OFFICIAL MINUTES FROM THE BOARD OF TRUSTEES MEETING OF THE
The Board of Trustees for the Arkansas School for the Blind met for their monthly meeting on October 20, 2009.
Present: Beth Gray, Chairperson; Andrew Tolbert, Secretary (via telephone); Dr. Doug Watson, Board Member; Henrietta Williams, Board Member; Khayyam Eddings, Board Member; Janice Vaughn, A.S.D. Parent Representative; Jim Hill, A.S.B. Superintendent; Sandy Lunestad, Interim Superintendent; Katie Becker, Zania Musteen, Interpreters; Christopher Hart, Office of the Attorney General; Members of the Deaf Community; Members of the Blind Community
Motion to Approve Consent Items
Dr. Watson made a motion to approve the Consent Items and Dr. Williams seconded the motion. The motion passed unanimously.
Action Items
09-B-021 Motion to Approve Purchasing Card Regulations
Ms. Gray asked if there was any discussion regarding the approval of the Purchasing Card Regulations.
Mrs. Vaughn: I think the P-card situation is just, I mean that’s pretty much the law. I mean didn’t you pretty well follow the way you had to come up with regulations that would safeguard?
Mr. Hill: Yes, it does meet the requirements of the audit. It’s not the law. Actually the P-cards were supposed to make purchases easier but
Mrs. Vaughn: But then there was too much room for
Mr. Hill: through interpretation of this young auditor was that we needed to tighten our belt on those issues and I feel, I personally feel, that this policy will at least put the responsibility for expenditures on the superintendent’s back or the business manager and that’s where it should be. We did go to an audit hearing before the legislative committee. They approved this as our answer to the audit, and they approved us as being cleared for the audit. So they are satisfied with this and if the Board is satisfied, then I think we are home free in doing it in a way that will keep us from being put on audit next time.
Mrs. Vaughn: Is it the same for the Deaf School and the Blind School, or what does it say? Is that something y’all have worked on together or what?
Mr. Hill: Yes.
Ms. Lunestad: The P-card regulation was really developed by Stan. We brought that to you at that time and I was concerned even when the auditor reviewed with us that it really
Board of Trustees Meeting
Arkansas School for the Blind
October 20, 2009
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is lengthening the process and taking you right back to purchase order format. But, because we had to go before the audit and that seemed, the audit committee, and they seemed to feel that this was necessary in order for them to approve, we agreed upon it. Later, if they, we talked about that some, if we feel later that it’s possible for us to change that make and make it be a little cumbersome, that would be possible. But at this time, we meet their regulations and they have resolved and we’re together on that.
Mrs. Vaughn: Okay. That’s seems pretty simple.
Mr. Hill: We do need to vote on it though and make it official board policy.
Ms. Gray: Right.
Mr. Eddings: Motion to approve the P-Card Regulations.
Dr. Williams: And the other one?
Ms. Gray: Do we want to do both of them together?
Mr. Hill: Well, I’d rather do them separately and then I’ll have them in the minutes.
Dr. Williams: I second the motion to approve the P-card.
Mr. Tolbert: I thought I did.
Dr. Williams: Okay, sorry.
Ms. Gray: All those in favor signify by saying aye.
All members voted in favor of the motion.
09-B-022 Motion to Approve Statement of Assurances
Mr. Hill: The Statement of Assurances is just, I hope each of you got a copy of it in your packet. It’s, we’re just, the buck stops here with me as superintendent and we just have to assure the State Department of Education that we are meeting all of the requirements that they have listed in here and stated, and I’m assuring the Board that we are meeting those requirements and I just need Board approval for my statement that we are meeting the requirements.
Mr. Tolbert: So moved.
Dr. Williams: Second.
Ms. Gray: Alright, all those in favor signify by saying aye.
All members voted in favor of the motion
Superintendent’s Report
Mr. Hill said he received word today that because of a reduction in state revenue, the school would have a budget cut of 2, which amounts to $121,900 for ASB. Mr. Hill said he will meet with Helen and Stan to discuss where the cuts will be made. He said he feels confident the cut can be made without hurting the educational program and there will be no reduction in personnel as a result of the cut. Mr. Hill said the school has about $25,000 for the purchase of computers and equipment and one place will be $20,000 in that area. The school has been approved through the technology program to buy computers and that expense will be switched to Federal funds.
Board of Trustees Meeting
Arkansas School for the Blind
October 20, 2009
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Mr. Hill pointed out the technology information that was included with the packet. The technology budget request was added to the stimulus money and the information stated how the technology purchases would enhance the students’ educational programs in the media that is used.
The Board was given a copy of the article that was featured in the Little Rock Chamber of Commerce newsletter about the groundbreaking ceremonies for the new playground.
Mr. Hill said the Board was given a letter from the Legislative Audit which shows that the school’s audit has been filed. Mr. Hill said this generally means the report was accepted.
Dr. Williams asked Mr. Hill about the school’s Report to the Public and Mr. Hill said he will put that on the agenda for the November meeting.
There being no further business for the Arkansas School for the Blind, the meeting moved to the Agenda for the Arkansas School for the Deaf.
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Beth Gray, Chairperson
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Andrew Tolbert, Secretary
Board of Trustees Meeting
Arkansas School for the Blind
October 20, 2009
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