001[Music] she says she called and entered the passcode but she's just waiting and nothing is happening we're checking can you hear us - she could hear us before we go there her change the link you just said previously can we just call her on a phone alright so Jeannie you're here [Music] okay we ready yes I call to order this regular meeting in Bullhead City Elementary School Board on Thursday April 16 2020 at 6 p.m. secretary please call the roll here Randy Dubois here Corey Burgess here if you all join me in the Pledge of Allegiance I pledge allegiance to the flag of the United States of America and to the Republic for which it stands one nation except you get some food live I just have enough data it's a 40 minute a 40
002second delay live stream so we have citizens present okay we're going to proceed all right okay we had no requests for call to the public so move on to item 1.6 adoption of the agenda can we get a motion [Music] I'll second that welcome to its Doug we can see you up there well we did we lost Doug all right we have a motion in a second yes I Gordon Burgess fight Jeannie : i item 1.7 superintendent reports dr. Stewart I thank you mr. president I've given you quite a bit of background information relative to the things that I'm working on relative to the budget and so I'll answer any questions you might have about that I also gave you a building report and I was kind of pleased this time that with the closure
003we've got quite a bit of stuff going on in the district getting ready to start the next year and so I'll be happy to answer any questions you might have they have any questions this time for dr. Stewart then no moving on item 1.8 donations once again we've had some amazing donations and stop the bleeding kids came in huge for a district would like to thank all those who participated in donations for that as always our community steps up search for our donations and board members just as a reminder if you're not speaking writing in if he wasn't mine just needing your microphone it'll reduce some of the feedback we're getting and then just unmute as you have to add some information for us item 2.1 to the consent agenda can we get a motion
004to approve the consent agenda with one update on resignations and separations charlene diaz the date needs to it's a typo it's actually supposed to be six twelve twenty that is the only correction for the consent agenda i i douglas i new business i'm 3.1 contract services for substitute services dr. stewart thank you over the past year we've been looking at course in any ways to save some money but we've also been looking at some of the expense that was created with the affordable care act and its ruling that long-term substitutes are considered employee insurance for them during that time that they are employed so that allowed me to ask some questions and research some data i shared with you this table and yes it's a little funny because the number of substitutes we have actually
005is several pages long and so I've condensed and dense those lines to show you we are exploring several of these residences but the typical situation is that you pay the same rate you pay pay right now per day whatever we'd each of them have to be and for most of these agencies the cost is 10 percent per day so if we get hundred dollars a day for such $110 the agency so this table shows you that because we pay benefits for any of our substitutes and employees for the first three quarters of this year actual dollars up to March 6 we spent ninety five thousand eight hundred fifty one dollars for one day something short-term cells and then the benefits so and it can be worth that was seven hundred ninety seven and a half
006days so calculating that out and there were ten percent we would have had a savings of eight thousand I extrapolated that to count fourth quarter so I can see what it might save this for a year it's ten thousand eight hundred dollars how huge amount of money give me your budget what ten thousand is ten thousand just for interest sake I calculated also for the long term soaps that we had this year excuse me and up through third quarter at 206 they had thirteen thousand eight and you can see the benefits and then the total health insurance now that was quite a few people so 41,000 it does not represent just for people and represents a number of other people but some of those long term subs had decided not to take the insurance for
007their lifestyles or met other insurance so all of them had taken intransitive process more this really is kind of a wash because their long-term subs they're there because we have open teaching positions and we need to paint salaries and those things insurance costs to a regular teacher so we can't really even though I give you some numbers there that looks pretty enticing it doesn't really appeal but what I did here down okay then used those folks $100 a day instead of $150 today used a hundred dollars a day for even one Coast 1311 days we couldn't save another 6800 so combined about 17,000 savings potential savings if we outsource this the part we cannot calculate are the hidden costs the time involved by both HR and payroll in dealing with with these employees you know
008some of the employees are a problem but we're talking sometimes Bob application it's been background checks those things and then all the payroll stuff so and that we can't really quantify that but I know that other districts in the area have been doing it that's where I got the idea and and they said you know that yes the savings in terms of dollars are not huge but the savings in terms of lots of manpower it's worthwhile so I'd like the board's approval to outsource our substitute hires all right any questions dr. Stewart is this company able to meet our demands for substitutes like and are they getting these substitutes locally they would be the the when we talked with and Lake Havasu is one of the districts that's local that does this and they use
009local subs so all of the people who have men on our sub list could apply to this company and it's just that they're changing employers that's all they're going to be doing and then they handle all the calls the call ends the the assignment of people you know they pay their salary and I'm not sure what they have to pay in terms of course they have to pay benefits and those kinds of things so they handle all of that and we are in fact looking in accordance with procurement rules in Arizona we are getting at least three points for sure that we are following all of those rules because as you can see this is a pretty significant on the money over the course of the years and so between 10,000 and $200,000 we have
010to get and if we are happy with some of our substitutes quickly request them um like specifically my understanding is yes that it really doesn't change anything other than who is paying the substitutes okay thank you hmm so the teacher could still request a specific sub for their class based on what we've been told yes okay right now what we're actually looking is to is to move forward and getting more information on this right there's well I'd like to go ahead where I am Kim trying to get the the Oracle are there in quotes for us so that we can get this set up because we'd like to give any of our current subs the opportunity to have plenty of time to do whatever it is they need to do to get it set up
011with the company if we wait till the last minute then we kind of hamstrung all of those subs and we don't want to do that don't we have to approve the company ordinarily no the kind of thing is you're approving that I can do this are doing and we just like what the knee and then with a stronger program yeah and I will of course report to you who had the best and you know and why we would go with them or then and sometimes I've been learning a lot about procurements so you don't necessarily have to pick the lowest quote if you have a matrix of kind of a rubric for what it is you're looking for and and so if you know you have some points and whatever so it's not necessary just
012the lowest prices do they do all the services you want so we just weighing heavy with the idea of local subs being used and I think it's real important the teachers get to request subs yes I know with me whenever I have a specific ones I like in my class they do a good job so we can definitely you know okay this company might cost us 2% more but we get the choices we want and we get the quality we want free and I will tell you that already with some of the things that Kim's done because she's been talking to these people on the phone and getting their quotes just the way they treat her is telling us something about the quality of their company well I don't know that that's gonna be on
013the rubric but it certainly gives us some insight into what kind of quality they would give our teachers great ratings well then I'd like to make a motion that we move forward with the outsourcing our substitute services I had a quick question would they be do these companies use the same type of online system that we've gone to or is it a cold calling like they were using in the past they used yeah they use the soap but they use the system like we use with online okay yeah and that would be great that's one of the things we would expect Jeanie because once again if they're not doing that then they're not serving the purposes that we want right you know we can be really specific about how we want this run and you
014know and if they don't meet those expectations then that affects who we select any other questions we get a second I second Corey Burgess hi brandy du Bois hi Jeanne Borland I am 3.2 revision of the organizational chart dr. Stewart thank you this is posted so I'm hopeful that everybody got an opportunity to look at it I'm really looking for some increased efficiency here and for some better service to our students ultimately by splitting splitting out the preschool program from the special services so initially its renaming the special services to be special education where is just dealing with special education and if you notice in the descriptor for the director I would like to look for somebody who has both administrative and it's like certification because this person would continue to be supervising and the
015on the life Academy and as we've discussed before we need to make sure that we have somebody on our side who has administrative certification to deal with that that person would also be on the same side as our pre as are bigger preschool and that's a good idea to have somebody with admin certification there as well even though we don't have huge numbers of problems with the preschoolers and then established preschool as a free-standing program with a direct with a coordinator and and then that person would supervise the five teachers and five pairs at Cayuga and then in terms of making sure the programs are consistent across the three sites would not be the administrative supervisor of the teachers and in Paris at Diamondback and and sunrise sorry I just realized on on the chart
016that I don't have sunrise I've got Diamondback twice oh no that's right I do have but would be the one who made sure that the programs that are running at those two sites are coordinated with the programs at Cullen Canyon so that's a pretty good sized group to supervise there is a lot of paperwork involved in effectively running the preschool program probably much more than your elements to that program and we each have requirements and follow-up data and all of those kinds of things similar to spend but but different it's a whole different set of paperwork one of the things that what happened is that we have currently two specialized secretaries coyote mrs. Rose has resigned and so my idea is not to replace that position but to have the health attendant pick up those
017clerical duties and some of the clerical duties that mrs. cherry has been doing and and essentially be both health attendant and clerical person for for the coordinator of the preschool and so then we would have those programs or anything separately in terms of operating or writing the grants we would have mrs. lot picked that up as part of the grant writing process that she does and that way we would make sure that we've got coordination across all of our grants if you noticed on the other of the sheet I gave to you the sheets I gave to you in the report my reports you can see that we have employees take point on a lot of grants and it's really important that we be able to coordinate that and you know and find positions wherever
018we can within those grants and sometimes it looks like well why would we fund this position of that grant and sometimes the answer is because we can so we try to get the biggest bang for a buck out of all of those grants so essentially those are the changes that I'd like to have and this is essentially asking for approval for the new position of coordinator for the preschool approval for the change of Job Description for the director special and in psychology and the change in job description for the health attendant at Coyote Canyon those would be the three changes they're involved in this organizational chart change they I have a question so with this move the reason behind this is we're adding one new position and this is because we are losing an administrator
019with high school pulling out of Coyote Canyon it's part of it that's not was not the main reason for the change the change in the description for the for the Director of Special Services when I pulled up the the actual Job Description that's in our HR department it specifies that that person be certified both as an administrator and as an ED psychologist now that job description was written in 1999 so very old job description and of course as with most job descriptions and has a thing that under the qualifications it says there were other qualifications as determined by the board so there's you know there's always that chance there's always a chance I might not be able to find something with these two certifications if you've given that option I'm going to look for somebody
020with administrative with a background and specialist but with the administrative certification so that we have that legal coverage on campus but basically we lost a director now we're bringing on another director and a coordinator so we are in essence creating any job we are creating a new for the court so that is just that's more cost is my concern that we have going into this now is it going to be more effective definitely looks that way you know it'll be run more effective but by losing even traitor we have we need to replace the administrator in doing that we have to fill that position so in essence changing Coyote Canyon we add a position we are in position however I would remind you and I didn't even put this in my my summary memo for
021you because I didn't think of it at the time but our recent our recently finally agreed to IGS we are in fact I've been in part of the salary joining the administrator and I didn't even calculate that in so the right now unless there are other changes which there may be in the personnel involved the cost right now because I'm sure that I'm sure I couldn't find the person for the director special ed position cost savings there a cost say there is the cost for the new position of coordinator for the preschools but we also are saving the cost of that secretarial position that we're in lemon aiding and so in the in the information I gave you all there's a net cost of as I recall about $13,000 and if I had calculated in
022what we're paying right now for mr. Hayden's work for us I'm sure that's more than 13,000 so right now we're kind of at a break even and if there are some other changes that take place that I anticipate take place we might actually have some savings that answer is my only question on it do we have any other questions yes I have a couple questions first are we looking within our own district to promote anybody that possibly meets the requirements before we I know we have to keep it open for everybody but are we offering that to current employees that may be looking to you know advance themselves to a different position sure we always do that brandy we you know we post in district before or at the same time that we post out
023of district and if we have folks who are qualified you know they're going to get a shot at this to me it's a matter of are they qualified and okay so you know in both of those positions it's entirely possible that we would promote them with them okay I just always like to recognize loyalty and you know people that are here first you know and make sure that they know about the position being open and then second have beady health attendants and other employees that would be taking on extra duties have they been consulted and just like kind of heard with that I wouldn't overload their you know their position that is as it is now right well missus control is the health attendant coyote has been for a number of years and was the
024health attendant when it was a fully functioning preschool through fifth grade so in the sense of the number of students that she's dealt with in the past two years with it being a preschool has been a big reduction in numbers of students so she's not one to let the moss grow on her Northside so she's already been helping Kathy cherry with a lot of the preschool paperwork and there's a huge amount of that and has been taking some of that load already so she's familiar with the paperwork she's willing to do it and she's you know she's in a good position to do that because she knows the kids she knows the teachers and so it would be a good thing to have you know some anxiety doing that and actually eliminating that other secretarial
025position and then just increasing this positioning from a 180 day to the 230 day of brilliant at also $1,000 for so that's a pretty efficient cost benefit for us to get done a lot of the things that need to be done and of course whoever is the preschool of coordinator will need to have a clerical person you know first before that person as well so kind of combined a lot of things into that position to answer your question again yes mrs. Cointreau has been has been consulted about this turning back now future cash as well because this involves her rolling over some of what she does for somebody else and it would involve some training if it was somebody who wasn't already familiar with the table would okay thank you babe been with us a
026while sighs wanna see you know how they we're feeling about it if they've been consulted thank you [Music] the the reason that I would like for that director of special education to have administrative certification is so that that person could do be the administrator over that program but also be someone with special ed background and even if they're not necessarily an Educational Psychologist although I really would like that because we need one and a half but that person then could be the person who is really supporting that program we had a time during the school year when that program was hugely successful and that was because there was some real not necessarily administrative backing but some other assistance in training and helping to train the teacher and the para and supporting them and a lot
027of times that's what it takes is is the support not necessarily a boss but somebody to support them in what they're doing but bottom line is because we would need to have somebody with administrative certification that person would be that person okay so that area is definitely covered and then the cost we it should be a break-even correct right needle I think it's a break-even especially now that I've remembered that we are paying some to mr. Heaton from crushed and we should have been because he's done a lot of work for us particularly with that program but if we needed any of the official kinds of paperwork or the an administrative signature for anything going on at coyote he was the one who needed to do it because he was the only one who had
028that certification so yes I think it's a break-even right now and potentially with any other changes that might come along that I think might come along and have a pretty good idea will come along we'll have some savings okay if that's the case and I thank you any other questions Frank then I would move that we approve the revision to the organizational chart second Jeanne Berlin I item three point three contracts for certified employees dr. Stewart thank you I'm giving you a pretty good description in the memo all administrative evaluations have been completed teacher evaluation is met with the leadership team on Monday and they're all completed except for the three situations the two situations that I mentioned to you in my memo one is that the five preschool teachers at coyote were not evaluated
029we had established that mrs. Brown would do that during the fourth quarter yeah once we realized that was the case and of course now we don't have a fourth quarter so we don't have a way of doing that and then we have two classroom teachers who were hired in the middle of the year to replace long term subs came on board late G late January early February the principal's were in and out of their classrooms frequently but no formal evaluation was done I've run that situation past the attorney and under the circumstances were okay within our policy because of unusual circumstances the last one that I mentioned is if we have any employees and we do if we have any employees who are an improvement plans any teachers on improvement plan those improvement plans require
030by our policy to have 45 instructional days those teachers have 45 instructional days to remedy their and inefficiencies wherever they were in that 45 day process on March 6th the process stops and then it restarts when school starts so legally we offer them contracts and their improvement plans resume the first day of school so we're covered on all of the legal things relative to our employees our teachers particularly and and there are no issues with our administrators so I'm asking you in consideration of that information and all of the information that's been coming in literally daily about the state budget and all of the things that are going to impact our school budget could possibly impact our school budget I'm recommending that we issue contracts noting the step change for each employee each certified employee
031however freezing people on the current step from this year until such time as we learn what our budget looks like and explain to them that that's the circumstance and then if the budget decisions regarding our district come through as we were told we were expecting about four hundred thirteen thousand dollars and new money based on the the raise in the per pupil rates and if that comes through and then I would recommend you all to consider moving the returning people that five hundred dollar stuff but right now I can't in good conscience recommend that any questions and I'll make a motion that we offer the contracts to certified employees the second I second Corey Burgess hi brandy Gibran all right Jeanne Borland I dug look hi item 3.4 work agreements for classified employees the same
032information applies pretty much for a classified employee so I'd simply recommend that we offer work agreements to them at the same rate as we gave them this year and reconsider depending on what our budget looks like all right any questions for classified employees then I'll make a motion that we approve the work agreements for classified employees Corey Burgess hi let's hi Freddy du Bois hi Jeanne Borland aye sir mr. president I'm intended during my report with the update part to share with you she's my latest data regarding our meals on wheels now that's kind of I've been calling and as opposed to grabbing students that seems under and our numbers jumped from 837 students on Monday to 914 yesterday my thirty is three thousand days so we're approaching them what on I'm really excited about
033the fact that getting the word out there and then as the buses go by that people can see those signs really increase the network and the good news with those science is the company knows I can't quite release that yet okay thank you future topics do we have any board members with future topics they would like on the agenda no no future topics no upcoming board events we do have to set a date and time for our next meeting and the recommended was April that's today May 21st at 5:00 p.m. how does that work for everyone else I missed all of that I was supposed to have plans but I think they've been cancelled so so tentatively that date is good yes all right Jeannie how about you yeah my son's wedding got cancelled that
034week mom good okay all right board members please let us know if something does come up we know what this day-to-day changing and the way things are going that is very possible and I think we were all pretty flexible if that does happen so we'll set that meeting for the May 21st at 5:00 p.m. so our last thing a motion to adjourn I'm sorry what time did you say it started oh it's on here for five does five work for everybody I'm working I get off at 5:00 so 5:30 works better for me you wouldn't even be better did you like the six o'clock six o'clock scooter 5:30 is good too all right let's go 5:30 everybody know kids 5:30 any any objections to that okay okay now you just need a motion to adjourn
035[Music] hi Lori Burgess hi we are adjourned thank you very much for your time and you all be safe thanks everybody