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SAM Board Meeting DRAFT Minutes 3-14-23.docx
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SAM Board Meeting DRAFT MinutesSAM logo color

Tuesday, March 14, 2023

1:00 – 3:00 pm

Helena Delta Colonial Hotel and SAM Zoom        

In attendance:  Rick Duncan, Dale Olinger, Carol Phillips, Dave Wick

Virtual: Shelley Andres, Sara Novak, KJ Poepping, Ted Miller, Sheri Heavrin, Erin Lipkind, Shawn Hendrickson, Mary Goyette

Not in attendance:  Barb Droessler, Kelly Kinsey, Julie Hornby, Nicole Trahan, Rhiannon Beery

SAM President Shelley Andres, Presiding Officer

President Andres called the meeting to order at 1:07 PM.

Agenda

1.   Introductions

President Andres entertained introductions.

2.   Deletions/Additions to Agenda    

None noted

3.   Approval of Minutes [Action]

  1. SAM Board Meeting DRAFT Minutes 1-22-23

Dale Olinger made a motion to approve the minutes; Rick Duncan seconded the motion.  The motion passed unanimously.

  1. SAM Executive Board Meeting DRAFT Minutes 2-27-23

Dave Wick made a motion to approve the minutes; Sara Novak seconded the motion.  The motion passed unanimously

  1. Reports

A. Affiliate Conference Reports (verbal reports)

Ted reported that the conference was held January 22-24 with Jessica Cabeen (self care and leading with humility), Jessica Minahan (behavior strategies), Bob Green (positive production) and several breakout session speakers.  He thanked KJ and Julie for planning a great conference.

Sara reported that the conference was held in Billings Feb. 22-24.  Jessica Minahan (anxiety/behavior), Matt Burns (SEL).  This was the first in person conference in a few years and it was good to meet face to face.  MCEC is going through structural changes.  The next conference is scheduled for April 2024 in Missoula.  

Erin reported that the MACSS conference began on Feb. 28 in Helena with a newbie training.  Mental health was the focus of the first day on March 1 (parentguidance.org, Hope Squad, QPR training) and  a variety of topics the next two days.  Rural Teacher of the Year, Tony Hatten (Intermediate Teacher at Sunset Elementary) was honored as well as County Superintendent of the Year, Pam Birkland.  Pam is also the incoming MACSS President.  

Carol reported that the conference ended just prior to this meeting.  Key topics included cybersecurity (MS-ISAC), HB 690 and student data privacy, access control and security,  artificial intelligence and chat gpt, and esports providing many more learning opportunities for students other than just gaming.  

Dave reported that that the conference ended just prior to this meeting.  The conference began at MTSBA with Public Education Day.  Bills discussed included the open enrollment bill, election bill, SB 99, and the self defense bill.  Retirees were recognized during the business meeting.  The conference ended with size-a-like discussions.

        B. Legislative Update (Rob & Rick)

Rob reviewed the report.  He reminded board members that tabled bills could still reappear before the end of the session.  SAM is currently tracking 154 bills.  Rob discussed the following bills:

  1. Executive Director’s Report – Rob 
  1. SAM Strategic Plan Report & Rob’s goals going forward [Discussion]

Rob reviewed the following goals:

  1. SAM Strategic Plan Review and Revise, Date, Process? [Discussion]

Rob reported that he would like to review the strategic plan with the SAM Board, hopefully in person later this summer. With board approval, Rob will recommend changes to the Strategic Plan and the board will review the recommendations at the June 8 SAM Board meeting or during SAM Administrators Institute in July.  

  1. SAM Administrators Institute (SAM AI Profit/Loss History)
  1. Theme
  2. Collaboration with ASCD or MASBO

Rob suggested bringing in a high-interest speaker that districts could bring their teams to on the first day.  Possible themes discussed included PLCs, SEL, overall cost to educate a student (Bluum), ESSER funds/budgets/grants with MASBO, safe schools (ties into SEL with proactive/preventative education).  The board discussed the possibility of moving SAM AI to the first week of August.  A contract has been signed for the last week of July in 2023 and 2024, but it could be changed in 2025.  The board suggested the following speakers:  Dr. Xiao (OPI has had him speak at the leadership academy), Ruby Payne.  The current SAM Business Partner policy allows only SAM Business Partners to sponsor and be present at SAM AI.

  1. Preliminary Admin Vacancy Report [Discussion]

Rob introduced this data.  The board discussed the administrator vacancies as well as the immense need for special education teachers.  Dave suggested investigating future legislation to increase pay for special education teachers since the job is different than that of general education teachers.  Sara stated that this idea has been discussed but did not get traction because the legislature wants districts to maintain local control.  There is also no data that proves that special education teachers are more in demand than for other positions.  Rob shared information about an alternative licensing program in Utah for special education teachers.  

  1. SEL Program for Leaders [Discussion]

Rob described the opportunity offered to SAM by James Bailey and Randy Weiner, authors of SEL for Leaders.  The premise is about wellness for leaders.  The board suggested bringing these authors to SAM AI.  Rob will try to engage a business partner to sponsor the cohort.  

  1. New Business
  1. Consideration of Eligible Candidates for SAM President Elect 2023-24 [Action]

Dale Olinger made a motion to approve the slate of candidates; Rick Duncan seconded the motion.  The motion passed unanimously.  

  1. Consideration of SAM Youth Endowment Distribution 2023 (Applications) [Action] (Kim)

Carol Phillips made a motion to approve the distribution of $5,500; Dale Olinger seconded the motion.  The motion passed unanimously.  

The SAM office will send checks to the nominators.  SAM Youth Endowment information will be published in the SAM Bulletin and also to statewide media.

  1. Update on the Tax Form 990 for SAM and MASS (Marcus, verbal report)
  2. Update on third Update party contract for SAM Financial Services (Marcus and Rob to provide verbal report)

Marcus reported that it has become necessary to find a new accounting firm for SAM to work with.  He will provide information to the SAM board once bids are collecting.  This issue will go to the SAM Executive Board which serves as the Investment/Finance Committee.  Marcus will also investigate getting the best price of Quickbooks.  An online version would require the assistance of an accountant to recreate reports.  

  1. SAM Budget: Approximate 3rd quarter & Proposed Budget for 2023-24

Rob and Marcus reviewed the budget stating that SAM has not received the LPLP grant promised by OPI..  Kim and Rob will research the Kirk Miller LPLP scholarship.  Marcus will add this line item to the proposed budget once researched.

  1. Review Affiliate Financial Reports with Proposed FY23-24 Budgets – MASS, MAEMSP, MASSP, MCASE, META
  2. Consideration of SAM Business Partnerships [Action]

Dave Wick made a motion to approve the sponsorship request; Dale Olinger seconded the motion.  The motion passed unanimously.  

Marcus reported that BoardWorks has renewed their partnership and increased it to the $7500 level.  

  1. SAM Personnel/Contracts
  1. SAM Staff Discussion: eval, contracts, budget impact, rationale  (Rob, verbal report)
  2. SAM Staff Contracts 2023-24 (Director of PD & Member Services) (Director of Operations) [Action to accept the SAM staff contracts for 2023-24]

Rob requested a 4% increase for the SAM staff contracts with the rationale that he would like to invest in the staff and believes the investment will pay off in the future. Shelley reported that the Executive Board reviewed the budget prior to voting on the recommendation.

Rick Duncan made a motion to approve the SAM Staff Contracts; Carol Phillips seconded the motion. The motion passed unanimously

  1. Executive Director Evaluation: summary of survey results - verbal report by Shelley & Sara, SAM Exec Committee [Action to accept the evaluation of the Executive Director]
  2. Consideration of SAM Executive Director Contract 2023-24 [Action]

Shelley thanked Rob for providing the SAM organization with a seamless transition and provided positive feedback on his evaluation. The board expressed their appreciation.  The board recommended a three year contract extension.  

Carol Phillips made a motion to approve the Executive Director contract; Dave Wick seconded the motion.  The motion passed unanimously.

Dave clarified that even though Rob’s contract has been extended, the terms of his contract can be negotiated each year.  

  1. Membership Report Update 

Rob reviewed the membership report.  Shelley stated that the SAM Board has discussed increasing membership dues each year by a small amount.  The 2023-24 membership drive begins April 6.  The SAM office will discuss this and report to the SAM Executive Board.  MACSS has already begun collecting dues for the 2023-24 membership year.  If a dues increase is implemented, MACSS could be excluded from the increase until the 2024-25 membership year.

  1. Future Meeting Dates (Rob)

  1. Other comments or info from the Board
  2. Adjournment

The  meeting was adjourned at 3:19 PM

Respectfully submitted,

Kim Scofield

Director of Professional Learning and Member Services