Board Meeting
November 20, 2014
The board’s regular public meeting — where most policies, budgets, and personnel decisions get a formal vote.
Agenda items
39
With votes
16
Contested
2
Attendance
No recorded vote.
Voting Members
From the minutes- Mrs. Susan K. Sipe , Chair - Dr. Thelma D. Dillard , Vice President - Mrs. Ella S. Carter , Board Member - Mr. Jason E. Downey , Board Member - Mrs. Lynn Farmer , Board Member - Mr. Thomas Hudson , Board Member - Dr. Wanda West , Board Member - Mr. Lester M. Miller , Treasurer
No recorded vote.
Non-Voting Members
From the minutes- Dr. Steve Smith , Interim Superintendent
No recorded vote.
Call to Order
The Pledge of Allegiance
From the minutesThe PledgeofAllegiancewas led by Caleb Garrett and Sophia Williams – 4th grade students at Williams Elementary School
No recorded vote.
Invocation
Approves the official record (minutes) of an earlier meeting.
Official wordingConfirmation of Minutes
From the minutesDr. Dillard made a motion to confirm the minutes; seconded by Mr. Downey and approved 8-0. The following Minutes were approved: Board Meeting – October 16, 2014 Called Board Meeting – October 25, 2014 Called Board Meeting – October 29, 2014 Called Board Meeting – November 3, 2014 - Motion made by: Dr. Thelma D. Dillard - Motion seconded by: Mr. Jason E. Downey Voting results: Unanimously approved
8 Yes
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Report of the Interim Superintendent
From the minutesCarter Elementary School presentation by retired Maj. David Carter, former teacher and Mayor of Macon Parent Engagement Month Resolution, presented by Title I Family Engagement Team American Cancer Society presentation to Bibb County School District for 100% Participation in 2014 Recognition for Dedicated Service to the Bibb County School District -Marty Drawhorn, Dr. Mike Hall and Officer Archie Golden Drs. Steven…
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Carter Elementary School presentation by retired Maj. David Carter, former teacher and Mayor of Macon Parent Engagement Month Resolution, presented by Title I Family Engagement Team American Cancer Society presentation to Bibb County School District for 100% Participation in 2014 Recognition for Dedicated Service to the Bibb County School District -Marty Drawhorn, Dr. Mike Hall and Officer Archie Golden Drs. Steven and Laura Corkery were presented with the Georgia Association of School Psychologists Lifetime Achievement Awards Donna Poole was recently elected Georgia Association Educational Leaders President Communications Team was presented the Best of Category, School Newsletters at the Georgia School Public Relations Association Auriel Wright, a senior at Northeast High School was presented the 2014 National FFA Agriscience Fair National Winner, Plant Systems Division II Jane Hardy, Media Specialist at Lane Elementary School was presented the Georgia Library Media Association and Georgia Association of Instructional Technology Library Media Specialist of the Year for the Middle Georgia District Howard High School Advanced Placement (AP) Teachers Suzanne Spaid, NMS Administrator; Melinda Powell, English Literature; Jamie Akin, AP Chemistry; Amy Brand, AP Calculus; Louisa McDonald, AP Environmental Science; Daniel Maley, AP Physics; Kevin Adams, AP Statistics and Joseph Finkelstein, AP Computer Science were honored for their Contributions to Academic Excellence through the National Math Science Initiative.No recorded vote.
Other Remarks
No recorded vote.
INVITATION TO VISITORS TO ADDRESS THE BOARD - Please limit your comments to three (3) minutes.
From the minutesMs. Monica Jerry addressed the Board regarding her son being bullied at school. Mr. Judie spoke with her and will follow-up with the school.
No recorded vote.
Report of Standing Committees
No recorded vote.
GAPSS Report by Dr. Sam Taylor, Georgia Department of Education
From the minutesGeorgia Department of Education (GaDOE) regarding the Georgia Assessment of Performance of School Standards (GAPSS) Analysis for Bibb County Schools, Cohort 2. Schools included in this GAPSS Analysis report included Carter Elementary, Heritage Elementary, Ingram-Pye Elementary, Lane Elementary, Springdale Elementary, Union Elementary, Vineville Academy of the Arts, Appling Middle, Howard Middle, Miller Middle, Hutch…
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Georgia Department of Education (GaDOE) regarding the Georgia Assessment of Performance of School Standards (GAPSS) Analysis for Bibb County Schools, Cohort 2. Schools included in this GAPSS Analysis report included Carter Elementary, Heritage Elementary, Ingram-Pye Elementary, Lane Elementary, Springdale Elementary, Union Elementary, Vineville Academy of the Arts, Appling Middle, Howard Middle, Miller Middle, Hutchings College and Career Academy, Howard High, Northeast High, Rutland High, and Southwest High. The GAPSS Analysis is an onsite assessment of a school’s progress toward meeting the School Keys. The School Keys are Georgia’s standards for schools and describe what Georgia’s schools need to know, understand, and be able to do, in the same manner that the Common Core Georgia Performance Standards (CCGPS) describe what Georgia’s students need to know, understand, and be able to do. The GAPSS Analysis is conducted by an experienced team of educators. The GAPSS Manual guides the team through the process in order to collect a variety of data from multiple sources (classroom observations, interviews, surveys, focus groups, and assessment documents) to assess the status of a school on each of the standards. Following a GAPSS Analysis, a summary meeting is conducted to provide the school with commendations, recommendations, and a rating for each standard in the School Keys. The results of the GAPSS Analysis inform the development and implementation of school improvement initiatives.No recorded vote.
INSTRUCTIONAL SERVICES
Approves GEAR UP grant service contracts with several community organizations, including Mercer and Wesleyan.
Official wordingIS-2 Gaining Early Awareness and Readiness for Undergraduate Programs (GEARUP) Partnership Grant Contracts
From the minutesA motion to authorize the Interim Superintendent to sign the service contracts with the following community organizations was made by Ms. Farmer; seconded by Dr. Dillard and approved 8-0. Boys & Girls Club of Central Georgia Communities in Schools of Central Georgia Legacy Builders Foundation Mercer University Museum of Aviation Spectrum RED The Mentors Project Wesleyan College - Motion made by: Mrs. Lynn Farmer - Motion seconded by: Dr. Thelma D. Dillard Voting results: Unanimously approved
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FISCAL SERVICES
Hires Hamlin Air Conditioning to replace the Welcome Center's heating and cooling system for $228,571.
Official wordingFS-4 Welcome Center HVAC Contract Award
From the minutesOn October 16, 2014, the Board approved the proposed Invitation for Bids for the Welcome Center HVAC Replacement.RFP #15-11 was posted on October 16, 2014. The total budget for the Welcome Center HVAC Replacement is $300,000. The offer from Hamlin Air Conditioning at $228,571 is considered the most favorable offer for the School District. A motion to authorize the Interim Superintendent to enter into a contract with…
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On October 16, 2014, the Board approved the proposed Invitation for Bids for the Welcome Center HVAC Replacement.RFP #15-11 was posted on October 16, 2014. The total budget for the Welcome Center HVAC Replacement is $300,000. The offer from Hamlin Air Conditioning at $228,571 is considered the most favorable offer for the School District. A motion to authorize the Interim Superintendent to enter into a contract with Hamlin Air Conditioning at a for the HVAC replacement at the Welcome Center was made by Mr. Miller; seconded by Dr. West and approved 8-0. - Motion made by: Mr. Lester M. Miller - Motion seconded by: Dr. Wanda West Voting results: Unanimously approved8 Yes
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Hires International City Builders for construction services to demolish Morgan Elementary School and build New Elementary School #3.
Official wordingFS-5 New Elementary #3 – Construction Services Award
From the minutesNew Elementary School #3 will combine the current populations of Morgan and Barden Elementary Schools.Morgan Elementary School will be demolished and replaced with a state-of-the-art facility with a capacity of 750 FTE. According to Board Policy DJEAA, RFP Number 15-10 for the Construction Services for the Demolition of the Morgan Elementary School and Construction of New Elementary School #3 was approved for advert…
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New Elementary School #3 will combine the current populations of Morgan and Barden Elementary Schools.Morgan Elementary School will be demolished and replaced with a state-of-the-art facility with a capacity of 750 FTE. According to Board Policy DJEAA, RFP Number 15-10 for the Construction Services for the Demolition of the Morgan Elementary School and Construction of New Elementary School #3 was approved for advertisement at the October 16, 2014 meeting.Proposals were accepted on November 14, 2014.The proposals were reviewed and scored by representatives from the Capital Improvement and Maintenance departments and by Dunwody Beeland Architects. Based on the reviews of the committee International City Builders presented the most advantageous proposal. Mr. Miller made a motion to authorize the Interim Superintendent to award the contract for Construction Services for New Elementary School #3 to International City Builders; seconded by Dr. Dillard and approved 5-3. Mr. Miller, Mr. Downey and Mr. Hudson voted no. - Motion made by: Mr. Lester M. Miller - Motion seconded by: Dr. Thelma D. Dillard5 Yes3 No
Voted No
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Advertises for construction bids to add freezers at the central kitchen.
Official wordingFS-6 Central Kitchen Freezer Addition – Request to Advertise for Construction
From the minutesThe Board agreed to combine the Committee and Board meetings at this time. The engineering firm of Andrews Hammock and Powell has completed the freezer additions design for the Central Kitchen and the work is ready for bidding. The total budget for the Central Kitchen Freezer Addition is $2,000,000 to be funded by SPLOST and Nutrition funds. SPLOST funds will be used for the capital improvement and nutrition funds w…
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The Board agreed to combine the Committee and Board meetings at this time. The engineering firm of Andrews Hammock and Powell has completed the freezer additions design for the Central Kitchen and the work is ready for bidding. The total budget for the Central Kitchen Freezer Addition is $2,000,000 to be funded by SPLOST and Nutrition funds. SPLOST funds will be used for the capital improvement and nutrition funds will purchase the equipment for this project estimated to be about half for each funding source. Ms. Farmer made a motion to authorize the Interim Superintendent to post RFP No. 15-16 for the Construction Services for Freezer Additions at the Central Kitchen; seconded by Dr. West and approved 8-0. - Motion made by: Mrs. Lynn Farmer - Motion seconded by: Dr. Wanda West Voting results: Unanimously approved8 Yes
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Leases printing equipment and a digital literacy program from Ricoh America at $4,870.00 a month for 48 months.
Official wordingFS-7 Digital Literacy Program at the Hutchings College and Career Academy
From the minutesMr. Downey made a motion to authorize the Interim Superintendent to enter into an agreement with Ricoh America for the lease purchase of a RICOH C901S PLUS Printer/Copier/Scanner and a Duplo Slitter/Cutter/Creaser, along with the Digital Literacy Program Certification for a combined amount of $4,870.00 per month for the next 48 months; seconded by Dr. West and approved 8-0 This agreement will allow the Career, Techn…
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Mr. Downey made a motion to authorize the Interim Superintendent to enter into an agreement with Ricoh America for the lease purchase of a RICOH C901S PLUS Printer/Copier/Scanner and a Duplo Slitter/Cutter/Creaser, along with the Digital Literacy Program Certification for a combined amount of $4,870.00 per month for the next 48 months; seconded by Dr. West and approved 8-0 This agreement will allow the Career, Technical and Agricultural Education (CTAE) Department to implement a Digital Literacy program at Hutchings College and Career Academy, which will enable students to become certified in print management and production. Ricoh Digital Literacy is a forward-thinking program geared toward Production Print Customers as well as Educators in Digital Communication (Graphic Communications Pathway). It was developed exclusively for Ricoh by California Polytechnic State University Graphic Communication Institute, (GrCI), with support from Printing Industries of Southern California. The curriculum is intended to teach students how to efficiently maximize their resources and provide them with the knowledge they need to further develop their skill sets and continue their advancement after high school. Once the curriculum modules have been successfully implemented into the curriculum, the District’s Graphic Communications pathway will receive Accrediting Council for Collegiate Graphic Communications (ACCGC) accreditation, which will allow students to earn an additional industry credential that is recognized in the Graphic Design industry. In addition to providing industry certification for the students, this self-supporting program will offer printing services to the entire District at a reduced cost. The CTAE Department has applied for Construction Related Equipment (CRE) Funding for the Graphic Communications pathway this school year in order to obtain the funds for the FY 2016 school year. CRE funds are granted to purchase major instructional equipment for a CTAE program that has a minimum lifespan of 5 years. The minimum amount of the Graphic Communications (CRE) grant is $100,000. - Motion made by: Mr. Jason E. Downey - Motion seconded by: Dr. Wanda West Voting results: Unanimously approved8 Yes
Full roll call
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Addition of PlanMember Services as approved TSA (Tax Sheltered Annuity) Vendor
Official wordingFS-8 Addition of PlanMember Services as approved TSA (Tax Sheltered Annuity) Vendor
From the minutesBeginning in January 2015, the Bibb County School District will authorize PlanMember as its fifth approved Tax Sheltered Annuity (TSA) vendor. A review of the District employee Tax Sheltered Annuity participation rate showed only 22 percent of employees are currently investing in their future retirement by utilizing one of the options offered through the District’s approved TSA plan. In an effort to improve this low…
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Beginning in January 2015, the Bibb County School District will authorize PlanMember as its fifth approved Tax Sheltered Annuity (TSA) vendor. A review of the District employee Tax Sheltered Annuity participation rate showed only 22 percent of employees are currently investing in their future retirement by utilizing one of the options offered through the District’s approved TSA plan. In an effort to improve this low participation rate and to find an educational solution that would help employees better understand the benefits of investing in a retirement plan, a committee was formed to discuss options. It is the District’s fiduciary duty, as pointed out in IRS regulations, to educate and promote this retirement opportunity to all employees. After careful review of all presented information, the committee unanimously voted PlanMember as the vendor to add to the list of approved vendors under the TSA Retirement Plan Document. Cody Carpenter, Certified Financial Planner, and his staff will be representatives for the District through Financial U and PlanMember Services. Mr. Carpenter, through Financial U, will be instrumental in implementing a web-based educational platform on the District’s website at no cost to the District. This platform will offer all employees the opportunity to become better informed of their opportunities to enhance their retirement through not only PlanMember Services, but also through the other four approved vendors. Contact information for all approved representatives from the five vendors will be referenced. This was presented to the Board as information.No recorded vote.
Starts contract talks with Tyler Technologies for its Munis business software system.
Official wordingFS-9 Award of Enterprise Resource Planning (ERP) Integrated Business System
From the minutesThe Districts Three-Year Technology Plan was presented to the board on June 13, 2014 and included the critical need to replace the current AS400 system with a more conventional and up-to-date Finance, Human Resources, and Asset Management system. An ERP/IBS Committee was formed which included personnel from Administration, Technology, Accounting, Human Resources, School Nutrition, Title I, Procurement, Maintenance,…
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The Districts Three-Year Technology Plan was presented to the board on June 13, 2014 and included the critical need to replace the current AS400 system with a more conventional and up-to-date Finance, Human Resources, and Asset Management system. An ERP/IBS Committee was formed which included personnel from Administration, Technology, Accounting, Human Resources, School Nutrition, Title I, Procurement, Maintenance, and Benefits to identify the specific requirements of the new system and to begin to establish a timeline for data conversion and implementation. The committee met in June and reviewed sample System Requirement checklists that had been utilized by other school districts in their development of an RFQ/RFP. Each department was tasked with reviewing the components related to their area(s) of responsibility and to make adjustments/additions as necessary. Based on the final scores for the RFQ, Tyler Technologies, Inc. and Weidenhammer Systems Corporation were asked to present a live demonstration of their product and services on October 15 and 16 respectively. After careful consideration and a very lengthy process, the committee voted unanimously to recommend to the Superintendent that a contract be negotiated with Tyler Technologies for the Munis System A motion by Dr. West to authorize the Interim Superintendent to enter into contract negotiations with Tyler Technologies for the Munis System. The Sales Quotation provided is for a seven year contract; however, we desire to negotiate the modules to be purchased, the timeline for implementation, and the maintenance agreements; seconded by Dr. Dillard and approved 8-0. - Motion made by: Dr. Wanda West - Motion seconded by: Dr. Thelma D. Dillard Voting results: Unanimously approved8 Yes
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SUPPORT SERVICES
Declares outdated computers running Windows XP or older as surplus property.
Official wordingSS-2 Surplus Property
From the minutesIn order to properly dispose of outdated technology within the district the board must declare outdated computers consisting of laptops, desktops and netbooks with Windows XP or lower and over 5-years old as surplus items. Ms. Farmer made a motion that the Board declare these desktop computers, laptop computers and netbooks with Windows XP or lower operating systems and over 5-years old surplus items; seconded by Dr…
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In order to properly dispose of outdated technology within the district the board must declare outdated computers consisting of laptops, desktops and netbooks with Windows XP or lower and over 5-years old as surplus items. Ms. Farmer made a motion that the Board declare these desktop computers, laptop computers and netbooks with Windows XP or lower operating systems and over 5-years old surplus items; seconded by Dr. Dillard and approved 8-0. - Motion made by: Mrs. Lynn Farmer - Motion seconded by: Dr. Thelma D. Dillard Voting results: Unanimously approved8 Yes
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POLICIES AND RULES
Postpones a vote on the GSBA-revised board policies for further review.
Official wordingPR-1 Bibb County School District Policies Revised by GSBA
From the minutesMr. Miller has requested more time to review the policies and will meet with Mr. Howard to discuss some of his concerns. Mr. Downey made a motion to table Policies Revised by GSBA until they have been reviewed further; seconded by Dr. Dillard and approved 8-0. - Motion made by: Mr. Jason E. Downey - Motion seconded by: Dr. Thelma D. Dillard Voting results: Unanimously approved
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PERSONNEL SERVICES
Votes to meet privately on matters state law lets boards close — like personnel, lawsuits, property, or safety. No final decisions are made behind closed doors.
Official wordingExecutive Session – Personnel Matters/Future Acquisition of Property/Pending Litigation
From the minutesDr. West made a motion at 10:02 pm to go into Executive Session for the purpose of personnel matters/future acquisition of property/pending litigation; seconded by Dr. Dillard and approved 8-0. Dr. West made a motion to come out of Executive Session; seconded by Dr. Dillard and approved 8-0.
No recorded vote.
Approves new hires and job transfers for both teaching and support staff.
Official wordingPS-1 Appointments and Transfers–Certified/Classified Personnel
From the minutesMr. Hudson made a motion to approve Appointments and Transfers; seconded by Dr. West and approved 7-1. Mr. Miller voted no. - Motion made by: Mr. Thomas Hudson - Motion seconded by: Dr. Wanda West
Approves a list of employees leaving the district — resignations, retirements, and terminations.
Official wordingPS-2 Separations from Employment
From the minutesMr. Miller made a motion to approve Separations from Employment; seconded by Mr. Downey and approved 7-1. Mr. Miller voted no. - Motion made by: Mr. Lester M. Miller - Motion seconded by: Mr. Jason E. Downey - Vote Not Recorded: Mr. Lester M. Miller
7 Yes
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Approves the district's 2014-2015 coaching recommendations.
Official wordingPS-3 Coaching Recommendations for 2014-2015
From the minutesMs. Farmer made a motion to approved the Coaching Recommendations for 2014-15; seconded by Dr. Dillard and approved 8-0. - Motion made by: Mrs. Lynn Farmer - Motion seconded by: Dr. Thelma D. Dillard Voting results: Unanimously approved
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Hires Chasha Colbert as assistant principal at Union Elementary School.
Official wordingPS-4 Recommendation for Assistant Principal – Union
From the minutesDr. Dillard made a motion to approve Chasha Colbert for the position of Assistant Principal at Union Elementary School; seconded by Dr. West and approved 8-0. - Motion made by: Dr. Thelma D. Dillard - Motion seconded by: Dr. Wanda West Voting results: Unanimously approved
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Approves an appeal process for employees to challenge their job classifications.
Official wordingPS-5 Classification Appeal Process
From the minutesThe BCSD Compensation, Classification and Job Leveling Study Report was presented and approved during the board of education meeting on October 16, 2014.At the request of the Board, an appeal process was developed in an effort to support employees who would like to express concerns that specifically relates to their job status as described in the report. The Classification Appeal Process includes a presentation of t…
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The BCSD Compensation, Classification and Job Leveling Study Report was presented and approved during the board of education meeting on October 16, 2014.At the request of the Board, an appeal process was developed in an effort to support employees who would like to express concerns that specifically relates to their job status as described in the report. The Classification Appeal Process includes a presentation of the following documents: - Classification Appeal Process:The steps for making an appeal - Classification Appeal Form - Position Description Questionnaire (PDQ) Dr. West made a motion to amend the agenda to allow the Board to take action on the Classification Appeal Process; seconded by Dr. Dillard and approved 8-0. Ms. Farmer made a motion to approve the Classification Appeal Process; seconded by Dr. Dillard and approved 8-0. - Motion made by: Mrs. Lynn Farmer - Motion seconded by: Dr. Thelma D. Dillard Voting results: Unanimously approved8 Yes
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Old Business
School Naming Committees
Official wordingOB-1 School Naming Committees
From the minutesMs. Carter presented a report from the King-Danforth/Jones Elementary naming committee. They have some names together, however the Board has requested they come back with their selected name for the school. Mr. Miller presented a report from the Morgan Elementary School naming committee. They also have a list of names and should have a name to present to the Board in December. Dr. Dillard presented a report from the…
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Ms. Carter presented a report from the King-Danforth/Jones Elementary naming committee. They have some names together, however the Board has requested they come back with their selected name for the school. Mr. Miller presented a report from the Morgan Elementary School naming committee. They also have a list of names and should have a name to present to the Board in December. Dr. Dillard presented a report from the Alternative School naming committee. The committee would like to request the Board approve renaming the Alternative School "The Burghard Opportunity Center". It will be presented to the Board in December.No recorded vote.
Names the Ballard-Hudson media center the Dr. R.J. Martin Media Center.
Official wordingOB-2 Recommendation to name the Media Center at Ballard-Hudson - Dr. R.J. Martin Media Center
From the minutesMr. Hudson made a motion to recommend that the Media Center at Ballard-Hudson be named the Dr. R.J. Martin Media Center; seconded by Dr. West and approved 8-0. - Motion made by: Mr. Thomas Hudson - Motion seconded by: Dr. Wanda West Voting results: Unanimously approved
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Postpones approving the district's attorney list until next month.
Official wordingOB-3 Approval of Attorney List
From the minutesMr. Howard, Chief Legal Counsel, presented a recommended Attorney's List to the Board for approval. A motion was made by Dr. Dillard to table this action until next month; seconded by Dr. West and approved 8-0. - Motion made by: Dr. Thelma D. Dillard - Motion seconded by: Dr. Wanda West Voting results: Unanimously approved
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New Business
Appointment of Nominating Committee for Election of Officers
Official wordingNB-1 Appointment of Nominating Committee for Election of Officers
From the minutesMs. Sipe appointed the following to be on the Nominating Committee: Ms. Carter as Chair Mr. Hudson, declined Ms. Farmer Mr. Downey Ms. Sipe recommended the committee assemble in December.
No recorded vote.
Adjourn