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 6, 2004, 7:00 p.m.
Board Members Present
Nancy Young Wright,
President
Dr. Kent Barrabee,
Vice President/Clerk
Patty Clymer, Member
Jeff Grant, Member
Board Member Absent
Mike Prout, 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 7:04 p.m. and invited members of the audience to sign the visitors’ register. Procedures for addressing the Board were described.
Dr. Vicki Balentine
led the Pledge of Allegiance.
PUBLIC COMMENT
No audience members addressed the Board.
1. Announcement of
Date and Place of Next Regular Governing Board Meeting
Ms. Young Wright
announced the next regular meeting of the Governing Board: August 10, 2004, 7:00 p.m., at Wetmore
Center, 701 West Wetmore.
CONSENT AGENDA
A motion was made by Mrs. Clymer 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(s)
Minutes of the
Regular Governing Board meeting for June 22, 2004 and for the Special Governing
Board and Executive Session meetings for May 25, 2004 and June 15, 2004 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
Vouchers Totaling and Not Exceeding Approximately $870,000.00 (Final Total)
The following vouchers were approved as presented and payment authorized:
2003-2004
Fiscal Year Encumbrances
Vo. 634 $196,581.57
Vo. 635 $269,636.97
Vo. 636 $ 9,655.38
Vo. 637 $ 6,469.78
Vo. 638 $ 16,169.85
2004-2005 Fiscal Year
Vo. 700 $371,425.45
G. Acceptance of
Gifts
Donations were
accepted by the Governing Board, as listed in Exhibit 5.
Board
Book Information: Arizona Revised Statutes §15-1121 and 15-1125 provide for the operation
of Student Activity and Auxiliary Operations funds, respectively. The Uniform System of Financial Records for
Arizona School Districts (USFR) outlines procedures to be followed by school
districts in the disbursements of monies from either of these funds. One requirement for the operational
compliance is to provide a report to the Governing Board summarizing the
transactions for the month.
The Governing Board received the Monthly Report on School Auxiliary and Club Balances for month-end May 31, 2004, as submitted.
I. Approval of Out
of State Travel
Out-of-state travel
was approved for staff (source of funding indicated): Alice
Farley and Robin Meece from Nash Elementary School, to attend Ruby Payne’s
workshop, “Framework for Understanding Poverty Training of Trainers Workshop”
in Palm Spring, California, October 18-21, 2004 (grant funds); Robert Wendel
from Canyon del Oro High School, to attend the College Board workshop in
Chicago, Illinois, October 30-November 1, 2004 (Canyon del Oro High School).
J.
Approval
of Textbooks for Adoption
Board Book
Information: The textbooks listed below were placed on display on March 23, 2004 and
approved by the Governing Board at the June 8, 2004 meeting. Although the book titles that the Math
Committee reviewed and recommended were a 2004 copyright date, Glencoe/McGraw
Hill recently released the 2005 edition.
The committee would like permission to purchase the later copyright
date.
TEXTBOOK: Geometry
Publisher: Glencoe/McGraw Hill; Author: Carter, Flores; Price: $55.98;
ISBN: 007-865-1069
(2005)
Algebra I
Publisher:
Glencoe; Author: Halliday, Cuevas, et.al.; Price: $54.99
ISBN:
007-865-1131 (2005)
Algebra II
Publisher:
Glencoe/McGraw Hill; Author: Holliday,
Marks, et.al.; Price: $57.99
ISBN:
007-865-6095 (2005)
The Governing Board
adopted the textbooks (shown above) to include the authorization to purchase
the later copyright date (2005 edition), as requested.
K.
Acceptance of Real
Property
Board Book Information: The
District holds an easement for ingress and egress upon property adjacent to
Canyon del Oro High School. The owner
of the 0.91 acres recently considered the possibility of developing the
property. Instead, the owner has
offered to donate the property through the Town of Oro Valley.
A Quitclaim Deed and drawing indicating the physical location of this
property accompanies this item.
The Governing Board approved the
donation of 0.91 acres of property adjacent to Canyon del Oro High School, as shown
on the Quitclaim Deed and accompanying Drawing (Exhibit
6A-B) and authorized the Associate to the
Superintendent to execute the deed.
L.
Award of Contract for Special Needs Transportation Services Based Upon
Responses to Request for Bid 03-0071
Board
Book information: A notice of Request for Proposal (“RFP”) for Special Needs
Transportation Services was issued on June 4, 2004 to seven local vendors
providing transportation services. The due date was June 18, 2004. Four vendors
submitted bids in response to this solicitation: American Pony Express, A&K
Transportation Services, Safe Ride Services & Total Transit, Inc.
The award is for the 2004/2005
fiscal year to provide Special Needs Transportation Services for physically
and/or mentally handicapped students. Special Needs Transportation Services are
services provided to the District by a contractor(s) providing vehicles,
equipment, and qualified drivers for the transportation of regular and special
education program students to and from school and between school and for other
district activities. Students with disabilities may have physical and/or
mental disabilities (i.e. mental retardation, hearing impairments including
deafness, speech or language impairments, visual impairments including blindness,
serious emotional disturbance, orthopedic impairments, autism, traumatic brain
injury, or other health impairments, specific learning disabilities).
Service may be extended from infants, toddlers, and preschoolers through age
21.
Vendor Evaluations
& Award were based on: 1)
Demonstrated Experience; 2) Vendor Evaluation;
3) Cost.
All other information [other than
vendor name] contained in the proposals shall remain confidential so as to
avoid disclosure of contents prejudicial to competing offertory during the
process of negotiation. Proposals and modifications shall only be shown
to school district personnel having a legitimate interest in them or persons
assisting the District in evaluation.
R7-2-1050(E). Accordingly,
if necessary, the Board may recess the public meeting and convene an executive
session to discuss or consider the confidential proposal documents, pursuant to
A.R.S. §38-431.03(A)(2).
The Governing Board awarded a contract for special needs transportation services to Total Transit, Inc. Services based upon responses to RFP number 03-0071 and pursuant to the terms of their proposal.
M.
Award of Contract for Irrigation System Improvement Projects,
Amphitheater High School & Coronado K-8 School Based Upon Responses to
Request for Bid 03-0069
Board
Book information: Request for Bid 03-0069, Irrigation Improvement Projects was issued to
eleven contractors. Three priced responses were received; M. Anderson
Construction Company $326,650.00, The Groundskeeper $377,995.00 and Southwest
Enviroscapes, Inc. $463,668.00. These are net bid amounts less tax. Please see attached spreadsheet.
Amphitheater
High School – Irrigation System Upgrades:
This project is being undertaken
to:
·
Eliminate
connections between the campus irrigation system and the potable water lines
serving the campus buildings
·
Correct
deficiencies in the existing irrigation system
·
To
enhance the District’s water management capabilities
·
To
reduce consumptive water use on the Amphitheater High School campus
·To
reduce on-going labor requirements
·To
provide higher quality fields and athletic facilities for the school and other
facility users, and
·
To
integrate the Amphitheater High School irrigation system with a District-wide
central control system.
At the present
time, portions of the campus irrigation system are supplied by water mains that
also supply potable water to the drinking fountains, sinks, and other fixtures
within campus buildings. This condition creates the potential for contamination
of the potable water lines. The Grounds Maintenance Department is working
to eliminate all connections between the irrigation and potable water supply
systems at the various school campuses. This project will serve to
separate these systems at the Amphitheater High School campus.
It is also the
case that there are numerous automatic valves in the irrigation system that are
not functioning properly. These valves can be operated manually, but this
requires labor that would need to be diverted from other activities.
Alternatively, the subject valves can be left in an inoperable condition, but this
result in poor turf grass and unsafe field conditions. This project will
correct the existing deficiencies through the replacement of valves, control
wires, controllers, and related equipment.
There are also
several fields on campus that do not receive adequate or uniform applications
of irrigation water due to broken sprinkler heads and/or other equipment.
New, replacement lateral lines and sprinkler heads will be installed in these
areas.
When completed all portions of
the campus will be served by a functioning irrigation system and all of the
irrigation control valves will be controlled by new automatic
controllers. In addition to the automatic operation of the individual
irrigation valves and associated sprinkler heads, the new control system will
be capable of:
·
Detecting
leaks in the system and providing for an automatic shut down of the supply
main(s) when leaks are detected.
·
Transmitting
reports to the Grounds Maintenance Department when leaks or other similar
events occur, so that personnel can be sent to the campus to make the necessary
repairs.
·
Receiving
data from a weather station and automatically adjusting the amount of
irrigation water applied in response to real-time measurements of temperature,
humidity, and natural precipitation.
·
Being
seasonally re-programmed from a remote location so that it is not necessary to
send a crew to the site to change the operating times for each irrigation
valve.
Systems of this type have
recently been installed at other District campuses (Cross / Harelson,
Amphitheater Jr. High). Over the past decade, similar systems have also
been installed at parks, campuses, golf courses, and other large turf grass
installations. Reductions in irrigation water use of up to 30% have been
recorded at some of these facilities.
Coronado K-8 School – Irrigation
System Upgrades:
This project is being undertaken
to:
·Correct deficiencies in the existing irrigation system
·To enhance the District’s water management capabilities
·To reduce consumptive water use on the Coronado School
campus
·To reduce on-going labor requirements
·To provide higher quality fields and athletic facilities for
the school and other facility users, and
·To integrate the Coronado K-8 School irrigation system with
a District-wide central control system.
At the present time, there are
numerous automatic valves in the irrigation system that are not functioning
properly. These valves can be operated manually, but this requires labor
that would need to be diverted from other activities. Alternatively, the
subject valves can be left in an inoperable condition, but this results in poor
turf grass and unsafe field conditions. This project will correct the
existing deficiencies through the replacement of valves, control wires,
controllers, and related equipment.
When
completed, all of the irrigation control valves on the campus will be operable
and will be controlled by new automatic controllers. In addition to the
automatic operation of the individual irrigation valves and associated
sprinkler heads, the new control system will be capable of:
·
Detecting leaks in the system and providing for an automatic
shut down of the supply main(s) when leaks are detected.
·
Transmitting reports to the Grounds Maintenance Department
when leaks or other similar events occur, so that personnel can be sent to the
campus to make the necessary repairs.
·
Receiving data from a weather station and automatically
adjusting the amount of irrigation water applied in response to real-time
measurements of temperature, humidity, and natural precipitation.
·
Being seasonally re-programmed from a remote location so
that it is not necessary to send a crew to the site to change the operating
times for each irrigation valve.
Systems of this type have
recently been installed at other District campuses (Cross Middle/ Harelson
Elementary schools). Over the past decade, similar systems have been
installed at parks, campuses, golf courses, and other large turf grass
installations. Reductions in irrigation water use of up to 30% have been
recorded at some of these facilities.
The award to
M. Anderson Construction Company will be completed in two phases. Phase one,
Amphitheater High School will be funded immediately at a cost of $244,075.00
plus bond cost and applicable tax. On availability of additional funding, the
Coronado K-8 Irrigation Improvement Project will be funded at a cost of
$75,575.00. Payment & Performance Bonds
of $7,000.00 and Taxes of $16,000.00 will increase the total combined cost of
both projects to $342,650.00.
The Governing Board awarded a contract to M. Anderson Construction Company for irrigation system improvement projects at Amphitheater High & Coronado K-8 schools based upon RFP number 03-0069 and pursuant to the terms of their proposal.
N.
Award of Contract
for Medicaid Reimbursement Services Based Upon Responses to Request for
Proposal 03-0074
Board Book Information: A
Notice of Request for Proposals (“RFP”) for Medicaid Reimbursement Services was
opened on June 25, 2004. The following vendors submitted a response to this
proposal; Mecca-Tech, Inc., Southwest Educational Billing Services, Arizona
School Health Insurance Programs, Inc., (ASHIP), and DSC Billing Services,
(Pinal County School District).
Evaluation Criteria: Evaluation
criteria are listed in the relative order of importance. The award will be made to the responsible
vendor whose proposal is determined to be the most advantageous to the District
based upon the following criteria:
3.1 Experience/Expertise and Reliability of Personnel (MIPS
Programs).............30%
3.2
Experience/Expertise and Reliability of the Firm (MIPS Programs) .............28%
3.3 Method of
Approach – Ability to Meet District
Needs.....................................27%
3.4
Cost......................................................................................................……...15%
The
evaluators were Ellen Schartz and Judy Longenbaugh, Student Services-Special
Education Department. The evaluation of each vendor’s response is attached. The
Award of Contract on Governing Board approval will be for a one-year period
ending June 30, 2005 with the option to renew by mutual agreement of both
parties for four (4) additional one (1) year periods.
The Procurement Code also provides that:
After contract award the proposals shall be made open for
public inspection, except to the extent that the withholding of information is
permitted or required by law.
R7-2-1050(E). Accordingly, if necessary, the Board may
recess the public meeting and convene an executive session to discuss or
consider the confidential proposal documents, pursuant to A.R.S.
§38-431.03(A)(2).
Complete and original proposals for each organization listed
above are available, by appointment only, for review in the office of the
Purchasing Manager.
The Governing Board awarded a contract to Southwest Educational Billing Services for Medicaid Reimbursement Services based upon RFP number 03-0074 and pursuant to the terms of their proposal.
2. Public Hearing on the 2004-2005 Proposed
Expenditure Budget and Capital Outlay Fund Reserve Plan
Board Book Information:
At the June 22, 2004, meeting, the
Governing Board proposed a budget for the 2004-2005 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 22, 2004 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 $68,688,932, augmented by a
capital outlay revenue limit of $4,223,565.
$499,000 of the capital outlay revenue limit will be used for
unrestricted capital, while the balance of $3,724,565 will remain in M&O. The M&O budget also includes $4,025,000
for Desegregation, $129,412 for Dropout Prevention, $1,043,000 in projected
tuition revenue, and $952,095 for excess utilities.
The 2004-2005
Expenditure Budget also provides for a soft capital allocation limit of
$4,984,033 and a Classroom Site Fund Budget Limit (Prop 301) of $7,875,552,
$4,737,914, which is the Classroom Site Fund allocation for Fiscal year
2004-2005.
Ms. Young Wright requested that
Dr. Balentine provide an overview for the 2004-2005 Expenditure Budget and
Capital Outlay Fund Reserve Plan to be followed by a public hearing during
which time citizens are provided an opportunity for comments or questions.
Dr. Balentine highlighted
expenditure budget information that was visually projected, as follows:
General Budget Limit Capacity … $80,714,449.
Total Aggregate School District Budget
Limit … $98,546,374.
Unrestricted Capital Outlay … $
869,892.
Soft Capital Allocation …
$ 4,984,033.
Total … $86,069,374.
She added that efforts are
ongoing with the State Department of Education to finalize the District’s
student average daily membership (ADA) for the 2003-2004 school year. This final number will be utilized in the formula
necessary to adjust the current 2004-2005 Budget Capacity. It is expected that
a budget revision will be necessary once the final number has been
determined. Dr. Balentine stated that
the budget capacity described above does meet the expenses, staffing/non-staffing
allocations, and departmental budgets.
Additionally, Dr. Balentine said that
the final tax rate information is expected to be released mid-August; it is
expected that primary and secondary property tax rates will be lowered.
Ms. Young Wright declared the
public hearing in session at approximately 7:16 p.m.
Dr. Balentine responded to
Board member questions. She stated that
some English Immersion training is available and provided to District
teachers. The current budget (shown above)
does incorporate these expenses. At
this time, however, the exact expectations for Mr. Horne’s (Superintendent of
Public Instruction) proposed program are not known. In some instances the reduction of federally funded program
allocations are as a result of the program’s cycle and the ending of its term. Many
federal programs are being combined and adapted within No Child Left Behind
(NCLB); Administration is investigating related funding opportunities. Many of these funding sources, however, are
being offered to districts that are not able to meet NCLB standards. It has not yet been ascertained how the
changes in Title I funding (regarding all-day kindergarten) will impact
District capacity – any returned monies will remain within early childhood
programs.
Dr. Balentine explained that
educational spending must be within categories for which capacity/projection
has been created during the budget development process. Corrections to capacity projections require
that Administration submit a budget revision requesting a change in budget capacity
in that category. In May, a budget
revision was done to accommodate a change of this type within the Title III
category.
There were no public comments or questions.
3. Adoption of the Expenditure Budget
for Fiscal Year 2004-2005
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.
Mr. Grant moved to approve the adoption of the expenditure budget for fiscal year 2004-2005, as presented. The motion was seconded by Mrs. Clymer and passed unanimously, 4-0.
Ms. Young Wright closed the public hearing at 7:27 p.m.
Ms. Clymer will
provide an oral report on the ASBA Delegate assembly at a future meeting.
PUBLIC COMMENT
There were no public comments.
ADJOURNMENT
A motion was made by
Mr. Grant, seconded by Mrs. Clymer and passed unanimously, that the meeting be
adjourned. The time was 7:28 p.m.
_________________________________
Respectfully
submitted,
Margaret
Harris
_________________________________ __________
Ms. Nancy Young
Wright, President Date