Minutes of the Governing Board

Minutes of the Arvin Union School District Board of Trustees Special Meeting held on February 24, 2009 in the El Camino Real Cafeteria, 911 El Camino Real.

The meeting was called to order by Mr. Stoner at 6:30 p.m.		Call to Order

Members Present: Mr. Bill Stoner, President Mr. Albert De Leon Mrs. Anabel Rubio, Clerk Mrs. Joycene Tarver Mr. Tim Owens		Members Present

Members Absent: none		Members Absent

Staff Present: Mrs. Jerelle Kavanagh, Superintendent Mrs. Marilyn Thompson, Assistant Superintendent Mrs. Olivia Esquivel, Administrative Assistant Mr. Chris Davis, District Accountant Mrs. Debbie L. Hearron, District Secretary Mrs. Ludim Llanes, District Receptionist		Staff Present
Others Present: See attached sign in sheets for additional staff and others that were present.		Others

Mrs. Rubio led the Pledge of Allegiance.		Pledge of Allegiance
Mrs. Kavanagh announced there were no changes to the agenda. Mrs. Kavanagh welcomed the audience, extending a thank you to staff, parents and community members in attendance. Per a previous request Mrs. Kavanagh took a few minutes to explain “What is a Budget”. A budget is a living, changing document that represents the total estimated revenues and the maximum appropriations authorized by the board. She continued by reviewing types of budgeting, stating that school districts use incremental budgeting which means funds can be rolled over to the next budget year. However, this year is different. She reviewed traditional timelines for adopting budgets for both state and district level. Both state and district have fiscal budget years, July 1^st through June 30^th . Mrs. Kavanagh also reviewed steps in regards to budget development. There are three areas of budget development; revenues, expenditures and reserves. Revenues include unrestricted and restricted funds. Unrestricted funds can be used at the district’s discretion. The district receives funds from the state according to the district’s Average Daily Attendance (ADA). However in Arvin 93% of that revenue is spent on salaries and benefits for all district staff. Then there are restricted federal and state funds that are received through grants and entitlements and the district must adhere to program requirements. Expenditures are also part of the budget development because when there is over spending it can cause deficit spending and become an encroachment on the general fund, causing possible elimination of programs and reserves. Districts our size are required to maintain a 3% reserve fund at the end of each fiscal year. Mrs. Kavanagh then reviewed how the state budget will be affecting the district’s budget for the rest of 2008/2009 and 2009/2010. From the latest information given from the state, the Arvin Union School District will experience midyear cuts for the 2008/2009 school year as follows; unrestricted fund cuts will be 2.63% and restricted fund cuts will be 15%. Additional budget year cuts for the 2009/2010 school year will be as follows; unrestricted an additional 1% and restricted an additional 5%. Mrs. Kavanagh thanked Mrs. Esquivel and Mr. Davis for time and hard work preparing this budget proposal. At this time Mr. Davis reviewed revenue limit reductions for the current 2008/2009 fiscal year and the 2009/2010 fiscal year. Comparing first interim projection to current projection the reductions for 2008/2009 are $1,518,384 and the reductions for 2009/2010 are $2,660,666 for a total deficit of $4,179,050. Mr. Davis continued to review three possible levels of General Fund cuts. Level 1 has limited effects on students, Level 2 has increased effect on students and Level 3 has the greatest impact on students. Mrs. Esquivel continued to review State Categorical Programs and the effects the reduced budget will have on the current school year (2008/2009) and next school year (2009/2010). She anticipates there will be some flexibility of fund balances, however current year budget reduction is 15.4% with an additional budget reduction of 4.5% for the 2009/2010 for a total of categorical program being reduced by $529,220.00 for both budget years. Mrs. Esquivel also informed the board of a special election on May 19, 2009 which will include three propositions that would affect the state budget crisis. Mr. Davis reviewed the Federal Stimulus expressing his concern of uncertainty of how much we will receive and when we will receive funds through the state. Finally he addressed the issue with cash flow, which is essential to continue operation of our district to service the students fully. He assured the board the district is closely monitoring cash balances and expenditures to prevent cash flow problems. Mr. Stoner provided time for members of the public to comment. Mr. Donny Williams, temporarily appointed representative of California School Employees Association, (CSEA), overseeing Arvin Chapter 164 thanked the board and the administration for moving the board meeting to the El Camino Real Cafeteria. He also thanked the board for exchanging pleasantries while in public at different community events. Mr. Williams expressed that the district should provide for the public copies of all documents discussed at the meeting. Mr. Juvenal Bermudez, representing the “Community for a Better Arvin”, addressed the board with the use of the district translator. He felt the budget presentation given tonight was beautiful but it was wrong, explaining the cuts reflected should include the district office. He expressed that the education of our students is a priority and therefore should not be cut. Mr. Hector Garcia, also from “Community for a Better Arvin” felt the district should have better equipment used to transmit translation from English to Spanish and a better translator. Mr. Jose Garcia of 501 Jess St, a district employee and CSEA member, spoke in support of all classified staff. He felt parents are not aware of the various jobs that classified employees do in a days’ work to assist their children from the time they leave home in the morning until they return in the afternoon. Mr. Chuck Graham of 217 Monroe, a longtime resident of Arvin and past employee, acknowledged all the classified employees in attendance and thanked them for being present and ensuring the safety of his children along with all the children of Arvin schools. Ms. Alejandra Roman of 512 Mary expressed to the board the audience was being patient and asked the board to be patient with the parents and the audience. She also asked that a better translator be provided for the audience. Mr. Juvenal Bermudez addressed the board without the use of a translator. He asked how and why the district was planning on leaving many of the employees without jobs. Mrs. Kavanagh replied it was necessary because of state budget reductions. Mrs. Rubio asked that he speak slowly or use the district translator who was doing a fine job. Mr. Bermudez continued to address issues he felt needed to be considered before cutting jobs which was cleaning house at the top implying that cuts needed to be made at the district level as well. He strongly disagreed with the idea of reducing bus service for the students, also the district needed to provide water filters at the school sites and because families leave for vacation during the winter months students needed to have a month long winter break in December. Mrs. Kelvina Sambula of 2030 Val Verde Ct. addressed the board asking, “How will class sizes be affected by the budget cuts”? Mrs. Kavanagh explained class size reduction program now is based on a 20.44 maximum enrollment in grades K through 3^rd before penalties are enforced. Each day new information is being received from the state and as the district reviews that information it seems that the rules for class size reduction have been changed so that the district can increase class size by one or two students and penalties are going to be less than expected. Mrs. Sambula also asked if the stimulus package is given, when the district would receive those funds. Mrs. Kavanagh felt the district would not see those funds until the 2010/2011 school year. Mrs. Sambula also asked the programs that are being cut now will come back? Mrs. Kavanagh explained that in her career during financial crisis she has seen monies return but usually only to restricted programs. Mr. Donny Williams acknowledged the Principals attending the board meeting. He expressed that a violation of the Brown Act had been committed by not providing copies of budget documents to those present. He felt the board needed to consider making cuts at the district level and consider furlough days for district office staff. Mr. Chuck Graham, in support of the Vice Principals, recommended that they not be included in the possible cuts for next year. He also felt that cuts should include the district office as well. Mr. Luis Carmona of 225 Meyer St., CSEA Chapter 164 President, felt the district should have made available copies of the power point presentation twenty-four hours prior to the meeting. Ms. Martha Mortimer, Bear Mountain Elementary teacher, asked for an explanation of the three tiers presented in the budget overview. Mrs. Esquivel reviewed all three tiers and their programs which are the areas of flexibility that will be given to the districts. The flexibility allows districts to move monies from restricted funds into unrestricted funds. Ms. Mortimer expressed her support to keep Vice Principals, Attendance Clerks and Resource Officer for the coming school year. Ms. Mortimer asked if there was flexibility in using Migrant funds. Mrs. Kavanagh expressed those were federal funds and could only be used for the Migrant program. Ms. Mortimer also asked the district if positions being considered for elimination are required by the DAIT plan, how that affects the district. Mrs. Kavanagh explained there would not be sufficient funding to provide everything that is required by the State DAIT plan. Finally Ms. Mortimer suggested to the board to consider allowances provided for district administrators be reduced or removed, (i.e. vehicle allowance and cell phones.) Mr. Terry Flannigan, CSEA Representative from Oakhurst, expressed his support for all classified employees throughout the state of California. The community will not stand to have the classified staff decimated and it is not fair that the district budget reflects a 25% cut to classified staff. He hoped the board would do what is fair for the classified staff. Mr. Raul Perez, CSEA Representative from the Fresno Field Office, expressed his disappointment with the district proposed budget that included cutting more classified employees than others. He felt that the district needed to believe in economic justice; without it there cannot be peace. Therefore stop the injustice. Mrs. Jacalyn Roberts, ATA President, wanted clarification of the Level 1, 2, and 3 proposed budget cuts. Mrs. Kavanagh explained that the Level of cuts where specified as follows: Level 1 were probable cuts, Level 2 were possible cuts and Level 3 were probably not cuts. These cuts are from the general fund. Mrs. Kavanagh also assured Mrs. Roberts that the reductions were being considered with the students’ best interest in mind. Mrs. Roberts asked if the Administration at the district office were being considered in the budget cuts. Mrs. Kavanagh replied that they would be considered. Finally Mrs. Roberts expressed her disappointment that the board members were not given a letter of correspondence from Sierra Vista staff sooner than tonight’s meeting. Mr. Donny Williams thanked Mrs. Tarver for her service to the district as a retired classified employee and former member of CSEA. He addressed Mrs. Kavanagh and asked her if she would be willing to take the same cut in pay as the classified employees. Ms. Adriana Andino, Bear Mountain Elementary School Secretary and past CSEA president expressed to the parents her appreciation of the attendance in support of the classified employees. Ms. Andino reiterated how classified staff goes unnoticed for their hard work for the district. She continued to share that not everyone’s job was on the line but others were here in support of those whose job may be reduced or eliminated. Mr. Stoner announced the end of public communication at 8:40 p.m. and proceeded to discuss budget reduction priorities with no action being taken. Mrs. Kavanagh informed the board the district had been notified of possibly two classified employees considering retirement. The cost savings would be approximately $50,000 if they were not replaced. Mrs. Rubio requested a review of the number and job descriptions of staff in the MOT and Warehouse departments. Mrs. Kavanagh shared that the RSP Teacher being considered for layoff was due to the fact there were less students to be serviced for next year and it would be necessary to eliminate Special Education Aides, also. She recommended considering changing the number of work days for Attendance Clerks back to 180 days. Mrs. Tarver was concerned about the dollar amount spent on substitute custodians. Mrs. Kavanagh reported that the MOT department had overspent their budget in this area this year and the district would be reviewing this expenditure. Mr. Stoner made a suggestion of combining the responsibilities of the Director of Special Education and the Director of Student Services. Also to review the possibility of having a cap on employee health and welfare benefits the district would pay. Mrs. Kavanagh responded to Mr. Stoner explaining the Director of Special Education was only contracted for three days a week. She also explained the legal issues are huge when it comes to servicing, transporting and funding of all Special Education programs. Mrs. Kavanagh explained the Director of Student Services monitors sixty-six categorical programs and sees that the district stays in compliant with the DAIT guidelines. Mrs. Kavanagh said yes the jobs could be combined, but this would force an Administrator to be bumped from one of the school sites. Mrs. Kavanagh explained benefit caps could be considered at negotiations. Currently $179,000 of General Funds and $64,556 of Categorical Funds are in the budget for health and welfare benefits as the increase for 2009/2010. SISC reports annual increases in premiums each year in October. The district could look at alternative packages for both unions. Mrs. Tarver recommended reducing the district administrators at least by one. Mr. Stoner asked how the Family Resource Center was funded. Mrs. Kavanagh explained it was supported by First Five – Prop 10 monies. There is a proposition on the May ballot that would cut funds to this program and it is uncertain as to the potential outcome of the elections. If it is not passed, the funds could be cut or eliminated in Arvin. Mr. De Leon asked if the district considered removing the Resource Officer how would the district take care of their responsibilities. Mrs. Kavanagh explained those responsibilities would be picked up by the Administrators and Attendance Clerks. Mrs. Rubio asked if the district was only considering the proposed Level 1 reductions at this time. Mrs. Kavanagh said she may need to consider some of the Level 2 reductions. She explained the district was looking at eliminating and/or reducing city bus routes and felt this would allow more time for custodian/drivers to spend cleaning the facilities. She reiterated that the country children and special education children would continue to be serviced. Mr. Stoner was concerned and asked if the process of combining bus routes eliminates drivers, do those drivers lose their stipend for that bus route? Mrs. Kavanagh replied, yes and explained a driver with a license and route receives $130 per month and a driver with a license and no route receives $35.00 per month. Mrs. Tarver asked if the Summer Speech Pathologists were negotiated. Mrs. Kavanagh’s reply was no. Mr. Owens asked if there are any changes to Deffered Maintenance funds and state contributions. Mrs. Esquivel explained there has been no update from the state at this time. Mrs. Rubio suggested not eliminating any Vice Principal positions but consider keeping the Campus Supervisor and Counselor at Haven Drive and moving the Vice Principal back to El Camino Real Elementary. Mr. Owens asked if there were any certificated staff retiring. Mrs. Kavanagh informed the board there was possibly one resigning and one retiring. Mrs. Tarver inquired about the Tech Specialist and Summer Tech Assistants. Mrs. Kavanagh explained there is one full time Technology Coordinator, one full time Network/Data Technician and one six hour Tech/Resource Assistant. She also shared that teachers are hired at their school site as tech assistants to help with equipment problems. Some of these tech assistants are used during summer school but the district is considering using classified staff to work during summer. The district would consider reducing the number of tech assistants at each school site. Mr. Stoner asked if cutting summer school for a year would help the budget. Mrs. Kavanagh explained that summer school was reduced during 2008; having only Migrant classes and two severe handicapped Special Education classes. Mrs. Rubio expressed concern that the district was considering eliminating bus routes. Her suggestion was to review the possibilities of reducing or combining some city routes. Mrs. Kavanagh assured Mrs. Rubio that parents would be properly notified whatever the decision would be. Mrs. Kavanagh also informed the board she has met with Mr. Valdez, Warehouse Foreman to consider reducing the warehouse supply budget for next year. Mr. Owens asked if substitute custodians are used every day in the district. Mrs. Kavanagh informed him they were not. Mrs. Rubio shared that she had received an email from a certificated staff suggesting reducing the classroom supply budget. Mrs. Rubio suggested approaching parents to help with the cost of providing school supplies for their children. She also asked Mrs. Kavanagh to meet with her administrators and discuss what they could give to help the budget. Mrs. Kavanagh informed the board that last year she and Mrs. Thompson gave up excessive sick days that had been contracted with the previous administration. Also Mrs. Kavanagh shared that the teachers had added two days to their contract year while the administration had not. Mr. Stoner thanked Mr. Davis and Mrs. Esquivel for their report and asked for a motion to adjourn. On motion of Mr. Owens, seconded by Mr. De Leon, the board unanimously adjourned the meeting at 9:43 p.m. Clerk_______________________________ Secretary____________________________		Adoption of the Agenda Reports and Communications- Mrs. Kavanagh Reports and Communications- Mrs. Kavanagh Mr. Davis Mrs. Esquivel Mr. Davis Public Comments Mr. Williams Mr. Bermudez Mr. H. Garcia Mr. J. Garcia Mr. Graham Ms. Roman Mr. Bermudez Mrs. Sambula Mr. Williams Mr. Graham Mr. Carmona Ms. Mortimer Mr. Flannigan Mr. Perez Mrs. Roberts Mr. Williams Ms. Andino Mr. Stoner Mrs. Kavanagh Mrs. Rubio Mrs. Kavanagh Mrs. Tarver Mr. Stoner Mrs. Kavanagh Mrs. Kavanagh Mrs. Tarver Mrs. Stoner Mr. De Leon Mrs. Rubio Mr. Stoner Mrs. Tarver Mr. Owens Mrs. Rubio Mr. Owens Mrs. Tarver Mr. Stoner Mrs. Rubio Mr. Owens Mrs. Rubio Mr. Stoner Adjournment