January 10, 2022 Board Meeting Minutes

Pioneer Elementary School

1937 Dover Road

Billings, MT   59105     Telephone (406)-373-5357

www.pioneerschool.us

Mission Statement:  Our mission is to serve the community and the school by creating a safe environment that fosters Respect, Trust, Accountability, and Responsibility while promoting life-long learning for all.

Regular Meeting Minutes . . . . . . . . . . . . . January 10, 2022

Presented for Approval . . . . . . . . . . . . . . . February 10, 2022

DATE: January 10, 2022

TIME: 4:30 p.m. 

PLACE: Pioneer School, Main Building, Room 106 and via Zoom

 

MEMBERS Kari Jones, Chairperson

PRESENT: Luke Rome, Trustee  

Colleen Unruh, Trustee via Zoom

MEMBERS

ABSENT: None

 

CLERK: Marilyn Michael

 

ADMIN: Melissa Schnitzmeier

 

STAFF: Raelynn Melber arrived at 4:30 pm and left at 5:20 pm

 

VISITORS: None

GUESTS:  None

 

1. OPENING

 

1. CALL TO ORDER:

Trustee, Kari Jones called the meeting of the trustees of Pioneer Elementary School District #41 to order in Room 106 of the main building and via Zoom, Monday, January 17, 2022 at 4:30 pm.  Trustee, Kari Jones welcomed all those attending.  Trustee, Kari Jones read the Montana Law about public meetings.  

 

2. MINUTE APPROVAL:  Luke Rome made a motion to approve the minutes of the regular meeting of November 8, 2021.  Kari Jones seconded the motion.  The vote was unanimous; the motion carried.

 

• HEARING OF THE PUBLIC:  None

• ADMINISTRATOR REPORT:  

Current Enrollment K-8: 73

Students/Families/Community/Staff

November and December were busy months! In November we hosted Parent-Teacher Conferences and found a way to invite our families in to celebrate Stone Soup, safely, amongst our COVID safety protocols. Both were very successful. 

In December, the staff engaged in “Hunger Games” which included weekly challenges and prizes put on by Administration. Challenges included door decorating contests, ugly sweater contests, selfie challenges, and posting pictures of our students engaged in holiday learning opportunities across campus on our school Facebook page. 

The Panther PTA and staff were able to bring Santa’s Secret Shop back to our students this year. In addition, we were once again able to safely hold the Christmas Program at the Lincoln Center – keeping our cohorts separated throughout the show. 

A special thank you to everyone who made December and its activities such a success while I was out with COVID. The team rallied to take on tasks that I normally handle, and I am so proud of their hard work. Everything was such a success! 

The Panther PTA and staff continue to assess our community events; finding alternative ways to host what we can while keeping our staff, students, and community safe. 

Tomorrow, KTVQ and volunteers from First Interstate Bank and Rocky Mountain College will be on campus to host the KTVQ/Howard Scripps Foundation-sponsored Scholastic Book Fair. KTVQ and the Scripps Foundation have made it possible for every Panther student to walk away with 7 free books! KTVQ is set to interview a couple of students and staff members.

COVID-19

I have attached the most recent Schools Weekly Report from the Yellowstone County Unified Health Command. Our community continues to see a surge. 

On December 27, 2021, the Center for Disease Control (CDC) updated its isolation and quarantine guidelines moving from a ten (10) day isolation/quarantine period to a five (5) day isolation/quarantine period. After speaking with Riverstone Health and members of the Unified Health Command, I’ve updated Pioneer’s COVID-19 Guidelines to reflect the following: 

For positive COVID-19 cases or families wishing not to test their children students may return under the following circumstances: 

Option 1: 

Per CDC Guidance, students may return after five (5) FULL days but must be MASKED for an additional five (5) days on campus. Students must also be fever-free for a minimum of 48 hours without taking medication, and symptoms should have improved.

 

Option 2: 

Students may return after ten (10) FULL days but may return mask-free. Students must also be fever-free for a minimum of 48 hours without taking medication, and symptoms should have improved

 

For students who become symptomatic and test negative, they may return if they are fever-free for at least 48 hours without taking medication and symptoms have improved. 

 

We will continue to handle COVID-19 exposures on campus as we have all year. Should there be a possibility of exposure in your child’s class or cohort, a letter indicating the possible exposure along with guidance on monitoring for symptoms will be emailed to the address we have on file. For families with positive COVID-19 cases within the household, they should contact the office for guidance on remote learning times for their students. 

Staff Shout out

I want to take a moment to formally commend our team. This year has not been easy as we continue to battle the consistent issues that arise (seemingly daily) in the field of education as a result of this pandemic. From changing protocols to addressing the learning loss that our students have faced or are facing due to absences surrounding isolation or quarantining, they meet each new challenge with determination. They spend countless hours of their own time preparing to meet each of their students exactly where they are to bring them where they need to go. They are truly relentless in their pursuit to give their students the best education possible and I am incredibly thankful to be working alongside them. 

Grants/Funding/Reporting 

ESSER Data Collection – In progress – Deadline Extended, Due March 18th, 2022

Civil Rights Data Collection – Federal Report -In Progress – Due February 28th, 2022

Cyber Security – MSGIA – Submitted 

Building Maintenance 

• Annual Safety Checklist  – Completed 
• Boiler – Parts are in. When a break in the sub-zero temperatures occurs, the new parts will be installed. Additional fees of $2500 were charged for having to restore the old parts and get the old boiler up and running while we waited on the new parts to be delivered. In addition, in mid-December, the condensate pump also went out and a new one had to be ordered and installed. That has not yet been billed but is estimated at around $1300.

 

1. OLD BUSINESS

1. BUILDING MAINTENANCE – Montana Boiler will be working on the boiler overhaul as soon as it is warm enough to be able to shut the boiler down for the necessary time.
2. SAFETY ENHANCEMENTS – Melissa explained that we need to figure out how to use the metal detector. Kevin had suggested checking with Kenco on moving the door opener to the other door. Melissa will call Kenco to see if this would work and what it would cost.
3. COVID-19 UPDATES – See Administrator Report
4. BOND DISCUSSION – Melissa recommended to the board that we try to run the bond again. Marilyn explained that it is best to run a bond election on a regular election day to avoid an extra fee from the County Election office for the programming of the handicap accessible voting machine is now required. We would also have to have Dorsey Whitney write a new resolution for us. Marilyn stated that this will cost us money and she recommends that we make sure it is in our budget to do this as we have the major boiler expenses this year to pay for. The previous resolution was $2500.  The resolution must be submitted to the County Election Office by February 22nd. Luke stated that if we run it again, we need to have pre-determined talking points to address concerns that community members had regarding the number of out of district students and any other possible concerns so that when volunteers go out, they have the same answers to give to people.  After discussion, Luke made a motion to move forward with running the bond again.  Colleen seconded the motion. The vote was unanimous; the motion carried.
5. AIDE POSITION – Melissa explained that Debra Brewer was hired in the aide position for 5 hours per day. We need formal approval of her being hired.  Colleen made a motion to formally hire Debra Brewer in the aide position for 5 hours per day.  Luke seconded the motion. The vote was unanimous; the motion carried.

 

III.  NEW BUSINESS

1. NON-RESIDENT STUDENT APPROVAL – Melissa recommended the board formally approving Maya Brown to 6th grade.  Luke made a motion to formally approve Maya Brown being accepted to the 6th grade classroom. Kari seconded the motion. The vote was unanimous; the motion carried.
2. HUNTLEY PROJECT STUDENT ATTENDANCE AGREEMENT 21-22 – Marilyn presented an attendance agreement with Huntley Project Schools for 3 students from our district that are attending Huntley Schools.  Colleen made a motion to accept the attendance agreement with Huntley Project.  Luke seconded the motion. The vote was unanimous; the motion carried
3. DISTRICT ARP ESSER PLAN REVIEW – Melissa presented the ARP ESSER Plan Review. She explained that it is very similar to the Continuous School Improvement Plan that we used to do.  The board reviewed the plan.
4. DISTRICT SAFE RETURN PLAN REVIEW – Melissa presented the Safe Return to School Plan. She explained that this must be reviewed by the board on a quarterly basis. She explained that the only change made is the addition of today’s date of review. The board reviewed the plan.
5. CURRICULUM REVIEW/PURCHASE – Melissa explained to the board that she would like to purchase a curriculum program that works on phonics with the students. We could purchase this for grades K – 3 and pay for it with ESSER as it would definitely fill a need in helping the students.  The program is called Fundations. Melissa stated that she has checked with her principals group and the schools using it love it and told her it works great with the Wonders curriculum that we already have.  It was discussed whether to purchase for K – 2 or K – 3.  K – 2 would be $1695. K – 3 would be $2255.  After discussion, Colleen made a motion to purchase the Fundations curriculum for grades K – 3 in the amount of $2255, paid for with ESSER funds.  Kari seconded the motion. The vote was unanimous; the motion carried.
6. SECRETARY COMPUTER REPLACEMENT – Marilyn explained that her desktop computer is 7 years old and is starting to have issues. Morrison-Maierle gave a bid of $2791 for a new desktop and transferring of all files, set up, etc.  Melisssa stated that this can be purchased with ESSER funds.  Luke moved to purchase a new desktop computer for Marilyn through Morrison-Maierle at a cost of $2791 and paid for with ESSER funds. Colleen seconded the motion. The vote was unanimous; the motion carried. 
7. TEXTING PROGRAM ENDING – We received an email stating that ZipWhip, our texting program will be ending December 2022. We will need to find something else so we can continue to text our families. Melissa has been checking into a messaging program through Infinite Campus. It would add $929 for the messaging and $345 for the ShoutOut program. Kari would like us to check on the price through the companies that have purchased the Zipwhip to get another price. Melissa will check into this.
8. AUDIT REQUIREMENT – Marilyn informed the board that 20-21 and 21-22 will have revenues of more than $750,000. We have been informed that this means we are required to have an audit of our books. We can choose to do a 1 year or a 2 year audit. We have used Summers, McNea in the past. The board felt it would be good to stay with them. Marilyn will contact Brian at Summers, McNea for more information on what she needs to do from here.
9. TRUSTEE RESOLUTION CALLING FOR AN ELECTION – Luke made a motion to hold an election. The purpose of the election is to elect one (1) trustee to a 3 year term.  Approval of additional levies to operate and maintain the General Fund for FY22 will also be requested.  If it is later determined that any portion of the election is not required, the Board of Trustees authorizes Bret Rutherford, County Election Administrator, to cancel that portion of the election in accordance with 13-1-304 and 20-3-313, MCA.  Kari seconded the motion. The vote was unanimous; the motion carried.  
10. BUS ROUTE REIMBURSEMENT FORM AND INDIVIDUAL CONTRACT REIMBURSEMENT FORM – Marilyn presented the first semester TR6 Bus Route Reimbursement claim and the first semester TR5 Individual Contract Reimbursement Claims for signature by the board chair. She explained that twice a year we make these claims to OPI for reimbursement for our bus routes. The individual contracts are for students attending the preschool in Huntley and being transported there by parents and also this year for the parent bringing their child to school since we they cannot ride the regular school bus. Luke made a motion to accept the bus route reimbursement form and the individual contract reimbursement form.  Colleen seconded the motion.  The vote was unanimous; the motion carried.
11. ADMINSTRATOR EVALUATION – The meeting was closed at 5:25 pm to conduct Melissa Schnitzmeier’s administrator evaluation.  The meeting was reopened at 6:00 pm.
12. ADMINSTRATOR CONTRACT – Melissa requested to add “as referenced in the salary schedule attached” to the Compensation section of the contract. After discussion, Colleen made a motion to update Melissa’s contract with the addition as requested and move her to the 7-8 year pay schedule for a 2 year contract. Luke seconded the motion. The vote was unanimous; the motion carried.

 

1. NOVEMBER/DECEMBER FINANCIAL REPORT

The clerk presented November claims warrants numbered 21855 through 21876 in the amount of $10,495.37, and the payroll warrants numbered 9115 through 9117 in the amount of $55,338.23.  The ACH and Direct deposits were included in the amount for November.  She also presented December claims warrants numbered 21877 through 21893 in the amount of $8,831.01 and the payroll warrants number 9118 through 9121 in the amount of $53,258.49. The ACH and Direct deposits were included in the amounts for December. The clerk presented the trial balance sheets for each fund and a monthly report stating each line item YTD and budget balance remaining for the each fund.  After review of the report, Luke Rome made a motion to approve the November and December financial reports. Kari Jones seconded the motion.  The vote was unanimous; the motion carried.

Marilyn also presented two invoices that she needs to pay. One is the partial payment to Montana Boiler for $9500, the other is to MTSBA for $375 for the policy service manual maintenance. Luke made a motion to approve these checks. Kari seconded the motion. The vote was unanimous; the motion carried. Kari gave Marilyn permission to stamp her signature on these checks when they are printed.

 

1. TRUSTEE CONCERNS

 MAIL

1. Weekly agendas for November 15 through January 14
2. December and January newsletters
3. Flyer from CRCI, LLC, a roof inspection company

 

OTHER CONCERNS

 

VI .  ADJOURNMENT:  

A motion was made by Luke Rome to adjourn the meeting. Kari Jones seconded the motion.  The vote was unanimous; motion carried.  The meeting ended at 6:12 pm.  The next scheduled regular meeting is Thursday, February 10, 2022 at 4:30 p.m. in Room 106 of the main building and via Zoom. 

 

APPROVAL

 

Attest: __________________________     SIGNED: ____________________________

          Kari Jones, Board Chairperson

DATE: _________________________