Minutes - NW Colorado BOCES - Index

Minutes
NW BOCES Board Meeting
Kremmling, CO
January 10, 2013
I. Call to Order
The meeting was called to order at 6:07 p.m.
II. Roll Call
School District Board Member Superintendent BOCES
East Grand Taunia Shipman Nancy Karas Jane Toothaker
Hayden Brian Hoza Chloe Flam
North Park Todd Larsen Dale McCall,
Colorado
BOCES
Association (via
phone)
South Routt Brett Mason
Steamboat Robin Crossan
West Grand Susan Ritschard Terry Vanderpan
III. Pledge of Allegiance
IV. Approval of Consent Agenda
Jane handed out the December financials which were not included in the
Board packet.
On motion by Steamboat, seconded by North Park, it is hereby resolved to
approve the Consent Agenda as presented.
Roll Call Vote: East Grand, yes Hayden, yes North Park, yes
South Routt, yes Steamboat, yes West Grand, yes
Motion carried 6 to 0.
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V. Public Comment
Susan Ritschard, BOCES Board member representing West Grand, introduced
Terry Vanderpan, Superintendent for West Grand.
VI. Discussion and Update Items
A. Executive Director Search
Dale McCall of Colorado BOCES Association joined the meeting by
phone. He stated that an updated Vacancy notice was enclosed in the
Board packet. Jane stated that the Search Committee needs to get
access to Applitrack to review the applications and passwords and
IDs will be sent out to the Search Committee soon.
Dale said the interview questions need to get finalized. Sample
questions from another BOCES were enclosed in the Board packet.
BOCES staff can suggest interview questions and they should be
emailed to Dale which Jane said she would remind everyone at the
BOCES mid-year meeting on January 22. Dale went through the
questions enclosed in the packet and the Board was asked to decide
whether to keep or discard the question, make suggested changes, or
reword the questions. Jane suggested Dale put the draft of questions
in a Google doc to the Search Committee and Dale said he would do
that. Nancy Karas stated that the Search Committee needs to have a
common understanding and vision driven by the BOCES Strategic
Plan for what they should be listening for when candidates respond to
the questions. Much discussion pursued regarding the interview
questions. Dale said that within a week he would send out the revised
interview questions and would like suggestions within a few days so
that the questions can be finalized.
Dale then stated that the Search Committee members need to be
finalized adding BOCES staff and a principal representative.
Discussion took place regarding the individuals who had expressed an
interest in serving on this committee. The Board decided BOCES
staff would be Chloe Flam and Lori Goldsmith. Also selected were
Jane Harmon, East Grand Principal, and Allan Ward, Special Ed
Teacher in North Park. A Search Committee member list with
contact information will be emailed to each member.
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Dale said the Search Committee needs to meet to review the
applications and based upon the qualifications in the Vacancy
Announcement, discuss their specific answers and determine the top 5
candidates. These applications will be immediately submitted to
CASB for background checks and then the top 3 finalists will be
announced. A webinar was scheduled for February 12 at 4:00 p.m. to
go through this process.
Brian stated that he would notify the BOCES staff, principal and
teacher about their participation in the Search Committee and the
meeting scheduled for February 12.
B. Overview of CDE Literacy Grant
Jane reviewed the handout with the overview of the Literacy Grant
from CDE focusing on K-3 in the amount of $1,053,710. Jane stated
that Julie Dalke and Karla Setter had worked tirelessly on this grant.
There were only 4 awards in the State and only 1 given on the
western slope, so it is very exciting. Questions were asked and
answered. Jane indicated that the first order of business with the
grant is to hire a Literacy Grant Coordinator and to organize the
Regional Literacy Committee with representatives from each district.
C. January 30 Legislative Meeting
Jane stated that at the SAC meeting yesterday, it was decided that
since most superintendents are attending the CASE Winter
Conference, that they would combine this with meeting with local
legislators and other key House and Senate representatives from the
Education Committee. They would also meet with Frank Urman with
CEBT regarding benefits for the 2013-2014 school year. Jane stated
the SAC feels it is very powerful to meet face to face to discuss
education issues and to have a voice in rural education. This meeting
will be held from 3:30 p.m. to 6:00 p.m. on January 30 in downtown
Denver.
D. Regional BOCES Funds
There was a handout enclosed in the Board packet regarding the
trainings scheduled for June 2013 to spend the remaining regional
BOCES funds by June 30, 2013. Jane reviewed the scheduled
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trainings and stated that trainings will be held both in Granby and
Steamboat. Questions were asked and answered. Jane also stated that
CDE is planning a training in Steamboat on March 6 which will be the
second training held on S.B.191 regarding Student Growth and also
March 8 & 9 which will be a regional meeting for the State Model
Curriculum. CDE has not finalized the details.
E. Final Strategic Plan Update
The Final NW BOCES Strategic Plan Update was included in the
Board packet. No discussion took place.
F. CDE Program Reviews
Jane stated that BOCES had received the report from CDE for the
Gifted/Talented program review, but not the Special Ed review. Jane
has reviewed the GT report with the GT Committee, SAC and with
each administrative team in each district. She reviewed the report
with the Board and stated she has prepared a required action plan
which will be presented to the GT Committee next week and then be
submitted to CDE which they will review and give Jane their
feedback. Questions were asked and answered.
G. District Information Sharing
Brian stated that Hayden is in the process of converting their financial
system and also reviewing their Board structure which currently
consists of 5 members and they are considering moving to some or all
at-large seats.
West Grand had a pipe burst on Christmas Day and there was
extensive damage to the Middle School gym.
North Park was questioning how and when to go about discussing a
cost of living raise. Jane said they discussed this at the SAC meeting
yesterday and that typically discussions begin in early February.
East Grand stated that superintendent applications closed today and
they plan to conduct interview on February 1 and make a selection by
February 5.
Steamboat stated they have 2 applications for a new board member to
replace a board member who resigned and they will interview each
one and make a selection next Wednesday.
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H. Debrief and Future Agenda Items
Brian stated that the timeline for the Executive Director Evaluation is
to gather the information in February and share the evaluation in
March. Jane stated that Jim Anderson will handle this and Nancy
Karas said she would help Jim with the process. Jane also said she
will update the evaluation form to reflect the updated strategic plan.
VII. Action Items
A. Final NW BOCES Budget
Jane reviewed the changes in the final budget and questions were
asked and answered.
Robin Crossan stated that Steamboat Springs School District feels
that they are not responsible for the $63,000 shortfall in the
Steamboat preschool and that Steamboat representatives would be
attending the next BOCES Board meeting to address the situation.
She also asked how do other districts subsidize the preschool
program. West Grand and East Grand superintendents both shared
that they extensively subsidize their preschool programs.
Regarding reasons for the shortfall, Jane stated that the Special Ed
count was lower than was predicted last spring along with additional
Colorado Preschool Program slots which were used in the
community. Program and staff reductions were considered, but no
staff cuts were recommended because of the amount of students and
severity of students in the program. The CPP slots decision was
made by the Steamboat Springs School District to provide slots out to
the community in June 2011 and this removed any guarantee of how
many slots would be received at the BOCES preschool. Extensive
discussion has taken place regarding this shortfall with the Steamboat
district starting in early June 2012. The Memorandum of
Understanding which the Board and Superintendent have signed
states that the district must make up this shortfall. Jane stated that
Hayden and South Routt preschools are at or under budget. North
Park and East Grand subsidize their preschool programs and West
Grand is in the process of reviewing their preschool program and
funding levels. There was extensive discussion on BOCES reserves
that could be used for this shortfall. The BOCES has limited reserves
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as directed by the school districts it serves. There is currently a
preschool reserve of $26,421 and it is a shared reserve between
Steamboat, Hayden and South Routt. Because the BOCES keeps
limited reserves, the MOU is signed making the district responsible
for any shortfall. The Steamboat Springs School District
administration was invited to attend and discuss this issue with the
NW BOCES Board at the January meeting, but declined to attend.
Chloe stated that she had given Dale Mellor, Steamboat Finance
Director, information from Donette in East Grand in regards to the
history of how much East Grand has subsidized their preschool
program over the past several years. She also stated that the
Steamboat Springs School District has a lower PPR than Hayden or
South Routt and the Steamboat Springs preschool has historically
been over budget.
On motion by West Grand, seconded by East Grand, it is hereby
resolved to accept the Final NW BOCES Budget as presented.
Roll Call Vote: East Grand, yes Hayden, yes North Park, yes
South Routt, yes Steamboat, yes West Grand, yes
Motion carried 6 to 0.
VIII. Executive Session
There was no Executive Session needed.
IX. Adjournment
It is hereby resolved to adjourn at 9:02 p.m.
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