WASHINGTON STATE SCHOOL FOR THE BLIND
BOARD OF TRUSTEES
Minutes from Board of Trustees Meeting Conference Call
January 11, 2011
Board Members Participating: Annabelle Fitts, Chuck Nelson, Ed Snook, Sherry Perry, Denise Colley, Lorna Walsh, and Yang Su Cho.
Board Members Absent: Jim Kemp and Steve Rainey.
Ex-Officio Members Participating: Michael Freeman (National Federation of the Blind of Washington) and Berl Colley (Washington Council of the Blind).
Ex-Officio Members Absent: Paul Baldwin (WSSB Teachers Association) and Scott Hone (Washington Federation of State Employees Local #1225).
Washington State School for the Blind (WSSB) Staff Members Participating: Dr. Dean Stenehjem (Superintendent), Craig Meador (Director of On Campus Programs), and Janet Merz (recording secretary).
January 11, 2010 – 7:30 pm
Dean called the meeting to order at 7:30 p.m.
Business Meeting
Old Business
Approve board meeting
minutes of December 3-4, 2010. Chuck moved to approve the meeting minutes as
submitted. Lorna seconded the motion. The minutes were approved unanimously.
New Business
Current Budget Status (Operating)
Dr. Stenehjem sent out a written report (listed at the end of the meeting minutes) which he reviewed.
Operating Budget
WSSB has
$156,000 to expend by the end of the fiscal year, therefore WSSB will be
holding Summer School and Youth Employment Solutions (YES) in June, 2010. Annabelle
asked what would happen to the funds that were donated to the Foundation in
response to their appeal for Summer School funding. Dr. Stenehjem stated he
will recommend to the Foundation that a letter be sent out asking donors if
they would like their funds returned or if they can be held for 2012 summer
school programs.
Dr. Stenehjem
and Jessica Sydnor met with Small Agency Client Services (SACS) today. As of
this time WSSB’s Betterment funds will remain as they are. Third Party Billing
Funds that were tracked in the Betterment areas need to be transferred back to state
general funds as recommended by SACS, due to this transfer, summer school
programs will be offered this year. These were funds in the past that we had
been able to carry forward; this will not be the case in the future. WSSB is
also examining all fund areas to determine which can be carried forward and
which have to be expended by the end of each fiscal year. Dr. Stenehjem said
in the future, the Foundation will receive funds for Summer Institute, a fee
for service summer program. In turn the Foundation will then provide a grant
to the school to operate the program. This will provide additional
flexibility, should additional funds be received beyond expenses so these funds
could be carried forward in order to cover future shortfalls, which can happen
from year to year based upon enrollment. Annabelle asked if there were other
things that can be done this way. Dr. Stenehjem said that SACS is willing to
work with us and that he believes that this may work for other private funded
workshops/programs in the future.
Dr. Stenehjem
asked SACS to do an internal audit for our accounting systems to be sure WSSB
is doing everything 100% in accordance with rules and regulations. This will
occur in the near future.
Ed asked if
the 6.3% budget reduction is in addition to the 5% that WSSB already took. Dr.
Stenehjem said that WSSB took a 5% reduction coming into the biennium. The
question was asked if all agencies took the 5% reduction; Dr. Stenehjem said he
was not sure. Dr. Stenehjem said the 6.3% was an across the board reduction.
Capital Project:
Dr. Stenehjem
reviewed the Capital Project overview (listed at the end of the meeting
minutes). Dr. Stenehjem stated all projects need to be complete by the end of
the fiscal year (June 30, 2011).
Transition of Business Office Services to SACs.
Dr. Stenehjem
stated that once WSSB’s Accounts Payable and Timesheet processes have been
digitized, that WSSB will offer these online designed programs to the Washington School for the Deaf, which has already moved most of its business functions to
SACS.
Preschool Meeting/Status (Elimination of Preschool Program)
Annabelle
asked if the Preschool meeting was held. Dr. Stenehjem said it was held January
4 and one parent attended. Craig stated that the parent also met with WSSB
Outreach TVI, Cindy McAlexander who discussed her part in the transition
process. Annabelle asked if any other parents contacted WSSB regarding this.
Craig said no. Craig reported that at this time, the Elementary program is
full and cannot accept another student without eliminating another program on
campus. Annabelle asked what the Preschool teacher’s plans were. Dr.
Stenehjem stated that we anticipate that both teachers were retiring at the end
of the school year.
Dr. Stenehjem reported
to the Board that as of now, WSSB will be able to handle all of the budget
reductions without having to RIF any teachers due to retirements and that some
positions will need to be filled due to three upcoming retirements in the
Education department. In addition, WSSB will be recruiting for an Outreach teacher
in the Vancouver and Kelso area due to district needs. WSSB’s goal is to
continue to work with Spokane to see if an Outreach position can be put in
place in that area.
Dr. Stenehjem
said if funds are available next school year that the goal would be to hire an
Outreach teacher in the Vancouver/SW Washington area, who has a background in
the Birth-Three area. Dr. Stenehjem stated he would like to offer this service
at no charge to school districts. However, due to the fact that WSSB will not
know until late spring what the budget status/reduction areas will be, it will
be difficult to find a person with short notice. Chuck asked if there were
enough funds to pay for this. Dr. Stenehjem said he is unsure at this time and
a big factor will be when WSSB replaces teachers who are retiring, dependent on
where they would be paid on the LEAP pay schedule. Dr. Stenehjem said the
important thing is to find the right person for the job.
Retire/Rehire
Dr. Stenehjem reported
there will be a proposed bill in the legislation relating to agencies ability
to rehire a state employee who has retired from the TERS or PERS retirement
systems. This could have a negative impact on WSSB; currently Rod Humble,
Outreach Orientation and Mobility specialist provides services to districts and
he would no longer be able to do this. WSSB has used retires/rehires to fill
emergency situations, especially in the teacher of the blind area, where (the
country) is experiencing a huge shortage.
Bellingham – Parent Meeting
Chuck Nelson,
John Glenn (TVI in the Bellingham area) and Dr. Stenehjem will be meeting in Bellingham on February 26 at the Quality Inn. Dr. Stenehjem also invited Terri Thurston,
Washington Sensory Disability Services (WSDS) and Dr. James Bickford from Portland State University to attend. Dr. Stenehjem would also like to invite any community
member who may be interested in becoming a Trained Teacher of the Visually
Impaired (TVI) to gain more information at this meeting. Chuck will contact
the Western Washington University since they are in that area to inquire about
potential TVI’s and will extend the invitation to them to attend. Parents will
be invited via local TVI’s in that area.
Agency Status Update
Chuck asked what
the probability was of the Governor’s proposed Education Reform was to move
forward. Dr. Stenehjem felt it depended on the legislative session. Chuck
asked if Dr. Stenehjem talked to Superintendent Randy Dorn at the Office of
Superintendent of Public Instruction (OSPI) regarding this. Dr. Stenehjem
stated he had not. Mike spoke to Maureen, Rep. Moeller’s assistant, and it was
her feeling that it would be difficult to come up with a consensus with all
agencies involved. Berl feels this appears to be like last year, i.e. making
bigger agencies with smaller responsibilities to the Governor.
During the
State of the State presentation that was held in Olympia today, the Governor
stated that Accounting, Human Resources (i.e. back office functions), can be
handled through one agency instead of each agency doing their own thing,
resulting in consistencies and cost savings. Dr. Stenehjem will keep people
posted.
Pacific NW AER/Jo Taylor Conference:
Conference
registration is posted on the American Foundation for the Blind website, there
is information posted regarding the upcoming conference, March 11-12, with a
pre-conference on March 10. The conference will be held at the
Marriott/Renaissance Hotel in downtown Seattle. Dr. Stenehjem will forward
information as it becomes available.
Committee Updates:
No committee
updates available at this time.
Miscellaneous
Dr. Stenehjem
will be attending the WASA/WSSDA Legislative conference in February.
Mike stated
that he appreciates that Dr. Stenehjem hanging in there throughout all of this
process. Dr.
Stenehjem said that staff have done an excellent job keeping their focus on education.
Dr. Stenehjem stated he is proud of staff.
There being no further business, the meeting adjourned at 8:25 pm. The next Board meeting will be held on March 4-5, 2011 at WSSB.
Steve Rainey, Chair Dean O. Stenehjem, Ed.D.
Superintendent
Superintendent's Report:
Budget reduction Plan:
Ø 6.3% reduction ($376,000):
Ø WSSB was able to handle this reduction without conducting a RIF, reduced school year days and/or the elimination of programs. This was due to the following factors:
Ø Oregon state tuition helped cover some of the reductions.
Ø Private Local Funds that we had been able to carry forward, primarily due to Outreach and third party billing, could be used to offset reductions
Ø Reduction in Board Travel expenses.
Ø We also had not filled one position in the Business Office as of last year.
Ø However, this 6.3% reduction will need to move forward into the next biennium and we cannot count on Oregon (out-of-state tuition), and the ability to carry forward any Private Local Funds in the future.
Ø Oregon (Out-of-State tuition students) - we anticipate we may have a couple students, but we will not know for sure until later in the school year. NOTE: Oregon students are only being accepted where we can incorporate these students without eliminating any spots for Washington students and where we have little additional costs.
Ø Carry Forward of Private Local Funds: In 2005 Mary Sarate inquired as to whether we could carry forward private local funds. Based upon communication she had with Olympia, we believe we had the ability to due so. Upon moving into Small Agency Client Services (SACS) within the Office of Financial Management (OFM), we were informed that we cannot continue this practice. Therefore the following outcomes will occur:
Ø Loss of flexibility to carry forward non general state funds other than donations to betterment.
Ø Third Party Billing funds that had been carried forward need to be expended by June 30.
Ø Outreach dollars that we had been able to carry forward to assist with the start up on new Outreach services will need to be expended.
Ø We have concerns regarding how we will operate all the workshops that we conduct in the summer where we collect fees and tuitions. Sometimes we have had surplus funds if enrollment is greater than anticipated and we have fewer scholarships awarded. In this case we have been able to carry these funds forward to help cover the next summer workshops, which could run at a deficit. This has worked very well since 2005, but will be coming to an end.
Ø Carry forward of the 6.3% reduction into the next biennium - we have decided to eliminate the Preschool program. Reasons:
Ø This is not a statewide program, but only SW Washington.
Ø We believe that we can work with local districts to put in place solid Preschool services for Blind and Visually Impaired children.
Ø We would like to see if we can free up enough resources so that we could expand some Outreach services to families in SW Washington and throughout the state at a much reduced cost, while preserving the quality of service.
NOTE: WSSB has offered excellent on campus Preschool program services but we had to make reductions where we felt we could continue to support students/families while impacting the smallest number of children. This doesn't mean that WSSB doesn't have a strong commitment to B-3 services, but we are going to have to figure out a different way of providing these services in partnership with districts.
Governor's Supplemental Budget:
Ø WSSB is receiving an additional $100,000 reduction (this brings our 2010-2011 fiscal year to an 8% reduction for a total of $479,000 (additional $3,000 technology reduction was also listed).
Budget Update:
Operating Budget:
Ø With reductions I am estimating a current balance of $156,808:
Ø This would have been $67,808 but was increased due to the moving Third Party Billing out of private local carry forward funds into current year funding.
Ø Spending Plan – I will be working with SACS to review all our budget information and then we will establish a realistic spending plan for the remaining fiscal year, which ends on June 30, 2011.
Ø WSSB will be conducting summer school for children, June 2011.
Capital Budget:
Ø See attached planning document.
Transition of WSSB's Business Office:
Ø Randy Nelson’s (Accounts Payable) last day was December 28. Randy accepted a job with a private non-profit on the east side of the state.
Ø Mary Sarate’s (Business Manager) last day on campus was January 5. Mary accepted a job at the New Mexico School for the Blind.
Ø Accounts Payable and Budgeting functions have officially moved over to (SACS). Our fee for January,-June 30, 2011 will be $31,000.
Ø Payroll will transition to SACS on July 1, 2011.
Ø Accounts receivable, control on local funds, and inventory control will remain with WSSB.
Ø Two current Business Office staff will remain at WSSB with additional duties being picked up by each department chair; supervision of the Business Office staff will be transferred to Jessica Sydnor, Human Resources Manager (title will change to Director of Admin. Services). Additional oversight will be handled by the Superintendent.
Ø Internal audit - I will be meeting with SACS on January 11 to see if they will come down to WSSB to go through our books and processes to make sure that everything is accurate based upon current practices.
Bellingham Meeting:
Ø February 26, 2011 - I have been working with Chuck Nelson and local Teachers of the Visually Impaired (TVI) to have an informational and future planning meeting in Bellingham. The purpose of the meeting is to jointly discuss how we can pull together needed services in the Seattle - north to Canada area. I am hoping that we will have a solid agenda together by Friday, January 14. Participants will be: Parents, TVI’s, possibly potential TVI’s - see if we can invite students at Western WA that may have an interest, and interested individuals in the community.
Discussion - Proposed Department of Education:
Ø See attached information from the Governor's office.
PNW -AER/Jo Taylor National Conference (Seattle):
Ø March 11-12, 2011 with a pre-conference on March 10. I will send out the program by Jan. 14.
Jerry Farley - former board member:
Ø Memorial service and reception in Yakima this Friday. I will try to attend once I can get out of meetings Friday morning.
Preservation Projects: $620,000 – Kennedy Carry Forward Funds
(Compiled information as of: 1-4-2011)
Preservation Projects: 90001 - J01
Budgeted Actual Estimates Actual
- Kitchen - $ 345,000 estimated expended/encumbered $375,063
- Signage/Parking $ 40,000
- Flooring -painting $ 50,000 expended from categories to
- HVAC $ 40,000 to the left: $ 86,846
- Security/Camera $ 40,000
- Sprinkler/well $ 40,000
Phone/Tech $ 75,000delayed project until next biennium
Preservation funds remaining to be used for the above projects as of 1-3-2011: $ 158,091
Plan:
· Kitchen should be closed out at: $375,063
· Flooring in cottages: $ 60,000
· Signage: $ 20,000
· Sprinkler work & sand filter-well $ 10,000
· Seat coat – daycare lot $ 6,000
· Irwin Security door-camera $ 3,000
· Painting – campus wide proj. $ 30,000
· HVAC work – [hot water sys] $ 10,000
· Available at this time
(deal with under estimates-etc.) $ 19,091
Total $158,091
TOTAL: $ 620,000
Kennedy – Old Carry Forward: PI – 60001 I01
__________________________Available Expended Total Remaining
$29,000 [flooring work in Kennedy locker rooms
Expended remaining funds - Completed
Kennedy – Preservation – New (we received authorization to use this toward roofing – Kitchen – emergency funding): 80001 -J00
_________________________Available Expended_____________
Total remaining
$ 84,022
Plan:
· Wetherholt Consultants –
o spec roofing job $ 5,000
· Roofing replacement
o Kitchen/Sherman $ 79,022
Total $ 84,022 funds expended/encumbered