WORK SESSION. Wednesday, March 3, Roll Call: Members Present Member Absent

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1 MINUTES CLARK COUNTY SCHOOL DISTRICT SPECIAL MEETING OF THE BOARD OF SCHOOL TRUSTEES EDWARD A. GREER EDUCATION CENTER, BOARD ROOM 2832 E. FLAMINGO ROAD, LAS VEGAS, NV WORK SESSION Wednesday, March 3, :01 a.m. Roll Call: Members Present Member Absent Terri Janison, President Larry P. Mason, Member Carolyn Edwards, Vice President Sheila R. Moulton, Clerk Chris Garvey, Member Deanna L. Wright, Member Dr. Linda E. Young, Member Dr. Walt Rulffes, Superintendent of Schools Also present were: Mark Wood, Board Counsel, District Attorney s Office; Bill Hoffman General Counsel, Legal Department; Lauren Kohut-Rost, Deputy Superintendent, Instruction Unit; Jeff Weiler, Chief Financial Officer, Operations Support Unit; Jhone Ebert, Chief Technology Officer, Technology Services; Paul Gerner, Associate Superintendent, Facilities Division; Joyce Haldeman, Associate Superintendent, Community and Government Relations; Dr. Andre Denson, Associate Superintendent, Area Service Center 2; Sharon Dattoli, Eric Johnson, Director, K-12 Mathematics, Curriculum and Professional Development; Dr. Tim Kanold, Past President-Elect for the National Council of Supervisors of Mathematics and Expert Mathematics Committee co-chair; Cindy Krohn, Executive Assistant, Board Office; Elizabeth Carrero, Secretary to the Superintendent, Office of the Superintendent; Lisa Chrapcynski, Administrative Secretary II, Board Office; Norma Herrera, Administrative Secretary II, Board Office; and Stephanie Gatlin, Transcriber/Recording Secretary, Board Office. ANNOUNCEMENTS Trustee Janison noted that Trustee Mason would be unable to attend today s meeting because of a sudden personal issue. ADOPT AGENDA Adopt agenda, except move Item 2.06 to precede Item Motion: Edwards Second: Young Vote: Unanimous Trustee Wright was not present for the vote. Page 1 of 9

2 SECONDARY MATHEMATICS Presentation and discussion on the CCSD Expert Mathematics Committee, Mathematics Plan of Action, and results of the first semester common mathematics assessments. Dr. Kohut-Rost stated that mathematics achievement has been a concern nationally and for CCSD for some time. She stated the District has realized a 46 percent, first-time pass rate on the mathematics High School Proficiency Exam (HSPE), which until this year contained material from the 8 th -grade level. She talked about steps the District has taken to address this issue, which included: central text adoption at the elementary school level so that all schools are using the same textbook, reviewed and revised K-12 mathematics in alignment with the standards; streamlining of course-taking patterns at the middle school level and, in the near future, at the high school level as well. BOARD MEMBER ARRIVES Trustee Wright arrived at the Board meeting at 9:05 a.m. SECONDARY MATHEMATICS (continued) Dr. Kohut-Rost continued that there had been the implementation of the 21 st Century Course of Study, requiring four years of mathematics; many resources in mathematics developed and provided to staff and students; a focus placed on the components of an effective lesson; mathematics study lessons provided through Title I and American Recovery and Reinvestment Act (ARRA) funds on Saturdays for mathematics teachers taught by master mathematics teachers; and the formation of the Expert Math Committee (EMC). Ms. Ebert, Mr. Johnson, and Dr. Kanold presented an update on the District s mathematics program. Their presentation included, but was not limited to: EMC, Mathematics Plan of Action, Curriculum and Professional Development, First Semester Results, Highlights, The Nation s Report Card, and Action Steps. Trustee Janison asked if all schools are represented at Dr. Kanold s PRIME (PRinciples and Indicators for Mathematics Education) leadership seminars. Ms. Ebert stated yes, the schools have participated. Trustee Janison asked if there is more acceptance or a more positive response to the efforts of the EMC. Ms. Ebert stated surveys are conducted at the end of each session, and Dr. Kanold and administrators have visited the classrooms, and teachers who need help are receiving that help. Trustee Janison asked if having an identified math instructor on an elementary school campus contributes to helping students be better prepared to move to the next level. Page 2 of 9

3 SECONDARY MATHEMATICS (continued) Mr. Johnson stated he understood that an identified math instructor on campus did help to prepare students as they moved forward. He asked permission to conduct some research and bring data back to the Board. There was consensus to ask Mr. Johnson to do so. Trustee Young commended those involved in the District s efforts toward student success in mathematics. She asked how the District is working with organizations that provide math tutoring through ARRA funds to work together with the efforts discussed here. Trustee Moulton asked if there were opportunities to see data which ties teacher performance to student achievement. Dr. Kanold stated there are approximately nine states that currently have data that tie teacher performance to student achievement, but there is currently no concrete model. He said that Massachusetts has a model which evaluates school performance as it relates to student achievement. Dr. Kohut-Rost commented that based on this year s data and grade distributions in the four math courses, this data presented here will become baseline data for the Quality Assurance Framework (QAF). She talked about the support provided by the Regional Professional Development Program (RPDP) web site and the incredible support to schools provided by Bill Hanlon, Director, RPDP. Trustee Edwards asked if specific focus is being placed on those schools that have seen a decrease in scores. Dr. Kohut-Rost answered yes, specific steps are being taken. Trustee Wright expressed concern that the curriculum at the elementary school level does not insure that students are prepared in the area of mathematics as they move forward to the next level. She asked why the mathematics of professional finance was not included in the Curriculum and Professional Development (CPD) 8-12 recommended mathematics flowchart as college preparatory or satisfies the National Collegiate Athletic Association (NCAA) core requirement. Ms. Ebert stated that is a very broad course and is not the traditional pre-algebra, algebra, or calculus content, and the District was denied approval for this course by the NCAA. Dr. Kohut-Rost added that core courses are also submitted to Nevada System of Higher Education (NSHE), which determines which courses would be accepted coming into their system. In response to Trustee Wright s comments, she stated the District has focused on K-12 mathematics, and she believed the results of that are evident in the middle school pass rate data over the past two years. Page 3 of 9

4 SECONDARY MATHEMATICS (continued) Trustee Garvey asked how students are evaluated from middle school to high school when they achieve a D pass rate. Ms. Ebert explained that there is a formula that staff considers when a student earns a D and in determining whether they move forward, and in some instances, students do repeat a course even though they have received a passing grade of a D. Trustee Young asked if this data is available showing a breakdown of ethnic groups. She asked what students and their parents comments are regarding how they are learning and how their teachers are instructing them. Dr. Kohut-Rost stated the semester exam does not identify ethnic background, but that the scores in particular demographic areas would give an indication of the ethnicity of the students. She said there are questions on the districtwide survey which address the type of experiences students have, and those questions could be modified, and questions could be added in the coming years. APPROVE UPDATE ON A FUTURE CAPITAL IMPROVEMENT PROGRAM Approval regarding a future capital improvement program, including, but not limited to, projected facility need scenarios and future revenue and bond capacity estimates, as presented in Reference Mr. Weiler gave an update on a future capital improvement program. His presentation included the following topics: Where the District s capital programs money comes from; what those funds could be used for; status of the 1998 program; an explanation of balances in the District s capital program funds; existing general obligation debt service and property tax; existing general obligation revenue bond debt service and room tax/real property transfer tax; the District s plans for monies that were obligated for projects as of June 30, 2009; and oversight of the District s capital funds. Trustee Janison asked that staff revaluate the need to replace school furniture. Mr. Weiler stated staff determines the need to replace furniture based on if the pieces are beyond economic repair (BER) and would not be replaced if it was still in useable condition without safety hazards, such as cracking on plastic chairs, for example. Trustee Janison clarified that because of the current economic situation, the criteria that had been used for the past several years to determine whether or not to replace equipment should be reevaluated to avoid any waste. Trustee Edwards noted that other factors, such as the school s calendar and location, may also play a roll in how often equipment needs to be replaced. Page 4 of 9

5 APPROVE UPDATE ON A FUTURE CAPITAL IMPROVEMENT PROGRAM (continued) Trustee Janison requested that the list of school modernization projects be placed online for the public s viewing. Trustee Garvey asked if the projects presented in the 1998 program could be expedited and grouped together to help the community in providing employment. Mr. Weiler stated there are some statutory challenges, but some of the school phase replacement projects are grouped together in terms of similar prototype. Mr. Gerner explained the timeline for completion of the projects. Trustee Moulton asked for input and direction regarding moving forward with the bond. Dr. Rulffes stated that with the District not having any debt capacity for the near future, and with the current economic climate of the state, staff would exercise caution in recommending that the Board go out for a bond. Trustee Moulton commented on the information presented to the Bond Oversight Committee (BOC) providing an outlook of going for a bond in the next five years or ten years. Trustee Janison stated she would be asking that the presentation be placed on the agenda for the April work session. Trustee Edwards expressed a concern regarding the reduction on the District s capital program. She asked if those funds were intended to be used for maintenance or repair work. Mr. Weiler stated those funds were not programmed to projects as of yet; that those monies would actually pay shortfalls between room tax, real property tax, debt service, and those prevailing revenues; and that in looking at the future, that money may be used for pay-as-you-go construction or other unanticipated projects. Trustee Edwards stated that the last potential bond presentation was simply a maintenance and rehab of the older schools and campuses, and as the funding source decreases, and the projects are not completed, student and sports activities would be prohibited because of the grounds or equipment falling into disrepair. Trustee Wright stated the community has this perception that the District is hiding money, and she asked Mr. Weiler to comment on that issue. Mr. Weiler stated all the information is outlined in the Comprehensive Annual Financial Report (CAFR). He added that the District is not permitted to use capital funds for operations, such as salaries and benefits. Page 5 of 9

6 APPROVE UPDATE ON A FUTURE CAPITAL IMPROVEMENT PROGRAM (continued) Trustee Wright asked when the District would see the additional room tax. Mr. Weiler stated that would be in 2012 but would also carry restrictions. Trustee Wright asked if the legislators could continue to withhold the additional room tax for the state budget. Mrs. Haldeman stated while it is possible, she is not anticipating such a decision by the state. Trustee Young asked if the $86 million that is the difference between the room tax/real property transfer tax and the debt service amount could be used for improvement of older schools. Mr. Weiler stated those figures are highly speculative at this point, and he would not recommend allocating any funds. Trustee Moulton asked if the District had done everything to protect the remaining funds so that they could be preserved for their intended uses. Mr. Weiler said yes, and staff would be coming back to the Board with some additional information. APPROVE ENROLLMENT OF STUDENTS Approval regarding Clark County School District regulations and procedures governing enrollment of students, as presented in Reference Dr. Kohut-Rost referenced Policy and Regulation 5111 and she spoke about the ways in which families can enroll their child in school. She provided the directions and the form for a residential affidavit and the CCSD brochure How to Enroll Your Child in School. She talked about the particulars of four schools that were looked at that had large numbers of residential affidavits. BOARD MEMBER LEAVES Trustee Garvey left the Board meeting at 11:23 a.m. APPROVE ENROLLMENT OF STUDENTS (continued) Dr. Kohut-Rost stated school administrators submitted suggestions for what could be done to strengthen enrollment procedures. She stated ideas included requiring that parents change their driver s license to the residence that they are living at currently and requiring two proofs of address. She stated she did not believe requiring the change of address on the driver s license was a viable solution because the District does not accept a driver s license as proof of address. Trustee Edwards commented that it is important for schools to understand that they can require two proofs of address independent of the policy. She stated not using the driver s license as proof of address but using it as part of the residential affidavit is inconsistent. Page 6 of 9

7 APPROVE ENROLLMENT OF STUDENTS (continued) Dr. Kohut-Rost explained that the residential affidavit asks proof of identification of the actual owner or renter of the property that the parent says they are residing with. Trustee Edwards commented on the analysis of residential affidavits that uncovered a clerical error of 5 percent, stating that percentage is high as was the 4 percent of students that were out-of-zone, and both should be decreased. She suggested that schools that are experiencing a problem with creative addressing should reevaluate how they process students addresses. Trustee Janison inquired as to the consequences a student faces when it is found that the parent used creative addressing to enroll their child in a particular high school for sports. Dr. Kohut-Rost guided the Board to the form, which states that, Students enrolled on residential affidavits must submit an appeal for athletic eligibility, and stated if it is found that the student does not reside at the given address, and they have participated in activities and contributed to wins, the team forfeits those games. Trustee Moulton suggested checking the residency of all family members. Trustee Wright asked if this residential affidavit form was developed in Dr. Kohut-Rost stated the form was adopted as a formal document to be used districtwide in August Trustee Young suggested developing guidelines, requirements, and protocol concerning enrollment and residential affidavits which staff would be required to review and be familiar with. Dr. Kohut-Rost stated it is an ongoing process to follow up on addresses of students who may not be residing in a particular school zone, and school staff is made aware that they should report to the appropriate staff at the school any knowledge of a student moving or not living in the school zone. BOARD MEMBER LEAVES Trustee Wright left the Board meeting at 11:42 a.m. OPEN ENROLLMENT Presentation and discussion on Open Enrollment in the Clark County School District. Dr. Kohut-Rost provided an overview and background of open enrollment. She stated following the open enrollment pilot program in the former Northeast Region, Dr. Denson was charged with facilitating an Open Enrollment Committee to look at expanding an open enrollment program districtwide. Page 7 of 9

8 OPEN ENROLLMENT (continued) Dr. Denson provided an update of the Open Enrollment Committee s activities and findings. His presentation included, but was not limited to: Committee Goals, Committee s Research, Committee Recommendations, Application Process, and Timeline for Implementation. Trustee Moulton expressed a concern with regard to limiting equity throughout the District with the open enrollment only being offered to schools on nine-month calendars. She asked if zoning would have to be completed to have knowledge of the number of available seats. Ms. Dattoli explained that the schools that would be looked at for zoning would not be placed on the list of available schools with open seats. Trustee Edwards asked why only the schools on a nine-month calendar would be considered. Ms. Dattoli stated that her reason for recommending using the nine-month calendar as opposed to both was for equity because people may shop calendar as opposed to schools which could cause schools to convert between calendars back and forth as dictated by Regulation Trustee Edwards stated she believed it would be most equitable to use both calendars so that all schools may have the opportunity to offer open enrollment. She expressed potential inequities because of transportation issues. Dr. Denson stated the committee plans on keeping a watch on that issue and collecting data as they move forward. Trustee Wright stated she believed the District needs to consider the 12-month calendar for open enrollment for elementary schools. She commented that open enrollment could also foster family time and closeness if a child is able to attend a school close to their parent s workplace, and it would also enable a parent to be closer to their child in case of illness or emergency situations. PUBLIC COMMENT PERIOD Suggestions to CCSD for Improvement Chris Goodloe Sr. Mr. Goodloe talked about his company, Message to Millions. He asked that the school Board hold an international press conference promoting his company s goals and receive 40 percent of all revenues back to the District. Trustee Janison asked that Mr. Weiler s office contact Mr. Goodloe. BOARD MEMBER LEAVES Trustee Edwards left the Board meeting at 12:04 p.m. Page 8 of 9

9 APPROVE UPDATE ON CLARK COUNTY SCHOOL DISTRICT SCHOOL BANKING Approval on policies, procedures, controls, and training, regarding school banking in the Clark County School District, as presented in Reference Trustee Janison suggested moving this agenda item to a future agenda as the Board would be losing a quorum shortly. APPROVE UPDATE ON THE BUDGET AND OTHER FINANCIAL ISSUES Approval, if needed, regarding an update on the District's budget and other financial issues. Dr. Rulffes stated a letter that he sent to CCSD employees and some media was available for review. EMPLOYEE LABOR RELATIONS AND CLOSED SESSION None. ADJOURN: 12:05 p.m. Motion: Young Second: Wright Vote: Unanimous Trustees Edwards and Wright were not present for the vote. Page 9 of 9