EVERETT PUBLIC SCHOOLS
EVERETT, WASHINGTON
Regular Meeting
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The Board of Directors of Everett Public Schools, Snohomish County, Washington, held a regular Board meeting on Tuesday, March 24, 2009, beginning at 4:30 p.m., in the Board Room of the Educational Service Center, 4730 Colby Avenue, Everett, Washington. Those in attendance were: Carol Andrews, Sue Cooper, Kristie Dutton, Karen Madsen and Ed Petersen.
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ADOPTION OF AGENDA
President Cooper called for any changes to the agenda. Interim Superintendent Karst Brandsma reported that there would be a revised Personnel Report. He also requested that an addendum, Item 9aa—Superintendent’s Comments, be added to the section Board Action and/or Board Discussion. With that, Kristie Dutton moved for adoption of the revised agenda. Karen Madsen seconded the motion and the motion carried unanimously.
| | ADOPTION OF AGENDA
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APPROVAL OF MINUTES
Karen Madsen moved to adopt the minutes of the special meeting of March 5, 2009. Kristie Dutton seconded the motion and the motion carried unanimously. Karen Madsen moved to adopt the minutes of the regular meeting of March 10, 2009. Kristie Dutton seconded the motion and the motion carried unanimously.
| | APPROVAL OF MINUTES
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SUPERINTENDENT’S COMMENTS
Mr. Brandsma introduced Lillian Ortiz-Self, who is a member of the Washington State Commission on Hispanic Affairs. She is also a counselor at Everett High School as well as the advisor for the Everett High Latin Image Club. She reported that the annual
Leap Conference was held recently and some EHS students attended. Students Jesus Lara, Rose White and Mikaila Leyva spoke of their experiences at the conference. Student Vanessa Garcia thanked Karst Brandsma, Matt McCauley and Jim McNally for their support of the Latin Image Club. A recent Latino Parents Night at the school went very well. President Cooper thanked the group for attending tonight’s meeting and sharing the wide range of activities.
| | SUPT’S COMMENTS
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Mr. Brandsma showed a brief PowerPoint presentation of Dr. Cohn’s visit last Friday. He also shared a tentative itinerary for Dr. Cohn’s visit to the District this coming Friday.
Mr. Brandsma called on Dr. Bob Sotak, Director of the District’s Science Resource Center, who announced that the District has been awarded a grant for $616,000 for three years. Called Observing & Improving Student Learning, the three-year grant will involve all of the District’s 60 middle and high school science teachers. The District partnered with the Center for Inquiry Science, the University of Washington and Seattle Pacific University to apply for the grant.
Next, Dr. Sotak announced that the WSTA (Washington Science Teachers Association) conference will be held at Jackson High School next spring. An estimated 1,000 teachers will attend. Mr. Brandsma said this is a tremendous opportunity.
Curriculum Specialist Allison Larsen said the Everett Symphony is launching the Prelude Strings program which will be offered at Everett’s Hawthorne Elementary and Tulalip Elementary (in Marysville). This after-school program will begin this fall. Barry Manilow, through his Manilow Music Project, is donating instruments for the programs.
This year’s high school art show is currently on display at the Educational Service Center. Over 400 pieces will be available for viewing until late April. Judging of the work is underway in preparation for an awards ceremony on April 14.
Later during tonight’s meeting, the name of Dr. David Jones, principal of Cedar Wood Elementary, will be presented to the Board for appointment to the Everett School Employee Benefit Trust, replacing Wayne Kettler, who recently resigned from his seat with the Trust due to a change of assignment to a 4th grade teaching position at Whittier Elementary School. Also representing the District on the Trust is Dr. Molly Ringo and Mike Gunn. Dr. Jones commented, saying he is looking forward to this opportunity. On another subject, David spoke of a demonstration project (through the Bonneville Power Administration in Oregon) in which Cedar Wood has become involved whereby a solar power array is placed on their school roof. Various statistics will be tracked and some of the kilowatts generated will be used to light the school. The installation team will be at the school by the end of the school year so the project can be in use next year.
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SUPT’S COMMENTS
(cont’d.)
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PUBLIC COMMENT
None.
| | PUBLIC COMMENT
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RECOGNITION OF RETIREES
None.
| | RECOGNITION OF RETIREES
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ITEMS FOR INFORMATION
The Administration provided a budget update. Mr. Brandsma updated the Board on the continuing budget process, the revenue forecast, the District’s Community Budget Advisory Committee and next steps to reduce staff (E:154/09). Recently, the State’s budget deficit has been forecast at $9 billion. Currently, the District is predicting a $6.81 million shortfall. The Federal stimulus dollars that come to the District will help with Title programs and with special education.
Associate Superintendent Bob Collard described the Community Budget Advisory Committee and supplied a list of the membership (attached). The group met three times during February and March and, at the conclusion of its work, recommended that budget cuts: minimize impacts on classrooms; provide equity in terms of waiving fees and offering scholarships; class size is important, but perhaps not every subject requires comparable class sizes; consider revenue enhancement tools such as participation fees, meal prices and advertising fees at sporting events; do not increase facility use fees; be clear in how the District got into this budget situation; remind people of reductions that have already been made and of initiatives to increase efficiencies in operations; note the increases in student achievement over the past eight years; communicate with the entire community; hold several face-to-face meetings; be prepared to provide immediate feedback; and use all available communication tools. Executive Director for Human Resources Lynn Evans shared information about contract requirements should it become necessary to reduce staff. She distributed a list of the employee organizations with whom we must communicate and the dates by which we must communicate with them about the potential for reductions-in-force (RIF) (attached). The staffing process and RIF process are different for each group with whom we are working. We are talking with each group on a regular basis and being clear that we are being very thoughtful and very strategic in our decisionmaking. All departments are re-thinking their work. Mr. Brandsma said it is essential to treat all staff with dignity and respect. As he visits each site, his message is that the intent is not to create a RIF, but some adjustments must be made. President Cooper said she appreciates the information and the walk-through of the necessary steps. It is a very difficult time. She commended Karst for carefully and compassionately communicating with each group about the issues.
Karst distributed a list showing three community meetings to be held on April 13, 15 & 16 (attached). In addition, a letter will go to all staff on April 17. The Legislature adjourns on April 26 and there will be a regular Board meeting on April 28. Karst will hold a webinar with all district staff by site on May 1 at 2:15 p.m. Leadership Team will meet on May 7 and the budget will go to the Board for adoption on August 25.
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BUDGET UPDATE/ CONTRACT REQUIREMENTS TO REDUCE STAFF
BUDGET UPDATE/ CONTRACT REQUIREMENTS TO REDUCE STAFF (cont’d.)
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The Administration provided an overview of current projects and initiatives of the Information Systems and Technology Department (E:155/09). Director of Information Systems & Technology Ken Toyn reviewed the evening’s PowerPoint presentation, talking about the online report portal project, data drill down, data integrity project, fiber optic network construction, network services consolidation project, IFAS/Pentamation hardware & operating system upgrade project, E-learning project, weekly webinars, wireless technology project and the emergency communications project.
| | REPORT— INFORMATION SYSTEMS & TECHNOLOGY DEPARTMENT
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The proposed revised Policy 4140—Distribution of Information,
was
provided to the Board of Directors for first reading, with adoption to be recommended at a future meeting (E:156/09). The proposed changes clarify that organizations requesting to distribute information must reside in Snohomish County and that government entities will have access to distribution. Director of Communications Mary Waggoner commented briefly.
| | PROPOSED REV. POLICY 4140—DISTRIBUTION OF INFO (re clarification of distribution qualifications)—first reading
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ACTION ITEMS
Ed Petersen moved for approval of the revised Consent Agenda. Kristie Dutton seconded the motion.
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CONSENT AGENDA
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1) Personnel Report (revised) (E:157/09);
2) Voucher Lists (E:158/09);
3) Proposed Policy 3430—Comprehensive Safe Schools Plans (removing access to school & district emergency plans from the website) & Deletion of Policies 3423, 3431, 3432, 3434, & 3435 (regarding individual emergency plans) (E:159/09);
4) Declaration of Surplus Property—Portable at Garfield Elementary (E:160/09);
5) Award of Bid—Building Network Infrastructure Modernization—Bid Package #6 (Silver Firs, Penny Creek, Cedar Wood & Woodside Elementary Schools)
(E:161/09);
6) Appointment of Trustee for Everett School Employee Benefit Trust (E:162/09).
The motion carried unanimously.
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The Administration recommended the Board of Directors approve Resolution 937 authorizing the interfund loan from the Capital Projects Fund to the General Fund (Res. (Res.19/09). The District receives monthly apportionment payments from the State of Washington on the last business day of the month. Such payments include funding for the State-funded percentage of salaries and benefits. Payroll will be issued on March 27, 2009, four days prior to receipt of the State apportionment. As a result, and as authorized by WAC 392-123-140, Resolution 937 allows the District to cover the cash flow shortfall through a loan from the Capital Projects Fund to the General Fund for this four-day period. Director of Finance Jeff Moore said the exact dollar amount of the loan will be $4,500,000 as shown in the attached memo.
Karen Madsen moved to adopt the aforementioned Resolution 937 in the amount of $4,500,000, authorizing the interfund loan from the Capital Projects Fund to the General Fund. Ed Petersen seconded the motion and the motion carried unanimously.
| | RESOLUTION 937: AUTHORIZE INTERFUND LOAN FROM CAPITAL PROJECTS FUND TO THE GENERAL FUND
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The Administration recommended the Board of Directors adopt Resolution 938 directing the superintendent to develop a reduced educational program for the 2009-2010 school year (Res.20/09). The State of Washington has projected a budget deficit for the 2009-2011 biennium of $9 billion. As a result, the State anticipates reducing the funding level to be provided to local school districts. The anticipated reduction when combined with an anticipated reduction in Federal program contributions, a slight decline in student enrollment for the 2009-2010 school year and the cumulative effect of inadequate State funding for the support of public education will result in the District needing to make an estimated budget reduction of $6.81 million for the 2009-2010 school year. In order to ensure the orderly commencement of the 2009-2010 school year and to comply with certain State laws and provisions of collective bargaining agreements, the District must begin making preparations for the development of a reduced educational program for the 2009-2010 school year. Jeff Moore commented briefly.
| | RESOLUTION 938:
PREPARATIONS FOR A REDUCTION OF THE 2009-2010 OPERATING BUDGET (cont’d.)
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Ed Petersen moved to adopt the aforementioned Resolution 938 directing the superintendent to develop a reduced educational program for the 2009-2010 school year. Kristie Dutton seconded the motion and the motion carried unanimously.
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The Administration recommended that the Board of Directors authorize a call for bids for the Whittier Elementary School modernization (E:163/09). This project will provide a partial modernization of the existing school, originally built in 1949. The project will be funded by the capital bond approved by the voters in 2006. Construction is anticipated to begin in May 2009 with substantial completion in September 2010. Estimated construction cost is $7,993,000. Construction Director Hal Beumel commented briefly. Karen Madsen moved to adopt the aforementioned call for bids for the Whittier Elementary School modernization project. Carol Andrews seconded the motion and the motion carried unanimously.
| | AUTHORIZE CALL FOR BIDS FOR WHITTIER ELEMENTARY SCHOOL MODERNIZATION
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The Administration recommended the Board of Directors approve Modification 1 to the license agreement between the Everett School District and 7th Inning Stretch for use of the baseball facilities at Everett Memorial Stadium (E:164/09). Seventh Inning Stretch, the owner of the Everett AquaSox baseball team, has requested approval from the District to install a video board above the outfield fence at Everett Memorial Stadium for their use during the AquaSox baseball season. This modification to the current license agreement would approve this request and require that 7th Inning Stretch be responsible for all costs associated with the purchase, installation and use of the video board. Seventh Inning Stretch would also be required to hold the District harmless from and indemnify the District from any and all claims, costs, expenses, damages and/or liabilities associated with the video board.
| | APPROVAL OF MODIFICATION 1 TO LICENSE AGREEMENT BETWEEN ESD & 7TH INNING STRETCH FOR USE OF BASEBALL FACILITIES AT EVERETT MEMORIAL STADIUM
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At the request of Board member Madsen, Director of Facilities and Planning Mike Gunn checked with members of the central administration who would see this board from potential future offices, and they were fine with it. The approximate cost of the board would be between $50,000 and $80,000 depending upon the video capability of the board, all at the expense of 7th Inning Stretch. The modification to the license agreement also contains hold harmless and indemnification language that would protect the District. The District has the right to ask the team to remove the board if they are not using it or if they are not maintaining it appropriately. When asked about language regarding advertising, Mike said it is in the current license agreement. Ed Petersen moved to approve the aforementioned Modification 1 to the license agreement between the Everett School District and 7th Inning Stretch for use of the baseball facilities at Everett Memorial Stadium. Karen Madsen seconded the motion and the motion carried unanimously.
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BOARD COMMENTS
Board member Madsen requested that someone be present at the next Board meeting to talk about the recent award Mr. Brandsma received from the WIAA.
Board member Dutton said the Everett Public Schools Foundation will award two scholarships to two students who are participating in the high school art show that is currently hanging at the Educational Service Center. The Foundation will also give $200 to the artist whose piece is chosen for the Superintendent’s Choice award.
Board member Madsen said she attended Lowell Elementary’s alternative state-of-the-school review and it was very nice. She and Board member Dutton attended Evergreen’s and it too was delightful. Board member Dutton said she and Board member Andrews attended Forest View’s alternative SOSR along with Mr. Brandsma and Dr. Cohn. President Cooper commented that is interesting to see the variety of options for the alternative SOSR.
Lastly, Board member Madsen said the WTSA is excited for their conference to come to Everett. The group has many wonderful plans.
President Cooper called for a five-minute recess at 6:20 p.m. for a rest break so the group could move to Conference Room C3 down the hall.
| | BOARD
COMMENTS
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BOARD ACTION AND/OR BOARD DISCUSSION
President Cooper re-convened the regular meeting at 6:25 p.m. and moved immediately in executive session to discuss with legal counsel representing the District potential litigation. It was estimated the executive session would be of 90 minutes’ duration.
At 7:55 p.m., the door was opened and it was announced the executive session would extend for 15 more minutes. No one was waiting.
At 8:10 p.m., President Cooper re-convened the regular meeting into open session in the Board Room.
| | EXECUTIVE SESSION—DISCUSS WITH LEGAL COUNSEL REPRESENTING THE DISTRICT LITIGATION
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Mr. Brandsma read into the record the following statement: “The Board of Directors, in Resolution 873, previously authorized the superintendent to pursue appeal of the trial court’s decision in the special education funding case (School Districts’ Alliance for Adequate Funding of Special Education et al. v. State of Washington et al. No. 04-2-02000-7 (Thurston County Superior Court)). On March 10, 2009, the State Court of Appeals issued its decision in the first phase of that appeal and it affirmed the trial court decision. Per Resolution 873, the superintendent will continue to pursue appeal of the trial court decision in the special education funding case through the State Supreme Court level.”
President Cooper adjourned the regular meeting at 8:15 p.m.
| | ADDENDUM—SUPT’S COMMENTS
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The Board held a closed session at 8:15 p.m. to discuss collective bargaining.
| | CLOSED SESSION—DISCUSS COLLECTIVE BARGAINING
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______________________________ ________________________________
Karst Brandsma, Secretary Sue Cooper, President
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