Board Meeting
December 18, 2014
The board’s regular public meeting — where most policies, budgets, and personnel decisions get a formal vote.
Agenda items
36
With votes
11
Contested
0
Attendance
No recorded vote.
Voting Members
From the minutes- Mrs. Susan K. Sipe , Chair - Dr. Thelma D. Dillard , Vice President - 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 Pledge of Allegiance was led by Ulric Bellaire III, a third grade student at Vineville Academy of the Arts.
No recorded vote.
Invocation
Swearing in Ceremony for Board Members -Daryl Morton and Dr. Wanda West
From the minutesJudge William C. Randall conducted the swearing in ceremony for the following board members: - Mr. Daryl Morton - Post 7, At Large - Dr. Wanda West - Post 8, At Large
No recorded vote.
Swearing in Ceremony for Interim Superintendent – Dr. Kelley Castlin-Gacutan
From the minutesJudge William C. Randall conducted the swearing in ceremony for Dr. Kelley Castlin-Gacutan as Interim Superintendent of Schools.
No recorded vote.
Approves the official record (minutes) of an earlier meeting.
Official wordingConfirmation of Minutes
From the minutesMs. Farmer made a motion to confirm the minutes with correction; seconded by Dr. West and approved 7-0. The following Minutes were approved with a voting correction to the minutes of the Called Board Meeting on November 26, 2014: Board Meeting - November 20, 2014 Called Board Meeting - November 26, 2014 Called Board Meeting - December 2, 2014 Called Board Meeting - December 9, 2014 - Motion made by: Mrs. Lynn Farmer - Motion seconded by: Dr. Wanda West Voting results: Unanimously approved
7 Yes
Full roll call
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Report of the Interim Superintendent
From the minutesHoliday music prior to the start of the board meeting was provided by the Howard High School Strings Quartet. Retirees with more than 25 years of service with the District were recognized and included the following individuals: Marty Drawhorn, Director of Maintenance; Charlene Freeman, Nutrition Assistant at Hartley Elementary School; Geraldine French, Media Specialist at Ballard-Hudson Middle School; Gloria Haynes,…
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Holiday music prior to the start of the board meeting was provided by the Howard High School Strings Quartet. Retirees with more than 25 years of service with the District were recognized and included the following individuals: Marty Drawhorn, Director of Maintenance; Charlene Freeman, Nutrition Assistant at Hartley Elementary School; Geraldine French, Media Specialist at Ballard-Hudson Middle School; Gloria Haynes, Bus Driver for Transportation; Kenneth Hugley, Mechanic for Transportation; Elaine Johnnicans, Custodian at Ingram-Pye Elementary School; Nina Johnson, Custodian at Hutchings Career and College Academy; Brenda Lake, Nutrition Manager at Southwest High School; Linda Pounds, Head Custodian at Ingram-Pye Elementary School; and Celina Sutton, Teacher at Alexander II Magnet Elementary School. Mrs. Lynn Farmer was honored for her twelve years of service on the Bibb County Board of Education. Ms. Farmer represented Post 7, At Large (County-wide). Dr. Steve Smith was honored for his service to the District as the Interim Superintendent of Schools. Dr. Smith served as Interim Superintendent from June 3, 2014 until his retirement on December 31, 2014. The District was presented with the 2014 Heart of Relay Youth Involvement Award. This award is presented to the top three events in the country demonstrating successful practices, innovations, programs, and activities that further the American Cancer Society's mission and the Relay for Life movement involving youth. The school district was lauded for 100 percent participation from its 41 schools in engaging staff and students in fundraising activities and involvement in community activities and the Relay for Life event. Six Bibb County elementary schools received the 2014 National Healthy School Bronze Award from the Alliance for a Healthier Generation. In order to receive this award, schools must improve their nutrition and wellness services and physical activity programs to meet the standards set by the alliance. Schools recognized were Bruce Elementary School, Sonny Carter Elementary School, Heritage Elementary School, King-Danforth Elementary School, Lane Elementary School, Porter Elementary School, and Skyview Elementary School. Seven elementary schools received the Let's Move Active School Award, which is a part of the First Lady's Let's Move! Initiative. These schools were recognized among 52 in the state of Georgia for their outstanding efforts in creating an active school environment. Bibb County Schools receiving the award were Bruce Elementary School, Carter Elementary School, Heritage Elementary School, King-Danforth Elementary School, Lane Elementary School, Porter Elementary School, and Skyview Elementary School.No recorded vote.
OTHER REMARKS
INVITATION TO VISITORS TO ADDRESS THE BOARD - Please limit your comments to three (3) minutes.
From the minutesMr. Bert Bivins III addressed the Board about the starting a program in collaboration with Volunteer Macon to address the concerns of under-age drinking and smoking with students in the schools. The program would use retired teachers to teach specific lessons concerning these topics. Dr. Smith indicated that he will speak with Dr. Castlin-Gacutan about this potential program and have her follow-up with Mr. Bivins at a later date.
No recorded vote.
REPORT OF STANDING COMMITTEES
INSTRUCTIONAL SERVICES
Approves a service contract with Fort Valley State University for the GEAR UP grant program.
Official wordingIS-2 GEAR-UP Contract with Fort Valley
From the minutesMr. Miller made a motion to authorize the Interim Superintendent to sign a service contract with Fort Valley State University as a community partner and service provider for the Gaining Early Awareness and Readiness for Undergraduate Programs (GEAR UP) Grant; Seconded by Dr. West and approved 7-0. - Motion made by: Mr. Lester M. Miller - Motion seconded by: Dr. Wanda West Voting results: Unanimously approved
7 Yes
Full roll call
Yes
Yes
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FISCAL SERVICES
Approves buying school buses for the district’s fleet.
Official wordingFS-3 School Bus Purchase
From the minutesDr. Dillard made a motion to approve the purchase of 20 new school buses from Yancey Bus Sales and Service at a cost not to exceed $2,144,532.00; Ms. Farmer seconded the motion and it was approved 7-0. $2,067,312.00 of the purchase price will be funded with Capital Projects SPLOST funds. The remaining $77,220.00 will be funded with bus bond funds that have been awarded to the district by the Georgia Department of Ed…
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Dr. Dillard made a motion to approve the purchase of 20 new school buses from Yancey Bus Sales and Service at a cost not to exceed $2,144,532.00; Ms. Farmer seconded the motion and it was approved 7-0. $2,067,312.00 of the purchase price will be funded with Capital Projects SPLOST funds. The remaining $77,220.00 will be funded with bus bond funds that have been awarded to the district by the Georgia Department of Education. - Motion made by: Dr. Thelma D. Dillard - Motion seconded by: Mrs. Lynn Farmer Voting results: Unanimously approved7 Yes
Full roll call
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Revises sales-tax budgets to fund the Promise Center purchase, Weaver Middle gym upgrades, and a new business software system.
Official wordingFS-4 SPLOST Budget Revision
From the minutesTo provide funding for the purchase of the property known as the Promise Center, improvements to the Weaver Middle School Gym and the purchase of the ERP system, a SPLOST budget revision is required. The budget revision consists of reducing $150,000 from Fund 335, $421,000 from fund 334 and $1,350,000 from fund 343 and increasing fund 351 by $1,950,000. These revisions will cover the costs of the purchase of the Pro…
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To provide funding for the purchase of the property known as the Promise Center, improvements to the Weaver Middle School Gym and the purchase of the ERP system, a SPLOST budget revision is required. The budget revision consists of reducing $150,000 from Fund 335, $421,000 from fund 334 and $1,350,000 from fund 343 and increasing fund 351 by $1,950,000. These revisions will cover the costs of the purchase of the Promise Center which was approved at a called board meeting on December 9, 2014. Contingency allocations of $2,648,000 will cover the cost of the ERP system and the Weaver Middle School Gym improvements as well as an overage in the Technology line. It is anticipated that the District will receive E-rate reimbursements in excess of $3 million which will be used to replenish the general contingency account that were move to the Technology lines. Dr. West made a motion to approve the SPLOST budget revision to allow for the purchase of the Promise Center and ERP system and the gym improvements at Weaver Middle School; Seconded by Ms. Farmer and approved 7-0. - Motion made by: Dr. Wanda West - Motion seconded by: Mrs. Lynn Farmer Voting results: Unanimously approved7 Yes
Full roll call
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Accepts the audit of the district's finances for the year ending June 30, 2014.
Official wordingFS-5 Audit of the Financial Statements for the Fiscal Year Ended June 30, 2014
From the minutesDr. Dillard made a motion to accept the audit of the Financial Statements for the District for Fiscal Year 2014 as presented by Mauldin and Jenkins accounting firm. Ms. Farmer seconded the motion and it was approved 7-0. Miller Edwards with the accounting firm of Mauldin and Jenkins, LLC presented the audit of the Financial Statements for the District, which covered the time period from July 1, 2013 to June 30, 2014…
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Dr. Dillard made a motion to accept the audit of the Financial Statements for the District for Fiscal Year 2014 as presented by Mauldin and Jenkins accounting firm. Ms. Farmer seconded the motion and it was approved 7-0. Miller Edwards with the accounting firm of Mauldin and Jenkins, LLC presented the audit of the Financial Statements for the District, which covered the time period from July 1, 2013 to June 30, 2014. The audit had no findings for Fiscal Year 2014 and included five management points, which are recommendations for improvement. Additionally, Miller Edwards and Hope Pendergrass presented this information to the Audit Committee, which is comprised of Sue Sipe, Lester Miller, and Dr. Wanda West along with Dr. Steve Smith, Dr. Kelley Castlin-Gacutan, and Ron Collier. Dr. West was unable to attend this meeting. - Motion made by: Dr. Thelma D. Dillard - Motion seconded by: Mrs. Lynn Farmer Voting results: Unanimously approved7 Yes
Full roll call
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SUPPORT SERVICES
Item Removed
Official wordingSS-1 Item Removed
No recorded vote.
Item Removed
Official wordingSS-2 Item Removed
No recorded vote.
Selection of Attorney(s)
Official wordingSS-3 Selection of Attorney(s)
More than one motion was made on this item. The minutes below describe each one. The roll call at the bottom is on the last motion only.
From the minutesThe Bibb County School District recognizes that there are often times when the school district may need to retain outside counsel to handle legal matters. To ensure quality representation, the District reached out to local firms and posted a RFQ to reach additional law firms and attorneys. The following firms responded to the RFQ. They are as follows: 1. Jones, Cork & Miller LLP 2. James, Bates, Brannan & Groover 3. Edwards & Youmas 4. Hall Booth Smith 5. Snow Butler 6. Nelson Mullins Riley & Scarbrough LLP 7. Chambless, Higdon, Richardson, Katz & Griggs 8. Law Office of Maurice King, Jr. 9. The Elliott Wall Law Firm, LLP It was the recommendation of the Chief Legal Counsel, after a review of the responses, that the nine firms be approved as a panel of counsel to represent the District in legal matters and to serve as tribunal members (when necessary) with all assignments being approved by the Chief Legal Counsel and the Bibb County Board of Education. Mr. Hudson made a motion to approve the panel of nine law firms to represent the District in legal matters and to serve as tribunal members as necessary; seconded by Dr. Dillard. The motion failed 3-4. Dr. Dillard, Mr. Hudson, and Dr. West voted yes. Mr. Hudson made a motion to table the Selection of Attorney(s) and schedule a work session at a later date; seconded by Dr. West and approved 4-3. Ms. Farmer, Mr. Miller, and Ms. Sipe voted no.
No recorded vote.
Hires Tyler Technologies for a seven-year, $4,598,274.00 contract for its Munis business software system.
Official wordingSS-4 Award of Contract for ERP System, Tyler Technologies
From the minutesThe District's 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. After a lengthy process and careful evaluation by the RPQ/IBS Committee, it was recommended that the contract be negotiated with Tyler Technologies for the purchase of the…
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The District's 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. After a lengthy process and careful evaluation by the RPQ/IBS Committee, it was recommended that the contract be negotiated with Tyler Technologies for the purchase of the Munis System. The Board authorized the Interim Superintendent to enter into contract negotiations with Tyler Technologies for the purchase of the Munis System on November 20, 2014. Ms. Farmer made a motion for the district to enter into a contractual agreement with Tyler Technologies in the amount of $4,598,274.00 for a seven year contract with the understanding that the renewal option will be presented to the board yearly for approval. Dr. West seconded the motion and it was approved 7-0. - Motion made by: Mrs. Lynn Farmer - Motion seconded by: Dr. Wanda West Voting results: Unanimously approved7 Yes
Full roll call
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POLICIES AND RULES
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 minutesThere was no Executive Session.
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. Miller made a motion to approved the appointments and transfers of certified and classified personnel; seconded by Dr. Dillard and approved 7-0. - Motion made by: Mr. Lester M. Miller - Motion seconded by: Dr. Thelma D. Dillard Voting results: Unanimously approved
7 Yes
Full roll call
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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 for certified and classified personnel; Seconded by Dr. Dillard and approved 7-0. - Motion made by: Mr. Lester M. Miller - Motion seconded by: Dr. Thelma D. Dillard Voting results: Unanimously approved
7 Yes
Full roll call
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Old Business
Names the district's alternative school the Burghard Opportunity Center.
Official wordingOB-1 Naming of the Alternative School – Burghard Opportunity Center
From the minutesUnder the 2014-2019 Fiver-Year Local Facilities Plan for the District, approved by Board members in April 2014, the District's alternative program will move to the Burghard Elementary School building in fall 2014. The Alternative School Naming Committee, chaired by Dr. Dillard, made the recommendation to name the alternative school the Burghard Opportunity Center at the Board Meeting on November 20, 2014. Mr. Downey…
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Under the 2014-2019 Fiver-Year Local Facilities Plan for the District, approved by Board members in April 2014, the District's alternative program will move to the Burghard Elementary School building in fall 2014. The Alternative School Naming Committee, chaired by Dr. Dillard, made the recommendation to name the alternative school the Burghard Opportunity Center at the Board Meeting on November 20, 2014. Mr. Downey made a motion to make Old Business Item 1 - Naming of the Alternative School - an action item; seconded by Dr. West and approved 7-0. Mr. Downey made a motion to rename the Alternative School the Burghard Opportunity Center; seconded by Dr. Dillard and approved 7-0. - Motion made by: Mr. Jason E. Downey - Motion seconded by: Dr. Thelma D. Dillard Voting results: Unanimously approved7 Yes
Full roll call
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Waives the policy requiring a nominating committee for electing board officers.
Official wordingOB-2 Nominating Committee for Election of Officers
From the minutesDr. Dillard made a motion to add the Nominating Committee for Election of Officers as an agenda item for the meeting; seconded Dr. West and approved 7-0. Ms. Farmer made a motion to waive board policy concerning the Nominating Committee for the Election of Officers because there are not enough members to serve as a committee; seconded by Dr. West and approved 7-0. - Motion made by: Mrs. Lynn Farmer - Motion seconded by: Dr. Wanda West Voting results: Unanimously approved
7 Yes
Full roll call
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New Business
Approves the dates for the 2015 board meetings.
Official wordingNB-1 Dates for Board Meeting in 2015
From the minutesThe following is a schedule of regular Board meetings for the Bibb County Board of Education for the 2015 calendar year: > Thursday, January 22, 2015 (due to State Swearing-In Ceremony) > > Thursday, February 26, 2015 (due to Winter Break) > > Thursday, March 19, 2015 > > Thursday, April 16, 2015 > > Thursday, May 21, 2015 > > Thursday, June 18, 2015 > > Thursday, July 16, 2015 > > Thursday, August 20, 2015 > > Thur…
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The following is a schedule of regular Board meetings for the Bibb County Board of Education for the 2015 calendar year: > Thursday, January 22, 2015 (due to State Swearing-In Ceremony) > > Thursday, February 26, 2015 (due to Winter Break) > > Thursday, March 19, 2015 > > Thursday, April 16, 2015 > > Thursday, May 21, 2015 > > Thursday, June 18, 2015 > > Thursday, July 16, 2015 > > Thursday, August 20, 2015 > > Thursday, September 17, 2015 > > Thursday, October 15, 2015 > > Thursday, November 19, 2015 > > Thursday, December 17, 2015 All meetings will be held at the Board of Education office. Committee meetings will begin at 4:00 p.m. followed by Board Meeting at 6:30 p.m. on the third Thursday of the month, unless otherwise noted. Mr. Hudson made a motion to make New Business-1 (Dates for Board of Education Meetings 2015) an action item; Mr. Downey seconded and approved 7-0. Dr. West made a motion to approve the Dates for the 2015 Board of Education Meetings; seconded Mr. Hudson and approved 7-0. - Motion made by: Dr. Wanda West - Motion seconded by: Mr. Thomas Hudson Voting results: Unanimously approved7 Yes
Full roll call
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Resolution to Reduce the Size of the Board
Official wordingNB-2 Resolution to Reduce the Size of the Board
From the minutesMr. Downey offered a resolution to reduce the size of the board to an odd number designation. The purpose of the resolution would be to give input and express the opinion of the board concerning its size prior to the start of the upcoming legislative session to the local delegation. Current Georgia law states that a newly created or amended school board shall have no more than seven members. The current eight member…
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Mr. Downey offered a resolution to reduce the size of the board to an odd number designation. The purpose of the resolution would be to give input and express the opinion of the board concerning its size prior to the start of the upcoming legislative session to the local delegation. Current Georgia law states that a newly created or amended school board shall have no more than seven members. The current eight member board in Bibb County is grandfathered in unless any action to amend the size of the board is taken. Mr. Downey made a motion to make NB-2, Resolution to Reduce the Size of the Board, an action item; seconded by Mr. Miller. After discussion, Mr. Downey withdrew his motion before a vote could be taken. There was no further discussion or action on this item.No recorded vote.
Adjourn