Santa Rosa County School Board September 25, 2008 A. Call to Order and Roll Call The School Board of Santa Rosa County met in regular session at 10:00 a.m. with the following members present: JoAnn Simpson, Chairman, Ed Gray, Vice-Chairman, and Diane Scott. Mrs. Coleman and Mr. Winkles were out of town. Also present was John W. Rogers, Superintendent of Schools and Secretary and Paul R. Green, Board Attorney. B. Pledge of Allegiance and Invocation The Chairman called the meeting to order and asked Jud Crane to lead us in prayer and the Pledge of Allegiance to the Flag. C. Approval of Minutes The Chairman asked if there are any changes to the September 11, 2008 school board meeting minutes. There being none, minutes stand approved. D. Oral and Written Communications Mr. Rogers announced that our FTE count continues to get better and climbing daily. We are continuing to make sure students are entered into the computer into the correct programs and hope to have everything ready by FTE week. He also mentioned that this is a audit year and we are working on making sure that our records are correct and will be prepared for the audit. E. Recognitions/Resolutions/Proclamations Jack McDonald, President of Hilda M. McDonald Foundation Inc. came forward and presented a check to Munson Elementary School and one to King Middle School. Each check was in the amount of $4,000 to be used for students in need of financial assistance with meals, field trips or whatever the school deems necessary. Mr. Rogers thanked Mr. McDonald for the contribution on behalf of the students. Mr. David Ellis, with the Corrections Department wanted to thank the school board for donating surplus buses to them to be used for transporting inmates around the county. Mrs. Sherry Diamond. Director of Elementary Education came forward to present the Five Star School Awards to the following schools: Chumuckla Elementary Gulf Breeze High S. S. Dixon Intermediate East Milton Elementary Holley-Navarre Intermediate S. S. Dixon Primary September 25, 2008 Page 1 of 8 Santa Rosa County School Board Meetings are recorded in their entirety Gulf Breeze Elementary Gulf Breeze Middle F. Jay Elementary Oriole Beach Elementary West Navarre Intermediate W. H. Rhodes Elementary Public Hearing None G. Public Forum The Chairman opened the floor for the public forum and asked if anyone wanted to address the board regarding any item not on the agenda. There was no response and the public forum was closed. H. Approval of Agenda The Chairman asked if the Superintendent or board member wanted to move an item from the administrative agenda to the action agenda. There was no response and the board proceeded with the agenda as submitted. I. Administrative Agenda The Superintendent recommended approval of the following administrative agenda items for school board approval. Motion by Mr. Gray, second by Mrs. Scott, approving the following administrative agenda items. Motion carried unanimously. Human Resource Items 1. Retirements and Resignations 2. Instructional and Classified Appointments (including Out-of-Field Teachers) 3. Substitute Teachers/Educational Support Substitutes 4. Leaves: Without Pay, Illness in Line of Duty Curricular/Instructional Items 5. Student Reassignments/Transfers 6. Student Suspensions 7. School Volunteers Financial Items 8. Bills and Payroll 9. Budget Amendment 10.Monthly Financial Statement Administrative Items 11. Class/Club Trips September 25, 2008 Page 2 of 8 Santa Rosa County School Board Meetings are recorded in their entirety 12. Use of School Facilities (A discussion took place regarding a revision in the facilities use policy and the need to notify all users the current policy will expire on December 31, 2008) Action Agenda J. Human Resource Recommendations The Superintendent recommended approval of the following personnel items for school board approval. Motion by Mrs. Scott, second by Mr. Gray, approving the administrative appointment of Joey Harrell as Assistant Superintendent for Administration effective Jan. 1, 2009. Motion carried unanimously. Motion by Mr. Gray, second by Mrs. Scott, approving the administrative appointment of William Price, Jr. as Assistant Superintendent for Curriculum and Instruction effective November 18, 2008. Motion carried unanimously. Mr. Rogers shared with the board that beginning this afternoon we will begin advertising for applicants for a new High School Director. He also shared with the board the district is working on the job description of the Transportation Director. *Effective Jan. 1, 2009, the School Board will have the responsibility for recordkeeping for all 403b transactions including deposits, transfers, withdrawals, loans, etc. To assist us with these responsibilities the School Board recently approved a contract with TSAConsulting Group (TSACG) for third party administrator services. Since that time we have been working with them to make the necessary changes for compliance with the new IRS regulations. TSACG will charge a $1.00 per month recordkeeping fee that active vendors must agree to pay for their respective clients. TSACG sent a Request for Information to all current 403b vendors and provided us with a summary report identifying companies who met the required guidelines and those who were unable to meet the requirements. They recommended adopting the Independent Benefits Council (IBC) Model Plan and the five vendors recommended in that plan. They are: AIG Valic (current vendor) AXA Equitable (current vendor) American Century (previous vendor but currently inactive) Plan Member (new vendor) Waddell and Reed (new vendor) After carefully evaluating all current vendors, we are also recommending that we maintain vendors with 20+ clients (current requirement to maintain active vendor status September 25, 2008 Page 3 of 8 Santa Rosa County School Board Meetings are recorded in their entirety in our 403b program) who meet all the requirements necessary to comply with the pending changes necessary for compliance. They are: American Funds, Great American Life (CALIC), ING, MetLife, Midland. Motion by Mr. Gray, second by Mrs. Scott, approving the Risk Management recommendations as outlined above. Motion carried unanimously. K. Curricular and Instructional Recommendations The Superintendent recommended approval of the following curricular and instructional items for school board approval. Motion by Mrs. Scott, second by Mr. Gray, approving the following alternative placement/expulsions. Motion carried unanimously. Hearing Middle School A09-0361-01 High School A09-0151-01 School Gr./Age Reason Length WBM 14/8 Possession of Marijuana Expulsion with Continued Educational services for One calendar year at the Learning Academy MHS 12/18 Possession of a weapon (knife) Expulsion with Continued Educational services for One calendar year at the Learning Academy Motion by Mr. Gray, second by Mrs. Scott, approving the 2008-09 School Improvement Plans and the School Advisory Council Membership Roster 2008-09. Motion carried unanimously. Motion by Mrs. Scott, second by Mr. Gray, approving the following agreements, grants, projects and contracts. Title 1, Part A School Improvement Grant 1003(a) Motion by Mr. Gray, second by Mrs. Scott, approving the District Plan for Services to English Language Learners (ELLs). Motion carried unanimously Motion by Mr. Gray, second by Mrs. Scott, approving the request for a change in the start time of the graduation ceremony at Pace High from 7:00 p.m. to 7:30 p.m. on May 30, 2009. Motion carried unanimously. Motion by Mrs. Scott, second by Mr. Gray, approving the request to dismiss Jay High School (and Jay Elementary – bus schedules) on October 10, 2008 at 12:00 p.m.; September 25, 2008 Page 4 of 8 Santa Rosa County School Board Meetings are recorded in their entirety dismiss Milton High School at 12:15 p.m. on October 3, 2008; and Gulf Breeze High School on October 3, 2008 at 12:30 p.m. due to homecoming activities. L. Financial Recommendations The Superintendent recommended approval of the following financial items for school board approval. None M. Administrative Recommendations The Superintendent recommended the following administrative items for school board approval. Motion by Mrs. Scott, second by Mr. Gray, approving the following purchasing items. Motion carried unanimously. * * Revisions to the Property Control Policies and Procedures Manual List of property to be declared surplus. No present or future need can be found within the Santa Rosa County School System. Mr. Rogers asked Lauren Warren, General Manager Durham School Services to come forward and present the quarterly Transportation update. Ms. Warren distributed the report and reviewed each page. She shared with the board drivers and monitors worked hard to ensure a successful start up and implementation of the three tier routing system. She reviewed the number of bus drivers, routes, safety and maintenance of the buses. She also explained some of the problem they have encountered what they did to fix them and listed some of the future goals they want to accomplish. Motion by Mrs. Scott, second by Mr. Gray, approving the following change orders. Motion carried unanimously. Change Orders Jay High School – New Press Box (Larry Hall Construction, Inc.) 1. Add a new concrete walk around three (3) sides of the Press Box for maintenance. Preliminary approval by Steve Ratliff. (add) 2. Cost to tie-in data lines to second floor and connect electrical to bleacher receptacle scoreboard. (add) Net Amount of C. O. (add) $810.00 $904.00 $1,714.00 September 25, 2008 Page 5 of 8 Santa Rosa County School Board Meetings are recorded in their entirety Pace High School – New Field House (Larry Hall Construction) 1. 2. Increase in cost for the steel roof deck due to The delay between the bid date and actual “Notice to Proceed” (add) Add door from Coach’s office to Conference room. This was School requested and preliminary approval by Joey Harrell. (add) (This is the first project started after starting New procedure of having principal Review plans and sign-off on plans Before project starts.) Net Amount of C. O. $5,655.00 $2,411.00 (add) $8066.00 Testing of welds requested by Structural Engineer (add) Add masonry wall at new cooler/freezer. Directed (add) By Steve Ratliff. $ 299.00 $2,175.00 Net Amount of C.O. $2,474.00 Navarre High School – Various Additions (A.E. New, Jr. Inc.) 1. 2. (add) Gulf Breeze Elementary – Kitchen/Cafeteria Addition and Renovation (A. E. New, Jr., Inc.) 1. Testing welds requested by Structural Engineer (add) 2. Add precast lintel under existing hollow core Concrete planks at north end of existing corridor (add) 3. Add 4’ of CMU in corridor (add) 4. Change overflow spout as directed by John Monroe (add) 5. Reroute storm drain system (add) 6. Add a 6” CMU wall behind electrical panels in (add) Dry Storage 7. Add a 2” metal rain guard the full length of (add) Old cafeteria Net Amount of C. O. (add) $ 299.00 $ $ $ $ $ 664.00 459.00 198.00 539.00 531.00 $1,209.00 $3,899.00 The board reviewed the status of the current construction projects The Superintendent asked to table the bid on the Woodlawn Beach Middle School 12 classroom addition until a later meeting due to an issue with the Midway Fire Department about the sprinkler system that will need to be worked out. September 25, 2008 Page 6 of 8 Santa Rosa County School Board Meetings are recorded in their entirety Motion by Mrs. Scott, second by Mr. Gray, approving the Santa Rosa County School District 2008-2009 Work Plan. Motion carried unanimously. Motion by Mr. Gray, second by Mrs. Scott, approving the following requests for surplus buses. Motion carried unanimously. *The Santa Rosa Correctional Institution requests two surplus buses to be used for transporting inmates and/or staff during emergency situations. *The Berrydale Forestry Camp in Jay, FL requests two surplus buses to be used for transporting inmates and staff. *The Okaloosa Correctional Institution requests two surplus school buses for use in transporting inmates and staff. N. Items from Board Members Motion by Mr. Gray, second by Mrs. Simpson, approving Mrs. Scott attending the Florida School Board Association 14th Annual FSBA Committee Day and Full Legislative Committee meeting, October 23, 2008 in Tampa, Florida. Motion carried unanimously. O. Items from Board Attorney Mr. Green reported to the board he has received a non-refundable cashiers check in the amount of $100,000 for the purchase of the property in Gulf Breeze. He asks the board to consider allowing the purchaser a 30 day extension on completion of the purchase. Motion by Mr. Gray, second by Mrs. Scott, approving allowing the purchaser of the property in Gulf Breeze a 30 day extension to complete the purchase. Motion carried unanimously. P. Items from Superintendent Motion by Mrs. Scott, second by Mr. Gray, approved renewing the contract between the Santa Rosa County School Board and Joy Frank & Associates, P.A. from July 2, 2008 thru June 30, 2009 in the amount of $11,000. Motion carried unanimously. Mr. Rogers is working on a schedule to have Joy Frank come over to make a presentation to the board about the legislative session and the budget. The Superintendent wanted to clarify when the letter Mr. Gray wrote regarding health insurance would be distributed. The board endorsed the letter at the last school board meeting but no decision was made on when it would distributed. Mr. Rogers suggested September 25, 2008 Page 7 of 8 Santa Rosa County School Board Meetings are recorded in their entirety we make it the front page of the health insurance booklet that will be printed soon and distributed to employees on or about October 20, 2008. Board members agreed. There being no further business the meeting was adjourned. DONE AND ORDERED IN LEGAL SESSION by the School Board of Santa Rosa County this 25th day of September, 2008 A. D. SCHOOL BOARD OF SANTA ROSA COUNTY _______________________________ Chairman ATTEST: _______________________________________ Superintendent and Secretary September 25, 2008 Page 8 of 8 Santa Rosa County School Board Meetings are recorded in their entirety