NEWTON COUNTY BOARD OF EDUCATION DRAFT MINUTES OF COMBINED WORK SESSION/MONTHLY MEETING

Transcription

1 NEWTON COUNTY BOARD OF EDUCATION DRAFT MINUTES OF COMBINED WORK SESSION/MONTHLY MEETING Covington, GA June 23, 2015 The Newton County Board of Education held a combined June work session and regular monthly meeting on Tuesday, June 23, 2015, in the Board Room of the Central Office Administrative Building. The following Board members were present: Board Chair Ms. Abigail Coggin, Mr. Eddie Johnson, Mr. Almond Turner, Mr. Stan Edwards and Ms. Shakila Henderson-Baker. On a motion by Mr. Johnson and second by Mr. Edwards, the Board voted unanimously to enter Executive Session at 6:00 p.m. to discuss potential litigation and personnel. With a motion by Ms. Henderson-Baker and second by Mr. Turner, the Board voted 5-0 to return to open session. WELCOME After the welcome by Board Chair Ms. Coggin, the Pledge of Allegiance followed. There was no special recognition. There were no requests for public participation. SPECIAL RECOGNITION PUBLIC PARTICIPATION AGENDA AND MINUTES Board Chair Ms. Coggin called for a motion to approve the agenda. Ms. Henderson-Baker made the motion to approve the agenda as presented, with a second by Mr. Turner. All voted in favor. Board Chair Ms. Coggin called for a motion to approve the minutes. Ms. Henderson-Baker made the motion to approve the May 2015 meeting minutes as presented. Mr. Turner seconded the motion and all voted in favor. SUPERINTENDENTS REPORTS Operations Reports Business Manager Erica Robinson reviewed the Financial Report for the month ending May 31, With 91.67% of the year complete, total revenues are at 94.65% and expenditures are within budget at 88.22%. Newton County Schools System s SPLOST IV distribution is $887, which is a decrease of $14, from last month s collection. The average of rthe first four months of SPLOST IV collection is $870,991. The monthly average for SPLOST III was $881,483. The April TAVT collection was $107,986. Property tax revenue collections are % collected this year versus 97.11% collected last year at this time. Maintenance received 1020 work requests in May 2015, with 787 having been completed. There are 233 remaining work orders in progress. The average per gallon cost of diesel fuel purchased during May was $2.33 per gallon. In May 2014, the average cost of fuel was $3.37 per gallon.

2 A total of 102,975 breakfasts were served in May. This was an average of 6,436 breakfasts served per day. The average daily breakfast participation for the month was 36%. A total of 219,793 lunches were served in May. This was an average of 13,737 lunches served each day. The overall district participation was 75% for the month. Curriculum/Instruction/Technology Report Dr. Lockhart presented the Curriculum/Instruction/Technology report. The Newton County Summer Book Bus, along with Elvis the Safety Owl, hit the road to deliver free books to students. The book bus made four stops in various Newton County communities. Approximately 2,000 books were distributed to the children of Newton County. The 21 st Century Community Learning Center Summer Enrichment Camp is in full swing, serving 520 students in grades K-12. The camp s purpose is to eliminate summer learning loss by enhancing academic skills and preparing students to become more proficient in Reading/ELA, Math and Science. The camp s STEM (Science, Technology, Mathematics and Art & Technology) focus is allowing students to engage in hands-on learning through projects that incorporate building, investigating, measuring, mixing, problem solving and much more. Enrollment Total enrollment on May 22, 2015, was 19,698. A copy of the detailed enrollment report is attached. Board Chair Ms. Coggin called for a motion to approve the Superintendent s Reports. On a motion by Mr. Edwards and a second by Mr. Turner; with all voting in favor, the Operations, Curriculum/Instruction/Technology and Enrollment Reports were approved. There were no items of Old Business. OLD BUSINESS NEW BUSINESS The following item, Item A, of New Business was presented by Business Manager Erica Robinson. After discussion and review, Board Chair Ms. Coggin called for a motion on the item. The item was approved on a motion by Mr. Turner, second by Ms. Henderson-Baker, with a 4-1 vote; with Mr. Johnson voting against: Requested Board Action Relative to Adoption of FY 2016 Budget Approval recommended for the FY 2016 budget for all governmental funds as approved in the tentative budget last month. The budget was approved using an estimated digest of $1.975 billion and a millage rate of 20 mils. The final M & O digest has not been received. The following items, Item B Item H, of New Business were presented by Ms. Jan Loomans, Director Operational Services. After discussion and review of each item, Board Chair Ms. Coggin called for a motion on the items individually. With a motion by Ms. Henderson-Baker, second by Mr. Edwards, Item B was approved with all voting on favor: Requested Board Action Relative to Renewals of Contracts for the School Nutrition Program Approval recommended for the annual renewable contracts awarded to the following vendors to be renewed for an additional contract term. The effective date of the renewals will be June 25, 2015 and the expiration date will be June 24, The contracts include; Portion Pac Chemical Corporation (Safety and Sanitation Program); Southeastern Paper Group (Paper and Cleaning Supplies); Mayfield Dairy Farms (Milk); and Royal Foods (Produce and Fresh Eggs). The contract for PortionPac Chemical was originally awarded in June, 2012 and

3 provides all necessary chemicals and supplies, as well as training on OSHA compliant work practices, safe food handling following HACCP guidelines, and regular compliance site-monitoring at all school nutrition program locations. The vendor has met all contractual requirements and has agreed to continue their service under the current terms and conditions of the contract. The estimated annual contract value is $42,000 and will be paid with budgeted FY 16 SNP funds. The Southeastern Paper Group contact was originally awarded on June 14, 2013 and covers 65 separate items, including bowls, cups, food trays, pan liners, flatware, scouring pads, disposable gloves and assorted chemicals and cleaning agents. The vendor has met all contractual requirements, and has agreed to continue their service under the current terms and conditions of the contract. The estimated annual contract value is $470,000 and will be paid for with budgeted FY 16 SNP funds. The contract with Mayfield Dairy Farms, LLC was originally awarded on June 25, 2013 includes the milk and associated products needed by the school system and reflects the nutritional changes mandated by state and federal guidelines and legislation. Pricing is based on Class 1 raw milk prices listed on the monthly federal milk order announcements for the southeastern zone. The vendor has met all contractual requirements, and has agreed to continue their service under the current terms and conditions of the contract. The estimated contract value is $705,000 and will be paid with budgeted FY 16 SNP funds. The Royal Food Service contract was originally awarded on June 25, The contract includes the produce, eggs, fresh fruits and vegetables and associated products needed by the school system, and reflects the nutritional requirements mandated by state and federal guidelines and legislation. Pricing is based on The Atlanta Terminal Report for Fruits and Vegetables weekly index provided by the Agricultural Marketing Service Market News. The vendor has met all contractual requirements, and has agreed to continue their service under the current terms and conditions of the contract. The estimated contract value is $652,931 and will be paid for with budgeted FY 16 SNP funds. With a motion by Ms. Henderson-Baker, second by Mr. Turner, with all voting in favor, Item C was approved: Requested Board Action Relative to Contracts for Food for School Nutrition Program Approval recommended for the annually renewable contract for food items for the school nutrition program awarded to U. S. Foodservice of Fairburn, Georgia be renewed for an additional period. It is also recommended the annual renewable contract for additional food items be awarded to U.S. Foodservice as well. The effective date will be June 25, 2015 and the expiration date will be June 24, The bid for food includes 295 separate food items including meat, cereals, spices, sauces, frozen and packaged foods, as well as canned fruits and vegetables. The vendor has met all contractual requirements, and has agreed to continue their service under the current terms and conditions of the contract. The estimated contract value is $4,000,000. The bid for additional food items for the school nutrition program includes 37 different items needed to meet student preferences and the changing nutritional requirements required by federal and state guidelines. Only one company submitted a bid due to the large part of fiscal limitations for vendors due to the small number of items delivered to the school, daily or weekly. The estimated contract value is $576, The cost will be paid with budgeted FY 16 SNP funds. With a motion by Mr. Edwards, second by Ms. Henderson-Baker, with all voting in favor, Item D was approved: Requested Board Action Relative to Contract for Beverages for School Nutrition Program Approval recommended for the annual renewable contract for beverages for the school nutrition program be awarded to Coca-Cola refreshments of Decatur, Georgia. The bid included assorted beverage items, including assorted vegetable and fruit juice blends, zero calorie and regular sports drinks, plain and flavored waters and numerous types of fruit juices. The items are sold on an ala carte basis to students. The effective date will be July 1, 2015 and the expiration date will be June 30, The estimated contract value is $53,000 and will be paid for with budgeted FY 16 SNP funds. With a motion by Ms. Henderson-Baker, second by Mr. Turner, with all voting in favor, Item E was approved: Requested Board Action Relative to Contract for Waste Disposal and Recycling Approval recommended for the annually renewable contract for waste disposal and recycling be awarded to Georgia Waste Systems Inc. d/b/a Waste Management of Lake City, Georgia. The effective date will be July 1, 2015 and the expiration date will be June 30, The contract includes provision of garbage and recycling containers at schools and facilities as well as regularly scheduled disposal of the contents therein. The estimated

4 contract value is $173,018.56, which is a savings of $13, The savings is due to a reduction of the per pickup cost for waste over the previous contract. This will be paid with budgeted FY 16 general funds. With a motion by Ms. Henderson-Baker, second by Mr. Edwards, with all voting in favor; Item F was approved: Requested Board Action Relative to Purchase of Ice Cream for School Nutrition Program Approval recommends the ice cream and related products needed for the school nutrition program be purchased from Mayfield Dairy Farms, LLC of Athens, Tennessee. An earlier, approved bid for these items by Blue Bell Creameries was not renewed to quality issues. Mayfield Dairy Farms will provide ice cream products that are single-serving, low fat products that meet USDA Smart Snacks guidelines. The items are sold on an ala carte basis. The contract value is $70,000 and will be paid for with budgeted FY 16 SNP funds. With a motion by Ms. Henderson-Baker, second by Mr. Edwards, with all voting in favor, Item G was approved: Requested Board Action Relative to Renewal of Contracts for the Maintenance Department Approval recommended for the annual renewable contracts awarded to the following vendors to be renewed for an additional contact terms. Vendors are Royal Flush Plumbing, Inc. for plumbing services and Banner Security Systems for the maintenance of the Intrusion Detection System. Royal Flush Plumbing, Inc. submitted the lowest bid, has performed satisfactorily, met all contractual requirements, and has agreed to continue their service under the current terms and conditions of the contract. The effective date of the renewal will be June 25, 2015 and the expiration date will be June 24, The estimated annual value of this contract is $195,000. The cost will be paid with budgeted FY 16 general funds. Banner Security Systems provides a maintenance contract for all components of the intrusion detection system used at all the schools and facilities within the school system. The vendor provides regular inspections, repair and replacement of the equipment, including CCTV systems as well as equipment upgrades as required. They also handle any necessary code changes and provide daily open/close reports for each school. The vendor has met all contractual requirements and has agreed to continue their service under the current terms and conditions of the contract. The effective date of the renewal will be July 1, 2015 and the expiration date will be June 30, The estimated contract value is $71,153.70; a reduction of $6, The cost will be paid for with budgeted FY 16 general funds. With a motion by Ms. Henderson-Baker, second by Mr. Turner, with a 4-0 vote, with Mr. Johnson abstaining, Item H was approved: Requested Board Action Relative to Contract for Track and Field Improvements at Eastside High School Approval recommended for the contract for track and field improvements at Eastside High School be awarded to Sports Turf Company, Inc. of Whitesburg, Georgia. The project consists of removal of existing grass on the football field, removal of existing track surfacing, installation of a continuous track drainage system, modification of the existing storm drainage system, new track surfacing and installation of a new sod playing surface. The cost of $622,833 will be paid with budgeted FY capital and general funds. The following item, Item I, was presented by Dr. Lockhart. After discussion and review, Board Chair Ms. Coggin called for a motion on the item. With a motion by Ms. Henderson-Baker, second by Mr. Edwards, with a 4-1 vote, with Mr. Johnson voting against, the item was approved: Requested Board Action Relative to Contract for Purchase of School Bus Management Software Approval recommended for the annual renewable contract with Tyler Technologies of Plano, Texas for school bus management software needed for the school system be renewed for an additional contract period. Tyler Technologies produces VERSATRANS, the routing and planning software currently used in the NCSS. The solution fully integrates the routing and planning software to real time GPS diagnostics and alerts. The estimated contract value is $70, and will be paid for with budgeted FY 16 general funds. The effective date will be July 1, 2015 and the expiration date will be June 20, The following item, Item J, was presented by Dr. Lockhart. After discussion and review, Board Chair Ms. Coggin called for a motion on the item. With a motion by Mr. Turner, second by Ms. Henderson-Baker, with all voting in favor, the item was approved:

5 Requested Board Action Relative to Purchase of Digital Video Recording Equipment Approval recommended for the digital video recording equipment needed for the student transportation department be purchased from 24/7 Security, Inc. of Alpharetta, Georgia. The pupil transportation department has identified a need to upgrade its existing digital video recording equipment on the school bus fleet. There has been no major upgrade in nearly ten years. There are older VCR s and DVRs that are no longer operable and many DVRs that have reached the end of their useful and supported life. The current project will bring the entire fleet up to date. Each bus will be outfitted with a Zeus 6 channel DVR, three internal cameras, as well as a windshield camera. The estimated contract value, including all equipment and installation, is $253,155. The cost will be paid for with budgeted FY 16 capital funds. The following item, Item K, was presented by Dr. Lockhart. After discussion and review, Board Chair Ms. Coggin called for a motion on the item. With a motion by Mr. Turner, second by Ms. Henderson-Baker, with all voting in favor, the item was approved: Requested Board Action Relative to Surplus Approval recommended for declaring items as presented as surplus as they are no longer serviceable to the school system. The motion also authorized the appropriate disposal of these items through a salvage company or other proper disposal method. The following item, Item L, was presented by Mr. Alan Satterfield, Director of Special Eduation. After discussion and review, Board Chair Ms. Coggin called for a motion on the item. With a motion by Mr. Edwards, second by Ms. Henderson-Baker, with all voting in favor, the item was approved: Requested Board Action Relative to Contractual Agreements with GO Solutions, Inc. Approval recommended for the service agreement between the NCSS and GO Solutions Group, Inc. for Medicaid billing and administrative outreach services. The school system continues to process Medicaid billing for students in special education who receive speech/language therapy. This group provides assistance with the actual enrollment of new Medicaid eligible students, billing for services and informing the school system of programs and activities that are potentially reimbursable. The fee is based on the October FTE count for the number of Newton County speech only special education students. A processing fee is based on the number of submitted claims for encounters entered by Newton County staff. The effective date will be for a one year period, beginning July 1, 2015 and ending June 30, The following item, Item M, was presented by Dr. Gary Shattuck, Director of Technology. After discussion and review, Board Chair Ms. Coggin called for a motion on the item. With a motion by Mr. Edwards, second by Ms. Henderson-Edwards, with all voting in favor, the item was approved: Requested Board Action Relative to Contract for Learning Management System Approval recommended for the annual renewable contract for an online professional management system provided by Instructure of Salt Lake City, Utah. A learning management system (LMS) is an enterprise software application that delivers, documents, tracks, reports and manages instructional content, and enhances and supports classroom teaching and learning. The LMS Canvas program will replace My Big Campus. Canvas simplifies teaching and learning by connecting al the digital tools teachers use in one platform. The estimated contract value is $79,978 and will be paid for with budgeted FY 16 general funds. The effective date of the contract will be July 1, 2015 and the expiration date will be June 30, The following item, Item N, was presented by Ms. Shannon Buff, Director of Secondary Education. After discussion and review, Board Chair Ms. Coggin called for a motion on the item. With a motion by Ms. Henderson-Baker, second by Mr. Edwards, with all voting in favor, the item was approved: Requested Board Action Relative to Contract for Online Professional Learning Software Solution Approval recommended of the annual renewable contract for an online professional learning software solution provided by School Improvement Network, LLC. The product, Edivate, is a web-based, on-demand solution that supports the establishment of a systematic, job-embedded professional learning program. The solution allows educators to access thousands of award-winning professional development videos on hundreds of topics.

6 Included are downloadable lesson plans and study guides. Another included component, allows instructional leaders to perform effective classroom walkthroughs and observations. Initial product training and unlimited on-demand training is included. This is a single/sole source purchase and the estimated cost of the contract is $99,470 and will be paid for with Title II A funds. The effective date will be July 1, 2015 and the expiration date will be June 30, The following item, Item O, was presented by Mr. Tim Schmitt, Coordinator for CTAE. After discussion and review, Board Chair Ms. Coggin called for a motion on the item. With a motion by Ms. Henderson-Baker, second by Mr. Turner, with all voting in favor, the item was approved: Requested Board Action Relative to 2016 Newton County Carl D. Perkins Career and Technical Education Program Improvement Local Plan Approval of the recommendation that the 2016 Local Plan be approved. According to the new Perkins IV law, federal funds are now tied to the date that the Local Plan is approved. The NCSS is requesting approval of the local plan pending notification by the GaDOE of the total federal and state funding amounts. Executive Session Dr. Craig Lockhart presented the Superintendent s personnel recommendations that had been discussed in Executive Session. Ms. Henderson-Baker made a motion to approve the list of recommendations, with a second by Mr. Turner. The recommendations were approved with a 4-1 vote, with Mr. Johnson voting against. A copy of the personnel report is attached. In other matters of interest, Ms. Fuhrey announced that the Annual Report publication had received the Award of Excellence; which was one of eight, nationally to receive this award. Board Chair Ms. Coggin asked the Board members to review the training brochure they were provided in regards to scheduling future Whole Board training which is required yearly for all Board members. With there being no other matters for discussion, the meeting was adjourned at approximately 7:55 p.m. on a motion by Mr. Turner, second by Ms. Henderson-Baker, with all voting in favor. Superintendent, Newton County Schools Chair, Newton County Board of Education