The School Board of Escambia County, Florida, convened in Workshop Meeting at 9:05 a.m., in the Board Room at the Administrative Building, 215 West Garden Street, with the following present:

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

Members: Dr. Elmer Jenkins

Mrs. Vanette Webb

Superintendent of Schools: Mr. Jim May

I. CALL TO ORDER

Dr. Mason called the workshop to order at 9:05 a.m. Dr. John DeWitt could not come to the workshop due to illness, but participated in the proceedings by means of speaker phone. Dr. Jenkins called for a moment of silence in memory of Mrs. Pam Shelden, who had served the School District as Director of Comprehensive Educational Planning and the Core Values Program. Mr. Joe Hammons, Attorney to the Superintendent, joined the workshop in progress at 9:35 a.m.

The following item was moved forward:

VII. PURCHASING

6. New Cafeteria and Site work at Tate High School (Facilities Planning)

Dr. Mason asked if we are in line to recapture the sales tax on this project. Mr. Larry Hall, Contractor, responded yes, without any question.

The meeting returned to the regular agenda.

II. COMMENTS FROM SUPERINTENDENT

PRESENTATIONS:

1) A New Way of Handling Payout of Sick Leave to Employees in Accordance with Escambia School District's IRS Approved Plan - Wallace Odom, Assistant Superintendent for Finance and Business Affairs

This item was not addressed.

2) Law and Public Service Academy (Woodham High) (This item corresponds to IX.7 on the 2/25/99 Regular Board meeting agenda.)

Mr. Bill Slayton, Principal, Woodham High School was present as well as Ms. Babbs Patterson, Assistant Principal; Ms. Sarah Ussery, Program Director; and Mr. Ross Goodman, Attorney with the Law Firm of Levin, Middlebrooks, Thomas, Mitchell, Green, Echsner, Proctor & Papantonio. Mr. Gene Pettis, Assistant Superintendent for Curriculum and Instruction, noted that both the Law Academy and ICAMS programs have been field tested and include assessment and evaluation components. Mr. Goodman advised that the program was designed to provide information to the community at large to provide knowledge of various aspects of the legal system and areas of specialization, and help students learn and make career choices. Dr. Mason asked if this was intended to be a magnet program. Mr. Pettis stated that it will be "controlled or limited choice," which would draw from other schools, a majority coming from Woodham and Washington. External funding (to be provided by the partners) will go toward purchase of equipment and materials.

3) Institute of Coastal and Marine Studies (ICAMS) - Washington High (This item corresponds to IX.6 on the 2/25/99 Regular Board meeting agenda.)

Ms. Nettie Eaton, Principal, Washington High School was present as well as Dr. Robert Peoples, Director, Nylon Technology, Solutia; Mr. Jeff Mason, Science Teacher; Ms. Sarah Lewis, Assistant Principal; Lt. Commander Steve Wall, Navy partner; and Mr. Ralph Palmer, School Advisory Council (SAC) representative. It was noted that this program is in its second year at Washington High. Dr. Peoples advised that students in this program will be able to apply scientific principals, learn techniques, and generate data in projects that will be used in environmental issues associated with the marine environment in the area. Upon inquiry from Mrs. Stidham, Mr. Pettis explained that advertising will be done at the feeder middle schools and high schools and students can apply for the program. The selection process will be based on student interest and recommendations from teachers.

4) Audit Planning and Review Committee Charter - Sam Scallan, Director of Internal Auditing

See discussion under Item III.A.1.

The following items were moved forward:

XII. ITEMS FROM THE BOARD

1. Informational Report from Citizens' Advisory Committee (CAC) for Finance

Father Jack Gray, Vice Chairman, CAC Finance, advised that the committee unanimously endorsed the proposal that a management study done in the Escambia school system. He noted their request that the study be done as quickly as possible so that the benefits could be realized at the earliest budget period. Dr. Mason noted that the committee had preferred using a private sector firm, and he suggested using federal impact monies to fund the study estimated at $125,000. Mr. May stated that he supports the study, but in light of FTE shortfalls in transportation this budget year, he recommended budgeting the study for the new fiscal year. Mr. Wallace Odom, Assistant Superintendent for Finance and Business Affairs, advised that it would be preferable to plan the budget and not introduce new large-cost items in the final stages of this budget year. Dr. DeWitt stated that information will be provided on possible funding through the Office of Program Policy Analysis and Government Accountability (OPPAGA).

XI. ITEMS FROM THE SUPERINTENDENT

2. Request for Year-Round School (ESEAL)

Ms. Della Merritt, Coordinator, presented the proposal to expand ESEAL to a year-round program. She noted that staff supported the proposal and the parents had been polled and 69% of the parents were in favor. All of their Advisory Council members, with the exception of two, were in favor. Support has also been expressed from community agencies including Juvenile Justice and Vocational Rehabilitation. In discussion with Ms. Yvonne Gray, Director, Exceptional Student Education, it was noted that the student population at ESEAL is diverse and very transient, and the students would benefit from a year-round program. Dr. Mason commented that other schools have indicated interest in year-round programs, and he asked that a matrix or model be included (with each year-round proposal) to identify support from the community.

IX. CURRICULUM & INSTRUCTION AND TRANSPORTATION

5. Final Report from the Escambia Gifted Education Committee/Task Force.

Ms. Cathy Roche, Chairman, Gifted Task Force, presented the committee

recommendations for Board consideration. She advised that the public was involved in the committee process and areas addressed included needs of gifted students, identification guidelines, models for delivery and service, transportation issues, and program needs for each classroom. In response to Dr. Mason, Mr. Pettis noted that prior Board action in October established the Task Force with the directive to report recommendations back to the Board in February. Recommendations from the Task Force included a pilot proposal with four middle school centers (to be named), and students could opt to continue at the PATS Center or go to one of the four centers as space is available.

Ms. Annette McArthur, Director of Elementary Education, advised that two schools

(Lipscomb and Navy Point) which already have very large gifted programs, also presented requests for implementation at the elementary school level. Mrs. Webb stated that she had received telephone calls from parents expressing concern that the PATS Center would close (after 2001) and there is strong community of support for that center. Dr. DeWitt noted that the proposal would not exclude children from attending the PATS Center, but would provide expanded services with gradual phase-in.

Dr. Mason requested more specificity regarding the program, such as the number

of children, transportation and cost factors, and an assessment model. Ms. Pam Schwartz, Resource Teacher - Gifted, advised that additional expenses are not anticipated in that current resources would be utilized. Mr. Pettis also noted recommendations that the existing Task Force be continued to research further, monitor implementation of pilot programs, and continue to assess the effectiveness in order to meet the special needs of this population. He stated that if the Board supports the proposal from the Task Force, staff could give the Board a general sketch of the impact in terms of numbers, where dollars would be generated from FTE for gifted education, and transportation costs. After discussion, Dr. Mason suggested moving forward and asked that staff bring back an implementation plan and costs at the next Board meeting.

The meeting returned to the regular agenda.

The Superintendent listed additions and deletions to the agenda.

III. PROPOSED ADDITIONS OR REVISIONS TO SCHOOL DISTRICT RULES

A. Permission to Advertise

1. 6Gx17-1.07 AUDIT PLANNING AND REVIEW COMMITTEE

Mr. Bill Mathias, member of the Citizens' Advisory Committee (CAC) on

Finance, stated that the committee was concerned with the proposed makeup of

the Audit Planning and Review Committee and would like to see more CPA

involvement.

Mr. Sam Scallan, Director of Internal Auditing, advised that for two years he

and the Superintendent had been working toward establishing an Audit Committee. Last September a state-wide survey of all 67 School Districts was conducted as to whether they had an internal audit function and whether they had an audit committee. He referenced a statement from the Auditor General that "the purpose and the effectiveness of the internal auditing function could be enhanced by establishing an internal auditing committee, including specific responsibilities and guidelines of the committee and provide for the internal audit function to report to the Internal Audit Committee instead of the Superintendent." Mr. Scallan noted the concerns of the Finance Committee and presented an alternative to the Board that in lieu of the Superintendent serving as one of five members on the Audit

Committee, that he instead be able to appoint someone independent of the School District to represent him. Another concern that came from the Finance Committee was that there was not a broad enough base of professional people on the Audit Committee. Mr. Scallan suggested that the charter could be modified to say that the persons appointed by the Chamber of Commerce and PTA must possess certain qualifications whether CPA or attorney. He noted that in developing the charter guidelines, he and the Superintendent felt that independence was important and selected group of professionals from the community including Mr. Jack Rowell, CPA and Audit Partner for O'Sullivan, Hicks, and Patton; Ms. Betsy Bowers, Chief Inspector General and Director of Internal Auditing for The University of West Florida; and Dr. Vance Land, Assistant Professor at Pensacola Junior College and former Vice President of the Finance Division for PJC. He noted that the Superintendent had recommended establishing the Audit Committee under the charter, have them meet over the course of a year as a subcommittee of the Board and then bring back changes to the charter for Board consideration. Mr. Scallan also explained that under this arrangement he would report to the Audit Committee, not to the Superintendent. The job description and determination of who would do performance evaluations would be covered in the charter for the operations of the Internal Auditing Department and the committee makes those decisions. Included in the draft charter is a statement that the Audit Committee must concur in the appointment or removal of the Internal Auditor, and the first responsibility of the Audit Committee is to help write the charter for the operations of the Internal Auditing Department.

The Board recognized the following speakers:

1) Mr. Bob Husbands, Finance CAC member, stated that concerns were expressed in committee about whether the makeup of the Audit Committee was sufficiently objective.

2) Ms. Jenny Dyess, President, Escambia County Council of PTAs, advised that the PTA does not have a representative on the committee; however, they could recommend PTA members with expertise in those fields.

3) Mr. Jack Rowell, CPA and Audit Partner for O'Sullivan, Hicks, and Patton, stated that the Board needs to try to put as much independence between the Board and the internal auditing function as possible, which is why the committee wanted to get people who were not directly connected with the school system. He suggested that it would be preferable for the appointees to have a financial background.

4) Ms. Betsy Bowers, Chief Inspector General and Director of Internal Auditing for The University of West Florida, concurred, adding that the Institute of Internal Auditors has a local chapter which could be of some assistance.

5) Dr. Vance Land, Assistant Professor at Pensacola Junior College and former Vice President of the Finance Division for PJC, stated that the intent was to make the committee as independent as possible.

After discussion, Mr. May suggested that language could be added that the PTA, Chamber of Commerce, or Superintendent appointees must be a CPA or related professional. Mr. Scallan stated that he would bring revised language back to the Board for consideration prior to the Board meeting.

3. 6Gx17-4.02 SPECIAL PROGRAMS AND PROCEDURES FOR EXCEPTIONAL STUDENTS

Mrs. Webb asked if the amendments were due to new regulations. Mr. Pettis advised

that the State Department of Education issued an addendum package, and all 67 School Districts were directed to incorporate this as an addendum to School Board regulations regarding ESE. Ms. Gray advised that final regulations should be forthcoming by February and a new document with special programs and procedures will be completed in 1999/2000. Mr. Pettis added that staff will advise the Board of those additions and deletions once identified. Mrs. Webb stated her concern that students in alternative programs are being properly assessed, and Ms. Gray advised that was the case.

IV. STUDENT TRANSFERS

Dr. Mason asked if staff could provide a disk with student transfer information to the Board each month. Mr. Ireland Brock, Director, Pupil Instructional Support Services, stated that he will look into that possibility.

V. HUMAN RESOURCES

There was no discussion on this item.

VI. FINANCE

2. Check Register for the month of January, 1999.

Mrs. Webb stated that she had requested information on backup about the check

register and had received some information but still had concerns on expenditures regarding the Risk Management Trust Fund.

Mr. Charles Griffin, Director of Risk Management, stated that he had provided information related to auto liability and general liability and noted that it would be very time consuming to provide copies of the 165 checks that were issued in the area of workman's compensation; however, he was available to address individual questions about specific amounts. Mr. Griffin clarified that the State Auditors audit the Risk Management Trust. They do not audit the Employee Benefit Trust. Mrs. Wascom advised that the portion that is not audited is the expendable trust fund. The Internal Auditing Department audits the internal accounts at the schools, which is the primary portion of the expendable trust fund.

VII. PURCHASING

3. Swimming Pool Repairs at Washington High School (Facilities Planning)

Dr. Mason inquired concerning the extent of the repairs. Mr. Ted Kirchharr, Director of Facilities Planning, advised that renovations and repairs are needed due to health concerns and leaks in the pool which is over 10 years old. A different diving board will also be installed.

 9. Smartr...for Schools™ Transportation Software (Transportation)

Upon inquiry from Mrs. Stidham, Mr. May advised that this was a budgeted item for purchase of a new system, because the system currently in use is not year 2000 compliant. Dr. DeWitt added that the Citizens' Advisory Committee on Technology reviewed this and supports the recommendation noting that the new system is state of the art and will provide Internet access to bus routing.

VIII. FACILITIES AND MAINTENANCE

A. FACILITIES PLANNING

2. MISCELLANEOUS

g. ALTERNATIVE DELIVERY METHOD

Request direction from the Board regarding Design Build projects and

Construction Management for Technical High School.

Mr. Kirchharr requested direction from the Board about alternate delivery

methods, both design build and construction management. He stated that there is going to be a two or three month selection process to advertise, accept proposals, and then select either an architect or a construction management firm, and that will be at the discretion of the Board. Mrs. Stidham commented that the Citizens' Advisory Committee (CAC) on Facilities formed a subcommittee that is going to look into design build, do some research and give the Board more input. After discussion, Dr. Mason requested that this item be sent back to the Facility Committee. Mr. Kirchharr concurred. Dr. Mason also commented that on major expenditures such as the Technical High School and K-5 needs, he would like to see the Board prioritize construction taking place, with input from the Facilities

Committee. Concerning designation of the proposed west side school, Dr. David Epperson, Assistant Superintendent for Facilities Planning and Maintenance, clarified that the ballot that was put forth to the voters did not show any configuration or list of projects, but did show a distribution of dollars by districts (15% to each of the five districts out of the tax money, with the remaining 15% to go to a district-wide project which was the new school). Research showed that was to be a new school on the west side but did not designate the grade distribution.

o. HELLEN CARO ELEMENTARY SCHOOL

Request Board approval of the proposed portable plan for the above referenced project.

Mrs. Stidham requested that the portion regarding covered walkways, in the amount of $54,760, be deleted due to concerns that these are temporary portables and there are many schools in the district with permanent portables that do not have covered walkways. Mr. Kirchharr replied that this reflects a policy change to try to provide covered walkways with new portable installations and an annual agreement was secured for that purpose. After discussion, it was noted that this could be pulled for separate vote at the Board meeting when the item is addressed under the consent agenda.

Dr. DeWitt expressed concern that additional staffing is needed based upon student

enrollment of 1400 at Hellen Caro. Mr. May noted that there is a staffing matrix that also includes support personnel based on the size of the school and that could be addressed in the personnel planning document during the budget process.

IX. CURRICULUM & INSTRUCTION AND TRANSPORTATION

3. Innovative Programs under the Magnet Schools Assistance Programs.

Mrs. Stidham inquired concerning renovation of George Stone Vocational Center.

Mr. Pettis advised that this is a federal magnet grant request for $500,000 for the Technical High School, which will involve renovation of George Stone and there will be a combination of George Stone and Beggs Educational Center.

Mrs. Webb expressed concerns as to the ability of this program to serve students in the northern part of the county due to transportation factors. She noted that Mr. Pettis had given a presentation at a meeting of the Citizens' Advisory Committee on Curriculum and had indicated that a meeting had been held with community input regarding the Technical High School. She requested that Board Members be informed when there are committee meetings involving recommendations they will make to the Board.

Mr. Pettis advised that staff had moved forward based on previous Board direction to the Superintendent, and the committee was created before the Citizens' Advisory Committees. The committee was a task force and was extremely open in communication, with representation from throughout the district and community, and nothing has been done outside of the realm of the Sunshine Law. He noted that all of the needs assessments have indicated a need for this kind of program.

Mr. May concurred and spoke in favor of moving forward with the Technical High

School. He requested that the Board provide direction at the meeting as to whether to move forward with the Technical High School as previously directed by the Board.

Dr. Mason stated that the Board will address that at the Board meeting and provide

direction in that regard. He also expressed appreciation to staff for their work on this effort.

X. INTERNAL AUDITING

A. PROPERTY CONTROL

1. Inventory Adjustment Reports

Mrs. Stidham inquired concerning loss of computers. Mr. Sam Scallan, Director of Internal Auditing, stated that when annual inventories of schools and departments are done periodically, there are some items missing and this month

technology had eight. He noted that staff or teachers may have checked out some

of the computers, and there is a procedure where they fill out a loan slip which is kept on file in the school office or the department office. Mrs. Stidham requested that a tracking system be followed, and Mr. Scallan stated that is something that we can strengthen and that may account for some of the items. He conveyed that he will speak to principals at the March principals' meeting to reinforce this concern.

XI. ITEMS FROM THE SUPERINTENDENT

1. Information: Special Board Workshop for presentations scheduled on March 24, 1999, 9:00 a.m.

Upon request of the Board, Mr. May stated that the presentations will address FTE and the budget. Dr. Mason stated that it would be helpful to new Board Members as we begin the budget process to see a primer on how the budget is adopted, how income and expenses are projected, what funding formulas are in place for each category, and what programs were previously externally funded that might now be internally funded.

STUDENT RECOMMENDATIONS

Mr. May noted that 25 students were recommended for expulsion. Mrs. Webb requested that the Board consider directing the Superintendent to formulate written policy to provide to parents who come to the Board meetings to inform them of their rights, as well as the procedure and how it will impact them. Mr. May discussed due process procedures whereby the parents receive a notice letter advising them of their rights. Mrs. Webb also expressed concern that since the Board sits as the last court of appeal, Board Members should read the hearing officers' recommendations and be prepared to take action.

XII. ITEMS FROM THE BOARD

4. Item from the Board - Discussion regarding Incentive Package/Hiring Minorities and Male Teachers - Dr. Jenkins

Dr. Jenkins stated that he will make a motion at the Board meeting to propose up to $20,000 to go toward an incentive package to recruit minorities. He discussed concerns that over 50% of black teachers will be retiring within five years, and he stated that male classroom teachers are needed as role models, especially in elementary schools.

5. Item from the Board - Home School Band's request to have Students try out for All-County Band - Mrs. Stidham

Mr. Pettis noted that backup information had been provided by staff in the agenda packets. Dr. Robin Largue, Director of Secondary Education, stated that when the Board inquired concerning this proposal, staff researched the issue to determine the present mode of operation and whether that was appropriate by law and for the good of all students. Current policy is that only public school students participate in all-country ensembles based on the philosophy that these ensembles were instituted years ago based on request of music educators who wanted to provide students with an enrichment opportunity that went beyond the classroom as a part of the curriculum and not outside of the curriculum.

Dr. Larry Reed, Supervisor Specialist/Fine Arts, advised that the all-county ensembles began with one chorus and one band and there are now six ensembles. This is considered by the music directors to be a cocurricular activity because the music and skills are learned in class, music is assigned as homework, and the membership for those ensembles have been drawn from those students who were actually enrolled in the ensembles under a state course number. He referred to a letter provided by Joe Hammons, Attorney to the Superintendent, indicating that the district is not under legal mandate because this is not considered to be extracurricular.

Mrs. Stidham stated that there are home school students who participate in

extracurricular athletic programs. Dr. Largue stated that the all-county ensembles are cocurricular and not extracurricular.

Mr. Don Tipton, Band Director, Washington High School, commented that the all-county ensembles were set up as part of the curriculum. He noted that clinic sessions are provided for the students and also for the music directors of the School District.

6. Item from the Board - Institution of a "Money Savers" Program - Mrs. Stidham

Mrs. Stidham provided backup concerning state law that allows the Board to create incentive programs. She noted that this program would reward employees for money-saving suggestions and contribute toward the goal of financial responsibility. Mr. May spoke in favor of developing an implementation plan in this regard. After discussion, Mrs. Webb commented that the state university system has a similar program which could perhaps be used as a model.

7. Item from the Board - Year-Round Schools - Dr. DeWitt

Dr. Mason stated that the Board would request a matrix with factual data and information as to the level of community support. After discussion, Dr. DeWitt noted that these are schools with high mobility rates and year-round programs have been considered for some time. He stated that he would provide the supporting data for the proposals that Spencer Bibbs, Dixon, Semmes, and Ferry Pass Elementary Schools go to year-round programs.

Mrs. Stidham informed the Board that a survey has been done among schools as to which coaches and sponsors have CPR training and certification. She noted concerns that more training is needed, particularly for employees who are involved with athletic programs. She stated that she had asked the Superintendent to look into this and come up with a solution to provide more training and certification for safety reasons. Mr. Charles Griffin, Director of Risk Management, advised that Baptist Hospital will provide CPR training in April for about 300 employees in physical education, as well as coaches, and elementary school staff. Mrs. Stidham asked that the Superintendent report at next month's Board meeting as to where we stand on this.

Dr. Mason stated that he would add an item concerning selection of School Board Attorney. The deadline for submitting applications is February 28, 1999, and 17 candidates have applied thus far. He conveyed that the interim Board Attorney had suggested that Board Members review the applications and list the top three candidates to interview.

XIII. ITEMS FROM THE ATTORNEY

There were no items submitted for discussion.

XIV. PUBLIC FORUM

There were no speakers.

XV. ADJOURNMENT

There being no further business, the workshop adjourned at 1:20 p.m. (Official recordings of this meeting are filed in the Information Services Department.)

Attest: Approved:

________________________ __________________________

Superintendent Chairman