Culpeper County School Board 10/1/2013 3:51 PM

Culpeper County School Board 10/1/2013 3:51 PM

Minutes

September 23, 2013

Page 7 of 8

CULPEPER COUNTY SCHOOL BOARD

Minutes

September 23, 2013

A meeting of the School Board of Culpeper County was held September 23, 2013 at the School Board Office (Colin Owens Conference Room) at 450 Radio Lane at 6 p.m. Present were: Robert A. Houck (West Fairfax District); Elizabeth Hutchins (Cedar Mountain District); Russell E. Jenkins (Catalpa District); Anne C. Luckinbill (Salem District); Leanne Malulani (Jefferson District); Superintendent Dr. Bobbi F. Johnson; Executive Director of Curriculum, Instruction and Technology Rob Hauman; Executive Director of Student Services Dr. Russell Houck; Executive Director of Special Education Angela Neely; Executive Director of Finance/Clerk Jeff Shomo; Director of Facilities, Planning and Construction Hunter Spencer; and Deputy Clerk Pearl Jamison. George Dasher (Stevensburg District) was absent. Robert Beard (East Fairfax District) arrived at 6:15 p.m.

At 6 p.m., Mr. Houck called the meeting to order.

On motion of Ms. Hutchins seconded by Ms. Malulani, the Board went into closed session at 6:00 p.m. regarding:

[a] Discussion of Personnel Recommendations as permitted by the Code of Virginia 2.2-3711 (A) (1)

[b] Discussion of Student Matters of Named Students A & B (Religious Exemption) and Named Student C (Compulsory Release) as permitted by the Code of Virginia 2.2-3711 (A) (2)

[c] Discussion or consideration of the acquisition of real property for a public purpose, or of the disposition of publicly held real property, where discussion in open meeting would adversely affect the bargaining position or negotiating strategy of the public body as permitted by the Code of Virginia 2.2-3711 (A) (3)

Motion carried 5-0 by voice vote. (Mr. Beard and Mr. Dasher were absent.)

Mr. Beard arrived at 6:15 p.m.

On motion of Ms. Hutchins seconded by Ms. Luckinbill, the Board ended the closed session at 6:35 p.m. and certified that to the best of each member's knowledge, (i) only public business matters lawfully exempted 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.

YEAS: 6

Robert Beard

Robert Houck

Elizabeth Hutchins

Russell Jenkins

Anne Luckinbill

Leanne Malulani

ABSENT: 1

George Dasher

Those present observed a moment of silence. Mr. Houck led the Pledge of Allegiance.

Mr. Houck asked if there were any changes to the agenda. There were no changes.

On motion of Ms. Malulani seconded by Mr. Beard, the School Board approved the agenda. Motion carried 6-0 by voice vote. (Mr. Dasher was absent.)

The board considered the following action items:

(a)  Personnel Recommendations

On motion of Ms. Malulani seconded by Ms. Luckinbill, the School Board approved the Personnel Recommendations. Motion carried 6-0 by voice vote. (Mr. Dasher was absent.)

(b)  Disposition of Named Student A (Religious Exemption)

On motion of Ms. Hutchins seconded by Ms. Luckinbill, the School Board approved the Religious Exemption for Named Student A. Motion carried 6-0 by voice vote. (Mr. Dasher was absent.)

(c)  Disposition of Named Student B (Religious Exemption)

On motion of Ms. Malulani seconded by Ms. Luckinbill, the School Board approved the Religious Exemption for Named Student B. Motion carried 6-0 by voice vote. (Mr. Dasher was absent.)

(d)  Disposition of Named Student C (Compulsory Release)

On motion of Ms. Hutchins seconded by Ms. Luckinbill, the School Board agreed to follow the Superintendent’s recommendation for Named Student C. Motion carried 6-0 by voice vote. (Mr. Dasher was absent.)

(e)  Approval of Resolution in Support of Opportunity Educational Institution Lawsuit

On motion of Mr. Jenkins seconded by Ms. Malulani, the School Board considered approving the Resolution in Support of the Opportunity Educational Institution Lawsuit.

Mr. Beard said he believes the statute being challenged, in this lawsuit, is likely unconstitutional and that it is ultimately a decision for the courts to make not this Board. He said he does not feel it is appropriate for him to participate in a resolution telling the court how to rule on a matter. He said he will abstain from the vote because he does not feel it is appropriate for the Board to tell the court what to do. He also noted that the constitution can be amended and the same people that adopted the statute can initiate the steps to amend the constitution.

Ms. Malulani said if they want to amend the constitution they should have to go through the process.

Motion carried 5-0-1 by voice vote. (Mr. Beard abstained and Mr. Dasher was absent.)

Work Session

Retiree Insurance

Dr. Johnson noted that this issue was discussed in the spring after the concern was brought forth during delegations. She said staff had made plans to stop paying insurance at the end of the contract for retirees and those employees choosing to leave for other reasons. She said because of the concern it had not been communicated clearly, the division paid the insurance for those who left for whatever reason. She said the discussion seemed to be to continue to do that for retirees in the future but not other resignations as long as it was clearly articulated. She said she wanted further direction from the Board.

Ms. Malulani said that is how she sees the issue and that is generally how she feels and asked if there should be a year stipulation as far as retires go: 2 years with CCPS or 20+ years with CCPS.

Ms. Luckinbill asked what the practice is for surrounding counties. Dr. Johnson said most do not; however, it has been our practice. She further stated it is not written in the employee contract.

Mr. Beard asked if we can discriminate between retirees vs. non-retirees. Dr. Johnson said yes. Mr. Beard asked how much it would cost. Mr. Shomo said about $10,000 per year for approximately 20 employees.

Ms. Hutchins said she doesn’t have an issue with not paying insurance for non-retirees but she has an issue with not paying insurance for retirees. She suggested the Board phase it out over time or institute a time frame for retirees.

Mr. Houck said the initial thought was to pay insurance for retirees not non-retirees.

Ms. Luckinbill said she was fine stopping insurance at the end of the contract for retirees and non-retirees.

Mr. Jenkins said he doesn’t have a problem not covering insurance for non-retirees but he feels the Board owes it to the retirees. He said perhaps the Board needs to set a certain number of years the employee must have worked for CCPS prior to retirement.

Members asked Dr. Johnson to contact the School Board attorney to see if a minimum number of years for retirees can be established.

Ms. Malulani concurred with Mr. Jenkins.

Mr. Beard suggested that a statement be included in the employee’s contract relative to insurance upon retirement/resignation.

Dr. Johnson will gather the information requested and present a recommendation to the School Board in October.

Student Population and Educational Programs Study Group Report

Dr. Johnson noted that the Study Group has met for the past year. She recognized the Study Group members in the audience.

Dr. Houck distributed a handout summarizing the Study Group’s recommendation (See attached.).

Ms. Hutchins asked if the Board could receive the figures on diversity: what ethnic group is growing the fastest and how much it has increased since 2008. Dr. Houck said yes.

Ms. Hutchins asked what elementary schools feed Culpeper Middle School. Dr. Houck said Yowell, Emerald Hill, and Sycamore Park.

Ms. Malulani asked if the four classroom pod, approved earlier in the month, will take care of the 2014/2015 recommendation. Dr. Johnson said yes.

Ms. Hutchins asked if all elementary schools would have art on a cart. Dr. Houck said no, the recommendation is just for Yowell.

Dr. Johnson noted that the committee originally considered moving eighth grade to high school and fifth grade as needed to the middle school; however, the committee felt it would only mask the issue for a few years. Dr. Houck said it would not have been a long-term solution and the growth would eventually catch up at the high school level.

Dr. Johnson said the committee felt the Board needed until 2018/2019 to open a new school; however, they felt the need is there if we could get a new school sooner.

Ms. Malulani thanked the committee for all their work. She said 1,200 is a large middle school and it gives her heartburn thinking about reconfiguring Floyd T. Binns to an elementary school when it was just changed to a middle school. She said she feels the overall plan is good.

Mr. Beard also thanked the committee and said the discussion going forth is not in any way a criticism of the recommendations. He said now the Board has to talk about how to “sell” a new middle school.

Mr. Beard said we know the methodology for projecting growth will be subject to scrutiny. He said he would like to see the figures and an explanation of the methodology. He recommended that staff look at the projections from eight years ago to see if we have exceeded the projected population.

Mr. Beard asked what the costs would be associated to convert Floyd T. Binns back to an elementary school. He asked when the money would be needed to construct a new middle school in 2018/2019. Mr. Spencer said 1.5 years construction, 1 year in design and bidding, and 2 years to get funds. Mr. Beard asked Mr. Spencer how much it will cost. Mr. Spencer estimated $25-$30 million. Members felt that was too low. Mr. Beard said it is a significant price tag and the sooner we get this out there and discuss it the better. He suggested a joint meeting with the two Boards to discuss the issue. He said he would like to get the projection methodology, look at old figures prior to building EVHS, and start looking at estimates to convert FTBMS. He said the Board has known they need to build a new school.

Ms. Hutchins said at the joint meeting the Board needs to walk the supervisors through the process the committee went through and how they arrived with their recommendation. She said we need specific numbers and it needs to be clearly laid out. Dr. Johnson said the staff can bring greater detail to the next work session.

Ms. Hutchins expressed concern that the CMS renovations will fall on the backburner again if Floyd T. Binns is remodeled and a new middle school is constructed.

Ms. Hutchins said she felt it would beneficial for the Board to see where the development is taking place.

Ms. Hutchins thanked the Study Group for all their work.

Mr. Houck echoed the thanks to the Study Group for a job well done. He asked what the membership is at this point. Mr. Shomo said with preschool the membership is pushing 8,060.

Ms. Luckinbill noted that Dr. Houck, Mr. Hauman, Ms. Neely, and Dr. Johnson also did a lot of work with the Study Group.

Security Vestibule Plans

Mr. Spencer said several months ago the Board approved a priority list for installing the security vestibules. He said since that time staff applied for a security grant and have been awarded $73,462 to expand the PA systems, exterior cameras, and access control systems at A. G. Richardson, Farmington, Pearl Sample, and Sycamore Park. He said the grant money must be spent within a six month period. He said it would save a lot of overlap, if the security grant items and vestibule work take place together. He said when the initial priority list was approved we did not know we were going to receive the security grant. He shared with the Board a revised priority list: 1-Pearl Sample, 2-Culpeper Middle School, 3-Farmington, 4-Sycamore Park, 5-A.G. Richardson, 6-Annex, 7-Emerald Hill, 8-Floyd T. Binns, and 9-Central Office. He noted that the grant did not include funding for Emerald Hill or Yowell. He said if the Board agrees with the revised priority list he will start the bidding for the first five vestibules. He said the Board of Supervisors budgeted $196,500 for vestibule construction. He said the majority of the vestibules will be built from storefront materials – glass, doors, and electronic locks. He shared with the Board the proposed schedule and said after the bids are received we will know how many more vestibules can be completed.

Mr. Jenkins asked how the vestibule at Pearl Sample will be configured. Mr. Spencer said a vestibule will be installed wall to wall prior to the gym hallway and one door will be controlled by an electronic lock. He also noted that staff will receive a card to use with the access control system. He said a door may also be installed leading toward the gym that would require a card swipe.

Ms. Hutchins asked if there is a way to make the second set of doors lock at Pearl Sample. Mr. Spencer said he would check into it.

Mr. Jenkins said he feels the plan looks good but it doesn’t secure the school. He said he feels the office needs to be moved to the front classroom. Further discussion ensued relative to the costs to do that.

Mr. Beard said all visitors should be greeted and escorted to the main office to sign in. He said if they are carrying items they should be searched.

Ms. Malulani said the only thing we could do to make it fool proof the county would not tolerate. She said we need balance and that is what we are looking for.