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HUMBOLDT UNIFIED SCHOOL DISTRICT _22

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					                                     HUMBOLDT UNIFIED SCHOOL DISTRICT #22
                                              Governing Board of Education
                                     Executive Session and Regular Meeting Minutes
                                              Tuesday, December 14, 2010

A regular meeting of the Humboldt Unified School District Board of Education was held at Granville Elementary
School on Tuesday, December 14, 2010, in Prescott Valley, Arizona. Executive and Work Study Sessions were
held prior to the regular meeting.

6:30 PM EXECUTIVE SESSION
       1. WELCOME AND CALL TO ORDER
Board President Marks called the meeting to order at 6:34 p.m.

        2. ROLL CALL
Present were members Gary Marks, Howard Moody, Richard Adler, and Scott Paulsen. Shelly Damschroder was
absent.

         3. EXECUTIVE SESSION
             *A. The Board may vote to move into executive session pursuant to A.R.S. § 38-431.03 (A)
                 (2) (Personnel) for discussion regarding a request for approval of an unpaid leave of
                  absence for classified employee, Rhonda Rossi

Richard Adler moved to convene in executive session pursuant to A.R.S. § 38-431.03 (A) (2) for
discussion regarding a request for approval of an unpaid leave absence for classified employee, Ronda
Rossi. Scott Paulsen seconded and the motion carried unanimously.

Minutes of executive sessions are confidential and it is unlawful to disclose or otherwise divulge to any
person who is not present, other than a current member of the Board, or pursuant to a specific statutory
exception, anything that has transpired or has been discussed during this executive session. Failure to
comply is a violation of A.R.S. § 38-431-03.

       4. RECESS TO WORK STUDY SESSION
The Board recessed to the work study session at 6:40 p.m.

RECONVENE TO WORK STUDY SESSION IMMEDIATELY FOLLOWING THE EXECUTIVE SESSION

       1. WELCOME AND CALL TO ORDER
President Marks called the meeting to order at 6:44 p.m.

        2. ROLL CALL
Present were members Gary Marks, Howard Moody, Richard Adler, and Scott Paulsen. Shelly Damschroder was
absent.

         3. WORK STUDY
             A. Discussion of the District’s Facility Use Fee Schedule
Superintendent Stanton shared a PowerPoint (available at the District Office for review) presentation that covered
the following topics:

    o    Historical Background
    o    Committee Members
    o    Committee Meeting Schedule
    o    Category Descriptions
    o    Recommendations to the Superintendent
    o    Governing Board Approval
    o    2010-2011 Review of Reasonable Fees
    o    2010-2011 Goal in Area of Reasonable Use Fees
    o    How Do We Accomplish This?
    o    Criteria Used to Arrive at Proposed Reasonable Use Fee $8.00 Hourly Rate
    o    Future Steps


Executive/Work Study/Regular Meeting Minutes              December 14, 2010                          Page 1 of 15
A comparison was done by high schools in our region. Category One is PTO groups and HUSD kids.

Question and Answer Session:

Richard Adler confirmed that the flat rate for custodial service is $60 for buildings and $90 for fields. In looking at
the comparison chart (available at the District Office) he noted that the billing for Category 1 for Prescott Unified is
the actual cost, and asked how their Category Two and Three compare with HUSD. Dr. Stanton did not have that
information with him. Mr. Adler also commented that some rates are competitive, some are not; it is hard to
compare. Dr. Stanton replied that these are the published rates.

Howard Moody stated that this is a summary of something we went through a couple of years ago; it was difficult
then to line up the districts. He added that in this environment the District can no longer have users and not
collect fees. The District can’t take hits on Maintenance & Operation (M&O) or anything else for the community to
use our facilities. Dr. Stanton replied that the District does not want to make money, or lose money. Mr. Moody
suggested that we might want to look at rental software. Dr. Stanton would also like to explore industry
standards.

Scott Paulsen was recently approached by a community member whose children belong to a youth athletic
association. He questioned Mr. Paulsen as to why the association was charged a fee. Mr. Paulsen replied that
we cannot offer our facilities for free; classrooms are short on supplies, and allowing organizations to use facilities
for free is taking money away from classrooms.

Dr. Stanton added that the District no longer receives excess utility money and soft capital funds. The District
wants to work with the community to make this work. We receive money only when kids are in school; how can
we make it work after hours and on the weekend?

Gary Marks stated that this is not a message some want to hear. Free is better than paying, but we need to
recover the costs associated with facility use. Mr. Marks referenced the gift clause for the State of Arizona. He
believed that the recommendation is more than reasonable and allows a year to analyze. In the private sector it
would be this rate plus 10 – 15 percent and an additional charge to allow for replacement costs. Facilities won’t
last for 30 – 35 years before needing replacement, if used excessively.

       4. RECESS TO REGULAR SESSION
The Board recessed to the regular session at 7:05 p.m.

RECONVENE TO REGULAR SESSION IMMEDIATELY FOLLOWING WORK STUDY SESSION

       1. WELCOME AND CALL TO ORDER
Board President Gary Marks called the meeting to order at 7:06 p.m.

        2. ROLL CALL
Present were members Gary Marks, Howard Moody, Richard Adler, and Scott Paulsen. Shelly Damschroder was
absent.

       3. PLEDGE OF ALLEGIANCE/FLAG CEREMONY
Mr. Marks led in the Pledge of Allegiance.

       4. AGENDA REVIEW/ACCEPT
There were no changes to the agenda.

Howard Moody moved to approve the agenda as presented. Richard Adler seconded and the motion
carried unanimously.

         5.  CELEBRATING SUCCESS – Granville Elementary School Principal
             A. Certified -- Wendy Farnsworth
Principal Diana Green recognized Wendy as the Certified Employee of the Month. Nurse Wendy is the best
nurse that the school has ever had. She is kind and gentle with the children, and calm in emergencies. She
maintains immaculate records, and was recognized by Yavapai College last year for hosting student nurses. Mrs.
Green has never had a parent complaint, only accolades for Nurse Wendy’s dedication to the students of
Granville.
Executive/Work Study/Regular Meeting Minutes              December 14, 2010                               Page 2 of 15
              B. Classified -- Heidi Force
Principal Diana Green recognized Heidi as the Classified Employee of the Month. Mrs. Force is a tremendous
asset to the school. She is a ―go-getter‖ and recognizes the benefits of involving the community in funding school
projects, such as building a library collection. She ran the fall book fair, secured volunteers, coordinated family
events, as well as special events for the students. She is loyal to her school and the District, and is a person who
has a sense of humor and a heart.

Dr. Stanton presented a certificate and small gift to each honoree.

         6. REPORTS
            A. Board
Scott Paulsen reported:
    This is his last Board meeting. His resignation is effective December 31, 2010. He has accepted a job in
        Tucson. He hopes that the time he has served has made a difference in the lives of our students.

Richard Adler reported:
     He attended a budget presentation on Friday at the District’s Transportation Training Center. Mr. Young
        and Ms. Windham did a great job presenting the update to staff.
     This is an historic meeting as we are saying goodbye to two of our members. He commended Mr.
        Paulsen on the great job he has done on the Board, bringing a freshness and wonderful perspective to
        the group. He was sorry to see him leave and wished him luck on his new job.

Howard Moody reported:
    That he was going to miss Scott, and that he brought a different dimension to the Board. He wished him
       good luck.
    That the District is headed in the right direction, thanked the staff and wished everyone a Merry Christmas
       and Happy New Year.
    JTED hosted a meeting with Dean John Morgan. Yavapai College received a significant STEM grant for
       development of a pre-engineering program for high schools. JTED will partner with the college. The
       requirements for entry in the program will be difficult. College credit and certification will be available to
       students, and they will be able to get many tough math classes out of the way. Students will be job ready
       and able to earn a decent income.

Gary Marks reported:
    He has had great fun with Scott for the last two years. He congratulated him on his new job and thanked
       him for his service to the Board. The Board is committed to the District and Scott has been a part of that.

             B. Superintendent
Dr. Stanton reported:
     He was a speaker at a meeting of The League of Women Voters where Pam VanDriel’s name was
        mentioned many times for her commitment to community children
     School budget presentations have been happening at the school sites and will be posted on the District’s
        website
     Mr. Carter, County School Superintendent, will put an ad in the newspaper of Scott’s resignation and that
        he is looking for candidates to fill the position.
     Scott will be missed, and wished him good luck as he leaves for Tucson.

             C. Director of Finance – Budget Presentation
Cynthia Windham shared a PowerPoint presentation of the District Financial Overview. The PowerPoint is
available in its entirety on the District website. Questions should be submitted to the District Office in writing.
Responses will be included on the website as well.

Topics included:
    National Economic Overview
    Arizona Economic Overview
    Arizona 3-Year Economic Projections
    Quad-City Area Economic Overview
    2010-2011 HUSD Budget Overview
    School Finance Facts
Executive/Work Study/Regular Meeting Minutes             December 14, 2010                              Page 3 of 15
        Key Elements of a District Budget
        Funding Sources
        State Funding Distribution to HUSD Over Last 4 Years
        HUSD M&O Expenditures for Last 3 Years
        2009-2010 HUSD M&O Expenditures
        How HUSD expends its Classroom Dollars
        State Actions and Impact on HUSD Budget in 2009-10
        District Savings in 2008-2009
        State Actions and Additional Loss of HUSD Revenue during 2009-2010 and 2010-2011
        District Savings in 2009-2010
        District Savings in 2010-2011
        What About 2011-2012?
        Proposition 301 Disbursement
        Historical Distribution
        What is Under Our Control
        Regardless of the Challenges, HUSD has Many Reasons to Celebrate
        More HUSD Successes

Howard Moody reported that Chuck Essigs, Arizona School Business Officials staff member, believes that $1.4
billion is not as bad as it sounds. He was surprised to hear him say that, but Mr. Essigs has been right so far. Mr.
Moody thanked those involved in the presentation.

Richard Adler commented that the staff received the report well, and that there were a lot of questions. It was not
a fun presentation because of the numbers. These presentations have been really helpful and we are all in this
together. Many items are out of our control; it is important for people to understand that. Two key pieces were 1)
the slide that showed percentages of state and local contribution (9-10 % change in 4 years – tax burden
changing so much) and; 2) The implication that administration is top heavy; this is not the case in this district. He
made note that 60% is spent in the classroom compared to 8% in administration. We have held to that, almost to
a fault. We have done our best to keep the dollars where they need to be.

             D. Granville Elementary School Principal – Diana Green
Principal Green reported:
     That Granville has been selected as the next Habitat School
     $25,000 will be raised by the Highland Center to cover two years of staff time
     Landscape design has been donated by Master Gardener Lesley Alward
     Garden construction is being completed by parents, students, and staff volunteers
     Adult and student book clubs have started

       7. PUBLIC PARTICIPATION
Mary Ann Kroninger - Lake Valley PTO for last four years
    Attended the meeting hosted by Mariela Bean and Cynthia Windham
    Left the meeting with a lot of forms
    She thanked Sue Tone for her news article
    She has resigned from PTO
    There is no longer a PTO at Lake Valley because of all of the regulations
    The District is asking volunteers to run a small business
    PTOs can’t facilitate Science nights, family nights, etc., because of what the Board requires

Mr. Marks asked Dr. Stanton to follow up with Lake Valley Principal Tusanne Cordes and then report back to the
Board.

        8. CONSENT ITEMS
Consent items included personnel recommendations, meeting minutes, payroll vouchers, accounting vouchers,
student activity accounting, student overnight travel, and gifts to the District. Scott Paulsen read the donations.

Howard Moody moved to approve the consent agenda as presented.                  Richard Adler seconded and the
motion carried unanimously.


Executive/Work Study/Regular Meeting Minutes             December 14, 2010                              Page 4 of 15
        9. OLD BUSINESS
            A. Discussion and possible action on the Second Reading of Section B – School
                 Board Governance and Operations and Section C – General School Administration as
                 part of the five year policy review
Dr. Stanton reported that on October 19, 2010 the Board reviewed the Draft Policy Manual updates and
advisories for Sections B and C. The following suggestions were made:

Section B – School Board Governance and Operations
        BAA-E Evaluation of School Board/Board Self-Evaluation (New)
                                Keep current Evaluation Form
        BBAA           Board Member Authority and Responsibilities (Substantive)
                                Accept recommended change by ASBA
        BBBA           Board Member Qualifications (Substantive)
                                Accept recommended change by ASBA
        BBBB           Board Member Oath of Office (Substantive)
                                Accept recommended change by ASBA (advisory version)
        BBBE           Unexpired Term Fulfillment (Substantive)
                                Accept recommended change by ASBA
        BCB            Board Member Conflict of Interest (updated by Advisory after draft)
                                Accept recommended change by ASBA (advisory version)
        BDG            School Attorney (Substantive)
                                Accept recommended change by ASBA
        BE             School Board Meetings (Substantive)
                                Accept recommended change by ASBA (advisory version)
        BEC            Executive Sessions/Open Meetings (updated by Advisory after draft)
                                Accept recommended change by ASBA (advisory version)
        BEDA           Notification of Board Meetings (Substantive)
                                Accept recommended change by ASBA (advisory version)
        BEDB           Agenda (Substantive)
                                Keep current Agenda with noted changes
        BEDC           Quorum (Substantive)
                                Accept recommended change by ASBA
        BEDD           Rules of Order (Substantive)
                                Accept recommended change by ASBA
        BEDG           Minutes (updated by Advisory after draft)
                                Accept recommended change by ASBA with noted changes
        BEDG-R         Minutes (new by Advisory after draft)
                                Accept new regulation as recommended by ASABA (advisory)
        BEDH           Public Participation in Board Meetings (Substantive)
                                Modified – refer to noted changes
        BEDH-E         Public Participation in Board Meetings (New)
                                Accept new exhibit as recommended by ASBA with noted
                               changes
        BHE            Board Member Electronic Mail and Messaging (Keep)
                                Keep current policy as recommended by legal counsel
        BIE            Board Member Insurance/Liability (Language)
                                Accept recommended change by ASBA

Section C – General School Administration
        CBA            Qualifications and Duties of Superintendent (Substantive)
                               Accept recommended change by ASBA
        CBI            Evaluation of Superintendent (Substantive)
                               Accept recommended changes by ASBA with noted changes
        CBI-E          Evaluation of Superintendent (HUSD Eval & ASBA model are
                               included as a reference)
        CM             School District Annual Report (Substantive)
                               Accept recommended changes by ASBA

Policies, regulations, or exhibits requiring no changes were not included.

Executive/Work Study/Regular Meeting Minutes             December 14, 2010                   Page 5 of 15
Dr. Stanton received input regarding changes for the second reading of sections B & C from Board members.
The recommended changes were reflected in the draft of the second reading.

Gary Marks confirmed that the Board will keep the current Governing Board Self-Evaluation.

Richard Adler inquired how new Board members would receive the Open Meeting Law documents that are
required to be read at least 24 hours prior to receiving the Oath of Office. Mrs. Diaz replied that she would make
the documents available to new Board members.

Howard Moody inquired if new Board member Dr. Mary Bergman had attended the training offered by Tim Carter,
County School Superintendent. Mrs. Diaz replied that Dr. Bergman has received the training.

Howard Moody moved to approve changes to Sections B and C of the Draft Policy Model and advisories
as noted. Richard Adler seconded and the motion carried unanimously.

         10. NEW BUSINESS
              A. First Reading of Policy IJOA – Field Trips, and Regulation IJOA-R Field Trips
                  recommending the removal of the requirement of Governing Board approval for in-
                  state, overnight trips
Dr. Stanton reported that the current field trip policy requires Governing Board approval for overnight and out-of-
state trips. With the recommended change, approval from the Superintendent would still be required for all field
trips; only out-of-state trips or trips not meeting the criteria of the policy would require Governing Board approval.

Also in Policy IJOA, a change has been made from District school buses to District vehicles.

Regulation IJOA-R

The following requirements have been added:

In-state field trip requests must be submitted to the Superintendent for approval at least one month in advance.
Out-of-state field trip requests must be submitted to the Superintendent at least two months in advance and
require Governing Board approval.

For all field trips, approval must be obtained prior to the setting of any arrangements and/or the beginning of any
fund-raising activities for such trips.

It was recommended that the Governing Board approve the changes to the policy and regulation after the second
reading at a future Board meeting.

Dr. Stanton reported that recently special sessions for out-of-state and overnight fieldtrips have been required.
He was requested by the Board to research how other districts handle field trips. It was found that the majority of
Boards only require out-of-state travel be approved by the Board. Overnight travel was found to be approved by
the superintendent only. Dr. Stanton will meet with District administration to inform them of the changes to the
policy once it is Board approved.

Howard Moody asked that an adjustment be made for sports teams where a month is not always available prior to
requesting overnight travel. Mrs. Diaz will make the adjustment for the second reading.

First Reading complete.

               B. First Reading of Section E – Support Services as part of the five year policy review
Mariela Bean reported that the review of individual Policy sections was assigned to Cabinet Level Team members
based on areas of responsibility and supervision relative to each section. The list of changes provided by ASBA
was used as a resource to complete this activity.

Blue font indicated added text; red font indicated deleted text. Policy documents were labeled as follows:
              ―Original Draft‖—Document with revisions per ASBA
              ―Updated by Advisory After Draft‖—Document revised per an ASBA Advisory. These changes
                 supersede revisions reflected on the ―Original Draft.‖

Executive/Work Study/Regular Meeting Minutes             December 14, 2010                               Page 6 of 15
POLICY CHANGE DETAILS:

Below is a list reflecting the nature of each revision to Section E (―Substantive, ―New,‖ ―Omit,‖ ―Deletion,‖ No
Copyright‖). Minor semantical or grammatical changes were not included.

E-0161/EB-R—Environmental and Safety Program--SUBSTANTIVE
       Revision: Under ―Responsibility of Students,‖ added wording

E-0500/EBBB—Accident Reports--SUBSTANTIVE/RB DELETED
       Revision: Added wording regarding filing reports relative to job-related injuries/accidents
       Revision: Deleted RB 0512

E-0564/EBC-RD—Emergencies (Bomb Threats)--SUBSTANTIVE
       Revision: Added details on how to handle emergency

E-0750/EBCD—Weather-Related and Emergency Closings--SUBSTANTIVE
       Revision: Added wording regarding informing Board President

E-1200/ECB—Building and Grounds Maintenance--SUBSTANTIVE
       Revision: Updated by ―Advisory After Draft.‖ Advisory included

E-1600/ED—Materials and Equipment Management—OMIT
       Revision: Materials and Equipment Management section omitted

E-2061/EEAA-R—Walkers and Riders—NO COPYRIGHT

E-2250/EEAE—Bus Safety Program—SUBSTANTIVE
       Revision: Updated by ―Advisory After Draft.‖ Advisory included

E-2262/EEAE-RB—Bus Safety Program— NO COPYRIGHT

E-2283/EEAE-EC—Bus Safety Program—EB BECOMES EC--NO COPYRIGHT
       Revision: Exhibit deleted

E-4000/EGAEA—Electronic Mail—NEW/PA
       New: Guidelines on how to use: wording regarding ethics, record keeping procedures, etc.

E-4250/EGD—Use of Technology in Office Services—NEW/PA
       New: Guidelines, records retention, compliance

E-4511/EHB-R—Data/Records Retention—SUBSTANTIVE
       Revision: Updated by ―Advisory After Draft.‖ Advisory included

Section E was included in the Board packet and is available at the District Office for public review.

Mr. Marks appreciates having a District media spokesperson for emergencies. Having a designated person
eliminates misinformation. He also recommended changing the word ―crisis‖ to ―emergency‖ for consistency.

When school is delayed or cancelled, all Board members are notified within a reasonable amount of time by email
or phone call. He would like this practice to continue, not just the president being notified. He recommended that
the wording pertaining to that policy be changed.

Gary Marks recommended that ―or designee‖ be added to Policy ECB after ―superintendent‖ in two places within
the document.

Ms. Bean stated that new policy EGAEA – Electronic Mail will need further analysis and legal advice. Mr. Moody
believed that the policy does not reflect state law, and that ASBA is ―over the top‖ with its recommended policy.
Dr. Stanton will research the policy prior to the next meeting and second reading. Mr. Moody maintains a vault of
his own in the event a subpoena is filed; he backs up his emails and saves them for review, if needed. He added

Executive/Work Study/Regular Meeting Minutes              December 14, 2010                              Page 7 of 15
that this policy is different from the one that was just approved in section B. He does not email other Board
members directly, he sends to Dr. Stanton for forwarding.

Richard Adler asked for confirmation that verbiage regarding the Open Meeting Law is included as a statement on
email. Dr. Stanton confirmed that the statement is included. Ms. Bean will further review Policy EGD prior to the
next meeting.

Gary Marks suggested that the District look into services for data storage; it may be more practical than doing in-
house. Dr. Stanton will research the possibility of outsourcing.

First Reading complete

                C. Discussion and possible action to retain the current recess procedure for
                    Kindergarten through Fifth Grade
Kathy Kay, Director of Educational Services, reported that a discussion will be conducted by the Board on a
proposed recess policy requiring at least thirty total minutes of recess each day for pupils in K-5 based on
requirements set forth in ARS 15-108.

ARS 15-108
A. NO LATER THAN JANUARY 1, 2011, EACH SCHOOL DISTRICT GOVERNING BOARD AND THE
GOVERNING BODY OF EACH CHARTER SCHOOL SHALL CONDUCT A PUBLIC MEETING TO CONSIDER
THE ADOPTION OF A POLICY TO PROVIDE AT LEAST THIRTY TOTAL MINUTES OF RECESS EACH DAY
FOR PUPILS IN KINDERGARTEN PROGRAMS AND GRADES ONE THROUGH FIVE. EACH PARENT OR
GUARDIAN OF A CHILD WHO IS ENROLLED IN THE SCHOOL DISTRICT OR CHARTER SCHOOL, AS
APPLICABLE, SHALL BE PROVIDED NOTICE OF ANY PUBLIC MEETING CALLED PURSUANT TO THIS
SUBSECTION AND SHALL BE PROVIDED AN OPPORTUNITY AT THE PUBLIC MEETING TO COMMENT ON
THE PROPOSED POLICY. AFTER RECEIVING PUBLIC COMMENT, THE SCHOOL DISTRICT GOVERNING
BOARD OR THE GOVERNING BODY OF THE CHARTER SCHOOL SHALL DISCUSS AND VOTE ON THE
ADOPTION OF THE PROPOSED RECESS POLICY.

B. IF A RECESS POLICY IS ADOPTED PURSUANT TO SUBSECTION A:

1. THE RECESS REQUIREMENTS SHALL CONSIST OF STRUCTURED PHYSICAL ACTIVITY OUTSIDE OR
INSIDE THE CLASSROOM.

2. PHYSICAL EDUCATION CLASSES MAY BE USED TO SATISFY THE RECESS REQUIREMENT.

3. UNSTRUCTURED RECESS TIME THAT OCCURS IMMEDIATELY AFTER LUNCH PERIODS DOES NOT
SATISFY THE RECESS REQUIREMENT.

C. SCHOOL DISTRICTS AND CHARTER SCHOOLS THAT DO NOT PROVIDE INSTRUCTION TO PUPILS IN
KINDERGARTEN PROGRAMS OR GRADES ONE THROUGH FIVE ARE NOT REQUIRED TO CONDUCT A
PUBLIC MEETING PURSUANT TO SUBSECTION A.

Ms. Kay has spoken with each elementary principal. Our procedure, on the average allows 15 minutes of recess
for full day kindergarten through third grade. Generally, grades four through six are not given recess other than at
lunch time.
                           Howard Moody stepped away from the meeting 8:42- 8:45 p.m.

Scott Paulsen questioned why there is a recommended change. Ms. Kay replied that the directive came from
Student Health and Welfare; kids are not as active and obesity is a problem. Their goal is to provide students
more activity time (structured activity), if we choose this policy we would need to define structured activity. Dr.
Stanton added that the recommendation does not require districts to have 30 minutes of recess a day, but to have
a discussion on it.

Richard Adler commented that as much as we would like to see our kids be more active, structured or
unstructured, this appears to be heading towards an unfunded mandate. Costs are associated with it but there is
no mention of how costs would be covered. We are doing the best we can with what we have right now.


Executive/Work Study/Regular Meeting Minutes            December 14, 2010                              Page 8 of 15
Gary Marks stated that we have not been given a mandate; we are just required to have a discussion. The
District has a procedure in place that functions well. Any policy adoption would need to include sixth grade
because they are now a part of the elementary school.

Richard Adler moved to maintain the current recess procedure for Kindergarten through Fifth Grade, and
not to adopt the proposed recess policy. Scott Paulsen seconded and the motion carried unanimously.

                 D. Discussion and possible action to change to one Governing Board Meeting per
                    month
Dr. Stanton reported that the topic of changing the Governing Board meeting schedule from two official meetings
per month to one official meeting per month has been discussed in the past. If the Governing Board wished to
move to one official meeting per month, it would still be possible to schedule special meetings when needed to
address time-sensitive student discipline and personnel matters or for work study sessions as desired by the
Governing Board. Such a change would require a revision to Policy BE which currently states that the first (1st)
and third (3rd) Tuesdays of each calendar month are designated as the regular Board meeting dates.

District administration would entertain one meeting per month. Board packets would be available earlier, giving
sufficient time for Board members to research topics on the agenda. Dr. Stanton suggested trying one meeting
per month for a while, calling a second meeting when needed.

In Ms. Damschroder’s absence, Dr. Stanton relayed her concern regarding student discipline and personnel
matters. She would prefer that this not be voted on until January when the new Board members are in place.

Phil Young commented that PUSD has one discussion meeting and one action meeting per month. Chino Valley
has one meeting per month.

Howard Moody is a proponent of one official meeting per month. Pima County JTED has 25,000 students with
one meeting per month that lasts 1.5 hours. It is a matter of getting organized, it is not fair to administrators to
prepare for two meetings, and attend those meetings.

Scott Paulsen asked the administrators in attendance what they thought. Principal Streeter said that he would go
with what is recommended by the Superintendent and the Board.

Gary Marks added that Board members would have more time to research; questions would be answered before
the meeting.

Howard Moody stated that by statute this must be addressed again in January at the Organizational Meeting.

Richard Adler also suggested that this be addressed in January at the Organizational Meeting when the new
members are in place. He has reservations in one meeting per month; if the month is progressing and there is
not enough for a second meeting it would be easier to cancel the second meeting. The only way he sees it work
is that we still continue to set aside the same day and time for a second meeting, if required, because of personal
work schedules.

Howard Moody commented that there are months of the year when two meetings would be necessary. He
mentioned that JTED holds one meeting eight months of the year and two meetings the other four months. He
also agreed that two dates should be set aside on personal calendars, but on the official meeting schedule post
one meeting per month.

Gary Marks agreed that there should only be one official meeting and hold the second meeting date on personal
calendars, if needed. Looking at state financial requirements, a monthly meeting on the first Tuesday of every
month would meet the guidelines. He recommended moving forward in setting one official meeting per month,
voting and setting the day at the Organizational Meeting in January.

First Reading complete.

                  E. Discussion and possible action to approve a Memorandum of Understanding (MOU)
                     between HUSD and NACOG Headstart for Special Education Services for fiscal years
                     2010-11 and 2011-12

Executive/Work Study/Regular Meeting Minutes            December 14, 2010                              Page 9 of 15
Dr. Kay Turner, Director of Special Education Services, reported that as required by an agreement between the
Arizona Department of Education (ADE) and the Northern Arizona Council of Governments (NACOG), each
district must have in place a MOU to provide special education services to Headstart students ages 2 years nine
months to Kindergarten age. Our agreement is renewable every two years and it is our time to renew. Mrs.
Windham, Director of Finance, and Ms. Horstman, legal counsel, along with Dr. Turner have edited and vetted
this agreement.

Mr. Adler inquired if there are any changes since the last renewal. Dr. Turner confirmed that there have been no
changes. Mr. Adler commented that this is a good program where half of the students are bilingual. The staff
does a good job working with the students and parents.

Richard Adler moved to approve the Memorandum of Understanding between HUSD and NACOG
Headstart. Scott Paulsen seconded and the motion carried unanimously.

                 F. Discussion and possible action to approve the District’s Prop 301 Certified
                     Performance Plan for school year 2010-11
Kathy Kay, Director of Educational Services, reported that the Governing Board is required to approve annually
the teacher 301 performance pay plan to meet state classroom site fund requirements. This is a housekeeping
                                                                            st
issue at this time due to plan submittal requirements prior to December 31 , 2010. The plan has been consistent
the past three years with emphasis on curriculum mapping, quarterly assessments and comprehensive data
reflection. A minor change for 2010-11 is the temporary removal of curriculum mapping due to the State adoption
of the Common Core Standards and the District’s need to carefully plan transition to and implementation of
curriculum aligned to the new standards. Plans are pending for curriculum work based on the new standards for
spring and summer 2011, but will not be included in the 301 plan for this year.

Individual teacher accountability is at the core of the state performance pay process. The portfolio nature of the
HUSD plan has brought systemic improvement to teachers across the district. The plan in place has been shared
with many districts in the area at their request. The plan that has been created with all stakeholders involved is a
model to be proud of. There is no change from what is currently in place. The plan abides by the state rubric of
required items to be included in the plan. The fourteen point classroom site fund submission guidelines and
required district documentation is available at the District Office.

Ms. Kay recommended that the plan be approved as is for this year, and looks forward to meeting with a
committee in the spring. Common Core Standards have been adopted by the state; with that coming on board it
does not make sense to update old curriculum maps. Curriculum maps will continue to be used this year.
Howard Moody commented that with the new standards the curriculum mapping will go away.

Looking at the Board Goals, Gary Marks indicated that there will be a significant change next year. Dr. Stanton
stated that 33% to 50% of the teacher evaluation will be based on student achievement. School districts are
required to adopt a percentage by next fall.

Howard Moody moved to approve the 2010-11 Certified Performance Pay Plan in compliance with State
Statute 15-977. Scott Paulsen seconded and the motion carried unanimously.

               G. Discussion and possible action to approve a Facility Use Fee Schedule for 2011-12
Discussion about the fee schedule took place during the work study session prior to tonight’s regular meeting.

Dr. Stanton reported that on September 16, 2008, the Board adopted the Community Use of School Facilities,
Facility Use Rates (KF-EC). This exhibit has not been consistently applied when outside users have requested
usage of the HUSD facilities.

In an effort to create consistency, HUSD has been informing past users of what they would have been charged,
had the Facility User rates been consistently applied. The District has worked with current Category Two and
Three users to have them pay basic charges for utilities, supplies, and custodial charges.

The District has analyzed the patterns of its facility usage at each of the sites. The majority of the usage is in the
gymnasiums, natural grass fields, and cafeterias. The District has analyzed the costs of utilities and supplies for
these venues to determine a break even amount. The break even amount is $8.00 per hour including utilities,
supplies, and wear and tear. This does not include the custodial rate of $30.00 per hour that will be charged to
offset the cost of our staff when needed.
Executive/Work Study/Regular Meeting Minutes             December 14, 2010                               Page 10 of 15
For the school year 2011-2012, the administration recommends using $8.00 per hour for the use of a gymnasium,
natural grass field, (football, baseball, softball or soccer), or cafeteria. This will allow prior users to pay the break
even amount for the facilities and the District to recoup overhead for utilities and supplies.

The administration will analyze usage, costs and incidentals over the course of the year 2011-2012.

Richard Adler confirmed that this rate does not include the turf field, and inquired what that rate would be. Dr.
Stanton has researched fee schedules in other districts and the fee for use for a synthetic field starts at $195.00
per hour plus the cost of lighting.

As an example of gymnasium usage by the Prescott Valley Basketball League using multiple facilities (2000
hours) their fee would have been $16,000 for the season not including custodial fees. The possibility of the
league providing supplies was discussed. Dr. Stanton has met with representative from the league to try to make
it work.

Howard Moody asked what procedure would be followed for the remainder of this year. There is a policy in place
that has not been followed; we are in violation of policy. He asked Dr. Stanton what he recommended as a
motion. Dr. Stanton stated that for the needs of the community the rate should be effective immediately.

Richard Adler had some reservations and felt that as much as we need to start charging for facility use (no free
usage), he has worked with some of the organizations and knows the services they provide on a volunteer basis.
For Prescott Valley Basketball the fee of $16,000 will not work unless they have a dramatic change in funding
abilities. He was also hesitant about setting a rate without thoroughly understanding the needs of the
organization.

Howard Moody commented that Dr. Stanton can always bring a recommendation to the Board to waive or reduce
the rate. Mr. Moody felt strongly that although these are great programs, we cannot use District money to fund
community programs.

Howard Moody moved to use $8.00 for the gymnasium, natural grass field or cafeteria effective
immediately for Category Two and Three users.

Richard Adler moved to amend the motion to include waiver or reduction of fees at the Superintendent’s
discretion. This motion died for lack of a second.

Mr. Moody commented that this practice has been very lax, costing the District a lot of money.

Scott Paulsen seconded the original motion and it carried unanimously.

                 H. Discussion and possible action to approve the first revision to the fiscal year 2010-11
                     budget
Cynthia Windham reported that the District is requesting a budget revision for FY 10/11. The revision is
necessary primarily due to adjustments for final expenditures in the previous year which result in final amount in
budget balance carry-forward and for any adjustments for increase/decrease in revenues that result from ADM
adjustments, tuition adjustments, etc.

A recap of the fund adjustments are as follows:

Maintenance and Operation Fund
The District is adjusting its final budget balance carry-forward (BBCF) to $627,301 from the FY 09-10 allocation
and represents approximately 2% of the 4% BBCF allowable by statute. During the budget adoption, the District
initially placed the full amount of budget balance carry-forward allowable by the State as a placeholder for any
future revisions necessary, e.g. recalculation of ADM, etc. The net effect of the current ADM adjustments, BBCF,
tuition, etc. brings the total Maintenance and Operation fund allocation to $29,923,411.

Soft Capital Fund
The District is adjusting its soft capital fund to account for the final budget balance carry-forward of $373,126 for
FY 09/10. In addition, an adjustment in the reduction of soft capital for FY 10/11 of $1,121,901 from the
$1,320,000 FY 10/11 formula allocation (State cost savings measure) brings the total amount available for the soft
Executive/Work Study/Regular Meeting Minutes               December 14, 2010                               Page 11 of 15
capital budget limit to $572,811 (includes interest revenue). The soft capital funds are used for textbooks,
workbooks, software site licenses, library books, technology, furniture and equipment, etc. The District typically
receives approximately 1.3 million dollars annually and will receive approximately $200,000 this year after the
reduction in allocation this year.

Unrestricted Capital Fund
The District is adjusting its unrestricted capital fund to account for the final budget balance carry-forward of
$1,483,804 from FY 09/10; including the current year allocation of $1,513,389 brings the total amount available
for the unrestricted capital budget limit to $2,997,462 (includes interest revenue). Unrestricted capital funds are
―unrestricted‖ and can be used for maintenance and operations, as well as, for any capital needs. Capital needs
are defined to include the above items listed under the soft capital funds, major building renovations, etc. The
District is currently budgeting 100% of its Unrestricted Capital to fund future needs which is significant due to the
loss of the Building Renewal Fund (an SFB fund previously used for major repairs) and the major reduction in its
soft capital allocation.

At the present time, the District is still awaiting final numbers from ADE for student attendance (SAIS/ADM) from
February 2010. It is projected that revising the budget in May will be necessary to account for any final
adjustments in ADM received from the State at that time.

The District is still awaiting final ADM numbers due to State calculation issues related to loss of time associated
with snow days and concurrency of student enrollment.

Howard Moody moved to approve the Fiscal Year 10/11 Budget Revision #1 per ARS statute: 15-905 and
15-915 as presented. Scott Paulsen seconded and the motion carried unanimously.

        11. PERSONNEL
            A. Discussion and possible action regarding a request for an unpaid leave of absence
                for classified Employee, Rhonda Rossi
Philip Young, Human Resources Director, reported that the administration is recommending an unpaid leave of
absence for employee, Rhonda Rossi, from Thursday, December 2, 2010 through Sunday, January 2, 2011.

Howard Moody moved to approve an unpaid leave of absence for employee Rhonda Rossi from Thursday,
December 2, 2010 through Sunday, January 2, 2011. Richard Adler seconded and the motion carried
unanimously.

             B. Discussion and possible action to approve a new 1:1 Moderate/Severe/Profound
                  Aide position at Coyote Springs Elementary School
Dr. Kay Turner reported that a special education student at Coyote Springs Elementary School (CSES) needs a
1:1 Moderate/Severe/Profound Aid (12-3-10 Individual Education Plan - IEP). The student is diagnosed with
hydrocephalus and intraventricular hemorrhage with left side hemiplegia. Additional diagnoses include
developmental delay, mild cerebral palsy, right ear hearing loss, seizure disorder, tracheomalacia, and asthma.
The student’s health is deteriorating, resulting in the need for a 1:1 aide. The student is seven years old and
spends 21% of the school day in general education, 79% in special education, and now needs constant
monitoring for safety. Functionally, the student has begun choking frequently and also trips. Additionally, the
student wanders and becomes lost inside the school. The student is a danger to self and to others without a 1:1
aide at school.

Howard Moody asked if there is ever a point in time when we are not required to give service to the student. Dr.
Turner replied no.

Scott Paulsen moved to approve a 6.5 Hr/Day 1:1 Moderate/Severe/Profound Aide at Coyote Springs
Elementary School, with the approximate $10,500 total cost for the remainder of the school year paid from
M&O funds. Richard Adler seconded and the motion carried unanimously.

             C. Discussion and possible action to approve a new Accounting Clerk position at the
                 District Office
Cynthia Windham reported that over the last few years, the District has been systematically addressing the
various areas of concern cited in the Auditor General’s issuance of the ―90-Day Letter‖ in December of 2007, as
well as, the audit findings from each year subsequent to FY 05-06. The Finance Department has made
meaningful strides in bringing the District into compliance in the areas of Procurement, Student Attendance, Asset
Executive/Work Study/Regular Meeting Minutes             December 14, 2010                              Page 12 of 15
Tracking, and Accounting Reconciliations with Yavapai County, etc. Of the multiple areas cited with findings,
there have been inherent problems in the areas of student accounts and cash collections.

The Finance Department has been ―chipping away‖ at the various issues surrounding student accounts and
auxiliary funds (primarily class fees, tax credit collections, and fundraising proceeds), however, this is an area that
has been a struggle since FY 05-06. The issues associated with cash collections and disbursements at the site
level were addressed by beginning to standardize the level of oversight of all District funds, including auxiliary and
student clubs. Since the District is held responsible for the various compliance issues associated with these
funds, it was determined that the Finance Department had to be in the loop with regards to final approval of
expenditures. Previously, schools had been able to purchase independently without regard to compliance issues
associated with these locally held accounts. The Finance Department began transitioning to this standardization
of account oversight by requiring that all purchase requisitions be approved through the District Office. The next
step was to transition from locally-held checking accounts to a centralized system.

Since the majority of the associated functions regarding this transition were to be performed at the District Office
and with the majority of the volume stemming from the high school, it was decided to transfer the person
associated with performing these functions (High School Accounting Clerk) from the high school to the District
Office, essentially having the position follow the upgraded function to the District Office. This model would have
worked smoothly except that the high school staff member resigned just prior to implementation. Compounding
the challenge were new procedural changes for processing deposits dictated by Yavapai County. Although the
Finance Department went through its struggles as it responded to staff turn-over (three employees in nine months
time) and procedural changes (both internally and dictated by the County), the new procedures were eventually
implemented successfully within the Finance Department, though challenges remained at the high school due to
the loss of a position.

Looking back, consideration should have been given for an additional 1.0 FTE District Office Accounting Clerk to
be added to address the audit issues at the District level, with the High School Accounting Clerk remaining at the
campus. However, the reason for moving the position at the time and not pursuing an additional position was to
address the compliance issues while working within the parameters of the District’s current budget.
Unfortunately, the transfer resulted in the high school losing needed support staff since 1) certain accounting-
related tasks still had to be performed at the school and 2) that person had also performed a variety of duties in
addition to accounting tasks.

NEEDED REALLIGNMENT
1) Over the past few years, the job duties of the District Office Administrative Secretary for Educational Services
   working for the Assistant Superintendent for Educational Services (now the Director for Educational Services)
   have increased significantly. The reasons are varied, but can be linked primarily to the ADM audits that were
   performed to address 90 day letter issues, expansion of the grants oversight, and the establishment of JTED
   – creating more ADM and grant tracking issues. These new duties were added to the other established
   duties associated with the administrative secretarial function relating to Title grants, curriculum, professional
   growth, testing, and the many other responsibilities relating to the educational services function. To complete
   all of the required tasks, this secretary has logged a significant amount of overtime over the past few years as
   approved by the Superintendent and Assistant Superintendent. Last year alone, approximately $14,000 was
   paid in overtime. Since this position is funded from Indirect Costs (an ongoing non-M&O funding stream
   generated by capturing a small percentage of grant funds annually to be used for support functions), the
   overtime has also been funded in this manner using no M&O funds.

2) In the Finance Department, approximately fifty (50) deposits are being processed on a weekly basis. This
   involves not only the actual deposit preparation, but the associated posting and balancing for each account.
   This is currently being accomplished by our Internal Auditor. She has to log in excess of sixty (60) hours per
   week to accomplish this task. Although this person is on a contract and not paid hourly, this is not a desirable
   arrangement over the long term. The solution would be to redistribute some of the Internal Auditor’s tasks to
   another employee. This would also address the separation of duties model suggested by our auditors.

3) Since transferring the High School Accounting Clerk from the high school to the District Office, the campus
   has found it difficult to accomplish a number of required tasks such as the management of textbook
   inventories, receiving clerk duties, process purchasing requests, and collecting site-based cash collections.
   By returning the High School Accounting Clerk to the campus, these tasks could be completed in a timely
   manner. The high school fully understands that if a transfer back were to occur, the position would not

Executive/Work Study/Regular Meeting Minutes              December 14, 2010                               Page 13 of 15
    process purchase orders or issue checks directly to vendors. Given the size of the campus, the position
    would still be kept busy with the site-specific tasks associated with purchasing, receiving, and cash collection.

RECOMMENDATIONS

A) Transfer the 192 Day Classification 7 High School Accounting Clerk position back to Bradshaw Mountain High
   School. This position would continue to perform accounting tasks associated with the operation of the high
   school along with other duties as assigned by the supervisor.

              Budget Implications: Currently an M&O-funded position, no change to budget.

B) Create a new 12 Month Classification 8 District Office Accounting Clerk – Auxiliary Services/Cash
   Management position. Redistribute some of existing tasks currently performed by Administrative Secretary
   for Educational Services that belong to the financial function (e.g. ADM reconciliation and grants oversight),
   as well as some of the extra cash management work load currently performed by the Internal Auditor, to the
   new Accounting Clerk – Auxiliary Services/Cash Management.

              Budget Implications: Use available Indirect Costs, including the amount currently being spent for
              overtime, to fund the new 12 month position, no M&O impact.

Although budgets are shrinking statewide, compliance issues and legal requirements are not. Based upon the
amount of overtime and over contract hours being worked to keep up with the District’s financial responsibilities, it
is evident that the District does not have sufficient staff to produce the quality of service and level of accountability
required by the State and Federal government.

Howard Moody was astounded that Ms. Windham has been able to run the Finance Department with the current
level of staffing. Mrs. Price, Secretary to the Director of Educational Services, is going to be a huge loss. She is a
recognized expert in the SAIS System. The Finance Department has been short for quite a while. Being able to
meet compliance shows the dedication of the department.

Scott Paulsen moved to approve the creation of a new 12 Month Classification 8 District Office
Accounting Clerk – Auxiliary Services/Cash Management position at a total cost of $33,280, with all
funding coming from Indirect Costs. Howard Moody seconded and the motion carried unanimously.

         12. ANNOUNCEMENTS
                                                                           th         th
Gary Marks recommended moving the first January meeting from the 4 to the 11 .

Howard Moody thanked President Marks personally and as a member of the Board for his leadership, friendship,
and years of service and dedication. Gary made it easy for someone with no Board (of education) experience to
become proficient.

Richard Adler said that when he first started looking into being a Board member he looked to three people, Gary
was one of those people. Gary has made a tremendous difference in the level of respect and professionalism
that the Board took on at that point, and made a difference to him as a possible Board member. This Board has
been through a lot together and Gary has helped get us through those times. Most of all Gary cares about kids.
Thank you!

Scott Paulsen commented that Gary was the first person he contacted when he was considering running for the
Board. Gary made it sound very simple. He thanked him for his leadership and guidance; he inspired him to
become a Board member. Thank you!

Dr. Stanton presented Mr. Marks with a plaque and a lifetime pass to HUSD events.

In closing, Mr. Marks said that serving on the Board has been a humbling experience. There are real challenges
in being a Board member, along with many honors. The key focus is on the kids. When the seniors walked
across the stage he remembered them as kindergartners. He thanked this and previous Board members for the
experience, challenge, honor, and privilege of being on the Board for eight years.


Executive/Work Study/Regular Meeting Minutes               December 14, 2010                               Page 14 of 15
Mr. Marks noted upcoming meetings as:

 January 11, 2010              6:30 p.m.       Organizational & Regular       @ Bradshaw Mountain High School
                                               Meeting
                                                                                                   th
The remaining meeting schedule for 2011 will be set at the Organizational Meeting on January 11 .

      13. ADJOURNMENT

Scott Paulsen moved to adjourn. Howard Moody seconded and the motion carried unanimously. The
meeting adjourned at 9:57 p.m.


Respectfully submitted,


Mary Diaz
Board Secretary
                                                  APPROVAL


    ____________________________________                           ___________________________________
           Gary Marks, President                                         Howard Moody, Vice President


                                                                                 ABSENT
    ___________________________________                            ____________________________________
            Richard Adler, Member                                       Shelly Damschroder, Member



                                      _____________________________________
                                               Scott Paulsen, Member




Executive/Work Study/Regular Meeting Minutes              December 14, 2010                             Page 15 of 15

				
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