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June 13, 2014 at 9:00 AM - Regular Meeting, Public Hearing & Possible Executive Session

Agenda
1. CALL TO ORDER
1.A. Moment of Silent Meditation
1.B. Approval of the Agenda – Action Item
1.C. Special Presentations: Recognition of retiring CAVIAT satellite CTE Administrators Nancy Walker and Doug Allan
Description: 
1.D. FY12 and FY13 Biennial Audit Review- Ms. Cristi Swan, CPA (via teleconference)
2. CALL TO THE PUBLIC - Any person wishing to address the Board on a non-agenda item will be granted time to make a presentation at the discretion of the presiding chairperson. Action taken as a result of public input will be limited to directing staff to study the matter for consideration or decision at a later time. Individual remarks may be limited to three minutes.
3. PUBLIC HEARING
Description:  This will be the preliminary budget presentation for the FY 2014-15 budget.  After the hearing, Board action is required to adopt the "proposed" budget.  In July, a final Board vote will conclude the process.
3.A. Call to Order of Public Hearing
3.B. Review of 2014-2015 Proposed Maintenance Operating Budget and Capital Budgets – Christina Russell – Non Action Item 
3.C. Call for Questions and Discussion
3.D. Adjournment of Public Hearing/ Call to Order of regular meeting
3.E. Approval of proposed budget for FY2014-2015 budget – Action Item
4. CONSENT AGENDA
Note:  All or individual items may be pulled from the consent agenda and discussed individually.
4.A. Approval of Minutes: May 2, 2014 Regular Meeting and Public Hearing
4.B. Approval of expense and payroll vouchers
4.C. Approval of CAVIAT School Calendar for FY2014-2015
4.D. Renewal of Cleaning Services Contract by Ms. Valorie Twyford for FY2014-2015 for $5400 (4th year of 5-year contract)
Description:  A couple of Board members have asked if we will need the service with Christina moving to Flagstaff.  Brent and I discussed this and agree that reducing the presence of one person will not dramatically reduce the need to have the building and campus areas properly cleaned.  In addition, we think it is probable that the classroom space will be occupied with adult ed classes before the end of the year and already, SRP has expressed an interest in leasing our facility for evening classes as they have in the past.  As a reminder, Val's bid was about half of the next lowest bidder so it has been very cost effective to date and the building has been kept spotless.
4.E. Approval of Brent Neilson as signer on CAVIAT expense and payroll accounts effective July 1, 2014
Description:  The following item on the agenda formally removes me as the official signer so this action will identify Brent as the administrator responsible to sign expense and payroll accounts.
4.F. Removal of John C Heiss as authorized signer on CAVIAT expense and payroll accounts effective July 1, 2014
4.G. Approval to increase line of credit for Wells Fargo Corporate credit card account from $10,000 to $12,500 (for issuance of new credit card with $2500 limit to Brent Neilson)
Description:  I've never been issued a credit card but Brent will have a credit card and that's why we are asking for a  line of credit increase.
4.H. Approval of intergovernmental agreement with Coconino Community College for Dual Enrollment Courses for FY2014-2015
Description:  There is no change in cost or content from last year.  Kathy Nesbit who coordinated the effort county wide will be retiring and her replacement will be officially announced in the near future.
4.I. Approval of intergovernmental agreement with West-Mec JTED to act as fiscal agent for lobbyist services for FY2014-2015 (Cost $9000)
Description:  To my knowledge, there has been no change to the agreement from last year but Board action will allow CAVIAT to continue to participate.  I anticipate that lobbying strategies will be discussed in detail at the June JTED superintendents' meeting.  Unfortunately, that will not occur until after our meeting.  Christina has budgeted for this expense.
4.J. Renewal of Pre-Paid Legal Services for FY15 provided by The Trust/Arizona Risk Retention Trust (Cost $1260)
Description:  The cost is actually half of what we paid last year. The service was excellent and approval is recommended. 
4.K. Acknowledgement of $1296.00 donation from Navajo Generating Station to apply to cost of new T1 internet line for Page Central Campus
Description:  Mike has been working with SRP to secure some funding to apply to a T1 line in Page. As Mike explains:
"The T1 will give us better connectivity to other sites than the cable service.  Video streaming is a combination of connectivity and the equipment you use, but the T1 is much better than the cable service.  With the T1 we can begin to explore video streaming of board meetings.  The IM class will be have a much better video stream of their online class.  That’s how I sold it to SRP, since they are the final beneficiary of that training."
 The total cost per month for the T1 is $495.00 – $292.05 (59%) for our E-rate discount = $202.95
NGS donation $108.00/month ($1,296.00); $202.95 – $108.00 = $94.95
Cost to CAVIAT per month $94.95; our current cost for cable modem per month is $94.90; so .05 a month of additional expense.  Can’t beat that with a stick! which we believe will be essential in creating enough band width to promote distance learning.  This donation coupled with E-rate revenues make this an affordable option to the District.

          The T1 will give us better connectivity to other sites than the cable service.  Video streaming is a combination of connectivity and the equipment you use, but the T1 is much better than the cable service.  With the T1 we can begin to explore video streaming of board meetings.  The IM class will be have a much better video stream of their online class.  That’s how I sold it to SRP, since they are the final beneficiary of that training.
          Here’s the breakdown of the cost:
The total cost per month for the T1 is $495.00 – $292.05 (59%) for our E-rate discount = $202.95
NGS donation $108.00/month ($1,296.00); $202.95 – $108.00 = $94.95
Cost to CAVIAT per month $94.95; our current cost for cable modem per month is $94.90; so .05 a month of additional expense.  Can’t beat that with a stick!
 
5. REPORTS
5.A. Governing Board
5.B. Superintendent
5.B.1) Legislative Update
Description:  For a change, we have ample good news regarding legislative items!
5.B.2) Colorado City Unified School District's interest in joining CAVIAT
5.B.3) Post high school student enrollment update
5.B.4) New district vehicle purchase update
Description:  We purchased a 2014 Ford Explorer (with 4 wheel drive) from Babbitt Ford at the final cost of $27,948
5.B.5) Possible policy development regarding teachers not in good standing
5.B.6) CTE Program Coordinator Reports
5.B.6)a. Christine Mayer
5.B.6)b. Michael Twyford
5.B.6)c. Colette Cox
Description:  Colette's report will be forthcoming.
6. UNFINISHED BUSINESS
None for this meeting.
7. EXECUTIVE SESSION:  Vote to convene in Executive Session for:
Description:  All employees will have been notified of the possibility that they will be discussed during executive session.  As a reminder, they may individually request the meeting be held in public.  The Board also has the discretion to not enter executive session for all or individual employees.
7.A. Pursuant to A.R.S. 38-431.03 A (1) Personnel matters regarding employee contract for Colette Cox for FY2014-2015
7.B. Pursuant to A.R.S. 38-431.03 A (1) Personnel matters regarding employee contract for Christine Mayer for FY 2014-2015
7.C. Pursuant to A.R.S. 38-431.03 A (1) Personnel matters regarding employee contract for Christina Russell for FY2014-2015
7.D. Pursuant to A.R.S. 38-431.03 A (1) Personnel matters regarding employee contract for Michael Twyford for FY 2014-2015
7.E. Pursuant to A.R.S. 38-431.03 A (1) Personnel matters regarding employee contract for Valorie Twyford for FY2014-2015
7.F. The Board will convene in open session.
8. NEW BUSINESS 
8.A. Consideration to approve employee contracts for Colette Cox, Christine Mayer, Christina Russell, Michael Twyford and Valorie Twyford- Action Item
Description:  Each of these employees are recommended for contract renewal.  Previously, Colette informed us that she would decline a contract for this year.  However, after meeting Brent, I think she has reconsidered.  Instead of a structured type of contract which prescribes several days a month , she may be willing to work within a system that allows for CAVIAT to employee her based on a specific need.  We spoke with the administration of Fredonia and they believe that such a system would work well for them, too.  The plan would be to provide support as they request it.  Often, these requests are directed to other CAVIAT staff such as Mike and Christina as they involve budgeting or attendance issues that our outside of Colette's area of responsibility.  As a result, Colette's time could be allocated to helping CAVIAT district wide.  As just one example, in the event that Colorado City prepares to join CAVIAT, her knowledge of that community would be essential in making that effort successful.
8.B. Approval of 2015 Delegate and Alternate for September 6, 2014 ASBA Delegate Assembly in Scottsdale - Action Item
Description:  It should be noted that this is not an obligatory function of any school Board but rather an opportunity to be represented in the process ASBA uses to establish legislative priorities. As is customary, we like to identify a Board member and alternate to serve at the ASBA delegate assembly in September.  This person will represent CAVIAT and help establish legislative priorities for the year.  Those who are willing to serve are encouraged to express their interests so that the nomination and approval process may be accomplished.  
8.C. Approval of board travel for FY2015 (per policy BIBA)- Action Item
Description:  We have included your conference preferences in the attached list.
8.D. Consideration to approve intergovernmental agreements for 2014-2015 with some or all of the following member districts: Flagstaff Unified School District, Fredonia-Moccasin Unified District, Grand Canyon Unified School District, Page Unified School District and Williams Unified School District- Action Item
Description:  Christina has done the impossible and we have everyone's IGA ready for your consideration by meeting time!  Several of the member districts expressed concern that their current submission of programs may not be accurate due to loss of teachers or inability to find a qualified instructor.  Christina has informed them that the CAVIAT Board is well aware and we anticipate that some amendments will likely be made prior to the beginning of classes, but at least we have the narrative components and most of the exhibits in place.
8.E. Consideration to adopt resolution supporting Fredonia-Moccasin Unified District to partner with Mohave Community College for dual enrollment services- Action Item
Description:  The Fredonia schools are considering the possibility of working more closely with the Mohave Community College for dual and concurrent enrollment purposes.  We met with them this week and although they indicated nothing is firm at this point, they are in the process of securing the support from both CCC and Mohave College to make this happen.

Mr. Cluff asked to add this item to acknowledge CAVIAT's support.
8.F. Discussion of possible future amendment to Policy BEC- Executive Sessions/Open Meetings- Discussion Item Only
Description:  We have been requested to review this policy which precludes Board members from participating in Executive session.   Several years ago, we were advised by ASBA to adopt such a policy to avoid a breech of confidentially in the event someone other than a Board member is present during a phone conversation.

According to Mr. Cuomo the Trust attorney, this is not a policy required by law and Boards may permit the inclusion of member in executive session by phone.  Certain precautions may be taken to  ensure confidentiality by reminding all present not to make notes, discuss content with others and to initiate the phone contact directly from the live meeting so that no unintended visitors may be lingering on the phone.  Considering that we cover such a huge geographical area and the importance of participation in executive sessions, it is wise to revisit this policy.
8.G. First Reading of updated CAVIAT Policies (all)- Non-Action Item
Description:  Wow...I hope no one stays up all night reading all of the revisions.  The copy attached shows the strike thrus and changes in different colored ink.  In reality, most changes you see are clerical in nature such as referring to CAVIAT as the Technical vs "Joint" Technical district.  

This will constitute our first reading so any changes that the Board wishes to make can be accomplished during the 2nd reading or at any time in the future as well.
9. CALENDAR OF EVENTS
The next Regular Board Meeting is scheduled for Friday, July 11, 2014 at 9 a.m. in Page. This meeting will be held via teleconference.
10. ADJOURNMENT - Action Item
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