PRESCOTT UNIFIED SCHOOL DISTRICT NO. 1

146 South Granite Street

Prescott, Arizona 86303

October 5, 2004

Minutes of the Governing Board Study/Voting Session of Tuesday, October 5, 2004,

beginning at 6:00 p.m. held in the District Office Board Room.

Governing Board Members Present:

President Dee Navarro

Mr. Steve Campbell

Dr. Joan Fleming

Dr. Andy Newton

Mr. Gordon Maddux

Also Present:

Mr. Kevin J. Kapp, Superintendent

Mrs. Renee Raskin, Business Manager

Mrs. Andi Mayer, Assistant to the Governing Board

Others Present:

Dorrean Walker Kelli Rogers Mary Okensan

Nancy Bewley Eric Bewley Shean Hilton

Jay Collier Judy Paris Colleen Wilson

Stan Rowley Nancy Martinez Lori Markham

Carol Yetman Jenny Phelps Debbie Buchta

Patrick Kadrmas Brandon Arterbury Jim Anderson

Joe Moore Bill White Susan Kissel

Melissa Moore Kent Winslow Allison Chiappetti

Totsy McCraley Rich Geske Mary Anne Kapp

Kelton Aker Arn Lavington Bob Williams

Cindy Brown Joe Howard Mike Harlan

Jim Wells Bill Munson J.P. Vicente

Scott Stoeckel

CALL TO ORDER

President Dee Navarro called the meeting to order at 6:00 p.m.

OPENING CEREMONY AND WELCOME

President Navarro welcomed everyone and thanked those present for attending. Dr. Andy Newton led the audience in the Pledge of Allegiance.

APPROVAL OF AGENDA

President Navarro asked Mr. Kevin Kapp if the agenda was in order. Mr. Kapp responded that it was with the exception of presentation number one, which would have to be rescheduled for a future meeting.

Dr. Andy Newton moved that the Governing Board approve the agenda as amended. Mr. Steve Campbell seconded the motion.

Dr. Andy Newton voted aye, Mr. Steve Campbell voted aye, Dr. Joan Fleming voted aye and President Navarro voted aye. The motion carried 4-0.

PRESENTATIONS

Mr. Kapp introduced Mr. Bill White, PHS Athletic Director. Mr. White reported on several projects that were begun last spring, specifically the football field and concession stand projects. He noted that PHS owes many people a huge thanks for their generous support and hard work on those projects.

Mr. White thanked the following businesses and individuals for their support on those projects and presented those in attendance with certificates of recognition. He gave special recognition to the Tanya Odorfer and Eric and Nancy Bewley.

Football Field Contributors:

J.P. Vicente and Vicente Landscaping The Hutter Family

Frontier Excavation – Johnny Reyes Adams Architecture

Estancia Home Builders, Inc. - Badger Roofing – Tony Ebarb

Darcy Howard Thompson Bros. Construction

Estancia de Prescott Haskins Electric

United Rentals Fann Contracting

Rocky Mountain Underground Paint Works – Scott Wederski

National Bank of Arizona Gary Hadley

Vastco, Inc. Blind Works – Scott Stoeckel

Country Bank Quality Maytag

Bar T Bar Sod Farm Granite Mountain Materials

T & H Construction The Bewley Family

Grady’s Excavation The Huck Family

Compass Bank The Odorfer Family

Victor Pereboom, CPA Frost Structural Engineering

True Value Hardware Brennan Concrete

Ballard Truss

Concession Stand Contributors: Foxworth-Galbraith

Prescott Kiwanis Pro Water Irrigation & Supply

Frontier Excavation – Johnny Reyes Schultz Gutters

Estancia Home Builders, Inc. – Salvation Army

Darcy Howard 928 Door Systems –

Kelly/Wise Engineering, Inc. Chris Viterbo

Scott Emery The Howard Family

Mrs. Mary Anne Kapp gave a PowerPoint presentation regarding the purchase of the Compass Learning curriculum and materials for K-8 and answered questions from the Board. (A hard copy of the PowerPoint Slide Show is available upon request.)

SUPERINTENDENT’S REPORT

Mr. Kevin Kapp distributed copies of the October DLT Calendar of Events and briefly highlighted several activities. He noted that there was new student art work on display in the Board Room and that it is changed every two months. He reminded the Board that Fall Break would be taking place next week and reported that over 300 letters for the remediation program during Fall Break had been sent out and that 69 students had signed up. Approximately half were elementary students and half were middle school students. The elementary program will be held at Miller Valley, with the middle school program being held at Granite Mountain. He also noted that transportation would be provided and that the program would be held Monday through Friday from 9:00 – 11:30 a.m. He noted that Kids & Co. would also be providing services over Fall Break.

He distributed information regarding the 40^th day numbers, noting that this is a benchmark date, not a funding date. He reported that funding is based on enrollment, not attendance. He noted that the 100^th day would take place at the end of January. He reported that the 40^th day count was up by 157.005 students, which is approximately 3% and the largest increase in the last six years. He also cautioned that these numbers were preliminary numbers and would change.

President Navarro noted that there were two people who had signed up to speak regarding topics that were not on the agenda. She noted that this was not allowed under the Arizona Open Meeting Laws and encouraged them to request in writing for a Call to the Public, where items not on the agenda could be addressed by the public. She also noted that during a Call to the Public, Governing Board members could not respond or answer questions from those addressing the Board.

Mr. Gordon Maddux requested that a Call to the Public be added to the October 19^th agenda.

STUDY AND VOTING SESSION:

CONSIDER APPROVING THE 2003-2004 ANNUAL FINANCIAL REPORT

Dr. Joan Fleming moved that the Governing Board approve the 2003-2004 Annual Financial Report. Mr. Gordon Maddux seconded the motion.

Mrs. Renee Raskin did a PowerPoint presentation regarding the Annual Financial Report and answered questions from the Board. (A hard copy of the PowerPoint Slide Show is available upon request.) She reviewed the M & O budgeted vs. actual expenditures, expenditures from the carry forward amount, the budgeted and actual expenditures from the Classroom Site Fund, the budgeted and actual expenditures from Capital Funds and the Current Expenditures by Category. She noted that overall, the total amount spent was under budget.

Mrs. Cindy Brown addressed the Governing Board regarding an over expenditure in the transportation budget and explained that the major expenditures in her budget are from fuel, parts and repairs. She noted that there was a significant increase in the cost of both diesel fuel and parts for repairs. She noted that the older buses are not fuel efficient and the cost of repairing them has increased. She also noted that she had added four new routes at the Board’s direction in order to get middle school students home at an earlier time. She noted that there was additional employee salary expenses associated with the addition of those routes.

Dr. Andy Newton asked what kind of gas mileage the buses received. Mrs. Brown responded that the older buses get 6-7 miles per gallon, with the newer buses receiving 10-12 miles per gallon.

Mr. Gordon Maddux voted aye, Dr. Joan Fleming voted aye, Mr. Steve Campbell voted aye, Dr. Andy Newton voted aye, and President Navarro voted aye. The motion carried 5-0.

CONSIDER APPROVING THE HIRING OF FOUR 6-HOUR PER DAY INSTRUCTIONAL ASSISTANTS TO WORK IN 1^ST GRADE CLASSROOMS FOR THE REMAINDER OF THE 2004-2005 SCHOOL YEAR ONLY, UTILIZING 2004-2005 STUDENT GROWTH MONIES

Mr. Steve Campbell moved that the Governing Board approve the hiring of four 6-hour per day instructional assistants to work in 1^st grade classrooms for the remainder of the 2004-2005 school year only, utilizing 2004-2005 student growth monies. Mr. Gordon Maddux seconded the motion.

Mr. Kapp noted that the administration had asked the Board in August to approve a new 1^st grade teacher due to the high enrollment numbers and that the Board had approved the request. He noted that the class sizes had then dropped, so the administration had decided not to utilize the new teacher. Since then, the 1^st grade enrollment has climbed back up. He noted that the District Leadership Team had met and discussed this issue and had decided that at this point in the school year it would be too disruptive to transfer students to a different classroom or school. Instead, the DLT had suggested hiring instructional aides to assist in the existing 1^st grade classrooms for the remainder of this year only, and then address the large enrollment numbers that might be at the 2^nd grade level next year. Mr. Kapp noted that if this proposal were approved, the positions would be posted immediately, with hiring to take place the week after Fall Break.

Mr. Steve Campbell asked how instructional assistants would help in the classrooms and how it would help teachers? Mr. Bill Munson responded that his teachers really feel the pinch during reading time and would utilize the instructional assistants during those types of group activities. Mr. Bob Williams responded that he would utilize the instructional assistants for individual student needs.

Mr. Gordon Maddux voted aye, Dr. Joan Fleming voted aye, Mr. Steve Campbell voted aye, Dr. Andy Newton voted aye, and President Navarro voted aye. The motion carried 5-0.

CONSIDER APPROVING AN OUT-OF-STATE TRAVEL REQUEST FOR THE PRESCOTT HIGH SCHOOL BOYS’ SOCCER TEAM TO TRAVEL TO LAKE CHARLES, LOUISIANA, ON DECEMBER 15-19, 2004, FOR THE LOUISIANA SHOWCASE OF SOCCER

Mr. Shean Hilton, PHS Varsity Soccer Head Coach, addressed the Governing Board and reported that this is one of the most premier soccer invitationals in the country, with only the top teams being invited. He noted that there would be over 200 college scouts and recruiters in attendance. He stated that the students were excited about the opportunity to play in such a prestigious tournament and to talk to the scouts and recruiters. He also noted that this would be at no expense to the district.

Dr. Newton asked if this would be during final exams? Mr. Hilton responded that it would be. He noted that with teacher approval, the students would have the option of taking their final exams either before they leave, or after the break. He noted that the team has a 3.83 cumulative grade point average and are serious about their academics.

Mr. Campbell asked if it would be a hardship for some of the families to pay for the trip? Mr. Hilton responded that they have two major fundraisers planned: selling restaurant discount cards and a rummage sale.

Mr. Campbell asked what the cost for each player would be? Mr. Hilton responded that airfare would be $400, lodging would be $75, and food would be approximately $60-$70.

Dr. Fleming asked if the teachers would be willing to allow these students to take their final exams before or after the tournament? Mr. Hilton responded that he hoped so.

Mrs. Navarro asked if they had liability insurance? Mr. Bill White responded that all student athletes are required to have liability insurance in order to go out for sports. Mr. Kapp noted that if the trip were approved by the Governing Board, they would also be covered under district insurance.

CONSIDER APPROVING THE GOVERNING BOARD GOALS FOR THE 2004-2005 SCHOOL YEAR

Mr. Kapp reported that he had summarized the goals that were brainstormed at the Work Planning Session in August. He noted that all administrator’s are required to be involved in at least one of the goals and that he was planning on asking the media to make sure the community is aware of the goals. He stated that he would like the public, parents, students and classified staff to know that they are welcome to join and work with any of these goals committees.

Mr. Kapp reviewed the four goals committees: Academic Achievement, Character Education, District Growth and Nutrition and Fitness.

Mr. Gordon Maddux stated that he had read an article in the newspaper regarding the benefits of having recess before lunch at the elementary level and that he would like to see our district consider doing so.

Dr. Joan Fleming suggested spelling out the acronyms.

CONSIDER APPROVING A RESOLUTION TO THE ARIZONA SCHOOL BOARDS ASSOCIATION THAT WOULD SUPPORT THE ASBA BY-LAWS BEING AMENDED TO ALLOW THE TWO EXOFFICIO MEMBERS (THE PRESIDENT OF THE HISPANIC NATIVE AMERICAN INDIAN CAUCUS AND EITHER AN OFFICER OR DIRECTOR OF THE NATIONAL SCHOOL BOARDS ASSOCIATION) TO VOTE DURING ANY ASBA BOARD OF DIRECTORS MEETING

Dr. Fleming noted that this has come up before at the assembly in December and has been voted down a couple of times. She noted that in the past school boards have never presented support of the resolution. She stated that the two exofficio members come to the meeting, prepare for the meeting, offer opinions, etc., but are not allowed to vote. She reported that other district have already presented resolutions supporting the amendment. She noted that right now it would just be the president of the Hispanic Native American caucus, since there isn’t an officer or director of NSBA. She stated that she felt this would give the organization strong leadership on the Board of Directors, which consists of 17 county directors, 6 officers and 2 exofficio members.

Mr. Campbell asked if this would still come to the annual meeting for a vote? Dr. Fleming responded, yes.

Mr. Maddux stated that he didn’t see why NSBA needed a voting member, but did agree that it would be beneficial for the president of the caucus to have voting rights.

CONSIDER APPROVING THE ACCEPTANCE OF A GRANT FROM THE ACKER TRUST BOARD FOR FISCAL YEAR 2005 FOR $3,000 FOR THE PRESCOTT HIGH SCHOOL MUSIC PROGRAM

Mr. Kapp noted that new grants are brought to the Board for their acceptance, and once they are on-going, they are just informational items. He reported that this was a new grant that Cheryl Moran and Ben Valentine had put together as a result of the Tri-City Student Showcase.

Mr. Campbell noted that the Acker Trust used to require matching funds and asked if this were the case with this grant? Mr. Kapp responded that he would find out before the voting session.

CONSIDER APPROVING A NEW PROGRAM AT PRESCOTT HIGH SCHOOL IN PARTNERSHIP WITH VOCATIONAL REHABILITATION ENTITLED “YOUTH TRANSITION PROGRAM” TO BETTER SERVE TRANSITION NEEDS OF SPECIAL EDUCATION STUDENTS FROM SCHOOL TO WORK AND ADULT LIFE

Mrs. Nancy Martinez noted that the new program proposal was the brainchild of Debbie Buchta and has been in the works for over a year. She summarized the concepts of the program and noted that it would expand services to special education students.

Mr. Brandon Arterbury gave an overview of Vocational Rehabilitation, a federal and state combination program that has been in existence since 1920 and works with people who have barriers for employment. He noted that the program helps them to overcome those barriers. He gave a brief history of the program and then distributed information regarding other school districts currently doing similar programs. He noted that it is basically a match program where the school district would take money already being used in existing programs, target it for this program, and then receive federal matching funds, which allows for expanded programs. He noted that this program is designed for higher level special education students to be successful within the community and the workplace.

Mr. Campbell asked how many students would be involved? Mr. Arterbury responded that the program would have one additional coordinator who would be a certified staff member and two transition specialists that work with students at an 11:1 ratio. The first year he anticipated that there would be 7-17 students involved with the program.

Mrs. Debbie Buchta noted that the high school is doing this right now with the 25-30 of the lower functioning students with moderate disabilities. She stated that this program would open up the door for LD students with mild disabilities, who are the students who really need these services.

Mr. Campbell asked if the program would be continued for the 25-30 students? Mrs. Buchta responded that a new person would have to be hired for that program, since she would be moved over to a different student population.

Mr. Arterbury noted that both Humboldt and Chino had similar programs.

Mrs. Buchta noted that the Coffee Stand at PHS could be revived and that in the past it was very successful.

President Navarro asked if the program would all take place on campus? Mrs. Buchta responded that it would take place both on the campus and within the community, with more community placements for the students with mild disabilities.

President Navarro asked who would provide transportation? Mrs. Buchta responded that the school has a special needs bus that is used and that the new program would require the purchase of a van through the grant.

CONSIDER ADOPTING A NEW PUSD MIDDLE SCHOOL ATHLETICS/EXTRA-CURRICULAR SALARY SCHEDULE AND A NEW PRESCOTT HIGH SCHOOL ATHLETICS/EXTRA-CURRICULAR SALARY SCHEDULE

Mr. Kapp noted that this item was placed on the agenda due to the Board’s request at the retreat.

Ms. Kelli Rogers addressed the Governing Board and stated that she teaches math and science at Granite Mountain Middle School and also coaches basketball and cross country. She stated that the proposed middle school schedule would be very beneficial, would help the programs grow, would support the development of middle school athletics programs and help the students participating.

Mr. Pat Kadrmas addressed the Governing Board and stated that he supported having an athletic director at the middle school. He noted that it made sense to have an AD at Granite Mountain and that the AD could improve communication between the coaches and keep the programs running smoothly. He stated that he hoped this is not an issue that would be perceived as a negative thing for the public.

Mrs. Jenny Phelps addressed the Governing Board and state that she has two children attending Granite Mountain and participating in sports. She stated that she was amazed how many sports are offered and equally amazed that the school doesn’t have an AD. She stated that the AD could promote athletics to be competitive and fair for all to participate. She also stated that an AD could help hold coaches accountable for knowing their sport and providing quality coaching. She also added that the community is full of qualified people to help coach programs.

Mr. Jim Williams noted that currently he was the athletic director for both middle schools and receives an extra prep period and stipend for those duties.

Dr. Fleming stated that she had a real concern regarding the consideration of both of the proposals. She noted that the Board has talked about the middle schools for so long and that she wanted to concentrate on their proposal. She also added that she felt it should be retro-active from the beginning of the school year. She noted that it was only $18,000 for the middle school proposal, but with the addition of the high school proposal it has become a huge amount.

Mr. Rich Geske did an Excel presentation illustrating the high school’s proposal, along with Mr. Bill White and Mr. Jim Wells. Mr. Geske noted that Dr. Chris Reynolds had instructed them on what was needed and that it had been from a request by the Board. Please see the attached supplemental salary schedule. Mr. Geske answered questions from Board members.

Mr. Mike Harlan stated that he was concerned that the middle school proposal would have to wait another year or so again and asked the Board to table the high school proposal and only consider the coaching salaries and extra-curricular salaries for the middle school at this time.

President Navarro asked why the original proposal was $2000 less. Mr. Harlan responded that he had used the new teacher base salary and went back and increased some positions such as the cross country coach, as well as a couple of auxiliary positions.

Dr. Fleming stated that she concurred that these two issues needed to be considered separately. She asked Jim Anderson if the middle school coaches would be happy with this schedule? Mr. Anderson responded, yes.

Dr. Fleming asked if the Board was supposed to consider a pay-to-play increase? Mr. Harlan recommended that since sports seasons have already started, that the Board consider the proposal, but make the pay-to-play active for the 2005-2006 school year. Dr. Fleming then added, and the salary schedule retro-active.

Mr. Kapp noted that the middle school proposal would cost $13,000 for the coaches and $5,000 for the extra-curricular for a total of $18,000. He noted that the five people at the high school who are currently not receiving any kind of salary for extra-curricular would cost $4,000, bring the total amount to $22,000.

Dr. Fleming stated that she would like the Board to consider these as two separate issues.

CONSIDER APPROVING A REQUEST FROM MRS. MICHELLE HELMKEN, TEACHER AT MILLER VALLEY ELEMENTARY SCHOOL, FOR A LEAVE OF ABSENCE WITHOUT PAY FOR THE REMAINDER OF THE 2004-2005 SCHOOL YEAR

Mr. Kapp noted that Mrs. Helmken was currently on maternity leave and was now requesting the entire year off. He noted that this was the position that Linda Ryan was currently filling and that she plans on returning to her duties at the district office at the semester break as planned, which would make the hiring of a replacement for Mrs. Helmken a necessity.

CONSIDER APPROVING ANY NOMINATIONS FOR THE ASBA 2004 ALL ARIZONA SCHOOL BOARD AWARD FOR RECOGNTIION OF INDIVIDUAL SCHOOL BOARD MEMBERS THROUGH THE ARIZONA SCHOOL BOARDS ASSOCIATION

Mr. Kapp noted that the Golden Bell Award information has been forwarded to the principals and did not require Board approval. He noted that this award was for Board members meeting certain criteria and for the Board to be thinking about any nominations they’d like to make at the voting session.

CONSIDER APPROVING ANY NOMINATIONS FOR THE MEDIA AWARD FOR RECOGNITION OF INDIVIDUAL JOURNALISTS FOR ACCURATE REPORTING OF EDUCATIONAL NEWS THROUGH THE ARIZONA SCHOOL BOARDS ASSOCIATION

Dr. Joan Fleming stated that she’d like the Board to consider nominating Hilary Eller.

CONSIDER APPROVING ANY NOMINATIONS OF SCHOOL BOARD MEMBERS FOR THE ASBA HONOR ROLL AWARD FOR RECOGNITION OF OUTSTANDING SCHOOL BOARD MEMBERS WITH 8 OR MORE YEARS OF SERVICE THROUGH THE ARIZONA SCHOOL BOARDS ASSOCIATION

Mr. Kapp asked the Board to consider nominations for this award for the next meeting.

CONSIDER APPROVAL OF THE CONSENT AGENDA

President Navarro asked if there were any items the Board wished to discuss separately.

CONSIDER THE APPROVAL OF CERTIFIED AND CLASSIFIED PERSONNEL ACTIONS AS REQUESTED