MINUTES OF REGULAR PUBLIC MEETING OF GOVERNING BOARD
Place, Date and Time of Meeting
701 West Wetmore Road, February 27, 2001, 6:03 p.m.
Board Members Present
Dr. Kenneth Smith, President
Nancy Young Wright, Vice President/Clerk
Kent Barrabee, Member
Mike Prout, Member
Mary Schuh, Member
Central Administrators Present
Dr. Vicki M. Balentine, Superintendent
Dr. Katie M. Frey, Associate Superintendent
Dr. Richard Hooley, Associate Superintendent
Todd A. Jaeger, J.D., Associate to Superintendent and General Counsel
Constance Cigliana, Director of Finance
Call to Order and Signing of Visitors Register
Dr. Kenneth Smith called the meeting to order.
1. Motion to Recess Open Meeting and Hold an Executive Session
Dr. Smith announced that the Board would recess open meeting and hold an executive session
for:
| A. Discussion and Consultation with Representatives of the Governing Board Regarding Negotiations with Employee Organizations Regarding Salaries, Salary Schedules, or Compensation, Pursuant to A.R.S. § 38-431.03(A)(5) Regarding Certificated Employee Negotiations for 2001-2002 Contract Year. |
A motion was made by Ms. Young Wright, seconded by Dr. Barrabee, and passed unanimously, that the Board recess into executive session. The time was 6:04 p.m.
Reconvening of Meeting and Signing of Visitors Register
Following the executive session, Dr. Smith reconvened the meeting at 7:12 p.m., and asked members of the audience to sign the visitors register. Procedures for addressing the Board were described.
Pledge of Allegiance
Principal Rayahn Horn introduced Prince Elementary School students Janessa Aranda, Adam Hicks, Britnee Collins, Shelby Herrera, Darlynn Rojo-Wissar, and Vanessa Lozano. They led the Pledge of Allegiance to the Flag and were presented with certificates of commendation.
Darlene Brooks, Penny Jaffe and Martha de Garza commented on the high standards of the CEP program, concerns about the bidding process that might result in higher fees and lower standards, the importance of the program for the working mother, and asked that the Board not make any changes to the programs. Upon request for review by Dr. Smith, Dr. Balentine replied that an RFP (Request for Proposals) was being prepared for submission to providers for review.
2. Announcement of Date and Place of Next Meeting
Dr. Smith announced the next regular meeting of the Governing Board: March 13, 2001,
7:00 p.m., at Wetmore Center, 701 West Wetmore.
3. Monthly New High School Update
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A. Construction Update Construction Management Director Doug Aho presented an update on construction at the Ironwood Ridge High School. Total paid out to date is $26,694,391.06; amount certified for the past payout is $1,218,450.31; balance to finish, plus retainage is $3,162,608.94. The project is within budget, on schedule and 89% completed. The water system was inspected and accepted by Tucson Water Department; water samples submitted to the State Health Department met water quality standards. Milestones were presented and pictures depicting degree of completion shown. Dr. Frey reported that they are ready to beginning staffing and have projections for the next three years. The projections were based on estimated population growth and projected needs at the new high school, less the reduced costs at CDO. There are three categories of staff: those assigned directly to the school (estimated cost $1,130.822.50, including employer paid benefits), addendums to run the extra curriculum programs ($121,155.75), and accommodation for the various district support departments ($307,729.32), for a total first year staffing cost of $1.5 million. ($107,000 of the support costs will be paid for by Food Services.) Transportation costs will increase based on mileage counts from this year. Year two will require an additional $78,000 in site-based staffing, an additional $75,000 in addendums, and $275,000 for support programs, for a total of $381,000. In year three, additional site staffing costs will add another $98,000. Annual estimated utilities are $354,590. Ms. Young Wright asked for a copy of this information to use when talking to individuals and lawmakers to show that construction costs are only a portion of the costs in opening a new school. Mrs. Schuh questioned the utility costs and where they would be budgeted. Dr. Frey replied that since the passage of Proposition 301, no new utility costs could be added to the excess utility fund and these additional costs will have to come from the operating budget.
B. Program Update Ms. Young Wright asked if Mr. Aho was aware of the number of people who would like to visit the site when convenient. Dr. Balentine replied that a tour was scheduled for March 8 at 3:30 p.m. Mr. Prout inquired concerning the traditions that will be instilled at the new high school, what the culture will be and of the opportunities that will be available to the new school. Dr. Hooley replied that most of the work of the Core Team has been focused on the curriculum and what graduates should look like. Much of the tradition-building will take place in the first year, with everyone having input and working to form the traditions. |
4. Review of District Vehicle Use and Sale of Surplus Sedans
Dr. Frey stated that in the 1999-2000 school year the cost of maintaining a district vehicle
was $.12 per mile compared to the reimbursement cost of $.31 for use of personal vehicles.
Schools are no longer assigned a vehicle, with the exception of Coronado. The district
liability insurance does cover personal vehicles used for district transportation of students,
and the district, by law, must reimburse any employee for use of a private vehicle while
conducting district business. Because vehicles are no longer assigned to schools,
consideration may be given to the potential for disposal of the sedans. Options presented
included: continuing as before, with vehicles always being available; auctioning the vehicles
(which do not normally sell at market value); or assigning vehicles to individuals who
regularly travel between school sites, which would save having to reimburse individuals at the
rate of $.31 per mile. (Revenue from the sale of vehicles goes back against the tax rate and
the money cannot be used to purchase other items.)
Mr. Prout asked how many vehicles are surplus at this time and how one would assign vehicles to individuals who travel between sites. Dr. Frey replied that to assure a sedan would be available as needed, there would be approximately eight vehicles that might be considered excess. Dr. Frey suggested that assignment could be done on a 24-hour basis, or on a daily basis, which would mean returning it to a secure site or Transportation at the end of the day.
Ms. Young Wright asked if the $.12 per mile included all costs. Dr. Frey replied that it did not cover depreciation or insurance, it was only the fuel and maintenance costs. Ms. Young Wright suggested that the total cost per mile would be more helpful in determining the costs and comparison of costs, and also questioned if auction was the only way to dispose of excess property. Mr. Jaeger replied that the law states property must be disposed of by auction, and whatever the auction brings is considered the market value; however, minimums can be established. This item will be reviewed again as total year costs and data are available.
5. Update on Staff Dress Code
Board book information: The current policy for staff dress, GBEBA, states, "The requirements
for the student dress code of the District and/or school shall be observed by certificated
employees." Appropriate teacher attire and role-modeling for students are discussed at New
Teacher Orientation. Each school and department has the option of further defining staff dress
codes for its particular needs. Certain District departments have instituted uniforms as part
of their dress codes, such as grounds-keepers. Some sites have allowed casual-Friday dress;
this means that dress must still be clean, appropriate and free from offensive verbiage.
Mr. Prout asked why there was no dress code for staff other than certificated staff. Dr. Smith replied that the issue was under negotiation at this time. Ms. Young Wright noted that staff is free to wear their own personal religious emblem, by policy. Audience member Hank Rowe reiterated that this item is presently in negotiations.
6. Report on Utilities Use and Conservation Efforts/Utilities Deregulation
Dr. Frey commended Larry Hansman, Building Systems Manager, for his work on conservation of
energy, stating that much of the success of the program is directly related to his expertise
in this area.
Dr. Frey reported that conservation measures that have been implemented to date are: rate changes for energy, demand charges, lighting efficiency, thermostat settings, daylighting systems, HVAC replace-ment, and new construction planning. The water bill has increased 6.46% this year, a result of the addition of Painted Sky Elementary School; natural gas costs increased 23%, a result of a rate increase and Painted Sky; and phone costs have increased 1.57%, a result of Painted Sky. However, electric costs have been reduced 9.37%. This reduction will help to pay for the increased costs that will be associated with Ironwood Ridge High School when it opens. Additional energy-saving measures for consideration could include: more schools with computerized HVAC controls; coordinated custodial cleaning schedule; summer team cleaning schedules, which would mean a school could be cleaned and then the utilities could be turned off; time-clock adjustments; limited weekend HVAC operations; special program scheduling; new product investigation; modified electricity use when negotiating IGA's and reduced parking-lot lights when events are not being staged.
Mrs. Schuh asked that item G be removed and discussed separately; Mr. Prout requested that items B, H, I, and M be discussed separately. A motion was made by Mrs. Schuh, seconded by Ms. Young Wright and passed unanimously, to approve consent agenda items A-M with the exception of items B, G, H, I and M, concluding with Approval of Release and Settlement Agreement with Armstrong Flooring. Appointment of personnel is effective, provided all district, state and federal requirements are met.
| A. Approval of Minutes Minutes of the April 3, 2000 Governing Board meeting were approved.
B. Appointment of Personnel A motion was made by Mr. Prout, seconded by Dr. Barrabee and passed unanimously, to approve item B. Certified and classified personnel were appointed, as listed in Exhibit 1.
C. Personnel Changes
D. Leave(s) of Absence
E. Separation(s) and Termination(s)
F. Requests for Waiver of Graduation Requirement
G. Textbooks for Display
It was the recommendation of the administration that the textbooks be officially placed on display by the Governing Board as of February 27, 2001. Mrs. Schuh questioned the different standards, Fry and Spache, used to judge the textbooks at the high schools. Dr. Balentine replied that in general, the companies offer readability information that is valid. In reference to the costs, Dr. Hooley replied that schools are allocated a certain amount for textbooks and the principal also has capital money that can be used for textbooks. Each school is expected to keep within its budget. Mrs. Schuh asked if this came under procurement rules, and Dr. Balentine replied that the selection process does meet the requirement. A motion was made by Ms Schuh, seconded by Ms. Young Wright and passed unanimously, to approve the recommendation of the administration.
H. Approval of Courses for Inservice Salary Credit It was the recommendation of the administration that the listed courses be approved, and when combined to make 15 hours of class time, these will be worth one unit of inservice salary credit. Mr. Prout requested an explanation of C.H.O.I.C.E.S., and asked that in the future more definition be provided in the description of courses. Dr. Hooley responded it was a special education program for a particularly handicapped group of students. A motion was made by Mr. Prout, seconded by Ms. Young Wright and approved unanimously, to approve the recommendation of the administration.
I. Out-of-State Travel Mr. Prout questioned the travel of Linda Haller with special education funds when funds from the operating budget are supplementing special education. Dr. Balentine stated that the travel was being made with department funds, and Ms. Haller's travel would not increase travel above the allocation that was implemented in July. A motion was made by Mr. Prout, seconded Ms. Young Wright and passed unanimously, to approve travel as stated above.
J. Acceptance of Gifts
K. Approval of Vouchers
L. Review and Approval of 1.1 Learn and Serve Arizona Project Grant
M. Approval of Release and Settlement Agreement with Armstrong Flooring The administration recommended that the Board approve the terms of the release and settlement as presented. Mr. Prout questioned giving up 50% of the warranty. Mr. Jaeger stated that since the agreement has not yet been approved, to divulge matters could affect any continuing negotiations and should be discussed in executive session. Ms. Young Wright asked about the time frame when the seams began to rip on the flooring; Mr. Jaeger stated that it was in a very short period of time, a matter of months. Mrs. Schuh asked when the flooring was installed, to which Mr. Jaeger replied that it was approximately three years ago. A motion was made by Mrs. Schuh, seconded by Mr. Prout and passed unanimously, to approve the recommendation of the administration. |
The Board took a 10-minute recess. The time was 9:15 p.m.
7. Prioritized Budget Requests for the Fiscal Year 2001-2002 Budget
Dr. Balentine emphasized that the district was in the beginning phases of planning a budget for
the 2001-2002 school year. The items presented represented only a projected budget, as the
legislature has not completed its final deliberations.
Constance Cigliana, Director of Finance, provided a forecast showing a Maintenance & Operations budget capacity of $61,275,709.00, with projected expenditures to continue the current programs of $60,784,535.91, leaving a projected ending budget balance of $481,173.09. Additional revenue for projected enrollment growth would be $592,884.29, providing a projected ending balance of $1,084,057.38 for additional expenses. She noted that employee compensation increases had not been determined at this time so no amount was available. She also noted that the district would need between $1.2 to $1.8 million in start-up costs for Ironwood Ridge High School, and projected increases in insurance benefits premium could be $932,527.
Dr. Balentine reminded the Board that this was only a forecast and the numbers listed were not intended as recommendations, only options the Board could consider.
Ms. Young Wright welcomed Constance Cigliana as the new Director of Finance.
Ms. Cigliana offered suggested items in developing the budget priorities as follows: Category A, employee compensation, benefits maintenance, new high school staffing, district facilities support staff, behavior intervention monitors, technology helpdesk/trainer, and under Capital, an electronic timekeeping system; Category B, increase to school supply budgets, increase in middle school site staff, recruitment efforts and additional accountant; Category C, YMCA camp, computer repair technician, mechanic for transportation, irrigation mechanic, carpenter, and locksmith, and under Capital, increase for textbooks.
Dr. Smith questioned the 150% increase in the YMCA camp. Dr. Hooley responded, saying that the increase is due to the camp rather than the district now supplying the food services, raising the cost from $10 per child/per day to $25 per child/per day, with a total cost of approximately $44,000. He added that students do raise some of the money to defray costs. A discussion on the value of the Camp experience ensued. Board members asked Dr. Balentine to provide additional cost information in the future.
Mr. Prout asked why the increase in middle-school staff. Dr. Hooley explained that in the elementary schools, the students are divided by the appropriate number in the classroom to determine the number of teachers needed for the year. Art, music and P.E. are added to that count. In the middle schools, no electives are added to teacher staffing. Even though more staff is granted in the middle school (pupil-to-teacher ratio), it is not enough to cover the electives sufficiently.
Mr. Prout questioned the behavior intervention monitor. Dr. Balentine responded, stating that in order to comply with federal regulation, these monitors would now have to be at every site. Dr. Hooley clarified that the monitor is a classified position.
Mrs. Schuh asked if personnel who had not had training in Pentamation could be held responsible for mistakes made in using the software during the course of their duties. Dr. Balentine replied that because of the recognized need to train new staff as well as many of the present classified staff, this was included as a priority. The training will begin with the administrative staff. Dr. Smith also noted that a proposal for training has to be sent to the Attorney General's office for its concurrence.
Ms. Young Wright requested that more definition be provided, under facilities support staff, as to what the new positions would be. Mr. Prout requested a cost comparison on the new positions of computer repair, mechanic for transportation, irrigation mechanic, carpenter and locksmith, if these positions are now out-sourced.
Peggy Woods listed what she felt should be the priorities for the budget process, that teacher compensation should be a prime priority; Casey Smythe asked that the Board consider using any additional funds to fund teacher salaries for experienced teachers, and consider an override; Hank Rowe expressed his concern over budget priorities and the high administration costs; Cheryl Lockhart spoke about the lack of applicants for open teaching positions; Hector Melendez expressed his personal feelings for teaching and the lack of monetary rewards; and Fran Samuel asked the Board to remember that teachers are professionals and to look carefully at the budget.
Dr. Balentine explained the $1.6 million overage of administration costs reported by the Joint Legislative Budget Committee was for the school year 1998-99 and, of those monies, approximately $860,000 was part of early retirement, $400,000 was included in budget cuts that were accomplished last summer, and the remaining amount was for support staff, including crossing guards, that were inappropriately categorized and not part of what should have been delineated as administration.
8. Approval of Revisions to Governing Board Policy DJE and Administrative Regulation DJE-R
Regarding Bidding/Purchasing Procedures and Emergency Purchases
Board book information: Governing Board Policy vests authority for purchasing, contracting,
competitive bidding and related matters with the Superintendent, requiring that the same be
conducted in accordance with Arizona school district procurement rules.
Administrative Regulation DJE-R describes in some details the administrative procedures for bidding and purchasing. The regulation includes a section on "Emergency Purchases." Provision for emergency purchases is also found in the Arizona school district procurement rules found in the Arizona Administrative Code.
The Board has previously studied revisions on December 12, 2000 and February 13, 2001. A new revision had been made to reflect that the Superintendent may declare an emergency, but shall report the same to the board as quickly as possible.
The administration recommended approval of this item.
Dr. Balentine suggested the following amendments to the proposed Policy DJE: Under Emergency Purchases, the second sentence to read "In such emergencies, declared by the Superintendent in consultation with the Board President or any other Board member, . . .", and the third sentence to read "When possible, an emergency meeting of the Governing Board shall . . ."
A motion was made by Ms. Young Wright, seconded by Mr. Prout and passed unanimously, to approve the recommendation of the administration with the changes noted above.
Mr. Prout: Development of a Board Policy that would give firm guidance on how an item can be pulled from the agenda once it has been agendized; and addressing the override issue as an informational item.
Mrs. Schuh: Review of textbooks and reading levels.
Ms. Young Wright: Policy on the acceptance of gifts by the district or Board members.
There were no public comments. Dr. Smith announced that he was applying the three-minute time limit to everyone, as required by Board policy, and apologized if anyone was offended.
A motion was made by Mrs. Schuh, seconded by Mr. Prout and passed unanimously, that the meeting be adjourned. The time was 10:52 p.m.