CHCCS Boardroom for June 18, 2009

Board votes to make Phoenix a school:

All districts in North Carolina are required to operate an alternative school or program. CHCCS has been using the program model at Phoenix Academy. A school designation would provide state funding for a principal position. As a school, Phoenix would need to draft a school improvement plan, something not required in the past. State accountability measures also are adjusted for alternative schools, and they would not face sanctions under No Child Left Behind since they do not receive Title I funds.

Board Member Greg McElveen said the mechanism for getting students into Phoenix Academy needs to be more consistent, regardless of whether it is designated a school. He noted a lack of diversity in the school population at Phoenix.

Board Member Annetta Streater said she supported the proposal and wanted the name to remain as it is.

Board Member Jean Hamilton echoed McElveen's comments on consistency in student assignment to Phoenix.

Board Vice Chair Mike Kelley moved the resolution; it was seconded by Board Member Annetta Streater. The resolution was approved unanimously.

Board approves adjustments in local, state and federal budgets:

Superintendent Neil Pedersen made several recommendations in moving forward with planning for the 2009-2010 school year. His recommendations were based on the budget approved by the NC House on June 13 and on the budget approved by the Orange County Board of Commissioners on June 16. The House budget reduces funding to the Chapel Hill-Carrboro City Schools by approximately $4 million, while the County allocation is reduced by $1,217,510. Approval of these recommendations will allow administration to move forward with filling some positions.

Pedersen began by outlining reductions needed to balance the local budget. The Board previously approved reductions totaling $718,280. Other proposed reductions for the local budget include: additional central office reductions; three world language teachers; one gifted education specialist; three elementary art and music positions; two high school media assistants; three teacher assistants (CIC); a reduction in the use of substitutes; high school reform; middle college allocation; high school academies; high school and middle school athletics and co-curricular activities; one student assistance counselor; half a family specialist position; and half a 504 position.

Pedersen noted that the elementary art and music reductions brought equity in programming between schools and did not reduce services. Instead, it increases teacher workload somewhat. He explained how some of the high school support positions could be combined to reduce staffing. He asked the Board if these reductions met with their approval so that administration could move forward with restoring some non-renewed staff.

The estimated state budget reductions include: 33 classroom teachers; central office; four non-instructional support positions; mentor positions; 40 teacher assistants; staff development; half an ESL position; transportation; student accountability; textbooks; technology; More at Four;CTE; and middle school after-school transportation.

Pedersen said that the district is operating on the assumption that the House budget is a worst case scenario. He explained that the elementary teaching positions may be the last to be acted upon because of the uncertainty of the various class size proposals being discussed in Raleigh. He called the teacher assistant issue "problematic." It amounts to about $1 million. Part of the reduction was based on fewer classes. Now, there would be teacher assistant sharing arrangements since some of the elementary class size increases were not included in the House budget. He noted a last-minute reduction in CTE fuding in the House budget. It amounts to $125,000. It does not have personnel implications since many months of employment in CTE are converted to supplies and equipment. He noted flexibility in making transfers if some of these estimates prove to be off somewhat when a final budget is adopted. He stated that programming for middle school after-school woul d continue, even if transportation could not. He stated the Orange County did not provide transportation for this program and had a higher number of students participating, even without access to public transportation.

He noted that five positions can be funded through federal grants. Two of these are certified positions funded by Title I, and three of them are the transition coordinators which can be included in the IDEA application.

He identified more than $1.3 million in funds that potentially could be available for redistribution. These included step increases for employees that were included in the local budget request but are not likely to be in the state budget, summer school savings, IDEA ARRA funds that could be set aside and local supplements for eliminated positions.

He shared the following potential uses for these funds: restoring some K-5 teacher assistants; restoring some classroom teaching positions, especially in grades 4-5; restoring three world language positions; restoring one gifted education specialist; and restoring reductions made in transportation, middle school after-school, instructional support positions and central office positions.

Pedersen said he wasn't expecting the Board to make decisions about these potential areas for redistribution at this time. He indicated that salary increases were still unclear. The House budget did not include any pay increases; the Senate budget did. He stated that the federal funding was not being used to balance the local budget at this time. He said there was no recommendation for restorations at this time.

Stuckey clarified that Pedersen needed the Board to look at the local reductions and agree on those so that administration could begin hiring back some staff members. Pedersen said he also would appreciate feedback on any state reductions that Board Members didn't support so that this could be addressed when preparing a final budget.

Board Member Annetta Streater asked what a school would look like if kindergarteners aren't being included in their teaching load of world language teachers. Pedersen said no school would have two full-time world language teachers. The school might have a full-time teacher and then some fraction of a second position. He noted that pairing up schools might keep these teachers in full-time employment. Streater also asked about athletics and academy cuts. She wanted to know what these reductions would look like. Pedersen responded that the stipends to academy coordinators would end and that PE and Athletics Coordinator Scarlett Steinert has been working with athletic directors to determine where those cuts would occur. She expressed concerns about reducing game schedules or not purchasing uniforms. She urged the inclusion of the community in these conversations to see whether the community might support these programs in some way. LoFrese stated that some of the high school reductions were in long-distance travel for games.

Streater said she was concerned about eliminating after-school transportation at the middle schools. She asked for an explanation of the funding and operation of the program. Pedersen explained that these funds initially had to be released to a non-profit and that Communities in Schools became the non-profit to oversee these programs in Orange County. He described it as an "umbrella" of funding but that each school district operates its own programming. Pedersen explained a complicated funding formula in which funds are provided by towns, the county and the state. Streater asked that a safety net be provided for families who have come to depend on this service and that parents be informed about the change.

Board Member Jean Hamilton said that public transit schedule needed to be looked at. Just because it exists doesn't mean it will operate on a timeframe that will support the program, she stated. She asked about the possibility of reassigning world language teachers or gifted education specialists as classroom teachers. Pedersen responded that the licensure of gifted ed specialists would probably allow their reassignment while the licensure of the world language teachers would not.

Board Member Mia Burroughs said she could support the planned reductions in the local budget. She made the case for restoring kindergarten world language as a priority when and if funds would allow once a final budget picture becomes clear.

Board Member Greg McElveen said he was encouraged that reductions weren't as draconian as expected earlier. He asked about a 15 percent set aside in early childhood IDEA funds and whether they could be utilized to restore other cuts. Bowling said that much of this money was targeted at leveled literacy materials for K-2. Students who aren't experiencing success have to be targeted. They also must be tracked. RTI, PBS and staff development also are included in these funds. McElveen asked whether the district would be applying for stimulus grants. Pedersen responded that he listened to US Secretary of Education Arne Duncan's remarks over the weekend as he delivered a presentation in Cary. The remarks were streamed over the internet. Pedersen said that many of the funds are being directed to the state level for things like national level assessments. So far, the district has not seen any requests for proposals but does continue to look for interest-free cons truction bonds.

McElveen suggested checking in with Congressman David Price to determine if there was something available that we weren't aware of.

Pedersen said the reductions needed to be put in perspective. The local cuts tonight are uncomfortable but doable. The greater cuts will be made at the state level, where 80 positions may need to be eliminated.

Board Member Annetta Streater moved the resolution; it was seconded by Board Vice Chair Mike Kelley. It was approved unanimously.

Board takes no action on position exchange request for Seawell:

Seawell Elementary's School Improvement Team requested an exchange of one media assistant and one office assistant in order to support a world language teacher position if the district's allocation to the school drops below two positions. Administration did not support his request because the position being supported by the exchange is one that is being reduced as a result of recent budget cuts and because positions are being allocated to schools in such a way as to ensure consistent staffing and programming.

Superintendent Neil Pedersen said the issue is normally how a school would meet the teaching of the Standard Course of Study as the exchange is made. That's not the issue here. The issue is whether one school should teach a subject at a grade level that is not offered at any other school. It also impacts staffing in the media center and the ability to provide services there.

Board Member Mia Burroughs noted that the school needs a .4 position now under the budget items approved earlier. Principal Susan Pegg said that an assistant might be shared between the office and media center if possible. Burroughs said she was conflicted about it. She said she could support it since she is advocating to restore kindergarten world language instruction at all schools.

Board Member Annetta Streater thanked the Seawell community for coming out to support the issue. She said she was concerned about the inconsistencies this created. She was afraid that parents at other schools might think their children were being short changed if they couldn't begin world language as soon as those students who attend Seawell. Streater asked whether this kind of exchange was allowed. Pedersen responded that these positions are funded locally and that there was discretion in how the funds could be spent. Streater expressed concerns about the rationale provided by the Seawell staff. She noted that it was not the intent of the world language teacher to make home visits as the bilingual family specialists at other schools do. Pegg responded that the teachers are willing to perform this service after school and that the school has found this to be valuable.

Board Member Jean Hamilton commended Seawell for its wonderful world language program. She said she regretted the need to make cuts but thought the district needs to be equitable and consistent in allowing these exchanges.

Board Vice Chair Mike Kelley said he had concerns about the loss of the media assistant and about the equity issues. Kelley said he, too, would support the restoration of funding to kindergarten world language if funds become available.

Board Chair Lisa Stuckey said she was less concerned about the differences between schools but could not support the conversion of the media assistant. She said library services need to be available to students in a consistent fashion.

Pegg urged the Board not to take things away from schools that make them powerful and special in the name of making schools alike.

Board Member Greg McElveen thanked the teachers for their extraordinary contributions to the district and noted that they would both still have full-time employment with the district, even it it's not all at Seawell.

Superintendent Neil Pedersen asked if this could come back to the Board in a way that the Board could support, particularly in light of the restoration of first grade services. Pedersen noted that one assistant would be needed to make up the .4 allocation that is needed. It could be the office position to avoid the library service issues. The proposal could be written to be consistent in not including kindergarteners.

Burroughs said "make it work." Hamilton and Kelley said they could support such a resolution. Kelley added that he'd support other schools exchanging office support positions for world language. Stuckey said she'd support another proposal as well.

Pegg asked if it needed to be re-written or could be acted upon now. Pedersen said that it should be reworked with an electronic vote of staff members who are currently away from school.

No Board Member moved a resolution, so the item failed.

Board receives report on Twice Exceptional students:

Twice Exceptional students are those who are both gifted and affected by a learning challenge. The number of these students enrolled in the Chapel Hill-Carrboro City Schools exceeds the national average. Approximately 89 CHCCS students meet this definition.

A districtwide task force was organized to study the issue and collect data in order to make recommendations. Dr. Mary Ruth Coleman of the Frank Porter Graham Child Development Center conducted the needs assessment and facilitated the process.

The task force recommended the following areas to address:

- Coordination of procedures for identification and services through Gifted Program and Exceptional Children within existing structures and personnel.

- Increased intentionality for the coordination of processes that support the twice exceptional learner.

- Identification and creation of resources and procedures for improved services and communications.

- Creation of procedures for transfer of individual student information to new teachers and school levels when students transition.

- Increased communication for awareness on the part of educators and the parent community for procedures and methods that support twice exceptional learners for academic success and social/emotional development.

Executive Director of Exceptional Children Margaret Blackwell and Director of Gifted Services Carol Horne delivered the presentation. Blackwell said that this is an old issue that's now become a joint issue to be "bridged." Two to three percent of the gifted population also is disabled. Seven to nine percent of the EC population also is gifted.

The goals of the study were to understand the ways students are identified and supported and how processes could be coordinated.

Horne provided an overview of how the study was conducted. Focus groups and interviews were held. More than 50 parents participated in one session. Thirteen parents provided interviews. Three general surveys were conducted of students, teachers and parents. They contained embedded questions related to 2E. An extensive literature review also was conducted.

Horne summarized the results of strengths-district's commitment to undergo study, quality of personnel and collaboration.

The needs were: integration of practices for EC and gifted support. There is an extreme need at the high school level. There are extensive gifted and EC plans, but the two need to be brought together. There is a need to make transitions easier as students change teachers or schools. Horne also summarized the recommendations. Horne stated that the processes needed to be more intentional and formalized.

Board Member Greg McElveen said he appreciated the work of the task force. He suggested that staff work on identification of students who fit these criteria. He said one hindrance to identification might be the language used-such as "disability." He encouraged the creative use of federal funds to support this.

Board Member Mia Burroughs said she was struck by student survey data indicated that their teachers did not recognize their abilities. She said she understood how this could be the case in a high school where a student would have seven different teachers who would need to be informed about their status. Burroughs said that Thrice Exceptional may be more appropriate because mental health issues also accompany this condition.

Board Member Jean Hamilton applauded the efforts of those who worked on the report. She noted that a new director would need to implement the plan. She suggested a timeframe for each element. She thought the communication piece might need to happen first so that the other components could be better understood. She said that the issue reminds us of the importance of communication.

Board Chair Lisa Stuckey asked if this is an issue that is perfect for RTI but that the challenge is making teachers aware of how many kids are in this situation. Blackwell agreed and said this would address modifications before the identification process.

Board Vice Chair Mike Kelley thanked Horne and Blackwell for their service to the district as they retire. He asked them to share what the Board should look for down the road as others implement the recommendations. Blackwell said that the products from the work plan will be key and that the new EC director was well aware of tonight's report. Bowling added that the language would begin to appear, that communication would be distributed and it would be incorporated into the two plans.

This item appeared on the work session agenda, so no vote was taken.

Board recognizes students and staff:

The Board honored Kathy Dai of Phillips Middle School for winning the Grand Prize in the Legacy Project's "Listen to a Life" Contest. Students were to interview someone over 50 years old to learn about the person's hopes and goals. Kathy selected her neighbor, Helen Marie Simms. Ms. Simms was a civil rights activist and shared the story of her struggles with segregation. Ms. Simms also was on hand to be thanked by the Board for her participation in Kathy's project. Kathy received a computer with $800 worth of software. Phillips Middle School received $25,000 in educational software. Kathy completed the assignment while working with Phillips' Gifted Education Specialist, Lisa Joyner.

The Volunteers and Partners Office presented its annual awards to outstanding volunteers and teachers who effectively utilize volunteers in their classrooms.

Robert and Cecelia Jolls have volunteered for more than 15 years. They became mentors in 2001. They mentored Racheal Ray from fourth grade through her graduation from Middle College this year. Bob mentored Racheal's cousin and another student over this same time period. He has hosted a Blue Ribbon Mentor-Advocate Book Club. They were described as enthusiastic, patient and kind. Their relationship is a model for young people. They also volunteer as School Reading Partners. They were named Volunteers of the Year by the Volunteers and Partners Program. The award was presented by Volunteer Coordinator Mary Bushnell.

The WCHL News Talk Radio Award for Outstanding Teacher Use of Volunteers was presented by Morning Man Ron Stutts. The award was presented to Chuck Hennessee of Culbreth Middle School. Hennessee is an AVID teacher. He uses volunteers as tutors in his classroom, allowing him to reach more students directly.

Financial Report for May:

This item was pulled from the Consent Agenda for discussion by the Board.

Board Vice Chair Mike Kelley stated that he pulled the item because he wanted an update on the deficit in Child Nutrition.

Assistant Superintendent for Support Services Todd LoFrese responded that there is an estimated $20,000 deficit over subsidies already appropriated by the Board. The department will continue to look at food costs and staff costs. He said that Child Nutrition staff members work one day at the end of the school year when no lunch is served. They work on cleaning kitchens to close them for the summer and finishing up paperwork.

Board Member Greg McElveen asked whether the range of choices at the secondary level was being addressed after it was identified as a reason for heavier staffing and losses. LoFrese said they hadn't looked at reducing choices yet. They are exploring ways of just tightening up staffing plans at this time. McElveen said he didn't think we could afford the variety we are currently providing.

McElveen asked about an underutilized portion of IDEA funds. He asked whether there were plans for expending this or whether it would be carried over. Executive Director of Budget and Finance Ruby Pittman explained that the carry over was deliberate as the grant providing the funds has a 27-month calendar.

Board Member Annetta Streater asked whether more outside vendors would be contracted with to provide specialty items in cafeterias. LoFrese responded that some vendors have already been retained.

McElveen asked that Child Nutrition use local produce to reduce costs. He also asked that the mark-up on the resale of vendor items. He noted that current resale items were of a higher price and lower quality than if purchased at the franchise store.

Board Member Jean Hamilton asked for a comprehensive report on the problems and strategies being implemented. She stated that this was a persistent problem that has been around since she joined the Board.

Board Vice Chair Mike Kelley said that another transfer to Child Nutrition would be needed. He inquired about the anticipated fund balance. Pittman estimated it at $3.2 million, or 5.5 percent.

Board Vice Chair Mike Kelley moved the item; it was seconded by Board Member Annetta Streater. It was approved unanimously.

Board approves Consent Agenda:

The Board unanimously approved tonight's Consent Agenda. Items on the agenda included: Theft and Vandalism Report; Construction Progress Report; Budget Amendments for May; Authorization of Hiring for 2009-2010; Head Start Continuation Grant; Spending Resolution; Enhancing Education through Technology (EETT) Planning Grant; Safe and Drug Free School Grant; Policy 7940: Classified Personnel: Suspension and Dismissal; Policy 4135: Tuition for Discretionary Admissions; Title I Application. Board Chair Mike Kelley moved the resolution; it was seconded by Board Member Jean Hamilton.

Board Members present included: Lisa Stuckey, Chair; Mike Kelley, Vice Chair; Mia Burroughs; Jean Hamilton; Greg McElveen; and Annetta Streater. Jamezetta Bedford was absent. The Board will meet next on July 23 at 7 pm in Carrboro High School.