June 7, 2017

  • 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