GUILFORD COUNTY BOARD OF EDUCATION REGULAR MEETING GREENSBORO, NORTH CAROLINA. Thursday, May 8, 2008

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1 GUILFORD COUNTY BOARD OF EDUCATION REGULAR MEETING GREENSBORO, NORTH CAROLINA Thursday, May 8, 2008 The Guilford County Board of Education met in a regular meeting on Thursday, May 8, 2008, at 712 North Eugene Street, Greensboro, North Carolina. The following board members were present: Jeff Belton, Walter Childs (arrived at 6:30 p.m.), Kris Cooke, Alan Duncan, Darlene Garrett, Garth Hébert (arrived at 6:15 p.m.), Dot Kearns (arrived at 6:15 p.m.), Amos Quick (arrived at 6:11 p.m.), Nancy Routh and Anita Sharpe. Board member Deena Hayes was absent. Also present were Co-Interim Superintendents Sharon Ozment and Eric Becoats and Attorney Jill Wilson. Call to Order Chairman Alan Duncan called the meeting to order at 6:03 p.m. Pledge of Allegiance and Moment of Silence Board member Kris Cooke led the Pledge of Allegiance and a moment of silence. Recognitions A. GCS Employee of the Month for May 2008 The board recognized Keith G. Pemberton, school social worker at Jackson Middle, as the May Employee of the Month. Board member Jeff Belton presented Keith with a certificate of recognition. In a prior ceremony, Mr. Pemberton received a $50 gift card from Sam s Club, which has partnered with GCS to support the employee recognition program. B. GCS Volunteer of the Month for May 2008 The board recognized Vivian Owens, a volunteer at Jefferson Elementary, as the May Volunteer of the Month. Board member Darlene Garrett presented Vivian with a certificate of appreciation. Ms. Owens received a $25 gift card from American Express, which has partnered with GCS to support the volunteer recognition program. C National SAVE Student of the Year The board recognized Darnella Reeder, an eighth-grader at Jackson Middle, as the National Students Against Violence Everywhere (SAVE) Student of the Year. Board member Nancy Routh presented Darnella with a certificate of appreciation. D. Martha A. Sharpless Mentor of the Year and Finalists The board recognized the winner and finalists of the Martha A. Sharpless Mentor of the Year Award. Finalists included: Robin Hernandez, McIver Education Center Lori Jones, Alamance Elementary Michelle Monroe, Welborn Academy of Science and Technology Anne Morris, Jamestown Elementary Minutes, May 8, 2008 Page 1 of 9

2 Patty Schram, The Academy at Lincoln Chairman Duncan announced Patty Schram as the winner of the Martha A. Sharpless Mentor of the Year award. All finalists received cash awards, and the winner received a $1,000 award and a plaque of appreciation. The Martha A. Sharpless Mentor of the Year award is made possible by the Endowment for Excellence in Education of the Community Foundation of Greater Greensboro. The award is named in honor of Dr. Martha Sharpless, a retired developmental pediatrician who was a tireless advocate for children and their families in Guilford County. Public Comments Chairman Duncan called on members of the public who requested an opportunity to address the board. Jill Pearce, 4911 Hickory Woods Drive, Greensboro, NC Michele Alvarino, 501 Casting Way, Greensboro, NC Barbie Kremer, 3718 Sage Drive, Greensboro, NC Kevin Lumpkins, 4059 Southview Drive, Greensboro, NC Dale Metz, 5318 Montevista Drive, Greensboro, NC Teresa Allred, 709 Fairidge Drive, Jamestown, NC Joe Stafford, 4604 Forest Village Drive, Greensboro, NC Approval of Agenda Chairman Duncan asked board members to review the meeting agenda and called for a motion to approve or amend it. The request was made to move the staff report item, Approval of Reform Model for Northeast Elementary School to the second item for discussion under staff reports. Additionally, the request was made to move the consent agenda item, Personnel Reports to follow the closed session. Motion was made by Anita Sharpe, seconded by Amos Quick, to approve the agenda as amended. The motion passed upon unanimous voice vote. Consent Agenda Co-Interim Superintendent Eric Becoats presented the following consent agenda items: A. Meeting Minutes The minutes of the April 2 Special Called Meeting, April 8 Regular Meeting, April 22 Budget Work Session and April Public Forums were presented for approval. B. Personnel Action Report (This item was addressed following closed session.) The consent agenda included personnel actions as noted in the monthly Personnel Action Report and addendum requiring board approval. C. Auction of Surplus Property The consent agenda included a recommendation that the board approve to declare the provided list of items surplus property and to allow the administration to dispose of these items via a public auction. The auction is scheduled for Saturday, May 31, 2008 and will be held at the Minutes, May 8, 2008 Page 2 of 9

3 warehouse located at 529 W. Grimes Street in High Point. Dave s Auctions, LLC of McLeansville, NC, will conduct the auction. Motion was made by Jeff Belton, seconded by Garth Hébert, to approve the consent agenda as presented excluding the Personnel Action Report. The motion passed upon unanimous voice vote. Staff Reports Update on Technology Services and Student Information Dr. Terrence Young, chief information and special services officer, presented to the board an update on technology services and student information. This item was deferred from the April 24 meeting. Information was presented regarding GCS Online, Exchange Labs in GCS, online four-year plan, online high school student registration, online parent access to grades and attendance and parent-generated demographic updates. Following questions and discussion by board members, there was consensus by the board for Dr. Young to move forward with the plans as presented. Approval of Reform Model for Northeast High School Dr. Mack McCary, chief academic officer, and Dr. Anitra Walker, Northeast High principal, presented to the board a recommendation to approve a reform model for Northeast High School. As one of the identified turnaround schools in North Carolina, Northeast High is preparing to enter the implementation stage of school reform. In order to meet this challenge, the administrative and leadership teams are focusing their choice on a program that will increase leadership capacity among the teachers and administrators. Also present to provide information and answer questions were Linda Phillips, English teacher and Jamie King, Assistant Principal. Motion was made by Darlene Garrett, seconded by Walter Childs, to follow staff s recommendation and approve the McREL reform model as presented for Northeast High. The motion passed upon unanimous electronic vote. Jamestown Middle School and Ragsdale High School/Autism Wing Update Leo Bobadilla, chief operations officer, presented to the board an update on the Jamestown Middle School and Ragsdale High School/autism wing. With the passage of the 2008 bond, staff is moving forward with the implementation phase for Jamestown Middle and Ragsdale High along with the autism wing at Ragsdale. These projects are the first two priorities on the 2008 bond list. The land has been acquired for Jamestown Middle School, and the design is nearly completed with permits now being finalized. Ragsdale High and the autism wing have not been designed, but the Request for Qualifications (RFQ) for design services is currently out and will be brought back to the board in the near future. Minutes, May 8, 2008 Page 3 of 9

4 At this time, staff s recommendation is to proceed with an RFQ for Construction Management (CM) at Risk services for both of these projects. Mr. Bobadilla stated that the RFQ covers the entire project. After RFQ s are received, the facilities staff will enter into negotiations, and the first part will be to cover pre-construction services. There was additional discussion regarding the benefits of using CM at Risk. Alan Duncan asked that the Architect Selection Committee work with the facilities staff and come back to the board with overall recommendations regarding design selection and how to choose the best delivery method for each job. Motion was made by Dot Kearns, seconded by Jeff Belton, to accept staff s recommendation to proceed with an RFQ for CM at Risk services for Jamestown Middle School and Ragsdale High School/Autism Wing. The motion passed upon unanimous electronic vote. Construction Agreements Sidewalk Encroachment Agreement and Widening Encroachment Agreement, Union Hill Elementary School Property Leo Bobadilla, chief operations officer, presented to the board a recommendation to approve the execution and delivery of the sidewalk encroachment agreement and the widening encroachment agreement requested by the City of High Point and North Carolina Department of Transportation (NCDOT) affecting the Union Hill Elementary School property. The sidewalk encroachment agreement is a three-party agreement between GCS, the City of High Point and NCDOT. The City of High Point is requiring these sidewalks be built by GCS along Triangle Lake Road and Central Avenue. These sidewalks will be built within the NCDOT right-of-way in these locations, and the City of High Point will take over the sidewalk maintenance once they are constructed. The widening encroachment agreement is a two-party agreement between GCS and the City of High Point. Per the city s requirement, GCS must install curb and gutter, install storm drainage facilities and widen the road at this point along Central Avenue (a state-maintained road). The encroachment agreement will allow GCS to do this work within the NCDOT right-of-way. Motion was made by Kris Cooke, seconded by Walter Childs, to approve the execution and delivery of the sidewalk encroachment agreement and the widening encroachment agreement requested by the City of High Point and NCDOT, as described herein, affecting the Union Hill Elementary School property. The motion passed upon unanimous electronic vote. Contractual Agreement with Samet Corporation for Construction Services at Union Hill Elementary School Leo Bobadilla, chief operations officer, presented to the board a recommendation to approve an agreement with Samet Corporation for construction services at Union Hill Elementary School. Minutes, May 8, 2008 Page 4 of 9

5 At the December 4, 2007 board meeting, a contract was approved by the board for preconstruction services at Union Hill Elementary with Samet Corporation in the amount of $72,230. On January 31, 2008 the board approved a contract with Samet Corporation for Phase I of the Union Hill Elementary School project at a Guaranteed Maximum Price (GMP) of $199,460. On April 22 and April 24, Samet Corporation/SRS Inc. received bids for Phase II of the Union Hill Elementary School project. Phase II is for site preparation and preliminary building phase services. The GMP is $5,784,961. As required by General Statute regarding CM at Risk, the board is required to approve the GMP. Motion was made by Kris Cooke, seconded by Dot Kearns, to award a contract to Samet Corporation for CM at Risk services at Union Hill Elementary School, Phase II, in the amount of $5,784,961. The motion passed upon unanimous electronic vote. Contractual Agreement with New Atlantic Company for Construction Services at Dean B. Pruette SCALE School Leo Bobadilla, chief operations officer, presented to the board a recommendation to approve an agreement with New Atlantic Company for construction services at Dean B. Pruette SCALE School. At the February 16, 2008 board meeting, a contract was approved by the board for preconstruction services at Dean B. Pruette SCALE School with New Atlantic Contracting, Inc. in the amount of $17,500. Abatemaster, Inc., Winston-Salem, N.C. was awarded a contract for removal of asbestos in the amount of $33, The construction budget for this project is $2,953,900. On April 16 and April 17, 2008 New Atlantic Contracting, Inc. received bids for construction services of the Dean B. Pruette SCALE School project. The GMP is $2,698,444. The total for all contracts issued for this project is $2,749, Motion was made by Amos Quick, seconded by Dot Kearns, to award a contract to New Atlantic Contracting, Inc., for CM at Risk services at Dean B. Pruette SCALE School in the amount of $2,698,444. The motion passed upon majority electronic vote of 9-to-1 as follows: Ayes Jeff Belton, Walter Childs, Kris Cooke, Alan Duncan, Darlene Garrett, Garth Hébert, Dot Kearns, Amos Quick and Nancy Routh; Nay Anita Sharpe. Continued Discussion of the Superintendents Budget Recommendations Sharon Ozment, co-interim superintendent, led the board in a continued discussion regarding the superintendents budget recommendations for Information was provided in answer to questions and requests from board members regarding the following areas: Financial Services Items of discussion included the local current expense fund year-todate expenditure/encumbrance report as of 4/30/08, an explanation of purpose codes per Minutes, May 8, 2008 Page 5 of 9

6 the state chart of accounts, an update on the living wage salary calculations to reflect the number of employees as well as number of full-time equivalents and information on the Piedmont Environmental Center and the Natural Science Center contracts. Curriculum and Organizational Development The suggestion was made to explore the option of holding the magnet fair at a school location rather than the Sheraton Greensboro at Four Seasons. Academic Improvement The question of why so many Advanced Placement exams are being returned unused was raised. Ms. Ozment will investigate this. At 9:20 p.m., Chairman Duncan received information regarding a tornado warning in the area. He made an announcement that anyone who wanted to go to a safe area until the warning had passed should do so. At 9:22 p.m., motion was made by Anita Sharpe, seconded by Kris Cooke, to go into closed session to preserve the attorney client privilege, to consider personnel information protected by state law and to give advice or instruction to our staff and attorney regarding price or other material term to be paid for purchase of real property. The motion passed upon unanimous voice vote. The board returned to open session at 10:18 p.m. Board members continued discussion of the superintendents budget recommendations. Responses were provided in answer to questions and requests made by board members for the following areas: Operations Information and Special Services Ms. Ozment suggested that board members take time to review the information presented in order to take action at the board s May 14, 2008 special called budget meeting. Board members were in agreement. Board Discussion Superintendents Goals for This item was deferred until a later meeting. Second Reading Policy FDCA, Naming Facilities Chairman Duncan called on board member Nancy Routh, convener of the governance review committee, to lead the board in a discussion regarding the second reading of Policy FDCA, Naming Facilities. Comments received relative to this policy referenced the need to assure that the board would not limit feedback to the community immediately around the school in terms of giving input for the name. This comment does not affect the wording of Policy FDCA. However, the accompanying procedure, FDCA-P, will be revised as follows: Under Purpose, the wording will be changed from, It is the intent of the administration and the GCS Board to include feedback on these matters from a broad representative Minutes, May 8, 2008 Page 6 of 9

7 group within the community where the school or school facility is located, to It is the intent of the administration and the GCS Board to include feedback on these matters from a broad representative group within the community. Under Section I.A.ii., the wording will be changed from, The District Relations Office will also post a flyer in each feeder school, to The District Relations Office will also post a flyer in each school. Motion was made by Nancy Routh, seconded by Kris Cooke, to accept Policy FDCA, Naming Facilities, for second reading. The motion passed upon majority electronic vote of 8-to-2 as follows: Ayes Jeff Belton, Walter Childs, Kris Cooke, Darlene Garrett, Garth Hébert, Dot Kearns, Amos Quick and Nancy Routh; Nays Alan Duncan and Anita Sharpe. Second Reading Policy JCDAD, Student Harassment, Bullying and Discrimination-Free Environment Chairman Duncan called on board member Nancy Routh, convener of the governance review committee, to lead the board in a discussion regarding the second reading of Policy JCDAD, Student Harassment, Bullying and Discrimination-Free Environment. Comments were received stating that the word bullying was not defined. Dr. Routh stated that the definition is included in the accompany procedure, JCDAD-P. The suggestion was made that, in the future, when policies are posted for public comment, the accompanying procedures will be posted along with the policies. A suggestion was made to change the wording in the first sentence of Policy JCDAD from, It is the policy of the Guilford County Board of Education to maintain a learning environment, to It is the policy of the Guilford County Board of Education to maintain a working and learning environment Board members were in agreement. Second Reading - Policy JCDAE, Sexual Harassment by Students Chairman Duncan called on board member Nancy Routh, convener of the governance review committee, to lead the board in a discussion regarding the second reading of Policy JCDAE, Sexual Harassment by Students. Motion was made by Alan Duncan, seconded by Anita Sharpe, to post Policy JCDAD, Student Harassment, Bullying and Discrimination-Free Environment along with the accompanying Procedure JCDAD-P as well as Policy JCDAE, Sexual Harassment by Students along with the accompanying Procedure JCDAE-P on the district s Web site for second reading. The motion passed upon unanimous electronic vote. Search Process for New Superintendent Chairman Duncan led the board in a continued discussion regarding the search process for a new superintendent, stating that the board is awaiting applications to come in. The application deadline is June 3, Minutes, May 8, 2008 Page 7 of 9

8 Reports from the Chairman Chairman Alan Duncan called upon Dot Kearns, convener of the legislative committee, to provide a brief report from the legislative committee. Letters addressed to our two senators and to members of the house were given to board members for their review. The first letter is in support of HR 5613 Protecting the Medicaid Safety Net Act of 2008, which encourages adoption of legislation in the senate that would be a moratorium on the Medicaid reimbursement rule that would cut our Medicaid reimbursement. The second letter is in support of HR st Century High-Performing Public Schools Facilities Act, which would give some aid to every school system of at least $5,000 in construction funds. Chairman Duncan asked board members to review the letters. The following suggestions were made: In the body of the letters, Dr. Becoats should be listed as Co-Interim Superintendent and Staff Liaison to the Legislative Committee. Grammatical correction in the second paragraph of the facilities letter to change this referenda to these referenda. The letter should be sent from the entire board as well as from both co-interim superintendents, Dr. Eric Becoats and Sharon Ozment. Co-Interim Superintendent Sharon Ozment and Chief Operations Officer Leo Bobadilla were asked to review regulations which would need to be followed should funding be received as a result of HR Motion was made by Kris Cooke, seconded by Dot Kearns, to approve sending the letters referenced above, with the suggested revisions, to our two senators and to members of the house, contingent upon review by Co-Interim Superintendent Sharon Ozment and Chief Operations Officer Leo Bobadilla. The motion passed upon unanimous electronic vote. Personnel Action Reports At this time, the board addressed the personnel actions as noted in the monthly Personnel Action Report and addendum requiring board approval. Motion was made by Nancy Routh, seconded by Walter Childs, to approve the Personnel Action Report and addendum as presented. The motion passed upon majority electronic vote of as follows: Ayes Jeff Belton, Walter Childs, Kris Cooke, Alan Duncan, Garth Hébert, Amos Quick, Nancy Routh and Anita Sharpe; Nay Darlene Garrett; Abstain Dot Kearns. Board Comments Board members were each allowed two minutes to make remarks, as they deemed appropriate. Minutes, May 8, 2008 Page 8 of 9

9 Attorney Jill Wilson asked that the following statement be put on the record: The lawsuit of Alexia Oliver et al v. Guilford County Board of Education has been settled in the amount of $20,000. Adjournment With no further business, at 11:06 p.m., motion was made by Kris Cooke, seconded by Walter Childs, to adjourn the meeting. The motion passed upon unanimous voice vote. Minutes, May 8, 2008 Page 9 of 9