Andy Thomas, being sworn-in as the newest trustee of the Ann Arbor Public Schools board of education at its May 12 meeting. (Photos by the writer.)

Thomas replaces long-time member Randy Friedman, who resigned in April.  The selection of Thomas to the board during last Wednesday’s meeting marks the third change in board membership in the past six months. Thomas’ current term will end at the end of the year, and he – along with trustees Simone Lightfoot, Christine Stead, Deb Mexicotte, and Susan Baskett – will need to be re-elected in November to remain on the board.

Also at the meeting, the district’s achievement gap between white and minority students was addressed from multiple perspectives. The proposed Washtenaw Intermediate School District budget was reviewed, and the board was briefed on the district’s finances, sinking fund summer projects, policy updates, and human resources.

Andy Thomas Selected as New Board Trustee

After presentations were made by five candidates at its meeting on Wednesday, Andy Thomas was selected, seated, and sworn-in as the newest trustee of the district’s seven-member board.

Board Candidate: Presentations

Before Thomas was chosen, board president Deb Mexicotte reviewed the trustee selection process, reminding candidates they would each have five minutes to speak to the board about who they are, and what they would bring to the board. Then, Mexicotte explained, the board would vote, and whoever was selected would be seated, sworn-in, and enjoy full voting privileges. Candidates made presentations in the following order, chosen at random: James Corey, Noah Hurwitz, Victoria Haviland, Jack Panitch, and Andy Thomas.

Corey reviewed his history as an AAPS student, and as a teacher, coach, and dean. He named two events – the Columbine massacre, and September 11 – as making him realize how lucky he is to be an American, and how much he wanted to give back to his community. Highlighting his interest in using technology to improve education, Corey noted that he is among the 30% of Ann Arbor residents who do not have children, but he still cares about high-quality education. As the district’s opportunities, he listed improving communication, involving the community, celebrating diversity, and making decisions more quickly. Corey acknowledged that he does not have a “magic pill,” but wants to be part of making the decisions.

Hurwitz touted his strong commitment to education, and noted that he had also run for the board in 2003 “to give back to the community.” He mentioned fighting for his adopted son to be given opportunities throughout his schooling, while working as a substitute teacher in virtually every school in the district. Also a former AAPS student, Hurwitz described himself now as a lawyer with an emphasis on education law. Due to the current challenges, he argued, he would “work to promote an understanding of the board’s decisions in the community.”

Haviland began her presentation by describing a visit she made to an AAPS classroom the previous week. She described her experience as a teacher and teacher educator as having led her to the “national forefront” of work in designing equitable instruction, including publishing in peer-reviewed journals, and working on a book on the topic. Haviland argued that teachers would appreciate a board member having had a life in education, and that her connections to the University of Michigan, as well as her expertise in equity issues would be assets to the district.

Panitch began by noting humorously that his wife thought he needed his head examined for applying for a board seat for the third time this school year. Saying he has learned something each time around, Panitch described his motivation for wanting to serve on the board as having a stake in maintaining excellence for all, being inspired by the trustees’ selfless service, and feeling a “calling to serve.” Panitch pointed out that, while he is proud to currently wear the mantle of stay-at-home dad, he has 19 years of experience as a tax attorney, with experience in negotiation, litigation, and advising. He also described himself as a “confident, talented guy, but also a team player.” Noting that “nobody can replace Randy Friedman,” Panitch closed with, “Tonight, Ann Arbor may seem like a house divided, but we’ll put it all back together and move on.”

Thomas was the last to address the board, and reveled in the freedom of Wednesday’s presentation topic. He pointed out that the last two times he applied, candidates were asked to present on a very specific topic, but that tonight he would simply speak about “what makes me tick, and why I’ll be an asset to the board.” Thomas pointed to his 25 years as a health care administrator as good practice for working with ongoing declines in revenue. He also mentioned some of his firsthand experience with the district – he has a son at Tappan, and has worked with the AAPS Educational Foundation. In addition to canoeing and playing the viola, Thomas called his work with the Karen Thomas Memorial Fund as one of his greatest passions. The fund, which Thomas began to honor his wife, who died of breast cancer, encourages the reading of classic literature by at-risk elementary students.

As for why he wanted to join the board, just when he is really enjoying retirement, Thomas stated simply, “I feel it is my duty.” In this unprecedented time, he said, the AAPS is at a tipping point, and his experience with budget cuts and cost containment, as well as his commitment to equity and excellence, makes him the ideal candidate. If chosen, Thomas said the board could expect him to be a straightforward, independent thinker without a predetermined agenda, someone who is not afraid to admit when he is wrong, and someone who would push the board to make data-driven decisions. In closing, of serving on the board, he said, “I would consider it an honor.”

Board Candidates: Voting Process and Outcome

After the presentations, Mexicotte again reviewed the process that trustees would use to choose their new member. The voting would be done by paper ballot, she said, and would continue until a candidate received a simple majority, which is four votes. If no candidate achieved four votes in the first round of voting, she added, there would be more discussion, and another vote. If there was still not a majority at that time, trustees would put forth their top two votes, and the top three vote-getters would move on to another round. Mexicotte summarized the process as one that moves on by slowly eliminating those candidates with fewer votes. If there is a tie that cannot be broken after a short recess, she pointed out, she would cast the tie-breaking vote.

Before the voting began, trustees Glenn Nelson and Irene Patalan each thanked the candidates. Nelson encouraged them to stay involved in the schools no matter how the vote went, and Patalan said she was proud of and had learned from all the candidates.

Board treasurer Christine Stead participated in the meeting by speakerphone.

Via speakerphone, Christine Stead asked for clarification on how her vote would be received, since she would not be submitting a paper ballot. Board secretary Amy Osinkski suggested that Stead should give her vote first, since it would be verbal. Stead agreed.

Mexicotte then issued an invitation to vote: “Let us cast our first ballot.”

Board members voted on small, lavender slips of paper, which were then collected and read by Osinski. The votes were as follows: Stead voted for Panitch; Lightfoot and Baskett voted for Haviland; Mexicotte, Nelson, and Patalan voted for Thomas.

Osinski noted that no one had received the majority. Mexicotte opened the floor for discussion, but after a few moments of silence, quipped, ” … or a minute where trustees can collect their thoughts.”

Osinski then passed out pink slips for the second round of voting, which yielded the final decision. As with the last trustee selection that had put Stead on the board, it was the four board officers who voted in the winner – Mexicotte, Patalan, Stead, and Nelson voted for Thomas. Trustees Lightfoot and Baskett voted for Haviland.

Thomas joined the table, sitting down next to the trustee with the longest tenure on the board, Glenn Nelson, and was sworn-in by Osinski. Mexicotte joked, “If you have any questions, just ask Glenn,” and added, “Just kidding – by all means, if you need to ask a question, please do.”

Achievement Gap

Throughout the meeting, references were made to the district’s addressing of the achievement gap between white and minority students.

Dicken “Lunch Bunch” Program to be Reorganized

Near the beginning of Wednesday’s meeting, Mexicotte read a lengthy statement from the board regarding recent controversy surrounding a program at Dicken known as the “African-American Lunch Bunch.” The program was started this year “to provide support and peer mentoring for African-American students who are not achieving at grade level based on state test score results,” Mexicotte said. Following a field trip taken by the program’s participants a few weeks ago, the board has received many angry comments, many of which, Mexicotte said, have “not been civil, or tempered, or well-informed,” and which she said “illustrates just how far some have strayed from the presumption of good will on which the best communities rely.”

Mexicotte went on to admit that, after seeking a legal opinion, it was found that “the ‘Lunch Bunch’ program as it was structured does not comply with board [anti-discrimination] policy or the [Michigan] state constitution, Article 26.” [Article 26 addresses affirmative action programs. It states, in part: "The University of Michigan, Michigan State University, Wayne State University, and any other public college or university, community college, or school district shall not discriminate against, or grant preferential treatment to, any individual or group on the basis of race, sex, color, ethnicity, or national origin in the operation of public employment, public education, or public contracting."]

Mexicotte stated that the program would be reorganized, and that “the administration and the board will also create, disseminate, and implement clear guidelines regarding compliance with the board’s anti-discrimination policy and state law to ensure that [Dicken principal Michael] Madison and all administrators and district employees understand and comply with all applicable policies and laws.”

Dicken “Lunch Bunch”: Public Commentary

One person offered public commentary on the “Lunch Bunch” – Ann O’Connell, an AAPS parent who has served on school PTOs and School Improvement Teams over the past 12 years. She expressed concern that district officials, as well as adults in the Dicken community, did not realize Dicken’s African-American “Lunch Bunch” program was “illegally segregating students by race.”

O’Connell noted that over the years she has been involved in the district, other district or school-based efforts have also have been found to be discriminatory for targeting students based on race or gender. On Wednesday, she urged the trustees, “in the strongest possible terms, to re-think and re-direct the district’s group-focused approach to … closing the achievement gap.”

She argued for the retraining of district staff so they can clearly identify appropriate interventions. “What you have been doing, often with excellent intentions,” O’Connell asserted, “is illegal, it’s immoral, it’s insulting to both girls and to African-Americans to imply that they will not, can not, succeed in a fair educational system.”

“College and Career-Ready Review” Follow-Up Forum

Late in the meeting, Susan Baskett extended a “heartfelt thanks” to the Peace Neighborhood Center, the school board, the superintendent and his cabinet for participating in the College and Career Ready Review held on April 29, and for “working toward getting all of our kids college and career ready.” The Review was an opportunity for AAPS administration, the Board, and the community to come together to review and discuss achievement gap data.  She mentioned that the expectation was only that a few community leaders would attend, but over 85 people were there. Singling out her fellow trustees for a second round of thanks, Baskett said that she sees them, and herself, as bridges and inroads to different, specific communities within the wider district community.

Simone Lightfoot also addressed the review, saying she believed it was important for the district to “own our stuff.” She announced a follow-up forum to take place on May 27, so “we can answer the questions posed, listen, and acquire feedback.”

Fund Balance Considerations

Two of the first briefing items – the third quarter financial report, and the board’s annual review of the Washtenaw Intermediate School District budget – tied together an ongoing board discussion over the district’s fund balance and at what level it should be held. Also brought up was the need to begin working on a renewal of the special education millage that funds a large part of the WISD’s work, but will expire next year.

Fund Balance: Third Quarter Financial Report

Nancy Hoover, AAPS director of finance, and Robert Allen, AAPS deputy superintendent for operations, presented the third quarter financial report to the board.

Hoover noted that there were no major changes to the bottom line, though some revenues and corresponding expenditures were reclassified because they are now coming from the federal government instead of the state.  Trustee Glenn Nelson asked if anything had happened since the report was generated that the board would otherwise not hear about until the district’s audit. Hoover said, “No, this is the last change we have to make that we are aware of.”

Allen then took to the podium to lead the board through the budget trends evident so far this year, and to compare this year’s spending with that of the 2008-09 school year. He asserted, “We are pretty much on track to where we were last year at this time.”

Allen then pointed out another thing that has not changed: the projected deficit of $7.58 million. He reviewed the fund equity balance he had previously presented to the board, highlighting that the district has spent down $12 million of it over the past two years. Allen said even though the district had been “holding the line on expenditures, and buying only what is necessary,” it looked like the target of $2.7 million in mid-year budget reductions was not going to be reached; in fact, he said, “we’d be very happy to get to $1 million in reductions.”

Andy Thomas asked about the discrepancy between $2.7 million and $1 million: “In what areas were you not able to realize the savings you’d hoped for?” Allen pointed to overtime as a unmitigated cost, saying, “If you have to have coverage, you have to have it.”

Christine Stead asked several questions: 1) if there was a possibility of fund equity increasing, 2) what percent of the current budget is reflected in the current fund equity balance, and 3) if Allen could describe what would happen if the district spends down all of its fund equity and has to borrow money.

Allen answered that the major source of the district’s revenue is state aid, and that until the economy starts to rebound, he does not see fund equity increasing. The current fund equity balance, he continued, was 14.2% of the district’s budget at the end of last year, and will be around 11% or 12% at the end of this year. While reassuring the board and public that the district is preparing its budget for the worst-case scenario so that fund equity will be preserved, Allen briefly described how AAPS could borrow money from a state bond fund at a low interest rate if needed. He also pointed out that the interest expense would become another operating expense. Irene Patalan added that the rating the district gets from its auditor would affect its interest rates.

Both Nelson and Mexicotte offered support for the idea of maintaining a larger fund equity balance, in light of the current political climate. Nelson pointed out that this year there will be a major contested election at the state level, and that well-known correlations with election cycles have shown that good news in terms of state funding may hold until the election, but that major cuts often follow an election.

That’s because newly elected officials try to get all the bad news out the way in their first few months in office, to position themselves best for re-election. Mexicotte concurred, saying that it’s possible that even if the state per-pupil funding is not reduced by $300 initially – as the worst-case scenario in the district’s proposed budget contemplates – larger cuts may come down the line, which is what happened this school year.

Allen closed by saying that “you have to build in a little extra” in case the student count or the foundation allowance is lower than anticipated. “What’s gotten lost,” he asserted, “is that we’ve always faced a structural deficit, and though we were able to do some things to lessen the impact, this problem is not fixed until the structural deficit is addressed, and it has yet to be addressed.”

Fund Balance: WISD Budget and Special Ed Millage Renewal

Christine Stead, who participated in the May 12 meeting via phone, had prepared a review of the WISD budget, after she and Nelson had met with WISD staff in April. However, “because of the awkward nature of presenting by speakerphone,” Nelson said he would make the presentation.

He began by pointing out that state law requires the budget of each intermediate school district to be reviewed by its constituent districts annually, which he described as “a good mandated function.” He explained that the board needed to respond to WISD with any recommendations by June 1, and that WISD is required to consider the board’s input in approving its final budget.

After giving a general overview of WISD’s proposed budget and fund balance, Nelson zeroed in on the special education fund, saying “it’s really important to understand as a preview of what’s coming” in terms of the district’s future budgets. Explaining that WISD’s general fund revenues are declining alongside declining property values, he noted that next year, WISD’s fund balance will drop from $26.7 million in 2009 to only $3.6 million. Nelson described $3.6 million as “very close to the zero axis.” “Their fund balance will be gone after this year,” he cautioned.

In addition, Nelson pointed out, a portion of the most recent special education millage will expire after next year, requiring major cuts in WISD’s payments to AAPS for special education services in 2012. Nelson expressed concern that cuts would then need to be made in the general fund to make up for the lack of funding for mandated special education services, saying, “The implications are huge for the entire student body.”

In discussing the 2011-12 budget, AndyThomas asked about the potential impact of a failed renewal of the special education millage. Nelson suggested that AAPS should be prepared to expect a 8-9% $8-9 million reduction in special education funding if the millage were passed at the same rate as it currently exists, and a 12-14% $12-14 million reduction if it fails completely. He added that this would be in addition to an increase in employer retirement system contributions, higher yearly costs in general, and likely another decrease in the foundation allowance from the state. About the impending millage renewal, Nelson said, “I’m not sure if … I’m confident, but we do have to make the case and make it well.”

Superintendent Todd Roberts added that if the millage rate were to be increased, it’s possible that WISD funding of AAPS special education services could remain reimbursed at 82%, as it is now.

Stead emphasized the importance of maintaining fund equity in light of these upcoming issues, and offered, “We have to continue to be creative, but we may run out of creative ideas.” She then reminded the board that at this time, “our obligation is to review the budget and make suggested changes.” Deb Mexicotte pointed out that the board has sent comments in the past, and reminded everyone that any decisions about a new millage would need to be made countywide.

Nelson pointed out that state law says a millage could only be called in May, August, or November, but that the current millage had been passed as part of a special election held in September of 2004. He then added that, “The discussion of dates is in its infancy now.”

Consent Agenda: Transportation Item Removed

There was no discussion of the items on the consent agenda, which included the spring grant awards presented at the last regular meeting, as well as four sets of minutes.

A proposal to consolidate busing services with other districts across the county, which had come to the board as a first briefing item at its last meeting, had also been listed on Wednesday’s agenda as a second briefing and consent agenda item. However, on Wednesday, before the meeting, the proposal was pulled off the agenda.

When queried by The Chronicle, board president Deb Mexicotte said simply that the item was not ready for review. In the board packet, superintendent Todd Roberts wrote that, “Dave Comsa [AAPS assistant superintendent for human resources and legal services] and the legal counsel for the WISD are working on the language for the resolution that the board will adopt if the board approves moving forward with joining the county-wide consolidation of transportation.”

If the WISD transportation consolidation does not come to fruition, or AAPS decides not to join the effort, the district would have until the end of the school year to decide on privatization of transportation services, whether or not a contract is reached with current AAPS transportation employees.

Outcome: The consent agenda, without the transportation consolidation item, was unanimously approved by trustees Nelson, Mexicotte, Lightfoot, Patalan, Stead, Baskett, and Thomas.

Action Items

The board took direct action on two items Wednesday night, approving a resolution for a public hearing on the 2010-11 budget, as well as agreeing to support the state’s second attempt at winning a grant through the Race to the Top federal education initiative.

Action Item: Budget Hearing

Deb Mexicotte explained that, by law, the board needs to hold a public hearing on the annual budget each year.

Glenn Nelson read the notice of public hearing, which states that the hearing will be part of the next regular board meeting on May 26, and that copies of the proposed budget can be retrieved from the AAPS board office for public review. The notice also states that the “property tax millage rate proposed to be levied to support the proposed budget will be the subject of this hearing.” He then read the resolution calling for the hearing. A memo from Robert Allen, AAPS deputy superintendent for operations, details that the first briefing and public hearing on the proposed budget, as well as the first briefing on the millage resolution, will take place on May 26, but that the final approval of the 2010-11 budget, as well as the millage resolution, will not take place until June 9.

Outcome: The resolution calling for the budget hearing was moved by Nelson, seconded by Patalan, and unanimously approved by trustees Nelson, Mexicotte, Lightfoot, Patalan, Stead, Baskett, and Thomas.

Action Item: Race to the Top Commitment

Roberts introduced a resolution seeking board support of a second Memorandum of Understanding (MOU) between AAPS and the Michigan Department of Education regarding Michigan’s application to round two of the federal Race to the Top (RTTT) grant competition. He noted that the MOU “walks through various areas that state and local school districts would be responsible for,” but that would only go into effect if the state is awarded RTTT funding.

Michigan applied for round one of funding in January, and was denied. However, in order to make the state more competitive, state legislators passed a flurry of legislation during the application process that local school districts are now responsible for upholding, even without having won the additional RTTT funding.

Roberts drew the board’s attention to page five of the MOU, which begins the outline of the scope of work, and mentioned that this MOU is structured similarly to the one from round one. He also mentioned an example of something that is currently being put in place as a result of the RTTT legislation: a countywide data system to support instruction.

Baskett asked if there were any major changes, as the MOU did not look that different from last time. Roberts answered that the language in section D of the state reform plan, an element called “Great Teachers and Leaders,” was loosened regarding the use of teacher evaluations, and gave more power to teacher bargaining units in terms of determining teacher evaluations. Roberts noted as well that the Ann Arbor Education Association, the local teacher’s union, did sign off on this MOU, whereas they had not agreed to the MOU in round one of the application.

Baskett also asked if Roberts was able to see the actual application this time around. During round one, the application was still being written when districts were asked to sign MOUs in its support. Roberts acknowledged that, this time, he had been given the opportunity, but had not read all of the 500 pages. He did confirm, though, that the opt-out language is the same. That is, he said, AAPS can opt out of the arrangement “if it’s costing us more than we’re getting or it’s not working for us.”

Lightfoot again registered her distaste of RTTT, saying that while she would again support this MOU, “it is with a frustration at the public policy process.” She noted that she did not want to cut off the possible resources that could be brought to the district if Michigan is selected a winner this time around. Roberts agreed that, with or without the funding, the five pieces of new legislation would impose requirements on the districts: “It is that Catch-22.”

Mexicotte read the “Resolved” section of the resolution supporting the MOU, which states that AAPS will support the MOU, but that it can “withdraw … without penalty” if it is determined that it is not in the district’s interest to participate in the state’s reform plan.

Outcome: The resolution in support of the MOU between AAPS and the Michigan Department of Education was unanimously approved by trustees Nelson, Mexicotte, Lightfoot, Patalan, Stead, Baskett, and Thomas.

Sinking Fund Improvements

Also brought before the board for a first briefing were four bids for facilities improvements to be funded from the 2010 sinking fund. Randy Trent, AAPS executive director of physical properties, presented the bid award recommendations to the board for asphalt paving, roof replacements, ADA site improvements, and an energy conservation program.

During the discussion, Glenn Nelson noted that the sinking fund was a millage passed by the community, which funds improvements so that AAPS does not need to use money out of the general fund. Nelson also thanked the community for the passing the millage, pointing out its importance to the preservation of general fund money for instructional services. Trent confirmed that costs that have historically been paid for by the capital needs fund (which takes money out of the general fund) are now covered by the sinking funds.

Sinking Fund: Asphalt Paving

This summer, parking lots will be repaired at Angell, Carpenter, Clague, Scarlett, Slauson, Tappan, and Thurston, according to Trent. The biggest of these projects, he said, was Thurston, which will be redone completely to separate buses, cars, and pedestrians better. Trent put up a slide with a drawing showing how Thurston will look when completed – the main difference will be that a second loop will be created to separate buses from cars. In the new design, which he called a “safer and streamlined approach,” the handicapped parking will be moved, and pedestrians will not have to cross any traffic.

Regarding the paving projects, Trent also mentioned that bids received by the district were 25% lower than anticipated. All the recommended companies have been hired by the district before, and have great references, he said. After reviewing eight bids, Trent recommended the following contracts for board approval: ABC Paving ($145,200), Cadillac Asphalt ($214,937), Nagle Paving ($93,170), and T&M Asphalt ($23,190).

Sinking Fund: Roof Replacements

Trent stated that this summer, roofs will be repaired at Pioneer, Forsythe, Slauson, Mitchell, Clague, Northside, and Huron. Seven companies bid on the work, and two were chosen as recommended contractors. Trent added that these bids contain more inspections, double the warranty, and more insulation than previous ones, and expressed that working with Firestone as the approved supply vendor had gone well. He recommended that the board approve two contracts for roofing to: Advance Roofing ($1,062,848), and Royal West Roofing ($87,300).

Sinking Fund: ADA Site Improvements

This summer, Trent said, site improvements to bring facilities in line with the Americans with Disabilities Act (ADA) will be made at Allen, Haisley, Scarlett, Stone, and the transportation building. Three companies submitted bids for the work, and Trent recommended one of them be given the contract: GM & Sons ($73,800).

Thomas asked for confirmation that each building is bid out as a separate project, rather than all the work of one type being consolidated in a multi-site bid. Trent confirmed that each site was bid independently, and that the bid awards he is recommending are to the lowest qualified bidder on each individual project. This is why, he pointed out, the paving and roofing bids are spread out among more than one contractor. In the case of the ADA improvements, Trent said, GM & Sons came in as the lowest bid for each of the five buildings needing work, which is why it was the only recommended contractor in that category.

Sinking Fund: Energy Conservation Program

Trent referenced a $400,000 budget reduction for “energy savings” listed in the district’s proposed 2010-11 budget as impetus for hiring a company to help AAPS streamline its energy usage. He explained that the district’s legal counsel recommended bidding out the service. Five bids were received, and three companies were interviewed.

Trent then explained how the interview committee came to the unanimous decision to recommend Johnson Controls Inc. (JCI) over the other top contender, Energy Education Inc. (EEI). He reviewed several points: JCI has already done successful energy reduction work in the district; with JCI, AAPS is not penalized for saving more than targeted (EEI charges a higher fee if the district hits a certain savings mark); and JCI “has a nice addition of a student involvement piece.”

Describing JCI’s proposal as a “top-down effort” that starts with the superintendent and works through the whole district, Trent said that over 10 years, “the possible savings [reaped by implementing JCI's program] could go up to $12 million.” He also noted that, “Every dollar we are not spending on a utility can be put into a classroom.”

Trent recommended awarding a four-year contract to JCI, in the amount of $273,193 annually.

Sinking Fund: Historically Underutilized Businesses

Throughout the bid presentations ran a conversation between board members and Trent regarding the hiring of historically underutilized businesses (HUBs) for work in the district. HUBs are businesses that are minority or woman-owned. At the beginning of the discussion, Lightfoot asked  Trent to note the HUB status of any of the contractors he was recommending.

In the first bid description, when Trent noted that none of the recommended paving contractors were HUBs, Lightfoot jumped on it: “I keep asking that question, and I’m getting no’s. I’m looking forward to getting some yeses.” In the next bid description regarding roofers, Baskett echoed Lightfoot’s concerns, pointing out that “there has been a desire among some members of the board to foster relationships with HUBs.” She asked Trent if he had provided any incentives or encouragement to HUBs to apply, and whether the district has gotten any feedback from HUBs about why the district’s attempts to foster relationships with them “have not gone anywhere.”

Trent pointed out that reporting HUB status on the bids is optional, and that some businesses simply choose not to self-identify as HUBs, even though they are, such as GM & Sons, the minority-owned business recommended as the contractor for ADA improvements. He also pointed out that there is no official policy in place to recruit HUBs, but that he has coordinated networking events, and sent out RFPs to minority-owned businesses. Trent concluded, “We can’t make them bid.”

Baskett conceded that, while few of the current contractors being recommended have HUB status, those companies could always subcontract with HUBs. Trent confirmed that this could happen, such as with the Thurston project, where the main contractor could subcontract certain aspects of the project, such as lighting or landscaping. He also suggested that he could send letters to the HUBs who have worked for the district in the past to get their feedback. Patalan added that the planning committee will look at this issue, and consult with the district’s legal counsel.

Policy Updates

Both the policy and planning committees of the board have been engaged in ongoing review of board policies. At Wednesday’s meeting, 12 policies – 5550, 4020, 4050, 4100, 4400, 4500, 4600, 5120, 5130, 6140, 3000, and 3050 – were presented at first briefing. Most parts of these policies were either submitted for re-authorization as is, with no changes needed, or with only minor wording changes meant to bring the policy in line with current district practice, procedures, or department names. [.pdf file of revised policies]

The more extensive proposed policy changes were as follows:

• In 5550.R.01, Chronic Health Conditions, ADA language was added;
• In 4040, Anti-Harassment of Employees, “electronically transmitted acts” added;
• In 4050.R.01, Family & Medical Leave Act, military family leave added and defined;
• In 4050.R.03, Personnel Files, long-term storage of files, and disposition of files upon employee’s death addressed;
• In 4050.R.06, Employee Background Checks, fingerprinting and background check processes updated, and language added about fingerprinting results expiration date;
• In 4100.R.01 & R.02, Hiring Procedures, application and reporting processes updated; and
• In 4500.R.01, Safety, Injuries, and Emergencies, language added to be sure student health information is appropriately disseminated, and sign-in requirement added.

In addition, three of the policies were newly drafted:

• Policy 5120, Middle School Attendance, “articulates attendance guidelines … and provide for problem-solving with parents/guardians when attendance is inconsistent and/or detracting from school success;”
• Policy 5130, Middle School Retention, “provides a protocol for administration, faculty, and families when grade retention is under consideration in grades 6-8;” and
• Policy 6140, Homework, establishes guidelines for teachers, families, and students regarding the purpose, nature, and expected time commitment of homework.

Both Baskett and Patalan submitted charts summarizing the proposed policy changes their committees were suggesting. Baskett added, “We believe the chart is very clear, but we’re open to any questions … or feedback.” She highlighted the homework policy for parents in the community to note.

Patalan also thanked board secretary Amy Osinski, who, she said, “has her eyes focused on policy, and does a good job.”

There was no discussion on any policy items, which will come back before the board as second briefing items for approval.

Human Resource Services Update

Each year, the AAPS human resources department updates the board on any new developments, as well as providing a snapshot of retirements, resignations, and unpaid leaves for the coming year. As new trustee Andy Thomas confirmed during the first part of the presentation, Wednesday’s presentation was for information only, and no vote or approval by the board was required at that time.

HR Update: Teacher Evaluation Process

Cindy Ryan, AAPS director of human resources, updated the board on the process used in teacher evaluation. “We’re in the process of working on a new evaluation system,” she said, and identified one of the big concerns as how to integrate the Race to the Top (RTTT) mandates, such as integrating measures of student growth into the teacher evaluation process.

Ryan explained that, a year ago, a committee was formed through collective bargaining to assess models for teacher evaluation. Of the seven or eight models the committee reviewed, they decided they most liked the “Framework for Teaching” model created by Charlotte Danielson, and are moving forward with tweaking that model so that it would meet RTTT requirements and the needs of the district.

Several trustees asked how the Danielson model would intersect with specific district needs while ensuring that AAPS is in compliance with legal requirements, such as annual evaluations.

Ryan assured the board that the model could be embellished, or amended as needed, confirmed that it could be adapted for all Ann Arbor Education Association members, and called the work of the evaluation committee “a big undertaking.” Dave Comsa, AAPS assistant superintendent for human resources and legal services, added that there is a collaborative group in Lansing working to develop teacher evaluation models that will incorporate RTTT.

Comsa continued, saying that the district was “somewhat working in a vacuum” without a lot of guidance coming from the Michigan Department of Education on how to interpret RTTT requirements. Still, he said, AAPS is “ahead of the curve by implementing this evaluation committee,” and that the district can make a strong argument that it’s already in compliance.

Thomas asked about the timeline for getting this new evaluation process embedded in the contract as it’s currently being negotiated, and Ryan said it’s possible that the new evaluation process could be in the next contract. Mexicotte added that the contract can always be amended with a Memorandum of Agreement (MOA) at any time.

HR Update: Demographic Data

Alice Chamberlain, AAPS assistant director of employment services, presented the district’s current demographic data on retirements, resignations, and unpaid leaves for 2010-11, and pointed out that the district uses this data directly to arrange staffing.

In total, Chamberlain said, the district is expecting 58 people totaling 56.2 FTEs to leave the district next year, and broke them out by subject, and grade level. Of all the positions, she noted that the two positions opening up in the hearing impaired program may be difficult to fill.

Nelson noted that retirement legislation is being developed at the state level, and said that counting on this number of retirements is like, “saying ‘there’s no rain yet’ before a thunderstorm.” He continued, asking if it was accurate to assume major changes in these numbers if legislation including a retirement incentive should pass. Chamberlain allowed that if retirement reform passes, “these data very well could change, and the change could be radical.”

[Retirement reform legislation, including a retirement incentive, did pass in both the house and senate late last week, and awaits signature by Gov. Jennifer Granholm.]

HR Update: Professional Development

Jane Landefeld, director of student accounting, Michelle Madden, math/science curriculum coordinator K-8, and Chuck Hatt, literacy/social studies curriculum coordinator, presented an overview of the professional development (PD) offered in AAPS.

Landefeld explained that PD is offered to teachers as part of their contractual obligations, and therefore all teachers are required to participate. Much of the PD is offered during the school year on days without classes, but some PD is also offered after school or over the summer. In total, Madden added, there are over 1,400 sessions and workshops offered to district employees each year, to “grow teacher-leaders.” These sessions are often used to introduce new curriculum or interventions, she explained. Hatt added that PD can be adapted as needs arise, and that it can be used to continually improve and adjust instruction.

Nelson asked whether national efforts to standardize curricula match up with Michigan’s curriculum. Madden answered that the national efforts are to devise standards, not actual curricula, and that AAPS outcomes standards are higher than both those of the national core standards project, and those of Michigan. Madden added that the national core curriculum standards project “will not happen overnight,” and is “very ambitious.”

Association Reports

At Wednesday’s meeting, the board received reports from three of its associations – the Youth Senate, the Ann Arbor Parent Advisory Committee on Special Education (AAPAC), and the Parent-Teacher-Organization Council (PTOC). The Ann Arbor Administrators Association (AAAA), the Ann Arbor Education Association (AAEA), and the Black Parents Student Support Group (BPSSG) did not report at this meeting.

Ann Arbor Parent Advisory Committee Report

Scott White reported for the AAPAC, and began by describing a bit about Williams syndrome, the disease that affects his daughter, Lauren. He noted that the week of the board meeting was the first-ever Williams syndrome awareness week. In deciding where to send Lauren for school, White said he has become an advocate for increasing opportunities for peer mentoring in the district. Through this work, he has gathered information on successful programs, and he reported at Wednesday’s meeting that a successful peer mentoring class has begun at Clague Middle School this year, which he called a “happy beginning” toward “helping students see abilities and not just disabilities.”

White also said AAPAC is pleased that the reorganizations taking place in the district’s Student Intervention and Support Services (SISS) department will lead to a full-time position for Peer-to-Peer programming and another for Adapted Physical Education. Unfortunately, White said, Steve Schwartz will be decreasing his volunteer hours for the fourth-grade disability awareness workshops, and he encouraged the board to ensure continuation of the workshops.

PTO Council Report

Co-chair of the PTOC, Donna Lasinski, began by reporting that the council has been making a concerted effort to take a look at what can be done as a community to make a difference at the legislative level. She noted that the PTOC advocacy committee now has 35 members, and is growing each week. The committee has crafted talking points around their four stated goals: (1) guaranteeing that school funding levels are set by the start of the fiscal year; (2) ensuring that schools are funded at the level of program cost, not dollars available; (3) developing a stable and secure funding model for schools; and (4) prioritizing education funding over other state needs. These goals reflect the PTOC’s perception, said Lasinski, that “no state has ever dug itself out of an economic hole by building more prisons.”

Thus far, advocacy efforts have targeted both elected officials, and those running for office in November. Next, the committee will be initiating a postcard campaign to give parents a chance to say why education is important to them. And finally, the PTOC, based on feedback from some of the legislators with whom they have met, has decided to attempt partnerships with other similar parent groups from parts of the state with less supportive elected officials.

Youth Senate Report

Youth senators Priya Menon and Nikila Lakshmanan suggested in their report that off-campus lunch privileges currently enjoyed by some Ann Arbor students  should be extended to all high school students, or, alternately, offered as a reward to students with no unexcused absences or tardies. [Community High School has an open-campus policy.] Being able to leave for lunch, Menon and Lakshmanan argued, can help prepare students who go onto college “to adjust to the new surge of independence that comes with a new environment.”

The youth senators also invited everyone to participate in a walkathon to fight poverty, wished all students good luck on AP exams, and reported that Pioneer High music students are concerned about the possible lay-off of their orchestra director, Jonathon Glawe.

Committee Reports and Agenda Planning

The board has two standing committees – performance and planning – through which many items on the board’s agenda get a first look. Each board member except for the president is assigned to one or the other – Susan Baskett and Glenn Nelson sit on the performance committee, while Irene Patalan, Christine Stead, and Simone Lightfoot sit on the planning committee. All performance and planning committee meetings are open to the public. Also at each meeting, trustees can put forward items they would like to have considered on agendas for future meetings.

Performance Committee Activities

Baskett reported that her committee reviewed many of the first briefing items coming to the board for Wednesday’s meeting, including the WISD budget, third quarter financial report, and a “slew of policies.”

Planning Committee Activities

Patalan reported that Trent had walked her committee through the beginning of spending the 2010 sinking fund money, and that some of the first briefing agenda items reflected this discussion. She pointed out that the planning committee has also been engaged in policy review.

Planning for 2010 Board Retreat

Mexicotte announced that there would not be an organizational meeting of the board this July, since the elections were moved to November. Instead, she suggested, the board retreat usually scheduled for the end of the summer could be moved up to July. The board retreat, Mexicotte explained, is an opportunity for the board to set goals, re-form itself as a board, and move forward with agenda items, and is typically a single-day event. Saying that she would be working with Patalan to set an agenda and talk about facilitation, Mexicotte requested trustees to send their summer schedules to Osinski so a retreat date could be set.

Awards and Accolades

The board devotes time at each meeting to reflect on positive accomplishments in the district, and honor those people who go above and beyond the call of duty.

Celebration of Excellence

John Fisher, a physical education teacher at Angell and Pattengill, was honored with a celebration of excellence for his service to his students. He was nominated by Martine Perreault, chair of the PTOC, and a parent of three children who have attended Angell Elementary and who had Fisher as a teacher. Perreault’s nomination lauded Fisher’s emphasis on personal fitness, cooperative games, and innovative inclusions to the phys ed curriculum. She credited him with turning phys ed into “an enjoyable respite in the school day.”

Fisher and many of his family and supporters gathered at the podium for his receipt of the award. He thanked them all, saying, “I’m lucky and I’m blessed … I don’t like my job – I love my job!” Fisher’s mother, who had been standing next to him, then also responded, urging everyone to “do your best at whatever you do.”

Superintendent’s Report

Todd Roberts noted many recent successes of AAPS students and staff, beginning with the high school level, and including the receipt of a Grammy Gold award, and a regatta win by Pioneer High School. Huron High School, he said, had eight students’ work recently published in a book called “Talking Back,” and Skyline High School students placed highly in the recent Special Olympics competition.

Roberts also noted the impressive feat achieved by Community High students and staff, who removed 4,460 pounds of garlic mustard, an invasive species, from natural areas across the district as part of an all-school service project. At the middle school level, Roberts praised Slauson for placing highly in the Science Olympiad, and all the middle schools for becoming “healthy schools.” He also praised many of the district’s teaching staff for individual accomplishments.

Items From the Board

Glenn Nelson mentioned that he had just attended a dinner and dance at the Ann Arbor Community Center, and thanked the community centers for their wonderful work. He also reminded everyone of the “three wonderful art shows” of student work currently going on in town.

Susan Baskett thanked the SISS department for hosting Parent University talks at the Bryant Community Center. She pointed out that over 50 people attended the recent lecture by Dr. Sanchez, and invited everyone to attend the May 24 lecture by Patricia Edwards on reaching non-traditional students.

Christine Stead pointed out that Johnson Controls Inc. did a great job at Skyline High School on April 29 of showing students what they do, and providing some perspective on possible careers for students.

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

Next regular meeting: May 26, 2010, 7 p.m., at the downtown Ann Arbor District Library 4th floor board room, 343 S. Fifth Ave. [confirm date]

The board’s ratification of an agreement between AAPS and local members of the American Federation of State, County, and Municipal Employees (AFSCME) union retains the 164 workers and their seven supervisors as AAPS employees. In return, custodial and maintenance workers agreed to lower wages, less vacation time, and almost double the cost of health insurance premiums.

Also at this meeting, an initiative to consolidate the busing services of at least five of the ten school districts in Washtenaw County was introduced to the board as a first briefing item. The consolidation plan is still under development, but as currently formulated, it would save the district $2.1 million in transportation costs, and would require only around 60% of the total number of bus drivers and monitors currently employed by participating districts. Bus drivers hired as part of the consolidated service plan would become employees of the Washtenaw Intermediate School District (WISD), maintaining their pensions as part of the state retirement system.

Many community members were on hand to support the numerous award recipients honored during the course of the board’s meeting. But the meeting drew no public commentary, and no one spoke at the embedded public hearing on sexual health curricular materials. Large-scale facilities projects, a personal curriculum option, and policy updates were also approved.

A large, roughly three-hour chunk of the meeting was devoted to a detailed presentation of the district’s current achievement data, and a discussion of the “achievement gap” between students of different races. This topic may be addressed by The Chronicle in a separate article, and is thus mentioned only briefly in this meeting report.

Custodial and Maintenance Jobs Remain in AAPS

Dave Comsa, assistant superintendent for human resources and legal services, and Shonta Langford-Green, assistant director of compensation/benefits administration, presented as a special briefing the tentative agreement approved by AFSCME Local 1182, the union which represents the district’s custodial and maintenance workers. According to Comsa, the contract will save the district $1.8 million, which was short of the original target of $2.5 million in the budget reduction plan.

DeAngelo Malcolm, a staff representative from AFSCME Michigan Council 25, was thanked by multiple members of AAPS administration for the hard work and creative ideas he brought to the bargaining table.

Custodians who attended the meeting expressed relief when the vote passed, but after the meeting they described making their decision to vote yes on the agreement as “being between a rock and a hard place … We had no choice.”

The board had been briefed in closed session about the details of the contract negotiations, and Wednesday’s meeting offered only a summary of the agreement. All employees will receive an 8% decrease, with higher-paid employees accepting the loss of an additional $0.46 an hour. The contract requires AAPS and AFSCME to renegotiate wages and benefits for the 2011-12 school year if the district’s non-designated fund balance increases by more than 20% of the total budget, and if the total student count from 2010-11 to 2011-12 increases by 100 or more, not including schools-of-choice students.

The current benefit package for custodial and maintenance workers offers them a PPO family health insurance plan for $560 per year. In July, when the new contract goes into effect, workers will be offered an HMO from Priority Health as a base plan, at a cost of $1,000 year. If they choose, workers can pay more to “buy up” into a health insurance plan from Blue Care Network or Blue Cross/ Blue Shield, which are more similar to what they have now.

Allowable vacation time was reduced from a range of two to five weeks to a range of two to three weeks. As with wages, those workers at the higher end of the wage and benefit scale will experience the highest reductions in vacation time. Twelve days of “paid time off,” which the district says can be used for “personal business or sick time,” will also be offered to all custodial and maintenance workers. That will replace the current system, which offers all workers two personal business days, and a range of 10-12 sick days, based on years of service.

And finally, the new contract refines the parameters by which an employee can be disciplined, adding a section on “unprofessional conduct,” and relaxing somewhat the “progressive discipline” structure by counting absences of five days or longer as a one-day occurrence, if certified by a health care provider. The process the district must follow regarding such discipline was also amended to require giving and documenting verbal warnings.

After the administration’s brief presentation, board president Deb Mexicotte opened the floor to questions or comments from the trustees.

Trustee Susan Baskett asked if there would be compensation for employees who have more vacation days saved than they could use under the new contract, and expressed concern that there would be a rash of month-long vacations being taken over the summer. Comsa confirmed that those days would be paid out whenever the employee ended their tenure with AAPS, so employees would not be required to use up the banked time. Baskett added that she appreciated that “folks would not be unemployed or underemployed,” but acknowledged that “this was a sacrifice for a lot of folks.”

Board secretary Glenn Nelson thanked everyone involved in the negotiations, particularly the employee group involved. Referencing the decrease in per capita income nationally, Nelson argued that sharing the cost is the only way to make this work, and commended the custodians and maintenance workers for their “sense of community.”

AAPS superintendent Todd Roberts thanked his staff for their work on the contract, and also named Malcolm as a useful contributor to the process, saying, “I think it’s in the best interest of the district that this is the way things worked out.” Board treasurer Christine Stead reflected on the embedded wage negotiation re-opener and its possible effects, saying that she hoped the sacrifice being asked of these workers would be “short-lived.”

Board vice president Irene Patalan said, “When this community can come together and do a win-win piece, I’m proud of us.”

Mexicotte also thanked administrators, and asked if there was a motion to ratify the contract. Stead moved it, and Baskett seconded.

Outcome: The tentative agreement between AAPS and AFSCME was approved unanimously by trustees Nelson, Mexicotte, Lightfoot, Patalan, Stead and Baskett.

Countywide Transportation Consolidation

The effort to consolidate transportation services has been spearheaded by the Washtenaw Intermediate School District, and aided by outside consultants from Xavier Leadership Center, and Transportation Strategies. Currently, the Ann Arbor, Lincoln, Whitmore Lake, Willow Run, and Ypsilanti school districts have expressed strong interest in consolidating services. But the April 28 presentation made it clear that Ann Arbor’s central location and large number of bussed students makes its participation essential to the program’s success.

Superintendent Todd Roberts introduced the proposed consolidation, saying it is the most sustainable way to maintain transportation services at a price AAPS can afford, and mentioned the program would bring many efficiencies to the districts that they could not create on their own.

Transportation Consolidation: Plan, Process

Bill Miller, superintendent of the WISD, then came to the podium to begin the presentation. He gave some history, saying that this idea first came up in 2007. On the three different planning teams from AAPS are: Pam Hanson, director of routing; John Nikolich, head of bus maintenance; and Brad Mellor, AAPS director of transportation. Miller described the effort as “really fast track.”

Next up were Len Brzozowski of the Xavier Leadership Center, and Jim Regan of Transportation Strategies, outside consultants hired by WISD for this effort. Brzozowski described how he’d analyzed the privatization bids in order to determine exactly where private companies were saving money – the idea was to help school districts avoid having to privatize transportation. The main cost savings, he determined, was increased efficiency and economies of scale. Brzozowski asked, “Why are there 13 different fuel vendors across the county?” He pointed out that 40% of the miles driven by local school busses were with empty busses. These “deadhead miles” cost the schools $1.4 million per year.

At the podium: William Miller, superintendent of the Washtenaw Intermediate School District, with Robert Allen, AAPS deputy superintendent for operations.

Regan described the process of crafting a countywide transportation program as it has unfolded so far. First, the teams met with superintendents from each of the county’s districts, who outlined 30 specifications that the program must meet – such as maximum wait time, maximum ride time, required wage range, and at least 25% savings from current program costs. Then, Regan explained, he and Brzozowski “started packaging ideas, and the teams down-selected.” A consensus quickly grew among districts, Regan said, to consolidate at least special education services, as well as to coordinate common procurement of materials.

Regan suggested case studies have shown that by consolidating services, districts could save in the following ways, with the percentage of savings listed after each item:

• Remote parking leads to fewer “deadhead miles” (4%);
• Reduction of hours and miles driven through the creation of better routes (2%);
• Stratifying wage systems (3%);
• Optimizing special education transportation (4%);
• Lowering hourly wages and worker benefits (5%);
• Using common vendors (1%);
• Having a common fleet and bus specification (1.5%);
• Maintaining common policies and standards (0.5%); and
• Centralizing management (2%).

In total, these savings could reach 23%, Regan said, depending on the number of districts that join the consolidation effort. If all 10 districts joined, projected savings would be $5.9 million, or 25% of the current total cost.

Regan then highlighted some key milestones of the effort thus far, saying the teams have analyzed the options and made recommendations. Common routing software has been chosen, and a decision has been made to move to the Michigan Association for Pupil Transportation (MAPT) preventative maintenance standards. Those standards are not as stringent as those currently used by AAPS.

Currently, the headcount for all transportation workers throughout the county totals 573 people – 21 administrators/supervisors, 525 drivers/aides, and 27 mechanics. If only five districts committed to the effort, it would require a staff of 18 administrators/supervisors, 310 drivers/aides, and 13 mechanics. If all 10 districts consolidated, the effort would result in a total staff reduction of 12%, requiring 24 administrators/supervisors, 466 drivers/aides, and 17 mechanics.

Robert Allen, AAPS deputy superintendent of operations, added some local perspective to the presentation by comparing financial savings for AAPS from privatizing transportation services versus participating in the WISD consolidation. As he often does, Allen pointed out that his calculations were conservative, and assumed the participation of only five of the 10 Washtenaw County districts.

Overall, the WISD consolidation would save more money for AAPS than the privatization bids that AAPS had received, Allen said – even with only five districts participating in the consolidation. AAPS currently spends $8.7 million annually on transportation. The best privatization bid (from Durham) came in at $7 million, saving the district $1.7 million. The WISD plan, said Allen, would currently cost just under $6.6 million, saving AAPS an additional $400,000 more than privatization.

Allen acknowledged that a large part of the savings in the WISD plan comes from reducing employee wages and pension costs. Currently AAPS transportation mechanics are paid from $20.36 to $21.30 per hour, and would make the same average pay with WISD. Bus aides’ pay would also be similar – now they make an average of $11.78 per hour, and with WISD, they would make $11.46. The largest wage differential would be for bus drivers on the top end of their pay scale, which is currently from $13.96 to $18.09 per hour. On average, bus drivers under the WISD plan would make $14.70 per hour. Allen pointed out that the elimination of transportation positions in AAPS would save the district $238,806 annually in reduced pension costs.

Allen assessed the consolidation this way: “The big item is always the pension cost … It’s ‘Do I want lower wages and higher health care costs, or save my pension.’” Benefit plans under WISD’s plan are still being determined. Allen pointed out that there is a lot of variation in benefits countywide.

Lastly, Allen reviewed the pros and cons of the transportation options for the board, with his remarks suggesting he was leaning towards the WISD plan. Among the WISD plan’s strengths, he listed: lowest cost; pension retention for employees; cost efficiency gleaned from using economies of scale; AAPS maintaining a voice in management; meeting taxpayer requirements; and being adaptable in future years. Allen also named negative public perception as a risk of privatizing, and expressed confidence that the WISD teams would be able to meet the challenging timeline before them. The teams have done an excellent job so far, he said, and they are confident, but “talk is cheap – you have to make it happen.”

Transportation Consolidation: Board Response, Questions

Trustees Glenn Nelson and Susan Baskett asked Allen to clarify the process and outcome of employees moving from AAPS to WISD. Allen stated the details are not worked out yet, but that employees would fully sever employment with AAPS and have to apply to WISD – “it’s not a transfer.” WISD employees are public employees, so those workers who were hired by WISD would retain their state retirement pension.

Baskett continued that line of questioning. asking the following:  When would AAPS have to give lay-off notices to staff if they chose consolidation? When would employees know if they would be hired by WISD? Would former AAPS employees be eligible for unemployment benefits if they were not hired? When does AAPS need to commit to the WISD plan? And, what would happen with AAPS summer school busing if staff changes had to be made by July?

Miller, of the WISD, said the timeline was uncertain, but confirmed that in order to make the transition in September, everything would need to happen by July. AAPS, he said, would need to be fully on board within the next month. Roberts answered that yes, any laid-off employees not hired by WISD would be eligible for unemployment benefits, and Miller added that there is also some variation in labor contracts among the districts considering consolidation. For example, Miller said, in some districts with multi-unit contracts, bus drivers could move to food service rather than be laid off.

Regan then jumped in to respond to Baskett’s question about summer school, pointing out that the WISD program would not begin until the fall – summer school busing in AAPS would be the same as usual. Brad Mellor, AAPS director of transportation, added that summer school ran about 15 routes last year, employing roughly 30 of the district’s 150 drivers to some extent, though many had only minimal routes.

Baskett and Irene Patalan asked what effect, if any, joining the WISD consolidation would have on routes, walk zones, and start times for the 2010-11 school year. Roberts answered that the routes won’t change much for next year, but that each year, the WISD would look for improved efficiency, and things could change in the future. He also mentioned again that AAPS is currently in discussion with the Ann Arbor Transportation Authority (AATA) to look at contracting for some high school busing. Miller clarified that special education routes will change in the fall.

Patalan asked whether AAPS would retain ownership of its fleet. Miller answered that each district would keep its bus ownership, except for special education busses. To get cost savings, WISD will need to maintain the special ed busses. Allen gave as an example that perhaps AAPS would sell four busses to the WISD, adding that the team will be able to give more definitive numbers by the second briefing.

Trustee Simone Lightfoot asked how many of the 150 AAPS drivers would be needed under a consolidated plan, how they would be chosen, and if they would be unionized.

Allen reiterated that if the plan goes through with five districts, 310 drivers would be needed, compared to the 525 currently employed countywide. He added that they could vote to join a union, but they would have to decide which entity would best represent them. Miller picked up the thread, mentioning that to be hired, drivers would need to pass personality tests as well as prove their technical competency, and asserted, “We would select the 310 best drivers in the county.”

Trustee Deb Mexicotte asked about the plan’s weaknesses, including whether the quality of benefits would decrease, and whether AAPS employees are currently higher paid than other transportation workers across the district. Miller responded that the benefits package will be decided within the next two weeks. Allen added that AAPS employees are not at the top of the pay scale, and that adjustments will be made across the county.

Mexicotte continued two tough lines of questioning about possible negatives of the plan. First, she expressed frustration that AAPS would not be able to set its own maintenance standards, since the WISD plan calls for a relaxation of AAPS standards for preventative maintenance to the slightly lower standards set by the MAPT. “We have excellent maintenance – the top in the nation … [WISD's plan] is not as good as our current one.”

Regan addressed her concern by arguing that doing preventative maintenance every 2,500 miles, which AAPS does, is “way, way up there from a safety standpoint,” similar to having “extra insurance.” To offer a comparison, he pointed out that the MAPT standard was to do preventative maintenance at 3,500 miles, but that one of the privatization bids AAPS had been considering suggested doing it at 8,000 miles. Mexicotte replied that she was not sure why WISD would not want to do the most it could to ensure student safety.

Regan said that the planning group felt moving preventative maintenance from every 2,500 miles to every 3,500 miles would result in cost savings without decreasing safety. He reminded the board that this was not an “outside recommendation” and that AAPS maintenance staff were part of the decision-making team. Regan did add that upping the maintenance standard could be priced out, should the board decide to make AAPS’ participation contingent on it.

Mexicotte’s next concern was about the added time that consolidation could bring to special education routes. She noted that already there were some pick-ups at 6:30 a.m. for a program beginning at 8:30 a.m. She cautioned that in the past it has seemed to be more important to get general education busses to arrive on time, but not necessarily for special education busses to do so. Mexicotte said she was picturing additional stops adding time, not reducing time, and asked the presenters to speak to her concerns.

Regan answered that the target time for special education routes was no longer than 75 minutes. He gave an example of busses bringing in special education students from Chelsea – they could stop and pick up Ann Arbor special education students since they are driving right through Ann Arbor on the way to the same program.

Mexicotte asked what would happen if AAPS did deed the busses over the WISD, but then decided later that it wanted to move in a different direction – “Would it be reversible?” Similarly, Nelson asked what the terms would be in an investment such as this.

Miller noted that any sale price of busses back to AAPS from WISD would be determined by mutual agreement based on amortization. Allen added that it would likely take at least two years to get the program fully running, and four to five years to have time to do an ample analysis. There will also be “out clauses,” he said, such as how to get busses back, in case the district chooses to leave the initiative early.

Lightfoot asked what the AAPS’ role would be in overall maintenance of the WISD fleet. Allen responded that AAPS mechanics will be kept, as other mechanics in the district “are not at the same level.” Overall, he said, the WISD teams will determine which facilities will be kept across the district. For example, Allen offered, Lincoln does welding and metal repair well, so they might do all of that work for the whole group of consolidated districts.

Lightfoot followed up by asking whether or not maintaining the AAPS maintenance facility could be used to create additional revenue opportunities for the district. Allen agreed that it could be part of the plan to have districts outside of the consolidation use AAPS facilities. However, the focus now, he said, is “getting the core program in place.”

Allen noted that the board asked some good questions at the meeting, and reiterated that one of the strengths of the WISD program would be that AAPS would have a voice in its management.

Despite her pointed questions, Mexicotte asserted, “I’m very pleased with what I’ve heard so far.” Patalan agreed, saying she “really like[d] that superintendents were asked to come up with the specifications – they know us.” She also expressed approval of the “retained retirement, … the savings, … [and] the ecological part of this – using fuel and routes more efficiently.”

Elementary Sexual Health Education Materials

Jenni Lane, a parent on the district’s sexual health education advisory committee (SHEAC), came before the board and offered to answer any questions or field comments from trustees on the sexual health and education materials being recommended. The material had been presented at first briefing at the board’s April 21, 2010 meeting.

Lane reviewed with the board that the materials are for kindergarten through fifth grade, and include videos, lesson plans, and HIV units from the Michigan Model for Comprehensive School Health Education. In addition, Lane mentioned that a “body safety” unit on sexual abuse prevention from the Washtenaw Area Council for Children would be taught in elementary grades.

The only comments came from Simone Lightfoot and Deb Mexicotte, who questioned and problem-solved around the issue of the videos being outdated, which had been discussed during the first briefing as well.

Lightfoot asked if any community members had submitted updated videos for consideration since the invitation had gone out to the community to send suggestions in to the Balas administration building. Lane answered that no one had, and added that the SHEAC had followed up the meeting by casting an even wider net to find updated materials – to no avail.

Noting that the committee had contacted multiple community resource centers, including the Washtenaw Area Council for Children, and sexual abuse centers, Lane expressed surprise at the lack of updated resources: “Everyone [in these videos] has the same outdated style of clothing, the same haircuts … We would like to see more updated materials … [The videos] lose credibility a little bit if students think the message isn’t the same.”

Mexicotte suggested developing updated materials could be a guided project for high school students, considering the multimedia abilities of the district’s youth and available teacher grants. Lane called the suggestion a “logical fit,” and thanked Mexicotte for the idea.

Board staff secretary Amy Osinski opened the floor for the second public hearing on the proposed materials, but no one spoke. Mexicotte then thanked the SHEAC for their work, and said the board looked forward to hearing from them again in the future.

Outcome: The adoption of the sexual health and education materials was moved to the consent agenda and was approved along with the other items on that agenda.

Consent Agenda

The lengthy update and discussion on student achievement, the presentation and discussion on the custodial and maintenance contract, and the first briefing of the transportation consolidation plan pushed consideration of the consent agenda until after midnight.

Instead of reviewing each second briefing item individually, each of which was listed on the consent agenda for approval at this meeting, board president Deb Mexicotte simply asked if the trustees had any comments of questions on any second briefing items. These items were each described in more depth by The Chronicle at their first briefing on April 14. Those items included: the personal curriculum and associated update of Policy 5050; the Pioneer High School summer construction projects; a roofing supplier recommendation; a DTE easement; and a set of policy updates brought by the performance committee.

Seeing no comments or questions, Mexicotte confirmed that the board was comfortable with the removal of item 10-005, the bid to outsource custodial and maintenance services, which had been stricken from the agenda after eleventh-hour negotiations had resulted in a tentative labor agreement.

After the board secretary corrected the consent agenda to include the approval of the recommendations of the Sexual Health Education Advisory Committee, Christine Stead moved to approve it, and Irene Patalan seconded. The only comment was from Patalan, who pointed out Paul Roller of Granger Construction sitting in the back of the room, and noted that he had cheerfully “sat through five hours of this board meeting in case we had questions on our summer construction.” With no further comments, and no questions for Roller, the consent agenda moved to a vote.

Outcome: The consent agenda, including the above-mentioned items along with meeting minutes and gift offers, was unanimously approved by trustees Nelson, Mexicotte, Lightfoot, Patalan, Stead and Baskett.

Grant Awards Presented at First Briefing

The only first briefing item other than the transportation consolidation working plan was a description of the spring 2009-10 grant awards, totaling $18.8 million. Linda Doernte, director of purchasing & business support services/grants, briefly presented her recommendation for board approval of the grants, and highlighted the three grants that were new:

• $5,000 from the Society of Manufacturing Engineers to Community High School in support of the Options Magnet program;
• $2,000 from the Japan Business Society of Detroit Foundation to Clague Middle School to fund academic support/tutoring for ESL students at lunchtime, and in-class support to the ESL teacher; and,
• $1,499 from the Michigan Association for Computer Users in Learning to fund digital cameras, printers, and toner for elementary schools.

Doernte also mentioned that over $14 million of federal grant funding from the American Recovery and Reinvestment Act (ARRA) that had been held up in the approval process had now arrived in the district.

Restatement of 401a Retirement Plan

The very last business of the meeting was a board action item brought to the board by AAPS director of finance, Nancy Hoover. She explained that in order to comply with new Internal Revenue Service laws, the district needed to change the wording in one of the retirement plans it sponsors. Hoover added that the wording changes were very minor, and have “no effect on the plan or member balances.”

The board had no discussion, and the item moved to a vote.

Outcome: The restatement was unanimously approved by trustees Nelson, Mexicotte, Lightfoot, Patalan, Stead and Baskett.

Association Reports

The board invites the Youth Senate, the Black Parents Student Support Group (BPSSG), the Ann Arbor Parent Advisory Committee on Special Education (AAPAC), the Parent-Teacher-Organization Council (PTOC), the Ann Arbor Administrators Association (AAAA), and the Ann Arbor Education Association (AAEA) to offer regular reports at its meetings. All associations except for the BPSSG sent representatives to this meeting.

Youth Senate Report

Nikila Lakshmanan reported for the Youth Senate for the first time at this board meeting. She mentioned an ongoing data evaluation being spearheaded by students in order to best utilize Achievement Solutions Teams to reduce class failure rates at the high school level. Lakshmanan also mentioned students’ ongoing concerns about the AAPS budget, particularly as they are currently working on choosing programs and classes for next year, and are unsure what will be available.

As an example, Lakshmanan mentioned the possible lack of bus service between Community High and the three comprehensive high schools. She argued, “the withdrawal of the privilege [of split enrollment] will be a great blow to students across the district who have been willing to venture out of their comfort zones.”

Ann Arbor Parent Advisory Committee Report

Mary Dooley spoke on behalf of the AAPAC. The AAPAC, she said, is very pleased about the move to using positive behavior support (PBS) in AAPS schools. She described PBS in some detail, mentioning that it is a proactive, positive, skill-building approach to kids managing their own behavior that is research-based, and supports pro-social behavior. Dooley said that AAPAC is looking forward to being part of a district-wide committee coordinating the implementation of PBS.

Dooley also described and expressed excitement about the Practical Assessment Exploration System (PAES), a program being implemented now at the three comprehensive high schools as well as some middle schools that teaches students work skills, proper work behavior, and money management. PAES offers vocational career development, which she pointed out is particularly of interest to parents of children with different abilities, as one of the central concerns of these parents is preparing children for “life after school.”

PTO Council Report

Rebecca Wan, the corresponding secretary of the PTOC, gave its report, sharing the annual milestones and future goals of the group. She mentioned that the PTOC is dedicated to the mission of excellence in AAPS schools, and is focused on maintaining communication with the board, with AAPS administration, and among schools. To that end, it is striving for 100% participation from AAPS schools next school year on the PTOC. This year, 89% of AAPS schools are represented, which is up from 49% just two years ago.

Wan also noted that the PTOC itself will have three vacant seats on its executive board, and that elections were coming up in May.

Lastly, Wan reported on the work on the PTOC advocacy committee, which is working to secure stable school funding, beginning with educating parents and meeting with elected representatives.

Ann Arbor Administrators Association Report

Joan Fitzgibbon, principal at Allen Elementary School, deferred her AAAA report since she would be speaking during the Achievement Update presentation. [The Achievement Update is not included in this meeting report, but may eventually be wrapped into future Chronicle coverage.]

Ann Arbor Education Association Report

Brit Satchwell reported that the teachers’ union is making progress at the bargaining table with the district, and asserted that they would end up with a “win-win” situation. He applauded the administration for offering some very creative ideas that “got us unstuck.”

Satchwell also appealed to the community to support the new campaign of the AAPS Educational Foundation, “One Million Reasons.” Saying “it’s not too late to vote with your wallet,” he asked those who had supported last year’s failed millage to “pay what you would have paid in taxes if the millage had passed.”

Lastly, to those who may have been nay-saying the contract negotiations, Satchwell quipped, “If you’re out there being very loud with your cynicism, you might want to quiet down or you may need to issue a retraction … Have faith. Hold your fire … We’re going to do everything we can to get these people back.”

Board Committee Reports

The board has two standing committees – performance and planning – through which many items on the board’s agenda get a first look. Each board member except for the president is assigned to one or the other – Baskett and Nelson sit on the performance committee, and Patalan, Stead, and Lightfoot sit on the planning committee. All performance and planning committee meetings are open to the public.

Performance Committee Activities

Baskett reported that it has been interesting to get students’ perspectives on the budget cuts and achievement numbers. She also mentioned that a student had suggested to the performance committee that teachers’ salaries should be posted online by name.

Planning Committee Activities

Board vice president Irene Patalan reported that the planning committee had not met since the last regular board meeting, but would meet on Friday, May 7 to review summer bids.

Awards and Accolades

The board devotes time at each meeting to reflect on positive accomplishments in the district, and honor those people who go above and beyond their calls of duty.

Celebration of Excellence

Courtney Crowley, a special education teacher at Clague Middle School, was honored for her compassion and empathy in her work with autistic students. She was nominated by Gundy Sweet, a parent of one of the students she has assisted. Crowley responded by saying, “It feels good to get recognized for doing something that I love and that I feel like I was meant to do.” She thanked Sweet for nominating her, and noticing that she was able to see the world through the eyes of her students.

Volunteer Appreciation

As part of National Volunteer Appreciation Week, Norma McCuiston, AAPS community partnerships and projects coordinator, recognized and thanked the many volunteers who enrich the learning of countless students throughout the district. She enumerated many partnerships with area businesses, hospitals, and other academic institutions, and said AAPS is “lucky to have local businesses that support education.”

McCuiston mentioned that the 250 regular weekly volunteers in the district aid in many varied tasks. They many offer language translation, academic support, or simply an extra set of hands. McCuiston calculated the in-kind contribution of the district’s volunteers to be $116,000 annually, if volunteers were paid $10 an hour.

Two of the volunteers who work with McCuiston spoke on her behalf at the meeting, one saying, “I didn’t come here for the recognition. I came here to support Norma,” and the other agreeing cheerfully that, “Norma is hard to say no to!”

Nelson and Mexicotte expressed appreciation for the volunteers, calling their work evidence of a “community effort” to educate kids, and thanking them for bringing their professional expertise into the classroom.

State Champions

Lorin Cartwright, athletic director of Pioneer High School, and Dottie Davis, athletic director of Huron High School, were both on hand to congratulate publicly teams from their schools that won state championships this year – the Pioneer synchronized swimming team, and the Huron figure skating team. Cartwright pointed out that for years Ann Arbor’s synchronized swimming team was second only to Monroe’s team, and joked, “So if you can’t beat ‘em … ,” and introduced the team’s coaches, both recruited from Monroe.

Both Cartwright and Davis pointed out the high GPAs of the athletes being honored that evening, Davis saying, “We have zero eligibility problems!” Davis also exclaimed, “Ann Arbor rules!” and pointed out that Huron came in second in the state synchronized swimming championship won by Pioneer, and Pioneer came in second in the state figure skating championship won by Huron.

Superintendent’s Report

Todd Roberts thanked the Ann Arbor Area Community Foundation‘s Youth Council for its support of AAPS, and for modeling to students the importance of giving back to one’s community.

He also mentioned numerous awards and honors earned by individual AAPS students and teachers, as well as by whole schools and programs. For more detail on these successes, check out “This Week,” a column Roberts writes each week which is accessible on the district’s website.

Mexicotte closed the meeting by inviting the public to attend the next board candidate interview. [It was held on Thursday, May 6 at the Balas administration main conference room.] She also mentioned that the board would select its newest trustee (to replace Randy Friedman, who resigned in April) at the next regular meeting. The meeting was then adjourned.

Present: President Deb Mexicotte, vice president Irene Patalan, secretary Glenn Nelson, trustee Susan Baskett, trustee Simone Lightfoot, and trustee Christine Stead. Also present (at 7:15 p.m.) as a non-voting member was Dr. Todd Roberts, superintendent of AAPS.

Next Regular Meeting: May 12, 2010, 7 p.m., at the downtown Ann Arbor District Library, 4th floor board room, 343 S. Fifth Ave. [confirm date]