Delaware Community School Corporation

7821 N. SR 3

Muncie, Indiana 47303

February 23, 2011

Board of Trustees – Work Session

MINUTES

Present: Tyce Stebbins, President; Norb Heban, Vice-President; Trent Fox, Secretary; John Adams, Member; Lorraine Tomlin, Member; Darin Gullion, Assistant Superintendent; and Steven R. Hall, Superintendent

I. CALL TO ORDER

At 5:30 p.m. Board President, Tyce Stebbins, called the meeting to order.

II. PLEDGE OF ALLEGIANCE

III. EDUCATIONAL FOUNDATION

A. Christie Love – Former Director of Lawrence Township School Foundation

Superintendent Hall welcomed everyone to a work session of the Delaware Community Board of School Trustees. In this first part of the session, Superintendent Hall introduced Ms. Christie Love, the former director of Lawrence Township School Foundation.

Ms. Love introduced the concept of a school foundation as the fundraising arm of the corporation and a way to increase revenue. A school foundation has the ability to provide grants for schools and teachers, raise money for hardware and other equipment, and also provide program support and/or fund actual school programs. It can make a difference in your community and rally families with or without school children. Ms. Love added a school is ready to have a foundation started when the School Board and Administration are on board and there are strong community members committed to the schools doing well.

B. Discussion and Framework

Ms. Christie Love, former Director of Lawrence Township School Foundation, shared with the Board the initial steps of beginning a foundation for the schools. Ms. Love then shared ways to grow the foundation once started. She shared the one thing that seems to work best for those foundations that are growing is to have a specific goal people can really get involved in.

What works, according to Ms. Love:

o Consistent face to face with donors

o Something donors can love

o Outcome based initiatives (ie tutoring center)

o Success stories to share

o Manage the money well (developing trust)

C. Questions

Board questions included questions regarding membership costs for foundations, possibility of payroll deductions and matching gifts from other companies, legal issues that might arise, and how Delta’s Dollars for Scholars would work with a school foundation.

Superintendent Hall thanked Ms. Love for her presentation and help.

IV. CAPITAL PROJECTS

A. Facilities – Buildings and Grounds

Assistant Superintendent Gullion reviewed the capital project plan for 2011 with the Board. He reviewed fixed costs along with other items and projects coming from the capital project’s plan for 2011 as well as listing possible future projects.

The Board discussed the 2008 Delta Middle School Energy Savings Project which will continue to come from the capital project fund until 2017. Also discussed were the Ikon copier and printer contracts and possible savings in that area and the use of email and electronic copies sent home or utilized by school employees to effectively save on paper.

B. Technology

Assistant Superintendent Gullion reviewed the technology funding with the Board. With computer labs becoming obsolete in allowing enough access to technology, Assistant Superintendent Gullion introduced “New Direction”, a plan formulated to enable students and teachers to have more access to technology at all times. The vision of “New Direction” is to bring the world right to the student via interactive/communication devices. Students would have technology right in their hands and also have the capability of having digital textbooks with interactive studies available.

The Board discussed the need to explore new technology as our students will be faced with a job market that insists on proficiency in this area. Superintendent Hall added we are looking at ways to ensure all new hires for the corporation are proficient in new technology. The Board also discussed funding for “New Direction” and the need to find a way to fund it whether or not grants are available to us.

V. TRANSPORTATION

A. Single Route Busing

Assistant Superintendent Gullion introduced Mr. Mark Clawson, Transportation Director, to report back to the Board on research regarding single route busing as opposed to the system of separate elementary and secondary routes currently utilized by the corporation.

Mr. Clawson reported under our current system we have 31 routes at an estimated cost of $1,875.00 per day. If we went to a single route system we would need to run 39 routes at an estimated cost of $2,172.60 per day. The difference of eight buses is necessary in trying to keep within certain time parameters for the sake of our students. The increase per day does not take into account increased fuel cost or additional repairs due to additional buses.

B. Adjustment to Start and Ending Times

Superintendent Hall stated the next concept is an attempt to look at trying something different. One concern we have in transportation is students who now get on the bus at 6:05 in the morning. Superintendent Hall stated back in 2005 we looked at the concept of picking up elementary students first and starting the secondary students later. Research at the time said older students perform better with a later start time. Mr. Clawson’s research of this option showed several positive outcomes. The one we’ve already mention is secondary students may perform better with less tardiness. Also, we feel it would be a safer option for our students with more light for travel, both for the buses and for any student drivers. No student would be picked up before approximately 6:45 a.m. Another positive would be a lengthened amount of instructional time at the elementary level which will enable them to comply with a 90 minutes reading requirement now necessary. It is difficult to do that with our current time constraints at the elementary level.

Board members discussed the pros and cons of this new concept. Questions included the effect on elementary students of the earlier start time. Discussion included how to accommodate the Career Center being on a different time schedule, high school students’ work schedules, athletic schedules – pros and cons, the possibility of utilizing the morning for more productive tutoring, and the educational gains for both the elementary and secondary students.

VI. PAY TO PLAY ATHLETICS

Superintendent Hall introduced Mr. Chris Conley, Delta High School Assistant Principal/Athletic Director, to present his research into pay to play athletics to the Board. Superintendent Hall asked the Board to consider how this might or might not impact our General Fund.

Mr. Conley stated pay to play is a way to offset the cost of athletics to the general fund of a school corporation. Seventy-five Indiana Athletic Directors were contacted regarding whether or not they used any kind of a pay to play system. Of thirty responses received, ten had some sort of pay to play system which ranged from a charge of $10 per season to $100 per season with nine of the ten schools utilizing that money for transportation. With that range, the estimated amount of funds generated for our corporation would be between $3,450 to $34,500. Those numbers could be reduced by as much as 30% depending on charges to those students on free/reduced. Mr. Conley also stated the Indiana Department of Education has ruled athletes receiving PE credit for participation cannot be charged a pay to play fee.

Mr. Conley presented the following possible alternatives:

o Increase cost to sporting events by $1.00

o Add corresponding amount to All Sport and Blue Crew tickets

o Have transportation take over all transportation expenses

o Approach the Sport Booster Clubs for possible help with General Fund expenses such as the expense of having an Athletic Trainer on staff

The Board members discussed the details of current funding for athletic events as well as the alternatives presented. Questions included funding from concessions, current level of spending on athletics, total cost to maintain an Athletic Trainer, the effect of additional fund requests on current booster clubs and how corporate sponsorships are utilized.

VII. OVERVIEW OF CORPORATE FINANCES

Superintendent Hall shared an overview of the financial picture of the corporation beginning with 2009 to the present. We began cost cutting measures by eliminating positions through attrition. We have since closed an elementary school and continued eliminating positions to eliminate overspending and to make up for financial cuts made by the Indiana Department of Education.

Assistant Superintendent Gullion discussed estimated revenue numbers as well as an estimate of the possible deficit due to declining revenue which would include the end of current stimulus money over the next couple of years. Superintendent Gullion estimates we are very close to an $800,000.00 dollar deficit by the end of 2012 if no other cost cutting measures are put in place.

VIII. Discussion of Cost Saving Measures

Superintendent Hall stated the corporation is preparing to look at another round of cuts. The building principals were all asked to research cost saving measures in each building. There could also be some retirements, which could bring some savings to the corporation. Superintendent Hall outlined possible cuts to be considered as the following:

Eight teaching positions

Two custodial positions

Four to five Instructional Aide positions

One or two clerical positions

Superintendent Hall stated we need to see the total picture with estimated savings from retirements or other areas to fully know, but this round of cuts will be very difficult.

Superintendent Hall summarized the main themes for the evening. The work session covered possible ways to provide additional services to our students, ways to maintain our structures, a new direction for technology within the corporation, and a hard look at ways to continue funding our programs while balancing the budget. Superintendent Hall applauded the Board for making the tough decisions. He also pointed out some very positive things for our schools such as a possible time change to benefit our students and a look at a community foundation to generate money and also benefit our students. Superintendent Hall concluded by saying the corporation is still holding its own through some very tough times. During this work session we’ve tried to look at the total picture.

The Board members as well as Sheliah Dorton, president of the DCCTA, shared some closing comments. Ms. Dorton shared an enthusiasm for the community foundation with the thought that past high school classes may be excited to be able to do something for their alma mater.

IX. ADJOURNMENT

A motion was made by Lorraine Tomlin and seconded by John Adams to adjourn the meeting. The motion was approved unanimously and Board President, Tyce Stebbins, adjourned the meeting at 8:57 p.m.

TYCE STEBBINS

NORB HEBAN

TRENT FOX

JOHN ADAMS

LORRAINE TOMLIN