Pacific Grove Unified School District
Minutes from District Communication Meeting, 1109-05
Juliana Dacuyan Robert Down
Jane Leatham Forest Grove
Terry Schaeffer High School
Gail Root Adult School/Parents Place
Janice Russo Adult School
Sue Lovelace District Office
Elaine DeMarco Middle School
Diana Rookstool Middle School
Cindy Gallo District Office
The meeting began with a welcome to all members. The agenda for this meeting was developed at the prior meeting and there were no new topics.
District instructional materials allocation process
o How much money is allocated to each site?
o What is the formula to determine the amount of money to be allocated to each site?
o How does the site allocate money to grade levels or departments?
Report on the Districts budget and the additional funds that have been received through our property taxes.
What will this entail for the 2005/06 school year?
Jane Leatham asked whether the purpose of the Communication Committee was to address items noted in last springs survey. Patrick Perry replied that it was. Jane noted that the District meeting may not address the items noted in the survey and that schoolbased meetings should be scheduled. After a brief discussion, it was determined that the quarterly meetings will be scheduled at each school site in which time Certificated and Classified staff can meet and discuss various topics with the Superintendent in an open dialogue.
District Instructional Materials allocation process.
o How much money is allocated to each site? Robin Blakley reviewed the general instructional materials allocation for each site. Elementary is $30.04 per student; Middle School is $42.27, and the High School is $60.11. Each of the School sites received an additional $3.74 per student increase in allocation this year. In addition, the High School received an allocation of $4,545, the Middle School $2,423 nd Community High School $532.
Questions were raised as to how the funds were distributed. It was noted that the lump sum was budgeted based on enrollment. Allocation of the funds was a sitebased decision. It was suggested that the Principals review the allocation and distribution process with their leadership teams and/or the general faculty.
It was also noted that other funding sources are available to the school sites, such as State Instructional Materials, safety funds, categorical funds, technology, maintenance and custodial. These funds are to support the respective areas of the schools operations.
A budget request process also occurs on an annual basis as the budget is developed. The Business Office forwards a memorandum to the school sites and employees asking for needs that can be included in the budget discussion for the upcoming year. These, along with input from PGTA, CSEA and Management Team. These are then put forward to the Board for their review and consideration as the budget is developed.
A question related to how purchase orders are processed and how individuals at the school sites, who originated the purchase orders, are informed as to whether the items are ordered and when they will be delivered was raised. After some discussion on this topic, it was noted that when purchase orders are initiated at the site, they first receive sitebased approval and then are forwarded to the Business Office. After the order has been processed, a copy of the purchase order, confirming the item has been ordered, is returned to the school site (or coordinator, i.e. curriculum, special ed. etc) .
It was noted that the originator of the purchase order does not always receive confirmation of orders nor information as to when the item(s) will be delivered from the site secretary or person handling the purchase orders. This has caused confusion and difficulty in tracking orders and it has also created a situation where desired items are not on hand when school opens. It was suggested that this topic be discussed at Management Team to further refine the process and to make sure the originator of the purchase order has confirmation of the order and information related to delivery of the item. A major concern was the delay in receiving textbooks ordered over the summer and not available for the start of school.
A question related to instructional materials replacement process was raised. It was noted that the District operates on a textbook adoption cycle which allows a timeframe to order and update their instructional materials. The calendar is developed by the Curriculum Coordinator. Science materials were purchased last year from the need identified by the Essential Programs Committee. Staff wanted to know how to be included in these decisions.
Report on Districts budget and additional funds that have been received through our property taxes.
o Robin Blakley addressed this topic and asked for questions. After a brief discussion, it was noted that the Districts current budget reflects the increase in our property taxes.
o Patrick Perry supplied a general overview of negotiations as it related to PGTA, CSEA, Management and Confidential employees. Pat went on to note that items being discussed in negotiations are the topics that were sunshined during the Board meeting. It was noted by a member of the committee that additional information could be secured through the various representative groups. No additional questions were posed.
1. What will this entail for the 2005/06 school year? It was noted that due to the change in our Curriculum Coordinator, this activity has not been initiated.
2. The general intent of the math articulation goal for this year focuses on K12 articulation to help assure that students moving up in the system are prepared for each new grade level and that the base instruction that they receive presents the readiness skills for success. It was also noted that program consistency between grade levels, schools and departments was also an anticipated outcome.
Future agenda topics were not discussed.
Schoolbased meeting dates are as follows:
1. High School December 5th 3:30 p.m.
2. Robert Down December 7th 3:00 p.m.
3. Forest Grove (tba)
4. Middle School (tba)
5. Adult School (tba)
6. Community High (tba)
Next District Communication committee meeting will be December 14th, 3:30 p.m. at the District Office.