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June 30, 2020 at 5:00 PM - Special Study & Voting Session

Agenda
1. STRATEGIC PLAN COLOR KEY:

STUDENT ACHIEVEMENT 
CULTURE 
COMMUNITY AND STAKEHOLDER RELATIONSHIPS 
ENROLLMENT 
RESOURCE ACCOUNTABILITY
  
2. CALL TO ORDER - President Scott Hicks
  
3. OPENING CEREMONY
  
3.A. Welcome - President Scott Hicks
  
3.B. Pledge of Allegiance 
  
4. APPROVAL OF AGENDA - President Scott Hicks
  
4.A. Consider approving the agenda, as presented.
  
5. APPROVAL OF MINUTES
  
5.A. Consider approving minutes from the Governing Board Regular Study and Voting Session of June 2, 2020, as presented. 
  
RELEVANT INFORMATION: Board policy requires the approval of minutes. 
  
Presenter:  Mr. Joseph W. Howard, Superintendent
Description: 
  
6. PRESENTATIONS
  
6.A. Review purchasing logistics with CARES Act money
  
Presenter:  Mr. Brian Moore, Chief Financial Officer
7. INFORMATION ONLY ITEMS
  
7.A. Summary of Current Events - Superintendent
June 2020 PUSD Calendar of Events:
www.prescottschools.com/calendars
  
Presenter:  Mr. Joseph W Howard, Superintendent
7.A.1. Governing Board Members
  
8. ACTION ITEMS
  
  
8.A. PUBLIC HEARING - If a member of the public wishes to speak regarding the Revised Budget for 2019-2020, and/or the Proposed Budget for 2020-2021 they must complete the attached form (BEDH-E) and return via email to sarah.torres@prescottschools.com at least 90 minutes prior to the scheduled meeting.

1. Consider recessing the regular meeting to hold a Public Hearing to discuss revisions to the 2019-2020 Budget and to discuss the Proposed Budget for 2020-2021.

2. Consider adjourning the Public Hearing and reconvening to Regular Session.
  
Presenter:  Mr. Brian Moore, Chief Financial Officer
Attachments: (1)
8.B. STUDY AND VOTING SESSION
8.B.1. Consider approving Prescott Unified School District's 2019/2020 school year revised budget, as presented.
 

RELEVANT INFORMATION: Due to challenges of Covid-19, The Office of the Arizona Auditor General has modified the deadline for FY 2020 budget revisions extending the deadline from the existing date of May 15, 2020 to the new deadline of June 30, 2020.  On May 5th, PUSD#1 Governing Board approved our first budget revision, but ADE School Finance had not yet finished completing PUSD's FY19 Dropout Recovery Program's ADM recalculation.  On June 16th, the recalculation was completed, and it changed PUSD's FY19 budget balance carryforward from $2,165,225 to $2,379,187 or a $213,962 increase, which is reflected on page 7 line 8c.  Upon approval of the revised budget limits, the Arizona Department of Education will review and approve.

Please see the attachment.
  
Presenter:  Mr. Brian Moore, Chief Financial Officer
Description: 
  
Attachments: (1)
8.B.2. Consider approving the Proposed Budget for 2020/2021, as presented.
 

RELEVANT INFORMATION: According to Arizona Revised Statutes, each district is required to annually prepare a Proposed Budget no later than July 5th but at least 10 days prior to the board adopting the proposed expenditure budget. The district must provide a link on our website to the Arizona Department of Education's website where the district's Proposed Budget can be viewed. The district must also publish a copy of the proposed Budget/Summary and a notice of the public hearing and board meeting no later than ten days prior to the meeting. We will post to ADE's website the hearing notification and a link to the proposed Budget/Summary.
   
Presenter:  Mr. Brian Moore, Chief Financial Officer
Description: 
  
Attachments: (1)
8.B.3. Consider approval of two COVID reopening related positions using CARES Act funding:  Distance Learning Coordinator, Health and Safety Coordinator, as presented. 

RELEVANT INFORMATION: As PUSD joins schools across the country in planning to reopen school under very different circumstances due to the COVID 19 pandemic, district leadership has identified two areas that are substantially magnified in need and priority in order to respond to the demands of the pandemic. These positions will provide focused leadership, increased communication, and liaison gaps between school, home and community as we overcome these new and rapidly changing challenges.  Attached job descriptions provide details.
    
Presenter:  Mr. Joseph W. Howard, Superintendent
Description: 
  
 
Attachments: (2)
8.B.4. Consider approving a renewal Intergovernmental Agreement for Formation of the Yavapai County Forest Fees Management Association, approving Prescott Unified School District's membership in the Forest Fee Management Association, and authorizing the allocation of one-half of the proceeds of forest fee funds to the Forest Fee Management Association, as presented. 
  

RELEVANT INFORMATION: By approving the renewal IGA and becoming a member in the Forest Fee Management Association, Prescott Unified School District would be eligible to receive the benefit of projects approved by the Association.  The purpose of the IGA is to promote shared and enhanced educational funding opportunities among school districts located in Yavapai County by means of administering an agreement using forest reserve monies received by participating school districts pursuant to A.R.S. 11-497 and 41-736 and voluntarily paid by these school districts to the fiscal agent for this IGA for the cooperative procurement and use of public and private materials and services, common use of capital equipment, provision of personnel, informational, technical or other services that may assist in improving the efficiency or economy of procurement and other purposes permitted under an IGA and a cooperative purchasing agreement.
  
Presenter:  Ms. Mardi Read, Assistant Superintendent
Description: 
  
Attachments: (2)
8.B.5. Consider approving an Intergovernmental Agreement for the Yavapai County Educational Technology Consortium, as presented.

RELEVANT INFORMATION: The purpose of this IGA is to promote shared and enhanced educational technology opportunities among community colleges, school districts, and charter schools located in Yavapai County, Arizona. Members shall undertake cooperative procurement and use of public and private materials and services, common use of capital equipment, provision of personnel, informational, technical, or other services that may assist in improving the efficiency or economy of procurement and other purposes permitted under a cooperative purchasing agreement.  
  
Presenter:  Ms. Mardi Read, Assistant Superintendent
Description: 
  
Attachments: (2)
8.B.6. Consider approving an Agreement for Substitute Consolidation between Prescott Unified School District and the Yavapai County School Superintendent through June 30, 2021, as presented.
  

RELEVANT INFORMATION: The purpose of this agreement is to increase substitute fill rates and lower costs in relation to the administration of substitutes. YCSS, in agreement with both PUSD and ESI will provide Substitute Coordination Services. The district's legal counsel is currently reviewing this agreement. This agreement will provide the same services for other districts in the quad city area. It will save the district money and will relieve the district of the responsibilities regarding substitutes in the Human Resources Department as Education Services Inc. will take over that responsibility.
  
Presenter:  Mr. Joseph W. Howard, Superintendent
Description: 
  
8.B.7. Consider approving renewal membership with The Arizona School Alliance for Workers' Compensation, Inc. through June 30, 2021, as presented.

RELEVANT INFORMATION: It is required by law that the district carry workers' compensation coverage. 
  
Attachments: (1)
8.B.8. Consider approving revisions and/or an extension of the Superintendent's contract, as presented.

RELEVANT INFORMATION: Governing Boards have the authority to employ superintendents and to negotiate a contract regarding salary, length of the contract, and any standard or non-standard benefits, according to A.R.S. 15-503. A monetary adjustment was approved by the Governing Board in March 2020 where PUSD employee groups received a 5% increase.
     
Presenter:  Mr. Joseph W. Howard, Superintendent
Description: 
  
8.C. INFORMATION AND DISCUSSION ITEMS  
  
8.C.1. Mr. Brian Moore has prepared the School Board Summary Budget Report for your review.
  
Presenter:  Mr. Brian Moore, Chief Financial Officer
Attachments: (1)
8.C.2. Future Agenda Items
  
The public is invited to request future agenda items. The request must be in writing on the form provided and turned into the Board Secretary at the beginning of the meeting or prior to the agenda item. The form must provide a very specific agenda item to be considered by the board. The public member may state the agenda item to be considered, however, no description or conversation may take place at this time. The Board may not respond to questions or comments from the public but may ask the superintendent to respond when appropriate. The Governing Board President or district office designee will contact the person making the request as of the status of the requested future agenda item.  
  
8.C.3. Meeting Dates: 
Regular Study and Voting Session: July 14, 2020 at 5:00 pm in the PUSD District Office Boardroom.
  
9. ADJOURNMENT
  
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