried (3 absent) to adopt the high school final budgets for the 2010-2011 school year as proposed. Due to increasing enrollment (the current 9-12 ANB is 19 more), the highest budget without a vote was $92,846.61 higher than the 2009-2010 adopted budget of $1,208,055.69 (without the 2009-2010 budget amendment of $32,973.85) and a voted levy was not placed on the ballot, so the high school general fund budget was set at $1,300,902.30 for the 2010-2011 school year. This budget will be funded by direct state aid ($556,646.64), state special education allowable cost payment $28,460.48), state quality educator component ($43,461.05), state at risk student component (cut), state Indian education for All Component ($3,162.00), state Indian achievement gap component ($1,600.00), state guaranteed tax base subsidy ($184,395.42), non-levy revenue ($84,995.90), cash balance ($30,416.44), and district tax levy ($367,764.37). The high school general fund operating reserve was set at $130,090.23 (10%), with last year’s $42,493.00 excess reserves and an additional $2,000.00 for a total of $44,493.00 being set aside this year as excess reserves for unused delinquent taxes. These excess reserves will be used to soften the projected dramatic impact to budget limits and district levies due to declining enrollment and state funding, as well as the loss of the ARRA stimulus funds, for fiscal years 2012 and 2013. In addition to the high school general fund budget, the high school transportation budget was set at $122,193.60, the high school bus depreciation fund budget was set at $89,645.67, the high school tuition fund budget was set at $9,249.14, the high school retirement fund budget was set at $139,750.00, the high school adult education fund budget was set at $9,000.00, the high school state technology fund budget was set at $12,493.90, the state flexibility fund budget was set at $5,491.59, the high school debt service fund budget was set at $66,325.00, and the high school building reserve fund budget was set at $81,024.89.
Clerk Davis noted that after several years of increasing, the District valuation decreased this year and end of year cash balances also decreased so a total of 204.80 mills will be levied for the Choteau School District for the 2010-2011 school year, compared to 195.56 for the 2009-2010 school year, which is an increase of 9.24 mills. Clerk Davis informed the Board that the District’s general fund budgets are essentially stagnant with a net increase of $29,371.80 after taking away the elementary decrease from the high school increase, and this net increase is less than the high school budget amendment that was approved last year. 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 budget limits by retirement savings (an elementary teacher that retired was not replaced and a high school teacher that retired was replaced with a beginning teacher) and by continuing to use 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. Clerk Davis noted that the allocations for the federal ESEA Title programs continue to decline or are eliminated. Clerk Davis reminded the Board that the general fund budgets had to cover the costs of Margi Corey’s technology software and data entry specialist position as the ESEA Title funds used in the past for this position were either eliminated or reduced substantially.
It was noted that the minutes should reflect that in the absence of these ARRA Stimulus 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 2010-2011 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 preliminary figures for the 2011-2012 budget levels indicate that will be the beginning of substantial decreases due to declining enrollments, no increase in state funding but a projected decrease, and the loss of the federal stimulus funding.
PROPERTY AND LIABILITY INSURANCE THREE YEAR COMMITMENT Supt. St. John informed the Board that they need to consider whether to enter into a three year commitment with Western States Insurance for the district’s property and liability insurance coverage. Supt. St. John informed the Board that the offer proposed by WSI would allow the district to project the relatively low 2010-11 premium of $21,114 for the 2011-12 and 2012-13 school years. Supt. St. John noted that the cost for the district’s property and liability insurance in 2008 was $27,951 and actually provided less coverage. With a three year commitment, the 2010-11 premium of $21,114 will only increase if any of the following events occur:
Supt. St. John informed that Board that it is the recommendation of the administration to agree to the three year commitment with Western States Insurance, as this is an opportunity for the district to lock in a low premium until August 2013 with a historically well managed, solvent, non-assessable insurance plan. Supt. St. John noted that while he highly respects Mr. Pat Greany and Northern Insurance Services, he has serious reservations about self-insured programs such as MSGIA; and would only consider recommending a self-insured, assessable plan if the premiums were significantly lower or it was the only plan available. Even at that, Supt. St. John stressed that knowledge of such a plan’s fiscal solvency, longevity, administration and bylaws would have to be considered before risking the extra liability of such plans.
Supt. St. John reminded the Board that Missoula County Public Schools had hired Jim Smith, an independent insurance consultant with over 30 years of insurance and bonding experience, to study these two insurance programs for structure and coverage and present his findings. Mr. Smith voiced his concern that MSGIA was an assessable program that was only two years old and had experienced a loss in its first year of operation. Mr. Smith also noted that insurance is all about risk and the MSGIA program itself presents more risk than the WSI program as it has a “letter of credit” from the MSGIA workers compensation program to pay claims for the property and liability program. Supt. St. John noted that these findings support his concerns with MSGIA.
The Board and administration discussed this matter further. A motion was made by Jonathan Stoltz, seconded by Brodie Gollehon and unanimously carried (3 absent) to enter into a three year commitment with Western States Insurance to provide property and liability coverage for the District at the 2010-2011 premium rate as outlined the commitment agreement, a copy of which is attached to the minutes of this meeting.
EMPLOY ASSISTANT COOK Supt. St. John reminded the Board that the position of assistant cook is open due to the reassignment of Robert Robles as a building custodian. Supt. St. John informed the Board that interviews had been held with the applicants and the administration would recommend the employment of Patricia Lytle to fill this vacancy.
A motion was made by Brodie Gollehon, seconded by Jonathan Stoltz and unanimously carried (3 absent) to accept the administrations’ recommendation and employ Patricia Lytle for the 2010-2011 school year and place her on a specific non-certified contract with a six month probationary period beginning August 30, 2010 for the position of assistant cook at the wage rate of $7.50 per hour in accordance with the current non-certified salary schedule.
EMPLOY CLOSE-UP ADVISOR Supt. St. John informed the Board that Family Consumer Science Teacher Tami Krone has submitted a letter of interest to be the Close-Up Advisor and the administration would recommend that she be assigned this position. A motion was made by Brodie Gollehon, seconded by Jonathan Stoltz and unanimously carried (3 absent) to accept the administrations’ recommendation and assign Tami Krone as the Close-Up Advisor for the 2010-2011 school year.
EMPLOY ELEMENTARY ASSISTANT FOOTBALL COACH Supt. St. John reminded the Board that Justin Lohman had resigned as the elementary assistant football coach so this vacancy has been posted and advertised. The administration would recommend that Roger Wood be employed to fill this vacancy. A motion was made by Brodie Gollehon, seconded by Ron Daly and unanimously carried (2 absent) to accept the administrations’ recommendation and employ Roger Wood as the elementary assistant football coach for the 2010-2011 school year.
EMPLOY TICKET TAKER AND HIGH SCHOOL HEAD BOYS BASKETBALL COACH Supt. St. John informed the Board that there have been no applicants for the athletic event ticket taker and only one for the high school head boys basketball coach, so these positions cannot be filled at this time. Supt. St. John noted that Louis King, the “C” Boys Basketball Coach for the past two years, has submitted his application to be the head coach but the administration is waiting to conduct interviews to see if there are any additional applicants after advertising the position in the Great Falls Tribune. Supt. St. John is hopeful that the administration will have recommendations to fill both of these positions at the September meeting.
APPROVE ACTIVITY TICKET PRICES FOR THE 2010-2011 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, including the family activity ticket at $150.00 - the price of two adult and two student all season passes - implemented last year to limit the cost for large families.
A motion was made by Jonathan Stoltz, seconded by Ron Daley and unanimously carried (3 absent) to accept the administrations’ recommendation and set extracurricular activity ticket prices for the 2010-2011 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 2010-2011 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 informed the Board that the general fund budgets continue to subsidize the lunch fund at approximately $25,000 per year to cover health insurance benefits and travel and other non-food expenses. Supt. St. John noted that meal prices were increased just two years ago, but informed the Board that the administration would recommend increasing prices by $ .25 per meal to help offset this subsidy amount. Supt. St. John provided the Board with a worksheet outlining meal prices of area schools, noting that with this increase the District’s meal prices would still be at the average price and many of the listed schools were also planning on increasing meal prices for this school year.
The Board and administration discussed this matter further. A motion was made by Jonathan Stoltz, seconded by Brodie Gollehon and unanimously carried (3 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 2010-2011 school year as follows: student breakfast (Grades K-12) - $1.50, reduced student breakfast (Grades K-12) - $ .30, adult breakfast - $1.75, student lunch (Grades K-6) - $2.00, student lunch (Grades 7-12) - $2.25, reduced student lunch (Grades K-12) - $ .40, adult lunch - $2.50, and ½ pint milk - $ .25.
APROVE BUS ROUTE DRIVERS Supt. St. John reminded the Board that the bus route contract with Teton Bus Service, Inc. states that any new route bus drivers will be approved by the Board. Supt. St. John informed the Board that Gary Passmore has two new route bus drivers to be approved as Bob and Phil Archer will no longer be driving for him. Teton Bus Service is requesting that Todd Brenna and Jack O’Loughlin be approved as bus route drivers to drive the Agawam and Bellview routes respectively. Supt. St. John noted that Teton Bus Service does the necessary background checks and both drivers will be fully certified to drive a school bus.
A motion was made by Brodie Gollehon, seconded by Jonathan Stoltz and unanimously carried (3 absent) to accept the administrations’ recommendation and approve Todd Brenna and Jack O’Loughlin as route bus drivers for Teton Bus Service Inc., contingent upon them meeting all qualifications to be fully certified as school bus drivers.
ACKNOWLEDGE RECEIPT OF AND APPROVE DEPOSIT OF CHECKS A motion was made by Jonathan Stoltz, seconded by Brodie Gollehon and unanimously carried (3 absent) to acknowledge receipt of and approve depositing the following checks in the appropriate funds.
1) Various checks and cash in a total amount of $7,375.00 for driver’s education fees, to be deposited in the High School Driver’s Education Fund.
2) Cascade County check #0194562 in the amount of $570.00 for laptop computer rent for the State Fair, to be deposited in the High School Building Fund.
3) Front Range Fights check #273 in the amount of $349.00 for ice for the July 3rd boxing smoker, to be deposited in the Elementary Lunch Fund.
HIGH SCHOOL, ELEMENTARY, AND ATHLETIC 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.
NEGOTIATIONS COMMITTEE REPORT Negotiations Committee Spokesman Mark Henderson informed the Board that there is nothing to report as there have been no further negotiation sessions.
CLERK/BUSINESS MANAGER’S REPORT Clerk Davis reported to the Board on the following matters:
A) Clerk Davis informed the Board that the following investments were made by the Teton County Treasurer on behalf of the Teton County Investment Committee.
1) $400,000 for 90 days from 7/22/10 in a certificate of deposit with Teton Banks at .45%.
2) $500,000 for 210 days from 7/22/10 in a certificate of deposit with Teton Banks at .90%.
3) $500,000 for 300 days from 7/22/10 in a certificate of deposit with Teton Banks at 1.18%.
4) $500,000 for 365 days form 7/22/10 in a certificate of deposit with Teton Banks at 1.23%.
B) Clerk Davis informed the Board that the Elementary Activity Accounting has converted from the manual checkbook and journals and will use the Foxie Lady computer programming like the High School Activity Accounting as of July 1, 2010. Clerk Davis provided the Board with an outline of the old manual account names and balances converted to the new computerized account names and balances as prepared by Elementary Activity Account Fund Custodian Julie Shepherd, a copy of which is attached to the minutes of this meeting.
SCHEDULE NEXT REGULAR SCHOOL BOARD MEETING The next Regular Board Meeting will be held on Thursday, September 9, 2010 at 7:30 p.m. in the Choteau High School Library.
There being no further business to come before the Board, the meeting was adjourned at 9:20 p.m.
ATTEST: ______________________ CLERK ___________________________ CHAIRMAN