Board of Education
Beaver County School District
Approved: October 15, 2013
Meeting Date: September 11, 2013
Last Revised: September 13, 2013
The following are minutes taken from the Regular Board Meeting of the Beaver County School District Board of Education held on September 11, 2013. This meeting was conducted at the District Office building located at 291 North Main, Beaver, Utah, 84713.
Board Member Attendance
Board President—Nicholas Dotson (Precinct 2): Present
Board Vice President—Carolyn White (Precinct 1): Present
Board Member—Richard Limb (Precinct 4): Present
Board Member—Lisa Carter (Precinct 5): Present
Board Member—Kristina Brown (Precinct 3): Present
School District Personnel Attendance
Superintendent Terry
Todd Burke, Business Administrator
Tracy Davis, Programs Director
Other Patrons Who Attended
Rick Rose, MHS Counselor
Larry White, BHS Counselor
Work Session Meeting (12:30 pm)
Board President Dotson opened the meeting, and the meeting was convened at 12:30 pm.
President Dotson was the conducting authority of the meeting.
Review of USBA Leadership Conference:
Board Members Brown, Carter, and White reported on key parts to the conference. Feedback received through the conference indicated many BCSD students were prepared for college, and AP high school courses are better suited to preparing students for college given the rigor of the courses. Suggested changes from feedback received at the conference for high school instruction included eliminating extra credit, requiring firm deadlines, and not accepting late work.
"Authority" for district governance and management was discussed at the conference. Review of policy at each board meeting is important, but minimizing the number of policies is also important. Salt Lake City School District was the model discussed at the conference. Tie all policies back to budgets, and tie all budgets back to students. Superintendent Terry pointed out that updating policy in a timely manner is an item for improvement in the district. The Board and administration discussed the possibility of moving towards the Salt Lake City School District policy model, and the discussion was favorable.
The Board Members reported on several keynote and motivational speakers at the conference.
The Board Members reported on information that is available regarding PLC instructional approaches. The Board recommended several books for review including "The Fred Factor" and others.
Board Member Brown suggested the district consider the Latinos in Action program. She also suggested the board direct questions regarding the new core curriculum towards a discussion of actual core standards.
Other:
The Board visited with Bruce Garner from State Risk Management regarding out of state travel for students. Mr. Garner is the attorney from the Utah Attorney General's Office that represents school districts. Mr. Garner explained the district's liability insurance covers out of state trips but strongly discourages them as state governmental protections are not in place outside of Utah borders.
The Board deferred discussion of the MBA program to future board meetings and personal study.
Regular Board Meeting - Preliminary (2:00 pm)
Board President Dotson opened the meeting, and the meeting was convened at 2:00 pm.
President Dotson was the conducting authority of the meeting.
Welcome by President Nick Dotson
The Board observed a moment of silence in respect for 9/11/2001. Pledge of Allegiance lead by Board Member Limb.
Student & Staff Recognitions:
Beaver High School Students of the Month:
7th Grade - Joey Angell
8th Grade - Bridger Green
9th Grade - Karley McInelly
10th Grade - Paige Bradshaw
11th Grade - Kellie Bairett
12th Grade - Schyler Jordan
Public Input (none)
Regular Board Meeting - Consent Items (2:05 pm)
Consent Item: Approval of Open and Closed Meeting Minutes
Open meeting minutes approval for August 5, 2013 board meeting:
Motion to Approve Made By: Carolyn White
Motion Seconded By: Kristina Brown
Board Vote: Unanimous
Closed meeting minutes approval for August 5, 2013 board meeting:
Motion to Approve Made By: Lisa Carter
Motion Seconded By: Carolyn White
Board Vote: Unanimous
Consent Item: Approval of Warrants, Budgets, and Financial Reports and Monthly Board Budget Reports
Motion to Approve Made By: Richard Limb
Motion Seconded By: Carolyn White
Board Vote: Unanimous
Consent Item: Board Travel Reimbursement - Carolyn White, Pre-delegate Assembly
Motion to Approve Made By: Lisa Carter
Motion Seconded By: Kristina Brown
Board Vote: Unanimous
Reminder to board members to complete the state driving training video and test (same procedures as employees)
Consent Item: Travel - School Activities & Personnel
Matt Moffett - Minneapolis, MN for UAAT Conference with USOE
BHS FFA Travel to Louisville, Kentucky- National FFA
BHS Music to Anaheim, CA - Spring 2014
BHS Geology Class to Utah Hill, AZ
MHS FCCLA State Leadership Conference
MHS Football - West Wendover, NV
MHS, Andy Swapp - A&WMA Scholarship Banquet
MHS, Skills USA Training, Andy Swapp - Provo, UT
Motion to Approve Made By: Carolyn White
Motion Seconded By: Richard Limb
Board Vote: Unanimous
Consent Item: Home School FY14 & FY13 Authorizations
Motion to Approve Made By: Richard Limb
Motion Seconded By: Carolyn White
Board Vote: Unanimous
Regular Board Meeting - Information Items (2:50 pm)
Information Item: 2013-14 Coaching Staff - BHS & MHS
Information Item: Counselors - Larry White & Rick Rose, High School Comprehensive Guidance Review
Both Mr. Rose and Mr. White reported positive results from the review.
Both Mr. Rose and Mr. White reported positive results from the new block schedule. The discussion noted several positive aspects of the change including organization and planning, increased course offerings, and utilization of staff expertise. Inquiries were made by the Board regarding student fees and impact upon Ednet students.
Information Item: Necessarily Existent Small Schools FY14 Plan
The administration reviewed the NESS plan with the board.
Information Item: Drivers Education FY14 Plan
The Superintendent reviewed the FY14 drivers education plan with the board in conjunction with compliance issues detected in the FY13 closeout process.
Information Item: Preliminary Compliance Reports and Schedules for Upcoming Audit
Schedule of Federal Expenditures
Schedule of Expenditures of Federal Awards
Schedule of Restricted State Program Expenditures
Schedule of State Transfers
Federal Single Audit Note
Information Item: Preliminary Financial Reports for FY13 for Upcoming Audit
Governmental Funds - Balance Sheet
Governmental Funds - Statement of Revenues, Expenditures, and Changes in Fund Balances
General Fund Budget Reports
Capital Projects Fund Budget Reports
Debt Services Fund Budget Reports
Food Services Fund Budget Reports
Student and School Activities Fund Budget Reports
Scholarship Fund Budget Reports
Mr. Burke reviewed the preliminary financial reports with the board. The discussion included:
Whether or not to fully fund termination benefits in lieu of new accounting standards
Challenges with deficits related to the CTE and Special Education programs
Compliance with budget to actual comparisons with expenditures
Governmental fund, fund balances
Compliance issues detected in the closeout--drivers education and debt service fund
Information Item: Disclosure to Board, Administrator Salaries
The board reviewed and compared salaries for all administrators in the district with a request to the administration to propose a plan in the next board meeting.
Information Item: District Employee Training Report - USOE R277-113 and Fiscal Accountability
The Superintendent reviewed the website trainings that are now available to administrators and staff. The training can be found on the district website at the Training for Administrators and Staff link.
Regular Board Meeting - Action Items (4:00 pm)
Action Item: Surplus Property - D.O. Laptop Computer & Case (Special Education)
Motion to Approve Made By: Richard Limb
Motion Seconded By: Lisa Carter
Board Vote: Unanimous
Action Item: Personnel - New Employees
BHS English Teacher - Brian Dettling
BHS Media/Testing Specialist - Cassi Crum
BHS Special Ed. Para - Teara Hodges & Sharla Almeida (did not accept position)
MHS Migrant Ed. Para - Patricia Stewart
MIN Reading Para - Shawna Eyre
MIN Special Ed. Para - Amy Hollingshead
MIN Media/Library Para - Sharla Carbine
MES Custodian - Gladys Lepe
BES Special Ed. Para - Mark Smith & Sharla Almeida
BES Migrant Ed. Para - Lindsey Yardley
BES Speech/Language Para - Darleen Webb
Motion to Approve Made By: Carolyn White
Motion Seconded By: Lisa Carter
Board Vote: Unanimous
Action Item: Policies
CEAB: Emergency Preparedness and Response, 3rd Reading and Adoption
Staff Leave Policy Revised, 3rd Reading & Adoption
Updates to District Policy Manual from 2013 Legislative Session
BEA: Board Meetings, Notice Requirements, 2nd Reading
BEB: Board Meetings, Recording and Minutes, 2nd Reading
CEB: Emergency Response Plan, 2nd Reading
CJ: Transportation, 2nd Reading
DBB: Contracts--Classified Employees, 2nd Reading
DEB: Retirement, 2nd Reading
ECC: Curriculum--Reading Achievement for K-3, 2nd Reading
FDACD: Medical Recommendations by School Personnel to Parents, 2nd Reading
FDAF: Concussion & Head Injury, not to adopt
FEA: Education & Family Privacy, 2nd Reading
FGAD: Bullying, Cyberbullying, Harassment, Hazing, 2nd Reading
FHA: Safe Schools, 2nd Reading
FI: Student Fees, Fines, and Charges, 2nd Reading
GCA: Conduct on School Premises, 2nd Reading
GE: School Community Councils, 2nd Reading
Fund Raising Activities Policy
DHA: Orderly Termination Policy
Motion to Approve Made By: Kristina Brown
Motion Seconded By: Richard Limb
Board Vote: Unanimous
Regular Board Meeting - Discussion Items (5:30 pm)
Superintendent Report
Reviewed the Level 1 mathematics cohort and professional development program with 9 teachers who have expressed interest
Reviewed a conversation with Legislator Evan Vickers
September 18th meeting with BEA
Business Administrator Report
A review of school district business administrator meeting with attorney
Implementation and compliance to procurement code
A review of R277-113 internal controls and fiscal accountability compliance
Approximately 450 hours of lost clerical labor due to retirement system eligibility changes
Possibility of a new part-time purchasing position was discussed.
State Auditors Office Audits of School Board Meeting Compliance
Upgrade in S&P Rating
Reviewed the changes the district is working through including policy, procedures, accounting system, purchasing compliance, electronic upload of AFR and APR, etc.
Update on progress of audit
Board Meeting Compliance Checklist
Update: BHS Power Insurance Claim
Verizon property tax appeal
Programs Director Report
School Grading Information
Mr. Davis presented the details behind each school’s grade received from the Utah State Office of Education. Concerns were expressed with mathematics and science throughout the district.
Board Assignment Reports:
Vice President White: Request for follow up on the honors banquet
Board Member Brown: Inquired about AED training with the Minersville staff
Board Member Limb: Reported on the Pre-delegate assembly, feedback received from Beaver City, and feedback from the Beaver County Fair. Request to follow up with employees regarding the new retirement system rules.
Regular Board Meeting - Adjournment (6:20 pm)
President Dotson adjourned and dismissed the meeting at 6:20 pm.
Next Scheduled Board Meeting: Board meeting has been scheduled for October 15, 2013 at Minersville School in Minersville, Utah.
____________________________________________
Nicholas Dotson, Board of Education President
____________________________________________
Todd S. Burke, Business Administrator
Board Meeting Compliance Checklist
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52-4-202. Public notice of meetings -- Emergency meetings.
At least 24 hours public notice of all meetings
Public notice includes agenda, date, time, and place
Public notice of annual meeting schedule for the entire year should be done annually
Public notice includes: 1) posting written notice at district office for each meeting, 2) public notice on the Utah Public Notice Website, 3) notice to the local newspaper
52-4-203. Written minutes of open meetings -- Public records --Recording of meetings
Written minutes shall include: date, time, place of meeting, names of board members present and absent, the substance of all matters of the meeting, a record of all votes taken, names of all individuals who attended and participated in the meeting, a summary of comments made during the meeting.
Recordings shall be complete and unedited for opening meetings
shall be properly labeled or identified with the date, time, and place of meeting
Written minutes should be clearly labeled as "Approved" or "Pending" board approval. "Pending" minutes may also be labeled as "Unapproved".
Within 3 business days after board approval, approved minutes shall be posted on the Utah Public Notice Website and district website.
Within 30 days after a board meeting, "pending/unapproved" minutes shall be posted on the district's website.
Within 3 business days, an audio recording shall be posted to the Utah Public Notice Website and district website.
Approved minutes may be signed by the Presiding Board President and Business Administrator to verify the accuracy of approved minutes.
All documentation provided to the Board, distributed during the meeting, and used during the meeting shall be retained in storage for future reference.
52-4-204. Closed meeting held upon vote of members -- Business --Reasons for meeting recorded.
2/3s of the board must be present and vote to approve each closed meeting.
Held for purposes established by
52-4-205. Purposes of closed meetings -- Certain issues prohibited in closed meetings.
Open meeting minutes shall contain the following in relation to closed meetings: the reason(s) for the closed meeting, the location of the closed meeting, board member vote by name
52-4-206. Record of closed meetings.
If required, a recording is made
If required, written minutes taken
The names of board members and others who attend or are absent are documented
Recordings must be in a format for long-term storage
The presiding officer should sign the closed minutes verifying the accuracy of the minutes. The business administrator may also sign as a dual verification.