The School Board of Escambia County, Florida, convened in Workshop Meeting at 9:01 a.m., in the Board Room at the Administrative Building, 215 West Garden Street, with the following present:

Interim Chairman: Dr. Hal Mason Vice Chairman: Mrs. Cary Stidham

Members: Dr. John DeWitt

Dr. Elmer Jenkins

Superintendent of Schools: Mr. Jim May

I. CALL TO ORDER

Dr. Mason called the workshop to order at 9:01 a.m. He advised that Mrs. Vanette Webb was absent due to an illness in the family. Mr. Edward Fleming, interim Board Attorney, joined the workshop in progress at 10:15 a.m.

II. COMMENTS FROM SUPERINTENDENT

The Superintendent listed additions and deletions to the agenda.

III. PROPOSED ADDITIONS OR REVISIONS TO SCHOOL DISTRICT RULES

A. Permission to Advertise

6Gx17-2.30 RETIREMENT INCENTIVE

Upon inquiry from Dr. Mason, Mr. May advised that this item was addressed through Collaborative Bargaining and relates to the Deferred Retirement Option Program (DROP).

IV. STUDENT TRANSFERS

There was no discussion on this item.

V. HUMAN RESOURCES

A. Instructional

8. Special Requests

(1) Request approval of the following appointments with assigned paygrade on the professional salary schedule:

Florence, Pamela Certified Interpreter Tutor I/Washington 1/19/99-6/1/99 PG ½

Ranchez, Marilou ESE/Occupational Therapist 1/04/99-6/1/99 PG 18/1

Dr. Mason asked if these were new positions. Mr. May advised that a hiring freeze

is in effect, but these were existing ESE positions which have been very difficult to fill.

VI. FINANCE

4. Statements for Legal Services :

a. Edward P. Fleming, P.A. $4,266.75

b. Edward P. Fleming, P.A. $1,097.74

c. Edward P. Fleming, P.A. $ 384.75

d. Edward P. Fleming, P.A. $ 672.35

Dr. DeWitt referred to 37.55 hours for records review by the interim attorney and

noted the intent of the motion last month was that the Board would not pay any

legal fees related to the grand jury indictment of Mrs. Webb. After discussion, Dr. DeWitt stated that he would confer with Mr. Fleming relative to subtracting pertinent legal fees after December 8, 1998, which was the date of the indictment.

e. Allen, Norton & Blue, P.A. $44.32

Dr. Mason asked for clarification of this bill. Dr. Douglas Garber, Director, Employee Services, advised that payment was made last month, and the $44.32 was added as an enlargement fee for documents involving civil service working with the Public Employees Relations Commission (PERC).

i. Field & Roos, LLP $157.50

Dr. Mason requested further explanation, and Dr. David Epperson, Assistant Superintendent for Facilities Planning and Maintenance, advised that over two years ago a computer firm (that was on a wiring installation project at Weis Elementary School) went bankrupt and after court proceedings, the School District received a check for $4,000. This bill was for legal services rendered.

VII. PURCHASING

Mr. May advised that a new purchasing format was implemented on the agenda this month based on input from the Board. Dr. Mason stated that the summaries are helpful and he thanked Mr. Barry Boyer, Purchasing Manager, for implementing the new format.

9. Vehicles, Bid #7-99 (Facilities Planning)

Dr. Mason stated that he would not support this acquisition and would prefer that the $19,000 coming out of the Capital Outlay Fund go toward permanent classrooms. Mr. May advised that these dollars were allocated to the Maintenance Department due to the age of the fleet and vehicle replacement needs. Mr. Ted Kirchharr, Director of Facilities Planning, stated that this purchase would replace a van that is 12 years old and the van is needed to haul people to and from job sites.

14. Site work at Yniestra Elementary School (Facilities Planning)

Dr. Mason commended staff on construction projects that came in significantly below bid. Dr. Epperson stated that Mr. Kirchharr did an excellent job on monitoring the construction projects which are averaging between 11-27% below the original estimates and 20% below the statewide average on the six projects.

21. Workers' Compensation Managed Care Arrangement, RFP #11-99 (Risk Management)

Mrs. Stidham asked if there was any one facility being earmarking for use. Mr. Charles Griffin, Director of Risk Management, replied that each company sets up their own Preferred Provider Organization (PPO), and they have been asked to include our network within that PPO. This was bid on a statewide basis.

22. Lightspan Microcomputer Equipment and Software License for Dixon and Spencer Bibbs Elementary Schools

Dr. DeWitt reported that the Citizens' Advisory Committee on Technology reviewed these items in committee yesterday and supported this project but asked that the district evaluation team be involved and that the committee be kept up-to-date every other month on evaluation criteria as to the effectiveness of the program. Dr. DeWitt stated that he will make a motion at the Board meeting in that regard.

VIII. FACILITIES AND MAINTENANCE

A. FACILITIES PLANNING

1. FINAL PAYMENTS:

a. RENOVATIONS AT BUILDING #2, PHASE II AT PENSACOLA HIGH SCHOOL

Request final payment in the amount of $2,341.00 to A. E. New, Jr., Inc.,

contractor, on the above referenced project.

P. O. #175367 FINAL CONTRACT AMOUNT: $922,103.00

Dr. Jenkins requested an update from staff. Mr. Kirchharr advised that phase one and two of the PHS project have been completed and the third phase

for new addition will be brought back (probably on the March agenda). Dr. Jenkins inquired concerning refurbishing the gymnasium. He noted that the gymnasium had been named in honor of Barbara Washington Rose. Mr. Kirchharr advised that the gym project is in the schedule and will be included in planning.

2. MISCELLANEOUS

a. LEWIS POWELL PARK LEASE AGREEMENT

Request Board approval on lease agreement for the Lewis Powell Park between Escambia County School Board and Escambia County.

Dr. Mason spoke in support of the lease agreement, but expressed that lines of

communication should be established with the county for planning purposes. He commented on severe growth problems on the west side and also starting in the northern part of the county. He stated that it would be preferable for the county to provide notice as permitting takes place and land use patterns emerge, and he noted that Dr. Epperson is in the process of setting up meetings with staff; however, he also wants the School Board to meet with the County Commission. This would provide an opportunity to follow up on issues such as the unexpected increase in tipping fees and the issue of the firing range at George Stone Center.

IX. CURRICULUM & INSTRUCTION AND TRANSPORTATION

Dr. Mason thanked staff for preparing executive summaries for curriculum and instruction items.

1. Reading Readiness Grant Application for Wee Read: A Community Partnership for Readiness.

Dr. Mason commended Mr. Gene Pettis, Assistant Superintendent for Curriculum and Instruction, and staff on the implementation strategies for success of preschool students as well as the evaluation component provided. Mrs. Stidham concurred.

2. Extended Access to Library Media Services.

Mrs. Stidham noted that one elementary school (Bratt Elementary) was involved, and she asked if this included a preschool component. Mr. Pettis replied that this model can be replicated in other schools across the district and that reading continues to be a primary state initiative and continuing district mission.

8. Request permission to discuss Board options regarding appeals involving Section 322.091 F.S. Attendance Requirement/Driver's License.

Mr. Ireland Brock, Director, Pupil Instructional Support Services, provided information that Florida Statute 322.091(3)(d) provides for any student whose name has been forwarded to the Department of Highway Safety and Motor Vehicles (DHSMV) and has subsequently been notified of DHSMV intent to suspend their driver's license an opportunity to request a hardship wavier hearing. Staff presented several options with regard to appeals and provided handouts with language to incorporate the legislation in the Student Rights and Responsibilities Handbook. Dr. DeWitt stated that he will make a motion at the Board meeting to support option #2 that the committee (of district staff) hear the appeals and provide the Board with findings of fact and recommendation.

X. INTERNAL AUDITING

Mr. Sam Scallan, Director of Internal Auditing, provided handouts entitled "School District of Escambia County, Analysis of Audit Findings, Four Fiscal Years." Mr. May stated that this was an executive summary presented for the benefit of the Board.

Mr. Scallan stated that the four-year analysis reflected only two issues that appeared to be recurring for more than two years as follows:

1) EDP system maintenance controls - This is through Technological Systems and MIS, which cannot readily segregate off programming access to live programs. The Superintendent's response in the last audit finding was for completion this quarter to have that control in place.

2) System Access Controls through Purchasing - Requisitioning and receiving person are one and the same with no independent verification of those activities by principal/ department head. Reports were developed whereby the principal/department head would review that work, and auditors found that the principals were not always reviewing weekly report activities, so that was added to the internal audit function.

Mrs. Stidham inquired concerning after school care programs (fee collection system). Mr. Scallan advised that the accounting department has established controls in the schools this school year. An internal audit was done of all of after school child care programs and that audit should be out in about a month. Monitoring activity will be done periodically to ensure control over collection of after school child care fees.

Dr. Mason asked for input on the response to the Auditor General regarding internal auditing function. Mr. Scallan replied that four years ago the former Superintendent removed the internal auditing function from Finance and placed it on direct report to the Superintendent. He advised that surveys were sent out in September to 67 School Districts to determine whether they had an Audit Committee, as well as its function and makeup. In moving forward with that, a policy will be presented to the Board for consideration next month to establish the Audit Planning and Review Committee, which would be a standing committee of the Board.

XI. ITEMS FROM THE SUPERINTENDENT

1. Ratification of Master Contract between The School District of Escambia County and Escambia Education Association:

Article XII - Leave Provisions

Article XIII - Compensation

2. Ratification of Master Contract between The School District of Escambia County and Escambia Association of Supervisory Employees, FTP-NEA, NEA:

Article X - Leave Provisions

Article XI - Employee Benefits

3. Ratification of Master Contract between The School District of Escambia County and Escambia Education Support Personnel Association, FTP-NEA, NEA:

Article X - Leave Provisions

Article XI - Employee Benefits

4. Ratification of Master Contract between The School District of Escambia County and Escambia Education Clerical/Classroom Association, FTP-NEA, NEA:

Article V - Leave Provisions

Article VI - Employee Benefits

Dr. Douglas Garber, Director, Employee Services, advised that Item Numbers 1-4 incorporate language in the contracts to conform with Florida Statutes under the Deferred Retirement Option Program (DROP). There is also a clarification on grievance and arbitration concerning ability to rescind a resignation and would enable a person who suffered a serious catastrophic event to be able to continue their livelihood with the School District.

The Board recognized the following speaker:

Mr. Bob Husbands, Executive Director, Escambia NEA UniServ, reported that the ESP Council recommended ratifying to their members and the EEA Board will do so. The results of the employee ratification will be provided subsequently to the Board.

7. Request for date change for May Board Meeting due to two graduation ceremonies scheduled for the same date (May 27, 1999).

Dr. DeWitt stated that he will make a motion at the Board meeting to change the

date for the Board Workshop to Monday, May 24, 1999, at 9:00 a.m., and the Regular Board Meeting (immediately following the 6:00 p.m. Public Forum) to Tuesday, May 25, 1999.

8. Discussion concerning scheduling an additional workshop for specific items as deemed necessary by the Board to enhance the District Strategic Aims.

After discussion, Dr. Mason stated that there was consensus to continue the monthly workshop for informational presentations, with the exception of February due to the SchooI Improvement sharing sessions.

9. Consideration of proposed schedule for the School Improvement Sharing Sessions, February 22-28, 1999.

Mr. Pettis emphasized the importance of attending all of the sessions where the schools will be presenting their plans and strategies for the new school year.

10. For Information: Draft Summary of 1999 Administrative Legislative Program.

Mr. May advised that Board Members' names were included in the draft. Dr. DeWitt

stated that the Board can vote at the Board meeting as to inclusion of School Board Members' names on the document. Mrs. Stidham inquired concerning deleting the reference to vouchers. Mr. May stated that the administrative program reflects opposition to vouchers; however, the Board could opt do its own legislative package.

11. Recommend Entry of Final Order terminating the Professional Service Contract of Employee Number 98-3696 based upon misconduct as set forth in the Petition for Termination of Professional Service Contract effective date of August 29, 1997.

Mr. May noted that the employee had previously submitted a resignation, and a

hearing was held; however, the Superintendent's recommendation was for termination rather than resignation.

STUDENT RECOMMENDATIONS

Mr. May advised that Item Number 14 (Student Number 99-38-061), Request to Address the Board, was brought back this month after having been pulled from the agenda last month due to medical emergency.

XII. ITEMS FROM THE BOARD

Dr. Mason advised that a member of the Citizens' Advisory Committee (CAC) on Finance will make a presentation at the Public Forum prior to the Board meeting.

4. Item from the Board - Board Members Code of Conduct - Mrs. Webb

5. Item from the Board - Code of Ethics - Mrs. Webb

6. Item from the Board - School Board Rule 1.14 - Mrs. Webb

Mr. May questioned the legality of discussing items dealing with legal issues of which a Board Member is scheduled to appear in court. He stated that he had received a letter from the Board Member's attorney suggesting that he not speak about those issues.

9. Item from the Board - Projecting West-Side Enrollment - Dr. Mason

Dr. Mason requested that staff contact utility companies as well as county and city planning departments to obtain data and growth projections for planning purposes. He cited examples of information that would be helpful including the third quarter residential/commercial report from Gulf Power, and enrollment projection models that are available through some universities. He asked that the Superintendent consider a method to give the Board planning data and have staff planning to be able to identify and be aware of needs before overcrowded conditions arise. He also asked that information be provided to the Board each month as to the number of students enrolled in each school and the capacity at each school. Concerning the proposed school on the west side, Mr. May stated

that expansion has been suggested in order to prevent opening a new school at capacity. He added that Mr. Ireland Brock, Director, Pupil Instructional Support Services, also looks at factors involving population shifts. Upon inquiry from Dr. Mason, Dr. Epperson stated that a presentation was previously made to the Board identifying six parcels of land on the west side. Dr. Mason requested that staff provide a copy of that information to him. Dr. Epperson stated that based on Board direction staff will set up a meeting with various county, city and Escambia County Utility Authority (ECUA) staff to discuss a method of getting projected growth information and establish a procedure in working with those agencies. He also noted that an Interlocal Agreement (submitted previously to the Board and tabled) outlined certain procedures whereby the county would provide information.

Mrs. Stidham asked if enrollment projections for next school year were available. Ms. Annette McArthur, Director of Elementary Education, advised that staff has been working on initial enrollment projections for all of the schools for next year and the principals are reviewing that information and will be submitting input by tomorrow. Any necessary adjustments will be made and initial staffing for the schools will be done over the next six to eight weeks. Mr. May added that the information is preliminary at this point and will be finalized and made available probably in April.

10. Item from the Board - Discussion Re: Incentive Package/Hiring Minorities and Male

Teachers - Dr. Jenkins

Dr. Jenkins referred to a newspaper article which cited that over 50% of black teachers will be retiring within five years, and he spoke in favor of including minorities in the incentive package. He stated that male classroom teachers, both black and white, will especially be needed in elementary schools. Mr. May concurred.

XIII. ITEMS FROM THE ATTORNEY

There were no items submitted for discussion.

XIV. PUBLIC FORUM

There were no speakers for Public Forum.

XV. ADJOURNMENT

There being no further business, the workshop adjourned at 11:56 a.m. (Official recordings of this meeting are filed in the Information Services Department.)

Attest: Approved:

_________________________ ___________________________

Superintendent Interim Chairman