Mitchell Elementary students prepare for their musical performance. (Photos by the writer.)

Teachers agreed to a 3% pay cut for the 2013-14 year, while paraeducators and office professionals agreed to mandatory furlough days for the 2013-14 and 2014-15 school years. The trustees and district superintendent Patricia Green expressed their appreciation for what they called the “shared sacrifice” of the AAEA members.

The board heard extensive public commentary on several possible budget cuts. The board is facing $17-$20 million of cuts for next year’s budget.

The board also spent a significant time reviewing policy changes, brought forward by president Deb Mexicotte. Some of the policy changes included placing limits on board meeting times, adding items to the agenda, and changing the board’s committee structure. The board is considering a change from its current committee-of-the-whole to its former committee structure of two different standing committees. Previously the board had a committee for planning and one for performance – but it’s not clear if the board will settle on those committees. The board will consider the  raft of policy changes at its next regular meeting, on April 10.

The trustees also adopted an affirmation of boardsmanship, which is a “shared belief of values” that Mexicotte presented. The hope is that such a shared set of values would help guide them in their interactions with each other and the community. The affirmation came about as a result of their August 2012 board retreat, when board members decided that their number one board goal was to work on building trust with each other.

Board Policy Changes

As an introduction to her president’s report, Mexicotte noted that the trustees have received a “prodigious amount of information” and have done “a prodigious amount of work” leading up to now.

AAPS board president Deb Mexicotte

They are now looking to pivot from the information-heavy part of the year to the budget part of the year, she said. In that context, Mexicotte continued, this was a good meeting to have a conversation about some concerns raised by trustees, the administration, and the community. These concerns relate to the length of board meetings, how items are placed on the agenda, the workload on the administration, and how best to coordinate between the administration and the board as it relates to bringing things forward in a comprehensive and timely way.

To do that, Mexicotte proposed some changes to AAPS board policies. She reported that she had already discussed with trustees on an individual basis some of the changes she was putting forth. It was her intention that – with board approval – the changes would be implemented immediately.

Board Policy Changes: Time Limitation

Mexicotte suggested amending Policy 1200 to reflect a time limitation for meetings. She recommended that no regular meeting last no longer than five hours, measured from the official start time. All critical items that require board action would be moved to the front of the meetings.

Trustee Glenn Nelson strongly agreed with setting time limitations for their meetings. He said it would be key for making the system work, whatever system the board has. He also asked that trustees consider placing time limitations on each segment of the agenda. The allocation of time for each segment would be made as part of the agenda setting process. He suggested a time limit by default, unless the majority of the trustees wanted to continue the discussion.

Trustee Andy Thomas was in agreement with Nelson. If the board moved to a standing committee structure, an item that comes to a full board meeting would have already been vetted by committee. A presentation longer than 15 minutes wouldn’t be necessary. He suggested allowing each trustee two minutes each to offer his or her views on each topic.

Susan Baskett said she appreciated the desire to limit the board meeting time.  But she felt a change in committee structure might result in trustees wanting more information than an executive report. With that in mind, she asked that questions that arise from an executive summary be allowed.

Mexicotte reiterated that even with time limits, there is the opportunity to discuss and ask questions. She said that the changes were in no way meant to squelch questions, but to expedite the work.

Board Policy Changes: Agenda Items

Mexicotte said that Policy 1220 needs to be updated because the board had recently changed the procedure for adding items to the agenda by a majority vote of the board. Mexicotte also recommended that items could be added to the agenda through the committee structure. This means that the committee structure would be changed, as well.

To clarify how items could be added to the agenda, Thomas outlined the various ways items could be brought up. Items could either be added during the agenda planning time of a regular meeting, when a majority vote would be required.  Or an item could be referred to the appropriate committee, and the committee could place the item on the regular board agenda for review. A third option would be for the board president and the superintendent jointly to decide a matter was of such importance, that it needed to come forward immediately.

Nelson mentioned that it was important to note that if a standing committee decided a topic was not important enough to elevate it to a regular board meeting, an individual trustee could still bring it up during agenda planning time as a candidate for inclusion on a future agenda. Mexicotte confirmed that, saying each trustee has an obligation to bring to the full board anything they want to have the board consider.

Board Policy Changes: Committee Structure

Mexicotte asked that trustees return to a standing committee structure, as opposed to the committee-of-the-whole (COTW) structure they had put in place at their Oct. 26, 2011 meeting. If the standing committee structure were to be restored, they would rescind Policy 1400 (Committee of the Whole), because it would no longer be required. This would allow trustees to have a more targeted focus for their committee meetings.

Mexicotte’s initial suggestion was for two standing committees – one on “student achievement”  and one for “budget/financial” issues. This suggestion met with mixed reactions from the trustees. Nelson said he would prefer “performance” and “planning” – the standing committees that existed before the board converted to the COTW structure. He felt that having committees that mirrored administrative departments could cause some confusion about who was in charge of that department – which would be the case with student achievement and budget/financial committees.

AAPS trustee Irene Patalan

Trustees Christine Stead and Irene Patalan both said they would prefer planning and performance committees. Stead noted that none of it was perfect. Thomas said he supported the committee structure that Mexicotte originally presented, because he always struggled with what belonged in performance and what belonged in planning.

Based on the feedback from the trustees, Mexicotte said she could propose additional adjustments and changes, incorporating planning and performance standing committees. The trustees could then discuss both options at board’s April 10 regular meeting, she said.

Thomas noted that trustees were considering these changes to deal better with the amount of information they receive. One reason their meetings have lasted so long, he said, is that several informational items have been brought before the board with no prior discussion. Those items take longer to present, and require longer discussion and commenting time. If a standing committee structure were restored, those longer informational presentations would be given to the committees. Only if the committee decided an item required board action, would it go forward to the full board.

Mexicotte confirmed that generally Thomas had accurately characterized how items would be presented. At regular board meetings, executive summaries of information would be given for the public and for the board members who are not members of a particular committee.

Baskett asked if the committee meetings would follow the same open meeting policies as the current COTW structure. Mexicotte responded that because each standing committee would be a subquorum of trustees, the committee meetings would not be required to be posted as open meetings. Meeting minutes, would have to meet legal requirements, but the committee meetings themselves not be meetings under the Open Meetings Act. ["Gatherings of fewer than a quorum are not meetings, thus are not required under the OMA to have minutes kept. However, if minutes were kept for such a gathering, they could be requested under the Freedom of Information Act."] Mexicotte also noted that committee members can invite anyone they would like to attend to their meetings, but it was different from an open meeting.

Patalan asked if “study sessions” would again be added as a meeting type. Mexicotte said that under the standing committee restructuring, study sessions could return. If there was an agenda item the board wanted to hear in full, they could schedule it for a study session. Nelson said he was hesitant to add more meetings to the board’s schedule. Mexicotte responded to Nelson by saying study sessions could be eliminated, but that didn’t hamstring the board from hearing things they wanted to hear as a whole board.

Patalan noted that the key to making the standing committee structure work was for the board to trust the committee process. “We went astray when we stopped trusting the process,” she said, and subsequently adopted the COTW approach, so all trustees could be part of all decisions.

AAPS trustee Andy Thomas

Mexicotte also suggested two other committees: an executive committee made up of the chairs of the two standing committees, the board president, and the superintendent who would set the agenda; and a governance committee that would examine policy and how the committees are operating.

Thomas said he would like to see both committees, as they would have fairly distinct functions from the other committees. Stead expressed some hesitation to add more committees because of the administration burden. Mexicotte responded to Stead by saying that  governance committee could be structured so that it wouldn’t meet more frequently than bi-monthly – and neither the governance nor the executive committee would include anyone other than trustees and Green. Thomas said that the committees could ultimately save some time and stress on the administration.

Board Policy Changes: Committee Membership

Mexicotte also asked that Policy 1460 be changed to reflect that each trustee had the opportunity to serve on one standing committee. The president would appoint members to the committees after soliciting interest from each trustee.

Outcome: This was a first briefing. Mexicotte will adjust the policies based on trustee discussion and bring the item back for a second briefing at the next regular board meeting.

Board Policy: Affirmation of Boardsmanship

Mexicotte again introduced the affirmation of boardsmanship, a document she had originally presented at the board’s Jan. 16, 2013 meeting. When introducing the topic, she said that she wanted to look again at shared expectations for how the board does its business. Mexicotte asked that trustees articulate those expectations for themselves, as well as for the rest of the community. She had brought it back to the board to hear what other trustees were thinking.

Several of the trustees expressed their support for the document. Patalan said she was in favor of the affirmation and has read the document several times. She appreciated the board setting a framework and shared set of values, and expressed hope that those values could “spill out to the rest of the community as we go forward into some really trying times.” Thomas was also supportive, but asked if the document would be enforced. Mexicotte replied that the affirmation would simply be a shared set of expectations – to which trustees hold themselves and each other accountable. She would not ask they sign a pledge, but instead that they join together in a shared set of principles.

Nelson, while supportive, said that a document such as the affirmation of boardsmanship is only useful if it is well considered. He said it would be easy to approve it, then shelve it. Stead said that she supports the intent of the document, and could see ways of keeping it in front of the board – to make it more real and useful. Responding to Stead, Nelson said maybe that was the answer – to take it off the shelf and review it.

Baskett questioned why the board had the affirmation in the first place. She didn’t want to talk too much more about it, saying “it is what it is.” To her, the items in the document were goals, but trustees are human and can stray away from those goals.

Mexicotte made a motion to adopt the affirmation, saying she brought it forward with “a full heart and great hopefulness and optimism for what will be a very difficult few months.” While it wouldn’t hurt anything, it could possibly help, she said.

Outcome: The board unanimously adopted the Affirmation of Boardsmanship.

2013-2014 Budget

The upcoming budget decision for FY 2013-14 budget emerged as a topic throughout the meeting. The board is facing $17-$20 million of cuts for next year’s budget.

2013-14 Budget: Contract Renegotiations

The trustees unanimously ratified agreements with the Ann Arbor Education Association (AAEA), which represents the district’s teachers, office professionals, and paraeducators. The agreements will save $3.4 million for the district. The tentative memorandum of agreements state that they were made in response to the financial challenges the AAPS is facing, due to a lack of funding for public education.

AAEA President Linda Carter

The AAEA for teachers has agreed to a 3% salary reduction for the 2013-2014 school year. All teachers will continue to move up the salary schedule.

The AAEA for office professionals has agreed that in lieu of a percentage cut on the salary schedule, they will take six furlough days without pay during the 2013-2014 and the 2014-2015 contract years.

The AAEA for paraeducators has agreed to four furlough days without pay during the 2013-14 and 2014-15 contract years. A step freeze will be in place for those contract years, as well.

All three bargaining groups will review the MESSA ABC plan and offer it as an alternative health insurance choice with specifics on cost and contributions to be outlined once all data has been received. As a condition on offering MESSA ABC, it must coexist with the plans currently offered and not result in any additional cost to the district. MESSA ABC is a lower-premium, higher-deductible plan that is projected to save approximately 10-25% compared to current MESSA options.

The trustees and Green said they were very appreciative of the work and sacrifice made by the bargaining units on behalf of the district and the students. Nelson said that he regrets that they weren’t able to support education in a way that reflects the important work teachers and staff do. After thanking union leadership and the executive cabinet, Mexicotte thanked the “rank and file” who voted to bring the savings to the district. She said they worked harder and harder every day because they are asked to, and they do it for the students.

Stead noted that the teacher unions have done a fine job in representing the people they represent in the district. It was a “great example of how people pull together.” Patalan said she was so grateful students have staff who loves kids, loves teaching, and has shared ownership over the district. Green said that these discussions were “not the things in normal circumstances they would ask anyone to do,” but that everyone recognized that the survivability of the district is at stake.

2013-14 Budget: Community Dialogue Meetings

As an information item, Nelson previewed the community budget dialogue meetings.

AAPS trustee Glen Nelson

The dialogue meetings will be structured differently from the forums that have been held in previous years – to emphasize that “we really do mean dialogue,” said Nelson. Several board members will attend each meeting to engage in conversation with the community, to answer questions to the best of their ability, and to hear ideas. The conversations, Nelson hopes, will focus on how the community wants the district look, where the resources come from, and what the guiding principles are.

In a release from the district, the trustees indicated they would like community input to develop the principles they should follow in making cuts and strategies to lessen the need for such cuts in the future. The district must cut $17 to 20 million from the general operating budget in the coming year. The dialogues will be taking place before the board and the administration have made decisions about the budget. The meeting schedules for the dialogues are as follows:

• March 28, Thursday, 7–9 p.m. Clague Middle School, Media Center 2616 Nixon Road, Ann Arbor. Board members expected to attend:  Andy Thomas, Glenn Nelson, Deb Mexicotte
• April 9, Tuesday, 7–9 p.m. Slauson Middle School, Media Center at 1019 West Washington St., Ann Arbor. Board members expected to attend:  Christine Stead, Glenn Nelson, Deb Mexicotte
• April 16, Tuesday, 11:30 a.m. – 1:30 p.m. Downtown Ann Arbor Public Library in 4th floor Conference Room (A) 343 South Fifth Ave. Ann Arbor. Board members expected to attend:  Irene Patalan, Glenn Nelson, Deb Mexicotte
• April 20, Saturday, 9–11 a.m. Scarlett Middle School, Media Center 3300 Lorraine St., Ann Arbor. Board members expected to attend:  Susan Baskett, Glenn Nelson, Deb Mexicotte

Additional community forums will be scheduled in early May to discuss the draft AAPS budget for 2013-14.

2013-14 Budget: Public Commentary

Ten members of the public spoke to express their support of programs that the board has identified as possible reductions.

2013-14 Budget: Public Commentary – Theater Guild

The board is considering cutting all district funding for theater for a savings of $200,000.

Jackson Tucker-Meyer spoke in favor of maintaining district funding for theater.

Two students shared their personal stories of how they felt accepted in theater guild. Jackson Tucker-Meyer, a Pioneer High School student with Asperger’s, argued that theater guilds are neither optional nor expendable. The guilds are a necessity for people like him and his friends.

Alisha Aldridge, Pioneer theater guild member, said that theater guild was the only place that had provided emotional support when her personal life was in upheaval. She said the board would regret cutting funding to the program.

2013-14 Budget: Public Commentary – Community High

The board is considering eliminating block scheduling at Community High School for a savings of $300,000. [Some classes are scheduled for two-hour blocks.]

Community High School teacher Kenneth McGraw asked the board to reconsider the decision of putting Community’s block scheduling on the list of possible cuts. He argued that block scheduling makes sense for good instruction.

Kenneth McGraw, Community High English teacher, spoke in favor of maintaining block scheduling at Community.

He noted that Community was the only Reward School in the district, as well as the only Beating the Odds school in the district [both Michigan department of education designations]. McGraw maintained that the district should be “replicating Community’s high returns program throughout the district, not dismantling it.”

Christa Moran, a Community High parent, stood with two of her children in support of the programs offered at Community. She noted that 455 students had entered this year’s lottery for Community, and pointed out that money is returned to the district from families who come back to the district specifically so their children have an opportunity to attend Community. She asked that the trustees consider which district programs were working and bringing money back to the district.

2013-14 Budget: Public Commentary – Roberto Clemente

The board is considering restructuring Roberto Clemente Student Development Center to achieve targeted savings of between $127,379 and $348,677. Last year, the board received significant blowback from the community when it considered closing or restructuring Clemente.

Longtime Clemente teacher Mike Smith admonished the board for the lack of “serious dialogue” between the administration and the Clemente staff over the past year. He asked that Clemente either be shut down or that they engage with dialogue to find out what would be an effective program for the students.

Karrah Weeder, a Clemente student, spoke about how wrong her initial impression of Clemente was – that it was a school for “the bad kids.” For students like her who can’t deal with distractions, she said, Clemente is working. She pleaded with the board not to take it away from her or other students like her.

David Malcolm stands with Minnie Morales, in support of Roberto Clemente school.

David Malcolm said that Clemente students don’t want to walk through a back door into Pioneer [referring to a suggestion that Clemente students could have their own entrance into the dedicated space at Pioneer]. He brought Minnie Morales to the podium to speak about her son who passed away. When he died, Clemente principal Ben Edmondson opened his home to her family.

Joe Merrick, Clemente parent, shared his son’s success story at Clemente. He said it was just not fair to send students back to the schools they were “thrown away from.” He asked that the board reconsider closing Clemente or housing it in Pioneer for “no other reason than our kids matter.”

2013-14 Budget: Public Commentary – Athletics

The board is considering cutting one third of district funding of athletics for a savings of $1,000,000.

Betsy Petosky told the board that if the district cuts funding to student athletics, AAPS won’t be the same kind of exceptional school district it has been. She noted that while athletics boosters are successful at raising money for equipment and tournament fees, they won’t be able to make up for a $1 million cut. School sports cannot succeed without district assistance, she said.

2013-14 Budget: Public Commentary – General

Barbara Malcolm said she understood budget cuts, but not on the backs of the students. She maintained that the students should be the least affected by the cuts the district has to make. She questioned the superintendent’s salary and asked if there were any bonuses given out by the administration last year.

2013-14 Budget: Public Commentary – Clarifications

Green clarified that no decisions have been made on the budget at this point. She said that what the administration has been doing is costing out programs so the board can make informed decisions about the budget. She emphasized that the district is facing a $17 -$20 million shortfall.

2013-14 Budget: Association Reports

Five associations are invited to make regular reports to the school board: the Black Parents Student Support Group (BPSSG), the Ann Arbor Parent Advisory Committee for Special Education (AAPAC), the Parent Teacher Organization Council (PTOC), the Ann Arbor Administrators Association (AAAA), and the Ann Arbor Education Association (AAEA). The Youth Senate is also invited to speak once a month, as are representatives from each of the high schools.

At the March 27, 2013 meeting, the board heard from AAAA, AAEA, AAPAC, and the Youth Senate. All of the presentations addressed the issue of the budget.

AAEA president Linda Carter thanked all the AAEA members for their support and concern that has been shown through the challenging times for AAPS and public school in general. Membership participation in the election process was 91% – the highest level of participation Carter could remember. The vote for the tentative agreement was “evidence that Ann Arbor teachers care about the future of the AAPS community.” She asked community members to get involved by lobbying their legislators and informing family and community about the threats to public education.

AAAA president Michael Madison reiterated that it was because of state policy that the district is facing such a drastic cut to its budget. He asked that they come together to no longer be a “district of schools, but a school district” to work through the challenges. He also asked that budget cuts be made with the district’s brand in mind – a brand consisting of a rigorous academic curriculum taught by the best teachers, an amazing athletic program, and a fine arts program second to none.

Nicholas Liu and Betty Hu, sophomore senators from Pioneer High School, spoke about the possible ramifications of eliminating 7th hour from high schools. The board is considering cutting 7th hour – for $500,000 in savings. They argued that if 7th hour was cut, students would have time in their schedules only for classes required for graduation and would not be able to explore their own personal interests with classes. The other options available to students to satisfy their graduation requirements are online courses, which are expensive and not as effective, and testing-out, which is not effective for students who have a harder time learning on their own. Liu and Hu maintained that cutting 7th hour significantly limits how students can achieve in school, both personally and academically.

In response to the discussion by the board about special education funding at the March 13, 2013 meeting, AAPAC representative Carli Hildebrandt gave a broader picture of the special education program in AAPS. She explained how special education full-time equivalents (FTEs) were defined by the state. She made the point that while AAPS might only have 390 special ed FTEs, that does not mean there are only that many special education students in the district. Instead, the number was closer to 2,000 students who have Individualized Learning Plans (IEPs) in the district. Therefore, AAPAC said, it was “misleading to divide the district’s total spending on special education by the FTEs” to determine the amount of money spent per special education student.

Communication and Comment

Board meetings include a number of agenda slots when trustees can highlight issues they feel are important. Every meeting also invites public commentary on subjects not necessarily on the formal agenda or that are not covered elsewhere in The Chronicle’s meeting report.

Comm/Comm: WISD Elections

Nelson introduced Diane Hockett and Mary Jane Tramontin, both up for re-election to the Washtenaw Intermediate School District (WISD).

Washtenaw Intermediate School District candidates from left: Diane Hockett, Mary Jane Tramontin.

Each candidate was allowed a four-minute statement, followed by a 20-minute question and answer period. Nelson explained the goal of the presentation was to celebrate the service of both Hockett and Tramontin, who have served for 12 and 19 years respectively, and to open the “black box of the WISD election to the public.”

Anyone who is a resident of Washtenaw County can run for a seat on the board. Nominating petitions are due back to the Washtenaw County Clerk’s office by Monday, May 6, 2013, at which time candidates must also file an affidavit of identity. Nominations require the signatures of between 40 and 100 Washtenaw County registered voters or payment of a $100 non-refundable filing fee. The election will take place on Monday, June 3, 2013.

The WISD board of education is composed of five members who serve staggered, six-year terms. No more than two seated intermediate school district board members may live in the same school district. The body electing the ISD board members is composed of one member of the board of education from each constituent district, designated by the local board of education.

Each trustee had the opportunity to ask a question of the candidates. Thomas asked if there were further opportunities for cost savings through consolidating services through the ISD. Nelson asked if the candidates would support a countywide enhancement millage, and if so, how AAPS could best help a successful passage. Patalan asked about the changing role of the ISD. Stead noted the “donor district” status of AAPS and asked what was the “highest impact, highest value” role the ISD could play for AAPS. Mexicotte asked how the candidates balanced the interests of AAPS with the interests of the county as a whole, since both candidates reside in the AAPS district. Green asked if WISD planned on playing a larger role in advocating for legislative change.

Outcome: This was an informational presentation. WISD elections will be held on Monday, June 3, 2013.

Comm/Comm: Mitchell Elementary Vocal Performance

The board meeting was started off by the “Sounds of Ghana,” a musical performance by Mitchell Elementary 4th graders. Mitchell principal Kevin Karr introduced the group. They were led by vocal music teacher Dan Tolly.

Comm/Comm: District Accolades

In her superintendent’s report, Green thanked all students who have “achieved at such high levels and worked with their teachers to make Ann Arbor one of the best districts around.”

AAPS superintendent Patricia Green reads a thank you card from Tahani Othman’s class.

In addition to the general praise, she commended the high school winners of the Ann Arbor Breakfast Optimist Club’s Harold Eastman Outstanding Achievement Award; Community High’s “The Communicator Online” finalist status for the Pacemaker award; a student who was accepted into a science program; elementary school music students; the successes of the Pioneer DECA chapter at the state conference; high school music ensembles; entrants into two local juried art shows; Forsythe Middle School students who succeeded in the Knowledge Master Open; teachers who presented at a conference; family reading night at Bach Elementary; the Bands in Review performance; and the success of the Community Buildings program.

Green also noted several thank you cards she received from classes in the district for her guest reading appearances.

Thomas noted that this was the third year in a row the Communicator has been in the running for the top student newspaper in the country.

Stead asked that they applaud all the accomplishments of teachers and students, to which all board members gave a round of applause.

Comm/Comm: Climate Survey Review

Nelson expressed some dismay over the number of times the climate survey review has had to be rescheduled. He said that he has been in touch with several groups in the community who wanted to be involved with the climate survey meeting and who were clearing their calendars. He asked that they be conscious that board agendas are followed by members in the community.

Baskett questioned the value of hearing the 2011-12 climate review survey in April of 2013. She said they wouldn’t be able to implement anything learned from the survey during the current school year. Although the district is currently conducting the 2012-2013 climate survey, Green said there wouldn’t be enough time to develop a report that presented the findings from this year.

Mexicotte said that since they did not want to disenfranchise any of the community, the climate survey would stay on the April 10, 2013 regular meeting agenda, instead of being placed on a standing committee agenda. Green noted that one of the presenters will not be able to attend the April 10 meeting. In response, Nelson ventured that maybe the point has somehow been reached where the discussion would be better at the committee level.

Comm/Comm: Implications of the EAA

During items from the board, Stead noted that the Educational Achievement Authority (EAA) legislation has been passed by the state house of representatives and advances to the senate. If it were to pass the senate and get signed into law, it would expand to 50 schools throughout the state. Stead questioned what incremental cut every district was going to have to make from the School Aid Fund in order to provide funding for the EAA. A new revenue stream has not been associated with the EAA, and there has already been nearly $50 million allocated to the 15 schools currently operating under the EAA. The total cost of the program was an unknown, and Stead maintained that it was not well thought out or well planned.

Present: President Deb Mexicotte, vice president Christine Stead, treasurer Glenn Nelson, secretary Andy Thomas, and trustees Susan Baskett and Irene Patalan.

Absent: Trustee Simone Lightfoot.

Next regular meeting: Wednesday, April 10, 2013, 7 p.m., at the downtown branch of the Ann Arbor District Library, 343 South Fifth Ave.

Performance art by Lawton Elementary teacher Susan Bailey’s 2nd grade class at the AAPS March 13, 2013 board meeting. (Photos by the writer.)

The trustees seemed to be unimpressed with the SISS report – because not enough quantifiable data was presented. They asked the SISS team to come back with a more data-rich report at a future meeting.

Alesia Flye, deputy superintendent for instruction, presented the review of Roberto Clemente. The administration’s ultimate recommendation was to relocate the Clemente program to Pioneer High School beginning the fall of 2013 – for an estimated savings between $127,379 and $348,677. This was presented to the board as an information report. No action will be taken until the budget is finalized later on this year.

The board also discussed and unanimously approved a resolution to support three students who are currently facing criminal charges for their alleged roles in the Huron Pioneer football brawl.

Also at the meeting, the trustees also approved 2013-14 School of Choice (SOC) openings, which will be opened up on April 8 until May 8, 2013. Despite recommendations from the administration against it, the trustees approved 25 spots to be opened at Skyline High School for incoming ninth graders.

The board also formally approved a $2.5 million budget adjustment to cover lower-than-projected revenues and greater-than-projected expenses through the first half of the current budget year.

Upcoming budget decisions and anticipated cuts were also a prominent theme of the meeting. The board set a schedule for public forums to take place over the next month. And students who participate in the theater program addressed the board asking trustees not to cut support to that program.

Student Intervention and Support Services Review

As part of superintendent Patricia Green’s effort to have each department present an annual report to the board, the team – led by Elaine Brown, assistant superintendent for SISS – presented a review of the program.

Brown emphasized the committee was made up of a wide range of stakeholders, including SISS administration, teachers, and parents. The report itself touched on a literature review of recent special education mandates and strategies, the data collection tools used for the report [which were primarily site visits and interviews], trends and patterns, major findings, and recommendations. Committee concerns were also noted. The review culminated in a summary of the areas that should be addressed in the 2012-2013 school year and subsequent years.

SISS Review: Overview

After noting that there seemed to be a discrepancy of services from school to school, the team identified several areas that needed improvement.

Elaine Brown, assistant superintendent for student intervention and support services.

The Achievement Team Process (ATP) was described as not being well understood by staff and not consistently implemented. Curriculum and instruction, as well as need for more collaborative planning time, were also noted as focus areas. While communication between staff and parents was an area staff felt they were doing well, they felt communication between levels was lacking, which affected student transition between elementary, middle, and high schools.

Some of the 22 recommendations included training on the ATP, working to create more collaborative time for teachers, and a review of leveled classrooms. Christia Butler-Ketchum, SISS assistant director, argued that leveling students in general was not necessary. Tracking students leads to confusing a student’s pace of learning with their capacity for learning, she said. She contended that leveling created different expectations for those students.

Summarizing the recommendations, Green said a common understanding is needed of the ATP and services available, because when people don’t have the correct understanding of what is needed, “there can be a quick referral to special ed services without understanding the full need.” She wanted to make sure the appropriate services are being provided for the appropriate reasons.

SISS Review: Board Response

While trustees were appreciative of the report, their feelings were best summed up by trustee Andy Thomas’s concerns: Trustees were “struck by the complete absence of any metrics” in the report and were disappointed by the absence of clearly defined goals and next steps.

Brown said her team felt they should not repeat information already given to the board in the district achievement report. She reiterated that action plans will be developed and implemented on a yearly basis to address the recommendations put forth by the report. She also noted the report only examined how services were provided and did not take into account the financial implication of the services.

AAPS trustee Glenn Nelson

In a program review, trustee Glenn Nelson said, it would be helpful to have a broader picture of how special ed fits into the district program. He noted that while other districts in Washtenaw County have experienced growth in the general education population, AAPS has seen an increasing “market share” of special ed students. He said that must mean the special ed services are part of what people find attractive about AAPS.

Nelson also highlighted the financial consequences of special education enrollment. In 2012, $34 million was spent by the district on special education. About $23.7 million of that will be reimbursed by the state [roughly $6.3 million] and by the Washtenaw Intermediate School District (WISD) special education tax millage [about $17.4 million]. Even factoring in the state’s foundation allowance that the 390 FTE special education students bring to the district, the district still has to cover about $6.8 million of the cost out of the general education fund.

If that $6.8 million is divided by the 390 students, the district pays over $17,000 per special ed student, Nelson said. Nelson wanted to draw attention to the costs of special education as it currently is structured and how that impacts the budget. Trustee Christine Stead also pointed out that the district is really spending $87,000 per special ed student, but that they are currently being reimbursed for all but $17,000 of it.

Trustee Simone Lightfoot noted the reimbursement from WISD will be diminished in upcoming years. For the 2012-13 school year, WISD will reimburse 67% of special education costs. In 2013-14, that number drops to 56%. In 2014-2015, it drops further to 49%, and in 2015-2016, that number bottoms out at 46%. As reimbursement declines, Lightfoot asked, how can the district be expected to maintain the same mandated level of services.

Brown said that was why they looked at the structure of how services were being provided. The district wants to move towards more inclusive environments that are the least restrictive for students. And while appropriate services for each student would still be provided, not as many special education dollars would be spent if the services were more inclusive.

In an educational system that offers more choice, Nelson said, there are going to be providers who search out the low-cost elements of the educational mission, which are typically K-8 general ed students. Charter schools do not have to accept the higher-cost students. That leaves special education and high school students the responsibility of the public schools, he concluded. Nelson argued that the dynamics over time are going to mean that the high-cost providers will find it unsustainable to deliver that kind of education. There needs to be a partnership between general ed and special ed to have strong, viable programs for both, or else, “we’re in trouble,” he concluded.

Responding to a question from trustee Susan Baskett, SISS assistant director Erik Thompson clarified that a targeted resource room was not a federal or state term, but one developed by AAPS. He explained that the program began as a kindergarten transition for students who had problems with social communication and who required more time and services than could be allotted in a half-day kindergarten program. The rooms were housed at Angell and Lawton elementary schools. Now that the district offers all-day kindergarten, he said, services can be provided at neighborhood schools, because all schools have resource rooms and speech and language pathologists. That push for inclusion, Butler-Ketchum added, will help set the bar higher for students.

Stead said the board would be interested in a more data driven presentation. While a lot of the information already exists, having it coalesced would help the board. She said the Ann Arbor Parent Advisory Committee (AAPAC) did a fine job of identifying some of the areas where data is needed. She also said that as the district is already spending close to $90,000 per student, she would hope the whole SISS team would think about cost effective ways of implementing services for students.

Outcome: The board asked for a data-driven component of the report to be presented at a future meeting. If the meeting turns out to be a committee of the whole meeting, AAPAC would be specifically invited.

SISS Review: AAPAC Response

During the Ann Arbor Parent Advisory Committee (AAPAC) association report, Heather Eckner, AAPAC representative, addressed the SISS review. She thanked Brown and the SISS team for including AAPAC members in some data collection. She followed that by saying the committee was troubled by the lack of data on student achievement or student outcomes from the program review that had been designed and conducted by SISS.

In the absence of such data, AAPAC believed it would be premature to make significant changes to the services or programs serving special education students. They urged the board to maintain the current practices of using separate, leveled classrooms for students with mild and moderate cognitive impairments, and to maintain or expand targeted resource rooms for early elementary students with developmental delays.

Eckner also highlighted current special education law, and pointed to a conversation board had at its Feb. 27, 2013 meeting about teacher assistants being written into individualized education plans (IEPs). AAPAC’s position is that that the district is reimbursed for a significant portion of the costs for special education, and the trustees should keep that in mind when talking about the budget.

SISS Review: Public Commentary

Several parents addressed changes in special education during public commentary.

Karen Underwood thanked the district for the support her daughter had received in a targeted resource room at Angell. She questioned why the SISS review didn’t come until mid-March, as it gives special education families little time to consider other options. She also asked how special education services were going to be expanded throughout the district, given the budget constraints.

Patricia Memmet said she was dismayed to hear the board looking into pressuring the IEP teams to reduce support for special education students, and she thanked the trustee [Mexicotte] who had previously suggested that would not be compliant with the law. Memmet asked why a board certified behavior analyst (BCBA) hasn’t yet been hired. This was a gaping hole in the staff, she contended, and could be contributing to increased costs for additional teacher assistants.

Marie Kreger argued for the continued need for targeted resource rooms. She said that early on, AAPS had been a model for intervention for high functioning students. It was a testament to the program that out-of-district families work hard to get their students into AAPS schools. She said that as far as developing a robust special education program, “If you want to grow a forest, you don’t cut down the trees. You plant more.”

Paula Goforth was also concerned about the elimination of the targeted resource rooms. The targeted rooms, she said, provided the social and emotional components that kids need and they have really helped her son blossom. She was concerned that parents don’t know what other viable options might be, if the resource rooms were removed.

Roberto Clemente Student Development Center Review

As part of the budget reduction process last year, in 2011-2012, relocating the Roberto Clemente alternative program was discussed as a potential reduction of approximately $400,000. The administration’s recommendation was to relocate Clemente to Pioneer High School as a cost-saving measure. At the time, the trustees decided to leave the program intact, but charged the administration with doing a review of the program.

When the board had originally heard the review, at its May 16, 2012 meeting, AAPS administration presented a set of information for board review, including a large amount of data on achievement, student make up, attendance, graduation rates, staffing, course offerings, and cost comparisons between the six district high schools. The administration used a similar approach this year at the board’s March 13, 2013 meeting.

Clemente: Options

After conducting its review, the administration’s recommendation remains unchanged: Relocate the Clemente program to Pioneer High School. While there would be a change in location, Flye said, the service model would stay the same. The program would be intact, and the same number of instructional FTEs would be in place.

Deputy superintendent of instruction Alesia Flye

The administration proposed two different options. Option A would yield a total potential savings of $348,677. The savings in Option A are realized by eliminating the principal and the office professional, as well as yielding savings in the areas of transportation, energy, maintenance, custodial, and ITD tech support. Option B offers a total potential savings of $127,379 – by leaving the principal and office professional positions in place for the initial year of transition. In either option, any sinking funds or bond money currently allocated for the Clemente building would be redirected to improving the program site at Pioneer.

The next steps, according to Flye, would be to collaborate with the Clemente and Pioneer principals to develop an action plan. Flye acknowledged that Pioneer principal Cindy Leaman has begun to brainstorm considerations to keep in mind to help ensure a smooth transition, if the program is relocated to Pioneer. Pioneer administration is “confident” the building has the capacity to house Clemente. While Pioneer currently is technically over capacity, there is some flexibility with room configuration in the building, according to Trent. One of the benefits to moving Clemente students to Pioneer, according to AAPS administration, would be that the Clemente students would have greater access to more opportunities.

Flye reported that Clemente’s current principal, Ben Edmondson, would prefer to keep to keep the program at its current location. Issues such as uniforms and a dedicated space were some of the concerns he expressed. [Clemente students wear uniforms.] He also said he would welcome the opportunity to talk to the principal at Ann Arbor Tech High School about housing the program at A2 Tech.

Retired Clemente principal Joe Dulin weighed in during public commentary, saying that if the proposed move of Clemente to Pioneer goes forward, “we are headed for some serious problems.” He recalled the time that Clemente was housed at Forsythe Middle School – which lasted less than two weeks – as a negative experience.

The cost per pupil (CPP) at Clemente based on 2011-2012 enrollment is $18,941. That compares with CPPs of $14,804 at A2 Tech and $8,253 at Community High School. Flye noted that in this financial climate, “it is becoming more challenging to operate a program with that high a cost per pupil.”

Clemente: Board Reaction

Several of the trustees were appreciative of the work that went into the report. Lightfoot, however, was troubled to have the “same suggestions we had last year.” Thomas said he had hoped the board would receive an evaluation of the effectiveness of the Clemente program. That qualitative aspect was something Baskett had asked for at the May 16, 2012 meeting. Flye responded that they found that the strengths of the program included its smaller learning environment and the relationships developed between teachers and students.

It was not surprising that Clemente scores would be lower when compared to the comprehensive high schools, Thomas said, given the fact that the students at Clemente were struggling already. The 88.24% graduation rate at Clemente, however, was striking to him. If the end result, Thomas allowed, is to graduate a student, then Clemente seems to be effective. But he added, “If the result is to attain a certain measurable standard of learning, the outcomes are not good.” He wondered if the end results were any better or worse than if those students had attended a comprehensive high school.

Responding to a question from Thomas about how the culture of Clemente would be maintained if moved to Pioneer, Flye felt the culture of Clemente could be preserved. The same number of classrooms would be provided at Pioneer, and there would be room for Clemente staff to work together. To address issues of mixing between Clemente and Pioneer students, there was some brief discussion on a separate entrance to the D-wing of Pioneer where the Clemente program would be housed.

The trustees did have some concerns about the future leadership of Clemente. Forty percent of the projected savings, Thomas noted, came from the elimination of the principal position. He was skeptical of Flye’s assertion that the real value of Clemente had more to do with individual teachers and what goes on in the classroom than with the leadership of the school. He said he thought the leadership mattered and eliminating the position should be thought through “quite thoroughly.”

Flye responded by saying that the relationship component of student and teacher is a strength, and will remain the same. The 15:1 ratio of student to teacher will be maintained at Pioneer. She also noted that the principal of Clemente would have the opportunity to be part of the summer school experience.

Trustee Irene Patalan also emphasized the importance of leadership. She wondered who would be in charge of the Clemente program at Pioneer, who “would be the glue to hold them together” if there were no principal or office administrator. She shared some of her own family’s experience with the Middle Years Alternative (MYA) program, which was housed at Forsythe. She emphasized that having some leadership was an important component to the success of a school within a school, but ultimately, she could see the relocation working.

MYA was not a good example of a “school within a school” because it was ultimately closed, Baskett contended. The administration had not convinced her that they would be able to sustain at Pioneer the qualities that makes Clemente successful. She was concerned the district was not thinking through all the details of the day-to-day operations. If a Clemente student gets into an altercation with a Pioneer student, she asked, who would be in charge?

Baskett also pressed the administration on how student success would be ensured if Clemente students were moved to Pioneer. The students there would not have the same kind of “TLC” from all staff that they are able to have at Clemente. Lightfoot also noted the irony of sending students back to Pioneer – the school from which the majority of Clemente students are referred.

No one was pleased with the achievement scores at Clemente, said Flye. She mentioned the instructional team had been exploring distance learning components at the comprehensive high schools, which could be additional resources for Clemente students. Baskett disagreed, saying the metaphorical and physical arms that Clemente teachers wrap around their students are key. She didn’t think distance learning would work for Clemente students.

The question for Nelson was: Where could the least amount of harm be done when viewing the budget as a whole? They were looking at this option because “we’re forced to cut money from the budget.” Green assured him that they were not bringing forward any item separately. She recognized, however, that they were making plans for each of the potential reductions being considered.

Lightfoot wondered when the administration’s recommendation switched from housing Clemente at A2 Tech to housing it at Pioneer. Flye answered by saying that they had conversations with all the high school principals last year to discuss several options. It was ultimately decided then that there was not enough physical space to combine both programs at A2 Tech – and both principals at A2 Tech and Clemente were opposed to the combination.

Lightfoot also encouraged the administration to solicit ideas from Clemente students, families, and faculty. She asserted that “too many decisions are being made in Balas [the central administrative office]” without the input of the people most impacted by those decisions. Flye said they know parents appreciated the experience students have at Clemente. That was one of the reasons that they are looking to keep classrooms together if the program does end up moving to Pioneer.

As a possible revenue generator, Lightfoot suggested looking into recruiting more students to Clemente. She also asked that they be more creative than just eliminating programs. If the district is going to be committed to the program, Lightfoot maintained, it shouldn’t be sent “hobbling along.” Students had limited other options for alternative education, Lightfoot said, especially since the Center for Occupational & Personalized Education (COPE) closed its doors in 2012.

On a different topic, both Lightfoot and Baskett questioned the admissions process to Clemente. Lightfoot said that previously students could opt to go directly from middle school to Clemente – but now were required to spend at least one semester at one of the comprehensive high schools before being able to transfer. That seemed to be a punitive approach, Lightfoot contended.

Some of the issues that would have to be addressed if Clemente were to be housed at Pioneer would be the possible wearing of uniforms by Clemente students. Clemente students would potentially switch to semester scheduling as opposed to the trimester scheduling currently used at Clemente. Baskett argued that trimester scheduling was used at Clemente for a reason – credit recovery. The connectivity provided by the longer classes are important to the success of Clemente students, she concluded.

Clemente: Summer School Update

Some of the trustees asked about the impact of combining summer school programs. Before 2012, Clemente offered its own summer school program. Because of budget cutbacks, the trustees voted to have all the secondary summer school programs at one site – Pioneer High School.

Flye told the board it was a smooth transition to one site. Because it was so successful, she said, the district will be continuing it for the 2013 summer school program. She said they had initially received lots of feedback from parents who had reservations about transitioning the summer program, but once the program started, they did not hear any more concerns. When pressed by Baskett for some written documentation of that feedback, Flye said they are putting in place a complete review of the summer school program. Baskett maintained that summer school would have been “a nice pilot to measure the social interactions” between Clemente and non-Clemente students.

Outcome: This was a review requested by the board. There will be more discussion on Clemente as the board considers the budget as a whole. No action was taken at the meeting.

2013-14 Budget

The upcoming budget decision for FY 2013-14 emerged as a topic throughout the meeting.

2013-14 Budget: Dialogue Meetings

Led by trustee Glenn Nelson, the board discussed and approved a process for engaging citizens in their budget development. The proposed process and timeline is:

• Late March & Early April: Community dialogue meetings sponsored by BOE
• April 10, 2013: Administration presents projected revenues for FY 2014
• April 24, 2013: Administration presents recommended expenditure budget for FY 2014
• Early May: Community forums led by the administration on the proposed budget
• May 8, 2013: First briefing of the Budget Resolution for FY 2014
• May 22, 2013: Second briefing and action on the Budget Resolution for FY 2014

The meetings would need to be sub-quorum [only three or fewer trustees], and Nelson said it would be “something of an experiment.” Since they have heard criticism that the traditional forums were not informational enough, the smaller gatherings would allow for more input from the community. With projected action on the budget coming before Memorial Day, the hope would be that members of the community would have enough time to adjust to whatever changes will be coming.

Nelson envisioned that the trustees present at each meeting would describe what it is they are facing and a list of the various options. Attendees would be encouraged to do three things: (1) address ideas for additional revenues; (2) identify the core areas that must be protected; (3) and find the areas where $17 million (almost 10% of the district budget) can be cut.

Stead noted that the costed-out information was going to be important for trustees to have – to give the public a sense of scale.

Lightfoot also noted that as trustees look at the budget, they keep in mind and suggest to the public the importance of restructuring and amending rather than ending. She said they were looking to the public to come to the meetings with ideas that could possibly be implemented. She also highlighted this point when talking about the proposed relocation of Clemente.

2013-14 Budget: Items from the Board

Thomas said he has received a number of emails over the past week about possible cuts to the funding for the district arts programs. “We get it,” he said. But the problem, he argued, was that nobody wants to cut anything, and the district is still faced with a $20 million deficit. He suggested that as a district and as a community, they need to get behind some charitable contributions in support of the arts. He suggested donations to the AAPS Educational Foundation as a way to support the arts so they can save some of the programs that are so clearly valued by the community.

Board vice president Christine Stead presided over the meeting, as president Deb Mexicotte was absent.

Lightfoot mentioned she had attended a Education Achievement Authority (EAA) board meeting at EMU and was struck by the “egregiousness” of the legislation. The workings of the EAA have siphoned off some of the district’s students, without incurring the kinds of costs the public schools have. She said that while residents’ frustrations are directed at the board, they should instead be directed at the governor and state legislature. Stead noted that it was districts like AAPS that had been giving the most since funding from proposition A was started [in 1996].

Nelson thanked Stead and the others who organized the Michigan board of education forum on state legislation that could impact public education, which was held on March 11, 2013. It was a forum “we could all be proud of.” Stead said she is following up with the panelists to pursue the possibility that they would remotely answer some of the questions from the community.

2013-14 Budget: Public Commentary

Two people spoke during public commentary about the budget and issues with the administration. Barbara Malcolm said she was “outraged at what seems to be back alley deals” when it comes to the budget. She said the board should be distrusted and ashamed for bringing in “outsiders who have no connection to the community.” She asked for more transparency when it comes to the budget.

David Malcolm addressed the failings of the board to keep Green’s pay in check, and said Green should have taken a pay cut a year ago given the current financial environment. He directed some of his remarks directly towards Patalan because of her previous statement at the May 9, 2012 meeting, when she said she was “a little troubled by what seems like … like a lack of sticking to the rules of public commentary.” Addressing Patalan, he said, “We are coming for that seat in 2014.”

School of Choice Openings

As they have for the past three years, the trustees approved limited school of choice (SOC) openings for the 2013-2014 year. Under the limited option, a school district must identify the number of openings and can open an application window for only 30 days.

The district is offering the following SOC openings: 40 seats in kindergarten; 40 seats in grade 1; 10 seats each in grades 2 through 5; and 50 seats in grade 6 for the 2013-14 school year. These numbers are consistent with what was offered last school year.

New for the 2013-14 school year, the board also decided to add 25 seats in grade 9 at Skyline High School. This was not consistent with the administration’s recommendation. Because the district could not accommodate all the requests for in-district transfers at the high school level, the administration did not want to open up any high school for SOC.

The trustees were in agreement that it made sense to open Skyline up for SOC – because enrollment at the school was down. While there are 100 open enrollment seats for students who reside in the district but live outside the Skyline boundaries, not all seats went filled for the 2012-2013 school year. In a time where “we are talking about eliminating all these programs, it seems unwise to leave an opportunity untapped,” said Thomas.

Nelson noted that because Skyline has smaller class sizes than either Huron or Pioneer, it was likely that an addition of 25 students could be absorbed with no increase to FTEs. Each SOC student brings in the corresponding foundation allowance from his or her own school district. Thomas also mentioned that if they did not open up the seats, the district would possibly be looking at a reduction of teachers at Skyline – to bring staffing levels more in line with the other comprehensive high schools.

The administration’s recommendation is to give it some time to see how in-district transfers between high schools works, before opening up a high school to SOC, Green said. But if the board wants to try opening up Skyline for SOC, and the board and the administration is “all on the same page that this is an experiment,” she would not delay doing it. Flye said the administration will still be monitoring in-district transfers.

Second Quarter Financial Report Update

After receiving a sobering second quarter financial report at their Feb. 27, 2013 meeting, which showed a $2.5 million gap, the trustees amended the general appropriations in the current year’s budget and approved the second quarter disbursements. The formal amendment to the budget was made as part of the board’s approval of the consent agenda.

The second quarter financial report shows the projected revenue will be approximately $1,088,000 lower than expected. The decrease is due to adjustments of the number of budgeted general fund FTEs to the audited student account, along with other reductions.

The expenditure budget will be approximately $1,394,758 higher than originally projected. The increase is due to an $894,758 increase for an additional 24 teacher assistant FTEs and a $500,000 adjustment to basic programs for projected substitute teacher costs.

While acknowledging that it wasn’t going to close the $2.5 million gap, Green said they have implemented a limited budget freeze. For a purchase or a requisition to be approved, it first must be approved by the appropriate executive cabinet member, then by Green herself. This was met by approval from the trustees. Patalan said she appreciated the initiative. Stead said that since the public didn’t always understand the estimations that go into the budgeting process, she wanted people to become more aware of the work being done by Green and her team to address the current financial situation.

Green also noted that the move to a zero-based budget and line-by-line accountability will allow the administration to look more closely at the budget so “when we are offering service, we are doing so appropriately.” Right now, for example, she described funding for substitute teachers as the responsibility of the HR department, while the bills for substitutes are paid from finance, and requests are made at the building level – who have no idea of the costs. If you don’t know the costs, Green asserted, you can’t control the costs. She acknowledged that as the district moves to line-by-line accounting, there will be “some growing pains.”

Lightfoot asked how there could be a job fair if there was a budget freeze – referring to the job fair AAPS held on Feb. 28, 2013. Green explained that the freeze is related to purchases and acquisitions. The current openings for principal will be kept open until filled. [Skyline High School principal Selura Jackson is leaving at the end of the school year to take a new principalship in North Carolina.]

Green acknowledged they were trying to “level out the organization” at the administrative level. That means the administration is not going to be filling Robert Allen’s deputy superintendent for operations position. But Linda Doernte’s director of purchasing and business services position will be filled when she retires.

Green also said they would be looking at some more creative ways of cutting expenses. She noted a proposal had come forward to cut down on graduation costs, as had a proposal addressing table rentals.

Outcome: The board approved the second quarter financial report as it was presented.

Purchases

The board was asked to give final approval to two purchases.

Purchases: Copiers

After receiving an initial briefing on the item at its Feb. 27, 2013 meeting, the board voted to approve a purchase of 103 Lexmark copiers at a cost of $360,000, funded through the technology bond. It has been verified with the district’s bond counsel that this would be an allowable expense for the bond.

The purchase represents a one-time savings of approximately $25,000 over the lease option. Because the lease was a budgeted expense in the general fund for the next three fiscal years, a savings of approximately $130,000 annually will be realized in the general fund. The savings from the copiers will most likely be used to offset the costs of a software upgrade, which cannot be funded through the technology bond.

Outcome: The board unanimously approved the purchase.

Purchases: Classroom Projectors, Amplifiers

The trustees approved a district-wide replacement of classroom projectors, approximately 200 sound amplification systems, and supporting electrical equipment.

A request for bids on the project went out on Jan. 10, 2013. Bids were received and publicly opened on Feb. 5, 2013. After various companies were interviewed by the district’s technology bond professional team, the team recommended the following contract awards: Great Lakes Power and Lighting ($393,000 for electrical work); The Professional Group ($1,879,619 for audiovisual equipment); and to AVI-SPL ($183,168 for the sound amplification systems).

Brief discussion centered around the business practices of Great Lakes Power and Lighting after some complaints were brought up during public commentary at the Feb. 27, 2013 meeting. Trent said that after internal discussion, none of the complaints changed their recommendation of the companies.

Lightfoot made clear she would not be supporting the contract because of letters from the state’s Department of Labor and Economic Growth from 2008 that state that Great Lakes Power and Lighting was not in compliance for pay.

Outcome: The board approved the purchase on a 4-2 vote. Baskett and Lightfoot dissented.

Financials and Insurance

With limited discussion, the board approved both Plante Moran as the financial auditor and renewed the district’s liability insurance. The trustees were initially briefed about both topics at the Feb. 27, 2013 meeting.

Plante Moran, the district’s previous auditor, was awarded the district’s financial audit contract for a cost of $161,000 over three years, with the potential for two one-year renewals. Nelson was pleased to hear that there would be some change in the team from Plante Moran. He was initially concerned that there could be too much familiarity – if an auditor had been with the district for an extended period of time.

The trustees also voted to approve the district’s liability insurance renewal. The district’s final liability insurance premium will be $716,476. The renewal premium reflects an overall increase of 5.9%, which is less than current market conditions.

A National Flood Insurance Program (NFIP) policy was purchased this year because Affiliated FM identified eight buildings located in a low hazard flood zone as locations that are “at risk.” Affiliated FM would insure those buildings only with a $5 million limit and a $1 million deductible. Because this was a large deductible that could potentially put the district at financial risk, the additional NFIP from Selective Insurance was purchased to cover the gap, which would insure the buildings up to $1 million with a $1,000 deductible. The NFIP coverage goes into effect March 6, 2013 and costs an additional $30,732.

All policies except the NFIP coverage went into effect Feb. 1, 2013 and will expire on Feb. 1, 2014.

Communication and Comment

Board meetings include a number of agenda slots when trustees can highlight issues they feel are important. Every meeting also invites public commentary on subjects not necessarily on the formal agenda or that are not covered elsewhere in The Chronicle’s meeting report.

Comm/Comm: Huron/Pioneer Football Brawl

The trustees weighed in to support three district students who face criminal charges as a result of a “brawl” that took place at the conclusion of a football game last year. The game took place on Oct. 12, 2012 between Huron and Pioneer high schools, both schools in the AAPS district. A hearing for one of the students had been scheduled for March 15, 2013.

During public commentary, five members of the public spoke in support of the three young men. Joe Dulin, retired Clemente principal, speaking on behalf of Ann Arbor Concerned Citizens for Justice, said that while no one in the group applauds that someone was injured during the brawl, they felt there was injustice done by “overcharging” the students. He asked that the board remedy the situation. Ruth Zweifler asked the board to “stop criminalizing our students” because it just creates more problems than it solves. Leslie Hollingsworth noted there was an overrepresentation of African American students who face expulsions and suspensions in AAPS. She asked that board call for the dismissal of charges against the three students. Sioban Harlow encouraged the board to support the students and bring the issue back to a dialogue rather than a criminal proceeding. Lefiest Galimore also expressed his support for the young men.

The board’s resolution, which was put forward by trustee Susan Baskett, asks Washtenaw County prosecutor Brian Mackie to reconsider the charges his office has brought against the young men. Included as “resolved clauses” in the resolution were the following:

Therefore, we ask that our students, when required to be accountable through the judicial system and thereby learn from their mistakes, be treated with compassion, fairness, equity, efficacy, and respect for their ability to learn, and

We therefore further recommend that the Prosecuting Attorney, Brian Mackie, consider the best interests of the injured student, the students criminally charged and the community by re-evaluating the degree of criminalization of adolescent behaviors that would be better resolved through a greater emphasis on educational and developmentally appropriate measures relative to harsh charges and convictions.

Both Thomas and Patalan had initially expressed concerns about the board becoming involved in a matter that has progressed into the criminal justice arena. After some small changes made to the proposed resolution and after having listened to the concerns expressed by the community, Thomas said he was able to support such a resolution.

Patalan said she read the resolution with an eye for an affirmation for all of the district’s students. Feeling satisfied that the resolution could be true for every student, she was content to support the resolution.

After some discussion by the trustees, it was decided to change the word “resolve” to “recommend” in the last paragraph. This decision was made because the resolution was supposed to be suggesting an action for Mackie.

When Green said the district did not initiate any of the criminal proceedings, Lightfoot said that while the district did not initiate the proceedings, “we did not make it clear to the penal system where we stood.”

Outcome: The board unanimously approved the resolution, with the understanding it will be sent directly to Washtenaw County prosecutor Brian Mackie.

Comm/Comm: AAAA Budget Recommendations

Five associations are invited to make regular reports to the school board: the Black Parents Student Support Group (BPSSG), the Ann Arbor Parent Advisory Committee for Special Education (AAPAC), the Parent Teacher Organization Council (PTOC), the Ann Arbor Administrators Association (AAAA), and the Ann Arbor Education Association (AAEA). The Youth Senate is also invited to speak once a month, as are representatives from each of the high schools.

At the March 13, 2013 meeting, the board heard from AAAA and AAPAC. The AAPAC report is included in the write-up of the SISS review.

Mike Madison, co-president of AAAA, recognized several administrators who were leaving their jobs in the near future. He commended Robert Allen as someone who “you could always get a straight answer from.” He also congratulated Selura Jackson on her new job assignment in North Carolina. He encouraged the administration to fill the vacancies from the ranks of AAAA.

And acknowledging there were “tough times ahead,” Madison read off 31 suggestions from the members of AAAA on ways to reduce the budget. The suggestions ranged from selling buildings off, to cutting central administration jobs and pay, to adding five to ten minutes to each day with the end goal of ending school two to three weeks earlier. Madison stressed that the suggestions were not his ideas but were the consensus of AAAA’s collective thinking. He noted that over 75% of their members supported the recommendations.

Comm/Comm: WISD Board Elections

During agenda planning, Nelson pointed out that one of the board’s duties was to elect members to the Washtenaw Intermediate School District (WISD) board. Terms for two of the members will be coming to an end in June of 2013. Members of WISD’s school board are elected by a body of electors composed of one member from each WISD member district’s board of education. So AAPS has a vote in the WISD elections.

Nelson proposed the board be more systematic in its approach to voting on WISD elections – having the two incumbents who were up for re-election this year to come speak to the board. He suggested inviting Diane Hockett and Mary Jane Tramontin to the March 27 meeting to explain their platforms and why they were running.

By having the incumbents present, Nelson suggested, the board would be in a better position either to support the candidates or encourage someone else to run. He also noted that one of the reasons he wanted to draw attention to this was the low barrier to candidacy: Running for a position on the WISD board requires only submitting a nominating petition with the required number of signatures.

Outcome: The board will invite the two incumbents to the March 27, 2013 meeting.

Comm/Comm: Accolades

In her superintendent’s report, Green highlighted many student and teacher achievements across the district. She noted three groups of Pioneer High School students who were among the winners of C-SPAN’s StudentCam documentary film contest. Art students, art teachers, orchestra teachers, music students, and students of Japanese were among those recognized for their accomplishments.

Comm/Comm: Lawton Elementary Musical Performance

The board meeting was started off by two songs from Susan Bailey’s second grade classroom at Lawton Elementary. They were led by Cynthia Pagebogen, who had taught several of the trustees’ children when they were younger. The songs blended science, dance, and music. The trustees were effusive in their praise. Baskett said she had never seen such enthusiasm at a board meeting.

Comm/Comm: High School Drama

Seven members of the public spoke to express their support for the drama programs at the high schools. Eliminating district funding of theater for a savings of $200,000 is one of the items being discussed in as a possible cost cutting measure.

Sena Adjei, surrounded by other high school theater students, spoke against cuts to the theater program.

Several students spoke about how theater has been an integral part of their high school experience. Sena Adjei said he became more of a man in the first ten minutes of theater than he ever did playing football. Gabrielle Vuylsteke offered some examples of students who had had their lives changed by theater. Pioneer student Kate Summers shared her own story of how her theater experiences helped grow her confidence. Eleanor Howell-Shryock, a member of the Huron Players, said that “no matter how much money we might be save [by cutting theater], we can’t afford it.” Having the theater budget at Huron cut would be the death of them, she said.

Several parents spoke in favor of maintaining theater funding. Margie Morris, a district parent, asked that the board keep in mind how many students would be affected by the cuts. Brice O’Neal credited theater at AAPS for saving his life as a high school student. He asked that the board consider what the impact of these cuts will mean to the students. Jeff Crause pointed out that all other proposed budget cuts were a percentage of the programs, while theater would sustain a 100% cut in its budget. He also noted the high caliber of theater in the district. Any additional fundraising the students would have to take on would be a subtle tax increase, he argued.

Isaac Scobey, Community High School student, argued for block scheduling at Community to be maintained. He asserted it was part of what makes Community unique and it gives students time to reach deeper into subjects.

Present: Vice president Christine Stead, secretary Andy Thomas, treasurer Glenn Nelson, and trustees Susan Baskett, Simone Lightfoot, and Irene Patalan.

Absent: President Deb Mexicotte

Next regular meeting: Wednesday, March 27, 2013, 7 p.m., at the downtown branch of the Ann Arbor District Library, 343 South Fifth Ave.

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