City of Fairfax, Virginia Regular School Board Meeting

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1 City of Fairfax, Virginia Regular School Board Meeting Agenda Item No School Board Meeting: September 11, 2017 TO: FROM: Chairman and Members of the School Board Dr. Phyllis Pajardo, Superintendent SUBJECT: Approval of July 10, 2017 School Board Meeting Minutes FISCAL IMPACT: Not applicable. RECOMMENDATION: Approve minutes, with corrections if necessary. ALTERNATIVE: Do not approve minutes. RESPONS. STAFF/POC: Susan Wiczalkowski, Clerk of the Board. ATTACHMENTS: Draft Minutes. SAMPLE MOTION: I move that the City of Fairfax School Board approve the minutes of the July 10, 2017 School Board Meeting as printed and distributed.

2 Minutes City of Fairfax School Board Special Meeting No. 1 July 10, Armstrong Street City Hall, Room 111 In attendance at this meeting were: Mr. Jon Buttram, Chairman; Mrs. Carolyn Pitches, Vice Chair; Mrs. Toby Sorensen, Member; Mr. Mitch Sutterfield, Member; Mr. Bob Riensel, Member; Mrs. Ann Monday, Interim Superintendent; Dr. Phyllis Pajardo, Assistant to the Superintendent; Mrs. Anne Murphy, School Board Attorney; Mrs. Carrie Dorsey, Communications Specialist; Mrs. Susan Wiczalkowski, Clerk of the Board. 1. MEETING OPENING Call to Order/Pledge of Allegiance: Interim Superintendent Mrs. Ann Monday called the meeting to order at 7:30 p.m. by stating the following: There being a quorum of Board members present, I call this meeting of the City of Fairfax School Board for FY to order. Please stand for the Pledge of Allegiance. Section of the Code of Virginia specifies that, at its annual organizational meeting in July, a School Board shall elect one of its members as Chairman and one as Vice Chairman, and shall approve other appointments and designations of responsibility necessary for Board operations during the school year. So tonight, in my role as Chief Executive Officer of this school system, I have the pleasure and responsibility of presiding over the first part of this annual organizational meeting. You will see, on our agenda, the actions the Board must take to approve organizational arrangements and make appointments for the coming school year are the first order of business for this meeting. At this time, I will open the floor to nominations for Chairman of the City of Fairfax School Board. Mrs. Monday opened the floor for nominations for the Chairman s seat. Mrs. Pitches nominated Mr. Buttram as Chairman of the City of Fairfax School Board. Mrs. Monday asked if there were any other nominations. Hearing no other nominations, Mrs. Monday called for a vote that all in favor of electing Mr. Buttram as Chairman of the School Board signify by raising their hand and saying Aye. The vote in favor of Mr. Buttram was unanimous. Mr. Jon Buttram was elected as the Chairman of the City of Fairfax School Board for the year Mrs. Monday turned the meeting over to Chairman Buttram. Mr. Buttram thanked the board members. Elect Vice-Chairman for FY Mr. Buttram asked for nominations for Vice-Chair. Dr. Sutterfield nominated Mrs. Pitches as Vice-Chairman of the City of Fairfax School Board. Mr. Reinsel seconded the nomination. Mr. Buttram asked if there were other nominations, there being no other nominations, Mr. Buttram called for a vote that all in favor of electing Mrs. Pitches as Vice- Chairman of the School Board signify by raising their right hand and saying Aye. The vote in favor of Mrs. Pitches was unanimous. Mrs. Pitches was elected as the Vice- Chairman of the City of Fairfax School Board for the year Announcement of Changes in Agenda: There were no changes to the agenda.

3 1.03 Other Announcements: Mr. Buttram welcomed members of Boy Scout Troop Annual School Board Organization The next order of business was to authorize board organizational arrangements and appointments. Mrs. Pitches moved that the City of Fairfax School Board authorize organizational arrangements and appointments as follows: 1. Designate the first Monday of each month as its regular meeting dates for October, November, and December of 2017; February, March, May and June of The regular meeting for September 2017, January 2018 and April 2018 will be held on the second Monday. The Board does not meet in August. Work Sessions will be held on the third Monday of each month for the 2017/2018 School Year, with the exception of November 2017, January, February and April For the month of November 2017, the work session will be held on the second Monday. For the months of January, February and April 2018, the work session will be held on the fourth Monday. If during the year the regular meeting date or work session date falls on a holiday, the respective meeting or work session will have to be rescheduled. In those instances, it shall be the responsibility of the Division Superintendent to inform the School Board. 2. Set the salary of Board members at $1,800 per annum and that of the Chairman at $2,300 per annum. 3. Appoint Susan Wiczalkowski, Clerk of the City of Fairfax School Board. 4. Retain Anne M. Murphy, to provide general legal services. 5. Establish a rotation schedule for the Superintendent and School Board members to attend the Fairfax County School Board Regular monthly meetings. This schedule will start with the superintendent and follow with school board members in alphabetical order. 6. Appoint Bob Reinsel and alternate Carolyn Pitches to serve on the Parks and Recreation Advisory Board. 7. Appoint Jon Buttram as the City School Board delegate to the VSBA convention and Bob Reinsel as the alternate delegate. 8. Appoint Mitch Sutterfield and Bob Reinsel as the City of Fairfax School Board Legislative Liaisons. 9. Appoint Carolyn Pitches and Toby Sorensen as representatives to the Washington Area Boards of Education (WABE). 10. Appoint Heather Richter as the City of Fairfax Schools representative to the Fairfax County Public Schools Health Advisory Committee (SHAC) Member. 11. Appoint Elizabeth Rodriquez and, as alternate Karen Via, as City of Fairfax Schools representative to the Fairfax County Public Schools Advanced Academic Programs Advisory Committee (AAPAC) member. 12. Appoint Jenn Wright and Alternate, Katie Malesky, as the City of Fairfax Schools representative to the Fairfax County Public Schools Advisory Committee for Students with Disabilities (ACSD) member. 13. Appoint Allen Griffith as City of Fairfax Schools representative to the Fairfax County Public Schools Facilities Planning Advisory Council.

4 14. Appoint Toby Sorensen, and alternate Jon Buttram, as representative to the City of Fairfax Environmental Sustainability Committee. 15. Authorize the Chairman and the Clerk to sign all legal documents for the Board, other than those requiring the signature of some other officer; and authorize the Vice-Chairman to sign in the absence of the Chairman. 16. Authorize the Superintendent for the City of Fairfax Schools, to execute official documents relating to state, federal, and local aid, as well as procurement and other documents that by policy or practice the School Board has authorized the Superintendent to execute. Mr. Buttram asked if there was a second. Mrs. Sorensen seconded the motion. Mr. Buttram called for discussion, hearing none, Mr. Buttram called for a vote, asking all those in favor of accepting the motion to signify by saying Aye, those opposed, Nay. The chair voted Aye no members were opposed. The motion passed unanimously Introduction and report of Student Representative, Nandin Padheriya Mr. Nandin Padheriya, Student Representative, was not at the meeting and did not submit a report. 2. PRESENTATIONS TO THE SCHOOL BOARD 2.01 Citizen Participation (Persons who wish to address the School Board should arrange to be placed on the speakers list by calling 703/ or sign up prior to the meeting with the Board Clerk.) There was no citizen participation Update of Capital and Administrative Accounts: Mrs. Ann Monday, Interim Superintendent Mrs. Monday updated the Board on the status of the Capital and Administrative Accounts as follows: Account Number Cost Center Balance FHS Orchestra Pit $45, Paving/Concrete Repairs $62, Carpet Replacement $ Roofing Maintenance Agreement $34, HVAC $403, Contingency $0.00 TOTAL $546, Mrs. Monday asked if anyone had questions regarding the Capital accounts carry forward. Mr. Buttram reiterated that this is FY2017 funding that will be carried forward into FY2018. Mrs. Monday agreed. Mr. Reinsel asked for clarification regarding the HVAC funding for FY2017 and that there was no new funding in FY2018. Mrs. Monday stated that there was no new funding in FY2018 as we were asked by City Council to reduce the funding in that line item and the funding currently held in FY2017 would be carried forward.

5 Account Number Cost Center Balance Contract Services Communications Support $0.00 Facilities Services $4, Grounds Maintenance $ Instructional Grants $0.00 Legal $48, FY16 Carry Forward $10, Technology $8, TOTAL $72, Update on Orchestra Pit Project at Fairfax High School: Mrs. Ann Monday, Interim Superintendent Mrs. Monday updated the Board on the current status of the Orchestra Pit project at Fairfax High School. Mrs. Monday stated that Dr. Noonan had previously recommended that the pit be outfitted with a manual filler that could be taken down and set up depending on the circumstance. Mrs. Monday stated that she felt there was still more clarity needed and met with the vendor representatives. Mrs. Monday recommended to the Board that they have Fairfax County test the floor underneath to see if there is asbestos present, and that they continue to gather information regarding the type of filler that would be best used in this circumstance. Mrs. Monday requested to update the City Council on the status of the project. Mrs. Sorensen asked Mrs. Monday if she knew the approximate cost of a hydraulic system. Mrs. Monday stated that she would gather that information as she continued to gather information regarding the orchestra pit. 3. PUBLIC HEARINGS None. 4. ACTION ITEMS (Items under this heading are discussed and voted upon by the Board.) 4.01 Approval of Minutes June 5, 2017 Mr. Reinsel moved that the City of Fairfax School Board approve the minutes of the June 6, 2017 regular School Board meeting as printed and distributed. Mr. Sutterfield seconded this motion. Mr. Buttram called for discussion, modifications or changes, hearing none, Mr. Buttram called for a vote, asking all those in favor of accepting the motion to signify by saying Aye, those opposed, Nay. The chair voted Aye, no members opposed. The motion to approve the minutes of the June 6, 2017 regular School Board meeting passed unanimously. 5. SUPERINTENDENT MATTERS (The Superintendent may present other items for information) Mrs. Monday mentioned that Board members recently received the summer school schedule and if you plan to attend, please let Mrs. Wiczalkowski know. Mrs. Monday thanked Pete Dowty for all of his assistance over the years and wished him well in his new endeavors. 6. BOARD MATTERS (Board members may ask questions and introduce topics for further consideration.) Dr. Sutterfield wished Pete Dowty well in his new adventures.

6 Dr. Sutterfield congratulated his colleagues on a good superintendent s process. Dr. Sutterfield reminded everyone that fall sports begin August 1. Mrs. Pitches wished Pete Dowty well in his new endeavors. Mrs. Pitches stated she is looking forward to summer programs. Mrs. Pitches is looking forward to attending the VSBA Conference on Education in Richmond and the FCPS Leadership conference. Mrs. Sorensen stated the carpeting in the main office at Fairfax High School looks great. Thanks to Tom Wood for his work on this project. Mrs. Sorensen stated she enjoyed participating in the July 4 th parade. Mrs. Sorensen is looking forward to visiting summer programs and attending the VSBA Conference on Education. Mrs. Sorensen wished Pete Dowty well and he will be missed. Mrs. Sorensen stated that she and other Board members enjoyed attending the swearing in ceremony of Dr. Scott Brabrand, the new superintendent of Fairfax County Public Schools. Mrs. Sorensen wished everyone a safe and happy summer. Mr. Reinsel wish Pete Dowty good luck and thanked him for all of his hard work. Mr. Reinsel thanked the Independence Day Celebration Committee (IDCC) for a great July 4 th parade and events. Mr. Reinsel congratulated the recent graduates of Fairfax High School and he enjoyed attending the ceremony. Mr. Reinsel is looking forward to the VSBA Conference on Education. Mr. Buttram echoed everyone s sentiments in wishing the best to Pete Dowty. Mr. Buttram stated that he enjoyed attending Dr. Brabrand s swearing in ceremony and looks forward to working with him. Mr. Buttram is looking forward to visiting summer programs and attending the VSBA Conference on Education. Mr. Buttram is also looking forward to attending the FCPS Leadership Conference. Mr. Buttram congratulated the IDCC on a successful 4 th of July. Mr. Buttram wanted to thank the City of Fairfax Fire Department who recently came to his house for a faulty carbon monoxide monitor alarming. 8. CLOSED SESSION Mr. Buttram moved that the School Board meeting enter into closed session at 8:23 p.m. by stating the following: On July 10, 2017, pursuant to section (A) of the Code of Virginia, I move that the City of Fairfax School Board convene a Closed Meeting to discuss personnel matters as authorized under (A)(1) of the Code of Virginia. Mr. Buttram adjourned the closed meeting at 9:37 p.m. by stating the following: CERTIFICATION OF CLOSED MEETING: WHEREAS, the City of Fairfax School Board convened a Closed Meeting on July 10, 2017, pursuant to an affirmative recorded vote and in accordance with the provisions of the Virginia Freedom of Information Act; and WHEREAS, Code (D) of the Code of Virginia requires a certification by this School Board that such Closed Meeting was conducted in conformity with Virginia law; NOW, THEREFORE, BE IT RESOLVED that the City of Fairfax School Board hereby certifies that, to the best of each member s knowledge, (i) only public business matters lawfully exempted from open meeting requirements by Virginia law were discussed and (ii) only such public business matters as were identified in the motion by which the Closed Meeting was convened were heard, discussed, or considered. Mr. Buttram adjourned the regular meeting at 9:37 p.m.

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8 ADJOURNMENT

9 Chairman Clerk

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