BOARD OF EDUCATION OF CARROLL COUNTY WESTMINSTER, MARYLAND JENNIFER A. SEIDEL, PRESIDENT STEPHEN H. GUTHRIE, SUPERINTENDENT BOARD MINUTES (APPROVED) AUGUST 24, 2011 PRESENT Gary W. Bauer Cynthia L. Foley Virginia R. Harrison Jennifer A. Seidel, President Barbara J. Shreeve, Vice President Samson A. Fowler, Student Representative Douglas Howard, Commissioner Ex-Officio Stephen H. Guthrie, Superintendent Rochelle Eisenberg, Legal Counsel Board President Seidel convened the Board of Education in administrative session on Wednesday, August 24, 2011, at 1:06 p.m. in the Board meeting room at 125 N. Court Street, Westminster. Mrs. Seidel led the audience in the Pledge of Allegiance followed by a moment of silent meditation. Upon motion by Mrs. Foley, seconded by Mrs. APPROVAL OF AGENDA Harrison, with unanimous vote and student representative agreement the Board approved the agenda. Upon motion by Mr. Bauer, seconded by Mrs. Foley, with unanimous vote and student representative APPROVAL OF BOARD MINUTES AUGUST 2, 2011 agreement the Board approved the Board Minutes of August 2, 2011. Superintendent Guthrie reported that schools and school system buildings are being inspected by staff after the 5.8 earthquake whose epicenter was in Virginia and felt throughout Carroll County. At this time, there are no concerns that would cause a delay or Board of Education Approved Board Minutes 08 24/2011 1
closing of the first day of school. Mr. Guthrie noted that the weather service is predicting a hurricane coming up the east coast. Staff is waiting to see to what degree Hurricane Irene will affect Carroll County. At this time, schools will open on time Tuesday. Assessments will be made as we get closer to opening day. PERSONNEL PERSONNEL Upon motion by Mrs. Foley, seconded by Mrs. Harrison, Mr. Guthrie submitted for Board approval 59 new hires, 1 broken contract, 1 non-renewal of contract, 6 leaves of absence, 7 increases, and 2 decreases. The Board unanimously voted to approve all personnel action items. ACTION ITEMS Upon motion by Mrs. Harrison, seconded by Mr. AWARD OF BIDS Bauer, with unanimous vote and student representative agreement the Board approved the Award of Bids. (ADDENDUM #1) There was discussion on the athletic transportation bid and the bid for network website filtering and reporting. Upon motion by Mrs. Harrison, seconded by Mr. Bauer, with unanimous vote and student representative APPROVAL OF STADIUM CONTRACT WESTMINSTER HIGH SCHOOL agreement the Board approved the stadium contract for the use of Westminster High School s stadium by the Recreation and Parks/Gamber Smallwood Optimist football championship. (ADDENDUM #2) DISCUSSION The proposed Comprehensive Maintenance Plan for Educational Facilities is presented with the PROPOSED COMPREHENSIVE MAINTENANCE PLAN FOR EDUCATIONAL FACILITIES* Board of Education Approved Board Minutes 08 24/2011 2
assistance, guidance and support of the Maryland Public School Construction Program. The Board of Education of Carroll County has established an inventory of facilities and contents including an overview of the scheduled maintenance of all buildings. This publication identifies objectives of the maintenance program and presents the maintenance, operations and capital budgets. This publication is also intended to meet the requirements of Section 800 of the Administrative Procedure Guide of the School Construction Program. The Comprehensive Maintenance Plan for Educational Facilities will be brought to the Board for approval at the September 28, 2011 Board meeting. Mr. Guthrie brought to the Board his proposed revisions to Board Policy ICA School Calendar PROPOSED REVISIONS TO BOARD POLICY ICA SCHOOL CALENDAR* which includes moving the Board of Education s public review of the school calendar from the first public meeting in August to the first public meeting in September. This change will make the review less confusing for the general public. This also changes the Board of Education s approval of the school calendar from the first public meeting in October to the first public meeting in November. Adequate time for public feedback and adequate notice for the communication of the approved school calendar will continue. Proposed revisions will return to the Board for action at the September 14, 2011 Board meeting. Mr. William Caine, Facilities Planner, brought the Board highlights of the proposed PROPOSED FY 13 CAPITAL BUDGET AND FY14-FY18 CAPITAL IMPROVEMENT PROGRAM REQUEST FY13 Capital Budget and FY14-FY18 Capital Improvement Program Request with an indepth review of the document scheduled for the afternoon work session on the Capital Improvement Program Request. The FY13 Capital Budget and FY14-FY18 Capital Improvement Program Request Board of Education Approved Board Minutes 08 24/2011 3
reflect the projects identified in the Educational Facilities Master Plan 2011-2020 approved on June 8, 2011. A public hearing is scheduled for Wednesday, September 7, 2011 at 7:00 p.m. in the Charles I. Ecker Boardroom. Board approval is scheduled for September 28, 2011 at the Administrative Board Meeting. The local capital budget request is due to Carroll County Government by October 1, 2011 and the State capital budget request submission is due on October 6, 2011. INFORMATION Mr. Guthrie shared that next school year there are two Jewish Holidays and one General PROPOSED REVISIONS TO ADMINISTRATIVE REGULATIONS FOR BOARD POLICY ICA: SCHOOL CALENDAR Election Day where schools will be closed. Mr. Guthrie is recommending revising the administrative regulations for Board Policy ICA School Calendar to reflect the approval process of presenting the recommended school calendar as a discussion item in September with Board approval at the first Board meeting in November. In addition, he is recommending revisions to guidelines defining the first day of school for students to be held in the last week in August and changing the Wednesday before Thanksgiving to an early dismissal day. Commissioner Howard asked the Superintendent why schools are closed on Election Day. Mr. Guthrie explained that most of our school buildings are utilized by the Board of Elections as election sites and that it is Maryland State law that the schools be closed. Revisions to administrative regulations for Board Policy KGF Community Use of School Facilities pursuant to 7-433 of the Education Article, Annotated REVISIONS TO ADMINISTRATIVE REGULATIONS FOR BOARD POLICY IKGF COMMUNITY USE OF SCHOOL FACILITIES Code of Maryland, effective July 1, 2011, whereby all youth sports leagues and associated activities or events must provide assurance of conformance with the Maryland Youth Board of Education Approved Board Minutes 08 24/2011 4
Concussion law. One of the key provisions of the law is that it applies to student-athletes who participate in youth sports leagues that are played on public school lands and who participate in parks and recreation sports leagues. Administrative regulations for Board Policy KGF are revised to require assurance that user groups are in conformance with the Maryland Youth Concussion law. User groups who have had Use of School Facilities requests approved since July 1, 2011 are being notified that they must comply with this new law. REPORTS 1. Curriculum Council Agenda Topics for 2011-2012 The Carroll County Public Schools Curriculum Council will meet four times during the 2011-12 school year. Topics and presentations selected are based on feedback provided by Curriculum Council members at the end of the 2010-11 school year. This year s topics include Financial Literacy K-12, Writing K-12, Gifted and Talented Education, Textbook Recommendation and Adoption, Career and Technology Education- Perkins Grant, Environmental Literacy, Race to the Top Common Core State Standards, and Grading and Homework Policies and Practices. 2. Carroll County Advisory Council on Career and Technology Education Action Plan and Topics for 2011-2012 The Carroll County Advisory Council on Career and Technology Education Local Advisory Council participates in the development of annual program plans and accountability reports. It provides local educational agencies and postsecondary education institutions with advice on current job needs and on the relevancy of curriculum being offered in meeting such needs. Significant Board of Education Approved Board Minutes 08 24/2011 5
activities include: an Interview Project, review of student senior projects and portfolios, serving on program advisory committees, and review of the Local Plan for Program Involvement (Perkins Grant). 3. School Construction Report Ray Prokop, Director of Facilities, reported on progress at the Mt. Airy Middle replacement school site. Site work is moving along as scheduled. Parents are reminded to utilize school bus transportation to reduce congestion in the school construction areas and help with safety concerns with the drop-off and pick-up of school students. HVAC systems have been installed at a couple of schools. These schools will be experiencing air-temp differences throughout the building until Johnson Controls gets each of the systems calibrated. Parents should be notified of the possibility of room temperature fluctuations. UNFINISHED BUSINESS The Board will meet for the following scheduled meetings: Joint Board of Education and Board of County Commissioners Meeting (w/o citizen participation) Wednesday, September 14, 2011 at 1:30 p.m. in the Charles I. Ecker Boardroom at 125 N. Court Street, Westminster Regular Board Meeting (w/citizen participation) Wednesday, September 14, 2011 at 5:00 p.m. 125 N. Court Street, Westminster NEW BUSINESS Mrs. Shreeve asked the Board for consensus to have the Superintendent review the out-of-district Board Policy and the accompanying administrative regulation. Mrs. Shreeve noted that at the time these were last revised, the school system was experiencing growth and the policy and regulations had to be strict. Mrs. Shreeve is looking for revisions that define ways to allow more flexibility on an individual basis. Included in this revision should be a Board of Education Approved Board Minutes 08 24/2011 6
definition of exigent circumstances. Board members and the student representative reached consensus to have the Superintendent proceed with proposed revisions. With no further business to come before the Board, it was moved by Mrs. Harrison, seconded by Mr. Bauer to adjourn the meeting at 2:10 p.m. AUGUST 24, 2011 - CLOSED SESSION SUMMARY FOR APPROVED BOARD MINUTES In attendance: Mr. Bauer, Mrs. Foley, Mrs. Harrison, Mrs. Seidel, Mrs. Shreeve, Mr. Guthrie, Mr. Johnson, Mr. O Neal, Mrs. Richards, and Mrs. Eisenberg. At 12:00 p.m. after it was moved by Mrs. Shreeve, seconded by Mrs. Harrison, the Board unanimously voted to go into Closed Session in accordance with Section 10-508 of the Annotated Code of Maryland to discuss the appointment, employment, assignment, promotion, discipline, demotion, compensation, removal, resignation, or performance evaluation of appointees, employees, or officials over whom it has jurisdiction; personnel matters that affect one or more specific individuals; to consult with counsel to obtain legal advice on a legal matter; and to consult with staff, consultants, or other individuals about pending or potential litigation. Mr. Guthrie shared information regarding Carroll County s Teacher of the Year. Three legal matters were reviewed, one involving a prevailing wage violation by a contractor, one involving a civil suit from a bus accident, and information regarding out-ofdistrict decisions. Moved by Mrs. Harrison, seconded by Mr. Bauer, the Board voted to approve the August 2, 2011 Closed Session minutes. Closed Session recessed at 12:56 p.m. and resumed at 2:15 p.m. Closed Session adjourned at 2:45 p.m. AUGUST 24, 2011 ADMINISTRATIVE FUNCTION The Board received information from the Superintendent: Board members selected their Maryland Association of Boards of Education committee assignments. MABE Annual Conference information was distributed. Agenda topics were discussed for the upcoming meetings: Joint Board of Commissioners/Board of Education meeting and the meeting between the Board of Education and the State Legislative Delegation. TELL Survey results were distributed. The Board received an update on child care licensing. The Board received information on the Legislative Audit. Staff will conduct a study of the Food Services Program. School/Office procurement card procedures were shared. Board of Education Approved Board Minutes 08 24/2011 7
The elimination of 40 buses, for next school year, and the process for selecting those buses were reviewed. Changes to the Ethics Policy were reviewed. The HIKE Foundation Partnership Kickoff is scheduled for September 13, 2011. The CCPS Education Foundation s Chocolate Ball An Evening in Paris will be held on Saturday, February11th. Scoreboard sponsorships were discussed. The English Department s professional development is August 26 th. The State Superintendent will visit Carroll County Schools on September 16 th. SHG/tar Board of Education Approved Board Minutes 08 24/2011 8