The School Board of Escambia County, Florida, convened in Special Meeting at 9:00 a.m., in the Board Room, at the Dr. Vernon McDaniel Building, 215 West Garden Street, Pensacola, Florida, with the following present:

Chair:   Ms. Linda Finkelstein (entered the Special Meeting at 9:03 a.m.)

Vice Chair:   Mrs. Cary Stidham 

Board Members:  Mrs. Carissa Bergosh

Mr. Ronnie L. Clark

Dr. John DeWitt

School Board Attorney:    Mr. Francisco M. Negron, Jr.

Superintendent of Schools:  Mr. Jim Paul (entered the Special Meeting at 9:03 a.m.)

I.  CALL TO ORDER

Mrs. Stidham called the Special Meeting to order at 9:00 a.m.

II. ADOPTION OF AGENDA

Dr. DeWitt stated that the “Presentation by the University of West Florida regarding Zero-Based Budgeting (Item V.2)” would have to be rescheduled and therefore, was deleted from the agenda.  Mr. Ross indicated that a statement from the Superintendent would be forthcoming, as to the deletion of Item VII.1, “Change Notice #1 to Purchase Order #240608 (Aon Consulting Co.).”  Motion was made by Dr. DeWitt, seconded by Mr. Clark, to adopt the agenda, “leaving Item VII.1, “Change Notice #1 to Purchase Order #240608 (Aon Consulting Co.)” on the agenda until the Superintendent’s statement regarding the deletion of that item was received.”  Motion was approved 4 to 0, with Ms. Finkelstein absent for vote.

Ms. Finkelstein and the Superintendent entered the Special Meeting at 9:03 a.m.

III.  2003-2004 BUDGET PROCESS

Ms. Finkelstein reviewed information she had received during her attendance at a recent conference, regarding various aspects of the budget process.  She noted the following purposes of a budget: 1) a reflection of educational philosophy; 2) a statement of District priorities; 3) a description of the educational plan and resources to support the plan; 4) a financial plan outlining proposed District actions; 5) an accountability tool; and 6) a public information document.  She stated that a successful budget required an all-year focus and believed that when developing the following year’s budget, the District should plan during the fall, guide during the winter, hear from stakeholders in the spring and adopt during the summer.  She suggested that the Board consider scheduling a series of Special Meetings, possibly on a weekly basis, to set goals for the District that would pertain to the budget.  At the request of Ms. Finkelstein, the Superintendent stated that Mr. Ted Kirchharr, Assistant Superintendent for Operations, could serve as the facilitator for those meetings. The Board collectively agreed to schedule Special Meetings for Tuesday, March 18, 2003 and Monday, March 24, 2003, at 9:00 a.m. in Room 160, at the J.E. Hall Educational Services Center.

IV.   ITEMS FROM THE SUPERINTENDENT

1.  Escambia County School District Strategic Plan (2002-2007)        

(NOTE: No action was taken on this item.)  Ms. Finkelstein believed that “it would be premature to make any decision on the strategic plan because the budget has to be aligned to it.”  She noted that until the Board “sets its goals and decides on the budget,” no decision could be made regarding the strategic plan.  She stated however, that the Board was appreciative of the work that had been put into the strategic planning process.

V.  ITEMS FROM THE BOARD

(Supplementary Minute Book, Exhibit “A”)

1.   Plans for Molino/Barrineau Park School

Motion was made by Ms. Finkelstein, seconded by Dr. DeWitt, to advertise a “Notice of Intent to Establish ‘Dogwood Elementary’ as a K-5 Elementary School.”  Ms. Finkelstein explained the rationale for her motion, which she believed, was “educationally sound.” She did not believe that establishing the school as a K-8 would “give those students the types of programs that they need in order to have a quality middle school experience.”  Mr. Ted Kirchharr, Assistant Superintendent for Operations, advised that establishing the school as a K-5 rather than a K-8, would result in a “change in capacities,” that would have to be approved by the Florida Department of Education.  He explained that the District would need to conduct a “spot survey,” increasing the elementary capacity and redistributing the middle school capacity,” to submit to the DOE for approval.  Ms. Finkelstein noted that her motion was simply for advertisement purposes and therefore, there would be ample time prior to adoption, to address the concerns expressed by Mr. Kirchharr.  Mr. Paul Fetsko, Assistant Superintendent for Curriculum and Instruction, addressed various aspects regarding the establishment of ‘Dogwood Elementary’ as a K-5 elementary school (i.e., growth patterns in the surrounding area, possible impact on surrounding schools, declining enrollment at nearby schools, potential declining enrollment in elementary in general).  Motion was unanimously approved. At the suggestion of Dr. DeWitt, the Board requested that the Superintendent begin the necessary processes required by the DOE, regarding the establishment of ‘Dogwood Elementary’ as a K-5 elementary school. 

DELETED          2.   Presentation by the University West Florida regarding Zero-Based Budgeting

VI. FINANCE

(Supplementary Minute Book, Exhibit “B”)

1.  Budget Amendments [Item tabled from February 18, 2003 Regular Meeting]

a)  Resolution 4: General Operating Fund

b)  Resolution 4: Other Special Revenue Fund

c)  Resolution 5: Capital Projects Fund

d)  Resolution 1: Special Revenue – Food Service

Upon inquiry by Dr. DeWitt, Mrs. Barbara Linker, Assistant Superintendent for Finance and Business Affairs, reviewed the revisions that had been made to “budget amendments” since the item was tabled at the February 18, 2003 Regular Meeting.

[NOTE: The following discussion refers to the following reoccurring explanation (listed in the backup documentation) for budget amendments made to the ‘Other Special Revenue Fund’: “Changes by schools and departments between objects and functions to better utilize funds.”]  Ms. Finkelstein indicated that “it would be helpful to know what objects and what funds” with regard to explanations for budget amendments.  She noted that a “blanket explanation does not really explain to anyone where the money is coming from and where it is being used.”  Mrs. Linker noted that because “schools continually amend their budgets,” there could be “stacks of journal entries” associated with budget amendments.  She stated that while detailed information on “what objects and what funds,” could be given, it would “definitely increase the amount of documents that the Board would receive, and would be just a tremendous amount of additional work for staff.”  She advised Ms. Finkelstein that a meeting could be scheduled to “sit down and look at what it is first and then decide what you want to do.”  Ms. Finkelstein noted that she was not asking for “reams and reams of paper,” but just the ability to “know where the money is coming from, where it is being spent and how it ties back to the classroom.”  Motion by Mrs. Stidham, seconded by Mr. Clark, to approve “Budget Amendments,” was unanimous.    

VII.   PURCHASING

(Supplementary Minute Book, Exhibit “C”)

DELETED   1.  Change Notice #1 to Purchase Order #240608 (Aon Consulting Co.)

[Item tabled from February 18, 2003 Regular Meeting]

[NOTE: This item was a request for Board authorization to issue Change Notice #1 to Purchase Order #240608, increasing the contract amount to cover additional needs for consultant services.  The Superintendent had originally requested that this item be deleted from the agenda, however, as a result of Board action under “Adoption of Agenda,” this item remained on the agenda.  (This item was previously discussed at the February 17, 2003 Regular Workshop and February 18, 2003 Regular Meeting.)]  Motion was made by Mrs. Stidham, seconded by Dr. DeWitt, to reject “Change Notice #1 to Purchase Order #240608 (Aon Consulting Co.).”  The Superintendent stated that his rationale for originally requesting that this item be deleted from the agenda, was due to his concerns, as well as Board concerns, regarding a “real crisis” in confidence with Aon Consulting.  He stated that because there were many “unanswered questions,” surrounding this particular change notice and previous billings, he did not recommend “moving forward” with that particular company at that point in time.  Mrs. Stidham suggested that the Board request the Internal Auditing Department to “go back in time and do further audits of this company.”  Dr. DeWitt noted that there “seems to be a lot of questions about what they charged,” and therefore, he believed that a “good audit” was necessary to “develop a trust level.”  Dr. DeWitt offered a “friendly amendment” to the motion on the floor, to reject “Change Notice #1 to Purchase Order #240608 (Aon Consulting Co.)” and to request the Internal Auditing Department to conduct a forensic audit of Aon Consulting.  Mrs. Stidham accepted the “friendly amendment.”

The Board recognized Mr. Bob Husbands, Executive Director of Escambia NEA UniServe, asked for clarification regarding the “crisis in confidence” with Aon Consulting. 

The Superintendent stated that while “there may be absolutely nothing wrong,” there were several questions with regard to billings previously received from Aon Consulting. He stated that until those questions were answered, he did not recommend “moving forward” with that particular company, at that point in time.  Motion (as amended) was approved unanimously.

2.  Cafeteria Management and Accountability Software/Hardware

[Item deleted from February 18, 2003 Regular Meeting]

(NOTE: This item was previously discussed at the February 17, 2003 Regular Workshop.)  Motion was made by Ms. Finkelstein to approve “Cafeteria Management and Accountability Software/Hardware.”  Mrs. Stidham seconded the motion for discussion.  Upon inquiry by Mrs. Stidham, Mr. John Dombroskie, Director of Purchasing and Business Affairs, and Mr. Negron, briefly explained the changes that had been made to what was initially, a “one-sided” contract.  Upon inquiry by Dr. DeWitt, Mr. Dombroskie stated that the method of procurement was quotation and negotiation, not bids.  He stated that a “group” interviewed and received presentations from three vendors and although this particular option was not the lowest priced, it did have greater “functionality.”  Upon inquiry by Mrs. Stidham, Mr. Dombroskie stated that there would be a annual cost of approximately $66,000 for maintenance, which would include software/hardware support and upgrades.  Dr. DeWitt noted that the contract did not specify that travel reimbursement claims would be processed in accordance to the “State rate.”  After discussion, Mr. Negron suggested a brief recess to allow Mr. Dombroskie to contact a representative of Horizon regarding the insertion of additional language regarding travel, into the contract. 

The Special Meeting recessed at 10:50 a.m. and reconvened at 11:05 a.m. with all Board Members, the Superintendent and Mr. Negron present. 

Mr. Dombroskie stated that he had contacted a representative of Horizon, who would email the final contract, which would include language stating that “all travel reimbursement claims will be processed in accordance to School Board and State Statute Guidelines.”

Ms. Finkelstein noted that approval of this particular item would be subject to Mr. Negron’s review of the completed contract to ensure that the appropriate language was in fact, included.  Motion was approved unanimously.

VIII.  ADJOURNMENT

There being no further business, the Special Meeting adjourned at 11:07 a.m. 

Attest:                      Approved:

Superintendent      Chair