WASHINGTON STATE SCHOOL FOR THE BLIND

BOARD OF TRUSTEES

Minutes from Board of Trustees Meeting

March 14-15, 2003

Vancouver, Washington

Board Members Participating: Terry Robertson, Kay Adamson, Cindy Roney, Jerry Farley, Noel Nightingale, Susie Davidson, Joe Fram, Chuck Nelson, and Denise Mackenstadt.

Ex-Officio Members Participating: Carol Schultz (WSSB Teachers Association), Bonda Albers (Washington Federation of State Employees Local #1225), Kathleen Brown (Parent Representative), Lynette Romero (Washington Council of the Blind), and Michael Freeman (National Federation of the Blind of Washington).

WSSB Staff Members Participating: Dr. Dean Stenehjem (Superintendent), Rod Humble (Director of Outreach), Dee Amundsen (Outreach Teacher), Cherie Willhide (Human Resources Manager), Mary Sarate (Business Manager), Renee Corso (Director of Residential Services), Craig Meador (Principal), and Janet Merz (recording secretary).

March 14, 2003 - 7:10 p.m. – 9:23 p.m.

Terry called the meeting to order at 7:10 p.m.

Department Updates:

Business Office - Mary Sarate

Mary reported that WSSB ended the month of February with a deficit of $50,000, which is due to the delay in Outreach billing. WSSB will have a positive balance of $170,000. WSSB hired Jim Court, Supply Officer; Jim came to us from Hewlett Packard with a Procurement background. The Business Office is working on policies and procedures for tightening controls. The next goal is to redo our agency’s Chart of Accounts. The final quarter spending plan will be looked at to determine our financial flexibility. WSSB has two programs (Braille Access Center and Lions Den), that are run like a small business. Changes are being made to these programs’ auditing features that will help with checks and balances. Dr. Stenehjem reported that Jim Court will also be in charge of inventory control.

Human Resources - Cherie Willhide

Cherie has been working on Civil Service Reform. This will change Collective Bargaining (done at the Governor’s level); contracting out (as of July 1, 2005); and Civil Service Laws. Cherie attended a workshop that focused on the impact this will have on the Payroll system, which is over 40 years old. The system does not have the flexibility so $40.7 million dollars has been requested for a new payroll system. By June 30, 2004, negotiations are set to begin if computer system problems are worked out. The teachers must be in a bargaining unit by that date. Cherie has also been working on Reduction in Force procedures with the potential upcoming budget reductions. Cherie has an intern from Washington State University, Chris Nye. Chris is looking at Employee Recognition process and will be recommending a new program this year.

Outreach Department – Rod Humble/Dee Amundsen

Outreach is looking at school district service contracts for next year. These contracts represent $460,000 of the yearly budget. Dee has been on an administrative internship this year and will have her credential in May.

Dee has been working three days per month in Yakima. Dee has identified 37 students. ESD 105 has been following Dee’s recommendations, one of which was to hire two teachers. All three candidates that applied for teaching positions in Yakima backed out. Two more candidates will be interviewed. Dee is encouraging a WSSB employee, who will have his endorsement to apply. A vision file was set up in Yakima that includes a checklist with what should be included in each student’s education program. The K-20 interactive Braille class has been successful with 33 people enrolled. Dee is working on the combined summer institute in Yakima, and one of the classes offered will be advanced Braille. Dee attended the WASA/WSSDA Legislative Conference in March.

Rod stated that WSSB’s Summer Institute started in 1979. The institute focuses on people who do not have a lot of experience working with blind and visually impaired students. Cindy reported that there are 4 strands; birth to 6, elementary, mutli-handicapped, and secondary (middle and high school). There will be 35-40 participants. Dr. Stenehjem stated we are charging fees and using betterment funds to make this happen. Denise reported that Jim Bickford, Professor at Portland State University, has 26 students in the teacher training program. Jerry thanked Dee for coordinating the communication with him and letting him know what is going on in Yakima.

Education - Craig Meador

Craig reported that construction has started on Irwin. Craig and Dr. Stenehjem spend a great deal of time helping to oversee the project which is scheduled for completion on August 7. Craig spent a lot of time working with the admin. team on the draft Budget Reduction plan. The Program Focus is still ongoing, but it is not posted on the website yet. The plan is to launch the Program Focus by the end of the school year. Teachers are involved in training with the focus of how to work together in peer collaboration. The groups are called “Critical Friends”. After spring break, Craig will be working with staff to determine what programs we need to offer, and what programs we shouldn’t offer. Forty students will participate in Sports Camp this summer (July 6-12); 30 students will participate in Summer School for students entering 3^rd-8^th grade (July 13-18). The theme for Summer School will be “Core of Discovery” focusing on Lewis and Clark. DSB will provide assistance with DLS and recreation. Lori Pulliam will be heading YES I which will occur during the same two weeks. Dr. Stenehjem reported we have a $10,000 gift from the Washington Council of the Blind, and the Washington School for the Blind Foundation has offered a $30,000 as insurance to fund this in the event WSSB is unable to secure private funding. For the first time, all summer programs are being funded by private funds. The Foundation is working on a campaign to help raise funds, which will be sent to all individual Lions in Washington.

Terry suggested contacting legislators with information on the Doran bill to emphasize the protections from budget reduction to basic education as determined by the child’s I.E.P. Mike mentioned that Representatives have been provided information and we should be ready to provide additional information upon request. Mike felt that Craig was doing a good job just to survive this year. Mike felt that one of the greatest resources in selling the school is the consumer organizations.

Residential - Renee Corso

Renee stated that collaboration and cooperation are the two things she is most proud of. One collaborative effort that is occurring is a homework club with residential and middle school staff. Bonda has been a driving force in this effort. Jennifer Hervey, music teacher, is conducting a senior seminar focusing on transitional services; helping students obtain ID cards, connecting with DSB, learning about budgets, checkbooks, shopping, cooking, transportation, etc. Renee attended a meeting with Kayline Erceg (RLC) called STEPS. This is a three-way vocational opportunity with Ohio state, a hospital, and a magnet school. Dr. Stenehjem reported that the Foundation loaned money to start-up the espresso bar business and they just paid off the loan. The nurses are working a rotational schedule so that both nurses get to know day and residential students and employees. Discussion was held regarding the potential of the hospital partnerships/ job training potential available.

An Executive Session was called and adjourned at 9:23 p.m.

March 15, 2003 - 8:30 a.m. – 1:34 p.m.

Dr. Stenehjem provided a tour of the current capital projects: Irwin and Ogden Resource Center. Jerry called the meeting to order at 9:00 a.m. (Terry Robertson was unable to attend the Saturday meeting). Attendees: Shelley McCloud, Adrienne Stout, and Pat Phillips, and Parents Sally Coomer (and her father), and Jeff Weimken.

Old Business:

Jerry called for a motion to approve the following minutes: December 15, 2002, January 14, 2003, and February 11, 2003. Chuck moved to approve the minutes, Joe seconded the motion.

New Business:

Construction:

o The Irwin project is underway and is scheduled to be complete on August 7. Dr. Stenehjem reviewed the project including the Distance Learning component.

o The Ogden Resource Center is scheduled to be complete on June 30. This building will serve 1500 kids throughout the state and is the first state building that will be solar powered and have an eco roof. WSSB will be looking at including solar power for all future capital projects. Clark PUD will purchase some power back that will be generated during the summer. A database will be included with a virtual shopping tour of the IRC, and online registration for school districts. The Capital Project bids came in low enough that WSSB will be able to do some updates to the Ahlsten building. The Vancouver Police Dept. is interested in renting Ahlsten. Adrienne asked if they would be using the building for storage. Dr. Stenehjem stated it will be used for detectives and police officers for the West Precinct. Parking will be available in the old play area behind Ahlsten and along the street.

o 13^th Street Project: Includes paving, sidewalks, lighting, parking for visitors, fencing, and gates located on the SE and SW corners which will be electric cardlock controlled. An additional 45 parking slots will be added. A covered play area will be expanded over the existing play area if funds are available upon the completion of the Irwin project.

o Cardlock/Project: The cardlock system is being expanded to most buildings on campus and the security camera system will also be upgraded from 16 to 27 cameras. This system will provide WSSB with better information in the event of vandalism, etc. Adrienne asked if the campus would have better lighting. Dr. Stenehjem said yes, it will be expanded with the project; starting next fall.

Future Capital Projects

The largest proposed Capital Project is the major renovation of Kennedy, with plans to move recreation and Lions Den to this building. Sally Coomer asked about Capital funds. Dr. Stenehjem explained that Capital funds are a one-time investment. Joe stated that Capital allocations are separate funds. Pat asked what Operating funds were. Everything other than construction is included in Operating funds and 80+% of this is salary and benefits. Discussion was held regarding budget cuts and Business Office personnel. Pat wanted to know where the funds came from to hire them. Dr. Stenehjem explained that the funds were expended via the previous contracted service with WSD, and now those funds staff the WSSB business office.

2003-2005 Capital Projects ($4,142,000):

1. Boiler House (preservation): $668,000. The building was constructed in 1892. The boilers were salvaged from a 1951 naval ship. This will equal a 20-30% efficiency gain.

2. Kennedy/Dry/Irwin. General renovation, seismic, energy (preservation), etc.

3. General Campus wide preservation. This includes parking lots, sidewalk replacement, painting, security, fire protection, energy related work, technology access, ADA signage, upgrade lighting, etc.

4. Commercial kitchen. Dr. Stenehjem conducted a national study. WSSB is paying 97% higher than any other residential school. WSSB is now deconsolidating food services and is exploring all options, i.e. Clark College Culinary program, DSB (Blind vendor training program), etc.

Future Capital Projects:

o 2005-2007: One major project, general campus preservation small works projects $2,957,000

o 2007-2009: No major projects, general campus preservation small works projects $700,000

o 2010-2013: No major projects, general campus preservation small works projects $700,000

Budget Process/Request

Per year, day student transportation costs $150,000. WSSB is attempting to work with OSPI to determine if there is any way for WSSB transportation to be covered under the OSPI transportation allocation system. Adrienne asked what our plans were for the new bus. Dr. Stenehjem said it was purchased for on campus use; however there is talk about using it for weekend transportation. Currently, WSSB contracts for weekend transportation. If WSSB uses the new bus for weekend transportation, there are issues to be considered, i.e. restrooms, etc.

Budget Request

Intermittents have a direct impact on the budget. Three intermittents equal one FTE. Denise asked if subs were WSSB employees. Dr. Stenehjem said yes and if an intermittent works over 20 hours per pay period, they qualify for benefits. Last year, intermittents totaled over $50,000. WSSB requested 85.5 FTE’s for the next biennium which included two additional staff for independent living and two additional staff for distance learning. The Governor’s budget slated WSSB for a reduction of 5.6 FTE’s, which would reduce our current FTE from 81.5 to 76.

Draft Budget Reduction Plan

Dr. Stenehjem reviewed the current Draft Budget Reduction plan:

o Summer School: Reduce state funding by $40,000. WCB has committed $10,000, Western Michigan University has committed $6,000; and the Foundation has committed to funding $30,000 as an insurance policy if we are unable to obtain private funds.

o Deconsolidate Food Services. Conservatively we can reduce costs by $40,000. $11,000 can be obtained through USDA funds. 22% of our student population qualify for free/reduced program. WSSB is looking at charging $2.00 each for noon lunches.

o RIF driver position. Savings: $32,500 (includes benefits).

o Recreation Position. This position will continue, however the current employee is a senior paid employee. Potential savings: $5,000.

o RIF Custodial position. With the addition of the Supply Officer, inventory control duties will be transferred to the business office. Therefore, the custodian who handles inventory control will begin providing hands-on custodial services.

o RIF 2-3 RLC positions. The difference between whether or not it is two or three will depend upon the outcome of the legislative session. Savings: $90,800.

o Outdoor School. Savings: $5,000 (WSSB will pursue private funds).

o Cottage Closure. Savings: $5,000 (not including staff).

o Transportation. Savings: $5,000. Savings could possibly be more if we operate our own bus.

o Goods & Services. Savings: $20,000.

o Equipment. Savings/reduce: $20,000.

o Travel. Savings/reduce: $10,000.

o Reduce sub usage: Savings/reduce: $20,000. (Running total—savings: $320,860)

Potential additional RIF’s: RIF 1 teacher: Attempt to shift one teacher to outreach or distance learning.

Additional reduction ideas:

o .2 FTE nurse: Potential savings: $7,000.

o RIF Teacher Aide position: Savings: $25,000.

New costs:

o Tech position. Cost: $61,000 (includes salary and benefits).

o Supply Officer. Cost: $35,000 (includes salary and benefits).

o Grant Writer (contract). Cost/investment: $20,000 (contract employee). Potential yield of $200,000 in funding.

o Rent to outside groups. Currently WSSB receives $30,000 from outside groups. If we rent out Ahlsten we have the potential to bring in an additional $30,000.

Additional costs without additional state funding:

o Increase L&I, attorney general costs, tort liability, utilities/fuel, vehicle replacement.

o Day student transportation: Under-funded $70,000

o Weekend transportation: Under-funded $50,000

Denise is concerned about the potential closure of Clarke. Denise feels the residential program is a root program at WSSB. The issue of a wait list is a concern, and to combine two age-groups is not always productive. Denise feels the residential component makes WSSB unique. Denise stated she would rather see WSSB RIF persons than close a cottage (non-direct employee). Noel suggested to RIF the IT person and Supply Officer. Cindy questioned the need for the Director of Outreach. Cindy suggested that Craig supervise the Outreach staff. Dr. Stenehjem stated that Rod provides direct service. Cindy also felt we should look at the need for a full-time School Psychologist, as we contract for counseling. Dr. Stenehjem reported that WSSB does not pay for the counseling contract. Cindy feels the two positions could be dealt with through attrition. Dr. Stenehjem said he appreciates the suggestions. Mike stated the consumer groups feel that closing a cottage is unacceptable and should be taken off the table. Dr. Stenehjem reported that WSSB may have some flexibility with FTEs, i.e. teacher’s, teacher’s assistant, RLC’s should be counted as .83 FTE, not 1 FTE. By counting the FTE’s correctly, WSSB could gain 10 FTE’s. However, WSSB still needs to come up with almost $250,000 per year in cuts under the Governor’s proposed budget. Anything we do will have a negative impact.

Parents Comments

o Kathleen sent a letter regarding budget concerns to all parents and received a wonderful response. The issue that parents are most concerned with is closing a cottage.

o Jeff reported that his son has blossomed since he came here and that keeping the cottage open is very important.

o Sally and her husband visited surrounding schools (Duvall, WA) to see if they could provide a better service, it was not there. Rod Humble visited their family and provided information on WSSB. Her daughter Becky loves going to school. Sally feels that closing a cottage may be the beginning of a change and may be detrimental. Sally feels that if the demand is there for services, and if we close a cottage, it sets a precedent.

o Sally asked if the Board was advisory or authority. Dr. Stenehjem stated it was an advisory board. Kay stated it is early in the budget process, and we are just gathering information.

o Sally feels that some of the suggestions that were put forth should be looked at. Sally asked if there was anything parents could do to get their message heard. Denise said that for parents and staff, the Board members first responsibility is to represent their congressional districts. Board members are regularly informed regarding ongoing issues at WSSB, and parents can contact them anytime for information. Lynette said that when WCB met with the legislators they asked them to come up with strategies for other directions for people to go.

WSSB Staff Comments:

o Carol reported that there is one teacher position still left open by Alan Roth. Dr. Stenehjem stated that FTE’s are issued by agency, not department. Carol stated the teacher’s union feels they have already given up an FTE because of the open FTE. Discussion was held regarding the assignment of FTE’s within the state. All FTE’s issued to WSSB are currently used; there are no unfilled FTE’s. FTE’s are, and have always been moved throughout the agency as determined by need. No department owns FTE’s.

o Adrienne read a letter that was addressed to the board regarding the closure of Clarke Cottage. Shelley and Adrienne started a program, whereby they planned their own meals, went shopping, etc. 75% of our students are capable of making their own lunches. Adrienne feels this is an idea to help defray some of the cost of Food service, i.e. “Brown Bag Budget Reduction Plan.” Jeff said that his son will not eat the lunch provided through contracted food services with WSD.

o Dr. Stenehjem stated that since we started deconsolidating services with WSD the end result was that our efficiencies rose. Upon the decision to deconsolidate food services with WSD, they transferred three FTE’s for food service staff to WSSB. WSSB is looking at all options in food services to reduce costs and improve quality.

o Kathleen has a number of letters from parents for the board and will e-mail them to all board members for their information. Dr. Stenehjem asked if people have budget reduction ideas to send them to the Board or to him.

o Sally asked for clarification on Board of Trustees. Joe stated they are advisory only, and they recommend to the Governor, people who they feel would be a good superintendent. The Board sends the Governor Dr. Stenehjem’s annual performance evaluation. The board supports the students, school and state-wide programs. Mike stated there is a fair amount of morale power involved. There is one person for every congressional district, and the person serves a five-year term. They are appointed by the Governor with consent of the Senate. Jerry stated that Dr. Stenehjem uses the board as a sounding board. Noel said anyone can apply by completing the board application. The only position open at this time is Congressional District #9. Jerry thanked the parents and staff members for spending their time and offering their suggestions.

Committee Reports:

Legislative Committee: Dr. Stenehjem feels we have a lot of support in Olympia. At the legislative conference we presented good information and we were received well. Mike felt the personal touch is very important to Representatives and Senators so they get to know you. Dr. Stenehjem felt it was really important for us to meet with Rep. Ruth Kagi, who is the head of the Children and Family Committee and on JLARC (Joint Legislative and Review Committee). Rep. Kagi questioned the need for residential schools in general. Dr. Stenehjem mentioned WSSB has provided Rep. Kagi with a lot of information about the diverse services both on and off campus. Rep. Kagi will plan to visit WSSB in the future. Adrienne asked if when Rep. Kagi comes down that we invite her to dinner at Clarke.

Building Grounds Committee: Terry, Joe, and Jerry. Jerry reported the Buildings and Grounds committee did a walk-through yesterday. Recommendations were: update vocational building (ADA, heating/ cooling, and safety), replace the boiler house and boiler’s, reseal the track, replace fencing on the north side of campus (Terry suggested matching the wrought iron fence), Dry well west of the vocational building needs to be bigger, Ahlsten needs general upkeep, and continuation of sidewalk, roof maintenance and signage.

Management Committee: At the last board meeting, the Management Committee chair was instructed to write a letter to the Governor regarding Dr. Stenehjem’s evaluation. Noel felt it should be signed by Terry. Janet will e-mail the letter to all board members for their information.

Ex-Officio Reports:

o Mike reported that the NFB of Washington’s spring meeting will be March 28-30 in Spokane. There are a number of items in legislation. The significant issue right now is voting access. The house version is a little different than the senate version. The National convention will be held in Louisville.

o Bonda reported that over 600 letters were sent by the Local 1225 and a Saturday parent and consumer informational meeting was held in support of reinstating funds.

o Lynette reported that the WCB is working with their membership to have them be more proactive in legislation. They are sending 4 members to Washington D.C. and also leadership workshops. The WCB’s state convention will be held in November in Spokane. Their National convention will be in Pittsburgh.

o Carol stated that due to Civil Service Reform, the teacher’s union can no longer be associated with the Vancouver or Washington Education Association (after June 2004) because they are state employees. The problem is that none of the other unions are teacher-based. The WSD has signed on with WPEA (Washington Public Employees Association). The other issue facing the teachers is the new legislation regarding No Child Left Behind. This creates a problem for WSSB because they teach several subjects. Dr. Stenehjem stated that this was a topic at yesterday’s Regional Superintendent’s meeting. Denise asked if our classified staff was designated as Para-Educators. Dr. Stenehjem stated they are not. Carol lead a committee that included Colleen Lines, Rob Tracey, Vaughn Brown, Lynette Romero (could not participate due to schedule conflicts), the project Architect, and Kaye Kipp. The committee traveled to Seattle to view four different artists’ work. WSSB chose two pieces, one is a Columbia basalt bench, and the other piece is an interior piece that is a terra cotta, a scene of a woman picking pears from a tree at night. Dr. Stenehjem stated this was a good experience for the Washington State Arts Commission in working with blind and visually impaired students and adults.

o Kathleen said she has been working with parents to get them to respond to the letter she sent regarding the budget. Kathleen said that there was positive feedback regarding the student/parent feedback.

Susie encouraged everyone to bring $5.00 for the Foundation’s Keep it Alive campaign and also to give them to friends and relatives to help with fundraising. Susie asked if we could put up a booth or some kind of table to hand out envelopes at the state track meet. The meet is in Ft. Lewis, during the last weekend in May.

Sally when the budget will be formalized. Dr. Stenehjem said if the legislators convene on time, it will be April 27^th. Sally asked if people will be informed regarding decisions on what WSSB will do. Dr. Stenehjem stated they will and that he has never RIF’d an employee since he has been in administration for almost 30 years. Pat asked if we went to war if it would have an impact on the budget. Mike doesn’t feel it will make a difference with the current biennium.

The next Board meeting will be held via a conference call on May 1, 2003 at 7:30 p.m.

Joe moved to adjourn the meeting; Susie seconded the motion. There being no further business, the meeting adjourned at 1:34 p.m.

Terry Robertson, Chair Dean O. Stenehjem, Ed.D.

Superintendent