MINUTES OF THE REGULAR MEETING OF THE GOVERNING BOARDSchool District No. 40 of Maricopa County, Arizona

District Office Governing Board RoomJuly 11, 2019

Present: Ms. Sara Smith, President Ms. Brenda Bartels, Clerk Ms. Monica Pimentel, Member Mr. Jamie Aldama, Member Ms. Mary Ann Wilson, Member

CALL TO ORDER AND ROLL CALLThe meeting was called to order by Ms. Smith at 4:00 p.m. She noted the presence all five Board members, constituting a quorum.

OPENING EXERCISES Ms. Wilson moved to adopt the meeting agenda and Ms. Bartels seconded the motion. Upon call to vote, Ms. Bartels, Ms. Wilson, Mr. Aldama, Ms. Pimentel and Ms. Smith voted ‘aye’, and the motion carried.

Ms. Smith called for a moment of silence followed by the Pledge of Allegiance.

PUBLIC HEARINGMs. Bartels moved to recess the public meeting for the purpose of holding a public hearing on the proposed expenditure budget and truth in taxation for the 2019-2020 school year in accordance with A.R.S. § 15-905.01, and Ms. Pimentel seconded the motion. Upon call to vote, Ms. Wilson, Ms. Bartels, Ms. Pimentel, Mr. Aldama, and Ms. Smith voted ‘aye’, and the motion carried.

At 4:00 p.m., the meeting recessed for the purpose of holding a public hearing on the proposed expenditure budget and truth in taxation for the 2019-2020 school year in accordance with A.R.S. § 15-905.01. Members of the audience were invited to make comments and ask questions during the public hearing.

1. Presentation Regarding Proposed Budget

Mr. Barragan and Ms. Caraveo reviewed the following presentation:

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2. Questions and Comments from Board Members

Mr. Aldama noted the estimated full time equivalent (FTE) positions listed on the budget and asked for an explanation of the information on this line (page 2 of 8). There was a decrease of 64 FTE teachers from 2018-2019, and there are 32 FTE provided through third party services. Mr. Barragan explained the decrease is a result of a decline in enrollment. Third party services are sought when a vacancy is unable to be filled by traditional hiring methods. Mr. Aldama asked if the contracted services were paid for from the vacancy savings from having fewer direct hire FTE employees. Mr. Aldama asked what the carryforward balance is from 2019. This amount is estimated to be approximately $1.8 million.

Mr. Aldama asked to have the vacancy savings figure provided with the budget every year.

Ms. Bartels noted there would be no change to District Additional Assistance this year. She asked if there is a plan in place should these funds not be restored in the future. Mr. Barragan noted these funds would help absorb any lost revenue resulting from a decline in enrollment beyond what was projected in the most recent demographic study. Three new charter schools have opened since this study occurred, which will impact this issue further. Should these funds not be received, it would impact the District’s ability to do this.

3. Questions and Comments from Visitors

No members of the public presented comments or questions.

4. Adjourn Public Hearing and Reconvene Regular Meeting

Mr. Aldama moved to adjourn the public hearing and reconvene the regular meeting. Ms. Bartels seconded the motion. Upon call to vote, Ms. Wilson, Ms. Bartels, Ms. Pimentel, Mr. Aldama, and Ms. Smith voted ‘aye’, and the motion carried, and the regular meeting reconvened at 4:25 p.m.

CALL TO THE PUBLICNone at this time.

SPECIAL RECOGNITIONNone at this time.

STUDY SESSIONCommunity Involvement/Committees The Governing Board discussed community involvement and committees. Ms.

Segotta-Jones reviewed the list of policies in which community involvement and committees are referenced:

ABA Community Involvement in Education – This is addressed through coffee talks, surveys, parent meetings, and the Superintendent’s Parent Advisory Council (SPAC)

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BDE Board Committees – No standing committee, done as neededBDF Advisory Committees – No standing committee, done as neededCFD and CFD-R School Based Management – School Site Councils are required for each school. These will be reviewed with principals at the next leadership meeting to ensure requirements are met.FA Facilities Development Goals/Priority/Objectives – Coffee Talks and parent meetingsFCB Retirement of Facilities – No standing committee, done as neededFF-R Naming Facilities - No standing committee, done as neededIHBD-R Compensatory Education – SPAC, Site Councils, and IAPs (Individual Action Plan Teams)IHCA Summer School – Site Councils and IAPsIJJ Textbook/Supplementary Materials Selection and Adoption – Take place as neededJK, JK-RA and JK-EC Student Discipline – Conducted as neededJL Student Wellness – Wellness Committee, SPAC, Student Advisory Council (STAC) and surveysMs. Smith inquired about how surveys are utilized. The intent this year is to review parent surveys and climate surveys and making necessary changes.KA School Community Home Relations – Goals are metKB and KB-R Parental Involvement in Education- Family Hub, SPAC, Site Councils, District eventsKCCA Community Involvement in Bond Campaigns – Done as needed. Can be done through SPAC or other advisory councilsKEC and KEC-R Public Concerns/Complaints About Instructional Resources – Conducted as needed.

Ms. Smith noted there are a number of community involvement committees listed. She asked the Board for feedback and questions. Ms. Pimentel inquired how parents and students are informed about the committees available for participation.

Policy Manual Update Administration provided an update on the Policy Manual Adoption process, and the Board reviewed and discussed the list of policies pulled during the first reading of the revised policy manual.

The following policies were pulled:

BAA-Evaluation of School Board/Board Self-Evaluation: There were concerns about the lack of focus on students in the policy. Ms. Segotta-Jones noted the self evaluation is for reflection on governance.

Ms. Smith suggested the Board Self Evaluation deadline could be changed to April 30 th, so this process can be completed prior to summer goal setting. Consensus was to leave the October 30th date.

Ms. Smith asked to change language about who participates in the self evaluation process to use the word “will” instead of “may”. The consensus was to keep the word “may” to allow flexibility.

Ms. Smith would like child-centered decision making to be a part of what is evaluated. The consensus was to keep the language as it currently stands.

BDA-Board Organizational Meeting: Ms. Smith noted the policy only calls for organizational meetings following an election, not every year. She also noted the language struck through related to the Board Clerk. Consensus was to keep the language related to the Board Clerk. Ms. Smith asked if the last sentence in the first paragraph could be revised to read “annually” instead of next following the election. The consensus was to keep this language.

BDG-School Attorney: Ms. Bartels noted the language is odd. Mr. Aldama noted the Board President is designated to confer with legal counsel on behalf of the Board. Mr. Aldama suggested adding language to state that counsel will only be sought following action by the Board as a whole. Legal counsel will be sought.

BE-School Board Meetings: Ms. Smith asked if public comments could be moved to prior to the agenda item, rather than at the start of the meeting. Mr. Aldama suggested utilizing the format used by City Council, with allowing comments prior to each action item. Legal counsel will be sought on this possibility.

BEDA-Notification of Board Meetings: Ms. Smith noted Board agenda postings are required to be conspicuously posted on the website. She does not believe the information about meetings is easy to find on the website. Administration will look at ways to make navigation on the website smoother. Mr. Aldama stated the City’s agendas are posted on a 65” monitor in the Council Lobby.

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BK-School Board Memberships: Ms. Pimentel would like to have the District pay for her membership in the Arizona Latino School Board Association and the National Hispanic Council. Ms. Smith asked how association membership fees are presented in the budget process. Ms. Segotta-Jones noted information about board association memberships and the Board budget overview have been provided in the Board Update. This can continue to be included on a monthly basis, a summary of Board expenses and budget balances through the Board Update. This report will include Board travel and conference registration information.

BKA-Liaison with School Boards Associations: Ms. Pimentel did not recall the reason for pulling this item.

DBI-Budget Implementation: Ms. Smith noted a monthly report of expenditures and revenues, and variances in budget lines, is required to be presented to the Board. This can be included in the Board Update on a monthly basis. There were concerns expressed about the amount of information such a report would contain. Legal counsel will be sought regarding the requirements for monthly reports.

DJG-R-Vendor/Contractor Relations: Ms. Pimentel asked what the District does to ensure contractors are certified for the relevant services. Mr. Barragan explained that certifications are reviewed as part of the request for proposal or invitation for bid process conducted during the procurement process. Contracts and scopes of work will include any required certifications from contractors and vendors. Mr. Aldama asked who the District’s contract liaison or manager is. The District has a project manager in the Maintenance Department for overseeing construction projects. This responsibility is shared with the Director of Maintenance. Mr. Aldama asked who is responsible for collecting information about I-9s, licenses, etc. These are collected during the bid or proposal process. Mr. Aldama asked how the District assures a contractor best demonstrates the skill set of their employees who will be working on construction projects. Mr. Barragan offered to walk the Board through the procurement process to explain what information is collected and considered when selecting contractors and vendors. This can be done in a study session to demonstrate the due diligence conducted by staff whenever investments are being made.

ECF-R-Energy Conservation: Ms. Smith asked about the thermostat temperature levels. The District’s practices are aligned to the regulation. Ms. Bartels also inquired about the schedule for air filter replacements.

EEAA-Walkers and Riders: Questions were raised about transporting students from outside of the District on Open Enrollment. The District does not engage in this activity.

EEAEAA-R-Drug and Alcohol Testing of Transporation Employees: The District does have a certified trainer. Mr. Aldama asked why only transportation employees are included in the policy. Ms. Bartels asked about the language related to notifying employee associations about information related to driver training. Employees are informed of all training and testing requirements, and are provided updates on a regular basis about these requirements. Ms. Bartels asked which organization would this information be reported to. Mr. Aldama stated that Glendale Education Association should be notified in this circumstance.

GBEBA-R-Staff Dress Code: Ms. Segotta-Jones would like this regulation to be removed with the policy to remain as it stands. A new regulation can be brought back after pulling together a dress code committee.

GBEF-Staff Use of Digital Communications and Electronics: Ms. Bartels noted approved technology systems should be reported to the Governing Board annually. Ms. Segotta-Jones will collect this information from administrators at the July 25 Systems Meeting and create a list of approved systems based on this. Ms. Smith would like this report to be added to the Board calendar.

GBGCA-Wellness Programs: Ms. Bartels inquired about third party substitutes. ESI does meet the requirements. DeltaT does not currently, but are working to make this happen.

GCBA-Professional Staff Salary Schedules: Ms. Smith would like a study conducted to see if ours are competitive. This can be addressed in a future study session.

GCBC-Professional Staff Supplementary Pay Plans: Ms. Smith asked about extra duty pay schedules. Stipends and endorsement pay has come to the Board already. The extra duty pay schedule will be brought forward to the Board in the future. It will be added to the Board calendar as well.

Minutes of the Regular Meeting of the Governing Board Page 6 July 11, 2019 GCBD-Professional Staff Fringe Benefits: Ms. Wilson asked what fringe benefits are. These are embedded in employee contracts. They include things like workers compensation and life insurance. This information can be shared with the Board.

GCCA-RC-Professional/Support Staff Sick Leave: Ms. Wilson asked for clarification about how accrued sick leave is paid out to retiring staff. She believes employees should have the option to receive this pay in cash. Mr. Barragan noted this change was made in 2012 for the purpose of reducing the expense to the District and the employee in taxes incurred. He also shared the IRS will only allow one method or the other. This information will be provided in the Board Update and a study session can take place if needed.

GCCG-ED-Professional/Support Staff Voluntary Transfer of Accrued Sick Leave: Ms. Bartels had questions about returning unused sick leave donations back to employees. There is a sick leave donation bank available to employees who have contributed to the bank. Donated time is not returned back to employees if unused.

GCP-Professional Staff Promotions: Ms. Smith suggested to change language to read candidates “may” considered from inside and out of the district, instead of “will.” Ms. Smith asked for legal counsel to be sought for this change.

GDBD-Support Staff Fringe Benefits: These are embedded within the contracts.

IHA-Basic Instructional Program: The subjects listed are those required by law. Ms. Segotta-Jones recommends the language be left as it stands.

IHAL-Teaching About Religion: This pertains to high school courses.

IHB-Special Instructional Programs: Individual Family Plans are what the District utilizes to comply with this policy.

IHBD-R-Compensatory Education: Ms. Smith noted the section referring to parent participation in classrooms. She asked how we ensure parents are allowed access to classrooms when necessary. She wants to ensure that parents who want to volunteer in classrooms are able to do so.

IJL-R-Library Materials Selection and Adoption: Ms. Bartels believes our materials should reflect our community demographics and culture. She would like a bullet added to the regulation to state this. This is included in the policy IJNC.

IJNC-Resource Centers/Media Centers/School Libraries: This is covered in the previous item.

IJOA-Field Trips: Ms. Smith asked about the number of miles that should be designated. She suggested stating trips within Maricopa County. Ms. Segotta-Jones and the Executive Team’s original recommendation was 50 miles. Using the designation for outside of the county will align with staff requests.

IJOA-R-Field Trips: Ms. Smith had questions about repeating field trips. This requirement is currently practiced.

IKAB-Report Cards/Progress Reports: The state school report cards are required to be distributed to all students’ families before the end of each school year. This statute will be reviewed with legal counsel to ensure this requirement is necessary.

IKE-Promotion and Retention of Students: Mr. Aldama suggested changing ‘may’ to ‘shall’ in reference to conducting promotion ceremonies. The Board agreed with the change.

JC-School Attendance Areas: Mr. Aldama did not recall his reason for pulling this policy.

JC-R-School Attendance Areas: Mr. Aldama did not recall his reason for pulling this policy.

JEA-E-Compulsory Attendance Ages: Ms. Bartels asked about including special areas in subjects taught. Ms. Segotta-Jones recommended not including these in the list to allow flexibility particularly at innovation schools.

Minutes of the Regular Meeting of the Governing Board Page 7 July 11, 2019 JH-R-Student Absences and Excuses: Ms. Bartels had concerns about when attendance is taken. Ms. Segotta-Jones provided adjustments to language to align practices with policies (remove B and designate K-8). Ms. Bartels would like to know if parents are notified if students go missing within the school day. Departmentalized students have attendance taken hourly.

JICK-EA-Student Bullying/Harassment/Intimidation: Ms. Smith asked how children know about the forms. We do have developmentally appropriate forms based upon a child’s ability.

JK-Student Discipline: Is being reviewed by legal counsel.

JKD-Student Suspension: Suspensions will be reported to the Board on a weekly basis.

JL/JL-RA/JL-RB-Student Wellness: Administration will redo the parent survey to meet requirements.

JL-E-Student Wellness: Administration recommends removing the exhibit.

JLCA-Physical Examination of Students: This applies only to high school students.

JLCC-Communicable/Infectious Diseases: There is protocol for dealing with lice. Ms. Smith would like this added as an exhibit or regulation. This will be included in DSOP.

JLCD-Medicines/Administering Medicines to Students: This is being reviewed by legal.

JLDB-Restraint and Seclusion: Legal has approved all language.

JLIF-Sex Offender Notification: This is being reviewed by legal.

JQ-R-Student Fees, Fines, and Charges: The list of tax credits will be provided to the Board.

JRD-R-Student Photographs: The schools make the determination of who does student pictures and the fees are paid to a third party. These do not come to the Board for approval.

KCCA-Community Involvement in Bond Campaigns: These are convened as needed.

KE-R-Public Concerns and Complaints: Administration recommends changing language for complaints to be referred to the Superintendent.

CONSENT AGENDAMs. Pimentel moved to approve the consent agenda as presented and Ms. Bartels seconded the motion. Upon call to vote, Ms. Wilson, Ms. Bartels, Mr. Aldama, Ms. Pimentel and Ms. Smith voted ‘aye’, and the motion carried. The following items were approved:

Minutes The Governing Board approved the minutes of the June 13, 2019 Regular Meeting, and June 27, 2019 Special Meeting as presented.

Ratification of Vouchers The Governing Board approved the expense and payroll vouchers as presented.

Acceptance of Gifts The Governing Board ratified and approved acceptance of the following gifts offered to the District:

Donor Description

Cash Amount or

Estimated Value Recipient

Mackin Books One book $12.50 SineHorizon PTA Disneyland reimbursement $1,544.10 HorizonTwo Trees Technology 65 inch newline interactive display and

stand$5,000.00 Information

TechnologyKona Ice of South Central Glendale

Classroom supplies and Student incentives

$35.00 Burton

Tortoise and Hare Sports 100 pair of shoes $7,000.00 Coyote Ridge

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Donor Description

Cash Amount or

Estimated Value Recipient

Tortoise and Hare Sports 100 pair of shoes $7,000.00 Bicentennial SouthBox Tops for Education Student Supplies $54.50 JackLifetouch Gift to School $81.00 DiscoveryDonors Choose Flexible seating resources $732.00 BurtonPeoria North Rotary Foundation

Gift to School $500.00 Landmark

Tanger Properties, LP Young Author's club $710.00 Coyote Ridge

Certified Personnel The Governing Board approved the employments, resignations, retirements, promotions, leaves of absence, cancellations of employment, terminations and/or contract renewals of certified personnel.

New Employment1. Brummer, Amber Teacher $39,000 07/29/192. Connolly, Dennis Teacher $45,000 07/29/193. Harris, James Teacher $51,750 07/29/194. Lundeen, Amy Teacher $47,250 07/29/195. Mazza, Joseph Teacher $42,500 07/29/196. Nix, Macie Teacher $39,000 07/29/197. Schafer, Mary Theresa Teacher $39,000 07/29/198. Scott, David Teacher $39,000 07/29/19

Rescind New Employment1. Dennis, Jo Faber Teacher 07/11/19

Guest Teacher – Resignation1. Martell, Kimberly Guest Teacher Personal Reasons 05/24/19

Classified Personnel The Governing Board approved the following employments, resignations, retirements, promotions, leaves of absence, cancellations of employment, and/or terminations of classified personnel:

New Employment1. Duran, Victoria Ed. Assist SE-CD $12.43 08/01/192. Escobedo Gonzales, Valentina Campus Monitor $11.00 08/05/193. Flores, Angela Food Service Worker $11.00 08/05/194. Hackbarth, Bryan Unit Operations Manager $14.78 06/19/195. Lewis, Lorin Ed. Assist SE-CD $12.43 08/01/196. Shockley, August Ed Assist. Special Ed SE-CD $12.43 08/01/197. Tovar, Roxanne Campus Monitor $11.00 08/05/19

Change in Status1. Powell, Elizabeth Executive Assistant Non-Exempt to Exempt $68,183.12

07/01/192. Wong, Teresa Human Resources Systems Specialist Non-Exempt to Exempt $69,548.13 07/01/19

Position Change1. Delgado, Elisa Ed Assist - Special Ed Self Contained $13.20

08/01/19

Resignation1. Cervantes, Isela Sub-Cleaner Personal Reasons 05/23/192. Martinez, Nancy Ann Food Service Manager Personal Reasons

05/23/193. Mora, Rosa Ed Assist – Special Ed Self Contained Personal Reasons

05/23/194. Murillo, Alexander Sub-Cleaner Personal Reasons

05/23/19

Minutes of the Regular Meeting of the Governing Board Page 9 July 11, 2019 5. Sponsler, Avery Transportation Dispatch Personal Reasons 06/21/19Topete, Angelica Sub-Cleaner Personal Reasons 05/23/19

Student Activity Fund Balance Statement The Governing Board approved the Student Activity Fund Balance Statement for May,

2019 as presented.

REPORTS AND INFORMATION ITEMSNone at this time.

ACTION ITEMS2019-2020 ExpenditureBudget Ms. Segotta-Jones recommended the Governing Board adopt the 2019-2020 Annual

Expenditure Budget as presented. Mr. Aldama moved to approve recommendation as stated and Ms. Pimentel seconded the motion. Upon call to vote, the motion carried with four votes in favor from Ms. Wilson, Ms. Pimentel, Mr. Aldama, Ms. Smith and Ms. Bartels.

FUTURE MEETINGSFuture Meetings and Agenda Item Request A list of upcoming meetings was reviewed. The July 25 Special Meeting has

been vacated. The next meeting is August 8, 2019; the meeting will begin at 4:00 to conduct the demographics study session. The Superintendent’s Goal Report could be moved to the August 22nd meeting and the evaluation moved to the September 12th

meeting.

Note: Ms. Wilson left the meeting at 6:27 p.m.

Governing Board Members were given the opportunity to request items to be included on future meeting agendas for discussion, information and/or action. Ms. Segotta-Jones noted the need for study sessions related to vendor selection and budget 101 based upon tonight’s discussion. These will be added to the list.

SUMMARY OF BOARD AND SUPERINTENDENT CURRENT EVENTSMs. Segotta-Jones provided information about current events:

Thoughts are with the Miller and Northcott families in this difficult time. Christmas in July will take place July 13

Board members did not have comments.

ADJOURNMENTMs. Pimentel moved to adjourn the meeting and Ms. Bartels seconded the motion. Upon call to vote, Ms. Wilson, Ms. Bartels, Mr. Aldama, Ms. Pimentel and Ms. Smith voted ‘aye’, the motion carried and the regular meeting adjourned at 6:31 p.m.

Submitted by:

Elizabeth Powell, Executive Assistant

Approved by:

Brenda Bartels, Clerk of the Board

Date: August 8, 2019