Meeting Minutes from the Governing Board of Peach Springs Unified School District

Tuesday, April 18, 2016 at 6:00 pm Peach Springs Unified School District #8- Governing Board of Education 403 Diamond Creek Road (Elementary School) Peach Springs, Arizona 86434

Pursuant to A.R.S. $ 38-431.02, notice is hereby given to the members of the Governing Board and the Public that the board will hold a meeting open to the public on Tuesday, April 18, 2016 at 6:00 p.m., in the Governing Board meeting room, Peach Springs Unified School District No.8, 403 Diamond Creek Road (Peach Springs Elementary School), in Peach Springs, Arizona. Information regarding agenda items, with the exception of materials relating to Executive Sessions, may be reviewed in the District Administrative Offices located at 403 Diamond Creek Road, Peach Springs, Arizona. The Governing Board of the Peach Springs Unified School District #8 may vote to meet in executive session intermittently throughout the meeting pursuant to A.R.S. 38-431.03, to review and discuss certain matters which are marked by an asterisk(*). Additionally, the Board may vote to go into Executive Session on any matter listed on the agenda, pursuant to A.R.S. 38-431.03 (A) (3), for discussion or legal advice from the Board’s attorney, which may occur via person or telephone. Any Executive Session discussions will not be open to the public. However, all Board decisions will be made in the open public meeting. If any disabled person needs any type of accommodation, please notify administration at (928) 769-9034 prior to the time scheduled for the meeting. All members of the public wishing to address the Board are required to sign the attendance sign-in sheet and complete a Public Comment form. Board members of the Peach Springs Unified School District may attend either in person or, when necessary, by telephone, video conferencing, or internet conferencing.

BOARD MINUTES

I. CALL TO ORDER 6:22 pm

II. PLEDGE OF ALLEGIANCE

III. STATEMENT OF WELCOME

IV. ROLL CALL Roger Mueller- I, Shawna Havatone- I, Michelle Zephier-I, Emma Tapija- absent

V. APPROVAL OF AGENDA Prior to agenda approval, it was noted that Jennifer Begay and Mr. Peter were removed and void due to incomplete certification paperwork and/or pending background check information. Roger Mueller motioned to approve agenda, Shawna Havatone second motion to approve agenda. Vote: 3, 0, 0

VI. Approval of Governing Board Meeting Minutes:

1. March 3, 2, 2016 Correction on the date was noted from March 3 to March 2. Ms. Zephier motioned to approve meeting from March 2, 2016, Ms. Havatone second motion. Vote: 3, 0, 0

VII. OLD BUSINESS (prior tabled items from 3/2/2016 that need board action)

a.a.1. Superintendent evaluation (***executive session***)  Updates on successes and next steps  Update on this year and next year’s goals

Ms. Cole requested to have her evaluation in open session. The goals were reviewed from board members directives at the beginning of the year to focus on making corrective action on prior years’ audit findings, corrective action in the business office, financial records as we currently following all required and best practices required by the state, more communication and involvement to include parental opportunities to participate in school, community partnerships with tribal departments, and create plan to add cultural involvement in the school to add relevant meaningful lessons to students. Using the evaluation from the policy CBI-E, Evaluation of Superintendent, A. Education Mr. Mueller scored outstanding in 29 out of 29 objective areas, Ms. Zephier scored outstanding in 27 out of 29 areas (except A.4 as she recommended using the community newspaper to keep public informed about educational practices and to add more community locations to post the monthly board agenda and to work on holding facilities staff more accountable to keeping the building cleaner.) Ms. Havatone scored satisfactory in all areas as she explained that she is new to the board and has not had opportunity to work closely with the board yet. From the three board member feedback, combined scores were outstanding in 27 out of 29 areas and satisfactory in other two areas A. Education, B. Management, C. Governing Board and D. Personnel. Ms. Zephier mentioned that the school custodians & ground keeper need to focus and work more on the cleanliness of the building. Mr. Mueller ended the evaluation by stating how the job has been handled in an outstanding manner as we worked on many areas at the same time for the first year as superintendent in Peach Springs.

a.a.2. Discussion and possible action to accept administrative positions and contracts for the following staff members:  Jeren Smallcanyon, Business manager 2016-2017*** Michelle Zephier motioned to approve Jeren Smallcanyon’s contract at rate of $80,000 as business manager, Shawna Havatone second motion. Vote: 3, 0, 0  Mikhail Smallcanyon, STEM/gifted coordinator 2016-2017*** Michelle Zephier motioned to postpone contract until next board meeting, second motion by Shawna Havatone. Vote: 3, 0, 0  Behavior interventionist position salary 2016-2017 $55,000 for 10-month position pending tribal funding Michelle Zephier motioned to keep behavior interventionist position at rate of $55,000 for 10 month position pending tribal funding and Shawna Havatone second motion Vote: 3, 0, 0

a.a.3. Revise and review prior approved job descriptions  Computer assistant/IT/data/testing coordinator (current vacant comp. teacher position) (prior computer position 2015-2016)  Title 1 teacher/instructional coach (approved 2015-2016)  Attendance clerk/enrollment/health assistant  Executive secretary/kitchen manager (approved 3/2/2016)  Secretary  Facilities/maintenance/grounds  Bus driver/custodian  Teacher (approved 2015-2016)  Assistant (approved 2015-2016)  Accounts Payable/grant preparation for time and effort logs  Kitchen assistant  Discipline interventionist (funded by tribe)  In school suspension assistant (funded by tribe)  STEM/gifted coordinator  Title 7 culture teacher/parent liaison, parent coordinator  Special education teacher

From prior board meeting on March 2, 2016, Shawna Havatone requested that all positions have revised job descriptions, not just new recommended positions. On the revised job descriptions, Michelle Zephier suggested that secretary and attendance clerk/enrollment be divided in rolls as kitchen responsibilities are removed from secretary primary job description role. Ms. Cole explained that executive secretary role will be responsible for kitchen menu/orders next year as we need kitchen manager from the audit and kitchen write up recommendations. With the changes, Michelle Zephier motioned to approve all revised job descriptions and Shawna Havatone second motion. Vote: 3, 0, 0

a.a.4. Discussion and possible action to accept additional $3 an hour increase for Mr. Ed Cruz (hourly rate of $15 an hour) for additional responsibilities with time and effort logs and grant preparation work effective 2/29/2016.

Michelle Zephier motioned to increase Mr. Ed Cruz salary from $12 to $15 for additional responsibilities with time and effort logs and grant preparation effective 2/29/2016 and Roger Mueller second motion. Vote: 3, 0, 0

a.a.5. Discussion and possible action to transfer Mrs. Cruz from special education assistant to executive secretary effective 3/28/2016 at rate of $15 (increase from $12)

Michelle Zephier motioned to approve transfer of Mrs. Cruz from special education assistant to executive secretary/kitchen manager effective 3/28/2016 from $12 to $15 an hour as an at-will classified status and Roger Mueller second motion. Vote: 2, 0, 1

a.a.6. Discussion and possible action to revise leave policy  Update on leave carry over and pay out in June of each year

From the leave carry over and pay out in the past, money that should have gone to students went to prior staff when they left their positions costing district over $60,000 last year. Last year 2014-2015, staff had handbook approved did not align with the policy. The attorneys then stated because it was approved, handbook superseded the policies. This year 2015-2016, we did not mention payout in the handbook but referred only to district policy for all decisions. Administrator recommended $30 daily payout as mentioned in policies (not the daily rate for classified and certified teachers). From the discussion, Michelle Zephier motion to approve $30 daily payout of certified teachers’ unused leave if staff honor their contract dates and classified staff for days unused prior to last day on contract May 25, 2016 for instructional staff, classified, and teachers upon honoring their contract days. The staff working eligible for 12- month includes custodians, bus drivers, and certain office positions to prep the school when students are not in summer school session and Roger Mueller second motion. Vote: 3, 0, 0

 Update on amount of leave for classified staff (hourly) and certified teachers to include1 day per month leave

We are requesting that we move forward SY 2015-2016 by providing 10- 12 month classified and certified teachers 1 day leave per month as staff can decide if they want to use for vacation, leave, or sick leave instead of having various forms of leave upon requesting leave from the supervisor. Michelle Zephier motion to provide only 1 day leave per month for all classified staff and certified teachers for 10-12 month employees and Roger Mueller second motion. Vote: 3, 0, 0

a.a.7. Discussion and possible action to provide $1000 retention stipend for the following certified teachers that completed full school year teaching at Peach Springs from our grant while carrying over the rest of the $2000 for SY 2015-2016. Total amount in grant was $4000 but we only had two certified teachers from the beginning of the year stay that were highly qualified and ADE certified.  Ms. Amber Tripp, kindergarten teacher  Ms. Tennessen, 4th grade teacher Michelle Zephier motioned to have both Amber Tripp and Crystal Tennessen receive $1,000 retention stipend as the only fully certified teachers to begin teaching in August 2015 and stayed until May 2016 and Shawna Havatone second motion to carry over the additional $2000 Vote: 3, 0, 0 VIII. NEW BUSINESS

a.a.1. Discussion and possible action to approve parent involvement PAC and parent policy update for revision 2015-2016 and update for school year 2016-2017 updates

Michelle Zephier motioned to approve PAC parent policy update for revision and update for school year 2016-2017 and Shawna Havatone second motion. Vote: 3, 0, 0

a.a.2. Discussion and possible action to approve calendar for school year 2016-2017 (worked with preschool and surrounding schools to schedule consistent spring break for March 13-17 and winter break Dec. 23-January 5th). Collaborative effort with Peach Springs Preschool, Valentine School District, Kingman’s revised school schedule to assist with students transferring between schools and bus schedules to assist parents that have students attending multiple surrounding schools within the same family.

Michelle Zephier motioned to approve calendar for 2016-2017 and Roger Mueller second motion. Vote: 3, 0, 0 a.a.3. Discussion and possible action to approve speech therapy services for the school year 2016-2017 (written bids attached as evidence for recommendation)

Christina Valencia is the current speech therapist and with the written bids, PSUSD feels she would continue to provide the best services for the value. The preschool administration also recommended in-person speech services, not the online speech sessions to meet the needs of the students in the most effective manner for our students. For SY2016- 2017, PSUSD does not approve late fee charges on the agreement with Ms. Christina Valencia. This year, she has charged $150 late fees when payments are close within time frame. As she works with students on a weekly basis, we do not agree that she should charge additional fees when she has bid within $49,999 fee for speech services alone. The other venders include Flagstaff Speech services, OnlineSpeechTherapy.com Ellingsen & Associates, and Christiana Valencia.

Michelle Zephier motioned to approve Christian Valencia for speech service provider for SY 2016-2017 pending no late fee in agreement, Shawna Havatone second motion. Vote: 3, 0, 0

IX. TRAVEL a.a.1. Discussion and possible action to approve listed middle school students to travel and present in Scottsdale, Arizona May 2nd, 2016 for cultural presentation from 12:15-1:00 pm for Tribal Leadership Conference with sponsor to positively represent Peach Springs School and community for 1 day trip. Researching to see if trip can be funded by JOM, if not, school funded.

For the JOM, more time was needed in advance to request funding from JOM for student trip. Vehicle was in shop prior week from trip date for students’ travel with staff member, Ms. Paya. Michelle Zephier made motion to approve to have 10 girls (G. Whatoname, S. Walker, M. Tarin, L. Tarin, N. Lewis, T. Marshall, A. Watahomigie, J. Whatoname, A. Honga, and D. Wells from 2nd-8th graders attend cultural presentation on May 2nd, 2016 at the Tribal Leadership Conference for a 1 day trip and Shawna Havatone second motion. Vote: 3, 0, 0

a.a.2. Discussion and possible action to approve administrator and board member travel May 2nd to promote students in Scottsdale, Arizona for the Tribal Leadership Conference.

Michelle Zephier motioned to approve administrator Jaime Cole and Jeren Smallcanyon to travel and attend Tribal Leadership Conference and supporting conference with board members. Both Shawna Havatone and Emma Tapija agreed to attend conference to promote students and attend Leadership Conference in Scottsdale, Arizona from May2nd –May 4th, 2016 and Shawna Havatone second motion. Vote: 3, 0, 0 a.a.3. Discussion and possible action to approve Budgeting workshop with Heinfeld & Meech for business manager on Thursday, May 19th from 9 am to 3:30 pm for $150 to review changes in fiscal year 2016-2017 forms and changes to complete 2016-2017 ADE budget reports in Phoenix, AZ.

Michelle Zephier motioned to approve Jeren Smallcanyon to attend budgeting workshop with Heinfeld and Meech May 19th in Phoenix, Arizona for $150 and second by Shawna Havatone.

Vote: 3, 0, 0

X. BUSINESS

a.a.1. Discussion and possible action to Approve District Payroll and Expense Vouchers 1621, 1622, 1623, 2216, 2316, 2416, 2516 Michelle Zephier motioned to approve district payroll and expense vouchers 1621, 1622, 1623, 2216, 2316, 2416, 2516 and Shawna Havatone second motion. Vote: 3, 0, 0

a.a.2. Salary schedule for School Year 2016-2017

 Substitute teacher salary schedule for 2016-2017 (rates of $100 for first 15 days and $125 after 15 continual days)

Substitute rates in the surrounding area range from $60-100 per day and we were paying $125 -$150 a day. We suggest revising rates for SY 2016-2017 at $100 first continual days then $125 on the 16th continual day as long term sub in the same position or core grade level class.

Michelle Zephier motioned to approve new substitute rates of $100 per day for the first 15 days and $125 after the 16th continual day at the same grade level or classroom and Shawna Havatone second motion. Vote: 3, 0, 0

 Classified pay schedule 2016-2017 (revised to include hourly pay rate from $10-$15 an hour for all classified positions, and bus drivers $15-$18 an hour)

For classified pay schedule, some classified staff complained at the beginning of the year as some hourly staff were earning a range from $10 an hour to $40,000 a year without consistency with a high school educational background and questions arose to the fairness.

In researching surrounding classified pay rates, PSUSD is among with highest paid per hour for the hourly positions. As Kingman was paying secretaries $9 an hour for positions as PSUSD paid $17 to $40,000 a year. To add fairness, administrator recommends the following pay rates for classified:

Secretaries pay range $10-12 an hour Executive secretary, kitchen manager, $15 an hour Custodians/grounds keepers $10-$12 an hour Bus drivers $15-$18 as additional certifications are needed Teacher assistant $12-15 an hour Kitchen assistant $10-15 an hour

The same benefits would apply to all 10-12 month classified staff with 1 day leave earned per month to use for leave (not separate vacation, sick, or personal leave) and insurance/retirement benefits.

All currently recommended classified employees for SY 2016- 2017 are within the suggested hourly rates except for one employee which will be added to next agenda for board recommendation to contract. (Requested by board president)

Michelle Zephier motioned to approve the $10-$15 hourly rates for classified positions for secretary, kitchen manager, executive secretary, custodians/ground keepers, teaching assistants and $15-18 an hour for bus drivers and Shawna Havatone second motion. Vote: 3, 0, 0

 Certified pay schedule 2016-2017 (provide contract using prior base salary schedule but will modify to increase rate to include revised schedule on board agenda 5/3/2016 to determine state approved funding and budget proposal)

*Correction 5/3/2016 meeting rescheduled to 5/9/2016 when all board members were available to attend meeting

a.a.3. Discussion and possible action to shift to paperless board packets for 2016-2017 SY. (board president’s requested item)

Michelle Zephier, board present requested item on board agenda and made request to shift to paperless board packets for SY 2016-2017. Michelle Zephier motioned to shift to paperless board packets next year, Shawna Havatone second, and Roger Mueller requested paper copy, therefore Ms. Cole will provide both electronic and paper copies for SY 2016-2017. Vote: 2, 0, 1 XI. PERSONNEL

A. Discussion and Possible Action regarding administrative and certified staffing recommendations (all recommended teachers and substitutes have passed background checks, fingerprint clearance cards, and ADE certifications).

a.i.1. Discussion and possible action to accept Diana Daschofsky as our 1st grade substitute teacher for April and May 2016 teacher a.i.2. Discussion and possible action to accept all certified new/returning teachers/positions for School Year 2016-2017: (board approved 2016/2017 salary schedule with copies of certification and fingerprint clearance. Depending on number of students and strengths of staff; K-8 teachers will be offered contract as teacher but may be moved grade level depending on needs of kids, number of students, and administrative decision on best grade level match using strengths and best fit for kids)

 Kindergarten teacher- Jennifer Begay (pending AEPA/ADE certification)*** void  Kindergarten assistant- Mr. Pacho (board approved 3/2/2016)  1st grade teacher- pending response-postponed 5/3/16  2nd grade teacher- Magdalena Vea (board approved 3/2/2016)  2nd grade teacher- Corazon Pilador (board approved 3/2/2016)  3rd grade teacher- Ms. Jennifer Wisely  3rd grade teacher- Ms. Cabrera (work visa/sponsorship needed)  4th grade teacher- Ms. Crystal Tennessen  5th grade teacher- Mr. Peter void  Middle School Math- Carrem Duque (work visa/sponsorship needed)  Middle School ELA- announcement pending 5/9/2016  Middle School Science-announcement pending (re-advertised as position is still vacant)  Computer/IT/Data test coordinator- Mr. Pilador (board approved 3/2/2016)  Culture teacher- Ms. Watahomigie (pending title 7 grant funding and ADE culture agreement/certification)  Special ed. teacher: Mrs. Vargas (board approved 3/2/2016)  Special ed. teacher: Mr. Vargas (board approved 3/2/2016)  Discipline Support/In-School Suspension Coordinator (tribal funding)  Title 1/Instructional coach

From the listed teachers, the school board will only agree to sponsor 3-year work visa, not full citizenship for international teachers at this time. The new law requirement is that the school show effort in recruiting efforts for legal citizenship for 6 months and advertise in two Sunday newspaper advertisements prior to making any decisions on sponsoring international teachers.

Two teachers were void, removed from list, and/or not considered due to lack of application paperwork and/or pending background check information. From the date when contracts are offered, staff will have 15 days to sign and if not returned within 15 days, the contract is void.

Positions without names do not imply that positions are re-advertised or that staff are recommended or not; it only means that we will have position for next year. Pending employment recommendations will be added to May and June’s board agenda for board decision SY 2016-2017 contracts.

Michelle Zephier motioned to approve teachers listed above and assistants while agreeing to approve 3-year work visa only, not to sponsor for citizenship at this time for international teachers, while Roger Mueller seconds motion. Vote: 3, 0, 0

a.i.3. Discussion and possible action to recommend Hualapai 4-8 culture teacher (pending title 7 funding, culture agreement with tribal, educational, and ADE department and certification office)  Possible action pending ADE recommendation Ms. Watahomigie for her cultural teaching certification

Michelle Zephier motions to approve recommendation for Ms. Watahomigie as Hualapai culture teacher pending her ADE certification, Roger Mueller seconds motion. Vote: 3, 0, 0

a.i.4. Discussion and possible action to accept Ms. Paya’s request for retirement effective May 25, 2016

Michelle Zephier motions to accept Ms. Paya’s request for Retirement effective May 25, 2016 and Roger Mueller seconds motion. Vote: 3, 0, 0

a.i.5. Discussion and possible action to accept the following request for resignation:

 Ms. Mary Hoffman’s request to resign as special education assistant effective May 25, 2016 due to time needed and travel distance from her home.

Michelle Zephier motions to accept Ms. Mary Hoffman’s request for Resign effective May 25, 2016 and Roger Mueller seconds motion. Vote: 3, 0, 0

 Ms. Caton’s request to resign due to family needs

Michelle Zephier motions to accept Ms. Caton’s request for resignation effective May 25, 2016 and Roger Mueller seconds motion. Vote: 3, 0, 0

a.i.6. Discussion and possible action to advertise for secretary position for School Year 2016-2017

Michelle Zephier motions to approve additional secretary position for SY 2016-2017 and Roger Mueller seconds motion. Vote: 3, 0, 0

a.i.7. Discussion and possible action to advertise for Attendance clerk/enrollment/health assistant

Michelle Zephier motions to approve the separation of Attendance clerk/enrollment/health assistant position as another position and to advertise position, and Roger Mueller seconds motion. Vote: 3, 0, 0 a.i.8. Discussion and possible action to renew classified employment for the following staff for School Year 2016-2017 for an at-will contract:  Frank Mapatis, custodian/maintenance/grounds  Reese Wellington, custodian  Meredith Querta, kitchen  Jennifer Fox, bus driver/custodian  Vilma Cruz, executive secretary/kitchen manager  Ed Cruz, accounts payable/grant preparation  Kindergarten assistant- Mr. Pacho (board approved 3/2/2016)  Computer/IT/Data- Mr. Pilador (board approved 3/2/2016)

Michelle Zephier motions to approve the following classified contracts for Frank Mapatis, Reese Wellington, Meredith Wellington, Jennifer Fox, Vilma Cruz, Jennifer Fox, Mr. Pacho, and Mr. Pilador and Roger Mueller seconds motion. Vote: 3, 0, 0

a.i.9. Discussion and possible action to recommend the following substitutes for 2016-2017 as an on call need:  Ms. Rochone Quasula  Mr. Richard Christman  Ms. Valarie Klaus  Ms. Alexandra Crook  Ms. Diane Daschofsky  Mr. Thames

Michelle Zephier motions to approve the following substitutes, Ms. Quasula, Mr. Christman, Ms. Klaus, Ms. Crook, Ms. Daschofsky, and Mr. Thames as on call substitutes as needed for SY 2016-2017 and Mr. Roger Mueller seconds motion. Vote: 3, 0, 0

XII. CALL TO THE PUBLIC (This is the time that the public to comment. Members of the Board may not discuss items that are not on the agenda. Therefore, action taken as a result of public comment will be limited to directing staff to study the matter of scheduling the matter for further consideration and decision at a later date.)

A. ANNOUCEMENTS AND DATE OF NEXT BOARD MEETING Upcoming Board Meeting to be held at the Governing Board Meeting Room (in the Peach Springs Elementary School) located at 403 Diamond Creek Road, Peach Springs, AZ: a. Regular Governing Board Meeting – Tuesday, May 3, 9,2016 at 6:00 p.m.

XIII. ADJOURNMENT

Roger Mueller motioned to adjourn and Shawna Havatone second motion at 8:05 pm. Vote: 3, 0, 0 Dated this 15 of April 2016