ESCAMBIA COUNTY, FLORIDA
MINUTES, JUNE 18, 2001
The School Board of Escambia County, Florida, convened in Workshop Meeting at 9:00 a.m., in the Board Room, at the Dr. Vernon McDaniel (Administration) Building, 215 West Garden Street, with the following present:
Chairman: Dr. John DeWitt Vice Chairman: Mrs. Cary Stidham
Members: Mr. Gary L. Bergosh (present via speakerphone)
Ms. Linda Finkelstein
Dr. Elmer Jenkins
School Board Attorney: Mr. Francisco Negron, Jr.
Superintendent of Schools: Mr. Jim Paul
I. CALL TO ORDER
Dr. DeWitt called the workshop to order at 9:00 a.m. He announced that a Special Board Meeting regarding the 2001-2002 Budget Process would immediately follow the workshop. He stated that he attended the Florida School Boards Association Workshop during the past week and gave a brief update regarding that meeting.
II. COMMENTS FROM SUPERINTENDENT
The Superintendent listed the additions and deletions to the agenda.
III. APPROVAL OF MINUTES
Minutes for all May meetings will be presented for Board approval.
IV. COMMITTEE REPORTS
DELETE
1. Report from Audit Committee, Mike Adkins
2. Report from Mike Burns, Coordinator of Community and Legislative Affairs
Mr. Burns gave the following update:
House Bill 1902, Civil Service Bill – Mr. Burns stated that this bill was signed by the Governor and is now law. He further stated that the Civil Service Board has been notified of the school district’s intent to withdraw from Civil Service System and that process will be completed soon.
Commissioner Charile Crist – Mr. Burns stated that Commissioner Crist will be the keynote speaker at the Escambia County School District Administrators’ Conference on July 26th. He further stated that Commissioner Crist will also visit the district again on August 1st to launch the State School Summit.
Legislative Claim Bill – Mr. Burns stated that the school district will have to work hard to make sure that a Legislative Claim Bill is not filed against the school district.
Minority Recruitment and Retention - Mr. Burns stated that he will be meeting with Senator Jim Horne, Secretary of Education, to discuss securing dollars for the Minority Recruitment Fund.
School Truancy Operations Program (STOP) – Mr. Burns stated that they are trying to secure funding for this program outside the school district.
V. CONSENT AGENDA
A. Curriculum and Instruction
1. Your School Advisory Council 2001-2002 Edition
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Dr.
DeWitt asked if a law exists regarding a required number of times
that a School Advisory Council must meet. Ms. Sheree’ Cagle, responded that the
required number of times that a School Advisory Council must meet, is
a district level decision and current district policy states a
minimum of four times. She stated that she
currently monitors the School Advisory Council’s involvement in
the budget process, by requiring completion of a checklist included
in their School Improvement Plan. She stated that while she
does not currently monitor the number of times the Council meets, she
will request agendas from each Council meeting in the upcoming school
year.
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<![if
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<![endif]>Saturday
Boot Camp
Mrs. Stidham asked Mr. Negron if he had any concerns regarding
the Saturday Boot Camp Agreement.
Mr. Negron stated that his concern was that the Saturday Boot
Camp not be a mandatory requirement, if a child was an Exceptional
Student Education (ESE) student or if there were other issues that
may prevent the child from being able to attend. He stated that he has been
assured by Dr. Alan Scott, Director of Secondary Education, that it
is not the intent of the agreement to make Saturday Boot Camp a
mandatory requirement. He further stated that he found nothing
specific in the contract that states that it will be mandatory and
therefore, it would be up to district policy as to how the Boot Camp
is implemented. Dr.
Scott gave a brief explanation as to how the Saturday Boot Camp will
be implemented. He explained that this is an
agreement simply to secure grant funding for the Boot Camp. Once funding is secured, all parties involved
will assist in developing the contract, making sure that it meets all
district guidelines.
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<![endif]>Cooperative
Agreement with the Community Action Program Committee, Inc.
Mrs.
Stidham asked if a fee could be charged for the classroom space being
used by the Headstart Program. Mr. Wayne Odom, Director of Title I, stated that
currently there is no fee being charged.
He explained that the Headstart Program is required to raise a
local effort match in order to receive funding.
Headstart includes the classroom space provided by the
district in their local effort match calculations.
He stated that if a fee was charged for the use of classrooms,
it would greatly impact the programs’ local match.
Dr. DeWitt requested additional information, regarding
estimated costs for the use of classrooms by Headstart, be provided
to the Board prior to the regular meeting.
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<![if
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<![endif]>Florida
Learn & Serve Grant Tool Kit for Teacher Training (Volunteer
& Business Partnership Department)
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Dr.
DeWitt requested that Ms. Linda Gulley, Director of Grants
Management, provide the Board more detailed information on the source
of funding for this grant, prior to the regular meeting.
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21. Contract for Services between the
School Board of Escambia County, Florida and the Deaf and
Hard of
Hearing Services of Northwest Florida, Inc. 2001-2001
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Dr.
DeWitt asked if federal dollars from the special education budget
could be used as fund sources for this item. Ms. Yvonne Gray, Director of
Exceptional Student Education, responded that the funds could not be
used for this particular agreement.
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<![if !supportLists]>34. <![endif]>Information for Board related to the possible move of Beggs Educational Program/George Stone High School Completion Program and Jobs and Diploma Program
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Mrs. Stidham stated that the appraisal for the McReynolds Center that was requested last month has not been received. Mr. Charles Thomas, Director of Alternative Education, stated that he did not believe that the appraisal should impact the decision regarding the use of the building for a temporary period of time. Dr. DeWitt asked if the Beggs Educational Program and the George Stone Programs (High School Completion and Jobs and Diploma) could be placed under an existing alternative education program rather than being housed in another facility. Mr. Tommy Taylor, Director of Applied Technology and Adult Education, discussed the cost effectiveness of combining the three programs at the McReynolds Center.
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The Board recognized Judge John Parnam who expressed his concerns for the need to continue these beneficial programs and that they be housed in the same facility.
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<![if !supportLists]>35. <![endif]>Various oral informational items from Curriculum & Instruction staff; any back up will be provided at workshop
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Mr. Bill Bush,
Director of Technology Systems and Management Information, stated for
the record, that the Child Protection Act requires the district, to
have filtering protection in place for all technology programs.
The district is in compliance with this Act.
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<![endif]>Finance
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<![if
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<![endif]>Budget
Amendments
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Mrs. Stidham asked for an update on health claims.
Ms. Barbara Linker, Director of Budgeting, stated that she
would supply the Board with that information prior to the Special
Board Meeting. Mrs.
Stidham also expressed concerns regarding the misconception among the
public that the School Board had been operating with a $6,000,000
deficit. She wanted the record to
reflect that the School Board was not operating with a $6,000,000
deficit.
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<![if !supportLists]>7.
<![endif]>Budget
Amendments:
<![if !supportLists]>c)
<![endif]>Resolution
10: Capital Projects
Funds
<![if !supportLists]>4.
<![endif]>1999/00
Capital Improvement Tax Construction Fund 3710, (Pages 15-17)
<![if
!supportLists]>a)
<![endif]>Reallocate
funds ($140,000.00) from reserve project to Escambia High School
lockers project. Financial
Accounting initiated this budget amendment to provide funding for
lockers at Escambia High School.
Dr.
DeWitt asked for clarification on this item. Mrs. Stidham stated that
Escambia High School is the only high school without lockers due to
previous actions by the Board. She
explained that it would cost more to purchase a classroom set of
textbooks for a seven-period day than it would to put lockers in the
school. Dr. DeWitt asked
why the lockers had been removed from Escambia High School. The Superintendent responded
that at the time, the principal was concerned that students were able
to hide things inside the lockers and therefore felt that was good
reason to remove the lockers. Mrs. Stidham stated that she
would provide all Board Members with additional information regarding
this issue, prior to the regular meeting.
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10. School Food
Service Meal Prices for 2001-2002
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Mrs.
Stidham stated that she was not in support of increasing school food
meal prices. She
suggested that the Board wait until the School Food Services Budget
is received and reviewed, before approving an increase in meal
prices. Mr. Jim Bentley, Director of
Food Services, stated that the School Food Services reserves would be
reduced dramatically due to warehouse user fees and the increasing
costs of health benefits. He explained that there has
not been an increase in meal prices in the last two years and
stressed the need for raising meal prices for the 2001-2002 school
year. Mrs. Stidham
requested additional information regarding meal prices in peer
counties be provided to the Board, prior to the regular meeting.
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<![if
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<![endif]>Impact
Aid Resolution
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Dr.
DeWitt asked Mr. Negron if he had approved the resolution and if it
empowers the designated person to make commitments on behalf of the
School District. Mr.
Negron stated that the resolution is empowering the designated person
to make representations and commitments for and on behalf of the
School District with regard to the Federal Impact Aid.
Mr. Wally Odom, Assistant Superintendent for Financial and
Business Affairs, explained that approval of the resolution is
necessary to reflect a change in personnel.
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<![if !supportLists]>C.
<![endif]>Human
Resources Services
<![if
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<![endif]>Instructional/Professional
<![if
!supportLists]>f)
<![endif]>Special
Requests
<![if !supportLists]>18. <![endif]>Request approval of revised administrative and professional job descriptions to include evaluations associated with each position
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Mrs. Stidham stated that she had discovered errors upon review of the revised Administrative and Professional Job Descriptions. She suggested that Human Resources review the document and then submit for approval at the July Board Meeting. Dr. DeWitt explained that he had requested that Dr. Doug Garber, Assistant Superintendent for Human Resources, submit this item so that it would be officially noted as being received, and then table the item until the July Board Meeting.
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<![if !supportLists]>5.
<![endif]>Affirmative
Action
<![if !supportLists]>a)
<![endif]>HRMD
Plan
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Ms. Finkelstein
noted that under the Performance Appraisal System for Principals it
states that the system must include evaluation procedures by
administrators and opportunities for parents and teachers to provide
input into the administrator’s performance assessment when
appropriate. She asked
if such a document exists and if so, how is it to be used. Dr. Doug Garber, Assistant
Superintendent for Human Resources, stated that there is a
school-based survey and a survey that can be sent home to parents.
Dr. Alan Scott, Director of Secondary Education, indicated
that he would provide copies of that document to the Board.
Dr. Jenkins asked if the principal receives a report after
evaluation, that outlines strong points, weaknesses and suggestions
for improvement, to which Dr. Garber responded yes.
Dr. DeWitt mentioned that the principal pool is low at the
current time. He stated that he has heard concerns from staff
regarding the requirement of attendance for training on Tuesday
afternoons for an 18-week schedule.
He explained that there are many staff members that would like
to sign up for the principal pool, but because they have after school
activity commitments on certain days of the week, they can not sign
up for the pool because of the requirements. He asked if there was a way
to accommodate such individuals.
Dr. Garber stated that one of the emphases is to move away
from training everyone in the pool and instead, just provide some
minimal training. He
explained that more advanced training will be provided to individuals
when they are actually in the position as interim principal, interim
assistant principal, etc. Dr.
DeWitt asked how someone could get into the principal pool.
Dr. Garber stated that the individual must apply and once they
are in the principal pool then they can be assigned as an interim
principalship to learn. Dr.
Jenkins stated the need for diversification in the principal pool to
be sure that there is a proper ethnic mix of candidates.
Dr. Garber stated that the university is working with the
district on making sure that is handled. Dr. DeWitt also noted that
the section “Announcement of Vacancies” (Page 9 of the HRMD
Plan), states that the Assistant Superintendent for Human Resources
shall post all vacancies. Dr. DeWitt stated that as of
July 1, 2001 there is no such position and advised Dr. Garber to make
the necessary changes regarding that statement.
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<![if !supportLists]>D.
<![endif]>Purchasing
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<![if !supportLists]>6.
<![endif]>Annual
Agreement Renewal: House
Moving Services
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Ms.
Finkelstein asked what amount would be coming out from the general
fund balance. Mr. Barry
Boyer, Director of Purchasing, stated that $60,000 is budgeted from
the general fund but that much is rarely spent.
He explained that many of these services are related to
construction movement and those funds would come out of the capital
expenditures. Mr. Boyer explained that
usually only approximately $10,000 to $15,000 comes from the general
fund and that the vast majority of the moving expenses come out of
capital expenditures.
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<![if !supportLists]>7.
<![endif]>Annual
Agreement Renewal: Portable
Buildings Leasing
Ms.
Finkelstein asked if 32 was the total number of leased portables
remaining. Mr. Barry
Boyer, Director of Purchasing, responded that 32 is the correct
number of leased portables remaining and noted that figure is well
below from the number of leased portables last year.
Ms. Finkelstein asked if the lease payments come out of the
general fund, to which Mr. Boyer stated that they do.
Ms. Finkelstein inquired as to how many portables were left in
the district. Mr. Ted Kirchharr, Director
of Facilities Planning, stated that information regarding the number
of portables would be provided in their Five-Year Plan, and that he
believed the number of portables left was approximately 270.
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<![endif]>Annual
Agreement Renewal: Telecommunication
Services for Operational Department
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Dr.
DeWitt requested a list of district staff that have cell phones.
Mrs. Stidham indicated that she would supply that information
to the Board. Dr. DeWitt
noted that Board Members pay for their own cell phones and questioned
the need for so many cell phones for district staff. Mr. Barry Boyer, Director of
Purchasing, explained that staff members have phones that are a
combination cell and radio phone and that many of these phones do not
have the cell phone feature activated.
He further explained that the vast majority of the radio
phones are used by maintenance, technology and facilities crews for
communication to their home offices and between the crew members
themselves. He stated
that there are also several administrators that have radio phones
primarily for emergency response.
Mrs. Stidham questioned the need for administrators to have
cell phones at any other time other than in an emergency situation
such as a hurricane. Mr.
Boyer stated that even in a hurricane situation, the radio feature
would be used. Mr.
Ted Kirchharr, Director of Facilities Planning, explained that these
phones are programmable units, and noted the difficulty of activating
the phones in the middle of a hurricane situation.
He also stated that there is a relatively small number of
staff who do not use their phones on a regular basis and that the
vast majority of staff use them almost everyday.
Mrs. Stidham asked if an emergency plan was available that
would list the role that each administrator assumes in an emergency
situation. Mr. Kirchharr
indicated that he would provide that information to the Board.
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<![if
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<![endif]>Xerox
Copier for Longleaf Elementary
Mrs.
Stidham although not questioning this particular item, asked Mr.
Barry Boyer, Director of Purchasing, about the status of the survey
she requested several months ago regarding copiers. Mr. Boyer stated that in March, he received
responses to the survey and that the results were still being
compiled. He stated that he should
have that information available in July or August.
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<![if
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<![endif]>Annual
Agreement Renewal: Crossing
Guard Services, Bid # 52-99
Mrs. Stidham asked if the district had considered acquiring
retired personnel to work as crossing guards. Mr. Joe Bernard, Director of
Risk Management, stated that the district has not considered
recruitment of retired personnel for these positions.
He explained that they have tried to use light-duty workers,
however, that was a problem because of the short duration of work
time in the mornings and afternoons.
He stated that he could look into the possibility of acquiring
volunteers. He further stated that due to a change in law, a
school crossing guard could not be used to direct traffic.
<![if
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<![endif]>Annual
Agreement Renewal: 403-B
Compliance Services, RFP # 1-98
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Dr.
DeWitt asked for clarification on this item. Mr. Joe Bernard, Director of
Risk Management, stated that this ensures that the district complies
with all federal rules under Florida Law.
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<![if
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<![endif]>Annual
Agreement Renewal: Novell
GroupWise Software License
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Dr.
DeWitt asked if was necessary that every computer have Novell
GroupWise. Mr. Bill
Bush, Director of Technological Systems and Management Information,
stated that it is necessary to have Novell GroupWise on every
computer as that is how the computer connects to the network.
He explained that the operating system (Novell GroupWise)
makes the network function. He
further explained that if a computer does not have Novell GroupWise,
then it will not be connected to the network and therefore will be an
isolated workstation. Dr. DeWitt expressed his
concern that the Management Information Systems (MIS) department is
becoming the most expensive department to operate.
He asked if it was necessary that everyone have e-mail access. Mr. Bush stated that e-mail has become an
integral part of business operations and a much more efficient means
of communication than courier service.
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<![if
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<![endif]>Annual
Agreement Renewal: Vending
Services
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Mrs.
Stidham asked for clarification on whether contracts for vending
machine companies are district-wide or school-based. Mr. Barry Boyer, Director of Purchasing, stated that this
particular item is being requested by the Food Services Department. Mr. Jim Bentley,
Director of Food Services, stated that the profits earned from
vending machines go into the Food Service Fund and then on a
dollar-per-dollar match, that commission amount is given to the each
participating school from the district’s general fund. Mr. Sam Scallan, Director of
Internal Auditing, explained that this process is called the Vending
Machine Flow-Through Allocation.
Ms. Barbara Linker, Director of Budgeting, stated that the
Vending Machine Flow-Through Allocation budget is estimated at
$80,000. Dr. DeWitt
asked that the Superintendent provide the Board with a recommendation
concerning the Vending Machine Flow-Through Allocation at the Special
Board Meeting.
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<![if
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<![endif]>Annual
Agreement Renewal: Consulting
Services for the Employee Fringe Benefit Program
Mrs.
Stidham felt that the current consulting company’s projections,
regarding health insurance claims, were far below the actual costs
and questioned whether the district might be better served to search
for a different consulting company rather than renewing the contract
for the current company. Mr.
Joe Bernard, Director of Risk Management, explained that problems in
the previous year were because the benefit consultant was not
provided with monthly figures and also because of changes in the plan
implemented in May and October 2000. He suggested that the
Board renew the contract with the current company this year and then
bid these services next year. Mrs. Stidham requested
information regarding projected versus actual health insurance
claims. Mr. Wally Odom, Assistant Superintendent of
Financial and Business Affairs, stated that he would supply that
information to the Board. Dr.
DeWitt questioned the need for paying a consulting service when there
is a contract with United Health Care that handles that.
He inquired as to what advice is given by the consulting
service that could not be provided by the Director of Risk Management
or even a software program. Mr. Bernard explained that
the consulting service supplies a Certified Employee Benefit
Specialist and that there is no one in the Risk Management department
that has those credentials. He stated that the
representative from the consulting service worked with the district
on many different issues such as the health benefit plan and the
prescription drug plan. He explained that the
consulting services are needed to monitor plans, follow trends and
offer advice on adjusting plans when needed.
The Superintendent asked if there are specific tasks that the
consulting service is asked to work on or do they just supply general
consulting. He
further questioned if contracting could be done for a few specific
tasks at a reduced cost to the district.
Mr. Bernard stated that there is a specific amount budgeted
for the consulting services and that the consulting service works on
time and expense. Mr. Barry Boyer, Director of
Purchasing, stated that this consulting service was bid approximately
five years ago and that the acceptance of that agreement has not
changed. Dr. DeWitt asked that Mr.
Boyer provide a copy of the agreement to Mr. Negron.
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<![if !supportLists]>58.
<![endif]>Bid
Award: Dental TPA
Services / PPO Network, Bid # 01 36 01
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The Board
recognized Mr. Bob Husbands, Executive Director of Escambia NEA
UniServe, who stated that his concerns were the same as last month
and since, to his knowledge, there had not been a meeting of the
“insurance committee” he asked that this bid award not be
approved until additional information was provided.
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Mr. Joe
Bernard, Director of Risk Management, stated that plan presented to
the Board this month remains the same as last month. He stated that he had
provided the Board with additional information addressing many of the
concerns raised at last month’s workshop.
He did not feel that this plan would adversely affect employee
benefits. The Superintendent questioned the small number of
dentists involved in the network.
Mr. Bernard explained that while currently the network of
dentists is small, consisting of only approximately 10 dentists, it
would be expanding within six months to approximately 50 dentists.
Upon questioning by the Superintendent regarding potential
savings, Mr. Bernard stated that the potential savings would be 25%
under the Usual and Customary Rate (UCR) which would be approximately
$500,000 over a two-year period. Mr. Bernard also addressed
cosmetic dentistry, which will not be covered under this plan.
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<![if
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<![endif]>Microcomputer
Equipment for the West Florida High School of Advanced Technology
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Dr. DeWitt asked
Mr. Barry Boyer, Director of Purchasing, to update the Board on this
bid for Microcomputer Equipment for the West Florida High School of
Advanced Technology. Mr.
Boyer stated that the bid is a five-year agreement based on a
three-year lease purchase of the equipment.
This particular lease purchase would provide for refreshing
the technology every three years for approximately the same amount of
money. Mr. Boyer stated
that the basic ration this particular recommendation covers is one
computer for every two students and there are some long-term
projections covering a five-year period.
Dr. DeWitt asked if the bid was on the basis of what was the
lowest lease price or hardware.
Mr. Boyer stated that it was the consensus of the
“evaluation committee” to concentrate on who could provide
the equipment.
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<![if !supportLists]>E.
<![endif]>Facilities,
Maintenance and Operations
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No discussion was held.
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<![if !supportLists]>F.
<![endif]>Student
Transfers
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No discussion was held.
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<![if !supportLists]>G.
<![endif]>Internal
Auditing
No discussion was held.
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<![if
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<![endif]>UNFINISHED
BUSINESS (PREVIOUSLY TABLED ITEMS OR ITEMS POSTPONED UNTIL CURRENT
MEETING)
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No items were submitted.
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<![if
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<![endif]>NEW
BUSINESS
<![if !supportLists]>A.
<![endif]>Proposed
Additions of Revisions to School District Rules
No discussion was held.
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<![if !supportLists]>B.
<![endif]>Items
from the Board
No discussion was held.
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<![if !supportLists]>C.
<![endif]>Items
from the Superintendent
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No discussion was held.
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<![if !supportLists]>D.
<![endif]>Items
from the General Counsel
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No discussion was held.
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<![if
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<![endif]>ADJOURNMENT
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Prior to
adjournment, Dr. DeWitt stated that there were two speakers, who
requested to address the Board.
He explained that although there is no public forum at a
workshop meeting, he would allow the speakers to address their
concerns. There being no
objections, the Board recognized the following speakers:
Ms. Jonnie McLaughlin, teacher, who expressed her concerns
regarding the principalship at West Pensacola Elementary School.
Ms. Arlene Costello, President, Escambia Education
Association, who expressed her concerns regarding the dental bid
award discussed earlier in the meeting.
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There being no further business, the workshop adjourned at 12:45 p.m. (Official recordings of this workshop are filed in the Information Services Department.)
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Attest: Approved:
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________________________________
________________________________
Superintendent
Chairman
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