BOARD BRIEFS November 9, 2017 CLARKE COUNTY BOARD OF EDUCATION District 1: Mr. Greg Davis District 2: Mr. Vernon Payne District 3: Ms. Linda E. Davis District 4: Mr. Jared R. Bybee District 5: Ms. Sarah Ellis (Vice President) District 6: Mr. Charles Worthy (President) District 7: Ms. Carol Williams District 8: Mr. John Knox District 9: Ms. Ovita Thornton Present: G. Davis, Payne, L. Davis, Bybee, Ellis, Worthy, Williams and Thornton Absent: Knox RECOGNITION OF ACHIEVEMENTS AND AWARDS Sound of Silver Marching Competition Honoree Clarke Central High School Marching Band Superior: Drum Major Elizabeth Gaskill Percussion, 3rd in Class AA Henry Pattavina and Ty Qwavius Rucker Full Band, 2nd in Class AA Stacy Mejia Excellent: Color Guard India Brice Dr. Robert Lawrence, Director National FFA Agriscience Fair Finalists Hilsman Middle School Serenity Howell Ella Johnson Emma McElhannon Coriander McGreevy Tory Ratajczak Hadiza Sarr Renne Smith, Advisor Clarke Middle School Amanda Ochieng
Ietta Veeder Debbie Mitchell, Advisor RECOGNITION OF VISITORS NONE SUPERINTENDENT S REPORT J.J. Harris Elementary School S.M.A.R.T. Goals BOARD REPORTS GSBA Government Relations Committee Finance Committee Policy Committee Property Committee POLICY DISCUSSION Policies/Regulations/Exhibits to be Presented for Public Review for 30 Days: Policy GCI Classified Personnel Evaluation (Revise) The Board placed Policy GCI Classified Personnel Evaluation on the Table for 30 days. Policy GCI - Classified Personnel Evaluation was revised to incorporate updated practices and requirements and to remove unnecessary reference of school bus drivers. Language was added to clarify that other criteria used in the evaluation process would be deemed pertinent by policy and procedure and not left up to the subjectivity of the evaluator. Other language was included to clarify that a signature on the evaluation does not indicate agreement with the evaluation, rather that the person being evaluated indicates that he or she participated in the evaluation process. Policy GBN Professional Personnel Evaluation (Revise) The Board placed Policy GBN Professional Personnel Evaluation on the Table for 30 days. Policy GBN - Classified Personnel Evaluation was updated to reflect charter system status and outline allowance for provisions of the Fair Dismissal Act. The District's Charter System Contract waives compliance with the Fair Dismissal Act, and thus, certified personnel could be treated as "at-will" employees with a termination procedure identical to that for classified personnel. Nonetheless, the District retains the authority to continue affording some or all of the substantive and procedural protections of the Fair Dismissal Act as a matter of local policy. The District may not, however, authorize an appeal to the Georgia Board of Education, per decision of the Georgia Court of Appeals in Day v. Floyd Cty. Bd. Of Educ., 333 Ga. App. 144, (2015), cert. denied (Oct. 19, 2015). Regulation GBN-R(1) Professional Personnel Evaluation (Revise) The Board placed Regulation GBN-R(1) Professional Personnel Evaluation on the Table for 30 days. The District's Charter System Contract waives compliance with the Fair Dismissal Act, and thus, certified personnel could be treated as "at-will" employees with a termination procedure identical to that for classified personnel. Nonetheless, the District retains the authority to continue affording some or all of the substantive and procedural protections of the Fair Dismissal Act as a matter of local policy. The District may not, however, authorize an appeal to the Georgia Board of Education, per decision of the Georgia Court of Appeals in Day v. Floyd Cty. Bd. of Educ., 333 Ga. App. 144, (2015), cert. denied (Oct. 19, 2015). Regulation GBN-R(1) - Professional Personnel Termination outlines the provisions offered similar to the Fair Dismissal Act. The policy committee chose the option whereby termination hearings would occur before the Board of Education instead of before a
tribunal. The committee also opted to remove the words or procedures in section VII. in order to lend clarity to the regulation. ACTION ITEMS Minutes of Previous Meetings: Work Session October 5, 2017 and Regular Meeting October 12, 2017 The Board approved the previous minutes for the October 5, 2017 Work Session and the October 12, 2017 Regular Meeting as presented. Financial Reports September 2017 The Board approved the Financial Reports for September 2017 as presented. Policy JK Solicitations (Review) The Board removed Policy JK- Solicitations from the Table and adopted the policy. Policy JK Solicitations was reviewed due to the new accompanying regulation JK-R(2) - Solicitations and new Exhibit JK-E(1) - Solicitations Request for Crowdfunding. There are no changes being recommended to Policy JK at this time other than to review it at the same time that a new regulation and exhibit are being proposed. Regulation JK-R(1) Solicitations (Review) The Board removed Regulation JK-R(1) Solicitations from the Table and adopted the policy. JK-R(1) Solicitations was reviewed due to the new accompanying regulation JK-R(2)- Solicitations and new Exhibit JK-E(1)- Solicitations Request for Crowdfunding. There are no changes being recommended to Regulation JK-R(1) Solicitations at this time other than to review it at the same time that a new regulation and exhibit are being proposed. Regulation JK-R(2) Solicitations (New) The Board removed Regulation JK-R(2) Solicitations from the Table and adopted the policy. Regulation JK-R(2) Solicitations was created to add specific guidance for crowdfunding and solicitations. This regulation has been added on the recommendation of CFO, Larry Hammel, as a way to provide more specific guidance for crowdfunding solicitations and to direct a process of written permission by principals and the superintendent. Additionally, use of the new approval form will increase accountability and monitoring of crowd funding requests by the school principals and the superintendent. Exhibit JK-E(1) Solicitations (New) The Board removed Exhibit JK- E(1) Solicitations from the Table and adopted the policy. Exhibit JK- E(1) Solicitations was created to provide a form for approval and tracking of crowdfunding solicitations. This Exhibit has been added on the recommendation of CFO, Larry Hammel, as a way to provide more specific guidance for crowdfunding solicitations and to direct a process of written permission by principals and the superintendent. Additionally, the use of the new approval form will increase accountability and monitoring of crowd funding requests by the school principals and the superintendent. Policy DJE Purchasing (Revised) The Board removed Policy DJE Purchasing from the Table and adopted the policy. To review, section 11 of the charter places a $10,000 threshold on the following items: (1) the Superintendent's authority to make expenditures without Board approval; (2) contracting for construction services without requiring a performance bond; (3) purchasing labor and materials without a formal Bid or Proposal process; and (4) purchasing professional services without a formal Proposal process. 2017 House Bill 556 authorized the Board to increase
any or all of those caps up to $100,000. At a prior full Board meeting, the Superintendent recommended and the Board approved increasing the caps to $80,000. The proposed changes to Policy DJE implement those increases, with the exception of leaving the threshold for requiring at least two quotes at $10,000 and setting the threshold for requiring performance bonds on construction contracts at $50,000. Regulation DJE-R(1) Purchasing (Revised) The Board removed Regulation DJE-R(1) - Purchasing from the Table and adopted the policy. To review, section 11 of the charter places a $10,000 threshold on the following items: (1) the Superintendent's authority to make expenditures without Board approval; (2) contracting for construction services without requiring a performance bond; (3) purchasing labor and materials without a formal Bid or Proposal process; and (4) purchasing professional services without a formal Proposal process. 2017 House Bill 556 authorized the Board to increase any or all of those caps up to $100,000. At a prior full Board meeting, the Superintendent recommended and the Board approved increasing the caps to $80,000. The proposed changes to Regulation DJE-R(1) implement those increases, with the exception of leaving the threshold for requiring at least two quotes at $10,000 and setting the threshold for requiring performance bonds on construction contracts at $50,000. Additionally, (1) the term "Request For Bids ("RFB") is changed to "Invitation For Bids" (IFB"); (2) the publication of an advertisement in the legal section of the local newspaper is made optional rather than mandatory; and (3) a new item "J" under section VIII speaks to professional services. CONSENT AGENDA Approve Out-of-State/Overnight Field Trip Requests The Board approved the request for the following out-of-state and/or overnight field trips: Whitehead Road Elementary to Jekyll Island, GA May 2-4, 2018 Purpose: Ecology Enrichment Whitehead Road Elementary to Eatonton, GA May 14-16, 2018 Purpose: Rock Eagle 4-H Center Approve 21 st Century Community Learning Centers Grant Elementary The Board approved the acceptance of the FY 2018 grant period of the 21st Century Pathways to Success (PSP) for elementary 21st Century Community Learning Centers (CCLC) program in the amount of $349,959. Approve 21 st Century Community Learning Centers Grant Middle The Board approved the acceptance of the FY 2018 grant period of the 21st Century middle school program in the amount of $350,000. Approve 21 st Century Community Learning Centers Grant High The Board approved the acceptance of the FY 2018 grant period of the 21st Century Pathways to Success (PSP) for high school 21st Century Community Learning Centers (CCLC) program in the amount of $257,889. Approve GADOE Request for Site Approval Catapult Learning at 575 Research Drive The Board approved the GADOE Educational Facility Site Evaluation and Approval Form for the Catapult Learning site at 575 Research Drive. Approve Affiliation Agreement for School Nutrition Internship
The Board approved the Affiliation Agreement with Priority Nutrition Care, LLC. Approve Furniture Consultant for Coile, BHL, Oglethorpe and Hilsman (2017 SPLOST) The Board approved the Furniture Procurement Services Contract from Nu-Idea. Nu-Idea provides the greatest benefit to the school district and meets all the proposal requirements for the upcoming construction projects at Oglethorpe Avenue, BHL, W.R. Coile and Hilsman. Funding for this recommendation is from the SPLOST 5 budget. Approve Purchase of HVAC Equipment Coile and Hilsman (2017 SPLOST) The Board approved the HVAC equipment purchase from Mingledorff s Inc. in the amount of $944,866.00. Mingledorff s provided the lowest responsive and responsible bid for the BHL and W.R. Coile construction projects. Funding for this work is from the SPOLOST 5 budget. END CONSENT AGENDA PERSONNEL The Board approved the personnel list as presented. EXECUTIVE SESSION Board Briefs is an unofficial record of meetings of the Clarke County Board of Education and is distributed to school district employees and interested community members the day following the meeting. Minutes of Clarke County Board of Education meetings are not considered official until ratified by the board, typically at the next monthly meeting. If you have questions or comments concerning Board Briefs, please contact Haley Brannan, Office of Public Relations and Communications, at (706) 546-7721, ext. 20703.