Cobb County Board of Education Board Meeting Agenda Thursday, January 26, 2012

Transcription

1 Cobb County Board of Education Board Meeting Agenda Thursday, January 26, :30 p.m. First School Closure Hearing De-briefing from Leadership & Learning Conference 6:00 p.m. Call to Order Executive Session Motion to Reconvene from Executive Session Board Recognitions 2011 Georgia Schools of Excellence Sprayberry HS & Hillgrove HS 2012 American School Counselor Association School Counselor of the Year Nicole Pfleger, Nickajack ES GSCA (Georgia School Counselor s Association) High School Counselor of the Year Stephanie Watts Counselors of the Year Nathan Schult, Campbell HS o Nathan Schult, Campbell HS o Christy Land, Hightower Trail MS o Sara Jane Lombardi, Sope Creek ES National School Counseling Week Proclamation Public Comment Invocation and Pledge of Allegiance Mrs. Kathleen Angelucci Approval of Minutes Board Work Session, Wednesday, January 18, 2012 Board Business F & T Report (Mr. Stultz) Approval of Agenda

2 Superintendent Superintendent s Report a. Items Requiring Action following Executive Session (if any) 1. Personnel Matters 2. Land 3. Legal 4. Students b. Agenda Items CONSENT AGENDA ITEMS CONSENT AGENDA ITEM #1 -- Recommendation for Authorization to Dispose of School District Generated Surplus Furnishings and Equipment CONSENT AGENDA ITEM #2 -- Adopt Resolution to Establish an Executive 403(b) Plan CONSENT AGENDA ITEM #3 Recommendation for Revision to Policy SD-6 in Section SD, Superintendent Directives, of the Policy Manual of the Cobb County Board of Education, dealing with Fiscal Accounting and Reporting CONSENT AGENDA ITEM #4 Re-authorization to Approve Performance Contract for the Cobb County School District s Success for All Students Project CONSENT AGENDA ITEM #5 -- Recommendation for Approval to award the back scanning portion of RFP 01-11, Electronic Records Management CONSENT AGENDA ITEM #6 Board Resolution to Amend the Georgia Department of Education Local Facilities Plan DISCUSSION AGENDA ITEMS DISCUSSION AGENDA ITEM #1 Recommendation for Revision to Policies BE and BD in Section B, School Board Governance and Operations, of the Policy Manual of the Cobb County Board of Education, dealing with Board Meetings and Organization of the Board DISCUSSION AGENDA ITEM #2 Support an Expanded Partnership with Teach For America

3 DISCUSSION AGENDA ITEM #3 -- Recommendation for Approval to Award a Contract for a Building Modification to Lindley 6 th Grade Academy DISCUSSION AGENDA ITEM #4 -- Recommendation for Approval to Award a Contract for Renovations and Modifications to Hightower Trail Middle School DISCUSSION AGENDA ITEM #5 Approve Resolution to Support the GSBA & GSSA Vision for Public Education in Georgia DISCUSSION AGENDA ITEM #6 Recommendation for Authorization to fund a Pinnacle solution for Kennesaw and Smyrna Charter schools Ownership Linkage Board Newsletter Board Member Comments Adjourn

4 PENDING BOARD APPROVAL THESE MINUTES ARE NOT OFFICIAL UNTIL APPROVED BY THE BOARD OF EDUCATION AND SIGNED BY THE CHAIRMAN AND EXECUTIVE SECRETARY BOARD WORK SESSION COBB COUNTY, GEORGIA WEDNESDAY, JANUARY 18, 2012 The Cobb County Board of Education met in a Board Work Session at 514 Glover Street on Wednesday, January 18, 2012, 8:30 a.m. with the following members present: Messrs. Banks, Morgan, Stultz, Sweeney, Mesdames Angelucci, Bartlett, Eagle and Dr. Hinojosa, Executive Secretary. All official meetings of the Cobb County Board of Education conform to state law and are open to the public. The minutes of this meeting are available for public review anytime during the regular office hours or on our website: PUBLIC COMMENT Two speakers addressed the Board. CALL TO ORDER Mr. Sweeney called the meeting to order at 8:30 a.m. and led the group in the Pledge of Allegiance. APPROVAL OF MINUTES - A motion was made by Mrs. Bartlett, seconded by Mr. Stultz, and unanimously approved by the Board to approve the minutes of the Thursday, December 8, 2011 Board Meeting and the Wednesday, January 11, 2012 Called Meeting. Motion carried 7-0. SUPERINTENDENT REPORT Recommended School Closure, Attendance Zone Modification and Reorganization Mr. Shepard Presentation of the Comprehensive Annual Financial Report (CAFR) Mr. Addison Budget Update Mr. Addison Priority Goal #1 Update Dr. Jones AGENDA ITEMS: The Board discussed the following Agenda Items. These items will be brought forth for a vote at the Thursday, January 26, 2012 Board Meeting. AGENDA ITEM #1 -- Recommendation for Authorization to Dispose of School District Generated Surplus Furnishings and Equipment Without objection this item will be placed on the Consent Agenda for the Thursday, January 26, 2012 Board meeting AGENDA ITEM #2 -- Adopt Resolution to Establish an Executive 403(b) Plan Without objection this item will be placed on the Consent Agenda for the Thursday, January 26, 2012 Board meeting AGENDA ITEM #3 Recommendation for Revision to Policies BE and BD in Section B, School Board Governance and Operations, of the Policy Manual of the Cobb County Board of Education, dealing with Board Meetings and Organization of the Board. Without objection this item will be placed on the Discussion Agenda for the Thursday, January 26, 2012 Board meeting AGENDA ITEM #4 Recommendation for Revision to Policy SD-6 in Section SD, Superintendent Directives, of the Policy Manual of the Cobb County Board of Education, dealing with Fiscal Accounting and Reporting Without objection this item will be placed on the Consent Agenda for the Thursday, January 26, 2012 Board meeting AGENDA ITEM #5 Re-authorization to Approve Performance Contract for the Cobb County School District s Success for All Students Project WS 01/18/12 mkf Page 1 of 3

5 Without objection this item will be placed on the Consent Agenda for the Thursday, January 26, 2012 Board meeting AGENDA ITEM #6 Support an Expanded Partnership with Teach For America Without objection this item will be placed on the Discussion Agenda for the Thursday, January 26, 2012 Board meeting AGENDA ITEM #7 -- Recommendation for Approval to award the back scanning portion of RFP 01-11, Electronic Records Management Without objection this item will be placed on the Consent Agenda for the Thursday, January 26, 2012 Board meeting AGENDA ITEM #8 Board Resolution to Amend the Georgia Department of Education Local Facilities Plan Without objection this item will be placed on the Consent Agenda for the Thursday, January 26, 2012 Board meeting AGENDA ITEM #9 -- Recommendation for Approval to Award a Contract for a Building Modification to Lindley 6 th Grade Academy Without objection this item will be placed on the Discussion Agenda for the Thursday, January 26, 2012 Board meeting AGENDA ITEM #10 -- Recommendation for Approval to Award a Contract for Renovations and Modifications to Hightower Trail Middle School Without objection this item will be placed on the Discussion Agenda for the Thursday, January 26, 2012 Board meeting AGENDA ITEM #11 -- Approve Resolution to Support the GSBA & GSSA Vision for Public Education in Georgia Without objection this item will be placed on the Discussion Agenda for the Thursday, January 26, 2012 Board meeting AGENDA ITEM #12 -- Approve Proposed School Calendar Mr. Sweeney moved this agenda item to Board Business portion of the agenda. EXECUTIVE SESSION A motion was made by Mrs. Eagle and seconded by Mrs. Bartlett, to convene to Executive Session at 11:30 a.m. Motion carried 7-0. RECONVENE FROM EXECUTIVE SESSION A motion was made by Mrs. Bartlett, seconded by Mrs. Angelucci, and unanimously approved by the Board to reconvene from Executive Session at 1:00 p.m. Motion carried 7-0. PERSONNEL REPORT Administration recommended approval of the Personnel Report as presented with no Principal position or higher to be considered. A motion was made by Mrs. Eagle seconded by Mrs. Angelucci and unanimously approved by the Board to approve administration s recommendation as presented. Motion carried 7-0. EMPLOYEE HEARING A motion was made by Mr. Stultz seconded by Mrs. Angelucci and unanimously approved by the Board to affirm the recommendation of the three Board Member panel as discussed in Executive Session. Motion carried 7-0. BOARD BUSINESS Facilities & Technology Review Committee Liaison Appointment Mr. Sweeney appointed Mrs. Bartlett Board Member Appointments to the Facilities & Technology Review Committee Mrs. Angelucci appointed Mr. Richard Williams to replace Mr. Alan Massey Mr. Sweeney appointed Mr. Joe O Conner to replace Mr. Larry Savage Pinnacle Discussion (Mr. Morgan) WS 01/18/12 mkf Page 2 of 3

6 A motion was made by Mr. Morgan, seconded by Mr. Stultz, and unanimously approved by the Board to include a Board Agenda Item on the Thursday, January 26, 2012 agenda for the District to provide Pinnacle to Smyrna Charter and Kennesaw Charter for the next five years. Motion carried 7-0. Approve Proposed School Calendar Mr. Banks proposed a new calendar for the school year. Discussion ensued. A motion was made by Mr. Banks, seconded by Mrs. Eagle, to include this topic on the Discussion Agenda for the Thursday, January 26, 2012 Board Agenda. Messrs. Morgan, Stultz, Sweeney, Mesdames Angelucci and Bartlett voted NAY. Motion failed 2-5. ADMINISTRATIVE RULE MODIFICATIONS - Previously Submitted to the Board for Review and approved without objection. INDEX GBAC IHBHDA JJE JLCD KJE GBGAA JLC JFABC BGD EI GAGC GBEA GCQF IHC IL JB JICA JJIF JKDB JKG KH ADMINISTRATIVE RULE TITLE Health Examination/Driving Records Requirements for Approved Charter Schools Student Activities: Fund Raising Activities Student Welfare: Medication Private Social Service Providers Employees and Communicable Diseases Student Welfare: School Health Services Admissions/Withdrawals: Transfer Students Development, Adoption and Review of Administrative Rules Risk Management Whistleblower Staff Ethics Discipline, Suspension and Dismissal of Staff Extended Instructional Programs Evaluation of Instructional Program: Testing Program Equal Educational Opportunities Student Conduct: Student Dress Code Student Activities: Gender Equity in Sports Student Conduct: Disciplinary Hearings: Long-Term Suspension/Expulsion Student Conduct: Chronic Disciplinary Problem Solicitation and Advertising on School Property APPROVAL OF AGENDA A motion was made by Mr. Stultz and seconded by Mrs. Angelucci to approve the agenda as amended. Mr. Banks voted NAY. Motion carried 6-1. BOARD MEMBER REMARKS ADJOURN Without objection, the meeting adjourned at 1:30 p.m. CHAIRMAN EXECUTIVE SECRETARY WS 01/18/12 mkf Page 3 of 3

7 COBB COUNTY BOARD OF EDUCATION AGENDA ITEM January 26, 2012 TOPIC: CONSENT AGENDA ITEM #1 -- Recommendation for Authorization to Dispose of School District Generated Surplus Furnishings and Equipment BACKGROUND: Through normal operations, the district generates surplus furnishings and equipment due to damage and obsolescence on a regular basis. Items that are no longer needed by a school or department but are still in good condition and re-usable are made available to other schools and departments at no charge. Items that are no longer usable in the District are declared surplus. State Law requires School Board approval for District Property to be designated as surplus under of the Georgia Code of Laws. The need to dispose of these items in an efficient, cost effective and expeditious manner is imperative to the district. Items are currently stored in the District warehouse that have been deemed surplus. A complete list of current surplus items is on file in the Superintendent s office or on the District s website under Meeting Agenda Items. All items listed are no longer of use by the District. Methods available to dispose of surplus items include: Public auction Sealed bid or private sale The State of Georgia Department of Administrative Services on-line and public auction services Sale to other public school districts at costs equal to previous auction results On line auctions Negotiated contracts Upon Board approval of the attached lists, the Financial Services Division will dispose of this surplus in a manner that is the most cost effective and efficient for the district as outlined in Administrative Rule DN. Acceptable methods of disposal will be continually reviewed to maximize our return on investment Board Priority: Responsible Fiscal Stewardship to Include SPLOST Management Goal 1 ALTERNATIVES: 1. Approve the recommendation for authorization to dispose of school district generated surplus furnishings and equipment as detailed in the list on file in the Superintendent s office. 2. Do not approve the recommendation for authorization to dispose of school district generated surplus furnishings and equipment as detailed in the list on file in the Superintendent s office. SUPERINTENDENT S RECOMMENDATION: COSTS: Approve the recommendation for authorization to dispose of school district generated surplus furnishings and equipment as detailed in the lists on file in the Superintendent s office. The District will receive revenue for the disposal of these items. The revenues received will assist in deferring labor costs for management of the disposal process. CONSENT AGENDA ITEM #1

8 RATIONALE: The disposing of surplus in a timely manner will reduce labor costs and maximize return on investment. DATA SOURCES: Mike Addison Alisa Morningstar Howard Siggelko CONSENT AGENDA ITEM #1

9 COBB COUNTY BOARD OF EDUCATION AGENDA ITEM January 26, 2012 TOPIC: BACKGROUND: CONSENT AGENDA ITEM #2 -- Adopt Resolution to Establish an Executive 403(b) Plan The Superintendent s contract states that The Board shall make a contribution to a tax-sheltered annuity plan, 403(b), 457(b) plan, 401(a) plan, another qualified or successor plan, or a combination thereof, of the Board s choosing, consistent with the Internal Revenue Code, in an amount equal to eight percent (8%) of the Superintendent s annual salary. The attached resolution will enable an executive 403(b) plan to be established for the 8% contribution. Board Priority: Responsible Fiscal Stewardship to Include SPLOST Management - Goal 1 ALTERNATIVES: 1. Adopt the attached resolution to establish an executive 403(b) plan. 2. Do not adopt the attached resolution to establish an executive 403(b) plan. SUPERINTENDENT S RECOMMENDATION: COST: Adopt the attached resolution to establish an executive 403(b) plan. Budgeted: N/A RATIONALE: Approval of the resolution will allow the establishment of an executive 403(b) plan acceptable to both the Board and the Superintendent. DATA SOURCES: Michael Hinojosa Mike Addison Brock Clay CONSENT AGENDA ITEM #2

10 BOARD RESOLUTION The undersigned, being duly authorized to act in this matter by and on behalf of the Cobb County Board of Education (the Board") having duly notified, discussed and approved this matter with the members of the Board, do hereby consent to the adoption by the Cobb County School District (the Employer ) of the following resolutions: WHEREAS, it is generally recognized that a retirement plan for key administrative personnel is a significant tool in recruiting and retaining such personnel; and WHEREAS, the Board deemed it desirable and in the best interests of the Employer to establish an Executive 403(b) Plan as permitted by the Internal Revenue Code, NOW, THEREFORE, BE IT RESOLVED, that the Employer, hereby establishes the Executive 403(b) Plan (the "Plan"), for the exclusive benefit of its Eligible Employees, effective as of January 1, 2012; and RESOLVED FURTHER, that the Superintendent of Schools of the Employer (the Superintendent ) shall be the only Eligible Employee of the Plan; and RESOLVED FURTHER, that the Board herby approves placing Employer contributions to the Plan as specified in the Superintendent s Employment Contract in a 403(b)(7) Custodial Account with assets to be held by Wilmington Trust Retirement and Institutional Services Company ( Wilmington Trust ), the nondiscretionary Trustee of the Plan, with assets and the Plan to be administered by JNT Resource Partners dba JEM Resource Partners ( JEM ), and with the Investment Advisor for the Plan to be TCG Advisors, LP ( TCG ), an affiliate of JEM; and RESOLVED FURTHER, that all fees charged by Wilmington Trust, JEM or TCG shall be charged to the Superintendent s account in the Plan and no Plan expenses shall be paid by the Employer; and RESOLVED FURTHER, that the appropriate officers of the Employer are hereby authorized and directed to execute the Plan for and on behalf of the Employer, their approval to be conclusively evidenced by their execution thereof. Accordingly, the Board of Education has appointed Mike Addison, Chief Financial Officer, and/or his or her successor, as the Plan Administrator for the Plan; and RESOLVED FURTHER, that such officers be and they hereby are authorized and directed to take any and all further action, including the execution and delivery of documents and instruments, as such officers may deem necessary or desirable in their sole discretion to effectuate fully and carry out the purposes of the foregoing resolutions. IN WITNESS WHEREOF, the undersigned has executed this Resolution as of the 26th day of January, By: Title: Board Chairman CONSENT AGENDA ITEM #2

11 COBB COUNTY BOARD OF EDUCATION AGENDA ITEM January 26, 2012 TOPIC: CONSENT AGENDA ITEM #3 Recommendation for Revision to Policy SD-6 in Section SD, Superintendent Directives, of the Policy Manual of the Cobb County Board of Education, dealing with Fiscal Accounting and Reporting BACKGROUND: With the reorganization of central office staff it is necessary to make conforming changes in the wording of Board Policies of an editorial nature, such as changes of personnel titles, wording clarification, etc., that do not alter the intent or provisions of the original Rule. Title and code policy for adoption: Policy SD-6 Fiscal Accounting and Reporting A copy of the revised policy in Section SD of the policy manual is included with this agenda item. In the copy of the policy, wording which is struck through is proposed for deletion and wording that is underlined is proposed for adoption. Board Priority: Stakeholder Involvement Utilize resources and create sustainable partnerships ALTERNATIVES: 1. Adopt proposed policy revisions to Policy SD-6 (Fiscal Accounting and Reporting) in Section SD, Superintendent Directives, of the Policy Manual of the Cobb County Board of Education. 2. Do not adopt proposed policy revisions to Policy SD-6 (Fiscal Accounting and Reporting) in Section SD, Superintendent Directives, of the Policy Manual of the Cobb County Board of Education. SUPERINTENDENT'S RECOMMENDATION: COST: Adopt proposed policy revisions to Policy SD-6 (Fiscal Accounting and Reporting) in Section SD, Superintendent Directives, of the Policy Manual of the Cobb County Board of Education. N/A RATIONALE: This change is based on the re-structuring by the Superintendent of his senior staff. The name change does not result in any procedural changes for Policy SD-6. DATA SOURCES: Michael Hinojosa Mike Addison Darryl York Board Attorney CONSENT AGENDA ITEM #3

12 BOARD OF EDUCATION POLICY FISCAL ACCOUNTING AND REPORTING BROWN font indicates content recommended by Policy Development SD-6 6/23/11 1/26/12 The Board of Education (Board) expects the Superintendent to assure that the Cobb County School District (District) establishes financial guidelines and procedures that comply with generally accepted accounting principles, State Department of Education rules, and District expectations established in Board Policy SD-5 (Financial Planning/Budgeting). A. PERSONNEL BUDGET: 1. To protect the mutual trust between the Board of Education, the Superintendent, and employees of the District, the Superintendent shall, in Executive Session provided that this action does not attempt to violate any provision of the Georgia Open Meetings Act, discuss all personnel budget issues including any proposed changes to the compensation/structure including proposed bonuses, pay increases, and the addition or deletion of employee groups. 2. In considering the implementation of specific personnel options (for instance the adequate staffing of a leadership academy, offering an enriched staff development program, or other improvements), the Superintendent must: (a) Disclose to the Board the potential financial and programmatic impact of such actions; (b) Identify other initiatives, including reaching target reserve levels, that may be jeopardized as a result of funding proposed personnel issues. (c) Require specific Board action to hire in excess of those positions provided in the budget. B. LOANS: 1. District Borrowing: a. The District may incur indebtedness only when approved by the Board and then only in an amount specifically approved by the Board. b. Procedures: (1) The Board, as it deems necessary, may vote a resolution authorizing the borrowing of money for District purposes. The aggregate amount of all such loans outstanding at any one time shall not exceed 75% of the total income of the Board from taxes collected by the Board in the preceding year. (2) The resolution authorizing the borrowing of funds shall, as a minimum, state: (a) The amount to be borrowed; (b) The length of time it is to be used; (c) The rate of interest to be paid; (d) The purpose for which it is borrowed; and (e) The institution from which it is to be borrowed. (3) Such loans shall be payable on or before December 31 of each year. (4) The Board Chair and Superintendent shall execute the note(s) for money that is authorized to be borrowed under the resolution passed by the Board CONSENT AGENDA ITEM #3

13 (Board Policy BDB [Board Officers]) and Board Policy BBA [Board Powers and Responsibilities]). 2. Loans to Schools: a. Eligibility: Before a loan can be made to a school, the school must meet the following "educational purpose" requirements: (1) Purpose of the loan must be to support a program that is part of the educational curriculum; (2) Students must receive instruction in the program specified for the loan during school hours; and (3) Students must receive credit toward graduation for participation in the program specified for the loan. b. Guidelines: The following guidelines shall apply to loans: (1) Loans will be used for the purpose of assisting the program specified; (2) The maximum loan to a local school will not exceed $50,000; and (3) Loans will be repaid within five years with one-fifth of the loan due on each anniversary of the loan date. 3. Loans to Organizations other than Schools: The Board may not authorize a loan of District funds to private organizations, such as Booster Clubs, PTAs, or other school support organizations (Administrative Rule KF (Use of School Facilities]). C. FUND BALANCE: 1. In accordance with the governmental accounting standard, GASB Statement 54, the Board recognizes the following five categories of fund balance for financial reporting purposes: a) Non-spendable Fund Balance non-cash assets such as inventories or prepaid items. b) Restricted Fund Balance funds legally restricted for specific purposes, such as grant funds. c) Committed Fund Balance amounts that can only be used for specific purposes pursuant to a formal vote of the Board. d) Assigned Fund Balance amounts intended by the Board for specific purposes. The Board can choose to delegate this authority. e) Unassigned Fund Balance residual spendable fund balance after subtracting all above amounts. 2. Committed Fund Balance. The Board of Education, as the government s highest level of decision-making authority, may commit fund balance by a formal vote prior to the government s fiscal year-end for that fiscal year. Future modification or rescission of committed funds must likewise be accomplished by a formal vote of the Board prior to fiscal year-end. 3. Assigned Fund Balance. The Board expressly delegates to the Superintendent, through the Chief Financial Officer, the authority under this policy to assign funds for particular purposes. 4. Spending Prioritizations: a) When an expenditure is incurred that would qualify for payment with either restricted or unrestricted funds, it will be paid from restricted funds. b) When an expenditure is incurred that qualifies for payment from either of the three unrestricted fund balance categories, it will be applied in the following order: 1) Committed, 2) Assigned, and 3) Unassigned. CONSENT AGENDA ITEM #3

14 5. The Board will strive to maintain a minimum unassigned general fund balance less encumbrances equivalent to a range of 30 to 55 days of annual expenditures unless this is unfeasible due to circumstances beyond its control such as: a) A substantial decrease in the county property tax digest, b) A substantial decrease in State funding, c) An unanticipated fiscal necessity. 6. Pursuant to the requirements of Accounting Statement 54 of the Governmental Accounting Standards Board (GASB), the Board hereby commits substantially all of the revenue received by the following Special Revenue funds to be used exclusively for each respective program s operating expenditures. Special Revenue Donations After School Program Performing Arts Tuition School Facility Use Adult High School Public Safety Artists at School Local Schools Committed Revenue Source Donations by individuals or organizations to benefit school programs Attendance and registration fees of After School Program (ASP) Voluntary student contributions to fund Performing Arts Program User tuition charges User rental fees User tuition/ged fees Student Parking Permit Fees Donations to fund artist workshops at local schools Funds earned or donated at local schools are to be used by local principals to benefit students and faculty subject to District policy. D. FINANCIAL PRACTICES: 1. On-time Payments: The District shall: a. Settle payroll and debts in a timely manner; b. File accurate and on-time tax and other government ordered payments and financial filings. c. Not acquire real property for investment purposes; and d. Aggressively pursue receivables after a reasonable grace period. 2. Procedures: The procedures developed and implemented by the Superintendent or designee shall: a. Provide for the consistent accountability of all District funds; b. Require that District personnel have itemized receipts for cash purchases and that other purchases be supported by purchase orders or contracts with payment made only upon receipt of original invoices; c. Require that District personnel not collect funds from students for expenditures that are included in the District budget; d. Require District personnel to maintain a clear audit trail from receipt of funds to disbursement of funds; CONSENT AGENDA ITEM #3

15 e. Provide for an annual audit of student activity funds by either an internal or external auditor; f. Account for the disposition of surpluses or deficits from completed projects; and g. Provide for an annual audit of all District funds and the payment of costs for external auditors from the funds being audited. 3. Line Items Transfers: The Superintendent will request Board approval of all budget transfers in accordance with state budgeting amendment procedures. To implement these budgeting procedures the Superintendent and staff will develop, review and maintain up-todate Financial Services Regulations governing budget transfers of all District funds to ensure good fiscal responsibility. 4. Investment of District Funds: Effective cash management is recognized as essential to good fiscal management. The extent to which the cash manager can obtain investment returns on funds not immediately required can provide additional needed financial resources. This requires that investments be well founded and uncompromisingly applied in legal, vendor, and administrative aspects. a. Depositories: All District central funds shall be deposited to the credit of the District. The bank depository for the District s daily operating central funds will be selected through standard bidding procedures and approved by the Board Chair. b. Investment Authority: (1) The Board delegates the authority to invest the District's idle funds to the Chief Financial Officer (CFO) or designee; (2) The CFO or designee: (a) Has the authority to sign all paperwork required by investment or banking institutions to open investment accounts unless additional signatures are required; and (b) Will provide a quarterly investment report to the Board. c. Guidelines: (1) The District will emphasize the preservation of investment principal and conform with Federal and State legal requirements. (2) The financial administration will maintain sufficient liquidity to meet funding needs. (3) Investments will be diversified to avoid incurring unreasonable risks regarding specific investments or individual banks. (4) Investments will be made that will attain the best market rate of return considering liquidity based on projected expenditure needs. E. PROCUREMENT PRACTICES: 1. Purchasing: a. General Provisions: The Board expects the Superintendent and his/her staff to establish procedures for the procurement of supplies, equipment and services for the District that complies with generally accepted purchasing principles, District procedures and Georgia Department of Education Rules, Georgia laws and federal laws. Specifically, the District shall make purchases that are consistent with the purchasing principles of: (1) Acceptable quality at lowest price; (2) Transparency in use of public funds; (3) Protection against conflict of interest; (4) Maximization of competition; (5) Equal and fair competition; and (6) Legal/regulatory compliance. b. Solicitation Process: CONSENT AGENDA ITEM #3

16 The Superintendent or designee shall set solicitation dates and opening time according to District procedures and State rules. The District shall be represented by appropriate staff members at all bid openings including at least one representative from Procurement Services. The Procurement Services staff member representing the District shall call the time for receiving solicitation responses closed at the time specified in the solicitation document(s). Solicitation responses will not be accepted after the time specified in the solicitation document has been called. 2. Board Approval: a. Individual Purchases/Expenditures: Specific Board approval shall be required for all purchases/expenditures greater than $200,000 annually except those purchases/expenditures specifically excluded by the Board. The Board may change its list of excluded items at any time and shall review the list each February as part of the annual budget adoption process (see Board Policy SD-5 (Financial Planning/Budgeting). b. Aggregate Purchases/Expenditures: (1) Defined: The term aggregate expenditures means the sum total of all expenditures for the same product or service over the course of the fiscal year (2) Required Approval: Specific Board approval shall be required for all, whether or not included in the Board-adopted budget, purchases/expenditures when the annual aggregate becomes greater than $200,000 except for those purchases/expenditures specifically pre-approved by the Board. The Board may change its list of items pre-approved by the Board at any time and shall review the list each February as part of the annual budget adoption process. c. Contracts: Contracts are subject to the competitive solicitation process if the total expenditure or anticipated aggregate expenditure is $10,000 or more and an Exception to Full and Open Competition as defined in the District Purchasing Regulations does not apply. (1) Construction Contract Approval: All District generated contracts for construction or services require the following approval: (a) Construction contracts in the amount of $25,000 or less shall be approved by the Superintendent or appropriate Division head and executed by the Superintendent or designee; (b) Construction contracts in the amount of $25,001 to $200,000 will be approved by Coordination Record and executed by the Superintendent or designee; (c) Construction contracts in excess of $200,000 will be recommended by the Superintendent and approved by the Board of Education. Superintendent or designee to execute contract. (2) Performance Contracts/Contracted Services: (a) Performance Contracts/ Contracted Services less than $10,000 shall be approved by a Senior Staff member or designee Cabinet Member; (b) Performance Contracts/ Contracted Services in the amount of $10,000 to $200,000 shall be approved by a Senior Staff member an Executive Cabinet Member and the Superintendent; (c) Performance Contracts/ Contracted Services greater than $200,000 shall be approved by the Board of Education. (3) Legal Review/Signatures: Legal review and signing of contracts shall be in compliance with the provisions of Board Policy BBA (Board Powers and Responsibilities). CONSENT AGENDA ITEM #3

17 d. Vendor Evaluation: Vendor performance, including those vendors providing contracted services, will be routinely evaluated using procedures outlined in District Procurement Regulations. F. BOARD OF EDUCATION REPORTS: 1. The Superintendent or designee shall provide the Board quarterly reports of the financial activities of the District. 2. The Superintendent or designee shall notify the Board of the following: a. Expenditures greater than $100,000; and b. Budget line item increases of both 20% or more and at least $100,000. Adopted: 8/26/04 Effective: 9/1/04 Revised: 11/10/04; 1/27/05; 9/7/05; 10/12/05; 11/9/05; 3/23/06; 6/14/06; 5/14/08; 10/22/09; 2/25/10; 3/10/10; 6/23/11; 1/26/12 CONSENT AGENDA ITEM #3

18 COUNTY BOARD OF EDUCATION AGENDA ITEM January 26, 2012 TOPIC: CONSENT AGENDA ITEM #4 Re-authorization to Approve Performance Contract for the Cobb County School District s Success for All Students Project BACKGROUND: The Cobb County Community Services Board (CCCSBL) will assist in implementing the U.S. Department of Education s Safe Schools & Healthy Students (SS&HS) grant. This four year grant was originally awarded to the Cobb County School District July 1, The total grant amount is $8,559, Under this performance contract the CCCSB assists in providing school-based mental-health services under the Success for All Students project for 20 elementary, 9 middle and 5 high-schools in Area 5 and 6. This project, funded by the SS/HS federal grant requires that all SS/HS grantees partner with its local public mental health system. This contract with CCCSB will provide the district with additional support with respect to school-based mental health services, in-home parent support and case management, school staff trainings, and other services related to the social, emotional and behavioral well-being of Area 5 and 6 students. Full and open competition was not warranted as the Cobb County Community Services Board is a sole source. The Success for All Students project provides a balanced approach of community programs, services, and activities that will be realized through the following: 1. Provision of preventive, early and intensive strategies that include programs, case management and coordinated services for students re-entering schools from juvenile justice, alternative school placements, hospitalizations, foster care, etc.; 2. Identification of students who are at-risk or involved with substance abuse activities and provide services aimed at the reduction of risky behavior; 3. Implementation of mentoring and parental involvement programs to students in need of behavioral, emotional and social supports; 4. Early identification, assessment and treatment of students in need of school based therapeutic service to decrease truancy, reduce discipline referrals, and increase academic success; 5. Provision of early child social and emotional learning programs utilizing community partners for screening, parenting and support groups to increase early school readiness. 6. Development of needed community resources to address student needs in areas of family instability, poverty, transiency, academic support, etc. 7. Provisions of best-practice, culturally competent interventions to address issues of diversity, socioeconomic disparities, and the disengagement of non-english speaking families. 8. Develop targeted collaboratives with faith-based communities, law enforcement, community leaders and parent groups to enhance and strengthen local school initiatives. Board Priority: Utilize Resources and Create Sustainable Partnerships Goals 1, 2 & 3 ALTERNATIVE: 1. Accept the recommendation for re-authorization of the contract for Success for All Students Project with Cobb County Community Services Board. 2. Do not accept the recommendation for re-authorization of the contract for Success for All Students Projects with Cobb County Community Service Board. CONSENT AGENDA ITEM #4

19 SUPERINTENDENT S RECOMMENDATION: COST: RATIONALE: Accept the recommendation for re-authorization of the Success for All Students Project contract with the Cobb County Community Services Board. Performance Period: 1/31/2012-6/30/2012 = $206, Annual renewal with Cobb County Community Services Board is contingent upon grant funding renewal. To be taken from this grant account code: Board approval of the Success for All Students contract with the Cobb County Community Services Board will provide Areas 5 & 6 of the Cobb County School District with student/family services necessary to address social, emotional and behavioral barriers that impede academic success. DATA SOURCES: Alice Stouder Debby Jones Paulette Herbert CONSENT AGENDA ITEM #4

20 COBB COUNTY BOARD OF EDUCATION AGENDA ITEM January 26, 2012 TOPIC: CONSENT AGENDA ITEM #5 -- Recommendation for Approval to award the back scanning portion of RFP 01-11, Electronic Records Management BACKGROUND: The Board approved the award of RFP 01-11, Electronic Records Management to axs Info, Inc. on May 19, 2011 for $204, The award included software licenses, professional services for configuration and implementation of the system, training, and one year of maintenance and support. The initial implementation is for use with Special Education Student Records. Various departments throughout the District will use the system to access information. The RFP also included a request for pricing for assistance scanning existing documents for storage in the system. The District did not anticipate utilizing these services within the year of the award. However, the project has moved faster than expected, and the Special Student Services Department is ready to move forward with scanning these documents. The cost of the back scanning for Special Student Services is estimated to be $350,000. Board Priority: Accountability - Goal 1: Manage financial resources effectively and efficiently. Board Priority: Stakeholder Involvement/Utilize Resources - Goal 3: Provide clear, concise and timely communication among students, parents, staff and community. ALTERNATIVES: 1. Accept the recommendation for authorization to award this portion of RFP 01-11, Electronic Records Management to axs Info, Inc. from January 26, 2012 through May 31, Do not accept the recommendation to award this portion of RFP 01-11, Electronic Records Management to axs Info, Inc. from January 26, 2012 through May 31, SUPERINTENDENT'S RECOMMENDATION: Accept the recommendation for authorization to award this portion of RFP 01-11, Electronic Records Management to axs Info, Inc. from January 26, 2012 through May 31, COST: The estimated cost to be: $350, To be taken from account: Budgeted: Yes RATIONALE: Approval of this award will allow the District to utilize an automated records management system to file, store, and retrieve records. DATA SOURCE: Chris Ragsdale Alice Stouder Carol Seay Mike Addison CONSENT AGENDA ITEM #5

21 Richard Strickland Alisa Morningstar Susan Christensen Elizabeth Turnage Howard Siggelko Julie Pike Paul Cordone Elaine Bynum CONSENT AGENDA ITEM #5

22 COBB COUNTY BOARD OF EDUCATION AGENDA ITEM January 26, 2012 TOPIC: CONSENT AGENDA ITEM #6 Board Resolution to Amend the Georgia Department of Education Local Facilities Plan BACKGROUND: On May 22, 2008 the Board approved the year Local Facilities Plan required by the Georgia Department of Education. This plan included the phase-out of Argyle Elementary School which was considered at the time as a candidate for replacement by the new Smyrna Area Elementary School. The Administration has determined that Argyle shall remain open and be relieved by the new Smyrna Elementary School. Board Priority: Responsible fiscal stewardship to include SPLOST management Goal I: Manage financial resources effectively and efficiently Board Priority: Safe, Healthy and Innovative Learning Environment Goal I: Provide a safe, secure, and healthy environment for all students and staff ALTERNATIVES: 1. Approve the attached resolution and authorize the Superintendent and Board Chairperson to execute. 2. Do not approve the attached resolution and do not authorize the Superintendent and Board Chairperson to execute. SUPERINTENDENT'S RECOMMENDATION: COST: RATIONALE: Approve the attached resolution and authorize the Superintendent and Board Chairperson to execute. The State Department of Education has analyzed the impact of rescinding the Argyle Elementary School phase-out and has advised us that there will be no impact to the District s prior earned State Capital Outlay Entitlement or funding. Approval of the attached resolution at this time will allow the planned renovations to Argyle Elementary School to receive Georgia Department of Education approval. DATA SOURCES: Doug Shepard Chris Ragsdale Glen Brown Harry DeLoach Board Attorney CONSENT AGENDA ITEM #6

23 RESOLUTION TO REOPEN ARGYLE ELEMENTARY SCHOOL WHEREAS, the Cobb County Board of Education has previously phased out Argyle Elementary School; and WHEREAS, the Cobb County Board of Education has determined that this facility will be used for K-12 instructional purposes; and WHEREAS, the Cobb County Board of Education realizes that any state funding and/or entitlement received due to the phasing out of this facility will be recalculated and the school system may be required to repay the state funding received and have current and prior entitlement reduced; NOW, THEREFORE, BE IT RESOLVED that the Cobb County Board of Education is keeping open Argyle Elementary School. Approved by the Cobb County Board of Education on This 26 th day of January, 2012 Scott Sweeney Chairperson Cobb County Board of Education Michael Hinojosa, Ed. D. Superintendent Cobb County School District

24 COBB COUNTY BOARD OF EDUCATION AGENDA ITEM January 26, 2012 TOPIC: DISCUSSION AGENDA ITEM #1 Recommendation for Revision to Policies BE and BD in Section B, School Board Governance and Operations, of the Policy Manual of the Cobb County Board of Education, dealing with Board Meetings and Organization of the Board BACKGROUND: Board members have expressed concerns over the procedures used to place items on the agenda of Board meetings and the addition of a special meeting in January to elect Board officers. Mrs. Bartlett proposed language that would alter the procedure for placing items on the agenda and Mrs. Eagle proposed changes regarding the type of meetings and the addition of the special meeting in January. As a result of proposed changed to Board Policy BE similar language would need to be changed in Board Policy BD. Title and code policy for adoption: Policy BE Board Meetings and Procedures Policy BD Organization of the Board Copies of the revised policies in Section B of the policy manual are included with this agenda item. Board Priority: Accountability Follow board policy ALTERNATIVES: 1. Adopt proposed revisions to Policy BE (Board Meetings and Procedures) and Policy BE (Organization of the Board) in Section B, School Board Governance and Operations, of the Policy Manual of the Cobb County Board of Education. 2. Do not adopt proposed revisions to Policy BE (Board Meetings and Procedures) and Policy BE (Organization of the Board) in Section B, School Board Governance and Operations, of the Policy Manual of the Cobb County Board of Education. SUPERINTENDENT'S RECOMMENDATION: Adopt proposed revisions to Policy BE (Board Meetings and Procedures) and Policy BE (Organization of the Board) in Section B, School Board Governance and Operations, of the Policy Manual of the Cobb County Board of Education. COST: N/A RATIONALE: Procedures for placing items on Board meeting agendas need to be updated. In addition, the Policy regarding Board meetings needs to accurately reflect the types of meetings being held and the procedures of those meetings. DATA SOURCES: Board Members Michael Hinojosa Darryl York Board Attorney DISCUSSION AGENDA ITEM #1

25 BOARD OF EDUCATION POLICY BOARD MEETINGS AND PROCEDURES GREEN font indicates content recommended by Mrs. Bartlett TEAL font indicates content recommended by Mrs. Eagle BROWN font indicates content recommended by Policy Development RED font indicates content recommended by Brock Clay ORANGE font indicates content that has been relocated within the rule BE 2/17/11 1/26/12 A. AGENDA: A proposed agenda for the meetings of the Cobb County Board of Education (Board) will be prepared by the Superintendent with input and approval of the Board Chair and will be delivered via to the Board at least four business days prior to its agenda work session. In addition, the agenda will be placed at the School District Central Office for pick up by Board members. Any member of the Board may submit items for the agenda to the Chair or Superintendent, if they are timely. Items may be placed on the agenda by the Superintendent, the Board Chair, and any Board member with approval of the Chair, or through a request by any two Board members. To submit an agenda item, a Board member should first make reasonable efforts to contact the Chair or Superintendent orally, after which the Board member submitting the agenda item shall confirm the request via to the Chair and Superintendent, with a copy to all Board members. Every agenda should contain an item for discussing district progress toward strategic plan goals and objectives. The agenda shall be closed to Board members five business days preceding the agenda work session unless the addition of a late item is approved by the Chair or three Board members. Any items which are changed or added within four business days before the agenda work session will be accompanied by an explanation for the change or addition. A final agenda shall be set by the Board at the conclusion of its agenda work session. A consent agenda may be created for consideration of routine, items not in need of further discussion that can be approved with one vote without discussion. A consent agenda may be created for consideration of routine items not in need of further discussion. The consent agenda may then be approved with one vote by the Board without discussion at the next regularly scheduled voting meeting. If any member objects to an item on the consent agenda, that item shall be removed from the consent agenda and handled as a separate item. New items shall not be placed on the agenda following the conclusion of the agenda work session without the unanimous consent of the Board. Approved: 6/25/92 Revised: 05/23/96; 2/17/11; 1/26/12 B. MEETINGS: 1. Agenda Work Sessions: DISCUSSION AGENDA ITEM #1

26 Agenda work sessions (work sessions) are typically held as a day meeting on the second Wednesday of each month. Work session business includes, but is not limited to, setting consent and discussion agenda items for the regularly scheduled voting meeting, discussing district business, and reviewing Administrative Rule changes. If action is needed on an emergency or time-sensitive item, specific action may be taken. 2. Regularly Scheduled Voting Meetings: Regularly scheduled voting meetings (evening meetings) are typically held as an evening meeting on the fourth Thursday of each month. Evening meetings are designed to allow the Board to conduct district business. 3. Specially Called Meetings: a. A specially called meeting for any purpose or purposes may be convened by the Chair of the Board or by Board members who constitute a majority of the total number of positions on the Board as specified by Georgia law (i.e., four of seven). b. Notice of a called meeting shall be delivered to each (i.e., all seven) Board member at least twenty-four hours prior to the meeting. Notice to Board members of called meetings shall state clearly the place, date, hour and the purpose of such meeting. Notice shall be considered properly served if: (1) Delivered in person by the Chair, Executive Secretary, or their designee; (2) Contact is made with the members by phone at the direction of the Chair or Executive Secretary; or (3) Written notice is mailed sent (via first-class mail or ) at least four days and not more than eight days prior to the meeting. c. In the event of an emergency or when time is of an essence, a special meeting may be called by the Chair, and the members notified by telephone not less than four hours prior to such meeting. Any meeting of the Board where official action is taken or discussed shall be open to the public as prescribed by law. 4. Special January Meeting: A special meeting shall be held each January, prior to the monthly work session, in order to elect new Board officers and to set the meeting schedule for the following twelve months. 5. Executive Session: In accordance with State law, the Cobb County Board of Education shall conduct the following matters in Executive Session: a. Personnel; b. Land/Real Estate; c. Litigation; d. Student Discipline; e. Other matters allowed by law. 6. All agenda work sessions and regularly scheduled voting meetings of the Board, where official action is taken or discussed shall be open to the public as prescribed by law. All Board meetings, including public comments, shall be broadcast live if practical. The members of the Cobb County Board of Education Board), at their first meeting in January, shall set the time for their regular meetings for the following twelve months. 1. Called Meetings: Called meetings of the Cobb County Board of Education (Board) for any purpose or purposes may be convened by the Chair of the Board or by Board members who constitute a majority of the total number of positions on the Board as specified by Georgia law (i.e., four of seven). DISCUSSION AGENDA ITEM #1