SCHOOL BOARD MEETING APRIL 25, 2017 PAGE 1 OF 10 APPROVED: MAY 9, 2017
MINUTES OF THE REGULAR MEETING SESSION OF THE STAFFORD COUNTY SCHOOL BOARD HELD APRIL 25, 2017, 7:00 P.M., AT THE ALVIN YORK BANDY ADMINISTRATION COMPLEX. THE FOLLOWING MEMBERS WERE PRESENT: HOLLY H. HAZARD, CHAIR, HARTWOOD DISTRICT; C. SCOTT HIRONS, VICE-CHAIR, FALMOUTH DISTRICT; CHRISTOPHER CONNELLY, GARRISONVILLE DISTRICT; JAMIE L. DECATUR, GRIFFIS- WIDEWATER DISTRICT; PATRICIA A. HEALY, ROCK HILL DISTRICT; AND DEWAYNE MCOSKER, JR., GEORGE WASHINGTON DISTRICT. ALSO PRESENT WERE DR. W. BRUCE BENSON, SUPERINTENDENT; AND ROBERTA EURING, CLERK OF THE BOARD. IRENE M. EGAN, AQUIA DISTRICT, PARTICIPATED TELEPHONICALLY UNTIL 9:07 P.M.
1. CALL TO ORDER The Chairman called the meeting to order.
2. CLOSED SESSION IT WAS MOVED BY MR. HIRONS AND SECONDED BY MS. HEALY, PURSUANT TO SECTION 2.2-3711(A) OF THE CODE OF VIRGINIA, 1950, AS AMENDED, THAT THE STAFFORD COUNTY SCHOOL BOARD CONVENE A CLOSED MEETING TO DISCUSS AN APPOINTMENT OF PERSONNEL PURSUANT TO THE PERSONNEL EXEMPTION AT SECTION 2.2-3711(A)(1) OF THE CODE OF VIRGINIA, 1950, AS AMENDED. Final Resolution: Motion Carries Yea: Christopher P. Connelly, Jamie L. Decatur, Irene M. Egan, Holly H. Hazard, Patricia A. Healy, C. Scott Hirons; and Dewayne McOsker, Jr.
3. CLOSED SESSION CERTIFICATION/ACTION 3.01 Closed Session Certification IT WAS MOVED BY MR. HIRONS AND SECONDED BY MS. HEALY:
WHEREAS, THE STAFFORD COUNTY 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 2.2-3712 OF THE CODE OF VIRGINIA REQUIRES CERTIFICATION BY THIS SCHOOL BOARD THAT SUCH CLOSED MEETING WAS CONDUCTED IN CONFORMITY WITH VIRGINIA LAW:
NOW, THEREFORE, BE IT RESOLVED, THAT THE STAFFORD COUNTY 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. Final Resolution: Motion Carries Yea: Christopher P. Connelly, Jamie L. Decatur, Irene M. Egan, Holly H. Hazard, Patricia A. Healy, C. Scott Hirons; and Dewayne McOsker, Jr. SCHOOL BOARD MEETING APRIL 25, 2017 PAGE 2 OF 10 APPROVED: MAY 9, 2017
3.02 Action from Closed Session – Appointment of Personnel – 2.2-3711(A)(1) IT WAS MOVED BY MR. HIRONS AND SECONDED BY MS. HEALY THAT THE SCHOOL BOARD APPROVE THE SUPERINTENDENT’S RECOMMENDATION FOR THE CLERK OF THE BOARD. Final Resolution: Motion Carries Yea: Christopher P. Connelly, Jamie L. Decatur, Irene M. Egan, Holly H. Hazard, Patricia A. Healy, C. Scott Hirons; and Dewayne McOsker, Jr.
Dr. Benson announced Melissa Hall as the next Clerk of the School Board.
4. INVOCATION AND PLEDGE OF ALLEGIANCE A moment of silence was observed at this time followed by the Pledge of Allegiance and Colors presented by Brooke Point High School Navy JROTC.
5. APPROVAL OF AGENDA – APPROVED AS AMENDED IT WAS MOVED BY MR. HIRONS AND SECONDED BY MR. MCOSKER THAT THE SCHOOL BOARD MOVE AGENDA ITEM 10.07 FROM CONSENT ITEMS TO ACTION ITEMS. Final Resolution: Motion Carries Yea: Christopher P. Connelly, Jamie L. Decatur, Irene M. Egan, Holly H. Hazard, Patricia A. Healy, C. Scott Hirons; and Dewayne McOsker, Jr.
6. AWARDS The Principal of Mountain View High School (MVHS) Jim Stemple, recognized the MVHS State Champions 5A Field Hockey Team.
The Principal of Brooke Point High School (BPHS) Tammy Houck, recognized the BPHS State Champions 5A Wrestling Team.
Assistant Principal of Athletics and Activities at Colonial Forge High School (CFHS) Jeff Berry recognized the CFHS State Champions 6A Wrestling Team AND State Champions 6A Girls Basketball Team.
Executive Director of Transportation and Fleet Services Barry Suddeth recognized the Region 3 School Bus Roadeo.
Apple Federal Credit Union Assistant Branch Manager Tonda Lovelace recognized the 2017 Service Employee of the Year.
7. CITIZEN COMMENTS Dakota Kahley and Karen Huezo, Y Street, requested the School Board amend their tobacco policy to: include no tobacco on all school property; a definition of tobacco; and requiring consequences for visitors who do not adhere to the policy.
Karen Wright stated that her granddaughter attends Margaret Brent Elementary School (MBES) SCHOOL BOARD MEETING APRIL 25, 2017 PAGE 3 OF 10 APPROVED: MAY 9, 2017
and would like to know the requirements that would allow her to continue attending MBES after elementary school redistricting.
Kristine Kainu stated that she is against the ES redistricting due to program capacity issues.
Cimone Wright stated that her daughter is thriving at MBES and she would like to know how she can continue attending MBES after the elementary school redistricting.
8. BOARD MEMBER COMMITTEE REPORTS Mr. Hirons stated the Finance and Budget Committee (FABC) had a meeting on April 24, 2017. He stated that staff requested the FABC’s guidance on procurement thresholds.
9. SUPERINTENDENT COMMENTS Dr. Benson stated that the Stafford Education Foundation recognition dinner will be on April 26, 2017, at Mountain View High School at 6:00 p.m., where 18 teachers and 5 students will be recognized. He stated that Electrify Your Strings Concert will be held at North Stafford High School on April 28, 2017.
10. CONSENT ITEMS – APPROVED IT WAS MOVED BY MR. HIRONS AND SECONDED BY MR. CONNELLY THAT THE SCHOOL BOARD APPROVE THE CONSENT AGENDA. Final Resolution: Motion Carries Yea: Christopher P. Connelly, Jamie L. Decatur, Irene M. Egan, Holly H. Hazard, Patricia A. Healy, C. Scott Hirons; and Dewayne McOsker, Jr.
The Consent Agenda items were as follows: 8.01 Approve the Minutes for April 11, 2017, Regular Meeting; 8.02 Approve the April 25, 2017, Personnel Report of Resignations and Appointments; 8.03 Approve the Adoption and Purchase of Social Studies (K-12); 8.04 Approve Employee Rates for Anthem Blue Cross Blue Shield Health, Dental, Vision and Employee Assistance Program for Fiscal Year 2018; 8.05 Approve 2017-2018 Annual Plan for Special Education; 8.06 Approve the 2017 - 2018 Stafford Head Start Early Head Start Refunding Application for $2,472,422; Including the Philosophy, Policy Council Bylaws, Policies, Annual Self-Assessment, Annual Plan and Goals; and 8.07 Approve Courthouse Manor Subdivision as a Non Transportation (Walking) Zone for Stafford Elementary School.
11. ACTION ITEMS 11.01 APPROVE SPARTAN OAKS SUBDIVISION AS A NON TRANSPORTATION ZONE FOR STAFFORD MIDDLE AND BROOKE POINT HIGH SCHOOL- APPROVED IT WAS MOVED BY MS. EGAN AND SECONDED BY MR. HIRONS THAT THE SCHOOL BOARD APPROVE THIS AGENDA ITEM. Final Resolution: Motion Carries Yea: Christopher P. Connelly, Jamie L. Decatur, Irene M. Egan, Holly H. Hazard, Patricia A. Healy, C. Scott Hirons; and Dewayne McOsker, Jr.
SCHOOL BOARD MEETING APRIL 25, 2017 PAGE 4 OF 10 APPROVED: MAY 9, 2017
Ms. Egan explained that the Spartan development is a buy-rite development. Due to this being a buy-rite development, it precludes the county or school division to have any say in what resources or infrastructure is included in the development, to include proffers and sidewalks.
Ms. Healy stated that she would like a report generated for next school year, approximately a month after school starts, regarding any safety concerns.
11.02 APPROVE AN OPTION FOR FALMOUTH ELEMENTARY SCHOOL REDISTRICTING EFFECTIVE THE 2017 - 2018 SCHOOL YEAR IT WAS MOVED BY MS. HEALY AND SECONDED BY MR. MCOSKER THAT THE SCHOOL BOARD APPROVE OPTION 1 FOR ELEMENTARY SCHOOL REDISTRICTING. Final Resolution: Motion Fails Yea: Holly H. Hazard, Patricia A. Healy, and Dewayne McOsker, Jr. Nay: Christopher P. Connelly, Jamie L. Decatur, Irene M. Egan, and Scott Hirons
IT WAS MOVED BY MR. HIRONS AND SECONDED BY MS. DECATUR THAT THE SCHOOL BOARD APPROVE OPTION 3 FOR ELEMENTARY SCHOOL REDISTRICTING. Final Resolution: Motion Carries Yea: Christopher P. Connelly, Jamie L. Decatur, Irene M. Egan, Holly H. Hazard, Patricia A. Healy, C. Scott Hirons; and Dewayne McOsker, Jr.
IT WAS MOVED BY MR. MCOSKER AND SECONDED BY MS. EGAN THAT THE SCHOOL BOARD APPROVE OPTION 2 FOR ELEMENTARY SCHOOL REDISTRICTING. This motion was not voted on due to the previous motion passing unanimously.
Mr. Hirons made it clear that the music room in Falmouth Elementary School (FES) would not be moved.
Mr. McOsker stated that he made a motion for option 2 that will move 117 students from Margaret Brent Elementary School (MBES) and Ferry Farm Elementary School (FFES). He stated he did this due the length of bus rides and traffic concerns that he tried to address with the SB over a year ago. He stated that in 2008-2009 when the England Run Point neighborhood was being developed, it was identified to attend FES. Due to the renovations at FES, the students were sent to FFES. The issue with this has been the long bus rides that get students to school at 8:58 a.m., which is only 2 minutes before start time for instruction, which leaves them little time for breakfast. He stated that MBES needs some relief due to its high capacity percentage. Mr. McOsker suggested that the SB postpone the MBES relief issue for a year and bring Rockhill Elementary School (RES) and Hartwood Elementary School in as a way to relieve the high capacity percentage at MBES.
Mr. Hirons stated that he believes option 3 is the best interest of the students at FES. He stated that he has not seen any evidence that when England Run Point was being built, the children were slated attend FES. Mr. Hirons explained that constituents are concerned about the program capacity of FES and how it will effect students’ learning if too many students are redistricted to FES. He stated that MBES needs to be relieved of some students and he agrees with Mr. McOsker that the SB can postpone MBES redistricting to next year. SCHOOL BOARD MEETING APRIL 25, 2017 PAGE 5 OF 10 APPROVED: MAY 9, 2017
Ms. Decatur stated she visited FES and stated due to program capacity, FES students are finding themselves in similar circumstances that have been described at FFES, in that there are classes being held in the basement, where there are no windows. She stated that FFES enrollment is projected to decrease in the next couple of years. Ms. Decatur stated that she would not be opposed to redistricting next year.
Ms. Egan stated that RES and all schools along the “610 corridor” are slated for a massive redistricting the near future. She stated that she supports option 3.
Ms. Healy stated that she supports the option to move 110 students from MBES. She stated that she is looking at the actual numbers currently in the school. Ms. Healy reminded the SB that she has been inviting additional students into RES and Garrisonville Elementary School. She stated that MBES is bursting at the seams and needs immediate relief. She stated that the SB may need to complete this redistricting in two tiers.
Mr. Connelly stated that he visited FES and he finds it hard to move any students to FES. He stated that the SB should strongly consider moving this redistricting to next year.
Ms. Hazard stated that the SB should not be second guessing the redistricting. She stated that the SB needs to provide some relief to MBES and the school division cannot go to the BOS with low building capacity percentages in some schools and request funding for lower classroom sizes. Ms. Hazard also explained that if a school is at 95 percent or higher, a classroom size reduction cannot be implemented because there will not be any space to put the students.
Executive Director of Student Services Dr. Sue Clark stated that they cannot put a preschool at FFES the way it is now. She stated that there will have to be a preschool established in the Melcher’s building and RES will have to open two new preschool classrooms.
The SB agreed to add an agenda item for action to the Special Called Meeting on May 4, 2017, that will state, “allow rising 5th grade students to attend their redistricted school, as long as they provide their own transportation.”
The SB agreed to have staff and the school decide whether option 3a or 3b will be implemented. The SB instructed staff to inform the SB on their decision and why.
11.03 APPROVE THE AWARD OF A CONSTRUCTION CONTRACT TO WILSEY ROOFING AND HOME IMPROVEMENTS OF 30 PERCHWOOD DRIVE, FREDERICKSBURG, VIRGINIA, IN THE AMOUNT OF $150,832.00, USING FY17 ANNUAL OPERATING FUNDS FOR THE REPAIR ROOF (PARTIAL) PROJECT - HAMPTON OAKS ELEMENTARY SCHOOL– APPROVED IT WAS MOVED BY MR. HIRONS AND SECONDED BY MS. DECATUR THAT THE SCHOOL BOARD APPROVE THIS AGENDA ITEM. Final Resolution: Motion Carries Yea: Christopher P. Connelly, Jamie L. Decatur, Holly H. Hazard, Patricia A. Healy, C. Scott Hirons, and Dewayne McOsker, Jr. Absent: Irene M. Egan
SCHOOL BOARD MEETING APRIL 25, 2017 PAGE 6 OF 10 APPROVED: MAY 9, 2017
11.04 APPROVE SUPERINTENDENT’S PROPOSED AMENDMENTS TO POLICY 2103 REGARDING STUDENT TRANSFERS TO A CLOSED SCHOOL – APPROVED AS AMENDED IT WAS MOVED BY MR. HIRONS AND SECONDED BY MR. MCOSKER THAT THE SCHOOL BOARD APPROVE THIS AGENDA ITEM AND AMENDING IT BY INSERTING THE VERBIAGE “PARENTS/GUARDIANS” VICE “PARENTS.” Final Resolution: Motion Carries Yea: Christopher P. Connelly, Jamie L. Decatur, Holly H. Hazard, Patricia A. Healy, C. Scott Hirons, and Dewayne McOsker, Jr. Absent: Irene M. Egan
Ms. Healy stated that the policy only references “parents” and it should state “parents/guardians.”
THE FOLLOWING ITEMS WERE SUBMITTED FOR THE SCHOOL BOARD’S INFORMATION WITH ACTION REQUESTED ON MAY 9, 2017, BUT WERE APPROVED AT THIS MEETING
IT WAS MOVED BY MS. DECATUR AND SECONDED BY MR. HIRONS TO MOVE INFORMATION ITEM 12.04 TO ACTION – APPROVED. Final Resolution: Motion Carries Yea: Christopher P. Connelly, Jamie L. Decatur, Holly H. Hazard, Patricia A. Healy, C. Scott Hirons, and Dewayne McOsker, Jr. Absent: Irene M. Egan
12.04 APPROVE THE AWARD OF A CONSTRUCTION CONTRACT TO DANIEL & COMPANY INC. OF P.O. BOX 6749, RICHMOND, VIRGINIA, IN THE AMOUNT OF $1,927,000.00 USING FY17 ANNUAL OPERATING FUNDS FOR THE RENOVATE NORTH STAFFORD HIGH SCHOOL LIBRARY PROJECT - APPROVED IT WAS MOVED BY MS. DECATUR AND SECONDED BY MS. HEALY THAT THE SCHOOL BOARD APPROVE THIS AGENDA ITEM. Final Resolution: Motion Carries Yea: Christopher P. Connelly, Jamie L. Decatur, Holly H. Hazard, Patricia A. Healy, C. Scott Hirons, and Dewayne McOsker, Jr. Absent: Irene M. Egan
IT WAS MOVED BY MR. HIRONS AND SECONDED BY MS. DECATUR TO MOVE INFORMATION ITEM 12.05 TO ACTION – APPROVED. Final Resolution: Motion Carries Yea: Christopher P. Connelly, Jamie L. Decatur, Holly H. Hazard, Patricia A. Healy, C. Scott Hirons, and Dewayne McOsker, Jr. Absent: Irene M. Egan
Ms. Healy requested to know why the bid came in so much higher than estimated.
Assistant Superintendent of Operations Scott Horan explained that there was a high end projection system in the project that was removed and the rest is currently being researched. SCHOOL BOARD MEETING APRIL 25, 2017 PAGE 7 OF 10 APPROVED: MAY 9, 2017
12.05 APPROVE FY17 END OF YEAR INFRASTRUCTURE PROJECT FUNDING STRATEGY AND AUTHORIZE THE SUPERINTENDENT TO FUND END OF YEAR PROJECTS ONLY ITEMS 1 THROUGH 6 - APPROVED AS AMENDED IT WAS MOVED BY MR. HIRONS AND SECONDED BY MS. DECATUR THAT THE SCHOOL BOARD APPROVE THIS AGENDA ITEM AS AMENDED. Final Resolution: Motion Carries Yea: Christopher P. Connelly, Jamie L. Decatur, Holly H. Hazard, Patricia A. Healy, C. Scott Hirons, and Dewayne McOsker, Jr. Absent: Irene M. Egan
Mr. Horan explained the generator at Hartwood Elementary School was an insert to the project list after it had been prioritized by the committee.
Mr. Horan explained that these projects would be completed in the order they appear if the money becomes available.
Ms. Healy stated that she would like a modular classroom be installed at A. G. Wright Middle School, as requested by the principal.
Dr. Benson explained that some of the projects on the list may not be completed until next summer due to the timing of the projects, but the money can be encumbered from this year’s funds.
The SB agreed to move to action the funding for project items 1-6 at this school board meeting and staff can bring back the rest of the list on May 9, 2017 for approval.
12. INFORMATION ITEMS The following items were presented for the School Board’s information with action scheduled at their May 9, 2017, meeting, unless otherwise noted.
12.01 Adoption of School Board’s FY 2018 Budgets The Interim Chief Financial Officer Chris Fulmer presented the following three scenarios to balance the FY 2018 School Board Budgets:
Scenario 1 (updated with information from the April 25, 2017, Work Session): Increase in local County revenue of $324,226, increase in miscellaneous local funds of $125,000, and decrease in federal impact aid funds of $250,000. Results in a net revenue increase of $199,226; Elimination of the one percent COLA; A $20,000 reduction in other scale enhancements; Worker’s Compensation costs were recalculated with a reduction of $88,553; A reduction in health care costs of $225,000; Title II funding redirection with a savings of $200,000; A reduction in purchased services of $731,601; A reduction of materials and supplies of $405,541; Reduce the cyclic replacement of computers and repairs by $326,000; SCHOOL BOARD MEETING APRIL 25, 2017 PAGE 8 OF 10 APPROVED: MAY 9, 2017
Reduce the cyclic replacement of buses by $911,798; Reduce the cyclic replacement of computer hardware by $60,000; and Eliminate the additional FTEs for diagnosticians (5), math specialists (2), Computer Technician Trainer (CTT), VRS specialist, and half the cost for the ERP systems analyst. Elimination of these additions results in savings of $668,775.
This scenario will leave a funding gap of $0.
Scenario 2: Increase in local County revenue of $324,226, increase in miscellaneous local funds of $125,000, and decrease in federal impact aid funds of $250,000. Results in a net revenue increase of $199,226; Remove the median teacher pay scale enhancement; Remove the service scale enhancement; A $20,000 reduction in other scale enhancements; Maintains the one percent COLA; Worker’s Compensation costs were recalculated with a reduction of $88,553; A reduction in health care costs of $225,000; A reduction to the FY 2018 new positions of $781,207, same as Scenario 1 with the additional elimination of the demographic planner position; Title II funding redirection with a savings of $200,000; A reduction in purchased services of $731,601; A reduction of materials and supplies of $405,541; Reduce the cyclic replacement of computers and repairs by $326,000; Reduce other miscellaneous capital outlay items by $141,000; Reduce the cyclic replacement of buses by $911,798; and Reduce the cyclic replacement of computer hardware by $300,000.
This scenario will leave a funding gap of $526,200.
Scenario 3: Increase in local County revenue of $324,226, increase in miscellaneous local funds of $125,000, and decrease in federal impact aid funds of $250,000. Results in a net revenue increase of $199,226; Remove the median teacher pay scale enhancement; Reduce the service scale enhancement by $300,000; Reduce the COLA adjustment by ½ percent, a reduction in costs of $999,226; A $20,000 reduction in other scale enhancements; Worker’s Compensation was recalculated with a reduction of $88,553; A reduction in health care costs of $225,000; A reduction to the FY 2018 new positions of $668,775, same reductions as Scenario 1; Title II funding redirection with a savings of $200,000; A reduction in purchased services of $731,601; A reduction of materials and supplies of $405,541; Reduce the cyclic replacement of computers and repairs by $326,000; Reduce the cyclic replacement of buses by $911,798; and SCHOOL BOARD MEETING APRIL 25, 2017 PAGE 9 OF 10 APPROVED: MAY 9, 2017
Reduce the cyclic replacement of computer hardware by $60,000.
This scenario will leave a funding gap of $449,226.
Ms. Hazard stated that she would like a demographic planner included in this budget.
Ms. Healy and Mr. Hirons agreed that they would like the math specialists added.
Mr. Hirons stated he would like the Computer Technician Trainer added.
Ms. Healy stated she would like the finance department to find out what budgetary cuts they can make.
12.02 Approve the High School Student Fees for FY 2017-2018
12.03 Approve Superintendent's Proposed New Policy 3612 - Procedures for Excluding Standardized Test Results (SAT and ACT) from the Student Transcript
12.04 Please see Action Item above.
12.05 Please see Action Item above.
13. STAFF REPORTS 13.01 Quarterly Financial Report Mr. Fulmer presented the following information to the SB: The total appropriated budget from county is $282,000; The carryforward funds are $1.25 million and the five percent holdback was approved by the county; There is a net decrease of $640,000 from state revenues; There is an unfunded contingency of $1.8 million; There is a decrease in supplemental impact aid revenue of approximately $425,000; There are five monthly payrolls remaining in the current fiscal year; The costs for fuel and utilities are trending under budget; All other expenditures are trending as expected; and There is approximately $2 million in the funded reserve fund.
14. ANNOUNCEMENT OF UPCOMING MEETINGS The next work session will be held on May 4, 2017, at 5:30 p.m., in the Executive Session room; special called meeting will be held on May 4, 2017, at 7:00 p.m., or directly following the work session, at the Bandy Complex; and the regular meeting will be held on May 9, 2017, at 7:00 p.m., at the Bandy Complex.
15. ADJOURNMENT The Chairman adjourned the meeting at 10:25 p.m. SCHOOL BOARD MEETING APRIL 25, 2017 PAGE 10 OF 10 APPROVED: MAY 9, 2017
______Chairman
______Clerk