Board Minutes

CRESTON SCHOOL DISTRICT #9
SPECIAL SCHOOL BOARD MEETING
17 July 2020
MINUTES

I. Call to order. Matt Hartle called the Board of Trustees meeting to order at 10:02 a.m. The meeting was conducted at both the school and via a Zoom Meeting platform to allow remote access. Members present were Arnold Bjork, Barry Farrell, Nevada Hafer and Jessica Sandven-Sorensen. Also, in attendance: Tammy Bartos – District Clerk, Tami Ward – Principal, Jen Johnson – 2nd grade teacher.
II. Public Participation / Correspondence – nil.
III. Consideration of Action Items:
A. Reopening Guidelines for All Phases. Nevada Hafer moved to approve the Reopening Guidelines for All Phases as presented. Arnold Bjork seconded the motion. Motion passed unanimously.
B. Policy #3141 – Discretionary Nonresident Student Attendance Policy – 1st Read. Policy #3141 update was reviewed. This was a first read. No motion needed.
C. Teacher Contract JW 2020-2021. No action at the time.
D. Transportation Interlocal Cayuse – Creston 2020-21. Jessica Sandven-Sorensen moved to approve the Transportation Interlocal Agreement Between Cayuse Prairie School District and Creston School District. Nevada Hafer seconded the motion. Motion passed unanimously.
E. Bus Routes 2020-21 Revision & Revised Interlocal Creston – Cayuse 2020-21. Information only provided regarding using the E-Bus as an option on bus routes. No Motion needed.
IV. Next Meeting Dates:
A. 13 August 2020, 7:00 am Final Budget & Regular Meeting
V. Adjourn. Meeting adjourned at 11:17 a.m.

Respectfully Submitted,

_____________________________
Tammy Bartos, District Clerk

_____________________________
Matt Hartle, Board Chair

CRESTON SCHOOL DISTRICT #9
SPECIAL SCHOOL BOARD MEETING
25 June 2020

MINUTES

I. Call to order. Matt Hartle called the Board of Trustees meeting to order at 10:00 a.m. The meeting was conducted via a Zoom Meeting platform to allow remote access. Members present were Arnold Bjork, Barry Farrell, Nevada Hafer, Jessica Sandven-Sorensen. Also, in attendance: Tammy Bartos – District Clerk and Tami Ward – Principal.
II. Public Participation / Correspondence – nil.
III. Information Items:
A. MT-PEC – A Roadmap for Safely Reopening Montana’s Public Schools Using Emergency School District Policies. The MT PEC partners have developed guidance to accompany the MTSBA Model Emergency Policies. A link to the full document was provided.
IV. Consideration of Action Items:
A. Door Access System. The Video Surveillance and Door Access Committee met on 10 June 2020 and recommended Anytime Lock and Safe as the vendor for this system. Jessica Sandven-Sorensen moved and Arnold Bjork seconded approval of purchasing the Door Access System from Anytime Lock and Safe. Motion passed unanimously.
B. Video Surveillance System. The Video Surveillance and Door Access Committee met on 10 June 2020 and recommended Anytime Lock and Safe as the vendor for this system with an allowance of up to $10,000, to have the vendor identify and run cables run to any dead zones and to purchase the 8 TB DVR. Arnold Bjork moved and Nevada Hafer seconded approval of purchasing the Video Surveillance System from Anytime Lock and Safe as per the Committee recommendations. Motion passed unanimously.
C. Teacher Contract JW 2020-2021 – nil.
D. Type “E” School Bus Vehicle Purchase. The purchase of this type of vehicle is being explored in order to provide more efficient transportation in cases where we need to run bus routes that transport 10 or fewer passengers. The Bus Depreciation Reserve Fund currently has a balance of $23,722 and additional monies from the General and Transportation Fund are also available. Vehicles that meet the school bus standards were presented, but none of them were ideal. Jessica Sandven-Sorensen moved to approve the purchase of a vehicle that meets the Type “E” School Bus Standards up to $33,000 to also include and allow for the purchase and installation of a backup alarm and allow Mrs. Ward to select a vehicle that best fits the needs of the District. Nevada Hafer seconded the motion. Motion passed unanimously.
E. School Safety Transfer Resolution. Arnold Bjork motioned to authorize the administration to transfer up to $15,000 dollars from the 2019- 2020 General and/or Transportation Funds to the Building Reserve Fund as presented. Barry Farrell seconded the motion. Motion passed unanimously. Full Resolution attached.
V. Next Meeting Dates:
A. 13 August 2020, 7:00 am Final Budget & Regular Meeting
VI. Adjourn. Meeting adjourned at 10:44 a.m.

Respectfully Submitted,

_____________________________
Tammy Bartos, District Clerk

_____________________________
Matt Hartle, Board Chair

———————————————————

RESOLUTION
BUDGET TRANSFER FOR SCHOOL SECURITY UPGRADES

On Motion duly made by Arnold Bjork and seconded by Barry Farrell the following resolution was presented to the Board:

WHEREAS, the Administration has presented the Board with a recommendation to transfer a maximum of $15,000 dollars from the General and/or Transportation funds to the Building Reserve fund of the District;

WHEREAS, the transfer is not from the debt service fund or retirement fund;

WHEREAS, the transfer is state or local revenue from a budgeted or nonbudgeted fund;

WHEREAS, the funds will be encumbered by June 30, 2022

WHEREAS, the District may not increase its nonvoted levy for the purpose of restoring the transferred funds;

WHEREAS, the transfer is for improvements to school safety including new technologies for emergency response, new technology to manage security measures, securing egress, or general improvements to school safety.

NOW THEREFORE, be it resolved that the Board of Trustees of Creston School District No. 9, approves transferring a maximum of $15,000 dollars from the General and/or Transportation funds to the Building Reserve fund of the District as recommended by the Administration.

Vote being had on the foregoing Resolution, the results of which are as follows:

Name of Trustee In Favor Opposed

Arnold Bjork ___X____ _______
Barry Farrell ___X____ _______
Nevada Hafer ___X____ _______
Matt Hartle ___X____ _______
Jessica Sandven-Sorensen ___X____ _______

The Chairperson declared said Resolution adopted.

CRESTON SCHOOL DISTRICT #9
SPECIAL SCHOOL BOARD MEETING
22 June 2020
MINUTES

I. Call to order. Matt Hartle called the Board of Trustees meeting to order at 3:09 p.m. The meeting was conducted via a Zoom Meeting platform to allow remote access. Members present were Arnold Bjork, Barry Farrell, Nevada Hafer, Jessica Sandven-Sorensen. Also, in attendance: Tammy Bartos – District Clerk and Tami Ward – Principal.
II. Public Participation / Correspondence – nil.
III. Consideration of Action Items:
A. Type “E” School Bus Vehicle Purchase. Over the last couple of years, we have had a need to run additional bus routes that transport 10 or fewer passengers; the purchase of this type of vehicle is being explored in order to provide more efficient transportation in these types of cases. The Bus Depreciation Reserve Fund currently has a balance of $23,722. Additional monies from the General and Transportation Fund are also available. Jessica Sandven-Sorensen moved to authorize the Principal and/or her designees to look for and recommend possible Type E school bus vehicles to purchase. Arnold Bjork seconded the motion. Motion passed unanimously.
IV. Next Meeting Dates:
25 June 2020, 10:00 am Special Meeting
V. Adjourn. Meeting adjourned at 3:32 p.m.

Respectfully Submitted,

_____________________________
Tammy Bartos, District Clerk

_____________________________
Matt Hartle, Board Chair

CRESTON SCHOOL DISTRICT #9
REGULAR SCHOOL BOARD MEETING
11 June 2020
MINUTES
I. Call to order. Matt Hartle called the Board of Trustees meeting to order at 7:09 a.m. in the Creston Gym. The meeting was also conducted via a Zoom Meeting platform to allow remote access. Members present were Arnold Bjork, Barry Farrell, Nevada Hafer, Jessica Sandven-Sorensen. Also, in attendance: Tammy Bartos – District Clerk and Tami Ward – Principal. In attendance via Zoom: Jen Johnson – Teacher
II. Minutes of 14 May 2020 and 26 May 2020. Jessica Sandven-Sorensen moved and Barry Farrell seconded approval of the minutes as presented. Motion passed unanimously.
III. Public Participation / Correspondence – nil.
IV. Information Items:
A. COVID-19 / ESSER (CARES). The grant application has been completed. The award amount is $20,772. Timelines associated with the grant were shared as well as estimated/possible costs.
B. Video Surveillance/Door Access. Information and minutes from the 10 June 2020 and 21 May 2020 committee meetings were shared. Recommendations for action will be brought before the school board at a future meeting.
C. Summer Program Safe Practices & Student Contract Information. The summer program contract with students/families and staff safe practice procedures were shared.
V. Reports:
A. Clerk. The Statement of Expenditure includes payroll and claims through 10 June 2020. The General Fund at 92% committed and the Grand Total of all Funds at 85%. The Fiscal Year 2018-2019 Audit is still on-going.
B. Principal. Predicting student enrollment for 2020/2021 at or above 115. Our kindergarten and first grade classrooms are near the enrollment limits. Area administrators will continue to meet throughout the summer to brainstorm ideas for opening schools in the fall should COVID-19 still be a concern. The following two books have been selected for our teaching staff next year: Embarrassment: And the Emotional Underlife of Learning, by Tom Newkirk and Dare to Lead, by Brene’ Brown. To be in compliance with new legislation all kindergarten, first grade, and new students will be screened for Dyslexia using a universal screener starting this fall. Updates on Cooperatives were also given.
C. Staff. Jen Johnson shared the staff report via a Google Slides presentation which highlighted student work and projects.
VI. Policies:
A. MTSBA Policy Recommendations. Policy 1909 which was adopted by the Creston Board 4/30/2020 was reviewed with an update in anticipation of the policy remaining in effect beyond the conclusion of the 2019-2020 school year. Jessica Sandven-Sorensen moved, and Arnold Bjork seconded to approve the changes to Policy 1909 as presented. Motion passed unanimously.
VII. Consideration of Action Items:
A. Creston School Calendar Change for 2020-2021. Arnold Bjork moved to approve changing the 2020-2021 Creston School Year Calendar to correctly reflect the Creston Auction Prep Days as April 8th and 9th. Barry Farrell seconded the motion. Motion passed unanimously.
B. Septic System. A memo from Jackola Engineering & Architecture, PC was shared to give a general description of the potential septic system and associated project costs. Information only was shared and discussed. No motion made.
C. NWMESA Agreement. The Northwest Montana Educational Service Agency founded in 1996 is an umbrella inter-local agreement which allows mingling of funds for educational purposes. Enrollment and fees occur every three years. Five divisions (branches) are currently in operation: Northwest Montana Educational Cooperative, Joint Purchasing, PIR Net, Health & Benefits Cooperative, Crossroads. Jessica Sandven-Sorensen moved, and Nevada Hafer seconded approving the agreement as presented. Motion passed unanimously.
D. Classified Staff Contracts renewal or non-renewal 2020-2021 & Compensation. Jessica Sandven-Sorensen moved and Barry Farrell seconded approving the 2020-2021 Non-Renewal as well as the Contract Renewals and compensations as presented. Motion passed unanimously.
E. Principal with Superintendent Duties Salary Negotiation & Contract 2020-2021. Jessica Sandven-Sorensen moved, and Nevada Hafer seconded approving the Principal contract and compensation for 2020-2021 as presented. Motion passed unanimously.
F. Teacher Contract JW 2020-2021. Still waiting on documents. No action at this time.
G. Clerk Salary Negotiation & Contract 2020-2021. Jessica Sandven-Sorensen moved, and Barry Farrell seconded approving the Clerk contract and compensation for 2020-2021 as presented. Motion passed unanimously.
H. Summer Program Considerations: Teacher Contracts. Jessica Sandven-Sorensen moved, and Arnold Bjork seconded approving the teaching contracts for the June 15, 2020 – July 2, 2020 summer program as presented. Motion passed unanimously.
I. Flathead Crossroads Interlocal Agreement 2020-21. The Flathead Crossroads Programs is an extension of special education services at Evergreen Schools and allows participating districts to provide educational services to meet the unique educational needs of students who have chronic emotional and behavioral needs with the specific intent of building skills necessary to facilitate reentry into the regular public school setting. Jessica Sandven-Sorensen moved, and Arnold Bjork seconded approving the agreement as presented. Motion passed unanimously.
J. Hire Aide for 2020/2021. No applications have been received. No action taken.
K. Bus Route(s) 2020-2021 & Interlocal Transportation Agreements. Jessica Sandven-Sorensen moved, and Arnold Bjork seconded approving the routes and interlocal agreements with the morning route as presented, the afternoon route option 1 (with Sweet Pea Stop), and the Intermountain route as presented. Motion passed unanimously.
L. Bus Route to Intermountain for Summer 2020. Information only regarding a possible need for transportation to the Intermountain Summer Program. No action.
M. Individual Transportation Contract Approval (OPI Form TR-4). A contract for the 2020-2021 was presented. Arnold Bjork moved, and Barry Farrell seconded approving the contract as presented. Motion passed unanimously.
N. Authority to process claims June through August without convening a board meeting. Arnold Bjork moved, and Barry Farrell seconded authorizing the District Clerk to process claims from June through August without convening a board meeting. Motion passed unanimously.
O. American Red Cross Hold Harmless & Shelter Agreement – nil.
P. Gym & School Grounds Use request(s) – nil.
Q. Out of District Request(s) – Arnold Bjork moved and Jessica Sandven-Sorensen seconded acknowledgement of receipt of the attendance agreement as presented. Motion passed unanimously.
VIII. Claims – June 2020. The trustees approved all claims as presented.
IX. Next Meeting Dates:
A. 25 June 2020, 10:00 am Special Board Meeting
B. 13 August 2020, 7:00 am Regular & Final Budget Meeting
X. Adjourn. Meeting adjourned at 8:54 a.m.

Respectfully Submitted,

_____________________________
Tammy Bartos, District Clerk

_____________________________
Matt Hartle, Board Chair

CRESTON SCHOOL DISTRICT #9
SPECIAL SCHOOL BOARD MEETING
26 May 2020

MINUTES

I. Call to order. Jessica Sandven-Sorensen called the Board of Trustees meeting to order at 8:04 a.m. The meeting was held via a Zoom video conferencing platform. The following members were present: Arnold Bjork, Barry Farrell, and Nevada Hafer. Absent: Matt Hartle. Also, in attendance: Tammy Bartos – District Clerk, and Tami Ward – Principal.
II. Public Participation / Correspondence – nil.
III. Consideration of Action Items:
A. 6th Grade Day Trip June 2020 & Permission Form. Every year we plan a special day for our 6th graders to celebrate their time at Creston School. We originally had a day planned at Flathead Lake Bible Camp, but due to COVID19 the facility cancelled the reservation. The Amazing Fun Center in Coram has contacted area schools offering their outdoor facility for use once we are in Phase 2 – which we will be June 1st. A Permission Slip has been developed using form 2151F from our policy series and modified for COVID-19. The sixth-grade teachers will chaperone and plan for a June 8th date. Arnold Bjork motioned and Barry Farrell seconded approval of the 6th Grade Day Trip to the Amazing Fun Center with parent provided transportation and of the permission slip as presented. Motion passed unanimously.
B. Obsolete Property Resolution. Barry Farrell moved and Nevada Hafer seconded approval of the Resolution for disposal of property as presented. Motion passed unanimously.
IV. Next Meeting Date:
A. 11 June 2020, 7:00 am Regular Meeting
V. Adjourn. Meeting adjourned at 8:12 a.m.

Respectfully Submitted,

_____________________________
Tammy Bartos, District Clerk

_____________________________
Matt Hartle, Board Chair

CRESTON SCHOOL DISTRICT #9
REORGANIZATION & REGULAR SCHOOL BOARD MEETING
14 May 2020
MINUTES

I. Call to order. Matt Hartle called the Board of Trustees meeting to order at 7:01 a.m. in the Creston Gym. The meeting was also conducted via a Zoom Meeting platform to allow remote access. Members present: Barry Farrell, Nevada Hafer, Shawn McDonough, Jessica Sandven-Sorensen. Members absent: Arnold Bjork. Also, in attendance: Tammy Bartos – District Clerk, Tami Ward – Principal, and Jack Eggensperger – County Superintendent. In attendance via Zoom: Emily Russell – 5th grade teacher.
II. Minutes of 9 April 2020 and 30 April 2020. Jessica Sandven-Sorensen moved and Shawn McDonough seconded approval of the minutes as presented. Motion passed unanimously.
III. Public Participation / Correspondence – nil.
IV. Results of Trustee Election / Welcome & Introductions. The Trustee Election was cancelled due to the number of candidates filing a Declaration of Intent and Oath of Candidacy was equal to the number of open positions. Trustees elected by acclamation: Arnold Bjork for a 3-year term, Barry Farrell for a 2-year term and Nevada Hafer for a 3-year term. Shawn McDonough moved to accept the election results as presented. Jessica Sandven-Sorensen seconded. Motion passed unanimously.
V. Oath of Office for Newly Elected Trustees. Arnold Bjork took his oath of office prior to today’s meeting at the County Superintendent’s Office. Jack Eggensperger administered the oath of office to Barry Farrell and Nevada Hafer.
VI. Adjourn Meeting / Recognition to Outgoing Trustee. Matt Hartle, Board Chair, adjourned the meeting at 7:09 a.m. Thanks, and recognition for time served was given to outgoing trustee Shawn McDonough.
VII. Call to Order. Matt Hartle called the Board of Trustees meeting to order with newly appointed trustees at 7:09 a.m. in the Creston Gym. The same people were in attendance.
VIII. Nomination and Election of Board Chair. Jessica Sandven-Sorensen nominated Matt Hartle as Board Chair. Barry Farrell seconded. Motion passed unanimously.
IX. Nomination and Election of Board Vice-Chair. Matt Hartle nominated Jessica Sandven-Sorensen as Vice-Chair. Barry Farrell seconded. Motion passed unanimously.
X. Appointment and Oath of Office of District Clerk. Jessica Sandven-Sorensen moved to appoint Tammy Bartos as District Clerk. Barry Farrell seconded. Motion passed unanimously. Jack Eggensperger administered the oath of office to Tammy Bartos.
XI. Information Items:
A. Bus Transactions Updates. Sheyenne Transport has accepted the offer approved by the Board on April 9th and they plan to pick up the 2011 IC CE bus from us today or tomorrow. Our new Blue Bird Propane Bus was delivered to the school on Friday May 8th.
B. Procedures COVID-19 Staff and Student Health Guidelines. Two documents were shared: 1) Creston Safe Practices for Staff and Students and 2) Targeted Student Check-In May 11 – Remainder of the 2019-2020 School Year.
XII. Reports:
A. Clerk. Statement of Expenditure and Fund 115 Projects report includes payroll and claims through 13 May 2020. The General Fund is at 74% committed and the Grand Total of all funds is at 71% committed. Reconciliation to the County Treasurer has been completed for March 2020. The Audit for Fiscal Year 2018-2019 is still in progress.
B. Principal. Student Enrollment is at 115. Close contact with area administration, the Office of Public Instruction, and the CDC regarding the coronavirus continues. A plan for a festive End of Year Celebration while being mindful of Covid-19 issues is underway – all staff will be onsite June 5th and will be in the field as families drive through drop-off and pick-up stations; each family will be given a treat bag and fun summer activities as they pick up report cards and say goodbye. Regular monthly maintenance continues, and the summer project list is underway. Jackola Engineering has been contacted for a preliminary bid on the septic system. Teachers continue to assess students remotely and are beginning to schedule students for in person, one-to-one assessments/instruction on grade level objectives as per the guidelines. Summary reports on teacher professional development, safety committee, Education Cooperative, Special Education Cooperative and Crossroads were also given. School Facilities Inventory Status Report was included. Next month there will be an agenda item regarding a needed change on the 2020-2021 School Year Calendar to reflect the correct Creston Auction Prep Days as April 8th and 9th (not the 1st and 2nd).
C. Staff. Emily Russell shared the staff report via a Google Slides presentation which highlighted student work and projects.
XIII. Policies:
A. MTSBA Policy Update Recommendations to #1900 and #1906. The updates were recommended by MTSBA in anticipation of the policies needing to remain in effect beyond the conclusion of the 2019-2020 school year. Jessica Sandven-Sorensen moved, and Barry Farrell seconded approval of the policies as presented. Motion passed unanimously.
XIV. Consideration of Action Items:
A. Board Meeting Time for FY21. Discussion regarding a possible change to the regular board meetings. Jessica Sandven-Sorensen moved, and Barry Farrell seconded regular meetings to continue to meet at 7:00 a.m. on the second Thursday of each month. Motion passed unanimously.
B. Video Surveillance Committee Formation. Matt Hartle and Jessica Sandven-Sorensen volunteered to serve on this committee. Shawn McDonough volunteered to serve as a community member.
C. Flathead Special Education Cooperative FY21 Interlocal Agreement Severe Communication Disorders Program. Jessica Sandven-Sorensen moved, and Barry Farrell seconded approval of the Interlocal Agreement as presented. Motion passed unanimously.
D. Flathead Special Education Cooperative FY21 Interlocal Agreement Preschool Program. Nevada Hafer moved, and Jessica Sandven-Sorensen seconded approval of the Interlocal Agreement as presented. Motion passed unanimously.
E. Sick Bank Committee Formation. Barry Farrell volunteered to serve on this committee.
F. MTSBA Annual Meeting Delegate(s) and Registration. At this time no one volunteered to be a representative.
G. Teacher Contracts 2020-2021 Renewal or Non-renewal of non-tenured teachers. Jessica Sandven-Sorensen moved, and Barry Farrell seconded to approve the contract renewals for the list of tenured teachers and approve the contract renewals for the list of non-tenured teachers as presented. Motion passed unanimously.
H. Hiring for a 1.0 Teacher for 2020/2021 (a one-year contract for Hess-Headlee leave). Barry Farrell moved, and Nevada Hafer seconded approval to hire Janessa Williams for the 2020/2021 school year, contingent upon receiving a current and valid Montana teacher certificate with the required endorsements. Motion passed unanimously.
I. Budget Considerations COVID-19 Related Costs. No information available at this time.
J. Post Opening to Hire Aide for 2020/2021. Jessica Sandven-Sorensen moved, and Nevada Hafer seconded approval to post a job opening for an Aide position for 2020/2021 and to begin the hiring process. Motion passed unanimously.
K. Student Handbook change regarding OPT-IN for State Missing Child Photo Repository. Barry Farrell moved, and Jessica Sandven-Sorensen seconded to approve changing the Student Handbook section and any related forms regarding Missing Child Electronic Photograph Repository to reflect the State required opt-in procedure. Motion passed unanimously.
L. Out of District Request(s) – nil.
XV. Claims – May 2020. The trustees approved all claims as presented.
XVI. Next Meeting Date:
A. 11 June 2020, 7:00 am Regular Meeting
XVII. Executive Session for Principal Personnel Evaluation and consideration of closed session minutes. At 8:20 a.m. Board Chair, Matt Hartle, closed the meeting in order to protect the individual rights of Tami Ward, Principal. Upon re-opening the meeting at 8:39 a.m. Jessica Sandven-Sorensen moved and Barry Farrell seconded approval of the evaluation and of the executive session minutes. Motion passed unanimously.
XVIII. Adjourn. Meeting adjourned at 8:40 a.m.

Respectfully Submitted,

_____________________________
Tammy Bartos, District Clerk

_____________________________
Matt Hartle, Board Chair