WASHINGTON STATE SCHOOL FOR THE BLIND

BOARD OF TRUSTEES

Minutes from Board of Trustees Meeting

September 19-20, 2003

Vancouver, Washington

Board Members Participating: Terry Robertson, Kay Adamson, Denise Colley and Chuck Nelson.

Board Members Absent: Jerry Farley, Denise Mackenstadt, Joe Fram and Cindy Roney.

Ex-Officio Members Participating: Kathleen Brown (Parent Representative), Cheri DeLyria (WSSB Teachers Association), Bonda Albers (Washington Federation of State Employees Local #1225), 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), Dee Amundsen (Director of Outreach), Cherie Willhide (Human Resources Manager), Mary Sarate (Business Manager), Renee Corso (Director of Residential Services), Craig Meador (Principal), Colleen Lines (Manager-Braille Access Center/Instructional Resource Center) and Janet Merz (recording secretary).

September 19, 2003 - 7:00 p.m. – 9:09 p.m.

The meeting was called to order by Terry at 7:00 p.m.

Terry read Noel’s resignation letter from the Board of Trustees. Dr. Stenehjem reported that Noel resigned from the board as she has a new position in the Vocational Rehab department with the Federal Government. Craig Meador will present a plaque, honoring Noel’s service to WSSB, at the NFB conference in October. Dr. Stenehjem also has a plaque for Susie Davidson honoring her service and he would like to present the plaque to Susie at her school district.

1. Department Updates:

Outreach Department – Dee Amundsen

Dee reported on the following:

· When Outreach started in 1990, the emphasis was on the itinerant vision program. Dee feels the department encompasses much more: Braille Access Center/Instructional Resource Center, Statewide Technology, and Low Vision Clinic. The vision teachers have changed their name to the Vision Itinerant Program (VIP’s). They are currently serving 34 school districts for vision services and 23 districts for O&M services.

· Dee, Dr. Stenehjem, and Colleen will be traveling to Kentucky for a conference. They will be visiting the prison where a similar Braille transcription program was created. Alyce Payne, warden from McNeil Island, contacted Dr. Stenehjem to see if we were interested in establishing a Braille program at the men’s prison.

· Dee’s goal is to expand the Low Vision clinic to accept more patients. Dee would like to get the Low Vision Clinic computerized with templates for meaningful information on reports.

· Dee revised the contract revision form for contracts. All Itinerant Vision teachers’ schedules are full with the need for more services already. Kay asked if WSSB could contract with people who are looking for work. Dee said yes.

· Dee will be working closely with Robb Peck, Digital Learning Coordinator, to refine the Braille class to begin in November.

Colleen Lines handed out an annual report for the Instructional Resource Center (IRC) (report attached). Colleen reported the following regarding the IRC and Braille Access Center (BAC):

· The bar-coding process is coming along nicely however the database has been a frustration.

· The website and database have received very positive feedback.

· The Student Registration process has been updated with 1,263 students registered to date (780 legally blind and 483 other registered students).

· The IRC processed 1013 orders last year, distributing 2953 materials and equipment serving 1,147 students. In addition, the IRC sourced 90 Braille books, 105 large print books and 1 cassette.

· The Braille Access Center (BAC) is a fee-for-service (run as a private enterprise) and the IRC pays a fee to the Braille Access Center to transcribe books.

· 46 books were transcribed; 81 donations from school districts; 3 acquired from out-of-state exchange; 1 borrowed from out-of-state;

· 19 ITBS tests produced and distributed; and 54 WASL tests produced and distributed.

· Large Print: 57 textbooks produced; 2 donations from schools; 52 ITBS tests produced and distributed; and 184 WASL tests produced and distributed.

· IRC sold 30 Braille books and 9 Braille books were exchanged.

· The Department of Information Services provided a $79,000 embosser to the BAC through the small business enterprise program.

· The IRC received 3,236 calls in one year; with 956 outgoing calls.

· Colleen spent 15 days at the Washington Corrections Center for Women. Currently the program has expanded to include 10 offenders in the Braille program. Catherine Golding works at WCCW as a Braille trainer/mentor.

· Last November the Braille Access Center won the Governor’s Quality Award.

· Currently the BAC has 4 active volunteers.

· Last year Rod Humble and Colleen presented ideas for additional funding and services; most were not positive and open to this option.

· Judi Sorter attended the American Council of the Blind Convention displaying brochures, APH catalogs, adaptive items, etc.

· Judi and Colleen presented a 10-hour class during the Yakima Combined Summer Institute entitled Untangling the Dots; and Colleen presented a 1-hour in-service regarding the IRC On-Line capabilities.

· The IRC distributed and scored 35 Braille Literary Usage Examinations (BLUE).

· Colleen is working on including the WSDS Professional Library into the IRC database.

· BAC transcribes all state business cards, DSHS welfare and food stamp reports, CPS documents, Seattle City Light bills/junk mail, HumanWare, Hadley School for the Blind textbooks, King County Metro, and more.

· BAC marketed to community colleges; starting with Clark Community College.

· 3.625 people work in the BAC/IRC.

· Dr. Stenehjem reported that WSSB applied for an AFB 2004 Access Award.

· Mike Freeman commended Colleen on the quality of Braille that is produced.

Business Office - Mary Sarate

Mary reported on the following:

· WSSB applied for the Safety Net Funds and received $42,102. WSSB is now working with OSPI to make the process more applicable to WSSB in the event we apply for safety net funds in the future.

· WSSB ended the year with a $3,504 positive balance. 50% will go into our Savings Incentive Fund which now has a $59,323 balance. The remaining 50% goes back into the state coffers.

· WSSB ended the year with some savings due to vacation projections. The Business Office requested the staff to project their vacation plans. In the WSFE contract, it states that by April, employees need to submit their vacation plans so that WSSB can better plan and project expenditures.

· FTE’s were being miscalculated which required re-entering all staff into the HR system.

· The Chart of Accounts was redone to simplify the process.

· WSSB submitted allotments and the business office will now be able to submit more accurate reports to managers regarding their programs.

· WSSB is carrying a positive balance to date and several cost savings items are occurring such as: the Recreation Coordinator position is open due to a retirement, the Food Service Department budgeted for two positions and we started with 1.5 FTE, savings were realized by re-negotiating the WSD food service contract, the Business Office is tracking the Braille Access Center expenditures and payables more accurately and this year they ended the year with a $42,000 positive balance.

· WSSB is now closing out several Capital Projects. The Ogden Resource Center Capital Funds has remaining funds that will be used to do some remodeling on the Ahlstein Building, which looks like will be used by the Vancouver Police Department with some additional funds coming from the city. (This still needs to be finalized, but it looks like this is almost a done deal.) Dr. Stenehjem spoke to the City of Vancouver Police Department and they are lacking one more level of approval before they can move into the Ahlstein building (anticipated move in of June, 2004). Mary reported that $131,000 is left in the building preservation fund; however there is a financial unknown with the close out of the Fries Auditorium as the contractor went bankrupt and additional work needs to be completed. General Campus Preservation is close to being complete with only $7,700 left. The Distance Learning Capital Project has a $177,000 balance work to be completed; and the possibility of adding a covered walkway, covered playground, which was pulled from the original bid documents due to concerns by the architectural firm about total cost of the project. In addition some infrastructure in technology still needs to be addressed in order to fully finish the project.

· WSSB has realized approximately $60,000 in savings in efficiencies in the Business Office due to: negotiating prices and bids; questioning charges and bills at the state level; reallocating FTE’s (savings of $46,000); increase of 3^rd party billing by 2.5 times; USDA eligibility raised to 44%, etc. Dr. Stenehjem reported that WSSB now charges for noon lunch. Dr. Stenehjem stated that if certain families are unable to pay, we can access Betterment funds or have the students work in the kitchen. Mary stated that Facility Usage contracts were updated to reflect updated pay scales, etc.

Human Resources - Cherie Willhide

Cherie reported on the following:

· Billee Lee retired at the end of August; so Leonard Allard was hired as the new Custodial Supervisor.

· Two Food Service employees were hired: Bob Lonnee and Karen Quillard.

· Bill Newman (custodian) is retiring. Cheri asked if Nadine retired. Cherie said that Nadine’s position was RIF’d.

· Cherie stated that all staff went through pre-service training. Cherie said that next year, we will look at spreading the training out over several days throughout the year. The training in the past has cost $14,000, however by using resources from the state, etc. this year it cost a little over $4,000.

· Civil Service Reform has been very active with the upcoming changes in Merit System Rules, Collective Bargaining and Contracting out. The Department of Personnel is in the process of moving 2500 job classes into 600. In order to bargain collectively, groups had to be in a group of over 500 employees. On September 10, our teachers joined the Federation of State Employees union. The state’s hope is to start negotiating in January of 2004, due to budget planning. The state is also looking at a new computer system. A contract was awarded and is already 5 weeks behind schedule. Kim Shafer is no longer at the school for the Deaf, therefore Cherie is working closely with April Rounds, new HR Manager. Dr. Stenehjem asked Cherie to work as the Internal Quality Consultant. Cherie will be meeting in Olympia on September 24^th to learn more.

Residential - Renee Corso

· Renee reported that Bob and Karen, new Food Service personnel are a delight to work with and WSSB has already seen improvements in financial and time efficiency. Renee has been in the cottages during dinner and there has been positive comments regarding the food. Bob and Karen are working with 3-4 kids in the work experience program. Mary interjected that Chuck McCarthy sent positive comments regarding Bob. Terry asked if the entrees were coming over from WSD; Renee said yes. Dr. Stenehjem stated that there are two dishwashers installed in each cottage which has made a difference.

· An emphasis will be put on Daily Living Skills; Renee is working with Karen Mowry, lead teacher, to schedule after school activities, whereby each student has a 1.25 hour lesson with an RLC and a teacher. Four teachers are working 4-day, 10-hour shift this year to assist in making this happen.

· The Residential program will also be focusing on the 5^th year program. Renee and Lori Pulliam are in the planning phase for the program and they are currently looking at renaming it. Meetings have been held to discuss fiscal and legal components that need to be put in place before moving forward. Renee and Lori will be meeting with DSB on October 8^th to share ideas. Dr. Stenehjem checked with the Attorney General’s office and WSSB can charge for this program. Renee plans to hold a community meeting for ideas, input and opinions on what the needs are.

· Weekend Transportation has been a challenge. Jim Court, Supply Officer is working to correct these. Renee reported that the issue was liability with no bus monitors on the van past Everett.

· Renee stated that Jan Person retired and a Recreation Coordinator position has not been filled. Jennifer Butcher, Fit for Life Teacher and Renee are working together to fill that void.

· Dr. Stenehjem stated that we are looking at building an Independent Living Center. If enrollment increases, WSSB can re-open a cottage and move the independent living to the 3^rd floor of Old Main.

· Renee said that her staff has adjusted well to the major shuffle of work partners and locations.

Cheri DeLyria spoke about the Civil Service Reform. The teachers did not advocate for the legislation; and as a result the teachers union is in the unusual position of having to get bargaining representation from another union. Cheri asked if the state views teachers as state employees or teachers? Dr. Stenehjem stated they are state employees. Cheri said that Federation does not address education-related issues. The teachers are going to work to get the representatives to sponsor an amendment or language in legislation so they can get back with the Vancouver Education Association. Cheri asked the Board to find out who their Representatives are. Mike felt that the teachers are going to have an uphill battle and there may be other implications. Terry suggested that we table this issue to the New Business section of the meeting tomorrow. Cheri stated that Dr. Stenehjem offered to meet with the TAWSSB; but Cheri feels that they lose the effectiveness if the teachers do not meet with all managers. Cherie said her understanding was that their contract was in place. Cheri handed out copies of the TAWSSB and Federation’s contract as it is related to meetings with the administrative team. Bonda stated that Don told the teachers that even though they are officially with the union that their contract is still in effect. Dr. Stenehjem stated he did not have an issue with having two separate meetings; but that Cheri needs to work that out with Don first. It is important for all unionized employees at WSSB to realize that they are now part of the Federation of State Employees and Don Barber is their contact. Management is willing to be flexible, but the teachers first need to talk to Mr. Barber before they try and put various things in place that may or may not be what their union wants.

The meeting adjourned at 9:09 p.m. An Executive Session was called and adjourned at 10:15 p.m.

September 20, 2003 - 8:30 a.m. – 12:55 p.m.

Terry called the meeting to order at 8:32 a.m.

Old Business

Approval of the Board of Trustees meeting minutes of June 13, 2003. Chuck moved to approve the minutes, Kay seconded the motion. Janet will send an e-mail to the absent board members asking for their approval of the minutes as written.

Building and Grounds – Rob Tracey (Dr. Stenehjem reporting on behalf of Rob)

Dr. Stenehjem related that Rob has been a wonderful asset. Rob’s written report covered the following:

· Leonard Allard was hired as Custodial Supervisor and he is currently looking at schedules and duties.

· WSSB established a partnership with Clark College for an intern in the Horticulture department for 3 hours per day with no cost to WSSB.

· WSSB went through campus wide inspection of all smoke detectors, alarms, etc.

· Department of Labor and Industries just completed an inspection of all boilers and pressure vessels.

· Rob is currently working with Mt. Hood Chemical for chemical system delivery for boilers whereby the chemicals needed will be pre-mixed and ready to be used.

· WSSB has joined the Washington State Consortium for Facility Managers; we are now able to trade items and get equipment and furniture for little or no cost.

New Business:

Committees and Assignments. Terry asked Chuck if he would be willing to replace Noel as chair of the Management Committee. Chuck said yes. The following are the committees and areas of focus this year:

Legislative Committee: will be looking at the Basic Education Act and the Doran Decision. Dr. Stenehjem stated that if WSSB is considered an LEA, we would have no control over admission criteria, i.e. size of classes, acceptance of sex offenders, etc. Chair: Mike Freeman, members: Terry Robertson, Gary Burdette, and Kathleen Brown.

Education Committee (provides support to education, outreach, residential, etc.) will need to focus on: Accreditation (board needs to be involved), program focus continuation, Distance Learning, Residential program development (emphasis on the 24-hour IEP), and the growth and needs in our state as it relates to our Outreach program. Chair: Kay Adamson, members: Bonda Albers, Theresa Tate, Chuck Nelson, Denise Mackenstadt, and Cindy Roney.

Management Committee (advisory to Dr. Stenehjem and administration team) will need to focus on: Accreditation, organizational structural changes, demystifying the new Civil Service Reform, etc. which will cause WSSB to operate differently. Chair: Chuck Nelson, members Denise Colley and Joe Fram.

Facilities Committee (input and inspection of facilities) will need to focus specifically on Capital Projects (Boiler and Kennedy buildings). Chair: Jerry Farley, members: Joe Fram and Terry Robertson.

Dr. Stenehjem stated there are several Board of Trustees’ positions open. Information on Congressional District area’s and Boards and Commissions can be found by going to www.access.wa.gov. Dr. Stenehjem feels that we need to keep strong diversity on the board.

· Congressional District 7 (previously held by Noel Nightingale)

· Congressional District 1 (currently held by Denise Mackenstadt)

· Congressional District 6 (currently held by Cindy Roney)

· Congressional District 3 will be open July 1, 2004 (Terry’s Robertson’s position)

Location of November 14-15, 2003 Parent/Board of Trustees meeting. Kathleen suggested having the Parent meeting on Saturday. Discussion was held regarding holding the meeting in Olympia and trying to get some legislators to attend. Chuck moved to hold the meeting in Olympia; Denise C. seconded the motion. Lynette and Denise suggested we hold the meeting at the Phoenix Inn, in Olympia.

Cheri reported that she was voted into the CVAN Advisory Board. Cheri will be attending their monthly meetings. CVAN has invited representatives to a Disability Awareness Fair at Fishers Landing on October 10 from 10:00 a.m.-2:00 p.m. WSSB will share a table with a Guide Dog organization.

Superintendent’s Report

Dr. Stenehjem stated that in the future, the board would like the department reports in a written format and they will be referenced and attached to the minutes as addendums.

Upcoming events:

· October 4^th: National Solar Home and Building Tour. WSSB is on the National Tour for the Ogden Resource Center. WSSB will sell our power back to the Bonneville Power Foundation at more than twice what WSSB pays for power. This program is put in place to encourage alternative energy sources. The panels cost recovery cost will take 12 years and they are estimated to last 50 years.

· October 9^th at 2:00 p.m.: Ogden Resource Center Dedication. Dr. Stenehjem stated we invited our Congressional Delegation.

Capital Projects

· WSSB now has 27 digital cameras for better security. Dr. Stenehjem would like to be able to give parents an access code whereby they can view the campus online.

· Increased lighting is continuing and increased signage is on campus awaiting installation.

· The card lock system is almost complete

· Dr. Stenehjem’s goal is to have the Ahlstein building leased to the Police Department. A parking lot will be put in north of Ahlstein and several spots in front of Watson for visual effectiveness. Dr. Stenehjem feels that several benefits and partnerships could occur: police presence, PALS program, Powerlifting, activities on campus, goalball tournament, career development and opportunities for blind and visually impaired students, etc.

· WSSB closed a cottage. WSSB is down to 54 kids but we are getting several inquiries for placement. Dr. Stenehjem continues to receive phone calls from out of state from parents inquiring about WSSB.

Department of Licensing Review (DLR):

Dr. Stenehjem stated that as part of the quality improvements at the Washington School for the Deaf (WSD), DSHS was put in charge of monitoring WSD and also established staffing ratios in their cottages. Dr. Stenehjem met with DLR and Dr. Stenehjem informed them that they have no authority to determine staffing ratios at WSSB but we would be willing to work with them. Lynette asked what the ratio is. Dr. Stenehjem said it varies depending on cottage and throughout the day, however we have a large staffing ratio due to lower attendance at this time. Dr. Stenehjem said that typically if a cottage is full (11-12 kids), the swing shift has 2 employees; night shift 1 person; and in addition there are volunteers. Cheri stated that until the 5^th Year Program gets up and running, there are additional staff members available.

Agency Self-Assessment

Annually, WSSB completes an agency self-assessment and submits this to the governor’s office. This will be used in our accreditation process.

George Morton, the Director of the State Printer’s office is retiring. Both directors have been crucial in supporting the Braille Access Center. Terry sent a letter thanking George Morton for this great partnership. Colleen Lines will be going to Olympia to present a plaque of appreciation that will have both print and Braille included. This will be presented in front of George Morton’s staff.