Board Minutes

CRESTON SCHOOL DISTRICT #9
FINAL BUDGET & REGULAR SCHOOL BOARD MEETING
13 August 2020

MINUTES

I. Call to order. Matt Hartle called the Board of Trustees meeting to order at 7:07 a.m. The meeting was conducted at the school as well as via a Zoom Meeting platform to allow remote access. Present were Board Trustees, Matt Hartle, Jessica Sandven-Sorensen and Barry Farrell. Absent: Arnold Bjork and Nevada Hafer. Also, in attendance were Tami Ward, Principal, Tammy Bartos, District Clerk and Jennifer Johnson, Teacher and CEA President. Public in Attendance: Jill Bauerle.
II. Minutes of 11 June 2020, 22 June 2020, 25 June 2020, 17 July 2020 and 31 July 2020. Jessica Sandven-Sorensen moved to approve the minutes as presented. Barry Farrell seconded the motion. Motion passed unanimously.
III. Public Participation / Correspondence – None
IV. Information Items:
A. Governor’s Coronavirus Relief Funds (CRF). The document from the Office of the Governor regarding funding for schools through the CRF, as well as a copy of the Certification Form for the funding request was provided.
B. E-Bus Purchase – 2019 GMC Acadia. On 12 July 2020 the purchase of a 2019 GMC Acadia was finalized. A Cost Analysis was provided.
C. Video Surveillance/Door Access. Both of these systems are in process of installation. Installation is expected to be completed prior to the first day of school.
D. Septic System. Until such time that funds are available, or another plan is arrived at, we will proceed with pumping the system more frequently.
E. List of P-Card Users – required as per policy 7405. A list of P-Card Users was presented.
V. Reports:
A. Clerk. Financial Reports for fiscal year 2020 are part of the TFS and Budget Action Items.
B. Principal. Predicting student enrollment for 2020/2021 at or above 109. This year we will host individual class Open Houses instead of the usual Back-to-School Open House and dinner. Mrs. Ward continues to be in close contact with area administration, the OPI and health officials regarding the ongoing coronavirus outbreak – area administrators will continue to meet throughout the school year to brainstorm ideas and share resources. Monthly building maintenance checklists have been completed. We are in desperate need of substitute teachers; notices have been posted and emailed. At the recent August Technology Institute, staff were able to discuss, plan and agree on how we will assist students who are remaining remote, as well as other topics. Many of the teachers are also attending the STEAM conference and the NW Reading Conference this month. The full report was provided to the Board in writing.
C. Staff. Jen Johnson reported positive feedback from last week’s collaboration after the August Institute meetings.
VI. Policies:
A. Review MTSBA Policy Series 1900 – Revised for Instructional Year 2020-2021. None at this time.
B. Policy 3141 – Discretionary Nonresident Student Attendance – 2nd Read. Wording change to “may accept nonresident students in a class until class size reaches 90% or 80% of a small square footage classroom …” Jessica Sandven-Sorensen moved to approve the changes as presented. Barry Farrell seconded the motion. Motion passed unanimously.
VII. Consideration of Action Items:
A. TFS. The Trustees Financial Summary (TFS) and the Budget Report for 2020-2021 were not ready to be presented. These two budgeting agenda items were continued to 14 August 2020 at 1:00 p.m. 14 August 2020, Matt Hartle continued the meeting at 1:00 pm. Present were trustees Matt Hartle, Arnold Bjork, Barry Farrell and Jessica Sandven-Sorensen. Absent was trustee Nevada Hafer. Also, in attendance were Tami Ward, Principal and Tammy Bartos, District Clerk. Mrs. Bartos gave an update of the progress of both the Trustees Financial Summary for 2019-2020 and also for the 2020-2021 Budget. The reports are incomplete, and at 1:12 p.m. the meeting was again continued to 14 August 2020 at 5:00 p.m. 14 August 2020, Matt Hartle continued the meeting at 5:00 p.m. Present were trustees Matt Hartle, Arnold Bjork, Barry Farrell and Jessica Sandven-Sorensen. Absent was trustee Nevada Hafer. Also, in attendance were Tami Ward, Principal and Tammy Bartos, District Clerk. The TFS is the school districts official submission of annual financial information to the County Superintendent and State Superintendent. The 2019-2020 TFS was presented in its entirety. Arnold Bjork moved to approve the TFS for Fiscal Year 2019-2020 as presented. Jessica Sandven-Sorensen seconded the motion. Motion passed unanimously.
B. Budget. See item A for information on the continuation of this item from 13 August 2020 to 14 August 2020. On 14 August 2020 at the 5:00 p.m. continuation meeting the 2020-2021 Budget report was presented in its entirety. A comparison to FY2019-20 was also provided. Arnold Bjork moved to approve the 2020-2021 Budget as presented. Jessica Sandven-Sorensen seconded the motion. Motion passed unanimously. The meeting was adjourned at 6:03 p.m.
C. Declare Emergency for Instructional Year 2020-2021. Jessica Sandven-Sorensen moved that “the Board of Trustees declare an unforeseen emergency with the meaning of that term as set forth in Title 20, Chapter 9, Part 8, to become immediately effective and to continue through June 30, 2021, or until terminated by a vote of the Board of Trustees. The declaration is necessary due to community and school health concerns related to COVID-19. The Board of Trustees authorizes the Administrator to take necessary steps to execute this declaration and inform the public and government agencies of this declaration.” Barry Farrell seconded the motion. Motion passed unanimously.
D. Offsite Instruction for Instruction Year 2020-2021 – nil.
E. Records Destruction Document – Form RM88 – nil.
F. MOA with CEA. The Memorandum of Agreement with Creston Education Association is in process of being reviewed. No action at this time.
G. Face Coverings. On the afternoon of August 12th, Governor Bullock issued a directive regarding the wearing of masks in public and private schools. Mrs. Ward presented the Reopening document with the needed changes and added an appendix explaining the requirement. After a review and suggested adjustments Jessica Sandven-Sorensen moved to amend the Creston School Reopening document to reflect the requirement of face masks for staff, students and visitors in the school. Barry Farrell seconded the motion. Motion passed unanimously.
H. Bus Route Change – Sweet Pea. Sweet Pea Outdoor School is in the process of making a decision about their after-school program, which may impact our afternoon bus route. Waiting for further information. No action at this time.
I. Staff Handbook. Kris Goss at MTSBA provided school administration with a draft staff handbook which was revised and then reviewed again by him. Some minor changes were discussed as well as some typographical corrections. Jessica Sandven-Sorensen moved to approve the Staff Handbook as presented with the discussed changes. Barry Farrell seconded the motion. Motion passed unanimously.
J. Gym & School Grounds Use request(s) – None
K. Out of District Request(s) – None
VIII. Claims – June 2020 – August 2020. The trustees approved all claims as presented.
IX. Next Meeting Dates:
A. 10 September 2020, 7:00 am Regular Meeting
B. 8 October 2020, 7:00 am Regular Meeting
X. Adjourn. At 8:39 the budget portion of the meeting was continued to August 14, 2020 at 1:00 p.m. Please refer to items VII.A. and VII.B. for the minutes to that portion of the meeting.

Respectfully Submitted,

_____________________________
Tammy Bartos, District Clerk

_____________________________
Matt Hartle, Board Chair

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

I. Call to order. Matt Hartle called the Board of Trustees meeting to order at 10:01a.m. The meeting was conducted via a Zoom Meeting platform to allow remote access. Members present were Arnold Bjork, Jessica Sandven-Sorensen. Members absent: Barry Farrell, Nevada Hafer. Also, in attendance: Tammy Bartos – District Clerk and Tami Ward – Principal, and Janessa Williams.
II. Public Participation / Correspondence – nil.
III. Consideration of Action Items:
A. Teacher Contract JW 2020-2021. Jessica Sandven-Sorensen moved to approve the 2020-2021 teaching contract for Janessa Williams as presented. Arnold Bjork seconded the motion. Motion passed unanimously.
B. Hire Aide and Employment Contract 2020-2021. Arnold Bjork moved to approve the hiring of Katherine Miller for an Aide position and also approve her 2020-2021 employment contract as presented. Jessica Sandven-Sorensen seconded the motion. Motion passed unanimously.
IV. Next Meeting Dates:
A. 13 August 2020, 7:00 am Final Budget & Regular Meeting
V. Adjourn. Meeting adjourned at 10:09 a.m.

Respectfully Submitted,

_____________________________
Tammy Bartos, District Clerk

_____________________________
Matt Hartle, Board Chair

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