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February 12, 2016 at 9:00 AM - Regular Meeting

Agenda
1. CALL TO ORDER
1.A. Moment of Silent Meditation
1.B. Approval of the Agenda – Action Item
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. CONSENT AGENDA
Note:  All or individual items may be pulled from the consent agenda and discussed individually.
3.A. Approval of Minutes: January 8, 2016 Regular Meeting                                                    
Attachments: (1)
3.B. Approval of expense and payroll vouchers
3.C. Approval to pay Pima County JTED,  the fiscal agent, for Marson Media's JTED Statewide marketing Services-up to $1000
Description:  We budgeted $2300 for printing related marketing and $1500 for advertising in our 2016 GB approved CAVIAT district budget. To date we have used approximately $700 of our printing budget for recruitment materials.  
3.D. Approval for ADI to expand financial services provide to CAVIAT to including budgeting, bank reconciliations, IGA budget revisions and all budgetary state reporting
Attachments: (2)
3.E. Approval of out-of-state travel to Los Angeles, CA (FIDM tour and Fashion Show, Garment District) for the Fashion Design students 3-28-2016 to 4-3-2016
Description:  CAVIAT pays for registration fees.  Student fees, tax credits and fundraising pay for remaining expenses.
 
Hotels rooms have been paid a student's family. 

Train tickets, garmet purchases and ground transportation will be paid with fundraising dollars (remember they raised over $2800 for this trip)

CAVIAT paid registration fees for FIDM event ($120)
Attachments: (1)
3.F. Approval for overnight travel, for CAVIAT-Flagstaff HOSA Chapter, for the HOSA CTSO State Conference, March 30th through April 1st, Tucson, AZ 
Description:  CAVIAT pays for registration fees.  Student fees, tax credits and fundraising pay for remaining expenses.

CAVIAT will pay for registration ($325) and Susan will transport student in the district Ford Explorer.  

CAVIAT-FLAGSTAFF HOSA Chapter Fundraising and tax credits will cover:  Hotel Rooms, HOSA t-shirts and meal plans
Attachments: (1)
3.G. Approval of TRUST AIR/AAS Agreement Update
Description:  The AIR/AAS program was developed and voted on by the Trust board when the Trust began. This was, in part, because many districts were already working closely with broker’s they felt comfortable with and the Trust didn’t want districts to sever those relationships. The purpose of the AIR/AAS program was allow these relationships to continue and/or to assign an insurance broker to districts that didn’t already have a broker with the intent that all AIRs would represent their district and keep an eye out for their placement of insurance coverage. AIR stands for “authorized insurance representative”, and this is how the Trust refers to brokers assigned to districts that works externally. The AAS (additional administrative services) has the same duties as the AIR; however, is employed internally by the Trust. The Trust board made it a requirement that active participating Trust member districts employ an AIR or AAS; though they are free to choose whichever they want and if they choose to employ an AIR, they can set the fee, as the AAS fee is non-negotiable and set at 8% (not to exceed $10,000.) The AIR/AAS role is very similar to the member services role (my role to you); the only differences are: ·         The AIR/AAS represents the district to the Trust vs. member services represents the Trust to the district;· The main duty of the AIR/AAS is helping districts fill out the annual exposure summary (this is the document that provides the Trust with all of your exposures, including vehicles and property) vs. member services role to rate the district after the AIR/AAS and the district submit the exposure summary. CAVIAT appointed the Trust’s AAS back in 2007. I’ve attached the agreement that was signed at that time. I’ve also attached the newest agreement again, in case needed. Dave Frandsen is whom represents your district as the AAS at this time.


1. The fee that CAVIAT has been paying and would continue to pay if you stay with the Trust’s AAS is 8% of the annual contribution/not to exceed $10,000. This not to exceed was put in place for the large districts paying large contributions. Your contribution subtotal for the 15/16 year was $14,146 so your AIR fee came to $1,132 this year.

2.The payment is annual and it is added to your overall contribution total when you are invoiced annually for insurance between June and July. You pay the contribution in full and then the Trust takes care of paying the AIRs/AAS directly.
Attachments: (2)
3.H. Approval of line of credit from Wells Fargo Bank for calendar year 2016 for $500,000 (not to exceed $10 million)
Description:  This is the renewal of our line of credit for this calendar year (no changes from last year).  Board members add their signatures to one form only and then I will need to have it notarized. 
Attachments: (1)
4. UNFINISHED BUSINESS
       None for this meeting.
5. NEW BUSINESS
5.A. Discussion regarding upcoming board and staff travel requests- Non-Action Item
5.B. Discussion and approval to have Christine Mayer be the Coordinator of CAVIAT Substitute Teachers -Possible Action Item
Description:  Our central campus teachers are in need of substitutes from time to time and to date Mike, Christine and I have provide that service.  The board approved substitute teacher rates in July.  

Christine would
-take teacher sub requests
-work with board approved substitutes on class placements
-review sub time sheets
-review and evaluate sub feedback forms
-Subs would report to Christine 
Attachments: (1)
5.C. Suggested Future Agenda Items- Non Action Item
6. REPORTS
6.A. Governing Board
6.A.1) ASBA/ASA (Arizona School Boards Association/Arizona School Administrators) Annual Conference-Bill Justice
6.A.2) Native American Caucus luncheon-Jerry Williams 
6.B. Superintendent
6.B.2) Statewide Letter initiated by the Arizona Chamber Supporting the Restoration of JTED funding
Attachments: (1)
6.B.3) Update regarding Dual Enrollment, Teacher Certification and Central Programs with Coconino Community College
Description:  After our last board meeting I asked Dr. Monica Baker, CTE Dean at CCC, if I was correct that a JTED can work with other CC's, if their local CC cannot provide the DE services/classes.  Here was her reply:

"Yes, those are the agreed upon state guidelines by the presidents of the community colleges. CCC does dual enrollment out of our district for those schools where the local CC does not or cannot do the DE. And, CCC has had other colleges come into our district to provide other programs when we are unable to provide that service. The community college coming into another school’s district must have a letter from that college’s president stating that it is ok to do the program in the district."

And CAVIAT has experienced this, when it came to the IMO program.  CCC did not have it, the president released us to work with NPC.

I have also attached two documents regarding DE and teacher certification.  This was recently handed down by HLC and CCC does not control these requirements.  
Attachments: (3)
6.B.4) Update on BioScience grant
6.B.5) Update on CAVIAT Central Campus Industrial Mechanics program
7. CALENDAR OF EVENTS  The next Regular Board Meeting, March 9, 2016 at 9 a.m. in Fredonia, Arizona at Fredonia High School, 221 E. Hortt Street, 86023 (In the Media Center-the building between the elementary school and high school).

Future CAVIAT Board Meetings:

Friday, April 8, 2016 in Williams, AZ
Monday, May 9, 2016 in Grand Canyon, AZ
Friday, June 10, 2016 in Page, AZ
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