The School Board of Escambia County, Florida, convened in Workshop Meeting at 9:30 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. John DeWitt

Dr. Elmer Jenkins

Mrs. Vanette Webb

School Board Attorney: Mrs. Maureen George

Superintendent of Schools: Mr. Jim May

CALL TO ORDER

Dr. Mason called the workshop to order at 9:30 a.m.

II. COMMENTS FROM SUPERINTENDENT

The Superintendent listed additions and deletions to the agenda. Dr. Mason added an item under III.A (Proposed Additions or Revisions to School District Rules).

PRESENTATIONS:

REVIEW CRITERIA FOR THE MERITORIOUS BUDGET AWARD FOR THE ASSOCIATION OF SCHOOL BUSINESS OFFICIALS INTERNATIONAL, AND FOR THE GOVERNMENT FINANCE OFFICERS ASSOCIATION, AND SELECT AN ACCEPTABLE BUDGET FORMAT

Mrs. Patricia Wascom, Assistant Superintendent for Finance and Business Affairs, stated that Mrs. Stidham had asked at the August Board Meeting for a change to the meritorious budget award format. At its November meeting the Citizens' Advisory Committee (CAC) on Finance chose the Lee County budget format. Mrs. Wascom presented and gave a brief overview of the Lee County budget format.

The Board recognized the following speakers:

Mr. R. N. Dunagan, Member of the Citizens Advisory Committee (CAC) on Finance,

reported that the committee supported adoption of a budget format that is more easily understandable to the lay person. He expressed that the Lee County format could be modified over time to fit the needs of this district.

Mr. Robert Husbands, Executive Director, Escambia NEA UniServ, spoke concerning the budget format and the need for school information.

Mrs. Wascom advised that the district can meet the time line that MGT recommended in the Escambia County School District Management/Organizational Study to have it ready to apply for the Meritorious Budget Award for 2001/2002. She noted implementation will take time and funds will be needed in the budget for publishing. Dr. Mason suggested that orders could be placed ahead of time and information given as to when the books will be available and the cost. Dr. Jenkins asked if staff would need extra help. Mrs. Wascom stated that it may require some overtime for ESP personnel. Mrs. Stidham expressed that the budget book was very comprehensive and she suggested proceeding with this concept.

TATE COMMUNICATIONS/MULTIMEDIA ACADEMY

Ms. Carolyn Spooner, Principal, recognized Ms. Candace Gibson, Program Coordinator, who presented the concept of the academy in order to address developing needs for communication and multimedia fields. Mr. Tom Brannon, IMAX Operations Manager, Naval Aviation Museum, Pensacola, Florida, and Ms. Cindy Nixon, Education Community Relations Coordinator, Cox Communications, also appeared in support of the academy. Dr. Robin Largue, Director of Secondary Education, noted the request was for Board approval of the program to be offered to the School District and add it to the curriculum. Dr. Largue noted that vocational follow-up occurs in the program and there is quantitative data as part of the evaluation component. Dr. DeWitt inquired as to adding the academy to programs offered at the Technical High School. Mr. Tommy Taylor, Director of Applied Technology and Adult Education, advised that the academy was never planned to be at George Stone Center due to program limitation with a capacity of 1200.

III. PROPOSED ADDITIONS OR REVISIONS TO SCHOOL DISTRICT RULES

A. Permission to Advertise

1. School Board Rule 6Gx17-4.02 SPECIAL PROGRAMS AND PROCEDURES FOR EXCEPTIONAL STUDENTS

Ms. Ella Sims, Assistant Superintendent for Human Resources, provided clarification that this item relates to Exceptional Education guidelines.

2. School Board Rule 6Gx17-7.09 PUPIL PROGRESSION AND PROMOTION

Dr. Jenkins reported that Ms. Annette McArthur, Director of Elementary Education, and Dr. Robin Largue, Director of Secondary Education, gave a presentation to the Citizens' Advisory Committee (CAC) on Curriculum. Dr. DeWitt questioned requirements for graduation of home school students and was advised that the student would attend that particular school for a minimum of one semester.

3. School Board Policy 1.14 (Public Records)

Dr. Mason commented that clarification was needed as to whether the Superintendent is the custodian of records. Mr. May stated that the Superintendent has always been the custodian of district records, and for School Board Member records as well, once they leave office (if they leave their records with the Superintendent and request that the Superintendent serve as custodian); however, that does not relieve individual School Board Members of their responsibilities and legally, the School Board Member would go to court if the records were not produced. Dr. Mason proposed a policy amendment to add the language..."including individual School Board Members records" and under Procedures Established By The Superintendent add "for the process of public records requests." Dr. Jenkins expressed that School Board Members are elected officials and should be responsible for maintaining their own public records. Mrs. George noted that the proposed language would obligate School Board Members to submit their public records to the Superintendent's Office.

IV. STUDENT TRANSFERS

Mrs. Webb obtained clarification concerning amended backup. Dr. Jenkins

expressed concern that eleven or twelve children had been moved out of Wedgewood Middle School, and he asked that it be closely monitored due to loss of students from Wedgewood when the Board established the Beulah Charter School.

V. HUMAN RESOURCE SERVICES

A. Instructional/Professional

1. Appointments

Upon request from Dr. Mason, Ms. Ella Sims, Assistant Superintendent for Human Resources, provided clarification that the Board previously approved the allocation of these units within the Personnel Planning Document.

2. Reappointments

a. Annual

- No items submitted

b. Professional Service Contract

- No items submitted

c. Fourth Year Annual

- No items submitted

3. Transfers

4. Out-of-Field

a. Appointments

b. Reappointments

- No items submitted

c. Transfers

- No items submitted

d. Other

5. Resignations/Retirements

6. Special Requests

(4) Request approval to revise job description of Director of internal Auditing/ Department Head.

Dr. DeWitt commented that the Board may wish to put consideration of a new job description on hold pending the conclusion of the Salary Committee study and report back to the Board in February.

B. Educational Support Personnel

1. Appointments
2. Resignations/Retirements

- No Retirements submitted

1. Terminations
2. Dismissals
3. Suspensions
4. Leaves of Absence
5. Special Requests

- No items submitted

C. Risk Management

- No items submitted

D. Staff Development

- No items submitted

E. Employee Services

- No items submitted

F. Affirmative Action

- No items submitted

VI. FINANCE

1. Authorization for payrolls and vouchers for the month of December, 1999.

Mrs. Webb expressed concern regarding approval of these items with no backup or cost figure. Mrs. Patricia Wascom, Assistant Superintendent for Finance and Business Affairs, advised that this involves the standard estimated payroll for the month in order to pay employees and vouchers (referring to accounts payable). She noted that the check registers for the previous month are provided to the School Board Office.

3. Statements for Legal Services:

a) Hammons & Whittaker, P. A. $1,622.10

b) Hammons & Whittaker, P. A. $ 772.14

c) Kievitt, Kelly & Odom $ 366.16

d) Kievitt, Kelly & Odom $ 733.85

e) Kievitt, Kelly & Odom $1,590.15

Dr. Mason asked that Finance provide a matrix as to how much the contract attorneys have been paid.

4. Budget Amendments.

Mrs. Wascom stated that as requested previously by the Board, a draft was provided with a column to designate the original budgeted amounts. Dr. Mason noted there was consensus for staff to proceed in providing that information to the Board each month.

Mrs. Webb requested explanation from staff concerning Budget Amendment Number Two (Florida Diagnostic Learning Resource Services - FDLRS - additional funds of about $25,000 from the Florida Department of Education). Ms. Sarah Armstrong, FDLRS Coordinator, stated that the additional funding was an allocation from the state and was not for another clerical position.

Mrs. Webb requested clarification concerning reporting of Risk Management attorney fees, and Mrs. Wascom indicated according to Board policy, Risk Management provides a quarterly report to the Board for attorney fees. Mr. Charles Griffin, Director of Risk Management, advised that cases concerning workers compensation claims (where the district is sued) are assigned to an attorney and those bills are sent to the Board Attorney for approval prior to payment. Mrs. Webb asked if a report could be provided to the Board before the fees are paid. Mr. Griffin noted there is not a separate budget on workers compensation and liability fees. Dr. Mason asked that staff provide to the Board a listing of the monies spent, and Mr. Griffin indicated that could be done.

VII. PURCHASING

1. Unauthorized purchase of Consultants Services by the ESE Department (Staff Development).

Dr. DeWitt requested explanation concerning the unauthorized purchase.

Mr. Paul Fetsko, Subject Area Specialist, and Mr. Manny Harageones, Specialist, Physical Education, Health and Wellness, advised that two individuals who were hired to conduct workshops (for teachers for certification for adaptive physical education) had previously been employees of the School District with their salaries and compensation run through payroll. It was noted for future reference that requisitions would have to be approved in advance as an outside purchase rather than something being done internally. Mrs. Webb questioned payment out of the General Fund. Ms. Sarah Armstrong, FDLRS Coordinator, advised that the funds are General Funds which are coming out of the staff development budget.

2. Change Notice #2 to Purchase Order #194794 (Gulf Power Company)

Dr. Mason inquired as to why this was not included in the original bid. Dr. David Epperson, Assistant Superintendent for Facilities Planning and Maintenance, advised that this expense has to do with Gulf Power in that the requirements for electrical services were not foreseen as far as cost.

4. Change Notice #1 to Purchase Order #183006 (Jones Floor Covering)

Dr. Mason requested explanation concerning this item. Dr. Epperson noted

this pertained to ramps inside of the N. B. Cook Elementary School facility to provide carpeting rather than vinyl tile for safety reasons.

5. Change Notice #2 to Purchase Order #176702 (Sam Marshall, Architect)

Dr. Mason requested input from staff. Dr. Epperson noted this was for extension of the fire alarm system at the ESEAL Center, and fire alarms are mandated by the state.

6. Change Notice #15 to Purchase Order #CC02744, (Baskerville-Donovan, Inc.)

Dr. Epperson reported that this item was based on the design for the Media Center at Tate High School. He noted that the original plans were going to exceed the budgeted amount and alternatives were considered including use of the building as it currently exists with modifications, or substantial modification, or tear the building down completely. A master plan has also been done for the campus. Dr. Mason stated that he would like to see Facilities get educational specifications and take it back to the architect. Dr. Epperson expressed that postponement would slow the process of meeting time lines. Mrs. Stidham stated this item could also be presented to the Citizens' Advisory Committee (CAC) for Facilities and Maintenance.

7. Window Air Conditioners

Dr. Mason requested that long-term solutions be considered to address the need for central heat and air conditioning. Dr. Epperson advised that the air conditioners need to be replaced and money is not budgeted to do this for all of the schools.

11. Elementary Student Desks for Pleasant Grove Elementary School

Dr. Mason inquired concerning procedure. Mr. May noted there is a procedure with the current principals who assess their needs and may order new furniture or use existing furniture under the established account. Dr. Epperson advised that the new furniture could be purchased out of capital outlay.

13. Gateway Microcomputers for Business Education Classrooms

Dr. Mason inquired concerning the funding sources. Mr. Barry Boyer, Purchasing Manager, advised that funding for the fourteen Gateway units in the amount of about $19,000-$20,000 would come out of the General Fund and the rest out of Special Revenue Sources. Mrs. Webb commented that Tate High School is in dire need of technology for remediation purposes. Mr. Tommy Taylor, Director of Applied Technology and Adult Education, advised that Ms. Linda Newton, Business Education, has established a rotation basis for equitable distribution of technology to schools based on programmatic needs.

16. Bid Award: Theatrical Lighting Equipment for N. B. Cook Elementary School of the Arts

Dr. Mason inquired as to why this item in the amount of $163,000 was not included in the main bid. Dr. Epperson stated the reason that was not in the main bid was based on the amount of budgeted monies available at that time, and it was determined to wait until a later date and do the amount of work that needed to be done. Mrs. Webb noted that as a performing arts school, this will be a shared facility and will be used by the entire district. Dr. DeWitt suggested that the Board needs to approve a price list for requests for use from outside agencies and other schools.

24. Change Notice #2 to Purchase Order #185297 (Jack Moore & Company, Inc.)

Upon inquiry from Dr. Mason, Mr. Boyer verified that the Jack Moore bid was the lowest overall bid.

32. Annual Contract: Legal Services for the Superintendent of School's Attorney

Dr. Mason commented that the Board recently got a request to defend a former attorney in an ethics violation, and about 3-4 months ago when the School Board approved attorney contracts, he had requested that the Board eliminate that clause in all attorney contracts. The Board attorney advised that the contract obligates the Board to pay the legal fees. Mrs. Webb commented (concerning legal services for Mr. Joe Hammons to serve as attorney to the Superintendent and also in the capacity of School Board Attorney) that she could not approve this contract due to the conflict of interest. Mrs. George stated that in the event of a conflict over a specific issue, she would represent the School Board and Mr. Hammons would represent the Superintendent.

35. Contract Renewal: Employee Wellness Appraisal Program

Dr. DeWitt questioned the need for defibrillators. Mr. May noted in teaching cardiopulmonary resuscitation (CPR), a new part of that process involves use of a defibrillator. Mr. Manny Harageones, Specialist, Physical Education, Health and Wellness, introduced Leslie Estes Smith, Cardiovascular Services and Community Relations Director for Baptist Healthcare, who gave a brief overview of services in the employee wellness program.

The following items were moved forward:

IX. CURRICULUM & INSTRUCTION AND TRANSPORTATION

8. Learning for Life Character Education Program Grant.

Mr. Gene Pettis, Assistant Superintendent for Curriculum and Instruction, advised that Escambia County is one of ten districts selected for implementation of the program this year based on action of the Legislature. He noted that at least one hour per week was legislatively mandated for this program and the goal will be to incorporate reading activities. Mr. Phillip Crawford, Executive Director of the Boy Scouts, was present in support of this program.

9. Targeted School and Instructional Enhancement Grant.

Ms. Linda Gulley, Director of Grants Management, introduced Ms. Patty McCorvey, representing the Boys' and Girls' Club of Pensacola, who appeared in support of this program. It was noted that the grant allocation from the State Legislature was provided to all of the Boys' and Girls' Clubs throughout the state to provide educational services including tutoring, reading and writing activities, with an emphasis on parental involvement. The schools targeted for this program will be Semmes, A. A. Dixon, Weis, and Brentwood Elementary Schools, and Brentwood and Brownsville Middle Schools. Upon inquiry from Dr. DeWitt, Mr. Pettis advised that the program would be coordinated through the office of Ms. Annette McArthur, Director of Elementary Education, Mr. Wayne Odom, Director of Title I, and others working in the after-school programs.

The meeting returned to the regular agenda.

VII. PURCHASING

38. Bid Award: Outside Air Dehumidifiers; Bid #00 14 02

Dr. Mason requested explanation concerning this item, and Mr. Barry Boyer, Purchasing Manager, advised that the low bidder did not meet bid specifications.

VIII. FACILITIES AND MAINTENANCE

A. FACILITIES PLANNING

2. Miscellaneous

c. Additions at Spencer Bibbs and Oakcrest

d. Addition of Media Center at Dixon Elementary

e. Addition of Media Center and Classrooms at Ferry Pass Elementary

f. Interior Walls at Longleaf and McArthur

Concerning architectural rankings, Dr. Epperson advised that a selection committee ranked the firms and that was taken to the Citizens' Advisory Committee for Facilities. Mrs. George stated that the Citizens' Advisory Committees are covered by the Sunshine Act; however, the selection process where technical people look at the qualifications of architects and rank them, is somewhat different than a Citizens' Advisory Committee, and she stated that she would research that further.

g. Property Purchase 1225 N. 13th Avenue

Dr. Mason inquired concerning negotiations for property around Cook

Elementary School. Dr. David Epperson, Assistant Superintendent for Facilities Planning and Maintenance, advised that about eight contiguous parcels are under consideration. Mrs. Stidham commented that purchase of one lot across from Cook School was discussed at a meeting of the Citizens' Advisory Committee for Facilities and the committee asked that the item be pulled due to the variance necessary to do a parking lot. She noted discussion was also held concerning costs for paving, site work, and whether other properties could be acquired. Dr. Epperson stated that if the entire strip of properties on Lloyd between 12th and 13th Streets could be acquired, then a request could be presented to the city to vacate the right-of-way.

B. MAINTENANCE

"No Items Submitted"

IX. CURRICULUM & INSTRUCTION AND TRANSPORTATION

2. For Information: Controlled Choice/Oral Monthly Progress Report.

Mr. Ireland Brock, Director, Pupil Instructional Support Services, reported that three meetings have been held since November 3, 1999, and issues discussed included the westside elementary school and what needs to be done there in the near future in terms of attendance zones, regardless of what happens with choice. A report will come back to the Board in December with recommendations on Hellen Caro Elementary School and the west side. Dr. Mason asked that Board Members be provided a tentative schedule of the committee meetings. Mr. Brock advised that factors such as cost to implement the program, curriculum, demographics, transportation, and facility issues will be handled by the Student Attendance Zone Advisory Committee. Mrs. Webb suggested considering holding Town Hall meetings in the four corridors. Mr. Brock also noted that a survey will be sent to parents to provide input on aspects of choice and issues involved.

X. INTERNAL AUDITING

There was no discussion on this item.

XI. ITEMS FROM THE SUPERINTENDENT

Dr. Mason stated that he had received a letter from an employee regarding retirement options, and inquiry was made as to how the information was disseminated. Concerning sick leave annuity, Mrs. Patricia Wascom, Assistant Superintendent for Finance and Business Affairs, noted the sick leave buyout plan (which was approved by the Board in May), was retroactive until January. A retirement seminar was held to explain this procedure, and more information will be disseminated.

NOTES: Item Number 18 (Student Number 00-40-281), Request for Formal Hearing

Item Number 22 (Student Number 00-45-851), Request for Formal Hearing

1. Update on status of Year Round Study

Dr. Mason asked if the October intersession would be the last one. Mr. Pettis stated that would depend on how the schools budgeted the reduced supplemental dollars. Ms. Annette McArthur, Director of Elementary Education, stated that most of the schools have budgeted accordingly and will also be doing a February intersession for remedial purposes. Mr. Pettis reported concerning the status of the year round study that Dr. Janet Pilcher, Associate Dean, College of Education, The University of West Florida, has indicated that the University will cover most of the costs except for some mailings. He noted time constraints and asked that staff be allowed to report back in January rather than December because of time needed to conduct parental surveys. Dr. Largue noted this would involve a perceptional survey of parents and teachers (those who are already involved in year round and those who are not) with a financial analysis and time line.

STUDENT RECOMMENDATIONS:

Dr. DeWitt inquired concerning expulsion of an eighteen year old for robbery with a deadly weapon and the student's placement in an alternative school. Mr. Darriel White, Court Liaison, stated that Florida Statute 232.26 does not give a choice dealing with off campus felony, and the district is required by law to place the student in alternative education until adjudication by the court. He noted this involves an extended suspension and not an expulsion. Mrs. Webb discussed concerns regarding cases where adverse impact has been determined and related liability, and she suggested addressing alternative education and need to updated procedures or guidelines in a special workshop.

XII. ITEMS FROM THE BOARD

No discussion was held at this time.

XIII. ITEMS FROM THE ATTORNEY

PULLED: 1. Suggested language changes - Hammons & Whittaker Contract (Pulled by Board Attorney in Workshop - See VII.32)

2. Legal Fees - Webb case

Mrs. George advised that Ms. Laura Whiteside had submitted a revised bill of $125,000 (up from $78,000). She stated that based on research she could not find support for the position taken by the attorney, Greg Smith, that the Board is required to reimburse those fees now. Dr. Jenkins requested that the Board Attorney provide information concerning payment of legal fees as to what is reasonable.

3. Contract between the School Board and Robert Heath, Attorney

Mrs. George advised that this is a one-time contract for mediation on the Tate chiller.

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.)