MIDDLESEX COUNTY PUBLIC SCHOOLS A Framework for Excellence

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1 School Board Meeting Minutes August 13, :00 p.m. (Closed Session at 6:30 p.m.) 13/018 CALL TO ORDER Elliott Reed, Chairman, called the meeting to order. Garland Harrow, Vice-Chairman; Richard Shores, Claudia Soucek and Jim Goforth, Board Members; were present. James Lane, Superintendent; Michael Cromartie, Assistant Superintendent; and Peggy Jordan, Clerk; were also in attendance. 13/019 CLOSED MEETING Mr. Harrow made motion to go into Closed Session pursuant to CODE OF VIRGINIA, 1950, as amended, Section , (A), Subsection 1, for the discussion of personnel matters; approval of stipends; approval of volunteers; and approval of substitutes; and Section , (A), Subsection 2, for the discussion of student matters; approval of non-resident students. Mrs. Soucek seconded. Motion carried unanimously with all 13/020 RETURN TO OPEN MEETING Mr. Goforth made motion that, WHEREAS, the Middlesex County Public School Board convened a Closed Meeting on August 13, 2012, pursuant to an affirmative recorded vote and in accordance with the provisions of the Freedom of Information Act (FOIA); and WHEREAS, Section of the Code of Virginia requires certification by the School Board that such closed meeting was conducted in conformity with Virginia Law, NOW, THEREFORE BE IT RESOLVED, that the Middlesex County Public School Board hereby certifies that to the best of each member s knowledge, (a) any public business matters lawfully exempted from open meeting requirements under FOIA and (b) only such business matters as were identified in the motion by which the closed meeting was convened were heard, discussed, or considered in the meeting. Dr. Shores seconded. Motion carried unanimously with all members certifying AYE. 13/021 PLEDGE OF ALLEGIANCE The pledge of allegiance was led by School Board Chairman, Elliott Reed. 13/022 ADDITIONS/CORRECTIONS TO THE AGENDA Dr. Lane asked the Board to add an agenda item 13/027-2(g) NWEA MAP Testing to the Assistant Superintendent s Report; an additional Business and Finance Report to the Consent Agenda, approval of substitutes to the closed session; and Public Announcements of August 20 at 11:15 a.m., the New Teacher/Mentor Luncheon; August 21 from noon to 3:30 p.m., Convocation at MHS; August 23 rd from 11a.m. to 4:00 p.m. open house at all schools; and next Board Meeting on September 10, Mr. Goforth made motion to approve the additions to the agenda, seconded by Mrs. Soucek. Motion carried unanimously with all 13/023 PUBLIC ANNOUNCEMENTS August 20, 2012 August 21, 2012 August 23, 2012 September 10, 2012 New Teacher Luncheon at Golf Course at 11:15 a.m. Convocation at MHS from Noon to 3:30 p.m. Open House at all Schools from 11:00 a.m.-4:00 p.m. Next Board Meeting 13/024 PUBLIC INPUT There was no Public Input 13/025 CONSENT AGENDA 1. Minutes from July 9 and August 2, Business and Finance Reports; additional report added 3. Facilities Use Requests 4. Professional Development/Conference Request 5. Discipline, & SRO Reports Mr. Goforth made motion to approve the consent agenda, seconded by Mrs. Soucek. Motion carried unanimously with all 13/026 COMMITTEE REPORTS Mrs. Soucek reported the Regional Special Education Board voted to close the MES Autism classroom at the meeting. Students will be attending Autism classes in Gloucester County instead. Mrs. Soucek also reported the mounted stationary equipment from the program will remain at MES; however all other equipment will be transferred to Gloucester.

2 IPads that were purchased for the program will remain here, used in our division s Special Education Program until needed by Gloucester County. Mr. Goforth reported Bridging Communities Regional Board had met several times; mainly for personnel purposes. Mr. Goforth stated the hiring process was very challenging as the positions were part-time, however Mr. Goforth was happy to report all positions have been filled at this time and the center will open on time. Mr. Harrow reported the Syd Thrift Sports Complex Committee had met several times and that later in the meeting there would be several action items discussed. Dr. Shores had no Governor s School Board report. 13/027 SUPERINTENDENT S REPORT Dr. Lane discussed the findings of best options explored for employee health care coverage as the Board had directed him to do at the last Board meeting. Dr. Lane explained to the Board the division would not have time to move to the bidding process this year; however he wanted to proceed later in the fall with bidding for next year s consulting firm for our health services. Anthem is the best choice for costs and benefits for employees and Dr. Lane and Heather Lucas were able to negotiate the rate increase down from 10.7% to 8.3%, excluding the enhanced eye care program offered last year. Dr. Lane asked for questions from the Board. Mr. Goforth asked if they would still be offered the HSA plan as part of the choice; Dr. Lane reported it would. Dr. Shores asked approximately how many employees usually received insurance coverage through our plan; Dr. Lane stated the figure was around 138, with a possible 18 or so new employees from the Governor s School joining our health care coverage this year. Mr. Goforth made motion to approve the Anthem Health Care Proposal, seconded by Mrs. Soucek. Motion carried unanimously with all Dr. Lane stated that the division has created a Benefits Program Information flyer that will be given to employees yearly with their contracts stating what their total benefit package would be. Also, Dr. Lane reported the information will be place on the website for employees and perspective employees to view. Dr. Lane shared with the Board that he would like to enter into a Client Engagement Agreement with Sands Anderson for their Government and Education Law Package, in an effort to save money on attorney fees for minor cases and consultation. Specifically, Dr. Lane wanted to use attorney Brad King of their firm, who is currently representing New Kent and King William school divisions. Both superintendents have highly recommended Mr. King. For day-to-day questions, concerns and counsel, Mr. King s fees would result in a 25% savings over Reid Smith, currently handling all of the division s legal needs. Dr. Lane stressed that Reid Smith would still be used for all major cases, especially special education concern and needs. Mrs. Soucek made motion to approve adding Sands Anderson as legal counsel, seconded by Mr. Harrow. Motion carried unanimously with all Dr. Lane asked the Board to consider the MOU with the Department of Social Services along with Revisions to Policy KNAJ and a proposed KNAJ-R (regulation) on 1 st reading. Dr. Lane explained that the MOU and policies would ensure that in the case of an investigation regarding a student which involves a parent or custodial guardian or in the case of eminent danger of persons or property, the division is allowed flexibility in not being required to contact parents before the Sheriff s Office and Department of Social Services begin their investigation. Dr. Shores made motion to approve the MOU and Policies on 1 st reading, seconded by Mr. Harrow. Motion carried unanimously with all Dr. Lane asked the Board if there were any questions concerning the Community Services Board MOU, which is signed with the division each year; there were none. Mr. Harrow made motion to approve the CSB MOU, seconded by Mrs. Soucek. Motion carried unanimously with all The proposed Student/Athlete/Parent and Coaches Handbooks were included in the agenda packets for the Board. Dr. Lane asked the Board to look at page 85 of the coaches, particularly at #16 which outlined the policy that students would try out and participate in practice activities; however, a uniform will not be issued until the previous uniform is paid for and/or returned. Also, Dr. Lane pointed out a change on page 86, last paragraph, which outlines in season rules involving out of season sports participation. Dr. Lane highlighted the new college recruiting rules that mandate all recruiting must go through the Athletic Director and that coaches must ride buses.

3 Mr. Harrow made motion to approve the Student/Athlete/Parent and Coaches handbooks, seconded by Mrs. Soucek. Motion carried unanimously with all Dr. Lane related to the Board the closing for the new property adjacent to MHS had been completed. The property needs some additional design work in order to provide for the parking layout and other design work related to the full-size practice field to be placed on the new land. Dr. Lane recommended the Board approve a contract addendum with Bay Design, not to exceed $5,000. Mr. Goforth made motion to approve the Addendum on the Bay Design Contract, seconded by Mrs. Soucek. Motion carried unanimously with all Dr. Lane asked the board to consider the contract for the land lease included in the board agenda packet to allow Diane s Beauty Box to continue to pay rent and operate their business at $200 per month until June 30, 2013, which could be extended if the board so desires. Dr. Shores made motion to approve the Land Lease Contract, seconded by Mr. Harrow. Motion carried unanimously with all Dr. Lane shared the information regarding the Bay Design Invoice, the Athletic Complex updated design schematics and renderings. The softball field was turned substantially to make bleachers safer for spectators. Also, the baseball field angled as well. The seating targets were changed to better match budget expectations. Lastly, Dr. Lane stated a vendor has stepped forward to remove the old truck scales located on the property that were not in working order and replace the hole created by removal of the scales as an in-kind donation for the scales. Dr. Shores asked if the tennis courts could be started first; Dr. Lane agreed to look into the possibility. Dr. Lane recommended the board approve the Bay Design schematics, renderings and payments. Also, Dr. Lane recommended the board approve the sale of the existing truck scales for $1 to Bill Richardson. Mr. Harrow made motion to approve all three Athletic Complex recommendations, seconded by Mrs. Soucek. Motion carried unanimously with all Dr. Lane updated the Board on the status of the HVAC at MES which was hit by lightning. The unit was covered by our insurance provider so we are responsible for the $1,000 deductible. The unit, which is nicer that the one we had, is here now and work is ongoing to get it up and running. Dr. Lane asked if the Board members had any questions regarding Appropriations FY , textbook funds; FY , insurance recoveries; FY , food services; or FY , project graduation; there were none. Mr. Goforth made motion to approve the appropriation requests, seconded by Dr. Shores. Motion carried unanimously with all Dr. Lane advised the Board the Bridging Communities Regional Career and Technical Center was fully staffed and ready for students. Dr. Lane included a copy of the Lease for the center; and invited everyone to the Grand Opening ceremony on October 14 th at 3:00 p.m. Periodically, the Virginia Department of Education is asked to review the Standards of Quality in order to ensure compliance with new Standards of Learning and Standards of Accreditation. Dr. Lane listed the nine major provisions on the agenda for the Board members, stating they may be asked for comments or thoughts throughout the next few months. Dr. Lane asked the board to consider supporting any adjustment to the SOQ that allows additional flexibility to small school divisions in placing support personnel such as Guidance Counselors, Librarians and Assistant Principals. Dr. Lane stated that school boards are required to review school level crisis plans. Dr. Lane passed around each of the schools School Crisis Plan flip-charts that were provided to each classroom to ensure alignment to the Division-wide plan and asked if there were any questions; there were none. Dr. Lane gave the Board an update on recent General Assembly changes made to Virginia Homeschooling statutes requiring parents only to provide a list of subjects to be studied during the school year to cover the curriculum requirement of the Code. Dr. Lane stated MCPS is in full compliance with these updates and was commended by the Organization of Virginia Homeschoolers. ASSISTANT SUPERINTENDENT S REPORT

4 Mr. Cromartie presented the Methodology for Calculation of Revised AMOs (Annual Measurable Objectives), which were recently approved for U.S. Department of Education Flexibility from certain requirements of the Elementary and Secondary Education Act of 1965 (ESEA). The main changes Mr. Cromartie sited for the Board were that there would be only 3 Gap Groups moving forward. Mr. Cromartie stated the information received from VDOE regarding Accreditation would be located on our website and that each student will be taking the information home for parents as well. Mr. Cromartie presented virtual learning opportunities for students in grades K-8 through K12 Learning, which if approved, would allow MCPS to retain students who chose to continue their education online, to still be counted in our ADM. Prior to this becoming a reality, our division has lost students to other localities who offer this virtual program, such as King & Queen Public Schools. If approved, those students would be required to use our K12 Learning program, as well as nonresident students not just in Virginia, but globally, to be included as part of our ADM. All non-resident students will be charged a $100 fee plus the cost of any textbooks per course; however, non-resident students who take the four core subjects (English, mathematics, science and social studies) would not be charged tuition. This would allow MCPS to remain competitive with other school divisions throughout Virginia and beyond. Mr. Cromartie also recommended the Board approve the program to operate as the Eastern Virginia Virtual Academy of Middlesex County Public Schools. Board members asked how long this program had been operating in King and Queen; Mr. Cromartie stated about a year as they started in October of last year. Mr. Goforth made motion to approve K12 Learning Virtual Learning Program and that it be operated as the Eastern Virginia Virtual Academy of Middlesex County Public Schools, seconded by Dr. Shores. Motion carried unanimously with all Mr. Cromartie recommended the Board amend Policy GAB/IIEA, Acceptable Computer System Use to reflect the 1:1 Technology Initiative with 5 th graders using handheld devices (i.e. ipad, Kindle ), with a waiver of the 2 nd reading for adoption. Mr. Goforth made motion to approve amending Policy GAB/IIEA on 1 st reading with 2 nd reading waived, seconded by Mrs. Soucek. Motion carried unanimously with all Mr. Cromartie gave specific details of the 1:1 Technology Initiative Pilot that 5 th graders had been selected to begin in September. One hundred ipads have been secured for distribution to each 5 th grade student and teacher. Textbooks will be preloaded onto the devices prior to distribution. Additionally, students my use the devices to access online supplementary materials available through our textbook vendors. The technology department has installed Find My ipad application, which will use the GPS technology on the icloud to track the device if stolen. Once the initiative proves successful with our 5 th graders, the hope is to begin with 8 th graders during the second marking period. Mr. Cromartie was asked how the evaluation of the pilot would be done: 1) practicality of use, 2) summatively, less damage, and 3) on the impact on instruction. The Technology Committee will be involved in evaluating the project to revise the plan for further development. It was suggested that each unit be labeled as well. Mr. Cromartie went over the Academic Agenda: A Laser Focus on Every Student. The agenda focuses on the division s instructional work on practices that foster academic emphasis, professional expertise, and family and community partnerships. Mr. Cromartie added the Agenda would be posted on the website. The 2012 Professional Development calendar was included in the agenda packet outlining all of the activities for instructional and support staff prior to the students returning to school, which aligns with the initiatives highlighted in the 2012 Academic Agenda. Mr. Cromartie asked if there were any questions regarding professional development; there were none. Mr. Cromartie outlined new NWEA MAP Testing(Measures of Academic Progress) that will help organize and evaluate the individual progress and instructional needs of our students, as well as the performance of our schools and division over time. NWEA s Web-based MAP system delivers three primary educational tools: Assessment, Actionable Data, and Instructional Resources. This testing will replace Cogat and ITBS testing. Mr. Cromartie was questioned about identifying students for the Gifted Program; Mr. Cromartie stated they would still be done after MAP test results. 13/012 PERSONNEL ITEMS Dr. Lane recommended the Board approve the staff stipends listed as 1a-x. Mr. Goforth made motion to approve stipends 1a-x, seconded by Mrs. Soucek. Motion carried unanimously with all Dr. Lane recommended the Board approve the staff stipends listed as 1z-ss.

5 Mrs. Soucek made motion to approve stipends 1z-ss, seconded by Mr. Goforth. Motion carried unanimously with all Dr. Lane recommended the Board approve as volunteers those individuals listed as 2a&b, pending the completion of the background investigation process. Mrs. Soucek made motion to approve the volunteers, seconded by Mr. Goforth. Motion carried unanimously with all Dr. Lane recommended the Board approve as Substitute Teachers those individuals listed as 3a-e, pending the completion of the background investigation process. Mr. Goforth made motion to approve the Substitute Teachers, seconded by Mrs. Soucek. Motion carried unanimously with all Dr. Lane recommended the Board approve as a Substitute Food Service worker the individual listed as 4a, pending the completion of the background investigation process. Mrs. Soucek made motion to approve the Substitute Food Service worker, seconded by Mr. Harrow. Motion carried unanimously with all STUDENT MATTERS Dr. Lane recommended the Board approve the non-resident student tuition request listed as 1a under student matters. Mrs. Soucek made motion to approve the non-resident student request, seconded by Dr. Shores. unanimously with all Motion carried 13/013 ADJOURN Mr. Goforth made motion to Adjourn, seconded by Dr. Shores. Motion carried unanimously with all Elliott W. Reed, Board Chairman Peggy Jordan, Clerk