Crook County School District #1 Board of Trustees

CALL TO ORDER – The regular meeting of the Board of Trustees of Crook County School District No. One was called to order by Chairman Jones in Hulett, WY, Wednesday, July 16, 2014, at the hour of 6 p.m. at the Hulett School.

ROLL CALL – Lila Kennah, Hulett music teacher, and students Alicia Cornett, Zoe Penning, Erin Perry, Melissa Maddison, Brooke Mills, and Taylor Kennah sang the national anthem to open the meeting with the following present – Chairman Tracy Jones; Trustees Steve Blakeman, Thayne Gray, Keith Haiar, Wayne Jordan, Dena Mills, Josie Pearson, and Ken Rathbun. No trustees were absent. Administrators present – Byron Stutzman, Superintendent; Teresa Brown, Director of Curriculum; and Becky Waters, Moorcroft Secondary Principal.

APPROVAL OF MINUTES – Motion was made by Trustee Blakeman and seconded by Trustee Jordan to approve the minutes of the last regular meeting. Motion carried.

ADOPTION OF AGENDA – Motion was made by Trustee Rathbun and seconded by Trustee Pearson to adopt the agenda. Motion carried.

VISITORS – Birch Negaard, a Sundance parent, addressed the issue of sixth graders playing sports with junior high students. It is his opinion that competition is good and the extra numbers are needed to fill the team. He feels parents should decide whether their children play – not the school board.

Superintendent Stutzman introduced Becky Waters, the new principal at Moorcroft Secondary. She spoke about her work history and background. She invited board members to a meet and greet at 6 p.m. Thursday, July 17 at MHS.

2014-15 BUDGET HEARING – As recommended by the superintendent, motion was made by Trustee Pearson and seconded by Trustee Rathbun to adopt the 2014-15 Budget Appropriation and Levy Resolution. Motion carried. A copy of the 2014-15 budget is attached and becomes a part of the minutes.

FINANCIAL – Motion was made by Trustee Blakeman and seconded by Trustee Haiar to approve the financial reports as submitted. Motion carried.

CONSTRUCTION – Tom Necklason, CCSD#1 owner representative,

• gave a progress report on the Moorcroft K-8 School project; he said it is on track to meet its completion date

• gave a progress report on the Sundance Elementary School project; he invited board members to the 60% plan review with the architects on Wednesday, July 23, 9 a.m. at central office

• invited board members to the meeting to receive public input for the most cost effective remedy proposal for central office, which is also Wednesday, July 23, from 5-7 p.m. at the Sundance High School auditorium

BOCES – Trustee Pearson reported the next meeting is July 26.

Trustee Haiar reported the BOCHES budget was approved last week, as were the financials submitted by Crook County.

SPECIAL PROGRAMS – Teresa Brown informed board members the district received the Fresh Fruit & Vegetable Grant, as well as a district-wide anti-bullying grant and a Moorcroft Elementary anti-bullying grant

PRINCIPALS – No report.

SUPERINTENDENT – Superintendent Stutzman informed board members and members of the audience:

• Von Dahl retired from the Wyoming School Boards Association – Sue Belish is taking his place; Brian Farmer has taken the place of Mark Higdon

• Kelly Pascal-Gould has drafted a good plan of action for the district’s communication plan. He invited board members to the meeting on Monday, August 4, where she will go over the plan with members of the leadership team and the administrative assistants. The meeting is at 10 a.m. in Hulett

• Wednesday, July 23: 60% plans review for Sundance Elementary at 9 a.m. at central office and public input meeting for most cost effective remedy for central office from 5-7 p.m. in the Sundance High School auditorium.

• Kara Ellsbury, Reggie Gaylord, Tom Necklason, Bill Panos, and he met to continue the discussion in order to move forward with the acquisition of the rodeo grounds. They will be attending a special county commission meeting tomorrow to hear what the next steps will be from the county. Their hopes are that the county will complete a cost analysis of the new fairgrounds/ rodeo grounds for Crook County. The meeting will move the process forward in identifying the feasibility of this three way swap. He feels all entities involved with this project will benefit from it, and they plan to continue moving forward.

CHAIRMAN – No report.

CCCJSB – Trustee Pearson gave a report detailing demographics and services provided for clients of the Crook County Community Juvenile Services Board.

CONSENT AGENDA – Chairman Jones asked if any board member or member of the audience would like an item removed from the Consent Agenda.

Motion was made by Trustee Jordan and seconded by Trustee Pearson to approve the Consent Agenda as recommended by the Superintendent.

To approve the bill listing and to issue warrants in payment thereof.

To approve stipends for attending the special education law conference in Riverton in June, 2014: Joe Back, Kelly Bourdeon, Renee Brazil, Kate Meints, Jason Moss, Lisa Richter, Julie Stephany.

To approve stipends for working on the Hulett School Improvement Grant during the 2014-15 school year: Toni Neiman, Ted Parsons, Jim Pannell, Bailee Clarkson-Fremont.

To approve a 2014-15 special education related services contract with Northeast Wyoming BOCES.

To approve resignations: 1. Marie Reed – Sundance Secondary Special Education Para (retired); 2. RaeLene Ray – Moorcroft Elementary Special Education Para; 3. Katey Critel: a. Moorcroft Elementary School Year Part-time Custodian, b. Moorcroft Elementary Summer Custodian

To approve 2014-15 hiring: 1. RaeLene Ray – Moorcroft Elementary Lunch Para, 2. Candida Nono – Sundance Elementary Part-Time Early Literacy Para, 3. Janet Lake – Sundance Secondary Part-Time Music Aide, 4. Jennifer Jolley – Hulett Community Education Coordinator, 5. Kristen Fuhrman – Hulett School Counselor

To approve 2014-15 extra-duty contracts: 1. HULETT: golf – Josh Willems; football – Ryan Neiman, Trevor Olson, Dave Letellier, Skylair Jaure; volleyball – Jodi Rogers, Marti Brown, Shelley Westover. 2. MOORCROFT: activities supervisor – Randi Faeth; football – Dusty Petz; volleyball – Jennifer Gill, Katie Patterson, Gina Dewey, Joy Sheehan;

basketball – Dusty Petz, Sharon Bailey; wrestling – Charlie Williams; track – Mary Hunter; cross country – Randi Faeth; golf -Chad White. 3. SUNDANCE: football – Todd Klopp, Jett Schloredt, Lance Hofland, Justin Gonzales; volleyball – Greta Crawford, Meagan Mettler, Andrea Humphrey, Kassie Clements; basketball – Tom Maupin, Sheryl O’Connor, Rebecca Maupin; wrestling – Justin Gonzales, Todd Klopp, Todd Seeley, James Halverson; track – Jim O’Connor, Julie Cross, Justin Gonzales, Lance Hofland; – cross country – Mason Neiman; golf – Lisa Dutton; junior class – Julie Cross; debate/speech – Mason Neiman; FCCLA – Gerri Moore; student council – Mary Jayne Jordan; ¼ extra instrumental – Susan Kostenbauer

To approve 2014-15 instructional facilitator extra-duty contracts: 1. Stephanie Grubb – Sundance Secondary, 2. Darlene Hartman-Hallam – District-wide (new)

To approve 2014 out-of-state, overnight trip requests: 1. Moorcroft Secondary Senior English Class – Broadway Production – Denver, CO – October 25, 2014, 2. Hulett Secondary Field Studies in Ecology – Across Wyoming – May 26-June 3, 2015

Motion carried.

GRADUATION – As recommended by the superintendent, motion was made by Trustee Blakeman and seconded by Trustee Mills to approve 2015 graduation dates:

Bear Lodge HS Graduation: Friday, May 15, noon; Hulett Graduation: Sunday, May 17, 1 p.m.; Moorcroft Graduation: Sunday, May 17, 4 p.m.; Sundance Graduation: Sunday, May 17, 7 p.m.

Discussion was held about changing the time for Bear Lodge High School graduation; it was suggested that a later time would allow more board members and the general public to attend. Superintendent Stutzman said he would discuss this possibility with the principal. The last day for seniors will be Wednesday, May 13, 2015. Motion carried.

TRUSTEE VACANCY – Chairman Jones asked for a recommendation from the committee members he appointed to fill the at-large trustee position vacancy left when Bud Williamson moved out of Crook County. The committee members are: Trustees Dena Mills, Wayne Jordan, and Thayne Gray. They interviewed three candidates and recommended Birch Negaard to fill the vacancy. Motion was made by Trustee Rathbun and seconded by Trustee Pearson to appoint Birch Negaard to the vacant at-large trustee position. The position is for 4 months – August through November of 2014. Motion carried. Mr. Negaard will take his oath of office at 9 a.m. on Monday, July 21 at the central office.

BIDS -

As recommended by the superintendent and Tom Necklason, Facilities & Purchasing, motion was made by Trustee Mills and seconded by Trustee Haiar to accept the bid from Mullinax to supply coal from the Eagle Butte Mine, Gillette, for the 2014-15 school year. Motion carried. A copy of the bid results is attached and becomes a part of these minutes.

Trustee Rathbun declared a conflict of interest, left the room, and abstained from discussion or vote. As recommended by the superintendent and Tom Necklason, Facilities & Purchasing, motion was made by Trustee Haiar and seconded by Trustee Blakeman to accept the bid for coal hauling from the Eagle Butte Mine, Gillette, for the 2014-15 school year from Casey Tenke Trucking LLC. Motion carried. A copy of the bid results is attached and becomes a part of these minutes. Trustee Rathbun returned to the meeting.

As recommended by the superintendent and Janell Willems, Technology Coordinator, motion was made by Trustee Gray and seconded by Trustee Mills to approve the agreement with Golden West to provide basic network monitoring and management services for the 2014-15 school year. The fee is $2,006 per month for 15 servers and 30 network components. Questions were asked about the services provided; Ms. Willems spoke highly of Golden West personnel and their areas of expertise. The cost per month is the same as last year; there is a cap on the total cost, but no minimum is required. Ms. Willems stated she will assess the contract services on a year-to-year basis. Motion carried.

As recommended by the superintendent and Janell Willems, Technology Coordinator, motion was made by Trustee Pearson and seconded by Trustee Rathbun to approve platinum offsite backup services for the 2014-15 school year. The fee is $815 per month. Because there is a storage limit under this contract, Trustee Rathbun asked if there are guidelines to limit how much and what staff and students can save to this backup. Ms. Willems said she will check the language in the network/internet acceptable use policy guides (IGAO-R) for students and employees. Motion carried.

As recommended by the superintendent, motion was made by Trustee Gray and seconded by Trustee Jordan to approve the quote of $2.10/mile from Dakota Bus Service, Inc., to transport Crook County students to school in Belle Fourche, SD. Motion carried.

VEHICLE LEASES – As recommended by the superintendent, motion was made by Trustee Jordan and seconded by Trustee Rathbun to approve the vehicle lease agreement with Sundance State Bank for three (3) Ford Expeditions and four (4) Bluebird buses. Motion carried.

HANDBOOK- As recommended by the superintendent, motion was made by Trustee Mills and seconded by Trustee Blakeman to approve the 2014-15 elementary handbook as submitted. Motion carried.

NEW POLICY – As recommended by the superintendent, motion was made by Trustee Rathbun and seconded by Trustee Mills to approve the first reading of Policy GCF and Policy Guide GCF-R Hiring, Retention, & Promotion. Discussion was held about the 365 day wording which would apply to retired/rehired employees. It is the opinion of Mark Hughes that it is important to keep it in the policy and guide. Motion carried. A copy of the policy and its guide are attached and become a part of the minutes.

CONTRACT – As recommended by the superintendent, motion was made by Trustee Gray and seconded by Trustee Rathbun to approve the contract with Pascal Public Relations LLC for the 2014-15 school year at the rate of $95/hour. Chairman Jones requested a roll call vote: Trustee Jordan – yes, Trustee Pearson – no, Trustee Blakeman – yes, Chairman Jones – yes, Trustee Rathbun – yes, Trustee Mills – no, Trustee Gray – yes, Trustee Haiar – no

Motion carried.

RECESS – Chairman Jones called a recess at 7:01 p.m.

REGULAR SESSION – Chairman Jones called the meeting back into regular session at 7:09 p.m.

RECOGNITION – Crook County School Board members want to recognize the following for their performance or accomplishments:

• Congratulations to the FCCLA students who qualified to attend the national convention!

• Kudos to Jim Pannell for spearheading the Hulett barn project – it is quite a facility! Thanks to the community for pitching in with donated labor & supplies – it’s great to live in a community where people help!

• Thanks to Lila Kennah and students for singing the national anthem to open the meeting!

• Thanks to the interview committee for finding a new board member!

DISCUSSION – Discussion was held:

1. Policy GCJ – Professional Staff Time Schedules & Calendars – Superintendent Stutzman said the feedback he received from the Superintendent’s Council and other staff members caused him to scrap the first version of his proposed policy and look for a better one. He said he wants 2 readings before it is approved; he asked board members for their feedback before the next board meeting; he would like employee feedback after the August reading is approved.

2. Vehicle trade-in – Chairman Jones asked Pamela Garman to talk about options for trading in the 2011 Ford Expedition, which had been the superintendent’s vehicle. Mrs. Garman said it is the goal to trade in the Expedition for 2 staff cars with a minimal amount of additional money. Trustee Rathbun asked if there is a need for 2 staff cars. Mrs. Garman said the driver’s education car totaled last summer has not been replaced, and it is cost effective to have employees drive staff cars instead of paying mileage.

EXECUTIVE SESSION – None

ADJOURNMENT – Motion was made by Trustee Pearson and seconded by Trustee Gray to adjourn the meeting at 7:23 p.m.