001time I'd like to call in the meeting to order let the record reflect all board members are present please stand for the Pledge of Allegiance thank you we will start off with recognitions and celebrations Dr crotto thank you madam president and members of the board tonight we have the honor of having Cimarron Springs Middle School band here under the direction of Christian Torres and before I start or before they start I'm not starting they're starting uh this Ensemble just competed in the aboda Regionals large group festival and they took home the highest rating of superior with distinction so congratulations on that and they will be competing in the state on May 11th so with that congratulations Mr Torres to you and your band and the floor is yours [Music] thank you [Music] foreign [Music] thank
002you [Music] thank you [Music] [Applause] kind of what you got to hear was a little bit of the selections that we are taking to the state Festival these are still in their early stages so a lot of the students are actually still getting better and familiar with their parts we're going to finish out with red giant uh the kids love this tune and I think with the energy in the piece you're going to be able to tell so thank you so much for coming out thank you so much for the support of our Administration and again we couldn't have gotten this Superior with distinction if it wasn't for our families our school and again just this great District so we really really appreciate you guys coming up thank you [Applause] oh [Music] foreign [Music] foreign
003[Music] foreign [Music] thank you [Music] thank you [Applause] all right thank you Mr Taurus you guys sounded excellent very nice job this sounded wonderful and everybody sounded great but it was just really nice to hear that low brass it just it really makes a difference so great job guys I do feel like I should share this uh Zoe body our net was actually fortunate enough that she auditioned for uh Allstate this year and she actually placed first chair tuba at Allstate for seventh grade awesome great job it just men I remember in college in our Orchestra we played a Von Williams tuba concerto and that was the most beautiful piece of music I was like yes so it sounds great good job thank you next we will move we do not have a student update
004we will go to the superintendent update Dr Credo oh sorry I skipped it again ah audience with individuals Ms Densmore this is the time for the public to comment members of the board may not discuss items that are not specifically identified on the agenda pursuant to ARS 38431-01 action taken as a result of public comment will be limited to directing staff to study the matter responding to any criticism or scheduling the matter for further consideration and decision at a later date in order to facilitate accomplishing the business of the district in a timely manner a time limit of three minutes will be imposed for each individual or group addressing the board when you approach the podium please state your name for the record our first speaker is Janet LeBlanc gotta go lower good evening my
005name is Janet LeBlanc and I am speaking on behalf of myself and Larry LeBlanc tonight we would like to take a moment to take to thank Dr Tsai and her team for identifying all the Committees bringing them up to date and placing them on the main page of dysart's website and bringing us into compliance through this added transparency we're hoping more community members will find interest in getting involved with the direction of their local schools so thank you for making that resource available regarding the most recent curriculum adoption we would like to extend a thank you to the board for listening to not only the recommendation of teachers and administrators but also to that of the community thank you for stepping outside the box and trying to find something new and trying and trying something
006new by piloting the implementation of the Spalding curriculum it will be interesting to see the measures of successes between Savas and Spalding regardless of the grade differences like we've always told our kids nothing will change unless you make a change so thank you for being insightful for this through your direction we are Marching toward the road of academic success for Dysart and its students and we thank you and lastly even though Dr Dean is not here we would like to thank Dr Dean for his leadership over the years with dyes art but most recently as superintendent although the stint for us was short it has been a real pleasure working with him Larry and I both thank Dr Dean for all the time that he allotted answering our many questions and although he will be
007missed we extend our sincere best wishes as he Ventures into a New Journey thank you our next speaker is Mike Albertson good evening last time I was here I had a simple request of accepting five dollars an activity and even though there's lip service given to that it didn't come to fruition at this time I have another concern I wish it would take take me seriously that there's some concerns I have at Shadow Ridge regarding the abuse and targeting of children I've spoken to the principal the principal has asked me to provide a public information request as you know that's uh path of Last Resort before legal action if there's any interest in the Dysart board talking to me resolving my issues with the abuse that's being taken there I encourage board members to read
008your email I've given you an example of some of the things that have some very strong parallels with what's going on at Dysart specifically at Shadow Ridge in the athletic Arena I just hope that this can come to a resolution before it goes any further for the protection of the kids and the programs thank you thank you yes we'll follow up with them now we will move on to the superintendent update Dr crota thank you madam president and members of the board um each year as you know Dysart hero awards are presented to our classified and certified and administrators as well as volunteers and the Hero Squad goes around and identifies among other schools and some of the board members have joined us for that and we we honor them for their positive contributions to
009our district while the time has come to have that evening and just want to remind everybody that on April 20th at 5 PM in the Vista we will be honoring our Dysart Heroes for this year so it's a great opportunity to say thank you and recognize all our heroes with that too we also have it's the time of season of uh of awards so dsb live is having Awards uh in the in this boardroom actually on 6 pm on April 26th so we will honor all those awesome kids that shoot the videos and all the events throughout the year they do a great job and they're very talented and we'll we'll be honoring them there so please join us for that and one last piece is uh you know we've talked about the summer workshops
010and we're excited about the summer workshops to start looking at our curriculum and our alignment to the standards while we began this week preparing the teachers the leaders of the leaders so they're kind of going through the workshop they will be teaching the workshops we are very excited they've gone very well we've had two of them this week so those lead facilitators are very excited they're working very hard and and we're looking forward to that coming up in the end of May and that is all I have for you thank you Dr kroto next we'll move to governing board update um let's see I only attended one thing this time since our last board meeting and that was the city of surprise Marion council meeting where they recognized Dysart students for the the winners of
011The Bookmark contest and there's some really talented students in Dysart and if you ever want to see them please go to the library they're all on display thank you I also attended the library bookmark contest recognition for Dysart schools congratulations um I also attended at Canyon Ridge the stem Spring Festival that was very interesting um lots and lots of activities robotics we shot off a a rocket it was pretty interesting so we had a lot of fun then I also attended the PTSA awards ceremony where they handed out the gingerly Francia award ceremony and just congratulations to the teachers the paraprofessionals staff and community members who received an award so thank you I didn't have an update until Miss Grant um reminded me um so I also attended the city council meeting where our some
012of our students were recognized for their book for the bookmark challenge I also attended um with Miss Drake the Dysart special education PTSA award ceremony and that was just really special um and I can just tell that from all of the recipients of those awards that they truly find fulfillment in all that they do and that's my update I didn't attend any events this week but I just did want to extend my words of thanks to Dr croteau it's been a very full week and I'd appreciate you being as responsive as you've been all week to managing the operations of the district and Dr Dean's absence so thank you very much all right thank you very much that concludes our governing board update next we will move on to consent agenda I will entertain a
013motion Ms Grant I would like to move the approval of the consented agenda items with the exception of item number nine and that item uh be moved to discussion and action I will second that's not the motion that was made okay yes we're just testing you Jenna you're here everybody that's right yeah okay at this point we will take a verbal vote I will vote I motion carries all right you can restart we can move on all right thank you very much we'll move on to item G information discussion Dr crotto thank you madam president at the request of a board member we put this on the agenda to review the process of which board members request an agenda item be put on the agenda just want to go over the options and then turn
014it over to the board for discussion so right now one of the options are is to follow the continue the process that we currently have and that's in which if a board member wants an item then they fill out the official request form and they submit it to the board secretary and once that form is received the agenda item is scheduled for a meeting so that's the current practice an additional option would be the process in which a board member requests an item and then the superintendent or an assistant superintendent as assigned would follow up with the board member through email to gather further information in order to meet the request the important piece in that is we just need some specificity as to what's being requested so we can prepare so either way is
015good I'll yield to the discussion but we just want to make sure we know exact details of what the board would like in order to prepare that so we don't prepare something totally wrong for you so with that I will stand for questions or the board can have the discussion all right thank you do we have thoughts the only um piece I wanted to add to this discussion at least for the time being is that um there is a process at the end of each meeting where we have the opportunity to add a future agenda item or request one um so in my view if we do request that in a meeting in an open meeting then that request should be honored um and I think that potentially there were a few instances for myself
016where those were not necessarily honored um with that said I do understand that if I request an agenda item that maybe cannot be on the next meeting because there's not enough time to gather the information or to action something like that I understand that I would be consulted with and advised of that and come into some sort of an agreement so I have no issue with that but I guess my my concern is I don't want to be forced to do the form if I've already requested it in an open meeting I would I would agree um the form I think it became cumbersome because it was like um you almost had to justify why you wanted the item and as board members we all have equal opportunity and equal authority to request an item
017and so it was like link it to strategic plan link it to policy governance and you know I agree that I don't think we should have to be forced to fill out a form I think if it's on record um it should be clear but if you know there's more clarification needed I like Dr crota's suggestion of someone reaching out to the board member to get more specifics or maybe the board member knows exactly what they want so I know like for me I've had like follow-up emails that say just like this these are things I definitely want you to hit on so I'm not I'm not crazy about having to it's just one more extra thing to do filling out a form when it's already on public record anyway so I'm I'm good with
018letting the but I would agree too like if we could get a time frame if it's not going to be on the next meeting agenda then having the assistant somebody assistant superintendent superintendent follow up and let us know when we can expect it because sometimes things are asked for and maybe they're not going to be on the next agenda but then they never seem to make it and they kind of get lost in the shuffle Madam president member Pritchard and member Dinsmore we can definitely do that that's not a problem we have developed a form too and I believe Dr Dean shared that form with you we are going to start a form listing all the requests when they appear when they were presented so we are going to start tracking that and have a
019formal process to do that so that is definitely something we can do it's not very hard to do we can make sure we follow up with you and communicate to as to what is being presented and when that's not a problem so how does Administration do we just rely on the recording secretary for these items to put when you're organizing them for the next agenda do we just go back to the previous meeting and say these items were requested Madam president that's correct she records them and then they will be placed on the agenda when she goes back and starts building that agenda for the following week or following meeting all right thank you I don't personally have a preference either way I think I think if it's made in a public meeting that that
020should be sufficient but if you need additional information then they would follow up but I am concerned like Miss Densmore is is that if a board member makes a request that it is followed through on and it is made at a public meeting at some point I realize it may not be the next meeting but within a reasonable time we can we can do that very easily we'll make sure that happens can I ask for clarification too are are we open to just sending emails and requesting agenda items like does it have to be during a public meeting that they requested or can we at any time email Administration and say hey this is something that I would like placed on a future we are open to it as I said in the options we
021are open to it as long as we can get that the details of what we need presented so we're we're open to that that is fine and just to add to this I mean I know that just want to make sure that this is within the scope of this discussion um hold on one second okay so um when I was governing board president I would field requests many times from governing other governing board members to place items on the agenda so that would be within um an option as well correct so we could just reach out to miss Chaffin and request those items and then she would then in turn request it from you I remember Densmore that is a that is an option okay um I believe that used to be in our policy
022or procedure I don't believe it is any longer um but I believe that was thinking back to those policies I think that was in there and that's something we can certainly do we we are good to go as long as we get the details of what needs to be presented and how so we're good to go with anything that the board wishes on them with that said is the form going away or will it continue to be an option we we can leave it if you want it sounds like it sounds like it's not a popular thing it's not we can leave it and have it but um yeah if you don't want to fill it out we just need to be specific and do them thank you so what I'm hearing from Administration as
023long as we communicate to you what we would like on the agenda it will get on the agenda and what I'm hearing from the board is we need to communicate back with you and when it's going to be on the agenda so yes the communication's the key in this thank you okay any other questions or comments all right thank you next we will move to action discussion H1 Dr crowdo thank you madam president I'm going to turn over our audit report to Mr Hicks thank you very much good evening Madam president members of the board assistant superintendent Dr crota colleagues and community members it is my pleasure tonight to introduce this agenda item I know most everybody knows this but I'm going to say it anyway a lot goes into an audit um we're preparing
024we're training we're pulling reports we're doing all the support that goes into all the aspects that go into an audit and it takes a lot of effort not just by one or two people by a lot of people across our district so first I'd just like to thank everybody that participates and helps us on our efforts for our audit they do an amazing job so thank you I would also like to just specifically thank Miss Francie Wolfe Bauman she kind of quarterbacks all of it from the district standpoint and she does an amazing tremendous job I'm a little biased but I would say she's best in the state but I am biased and I don't want her leaving so nobody tell her that um so before I hand this off uh to um uh our
025amazing Director of Finance Miss Mary Dal Speidel and the wonderful Miss Jennifer Shields our audit partner I would just thank everybody there's a lot that goes into us a lot of sacrifices I will also hate to admit this publicly but we're ahead of time so I'm going to keep talking um I've probably watched about eight different governing board meetings across the state during the audit season just to see how it's presented and I uh also a little biased our presentation is the best in the state of that small sample size of eight and so you'll have a great presentation here and so I appreciate it and as a reminder at the end of this agenda item it is required that we do a Voice vote to accept this presentation so take it away Miss Mary
026Dallas by now Dr croato members of the board so um as Ken mentioned we will be presenting the information we'll have Miss Jennifer Shields from heinfeld meech take over the first part of the presentation and then I will speak to as it relates specifically to Dysart thank you Mr Hicks for that wonderful introduction um usually people like to run away when the Auditors show up um but I would um just before I start like to definitely second what he said about Francie Wolff Baumann she helps coordinate um a whole plethora of information that we request and then of course we deal with a lot of individuals throughout the time that we're here both on site as well as the time that we're working on your audit and everybody here at the district is incredibly helpful
027and prepares an awful lot of information for us so with that I will get started and I apologize I didn't do the formal introduction Madam president members of the board it's a pleasure for me to be here Dr crowdo um so I'll get started let's see audit summary for those of you that have been with us here in the past this will look familiar to you from prior years but um you know I am from heinfeld meech we are your external Auditors so although we are contracted with a district we are not um you know District employees we are hired through the district's competitive procurement process and fiscal 22 audit represents the second of a five-year contract that was in place after that competitive proposal um for audit services in the slide now just kind
028of talks about the timeline of the audit some of these are required Communications between auditor and the board so just so you are aware of the timeline it starts awfully quick it starts usually in April goes all the way through until we issue the reports the financial statements themselves were issued in December and then some of the other reports follow-ups shortly thereafter so I know it seems like we're just now barely getting the June 30th 22 audit but as Mr Hicks alluded to there's a lot of information that goes into preparing all of this information so the timeline is very similar to every for the last probably five or six years here at the district so that's good news this is just a slide that shows that there's four different um reports that we issue
029and I'll go over each one kind of briefly um in terms of the letter to governance the communication some of those required Communications the scope of the audit Services is up there for you basically we are hired to perform an audit that is performed in accordance with various standards including generally accepted auditing standards more specifically also government auditing standards and then also uniform guidance which is the federal piece of everything and then we are also hired to complete the uniform system of financial records compliance questionnaire and that's a document that's put out by the state of Arizona Office of the auditor general in terms of responsibilities but you know the auditor has responsibilities management has responsibilities you can see kind of those on the slide we are we are charged with the responsibility to perform
030an audit to provide reasonable but not absolute assurance that the financial statements are not materially misstated so ultimately management is responsible for those financial statements regarding fraud Communications I know we do contact a member of the board every year have a conversation with you about those types just types of controls that the district puts in place and again responsibility for fraud prevention and all internal controls at the district rests with management and the board in terms of new accounting policies or standards there was a very large accounting standard that was implemented last year that was Gatsby statement number 87 and it dealt with leases and um kind of in in conjunction in the private sector there's also a new lease standard going in to effect as well so like you know just um in terms
031of businesses and Fortune 500 companies and those types of things so um gasbi 87's version of Lisa's is sort of like a sister accounting standard that was implemented so you do have some new information in your audited financials related to that but the district management worked really hard to gather all of that information that was necessary to do the implementation in terms of significant estimates in the financial statements financial statements always contain estimates you can see there's three of them up there for you most notably Capital assets you know depreciation of assets and their useful lives the um what's called incurred but not reported so claims expenses for employee health and accident insurance is one of those and then also assumptions that are made at the state level with the state retirement system related to
032the pension um for employees that's not necessarily the district's liabilities that's the liability of the state retirement system however it has a trickle-down effect into your financial statements here at the district I'm pleased to report that there were no um audit adjustments that were made that are required to be communicated to you so that's good news um in terms of non-audit services so I mentioned that we are hired to perform the audit and we also perform non-audit services in conjunction with the audit Services as well and that includes the preparation of you know the financial statements that hundred and some odd page set of financial statements we take information from Finance through the district's accounting system and we sort of massage that data into the accounting I'm sorry rather the uh the the external financial
033statements as they're reported under gaap so you know it basically starts with the district's accounting Rec records that you're used to seeing every day and we sort of take that and push it into a different um Vision but all of the numbers um are really from the district so and then there's also the schedule of expenditures of federal Awards and the data collection form which both of those items are related to the federal audit no disagreements with management to report to you this evening so I'm pleased to announce that at the end of the audit management did provide all of the required information including the management representations that are required for the audit and then just in terms of our responsibility to make sure that we are in fact independent and maintain our own ethical
034requirements in accordance with our standards we have no issues to report no concerns to report with respect to that moving into the actual reports that we've issued the um and I apologize I have an error on the side it should say annual comprehensive financial report there are some highlights there as I mentioned it's a very large document 167 pages so there's in case you want to maybe you know know where you should look the I point out page 22 because that is the independent Auditor's report and that is the thing you're probably most concerned about within that and that is that we had an unmodified opinion so we had no no concerns with the financial statements themselves so it's what's what used to be referred to as a clean opinion so that is good news
035and then you can refer to those other areas if you want to look at a little bit more information in detail and then one of those other reports that we issued is called the single audit reporting package that is the federal piece of the audit so if you directed yourself to page 11 you would find something called the schedule of findings and question costs and that sort of summarizes the um you know any findings that may exist and some information related to which federal programs we audited there was one one finding that was reported in this report this year and it related to some eligibility documentation over the title one program so we work with management to get a planned corrective action on what what will be done to remediate that and that is also
036included in this particular report in terms of the federal programs that we audited um we looked at the SR program so that was um specifically uh you know we look at um you know like the what did you spend the money on what types of purchases were made did were you in compliance with the rules and regulations that are set forth there we looked at the title one educational and disadvantaged program and then also a new program this past year was called the emergency connectivity fund and that was a new program through USAC it's somewhat similar to an e-rate program but that uh that was new this year and I believe the district was able to purchase a lot of technology for students with those that funds those funds um and then the last report
037that we issued is the uniform system of compliance uniform system of compliance well it's uniform system of financial records compliance questionnaire it's a mouthful sorry um anyway there it has about 26 different areas of um it's just 26 different areas of compliance that we look at and this is where we we look at things like your student attendance we look at Student Activities making sure that deposits are made timely all sorts of different things and there are often minor um non-compliance items that are noted and I believe um Miss Videl will talk a little bit more about those um but just overall um my final comments are that you know I said it already but management and staff were incredibly helpful and Cooperative during the whole entire audit process and I look forward to working
038with them again this coming year and um not to be outdone by leases we do have another new accounting standard that will I'm sure challenge us all as we do implementation of some subscription based information technology arraignments so we have that to look forward to this coming year so with that I will step aside thank you very much Miss Shields so as Michelle's reference there is the uniform system of financial records and that is a it's about a 400 page manual that's issued out by the office of the auditor general and so what they do is it outlines all the minimum internal controls and procedures that districts should have to ensure that we are safeguarding district assets and so it monitors the areas of accounting here's just a few of the categories payroll classroom site
039funds student attendance reporting Etc and so they what the auditor general then does is they extract from that large manual specific questions in this case there are 170 items that they review and the Auditors then come in they sample various size of school sites departments they kind of do them on a rotating basis and so they use this questionnaires used to determine our level of compliance as it relates to these areas so material materiality thresholds are not considered so for example if in one instance something's coded incorrectly it's a no and so that's noted on these items and so in in this on this page it summarizes there was a no item as it related to a payroll financial reporting an accounting records and then student attendance so overall it was a 95.88 compliance rating
040so that is something while we know that there's always going to be some instances for us to work on and identify and what can we make improvements on it is also something of success to look and see that there wasn't 96 percent compliance rating so on the next slide we'll go over those items so this you've been provided in advance and it's the same format if you've seen these in previous years where we go over what's the questionnaire question that that's item or that's noted what were the auditor's comments when they come and do the test work and then also we then reach out to the various departments and or School sites that are responsible for it and identify what corrective action has been taken just to ensure that this is correct and moving forward
041and then just for context and reference we do include the last five years just to see is it an ongoing issue or is it just a clerical error this one time or is it something pervasive we need to address and provide training on so um you'll see on on as you work your way across on that I know my answer means it was not denoted as a as a prior year finding Etc so on the first item just briefly going over those the first item related to a misclassification of Revenue it was basically 266 000 that was coded as federal revenue that really should have been state revenue um it was corrected and addressed and a journal entry was done on our financial records to properly state it but again the Auditors note that item
042and so it's noted as a no but the financial records were properly done um in payroll it was a clerical error that was noted it was adjusted the pay of some employees when we noted the the error we went back in and adjusted it and so the employees were paid accurately for the remainder of the year but it was an item that was noted by the Auditors and then the final one on this page was um a discrepancy between the district's annual financial report and a subsidiary report that's extracted which is the Food Service AFR and basically the number on that AFR report didn't agree to the main District AFR and so again that was a manual adjustment so on here we've noted what actions have been taken whether it's incorporating now more of an
043automated process to be sure that we're capturing all the proper codes to be sure all the financial statements are are accurately reported and on this page it is the area of student attendance reporting I know that there's it's always an ongoing item that will be looking I Look to miss Pritchard because I know it's something that we address every year and so it is one and it's something that we consider it's like with the amount of complex transactions the volume of transactions the amount of different people that kind of come in and out of the position what can we do to address this and what training can be provided and so I know our student Information Systems team continues to do a great job of going out doing training in fact they are this week
044out there doing audits at the identified sites so they do go their target is to go to every single School site in the year they do start with those that are more higher risk do they have a new staff is it ongoing issues all the time is it what what can we address and how can we correct it so a great change that they've done this year and you'll see that in the district action taken is that they've implemented a support staff accountability plan so the planning department the sys department and the records department have all collaborated on identifying this is the minimum thresholds we need to see to be sure that the sites are compliant if they start seeing a site that's getting to that threshold and it merits a site visit they work
045with School administration to identify that provide the needed support and training and then possibly as I mentioned continued issues are then included in staff evaluations along with reporting on those performance Matrix so it's something that we understand that there is a clerical possibility of things being inaccurate but at the same time we have to ensure that we are putting in accountability plans in place to be sure that this is something that's taken seriously at those sites and then the last item was as Miss Shields referenced it this was the finding as it related to title one so it was a single audit finding and it was related to not being able to readily provide the low-income count support so again in references on the the district was determined to be in compliance but really the
046finding related to us not being able to quickly and accurately and readily provide that information so it did leave us susceptible to it not being correct if we can't provide the information quickly so we are now working with changes have been made in that area and so we are now working with our new federal projects director and Department to just address make sure everyone who needs to know about it is in the know that all that information is accessible for everyone so that we can readily provide that to our auditors and so um all those changes are currently noted on here and so at this point as I mentioned you've been provided all these reports in advance and so I'd be happy to answer any questions thank you very much this sounds like a very
047lengthy process so thank you for all of your hard work both of you and your team and your department thank you Mr Hicks um I feel like we do a really good job because most of these audits go really smoothly so I want to say thank you to our finance staff our department great job guys we appreciate you thank you I know it's not easy it's it's a challenge but and especially with all the changes that are constantly coming at us and I knew with a lot of the covid relief funds and they come with additional requirements and so I do want to point out and just really give recognition to our school site staff our department staff really everyone that's out there that manages and has financial responsibilities because while our department compiles it
048and we gather it and we have the work one-on-one with the Auditors all of this is really being done by by a lot of our School site staff and so we will be sharing the results of this audit with them as well on our Monday meeting we meet with them and so we'll be going over the same presentation and letting them also know the results of the audit so that it's transparent and available for everybody thank you so much for um specifically coming up with a plan for to track the attendance and for a new system to address that in a different way I really I really appreciate you remembering that and taking time to do that and congratulations on your your high ratings consistently high ratings with your amazing team that you all have
049really appreciate it I mean things can go terribly wrong if you don't have the right people in your finance department and I just feel very thankful to have all of you thank you appreciate that all right thank you very much thank you next we'll move on to oh sorry point of order if we could have a Voice vote to accept this action item of this presentation we can and I will go grab another cup of coffee all right I will move to accept the financial audit and compliance questionnaire from heinfield meech and Company certified public accountants for fiscal year ended June 30th 2022 can we have a verbal vote please I will vote guy motion made by Crystal Chaffin seconded by Joe Grant I motion carries Now we move on to H2 Dr croto Madam
050president members aboard uh is that this time of year where we're going to welcome two new members to our Dysart family so with that we'll have Dr pulling um introduce our new guests thank you Dr Crow Madam president members of the board cabinet and Community Administration is proud to recommend Norma Chavez for the position of principal at Riverview Elementary School for the 2023-2024 school year Mrs Chavez received a Masters in Education degree from Edge in educational Administration from Grand Canyon University and a Bachelor of Arts degree in elementary education from Arizona State University she has extensive educational experience as well as three years administrative experience as an assistant principal Mrs Chavez will receive salary and benefits commensurate with the position her education and experience her resume is attached for Board review a comprehensive selection process
051was used to identify Norman Chavez for this position this position was posted internally and externally for a sufficient length of time for candidates to apply a paper screening was conducted and a pool of candidates was determined through a screening in basket and multi-interview process the process consisted of feedback from Community School District and cabinet team members and I believe Mrs Chavez is here tonight and with that I will stand for any questions thank you Dr pulling do we have questions okay I moved to approve the appointment of Norma Chavez as Elementary School principal second motion made by Crystal Chapman seconded by Don Densmore motion carries thank you next we will move on to H3 Dr crotto thank you madam president and we will continue on with Dr pulling sorry madam President we will continue with
052Dr pulling for our next introduction thank you Dr Credo Madam president members of the board Cadman Community Administration is proud to recommend Joan wick for the position of principal at Surprise Elementary School for the 2023-2024 school year this week received a master's in education degree in educational Administration from Marion College a master of arts degree in educational Sciences technology and vocation from the Ohio State University and a master of science degree in school health education from Southern Connecticut State University and she also has a bachelor's in education she has extensive educational experience as well as 18 years administrative experience as a principal she will receive salary and benefits to measure it with that position her education and experience her resume is also attached for review a comprehensive selection process was used to identify Miss wick
053for this position as I had just outlined so this week is also here and I will stand for any questions thank you Dr polling I moved to approve the appointment of Joanne Wick as Elementary School principal motion made by Crystal Chaffin seconded by Joe Grant [Applause] motion carries can you please stand Miss Chavez and Ms Wicks please stay yes please stand Ms Chavez Miss Wick congratulations to you both congratulations thank you congratulations and welcome next we will move on to item H4 Dr croto thank you madam President we will go to Mr pulling for this item thank you Dr crota Madam president members of the board cabinet and community Administration is recommending a revision to policy 3-109 under procurement and following Arizona revised statutes as well as state code we are recommending a piece on
054job order Contracting this allows Administration to have more efficiencies and Expediting procurement this will satisfy procurement and allow us to move forward for example and on many of our sfb projects Bob Young his Department worked very hard on those and this allows us to move forward whether it's adding a wall or maybe fixing a wall doing concrete work it just allows us to keep moving forward in an exhibitious way and this is following again state code as well as state law and with that I'll stand for any questions and Mr Hicks is my backup for very difficult questions much do we have questions okay I will move to adopt revised policy 3-109 procurement motion made by Crystal Chaffin seconded by Joe Grant foreign motion carries we will move on to H5 Dr crota thank you
055madam president um in November of November 20 2022 uh the governing board approved uh the dinosaur District to go out for a RFP request for proposals for exceptional student services for supplemental materials they did that and went through this process it is a long process and just ending now and before you is a list of vendors that have replied and have met the requirements of the RFP to become vendors for the district it's important to note that we're not improv approving supplemental materials at this time we are approving vendors that have met the requirements if we were to use this the any of these vendors they still need to go through the process of these supplemental adoption process so it is still brought back to the board for approval and and questions and that whole
056process there so this is kind of a piece where the loss changed a little bit and we use federal funds so we had to go out to RFP to identify vendors who are potential vendors that we would use to buy supplemental materials for ESS should we need some so with that I will stand for any questions thank you Dr codo I do have a question um looking at something some of these companies their vision statement and what they produce goes against our desert values so why would we have vendors why would we approve vendors that go against our Dysart values and even have the possibility of approving materials that would go against our policy Madam president when we put out a request for proposal we have certain criteria that we look for in this proposal
057it's very broad so we look at all the vendors it's sent out we don't get into down into the weeds of all the curriculum and those values and those pieces that is through the adoption process so we look at companies that it can provide materials um so in this case supplemental materials and if they meet those requirements they go on as a possible vendor again if the values in those pieces in that curriculum is looked at at a different process and that is through the adoption process they have met the requirements to be a vendor but they may not meet the requirements later down the road as we go through this the adoption process so there that's the difference in this case and then we kind of had a discussion about legally having or the
058the process correct and how it applies to state law and why I mean is it possible to approve some of them but not all of them that is a very good question Madam present they have met the requirements I will I will tell you they have met the requirements of the RFP so pulling them out would be against them meeting the requirements they have met the requirements to be a vendor from the RFP that is published I would not recommend that we pull anybody out again we're not getting down into the weeds of the actual curriculum we are stating that they have met the requirements legally to be a vendor under what we have published so I would not recommend that we pull anybody off this list because they have legally met the requirements we
059have asked I have a question so if the they meet the requirements of the RFP and then we if we approve them tonight as potential vendors and I obviously we're not approving future purchases like you said but I'm going to piggyback off of the past agenda item where we just auth we're just devoted unanimously to have authorize the district to make purchases under a certain dollar amount so does that conflict Mr Hicks do you want to explain Madam president members of the board those are two separate the job order Contracting is for Construction Services specifically construction specifically Construction Services goodness kind of clarification this might have been where you were going with it I know years and years ago when we talk about approving different student clubs there might have been some controversial student clubs
060but the caution was if you have a set criteria to say you can be a club in our district if you meet this criteria then to not hold true to that and question certain clubs then it could you could kind of open yourself up to Legal concerned I don't know if this is similar since you know as far as that goes that they've met our criteria so to we could maybe open ourselves up to some sort of risk if we then say well we aren't going to accept you anyway for our own purposes and we should Miss just rely on the vetting process we have in place as far as deciding maybe not to adopt uh objectionable materials or materials that go against our vision I'm wondering or am I completely wrong Madam president member
061Pritchard you're exactly right that's exactly um what I was alluding to that they have met that and we should not pull them off the list and your example of the club's exactly right if they meet the requirements and that's the set forth process that we use then to do anything else would be discriminating against um any of the club one of the businesses we need to be very careful about that because they have met these requirements thank you would it be possible to maybe add to our criteria that they that we put out there for them to you know the criteria that we send out to the vendors is there anything we're allowed to add to that Madam president members of the board we could add to the criteria and the scope on the front
062end this is on the back we would have to avoid this one and start all over and we would not have this ready before the school year started and remember Drake We I think the question is we can add to the the last page on that RFP for the scope and of what we're looking for we can add to that definitely and is this just for this upcoming school year what is the time frame on these Madam president it's for next year so we would be voting again a year from now we would start this process over um Madam president members of the board this is an RFP that allows a multi-year award so this could be extended up to annually for five years although we've had in the past where we the board is
063requested to bring this back bring items back before we do the automatic renewal that comes in a general consent agenda items so that could happen um but I would I would still go back to we have our supplemental adoption process that gets vetted multiple times before it actually is purchased and back to the board so we still have our coverage in that sense so I feel comfortable in that sense too so if we wanted to we could come back and ask for a review of these companies redo an RFP and then that would be the time to be more specific on the criteria correct um Madam president um can you say that again I didn't uh what you're saying on an annual renewal to cut yes yes then yes yes sorry that's what I'm saying
064okay thank you thank you any further thoughts I will entertain emotion I motion to adopt her hold on sorry I skipped around it's not just me no why is this not updating sorry I motioned to approve the award of contract number 24 to 204002 RFP ESS supplemental materials as presented second motion made by Don Dunsmore segmented by Christine Pritchard motion carries next we will move on to H6 Dr crota thank you madam president I believe we we will turn this back to member Grant who had some questions about this item thank you um my suggestion is going to be that we table this item until the next board meeting after talking with Administration I had a lot of questions and um about the uh positions that these were approved for and these have been over
065four years or about four years if I recall but I asked like what about a I mean there's other positions uh that they could look at and so um I would just like for the administration to reevaluate the positions that are receiving the stipend will this impact any employees negatively by delaying the vote Madam president member Pritchard um Madam president members of the board this is annually paid probably in May so there's no we will be able to regroup get administration cabinet back together and relook at everything come back with another recommendation it will not delay anything so if we table it to the next meeting I'm sorry I didn't hear it if we table it to the next meeting yes that would that would be the motion I would make action and discussion on
066the next meeting I will entertain a motion I move that we tabled item H6 H6 you want me to read the whole thing or is that good enough just age six okay second um to the next sorry uh board meeting if that's possible I know that there might be a timeline but to the next board meeting um and that Administration reevaluate the positions that are receiving this stipend stipend are you asking them to open it up to see if other positions should be eligible yes that's all I'm asking motion made by Joe Grant seconded by Don Densmore motion carries next we have request for future agenda items I just I know I asked last time just want to make sure we're still on target for our cips they weren't on this agenda so I just
067want to make sure that the request is still in the queue thank you all right next we have a call for executive session I moved to convene to uh well first I will call for executive session pursuant to ARS section 38-431.03 A3 A4 and A5 to receive legal advice regarding the topics listed below and to provide direction to the attorney for the public body at this time I will move to convene to an executive session motion made by Crystal checkpen seconded by Christine Pritchard motion carries we will head to Executive session at this time I'd like to reconvene the regular meeting we will move item to K1 I will move to approved superintendent contract of employment for Dr John crowto second motion made by Crystal Chaffin seconded by I don't know Don Densmore okay why
068is my not working there we go motion carries congratulations Dr kroto next I will move to adjourn the meeting motion made by Crystal Chaffin seconded by Joe Grant I just didn't understand what it was listening it's okay Miss dense more motion carries we are adjourned