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1 PLACE: BOARD ROOM ADMINISTRATION BUILDING 25 CHURCHILL AVENUE, PALO ALTO, CALIFORNIA DATE: TUESDAY, MARCH 23, 2004 TIME: 5:30-6:30 P.M TENURE CELEBRATION 6:30 P.M. CLOSED SESSION 7:00 P.M. OPEN SESSION PALO ALTO UNIFIED SCHOOL DISTRICT BOARD OF EDUCATION AGENDA REGULAR MEETING BOARD OF EDUCATION MEETINGS ARE CABLECAST LIVE ON CABLE SERVICES CHANNEL 28. To address the Board of Education, please read the instructions on the back page of this agenda. I. OPENING II. A. Call to Order 6:30 p.m. Anyone wishing to address the Board regarding Closed Session items may do so at this time. B. Recess to Closed Session (Conference Room A) 6:30 p.m. Action Conference with Labor Negotiators, Dr. Marilyn Cook regarding PAEA and CSEA pursuant to Government Code C. Reconvene in Open Session (Board Room) D. Approval of Agenda Order Action ACKNOWLEDGEMENTS AND RECOGNITIONS A. Acknowledgements and Recognitions Information 1 The Board will acknowledge the work of Dorothy Kaplan for her many years of service to the District. The District has received notice that its budget document has received the Association of School Business Officials International (ASB) Meritorious Budget Award. The Board will recognize Cathy Mak and Dorothy Kaplan for their work on this project. The Board will acknowledge teachers who have achieved permanent status. B. Student Board Member Reports Information C. Superintendent s Report Information III. APPROVAL OF CONSENT CALENDAR Action These agenda items are considered routine and will be approved in one action without discussion. If a Board member requests that an item be removed from the Consent Calendar or a citizen wishes to speak to an item, the item will be considered under Action Items. A. Certificated Personnel Actions Consent 2 It is recommended the Board approve the certificated personnel actions as presented. ( ) Page 1

2 IV. B. Classified Personnel Actions Consent 3 It is recommended the Board approve the classified personnel actions as presented. C. Approval of Minutes Consent 4 The Board will consider approving minutes from their February 24 and March 3, 4, 9, and 11, 2004, meetings. D. Amendment to Specifications of Proprietary Items for Construction Under the Public Contract Code This item recommends amendment of a previous finding by the Board of Education for approval of proprietary items for products and services for construction on District projects to reflect industry changes since May PUBLIC HEARING A. Approval of the Memorandum of Understanding with the California School Employees Association (CSEA) #301 The Board will conduct a public hearing on this MOU with CSEA. Consent 5 B. Resolution Developer Impact Fee (12) The Board will conduct a public hearing on the proposed resolution increasing the school impact fee for residential development to $2.24 per square foot and commercial/industrial development to $.36 per square foot. The item will be considered for Board action later on this agenda. V. ACTION / DISCUSSION / INFORMATION ITEMS A. Probationary Certificated Staff Members Recommended for Action 6 Permanent Status The Board will consider taking action to accept the recommended certificated staff members for permanent status. B. Blue Ribbon Task Force Countywide Education Ballot Initiative Information 7 Members of the task force will make a presentation regarding this initiative. C. Proposed Approval of the Memorandum of Understanding with the California School Employees Association (CSEA) #301 The Board will consider approving an MOU with CSEA regarding furlough days as discussed at the March 9, 2004, meeting. D. Proposed Approval of Implementation of Furlough Days for Non-represented Employee Groups The Board will consider approving furlough days for non-represented groups as discussed at the March 9, 2004, meeting. E. Initial Proposals of the Board of Education for Negotiations with Palo Alto Educators Association (PAEA) (8) Action 8 Action 9 Discussion 10 The current two-year collective bargaining agreement between the District and PAEA will end on June 30, In anticipation of these negotiations, the Board will propose articles for negotiation. This item will be addressed in closed session prior to being presented in open session. No enclosure will be presented until open session. F. Certification of English Literature Books Gunn High School Discussion 11 Gunn High School has proposed to use IMFRP funds to purchase additional copies of English books currently in use. In accordance with requirements of legislation, the Board of Education must certify that the books are aligned with the State English Content Standards. The books are available for review at the District office. ( ) Page 2

3 G. Adoption of Resolution Developer Impact Fees Adjustment Action 12 The proposed resolution increases the school impact fee for residential development to $2.24 per square foot and commercial/industrial development to $.36 per square foot. H. Adoption of Resolution Authorization to Issue of Tax Action 13 and Revenue Anticipation Notes (TRANS) The District has issued Tax and Revenue Anticipation Notes (TRANS) every year since This item requests authorization to issue TRANS for I. Award of CM/GC Contract for Palo Alto High School Lockers and Action 14 Showers Renovation This recommendation for award of a CM/GC contract for Palo Alto High School lockers and showers renovation will be presented at the meeting. J. Update on District Modernization and Construction Projects Information 15 Monthly update on district modernization and construction projects in progress. VI. VII. VIII. IX. OPEN FORUM Anyone wishing to address the Board on non-agenda items may do so at this time. Comments are taken as close to 9:00 p.m. as possible. BOARD MEMBERS REPORTS / CORRESPONDENCE / BOARD OPERATIONS / RECOGNITION This is an opportunity for Board members to address activities, correspondence, and operations, and to acknowledge or recognize specific programs, activities, or personnel. A. Reports B. Correspondence C. Operations D. Acknowledgements and Recognition RECESS TO CLOSED SESSION (continued) If the Board did not complete Closed Session items as listed in I.B., they will recess to closed session to do so at this time. ADJOURN ( ) Page 3

4 BOARD OF EDUCATION Attachment: Information 1 PALO ALTO UNIFIED SCHOOL DISTRICT Date: TO: FROM: SUBJECT: Mary Frances Callan, Superintendent Robert F. Golton, Deputy Superintendent Recognition of Dorothy Kaplan Dorothy Kaplan has been with the District since 1978 when she started as School Improvement Program (SIP) Coordinator at Escondido School. Those were the first years of the SIP program, when the District was trying to figure out how to comply with the State requirements. Dorothy worked at the school level and also the district level to help shape the program. She stayed at Escondido for five years. In 1983 Dorothy moved to the District Office to help with the management of surplus property. During that time of declining enrollment and revenues, the District was closing under-populated schools. Dorothy was involved with the leasing of some of the sites and the development and sale of other sites. In 1988 Dorothy moved into the position of secretary to the Business Manager and eventually, Projects Specialist. In the 16 years she was there, she worked with three Business Managers. As part of her responsibilities in the Business Office, she developed and managed new programs such as bus passes, parcel tax exemptions, and school impact fees. For 15 years she produced the annual budget book, which for the past six years has earned the prestigious Association of School Business Officials (ASBO) Meritorious Budget Award. The award plaques hang in the front hall of the District Office, and the covers of the budget books are displayed on a wall in the Business Office. She also co-authored, with Bob Golton, an article on developing budget books that was published in the CASBO Journal. When the District began to enter the world of technology, before we had an IT department, Dorothy played a major role in the installation of computers and networks in all of the sites. She also performed much of the testing and evaluation of the software applications used in the office setting. She became known throughout the District as a computer guru and, in the years before the IT department and Help Desk were established, was called on for troubleshooting and instruction. This experience gave Dorothy some insight into why some people were having a hard time using their computers. She developed a course in Macintosh Basics, which she taught at Palo Alto Adult School for a number of years. She also developed and taught short courses in a variety of topics for staff development and brown bag lunch sessions. In 1999 she was recognized by the California Council for Adult Education for excellence in teaching. Dorothy was born and raised in New York City. She has a B.A. degree from Queens College of the City University of New York, where she majored in Education. She taught elementary school for a

5 few years before moving to California. She is married to Joel Kaplan and has two grown sons who were educated in Palo Alto schools. In addition to her 26 years working for the District, Dorothy has volunteered many hours in the classroom, with the PTA, on school site councils, and on numerous committees.

6 BOARD OF EDUCATION Attachment: Information 1 PALO ALTO UNIFIED SCHOOL DISTRICT Date: TO: FROM: SUBJECT: Mary Frances Callan, Superintendent Robert F. Golton, Deputy Superintendent Recognitions Related to Meritorious Budget Award BACKGROUND The Association of School Business Officials, International (ASBO) established a Meritorious Budget Award program to encourage and recognize excellence in school district budgeting. The award is given only to districts that have met or exceeded the Meritorious Budget Award criteria. Palo Alto Unified School District has been notified that it has received the award for the budget. This is the sixth consecutive year that we have received this award. In their overall summary, the reviewers remarked: This is an outstanding budget! It is among the best, if not the best, budget presentation seen by the assigned reviewers. The district, administration and business office staff is to be congratulated for its outstanding work. This award is the result of contributions from a number of people throughout the district, but today we would like to acknowledge two individuals, Dorothy Kaplan and Cathy Mak, for their work on the budget document. Dorothy is responsible for the coordination, design, graphics, and production of the budget document. Cathy is responsible for all of the financial pieces of the budget document. RECOMMENDATION This item is for information only. No action is necessary.

7 BOARD OF EDUCATION Attachment: Action 1 and 6 PALO ALTO UNIFIED SCHOOL DISTRICT Date: TO: FROM: SUBJECT: Mary Frances Callan, Ph.D., Superintendent Marilyn Cook, Assistant Superintendent, Human Resources Probationary Certificated Staff Members Recommended for Permanent Status The staff members named on the attached list will complete their second probationary year in the Palo Alto Unified School District at the end of the school year and are recommended by their supervisors for permanent status. We regard the decision to grant permanent status as by far the most important Human Resources decision we make; and we design our selection, support, and assessment processes for teachers to ensure that all those recommended for this status meet all thirteen of the PAUSD Teaching Performance Standards (summary attached). Our selection process involves careful screening of applications and references, interview panels consisting of principals and/or instructional supervisors at the appropriate level or subject area, and observation of the candidate in a teaching situation. Once hired, new teachers participate in a support program that includes District and site level orientation and training, Beginning Teacher Support and Assessment (BTSA) coaches and Peer Assistance and Review (PAR) consulting teachers, and released time to observe experienced teachers. Assessment of probationary teachers involves three interim written assessments per year based on multiple observations by site principals and instructional supervisors; summary evaluations each year; review of other information about teacher performance, including student and parent input; and additional observations by the Superintendent s staff and by principals or supervisors from other school sites. All information about the performance of Probationary 2 staff members is reviewed by the Superintendent s staff prior to the final decision recommendation regarding permanent status. Recommendation It is recommended that the Board of Education re-elect these certificated staff members to positions in the Palo Alto Unified School District for the school year, thereby granting them permanent status.

8 BOARD OF EDUCATION Attachment: Consent 2 PALO ALTO UNIFIED SCHOOL DISTRICT Date: Certificated Personnel Items for the Meeting of: March 23, 2004 ACTION ITEMS: I. APPOINTMENTS NAME EFF. DATE ASSIGNMENT Substitutes Allen, Tarin 2/21/04 Substitute Teacher Budrow, Mary Sue 3/8/04 Substitute Psychologist Gres, Clotilde 3/15/04 Substitute Teacher Karim, Nasreen 2/25/04 Substitute Teacher Raby, Linda 3/10/04 Substitute Teacher Riordan, Mary 2/27/04 Substitute Teacher Schouweiler, Joseph 2/26/04 Substitute Teacher Wheelock, Erica 3/8/04 Substitute Teacher Hourly None NAME EFF. DATE ASSIGNMENT NAME EFF. DATE ASSIGNMENT Short Term Assignment None NAME EFF. DATE ASSIGNMENT TIME EXP. DEGREE UNITS STATUS Temporary0 None Temporary None NAME EFF. DATE ASSIGNMENT TIME EXP. DEGREE UNITS STATUS Probationary 0 None Probationary I None Probationary II None Special Contract None Intern None Other None II. LEAVES NAME POSITION DURATION TYPE REASON Douglas, Heather Teacher Barron Park 8/19/04 6/10/05 Straight Leaving Area

9 III. RESIGNATIONS ACCEPTED NAME EFF. DATE ASSIGNMENT REASON YRS. OF SERVICE Barnes, Diana 6/11/04 Teacher J. L. Stanford & Jordan Personal 3 Yrs. Coons, Susan 6/11/04 Teacher J. L. Stanford Personal 2 Yrs. Ellman, Madeleine 6/11/04 Librarian Ohlone To Study 2 Yrs. Jackson, Carl 6/11/04 Teacher Terman Personal 1 Yr. MacLeod, Susan 12/31/03 Teacher Addison Stay Home 4 Yrs., 5 Mos. Matthews, Gina 6/11/04 Teacher Terman Personal 5 Yrs., 5 Mos. McKenzie, Kate 6/11/04 Teacher on Leave (Gunn) Personal 6 Yrs. McNeely, Judy 6/11/40 Librarian Duveneck Personal 1 Yr., 7 Mos. Munro, Ann 6/11/04 Teacher on Leave (Palo Alto) Leaving Area 7 Yrs. IV. EARLY RETIREMENT REDUCTION IN CONTRACT NAME PRESENT STATUS NEW STATUS EFFECTIVE Tagle-Aviles, Isabel Teacher/Gunn 100% Teacher/Gunn 60% 8/19/04 Westre, Yvonne Teacher/Terman 100% Teacher/Terman 80% 8/19/04 V. RELEASE OF TEMPORARY EMPLOYEES None NAME EFF. DATE ASSIGNMENT TIME REASON INFORMATION ITEMS: I. CHANGE OF STATUS NAME PRESENT STATUS NEW STATUS EFFECTIVE Devny-Bruks, Shealan Intern Teacher/Escondido 100% Temporary Teacher/Escondido 100% 2/5/04 Losier, Laura Librarian/Briones 70% Librarian/Briones 70% 3/1/04 6/4/04 Teacher/Barron Park 27% RECOMMENDATIONS: The Administration recommends approval of Certificated Personnel Action Items as presented. (3/23/04) 2

10 BOARD OF EDUCATION Attachment: Consent 3 PALO ALTO UNIFIED SCHOOL DISTRICT Date: Classified Personnel Items for the Meeting of: March 23, 2004 ACTION ITEMS: NAME EFF. DATE I. APPOINTMENTS ASSIGNMENT TIME STATUS Regular Boyd, Elise 3/15/04 Student Attendant III/Special Education Palo Alto 3.7 Hrs./Day N Simmons, Frankie 3/18/04 Instructional Aide/Special Education Barron Park 6 Hrs./Day N NAME EFF. DATES ASSIGNMENT Short-Term Assignments None NAME EFF. DATE ASSIGNMENT Hourly Kimball, Pamela 3/3/04 Substitute Aide/Clerical Ky, David 3/8/04 Substitute Custodian None II. LEAVES NAME POSITION DURATION REASON NAME III. TERMINATIONS EFF. DATE ASSIGNMENT REASON YRS. OF SERVICE Chasson, Anne 3/17/04 Instructional Aide/Special Education Barron Personal 5 Mos. Park Elliott, Nancy 6/30/04 College & Career Information Specialist Palo Early Retirement 11 Yrs. Alto Kaplan, Dorothy 3/31/2004 Projects Specialist/Confidential Business Early Retirement 25 Yrs., 6 Mos. Services Musil, Olga 3/21/04 Custodian I Ohlone Released to 39 month 2 Yrs., 9 Mos. re-employment list Saunders, Angela 3/9/04 Instructional Aide Fairmeadow Leaving Area 1 Yr., 5 Mos. Ward, Zeola 6/30/04 Secretary II Gunn Leaving Area 2 Yrs., 8 Mos. RECOMMENDATIONS: The Administration recommends approval of Classified Personnel Action Items as presented. INFORMATION ITEMS: NAME I. CHANGE OF STATUS EFF. DATE STATUS ASSIGNMENT None (3/23/04) 1

11 BOARD OF EDUCATION Attachment Consent 4 PALO ALTO UNIFIED SCHOOL DISTRICT Date: Complete tape recordings of each Board Meeting are available at 25 Churchill Avenue. 270/03-04 Regular Meeting of February 24, 2004 MINUTES FOR REGULAR MEETING OF FEBRUARY 24, 2004 The Board of Education of Palo Alto Unified School District held a Regular Meeting on February 24, 2004, in the Board Room at 25 Churchill Avenue, Palo Alto, California. Cathy Kroymann, president, called the meeting to order at 5:30 p.m. Members present: Mrs. Cathy Kroymann, President Ms. Gail Price, Vice President Mr. John H. Barton Mrs. Mandy Lowell Ms. Camille Townsend Others present: Dr. Mary Frances Callan, Superintendent Dr. Robert Golton, Deputy Superintendent Dr. Marilyn Cook, Assistant Superintendent Dr. Cynthia Pino, Associate Superintendent 271/03-04 Closed Session 272/03-04 Reconvene in Regular Session The Board adjourned immediately to closed session pursuant to Government Code for Anticipated Litigation in one case; pursuant to Government Code for Public Employee Discipline/Dismissal/Release; and pursuant to Government Code for Conference with Labor Negotiators regarding PAEA and CSEA. The Board reconvened in regular session at 7:04 p.m. in the Board Room. Kroymann announced no action was taken in closed session. Members present: Mrs. Cathy Kroymann, President Ms. Gail Price, Vice President Mr. John H. Barton Ms. Mandy Lowell Mr. John Tuomy Eric Nguyen, Student Board Member Andy Palmer, Student Board Member Others present: Dr. Mary Frances Callan, Superintendent Dr. Robert Golton, Deputy Superintendent Dr. Cynthia Pino, Associate Superintendent Dr. Marilyn Cook, Assistant Superintendent 273/03-04 Approval of Agenda Order Approved: MOTION: It was moved by Lowell, seconded by Barton, and motion carried 5 0 to approve the agenda order. Regular Meeting February 24, 2004 Page 1

12 274/03-04 Acknowledgements and Recognitions MINUTES FOR REGULAR MEETING OF FEBRUARY 24, 2004 Gunn High School students who participated in DEVELOP, a NASA Ames Research Center intern program, were recognized. Students were Kevin Hsu, Lakshmi Karra, and Shimon Kolkowitz. The students gave a brief presentation of the program. The Board presented certificates to the students. The Board thanked the students for their polished production, suggested the students make the presentation to middle school students, inquired if this would influence their future career choices, asked how they found out about the program, asked about the time commitment involved, and thanked the coordinators and mentors for the program. 275/03-04 Student Board Member Reports 276/03-04 Superintendent s Report Palmer reported on multiple sporting events and that the council is reviewing prom expenses. Nguyen reported on participation in service day, preparing for international week, and reported on future trips for students to Washington, DC, and New York for a UN conference. Callan notified the public how to contribute to offset the deficit through PAFE and ASF. She noted the upcoming three-day Strategic Planning session. She reported on the official grand opening of Terman Middle School. 277/03-04 Approval of Consent Calendar MOTION: It was moved by Price, seconded by Barton, and motion carried 5-0 to approve the consent calendar. Items included approval of the certificated personnel actions; classified personnel actions; and approval of minutes for December 9 and 16, 2003, January 12, 13, and 27, 2004, and February 10, 13, and 17, /03-04 Healthy School Lunch May Wang and Susan Stansbury presented information regarding their proposal for a policy regarding changes to the school lunch menus. Public Comment Grayson DeJesus supports the proposal to change the lunch menus. Sarah Hamburger supports variety, nutritional value, and quality of food. The Board thanked the committee for bringing this to the Board's attention, asked about the Sushi bar, asked about a San Jose Mercury News article noting the loss of funds when sodas are eliminated, asked about the volumes produced in the recommended school gardens, inquired about the importance of breakfast, asked about wages and insurance costs to the district, noted the depth of information provided by the committee, asked what other school districts have policies and what their proposal is modeled after, asked to what degree students were involved in the committee's work, commented about the budget constraints, asked about the current contract with Sodexho, and asked why high schools would need to eliminate certain foods and student choice. Student reps noted they have discussed this item, agreed the quality is not the best, stated they do not want to eliminate candy and soda, and noted they do have some healthier choices. The Board agreed that obesity is an issue, recommended staff bring a policy for consideration, asked if the policy is strictly a fiscal consideration or if it includes classroom Approved: Regular Meeting February 24, 2004 Page 2

13 MINUTES FOR REGULAR MEETING OF FEBRUARY 24, 2004 education, expressed an interest in students being involved in this process, and asked whether the current system allows for suggestions and additions. 279/03-04 Sustainable Energy for Schools Walt Hays noted the information was presented at the February 10 meeting. The Board inquired about Ohlone and student involvement, thanked the committee for their time and effort, noted there is provision for exceptions, commented on the suggestion for salt water pools, asked about the opportunity for discretion, thanked staff for their contribution, commented on energy audits helping future construction cycles when resources are available, and asked if all professionals are comfortable with these standards and whether it will be a burden for the district. MOTION: It was moved by Price, seconded by Barton, and motion carried 5-0 to adopt the Guidelines on Sustainable Construction requiring design professionals and staff to follow the CHPS standards and best practices for all future PAUSD building projects. In addition to the CHPS standards, it is recommended that the Board direct staff to pay particular attention to life cycle costs in any new building project. 280/03-04 Resolution Read Across America Day Callan introduced the resolution. MOTION: It was moved by Lowell, seconded by Barton, and motion carried 5-0 to waive the two meeting rule. MOTION: It was moved by Lowell, seconded by Barton, and motion carried 6-0 to approve Resolution Read Across America Day, with Price absent for the vote. The Board thanked the staff who put this program together. 281/03-04 Second Interim Financial Report Golton reviewed the causes of the structural deficit; the projected deficits; the growth in the projected deficit; the available reserves as of June 30, 2004; the unrestricted, undesignated fund balance; the superintendent's recommendations to close the $3 million gap at the first interim report; the causes of the additional $1.2 million deficit for ; the budget assumptions; meetings held; themes heard at the meetings; the information gathering process; and the proposed budget discussion and action. The Board inquired about budget assumptions, asked when definitive information will be available, asked about interest earnings and restrictions on investing district money, asked how the categorical take back worked and whether it impacted services, inquired about the food services deficit, asked about the voluntary transfer program, and inquired about the workers compensation contribution. The Board requested information about below the line periods. Additional questions were raised about utility and phone use, asked how permanent the portables are, inquired about increased lease income, and asked about contract settlement costs. This item will be on the agenda March 9 for action. Approved: Regular Meeting February 24, 2004 Page 3

14 282/03-04 Open Forum MINUTES FOR REGULAR MEETING OF FEBRUARY 24, 2004 At 9:14 p.m., the Board heard comments from the audience on any items not already on the agenda. Kate Hill thanked staff and the Board for the meetings they have held. Thanked PTA for their response. Commented on how impressed she is with the artwork on display in the district. Asked that quality classes that support this kind of talent not be cut without considering what they produce. Asked that the sites be allowed to provide input for those reductions and that schools be allowed to look different from one another. Pat Hanley does not support the reduction in time for librarians. Rachel Kellerman does not support the reduction in time for librarians. 283/03-04 Second Reading - Basic Aid Reserve Policy Callan reviewed the information from the February 10 meeting. The Board asked about the use of the word "draw" in A.1.b.(3), the third paragraph; inquired about use of the interest income; asked about A.1.b.(1); commented on the policy's lack of background information; expressed concern about hoarding money that should be used to the benefit of students; and asked if the decision is still the Board's. This item will return on March 9 for the additional changes to indicate the purpose of the policy and when interest is rolled to the general fund. 284/03-04 Initial Negotiating Proposals Submitted by Palo Alto Educators Association 285/03-04 Authorization to Use CM/GC Approach for Palo Alto High School Locker Room Renovation Project 286/03-04 Authorization to Use CM/GC Approach for Gunn High School MS & S Buildings and Locker Room Renovation Projects 287/03-04 Procurement of Relocatable for Fairmeadow Elementary School Approved: Cook reviewed the sunshining of PAEA's proposal. It was noted that a public hearing and action will be considered on March 9. Golton and Dan Sarouhan explained the project and process. The Board asked if these items can be brought forward together; suggested the CM/GC approach be used. This item will return March 9 on consent. Golton and Sarouhan explained the project. The Board asked about the timeline is for this project. MOTION: It was moved by Lowell, seconded by Barton, and motion carried 5-0 to authorize staff to use the CM/GC process for the Gunn High School MS & S buildings and locker room renovation projects. Golton and Sarouhan explained the project. The Board asked what the systematic approach is to portables, asked if waiving the two meeting rule would be helpful, asked about the application of CHPS to portables, asked how training about energy efficiency occurs, and asked about the portable's use as swing space. Regular Meeting February 24, 2004 Page 4

15 MINUTES FOR REGULAR MEETING OF FEBRUARY 24, 2004 MOTION: It was moved by Price, seconded by Lowell, and motion carried 5-0 to waive the two meeting rule. MOTION: It was moved by Barton, seconded by Price, and motion carried 5-0 to award the purchase of a relocatable classroom to replace an outdated relocatable unit at Fairmeadow Elementary School. 288/03-04 Update on District Modernization and Construction Projects 289/ CSBA Delegate Assembly Election Golton and Sarouhan explained the progress on B4E projects. The Board asked about Briones' shelving, asked about restroom designs, and inquired about responsibility for handling heating problems. It was moved by Barton to delegate the assignment to the Board president. Kroymann indicated her preferences, but stated the Board needed to vote as a group. Kroymann suggested Kim Mesa, George Sanchez, Marsha Grilli, Rudy Nasol, and Nancy Newkirk MOTION: MOTION: It was moved by Price, seconded by Barton, and motion carried 5-0 to waive the two meeting rule. It was moved by Price, seconded by Barton, and motion carried 5-0 for Ben Lia, Kim Mesa, Rudy Nasol, Nancy Newkirk, George Sanchez. 290/03-04 Board Members Reports / Correspondence / Board Operations / Recognition Reports Townsend met with her liaison schools - Nixon and Hays and Young Fives. She will go to Briones tomorrow. She also attended one of the community forums and complimented staff. Lowell noted City Liaison meeting is tomorrow. She attended the League of Women Voters forum. Price attended the Life Skills meeting, noting their event is March 20. She also met with the Paly staff about budgeting issues. She noted the passing of the City Manager's wife and expressed her condolences. Kroymann attended the Terman opening. She also attended the PTA Council President Reunion lunch. She commented on her visit to Bill Overton's class. Recognitions Kroymann thanked Gunn staff for the musical presentation. 291/03-04 Adjournment The meeting was adjourned at 10:41 p.m., Secretary to the Board Approved: Regular Meeting February 24, 2004 Page 5

16 BOARD OF EDUCATION Attachment Consent 4 PALO ALTO UNIFIED SCHOOL DISTRICT Date: Complete tape recordings of most Board Meetings are available at 25 Churchill Avenue. 292/03-04 Special Meeting of March 3, 2004 MINUTES FOR SPECIAL MEETING OF MARCH 3, 2004 The Board of Education of Palo Alto Unified School District held a Special Meeting on March 3, 2004, in the Board Room at 25 Churchill Avenue, Palo Alto, California. Cathy Kroymann, president, called the meeting to order at 6:30 p.m. Members present: Mrs. Cathy Kroymann, President Ms. Gail Price, Vice President Mr. John H. Barton Mrs. Mandy Lowell Ms. Camille Townsend Others present: Dr. Mary Frances Callan, Superintendent Dr. Robert Golton, Deputy Superintendent Dr. Marilyn Cook, Assistant Superintendent Dr. Cynthia Pino, Associate Superintendent 293/03-04 Closed Session 294/03-04 Reconvene in Special Session The Board adjourned immediately to closed session pursuant to Government Code Public Employee Discipline / Dismissal / Release and pursuant to Government Code Conference with Labor Negotiators, Dr. Marilyn Cook, regarding PAEA and CSEA. The Board reconvened in regular session at 7:49 p.m. in the Board Room. Kroymann announced the Board took no action in closed session, but the Board did visit Gunn High School s science building and lab to see equipment purchased by the Palo Alto Foundation for Education. She thanked the foundation for the donation of equipment matching the skill and dedication of the teachers and students. Members present: Mrs. Cathy Kroymann, President Ms. Gail Price, Vice President Mr. John H. Barton Ms. Mandy Lowell Ms. Camille Townsend Others present: Dr. Mary Frances Callan, Superintendent Dr. Robert Golton, Deputy Superintendent Dr. Cynthia Pino, Associate Superintendent Dr. Marilyn Cook, Assistant Superintendent 295/03-04 Approval of Agenda Order Approved: MOTION: It was moved by Kroymann, seconded by Lowell, and motion carried 5 0 to approve the agenda order. Special Meeting March 3, 2004 Page 1

17 296/03-04 Proposed Budget Reductions MINUTES FOR SPECIAL MEETING OF MARCH 3, 2004 Kroymann thanked the cabinet, administration, and teachers for devoting hundreds of hours to the budget crisis of the last few months and for compiling recommendations that would least impact students and staff. Callan said it was difficult to make budget cuts and expressed appreciation to the community for their support of education. She reviewed: 1) The major cause of the $3 million structural deficit reported in December 2) Recommendations to close the $3 million gap 3) Major causes of the additional $1.2 million deficit 4) Summary of the cause of the $4.2 million structural deficit 5) Unrestricted, undesignated fund balance 6) Projected available reserves on July 1, ) Possible unknowns 8) Meetings from January 9 to February 10 9) Themes from January 9 to February 10 meetings 10) Information gathering process 11) Community and staff input toward budget reductions 12) Considerations for reduction and priority to restore as funding becomes available 13) What not to consider for budget reductions 14) Remaining ideas 15) Efficiencies to consider 16) Increased revenue stream suggestions 17) What was reduced in preparing the budget 18) Proposed $1.5 million budget reductions 19) The recommended $1.5 million in budget cuts for ) Additional $1.2 million in budget adjustments 21) The recommended $1.2 million in budget adjustments for Callan pointed out that PAFE and ASF would backfill $1.5 million to find revenue streams so the District would not be at the mercy of state funding or fluctuations of property taxes. She said there will be wonderful ideas to bring to the Board on March 30 with the Strategic Plan and was very proud of the way staff came together to work through budget issues and insure quality of education to every student. Kroymann stated bond money was a separate issue from capital expenses and doesn t affect reductions. She also noted lunch programs and summer school programs were selfsupporting and therefore would not be listed. Cook explained last year s reductions, which were made without doing layoffs of certificated staff. This year it is necessary to do a resolution for reductions of particular services (Exhibit A). By taking this action early, she is hopeful of running the same processes of last year: reassessment, attrition, and a minimum number of releases. Lowell questioned the travel budget for central administration; asked for clarification on the Routine Maintenance funds transfer, citing the Oakland Unified School District situation; said many community members questioned her about Spectra Arts appearing on the $1.2 million budget reduction list; asked if Spectra Arts was being punished for running an efficient program; and questioned furlough days. Approved: Special Meeting March 3, 2004 Page 2

18 MINUTES FOR SPECIAL MEETING OF MARCH 3, 2004 Price inquired about changes made to the budget reduction list and the evaluation process used for school input; acknowledged the difficulty in facing a budget crisis and the hard work of staff; expressed concern about the compressed period of time devoted to exploring solutions; and inquired about a reduction in assessment activities and testing. Kroymann asked for public comments. Linda Craighead, Director of the Palo Alto Arts Center, said Spectra Arts is a model program for all school districts and it would be a disservice to cut funding. Carolyn Tucker, representative of the Palo Alto Arts Center Board, strongly supports Spectra Arts and stated it is a curriculum area the District has responsibility to support. Sandra Martignetti, parent and elementary teacher, does not support cutting library services. Laura Baldschun, a parent, does not want to take away valuable library resources. Rachel Kellerman, an Addison librarian, expressed concerns about library budget cuts. Pat Hanley, a Palo Verde librarian, spoke on the impact of cutting librarians. Betty Krumboltz, Jordan counselor, expressed concern about implementing counseling cuts. Steve Mullen, a parent, recommended the District consider a temporary pay reduction and draft a three-year plan. Ron Cooper, an artist, expressed support for Spectra Arts. Kroymann asked if anyone wished to speak in Open Forum. No one asked to address the Board. Lowell encouraged people to contact her with additional pleas regarding public process concern; inquired about holding community and Board discussions on fundraising for specific programs. Townsend responded that fundraisers have diverse opinions and she would like to hear from more fundraisers before voting next week; commended the administration for attending meetings with a positive attitude in the face of budget cuts; expressed doubt that many more ideas could be generated if the process had gone on another six months; and encouraged people to contact her with their ideas. Barton congratulated staff for doing a fabulous job identifying processes and challenges, the community for efforts in working with staff, and the Board for its work. He explained that the ability to have this discussion is predicated by a long history of expertise on all items by the deputy superintendent, superintendent, and staff; acknowledged the difficulty in moving towards a 7 or 8 percent cut; and noted it is possible to find the $20,000 still needed for Spectra Arts. Price concurred and emphasized the importance of giving children an aesthetic education; Approved: Special Meeting March 3, 2004 Page 3

19 MINUTES FOR SPECIAL MEETING OF MARCH 3, 2004 suggested staff re-evaluate library reductions and consider other options, or make reductions at a lesser level; and said secondary school counseling is critical in light of student deaths. Kroymann said there have been several meetings with fundraisers where programs and associative costs were presented and noted fundraisers were delighted to own a program. She believes this is an appropriate way of fundraising and is more than happy to work with fundraisers to underwrite programs and acknowledged the generosity of the community. Lowell inquired about fundraising for a particular program without making other programs appear unimportant. Kroymann said at Strategic Planning she sensed people liked adopting a program to fund and noted that the community is working hard to raise the $1.5 million. Lowell asked if it was advisable to have a Study Session to discuss fundraising. Kroymann pointed out the possibility of eliminating the final $200,000 in budget reductions by employee furlough days and indicated it would be difficult to eliminate any other items from the list knowing employees are taking two days without pay. She expressed support for Callan s proposals, noting the superintendent was hired to manage the District. She commended staff on finding reductions with minimal loss of people and said she will not second-guess these conclusions. Lowell said she was greatly humbled by people joining hands to make a bad situation better, and very impressed with staff s creative problem solving. She noted she is willing to enter into negotiations. This item will return for action on the March 9, 2004, agenda. 297/03-04 Resolution for the Reduction or Discontinuance of Particular Kinds of Service to Address the Technicality Raised in a Recent Court Decision Affecting Certain Temporary Employee Agreements 298/03-04 Adjournment Cook emphasized this item was completely separate from budget reductions. It was a technicality created by a court decision last January. Kroymann asked if this was a paperwork issue. This item will return for action on the March 9, 2004, agenda. The meeting was adjourned at 10:55 p.m., Secretary to the Board Approved: Special Meeting March 3, 2004 Page 4

20 BOARD OF EDUCATION Attachment Consent 4 PALO ALTO UNIFIED SCHOOL DISTRICT Date: Complete tape recordings of most Board Meetings are available at 25 Churchill Avenue. 299/03-04 Special Meeting of March 4, 2004 MINUTES FOR SPECIAL MEETING OF MARCH 4, 2004 The Board of Education of Palo Alto Unified School District held a Special Meeting on March 4, 2004, in the Board Room at 25 Churchill Avenue, Palo Alto, California. Cathy Kroymann, president, called the meeting to order at 3:30 p.m. Members present: Mrs. Cathy Kroymann, President Ms. Gail Price, Vice President Mr. John H. Barton Mrs. Mandy Lowell Ms. Camille Townsend Others present: Dr. Mary Frances Callan, Superintendent Bill Attea, Hazard Young & Attea 300/03-04 Study Session 301/03-04 Closed Session 302/03-04 Reconvene in Open Session 303/03-04 Adjournment The Board met with Attea to discuss Board operations relating to roles and responsibilities. The Board adjourned to closed session pursuant to Government Code for Public Employee Evaluation regarding the Superintendent. The Board reconvened in open session. Kroymann announced no action was taken in closed session. The meeting was adjourned at 8:00 p.m., Secretary to the Board Approved: Special Meeting March 4, 2004 Page 1

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