The next installment of our cost savings feature focuses on reducing costs associated with making phone calls and using cell cards. Remember that these cost saving tips can make an impact, so please take them into consideration. You can make a difference!
*Never use the Agency’s 800 numbers to call another branch office. Almost all staff members are assigned a 5-digit extension that can be dialed for free from any office, but we know that some staff members are still calling other offices using 800 numbers. Using an 800 number charges the Agency for a long distance phone call that is completely unneeded. All extension numbers can be found using PeopleBox or the directory.
*Share or turn in cell cards. Cell cards (which allow staff members to connect to the Internet in locations with poor connectivity) cost $45.01 per month per card or $540.12 per year. Returning low or no use cards and/or sharing cards among staff members can save the Agency money. Heartland’s annual cost for cell cards is nearly $80,000.
Monday, December 14, 2009
Regional Education Center & School Co-location Update
We last updated you on the status of the Regional Education Centers (RECs) in September, so we would like to provide you with an update of what is currently happening in relation to the RECs and co-location opportunities within our schools. The Agency is in the process of implementing an REC model to improve service delivery to our school districts and to utilize our financial resources more effectively. In addition, the Agency is exploring co-location opportunities within schools to increase efficiencies relating to staff service delivery.
Phase I
During the 2007-2008 school year, the Board of Directors approved the Agency’s plan for five RECs (Johnston, Adel, Newton, Ames and the West side of the Agency) with the goals of reducing financial resources committed to facilities and reducing the square footage footprint of the Agency.
On March 1, 2009, the REC Committee (RECC) provided its Phase I report with recommendations to the Executive Council. The report cited data sources, general recommendations, location-specific recommendations and proposed timelines. The Phase I Regional Education Center (REC) Planning Committee, which represented multiple stakeholders, developed a recommendation for the design and programming of all regional education centers. The work of the group considered current and future needs of the Agency, the impact of agency initiatives, feedback from district staff, the impact of technology, options for partnerships, flexible spaces and file storage. It was noted that all RECs should have professional development space, office space for staff, a sound booth, storage space and professional resources/materials. Executive Council approved the Phase I report, which serves as the source document for Phase II.
Phase II
From April 2009 to present, various REC committees/sub-committees and co-location sub-committees were formed to assess and analyze opportunities in Newton, Adel, Knoxville, Ankeny and Johnston. Based on feedback from these sub-committees, revision of the original Phase II REC commissioning document was necessary to provide further guidance, especially regarding co-location opportunities. Phase II (revised) encompasses FY 2009-2010 planning and implementation of REC and co-location opportunities.
Facility and capital projects at the AEAs have no funding stream. The Operations Support Council (OSC) and the District Services Council (DSC) worked very hard to prioritize agency projects in relation to allocation of ARRA funds. Both councils forwarded their analysis to Cabinet, and Cabinet agreed upon a recommendation to Executive Council to allocate a small portion of ARRA funds to facility-related projects to assist in the implementation of the REC model and better position the Agency for the future.
Currently, the status of REC-related activities and co-location is:
• Knoxville - Co-location opportunities within the region were explored, but were not suitable to meet agency and staff needs. The current Knoxville office will be reconfigured to incorporate more suitable square footage allocations for staff and teaming space at a very low cost.
• Newton REC - Initially, negotiations with DMACC to relocate the Newton office to the DMACC campus in Newton were entered into last spring. Unfortunately, the negotiations did not produce the desired outcome. A search for more suitable office space in the Newton community began and has resulted in current negotiations for space in the Iowa Telecom building. Initial negotiations indicate a cost savings over current expenditures, and the space meets REC requirements set by the Phase I REC committee.
• Johnston REC - The 6500 planning committee has been working hard to develop a layout that will improve service delivery and facility space efficiency. As of the last meeting on December 3, 2009, consensus on layout to include a sound booth, additional classroom space, improvements to restrooms, HVAC and carpet replacement was made. The committee continues discussion on staff space and library space allocation and expects to submit a recommendation soon.
Currently, the revised REC and co-location timeline is:
• Knoxville reconfiguration – No later than June 30, 2010
• Woodside lease termination – No later than June 30, 2010
• Newton REC – completion No later than July 31, 2010
• Johnston REC – completion No later than December 31, 2010
• Adel REC – prioritization moved to FY 2010-2011
Implementation of the REC model and co-location concept is a complex task because of systemic ramifications. Staff relocation and/or facility reconfiguration impact financial and human resources, service delivery and distribution systems. All committees are working towards effective sequencing of construction and staff relocation to minimize impact on service delivery.
If you have any questions or comments about these plans, please contact Steve Prall at ext. 14423 or at sprall@aea11.k12.ia.us.
Phase I
During the 2007-2008 school year, the Board of Directors approved the Agency’s plan for five RECs (Johnston, Adel, Newton, Ames and the West side of the Agency) with the goals of reducing financial resources committed to facilities and reducing the square footage footprint of the Agency.
On March 1, 2009, the REC Committee (RECC) provided its Phase I report with recommendations to the Executive Council. The report cited data sources, general recommendations, location-specific recommendations and proposed timelines. The Phase I Regional Education Center (REC) Planning Committee, which represented multiple stakeholders, developed a recommendation for the design and programming of all regional education centers. The work of the group considered current and future needs of the Agency, the impact of agency initiatives, feedback from district staff, the impact of technology, options for partnerships, flexible spaces and file storage. It was noted that all RECs should have professional development space, office space for staff, a sound booth, storage space and professional resources/materials. Executive Council approved the Phase I report, which serves as the source document for Phase II.
Phase II
From April 2009 to present, various REC committees/sub-committees and co-location sub-committees were formed to assess and analyze opportunities in Newton, Adel, Knoxville, Ankeny and Johnston. Based on feedback from these sub-committees, revision of the original Phase II REC commissioning document was necessary to provide further guidance, especially regarding co-location opportunities. Phase II (revised) encompasses FY 2009-2010 planning and implementation of REC and co-location opportunities.
Facility and capital projects at the AEAs have no funding stream. The Operations Support Council (OSC) and the District Services Council (DSC) worked very hard to prioritize agency projects in relation to allocation of ARRA funds. Both councils forwarded their analysis to Cabinet, and Cabinet agreed upon a recommendation to Executive Council to allocate a small portion of ARRA funds to facility-related projects to assist in the implementation of the REC model and better position the Agency for the future.
Currently, the status of REC-related activities and co-location is:
• Knoxville - Co-location opportunities within the region were explored, but were not suitable to meet agency and staff needs. The current Knoxville office will be reconfigured to incorporate more suitable square footage allocations for staff and teaming space at a very low cost.
• Newton REC - Initially, negotiations with DMACC to relocate the Newton office to the DMACC campus in Newton were entered into last spring. Unfortunately, the negotiations did not produce the desired outcome. A search for more suitable office space in the Newton community began and has resulted in current negotiations for space in the Iowa Telecom building. Initial negotiations indicate a cost savings over current expenditures, and the space meets REC requirements set by the Phase I REC committee.
• Johnston REC - The 6500 planning committee has been working hard to develop a layout that will improve service delivery and facility space efficiency. As of the last meeting on December 3, 2009, consensus on layout to include a sound booth, additional classroom space, improvements to restrooms, HVAC and carpet replacement was made. The committee continues discussion on staff space and library space allocation and expects to submit a recommendation soon.
Currently, the revised REC and co-location timeline is:
• Knoxville reconfiguration – No later than June 30, 2010
• Woodside lease termination – No later than June 30, 2010
• Newton REC – completion No later than July 31, 2010
• Johnston REC – completion No later than December 31, 2010
• Adel REC – prioritization moved to FY 2010-2011
Implementation of the REC model and co-location concept is a complex task because of systemic ramifications. Staff relocation and/or facility reconfiguration impact financial and human resources, service delivery and distribution systems. All committees are working towards effective sequencing of construction and staff relocation to minimize impact on service delivery.
If you have any questions or comments about these plans, please contact Steve Prall at ext. 14423 or at sprall@aea11.k12.ia.us.
December 2009 Board of Directors Meeting Recap
The December 2009 Board of Directors meeting was held electronically due to inclement weather.
An amendment was made to the board agenda removing the public hearing due to inclement weather. The hearing will be rescheduled for later in December.
No one was present to speak at the public forum.
Discussion Items
Budget Landscape
Ms. Sheila King updated the Board on what the Agency has done since Governor Culver’s announcement of an across-the-board budget cut. All vacancies within the Agency are being reviewed and assessed as to whether they are critical. In addition, many positions that were going to be filled using ARRA funds have been suspended. Judy Jeffrey, Director of the Department of Education, met with superintendents last week and indicated that the economic situation continues to look poor. We anticipate that allowable growth will be adjusted lower than the two percent previously predicted. The Agency has adjusted processes for making travel and purchasing decisions and articles in The Connection are helping reinforce a “culture of austerity” for staff.
Board members, noting the percentage of the Agency’s budget dedicated to salaries, asked if it was known yet the number of positions that may need to be cut next year. Ms. King indicated that decision would depend on the number of retirements, attrition and the outcome of the 2010 legislative session.
Regional Education Centers
Mr. Steve Prall gave an update on the implementation of the Regional Education Centers (REC). In 2007-08 the Board of Directors approved the plan for five centers located in Adel, Ames, Johnston, Newton and the Westside of the Agency. Mr. Prall reviewed their current status.
Board members asked that the relocation of sound booths be done so as to not disrupt services and that their new locations be communicated to parents and districts in a timely manner. They also asked to be sent layout plans of the 6500 office and reminded everyone that the relocation of the Woodside office is not an indicator of a change in the regional system.
Action Items
Early Retirement Requests
Seven employees applied for early retirement under the Agency’s post-employment policy. This number is average compared to previous years. Additional staff may retire, however they will do so outside of the policy guidelines. This is the last year for the current plan, as a new policy is scheduled to go into effect July 1, 2010.
Board Comments
Mr. Turnquist asked for additional information on the technology bunker. The bunker is a proposed solution to address health and safety issues mandated by the Board. The current server room configuration is inadequate as it has an active water sprinkler system overheard and lacks sufficient cooling capacity for server hardware. The new bunker will be located in a separate building and is designed to protect the Agency’s server hardware, provide for disaster recovery and build capacity for technology-related services in the future.
Interim Chief Administrator Comments
Requests have come in from the Cedar Rapids Gazette, the Knoxville Journal Express and the Senate Democratic Caucus Staff about the salaries and contracts of the AEA chief administrators. The Chiefs had a conference call and confirmed that all requests are being honored. We want to continue being open when we receive requests for information.
The State Government Reorganization Committee has published its ideas for reorganizing state government. AEAs were asked for input during part of the process, but it appears they did not use any of the proposed ideas. While the document was comprehensive about the entire state system, there were two ideas proposed about the AEAs: 1) Move the AEA system under the governance of the Iowa Department of Education and 2) Remove AEA local Board of Directors from the Iowa Code. It is the mission of the Department of Education to implement federal and statewide policy and initiatives in an effective, efficient and consistent manner for all of Iowa’s children and schools. Brent Siegrist and Wayne Haddy will continue to research the source of the recommendations, but it appears there is little support for these recommendations for the AEAs. Ms. King will forward updated information to board members regarding this situation.
The Superintendents’ Advisory Council has interest in developing a list of legislative priorities at its January meeting. This will help members be better organized in their efforts and offer a more unified approach in contacting legislators.
Ms. King will send board members an update regarding the Agency’s four initiatives prior to the next board meeting. We will discuss our work in the January work session, as well as confirm the Board’s goals for 2009-10.
Dr. Rose and Ms. King spoke briefly about a recent Supreme Court ruling that resulted in tuition reimbursement for a child who never received special education services. The Court found that the district’s failure to provide an IEP violated IDEA and the “Child Find” requirement which requires identification, location and evaluation of all children with disabilities to ensure they receive needed special education services. This Court finding really reinforces Heartland’s obligation to support Child Find activities, as well as the potential harm that can come when children are not appropriately identified.
An amendment was made to the board agenda removing the public hearing due to inclement weather. The hearing will be rescheduled for later in December.
No one was present to speak at the public forum.
Discussion Items
Budget Landscape
Ms. Sheila King updated the Board on what the Agency has done since Governor Culver’s announcement of an across-the-board budget cut. All vacancies within the Agency are being reviewed and assessed as to whether they are critical. In addition, many positions that were going to be filled using ARRA funds have been suspended. Judy Jeffrey, Director of the Department of Education, met with superintendents last week and indicated that the economic situation continues to look poor. We anticipate that allowable growth will be adjusted lower than the two percent previously predicted. The Agency has adjusted processes for making travel and purchasing decisions and articles in The Connection are helping reinforce a “culture of austerity” for staff.
Board members, noting the percentage of the Agency’s budget dedicated to salaries, asked if it was known yet the number of positions that may need to be cut next year. Ms. King indicated that decision would depend on the number of retirements, attrition and the outcome of the 2010 legislative session.
Regional Education Centers
Mr. Steve Prall gave an update on the implementation of the Regional Education Centers (REC). In 2007-08 the Board of Directors approved the plan for five centers located in Adel, Ames, Johnston, Newton and the Westside of the Agency. Mr. Prall reviewed their current status.
Board members asked that the relocation of sound booths be done so as to not disrupt services and that their new locations be communicated to parents and districts in a timely manner. They also asked to be sent layout plans of the 6500 office and reminded everyone that the relocation of the Woodside office is not an indicator of a change in the regional system.
Action Items
Early Retirement Requests
Seven employees applied for early retirement under the Agency’s post-employment policy. This number is average compared to previous years. Additional staff may retire, however they will do so outside of the policy guidelines. This is the last year for the current plan, as a new policy is scheduled to go into effect July 1, 2010.
Board Comments
Mr. Turnquist asked for additional information on the technology bunker. The bunker is a proposed solution to address health and safety issues mandated by the Board. The current server room configuration is inadequate as it has an active water sprinkler system overheard and lacks sufficient cooling capacity for server hardware. The new bunker will be located in a separate building and is designed to protect the Agency’s server hardware, provide for disaster recovery and build capacity for technology-related services in the future.
Interim Chief Administrator Comments
Requests have come in from the Cedar Rapids Gazette, the Knoxville Journal Express and the Senate Democratic Caucus Staff about the salaries and contracts of the AEA chief administrators. The Chiefs had a conference call and confirmed that all requests are being honored. We want to continue being open when we receive requests for information.
The State Government Reorganization Committee has published its ideas for reorganizing state government. AEAs were asked for input during part of the process, but it appears they did not use any of the proposed ideas. While the document was comprehensive about the entire state system, there were two ideas proposed about the AEAs: 1) Move the AEA system under the governance of the Iowa Department of Education and 2) Remove AEA local Board of Directors from the Iowa Code. It is the mission of the Department of Education to implement federal and statewide policy and initiatives in an effective, efficient and consistent manner for all of Iowa’s children and schools. Brent Siegrist and Wayne Haddy will continue to research the source of the recommendations, but it appears there is little support for these recommendations for the AEAs. Ms. King will forward updated information to board members regarding this situation.
The Superintendents’ Advisory Council has interest in developing a list of legislative priorities at its January meeting. This will help members be better organized in their efforts and offer a more unified approach in contacting legislators.
Ms. King will send board members an update regarding the Agency’s four initiatives prior to the next board meeting. We will discuss our work in the January work session, as well as confirm the Board’s goals for 2009-10.
Dr. Rose and Ms. King spoke briefly about a recent Supreme Court ruling that resulted in tuition reimbursement for a child who never received special education services. The Court found that the district’s failure to provide an IEP violated IDEA and the “Child Find” requirement which requires identification, location and evaluation of all children with disabilities to ensure they receive needed special education services. This Court finding really reinforces Heartland’s obligation to support Child Find activities, as well as the potential harm that can come when children are not appropriately identified.
Holiday Office & Van Mail Schedule
Reminder: Please make note of when our offices will be closed and when van mail will not be delivered due to the holidays.
Offices Closed
December 24-25, 2009
December 31, 2009-January 1, 2010
Van Mail Schedule
Regular Van Delivery: December 21-22, 2009
No Van Delivery: December 23-31 2009 & January 1, 2010
Regular Van Delivery Resumes: January 4, 2010
Offices Closed
December 24-25, 2009
December 31, 2009-January 1, 2010
Van Mail Schedule
Regular Van Delivery: December 21-22, 2009
No Van Delivery: December 23-31 2009 & January 1, 2010
Regular Van Delivery Resumes: January 4, 2010
Expense Payment Processing During the Holidays
Please be aware that due to the holiday break, normal processing timelines for expense accounts may not be met the week of December 28. Expense checks will be run on Wednesday, December 23.
Need to Improve Your Professional Practice? How About an Online Course?!
Do you need an opportunity to improve your professional practice but are having difficulty finding the time to take a course? If so, one of Heartland’s online courses might be exactly what you need! We are offering several courses to help consultants improve their professional practice that are available for license renewal or graduate credit. Online courses are asynchronous, allowing for flexible pace and time, and since they are online, they can be completed easily at home.
Courses this winter/spring include:
• Technology for Online Instruction: Moodle & Adobe Connect Pro
January 11-February 14, 2 credits
https://prodev.aea11.k12.ia.us/4DCGI/TE083599991002INV*
• Presentation Zen: Improving Your Approach to Presentations
February 22-March 7, 1 credit
https://prodev.aea11.k12.ia.us/4DCGI/CS001499991002INV*
• Developing PLNs: Professional Learning Networks
March 29-April 11, 1 credit
This course looks at PLNs using social bookmarks, RSS, social networking and Twitter.
https://prodev.aea11.k12.ia.us/4DCGI/TE081799991003INV*
For other online offerings, just do a keyword search for “online” using Heartland’s Professional Development Catalog.
Courses this winter/spring include:
• Technology for Online Instruction: Moodle & Adobe Connect Pro
January 11-February 14, 2 credits
https://prodev.aea11.k12.ia.us/4DCGI/TE083599991002INV*
• Presentation Zen: Improving Your Approach to Presentations
February 22-March 7, 1 credit
https://prodev.aea11.k12.ia.us/4DCGI/CS001499991002INV*
• Developing PLNs: Professional Learning Networks
March 29-April 11, 1 credit
This course looks at PLNs using social bookmarks, RSS, social networking and Twitter.
https://prodev.aea11.k12.ia.us/4DCGI/TE081799991003INV*
For other online offerings, just do a keyword search for “online” using Heartland’s Professional Development Catalog.
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