AATA board member Roger Kerson argues against immediate action on Act 152, which limits the amount that public employers can contribute to employee health care. (Photos by the writer.)

That action meets the requirements of last year’s state Act 152, signed into law in September 2011, which limits employer contributions to a fixed dollar amount. But Act 152 also allows for the governing body of a public entity – in this case, the AATA board – to vote to cap the employer contribution at 80%, leaving 20% to be covered by employees. And that’s what the AATA board did at its June 21 meeting. Dissenting on the vote were Charles Griffith and Roger Kerson, who felt that the timing was perhaps too early – because the contract for AATA’s unionized workforce goes through the end of the year.

Based on the way that some other transit agencies in Michigan had handled their Act 152 compliance, Griffith and Kerson felt it might be possible to delay action for its non-union staff until AATA was required to act on its union workers’ health care costs. That approach is based on the idea that all employees participate in the same health care plan. However, the advice of the AATA’s own legal counsel was that Act 152 doesn’t explicitly provide for that uniform treatment of employees, just because they participate in the same health care plan.

Kerson urged that the board consider taking the AATA’s “windfall” from its compliance with the state law and reinvesting in non-health care compensation. Just because the state had given public entities a hammer, Kerson said, did not mean that they had to use it against their employees.

In other board action, the expenditure of funds for planning a north-south commuter rail project – from Howell to Ann Arbor, known as WALLY – was authorized. The money had previously been included in the AATA’s approved budget for fiscal year 2012, which ends Sept. 30, 2012. But the board had passed a resolution that requires explicit board approval before the money in the budget could be expended. AATA’s portion of the $230,000 in planning costs is $45,000, with the remainder contributed by a range of other public entities – the federal government, the city of Howell, the Ann Arbor Downtown Development Authority, and Washtenaw County.

Another planning effort that’s moving forward did not appear as a voting item on the agenda, but was included in CEO Michael Ford’s written report to the board: continued study of a possible Ann Arbor transit connector for a corridor running from US-23 and Plymouth southward along Plymouth to State Street and further south to I-94.

The AATA received a $1.2 million federal grant for an alternatives analysis phase of the study – which will result in a preferred choice of technology (e.g., bus rapid transit, light rail, etc.) and identification of stations and stops. That federal grant comes with the requirement of a $300,000 local match, which now appears to have been secured in the form of $60,000 from the city of Ann Arbor; $150,000 from the University of Michigan; and $90,000 from the AATA itself. A feasibility study for the connector has already been completed.

In other action, the board authorized the purchase of five new lift-equipped vehicles for its paratransit service. The five vehicles will replace existing vehicles that have reached the end of their useful life.

Another non-voting item on the meeting agenda, but one that was included in the CEO’s written report, was news of a collaboration between AATA and the Ann Arbor Public Schools. Starting this fall, the AATA will provide transportation for three existing school bus routes – one for each of Ann Arbor’s comprehensive high schools – by extending existing AATA routes. AAPS will pay AATA $0.50 for each student who boards, which will be counted with a pass that can be swiped through the fare box.

80/20 Health Care

The board considered a resolution in order to comply with the Michigan legislature’s Act 152 for non-union employees, which was signed into law on Sept. 27, 2011.

The law limits the amount that a public employer like the AATA can make to its employee’s medical benefits plans – $5,500 for single-person coverage, $11,000 for two-person coverage, and $15,000 for family coverage. However, the act provides another option – under which a public employer can choose through a vote of its governing body (in this case, the AATA board) – to not apply the hard dollar cap. Instead, the employer can limit its contribution to 80% of the medical benefit, leaving the employee to cover the remaining 20%. It’s this 80/20 option that the AATA board exercised in its June 21 vote.

As part of its compliance with the 80/20 provision, AATA put together health plan options for non-union employees that would essentially make their health care costs roughly the same as current costs – if they choose to opt for higher co-pays.

The options outlined for the board by its legal counsel were as follows:

1. Ignore the statute, stand in violation of the law, and continue providing benefits to management employees on a status quo basis (AATA pays 90% of premium, employee pays 10% of premium). (This option is not recommended to the Board).

2. Take the “CATA” (Lansing) approach to the law which is to adopt an exemption for one year for both union and non-union employees based upon the fact that both groups utilize the same health insurance benefit. CATA’s health insurance plan is selfinsured. This benefit is mutually negotiated with the Union, and therefore is temporarily exempt from the effects of Act 152 until January 1, 2013 (this option effectively “kicks the can down the road”). (This option has not been tested, and is not recommended to the Board.)

3. Take “The Rapid” (Grand Rapids) approach to the law which is to go on record that AATA’s 13-C agreement with the Union and the US Department of Labor prevents it from unilaterally making any changes to its health benefits, and since both the union and non-union employees are covered by the same plan, changes cannot be made in it until a new contract is negotiated January 1, 2013. (This option “kicks the can down the road”). (This option has not been tested, and is not recommended to the Board). [Note: Subsequently, it was learned that Grand Rapids has costs that are low enough to meet the fixed-dollar amount cap in Act 152.]

4. Take “The Metro” (Kalamazoo) approach and comply with the law by allowing the “cap” to become effective. This would limit AATA’s annual contributions to employee benefits to $5,500 for single, $11,000 for two persons, and $15,000 for family. (This option would do great economic harm to employees and is not recommended to the Board)

5. Comply with the law, elect the percentage alternative by a majority vote of the Board, and provide the 80% contribution to the employees’ health benefit plan offered by the Authority. Under Act 152, the employee will be responsible for the balance. (This option is recommended to the Board).

Before the board reached the item on its meeting agenda, Charles Griffith had reported from the performance monitoring and external relations committee that the committee had had a long discussion about revisions to health benefits offered to salaried staff. He noted that as a result of Act 152, there’s a cap on the amount that public employers can contribute to employee health care. But there’s an option in Act 152, Griffith explained, to waive the fixed-dollar amount cap and make a 20% contribution to employee health plan coverage.

AATA board member Charles Griffith.

The committee had looked to some of its “sister agencies” for guidance. Because – like AATA – both union and non-union employees are part of the same plan, some “sister” agencies had delayed implementation, Griffith said. Based on that idea, it was felt they could delay until the unionized workforce adopted a new contract. For AATA, that would translate to Jan. 1, 2013 instead of Aug. 1, 2012.

Griffith also reported that the committee had looked at other public bodies in the Ann Arbor area. They’d concluded that the AATA board, as an appointed board, did not have the ability to waive Act 152 altogether under the statute – which could be done on a 2/3 majority vote. [There was some confusion on the board as to how the city of Ann Arbor had handled Act 152 compliance, but city CFO Tom Crawford confirmed via an email to The Chronicle sent subsequent to the meeting that the city's benefits plan met the hard-dollar cap requirements of Act 152. The city council did not act to waive the requirements of Act 152.]

Griffith indicated that he uncomfortable jumping to the conclusion that the AATA needed to implement the requirements of Act 152 – which reduced non-union employee health benefits by half – as early as Aug. 1.

When the board reached the item on its agenda, Ed Robertson, AATA’s human resources manager, was asked to read the entire resolution into the record, which essentially followed option (5) – the 80/20 option. An alternative resolution, which was not considered by the board, would have delayed compliance with Act 152 until Jan. 1, 2013.

Griffith thanked Robertson and the rest of the staff for helping to find a solution to a problem that the state legislature had imposed on the AATA. The solution put a limit on the disruption of benefits that AATA employees receive. “It’s going to be a hit,” Griffith said. If you took the same health plan they have today, it would mean a doubling of the premiums, he said. Right now, employees pay about 10% of coverage – and this action would raise it to 20%. So what Robertson had worked out was a health care plan that increases co-pays and provides a plan option that’s similar to what they pay today, Griffith explained [Essentially, it's a way for employees to continue to pay the same amount for their health care coverage plan, with the caveat that the coverage plan isn't as good – due in part to the increased co-pays.]

Griffith explained that if the automatic fixed-dollar cap were implemented, that would reflect a four-fold increase in the amount that AATA employees would have to pay. So it’s incumbent upon the board to prevent the automatic fixed, hard-dollar cap from applying, Griffith said. That could be done by implementing the 80/20 option.

The only question, Griffith said was whether to delay the implementation of the Act 152 requirement, until all employees are affected – including the union employees. He based that approach on the way that some “sister transit agencies” have handled the issue. The legal opinion of the AATA’s counsel, Griffith said, is that there’s nothing in Act 152 that would explicitly allow that approach. However, Griffith indicated they’d also heard there’s little evidence that there would be any compliance action taken in the near term. By not taking action that night, it would buy employees another several months of coverage under their current plan, before the board had to take action at the end of the year.

“We’re reluctant to force this on the employees any sooner than we have to,” Griffith concluded.

Roger Kerson noted that the resolution had come from the AATA’s governance committee. The alternative resolution, Kerson said, would have followed the example of the transit agencies in Grand Rapids and Lansing by waiting to implement action until all employees were affected. The thinking was, said Kerson, “If it’s good enough for those guys, why not good enough for us?” In the Grand Rapids case, Kerson allowed, it turned out that the hard cap on dollar amounts was already met. He wasn’t sure why Lansing had taken the action it did.

Basically, Kerson said, the state legislature has imposed a cut in compensation for every public employee in the state of Michigan. What the AATA was doing is offering employees at least a choice of continuing to receive the same health benefit and to pay more for it, or pay the same for the plan, but pay higher deductibles. That’s an approach that is based on the idea that public entities are in trouble because public employees get paid too much, Kerson said, which he characterized as a “blissfully fact-free analysis that’s especially absurd in the context of [the AATA] …”

Kerson noted that AATA had addressed pension liabilities by creating a situation where employees contribute, if the pension fund performs under market. Retiree health care has also been addressed, he said. He said he’s asked the AATA’s auditor if there is some kind of unfunded liability that is being overlooked and the answer has been no, Kerson said. So the state’s “cookie-cutter” imposition of cutting costs is, for the AATA, a solution in search of a problem, Kerson concluded.

What’s on the table, Kerson stated, is whether the “solution” is imposed in August or in January. In any case, Kerson wanted to put on the record that AATA will have a “windfall” as a result of implementing Act 152. There’s no law about what the AATA does with the money, he said. The AATA could put more bells and whistles on the website or more benches in the Blake Transit Center – or the AATA could put that extra money back into compensation for employees. If the AATA did not put the extra money back into compensation, he’d want to know why, said Kerson. He’s more conformable with implementing in January, Kerson said, because that’s more consistent with treating all AATA employees as a team in a fair manner.

Ed Robertson, AATA's head of human resources.

CEO Michael Ford and Robertson confirmed that Grand Rapids was initially planning to exempt the non-union contract from Act 152 until the union contract came up for renewal. But after further analysis, Robertson said, it turned out that Grand Rapids was under the dollar amount cap in Act 152.

Sue Gott wanted clarification about the advice of the AATA’s legal counsel. Is there a clear preference between the resolution on the table and the alternative?

Robertson indicated that the AATA’s legal counsel has not seen the alternative resolution, and has given advice based only on the interpretation of Act 152 itself. The AATA’s labor attorney, David Kempner, was out of town that week, but the AATA’s counsel for general issues, Jerry Lax, had gone through Act 152. Robertson reported that Lax felt there’s no legal interpretation that allows the non-union employees to be grouped together so that Act 152 applies to non-union health care benefits only at the point when it applies to union health care benefits.

Kerson returned to his earlier point – that while the AATA’s legal counsel had reached one conclusion, it was not clear why the transit agency in Lansing had reached a different conclusion.

Robertson noted that more information had been obtained from Lansing – that CATA (the Capital Area Transportation Authority) has a self-insured health plan. That meant it’d be difficult to determine if the state’s mandate had been exceeded until the end of the year – because the agency would have to wait until the year’s end, and then charge back to the employees.

Griffith indicated that he was uncomfortable “rushing” to action. He did not have as much information as he’d like about what other public employees in the community are doing.

The other piece of information that the committee had picked up in its discussion, Griffith said, is that there’s no enforcement action that the state has been taking on Act 152. So even though there’s not a special provision that allows AATA to lump all employees together, there’s not clear evidence that any action will be taken. It’d be a matter of accepting some risk to take the step.

Griffith contemplated a friendly amendment to the resolution: If there’s a determination that the AATA cannot consider a change to all employees at the same time, then this change will be imposed when and if that determination is made. Griffith wanted to be on record as supporting the 80/20 approach – when it’s required to do so.

Eli Cooper, an AATA board member and the city of Ann Arbor transportation program manager, asked for clarification about whose opinion it was that had been given to the board – not on letterhead, but entitled, “Compliance with Act 152.” [It included the five points presented above.] He felt that it speaks to options that are not recommended to the board. Robertson indicated to Cooper that he had actually authored the memo, but that he’d written it after consultation with legal counsel. Cooper concluded that he could interpret the memo as AATA staff’s “best understanding of what the authority’s attorney has recommended” – which Robertson said he could.

Gott picked up on Kerson’s idea that the board could take the approach of returning the “windfall” to employees in other compensation, if the board wanted to pursue that. Board chair Jesse Bernstein liked the idea of Griffith’s amendment because it eliminated the risk of being out of compliance resulting in some kind of punishment. He also liked the notion of making employees whole. He suggested that an amendment to the AATA’s resolution be made to use the 80/20 option but also to state that if an employee’s net compensation decreases due to that decreased heath care payment, the AATA would make that up to them.

Bernstein asked Robertson if that made sense from an operational point of view. Robertson called it an “unusual proposition” to be put forth. Robertson also called it possibly a slippery slope. He wondered when the provision about making employees whole would end – because benefits are renewed every year. Robertson ventured that Act 152 is not going away. How you calculate making an employee whole would depend on the level of coverage that an employee chose, he continued. If someone chose the “buy down” option, Robertson said, he wondered if the employee would be reimbursed for the co-pays.

Bernstein called those good questions that Robertson had raised. He suggested that the board should either have an amendment to ask staff to figure out a plan, or have that money set aside. Either way, the AATA needs to protect itself from the liability. He suggested an amendment with the direction to staff to come up with a plan to return the extra money to the employees. Gott called that “a reasonable amendment to put forward.”

Cooper said he found himself falling on the other side of issue. Legal counsel has said the law takes effect upon expiration of a plan, he noted. The law is effective and the legislature has acted, he said. Speaking to the commentary of the city of Ann Arbor’s health care program, he said the city’s program includes a “low” and a “high” benefit that’s similar to the new approach that the AATA is now taking.

As a public employee for over 30 years, Cooper said, the cost of his health care that he pays out of pocket and the amount of coverage he receives has changed annually. At this point, he said, he wanted to separate what the board had to do to be in compliance with the law, and what it chooses to do if there is a “windfall.” Cooper stated, “I want to first and foremost comply with the law.”

He said he’d be voting to support the recommendations that were written in consultation with the AATA’s attorney. The financial implication of the decision should be subject to staff doing the thinking they need to do to bring a bona fide recommendation back. He did not want to do both things at the same time. He’d oppose any amendment to the resolution that contemplates the work of the staff [in coming up with a way to distribute the extra money] in advance of that work having been done.

Bernstein got clarification that Act 152 is already in effect. It affects the AATA on Aug. 1, because that’s when the non-union employees’ health plan gets renewed. For union workers, the contract runs through the end of the year.

Bernstein asked Cooper if he’d be opposed to including an amendment that asks the staff to present the board with a plan to make some kind of compensation to employees with the excess.

Cooper said that the action taken by the board needs to be “clear and crisp” about compliance with the law. The decision that’s made on a budget issue is a separate issue and needs to be treated separately. So yes, he would oppose such an amendment, Cooper said.

Bernstein asked Cooper if he’d be willing to sponsor a separate resolution that directed staff to find a way to compensate staff between now and the end of the year. Cooper responded with a question of his own: Is that the normal process for making amendments to the budget? Cooper felt it’s not the purview of a board member at the table. Bernstein felt that it was within a board member’s purview. Funding has been adjusted periodically by the board, when asked to do so by staff, Bernstein said. Instructing staff to bring the board a plan doesn’t mean the board has to act on it. It just means that it’s a direction the board would like to take.

Kerson ameliorated the disagreement between Bernstein and Cooper by saying that the discussion he’d heard by the board had addressed some of the long-range concerns he had about the issue. He heard clearly amongst board members that “just because the state gave us a hammer to use against our employees, we don’t have to use it.” Kerson said he also appreciated Cooper’s point of view – that compensation is a complex issue and has budget implications. Just as the board should not rush a resolution about compliance, he said, the board should not rush a resolution about compensation – because it could be misunderstood. The sense of the board, Kerson felt, was that if there’s a “windfall” then the AATA ought to think creatively about how to treat employees fairly as a team.

Kerson said he was still not comfortable with the attorney’s recommendation. However, he said he did not mind delaying the direction to staff about how to restore the compensation. He said he appreciated Bernstein’s efforts to tie the two issues together. Kerson felt it was okay if the two things were on separate tracks. He felt it’s clear that, “We don’t want to hammer our employees unless we have to.” Kerson felt like that issue could be put into the committee process and that would be okay. When Kerson indicated he’d vote against the resolution, even with the kind of amendment that Bernstein had described, Bernstein moved the issue to a vote.

Outcome: The board voted 4-2 to pass the resolution adopting the 80/20 approach to Act 152 compliance. Dissenting were Charles Griffith and Roger Kerson. David Nacht was absent.

WALLY: North-South Rail

The board considered authorization of the funds for north-south commuter rail planning that were already part of its approved fiscal year 2012 budget, which runs through Sept. 30, 2012. The total in the line item for the WALLY (Washtenaw and Livingston Railway) is $230,000, of which $45,000 are AATA funds.

Other entities that have contributed money to the WALLY project include: the Ann Arbor Downtown Development Authority ($50,000); Washtenaw County ($50,000); city of Howell DDA ($37,000); and a federal grant ($48,000). The planned expenditures are for station design work and for other consulting work on railroad operations and liability issues.

Ordinarily, the expenditure of funds from the budget would not necessarily need an explicit board authorization. However, in the case of the WALLY project, the board stipulated in a Sept. 15, 2011 resolution that the money designated for WALLY in the FY 2012 budget would not be expended without the explicit consent of the board. [See Chronicle coverage: "AATA on WALLY Rail: Forward with Caution"]

At its April 19, 2012 meeting, the AATA board had already received a written report in its board packet with an eight-page update on the status of WALLY, which is envisioned to provide north-south commuter rail service between Howell and Ann Arbor.

The conclusion of the report was a staff recommendation to expend funds already included in the FY 2012 budget that are designated for the WALLY project.

One of the challenges for WALLY is the cooperation of the Ann Arbor Railroad in the use of the tracks south of roughly Barton and Plymouth roads on the north side of Ann Arbor. Ideally, the commuter service would extend farther south into Ann Arbor. The report contains a description of an Oct. 12, 2011 meeting between Ann Arbor Railroad president Jim Erickson and AATA CEO Michael Ford, when Ann Arbor Railroad expressed continued general opposition to passenger service on its property. However, the meeting offered some possibility that Ann Arbor Railroad would at least work with the AATA on the issue of railcar storage immediately south of a WALLY station. And the report describes Ann Arbor Railroad as willing to entertain a “business proposition.” [.pdf of April 2012 WALLY update]

The resolution considered by the AATA board at its June 21 meeting indicates that the expenditure of the funds for station design should not be analyzed as a commitment to future capital expenses or funding for operations:

AATA makes no commitment to providing either capital or operating funding at this time, and AATA currently takes no position regarding the start date of service due to the uncertainty with respect to funding. AATA will continue to work with MDOT and the local communities to seek and apply for federal funding of the project. Once funding issues are fully resolved, AATA will commit to a service start‐up date.

At the June 21 meeting, board chair Jesse Bernstein asked AATA strategic planner Michael Benham to provide an overview of the board’s previous position on WALLY funds and why the board was voting – so that if people see the vote on the Community Television Network, they’ll know what’s going on.

Benham reviewed the background of the resolution. He said as a result of the Sept. 15, 2011 resolution on the expenditure of WALLY funds, AATA staff had checked with other communities and other organizations to confirm the project’s viability. Benham reported that the Michigan Dept. of Transportation is 100% behind the project. Ann Arbor Railroad, he allowed, is opposed to passenger service on their track, but left the door open to a business proposition that would respond to concerns about liability and passenger safety. Benham said that the AATA considered that positive compared to what they’d been hearing previously. [AARR owns the track from around Barton Road southward into Ann Arbor, so AARR's opposition is significant.]

Of the other communities along the route, Benham told the board, Howell is the most supportive – and has contributed money to the project. Others are less supportive, he allowed – like Genoa Township, which has not taken a position for or against. The AATA is working with Howell to get a presentation before the Livingston County board of commissioners. The funding for the WALLY planning effort is current a mixture of funds granted to the AATA by different bodies: the city of Howell, the Ann Arbor DDA and Washtenaw County. There’s also $48,000 from a federal grant that’s coming through the state of Michigan for station design work. What’s being proposed to expend from the FY 2012 budget, Benham said, is station design work and miscellaneous consulting. [.pdf of June 2012 WALLY update]

Bernstein asked for confirmation that the funds contributed from other organizations were “in hand.” Yes, answered Benham. Roger Kerson got confirmation that the funds “in hand” are not fungible, that is, could not be used for some other purpose by the AATA – a purpose besides WALLY.

Outcome: The board voted unanimously to approve the expenditure of the previously budgeted WALLY funds.

AATA Connector Study

Pending the signing of a memorandum of understanding with the city of Ann Arbor and the University of Michigan, the AATA will be moving ahead with an alternatives analysis of a connector study – for the corridor running from US-23 and Plymouth southward along Plymouth to State Street and further south to I-94. The alternatives analysis phase will result in a preferred choice of technology for the corridor (e.g., bus rapid transit, light rail, etc.) and identification of stations and stops.

That study will move forward, based on a total of $300,000 of local funding that has been identified to provide the required match for a $1.2 million federal grant awarded last year for the alternatives analysis phase. The breakdown of local support is: $60,000 from the city of Ann Arbor; $150,000 from the University of Michigan; and $90,000 from the AATA.

A feasibility study costing $640,000 has already been completed. That study was also funded through a partnership with the city of Ann Arbor, the Ann Arbor Downtown Development Authority, UM and the AATA. Chronicle coverage of that feasibility study includes: “Transit Connector Study: Initial Analysis“; “AATA: Transit Study, Planning Updates“; and “Washtenaw Transit Talks in Flux.”

A total of $1.5 million for the connector alternatives analysis study – of which $1.2 million is a federal grant – is included in the AATA’s capital and categorical grant program, on which the AATA held a public hearing at its June 21 meeting. In November 2011, AATA CEO Michael Ford had updated the board on the possible timeline for the alternatives analysis, saying that phase would take around 16 months.

Outcome: The information was provided in the written report to the board from Michael Ford, which was included in the board’s June 21 meeting information packet. However, it was not an agenda voting item and received no board discussion.

New Lift-Equipped Buses

The board considered the purchase of five new wheelchair lift‐equipped paratransit vehicles for $390,000 from Mobility Transportation Services. These vehicles are to be purchased using federal formula funds with matching funds from the state of Michigan. The vehicles are to be used for the AATA’s paratransit service, which is marketed under the name A-Ride.

After the meeting, AATA manager of maintenance Terry Black told The Chronicle that these are the same vehicles mentioned in the AATA’s capital and categorical grant program. The program, on which a public hearing was held at the June 21 meeting, includes “5 Small Replacement Buses for Paratransit Service” with a federal share of $600,000.

The reduced cost, compared to what had been specified in the grant program, was attributed to the ability of the AATA to purchase the vehicles through the state of Michigan’s MiDEAL program.

At the meeting, Black clarified that the vehicles are replacement vehicles – and those vehicles to be replaced will be sold at auction. They were purchased in 2005, which is consistent with a seven-year useful life. The AATA has looked at options for replacement over the course of the last year, Black said. Those that they’d selected for purchase have a Chevrolet chassis with a 2010 “clean diesel” engine. The body is made by Champion, which is produced in Imlay City, Mich., he said. They will be “lift style” vehicles instead of “low-floor ramp” style, which is what the AATA has currently in service. There’s not a suitable manufacturer that builds a good low-floor model in that smaller-size vehicle. Black reported that the AATA’s local advisory council (LAC) is comfortable with the selection.

Among the options the AATA had explored was alternative fuel vehicles. One manufacturer produced a vehicle that is a hybrid, but that manufacturer went out of business. A natural-gas fueled vehicle was also considered, but that could become a fueling challenge for Select Ride, which is the AATA’s current contractor for its paratransit service.

Sue Gott expressed her thanks to staff for the effort to explore clean-fuel vehicles.

Outcome: The board unanimously approved the purchase of the five lift-equipped buses for paratransit service.

Capital and Categorical Grant Program

On the agenda was a public hearing on the AATA’s capital and categorical grant program – the set of projects and expenditures for which the AATA is applying for federal funding.

Chris White, AATA manager of service development, introduced the hearing, describing it as a required public hearing on a series of applications. He also described it as a culmination of a public involvement process by the AATA that includes the Washtenaw Area Transportation Study (WATS), which conducts a hearing in connection with its transportation improvement program for Washtenaw County. AATA participates in that process, White said. White suggested that WATS is really the place where you can have an effect on transportation, because that’s when planning is being done on projects.

For AATA, the five-year program of capital and categorical projects is developed over several months, from November to January, by the board’s planning and development committee, and all of those meetings are open to the public, he said. [The staff memo accompanying the board packet also notes that the PDC meeting summaries are transmitted to the board as part of the written material provided to the entire AATA board for its monthly meetings, and that material is available on the AATA website.]

That night’s hearing, White said, is the current fiscal year’s component of the five-year program for capital and categorical grants. He characterized it as a very complex program this year – much larger than usual. One of the elements of the program that is published, White noted, is the amount of available funds. White noted that the Section 5307 funds are an estimate, because Congress hasn’t finished the appropriations yet. But he felt it would be pretty close to $6 million. In addition, he said about $4.6 million in funding is carried forward from the previous year.

Saving money from previous years is something AATA does regularly, White explained, so that it can, for example, take care of major bus replacement needs. The categorical funds include about $2 million in clean fuel funds and $2.6 million of a “livability fund” – which covers the five new buses to be used for additional service on Washtenaw Avenue. The “flex funds” from the Federal Highway Administration – about $1 million – will be used for the Blake Transit Center reconstruction. The $1.2 million for “alternatives analysis” is for the connector study, White said. [The area of study runs from US-23 and Plymouth, down Plymouth to State and further southward along State to I-94.]

Designated Recipient: AATA FY 2012
$ 6,000,000  (estimate) Section 5307 Apportionment
$ 4,638,981  Section 5307 Carryover Funds
$ 2,079,000  Section 5309 Clean Fuels Funds
$ 2,625,000  Section 5309 Livability Funds
$ 1,200,000  Section 5316 Alternatives Analysis
$   993,500  Section 330 Flex Funds from FHWA
$17,536,481  (estimate) Total Funds Available

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The total program of AATA projects comes to $15.7 million, White said. That program includes: 11 large replacement buses; 5 additional buses for expansion of service; 25 vans for the vanpool program; 5 small replacement buses for paratransit service; computer hardware and software. There are some funds for the bus storage facility and bus hoist project, which the AATA is completing, he said. Money also is included for the downtown Ann Arbor Blake Transit Center.

There’s a small amount of money for constructing and improving pedestrian walkways, White said. It’s a new category for the AAATA, he explained, because the eligibility has been expanded for these types of projects by the Federal Transit Administration. If there’s money left over after buying buses, the amount for pedestrian improvements could be increased, he said. [.pdf of the FY 2012 capital and categorical grant program]

No one spoke at the public hearing.

AATA/AAPS Bus Service

Starting in the fall of 2012, the AATA will provide bus service for three public school routes – one for each of the comprehensive high schools in the Ann Arbor Public Schools system. The AATA service will be provided in lieu of services currently provided for those three school bus routes, for which the AAPS contracts with the Washtenaw Intermediate School District.

The information packet for the AATA board’s monthly meeting on June 21 includes as part of CEO Michael Ford’s written report to the AATA board: “… we have agreed to replace three school bus routes – one from each comprehensive high school – with AATA service. These high school students will use regular AATA service with their fare paid by AAPS.”

AAPS director of communications Liz Margolis confirmed in a telephone interview with The Chronicle that three school bus routes will be replaced with AATA service by extending existing AATA routes: #18 to serve Skyline High School students; #16 to serve Pioneer High School; and #22 to serve Huron High School. The fare, said Margolis, will be paid by AAPS at a rate of $0.50 per ride. The rides will be counted and regulated by issuing swipeable cards to those students who are entitled to use the bus service. The cards can be swiped through the bus fare box when students board.

The regular fare for students on an AATA bus is $0.75. After the June 21 board meeting, AATA manager of service development Chris White explained the lower cost charged to AAPS, compared with the standard fare. For AAPS, a transfer will count as two rides – because of the card swipes that will determine the amount of the payments.

The pending agreement between the AATA and AAPS was noted in The Chronicle’s April 19, 2012 AATA board meeting report. Context for the agreement includes this year’s AAPS budget discussions, which included the possibility of eliminating all busing service provided by AAPS. In the budget finally approved by the AAPS board on June 13, 2012, most of the basic school bus service was preserved. However, some specific transportation services were eliminated, including the midday shuttles for Community High School and some bus stops for Ann Arbor Open.

The AAPS board decided to preserve most transportation services for the coming 2012-13 school year – in part by tapping the district’s fund reserves. The reasoning for that decision was based in part on the concern that the timing of a decision, in May, to eliminate school bus service for the fall would not leave sufficient time for families to plan for contingencies. At its May 23, 2012 meeting, the AAPS board directed the district’s staff to form an ad hoc transportation committee that is supposed to bring forward a recommendation on school transportation in early 2013. AATA’s Ford and other community members will be part of that committee.

Outcome: This was an item of information only, and there was no board discussion of the issue.

Communications, Committees, CEO, Commentary

The board entertained various communications at its June 21 meeting, including its usual reports from the performance monitoring and external relations committee, the planning and development committee, as well as from CEO Michael Ford. The board also heard commentary from the public. Here are some highlights.

Comm/Comm: Special Meeting – July 16

CEO Michael Ford reported that he was requesting a special board meeting on July 16, 2012 to cover a few items: the five-year service program associated with the possible transition to a countywide authority; bus advertising; the relocation of a fire hydrant; and the 2013 work plan. [The board does not typically schedule a monthly meeting in July, hence the need to call a special meeting. The July 16 special meeting is tentatively scheduled for 4 p.m. at the AATA headquarters at 2700 S. Industrial Hwy. ]

Comm/Comm: Countywide Transit – Four-Party Agreement

As part of his verbal report to the board at the June 21 meeting, Ford gave an update on the status of the legal framework under which the AATA could transition into a broader transit authority based on Act 196 of 1986.

By way of background, the most recent session of the Washtenaw County board of commissioners – a June 14 working session at which they did not vote – resulted in a long discussion of the documents that would be used to establish a new transit authority. [For recent Chronicle coverage of that working session, see: "Differences on Countywide Transit Debated"]

County commissioners weighed possible amendments to the four-party agreement and articles of incorporation that are associated with a possible expansion of governance and service area of the AATA. The four parties to the agreement are the cities of Ann Arbor and Ypsilanti, Washtenaw County and the AATA.

The city councils of Ann Arbor and Ypsilanti, as well as the AATA board, have approved the documents.

A committee with representation from each of the parties met the afternoon of June 18. [Members of the committee are: Sabra Briere and Christopher Taylor (Ann Arbor city council); Paul Schreiber and Pete Murdock (Ypsilanti mayor/city council); Conan Smith and Alicia Ping (Washtenaw County board); Jesse Bernstein and Charles Griffith (AATA board); David Read and David Phillips (U196 board).]

At the Ann Arbor city council’s meeting on the evening of June 18, Briere reported on the consensus of the committee. They felt that the possible amendments discussed by the Washtenaw County board would not be brought before the city councils of Ann Arbor and Ypsilanti or the board of the AATA at this time, and that the original language would be allowed to stand.

At the AATA’s June 21 board meeting, Ford confirmed what Briere had reported at the city council’s meeting earlier in the week. Ford also reported that the four-party agreement and the articles of incorporation are scheduled to appear on the Washtenaw County board’s July 11 ways & means committee meeting.

That session, according to one Washtenaw County commissioner, is expected to be a “brawl.”

Comm/Comm: Countywide Transit – U196, Five-Year Service Plan

Board chair Jesse Bernstein reported that progress continues to be made on the possible governance of a new transit authority. The unincorporated board (the U196 board) will not have a July meeting, he said, and that time will be used instead to meet with municipalities throughout the county. A third round of district advisory committee (DAC) meetings is scheduled for August and September. [More information about the U196 board and DAC are on the AATA's Moving You Forward website.]

Part of the possible transition of the AATA to a countywide area of governance and service is the creation of a five-year program of expanded service.

Bernstein asked for an update on efforts to test new routes in the five-year service plan to make sure they’re viable and doable. AATA manager of service development Chris White explained that it’s not just the routes that are tested – it’s all the service components. The scheduled headways and frequencies have to be tested to make sure the various routes can work together as a whole. That testing starts the following week, White said. That same kind of testing will be done with commuter services and with the proposed circulators, White said.

Comm/Comm: LAC

Cheryl Webber gave the report from the AATA’s local advisory council – a body that advises the AATA on issues related to the disability community as well as seniors.

Doug Strong, CEO of the University of Michigan Hospitals and Health Centers, at the UM board of regents June 21, 2012 meeting.

Webber reported that they’d received no response from the University of Michigan Hospitals and Health Centers about the need for sheltered walkways from bus stops to medical center facilities.

Although Sue Gott – who is UM’s university planner, and sits on the AATA board – had indicated she’d facilitate a response, Webber reported the LAC had received no response.

The issue also had been raised at the AATA board’s April 19, 2012 meeting. At that meeting, Clark Charnetski reported that the LAC had sent Doug Strong a letter. Strong is CEO of the UM Hospitals and Health Centers. The LAC had inquired about UM’s plans to provide sheltered walkways for riders of public transportation so they can get from bus stops into the medical center. The LAC had not yet received a reply to the letter, Charnetski reported at that meeting, so they’d be sending out a follow-up letter.

In response to Webber on June 21, Gott said she thought that LAC was going to send her the information that had already been conveyed to UM Hospitals. With that information in hand, she said she could facilitate some kind of response.

Comm/Comm: Vanpools

As part of his verbal report to the board, CEO Michael Ford noted that the AATA has now launched its vanpool program, with five vanpools – two originating out of Adrian and three from Jackson.

By way of background, in the vanpool program, the vehicles are owned and maintained by AATA. The vehicle is stored by the driver, who is a member of the vanpool and who does not need to pay for the service. For vanpools that start and end in Washtenaw County, the minimum number of riders in a pool of four plus the driver is charged $99 per rider per month. For 5-6 riders plus a driver, that per-rider cost drops to $79 per rider. Outside of Washtenaw County, the respective rates for different numbers in the vanpool are $139 and $119.

All five vanpools are affiliated with the University of Michigan. Ford reported that the AATA also is working with Zingerman’s to provide vanpool service to its employees. He noted that 20-25 Zingerman’s employees are interested in a vanpool.

Comm/Comm: Internal AATA Organization

In her report from the planning and development committee, Anya Dale noted that the committee had received a presentation from the Generator Group, which is analyzing AATA’s readiness to change as an organization [in the context of a possible transition to a countywide authority].

Board member Anya Dale reports out from the planning and development committee.

A survey of employees had been completed, Dale said, and there’d been a great response rate. One of the areas of study is employees’ levels of engagement and connection to AATA’s mission. A key finding was that the level of engagement is higher at AATA than other organizations. Board chair Jesse Bernstein asked Dale later in the meeting what was meant by a “high level of engagement.” Dale described that as meaning employees are connected to the overall mission. Bernstein ventured that meant that there’s an alignment of what the board wants to do and what employees believe they should do.

Comm/Comm: Performance Update

Charles Griffith gave an update from the performance monitoring and external relations committee. The AATA is continuing to show increased ridership on the fixed-route service, but he said it’s still a bit down for the demand-response service. The operating expenses per passenger are up, Griffith said, because the AATA has added service [along the Washtenaw Avenue corridor]. It’ll take a while for operational expenses to catch up, he said. Overall, the committee is feeling good about performance levels, Griffith concluded. [.pdf of June 2012 performance report]

Present: Charles Griffith, Jesse Bernstein, Eli Cooper, Sue Gott, Roger Kerson, Anya Dale.

Absent: David Nacht.

Next meeting: A special meeting has been requested for Thursday, July 16, 2012. The tentative location and time are: 4 p.m. at the AATA headquarters at 2700 S. Industrial Highway. [confirm date]

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The information packet for the Ann Arbor Transportation Authority board’s monthly meeting on June 21, 2012 includes as part of CEO Michael Ford’s written report to the AATA board: “… we have agreed to replace three school bus routes – one from each comprehensive high school – with AATA service. These high school students will use regular AATA service with their fare paid by AAPS.”

AAPS director of communications Liz Margolis confirmed in a telephone interview with The Chronicle that three school bus routes will be replaced with AATA service by extending existing AATA routes: #18 to serve Skyline High School students; #16 to serve Pioneer High School; and #22 to serve Huron High School. The fare, said Margolis, will be paid by AAPS at a rate of $0.50 per ride. The rides will be counted and regulated by issuing swipeable cards to those students who are entitled to use the bus service. The cards can be swiped through the bus fare box when students board. The regular fare for students on an AATA bus is $0.75.

The pending agreement between the AATA and AAPS was noted in The Chronicle’s April 19, 2012 AATA board meeting report. Context for the agreement includes this year’s AAPS budget discussions, which included the possibility of eliminating all busing service provided by AAPS. In the budget finally approved by the AAPS board on June 13, 2012, most of the basic school bus service was preserved. However, some specific transportation services were eliminated, including the midday shuttles for Community High School and some bus stops for Ann Arbor Open.

The AAPS board decided to preserve most transportation services for the coming 2012-13 school year – in part by tapping the district’s fund reserves. The reasoning for that decision was based in part on the concern that the timing of a decision, in May, to eliminate school bus service for the fall, would not leave sufficient time for families to plan for contingencies. At its May 23, 2012 meeting, the AAPS board directed the district’s staff to form an ad hoc transportation committee that is supposed to bring forward a recommendation on school transportation in early 2013. AATA’s Ford and other community members will be part of that committee.

At the meeting, 33 parents, students, and staff responded to proposed budget cuts that would affect transportation, Roberto Clemente Student Development Center, and music camps. The total time allotted for public commentary by the AAPS board is 45 minutes. So speakers wanting to address the school board at public commentary at the April 25 AAPS school board meeting were limited to 1 minute and 22 seconds, which was rounded up to a minute and a half.

Brian Marcel and Scott Menzel gave the AAPS board an update on the transportation services provided by WISD to the district as part of a consortium of other districts.

After hearing the budget presentation, board members shared some of their individual thinking on how best to address the projected $17.8 million deficit facing the district next year. AAPS is sponsoring two community budget forums to get additional feedback on the budget proposal. Both start at 6:30 p.m. The first will be held on May 7 at the Pioneer High School Cafeteria Annex and the second one a week later on May 14 at the Huron High School Cafeteria.

Support of the upcoming technology bond millage came up multiple times at the meeting as one way local residents could have an impact on the funding crisis facing local schools. AAPS district voters will decide that issue on May 8.

Also at this meeting, longtime environmental educator Bill Browning was honored by the board for his years of dedication to the district, as well as his recent $30,000 donation to the AAPS Science and Environmental Education Endowment Fund.

Presentation of Proposed 2012-13 Budget

AAPS superintendent Patricia Green led off the formal budget presentation with a set of prepared remarks. She reviewed the effect that Proposal A, passed in 1994, has had on “the defunding of education as a state priority.” She said the resulting budget cuts have caused the district to feel a great sense of loss and tremendous pain. Green noted that AAPS students score higher on the ACT and SAT than state and national averages, and that the district is also recognized nationally for success in arts and athletics, but that “all of this excellence is in danger if the state does not address the structural deficit they have created.” Green urged all AAPS families to contact their legislators to ensure that retirement costs are fairly addressed, and that K-12 schools receive their rightful funding.

AAPS deputy superintendent of operations Robert Allen then gave the board a formal presentation on the administration’s proposed budget for 2012-13. His presentation reviewed the assumptions underpinning the proposed budget, and reviewed the proposed reductions presented at the board’s April 18, 2012 committee of the whole meeting.

2012-13 Budget – Assumptions

Allen reviewed the funds held by the district, and noted that all funds have restrictions on their use, except for the general fund. He explained how schools are funded, and reviewed how student count is determined. Of the slides he presented, one piqued more interest from trustees than others – a slide that showed the per-pupil allocations AAPS has received from the state over time. The district is currently receiving $9,020 per pupil, which is less than the 2001-02 amount of $9,234.

Trustee Christine Stead pointed out that the actual amount is much lower when you adjust for inflation. And Andy Thomas suggested adding a column to the chart that shows the increase in the mandated employer contribution to the state pension system, MPSERS, alongside the decrease in foundation allowances. “It would give a very realistic portrayal of why we are sitting here after midnight getting ready to talk about some very difficult issues.”

Allen noted that, in 2001-02, the district was paying an amount equal to around 12% of employee wages into MPSERS, but that the rate has skyrocketed in the past decade. The mandated employer contribution rate is currently 27%, Allen said, and is projected to increase to more than 31% for FY 2013-14, and to more 33% for FY 2014-15.

Allen said that while legislation is currently being considered to reform MPSERS, the effect of any changes would be long-term. In response to a question from trustee Glenn Nelson, Allen said that for each percentage point that the MPSERS rate increases, the cost to AAPS is roughly $1.1 million.

Finally, Allen showed a slide of three-year projections and highlighted the impact on the district’s fund equity, if the district did not make any budget reductions. “If we don’t cut anything,” he said, “we could make it one more year.” Nelson suggested checking the accuracy of base budget numbers, given the projected changes to special education reimbursement.

In response to Allen’s review of potential revenue enhancements, Nelson asked if the enrollment projections included the School of Choice students. Allen said that although the district is expecting an increase in SOC students based on the move to all-day kindergarten, the projected increase in enrollment is not reflected in the budget’s enrollment projections. Nelson also contended that the “best practices” incentives offered by the state are not best practices as defined by educators, but function instead like “political ransom.”

Stead noted that Michigan school districts are facing the largest funding reduction in state history, and said it would really change the whole conversation if communities were able to regain local levy authority. Trustee Irene Patalan said that while sales in Michigan are projected to increase, she did not trust that the state will use the sales tax as promised to fund K-12 education.

The Chronicle has organized the bulk of this article according to the budget topics addressed at this meeting – transportation, Roberto Clemente Student Development Center, band and orchestra camps, staffing, the tech bond, and discretionary budgets.

2012-13 Budget – Transportation

The proposed transportation budget reduction options discussed at the April 25 meeting were:

• changing Skyline’s school day starting and ending times by 15 minutes to streamline bus use ($266,400);
• eliminating the 4 p.m. middle school bus ($85,284);
• eliminating midday shuttles from Community High School to comprehensive high schools ($230,184);
• eliminating all transportation of choice (i.e., Ann Arbor Open, Skyline, and Clemente) ($266,400);
• eliminating all high school busing ($545,000);
• and eliminating all busing except for special education busing ($3.5 million).

Transportation: WISD Update

Earlier in the evening of the April 25 meeting, the Washtenaw Intermediate School District (WISD)’s superintendent Scott Menzel and assistant superintendent Brian Marcel presented the board with an update of the transportation services provided to AAPS as part of the WISD transportation consortium. Their presentation highlighted the results of a parent satisfaction survey they had conducted, from which they concluded there are an “unacceptable” percentage of parents who are unhappy with the service. [.pdf of WISD transportation update]

A key issue, Marcel explained, is that routing is done with the previous years’ student data – because the district’s student accounting software, PowerSchool, does not “roll up” student data until August. That is, in the district’s software, students aren’t moved to the next grade level until August. Multiple trustees questioned this process, and suggested ways to achieve greater accuracy in routing. Marcel also provided volume data for the phone calls received by the WISD about busing, and discussed plans to be better prepared to respond to calls in the coming year.

Nelson clarified that the district’s participation in the WISD transportation consortium has an effect on the special education reimbursement from the state. In Michigan, 70% of the cost of special education vehicles is eligible for state reimbursement. Marcel explained how the state reimbursements had shifted – as the responsibility for transporting special education students had shifted from AAPS to the WISD.

A few board members expressed disappointment with the WISD’s report, and requested additional information. Trustee Andy Thomas asked if the WISD was aware of any industry standards in terms of cost per student mile that would allow AAPS to benchmark the efficiency of the consortium, and also asked Green to have AAPS staff review the effect of the transportation changes to absenteeism in the district. Lightfoot also questioned the cost of services provided by the consortium. Patalan asked for the WISD’s suggestions on how to save money in transportation.

Board president Deb Mexicotte said the presentation had given the board a lot to think about, and said, “Hopefully we can do better next year.”

Transportation: Ann Arbor Open and Community

Five parents spoke to the board during public commentary regarding the proposed cuts to busing that would affect students attending Ann Arbor Open and Community High School.

Bruce Tasonjy, whose daughter will be attending Community in the fall, said that the cuts to busing will make it hard for single parents to keep their jobs. He also suggested cutting salaries across the board, instead of laying off so many employees.

Sascha Matish, Jill Zimmerman, Carol Sickman-Garner, and Carol Chase discussed the ramifications of cutting busing to Ann Arbor Open. Matish said parents at Ann Arbor Open are sympathetic to the difficulty of the job facing the board, but noted that Ann Arbor Open serves 500 students ages 4 to 14, who deserve the same services as their K-8 peers. She argued that cutting busing would limit Ann Arbor Open to families who live nearby the school and are able to transport their children to and from school each day.

Zimmerman suggested that Ann Arbor Open could make other cuts that would equal the cost of transporting to and from the school. She and Chase said Ann Arbor Open parents would welcome the district’s suggestions for alternative ways to meet the targeted budget reductions, and that parents can also suggest alternatives that would achieve budget reductions while doing less damage to the school’s institutional integrity. Zimmerman also pointed out that students who are interested in pursuing open education might find local charter schools more interesting if AAPS does not offer transportation to Ann Arbor Open.

Finally, Sickman-Garner said that if the board does decide to eliminate bus service to Ann Arbor Open, the school will need help from the district to ensure student safety during drop-off and pick-up. She pointed out that twice every day, 500 students and their families are converging on one building with a small parking lot in the middle of a neighborhood. She asked if there had been any consideration of the impact of eliminating busing on the neighborhood surrounding Ann Arbor Open, as well as the cost of possibly upgrading traffic lights, redoing the school’s parking lot, or hiring additional crossing guards.

Transportation: Board Discussion

Trustee Simone Lightfoot said she would like to see the district form a transportation committee that includes representation from parents and kids who are affected, and said she would be willing work with the committee. During the agenda planning portion of the meeting, Mexicotte said she would place the possible creation of a transportation committee on the board’s next committee of the whole agenda.

Thomas said that it seems to him, in looking over the budget projections, that the question is not whether but when to eliminate transportation. He said, that like taking off a bandaid, “You know it’s going to hurt no matter when you do it. In my view, transportation appears to be a dead duck.” Regarding transportation at Ann Arbor Open, Thomas recounted his memory of living on the Old West Side, seeing Ann Arbor Open parents standing in line with tents, barbeques and camp chairs, to be able to register their children for the school. Citing the extreme dedication and determination of Ann Arbor Open parents, Thomas said he firmly believed that these parents would figure out how to organize carpools to get their kids to school.

Lightfoot asked for clarification on why only Skyline’s and not other high school’s schoolday times would be changed. Allen responded that Skyline’s day ends later than the other high schools, and would not allow for buses to take Skyline students home and then return in time to take middle school students home.

Lightfoot also said the board needs to be sensitive to all parents, even those who don’t show up, who “don’t love their children any less.” She said she felt the board had a tacit agreement to “hold harmless” transportation this year, make it right, and put alternatives in front of parents. Lightfoot expressed frustration that when people talk about keeping budget cuts out of classrooms, they don’t think about the need to get kids to the classrooms. “I would like us to take the elimination of busing off the table, and figure out real, sustainable solutions after we can study it.”

Patalan said she shared Thomas’ vision of the future of transportation, and asked, “Where is AATA with this – they provide something we need.”

Patalan also said taking away transportation from Ann Arbor Open makes her uncomfortable because it serves younger children (K-8), but that if busing is taken away, she would look to Ann Arbor Open to be a model to the rest of the district as to how to work with their coordinating council/PTO to get their kids to school. “I am asking them to lead this community,” she said.

Trustee Susan Baskett said that she appreciates that folks at Ann Arbor Open will work out transportation issues, but argued that some people “don’t always want to be a charity case.” She gave an example of having a beat-up vehicle that is unreliable making a parent unable to be part of a carpool. “If we say we believe in alternative education, our actions are not speaking with out words… If we value it, we have to put money behind it,” she said.

Baskett also pointed out that the elimination of the 4 p.m. middle school bus could have a disproportionate effect on children at-risk. Allen noted that the elimination of the bus would impact both academic and athletic programs at the middle schools. Baskett said the impact of eliminating this bus should be thought out fully, and pointed out, “Some things we are willing to study with a committee and some we are not.” She also requested more information behind the reasoning for eliminating the midday shuttles at Community.

Jill Zimmerman, an Ann Arbor Open parent who stayed at the meeting past 2 a.m., asked to be recognized, and Mexicotte said she could speak to the board very briefly. She said that she appreciates that Thomas thinks Ann Arbor Open parents are super-dedicated, and that Patalan thinks they could set an example for the district, but pointed out that it would a hard burden for Ann Arbor Open parents to lose transportation. “It’s one thing to wait outside for a few days in a tent [to register for the school]; it’s another to have to be at school every day,” Zimmerman said. Lastly, she pointed out that the kids who will leave Ann Arbor Open due to a lack of transportation will be its most vulnerable kids.

2012-13 Budget – Roberto Clemente

The board is considering closing or restructuring Roberto Clemente Student Development Center to achieve targeted cost savings of $400,000. At the April 25 meeting, 23 people addressed the board to express disapproval with a proposed budget reductions which would affect the school – 16 students, 4 parents, 1 teacher, 1 social worker, and Clemente’s principal, Ben Edmondson. Almost all of the speakers reflected on the way that Clemente functions more like a family than a school.

During the April 25 meeting, comments made by individual board members about the Clemente meeting indicated a general willingness to consider relocating the program into the building currently being used by A2 Tech.

Roberto Clemente: Public Commentary from Students

One of the themes that came across in the students’ statements to the board was the importance of second chances. Many students gave examples of their grade point averages before and after moving into Clemente from their traditional programs, and credited the school with their turnarounds. Xavier Lawson defined himself as a former “at-risk kid,” and said that because of Clemente, he and many other students who had previously been “in the [achievement] gap” were not any longer in the gap. Alexzandra Botello agreed, saying, “I became a student at Clemente.”

A handful of students gave very humbling statements about how staff at Clemente had helped them to realize how their previous attitudes or behaviors were only hurting themselves. They talked about how they had taken responsibility for themselves and were preparing to attend college. Students expressed concern that moving Clemente’s location would cause a regression in their positive behavior. Many asked that board members visit Clemente to see firsthand how unique and well-suited the environment is to this population of students.

Multiple students also credited Clemente with being a “lifesaver.” Marcus Buggs said that without Clemente, he “would be dead or in jail.” After witnessing his father’s fatal shooting at age 9, and with his mother currently in jail, Buggs credited Clemente with “making [him] a man – a person who can take of [his] family, and other families – who can go to college and change the world.” Buggs will be attending Western Michigan University on a 6-year scholarship, beginning in the fall of 2012.

Finally, the most prevalent theme was the family atmosphere fostered at Clemente; multiple students called Clemente home, and the school community a family. Cierra Reese said that “each teacher is like a parent to each student. Taking away this program is like taking away a child’s home.” Meghan Lau said that consolidating Clemente would be like “Closing the road to success for people who have finally found their way there.” After she was overcome with emotion, principal Ben Edmondson offered to finish reading Lau’s statement: “It’s like shutting a door to your house and not being allowed back in…” London Renfroe-Lindsey directed her comments specifically to AAPS superintendent Patricia Green, reminding Green that when she visited Clemente, she had promised that Clemente would be safe from budget cuts. Renfroe-Lindsey asked “This program has more to offer than meets the eye…What would drive you to take that away?”

After public commentary had concluded, Thomas asked a clarifying question of Clemente students regarding the medals that some of them were wearing around their necks. Students explained that the medals signified the attainment of certain grade point averages.

Roberto Clemente: Public Commentary from Parents

Parents noted Clemente’s small class sizes, mentorship program, universally high expectations, and exceptionally caring staff as critical to the school’s success and did not want to see any changes to the program or its location. “We want success just like anyone else wants success,” said parent Jeri Jenesta. Andrea Martin noted that without Clemente, many of these students would not get a diploma, and that if they don’t graduate, “we, as taxpayers, will be taking care of them the rest of their lives.” Chris Miller’s comments regarding her son summarized many of the sentiments shared: “He is not a number. He is not a statistic. And, he is not a dollar sign.”

Roberto Clemente: Public Commentary from Staff

Clemente principal Ben Edmondson stood beside each student as they spoke, but said little himself other than that he was proud of his students and thankful for the opportunity to be their principal. Edmondson also read the rest of one student’s statement when she became too overcome with emotion to speak. Charlae Davis, a social worker who identified herself as the co-founder of a mentoring program used by Clemente students, urged the board to “humanize the discussion,” and noted, “In a world of policy, if you find programs that are experiencing success, you ask how you support and replicate them, not eliminate them.”

Longtime Clemente teacher Michael Smith questioned the district’s commitment to closing the achievement gap, noting that some of the students he teaches enter his classes reading significantly below grade level. He noted that Clemente’s current building was purpose-built for students needing the structure, discipline, and family atmosphere it offers, and called it a “rescue mission” for students who had been “lost or forgotten by the district and this community.”

Roberto Clemente: Board Discussion

Lightfoot asked why Community High School had not been considered for closure or restructuring, as the other two alternative high schools had been. “It has this reputation as a sacred cow,” Lightfoot said. Allen answered that Community’s student population is much larger than the populations of Clemente and A2 Tech, and therefore could not be combined with other programs. Also, Allen said, A2 Tech and Clemente have similar goals, while “the program at Community is slightly different in terms of who they cater to.” Lightfoot said it should have been more clear that the district was looking at restructuring “alternative programs with fewer than 250 kids in them” rather than all alternative programs.

Thomas said he was “sick” about letting a financial decision drive a programmatic decision, such as moving Clemente onto the A2 Tech campus. He expressed concern about being able to effectively merge the two programs when they are operationally very different. “There is a huge climate gap with the way they do things at A2 Tech versus how they do things at Clemente. Will it be that they share teachers and classrooms, or will it be A2 Tech on one side of the building and Clemente on the other side, as though they are still five miles apart? I am willing to keep an open mind, but I am really concerned.”

Lightfoot said she would like to see the Clemente program continue without being “morphed.” She was less wedded to it continuing in the very same building. “The thing that makes the program work is the individuals implementing it,” she said.

Patalan said she “absolutely supports Clemente,” and that it is “saving kids’ lives and helping them become the wonderful citizens we all want them to be.” She pointed out that AAPS has had programs share buildings before, that she believes that having Clemente share space with A2 Tech is doable. She said she trusts the principals to work it out.

Baskett questioned, “What is our commitment to alternative education? We know it is important to us, and we know it costs more. So, if we are going to do it then we have to play the price for it, and I think our children are worth it.” She said that this proposal is “bigger than putting two groups of kids in a building” and that “for some of them, to take their building away is traumatic enough.” Finally, Baskett said that after the “transportation debacle” of last year, she did not trust administration to get the Clemente/A2 Tech restructuring worked out by the fall.

2012-13 Budget – Band and Orchestra Camps

The board is considering cutting $60,000 of funding to support band and orchestra camps. The district’s funds offset the costs of travel and staffing at the camps, and are complemented by funds raised by music students and their families to cover the camp costs.

Band and Orchestra Camps: Public Commentary

Five people spoke to the board regarding the proposed cuts to the district’s band and orchestra camps. David Baum, co-president of the Pioneer Band Association, asked the board not to cut funding for the band camps. He noted that more than 850 students attend the camps, and said that they are the springboard into the academic music program each year. Baum argued that cutting the camps would lower the quality of the band and orchestra programs, and will eventually lead music students to choose to leave the district.

Patton Doyle, an AAPS alum, credited the AAPS music program with teaching him problem-solving, and noted that the true power of the AAPS music program is not the success of one school, but the program as a whole. Doyle is currently studying physics at the University of Michigan.

Maggie Fulton, president of the Pioneer Orchestra Parents Society (POPS) asserted that many students don’t have the family resources for lessons, and that they would be disproportionately hurt by the elimination of this experience. She said music staff members have told her the program will not be able to happen without the district’s subsidy, and argued that the subsidy “provides a demonstrable return on the investment.”

Two current AAPS students spoke on behalf of the band and orchestra camps. Charlie Geronimous said band camp inspired him to work harder and be a better musician, and brought kids together in ways not seen anywhere else. Judy Pao added that orchestra camp helped her to transition to high school a lot easier, and that she felt like she was in a family on the first day of school.

Band and Orchestra Camps: Youth Senate Report

The Youth Senate is invited to give a report to the board each month. This month, the report focused entirely on the possible elimination of district funding for band and orchestra camps.

Youth Senator Enze Zing urged the board not to overlook the impact of smaller budget cuts in the face of needing to reduce the overall budget by $17.8 million for the coming school year. Zing, who is also the co-president of the Pioneer Symphony Band, reminded the board of Pioneer’s standing as the only two-time Grammy award-winning high school in the U.S. Zing argued that the rigorous music camps, which take place in August, encourage students to keep up with practicing over the summer, and that the music programs would “crumble” without them. She also suggested that the camps offer freshmen student an immediate social entree on the first day of high school, as well as giving upperclassmen a way to transition back into school after “a languid summer.”

Zing asserted that not having the music camps to adjust to school would cause students to experience higher stress levels, leading to lower grades. The falling grades, she continued, would lower the school’s overall success and cause some parents to pull their kids out of AAPS. The associated loss of funding from these departures will cause a vicious cycle of additional budget deficits and more cuts to programming, Zing said. She suggested asking students for alternative ideas before eliminating the music camps.

Band and Orchestra Camps: Board Discussion

Allen suggested that additional fundraising could be done to cover the cost of the camps. Thomas pointed out that there is no reason to think that the camps would need to be eliminated, and said that booster clubs may be able to help fundraise the $60,000, saying that works about to about $70 per student. “We can do this,” Thomas asserted, noting that scholarships exist for families for whom an additional $70 would be a financial hardship. Allen noted that students do already do some fundraising to pay for the cost of camp attendance, and that the $60,000 paid by the district has been used to fund the support staff, teachers, and administration who participate.

2012-13 Budget – Staffing

The proposed staffing budget reduction options discussed at this meeting were: reducing teaching staff by 32 full-time equivalent (FTE) positions ($3.2 million); and eliminating four counseling positions ($400,000).

Thomas said it is absolutely unacceptable for the district to cut 32 teaching positions after having cut 65 last year and more the year before that. “I don’t want to reduce by one teacher,” he said emphatically. Thomas suggested using more fund equity to be able to save the 32 teaching FTEs. Patalan said she shared Thomas’ feelings about losing teachers, and said that while making those cuts this year could be done, it would not be acceptable to cut more teachers every year.

Allen noted that the counselors are currently being staffed at 250 to 1, but could be staffed at 300 to 1. In response to board questions, he said the reductions would be for two middle school counselors and two high school counselors. Baskett asked how the new counseling and guidance program rolled out this February will be affected by the proposed reductions, and what other impacts the counseling reductions will have. “They do more than write college entrance letters,” she said.

2012-13 Budget – Tech Bond

On May 8, AAPS district voters will decide whether or not to pass a millage to fund a $45.8 million technology bond. The AAPS administration’s reasoning behind asking for the bond can be found in previous Chronicle coverage: “AAPS Pitches Case for Tech Improvement” A detailed description of what the bond would buy and how the millage would work to fund it can be found in “AAPS to Float February Tech Millage” [The board subsequently decided to put the bond on May's ballot instead of February's.]

During her report from the Parent-Teacher-Organization Council (PTOC), Amy Pachera thanked Allen for coming to a recent PTOC meeting and explaining the details of the proposed budget. She noted that schools across the state have their hands tied, and that “low-hanging fruit was cut years ago.” Pachera asked the community to vote on the upcoming tech bond as a way to have a real impact on the budget. She noted that 100% of the money raised by the bond will go to AAPS, unlike local tax dollars, of which only 30% are returned to the district.

Nelson and Stead each remarked on how the budget will be affected if the tech bond does not pass, noting that certain infrastructure within the district will need to be upgraded with or without the dedicated funding, due to changes in state law on data management and reporting requirements.

During items from the board, Mexicotte made a similar plea. She reported that she and Green had attended part of a recent state summit on education, and had found it disappointing. “It continues to be quite illustrative,” she said, “to go to Lansing and hear our leaders speak without ever acknowledging or connecting the dots between the desperate situation we districts find ourselves in and their lack of leadership in bringing us to this place.” Mexicotte pointed out that passing the tech bond is one way that AAPS can help itself, and closed the meeting by speaking directly to voters: “I want to urge you to take back that bit of control that we have over funding and our experience with our students… It’s a modest bond, but it’s one that will make a real difference… Vote yes – it’s local, it’s helpful, and it’s for our students.”

2012-13 Budget – Discretionary Budgets

The proposed budget would cut 5-10% from discretionary funds, for a savings of $250,000-$500,000. Allen explained that “discretionary” might not be the best term to describe these budgets, which are really building-level departmental budgets. Trustees asked for clarification about what was included in these budgets.

Green listed items included in these budgets as: dues and fees; paper; mail and postage; materials; office supplies; field trips; some textbook costs; hourly teacher rates; and printing. “There is discretion in there,” she said. “The discretion is in ‘Do I need all of these supplies, or this amount for postage?’” Allen added, “It’s really all those things you use when you run a building… The discretion is in how to balance them – all categories are needed things.”

Thomas argued that reducing discretionary budgets by 15% instead of 5% or 10% would net another $500,000, which he proposed could be used to keep Clemente going another year, and keep the middle school late bus, which all the middle school principals feel strongly about.

Lightfoot asked where programs such as Read 180, a reading support program, fall in the budget, and if they were at risk of being cut by lowering the discretionary budgets. Allen said software such as Read 180 is paid for out by the instructional department. Green added that there is absolutely no consideration being given to cutting Read 180 funding.

Patalan asked where the funds for School Improvement Teams are located in the budget, and Allen said those funds come out of the central budget. Deputy superintendent Alesia Flye added that most buildings use their money to pay for substitute teachers so building SIT team members can be brought together to meet.

Association and Student 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 this meeting, the board heard from the BPSSG, the AAPAC, the PTOC, the AAAA, the youth Senate and representatives from Skyline High School. Brit Satchwell, outgoing AAEA president, was present but passed in lieu of giving a report. The Youth Senate’s report was entirely related to the possible elimination of district funding for band and orchestra camps, and was presented above.

Student Report: Skyline

Skyline juniors Sam Keller and Hannah Lee reported on the activities of the Skyline’s Student Action Senate (SAS), and described how SAS delegates are chosen from the smaller learning communities within Skyline, and how the SAS is organized internally to work on issues of student concern or interest.

Patalan commented that it was great to have students have a voice and work in leadership positions. Nelson and Stead asked clarifying questions of the students regarding the delegate selection process and the key accomplishments and issues faced by the SAS.

Keller responded that the course fair held to introduce lower classmen to upper level electives had been very successful, but that getting the school to allow an open campus for lunch had not worked. Lee noted that a memorial to Skyline students who have died was an important achievement, but that attempts to change the dress code had failed.

Green commended the students on their presentation and asked if they would be interested in taking a leadership role in developing a leadership program called “Peaceable and Respectful Schools” to the elementary level. She also invited them to participate in the process of expanding student councils to a district-wide “house of delegates.” Keller and Lee said they were interested in being a part of the district’s new endeavors surrounding student voice.

Association Report: BPSSG

The BPSSG’s representative, Deborah Mitchell, noted a number of community collaborations between the BPSSG and other local organizations. In particular, Mitchell singled out the local teen center Neutral Zone as a group with which the BPSSG plans to increase engagement in the upcoming year.

Mitchell asserted that the 2012-13 budget, if passed as proposed, will disproportionally impact minority and low-income families, and noted the irony that this would occur as the district is focusing on reducing academic disparities related to race/ethnicity and socioeconomic status. Referencing the 2011-12 budget cuts, Mitchell said that the coming year’s cuts are “like deja-vu.” She encouraged the district to make special efforts to engage minority and low-income families other than “boilerplate forums.”

Association Report: AAPAC

Maria Huffman reported for the AAPAC, beginning with an announcement that Medicaid will soon begin to cover autism services in Michigan. She pointed out that this may cause a rise in consumer protection issues as new behavioral analysts begin to offer services, and urged everyone to keep the focus on the wellbeing of children.

She noted that the passage of the tech bond would increase the participation of students with disabilities, as well as provide better support of Excent Tera, software that is used in case management of students with special needs.

Finally, Huffman asserted that data collection to be used in assessing whether or not students qualify for Extended School Year (ESY) services is the responsibility of the district. She noted that state law requires that regression and recoupment, critical stages of learning, and the nature of the student’s disability all must be factored into the decision on whether a student qualifies for ESY.

Association Report: PTOC

Amy Pachera reported for the PTOC. In addition to the tech bond endorsement discussed above, she announced that the PTOC would like to see the 18 water stations of the first Ann Arbor Marathon, be worked by AAPS. Pachera also noted that $6 of every entry fee to the race, which also includes 5K and 10K components, will be donated to the AAPS educational foundation, and that other education non-profits can also use the race as a fundraiser.

Association Report: AAAA

Michael Madison reported for AAAA, saying that he was originally going to talk about budget cuts, but decided to share something more “upbeat.” He then proceeded to thank a number of AAPS staff and board members for jobs well done. He singled out director of community education and recreation Sara Aeschbach and assistant superintendent for secondary education Joyce Hunter, who are both retiring this spring, and led the board in a round of applause for each of them.

Board President’s Report

Mexicotte reported on the board’s April 18 committee of the whole meeting. She noted that the board had a preliminary discussion on the budget. She noted that the idea of moving to a balanced calendar was tabled for now in lieu of considering a variety of strategies to use instructional time more effectively that would fit into the district’s strategic plan and other plans. Stead added that AAPS needs to find a way to spend more time with students to be globally competitive.

High School Start Times

Assistant superintendent of secondary education Joyce Hunter gave a brief presentation to the board that reviewed the pros and cons of moving high school start times, based on academic literature studying districts that have implemented later high school start times. She noted that moving start times later aligns the school day with teens’ natural waking hours, and has been shown to decrease depression while increasing academic achievement, with the greatest benefits being seen in “at risk” students. On the flip side, Hunter pointed out that transportation logistics and the effect on extracurricular activities were complex issues that would need to be addressed to be able to start the high school days later. She also noted that in some districts, a shift to later high school start times has been initially contentious among stakeholders in the community.

Hunter proposed that AAPS establish a steering committee to study later high school start times, with representation from human resources, the teachers’ union, and transportation. She also suggested administering a Zoomerang survey to parents and students, and consulting with experts such as University of Michigan professors who have studied this issue.

Mexicotte said that she saw high school start times as “bound up” with issues of scheduling, transportation, and support for extracurricular activities. She suggested that perhaps AAPS could move “7th hour,” during which many elective classes take place, to 8-9:00 a.m., and then students could elect to attend that hour or not. She noted that Dearborn public schools have a similar two-tiered system. Basket also expressed interest in a “split schedule” and urged the district to “make transportation work for us, not the other way around.”

Trustees asked about the timeline, and Hunter said the committee would be charged with making a recommendation one way or the other in time to implement a change in start times for the 2013-14 school year if that was the decision made. Baskett warned against “analysis paralysis” and said the committee should be sure to adhere to its timeline for decision-making on this issue.

Stead expressed concern about the impact on extracurricular activities, and Green noted that she would like students to be involved in the study committee for that reason, as well as for the fact that many students also hold part-time jobs after school. Nelson suggested looking at the reasoning behind the decision of some districts to move back to an early start after having had a late start for high schools, such as those in Minneapolis.

Patalan said the board’s recent discussion on contradictory research regarding moving to a balanced calendar made her question the research. “What I want,” she said, “is to look at the research that says not to do this… I do want more information… I am grateful for a committee to study this further, more in depth.”

Mexicotte repeated that she is interested in looking at high school start times as one piece of possibly broader adjustments to the high school schedule, which might include other shifts as well. As an example, she said that if AAPS moved from 180 to 220 school days, high school days could start later, but end at the same time they do now.

This was a point of information for the board, and no action was taken on high school start times.

Bid Awards

The board briefly reviewed a series of bid award recommendations with little discussion. The bid awards under consideration include work on asbestos abatement, indoor air quality testing, integrated pest management, parking, asphalt paving, and ADA (accessibility) improvements.

The bid award recommendations will return to the board for a second briefing and vote at the next regular meeting.

Consent Agenda and Reimbursements

The consent agenda, which contained only gift offers, was passed by a voice vote. A set of trustee conference reimbursements was passed unanimously by roll call vote.

Awards and Accolades

Numerous students, staff, and schools were singled out for accolades at the April 25 meeting.

Awards and Accolades: Bill Browning Recognition

On the 50th anniversary of the AAPS environmental education program, the board honored longtime environmental educator Bill Browning, who coordinated the program for 28 years. Current AAPS environmental education consultant Dave Szczygiel and parent Nancy Stone noted that thousands of students and parents have benefitted from his work. The AAPS environmental education program provides enrichment for every AAPS student grades K-6 through field trips, many led by volunteer naturalists.

Stone announced that in addition to the years of passionate teaching and commitment to the district, Browning has recently made a $30,000 donation to the AAPS Science and Environmental Education Endowment Fund, managed by The Ann Arbor Area Community Foundation. Szczygiel and Stone presented Browning with a “local geologic treasure,” called a puddingstone, on which was affixed a plaque recognizing his contributions.

Browning accepted his honor with humility, saying that it was not him that deserved credit, but those that came before him who worked to get environmental education included in the curriculum. Browning thanked the district, saying, “I had a wonderful, wonderful career here in Ann Arbor – I’m grateful.”

Multiple trustees spoke fondly of their personal connections with Browning, and thanked him for his dedication and vision. Baskett, who is now a master gardener, said warmly, “I was one of those kids on the big, yellow bus… You showed me my first wildflower – a trillium.”

Mexicotte said the district was lucky to have had Browning on staff for so long, and said that the legacy he had created would be passed on for generations.

Awards and Accolades: Superintendent’s Report

Green recognized students who had scored highly on the ACT, sports champions, poetry contest winner, homebuilding program students, and robotics team members for their accomplishments, among many others. She noted that schools are engaging students in a number of service projects, such as kindergarten students at Eberwhite Elementary School who counted coins as a fundraiser for the Dexter tornado relief work. Green also noted the success of the local Washtenaw Elementary Science Olympiad, and a variety of staff accomplishments. Finally, she commended the district’s administrative professionals, who she said are “always there” for the school community.

Agenda Planning

Thomas requested a discussion of the partnership between Mitchell, Scarlett, and the University of Michigan.

Stead would like an update on the possibility of charging tuition to some SOC students.

Mexicotte suggested that the board should get as much non-budget-related work done at the next regular meeting as possible, and then have the “full, facilitated budget discussion” at the May 16 committee of the whole meeting, after the two community budget forums have taken place. (Which are now scheduled for May 7 and May 14.) She also suggested that the board should keep May 30 open as a date to add an extra board meeting if needed.

Items from the Board

The fact that it was after 2:30 a.m. did not dissuade trustees from reporting the following items at the close of the April 25 meeting, in addition to those comments noted above.

Thomas said that there are a few challenge grants on the table in the current One Million Reasons campaign of the AAPS educational foundation. He also noted that he recently attended the equity team meeting at Logan Elementary School and was impressed with their focused student approach. Finally, he invited everyone to the May 3 Life Sciences Orchestra concert in which he plays.

Nelson said he had stopped by the very successful college and career fair at Pioneer High School, and the University Musical Society partnership celebration. He also mentioned attending a couple of Neutral Zone events, and said they were a good reminder of the importance of the board’s community partnerships.

Patalan said that three people have told her there were delighted to have AAPS superintendent Patricia Green visit their school, and that they were grateful for the opportunity to get to know their superintendent.

Stead said that Green did a great job passing our awards to the 4th and 5th grade winners at the Washtenaw Elementary Science Olympiad, the largest elementary science Olympiad in the U.S. She noted that the event was more about participation than awards, and that all AAPS elementary schools will be participating next year. Stead also pointed out that it took 750 adult volunteers to make the event happen.

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

Next meeting: Wednesday, May 9, 2012, 7 p.m., at the downtown branch of the Ann Arbor District Library, 343 South Fifth Ave., Ann Arbor, MI 48104.

AAPS board member Christine Stead. Across the table from Stead (and Deb Mexicotte, who's seated to Stead's right out of the frame) are board members Glenn Nelson and Susan Baskett. (Photos by the writer.)

Contending that any increases would do little to rectify the compounding losses of funding since the passage of Proposal A, trustee Andy Thomas summarized the state’s budget plan as: “One hand giveth and the other hand taketh away.”

Trustees also agreed to move to a paperless system of board documents. In other business, the board agreed to change the district’s liability insurance carrier, and joined an emerging advocacy group – the Washtenaw Alliance for Education.

Also at the meeting, the board heard from two sets of students, after making a conscious effort recently to increase student engagement at the board level.

The board also engaged in an uncommon back-and-forth with members of the audience, which stemmed from public commentary about a Thurston Elementary School teacher who’s been placed on administrative leave. 

Budget Update

AAPS superintendent Patricia Green introduced deputy superintendent of operations Robert Allen to discuss the potential for state funding increases, as well as possible changes to transportation services that would impact the budget. AAPS is in the process of crafting its 2012-13 budget, which is estimated to require another $14 million in budget reductions. The district has already cut nearly $50 million out of its budget over the past five years.

Budget Update: State Budget

At the Feb. 8 meeting, Allen reported that that Gov. Rick Snyder’s proposed state budget for FY 2012-13 was anticipated to include an increase in funding to K-12 schools. Allen said he would welcome any increase in the per-pupil foundation allowance, and noted there might also be a state effort to mitigate the rising retirement costs faced by school districts across Michigan.

Trustees expressed concern that a slight increase in state education funding would do little to rectify the fact that schools are being funded at 2001 levels, even before adjusting for inflation. “Calling it an increase is disingenuous,” said trustee Christine Stead. She cited increased testing requirements, tenure reform, and all-day kindergarten as examples of new, unfunded state mandates. Those unfunded mandates, she argued, should counter any perception of a higher foundation allowance as an increase. Andy Thomas summarized his view of the state’s funding of K-12 education: “One hand giveth and the other hand taketh away.”

On Feb. 9, the governor did reveal his proposed budget to the state legislature. In general, it does not call for an increase in districts’ foundation allowances – the per-pupil amount that public schools receive from the state. Instead, the governor’s proposal would offer extra funding to districts that meet at least five of six best practices: (1) having a “dashboard” of statistics on their website; (2) being the policyholder for health insurance; (3) opening up seats in the district through “schools of choice”; (4) monitoring student growth in each subject at least twice a year; (5) offering dual enrollment (concurrent enrollment in high school and college) options; and (6) offering online or blended learning. A small amount of additional funding would also be available to defray pension costs faced by districts, as well as to reward districts that show student academic growth and/or are making efforts to consolidate services.

Budget Update: RFP for Transportation?

Allen reported that he had followed up on a board request to look into joining Ypsilanti and Willow Run schools in issuing an RFP (request for proposals) for transportation services. Ypsilanti and Willow Run currently participate in a transportation consortium with AAPS, which is managed by the Washtenaw Intermediate School District. Allen said he found no opposition to AAPS joining in the RFP process.

Trustee Simone Lightfoot pointed out that joining the RFP process with Ypsilanti and Willow Run was only one of five suggestions the board had given administration to explore in terms of providing transportation services, and she confirmed that Allen was continuing to explore all options, including partnering with the Ann Arbor Transportation Authority (AATA). Allen said all options are still being considered, and noted that participating in the joint RFP process might also yield data about how much it might cost AAPS to privatize transportation services on its own.

Stead added that AAPS should move efficiently to identify areas in the budget that are highly likely to be impacted by budget reductions. That way, the district will have as much time as possible to plan for the implementation of any reductions with the AAPS community and families. She also requested that Allen include an estimate of how much fund equity must be maintained so that the district will not have to borrow money to make payroll.

Beyond Lightfoot’s brief mention, the possibility of collaborating with the AATA to serve the school system’s transportation needs was hardly discussed at the board’s Feb. 8 meeting. The board had discussed the possibility of collaborating with the AATA in more detail at its committee-of-the-whole meeting on Jan. 25.

Since then, conversations between AAPS and the AATA have started. In his monthly written report for the upcoming Feb. 16 AATA board meeting, AATA CEO Michael Ford wrote to the AATA board:

Ron Copeland [operations manager], Phil Webb [controller], Chris White [manager of service development] and I [Ford] met with the AAPS Superintendent, Assistant Superintendent, and Director of Communications last week. This was our second meeting to explore how AATA service could assist in their efforts to reduce transportation costs. Since the first meeting, we have developed some opportunities for the 2012‐13 school year that would replace 2‐5 AAPS high school bus routes with students using existing AATA service. AATA and AAPS staff will be working in the next few weeks to develop the details.

The Superintendent expressed her pleasure with how this effort is proceeding. Later last week I met with AAPS Board Trustees Simone Lightfoot and Susan Baskett. I shared the details of our meeting with AAPS representatives and our coordination efforts. We also discussed opportunities to provide enhanced communication to parents regarding potential changes that could better help with their understanding of what public transit is, what it can do, and the ease of use.

We agreed to meet again and look at some longer term solutions such as identifying grant opportunities, raising local awareness and gathering data to pinpoint the needs of where high school student are in need of public transit, but don’t have a voice nor access to navigate public transit services to school.

During the agenda planning portion of the Feb. 8 meeting, trustees Irene Patalan and Simone Lightfoot each requested that a date be assigned to review the transportation options, including the WISD report of operational statistics. Board president Deb Mexicotte suggested that the board should bundle the WISD review with a discussion about the RFPs and conversations with AATA.

BoardDocs: Electronic Document Management

The board has been considering a move to paperless document management system for at least six months. BoardDocs, a paperless board documents system, was first introduced to the board at its July 2011 board retreat. The issue was on the Feb. 8 agenda for a second briefing and a board vote.

Board Docs: Description and Cost Information

Board secretary Amy Osinski made a brief presentation to the board highlighting the pros and cons of moving to BoardDocs. She also outlined the related cost information.

As benefits, Osinski noted ease of use, ease of access, and greater transparency. She explained how the public would be able to follow along with the agenda online, and how complete videos of each meeting would be uploaded to BoardDocs within a day of the meeting. The video capture would be done by Community Television Network, she said, which will also continue its livestreaming and replaying of the meetings on community access television. The video capture for BoardDocs would be uploaded as a YouTube video, and could have each section of the meeting tagged according to the agenda.

In addition, Osinski continued, using BoardDocs would allow all previous meeting documents to be scanned and searched by the public, from one central place. All documents would be formatted consistently, and agenda changes would be automatically e-mailed to everyone.

BoardDocs does allow for personal notes to be taken by board members during public meetings, and though they are only accessible through each trustee’s login, Dave Comsa – AAPS deputy superintendent for human resources and general counsel – pointed out that if notes are taken as part of a deliberative process, they could be made to be shared. He also counseled board members not to e-mail or text each other during a meeting.

Board president Deb Mexicotte responded, “It is not our intention to ever text or e-mail from the board table.” Trustees around the table nodded in agreement.

Osinski wrapped up the “pros” by noting efficiency and cost savings in staff time, ease of policy management, a “metasearch” capability that allows users to search board documents of other BoardDocs’ client-districts, the lack of need to maintain and pay for physical storage space, and BoardDocs “outstanding customer service.”

She then acknowledged that there are a few drawbacks to making the switch to a paperless system.

There would be a learning curve in terms of getting accustomed to everything being electronic, she said. Osinski also noted that access to a computer and the Internet would be required to access board documents, which could pose a limitation for some families. She also pointed out that the board might be limited in terms of meeting locations. However, she said she could mitigate constraints on location by creating a “hot spot” in her computer that could be used by all trustees to access the Internet during meetings. Finally, Osinski noted that confidentiality is not 100% guaranteed, though trustees countered that the same is true with paper documents.

Andy Thomas asked what would happen if Osinski’s computer was supposed to be the “hot spot” for Internet access, but she was not able to attend the meeting. Osinski replied that there would be redundancy training and that the district would have others who could sit in for her. She also noted that she has only missed three board meetings in eight years.

The annual cost for BoardDocs would be $9,000, a nearly $2,200 increase per year compared to creating paper board packets, Osinski said. The cost for the first year includes $1,000 in training and implementation costs. The product can be fully customized, comes with 24-hour tech support 365 days a year, allows the district to archive up to 10 years of data, and includes all upgrades. Also, the district maintains all ownership of its data.

Osinski presented a set of references to the board and opened the floor to discussion.

BoardDocs: Board Discussion

Christine Stead pointed out that BoardDocs would not save money – although it would significantly lighten Osinski’s workload, the district was not planning to decrease her position.

Trustees expressed gratitude to Osinski for her presentation and asked a few clarifying questions about hardware requirements, system capabilities, and confidentiality.

Osinski reiterated that using BoardDocs is as safe or safer than using paper. She noted that in 11 years of business, BoardDocs has never had a security breach, adding, “… but you can never say never.”

Deb Mexicotte told Osinski, “I think it is the right thing to do and we will all get used to it. But one of the most compelling things is how excited you are about it.” Simone Lightfoot agreed that Osinski had made a good case for the switch to BoardDocs, and had allowed it to grow on trustees who had been more reluctant.

Susan Baskett asked about the timing of implementation and training, and Osinski said it would be a six-week implementation, or until everyone is comfortable with it. Glenn Nelson suggested a target of having BoardDocs fully implemented at the board’s April 11 meeting.

Outcome: Trustees unanimously approved moving to BoardDocs, a paperless document management system, as part of the consent agenda.

Liability Insurance Renewal

Superintendent Patricia Green introduced deputy superintendent of operations Robert Allen to explain the shift in the district’s insurance premium costs. The district’s liability insurance is renewed annually on Feb. 1.

Allen explained that the bids that came back from the district’s insurance agent, the Hylant Group, were significantly higher than last year. That led Allen to request that Hylant re-bid the district’s coverage with other insurance carriers. After examining a set of new bids, Allen said, he recommends switching insurance carriers from Zurich to Affiliated FM – not to lower the cost of insurance premiums, but in order to lower the amount of increase.

Allen also explained that it’s reasonable to have expected an increase in premium costs, given the district’s claim history over the past two years. As examples of claims made under the district’s coverage, Allen noted an increase in computer theft, a lightning strike at Northside Elementary, a flood in the boiler room at Forsythe Middle School, a transformer failure at Pioneer High School, and an exhaust fan fire at Ann Arbor Open.

Trustees asked if the coverage from the new carrier is equivalent. Allen explained that it’s actually a bit more extensive in terms of flood coverage and crime risk mitigation, but that everything else is pretty much consistent.

Simone Lightfoot asked if Affiliated FM is a known company, and Allen answered that yes, they are one of the biggest companies in school liability. Susan Baskett asked if the company was local, or was a historically-underutilized business (HUB). Allen said he would get back to the board about the firm’s location, and that he did not believe is was a HUB.

Outcome: Trustees approved the shift in liability insurance carriers as part of the consent agenda, which also included three sets of minutes approvals.

Washtenaw Alliance for Education

Deb Mexicotte asked Glenn Nelson to review a resolution he wrote for AAPS to join the Washtenaw Alliance for Education (WAE), a consortium of school districts in Washtenaw County focusing on legislative issues.

Nelson summarized the proposed resolution as having four themes: (1) closer coordination among the Washtenaw County school districts; (2) improved communication between board members and superintendents; (3) continued, more intense work on coordination and collaboration of service provision within the county, such as transportation and human resources; and (4) being a vehicle for advocacy on state legislation.

Christine Stead suggested that because the board had already discussed the WAE extensively during its organizational meeting on Jan. 18, the board should consider their Feb. 8 discussion as a second briefing. She also noted that approving the resolution to join WAE at the Feb. 8 meeting would allow AAPS to share the news at the legislative breakfast on Feb. 13. Trustees agreed to move the item to the consent agenda, but it was later pulled out for a full reading of the resolution.

Andy Thomas asked for clarification on who would be part of the WAE. Nelson explained that each district will have three seats on the WAE board – two district board members and the superintendent. For AAPS, Nelson, Stead, and Green would sit on the WAE as AAPS representatives. Thomas also asked Nelson to explain that this would not have any impact on taxpayers.

Nelson responded that there would be no increase in trustee salary for sitting on the WAE. “This will decrease our school board wages from 25 cents an hour to about 20 cents an hour,” he quipped. Mexicotte noted that 25 cents an hour is “not too far off,” and pointed out that trustees are paid $130 a month in total for their service.

Trustee Irene Patalan said this was “the exact right step,” and expressed her hopes that “better things will happen for our students with this kind of alliance.”

Nelson noted that the school districts in Washtenaw County are diverse, and that when the WAE takes a position on a piece of legislation, it would need to be with a consensus of the districts present. This means, he said, if the WAE finds ways to make things better for students in these diverse districts – representing rural, urban, small town, affluent, and distressed areas – it could be a model for the state.

Green added that she worked with a similar alliance in her previous position in Pennsylvania. She said that if a WAE were in place, it could provide a venue to discuss transportation and other regional issues. She also noted that as AAPS is embarking on professional development for social and emotional learning, the WAE could offer revenue enhancement opportunities. “That’s part of the richness this model can provide,” Green said.

Outcome: The resolution to join WAE was approved unanimously after being moved to the consent agenda, and then pulled out for a full reading of the associated resolution.

Length of Board Terms

Deb Mexicotte reviewed that new state legislation now requires the district to hold board elections every even-numbered November, which had caused the board to consider switching from four-year to six-year terms in order to prevent the possibility of a majority of the board turning over in one election. As it now stands, every other election will allow four seats to potentially turn over on the seven-member board.

However, Mexicotte continued, based on the board’s discussion at the previous meeting on Jan. 18, it seems that trustees feel that sticking with four-year terms is in the best interest of the district. She noted that in the past, large swings of the board membership have not been the norm, even when they have been possible.

Trustees expressed general agreement for four-year terms.

Christine Stead added that the amount of legislation passed on K-12 education last year, such as this law requiring even-numbered year elections, was “ridiculous… Who does this serve?” she asked.

Andy Thomas noted that moving to hold board elections in even-numbered years will make the cost of campaigning significantly higher, and moving to six-year terms could limit the candidate field even more by increasing the time of the required commitment.

Mexicotte agreed. “This is the right level of commitment. I don’t want to make the bar any higher than it already is.” She noted that by not approving a resolution to follow the new law, “We did what we could to register our displeasure.” At best, she said, this new election mandate does nothing to improve the education of students, and at worst, has made it more difficult for citizens to serve on the board.

Outcome: The board took no action, leaving their board terms at four years.

Student Engagement

The board often invites segments of the student population to perform at the beginning of board meetings. At the Feb. 8 meeting, board members heard from Riot Youth, a group for LGBTQ (lesbian, gay, bisexual, transgender, and questioning) students and their allies. In addition, the board has broadened its invited associations to include regular reports from a wider group of students. The Feb. 8 meeting saw the first installment of high-school-specific student reports, from Pioneer High School.

Student Engagement: Riot Youth “Gayrilla Theater Project” Presentation

Riot Youth, a group for LGBTQ students and their allies, explained that social support and social justice were the goals of their group. They reported that they had conducted a climate survey concerning sexual identification, race, appearance, and other items, covering 1,200 students in four schools. They explained that they had taken the survey results, along with personal stories, and woven them into the “Gayrilla Theater Project,” inspired by the name of the Guerilla Girls theater project.

Riot Youth representatives then noted that the state of Michigan has just passed an anti-bullying law that requires all districts to have an anti-bullying policy. Saying that they would be back the following week to talk to the board specifically about their suggestions of ways to add to the AAPS anti-bullying policy, they then performed a brief skit for the board.

The skit focused on the marginalization of queer youth in AAPS, and noted that 10.5% of students surveyed identified themselves as gay, lesbian, bisexual, transgender, or questioning. These students face a lack of queer sexual health information in health classes, regular verbal abuse, higher risks of physical harassment and suicide, and ongoing isolation, they said. According to the skit, only 62% of queer students feel safe in AAPS, and teachers, counselors and staff members rarely intervene when LGBTQ youth are harassed.

We tell our stories because we are good students not realizing our potential, they said. “We are an at-risk population.”

Deb Mexicotte and Glenn Nelson thanked the Riot Youth for performing and said they would be pleased to continue the conversation. “We really think we can make things better for you,” Mexicotte said.

Student Engagement: Report from Pioneer Students

Four students from Pioneer High School – Charlie Geronimus, Aidan Geronimus, Javon Williams, and Chelsea Racelis – gave a report to the board. The students began by explaining a new schoolwide communication system, which allows for greater student feedback to student council and administration. They noted that lunch time has been going well, and has brought the school together as a whole. They also reviewed a school-wide student council goal of sending Pioneer’s special education students to the Special Olympics. They said the whole student body has really backed the goal, which will require $6,000, but said that they hoped the board would choose to allocate money for Special Olympics in the future.

Pioneer High School student Charlie Geronimus addressed the board.

In terms of the budget, the Pioneer students noted that the arts programs in the district are incredibly rich, and noted that Pioneer students will be playing at Carnegie Hall later this year. “We have an incredible amount of talent in the music department, but we are faced with threats of our budgets being cut. We would like to ask when the budget cuts come around that you could keep in mind the excellence this district has had in the arts,” the students said.

The Pioneer representatives also praised their principal, Michael White. They said he is doing an amazing job, but that some kids still don’t care. “Classrooms are being run as if everyone is in the 10% [of students who don’t care]. The 90% that know what they’re doing – they don’t need to be disciplined so much.”

There is a level of respect that students are expected to give, they said, but they don’t feel like they are getting back the respect from some teachers that they deserve. Citing teachers who have no lesson plans, use tests printed off the Internet, or otherwise slack off, the representatives requested a mechanism, such as a drop box, where they could give direct input into teacher evaluations. “Teachers need to do their homework,” the Pioneer representatives said, “We would appreciate the ability to more easily bring it up to tell you when teachers are not doing their jobs.”

Multiple board members thanked the Pioneer students for their presentation, and for sharing their voices. Simone Lightfoot and Susan Baskett each noted appreciation for their attire – all four students were dressed in formal business clothes. “Image is important,” Lightfoot said, “and your bold diplomacy is great. I look forward to you holding us accountable.”

Baskett asked if they had had input into the school climate survey recently done at Pioneer. Student council president Charlie Geronimus answered that he believes the climate at Pioneer has improved since White was made principal. “I can’t speak to things like what Riot Youth was talking about,” he said. “But just because I haven’t seen it, doesn’t mean it’s not going on.”

Superintendent Patricia Green added that the board will be given a report on last year’s climate surveys at the next committee-of-the-whole meeting.

Administrative Leave for Thurston Teacher

Sherry Murphy, a teacher at Thurston Elementary School, was placed on administrative leave on Nov. 28, 2011. It prompted public commentary at the Feb. 8, 2012 board meeting.

Administrative Leave for Thurston Teacher: Public Commentary

Three parents spoke to the board about the placement of a Thurston 4th grade teacher on administrative leave, with no explanation given to parents or students.

Charlie Adams, mother of a 4th grader with dyslexia who was specifically placed in Murphy’s class due to her 30 years of experience, said that her child has been “thrown to the gallows” with the long-term substitute the class was given. Adams also pointed out that her daughter had numerous substitutes in her first two years at Haisley Elementary, and that she was finally stable academically. Adams said she has requested that her daughter be moved to another class to no avail, and said the current situation is unacceptable. Adams said the students miss Murphy desperately, and called her disappearance from the classroom “mysterious.”

Kristen Mogbo added that her 4th grader has the “math version of dyslexia,” and had also been placed in Murphy’s room specifically because of Murphy’s experience and skill set. Most troubling, Mogbo said, is the absolute lack of communication. She said she is not looking for personal details, and respects the need for confidentiality, but is requesting a timeline of when the situation might be resolved. “I don’t understand why administrative issues are being worked out in the midst of a school year,” Mogbo said. “I keep being assured that Dr. Murphy has done nothing wrong… I am extraordinarily distressed with the secrecy of the whole thing. Is there any form of response possible?”

Ben Colmery argued that his expectations have been crushed, after finally getting his daughter’s dyslexia addressed, to have Murphy removed from her classroom. He noted that he and his wife have their daughter tutored twice a week, and are doing their part to help, but he said that Murphy was critical to his daughter’s academic success. Colmery noted that Murphy was placed on administrative leave with 10 minutes’ notice, and was told not to discuss anything with anyone. But in this town, Colmery said, “There are no secrets.”

Before Colmery could continue, board president Deb Mexicotte interjected. She apologized for interrupting, but said she wanted to be sure that Colmery was “protected,” and warned, “If you make allegations, there are opportunities for people to allege illegality.”

Colmery asked, “Are you telling me I’m a risk for libel?” Mexicotte answered that the board was interested in what Colmery had to say on a macro level.

Colmery paused briefly, and then continued with his statement, saying that it appears to him that the district’s decision to remove Murphy was an economic consideration, not any other. “The thing you need to understand,” he said, “is my daughter is not a car on an assembly line … She is my daughter. I am her advocate.”

Administrative Leave for Thurston Teacher: Comment from AAPS

AAPS superintendent Patricia Green asked Dave Comsa, AAPS assistant superintendent for human resources and legal services, to address the public commentary about Murphy. Comsa said he could not get into specifics regarding personnel matters, but said that there is a certified, highly qualified substitute teacher in the classroom. He continued by saying that the reason for Murphy’s absence had nothing to do with economics, and that the district was working as fast as possible to resolve the situation. Mexicotte noted that the confidentiality rules are in place to protect not only the district, but also the employees.

A member of the audience then addressed the board, saying that Murphy had asked for the “gag rule” to be removed­­­­­­­.

The board does not typically respond to comments that are made from the audience. However, Mexicotte acknowledged the audience member’s comment, noting that the district is bound by legal and contractual circumstances.

Green invited Dawn Linden, AAPS assistant superintendent of elementary education, to comment. Linden said that although she understands parents’ frustration, the district “does not know about a return date [for Murphy]” and cannot share any additional information. Linden also reiterated Comsa’s statement that the long-term substitute in place is highly qualified.

A member of the audience again spoke, saying that Murphy’s substitute was not “highly qualified,” and again Mexicotte acknowledged the comment, saying that the term “highly qualified” is being used in the same sense as the state of Michigan uses it.

Mexicotte then asked Green to speak to one parent’s contention during public commentary that his daughter had experienced an excessive number of substitutes. Green answered that “the ripple effect of making the changes requested have been pondered, and there are implications that would create another situation if the requests are honored.”

An audience member again asked if the board could at least offer a timeline for resolution of the situation, and argued that if the children are not getting Murphy back as a teacher, they should be told so they can mourn that, and say goodbye. Mexicotte answered that she appreciated the speaker’s frustration, and directed administration to work through the process as efficiently as possible.

Trustee Christine Stead added that she would like to know if the families involved at Thurston could be walked through the process more, while still protecting confidentiality, saying “that might be helpful in this case.”

An audience member again said she was disappointed, and said that her requests to have her daughter moved were not unreasonable at all. Mexicotte then ended the somewhat rare discussion between the board and audience members, saying that the board appreciated her comments and had directed administration to respond as they are able. But Mexicotte concluded that the board needed to move on with the meeting.

Mexicotte then stood and gestured to the parents who had spoken about Murphy. Mexicotte and the parents left the board meeting room together. Mexicotte returned to the board table roughly five minutes later.

All-Day Kindergarten, Test Scores

AAPS is currently weighing the possibility of moving to an all-day kindergarten program district-wide instead of the combination of half-day, all-day, and extended-day options it currently offers. The impetus for possibly moving to all-day kindergarten is the apparent intention of the Michigan legislature to cut kindergarten per-pupil funding by half for all students enrolled in a half-day kindergarten program.

All-Day Kindergarten: Public Comment

Tina Richmond, parent of a first grader at Haisley Elementary School, addressed the board on a range of issues, saying she believed the district was operating at a bit of a “trust deficit.” She said she was dismayed to learn that the district has been accepting the full foundation allowance for kindergarten students, but not offering all-day kindergarten at all schools. Her options at Haisley, she said, had been to drive her daughter to another district school [one with all-day kindergarten] for six years, or to pay $4,000 for an all-day kindergarten option at Haisley. Richmond also noted that her daughter’s kindergarten class had 27 students, and that parents had had to beg for an aide.

Richmond also noted that she was pleased that the new MEAP (Michigan Educational Assessment Program) cut scores would more accurately reflect student achievement. But she was “disappointed that a district with such credentials would give such low achievement scores.” She urged administrators to be realistic in their communication with parents about the MEAP cut score changes. “I’m not a parent who is out there thinking we’re great,” she said. “What we’re doing is coming up to the national standards.”

“Cut scores” are defined in a FAQ posted on the Michigan Dept. of Education website: ”Scores for all state assessments are reported in ranges called performance levels. Both MEAP and MME [Michigan Merit Examination] use four performance levels: Advanced, Proficient, Partially Proficient, and Not Proficient. A cut score is the point on the scale that separates one performance level from the next. Cut scores were approved by the State Board of Education.”

All-Day Kindergarten: AAPS Discussion

Later in the meeting during agenda planning, Simone Lightfoot said she wanted to clarify some of Richmond’s comments on all-day kindergarten, saying “the sooner we can get [information on all-day kindergarten] out, the better.” Deb Mexicotte added that the way kindergarten funding has been used in the district was a “traditional structure that had been in place for a very long period of time.”

Superintendent Patricia Green asked deputy superintendent Alesia Flye to speak briefly about the communication being done with parents regarding the change in MEAP cut scores. Flye said communication has been sent at the building level and district-wide, and that all districts in the state of Michigan are being aligned.

Also during the agenda planning portion of the meeting, Glenn Nelson suggested that the board address the question of whether to move to all-day kindergarten as soon as possible. “I know that the administration has been working and I realize that work needs to get to a certain place, but let’s be conscious that that is an important issue that can be brought as soon as it’s ready,” he said. Green said a report on all-day kindergarten would be coming to the board “very shortly.”

Association Reports

At its January organizational meeting, the board named five associations to make regular reports to the board, and instituted a rotational system of student presentations. The board associations are: 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 BPSSG, AAPAC, and PTOC addressed the board at the Feb. 8 meeting. A presentation from Pioneer students is described above, in the “student engagement” section of this report.

Association Reports: Black Parents Student Support Group

Leslie McGraw reported for the BPSSG, saying that the group did not meet in January, but did collect dates and locations of various Martin Luther King Jr. Day events. She noted that many BPSSG members also attended “Beyond the Bricks,” an event sponsored by the Ann Arbor Links Inc. group.

McGraw shared the URL of the group’s new website – www.dwbpssg.org – and said the group will be working to share suspension data with the community and discuss how to improve the statistics. She noted that Bryan Johnson of the BPSSG was one of a group of advisors working with superintendent Patricia Green on addressing discipline disparities.

Finally, McGraw reported on the Huron High School Rising Scholars Saturday school, which served more than 300 students over two weekends, and was open to all schools. Upcoming next steps for the BPSSG include the possibility of establishing a 501(c)3, and programming for National African-American Parent Involvement Day.

Association Reports: Ann Arbor Parent Advisory Committee for Special Education

Scott Zeleznik addressed the board for the AAPAC, beginning with comments on the recent alleged sexual assault of a special education student by another special education student at Eberwhite Elementary.

He suggested first that AAPAC is concerned that special needs students will be “vilified and further isolated by this incident.” He urged everyone to remember that bullying and abuse issues affect all children, and that special needs children are more likely to be victims than perpetrators – because of their inability to effectively speak for themselves in many cases.

Secondly, Zeleznik said the incident has prompted many parents to question whether to trust AAPS to protect their children and to inform parents of what is really taking place in the classroom, as they are legally required to do. He argued that abusive behaviors among students need to be identified and prevented from recurring, and suggested to administration that the district hold forums with parents to discuss the issue and how it relates to their specific school environment. He also noted that change needs to come from the administration in terms of securing student safety and well-being over the protection of colleagues.

The AAPAC has continued to hold Disability Awareness Workshops, Zeleznik continued, and he invited trustees to attend.

Association Reports: Parent Teacher Organization Council

Amy Pachera reported for the PTOC, noting that PTO officer training took place on Feb 8. The training is given by the NEW Center, she said, and reviews the fiduciary and other legal responsibilities of PTOs.

Pachera noted that the PTOC is in full support of the district’s upcoming technology bond, and looks forward to educating the PTOs about the bond. She also noted that the PTOC will be reviewing the district’s budget in overview at its next meeting, and will look at how the state budget and taxes affect the local budget.

Awards and Accolades

The board unanimously supported two proclamations: National School Counseling Week from Feb 6-12, and Principals Week from Feb. 13-17.

As a part of her superintendent’s report, Patricia Green recognized a number of students who received awards from the Presidential Scholars program, as well as Knowledge Masters Open winners, forensics competition winners, and various student groups who have raised money for certain local causes. She also praised the district’s music and humanities programs. Finally, Green invited everyone to attend the district’s upcoming Orchestra Night on Feb. 16 at Hill Auditorium, a free performance by all AAPS middle and high school orchestras.

Agenda Planning

Several trustees proposed items that they’d like to see on the agenda for future meetings.

Susan Baskett requested an update on the Rising Scholars program.

Simone Lightfoot asked if the board could look into what supports the district has in place for math, particularly the algebra strand, as she has heard many concerns about good students having difficulty with math.

Christine Stead added she would appreciate hearing about classroom-specific “key investments” the district could make to address math, MEAP cut scores, or other things. Deb Mexicotte clarified that the board was interested in considering adjustments to support for classrooms that may have been cut in the past, in order to better meet the district’s academic goals, and superintendent Patricia Green said that administration was looking at that.

Stead said she read an article in a Michigan Association of School Boards publication about how Birmingham schools are charging tuition to out-of-district students instead of participating in Schools of Choice. She noted that it was interesting that they were able to do that, and she wanted to be sure AAPS was aware of that. Schools of Choice students are actually a loss for AAPS in terms of the foundation allowance, because students bring their foundation allowance from their home district to AAPS, and Ann Arbor’s foundation allowance is higher than that of other surrounding districts.

Lightfoot also noted the possibility of charging foreign students tuition as part of an exchange student program. Green responded that she had a breakfast meeting last week with the new president of Washtenaw Community College – Rose Bellanca – and that the potential for such an exchange student program had been briefly discussed.

Items from the Board

Christine Stead noted that the Forsythe Science Fair was coming up on Sunday, Feb. 12, and encouraged people to come by. Also, she reminded her fellow trustees, “You’re just making it harder on yourselves if you have not started training for the Ann Arbor marathon.” She added that she was happy to help do what she could in terms of supporting them through training.

Simone Lightfoot said she had spent time this week with the Rising Scholars program and looked forward to assessing how the district can continue to support and expand that program. She said the program’s success shows her that kids will take any assistance they can get, including a balanced calendar. [A balanced calendar  could feature a shorter summer break and optional "intersessions" – one or two-week long academic or enrichment activities held during breaks in regular instruction, for example.]

Glenn Nelson said he had been happy to see a number of groups in the community coming together to address issues of student discipline, and noted his involvement in a community panel for Skyline High School’s accreditation review.

Susan Baskett thanked the ACLU and Student Advocacy Center for their recent event, and noted that she and Nelson had participated in a meeting of the district’s minority hiring committee.

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

Next regular meeting: Wednesday, March 7, 2012, at 7 p.m. at the fourth-floor boardroom of the Ann Arbor District Library’s downtown branch, 343 S. Fifth Ave. [confirm date]

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Board secretary Amy Osinski, center, and board president Deb Mexicotte, assessing the storm to determine how long to recess their meeting. Board secretary Glenn Nelson looks on from the right. (Photos by the writer.)

The board recalled all 191 laid-off teachers via the ratification of a new teacher contract, and authorized the layoffs of the entire AAPS transportation staff by contracting with Washtenaw Intermediate School District (WISD) to provide the district’s busing. AAPS bus drivers and other transportation staff can  apply to WISD for jobs.

The board also renewed the district’s food service contract with Chartwells, received an update from state Rep. Pam Byrnes on Michigan’s Race to the Top efforts, and heard a report from The Neutral Zone’s Riot Youth on school climate as experienced by Lesbian, Gay, Bisexual, Transgender, Queer and Questioning (LGBTQQ) youth.

Severe Weather, Agenda Amended

Since Wednesday’s meeting was the last one of the 2009-10 school year, there were no first briefing items. That split the meeting’s planned agenda neatly into two parts – information items, followed by action items. However, just over two hours into the meeting, in the middle of a presentation by David Duggar on the Early College Alliance, a tornado warning was issued, and everyone in the downtown library was escorted to the basement.

Once downstairs, it was quickly decided – through numerous, brief discussions among small groups of board members, AAPS staff, and superintendent Todd Roberts – to postpone the rest of Duggar’s presentation, along with the rest of the “information items” portion of the agenda, including the high school updates from Huron and Pioneer staff. At that point, many of the presenters left, and board president Deb Mexicotte said the plan was to wait out the tornado warning, and return to the boardroom – where the meeting is televised on Community Television Network – to finish the “action items” portion of the meeting.

However, after an hour of waiting, when the warning was extended another hour, the board set up a meeting area and went ahead with their meeting in the basement.

Once reconvened, Roberts explained that Duggar would return in August to continue discussing the Early College Alliance (ECA), a program at Eastern Michigan University that allows students to earn college and high school credit simultaneously. AAPS is being offered 25 slots in the ECA @ EMU program for the 2011-12 school year, and the board has until September 2010 to decide whether or not to participate. Mexicotte suggested that preparation for the Compass Test, a placement test at Washtenaw Community College, could be incorporated into the ECA, and said of the program, “it could be a match made in heaven.”

Regarding the high school update, Roberts said the Pioneer and Huron staff members would return to make their presentation in August or early September. Mexicotte noted that many people have expressed interest in seeing the results of the high school climate survey, which were going to be presented as part of the high school update. She asked whether the board would be amenable to posting the school climate survey results before the full update is given to the board.

Roberts suggested that it would be better to wait until after the board hears the full presentation, when high school administrators and teachers will have a chance to share their plan for using the data along with the results. Mexicotte withdrew her request, and agreed to hold the survey results until the board hears the full high school update.

Roberts also skipped giving what would have been his final 2009-10 superintendent’s report, and the board continued on to the second briefing and action items.

Teacher Contract Ratified, Laid-Off Teachers Called Back

Roberts introduced the tentative agreement (TA) to be considered by the board. Saying he would be neither as lengthy nor as eloquent as Ann Arbor Education Association (AAEA) president Brit Satchwell had been earlier in the meeting, Roberts began by defining the goal of the bargaining teams: maintaining high-quality academic programs while keeping jobs.

Roberts said he appreciated teachers as well as other employee groups “stepping up,” and said that, if approved, the agreement with AAEA would mean the district would not have to enact part two of its budget, which would have reduced an additional 39 teaching positions in the district. He stated, “I think this agreement sets up a way that we can deal with the … structural deficit in an ongoing, planful kind of way … I think it’s a good agreement, and I want to congratulate our negotiating team. The agreement is in the best interest of our kids and helps us preserve our newest teachers.”

Tentative Agreement: AAEA Comments

As Roberts mentioned, Satchwell had given a lengthy report on the contract during the association reports earlier in the meeting. He reported that the AAEA members ratified the tentative agreement by a 4 to 1 ratio, and that the trustees were briefed on the details and rationale behind details in executive session before the meeting. It was a lot of work, Satchwell said, and he thanked both bargaining teams for conducting themselves professionally during very difficult circumstances.

Different perspectives, Satchwell said, were merged into service for common goals, which he defined as: the maintenance and advancement of quality instructional programs for all students; the maintenance and advancement of terms of employment for staff; and the maintenance and advancement of the district’s ability to honor the first two goals.

Satchwell argued that the contract achieved student learning, the welfare of staff, and sustainable finances. The ability of AAPS to cope as well as it has with an outdated state funding structure, he continued, has been due to good planning and cooperative sacrifice. Calling the contract full of “balanced and intelligent solutions,” Satchwell thanked AAEA members who were not on the bargaining team, noting that they had only two days to absorb, reflect, question, and debate the contract – all during the last week of school. That AAEA members could focus attention on the tentative agreement last week, he said, was amazing.

Satchwell also thanked the public for its patience. Both bargaining teams, he said, put students first by being “deliberately surgical,” and not employing a “meat cleaver approach.” He thanked central administration for proposing cuts that made AAEA members think about how they could help, for taking personal cuts themselves, and for setting the stage for productive negotiations. If the contract passed, he said, it would be posted on the AAEA website.

Lastly, Satchwell said, he wanted to prepare the public for reading the contract. He urged everyone not to look for concessions or gains for one side or another, and to be mindful that the reasons for many aspects of the contract are related. “Don’t read it with a closed mind,” he implored. “There are aspects of this TA that have never appeared in any contract in the state.”

Translating the contract in to winners or losers, Satchwell said, “will mean you missed the whole point of collective bargaining.” He summarized: “Teachers are giving financial concessions over the next few years, and will reap gains when the district’s financial crisis abates. This agreement allows us to plan and to teach.”

Tentative Agreement: Summary of Content

A summary of the tentative agreement approved by AAEA members was presented to the board by the following AAPS staff: Dave Comsa, assistant superintendent for human resources and legal services; Robert Allen, deputy superintendent for operations; Lee Ann Dickinson-Kelley, administrator for elementary education; Cynthia Ryan, director of human resources; and Alice Chamberlain, assistant director of employment services.

Presenting the TA (left to right): Dave Comsa, assistant superintendent for human resources and legal services; Robert Allen, deputy superintendent for operations.

The presentation of the summary below is in chronological order, with board members’ questions and comments about each section included in the same section: language changes, elementary changes and specials; memoranda of understanding (MOAs) – general; MOAs – financial; financial package; revenue allocation formula; and calendar.

Tentative Agreement Summary: Language Changes

Comsa began by listing language changes made to the contract regarding affirmative action, reimbursement of unemployment, evening conferences, and school meetings. He noted that these changes are necessary either to comply with new constitutional amendments, or to reflect actual practice.

Tentative Agreement Summary: Elementary Changes, Specials

Dickinson-Kelley presented changes affecting elementary school teachers, which she described as “minor changes to reporting and supervision language.” Elementary teachers’ morning reporting time will be reduced from 20 to 15 minutes before the start of the school day, she said. The presentation pointed out that the building safety plan will be deleted but maintained in two other sections of the contract. Dickinson-Kelley asserted that the “students will still be monitored.”

Dickinson-Kelley also explained a provision to end the “banking” of specials time, which she described as a change in the end-of-year date for special area classes – art, music, physical education, information literacy/technology, and Spanish (grades 3 and up). Up until now, she said, specials have ended two weeks early, but the new contract will have them – and their associated planning time for classroom teachers – continue through the last full day of school.

Dickinson-Kelley also pointed out that planning time was increased by two minutes, and that media specialist contact time (with students) was increased to that of other specials – to 1,440 minutes, up from 1,250 minutes.

Lastly, Dickinson-Kelley highlighted changes to the monitoring of students learning English as a Second Language (ESL) to allow ESL teachers to monitor five students in addition to the 75 students they have on their caseloads. The rationale for this monitoring, she offered, was that most students pass out of Title 3 eligibility (the law that requires districts to offer ESL services) before they are fully competent in English.

Trustee Susan Baskett asked for clarification about the difference between receiving ESL services, and being “monitored” by an ESL teacher. Dickinson-Kelley explained that students move through four levels of ESL services – beginner, low intermediate, high intermediate, and proficient. Once a student reaches the proficiency level, she said, ESL services are discontinued, even though research indicates that this could be premature.

The new contract provision, Dickinson-Kelley reiterated, would allow each ESL teacher to  serve 75 students directly, while monitoring five students who have achieved proficiency to prevent them from “sliding back.” Baskett asked if students who are being monitored can then be offered help if they are found to be slipping. Dickinson-Kelley said yes, suggesting that one way might be for the ESL teacher to work with the student’s classroom teacher to modify lessons.

Tentative Agreement Summary: MOAs – General

Ryan and Comsa presented updated memoranda of understanding (MOAs) that would be part of the new contract. First, Ryan said, timelines were set to transition to a teacher evaluation process. In 2010-11, the framework for evaluation will be expanded, principals will be trained, and teachers can volunteer to be evaluated with the new tool. This process will be expanded in 2011-12, she continued, and be fully adopted by all teachers in 2012-13.

Comsa reported on an MOA to collaborate on developing alternative methods of compensation, commonly known as “merit pay.” He mentioned that the administration will be evaluating such a system used in Oscoda, Mich., and that the plan is to implement a new compensation system in AAPS by 2011-12.

Comsa also highlighted an MOA calling on the district and the AAEA to create a joint RFP with other employee groups to explore options for tax-exempt employee investment programs that might offer employees more variety.

Tentative Agreement Summary: MOAs – Financial

Chamberlain reviewed the financial MOAs in the tentative agreement. She began by saying that the media specialists would not “grieve” staffing adjustments – meaning that they will not file grievances about the change. Baskett asked Chamberlain to compare current staffing with that proposed by the contract. Chamberlain explained that Pioneer and Huron high schools currently have three media specialists and one clerk each, and that under the proposed contract, they would have only two media specialists and one clerk. Skyline will have one media specialist for 2010-11, and then move to the same configuration as Pioneer and Huron.

All middle schools, Chamberlain continued, will have one media specialist, whereas some now have an additional .5 FTE. And at the elementary level, Chamberlain said, media specialists will staff 150 minutes of open library per week. Baskett asked how the elementary libraries will be staffed, and Dickinson-Kelley answered that, in general, the media specialists will staff libraries within their 1,416 minutes of contact time. But she added that some schools may use parent volunteers or even share the responsibility among staff members.

Another MOA is that teachers will not grieve the assigning of student teachers, Chamberlain explained. Usually teachers are allowed to choose their own student teachers, but the student teachers from the University of Michigan and other universities who teach elementary Spanish are assigned directly to classroom teachers for supervision. Dickinson-Kelley added that the AAEA is very supportive of the world language apprentice teachers, and that both the AAEA and AAPS administration recognize the goal is ultimately to hire world language teachers when the economy improves.

Lastly, Chamberlain listed two more changes that the AAEA has agreed not to grieve: 1) that the counselors at the high schools will lose half of their secretarial staff – each school currently has two positions, but will reduce to one [each set of middle school counselors also has one secretary]; and 2), that elementary teacher clerk time will be reduced.

Tentative Agreement Summary: Financial Package

Allen described the part of the contract related to the financial package, which would be incremented by school year. In 2010-11, he said, this contract would save the district $4.34 million – $2.2 million in wages, $750,000 in step delays, a $90,000 reduction in supplemental pay, and $1.3 million in health care savings. Wages would be frozen, but all laid-off teachers would be called back. Allen noted that this was possible, in part, because of the 95 retirements in the district this year.

The wage reduction of $2.2 million would be achieved by having teachers work for 182 days, but only get paid for 178 days. Two of those four days would be given back to the teachers as personal business days in five years. Teachers usually receive four two personal business days per year, which cannot roll over from year to year. These bonus personal business days would be able to roll over, so each teacher could choose from one of three options after five years: take them as days off, have them paid out at the teacher’s daily rate, or save them to cash out at retirement at a higher daily rate.

Trustee Andy Thomas asked how the personal business days would be accounted for, or expensed. Allen answered that they would be run on the AAPS balance sheet as a liability, and as they are paid out, they will be expensed in that year. Board chair Deb Mexicotte asked if it was the expectation that all of the personal business day expenses would come due at once. Allen said that, after five years, when the two personal business days are added back to employees’ banks, AAEA members together can cash in no more than 150 personal business days per year.

Next, Allen explained the step delays. When hired by AAPS, teachers are placed in columns on the salary schedule according to the degrees and graduate credits they hold. For the first 10 years of a teacher’s employment, each year they go up one “step” on the schedule within their column, and move across columns as they gain additional schooling. This new contract would delay the step movement by 3/4 of a year in 2010-11, saving the district $750,000, and freeze the salary schedule at its current rates.

The remaining savings in 2010-11, Allen said, would come from reducing Appendix V supplemental pay – the pay teachers make for coaching, advising clubs, etc. – by 5% across the board, totaling $90,000; and from freezing the maximum health care premium amount that the district will pay for each teacher at the 2009-10 amount. This premium amount of $12,582 would cover a Priority Health HMO or Blue Care Network HMO. If a teacher wanted a more expensive health insurance plan, they would have to pay the difference.

During the tornado warning, the board reconvened on the lower level of the library. From left to right: Superintendent Todd Roberts, and trustees Simone Lightfoot, Deb Mexicotte, Irene Patalan, Glenn Nelson, Christine Stead, Andy Thomas, and Susan Baskett.

In 2011-12, Allen continued, this contract would save the district an additional $1.02 million. In that year, the district has committed to limit layoffs, but will still delay step increases by 3/4 of a year (for $750,000 of savings), and decrease supplemental pay by $265,000. The 2011-12 reductions in supplemental pay will be more directed, Allen said, with some categories increasing and others decreasing.

Nelson asked Allen to clarify exactly when the step movement would occur over the next three years. Allen gave the following example. For a teacher on Step 1 this year, in 2010-11, that teacher would move to Step 2 at 3/4 of the way through the school year. Since the district would know in advance, the employee’s paycheck would be the same all year, reflecting 25% of the Step 2 increase. Then, that teacher would move to Step 3 at 3/4 of the way through the 2011-12 school year. Again, the employee’s paychecks would be set for the year to reflect receipt of 25% of the step increase. Finally, Allen concluded, the 2012-13 school year would return to the usual practice, with the example teacher moving to Step 4 at the beginning of the school year.

Tentative Agreement Summary: Revenue Allocation Formula

The most inventive piece of this contract is the revenue sharing formula, Allen explained. Beginning in 2010-11, as soon as the district’s fund equity balance returns to at least 10% of the general fund, as determined by the annual audit report (usually available in November of the following fiscal year), a revenue allocation formula kicks in. Revenue would be paid back to the AAEA according to the pre-determined formula until the AAEA has received $4.5 million back from the district.

The formula as presented starts with the total general fund revenues, subtracts any increase in the state retirement contribution, and any gifts or donations made to AAPS, and allocates the balance in the following way: 25% would be allocated back to the district’s fund equity, and “the remaining 75% would be allocated to the AAEA group based on their percentage of the total cost of all employee groups,” currently approximately 70%. The remaining portion of the 75% would be allocated according to the administration’s discretion.

The AAEA’s allocations could be applied to off-set health care costs, added to the salary schedule, or paid back to teachers directly in an off-schedule payment, and would be determined by the AAEA in collaboration with AAPS.

Allen then described two other scenarios that could affect the bounds of the contract. If an annual audit reports the district’s fund balance as 15% or higher, the AAEA has requested to go back to the table and re-open bargaining. If, on the other hand, the district’s revenues fall by .5% or more [roughly $900,000], the contract could be voided by the district.

Thomas questioned the perpetual nature of the contract. Comsa confirmed that this contract, including the wage freeze, would continue in perpetuity until the AAEA recoups $4.5 million, unless one of the two scenarios described by Allen occurs – a fund balance of greater than 15% or a revenue drop of .5% or more.

Tentative Agreement Summary: Calendar

Comsa reported that the contract also provides for calendars through 2012-13, following the countywide calendar for winter and spring breaks. They preserve the February break, and the Wednesday off before Thanksgiving.

Tentative Agreement: Board Discussion

Nelson began the discussion, saying the fact that the teachers stepped up to help the district during this financial crisis should inspire the board to return the sentiment, by ratifying the TA and calling back all the teachers before next year’s budget is even set by the state. Nelson said that most businesses would probably see such a move as a risk.

Roberts agreed that the TA should be passed, but countered Nelson’s assertion that it was risky from the district’s perspective.  “The budget we adopted planned for the worst,” he said, noting that the budget could withstand even a $268 per-pupil reduction to the foundation allowance. “From a financial stewardship plan,” he argued, “the board can feel comfortable that the district’s financial solvency next year will be even better than anticipated. Let’s get these teachers back to work!”

Nelson then noted that there was a date omission on page 13 of the contract, and Comsa confirmed it should read “2010-11.” [As of publication of this article, the contract has not been made public by either AAEA or AAPS.]

Thomas thanked both negotiating teams, saying that it was “remarkable that you were able to reach this tentative agreement” considering the amount of uncertainty. He added that he felt, though the agreement was “not perfect” and that he had some concerns about the contract getting AAPS where it needs to be by 2011-12, “this is the best we can expect to get.” Thomas also added that, assuming it’s ratified, it will be great to call back teachers and preserve fund equity.

Baskett offered simply, “Good job.”

Irene Patalan asserted, “This could have been disastrous. People could have been stubborn.” Saying other districts have a culture of disrespect between their administration and their teachers’ unions, she noted, “I’m proud of this.”

Mexicotte offered, “It strikes me as a leap of faith on both our parts – this is astonishing to me. An ‘in perpetuity’ contract – unprecedented, historic!” Then, rhetorically, she asked, “Where else has this been done?” and added wryly, “I hope in a couple of years we don’t find out why no one has done this.” She concluded, “I am thrilled with the innovation as well as the partnership.”

Outcome: The resolution was moved by Christine Stead, seconded by Patalan, and approved unanimously in a roll call vote.

Tentative Agreement: Notice of Recall

Mexicotte then read the resolution recalling all teachers who had been laid off for the 2010-11 school year, effective immediately. The resolution stated that although staff had been reduced for economic reasons, the negotiation of a successful master agreement between AAPS and the teachers’ union allows the district “to rescind the previous layoff action and … recall all laid-off teachers.”

Nelson said, “I’m so proud of the whole community, and that we were able to do this. I’m so relieved, and so thankful for the students and staff.”

Outcome: The resolution was moved by Patalan, seconded by Stead, and approved unanimously in a roll call vote.

AAPS Outsources Transportation Services to WISD

Superintendent Todd Roberts introduced this item, noting that voting for this contract – which was reviewed before the meeting by board members in executive session – would move AAPS forward, along with four other districts, into a fully consolidated transportation consortium run by the WISD. [Chronicle coverage: "AAPS Busing Decision Coming June 23"] He clarified that, if the contract was approved, all AAPS transportation employees would be laid off, and be allowed to apply to the specific transportation entity within the WISD.

Roberts then noted that joining the consortium would save AAPS $1.2 million next year, while maintaining the same general education routes during the 2010-11 school year. He also mentioned that there had been one modification to the proposed plan since the briefing on June 9. Four salary ranges on the administrative salary schedule – the assistant director of operations, the bus driver supervisor/trainers, the fleet manager, and the assistant director of dispatch – were broadened to lower the minimal possible salary paid for those positions.

Dave Comsa, assistant superintendent for human resources and legal services, then addressed the board, saying that a reasonable bid had not been received from the district’s transportation bargaining unit. The Teamsters union, he said, had submitted a bid for monitors and drivers, but not supervisors, and their bid was contingent on the board ratifying it before their members would. Comsa asserted that the district had met its requirement to solicit bids from employee groups whose jobs were up for consolidation. No one representing the union was present at Wednesday’s meeting.

Board treasurer Christine Stead asked how communications would be handled with current employees if the board decided to move forward with the consolidation. In particular, she asked how the WISD application process would be made clear and easy for them. Comsa answered that if the board approved the contract, AAPS would include information on applying to the WISD with the layoff notices, which would be sent out immediately.

Stead also asked if AAPS would provide support to those employees being laid off who might not have internet access – the WISD application process is entirely online. Comsa said yes, there would be a kiosk set up at the Balas administration building that the transportation staff could use to apply. He added that AAPS staff would offer support to anyone who needed help completing the application. Roberts also noted that WISD has similar computer terminals set up where transportation staff could complete the application on-site.

Trustee Simone Lightfoot asked whether managers and supervisors applying for WISD positions would have to undergo the same kind of background checks as bus drivers, such as review of attendance records. Comsa answered that yes, each applicant would sign a release to allow the WISD access to their AAPS employee file. All WISD applicants will also need to be fingerprinted, and checked in I-CHAT, the state’s Internet Criminal History Access Tool.

Trustees Lightfoot, Susan Baskett, and Andy Thomas all questioned the degree to which the new salary ranges proposed on the WISD administrative salary schedule truly addressed the concerns that had been raised at the last meeting. At that meeting, some trustees had indicated a strong preference that the salary ranges for administrators of the new transportation entity be lowered, and pointed out that many administrators hired by the new system would be getting raises, while bus drivers would be taking a significant cut to pay and benefits.

Baskett asked why the pay ranges had only been adjusted for four of the administrative positions and not all of them. Roberts answered that, based on the application window for some positions having already closed, the new pay ranges would have had minimums less than any applicants were currently earning. And, he added, the WISD did not think they would be able to find qualified people for those positions for less than what they offered. Baskett responded, “I think that’s a weak argument … We’re asking our drivers to take a cut.”

Lightfoot asked why the top ends of the salary ranges were not amended, only the minimums. Shonta Langford-Green, AAPS assistant director of compensation/benefits administration, answered that those were the only amendments she had received from the WISD. Lightfoot pressed on, asking how a change to only the minimum end of the salary range was really a change at all. Roberts answered that now the WISD could hire people for a lower rate, and that he suspected the WISD would now be hoping to hire someone at that minimum end of the range.

Thomas noted that some proposed WISD salaries were still significantly higher than what the district is currently paying people in similar positions, as well as higher than the salaries proposed by the privatization bid considered earlier by the district.

Mexicotte reminded the trustees, “What we have before us is the administration’s recommendation.” She said that though the board had looked at bids from private companies in the past, that is not the current recommendation being considered. Deputy superintendent of operations Robert Allen confirmed that the recommendation of the administration is to join the WISD consortium.

Outcome: Secretary Glenn Nelson requested removing the countywide transportation consolidation from the consent agenda. Standing independently, the resolution was then moved by Nelson, seconded by Thomas, and, without any further discussion, approved unanimously in a roll call vote.

Consent Agenda Approved

The consent agenda, as read by board secretary Amy Osinski, contained three items briefed at the June 9 meeting: renewal of the district’s food service contract with Chartwells, the renewal of AAPS membership in the Michigan High School Athletic Association (MHSAA), and the temporary re-authorization of four board policies. Of these, only the food service contract prompted further discussion by the board.

Baskett asked if the administration could do its annual evaluation of Chartwells earlier in the year so that the information would be available in writing for board review before the annual contract review. Allen said yes, and that he had provided information to the board based on questions they had from the June 9 meeting. Lightfoot thanked Allen for providing the information she had requested regarding the nutritional value of school meals, and asked if the public would be given the same information. Allen responded that he “didn’t want to add another presentation to the meeting,” and said he would be bringing a PowerPoint in August so the whole community could be updated on Chartwells service to the district.

Regarding the policy re-authorizations, Mexicotte confirmed that vice president Irene Patalan and Baskett were requesting the policies be extended until Dec. 31, 2010. There was no discussion on the MHSAA membership renewal.

In addition, the consent agenda included three sets of minutes, and approval of a set of gifts donated to AAPS.

Outcome: The consent agenda was moved by Patalan, seconded by Nelson, and unanimously approved by trustees Nelson, Mexicotte, Lightfoot, Patalan, Stead, Baskett, and Thomas.

Auditors Appointed

Allen introduced this item, which was simply a request for the board’s approval of Plante & Moran to perform the annual audit for 2009-10. Allen said the firm has been auditing the district for the past six years.

Mexicotte asked if there was any requirement to change auditors or put out an RFP (request for proposals) for their services. Allen said it would be a good idea to solicit bids next year, but that there was too much going on this year. Nelson pointed out that, though Plante & Moran has audited the district for the past six years, they have appointed different individuals to AAPS each year, so “they have no interest in getting wrapped up” in the district.

Thomas said, “I hate to bring up problems where problems don’t exist,” but went on to point out that a great deal will depend on the figures that come out of the auditors’ report. He asked Allen if there had ever been an instance where the auditors have come back and asked AAPS to change an element of its financial reporting. Allen answered that the auditors have never suggested a “material” change, and that there have not been any major “audit adjustments” since he has been at AAPS the last four years.

Mexicotte said she would like to be clear that there was an understanding that AAPS would plan to go through an RFP process when choosing an auditor next year, even though the district has been happy with the services provided by Plante & Moran. Allen agreed, but noted, “Plante & Moran might still win the bid.”

Outcome: The proposal to appoint Plante & Moran to conduct the AAPS fiscal year 2009-10 audit was moved by Patalan, seconded by Nelson, and unanimously approved by trustees Nelson, Mexicotte, Lightfoot, Patalan, Stead, Baskett, and Thomas.

Board Committee Reports

Performance Committee

Baskett reported that the performance committee met June 10, and welcomed the newest trustee, Andy Thomas, to the committee. She mentioned that the committee reviewed the AAPS newsletter and website. Baskett noted that although the next committee meeting was not yet scheduled, they hoped to meet over the summer to address policies.

Planning Committee

Patalan reported that the planning committee met on June 16 – a meeting The Chronicle also attended – and had three items on its agenda. First, she said, the committee discussed conducting a survey to ask for feedback from historically-underutilized businesses (HUBs) regarding their participation in AAPS bid projects. The survey would ask HUBs if they attended the mixer held during the bond process, if they’ve bid on projects, and why. Patalan reported that the planning committee will look at data gleaned from the survey to determine possible next steps. The goal, she said, is to increase the number of HUBs that bid on AAPS projects.

Next, Patalan mentioned that the committee was presented with a written report on the achievement gap meeting held at Mitchell Elementary. [Chronicle coverage: "Schools: Achievement Gap or Equity Gap?"] She noted that the committee discussed how having a user-friendly grid or document about the district’s efforts to close the achievement gap could be helpful, but that she wanted to make sure the whole board was part of that conversation.

Lastly, Patalan said, the planning committee had discussed the need to evaluate the customer service of the new busing consolidation, if the board voted to move in that direction. She then closed her report, saying the committee did not have further meetings scheduled for this school year.

Lightfoot added to Patalan’s report, clarifying that at the committee meeting, Todd Roberts did commit to creating an actual plan to close the achievement gap, in which all of the variables and strategies would be included. Stead added that she was also at the committee meeting, and countered, “We do have very detailed plans in place around the achievement gap. What we’ve all been talking about is how we can better communicate that. That is a very important, pervasive part of what we do. As we’ve looked into this, I’ve been very impressed with what’s in place. We will do a better job of telling the public what’s in place.”

Based on The Chronicle’s observations at the June 16 committee meeting, there appear to be differences in perception among members of the board about whether or not the district has a clear plan for reducing the achievement gap.

At that meeting, Roberts explained that the strategies for closing the achievement gap are embedded in the district’s strategic plan, the district school improvement plan, and the building school improvement plans. Lightfoot requested that the strategies be aligned in a single document specific to closing the achievement gap, which would also incorporate the suggestions for action she compiled from school and community leaders who attended the Mitchell achievement gap meeting. Roberts agreed to produce such a document and present it for review by the board at its retreat on July 23.

Association Reports

At Wednesday’s meeting, the board heard from three of its associations: the Youth Senate, the Ann Arbor Parent Advisory Committee on Special Education (AAPAC), and the Ann Arbor Education Association (reported above). The Black Parents Student Support Group (BPSSG), the Parent-Teacher-Organization Council (PTOC), and the Ann Arbor Administrators Association (AAAA) are also invited to make regular reports to the board, but none of their representatives attended Wednesday’s meeting.

Youth Senate Report

Aoxue Tang gave the Youth Senate report at Wednesday’s meeting. She is a “rising junior” at Pioneer, she said, and has contributed as a writer of Youth Senate reports this year. She thanked the board for its continuing support of the Youth Senate, and began by stating that “this has been another successful year” in AAPS.

Tang then moved on to advocate for the board to address both the achievement gap, as well as the “education gap,” which she said is leading to “a slow but steady decline in U.S. competitiveness.” She encouraged AAPS to be a leader, setting an example of how to succeed in the 21st century both by raising standards, but also by raising the “quality and individual access to education resources.”

Lastly, Tang drew board members’ attention to a profile of the Achievement Solutions Teams (AST) attached to her report. AST is an academic peer coaching program in place at Pioneer and Huron high schools that has had success in raising “on average, 75% of students’ failing grades to passing grades.”

Mexicotte thanked Tang for the report and noted that it was nice to meet one of the writers from behind the scenes.

AAPAC Report

The AAPAC report was presented by co-chair Johanna Mabry, who began by discussing the experience of two of her children with special education services – one who battled leukemia, but attended school often, even with a compromised immune system, and another who was born with an unexpected, undefined genetic syndrome, and who has been served by Early On as well as Student Intervention and Support Services. In both cases, Mabry praised the care her children had received. She also mentioned that her children’s family is a “lesbian-run” family, and that the district needs to be aware of serving lesbian parents as well as LGBTQQ students in the district.

Mabry then introduced the other AAPAC officers present at the meeting – Melany Raubolt, Barb Byers, and Jen Mamer. She thanked Roberts, and recently retired Student Intervention and Support Services administrator Larry Simpson for their leadership, and the board for honoring rights of children with special needs. Mabry noted the following “positive outcomes” of the 2009-10 school year: improved customer service regarding timing of buses; successful implementation of peer mentoring and adaptive physical education classes; and running disability awareness workshops at almost every elementary school. AAPAC, she said, is eager to partner with a new director, and to make connections with the new board trustees. Its regular meetings will resume in October.

Riot Youth Present Climate Survey Data

The board heard from members of Riot Youth, a program of the Neutral Zone that provides support for Lesbian, Gay, Bisexual, Transgender, Queer and Questioning (LGBTQQ) youth, and assists them to improve their school and community climates. They discussed the results of a school climate survey conducted from 2007 through 2009 at four AAPS high schools – Community, Huron, Pioneer, and Stone. A total of 1,102 students took the survey, and 9.5% identified themselves as LGBTQQ.

Six students from Riot Youth shared pieces of the survey data with the board, which was also presented with a 50-page color report of the findings. Among other findings, the survey reported the following:

• Students “often” hear language derogatory to LGBTQQ individuals, most abundantly in school hallways, but also in other parts of the school building;
• LGBTQQ students feel significantly less safe than their straight peers, and LGBTQQ students of color are significantly likely to feel less safe than white LGBTQQ students;
• LGBTQQ youth are significantly less likely than their straight peers to feel comfortable discussing their sexual orientation or gender identity with authority figures such as teachers, counselors, and administrators; and
• LGBTQQ characters, LGBTQQ history, and LGBTQQ health-related issues are rarely addressed by AAPS curricula.

Students made the following recommendations to the board:

• Include protection for sexual orientation, gender identity, and gender expression in board anti-discrimination policies;
• Update curricula to include LGBTQQ authors in literature classes, LGBTQQ history in history classes, and LGBTQQ health issues in health classes;
• Create “safe spaces” so LBGTQQ students can easily identify allies in the school environment; and
• Incorporate the climate survey into theater to broaden the attention paid to the issue, and to prompt youth-to-youth dialogue.

Thomas thanked the students, and their advisor Laura Wernick, for their courage and initiative. He also said he was surprised and concerned that students don’t feel comfortable talking about these issues with counselors and teachers.

One student responded that she heard a counselor suggest to an LGBTQQ student that he “wait in the classroom after the bell rang and avoid the hallway.” Another student pointed out, “You don’t know if someone is supportive until you talk to them.” And a third added, “When students are harassed, the teachers don’t say anything.”

Thomas asked about the origin of the name “Riot Youth.” Wernick stated that Riot Youth started 12 years ago. She noted that the Neutral Zone is a youth-run center, and that the youth at Neutral Zone at the time chose the name.

Nelson expressed great appreciation for the quality of the work, describing it as “a massive undertaking for which we’re all better off.” He then asked, “If I was an adult in a school, how might I signal my acceptance – that I respect diversity?”

One student answered, saying that there is a “Safe Space” sticker in production that school staff could put on their doors or in their offices. It would also make a really big difference, she said, if teachers would step in when they hear “That’s so gay!” or “No homo!” The student continued, suggesting that teachers could actually use LGBTQQ examples, such as in math class when they are discussing tax rates, they could start with, “Marita and Ashley want to buy a home.”

Patalan noted that she was impressed with Riot Youth’s attention to all people, no matter who they are. “I’m proud of you,” she said. “Thank you for doing this.”

“Thank you for listening to us,” returned a student.

Mexicotte said she sees this issue as something the board needs to “keep its eyes on.” She requested that the performance committee review the Riot Youth suggestions in the fall, and bring recommendations back to the full board by December 2010, stating, “We want our students to feel safe and welcomed.”

Pam Byrnes on RTTT

State representative Pam Byrnes spoke to the board about the federal Race to the Top (RTTT) competition, for which Michigan resubmitted an application on May 27 to be considered for a $400 million grant in round two of the program’s funding. She noted that Michigan’s first application did not show a good collaborative effort, but that its second bid included much wider support.

Byrnes then described the four core areas of reform that RTTT is designed to encourage.

First, she said, RTTT aims to increase academic standards, which Michigan has done by implementing the Michigan Merit Curriculum and reworking its graduation requirements.

Secondly, the state board of education is developing a certification for school administrators, and requiring teacher evaluations to be based on job performance to meet RTTT’s requirement of recruiting and maintaining effective staff. The state board is also developing alternative routes to teacher certification to meet this goal.

Thirdly, the RTTT program wants to help states develop sophisticated data tracking systems. Byrnes explained that, should Michigan win the funding, a large proportion of the money would be used to shore up the state’s Center for Education Performance and Information (CEPI) database.

Lastly, she explained that the federal government is using RTTT to turn around Michigan’s lowest-performing schools. The legislative provisions adopted in Michigan in support of RTTT also increase the allowance of charter schools in the state, as well as two cyber schools, Byrnes noted.

Nelson said he appreciated Byrnes visit, and mentioned that the board had passed a resolution at its last  meeting supporting use of the School Aid fund solely for funding pre-K through 12th grade education. He added that the 2004-05 school year was the last time per-pupil funding was less than the most optimistic figure coming out of Lansing, and asserted that it was unreasonable for legislators to talk about the School Aid fund as having a surplus. Byrnes said she agreed with Nelson, but that there was not agreement in Lansing.

Lightfoot questioned how the legislative changes made at the state level could be implemented without resources, if Michigan does not win a second round of funding. Byrnes assured the board, “The staff required for this is in the budget – $2 million, 14 FTE … I think you’re going to see a lot of help from the state.”

Lightfoot, Stead, and Mexicotte all expressed frustration with the legislative provisions allowing for, as Lightfoot called it, “the proliferation of charter schools.”

Stead pointed out how heavily the districts are competing for students, and Mexicotte asked, “What can we do to put charter schools where they are needed the most, and remove them from districts performing the same or better?”

Byrnes said the idea behind allowing more charter schools was to help urban areas create alternatives for education. Approximately 250 charter schools are currently allowed in Michigan statewide.

Later in the meeting, as the “pre-comments” to his comments during association reports, Ann Arbor Education Association president Brit Satchwell thanked the trustees for their comments regarding charter schools. “We all value competition,” he said, “… but charter schools operate at an unfair advantage” in terms of enrollment and finances. Still, Satchwell said, he appreciated Byrnes coming, and noted that she “has been a friend of education.”

Public Commentary

Kathy Griswold spoke during public commentary about the Thurston Elementary driveway project. She pointed out that a recent letter signed by 30 parents admitted that the solution being implemented was “not ideal.” She asserted, “What concerns me is when we don’t use ideal solutions, we end up with the situation in the Gulf [the BP oil spill].” She argued that the pedestrian considerations at Huron and Skyline high schools were also rushed, and have had negative long-term consequences at those schools.

Griswold urged the board to make pedestrian traffic more than an afterthought, and asserted, “It’s critical that we get an ideal plan in place this summer.” She also urged the board to follow through on creating a crosswalk near King Elementary, and said the project “was stopped by [Ann Arbor city administrator] Roger Fraser,” despite support from the King school principal, the Transportation Safety Committee, and AAPS director of transportation Brad Mellor.

Agenda Planning

The two board members not up for re-election this fall, Nelson and Patalan, will hold an information session for prospective board candidates on Wed., June 30 at 5:30 p.m. at the Balas Administration Building.  Nelson also noted that he and Patalan would be offering a similar session later in the summer as well, so that hopefully those interested in running could attend at least one of the two.

Mexicotte also announced that the board would hold an executive session at 7 p.m. on June 30, following the information session, for the formal superintendent evaluation. The next scheduled event after that is a day-long board retreat on Friday, July 23, for which the time and place have yet to be announced. The first regular meeting of the 2010-11 school year will be held on Aug. 18, 2010 at 7 p.m. on the fourth floor of the Ann Arbor District Library, 343 S. Fifth Ave.

Present: President Deb Mexicotte, vice president Irene Patalan, secretary Glenn Nelson, treasurer Christine Stead, trustee Susan Baskett, trustee Simone Lightfoot, and trustee Andy Thomas. Also present as a non-voting member was Todd Roberts, superintendent of AAPS.

Next meeting: Board retreat, July 23, 2010, time and place TBA.