AMPHITHEATER PUBLIC SCHOOLS
Tucson, Arizona
MINUTES OF REGULAR PUBLIC MEETING
OF THE GOVERNING BOARD
Place, Date and Time of Meeting
Wetmore
Center, 701 West Wetmore Road, August 12, 2003, 7:00 p.m.
Board
Members Present
Dr. Kent Barrabee, Vice President/Clerk
Patty Clymer, Member
Jeff Grant, Member
Board
Member Absent
Nancy Young Wright, President
Mike Prout, Member
Central
Administrators Present
Dr. Vicki McLeod
Balentine, Superintendent
Todd A. Jaeger, J.D.,
Associate to Superintendent and General Counsel
Constance Cigliana,
Chief Financial Officer
Dr. Kent Barrabee called the meeting to order at 7:02 p.m.
Pledge
of Allegiance
PUBLIC COMMENT
Procedures for addressing the Governing Board were described. The following members of the audience addressed the Governing Board: Mr. James Tanner, Mrs. Lee Tanner, Craig Briner, and Sharon Delajoux regarding the Special Education program at Ironwood Ridge High School. Dr. Balentine invited community members to speak with Ms. Nancy Harden regarding a meeting that has been scheduled.
1. Announcement of Date and Place of Next
Regular Governing Board Meeting
Dr. Barrabee announced the next regular meeting of the
Governing Board: August 26, 2003, 6:45 p.m., at Wetmore Center, 701 West
Wetmore.
2. Recognition of José Bernal Being Selected by the FFA, The National Organization of Agriculture Students, as the Teacher of the Year for the South Central District
Board Book Information:
The
Governing Board would like to acknowledge that José Bernal has
been selected by the FFA, the National Organization of Agriculture Students, as
the Teacher of the Year for the South Central District of Arizona. This award was presented to José at the
annual Vocational Conference in July at the AATA Awards Banquet.
Dr. Balentine introduced Mr. José Bernal who was presented with a
certificate of commendation.
3.
Presentation
of Dark Sky Award to Ironwood Ridge High School
Board Book Information:
John Polacheck of the International
Dark-Sky Association (IDA) will present an award to Sam McClung,
Ironwood Ridge High School Principal, for excellence in preserving and
protecting the nighttime environment through quality outdoor lighting.
Dr. Balentine
introduced Mr. Doug Aho who invited Mr. Scott Davis (originally expected Mr.
Polacheck) from the International Dark-Sky Association (IDA) to present the
International Quality Lighting Design award to Mr. Sam McClung on behalf of
Ironwood Ridge. The IDA is an
international, non-profit organization and their mission is to preserve and
protect the nighttime sky by educating people about the value of quality
nighttime lighting. This is
accomplished by using ground lighting with appropriate levels of lighting and
the usage of energy efficient lighting systems. The lighting system found at Ironwood Ridge High School
exemplifies this kind of quality lighting.
Mr. Davis also recognized and presented an award to Mr. Chris Monrad,
project design engineer. Mr. Davis
invited anyone interested in seeing the school’s lighting design to go to the
IDA website: www.darksky.org
Certificates of
commendation were presented to Mr. McClung and Mr. Monrad.
4.
Recognition
of Literacy Conference Planning Committee
Board Book Information:
On June 5-6, 2003, Amphitheater School District held a very
successful reading conference, Literacy in the 21st Century. More than 300 people attended the
conference. The sessions were divided
into sessions applicable to all K-12 levels.
Much of the focus was on informational reading. Evaluations from both presenters and
attendees were very complimentary.
Mary Ann McClung, Literary Conference Coordinator
Terri Applebee, Career Ladder
Debbie Arechiga, Painted Sky
Mark Bailey, Painted Sky
Rhonda Ball, Mesa Verde
Catherine Crockett, Coronado K-8
Sandy Czachor, Holaway
Deanna Day, Career Ladder
Cathy Eiting, School Operations
Susan Haas, Keeling
Nancy Lyon, Title I
Patrick Nelson, School Operations
Diane Polakowski, Career Ladder
Jean Slaney, Holaway
Denise Teague, Painted Sky
Dr. Balentine stated that the success of the Literacy Conference is attributable to the planning and hard work by the conference coordinator and committee members. Each committee member was introduced and recognized and presented with a certificate of commendation.
Mrs. McClung stated that plans are already underway for next year’s conference, scheduled for June 1-2, 2004. Additionally, Mr. Nelson was acknowledged for his vision in making this conference event a reality.
Dr. Barrabee
added that he attended the conference and thought it was great.
5. Recognition of Mike Bejarano as Finalist of
Arizona Interscholastic Association’s (AIA) Administrator of the Year
Board Book Information:
History: Since its beginning in 1925, the AIA has been a voluntary
association of public and private high schools, which was established by, and
is responsible to, its members. The
organization’s Mission Statement reads “Encourage maximum student participation
by providing AIA member schools with an even playing field to ensure fair and
equitable competition in interscholastic activities” and its Philosophy reads
“Interscholastic activities are beneficial to the total education program.”
In
1999, the AIA started the “Pursuing Victory with Honor” program. This initiative was intended to create an
environment where the student-athlete, coach, official and spectator is
committed to teamwork through Trustworthiness, Respect, Responsibility, Fairness,
Caring, and Citizenship.
AIA
held its first annual “Everyday Heroes” Awards program event on May 31, 2003,
honoring high school students, teachers, coaches, officials, administrators,
and schools for demonstrating character and honor in outstanding achievement,
on and off the field, and exemplifying the “six pillars of character” promoted
by the Victory with Honor program.
Amphi
is very pleased and proud to recognize Mr. Bejarano’s accomplishment in being
selected as a Finalist for the AIA Administrator of the Year.
Dr. Balentine
introduced Mr. Bejarano, who was presented with a certificate of
commendation.
6.
Report
on Arizona School Board Association (ASBA) Delegate Assembly
Mrs. Patty Clymer and Mr. Jeff
Grant, Governing Board delegates to the ASBA Legislative Conference, attended the
Delegate Assembly meeting held in Phoenix on June 28, 2003. This is an opportunity for school board
members across the state to have input into the important issues ASBA lobbyists
will address with state legislature members.
Mrs. Clymer highlighted the
outcome of an issue which the Board had directed Mrs. Clymer and Mr. Grant to
represent the District regarding – the County School Superintendent issue. It had been proposed to no longer require
that position to have a teaching certificate. This issue failed, but may be
revisited at a later time. The
Legislative Action Agenda had added an item that was voted upon & approved. The ASBA will seek legislation to ensure all charter schools are
accountable to the public by reverting all public funds and property to the
state if a charter school ceases to operate or loses its charter for which
public funds have been used for purchasing property or equipment. Currently, if a charter school closes, the
owner may retain any remaining funds.
Another proposal under consideration stated that all new building
developments and additions be levied an impact fee based upon a square footage
formula to offset construction costs by school districts. The ASBA legislative committee did not
support mandating this issue. However,
after considerable discussion, the item passed and is expected to be presented
to the Legislature some time this year.
The final item reviewed dealt with State Trust Lands, and the proposed
addition of verbiage “encourage governing board members to recognize their
fiduciary responsibility with respect to state trust lands.” Initially Mrs.
Clymer felt that this was confusing in that school boards have no say in how
these lands are leased or sold as this is the responsibility of the state land
commission. The associated rationale stated that the role of governing boards
is to inform the public about the funding implications of proper management of
trust lands. Mrs. Clymer moved to amend
the original proposal to include the rationale as part of the original
statement. There was no further
discussion, and the amended proposal passed.
Finally, the ASBA recognized legislators-of-the-year. The selected freshman
Representative-of-the-year was David Bradley and freshman Senator-of-the-year
was Slade Mead. The more veteran
legislators selected:
Representative-of-the-year was Linda Lopez and Senator-of-the-year was
Linda Binder. They also recognized
Becky Hill, serving as Liaison to the Governor on Education.
Dr. Barrabee stated his
appreciation to Mrs. Clymer and Mr. Grant for their effective presence at the
assembly meeting.
7.
Periodic
Legislative Review Including State Trust Land Update
Mrs. Clymer began
by saying that this update is related to the earlier item discussing governing
boards’ fiduciary responsibility to inform the public as it relates to funding
implications. Specifically, “state
trust lands” are sold or leased by the State Land Department. The funds are supposed to go towards funding
education and assist in maintaining lower tax levels. Environmentalist groups had in the past not been allowed to bid
on land. A group named “Forest
Guardians” challenged this in court and the Arizona Supreme Court ruled in their
favor. Subsequently, sealed bids were
accepted from the Forest Guardians and a rancher for a 162-acre parcel. The bid was awarded to the Guardians; their
offering was substantially more advantageous to the State and education than
that of the unsuccessful bidder.
There may be an
initiative on the ballet in 2004 requesting a change in the methods used by the
State Land Department in dealing with state trust lands. A video is being passed around to all board
members addressing this subject. Mrs. Clymer
recommended presenting this informative video at a future board meeting for the
benefit of the audience.
Dr. Barrabee invited audience
members to ask or speak to topics reviewed by Mrs. Clymer. There were no audience comments.
8.
Monthly
Status Report for the Fiscal Year 2003-2004 Expenditure Budget and Classroom
Site
Fund Inflow
Dr. Balentine
reviewed the Budget Status Report and Expenditure Comparative report shown,
which included District activity through July 31, 2003. The budget capacity for 2003-2004 is
$76,335.248. Current expenditures and
encumbrances total $63,167.687.29. Dr.
Balentine explained that the apparently high figures in the M & O area
reflects personnel costs – both year to date expenditures and encumbered
expenses through the end of the school year.
The total remaining balance of $13,167,560.71 represents monies that
have been allocated but not yet spent or encumbered. The reported July 31, 2002 totals shown serve as a form of checks
and balances for this year’s activity, as compared to the previous year.
Dr. Balentine
reviewed the Final 2002-2003 Classroom Site Fund (Proposition 301) report
presented. She recalled that during the
first year, 2001-2002, the revenue stream was inconsistent and settling at the
end of the year at $259.89 per student.
This past year, our expected and actual dollar amounts are the same at
$259.89 per student. At this point the receipts for this year’s CSF are more
predictable and the JLBC has allocated $239.47 per student, which is a slight
reduction from last year.
Mrs. Clymer’s
inquired why excess utilities dollars would be encumbered this early in the
year. Dr. Balentine explained that this
is the amount that is expected to be spent during this year and therefore it
has been encumbered as shown.
CONSENT AGENDA
A motion was made by Mr. Grant to approve consent agenda items A - R. The motion was seconded by Mrs. Clymer and passed unanimously, 3-0. Appointment of personnel is effective, provided all district, state and federal requirements are met.
A. Approval of
Minutes of Previous Meeting
Minutes of the July
8, 2003 Governing Board meeting were approved.
B. Appointment of
Personnel
Certified and
classified personnel were appointed, as listed in Exhibit 1.
C. Personnel
Changes
Certified and
classified personnel changes were approved, as listed in Exhibit 2.
D. Leave(s) of
Absence
Leave of absence
requests were approved for certified and classified personnel, as listed in
Exhibit 3.
E. Separation(s) and
Termination(s)
Certified and
classified personnel separations were approved, as listed in Exhibit 4.
F. Approval of
Out-of-State Travel
Out-of-state travel
was approved for staff (source of funding indicated):
David Fernandez, Peggy Steffens, and Patti Greenleaf from the Technology Department, to attend the Hewlett Packard K-12 Education Executive Forum in Texas, September 24-26, 2003 (Hewlett Packard).
G. Receipt of Monthly Report on School Auxiliary and Club Bank Balances
Board Book
Information: Arizona Revised Statutes 15-1121 and 15-1125 provide for the operation
of Student Activity and Auxiliary Operation funds, respectively. The Uniform System of Financial Records for
Arizona School Districts (USFR) outlines procedures to be followed by school
districts in the disbursement of monies from either of these funds. One requirement for operational compliance
is to provide a report to the Governing board summarizing the transactions for
the month.
It is the recommendation of the Administration that the
Governing Board receive the report of School Auxiliary and Club balances.
H. Acceptance of
Gifts
Donations were
accepted by the Governing Board, as listed in Exhibit 5.
The following vouchers were approved as presented and payment authorized:
2002-2003
Fiscal Year Encumbrances
Vo. 444ENC $105,789.27
2003-2004 Fiscal Year
Vo. 505 $427,281.62
Vo. 506 98,999.92
Vo. 507 7,146.46
Vo. 508 16,781.42
Vo. 509 152,029.19
Vo. 510 640,281.00 (This voucher was signed on an earlier date.)
Vo.
511 329,861.61
J.
Award
of Contract for Elevator Maintenance & Monitoring Services Based upon
Responses to Request for Bid
02-0083
Board
Book Information: Request for Bid 02-0083 covers maintenance and monitoring services for
elevators at eleven district schools. The successful vendor will service eleven
elevators, one per location. The bid also requested an hourly rate for services
not covered by the bid award. It was estimated for bid purposes that fifty
hours of non-contract services would be used annually. There are four one-year
renewal options available on mutual agreement of both parties. Price increases
may not exceed five percent annually.
Request for Bid 02-0083 dated
June 23, 2003 was mailed to six vendors. Three vendors, Hotchkiss Elevator
Company, Amtech Elevator Services and ThyssenKrupp Elevator responded with
priced bids as per the attached spreadsheet.
The low responding vendor is Amtech Elevator Services.
The
Governing Board approved the contract to Amtech Elevator Services based upon
responses to Request for Bid 02-0083.
K. Sole Source Approval:
RAINMASTER IRRIGATION SYSTEMS Board Book
Information: Seven Amphitheater schools,
Canyon del Oro High School, Cross Middle School, Harelson Elementary,
Amphitheater Middle School, Prince Elementary, Rillito Center, and Walker
Elementary have automated irrigation systems to water their turf and ornamental
plants. The equipment is manufactured by Rain Master Irrigation Systems. Each
school currently has a field controller/timing system to turn their irrigation
system on and off at a set schedule.
Rain Master recently brought to the market a PC based control system.
This system allows an operator utilizing a personal computer loaded with the
Rain Master software to select a water conservation module best suited for each
site. Weather sensing equipment then measures and records evapo-transpiration
(ET) rates and automatically adjusts site irrigation run times without operator
intervention.
Water savings are achieved by knowing and responding to daily plant and
turf needs. The system will also monitor its functions to report maintenance
problems such as broken pipes, faulty wiring, etc. Finally, Facilities Support
groundskeepers will be provided a daily, weekly and monthly site water usage
report. This report will assist in targeting future conservation activities.
The Rain Master Company will sell this product only through their regional
distributor. Attempts by the District to purchase direct from the company
and/or obtain quotes from out of region suppliers have been unsuccessful. The
cost of the Evolution DX2 hardware and software package, which include a Compaq
PC with modem is $7,316.80. The regional distributor is Hughes Supply Company.
The Governing Board approved the Sole Source
Request for purchase of the Evolution DX2 Rain Master Central Controller from
Hughes Supply Company.
L. Request to Terminate Early Retiree Contracts with Special
Benefits
The
Governing Board approved recommendations as presented by Administration to
terminate early retirement contracts for Mr. Phil Cascio, Mr. Jim Chiles, Ms.
Patricia Ery, Ms. Janet Fiorucci, and Ms. Delilah Mares effective August 31,
2003, and to terminate Mr. Robert R Sotomayor’s early retirement contract
effective July 1, 2003 for non-performance of their service requirements. Upon
termination of these contacts, all District compensation and insurance benefits
will cease.
M. Review and
Approval of Tobacco Prevention Program
Board Book Information: This program is a collaborative effort
between the Pima County Health Department and Amphitheater Public Schools. The program will fund 1 District Site
Coordinator who will be responsible for the training and implementation of a
curriculum-based intervention program, Get Real About Tobacco. This program will be available to all
elementary and middle schools in the Amphitheater School District. The program will provide educational, innovative
information to families and students through anti-tobacco and pro-health
messages using Tobacco Education and Prevention Project (TEPP) approved
materials. The materials will increase
the knowledge and awareness of the harmful health effects of tobacco use and
second hand smoke among the families of students and change the attitude and
behavior toward tobacco use among the families of students.
The Governing
Board approved the Tobacco Prevention Program, with a budget totaling $93,871., as recommended and presented by
Administration.
N.
Approval of REACH Program and Pilot Changes
Board Book
Information: The proposed changes to the REACH program as proposed by the REACH
Redesign Committee, were presented to the Governing Board on July 8, 2003. These changes involve an expansion of
opportunities at the high school level and a pilot of clustering programs at
several elementary sites.
The Governing Board approved recommendations as presented by
Administration to implement the pilot changes proposed by the REACH Redesign
Committee during the 2003-04 school year.
O.
Approval of Selection of Vendor for Voluntary Student
Accident & Health Insurance Program
Board Book
Information: A.R.S. § 15-384 authorizes the Governing Board to make accident
and health insurance benefits available to its students through a third party
vendor. For many years, the Governing
Board has offered such a program to students.
For the last several years, the carrier for the program has been Myers
Stevens. For the 2003-2004 school year, the Administration once again
recommends this carrier.
Coverage is available to all students, but notice of
availability is particularly stressed to participants in our interscholastic
programs, given the higher rate of accidents and injuries associated with some
athletic programs.
Parents or guardians pay an annual premium for coverage that
is very reasonable. (Rate and coverage information was attached within the
Board packet.) Our experience has been
that even parents with health insurance coverage for their children often
purchase this coverage because it covers losses other than health care
costs. More importantly, it can provide
low cost health care coverage for students who do not have other health
insurance coverage.
The
Governing Board approved Myers Stevens to provide accident and health insurance
benefits to Amphi students as recommended and presented by Administration.
P.
Approval of Textbooks for Adoption
Board Book
Information: In accordance with Section 15-721 of the Arizona Revised Statutes, the
following textbooks have been on display to the public for 60 days.
TEXTBOOK: JAVA
Methods, An Introduction to
Publisher: Skylight Publishing
Author: Maria
& Gary Litvin
Price: $34.95
(this
book will be used at Canyon del Oro High School)
TEXTBOOK: America
Past & Present
Publisher: Pearson/Longman
Author: Divine
Price: $61.97
(this
is a new edition and will be used at
Ironwood Ridge High School)
TEXTBOOK: Government
by the People
Author: Burns,
Peltason, et.al.
Price: $59.97
(this
is a new edition and will be used at
all three high schools)
TEXTBOOK: Magruder’s
American Government
Publisher: Prentice Hall
Author: Wm.
McClenaghan
(this
is a new edition and will be used at
all three high schools)
TEXTBOOK: Marketing
Essentials
Publisher: McGraw-Hill
Author: Farese,
Kimbrell, Woloszyk
Price: $59.97
(this
book will be used at Amphitheater High School)
The Governing Board
adopted the textbooks as recommended and presented by Administration.
Q.
Review and Approval of Federal Elementary School
Counseling Program
Board Book
Information: This grant will provide 8 counselors to amphitheater Public
Schools. One of these will be a lead
counselor position. The schools
receiving a counselor include Rio Vista, Keeling, Nash, Coronado, Holaway,
Walker, and Prince. Research based
practices will be used. The services to
be provided include individual and family counseling; in class instruction by
counselors on prevention, anger management, and appropriate social and
communication skills, parent workshops; and professional development. Services will be based on the individual
need identified by each school and will be coordinated with existing services
and after school programs.
The Governing Board approved the Federal Elementary School Counseling Program with a budget totaling $395,934.
as recommended and presented by Administration.
R.
Approval
of Agreement for 2003-2004 Fiscal Year with Corporation for National Service
(AmeriCorps*VISTA) for Volunteer Support of Human and Social Services for
District Students and Families
Board Book
Information: Amphitheater Public School has been awarded a grant for the 2003-2004
fiscal year from AmeriCorps*VISTA, a program of the Corporation for National
Service. Under this grant, VISTA members will work as part of Project ACHIEVE
at eleven District schools: Amphitheater High School, Coronado
Elementary/Middle School, La Cima Middle School, Amphitheater Middle School,
and Holaway, Keeling, Nash, Prince, Rio Vista and Walker elementary schools.
Over the next two years, the ACHIEVE programs will serve
approximately 2,500 students in the lowest academic quartile, as well as up to
1,900 parents/guardians. The programs will address not only academic needs, but
also those of poverty and disadvantaged. VISTA members will work with each of
the programs, with a focus on recruitment and training of other volunteers and
supporters of the programs. (The original board packet contained an example
form of contract, which is to be executed by administration upon Board
authorization.)
The
Governing Board approved the Agreement with
Corporation for National Service
AmeriCorps*VISTA) for the 2003-2004 fiscal
year as recommended and presented by Administration.
9.
Study
of Revisions to Governing Board Policy JHB Regarding Student Truancy
Board Book Information:
Governing Board Policy JHB
provides guidance to schools on the enforcement of truancy standards in
coordination with the Pima County Attorney’s Office. It sets specific criteria for student attendance violations that
warrant reporting for action under the ACT NOW truancy program. The ACT NOW program is a very successful
program, which subjects both students and parents to responsibility for
excessive absences. As we have
discussed with the Board in various contexts, the number of absences a student
has is inversely related to student achievement. Not surprisingly, the more a child is absent, the less a child
learns and the lower the child’s achievement under measures such as
standardized testing.
One
of the most serious attendance problems facing schools, however, cannot
presently be addressed by the ACT NOW program – tardiness. Tardies have a
significant impact not only on the student who is late to class, but also upon
the other students in the class whose instruction is interrupted.
No
recommendation is offered at this time, as this modification is presented for
an initial study.
Mr. Jaeger confirmed for Mrs. Clymer that absences are cumulative throughout the school year. Additionally, for clarification, the unexcused absences that are at issue are concerning the ACT NOW truancy program.
Mr. Jaeger confirmed for Mrs. Clymer that the District does differentiate between excused & unexcused tardies. Furthermore, the permissible excuses for tardies and absences are very broad under Arizona law. He also confirmed that the change in this policy pertains to “unexcused” tardies. Dr. Barrabee suggested that this be more clearly identified to specify three unexcused tardies.
Dr. Barrabee: none
Ms. Clymer: The State Trust Lands Video being shown at a
future board meeting.
Mr. Grant: none
PUBLIC COMMENT
There were no public comments.
ADJOURNMENT
A motion
was made by Mrs. Clymer to adjourn the meeting. Mr. Grant seconded the
motion and passed unanimously. The time
was 7:57 p.m.
_________________________________
Respectfully submitted,
Margaret Harris
_________________________________ __________
Ms. Nancy Young Wright, President Date