MADISON SCHOOL DISTRICT 5601 N. 16 th Street Phoenix, Arizona 85016 MINUTES SPECIAL MEETING OF THE GOVERNING BOARD Monday, September 17, 2018 (6:00 p.m.) ROLL CALL Attendance: Dr. Marcus Osborn, President Mr. Matthew Gress, Clerk Mr. Scott Holcomb, Member Ms. Mitra Khazai, Member Absent: Ms. Sarah Speer, Member Also meeting with the Governing Board: Dr. Kenneth Baca, Superintendent Ms. Lori Garvey, Deputy Superintendent Ms. Barbara Marshall, Assistant Superintendent for Educational Services Dr. Ramona Lomelí, Executive Director of Human Resources Dr. Joyce Flowers, Principal CALL TO ORDER 1.1 Call to Order Upon confirmation of a quorum of Board members being present, Dr. Osborn, Board President, called the Regular Meeting to order at 6:06 p.m. Four Board members were present. Ms. Speer was not in attendance. INTRODUCTORY ITEMS 2.1 Pledge of Allegiance Mr. Gress led the assembled in the Pledge of Allegiance. 2.2 Adoption of Agenda Mr. Holcomb moved and Ms. Khazai seconded to adopt the agenda. Upon a roll call vote being taken, the vote was: Aye: 4 Nay: 0. Mr. Gress: Yes Mr. Holcomb: Yes Ms. Khazai: Yes Dr. Osborn: Yes Final Resolution: Motion Carried Unanimously
COMMUNICATIONS AND ANNOUNCEMENTS 3.1 Superintendent's Report Dr. Baca reported the administrative leadership team met earlier today. He noted that the district is preparing for AdvancED accreditation, and staff are working hard in preparation for the site visit in March. Dr. Baca also noted that the Board and elementary schools met for a study session prior to the Board meeting to review School Integrated Action Plan (SIAP s). There was a great deal of discussion regarding our social workers and the hard work they and the sites are doing to identify roles and responsibilities for social workers. 3.2 Governing Board Member Reports Mr. Holcomb thanked the staff from the elementary schools who presented their SIAP s this evening. He is very proud to be a part of such a wonderful group of administrators and staff. Mr. Holcomb attended the ASBA Delegate Assembly on September 8, and will provide a full report at next week s Board meeting. Mr. Gress echoed Mr. Holcomb s comments related to the elementary school SIAP s and he is looking forward to the upcoming year. Mr. Gress noted the Madison Education Foundation, Fall Tasting Tour will be held on Wednesday, October 17 th. There are a limited number of tickets available; they can be purchased on the Madison Foundation s website page. All money raised benefits art education in the Madison School District. Ms. Khazai noted she plans to attend the Tasting tour and is actively recruiting participants. She attended the ASBA Law Conference and found it to be a very informative conference. She thanked Board members Mr. Holcomb and Ms. Speer for representing Madison and students of Arizona by serving as the delegate and alternate delegate at the ASBA Delegate Assembly. Dr. Osborn thanked the staff from the elementary schools who presented their SIAP s this evening and noted that the district is on the right track. CALL TO PUBLIC 4.1 Call to Public There were no calls to the public. CONSENT ITEMS 5.1 Approval of Consent Agenda Items (Dr. Baca) 1. Approval of Consent Agenda Items 2. Board Meeting Minutes 08/27/2018 and 08/28/2018 3. Out of State Travel 4. Personnel Matters 5. Vouchers 6. Donations 2
Ms. Khazai moved and Mr. Holcomb seconded to approve the Consent Agenda Items. Upon a roll call vote being taken, the vote was: Aye: 4 Nay: 0. Mr. Gress: Yes Mr. Holcomb: Yes Ms. Khazai: Yes Dr. Osborn: Yes Final Resolution: Motion Carried Unanimously BOARD POLICIES SUPERINTENDENT Administration brings forward changes to policies as a result of legislative action, Arizona School Boards Association (ASBA) policy review, or policy review conducted by the Executive Team. District administration reviews all policy changes before they are brought to the Board for consideration/action. Dr. Baca asked the Board to provide comments and feedback for the following policies: 6.1 Policy BCB - Board Member Conflict of Interest (First Read) The ASBA's proposed revisions to Governing Board Policy BCB, Board Member Conflict of Interest, reflect changes as identified in House Bill 2663 on procurement and the focus on conflicts of interest in purchasing. Language has been added to clarify conflict of interest for Governing Board Members and to more closely reflect the language applicable to employees. Policy BCB - Board Member Conflict of Interest returns for a second reading on September 25. 6.2 Policy DICA - Budget Format (First Read) Policy DICA is new, reflecting statutory language in House Bill 2663 and A.R.S. 41-1279.03 adding a requirement for school districts to place on its website a copy of its profile pages that display the percentage of every dollar spent in the classroom by that school district from the most recent auditor general status report. Policy DICA - Budget Format returns for a second reading on September 25. 6.3 Policy DIE - Audits/Financial Monitoring (First Read) The ASBA's proposed revisions to Governing Board Policy DIE, Audits/Financial Monitoring, reflect changes as identified in House Bill 2663 which added language in A.R.S. 15-213 related to the number of consecutive years for which a district may hire an auditor/auditing firm and the prohibition of the same auditor/auditing firm receiving consulting fees from that school district. 3
Policy DIE - Audits/Financial Monitoring returns for a second reading on September 25. 6.4 Policy DJ - Purchasing (First Read) The ASBA's proposed revisions to Governing Board Policy, DJ Purchasing, are a result of the Legislature passing House Bill 2663 which inserted substantial language additions in A.R.S. 15-213 related to procedures, limitations on personal gain, and penalties related to violations of the statute. Mr. Gress noted he may be submitting an amendment for consideration. Policy DJ Purchasing will not return for a second on September 25, but will return for a second reading at a future Board meeting to allow time for additional review and input. 6.5 Policy DJE - Bidding/Purchasing Procedures (First Read) The ASBA's proposed revisions to Governing Board Policy DJE, Bidding/Purchasing Procedures has been modified by the addition of a paragraph under Public Inspection and Rationale for Awarding a Contract found in A.R.S. 15-213. Changes also reflect a correction to the maximum dollar amount on an individual job order for a job-order contract, this is an increase from one million dollars to three million dollars as previously approved by the Governing Board in August 2016. Mr. Gress noted he may be submitting an amendment for consideration. Policy DJE - Bidding/Purchasing Procedures will not return for a second on September 25, but will return for a second reading at a future Board meeting to allow time for additional review and input. 6.6 Policy FEA - Educational Specifications for Construction (First Read) The ASBA's proposed revisions to Governing Board Policy FEA, Educational Specifications for Construction, has added language per A.R.S. 15-341 which allows the Governing Board to delegate authority to the superintendent to submit plans for new school facilities to the School Facilities Board to obtain certification that the plans meet minimum adequacy guidelines as prescribed in A.R.S. 15-2011. Policy FEA - Educational Specifications for Construction returns for a second reading on September 25. 6.7 Policy GBEAA - Staff Conflict of Interest (First Read) ASBA has added language to Governing Board Policy GBEAA, Staff Conflict of Interest, to clarify conflict of interest and to offer ASBA recommendations pertaining to annual employee training to ensure district conflict of interest policies are communicated to employees and acknowledged as received and understood by each employee. 4
Ms. Khazai inquired if the proposed language would restrict teachers from applying for grants or donations through organizations such as APS or SRP. Ms. Garvey and Dr. Baca both indicated it would not. Policy GBEAA - Staff Conflict of Interest returns for a second reading on September 25. 6.8 Policy ID - School Day (First Read) Madison Policy Revision/not an advisory - adds verbiage to reflect requirements in for Policy JL and corresponding regulations. Policy ID - School Day will not return for a second on September 25, but will return for a second reading at a future Board as it directly relates to Policy JL Student Wellness. 6.9 Policy JL - Student Wellness (First Read) ASBA has added legal reference to Governing Board Policy JL, Student Wellness as a result of SB1083 adding A.R.S. 15-118 to Title 15, Education, by defining recess and requiring mandatory recess periods for specific grade levels as described in the policy. These requirements are included in the advisory and added to current Madison Policy JL and the corresponding regulations. The definition was also added to the current policy language. Dr. Baca noted that Policy JL will be reviewed by the Wellness Committee for additional input. Ms. Khazai expressed her concern with the definition of recess as defined by State Statute, which considers physical education a recess period. She asked administration and the Board to consider the language carefully. Ms. Khazai also noted she would like to see social and emotional wellness addressed. Mr. Gress noted his concerns as they relate to recess being used as a reward and/or punishment. He is glad to hear the Wellness Committee will be reviewing. Policy JL - Student Wellness will not return for a second on September 25, but will return for a second reading at a future Board meeting to allow time for additional review and input from the Wellness Committee and Social Workers. ACTION ITEMS 7.1 Board Self-Evaluation (Dr. Baca) No action was taken and the item was tabled to allow for all Board members to be present. 5
FUTURE MEETINGS 8.1 Discussion Regarding Future Meetings Next Meeting The next scheduled Board Meeting is a Study Session on Tuesday, September 25, at 4:00 p.m. in the Lobby of the Madison Center for the Arts, followed by a Regular Board Meeting at 6:00 p.m. in the Board Room of the Administration Building, 5601 N. 16th Street. Future Meetings, Board Calendar The Board reviewed the projected agenda item list. ADJOURNMENT 9.1 Board Adjourn Meeting Mr. Holcomb moved and Mr. Gress seconded to adjourn the meeting. Upon a roll call vote being taken, the vote was: Aye: 4 Nay: 0. Mr. Gress: Yes Mr. Holcomb: Yes Ms. Khazai: Yes Dr. Osborn: Yes Final Resolution: Motion Carried Unanimously The meeting adjourned at 6:31 p.m. Approved by the Governing Board: September 25, 2018 6