Tuesday, September 12, 2023 5:00 pm (doors open at 4:30 pm) - Regular Study & Voting Session Meeting and Executive Session

1. STRATEGIC PLAN COLOR KEY:

STUDENT ACHIEVEMENT 
CULTURE 
COMMUNITY AND STAKEHOLDER RELATIONSHIPS 
ENROLLMENT 
RESOURCE ACCOUNTABILITY
  

2. CALL TO ORDER - Governing Board President, Andy Fraher
  

3. OPENING CEREMONY
  

3.A. Welcome - Governing Board President, Andy Fraher
  

3.B. Pledge of Allegiance 
  

4. APPROVAL OF AGENDA - Governing Board President, Andy Fraher
  

4.A. Consider approving the agenda, as presented.

RELEVANT INFORMATION: Board Policy requires the approval of the agenda.
  

5. APPROVAL OF MINUTES - Governing Board President, Andy Fraher
   

5.A. Consider approving the minutes from the Regular Study and Voting Session meeting of August 1, 2023, as presented.

RELEVANT INFORMATION: Board policy requires the approval of minutes.
  

6. PRESENTATIONS
  

6.A. Presentation of Rotary Checks

Presenter: Noel DeSousa, Prescott Frontier Rotary
  

6.B. Prescott Mile High Middle School Life Skills Kitchen--Jewish Community Foundation Grant presentation

Presenters: Heather Christians, PMHMS Life Skills Teacher, and Ashley Tetreault, PMHMS Principal.
  

6.C. Teaching Creationism in Schools 

Presenter: David McNabb, Community Member
  

7. INFORMATION ONLY ITEMS
  

7.A. Summary of Current Events

7.A.1. Superintendent

www.prescottschools.com/calendars
  

7.A.2. Governing Board Members
  

8. ACTION ITEMS
  

8.A. CONSENT AGENDA - All those items listed below may be enacted by one motion and approved as Consent Agenda items with or without discussion.  However, any item may be removed from the Consent Agenda and considered separately if a Governing Board member so requests.

The resolutions included in the Consent Agenda have been posted in order to waive the reading of the body of the resolutions. 

Consider approving the Consent Agenda as presented.
  

8.A.1. Consider approving the certified and classified personnel actions as presented.
  
RELEVANT INFORMATION: 
A copy of the personnel report is attached for review.
  
Presenter: Andy Binder, Assistant Superintendent/HR Director
  

8.A.2. Consider approving the donations as presented.

RELEVANT INFORMATION:
Board policy requires acceptance by the Governing Board of all donations.  
 
Presenter: Brian Moore, Chief Financial Officer
   

8.A.3. Consider ratifying the vouchers as presented. 
  
RELEVANT INFORMATION:
Arizona Revised Statutes require approval/ratification of all vouchers.
  
Presenter: Brian Moore, Chief Financial Officer
  

8.A.4. Consider approving the Student Activities Fund Statement of Receipts and Disbursements for FY23 End-of-year and FY24, as presented. 

RELEVANT INFORMATION: Please see the attached reports. 
  
Presenter: Brian Moore, Chief Financial Officer
  

8.A.5. Consider approving the following government purchasing cooperatives, as presented.

Equalis Group - Equalis Group is a cooperative purchasing organization that provides contracts competitively solicited by public agencies for various products and services. Our Master Agreements are established through rigorous and transparent competitive solicitations conducted by public procurement guidelines to ensure our members stay in compliance. 

Equalis Group is a Member-Driven organization that believes in the power of partnership: When we work together, we achieve more. 

GSA  - GSA provides workplaces by constructing, managing, and preserving government buildings and leasing and managing commercial real estate. GSA's acquisition solutions offer private sector professional services, equipment, supplies, and IT to government organizations and the military. GSA also promotes management best practices and efficient government operations by developing governmentwide policies.

Presenter: Brian Moore, Chief Financial Officer
  

8.A.6. Consider approving the use of the list of vendors as Sole Source procurement for the 2023-2024 school year as presented.
  
RELEVANT INFORMATION:
Procurement guidelines require the Governing Board to approve the listing of vendors that are utilized as "Sole Source." Sole Source is when no reasonable alternative exists.

SOLE SOURCE LIST - SY 2023-2024
Bennett Oil Company
  
Presenter: Brian Moore, Chief Financial Officer
  

8.A.7. Consider approving the updated list of authorized signers for the District's current bank accounts for the 2023-2024 school year, as presented.
  
RELEVANT INFORMATION:
Pursuant to A.R.S. 15-321, 15-1122, and 15-1126, the Governing Board should approve the bank accounts and authorized signers on a yearly basis.

Due to a change in personnel, an update to the list of authorized signers is required. The Board originally approved the list of bank accounts and authorized signers for the 2023-2024 school year at the June 27, 2023, Governing Board meeting. 

Please see the updated list attached.

Presenter: Brian Moore, Chief Financial Officer
  

8.B. STUDY AND VOTING SESSION -  If a member of the public wishes to speak to one of the following voting items, please complete and return exhibit BEDH-E, Public Request to Speak (https://www.prescottschools.com/Page/558) to Sarah Torres, Administrative Assistant to the Governing Board prior to the study and voting session of the agenda.

For items with the potential to have many speakers, the overall speaking time may be adjusted by the Governing Board. Speakers will be called to speak in the order in which they signed up, first come, first served.

Requests to speak that are emailed will also be first come, first served. Email requests can be sent to sarah.torres@prescottschools.com at any time prior to the study and voting session of the agenda.
  

8.B.1. Consider approving Kevin Phelan and Ava Kleinman to serve as Student Representatives on the PUSD Governing Board for the 2023-2024 school year, as presented.
  
RELEVANT INFORMATION:
Every year, students are interviewed by the Principal of Prescott High School, along with the Superintendent and Governing Board President, to select Student Representatives to serve on the Governing Board to represent students, as well as to give a student perspective on the resolutions presented to the Governing Board. 

Presenter: Clark Tenney, Superintendent
  

8.B.2. Consider adopting the proposed changes in Policy Services Advisory Volume 35, Number 2, No. 747, from May 2023, as presented.
  
RELEVANT INFORMATION:
Governing Board BGB requires first and second readings of all proposed policy adoptions and approval by the Governing Board. This is the second reading of the proposed policy changes and the Board will be asked to adopt the policies after the second reading. Any Regulations and/or Exhibits have been attached for review and do not require Governing Board approval.

Presenter: Clark Tenney, Superintendent
  

8.B.3. Consider rescheduling the date of the next Regular Study and Voting Session meeting of the PUSD Governing Board, from Tuesday, October 3, 2023, to Monday, October 2, 2023, as presented.

RELEVANT INFORMATION:
Pursuant to Policy BE (School Board Meetings), a regular meeting may be rescheduled or canceled by majority vote of the Board when noticed as a meeting agenda item.

The Fall 2023 AZ School Risk Retention Trust’s Law and Leadership Academy will be held in southern Arizona October 3-5. Members of the PUSD District Leadership Team will be attending the academy to become better trained on personnel, financial, SpEd, and other legal issues.

Presenter: Clark Tenney, Superintendent
  

8.B.4. Consider approving the School Facilities Oversight Board "Terms and Conditions for Acceptance of Monies from the Building Renewal Grant Fund", for PUSD school sites, as presented.

RELEVANT INFORMATION:
Governing Board approval is required in order for the school Facilities Oversight Board to distribute any monies for projects from the Building Renewal Grant fund in order to be in compliance with state law. 
 
BRG-004845 - $57,739 - Granite Mountain - 20 Ton HVAC Replacement

Presenter: Brian Moore, Chief Financial Officer
  

8.B.5. Consider Approving the 2024-2025 & 2025-2026 PUSD Academic Calendars, as presented.
  
RELEVANT INFORMATION:
School calendars must be approved by the Governing Board per Governing Board policy. The administration is presenting the Governing Board with the academic school calendars for the 2024-2025 and 2025-2026 school years. These proposed calendars are like our school calendars used in the past and represent a calendar "template" that staff and families seem to enjoy and best meet the educational needs of our students. 

Presenter: Clark Tenney, Superintendent
  

8.C. INFORMATION AND DISCUSSION ITEMS  
  

8.C.1. Brian Moore, Chief Financial Officer, has prepared the School Board Summary Budget Report for your review. 
  

8.C.2. Community Comments shared with the Governing Board (what comments/concerns are Board Members hearing from the public in general).

Presenter: Governing Board President, Andy Fraher
  

8.C.3. Meeting Dates: 
Regular Study and Voting Session: As determined by the Governing Board vote on item 8.B.3. of this agenda.

Other Dates:
Parent-Teacher Conferences: Thursday, September 14th & Friday, September 15, 2023. Early release for all students.
  
Working Meeting/Governing Board Retreat: Thursday, October 19, 2023, at 9:00 am in the PUSD District Office Boardroom.
  

9. ACTION ITEM
  

9.A. Consider approving the call for Executive Session pursuant to A.R.S. Section 38-431.03(A)(3) and (4) for the following purposes:

Discussion and possible action concerning the Board's position in pending litigation, including to discuss, consult with, and instruct its attorney concerning the status of U.S. Court (Arizona) Case No. 3:20cv08033SMB, U.S. Court of Appeals (Ninth Circuit) Case No. 2116615, concerning settlement discussions conducted to resolve such litigation, and concerning the settlement of such litigation.

RELEVANT INFORMATION:
Pursuant to A.R.S. 38-431.03(A)(3) and (4), the Board may vote to go into Executive Session for the purpose of discussion or consultation for legal advice with its attorney, and/or for the purpose of discussion or consultation with its attorney in order to consider its position and instruct its attorney regarding the Board's position in pending litigation and/or in settlement discussions conducted in order to resolve such litigation, specifically to discuss and consult with and instruct its attorney concerning the status of U.S. District Court (Arizona) Case No. 3:20cv08033SMB, U.S. Court of Appeals (Ninth Circuit) Case No. 2116615, concerning settlement discussions conducted to resolve such litigation, and concerning the settlement of such litigation. 

NOTE: All persons present are hereby reminded that it is unlawful to disclose or otherwise divulge to any person who is not now present, other than a current member of the Board, or pursuant to a specific statutory exception, anything that has transpired or has been discussed during the Executive Session. Failure to comply is a violation of A.R.S. 38-431.03.

Recordings of Executive Sessions are not made for the public. The only record of these sessions is printed minutes, stored securely in the Superintendent's office. If any member is recording, these recorded minutes must be stored securely in the same location as the printed minutes. Recordings and printed minutes of Executive Sessions are not available for public review. 
  

9.B. Consider approving the minutes from the Executive Session of July 18, 2023, as presented.

RELEVANT INFORMATION: Board policy requires the approval of minutes.
  

9.C. Recommended that the Governing Board adjourn the Executive Session and reconvene the Governing Board Regular Study & Voting Session meeting.
   

10. ADJOURNMENT