Meeting Minutes

  • 1January 3, 4:00 pm

    Time: 4:00 pm
    Place: BCS/BCSF Conference Room

    Present: Bucky Heringer, Vice Chair
    Ken Frazier, Past Chair
    Fr. Steve Zabrocki, Parish Representative
    Leo O’Brien
    Ashley Harada
    Ryan Huppert
    Brian McGovern
    Brittney Souza
    A.J. Miller
    Alex McCready
    Stella Ziegler
    John Newbury, Foundation Representative
    Shaun Harrington, BCS President
    Superintendent Timothy Uhl
    Jan Haider, Foundation President
    Kaitlin Overton, Finance Officer
    Danielle Watson, Education Director
    Deb Hayes, Principal SFCS
    Shel Hanser, Principal BCCHS

    Opening Prayer: Bucky

    Approval of Minutes: The Board was informed that changes were made to the Foundation portion of the December 20, 2017 minutes. Stella made a motion to approve the minutes with changes. John seconded the motion. Motion carried unanimously.

    Foundation Update: Bequest: BCS Foundation received a very special bequest from Irene and Dick Seavy which is intended to help build the new St. Francis School. A couple of years ago, Irene established a legacy gift, that would pay her interest income until she passed. This gift of $752,975.75 was held outside the “probate-able” estate. According to the executor of her estate, after they have worked through the “probate process”, there may be additional funds available. The money has been sent to the Diocese and now the Foundation owes $4,050,000.

    Irene was a teacher for 43 years in Alaska, and “loved teaching her kids”. According to the bank employee who helped her set up this account, she wanted to do something to help “further education.” This amazing gift will make a difference in BCS student’s lives for years to come. BCS and the BCS Foundation are eternally grateful to have been named the recipients of this incredible gift.

    Year-End Appeal: Year-end appeal seems to have gone well, but Jan won’t have figures for a couple of weeks.

    St. Francis Statue: The Foundation has a donor who would like to purchase a St. Francis of Assisi Statue, for the new school. Options for the statue are being reviewed. The donor’s daughter passed away a year ago and they moved here to help raise their grandchild. The statue will be in memory of their daughter. The donation is anonymous but may be done in memory of their daughter.

    Annual Fund: Annual fund is still down. The Foundations’ development committee will be meeting in a couple of weeks to discuss strategies for improvement. The phone-a-thon is scheduled for the last week in January.

    Mayfair: Plans for Mayfair are well underway. Save the date cards will be mailed very soon, and the committee will start securing sponsors and items to sell. The Mayfair auction will be at the Radisson as a stand-alone event and the fair will be held at St. Francis Catholic School on a different date.

    Donations: A project update was sent to the ALSAM Foundation along with a request for a second gift.

    Tuition/Revenue Taskforce:
    Tuition Changes: The taskforce met yesterday to finalize the tuition schedule. The taskforce discussed creating an overview for the staff, so they know what to tell parents about the tuition changes. The overview was done in a format that could be used as a handout for parents. There was no increase to the registration or fundraising fees to prevent having too many changes when the technology fee is being added.

    The recommendation from the Tuition Taskforce and the Business Committee is a new $100 per student Technology fee. The fee will be set for the life of the lease which is for the next 3 years. The purpose of the fee is to cover the cost of the technology infrastructure, iPad hardware and the educational software needed for instruction.

    The other increase was to tuition. The Business Committee and Taskforce approved a 4 percent increase for tuition but only 3 percent increase is needed. The updated tuition schedule shows a 3 percent increase

    The tuition schedule was created by developing a conservative budget, which ended up being $6.6 million. The 17-18 year is $6.4 million. Most of that increase is for staff including raises and mounting insurance costs. The tuition would be:
    • K-5th $5,255
    • 6th-8th $5,675
    • 9th-12th 8,400
    Families with 3 or more children or with an adjusted gross income less that $115,000 may apply for BCS scholarships that range from $500-$5,000. For the 2017-2918 school year, BCS received 132 ACE scholarships that were distributed to families.

    The taskforce focused on helping middle income families. Starting this year, families in the lower income brackets will have to apply for all scholarships available to them. In the past, some families have been just applying for the BCS scholarship and not the others that are available. If the families apply for all the aide available to them, BCS can be more help the middle-income families. Based on enrollment, it appears that it is more of a hardship for the middle-income families to attend BCS than the high or low-income families.

    Pre-K is separate from the schools and is not included in the tuition calculation.

    There is a $2.2 million in income other than tuition and registration. That income is from the Foundation, parish subsidies, ACE Scholarships and marketing.

    It was suggested that a, “Tuition Freedom Day”, be set aside for all students in the schools to write a thank you to the parishes, donors, and the Foundation. The day could be set on the day the tuition funding is gone and the donations finish paying for the rest of the year.

    There was a loss of 7 Ace scholarships this year. BCS hired staff whose family was getting ACE scholarships and those scholarships cannot be redistributed for a year. How many scholarships BCS receives depends on the ACE budget. There were 8 more ACE scholarships that the students left BCS and the scholarships follow them.

    There were about 5 students that did not receive ACE scholarships that requested them. Those students were still able to attend school with other assistance. The Foundation gave out 78 scholarships. Every student that applied for a Foundation scholarship received one.

    BCS is working toward having a scholarship budget. If the scholarship budget maxed out, they would start the tuition review process. No students are turned away for financial reasons. Every student that wanted to attend BCS this year is in school.

    BCS needs to continue to get the message to the public that there is a lot of financial assistance available to help with the tuition expenses. Hopefully, the Marketing Committee can take the graphs Kaitlin created and make them as user friendly as possible. The new website information will help the families understand their actual tuition cost.

    The impression is that BCS costs more than other area private schools when attending BCS is less expensive than its competitors. Billings Christian and Billings Catholic Schools are the only private schools in the area that have a high school. Billings Christian is not accredited so they cannot compete in sports.

    Superintendent Uhl requested a information determining the percentage of families in each tier group. Kaitlin stated that the number of families in the top tiers and the lowest tiers are much larger than the middle tiers. The middle tiers are not growing and may be shrinking. It is a problem that does not have an easy answer. There are some good ideas in the making. Kaitlin has a pie chart, with information on the percentage of families in each tier group, that is built into Smart Tuition.

    Before and After Care: The before and after care went up 5% this year. Kaitlin presented a cost model that included the wages with salary increase, allocated the facilities for the buildings, and education materials. The cost model shows the breakeven points. The aftercare cost was compared with local programs and the $195 for monthly aftercare at BCS is $25 less than the YMCA price which is $220. More investigation is being done into what other Daycare/Preschools cost to make sure we are competitive in the market.

    Bussing Fee: The bussing fee will be 5 percent higher in 2018-2019 school year. The bussing has operated at a loss since BCS started bussing students A new Five year contract was signed with Sarpy Transportation this year.

    Health Insurance: It is a major concern with an unknown cost of health insurance for the upcoming year. The changes that will be made with the Diocese and the impact that it will have on the health insurance expenses is unknown. If that change is significant, BCS will be challenged to keep the increased wage and employee benefits that has been given over the past few years.

    BCS runs at a very tight financial level and it may cause challenges if health insurance and benefits continue to escalate in the manor that they have been raising. BCS is always trying to maintain tuition at a reasonable cost and pay the teachers a reasonable wage. With a 3 percent increase in tuition, the hope is to keep the benefit costs down and be able to continue to pay a reasonable wage.

    Kaitlin has received an estimate for the health insurance and it may go up about 9 percent, vision will stay the same. and dental will go up 4 percent. The major concern is that the BCS premium structure differs from the Diocese.

    BCS and the Diocese are in the process of combining the 2 benefit structures. The Business Committee will come up with a plan and present it to Rich at the Diocese. Kaitlin spoke to Therese, the BCS insurance representative, and her understanding is that this year the focus will be on the vision and dental plan. Kaitlin has those rates and they have been reviewed. If BCS switches to the Diocesan vison and dental plan, Kaitlin has calculated the premium structure and how much it will impact the budget. Kaitlin hopes that the plan presented will be accepted by the Diocese and they will continue to work closer to the BCS plan as BCS works closer to their benefit program. It is a big question mark on the budget. Last year the health plan increase was 14 percent so this year it will be less.

    Currently BCS has a voluntary dental and vision plan but the Diocese pays for the dental and vision. BCS and the Diocese are on 2 different plans. The Diocesan plan is better than the BCS plan and is less expensive. It would be providing better insurance to the BCS staff and they would also have lower premiums. That change will cost BCS between $30,000 and $50,000 extra a year if we are made to align with the diocese.

    Vote: Leo made a motion to adopt an increase in tuition of 3 percent, add a technology fee of $100 for every student in the system, an increase of before and after school care of 5 percent, and an increase of busing fees of 5 percent. The $100 technology fee can be added to the fundraising fee, paid up front or added to the tuition, whichever the family prefers. Ashley seconded the motion. Motion carried unanimously.

    Full Bus: Kaitlin was informed the Heights bus is full. It is not full because of the home route students. It is full because of the aftercare students. There are students that want to start riding on the Heights bus and the bus driver said no.

    Kaitlin talked to the manager at Sarpy Transportation and he said it would be $50 a day to add a bus for the aftercare students. For the remainder of the year, the cost would be $4,500. The increase in income from the bus requests so far would be about $1,000 making the addition to the bus expense this year $3,500.

    Parents and staff were concerned with the bus being too full and the issues it was causing. The extra bus will only be needed until the end of the school year. The aftercare program will be at St. Francis next year and those students will not have to be bussed. BCS does not want to turn requests for busing down and an overcrowded bus is not acceptable.

    Vote: Stella made a motion to add a bus to take the aftercare students to ECEC for the remainder of the school year. Brittney seconded the motion. Motion carried unanimously with 2 abstentions.

    President’s Report: 18-19 School Calendar: The school calendar needed some revision, so it will be sent to the Board by email for approval when it is finished.

    Updating of Strategic Plan Document: The Board was asked to review the Strategic Plan document. BCS is headed into the next phase of strategic planning. Changes were made to the document to reflect the progress made since the last strategic planning meeting 5 years ago. The administrative team has had input on the progress. Shaun wants to make sure the information is reflective of how the Board sees the progress before the next planning meeting.

    Rita Turley will facilitate the next strategic planning session, but it is unknown if she or other stakeholders are aware of the progress made since the last strategic plan was done. It was agreed that the Strategic Plan document would be reviewed in 5 years and we are on schedule to follow that recommendation.

    Leadership Billings: Two days every year Leadership Billings visits Central. The staff does a great job hosting them. It is one of those opportunities to let the community learn about BCS and all the wonderful things that happen here.

    Shaun updated a template with things that have been done since he started working at BCS. The only thing not updated were the MAP scores which are from 2016 but they will be replaced with the 2017 scores. Everything else is up-to-date including demographics, ethnicity, and percent of Catholic students. The number of Catholic students at BCS came up 2 percent this year. The student population went from 69 percent Catholic students and 31 percent non-Catholic to 71 percent Catholic and 29 percent no- Catholic.

    Shaun changed the tiers to opportunities that people have for scholarships. Also included were the latest scores and scholarship dollars that were offered to students graduating from BCCHS.

    Next Meeting: The next Board meeting is scheduled for January 17, 2018. If there is no need to meet, the Board will be advised in advance.

    Adjournment: The meeting adjourned at 4:57 pm.
    Respectfully Submitted: Shaun Harrington, Billings Catholic Schools President

  • 1December 20, 4:00 pm

    Time: 4:00 pm
    Place: BCS/BCSF Conference Room

    Present:
    Karen Fagg, Chair
    Leo O’Brien
    Mary Susan Fishbaugh
    Ashley Harada
    Ryan Huppert
    Brittney Souza
    A.J. Miller
    Alex McCready
    Nate Haney
    John Newbury: Foundation Representative
    Shaun Harrington, BCS President
    Jan Haider, Foundation President
    Kaitlin Overton, Finance Officer
    Danielle Watson, Education Director
    Kathy Harris, Marketing Director
    Shel Hanser, Principal BCCHS
    Opening Prayer: Nathan Haney

    Foundation Update:
    Fortin Foundation:  The Fortin Foundation donated an additional $250,000 to the capital campaign bringing their total contribution for St. Francis Catholic School to $1.25 million.

    Mayfair: As you may have read in the paper, there are plans in the works to tear down the Radisson convention center, with a new convention center is to be built in its place.  Mayfair has been assured by Radisson employees that these plans are in the preliminary stages and their corporate office has encouraged them to continue to book the venue.  Mayfair is booked for the week of May 5th. The chairs have been working on the logo, save the date cards and sponsorships.  They will not meet again until after the new year.
    Fratt Building Update:  Jessica Fehr and David Charles had a status conference with Judge Todd this morning. The result is that the cases will be stayed until March 5th and the parties are ordered to mediate the dispute before then, attempting to settle out of court. It appears that coming to a resolution now instead of possibly going through multiple courts would be in the best interests of all. If the case is not settled by March 5th, briefs need to be completed on pending motions which will be heard by the Court at 9:00am on Friday April 20. Pending are: The Capital Campaign attorneys’ motion to strike the answer and counterclaim Several motions filed late yesterday by David Cunningham’s attorneys (Mark Parker and David Dietrich) The mediation will probably be between January 22, 2018 and February 15, 2018.

    Loan for Capital Campaign: The Fortin Foundation check for $250,000 will lower the debt to the Diocese to $4.75 million.  The final bill from Langlas has not been received.  The original debt with the Diocese was $5.85 million.

    Annual Fund:  The annual Fund is down and is $17,000 gross.  The annual phone-a-thon will be held the end of January and hopefully the Foundation will receive the rest of the $38,000 that is budgeted.

    Update: The Foundation will pay costs that have been incurred for upgrades to the Early Childhood Education Center of $134,000 out of the Dorothy Porter distribution.  Since the distribution total is $150,000 there will be $16,000 left in the Dorothy Porter funds for immediate needs.  The school Board has identified and prioritized $100,000 in capital projects at Central, so the BCS Foundation Board members are looking at an additional funding source to help meet these needs. Shel is getting additional quotes, which should be available in late January or February.  The work will not be done until this summer.  The BCCHS immediate projects are the removal of the VAT, replacing the gym floor, and repaving the parking lot.  The installation of the elevator will affect the parking lot, so the lot may just be patched at this time.

    Approval of Minutes: Mary Susan made a motion to approve the December 6, 2017 School Board minutes.  Alex seconded the motion.  Motion carried unanimously.

    Business Committee Report: The Business Committee met yesterday and discussed the executive meeting between the Foundation Board and the School Board.

    Another discussion was the progress made by the Revenue Taskforce which meets every 2 weeks.  The taskforce created a “cost to educate model”, a conservative budget for the 2018-2019 school year, and looked at costs based on enrollment projection.  They are also trying to be conservative on the enrollment projection to make sure the budget is set correctly.

    There may be a 3 to 4 percent increase in tuition, mostly in response to insurance costs.  There was also a recommendation for a small increase to the registration fee. The biggest change the committee is considering is implementing is a technology fee per student to cover the iPad expense as well as technology infrastructure.

    There was a large increase in employee benefits costs last year so Kaitlin will contact Payne West to see if a 6 percent increase is enough or if it will have to go up to 9 or 12 percent.  The rest of the meeting was about tuition review cases.

    Kathy disagreed with the Business Committee recommendations and wanted a discussion with the full Board about the technology fee.  Even though Kathy attends the Business Committee meetings, she wanted to know why there needs to be a technology fee and an increased registration fee in the same timeframe.  Kathy would rather have the increases included in tuition so that parents have one number for what their costs will be to attend our schools. The technology fee that is being discussed is $100 per student per year.  This fee includes the iPad, software, and infrastructure expenses.  The Business Committee will work on a detailed description of the fees. In Kathy’s opinion and experience, parents don’t like separate fees.  She felt a huge step was taken last year with the new tuition structure and to add a fee is a step backward.  The goal was to simplify the fee structure and now a fee is being added.  Technology is part of education and is part of the cost of education and should be in the tuition.  It is easier to tell people your tuition has increased by $100 because of the cost of technology than to tell them the tuition and then add a fee. Several years back BCS got rid of the small fundraising projects to simplify it with an annual fundraising fee.  What tends to happen is that next year technology feels everyone needs a keyboard and now it is $150 and the next year $200.  Then there is a meeting and the fee is rolled into tuition because BCS can’t have fees that are that high. Kathy said she has never understood raising the registration fee to pay for things that are part of the general budget. The registration fee is a “down payment” on saving the spot for the student.  Kathy stated that everything she learned at the conference and from the parents she works with, is don’t add fees.  People want one number and what aide they can get to assist with that number. Kathy feels that, if the technology fee is added, parents will say they do not want to pay the fee and that they will bring their own iPad.  The parent will start to ask why there is not a textbook fee or a teacher fee.  People in general do not like fees.  Fees are a harder sell for recruiting and retention to go forward with that. Mary Susan was a parent in the BCS system and as a parent, she would like the breakout to know her child was getting an iPad that is kept up-to-date.  Having a technology fee is the reality of today’s world.  Registration fees help to pay for the registration software and pay for the people that register students.  They are realistic fees and are part of the world we live in, particularly the technology fee.  She feels that most people understand that. The registration fee is not refunded after a certain date because BCS bases hiring teachers on the number of registered students.  If there is no penalty for registering, there could be an extra 100 students registered and the hiring is done based on those extra students.  BCS has hired teachers and purchased iPads based on those numbers.  If the students don’t show up, we could be severely over budget.  The public doesn’t realize the consequences of having extra students registered and BCS hiring staff according to those numbers. The money BCS receives covers the operational budget and it is designated to certain areas.   One proposed option with the technology fee is, if the parent pays $400 over 4 years, it pays for the iPad and the family may keep the iPad at the end of the 4 years.  If the family does not want to keep the iPad, they can donate it back to the system and have a tax donation receipt. The iPads will be rolled into the ACE scholarships and ACE will be picking up a portion of the iPad fee for ACE scholars.  If the iPad fee is rolled into tuition, the BCS employees that do not pay tuition would have to pay the fee. There are 2 negatives to rolling the iPad fee into tuition: The staff with enrolled students would be charged $100 for the iPad fee, which is based on total enrollment. If the fee is rolled into tuition and exclude the staff with enrolled students from paying the fee, other students would have to pay more than $100 because it is divided between fewer students. The technology fee is based on what BCS pays for iPads and technology related expenses.  It will not become additional income for BCS.  From a budget perspective, it works well to keep it separate from the tuition. Kathy questioned whether BCS really needs a 3 percent raise in tuition and a $100 technology fee. Catholic schools are unique in that every child has an iPad and they are renewed every 4 years. BCS is the only school in the area in which every student is provided an iPad.  The Catholic school system’s dedication to integrating technology to prepare our students for their future is unprecedented in our area. The point was made that board sub-committees will review initiatives in-depth and provide recommendations to the full Board just like the financial report and the budget.  It is not the Board’s plan to review and discuss every detail as that work in done in the sub-committee.  Anyone can and is encouraged to attend the meetings.  There is not going to be a recommendation today.  However, based on what is known about the budget, enrollment projections and increases in expenses, the options would be to make cuts or increase enrollment. The Board agreed that it is important to determine how increases are presented to the public. The technology fee is very clear, but the registration fee should be more defined.  The proposed increase in registration fees is $10 at the high school and $5 at St. Francis. As a parent, Alex would like to know the bottom line but have access to where the money is going.  The breakdown gives transparency to the parents.  She would like to know what the fees are being used for and how other expenses are covered. Kaitlin noted that parents can spread the fees across the school year which makes the technology fee $11 per month.  The $100 will still be there it is just a matter of how it is presented.  It was suggested that the technology fee could be added to the fundraising fee.  The technology fee can be spread throughout the year regardless of how it is categorized. The committee wanted the Board to know the direction they are going.  The possibility to spread out the fees needs to be communicated to the public.  Kaitlin has spread the registration fee out into payments for families that feel uncomfortable paying it up front. Many board members feel the cost of education needs to include everything.  BCS works on a very narrow budget and every dime goes back into the system.  This needs to be communicated to the public.  The technology fee does not cover the cost of the entire BCS technology system but helps defray the cost of the iPad, case, and the software that is loaded onto the iPad.  There is no excess in the system. Leo reminded everyone the meetings are open to everyone if you would like more in-depth information.  Let Kaitlin know what meetings you would like to attend, and you will be notified of meeting times.  It is important to respect the recommendations of the sub-committees and make efficient use of volunteer time.

    Next Meeting: The plan is to have another Business Committee meeting January 2nd.  Shaun will do a doodle poll to determine the time.  The Board meeting will be January 3rd at 4:00 pm to complete the registration package and get it out to the parents as soon as possible.

    Marketing Enrollment Report:
    Registration: Work has begun on the registration forms.  The changes are sent to PowerSchool and then sent back to BCS and it is tested.   The registration will go live the 27th of January for the currently enrolled families.

    Discovery Night: Discovery night will be February 7th.  It will be 4:00pm to 6:00pm at St. Francis Catholic School and 5:00pm to 7pm at the high school on the same night.  In the past, BCS had a three-week registration period where Catholic families got precedence over non-Catholic families but that will not be done this year.  A Catholic family will get precedence over non-Catholic, if there is a problem with space.   There should not be a problem with classroom space this year.

    Semester Student Transfer: There is a larger number of transferring students going to take place at the semester.  The actual number is not known right now.

    Annual Alumni Basketball Tournament.  The tournament will be December 26 and 27.  There are usually 8 to 12 teams.  The tournament is not a fundraiser but used to strengthen relationships with alumni.

    Catholic Schools Week:  Catholic Schools Week is the last week in January and is part of the kick off for registration.

    President’s Report: Unfortunately, Bob Cerkovnik will resign from the School Board because he is taking a job in Casper, Wyoming.  Bob has been a great addition to the Board and will be missed.

    SFI Lighting Project:  Roger and Nancy Beeter contacted Shaun and wanted to replace all the lighting at SFI.  Shaun put him in contact with an electrician that works with CTA through Northwest Energy and they planned the whole project.  Shaun and the Beeters met with the electrician that will be doing the work and Greybar Electric on Tuesday and the project will take place in January.  Shaun will be looking for people to volunteer to help but all electrical work will be done by certified electricians.

    Policy on Service Animals in the schools:  Shaun is wanting to develop a policy about service animals in the schools.  BCS does not want to be faced with a situation where a school is asked to accommodate a service animal and do not have a policy in place.  Shaun researched the ADA regulations, OPI, the state superintendent and will get legal advice before a policy is presented to the Board.

    Updating of Strategic Plan Document:   Shaun is working on updating the 13-14 Strategic Plan document to reflect the progress the schools have made since the last strategic plan was developed.  Please remember the SWOT documents for the next strategic plan are due to Rita today!

    Principal’s Meeting Topics:
    18 – 19 School Calendar
    Mayfair Special Project – K – 12 Language Arts Program
    Enrollment Forms –
    Strategic Plan Update – Return SWOT documents by 12/20 to Rita Turley
    Service Animals in school

    Diocesan Bankruptcy:  Shaun disseminated a copy of the press release that the Diocese sent out today.  Hopefully, this is posturing by the plaintiffs’ lawyers to gain as much as they can for their clients.  In the other diocesan bankruptcies, the property assets were not included in the estate.  Usually, the main interest is liquid assets and faster access to money than real property would involve.

    The new St. Francis would not be included in the new filing because it is a Foundation asset NOT a diocesan asset.  The property the St. Francis Catholic Schools is sitting on belongs to the Diocese.  BCS may pursue ownership of the land after the bankruptcy is concluded.  The land ownership cannot be changed now.  Nate will continue to follow-up on the bankruptcy progression.

    Next Meeting: The next Board meeting is scheduled for January 3, 2018.  If there is no need to meet, the Board will be advised in advance.

    Adjournment: The meeting adjourned at 5:30 pm.
    Respectfully Submitted:  Shaun Harrington, Billings Catholic Schools President

  • 1December 6, 4:00 pm

    Time: 4:00 pm
    Place: BCS/BCSF Conference Room

    Present: Karen Fagg, Chair
    Bucky Heringer, Vice Chair
    Ken Frazier, Past Chair
    Fr. Steve Zabrocki, Parish Representative
    Leo O’Brien
    Mary Susan Fishbaugh
    Ashley Harada
    Brian McGovern
    Brittney Souza
    A.J. Miller
    Bob Cerkovnik
    Alex McCready
    Nate Haney
    John Newbury: Foundation Representative
    Shaun Harrington, BCS President
    Superintendent Timothy Uhl
    Jan Haider, Foundation President
    Kaitlin Overton, Finance Officer
    Bruce St. Clair, Director of Technology
    Danielle Watson, Education Director
    Kathy Harris, Marketing Director
    Shel Hanser, Principal BCCHS
    Travis Heringer, Mayfair Chair
    Clayton Augustine, Mayfair Chair

    Opening Prayer: Shaun

    Approval of Minutes: Superintendent Uhl made a motion to approve the November 1, 2017 School Board minutes. Bob seconded the motion. Motion carried unanimously.

    Foundation Update:
    Annual Fund: Annual Fund mailing was sent in October and the Foundation has done both email and Facebook appeals. The Foundation has collected just over $14,000. There will be another email appeal before Christmas, and then the second phase will begin in January. The Foundation is planning a phone-a-thon during Catholic Schools week.

    Strategic Planning: Rita Turley sent out the materials to do the SWOT analysis in preparation for Strategic Planning. She has asked that everyone participate and return the completed materials to her by December 20th so she can compile the results before the meeting.

    Capital Campaign Update: The capital campaign is waiting for the final bill from Langlas. It will be about $65,000. The city has not sent their final invoice and the locker issue has not been addressed. The traffic lights will be installed this week, which is part of the $65,000. Brian McGovern has committed to donating the donor wall, so that will be started soon. After the Fratt building is sold, the capital campaign still needs about 1.7 million dollars to be fully funded.

    Fratt Building Update: There is one potential heir whose son has hired a Billings Attorney on his mother’s behalf to contest the filing. Attorneys representing Great Falls/ Billings Diocese as well as the Billings Catholic Schools Foundation and the Billings Catholic Schools are working with the potential heir’s attorney to evaluate the legal filings.
    Mayfair Presentation: Travis Heringer and Clayton Augustine, 2 of the 6 Mayfair chairs for 2018, spoke to the Board about the upcoming event and the Mayfair Special Project. The chairs reported that they are very excited about the new changes for the 2018 Mayfair. The chairs consist of 3 families which have 1 or 2 people that have been involved in BCS for a lifetime, 2 of the families have children in the school system and Travis’ nephew attends BCS.

    Mayfair is being treated like a business and getting back to fundamentals. The theme this year is “FOCUS” as it pertains to children. Shane Fairbanks will provide photography and they will be used for black and white murals around the room at Mayfair.

    Some donations are coming in, there will be “class warfare” to get the alumni involved. Erin Augustine, Clayton’s wife, visited with Principal Hayes wanting to speak at the Christmas concert about Mayfair and the Special Project.

    The Board would like to thank the Mayfair chairs for their commitment. The Board donates an auction item every year and would like input from the chairs about that item. The Board will also help with Mayfair in other areas.

    The Finance Committee discussed the special project proposals.
    Elevator at BCCHS
    The elevator is a priority however, the feasibility study needs to be completed to compile more information and help determine cost.
    Gym floors at BCCHS
    Replacing the main gym floor and refinishing the small gym floor at the high school may be done with Dorothy Porter money and hopefully, donor matching funds.
    Upgrades at Colton Field
    Colton Field may be funded without being a Mayfair Special Project.
    K-12 Language Arts
    The Language Arts project was originally suggested for K-8 but will be expanded to K-12.
    The consensus is the Language Arts project will touch every child attending BCS now and for years to come where the other projects would be for a specific school.
    A K-12 program will keep the instruction consistent throughout the system.
    The question was posed about purchasing an electronic or paper version
    Electronic version has a 5 years license and when the license is up the program disappears
    The paper version can be used for many more years
    Superintendent Uhl has suggestions about some new materials he would like explored
    Danielle Watson, the Education Director, is researching to determine the best choice for BCS and the cost
    The Mayfair Chair’s Special Project recommendation for 2018 is K-12 Language Arts.

    Vote: Ken made a motion for the K-12 Language Arts program to be the 2018 Mayfair Special Project. Brian seconded the motion. After further discussion, the motion was carried unanimously.

    Business Committee Report: Mayfair Special Projects and Dorothy Porter funds: The Business Committee discussed the Mayfair Special Project and how it connects to Dorothy Porter funds. The Business committee’s goal is for Dorothy Porter funds to be spent on dire need capital improvements like, resurfacing the staff parking lot at Central, VAT replacement at Central, gym floor replacement at Central. The Business Committee asked the high school principal, Shel Hanser, to get bids on each of these projects. After the 17-18 school year, the Business Committee hopes to set aside a portion of Dorothy Porter each year toward an elevator at the high school, with the hope of funding that project over the next few years.

    The Foundation will cover the cost of the SFI renovation for the Early Childhood center in the amount of $134,000. This allows the Dorothy Porter distribution to be spent on dire need capital improvements.

    Proposed Budget 2017-2018: Kaitlin presented the proposed 2017-2018 budget to the Board for their review. It includes budgeted revenue before Special Projects of $6.4 million and after Special Projects of $6.8 million. The budgeted expenses before Special Projects are $6.4 million and after Special Projects are $6.8 million. The budget balances with $630 of net income.

    Kaitlin reviewed a few of the line items that changed significantly from prior year. Most were due to moving into the new Saint Francis building. One change unrelated to the new building was the reduction in budgeted professional growth expense. In the 2017-2018 school year, BCS received a significant increase in Title funds which are designated for student remediation (Title I) and staff professional develop (Title II). The Title II funds increased to $33,000 in 17-18 compared to $6,500 in 16-17. Given this information, the BCS professional growth budget was decreased by about $10k. The Title money does not impact the BCS budget. It is distributed directly from School District 2.

    Title money is determined by the Federal Government and is subject to change. There was a change from “No Child Left Behind” to “Every Child Must Succeed”. Under the new program nonpublic schools are entitled to more money than before. BCS has always received Title funds. Last year BCS received approximately $24,000 for Title 1 and $6,500 for Title II. This year BCS will receive funds of; $44,000 for Title I and $33,000 for Title II. BCS has a complication since it is a private and parochial school which may impact the use of the funding.

    Kaitlin reviewed a few other expense items that changed. Athletic stipends were increased in the 17-18 budget. The budgeted general liability insurance went down. Budgeted property taxes went up because of the new school. Budgeted rent went down since it only includes the administration building in 17-18.

    Father asked about the BCS health insurance package and if there was any progress on meeting the Bishop’s request to match the Diocese’s package. In 17-18 BCS moved a step closer to the Diocesan benefits program. Shaun and Kaitlin met with Rich about employee benefits a few months ago to discuss the progress. There was a misunderstanding relating to terminology but that was explained and overall the meeting ended very well.

    The Board noted that proposed changes in one of the Federal tax plans there is a change intended for colleges that may affect BCS because it is a private school and receives tuition. The Board elected to keep a close eye on Congress’s progress with the Federal tax bill.

    The Business Committee approved the proposed budget for 2017-2018 and requests a School Board vote.

    Vote: Leo made a motion to approve the Billings Catholic Schools 2017-2018 budget. Mary Susan seconded the motion. Motion carried unanimously.

    October 31, 2017 Financial Overview:
    Statement of Financial Position
    Cash is down by around $300,000 as compared to prior year.

    Tuition, parish, and bus receivables reduced in the current month by payments received. Tuition receivable is up from last year by about $200,000. The administration office’s collection efforts are still in full force. Advertising A/R increased by the amount billed in October for business sponsorships. BACET A/R consists of October payroll and intercompany bills for the new school. Other A/R is mainly due from BCCHS and SFCS activities funds for credit card activity and due from Scrip for 16-17 profits.

    Accounts payable is considerably lower than last month; however, there are some October bills that have not been entered.

    Statement of Activities
    Tuition and registration fee revenue is under budget about $28,000. The tuition budget is spread over 12 months; however, the ACE portion of tuition isn’t received until October, therefore it is spread from October through May. A similar outage occurred last year from the start of the year until December or January. BCS is currently projected to meet the tuition budget by the end of the year. Interest income is under budget $8,000. The Administration Office is checking to see if any families were not charged interest on their payment plans in Smart Tuition.

    The Other Special Project revenue is for locker sales and locker donations at the high school.

    Personnel expense is under budget $90,000 but that is mainly due to savings over the summer. The October monthly change was over budget by $8,000. Technology expense and Administration and Educational expenses are over budget but they both include the amortization of numerous prepaid items.

    The Dorothy Porter expense item contains the cost of moving the Preschool/Daycare program.

    Additional Comments: The expenses are down by $20,000 and the overall budget is under by about $31,000. The personnel budget is down and is on track to remain under budget. Some expense items are over budget but that may be due to majority of purchases by the secretaries taking place at the beginning of each semester.

    Agency funds are reconciled every month and reviewed by Shaun.

    The Business Committee is continuing to monitor the receivables closely and continues to work with the policies to be sure the right approach is taken.

    There will be a projected cash flow report at the January meeting.

    Vote: Leo made a motion to approve the Business Committee report. Mary Susan seconded the motion. Motion carried unanimously.

    Marketing Enrollment Report: The registration form is being reviewed and recruiting season will start in January. BCS had several new students last fall and more coming at semester time. There will be at least 1 international student arriving in January.

    Catholic Culture Committee: Nate Haney reported that he and Carlos met to review the Catholic Culture Committee background. There was a CCC meeting on December 1st and the committee discussed areas of focus. There is a January meeting set to decide on the goals for the rest of the academic year.

    The St. Francis newsletter begins each day with a reading or prayer along with Advent reflections. Nate noted that it is even Liturgically correct with purple print. The CCC feels Catholic Identity is being perpetuated by things like the newsletter and the culture it helps create.

    The high school will start a staff Catechism study and a monthly invitation to pray the Rosery. Nate is very impressed with the work that CCC has done and the things that are being done at the schools. The Catholic Identity is strong and growing stronger.

    Karen was very impressed with the sock drive, collecting $4,800 in gift cards for the homeless high school students at Senior High, and adopting families throughout the system. All activities have been related back to our faith in action at the schools.

    Kathy will make sure the Board members will receive both newsletters.

    President’s Report: WCEA Accreditation Visit: Shel was asked to report on the WCEA Accreditation visit. About 18 months ago, BCCHS started preparing for the WCEA visit. The staff gathered data to evaluate and identify strengths and challenges of the school. There were 46 individual meetings conducted to prepare for the visit.

    The leadership team went through about 150 items and then wrote a summery and self-evaluation. The team reviewed growth areas from the accreditation six years ago, examined current data and at the end of the self-study set areas for growth. The faculty set two main goal areas; staff development and addressing the needs of off-level students.

    The visiting team received the self-study a month prior to their visit so they were familiar with the school before arriving. During the visit they met with stakeholders, sub-committee’s that worked on the self-study and wrote a final report supporting the self-study. The visiting team concurred with the identified goals, made some suggestions and had very positive comments about the school. There were no concerns of any type expressed from the accreditation team.

    The team suggested that BCCHS needs to do a better job of documenting accomplishments and sharing them with the public. An emphasis should be made on professional development quality and frequency in all areas, not just technology. There needs to be a determination on how to support and fund those professional development programs.

    The accreditation group felt BCS should have a state of the school annual report at the 2 separate schools, although they were not addressing SFCS, and from Shaun. Congratulations to everyone who worked on the accreditation process and putting it all together. It is important to acknowledge the work for the last 6 years in continuing to move the system forward.
    BCCHS maintains 3 accreditations; Montana OPI, WCEA, and AdvancED.

    Board Committees – Doodle Polls have been going out to assist with setting meeting times for committees and task forces. Shaun offered to assist all committee chairs with the doodle polls.

    Home & School: Mallory Harris and Mary Kay Manuz are chairing Home & School this year. They have worked hard to plan something every month to do with the kids along with organizing volunteers. They have tried to tie each of their activities or events to the Beatitudes so that Home & School activities are supporting our Catholic identity.

    Principal’s Meeting Items –
    • Virtual Principal’s Meeting with Superintendent Uhl
    o Once a month there is a virtual principal’s meeting with the other principals in the state
    • Mayfair Special Project Discussion
    • Enrollment Forms
    o Being worked on for 2018-2019
    • Sister Patricia Johansen
    o She would like to work at BCS in the elementary school primarily
    o Was at BCS before
    o Semi-retired
    • Issues with the new school – structurally
    o Heating system
    o Doors sealing tight
    o List of items being worked on with Langlas
    • Title Funding – Dr. Haggerty meeting in Helena
    o FACTS Educational Services
    • Danielle Watson, Education Director – MAP Assessment Scores
    o Professional Development survey with staff
    o Reviewing test scores and how to use assessments to drive instruction

    Combined School Board and Foundation Board Executive Committee Meeting: The agenda from the combined executive board meeting was distributed to the Board.

    Updating of Strategic Plan Document: An updated version of the 2013-2014 Strategic Plan will be sent to board members with updated outcomes. Once possible dates have been determined for the Strategic Planning session, Shaun will send out a doodle poll for a meeting time. Please remember fill out the SWOT analysis from Rita Turley by the 20th.

    Next Meeting: The next Board meeting is scheduled for December 20th. If there is no need to meet, the Board will be advised in advance.

    Adjournment: The meeting adjourned at 5:55 pm.
    Respectfully Submitted: Shaun Harrington, Billings Catholic Schools President

  • 1November 1, 4:00 pm

    Time: 4:00 pm
    Place: BCS/BCSF Conference Room

    Present: Karen Fagg, Chair
    Bucky Heringer, Vice Chair
    Ken Frazier, Past Chair
    Fr. Steve Zabrocki, Parish Representative
    Leo O’Brien
    Ashley Harada
    Ryan Huppert
    Bob Cerkovnik
    Stella Ziegler
    Nate Haney
    Shaun Harrington, BCS President
    Superintendent Timothy Uhl (Phone Conference)
    Jan Haider, Foundation President
    Kaitlin Overton, Finance Officer
    Shel Hanser, Principal BCCHS

    Opening Prayer: Ashley

    Approval of Minutes: Ken made a motion to approve the October 18, 2017 School Board minutes. Bob seconded the motion. Motion carried unanimously.

    Foundation Update: Mayfair: The Foundation Development Committee met last week and put together a list of recommendations for the Board to improve Mayfair. Three of the six co-chairs came to the Business Committee this week with an update and were very well received. Dan, one of the chairs, met with Foundation staff members and said they would be happy to come and share their vision with both the School Board and the Foundation Board if people are interested. The co-chairs are a young, enthusiastic group who only want what will create the most revenue for the schools. Lia and Jan met with the heads of Home and School to discuss ways of increasing parent buy-in with Mayfair and volunteerism in general. They are another group of enthusiastic people who only want what is best for the schools. The Foundation will be hosting a “room parent” meeting next Tuesday evening at St. Francis.

    Annual Fund: The first Annual Fund mailing has been sent and the Foundation is using a multi-level marketing approach. The Annual Fund message will be on Facebook a couple of times a week, with a link to the Foundation website and the donate now page. The Foundation also sent out the appeal via email today. The second phase happens in January with the second round of mailings, Facebook, email, and hopefully a phone-a-thon. The Foundation would like the boards to help with the phone-a-thon.

    Capital Campaign Update: The Capital Campaign bills are nearly paid. There are still a couple of unknowns – like the city and the lockers. To date, the Capital Campaign raised just over $15.6 million, which means there is just over $2 million left to raise before the school is fully funded. The Capital Campaign spent $17.5 million in capitalized costs and another $26,000 on the Intermediate and Fratt buildings.

    Fratt Building Update: There was another article in the paper today, naming the 11 people that are challenging the BCS complaint. According to the Billings Gazette “The documents request that a judge declare the “interested or potentially interested parties under the terms of the deed at issue.” Jan emailed David Charles and informed him the petitioners have not yet decided if they want to challenge anything and simply wanted something on file while making up their mind.

    The attorney’s will try to get a judgment, so the property will be totally in the name of the Diocese. The Diocese will need to give BCS permission to sell the property. There may be an exception to the bankruptcy. Because of the BCS loan, the bankruptcy representatives will probably agree to the sale of the Fratt building. That would enable BCS to pay the Diocese back and the Diocese would be able put the money toward the bankruptcy. The Capital Campaign is currently paying $14,000 a month interest on the St. Francis loan.

    Combined Executive Committee: In preparation for Strategic Planning, the Foundation & School Board will have a combined executive committee meeting on Monday, November 6. Hopefully, the executive boards will be able to set a date for the strategic planning session. When finished, the strategic plan will set the guidelines for a combined strategy that both the School Board and the Foundation Board will work toward together. It should also result in the design of the new master plan for Colton property and how to move forward. The Capital Campaign has a donor who understands the importance of planning and has offered to pay for the new Colton site plan.

    Business Committee Report: Mayfair: The Mayfair Chairs presented at the meeting. Their theme this year will be “Everyday Moments” and they will integrate it throughout the event. The committee discussed the Special Project suggestions and how they would incorporate into the Mayfair theme.

    BCCHS Accreditation: There is a portion of the accreditation process that involves material stewardship which involves the school’s finances. The committee reviewed the strengths and points for growth. For the accreditation report, Kaitlin created a P&L with the cost centers as columns. This report will be reviewed by the Business Committee regularly. The indirect costs were allocated between all 4 schools based on enrollment from last year. The per cent per school broke down to; the high school 38, SFU 22, SFI 20, and SFP 20. This new P&L by cost center will be used by the Revenue Task Force. A capital improvement fund will be added to that breakdown.
    Cash Flow Projection: The cash flow projection will be ready for the next meeting.

    Revenue Task Force: The first Revenue Task Force meeting was to determine goals and the information needed. For preschool, the task force wants to determine a breakeven point for the number of children in each program. The task force also wanted a cost for the half day program and a possible full day program. Most of the meeting focused on determining the cost of BCS programs such as preschool/daycare, tuition, and technology. Once the costs and breakeven points have been determined, the task force will develop a plan of action moving forward. The task force will study the feasibility of adding a 3rd bus because BCS does not

    Marketing Enrollment Report: No report was given.

    Catholic Culture Committee: Nate Haney is one of the School Board representatives on the Catholic Culture Committee and will chair the committee after transitioning from Carlos. The focus of the committee is ensuring a strong Catholic identity with the students, families and staff. At St. Francis, they are leading the staff in prayer every day. The committee discussed ways to develop ongoing Catechesis with the staff. One suggested topic was how to make a good confession. The hope is that working with the staff will trickle down to the students.

    Members of the committee are reviewing the new Religious Ed materials. The training by the publisher in Butte was very good. This past year the committee has focused on building a foundation of operation within the schools. Anything the Board would want to see the committee accomplish, please let them know. The creation of this committee was part of the last strategic plan.

    President’s Report: Board Information: Alex McCready’s mother passed away and the Board’s thoughts and prayers are with Alex and her family.

    Early Childhood Center (SFI): We finally have a Permanent Certificate of Occupancy approved by the city and the Fire Marshal. The staff at the ECE have gone above and beyond to make sure things are going well.

    Board Committee’s: A rough draft handout of the members of the Board sub-committees was distributed. It is not complete because staff members still need to be included on those committees. Any Board or staff member may attend meetings they are interested in attending. BCS needs the task forces and committees to help with strategic planning and to manage the operation of the Catholic Schools.

    WCEA Accreditation Visit December 3–6:
    There will be an opening reception on the evening of Sunday, December 3rd at the high school that all board member were invited to attend. There will also be a request that members of the School Board meet with the team sometime during the week. The plans have not been finalized.

    Montana Catholic Schools Conference: The conference was great. Butte Central Catholic Schools were very good hosts and the feedback from the staff has been very positive. Dr. Uhl would like to have the conference every other year. The religion teachers attended a full day workshop on Thursday hosted by the Sophia Institute that they felt was very beneficial. The entire conference was very well done.

    MSUB Teacher Appreciation Reception: Mary Susan Fishbaugh and the College of Education hosted a reception for Teacher Appreciation that was very nice. Mary Susan had plaques made for the Golden Apple Award, BEA Teacher of the Year and the Montana Teacher of the Year to demonstrate how many of the award winners graduated from MSUB. She would also like to include the Billings Catholic Schools Teacher of the Year. She will do a specific plaque for Catholic schools. Over half of the winners came from MSUB College of Education.

    Principal’s Meeting: There was a principal’s meeting on Friday the 27th. The principal’s meetings will be held every other Tuesday.
    Agenda items included:
    • Preparing for registration for next year
    • Creating a different Pre-school & Daycare form for next year so they will be in the computer system as a different school.
    • Board Committee responsibilities for administrators & having staff on Board
    committee’s
    • Progress Reports and Standards Based Grading K – 8—Danielle had reports prepared for the teachers to have on hand for the Parent Teacher conferences.
    • MAP Testing was discussed, and the high school will not do the winter testing because testing requires a great deal of instructional time.
    • READ 180 and difficulties with SD #2 Special Education Department connection
    • WCEA Accreditation Team Visit
    • Home & School Organization
    • Mayfair Special Project & Classroom Baskets
    • Thanksgiving All School Mass – will be held at the high school. There is not enough room to have the mass at SFCS.
    • Catholic Schools Conference Evaluation and OPI Renewal Units
    • Parent/Teacher Conference Structure
    • Student Discipline Issues

    New Business: Mayfair Special Projects: There was a discussion about the list of recommendations for Mayfair Special Project.

    1. The cost of the elevator for Central is still under investigation by the architects. The reason the elevator is being looked at is because at the present time, injured students and faculty have great difficulty accessing the 2nd floor of Central. St. Francis is now ADA compliant and accessible by everyone. Central is not and if we have physically handicapped students at St. Francis, they could not attend Central for high school. While we are not required to be ADA compliant, it is an access issue for our students and faculty.

    2. The reading series under consideration for K-8 is around $90,000.00. Currently, there is no adopted series for reading instruction at Billings Catholic Schools.

    3. The new gym floor for the main gym at Central and refinishing of the floor in the Nelles Center would be $100,000.00. There was some discussion about being able to raise money through other means to pay for the gym floor renovations.

    4. The bid Jan received for bleachers and expanded recreation area for the older students at St. Francis was also discussed. The bleachers are $11,500.00/section (116 people) X 2 = $23,000.00 (assembly required, installation and possible enlargement of the concrete pad not accounted for in bid), asphalt recreation area (to include excavation, and subsurface) $30,000.00, 2 tennis courts and fence $36,800.00 (would probably need 4 courts). As presented: $89,800.00.

    The Board needs the numbers on the special projects soon.

    Meetings: With the reactivation of sub-committees, Shaun and Karen expressed concerns about the amount of time board members were having to dedicate to school board duties. The concern is that we are having board meetings because they are scheduled and not because we need to have one. The board was asked if it would be acceptable for the executive committee to discuss the agenda and decide if the meeting is necessary or if agenda items could wait until the next meeting.

    It was decided that we would always have one meeting each month so we could approve the financials. It was also suggested that the other scheduled meeting time could be used for sub-committee work.

    The scheduled Board meetings will stand as is and the members will be notified of cancelations if there is nothing pressing on the agenda.

    Adjournment: The meeting adjourned at 5:10 pm. Respectfully Submitted: Shaun Harrington, Billings Catholic Schools President

  • 1October 18, 4:00 pm

    Time: 4:00 pm
    Place: BCS/BCSF Conference Room

    Present: Karen Fagg, Chair
    Bucky Heringer, Vice Chair
    Ken Frazier, Past Chair
    Fr. Steve Zabrocki, Parish Representative
    Leo O’Brien
    Mary Susan Fishbaugh
    Ashley Harada
    Brian McGovern
    A.J. Miller
    Alex McCready
    Stella Ziegler
    Nate Haney
    Shaun Harrington, BCS President
    Superintendent Timothy Uhl
    Bruce St. Clair, Director of Technology
    Danielle Watson, Education Director
    Kathy Harris, Marketing Director
    Shel Hanser, Principal BCCHS

    Opening Prayer: Alex

    Approval of Minutes: Brian made a motion to approve the October 4, 2017 School Board minutes. Tim seconded the motion. Motion carried unanimously.

    Foundation Update: No report was given.

    Business Committee Report: Statement of Financial Position: The cash position from last year is down approximately $200,000. That number coincides with some things that were anticipated. There were some things in the last few months that mitigated the BCS cash position. The receivables increased $83,000. The Business Committee is making sure the receivables are collected and they are not writing off as many things. More debts are being collected than in the past.

    August was a good month and hopefully BCS could do some things to mitigate the cash flow long term. It is critical that we continue to operate like in July. Prepaid expenses decreased from last year and that is just an annual adjustment made on the financial statement to write off licenses, software, and similar items. The remaining balance of $12,000 is a license fee.

    Annually the schools pay a lot of licensing fees. The iPad repair line item is collection for repairing damage to iPads.

    The accounts payable is higher than last year due to the cost of the new lockers at Central. There is approximately $80,000 in payables related to the lockers. Deferred revenue is tuition set at the first of the year and 1/12th of the amount is recognized every month.

    Statement of Activities: $451,000 is recognized in revenue for tuition in July. That is the way to recognize revenue and tuition support. The preschool and daycare revenues were not recognized at the committee meeting. This will be discussed later in this meeting. The preschool and daycare revenue are up from last year and last year was up from the previous year.

    Other special projects line item is the sale of old lockers and scrap metal at Central and that came to $4,074. Revenues over expenses is $56,266 which is the final wages of teachers not returning. Personnel expense is down as compared to the prior year because more staff left the school system this summer and their contracts were paid out on June 15, 2017.Technology expenses and Administration and Educational Supplies expenses include the amortization of numerous prepaid items.

    Parish assessment is billed at the first of the year but recognized over 12 months.

    Cash flows will be presented at the next meeting.

    Bruce is going through what hardware and software is necessary in the IT department. There will be a savings of about $50,000 a year due to the unnecessary things that were canceled.

    There will be a meeting November 6, 2017 with the Foundation executive committee to review the budget before presenting it to the Business Committee and then it will be brought to the full School Board.

    Marketing Enrollment Report: Turn the Table: Turn the Table went well. There were alumni in attendance as well as some who were there for the first time.

    The WCEA review will be the first week of December 3rd through the 7th. On the 3rd, there will be a social hour and would be nice to have the Board represented.

    A survey was sent to the Board and Kathy is requesting they redo it by Sunday.

    A video was presented on the International Exchange Student 2-week visit by the Chinese students. The visit was followed by a conference call from EEG. The international students were very excited about the snow. The students loved their stay and 2 or 3 stated that they would like to come here to study. The sponsors said BCS received the best feedback they have ever had after a visit.

    There is an app used in China to post reviews of schools which influences student desire to come to that school which will be monitored by EEG. EEG will also use the video and pictures for advertising.

    Enrollment: Some new families enrolled in the last couple of weeks. Exit and start-up surveys will be sent out.
    Jog-a-Thon: The jog-a-thon awards will be presented tomorrow at St. Francis in the gym.

    Committee Preferences: Karen has received emails from some of the Board members concerning committee assignments. The urgent need is the 2 (two) task forces. Bucky is chairing the Coaches Benefits Task Force. Bucky is reviewing the information Kaitlin gave him then he will call the task force members and set up a meeting. The Tuition Task Force will be made up of the Business Committee, John, and Ashley. Leo will chair the task force.

    President’s Report: Early Childhood Center (SFI): The final Inspection by the city and fire department is tomorrow at 9:15. Hopefully everything goes well. There was a gas leak there Monday morning. The students were evacuated until MDU completed their work. A pilot light went out in one of the ovens in the kitchen. That oven can no longer be used.

    Strategic Planning with the Foundation: We will be having a combined Executive Board meeting on November 6th at 8:30AM. One of the agenda items at that meeting will be a presentation by Rita Turley of the “Pre-Strategic Planning” information that Rita would like to do before the planning session. Between that and our budget, the school board executive committee wanted to have the combined meeting before the Strategic Planning session.

    Montana Catholic Schools Conference: The whole staff will be in Butte for the Catholic Teacher’s Conference. Superintendent Uhl did a great job of planning the conference. There will be a half day of school Thursday then the teachers will drive to Butte that afternoon. The Butte Chamber of Commerce secured rooms for the Catholic teachers across the state. There will be a social gathering that evening. The next morning will start with Mass and the work sessions will end about 2:30 pm. The event will include awards for teachers that have taught in Catholic schools for 25 years or more. There are 8 staff members, with that distinction, from BCS. Pictures will be in the Harvest.

    Mayfair Special Project: – The following are Mayfair Special Project suggestions from the administration in order of priority:
    • Elevator at Central
    • Gym Floor at Central
    • Reading/Language Materials for K-8
    • Bleachers at Colton Field
    Information is still being gathered on the cost of each project before a final decision is made about the special project for this year.

    New Business: Daycare employees and limits: The breakdown ratio of staff and students in the daycare is:
    • 3-year-old students 8 students 1 adult
    • 4 & 5-year-old students 10 students 1 adult
    • At least 1 staff member must be a “primary” which means 2 or more years of experience in daycare or is a certified teacher. We employ 5 primaries, one of them is part-time.
    • To cover breaks 23 students 3 adults in one room for naps
    o We also have 3 part-time employees that come in to help during heavy times
    (lunch, before and after school)
    • Heaviest load during the day is 52 students
    • Wednesday is the busiest day

    Sue would like to have one more full-time primary employee. If someone calls in sick, the facility is out of compliance. Because of the new building, capacity at the daycare is now 71, including adults. The previous capacity for the daycare was 39. Currently the staff is putting in a lot of overtime.

    Shaun had Jay Zygmond look at the daycare camera and button system for the doors. Right now, someone must be there to let people in. It would cost $604 to put in a key code and monitor. In the long run, it would free an employee from door monitoring.

    Families that owe for last year’s daycare and are on ACE this year had a small amount built in to cover the daycare bill. We do not have information on the normal expenses and income for the preschool daycare since moving into this building. BCS is not charged rent on the building by St. Pius.

    We need to look at the preschool and daycare as a feeder to the next 12 years at BCS and can’t subsidize people that do not plan to be in our school system. The aftercare requires busing this year where next year it will be at St. Francis and the busing of those students will be eliminated.

    New Business:
    Task force: Shaun requested a task force to review the possibility of having a full day preschool. The Early Childhood Education Task Force will be comprised of Shaun, Leo, Alex, Ashley, Kathy and possibly Craig Barthel.

    Executive Session: There was an executive session to discuss a student issue.

    Adjournment: The meeting adjourned at 5:00 pm to an executive session.
    Respectfully Submitted: Shaun Harrington, Billings Catholic Schools President

  • 1October 4, 4:00 pm

    Time: 4:00 pm
    Place: BCS/BCSF Conference Room

    Present:
    Karen Fagg, Chair
    Bucky Heringer, Vice Chair
    Fr. Steve Zabrocki, Parish Representative
    Leo O’Brien
    Mary Susan Fishbaugh
    Ashley Harada
    Brian McGovern
    Brittney Souza
    Bob Cerkovnik
    Alex McCready
    Stella Ziegler
    Nate Haney
    John Newbury, Foundation Representative
    Shaun Harrington, BCS President
    Jan Haider, Foundation President
    Kaitlin Overton, Finance Officer
    Danielle Watson, Education Director
    Kathy Harris, Marketing Director
    Shel Hanser, Principal BCCHS

    Opening Prayer: Mary Susan

    Approval of Minutes:Brian made a motion to approve the September 6, 2017 and September 20, 2017 School Board minutes.  Ashley seconded the motion.  Motion carried unanimously.

    Foundation Update:
    Mayfair: Lia and the Mayfair Chairs have reviewed the budget and are looking at venue options.  This year we are using a team approach and will have 6 chairs, instead of a 2 (two).   Clayton and Erin Augustine, Travis Heringer and Dan, Mike and Brittney Paquette.  The first major change is splitting the event into two separate weekends.  They are hoping to have the carnival at the new school, but are still in the planning stage for everything.

    Annual Fund:  The development committee met last week and will meet again next week to finalize the Annual Fund approach.  The plan is to conduct 2 mailings during this year and a phone-a-thon during Catholic Schools Week to try to get increase the income.  Now that the capital campaign is over, there are 2 dire needs grants that can be contacted.

    Budget and Audit: The Auditor was here a couple of weeks ago and completed his fieldwork for the Foundation’s audit.  We are not anticipating any problems and have asked for a first draft in November.

    Strategic Planning:  The Strategic planning meeting is tentatively set for October 17th.   As soon as the number of people is known, the preparation materials will be sent out.

    Capital Campaign: A donor has volunteered to pay for a new master plan for our Catholic Campus, which will be vital as we move forward with strategic planning, and planning for the future.   Tentatively the meeting will be October 17th, 8:30 am to 1:30 pm at the Mansfield Center.  Food will be provided.  Shaun sent out an email inquiry about dates.  Shaun will email the information out again asking for confirmation.  It is important for everyone to respond so the materials can be sent out in advance.

    Two donations totaling $100,000 of new money for the Capital Campaign came in this week.

    Grant Applications: The Foundation applied for 2 (two) grants to acquire and replace white boards and 1 (one) was applied for to repair and replace high school musical instruments.  Donors are requesting guarantees that what they donate will not be impacted by the Diocesan bankruptcy.

    Diocesan Loan: The last of the Diocesan loan for the St. Francis School has been drawn.  The money has not been distributed.

    SF Lockers: The lockers at St. Francis are too small.  The plan is to give the 5th and 6th graders a double locker, top and bottom.  The 7th and 8th graders will get big lockers.  The construction would take place when school is not in session.   There are 132 lockers needed

    A bid needs to be obtained on the lockers, have a conversation with the architect, and then decide what to do.  There is still $140,000 needed to pay for the work that was done at the preschool/daycare building so finances will be reviewed before a decision is made on the lockers.

    Business Committee Report:

    Task Forces: The Business Committee asked for a subcommittee to address concerns and emails about benefits offered to part time employees. Shel, Bucky, Ashley, Alex, Jan, and Stella have volunteered to be on that task force. When the ideas have been compiled and reviewed, the information will be taken to the Business Committee to determine feasibility. If the Business Committee decides to go ahead with the proposal, they will write up a policy for the Board to review.  The subcommittee will be called the Employee Benefits Task Force.

    The Business Committee will start on revenue discussions as soon as possible.  They will review all family fees, bussing, preschool/daycare, and others.  The committee plans to be able to answer parents’ questions on Discovery Night.  More information will follow during the President’s report.

    Financial Report
    Statement of Financial Position: The cash and cash equivalent is currently $1.2 million vs last year $1.7 million.  The current assets now are $1.5 million and last year it was $1.9 million.  Current liabilities are $1.17 million with last year at $1.23 million.  The biggest issue facing BCS is the drop-in cash listed below:
    $125.000         Change in accounts payable: AP was higher last year, therefore there was more cash in the bank.
    $190,000         Additional expenses incurred on BCCHS Boiler and iPad program
    $  25,000         Fortin Grant—Missed application deadline in 2016-217
    $  12,500         Annual Fund under budget
    $116,000         Mayfair under budget
    $468,500

    Tuition, parish, and bus receivables reduced in the current month by payments received.  Tuition receivable is about $58 thousand higher than the previous year.  This is mainly due to more families participating in payment plans this year and the use of Smart Tuition to facilitate direct deposits.  A/R BACET consists of June credit card activity.  Other A/R is mainly due from BCCHS activities fund for credit card activities due from Scrip for 2016-2017 profits and money due from families for 2016-2017 fundraising fee.

    Accounts payable is higher than expected due to the bill for Central’s new lockers.  This bill was paid in September.  Prepaid Tuition and Registration contains the Foundation’s scholarships ($67,000) for the 2017-2018 school year.

    The Business Committee changed the accounts payable procedure.  Kaitlin and the accounts payable clerk were new last year so things were behind schedule.  That meant that there was $125,000 more in cash that had not been paid to the vendors.  That number involves timing not a loss.

    The AR/AP discrepancy changes the final number to approximately a $350,000 cash loss.  The $350,000 is made up with additional expenses incurred in the High School boiler and the iPad program from last year.  The committee was aware that those expenses were going to be over what was budgeted.

    The Fortin Grant application deadline was missed because Kaitlin was unaware that she had to send it instead of the Foundation.  That grant was included in the budget and not received.  It has been applied for this year.

    Annual Fund and Mayfair (which includes Special Projects) was under budget. The cash disadvantage is that BCS can no longer spend funds that are not in the budget.

    The expenses for the remodel of the daycare center is not included in the above figures.  Receivables went down and the tuition receivable is about $15,000 higher this year.  This is due to timing because of the change to using Smart Tuition.  There are also some receivables from last year and it is believed that most of it will be collectable.

    The Foundation will finalize their budget October 11th and it will be sent out to the School Board members.  The BCS budget has not been approved by the Business Committee because there are a few items that need to be reviewed.

    Mayfair Donations: The Foundation numbers need to be revised.  The prepaid scholarships for next year were put in next year’s budget.  The Mayfair committee is working hard to meet the budget.  Fundraising needs to budget more accurately.   The committee works hard but some mistakes were made this year.

    Fundraising will be an ongoing discussion with the executive committees and at the Strategic Planning meeting.  It is important that the Mayfair Chairs be aware of how important it is to not go over budget.  We hope to get some of the younger families in the system involved.  They are not involved because they have not been asked.  Now is the time to correct some of the problems from last year and not spend money that is not in the budget.

    Statement of Activities: The payables were consistent with last month but it was expected to be lower.  The reason it was higher than expected was the lockers and it was a timing issue.  AP year to year is down and that is due to the Foundation Scholarship and enrollment was up.

    Revenue before special projects is $6.2 thousand is down about $170 thousand from budget.  Expenses before special projects is $6.5 which is over budget by $150 thousand.   Net income actual is negative $214 thousand, budget was down $175 thousand making a difference of a negative $39 thousand.

    Cash Flow: Tuition revenue this year vs last year is only down about $9 thousand and expenses were up $332 thousand.  It is at $6.5 this year vs $6.2 last year and the net income this year is a negative $215 thousand vs last year a positive $585 so the change is down almost $300 thousand.

    The budget vs actual is down about $170 thousand and the expenses are up $150 thousand.  The net income is down about $40 thousand.  Tuition and registration fees are up almost $80 thousand and the general donations were up about $16,700.  Some areas are under budget such as Mayfair, other fundraising, school fundraising is down a little, preschool/daycare are down almost $40 thousand.

    The preschool registration fees are higher this year and there are more students attending but the budget was over estimated putting the income at a defecate.  There is a big jump in preschool revenue this year but it was not as high as expected.

    The expenses are over budget by $150 thousand.  That is mainly the transition from the old IT Director to the new one.  There was a long period that an outside technology company was being paid plus the compensations that had to be paid to the exiting director.

    There was a lot of snow removal required this year.  The extracurricular activities being over budget is due to the schedules and the success of the teams.  The auditor was doing both the Foundation and school audit at the same time.  The high school boiler expense was capitalized.  The move into the new school caused closing the other buildings and so some of the assets had to be exposed of that came to $80 thousand.  Smarttuition was over by about $13 thousand.

    The rental income is down because both houses changed tenants and some repairs had to be done.  The rentals do not show up as income and expense but is a single line item showing only net amount.   BCS is investigating the possibility of selling the rentals.  They are 2 buildings comprising 3 units.  One is a single-family home and the other is a duplex.

    Overall the budgeted revenue balanced, there were just unforeseen expenses.   The revenue did not meet the expenses this year.  The high school boiler used 2 years of Dorothy Porter funds which was $400 thousand then there were upgrades in each classroom and the gym bringing the total to $564 thousand.  The initial bids for the boiler were much higher.

    The Business Committee spends hours trying to predict future needs.  BCS did not know the preschool/daycare would need $150 thousand.  Last year was the perfect storm.  The committee made the decision to move forward with the boiler and knew it would take $200 thousand of the money set aside.  That was something that needed to be done.  As the year progressed, technology had to be addressed and the iPad issue had to be dealt with.  The Diocese presented $60 thousand in expenses that were unexpected.

    There were revenue shortfalls in the budget that caused damage to the overall financial position.  BCS had money set aside for emergencies that no longer exists because of the above events.  That money will have to be replenished.  The question is, “Do we go to the Foundation for the money or do we create additional revenue?”  That is very difficult to do and keep tuition down to a reasonable level.  Those are the challenges facing the Business Committee.

    One more person was hired for the preschool.  All year events took place that depleted the emergency funds.  There are still things at the high school that could require immediate attention.  The Foundation is trying to build emergency funds for unexpected events.  Once tuition is set it cannot be changed and the upcoming expenses are unknown.

    The Business Committee is working on issues to the best of their ability.  The schools are financially sound but need to be vigilant as they move forward.  There are a lot of positive things in the system and the schools are doing well academically.  Increasing enrollment is a large part of the solution.

    The strategic plan will be to focus on the long term, to keep the Foundation informed, and  to set budgets on the Foundation’s assets.   The cash projection has not been done but will be available for the next Business Committee meeting and will be used at the Strategic Planning meeting.

    Ipad Update: All BCS students and staff have new iPads.  Kaitlin and Bruce worked with Apple and lowered the iPad lease almost $9 thousand for each year of the 4-year lease.   The iPads that the schools had were sold to Apple.  There were a lot of things that were not needed like engraving, power cords, and adaptors that, over the 4-year lease, will save $16 thousand.

    Bruce has reduced expenses in several areas by $15 thousand.  He is doing a good job making sure his expenses are necessary.  We currently do not have any ongoing fees except the ones that are payed for with “Title Funds”.

    Marketing Enrollment Report:
    Enrollment: The enrollment numbers from the last meeting have changed very little.
    International Student Exchange: Kathy has been working on the short-term international student exchange.  There are 11 students visiting BCS.  The students are enjoying their stay.  It is a great recruiting tool.  The students enjoyed their visit to MSU-Billings.  The MSU-B representative worked in China so he was able to speak to them in their native language.  The students pay to be here and the funds go to the enterprise fund and the expenses are paid out of that.  There will be a farewell celebration Friday.  The Central Freshmen did well with interaction.  It was a great experience but more work than anticipated.
    Upcoming Events: Turn the Table is October 11th.
    The business sponsorship statements will be out early next week.  There will be 4 (four) available sponsorship sign spaces available.

    President’s Report:
    Board Committee Descriptions – Handout:  The Board received a handout with names and descriptions of each committee from the School Board Bylaws.  A list of the people that were on the committees were also provided.

    • Catholic Culture Committee: Carlos was the Chair for the Catholic Culture Committee and he is no longer on the Board.
    • Business Committee: The Business Committee members were listed and the members are very consistent in attendance.
    • Marketing Committee: The Marketing Committee has not met in a year. The list consists of the members at that time.
    • Education Committee: The committee met through the end of December last year.
    • Technology Committee: The Technology Committee has not met in the last 2 years so will have to restart.
    • Several Ad Hoch Committees:
      • Tuition Review: This task force works with requests for a tuition adjustment.
        • Adjustments are considered for families with unexpected financial changes.
      • Tuition Task Force: This group studies tuition and decides on what tuition and fees will be each year.
        • There was a suggestion to change this to a Revenue/Tuition Task Force that will look at all revenue sources and tuition.
      • iPad Task Force: This task force studies options for leasing or purchasing iPads. The decision has been made for the next 4 years.

     Karen would like the Board members to review the standing committees and their description.  This would be a 1 (one) year assignment.  The committees vary in the number of times they meet a year.  For specific information contact:

    • Catholic Culture Committee: Steve
    • Business Committee: Leo
    • Marketing Committee: Shaun
    • Education Committee: Mary Susan
    • Technology Committee: Karen

     Please email Karen and Shaun with your top 2 (two) choices.  Every Board member needs to be on a committee.  Periodically there will be task forces that need to be filled.  The Tuition and Revenue Task Force needs members now but should be finished by Christmas.  Task Forces are typically very intense but short term.

    Tuition Review is typically at the beginning of the school year, done after a Board meeting, and only 2 or 3 meetings a year.  This task force is typically the Business Committee.  The Tuition Revenue Task Force could use new members.  The new Education Director should be asked what she feels that committee’s goals should be.

    The Marketing Committee’s purpose is to get more students to attend BCS and grow the business.  The marketing area will be reviewed during the strategic planning meeting.  The Marketing Committee may be renamed and have members from the Foundation.  Having Foundation members on this committee may help resolve some past issues.  They may also have a lot of great ideas that the Marketing Committee has not considered.

     International Student Residence: Because of the way mediation is going and our cash position, the Business Committee has reservations about moving forward with the Student Housing project.  If the International Student Residence is abandoned, a decision will have to be made on what to do with the Sacred Heart building.

    Strategic Planning with the Foundation:  The Strategic Planning with the Foundation is for October 17th from 8:30 am to 1:00 or 1:30 pm and lunch will be included.  Shaun will send out an email tomorrow morning to see who can attend.

    Montana Catholic Schools Conference: September 25th, PIR Day, the Montana Catholic Schools Conference that Dr. Uhl has put together will be held in Butte.  The Butte Chamber of Commerce secured funding to pay for our hotel rooms and Dr. Uhl has put together a great conference.  There will be two teams of professors from Notre Dame there presenting, one will be part of the group that our teachers and Kathy received the grant to go to Notre Dame on last summer.  The conference was to study the relationship between religion and science.  The other opportunity our religion teachers have, is to attend a workshop presented by the Sophia Institute which is part of the Diocesan Catechetical Certification Program.  Sophia Institute is where the new K-8 religion instructional materials came from  which were donated by Martin Family Foundation.

    Round Table: The Round Table was a fun night.
    Turn the Table: Turn the Table is October 11th and the ladies are encouraged to attend.

    New Business: Mayfair Special Project Suggestion List: The schools were asked to discuss a list of options the schools would like the Board to consider for the Mayfair Special Project.

    • Elevator at Central: An individual donated $50,000.00 as seed money for an elevator at Central. If we decide to make it the Special Project this year, that person is willing to donate another $50,000.00.  The original $50,000.00, after the Foundations 5% fee and growth from the investment, is at about $50,700.00.  We would like to propose using part of that money for an engineering study to determine the actual cost of putting in an elevator.  There is a time limit on the donation.
    • Gym Floor at Central: The gym floor at Central is in bad shape. The floor will not be able to be sanded again.  The new floors have bounce and are a lot safer.  The replacement would be approximately $100.000.
    • Reading/Language Materials for K-8: Our reading and writing materials are very old.  Our teachers are forced to look for materials on the internet and research best practices to piece together a reading and writing curriculum K-8.  Our teachers have done an outstanding job of piecing together materials, activities, and instruction, but we need a well-designed research based series to help with instruction.  The materials would cost between $85,000 and $88,000.  Internet materials last about 5 years and then are no longer available and books last longer.  The option will have to be researched carefully.
    • Bleachers at Colton Field: The bleachers at Colton Field are hazardous and need to be replaced.  The replacement cost will depend on size and materials used to make the bleachers.

    Adjournment: The meeting adjourned at 6:00 pm to an executive session to set a date to meet with the Foundation Executive Board.

    Respectfully Submitted:  Shaun Harrington, Billings Catholic Schools President

  • 1August 16, 4:00 pm

    Time: 4:00 pm
    Place: St. Francis School

    Present:
    Fr. Steve Zabrocki, Parish Representative
    Leo O’Brien
    Bucky Heringer
    Mary Susan Fishbaugh
    Ryan Huppert
    Brian McGovern
    Brittney Souza
    A.J. Miller
    Bob Cerkovnik
    Alex McCready
    Shaun Harrington, BCS President
    Jan Haider, Foundation President
    Kaitlin Overton, Finance Officer
    Danielle Watson, Education Director
    Kathy Harris, Marketing Director
    Shel Hanser, Principal BCCHS
    Deb Hayes, Principal SFCS

    Opening Prayer: Fr. Steve

    Approval of  Minutes: Vote: Bob made a motion to approve the August 2, 2017 minutes. Alex seconded the motion. Motion carried unanimously.

    Foundation Update: Golf Tournaments: The Ram Scramble will be held Friday, August 18, 2017 and the Full Moon Open will be Saturday, August 19, 2017. There are still team and sponsorship opportunities available.

    Ribbon Cutting: The St. Francis Catholic School ribbon cutting rehearsal will be Tuesday at 2:00 pm and the Ribbon cutting will be Wednesday at 8:00 am.

    Fortin Foundation Tour: The representatives of the Fortin Foundation, Danielle Moore and Lesly Smith, were given a tour of the St. Francis School last week. They were very impressed with the school and the Capital Campaign Team is hoping for a favorable response to the grant request.

    Cash Flow concerns: Bob Cerkovnik is concerned about the loan with the diocese and what impact it will have on the schools if it becomes permanent and we need to make yearly payments. He has been working on a “worst case” scenario if we are unable to raise any more funds. He and Jan reviewed it with Kaitlin, who will be working on a different calculation. The Foundation should know in September if two grantors are going to significantly fund the project.

    Fratt Building: We are nearly ready to file the complaint. Ken, Jan, Jessica, David Charles, and Jock will meet in a couple of weeks to discuss talking points for both Boards.

    Business Committee Report: The July financials will be reviewed at the next Board meeting.

    Tuition has a major impact on the budget. For the budget, St. Francis tuition was projected with a 5 percent increase and the high school with a 1 to 2 percent growth. Those numbers have been exceeded. There is discussion going on with ACE Scholarships concerning BCS’s ability to reassign the ACE Scholarships that were awarded but not used. In the past, the scholarships could be reused if the recipient did not attend BCS. This is a concern with the budget. An additional Kindergarten teacher had to be hired which added to the expenses but will be beneficial in the future.

    Marketing Enrollment Report: Upcoming Events: August 21st – Freshman orientation at Central.
    August 23rd – St. Francis ribbon cutting
    August 29th – Open House – Grades 5-8
    August 30th – Open House & Town Hall Meeting – Central
    August 31st – Open House – Grades K-4
    September 10th – Jog-A-Thon
    September 15th – Homecoming
    September 29th – Round Table
    October 2nd – Turn the Table

    Jog-a-Thon: The Jog-a-Thon will be held at St. Francis School and there will be a change in the event this year. Instead of counting laps there will be a 3K race and instead of donations per lap it will be just straight donations. The participants will not be on the street at any time and teachers will be standing along the route. The jog-a-thon logo has been updated and the event will be called Running on Faith.

    Running on Faith will be September 10th, 1:00 pm at Rose Park. The BBQ and cake auction will probably continue but there may be some other changes made to JAT. A group of high school kids have been designated to be at the end of the race so the younger students don’t come in last.

    Enrollment: Since August 1st there have been 27 new students enrolled. Kathy is feeling good about the Kindergarten numbers. There are 49 more students registered at St. Francis than was projected. The graduating class in 2017 was large so the high school enrollment numbers were expected to be down to around 300. Enrollment at the high school today is 321.

    A lot of the increase in K-8 registration is due to the new building. Even with the large number of people registering early, there are always families that register late. Part of the time they are waiting for scholarship and tax information. Sports is a driving factor at the high school to get registered.

    President’s Report: Remodeling and Smoke Detection at SFI: The remodeling, firewall, and fencing at SFI expenses are up to about $133,000. That does not include the gravel around the playground equipment. Shaun applied for the temporary certificate of occupancy and he has not heard back from the city. The hope is that the work will be completed by Friday and we will be able to move the preschool daycare to SFI this weekend. If the smoke detectors and firewalls are not in, BCS will have to have a person in the hall with a fire extinguisher.

    If the move cannot be made this weekend, the director of Head Start will allow us to stay at the little house until the 28th. The good thing is that preschool does not start until the 28th of August. Construction in the daycare wing is our major concern.

    Staffing: Danielle Rovig has been hired to be the 4th Kindergarten teacher because of increased enrollment.

    The teacher’s hours have been defined as 7:30 am to 3:30 pm.

    Moving: St. Vincent De Paul donated the use of their truck and some of the high school students assisted. There will be another move with the daycare. Dumpsters were being emptied as fast as they were filled. Shaun called the city sanitation department supervisors and told them what a great job had been done. Anything left at SFU will be moved to SFI and sold at a garage sale.

    Owner Training: Administration and other staff have been participating in owner training on all systems at St. Francis such as; sprinklers, alarms, HVAC, etc. These trainings were conducted by the sub-contractor responsible for each system in the building.

    St. Thomas Parking Lot: The St. Thomas parking lot will be ready by the first day of school.

    Ribbon Cutting: There will be a rehearsal for ribbon cutting on Tuesday, August 22nd. Many dignitaries, and members of the Catholic community have been invited to the ribbon cutting on August 23rd at 8:00 AM. This will be a great celebration and we hope everyone can make it.

    New Board Member Recruitment: Missoula/Loyola provided some paperwork for recruiting School Board members. Please submit suggestions for Board member candidates.

    Commendation: Mary Susan stated that the Board owes Shaun a lot of gratitude for his work this summer and calm demeanor through this busy time.

    New Business:
    High School:
    The high school has been cleaning, painting, planting grass, and tinting windows in preparation for the new school year. All of the lockers will not be in before school starts. The students that don’t have lockers will have to keep their things in their back packs for a couple of weeks. The rest of the lockers will have to be put in during the weekends now that school has started.

    Commendation: The high school boys that aided with the moving project were cordial, very polite, and a great help.

    Adjournment: The meeting adjourned at 5:05 pm.
    Respectfully Submitted: Shaun Harrington, Billings Catholic Schools President

  • 1August 2, 2017 4:00 pm

    Time: 4:00 pm
    Place: BCS/BCSF Board Room – St. Pat’s

    Present: Ken Frazier, Chair
    Karen Fagg, Vice Chair
    Fr. Steve Zabrocki, Parish Representative
    Leo O’Brien
    Mary Susan Fishbaugh
    Brian McGovern
    Brittney Souza
    A.J. Miller
    Bob Cerkovnik
    Shaun Harrington, BCS President
    Superintendent Timothy Uhl
    Jan Haider, Foundation President
    Kaitlin Overton, Finance Officer
    Danielle Watson, Education Director
    Kathy Harris, Marketing Director
    Shel Hanser, Principal BCCHS

    Opening Prayer: Fr. Steve

    Approval of Minutes: Vote: Brian made a motion to approve the July 12, 2017 minutes. Shaun seconded the motion. Motion carried unanimously.

    Foundation Update: Capital Campaign: The Capital Campaign Committee held the donor reception on July 27th from 4-6 pm. The contractor and Sub-contractors worked fast and furiously to make the space presentable for the nearly 200 attendees. Thank you to those of you who attended. The Bishop opened with a prayer, which was followed by a brief program. There were a lot of positive comments about the building.

    The Bishop attended so we had the opportunity to collect necessary signatures for both the trust indenture and the revised promissory note. The trust indenture was a formality required by the bankruptcy lawyers. Bernie Harrington notarized the documents, which allowed us to get the check for the most recent draw from Rich Mood. To date, we have drawn 5.4 million dollars and have $2,906,205 in accounts receivable.

    The Campaign Leadership Team met in July and have accepted new assignments. Representatives from the Fortin Foundation will be in town next week and Nick Cladis is putting our school tour on their agenda. We have offered to do a reception or dinner for them. Nick will see what they have time for.

    Fratt Building: David Charles put together a draft petition, which he and Jessica are finalizing. The task force is in the process of setting up a meeting date to discuss talking points. Jock sent an email that “we are now able file”. Because there are so many defendants, David asked the clerk how they wish to proceed. Jock said we should have a better sense of when this will happen after David has talked to the clerk.

    Golf Tournaments: Both golf tournaments are scheduled for August. The Ram Scramble will be on August 18th at Lake Hills and the Full Moon Open will be held the next day August 19th at Yegen golf course. Teams and sponsors are needed for both tournaments.

    Business Committee Report: The Business Committee reviewed the preliminary financial statements for June and the annual budget. They are not being presented today because there are some things that need to be done to wrap up yearend. The timing of the iPad purchases, the high schools’ boiler and other line items resulted in a deficit in the budget of about $200,000.

    The committee also discussed software and the related costs. A few months ago there was a proposal to have the students use electronic cards instead of manual tickets for the lunch program. The committee was unsure if this proposal was taken any further.

    The committee would also like to compile a list of projects that need to be done at the high school to be ADA compliant and to keep it up to par with the new St. Francis building.

    Marketing Enrollment Report: International Student Center: Shaun, Kathy and Kaitlin met with the Diocesan Finance Council on Friday concerning the International Student Center. They were given plans for the building and responded very positively. The purpose was to inform the Diocese of what was being worked on and to know that the BCS would possibly be requesting renovation funding in the future.

    BCS is hoping to proceed without 50% down, which the Diocese normally requires. The business plan demonstrates the financial stability of the venture and how financial obligations would be met. The group felt the Diocesan bankruptcy may be an issue; however, they were informed that the bankruptcy did not have to be finalized only the mediation would have to be completed.

    Kathy met with the architects and the city today for a preliminary meeting. The renovation is estimated at 1.6 million dollars. It is BCS’s obligation to look to the Diocese for loans before researching other sources of financing.

    Currently everything concerning the International Student Center is informational and the numbers are estimates not bids. The Diocesan loan for the St. Francis School is with the Foundation not BCS. Since the Foundation is totally separate from the schools, this would be the only loan BCS would have with the diocese.

    The center is an opportunity to make use of the Sacred Heart Building and for the BCS schools to have an additional source of income. The plan is to have the architects speak to the School Board after they have more definite information on cost and design.

    Billings Gazette: Jan and Shaun met with the Gazette and there will be an insert in the paper on August 20th. The insert will be 8 or more pages celebrating St. Francis School. Writing materials for the insert is in progress.

    Enrollment: There has not been a lot of change in the enrollment numbers. The scholarship recipients are sometimes late to register because they are waiting to see their tuition amount after the scholarships have been deducted.

    St. Francis registration has increased 7% over last year. The high school has 314 registered plus 6 international students. Last year there were 329 students in the high school however, with 89 graduating seniors and a small incoming freshman class we were concerned about high school enrollment. There have been many calls from potential new families requesting tours and enrollment numbers look better than expected.

    The St. Francis and BCCHS have met enrollment goals. It is too early to run the retention numbers but the perception is that they are higher than in previous years. Every family leaving the system this year has been spoken to by a BCS representative.

    The other Catholic schools in the state showed a very small increase collectively last year. Normally they have been showing a small decline in student population.

    Presidents Report: New Teachers: The high school Spanish teacher will be Lindsey Bell-Martinson and the high school religion teacher will be Doug Trotti.

    Donor Reception: The donor reception went great and was a lot of fun.

    Public Open House: The Public Open House was outstanding. We probably had between 2500 -3000 people in attendance and the feedback was extremely positive. People were surprised at how beautiful the school is and how much thought went into the design of the building.

    SFP Sale Has Closed: Head Start now occupies the SFP building. We have cleaned out our belongings except for furniture that Head Start and SD#2 would like to buy.

    Remodeling and smoke detection at SFI: The nightmare continues with the remodeling of SFI to get licensed as a daycare. We need to install fire rated sheet rock on both sides of the hallway and across the west wall of the first classroom being used for daycare as a fire separation. Along with the smoke detectors, we must install magnetic door hardware so that if the fire alarm goes off the doors will close automatically. We were informed of these requirements by the city on Tuesday, August 1st.
    Shaun met with the deputy fire marshal, a representative from the city code enforcement department, engineers from A&E, and our alarm contractor to get this sorted out. Hopefully, everyone understands and has agreed to what must be done. The engineers are working on new plans and the contractor has submitted the plan amendment for approval. We are optimistic that work will begin soon. Since we start school in less than 3 weeks, the fire marshal and city have agreed to consider a provisional approval for occupancy, if the fire alarm system is completed and work is underway with the fire separation walls. This will also require approval of DPHHS and the Health Department. Shaun is working on it. The flooring project will hopefully start tomorrow.

    K-8 Teacher Leadership Team/Faculty Meeting – 07/20 & 07/31: Administration and the Teacher Leadership Team met with all teaching staff that chose to attend for a couple of hours before the Public Open House. Practices, processes and procedures were discussed and teachers gave their input to draft plans. Plans for the opening of school were also discussed.
    Moving: August 1st was a big day. Shaun had the portable storage units delivered to the school starting at 7:00 AM, there were about 20 students and staff that unloaded them and brought materials to the appropriate areas of the new building. Jan borrowed a delivery truck from St. Vincent DePaul and flatbed carts from Sam’s Club which were a huge help. They made the move much easier.

    St. Thomas Parking Lot: St. Thomas parking lot started construction yesterday. They are tearing out the parking lot and completely re-doing it. They are working hard to have it completed and available to drive on for Ribbon Cutting at the new building.

    Ribbon Cutting: Plans are underway for ribbon cutting. The Mayor, Chamber of Commerce, Knights of Columbus, the Bishop, the Sisters of Charity and St. Vincent’s will all be involved. Shaun will have more information for you at our next meeting on August 16th at the new school.

    St. Vincent’s called and wants to give all the kids water bottles that day as an opening present.

    Update on changes at Central: Shel gave an update on the progress with the lockers, power-washing the building, and painting to freshen the school up.

    Gazette Meeting: Mike Gulledge called Shaun and talked about doing an insert in the Gazette about the new school. Shaun suggested he and Jan meet with the Gazette staff and we are working on the insert. Thanks to Kathy for really putting it all together.

    Dr. Tom Burnford, President of National Catholic Educational Association will visit St. Francis School on August 24th. It is a special event to have him visit our school. The Bishop, Superintendent Uhl, and Dr. Burnford will meet for breakfast that day and later visit St. Francis and BCCHS.

    CASC & DFC Meeting – International Student Center: Kaitlin and Shaun met with the Catholic Assets Security Committee of the diocese to inform them of our study on turning Sacred Heart into an International Student Center. This was an informational meeting and no requests were made. The same afternoon, Kathy, Kaitlin and Shaun met with the Diocesan Finance Committee to give them the same information. Both groups seemed very interested and supportive.

    New Board Member Recruitment: As is consistent with our by-laws we need to look at adding a new board member to replace Carlos Arce. If you have suggestions about people who would be good board members please submit their names and we can make plans to contact them to see if they would be interested. There is a process to select new School Board members. There is an application form and the Superintendent and Bishop will be asked for approval. Superintendent Uhl will get some information to Shaun about how Board member selection is conducted in other systems.

    Next meeting is at St. Francis School!

    Adjournment: The meeting adjourned at 5:37 pm.
    Respectfully Submitted: Shaun Harrington, Billings Catholic Schools President

  • 1June 21, 2017 4:00 pm

    Time: 4:00 pm
    Place: BCS/BCSF Board Room – St. Pat’s

    Present: Ken Frazier, Chair
    Karen Fagg, Vice Chair
    Carlos Arce
    Leo O’Brien
    Bucky Heringer
    Mary Susan Fishbaugh
    Ashley Harada
    Ryan Huppert
    Brittney Souza
    Alex McCready
    Shaun Harrington, BCS President
    Jan Haider, Foundation President
    Kaitlin Overton, Finance Officer
    Shel Hanser, Principal BCCHS

    Opening Prayer: Karen

    Approval of
    Minutes: Vote: Karen made a motion to approve the June 7, 2017 minutes. Alex seconded the motion. Motion carried unanimously.

    Foundation Update: Capital Campaign: The ALSAM Foundation informed Jan that they are tabling the BCS funding request until their August 30, 2017 board meeting. They want to know more about the Diocesan bankruptcy and how much of the $3 million still needed for the school has been raised by the Capital Campaign.

    The Capital Campaign Leadership Team will meet July 10, 2017 to plan the donor reception and review additional sources of funding.

    The donor reception will be held July 27, 2017 from 4:00 pm until 6:00 pm. and formal invitations will go out the end of the week.

    Golf Tournaments: The Ram Scramble will be on August 18th at Lake Hills Golf Course and the Full Moon Open will be held the next day August 19th at the Yegen Golf Course. Registration and sponsorship forms will be mailed the end of the week.

    Business Committee Report: May 31, 2017
    Statement of Financial Position: Cash on hand is about $1.4 million which is down about $207,000 from last year. Current assets are about $1.7 million which is down about $20,000. The cash and cash equivalents change is due to many of the same factors effecting net income including excess spending for BCCHS boiler and the iPad program. Tuition, parish and bus receivables were reduced in the current month by payments received.
    A/R BACET consists of May credit activating and a portion of May’s salaries. Other A/R is mainly due from BCCHS activities fund for credit card activity. Tuition receivable is about $116,000 higher than the previous year. This is mainly due to more families participating in payment plans this year and the use of Smart Tuition to facilitate direct deposits.
    Current liabilities are $1.5 million which is up $97,000 from last year. Accounts payable is significantly higher than last month due to one large vendor combining April and May into one bill.

    Statement of Activities: Revenue before special projects is about $5.4 million which is under budget by about $3,850. Tuition and registration fee revenue is about $60,000 over budget. Revenue before special projects is under budget mainly due to rental income and preschool revenue being lower.

    Expenses before special projects are about $6 million which is over budget about $30,700. Technology expense and plant operations and supplies are over budget by $33k and $23k respectively. Transportation expense is over budget by $19k and extra-curricular activities is over 36k, however both expenses should even out a little in June.

    The net income loss is $687,000 which is down about $300,000 from last year and most of that is due to the timing of the scholarships and expenses associated with the high school boiler and the iPad purchases.

    Cash Flow: Tuition revenue, registration fees and interest income received for the year is over $4 million. Cash paid for Dorothy Porter, Mayfair special project, and Gergen for the year is nearly $394,000. Our cash flow from iPad repairs and the rental property for the year is negative.

    Update: While daycare revenue is under budget, the total revenue is up $50,000 from last year. June is when most of the cash comes in so hopefully the cash flow will be positive in June.

    An email will go out Friday or next Monday informing BCS families that their tuition statements are online and how to access the information. How do I log in, how do I pay online, and how do I set up a payment plan online will be the main questions our admin office receives.

    Marketing Enrollment Report: None given.

    President’s Report: SFI/SFP—Moving of Daycare and Preschool: The Preschool / Daycare is currently set up at the little red house so the summer program can continue while updating is being done at the SFI building so the daycare can be licensed. The new fence went in last week at a cost of just under $5,000.000.

    Remodeling and Smoke Detection at SFI: The school is currently waiting for emergency system plan approval with the city and fire department. The plan approval will take about 3 weeks and then smoke detectors can be installed in the daycare rooms. The latest estimate is around $31,000.00

    The sink and cabinetry project was sent to other contractors hoping for lower bids. Shaun will keep the Board informed. The original bid is just under $30,000.00.

    Joint Executive Board Meeting with Foundation Executive Committee: Jan proposed a meeting date of July 11, 2017 at 12:00 noon. That is the Foundation Executive Committee’s regular meeting time.

    BCCHS Lockers: It has been 2 weeks since the locker project started. The lockers have all been removed, sold, or sold for scrap. The new lockers will be installed before school starts in August.

    Move from SFP: Shel and several students helped move everything out of SFP which was a huge help. Shaun expressed his appreciation for their help. School District 2 will do a walk through to look for items they can use. There will be a garage sale for items that will not be taken to the new school.

    ACE Gathering: Thank you to everyone that attended the ACE Scholarship gathering. ACE was very appreciative of the turnout for the event.

    Board Survey: Shaun will resend the WCEA survey the Board was asked to take for the high school accreditation self-study.

    Adjournment: The meeting adjourned at 4:35 pm to and executive session.
    Respectfully Submitted: Shaun Harrington, Billings Catholic Schools President

  • 1June 7, 2017 4:00 pm

    Time: 4:00 pm
    Place: BCS/BCSF Board Room – St. Pat’s

    Present: Ken Frazier, Chair
    Karen Fagg, Vice Chair
    Reverend Steve Zabrocki, Parish Representative
    Leo O’Brien
    Ashley Harada
    Ryan Huppert
    Brian McGovern
    Bob Cerkovnik
    Shaun Harrington, BCS President
    Superintendent Timothy Uhl, Phone Conference
    Jan Haider, Foundation President
    Kaitlin Overton, Finance Officer
    Bruce St. Clair, Director of Technology
    Kathy Harris, Marketing Director
    Shel Hanser, Principal BCCHS

    Opening Prayer: Leo

    Approval of Minutes: Vote: Bob made a motion to approve the May 17, 2017 minutes. Brian seconded the motion. Motion carried unanimously.

    Foundation: Mayfair: Mayfair receipts were down this year. The sponsored tables were the same as last year, but the number of individual ticket sales were down. There were fewer volunteers and silent auction items this year. The classroom baskets were the shining star of the event. The parents, students and teachers were amazing once again.
    All the accounts were reconciled. Special Project came in at just over $54,000, which should provide lockers for two hallways at Central. The Foundation was budgeted to give the schools $234,000 and will only be able to provide $186,000, which is $50,000 less than projected. There is still $12,000 out in accounts receivable. Mayfair has conducted wrap-up sessions to discuss the shortcomings and will start committee meetings in August to finalize a plan to revitalize the event.

    Yesterday in the Executive Committee meeting, Jessica Fehr said it best. She said, “this last year was a very heavy year for asking for money.” Between the BCS capital campaign, Mayfair, St. Thomas remodel, and Mary Queen of Peace’s new church, the Catholic community was inundated with requests.

    Capital Campaign: There were 887 donors and $15.1 million raised for the building fund with another $1.03 million for the endowment. The contractor is finishing the siding, working on the indoor finishes, and starting the landscaping. It looks like all the cement work is finished. The donor reception is scheduled for July 27, after most of the furniture is in place. The Capital Campaign Committee is still waiting to hear from some large grant requests.

    Golf Tournaments: The Foundation is planning the summer golf tournaments. Both tournaments will be the third week in August again this year. The Ram Scramble will be August 18 and the Full Moon Open August 19.

    Business Committee Report: iPad Bid from Apple for 17-18: A proposal from Apple for a capital lease of all new iPads in the 2017-2018 school year was presented to the Business Committee. It is a four-year lease with annual payments of $94,093 and includes new iPads and cases for all students and staff. In conjunction with Apple, Diamond Assets has submitted a proposal to buy our current iPads for approximately $127,000, if all iPads are in good condition. Assuming only 80% of this quote is received due to damaged iPads, BCS would not pay any cash until the second year of the lease, which would be the summer of 2018. The interest rate on the lease is 2.69% and Apple is including deployment services by a 3rd party, project engineering services and OS select support (1 year) at no cost.

    The Committee discussed this project at length with the Apple representatives and the BCS IT Director, Bruce St. Clair. The Committee deliberated on the number of iPads needed for the system and requested Apple provide references for Diamond Assets.

    A quote was obtained for an operating lease from First American, however once property taxes were added, the cost to BCS is more than the Apple capital lease.

    The Committee voted to recommend the Apple proposal to the Board contingent on solid references received for Diamond Asset and verification of the number of iPads needed.

    Vote: Karen made a motion to approve the Apple proposed iPad agreement. Bob seconded the motion. Motion carried unanimously.

    BCCHS Locker Presentation: The Central locker bids were discussed. The one year option was recommended and would lower the cost by nearly $10,000.

    To complete the lockers this summer, the Mayfair special projects revenue is short about $35,000. The rest of the funding will come from $15,000 of BCCHS donated funds, the old lockers will be sold, the school will be working with the Foundation to reach out to donors who couldn’t attend Mayfair, and any remaining shortfall will be taken out of Central’s maintenance budget over the next few years.

    The Committee discussed the cost savings of completing the project in 1 year and the negative impact on the school to have some halls with new lockers and some with old ones. There needs to be 3 bids for a project of that size so documentation will be provided about the potential vendors not bidding because of time constraints. The Business Committee recommends the proposal for Board vote.

    Tom Miller will provide a dumpster and recycling of the unusable lockers.

    Vote: Leo made a motion to move approve the proposed BCCHS locker project. Karen seconded the motion. Motion carried unanimously.

    Bishop’s Letter Concerning Employee Benefit Plan: Shaun received a letter from the Bishop concerning the BCS employee benefits. A letter will be composed requesting a meeting between the Bishop and BCS representatives to discuss the financial impact of the Diocesan directive.

    International Student House Update: There are 6 international students expected to attend BCCHS in 2017-2018 and 4 of them will be from EEG. The 6 students will fund the predesign phase of building the resident student center. There was discussion about the Diocesan bankruptcy and the affect it may have on funding for the student house project. The committee would like the Bishop’s input on the project. The Committee recommends proceeding with the project to the School Board.

    Vote: Ken made a motion to move forward with the Student House project. Bob seconded the motion. Motion carried unanimously.

    Enrollment Report: Registration Numbers: There will be a spreadsheet set up on the I-drive so several people can access the current students that have not registered for next year. The “best guess” numbers have been changed and each student name on the list was assigned a contact person.

    The goal is to cut the student withdrawal rate. The projected withdrawal rate is 5 percent. The previous years’ withdrawal rates were 11, 14, 10, 8, 11, and 11 percent. There is no way to be positive of the enrollment numbers until school starts.

    There is a concern with the large number of graduates in 2017. The focus is on increasing the Freshman class enrollment and there are 6 registered exchange students for 2017-2018.

    There are 63 registered Kindergarten students with several more possible. The Kindergarten limit per classroom is 20 students and at 22 students per class an aid is hired to assist. If Kindergarten reaches 70 to 72 students, another teacher would have to be hired.

    The new building will be able to adjust with the changes in grade level student populations. It is very difficult to target marketing for a certain grade level.

    Reunions: Reunion season has started. There are 20 alumni and 10 guests that have registered for the 1957 class reunion.

    President’s Report: Board Bylaws: The Executive Committee met with Dr. Uhl and updated our board bylaws. The biggest concerns were about Executive Sessions and the changes in the bylaws reflect what the decision was with feedback from board members.

    Hiring of New Staff: Candace Carder – 1st Grade
    Lacey Kuntz – 2nd Grade
    Lacey Weidman – 2nd Grade
    Kristin Colloton – Counselor – K – 5
    Danielle Watson – Education Director
    Michelle Trafton – Lead Teacher Pre-school/Daycare
    Jennifer Dover – AM Pre-school aide/PM Pre-school Teacher
    Megan Jacobson – Pre-school Aide
    Angela Hirt – Library/Media Specialist – Central

    SFP/SFI – Moving of Daycare and Preschool: The original plan was to close the daycare from June 5th to the 19th, move the daycare and pre-school to SFI and set it up, give the staff a week vacation and then open the summer program at SFI on the 19th. Cora Helm – DPHHS – sent Shaun an email on April 27th saying the current fire inspection would suffice for licensing the daycare. Two weeks ago, Fire Marshal Trevor Schilling said it would require a new inspection that would include smoke detectors wired to the current the alarm system. Friday afternoon Shaun checked with Jay Zygmond from Billings Alarm who informed him that our system was too old to connect the smoke detectors. Jay gave Shaun names of some places he could check to have design a plan for the building. He called one of the companies and was told they could design a system, then it would need to be approved by the city and fire marshal which takes 3 weeks or he could pay to expedite it to a week. Then we would have to hire a company to install it. The system would be anywhere between $20,000.00 – $25,000.00. Shaun called the Fire Chief and then had a conference call with the Fire Marshal and Assistant Fire Marshal and they said they would look at it. Monday, Shaun heard from the city who wanted him to meet with the city and fire department. Jan suggested he bring Shane Swandel to the meeting. So, Shane and Shaun met with the city and fire department but because this is a “change of use” for SFI, BCS must comply with new code requirements. The meeting was with the city and Assistant Fire Marshal. The Fire Marshal sent the assistant with the message that we could drop a parallel panel and run smoke detectors to the daycare classrooms as a temporary fix but within a year we would have to have a whole new system in the building and a plan would have to be submitted for completion. Shaun met Shane and an installation company at SFI yesterday and we are working to see what can be done.

    Remodeling at SFI – sinks: Ric Heldt and Shaun had bid opening for the sink project at SFI and no one submitted a bid. The decision was to go back to Shane Lessard who had at least attended the “walk-through” of the project to see if he would be interested in the job.

    Ric and he met with Shane yesterday and have a plan in place to at least see if we can move forward. The bids that Shane received from people he approached were astronomical because of the time of year and size of the job. He felt the plumbing bid was the same he would usually see for two houses. The overall bid was around $38,000.00. We are exploring options and trying to connect with system supporters individually to see if we can improve the bottom line. Shane felt around $20,000.00 would be a gift if we could get to that number.

    Closing of Buildings: The celebration for closing the current elementary school buildings was great. There were a lot of former students, teachers, principals, Board members and friends that enjoyed the celebration.

    Historical Enrollment Numbers: Shaun presented two spreadsheets that contained historical information on enrollment from 2002 – 2017. One spreadsheet was by set up with the 3 schools, the new preschool/daycare, Saint Francis, and the high school. The other one was set up separating all 5 schools.

    Enrollment work: The principals, Kaitlin, Kathy, and Shaun met for a few hours to review specific students and developed a plan to contact families who have not re-enrolled or expressed interest and have not enrolled.

    Print Management Review: Shaun met with Greg Reiss from Office 360 to review the print contract. There were some concerns with the contract numbers (mostly having to do with color printing) and performance of the machines at the high school. Those things are being looked in to and Shaun will report on more.

    New Business: Car Accident: There was a car accident last Friday that involved the BCCHS building. The car was traveling East on Broadwater when it lost control and damaged 2 trees, a light pole, and hit the side of the building. School was out for the year and no one was hurt. The damage should be paid for with the driver’s automobile insurance.

    School Calendar Adjustment: The School Calendar had to be changed. The second day of school was a half day for K-2 and that was changed to a full day. The first day of school will be a half day for everyone and the 2nd day of school will be a full day for everyone.

    October 19th Superintendent Uhl planned a training in Butte that the entire BCS faculty and staff were invited to attend. Free hotel rooms have been acquired through a grant from the Butte Chamber of Commerce.

    The 19th and 20th are the MEA teacher convention days so Superintendent Uhl is conducting a Catholic Education Convention for the same timeframe. School will be in session the morning of October 19th and in the afternoon, the teachers can drive to Butte to attend workshops in the evening. There will be workshops Friday and then the teachers will return to Billings. There is a religion training Thursday so the religion teachers will be leaving Billings Wednesday night.

    Shaun: Shun will be out of town Friday June 9th through the 19th. He will be back in time for the Business Committee and School Board meetings. Phyllis will get the agenda and minutes out for the next Board meeting.

    Adjournment: The meeting adjourned at 6:10 pm.
    Respectfully Submitted: Shaun Harrington, Billings Catholic Schools President

  • 1May 17, 2017 4:00 pm

    Time: 4:00 pm
    Place: BCS/BCSF Board Room – St. Pat’s

    Present: Karen Fagg, Vice Chair
    Reverend Steve Zabrocki, Parish Representative
    Carlos Arce
    Leo O’Brien
    Mary Susan Fishbaugh
    Ashley Harada
    Ryan Huppert
    Brian McGovern
    Brittney Souza
    A.J. Miller
    Bob Cerkovnik
    Alex McCready
    Shaun Harrington, BCS President
    Superintendent Timothy Uhl
    Kaitlin Overton, Finance Officer
    Kathy Harris, Marketing Director
    Shel Hanser, Principal BCCHS
    Deb Hayes, Principal SFP

    Opening Prayer: Brian

    Approval of Minutes: Vote: Mary Susan made a motion to approve the May 3, 2017 minutes. Bob seconded the motion. Motion carried unanimously.

    Business Committee: MONTH ENDED 4/30/2017
    Statement of Financial Position:
    Cash and cash equivalents change is due to many of the same factors effecting net income including excess spending for the BCCHS boiler and iPad program. Tuition, parish and bus receivables reduced in the current month by payments received. A/R BACET consists of April credit card activating and tech purchases. Other A/R is mainly due from BCCHS activities fund for credit card activity. Tuition receivables is about $132K higher than the previous year. This is mainly due to more families participating in payment plans this year and the use of Smart Tuition to facilitate direct deposits.

    Accounts payable is consistent with last month; however, there are some March bills that have not been entered. We started receiving registration fees for 2017-2018 school year at the end of January. These receipts are being coded to prepaid tuition and registration fees in the current liability section.

    Statement of Activities:
    Tuition and registration fee revenue is about $52k over budget. Revenue before special projects is under budget mainly due to the following revenue sources being under budget, other fundraising, rental income, and preschool revenue.

    Technology expenses and plant operations and supplies are over budget by $38k and $16k respectively.

    Cash Flows:
    Tuition revenue, registration fees and interest income received for the year is over $3.86 million. Cash paid for Dorothy Porter, Mayfair Special Project, and Gergen for the year is nearly $393k.

    The cash flow from iPad repairs and the rental property for the year is negative.

    Board Discussion of Financial Report:
    A Board member asked what large revenue/cash sources haven’t been received yet. Kaitlin reported that the Mayfair distribution and Scrip funds would not be received until June.

    The Business Committee is working on collecting unpaid debt. Tuition receivables now account for 25 percent of the BCS current assets. Those receivables are up $200,000 overall. Most payment plans are for 10 months, from August through June, but under special circumstances it can be extended to 11 or 12. The BCS cash flow would improve if the outstanding AR was collected.

    The Business Committee enacted a new process where the receivables are reviewed every month. They will make every effort to handle collections in a reasonable and proper manor. There will need to be some decisions made about daycare situations and hardship cases. Leo O’Brien is concerned about the BCS cash position but a main cause is the new high school boiler which he feels was money well spent.

    Vote: Leo made a motion to approve the financials as reported. Brian seconded the motion. Motion carried unanimously.

    Foundation Update: Mayfair: Jan would like to thank our Chairs Brian and Jeanette for all their amazing effort. The event was beautiful and we have received many compliments on the décor, food, and entertainment. We don’t have final numbers on Mayfair yet, so we will report on those numbers at the next meeting.

    We raised about $58,000 for special projects. Last year we raised 59,000 for technology. The schools will be moving forward on the locker project. Every person who checked out prior to the special project was asked if they wanted to participate, and we gained quite a bit of extra support.

    The Mayfair Committee held 2 wrap-up meetings. At the first meeting, we met with Q-2 our media partner, and the second meeting was with the Mayfair chairs and committee members. Going forward Q-2 suggested using a professional video highlighting the school and the special project. We would show the video and then move the special project to the beginning of the auction. In addition, we would still have our cashiers ask people who have not participated if they wish to help.

    These two groups came up with some great ideas to make Mayfair bigger and better than ever. We hope to start the planning process for Mayfair 2018 in July. We are considering using a survey given to past Mayfair participants and supporters to gain more ideas. Our goal is to try to engage more volunteers and younger supporters to continue to improve on this premier event.

    The K-8 teachers do an outstanding job putting together the classroom baskets for Mayfair. Please let them know they are appreciated.

    Marketing Enrollment Report:
    Exchange Students: A dinner was shared with student exchange representatives from China. One comment made was that they do not like sending their students to California because there are a lot of people there that speak Chinese and part of the program is for the students to fluent in English. The students are here to learn the American business model and take the techniques back to China. Many of the exchange students want to stay in America after they graduate because of what is available here.

    The Chinese students spend 5 days a week living in a dorm and go home on the weekends so sending their children overseas to school is not a big family structure shock. It was very hard to have the exchange students stay in American homes. They are much more comfortable in a dorm type living arrangement.

    A tour was given around the school, dorm and points of interest in the area. They were impressed with the safety of the Billings community. The representatives were also pleased with the mandatory drug testing policies at BCCHS.

    The next step in the process is that 3 or 4 exchange students will attend BCS in the 2017-2018 school year. The 17-18 exchange students will be homestays. All perspective exchange students will be vetted by EEG.

    EEG has representation in both countries. At one time the students would have someone else do their exam giving them a high rating in English and when they arrived in America they could not speak English at all. This group interviews the students in person. The Chinese do not want to fail. They personally interview and rate the students.

    During the tour, it was noted that 1/3 of the student body was participating in extracurricular activities which took them out of the building and that the school had more students than they saw in the classrooms. The fact that BCS offers the complete package of extracurricular activities impressed them along with the hands-on activities in classrooms.

    The ideal exchange student population would be 6 to 7 percent of the student body. Some students want to participate in BCS for four years and go on to American colleges where others are only here for one year.

    Enrollment: BCS loses students every year. Some families wait to register after they know how much it will cost and if they are getting a scholarship. A friendly call from a staff member to a family trying to decide can make a big difference. The 6th grade has gained 6 new students. Currently enrolled students that have not registered usually don’t until closer to school starting.

    The “Closing of the Schools Party” will be on May 31st. SFI 4:00 pm to 5:00 pm, SFP 5:00 pm to 6:00 pm, SFU 6:00 pm to 8:00 pm. An email and invitations will go out.

    Catholic Culture Committee: Q&A with Schools: CCC met with the SFP staff and they came with questions and suggestions. Fr. Steve was there and did a great job with the staff. The dialog and conversations were very positive.

    Board Term: Carlos’ term on the School Board is nearly over so there is a need for a Board member to lead/be part of CCC.

    Review of CCC: CCC is starting to shed light on the good things that everyone already does. The shift from 3 schools to 1 is a good opportunity for CCC because what good things are being done in 1 school can now be easily shared with the others. That will be the primary focus of CCC starting the new year.

    CCC is here to maintain and support the BCS goal to further Catholic education and support faith formation. Gathering resources to help people understand and answer questions about Catholicism is something the committee is starting to accomplish. It was suggested there be a “Buddy System” at the first Mass each year for new teachers, especially those that are not Catholic.

    The Board thanks Carlos for his hard work with CCC.

    President’s Report: Hiring of New Staff: Interviews have been conducted the last 2 days. Contracts were offered to 3 teachers and they are all Catholic. There will be more conversation about the candidates for Education Director.

    Faculty Meeting Report: Shaun met with the K-8 faculties. They were given a timeline from now through the move to the new school. The timeline is very specific about when the storage containers will be delivered, what goes in them and the deadlines for their removal and storage. No final decisions have not been made on moving the furnishings.

    SFP/SFI-Moving the Daycare and Preschool: Arrangements are being made to install fencing around the play area at SFI so we will be in compliance for licensing purposes.

    The Fire Marshall advised Shaun that the last inspection would not comply with requirements for a daycare. Two departments of the city will have to be contacted first and then go back to the Fire Marshall to make sure everything is in place.

    Shaun was advised today that the health inspection we have in place probably will not work and will have to be redone. Shaun is working hard to make sure everything is in place for the daycare move.

    Closing of Buildings-May 31st Still in the Planning Stage: The time capsules have not all been located. If found they will be on display the 31st and then will be taken to the new school.

    Graduation: High School graduation is May 28th at 6:00 pm. The Board members that wish to have seating on the floor must RSVP by the 25th.

    ACE Gathering: The ACE gathering will be at Karen & Russ Fagg’s home May 23rd from 6:00 pm to 8:00 pm. BCS is the largest recipient of the ACE Scholarships and it is important to have representation of both Boards. Please RSVP.

    WCEA Accreditation Survey for BCCHS: The link to the survey was provided to the Board. The survey is simple and only takes about 5 minutes. The survey needs to be in before Friday.

    New Business: Leo: Leo had the opportunity to be at SFP and watch Mrs. Tafton’s class use a blue tooth and a telephone with 12 to 15 4-year-old students singing in unison. He was very impressed.

    Leo went to BCCHS and there are 5 or 6 Chinese people, 2 of them spoke English, in a classroom and he wondered how they would all communicate. They did a great job.

    If the BCS message begins with SFP and ends with BCCHS, it is not a waste of time. He is very appreciative of the work being done in this system.

    Testimonial: Dr. Roscoe, who now teaches math at the U of M, graduated from BCS and attributed his love of math to 2 teachers at BCCHS. The BCS experience continues beyond our students time here.

    Adjournment: The meeting adjourned at 5:15 pm to an executive session.
    Respectfully Submitted: Shaun Harrington, Billings Catholic Schools President

  • 1May 3, 2017 4:00 pm

    Time: 4:00 pm
    Place: BCS/BCSF Board Room – St. Pat’s

    Present: Ken Frazier, Chair
    Karen Fagg, Vice Chair
    Carlos Arce
    Leo O’Brien
    Mary Susan Fishbaugh
    Ashley Harada
    Ryan Huppert
    Brian McGovern
    A.J. Miller
    Bob Cerkovnik
    Alex McCready
    Shaun Harrington, BCS President
    Jan Haider, Foundation President
    Kaitlin Overton, Finance Officer
    Kathy Harris, Marketing Director
    Shel Hanser, Principal BCCHS
    Deb Hayes, Principal SFP

    Opening Prayer: Leo

    Approval of Minutes: Vote: Brian made a motion to approve the School Board minutes from April 5, 2017. Bob seconded the motion. Motion carried unanimously.

    Vote: Bob made a motion to approve the School Board minutes from April 19, 2017. Alex seconded the motion. Motion carried unanimously.

    Foundation Update: Mayfair: Mayfair starts tomorrow. A truck has been rented and volunteers scheduled for moving the items. There are 55 tables sold which is down from last year at 62 but they may still sell more. Darren from the Diocese will be at Mayfair to talk to anyone with concerns about the Diocesan bankruptcy.

    Tours: The priest were given a tour of the St. Francis School and another tour was given today. The first layer of sealer has been put on the gym floor. It cannot be walked on for a month. The siding has not arrived and the fence that is in front of the building now will be taken down when construction is complete.

    Business Committee Report: MONTH ENDED 3/31/2017
    Statement of Financial Position: Cash and cash equivalents are $1.8 million which is down about $250,000 from prior year. Current assets are $2.5 million which is down about $75,000 from prior year. Current liabilities are $2.1 million which is up about $57,000 from prior year.

    Cash and cash equivalents change is due to many of the same factors effecting net income including excess spending for BCCHS boiler and iPad program. Tuition, parish and bus receivables reduced in the current month by payments received. A/R BACET consists of February and March credit card statement. Other A/R is mainly due from BCCHS activities fund for credit card activity. Tuition receivable is about $136k higher than previous year. This is mainly due to more families participating in payment plans this year and the use of Smart Tuition to facilitate direct deposits.

    Accounts payable is lower than last month however there are some March bills that have not been entered including the credit card bill has not been entered (less than $10,000). We started receiving registration fees for 2017-2018 school year at the end of January. These receipts are being coded to prepaid tuition and registration fees in the current liability section.

    Statement of Activities: Revenue before special projects is $4.6 million which is about $14,000 higher than prior year and $7,600 under budget. Expenses before special projects are $4.8 million which is about $181,000 higher than prior year and $7,600 over budget.

    Tuition and registration fee revenue is about $45k over budget. Revenue before special projects being under budget is mainly due to the following revenue sources being under budget, other fundraising, rental income and preschool revenue.

    Technology expense and plant operations and supplies are over budget by $42k and $19k respectively.

    Cash Flows: Tuition revenue, registration fees and interest income received for the year is over $3.7 million. Cash paid for Dorothy Porter, Mayfair special project and Gergen for the year is nearly $393k.

    Our cash flow from iPad repairs and the rental property for the year is negative.

    Board Discussion of Financial Report: A board member as if the boiler expense at the high school had been capitalized. Kaitlin and Leo responded that it had not be capitalized. They expected this to be an audit adjustment next year.

    Kaitlin reported the Fortin Foundation grant invitation was overlooked last summer (2016-2017 grant) but will be applied for the upcoming school year.

    Additional Comments from Business Committee Meeting: This is the last year for approximately ½ of the iPads in the school system and the technology committee is reviewing options for replacement. Kaitlin reported that the cost of an iPad has gone down. They were $350 for full-size and the minis. The full-size is now under $300. This will result in lower payments when schools transition to new iPads in the 2018-2019 school year.

    Vote: Karen made a motion to approve the financial report. Bob seconded the motion. Motion carried unanimously.

    Salary Matrix: The Business Committee recommends a 1.5% salary increase for the 2017-2018 fiscal year. That is the base increase. However, teachers with fewer than 10 years of experience will move up a step on the matrix as well so they receive more than the 1.5% increase. The proposed raise will increase the salary expense by 2.7 percent in 2017-2018.

    Vote: Mary Susan made a motion to accept the 1.5% salary increase for the 2017-2018 fiscal year. Bob seconded the motion. Motion carried unanimously.

    Catholic Culture Committee: CCC is trying to meet with school staff before the end of the year for a question and answer session. Connecting with all BCS schools will be a challenge because it is so close to the end of the school year. Last week CCC met with SFI and they will be at SFP on the 9th. CCC will try to meet with some of the staff at SFU and BCCHS before school ends. CCC has been focusing on the Catholic bench marks and requested feedback from the teachers.

    Marketing/Enrollment Report:
    Website: Kathy presented an informative demonstration of the new website. Information will go out to the parents on using the new website. The website is set up to be mobile phone compatible. Jen DuVal will manage the calendar of events on the website.

    Enrollment Numbers: The pre-kindergarten numbers are calculated separate from the Kindergarten through 12th grade. Pre-kindergarten has 80 students registered, St. Francis has 513, and the high school has 252. There are 89 graduates and the 8th grade going into the high school has 67 students. The smaller classes will impact the high school enrollment until the current 4th grade graduates because they are all small classes.

    There will be a minimum of 3 exchange students this year and there is a possibility of more. The Vice President of Huaren Immigration Services will be visiting BCCHS. The comment was, ‘if they are impressed with Billings Central they could fill the entire proposed 34 room Sacred Heart Center project.’ The exchange students are all high school students.

    President’s Report: Mayfair Donation: Shaun reminded the Board members of the Mayfair donation.

    Moving Plans: BCS will rent “Go Mini” storage units for the move to St. Francis. The units will be delivered on May 22nd to each elementary school so the teachers can start loading their boxes of teaching materials, file cabinets, and other classroom items. On June 9th, the units will be taken to a secure storage facility and stored until they are taken to St. Francis when the school is ready.

    A separate storage unit will be delivered to the daycare and pre-school which is moving the week of June 5th through the 9th to SFI. The units will be unpacked in time for the summer program. Shaun is working on the paperwork and logistics with the state and A&E to get SFI licensed as a daycare. He will meet with the Sr. Pius representatives about the fence.

    Dumpsters will be delivered to each elementary school on May 26th and emptied as necessary while the cleaning process takes place.

    Closing of Buildings: The staff is wanting to close the current buildings with dignity and respect. There are tentative plans for a “progressive dinner” going from one elementary school to the other and possibly ending with a BBQ at SFU. The event is planned for Wednesday, May 31st. There is a time capsule at each building and the plan is to recover them and have a display. Details have not been worked out and any ideas are welcome.

    Scheduled Faculty Meetings: Shaun scheduled faculty meetings with the K-8 teachers to discuss the moving plans and address questions. Some of the discussion will be:
    • The Diocesan bankruptcy and how that may affect the schools
    • Standards based grading for next year
    • Moving plans and instructions
    • Teacher placement for next year

    Graduation May 28th, 6:00 pm: It is important to have Board representation at graduation. There will be enough chairs placed on the floor for any Board members that will not be sitting with family. It is important that the exact number so please RSVP by May 25th.

    Teacher/Priests Tour Of the New School: The K-8th grade teachers have all had the opportunity to see the new school and were told which room will be theirs. The staff was very excited as they checked out their new classrooms.

    Shaun and Jan gave the priests a tour of St. Francis and they offered some advice on matters related to the chapel.

    ACE Gathering: There will be an ACE gathering at Karen & Russ Fagg’s home on May 23rd from 6:00 pm to 8:00 pm. The School Board, Foundation Board, and the principals were invited.

    New Business: The School Board bylaws are being reviewed and will be discussed and voted on at a future Board meeting.

    Adjournment: The meeting adjourned at 5:30 pm to an executive session.
    Respectfully Submitted: Shaun Harrington, Billings Catholic Schools President

  • 1April 19, 2017 4:00 pm

    Time: 4:00 pm
    Place: BCS/BCSF Board Room – St. Pat’s

    Present: Ken Frazier, Chair
    Karen Fagg, Vice Chair
    Leo O’Brien
    Ashley Harada
    Brian McGovern
    A.J. Miller
    Bob Cerkovnik
    Alex McCready
    Jan Haider, Foundation President
    Kaitlin Overton, Finance Officer
    Kathy Harris, Marketing Director
    Shel Hanser, Principal BCCHS
    Deb Hayes, Principal SFP

    Opening Prayer: Leo

    Approval of Minutes: The minutes were not approved because there was not a quorum.

    Foundation Update: Mayfair: Mayfair is 3 weeks away. There are 45 out of the 65 available tables sold. KTVQ is currently running Mayfair promotion and have committed 2 emcees for the live auction and they are Jay Kohn and Jon Stepanek.

    Auction items added this week are a Ben Stringer original oil painting, an antique kitchen cupboard from Hull’s Antiques, a Mike Capser Bronze sculpture, a Hawaiian luau, and a Cajun Shrimp Boil from Brian McGovern.

    The Board is reminded about their donation for the whiskey wagon. It needs to be in by Friday. The donation will purchase the wagon, some accessories, and various kinds of whiskey.

    Grand Parent’s Day: Grandparent’s Day is Thursday, April 20 at SFI and SFP and Friday, April 21 at SFU.

    Grant Applications:
    On Good Friday, 2 grant applications were due. The Foundation received a call from the Wiegand Foundation concerning the Diocesan bankruptcy and they were referred to Daren Ultgren, the Diocesan Chancellor.

    Business Committee Report: Health Insurance: The main topic of discussion at the last Business Committee meeting was the health insurance premium structure. The BCS employees have a choice of two health insurance plans. There is a PPO plan that is a low deductible pan and an HSA plan that is a high deductible plan. BCS and the Diocese have the same insurance and insurance agent however BCS has a different premium structure.

    The Diocese has asked BCS to change its premium structure to match the Diocese’s structure. The Diocese pays a larger portion of the premium than BCS does and for the HSA plan, ‘employee only’, is paid in full by the employer. The main concern of the Business Committee is the number of BCS employees that would elect ‘employee only’ coverage under the HSA plan if BCS used the Diocese’s premium structure and the potential financial impact on the budget.

    The Business Committee is recommending a compromise with the Diocese. In doing so we will change our premium structure slightly to be close the Diocese’s structure. The premium structure of the PPO plan would remain unchanged because BCS already agrees to the Diocesan structure except for the ‘employee only’ plan. The Diocese elected to move closer to the BCS structure by 3 percent this year therefore the Business Committee is not recommending any changes to our premium structure of the PPO plan. For the HSA plan, the recommendation is to move 1 percent closer to the Diocesan program this year.

    Every year the Business Committee will review the health insurance plans with the hope of bringing the BCS and Diocesan premium structures together as our budget allows. BCS is the only entity in the Diocese that does not follow the Diocesan health insurance premium structure exactly.

    The Business Committee also noted that there was nearly a15 percent increase in the health insurance premiums this year. This is much larger than anticipated and will negatively affect the 17-18 budget.

    The Business Committee recommends the Board adopt the plan outlined in the spreadsheet Kaitlin presented.

    Vote: Bob made a motion to approve the proposed health insurance plan for 2017-2018 fiscal year. Leo seconded the motion. Motion approved unanimously. Shaun’s vote will be taken electronically to make a quorum.

    Financial Statement: The financial statement was not discussed at the last committee meeting. The committee hopes to present the preliminary budget at the next Business Committee meeting.

    High School Utilities: There is no noticeable change in the high school utility bills since the new boiler was put in but that may be due to the colder winter this year.

    Marketing /Enrollment Report: Ace Scholarships: Ace Scholarships are due today.

    I Belong: “I Belong” is a program where the 8th grade students spend a day at the high school just before 8th grade promotion. Some of the 8th grade students and parents from St. Charles School also visited that day. There have been 6 scholarship applications from St. Charles School which is a parish school that does not pay tuition.

    Enrollment: The hope is to have solid enrollment projection numbers by the next Board meeting. The data is being hand checked. Approximately 158 current students have not registered. Some of them are probably waiting on scholarship information and part of them are children of staff members.

    There has been an increase in “shadow days” and tours and the Kindergarten numbers are up to 60.

    The new website was launched but not officially announced because there are issues that are being addressed.

    President’s Report: Retention: Last year there were 4 students that did not graduate and this year everyone is expected to graduate. As far as the school knows, there are not many students transferring to other schools this year.

    Open Positions on the Staff: The interview process will start soon.

    BCS Foundation Board Representative: Bucky Heringer will be the new School Board representative on the Foundation Board. Thank you to Bob and Alex for their offer to help.

    Daycare/Preschool/ Summer Program: The week after school gets out the preschool, daycare, and summer school program will be moved to SFI. The program start date is to be determined but will be soon after the move.

    ACE Gathering: There will be an ACE Gathering at Karen & Russ Fagg’s home on May 23rd. They are hosting a large group people for the ACE Scholarship program. Some of the significant donors to the ACE program will be there along with several Board members. Invitations will go out.

    Mayfair Donation: Previously discussed.

    New Website: Please go out and view the new website.

    ACT Tests: Today is the first time the ACT Tests were at Central and free of charge. It relieved a lot of anxiety in the juniors to have the testing in their building, with their fellow students, and during the school week. All the juniors arrived at school early and were provided breakfast. They tested for almost 5 ½ hours. Through the Naviance Program the students were given the opportunity to prepare for the ACT test.

    New Business: Signing of the Gym Floor: The St. Francis signing of the gym floor was discussed by the Board and St. Francis Primary was complimented by the contractors for their behavior during the event. The contractors are happy to be part of the St. Francis School project due to the enthusiasm, appreciation, and excitement of BCS and the community.

    Adjournment: The meeting adjourned at 5:17 pm.
    Respectfully Submitted: Shaun Harrington, Billings Catholic Schools President

  • 1April 5, 2017 4:00 pm

    Time: 4:00 pm
    Place: BCS/BCSF Board Room – St. Pat’s

    Present:
    Ken Frazier, Chair
    Reverend Steve Zabrocki, Parish Representative
    Carlos Arce
    Leo O’Brien
    Bucky Heringer
    Mary Susan Fishbaugh
    Brian McGovern
    Brittney Souza
    A.J. Miller
    Bob Cerkovnik
    Alex McCready
    Shaun Harrington, President BCS
    Superintendent Tim Uhl (phone conference)
    Jan Haider, Foundation President
    Kathy Harris, Marketing Director
    Shel Hanser, Principal BCCHS
    Deb Hayes, Principal SFP

    Opening Prayer: A.J.

    Approval of Minutes: Vote: Shaun made a motion to approve the School Board minutes from March 1, 2017. Bob seconded the motion. Motion carried unanimously.

    Vote:
    A.J. made a motion to approve the School Board minutes from March 15, 2017. Carlos seconded the motion. Motion carried unanimously.

    Foundation Update: Mayfair is exactly 1 month away and the invitations were mailed out yesterday. There are 32 tables sponsored and the event will have a total of 65 tables.

    The Foundation partnered with KTVQ-2 for Mayfair and enrollment promotion. Jay Kohn and Jon Stepanek from KTVQ-2 will emcee the Mayfair live auction.

    There will be some great new items at Mayfair this year:
    • Swarovski binoculars for the hunter
    • Neil Diamond tickets for July 20th in Denver
    • Viking Tickets
    • Full-size “kegerator” from John Newbury
    • Yellowstone Bank and Jim Harris donated their box at the Metra for the Paul Simon concert which includes dinner and a limo for 8 people

    The School Board and the Foundation Boards are donating a “Whiskey Wagon” for Mayfair this year. Each Board member will donate $125 which will be used to purchase the wagon, some accessories, and various kinds of whiskey.

    Business Committee Report: The committee recommends the use of the enterprise fund from the foreign exchange students tuition for the renewal center architecture study. The enterprise fund is tuition money the exchange students pay above the regular full tuition.

    There was a question about the plan. EEG guarantees 15 students and the breakeven point is 18 students. At 15 students, there will not be a financial loss. Currently there are 3 exchange students registered for the 17-18 school year. There is a possibility of a need for a loan on the project. The study is to acquire definite numbers before anything is done. The vote will be to establish the enterprise fund. Butte and Great Falls are doing a similar program.

    Vote: Leo made a motion to adopt an enterprise fund for foreign exchange student program and the excess money may be used for the study of remodeling the Sacred Heart Renewal Center. Bob seconded the motion. Motion carried unanimously.

    Marketing Enrollment Report: Upcoming Events: Kindergarten Roundup and Preschool Preview will be Friday at SFP. Next Wednesday the 8th grade class will visit the high school.

    Shel, Kathy, and Katie Hogan visited St. Charles. They attended Mass and spoke to the 8th grade students and some of the parents after church inviting them to attend BCS. There are some students living in Billings that attend St. Charles School. It is possible that 3 St. Charles students will apply at BCS for next year.

    BCS is fortunate that they are not competing with any other Catholic school system in Billings.

    Driver’s Ed at BCS: In the upcoming school year, BCCHS will have their own Driver’s Ed course. The course will be for one semester and the students will receive a ½ course credit. There will be room for 16 students and the cost will be about the same as School District 2. Students will still be allowed to take Driver’s Ed at School District 2.

    Catholic Mutual will insure the Driver’s Ed course. Ernie Lee at Rimrock Subaru is researching the lease of a car to BCS for the class.

    Enrollment Numbers: There is concern about the Kindergarten. There are 26 new students registered for a total of 56. There are several new students registered for 3rd and 4th grade. Of the currently enrolled students, approximately 19 per cent have not registered and several of the students not registered are employee families. There are new students in every grade level. The Smart Aid deadline is May 18th.

    Catholic Culture Committee: There will be one more CCC meeting this year. In the 2013-2014 Strategic Plan, the Catholic Culture Committee was established. CCC tries to maintain a cross section of people representing the BCS schools and other areas in the system.

    The committee is currently working on faith based questions, answers, and resources. They are also working on a way to connect with the high school students. CCC is making plans to have the high school students mentor the lower grades in religious matters. Some of the high school staff and students are already involved in helping the younger students with their studies and Catholicism. CCC hopes to assist in connecting the schools before the end of this school year.

    President’s Report:
    Open Positions on the Staff:
    • Tim Lowe, Education Director
    • Radene Ostwald, 1st Grade
    • Jeanine Reed, 2nd Grade
    • Kevin Andriolo, 4th Grade
    • Meg Rude, 10th Grade English
    Daniel Tate will move from Library/Media Specialist to the English position. That will open the Library/Media Specialist position.
    • Misty Keyser, Maintenance
    Will be replaced with a half time person working evenings
    Some of the position and schedule changes will create savings in pay and benefits.

    Mayfair Special Projects: The Mayfair Special Project this year will be lockers for the high school. Alumni have been given an opportunity to donate on a smaller scale.

    Strategic Planning: The Foundation would like to have a combined executive meeting with the School Board executive committee to discuss long term goals. The meeting will take place after Mother’s Day and Rita Turley will facilitate.

    CEEDAR Grant Meeting – Great Falls: Jim and Deb went to Great Falls for a Collaboration for an Effective Education and Development of Accountability and Reform (CEEDAR) Grant meeting with Mary Susan and the professors from the partnership. The meeting was on Wednesday afternoon and Thursday morning.

    CEEDAR is a federally funded grant in Florida and is based on multisystem support and getting educators together. It has taken different paths since conception.

    There was a panel from Lewistown made up of teachers and administrators that spoke about having all students stay in the regular classrooms and having all the student’s needs met. Merging the 3 schools together is a great opportunity to for all the students and staff.

    At least 6 BCS staff will be able to participate in the Montana Behavior Initiative Summer Institute. When they return, they will be able to provide support for instruction and a unified culture in the new school.

    The staff was invited to the Elk River Writing institute and the cost was waived. BCS is excited to be part of this group and being taught how to be better instructors.

    BCS Foundation Board Representative: When Craig Barthel left the School Board, Shaun was asked by Jan to be the School Board representative on the Foundation Board which would reduce the number of meetings the volunteer Board members must attend.

    The Foundation Board Bylaws state that the School President is not allowed to be a voting member on the Foundation Board. Jan requested a member of the School Board to fill the representative position. The Foundation Board meets at 4:00 pm the 1st Monday of the month.

    The composition of the School Board ex-officio voting members are the Superintendent of Catholic Schools, BCS President, a member of the BCS Foundation and 9 to 15 members. There has not been an operating agreement between BCS and the BCS Foundation since 2005. Ken will review the bylaws and it will be discussed further at the Board meeting on May 3rd.

    Daycare/Pre-School /Summer Program: The plan was always to move the preschool / daycare to SFI. The hope was to do the move in August so everything could be moved from SFI to the new building, move from SFP to SFI in one move, and then move SFU so everything was moved only once.

    The SFP property has hopefully been sold to the Head Start Program. The closing date has not been determined. Shaun called Jennifer Owen, the Director of Head Start. Jennifer informed Shaun that the buildings were not a concern but they would be tearing out the playground and doing some construction. Head Start plans to start the demolition and construction immediately after school gets out for the year. Mary Queen of Peace informed Head Start that BCS would remove the playground structures because they are BCS property.

    If BCS maintains the summer program at SFP this summer, they won’t have a playground next door, it will be a constructions site. The teachers will have to go a block to the park to take the children outside. They could move into the basement of the SFP building and the license would have to be transferred to the SFP building and then again in August transfer it to the SFI building.

    May 22, which is 2 weeks before school gets out, Mary Queen of Peace plans to start the demolition of the church area removing pews, stained glass windows, and other items. BCS is hoping to convince them to wait until school is out to start the demotion. There are some logistics that need to be worked out and everything will depend on the closing date.

    School closes June 2nd and BCS will close the daycare from June 5th through the 9th and move it to SFI. St. Pius X has Vacation Bible School from the 12th through the 16th. They need 4 classrooms and the gym from 9:00 am until noon. Sue can work around the Vacation Bible School for 1 week and then she will have use of the entire SFI building for the rest of the summer. Part of the property will need to be fenced off and the city will not approve the facility until the preschool/daycare is in there and set up.

    New blacktop will be put in the parking lot at St. Pius X to include the area that is now the playground at SFI. During the week BCS wants to move the daycare June 5th through the 9th the following needs to be done is:
    • Move the Preschool / Daycare
    • Get the blacktop done
    • Get the fence up
    • Have the accrediting agency do the inspection

    Anytime during the summer the sinks can be placed in the 4 classrooms for the preschool and be ready when school starts. At some point the rest of SFI, SFP, and SFU will be moved to the new building.

    Mini Pods will be placed at each school so the teachers can place items from the classrooms in them and then the pods will be moved to the new school and items placed in the new classrooms. Dumpsters will also be provided. Those expenses have not been included in the plan.

    Shaun met with the people from St. Pius X and they have Religious Ed on Wednesdays from 4:15 pm to 5:30 pm and another section from 6:00 pm to 7:30 pm. The largest group is from 4:15 pm to 5:30 pm which is about 75 students and currently they use all 8 classrooms upstairs for that program. That would leave the daycare in the downstairs. There is also an afterschool program and there may be between 80 and 90 students after school.

    Deb, Jim, and Shaun met with Mark Lambot of United Way and they have afterschool programs. They provide snacks. BCS will charge $185 per child for after school care and they charge $240 per child. $185 in the BCS program goes into the BCS general fund. After everything is paid for, between daycare and the afterschool program BCS will clear between $40,000 and $50,000 a year. If the afterschool program is turned over, the entire $240 goes to the United Way program and BCS would lose approximately $30,000 to $40,000 a year out of the budget.

    Shaun spoke to Fr. Steve and will meet the people at St. Pius X. It would be difficult to add the afterschool care to everything else that must be organized at the new school this year. The staff would have to be split between the daycare and the new building.

    There would have to be someone in charge of the program discipline, snacks, and set up programing. Shaun hopes to have the program stay at St. Pius X for the 2017-2018 school year and then move to the new school the next year.

    The plan is to increase the preschool program and it will go from 2 fulltime teachers to 3 fulltime teachers. The fulltime teacher in charge of the building will receive a pay increase because of the increase in responsibility.

    Right now, 2 teachers instruct a morning section and an afternoon section. With the change, all 3 teachers will teach a morning section, 2 teachers will have an afternoon section and the 3rd one will be the lead person. There will need to be a fulltime secretary, and a custodian. That use to be handled by Principal Deb Hayes and SFP. The hope is to increase the number of students to pay for the additional staffing.

    The afterschool program will need to be at SFI for 1 year and then moved to the new school before the following year. Fr. Wayne will allow the afterschool program at St. Pius X for 1 year but other arrangements must be made after that.

    Moving 3 schools into 1 is a huge undertaking and everything needs a great deal of planning. The schools have been separate since 1971 and to merge those cultures is monumental. The scheduling for the new building is still being perfected. There will be a lot of things that will need to be adjusted. It will be important to get the school organized before adding another scheduling scenario. Everything will need to be done between June 5th and the 9th. The daycare staff will be taking vacations during the summer rather than 2 weeks at the end of school this year.

    ACE Gathering Karen & Russ Fagg
    May 23rd: There will be an ACE reception on May 23rd at Russ & Karen Fagg’s home. The ACE receptions are a celebration of the ACE scholarships and a fundraising event. Greg Geinforte is the current Board Chair for ACE, a donor to ACE scholarships, and a donor to the BCS capital campaign.

    The BCS Board and the Foundation Board are invited to the celebration. BCS is the largest recipient of ACE scholarships in possibly 2 states. There will be 150 students in the BCS system that will receive ACE scholarships. It appears that everyone in tiers 14, 13, and a few 12s will receive ACE scholarships thanks to them. The information on the celebration will be coming out soon and it would be nice to have as many people attend as possible.

    Gym Floor Signing: Lane Huffman, Superintendent of the new school project, invited the K-8th grade students to the St. Francis School site and write something on the gym floor before they lay the hardwood floor. Teachers have been working with the kids on Bible verses, prayers, poems and personal wishes for the future of our new school for the kids to write on the floor that twill be there forever. Shaun will contact the media.

    New Business:
    Diocese and Bankruptcies: Shaun met with Jan. Rita Turley, and Mike Herringer to discuss the Diocesan bankruptcy and how it pertains to BCS and the new school. If there are questions concerning that, none of the school properties are listed in the estate of the bankruptcy that has been filed. Donors will want to know if the money donated to the new school will still go to the new building.

    The building is owned by the Foundation which is separate. All money that goes to the Foundation and the new building will still to go to the building. The bankruptcy that has been filed should not have any consequences to the Catholic Schools of the Eastern Diocese or their operation. In no case in the USA concerning Catholic Diocese bankruptcies, were their school systems affected in any way. It should have no impact on BCS.

    Adjournment: The meeting adjourned at 5:45 pm.
    Respectfully Submitted: Shaun Harrington, Billings Catholic Schools President

  • 1March 15, 2017 4:00 pm

    Time: 4:00 pm
    Place: BCS/BCSF Board Room – St. Pat’s

    Present:
    Ken Frazier, Chair
    Reverend Steve Zabrocki, Parish Representative
    Carlos Arce
    Leo O’Brien
    Mary Susan Fishbaugh
    Ryan Huppert
    Bob Cerkovnik
    Alex McCready
    Kaitlin Overton, Finance Officer
    Kathy Harris, Marketing Director
    Shel Hanser, Principal BCCHS
    Deb Hayes, Principal SFP

    Opening Prayer: Fr. Steve

    Approval of  Minutes: There was not a quorum so no vote was taken. The March 1, 2017 minutes will be presented at the next meeting.

    Foundation Update: None.

    Business Committee Report: Financial Report: The financials were postponed until the Board has a quorum.

    ACE Scholarship News: ACE will be adding 35 new recipients this year. The 35 scholarships will be in addition to the 111 BCS already has generating $80,000 in tuition revenue. K-8 students would get $2,000 and 9-12 would receive $3,000. The change in the new tuition model will allow BCS to receive more from ACE than before. Fourteen seniors with ACE scholarships will graduate this year making 14 more ACE scholarships available.

    BCS may be able to award ACE scholarships to all students in tiers 13 and 14. The old tier model gave discounts to the students before the ACE scholarship was calculated. That would mean that ACE was not contributing as much per student as they will with the new tuition model. The percentage of BCS students that qualify for free or reduced lunch went from 13% to 17% which is used in the calculations for ACE awards.

    The parish discounts have not been changed. Most of the people that have contributed to the “Cost of Mission” fund requested the parish discount be donated.

    International Student Housing Center: The Business Committee had a contractor do a cost analysis on the Sacred Heart Building with plans to use it as a dorm for Exchange Students. The plan is to eventually put 17 dorm rooms on each floor. The Business Committee proposes borrowing the estimated $1.6 million for the project from the Diocese. EEG stipulated that BCS would not work with any other Asian student exchange company and then EEG would guarantee 15 students at the cost of $25,000 per student per year.

    The Business Committee has been looking at it as a profit perspective and revenue enhancement. Kaitlin created a spreadsheet depicting the breakeven number and profit margins. The goal is to have 20 to 21 exchange students to keep the culture of BCS stable. All of the expenses and the loan have been calculated. The committee plans to set it up with its own enterprise fund.

    Each student would pay $25,000 and of that $9,618 will go straight to BCS for tuition, then the rest of the money would go to operating costs, loan repayment, and other expenses. Any money left over at the end of the year would go into the BCS operating budget. The project will not be profitable until there are 18 exchange students paying tuition.

    The Business Committee wants to conduct a feasibility study and have the architects go in and look at the building to make sure the renovations can be done within the budget that was projected. The plan is to use the tuition above the cost of mission from the 2017-2018 exchange students to fund the feasibility study. The exchange student tuition will be set at $15,000 for the 2017-2018 school year. The goal is to create a positive cash flow. EEG already works with Great Falls Central and Butte Central.

    EEG was very confident guaranteeing 15 students considering BCCHS reputation and the location of the school, and dorm. EEG covers all of the insurance for the students. The students like to do the last few years of high school in the US because they feel it will give them a better chance at getting into an American college.

    This project will not affect the “not for profit” status of BCS. Once the feasibility study is done there will be a presentation to the entire Board. This is just a brief outline of the information.

    Many schools looked at international students as a means of financial survival. Schools that initiated this type of program without appropriate considerations had negative impacts. They jumped into international programs very quickly and brought many international students into their system without having necessary supports in place. The committee has researched what led to these failures and feels they have taken steps to mitigate concerns.

    From a monetary perspective, there are always risks. EEG sent representatives here, they toured the school and Billings and they know what their clients want. Having housing on campus is a gold mine. They were shown the downtown area and when they went on First Avenue North where they could see the school they felt the location was a big draw. The downside is that if BCS takes out a $1.6 million loan and the program fails BCS will still have to pay back the loan. The Business Committee considers the renovation of the Sacred Heart building a win-win for BCS and the Diocese.

    Catholicism is not the draw to BCS for these students. They do not practice Catholicism where they come from but a conversion might be possible. There could be a cultural impact to the BCS system. Great Falls ended up with a subculture of Asian students. There are a lot of programs that can be put in the high school to help with assimilation. The worst thing that can happen to an Asian student is to be sent home.

    The additional funds could provide an opportunity to serve people from third world countries. This could open up a lot of opportunities to expand the things that are important to BCS. EEG will provide a teacher to teach Mandarin free of charge. Boarding school education could draw students from across America.

    This project will be revisited.

    Marketing/Enrollment Report: The registration numbers are about the same as reported at the previous meeting. There are 4 to 5 shadows or tours a week. The ACE changes are very helpful in retaining students because a lot of the students not returning were for financial reasons.

    The “I Belong” visit to Central for the current 8th graders will be April 12th. Seniors will be paired with 8th grade students that have similar interests and will write them invitations to the high school.

    The Kindergarten Roundup will be April 7th.

    Catholic Culture Committee: Carlos distributed the latest draft from the Question and Answer sessions.

    President’s Report: Tim Lowe has resigned and will be leaving BCS at the end of the school year. He will become the Associate Principal at Will James Middle School. BCS is sorry to see him go as he has been an asset in many areas. Shaun hopes to advertise soon and have someone in place by mid to late April.

    School Board Bylaws Change: There was a request to table the School Board Bylaws change until Shaun is present.

    Mayfair Special Project: The principals recommended new lockers for the high school as the Mayfair Special Project. There was a lack of quorum so Ken stated the Board would approve the lockers for Mayfair and Kaitlin was asked to contact Shaun to request his vote electronically. There were no objections to the decision.

    Sodexo Meeting: The representatives from Sodexo were given a tour of the new school. Sodexo utilizes the Mealtime for tracking student lunches and student accounts that they would like us to use. The students would have an ID number or card that would be swiped at the time of purchase. The parents could pay online and the purchases would be tracked electronically. The program would notify the parents when the account was getting low. Currently the lunches are being tracked by hand.

    The initial BCS investment for Sodexo’s program would be $10,500. There is a lunch tracking program in PowerSchool but Sodexo and other schools have found it to be inefficient. The high school does not have much of an issue with the paper tracking. The St. Francis School with 600 students would be much more difficult to control.

    The lunch tracking program will be discussed at a later date. The Business Committee has been discussing it along with the BCS technology needs. All of the proceeds from the lunch program goes to Sodexo.

    Meeting With Mary Queen Of Peace
    Staff: Shaun, Deb, Karen Petermann, and Kim Studer met with the realtor, Fr. Jose, Matt Low, and Celest Kessler at St. Francis Primary. They conducted a tour of the building and discussed which items belonged to the church and what belonged to the school. Most of the decisions have been made.

    Daycare Summer Program: Shaun spoke to the Executive Director of Head Start about the SFP transition. Head Start has purchased Holy Rosary (St. Francis Primary) and decisions have to be made about the BCS Daycare Summer Program. The aftercare program is also of great concern to the parents. Shaun is reviewing the options and the summer and aftercare programs will be on the agenda for the next Board meeting.

    CEEDAR Grant Meeting: Dr. Mary Susan Fishbaugh, Dr. Jeramiah Gee, and Dr. Rachel Waller met with Shaun and Tim to discuss a pilot partnership with MSU-Billings and the new St. Francis School. It is a limited partnership focusing on a reading program. Deb and Jim will be going to the CEEDAR state meeting at the end of March. The program has the money to enable 6 people to attend the MBI Conference in Bozeman the week of June 19th.

    The principals were interested in technology integration so there is a plan for a technology expo day that would include BCS faculty, MSU-Billings Faculty, and some BCS students right after school is out for the year.

    There are plans to have 2 to 5 teachers from the 1st floor and 2 to 5 teachers from the 2nd floor of the St. Francis School meet in a book discussion group one morning a month. The purpose of this book study is to build trust between the teachers so they can talk about teaching and build team efforts. The plan is to have them meet just before or after school, bring treats and build interaction between the floors. The interactions could help prevent St Francis from becoming two schools within one building.

    Great Science Fair: Thursday March 9th a Science Fair was held at SFU. Jim and the SFU staff included every SFU student in the fair. It was well done and the projects were outstanding.

    BCS Foundation Board Meeting: At the last BCS Foundation Board meeting there was a discussion on long term planning and having a formal agreement between the Foundation and the Schools. Currently there is an agreement in place but it has not been reviewed since 2007. Shaun will keep the School Board informed and there will need to be some participation from the School Board members during the process.

    New Business: Ken reminded the Board to submit their responses to the Superintendent’s survey by March 31st.

    Adjournment: The meeting adjourned at 5:21 pm.
    Respectfully Submitted: Shaun Harrington, Billings Catholic Schools President

  • 1March 1, 2017 4:00 pm

    Time: 4:00 pm
    Place: BCS/BCSF Board Room – St. Pat’s

    Present: Ken Frazier, Chair
    Karen Fagg, Vice Chair
    Reverend Steve Zabrocki, Parish Representative
    Carlos Arce
    Leo O’Brien
    Ashley Harada
    Ryan Huppert
    Brian McGovern
    Bob Cerkovnik
    A.J. Miller
    Bob Cerkovnik
    Alex McCready
    Shaun Harrington, BCS President
    Jan Haider, Foundation President
    Kathy Harris, Marketing Director
    Shel Hanser, Principal BCCHS
    Deb Hayes, Principal SFP

    Opening Prayer: Carlos

    Approval of  Minutes: Vote: Brian made a motion to approve the minutes from February 15, 2017. Alex seconded the motion. Motion carried unanimously.

    Foundation Update: Capital Campaign Progress: The capital campaign committee is finishing up the fundraising and they plan to wrap it up in May. Tours are being done with major and potential donors. Tours will only be set for Fridays after 2:00 pm because there is less construction going on at that time. Shelly Engels from Ingegrus in Seattle was in town last week and met with the principals and finalized the furniture selections.

    Bob Weisner, from Rocky Mountain Doors, looked at the chapel, got dimensions for the Chapel alter and podium. He will build them to match the wood accents and pews. The stained glass windows are almost finished.

    The attorneys met yesterday to finalize plans for cleaning up the title for the Fratt building to alow the sale to proceed. Jock received verbal approval from the Bishop to file the paperwork. Dani Emery has continued to search for heirs, and Keziah has been looking up addresses on the family for the last 3 weeks. She secured 436 addresses out of the 585 names. The names and addresses will be attached to the complaint when it is filed which will possibly be by the end of the month.

    Grant Applications:
    There are two active Letters of Inquiry:
    Wiegand Foundation: The Wiegand Foundation called and may be interested in funding a project at the high school. They asked for 3 project proposals with estimated budgets and specifically wanted areas within the high school that excelled regardless of limited resources. Jan conversed with Shaun and Shel and submitted the music department, science labs, and redoing the gym floor. They will decide in May if any of these projects fit their funding criteria.

    Louis Calder Foundation: The Louis Calder Foundation funds capital campaign projects of Catholic organizations. BCS applied a year ago and were told to contact them again when the project was more complete. Jan has contacted them and is waiting for a reply.

    Mayfair: There are 16 tables sponsored for Mayfair which is close to the number at this time last year. Each year the Mayfair committee asks the School Board and the Foundation Board to contribute to an item that can be auctioned. This year they would like to build a package called “Whisky Wagon” and they are asking each of the board members to donate $100. The money will be used to purchase the wagon, some accessories, and various kinds of whiskey. The Board members will receive a letter in the next couple of weeks.

    St. Francis Questions: There will be a giving wall on the St. Francis School to honor the major donors.

    There is a nice cornerstone at the Fratt (SFU) building. A committee will be put together to discuss how the Fratt building will be disposed of and if it is demolished, what BCS would like to keep. Ken, Shaun, Ashley, Karen, and Bob will be on the committee. They will meet next month.

    Business Committee Report: The committee discussed converting health insurance to the diocesan plan. There is real concern about the cost and much work to be done before a decision is made.

    Business Committee is also looking at a list of projects that need to be done at the high school and are working on a plan to accomplish them.

    The audit was reviewed and approved by the business committee. Copies of the audit will be sent to the Board for questions at the next meeting. Leo assured the Board that there were no significant concerns with the audit.

    Vote: Brian made a motion to approve the 2015-2016 audit. Bob seconded the motion. Motion carried unanimously.

    The Business Committee will review the overall revenue situation. Kaitlin will present a detailed report to make sure the numbers a sound.

    Marketing /Enrollment Report: There are currently 689 students registered. Of that number, 590 are returning students and there are 99 new students including 36 Preschool/Daycare students. Kaitlin ran several versions of projected student population and financial impacts.

    Work is being done on a Facebook campaign explaining tuition costs and encouraging families to register and then look at their tuition assessment.

    Efforts are underway to videotape the speech one of our students gave on behalf of ACE Scholarship. The video will be presented to the Board. The speech is a perfect example of how ACE has positively affected some of our students and families.

    The advanced placement environmental science class has invited Bishop Warfel to speak to their class on the Church’s take on the environmental issues in the world. Bishop Warfel will come to Billings and have a private session with the science class about world issues. The press will be at the school before or after the class meeting with the Bishop.

    Kindergarten Roundup will be on April 7th.

    The tuition questions were quickly answered. Once the parents understood how it worked they were fine with the change. It was surprising that there was a lack of negative reaction to the tuition changes. A second letter went out to the parents to answer any questions we knew were out in our community. The teachers and principals were educated on how the new tuition model works so they could answer any questions they may receive.

    Catholic Culture Committee
    Report: Carlos is editing the next question and answer information to be sent to the staff. CCC’s intent over the past year is to make people feel safe asking questions about faith and Catholicism. The committee will be working with the principals in the same way they did with the teachers. The committee members from each school will replicate the PIR days with questions and answers in a group environment. The goal is to do a session at least once before the end of the school year.

    Carlos is exploring the possibility of having group conversations with some students. The end goal is for the group question and answer sessions to continue at St. Francis next year.

    President’s Report: Bylaws Change: Shaun emailed the School Board By-Laws to the Board for review of the changes. The Board was asked to send in suggestions and they will be put in and reviewed again before a vote is taken.

    The Marketing Committee created committee plans that have not been voted on by the Board. They will be emailed to the Board by Kathy for review.

    Tuition Letter – Questions? A copy of the tuition letter that was sent to parents was given to the Board for review.

    Mayfair Special Project: There is a process for determining the Mayfair Special Project. The principals make suggestions and it is discussed during the principal meetings. The ideas are then brought to the School Board for a vote.

    Wish List: There are several items needed for the new school that have not been listed such as floor scrubbers, snow removal equipment, cameras, gym floor cover, and several items for the high school.

    Lock ‘Em Up: Another proposal was to do lockers for both schools. The committee felt it may be better to focus on something exclusively for the high school since the St. Francis fundraising has been a focus for a long time. This project would benefit both schools but again the lockers will already be in the new school.

    You Floor Me: New gym floors at the high school are badly needed but would not go in until 2018 and the St. Francis gym floors will already be installed.

    Elevator at Central: Some preliminary estimates were done for an elevator for the high school without an RFP, or competitive bidding, and there are some in-kind donations that would figure into the project. There is also a $100,000 donation at this point. It was the recommendation of the administration to wait until next fall for the elevator project and get solid numbers through an RFP process.

    A history of Mayfair Special Projects was analyzed. In 2007 and again in 2008 Textbooks were the Mayfair Special Projects and there was a starting donation of $35,000 each year to go toward textbooks. Boiler, lockers, desks & chairs, and playground equipment with each building benefiting in 2009 and there was $25,000 seed money. In 2010 the Special Project was a new phone system, 2011 new lighting, 2012 were Promethean Interactive White Boards. From 2013 through 2016 the special project was iPads. There are many factors involved in the Mayfair Special Project and donor perception.

    The hesitation with the purchase of textbooks when so much money has been spent on technology is that it appears to be going backwards. Paper textbooks become outdated and electronic textbooks are purchased and the schools receive a 6 year contract. At the end of the contract the textbooks disappear off of the computers automatically. It would not be a matter of the material being outdated but it is gone completely.

    A concern is the teachers are putting together their own materials to teach the standards so the students are getting the standards but in different ways in different classrooms at the same grade level. There is no consistency not only in the same grade level but no consistency vertically throughout the system. This is not necessarily something for Mayfair Special Projects but it is something that needs to be corrected. The students are still testing very well.

    English/Language Arts Curriculum: Shaun ordered sample kits and access online from McGraw-Hill for grades K-5th. Other publisher’s sample materials will be ordered for teachers to review. Shaun is looking for a benefactor to help finance the K-5 curriculum. Things would be more clearly aligned throughout the system and there would be better instruction with these materials.

    The high school may be the focus of Mayfair this year. The suggestions were to look at a facelift for the high school that could include lockers, cameras, and other needs as money will allow. Security is also needed at St. Francis. Currently there are cameras on the doors and guests would have to be buzzed in but there are no cameras in the hall ways and other areas. The hallways are very long and the time to move on security in now during construction. Shaun will review options.

    Solicitation for scholarship dollars should be done separately from the Mayfair Special Projects. If the Board has any questions or suggestions, they will send them to Shaun and the Mayfair Special Project discussion will continue.

    Faculty Meetings: Shaun met with the faculty at each school. They had some concerns with assessments; standards based grading, parent and student reporting, and teacher professional development. The conversation with the principals on how to address the concerns has been started and they will be looking how to change, fix, or provide better professional development to the staff.

    Staff Tour of the New Building: The staff tour of St. Francis was a huge hit. There are still a lot of questions. Work is almost complete on who is going to be teaching which subject, which classroom they will have. The teachers will be informed in the next few weeks of final placement decisions. Discussions have included how to leave our buildings in a respectful and dignified manner.

    On Friday, representatives of Mary Queen of Peace and BCS will tour SFP to start discussing what will be moved to the new building and what belongs to MQP. Head Start will be taking over the property. Shaun will contact the Head Start representative to discuss their needs and what items they may like to buy from BCS. Shaun will be negotiating the possibility of the BCS summer program and summer daycare being able to stay at SFP until August 4th.

    Collaborate Talk Last Week & Rotary Next Week: Last week Shaun spoke to the Collaborative group from the Chamber of Commerce and this week on Monday he will be speaking to Golden K Kiwanis and then at the Downtown Rotary club.

    Catholic Radio Dinner: The Catholic Radio Dinner will be on the 9th and Shaun would like Board members to join him and fill a table.

    March 15th Board Meeting: Shaun will be on accreditation team at Missoula Loyola March 15, 16, 17 and will not be present for the Board meeting scheduled for March 15th. The School Board meeting will follow the regular schedule.

    New Business: No new business at this time.

    Adjournment: The meeting adjourned at 5:30 pm.
    Respectfully Submitted: Shaun Harrington, Billings Catholic Schools President

  • 1February 1, 2017 4:00 pm

    Time: 4:00 pm
    Place: BCCHS Library Conference Room

    Present: Ken Frazier, Chair
    Reverend Steve Zabrocki, Parish Representative
    Carlos Arce
    Leo O’Brien
    Mary Susan Fishbaugh
    Ashley Harada
    Ryan Huppert
    Brittney Souza
    A. J. Miller
    Shaun Harrington, BCS President
    Superintendent Timothy Uhl
    Jan Haider, Foundation President
    Kaitlin Overton, Finance Officer
    Shel Hanser, Principal BCCHS
    Levi Osborn, Teacher BCCHS & Students

    Opening Prayer: Shaun

    Approval of  Minutes: Vote: Mary Susan made a motion to approve the minutes from January 18, 2017. Carlos seconded the motion. Motion carried unanimously.

    Apple School Manager
    Presentation: Levi Osborne and a few of his students gave a presentation on technology and iPads in the classroom. Each teacher uses the iPads differently. A lot of time is freed up in the classroom with the use of technology. Homework is generally saved for bigger projects.

    Classroom technology management use to be scary. Apple Classroom is an app that allows the teacher to see what is on each student’s iPad and also gives them some control of the iPads. A student can be sent an individual reminder to refocus on the topic without the other students knowing it took place. It is also beneficial for the teacher to not have to physically speak to the student and disrupt the class. The iPads give the teacher leverage if students are not on task because they can take them away and make the students go back to pen and paper which is a very good control method. The students do not like doing things the “old fashioned way”.

    The Apple Classroom app also gives the instructor the power to lock students into particular apps, like a test, so the students are unable to research answers on the internet. The Apple Classroom app also does all of the grading and the answers can be seen instantly to help disaggregate data. Without the app, the teacher may not notice if all of the students missed the same question which has implications for instruction.

    When students are away from school they can access the lessons and do homework they are missing. The instructor can see what time the homework was submitted. Levi puts a lesson stop time of midnight so the class won’t be doing their lessons in the middle of the night. Classmates can share notes and collaborate with each other but there is a line drawn between collaboration and cheating.

    Students have to write out assignments, even if on the iPad, to keep a focus on penmanship. Other schools do not have the technological advantage that BCS has. Notability is an app that allows the students to take notes and organize their lessons. Moodle combines BCS technology with outside programs. Remind is a program that allows the teacher to communicate with the students and remind them when a lesson is due. Students are not on their school iPads all of the time but usually have their cellphones so communication is usually sent to their personal phones.

    Zero Period classes at MSU-Billings are done entirely online. It is very time consuming for a teacher to get the technology set up but once it is done, countless hours are saved in the classroom. The staff is aware that some students need a book and paper. Technology does enable the instructor to teach a student at their own level for subjects without slowing down the rest of the class.

    Foundation Update: There was no report this week.

    Business Committee Report: There was no report this week.

    Marketing/Enrollment Report: There was no report this week.

    Catholic Culture Committee
    Report: There was no report this week.

    President’s Report: New Board Member: Alexandra McCready has been approved by the Bishop as a School Board member. Her first meeting will be February 15th.

    Tuition Implementation Report: The families have been very comfortable with the change in tuition once the staff answers their questions. Three percent or less is the typical tuition increase from last year which also covers the increased cost of doing business. Many parents are pleased with the new process. Please let the office know if you hear of concerns so the staff can contact the parent.

    Work Study Program: One of the things discussed at the Business Committee meeting was the possibility of having a work study program for 11th or 12th grade students. The technology department and the Administration accounting department could use some assistance. The tasks would be generic and would involve about 4 students per semester. They could obtain skills that would be good on a resume or college application and they would earn tuition discounts. Part of the requirement is that the student be in financial need and has filled out a SmartAid application for documentation.

    Catholic Schools Week and Mass: Friday morning is the All School Mass and Awards at 9:30 am. It would be nice to have Board members there to assist with award distribution.

    New Business: St. Francis Primary had an appreciation day for firefighters, EMTs, police, sheriffs, school board members and priests at their open house from 9:30 am until 11:00 am Thursday, February 2nd. It was very well attended and a great experience for all. The kids made little books for those in attendance and the interactions were great to see.

    Adjournment: The meeting adjourned at 5:10 pm to attend Discovery Night.
    Respectfully Submitted: Shaun Harrington, Billings Catholic Schools President

  • 1January 18, 2017 4:00 pm

    Time:              4:00 pm

    Place:              St. Patrick’s Co-Cathedral Conference Room

    Present:
    Ken Frazier, Chair
    Karen Fagg, Vice Chair
    Reverend Steve Zabrocki, Parish Representative
    Leo O’Brien
    Mary Susan Fishbaugh
    Ashley Harada
    Brian McGovern
    AJ Miller
    Bob Cerkovnik
    Shaun Harrington, BCS President
    Jan Haider, Foundation President
    Kaitlin Overton, Finance Officer
    Bruce St. Clair, Director of Technology
    Kathy Harris, Marketing Dir./Enrollment Mgr.
    Shel Hanser, Principal BCCHS
    Deb Hayes, Principal SFP

    Opening Prayer:             Brian

    Approval of Minutes:

    Vote: Bob made a motion to approve the minutes from January 4, 2017.  Brian seconded the motion.  Motion carried unanimously.

    Foundation Update:

    Capital Campaign:
    St. Francis School is progressing well.  Shelly Engels with Integrus will be in town next week from Seattle and will meet with the principals to finalize the furniture, and build a wish list of items they may want but will need additional funding for.  The Campaign Leadership Team met last week after taking 2 months off to reenergize the group.  Tours will be conducted with major donors to thank them and with prospective donors to encourage them to participate.

    Jock Michelotti and David Charles will be meeting with Greg Hatley today or tomorrow to discuss the legal action needed to sell the Fratt building.  Dani Emery has identified over 300 heirs with addresses though out the United States.

    The Billboards will be in place on February 1, and a media blitz will be conducted to encourage enrollment with the same image via email, pamphlets, US mail and social media.

    The construction loan from the Diocese was approved by the Foundation Board at a special meeting on January 11.  9.5 million dollars have been spent to date and there is still 500,000 in cash, so there may need to be draws next month.  Tiffany at 1st Interstate, who is handling the Lana Favero Trust, is confident they will be distributing the funds in March.

    Anniversary:
    January 19th is Ziggy and Stella Ziegler’s 60 wedding anniversary, if you would like to send them a note of congratulations.  Jazsaz33@Q.com

    Year-End Appeal:
    In December the Foundation received nearly 1 million dollars between year-end, annual fund and capital campaign payments on pledges.

    Mayfair:
    Plans for Mayfair are well underway.  The first donation solicitation letters will be sent out in the next couple of weeks.  Committees will start meeting regularly next month.

    Business Committee:
    The tuition task force presented a 2017-2018 tuition proposal to the Business Committee. The Business Committee approved it and brought it to the School Board for final discussion and approval. Two proposals were discussed at the task force meetings.  There was the standard tier system that has been used by BCS in previous year and the new system based on cost to educate and child and other income combined.  The task force decided to move forward with the second option.

    Under the cost to educate model tuition is lowered across all grade levels. Additionally majority of our automatic discounts (multiple child and tier) are removed. These discounts are replaced with scholarships that families apply for either via an application or Smart Aid. Families with an adjusted gross income lower than $100,000 or families with three or more children may apply for a Billings Catholic Schools’ scholarship.

    The funds received from Mayfair and BACET this year will be used as scholarships for FY17-18. Therefore it is possible that there may not be any scholarship funds available for families who miss the scholarship application deadline. Therefore families, who enroll and/or apply for financial aid late, may be negatively affected by the plan.  However, tuition review will still be available.

    There are 2 concerns with the change in the tuition process.  The first is how parents will perceive the change and meeting BCS budget needs.  The Board decided that the use of the term “Cost to Educate” was incorrect since the formula is offsetting cost with other income received by BCS. Administrative staff will remove this working from tuition schedule. Kaitlin provided a handout that compares the total projected revenue for the two options which shows that both models predict roughly the same total tuition revenue.

    Shaun read a statement from Great Falls Central Catholic High School that stated their school was eliminating the tier system and replacing it with 8 per cent of the family annual adjusted gross income but no more than the cost of education starting with 2018-2019.

    Vote: Mary Susan made a motion to approve the proposed tuition plan with a change in wording.  Leo seconded the motion.  Motion carried unanimously.

    Preschool and Daycare Fees: With the many unknown factors in the upcoming year, Kaitlin proposes a 5% increase in the preschool fees.  The time options will remain the same with an exception that 1 day of care has been added.  The Business Committee has reviewed and approved the proposal.

    Vote: Karen made a motion to approve the Preschool and Daycare Fee schedule presented.  Mary Susan seconded the motion.  Motion carried unanimously.

     Preschool:  There are currently 51 students in Kindergarten at BCS.  Montessori has a waiting list for their early education.  The parents are asked for a 2 to 3 year commitment.  A full day preschool in 2018-2019 was proposed.  It will be a priority discussion during planning for next year.

    Marketing/Enrollment Report:
    Upcoming Events: There is a preschool fair at the public library that Kathy will attend to represent BCS.  January 25th current BCS families’ registration will open and everyone else will start registration on February 1st.

    The awards nominations are available and will be given February 3rd.  Over 80 nominations have been received.  Invitations to Discovery Night will be distributed at the Religious Education classes.  There are yard signs available to advertise Discovery Night.

    Catholic Culture Committee:
    The Catholic Culture Committee report will be given at the next Board meeting.

    Introduction:   Bruce St. Clair was introduced to the Board as the new Director of Technology.

    President’s Report:
    Pre-K and Daycare – Architectural Review: There was an architectural review of the SFI building for its transition to the Pre-K and Daycare.  Most things are appropriate for that age group.  There will be a few sinks installed and a fence placed around the playground.  The playground equipment at SFP cannot be moved without damage but the set at SFI is age appropriate.

    Parent/Stakeholder Informational Meetings: There was good attendance at the meetings.  The parents had great questions.  People who had attended Catholic schools in other areas had suggestions on how to handle the pick-up and drop-off logistics.  The parents appreciated having the opportunity to discuss the plans.

    CEEDAR Grant: The grant will give teachers options to enhance their technological skills.  There is a possibility of sending 5 teachers to Bozeman for summer training at the Montana Behavior Initiative Institute.

    Title Funding: The funds will remain the same.  The title money will be used for Math180, teacher training, coaching Math 180, and increased licenses.

    Downtown Exchange: Shaun spoke to the Downtown Exchange.  Several people took the handouts with them.  The facts and information Shaun presented was very surprising to many of those who attended.

    Discovery Night – February 1st – At 5:00:      The next Board meeting will be at the BCCHS library.  Discovery Night will be after the meeting and it will give the Board members a chance to meet the public.

    New Business:
    SFP Closure Due to Waterline: Tuesday morning SFP did not have water.  The school had to be closed because the boilers run on water and they had to be shut down.  The closure was announced on TV, Radio, and School Messenger.  There was no damage to the building or SFP property.

    Adjournment: The meeting adjourned at 6:00 pm.
    Respectfully Submitted:  Shaun Harrington, Billings Catholic Schools President

  • 1January 4, 2017 4:00 pm

    Place: St. Patrick’s Co-Cathedral Conference Room

    Present:
    Ken Frazier, Chair
    Karen Fagg, Vice Chair
    Carlos Arce
    Leo O’Brien
    Bucky Heringer
    Mary Susan Fishbaugh
    Ashley Harada
    Ryan Huppert
    Brian McGovern
    J. Miller
    Bob Cerkovnik
    Shaun Harrington, BCS President
    Superintendent Tim Uhl
    Jan Haider, Foundation President
    Kaitlin Overton, Finance Officer
    Kathy Harris, Marketing Dir./Enrollment Mgr.
    Shel Hanser, Principal BCCHS
    Deb Hayes, Principal SFP

    Opening Prayer: Karen

    Approval of Minutes:
    Vote: Mary Susan made a motion to approve the minutes from December 7, 2016.  Bob seconded the motion.  Motion carried unanimously.

    Foundation Update:

    • Year-end Appeal: The Foundation office was very busy during the Christmas break.  There will be no totals from Year End Appeal until the next Board meeting.  Among the donations were twenty-one deferred gift annuities, which is comparable to last year, and several people paid off their Capital Campaign pledges.  A generous donor started a scholarship fund which may have more than one recipient.  The details will be worked out in the next couple of months.
    • Jessica Heldt was featured in the December “Look Who’s Happening”.  The article was viewed by 4425 people on Facebook with 650 additional people reacting to the article by liking, sharing, or clicking through the link.
    • Capital Campaign Update: BCS was not invited to apply for the ALSAM grant for February but hopeful to be placed on the June agenda.  Bucky invited the director of ALSAM to tour St. Francis school in February.
    • The final draft for the Diocesan loan is now at the Diocesan Counsel for final review and will proceed to the Capital Asset Support Corporation Board as soon as possible.
    • Karen Petermann and Jan Haider will meet with Father Jose to discuss the possibility of taking some of the iconography from Holy Rosary to the new building.  The Chuck Heringer family donated 2 stained glass windows to the St. Patrick’s Parish for the adoration chapel many years ago.  The windows have been in storage and will become part of St. Francis School.
    •  Lia Keller and Kris Koessl of A & E Architects toured the Intermediate building.  Kris and Ric Heldt are creating a proposal for bringing the building up to code for a daycare/preschool. Kris is also reviewing change orders and costs associated with getting the new building up to code for pre-school and daycare.

    Business Committee Report:

    STATEMENT OF FINANCIAL POSITION – MONTH ENDED 11/30/2016

    Cash on hand is about $2.2M which is down about $199,000 from last year. Current assets are about $3.7M which is up about $23,000 from last year. Tuition, parish and bus receivables reduced in the current month by payments received. A/R BACET consists of November credit card expenses. Other A/R is mainly due from Scrip for last year’s profit due from BCCHS Activities Fund.

    Current liabilities are about $3.4M which is up $168,000 from last year. Accounts payable reduced in the current period however there are some November bills that have not been entered. Therefore this number is expected to increase. Agency funds are about $50,000 higher than the previous year.

    STATEMENT OF ACTIVITIES – MONTH ENDED 11/30/2016

    Revenue before special projects is about $2.5M which is consistent with this time last year.  Tuition and registration fee revenue is about $11,000 under budget. Revenue before special projects is under budget by about $45,000.

    Expenses before special projects are about $2.6M which is up about $42,000 from last year.  Admin/education supplies expense and technology expense are over budget. Plant operations/supplies expense and transportation are under budget.

    Net loss year-to-date is $500k which is down about $390k from last year. The difference between current year and prior year net loss is explained by the BCCHS Boiler expense and the IPad project

    CASH FLOWS – MONTH ENDED 11/30/2016

    Tuition revenue, registration fees and interest income received for the year is approximately $2.9 million. Cash paid for Dorothy Porter, Mayfair Special project and Gergen Trust for the year is nearly $370,000.

    The cash flow from iPad repairs and the rental property for the year is currently negative.

    Comments about Meeting: The main topic with the Business Committee was tuition and the projection of enrollment.  The plan is to base tuition on a very conservative enrollment count.

    There is no news about the audit.  Kaitlin will contact the auditors and she hopes to have an answer by the next Business Committee meeting.

    Marketing Enrollment Report

    • Leadership Billings: Leadership Billings was at BCCHS today.   Some of the people were experiencing their first view of Catholic schools.  Levi Osborne was able to show Leadership Billings how the Promethean works for class instruction with the students on the iPads and how the instructor could control the iPads while teaching
    • Awards Ceremony: The Awards Ceremony will be February 3rd.  There is a new category this year for support staff.  The Legacy Award will be presented so it would be nice to have as many of the Board members there as possible.
    • Alumni Basketball Tournament: The BCS Alumni Basketball Tournament had 10 teams.  The teams are charged $100 and the expenses include players’ T-shirts, referees $25 per game, and trophies.  This is a break even tournament just to keep the alumni active in BCS, there are 30 to 50 spectators, and some of the families that rarely see each other are able to sit together and visit.
    • Tuition: There will be some tuition schedule changes this year.  The current families can start to register on January 25th and all others will start on February 1st.  The tuition amounts will be reviewed by the Board and voted on by email.  The changes will start to be communicated to families right away.
    • Exit Survey: The exit survey was distributed to the Board.  Superintendent Uhl recommended that a task force of 2 or 3 people review the surveys.  Carlos, Brian, and A.J. will assist Shaun with the survey analysis.

    According to Kathy BCS is losing students because many parents are both working and need Pre-K and daycare.  Some parents did not send their student to Pre-K because they could not have them in daycare the rest of the day.  The available time for Pre-K has not changed in 20 years.  Parents with students in Pre-K should be guaranteed daycare.  Lack of space and employees have been an issue in the past.  There will be more space in the new building and the daycare worker pay has been increased.

    President’s Report

    • ACE Visit: There was an ACE delegation visiting our system on December 9th.   The group toured the new school, then visited SFU.  The students were awesome.  Some of them recognized Mr. Gianforte and shook his hand when he was introduced.    The high school did a musical presentation and Noah Smelzer spoke on what it meant to him to have an ACE scholarship to attend BCS.
    • Director of Technology: Bruce St. Clair was hired to be the new Director of Technology.  He will start on January 9th.
    • School Calendar for 2017-2018: The 17-18 school calendar was presented to the Board with a notation that there will no longer be 2:00 pm early out days.
    • Vote: Carlos made a motion to approve the calendar with discretion allowing for any changes that may need to be made at a later time.  Mary Susan seconded the motion.  Motion carried unanimously.

    Pre-K and Daycare: SFI was looked at to see what it would take to bring it up to code for a preschool/daycare facility and the cost of the upgrade.

    Parent/Stakeholder Informational Meetings: Meetings will be held concerning the new school.  The schedules are as follows:

    • Francis Primary – January 10th – 6:00 PM – In the Church
    • Francis Upper – January 11th – 6:00 PM – Classroom
    • Francis Intermediate – January 12th – 6:00 PM – In the Gym

    Furniture Meeting with Integrus: There will be another meeting with Integrus on January 24th to determine what furniture can be moved to St. Francis school and what will need to be purchased.

    Met with the Kiwanis: Shaun has spoken to the Heights Optimists and Kawani’s and will speak at the Downtown Exchange on January 17th.

    SFP Sale: Head Start is planning to buy St. Francis Primary.  The funds from the sale will go toward building the new church.  BCS invested $150,000 in the little house.  Shaun will talk to Mary Queen of Peace about the BCS investment in their property.

    The playground equipment that is on SFP property will not withstand being moved.  There will need to be new playground equipment put at SFI for the preschool and daycare students.

    New Business:

    • Board Meeting Change: Discovery Night is February 1st and that is also a School Board meeting night.  The Board will meet at BCCHS and then attend Discovery Night if they wish
    • Staff Christmas Party: Board members were thanked for their contributions to the staff Christmas party.  The party was well attended with approximately 100 guests.  There were several door prizes and everyone had a good time.
    • Boiler at BCCHS: There are a couple of small issues with the new boiler that will be easily remedied.  It works very well and is very efficient.  It is unknown how much savings there is in fuel expenses due to the newness of the system and the exceptionally cold weather.

    Adjournment: The meeting adjourned at 5:43 pm.

    Respectfully Submitted:  Shaun Harrington, Billings Catholic Schools President

  • 1December 7, 2016, 4:00 pm

    Place: St. Patrick’s Co-Cathedral Conference Room

    Present:

    Ken Frazier, Chair

    Reverend Steve Zabrocki, Parish Representative

    Leo O’Brien

    Bucky Heringer

    Mary Susan Fishbaugh

    Ashley Harada

    Brian McGovern

    Brittney Souza

    J. Miller

    Bob Cerkovnik

    Shaun Harrington, BCS President

    Superintendent Tim Uhl

    Jan Haider, Foundation President

    Kaitlin Overton, Finance Officer

    Kathy Harris, Marketing Dir./Enrollment Mgr.

    Shel Hanser, Principal BCCHS

    Deb Hayes, Principal SFP

    Opening

    Prayer: Leo

    Approval of Minutes:

    Vote: Bob made a motion to approve the minutes from November 16, 2016.  Brian seconded the motion.  Motion carried unanimously.

    Foundation Update:

    Annual Fund and Year End funds are coming in.  The Foundation is working on a loan document with the Diocese and a gift document is being written up for a donor.  Monday the photos were taken for the billboards that were donated by the Newbury’s and they will be up by February.

    Business Committee Report:

    The Business Committee hand an organizational meeting and received an update on the Tuition, Technology and facilities task forces.  The iPad task force recommends keeping the iPad purchasing process the way it is until the new school is in operation for a year.  There are too many unknown factors with the new school concerning enrollment and the budget.

    It will take approximately $10,000 to maintain the current iPads and $100,000 for the lease program.  The oldest iPads are 3 years old and there are a few that may have to be replaced.  Most of them should hold for another year and they are still being supported by Apple.  The Tuition Task Force will meet December 15th.

    Project management is attempting to schedule available funds.  Dorothy Porter money has funded a large number of projects.  The plan is to get together with the original task force and hope they will continue to participate with the task force.

    Marketing / Enrollment Report:

    There is a site online called Niche that is used for surveys on schools.  There is very little about BCS on it and the foreign student placement agencies mainly use this site to review schools.  Disgruntled comments cannot be removed but the company can be contacted to remove false information.

    Work is being done on the registration form.  Registration will open January 18th.  In the past, parents were not able to go back into the registration site once it was submitted, with the new method adjustments can be made at a later time.

    Kaitlin and Kathy are working on the projected enrollment for the new school. Surveys are going out to Pre-kindergarten families that did not enter the main system, those that registered and did not start, and those that left the system.

    Representatives of the ACE Foundation will be touring the new building, SFU and Central on December 9th followed by a luncheon with student who received ACE Scholarships.  Billings Catholic Schools is the largest recipient of ACE Scholarships in the state.

    The BCS Christmas concerts are on the 11th and will start at 1:00 pm with the high school Cantata starting at 7:00 pm.

    High School Information:

    • Notre Dame: Kathy Harris assisted in writing a grant through the University of Notre Dame grant that usually selects 3 teachers from a school to participate in a Science & Religion Symposium.  Because of the goals of the BCCHS Grant, BCCHS will be allowed to send all 5 teachers that want to participate in the symposium.  The only expense to BCCHS will be the airfare for the teachers.  They will report on their experiences when they return.
    • QuestBridge Scholarship: Sophia Mascarena received a QuestBridge scholarship to Duke University.  QuestBridge is a full ride scholarship program with a value of approximately $250,000 to “Ivy League” colleges and universities.  The scholarship includes tuition, room and board, a travel component, and many other benefits. There is no cost to the student.  The story will be on Q-2 news tonight at 5:30 pm and 10:30 pm.  The information has been forwarded to other news sources.
    • Elevator Proposal: A breakdown of the costs for an elevator at the high school was presented to the Board.  The expense would be around $400,000.  St. Francis School will be ADA compliant and will be able to accommodate the students with physical disabilities.  Without an elevator, the high school could not accept students that needed assistance to move from one floor to the other.

    President’s Report:

    • Staff Meetings: Shaun has been meeting with the staff to provide them with correct and timely information concerning the new St. Francis school.  There are 3 dates set to meet with parents; January, 10th, 11th, and 12th and they will meet at each of the buildings.  Meetings will continue throughout the next few months to keep stakeholders updated and answer any questions they may have.
    • Technology: BCS may be able to move forward with the hiring process soon.  Shaun spoke to the representative from Cisco and she looked at all of the equipment on site.  Shaun was put in touch with a man with a “doctorate in networking”.  Shaun would like to have more than 1 opinion of what needs to be handled in the future.
    • Education Committee Meeting: The Education Committee discussed the direction BCS is headed and the assessment scores.  Two CEEDAR Grant representatives, Jeremiah Gee and Rachel Waller, spoke to the group concerning the benefits of the partnership between BCS and MSU-Billings.  The next step will be for MSU-Billings to present a preliminary proposal.
    • BCS Road Show:  Shaun spoke to the Heights Business Optimists at Montana Jack’s.  They were very receptive and their perception of BCS was positive.  The group provided Shaun with other Optimist clubs for speaking engagements.
    • Floor Logo for New Building:  One of the BCS vendors, Bing Ellington, who is doing the work on the cement floors, is donating the St. Francis logo into the floor by the gym.
    • ACE Visit: Jake Penwell who represents ACE Scholarships, will be visiting the BCS system with several donors.  They will meet with students that have benefited from the ACE Scholarship program.  The group will tour the new building, visit SFU, and will finish with a quick tour and lunch at BCCHS.
    • Teacher Placement Surveys:  The teacher placement surveys have been distributed.  Tomorrow the surveys will be reviewed by the principals.  The principal meetings on Tuesdays will be all system issues and what is needed to move forward.  The Thursday meetings will involve discussion on staffing, arrangement of St. Francis school, procedures, and other things that pertain to moving into the new building.  The teachers feel they need to know more about the structure of the school day.
    • Principal’s Meeting Minutes: Every principal meeting report will include scheduling.  Nothing has been decided.  Unless it comes from Shaun all options are on the table.  If a decision has been made, the Board and teachers will be notified immediately.
    • Information in Board Packets: The Board packets include demographic and assessment information.  The information is part of the material Shaun will be taking with him when he speaks to the community groups.  The Optimist Group was previously unaware of most of the information Shaun provided.
    • December 21st Board Meeting: The December 21st School Board meeting has been canceled.  There will be a BCS Christmas party so the staff has a chance to socialize.  It will be at 2905 Montana Avenue from 4:00 pm until whenever.

    New Business:

    • Bring a Friend to School Day: There are plans to have a “Bring a Friend to School Day” on February 10th when School District 2 is not in session.  This event will be available Kindergarten through 12th grade.  The plans have not been completed.
    • School Calendar: The 2017-2018 school calendar will be presented to the Board the first meeting in January.

    Adjournment: The meeting adjourned at 5:05 pm.

    Respectfully Submitted:  Shaun Harrington, Billings Catholic Schools President

  • 1November 16, 2016, 4:00 pm

    Place: St. Patrick’s Co-Cathedral Conference Room

    Present:

    Ken Frazier, Chair

    Reverend Steve Zabrocki, Parish Representative

    Leo O’Brien

    Bucky Heringer

    Ashley Harada

    Brian McGovern

    Brittney Souza

    J. Miller

    Bob Cerkovnik

    Shaun Harrington, BCS President

    Jan Haider, Foundation President

    Kaitlin Overton, Finance Officer

    Kathy Harris, Marketing Dir./Enrollment Mgr.

    Shel Hanser, Principal BCCHS

    Opening Prayer:              Fr. Steve

    Approval of Minutes:

    Vote: Brian made a motion to approve the minutes from November 2, 2016 with revision.  Brittney seconded the motion.  Motion carried unanimously.

    Foundation Update:

    • Capital Campaign Update: The Foundation received a trust document that donated ½ of an estate to the Billings Area Catholic Education Trust to be used for such purposes as its trustees deem proper.  The Foundation Board voted to use the money for the new St. Francis School.  As of today, the funds collected for the new school, are 14.5 million leaving 3 million left to acquire for a debt free school.
    • Social / Print Media: Keziah has been doing a great job keeping the Foundation and the project in the forefront.  She sends an average of 3 to 4 emails per month connecting with an average of 900 to a 1000 individuals per email plus 17 Facebook posts per month.  In the past month, the Foundation contacted nearly 14,000 people.  All of the email, Facebook, and Twitter posts are carefully coordinated with current projects.
    • The Brockel’s Chocolate promotion started on November 8th.  They have received a lot of advertising from the Gazette and “Last Best News”.  Jacki, the owner, was surprised at how quickly they ran out of the promotional chocolates so they are planning to make more.
    • Prints and note cards are for sale on the Foundation website.  The notecards are $16.00 for 8 cards and the prints cost $75.00 each plus shipping and handling.  At Christmas the Foundation may ask Maria, the designer, to sign some of her work and those will be sold for a special price.
    • There will be an advertisement in this month’s Simply Family Magazine that will be followed-up by an editorial on St. Francis School in February.  Pat Newberry donated the use of 3 billboards for the month of February and that will be followed by a media blitz.  They will be on King Avenue, 6th Avenue North coming down from the heights, and 15th and Broadwater.  Pat will do design work.  There will be a picture of the school and it will say August 2017.  It will include a picture of 3 kids sitting at a table with 1 empty chair and will say, “There is room at our school.”  It will be tied in with the Facebook and email.  A billboard message has to be subliminal and able to be read quickly.

    Business Committee Report:

    It is important to note that due to a bank holiday and a printing error at First Interstate Bank the MasterCard statements were not completely received until November 14th. Therefore expenses and payables are understated by about $30,000 – $35,000.

    STATEMENT OF FINANCIAL POSITION – MONTH ENDED 10/31/2016

    Cash on hand is about $2,572,000 which is down about $119,000 from last year. Current assets are about $4,357,000 which is up about $210,000 from last year. Tuition, parish and bus receivables reduced in the current month by payments received. A/R BACET consists of October credit card expenses. Other A/R is mainly due from Scrip for last year’s profit. Tuition receivable is $280,000 higher than previous year. This is mainly due to more families participating in payment plans this year.

    Current liabilities are about $3,903,000 which is up $269,000 from last year. Accounts payable reduced in the current period however there are some October bills that have not been entered. Therefore this number is expected to increase.

    STATEMENT OF ACTIVITIES – MONTH ENDED 10/31/2016

    Revenue before special projects is about $2,077,000 which is up about $31,000 from this time last year.  Tuition and registration fee revenue is about $22,000 under budget. Advertising sales revenue has met its annual budgeted amount. School Fundraising (Jog-A-thon) is under budget by about $10,700.

    Expenses before special projects are about $2,082,000 which is up about $12,000 from last year.  Admin/education supplies expense and technology expense are over budget by $13,900 and $6,547, respectively. Plant operations/supplies expense and transportation are under budget by $9,030 and $14,290, respectively.

    Net income year-to-date is $(363,980) which is down about $327,804 from last year.

    (327,804)

    + 360,000 Add back BCCHS Boiler & IPads project

    32,196       Adjusted Net Income Change from Oct 31, 2016 to Oct 31, 2015

    CASH FLOWS – MONTH ENDED 10/31/2016

    Tuition revenue, registration fees and interest income received for the year is approximately $2.75 million. Cash paid for Dorothy Porter, Mayfair Special project and Gergen Trust for the year is nearly $370,000.

    The cash flow from iPad repairs and the rental property for the year is currently negative.

    • Meeting: The committee is working on the budget for next year with a focus on the new St. Francis building. The committee’s previous meeting also included discussions of next year’s tuition and the cash management policy. The cash management policy was approved by the business committee during their last meeting on November 15, 2016. They are still working on building up BCS’s cash reserve.  The audit is finished and a draft will be received from the auditor.

    Marketing / Enrollment Report:

    • Signs: The revenue report for advertising and sign sales was presented to the Board.  A gift is given to the advertisers and this year they will receive it during the Christmas season.  The Board discussed the possibility of sign advertising in the St. Francis School gym.
    • Miscellaneous: Kathy went to the Billings Gazette advertising luncheon.  The business cards have been created and will be out soon.  There will be a new BCS logo.  Exit and entrance surveys will be sent out by email.  The registration form is being modified.  Registration opens the 3rd week in January.  Information is going out on Facebook about the new school.  The new website will be launched in January.
    • Best Practices:  BCS can learn from other schools how to increase enrollment as a result of building a new school.
    • Announcements: BCS Newsletter will be short with relevant content.  The All School Thanksgiving Mass will be Tuesday, November 22 at 9:30 am.  The next All System Mass will be Friday, February 3rd at 9:30 am.  Copies of the 2015-2016 high school annual were distributed.

    Catholic Culture Committee:

    The official CCC meeting was not held because there were only a few in attendances.  There was some discussion about PIR Day and how the teachers enjoy the interaction with the Priest’s panel.  The hope is to designate someone in each school to field religious questions.

    Central’s New Boiler Demonstration:  Shel gave the Board a demonstration on how the new boiler is controlled by computer.

    President’s Report:

    • Principal’s Meeting Minutes: Shaun will send the principal’s meeting minutes to the Board.  Shaun met with 2 of the school faculties and will meet with the others soon.  There will be meetings with the staff throughout the year to provide them with accurate information helping to prevent misinformation going out to the public.
    • The principals will meet every Tuesday at 9:00 am and Thursday at 1:00 pm.  It is a major project to get ready for transition to the new building.  Registration is in February and there are a lot of decisions to be made.  There will be several meetings with parents to keep them informed and get input from them.
    • The teachers may want to change the subject and/or grade level they currently teach and some will be deciding if they are planning to teach at St. Francis next year.  The teacher’s certifications have been listed and there may be opportunities to offer classes that are not available currently.
    • Service / Professional Organizations: Shaun has booked some speaking opportunities and is looking for more.
    • Discussions About St. Francis School: Any questions or concerns about the new building please let Shaun or Jan know.  The concerns are different per grade level.  Pick-up and drop-off areas and technique, the bus routes will be changing, and different age children being dropped off at the same time are some of the things that have been mentioned.  There will be multiple sessions to allow people the opportunity to learn what is happening and be able to state their concerns.  Some of their concerns may not be on the list and should be considered.  There will be several sessions at different locations and times so everyone has an opportunity to attend.

    December 21st Board Meeting: There is a Board meeting scheduled for December 21st.  That is the day school gets out for Christmas break and there is a BCS Staff Christmas party planned from 4:00 pm to 6:00 or 7:00 pm that day.

    Vote: Bucky made a motion to cancel the School Board meeting on December 21st.  Leo seconded the motion.  Motion approved unanimously.

    Adjournment: The meeting adjourned at 5:23 pm.

    Respectfully Submitted:  Shaun Harrington, Billings Catholic Schools President

  • 1November 2, 2016, 4:00 pm

    Time: 4:00 pm
    Place: St. Patrick’s Co-Cathedral Conference Room

    Present: Ken Frazier, Chair
    Karen Fagg, Vice Chair
    Reverend Steve Zabrocki, Parish Representative
    Carlos Arce
    Leo O’Brien
    Mary Susan Fishbaugh
    Ashley Harada
    Brian McGovern
    Brittney Souza
    A. J. Miller
    Shaun Harrington, BCS President
    Jan Haider, Foundation President
    Kaitlin Overton
    Shel Hanser, Principal BCCHS

    Opening
    Prayer: Ashley

    Approval of
    Minutes: Vote: Brian made a motion to approve the minutes from October 19, 2016. A.J. seconded the motion. Motion carried unanimously.

    Foundation
    Update: Capital Campaign Update: Last Friday the K-8 Students had their first “Furniture Friday”. Students had the option of bringing a donation to school and then they would not have to wear a uniform that day. The 3 schools collected over $1,500 with SFP earning $1,040 of the total. Furniture Friday will be held on the last Friday of each month through the remainder of the 2015-2016 school year. Their goal is to furnish a classroom which is $10,000.

    Furniture samples have been delivered to each school for display during the Parent Teacher Conferences. Handouts are being given to the parents who want an opportunity to participate in the fundraising for St. Francis School. A person has already purchased the 82 music stands that were needed.

    Teachers and staff toured the new building on October 21. They were very excited to see the new classrooms even though most of the areas were just framed in. It would be nice for the students to see the new school but it is not safe enough for a student tour. Shane Fairbanks will produce a virtual tour that the teachers will share with their students.

    Annual Giving Campaign: The annual giving campaign requests were delayed. They will be sent out by the end of this week. The year-end appeal will be sent out to a select group in about 2 weeks.

    Social/Print Media: There has been an average of 3 postings a week with notices on social media. The plan is to keep St. Francis School in the minds of the followers. There were 14 Facebook posts in October that reached between 1,000-2,500 individuals per week.

    Currently there are 81 Twitter followers and there were postings 32 times in October. There were 2 campaign push emails in October that continue to feature alumni and prominent Catholic Schools’ individuals in the “Look Whose Happening” article. The last one featured Andrew Miron, class of 2006, who is very successful in the technology industry.

    The Brockel’s Chocolate promotion will start on November 8th. A donation of 25 per cent of the proceeds will be donated to the St. Francis School. The sales will continue until the candy called “Nun Better”, which was created for by Brockel’s to support the school, is out of stock. Dan Burkhart wrote a feature article for “last best news” about Jaci Brockel who is a BCCHS alumnus and he is also asking the Billings Gazette to publish the article.

    The Bishop will be touring the St. Francis School site on November 21st. Jan will notify the Board when she has a time for the tour if you would like to come along.
    Business
    Committee
    Report: The committee met last night. There is a vacancy at the rental property so some updating will be needed because the tenant was there for 8 years. BCS has 2 rental properties; one is a single family home and the other is a duplex. The single family home is now vacant.

    Another topic the committee discussed was the use of an e-rate consultant. Dulcey had one but Rita stopped using them. The plan is to reinstate the use of the consultant. The committee is working on a cash management policy and they hope to have it ready in a month.

    The audit went well. The auditor asked if he could push the results back to beyond the filing date and BCS has not heard from him since. There is very little left to do on the audit Jerry just ran out of time.

    The committee continues to work on the foreign student center and the technology issues.

    Marketing
    Enrollment
    Report: No report was given.

    Catholic
    Culture
    Committee: Karla Kelly led the proceedings for the CCC portion of PIR Day. Fr. Wayne and Fr. Jay assisted with the Q&A portion of the presentation. This process is to give teachers an opportunity to discuss their faith and the related questions that come up in class. Questions and resources have been posted on google drive for people to access. A directory that will help people know who to contact with faith related questions within their schools will be included in the CCC site on google drive.

    The faculty was very involved in the process. The feeling is that the 45 minute session is too short because the staff would like more time with discussions. CCC members are very willing to participate in group discussions on faith and Catholicism. Transsexuality issues are now in the Supreme Court and the decision will have to be addressed by the schools.

    President’s
    Report: October PIR Days: Superintendent Uhl brought in guest speakers for PIR Day. The topics were the new religion standards, marketing the schools, and Superintendent from the Diocese of Kansas City, St. Joe’s talked about accommodating students with special needs. The superintendent has a son with Downs Syndrome so he spoke on handicapped children in Catholic education. He created the Fire Foundation which has donated $2.5 million in grants for both tuition and scholarships for faculty training to work with handicapped children in the classroom. The staff was very interested in how to work with the students and their parents.

    On Friday, some BCS staff members held technology workshops for their peers. In the afternoon, the high school worked on accreditation and K-8 discussed the 3 into 1 school consolidation. It was a good opportunity for the staff to discuss fears, comfort level, and how to handle the stress of the change. The staff was told, “There are 2 things that have been decided and there is no discussion about it; we are building a new school and we are moving in August.

    The teachers were fun to watch during the new school tour. They were taking “selfies” of themselves in the room they wanted. The teachers were told ahead of time which section belonged to each grade level. There were a lot of questions and they seemed to be a lot more comfortable about things after that day.

    Technology Update: It is unknown how things will go with technology but should know more in the next week or so.

    Parent / Teacher Conferences: The arrangement of the parent teacher conferences being held in the high school gym for Central and SFU has raised some concerns. It is hard to schedule all of the parents with all of the subjects. The new building will cause some changes and the K-8 conferences will be held at St. Francis and not at the high school. The parents were excited to see the furniture that is going in the new school.

    Some major concerns with the way the conferences are conducted are privacy and length of conversations. Though sensitive conversations should be scheduled for a time other than the parent teacher conferences and there have been some preconference meetings held this year. Parents should be notified before conference time if there are delicate issues to be dealt with.

    Principals’ Meetings: The Board likes the reports from the principals’ meetings.

    Discussions have started with the principals and during the next week and a half Shaun is scheduled to meet with the St. Francis faculties to get their input on changes. They come up with things that have not been previously discussed. The sooner the staff concerns and frustrations are addressed the more comfortable they will be with the move and the more positive the information will be that is going out to the public.

    There will be some planned parent discussions that will be done in each building. The students will also be involved at a later time. Shaun will get a schedule out to the Board as soon as he has it set up.

    If the Board has questions or hear concerns about the building, please contact Shaun. The meetings with the parents will probably be set up before Christmas. There will be more than one session for each school. The 3 schools will be encouraged to bring some of their traditions with them.

    Service / Professional Organizations: Shaun has a speaking engagement with the Rotary and requests at other groups for time on their agenda. The Board was asked to provide other contacts for speaking opportunities.

    New Business: It is important for students to be involved with extra-curricular activities. BCCHS has a very high participation rate in activities this year.

    There will be a demonstration at the next meeting on how the high school boiler operates. There are some minor issues. It was suggested that working with the boiler a while may solve those problems.

    Adjournment: The meeting adjourned at 5:14 pm.

  • 1October 19, 2016 4:00 pm

    Place: St. Patrick’s Co-Cathedral Conference Room

    Present:

    Ken Frazier, Chair
    Karen Fagg, Vice Chair
    Leo O’Brien
    Mary Susan Fishbaugh
    Brian McGovern
    Brittney Souza
    Shaun Harrington, BCS President
    Superintendent Timothy Uhl
    Jan Haider, Foundation President
    Kathy Harris, Marketing Director
    Shel Hanser, Principal BCCHS

    Opening Prayer: Brian

    Approval of Minutes:
    Vote: Leo made a motion to approve the minutes from October 5, 2016.  Brian seconded the motion.  Motion carried unanimously.

    Foundation Update:

    • Update on St. Francis School: Jan presented pictures of St. Francis School construction progress.  Student drop offs will all be from the right side of the vehicles.  The students will be at the back side of the school to wait for the bell so they are away from the traffic.  Students can be dropped on 2 sides of the school.  There will be some things that will be adjusted once the school is operating.
    • Capital Campaign Update: The capital campaign team continues to work on raising funds.  Furniture samples will be available at the parent/teacher conferences in early November enabling parents to see what will be used in the classrooms.  Volunteers will provide information about the displays from 5:30pm to 7:00pm.  Alumni volunteers are making calls and signing letters asking their classmates to participate in the “Furnish Our Schoolhouse” campaign.  Another 3.5 million is needed to have St. Francis School completely paid for when the school opens.
    • Annual Giving Campaign: The Annual Giving Campaign’s 1st mailing will be sent out by the end of the week and the 2nd appeal is scheduled for January.
    • Grant Applications:  The Foundation is working on 2 grant applications that are due October 28 and they submitted a letter of inquiry for a large donation this week.

    Business Committee Report:

    • Statement of Financial Position: Total cash and cash equivalents at September 30, 2016, was 2.7 million and was 2.9 million at September 30, 2015.  The current assets were 2.6 million this year and last year. The tuition, bus, and parish receivables have been reduced by the payments received. The current liabilities stand at 4.1 million and last year they were 4 million.
    • Statement of Activities: Total revenue is down $140,000 from last year. Tuition and registration fee revenue is down nearly $65,000 due to enrollment being down this year. Advertising sales revenue is lower than last year due to a timing difference. Last year sponsors were billed in September and this year they were billed in early October. The actual change from last year’s revenue number is ($46,000).

      Expenses before special projects are $18,000 higher to prior year. Personnel expenditures are higher than prior year due to wage increases for all employees and increased health care costs.  Also, technology costs are higher than prior year. Marketing expenditures, paper and office supplies and plant operations are lower than prior year.

    • Cash Flow: Tuition revenue, registration fees & interest income received as of 9/30/2016 is approximately $2.5 million. Cash paid for Dorothy Porter, Mayfair Special project and Gergen Trust as of 9/30/2016 is $289,454. The operating cash is down about $10,000 from last year at this time.
    • 2016-2017 Budget: Kaitlin presented a balanced budget for the FY 2016-2017 period. The principal’s budgets will be monitored and there will be budget meetings with them to discuss their expenditures throughout the year.  Additionally the entire budget will be monitored closely.  If anything drastic happens, cuts will be made elsewhere.

      In the past iPad repairs expenditures were not tracked appropriately. This year a separate account was created for iPad repairs expenditures and reimbursements to facilitate the monitoring of this activity. Since families are invoice for all iPad repairs this account should be zero at the end of each year.

    Vote: Mary Susan made a motion to approve the 2016-2017 budget.  Leo seconded the motion.  Motion carried unanimously.

    Discussions at Meeting:

     There were 4 main issues discussed:

    1. Our cash position is declining. This decline includes the cash reserve that was set aside years ago. The committee is working on a cash management policy for BCS that will include maintaining a cash reserve of $250,000 to $400,000 at all times.
    2. The business committee has strengthened internal controls over agency funds. Agency funds are cash accounts that are in the BCS’s accounting records however the cash is managed by other entities (Home & School, BCCHS activity fund, Scrip, etc.). Kaitlin obtains reconciliation information from the other entities each month and then reconciles the accounts in the BCS accounting software. The reconciliations are reviewed by Shaun.
    3. The Business Committee is working on 2 concerns with its operations; to maintain transparency and provide privacy for individuals and issues that require confidentiality. The committee will make a decision by next month on how to handle it and then move forward cautiously.
    4. The BCCHS activity fund is owned by several groups (football, cheerleaders, etc.). The cash account is reconciled monthly by Kaitlin and the account records are maintained at the high school.

    Marketing Enrollment Report:

    • Turn The Table had 20 more participants than last year.  The alumni ranged from graduating 4 to 54 years ago.  There are 3 advertising signs that have not been sold.

    Catholic Culture Committee:

    • There was a planning meeting held Monday to prepare for PIR day on October 20th.  Fr. Steve will be unable to attend; however, Fr. Wayne and Fr. Jay will assist with the CCC presentation.

    Mayfair Special Projects:

    • Many people would like to see an elevator put in at the high school and Shel presented the possibility to the board.  There is a donor pledging $100,000 which would be approximately 25 percent of the cost.  It would create a structure on the outside of the building because of the required built in rescue area.  The elevator will be explored further.  Preliminary architectural drawings and budgets have been explored but will need to be refined as we look at a decision on the MayFair Special Project.

      There will be some expenses setting up the current SFI for preschool/daycare which was brought up as a possible MayFair Special Project.  Other suggestions for Mayfair Special Projects will be considered.

    Presidents Report:

    • October PIR Days: The plans for the PIR Days were given to the Board.  There are staff volunteers that will help with the technology portion of the day.  In the afternoon the high school will work on their accreditation documents and the SF staff will go to St. Thomas for discussions on moving to the new school and then there will be a “field trip” to the new school so the staff can tour the building.

    Technology Update:

    • Honcoop did the initial selection for the first interviews for a Director of Technology.  Honcoop had the candidates score themselves on a list of qualifications and then asked them follow up questions based on those stated abilities.  The plan is to conduct an “Organizational Interview” to make our final decision.  Shaun was impressed with the candidates and felt 4 of the 5 candidates will be invited to a follow-up interview.  Anna is working with Honcoop to remediate problems in our network and some Wi-Fi issues.
    • Principals Meeting Minutes: The principal meeting minutes were sent to the Board.  The Board had no questions.

    Service/Professional Organizations:

    • Shaun would like to speak to various professional groups around Billings promoting BCS.  The Board was asked to help him contact them and arrange to speak at their meetings.

    New Business:

    • There is no new business at this time.

    Adjournment: The meeting adjourned at 5:25 pm.

    Respectfully Submitted:  Shaun Harrington, Billings Catholic Schools President

  • 1October 5, 2016 4:00 pm

    Place: St. Patrick’s Co-Cathedral Conference Room

    Present:
    Ken Frazier, Chair
    Karen Fagg, Vice Chair

    Reverend Steve Zabrocki, Parish Representative
    Leo O’Brien
    Bucky Heringer
    Ashley Harada
    Ryan Huppert
    Brian McGovern
    A.J. Miller
    Bob Cerkovnik
    Shaun Harrington, BCS President
    Kathy Harris, Marketing Director
    Shel Hanser, Principal BCCHS
    Tina Morgan, Home and School Chair

    Opening Prayer: Ryan Huppert

    Approval of Minutes:
    Vote: Bob made a motion to approve the minutes from September 7, 2016.  Brian seconded the motion.  Motion carried unanimously.
    Vote: Karen made a motion to approve the minutes from September 21, 2016.  Bob seconded the motion.  Motion carried unanimously.

    Foundation Update:

    • September 30, 2016 the capital campaign received pledges totaling 1.1 million dollars.  There is 3.5 million still needed for St. Francis School.  It is amazing what has been accomplished in the last few years.  Groundbreaking was in April and the concrete is poured and the steel structure is in place.  The roof is in place and the enclosure has begun.  October 1st the parking lot and road received the first overlay.  The holding ponds were tested as they filled up with rain and runoff from the hard surfaces.
    • The Track I and Track II teams are busy making contacts, trying to raise the additional 3.5 million dollars needed for the St. Francis School to be debt free when it opens in August of 2017.  The capital campaign progress is being posted on social media 2 to 3 times a week.  Everyone was asked to go on the Foundation Facebook and share the posts.  The post provides opportunities to help St. Francis School with furniture, fixtures, and equipment.
    • Mariah Lafontaine who designed the Senior classes painting for the Master Lube fundraiser, gave permission to sell prints and note cards on the Foundation website to benefit the St. Francis School.  Paul Ruhter took photographs of the wall and the Foundation is looking at options for note cards and prints.
    • Progress is being made on fundraising and construction.  The ribbon cutting ceremony is tentatively planned for the 1st day of school next fall.  The Bishop will do the blessing and there are plans for a community open house and donor reception the week before school starts.

    Business Committee Report:

    • All of the documents have been provided to the Auditor.  The Business Committee adopted some new policies for cash control.  They are continuing to work on the budget.

     

    Marketing/Enrollment Report:

    • The final enrollment numbers show 973 students at BCS.  Turn the Table is October 12th and more tickets have been sold for the event than before.  Deb Wines class attended the BIO-Blitz this last weekend.  The jog-a-thon awards were presented at the Feast of St. Francis Mass.

    President’s Report

    • Introduction: Tina Morgan attended the meeting as a guest.  She is the Chair of Home and School.
    • School Board Officer Elections – One More Member: The last meeting did not have a quorum but there was a discussion about the election timeline in the bylaws.  The bylaws suggest the election of officers be held in May.  The attending members proposed the new members start the 1st meeting in September and the elections of officers be held the 2nd meeting in September.  The change was with a consensus of the Board members and there were not objections.
    • Vote:  Bucky made a motion to renew Ken Frazier as Chair of the School Board and Karen Fagg as Vice Chair.  Fr. Steve seconded the motion.  Motion carried unanimously.
    • New Member: Alex McCready’s name will be presented to the Bishop for approval.  If the Bishop accepts the nomination, she will be offered a position on the Board.
    • Boiler Update: The gymnasium unit is operational, the boiler work and steam piping is continuing.  They hope to have the heat operational in the classrooms by the end of the week.  The project stayed on budget so the contingency funds can be used to help pay for the hot water heater.
    • October PIR Days: Superintendent Uhl will be in charge of the 1st day.  The 2nd day will include CCC for 45 minutes, the high school will work on the upcoming WCEA accreditation and the K-8 staff will work on plans for the St. Francis School.
    • Technology Update: Shaun met with 3 consulting firms about the hiring process for the new director.  Honcoop Technology Services was asked to review the BCS technology status and also match the applicants to the BCS needs.  They have agreed to a weekly cost until we get a technology director in house.

      There will be a technical interview that will last an hour and one half with about 5 candidates.  An organizational interview will be held at a later date with the top 3 candidates of the first round.  BCS will make the final decision on the director.  Shaun will be working on fundraising for this technology project.

    • Principal’s Meeting Minutes: Shaun will do an agenda synopsis for Board after principal meetings.

      Shaun would like to put presentation together about BCS that he could take to professional/service organizations as well as other gathering to promote BCS. Shaun asked the board to give him suggestions of groups board members knew of that he could visit to promote BCS.

    • Mayfair Special Projects:  There were questions about the process for selecting the MayFair Special Project.  Projects are suggested to the principals or Shaun and then the principals will talk about it and submit suggestions to the board.  One suggestion was to sell dedication/memorial bricks for $500 or do a donor wall.  Shel will bring a suggestion to the next board meeting.  The decision will have to be made by February.

    New Business:

    • There is no new business at this time.

    Adjournment: The meeting adjourned at 5:15 pm.

    Respectfully Submitted:  Shaun Harrington, Billings Catholic Schools President