You can watch the meeting live on Zoom or on Xfinity Channel 18 or in person at the Sheraton. The district typically posts the recording split into segments the day after the meeting.
Note: We will update it throughout the meeting. Please excuse any typos, misspellings, errors (hopefully minor), etc. A summary will be added after the meeting.
Moment of Silence
Moment of Silence in memory of Zade Julian Shamma – Huron HS 12th grader who passed September 10.
Call to Order
Roll Call
Present: Johnson, Kelly, DuPree, Querijero, Lazarus, Baskett, Gaynor
Other Attendees: Swift, Osiniski, Cluley, Lauzzana, (some commenters – not shown on camera), APISA/A representative (I don’t think she said her name)
Agenda
Agenda passed. There were some issues with the sound on Zoom, so I couldn’t hear the roll call and Agenda approval.
Public Commentary
As is our practice, we did not cover public commentary. There were 5 comments tonight – a mix of in person and submitted comments. I was finishing preparing dinner and eating during this session and was not able to take detailed notes on comments.
A few highlights:
- Nate Powell – VFW Scholarship Essay Contents
- Lisa Daniels – Busing issue for a disabled parent who lives within the 1.5 mile of a school and cannot get her child to school without a bus
- Kimberly Monroe – Update on a service to gather data and use to make decisions
- Lena Kauffman – We have lower numbers than last year, but can be in person this year. Staffing issues – busing, janitors, child care, teachers. Can we get an update on how bad staffing challenges are? Could we have to go virtual as some districts have? Could we stand losing teachers if we have a vaccine mandate?
- Liz Lin – Comment on before and after care. Wages raised to minimum of $16.50/hr. Only guaranteed for this year. How do you plan to budget to maintain this in the future
Clarifications:
Swift: We have made personal contact with the Allen parent on the transportation issue will start on Friday. She didn’t request help until winter, but we are starting it on Friday.
Swift: Requirement for holding our board meetings. When we meet in public we are required to provide access. We have provided both space and zoom and CTN broadcast. We do have to provide facility large enough for a crowd. The expense of having our own custodial team isn’t just cleanup – setup, teardown, etc. At the current time we are (sorry zoom cut out). We are working to complete staffing but until then we want to focus on classrooms.
Swift: We appreciate hearing about VFW and will help get that information out.
Johnson: Thank you for reaching out.
Querijero: For Dr Powell, thank you for bringing to our attention. Being a writing teacher, I’m always there for encouraging students to write. I hope people from our district do participate.
Reports of Associations
A report from APISA/A (Asian Pacific Islander South Asian/American) Parent Advisory Group. Thank you for opportunity to bring our group to the Board and Community. I am humbled by diversity of our group. Today we want to bring two issues.
Two issues Busing changes have adversely affected APISA/A families and lack of APISA/A representation in staff.
Particular issues in certain neighborhoods that are recent immigrants and stops were removed less than a week before school started. These families often don’t have flexible schedules or family support due to recent immigrants. They don’t understand traditions and customs of school district and didn’t understand it could be taken away at short notice. We understand distance requirement of 1.5 miles regardless of age of students. Anyone with a 5 year old can see challenges.
We ask board to consider adjusting distance requirement by age levels – elementary vs middle vs high school. More timely communication to families to anticipate potential changes.
The second issue is the underrepresentation of APISA/A identifying teachers, principals and staff. 14% and 19% multiracial. Only 9% of staff and no representation in building leaders. Lack of APISA/A educators can limit understanding of these students. This is a national phenomena. How does the board plan to address?
Inclusion is about design. The process by which we co-create the environment. We are interested in the district’s plan to address that.
Board Committee Reports
Finance Committee
Met to preview 3 items on tonight’s agenda – summer purchasing, budget update, and hold harmless levy.
Superintendent Update
Summer Facilities Update
Mr Lauzzana is coming to share highlights from capital project work this summer. 9 schools with major projects.
We are preparing a big fall update on progress on bond work in October/November. We want to start with gratitude to community for supporting bond. Our buildings average 65 years of age and have fallen behind on upkeep.
It has been difficult with labor shortages, supply pricing, and then the extended power outages in the weeks leading up to school.
Lauzzana: A more complete report will come in fall. This is the largest construction mobilization in district in many years. Over $40 million of sinking and bond. Recent years has been more in the neighborhood of $15 million from the sinking fund.
As part of those 9 projects, 3 buildings now have full AC – Mitchell, Dicken, Lakewood. Plus now the 3rd floor of Community which has traditionally been a hot spot. 6 more will come on line next summer. There have been supply chain and labor issues especially electrical gear plus the August power outage as we were trying to do power upgrades that pulled DTE resources away.
Two paving projects – Allen & Dicken. New roofs at Bryant and section at Huron High School. 4 signficiatn solar – Haisley, STEAM Huron, & Forsythe. masonry repair Tappan (continues next year) & Scarlett (mostly completed). Emergency storm repairs at Carpenter and Thurston pond
Trustee Questions and Comments
Kelly: I want to show appreciation and one question. Ductowrk is so important, but it’s behind the walls and no one sees. There is a lot of solar on the roofs now. When and how much savings will we be able to see.
Lauzzana: I can be more specific in October. The solar to date by the end of summer will be about $85k/year in net savings to the district.
Lazarus: Thank you Mr Lauzzana & to your team & all the contractors. It is an economic boom to our community to be able to spend $40 million after a lean year.
Johnson: I echo sentiments of other trustees.
Back to School Highlights
Swift: It is week 4. Getting back to fall rhythms. Getting back with COVID presents many challenges. I want to go through some components and chat publicly about how things are going.
I want to thank students who have returned joyfully and are working beautifully. I am careful about school visits, but I see them from a distance wearing masks and taking care of each other. Gratitude for teachers, staff, leaders who have pivoted for a 4th time since COVID. I want to thank parents and families and community for support that has been extended around school teams is inspiring.
At Ann Arbor Open, saw a beautiful area of benches that the parents got together and put in right under the trees and will enjoy for many years. That is replicated many times over. A parent who brought donuts to bus drivers who have had hard time.
COVID Update
I want to work through current COVID (cut out). We need to set out realities of perspective of having 3 weeks in school. The pandemic continues. Our students under age 12 are not eligible to receive vaccinations although there was hopeful news last Monday. 21 of 31 locations are populated by the majority of unvaccinated individuals. We are at high levels of transmissions. Today we are at 24 cases reported since last Friday. Each case requires at least 3 hours and sometimes more to handle it. We are seeing some escalation in cases this week over previous 3 weeks of data. In the midst of reality, we take seriously responsibility of students and staff in schools.
The focus in September and October is to strengthen and stabilize the fall school opening. We will shore up the opening to keep folks healthy and safe while addressing labor shortages and other challenges.
Students and school teams are following Super Six mitigation strategies. Notifying school community of cases right away. The dashboard is updated once a week on Fridays. That includes all data through prior Thursday. Guidance around quarantine, testing and other protocols continues to evolve. We are updating from consultation with Washtenaw County Public health and updating document on website.
Two recent adjustments – reduction of number of days in quarantine to 7 days. Student needs negative test on 6 or 7 to re-enter on day 8. A runny nose is no longer on the morning checklist if that is the only symptom. Helpful with fall allergy season here.
Staffing Shortages
Along with other districts we are experiencing staffing challenges. Classrooms are covered with teacher or substitute. It has come down from 50 to 35 teacher postings still live. We do experience resignations across many categories.
We have purpose that we will not settle. We are going for good, strong talent. We appreciate board support to enhance compensation. We’ve been able to work through with employee groups to increase salary especially in hard to fill jobs.
Next week a virtual AAPS job fair. We’ve never done this in September. We’ve had turnover since August we don’t usually have. It is a headline on AAPS home page.
Making steps in transportation. Effort to increase salary. It was staffed through mid-August. It’s between 4-6 of 94 routes that are running behind schedule. This morning because of terrible rain, most were behind. We are working on process to notify for the week if we’re consolidating routes and an area would run late, we will get communications out. We anticipate we will be able to improve.
Chartwells has hired 21 additional team members since we increased hourly rate. Last I heard she needs about another dozen to be fully staffed. It is stabilizing. Food supply chain issues continue to be a challenge. The menu changes often based on what they can get. They are using sources far and wide.
Back to School Learning for Students with IEPs
About 95%, 2200 students served b IEP have returned to in school, in person learning. Teams are thrilled to be back in classrooms and as is customary are refining service delivery schedules. At this time, instruction, accommodations, etc. are being provided according to IEP plans. Ina. few cases with staffing issues support is provided by substitutes. Testing will continue for adjustments and new students. This year is a bit different as teachers, staff, etc will have close eyes and work closely to understand areas of need and add compensatory service where needed.
There are about 107 being served in virtual village. The most are in A2Live at elementary with about 30 in A2 Virtual for 7-12. Services are provided through home school and are working to clarify how services will be delivered.
Staff Vaccination Rates & Testing
A lot of hiring is still going on and will publish once staffing stabilizes. Of about 2100 confirmed staff members, we are maintaining a 94% fully vaccinated rate. There are a few moves in and out, so we want to continue to update.
Testing continues every Monday for staff not fully vaccinated and available for any teacher who wants it.
How can Parents Help
1 – Get Vaccinated if you can
2 – Avoid times indoor with unvaccinated people
3 – Wearing Masks indoors
4 – If your student has symptoms, please keep them home and get them a test. We understand it is an extra burden, but you could be saving other students from spread.
I appreciate parents asking how to help.
Reminders
It is important to remind ourselves that we are not in the before times. It is a COVID integrated fall season. Many students are not yet able to receive vaccination. We continue on COVID alert and remain in emergency status. I appreciate everyone who recognizes the rules of healthy engagement at school.
I appreciate the employees remembering parents and students have an elevated level of stress now. On Monday evening I was inspired to hear PTOC theme of “Welcoming All with Respect, Compassion, and Integrity.” Some day we will be on the other side of COVID and that respect, compassion, and integrity will help us.
We are encouraging students, families, parents, and staff have a back up plan ready. None of us knows what could happen day to day. So far, it doesn’t appear there is school transmission yet. But we know there are high levels of community transmission. That could at some point be school transmission. There is always the possibility of a case impacting or staffing shortage impacting ability.
We will continue to remain open. Week 4 does have higher levels of cases than before. There may be some extra steps in community safety.
Trustee Questions & Comments
Kelly: It’s no surprise that we have staffing challenges. 2K Michiganders have died of COVID, there are those with lingering health challenges. I don’t want people to discount why it’s happening. It’s not just under funding. It’s we lost people, or healthy enough/able to serve in the roles. I appreciate the work everyone is doing.
I want to also ask about a word you used a minute ago – When talking about Special Education you used compensatory. It’s really nit-picky. Are these compensatory when district has failed to deliver good faith or recovery when something disrupted good faith like a pandemic.
Swift: You know the last two summers we had summer programs for recovery services. I should have been more articulate. It will be recovery service because students are coming out of a time when it was necessary, but keeping an eye out for when there is a need for that.
DuPree: Thank you for update. It’s really miraculous with what is going on. Thank you to all who showed up to A2 Virtual curriculum night last night to make sure online kids are getting equitable education. We talked about food distribution and pickup. Do we have a way to delver to families with transportation concerns.
Swift: We do have food distribution. If folks have trouble with pickup call us and we can do everything we can. In the past we have used Chartwells and Durham team to facilitate. Both teams are short, but we can figure it out
DuPree: Transitioning back in person for A2 Virutal after they can be vaccinated (under 12).
Swift: At A2 ASchool.org at virtual villaeg it goes over all the information. It is at the transition point. At the end of first quarter – at Thanksgiving. At secondary it would be semester which is 2nd/3rd week January> Then the next would be in March. We’ll talk more about it before it comes.
DuPree: About before and after, can parents who are virutal use before and after and programming?
Swift: All programming – Rec & Ed, Extended Day, Athletics – is available to every student.
Gaynor: Thank you for update and also continually updating trustees every day and reporting challenges – buses, staffing, cases, etc. I appreciate being kept up to date. I also want to echo comments about being invited and welcome. As a board member I made my first visit yesterday. I’m humbled by teachers doing things ilke setting up outdoor learning, specials teachers using similar patterns to limit exposure. Everyone is very aware of what the situation demands even after being out for a year.
It does lead to one question, if there is a class more severley impacted, what are the options?
Swift: I appreciate hearing the stories from schools. Today & yesterday we had a situation with multiple students and in collaboration with health department, it is possible a class could transition to virtual. The teachers are extraordinary. One class, the principal made sure every student had their device and will be on virtual for a few days. We are seeing one dynamic. We are transparently naming our challenges. We are seeing students in quarantine being infected. That was very rare last spring. We see more this year. That is probably evidence of delta.
Gaynor: I also want to thank Mr Lauzzana and his team for work this summer and response rates to issues this month. I hesitate to bring it up, tehre is a situation with Pioneer theaters. Can you briefly discuss?
Swift: Tomorrow morning the bond team informally gets this in more detail. In late August a mold issue was discovered in both theaters. Immediate action and mitigation is in progress. This year we will have a mitigation with area completely sealed off. Then a restoration/renovation process. While in there we will do enhancements. We will work with the students and team. We will make other arrangements for their performances so they have nice facilities to perform in.
Gaynor: I know this is a big challenge and want to make sure each student has every opportunity they can.
Querijero: Mostly a clarification question. I know the guidelines are changing on quarantine and testing. Can you clarify the procedure a family goes through if a family keeps their family home and what they do to get their student back in? Keeping them home is easy, but getting them back in is harder. Where do they get that information – district, building, individual level? Can you also speak to availability of nurses in buildings/district.
Swift: yesterday and today Ms Bacolor and team were interviewing for nurses and are working with a company to contract nursing support. Also looking at CNAs & LPN to assist. Washtenaw County has modified guidance on re-entry testing. I believe they are now accepting either test for re-entry. We will help any parent who needs help with testing. They are spoken to by nurse or member of health team. We are mobilizing every resource we have in the district.
Johnson: I want to thank Dr Swift and team. One thing we hear a lot about is transparency and communication. I implore community to read what we send out.
2021-22 Budget Update
Swift: As of today, Gov Whitmer has agreed to a budget deal. Ms Minnick will give an overview on what has changed since the end of June and re-orienting to 2021-2022 School Budget.
Minnick: Some of budget estimates we made have become known. Our foundation allowance increase was assumed to be $50 per pupil. We actually got $171 per pupil is a potential increase of about $2 million.
Other categorical revenues for costs for student population include increased funding for at risk students, special education, bilingual programs. We anticipate about $900K increase total.
The state of Michigan fiscal year end is September 30. State revenue updates for August indicate state revenues are meeting budget targets and in excess of May 2021 revenue estimating conference.
The state aid act and foundation allowance for hold-harmless district requires district to reduce Hold Harmless levy that changes the state vs local share (AAPS is hold harmless district). With the modification in the language increasing the state share portion, the local share must decrease so we must decrease local hold harmless levy. There is a recommendation to approve a decrease. We have already levied summer, and will be a reduction for December.
Federal ESSER dollars: Current budget includes 43.6% – $2.76 million. With the state school aid, the remaining 56.4% were awarded with $3.57 million. There is also a $1.71M equalization payment – $450/pupil.
ESSER III is $14.2 million and we are required to set aside 20% ($2.84 million) to address learning loss and supports. This is through 2024.
ESSER funds are one time money that is restricted to purpose of responding to coronavirus.
Questions/Comments
Querijero: We had a brief discussion on what it could be allocated for. A lot could be allocated to expenditures we have already done. While it’s a big number, a lot of it was already spent and allocated. Then we can reappropriate that funding to other uses.
Kelly: I appreciate that. You’re saying we could think about it as a reimbursement. We spent money on this to the detriment of other things. So we could recover that money?
Querijero: Yes, before we allocate to new things, but it can be used to reimbures for what we’ve already done.
Kelly: I appreciate. I do have questions, but I will wait for the full presentation.
Lazarus: One other thing I would like public to understand, these money are reimbursable. We spend before we get them back. The criteria and restrictions are very important to understand. We have an idea what they can fund, but it hasn’t really been made clear yet?
Minnick: Most of those are known. There are classifications, points of criteria for how they can be used. They are absolutely used for PPE, professional development, ventilation, cleaning & sanitation. Equalization payments did arrive in state payment. ESSER money is reimbursement after money is spent.
Lazarus: I want to caution that it appears there is a lot of money coming in, these are one time monies. They won’t necessarily renew. We have to be careful not to have recurring expenses.
Johnson: As you’re talking all these funds and allocations, it gets difficult to understand what goes where. What I want clarification largely for public information is the hold harmless monies we will vote on. So a decrease in hold harmless allocation to operating costs, despite increased money. What does hold harmless money pay for.
Minnick: It’s a complicated topic. Our foundation allowance – the per pupil value- is state share and local shared money. There is an operating mill levy and a hold harmless levy. The hold harmless is on the homestead. All of those are the foundation allowance to fund operations. Our primary revenues for teaching, learning, support, services.
Johnson: So salaries, child care, etc. that all comes from this pot to operate our district.
Minnick: We have several funds for various purposes. The foundation allowance is general fund for salaries. It can’t pay for child care, but some support services can come from it. There is a formula in state aid act to determine state share. Hold Harmless districts levy a hold harmless amount, the intent of the modification was to adjust how state funds the state share. It was to make calculation of state share more consistent across district
Johnson: This is what I’m getting at. Because we are hold harmless, you talked about Proposal A, in the name of equity so all districts get about the same amount, we have to decrease what we collect so all districts get closer to the same level.
Minnick: When proposal A was initiated, Ann Arbor voted to allow a hold harmless levy. The latest state aid at brought all non-hold harmless districts to the same level. I would say more it is the formula changed. There may be some modification language. To be fully transparent, I can’t articulate the formulas and how they work. If state share increases, our portion has to decrease.
Johnson: There is a cap to what we can spend. We are managing under budget constraints that are limited as to where the money can come from.
Minnick: Maybe the way to say it is the state sets our foundation allowance and we have to reduce our hold harmless levy to be in compliance. If we didn’t reduce we would be over-collecting and out of compliance.
Kelly: Even if our district wanted to raise taxes to raise general fund to raise wages, the state says no.
Minnick: Without a special enhancement millage.
Consent Agenda
The Consent Agenda includes:
- Approve Minutes from the August 11 Regular Meeting
- Approve Minutes from the August 25 Regular Meeting
- Approve Minutes from the August 24 Closed Meeting
- Approve Donations – Honeywell air filters, Nordictrack treadmill
Approval motioned by DuPree, seconded by Kelly. No discussion. Motion passed unanimously.
Board Action
Ratification of Summer 2021 Purchases
Swift: This is a list of summer purchases holds no surprises. It includes a lot of infrastructure. You knew we were doing this through summer:
- Chairs & tables for outdoor lunches,
- Fuel purchases
- Air filter replacement which is more often, maintenance of air filter contracts
- Math pilot at middle & high school
- 100 additional air purifiers in multi-purpose, cafeteria settings
- Specialized masks for playing instruments
Mr Lauzzana and Ms Minnick are here for specific questions.
Motion to ratify summer 2021 purchases by Gaynor. Seconded by Lazarus. No discussion. Unanimously passes.
Hold Harmless Levy Adjustment
Swift: Ms Minnick addressed in her budget update, but has a graphic for you to see. It will be a bit of savings on winter tax bill.
Minnick: I would point out the memo in your packet indicates which numbers are changing. It is just the December levy.
Moved by Lazarus. Seconded by Baskett. No discussion. Passes unanimously.
Motion to Approve a Closed Session on September 28
For attorney/client
Motion by Querijero. Seconded by Basektt.
Gaynor: I was informed in a phone call by Johnson and Kelly and was told it would involve charges against me. I was told it was
Johnson: Asked for motion to recess. Made by Querijero & seconded by DuPree. Recess for 5 minutes.
Gaynor: I have a correction to make. There was concern over my social media comments and president and vice president wanted to consult with lawyer. I am waiving confidentiality and asking to amend the motion for this to be open and not closed meeting.
Querijero: I was asking for clarification from parliamentarian. Since I made the first motion.
(Some of this was off microphone that I couldn’t hear it)
It was a friendly amendment. Querijero ddid not accept the amendment.
Motion carries 6-1.
Agenda Planning
Querijero: We haven’t talked about it in a while, but I would like to ask the report on investigation. It has been near a half year since we have had a discussion. I recognize the challenges with COVID, but I think this is important as we make changes to make sure they are proactive.
DuPree: Thank you for bringing that up. There are a few things I want to ask for future agenda. Presentation on TRAILS (?) program helping students deal with COVID crisis and efforts around suicide prevention. Then also learning about services for students that are homeless and needing additional services and what that looks like during COVID.
Items from the Board
Gaynor: There are many talented staff in AAPS and can’t mention everyone. I wanted to mention Storytellers Guild and October 9 is their Storytelling Festival (on Zoom). Patty Smith is teacher consultant at Mitchell and will be telling a story. I will be emceeing and telling a story.
Swift: I do want to correct record. Trustee Gaynor’s birthday is November 22 not September 22 (today) as I was originally informed.
Adjourn
Motion to adjourn by voice vote by Kelly, secodned by Querijero. All voted Aye.
