August 27, 2008 ACE Board Meeting
9:00 A. M. @ Billings Hotel and Convention Center

Present were ACE board members: Al Sipes, Andy Begger, Tim Dolphay, Stephanie Long, Les Cabot, Josh Middleton, and Mark Brajcich.

Guests present were: Chad Johnson, Brenda Koch, Deani Kirkness, Gail Richardson, Jerry Scott, Tobin Novasio, and Andrea Fisher.

1. Chairman Al Sipes called the meeting to order at 9:05 and had everyone introduce themselves.

2. Stephanie Long moved to approve the June 4, 2008 minutes as presented. Tim Dolphay seconded the motion which passed 7 - 0

3. The group reviewed the monthly financial report. Discussion concerning the amount of money carried over from year to year included the possibility of ACE having a reserve account or some type of budget / balance sheets. Some felt that the balance carried over needed to be used on teachers and students. Jerry will discuss the carry over funds with the Joliet clerk.

4. An update of ACE membership indicated that 6 rural schools from Stillwater and Sweet Grass counties have dropped their membership (Fishtail, Greycliff, McCleod, Melville, Nye, and Springdale) with the understanding that they will join the Montana Small School Alliance because they are currently working with MSSA in order to meet accreditation standards in library and guidance. The loss in dues to ACE will be about $5,000 total. Three schools (Northern Cheyenne, Lodge Grass and Pryor) have yet to pay their 2008 – 2009 dues.

5. A list of the 8 summer ACE summer workshops were passed out and reviewed.

6. A Northwest Evaluation Association MAP testing proposal that was sent by Patrick Dugan was discussed. Patrick will do a presentation at the September 8 ACE PIR day and be available for questions at that time. Some of the concerns brought up were the limit of three schools, why all ACE schools could not fit into the proposal, the cost of training, and the possibility of ACE helping to provide the necessary training.

7. The annual ASCD National Conference will be held in Orlando, FL March 14 – 16, 2009. Andy Begger moved to have ACE offer a 50% payment for the cost of registration, travel and room for the conference for up to 10 people total. Tim Dolphay made the second to the motion. The estimated cost per person would be about $1,500 for registration, plane tickets and rooms. Some of those present felt the cost could be more because of the price of airline tickets. The suggested dates would be to leave March 12 and return March 18. Further discussion felt attendance to the national conference was a great benefit to those who attend as well as their school and that the only way some ACE schools could afford to attend was through the ACE “scholarship” program paying 50% of the cost. The motion passed 7 – 0.

8. A written report on the 6 + 1 Trait Writing for Trainers Institute from the Northwest Regional Labs held on July 8 – 10 in Lincoln City, OR was distributed. Jerry reviewed the cost of sending the 4 trainers and reviewed his July meeting with the group. The board felt that ACE should continue to encourage member schools to use trainers in their own schools as well as attend workshops offered. The possibility of having some workshops during the MEA days in October was also discussed.

9. The format for the September 8, 2008 PIR day at Laurel was discussed. Jerry said he would finalize the schedule and put it on the web site and e-mail it to all members. The March 2, 2009 PIR day will be held in the Billings Hotel and Convention Center. It was suggested that Jerry look into the possibility of using the new Faith Chapel facility, especially for the September 14, 2009 PIR day where the whole group will be attending a presentation by Harry Wong. Petro Hall at MSU-Billings was also suggested realizing that parking is a problem if school is being held. Some discussion also centered on the possibility of doing a pre-PIR day so member schools could be ready to actively participate. Those present realize that PIR is not a make and take activity but a long term philosophy, mind set, and approach. Continued input through surveys and member needs should be used in planning. It was suggested that small group meetings, such as those present during the curriculum review sessions, might be a good resource for such information.
   

10. Gail Richardson went over the 2008 – 2009 Curriculum reviews and Indian Education for All activities. She reminded those present that the Indian Education for All trainers were available for classroom presentations. Discussion followed on how to best utilize all of the ACE trainers.

11. Gail and Jerry discussed the June 24 – 27 OPI Essential Learning Workshop that they attended on June 23 – 27 in Billings. The board was asked if Ace should go into a deeper level with their curriculum and include grade specific expectations. The discussion indicated that the curriculum does need to become more detailed. This would be a change in the past ACE philosophy. Some of those present shared how they have used the ACE curriculum as a base for their own schools to develop a detailed grade specific curriculum with expectations and assessments. It has taken several years to do this and included a number of groups working together but the results are well worth the time and effort. It was felt that the ACE curriculum should also include an accountability section as well as vertical and horizontal alignment. The board felt that in order to do such a task ACE may need to investigate paying a trained facilitator. This might even need to be done as paid summer work. A good starting place might be having someone like Jim Staab, who is currently working with some ACE members, do a presentation for the administrators so they could get an idea of what the “whole picture” would look like. The group also questions what the Office of Public Instruction’s plans were and what kind of product or model they might come up with, especially in light of the June essential learning workshop. Discussion also included the possibility of ACE facilitating curriculum mapping. Josh Middleton moved that Gail and Jerry to continue to do curriculum reviews as in the past for the 2008 – 2009 calendar year but that the board continue to have an ongoing discussion. Stephanie Long seconded the motion which passed 7 – 0.

12. Jerry gave a report on the June 9 – 12 Montana Educators’ Summer Institute held in Helena.

13. The board approved setting 2008 – 2009 ACE board meeting dates on 9/24, 10/29, 11/19, 12/17, 1/28, 2/25, 3/25, 4/29, and 5/27 realizing that changes may be necessary depending upon circumstances.

14. Next Ace board meeting September 24, 2008 at 9 A.M. at the Billings Hotel and Convention Center. Tim Dolphay moved that the meeting be adjourned at 10:50. Andy Begger seconded the motion which passed 7 – 0.