July 12, 2011

GOOCHLAND COUNTY SCHOOL BOARD
JULY 12, 2011
GOOCHLAND HIGH SCHOOL

REGULAR MONTHLY WORKSHOP
MINUTES

CALL TO ORDER
Ivan O. Mattox, Sr., Chairman, called the meeting to order at 5:06 p.m.

Present were:
Ivan O. Mattox, Sr., Chairman
James L. Haskell, Vice Chairman
Mr. Maxwell G. Cisne
Mr. Raymond A. Miller
Dr. Linda A. Underwood, Superintendent

Absent:
Mr. Andrew A. Meng, III

Also attending were:
Sonny Turner, Supervisor of Maintenance
Francie Ball, Principal, Goochland High School
Johnette Burdette, Principal, Goochland Middle School
Tina McCay, Principal, Goochland Elementary School
Ernie McLeod, Director of Finance and Operations
Laura Kassner, Teacher Induction and Professional Development Specialist
Andrea Erard, Legal Counsel
Diane Bennett, School Board Clerk

The Media was represented by:
Ken Odor, The Goochland Gazette

STATEMENT BY MR. MATTOX:
The fees recommended for approval no longer include participation fee or pay to play fee.  Goochland Middle School and Goochland High School Administrators and Activities/Athletic Director have decided that they will decrease costs and increase fund raising in an effort to defer the need for participation fee at this time. 

Each Board meeting we have provided a hard copy of the agenda and attachments or enclosures at the back of the room in a book so the public may refer to it as needed.  At the last meeting we unfortunately included some personnel material that is generally not included in the public documents.  That was our error.  Equally unfortunate a member of the public opened the notebook and removed this material.  The staff whose materials were removed were informed on the problem and we have apologized to them for that oversight.  I would like to ask that in the future, again we would like to keep that book back there for anyone in the public to refer to it and we ask that it not be removed or any information that is in the book to be removed.  Thank you and again I appreciate everybody’s attendance tonight.

MOMENT OF SILENCE

PLEDGE OF ALLEGIANCE

ADDITIONS/DELETIONS/CHANGES TO AGENDA
Dr. Underwood presented additions/deletions/changes to agenda.

PUBLIC COMMENT PERIOD

• Kevin Hazzard spoke regarding technology.  He is concerned about IT infrastructure and planning in the county and feels our schools are stuck in 1990s technology.  He said there is no money because we choose the most expensive hardware.  Mr. Hazzard feels we need better performance in our IT programs.

• Zach Zbinden spoke on behalf of The Good News Club and thanked the Board for the use of the schools at no charge.  He asked the Board to consider the waiving of the fee for non-profit organizations and asked that the Board remember they are willing community partners in creating well-rounded young men and women.

• Sue Mason spoke on behalf of The Good News Club, giving examples of how non-profits have touched children in the community and how important they are.  She said they have few demands in that the air conditioning is already on, they do not use the phones, and they clean up before they leave.  She asked the Board to take this into consideration when the policy is reviewed.

• David Clarke spoke on behalf of The Good News Club. He gave examples of how The Good News Club is good for children and asked the Board to not charge non-profits for use of the facilities.

• Penny Palen spoke regarding business day at GMS/GHS stating there are too many people and too many cars.  She asked if there is any way to change the process this year to keep the pandemonium from happening.  Dr. Underwood explained that it has been changed.  Business day for GMS and GHS will be on different days. 

• Michael McDermott spoke on behalf of The Good News Club and affirmed them.  He is also perplexed at the reception that Mr. Hazzard’s remarks received in that he has heard those same positions stated by numerous members of the community to no result.  He heard that the school board used surplus funds from the previous year purchased a vehicle. Mr. Mattox spoke of money spent at Shields Tavern in November 2010, and asked the Board to confirm the names on the list. Dr. Underwood confirmed that a car was purchased and was in the budget.  Mr. Mattox confirmed that Mr. McDermott’s list of dinner attendees is accurate.

INFORMATION ITEMS:
STEM ADVISORY COMMITTEE
Connie Foreman announced receipt of a $5,000 grant working with the MathScience Innovation Center.

Mrs. Foreman presented information regarding STEM (Science, Technology, Engineering and Math) asking the School Board to consider this committee.  Dr. Underwood presented a copy of the Board committee policy stating the Board could include the STEM committee.  Recommendations for policy BCF will be brought to the Board at the next meeting.

TEACHER EVALUATION: CONTINUOUS PROFESSIONAL
DEVELOPMENT PROGRAM
Laura Kassner presented an overview of the Continuous Professional Development Program, including teacher evaluation.

FACILITIES COMMITTEE ELEMENTARY STUDY
Dr. Underwood presented an overview of the elementary study, explaining that the Board has requested looking at different types of models.  Facilities Committee members have been notified and have been asked to study the feasibility (pros and cons) of becoming a two-elementary school district.  Specifically, (1) What savings would be realized by reducing from three to two elementary schools? And (2) What are programmatic advantages or disadvantages?  Dr. Underwood would like to get the Facilities Committee together some time the first part of August and have the information to the Board some time in September.

FACILITIES POLICY
Dr. Underwood stated there needs to be a revision made to the Facilities Policy.  The two things that need to be reviewed are (1) the cost that are assessed in the current policy, which have not been revised in many years, and (2) the ability to waive the fees for community organizations.  It was recommended that the revised policy be brought back at the next meeting.  A suggestion was made to add a third group to the policy of non-profits servicing Goochland students.

COMPREHENSIVE PLAN
Dr. Underwood presented an overview of the timeline for the Comprehensive Plan.  The Board asked that the Plan be brought back to the Board with costs included.

CLOSED MEETING
None.

RECESS
Mr. Mattox recessed the meeting at 6:37 p.m.

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REGULAR MONTHLY MEETING
MINUTES

Mr. Mattox called the meeting back to order at 7:00 p.m.

Present were:
Ivan O. Mattox, Sr., Chairman
James L. Haskell, Vice Chairman
Mr. Maxwell G. Cisne
Mr. Raymond A. Miller
Mr. Andrew A. Meng, III
Dr. Linda A. Underwood, Superintendent

Also attending were:
Johnette Burdette, Principal, Goochland Middle School
Tina McCay, Principal, Goochland Elementary School
James Hopkins, Principal, Byrd Elementary School
Ernie McLeod, Director of Finance and Operations
Andrea Erard, Legal Counsel
Diane Bennett, School Board Clerk

The Media was represented by:
Ken Odor, The Goochland Gazette

FIRST PUBLIC COMMENT PERIOD:

• Michael McDermott stated he still has a problem with information obtained under FOIA regarding stewardship of activities funds.  He asked for receipts for food expenses during May, and stated pizza going to GHS under SOL remediation, and there were specific receipts where money was being charged to the GMS activities fund when the money was used at BES.  He questions how activities funds are monitored and truthfully spent. He stated that although the announcement was made that there will be no pay-to-play there are still fees where the litmus test of free and reduced lunch being used to waive fees.  He does not think there is anything in the Code that can be used to reduce other fees.  He said if the School Board needs money then it should be in the budget.

ANNOUNCEMENTS/REMINDERS:
A. Regular monthly meeting-Tuesday, August 9, 2011 at 7:00 p.m. at
Goochland High School

CONSENT ITEMS:
The following Consent Agenda items were presented for approval:
June 14, 2011 minutes, and Bills and Payroll for June.

Appointments:

Tiffany Adams, BES, 2nd Grade
Neil Burch, GHS, Drama
Whitney Colwell, RES, 1st Grade
Jennifer Cosby, GES, 5th Grade
Karen Hughes, RES, 4th Grade
Antonio Marin-Vargas, GHS, Spanish
Ryan McKinnon, GHS, English
Elizabeth Miller, RES, 3rd Grade
Bari Nixon, GES, Special Education
Scot Patterson, GHS, Physics
Mitchell Kupferman, GHS, Chemistry
Samuel Sale, GMS, Social Studies
Andrew Snead, RES, Music
Barbara Sullivan-Coates, GHS, English

Summer School Appointment:

Inocenia Gooden, Instructional Assistant
Kelly Spessard, Instructional Assistant

Resignations:

Tracy Kitt, CO, Secretary-Human Resources
Susanna Launder, RES, Special Education
Caroline Marks, Bus Driver
Leah McGowan, BES, 2nd Grade
Horace Morrison, Bus Driver

Mr. Cisne made a motion, which was seconded by Mr. Miller, to approve the consent items as presented.  The motion was approved unanimously.

ACTION ITEMS
TECHNOLOGY RESOLUTION
Dr. Underwood presented a Technology Funding Resolution enabling the school division to access $180,000 in state technology funds.  These funds will be primarily used for hardware and infrastructure costs.  These funds are included in the current budget.  The resolution is as follows:

TECHNOLOGY RESOLUTION

RESOLUTION OF THE GOOCHLAND COUNTY SCHOOL BOARD OF GOOCHLAND COUNTY PUBLIC SCHOOLS DECLARING ITS INTENTION TO REIMBURSE ITSELF FROM THE PROCEEDS OF ONE OR MORE GRANTS MADE BY THE COMMONWEALTH OF VIRGINIA FOR CERTAIN EXPENDITURES MADE AND/OR TO BE MADE IN CONNECTIONS WITH CERTAIN CAPITAL IMPROVEMENTS.
WHEREAS, Goochland County Public Schools (the “Division") is a political subdivision organized and existing under the laws of the Commonwealth of Virginia; and
WHEREAS, the Division has paid, beginning no earlier than July 1, 2011 and will pay, on and after the date hereof, certain expenditures (the “Expenditures") in connection with the capital project (the “Project"), as more fully described in Appendix A attached hereto; and
WHEREAS, the Goochland County School Board of the Division (the “Board") has determined that the money (previously advanced no more than 60 days prior to the date hereof and) to be advanced on and after the date hereof to pay the Expenditures are available only for a temporary period and it is necessary to reimburse the Division for the Expenditures from the proceeds of one or more grants to be made by the Commonwealth of Virginia (the “Grants") from the proceeds of its tax exempt equipment notes (the “Notes").
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD AS FOLLOWS:
Section 1.  The Board hereby declares the Division’s intent to reimburse the Division with the proceeds of the Grants for the Expenditures with respect to the Project made on and after July 1, 2011, which date is no more than 60 days prior to the date hereof.  The Division reasonably expects on the date hereof that it will reimburse the Expenditures with the proceeds of the Grants.
Section 2.  Each Expenditure (was and) will be of a type properly chargeable to capital account under general federal income tax principles (determined in each case as of the date of the Expenditure).
Section 3.  The maximum cost of the Project is expected to be $180,000.00.
Section 4.  The Division will make a reimbursement allocation, which is a written allocation by the Division that evidences the Division’s use of proceeds of the Grants to reimburse an Expenditure, no later than 18 months after the later of the date on which the Expenditure is paid or the Project is placed in service or abandoned, but in no event more than three years after the date on which the Expenditure is paid.  The Division, recognizes that exceptions are available for certain “preliminary expenditures,” costs of issuance, certain de minimis amounts, expenditures by “small issuers” (based on the year of issuance and not amounts, expenditures or construction projects of at least 5 years.

Mr. Haskell made a motion, which was seconded by Mr. Cisne, to approve the Technology Resolution as presented.  The motion was approved unanimously.

TITLE I, PART A, APPLICATION APPROVAL
Dr. Underwood presented the Title I, Part A, Improving Basic Programs Application in the amount of $276,824 for approval.

Mr. Meng made a motion, which was seconded by Mr. Miller, to approve the Title I,
Part A, Improving Basic Programs Application as presented.  The motion was approved unanimously.

TITLE II, PART A, TEACHER QUALITY APPLICATION APPROVAL
Dr. Underwood presented the Title II, Part A, Teacher Quality Application in the amount of $74,233.67 for approval.

Mr. Meng made a motion, which was seconded by Mr. Miller, to approve the Title I,
Part A, Improving Basic Programs Application as presented.  The motion was approved unanimously.

TITLE I, PARENT INVOLVEMENT POLICY APPROVAL
Dr. Underwood presented the revised title I, Parent Involvement Policy (IGBC-R) for approval.

Mr. Miller made a motion, which was seconded by Mr. Meng, to approve the Title I, Parent Involvement Policy as presented.  The motion was approved unanimously.

CAFR
Dr. Underwood made a recommendation that the schools no longer prepare a separate CAFR, but use the CAFR prepared for the county.

Mr. Cisne made a motion, which was seconded by Mr. Haskell, to use the combined CAFR as recommended.  The motion was approved unanimously.

APPROVAL OF PROPOSED SY 2011-2012 FEES
Dr. Underwood presented the proposed SY 2011-2012 fees for approval.

Mr. Meng made a motion, which was seconded by Mr. Haskell, to approve the SY 2011-2012 fees as presented.  The motion was approved unanimously.

VRS LONG-TERM HEALTHCARE
Ernie McLeod presented information regarding a long-term healthcare plan through Genworth for state employees, which has been opened up to localities.  He recommended that the Board opt-in to the employee paid plan.

Mr. Miller made a motion, which was seconded by Mr. Cisne, to approve the VRS long-term healthcare plan as presented.  The motion was approved unanimously.

SCHOOL BOARD MEETING AND WORKSHOP CALENDAR
It was suggested that the August workshop and regular meeting be combined.

Mr. Meng made a motion, which was seconded by Mr. Miller, to reschedule the August 23 workshop for 5:00 p.m. on August 9, and the regular meeting to begin at 7:00 p.m. on August 9.  The motion was approved unanimously.

INFORMATION ITEMS
LEGISLATIVE UPDATE
Andrea Erard presented a Legislative Update.

CONCUSSION POLICY
Melissa Black presented information regarding concussions and procedures that should be followed.  A draft policy was presented for review and will be brought back to the next meeting for approval.

SECOND PUBLIC COMMENT PERIOD

• Michael McDermott spoke regarding the Freedom of Information Act (FOIA) and the costs involved.  He feels there is information that GCPS continues to obfuscate using technology or willful negligence, i.e., recordings of the meetings, board packets, etc.  He feels the School Board has chosen to make it more difficult for the public to go through information contained in the packets.  He also feels he was arbitrarily charged for his FOIA requests.

• John Wright stated he loves the new sound system and is encouraged by the concussion policy.  He spoke regarding the Hoffman Communications donation and said it is his understanding that Mr. Hoffman would prefer not to have the county involved.  He feels there is an incredible opportunity here and asked that the Board revisit the idea of ownership of the radio tower.

OLD BUSINESS:

• Comprehensive Plan Review:  Leadership Team is to provide an idea of funding, a sequence of priorities, and the goals and objectives, but do not take it as far as action plan.  The mission statement will be brought back at August meeting for approval.

NEW BUSINESS
None.

CLOSED MEETING
Mr. Meng made a motion, which was seconded by Mr. Haskell, to go into closed meeting pursuant to Virginia Code Section Section 2.2-3711(A)(1) for the discussion or consideration of the annual evaluation of the superintendent.  The motion was approved unanimously.

END CLOSED MEETING
Mr. Meng made a motion, which was seconded by Mr. Cisne for the Board to come out of Closed Meeting.  The motion was approved unanimously.

CERTIFICATION OF CLOSED MEETING
Mr. Meng made a motion, which was seconded by Mr. Haskell 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.  The motion was approved unanimously.

ADJOURNMENT
The meeting was adjourned by the Chairman.