BLAHST Project Meeting Minutes

29 April 2025

Present:

Name Organization

Chapel, Mitch Lead-Deadwood Schools

Farrington, Dan Black Hills State University

Gaspar, Sandy Spearfish School District

Hale, Becky Wall School District

Hensley, Janet Douglas School District

Hillberry, Joe Douglas School District

Lamb, Charles Black Hills State University

Lavoie, Derrick Black Hills State University

Roggenthen, Bill South Dakota School of Mines & Technology

Slough, Steven Black Hills State University

Hartman, Jo Kadoka Schools

Sharon Reid SDSM&T

Not Present:

Bindel, Rosalie Rapid City School District

Creal, Tim New Underwood Schools

Swanson, John Belle Fourche School District

VanHorn, Kathleen Meade County School District

Handouts: PMS Advisory Team Agenda

1. The meeting opened at 1:14 pm. Dr. Lavoie reviewed the dates for this summer's professional development workshops for teachers - June 7-10 material oriented workshop at SDSMT, Aug. 2-5 Geology of the Badlands at SDSMT, and June 16-19 Life Science, K-5. Dr Lavoie handed out the current spreadsheet identifying the teachers who have applied for the summer workshops and asked the PMT to edit for greater accuracy. Several corrections were made. Dr. Roggenthen discussed the reservation of appropriate rooms at the SDSM&T for the June 7-10 and Aug. 2-5 workshops.

2. The concept of cost share documentation was addressed. Dr. Lavoie stated that NSF has asked us to identify our non-federal dollars and our federal dollars of cost sharing. While federal dollars can not be used for cost share they must be used as district commitment. Dr Lavoie distributed copies of cost share letters and asked each member of the PMT to document the non-federal and federal areas of cost sharing. A question was raised related to whether counting the cost share for Title I federally funded teachers was permissible since Title I teachers are federally funded. It was concluded that they would not be counted as cost share. Dr Lavoie pointed out that while the cost sharing from each district is to be categorized the cost sharing should not substantially change. If a districts cost sharing was to change substantially it must be fully documented and reported to NSF.

Dan Farrington suggested that each school district develop their own cost share documentation method based on local accounting procedure which became the general consensus of the PMT. Dan Farrington indicated he would visit each district and develop an appropriate methodology memorandum of understanding with each school district. Dr Lavoie is required to submit cost share documentation two times during the year to National Science Foundation. Each school district is asked to develop a cost share documentation file to substantiate their cost share.

Action Item: Dan Farrington will contact each district to set up a mechanism for establishing documentation and to work the Memorandum of Agreement.

Sharon Reid of SDSM&T was introduced. Sharon has a lot of experience working with documentation of federal programs so she is asked to overview that experience. Sharon mentioned that each item documented must be applicable to the project. Items documented must normally occur or be purchased during the time frame of the project. The dollars devoted to the preparation period are not matching dollars and cannot be part of the cost share (Note: Dr. Lavoie subsequently contacted NSF grants officer, Larry Fuqua, and determined that cost share dollars spent from districts prior to start of the project can be counted). Sharon Reid notes that up-to-date documentation is important but that it is OK for districts to maintain documentation in manners appropriate to their district accounting methods. It is noted that volunteer time can be documented but that it is important to charge it to a rate appropriate to the duties being performed. For instance, if a teacher is volunteering as a secretary, the cost rate would be figured at the secretary pay scale.

3. The inclusion of the Meade District within the BLAHST project was discussed. Dr. Lavoie passed out a commitment letter from the Meade District which demonstrated a strong desire and commitment on Meade's part to be added to the project. Dr. Lavoie indicated that he would like to include Meade teachers this summer and asked for the advice of the PMT concerning this issue. It was the consensus of the group that Meade should be included in the project.

Dr Lavoie noted that approximately 30 slots are available this summer to accommodate Meade and that adding Meade does not require writing an additional proposal to NSF to seek approval. In fact, Meade teachers will bring the project more nearly in line with the original proposal in terms of numbers of teachers to be served. Since the Meade commitment letter is a preliminary copy, discussion was held over what other items need to be included in the letter. Dr. Lavoie pointed out that there was no mention of lead teachers. He indicated that he would request that Meade District modify their letter to include lead teacher support system and identify at least one lead teacher from each school building.

4. Dr. Lavoie passed out literature on the LASER Strategic Planning Institute. A discussion was held concerning representatives of the project attending the Laser Institute to learn skills and gain information to enable more productive strategic planning and activities concerning the BLAHST project. Members of the team selected to attend this institute include Sandy Gaspar, Tim Creal, Charles Lamb, Kathy Christensen, and Derrick Lavoie. Dr. Lavoie mentioned that he has asked Kathleen VanHorne to send a representative from Meade county. A discussion was held concerning funding for the LASER institute. Dr. Lavoie indicated he would use NSF dollars to fund the required $5000 institute cost to send a five member consortium (this also covers lodging and most meals). The actual cost of the institute per team is actually $15,000. Dr. Lavoie indicated the districts would need to come up with the air fare and miscellaneous ground transportation fees. Alternative approaches to strategic planning institute were also discussed such as holding our own institute. Dr. Lavoie pointed out that while this was certainly a possibility such an institute would probably not achieve the intensive nature of the LASER institute and may not lead to us realizing the kind of outcomes that LASER will help us accomplish.

A conference call to Ray Bandlow of the Laser Institute was held. Dr. Bandlow is a Professor at Keen College and works with the National Science Foundation to conduct the Laser Institute. After introductions, Dr. Bandlow overviewed the program as follows:

The NSF funded program is an intense 6 days of activities which has been developed and improved over the course of 11 years. Over 300+ school districts have been assisted by the institute. The program is an inquiry centered approach to enhance the success of school districts involved with K-8 science reform. The LASER personnel boasts the expertise of over 15 "experts" who have been involved with LSC projects over several years. During the course of the week, the participant teams consider each element of science-based systemic reform which includes high-quality science curriculum, assessment, material refurbishment, professional development, and teacher support systems. During this time the attendees evaluate and enhance their specific plans for K-8 reform and learn strategies for effective strategic planning tailored to local needs. Structurally, the course is a series of presentations and workshops . The course does not use a specific planning model but lets groups choose models specific to their needs. Part of the assessment of curriculum in the course is a visit to a materials refurbishment center.

5. A discussion was held concerning the completion of the principal and teacher questionnaires and the completion date of May 7th was re-emphasized. All questionnaires should be returned to Dr. Lavoie by this date or very shortly thereafter.

6. Project evaluation plans were discussed. Dr. Lavoie noted that beyond the core evaluation (facilitated by Horizon Research) we need to assess changes in students cognitive and affective growth over the five years of the project. He expressed a need to identify assessment instruments and goals for doing so. All members of the PMT were asked to contact the target teachers in their districts to let them know that "observers" will be contacting them in the near future.

7. Summer In-Service Activities were reviewed. The material -based workshop (June 7-10) will include discussion of inquiry based teaching strategies, science standards, and a hands-on experience with the kits. This workshop is for teachers who have had limited experiences with national curriculum materials. The content workshops will be developed for teachers primarily using national curriculum materials and will focus on content which supports and extends content in the curriculum modules.

8. Mitch Chapel raised the issue of integrating the new state science content standards with the Summer In-Service Workshops. Dr Lavoie indicated that one intent of the workshops was to familiarize the teachers with how the national curriculum materials would help us meet state and national science standards.

9. The purchase of science curriculum kits was discussed. Several school districts are now using the pilot kits and most plan to purchase their kits after the June 7 - 10 workshop.

10. Dr. Lavoie reported very good progress was being made by the Professional Development Facilitators. Dr. Lavoie noted that the PDFs are having one more workshop on May 7th at East Elementary (third floor) from 8:30-4:00 pm. He expressed that planning time is critical with limited time and urged that all PDFs be released by their districts to interact and plan on this day.

11. Dr. Lavoie addressed a draft of the PMT Expectations in the handouts. He asked that the PMT review these expectations and provide input over email for subsequent modification.

[please respond by May 14]

The meeting concluded at 3:00 PM. No specific date for the next meeting is planned.

Steve Slough

Recorder