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Ratify initial request

okay i called to order this governing board public meeting um at six o'clock um let the record show that all board members are present and that the district is represented by dr holmes kelly siegel deb whiting kim mcgovern and can i get a motion for the adoption of the agenda second it's been moved in second all in favor opposed okay and would you please join me in the pledge of allegiance [Music] so i pledge allegiance to the god of the united states of america and to the republic for which it stands one nation under god indivisible with liberty and justice for all next item is the board meeting minutes not previously approved and those are the minutes from the organizational meeting of the 5th of january in the minutes of the regular meeting um also on the 5th of january can i get emotion so second on anyone opposed passes five zero um the next thing we have on the agenda is the information only items and we're going to start with a summary of current events from the superintendent thank you president good evening everyone i wanted to update you on the situation that took place this weekend at wachuca mountain regarding the vandalism as i reported to you over the weekend we had extensive vandalism and it occurred in the building we had about 28 windows broken technology equipment musical instruments were destroyed physical damage um as well as um food thrown about in the cafeteria we don't have an estimate yet we're still working on the amount of the damage but we anticipate it being in the tens of thousands of dollars in damage i'd like to first of all thank the school administration ms martinez and her secretarial staff they came in on saturday along with their spouses to help clean up we had teachers coming in assisting department heads maintenance crews custodial crews they all came in on saturday uh when it was discovered and the cleanup started immediately and they came back again on sunday it was a holiday weekend as you know but people really pitched in and it was a team effort and i'm very proud of the effort that went in to get that building cleaned and and ready we have moved the on-site services to the high school where we had them about a month or so ago until we're able to finish cleaning up the cafeteria area the teachers are also going to be teaching from home for the next few days until we get everything back to normal and we will be meeting with a representative from the window company to have those windows replaced and we will be reporting all the information to the insurance company the police department is still conducting the investigation there were two individuals young men arrested and we are working with them to determine uh next steps but again um a lot of offers of assistance and uh we really appreciate uh the the team effort and the spirit um and the commitment that the staff put in uh people came in as soon as they heard and they were ready to help and um even though it was a bad situation and we wish that it would not have happened it just shows the commitment that our teachers and our administrators and our department heads have to the school district they were all there in mass to help us covet 19 update state as you know we sent out the latest information to you on thursday the state is still recommending that schools use their virtual model in order to provide instructions to students all three benchmarks are still listed as substantial spread in cochise county and all three benchmarks are listed as substantial spread throughout the state we're going to continue to closely monitor the data and keep you informed as it is released you may also be aware that there was a reversal in the decision that aia made regarding sports the winter sports season they originally voted to cancel that it was a five to four decision and then a few days later they reversed the decision uh so um the sports season will start today we are still well competition will start today we are still monitoring closely the um the data and we are in pause right now as soon as we're able to we will start winter sports and we would like to be able to have our teams compete but we're keeping a close eye on the data as you know this fall when we originally had fall sports the decision was made to wait until students were face to face and in order to be consistent as i shared with you two weeks ago we're going to continue to move in that direction some good news celebratory news we have two schools bella vista and town and country elementary schools were awarded 130 561 dollars and 83 949 dollars respectively for meeting state testing goals uh very very good news we had some schools a few years ago which you can mountain and carmichael who were awarded as well the each school will determine how these incentive dollars are allocated but what the purpose of this results-based funding is to reward those schools that are meeting the state goals and to provide um incentives for the staff and so we want to congratulate them for meeting those goals and being able to receive uh this incentive money so kudos to bella vista and town country on-site support just an update we're averaging about 265 students per day across all eight sites and one more congratulations one of our teachers at joyce clark a science teacher edith mendoza has qualified to be a national geographic certified educator so i'd like to send our congratulations out to ms mendoza [Music] i'll take questions you ready [Music] no questions we just want to add to that congratulations for bella vista town and country and for mrs mendoza that's awesome isn't it okay oh okay next on the agenda we have the a budget revision update from from mr mcgovern good evening unfortunately i don't have this great news as dr holmes has but maybe in the future we'll have some better budget news but uh real quick just a recap why are we why are we here for another revision i think you may recall back in october i mentioned we might have multiples because this is such a an influx year we have so many things changing so whenever we have something big enough uh to warrant a revision we're going to come back to you and say here's our new budget so the items we're looking at today were just minor changes to adm because we're here doing a revision we might as well use the latest adm numbers we're going to account for the state's adjustment for distance learning what does that mean we'll get into that a little bit i'll describe what what the state had to do and how that affects us i i went ahead and added our fy 20 calculated carry forward that's our saving grace through all of this as you recall we had about 1.8 million unfortunately it gets eaten up every time we have one of these but at least we had it so now we don't have to make any kind of other decisions that affect um you know maybe programs or anything like that and then finally just because we're doing another update going through everything i found another error for uh classroom site fund uh budget does not affect current allocation it does not affect what we're giving teachers does not affect their performance pay it's really just on the face of the budget but uh i don't like to have things on the budget that are incorrect so let's go ahead and make an adjustment and i'll explain why that might have occurred in the past as well all right adm adjustments we have our regular uh education student counts are down 358.84 students as an adm figure special education we're down 156 156.12 i'm sorry i'll go back up here regular education remember there's a weight factor for both uh preschool k through 8 9 through 12. that averages out to 436 weighted student count if you remember from our budget talks that's how we get funded that time to the base support level gives us our amount so we're down 436.8 weighted student counts in regular education in special education we're down 156.12 weighted count this one's a little more difficult because there's so many categories i decided just to give you an overall instead of way too much information so overall our weighted student count is down almost 600 students okay that equates to a decrease to our budget our base line of our budget of 2.619 million dollars okay as a reminder the enrollment stabilization grant that we received uh in december made up about 2.3 million of that so fortunately we had that but the difference between the two is something that we had to pick up okay all right distance learning adjustment per executive order 2020-44 the governor said you could do distance learning but it's going to be funded as if it was an online instructional program which means it's only funded at 95 instead of 100 as of the 40th day when we had to submit this information to the state our distance learning percentage was 71.2752 okay ade calculated that adjustment down so going from 100 funded down to somewhere after 95 they they had a calculation of 974 thousand dollar adjustment down i calculated 9.71 so they have some other factor they're putting in there i'm going to work to find out what that is it's kind of like a big gray area right now on how they're getting that calculation but bottom line is this is the big number that we wanted to account for on the budget is that and that figure is separate from the previous figure so this one it does not the 974 000 is not part of this number this number here the 2.619 is strictly adm okay so okay as if it were funded at 100 so we had that decrease in adm on top of that we have this number okay because we weren't funded at 100 because we weren't here we weren't face to face learning for a 100 of the time that's why this is here carry forward just to let you know how it's done it's just calculated at the state level after we submit our afr in october then that that's an official number of expenditures that we spent for the previous year they take that and they subtract it from what your final budget was in may and the difference is what we get to carry forward for the next year carry forward for both emino and capital are shown on a report if you want these are public reports the public can actually look at these it's called the budge 75 report they usually come out in the november range because again you have to wait till the official numbers from your afr are out and then they'll calculate that official carry forward mno carry forward was 1.84 million on the budget that you're being asked to approve you can find that number on page seven about midway down capital uh allowed carry forward for fy 20 was 1.013 million that's on page eight of the budget kind of at the top okay and then finally the adjustment to classroom site fund so yes classroom site funds are budget controlled funds remember that means you can spend it before you have the cash but unlike mno and capital the state doesn't really make an adjustment they don't have a report out that says oh wait a minute you put something on the budget that is different than reality okay because of that what happens is in years past a final revised budget might not include your expected expenditures remember out of classroom site fund one of the three buckets is fund 12 which is our performance pay for our teachers we don't normally have that even paid by the time we're doing our final revise so you have to put some kind of estimate in there a lot of times that's forgotten and then when you get down to your afr you don't go back and what was carried forward so it's just kind of a compounding error and eventually you just need to fix it otherwise it looks like you have more money to spend than you really do even though it's budget controlled i treat it as cash control because really that's all i have is what's what's there or i should say current allocation but in terms of how we think of it it's cash okay so all that's exactly what i saw happened expenditures weren't put on the final budgets for several years again just compounded the error and it gave an incorrect carry forward and so all we're doing is we're using a line item on the budget on page eight to make that correction so that our budget equals our allocation plus cash on hand those errors over time that you saw was was it we we had more money or less money than we actually had like which way did that go it was it's funny it was kind of both okay depending on the fund you were looking at i think it was 11 and 13 we had to go down especially 13 way down and then 12 we had to go back up so somebody put in an overestimate estimation of what the uh performance was going to be and that could be true because you just estimate out that the whole allocation is going to go to 100 of the teachers but remember our plan if the teacher doesn't meet all the requirements then we're not going to pay out 100 of their portion so that could be a reason why we overestimated expenditures again it's not a big deal i just i don't like to put something out there that's not what i feel i could tie out and justify so i just put that into the adjustment line at this time all right so i just wanted to give you a summary here's where we're at right now and here's where we were at in fy 20. so as you can see up here is regular education remember i mentioned we're down 436.8 weighted count that's how we got to that number here's all of the special education categories so i show you how we're down in each of the categories and then you have to have a weight factor for each of these multiplied by that so here's how we come up with 156.12 weighted count difference and as you can see so some of these some of these have a very big impact on the budget because they have a six factor so in other words one child equals six for funding purposes so that's how we can have a really big change in special education funding so if we go to our base support level um here's where that 974 000 comes into play they this they support level here already takes into account the decrease in adm but then here we have that other distance learning adjustment now for those of you that would like to see where this is at again we just wanted all this information is public it's called the acor 55-1 report which everybody can download off the state website and you're going to see a distance learning adjustment of that amount so that was a decrease for us um from last year of about 2.68 million okay i just wanted to throw this out this is how i calculated out what the uh i figured the distance learning calculation could be i'm assuming that maybe they have a different number on the distance learning funding this number can change right here based on what our actual distance learning to face-to-face learning model is not model but actuals are in may this was um the the 40th day as i mentioned um and the conference that i attended last week they definitely said that the same spreadsheet that we had to upload to them in october they're going to be requesting sometime in may or june and this number could change depending on how often we're face-to-face so as dr holmes has stated that's our goal let's get face to face as soon as possible and that definitely could have an impact on our funding wow you can't see that can you at all i think you have a copy of this just wanted to show you uh your final number down here was 32. i'll have to look at this in the future for uh legibility um something here is where your carry forward is going to be on page seven this is page seven of the budget by the way i apologize i should have probably split this out into two [Music] and our original budget that we um not the original but the budget revision we did in october this was about 31 million and this one's 32. did they get a copy of me no oh okay we can send you a pdf i'd love a copy of the entire presentation absolutely yeah we had one i thought we should have printed it out for you so you probably can't even read this one no up here just an fyi the top portion of top portion of page 8 this is page 8. the top portion is capital the bottom portion is classroom site font and i highlighted down here this is the line that you can use for an adjustment that's exactly why it's there so you can adjust it we had a couple of downs and this one here was up so is that an adjustment that you'd recommend making like annually oh absolutely yeah we need to look at this all the time because you're estimating in may and you don't know what your actuals are going to be until we actually figure out what actually happened so yeah something we'll probably be putting on there on a regular basis probably not the drastic number here but summary of changes all we're doing here is showing you that um from the budget these are the three areas that we adjusted mno classroom site fund and capital from our last revision to this revision here's the change so even though we had the big decrease for the distance learning we had a little bit of avm change but now we add in our carry forward so that the change was about one million dollars budget balance uh which is critical is six hundred and twelve thousand dollars right now in mno so we've we've eaten up most of our cushion hopefully we don't have any more surprises but unfortunately i'll share one more with you that might happen this is the same report that we give you at the beginning of the month i just thought well since we're here let's share with you the the update as you can see 612 here classroom site fund the balance changed by our adjustment and then here is capital and that one didn't change much actually went up by two thousand dollars i think because the state does their minor calculation changes all the time so those are the budget control funds here's the cash control funds again this should looks exactly like what we present at the beginning of the month remember i automatically highlight and italicize everything for you for the the areas of concern so we shouldn't have any new players here this is food service and this one here is the um building renewal grant which this one here we're working on with you guys trying to to find ways to to decrease that impact as much as possible and then the sfb that's just a matter of getting those reimbursements on time because we have to put it out and then we have to wait for billings and all that kind of stuff so i'm not worried about here but as you know we're worried there okay okay any questions on the current budget before we get into future items for you to look at so just to make sure i'm understanding because i was having difficulty seeing yes um we've experienced some reductions um due to enrollment decline and um the distance learning percentage only being funded at 95 um and we've had some other issues that we've been fixing on but all in all with our carry forward we're still at projecting a positive budget balance correct okay that's 600 right now unless anything else comes up 612 is our balance right now so still in good shape compared to several years ago right we were hoping to keep that 1.8 but uh that's why you have it that's why you don't spend it for these kind of things that come up i just want to keep pounding that because we don't want to be spending our rainy day fund for anything other than emergencies and as you're going to see here in items to look at and i remember this from our previous you know you asked what should you be looking for well out of the conference that i attended here are the items so as you saw our 9 24 000 reduction the entire state all school districts had a 226 million dollar reduction our portion was here now we have another issue that came up during this conference as you may or may not know most counties cities towns they have an expenditure limit right that they can't spend over they might have a ton of money they just can't spend it because of limitations due to statute back in the late 70s early 80s a lot was passed capping what the aggregate spending was going to be in the state for education i won't go into the history of that i don't even think i understand all of why they did that but it's there and every year the state has to calculate where are we at and are we over and right now as of the calculation they did in october were 138 million dollars over the expenditure limit so ade is attempting to get that recalculated and approved to account for that massive 226 million that we just saw doesn't make sense for them to penalize us twice however you know how if things might go if we're not able to get that reduced our portion of the 138 million dollars will be another reduction of 475 000. i don't know which way it's going to go i don't even and the the team that presented felt reasonably confident what does that mean i don't know but reasonably confident that they will be able to get that aggregate reduced but i don't understand when my understanding is that enrollment is down across the state which you would think whatever this cap is it is a is it a percentage of how much of the general fund can be allocated to education it's total in aggregate no matter where there's there's if you've ever done an expenditure limit no then there's you take local dollars and you've got credits for federal that you apply and take away and all this it's a very complicated formula okay but but bottom line is in aggregate we can't spend over x a a number but i guess i don't get it because i know that education with declining enrollment across the state would have gone down so you would think because we're not even made whole so i don't understand how we're over the limit nobody on the call understood that okay well this was done prior to this 226 million dollar aggregate uh reduction for distance learning they by statute they had to do this in october and this number was not figured until after that okay that that question came up uh in in the conference what why is this even how is it possible is that population has in arizona has been going up significantly i mean that's simple okay but we did have grants increase we're you're going to see that tonight some of them are probably not in this calculation others are so we have it's not just mmo that goes into this calculation right okay so it's a statewide calculation that then kind of trickles down to affect every district including us it will trickle down to us because of our uh you know our enrollment so if you think about do you remember prop 123 how they made us whole and that kind of a little bit they took 50 million dollars the first payment i think it was 50 million dollars and then they multiplied that by your state percentage of adm and that's how you come up with this okay dollar amount that you get for 123. if you take the same thing for this amount that's how you come up with the 475. that's more of a straight line versus how the distance learning percentage remember you mentioned how it doesn't look like it's the same for each district even though they might be the same adm it's because of their distance learning percentage that changed this is just going to be a flat here's your adm and here's the portion that you owe okay so is this something that like arizona school board association is aware of and like working on this like technical issue to hopefully get it fixed okay oh yeah it's and the i think it was mesa unified uh cfo that did the presentation um and obviously everything is relative with zeros but their hit for this was nine million dollars so it's in their interest to try to get this changed phoenix districts impacted the most hopefully then it will i have a be question too the expenditure limit that is what we would ask for an override election to be able to spend more than that limit well no that goes into the calculation of the total right so if and i i'll i'll just throw some out i don't even know if this b has an override or even if we did let's pretend we had an override right even though we had a reduction in funding from the state our override adds to our spending that goes into the aggregate of total expenditures that's and that's why i'm saying it's a very complicated formula and a lot of things go into it bottom line is we're at that cap and they need to get get us under somehow and if they can't get us under then by statute we have to be reduced by that amount so this is like a one-time fix well that's that was my concern right when i'm hearing this like okay what about next year now i know there's adjustments is it inflation to bring that expenditure limit up can we get an override can the legislature and i do believe they're allowed to pass an overripe but um i don't know where that would stand so yeah a lot of factors yeah and and the inflation factor is only 1.22 so you wouldn't think that that expenditure limit would go up that much yeah i don't think this is something that's going to go away it's going to be something that we're bumping up against every year that's one of the things and it came out in the uh conference um the prop uh [Music] 208 the most recent one yeah this expenditure limit is what they cited one of the plane is cited in the case against it they're saying wait a minute you can't do 208 because it's going to increase the expenditure limit aggregate so it's unconstitutional then there's other arguments that say wait a minute it's just like classroom site fund that it's being excluded of course now we're getting into the legally and i'm way outside of my realm here i just repeating what they said at the the lawyers were saying at the conference they didn't think that that was a valid argument because classroom site fund wasn't included in the aggregate calculation so well it sounds like there's a problem with the limit anyways if reduced spending this year is resulting in us overall reduced education yeah but again i'm just because it's there yeah i didn't want any surprises oh by the way one more thing no we want to make sure we we're talking about this the whole way on the good news part if you look at the the budget projections that have come out the base level will have an estimated increase of 1.22 based on the inflation funding lawsuit of a few years ago remember we were frozen and then we had the one two three fix and all that well this is at least going to go forward where we're gonna have a one point two two percent uh inflation factor to our base level okay that which is i didn't figure it out but you know right now it's about 4 300 it'll probably be about 400 something like that i think it's an increase of 38 per weighted student count so you can see how those weighted student accounts really add up so it's good that we're going to get that the other thing that i read was that the district additional assistance dea capital right is scheduled to be fully funded with no cuts next year so if you remember back in however many years ago we were reduced by 85 and then several years ago when the legislature and the governor made a commitment to bring funding back to 100 they're continuing to say this is where they're going to finally get make this whole and no more reductions i'm hoping that's true in the conference they also um mentioned where when we think of capital we think of our just you know we got our little blinders on we're like okay just sierra vista but there's another big factor which is school facilities board right when we get an air conditioner that's 20 years old and we know it's going to fail sfb can't fund that until it fails because they don't have money for that right they only fund things that are that have died or they're not giving enough money to maintain buildings which we all know that that's also part of the what we're what the state level of people are trying to get into the funding model right we need more capital in general not just a little bit that we get because trust me we we can't we can't maintain the buildings even if we're 100 funded right it's just too difficult so yeah i believe it's based off of a number from the 80s 85 exactly exactly okay so that's another push is trying to get capital funding where it needs to be are they expecting sfb to be more robustly funded i i don't know okay but they we are at this point expected to be fully fully funded now if you go and you read the uh the governor's uh executive summary they do state in there that instead of the projected 664 million dollar shortfall in the state general fund they actually had a three percent increase even though the service the industry had i don't remember the number but let's just say it's a decrease of 25 in the tax revenue from the service industry others like construction and and home sales and whatnot really went through the roof so that made up for it so that's why we're seeing an actual increase in the general fund at least from what i read in the uh the governor's executive summary and then finally i just wanted to mention that sr2 as you know president trump playing that what in december or whenever it was and it has about four times the amount of sr1 which is great as a reminder i think our allocation was like 1.4 million but unfortunately we're still waiting and there's a conference i'm going to attend this week i do believe it's wednesday tomorrow on what we what's projected we can use the s or 2 funds for i haven't seen where they're they're thinking we can put regular salaries in there though so that's a problem we can only buy so much stuff with this extra money and have it be worth you know helping the budget we need to move some salaries so we'll see i have a question about the money that was given to the schools that met the goals yes how does that fit into the budget or does it it doesn't fit into the m o budget at all so are there requirements as to how they use that funds or what hacks yes absolutely and as dr holmes mentioned the sites will be determining how they want to do distribute the money a certain percentage needs to go for um if you will a bonus to the teaching staff 51 i do believe is what it is and then the 49 the site gets to determine how they want to spend it do they want to do professional development or whatever so yeah all of the sites which i think is is great because i think it's great i just was curious yeah or they could spend 100 for bonuses oh absolutely yeah it's up to them but a minimum of 51 has to go to a bonus for um and how much was that that each school got because i was going to write that down i don't have 100 100 and something in 80 something 130 561 for bella vista and 83 949 for town and country it's based on their test scores and then where they're at with the free and reduced and then they changed okay i know i threw a lot of information at you and unfortunately again i apologize for you not being able to read the page seven and eight we'll make sure we get that to you any questions okay well thank you thank you [Music] all right then we'll continue with the governing board carnivorous uh let's start with holly i don't have anything this week what joy uh congratulations to bella vista and town and country and also that edith mendoza for that the national geographic thing uh 260 students on staff i mean not on staff on site is still considering we're closed is still a pretty good number that are actually being serviced by the buildings so to speak so i'm glad that we are able to offer that for parents i did have a parent that say thank you to me for keeping us from having to go back face to face schools i know some other teachers that are upset with other districts in our area going back to face to face ignoring the guidelines so thank you for keeping that in mind thank you jordan honey yeah i i just wanted to see that i'm really disappointed in what happened at what you're going to school and i don't know you know i know that that kind of thing happens but my i guess we'll find out whether or not those kids had serious problems or something was not going well with them or just what would cause them to do something like that so maybe we'll be able to find out a little bit of information about the kids that were arrested and didn't participate in that kind of thing and i really think it's great um that these schools were able to reach the goals and get this that's a great incentive for others to work hard maybe to to get that too and i think that's great thank you guys yeah hi everyone um mr mcgovern you're doing a great job with the budget um congratulations to bella vista and county country and ms mendoza it was uh sad news for me this weekend to hear about um what you come out in school i live in that neighborhood and it was kind of disturbing to some of the elderly people that live in the neighborhood also um but it seems that our students are a little bored or they're upset you know that the school is not open like ms connie said hopefully we'll find out um their reason for what they did and hopefully there will be some consequences for what they've done you know so that it doesn't i'm sorry i just said there will be the parents will have some consequences too yeah so it so the other kids don't think you know that they can you know get away with something like that yeah and i'm glad we're going to start sports again because i have a son that wants to play thank you tim okay so um i just want to say i hope everybody enjoyed that extra day off and celebrated dr king's um birthday and all the things that he's done for us um i attended we have a local our local naacp they have a program that they put on every year it was kind of weird not doing it um personally but i did attend it virtually um and it was a very good program they actually mentioned how they wanted to work with the school district and making things even better and concentrating some on the concentrating on the kids and also i was really surprised that our board member tim sang a song during the presentation and i was so proud of her you guys she could really sing and i was so proud of her and i'm sure you guys would have been proud of her too she really represented the district they gave a nice buy on her and they did mention that she was part of the sierra vista school district so with that let's move on we don't have any call to the public so we'll move on to item number seven which is the consent agenda can i get a motion that we second um all in favor hi i any opposed okay do we have any discussion sorry guys okay so then we'll move on to um our next item uh specific um district business so the first item is to discuss and have action on the adoption of the proposed revision number two to the 2020 2021 budget it is recommend is it is recommended that the governing board discuss and take action action regarding the adoption of the proposed revision number two to the 2020 2021 budget uh the administration recommends approval of the proposed revisions to the 2020-2021 uh budget as presented a motion it was motioned by connie second second bye um all in favor aye opposed okay the next item you forgot motion carried 5-0 thank you connie discussion and action waiver for policy g-c-c-a and g-d-c number two number two ratification of final allocations of grant for fiscal year 2020 2021. it is recommended that the governing board ratify the 2020-2021 final allocations of grant as provided to the board by administration the esea title 1 grant will be used for supplementing the adopted curriculum and will focus on improving student achievement the esea title 2 improving teacher quality grant will be used for professional development and other approval expenses which will focus on improving student achievement the esea title 4 grant will be used to expand access to a well-rounded education improve school conditions for student learning and increase the use of technology in order to improve the academic achievement and digital literacy of students title v rule low-income schools will be used for district improvement grant title iii funds will be used to provide supplemental programming and services to enhance the education of english learners cte perkins priority and arizona industry credentials incentive program funds will be used in the bhs career and technical education program to provide students with relevant experiences to lead to purposeful and economically viable careers in a competitive workforce idea basic and preschool will be used to assist in providing special education and related services to children with disabilities targeted support and improvement funds will be used for professional development administration recommends ratification did i understand you just say that the grants had been increased that would be an increase that's correct these are um allocations have increased so we're just asking you to approve those increases increased over what was previously estimated uh previously allocated so there was some some extra funds that the state gave us so this isn't or or the federal government gave us i should think okay i just i i guess i assumed that it was a an issue of when the final grant allocations come out versus our budget but the amounts actually increased actually increase yes any discussion all in favor opposed carries 5-0 item number three discussion action waiver of policy gcca and gdca and their relevant exhibits and regulations it is recommended that the governing board discuss and take action regarding waiver of policy gcca and gcca dash rv and gdca-e and their requirements for donating sickly to fellow staff to the same cap classification for the remainder of the 2020-2021 school year and a little good news here that i want to change um before i read the justification and as ken showed you in his presentation that we are getting some s or two money and we are allowed to use that for covet leave even though they told us it ended in december 31st so we're going to be able to use that for our staff until march 31st is what they're telling us now so we'd like to go ahead and leave this request in place and i'll read the justification in just a minute um because we don't know what's going to happen after the end of march either we don't know where we're going to be with covid and people still having symptoms and needing to take leaves so due to the recent expiration of the federal sick leave assistance under the family's first coronavirus response act employer paid leave and current rise in copen 19 cases in arizona our staff are increasingly utilizing leave which does not necessarily meet the mandates of the above reference sick leave policies and their associated exhibits or regulations it is recommend recommended that employees are allowed to donate leave to a bank that will be used by employees as needed for covert related absences up to a maximum of 10 days per employee as per the initial ffcra guidelines so what this will do is right now the only way that employees can donate to another employees if they are on um a medical or fmla and so when they exhaust all of their leave they can request donations for sick leave employees are required to have a certain number of days in their in in their account before they can donate and they can only donate up to five days a year so that that keeps someone from donating days and then them themselves getting into a situation so what we're requesting is that we waive the requirement of an employee being on fmla if they get into a situation and this won't need to be in place until after march 31st more than likely if they get into a situation that they do need leave that we will we will ask employees if they are willing to donate leave and we will keep track of that we will follow the exact same procedures that we follow if an employees on fmla except for that we will not post that because anything we post is coded related and that and that would be a violation of hipaa so we will have it will it will just be kept in our office people will let us know if there's a need and we will we will we will take it individual as we need and follow the procedures that we would normally follow with the covet leave so they have to provide documentation for us that that it is a code-related um illness and they are allowed up to 10 days so but this is after may 34 march 31st i just want to you know reiterate that that right now we are allowed to go back to what we were doing prior to december 31st and allow employees up to 10 days of covert leave for waiting for a diagnosis if they are having symptoms and they are required to provide documentation administration recommends approval can i get a motion second um any discussion was there any sort of elapse but there is and we'll we'll work on that because we've had from january 1st until just last week end of last week is when we found out that it had been extended so we will be contacting those employees that have been out that we know of for code related issues our nurse coordinator has been really great about keeping me informed of who's out and our administrators have have been also informing me and the nurse coordinator so it hopefully it will be fairly easy to go back and look at those employees and pull absences and be able to change their leave out so okay so they'll have the the option to use that so there was a lapse but youth there yeah it's fixable okay item number four discuss an action approval to schedule a work session recommendation it is recommended that the governing board discuss a date and time to schedule a work session for the purpose of reviewing regulations gcqc-r liquidated damages i guess this is me i guess so when would you guys like to do that to set up a work schedule do you just want to do it before a regular meeting until you want to pick a dick either way works for me i'm retired does anybody have any input before meetings are a little tricky for me that's like prime driving kids to activity time so that's i i'm not doing things on my own right now so okay i also want to ask administration i'd like for you guys to be involved in that also so uh [Music] do you just want to pick another day then so does anybody have a certain day that they want to do this 27th 28th of to a wednesday or thursday work okay for me 25th or 28th or couldn't could we possibly just do it prior to one of the boys holly said that's kind of tricky for her because she's moving kids around i mean i mean unless we're like pushing it out end of february then i'll have a kid driving so the next few weeks are particularly tricky for me for right for right before but if we push it out a month then i could how long is the training it would just be like a workshop that we would do to do it something like 30-minute meeting what do you guys think not that long so holly what what day in february is good for you the first week what did you think no it would be like the second half of february i would be i would it would be easier for me to do above directly before a normally scheduled governing board meeting if we push it into late february i feel it's the sooner the better that's what i was thinking too so let's go i mean the next meeting is february 2nd so that one would be that's tricky i can't i can't do that no so what if we did it what other day of the week is good for you guys wednesday is good for me are we talking about evening meetings or during normal business hours after um after you get off work because i know you get off around one right yeah like afternoons evenings i'm pretty like like two o'clock is that a good time sure you let us know we'll be there not on tuesday no wednesday is wednesday okay wednesday works for me yeah what about you i know you're working uh wednesday okay so wednesday from two to three on the third yeah is that okay yeah okay i'll be right there february [Music] from two to three be there be square uh what's the location we'll just have it here in the boardroom okay so we're going to move on to the next item discussion and action approval of governing board retreat recommendation it is recommended that the governing board discuss and take action regarding the decision to to conduct a retreat and so i was thinking or hoping that we could do it this coming friday from 9 to 12. is everybody okay with that friday january 22nd 9-12 all right so we got that covered next item is number six discuss a discussion of governing board training and opportunities it is recommended that the governing board discuss and take action regarding the attendance of upcoming arizona school board association training opportunities so the it's the bulk training right allen that's coming up that was my favorite one yeah i was interested in participating i just wasn't sure because especially with the virtual i wanted to participate but i wanted to make sure sure so holly does want to attend i want to attend does anybody else want to attend that what date is that it's two dates um see you two days uh january 29th i think they're both fridays friday january 29th or friday february 12th i believe it's a kind of a full day thing yeah i think first last time yeah i could do the february 12th okay so holly which one do you want to do pretty sure the 12th but can i confirm later yep i'll continually sit for the 12th of february i also want the 12th paper what's that yeah okay kim and joy you said the 12th two yes connie what about you look at that i think there were everybody for the 12th so alan if you could just please scandalous for that that would be great i just have one quick question did we get a budget item for the school board functions and stuff i know that we had discussed that before that we needed to know what if we had a budget item yeah there was there was a certain amount that was set aside um i kind of chuckled because that's one of our inside baseball things that everybody wants a budget but nobody really had an official budget but yes there was money for governing board yeah and i had asked that i had asked that question i believe we had 15 000 allocated and mr ramsey had looked into it for me and i believe 2 700 had been spent to date so we do we do have you know 12 000 dollars left in that training budget okay thank you keep an eye on the budget all right thank you a lot okay um item number seven then do people need motions and votes on all of those i don't think we need to vote item number seven acceptance of donation it is recommended that the governing board accept with gratitude the cast donation for mr and mrs thomas johnson in the amount of 250 dollars for the district uh summer school program and the donation miscellaneous fire fire turnouts uniforms and accessories from miss sally price valued at uniforms with a value of one thousand two hundred and forty one dollars for use of costume props for the district fine arts production uh just a side note mr mrs johnson have been donating to our summer school program for many many years yes and the administration recommends approval with gratitude so moved with gratitude any discussion yeah i think that's a really good thing that they do that every year and i think this summer we we're definitely gonna need to probably use some of that to catch up a little bit so that's great and thanks miss sally also um all in favor aye aye opposed carrie is 5-0 information and discussion items matters about which the board may engage in discussion but will not take will not take any action during the meeting does anybody have anything i do have something um i just think we really need to start um talking about and maybe even setting up something about starting talking about starting to go back to school i just i i feel like we need to at least be thinking about it set a goal toward it um talking about going back um and so there's like some questions that i would like to know for instance i want i would like to know you know where where the kids stand and where we stand as a district as far as the kids that are that are meeting the requirements and those that are not um so that we can sit down and make um that decision about going back or not um there's a lot of things that factor into that and i think we need to have like a little workshop probably beforehand and then have a meaning to talk about that so i think that's something that we should do sometime soon so um i want you guys to all think about that and sometimes not this first meeting coming back but hopefully sometime shortly after that we can have a workshop and and at least talk about it and put some ideas together and then bring it um to a regular meeting and that's all i have we need to do this you agree that we need okay does anybody else have any comments on that okay number nine information items um does anybody have anything or requests for future agenda items and so i think it's something that we should discuss and i also think it's something that we should set for a future agenda item does anybody have anything well basically with dr holmes reports we kind of get an action item i mean not an action item but we have the understanding of this is where the so his report actually covers that every meeting yeah but there's other things that i would like to advertise or that we all probably can bring to the table that we want to say for or against so that we can at least talk about it yeah because i i think with our younger children the sooner we can you know i didn't have i thought it was when the high school had them going what two days and then being but i think that's very difficult with um with these kids that are really young so if it's any way we can keep our young children in school even if we keep it but the high school now i know we did have some problems with with the elementary schools also but we yeah we do need to talk about that and think about how we can do that to maybe as soon as possible get those young kids back in school and just to add to that i know there's a lot of things that factor into these things now that the vaccination is becoming available um we have the rapid testing now there's a lot of things that we need to talk about besides just um the report that we get about where the county stands and that's just my thought so if there's nothing else i would entertain a motion to adjourn second so moved it it was motioned by the secondary by connie did you make the motion that was you seconded it and then i just made the motion so jordan demotion connie seconded it any discussion all in favor opposed motion carries five good night everyone [Music] thank you yeah so if you add it all up you'll see they don't tell us what they are apologies