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, July 8, 2003, 6:30
p.m.
Board Members Present
Nancy Young Wright,
President
Dr. Kent Barrabee, Vice President/Clerk
Jeff Grant, Member
Mike Prout, Member
Board Member Absent
Patty Clymer, Member
Central
Administrators Present
Dr. Vicki McLeod
Balentine, Superintendent
Todd A. Jaeger, J.D.,
Associate to Superintendent and General Counsel
Patrick Nelson,
Associate Superintendent
Constance Cigliana,
Chief Financial Officer
Ms. Young Wright called the meeting to order at 6:32 p.m.
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
items A – G, as shown:
A.
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);
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.
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);
D.
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);
E.
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);
F.
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);
G.
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)
A motion was made by Mr. Prout, seconded by Mr. Grant and passed unanimously, 4-0, that the Board recess into executive session per the Agenda. The time was 6:33 p.m.
CONTINUATION OF
OPEN MEETING
Reconvening of Open Meeting and Signing of
Visitors’ Register
Following executive session, Ms. Young Wright 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
PUBLIC COMMENT
Mr. Wayne Johnson addressed the Governing Board regarding a
personnel issue.
2. Announcement of Date and Place of Next
Regular Governing Board Meeting
Ms. Young Wright announced the next regular meeting of the
Governing Board: Tuesday, August 12
2003, 7:00 p.m., at Wetmore Center, 701 West Wetmore.
CONSENT AGENDA
A motion was made by Dr. Barrabee to approve consent agenda
items A - N. The motion was seconded by
Mr. Grant and passed unanimously, 4-0.
Appointment of personnel is effective, provided all district, state and
federal requirements are met.
A. Approval of
Minutes of Previous Meeting
Minutes of the June
24, 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.
Award
of Contract Workers Compensation Insurance Based Upon Responses to Request for
Bid 02-0071
Board Book Information: Arizona law requires the Amphitheater
District to purchase Workers’ Compensation and Employers Liability
Insurance. Request for Bid 02-0071,
Worker’s Compensation Insurance, was mailed to thirteen vendors. Two vendors responded with quotes, SCF of
Arizona and Mueller & Associates, Inc.
The quote from Mueller & Associates offered a premium
lower than SCF of Arizona. Mueller
& Associates offered a 17% annual rate discount if the District would
implement a $2,500.00 deductible for each medical and indemnity claim
paid. Mueller & Associates provided
an example based on claims submitted between July 7, 2002 and April 30,
2003. With a $2,500.00 deductible the
District’s “out of pocket expense” averaged for a twelve-month period would be
$63,695.99. Adding this amount to the
Mueller & Associates quote of $391,767.00 is $455,462.99 or $3,778.01 less
than the SCF of Arizona quote of $459,241.00.
The considerable expense, which would be incurred during a period of
higher claims due to deductible costs, precludes he District from accepting the
Mueller & Associates quote. The
difference in cost between the two vendors is less than one percent. The quote from SCF of Arizona removes the
unknown of future deductible costs.
Finally, SCF of Arizona will return annually dividends, (funds) back to
the District if a low loss ratio is experienced. For 2000-01 fiscal year, this refund was $14,439.00.
The Board approved the award of contract, Bid 02-0071, to SCF of Arizona for Worker’s Compensation Insurance for
fiscal year 2003-2004; may be renewed annually up to four additional one-year
periods.
G. Award of
Contract Coffee & Coffee Machines Service Based Upon Responses to Request
for Bid 02-0073
Board Book Information: The
Amphitheater Food Service Department annually purchases four types of coffee;
Cappuccino Mocha Flavored, (90 lbs.), French Vanilla Flavored, (96 lbs.),
Ground Regular, (515 lbs.) and Decaffeinated, (116 lbs.). Request for Bid
02-0073 for Coffee & Coffee Machine Service was mailed June 6, 2003 to six
food service companies. Two responses were received; Farmer Brothers Coffee
Company and Tucson, Tomdra Vending Company.
The successful vendor must also furnish and maintain up to 50 each
coffee machines covering 25 District locations. The cost for the coffee
machines and service is included in the price paid per pound for coffee. New
machines are installed at each location on bid award and replacement machines
if required will also be new.
Karen Martin, Director Food
Service evaluated the responses.
Coffee, Cappuccino Tomdra
6/2# at $46.50 cs. X 2 = $93.00
Farmer
12/2# at $73.44 cs. = $73.44
Coffee, French Tomdra 6/2# at $46.50 cs. X 2 = $93.00
Farmer
12/2# at $73.44 cs. = $73.00
Coffee, Ground Regular Tomdra
at $15.00#
Farmer at $2.62# (a substantial
difference)
Coffee, Decaffeinated Tomdra at $30.00 cs.
Farmer at $20.55 cs.
The Board approved the award of contract, Bid 02-0073, to Farmer Brothers for Coffee and Coffee Machines’ Service
for fiscal year 2003-2004; may be extended for up to four one-year periods on
mutual agreement of both parties.
H. Approval of Textbooks for Adoption
The Board approved the following
textbooks, which had been on display to the public for 60 days, in accordance
with Section §15-721 of the Arizona Revised Statutes:
TEXTBOOK: Intro to Business
Publisher: South-Western
Author: Eggland, Daibay, et.al
Price: $46.00 (This
book will be used by AHS and IRHS)
TEXTBOOK: Continuemos!
Publisher: Houghton Mifflin
Author: Jarvis, Lebredo, Mena-Ayllon
Price: $50.00 (This book will be used by IRHS, CDO, and AHS)
I. Approval of Textbooks for Display
The Board voted to place the following textbook on display for a period
of 60 days, as of July 8,
2003, in accordance with A.R.S. §15-721:
TEXTBOOK: Bon
Voyage – Level 3
Publisher: Glencoe
McGraw-Hill
Author: Schmitt, Brillie, Lutz
Price: $53.49 (This book will be used next year
at IRHA)
J. Review and Approval of Supplemental Texts
The Board approved the list of
supplemental texts that will be used in the Special Education Department, as
submitted and listed in Exhibit 5.
K. Approval of
Out-of-State Travel
Out-of-state travel
was approved for staff (source of funding indicated): Patrick Nelson, Deanna Day, Cathy Eiting, and Mary Ann McClung to
travel to Louisiana to attend the NSDC Annual Conference, December 6-10, 2003
(Title II funds); Deborah Walker from Canyon del Oro High School to travel to
Dallas, Texas for yearbook administrative training, July 16-20, 2003 (Taylor
Publishing Company).
L. Acceptance of
Gifts
Donations were
accepted by the Governing Board, as listed in Exhibit 6.
M. Approval of
Vouchers Totaling and Not Exceeding Approximately $940,000.00
The following vouchers were approved as presented and payment authorized:
2002-2003
Fiscal Year Encumbrances
Vo. 435
$258,528.94
Vo. 436 283,401.62
Vo.
437 18,776.40
Vo.
438 8,455.59
2003-2004
Fiscal Year
Vo. 500 $361,818.12
N.
Approval of
Contract for Employment of Superintendent
The Board approved the Superintendent’s contract of
employment as presented; this will extend the contract term through the
2005-2006 school year.
PUBLIC HEARING
3.
Public Hearing on the 2002-2003 Proposed Expenditure Budget and Capital
Outlay Fund Reserve Plan
Board Book Information: At the June 24, 2003 meeting, the Governing
Board proposed a budget for the 2003-2004 school year. Prior to formal adoption of the budget, the
Governing Board is required to hold a public hearing on the proposed budget.
The recommended budget in
the Board’s material is identical in dollars to the one proposed on June 24 by
the Governing Board.
This budget provides for
the expenditures necessary for student programs and services as established and
directed by the Governing Board.
The Expenditure Budget
includes the revenue control limit of $66,661,591.00, augmented by a capital
outlay revenue limit of $4,230,138.00.
$499,000.00 of the capital outlay revenue limit will be used for
unrestricted capital,
while the balance will remain in M&O.
In addition, $4,025,000.00 is budgeted for Desegregation, $129,412.00
for Dropout Prevention, $770,106.00 in projected tuition revenue of M&O,
and $615,915.00 for excess utilities.
The budget also provides
for a soft capital allocation limit of $3,950,260.00 and a Classroom Site Fund
Budget Limit (Prop 301) of $6,915,091.00, $4,467,750.00 of which is the
Classroom Site Fund allocation for Fiscal year 2003-2004.
It is the recommendation
of the Administration that the Governing Board declare at this time a public
hearing concerning the 2003-2004 proposed budget, and invite citizens who
indicate an intent to ask questions or make comment.
Dr. Balentine stated
that changes have been made to the proposed expenditure budget being presented
at this time from that of the one reviewed at the June 24, 2003 Governing Board
Meeting (and stated above). She reviewed those changes for clarification as
follows: 1) the non-federal audit
service actual expenditures: $22,391.56 – this amount had not yet been
calculated, nor included, in the June 24th figures; 2) due to a
revised student count, a reduction of $184.96 was made to the K-3, part B
add-on amount – bringing the revised amount to $4,468.038; 3) an increase of
$99,000. to the capital outlay revenue limit (CORL) for unrestricted capital. Dr. Balentine explained that there may be a
need to replace the District’s financial accounting program software this
year. These additional “capacity” funds
were included in case that purchase is necessary. The revised unrestricted capital amount is $499,000.
Dr. Balentine stated
that the proposed expenditure budget being requested for approval is
$76,356,249; compared to the originally stated $76,433,042. Dr. Balentine recommended opening the public
hearing.
Ms. Young Wright
declared the public hearing in session at 7:22 p.m. There were no public comments or questions. The public hearing
session was closed at 7:23 p.m. Ms.
Young Wright noted the reduction of funds budgeted to the 6800 object
code. This has resulted from efforts
made to better delineate expenditures thus resulting in more appropriately
assigned object codes.
Discussion ensued
regarding special education program reimbursements, as well as, Medicaid
dollars, which improve the balance of costs per students. Dr. Balentine stated that the Arizona School
Business Official’s group may again be enlisted to serve as a resource in
providing the Legislature with information identifying cost issues that impact
school districts.
Dr. Barrabee asked for
clarification and the significance of “building
capacity.” Dr. Balentine explained that
in the planning process a capacity amount is ‘built in’ or dedicated within a
budget so if funding is granted and received, those monies can be spent. If the capacity is not “built in” to the
budget, then those monies received cannot be expended.
Responding to board
member questions about variances in account codes, Dr. Balentine stated that
staff is closely reviewing and identifying expenditures to more effectively and
accurately code expenditures. Ms. Young
Wright stated that it is prudent to develop a carry forward cushion and to
recognize the recovery already made since Dr. Balentine’s arrival.
It was confirmed that
completed or revised annual financial reports are available on the District’s
website.
STUDY/ACTION
4. Adoption of the Expanded Budget for Fiscal
Year 2003-2004
Board Book Information:
The State of Arizona requires
governing boards to formally approve and adopt an operating budget for the
school year immediately following the hearing on the proposed budget.
Dr. Balentine
said that the State Department of Education has warned districts that budget
revisions should be expected, possibly as soon as August. As the implementation of the Student
Accountability Information System (SAIS) continues, and inaccuracies are
corrected, budget revisions might become more commonplace.
Dr. Barrabee moved to approve the
Administration’s recommendation to approve and adopt the 2003-2004
expenditure. Mr. Prout seconded the
motion and passed unanimously, 4-0.
5.
Review
of REACH Program and Pilot Changes
Board Book Information: This past spring, the District released a
list of fourteen potential budget reductions due to
discussions at the state Legislature concerning anticipated reductions in state
funding. One of those potential items
concerned a “redesign” of REACH that had staff reductions in the program. Therefore, Mr. Nelson began meeting with a
REACH Redesign Committee.
As
the committee began meeting, they wanted to review REACH services and devise
ways to better serve the needs of our students. Attached is a brief summary of the committee’s recommendations
for the Governing Board’s review (summary provided to Board book holders).
The information was presented to
the Governing Board for their study and review.
Dr. Balentine asked Mr. Nelson to provide an overview of the recommendations by the Redesign Committee. He stated that discussions began as a result of concern for possible implications to program funding by the Legislature. The committee’s charge was to evaluate: the current program, areas of possible improved student services, and suggested changes and implications. Mr. Nelson provided a summary of the proposed pilot changes to include:
Elementary level – the District currently utilizes a pull-out program; the proposal is to develop pilot programs at Wilson, Holaway, and Rio Vista whereby 3rd, 4th, and 5th grade students are clustered into classrooms. Additionally, establishing an improved data-based evaluation system measuring student and program results at the end of the school year to drive decision-making practices about on-going program implementation.
Middle School level – self-contained classrooms; utilize the REACH teachers within a regular classroom environment. The on-going design committee will attempt to bring a greater degree of consistency for the following year. Additionally, consideration is being given to incorporate humanities with social studies and language arts.
High School level – One consideration offered was to increase staffing from 1.4 to 2.0 at all three high schools. Perhaps continuing the Internship program and/or possibly adding a Skills for Scholars program, as well as, exploring the University of Arizona’s Honors program. Additionally, enhancing student understanding of academic achievement and expanding academic competitions. Additional AP class-offerings are also being considered.
The
committee will continue meeting throughout the 2003-2004 school year. It is expected that the committee’s makeup
will include additional members to best represent student, teacher, and parent
needs. The committee plans to further investigate other possibilities and
explore possible ramifications and issues resulting from these recommended
changes. Additionally, appropriate data
collection methods and assessments will be developed to ascertain program
successes and improvement needs.
Dr. Balentine stated that this item will return on the August 12th consent agenda requesting Board permission to pilot the two programs as proposed. Information will also include the number of students participating in the proposed pilots. Initial program conclusions and further recommendations may be expected March of 2004.
Considerable discussion ensued. Several issues were identified and will be subject for future review and discussion: appropriate data collection to measure higher student achievement, associated cost comparisons, appropriate parental notification and solicitation of feedback, program expansion to include the “arts” programs, correlation between REACH program participation and Odyssey of the Mind or other academic competitions, the inclusion of student membership on the committee, and possibly meeting REACH students’ needs outside of normal school hours.
Mr. Lewandowski addressed the Governing Board. He recommended including regular classroom teachers (versus REACH only) from each level – elementary, middle, and high school – in this next stage.
BOARD MEMBER REQUESTS FOR FUTURE AGENDA ITEMS
Ms. Young Wright requested a Friday memo regarding the
status of the District’s chiller/air conditioning equipment.
PUBLIC
COMMENT1
There were no public comments.
ADJOURNMENT
A motion was made by Mr. Prout, seconded by Mr. Grant and
passed unanimously, that the meeting be adjourned. The time was 8:34 p.m.
_________________________________
Respectfully submitted,
Margaret Harris
_________________________________ __________
Dr. Kent Barrabee, Vice President Date