Committee Meeting
October 17, 2013
A smaller group of board members that reviews items — like finance or policy — before the full board votes.
Agenda items
39
With votes
9
Contested
1
Attendance
No recorded vote.
Voting Members
From the minutes- Dr. Wanda West, President - Mrs. Susan K Sipe, Vice President - Mrs. Ella S. Carter, Board Member - Mrs. Lynn Farmer, Board Member - Mr. Thomas Hudson, Board Member - Mr. Lester M. Miller, Board Member - Dr. Thelma D. Dillard, Treasurer
No recorded vote.
Call to Order.
Instructional Services Committee
For information
Organizational Chart
Official wordingIS-1 Organizational Chart (INFORMATION)
From the minutesBoard viewed as informational: Organizational Chart Updated for 2013-2014 School Year Interim Superintendent Dr. E. Steven Smith presented Board members with an updated Organizational Chart for the 2013-2014 school year.
Shared with the board for information. No vote is taken.
For information
GA Virtual School
Official wordingIS-2 GA Virtual School (INFORMATION)
From the minutesBoard viewed at informational: Georgia Virtual School Provides Students with Alternate Educational Experience The District’s Executive Director of Technology Services, Dr. Mike Hall, addressed a previous request by Board members to learn more about the Georgia Virtual School. A program of the Georgia Department of Education’s Office of Technology Services, the Georgia Virtual School works in partnership with local d…
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Board viewed at informational: Georgia Virtual School Provides Students with Alternate Educational Experience The District’s Executive Director of Technology Services, Dr. Mike Hall, addressed a previous request by Board members to learn more about the Georgia Virtual School. A program of the Georgia Department of Education’s Office of Technology Services, the Georgia Virtual School works in partnership with local districts to provide middle and high school courses to students throughout the state. The accredited program offers a virtual classroom environment led by teachers, with more than 100 course offerings. Students may choose from courses in core content, world languages, electives, Advanced Placement, and Career, Technical and Agricultural Education. As part of the experience, students also have access to an online media center and guidance center.Shared with the board for information. No vote is taken.
For information
Graduation Schedule 2014
Official wordingIS-3 Graduation Schedule 2014 (INFORMATION)
From the minutesBoard viewed as informational: Board Reviews Proposed Graduation Schedule for 2014 Interim Superintendent Dr. E. Steven Smith presented Board members with the proposed graduation schedule for spring commencement exercises. As proposed, the District's seven graduation ceremonies would take place Thursday, May 22, through Saturday, May 24. The following schedule has been proposed and is not final: Thursday, May 22, 20…
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Board viewed as informational: Board Reviews Proposed Graduation Schedule for 2014 Interim Superintendent Dr. E. Steven Smith presented Board members with the proposed graduation schedule for spring commencement exercises. As proposed, the District's seven graduation ceremonies would take place Thursday, May 22, through Saturday, May 24. The following schedule has been proposed and is not final: Thursday, May 22, 2014: 7 p.m.: Westside High School Friday, May 23, 2014: 6 p.m.: Hutchings Career Center 8 p.m.: Howard High School Saturday, May 24, 2014: 9:30 a.m.: Central High School 12:30 p.m.: Southwest High School 2:30 p.m.: Northeast High School 5 p.m.: Rutland High School The proposed dates will be reviewed by staff for potential changes, and the Board will vote on the dates during its regular session meeting in November.Shared with the board for information. No vote is taken.
For information
Mission and Vision Statements
Official wordingIS-4 Mission and Vision Statements (INFORMATION)
From the minutesBoard viewed as informational: Changes to District's Mission and Vision Proposed Interim Superintendent Dr. E. Steven Smith presented Board members with a proposed change in the District's current mission and vision. The key change would include a reversal of phrases so that the current mission would become the new vision, and the current vision would become the new mission. The current mission states, "Each student…
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Board viewed as informational: Changes to District's Mission and Vision Proposed Interim Superintendent Dr. E. Steven Smith presented Board members with a proposed change in the District's current mission and vision. The key change would include a reversal of phrases so that the current mission would become the new vision, and the current vision would become the new mission. The current mission states, "Each student demonstrates strength of character and is college ready." The proposed mission statement has been revised to, "Develop a highly trained staff, working in partnership with an engaged community, dedicated to educating each student to excel in a 21st century global society." The current vision states, "Develop a highly trained staff and an engaged community dedicated to educating each student for a 21st century, multiethnic, global economy." The proposed vision has been revised to, "Strength of character and ready for college, career and life.Shared with the board for information. No vote is taken.
For information
K-12 District Benchmark Implementation
Official wordingIS-5 K-12 District Benchmark Implementation (INFORMATION)
From the minutesBoard viewed as informational: Assessment Team to Implement District Unit Benchmarks for EOCT, CRCT Under the direction of Interim Superintendent Dr. E. Steven Smith, a District Assessment Team will work to implement a system of District Unit Benchmarks (DUBS) for End of Course Test (EOCT) courses by January 2014 and for Criterion-Referenced Competency Test (CRCT) courses by April 2014. The District Assessment Team…
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Board viewed as informational: Assessment Team to Implement District Unit Benchmarks for EOCT, CRCT Under the direction of Interim Superintendent Dr. E. Steven Smith, a District Assessment Team will work to implement a system of District Unit Benchmarks (DUBS) for End of Course Test (EOCT) courses by January 2014 and for Criterion-Referenced Competency Test (CRCT) courses by April 2014. The District Assessment Team will be made up of representatives from throughout the District who will be split into small groups: Elementary Team, Middle School Team, and High School Team. A timeline of training and deadlines for the teams has been put together, and the work will be split into four phases throughout next summer.Shared with the board for information. No vote is taken.
For information
Strategies for Improving High School Graduation Rate
Official wordingIS-6 Strategies for Improving High School Graduation Rate (INFORMATION)
From the minutesBoard viewed as informational: District Identifies Strategies for Improving Graduation Rate Board members learned on Thursday, October 17, that the District has identified action steps at the middle school and high school levels to help increase the District's graduation rate. The District's graduation rate in 2012, for which the most recent data is available, was 52.3 percent. Action steps include some of the follo…
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Board viewed as informational: District Identifies Strategies for Improving Graduation Rate Board members learned on Thursday, October 17, that the District has identified action steps at the middle school and high school levels to help increase the District's graduation rate. The District's graduation rate in 2012, for which the most recent data is available, was 52.3 percent. Action steps include some of the following: student tutorials offered in all content areas, SAT preparation, assigning teachers as advisers to individual students, grade repair and credit recovery to help those students who are failing or have fallen behind, and increasing communication with parents.Shared with the board for information. No vote is taken.
For information
AdvancED Update
Official wordingIS-7 AdvancED Update (INFORMATION)
From the minutesBoard viewed as informational: District Addressing Actions Required by AdvancED as Part of Accreditation Status Interim Superintendent Dr. E. Steven Smith gave an update on the District’s plan to address required actions as part of the accreditation process. Following the successful completion of the 2012-2013 AdvancED External Review, the District received official notification in July 2013 that it had received acc…
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Board viewed as informational: District Addressing Actions Required by AdvancED as Part of Accreditation Status Interim Superintendent Dr. E. Steven Smith gave an update on the District’s plan to address required actions as part of the accreditation process. Following the successful completion of the 2012-2013 AdvancED External Review, the District received official notification in July 2013 that it had received accreditation with a status of "Accredited Warned." This designation indicates that the external team had several concerns with areas related to the standards, and possibly other minor concerns. Institutions given this designation have two years to address required actions. Dr. Smith told the Board that Retired Brig. Gen. Stewart Rodeheaver has agreed to work with Board members to address required actions regarding governance. Brig. Gen. Rodeheaver will initially help the Board to develop its own Strategic Plan to align with the District's Strategic Plan. Deputy Superintendent of School Improvement Sylvia Hooker also noted the District will focus internally on the three other areas requiring action: technology, professional development, and grading procedures. She said a timeline will be developed to address these items in advance of the External Review Team’s return next spring.Shared with the board for information. No vote is taken.
Fiscal Services Committee
Regular Monthly Reports
Official wordingFS-1 Regular Monthly Reports
From the minutesBoard viewed as informational: Monthly Financial Reports, 2010 Capital Improvement Program Reports Board members were updated on the status of the General Fund as well as the 2010 Capital Improvement Program through a monthly presentation.
No recorded vote.
2010 Capital Improvement Program
Official wordingFS-2 2010 Capital Improvement Program
No recorded vote.
Capital Projects Status Report (No Report)
No recorded vote.
For information
Financial Status Report
Official wordingFinancial Status Report (INFORMATION)
Shared with the board for information. No vote is taken.
For information
2010 ESPLOST Report
Official wording2010 ESPLOST Report (INFORMATION)
Shared with the board for information. No vote is taken.
For information
Draft Design for Heard Elementary
Official wordingFS-3 Draft Design for Heard Elementary (INFORMATION)
From the minutesBoard viewed as informational: Board Reviews Preliminary Site Plan for New Heard Elementary School Board members received an update on the design of the new Heard Elementary School and reviewed a preliminary site plan and floor plan. Construction on the new Heard Elementary School is scheduled to begin in January 2014. SP Design is the architectural firm for the project and Chris R. Sheridan Construction is the cons…
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Board viewed as informational: Board Reviews Preliminary Site Plan for New Heard Elementary School Board members received an update on the design of the new Heard Elementary School and reviewed a preliminary site plan and floor plan. Construction on the new Heard Elementary School is scheduled to begin in January 2014. SP Design is the architectural firm for the project and Chris R. Sheridan Construction is the construction manager. A community forum to receive input on the design of the new Heard Elementary School was held on Tuesday, September 24, at Heard Elementary. About 150 people were in attendance at the forum. Based on information received at the meeting, a list of recommendations was developed concentrating on the following categories: preserving the historical elements, 21st century design and technology, traffic circulation, safety and security, community use of the building, and adequate storage. This list was provided to the design team to be considered in the final design for the project.Shared with the board for information. No vote is taken.
Selects an architect for the Miller Middle School gym and renovation.
Official wordingFS-4 Architect Selection for Miller Middle School Gym and Renovation (ACTION)
From the minutes- Motion made by: Mrs. Lynn Farmer - Motion seconded by: Dr. Thelma D. Dillard Voting results: Unanimously approved
7 Yes
Full roll call
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Advertises for construction bids for the Miller gym project.
Official wordingFS-5 RFP for Construction Services for Miller Gym Project (ACTION)
From the minutes- Motion made by: Mrs. Lynn Farmer - Motion seconded by: Dr. Wanda West Voting results: Unanimously approved
7 Yes
Full roll call
Yes
Yes
Yes
Yes
Yes
Yes
Yes
FS-6-Item Pulled
No recorded vote.
Approves the district's fiscal year 2014 Head Start operating agreement.
Official wordingFS-7 FY-2014 Head Start Operating Agreement (ACTION)
From the minutes- Motion made by: Mrs. Lynn Farmer - Motion seconded by: Dr. Thelma D. Dillard
Item Pulled
Official wordingFS-8 Item Pulled
No recorded vote.
Item Pulled
Official wordingFS-9 Item Pulled
No recorded vote.
For information
Procurement Process and Minority Vendor Report
Official wordingFS-10 Procurement Process and Minority Vendor Report (INFORMATION)
From the minutesBoard viewed as informational: Board Members Review Local and Minority Participation Report Board members received information regarding the District's use of local and minority vendors. According to Policy DJEIB, the District is directed to, "maximize utilization of minority owned businesses and minority professionals with regard to all work, services, and supplies purchased by the Board and all construction projec…
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Board viewed as informational: Board Members Review Local and Minority Participation Report Board members received information regarding the District's use of local and minority vendors. According to Policy DJEIB, the District is directed to, "maximize utilization of minority owned businesses and minority professionals with regard to all work, services, and supplies purchased by the Board and all construction projects undertaken by the Board." Chief Financial Officer Ron Collier wrote in a memo that, "Procedures are in place to which ensure that equal opportunities exist for all vendors and contractors seeking to do business with the district, without respect to race, color, religion, sex, handicap, or national origin." As part of the procedures, the Capital Programs Department prepares an annual Local and Minority Participation Report, which identifies local and minority businesses. Local and minority businesses also are assigned additional points in the bidding process for Capital Programs projects. Mr. Collier is working with Procurement Director Elaine Wilson to devise a way of identifying minority vendors in the future, perhaps similarly to the methods used by the Capital Programs Department.Shared with the board for information. No vote is taken.
Support Services Committee
Awards the district's natural gas bid.
Official wordingSS-1 Natural Gas Bid(ACTION)
From the minutes- Motion made by: Mrs. Lynn Farmer - Motion seconded by: Mrs. Susan K Sipe Voting results: Unanimously approved
7 Yes
Full roll call
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Postpones an item to the November 21, 2013 board meeting.
Official wordingSS-2 Item Pulled
From the minutesTable agenda item until November 21, 2013 Board Meeting - Motion made by: Mrs. Lynn Farmer - Motion seconded by: Mrs. Susan K Sipe Voting results: Unanimously approved
7 Yes
Full roll call
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Advertises for bids for insurance brokerage services.
Official wordingSS-3 Solicitation for Request for Proposals for Insurance Brokerage Services (ACTION)
From the minutes- Motion made by: Mrs. Lynn Farmer - Motion seconded by: Mrs. Susan K Sipe Voting results: Unanimously approved
7 Yes
Full roll call
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Advertises for bids for excess workers' compensation insurance.
Official wordingSS-4 Solicitation for Request for Proposals for Excess Workers Compensation Insurance (ACTION)
From the minutes- Motion made by: Mrs. Lynn Farmer - Motion seconded by: Dr. Wanda West Voting results: Unanimously approved
7 Yes
Full roll call
Yes
Yes
Yes
Yes
Yes
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Yes
For information
Technology Update
Official wordingSS-5 Technology Update (INFORMATION)
From the minutesBoard viewed as informational: Board Receives Update on Technology Services Dr. Mike Hall, the District's Executive Director of Technology Services, updated Board members on the Technology Department's progress regarding District services. The Technology Department has made upgrades to the network, re-engaging in the six schools (Appling Middle, Burdell-Hunt Magnet, Central High, Hutchings Career Center, Northeast H…
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Board viewed as informational: Board Receives Update on Technology Services Dr. Mike Hall, the District's Executive Director of Technology Services, updated Board members on the Technology Department's progress regarding District services. The Technology Department has made upgrades to the network, re-engaging in the six schools (Appling Middle, Burdell-Hunt Magnet, Central High, Hutchings Career Center, Northeast High and Williams Elementary) that have new infrastructure, and installing equipment. The department was able to significantly increase the District's Internet bandwidth by moving from a 500mb circuit to a 1GB circuit; however, this move required the department to reconfigure the District's firewall and purchase and install a new content filtering tool. The new content filtering tool, Lightspeed, comes with a bundle of other tools, including a powerful Learning Management System, a Mobile Device Management tool for schools intending to embark on 1:1 or Bring Your Own Device projects, and an energy management tool that will help manage and monitor all network devices for power. Five of the six schools with the new infrastructure are now functioning only on the new network. Central High is the only school on that list that has yet to be moved over to the new network as there are still a few requirements to work through first, which the Technology Department will begin working on immediately. Hartley Elementary, Miller Middle, and Westside High are the next three schools scheduled for infrastructure upgrades. Dr. Hall also has organized a Technology Committee with representatives from throughout the District to provide the department with recommendations regarding services. The committee has been divided into five sub-committees: Classroom and Construction, Hardware, Software, Policy, and Training.Shared with the board for information. No vote is taken.
Policies and Rules Committee
For information
Update on GSBA Policy Revisions
Official wordingPR-1 Update on GSBA Policy Revisions (INFORMATION)
From the minutesBoard viewed as informational: Dr. Smith Updates Board on Policy Revisions Interim Superintendent Dr. E. Steven Smith updated Board members on the process of updating the District's policies. In June 2013, Board members voted to enter into an agreement with the Georgia School Boards Association (GSBA) to assist the District with policy revision and development. Dr. Smith said GSBA is still reviewing policies and wil…
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Board viewed as informational: Dr. Smith Updates Board on Policy Revisions Interim Superintendent Dr. E. Steven Smith updated Board members on the process of updating the District's policies. In June 2013, Board members voted to enter into an agreement with the Georgia School Boards Association (GSBA) to assist the District with policy revision and development. Dr. Smith said GSBA is still reviewing policies and will meet with him and members of the Board's Policies and Rules Committee in the coming months to go over the list of policies that are fine to leave as they are currently written, the policies that need updating, and the policies that either conflict with or repeat state law and should be removed.Shared with the board for information. No vote is taken.
Personnel Services Committee
Approves new hires and job transfers for both teaching and support staff.
Official wordingPS-1 Appointments and Transfers–Certified/Classified Personnel (ACTION)
From the minutesMrs. Farmer made a motion to suspend the Committee Board meeting and conduct the remaining agenda items of Personnel Services during the Regular Board Meeting; seconded by Mr. Miller and approved 7-0. Mr. Downey was absent. - Motion made by: Mrs. Lynn Farmer - Motion seconded by: Mr. Lester M. Miller Voting results: Unanimously approved
7 Yes
Full roll call
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Approves a list of employees leaving the district — resignations, retirements, and terminations.
Official wordingPS-2 Separations from Employment (ACTION)
No recorded vote.
Recommendation of Sylvia Hooker, Deputy Superintendent School Improvement from Part-time to Full-time Effective 11-1, 2013
Official wordingPS-3 Recommendation of Sylvia Hooker, Deputy Superintendent School Improvement from Part-time to Full-time Effective 11-1, 2013 (ACTION)
No recorded vote.
Recommendation of Bruce Giroux, 49% Deputy Superintendent Teaching and Learning
Official wordingPS-4 Recommendation of Bruce Giroux, 49% Deputy Superintendent Teaching and Learning (ACTION)
No recorded vote.
Ends the meeting.
Official wordingAdjourn
From the minutesCommittee Meeting adjourned at 6:37 p.m. - Motion made by: Mrs. Ella S. Carter - Motion seconded by: Dr. Thelma D. Dillard Voting results: Unanimously approved
7 Yes
Full roll call
Yes
Yes
Yes
Yes
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Yes
Yes