PRESCOTT UNIFIED SCHOOL DISTRICT NO. 1

GOVERNING BOARD

BOARD BRIEFING

NUMBER 289

March 1, 2005

Item No. 1

Date:  03/01/05

In Consideration of:  The review, ratification and approval of Building Renewal requests and expenditures for fiscal year 2004-2005.

Submitted by:  Mrs. Renee Raskin, Director of Business Services

Relevant Information:

At the Governing Board Retreat and Planning Session on August 25, 2004, members of the Governing Board were informed that unlike previous years, Building Renewal funds would be held in reserve and projects requested by the schools would be funded on a case-by-case basis.  In past years, the Governing Board had approved all Building Renewal requests at the Board’s March meeting.

At the Board’s request and due to the Board’s interest in possibly utilizing Building Renewal monies to supplement bond projects, we are bringing a summary of Building Renewal projects that have been completed, started or “on hold” for 2004-05.

In addition to reviewing, ratifying and approving Building Renewal projects for 2004-05, the Board will be asked for direction as to a goal for carryover funds in the Building Renewal account for fiscal year 2005-06.

We will receive approximately $694,000 in Building Renewal funds for 2004-05 and the status of Building Renewal funds for 2005-06 is unknown until the Arizona Legislature approves a budget for next year.

Exhibits:

Please refer to Enclosure #1.

Item No. 2                                        

Date:  03/01/05

Consideration of:  The review and approval of the Preliminary Soft Capital, Unrestricted Capital and the Building Renewal Budget requests for fiscal year 2005-06.

Submitted by:  Mrs. Renee Raskin, Director of Business Services

Relevant Information: 

As part of the budgeting process each year, the Principals and directors submit their Capital requests for your review. 

Each school is given a soft capital and building renewal allocation per student.  Soft Capital may be used towards library books, textbooks, instructional aids, furniture and equipment, and technology.  Building Renewal is for major renovation and repairs of buildings; upgrading systems and areas that will maintain or extend buildings’ useful lives; and infrastructure costs.  The larger dollar items (usually over $5,000) are budgeted at the district-wide level and are not part of the allocation.

Some of the requests are based on cost estimates and may need to be revised over the next few months.  Experience with past budgets indicates that additional items may also be requested.

Exhibits:

Please refer to Enclosure #2.

Item No. 3

Date:  03/01/05

In Consideration of:  Approving a proposal for the Ruth Street Improvement/ Drainage/Parking Project with the City of Prescott.

Submitted by:  Mr. Kevin J. Kapp, Superintendent

Relevant Information:

Prescott High School and the City of Prescott are working together for the benefit of each other on the Ruth Street Project.  In essence, the Planning and Zoning department has approached the high school and has asked for an easement on the northeast boundary of the campus (intersection of Whetstine and Ruth) to install sidewalks on the school side of the property.  They are also requesting to use the area located directly behind the left field line of the baseball field and behind the backfield batter’s eye for a retention basin.  In turn, the city will move the current property line fence back ten feet, replace the fence, and then install diagonal parking places, plus a new sidewalk in that area.  They will also move and relocate the three storage buildings close to the tennis courts to another area of the campus.  We believe the school will benefit from the extra sidewalks and the parking that the city will be providing.

Exhibits:

More detailed information will be presented at the Study Session by Mrs. Totsy McCraley and Mr. Jay Collier.

Item No. 4

Date:  03/01/05

In Consideration of:  Approving  _____________________________ as a

Trustee on our Employee Benefit Trust (EBT) Board.

Submitted by:  Mrs. Renee Raskin, Director of Business Services

Relevant Information:

According to the Trust Agreement of our EBT, upon the resignation, expiration of the term of a Trustee, or removal of the Trustees or any of them, the Governing Board shall appoint a successor Trustee who shall have the same powers and duties as those conferred upon the Trustees hereunder unless the Governing Board does not intend to continue the Trust Agreement.

Exhibits:

Please refer to Enclosure #3.

Item No. 5

Date:  03/01/05

In Consideration of:  Approving the expansion of the Partners for Healthy

Students Program to Prescott High School.

Submitted by:  Mr. Kevin J. Kapp, Superintendent

Relevant Information:

Partners for Healthy Students, a free program provided to Prescott Unified School District by Yavapai Regional Medical Center and Arizona Public Service, currently offers free health services to preschool, elementary and middle school students one day a week.  This program has been in place since 1999 and has provided much-needed health services for families unable to afford health insurance and who do not qualify for ACCESS health care.

Partners for Healthy Students would like to offer the same level of services to students at Prescott High School in an effort to assist families with health care.

Exhibits:

The Nurse Practitioner and other staff from Yavapai Regional Medical Center will be in attendance at the March 1^st Study Session to discuss the possible expansion of the program and answer questions from the Governing Board.

Item No. 6

Date:  03/01/05

In Consideration of:  Approving a team nutrition mini-grant between Prescott Unified School District and the Arizona Department of Education for $15,000 to be used for a pilot test of the Arizona Nutrition Policy.

Submitted by:  Mr. Kevin J. Kapp, Superintendent, and Mr. Jim Wahlstrom,

Director of Food Services

Relevant Information:

The deadline for this grant is April 1, 2005.  The Nutrition and Fitness Committee gave a report to the Governing Board at their retreat in January.  This grant would enable the district to perform a pilot study of the Arizona Nutrition Policy at one district school, which would allow for implementation of the program at other schools in the future.

Exhibits:

Copies of the Arizona Nutrition Policy and the contract from the Arizona Department of Education have been attached for your review.  Please refer to Enclosure #4.

Item No. 7

Date:  03/01/05

In Consideration of:  Approving a “Sealed Request for Proposal” (#070105H) for School and Office Supplies and Equipment – RFP – Local Vendor Proposal - Prescott, Arizona, for the 2005-2006 school year.

Submitted by:  Mr. Arn Lavington, Director of Purchasing

Relevant Information:

Competitive sealed bidding is not practicable or advantageous for the procurement of locally purchased school and office supplies and equipment for Prescott Unified School District.  The competitive sealed proposal method of procurement is being used for the following reasons.  Please refer to Enclosure 3a.

RFP notes that contract may be awarded to more than one vendor if in the best interest of the school district.  With this in mind, Mr. Arn Lavington recommends awarding Seitz as the primary supplier of office and school supplies/equipment in Prescott, for catalog and walk-in purchases (limited to stock on hand).  He also recommended Staples as an alternate supplier for convenient walk-in business because of the location and because of the large variety of stock on hand and for items not available through Seitz.  Quality and price comparison with Seitz to be factors in product selection from Staples.  He also recommends Think for Ink Co. should be awarded purchases of select ink cartridges based on quotes submitted and based on past performance of product provided to the district.

Also note, the Purchasing Department reserves the right to utilize other co-op contracts that PUSD is approved to use, such as State, TCPN, and Mohave.

Exhibits:

A copy of both the “Determination for Issuing an RFP” and RFP Tally Sheet have been attached for your review.  Please refer to Enclosure #5.

Item No. 8

Date:  03/01/05

In Consideration of:  Approving a “Sealed Request for Proposal” (#070105M) for computer parts and accessories – Local Vendor Proposal – Prescott, Arizona, for the 2005-2006 school year.

Submitted by:  Mr. Arn Lavington, Purchasing Agent

Relevant Information:

Competitive sealed bidding is not practicable or advantageous for the procurement of locally purchased computer parts, accessories, and equipment for Prescott Unified School District.  The competitive sealed proposal method of procurement is being used for the following reasons.  Please refer to Enclosure 4a.

Computime has successfully provided PUSD with computer parts, accessories and equipment for the past five years per RFP issued at that time.  The 12.5% mark-up is very reasonable.  Please note that PUSD buys the majority of computer equipment from State Contract (Dell).

Exhibits:

A copy of both the “Determination for Issuing an RFP” and the RFP Tally Sheet have been attached for your review.  Please refer to Enclosure #6.

Item No. 9

Date:  03/01/05

In Consideration of:  Approving the following cooperative purchasing contracts for the 2005-06 school year:  AZ State, Mohave, SAVE, TCPN, GSA, and San Bernardino County CA.

Submitted by:  Mr. Arn Lavington, Purchasing Agent

Relevant Information:

Every year PUSD utilizes one or more of these contracts for the procurement of goods and/or services.  Annual Governing Board approval is required.

1.  AZ State – Contracts are bids issued by the state procurement office.

2.  Mohave – Contracts are bids issued by Mohave County Educational Services Cooperative, and can be used state-wide with a 1% administrative fee applied to the purchase.

3.  SAVE – contracts are bids issued by various school districts in the State of Arizona that belong to this Co-op.  Member districts can piggy-back on to the SAVE contract.

4.  TCPN – Contracts are bids issued by the Yavapai County Education Service Agency.

5.  GSA – Contracts are federal government bids.

6.  San Bernardino County CA – Contracts are bids targeting procurement   of copiers with very aggressive pricing.

Exhibits:

Item No. 10

Date:  03/01/05

In Consideration of:  Approving a Request for Competitive Sealed Bids

(#PUSD020905A) for various painting projects within the district.

Submitted by:  Mr. Arn Lavington, Director of Purchasing

Relevant Information:

Mr. Lavington recommends awarding the contract to Century Painting per base bid and per alternate #1 bid when bond funds become available.

Base Bid

Building renewal funds from 2005 to be used for painting projects at Granite Mountain Middle School - all buildings; Prescott High School - Ruth Street Theater, gym walkway, main building north walkway, and Abia Judd multi-purpose room.

Alternate 1

Bond funds (July 2006) for painting Dexter Buildings A & B exteriors.

Note:  Prices do not include the cost for replacement of trim, minor repairs, or plywood soffits in need of repair.  Labor and materials could be as much as $10,000 (estimate).

Exhibits:

Please refer to the Tally Sheet – low bid provided by Prescott’s Century Painting.  Please refer to Enclosure #7.

Comments:  Mr. Lavington discussed the bid with Century’s David Barry and he is anxious to start the projects.  Please see the attached Paint specs – Enclosure #7.

Item No. 11

Date:  03/01/05

In Consideration of:  Approving Mr. Kevin Kapp – Superintendent, Dr. Chris Reynolds – Assistant Superintendent, Mrs. Renee Raskin – Director of Business Services, and Mr. Arn Lavington – Director of Purchasing, as designated persons authorized by the Governing Board to use “emergency procurement” for goods and services when an emergency condition exists for the 2005-2006 school year.

Submitted by:  Mr. Arn Lavington, Director of Purchasing

Relevant Information: 

In order to follow correct “emergency procurement” procedures, the Governing Board must name those authorized to utilize emergency procurement on behalf of Prescott Unified School District.

Every year, emergency procurement is used to remedy everything from lightening damaged fire alarm and phone systems, to a bus breaking down out of town.  Health and safety issues also call for immediate correction, such as mold or asbestos concerns.  These are examples where emergency procurement has been used to solve problems.  Sometimes insurance covers the cost of the problem and sometimes the problem has to be taken care of within the district budget.  If the problem requiring emergency procurement is above a normal maintenance budget, the Superintendent advises the Governing Board of the corrective action.  Coordination between the Business and Purchasing Departments and the administration assists in the resolution of any problems.

Exhibits:

Item No. 12

Date:  03/01/05

In Consideration of:  Approving a request from Mr. Bob Williams to be allowed to participate in the 2004-2005 Buy-Out at the reduced rate of 75% due to missing the December deadline.

Submitted by:  Dr. Chris Reynolds, Assistant Superintendent

Relevant Information:

Mr. Bob Williams has requested to be allowed to participate in the 2004-2005

Buy-Out program at a reduced rate of 75% due to missing the December deadline.

The Governing Board has already approved the list of buy-out participants and would need to consider this request, since it will require Governing Board approval.

Exhibits:

Mr. Bob Williams will be present at the March 1^st Study Session to discuss his request with the Board at that time.

Item No. 13

Date:  03/01/05

In Consideration of:  Approving the recommendation from Ms. Kristen Rex, Hearing Officer, for a student disciplinary hearing held on February 9, 2005.

Submitted by:  Mr. Kevin J. Kapp, Superintendent

Relevant Information: 

On February 9, 2005, a student disciplinary hearing was held.  After the hearing, the designated hearing officer accepted the recommendations submitted by the administrators of a long-term suspension through the end of the school year. 

According to the County Attorney’s Office, the Governing Board needs to consider adopting the recommendation of the hearing officer in order to bring this process to a conclusion.

Exhibits:  Please refer to Enclosure #8.

Item No. 14

Date:  03/01/05

In Consideration of:  Approving the certified and classified personnel actions

as presented.

Submitted by:  Dr. Chris Reynolds, Assistant Superintendent

Relevant Information:  A copy of the personnel report is attached.

Exhibits:  Please refer to Enclosure #9.

Item No. 15

Date:  03/01/05

In Consideration of:  Accepting the donations as presented.

Submitted by:  Mrs. Renee Raskin, Director of Business Services

Relevant Information:  Board Policy requires acceptance by the Governing Board of all donations.

Exhibits:

The following have donated to help establish the Brian Gianelli Music Scholarship Fund:

                   Edward and Sherry Baca                                $10.00

                   Michael and Deborah Buchta                        $15.00

                   Mack and Jill Sanders                                   $25.00

                   Doug and Shelly Bunch                                 $25.00

                   Bohler Institute                                              $25.00

                   Allison Hanelt                                                $25.00

                   Christine Pitcher                                            $25.00

                   Sandra Rubin                                                 $25.00

                   Freja Joslin and Randall Smith                     $30.00

                   John and Beth Boyd                                      $50.00

                   George and Beth Snyder                                $50.00

                   Antone and Mary Gorenc                               $50.00

                   John Ramsay                                                 $50.00

                   Norman and Patricia Humphrey                    $50.00

                   William Lovejoy                                              $50.00

                   Lake Havasu Area Chamber of Commerce     $50.00

                   Denise McElwee                                             $90.00

                   Daniel and Alma Bengtson                          $100.00

                   Robert Pecharich                                          $100.00

                   Ronald and Alicia Brock                               $100.00

                   Charles Mosser and Victoria Torgerson        $100.00

                   Jack Courtney and Shirley Flynn                $100.00

                   Donald and JoAnn Puyear                           $100.00

                   Kevin and Mary Anne Kapp                         $100.00

                   Rita Nickle PC                                                $50.00

                   Joseph Freer                                                  $50.00

                   Rebecca Talken                                              $25.00

                   Dominic Catrambone and Juliette Miller       $50.00

                   Ronald Hanson                                              $40.00

                   Timothy and Ester Ellsworth Bowers              $50.00

                   Check Realty, Inc.                                        $100.00

                   Judith Whelan                                               $25.00

                   Oscar and Diana Holden                                $25.00

                   Daniel Bunting                                              $25.00

                   Shirley Richardson                                        $50.00

                   Christina Cook                                             $100.00

A refrigerator valued at $350, from Mr. and Mrs. Bert Howell, to Granite Mountain Middle School.

One thousand dollars from Wal-Mart Store #5303 to Miller Valley Elementary School.

Fifty dollars from the Hassayampa Inn, to Taylor Hicks Elementary School.

Two thousand five hundred dollars from the Yavapai-Prescott Indian Tribe, to Granite Mountain Middle School.

Miscellaneous Civil War books valued at $780, from Mr. David Hunt to the library at Granite Mountain Middle School.

A computer and related accessories valued at $950, from Ms. Anne Gordon-Lorentzen, to Lincoln Elementary School.

One thousand nine hundred sixty-three dollars and sixty cents from Girlsport, Inc. to the Prescott High School Softball Program.

Two hundred and fifty dollars from Mr. & Mrs. Allen Brown, to Miller Valley Elementary School.

A refrigerator valued at $400, from Mrs. Ali Schroeder, to Granite Mountain Middle School.

Two thousand dollars from Dr. and Mrs. Bertrand Kaper, to the library at Lincoln Elementary School.

A HP copier/scanner valued at $150, from Mr. Drew Alexander, to Lincoln Elementary School.

A computer desk valued at $50, from Ms. Melodie Knutson.

Miscellaneous books valued at $120, from Mr. George Wiant, to the library at Prescott High School.

Five hundred thirty-seven dollars from the Rotary Club of Prescott to Discovery Garden Preschool.

Printer and disks from Mr. Michael Orr.

Two Lexmark color ink printers valued at $150, from Ms. Rae Spitler.

Computer, monitor, keyboard, speakers and printer valued at $200, from Richard and Therese Abril.

Assorted paper valued at $2,000 from Master Printing, Inc., for the art programs in the district

Item No. 16

Date:  03/01/05

In Consideration of:  Ratifying the vouchers as presented.

Submitted by:  Mrs. Renee Raskin, Director of Business Services

Rationale:  Arizona Revised Statute requires approval/ratification of all vouchers.

Exhibits:

                   Voucher #                                           Amount

Payroll Voucher #15                                   $843,668.86

Payroll Voucher #16                                   $861,635.58

Expenditure Voucher #5054                      $124,691.01

Expenditure Voucher #5055                      $368,910.10

Expenditure Voucher #5056                        $50,694.07

Expenditure Voucher #5057                        $53,255.27

Expenditure Voucher #5058                        $20,559.38

Expenditure Voucher #5059                      $183,834.33                

Expenditure Voucher #5060                        $45,667.17

Documentation for warrants is available for inspection from Business Services, located at 146 South Granite Street, Prescott, AZ  86303.

Item No. 17

Date:  03/01/05

In Consideration of:  Approving the Auxiliary Operations and Student

Activities Fund Statement of Receipts and Disbursements for the month of

January 2005.

Submitted by:  Mrs. Renee Raskin, Director of Business Services

Relevant Information:

Exhibits:  A copy of the statements is attached. Please refer to Enclosure #10.

Item No. 18

Date:  03/01/05

In Consideration of:  Approving the previous minutes from the Governing

Board Retreat of January 19, 2005; the Study Session of February 1, 2005; and the Voting Session of February 15, 2005.

Submitted by:  Mr. Kevin J. Kapp, Superintendent

Relevant Information:  Board Policy requires approval of minutes.

Exhibits:  Please refer to Enclosure #11.

INFORMATION ITEMS:

 19.  Ms. Raskin has prepared the School Board Summary Budget Report for your review.  (Please refer to Enclosure #12.)

20.  Enclosed for your review is a letter of commendation from the Arizona Foundation for Legal Services and Education regarding the outstanding implementation of the “We the People” program at Prescott High School by Mrs. Dorrean Walker and Mrs. Jeanette Brambila and the generous support and advocacy of Principal Totsy McCraley.  (Please refer to Enclosure #13.)

21.  Attached for your review is an article appearing in The Daily Courier regarding Dr. Joan Fleming.  (Please refer to Enclosure #14.)