Place, Date and Time of Meeting
701 West Wetmore Road, January 23, 2001, 5:30 p.m.

Board Members Present
Nancy Young Wright, Vice President/Clerk
Kent Barrabee, Member
Mike Prout, Member
Mary Schuh, Member

Board Member Absent
Dr. Kenneth Smith, President

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

Call to Order and Signing of Visitors Register

Nancy Young Wright called the meeting to order and asked members of the audience to sign the visitors register.

1. Motion to Recess Open Meeting and Hold an Executive Session
Ms Young Wright announced that the Board would recess open meeting and hold an executive session for:

A. Consideration and determination of appeals of long-term suspension hearing officer's decision, pursuant to A.R.S. § 15-843(A); B. Determination of whether to hold an expulsion hearing and designate a hearing officer to hear evidence, prepare a record and bring a recommendation to the Board, pursuant to A.R.S. § 15-843(F)(2); C. 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).

A motion was made by Dr. Barrabee, seconded by Mr. Prout and passed unanimously, that the Board recess into executive session for the above purposes. The time was 5:31 p.m.

Reconvening of Meeting and Signing of Visitors Register

Following the executive session, Ms. Young Wright reconvened the meeting at 7:23 p.m. and asked members of the audience to sign the visitors register. Procedures for addressing the Board were described.

Change of Agenda

Agenda items 6 and 7 were continued to a future meeting.

Pledge of Allegiance

Principal Anita Howard introduced Donaldson Elementary School students who produce the Good Morning broadcast: Dmitriy Goldman, Lilly Chapman, Ricardo Camacho, Joshua Hauth, Daniel Ryan Brown, and Joseph Burke. They led the Pledge of Allegiance to the Flag and were presented with certificates of commendation.

Monica Parker spoke in support of the dual-language program; Chris Yetman referred to the staffing of the new high school, requesting that the Board consider suspending the district transfer policy.

2. Announcement of Date and Place of Next Meeting
Ms. Young Wright announced the next regular meeting of the Governing Board: February 13, 2001, 7:00 p.m., at Wetmore Center, 701 West Wetmore. A special joint meeting with the Oro Valley Town Council will be held Monday, February 5, 7:00 p.m., in the Town Council Chambers of the Oro Valley Town Hall, 11000 North La Canada Drive, Oro Valley.

3. Recognition of Sock-It-To-Me Campaign
Rob Raine, Community Relations Director, reported that the Sock-It-To-Me Campaign has had another successful year, netting 8,840 pairs of socks, which will be distributed through the Clothing Bank to district families. District student and employee donations increased by 35.7% from the previous year. Divisions collecting the highest number of socks were recognized: Canyon del Oro High, Coronado K-8 (overall winner), Amphitheater Middle, Copper Creek Elementary. Jeff Lowery, Journeyman Carpenter, was recognized for overseeing the campaign.

Introduction
Dr. Balentine introduced newly appointed Nash Elementary School Principal Alice "Rusty" Farley. The Board welcomed Ms. Farley, and a short recess was taken.

4. Monthly High School Update
Construction Update
Construction Management Director Doug Aho presented an update on construction of Ironwood Ridge High School. The project is on schedule and within budget, at 82% completion. Paid out to date is $24,509,238.70; amount certified for the payout, $1,988.527.33; balance to finish, plus retainage, $5,347,761.27. Final completion is slated for July 16, 2001. Mr. Aho reported on the January 12, 2001 visit from the E.P.A. to check the Storm Water Pollution Prevention Plan, and milestones at this time. Mrs. Schuh inquired as to whether there would be a run-through for things such as air conditioning and equipment, to ensure that everything is in order before the opening of school. Mr. Aho replied that all systems/items would be tested prior to substantial completion, beginning within the next few weeks, as each building comes on line.

Dr. Frey reported that of the original $500,000 contingency authorization, there was a remaining balance of $371,907. There are pending change orders going back and forth between the contractor and the architect, primarily over the amount of money being charged or credited to the district for changes. She stated they are confident they will be able to return some of the contingency allowance back to the district at the conclusion of the project.

Dr. Frey reported they are ordering equipment that will be owner-furnished but contractor-installed.

All of the major items have been bid; they are holding on some of the ordering so delivery of the equipment will coincide with the best time for installation. Dr. Frey's office and School Operations are working closely together in order to have the necessary furniture, equipment and other materials ready for the start of the school.

B. Program Update
Dr. Hooley reported that the Mascot, Colors and Naming Committee had selected the Nighthawks as the mascot for Ironwood Ridge High School. The Curriculum Committee, in preparation for spring registration for the 2001-02 school year, had finalized the course description catalogues. The committee will also continue to plan the four-year course offerings for the school. Dr. Hooley described the principal search that is underway. A recommendation will be made to the Governing Board at its February 13 meeting. Another round of parent/student meetings begins this month to provide updates to the community and answer questions. The Communications and Events Committee is making preliminary plans for a gathering of students and parents at the site in April. Dr. Hooley provided details on the obtaining of furniture, fixtures, and equipment.

5. Review of La Cholla Widening
Information was presented to the Governing Board regarding the status of the La Cholla Widening Project and the Governing Board's requests to the Pima County Board of Supervisors related to Donaldson Elementary that are associated with this project.

Dr. Frey reported that July 1 of last year the Governing Board sent a letter to the Clerk of the Board of Supervisors, expressing several concerns and issues the Board would like to have considered in the widening of La Cholla. She reported on the status of each of the concerns raised in the letter.

Connie McCullow, district representative to the Community Advisory Committee (CAC), provided an update on additional activities related to the widening of La Cholla. All efforts are being made to have construction done during the summer months when school is not in session. Ms. McCullow noted that Brooks Keenan's letter of January 18, 2001, indicated that the county has agreed to provide technical assistance for conceptual planning for the Donaldson parking and pickup/dropoff areas. She referred to a list of items that need to be addressed in the near future, and invited interested and knowledgeable parties to participate in this process. She noted Mr. Keenan's offer to help in these areas and suggested, if the Board wished a more s pecific commitment from the county, that a further letter requesting that might be in order. The Board expressed its appreciation for Ms. McCullow's and other's help in this matter.

Mrs. Schuh expressed concern for the appropriateness of the sound wall and art work that will be placed in the Donaldson area. A letter will be sent to the county from Board President Smith, requesting further clarification.

Dr. Frey responded to concerns about the dropoff/pickup area. She stated that the Governing Board had previously approved certain engineers to use for building renewal projects; one of those engineers is a civil engineer. After our needs/problems have been identified in the next couple weeks, the district's civil engineer could be brought on board to acquaint him with the problems prior to getting together with the project engineers

Diana Boros, member of the CAC, spoke of the district's relationship with the county, expressing concerns regarding speed limits and environmental issues, and emphasizing the importance of continued involvement in this matter. Ms. Boros recommended that the Board have representation on the second CAC for the purpose of Walker Elementary issues that would be coming up.

Mrs. Schuh commented on item F, reading into the record a letter from Solveig H. Rhodes, requesting the Board to rescind her early retirement and thanking the Board for positive changes in the district. Mr. Prout requested discussion on items H.i.i. and M.

A motion was made by Ms. Schuh to approve A -G, I - L, and N-Q. The motion was seconded by Dr. Barrabee and passed unanimously. Appointment of personnel is effective, provided all district, state and federal requirements are met.

A. Approval of Minutes Minutes of the January 9, 2000, May 9, 2000 and April 25, 2000 Governing Board meetings 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 Certified and classified personnel were granted leaves of absence, as listed in Exhibit 3. E. Separation(s) and Termination(s) Certified and classified personnel separations were approved, as listed in Exhibit 4. F. Request to Rescind Early Retirement Prior To Effective Date On August 22, 2000, the Governing Board approved the request of Solveig Rhodes, Cross Middle School teacher, for early retirement with special benefits. The Board approved Ms. Rhodes' request to rescind her request prior to the effective date of her early retirement, which was to be effective at the end of the 2000-01 school year. G. Approval of Board Designated Evaluators In accordance with Arizona Revised Statute 15-537 and District Regulation GCO, a school district's governing board authorizes individuals to evaluate certified staff. Each year the Career Ladder Department trains evaluators in the Amphitheater Teacher Performance Evaluation System (ATPES); the training includes data collection, analysis and calibration on district ratings, videotaped lessons, reliability, and coaching strategies. The Board approved designated evaluators. (Attachment A lists individuals who are newly trained to evaluate and participate in the evaluation process of certified staff; Attachment B lists current approved evaluators.) H. Review and Approval of Grants In accordance with Board Policy DD, the Board reviews all grants procured by the District. The following were submitted: i.) AZTEC Grant – The Arizona Teacher Education Coalition This grant is a partnership with the three Regents' Universities in the state of Arizona, local community colleges, and partner school districts to provide coherent and consistent teacher preparation experiences in science and mathematics. The grant is funded for $13.5 million over the next five years. Amphitheater Public Schools will receive approximately $42,000 each year to pay for supplies and materials, conferences, and release days for mentors and for new teachers, along with technology support. i.i.) REACH Grant – State Grant for Gifted Education Each year the state of Arizona provides funding to assist school districts with the delivery of services to gifted students. The grant is typically between $20,000 and $26,000. These monies pay for supplies and materials, equipment, conferences, and stipends for teachers for summer work. This year the District received $22,179. Mr. Prout stated he had no problem with approving the REACH Grant, but expressed concern over the cost of the REACH program. He brought to the Board's attention prior communication from the Superintendent, indicating that the REACH program costs the district in excess of half a million dollars a year, yet the state provides only about $25,000. He stated this should at least be acknowledged when the Board accepted the grant. He noted that statute specifies that a gifted children's program must be provided, and asked that the Board at some future date address this discrepancy between the amount of money provided by the state under the partially-funded mandate and the actual cost to the district. He noted that in some schools more than 20% of the students are classified as gifted, and stated it is hard to believe that that was the intention of the gifted legislation, to provide programs for one-fifth of the children in the district. Dr. Balentine responded that next year the administration could do an inventory of various program models and related costs, which the Board could review and perhaps make some adjustments to for the following year. Ms. Young Wright stated that the district needs to be very careful in preserving the quality program it has for gifted children. She spoke of the problem of receiving unfunded mandates from the state. Dr. Barrabee spoke of the larger problem associated with the cost of special programs relative to the budget limitations placed upon districts by the state; this is not limited to the gifted area, but occurs in other programs such as special education. i.i.i) Priority Programs (State Vocational Block Grant) Each year the state of Arizona allocates federal funds to school districts to support Vocational Education Programs in our schools. Funding for this grant is based on the careful reporting of vocational data to the state. The priority grant bases its funding on both the numbers of students and the types of programs the district offers. Money from this grant is used to support all vocational programs. The funding is used for supplies and materials, capital purchases, conferences and equipment upgrades. This year the district was awarded $134,842.01. A motion was made by Mrs. Schuh to approve item H. The motion was seconded by Mr. Prout and passed unanimously. I. Approval of Novell's School License Agreement for Primary and Secondary Education Board book information: Novell's School License Agreement for Primary and Secondary Education (SLA) will provide an enterprise (across the board) solution to the functionality of the district's core infrastructure. Novell, Inc. is a leading provider of Net services software. This SLA base package, consisting of Netware 5.1 Operating System, ZENworks for Desktops, and Border Manager, is necessary as we upgrade file servers and network operating systems across the district. They all integrate with the Novell Directory Services, on which our current infrastructure is based. The district currently uses the Novell Netware product as the district's network operating system. As we purchase additional computers, we must accommodate the inventory of licenses. To accommodate compatibility issues in upgrading our server pool, we need to move up to Netware's current version, 5.1. ZENworks is the desktop management package; it installs and verifies the delivery of software packages to include anti-virus software. Border Manager offers a comprehensive Internet security protection package, to include a firewall proxy. The base package, comprised of three products, is calculated at $2.00 per student, for a total cost of $33,840.00. Novel, Inc has provided a sole source letter. Two other vendors were contacted and this information confirmed. The Board approved the agreement. J. Call for Bids: Replacement of HVAC Units at Various Sites Board book information: Many HVAC units have reached the end of their life cycles and require replacement. Twelve years is usually the normal life span of certain units, and many of the district's units are 20 years old. HVAC equipment will be replaced at the following sites: Amphitheater High, Amphitheater Middle, Canyon del Oro High, Cross Middle, Donaldson Elementary and Mesa Verde Elementary. Repairs will be made to a unit at Harelson Elementary. Building renewal funds will be used for these projects. The Board approved the call for bids. K. Call for Bids: Hardware Replacement at Amphitheater High School Board book information: Old and worn-out locks and exit devices need to be replaced at Amphitheater High. Many of the doors are from the original construction. Building renewal funds will be used for this project. The Board approved the call for bids. L. Call for Bids: Hardware Replacement at Donaldson Elementary School Board book information: Old and worn-out locks and exit devices need to be replaced at Donaldson Elementary. Building renewal funds will be used for this project. The Board approved the call for bids. M. Call for Bids: Security Fencing at Various Sites Board book information: Security fencing will be added or replaced at the following sites: Amphitheater Middle, Cross Middle, Coronado K-8; Donaldson, Harelson, Holaway, Keeling, Nash, and Walker elementary schools. Building renewal funds will be used for the security fencing. Facilities Support Services will fund security fencing at Wetmore. In response to Board inquiry, Dr. Frey responded that the security fencing at Amphitheater Middle is the first project listed. A motion was made by Mrs. Schuh to approve item M for security fencing. The motion was seconded by Mr. Prout and passed unanimously. N. Call for Bids: Track Improvements at Canyon del Oro High School Board book information: The track at Canyon del Oro needs to be replaced. Additionally, drainage problems need to be corrected to prevent deterioration of the new track surface. The engineer for this project is R.S. Engineering. Building renewal funds will be used for this project. The Board approved the call for bids. O. Out-of-State Travel Out-of-state travel was approved (source of funding indicated): Nancy Lyon, Keeling Elementary, and Brenda Jackson, Rio Vista Elementary, to attend the Success for All Conference in California in February (Title I funds); Melva Lundy, Canyon del Oro High, to attend the Volleyball Clinic in California in January (CDO, registration; additional expenses assumed by Ms. Lundy). P. Acceptance of Gifts Donations were accepted by the Governing Board, as listed in Exhibit 5. Q. Approval of Vouchers The following vouchers were approved as presented and payment authorized: Vo.973 $173,613.62 Vo.974 $238,692.45 Vo. 975 $153,516.87 Vo. 976 $14,315.16 Vo. 977 $82,038.11 Vo. 978 $128,519.53

6. Adoption of 2001-2002 Calendars
Ms. Young Wright noted that this agenda item was continued at the request of Amphitheater Education Association so they could have time to confer with staff on calendar issues. She noted that there were no changes proposed in the calendar format for the next school year.

7. Study of Revisions to Governing Board Policy DJE and Administrative Regulation DJE-R Regarding Bidding/Purchasing Procedures and Emergency Purchases
This item was continued until a time when the President would be present.

8. Fiscal Year 2001-2002 Budget Development Process
Mr. Bassford, Interim Finance Director, provided for the Board's review the anticipated process and time lines for developing the fiscal year 2001-02 expenditure budget. The Board and Superintendent expressed appreciation to Mr. Bassford for his years with the district, and his dedication as Interim Finance Director.

John Lewandowski, Amphitheater Education Association President, stated that there is no place for staff input in the budgeting process other than for site and central-office administrators, and asked that next year, starting earlier, there be input from the front-line district staff. Dr. Balentine will identify various avenues by which this can be publicized, thereby gaining input beyond department meetings and site meetings. Ms. Young Wright suggested that input could occur through the newsletter or list serve; suggestions could also be made directly to Dr. Balentine and Board members.

Hank Rowe emphasized the need for employee input into the budget, and asked for acknowledgement that 301 should be considered separately outside of the negotiations package. He expressed his regret that the Budget Advisory Committee did not continue this year. Mrs. Schuh responded that the BAC went out of existence because it is against statute for a governing board to have a standing committee; once it has met its purpose, it must dissolve. Chris Yetman spoke of the need to resolve the "syndrome teachers" issue.

9. Study of Revisions to District Regulation GCB-R Regarding Authorization to Sign Employee Contracts
Dr. Balentine noted that this was the first reading of District Regulation GCB-R, which presently assigns authority to sign contracts to the Director of Human Resources or such other person as the Superinten-dent may designate. At Board members' request that authorization to sign contracts be changed to have Board members sign all contracts, a policy revision had been prepared. She noted that the regulation speaks mainly to administrative personnel, but is related to all employment contracts. Mr. Jaeger stated that the subtitle "Administrative Personnel" would be deleted, leaving the title as "Professional Contracts."

Dr. Balentine pointed out that the regulation would require Board members to sign two thousand contracts. Ms. Young Wright suggested, for clarify, splitting it into two regulations so it might be handled better.

Mr. Jaeger clarified that the district provides two-year contracts for principals. The law actually allows for up to three-year contracts for superintendents and principals (not assistant superintendents or assistant principals); it is permissive but not mandatory.

Mr. Jaeger spoke of the main change the Board was considering: The section Authorization to Sign currently provides that "The Director of Human Resources, or such other person as the Superintendent may designate, is hereby delegated the authority to execute teacher contracts that have been approved by the Governing Board." The proposed change before the Board was "The Governing Board will sign all contracts that it has approved." Ms. Young Wright spoke regarding checking of contracts for accuracy. The item will be brought back to the Board in the near future.

10. Request for Proposals for Extended Learning and Child Care Programs
Board book information indicated that the Governing Board would discuss a Request for Proposals (RFP) for Extended Learning and Child Care Programs to provide supervised before- and after-school child care/play/learning programs, preschool programs, intersession classes, and summer school classes.

Dr. Balentine stated that in developing the RFP, a great deal of time had been spent trying to identify all of the various ancillary programs currently in the district and developing specific language about our expectations for those programs and the provider. The agenda item was for study and input.

Dr. Frey stated she believed the Board would be justified in using written proposals for this particular set of services. She reviewed the proposed Request for Proposals for Extended Learning and Child Care Programs.

Mrs. Schuh asked whose policies govern those operating on district campuses. Mr. Jaeger replied that there is currently no formal agreement that addresses existing relationships. The draft RFP clarifies that there is not an agency relationship, employment relationship, or joint-venture relationship between the district and whoever the vendor might be, such that we hold any responsibility under the law for their actions. The district would need to determine what important things it wishes to control and what things it wants to leave to a vendor to decide in how to run its business.

In discussion, Mr. Jaeger spoke of the regulations that specifically apply to the operators of day-care centers and facilities, including fingerprinting requirements and employment laws regarding employment age.

Mr. Prout suggested that weighted grading be utilized in evaluation of the components of the RFP's. He spoke of the need for more than $1 million comprehensive liability insurance coverage, and questioned the hold-harmless clause. Mr. Prout expressed concern regarding the use of taxpayers' facilities by a provider producing its own revenue/profit, and of the program being self-selecting.

Mrs. Schuh asked, for comparative purposes, that information be obtained from towns/school districts regarding financial arrangements with similar providers. Ms. Young Wright suggested that No. 1 under Program Requirements read, "Programs may be offered at all district schools" instead of "will." She also suggested the need to require employees to follow the district's dress code. Other suggestions included specifics regarding playground maintenance/standards, providers' names of the board of directors, incorporation papers and bylaws; scope/funding of scholarship program; food service/quality of food. Mr. Prout spoke of focusing on academics in the programs.

Mr. Prout: Further discussion of comments made earlier in the evening regarding turnover of CDO math teachers.

Dr. Barrabee: Explore concerns expressed by Chris Yetman earlier in the meeting. Dr. Balentine noted this would be addressed in negotiations.

Mrs. Schuh: Address electricity problems, increased gas/water rates. Mrs. Schuh also inquired about receipt of letter of transfer and audit from the district's auditor. Dr. Balentine stated that the auditor is concluding their work, and a final report should be received by the end of the month.

Mr. Prout: Agendize AIMS failure remediation.

There were no public comments.

A motion was made by Mrs. Schuh, seconded by Dr. Barrabee and passed unanimously, that the meeting be adjourned. The time was 11:00 p.m.

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