FREDERICKSBURG CITY PUBLIC SCHOOLS Fredericksburg, Virginia A regular meeting of the Fredericksburg City School Board was held at 6:30 p.m. on July 7, 2008 in City Council Chambers, 715 Princess Anne Street. Board members present were: Others Present: Mr. Jarvis E. Bailey Mr. Michael J. Gillenwater Mrs. Patricia B. Green Ms. Malvina Rollins Kay Mrs. Barbara A. Miller-Richards Mrs. Janice R. Walsh Dr. David G. Melton, Division Superintendent Mrs. Deborah B. Wright The meeting was called to order at 6:38 p.m. by the Superintendent. 08-09-1: BOARD CONVENES INTO CLOSED SESSION: RECONVENES IN REGULAR SESSION. The Superintendent recommended that the Board convene in closed session under FIA 2.2-3711(A), Section 1- Personnel (discussion of new employee credentials/salaries) and Section 7-Legal Matters (discussion concerning EEOC complaint). A motion to convene in closed session under the section of the Freedom of Information Act recommended by the Superintendent was made by Mrs. Green, seconded by Mrs. Walsh, and unanimously approved by a roll call vote. The Board convened in closed session at 6:39 p.m. On a motion by Mrs. Walsh, seconded by Mrs. Green, and unanimously approved by a roll call vote, the Board reconvened in regular session at 7:30 p.m. and approved Certificate of Closed Meeting No. 08-09-1 which involves a statement concerning items discussed in closed session. A copy of Certificate of Closed Meeting No. 08-09-1 is attached to the minutes. 08-09-2: BOARD ORGANIZES FOR THE 2008-2009 SCHOOL YEAR. The Superintendent called for nominations for the office of Chairman of the Fredericksburg City School Board. Mrs. Miller-Richards nominated Mr. Michael J. Gillenwater for the office of Chairman of the Fredericksburg City School Board for the 2008-2009 school year. The nomination was seconded by Mrs. Walsh. Mrs. Walsh also moved that nominations be closed and this was seconded by Mrs. Kay. There being no further nominations, Mr. Gillenwater was unanimously elected to the position of Chairman of the School Board. Mr. Gillenwater then opened the floor for nominations for the office of Vice-Chairman of the Fredericksburg City School Board for the 2008-2009 school year. Mrs. Miller-Richards nominated Ms. Malvina Rollins Kay for this position. The nomination was seconded by Mrs. Green. There being no other nominations, Ms. Kay was unanimously elected Vice-Chairman of the School Board. The Superintendent then recommended that the Board appoint Mrs. Deborah B. Wright to the office of School Board Clerk and Mr. G. David Baker, Jr. to the office of Deputy Clerk and that each of these persons be bonded in an amount no less than $10,000 with premiums paid by the School Board. A motion to approve the Superintendent s recommendation was made by Mrs. Green, seconded by Mrs. Walsh, and unanimously approved by the Board. The Superintendent further recommended that Mrs. Marceline R. Catlett, Assistant Superintendent for Instruction and Personnel, be approved as the Superintendent s designee to attend
meetings of the School Board in the absence or inability of the Superintendent to attend. A motion to approve the Superintendent s recommendation was made by Mrs. Walsh, seconded by Mrs. Green, and unanimously approved by the Board. 08-09-3: APPROVAL OF AGENDA. The Chairman called for a motion to approve the agenda. A motion to approve the agenda as distributed was made by Mrs. Miller-Richards, seconded by Mrs. Green, and unanimously approved by the Board. 08-09-4: ESTABLISHMENT OF MEETING TIME AND PLACE. The Superintendent recommended that the regular meeting time for the School Board be 6:30 p.m. on the first Monday of each month and that the meetings be held in City Council Chambers unless otherwise announced. A motion to approve the Superintendent's recommendation was made by Mrs. Miller-Richards and seconded by Mrs. Walsh. The motion was unanimously approved by the Board. A schedule of meeting dates for 2008-2009 was distributed. 08-09-5: APPROVAL OF MINUTES OF THE JUNE 2, 2008 STUDENT DISCIPLINARY COMMITTEE MEETING AND THE JUNE 2, 2008 REGULAR SCHOOL BOARD MEETING. Minutes of the June 2, 2008 Student Disciplinary Committee Meeting and the June 2, 2008 Regular School Board Meeting were presented for approval. A motion to approve the minutes as presented was made by Mrs. Green, seconded by Mrs. Walsh, and unanimously approved by the Board. 08-09-6: RECOGNITIONS. Mr. Gillenwater presented Mrs. Miller-Richards with a gift certificate as an expression of the Board s appreciation for her service as Chairman during the past year. As part of the school division s character education program, Mr. Gillenwater presented the Word of the Month for July, Patriotism, with a presentation commemorating Independence Day. Mrs. Marjorie Tankersley, Principal of Hugh Mercer Elementary School, recognized the following individual for her service as PTA President at Hugh Mercer Elementary School during the 2007-2008 school year: Mrs. Libba White (not present) Mrs. White has served as the PTA President for the last two years and has been responsible for implementing several PTA-sponsored initiatives at the elementary school. Mrs. Tankersley outlined some of the many services provided by the PTA for the school staff and students. Mrs. Tankersley then recognized the following students for their winning efforts in the Tri-County Soil and Water Conservation District Poster Contest: Morgan Rigual (not present) Devin Teri First Place Kindergarten/First Grade Division Second Place Second/Third Grade Division Mr. John Russ, Principal of Lafayette Upper Elementary School, recognized the following individual for her service as President of the Lafayette Upper Elementary School PTA for the 2007-2008 school year: Mrs. Amy Farmer Mr. Russ noted many of the accomplishments which have been made possible through the PTA and for the support provided for new programs at the school. Mr. Harry Thomas, Principal at Walker-Grant Middle School, recognized the services of the PTA President
for the 2007-2008 school year. Mrs. Nancy Koch (not present) Mr. Thomas reviewed some of the efforts which have been supported by the PTA at Walker-Grant Middle School and extended appreciation from the school and staff members. 08-09-7: CONSENT AGENDA. The following items were included on the consent agenda: Administration of Federal Programs - Approval of the following statement of authorization for the processing and administration of approved federal programs was recommended: "The School Board of the City of Fredericksburg authorizes the Superintendent to process and administer applications and transactions concerning the federal programs listed below: Title I - Improving Basic Programs P.L. 95-568 - Pre-school Economically Deprived (Head Start) P.L. 94-142 - The Education of All Handicapped Children Act P.L. 93-112 - The Rehabilitation Act Title II, Part A - Title III, Part A - Teacher Quality Language Instruction for Limited English Proficient and Immigrant Students Title IV - Safe and Drug-Free Schools and Communities year." Other federal programs adopted by the School Board during the 2008-2009 school Authorization for Warrants - A recommendation was made that the Board approve the attached resolution to appoint the Chairman as agent and the Vice-Chairman as deputy agent to perform certification and approval functions in regard to warrant authorization. Student Fees - Lists of student fees for each of the schools are approved annually by the School Board. The attached schedule of fees for the 2008-2009 school year was recommended. Two minor changes to the student fees at Walker-Grant were recommended. Head Start Approvals In compliance with the Head Start Readiness Improvement Act, several routine items were presented for formal approval of the School Board. These items included the following: Training and Technical Assistance Grant Request Target Community Grant Request PNC Grant Request Policies and Procedures Manual 2008-09 and Job Descriptions Head Start Credit Card Documentation and Review
A summary of each of these items is attached to the minutes. Bids for Milk, Bread, and Ice Cream A recommendation was made that the milk bid be awarded to Shenandoah s Pride Dairy, the bread bid to Wonder Bread, and the ice cream bid to Land-O-Sun Dairies for the period of August 21, 2008 through June 18, 2009. Cafeteria Bids A recommendation was made that the School Board award bids for canned/dry foods, frozen foods, and paper/cleaning products for the period of August 21, 2008 through June 18, 2009 to the companies meeting specifications and other criteria pertinent through lowest bid and quality of product and service. Copies of the bid documents are attached to the minutes. VPSA Spring 2009 Technology Bond Sale Resolution Since there is a possibility that the Fredericksburg City Public Schools may wish to purchase certain networking and computer related equipment prior to and from the proceeds of the Spring 2009 VPSA Technology Bond sale, a recommendation was made that the Board adopt the attached Resolution of the Fredericksburg City Public Schools of Fredericksburg City Declares its Intention to Reimburse Itself from the Proceeds of One or More Grants Made by the Commonwealth of Virginia for Certain Expenditures Made and/or to be Made in Connection with Certain Capital Improvements. Appointment to Parks and Recreation Commission - A recommendation was made that the School Board nominate Mrs. Barbara Miller-Richards for appointment to the City s Parks and Recreation Commission to fill a vacancy as of July 1, 2008 and extending through June 30, 2011. It was further recommended that this nomination be forwarded to City Council for action at their next regular meeting. Technology Support Contract Renewal A recommendation was made that the technology support services contract for July 1, 2008 June 20, 2010 be awarded to Businets, Inc. The following hourly rates for repair services were proposed: Repairs/General Services $ 55.00 On-site Technician $ 45.00 Consulting/Networking Services $108.00 In response to a request for clarification by Ms. Kay, Mr. Baker noted that the contract will include an annual approval with the option to extend each year and the renewal will be brought before the Board next year. The Board was also informed that the technology support services had been reviewed by an independent consulting firm and the renewal of the contract had been recommended. The Superintendent recommended approval of the items which were included on the consent agenda. Ms. Kay also asked clarifying questions concerning the fees for physical education uniforms which are for new or replacement uniforms, the awarding of the bread bid to other than the lowest bidder which was due to the fact that Wonder Bread provides the required products as well as the quantities of products to be purchased, and the fact that only one milk bid was received. A motion to approve the Superintendent's recommendation was made by Mrs. Green, seconded by Mrs. Walsh, and unanimously approved by the Board. Mrs. Miller- Richards expressed appreciation for the efforts to obtain healthy food choices. She also congratulated the Head Start staff for working to obtain grants for the program. Copies of the consent agenda items are attached to the minutes. 08-09-8: PERSONNEL ACTIONS. The Superintendent recommended approval of the personnel list as presented. A motion to approve the Superintendent's recommendation was made by Mrs. Green, seconded by Mrs. Walsh, and unanimously approved by a roll call vote. A copy of the personnel list is attached to the
minutes. 08-09-9: 2006-2011 LOCAL PLAN OF EDUCATIONAL SERVICES FOR GIFTED STUDENTS. The Superintendent recommended that the School Board approve the 2006-2011 Plan of Educational Services for Gifted Students. Mr. Ralph Ladmirault, Director of Student Services, commented that the school division is in the second year of a five-year plan. In addition to developing a five-year plan, school divisions are required to annually submit any changes or new state regulations which are being met. Major components of the 2006-2011 Local Plan for Gifted Education are: It brings Fredericksburg City Public Schools identification and eligibility process in accordance with state regulations; It emphasizes differentiated instruction in the regular classroom for gifted learners; and It provides for daily instruction in the gifted classroom by the Gifted Resource Teachers for grades 1-7 and for grades 8-12 in advanced classes, independent study, mentorships, special seminars and regional governor s school. The plan has been reviewed by the local Gifted Education/Differentiation Advisory Committee and by the Virginia Department of Education. Following these comments, a motion to approve the Superintendent s recommendation for approval was made by Mrs. Green, seconded by Mrs. Walsh, and unanimously approved by the Board. 08-09-10: ELECTION OF DELEGATE FOR 2008 VSBA/VASS ANNUAL CONVENTION. The 2008 VSBA/VASS Annual Convention will be held in Williamsburg on November 19-21. In response to a request from the VSBA that a voting delegate and an alternate be selected from each School Board, Mrs. Walsh nominated Mrs. Patricia Green to serve as the voting delegate and Mr. Jarvis Bailey to serve as the alternate. Mrs. Kay seconded the nominations and the Board unanimously approved the appointments. 08-09-11: POLICY REVISIONS FIRST READING. The Superintendent recommended that the Board approve several revisions to existing School Board policies on first reading. These revisions have been recommended by the Virginia School Boards Association Policy Services. A motion to approve the Superintendent s recommendation was made by Mrs. Green, seconded by Mrs. Walsh, and unanimously approved by the Board. 08-09-12: SCHOOL HEALTH ADVISORY BOARD ANNUAL REPORT. Mr. Ralph Ladmirault introduced Dr. Fran Meyer, Chairman of the School Health Advisory Board (SHAB). Dr. Meyer has served as Chairman of the School Health Advisory Board for the past two years. Dr. Meyer noted that the School Health Advisory Board Annual Report represents the work of many dedicated staff and volunteers affiliated with the school system during the past year who want to make a difference in children s lives and develop healthy learners. The SHAB has worked to reduce health barriers and to synchronize efforts of the School Health Advisory Board and School Health Councils. This year, the SHAB focused on continuing support for School Health Councils and establishing six standing sub-committees. The SHAB also continues to strengthen the process that promotes quality health and learning for successful achievement of students. Dr. Meyer expressed appreciation to Mr. Ladmirault and Mrs. Shirley Johnson who serves as secretary for the SHAB as well as to other staff members who have worked with this effort. 08-09-13: INSTRUCTIONAL PRESENTATION TEACHER EVALUATION MODEL REVISION PROCESS. Mrs. Marceline Catlett, Assistant Superintendent for Instruction and Personnel, shared the recommended changes to the Fredericksburg City Public Schools teacher evaluation process. As one of the Superintendent s initiatives for the 2007-08 school year, the Teacher Evaluation Model Revision Committee was established to review the teacher evaluation process which was set in place in 2001. Mrs. Catlett noted that the committee was comprised of a central office representative, a principal, an assistant principal, two general education teachers, two special education teachers, and two special area teachers. Mrs. Catlett
summarized the groundwork of the committee, the synthesis of ideas, and the selection of best practices. Components of the new model include a timeline correlated to the new model, collaborative development of a Professional Growth Plan by administrators and teachers, continued systematic observations, feedback and conferences, interim reviews, and the evaluation of progress and performance. An explanation of each component was provided. The new evaluation process will be submitted for the Board s approval at the August meeting. 08-09-14: FINANCIAL REPORT. Director of Finance David Baker provided the Board with a brief financial report including the budget status report for May 31, 2007. Mr. Baker noted that the summer payroll accruals have been posted as of June 30. Accounts payable accruals are expected to continue through August 31. There is a small positive variance in both revenues and expenditures. 08-09-15: OLD BUSINESS. In a matter of old business, Mrs. Walsh provided an update on discussions about requesting a change in the VSBA Region. Mrs. Walsh plans to contact Ms. Joan Wodiska, Chair of the Northeastern Region, to determine if she would be agreeable to the suggestion that meeting sites be rotated throughout the region. Mrs. Walsh also plans to contact the chairmen of area School Boards to see if they would be supportive of hosting meetings periodically. Mrs. Walsh will ask about the possibility of placing this item on the agenda for the regional business meeting in November. 08-09-16: NEW BUSINESS. The following items of new business were discussed: School Board Work Session A School Board work session will be held on August 4, 2008 at James Monroe High School for an update on the Comprehensive Plan. The meeting will begin at 4:30 p.m. VSBA Hot Topic Conference The VSBA Hot Topic Conference will focus on Impact of Autism in Our Schools and will be held in Charlottesville on August 21. Board members wishing to attend were asked to let Mrs. Wright know as soon as possible. VSBA Leadership Conference The VSBA Leadership Conference will be held in Charlottesville on October 3. Board members wishing to attend were asked to let Mrs. Wright know. Mrs. Green expressed an interest in attending. 08-09-17: GOOD OF THE ORDER. Mr. Gillenwater expressed appreciation to the Board for their support in regard to his selection as Board Chairman. Appreciation was also extended on behalf of Ms. Kay, the new Vice-Chairman. 08-09-18: ADJOURNMENT. There being no further business to conduct at this regular meeting of the Fredericksburg City School Board for July 7, 2008, the meeting was adjourned at 8:18 p.m. on a motion by Mrs. Walsh, seconded by Mrs. Miller-Richards, and unanimously approved. Michael J. Gillenwater, Chairman Fredericksburg City School Board Deborah B. Wright Clerk of the Board MOTION: Mrs. Walsh SECOND: Mrs. Green
CERTIFICATE OF CLOSED MEETING 08-09-1 WHEREAS, the Fredericksburg City School Board has convened a closed meeting on this date pursuant to an affirmative recorded vote and in accordance with the provisions of the Virginia Freedom of Information Act; and WHEREAS, Section 2.2-3711(A) of the Code of Virginia requires a certification by this School Board that such closed meeting was conducted in conformity with Virginia law; NOW, THEREFORE, BE IT RESOLVED that the Fredericksburg City School Board hereby certifies that, to the best of each member's knowledge, (i) only public business matters lawfully exempted from open meeting requirements by Virginia law were discussed in the closed meeting to which this certification applies, and (ii) only such public business matters as were identified in the motion convening the closed meeting were heard, discussed or considered. VOTE: AYES: 6 NAYS: 0 ABSENT: 0 Clerk of Fredericksburg City School Board July 7, 2008 Meeting Date