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Minutes from BOE Meeting May 9, 2017 Tuesday, 09 May 2017 12:15

Pender County Board of Education

Tuesday, May 9, 2017

Board Room

Pender Resource Center

798 U.S. Hwy. 117 South

Burgaw, N.C. 28425

6:00 p.m.

Board Members Present

Leadership Team Members Present

Katherine Herring, Chair

Dr. Terri Cobb, Superintendent

Kenneth Lanier, Vice Chair

Betsy Chestnutt, Director

Brad George

Allen Vann, Director

Don Hall

Alfredia Moore, Director

Rochelle Whiteside

Joyce Keith, Director

 

Dr. Todd Blumenreich, Director

Richard Schwartz, Attorney

Miranda Ferguson, Communications


Call to Order

At 6:03 p.m., Chair Katherine Herring welcomed all and called the meeting to order after determining a quorum was present.

Approval of the Agenda

Following the Pledge of Allegiance and prayer, at 6:04 p.m., Kenneth Lanier requested the following amendment:

  • Addition of item 19a to the Action Agenda: Application for Board Member Training Credit.

Brad George motioned to approve the agenda with the amendment, Don Hall seconded, and the motion carried.

Recognitions

At 6:05p.m., the Board recognized the following students and staff:

  • ROCAME Jamboree Award Winners
  • Science Olympiad Overall Tournament Winner, South Topsail Elementary Varsity
  • High school students advancing to Science Olympiad State Competition
  • Ed Gilroy, Athletic Director at HTHS, recognized as NC Athletic Directors Association Region 2 Athletic Director of the Year
  • Bill Mercier, Heide Trask High School Cross Country and Track and Field Coach, winner of the NCHSAA Homer Thompson “Eight Who Make a Difference” Award.

Public Comment

At 6:22 p.m., the Board opened the floor for public comment. There being no one signed up to speak, the Board moved on to the next item.

Audio Recording of Board Meetings

At 6:23 p.m., Technology Director Chuck Allen presented options to the Board for audio recording Board meetings. Allen recommended the Board use the audio system that is installed in the server room to record the audio. The audio produced in this method would be of a higher quality than a handheld audio recorder.

After some discussion, Board Chair Katherine Herring requested the audio recording of Board meetings be put on the agenda in June as an action item.

Assessment of Student Work (ASW) Update

At 6:29 p.m., Middle School Director Parrish Griffin presented an informational update on the Analysis of Student Work processes including comparisons of NCDPI, Davidson, and Wake counties’ options. Pender County Schools can continue use of ASW; create its own assessment and submit it for approval to the North Carolina Department of Public Instruction in June; or adopt either the plan of Wake County or Davidson County, which have already been approved by the Department of Public Instruction. Griffin recommended Pender County Schools continue to use the ASW process.

Budget and Fuel Reports

Next, at 6:46 p.m., Chief Finance Officer Betsy Chestnutt shared budget and fuel reports with the Board.

Ivey’s Lawn Care Proposal to Mow Grass for Pender County Schools

At 6:48 p.m., Chief Officer of Auxiliary Services Allen Vann presented a proposal for information purposes from Ivey’s Lawn Care to mow grass for the district, as the Board requested in April to explore the option of contracting mowing services at all of the district’s schools. The Board approved a $38,250 contract with Ivey’s Lawn Care in April for Topsail Elementary, Topsail Middle, North Topsail Elementary, South Topsail Elementary, Rocky Point Elementary, and Topsail High School.

Ivey’s Lawn Care provided the district with two options at prices of $109,200 and $117,600 per budget year, respectively. Mr. Vann recommended the Board remain with its current plan. He said there are three employees in the Grounds Department, and they fill various roles and responsibilities as needed in addition to cutting grass.

Board members suggested Mr. Vann look into other options, including leasing land or returning it to forest. Don Hall requested Mr. Vann return in June and provide aerial views of the school’s property lines to discuss this matter further.

Penderlea Water Impact Fees

Next, at 7:10 p.m., Vann informed the Board of impact fees for the Penderlea School project. In order to receive the building permit for the new school, impact fees of $46,550 had to be paid to Pender County Utilities. Vann explained that the fees were paid out of bond funds and will be deducted from Metcon’s Construction Manager contingency line item.

The Board requested further information from Pender County Utilities regarding this matter.

K-3 Reduced Classroom Sizes

At 7:27 p.m., Dr. Terri Cobb and Mr. Vann presented information regarding recent legislation that changed the requirements for class size. Dr. Cobb shared that while this change will provide some relief, class sizes in K-3 will still decrease in 2017-18 without additional funds and full implementation is required in 2018-19. Dr. Cobb said that about 14 additional teachers will be needed to meet mandated lower class sizes in 2018-19. She also shared that the General Assembly is considering a separate fund for Art, Music, and PE teachers; however it did not place that in the recently passed legislation. The district has identified spaces that can be used for classroom spaces, including media centers and teacher’s lounges.

Facilities Fee Schedule

Next, at 7:40 p.m., Communications Coordinator Miranda Ferguson shared proposed revisions to the Community Use of Facilities Fee Schedule. Board Policy 5030 states that prior to the beginning of each school year, a fee schedule for community use of facilities will be presented to the Board for approval. Pender County Schools last modified its fee schedule in 2010.

After providing some input on the proposed revisions to the facilities fee schedule, the Board moved on to the next item.

Career and College Ready Graduates Update

At 8:02 p.m., Secondary Education Director Mary Mortensen shared an informational update on Career and College Ready Graduates legislation, requirements, and implementation in Pender County’s high schools.

Report from Panasonic Training

At 8:06 p.m., Dr. Cobb and Board Vice-Chair Kenneth Lanier presented information to the Board regarding training received through the Panasonic grant. The district is moving into its second year of the grant, during which time the grant will focus on developing strategies for high school reform, focus on school-level leadership and teacher leaders, increase learning walks, engage in conversations related to advancing lowest performing students and schools, and collaborate to create a common language and understanding of the instructional framework. During this second year, Pender County Schools will aggressively monitor major indicators in determining student success including attendance, discipline referrals, and grades; as well as aggressively monitor ACT as an indicator, take more field trips to colleges and universities, and shift focus to eighth and ninth grades.

Consent Agenda

At 8:22 p.m., Brad George motioned to approve the consent agenda, Don Hall seconded, and the consent agenda was approved. The consent agenda included the following items:

-          Budget amendments and transfers

-          Head Start Director’s Report, Budget and In-Kind;

-          Consulting agreement between the Pender County Board of Education and the North Carolina School Boards Association for Superintendent Search Services;

-          Board Minutes for the following meetings: November 4, 2016 Special Meeting; November 15, 2016 Committee of the Whole; November 15, 2016 Regular Meeting; December 13, 2016 Regular Meeting; January 10, 2017 Regular Meeting; February 16, 2017 Committee of the Whole; February 16, 2017 Regular Meeting; March 14, 2017 Regular Meeting; April 4, 2017 Regular Meeting; April 20, 2017 Regular Meeting.

Low Voltage Contracts at Penderlea and Surf City

Next, at 8:23 p.m., Mr. Allen presented the low voltage contracts for the Penderlea and Surf City bond projects.  Allen said MTS was chosen for both projects following the bidding process, in which MTS was the lowest bidder at Surf City and the second lowest bidder at Penderlea, however the lowest Penderlea bid was found to be incomplete, making MTS the lowest bidder.

Allen requested the Board approve awarding the low voltage contracts to MTS in the amount of $219,824 at Surf City and $123,571 at Penderlea.

Brad George motioned to approve awarding the low voltage contracts to MTS in the amount of $219,824 at Surf City and $123,571 at Penderlea as presented, Don Hall seconded, and the motion carried.

Application for Board Member Training Credit

8:25 p.m., Don Hall motioned to approve the application for Kenneth Lanier to receive Board member training credit of 20 hours for attending the Panasonic training on Thursday, April 27, 2017 through Saturday, April 29, 2017. Rochelle Whiteside seconded, and the motion carried.

Career and Technical Education HOSA Trip to National Competition for Topsail High School

At 8:26 p.m., Dr. Robbie Cauley requested approval for five Topsail High School HOSA students who qualified for the national competition based on their success at the North Carolina HOSA competition in March to attend the national competition in Kissimmee, Florida June 19-25, 2017. Three adult chaperones will be attending. Dr. Cauley said that CTE funds will be used to pay for sponsor expenses and student travel. HOSA fundraising will pay the remainder.

Don Hall motioned to approve the field trip for five Topsail High School HOSA students to attend the national competition. Rochelle Whiteside seconded, and the motion carried.

Career and Technical Education FCCLA Trip to National Competition for Heide Trask and Topsail High Schools

Next, Dr. Cauley requested approval for eight Heide Trask High School FCCLA students and fourteen Topsail High School students who qualified for the national competition based on their success at the North Carolina HOSA competition in March to attend the national competition in Nashville, Tennessee July 2-6, 2017. Dr. Cauley said that CTE funds will be used to pay for sponsor expenses and student travel. FCCLA fundraising will pay the remainder.

At 8:27 p.m., Don Hall motioned to approve the field trip for eight Heide Trask High School FCCLA students and fourteen Topsail High School students to attend the national competition. Rochelle Whiteside seconded, and the motion carried.

Sea Perch Field Trip for Burgaw Middle School

At 8:33 p.m., Ms. Mortensen requested approval for three Burgaw Middle School students to attend an overnight, out-of-state field trip to Atlanta, Georgia May 19-21, 2017 to learn about robotics, engineering, science, and mathematics while building an underwater Remote Operations Vehicle (ROV). There is no cost for students to participate, as it will be covered with AIG funds.

Rochelle Whiteside motioned to approve the field trip for three Burgaw Middle School students to attend the overnight, out-of-state field trip as presented.  Don Hall seconded, and the motion carried.

Gifts and Donations

At 8:34 p.m., Ms. Chestnutt presented the following donation for approval:

  • Burgaw Elementary School received a donation in the amount of $320 from the C.F. Pope High School Alumni Class of 1964.

Don Hall motioned to accept the donation as presented. Rochelle Whiteside seconded, and the motion carried.

Cooperative Agreement between Pender County Board of Education and the Division of Vocational Rehabilitation Services

At 8:35 p.m., Ms. Chestnutt presented the Cooperative Agreement between Pender County Board of Education and the Division of Vocational Rehabilitation Services, which assists eligible students in the transition from school to work.

Brad George motioned to approve the Cooperative Agreement between Pender County Board of Education and the Division of Vocational Rehabilitation Services subject to legal revision by the attorney. Rochelle Whiteside seconded, and the motion carried.

Aramark Summer Addendum to Contract

At 8:36 p.m., Mr. Vann presented an addendum to the contract with Aramark to allow Aramark to serve meals for the district’s Summer Schools and Summer Camps.

Don Hall motioned to approve the contract addendum as presented, Brad George seconded, and the motion carried.

Consulting Agreement for “MAC” Medicaid Administrative Cost

At 8:36 p.m., Ms. Chestnutt presented the new participant district consulting agreement for “MAC,” Medicaid Administrative Cost.

Don Hall motioned to approve the new participant district consulting agreement for “MAC,” Medicaid Administrative Cost as presented. Brad George seconded, and the motion carried.

21st Century Community Learning Centers Memorandums of Understanding with Communities in Schools of Cape Fear, Elementary and Middle School Grants

At 8:37 p.m., Communities in Schools Director Joyce Keith presented the Memorandum of Understanding with Communities in Schools of Cape Fear for year four of the 21st Century Community Learning Center grants. Pender County Schools will serve Title I elementary schools, and Communities in Schools will serve Title I middle schools and Penderlea.

Brad George motioned to approve the Memorandum of Understanding with Communities in Schools of Cape Fear for year four of the 21st Century Community Learning Center grants at Title I elementary schools. Rochelle Whiteside seconded, and the motion carried.

At 8:40 p.m., Don Hall motioned to approve the Memorandum of Understanding with Communities in Schools of Cape Fear for year four of the 21st Century Community Learning Center grants at Title I middle schools. Rochelle Whiteside seconded, and the motion carried.

Keith also shared that Pender County Schools and Communities in Schools of Cape Fear have been awarded new funding for 21st Century programs. Pender County Schools will receive $195,814 for the next three years to serve an additional 120 students at the district’s Title I elementary schools. Communities in Schools of Cape Fear received $220,000 to serve an additional 20 students at each of the Title I middle schools, provide an eighth grade transition program, and begin serving 50 students in grade 9 and 10 at both Pender High School and Heide Trask High School.

Revisions to Board Policy 7920, Professional Personnel Reduction in Force

At 8:43 p.m., Chief Officer of Human Resources Alfredia Moore presented revisions to Board Policy 7920, Professional Personnel Reduction in Force, for approval. The revisions reflect needed changes to align with state policy and procedures.

Don Hall motioned to approve revisions to Board Policy 7920, Professional Personnel Reduction in Force, presented. Brad George seconded, and the motion carried.

Individual Class Size Waiver Request

At 8:44 p.m., Chief Officer of Organizational Development Dr. Todd Blumenreich presented an individual class size exception waiver to exceed state requirements. Three third grade classrooms, located at Cape Fear Elementary, have exceeded state requirements.

Rochelle Whiteside motioned to approve the individual class size exception waiver to exceed state requirements in the third grade at Cape Fear Elementary. Don Hall seconded, and the motion carried.

Board Attorney Contract

At 8:46 p.m., Dr. Cobb and Board Members reviewed the Board attorney contract with Schwartz and Shaw, PLLC. The current Retainer Agreement ends June 30, 2017.

The proposed Retainer Agreement for July 1, 2017 through June 30, 2019 includes a $2,500 monthly retainer, which includes attendance at all Board meetings and four half-day workshop presentations. All other services billed at Schwarts and Shaw, PLLC’s current rate of $170 per hour for all attorneys and $85 for paralegals, in quarter-hour increments.

Don Hall motioned to approve the contract as presented. Brad George seconded, and the motion carried.

Report from the Board Chair

Board Chair Katherine Herring opened the floor to comment from Board Members.

Report from Board Members

Rochelle Whiteside shared her thoughts on her recent trip to Raleigh to speak to state legislators. She and County Commissioner Jackie Newton wrote a Letter to the Editor, which was published in the Post and Voice, regarding the issue of House Bill 13.

Brad George shared that he enjoyed the musical at Topsail High School. He also requested Mr. Vann see if the new contractors can use a different, lower-maintenance grass at the Surf City and Penderlea projects.

Report from the Superintendent

Dr. Cobb reminded the Board that at 5 p.m. Thursday at the Hampstead Annex the School Board will have 45 minutes to present its budget to the Board of County Commissioners.

North Carolina State University will have the district’s growth study complete May 23. She requested Board members review their calendars to see if June 6 will work for NC State to present the growth study to the oard. The Board agreed to 6 p.m. June 6.

Dr. Cobb next requested the Board schedule its hearing with Renovation Church. The Board agreed to 3 p.m. June 12 at the Pender Resource Center. Board Chair Katherine Herring asked the Attorney if a Board Member has attended the church more than twice they are considered to have a conflict of interest.

The Board also scheduled a work session to discuss student reassignment for the new schools. The work session will be held at 4 p.m. June 13 at the Pender Resource Center.

Closed Session

At 9:27 p.m., a motion was made by Kenneth Lanier, seconded by Brad George, and the Board voted to move into closed session, subject to advice from the attorney, pursuant to N.C. General Statute 143-318.11(a)(1), and (a)(6), to prevent the disclosure of confidential personnel information under G.S. 115C- 319 and G.S. 115C-321, and to consider matters relating to initial employment of individual employees, and pursuant to General Statute 143-318(a)(3) to discuss potential litigation and consult with the Board’s attorney in order to preserve the attorney-client privilege, and pursuant to General Statute 143-318.11(a)(1) to prevent the disclosure of confidential student records under G.S. 115C-402 and 20 U.S. Code 1232g.

The Board resumed its meeting in Open Session.

Human Resource Report and Addendum

Upon a motion by Brad George, seconded by Don Hall, the Board voted to approve the Human Resource Report as submitted.

Adjournment
Upon a motion by Rochelle Whiteside, seconded by Don Hall, the Board adjourned its meeting.

Board Chair

Katherine Herring

Superintendent                                                                                 

Terri R. Cobb, Ed.D.