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Regular Meeting
Tuesday, July 10, 2018
6:00 pm - Lockwood Board Room


Any person present who wishes to address the board or raise any question about public school district matters or governing policies may do so under public participation. No discussion of personnel or individual students is permitted at this time. A limit of three minutes is placed on each speaker. Persons who want more time may make arrangements to be placed on a future agenda. The public is also reminded that they may provide input on all motions being considered by the board at this meeting.

NOTE TO OUR GUESTS: VISITORS WISHING TO RECORD THIS MEETING ELECTRONICALLY MAY DO SO PROVIDING THE RECORDING DOES NOT DISRUPT THE ORDERLY CONDUCT OF THIS MEETING.

1. Call to order 6:00 pm
    Pledge to the Flag
    Welcome

2. Individuals, delegations, correspondence

  1. Public Comment
  2. Bond Update and Discussion – Bridget Ekstrom, D.A. Davidson
3. District reports
  1. Facilities Report
  2. Activities Update
  3. Superintendent’s Report
  4. High School Project Update – Collaborative Design
4. Trustee reports
  1. MTSBA Information on Public Comment
5. Items for Action
  1. Consent Agenda
    1. Approve Minutes of June 12th and 19th Meetings
    2. Approve Bills and Wages for June 2018
    3. Void Outstanding Student Activities Checks
  2. Lockwood Community Education Committee
  3. Policy 3141P Update – Busing OOD
  4. Approve Letter to County Commissioners on TEDD
  5. Set Plans for Goal Setting Work Session
  6. Set Date for Budget Meeting
  7. Select Owner’s Representative Candidates to Interview
6. Adjourn

NEXT REGULAR MEETING IS AUGUST 14th, 2018 AT 6:00 PM
SPECIAL BOARD MEETING/BOARD GOAL SETTING – JULY 17th, 2018 AT 5:00

Superintendent's Agenda Report - Action Items

5. Items for Action

  1. Consent Agenda
    1. Approve Minutes of June 12th and 19th Meetings
    2. Approve Bills and Wages for June 2018
    3. Void Outstanding Student Activities Check

    All of the items 1-5 can be approved with one motion and vote. Any trustee can pull an item from the consent agenda at any meeting if they want to discuss that item further. I recommend that we approve the consent agenda.

  2. Lockwood Community Education Committee
    The Committee Chair Chad Hanson has requested to be on the agenda to present us with a donation for a targeted future project.

  3. Policy 3141P Update – Busing OOD
    I recommend that the trustees approve this policy update that will allow us to provide busing to out of district students for a fee. I have made updates to reflect the discussion we had at last month’s meeting.

  4. Approve Letter to County Commissioners on TEDD
    I would like input from the trustees on a letter I’m drafting to the County Commissioners in regard to the possibility of adding additional properties to the Lockwood TEDD.

  5. Set Plans for Goal Setting Work Session
    We have tentatively scheduled this meeting for July 17th. Because of the holiday and schedules for the high school project, we will have several action items possibly including: Adopting the final bond resolution, approving the contract with Collaborative Design, and approval of hiring an Owner’s Construction Representative. I want to make sure that trustees are able to commit to the time needed to set goals. We can proceed with a longer meeting on the 17th or look for an alternate date to do goal setting if needed.

  6. Set Date for Budget Meeting
    We need to set a final budget meeting date. The budget has to be adopted prior to August 20th. Our August meeting falls on the latest date possible, August 14th. We need to decide if we want to combine the budget meeting with the regular August meeting or have a special meeting on Wednesday or Thursday of that week. If this is too far out to be sure of calendars, you could table this item and set the budget meeting date next week or during one of the other upcoming special meetings.

  7. Select Owner’s Representative Candidates to Interview
    Review submitted RFP response, which are due July 9th, to determine which candidates we will interview. I have tentatively scheduled these interviews to start at 5:30 on Thursday July 12th.

6. Adjourn


Meeting Minutes

CALL TO ORDER - 6:00 pm

Chair Tim Sather called the Regular Meeting of the Board of Trustees to order at 6:00 p.m. by leading those present in the Pledge of Allegiance. The following trustees and officers were present: Trustees Tim Sather, Kat Luhman, Sylvia Noble, Joe Borgstrom, Pamela Ask, Superintendent Tobin Novasio and District Clerk Laurie Noonkester. Trustees Scott Kiekover and Janna Lind were absent.

HD 56 Representative Susanne Vinton, Dan Carter with ExxonMobil and Evelyn Pyburn with the Yellowstone County News were in attendance.

Mr. Sather welcomed visitors and advised the following:

Any person present who wishes to address the board or raise any question about public school district matters or governing policies may do so under public participation. No discussion of personnel or individual students is permitted at this time. A limit of three minutes is placed on each speaker. Persons who want more time may make arrangements to be placed on a future agenda. Visitors wishing to record this meeting electronically may do so providing the recording does not disrupt the orderly conduct of the meeting. As a courtesy, all cell phones should be turned off. The public is also reminded that they may provide input on all motions being considered by the board at this meeting.

INDIVIDUALS, RECOGNITION, ACCOMPLISHMENTS AND CORRESPONDENCE

Public Comment: None were submitted.

Correspondence: A thank you card from former Student Ashton Albright was passed amongst the Trustees for review.

Bond Update: Bridget Ekstrom with DA Davidson provided the Trustees with a market update and reviewed the process of the upcoming bond sales that will take place Thursday, July 12th. She explained that the bond committee has decided to offer all bonds during this sale and fielded questions from the Trustees.

DISTRICT REPORTS

  1. Facilities - Manager Marc Dearing provided the Trustees with a review of summer projects and a slide show presentation of the major re-roofing project.

  2. Activities Report - Superintendent Novasio reviewed Activities Director Tony Derrig’s written report in his absence.

  3. Superintendent - Superintendent Tobin Novasio reviewed his written report noting year end expenditures and transportation happenings, including the bus needs for the high school routes. First Student has noted they can provide activities bus/coach for the district and have can bring their Lame Deer coach for Trustee review. Mr. Novasio and Facilities Director Marc Dearing have created a Facilities Needs List for long term planning.

  4. High School Project Update- Superintendent Novasio explained the legal review of the Architectural contract and the expectations to have the language cleared up by Thursday. Collaborative Design Representatives Nick Panchau reviewed the scheduled school touring trips that are upcoming, beginning with Watford City, ND, then Cowley, WY with a stop by Red Lodge , MT on the way home and finally Gillette and Buffalo, WY. A sport facility specialist will be flying in to preliminarily review the site and begin to assess facility needs. Mr. Panchau reviewed a few of the floor plans from the tour sites to give the Trustees an idea of what to expect.
TRUSTEE REPORTS

  1. MTSBA Information on Public Comment was briefly reviewed.
ITEMS FOR ACTION

A. Consent Agenda Items

  1. Approval of the June 12th and 19th Meeting Minutes- No action taken on this item, moved to July 17th meeting for action.
  2. Approval of June 2018 Bills and Wages
  3. Void Outstanding Student Activities Checks

Chair Tim Sather asked if there were any objections to the consent agenda items as presented. Hearing none, the above agenda items were approved as presented.

B. Lockwood Community Education Committee

Community Education Chairman, Chad Hanson explained the group is presenting the district with a donation that comes from the remaining contributions solicited during the bond election process. The group wishes this donation be earmarked for the “Lockwood Pride Rock” that will grace the entrance to the new high school.

The Trustees thanked Mr. Hanson as well as the entire committee, for their tireless work and dedication in the endeavor ensuring the children of Lockwood have their own high school; noting without their efforts the election would not have succeeded.

Trustee Sylvia Noble made the motion to accept the donation from the Lockwood Education Committee and earmark the proceeds for the Lockwood Pride Rock project. Kat Pfau seconded the motion.

Trustees Tim Sather, Kat Pfau, Joe Borgstrom, Pamela Ask, and Sylvia Noble voted yes; the motion passed unanimously.

C. Policy 3141P Update – Busing Out of District Students

Superintendent Novasio recommended the Trustees approve the policy update that will allow the district to provide busing to out of district students for a fee. Clarification on the wording was noted.

Trustee Joe Borgstrom moved to approve policy 3141P update as presented. Pamela Ask seconded the motion.

Trustees Tim Sather, Kat Pfau, Joe Borgstrom, Pamela Ask, and Sylvia Noble voted yes; the motion passed unanimously.

D. Approve Letter to the County Commissioners on the TEDD

Superintendent Novasio is asking for their guidance regarding a letter he has drafted to the Yellowstone County Commissioners regarding the potential expansion of the TEDD area.

Discussion was held.

Trustee Pamela Ask moved to approve the letter as consensus of the Trustees regarding the TEDD expansion issue. Sylvia Noble seconded the motion.

Trustees Tim Sather, Kat Pfau, Joe Borgstrom, Pamela Ask, and Sylvia Noble voted yes; the motion passed unanimously.

E. Set Plans for Goal Setting/Work Session

Superintendent Novasio explained he wants to ensure the Trustees have time they can commit to review Board Goals due to the lengthy list of action items scheduled for the special meeting on June 17th as well. Special Meeting action items include: Adopting the final bond resolution, approving the contract with Collaborative Design, and approval of hiring an Owner’s Construction Representative and approval of the June Minutes. The Trustee can proceed with a longer meeting on the 17th or look for an alternate date to address goal setting.

Discussion was held.

The goal setting work session will be held on the 17th as planned after the Special Meeting at 5:00 p.m.

F. Set Date for Budget Meeting

Business Manger/District Clerk Laurie Noonkester explained she should have everything prepared by the August regular meeting for the budget and would like to hold a work session before the regular meeting to review the documents and field more detailed questions. The deadline for TFS Adoption is Wednesday, August 15th and final budget adoption August 20th.

Tuesday, August 14, 2018 at 5:00 p.m. the Trustees will conduct a work session to review the 2018-19 Budget and Trustee Financial Report.

G. Select Owner’s Representative Candidates to Interview.

The next Regular Meeting will be on Tuesday, August 14, 2018, at 6:00 p.m. in the Lockwood School District Board Room. A budget work session at 5:00 will held prior to the regular meeting.

Trustee Joe Borgstrom moved to adjourn the meeting at 7:25 p.m. Sylvia Noble seconded the motion.

Trustees Tim Sather, Kat Pfau, Joe Borgstrom, Pamela Ask, and Sylvia Noble voted yes; the motion passed unanimously.

ADJOURN

The next Regular Meeting will be on Tuesday, August 14, 2018, at 6:00 p.m. in the Lockwood School District Board Room. A budget work session at 5:00 will held prior to the regular meeting.

Trustee Joe Borgstrom moved to adjourn the meeting at 7:25 p.m. Sylvia Noble seconded the motion.

Trustees Tim Sather, Kat Pfau, Scott Kiekover, Janna Lind, Pamela Ask, and Sylvia Noble and Joe Borgstrom voted yes; the motion passed unanimously.


___________________________ Tim Sather, Chairperson

___________________________ Laurie Noonkester, District Clerk

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