WASHINGTON STATE SCHOOL FOR THE BLIND

BOARD OF TRUSTEES

Minutes from Board of Trustees Meeting

September 24-25, 2004

Vancouver, Washington

Board Members Participating: Terry Robertson, Cindy Roney, Jerry Farley, Annabelle Fitts, Denise Colley, Joe Fram, Kay Adamson, Chuck Nelson, and Denise Mackenstadt.

Ex-Officio Members Participating: Jim Eccles (Washington Federation of State Employees Local #1225), Cindy Burgett (Washington Council of the Blind), and Michael Freeman (National Federation of the Blind of Washington).

Ex-Officio Members Absent: Kathleen Brown (Parent Representative) and Theresa Tate (WSSB Teachers Association).

Washington State School for the Blind (WSSB) Staff Members Participating: Dr. Dean Stenehjem (Superintendent), Cherie Willhide (Human Resources Manager), Mary Sarate (Business Manager), Colleen Lines (Manager-Braille Access/Instructional Resource Center), Rob Tracey (Plant Manager), Renee Corso (Director of Residential Services), Craig Meador (Principal), and Janet Merz (recording secretary).

September 24, 2004 – 7:00 – 9:00 p.m.

Jerry called the meeting to order at 7:00 p.m.

Department Updates: The Department managers presented their reports (attached to the board minutes).

September 25, 2004 – 8:10 a.m. – 12:15 p.m.

Jerry called the meeting to order at 8:10 a.m.

Business Meeting:

Facility Tour/Department Update (Rob Tracey, Facility Manager):

Discussion was held regarding two upcoming Eagle Scout projects. These projects will be completed in the next two-three weeks.

Rob stated he received $35,000 worth of furniture for free for the Vancouver Police Department (Ahlsten building) thru a consortium agreement. Also, through the consortium, we were contacted by the State Supreme Court, asking for marble. The school had marble in the basement that was left over from a previous remodel. The marble was sold at $10.00 per square foot for a total of $15,000.

Discussion was held regarding fixing the leaking roof in Ahlsten. The contractor provided a quote for approximately $28,000 to fix the problem; however, Rob fixed the leak for $161.00.

Commander Rick Smith provided a tour of the Ahlsten building which is currently leased by the Vancouver Police Department.

Location of November 5-6, 2004 meeting: Jerry stated that he had conversations with several board members regarding the location of the November Board meeting. Joe moved to hold the November meeting in Vancouver. Chuck seconded the motion. The motion passed unanimously.

Old Business:

Approval of June 11, 2004 Board of Trustees meeting minutes: Chuck moved to approve the June 11, minutes as submitted. Joe seconded the motion. The motion passed unanimously.

New Business:

Dr. Stenehjem presented a PowerPoint presentation. Discussion followed:

Discussion was held regarding change of Budget Analysts in Olympia and the need for keeping them informed and up to speed regarding WSSB.

Dr. Stenehjem stated that he is very excited about the partnerships that are occurring. One instance is the Vancouver Police Department.

Dr. Stenehjem will invite the new Executive Director for the Foundation to our November 5-6 meeting.

Discussion was held regarding getting the board access to the Intranet.

Denise M. asked how we can promote WSSB’s education program. Cindy suggested opening up the campus a couple times per year to come visit the program.

Discussion was held regarding the new electric cars as they are very quiet. Jim Eccles feels this could be a mobility issue.

Dr. Stenehjem is working with Tim Stolle to create a scale for how students are doing. Dr. Stenehjem would like to come up with a severity rating to get a numeric value.

Joe asked how many students we have on campus. Dr. Stenehjem stated we have 63 with potential for close to 70 near November.

Denise asked if Outreach was self-supporting. Dr. Stenehjem said that last year Outreach had a positive balance at the end of the year.

Denise M. asked how the teachers interest were represented. Dr. Stenehjem said that the Washington Federation of State Employees (WSFE) was their bargaining unit.

Discussion was held regarding the new Physical Education (PE) building. This building will be approximately 30,000 square feet. The building will have a gate that goes between Irwin and the new PE building providing additional security at night-time. The new building will include: Swimming pool, climbing wall, mat room, powerlifting room, fitness club area, gymnasium with bleachers, lockerroms, equipment room, etc. The architects are currently investigating the pros and cons of a saline pool.

Committees/Duties:

Education Committee: Chair Kay Adamson. Committee members: Denise Mackenstadt, Cindy Roney, Annabelle Fitts, Theresa Tate. Dr. Stenehjem asked that we get the Washington Assessment of Student Learning (WASL) and test assessment to be a focus of this committee. Kay said she would contact Craig Meador and Tim Stolle to get this issue going.

Legislative Committee: Chair Chuck Nelson. Committee members: Annabelle Fitts, Terry Robertson, and Mike Freeman. Dr. Stenehjem said there are two primary focuses for this committee: Operating and Capital budgets and also No Child Left Behind/WASL (could be tied into the Education committee as well).

Facility Committee: Chair Jerry Farley. Committee members: Terry Robertson, Joe Fram and Chuck Nelson. The two primary goals of this committee is the annual inspection and future projects. Dr. Stenehjem commented that Rob Tracey is amazing and has done a fantastic job.

Management Committee: Chair Joe Fram. Committee members: Jerry Farley, Bonda Albers, Cindy Burgett, and Denise Colley. Dr. Stenehjem said he would like to include this committee in future organizational structure, personnel issues (has to be board members only). Dr. Stenehjem said that this may be a good year to do an evaluation of the Superintendent in light of the transition. Dr. Stenehjem stated that by statute it is every two years, but doing a yearly evaluation would be good.

Kay asked that we send out a list of students by congressional district to each board member and also a Teacher of the Visually Impaired (TVI) list for board members.

Commendation: Dr. Stenehjem reported that one of our students, Sonja Steinbach competed in the 2004 National Braille Challenge competition in Los Angeles. Sonja placed 3^rd Nationally. Dr. Stenehjem sent a note to the Governor’s office letting them know about Sonja’s accomplishment. The Governor sent her a letter of congratulations (Braille and print).

Superintendent’s Report

Dr. Stenehjem reviewed his report (attached to the minutes).

Dr. Stenehjem received a phone call from a Bank Note Company in Switzerland regarding a “Black Box”. The company called regarding holding an event. Dr. Stenehjem suggested that this organization contact the blind consumer groups in Washington DC.

Ex-Officio’s Reports/Miscellaneous

Janet reported that Kathleen Brown sent out an educational survey to all parents with the re-enrollment packets last summer. Janet passed out the initial results of the survey for the Board’s information.

Cindy Burgett reported that a meeting will be held in October at TACID to let people know about the Council. The annual state convention will be held on November 11-13 in Bellingham. The following will take place at the convention: art panel, high tech and low tech, discussion regarding Pedestrian safety, housework, cutting wood, tips and tricks, etc., talent show, 4^th annual bop it tournament, recreation and employment panel, scholarship presentation ($22,000 scholarships – 9 this year presenting to Washington residents who are blind). Included in the convention will be the hosting of the 2^nd annual youth conference working with the Department of Services for the Blind and Alan Garrells (includes a detailed tour of Western Washington University). The Washington Council of the Blind (WCB) anticipates 250 people at the convention this year. Cindy reported that all information is listed on the www.wcbinfo.org website. People can register online, however they have to pay by mail. Registration is $40.00 which includes up to five meals. Day registration is being offered at $25.00 for either day. Pre-registration ends on October 10^th. There are three free buses that WCB is providing. Friday and Saturday’s events will be streamed live on American Council of the Blind (ACB) radio. They will be recorded as well.

Mike reported that the National Federation of the Blind (NFB) of Washington convention will be held on October 15-17 in Olympia at the Ramada Inn Governor House. Room rates are $65.00 plus tax which includes a breakfast buffet. On Friday a seminar on Diabetes will be held. Also on Friday, the traditional board of directors meeting and dinner will take place. An annual auction will be held Friday evening. Saturday morning the Mayor of Olympia will be opening the meeting. Renee Corso from WSSB will be speaking at the NFB convention. Two scholarship presentations will be held. Registration is $50.00 for both Friday and Saturday and meals if paid by October 5^th or $60.00 if thereafter. Mike said they are making arrangements to have TV Washington tape the convention for rebroadcast. Registration is not online yet, however Mike can send an e-copy of the flier.

Jim Eccles stated that the master contract is completed (Washington Federation of State Employees and State of Washington). This process consumed a lot of Bonda’s time with the long marathon negotiating sessions. Jim said he felt it was good that someone was represented on both sides of the table (Cherie Willhide, Human Resources Manager represented the state). Jim felt that once all of the voting is in and assuming that it passes, we can move on to the next hurdle so the legislation can either approve or not approve. In July the new HR 2005 contracts go into operation. The main concern is how the changes are going to affect the day to day operation.

There being no further business, the meeting adjourned at 12:15 p.m. The next Board meeting will be held in Vancouver on November 5-6, 2004.

Jerry Farley, Chair Dean O. Stenehjem, Ed.D.

Superintendent

Board Reports

September 2004

Human Resources

Here are the highlights of activities within the HR Department over the last several months.

Collective Bargaining: After 45 official meeting days, many countless hours and much hard work, the State of Washington and the Washington Federation of State Employees reached tentative agreement on the new statewide master contract early in the morning of September 13, 2004. The union will be voting on ratification the week of September 20 – 24^th. It was very rewarding to be a part of this historic process and I feel this agreement will have a positive impact on employees and agencies statewide. Now the real work begins! If ratified, this contract will go into effect on July 1, 2005.

Merit System Rules: On July 29, 2004 16 chapters of merit system rules were adopted by the Director of the Department of Personnel. These rules covered such topics as classification, recruitment, appointment, affirmative action and employee training and development. These rules will only cover those WSSB employees not covered under the statewide master contract or those topics not covered under the master agreement. Information regarding all the DOP rules is available online at http:hr.dop.wa.gov/hrreform/default.htm.

HRMS System: The conversion of the new state HRMS computer system is well underway. As you may recall, because of some of our more unique issues (Teacher’s paid on a separate salary schedule, 9 month employees paid out over 12 months, etc.) WSSB will be in the second group to “go live” scheduled for April of 2005. Jessica Sydnor, our new payroll analyst and I have been attending many meetings in Olympia to prepare for the change over. We have also been spending many hours completing spreadsheets for data conversion, running preliminary reports, and evaluating data to be sure all of our information is ready once actual conversion begins. At last count, both Jessica and I will be required to attend more than 90 hours of training between January 15 and the end of March. (I only thought I was going to be in the office more often!) The system will be rolled out in three phases over 2005 and 2006.

So what do all these changes mean to the HR department? Well, all HR policies, processes and procedures will have to be rewritten to conform to the changes in our collective bargaining agreement and merit system rules. Employee personnel policy and employee handbooks will have to be updated. Payroll processes and procedures will need to be changed to meet the requirements of the new computer system. I will be providing training to all WSSB managers and supervisors on the requirements under the new CBA and merit system rules and we will open that training up to the managers and supervisors at the School for the Deaf. Also, Managers and staff will have online “self service” access to the computer system, so we will be providing training on that as well. All in all, I am looking forward to another busy year in the HR department.

Recruitment: Over the summer, we have added some new staff to the WSSB team and others moved to different positions. In the outreach department we have added two new Outreach Teachers, Anne Stockton and Brenda Foster and a third, April Love, also a Teacher in Outreach, will start in January.

In the Irwin building, Karen Mowry was selected as Supervising Teacher. We have hired Brooke Strand, a teacher, to replace Dawn Hooks who is out with her new baby. In addition, Doug Trimble has been moved to a Teaching position in O & M after completing his degree. Michelle Doherty, who was previously an RLC with the Residential Department, became a Teacher’s Assistant to replace Doug. We also hired Lynda Searcy as School Secretary to replace Beth Crites.

Over in the Residential department, Catherine Orr left her RLC position to become the new Recreation Coordinator. After some shifting around of the RLC’s, we had two empty RLC positions in Watson cottage, which have been filled by Pat Phillips and Treca Young who have been intermittent RLC’s here at WSSB for many years.

Part of my responsibilities as HR Manager here at WSSB is to conduct new employee orientation and see to it that all preparations are completed for the two days of Fall Workshops held every year in early September. Due to my attendance in negotiations sessions in Olympia, I was not here the week on September 6–10 when those activities were held. Jessica Sydnor in the Business Office, Jody Cristler in the Residential Department and Lynda Searcy in Education graciously stepped in and made sure everything went off without a hitch. I would like to take this opportunity to publicly thank them for all of their hard work and willingness to step in when needed. We have a wonderful group of people who work here at WSSB and I feel privileged to be a part of it.

Education

We have begun our new school year. Student numbers are up and referrals are coming in. We currently have 50 students in the education program, 5 students in LIFTT and 7 Preschoolers beginning on October 4. This gives us a current grand total of 61 students enrolled. We are expecting 2 additional students in the next 2 weeks.

Changes in educational staff:

Karen Mowry has moved from teacher to Supervising teacher

Brooke Strand, elementary is filling in for Dawn Hooks.

Doug Trimble has moved from TA to O&M teacher and work experience

Lori Pulliam has been given the position of Transition Coordinator

Michelle Doherty (former RLC) has moved into the TA position

Lynda Searcy is our new School Secretary.

Open house is scheduled for October 7, 2004. We will be working with Kathleen Brown, Parent Rep on this event. We will be having a Pizza feed as a component of the Open House. Our goal is to actively involve parents in programs this year

Our Vision for 2004-2005: I will be working with Karen Mowry and Renee Corso this year. Renee is completing her administrators internship through WSU. We have adopted a three prong goal for this school year. We plan to do the following

1. Improve student learning:

*emphasis on reading and math

*professional training curriculum

*partnering with outside agencies to improve reading

2. Shared Ownership:

*We are continuing to build bridges between Cottages and School

*Distance Learning directed to parents

3. Community Exchange

*We want to invite the community to partner with us: Guide Dogs and Consumer Groups

* We want to get our students into the community more

Building Changes:

*new courtyard

*covered play area

*auditorium renovation

Program Changes: Two new programs started: LIFTT and Preschool

Buildings & Grounds

Capital Projects:

· The Vancouver City Police detectives have moved into Ahlsten and are very grateful for all of the efforts that went into their relocation. They were also grateful for the cookies and brownies that several of the cottage students made for them.

· Site work for the relocated track had hit a stumbling block earlier this summer and required some redesign and permit work. This is being rectified and work should proceed within the next few weeks.

· With the help of the bonding company, Fries auditorium has finally been completed.

Campus Activities:

· We have completed work in all of the cottage attics of adding drip pans and overflow systems to all of the chiller units. This should eliminate a situation where the condensation builds on the coils and drains into the attic insulation and ceiling tiles.

· An air handler was added to the basement of Chapman Cottage and left on to allow for pressurization of the basement. After running for one month, we have started pulling samples to test for residual radon gas. If successful, the students will again be able to use this basement area.

· Rework of the Ahlsten gutter system, after the last rain storm, appears to be successful and eliminated flooding in the interior courtyard.

· Custodial staff made remarkable progress this summer despite the ongoing construction dirt and messes. All four cottages, the school commons and science room as well as the dining room received ten coats of wax and a high speed buffing.