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Minutes- October 4, 2016 - Regular Board meeting

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DOUGLAS UNIFIED SCHOOL DISTRICT 27

DOUGLAS, ARIZONA

Board Room 5:30 PM

Central Administration Building October 4, 2016

Special Board Meeting

Minutes of the Board

PRELIMINARY MATTERS

CALL TO ORDER: Dr. Edward Gomez, President

PRESENT Ms. Susan Kramer, Member

Mr. Natalio Sabal, Member

Mr. Lindemann, Member

Mr. Mario Ramos, Member

Others Present: Ron Aguallo, Superintendent

Carol Perez, Executive Assistant

APPROVAL OF MINUTES:

Motion was made by Ms. Kramer to approve the minutes. Motion was seconded by Mr.

Sabal. Motion carried with five aye votes.

Approval of minutes:

September 13,2016 –Special Board meeting

SUMMARY OF CURRENT EVENTS:

Mr. Aguallo introduced Ms. Chaelyn Fredrickson and Ms. Camille Altree who received

a letter of appreciation and certification for the 2016 CRWP Scoring Exchange.

Mr. Aguallo addressed the Board and introduced the Students of the Month (SOM), the

Students on a Roll (SOAR).

Mr. Aguallo reported on the teacher data. He reported we have 22 emergency teacher

certificates, 8 long term subs, we use about 20 substitutes a day, no teachers doing

combo classes. Mr. Aguallo reported it is hard to get teachers here is because of salary,


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the national association test is difficult to pass, the location of our town, and not enough

people going into education. There is a shortage of 8,000 positions statewide and 500

teachers abandoned their positons just in the Phoenix Metro area alone within the first

two months of school.

Mr. Cesar Soto, Business manager, reported on the Certificate of Achievement for

Excellence in Financial reporting to the Business Office.

GOVERNING BOARD MEMBERS:

Mr. Ramos commented on the Business Office receiving the Financial Award and

appreciates their hard work.

Ms. Kramer congratulated the Business Office on receiving the Financial Award.

Mr. Sabal commented on the Business Office receiving the Financial Award.

Mr. Lindemann congratulated the Business Office on receiving the Financial Award and

commented that all employees are working extra hard.

Ex-Officio Board member:

Evelyn Burgos reported on the DHS events for the month of October.

CALL TO THE PUBLIC:

None

CONSENT AGENDA ITEMS:

At this time of the agenda, Mr. Aguallo stated he wanted to exclude v. other “Dean of

Students” for further discussion.

Motion was made by Ms. Kramer to approve the consent agenda with the exception of

items 2.v. other & 3. ii. addendum. Motion was seconded by Mr. Sabal. Motion carried

with five aye votes.

In discussion., Mr. Sabal asked for an explanation on the addenda for Mr. Meechan. Mr.

Aguallo stated that the addendum is for extra duties and responsibilities with

marketing and public relations.

There being no further discussion, motion was made by Ms. Kramer to approve the

addendum for Mr. Eric Meechan for the extra duties and responsibilities. Motion was

seconded by Mr. Lindemann. Motion carried with five aye votes.


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In discussion, Mr. Aguallo stated that as the superintendent he has to move employees

around which include IA’s, teachers and administrators. In trying to get better

coverage in one of our schools he would have to move an administrator. Mr. Aguallo

stated he did not foresee making a new assistant principal positon because of the

financial status. A Dean of Students could be someone that is moving into an assistant

principal role and could also help with discipline. Mr. Aguallo stated he is presenting a

job description first before he hires anyone for this position.

In discussion, Mr. Sabal commented that the concept is fine but does not think this item

belongs on the consent agenda. Mr. Sabal said would like to have further discussions at

the next meeting or wait until next year when we have a new Board present about this

job description.

In discussion, Mr. Aguallo stated that he would first approve the job description before

posting the job. The immediacy of making this move is to try to improve the school and

the leadership.

In discussion, Mr. Sabal asked to table this item.

In discussion, Dr. Gomez commented that this isn’t about hiring anybody it’s about

approving the job description for the Dean of Students.

In discussion, Mr. Lindemann commented he would also like to discuss this item in

January when they have a new Board.

There being no further discussion, Mr. Sabal motioned to table the job description

“Dean of Students “until January. Motion was seconded by Mr. Lindemann. Motioned

carried with three ayes and two nays (Gomez & Kramer)

Approval of the following consent agenda items:

1. Payroll and Expense Vouchers: (If there are any questions regarding vouchers, details may be obtained at the District Office Monday through Friday from 7:00am-

4:00 p.m.)

i. Expense Voucher: 1003,1003,1004,1004,1005,1036

ii.Payroll Voucher: 6

2. HR items for certified staff as follows:

i. Hires-


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Substitute teachers-2016/17 SY (M&O)

o Jennifer Vaquera

o Timothy McKenzie

o Sergio Garcia

o William Tardibuono

o Yarely Velasquez

o Ashley Aguilar

o Thelma Molina

o Bernardo Cruz

o Barbara Richardson

o Iveth Casillas

o Mary Forrest

o Eleni Uhrinek

o Andrea Barton-Morales (21st Century grant)

o Wendy Parra (21st Century grant)

ii. Addenda-

• Approval of extra duties/responsibilities for certified personnel for the

2016/2017 SY (M&O)

o Bianca Hernandez Math Dept. Chairperson

o Norma Ramos Junior Class Sponsor

o Jose Hinojos Junior Class Sponsor

o Mark Zepeda Freshman Class Sponsor

o Mia Montano Freshman Class Sponsor

o Martha Alonso Senior Class Sponsor

o Angel Ortega Sophomore Class Sponsor

iii. Retirement-

Angelica Chavez, School Improvement Specialist- retirement effective

July 5, 2017.

iv. Volunteers-

o Maria Davila Joe Carlson

o Alejandra Romero Sarah Marley

o Barbara Grijalva District-wide

Approval of Cochise College students, enrolled in Introduction to

Education, to complete classroom observation hours during the 2016

fall semester.

o Jonathon Arvizu

o Shannon De la Torre

o Ondrea Estrada


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o Danielle Hurtado

o Ana Morales

o Kayla Munoz

o Elsa Orosco

o Anna Silva

o Crystal Vega

o Carolina Barreda

o Grecia Castillo Villega

o Viridiana Dominguez

o Alondra Esino

v. Other- (This item was tabled)

Approval of Dean of Students job description. (M&O) (attached)

3. HR items for classified staff as follows:

i. Hire-

o Rene Mora, DHS Campus monitor (M&O)

o Edith Rivera, Computer Tech I (M&O)

o Dulce Rodriguez, HMS, Instructional Aide (M&O & Spec. Ed.)

o Robert Carrillo, DHS, Instructional Aide (IDEA)

o Alma Chavez, DHS, Instructional Aide (IDEA)

o Al Figueroa, DHS, Instructional Aide (JTED)

o Monica Rojas, 21st Century Data Clerk (21st Century CCLC)

ii. Addendum-

o Eric Meechan, extra duties/responsibilities (Marketing & PR) 16/17 SY

(M&O)

iii. Resignation/Retirement -

o Lidia Osuna, Food Service –resignation effective 9.30.16

o Abraham Durazo, Custodian- resignation effective 9.16.16

o Eric Ortiz, Instructional Aide-resignation effective 9.8.16

o Consuelo De La Mora, Instructional Aide-retirement effective 9.30.16

o Daniel Rosales, HMS, Custodian- retirement effective 1.1.2017

o Elsa Escarcega, Payroll Specialist-retirement effective 6.30.17

o Barbara Escarcega, GFA/Procurement Specialist-retirement effective August 21,

2017.

iv. Other-

o Elaine Frisby, Instructional Aide, increase in hours from 5.5 hrs. to 7 hrs.

(M&O & Sped)


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o Marta Anaya, Food Service worker, increase in hours from 3.5 hrs. to 5.5

hrs. (510-Food Service)

o Hilda Padilla, Sarah Marley, Instructional Aide- leave of absence request

for the reminder of the semester. Will return in January 2017.

ACTION ITEMS: (Items for Consideration, Discussion, Direction and Possible

Approval)

Discussion/action on approval of donations received by DUSD #27

Donation of books from Javier Lopez to the DUSD Elementary Schools (approx.

value $1,000)

Donation of books from Ayn Rand Institute to the DHS Book Club. (approx.

value $420.00)

Donation of $100 gift card from Walmart to the New Student Center.

Donation of $3,278.12 from DD’s Discount to Stevenson School

$4,140 Grant from the AZ. Community Foundation of Cochise to Stevenson’s

school computer lab to purchase Chromebooks.

Donation of $200.00 from the Douglas Run/Walk for the Cure to Stevenson

school.

Motion was made by Ms. Kramer to approve the donations as presented with grateful

thanks. Motion was seconded by Mr. Sabal.

In discussion, Mr. Sabal and Mr. Lindemann both agreed to remove the book donations

from Ayn Rand Institute until the books are reviewed.

Motion was made by Mr. Lindemann to remove the books donated from Ayn Rand

Institute. Motion was seconded by Mr. Sabal. Motion carried with four aye votes one

nay. (Kramer)

Discussion/action on approval of the First Reading of the following Policy Service

Advisory.

GCQEA (New Policy) Retirement of Professional/Support Staff Members

Mr. Aguallo stated that this policy is for the employees going on Smartschools.

Employees have the option to return to the District as a District employee after

serving three years with the private entity.


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Motion was made by Mr. Lindemann to approve the first reading of the following

policy advisory. Motion was seconded by Ms. Kramer. Motion carried with five aye

votes.

Discussion/action on approval of the Second Reading on the following

Policy Services Advisory:

Policy Advisory No. 552............................................ Policy EBAA— Reporting of

Hazards/Warning Systems

Policy Advisory No. 553 (NEW POLICY) ......... Policy IHAMC—Instruction and

Training in Cardiopulmonary Resuscitation

Policy Advisory No. 554................... Policy IKE-RB— Promotion and Retention

of Students

Policy Advisory No. 555........................... Policy IKF— Graduation

Requirements

Policy Advisory No. 556............................... Policy JC— School Attendance

Areas

Policy Advisory No. 557............. Policy JFABD — Admission of Homeless

Student

Policy Advisory No. 558........................................ Policy JFB — Open

Enrollment

Policy Advisory No. 559...................................... Policy JICI — Weapons in

School

Policy Advisory No. 560............... Policy JJJ— Extracurricular Activity

Eligibility

Policy Advisory No. 561............................ Regulation JL-RA — Student

Wellness

Policy Advisory No. 562.....................Policy JLCD — Medicines/Administering

Medicines to Students

Policy Advisory No. 563 (NEW POLICY) ............... Policy JRR — Student

Surveys

Policy Advisory No. 564............................. Policy KB — Parental Involvement in

Education

Policy Advisory No. 565 (DELETE POLICY) ................. Policy KFAA —

Smoking on School Premises at Public Functions

Policy Advisory No. 566......................... LC — Relations with Education

Research Agencies Policy IIE-…………………………. Student Schedules and Course Loads

Policy DGD-R- Regulation……………………………………. Credit Cards

Motion was made by Ms. Kramer to approve the second reading of the following

policy services advisory. Motion was seconded by Mr. Ramos motion carried with

five aye votes.


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Motion was made by Ms. Kramer to approve the second reading on the following

policy services advisory with the corrections mentioned by Mr. Aguallo. Motion was


Discussion/action on approval of FY 2016 DUSD#27 Annual Financial Report.

Mr. Soto, Business Office Manager, addressed the Board and reported that last year we

started the year with $2.9 million in the red. At the end for fiscal year 2015 we are now

$1.1 million in the black. Mr. Soto commented that several things happened that weren’t

expected and let to the turnaround of $4,076.042. We had $894,000 savings in

expenditures for the year which means we had a budget of $18,337,260 which we only

spent $17,443.00. We also had an increase in property taxes and that brought in $925,000

and there was additional money received from the State of $276,000 for student growth.

Those figures alone are close to $2 million that we knew they were coming in. We then

got the Prop 123 money. Mr. Soto said we got 1.6 million from the State who went back

and recalculated their figures on the equalization by the state were from the years 2013-

15 that the county was not assessed correctly. All of those events made us come out of

the red of the 2.9 million. Now that we are in the black it doesn’t mean we can start

spending like before. We now know where the tax rate should be in order for us to be

financially stable. We also need to be conservative going forward. Mr. Soto said he

wants to increase the beginning balance so that he does not have to use the line of

credit.

Mr. Soto stated he wanted the district to have enough money set aside for two months’

worth of payroll in case the State shall fall behind on its payments again then the

district will not be forced to use the line of credit like we have been using.

Mr. Soto thanked the tax payers and the departments at the school sites for their

understanding and cooperation with the Business Department. This was a very difficult

year money wise and we are hoping the coming years will not be as difficult.

Mr. Ramos commented he was in shock.

Mr. Aguallo gave kudos to the Business Department and the process they put in place

and he also thanked all tax payers. Our goal was to be out of debt in two and a half

years. Three years in a row we were in debt. He said this is a good accomplishment for

the district and the community to be out of debt in one year. The ultimate goal for the

district is to run solidly for two months on payroll and expenditures.


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There being no further discussion, motion was made by Ms. Kramer to approve the Fiscal

year 2016 DUSD Annual Financial report. Motion was seconded by Mr. Lindemann.

Motion carried with five aye votes.

Discussion/action on Governing Board self-evaluation.

In discussion, Mr. Aguallo commented that the Board brought their evaluations in and

they were aggregated with the comments.

In discussion, Mr. Lindemann commented that this Board has done a very good job of

working together in guiding the district. They have shown good leadership and with the

superintendent leading the way. They have done good things like giving raises to the

employees and have gotten out of debt. We have some scores rising throughout the

district.

In discussion, Mr. Ramos agreed with Mr. Lindeman’s comments and the Board has

made wise decisions without any conflicts.

In discussion, Mr. Sabal echoed with Mr. Lindemann comments and they are in the right

direction, we have dedicated employees and have come a long way. Mr. Sabal thanked

Mr. Aguallo and his staff. He noticed a lot of good employees are retiring and takes the

retirement with regrets. He thinks highly of the school district.

In discussion, Dr. Gomez, thanked the Board in conducting themselves so well in the

meetings and making his job easier for him as the Board president.

There being no further discussion, motion was made by Ms. Kramer to approve the 2016

Governing Board self-evaluation as presented. Motion was seconded by Mr. Sabal.

Motion carried with five aye votes.

Discussion/action on ASBA awards nomination given to the School Board and

individual members.

In discussion, Ms. Kramer said that every year in December, ASBA gives out various

awards and they were qualified for two of them. One was for her since she is retiring

from the school board after two terms and the other was for Dr. Gomez for the all-

around ASBA individual school Board member. ASBA chooses from the people who are

nominated and the Board needs to approve Dr. Gomez’s nomination. Ms. Kramer said


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that Mr. Lindemann will write the letter of endorsement for Dr. Gomez. The board

needs to approve both nominations.

Motion was made by Mr. Ramos to approve the nominations for Dr. Gomez and Ms.

Kramer. Motion was seconded by Mr. Sabal. Motion carried with five aye votes.

Discussion/action to set a date by which members of the public interested in becoming

a Board member to replace a vacancy must submit letters indicating a desire to be

appointed to the position to Cochise County Superintendent of Schools, Trudy Berry.

Dr. Gomez gave an update that there were three openings for Board members. Mr.

Sabal submitted his name in time to be on the election and Mr. Ray Borane submitted

his name as a write in candidate. There is one vacancy left and the Board has to set a

date for interested parties to submit their letters to the Cochise County Superintendents

office.

Mr. Lindemann commented that he was under the impression that Mrs. Berry was not

running again and he thinks it is appropriate to wait until the new elected

Superintendent takes office.

Dr. Gomez commented that Mrs. Berry was not going to appoint anyone but the letters

need to be submitted for the new Superintendent.

Mr. Aguallo commented that the Board needs to set a date for the letters to be

submitted.

Motion was made by Mr. Lindemann to set the date from October 5th to December 15th

for the interested parties to submit letters to the Cochise County Office for the vacant

Board position. Motion was seconded by Mr. Ramos. Motion carried with five aye

votes.

REPORTS/DISCUSSION ITEMS:

Business office Reports:

Mr. Cesar Soto addressed the Board and reported that there are salaries that need to be

encumbered in the maintenance and operation budget


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Enrollment Report-

Mr. Aguallo reported that we have 4033 students enrolled for the month of September.

Request for future agenda items:

At this time of the agenda, the Board agreed to bring back the job description “Dean

of Students” in the November 9th Board meeting.

UPCOMING EVENTS:

Next Regular Board meeting………November 1, 9, 2016 @ 5:30 P.M.

Holiday-

o Fall Break-October 10-14, 2016

o Monday, October 10, 2016-Columbus Day (All districts- offices closed)

ASBA Cochise County Meeting …… Tuesday, October 18, 2016 @ 5:00 p.m. @

Coronado Elementary School Gymnasium, 5148 S. Coronado School Dr.,

Sierra Vista.

EXECUTIVE SESSION

A. The Governing Board may vote to move into executive session, pursuant to A.R.S. §38-

431.03(A) (1) for the purpose of a personnel matter, consideration of resignation and

release of 2016/2017 certified teacher contract request. No Board action is taken during

executive session. Should the employees wish to have this matter heard in open session,

it shall be conducted in open session at this point in the agenda.

Motion was made by Mr. Lindemann to enter into executive session. Motion was

seconded by Mr. Sabal. Motion carried with five aye votes.

Meeting moved into executive session at 6:45 p.m.

The Board shall reconvene in open session.

Motion was made by Ms. Kramer to resume open meeting at 6:50 p.m. Motion was


1. Discussion/action on request of release of FY 2016/2017 contract release

submitted by Susan Thiem, certified teacher.

Motion was made by Ms. Kramer to approve the 2016/2017 contract release submitted

by Mrs. Thiem, certified teacher without liquidated damages and eligible for rehire.

Motion was seconded by Mr. Lindemann. Motion carried with five aye votes


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ADJOURNMENT

Meeting was adjourned at 6:58 PM.

Minutes prepared by Carol Perez, Executive Assistant/Board Secretary.

These minutes were approved by the Board at their meeting on November 9, 2016.

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