FORMAL MEETING. School Board of the City of Virginia Beach

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1 School Board of the City of Virginia Beach 2512 George Mason Dr. Virginia Beach, VA MINUTES Tuesday, January 5, 2016 Daniel D. Edwards, District 2 Kempsville, Chair Beverly M. Anderson, At-Large, Vice Chair Sharon R. Felton, District 6 Beach Dorothy M. Holtz, At-Large Joel A. McDonald, District 3 Rose Hall Ashley K. McLeod, At-Large Kimberly A. Melnyk, District 7 Princess Anne Carolyn T. Rye, District 5 Lynnhaven Elizabeth E. Taylor, At-Large Leonard C. Tengco, District 1 Centerville Carolyn D. Weems, District 4 Bayside Aaron C. Spence, Ed.D., Superintendent FORMAL MEETING 1. Call to Order and Electronic Roll Call: Acting as Chairman pro-tem, Superintendent Spence called the formal meeting to order at 6:02 p.m. All Board members were present. 2. Moment of Silence followed by the Pledge of Allegiance 3. School Board Organizational Matters A. Election of School Board Chairman: Superintendent Spence explained the procedures for election of the School Board Chairman as specified in School Board Bylaw Following the review, Ms. McLeod objected to the process of voting on candidates in the order in which nominations are made. She explained after learning late in the afternoon her nomination may not be considered, she was concerned the current procedure forces Board members to vote against a candidate. After the Board s Legal Counsel, Ms. Kamala H. Lannetti, Deputy City Attorney, explained the process for suspending a standing rule relative to the procedure for the election of officers, Ms. McLeod made a motion, seconded by Ms. Taylor, that the Board proceed with the described nomination process for election of the Chair and Vice Chair, but engage in a roll call vote instead of an electronic voting process. Discussion ensued in which Board members explained their position on the proposal to include exploring modifications to voting procedures as specified in the Board s Bylaws and Standing Rules in the future. After a call for the question, the motion proposed to engage in a roll call vote for the election of Chair and Vice Chair failed (ayes 4 McLeod, Rye, Taylor and Weems; nays 7). Ms. Melnyk then nominated Mr. Edwards to be re-elected as the Chairman for the 2016 calendar year and spoke to the nomination. There were no further nominations. Prior to a vote, Ms. McLeod stated her intent to vote in opposition of the nomination for reasons explained during discussion of the voting process. Superintendent Spence declared nominations and discussion closed and called for the vote resulting in Mr. Edwards being re-elected Chairman for the 2016 calendar year (ayes 9, nays 2 Holtz and McLeod). Superintendent Spence then turned the gavel over for Chairman Edwards to proceed. B. Election of School Board Vice Chairman: Chairman Edwards called for nominations of Board members to serve as the Vice Chair noting procedures as described by Superintendent Spence for election of Chair will be followed with nominations voted on in the order in which they are made. Ms. Felton nominated Ms. Anderson to serve as Vice Chair and spoke to the nomination. Ms. McLeod nominated Ms. Weems to serve

2 2512 George Mason Dr., Virginia Beach, VA Page 2 of 5 as Vice Chair and spoke to the nomination. Following individual Board member comments, Chairman Edwards declared nominations and discussion closed and called for the vote resulting in Ms. Anderson being re-elected Vice Chair for the 2016 calendar year (ayes 8, nays 3 McLeod, Taylor and Weems). C. Appointment of Clerk and Deputy Clerk: Ms. Weems made a motion, seconded by Ms. Melnyk, that the Board approve the Superintendent s recommendation to re-appoint Dianne P. Alexander as Clerk of the Board, and Debra D. Cook as Deputy Clerk for the 2016 calendar year. Following comments in support of the recommendation, the motion was unanimously approved. D. School Board Committee Assignment Review for Term Ending June 30, 2016: Chairman Edwards advised of appointments needed to the newly created Policy Review Committee, and clarified the intent is for the Board to review current assignments and contact the Chair and/or Vice Chair regarding any needed adjustments or interest in serving on the Policy Review Committee for the Board to take action at their next regular meeting on January 19. E. Schedule of Meetings: January 2015 through June 2016: Chairman Edwards presented the proposed schedule of meetings for the period January 2016 through June 2017 adhering to the general practice of scheduling on the first and third Tuesday of each month with some variations as needed. Mr. McDonald made a motion, seconded by Ms. Rye, that the Board approve the schedule as presented. The motion passed unanimously, and the Schedule of Meetings was approved as follows: Pursuant to School Board Standing Rules outlined in Appendix B of the Board s Bylaws, meetings will be held at the School Administration Building, 2512 George Mason Dr., Virginia Beach, and generally on the first and third Tuesday of each month with some variations as needed due to scheduled holidays and other significant events. Informal meetings generally convene at 4 p.m. subject to the volume of business to be transacted Board Recess at 5:30 p.m. Formal Meeting Called to Order at 6:00 p.m. Affirm Balance of SY Schedule of Meetings Proposed SY Schedule of Meetings Approved January 6, 2015 January 5 & July 12 (with Retreat if needed) 2016 February 2 & 16 February 9* & 23* August 2 & 16 March 1 & 15 March 8* (as needed) September 7 (Wed) & 20 April 5 & 19 October 4 & 18 May 3 & 17 November 1 & 15 June 7 & 21 December 6 & 20 January 10 & 24 (23-24 Tentative Retreat) 2017 February 7 & 21 February 14* & 28* March 7 & 21 April 4 & 18 May 2 & 16 June 6 & 20 * Budget/CIP Workshop * Budget/CIP Workshop

3 2512 George Mason Dr., Virginia Beach, VA Page 3 of 5 4. Student, Employee and Public Awards and Recognition: None 5. Hearing of Citizens and Delegations on Agenda Items: None 6. Approval of Minutes: December 15, 2015 : Ms. Taylor made a motion, seconded by Mr. McDonald, that the Board approve the minutes of their December 15, 2015 regular meeting as presented. The motion passed unanimously. 7. Adoption of the Agenda: Prior to a motion, Chairman Edwards suggested the succeeding workshop be held in the School Board Room. There was no objection from the Board. Ms. Holtz then made a motion, seconded by Ms. Melnyk, that the Board adopt the agenda as proposed. The motion passed unanimously. 8. Consent Agenda: None 9. Action A. Personnel Report / Administrative Appointments: Ms. Holtz made a motion, seconded by Ms. Melnyk, that the Board approve the appointments and accept the resignations, retirements and other employment actions as listed on the Personnel Report dated January 5, 2016 including one administrative appointment as recommended by the Superintendent. The motion passed unanimously, and Superintendent Spence introduced Alveta G. Mitchell, Ed.D., current Director of Guidance, as the Executive Director of Student Support Services in the Department of Teaching and Learning effective January 6, Superintendent Spence noted the promotion of Dr. Mitchell resulted in the reassignment of Veleka S. Gatling, Ph.D., current Executive Director of Differentiated Academic Programs in the Department of Teaching and Learning, as the Executive Director of Programs for Exceptional Children in the Office of Programs for Exceptional Children effective January 6, Information: None 11. Committee Reports: Ms. Taylor announced the January Audit Committee meeting is postponed until February 18. Mr. McDonald reported the Legislative Committee will meet the week of January 11 and will discuss plans for Board members to meet with legislators in Richmond. 12. Conclusion of Formal Meeting: The formal meeting concluded at 6:46 p.m. 13. Hearing of Citizens and Delegations on Non-Agenda Items: None 14. Workshop: The Board remained in the School Board Room and commenced the workshop at 6:48 p.m. A. Capital Improvement Program (CIP)/Construction Update: Anthony L. Arnold, P.E., Director of Facilities Planning and Construction, presented an update on projects in the Capital Improvement Program to include status of the Kemps Landing/Old Donation School replacement project; modernization of John B. Dey Elementary School; roof/hvac replacement at Salem High School; roof replacement at Bayside Middle School; HVAC equipment replacement at Lynnhaven Middle School; HVAC multi-zone equipment replacement at Plaza and Kempsville middle schools; chiller replacement at Woodstock and Hermitage elementary schools; gym bleacher replacement at Kempsville

4 2512 George Mason Dr., Virginia Beach, VA Page 4 of 5 High School; renovations to Renaissance Academy to accommodate the Adult Learning Center move; parking/site improvements at Ocean Lakes and Princess Anne high schools as well as basketball courts at Point O View Elementary School; and replacement of Thoroughgood Elementary School with a scheduled design start in the Summer It was suggested traffic concerns on Great Neck Rd. be relayed during the next joint City Council/School Board Modernization Committee meeting, chaired by Ms. McLeod, scheduled for January 19 to determine what, if any, financial burden will be imposed on the school division to correct congestion issues. Discussion concluded at 7:18 p.m. B. Quarterly Forecast FY16: 3 rd Quarter January, February, March 2016: The School Board reviewed the Administration s forecast of agenda topics to be presented to the Board for the FY16 third quarter January, February, March Superintendent Spence highlighted budget activities and non-routine items to include updates from task forces. He noted the Fair and Equitable Grading Practices Task Force update scheduled for March will be to report progress and will not include any recommendations. In response to an inquiry, Superintendent Spence reported the work of the School Start Times Task Force is ongoing with community forums tentatively scheduled in April and May, but no recommendations expected until the start of the next school year. Other topics of interest included the Special Education Audit and dealing with difficult students in elementary classrooms. As the liaison to the Fiber Networking Broadband Task Force, Mr. McDonald reported although no decisions have been made, a report on progress is in the process of being scheduled perhaps in the form of a joint City Council/School Board session. Discussion concluded at 7:27 p.m. 15. Closed Meeting: Vice Chair Anderson made a motion, seconded by Ms. Rye, that the Board recess into a closed meeting pursuant to the exemptions from open meetings allowed by Section , Part A, Paragraphs 1, 7 and 29 of the Code of Virginia, 1950, as amended, for A. Personnel Matters: Discussion of or consideration of interviews of prospective candidates for employment, assignment, appointment, promotion, performance, demotion, salaries, disciplining, or resignation of specific public officers, appointees, or employees, pursuant to Section , (A) (1); namely to discuss employment status of a specific administrator; and legal services staffing for FY B. Legal Matters: Consultation with legal counsel and briefings by staff members or consultants pertaining to actual or probable litigation where such consultation or briefing in an open meeting would adversely affect the negotiating or litigating posture of the Board or consultation with legal counsel employed or retained by the Board regarding specific legal matters requiring the provision of legal advice by such counsel, pursuant to Section (A) (7); namely to discuss status of pending legal matters. C. Contract Matters: Discussion of the award of a public contract involving the expenditure of public funds, including interviews of bidders or offerors, and discussion of the terms or scope of such contract, where discussion in an open session would adversely affect the

5 2512 George Mason Dr., Virginia Beach, VA Page 5 of 5 bargaining position or negotiating strategy of the public body- namely to discuss provision of legal services. The motion passed unanimously and the Board recessed at 7:29 p.m. and reconvened in the School Board Room in closed session at 7:32 p.m. Individuals Present for Discussion: School Board members; Superintendent Spence; Board Legal Counsel, Kamala H. Lannetti, Deputy City Attorney; and Dianne P. Alexander, Clerk of the School Board. The Board reconvened in an open meeting at 7:54 p.m. Certification of Closed Meeting: Vice Chair Anderson made a motion, seconded by Ms. Melnyk, that the Board certifies that to the best of each member's knowledge, only public business matters lawfully exempted from open meeting requirements by Virginia law were discussed in the closed meeting to which this certification applies, and only such public business matters as were identified in the motion by which the closed meeting was convened were heard, discussed, or considered. The motion passed unanimously. 16. Vote on Remaining Action Items: None 17. Adjournment: There being no further business before the Board, Chairman Edwards adjourned the meeting at 7:56 p.m. Respectfully submitted, Approved: Dianne P. Alexander, Clerk of the Board Daniel D. Edwards, Chairman

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