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Minutes from BoE Meeting February 13, 2018 Tuesday, 13 February 2018 11:45

Pender County Board of Education

Tuesday, February 13, 2018

 

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

Kenneth Lanier, Chair

Dr. Steven Hill, Superintendent

Don Hall,  Vice Chair

Allen Vann, Director

Brad George

Dr. Todd Blumenreich, Director

Rochelle Whiteside

Alfredia Moore, Director

Katherine Herring

Betsy Chestnutt, Director

Rihcard Schwartz, Attorney

Miranda Ferguson, Communications

 

 

Call to Order

At 6:03 p.m., Chair Kenneth Lanier welcomed all and called the regular meeting of the Pender County Board of Education to order after determining a quorum was present.

Approval of the Agenda

Following the Pledge of Allegiance and prayer, at 6:04 p.m., Rochelle Whiteside motioned to approve the agenda with the following amendment:

  • 30A Revision to Pender Early College 2018-19 Calendar

Don Hall seconded, and the motion carried.

Recognitions

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

  • PCS Nurse Kim Collins, named to the National School Nurse Advisory Board
  • National Board Certification Renewals
  •  
  • Public Comments

At 6:09 p.m., the Board opened the floor for public comment. The following individual spoke:

  • Theresa Lewis, of Burgaw, shared concerns regarding the Exceptional Children’s department

Chair Lanier thanked Ms. Lewis for speaking.

Pender Education Partnership

At 6:11 p.m., Communications Coordinator Miranda Ferguson introduced Pender Education Partnership President Susan Croom, who delivered an update to the Board of Education on the PEP.

Marine Corps Community Services

At 6:19 p.m., Donna Grady, K-12 School Liaison, presented for the Board’s information Marine Corps Community Services offered to military-affiliated families and school districts. Pender County Schools currently has about 650 military-affiliated families.

District Strategic Plan Update

At 6:40 p.m., Dr. Todd Blumenreich presented an update on the process of the development of the District Strategic Plan. Dr. Blumenreich shared that last week, Central Office staff and school-based administrators led input sessions at each school regarding the indicators identified by the leadership team.

Library Bridge Update

At 6:45 p.m., Dr. Beth Metcalf provided an update on the Library Bridge partnership with the Pender County Public Library.

Safety Committee Update

At 6:49 p.m., Dr. Robbie Cauley and Capt. Rowell of the Pender County Sheriff’s Department, presented an update on the Safety Committee. The committee has active membership from Pender County Emergency Management, Pender EMS and Fire, Pender County Fire Marshal, and the Pender County Sheriff’s Department.

Budget Reports

At 6:58 p.m., Dr. Blumenreich presented budget and fuel reports.

Teacher Contracts

At 6:59 p.m., Chief Officer of Human Resources Alfredia Moore shared information that school boards are required to determine the length of contracts for teachers employed with the district beyond three years, as during the first three years of employment, beginning teachers receive one-year contracts. The Superintendent’s recommendation is that teachers who have successfully completed either first three years of teaching on the one-year renewable contract be issued a two-year renewable contract.

Employee Transfers

At 7:05 p.m., Ms. Moore presented information regarding the teacher transfer process. Certified employees recently received the Letter of Intent/Transfer Request and classified staff received the Letter of Reasonable Assurance the 2018-19 school year. Once received by the Human Resource Department, all requests will be reviewed in accordance with Board Policy 7440 and the corresponding Rules and Procedures.

Teacher Projections

At 7:10 p.m., Dr. Blumenreich presented teacher projections for the 2018-19 school year in order to comply with newly ratified legislation, which is awaiting the governor’s signature. The legislation provides more time for districts to phase-in K-3 class size reductions and provides funding for enhancement teachers.

Board Policy 2670, Business Advisory Council

At 7:16 p.m., Dr. Cauley presented for information Policy 2670, Business Advisory Council. The new policy establishes a Business Advisory Council to provide services to Career and Technical Education instruction and will assist in identifying workforce development trends and education training needs in the district.

Consent Agenda

At 7:20 p.m., Katherine Herring moved to approve the consent agenda as presented, Don Hall seconded, and the motion carried. The consent agenda consisted of the following items:

  • Board Minutes from the January 9, 2018 Committee of the Whole and Regular Board Meetings;
  • Board Minutes from the January 30, 2018 Community Meeting;
  • Head Start Budget and In-Kind for November and December 2017;
  • Budget Amendments and Transfers;
  • Attorney Fees;
  • Field Trips.

Student Reassignment

At 7:21 p.m., Transportation Director Darren LaFon presented for approval the student assignment plan for the Topsail Area Schools for the 2018-2019 school year.

Chair Kenneth Lanier asked the Board what its wishes were for allowing students to stay at their current schools.

After much discussion, Katherine Herring moved to adopt the student reassignment plan as presented and allow students to remain in their existing school for the fllowing school year consistent with the conditions for reassignment/transfer outlined in Policy 4150 E Student Assignment, provided they apply for reassignment by a to-be-determined date. There being no second, the motion died.

Katherine Herring moved to approve the Topsail Area Schools student reassignment plan as presented on January 9, 2018. Rochelle Whiteside seconded, and the motion carried unanimously.

Contract for the Exceptional Children Program

At 8:12 p.m., Exceptional Children Director Shannon White requested approval for a revised contract for Developmental Day Services with Child Development Center to provide services for 12 students at a maximum cost of $95,389.50.

Don Hall moved to approve the request as presented, Katherine Herring seconded, and the motion carried.

Preschool Program Contract Services

At 8:14 p.m., Preschool Director Stacie Poulin requested approval for a contract with Lonnie Moosman to provide maintenance services needed in order to comply with child care regulations. Mr. Moosman will be paid at a rate of $20 per hour for services in which he uses a county vehicle, and $40 per hour for the first hour of services in which he drives his own vehicle, followed by $20 for each additional hour.

Rochelle Whiteside moved to approve the Preschool program contract services with Mr. Mooseman as presented, Don Hall seconded, and the motion carried.

End of Life Chromebook Surplus

At 8:15 p.m., Technology Services Director Chuck Allen requested approval to sell end of life Chromebooks. In November 2017, the Board approved the purchase of 1,400 Chromebooks to replace 1,400 existing Chromebooks that enter end of life this Spring. Allen requested to sell the Chromebooks to CDWG, the district’s vendor of choice for man technology items, in exchange for $4.25 per device – a total of $5,950 in credit with CDWG.

Don Hall moved to approve the surplus of 1,400 Chromebooks as presented to CDWG in exchange for $4.25 per device, a total of $5,950, in credit with CDWG. Rochelle Whiteside seconded, and the motion carried.

Wide Area Network, Penderlea and Surf City

Next, Allen requested approval to contract with True IP (Four County EMC) for Wide Area Network services. Allen stated that of the three vendors included in the mini-bid process, True IP was the lowest-priced vendor. He requested approval of a two-year contract to provide services to the two new Surf City schools and Penderlea School in the amount of $3,135.10 per month. After the two-year contract, the schools will be on the same contract cycle as the rest of the schools, allowing all to be unified under the same contract.

Brad George moved to approve the contract with True IP for Wide Area Network services as presented in the amount of $3,135.10 per month. Don Hall seconded, and the motion carried.

Network Switch Refresh

At 8:21 p.m., Allen requested approval for the purchase order of network switches. Allen shared that the normal lifespan of network switches is 5-7 years, and Pender County Schools’ network switches are 5 years old. Allen said to fund the project, which costs $328,863.09, he will apply for E-rate and also use funds from NCDPI. A balance of $5,987.24 local dollars will be the balance to fully fund the project.

Rochelle Whiteside moved to approve the purchase order as presented, Brad George seconded, and the motion carried.

Board Policy 4210, Release of Students from School

At 8:23 p.m., Dr. Cauley requested second reading and approval of Policy 4210, Release of Students from School. The updated policy reflects the ability of legal parents or guardians to obtain the release of a student from school during the school day.

Don Hall moved to approve the changes to policy 4210 Release of Students from School as presented, Katherine Herring seconded, and the motion carried.

Attorney Richard Schwartz requested the Board revisit the Preschool program contract services agreement and approve the agreement pending legal review. Don Hall moved to do so, Brad George seconded, and the motion carried.

Contract with Pierce Group Benefits

At 8:26 p.m., Dr. Blumenreich requested approval for the school system to contract with Pierce Group Benefits for the purpose of communication and enrollment of eligible employees in benefits under the district’s Flexible Benefits Plan for the plan year beginning July 2018.

Don Hall moved to approve the contract with Pierce Group Benefits as presented, Katherine Herring seconded, and the motion carried.

Gifts and Donations

At 8:27 p.m., Dr. Blumenreich presented the following gifts and donations for approval:

  • Burgaw Elementary School received a $1,000 donation for the Music Program, a $1,000 donation for the Art Program, a $500 grant from the NC Aquarium at Fort Fisher for the fourth grade team to visit, and a $2,000 donation from the C.F. Pope Alumni Association.

Rochelle Whiteside moved to accept the gifts and donations as presented, Don Hall seconded, and the motion carried.

Paper for School Purchase Order

At 8:28 p.m., Dr. Blumenreich requested approval for the purchase of paper for the schools in the amount of $21,135.22 from Contract Paper Group.

Don Hall moved to approve the purchase of paper in the amount of $21,135.22 from Contract Paper Group as presented, Rochelle Whiteside seconded, and the motion carried.

Proposed Revision to the 2017-2018 School Calendars

At 8:30 p.m., Mrs. Ferguson requested approval to revise the traditional and Penderlea school calendars, making the Early Release scheduled for February 21 a full day for students to make up for instructional time lost due to inclement weather in January.

Rochelle Whiteside moved to approve the calendar revisions as presented, Katherine Herring seconded, and the motion carried.

Proposed 2018-2019 Penderlea School Calendar

At 8:32 p.m., Mrs. Ferguson requested approval to adopt the 2018-19 calendar for Penderlea School.

Katherine Herring moved to approved the 2018-19 Penderlea School calendar, Don Hall seconded, and the motion carried.

Proposed 2018-2019 Traditional Schools Calendar

At 8:35 p.m., Mrs. Ferguson requested approval to adopt the 2018-19 calendar for Traditional Calendar schools.

Brad George moved to approve the 2018-19 Traditional Calendar as presented, Katherine Herring seconded, and the motin carried.

Revision to 2018-2019 Pender Early College Calendar

At 8:37 p.m., Mrs. Ferguson requested approval to revise the 2018-19 Pender Early College Calendar, moving a Mandatory Workday in October to October 26, allowing for a common professional development day for staff.

Don Hall moved to approve the revision to the 2018-19 Pender Early College calendar as presented, Brad George seconded, and the motion carried.

Renewal of Contract with Ivey’s Lawn Care

At 8:38 p.m., Mr. Vann requested approval for a general lawn care contract with Ivey’s Lawn Care to cut the grass at the Topsail area schools and Rocky Point Elementary at a cost of $38.250.

Don Hall moved to approve the one-year renewal of existing contract with Ivey Lawn Care as presented, Brad George seconded, and the motion carried.

Rochelle Whiteside moved to amend agenda to add item 31A Facility Modification Requests for Topsail Middle, Rocky Point Elementary, and South Topsail Elementary. Don Hall seconded, and the agenda was amended.

Facility Modification Requests for Topsail Middle, Rocky Point Elementary, and South Topsail Elementary

Mr. Vann requested approval for the following facility modification requests:

  • Topsail Middle School – Several teachers have volunteered to complete simple work to dugouts and press box out in front of the school, as well as replace soccer nets. Maintenance staff will spray weed killer on the fields.
  • Rocky Point Elementary – PTO has requested to install two water fountains with bottle filling stations. The PTO will be responsible for installation and purchase of the fountains.
  • South Topsail Elementary – PTO has requested to install two water fountains with bottle filling stations. The PTO will be responsible for installation and purchase of the fountains.

Don Hall moved to approve the facility modification requests as presented, Rochelle Whiteside seconded, and the motion carried.

Replacement of Gym Floors at Burgaw Middle School and Cape Fear Middle School

At 8:44 p.m., Mr. Vann explained that the gym floor at Burgaw Middle is in need of replacement, as in buckled in Fall 2017 due to moisture issues in the crawl space. The moisture issues have been remedied. The cost of replacing the floor is $65,048.75 plus tax, to come out of the maintenance capital outlay fund. At Cape Fear Middle, a supply line in the mechanical room adjacent to the gym ruptured during the extremely cold temperatures in January. The Cape Fear Middle gym floor is an insurance claim, which will be filed and PCS will be responsible for the $5,000 deductible.

Rochelle Whiteside moved to approve the replacement of the gym floor with Garvey Flooring at a cost of $65,048.75 plus tax, Don Hall seconded, and the motion carried.

Rochelle Whiteside moved to approve the second-lowest quote for $84,681.27 with Royalwood Associates, Inc., which is a nicer system and a better product, if it will be covered by insurance with the $5,000 deductible, or in the alternative, quote one for $62,352.68 with J and J Floors if DPI will not approve the second quote. Don Hall seconded, and the motion carried.

Chiller Replacement at Burgaw Elementary School

At 8:55 p.m., Mr. Vann shared that one of the compressors has gone bad on the chiller at Burgaw Elementary, meaning that the HVAC system is operating at half capacity. He said repairing the compressor is possible at a cost of $18,000-$20,000; however the unit is 25 years old. Vann said it is necessary to replace the chiller with a new one as it has surpassed its life cycle. Trane had the lowest bid to replace the chiller at $40,494 plus tax.

Brad George moved to approve the chiller replacement at Burgaw Elementary with Trane, which provided the lowest bid of $40,494 plus tax. Don Hall seconded, and the motion carried.

Upgrade of Existing HVAC Equipment at Topsail Middle School

At 8:56 p.m., Mr. Vann said that the age of the HVAC equipment at Topsail Middle, as well as a multitude of maintenance issues and ongoing repair expenses. The equipment will be replaced in several phases. The first phase will take place in the office area and eight classrooms adjacent to the office. Mr. Vann explained that since the equipment is proprietary, thus Pender County Schools has not solicited quotes from other manufacturers/dealers. Parts from the existing equipment will be used to control costs. Vann recommended the contract with Trane in the amount of $44,948 plus sales tax, to be paid out of the maintenance capital outlay budget.

Don Hall moved to approve the upgrade to existing HVAC equipment at Topsail Middle School with Trane in the amount of $44,948 plus tax as presented, subject to legal review. Brad George seconded, and the motion carried.

Purchase of Furniture for the New Penderlea School and Surf City Schools

At 9:00 p.m., Mr. Vann requested approval for the purchase of classroom, cafeteria, media center, and office furniture for the new Penderlea and Surf City elementary and middle schools. The total cost is $882,801.29, to be paid out of the New Construction Bond Fund Source.

Rochelle Whiteside moved to approve the purchase of cafeteria and media center furniture with Carolina Furnishings and Designs in the amount of $60,081.82 for Penderlea School and $116,877.08 for Surf City Elementary and Middle schools. Don Hall seconded, and the motion carried.

Brad George moved to approve the purchase of administration office furniture and art classroom furniture from Interior Systems, Inc. in the amount of $33,426.63 for Penderlea School and $92,720.95 for Surf City Elementary and Middle schools. Rochelle Whiteside seconded, and the motion carried.

Don Hall moved to approve the purchase of classroom furniture from Brame Specialty Company in the amount of $155,141.73 for Penderlea School and $424,553.08 for Surf City Elementary and Middle Schools.  Rochelle Whiteside seconded, and the motion carried.

Approval to Demolish Media Center at Penderlea School

At 9:22 p.m., Mr. Vann said that a community meeting was held in Penderlea on Jan. 30, 2018 to discuss the fate of the existing buildings on the school campus. Vann said the overwhelming response from the community was to approve demolishing the existing media center in order to have room for regulation size athletic fields.

Don Hall moved to approve the demolition of the media center at Penderlea School, Brad George seconded, and the motion carried.

Report from the Board Chair

Board Chair Kenneth Lanier opened floor for Board members to speak.

Comments from Board Members

Rochelle Whiteside shared that she enjoyed the community meeting at Penderlea and appreciated the input. She also said that the Board received an invitation to attend Food Lion Math Night from Malpass Corner Elementary in Rocky Point March 8 from 5-7 p.m.

Brad George thanked Allen Vann for his dedication and service to Pender County Schools. He said he has been to several schools and morale is good. Mr. George also thanked West Pender Middle School for the luncheon and presentation from students it held for Board in January. He also agreed that the Penderlea meeting was a success.

Report from the Superintendent

Dr. Hill shared that Principals Meeting are now called District Meeting and will move from school to school. He introduced David Kirkland, the new principal at Cape Fear Elementary, and Alissa Lee, who will serve as the district’s High School Director. Dr. Hill also shared that the district has been issued state numbers for Surf City Elementary and Surf City Middle.

Closed Session

At 9:30 p.m., a motion was made by Brad George, seconded by Rochelle Whiteside, 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 to consider matters relating to initial employment of individual employees, and pursuant to General Statute 143-318(a)(3) to 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 Rochelle Whiteside, the Board voted to approve the Human Resource Report and addendum.

Adjournment
In a motion made by Brad George, seconded by Rochelle Whiteside, the Board adjourned its meeting at approximately 10:30 p.m.

Superintendent                                                                                 Board Chair

Dr. Steven Hill                                                                                   Kenneth Lanier