| BOE Minutes | BOE Home Page | |
| Previous: 2004-03-31 || Special Meeting - Open Session || Next: 2004-04-26 | ||
| Madison Metropolitan School District Madison, Wisconsin Art Rainwater, Superintendent | ||
|---|---|---|
| BOARD OF EDUCATION Minutes for Special Meeting - Open Session April 19, 2004 |
Doyle Administration Building 545 West Dayton Street, Room 103 Madison, Wisconsin |
|
Special Meeting of the Board of Education-Workshop was called to order by President Bill Keys at 5:50 p.m.
MEMBERS PRESENT: Ray Allen, Carol Carstensen, Bill Clingan, Bill Keys, Juan José López (arrived 6:25 p.m.), Ruth Robarts, Shwaw Vang (arrived 6:45 p.m.)
MEMBERS ABSENT: None
STAFF PRESENT: Jane Belmore, Valencia Douglas, Mary Gulbrandsen, Tom Pierce, Roger Price, Art Rainwater, Ken Syke, Barbara Lehman-Recording Secretary
OTHERS PRESENT: Johnny Winston, Jr.
1. Approval of Minutes
It was moved by Ray Allen and seconded by Bill Clingan to approve the minutes from the Workshops dated February 16 and March 1, 2004 as distributed. Motion unanimously carried by those present.
2. Announcements
The superintendent announced that the election of officers is scheduled for April 26 and that Julie Frentz, principal at Emerson Elementary, has requested a transfer to Van Hise Elementary. The district will be advertising for principal positions at Lindbergh and Emerson Elementary Schools, Black Hawk Middle School, and West High School. There is a candidate pool for the elementary and middle school positions already.
The chair was turned over to Carol Carstensen
3. Request for Proposals to Analyze the Costs for Providing Services relative to Business Services and Human Resources
(Packets included Request for Proposal (RFP) #3046 for a comprehensive assessment of Business Services and Human Resources. A copy is attached to the original of these minutes.)
There was a dialogue between Tom Pierce and the board members about the RFP. Mr. Pierce noted that it was not a bid and follows the structure of the State of Wisconsin. Any edits could be made and the cost would be around 20-25 percent. It provides flexibility but is objective. He predicted a 6-8 week process start to finish.
Discussion: Estimated costs are wide ranging; only comparison was Davidson. Scope is limited to Human Resources and Business Services; only department not included that is not instructional is General Administration at the Doyle Building. Purposes were to include addressing issues about "heavy administration," staying on track with the budget, and working on a several-year plan in the context of curriculum and goals.
People try to compare with other similar departments in other districts. No evidence of getting the benefit from the Virchow Krause study providing a model that could be used year by year. Hoping to get a written statement and have discussion about what can be done to reduce the number of administrators. There is a problem with lack of resources to devote to these things.
Project needs to be more focused and description does not give clear direction. A suggestion was made that this project be board driven and that a committee be designated to shepherd this project. Virchow Krause recommendations sat around unused. Project can be done without spending this kind of money. Look at businesses that would loan these services to the district and with the UW School of Education. There are other models that can be used. This ties into the mission and staffing is tied to mission and goals; cannot be done independently.
Timing is an issue; could be done during the summer.
Business Services and Human Resources are comparable to other districts and corporations but the administrative structure of the instructional part is another question and would require different backgrounds; should keep them separate. Virchow Krause study did not deal with the business wing. This is a long-range strategy.
Whatever study is done, goals have to be clear and measurable. Table the issue until there are a specific set of goals for the district, for staffing, a 3-5 year framework for that, and a report about what happened with Virchow Krause to analyze functions internally in the future.
Reverse the process and look at the educational component first then Business Services. Educational policy will drive staffing which will drive level of support needed.
Staff to specific, measurable goals and build the organization that can deliver those things. Where an RFP would fit or not fit and use of the Virchow Krause study or not would then be easier to decide. There is no 3-5 year plan with what the board wants students to be able to achieve; there is a threshold of things that are reported out. More specific goals are needed in terms of the core curriculum area then the 17 areas where standards exist.
Juan José López arrived at 6:25 p.m.
Example of reaching a reading goal is to use Reading Recovery and putting more money into it, then might conclude that a payroll or purchasing department cannot be afforded and would have to go to other places in the district and combine this work. Impetus is to find most cost efficient way to do Business Services and Human Resources; do not understand how those things change based on curriculum or goals. Making a case for referenda or suing the state; need to be making more direct communication between goals and efficiencies and the results for kids. Need to hire an outside firm for this project.
There was some discussion about the internal audit evaluations.
Process improvement started before the Virchow Krause study devoted to the business wing and resulted in some staff reductions. Consultants looked at things to automate using technology. Virchow Krause material was a precursor to the RFP and incorporated into the work flow analysis. That involved saving 9 FTEs to pay for the technology plan.
Can limit the costs but this provides a way to respond to the public; move to Human Resources Committee.
It was moved by Ruth Robarts and seconded by Ray Allen to table the RFP until there is a 3‑5 year plan in place with specific, measurable, performance goals for students.
Discussion: Performance goals like math report disaggregated results, break out by race, ethnicity, etc., and follow up on that. Table after discussion; need to address non-school side of staff.
A substitute motion was made by Bill Clingan to refer the issue to the Human Resources Committee. Seconded by Juan José López.
Discussion: Committee could look closer at the RFP, address issues raised here, limit the dollar amount, and decide on the best timing. There was more discussion about how this ties into academic performance.
The substitute motion carried 5-1 with Ray Allen voting no and Shwaw Vang absent.
4. 2004-05 Amended Proposed Budget
(Packets included administration's recommended amendments to balance the budget (4/15/04). A copy is attached to the original of these minutes.)
Ms. Carstensen noted that the budget was now in the hands of the board and that people should make proposals that balance restorations with cuts.
Shwaw Vang arrived at 6:45 p.m.
Discussion: Usually have a presentation; have not yet discussed with the superintendent about the budget. Would like a discussion on the summary by department about which are funded outside the revenue cap and which are not and to get an update in the same format as the one today. That information was e‑mailed on Friday. No effect on the bottom line and was announced before the first forum; cannot be spent on any other school. Amounts to 12.4 FTEs and the adjustments were made to prevent the doubling of specials and to add back the list of things presented here.
Administration will make a formal presentation, including identifying items that are under the revenue cap and which are not. Timeline must be set to have a budget by July 1 and make staffing decisions before the end of May.
Process suggestions: 1) make initial proposals, schedule a community forum, then formal adoption and direction to the administration; 2) look at Human Resources issues and work back from there, send out a calendar that includes a presentation and a forum; 3) look at Human Resources requirements, allow board two weeks to submit initial proposals, get administration's reaction, hold public hearings in between.
Budget not available electronically until new software is in place after July 1. Detailed, line-by-line budget will be produced in print form. Department budgets can be updated within two weeks. Administration will have one additional change; driver's education will have increased fee or will be cut. Chair will prepare a timeline for when these things have to occur together with the board president and the administration. Requests for analyses would be appreciated sooner rather than later.
Offering a cut for restoring keeps the board members responsible. Concerns with proposed changes for 9th grade athletics and increasing class size. Do not have to restore every time something is reduced. Concerns about reduction in janitorial services and segregating resources like the minority services coordinators. Have to look at different models of delivery.
5. Other Business
There was no other business.
6. Adjournment
It was moved by Ray Allen and seconded by Ruth Robarts to adjourn the meeting at 7 p.m. Motion unanimously carried.
bl
Previous: 2004-03-31 || Special Meeting - Open Session || Next: 2004-04-26