MINUTES OF A MEETING OF THE SCHOOL BOARD CITY OF CHESAPEAKE, VIRGINIA November 13, 2017 A meeting of the School Board of the City of Chesapeake, Virginia, was held on Monday, November 13, 2017, at 4:30 p.m. in the Board Room of the School Administration Building. Mr. C. Jeff Bunn, chairman, presided. The Call to Order Mr. Bunn called the meeting to order. He welcomed visitors to the meeting and informed them that a printed agenda for the meeting was available. Roll Call Dr. Jean Infantino called the roll and recorded attendance as follows: Present: Absent: Mrs. Colleen C. Leary Mr. Thomas L. Mercer, Sr. Mr. Harry A. Murphy Mrs. Christie New Craig Mr. Louis J. Tayon, Jr. Mr. Michael J. Woods Mrs. Victoria L. Proffitt, Vice Chairman Mr. C. Jeff Bunn, Chairman Mr. Samuel L. Boone, Jr. Also present were Dr. James T. Roberts, Superintendent; Dr. Jacqueline C. Miller, Assistant Superintendent for Student Services; Dr. Anita B. James, Assistant Superintendent for Curriculum and Instruction; Ms. Victoria Lucente, Assistant Superintendent for Budget and Finance; Ms. J. Paige Stutz, Assistant Superintendent for Operations; Dr. Alan L. Vaughan, Assistant Superintendent for Human Resources and School Services; Dr. Jean A. Infantino, Executive Director of Administrative Services/Clerk of the Board; Mr. Robert J. Barry, Attorney; and Mrs. Darlene Gorman, Deputy Clerk of the Board. Adoption of the Agenda Dr. Roberts had no amendments to the agenda but said he would need a closed session for two pupil matters, two legal matters, one personnel matter, one matter requiring consultation with the attorney, and one personnel matter requested by the chair. Mr. Murphy moved to adopt the agenda as presented. Mrs. New Craig seconded the motion, which passed with all members present voting in favor of the motion. 6089
Closed Session Mr. Bunn asked Mr. Barry to prepare the language for the Board to go into closed session. Mr. Barry stated that the motion should read as follows: The Board should convene in closed session pursuant to Section 2.2-3711 of the Code of Virginia, for consideration of two pupil matters, two legal matters, one personnel matter, one matter requiring consultation with the attorney, and one personnel matter requested by the chair. Mr. Murphy moved that the Board go into closed session as provided in the Code of Virginia. The motion was seconded by Mrs. New Craig and approved, with all Board members present voting yes. Reconvene in Open Meeting The meeting reconvened in open session. Mrs. Proffitt moved that the record show the only items discussed in the closed meeting were those specifically cited in the motion to convene into closed session. Mr. Murphy seconded the motion, which passed with all Board members present voting in favor of the motion. Items Resulting from Closed Session The Superintendent recommended the expulsion of student #1 and student #2 under the conditions discussed. Mr. Woods moved to approve the Superintendent s recommendation. The motion was seconded by Mr. Mercer and passed with all Board members present voting in favor of the motion. Invocation Pastor Shannon Terhune, Raleigh Heights Baptist Church, gave the invocation. Pledge of Allegiance to the Flag Mya Comissiong, a fifth grader at Western Branch Intermediate School, led the Pledge of Allegiance to the Flag. Clerk s Items None. Public Hearing Superintendent s Proposed Capital Improvement Plan, 2018-2028: No citizens requested time to speak before the Board on this topic. 6090
Hearing of Citizens Miss Lauren Whitlow, 905 Haysi Way, Chesapeake, Virginia, spoke to the Board regarding rising eighth graders being allowed to stay at their middle school. Dr. Toney L. McNair, Jr., CEA President, 392 S. Battlefield Boulevard, Suite #102, Chesapeake, Virginia, presented information regarding American Education Week. Unfinished Business Superintendent s Proposed Capital Improvement Plan (CIP), 2018-2028 Work Session and Final Action: Dr. Roberts introduced Mr. John Bertocchi, new construction and planning administrator, who gave a brief summarization of the previous two presentations of the proposed plan. Dr. Roberts stated Board action would be requested at the end of the presentation. Mr. Bertocchi reminded everyone of the projects under design in year one totaling $79,083,800. He reviewed anticipated CIP projects through June 30 of 2019 using cash, ten-year debt, and proffer funds/re-directs/lockbox (a combination of cash and debt) at an estimated total cost of $19,171,900. Mr. Woods asked whether the addition to Hickory Middle School and the newlyapproved rezoning plan would eliminate most of the portables currently at Hickory Middle School. Mr. Bertocchi and Ms. Stutz both responded that was dependent on what programs would be housed at Hickory Middle School after the completion of the addition. Ms. Stutz felt the newly-approved rezoning plan, along with the completion of the addition, would help eliminate most of the portables at the school. Mr. Woods also asked about the design for the field houses at Deep Creek Middle School and Great Bridge Middle School and whether they would be comparable to the design at Indian River High School. Ms. Stutz stated the plan would provide separate buildings for locker rooms, restrooms, and needed facilities not currently usable at these stadiums. This project does not include the tearing down and the rebuilding of the stadiums, as that would cost more money. She intends to spruce up the stadiums and do what is necessary to improve safety at the facility. Both stadiums have been inspected and are structurally sound. Ms. Stutz intends to have them inspected again for safety prior to any input from the architect. Mr. Bertocchi reviewed all of the projects planned for the summer of 2018 along with required staffing of one clerk of the works. Ms. Stutz responded to a previous question of Mr. Mercer s from the last Board meeting regarding the projects scheduled for the summer of 2018. At a previous meeting he asked if the division had more money, could we begin more projects. She responded that the budget is stretched thin and if we were able to begin any new projects, we would need to add a project manager and a clerk of the works to oversee these projects. She stated that we could begin more projects if we received an increase in funding. 6091
Mrs. Leary asked what was being done regarding the flooding at Hickory High School. Ms. Stutz said it was being addressed and the funds are coming from the operating budget and was not a CIP issue. Mr. Mercer asked the superintendent about one-time money instead of using recurring money, and what is the maximum we could ask for from the city as a funding mechanism outside of the city lock box. Dr. Roberts has had a conversation regarding this possibility with the city manager (who currently is presenting his capital budget to city council). The superintendent stated that the city manager is very understanding and would very much like to help; however, he could not make any promises. Dr. Roberts stated that the lockbox funding has helped us, but it doesn t help us catch up on overdue projects. Mr. Bertocchi continued with his brief review of the CIP and noted that the fiveyear grand total is $466,043,800. Mr. Woods posed a question to Ms. Stutz regarding taking the stadiums down and if there was a recurring cost. Ms. Stutz responded there was not a recurring cost, but it would increase the required capital money. Mr. Woods responded by saying that if we did have one-time money to take both stadiums down at Great Bridge Middle School and Deep Creek Middle School, it would eliminate an eyesore. She used the example that there was $400,000 in the CIP allotted to Great Bridge Middle School and felt that might be enough to clean out underneath the stadiums, as he had asked previously. It would take some work to complete that project and the division was trying to use the most cost-effective method. It is also something that could be done at a later date. Dr. Roberts did speak to the city manager regarding one-time funds from the city and they spoke about it at their retreat. Also, the possibility of a citywide stadium has been discussed but he noted that it would not solve our problems, as all schools cannot play at one stadium. He did add that he spoke to the city manager about the possibility of parks and recreation sprucing up the fields behind Great Bridge High School. He noted that if the division is able to sell the old SECEP facility, that future money was dedicated by the Board for use at the Deep Creek Stadium. Mrs. New Craig asked about public-private partnerships as a possibility for funding, as she has had several people approach her. She would love to refer them to Ms. Stutz. Ms. Stutz referred to Dr. Roberts who stated that he is willing to look at all possibilities. Mrs. New Craig said it is time to start thinking outside of the box for additional funding possibilities. The Superintendent recommended the approval of the CIP. Mrs. Proffitt moved to adopt the CIP as presented. The motion was seconded by Mr. Mercer and passed with all Board members present voting in favor of the motion. New Business None. 6092
Consent Agenda The chairman requested approval of the consent agenda. Items included the following: A. Approval of the Minutes of the Previous Meeting B. Bid C. Chesapeake Public Schools Gifted Education Advisory Committee - Approval of New Members D. Chesapeake Public Schools Special Education Advisory Committee Report E. Religious Exemptions F. Department of Human Resources Personnel Report Mrs. Leary moved to approve the Consent Agenda and the motion was seconded by Mr. Murphy. The motion passed with a vote of 8-0 with all Board members present voting in favor of the motion. Superintendent s Report The Superintendent made the following announcements: 1. American Education Week is this week, November 13 through 17 and recognized everyone that contributes to our educational program. 2. The Virginia School Boards Association will hold its annual convention this week in Williamsburg on Wednesday, November 15, and Thursday, November 16. 3. On Thursday evening, November 16, the Chesapeake Career Center will hold an open house. This is the fiftieth anniversary of the career center. 4. We will celebrate the Thanksgiving holidays with an early release on Wednesday, November 22, and all schools and offices will be closed on Thursday, November 23, and Friday, November 24. 5. Deep Creek High School will host an Academies Information Night on Thursday, November 30, at 7 p.m. 6. This is the only Board meeting in November. Our next meeting will be on December 11 at 6 p.m. (and the only meeting in December). The December 11 Board meeting will be followed by a Public Hearing at 7 p.m. set by the Board to obtain input from our citizens on the characteristics they are looking for in our next superintendent. 7. Finally, our official October enrollment count has been certified at 39,496, which is 96 students higher than our projected number and 343 students higher than last year s number. This is a 0.9% (.87%) increase. Early Budget Update: Dr. Roberts presented an early look at the budget for the 2018-2019 school year. He reviewed the history, the current year, and next year. He noted that over the past ten years, every category of funding has risen except funding from the state, which is more than five million dollars less than in the 2008-2009 school year. He noted that from 2009-2011, our funding dropped about $30 million dollars each 6093
year, but we were able to stay afloat with stimulus and one-time money from our reversion and the city s actual over-budget made up the difference. Those stimulus funds and other one-time money totals about $70 million and could have been used for capital needs but had to be used to support operating needs instead. The superintendent also noted the decline in the national enrollment in teacher preparation programs and the need to reverse this decline. This is a statewide and nationwide problem. This is one problem that the budget has created with the lack of funding. He then reviewed the current status stating that local revenues have recovered above 2008-2009 levels but state support has not. Direct payment from state lottery proceeds has been restored from zero to 29%. However, 71% of the money from these proceeds is being used to supplant state money that used to come directly from the state treasury for public education. The number one legislative priority for Chesapeake Public Schools this year is the elimination of the support position cap which has cost our division at least $9 million a year since the implementation in 2009-2010. Over the past eight years, our division would have had about $70 million more in revenue had this cap not been implemented. He appreciates the flexibility from the city and the need to think outside of the box, as pointed out by Mrs. New Craig regarding reworking our revenuesharing formula. He also noted that we have not received the new composite index yet. When the composite index goes down, our state funding goes up. He is hopeful that the composite index will fall in our favor for additional state funding. Dr. Roberts also noted the increases in public school funding due to rebenchmarking. In 2006-2008 the increase was $1.5 billion. In 2018-2020 the increase will be $437 million. This is $1.1 billion less than it was in 2006-2008. He pointed out that well over 50% was from the reduction in support positions and that when the state recalculates re-benchmarking, they use their own numbers defined as minimum standard, not our actual pupil/teacher ratios. This is less than what we need. Mr. Woods noted that the state uses minimum standards from two years ago, not present-day value. Dr. Roberts concurred and said that sometimes the state goes back three years and felt Mr. Woods made a good point. Dr. Roberts stated that next year the division will have significant changes in both our revenues and expenditures. The capital budget challenges will have a negative impact on the operating budget. He reviewed next year s operating expenditures such as the need to increase salaries for full and part-time employees; the need to hire bus drivers and food services employees; expansion of the full-day kindergarten program; return funding for instructional technology, equipment, and staff development; the addition of services/programs at our schools; and increased health insurance costs. Some of the capital expenditures for next year will be the significant backlog of roof and mechanical items; the end of pre-lock box debt service payoffs within three years; increase of lock box funds at the expense of the operating allocation in the revenue sharing formula; and the need for a transportation repair facility. The expected revenues from the state should increase because of the expected decrease in the local composite index, re-benchmarking, and a reduction in the state Virginia Retirement System revenues. Expected revenues from the city may result in an increase in the city general fund contribution and preliminary updated estimates should be provided soon. 6094
Dr. Roberts asked Board members to emphasize to our legislators how the decrease in funding for support positions has negatively impacted our division over the years when they go to Richmond during the session. Mrs. New Craig stated that she will be sharing this information when she attends the Senate Finance Retreat later in the week. The focus at this retreat will be the budget outlook and revenues. She also pointed out that unfunded mandates have also hurt our division financially. Mrs. Proffitt expressed her admiration for Dr. Roberts and how he will be missed when he retires, especially because of his financial expertise and the clear and concise methods he uses when presenting the budget. She also publically thanked the city for their continued support. Mr. Bunn also reiterated that point and is thankful for the excellent rapport between the mayor, city council, and school board. Mr. Mercer asked Dr. Roberts about the operating expenditures and the additional program of expanding career paths. He noted that this would be an unfunded mandate, and Dr. Roberts concurred. Mr. Mercer asked Mrs. New Craig to please bring up this subject and the projected cost during the Senate Finance Retreat because if it is unfunded by the state, then the localities would have to assume these costs. Dr. Roberts stated he has not received a clear definition of what expanding career paths actually means but was sure it was going to cost money. Board Member Items Mr. Bunn asked Dr. Roberts and his staff to look into when the ditch between Great Bridge Intermediate School and Great Bridge High School was scheduled to be cut, as it was overgrown. Adjournment Mr. Mercer extended birthday wishes to Mr. Bunn. The meeting was adjourned at 6:55 p.m. Jean A. Infantino, Ed.D., Clerk C. Jeff Bunn, Chairman 6095