Minutes School Board Regular Meeting Alexandria City Public Schools 2000 N. Beauregard St. Alexandria, VA 22311 Thursday, February 21, 2013 7:00 p.m. ***Prior to the meeting, the board conducted a CIP Add/delete work session, which began at 7:04 p.m. *** I. Call to order Chairman Graf called the meeting to order at 7:09 p.m. All board members were present. Student liaisons Charlotte Clinger and Edom Tesfa were present. II. Pledge of Allegiance Students from George Mason Elementary School led the board in the Pledge of Allegiance. III. Moment of Silence The board observed a moment of silence. IV. Adoption of Meeting Agenda and Approval of Meeting Minutes Vice Chairman Keating moved to adopt the February 21, 2013 meeting agenda and approval of January 10 and January 24, 2013 meeting minutes. Ms. Kapsis seconded the motion. The motion passed unanimously. V. Communications and Addresses to the Board ACPS Scholars of the Week Recognition Kelly Alexander, Director of Communications and Public Relations, introduced and recognized the ACPS Scholars of the Week. Public Comments Twenty-one members of the public addressed the board. VI. Old Business and Action Items T.C. Williams H.S. Late Opening Proposal Dates 1
Dr. Sherman gave the board background on the rationale for the proposal to alter the opening of school at T.C. Williams during the SOL testing. Principal Suzanne Maxey gave the board a brief overview of past practices and outlined recent changes to the test (increased rigor and required technological administration). Mr. David Serensits highlighted the fiscal, staffing and student benefits of having the administration of the writing SOLs as proposed. He also underscored alternate options in the event the 3-hour delayed opening is not granted. Mr. Eaton was present to give the board insight on the impact on teachers. Board members asked: whether the proposed changes were advertised appropriately to the public; the rationale for not requiring all students to report early on the testing dates; whether there is opportunity for students who need extra academic help, and are not participating in the testing, to utilize the time before the testing; whether technology be ready to accommodate the move to electronic testing, are their additional SOL tests that need to be considered as well for delayed opening; Student liaisons expressed their support of the proposal. Ms. Booz moved to adopt the T.C. Williams H.S. late opening proposal. Mr. Williams seconded the motion. The motion passed unanimously. SY 2013-2014 Calendars (Traditional and Modified) Dr. Sherman gave the board a brief overview of the formation of the 2013-2014 school year calendars. Mr. North updated the board on the changes to the calendars following the last meeting due to community, teacher, and staff input. Board members asked: for clarity on what is meant by professional time regarding the early release days; for the rationale for having less teacher work days than some teachers feel necessary and more student instructional days as compared to area school districts; about the possibility of observing Veteran s Day as a staff holiday in addition to its being a student holiday; what is being given up by not making up the snow days; given the high percentage of free and reduced lunch population in the district, what plans are there for providing meals to our students during the times there are long stretches of no school due to inclement weather; clarity of moving the Oct 14 teacher work day to Oct 11 on traditional calendar schools; about the comparison of time difference between parent-teacher conferences of the modified calendar compared with the traditional calendar; for clarity on how parent-teacher conference dates are selected; the rationale for 3 half days for parent-student conferences instead of a combination of half days and full days. The calendars were referred back to staff for revisions to be submitted for discussion at the March 7 meeting. Beauregard Small Area Plan Update Dr. Sherman gave the board brief background information on the Beauregard Small Area 2
Plan, drawing the board s attention to the motion approved by the board in December 2012. Laurel Hammig introduced city staff members Jeff Farner and Karl Moritz who were present to give the board an update on the Beauregard Small Areal Plan, underscoring its potential impact to ACPS facilities. Amy Freelander and John Frederick were also present. Board members asked about: follow up to previous request for crossing guard; clarity on plans for new street in front of John Adams and existing townhouses on Rayburn; whether there is school representation on the advisory group (no); whether the field next to Ramsay is still in the plan as it did not appear in the map (yes); whether there is still plan to have fire station next to school and what if any safety talks have been had with Ramsay parents and community; clarification on the exact location of new Sanger Ave relative to Winkler Botanical Preserve; clarity on the reconfiguration of Kenmore in relation to Hammond; concerns surrounding the land trust from Winkler to the Schools and the City regarding the land surrounding William Ramsay; potential benefit to parking situation at John Adams and possibility of increased parking availability; the timeframe for availability of additional parking for John Adams on property adjacent to the school (i.e. Duke Realty property); whether the capacity issue has been addressed in the city s plans to redevelop the Beauregard corridor. VII. Consent Calendar Vice Chairman Keating moved to approve the consent calendar. Ms. Campbell seconded the motion. The motion passed unanimously. The consent calendar consisted of the following: Appoint Babette Cooper to the School Health Advisory Board Approve SHAB Scope of Work VIII. Items Pulled from Consent Calendar Approve February 21, 2013 Human Resources Report Ms. Campbell pulled the human resources report for clarification. Ms. Campbell asked a clarifying question about whether the parent support position change in the report would reflect a reduction on FTE (no). Vice Chairman Keating moved to approve the February 21, 2013 Human Resources Report. Ms. Booz seconded the motion. The motion passed unanimously. Approve Revised FY 2014 Budget Calendar Chairman Graf pulled the revised budget calendar to make modifications and have additional time to discuss CIP and Operational budgets. Ms. Johnson outlined the scheduling implications for the proposed changes to the budget calendar. 3
Vice Chairman Keating moved to approve the Revised FY 2014 Budget Calendar, as amended. Mr. Campbell seconded the motion. The motion passed unanimously. Continuing Contracts Resolution Vice Chairman Keating pulled the Continuing Contracts Resolution to include language proposed by Ms. Kapsis that referenced student achievement. Vice Chairman moved to approve the Continuing Contracts Resolution, as amended. Mr. Lewis seconded the motion. The motion passed unanimously. IX. New Business and Reports to the Board Adoption of Approved FY 2014-2023 CIP Budget Ms. Hennig moved to table the agenda item until the March 7 meeting. Mr. Lewis seconded the motion. The motion passed 8-0 (Ms. Kapsis was out of the room.) CIP Quarterly Status Report Monika Szczepaniec was present to give the board the CIP quarterly status report and answer questions. Board members asked about: the reallocation of the John Adams flooring project; a description of the work at the transportation facility and how the work impacts the CIP; whether there is a estimate of how much of the unused FY 2013 funds for the CIP will have carryover to the next fiscal year; how the George Washington projects were budgeted and the rationale for the increases in the costs; rationale for having the elevator for the rowing facility recommended for deferral; whether assessments of projects are performed prior to requesting funding during the CIP budget process; whether the special ed classroom is available for viewing. X. Chairman s Report Chairman Graf: Thanked school board clerk Candra Hodges in recognition of School Board Clerk Appreciation Week. Reported on the outcome of the legislation and the status of the legislation to fund the Opportunity Educational legislation. Acknowledged recent challenges in the division and made a public statement about looking at processes and procedure for communicating with parents and officials when there are facility or student issues. 4
XI. Superintendent s Report Dr. Sherman: Reported on updated information from VEA on the legislation in the house. Informed the board of upcoming meetings with ACPS staff, police staff, and the ACPS community to address safety concerns. XII. Standing Committee Reports Budget & Audit Committee Report Ms. Hennig summarized the recent meeting and previewed plans to present the scopes of work for the Budget & Audit and Budget Advisory Committees. Policy Committee Report Mr. Williams summarized the recent meeting of the Policy committee and previewed the upcoming scope of work to be presented for board approval. Board members asked about the rationale for upcoming changes to the modified open enrollment policy; whether there was any discussion at the recent policy committee meeting surrounding transfers generally; whether there was discussion regarding concerns about the military (re MOE policy). Mr. Williams reminded the board that all members are welcome to attend policy committee meetings. XIII. Announcements by Board Members Ms. Hennig announced that the former superintendent Herbert Berg will receive a lifetime achievement award this weekend. Mr. Lewis announced his recent visit to a Ramsay PTA meeting and made a statement regarding Kindergarten registration. Mr. Campbell commended the GM students for their presentation and recommended that activities in honor of Black History Month be recognized by the district. XIV. Future Meeting Dates February 25, 2013 5:00 PM City/Schools Meeting City Hall February 26, 2013 7:00 PM SEAC Minnie Howard Media Center February 28, 2013 4:00 PM SHAB Samuel Tucker Elementary School Library February 28, 2013 7:00 PM School Board FY 2014 Budget Work Session #3 FY 2014 March 4, 2013 7:00 PM School Board FY 2014 Budget Work Session #4 FY 2014 March 7, 2013 7:00 PM School Board Meeting March 11, 2013 7:00 PM School Board FY 2014 Budget Work Session #5 FY 2014 5
March 12, 2013 4:30 PM CTE Advisory Committee TC Williams High School A114 March 13, 2013 7:00 PM PTAC Minnie Howard Media Center March 14, 2013 7:00 PM School Board Preliminary Add/Delete Work Session FY 2014 March 18, 2013 5:00 PM City/Schools Meeting GWMS ALL Center March 19, 2013 7:00 PM SEAC Minnie Howard Media Center March 19, 2013 7:30 PM TAGAC Minnie Howard Media Center March 20, 2013 6:30 PM Budget & Audit Central Office School Board Meeting Room March 20, 2013 7:00 PM Policy TC Williams High School Principal's Conference Room March 20, 2013 7:30 PM BAC Central Office School Board Meeting Room March 20, 2013 7:30 PM Joint City Council/School Board FY 2014 Budget Work Session TBA March 21, 2013 7:00 PM School Board Meeting XV. Closed Meeting and Certification of Closed Meeting (if needed) Vice Chairman Keating moved to convene a closed meeting pursuant to VA Code pursuant to VA Code 2.2-3711(A)(7) for consultation with legal counsel regarding one specific legal matter requiring the provision of legal advice; and pursuant to VA Code 2.2-3711(A)(4), (7), and (15) for consultation with legal counsel, and discussion, of one item involving personal matters, including mental health records, not related to public business; and pursuant to VA Code 2.2-3711(A)(1) for the discussion and consideration of employment, performance and contractual matters for a specific public employee; and pursuant to VA Code 2.2-3711(A)(29) for discussion of the award of a public contract involving the expenditure of public funds. Mr. Lewis seconded the motion. The motion passed unanimously. Mr. Lewis moved to certify the closed meeting. Mr. Campbell seconded the motion. The motion passed unanimously. On a motion by Ms. Hennig and seconded by Ms. Campbell, the board voted to deny the petition of a parent for permission to enter upon ACPS property for certain specified purposes. XVI. Adjournment Ms. Booz moved to adjourn the meeting. Ms. Hennig seconded the motion. The motion passed unanimously. The meeting adjourned at 12:25 a.m. on February 22, 2013. Chairman Clerk of the Board Approved: March 21, 2013 6