December 15, 2020 4th Tuesday School Board Meeting (Virtual Meeting) 5:00 p.m. (This meeting was reconvened on December 17, 2020 at 6:30 p.m.) Loudoun County Public Schools 21000 Education Court Ashburn, VA 20148 (571) 252-1020
Special Notice: THIS MEETING WILL BE HELD VIRTUALLY. DO NOT COME TO THE LCPS ADMINISTRATION BUILDING. --- A present state of emergency declared by the Governor of Virginia and the Loudoun County Board of Supervisors exists in Virginia and Loudoun County. In accordance with the Governor’s Budget Amendment 28 to House Bill 29 of the 2020 General Assembly and the Continuity Ordinance readopted by the Board of Supervisors on October 14, 2020, this meeting is being held virtually. The public may access the meeting by viewing the live-streamed video via the LCPS website or by viewing it in real time on Comcast channel 18 or Verizon FIOS channel 43, in furtherance of the Governor’s Executive Orders and social distancing directives.
1. Call to Order
• December 15, 2020 - 5:04 p.m. – All board members were present. The meeting was held in recess at 10:56 p.m. and will reconvene on December 17, 2020 at 6:30 p.m.
• December 17, 2020 The meeting was reconvened at 6:31 p.m. - Mr. Beatty and Ms. Corbo were absent from the meeting.
2. Pledge of Allegiance
3. Disclosures - This item was addressed at the December 15, 2020 School Board Meeting. 3.01 Disclosures
SUMMARY
Disclosures to be read by the following school board members: Ms. Corbo Ms. King Mr. Mahedavi Mr. Morse Loudoun County Public Schools 4th Tuesday School Board Meeting (Virtual Meeting) December 15, 2020 (Reconvened on December 17, 2020) 2
Mr. Serotkin Ms. Sheridan
File Attachments
Disclosure_BSheridan.pdf (876 KB)
Disclosure_DCorbo.pdf (630 KB)
Disclosure_HMahedavi.pdf (571 KB)
Disclosure_ISerotkin.pdf (705 KB)
Disclosure_JMorse.pdf (483 KB)
Disclosure_LKing.pdf (571 KB)
4. Public Comment - This item was addressed at the December 15, 2020 School Board Meeting. 4.01 Procedures for Public Comment
Delegations
SPECIAL NOTICE: A present state of emergency declared by the Governor of Virginia and the Loudoun County Board of Supervisors exists in Virginia and Loudoun County. In accordance with the Governor’s Budget Amendment 28 to House Bill 29 of the 2020 General Assembly and the Continuity Ordinance readopted by the Board of Supervisors on October 14, 2020, this School Board meeting is being held virtually. The public may access the meeting by viewing the live-streamed video via the LCPS website or by viewing it in real time on Comcast channel 18 or Verizon FIOS channel 43, in furtherance of the Governor’s Executive Orders and social distancing directives.
Live Public Comment: This decision has been made to comply with Gov. Ralph Northam’s new Statewide Measures to Contain COVID-19, which limits in-person gatherings to 25 people; therefore, virtual public comment only will be accepted.
To register to make live, virtual comments during the School Board meeting, please use this link.
Online and telephone registration will open at 8 a.m. two business days prior to the meeting. Registration closes one hour before the start of the meeting. For example, registration for a meeting being held on Tuesday at 4 p.m. will be open Friday at 8 a.m. through Tuesday at 3 p.m. Members of the public may receive a system-generated email after the registration closes, but the School Board is unable to accept registration after the registration cut-off time. The registration telephone number is 571-252-1030.
Each registrant will receive a unique speaker identification (ID) number by phone (if they call in) and/or via email for those who register online. The unique speaker ID information will allow participants to access the meeting to make live public comment. Speakers are prohibited from sharing speaker access information with others and will forfeit the opportunity to speak if the information is shared. Speakers must be logged into the meeting at the time their name is called to speak. Speakers must limit comments to the time allotted by the Chair and announced prior to the public comment period. The Chair determines the time based on the number of speakers and the agenda, but not to exceed five (5) minutes.
Written Public Comments Written comments also will be accepted from the public in advance of the School Board meeting. Members of the public who wish to submit written comments are invited to use Written Public Comment Loudoun County Public Schools 4th Tuesday School Board Meeting (Virtual Meeting) December 15, 2020 (Reconvened on December 17, 2020) 3
Submission form. Written comments may be submitted during the two business days prior to a School Board meeting, until 5 minutes before the start of the meeting. Comments will be provided to School Board members during the meeting and will be posted to the BoardDocs meeting page afterward.
Decorum Per School Board Policy 2520, the civility, decorum and respect for the functioning and dignity of the School Board shall be maintained at all times and in all communications. As a result, the Chair will not approve comments that are breaches of civility, decorum, the functions and dignity of the School Board or of the rules set forth in School Board Policy 2520. The Chair reserves the right to have live public speakers muted if civility and/or decorum are breached.
Written Public Comment accepted for this meeting can be viewed in the attached document.
Each participant was allotted one minute to speak. Sarah Pankenier Peter Livingston Alydia Livingston Everly Livingston Monica Sadeghi Nemat Sadeghi Arya Sadeghi Moe Sadeghi Max Razavi Melanie Razavi Maggie Mohiuddin Lela Heick Carri Michon Kelly Michon Jeane Clements Sandy Sullivan Elizabeth Boyko Olive Clements Brei Bailey Austin Levine Michelle Warner Wyatt Clements Peggy Groscup Duke Michon Brandon Michon Michele Leffler David Palanzi Karen Tyrrell Allyne Zappalla Alexa Severo Tim Brown Erin Brown Shelly Slebrch Erin Nestor Lisa Levine Shiva Doroudchi Elizabeth Perrin Jully McQuilliams Christina Ramirez Dana Foddrell Loudoun County Public Schools 4th Tuesday School Board Meeting (Virtual Meeting) December 15, 2020 (Reconvened on December 17, 2020) 4
Zoe Byer Jeannine Everett Kelly Poland Lori Marfoglio Andrew Weitzel Teresa Mohr Robert Reinish Christopher Tuck Larry Winnick Andrea Weiskopf Rannae Hamlet Denise Vance-Noelle Paul Hartka Caroline Marks Dami Martins Sarah Fairchild Elizabeth Crotty Debbie Rose Rahul Gundala Pastor Michelle C. Thomas Valerie Brodie Zack Brodie Ben Brodie Charlie Brodie Sheryl Gusman Kay Greenwell Ed Fleming Jeanne Murck Ian Mcclure Carolyn Mccoy Brian Davison
5. Approval of Consent Agenda - These items were addressed at the December 15, 2020 School Board Meeting.
5.01 Minutes of the November 10, 2020, 2nd Tuesday School Board Meeting
Recommended Action
That the Loudoun County School Board Adopt the Minutes of the November 10, 2020, 2nd Tuesday School Board Meeting
Summary:
Minutes are considered draft until adopted by the School Board.
Motion by Ms. Reaser to approve the Consent Agenda Seconded by Mr. Serotkin
Motion Passes 9-0
File Attachments
Minutes November 10 2020 School Board Meeting.pdf (217 KB) Loudoun County Public Schools 4th Tuesday School Board Meeting (Virtual Meeting) December 15, 2020 (Reconvened on December 17, 2020) 5
5.02 Minutes of the November 17, 2020 Special School Board Meeting to Include a Closed Session and School Board Elementary School Attendance Zone Work Session (Virtual Meeting)
Recommended Action
That the Loudoun County School Board Adopt the Minutes of the November 17, 2020 Special School Board Meeting to Include a Closed Session and School Board Elementary School Attendance Zone Work Session (Virtual Meeting)
Summary:
Minutes are considered draft until adopted by the School Board.
Motion by Ms. Reaser to approve the Consent Agenda Seconded by Mr. Serotkin
Motion Passes 9-0
File Attachments
Minutes November 17 2020 Special School Board Meeting to include a Closed Session and School Board Elementary School Attendance Zone Work Session (Virtual Meeting).pdf (100 KB)
5.03 Minutes of the November 30, 2020 Special School Board Meeting to Include Closed Session, Public Hearing and Work Session on the Superintendent's Recommended FY 2022-2027 Capital Improvement Program (CIP) and Capital Asset Preservation Program (CAPP) (Virtual Meeting)
Recommended Action
That the Loudoun County School Board Adopt the Minutes of the November 30, 2020 Special School Board Meeting to Include Closed Session, Public Hearing and Work Session on the Superintendent's Recommended FY 2022-2027 Capital Improvement Program (CIP) and Capital Asset Preservation Program (CAPP) (Virtual Meeting)
Summary:
Minutes are considered draft until adopted by the School Board.
Motion by Ms. Reaser to approve the Consent Agenda Seconded by Mr. Serotkin
Motion Passes 9-0
File Attachments
Minutes November 30 2020 CIP and Closed Session.pdf (98 KB)
5.04 Minutes of the December 1, 2020, 2nd Tuesday School Board Meeting (Virtual Meeting)
Recommended Action
That the Loudoun County School Board Adopt the Minutes of the December 1, 2020, 2nd Tuesday School Board Meeting. (Virtual Meeting) Loudoun County Public Schools 4th Tuesday School Board Meeting (Virtual Meeting) December 15, 2020 (Reconvened on December 17, 2020) 6
Summary:
Minutes are considered draft until adopted by the School Board.
Motion by Ms. Reaser to approve the Consent Agenda Seconded by Mr. Serotkin
Motion Passes 9-0
File Attachments
Minutes December 1 2020 School Board Meeting.pdf (211 KB)
5.05 Minutes of the December 7, 2020 Special School Board Meeting to Include a Closed Session and Staff Briefing & School Board Attendance Zone Public Hearing (Elaine E. Thompson & Hovatter ES) (Virtual Meeting)
Recommended Action
That the Loudoun County School Board Adopt the Minutes of the December 7, 2020 Special School Board Meeting to Include a Closed Session and Staff Briefing & School Board Attendance Zone Public Hearing (Elaine E. Thompson & Hovatter ES) (Virtual Meeting)
Summary:
Minutes are considered draft until adopted by the School Board.
Motion by Ms. Reaser to approve the Consent Agenda Seconded by Mr. Serotkin
Motion Passes 9-0
File Attachments
Minutes December 7 2020 Special School Board Meeting Closed Session and Attendance Zone Hearing.pdf (73 KB)
5.06 Licensed Personnel Action
Recommended Action
That the Loudoun County School Board approve and accept the Superintendent's recommendations concerning Licensed Personnel.
SUMMARY:
The Department of Human Resources and Talent Development is submitting a personnel list for action by the School Board. The list is as follows: Actions concerning Licensed Personnel Employed for the 2020- 2021 school year.
1. If necessary, additional personnel actions will be included as an addendum to this item on the date of the School Board Meeting. Loudoun County Public Schools 4th Tuesday School Board Meeting (Virtual Meeting) December 15, 2020 (Reconvened on December 17, 2020) 7
Staff Reference: Dr. Scott Ziegler Telephone: (571) 252-1317
Motion by Ms. Reaser to approve the Consent Agenda Seconded by Mr. Serotkin
Motion Passes 9-0
File Attachments
Licensed Board List 12.15.20.pdf (85 KB)
Licensed Addendum 12.15.20.pdf (100 KB)
5.07 Classified Personnel Action
Recommended Action
That the Loudoun County School Board approve and accept the Superintendent's recommendations concerning Classified Personnel.
SUMMARY:
The Department of Human Resources and Talent Development is submitting a personnel list for action by the School Board. The list is as follows:
1. Actions concerning Licensed Personnel Employed for the 2020-2021 school year. 2. If necessary, additional personnel actions will be included as an addendum to this item on the date of the School Board Meeting.
Staff Reference: Dr. Scott Ziegler Telephone: (571) 252-1317
Motion by Ms. Reaser to approve the Consent Agenda Seconded by Mr. Serotkin
Motion Passes 9-0
File Attachments
Classified Board List 12.15.20.pdf (87 KB)
Classified Addendum 12.15.20.pdf (91 KB)
5.08 Equity Committee: Nomination of New Member to Replace the Jewish Community Relations Council (JCRC) Representative
Recommended Action
That the Loudoun County School Board approve the replacing of Rabbi Amy Sapowith with Rabbi Abbi Sharofsky.
Loudoun County Public Schools 4th Tuesday School Board Meeting (Virtual Meeting) December 15, 2020 (Reconvened on December 17, 2020) 8
SUMMARY:
The Jewish Community Relations Council (JCRC) has one representative on the Equity Committee of the School Board. The member is no longer able to serve; therefore, JCRC is nominating Rabbi Abbi Sharofsky to replace Rabbi Amy Sapowith on the Equity Committee effective immediately.
Staff Reference: Nyah Hamlett, Ed.D. Telephone: 571-252-1030
Staff Reference: Lottie Spurlock Telephone: 571-252-1210
Motion by Ms. Reaser to approve the Consent Agenda Seconded by Mr. Serotkin
Motion Passes 9-0
5.09 Finance and Facilities Committee: Policy 4160, Capital Improvement Program (CIP) Unspent Funds
Recommended Action
That the Loudoun County School Board approve and accept the recommended revisions to Policy 4160, Capital Improvement Program Unspent Funds, as reviewed by both the Finance and Facilities Committee and the School Board.
Summary:
The Finance and Facilities Committee discussed proposed revisions to School Board Policy 4160, Capital Improvement Program Unspent Funds, on October 20, 2020. At the November 17, 2020, meeting, the Committee voted (3-0) to recommend revisions to Policy 4160, Capital Improvement Program Unspent Funds, to the full School Board for consideration.
The School Board reviewed the proposed policy revisions on December 1, 2020 and asked that the policy be placed on the December 15, 2020, consent agenda for action.
Staff Reference: Beverly I. Tate Telephone: 571-252-1050
Staff Reference: Kevin L. Lewis Telephone: 571-252-1385
Motion by Ms. Reaser to approve the Consent Agenda Seconded by Mr. Serotkin
Motion Passes 9-0
File Attachments
DRAFT_Policy_4160_Revision_10132020Redline.pdf (12 KB)
DRAFT_Policy_4160_Revision_10132020Clean.pdf (12 KB)
Loudoun County Public Schools 4th Tuesday School Board Meeting (Virtual Meeting) December 15, 2020 (Reconvened on December 17, 2020) 9
5.10 Finance and Facilities Committee: Sanitary Sewer Use Agreement for Lucketts ES
Recommended Action
That the Loudoun County School Board approve the Sanitary Sewer Use Agreement for Lucketts ES as shown on the attachments and authorizes the Chair of the School Board to sign the final documents upon presentation.
SUMMARY:
Loudoun County Public Schools (LCPS) is currently under construction of a new wastewater treatment facility to replace the existing facility. The construction funding for the wastewater treatment facility was allocated by LCSB in FY2021, and the facility is being replaced to comply with our Virginia Pollution Discharge Elimination Permit (VPDES) VA0021750 by the Commonwealth of Virginia Department of Environmental Quality (DEQ).
The existing facility serves Lucketts ES, the Lucketts Community Center, the Lucketts Volunteer Fire & Rescue Station. The proposed facility will serve the Lucketts ES, the Lucketts Community Center, and the new Lucketts Fire & Rescue Station. This Sanitary Sewer Use Agreement was done to memorialize the uses, discharges, and inspections for and from each site to keep LCPS in compliance with our VPDES permit. It was approved at the Loudoun County Board of Supervisors at their October 6, 2020, meeting, and signed by the County on October 30, 2020.
Staff review of the Sanitary Sewer Use Agreement for the Lucketts ES property shows no adverse impact to the property and ensures LCPS compliance for sanitary sewer discharges with DEQ.
On December 8, 2020, the Finance and Facilities Committee voted (3-0) to bring forward to the School Board as a Consent Item on December 15, 2020. The recommendation for action will be as follows: That the Loudoun County School Board approve the Sanitary Sewer Use Agreement for Lucketts ES as shown on the attachments and authorizes the Chair of the School Board to sign the final documents upon presentation.
Staff Reference: Chris Charron Telephone: 571-252-1161
Staff Reference: Kevin Lewis Telephone: 571-252-1385
Motion by Ms. Reaser to approve the Consent Agenda Seconded by Mr. Serotkin
Motion Passes 9-0
File Attachments
1. Sewer Agreement v2 (FINAL) 101620.pdf (69 KB)
2. Exhibit A - Lucketts Offsite Users Exhibit 8-3-2020R.pdf (532 KB)
5.11 Finance and Facilities Committee: Deed of Easement between the Loudoun County School Board and Virginia Electric and Power Company (DEV) on the Waterford ES Property
Loudoun County Public Schools 4th Tuesday School Board Meeting (Virtual Meeting) December 15, 2020 (Reconvened on December 17, 2020) 10
Recommended Action
That the Loudoun County School Board approve the Deed of Easement between the Loudoun County School Board and Virginia Electric and Power Company (DEV) on the Waterford ES property as shown on the attachments and authorizes the Chair of the School Board to sign the final documents upon presentation.
SUMMARY:
Pike Engineering, a Consultant to Dominion Energy Virginia (Dominion) has contacted the Division of Construction Services regarding the need for an easement at the Waterford Elementary School site. The proposed work is part of Dominion’s Strategic Underground Program. This program is an initiative by Dominion to shorten power restoration times following major storm events by undergrounding existing overhead tap lines that are most prone to outages. The program is voluntary and does not utilize eminent domain to acquire needed easements. Dominion is requesting a 15 ft. wide easement at the existing pole line on the west edge of the Waterford Elementary School property. The purpose of this easement is to supply an underground power connection to the neighboring property on the west side of the site from an existing Dominion pole on the school property.
Staff review of the attached easement agreement and associated plat indicate there were no substantial impacts to the school property by granting this easement.
On December 8, 2020, the Finance and Facilities Committee voted (3-0) to bring forward to the School Board as a Consent Item on December 15, 2020. The recommendation for action will be as follows: That the Loudoun County School Board approve the Deed of Easement between the Loudoun County School Board and Virginia Electric and Power Company (DEV) on the Waterford ES property as shown on the attachments and authorizes the Chair of the School Board to sign the final documents upon presentation.
Staff Reference: Chris Charron Telephone: 571-252-1161
Staff Reference: Kevin Lewis Telephone: 571-252-1385
Motion by Ms. Reaser to approve the Consent Agenda Seconded by Mr. Serotkin
Motion Passes 9-0
File Attachments
1. Deed of Easement.pdf (171 KB)
5.12 Finance and Facilities Committee: Deed of Easement between the Loudoun County School Board and Virginia Electric and Power Company (DEV) on the Park View HS Property
Recommended Action
That the Loudoun County School Board approve the Deed of Easement between the Loudoun County School Board and Virginia Electric and Power Company (DEV) on the Park View HS property as shown on the attachments and authorizes the Chair of the School Board to sign the final documents upon presentation. Loudoun County Public Schools 4th Tuesday School Board Meeting (Virtual Meeting) December 15, 2020 (Reconvened on December 17, 2020) 11
SUMMARY:
On September 27, 2019, an application was completed and submitted by LCPS to Dominion Energy to be the recipient of Electronic Vehicles (EV). Loudoun County Public Schools (LCPS) was not one of the original awardees.
On Monday, June 22, 2020, LCPS was notified that two EV buses were available to purchase as part of Dominion Energy’s Electric Bus program. The average cost for fuel and maintenance of a diesel school bus in Loudoun County is $12,192 per year as compared to $4,877 for an EV bus, representing substantial savings. The densely populated areas of Loudoun County are ideal for Vehicle-to-Grid (VG2) technology and EVs with regenerative brakes. The use of electric school buses will allow LCPS to supplement our current sustainability efforts and could be used to enhance student education.
On June 29, 2020, the Loudoun County School Board (LCSB) approved the purchase of the buses. Now, DEV has completed the design of the necessary transformer and 8 charging stations for the buses at Park View HS. It is required to provide DEV an easement to run power to the transformer and charging stations as shown on the attached exhibit. The charging stations are needed pursuant to the agreement approved by LCSB to purchase the buses and is needed to both charge the buses and for DEV to store energy for them.
Staff has reviewed the deed, plat and exhibit and the easement will provide DEV with the ability to install the transformer needed for the charging stations with minimal impact to Park View HS property.
On December 8, 2020, the Finance and Facilities Committee voted (3-0) to bring forward to the School Board as a Consent Item on December 15, 2020. The recommendation for action will be as follows: That the Loudoun County School Board approve the Deed of Easement between the Loudoun County School Board and Virginia Electric and Power Company (DEV) on the Park View HS property as shown on the attachments and authorizes the Chair of the School Board to sign the final documents upon presentation.
Staff Reference: Kenneth (Scott) Davies Telephone: 571-252-1700
Staff Reference: Kevin Lewis Telephone: 571-252-1385
Motion by Ms. Reaser to approve the Consent Agenda Seconded by Mr. Serotkin
Motion Passes 9-0
File Attachments
1. DEV Deed.pdf (287 KB)
2. DEV Plat.pdf (151 KB)
3. DEV Exhibit.pdf (1,299 KB)
5.13 Finance and Facilities Committee: Contract Award – Design Services for MS-14
Recommended Action
That the Loudoun County School Board approve the Contract Award for Architectural/Engineering Design Services for Middle School #14 (MS-14) in the amount of Four Million Five Hundred Thousand dollars Loudoun County Public Schools 4th Tuesday School Board Meeting (Virtual Meeting) December 15, 2020 (Reconvened on December 17, 2020) 12
($4,500,000) to Stantec Architecture, Inc., and authorizes the Chair of the School Board to sign the final contract documents upon presentation.
SUMMARY:
During the August 4, 2020, Finance & Facilities Committee meeting, the LCPS Design Standards and Requirements for MS-14 were presented to the Committee as an Information item.
On September 4, 2020, a Request for Proposals (RFP) was issued soliciting qualifications packages from interested design firms seeking to provide Architectural/Engineering Design Services for MS-14.
On October 6, 2020, proposal packages were received from 16 firms. The Proposal Analysis Group, made up of LCPS staff from Construction Services, Procurement & Risk Management, and Instruction Services, reviewed and individually scored all 16 submissions. On October 16 and October 20, 2020, the Proposal Analysis Group met virtually and determined that two firms differentiated themselves from the others and should continue to the interview process. On November 4, 2020, virtual interviews were held with the two firms and the Proposal Analysis Group agreed that Stantec Architecture should be selected to negotiate a fee with LCPS for design services for MS-14.
On December 8, 2020, the Finance and Facilities Committee voted (3-0) to bring forward to the School Board as a Consent Item on December 15, 2020. The recommendation for action will be as follows: That the Loudoun County School Board approve the Contract Award for Architectural/Engineering Design Services for Middle School #14 (MS-14) in the amount of Four Million Five Hundred Thousand dollars ($4,500,000) to Stantec Architecture, Inc., and authorizes the Chair of the School Board to sign the final contract documents upon presentation.
Staff Reference: Chris Charron Telephone: 571-252-1161
Staff Reference: Kevin Lewis Telephone: 571-252-1385
Motion by Ms. Reaser to approve the Consent Agenda Seconded by Mr. Serotkin
Motion Passes 9-0
5.14 Finance and Facilities Committee: Contract Award – CMaR GMP Part 2 (GMP4) Construction of Briar Woods and Heritage HS Entrance Modifications
Recommended Action
That the Loudoun County School Board approve the Contract Award for CMaR GMP Part 2 (GMP4) Construction of Briar Woods and Heritage HS Entrance Modifications to Gilbane Building Company, in the amount of Ten Million Seven Hundred Fifteen Thousand Nine Hundred Fifty-Seven dollars ($10,715,957) and authorizes the Chair of the School Board to sign the final documents upon presentation.
SUMMARY:
At the June 26, 2018, School Board meeting, the School Board authorized staff to utilize the CMaR project delivery method for the School Security Vestibules and Division Security Improvements. In accordance with School Board Policy §6-43 and the Virginia Public Procurement Act, the Division of Construction Services solicited qualifications of contractors for CMaR services. Loudoun County Public Schools 4th Tuesday School Board Meeting (Virtual Meeting) December 15, 2020 (Reconvened on December 17, 2020) 13
At the January 28, 2020, School Board meeting, the School Board approved the Pre-Construction Services Contract with Gilbane Building Company. As part of the Pre-Construction Services, Gilbane has been working with LCPS staff to plan the renovation of the Tuscarora HS Entrance, Main Office, and Media Center this summer and 8 other high schools in the future.
At the March 31, 2020, School Board meeting, the School Board approved the award of the contract (GMP 1) for Equipment Early Release Package for Tuscarora HS Entry modifications. This Early Release Package afforded Gilbane Building Company to procure Equipment and Materials needed for Tuscarora High School and doors, frames, and hardware for 8 other high schools.
At the April 28, 2020, School Board meeting, the School Board approved the contract (GMP 2) for the Kiosks at 9 High Schools.
At the April 28, 2020, School Board meeting, the School Board approved the contract (GMP 3) for Entry Office Modifications to Tuscarora High School.
The Guaranteed Maximum Price (GMP) contract scope of work for this project includes alterations at both Briar Woods High School and Heritage High School during the summer break of 2021. The scope includes alterations to the main entrance foot traffic flow to require persons seeking entry to the building to check-in at the Main Office prior to being allowed access to the remainder of the school building, and includes any combination of, but are not limited to, the following: interior storefront relocation/installation/ modifications; interior door relocations/ additions/ modifications, including hardware; main office reconfiguration/renovation/ relocation; media Center (Library) reconfiguration/ renovation/ relocation; service/transaction window installation; structural modifications; atrium modifications; millwork modifications; relocation of Art installations, murals, and other similar works; repair/replacement of associated flooring, ceilings, and wall finishes; signage modifications; associated mechanical, electrical, plumbing, fire sprinkler, fire alarm, security system, or other low voltage system modifications and additions and associated building code modifications.
The work will provide the current standard of security access and visitor access control at the main entrance vestibules.
On December 8, 2020, the Finance and Facilities Committee voted (3-0) to bring forward to the School Board as an Action Item on the Consent Agenda on December 15, 2020. The recommendation for action will be as follows:
That the Loudoun County School Board approve the Contract Award for CMaR GMP Part 2 (GMP4) Construction of Briar Woods and Heritage HS Entrance Modifications to Gilbane Building Company, in the amount of Ten Million Seven Hundred Fifteen Thousand Nine Hundred Fifty-Seven dollars ($10,715,957) and authorizes the Chair of the School Board to sign the final documents upon presentation.
Staff Reference: Chris Charron Telephone: 571-252-1161
Staff Reference: Kevin Lewis Telephone: 571-252-1385
Motion by Ms. Reaser to approve the Consent Agenda Seconded by Mr. Serotkin
Motion Passes 9-0
Loudoun County Public Schools 4th Tuesday School Board Meeting (Virtual Meeting) December 15, 2020 (Reconvened on December 17, 2020) 14
File Attachments
1. FINAL GMP 4 BWH and HTH 11.20.2020.pdf (14,638 KB)
5.15 Finance and Facilities Committee: RFP #R21261, Automotive and Special Vehicle Parts
Recommended Action
That the Loudoun County School Board approve the award of RFP #R21261, Automotive and Special Vehicle Parts, with the attached awardees from January 1, 2021, through December 31, 2021.
SUMMARY:
On July 29, 2020, the Procurement and Risk Management Office issued a Request for Proposal (RFP) to establish a multiple term contract through competitive negotiations with qualified sources to provide automotive and special vehicle parts support to the Loudoun County Central Vehicle Maintenance Operations. Seventeen offers were received. The award is based on which proposals were determined to offer the best value and are in the best interest of Loudoun County Public Schools. No award was issued for: Blue Bird, Mack Truck, Thomas Bus, Detroit Engine, Mack Engine, and Aftermarket Automotive. The period of this contract is from January 1, 2021, through December 31, 2021, with the option to renew for four additional one-year terms.
The estimated value of this contract may exceed $250,000.
The Finance and Facilities Committee of the School Board met on Tuesday, December 8, 2020, to review and discuss this item. The Committee voted 3-0 to bring this forward to the School Board as a Consent Item on December 15, 2020.
Staff Reference: Mark Maggitti Telephone: 571-252-1711
Staff Reference: Kenneth (Scott) Davies Telephone: 571-252-1700
Staff Reference: Andrea Philyaw Telephone: 571-252-1427
Staff Reference: Kevin Lewis Telephone: 571-252-1385
Motion by Ms. Reaser to approve the Consent Agenda Seconded by Mr. Serotkin
Motion Passes 9-0
File Attachments
R21261 Awarded Vendors.pdf (168 KB)
Loudoun County Public Schools 4th Tuesday School Board Meeting (Virtual Meeting) December 15, 2020 (Reconvened on December 17, 2020) 15
5.16 Finance and Facilities Committee: IFB #I21317, Computer Supplies and Equipment
Recommended Action
That the Loudoun County School Board approve the award of IFB #I21317, Computer Supplies and Equipment, with B&H Photo-Video of New York, NY; Daly Computers, Inc. of Clarksburg, MD; and Howard Technology Solutions of Birmingham, AL, from January 1, 2021, through December 31, 2021.
SUMMARY:
In order to provide miscellaneous computer supplies for the school system, the Procurement and Risk Management Office issued an Invitation for Bid (IFB) on October 22, 2020. Three responses were received. The solicitation allowed for multiple awards. Staff is recommending award to the low bidder on the specified item or an acceptable substitute. Items #1 and #24 were tie bids and decided by lot. No Bids were received for items #13 through #21, #26 through #30 and #32 through #40. The period of this contract is from January 1, 2021, through December 31, 2021, with the option to renew for four additional one-year terms.
The estimated value of this contract may exceed $250,000. The funds for these items are included in the Department of Digital Innovation appropriated budget and school allotments.
The Finance and Facilities Committee of the School Board met on Tuesday, December 8, 2020, to review and discuss this item. The Committee voted 3-0 to bring this forward to the School Board as a Consent Item on December 15, 2020.
Staff Reference: Justin Donovan Telephone: 571-252-2100
Staff Reference: Andrea Philyaw Telephone: 571-252-1427
Staff Reference: Vince Scheivert Telephone: 571-252-1850
Motion by Ms. Reaser to approve the Consent Agenda Seconded by Mr. Serotkin
Motion Passes 9-0
File Attachments
IFB I21317 Computer Supplies Bid Award.pdf (147 KB)
5.17 Pupil Services: Kindergarten Non-Enrollment for the 2020-2021 School Year
Recommended Action
That the Loudoun County School Board acknowledges notification from the parents of these students of their intent to delay kindergarten enrollment for their children.
SUMMARY:
State law requires parents who do not wish to enroll their children in school at the age of five years old to notify the appropriate School Board. Such notification from parents has been received in the Department Loudoun County Public Schools 4th Tuesday School Board Meeting (Virtual Meeting) December 15, 2020 (Reconvened on December 17, 2020) 16
of Pupil Services and should be noted among the School Board minutes of this meeting. Twice per school year (December and May), staff provides the School Board notification of families who submit declarations of exemption under §22.1-254 (H), on behalf of their children and in accordance with School Board Policy. At the close of school year 2019-20, a total of 74 kindergarten non-enrollment notifications were received. To date, LCPS has received 109 Kindergarten Non-Enrollment declarations as represented in the attached document.
Staff Reference: Dr. Asia R. Jones Telephone: 571-252-1022
Motion by Ms. Reaser to approve the Consent Agenda Seconded by Mr. Serotkin
Motion Passes 9-0
File Attachments
Action Item 121520.pdf (27 KB)
5.18 Student Support and Services Committee: Revision of Policy 5310, Special Education
Recommended Action
That the Loudoun County School Board approve to leave Policy 5310, Special Education, as written without changes.
SUMMARY:
The Student Support and Services (SSS) Committee of the School Board met virtually on Thursday, November 19, 2020 to review and discuss the revision of Policy 5310, Special Education.
The SSS Committee voted 3-0 to leave Policy 5310 as it is currently written (Policy 5310 SSS Committee Recommendation) and to send the policy without changes forward to the full School Board as an Information Item.
The draft policy was presented as an Information Item at the December 1, 2020 meeting of the School Board. After review and discussion, the School Board requested to return version, Policy 5310 SSS Committee Recommendation, as a consent agenda item for the December 15, 2020 meeting.
Staff Reference: Dr. Asia R. Jones Telephone: 571-252-1022
Motion by Ms. Reaser to approve the Consent Agenda Seconded by Mr. Serotkin
Motion Passes 9-0
File Attachments
Policy 5310 SSS Committee Recommendation.pdf (69 KB)
Loudoun County Public Schools 4th Tuesday School Board Meeting (Virtual Meeting) December 15, 2020 (Reconvened on December 17, 2020) 17
5.19 Pupil Services: New Student Health Advisory Board (SHAB) Members
Recommended Action
That the Loudoun County School Board appoint the individuals documented on the attached list to the School Health Advisory Board.
SUMMARY:
On November 10, 2020, the School Board approved revised Policy 2320 School Health Advisory Board, establishing a School Health Advisory Board (SHAB). Per policy, the School Board may establish a SHAB of not more than twenty members. The Supervisor for Student Health Services shall be the Chair and provide leadership for the facilitation of SHAB meetings and the development of an annual report to the Board.
The recommended members include a parent, a student, health professionals, educators, community and division leadership. The SHAB shall assist with the development and review of health policy in the school division and the evaluation of the status of school health, health education, the school environment, and health services.
Staff Reference: Dr. Asia R. Jones Telephone: 571-252-1022
Motion by Ms. Reaser to approve the Consent Agenda Seconded by Mr. Serotkin
Motion Passes 9-0
File Attachments
Recommended School Health Advisory Board Membership 12-15-20.pdf (91 KB)
6. Superintendent's Report - This item was addressed at the December 15, 2020 School Board Meeting.
7. Student School Board Representatives' Comments - This item was addressed at the December 15, 2020 School Board Meeting. 7.01 Student School Board Representatives
Student School Board Representatives 2020-2021
Meeting Dates Student Name School Election District August 11 & September 8, Savannah Strope Park View High School Sterling 2020 John McLeese John Champe High School Dulles Jackson Chinn Loudoun County High School Leesburg September 22 & October 13, Avery Klein Riverside High School Ashburn 2020 Jordan Janson Loudoun Valley High School Blue Ridge October 27 & November 10, Kolbee Wisniewski Woodgrove High School Blue Ridge 2020 Jaelynn Carter Potomac Falls High School Algonkian Loudoun County Public Schools 4th Tuesday School Board Meeting (Virtual Meeting) December 15, 2020 (Reconvened on December 17, 2020) 18
Franklin Guerrero Rock Ridge High School Dulles December 1 & 15, 2020 Kiara Barrientos Heritage High School Catoctin Neeharika Yallayi Freedom High School Dulles January 12 & 26, 2021 Eleni Molina Dominion High School Sterling Ava Bishop Briar Woods High School Blue Ridge February 9 & 23, 2021 Raashid Husain Lightridge High School Blue Ridge John Pearsall Tuscarora High School Leesburg March 9 & 23, 2021 Adit Pareek Thomas Jefferson High School Tarynn Marlin Douglass School Leesburg April 13 & 27, 2021 Pranesh Ambokar Stone Bridge High School Ashburn Fiona Cheng Broad Run High School Ashburn May 11 & 25, 2021 Ainsley Hathaway Independence High School Blue Ridge
8. Action Items - These items were addressed at the December 15, 2020 School Board Meeting. 8.01 Division Counsel: Designation of Acting/Interim Superintendent and Ratification of Employment Contract
Recommended Action
That the Loudoun County School Board recommend designation of acting/interim Superintendent and ratification of employment contract.
SUMMARY:
State Board of Education regulation requires the designation of an acting/interim superintendent when there is a vacancy in the superintendent position until a new superintendent is appointed and assumes office.
Potential Motions:
1. Motion:
a. Motion to Suspend the Rules to consider and vote on the designation of an acting/interim superintendent as an Action Item. b. Main Motion
I MOVE AS FOLLOWS:
WHEREAS, the Superintendent has submitted his resignation effective for January 6, 2021, thus creating a vacancy in the Superintendent position; and
WHEREAS, State Board of Education Regulation 8VAC20-390-30 requires an acting/interim superintendent be designated by the School Board until a new superintendent is appointed and assumes office;
I THEREFORE MOVE that Scott Ziegler be designated as the acting/interim superintendent and that the Interim Superintendent Agreement between the School Board and the designee be hereby ratified as attached hereto.
Staff Reference: Stephen DeVita, Esquire Telephone: 571-252-1000
Loudoun County Public Schools 4th Tuesday School Board Meeting (Virtual Meeting) December 15, 2020 (Reconvened on December 17, 2020) 19
Motion by Ms. Sheridan to Suspend the Rules Seconded by Ms. Reaser
Motion Passes 9-0
Motion by Ms. Reaser a. WHEREAS, the Superintendent has submitted his resignation effective for January 6, 2021, thus creating a vacancy in the Superintendent position; and
b. WHEREAS, State Board of Education Regulation 8VAC20-390-30 requires an acting/interim superintendent be designated by the School Board until a new superintendent is appointed and assumes office;
c. I THEREFORE MOVE that Dr. Ziegler be designated as the acting/interim superintendent and that the Interim Superintendent Agreement between the School Board and the designee be hereby ratified as attached hereto. Seconded by Ms. Sheridan
Motion Passes 9-0
File Attachments
INTERIM SUPERINTENDENT AGREEMENT FINAL SIGNED 12.13.2020-1.pdf (218 KB)
8.02 Legislative and Policy Committee: Adoption of New Policy 1035, School Board Norms, Protocols and Violations
Recommended Action
That the Loudoun County School Board adopt staff proposed Policy 1035, as amended by the Committee.
SUMMARY:
The Legislative and Policy Committee of the School Board met virtually on Tuesday, November 17, 2020 to review and discuss the adoption of staff proposed Policy 1035, School Board Norms, Protocols and Violations.
The Committee voted 3-0 to recommend adoption of staff proposed Policy 1035, as amended by the Committee, to the full School Board for consideration as an Information Item.
The item was an Information Item at the December 1, 2020 School Board meeting.
Staff Reference: Nyah Hamlett, Ed.D. Telephone: 571-252-1030
Motion by Ms. Reaser to refer this item back to the Legislative & Policy Committee. Seconded by Mr. Morse
Motion Passes 9-0
File Attachments
New Policy 1035.pdf (93 KB) Loudoun County Public Schools 4th Tuesday School Board Meeting (Virtual Meeting) December 15, 2020 (Reconvened on December 17, 2020) 20
Reaser's Alternative Paragraph C Amendment.pdf (50 KB)
8.03 Student Support & Services Committee: Proposed Changes to Policy 6210, Student Transportation
Recommended Action
That the Loudoun County School Board approve and accept the recommended revisions to Policy 6210, Student Transportation. and approve the institution of an Opt-In system for bus transportation.
SUMMARY:
On February 27, 2020, September 17, 2020, and October 15, 2020, the Student Support & Services Committee discussed proposed revisions to School Board Policy 6210, Student Transportation.
The proposed policy changes include: 1) reducing walk zones for elementary students from 1.0 miles to 0.8 miles measured from the front door of the school, 2) reducing the maximum distance from a residence to a bus stop for elementary students from 1.0 miles to 0.8 miles, 3) limiting scheduled routes to no more than one (1) hour in duration except for certain special education runs both within and without Loudoun County and destinations outside of Loudoun County (such as to Thomas Jefferson High School for Science and Technology), 4) limiting seating on secondary school routes to not exceed two (2) students per seat, and 5) requiring committee approval for changes to walk zones.
On November 19, 2020, the Committee voted (2-0-1, Ms. Barts absent for the vote) to recommend revisions to Policy 6210, Student Transportation, to the full School Board for consideration and to also recommend, in conjunction with the policy changes, the institution of an Opt-In system for bus transportation.
This was an information item at the December 1, 2020, School Board Meeting. A Board Member requested a breakdown of affected Ashburn students. A breakdown for all students by school for each of the proposed policy changes is attached. Also attached is the communications plan and timeline along with a draft flyer, which would be translated into multiple languages, for implementation of an Opt-In process for transportation.
Staff Reference: Kenneth (Scott) Davies Telephone: 571-252-1700
Staff Reference: Kevin L. Lewis Telephone: 571-252-1385
Motion by Mr. Serotkin that the Loudoun County School Board approve and accept the recommended revisions to Policy 6210, Student Transportation, and approve the institution of an Opt-In system for bus transportation. Seconded by Mr. Beatty
Discussion
Motion Fails 7-2 with Ms. Barts, Ms. Corbo, Ms. King, Mr. Mahedavi, Mr. Morse, Ms. Reaser and Ms. Sheridan opposed.
File Attachments
Policy 6210 - Student Transportation_Proposed Changes-IS-11-16-20.pdf (127 KB)
November 2020 Fleet Management Update SSS Committee.pdf (223 KB) Loudoun County Public Schools 4th Tuesday School Board Meeting (Virtual Meeting) December 15, 2020 (Reconvened on December 17, 2020) 21
LCPS Transportation Opt-In Program Timeline.pdf (55 KB)
DRAFT BusOptIn_Flyer.pdf (323 KB)
Students Affected by Changes to Policy 6210 - Student Transportation.pdf (437 KB)
8.04 FY 2022 – FY 2027 Capital Improvement Program and Capital Asset Preservation Program Budgets
Recommended Action
That the Loudoun County School Board adopt the Superintendent’s Recommended FY 2022 through FY 2027 Capital Improvement Program and Capital Asset Preservation Program, as presented on November 10, 2020, and submit the same to the Loudoun County Board of Supervisors for their action. OR That the Loudoun County School Board adopt a FY 2022 through FY 2027 Capital Improvement Program and Capital Asset Preservation Program, as amended, and submit the same to the Loudoun County Board of Supervisors for their action.
SUMMARY:
The Superintendent’s Recommended Fiscal Year (FY) 2022 through FY 2027 Capital Improvement Program (CIP) and Capital Asset Preservation Program (CAPP) budgets were presented to the School Board for consideration on November 10, 2020.
Two hearings for the public to comment on the recommended capital budgets were held on November 16, 2020 and November 30, 2020; the hearings preceded School Board work sessions to discuss the proposed CIP and CAPP budgets.
The CIP and CAPP represent a comprehensive assessment of Loudoun County Public Schools projected capital needs for the next six fiscal years. The document also provides an extended thirty-year forecast of capital project funding needs, from FY 2028 to FY 2051, to include the construction of new schools and a comprehensive renovation plan for school facilities.
Staff Reference: Beverly I. Tate Telephone: 571-252-1050
Staff Reference: Edward (Don) Treanor Telephone: 571-252-2960
Staff Reference: Kevin L. Lewis Telephone: 571-252-1385
Motion by Ms. Reaser that the Loudoun County School Board adopt a FY 2022 through FY 2027 Capital Improvement Program and Capital Asset Preservation Program, as amended, and submit the same to the Loudoun County Board of Supervisors for their action. Seconded by Mr. Mahedavi
Motion Passes 8-1 with Mr. Serotkin opposed.
File Attachments
Superintendents_FY22_CIP_CAPP_Budgets_11102020post.pdf (8,546 KB)
FY2022_CIP_CAPP_Presentation_to_School Board_11102020.pdf (500 KB) Loudoun County Public Schools 4th Tuesday School Board Meeting (Virtual Meeting) December 15, 2020 (Reconvened on December 17, 2020) 22
FY2022_CIP_CAPP_Presentation_11162020 .pdf (1,267 KB)
RESPONSES_November16WorkSessionQuestions_11202020.pdf (254 KB)
11-19-20 Letter to Megan Bourke re MS-14.pdf (165 KB)
November 2020 Fleet Management Update SSS Committee.pdf (223 KB)
RevisedCIP_R&APriorityList_11202020SB.pdf (46 KB)
FY2022_CIP_CAPP_Presentation_11302020.pdf (318 KB)
RESPONSE_November 30 Work Session Questions 12022020.pdf (117 KB)
Proposed FY 2022 CIP Funding Plan Summary Sheets 12152020.pdf (159 KB)
Energy Performance Summary_12152020.pdf (120 KB) RevisedCIP_R&APriorityList_12152020SB r.pdf (69 KB)
8.05 Business and Financial Services: CARES Act Funds Return to Loudoun County
Recommended Action
That the Loudoun County School Board de-appropriate and return $7.5m of County CARES Act funds to Loudoun County should the CARES Act expenditure deadline not be extended beyond December 30, 2020.
SUMMARY:
In September 2020, the Loudoun County Board of Supervisors appropriated $12m of their CARES Act funding to Loudoun County Public Schools (LCPS). LCPS must spend these funds in accordance with CARES Act guidelines and by December 30, 2020. In October 2020, LCPS received additional funding notification totaling $15.9m from the State, with $14.9m having the same expenditure deadline of December 30, 2020.
Since the pandemic began, LCPS implemented a plan to procure the necessary supplies, equipment, and services to support our students and staff. Various updates have been presented to the School Board regarding the funds’ uses, with the most recent update presented on October 27, 2020, that is included in BoardDocs for reference. This presentation included information regarding the potential return of County CARES funding due to our inability to spend the additional funds within the established timeline. Projections have identified usage for some of the County CARES Act funds. Staff recommends $7.5m be returned to Loudoun County contingent on the CARES Act deadline not being extended.
At the time this agenda item was prepared, no federal action has occurred to extend the CARES Act. Should there be action at the federal level to extend the CARES Act deadline, LCPS would not return any CARES funding.
Staff Reference: Sharon Willoughby Telephone: 571-252-1400
Motion by Mr. Mahedavi that the Loudoun County School Board de-appropriate and return $7.5m of County CARES Act funds to Loudoun County should the CARES Act expenditure deadline not be extended beyond December 30, 2020. Seconded by Mr. Morse
Motion Passes 9-0 Loudoun County Public Schools 4th Tuesday School Board Meeting (Virtual Meeting) December 15, 2020 (Reconvened on December 17, 2020) 23
File Attachments
CARES Funding Update Oct27 SB Presentation.pdf (531 KB)
8.06 Dulles Area Elementary School Attendance Zones, Including the Establishment of an Attendance Zone for Hovatter Elementary School
Recommended Action
That the Loudoun County School Board adopt Plan ____, establishing an attendance zone for Hovatter Elementary School including changes as identified by the plan to existing Dulles South area elementary school attendance zones. The attendance zone changes will take effect in fall 2021, with the start of the 2021-2022 academic year.
SUMMARY:
In August 2020, the School Board adopted a meeting calendar to establish attendance zones for both Elaine E. Thompson Elementary School and Hovatter Elementary School, scheduled to open in fall 2021 (2021-2022 academic year). Further, the School Board noted that the current attendance boundaries for Aldie, Arcola, Buffalo Trail, Cardinal Ridge, Creighton's Corner, Goshen Post, Hutchison Farm, Legacy, Liberty, Little River, Madison's Trust, Pinebrook, Rosa Lee Carter, and Sycolin Creek Elementary Schools would be reviewed with the attendance zone process.
Elaine E. Thompson Elementary School will be sited within the Arcola Center development at 24200 Pissarro Drive, in Sterling. Hovatter Elementary School will be co-located on the Lightridge High School site at 41135 Collaboration Drive in Aldie.
On October 28, 2020, the aforementioned elementary school communities were notified that due to construction delays for the Arcola Center development, including road improvements and utilities that will ultimately serve the school, the opening of Elaine E. Thompson is now planned for fall 2022 (2022-2023 school year) - not fall 2021. As such, an attendance zone change process will be initiated next year to establish an attendance boundary for Elaine E. Thompson Elementary School.
The construction of Hovatter Elementary School remains on schedule; the school will open in fall 2021, for the 2021-2022 school year.
The School Board has held a series of public meetings, hearings, and work sessions to facilitate the review and modification of the Dulles area elementary school attendance zones.
After examining community and student demographics, residential development detail, and suggestions and comments provided by members of the public, several attendance zone change proposals for the Dulles area have been reviewed and discussed by the School Board. The proposals have been posted on the Loudoun County Public Schools website, on the ‘Planning Services’ webpage.
At present, there is one plan under active consideration by the School Board:
Plan 2 - October 29, 2020 Plan 2, with supporting rationale, is also posted on the Loudoun County Public Schools website, again on the ‘Planning Services’ page. The plan identifies a proposed attendance zone for Hovatter Elementary School as well as changes to current Dulles South area elementary school zones.
At the December 15, 2020, School Board meeting, the Board will entertain motions for adoption and/or modification to a plan under active consideration by the School Board. Any effort to bring another plan before the Board will require a suspension of the rules and the requisite two-thirds vote of the School Loudoun County Public Schools 4th Tuesday School Board Meeting (Virtual Meeting) December 15, 2020 (Reconvened on December 17, 2020) 24
Board members present in order to do so; however, motions to amend a plan may be entertained when the issue is taken up as an Action Item on December 15 and can be adopted with a simple majority vote.
Staff recommends the School Board establish an attendance zone for Hovatter Elementary School.
Staff Reference: Beverly I. Tate Telephone: 571-252-1050
Staff Reference: Kevin L. Lewis Telephone: 571-252-1385
Motion by Mr. Serotkin that the Loudoun County School Board adopt Plan 2 establishing an attendance zone for Hovatter Elementary School including changes as identified by the plan to existing Dulles South area elementary school attendance zones. The attendance zone changes will take effect in fall 2021, with the start of the 2021-2022 academic year. Seconded by Mr. Morse
Motion by Mr. Serotkin to Amend Plan 2 as described in Plan 2 Amended as posted in BoardDocs. Seconded by Mr. Morse
Discussion
Motion Passes 9-0
Base Motion as Amended Passes 9-0
File Attachments
SchoolBoardPolicy_6530.pdf (182 KB)
Plan2_MapwRationale_11192020.pdf (2,093 KB)
ELEMENTARY_ATTENDANCE_ZONES_2020_wPZs.pdf (1,694 KB)
ETE_HOV_AZ_PlanTrackingChart_10292020.pdf (217 KB)
Blackboard Message to School Communities_10282020.pdf (159 KB)
Plan2_Amended_12072020.pdf (1,979 KB)
9. Information Items - Items 9.01 through 9.03 were addressed at the December 15, 2020 School Board Meeting 9.01 Office of Superintendent: Implementation of Hybrid Model in Stages
SUMMARY:
Staff will provide the School Board with information regarding LCPS plans for implementation of the hybrid instructional model in stages.
Staff Reference: Eric Williams, Ed.D. Staff Telephone: 571-252-1020
File Attachments Loudoun County Public Schools 4th Tuesday School Board Meeting (Virtual Meeting) December 15, 2020 (Reconvened on December 17, 2020) 25
Hybrid Model in Stages School Board Update 121520.pdf (542 KB)
9.02 Department of Instruction: Student Cameras in Google Meets
SUMMARY:
This item is being added to the agenda per the request of School Board member Jeff Morse. Per Mr. Morse, the following draft motion will be discussed:
That the Loudoun County School Board direct staff to notify families that students will be required to have their cameras on during synchronous class and small group breakouts in Google Meet. Parents who do not want their child’s camera on will be provided an opportunity to “opt out” of the requirement.
Staff Reference: Ashley F. Ellis, Ed.D. Staff Telephone: 571-252-1300
9.03 Pupil Services: 2019-2020 Special Education Advisory Committee Annual Report
SUMMARY:
One of the responsibilities of the Special Education Advisory Committee (SEAC) is to advise the local school system of the educational needs of students with disabilities by submitting periodic reports and recommendations regarding the education of students with disabilities to the local school board.
The 2019-2020 Annual Report is being provided as information at this time.
Staff Reference: Asia R. Jones, Ed.D. Telephone: 571-252-1022
File Attachments
2019-2020 SEAC Annual Report_Final.pdf (1,716 KB)
2020-12-01 Annual Report School Board Presentation.pdf (360 KB)
9.04 Division Counsel: Collective Bargaining Update
SUMMARY:
Division Counsel will provide information to the School Board about changes in the law related to collective bargaining. This item is for information only; no action by the School Board is required.
Staff Reference: Stephen DeVita, Esquire Telephone: 571-252-1000
File Attachments
Collective Bargaining 2021 & Beyond 12152020.pdf (655 KB)
Loudoun County Public Schools 4th Tuesday School Board Meeting (Virtual Meeting) December 15, 2020 (Reconvened on December 17, 2020) 26
9.05 Equity Committee: Proposed Policy 1040 Revision Based on Equity Committee Recommendation
SUMMARY:
At its December 3, 2020 meeting the Equity Committee voted 14-0 to refer the misgendering of students to the Loudoun County School Board for policy review by the appropriate School Board Committee, in this case, the Legislative and Policy Committee. Per the request of LCSB Chair and Equity Committee Chair, Brenda Sheridan staff drafted revisions to Policy 1040 (attached).
Unless otherwise directed by the Board, this item will be an Action Item at the January 12, 2021 School Board meeting.
Staff Reference: Nyah Hamlett, Ed.D. Telephone: 571-252-1030
Staff Reference: Lottie Spurlock Telephone: 571-252-1210
Motion by Mr. Serotkin to refer this item to the Legislative & Policy Committee. Seconded by Mr. Morse
Motion Fails 3-4-2 with Ms. Barts, Ms. King, Ms. Reaser and Ms. Sheridan opposed. Mr. Beatty and Ms. Corbo were absent for the vote.
File Attachments
Revision Policy 1040.pdf (63 KB)
9.06 Equity Committee: No Name-Calling Proclamation
SUMMARY:
At its December 3, 2020 meeting the Equity Committee voted 7-4-3 (abstained) to recommend a No Name-Calling Week Proclamation to the Loudoun County School Board. The designated week is January 18-22, 2021 and this proclamation would support the division-wide focus on aspects of becoming a more culturally responsive school system by creating and maintaining a welcoming, inclusive, and affirming learning environment for every LCPS student.
Unless otherwise directed by the Board, this item will be an Action Item at the January 12, 2021 School Board meeting.
Staff Reference: Nyah Hamlett, Ed.D. Telephone: 571-252-1030
Staff Reference: Lottie Spurlock Telephone: 571-252-1210
File Attachments
LCPS No Name-Calling Week Proclamation 12-11.pdf (11 KB)
Loudoun County Public Schools 4th Tuesday School Board Meeting (Virtual Meeting) December 15, 2020 (Reconvened on December 17, 2020) 27
9.07 Business and Financial Services: Health Care Update for FY22
SUMMARY:
Staff will provide an update on the health care program, the self-insurance fund, and premiums for FY22. The School Board will take action on approving recommendations for FY22 when adopting the FY22 budget.
Staff Reference: Sharon Willoughby Telephone: 571-252-1400
File Attachments
Health Care Update for FY22 12.1.20 SB presentation.pdf (706 KB)
9.08 Business and Financial Services: FY22 Budget Development
SUMMARY:
Staff will provide more information regarding the development of the FY22 budget. This item is for information only; no action by the School Board is required.
Staff Reference: Sharon Willoughby Telephone: 571-252-1400
File Attachments
FY22 Budget Development 12.1.20 SB presentation.pdf (779 KB)
9.09 Business and Financial Services: Fiscal Year 2020 Comprehensive Annual Financial Report (CAFR)
SUMMARY:
Loudoun County Public Schools has prepared and published the Fiscal Year 2020 Comprehensive Annual Financial Report (CAFR). These financial reports present the financial position and results of operations as measured by the financial activity of Loudoun County Public Schools’ various funds for the fiscal year ending June 30, 2020. The CAFR was audited by the accounting firm of Cherry Bekaert LLP, who expressed an unmodified opinion on the financial statements. This is the best possible result of an audit.
The CAFR is divided into three sections: introductory, financial, and statistical. The introductory section includes a letter of transmittal, a list of LCPS School Board members, and administration, and the organizational chart. The financial section includes the independent auditors’ report, management’s discussion and analysis (MD&A), basic financial statements, including the accompanying notes, and the required supplementary information. The statistical section contains selected financial, demographic, and operating information as it relates to Loudoun County Public Schools and the County of Loudoun.
The County of Loudoun Compliance Report is also included. The Compliance Report presents the audit results on Internal Control and Compliance on Financial Statements, Compliance for Each Major Federal Program, and Compliance with the Commonwealth of Virginia’s Laws, Regulations, Contracts, and Grants. The CAFR also includes financial reports and disclosures for the Hillsboro Charter Academy (HCA) and the Middleburg Community Charter School (MCCS) as discretely presented component units of Loudoun County Public Schools. The audit firm of Robinson, Farmer, Cox Associates, PLLC Loudoun County Public Schools 4th Tuesday School Board Meeting (Virtual Meeting) December 15, 2020 (Reconvened on December 17, 2020) 28 completed those required audits and agreed-upon procedures based on the contract between the School Board and the charter schools. Robinson, Farmer, Cox Associates, PLLC also conducted the annual audit of each LCPS School Activity Fund (SAF) as required by Virginia Code. This report is provided with this information item as well.
LCPS has received awards for excellence in financial reporting from both the Government Finance Officers Association (GFOA) and the Association of School Business Officials International (ASBO) since 2009, the first year a CAFR was prepared for LCPS. We will submit the 2020 CAFR to each organization’s awards recognition program for review.
All documents are available on the LCPS website.
Summary of attachments:
Loudoun County Public Schools
FY20 CAFR Presentation
CAFR:
• FY20 Annual CAFR - Financial status of LCPS as of and for the fiscal year ending June 30, 2020 • FY20 Governmental Auditing Standards Report - Internal Control Review related to financial reporting. • FY20 Governance Letter – Letter of significant findings. • FY20 Loudoun County Compliance Reports – Compliance Reports related to Internal Controls, Major Federal Programs, and Virginia Laws, Regulations, Contracts, and Grants.
SAF:
• FY20 LCPS School Activity Funds Annual Financial Report - Receipts and Disbursements for Individual Schools and summarized by level and all schools. • FY20 LCPS SAF Governance Letter – Letter of significant findings for SAF
Component Units – Hillsboro Charter Academy & Middleburg Community Charter School
SAF HCA:
• FY20 Hillsboro Charter Academy Financial Report - Financial status as of and for the fiscal year ending June 30, 2020 • FY20 HCA Agreed Upon Procedures – Additional Audit Procedures conducted based on a contract with Component Unit • FY20 HCA Governance Letter - Letter of significant findings for Component Unit
SAF MCCS:
• FY20 Middleburg Community Charter School Financial Report - Financial status as of and for the fiscal year ending June 30, 2020 • FY20 MCCS Agreed Upon Procedures – Additional Audit Procedures conducted based on a contract with Component Unit • FY20 MCCS Governance Letter - Letter of significant findings for Component Unit Loudoun County Public Schools 4th Tuesday School Board Meeting (Virtual Meeting) December 15, 2020 (Reconvened on December 17, 2020) 29
• FY20 MCCS Management Memo – Matters related to opportunities for strengthening internal controls and operating efficiencies
This item is for information only: no action by the School Board is required.
Staff Reference: Susan Casale Telephone: 571-252-1366
Staff Reference: Sharon Willoughby Telephone: 571-252-1400
File Attachments
FY20 LCPS CAFR.pdf (12,805 KB)
FY20 CAFR Presentation.pptx.pdf (1,139 KB)
FY20 LCPS GAS Report.pdf (384 KB)
FY20 LCPS Governance Letter.pdf (403 KB)
FY20 Loudoun County Compliance Reports.pdf (507 KB)
FY20 LCPS SAF Governance Letter.pdf (99 KB)
FY20 LCPS SAF Financial Report.pdf (831 KB)
FY20 HCA Financial Report.pdf (9,150 KB)
FY20 HCA Governance Letter.pdf (182 KB)
FY20 HCA AUP Report.pdf (57 KB)
FY20 MCCS Financial Report.pdf (1,248 KB)
FY20 MCCS Governance Letter.pdf (183 KB)
FY20 MCCS AUP Report.pdf (57 KB)
FY20 MCCS Management Memo.pdf (114 KB)
9.10 Business and Financial Services: Stipends and Additional Leave Information per School Board Request
SUMMARY:
Staff from Business and Financial Services and Human Resources and Talent Development will provide information per School Board members' request on additional leave and stipends.
Staff Reference: Sharon Willoughby Telephone: 571-252-1400
Staff Reference: Dr. Scott Ziegler Telephone: 571-252-1317
Loudoun County Public Schools 4th Tuesday School Board Meeting (Virtual Meeting) December 15, 2020 (Reconvened on December 17, 2020) 30
File Attachments
Additional Leave and Stipends SB Dec 15.pdf (511 KB)
9.11 Finance and Facilities Committee: Policy 6310, Facilities Use, Review
SUMMARY:
School Board Policy and Regulation 6310 provides governance of the limited use of Loudoun County Public Schools’ facilities and grounds by non-LCPS organizations, when not being used for instructional purposes, extra-curricular activities, non-curricular student club and/or athletic events. Due to the Policy and Regulation’s specificity, for “limited use” as well as the prioritization of use and fee rate structure outlined within Regulation, long-term allocation of dedicated office space would not be permitted. School Board Policy and Regulation 6310 was originally drafted and adopted with the intent to provide guidance for the limited use of LCPS facilities on an event or activity basis and not considered guidance for long-term continuous use or allocation to another organization.
On October 6, 2020, the Finance and Facilities Committee discussed revisions to Policy 6310 regarding unneeded space for “LCPS-Related Historical Organizations” during a review of Item 4.04 Support Services: Douglass High School Renovation Update / Policy 6310 Review.
Division Counsel was consulted on revised policy language. Mr. DeVita attended the October 20, 2020, meeting and provided guidance for the Committee’s consideration. At the October 20, 2020, meeting, the Finance and Facilities Committee further discussed revisions to Policy 6310 during a review of Item 3.06 Support Services: Douglass High School Renovation Update / Policy 6310 Review. During that discussion, staff was directed to bring this item back as an Action Item. On December 8, 2020, the Finance and Facilities Committee voted (3-0) to approve and recommend Policy 6310 to the School Board as an Information Item on December 15, 2020. The recommendation for action will be that the Loudoun County School Board adopt revisions to Policy 6310 as presented.
Staff Reference: Kevin Lewis Telephone: 571-252-1385
File Attachments
Proposed Revisions to Policy 6310 11-12-20.pdf (324 KB)
9.12 Western Loudoun Aquatic Center
SUMMARY:
During the discussion of the CIP, Mr. Serotkin identified the need for swim lane availability in the western part of the county and requested the School Board’s consideration of cooperating with the County of Loudoun to accelerate the Aquatic Center portion of the future Western Loudoun Recreation Center by co-locating it on an LCPS high school site. At the December 1, 2020, CIP work session, the School Board discussed the item and board members expressed interest in having further discussions with the Board of Supervisors (BOS) regarding this project, but did not take formal action to refer to the Joint Committee of the Loudoun County School Board (LCSB) and Loudoun County Board of Supervisors. At the December 7, 2020, meeting of the Joint Committee, the Committee discussed the proposal to accelerate the Western Loudoun Aquatic Center and that this was an area outside of the scope of the Committee’s authority. In order for the Committee to be allowed to consider the cooperation of both boards on this project, a formal letter or motion from the School Board supporting the project as well as any additional Loudoun County Public Schools 4th Tuesday School Board Meeting (Virtual Meeting) December 15, 2020 (Reconvened on December 17, 2020) 31 information that can be provided, such as cost estimates, a preferred location, identification of the operating authority, the intended customers and a schedule, were requested.
Unless otherwise directed, this will be an Action Item at the January 12, 2021 School Board meeting with consideration of the following motion:
That the Loudoun County School Board request the Joint Committee of the Loudoun County School Board (LCSB) and Loudoun County Board of Supervisors (BOS) to discuss a proposal to accelerate the Western Loudoun Aquatic Center by co-locating it on an LCPS high school site.
Staff Reference: Kevin L. Lewis Telephone: 571-252-1385
10. Board Members' Comments and Committee Reports (5 minutes each) - Not addressed due to time constraints. 10.01 Board Members' Comments and Committee Reports (5 minutes each)
LOUDOUN COUNTY SCHOOL BOARD 2020 COMMITTEES & LIAISON APPOINTMENTS
School Board Staff Contact Scheduled Meeting STANDING COMMITTEES Members Time* CHARTER SCHOOL Jeff Morse (Chair) Ms. Mitchell (primary) Third Tuesday each COMMITTEE Beth Barts Ms. Finn (secondary) month 4:00-5:00 pm Ian Serotkin Beth Barts (Chair) COMMUNICATIONS AND Mr. Doolittle (primary) Fourth Monday each Denise Corbo OUTREACH COMMITTEE Dr. Hamlett (secondary) month 6:00-7:00 pm Harris Mahedavi Harris Mahedavi CURRICULUM & INSTRUCTION Dr. Ellis (primary) (Chair) Third Wednesday each COMMITTEE Mr. Scheivert John Beatty month 8:00-9:00 am (secondary) Denise Corbo Brenda Sheridan DISCIPLINE COMMITTEE (Chair) Dr. Patterson (primary) Third Wednesday each Harris Mahedavi Dr. Ellis (secondary) month 6:00-7:00 pm Atoosa Reaser FINANCE & FACILITIES Leslee King (Chair) Ms. Willoughby (primary) First and Third Tuesdays COMMITTEE Jeff Morse Mr. Lewis (secondary) 5:00-6:00 p.m. Ian Serotkin HUMAN RESOURCES AND Jeff Morse (Chair) TALENT DEVELOPMENT First Wednesday each Beth Barts Dr. Ziegler COMMITTEE month 6:00-7:00 pm Harris Mahedavi
JOINT COMMITTEE WITH THE Denise Corbo (Chair) First Monday bi-monthly BOARD OF SUPERVISORS Leslee King Dr. Hamlett 3:30-4:30 pm Atoosa Reaser Atoosa Reaser LEGISLATIVE & POLICY (Chair) Third Tuesday each COMMITTEE Dr. Hamlett Denise Corbo month 4:30-5:30 pm
Brenda Sheridan Loudoun County Public Schools 4th Tuesday School Board Meeting (Virtual Meeting) December 15, 2020 (Reconvened on December 17, 2020) 32
STUDENT SUPPORT & Ian Serotkin (Chair) Dr. Jones (primary) Third Thursday each SERVICES COMMITTEE Beth Barts Mr. Lewis (secondary) month 5:00-6:30 pm Leslee King School Board Staff Contact SELECT COMMITTEES Members Brenda Sheridan First Thursday each (Chair) EQUITY COMMITTEE Ms. Spurlock month Leslee King 5:30-7:30 pm Ian Serotkin LIAISONS TO OTHER School Board Staff Contact ORGANIZATIONS & Members COMMITTEES CAREER & TECHNICAL Dr. Smith (primary) Fourth Tuesday each John Beatty EDUCATION FOUNDATION Ms. Howle (secondary) month 8:15-9:30 am GIFTED ADVISORY Ian Serotkin Ms. King (primary) First Thursday each COMMITTEE Harris Mahedavi (alt) Dr. Ellis (secondary) month 7:00-8:30 pm Ms. Mitchell (primary) Third Wednesday each HEAD START POLICY COUNCIL Denise Corbo Ms. Rosario (secondary) month 5:30-7:00 pm Fourth Thursday bi- LOUDOUN EDUCATION Dr. Williams (primary) Jeff Morse monthly FOUNDATION Mr. Slevin (secondary) 8:00-10:00 am MINORITY STUDENT Ms. Spurlock (primary) Brenda Sheridan Third Wednesday each ACHIEVEMENT ADVISORY Dr. Ellis (secondary) John Beatty (alt.) month 7:00-9:00 pm COMMITTEE (MSAAC) Dr. Tyler (secondary) SCHOOL BUSINESS Ms. Howle (primary) Third Thursday each PARTNERSHIP EXECUTIVE Harris Mahedavi Mr. Shaffer (secondary) month 8:00-9:00 am COUNCIL SPECIAL EDUCATION Beth Barts First Wednesday each Dr. Nelson ADVISORY COMMITTEE (SEAC) Leslee King (alt.) month 6:00-7:00 pm TECHNOLOGY STEERING Denise Corbo (Chair) Dr. Ellis (primary) Last Monday each month COMMITTEE John Beatty Mr. Scheivert 4:30-5:30 pm Brenda Sheridan (secondary) VIRGINIA SCHOOL BOARDS Atoosa Reaser Dr. Hamlett N/A ASSOCIATION (VSBA) Brenda Sheridan (alt.) WASHINGTON AREA BOARDS Brenda Sheridan Dr. Hamlett N/A OF EDUCATION (WABE) Atoosa Reaser (alt.)
*Please note meetings may be rescheduled, please confirm meeting date on the LCPS website calendar
File Attachments
SB Select Committee Report_111220.pdf (63 KB)
11. New Business - No new business was introduced.
12. Adjournment December 17, 2020 - 10:18 p.m.
Loudoun County Public Schools 4th Tuesday School Board Meeting (Virtual Meeting) December 15, 2020 (Reconvened on December 17, 2020) 33
______Brenda L. Sheridan, Board Chair
______Shari L. Byrne, Deputy Clerk