PRESCOTT UNIFIED SCHOOL DISTRICT NO. 1

146 South Granite Street

Prescott, Arizona 86303

 

August 25, 2004

 

Minutes of the Governing Board Planning Session of Wednesday, August 25, 2004,

beginning at 8:00 a.m. at the Mountain Club Clubhouse.

 

Governing Board Members Present:

 

President Dee Navarro

Mr. Steve Campbell

Dr. Joan Fleming

Mr. Gordon Maddux

Dr. Andy Newton (arrived at 8:42)

 

Also Present:

Mr. Kevin J. Kapp, Superintendent

Dr. Chris Reynolds, Assistant Superintendent

Mrs. Renee Raskin, Business Manager

Mrs. Andi Mayer, Assistant to the Governing Board

 

Others Present:   

          Dorrean Walker             Tom Staley           Jim Wahlstrom

          Jim Williams                  Abbie Roses        Mary Jo Kirk

                                                                                                         

CALL TO ORDER

Breakfast took place from 8:00 – 8:30 a.m.  President Dee Navarro called the meeting to order at 8:30 a.m.

 

OPENING CEREMONY AND WELCOME

President Navarro welcomed everyone, congratulated Mr. Tom Staley as a future Board member, and led the audience in the Pledge of Allegiance.

 

PLANNING SESSION:

 

REVIEW 2003-2004 BOARD GOALS WITH BRAINSTORMING FOR 2004-2005 GOALS

The Board reviewed their goals and action plans from last year relating what has been accomplished and what still needed to be done. (Please see italics.)

 

GOAL #1:  STUDENT ACHIEVEMENT

Utilize a data driven decision-making model.

  • We’ve been trained and more and more staff are being trained and using the model.

  • Ultimate goal is within a year or two have every teacher be able to pull up graphs of how their students are doing by period.

  • Implement remediation and enrichment programs.

  • Add wording to end of goal: “ . . .with very adequate prior planning.”

  • Middle school program held during spring break

  • Needs to be expanded to other grades

  • Not enough done with enrichment during breaks, only during summer

  • Needs better planning

  • Remediation first, enrichment second – with student screening

  • Enrichment should be for all students at every level

  • Gifted program needs to be studied

  • Harder to get teachers for summer school with shortened summer; possible use of substitutes

Document the continuation of standards-based instruction in the classroom.

  • Change the word “document” in this goal

  • Ed Yeager is administrator in charge of ELL

  • Teachers need 45 hours in ELL – state has not yet established a standard

  • In-service and/or after school time could be used for this purpose, once a standard is clarified

  • Clarify who to document – through a form or by using the gradebook

  • Already being documented through attendance, discipline and test scores

Expand professional development

 

Enhance parent and student involvement in learning.

  • In-Touch at middle and high school levels – should be expanded to elementary level\

  • Utilizing blanket e-mails to parents

GOAL #2:  CAPITAL NEEDS

Refine list of capital needs at each location and identify costs.

  • Completed

Identify funding sources to address capital needs.

  • Will have to continue if bond does not pass

Publicize capital needs and funding strategy.

 

GOAL #3:  PUBLIC RELATIONS

Develop a list of prominent community business leaders, including local politicians, business professionals, civic leaders and other respected citizens.

  • Needs to be continued

Establish site representatives from all PUSD locations.

  • Needs to be continued – site reps do not attend Public Relations meetings – need to find someone at each site that has an interest

Train and support each representative in public relations strategies.

  • Needs to be continued

Set realistic goals at each site for community involvement.

  • Accomplished fairly well

Evaluate each site’s public entrance for attractiveness and work to make them more “inviting” to the public.

  • Accomplished fairly well

Work to create displays, videos, or other visuals to enhance the image of PUSD.

  • Accomplished fairly well

Work in harmony with the capital improvement group to collaborate and achieve mutual goals.

 

ON-GOING GOALS FOR 2003-2004

Professional Enhancement and Growth

  • Character Counts Program in All Schools
    Has lost momentum, needs to be continued and made a priority

Student Achievement Goal

·        Examine alignment of curriculum with Arizona Academic Standards to better align.

·        Revise curriculum as needed

·        Redesign programs as needed

·        Enhance AIMS remediation at all grade levels (301 $)

·        Better utilize technology to identify students’ needs.

 

Brainstorming session:

  • Continue Student Achievement Goal

  • “Track” teaching of standards

  • Revisit lesson plan usage, implementation, checking by principal and alignment to standards (look into user friendly software)

  • Community/Business Outreach

  • Develop a task force for growth issues, including class size with usage of a class range

  • Student nutrition and health (food, drink, daily P.E.)

 

Continue these goals:

  • Improve/Maximize salaries

  • Track remediation results

  • Study enhancement of gifted education program (especially K-8)

 

Administrative Goals:

  • ELL Program & new requirements

 

MIDDLE SCHOOL COACHES’ SALARY SCHEDULE

A copy of the Middle School Athletics Compensation Proposal that had been distributed at an early Board meeting was reviewed at the retreat.

 

  • Put on Sept/Oct Board agenda

  • Find out PHS status on new schedule

  • Pay-to-Play change (raised at middle school level) – this year?

  • Presentation on Interscholastics at middle schools

 

Dr. Chris Reynolds noted that although the high school was happy with their schedule, they would like to revisit this issue and approach the Board sometime this fall with a new proposal.  He stated that IBN had agreed that this could be done outside of IBN and brought to the Board.

 

It was suggested that cross country coaches should receive the same amount as the other coaches on the schedule (from $1,454.40 to $1,939.20).

 

CAPITAL NEEDS UPDATE

 

Capital Needs/Building Renewal

  • Current = $300,000

  • 1st Trigger = $300,000

  • 2nd Trigger = $100,000 (a potential $700,000)

  • 8% on Preventive Maintenance (will seek Board approval within consent agenda)

 

Mrs. Renee Raskin noted that these funds were being used on an emergency basis.  She noted that 8% of building renewal money could be spent on personnel (8% or $300,000 = $24,000). 

 

It was suggested that an emergency or contingency fund be established for the district again only to be used for emergencies.  Mr. Kapp noted that in the past, NAU lease monies, carry over monies and building renewal funds (when received) were used for this purpose.

 

2005-2006 AND 2006-2007 SCHOOL CALENDAR

 

  • Survey staff, parents and Chamber of Commerce members regarding calendars:

 

1.       2nd week in spring?  Yes or no.

 

2.       Add a week in fall?  Yes or no.

          (Maintain 2 weeks off in spring.)

 

Mr. Campbell noted that he had received comments from several parents regarding the second week that was added in the spring and also from teachers who say it has been difficult bringing students back up to speed after that second week in the spring.

 

Dr. Reynolds stated that he was in favor of developing calendars for the next two years.  He noted that one more day (the last) will be added next year for a total of 180 days.  He stated that he did not feel it was necessary to convene an entire committee, if we are using data driven decision-making, but felt that it was very important to receive feedback and input from staff and parents.

 

Mrs. Dorrean Walker noted that summer school ended July 1st, which made the summer too short, and added that she didn’t think she’d teach summer school again.

 

Dr. Fleming stated that it was her goal to establish a true 9-2 calendar for the district.

 

Mrs. Walker stated that her students tended to shut down after the two week break in the spring and that a lot of remediation had to be done.

 

Mr. Campbell stated that he felt like the second semester was very “chopped up.”

 

Dr. Fleming stated that the district needed to move into the 21st century and that the school calendar should not be based on the farm schedule used in the past.

 

Mrs. Walker stated that students work during the summer to save for college and other things and that a shortened summer made this very difficult.

 

Mr. Campbell stated that he has not seen anything that supports that a 9-2 calendar improves the educational process.  He stated that he liked the one week fall and spring breaks and felt that any remediation should take place a week or two before school starts, not during the breaks.

 

It was the consensus that a survey should be done regarding the school calendar with only two questions using self-addressed, stamped postcards for responses.

 

FUTURE BUY-OUTS

 

  • To Board in September (as a benefit @ 15 years) and ongoing unless waived/changed

 

Dr. Reynolds stated that he would be asking the Board to approve a buy-out program for this year.  He noted that last year 21 certified staff and 6 classified staff participated with $20,000 in overflow money.  The year before that, 15 certified and 7 classified staff participated.  He stated that he would like to extend a buy-out to employees every year to reward the long time employees and to allow employees to better plan their retirement.  He noted that he planned on putting that item on the September Board agenda, and if approved, there would be a December deadline in order for positions to be posted in January, or soon after. 

 

CHANGES TO CERTIFIED TEACHER’S SALARY SCHEDULE AND COST OF STEP RECOVERY PROGRAM

 

“Step Recovery” and Salary Step Adjustment

  • Step Recovery = benefits current staff (the veterans)

  • Step “lopping off” and adding to bottom of schedule = benefits future and current staff

 

Board Preference: Step “lopping off” and “rolling down” a step.

 

Administration will calculate cost, prior to IBN.

Classified:  Phase in giving experience steps again (PCEA should bring to table)

 

Let IBN know that the Board is interested in Step “lopping off & rolling down.”

 

Mr. Jim Williams noted that a new salary schedule proposal would be presented to the Board this fall through PEA. 

 

Mrs. Walker suggested looking at raising substitute pay.

 

PLAN FOR NEXT YEAR REGARDING CONTINUED GROWTH

 

Growth Plan:

  • Begin structuring committee makeup

  • Study moving growth money to unrestricted capital and possibly increase tuition money

 

Mr. Campbell asked if the district planned to look at the re-opening of Dexter, with a K-3 plan, if growth continues, and that he did not want to do a piece meal plan by adding portables, etc.  He noted that passage of the bond would solve some of these problems for a two to three year period.

 

Mr. Kapp reviewed the growth trend over the last three years and noted that the district was up by 3.7% at the elementary level, 3.7% at the middle school level, and 3.6% at the high school level.  He reported that Humboldt had grown by 12% this year.

 

It was the consensus of the Board to start the process of defining membership for a Growth Committee to begin planning for growth issues later in the year.

 

MARKETING – WHERE DO WE GO FROM HERE?

 

Marketing:

  • Submit budget of $75,000 at September meeting

  • Quarterly reports (with budget) to Board

 

Mr. Kapp reported that he had e-mailed the Board regarding going over budget in the marketing account last year.  He asked the Board how they felt about continuing, dropping off, or increasing the marketing program.

 

Abbie Roses and Mary Jo Kirk did a presentation to the Board regarding the marketing campaign used last year and being continued this year.  She noted that the marketing goal this year was to sustain the momentum and grow 3%, which was accomplished through reinforcing the product.  She reported that there were new bus signs (moving billboards) being used this year, that strategies being used are working well, that the district needs to continue outreach efforts to new families, that the district needs to be more aggressive about going after charter school and private school students, increase efforts during registration, and focus energy on preschool and kindergarten students.  She noted that in the spring, they would like to generate some success stories of past graduates, update the brochure, new mission statement to be framed and displayed at all sites, update tax credit brochure, update summer program publication, bus banners put on the other side of all buses, back to school postcards, marketing early childhood education programs, “We Chose PUSD” family campaign, clip out form in newspaper for tax credit, updated Kids & Co. brochure, Harkins Theater campaign, cable spots, ads in Prescott Woman magazine, ad and article planned for this magazine in the future with possibility of Jane Robertson on cover, update on-hold message, yellow page ads, update website with current green color, and KNAU ads.

 

Mrs. Walker suggested doing bumper stickers like the bus banners.

 

Mr. Kapp noted that two goals of the marketing campaign were to change enrollment and to change the district’s credibility and image, both of which have been accomplished.  He distributed copies of a 10-year enrollment history and 10-year impact on budget history.  He noted that something really amazing happened to district enrollment during the 02-03 school year, shared the impact it had on the budget and noted that sudden growth monies are collected twice, once in the year it occurs and the following year. He reported that the marketing effort started in January 2001 and at that time the marketing goal was to break even.  The district actually grew by 128 students.  Mr. Kapp stated that he felt the marketing effort was a major contributing factor that helped to get the word out about our exceptional staff and programs. Mr. Kapp also distributed and reviewed a break down of responses received from entry surveys since this past July regarding marketing, along with a district marketing expenditure budget sheet.  He noted that he doesn’t like to over spend any budget, but that it’s usually for a good reason, and noted that the district did grow again this year by another 3.6%.  He pointed out that the money used for marketing is not tax generated monies, but from rental of facilities and food service.  He stated that he’d like to increase the marketing budget and recommended raising it to $75,000 for future years in order to maintain on-going marketing strategies and to initiate new concepts.

 

Dr. Fleming stated that she would like reports on marketing expenditures every three months.  Mr. Kapp stated that he felt the marketing strategies in place have tremendous momentum and should be continued.

 

Mr. Maddux stated that it’s very hard to define what advertising does and to quantify each ad, but if you don’t do it, the results could be drastic.  He added that even if we don’t bring in more students, the district is still maintaining the perception within the community.

 

Mrs. Abbie Roses noted that the first year was the easiest, but now the competitors have started to advertise as well and they have understood that you have to sell yourself to the customers, and that our district is trying to compete with home school, private schools and charter schools. 

 

After doing some calculations, Mr. Campbell pointed out that the district has spent .08% on advertising to gain that much money and that in terms of the money we’re generating, advertising affects people’s mindsets. He added that if he were to vote on increasing the marketing budget, he would expect that it would not be overspent in the future.

 

Dr. Newton suggested discontinuing the movie theater ads and using that money for more radio and TV advertising.

 

DEVELOPMENT OF GOALS FOR 2004-2005

 

Possible goals for next year include:

 

  • Character Counts – continue

  • Early Childhood Development

  • Cleaning up “our yard” and signage for all schools and sites

(Check on tennis courts and City of Prescott.)

  • Expanded use of district website and parent communication via technology (District Technology Committee?)

  • Special Education Growth

 

Dr. Reynolds pointed out that it is difficult to show what a one week remediation has done for students, or to measure that from test scores unless you have a test group.

 

Mrs. Walker noted that during the summer, students have been turned away because of courses not offered or the maximum enrollment number having already been reached.

 

Dr. Fleming suggested using substitute teachers or teachers from Chino Valley or Humboldt for the summer school classes.

 

Mr. Kapp stated that rather than having a set maximum enrollment number, he’d like to see a range be used, i.e. 28-32.

 

Dr. Fleming stated that limits should not be enforced until the students actually show up.

 

Mr. Kapp noted that the retreat dates for next year would be set tomorrow with DLT and that he was thinking about having the retreats in June before the principals leave and require them to attend both days.

 

BOARD SELF-EVALUATION

Evaluation forms were distributed to Board members and they were asked to complete the forms and return them to Andi prior to September 10th.  The evaluations will then be compiled and sent out to Board members.

 

ADJOURNMENT

President Dee Navarro adjourned the meeting at 3:50 p.m.

 

 

___________________________________

Governing Board Member