The School Board of Escambia County, Florida, convened in Workshop Meeting at 8:30 a.m., in the Board Room at the Administrative Building, 215 West Garden Street, with the following present:

Chairman: Mrs. Cary Stidham Vice Chairman: Dr. John DeWitt

Members: Dr. Elmer Jenkins

Dr. Hal Mason

Mrs. Vanette Webb

School Board Attorney: Mr. Francisco Negron

Superintendent of Schools: Mr. Jim May

I. CALL TO ORDER

Chairman Stidham called the workshop to order at 8:30 a.m.

II. COMMENTS FROM SUPERINTENDENT

PRESENTATION - ESCAMBIA COUNTY SCHOOL READINESS PLAN AND

WORKSHOP

Mr. Wayne Odom, Director of Title I, gave a report to the Board concerning the Escambia County School Readiness Plan, and he reviewed handouts entitled "Local Coalition School Readiness Plan Application Instructions"; "Early Education and Care Services for Children"; and "Coalition School Readiness Plan Implementation Schedule."

The Superintendent listed additions and deletions to the agenda.

III. PROPOSED ADDITIONS OR REVISIONS TO SCHOOL DISTRICT RULES

A. Permission to Advertise

1. School Board Rule 6Gx17-5.05(4)(9) NON-SCHOOL USE OF EDUCATIONAL FACILITIES (SCHEDULE OF FEES)

It was noted that the fees for pool usage at Washington High School would increase from $100 to $150 per day. Dr. DeWitt stated that $300,000 was spent to upgrade the pool, and the $150 fee seemed reasonable.

The Board recognized the following speaker:

Mr. Michael Haas, Washington High School Aquatics Center, advised that research was done and the proposed fees were based on comparable fees (charged to outside organizations) for school facilities.

IV. ITEMS FROM THE SUPERINTENDENT

2. Recommendation that Employee Number 314363 be suspended without pay effective April 19, 2000, pending completion of an investigation by law enforcement agencies and the School District regarding misconduct as more fully set forth in notice letter of April 3, 2000.

Dr. Mason asked if the Board was made aware of the employee's past history and reasons as to why the employee had been reemployed. Mr. May stated that there were charges that had caused the Professional Practice Commission to put the employee on probation. Ms. Ella Sims, Assistant Superintendent for Human Resources, advised that the Professional Practice Commission controls whether or not a person is issued a certificate. After discussion, Mr. May stated that he would not recommend this individual for reemployment as a teacher.

8. Approval of appointment of Coordinator I for ReDirections.

Mr. May advised that Ms. Susan Morgan was recommended to fill the Coordinator I position.

STUDENT RECOMMENDATIONS:

Dr. DeWitt questioned recommending alternative education in cases where 18 or 19 year olds have been charged with possession of knives, drugs, and razor blades. After discussion, Mr. May advised that there are cases that have to go through the court system; however, circumstances vary and recommendations from the principal are also taken into consideration.

10. Approval of funds to teach swimming.

The Board recognized the following speakers.

1) Mr. George White, Pensacola, Florida, appeared in support of this request for funding (out of next year's budget), to expand the program which started last summer at Century Elementary and Carver Middle School.

2) Dr. Dianne Leiterman-Busbee, Principal, Carver Middle School, also appeared in support of this item.

Board Members expressed that the swim program could be instrumental in saving lives and also enhance the self-esteem and self-reliance of the children participating.

RESOLUTIONS/PRESENTATIONS/RECOGNITIONS:

A. SCHOOL BOARD

1) Report from Fact-Finding Committee regarding Dr. Hal Mason, School Board Member, District 1

Ms. Joann Cox presented a draft report in compliance with the Censure Resolution adopted by the Board in March, 2000, noting that the committee (consisting of Joann Cox, Peter Booth, and Superintendent Jim May) was directed by said resolution to investigate the conduct of Dr. Hal Mason with reference to possible violations of local School Board Policy Section 1.20 and a breaching of public trust and/or violation of State Code of Ethics. Ms. Cox stated that the draft report included copies of the Censure Resolution; Florida Statutes; School Board Policy Section 1.20 (Standards for Board Members' Conduct); methodology on evaluation of E-Mails and correspondence; Dr. Mason's statement dated March, 2000; and committee findings. She requested input from the Board, and she stated that the committee's final report and recommendations will be presented at the Board Meeting. Mrs. Webb deferred comment until the Board had more time to review and discuss this matter with the Board Attorney.

Mr. Daniel Soloway, Attorney representing Dr. Hal Mason, expressed that the committee found that Dr. Mason did not violate the State Code of Ethics, nor did he breach the public trust. Mr. Soloway submitted in writing to the Board the proposed changes, additions, and deletions to the committee's draft report. After discussion, he stated that he did not need ten days of due process to review documents, and he asked that the matter be heard at the Board Meeting as planned.

Mr. May stated that his role on the committee was fact-finding in nature and involved helping committee members to secure information from employees. After discussion, the Board Attorney advised that the School Board is a self-governing body which has the authority to censure a Board Member under Robert's Rules of Order.

V. ITEMS FROM THE BOARD

1. Items from the Board - Request Approval of "Request for Information or Service" Form - Mrs. Stidham

Chairman Stidham stated that the form was recommended by MGT (in the Management/Organizational Study of Escambia School District) to enhance the flow of information, and the form includes instructions for Board Members on time restraints related to information requests. Mrs. Webb voiced concerns that the form could be a barrier, and she stated that it may not always be appropriate to have written requests. Mrs. Webb asked for a procedure to state a reasonable amount of turn around time in which requests could be filled, and she asked that the Board Attorney review the form for legal purposes.

The Board recognized the following speaker:

Mr. Robert Husbands, Executive Director, Escambia NEA UniServ, suggested including verbiage on the form to state that the Board Member making a request understands that confidential information may be included, and if they receive a document into their possession, it is then their obligation to maintain confidentiality in that regard.

After discussion, there was consensus by the Board to revise the form to state that Board Meeting agenda items do not apply since Board Members have access to information that is placed on the agenda.

2. Items from the Board - Address the Issue of Vanette Webb's Multiple Requests for Information regarding Cost Analysis and use of Staff Time - Mrs. Stidham

Chairman Stidham stated that multiple requests for information had been submitted by Mrs. Webb, including copies of all incoming and outgoing correspondence for the offices of the Board Attorney and Risk Management.

She stated that based on input from the Board Attorney and Risk Management Director, two clerks would have to be added to the Personnel Planning Document to provide staff to comply with Mrs. Webb's request, and monies would also have to be budgeted to cover costs of approximately six reams of paper per month, as well as a copier for the Risk Management office, and costs for tapes of School Board Meetings to be duplicated and stored. Mrs. Webb discussed concerns that she had been asking for copies of existing correspondence (and not new work) for the past three years. Mrs. Webb also stated that she has the right to receive the information in order to carry out her elected duties and that information should not be withheld. Chairman Stidham commented that Board Members can view information in the appropriate offices instead of receiving copies of all incoming and outgoing correspondence. Mrs. Webb stated that correspondence could be scanned (and sent via E-mail or dial-in) with the read-only capability.

The Board recognized the following speaker:

Mr. Robert Husbands, Executive Director, Escambia NEA UniServ, asked the Board to notify employees when their files are being reviewed.

Mrs. Webb discussed concerns regarding 48 litigation cases and related attorney charges without backup. She stated that she had received complaints that checks may have been cut fraudulently, and she stated that the district has a responsibility to investigate that matter.

3. Items from the Board - Request to Change June School Board Workshop and Regular Meeting Dates - Dr. Jenkins.

Dr. Jenkins requested that the Board consider changing the workshop and regular Board meeting dates to June 12 and 13, 2000, instead of June 19 and  20, 2000.

4. Items from the Board - Communications Strategy Plan - Mrs. Webb

Mrs. Webb stated that she would put this item on the agenda for next month, and she also requested input from Board Members.

5. Items from the Board - Proper Procedures for Board Regarding Agenda Items that are Contrary to Federal State, and Local Rule - Mrs. Webb

Mrs. Webb asked that this item be postponed until next month to give her time to meet with the Board Attorney.

6. Items from the Board - School Board Rules/Elected Duties - Mrs. Webb

Mrs. Webb noted that this issue had already been discussed.

7. Items from the Board - For Information Purposes Only - Attendance at State Board of Education Meeting - Mrs. Stidham

Chairman Stidham informed the Board that she was invited to attend the State Board of Education Meeting in Tallahassee. She stated that she plans to attend said meeting, and she will use her budgeted travel monies.

VI. ITEMS FROM THE ATTORNEY

-No items submitted

VII. ITEMS FROM THE STUDENT REPRESENTATIVES

-No items submitted

VIII. STUDENT TRANSFERS

Mrs. Webb stated that she would confer with staff regarding one student transfer issue.

IX. HUMAN RESOURCE SERVICES

A. Instructional/Professional

6. Special Requests

(2) Request Approval for Douglas Jones to work for a maximum of thirty (30) days between April 10, and June 30, 2000.

Dr. DeWitt asked about the feasibility of entering into a contract with this person, and Ms. Sims advised that the Finance Department would have to be consulted on this issue due to regulations.

(5) Request adoption of calendars for 2000-2001 school year and adoption of traditional calendar for 2001-2002 school year.

Dr. DeWitt stated that he would support the work of the calendar committee; however, he noted that based on input from parents, it would be preferable in the future to eliminate the half-days, which are not beneficial for students.

(6) Request approval of annual Department of Personnel Planning Document for the 2000-2001 school year.

Concerning page 16 of the Personnel Planning Document (hiring four painters), it was noted that painting has previously been contracted out. Mrs. Webb voiced concerns about workers compensation if painters were hired, since painters are a very high risk. Mrs. Barbara Linker, Director of Budgeting, gave a cost analysis on hiring four painters.

B. Educational Support Personnel

2. Terminations

3. Suspensions

Concerning release of information regarding terminations and suspensions, Ms. Sims noted that Board Members could review the files in the office. Mr. Negron stated that he would follow-up with Ms. Sims regarding this matter.

C. Risk Management

1. Risk Management Trust - Executive Summary - to appoint the replacement of trustee for the Risk Management Trust, due to the retirement of Charles Griffin. Implementation Plan: The trustees met on 1/21/00, at which time the trustees accepted the resignation of Charles A. Griffin as a trustee, and approved the appointment of Joseph H. Bernard as a trustee. This appointment is necessary to maintain compliance with the Board approved trust document dated June 30, 1987. This document is known as the Escambia School District Risk Management Trust. One of the responsibilities of the Director of Risk Management is to serve as a Trustee on the Risk Management Trust. The Risk Management Trust encompasses Workers' Compensation, Automobile and General Liability.

The Board recognized the following speaker:

Mr. Robert Husbands, Executive Director, Escambia NEA UniServ, asked that the Board move forward with the appointment of the trustee.

RECESS

Chairman Stidham called for recess at 12:50 p.m., and the workshop reconvened at 2:35 p.m. with all Board Members present except for Dr. Hal Mason, who entered the afternoon session at 2:43 p.m.

X. FINANCE

5. Summary of Risk Management Legal Fees

Mrs. Webb requested backup information on this item. Mr. Joseph Bernard, Director of Risk Management, provided clarification concerning Risk Management legal billings.

8. Financial Status on Projects and Grants

Dr. DeWitt expressed that all grant monies should be spent instead of sending the monies back. He also commented concerning the importance of the two grant-writing positions to oversee the programs. Mrs. Linker provided clarification to the Board concerning expenditure of grant funds. After discussion, Dr. Mason requested that staff provide information to give a breakdown on grant funds that were not utilized over the past two years.

XI. PURCHASING

7. Change Notice #1 to PO #189508 (Pharmacy Providers Service Corp.)

Mrs. Webb expressed concern regarding the high cost of pharmaceuticals. Mr. Bernard commented that there had been a 22 percent increase in costs for the prescription program; however, that has since leveled off to 9 percent. He advised that in September or October, the plan may be rebid for renewal in April 2001.

10. Change Notice #1 to Purchase Order #194127 (Bay Center Counseling Services). See discussion under Item Number 11.

11. Change Notice #1 to Purchase Order #194155 (Lakeview Center, Inc.)

Mrs. Webb requested further explanation and was advised that Bay Center assumed some of the duties of Lakeview Center, since Lakeview did not have appropriate staffing.

15. Seminar on Leadership for Literacy for Secondary Education

Dr. DeWitt inquired concerning the leadership training. Mr. Gene Pettis, Assistant Superintendent for Curriculum and Instruction, stated that there were concerns regarding the role of administrators in how to facilitate reading strategies, and he noted that Ms. Laura Colo, Reading Specialist, and Dr. Robin Largue, Director of Secondary Education, worked with the Department of Education and others to determine what groups were available to do intensive training. He noted this is funded from the SAI supplemental allocation dollars out of the current year budget. Ms. Joy McMichael, District Reading Committee Member, stated that the committee had expressed support for this item and felt that the two-day course would be beneficial in order to provide leadership training.

35. Change Notice #5 to Purchase Order #188158 (Larry Hall Construction, Inc.)

Dr. Mason questioned the costs involved with the $120,000 change order. Chairman Stidham stated that the Citizens' Advisory Committee on Facilities and Maintenance had discussed this item, and several companies had indicated that this was a reasonable bid. Dr. Mason stated that he did not support the change order, and he suggested delaying this item until the Board Attorney researches whether a change order can be done with an existing contract.

XII. FACILITIES AND MAINTENANCE

A. FACILITIES PLANNING

2. MISCELLANEOUS

a. Phase II Performance Contracting

Mrs. Stidham reported that the Citizens' Advisory Committee (CAC) for Facilities and Maintenance had supported Option E. It was also noted that the contractor had agreed to provide submeters as part of the contract, and an amendment to the contract will be provided if necessary.

XIII. CURRICULUM & INSTRUCTION

There was no discussion concerning these items.

XIV. TRANSPORTATION

-No items submitted

XV. INTERNAL AUDITING

Mr. Richard Calvasina, Chairman of the Auditing Committee, presented four proposals for Board consideration:

1) Request that the contract of the Internal Auditor be renewed for a two-year period as in the past with the same rights, benefits, and conditions; and

2) Regarding the issue of transferring audit positions from the internal audit staff, and in light of the responsibilities and scope of work that have been added to the Internal Auditing Department, the committee recommended that the position not be removed but remain in the Internal Auditing Department due to an increase of work; and

3) Concerning guidelines for responding to request for assistance, the committee recommended that the guidelines be accepted in the language presented to the Board for review; and

4) Regarding the Audit and Inspection Clause, the committee recommended that the Board adopt a modified version (with no scope limitation) of the audit inspection language recently proposed by the District Purchasing Department.

After discussion, there was consensus that the Board Attorney prepare a memorandum clarifying who the Auditing Department actually reports to in order to clear any concerns from Board Members as well as Auditing staff.

XVI. PUBLIC FORUM

There were no speakers.

XVII. ADJOURNMENT

There being no further business, the workshop adjourned at 4:22 p.m. (Official recordings of this meeting are filed in the Information Services Department.)