DECEMBER 18, 2013, BOARD MINUTES END: Success for Each Child and Eliminate the Opportunity Gap DATE/TIME: Wednesday, December 18, 2013 5:00 p.m. 6:30 p.m. Puget Sound ESD Board Meeting LOCATION: Puget Sound ESD, 800 Oakesdale Avenue SW, Renton, Washington BOARD MEMBERS: Robert Beem, District 1 Charles Staadecker, District 2 David Okimoto, District 3 Jackie Smith, District 4 Vicki Asakura, District 5 Joanne Seng, District 6 Barbara Peterson, District 7 Jill A.S. Johnson, District 8 John Zurfluh, District 9 John P. Welch, Superintendent & Secretary BOARD MEMBERS PRESENT: Rob Beem Charlie Staadecker (phone) EXCUSED: E David Okimoto Jackie Smith Vicki Asakura Joanne Seng Barbara Peterson Jill A.S. Johnson John Zurfluh ESD STAFF PRESENT: John Welch Stephen Nielsen ABSENT: A Julie Rolling Peter Daniels Denise Altheimer John Vaille Terese Emry Luba Bezborodnikova Kathy Linden EARLY LEARNING POLICY COUNCIL LIAISON PRESENT: Grace SSbugwawo - ECEAP Kim Muggler - Head Start Immaculate Ferreria-Allah Lori Pittman, Staff
I. CALL MEETING TO ORDER Governance Process 5.2.a: Chair s Role The Chair is empowered to chair board meetings with all the commonly accepted power of that position, such as ruling and recognizing. The Board Chair called the meeting to order at 5:00 p.m. A. PLEDGE OF ALLEGIANCE The Board recited the Pledge of Allegiance. Introductions were held around the room. B. APPROVAL OF AGENDA: Governance Process 8: Agenda Planning To accomplish its stated objectives, the Board will adopt and follow an annual agenda that schedules continuing review, monitoring and refinement of ENDS policies, linkage meetings with identified ownership and staff groups, monitoring of policies and activities to improve Board performance through education, enriched input and deliberation. It was moved by Barbara Peterson, seconded by Vicki Asakura, to approve the December 18, 2013, Board agenda as presented. Motion unanimously carried. C. EXCUSE OF MEMBERS No Board members asked to be excused from the Board meeting. D. WELCOME NEW EARLY LEARNING REPRESENTATIVES Grace SSbugwawo (ECEAP) and Kim Muggler (HS) were elected to the 2013-2014 Policy Council as Co-Vice Chairs and Board Liaisons. Both were welcomed to the meeting and introductions held. II. CONSENT AGENDA Executive Limitation 10.12: Communication and Counsel to the Board The Superintendent shall not fail to supply sufficient information about items on the Consent Agenda to enable members of the Board to make informed decisions. For those items requiring Board approval due to external requirements. The Superintendent has approved these items based on the authority granted him by the Board. It was the request of the Superintendent that the Consent Agenda be approved. It was moved by Vicki Asakura, seconded by Barbara Peterson, to approve of the Consent Agenda Minutes, Personnel Report, Vouchers, and Financials. Motion unanimously carried. A. APPROVAL OF MINUTES Approval of the November 20, 2013, minutes was requested.
B. PERSONNEL REPORT Approval of the personnel report, as presented, was requested. During this month, we welcomed the following new employees: Name Position Action Hire Date Funding Source Protected Class Base Salary Allison Shields Program N 11/4/13 RTTT/Tech Y $41,666 Specialist Services Diana Brown Dir, Info Systems N 11/8/13 WSRMP Y $92,039 Natasha Roberts Classroom Aide R 11/4/13 EHS/WCCW Y $30,879 Ernesto Alvarez, Jr. Cust. Maint. Tech. N 11/5/13 Facilities Y $44,219 Lynne Truitt Assistant Principal N 11/18/13 ReLife Y $73,918 Carrie Smith Home Visitor N 11/25/13 EHS Y $44,219 Katreace Sumrell P/I Specialist N 11/18/13 Prevention Y $43,352 Center Veronica A. Santos Classroom Aide R 11/18/13 EHS/Educare Y $30,126 Name Separation Date Job Title Union/ Non-Union Donetta Singleton 11/1/2013 Assistant Teacher Union Heidy Lau 11/14/2013 Assistant Teacher Union Jessica Austin 11/22/2013 Infant/Toddler Paraeducator Union C. APPROVAL OF VOUCHERS Approval of vouchers and wire transfers were requested. VOUCHERS WARRANT # WARRANT # DISTRIBUTION DISTRIBUTION FUND FROM TO DATE TOTAL FOR RATIFICATION: Workers' Compensation 60325379 60326727 11/05/13-12/04/13 1,666,698.89 Total Workers' Comp $1,666,698.89 Payroll 562103 562158 11/27/13 750,936.84 562159 562317 12/10/13 81,032.97 Total Payroll $831,969.81 Accounts Payable 268680 268976 11/15/13-12/06/13 2,349,140.40 Total Accounts Payable $2,349,140.40 Total Wire Transfers $749,375.48
WIRES Direct Deposit Distribution Distribution Number Date Total Accounts Payable Direct Deposit General Fund 131403463-131403511 11/22/13 16,379.52 131403512-131403555 11/29/13 238,732.87 131403556-131403559 12/06/13 35,481.57 Total AP deposits 290,593.96 EFTPS/Payroll General Fund 562103-562158 11/27/13 441,924.81 562159-562317 12/10/13 16,856.71 Total EFT deposits 458,781.52 Total Wire Transfers for Period 749,375.48 D. FINANCIAL REPORT Approval of the Financial Report was requested. Executive Summary SUBJECT: Financial Report Presentation Attachments: REFERENCE: PRESENTOR: Stephen Nielsen Executive Summary Financial Report MEETING DATE: November 20, 2013 ACTION Indicators Board Budget Expenditures ESD Budget III. COMMUNICATION AND COUNSEL TO THE BOARD Executive Limitation 10.2: Communication and Counsel to the Board The Superintendent will not fail to advise the Board in a timely manner of trends, facts and information relevant to the Board s work. A. SUPERINTENDENT S REPORT The Superintendent provided a brief update on the Leadership Project. Board Member Charlie Staadecker was provided an opportunity to address the Board via speaker phone. He shared that he would be moving to Florida and as a result must resign from the Board effectively immediately.
IV. BOARD GOVERNANCE WORK Governance Process 1: Governance Commitment The purpose of the Board, on behalf of the public in King County, Pierce County and Bainbridge Island and its elected school board members is to ensure that Puget Sound Educational Service District: a). achieves Ends-related results for appropriate persons at an appropriate cost (as specified in Board End s policies), and b). avoids unacceptable actions and situations (as outlined in Board Executive Limitations policies). A. KEY STRATEGIES TO SUPPORT ENDS AND METRICS No December Report. B. LINKAGES 1. SCHOOL DISTRICT, EDUCATIONAL COMMUNITY AND LEGISLATIVE REPORT a. SCHOOL DISTRICT BOARD/EDUCATIONAL COMMUNITY REPORT Board Members were asked to report on any of the following linkages they may have participated in: School District Educational Community b. LEGISLATIVE REPORT 1. PSESD LEGISLATIVE UPDATE Superintendent John Welch and Assistant Superintendent Stephen Nielsen updated the Board on a series of legislative meetings recently held in the PSESD region. V. BOARD GOVERNANCE WORK: MONITORING RESPONSIBILITY Governance Process 3.3: Ensuring CEO Performance through monitoring Ends and Executive Limitations policies. Governance Process 3.4: Ensuring Board performance through monitoring Governance Process and Board Management Delegation policies. Action Month Governance Process Board Management Delegation Executive Limitations APPROVING December Concluded for Year Concluded for Year Concluded for Year MONITORING January GP 1: Governance Commitment GP 2: Governing Style GP 5: Chair s Role BMD 1: Global Governance Management Connect EL 2: Emergency Superintendent Succession
A. SUPERINTENDENT: ENDS AND EXECUTIVE LIMITATIONS MONITORING Executive Limitation 10.1 Communication and Counsel to the Board Fail to submit monitoring data required by the Board (see policy Board Management Delegation 5 Monitoring Superintendent Performance) in a timely, accurate and understandable fashion, directly addressing provisions of the Board policies being monitored. 1. APPROVING: DECEMBER SUPERINTENDENT ASSURANCE OF ORGANIZATIONAL PERFORMANCE Superintendent assurance of organizational performance monitoring has concluded for the year. 2. MONITORING: JANUARY PRIMARY SOURCE DOCUMENTATION Executive Limitation 2: Emergency Superintendent Succession Documentation: Succession Plan No further documentation supporting EL 2 was requested. B. BOARD: GOVERNANCE PROCESS AND BOARD MANAGEMENT DELEGATION MONITORING Governance Process 2.6 Governance Style The Board will monitor its process and performance at each meeting through a debriefing process. Self-monitoring will include comparison of actual Board activity and discipline to the standards reflected in policies in the Governance Process and Board/Management Delegation categories. 1. APPROVING: DECEMBER BOARD STANDARDS Board standards monitoring has been completed for the year. 2. MONITORING: JANUARY BOARD STANDARDS Board Members will be notified to monitor at the beginning of January. Governance Process Governance Process 1: Governance Commitment Governance Process 2: Governing Style Governance Process 5: Chair s Role Board Management Delegation Board Management Delegation 1: Global Governance Management Connect
VI. NEW BUSINESS Executive Limitation 10.5 Communication and Counsel to the Board The Superintendent may not fail to provide for the Board as many staff and external points of view and opinions that are needed for fully informed Board decisions. A. EARLY LEARNING: HEAD START APPROVAL/REVIEW Monthly. the Board of Puget Sound ESD is responsible for both approving and reviewing documents per the September Board meeting presentation on Shared Governance. SUBJECT: REFERENCE: PRESENTOR: MEETING DATE: Executive Summary Puget Sound ESD Early Learning, Head Attachments: Start Update APPROVAL Executive Summary Shared Governance System Policy Council Bylaws Luba Bezborodnikova December 18, 2013 ACTION REQUESTED It was moved by John Zurfluh, seconded by Barbara Peterson, to approve the Policy Council Bylaws. Motion unanimously carried. B. EARLY LEARNING: HEAD START BRIEFING/DISCUSSION Executive Summary SUBJECT: HEAD START BRIEFING/DISCUSSION Attachments: REFERENCE: Head Start Timeline Budget Summary, October 2013 PRESENTOR: Luba Bezborodnikova EHS Finance Report, FY13 MEETING DATE: December 18, 2013 BRIEFING DISCUSSION HS Finance Report, FY13 USDA Meals and Procurement Card Report, FY13 C. BOARD REORGANIZATION Annually, the Board reorganizes itself for the upcoming year Chair It was moved by John Zurfluh, seconded by David Okimoto to nominated Joanne Seng to the position of Board Chair. Hearing no further nominations, it was moved by John Zurfluh, seconded by Barbara Peterson to close nominations. Motion unanimously carried. Chair: Joanne Seng Board Vice-Chair It was moved by Joanne Seng, seconded by John Zurfluh, to cast an unanimous ballot for Vicki Asakura to the position of Board Vice-Chair. Motion unanimously carried. Vice-Chair: Vicki Asakura
Legislative Representatives It was agreed that the following Board members would continue as Legislative Representatives: North: Jackie Smith South: John Zurfluh At-Large: Jill Johnson AESD Representative: Barbara Peterson agreed to continue as AESD Representative: Early Learning Representative Joanne Seng agreed to continue as the Board Representative to the Early Learning Policy Council. VII. INFORMATION AND REPORTS Executive Limitation 10 Communication and Counsel to the Board The Superintendent will not permit the Board to be uninformed or unsupported in its work. A. CORRESPONDENCE Region X HS Correspondence was presented for the Board s information Region X Discretionary Grant: 4,719,154 Region X Discretionary Grant: 1,339,248 Administration for Children & Families: ACF Grant #10CH0104 Administration for Children & Families: ACF Grant #10CH0187 Administration for Children & Families: ACF Grant #10CH0104 Administration for Children & Families: To Head Start Directors B. 2012-13 YEAR-END FINANCIAL REPORT AND 2013-2014 BUDGET UPDATE Assistant Superintendent Stephen Nielsen provided a five-year comparison of Puget Sound ESD revenues and expenditures. This comparison included indicators of future trends and agency actions needed to address the Puget Sound ESD END. C. NOVEMBER AESD MEETING REPORT/AESA CONFERENCE REPORT Joanne Seng, representing AESD Representative Charlie Staadecker, will update the Board on the most recent AESD Executive Board meeting at the January Board meeting. Staff and Board attending the AESA Conference each provided a one to two sentence report on Conference highlights.
VIII. AGENDA PLANNING Governance Process 8: Agenda Planning To accomplish its job with a governance style consistent with Board policies, the Board will follow an annual agenda that schedules 1). continuing review, monitoring and refinement of Ends policies, 2). Linkage meetings with the identified ownership and staff groups; 3). monitoring of policies, and 4). activities improve board performance through education, enriched input and deliberation. The 2013-2014 Revised Board Planning Schedule and Board Monitoring Guidelines were enclosed. IX. BOARD AND STAFF MEMBER DEBRIEFING Governance Process 2.6: Governing Style The Board will monitor its process and performance at each meeting through a debriefing process. Self-monitoring will include comparison of actual Board activities and discipline to the standards reflected in policies in the Governance process and Board Management Delegation categories. Board and Staff Members will provide a comparison of meeting activities and discipline to the standards reflected in policies through the following two questions: A. What occurred that affects work on behalf of owners? B. Are there any adjustments that need to be made in future meetings to support and promote the Agency End? X. ADJOURNMENT Governance Process 5.2.a: Chair s Role The Chair is empowered to chair board meetings with all the commonly accepted power of that position, such as ruling and recognizing. Board Vice-Chair Joanne Seng adjourned the Board Meeting at 6:36 p.m. Joanne Seng, Board Vice- Chair John P. Welch, Superintendent