http://www.glnd.k12.va.us/ en dbennett@glnd.k12.va.us Copyright 2013 2013-06-08T20:28:02-05:00 http://www.glnd.k12.va.us/index/schoolboard/april_23_2013/ http://www.glnd.k12.va.us/index/schoolboard/april_23_2013/#When:20:28:02Z GOOCHLAND COUNTY SCHOOL BOARD REGULAR MONTHLY WORKSHOP April 23, 2013 AT 6:00 PM GOOCHLAND ADMINISTRATION BUILDING 1800 Sandy Hook Road, Room 250, Goochland, VA MINUTES CALL TO ORDER John D. Wright, called the meeting to order at 6:01 p.m. Present were: John D. Wright, Chair Michael E. Payne, Vice Chair Mr. W. Kevin Hazzard Mr. John L. Lumpkins, Jr. Mrs. Elizabeth A. Hardy Dr. James Lane, Superintendent Also attending: Dr. Steve Geyer, Assistant Superintendent of Instruction Dr. Pete Gretz, Assistant Superintendent of Operations Tom DeWeerd, Director of Secondary Education Debbie White, Director of Finance Debra Beasley, Director of Special Education and Student Services Dianna Gordon, Director of Elementary Education Bruce Watson, Director of Career and Technical Education Mike Newman, Principal, Goochland High School James Hopkins, Principal, Byrd Elementary School Tina McCay, Principal, Goochland Elementary School Peter Martin, Technical Services Coordinator John Hendron, Supervisor of Instructional Technology Sean Campbell, Technical Services Specialist Jennifer Bocrie, Information Technology Specialist Bea Cantor, ITRT Diane Bennett, School Board Clerk The Media was represented by: Ken Odor, The Goochland Gazette CLOSED MEETING On a motion by Mr. Payne, seconded by Mr. Hazzard, the Board voted 5-0 to go into closed meeting pursuant to Section 2.2-3711(A)(1) of the Code of Virginia for the discussion of the appointment, retirement, and resignations of specific personnel of the Board.  All Ayes:  Payne, Hazzard, Hardy, Lumpkins, Wright. Mr. Wright reconvened in open session at 6:35 p.m. CERTIFICATION On a motion by Mr. Lumpkins, seconded by Mr. Hazzard, the Board voted 5-0 to certify that only public business matters lawfully exempted from open meeting requirements under the Virginia Freedom of Information Act and only such public business matters as were identified in the motion by which the closed meeting was convened were heard, discussed or considered in the meeting by the Board.  Roll Call:  Payne-yes, Hazzard-yes, Hardy-yes, Lumpkins-yes, Wright-yes. MOMENT OF SILENCE PLEDGE OF ALLEGIANCE ADDITIONS / AMENDMENTS / ADOPTION OF PROPOSED ANNOTATED AGENDA On a motion by Mrs. Hardy, seconded by Mr. Lumpkins, the Board voted 5-0 to approve the agenda as presented.  All Ayes:  Payne, Hazzard, Hardy, Lumpkins, Wright. PUBLIC COMMENT PERIOD None. INSTRUCTIONAL COUNCIL PRESENTATION - DANIEL GARDNER AND PAT KEEL Dr. Geyer introduced Dan Gardner and Pat Keel, members of the Instructional Council.  He briefly explained the vision of the Council and thanked Mr. Gardner and Ms. Keel for taking their time to present to the Board.  Ms. Keel explained some areas the Council feels need to be addresses such as relationships, student engagement, and student achievement.  She stated the Council had been reading the textbook “Why Students Don’t Like School” by Daniel Willingham.  Mr. Gardner stated there are some common themes that emerged such as student engagement, listening to students, maximizing individual learning, systematic review, continuous staff development, and relationships. Ms. Keel asked the Board to consider investing in a four-year program that will be Goochland County’s to enhance methodology; relationship building by going to colleges in the area and getting professionals to run in-service for teachers; and asked that the Board reach out to the community (to retired teachers) to help increase achievement and relationships.  She thanked the Board for their support. Dr. Lane stated he had asked the YMCA to reach out to Ms. Keel specifically, in that they are struggling to find tutors, looking for retired teachers, and need more people who an help.  ACTION ITEMS: PERSONNEL ACTION The following Personnel Action was presented for approval: Appointments: Kenneth Bouwens, GHS, Digital Imaging & TV Production Timothy Greenway, GHS, Technology Education Zachary Herbert, GHS, Engineering & CAD Jessica Ludwig, GES Casey Rogers, GHS, Science Kelley Taylor, GES David Wilcox, GMS, Technology Education Transfers: Alison Gooding, GES to RES Position Change: Julie Johnson, Part-time to Full-time Retirements: Nancy Wilmink, GMS, Reading Specialist On a motion by Mrs. Hardy, seconded by Mr. Payne, the Board voted 5-0 to approve the Personnel Action as presented.  All Ayes:  Payne, Hazzard, Hardy, Lumpkins, Wright. Dr. Lane asked Board to consider not immediately releasing the personnel action summary to give people a chance to notify employers.  Similarly Dr. Lane shared that employees may not want to have information released in advance if they are facing a negative personnel action.  Dr. Lane also mentioned that most divisions do not release the personnel action summary in advance of the meeting; however, provide transparency by releasing names in the minutes after the board formally takes action.  The Board discussed the matter.  Dr. Lane stated he would discuss it with the Leadership Team EMPLOYER SPONSORED 529 SAVINGS PLAN PROPOSAL Dr. Lane presented a resolution for an employer-sponsored 529 College Savings Plan, which will allow employees to make a voluntary deduction for the plan.  One of the current 403(b) vendors will handle the plan.  The Board discussed the matter.  On a motion by Mr. Lumpkins, seconded by Mrs. Hardy, the Board voted 5-0 to approve the resolution as presented, a copy of which is attached hereto and made a part of these minutes.  All Ayes:  Payne, Hazzard, Hardy, Lumpkins, Wright. PERKINS PLAN PROPOSAL Bruce Watson, Director of Career and Technical Education, presented the Perkins Plan for the receipt of $27,995.  Mr. Watson explained there are four categories targeted for use:  non-traditional students, student competitions, staff development and equipment for labs.  Funding is based on school enrollment and a state formula. On a motion by Mr. Payne, seconded by Mr. Hazzard, the Board voted 5-0 to approve the Perkins Plan as presented.  All Ayes:  Payne, Hazzard, Hardy, Lumpkins, Wright. TECHNOLOGY PLAN PROPOSAL The Technology Team presented the proposed Technology Plan.  Topics included goals, technical concerns, demonstrations, a recommendation for Bring Your Own Device Plan as well as a One-to-One Plan.  Goochland Elementary School will be the pilot for the One-to-One Plan.  Mrs. McCay was present and stated her staff is very excited about the program.  The Board discussed with the Technology Team topics such as bandwidth, rogue detection of hotspots, SOL testing, substitute access, kinesthetic learning, and collecting data from students. Dr. Lane announced that Bea Cantor was designated as an Apple Distinguished Education and will attend Apple Camp again this year in Austin, Texas.  On a motion by Mrs. Hardy, seconded by Mr. Payne, the Board voted 5-0 to approve the technology plan as presented.  All Ayes:  Payne, Hazzard, Hardy, Lumpkins, Wright. INFORMATION ITEMS: COMMUNITY SCHOOL VISIT James Hopkins, Principal, Byrd Elementary School, presented information regarding the visit to Carlin Springs Elementary School in Alexandria, Virginia, which is a community school.  His presentation included a definition of a community school, possible outcomes of and what is needed to start a community school model.  The Board discussed the matter. NEW PRINCIPAL EVALUATION PROCESS Dr. Steve Geyer, Assistant Superintendent of Instruction, presented information regarding the new principal evaluation process.  He explained that there was a committee consisting of Tina McCay, Principal, Goochland Elementary School, Tom DeWeerd, Director of Secondary Education, Mike Newman, Principal, Goochland High School, Dr. Pete Gretz, Assistant Superintendent of Operations, and himself who worked on the evaluation process.  He explained the purpose, guidelines, percentage contributions, and evaluation schedule.  Dr. Geyer presented copies of the evaluation documents that will be used and stated the complete evaluation handbook would be ready to be presented at the next meeting. JSRCC IMPLEMENTATION PLANS:  HB1184 Tom DeWeerd, Director of Secondary Education, presented information based on implementation of House Bill 1184 that calls upon local School Boards to implement an agreement for post-secondary degree attainment with a community college.  There are two options:  student can obtain an associate degree or a one-year certificate of general studies.  Mr. DeWeerd presented an overview of the framework of what GCPS would like to implement for a general education Certificate for Seniors, Online Regional Program, and Advanced College Academy for Associate for Science in Social Sciences. EMPLOYEE TUITION ASSISTANCE Dr. Lane presented a memorandum to be added to the employee handbook that adds paying for tuition for teachers to teach dual enrollment courses.  Dr. Lane read the pertinent paragraph aloud.  The Board discussed the matter.  Dr. Lane plans to make this a procedure as of July 1. AFFORDABLE CARE ACT UPDATE Pete Gretz and Debbie White presented an update on the Affordable Care Act and how its implementation will impact GCPS.  Beginning July 1 hourly employees’ hours will need to be tracked.  All employees averaging over 30 hours per week will qualify for benefits.  Mrs. White presented samples of the employee population as examples. FY 2013-2014 BUDGET REVISIONS Dr. Lane presented an overview of FY 2013-2014 budget updates based on new revenue and expenditure projections.  The County did approve an additional $320,000 in additional funding, mostly intended for salary but to be used at the Board’s discretion.  State funding needs were reanalyzed and have applied $16,698 to the textbook, which is required in the Local Match.  The Governor did also approve a slight increase in state funding.  There are new out-of-county tuition fees, of which there is already about $8,000 in anticipated revenue.  Total changes were about $313,000 in revenues.  Changes included a 2% increase for staff, 7% increase in health care costs, reduction in personnel costs through federal grant, cut receptionist position, change nurse position to nurse’s aide, reduction in supplemental comp, and other miscellaneous personnel salary and benefit adjustments. NEW POLICY/REGULATION:  SECOND READING IKF-R2:  CONDITIONS FOR WAIVER OF THE 140-CLOCK HOUR REQUIREMENT FOR THE STANDARD UNIT OF CREDIT FOR GRADUATION Dr. Lane presented the revisions to Policy IKF-R2 for second reading and approval.  He read the policy aloud.  There was one change of “70” to “60.” On a motion by Mr. Lumpkins, seconded by Mr. Payne, the Board voted 5-0 to approve policy IKF-R2 on second reading with one change as read by the Superintendent.  Roll Call:  Payne-yes, Hazzard-yes, Hardy-yes, Lumpkins-yes, Wright-yes. POLICY REVISIONS: FIRST READING This item was tabled until the next meeting. CLOSED MEETING On a motion by Mr. Lumpkins, seconded by Mrs. Hardy, the Board voted 5-0 to go into closed meeting pursuant to Section 2.2-3711(A)(1) of the Code of Virginia for the discussion of the appointment, retirement, and resignations of specific personnel of the Board.  All Ayes:  Payne, Hazzard, Hardy, Lumpkins, Wright. CERTIFICATION On a motion by Mrs. Hardy, seconded by Mr. Lumpkins, the Board voted 5-0 to certify that only public business matters lawfully exempted from open meeting requirements under the Virginia Freedom of Information Act and only such public business matters as were identified in the motion by which the closed meeting was convened were heard, discussed or considered in the meeting by the Board.  Roll Call:  Payne-yes, Hazzard-yes, Hardy-yes, Lumpkins-yes, Wright-yes. ADJOURNMENT The meeting was adjourned by the Chair. Attachment: Resolution-529 Plan 2013-06-08T20:28:02-05:00 http://www.glnd.k12.va.us/index/schoolboard/april_9_2013/ http://www.glnd.k12.va.us/index/schoolboard/april_9_2013/#When:20:26:10Z GOOCHLAND COUNTY SCHOOL BOARD REGULAR MEETING April 9, 2013 AT 6:00 PM Goochland Administration Building 1800 Sandy Hook Road, Room 250, Goochland, VA MINUTES CALL TO ORDER John D. Wright, Chair called the meeting to order at 6:03 p.m. Present were: John D. Wright, Chair Mrs. Elizabeth A. Hardy Mr. W. Kevin Hazzard Mr. John L. Lumpkins, Jr. Dr. James F. Lane, Superintendent Absent: Michael E. Payne, Vice Chair Also attending: Dr. Steve Geyer, Assistant Superintendent of Instruction Dr. Pete Gretz, Assistant Superintendent of Operations (arrived late) Tom DeWeerd, Director of Secondary Education Bruce Watson, Director of Career and Technical Education Debra Beasley, Director of Special Education and Student Services Debbie White, Director of Finance Dianna Gordon, Director of Elementary Education Mike Newman, Principal, Goochland High School Matt Covington, Assistant Principal, Goochland High School Betty Thurston, Supervisor of Transportation Jasmine Coles, Student Representative to the School Board Diane Bennett, School Board Clerk The Media was represented by: Ken Odor, The Goochland Gazette CLOSED MEETING On a motion by Mr. Lumpkins, seconded by Mr. Hazzard, the Board voted 4-0 to go into closed session pursuant to Section 2.2-3711(A)(19) of the Code of Virginia for the discussion of reports or plans related to security and pursuant to Section 2.2-3711(A)(1) of the Code of Virginia for the discussion of the appointment, retirement, and resignations of specific personnel of the Board.  All ayes:  Hazzard, Wright, Lumpkins, Hardy. Mr. Wright reconvened the meeting at 6:30 p.m. CERTIFICATION On a motion by Mrs. Hardy, seconded by Mr. Hazzard, the Board voted 4-0 to certify that only public business matters lawfully exempted from open meeting requirements under the Virginia Freedom of Information Act and only such public business matters as were identified in the motion by which the closed meeting was convened were heard, discussed or considered in the meeting by the Board.  Roll Call: Hazzard-yes, Hardy-yes, Lumpkins-yes, Wright-yes. MOMENT OF SILENCE PLEDGE OF ALLEGIANCE ADDITIONS/AMENDMENTS/ADOPTION OF PROPOSED AGENDA On a motion by Mrs. Hardy, seconded by Mr. Lumpkins, the Board voted 4-0 to adopt the agenda as presented.  All Ayes:  Hazzard, Hardy, Lumpkins, Wright. REFLECTIONS: Goochland High School:  Mike Newman, Principal, Goochland High School, introduced Barry Smith, a Goochland High School Math Teacher.  Mr. Smith presented information on the Flipped Classroom, which included the use of digital learning (specifically the use of Edmodo) and giving students the opportunity to work independently listening to pre-recorded instruction.  Austin Hayward, one of Mr. Smith’s Flipped Classroom students, spoke stating that he was a former struggling math student, but with this format he was able to do better in that he could pause and rewind the lessons if necessary. Mr. Smith also explained the Moody’s Math Challenge which is a scholarship competition organized by the Society of Industrial and Applied Mathematicians.  He asked for volunteers to compete, and put together a team. The challenge was to come up with a best recycling method for different U.S. cities.  The team was one of 1,000 teams that submitted a viable solution.  Mrs. Erin Yearout-Patton presented a video and information on the opportunities available to government students. Mr. Newman explained that the Follet Company issued a challenge to school across America and our librarian decided to take the challenge which was to show the media center in the school and showcase 21st century learning skills.  Mr. Newman announced that GHS came in 4th place and won $25,000.  He commended staff and students who worked on the project. RECOGNITION: The School Board and Dr. Lane recognized Robbie Wood, an 8th grader at Goochland Middle School, for being selected as the Goochland ambassador in the People-to-People Program.  Dr. Lane further explained that Robbie had requested a donation from the Board to go toward this program.  On a motion by Mrs. Hardy, seconded by Mr. Hazzard, the Board voted 4-0 to approve a $100 donation to Robbie Wood for the People-to-People Program.  All Ayes: Hazzard, Hardy, Lumpkins, Wright. The School Board and Dr. Lane presented a certificate to Abbie Allison for her selection in the 2013 All-State Band.  Mr. Allison, her dad, was present to accept the certificate on Abbie’s behalf.  Mark Givens, the Assistant Marching Band Director, was present and explained that this is quite an accomplishment, particularly for a Sophomore. Dr. Lane announced that a couple of RES students were published in a VAEA magazine that included pictures of their artwork.  Dr. Lane congratulated Cindy Edmonds for her work. SUPERINTENDENT’S COMMENTS Budget Update:  Dr. Lane stated the Board of Supervisors held their Public Hearing on the budget the night before.  The County Administrator’s proposal to include $320,000 for additional school funding was maintained thus far.  The Board of Supervisors will vote soon to approve the Budget or not.  Dr. Lane’s plan is to present the budget update on April 23 with the hope of final approval on May 14. CarMax Grant:  Dr. Lane announced that GCPS had been awarded a $5,000 grant from The CarMax Foundation to build an outdoor classroom at GES. ANNOUNCEMENTS/REMINDERS: A. Regular Workshop: Tuesday, April 23, 2013 at 6:30 p.m. at Goochland Administration Building, Room 250 B.  Randolph Elementary Fine Arts Night - April 16, 2013 6:00 p.m.-7:30 p.m. C.  School Nurse Day - May 8, 2013 FIRST PUBLIC COMMENT PERIOD None. COMMITTEE AND BOARD REPORTS Dr. Lane announced the following: • Mrs. Hardy was elected as the Vice Chair of the VSBA Southside Region.  Dr. Lane offered his congratulations.  • Mr. Lumpkins was elected Chair of Blue Ridge Virtual Governor’s School. • Mr. Hazzard is Vice Chair of the Maggie Walker Board of Directors. Dr. Lane stated that with Mr. Wright and Mr. Payne serving as Chair and Vice Chair, it is unique that all five Board members serve in leadership roles either locally or regionally. CONSENT AGENDA Reports: Operations Report, Instructional Report, and Finance reports were presented.  Field Trip Requests Facilities Use Requests On a motion by Mr. Hazzard, seconded by Mrs. Hardy, the Board voted 4-0 to approve the Consent Agenda as presented.  All Ayes: Hazzard, Lumpkins, Wright, Payne. ACTION ITEMS: PERSONNEL ACTION The following Personnel Action was presented for approval: Transfer: Trish Adams, GMS to GHS Resignations: Johnette Burdette, GMS, Principal William James, GMS, English Jennifer Prichard, GHS, Science Melissa Webb, GES, 2nd Grade Title Change: Debbie White, Interim Director of Finance to Director of Finance On a motion by Mrs. Hardy, seconded by Mr. Lumpkins, the Board voted 4-0 to approve the Personnel Action as presented.  All Ayes: Hazzard, Hardy, Lumpkins, Wright. Mr. Wright read a press release aloud (slightly paraphrasing) regarding the resignation of Johnette Burdette, Principal, Goochland Middle School.  Dr. Lane thanked Mrs. Burdette for her service. MINUTES Minutes from the March 12, 2013 regular meeting and March 26, 2013 workshop were presented for approval. On a motion by Mrs. Hardy, seconded by Mr. Lumpkins, the Board voted 4-0 to approve the minutes as presented.  All Ayes: Hazzard, Hardy, Lumpkins, Wright. BILLS AND PAYROLL Bills and payroll for March were presented for approval.  On a motion by Mrs. Hardy, seconded by Mr. Hazzard, the Board voted 4-0 to approve the March bills and payroll as presented.  All Ayes:  Hazzard, Hardy, Lumpkins, Wright. BUS GARAGE APPROVAL Dr. Lane presented information on the bus garage purchase and recommended that the School Board request $1.1 million from the Board of Supervisors for the purchase.  He explained that if approved by the School Board, the request will then be sent to the Board of Supervisors to be approved on April 16.  Closing will be at the end of April if approved by both Boards.  The Board discussed the matter. On a motion by Mr. Hazzard, seconded by Mrs. Hardy, the Board voted 4-0 to accept the Superintendent’s recommendation to formally request the $1.1 million from the Board of Supervisors for the acquisition of the property aforementioned.  All Ayes: Hazzard, Hardy, Lumpkins, Wright. Dr. Lane congratulated the Board on their decision in that a new bus garage has been in the works for over 20 years. GRADING SCALE Dr. Geyer presented a review of information previously presented regarding changing the grading scale to a 10-point scale.  He explained he made one revision from the prior presentation with the addition of an A+ to the scale.  With that one exception, all other information is the same as previously presented.  The Board discussed the matter. On a motion by Mr. Lumpkins, seconded by Mrs. Hardy, the Board voted 3-1 to approve the Superintendent’s recommendation to change the current grading scale to the scale presented effective July 1, 2013.  Aye:  Hardy, Lumpkins, Wright Nay:  Hazzard SPECIAL EDUCATION ANNUAL PLAN APPROVAL Debra Beasley, Director of Special Education and Student Services, presented the 2013-2014 Special Education Annual Plan.  Mrs. Beasley explained that the Goochland Special Education Advisory Council had approved the plan on March 14.  The plan allows for the receipt of $564,943 for salaries and benefits of 13 full-time teachers with benefits, along with a smaller award of $14,921 for preschool students.  The Board discussed the matter. On a motion by Mrs. Hardy, seconded by Mr. Lumpkins, the Board voted 4-0 to approve the Special Education Annual Plan as presented.  All Ayes: Hazzard, Hardy, Lumpkins, Wright. PROPOSED SY 2013-2014 CALENDAR APPROVAL Dr. Gretz presented the proposed SY 2013-2014 calendar, explaining there had been one minor change of a teacher workday from the version previously presented.  Otherwise, there were no other changes.  He also stated that the feedback received had been mostly positive.  Dr. Lane reminded the Board that the calendar is contingent upon an increase in bank days by adding 10 minutes to each school day at GMS and GHS and asked that that be included in their motion. On a motion by Mrs. Hardy, seconded by Mr. Hazzard, the Board voted 3-1 to approve the 2013-2014 calendar as presented and approve the additional 10 minutes each day for middle and high schools effective next school year.  Aye:  Hardy, Wright, Hazzard Nay:  Lumpkins. STATE FOOTBALL CHAMPIONSHIP RING PURCHASE FUNDING APPROVAL Dr. Lane explained that the Boosters had requested $3,000 in funding to finalize the purchase of state football championship rings for every GHS football player. On a motion by Mr. Lumpkins, seconded by Mrs. Hardy, the Board voted 4-0 to approve $3,000 for the purchase of state football championship rings as presented.  All Ayes: Hazzard, Hardy, Lumpkins, Wright. POLICY REVISIONS:  SECOND READING AND APPROVAL Dr. Lane presented the following policy revisions for second reading and approval and recommend approval of the policies in mass: AA:  School Division Legal Status BB:  School Board Legal Status BBAA:  Board Member Authority BCA:  School Board Organizational Meeting BCB:  School Board Officers BCE:  School Board Committees BDC:  Closed Meetings BDCA:  Calling and Certification of Closed Meetings BDDA:  Notification of School Board Meetings CBD:  Superintendent’s Contract, Compensation and Benefits CF:  School Building Administration EEAB:  School Bus Scheduling EEAC:  School Bus Safety Program IA:  Instructional Goals and Objectives IF:  Curriculum Development and Adoption IFE:  Curriculum Guides and Course Outlines IGBC:  Parental Involvement IIBD:  School Libraries/Media Centers IICB/IICC:  Community Resource Persons/School Volunteers IKF:  Standards of Learning Tests and Graduation Requirements IKG:  Remediation Recovery Program IKH:  Retaking SOL Assessments JECA:  Admission of Homeless Children JECD:  Admission of Non-Resident Students JEC-R:  School Admission JFB:  Student Involvement in Decision Making JFCA:  Teacher Removal of Students from Class KH:  Public Gifts to the Schools KH-R:  Conditions for Acceptance of a Grant Award or Donation On a motion by Mr. Hazzard, seconded by Mrs. Hardy, the Board voted 4-0 to approve all policies listed under agenda item I, including deletions, on second reading.  All Ayes: Hazzard, Hardy, Lumpkins, Wright. INFORMATION ITEMS: TESTING SCHEDULE Dianna Gordon, Director of Elementary Education presented the testing schedule, reviewing all dates.  Dr. Lane commented that he wanted to prepare the Board that they are likely to see dips in the Science and Reading scores as those tests have recently been revised.  He explained that there may be a new trend line, but that is not due to lack of instruction of poor instruction. MARCH FINANCIAL UPDATE Debbie White, Director of Finance, presented the March financial update, which included a new report of transfers.  Mrs. White explained that she will be looking at the third quarter to determine if there are places where things should be moved.  Dr. Lane asked the Board for feedback on the format of the new transfer report.  The Board was satisfied with the report. ACTION ITEMS: NEW POLICY:  FIRST READING ICA/IDA:  CONDITIONS FOR WAIVER OF THE 140 CLOCK-HOUR REQUIREMENT FOR THE STANDARD UNIT OF CREDIT FOR GRADUATION Dr. Lane presented policies for approval on first reading.  He asked the Board to begin with new policy ICA/IDA:  Conditions for Waiver of the 140 Clock-Hour Requirement for the Standard Unit of Credit for Graduation.  Dr. Lane explained that the 140 clock-hour requirement would not be met in some classes due to days missed for inclement weather.  He read the policy aloud.  Mr. Lumpkins suggested ending paragraph 1 after “and” and beginning paragraph 2 with “That upon completion…” On a motion by Mr. Hazzard, seconded by Mr. Lumpkins, the Board voted 4-0 to accept policy ICA/IDA on first reading as amended.  All Ayes: Hazzard, Hardy, Lumpkins, Wright. Mr. Wright called a brief recess. Mr. Wright called the meeting back to order at 9:05 p.m. Dr. Lane asked to add an item to the agenda that had been intended to be included originally.  The Board consensus was to not add the additional item. POLICY REVISIONS:  FIRST READING IE:  MOMENT OF SILENCE Dr. Lane asked that policy IE be tabled until all Board members are present. JFCB:  SPORTSMANSHIP, ETHICS AND INTEGRITY Revised Policy JFCB was presented for approval on first reading. On a motion by Mr. Lumpkins, seconded by Mr. Hazzard, the Board voted 4-0 to approve Policy JFCB on first reading as presented.  All Ayes: Hazzard, Hardy, Lumpkins, Wright. JFCI:  SUBSTANCE ABUSE-STUDENT ASSISTANCE PROGRAM Revised Policy JFCI was presented for approval on first reading.  Dr. Lane read the policy aloud. On a motion by Mr. Hazzard, seconded by Mr. Lumpkins, the Board voted 4-0 to approve Policy JFCI on first reading as presented.  All Ayes: Hazzard, Hardy, Lumpkins, Wright. JGD/JGE-R:  STUDENT SUSPENSION/EXPULSION Revised Policy JGD/JGE-R was tabled until a later date. JHCB:  STUDENT IMMUNIZATIONS Revised Policy JHCB was presented for approval on first reading. On a motion by Mrs. Hardy, seconded by Mr. Lumpkins, the Board voted 4-0 to approve Policy JHCB on first reading as presented.  All Ayes: Hazzard, Hardy, Lumpkins, Wright. JHCF:  STUDENT WELLNESS Revised Policy JHCF was presented for approval on first reading.  The Board discussed the policy and opted to vote on each section of the policy separately. On a motion by Mr. Lumpkins, seconded by Mrs. Hardy, the Board voted 4-0 to approve Policy JHCF, Section A: Nutrition Promotion and Education, on first reading as amended, accepting goals but deleting numbers 2, 6, and 9, and deleting core curricula from number 5.  All Ayes: Hazzard, Hardy, Lumpkins, Wright. On a motion by Mr. Lumpkins, seconded by Mrs. Hardy, the Board voted 4-0 to approve Policy JHCF, Section A:  Physical Activity, on first reading as amended, accepting goals but deleting numbers 3 and 4.  All Ayes: Hazzard, Hardy, Lumpkins, Wright. On a motion by Mr. Hazzard, seconded by Mrs. Hardy, the Board voted 4-0 to approve Policy JHCF, Section B:  Other school-based activities, on first reading as amended, accepting goals but deleting number 5, and amending 4 to “Promote the use of locally grown and seasonal food and school gardens.” All Ayes: Hazzard, Hardy, Lumpkins, Wright. On a motion by Mr. Lumpkins, seconded by Mrs. Hardy, the Board voted 4-0 to approve Policy JHCF, Section C:  Nutrition Guidelines, on first reading as amended, deleting all bold sections including the strikethrough and additions, and including 1 and 2, deleting the word “donate” and striking 3 and 4.  All Ayes: Hazzard, Hardy, Lumpkins, Wright. On a motion by Mrs. Hardy, seconded by Mr. Lumpkins, the Board voted 4-0 to approve policy JHCF on first reading reflecting the three prior motions.  All Ayes: Hazzard, Hardy, Lumpkins, Wright. OLD BUSINESS None. NEW BUSINESS None. SECOND PUBLIC COMMENT None. CLOSED MEETING None. ADJOURNMENT The meeting was adjourned by the Chair. 2013-06-08T20:26:10-05:00 http://www.glnd.k12.va.us/index/schoolboard/march_26_2013/ http://www.glnd.k12.va.us/index/schoolboard/march_26_2013/#When:02:14:20Z GOOCHLAND COUNTY SCHOOL BOARD REGULAR MONTHLY WORKSHOP March 26, 2013 AT 6:30 PM GOOCHLAND ADMINISTRATION BUILDING 1800 Sandy Hook Road, Room 250, Goochland, VA MINUTES CALL TO ORDER John D. Wright, called the meeting to order at 6:30 p.m. Present were: John D. Wright, Chair Michael E. Payne, Vice Chair (arrived late) Mr. W. Kevin Hazzard Mr. John L. Lumpkins, Jr. (arrived late) Mrs. Elizabeth A. Hardy Dr. James Lane, Superintendent Also attending: Dr. Steve Geyer, Assistant Superintendent of Instruction Dr. Pete Gretz, Assistant Superintendent of Operations Tom DeWeerd, Director of Secondary Education Debbie White, Director of Finance Debra Beasley, Director of Special Education and Student Services Dianna Gordon, Director of Elementary Education Bruce Watson, Director of Career and Technical Education Tina McCay, Principal, Goochland Elementary School Mike Newman, Principal, Goochland High School Diane Bennett, School Board Clerk The Media was represented by: Ken Odor, The Goochland Gazette MOMENT OF SILENCE PLEDGE OF ALLEGIANCE ADDITIONS/AMENDMENTS TO PROPOSED AGENDA Dr. Lane added a closed meeting to the agenda, and added regulation KH-R for first reading. ADOPTION OF AGENDA On a motion by Mrs. Hardy, seconded by Mr. Hazzard, the Board voted 3-0 to approve the agenda as amended.  All Ayes: Hazzard, Hardy, Wright. RECOGNITIONS: VSBA Showcases for Success:  Dr. Lane explained that three programs were represented in the VSBA Showcases for Success and they were G21, STEM, and the Leader in Me program.  He stated this is the first time GCPS has been highlighted in many years. (Mr. Lumpkins arrived.) PUBLIC COMMENT PERIOD None. Dr. Lane announced the Southside Regional Forum and presented the art work that will be competing in the art contest at the Forum.  INFORMATION ITEMS: STRATEGIC PLANNING PROCESS Dr. Lane explained that the School Board is going to begin the strategic planning process.  He further explained that he and Mr. Wright had visited CarMax and asked if they would donate services, and specifically asked about strategic planning.  Through that partnership and Dr. Lane’s previous history with CarMax, Joe Kunkel will now be working with GCPS in the Strategic Planning Process as an in-kind donation. Mr. Kunkel presented an overview of the process, highlighting the three phases of the process:  Get on the Same Page, Develop the Program, and Communicate and Adjust. (Mr. Payne arrived.) CLIMATE SURVEY DISCUSSION Pete Gretz presented an overview of a climate survey that will be sent out to all staff for completion.  The idea behind the survey is to get a feel for staff’s perception of the overall school climate.  Topics highlighted were safety, engagement, communications, salaries, one-to-one technology, among others.  Dr. Lane explained that the survey will be delivered to staff and student some time in April.  He further explained that he would like to see this survey done annually. GES GYMNASIUM Dr. Lane information on a new partnership with Parks and Rec for use of the old high school gymnasium, which will provide new physical education opportunities for GES students.  Tina McCay, Principal, Goochland Elementary School, and Derek Stamey, Director, Goochland County Parks, Recreation, and Facilities Management, were also present.  GES will have use of the old gym from 11-3 every day and all day on Fridays. Mrs. McCay stated that Mr. Jackson, the P.E. Teacher is very excited about the use of the gym as it will provide many more activities that will not be inhibited by the weather.  Derek Stamey added that he would like to see after school enrichment activities offered there as well as sports activities.  He further added he would like to see GCPS coaches running summer camps there for Parks and Rec, basically feeding the programs in the schools.  Mr. Stamey stated Parks and Rec would handle all of the marketing of the programs and would partner with the school system with many activities such as the arts, STEM, and athletics. SCHOOL GRADING SCALE Steve Geyer presented information on converting to a 10-point grading scale.  Beth Fowler, GHS Guidance Counselor was also present to answer questions.  Dr. Geyer explained that the reason for considering a change was to allow students to be more competitive in college offerings and scholarships.  The Board discussed topics such as how a GPA is calculated, what the transcript shows as a grade:  letter or number, and how weighted credits are calculated.  The grading scale will be brought back at the April 9 meeting with the recommendation that it be adopted. Mr. Wright called a brief recess. Mr. Wright called the meeting back to order at 8:21 p.m. JROTC Dr. Lane explained that GCPS has been in discussions for quite a while with the Marine Corps about starting a JROTC program, but had been denied.  Recently information was received from Col. Lenard with the Marine Corps that Goochland is now first on the list to open a Marine Corps JROTC Unit at GHS.  Dr. Lane further explained that discussions continue to determine exactly what costs will be covered by the Marine Corps and for what GCPS will be responsible.  He also explained that it will take approximately five months to receive approval from the Secretary of the Navy so the earliest the program would begin would be 2015.  Bruce Watson, Director of Career and Technical Education, was present and explained that a staff of instructors has already been identified to move to Virginia for the program.  Mr. Watson further explained that enrollment must be 10% of the student body, which is about 75 students.  Mr. Watson has invited the instructors to GCPS to visit the area and meet the staff.  Mr. Payne offered to give them a tour if necessary.  Mr. Newman was also present and stated there are numerous students who have asked about this program. PROPOSED 2013-2014 SCHOOL CALENDAR Dr. Gretz presented an overview of the proposed 2013-2014 school calendar, stating he had received over 400 responses in the draft that was put on the website for review.  The calendar committee put together a draft which then went to the Leadership Team for review.  The revised draft will go back to the Board for approval in April. COMMUNITY ADVISORY COMMITTEE Dr. Lane presented a list of Community Advisory Committee Members, explaining that the list includes prior members as well as new members.  The first meeting will be April 10, 2013 at 6:30 p.m.  Dr. Lane asked the Board to let him know if they have any recommendations for members. PARENTS NOW HAVE ACCESS TO BLOGS IN POWERSCHOOL Dr. Lane explained that pursuant to a request by Mr. Hazzard that all of his children’s teachers blogs be in one place, teachers’ blogs are now liked to their students’ in PowerSchool which gives parents access in once place.  Dr. Lane credited Jennifer Bocrie for accomplishing this goal. PROPOSED 2013-2014 SCHOOL CALENDAR (continued) Mr. Wright revisited the item of the proposed 2013-2014 calendar and asked about the current school year and how days missed for snow will be handled.  Dr. Lane explained that the issue faced now is the 140-clock hour requirement for verified credits.  He further explained that the requirement could be waived by the Superintendent if a good faith effort was made to reach the 140 hours, and if a policy was approved by the Board authorizing the Superintendent to do so.  He stated he will bring the policy to the Board on April 9 and will asked that it be approved with one reading.  Dr. Lane stated that if for some reason an adjustment would need to be made for this requirement he would consider adding minutes to each school day to make up the time. POLICY REVISIONS:  FIRST READING Dr. Lane reminded the Board that the policies presented for first reading were the ones the Board did not have time to review at the March 12, 2013 meeting.  The Board reached a consensus to continue going through policy until 10:00 p.m. and move the remaining policies to the April 9, 2013 meeting.  Dr. Lane requested permission to take some of the policies out of order, which Mr. Wright granted. KH:  PUBLIC GIFTS TO THE SCHOOLS AND KH-R:  CONDITIONS FOR ACCEPTANCE OF A GRANT AWARD OR DONATION Policies KH and KH-R were both presented for approval on first reading.  Debbie White, Director of Finance, was present and stated that in writing regulation KH-R and after reviewing other jurisdictions around Goochland, she freely used language from the Henrico County regulation.  On a motion by Mr. Hazzard, seconded by Mrs. Hardy, the Board voted 5-0 to approve Policy KH and Regulation KH-R on first reading as presented.  All Ayes:  Payne, Hazzard, Lumpkins, Hardy, Wright. JECD:  ADMISSION OF NON-RESIDENT STUDENTS Revised Policy JECD was presented for approval on first reading.  Dr. Lane asked that this policy be stricken completely. On a motion by Mrs. Hardy, seconded by Mr. Payne, the Board voted 5-0 to approve Policy JECD on first reading as presented.  All Ayes:  Payne, Hazzard, Lumpkins, Hardy, Wright. IGBC:  PARENTAL INVOLVEMENT Revised Policy IGBC was presented for approval on first reading.  Dr. Lane recommended deleting the last sentence in two paragraph where there is a place to “insert opportunities.” On a motion by Mrs. Hardy, seconded by Mr. Payne, the Board voted 5-0 to approve Policy IGBC on first reading as amended.  All Ayes:  Payne, Hazzard, Lumpkins, Hardy, Wright. IIBD:  SCHOOL LIBRARIES/MEDIA CENTERS Revised Policy IIBD was presented for approval on first reading.  Dr. Lane clarified that the text regarding “before, during and after school” does not mean every day. On a motion by Mr. Hazzard, seconded by Mrs. Hardy, the Board voted 5-0 to approve Policy IIBD on first reading as presented.  All Ayes:  Payne, Hazzard, Lumpkins, Hardy, Wright. IICB/IICC:  COMMUNITY RESOURCE PERSONS/SCHOOL VOLUNTEERS Revised Policy IICB/IICC was presented for approval on first reading.  On a motion by Mr. Lumpkins, seconded by Mrs. Hardy, the Board voted 5-0 to approve Policy IICB/IICC on first reading as presented.  All Ayes:  Payne, Hazzard, Lumpkins, Hardy, Wright. IKF:  STANDARDS OF LEARNING TESTS AND GRADUATION REQUIREMENTS Revised Policy IKF was presented for approval on first reading.  Dr. Lane explained that GCPS does not have any requirements that currently exceed the DOE requirements and that if they are added in the future, the policy an be revised. On a motion by Mr. Lumpkins, seconded by Mrs. Hardy, the Board voted 5-0 to approve Policy IKF on first reading as presented.  All Ayes:  Payne, Hazzard, Lumpkins, Hardy, Wright. IKG:  REMEDIATION RECOVERY PROGRAM Revised Policy IKG was presented for approval on first reading.  Dr. Lane read the first page of the policy aloud.  The Board discussed the policy. On a motion by Mrs. Hardy, seconded by Mr. Payne, the Board voted 5-0 to approve Policy IKG on first reading as presented.  All Ayes:  Payne, Hazzard, Lumpkins, Hardy, Wright. IKH:  RETAKING SOL ASSESSMENTS Revised Policy IKH was presented for approval on first reading.  Dr. Lane read the policy aloud. On a motion by Mr. Lumpkins, seconded by Mr. Hazzard, the Board voted 5-0 to approve Policy IKH on first reading as presented.  All Ayes:  Payne, Hazzard, Lumpkins, Hardy, Wright. JECA:  ADMISSION OF HOMELESS CHILDREN Revised Policy JECA was presented for approval on first reading.  On a motion by Mrs. Hardy, seconded by Mr. Hazzard, the Board voted 5-0 to approve Policy JECA on first reading as presented.  All Ayes:  Payne, Hazzard, Lumpkins, Hardy, Wright. JFB:  STUDENT INVOLVEMENT IN DECISION MAKING Revised Policy JFB was presented for approval on first reading.  On a motion by Mr. Payne, seconded by Mr. Hazzard, the Board voted 5-0 to approve Policy JFB on first reading as presented.  All Ayes:  Payne, Hazzard, Lumpkins, Hardy, Wright. JFCA:  TEACHER REMOVAL OF STUDENTS FROM CLASS Revised Policy JFCA was presented for approval on first reading.  Dr. lane read a portion of the policy aloud.  The Board discussed the policy. On a motion by Mr. Hazzard, seconded by Mrs. Hardy, the Board voted 4-1 to approve Policy JFCA on first reading as presented. Ayes:  Payne, Hazzard, Hardy, Wright.  Nay:  Lumpkins CLOSED MEETING On a motion by Mr. Hazzard, seconded by Mr. Lumpkins, the Board voted 5-0 to go into closed session pursuant to section 2.2-3711(A)(1) of the Code of Virginia to discuss the assignment, appointment, performance, salaries, and discipline of specific employees of the Board.  All Ayes:  Payne, Hazzard, Hardy, Lumpkins, Wright. CERTIFICATION On a motion by Mrs. Hardy, seconded by Mr. Lumpkins, the Board voted 5-0 to certify that only public business matters lawfully exempted from open meeting requirements under the Virginia Freedom of Information Act and only such public business matters as were identified in the motion by which the closed meeting was convened were heard, discussed or considered in the meeting by the Board.  Roll Call: Hazzard-yes, Lumpkins-yes, Wright-yes. ADJOURNMENT The meeting was adjourned by the Chair. 2013-04-21T02:14:20-05:00 http://www.glnd.k12.va.us/index/schoolboard/march_12_2013/ http://www.glnd.k12.va.us/index/schoolboard/march_12_2013/#When:01:52:08Z GOOCHLAND COUNTY SCHOOL BOARD REGULAR MEETING MARCH 12, 2013 AT 6:00 PM Goochland Administration Building 1800 Sandy Hook Road, Room 250, Goochland, VA MINUTES CALL TO ORDER John D. Wright, Chair called the meeting to order at 6:13 p.m. Present were: John D. Wright, Chair Michael E. Payne, Vice Chair (arrived late) Mr. W. Kevin Hazzard Mr. John L. Lumpkins, Jr. Dr. James F. Lane, Superintendent Absent: Mrs. Elizabeth A. Hardy Also attending: Dr. Steve Geyer, Assistant Superintendent of Instruction Dr. Pete Gretz, Assistant Superintendent of Operations (arrived late) Debra Beasley, Director of Special Education and Student Services Bruce Watson, Director of Career and Technical Education Debbie White, Director of Finance Tom DeWeerd, Director of Secondary Education Dianna Gordon, Director of Elementary Education Mike Newman, Principal, Goochland High School Johnette Burdette, Principal, Goochland Middle School Jasmine Coles, Student Representative to the School Board Diane Bennett, School Board Clerk The Media was represented by: Ken Odor, The Goochland Gazette CLOSED MEETING On a motion by Mr. Hazzard, seconded by Mr. Lumpkins, the Board voted 3-0 to go into closed session pursuant to Section 2.2-3711(A)(19) of the Code of Virginia for the discussion of reports or plans related to security and pursuant to Section 2.2-3711(A)(1) of the Code of Virginia for the discussion of the appointment, retirement, and resignations of specific personnel of the Board.  All ayes:  Hazzard, Wright, Lumpkins. Mr. Wright reconvened the meeting at 6:30 p.m. MOMENT OF SILENCE PLEDGE OF ALLEGIANCE The Pledge of Allegiance was led by Jacob Massey, a 6th Grader at Goochland Middle School. ADDITIONS/AMENDMENTS/ADOPTION OF PROPOSED AGENDA On a motion by Mr. Lumpkins, seconded by Mr. Hazzard, the Board voted 3-0 to adopt the agenda as presented.  All Ayes:  Hazzard, Hardy, Lumpkins, Wright. (Mr. Payne arrived.) REFLECTIONS: Goochland Middle School:  Johnette Burdette, Principal, Goochland Middle School, introduced Trish Adams, CTE Teacher, and Leona Barnes, and Elizabeth Layne, foreign language teachers.  Foreign Language:  Students presented information on the different activities done in class in order to learn a foreign language and had Board members participate in the activities.  Students present were:  Campbell Ferguson, Danielle Daly, Taylor Crampton, Micah Allen, Jacob Clark, Lauron Creasey, Zada Hall, Hailey Hall, Jacob Massey, Sydney Meiller, Brittany Melton, Natalie Southerland, Helena Trevor, Peter Trevor, and Daniel Thompson. CTE:  Students gave a presentation on program called BizWorld whereby the students create their own companies and run their own businesses.  Students present were: Justin Anthony, Jacob Bolenske, Kendall Hungate, Jaylene Lopez, Edward Rareshide, Victoria Spooner, and Daniel Thompson. RECOGNITION: A Certificate of Recognition was presented to Alexandria Herrera for completing the House of Delegates Page Program. Andrew Snead presented information on Music in Our Schools Month.  He passed out pictures of the program at Randolph Elementary and thanked the Board for continued support.  Mr. Snead further stated that as the STEM program becomes a focus it is important to remember the value of the arts. Cindy Edmonds spoke regarding Youth Art Month, which is the month of March.  She explained that this is a time to emphasize art in the schools and highlight the accomplishments of our young artiest.  She invited the Board to view the art on display at the Goochland Branch Library and at SunTrust Bank on Main Street.  She also mentioned other events such as April 16 Fine Arts Night at Randolph Elementary showcasing student art and a temporary exhibit from the Virginia Museum of Fine Arts; and May 3 is the Goochland Arts Festival at GHS, which will have art on display, music and Beauty and the Beast.  She thanked the board for funding the visual arts program and providing this opportunity to all students. Dr. Lane asked that the Board take action on the VSBA Business Partnership Honor Roll Resolution. ACTION ITEM: RESOLUTION-VSBA BUSINESS HONOR ROLL Dr. Lane presented a resolution naming Luck Stone to the VSBA Business Honor Roll.  Dr. Lane explained that once the resolution is approved, Luck Stone’s name will be given to VSBA.  A list will be released in April or May.  A copy of the Resolution is attached hereto and made a part of these minutes. On a motion by Mr. Payne, seconded by Mr. Hazzard, the Board voted 4-0 to approve the resolution as presented.  All Ayes:  Payne, Hazzard, Lumpkins, Wright. Bob Grauer, President of Luck Stone, thanked the Board and stated that Goochland is a great place to do business and that this school system and many others have been great partners.  He explained their corporate mission of igniting human potential and said that when people work together what can be done is limitless. Dr. Lane thanked Dr. Gretz for bringing the Luck Companies program to GCPS over the summer. SUPERINTENDENT’S COMMENTS: FY 2013-2014 BUDGET UPDATE Dr. Lane thanked the County Administrator for the proposal of putting $320,000 in the budget for schools, and urged the Board of Supervisors to keep that in the county budget.  He also explained that health care renewal is in process for and there will be a budget revision presented at either the April or May meeting after the County adopts the final budget. BUS GARAGE UPDATE Dr. Lane stated the due diligence process related to the bus garage is almost complete.  Expenses have been reduced from approximately $360,000 to $191,000 above the purchase price. STRATEGIC PLANNING PROCESS Dr. Lane explained that the representative from CarMax who will work with GCPS during the strategic planning process has been invited to the March 26 workshop.  He will give explain the process and timelines.  He will spend the next two months working with staff and getting an idea of where staff thinks GCPS should go.  There will be a needs assessment done and a community-wide survey.  Once that data has been compiled, then committees will be formed.  Dr. Lane stated he hopes to have a plan in place by December. SCHOOL CALENDAR UPDATE Dr. Lane stated that March 15 would be a make-up day for students.  Dr. Lane also mentioned a section in the Code of Virginia that requires 140 seat hours for the award of a verified credit.  He stated that he is concerned there are not enough hours with the bank days to cover this requirement and reached out to the Department of Education (DOE) to see if there is flexibility.  Dr. Lane explained that DOE does allow flexibility if the School Board adopts a policy authorizing the Superintendent to waive the requirement.  Dr. Lane further stated that there are no more make-up days planned based on what has currently be lost. ANNOUNCEMENTS/REMINDERS: A.  Regular Workshop: Tuesday, March 26, 2013 at 6:30 p.m. at the Goochland Administration Building, Room 250 B.  Goochland Education Foundation Gala:  March 23, 2013 at the Richmond Country Club C.  Town Hall Meeting:  District 2, Wednesday, March 13, 7:00 p.m., Goochland Library, 3075 River Road West, Goochland D.  Town Hall Meeting:  District 1, Thursday, March 14, 7:00 p.m., Byrd Elementary School, 2704 Hadensville-Fife Rd., Goochland E.  Town Hall Meeting:  District 3, Monday, March 18, 7:00 p.m., Co. 5 Firehouse, 2710 Fairground Rd., Goochland F.  Town Hall Meeting:  District 4, Monday, March 25, 7:00 p.m., Co. 3 Firehouse, 52 Broad St. Rd., Manakin-Sabot G.  Town Hall Meeting:  District 5, Thursday, March 28, 7:00 p.m. Co. 1 Firehouse, 180 River Road West, Manakin-Sabot H.  March 15, 2013 will be a full school day I.  Southside Regional Forum, March 27, 2013 at 5:00 p.m. at Hopewell High School FIRST PUBLIC COMMENT PERIOD None. COMMITTEE REPORTS Mr. Hazzard gave an update on Maggie Walker stating the Board will meet next Thursday with an abbreviated schedule in that there will be a budget workshop as well.  The regular meeting starts at 9:00 a.m. and workshop will start at 10:00 a.m. Mr. Lumpkins stated the Blue Ridge Virtual Governor’s School Board will hold its annual organizational meeting tomorrow at 1:00 p.m. at Zion’s Crossroads.  CONSENT AGENDA: Reports: Operations Report, Instructional Report, Elementary Education, and Finance reports were presented.  Dr. Gretz gave a brief overview of the VMI Honor Conference that he, Dr. Covington and a student attended.  Dr. Geyer explained that summer school will be expanded to include options that are not just for remediation, such as a STEM camp and a math bridge class for students who will be taking honors math classes in 6th grade.  Dr. Geyer stated he would also like to see enrichment opportunities in the arts. Field Trip Requests On a motion by Mr. Hazzard, seconded by Mr. Lumpkins, the Board voted 4-0 to approve the Consent Agenda as presented.  All Ayes: Hazzard, Lumpkins, Wright, Payne. Dr. Lane asked that the Board take action on the Memorandum of Understanding with the Electoral Board. ACTION ITEM: MEMORANDUM OF UNDERSTANDING-ELECTORAL BOARD Dr. Lane presented a Memorandum of Understanding (MOU) between GCPS, the Electoral Board and the Registrar’s Office.  Mr. Her Griffith, Chair of the Electoral Board, Ms. Frances Ragland, Registrar, and Mr. Robert Lind, Secretary of the Electoral Board were present.  Mr. Griffith explained that the MOU would perpetuate an informal arrangement that has been in place for the last four years to assist in providing a civics lesion for the senior class wherein students act as officers of election.  Mr. Lind stated he is impressed with the way the Board has encouraged students and parents and thanked the Board for their work.  Ms. Ragland stated approximately 30 students have already registered to vote.  A copy of the Memorandum of Understanding is attached hereto and made a part of these minutes. On a motion by Mr. Lumpkins, seconded by Mr. Payne, the Board voted 4-0 to approve the Memorandum of Understanding as presented and to authorize Dr. Lane to sign.  Roll Call:  Payne-yes, Hazzard-yes, Lumpkins-yes, Wright-yes. INFORMATION ITEM: SIDEWALK PLAN Leigh Dunn, Environmental Planner with Goochland County, presented an overview of the Goochand Sidewalk Plan. PERSONNEL ACTION The following Personnel Action was presented for approval: Appointments: Michael Hauser, RES, Part-time Cleaner Marcy Lane, GMS, Family and Consumer Science James Mickey, GHS, Custodian Amie Potter, Co-Summer School Principal Jamie-Ellen Spessard, Co-Summer School Principal Resignations: Cindy Boyett, Bus Driver Amanda Tolson, GMS, Art Retirements: Harry Hancock, GMS, Technology Caroline Long, GHS, Art Beth McKenzie-Mohr, GMS, Social Studies Bruce Montgomery, GHS, Technology On a motion by Mr. Hazzard, seconded by Mr. Lumpkins, the Board voted 4-0 to approve the personnel action as presented.  All Ayes: Hazzard, Payne, Lumpkins, Wright. MINUTES Minutes from the February 5, 2013 Budget Workshop, February 8, 2013 VSBA Board Development/Board Retreat, February 11, 2012 Joint Meeting with Board of Supervisors, February 12, 2013 Regular Meeting, February 23, 2013 Special Meeting and the February 26, 2013 Workshop were presented for approval. On a motion by Mr. Hazzard, seconded by Mr. Payne, the Board voted 4-0 to approve the minutes as presented.  All Ayes: Hazzard, Payne, Lumpkins, Wright. BILLS AND PAYROLL Bills and payroll for February were presented for approval.  The Board discussed food that had been thrown out from the power outage.  Debbie White explained that the cost of the food was approximately $1,000 and was not enough to meet the insurance deductible. On a motion by Mr. Hazzard, seconded by Mr. Lumpkins, the Board voted 4-0 to approve the bills and payroll as presented.  All Ayes:  Hazzard, Payne, Lumpkins, Wright. RESOLUTION-ERIP SIGNATURE AUTHORITY Goochland County Public Schools has Early Retiree Incentive Program (ERIP) trustee funds with SunTrust Bank. Auditors for SunTrust have discovered that there is missing paperwork for the Trust. Therefore, the School Board needs to approve a Signature Authority resolution to allow the management team to update forms related to the Trust.  Dr. Lane presented a resolution authorizing the Director of Finance, the Assistant Superintendent of Operations or himself to sign documents and conduct transactions on the Board’s behalf in regards to the ERIP program.  A copy of the Resolution is attached hereto and made a part of these minutes. On a motion by Mr. Payne, seconded by Mr. Hazzard, the Board voted 4-0 to approve the resolution as presented.  All Ayes:  Payne, Hazzard, Lumpkins, Wright. RESOLUTION-457 PLAN SIGNATURE AUTHORITY Goochland County Public Schools currently offers a widely used 403(b) deferred compensation plan administered by ADMIN Partners LLC. and now wishes to offer a 457(b) deferred compensation plan to all employees using the same 3rd party administrator. This plan is another vehicle to assist employees in saving towards retirement or other personal goals. Dr. Lane presented a resolution to adopt the 457(b) Deferred compensation Plan to be managed by a 3rd party administrator and will conform with all IRS, federal and state statutory and regulatory requirements.  The resolution also authorizes the Superintendent to act on the Board’s behalf in regards to this plan.  A copy of the Resolution is attached hereto and made a part of these minutes. On a motion by Mr. Hazzard, seconded by Mr. Lumpkins, the Board voted 4-0 to approve the resolution as presented.  All Ayes:  Payne, Hazzard, Lumpkins, Wright. STUDENT ACTIVITY FUND AUDIT FIRM SELECTION The Student Activity Funds require an annual review or audit per the Code of Virginia with the School Board approving the firm (Policy DGC). For the past three years, that audit has been done by a local firm, Steve Wunsh CPA, PC. Steve Wunsh has sent in a proposal to continue doing the audit for the year ending June 30, 2013. Debbie White also informally requested a proposal from three firms—PBGH, LLP (a regional firm who is doing the regular County and School Board audit for FY2013); Brown Edwards & Company, LLP (another regional firm out of Roanoke and Lynchburg), and Cherry Beckart Holland (a national firm with offices in Richmond). Debbie received full proposals from PBGH and Brown Edwards and has had positive experiences with several different audits from both firms. The Superintendent recommended the School Board award Brown Edwards & Co., LLP the Student Activity Fund audit for the year ending June 30, 2013. They are comparable in many ways to PBGH LLP—thorough work and management letter recommendations for improvement, extensive governmental accounting (and school activity fund) experience, high recommendations, availability, proposed audit plan and staff qualifications. They have proposed the lowest fee at $7,500. On a motion by Mr. Hazzard, seconded by Mr. Payne, the Board voted 4-0 to accept the superintendent’s recommendation to award Brown Edwards & Co., LLP as auditor of the student activity fund and give the superintendent the right to negotiate this for a two-year term.  All Ayes:  Payne, Hazzard, Lumpkins, Wright. APPROVAL OF GRADUATION SITE Mike Newman, Principal, Goochland High School, stated that eight sites for graduation were visited.  Considerations for each site were staffing police presence, connection to a parking lot, sound system, set up and break down, and pricing.  Mr. Newman stated he also met with the seniors to ask what was important to them.  The most important thing was that they not have restricted guest lists.  Mr. Newman stated that the John Paul Jones Arena had been selected at a cost of $7,500 for a two-year agreement.  Sarah Schwartz, Senior Class President, added that because Goochland is such a small community there are many who would want to be able to see the group graduate. On a motion by Mr. Lumpkins, seconded by Mr. Payne, the Board voted 4-0 to accept the superintendent’s recommendation as to the approval of the gradation site of the John Paul Jones Arena for a term of two years.  All Ayes:  Payne, Hazzard, Lumpkins, Wright. POLICY:  SECOND READING AND APPROVAL The following policies were presented for second reading and approval: ABA:  Community Involvement in Decisionmaking BBBA:  Qualifications of School Board Members BDB:  Special School Board Meetings CA:  Administration Goals CC:  Administrative Organization Plan CL:  Administrative Reports GCBA:  Staff Salary Schedules GCBB:  Supplementary Pay GCQA:  Nonschool Employment by Staff Members GD:  Support Staff GDB:  Support Staff Employment Status GDBA:  Support Staff Salary Schedules GDBD:  Support Staff Leaves and Absences GDPB:  Resignation of Support Staff Members GDQAB:  Tutoring for Pay IAA:  Notification of Learning Objectives IEA:  Pledge of Allegiance IFB:  Pilot, Research or Experimental Projects IGAD:  Career and Technical Education IGAI:  Character Education IGBB:  Programs for Gifted Students IGBE:  Remedial and Summer Instruction Program IGCA:  Summer Schools IGDA:  Student Organizations IGBH:  Alternative School Programs IHA:  Grouping for Instruction IIAE:  Innovative or Experimental Programs INB:  Teaching About Controversial Issues JEA:  Compulsory Attendance JCJ:  Classroom Assignments for Twins JFCL:  Notification Regarding Prosecution of Juveniles as Adults JGA:  Corporal Punishment JHCB:  Student Immunizations JHCH:  School Meals and Snacks JHDA:  Human Research KA:  Goals for School-Community Relations KB:  Public Information Program KBC:  Media Relations KC:  Community Involvement in Decision Making KP:  Parental Rights and Responsibilities LA:  Education Agency Relations Goals LBD:  Home Instruction LC:  Charter Schools LC-E:  Charter School Application Addendum LE:  Relations with Colleges and Universities LEA:  Student Teachers LEB:  Advanced/Alternative Courses for Credit Dr. Lane explained that there were blanks in LC-E that had been filled in. On a motion by Mr. Hazzard, seconded by Mr. Payne, the Board voted 4-0 to approve the slate of policies on second reading.  All Ayes:  Payne, Hazzard, Lumpkins, Wright. POLICY REVISIONS-FINANCE POLICIES:  SECOND READING DI:  FINANCIAL ACCOUNTING AND REPORTING Revised Policy DI was presented for approval on second reading. The Board discussed the policy. On a motion by Mr. Lumpkins, seconded by Mr. Payne, the Board voted 4-0 to approve Policy DI on second reading as presented.  All Ayes:  Payne, Hazzard, Lumpkins, Wright. DJ-R:  SMALL PURCHASING Revised Policy DJ-R was presented for approval on second reading. The Board discussed the policy. On a motion by Mr. Lumpkins, seconded by Mr. Hazzard, the Board voted 4-0 to approve Policy DJ-R on second reading as presented.  All Ayes:  Payne, Hazzard, Lumpkins, Wright. DJF-R:  PURCHASING PROCEDURES Revised Policy DJF-R was presented for approval on second reading. The Board discussed adding the year on the VPPA reference in the policy. On a motion by Mr. Hazzard, seconded by Mr. Lumpkins, the Board voted 4-0 to approve Policy DJF-R on second reading as presented.  All Ayes:  Payne, Hazzard, Lumpkins, Wright. DA-R2:  BUDGET TRANSFER Revised Policy DA-R2 was presented for approval on second reading. The Board discussed the policy. On a motion by Mr. Lumpkins, seconded by Mr. Hazzard, the Board voted 4-0 to approve Policy DA-R2 on second reading as presented.  All Ayes:  Payne, Hazzard, Lumpkins, Wright. Mr. Wright called a brief recess. Mr. Wright called the meeting back to order at 8:56 p.m. INFORMATION ITEMS: FEBRUARY FINANCIAL UPDATE Dr. Lane and Debbie White presented the February Financial Update.  Dr. Lane stated he had attended the Board of Supervisors meeting and presented the first School Matters item and explained to the Board of Supervisors that the security transfer would be forthcoming. POLICY REVISIONS:  FIRST READING: Dr. Lane recommended the Board go through 90 minutes of policies on first reading and table the remaining policies until the next meeting. JEC-R:  SCHOOL ADMISSION Revised Policy JEC-R was presented for approval on first reading. The Board discussed the policy.  The superintendent suggested the following revisions be made to the policy: 1.  Under Children of Nonresident Staff Members:  Change the first sentence to the following: “Nonresident full- and part-time employees’ students of the Goochland School Board and Goochland County may…” 2.  Under Transportation:  Add the following sentence:  ”At the discretion of the superintendent students may be allowed to use GCPS transportation at an already existing bus stop.” 3.  Under Admission:  Number 7 should state the academic record of the student. 4.  Under Conduct:  Change the last sentence of conduct to “may” be immediately withdrawn. 5.  Add a section called “Governor’s Schools:  Non-resident students will not be allowed to apply to attend governor’s schools as students of GCPS.” Dr. Lane recommended that tuition for non-resident students be $3,000 and the employee rate be $1,000. Dr. Lane recommended that Policy JECD be stricken and Policy JEC-R be approved on first reading as revised. On a motion by Mr. Hazzard, seconded by Mr. Lumpkins, the Board voted 4-0 to strike existing policy JECD on first reading and approve policy JEC-R as recommended by the superintendent with amendments and corrections.  All Ayes:  Payne, Hazzard, Lumpkins, Wright. AA:  SCHOOL DIVISION LEGAL STATUS Revised Policy AA was presented for approval on first reading.  Dr. Lane read the revision aloud.  The Board discussed the policy. On a motion by Mr. Lumpkins, seconded by Mr. Hazzard, the Board voted 4-0 to approve Policy AA on first reading as presented.  All Ayes:  Payne, Hazzard, Lumpkins, Wright. BB:  SCHOOL BOARD LEGAL STATUS Revised Policy BB was presented for approval on first reading.  The Board discussed the policy. On a motion by Mr. Lumpkins, seconded by Mr. Payne, the Board voted 4-0 to approve Policy BB on first reading as presented.  All Ayes:  Payne, Hazzard, Lumpkins, Wright. BBAA:  BOARD MEMBER AUTHORITY Revised Policy BBAA was presented for approval on first reading.  The Board discussed the policy. On a motion by Mr. Lumpkins, seconded by Mr. Payne, the Board voted 4-0 to approve Policy BBAA on first reading as presented.  All Ayes:  Payne, Hazzard, Lumpkins, Wright. BCA:  SCHOOL BOARD ORGANIZATIONAL MEETING Revised Policy BCA was presented for approval on first reading.  The Board discussed the policy.  Dr. Lane read the new language in the policy aloud. On a motion by Mr. Hazzard, seconded by Mr. Lumpkins, the Board voted 4-0 to approve Policy BCA on first reading as presented.  All Ayes:  Payne, Hazzard, Lumpkins, Wright. BCB:  SCHOOL BOARD OFFICERS Revised Policy BCB was presented for approval on first reading.  The Board discussed the policy. On a motion by Mr. Lumpkins, seconded by Mr. Payne, the Board voted 4-0 to approve Policy BCB on first reading as presented.  All Ayes:  Payne, Hazzard, Lumpkins, Wright. BCE:  SCHOOL BOARD COMMITTEES Revised Policy BCE was presented for approval on first reading.  Dr. Lane read the policy aloud.  The Board discussed the policy.  The only standing committees of the Board are the Minority Student Achievement Advisory Committee, Gifted Advisory Committee, and Facilities Committee.  Dr. Lane suggested adding cross references to the Gifted Advisory Committee policy and the Facilities Committee policy. On a motion by Mr. Lumpkins, seconded by Mr. Hazzard, the Board voted 4-0 to approve Policy BCE on first reading as amended.  All Ayes:  Payne, Hazzard, Lumpkins, Wright. BDC:  CLOSED MEETINGS Revised Policy BDC was presented for approval on first reading.  The Board discussed the policy.  Dr. Lane suggested striking the referenced to Policy BCEA as GCPS has not adopted that policy. On a motion by Mr. Hazzard, seconded by Mr. Lumpkins, the Board voted 4-0 to approve Policy BDC on first reading as amended.  All Ayes:  Payne, Hazzard, Lumpkins, Wright. BDCA:  CALLING AND CERTIFICATION OF CLOSED MEETINGS Revised Policy BDCA was presented for approval on first reading.  The Board discussed the policy.  Dr. Lane suggested striking the referenced to Policy BCEA as GCPS has not adopted that policy. On a motion by Mr. Hazzard, seconded by Mr. Payne, the Board voted 4-0 to approve Policy BDCA on first reading as amended.  All Ayes:  Payne, Hazzard, Lumpkins, Wright. BDDA: NOTIFICATION OF SCHOOL BOARD MEETINGS Revised Policy BDDA was presented for approval on first reading.  The Board discussed the policy.  Dr. Lane suggested striking the referenced to Policy BCEA as GCPS has not adopted that policy, as well as adding cross references to the Gifted Advisory Committee policy and the Facilities Committee policy. On a motion by Mr. Hazzard, seconded by Mr. Lumpkins, the Board voted 4-0 to approve Policy BDDA on first reading as amended.  All Ayes:  Payne, Hazzard, Lumpkins, Wright. CBD:  SUPERINTENDENT’S CONTRACT, COMPENSATION AND BENEFITS Revised Policy CBD was presented for approval on first reading.  The Board discussed the policy.  On a motion by Mr. Payne, seconded by Mr. Hazzard, the Board voted 4-0 to approve Policy CBD on first reading as amended.  All Ayes:  Payne, Hazzard, Lumpkins, Wright. CF:  SCHOOL BUILDING ADMINISTRATION Revised Policy CF was presented for approval on first reading.  The Board discussed the policy. On a motion by Mr. Lumpkins, seconded by Mr. Payne, the Board voted 4-0 to approve Policy CF on first reading as presented.  All Ayes:  Payne, Hazzard, Lumpkins, Wright. EEAB:  SCHOOL BUS SCHEDULING Revised Policy EEAB was presented for approval on first reading.  The Board discussed the policy.  On a motion by Mr. Lumpkins, seconded by Mr. Payne, the Board voted 4-0 to approve Policy EEAB on first reading as presented.  All Ayes:  Payne, Hazzard, Lumpkins, Wright. EEAC:  SCHOOL BUS SAFETY PROGRAM Revised Policy EEAC was presented for approval on first reading.  The Board discussed the policy.  Dr. Lane read the new language in the policy aloud. On a motion by Mr. Lumpkins, seconded by Mr. Payne, the Board voted 4-0 to approve Policy EEAC on first reading as presented.  All Ayes:  Payne, Hazzard, Lumpkins, Wright. IA:  INSTRUCTIONAL GOALS AND OBJECTIVES Revised Policy IA was presented for approval on first reading.  The Board discussed the policy. On a motion by Mr. Lumpkins, seconded by Mr. Payne, the Board voted 4-0 to approve Policy IA on first reading as presented.  All Ayes:  Payne, Hazzard, Lumpkins, Wright. IF:  CURRICULUM DEVELOPMENT AND ADOPTION Revised Policy IF was presented for approval on first reading.  The Board discussed the policy.  Dr. Lane read the new text aloud and suggested not striking the last paragraph of the current policy. Mr. Hazzard made a motion to approve Policy IF as amended, but withdrew the motion for further discussion. On a motion by Mr. Lumpkins, seconded by Mr. Hazzard, the Board voted 4-0 to approve Policy IF on first reading as amended, as follows:  that the last sentence that was stricken, “The Superintendent shall present new courses and educational programs to the School Board for action, as well as programs and courses that have extensive revisions or additions” be added and retained in the language.  All Ayes:  Payne, Hazzard, Lumpkins, Wright. IFE:  CURRICULUM GUIDES AND COURSE OUTLINES Revised Policy IFE was presented for approval on first reading.  The Board discussed the policy.  On a motion by Mr. Hazzard, seconded by Mr. Payne, the Board voted 4-0 to approve Policy IFE on first reading as presented.  All Ayes:  Payne, Hazzard, Lumpkins, Wright. Dr. Lane spoke regarding regulations and stated he plans to bring all resolutions forward for Board approval unless directed otherwise by the Board.  Regulations do not have to be approved by the Board. OLD BUSINESS None. NEW BUSINESS None. SECOND PUBLIC COMMENT None. CLOSED MEETING None. ADJOURNMENT The meeting was adjourned by the Chair. Attachments: Resolution-Luck Stone MOU-Electoral Board Resolution-ERIP Plan Doc-457(b) 2013-04-21T01:52:08-05:00 http://www.glnd.k12.va.us/index/schoolboard/february_26_2013/ http://www.glnd.k12.va.us/index/schoolboard/february_26_2013/#When:15:39:40Z GOOCHLAND COUNTY SCHOOL BOARD REGULAR MONTHLY WORKSHOP February 26, 2013 AT 6:30 PM GOOCHLAND ADMINISTRATION BUILDING 1800 Sandy Hook Road, Room 250, Goochland, VA MINUTES CALL TO ORDER John D. Wright, called the meeting to order at 6:30 p.m. Present were: John D. Wright, Chair Michael E. Payne, Vice Chair Mr. W. Kevin Hazzard Mr. John L. Lumpkins, Jr. Mrs. Elizabeth A. Hardy Dr. James Lane, Superintendent Also attending: Dr. Steve Geyer, Assistant Superintendent of Instruction Dr. Pete Gretz, Assistant Superintendent of Operations Tom DeWeerd, Director of Secondary Education Debbie White, Director of Finance Dr. Matt Covington, Assistant Principal, Goochland High School Diane Bennett, School Board Clerk The Media was represented by: Ken Odor, The Goochland Gazette MOMENT OF SILENCE PLEDGE OF ALLEGIANCE ADDITIONS/AMENDMENTS TO PROPOSED AGENDA None. ADOPTION OF AGENDA On a motion by Mrs. Hardy, seconded by Mr. Lumpkins, the Board voted 5-0 to approve the agenda as amended.  All Ayes: Payne, Hazzard, Hardy, Lumpkins, Wright. RECOGNITIONS: Dr. Lane and Mr. Wright presented certificates to the Spelling Bee participants as follows:  Rilie Bass, Rachel Ferguson, Alison Foskey, Anna Hoffler, Marina Meyer, Trinity Miller, Cierra Otte, Cullen Parrish, Christopher Spence, Joshua Jones, Bella Grace Finck – Second Place, and Kathryn Talley, First Place.  Dr. Lane commended Sally Hodges for her hard work and asked the students to introduce their parents. PUBLIC COMMENT PERIOD None. Dr. Lane made a request that the policies come after the committee updates. COMMITTEE REPORTS: CRISIS Dr. Gretz and Dr. Covington presented information on the crisis plan and the need for immediate upgrades to cameras and door locks.  The Board discussed the needs and the possibility of going into closed session to discuss security needs in more detail.  The Board thanked Dr. Gretz and Dr. Covington for their work. CATEGORICAL TRANSFER Dr. Lane presented a request for a categorical transfer in the amount of $50,000 to cover the cost of the outdoor camera upgrades and the buzzer entry systems at the GMS/GHS complex.  The Board discussed increasing the amount of the transfer to $60,000.  Based on Board discussion, Dr. Lane recommended the categorical transfer in the amount of $60,000. Mr. Lumpkins made a motion, which was seconded by Mr. Payne, to end debate and move forward with the vote.  Mr. Lumpkins withdrew the motion. On a motion by Mrs. Hardy, seconded by Mr. Hazzard, the Board voted 3-2 to move $60,000 from the instruction category to the operations and maintenance category and requesting the same of the Board of Supervisors.  Roll Call:  Payne-no, Hazzard-yes, Wright-yes, Lumpkins-no, Hardy-yes. The Board took a brief recess to move into the smaller conference room. Mr. Wright called the meeting back to order. MINORITY ADVISORY COMMITTEE Dr. Lane commented that the Committee asked that the name be changed to the Minority Student Achievement Advisory Committee.  The Committee has met on two occasions, plans to adopt Bylaws and has elected William Quarles as Chair.  Dr. Lane stated Dr. Gretz did a great job collecting data on the first FOIA request.  He explained there were four trends identified:  improve math results for African American students, increase the number of African American students who are identified gifted, increase the African American students selected for Maggie Walker, and decrease the suspension rates of African American students at the high school level. The Committee hopes to bring forward recommendations prior to adoption of the strategic plan. Dr. Lane presented the Board with copies of minutes of the last two meetings and stated the Committee will meet on the third Monday of every month. ENERGY CONSERVATION Dr. Gretz explained that the Energy Committee has met six times since its inception in September 2012. Mr. Turner led committee members through facility and equipment tours of Goochland High School, Goochland Middle School, and Goochland Elementary School.  The Committee has considered and discussed ideas for energy efficiency, specifically regarding lighting, occupancy sensors, equipment, and scheduling.  The Committee was introduced to the concept of performance contracting during its January meeting.  With direction from the Virginia Department of Mines, Minerals and Energy, the Committee is hosting a state approved process for procurement called the “Back of the Envelope” process whereby vendors and contractors are invited to tour facilities and provide estimates of savings to the school division that could result from greater efficiency. There is no cost to the division in the first phase of this process. The committee met to select seven companies to participate in the tours and provide estimates.  The “kick off” meeting regarding the Back of the Envelope is scheduled for March 21st. Thus far, four of the seven Energy Services Contractors notified have confirmed their attendance at that meeting. Dr. Lane explained there will be a much more detailed explanation of performance contracting.  Any procurement savings must pay for the equipment over the timeline set for it.  There is no requirement to go into procurement.  The key is to continue to budget at the current usage rates because the savings will pay for the procurement.  The Virginia Department of Mines, Minerals and Energy will guide the process.  Dr. Lane further explained that all services proposed are free with the exception of the employees’ time. Dr. Lane will update the Board after new developments occur in the process, but it may be after March 26 depending on the progress of the project. GRANT WRITING Dr. Geyer stated the organizational meeting of the Grant Writing Committee will be March 22.  They now have six members.  Dr. Lane has already submitted a CarMax Foundation Grant, but no funds have been awarded at this point. Dr. Lane stated there are three grants on the horizon at this point:  Strategic Compensation, SRO Grant, and School Safety Capital Fund approved by the state.  The Committee will work with the Goochland Education Foundation in seeking out grant opportunities and is currently working with VCU in pursuit of a Community Engagement Grant for 2014.  Dr. Geyer further explained that the strategic plan will help guide the grant writing.  INSTRUCTIONAL COUNCIL Dr. Geyer stated the Council has met five times, with the next meeting scheduled for March 11.  The Council is currently reading a book by Daniel Willingham entitled “Why Don’t Students Like School?” Dr. Geyer stated he would like to see the Council look at complex issues such as grading and homework.  Dr. Geyer stated he would also like to see two members who are not employees report to the Board in April. GIFTED ADVISORY COMMITTEE Dr. Geyer stated the Gifted Advisory Committee (GAC) met as recent as last week.  He also stated there has been an effort this year to have more representation from Central Office and Schools.  The GAC also has active subcommittees such as Community Task Force, Gifted Task Force, Honors Committee, Identification Committee, and the Measurement Task Force.  The GAC has taken on the following topics throughout the year:  Communication, Curriculum and Instruction, Informational One-Pager, Local Gifted Plan, Parent Education Events, and Parent Survey. The Board took a brief recess to reconvene in the main meting room. Mr. Wright called the meeting back to order. JANUARY FINANCIAL UPDATE Debbie White, Director of Finance, presented the January financial update.  Mrs. White reviewed the grant fund, as well as expenditure and revenue projections.  She stated the Cafeteria fund is showing some deficit.  Dr. Lane stated the cafeteria is actually coming in $50,000 under budget.  The over budgeting of revenues is what is causing the problem.  Dr. Lane further pointed out the cafeteria spending history and stated there are no large line items outside of salaries and benefits.  He further stated that if revenues do not increase it will be something that will have to reviewed and some cuts may need to be made. BUDGET AND REVENUE DISCUSSION Dr. Lane thanked Becky Dickson, the County Administrator, in proposing the $320,000 to the Board’s discretion.  He updated the Board regarding the General Assembly in that the 2% pay increase was budgeted by the House and Senate Committees.  He stated there may be a slight increase in revenue from what was originally anticipated.  Dr. Lane asked for guidance from the Board regarding the use of the $320,000 and asked the Board to let him know if they have other ideas.  Dr. Lane recommended that the money be directed toward employee compensation.  The Board briefly discussed sequestration. BUS GARAGE AND CIP UPDATE Dr. Lane gave a brief update on the bus garage and CIP stating he had sent a letter to Ms. Dickson highlighting the Board’s approved needs and priorities.  He also provided the Board with a copy of the presentation made to the Board of Supervisors.  He also provided the cost proposal for the Oilville facility, which provided more detail on the higher line items.  The Board discussed the possibility of a partnership approach with the county regarding the work of the Facilities Committee and the CIP. POLICY REVISIONS: FIRST READING DI:  FINANCIAL ACCOUNTING AND REPORTING Policy DI was presented for approval on first reading.  Mrs. White explained the policy.  The Board discussed the policy, specifically the report required be made available on the website and in hard copy at each of the schools. On a motion by Mr. Hazzard, seconded by Mrs. Hardy, the Board voted 5-0 to approve Policy DI on first reading, with the exception that the report will be available one the website and at all of the schools.  Roll Call:  Payne-yes, Hazzard-yes, Hardy-yes, Lumpkins-yes, Wright-yes. DJ-R:  SMALL PURCHASING Mrs. White presented Policy DJ-R was presented for approval on first reading. The Board discussed the policy. On a motion by Mr. Lumpkins, seconded by Mrs. Hardy, the Board voted 5-0 to approve Policy DJ-R on first reading, as presented.  Roll Call:  Payne-yes, Hazzard-yes, Hardy-yes, Lumpkins-yes, Wright-yes. DJF-R:  PURCHASING PROCEDURES Mrs. White presented Policy DJF-R was presented for approval on first reading. The Board discussed the policy. On a motion by Mr. Lumpkins, seconded by Mr. Payne, the Board voted 5-0 to approve Policy DJF-R on first reading, as presented.  Roll Call:  Payne-yes, Hazzard-yes, Hardy-yes, Lumpkins-yes, Wright-yes. NEW POLICIES:  FIRST READING: DA-R1:  FRAUD AND WHISTLEBLOWER POLICY Mrs. White presented Policy DA-R1 was presented for approval on first reading. The Board discussed the possibility of adding vendors to the list as additional whistleblowers and not limit it to just employees.  The Board would like to have counsel review before the policy is brought back for second reading and would like to see the red-lined revisions. On a motion by Mr. Lumpkins, seconded by Mr. Payne, the Board voted 5-0 to approve Policy DA-R1 on first reading, as presented.  Roll Call:  Payne-yes, Hazzard-yes, Hardy-yes, Lumpkins-yes, Wright-yes. DA-R2:  BUDGET TRANSFER Mrs. White presented Policy DA-R2 was presented for approval on first reading. The Board discussed amending the last sentence to say “…will maintain a log of all budget transfers and present them quarterly to the School Board.” On a motion by Mr. Lumpkins, seconded by Mrs. Hardy, the Board voted 5-0 to approve Policy DA-R2 on first reading, as amended.  Roll Call:  Payne-yes, Hazzard-yes, Hardy-yes, Lumpkins-yes, Wright-yes. POLICY PROCESS AND MEETING UPDATE Dr. Lane asked the Board about the policy process and if there is anything they would like to see done differently.  Dr. Lane recommended work sessions once per month until all policies have been reviewed.  The Board discussed the matter and determined they would like to take Section J separately, and include the Student Representative in those discussions. CLOSED MEETING None. ADJOURNMENT The meeting was adjourned by the Chair. 2013-03-25T15:39:40-05:00