NEWTON COUNTY BOARD OF EDUCATION DRAFT MINUTES OF COMBINED WORK SESSION/MONTHLY MEETING

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1 NEWTON COUNTY BOARD OF EDUCATION DRAFT MINUTES OF COMBINED WORK SESSION/MONTHLY MEETING Covington, GA JULY 17, 2012 The combined July work session and regular monthly meeting of the Newton County Board of Education was held on Tuesday, July 17, The meeting was called to order by Board Chair Eddie Johnson and the following Board members were present: Ms. Abigail Coggin, Mr. Almond Turner and Ms. Shakila Henderson- Baker. Board member Jeff Meadors was not in attendance. Dr. Gary Mathews was not in attendance due to recent surgery. At 6:00 p.m., the Board went into Executive Session on a motion by Ms. Coggin and second by Ms. Henderson- Baker, to discuss the appointment, employment and compensation of employees. Ms. Samantha Fuhrey, Deputy Superintendent for Curriculum and Instruction, presided for Dr. Mathews. On a motion by Ms. Henderson-Baker and second by Ms. Coggin, the Board voted 4-0 to return to open session. WELCOME, INVOCATION, AND PLEDGE OF ALLEGIANCE Following the welcome by Mr. Johnson, the invocation and the Pledge of Allegiance were also given by Mr. Johnson. PUBLIC PARTICIPATION There was one request for public participation. Ms. Sharon Lord, addressed the Board with a proposed Rise and Shine School Program. The proposed program would be located at an elementary school, during the school day and would provide academic support to struggling students. AGENDA AND MINUTES Mr. Johnson called for a motion to approve the agenda of the July 2012 meeting as presented. Mr. Turner made a motion for approval, Ms. Coggin seconded, and all voted in favor. Mr. Johnson called for a motion to approve the minutes in the July 2012 meeting as presented. Ms. Coggin made the motion for approval, Ms. Henderson-Baker seconded, and all voted in favor. SUPERINTENDENT S REPORTS Operations Report Dr. Dennis Carpenter, Deputy Superintendent of Operations, presented the Operations Report. The financial report for June 30, 2012, is not available as data entry is continuing on FY 2012 invoices. Standard operating procedure is to close out all open purchase orders prior to closing out the fiscal year. The financial report as of July 31, 2012, will reflect the ending fund balance of FY 12 as the beginning fund balance of FY 13. Newton County School System s May SPLOST III distribution was up $50,814 with $976,322 collected compared to the April collection of $925,508. Total SPLOST III received for the first twenty-nine months is $23,046,715 averaging $860,392 per month. In comparison, SPLOST II averaged $830,490 per month for the sixty months of those collections. The average monthly collection for this last twelve months is $898,043 compared to only $821,497 per month the prior twelve months. Ad Valorem Tax collections have now exceeded projections for the year by $2,978,728.

2 A monthly project meeting for the replacement Newton High School will be held on July 3, McKnight Construction Company, Inc. reported that all building and retaining walls have been completed. All precast panels have been set in place and precast finishing is currently underway. Building slabs are being formed and poured with all slab being completed in the next few weeks. Rough-in plumbing and electrical underground work is near completion and above-head rough-ins will begin in the next few weeks. Light weight and metal roofing continue to be installed. Final grade and irrigation has been installed on all sports field with field turf scheduled to be place in the next 30 days. The overall project is currently on schedule. The next project meeting will be held on July 3, Curriculum/Instruction/Technology Report presented the curriculum and instruction items. Mr. Lee Peck, Executive Director for School Improvement, The elementary teachers worked hard to develop ELA curriculum units that were aligned with the Common Core Georgia Performance Standards (CCGPS). A unit template was developed by the unit writing committee that incorporated Research-Based Instruction Strategies, critical vocabulary and many of the components of the LFS (Learning Focused Schools) acquisition lesson plan. Middle and high school English (grades 6-11) and math (grades 6-9) teachers were involved in three days of SpringBoard professional learning. A group of teachers were also involved in developing curriculum maps that includes a pacing guide for teachers. All new teachers will participate in a one day training session conducted by Dr. Dan Mulligan on effective teaching strategies. This session will be held at the NCCA on July 26, The New Teacher Induction program will be held on July 27, 2012, also at NCCA. This program is designed to inform new teachers about the NCSS and their benefits as employees. All new teachers are required to attend. The 21 st Century Summer Enrichment Camp was held on June 11 June 29, It was a huge success, serving over 200 students in grades K-12. The three week camp was aimed at enhancing academic skills and preparing students to become more proficient in Math and Science by working on STEM (Science, Technology, and Mathematics) projects. On a motion by Ms. Henderson-Baker and a second by Mr. Turner, with all voting in favor, the Superintendent s Reports were approved. OLD BUSINESS There were two items, Item A and Item B, of Old Business. Both items were presented by Dr. Gary Shattuck. After discussion, both items were approved on a motion by Ms. Coggin, with a second by Mr. Turner; with all voting in favor: Requested Board Action Relative to Revisions of Policy IFBG- Use of Computers - of the NCBOE Policy Manual Approval recommended for the revisions of Policy IFBG after being on the table one month for review. Revisions in the Universal Service Administrative Company, the entity that manages the Erate funding program, prompted the revisions in the NCSS policy. The revisions require NCSS to filter all systemowned computing devices both on-campus and off campus; filter all personal-owned mobile devices while they are accessing the Internet through the NCSS data infrastructure; and to provide instruction to NCSS students in internet safety and cyber ethics. Requested Board Action Relative to Construction of Network Operations Center at Newton College and Career Academy Approval recommended for the acceptance of the low bid for the construction of the Network Operations Center at the NCCA to Bon Building Services, who submitted the low bid of $654,148. The work will begin this summer with an anticipated completion date of September Noted: During the discussion of this item, additional information was requested by Board members. Dr. Shattuck asked to vote on both Old Business items later in the meeting so he could provide the requested information to the Board

3 members before their vote. The meeting continued to the New Business items, and the vote for these two Old Business items was taken during the time that Dr. Shattuck presented new business items. NEW BUSINESS The following item, Item A, was presented by Dr. Carpenter and approved on a motion by Mr. Turner, with a second by Ms. Henderson-Baker, and all voting in favor: Requested Board Action Relative to Athletic Field Lighting at Newton High Replacement Site Approval recommended of a change order for the installation of lighting for the practice field and football field for the Newton High replacement project. McKnight Construction Company, Inc., the general contractor, submitted a cost proposal of $539,143 for installation and the funds will be paid from capital project funds. Comparable lighting was provided either during construction or after construction at both Alcovy High and Eastside High. The following items, Item B Item D, was presented by Dr. Carpenter and approved on a motion by Ms. Coggin, with a Requested Board Action Relative to Contract for Membership in Griffin RESA Approval of the recommendation to adopt the Contract for Membership in the Griffin Regional Educational Service Agency. The membership contract is for $168,977.56, which is a total increase of $4, This contract provides basic membership in the sixteen Regional Educational Service Agencies, repair services on equipment in the NCSS, audiology services, orientation and mobility specialist services. The increase cost is due to the increased caseload of Newton County students. Requested Board Action Relative to Awarding Contract for HVAC Services Approval of the recommendation of the annual renewable contract for the HVAC contract services to be awarded to Beam Enterprises, LLC of Newborn, Georgia, for an additional contract period. The contract will provide for heating, ventilating, and air conditioning (HVAC) contractor services. The vendor has performed satisfactorily, met all contractual requirements and has agreed to continue their service under the current terms and conditions of the contract, with no price increase. The estimated annual value of the contract is $370,000. The effective date of the renewal will be July 21, 2012 and the expiration date will be July 20, Requested Board Action Relative to Giving Superintendent Authority to Employ/Transfer Staff to Meet Enrollment Demands During First Month of School Approval of the recommendation that the Superintendent be authorized to employ or transfer staff during the first month of school as enrollment and class size equity within the district demands. Although the State BOE has waived all regular education class size rules for the upcoming school year, the district is committed to maintaining K-12 class sizes as follows: Kindergarten 21; grades 1-3: 25; grades 4-5: 30; grades 6-8: 31; and grades 9-12: 32. In addition to following these class size numbers, accommodations for growth have been made to a limited extent. However, the growth in the county school age population may not always occur within those limits. If class sizes exceed the maximums outlined above, teachers may need to be added. If more teachers are employed than needed at one school, then classes are collapsed and teachers are transferred. Paraprofessionals may need to be added or transferred as those positions are used in determining class sizes for kindergarten and special education. Daily review of the enrollment numbers occurs in order to add or collapse classes early in the school year. Based on those reviews, the Superintendent has historically been granted the authority to employ or transfer staff as needed in order to effect the change prior to the August Board meetings. The FY 2013 budget contains $200,000 in contingency funds to offset any additions to personnel. The costs for salaries and benefits of needed additional personnel will be reported in the mid-term adjustment. The county may receive additional funds from the state to help offset the costs incurred due to increased enrollment. The following items, Item E Item H, was presented by Dr. Carpenter and approved on a motion by Ms. Coggin, with a

4 Requested Board Action Relative Use of Facilities Eastridge Community Church Approval recommended for the use of school facilities at Alcovy High School as requested by Eastridge Community Church. Eastridge is requesting the continued use of the auditorium and commons area of Alcovy High for Sunday mornings from 6:30 a.m. until 12:30 p.m., beginning August 5, A school employee has agreed to continue contracting with the church for services required by Board policy. Requested Board Action Relative to Setting of Millage Rate for FY 2013 Approval recommended of the adoption of the FY 13 millage rate. The millage rate for M & O is less than the rollback rate of The M&O millage rate may not exceed mils by law. Due to the decrease in the digest and the addition of interest payments on our new 2012 bonds, the millage rate for Debt Service must be increased to the rollback rate of 1.9. This increase is necessary in order to meet our debt service obligations (principal and interest payments on bonds originally issued in 1996 and 1997 and interest payments on our new 2012 bonds). Requested Board Action Relative to Class Size Resolution Approval recommended for the submission of a class size resolution to the State DOE, which reflects the instructional program class sizes, the NCSS may utilize during the school year that are above the State BOE requirements. The resolution authorizes the Superintendent to increase the class size maximums to exceed the current requirements by: 1 to 5 students in grades K-12 regular education; 1 to 5 students in English Language Learners (ELL); 1 to 7 students in Gifted; 1 to 5 students in Early Intervention Program (EIP); 1 to 5 students in Remedial Education Program (REP); and 1 to 5 students in the K-12 Physical Ed Program. Requested Board Action Relative to Surplus Items Approval recommended for declaring items as presented as surplus as they are no longer serviceable to the school system. The motion also authorized the appropriate disposal of these items through a salvage company or other proper disposal method. The following items, Item I Item K, were presented by Dr. Sarah West and approved on a motion by Mr. Turner, with a Requested Board Action Relative to Contractual Agreements with Agencies: Wingard Therapy, Providastaff, Ardor Health and Soliant Health Approval recommended for the agreements between the NCSS and the following agencies to provide speech therapy services to students with disabilities in accordance with their IEP s. Speech services are contracted on an hourly basis and fees include all benefits and expenses except mileage. Contracts include: two speech therapists, each, are contracted through Wingard Therapy for $60.00 per hour for 184 days; three speech therapists, each, through Soliant Health at $60.00 per hour for 184 days; three current speech therapists, each, at $62.50 per hour for 184 days and one new speech therapist at $60.00 per hour for 184 days through Providastaff; and are currently interviewing for speech therapy services through Ardor Health. Requested Board Action Relative to Contract for Knovations, Inc. (BrainPOP) Approval recommended for the purchase of the BrainPOP subscription for nineteen Title I schools (elementary and middle) at a total cost of $31,844. BrainPOP is an online program that creates animated, curriculum-based content to support educators and engage students. It can be used at school or home. The program can be accessed using a computer, projector and/or activboard. The subscription will include BrainPOP Jr. (K-2), BrainPOP (grades 3-8) and BrainPOP ESL. Requested Board Action Relative to Contractual Agreements with Physical Therapists, Occupational Therapists, and Speech/Language Pathologists Approval of the recommendation to accept agreements between the NCSS and the following individuals to provide physical therapy, occupational therapy, and interpretation services to students with disabilities in accordance with the Individualized Education Programs (IEPs). The school system is required to provide these services and the services are provided through contractual arrangements with both individuals and agencies. Physical and occupational therapists work eight hour days and are on payroll status with employee benefits. Rates are based on years of experience with the NCSS and level of degree obtained for physical and occupational therapists. The sign language interpreter is contracted on an hourly basis with no benefits included.

5 Physical Therapy: Lynda Reagan $57.50 hour 111 days (3 days/wk and 3 workdays) Carla Duncan $55.00 hour 111 days (3 days/wk and 3 workdays) Occupational Therapy: Anna Silver $50.00 hour 184 days Crystal Hutcheson $50.00 hour 184 days Laverne Shelton $52.50 hour 184 days Jennifer Sorrow $52.50 hour 147 days (4 days/wk and 3workdays) LaVern Roper-Ramkisson $52.50 hour 184 days Jessica Crutchfield $53.00 hour 147 days (4days/wk and 3 workdays) Stephanie O Neal Rutledge $55.00 hour 184 days Sign Learn Interpreter: Celio Best $40.00 hour 178 days The following item, Item L, was presented by Ms. RaNae Fendley and approved on a motion by Ms. Coggin, with a Requested Board Action Relative to Waiver for Alternative/Non-Traditional Education Programs Approval recommended for the resolution for a waiver of Rule , which applies to instructional time for middle school students in the alternative program. Due to the time structure of the Ombudsman Program, middle school students attend classes for a total of 240 minutes per day, which is a reduction to the required minutes set for by the GaDOE; which is 330 minutes. This waiver will provide the flexibility necessary to ensure students who attend the Ombudsman Program receive appropriate academic credit. This resolution is for the school year only and must be renewed annually. The following item, Item M, was presented by Mr. James Woodard and approved on a motion by Mr. Turner, with a Requested Board Action Relative to Memo of Understanding for Use of NCCA for Post Secondary Training by Georgia Piedmont Technical College Approval recommended for the Memo of Understanding between Georgia Piedmont Technical College and the NCSS, on behalf of the NCCA. The purpose of the MOU is to establish a cooperative working relationship between NCCA and GPTC to additionally promote and deliver post-secondary educational services to GPTC students residing in Newton County. The courses offered will occur beyond the regular school day. Courses will be both credit classes and continuing education programs. These courses will help meet the needs of local business and industry. The following item, Item N, was presented by Dr. Gary Shattuck and approved on a motion by Ms. Henderson-Baker, with a second by Mr. Turner, and all voting in favor: Requested Board Action Relative Contract for ActivBoards and Accessories Approval recommended for the annual renewable contract for ActivBoards and accessories for the technology department be awarded to Logical Choice Technologies of Lawrenceville, Georgia. This contract covers thirty-four different items, including various types or models of ActivBoards, and accessories, as well as cabling, raceways and other types of support equipment. Installation and cleanup were also integrated into this contract. Items will be utilized in the new Newton High School and in other schools as determined by the technology department. The estimated contract value is $700,000. The effective date will be July 28, 2012 and the expiration date will be July 17, The following item, Item O, was presented by Dr. Shattuck and approved on a motion by Mr. Turner, with a second by Ms. Henderson-Baker, and all voting in favor:

6 Requested Board Action Relative to Renewal of Contract for Internet Content Filter Software Approval recommended for the renewal of the contract awarded to Diversified Computer Solutions, Inc. for Lightspeed Web Access Manager Software. The school system initially purchased 7,000 licenses with support at the cost of $28,000. During this contract term, the school will renew and purchase a total of 9,659 licenses with support at the cost of $38,636. This cost reflects a continuation of the 2009 pricing agreement and thus represents a zero net increase in the cost per license. The effective date of the contract will be August 8, 2012 and the expiration date will be August 17, The following item does not require Board action, only completion by the Board members: Requested Board Action Relative to Completion of Local Board Governance Annual Report Yearly training requirements are set forth by the Georgia Department of Education for school board members and Superintendents. Approved training session, by approved trainers, are offered during the school year on a variety of topics and also at the Georgia School Board Association Winter and Summer Conferences. Each board member is required to complete and sign the annual report before submission to the GaDOE by the due date. Executive Session Ms. Fuhrey presented for Board action the personnel and legal recommendations that had been discussed in Executive Session. Ms. Coggin made a motion to approve the list of recommendations, Mr. Turner seconded the motion and all voted in favor. A copy of the personnel report is attached. With there being no other matters for discussion, the meeting was adjourned at 8:31 p.m. on a motion by Ms. Henderson-Baker, second by Mr. Turner, with all voting in favor. Superintendent, Newton County Schools Chair, Newton County Board of Education

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