BI Community School Board Meeting Minutes

Minutes of February 13, 2008, Special Board Work Session 

Call to Order President Barb Schwartzfisher called to order a special board work session of the Beaver Island Community School Board of Education on Wednesday, February 13, 2008, at 12 o'clock noon.

Members Present Barb Schwartzfisher Dawn Marsh Brian Cole Nancy Tritsch Sharon Nix Tina Drost

Members Absent Gail Weede

Others Present Kitty McNamara Alice Belfy Bret Kronlein, BETA Tom Sloan Bud Martin Elaine West

Building Project Answers were provided for questions unanswered at the last meeting with all

outstanding concerns satisfactorily addressed. Ninety percent of the architectural work is done -- BETA has 22 people working on the project. Bret is receiving between five and 25 calls per day from interested contractors and subs. There will be a mandatory pre-bid walk through for bidders. There will be four or five separate bid packages: main project/infrastructure/ /wiring; demolition of asbestos; furnishings; and technology. Bids are typically out for four weeks and usually another week or two is set aside to sort through bids after the opening. Bret predicts very hungry mainland contractors and the whole “ Beaver Island Cost Factor Issue” to play an important role in this particular project. Bret indicated that we are still on track with the bidding process and doesn't see any reason why we shouldn't be ready to go once the frost is out of the ground and waters are open to shipping. CMU has agreed to allow BICS to house students fall semester.

Meeting adjourned at 2:00 p.m.

Respectfully submitted,

Alice Belfy Recording Secretary

 

Minutes of February 4, 2008, Special Board Work Session

Call to Order Vice-President Dawn marsh called to order a meeting of the Beaver Island Community School Board of Education on Monday, February 4, 2008, at 7:30 p.m.

Members Present Dawn Marsh Brian Cole Nancy Tritsch Tina Drost

Members Absent Barb Schwartzfisher Gail Weede Sharon Nix

Others Present Kitty McNamara Alice Belfy Bret Kronlein, BETA Tom Sloan Carolyn Works Bud Martin

John Robert Colleen Martin Gerald LaFreniere Don Vyse Keith Albin Mary Palmer

Building Project Bret Kronlein presented site plan and timeline changes since the last meeting – see January 23, 2008, Site Visit Report. Tom Sloan estimated heating load calculations based on a total building size of 29,290 square feet. Hot water boiler will service the building best – whether heated with fuel oil or propane. Other discussion included the current boiler and whether to replace; preliminary figures to connect to the township sewer; and generator sizes. The board will schedule another special board work session for February 13, 2008, still hoping to accept the formal bid documents at their February 18, 2008, meeting.

Respectfully submitted

Alice Belfy Recording Secretary

Minutes of January 14, 2008, Regular School Board Meeting

Call to Order President Barb Schwartzfisher called to order a meeting of the Beaver Island Community School Board of Education on Monday, January 14, 2008, at 7:30 p.m.

Members Present Barb Schwartzfisher Sharon Nix Dawn Marsh Tina Drost Brian Cole

Members Absent Nancy Tritsch Gail Weede

Others Present Kitty McNamara Alice Belfy Bret Kronlein, BETA Tom Sloan Karen Stauffer, BETA Kerri Manley Bennett, BETA Bud Martin Beth Croswhite Maeve Green

Additions to Agenda None

 Public Comment On behalf of the National Honor Society, Maeve Green, and Beth Croswhite, on behalf of the teachers, formally recognized the board as part of School Board Recognition Month.

Approval of Minutes Moved by Cole, supported by Marsh, to approve the minutes of the December 10, 2007, Regular Board Meeting Minutes as presented. Motion carried - unanimous decision.

Bond Proposal - Bret Kronlein updated the board on the building project. Preliminary bid documents will be used for the purpose of pre-pricing by the project manager and a general contractor. Site plan updates were reported by Keri Manley of BETA Design. Floor plan and casework and floor coverings updates were reported by Karen Stauffer, BETA Tom Sloan and Bret Kronlein presented mechanical options. The board requested more cost information on the heating system. What will fuel the hot-water distribution system – geothermal, electric, fuel oil or propane. The possibility of completing the project in 12 months (rather than 18 months), appears feasible and will be further researched by Kitty and Tom.

Special Meetings The regular February 11, 2008, board meeting, will be re-scheduled for Monday, February 18, 2008, at 7:30 p.m. It is expected that the board will approve the final drawings at this meeting. A special meeting was scheduled for February 4, 2008, at 7:30 p.m. as a board work session relative to the building project.

Lead Teacher Report Beth Croswhite reported on the work of lead teachers and distributed December's discipline report. McNamara expects Beaver Island Community School 's new proposed graduation requirements to be adopted this year.  

Treasurer's Report The current year budget is on track; although, an amendment is likely in March to better reflect income and expenditure areas.

2007 Debt Fund Moved by Cole, supported by Nix, to establish a 2007 Debt Fund checking account at Charlevoix State Bank with the following signatories: President, Treasurer, Superintendent/Principal, and Senior Administrative Assistant. Motion carried – unanimous decision.

Tax Anticipation Set Moved by Cole, supported by Nix, to establish a tax anticipation set-aside savings

Aside Savings Account account at Charlevoix State Bank with the following signatories: President, Treasurer, Superintendent/Principal, and Senior Administrative Assistant. Motion carried – unanimous decision.

2 nd Reading of Policies The “Asset Capitalization” and “Investment of Funds” policies were presented for second readings.

Annual School Election February 13, 2008, is the filing deadline for individuals wishing to declare their candidacy for the regular May election. It is expected that incumbents Dawn Marsh and Nancy Tritsch will file nominating petitions. Members decided to keep the millage renewal question on the ballot on an annual basis (versus going to voters once every three years or five years, for example). This is the district's operational levy of 15.7908 mills.

Administrative Update Members were invited to learner support senior project presentations. Grades seven through twelve will participate in a two-day winter intersession. The future of BIYC is still undecided. A high school French language class is being added to the second semester schedule. Second semester exams for grades seven through twelve are scheduled January 17-18. The change over to PowerSchool (the new student management software program) is moving forward.

Closed Session Moved by Nix, supported by Marsh, to adjourn into closed session for the purpose of discussing contract negotiations.

Respectfully submitted

Alice Belfy, Recording Secretary

Minutes of December 10, 2007, Regular School Board Meeting

Call to Order President Barb Schwartzfisher called to order a meeting of the Beaver Island Community School Board of Education on Monday, December 10, 2007, at 7:30 p.m.

Members Present Barb Schwartzfisher Nancy Tritsch Dawn Marsh Tina Drost Gail Weede

Members Absent Sharon Nix Brian Cole

Others Present Kitty McNamara Alice Belfy Bret Kronlein John Fiegen Mike Myers Tom Sloan

Additions to Agenda Tritsch asked to be added to the agenda under “Other”.

Public Comment There was no public comment.

Approval of Minutes Moved by Tritsch, supported by Marsh, to approve the minutes of the November 8, 2007 Special School Board Meeting and the November 12, 2007, regular School Board Meeting minutes as presented with the following correction: Drost was not present at November 8, 2007, meeting. Motion carried - unanimous decision.

Bond Proposal Building Project - Bret Kronlein updated the board on the building design and on the anticipated timeline of the project. $3.7 million dollars from the sale of the building bond is being invested in a 60-day jumbo CD, earning 4.7% interest.

Treasurer's Report McNamara updated the board on the current year budget (see attached Finance Report – Summary for December 10, 2007, Board Meeting).

Moved by Tritsch, supported by Weede, to approve the application for a third credit card (Master Card/VISA). Motion carried – unanimous decision. Note: This card replaces a previously cancelled card.

1st Reading of Policies An “Asset Capitalization” and “Investment of Funds” policy was presented for the first of three readings.

Current Building Needs Three island contractors have been contacted with regard to blown off shingles from the last wind storm. At the least, portions of the roof will require minimal repair/patching. We are also experiencing some leaks in the newer part of the school that will need to be repaired with flashing.

Michigan Report Card McNamara reviewed the district's Michigan School Report Card. Beaver Island received a grade of “B.” Only 32 high schools in Michigan received an “A.”

Lead Teacher Report Mike Myers distributed a discipline report for the month of November to the board

Administrative Report McNamara reported on this year's participation in the Rotary Student Exchange Program as well as school board recognition month, the school Christmas program, and the board/staff Christmas party.

Other The relationship and role between the Board of Education and Superintendent/ Principal was discussed.

Closed Session Contract Negotiations- Moved by Tritsch, supported by Marsh, to adjourn into closed session for the purpose of discussing upcoming teacher contract negotiations. Motion carried – unanimous session.

Respectfully Submitted

Alice Belfy, Recording Secretary

Attachments (3): Finance Report – December 10, 2007, Draft Policy – Asset Capitalization Policy, Draft Policy – Investment of Funds Policy

Minutes of November 12, 2007, Regular School Board Meeting

Call to Order President Barb Schwartzfisher called to order a meeting of the Beaver Island Community School Board of Education on Monday, October 8, 2007, at 7:30 p.m.

Members Present Barb Schwartzfisher Nancy Tritsch Dawn Marsh Tina Drost Brian Cole Gail Weede Sharon Nix

Others Present Kitty McNamara Alice Belfy Connie Boyle

Public Comment There was no public comment.

Approval of Minutes Moved by Weede, supported by Marsh, to approve the minutes of the October 8, 2007 Regular School Board Meeting and the October 16, 2007, Special School Board Meeting minutes as presented. Motion carried•  unanimous decision.

Lead Teacher Report Connie Boyle reported on lead teacher work and sessions attended at Char-Em's Area Wide Professional Development Day November 1 at Boyne City .

Bond Proposal - Moved by Tritsch, supported by Nix, to approve the hiring of 45 th Parallel

Building Project Construction Management as the district's project manager for the building project. Motion carried – unanimous decision.

Moved by Marsh, supported by Nix, to approve the contract with BETA Design based on a project manager. Motion carried – unanimous decision.

BETA Design will be on the island for the board's December meeting. McNamara is hoping for detailed drawings.

Treasurer's Report McNamara reported receiving a clean audit. The current year expenditures and revenues are in line with the budget as adopted in June 2007..

Resolution of Thanks Resolutions of Thanks (to the Booster Club and Rob & Erin McPherson) were signed.

Administrative Report McNamara reported that the strings program is up and running; a 90 percent plus attendance rate at parent-teacher conferences; recent intersessions; upcoming probationary teacher evaluations; and the board/staff Christmas party.

Closed Session Contract Negotiations- Moved by Tritsch, supported by Nix, to adjourn into closed session for the purpose of discussing upcoming teacher contract negotiations. Motion carried – unanimous session.

Respectfully Submitted

Alice Belfy, Recording Secretary 

  Minutes of November 8, 2007, Special School Board Meeting

Call to Order President Barb Schwartzfisher called to order a special meeting of the Beaver Island Community School Board of Education on Thursday, November 8, 2007, at 7:30 p.m.

Members Present Barb Schwartzfisher Sharon Nix Nancy Tritsch Dawn Marsh

Others Present Kitty McNamara Alice Belfy Keith Albin Bret Kronlein, BETA Design Gordy Siebel, BETA Design

Public Comment There was no public comment.

Bond Proposal Interview Project Managers– The board, along with Bret Kronlein, interviewed two project manager applicants -- CSM Group and 45 th Parallel Construction Management. A third project manager applicant will be interviewed by the board on Monday, November 12, 2007.

CSM Group has a staff of approximately 85 and is currently overseeing about two dozen projects. Their work experience encompasses management of hospital, educational, and corporate projects. CSM group utilizes technology heavily in the management of their projects.

45 th Parallel Construction Management of Traverse City is a partnership between a retired facilities manager and a structural engineer who has construction work experience. The facilities manager was head of maintenance at Michigan State University , Lansing Public Schools and, most recently, Traverse City Area Public Schools. The two recently finished a school addition at Buckley , MI , and have managed work on Mackinac Island . They typically manage only one or two projects at any given time.

Adjournment The board moved to adjourn at 3:35 p.m.

Respectfully submitted

Alice Belfy, Recording Secretary

 

Minutes of October 16, 2007, Regular School Board Meeting

Call to Order President Barb Schwartzfisher called to order a special meeting of the Beaver Island Community School Board of Education on Tuesday, October 16, 2007, at 7:30 p.m.

Members Present Barb Schwartzfisher Nancy Tritsch Dawn Marsh Tina Drost Brian Cole Sharon Nix Gail Weede

Others Present Kitty McNamara Alice Belfy

Public Comment There was no public comment.

Bond Proposal – Moved by Cole, supported by Tritsch, to hire a project manger for the building

Building Project project based upon a November 12, 2007, hiring date. Motion carried – unanimous decision

It was suggested that project manager applicants include their last five jobs on proposals and the district conduct criminal records checks.

Moved by Marsh, supported by Nix, to enter into a contract with BETA Design based upon a project manager and general contractor construction method. Motion carried – unanimous decision.

Both contracts will be reviewed by the district's legal counsel.

Adjournment Moved by Tritsch, supported by Marsh, to adjourn at 8:15 p.m. Motion carried –unanimous decision.

Respectfully submitted

Alice Belfy, Recording Secretary 

Minutes of October 8, 2007, Regular School Board Meeting

Call to Order President Barb Schwartzfisher called to order a meeting of the Beaver Island Community School Board of Education on Monday, October 8, 2007, at 7:30 p.m.

Members Present Barb Schwartzfisher Nancy Tritsch Dawn Marsh Tina Drost Brian Cole

Members Absent Sharon Nix Gail Weede

Others Present Kitty McNamara Alice Belfy Deb Robert

Public Comment There was no public comment.

Approval of Minutes Moved by Tritsch, supported by Marsh, to approve the minutes of the September 10, 2007, Regular School Board Meeting as presented. Motion carried•  unanimous decision.

Lead Teacher Report Deb Robert reported on the fall testing (MEAP, MME, ACT, and ACT Plan) and an upcoming Financial Aid workshop at North Central Michigan College that Beth Croswhite will attend as well as a Youth Advisory Committee (YAC) meeting of the Charlevoix County Community Foundation Beth will attend with Beaver Island Community School's high school representatives – Brittany Crandall, Jenna Butler, and Maeve Green.

Our technology team (Kitty McNamara, Joe Moore, Connie Boyle, Dan Martell and William Sauter) are using a tech help portal to report problems. It is anticipated that this will become a valuable reference tool.

Deb distributed the 2007-2008 Curriculum Map for K-12 that she compiled and updated and September's discipline report. This comprehensive document describes our schools K-12 curriculum in all subject areas and most grade levels.

Bond Proposal Project Update - The decision to go with a construction manager versus a general contractor will

determine BETA'S contractual responsibilities to the district. Kitty is not convinced a construction manager is the best way to go. The Building Committee will meet on October 15 to discuss further the ramifications and a special board meeting will be called for October 16, 2007, at 7:30 p.m. to review more information and make a decision about how to manage the construction project.

Treasurer's Report Kitty reviewed the monthly budget update as it relates to the line item budget that was included in the mailing to all board members.

Our audit is done and Kitty has some preliminary information. The audit will be presented at the November meeting.

Resolution of Thanks Resolutions of Thanks (to B I Music Festival, TDS, Jim Carrow – Boyne Irrigation and the Beaver Island Cultural Arts Association) will be ready to sign a the next meeting. 

Technology McNamara reviewed the services of Processing Concepts Limited and asked that the contract with Central Solutions be accepted. Moved by Cole, supported by Tritsch, to accept Central Solutions proposal as presented. .

State Superintendent Mike Flanagan's October 16 visit to the school is postponed due to his illness and will be rescheduled in the spring. 

Administrative Update Our strings instruction with Crooked Tree Arts Council will most likely include two classes per week. No date has been set for the administrator evaluation. The Economic Future on Beaver Island Committee will meet again on the 26 th of October. Fifty-eight miles were chalked up on the “Walk to School Day.” All staff and substitute teachers will be fingerprinted as required by law. A contract is in place with Interquest (the drug dog company). Tina Drost expressed interested in attending the Oct 17 Char-Em School Boards' Association Meeting. 

Other – Sweep Account Moved by Schwartzfisher, supported by Nix, to move our general fund money from a Money Market Account to a cash management CASH SWEEP program account with Charlevoix State Bank. Motion carried – unanimous decision.

Respectfully submitted

Alice Belfy, Recording Secretary

  

Minutes of September 10, 2007, Regular School Board Meeting

Call to Order President Barb Schwartzfisher called to order a meeting of the Beaver Island Community School Board of Education on Monday, September 10, 2007, at 7:30 p.m.

Members Present Barb Schwartzfisher Nancy Tritsch Dawn Marsh Tina Drost Gail Weede Sharon Nix Brian Cole

Others Present Kitty McNamara Alice Belfy Beth Croswhite

Approval of Minutes Moved by Tritsch, supported by Marsh, to approve the minutes of the August 13, 2007, Regular School Board Meeting as presented. Motion carried –unanimous decision.

Treasurer's Report L-4029 Moved by Marsh, supported by Nix to approve 2007 Tax Rate Request (L-4029) as presented with 15.7908 mills to be levied on non-homestead for General Operation and 2.0 mills on all property for Debt Retirement. Motion carried – unanimous decision.

Update on Current Year Budget A detailed (i.e. line item) copy of the budget will be available for board members at the October meeting.

Update on Bookkeeping Process The changeover is running well. McNamara will prepare a press release on the changes in bookkeeping responsibilities.

Staff Hirings Moved by Nix, supported by Marsh, to approve hiring Ann Martell for 7-12 English. Motion carried – unanimous decision.

Moved by Tritsch, supported by Marsh, to approve the hiring of Dan Martell for boys basketball coach and Marianne Brown for girls basketball coach. Motion carried – unanimous decision.

Recognition Dinner Please RSVP to the school office is you are attending the September 15 recognition dinner for retiring staff.

Administrator Evaluation Kitty will check with Mark Eckhardt for times in October when he is available to facilitate the administrator evaluation.

Lead Teacher Update Beth Croswhite reported on the curriculum work of Deb Robert; Connie Boyle's Advanced Placement English; and her work placement and on-line course monitoring.

Char-Em Cooperative Moved by Marsh, supported by Cole, to approve the cooperative agreements

Agreements (alternative programs and academic centers) with Char-Em ISD. Motion carried – unanimous decision.

Administrative Update The first days of school went smoothly; a picnic was held the first week of school for all families and staff. Kitty would like a school newsletter distributed to the entire community two or three times a year. The strings program will be funded again this year in part by the Beaver Island Cultural Arts Association. Carol Burton, on behalf of the Beaver Island Music Festival, donated $500.00 to our music program. State Superintendent of Public Instruction Mike Flanagan is scheduled to be on the island October 16.

Building Update BETA Design (Jim VayDyk, Bret Kronlein & Tom Kayword) presented a timeline for the building project and provided information to the board on construction managers versus general contractors as project manager. The Board spent 40 minutes discussing the pros and cons of the issue and decided to make a decision on the question at its October meeting.

BETA will meet with staff in the morning to gather specific input with regards to classroom and office space.

Adjournment Moved by Tritsch, supported by Cole, to adjourn at 9:40 p.m. Motion carried – unanimous decision.

Respectfully submitted

Alice Belfy, Recording Secretary

Attachments – Cooperative Agreements

 

Minutes of August 13, 2007, Regular School Board Meeting 

Call to Order President Barb Schwartzfisher called to order a meeting of the Beaver Island Community School Board of Education on Monday, August 13, 2007, at 7:30 p.m.

Members Present Barb Schwartzfisher Nancy Tritsch Dawn Marsh Tina Drost Gail Weede Sharon Nix-Cole

Members Absent Brian Cole

Others Present Kitty McNamara

Approval of Minutes Moved by Marsh, supported by Tritsch, to approve the minutes of the July 9, 2007, Organizational & Regular School Board Meeting as presented. Motion carried – unanimous decision.

Treasurer's Report NcNamara reported that Hill Schroderus is conducting our audit and is being assisted by Char-Em. County Treasurer Marilyn Cousineau took county tax error to county board. Charlevoix County is willing to pay one-half, or approximately $11,000.00 to resolve the tax error; business manager thinks it is probably best to take what is offered and keep a close eye on future county tax calculations. The board would like Kitty to look into it further to see if the total amount of the error can be recouped.

Tax Anticipation Moved by Tritsch, supported by Nix, to adopt the attached resolution authorizing Note Resolution issuance of notes in anticipation of taxes. Motion carried – unanimous decision.

Teacher Hirings Moved by Marsh, supported by Tritsch, to accept the Interviewing Committee's recommendation to hire Math Teacher Matthew Ritchie. Motion carried – unanimous decision.

Moved by Marsh, supported by Tritsch, to authorize the Interviewing Committee, if needed, to offer employment for a new English Teacher. Motion carried – unanimous decision.

McNamara reported that there is a possibility that we will need to hire a para-professional as a special ed aide.

Student Handbooks Board members have until August 20 to respond to the proposed student handbook changes after which time the handbooks will be printed for use for the 2007-08 school year. As such, the handbooks become school policy.

Bond Election The district will formally thank the Beaver Island Citizens for Quality Education and the public for their support in the passage bond election.

Bond Resolution Moved by Marsh, supported by Nix-Cole, to adopt the attached resolution authorizing the sale of bonds for building expansion and remodeling. Motion carried – unanimous decision.

Adjournment Moved by Nix-Cole, supported by Marsh, to adjourn.

Respectfully submitted

Nancy Tritsch, Secretary

Attachments (2)