Manila, Utah
August 9, 2006
The regular meeting of the Daggett Board of Education and the 2006 Truth In Taxation hearing were held in Room 6 of district office building on August 9, 2006. Vice-President Steen called meeting to order at 6:00 P.M. Also attending were members Reed and Ruble, with President Asbill attending by electronic means; Superintendent Northcott; Business Administrator Robinson; Vice-Principal Schell; Guy Durrant and Evelyn Jones.
Superintendent Northcott indicated there would be one addendum adjustment under Reports and Other Informational Items. Item #5 – Special Education Site Visit Report will be delayed until next month.
Mrs. Reed moved that the minutes of the meeting of June 14, 2006 be approved as written, seconded by Mr. Ruble, motion carried.
Mrs. Reed moved to approve this month’s warrants and payroll in the amount of $243,996.48, and approve the financial statement, seconded by Mr. Ruble, motion carried.
Superintendent Northcott indicated Policy #416 has been cleaned up with the wording adopted at the last meeting.
Since that time he has attended another meeting concerning early retirement and can see some value in stating under 1.1 that this is a termination benefit and does not accrue over time, it is intended to be subject to the accounting rules of GASB 47, and the Board can terminate or change the benefit at any time.
Mr. Ruble moved to accept Superintendent Northcott’s recommended amendment of Policy #416 – Early Retirement Incentive Program on the 2nd Reading, seconded by Mrs. Steen, motion carried.
416
Early Retirement Incentive Program
1. Early Retirement Incentive Program
1.1. Eligibility under this program is not restricted by age but solely by years of service in Daggett School District. The funding of this program is independent of the Utah State Retirement System.
2. Eligibility:
2.1 Eligibility is restricted to those employees with twenty (20) or more years of service in the district and who qualify under the state retirement system for full benefits. (Eligibility for full benefits in the state retirement system occurs at age 65 regardless of the number of years of service or after 30 years of service.)
2.2 Employees who have been placed on probation or notified of suspension or termination of contract are not eligible for early retirement.
3. Letter of Intent: A letter of intent to retire early must be submitted to the superintendent at least three months prior to the date of intended retirement.
4. Benefits:
4.1 Executive administrators who have qualified for benefits under this program shall receive a stipend equal to 20% of their yearly salary, for up to five years, or until the employee is eligible for Social Security benefits, whichever comes first.
4.2 Certified personnel who have qualified for benefits under this program shall receive a stipend equal to fifty percent of the difference between lane one, step one of the Certified Salary Schedule and the employee’s base salary at the time of early retirement for up to five years, or until the employee is eligible for Social Security benefits, whichever comes first.
4.3 Classified personnel who have qualified for benefits under this program shall receive a stipend equal to fifty percent of the difference between their present hourly wage and the beginning hourly wage of their position on the Classified Salary Schedule, for the number of hours in his/her contract at the time of retirement, for up to five years, or until the employee is eligible for Social Security benefits, whichever comes first.
5. Methods of Payment:
5.1 Yearly stipends will be paid in monthly installments beginning in the month following the end of the employee’s regular contract on the regular District payday.
6. Benefits End at Death: All benefits under this policy will terminate thirty (30) days after the death of the retiree.
7. Pro-rated Benefits: Employees who are employed less than full time will receive these benefits on a pro-rated basis according to the percentage of full-time employment.
- Disability Retirement: These benefits do not apply to any person retiring under the disability provisions of the Utah State Retirement Act.
Mr. Asbill moved to approve Policy #305 – Board Meetings, on the 2nd Reading, seconded by Mrs. Reed, motion carried.
305
Board Meetings
1. Board Meetings
1.1. Meeting Defined
1.1.1. “Meeting” means the convening of the Board with a quorum present, whether in person or by means of electronic equipment, for the purpose of discussing or acting upon a matter over which the Board has jurisdiction, including a workshop or executive session. However, a “meeting” does not include a chance meeting; or meetings where no funds are appropriated for expenditure and board members are convened solely to discuss administrative or operational matters which do not require formal action. Utah Code Ann. § 52-4-103(4) (2006)
1.2. Open to the Public
1.2.1. Every meeting of the Board shall be open to the public unless closed pursuant to Utah Code Ann. §§ 52-4-204, 52-4-205, and 52-4-206. Utah Code Ann. § 52-4-201(1) (2006)
1.3. Public Recording
1.3.1. All or any part of the proceedings in any open board meeting may be recorded by any person in attendance provided that the recording does not interfere with the conduct of the meeting.
Utah Code Ann. § 52-4-203(4) (2006)
1.4. Quorum
1.4.1. A majority of the members of the Board shall constitute a quorum for meetings of the Board.
Utah Code Ann. § 52-4-103(10)(a) (2006) Utah Code Ann. § 53A-3-201(5) (2005)
2. Notice Requirements
2.1. Public Notice of Annual Meeting Schedule
2.2. At least once each year, the Board shall give public notice of its annual meeting schedule. The notice shall specify date, time and place of such meetings. Utah Code Ann. § 52-4-202(2) (2006)
2.3. Notice of Specific Meetings
2.3.1. In addition, the Board shall provide public notice of each meeting at least 24 hours in advance of each meeting; such notice shall include the agenda, date, time and place of the meeting.
2.3.1.1. Utah Code Ann. § 52-4-202(1) (2006)
2.4. Action Limited to Meeting Agenda
2.4.1. Where a meeting agenda must be included in the required public notice of a Board meeting (as stated in the paragraph above), that agenda shall be sufficiently specific to notify the public of the topics to be considered at the Board meeting. To be sufficiently specific, the agenda shall at least list each anticipated topic under an agenda item in a manner which identifies the subject of discussion and if known the nature of the Board action being considered on the subject. The Board may not consider a topic in an open meeting which was not listed under an agenda item and included with the advance public notice of the meeting. If an unlisted topic is raised during an open meeting, the Board may discuss the topic but may not take any final action on that topic during the meeting. Utah Code Ann. § 52-4-202(6) (2006)
2.5. Giving Notice of Meeting
2.5.1. Public notice of each open Board meeting shall be given by:
2.5.1.1. Posting written notice at the local Board of Education office; and,
2.5.1.2. Providing notice to at least one newspaper of general circulation within the geographic jurisdiction of the public body, or to a local media correspondent.
2.5.1.3. The District shall also endeavor to post notice of Board Meetings on the District’s web site at least 24 hours in advance of the meeting.
2.5.1.4. The District shall also endeavor to provide advance notice of Board meetings to all media agencies which have requested such notice in writing within the prior 6 months.
Utah Code Ann. § 52-4-202(3), (4) (2006)
2.6. Emergency Meeting
2.6.1. In case of emergency or urgent public necessity which renders it impractical to give the notice identified in the paragraphs above, the best notice practicable shall be given. No such emergency meeting of the Board shall be held unless an attempt has been made to notify all of its members and a majority of the members vote in the affirmative to hold the meeting. Utah Code Ann. § 52-4-202(5) (2006)
2.7. Annual Budget Meeting Notice
2.7.1. In addition to complying with the aforementioned public notice requirements, in regards to the budget hearing, the Board shall do the following:
2.7.1.1. Publish the required newspaper notice at least one week prior to the hearing; and
2.7.1.2. File a copy of the proposed budget with the Board’s business administrator for public inspection at least ten days prior to the hearing.
2.7.1.3. In addition, if the proposed budget includes a tax rate in excess of the certified tax rate, or if the Board is meeting to consider whether to adopt a tax rate in excess of the certified tax rate, the Board shall provide the notices and schedule the meeting as required by Utah Code Ann. § 59-2-919.
Utah Code Ann. §§ 53A-19-102(2) (1996), 53A-16-106(3) (1994), 59-2-919(2005).
3. Recordings and Minutes
3.1. Open Meeting Recording and Minutes
3.1.1. Written minutes and a recording shall be kept of all open board meetings except site visits or traveling tours where no vote or action is taken by the Board, for which either a recording or written minutes shall be kept. Such recording and minutes shall include:
3.1.1.1. The date, time and place of the meeting;
3.1.1.2. The names of the members present and absent;
3.1.1.3. The substance of all matters proposed, discussed, or decided, and a record, by individual member, of votes taken;
3.1.1.4. The names of all citizens who appeared and a brief summary of their testimony;
3.1.1.5. Any other information that any member requests be entered in the recording and minutes.
3.1.1.6. The recording shall be a complete and unedited recording of all open portions of the meeting from the commencement of the meeting until the meeting’s adjournment. Utah Code Ann. § 52-4-203(1), (2) (2006)
3.2. Closed Meeting Recording and Minutes
3.2.1. Except when the reason for closing the meeting is the discussion of personal information (the character, professional competence, or health of an individual) or security issues, as specified in Section 4, a recording shall be kept of all closed meetings and written minutes may be kept of closed meetings. Such recordings, and any minutes shall include:
3.2.1.1. The date, time and place of the meeting;
3.2.1.2. The names of members present and absent; and
3.2.1.3. The names of all others present except where such disclosure would compromise the confidential nature of the issues being discussed or otherwise infringe the privacy rights of the others present.
When kept, recordings of closed meetings shall be complete and unedited recordings of all portions of the closed meeting.
Where a meeting is closed for the purpose of discussing either security issues or the character, professional competence, or health of an individual, as specified in Section 4, the meeting shall not be recorded and no minutes shall be kept. Utah Code Ann. § 52-4-206 (2006)
3.3. Secret Ballot
3.3.1. No vote shall be taken by secret ballot. Utah Code Ann. § 52-4-203(1)(d) (2006)
3.4. Closed Meeting Recordings and Minutes are Protected
3.4.1. All recordings and minutes of closed meetings are hereby designated as “Protected Records” under the Government Records Access Management Act. Utah Code Ann. § 52-4-206(5) (2006)
Utah Code Ann. § 63-2-701 et seq.
4. Closed Meetings
4.1. Closed Meetings
4.1.1. A closed meeting may be held upon a two-thirds affirmative vote of the board members present at a meeting for which public notice was given pursuant to Utah Code Ann. § 52-4-202, providing a quorum is present. No resolution, rule, regulation, contract or appointment shall be approved at a closed meeting, nor may the Board interview an applicant to fill an elected position at such a meeting. The recording and minutes of the open meeting at which the vote is taken to hold a closed meeting shall contain the reason or reasons for holding a closed meeting and the votes, by name, of the members present, either for or against the proposition to hold such a meeting. Utah Code Ann. § 52-4-204 (2006)
4.2. Purposes of Closed Meetings
4.2.1. Closed meetings may only be held for the following purposes:
4.2.1.1. Discussion of the character, professional competence, or physical or mental health of an individual;
4.2.1.2. Strategy sessions with respect to collective bargaining or pending or imminent litigation; or
4.2.1.3. Strategy sessions with respect to the purchase, exchange, or lease of real property if public discussion may disclose the appraised or estimated value of the property or tend to prevent the Board from obtaining the best possible terms; or
4.2.1.4. Strategy sessions with respect to the sale of real property if public discussion may disclose the appraised or estimated value of the property or tend to prevent the Board from obtaining the best possible terms, but only if the Board previously gave public notice that the property would be offered for sale, and the terms of the sale are publicly disclosed before the Board approves the sale; or
4.2.1.5. Discussion regarding deployment of security personnel, devices, or systems; or
4.2.1.6. Investigative proceedings regarding allegations of criminal misconduct.
If the meeting is closed for any reason stated in paragraph 1 or 5 of this Section, then the person presiding must sign a sworn statement affirming that the sole purpose of closing the meeting was to discuss those specific topics, and neither a recording nor minutes shall be kept of that portion of the closed meeting. Utah Code Ann. § 52-4-205(1), -206(6) (2006)
5. Meeting Location
5.1. Meeting Location
5.1.1. The Board shall hold its regularly scheduled meetings at the location specified in its annual notice of meetings, and shall hold other meetings at the location specified in the public notice of such meetings.
5.2. Location of Workshops or Executive Sessions
5.2.1. Where the Board holds a workshop or executive session on the same day as a regularly scheduled Board meeting, the workshop or executive session must be held at the same location as the regularly scheduled meeting, unless:
5.2.1.1. The regularly scheduled meeting is not being held where those meetings are usually held, and the workshop or executive session is held in the usual meeting location; or
5.2.1.2. Any of the meetings being held on the same day is a site visit or traveling tour for which appropriate public notice has been given; or
5.2.1.3. The workshop or executive session is an electronic meeting and the requirements for holding such a meeting have been satisfied; or
5.2.1.4. Because of emergency or extraordinary circumstances, it is not practicable to hold the workshop or executive session at the regular location where Board meetings are held.
Utah Code Ann. § 52-4-201(2) (2006)
6. Electronic Meetings
6.1. Electronic Meetings Authorized
6.1.1. The Board authorizes its meetings to be held through electronic means as set forth in this policy. Such electronic means may include communications by telephone, telecommunications, computer, or similar methods of remote communication. Unless specifically stated by this policy, the other policies governing Board meetings (relating to notice, meetings being open to the public, and other matters) also apply to Board meetings held through electronic means.
6.1.2. Definitions
6.1.2.1. The following terms are used in this policy:
6.1.2.1.1. Primary location: A designated physical location from which the electronic meeting originates or to which participants are connected.
6.1.2.1.2. Electronic notice: electronic mail (email) or fax
6.2. Member Request Required for an Electronic Meeting
6.2.1. A Board meeting may be held as an electronic meeting only upon request of a member of the Board. This request must be made at least 3 days prior to the time that the Board meeting is scheduled, so that the necessary arrangements can be made for the electronic meeting. Utah Code Ann. § 52-4-207 (2006)
6.3. Notice to Board Members of an Electronic Meeting
6.3.1. After an electronic meeting has been scheduled, and at least 24 hours before the meeting, the members of the Board shall be notified of the electronic meeting and informed how members of the Board will be connected to the meeting.
6.4. Primary Location at Regular Meeting Location
6.4.1. The primary location for the electronic meeting shall be in the building where the Board meeting would have been held if it were not held electronically.
6.5. Electronic Meeting Not Available for Site Visit or Traveling Tour
6.5.1. When the scheduled meeting is a site visit or traveling tour, the meeting may not be conducted or convened electronically.
6.6. Public Notice of an Electronic Meeting
6.6.1. In addition to providing and posting the notices required for other Board meetings, the Board shall provide at least 24 hours’ advance written or electronic notice of the electronic meeting to:
6.6.1.1. A newspaper of general circulation within the state; and
6.6.1.2. A local media correspondent.
6.6.1.3. The Board shall also post written notice of the electronic meeting at the primary location at least 24 hours prior to the electronic meeting. The notices of the electronic meeting shall specify the primary location of the meeting.
6.7. Public Access to Electronic Meetings
6.7.1. Space and facilities shall be provided at the primary location of an electronic meeting of the Board to permit members of the public to attend and monitor the electronic meeting (except those portions of such a meeting which have been properly closed to the public by the Board). If the Board meeting is one at which comments from the public will be accepted, then the space and facilities shall also permit members of the public to participate in the electronic meeting. In this section,
6.7.1.1. “Monitor” means to hear and/or see, live, all statements made by each Board member in the meeting (by speaker, computer screen, or other medium).
6.7.1.2. “Participate” means to be able to communicate with all Board members in the meeting, such that each Board member can hear or see the communication.
6.7.1.3. Members of the public are not entitled to monitor or attend electronic meetings except through the space and facilities provided at the primary location. (Members of the public cannot request an electronic meeting and do not have the right to be remotely connected to a Board meeting except as set forth in this section.) Utah Code Ann. § 52-4-207 (2006)
Superintendent Northcott gave a presentation regarding Truth In Taxation. He compared the school districts 2005 and 2006 tax rates, showing that the total rate for both years was the same. Because the Basic and G.O Debt rates dropped dramatically, rates were increased in K-3 Reading, Transportation, Recreation, 10% of Basic and Capital Outlay to keep the total rate the same. Last year with the total tax rate at .004091, Daggett County had the lowest taxing effort in the state.
Mr. Ruble moved to amend the 2005-2006 budget and adopt the following budget for 2006-2007. Mrs. Reed seconded the motion, motion carried.
Revenues Expenditures
General Fund $2,385,002 $2,350,169
Non K-12 $ 98,260 $ 102,344
Debt Service $ 160,202 $ 182,230
Capital Projects $ 275,531 $ 418,820
Food Service $ 46,789 $ 75,356
TOTAL $2,965,753 $3,128,919
With the approval of the 2006-2007 Budget, Superintendent Northcott recommended the following individuals be offered At-Will Contracts:
Laurene Collins District Nurse
Deborah Bergmeier Custodian
Nella Lamb Teacher Aide
Betty Tinker Teacher Aide/After School
Carol Raymond Teacher Aide
Mr. Asbill moved to approve At-Will Contracts for the above individuals, seconded by Mrs. Reed, motion carried.
By state law, when we have an out-of-state tuition contract which is less than our per pupil expenditure we must ratify that per pupil tuition in a public meeting. We have recently received payment of $44,894.27, which is approximately $11,225.00 per pupil and significantly lower than our per pupil expenditure by approximately $5,275.00. Mrs. Reed moved to accept the tuition payment from Uinta County School District #4, seconded by Mr. Ruble, motion carried.
Mr. Asbill moved to approve a contract for Luann Robinson, as the Business Administrator for the district. Motion was seconded by Mr. Ruble, motion carried. The contract is very generic. It states when she was hired, the term, salary, conditions for increase. It also states the notice the district must give to terminate, and the notice required by the BA to terminate.
There has been significant discussion about the issue of being competitive in the upper steps of the licensed salary schedule. There has also discussion about adding three additional lanes, masters plus 20, masters plus 37 and a doctorate to be more competitive. We have employees now who will soon be eligible for the masters plus 20 lane. Making these changes to the salary schedule would help keep our highly trained people in the district. The Board asked Superintendent Northcott to look at the Classified Schedule as well, making sure we are competitive in those areas also. Mrs. Reed moved to approve the new licensed salary schedule to take affect this year. Motion was seconded by Mr. Ruble, motion carried.
Mr. Ruble moved to approve stipends for those individuals in a supervisory or director type position or are given extra duties outside of their regular contract. Less than full-time individuals to be pro-rated. Mrs. Reed seconded the motion, motion carried.
Discussion was held concerning NCLB. Because the qualifying formula has changed, we no longer qualify for some of the federal title monies. The effect of dropping this program is still unclear. Mrs. Reed moved to table any action on this item until more information is available. Motion was seconded by Mr. Ruble, motion carried.
Mrs. Reed moved that the Board go into executive session at 7:50 P.M. to discuss personnel, seconded by Mr. Ruble. The motion on being put to a vote was unanimously carried by the affirmative vote of all members present, the vote being as follows: Aye: Pat Asbill, Claire Reed, Anne Steen and Ray Ruble. Nay: None.
Mrs. Reed moved that the Board reconvene in regular session at 8:45 P.M., seconded by Mr. Ruble, all in favor. Present at the executive session were members Asbill, Reed, Steen, and Ruble; Superintendent Northcott and Business Administrator Robinson.
Mrs. Reed reported the last meeting of the UBATC Board was held July 26, 2006 at Red Canyon Lodge. Mrs. Reed indicated they had been told that there was a big turnover in employees and the name of Andrew Naylor was presented to them as the Building Trades Instructor for Manila. President Hacking had reported on their strategic plan, on the goals that have been achieved and the strategies that were used to achieve those goals. A presentation was given by the architectural firm on the architectural and the construction process of the new building for the next two years. Robert Burns took the office of President of UCAT as of July 1, 2006.
Superintendent’s Activity report was reviewed.
The state legislature commissioned a state-wide analysis of school districts and their OPEB liabilities. That report was presented for the first time to superintendents at the last USSA meeting. At that time Superintendent Northcott learned that they are viewing us as a GASB 47 issue rather than a GASB 45. The difference is that we don’t have OPEB’s (other post employment benefits) that accrue according to the GASB 45 rules. GASB 45 rules say that you accrue a portion of your post retirement benefit each year you work and you have to account for those liabilities. GASB 47 is a termination benefit that you are entitled to only if you have worked 20 years for this district and are eligible for full state retirement. Our benefit does not accrue over time and does not have to be accounted for the way GASB 45 does. Although the total benefit being paid out has to be put on the balance sheet as a liability.
Enrollment projections were reviewed.
Superintendent Northcott asked for everyone’s feedback on the Employee Handbook.
Superintendent Northcott noted the following Great Things Happening.
1. Employee training – Almost all employees have attended training of some sort or another. We have had a busy summer.
2. Nella Lamb has run a very successful summer library program based on the theme of Westward Ho! Their culminating event will be a visit to Fort Bridger.
3. Baseball practices began on July 31. The team is currently attending a tournament in Bryce Valley.
4. Volleyball practices began on August 7.
5. Sweetwater County Fair (part of the Summer Ag Program) reports the best Jr. Livestock Auction ever. Micheal Hughes won the pig show. He had five out of the six pigs in the championship drive. Karlee Schell won the steer show with Kodee Schell having the reserve steer. Manila will have a lot of good representation at the state fair.
There being no further business, Mrs. Steen declared the meeting adjourned.
President, Board of Education Clerk, Board of Education