EVERETT PUBLIC SCHOOLS
EVERETT, WASHINGTON Regular Meeting | ||
| The Board of Directors of Everett Public Schools, Snohomish County, Washington, held a regular Board meeting on Tuesday, July 8, 2008, beginning at 4:30 p.m., in the Board Room of the Educational Service Center, 4730 Colby Avenue, Everett, Washington. Those in attendance were: Sue Cooper, Kristie Dutton and Ed Petersen. Absent: Carol Andrews and Karen Madsen. In the absence of President Madsen, Vice President Dutton led the meeting. .
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| ADOPTION OF AGENDA
Vice President Dutton called for any changes to the agenda. Superintendent Carol Whitehead reported that there would be a revised personnel report. With that, Ed Petersen moved for adoption of the agenda. Sue Cooper seconded the motion and the motion carried unanimously. | ADOPTION OF AGENDA | |
| APPROVAL OF MINUTES
Ed Petersen moved for adoption of the minutes from the special meeting of June 30, 2008. Sue Cooper seconded the motion and the motion carried unanimously. Adoption of minutes from the June 24 and June 27, 2008, Board meetings will be delayed until a quorum of Board members who attended those meetings is present to vote. | APPROVAL OF MINUTES | |
| SUPERINTENDENT’S COMMENTS
Superintendent Whitehead circulated a certificate from United Way of Snohomish County commending the District for its assistance with the tax preparation initiative effort this year (E:249/08). Dr. Whitehead announced that OSPI has informed the District that Jackson, Emerson and Whittier Elementary Schools have been selected as three of 48 schools to receive the state’s Title I Improvement Award. As such, each school will receive $3,500 to support their continuing efforts to increase student academic success. | SUPT’S COMMENTS | |
| PUBLIC COMMENT
Vice President Dutton read the guidelines for Public Comment. Two Public Comment cards were submitted: 1) Bill Reed—citizen—provided a handout of his comments relative to the upcoming selection process for the new superintendent (E:250/08). He requested that Board meetings be moved to a later time of day at least once per month. He than read from his handout. 2) Kinuko Noborikawa—citizen—read a letter for the record, which she also distributed to the Board (attached), concerning the selection process for the new superintendent. | PUBLIC COMMENT
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RECOGNITION OF RETIREES
None. | RECOGNITION OF RETIREES
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| ITEMS FOR INFORMATION
The attached proposed Policy 2413—Certificate of Attendance, pertaining to Kevin’s Law, provides for students receiving special education services for four years to participate in commencement exercises, and was provided for first reading with adoption to be requested at a future Board meeting (E:251/08). Director of Communications Mary Waggoner commented briefly. |
PROPOSED POLICY 2413—CERTIFICATE OF ATTENDANCE (pertaining to Kevin’s Law)— first reading | |
| The Administration presented a summary of a Purchase and Sale Agreement for the purchase of property recently negotiated between the District and McNaughton Group. The intended use of this property is for a future elementary and middle school site (E:252/08). Over the next two months, feasibility and due diligence studies will be prepared and an appraisal by a professionally designated appraiser will be procured. Pending the results of this process, District staff anticipates requesting final Board approval of this agreement at a future Board meeting.
Director of Facilities and Planning Mike Gunn said the total site area is approximately 30 acres and is inside the existing Urban Growth Area (UGA) boundary. The topography is relatively flat and forested. The seven houses on the properties have been vacated. The total purchase price is $23.1 million, of which $18.1 million will be in cash and the rest in credit for future school mitigation and impact fees. The credit has a 20-year threshold before it expires. Discussions about this property have been going on since 2005. A feasibility study will be completed and brought to the August 26 Board meeting, with Board approval of the purchase to be requested at the same meeting. A report of tonight’s discussion will appear on the District website and will indicate that the District is not, at this time, going to pursue efforts to purchase the other properties that have been under consideration. However, additional properties may be needed at a future time. Board member Petersen said he is delighted that this opportunity came along and that it helps lessen the possibility that the District will need to exercise eminent domain on the property of those who do not want to sell. | PROPERTY ACQUISITION
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| The Administration provided an overview of emergency operations planning in Everett Public Schools during the 2007-2008 school year (E:253/08). Executive Director for Area Two Lynn Evans presented a PowerPoint about the District’s emergency preparedness planning. The District’s CCSOC (Central Comprehensive Safety Oversight Committee) includes staff from a broad cross-section of District operations and has as its purpose the coordination and review of L&I issues, comprehensive Safe Schools planning, and resolution of miscellaneous safety-related issues. Lynn talked about the purpose of Senate Bill 5097 which addresses the need for comprehensive school safety planning. She also talked about the Emergency Operations Plan, compliance with the National Incident Management System, Incident Command System training, the school mapping program, Rapid Responder training, emergency training for District security staff, partnering activities with emergency management agencies, school emergency drills, the “active shooter” simulation, and next steps for the District’s program.
Board member Petersen said the complexity involved in emergency operations planning is amazing. When asked how the program informs children of the program, Lynn said it varies with the age and grade level of the students. A lot of practicing has been done. Board member Cooper also commented on the detail and thoroughness of the program. She asked about updating the mapping, to which Lynn said each school will have a designated person whose job it is to update. Lynn said even with the complexity of the program, the District is doing its best to be fiscally responsible. She closed by saying that the District committee is assessing what to do in the event of a community disaster. Dr. Whitehead noted that the District partners with the YMCA and the Boys and Girls Club so that when some their youngsters are at District sites, these groups will know how to access materials in the event of an emergency. | PRESENTATION—EVERETT PUBLIC SCHOOLS EMERGENCY OPERATIONS PLANNING
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| The Administration presented the 2008-2009 Strategic Plan for first reading, with adoption to be requested at a future Board meeting (E:254/08). The Strategic Plan is revised annually to direct the work of the District in the coming school year.
Deputy Superintendent Karst Brandsma reviewed the plan. Dr. Whitehead noted that this is not all of the work that is being done; rather, it is what has been determined as needing concentrated effort to become being strategic. Although there are other items that are still being addressed, they may no longer be strategic. Board member Cooper said she appreciates the extensive work and effort that goes into the plan. The continual laser focus that has evolved over the years is showing results. Board member Petersen said he does not think on 1.2c that there is good articulation on the meaning of readiness to learn for kindergartners. Karst will work with staff to clarify the articulation. Mr. Petersen said he is pleased to see the references to diversity throughout the plan. On 2.1a, regarding the welcoming environment, he said he would be interested in hearing the progress that has been made in designing an instrument to measure whether there are welcoming environments in District schools. Karst indicated that the work is ongoing. Thirdly, Mr. Petersen encouraged making plans to engage the community in a strategic thinking process about how to look at the future of Everett Public Schools. Vice President Dutton said the meeting held seven years ago was very helpful and helped define her understanding of what a school district system is all about. Dr. Whitehead discussed the general makeup of the group who reviewed the Strategic Plan at that time. Board member Cooper said the meeting affirmed what was decided in the early 1990’s while also focusing and updating the plan. There is some rationale for not waiting the full ten years for the second ten-year review. | PRESENTATION—2008-2009 STRATEGIC PLAN—first reading
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| The Administration presented an overview of the 2008-2009 Fiscal Year Budget, with formal adoption of budgets for all funds to be recommended at the August 26, 2008 Board meeting (E:255/08). Associate Superintendent for Finance and Operations Bob Collard commented briefly. Director of Finance Jeff Moore complimented staff members Shirley Rochon, Karen Buchmann, Kim Walker and all who contributed input to the budget. He provided a comprehensive review of the evening’s PowerPoint presentation. Discussion followed. Vice President Dutton thanked staff for doing this important work. The breadth of knowledge is remarkable.
| PRESENTATION—FISCAL YEAR 2008-2009 BUDGET—first reading
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| Financial reports as of May 31, 2008 were provided for the Board of Directors’ review (E:256/08). The reports include year-to-date information on revenues and expenditures, General Fund projections, a cash report and an investment summary. Jeff Moore said the financial report is nearly the same as last month, but the ending fund balance is down slightly.
| FINANCIAL REPORT
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| ACTION ITEMS
Sue Cooper moved for approval of the revised Consent Agenda. Ed Petersen seconded the motion. |
CONSENT AGENDA | |
| 1) Personnel Report (revised) (E:257/08);
2) Voucher Lists (E:258/08); 3) Authorization to Call for Bid Proposals—Instructional Mgmt. System (E:259/08) 4) Final Acceptance: New Elementary School No. 17 (Forest View Elementary School) (E:260/08); 5) Interlocal Agreement Between Everett School District and Snohomish County for Provision of Services to Juvenile Offenders in Snohomish County (E:261/08); and 6) Employment Contract for Interim Superintendent (E:262/08). The motion carried unanimously. |
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| The Administration recommended the Board of Directors award a contract for copiers, duplicators and related services to Witt Company (E:263/08). The attached summary pricing represents the basic copier configuration and the service and supply cost for each machine. Each school and department will have the ability to select from a menu of machine offerings and a menu of accessories for each unit to best meet their needs. Procurement Supervisor Jennifer Farmer said the lease covers copiers, duplicators and services required to operate and maintain these machines. Eight proposals were received in response to the RFP (Request for Proposal). The evaluation team assessed the proposals based on cost, product, features, support, references and overall best value for the District. The Witt Company was the unanimous selection. Their references were above average. They will pay all of the District’s lease inception costs and return costs at the end of a lease. They will also lower the current cost for copier service at Cascade High School for the next 28 months while that school is cycled into the Witt Company lease. They will select five of the best machines, refurbish them and give them to the District at no costs. They have negotiated a clause with the leasing company that will allow the District to be able to save $15,000 in finance payments over the life of contract. Lastly, the District will get a one percent rebate on any copier that is placed elsewhere using the District’s bid.
When Board member Petersen asked about the source of funds for the contract, Jennifer said General Fund dollars and some Federal monies will be used. The start date of the contract will probably be by the beginning of school. The Board members congratulated Jennifer on her excellent work. With no further discussion, Sue Cooper moved to award the aforementioned contract for copiers, duplicators and related services to Witt Company. Ed Petersen seconded the motion and the motion carried unanimously. | AWARD OF CONTRACT—COPIERS, DUPLICATORS AND RELATED SERVICES
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| The Administration recommended the Board of Directors adopt Resolution 905 to establish an intergovernmental purchasing cooperative with the Snohomish School District, thus allowing the Everett School District and the Snohomish School District to cooperatively procure goods and services utilizing the competitive bid process conducted by the lead agency in compliance with regulatory requirements (Res.15/08).
Sue Cooper moved for adoption of the aforementioned Resolution 905. Ed Petersen seconded the motion and the motion carried unanimously. | RES. 905: INTERGOVERN-MENTAL CO-OP PURCHASING AGREEMENT TO ESTABLISH AN INTERLOCAL AGREEMENT w/SNOHOMISH S.D.
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| The Administration recommended the Board of Directors declare Klein Educational Systems as a sole source to provide comprehensive curriculum, software, training guides and hands-on field components for use in the Career & Technical Education automotive program (E:264/08). Jennifer Farmer said no other curriculum is integrated and is composed of all of the components for the program. This is a copyrighted curriculum.
Sue Cooper moved to declare the aforementioned Klein Systems as a sole source to provide comprehensive curriculum, software, training guides and hands-on field components for use in the Career & Technical Education automotive program. Ed Petersen seconded the motion and the motion carried unanimously. | DECLARATION OF SOLE SOURCE: KLEIN EDUCATIONAL SYSTEMS FOR PROCUREMENT OF LJ TECHNICAL SYSTEMS INC. COPYRIGHTED AUTOLAB PRODUCTS
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| The Administration presented a recommendation to the Board of Directors for the selection of the architect for the Central Administration Facility, and authorization for the Administration to negotiate and enter into an agreement with the selected firm for architectural services (E:265/08).
Construction Director Hal Beumel reported that seven proposals were received. The review committee analyzed the proposals and narrowed the field to four firms to be interviewed. A final interview was held with the Superintendent and the Associate Superintendent of Finance and Operations. District staff conducted additional reference checks and visited several completed office projects designed by the finalist team, Integrus Architecture and Arai Jackson Ellison Murakami. The projects reviewed were as a dual contract, which is how tonight’s recommendation was presented to the Board. This team has a proven track record of collaboration such as the new administration center for the Edmonds School District. Following discussion, Board member Petersen said this appears to have been a thorough and well coordinated process. Mr. Petersen then moved to select the team of Integrus Architecture and Arai Jackson Ellison Murakami as architects for the Central Administration Facility, and he further moved to authorize the Administration to negotiate and enter into an agreement with the team of Integrus Architecture and Arai Jackson Ellison Murakami. Sue Cooper seconded the motion and the motion carried unanimously. | ARCHITECT SELECTION—CENTRAL ADMINISTRATION FACILITY
ARCHITECT SELECTION—CENTRAL ADMINISTRATION FACILITY (cont’d.) | |
| The Administration recommended the Board of Directors accept the request by Biwell Construction Inc. to have their bid withdrawn, and award the bid to the second low bidder, Spee West Construction, for the Everett High School Little Theater Modernization, in the amount of $4,696,000 (E:266/08). Four bids were received ranging from $4,344,468 to $5,440,000. A summary of the bids and letters from Biwell Construction, Inc., and Dykeman Architects are attached. Hal Beumel reported that the low bidder, Biwell Construction, Inc., claimed a mathematical error in their bid and requested their bid be withdrawn.
Sue Cooper moved to accept the request by Biwell Construction Inc. to have their bid withdrawn, and award the bid to the second low bidder, Spee West Construction, for the Everett High School Little Theater Modernization, in the amount of $4,696,000. Ed Petersen seconded the motion and the motion carried unanimously. | AWARD OF BID— EHS LITTLE THEATER MODERNIZATION
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| The Administration recommended the Board of Directors approve the attached Affirmative Action Plan for 2008-2013 for Everett Public Schools (E:267/08). Executive Director of Human Resources Molly Ringo reviewed the evening’s PowerPoint. She talked about the components of the plan, the utilization analysis process, comparison and analysis of underutilization, and job group analysis
Utilization analysis is a state requirement. Although there are no consequences for underutilization, it is important to have a diverse staff. Board member Cooper thanked Molly for her work. Vice President Dutton said she appreciates that the District recognizes that cultural language diversity is important. Sue Cooper moved to approve the aforementioned Affirmative Action Plan for 2008-2013. Ed Petersen seconded the motion and the motion carried unanimously. | EPS AFFIRMATIVE ACTION PLAN FOR 2008-2013
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| BOARD COMMENTS
Board member Cooper thanked Dr. Whitehead for her many years of service to the District. She is a friend for whom Ms. Cooper also has immense professional respect. Dr. Whitehead has done so much to bring the results asked of her when she was hired eight years ago. She has done a great deal to further the Strategic Plan and process. She has also done an outstanding job of involving the community and developing partnerships. Carol has helped maintain and increase community support which has gone a long way to cause the passage of significant bonds and levies. Dr. Whitehead’s communication with staff, community and the Board has been superb. The Board values greatly what Carol brought to the District and how much she has moved the District forward. She has assembled an outstanding Leadership Team and has concentrated on the most important work in the world—to improve learning for our students. Thank you and we will miss you. Vice President Dutton said tonight’s meeting was a crowning achievement for Dr. Whitehead and obviously involved an incredible amount of hard work for a lot of years. It is evident that Dr. Whitehead’s influence permeates these efforts. Board member Petersen led his colleagues and the audience members in a standing ovation for Dr. Whitehead. | BOARD
COMMENTS | |
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Vice President Dutton adjourned the regular meeting at 8:05 p.m. _____________________________ ________________________________ Carol Whitehead, Secretary Kristie Dutton, Vice President |