MINUTES OF A SPECIAL BOARD MEETING BOARD OF TRUSTEES CALDWELL SCHOOL DISTRICT NO. 132 November 09, 2011

Transcription

1 These Minutes have been approved by the Board of Trustees and are the official record relating to the conduct or administration of the School District s business as reflected herein. MINUTES OF A SPECIAL BOARD MEETING BOARD OF TRUSTEES CALDWELL SCHOOL DISTRICT NO. 132 November 09, 2011 Those present: Via Phone: Charles Stout Chairman Thomas Briten Vice Chairman Sheila Harris Trustee Amy Rojas Trustee Leif Skyving Trustee Also present: Amelia Dustin, Becky DeMark, Debi Maughan, Tami Burton, Diane Register, Erin Smith, Catherine Doyle, Nate Green, Margo White, George Crookham, Russ Beardsley, Hannah Hamilton, Amanda Gigray, William Gigray, Monica White, Stephanie Carpenter, Lisa Thompson, Jennifer Swindell, Greg Alexander, Tony Richard, Chance Whitmore, Dr. Roger Reynoldson, Kathy Gomez, Stephanie Archuleta, Janie Archuleta, Estella Zamora, Dustin Roberts, Gloria R. Betancourt and Interim Superintendent Jonathan Cline. Chairman C. Stout called the meeting to order at 7:00 p.m. Gloria R. Betancourt, Clerk of the Board of Trustees requested the approval of the posting of the modified agenda. The original special board meeting agenda for November 09, 2011 was sent out to board members on 11/07/11 at 4:15 p.m. Chairman Stout called and requested for the agenda to be modified and add in the Regular Agenda, Item #2 Approve the Creation of the Superintendent Search Committee. The original agenda hadn t been posted and therefore the change was made and posted on November 07, 2011 at 4:15 p.m. The agenda was again modified upon clarification from Mr. Bill Gigray on adding to the agenda the Approval of the Special Meeting Agenda Posting, which should be included with all agenda. The agenda was modified and reposted on November 08, 2011 at 2:00 p.m. A motion was made by Trustee S. Harris and seconded by Trustee T. Briten to approve the clerk s agenda notice posting report as presented. Motion carried. REGULAR AGENDA: 1. Approve Superintendent Search Committee Proposal: Chairman Stout introduced Dr. Roger Reynoldson, who presented his proposal to assist the district in the Superintendent Search, as the consultant. Dr. Reynoldson recommended that the board of trustees assess the amount of time and effort that can reasonably be exercised by the board at each step in the selection process. The selection process should be designed to ensure that all steps in the search are objective and transparent. This proposal is formulated on the basis that the educational consultant will be charged with organizing, implementing and monitoring the entire search process. Dr. Reynoldson shared the steps that will be implemented Step 1: Qualification Committee, Step 2: Advertising Brochure for Prospective Candidates, Step 3: Appointment of a Screening Committee, Step 4: Conducting Background Checks for Finalists, Step 5: The Establishment of a Broad Based Community Interviewing Committee and Step 6: Scheduling of Community Forum for Candidates. In summary, the honorarium for the proposal as presented is $5,800, in the event the board of trustees decides to expand the responsibilities of the educational consultant, the honorarium for the extended services would be submitted to the board of trustees for their approval. The board of trustees will receive timely reports regarding the search from all committees and the educational consultant; although responsibilities are delegated to the educational consultant, the ultimate decision for employing the superintendent is the responsibility of the board of trustees. A motion was made by Trustee S. Harris and seconded by Trustee T. Briten to accept Dr. Roger Reynoldson s proposal and retain him as the educational consultant for the superintendent search as presented. Motion carried

2 2. Approve Creation of the Superintendent Search Committee: Trustee L. Skyving asked for clarification of the staffing of the superintendent search committee. Chairman Stout responded that the board members would be the ones responsible to selection committee members and have those available for Monday night s meeting but the process would be discussed with him later and prior to Monday. Trustee L. Skyving asked if there was another meeting scheduled prior to the regular meeting on Monday in order to be able to finalize our selections prior to the meeting. Chairman Stout responded that the board would meet an hour prior to the regular meeting on Monday, November 14, The process to be used will be that board members will be provided the list of 70 candidates interested to be included on the superintendent committee. As recommended by Dr. Reynoldson, this committee should consists of 7 to 12 members therefore, each board member will selection 2 to 3 names from the list to have a discussion on Monday and create the committee. Chairman Stout indicated that if a consensus of committee members could not be established, then the board of trustees would become the search committee. Mr. Bill Gigray reminded Chairman Stout that the session prior to the regular meeting on Monday evening would have to be designated as Executive Session as qualifications of personnel may be discussed and also the board had already approved the AdHoc Resolution for the Superintendent Search Committee, therefore recommend to follow the criteria established when selecting committee members. Trustee L. Skyving inquired if Dr. Reynoldson will be available for Monday s meeting. Interim Superintendent J. Cline reported that he had already indicated that he would be available. A motion was made by Trustee L, Skyving and seconded by Trustee T. Briten to begin staffing the Superintendent Search Committee from the list of names in preparation for a discussion at regular board meeting, Monday, November 14, 2011 at 6:00 p.m. Motion carried. 3. Discussion of Supplemental Levy : Interim Superintendent J. Cline provided preliminary information in regards to the Supplemental Levy. The information provided indicated that if the board decides not to proceed with the supplemental levy that approximately 55 positions will be affected. Chairman Stout asked if there is any additional cost to the district for the election process, which Mr. Cline indicated that there would be minimal costs such as advertising, ballot costs but the county elections office is who conducts the election. The administration is seeking authorization for a March election date. Ms. Amalia Dustin requested that the community be educated on the levy process. She requested information on how the levy was used in the past and how it is going to be used. People are scared of it due to the economy and potentially an increase in cost to their households. She requested to conduct information meetings in a place that would accommodate large groups, to be able to ask questions regarding the levy. Trustee T. Briten reported that the district will have to tighten up on expenditures, just as we do in our own households. We have to show the public that the district is operating frugally and take a look at any luxury items and cutback. We need to plan on the supplemental levy not passing, totally forget about it and proceed with budgeting without it. No action taken on this matter. 4. Discussion on Bullying Committee Status: Mr. Greg Alexander reported that a meeting is set for November 21, 2011 at 9:00 a.m. at the district office. It has been a challenge in trying to schedule a meeting to accommodate all parties on the committee. There have been a number of s going back and forth in trying to make this happen. The common agenda should be to work together. Mr. Alexander requested that we utilize research based material include all parties; students, parents, teachers and assess a pre-survey to field where we are at and how to proceed. Mr. Alexander then realized that Ms. Melinda Smyser, an employee in the district currently will be offering a seminar at the College of Idaho on bullying on November 30, We already have staffing available

3 within the district. Mr. Alexander requested to be released his charge of the committee and turn it over to Trustee L. Skyving and Trustee T. Briten and recommended that we conduct this first meeting and begin the discussion of how to proceed forward. Chairman Stout asked if scheduling meetings at 9:00 a.m. feasible for everyone. Mr. Alexander replied that he posed the options to all and that was the time that was agreed upon. Chairman Stout asked for Ms. Register to report on this topic as well. Ms. Register indicated that she wanted to clear up some of the innuendoes. Ms. Register reported that the survey was actually the parent s idea, not the administration. Parents have talked about pulling away and creating their own committee and reporting to the board. There have been incidents that have not been documented. Ms. Register has requested that an anonymous survey be set up on the district website and have been informed that is not possible. There have been incidents with our own children on the way they have been treated at schools. People are scared and fear retaliation to own students. Ms. Register received information from the Caldwell Police Department that they met with Mr. Cline and not provided directive on their participation. Interim Superintendent J. Cline reported that he had been contacted by an officer from the police department and they indicated they had not volunteered to be involved but Mr. Cline didn t encourage their participation as he wasn t the one in charge of establishing the committee. Chairman Stout encouraged everyone to work together and get through this first meeting in order to conclude where and how to proceed forward. At this meeting, things can be taken care of when is the best time and day to meet for future meetings and any additional participants to be included. Mr. Bill Gigray reminded the board of the AdHoc format and will forward it to Trustee T. Briten and Trustee L. Skyving to use as a tool to conduct your meeting. A motion was made by Trustee L. Skyving and seconded by Trustee S. Harris to direct the administration to proceed and invite the Caldwell Police Department to be involved on the AdHoc Bullying Committee. Discussion: Ms. Estella Zamora reported that she belongs to the Canyon County Human Rights Task Force and offered that a member of their committee would be available to participate on this committee as well. Potentially the School Resource Officers and students should also be considered to participate on the committee. Motion carried and Interim Superintendent J. Cline will contact the Caldwell Police Department and encourage their participation on the AdHoc Anti-Bullying Committee. 5. Discussion on Public Records Request: Chairman Stout requested reporting from Interim Superintendent J. Cline and Director of Secondary Schools, Ms. Monica White reported that we have received a number of requests ranging from staff s, discipline reports, incident reports, to name a few and it takes a lot of man hours to compile such requests and some may require legal counsel to ensure that the district is following proper procedures. We cannot ask for what purpose they are requesting, therefore, we comply with the requests. The district has satisfied all requests in the time allotment and if sought legal counsel when necessary. Mr. Bill Gigray reported that there are various types of requests and the schools require more time as the district certainly wants to be in compliance of what is provided due to the nature of the request in comparison to city or county requests. Requests are to be completed within three days of the request but can be extended up to ten days in extenuating circumstances. Mr. Gigray reported that this is a cost associated with some of these requests as per state statues and there are some exemptions as well. The district may request for compensation to be paid before the documents are produced, especially if there is additional legal counsel if document redacting is needed. Staffing, ability, and complication of requests determine the timely response. Some requests are easier than others to fulfill.

4 Mr. Bill Gigray will forward the district personnel the Public Records Request for with exemption information, to have available and can be utilized when requests are made. No action taken on this matter. 6. Discussion on Special Board Meetings: Chairman Stout reported that due to the establishment and charge of the superintendent search committee he anticipates that more special board meetings would be needed and asked Interim Superintendent J. Cline and Clerk of the Board, Mrs. Betancourt, if we needed to report on such item. A report is not necessary. Mr. Russ Beardsley reported that he would have not known of this special board meeting had he not had a conversation with another parent. It was requested to set up an alert system on our webpage, when an item is posted on the webpage, such as a board meeting agenda. Chairman Stout asked Ms. Jennifer Swindell if this process would be hard to establish and set up and when it could be up and running. Ms. Swindell reported that it is something that can indeed be set up and available and would begin working on it the following day and provide an update at Monday night s meeting. Patrons would either provide their address or go online and provide that information. The easiest means would be for patrons to go online and provide their information on the webpage. Chairman Stout reported that there are missing special board meeting agendas and special board meeting minutes for meetings held in 2008, 2009 and 2010 which have not been posted on the district webpage, were these meetings actually held and were there minutes approved. Clerk of the Board, Gloria R. Betancourt reported that agendas and minutes posted on the district webpage at that time were courtesy postings. No directive by the board of trustees had been made to the superintendent or clerk of the board, to post agendas and minutes on the webpage. Ms. Betancourt reported that agendas and minutes are available for all meetings. Trustee L. Skying inquired if there was a specific issue or purpose for the request. Chairman Stout replied that his request is as a patron wishing to review such documents. Mr. Bill Gigray reported that the time period for challenging posting of agendas and minutes has expired. Chairman Stout requested for hard copies of special board meeting agendas and special board meeting minutes be recreated. Trustee S. Harris provided the list to Ms. Jennifer Swindell at the conclusion of the meeting. Chairman Stout asked when he would receive, Ms. Betancourt reported that it was not possible for tomorrow (11/10/11) but would be in timely fashion. EXECUTIVE SESSION: A motion was made by Trustee A. Rojas s and seconded by Trustee T. Briten to convene into Executive Session in accordance with I.C (1) (b) for the purpose to consider the to hear complaints or charges brought against a public officer, employee, staff member or individual agent, or public school student. Trustee S. Harris requested that Interim Superintendent Cline and Mr. Bill Gigray be permitted for executive session, and appoint Mr. Gigray as the temporary secretary for this session. Roll call vote: Trustee S. Harris, Yes; Trustee T. Briten, Yes; Trustee A. Rojas, Yes; Trustee L. Skyving Yes; Chairman Stout, Yes. Motion carried and at 8:55 p.m. entered into Executive Session CAUTION: This DRAFT has been prepared for consideration and is the subject of approval authority of either the Board of Trustees. This draft has not been approved and is an Unclassified Record and not an official record relating to the conduct or administration of the School District s business and will not be retained. 11/11/11 EXECUTIVE MEETING OF THE BOARD OF TRUSTEES OF SCHOOL DISTRICT NO. 132, CANYON COUNTY, STATE OF IDAHO November 9, 2011 BOARD OF TRUSTEES PRESENT: Charles [Chuck] Stout, Chairman, Amy Rojas, Thomas Briten, Sheila Harris. BOARD OF TRUSTEE PRESENT BY PHONE: Leif Skyving. Also present at the

5 commencement of the executive session was Interim Superintendent Jonathan Cline and School District legal counsel from the office of White, Peterson, Gigray, Rossman, Nye and Nicholas, P.A. Wm. F. Gigray, III all other persons were excused. Wm. F. Gigray, III served as specially appointed secretary of the executive session and Charles [Chuck] Stout served as chairman which commenced at 8:55 p.m. after a roll vote was taken in open session. The executive session was conducted pursuant to the amended agenda notice Idaho Code Section (1)(b) to consider hear complaints against a public officer, employee, staff member or individual agent. Information was received from Jonathan Cline and Wm. F. Gigray, III regarding a complaint involving the subject matter of the executive session. The Board of Trustees and the Superintendent continued to receive information until the executive session was closed. No decisions were made and no action was taken. MOTION, SECOND AND UNANIMOUSLY PASSED by the Board of Trustees, EXECUTIVE SESSION WAS CLOSED at 10:16 p.m. and the Board of Trustees then proceeded in open session and the Clerk, Gloria Betancourt resumed her duties. Dated: November 11, 2011 Acting Secretary: A motion was made by Trustee A. Rojas and seconded by Trustee S. Harris to adjourn Executive Session without action. Motion carried and at 10:15 p.m. returned to Regular Session. ADJOURNMENT: A motion was made by Trustee T. Briten and seconded by Trustee A. Rojas to adjourn. Motion carried and meeting adjourned at 10:16 p.m. Respectfully Submitted, ATTEST: Chuck Stout, Board Chairman Gloria R. Betancourt, Clerk of the Board