Minutes from the February 11, 2008 Board of Education meeting

Posted Wednesday, February 27, 2008

 E-mail this page    Printer-friendly page

Pittsboro, NC - The Chatham County Board of Education met for a regular session on Monday, February 11, 2008 in the Central Office Board Room at 7:45 p.m. Members present were Chairwoman Kathie Russell; Vice-Chairman Norman Clark; and members Deb McManus; Holly Duncan; and Gerald Totten. Dr. David Bryant, Superintendent Interim; Ken Soo, Board Attorney; and Elisabeth Rogers, Board Assistant were also present.

Attendees at the meeting included: Dr. Robin McCoy, Assistant Superintendent for Curriculum and Instruction; Susan Little, Chief Financial Officer; Jim Davis, Chief Technology Officer; Beth McCullough, Public Information Officer; Dr. Tina Hester, Chief Personnel Officer; and Randy Drumheller, Construction Manager. Other guests included: Steve Cooper, Tom Calhoun, Pete Rubinas and Spencie Love. There were other guests present who did not sign in at the meeting.

Call to Order:

Chairwoman Russell called the February 11, 2008 BOE open session to order at 7:45 p.m.

Pledge of Allegiance:

Board members led the audience in reciting the Pledge of Allegiance.

Invocation & Welcome of Visitors:

Dr. David Bryant offered the Invocation and welcomed visitors.

Adoption of the Agenda

Board members reviewed the agenda for the meeting. The following change was requested: Amend item # XII. to include (a) Approval of the Early Site Package on the New Middle School.

On a motion by Vice-Chairman Clark, seconded by Ms. Duncan, the Board unanimously approved the agenda as amended.

** APPROVED 2.11.08 **

I. Call to Order - Chairwoman Russell

II. Closed Session a. Student Matter: 143-318.11(a)(1) b. Attorney/Client Discussion: 143-318.11(a)(3) c. Personnel: 143-318-11(a)(6) d. Approval of January 28, 2008 Closed Minutes - Board Members

III. Pledge of Allegiance - Board Members

IV. Invocation & Welcome of Visitors - Dr. David Bryant

BOE minutes, Open Session 2/11/08

V. Adoption of the Agenda Chairwoman Russell

VI. Approval of Open Session Minutes from January 28, 2008 Board Members

VII. Board of Education Sharing and Superintendent’s Comments Dr. David Bryant

VIII. *Discussion: Develop schedule to attend planning board meetings Board Members

IX. Results of Superintendent Survey NC School Boards Assoc.

X. NC School Boards Assoc. Personnel Law Conference Presentation Deb McManus

XI. Discussion: High School Scheduling - Holly Duncan, Dr. Robin McCoy

XII. Preliminary Views of New Middle School - David Moody SFL+a Architects
a. Approval of Early Site Package SFL+a Architects

XIII. Discussion: Integrated Water Strategies - David Moody, Dr. Hal House

XIV. Discussion: Timber Removal at New High School Site - David Moody, Randy Drumheller, Tom Calhoun

XV. *Approval of Hobbs Architect Contract - David Moody

XVI. Fundraisers Board Members

XVII. Personnel Agenda - Dr. Tina S. Hester

XVIII. Adjournment Chairwoman Russell

Approval of Open Session Minutes from January 28, 2008

The following changes to the January 28, 2008 minutes were requested:

Line 89, the ‘e’ in ‘effect’ should be an ‘a’ and read ‘affect’

Line 255, the word ‘Bonlee’ should read ‘Bennett’

Line 315, ‘Govenor’s’ should be spelled ‘Governor’s’

Line 319, ‘Govenor’s’ should be spelled ‘Governor’s’

Line 340, Need to removed the word ‘most’

Line 430, missing the ‘a’ in Eduction, should read ‘Education’

Line 593, Too many spaces in between ‘work as’, Need to remove extra spaces

Line 711, Extra space between ‘adjourn at’, Need to remove extra space

(All edits to the minutes have been completed)

On a motion by Ms. McManus, seconded by Col. Totten, the Board voted unanimously to approve the January 28, 2008 minutes as amended.

Board of Education Sharing and Superintendent’s Report

Dr. Bryant:

Chatham County Schools Science Fair was held at CCHS on February 7th, 2008. The overall winner was Elizabeth Bartholf of Northwood High School.

February Is Designated as Career-Technical Education Awareness Month. The mission of Career-Technical Education is to help empower students for effective participation in an international economy as world-class workers and citizens. CTE programs are designed to contribute to the broad educational achievement of students, including basic skills such as reading, writing, and mathematics, as well as to their ability to work independently and as part of a team, think creatively and solve problems, and utilize technology. In the 2006-2007 school year, there were nearly 5,000 enrollees in Career Technical Education courses from grades 6-12 in Chatham County Schools. Eleventh graders from across Chatham County are learning about careers during the month of February as part of the annual job shadowing opportunity organized by the Career-Technical Education program. The job shadowing experience is part of a nationwide initiative that kicks off each year on Groundhog Day. This marks the eleventh year Chatham County Schools has participated in the initiative. Students across the nation will “shadow” workplace mentors as they go through a normal day on the job. The program invites students to see firsthand how the skills learned in school relate to the workplace. As many as one million young people will participate in 2008.

Board members have a copy of the next meeting’s agenda for February 25, 2008, at North Chatham School.

Ms. McManus:

Ms. McManus attended the Raising Achievement/Closing the Gap Committee Meeting. Unfortunately there was very little parent attendance which ended up being the major topic on their agenda. They decided to revamp their brochure a little to better inform parents of the purpose of this committee

She attended a ‘reading’ at Bonlee School in Nichole Conrad’s 2nd grade class. She read about groundhogs and learned quite a bit.

She had lunch with all the Initially Licensed Teachers and learned about what brought them here and their experience thus far.

Ms. McManus also attended the Federal Relations Networking Conference in Washington, DC. This conference pertains to legislation involvement in schools.

Vice-Chairman Clark did not have anything to relate.

Ms. Russell:

She attended a Chatham County Leadership Group which includes industry managers as well as county leaders that meet at least once a month at various places in the county. They took a tour of the Chatham County School System, stopping for lunch in the Culinary Department at Chatham Central High School and then taking a tour of the Horticulture/Floriculture Department at Chatham Central, which she stated were both phenomenal programs. She enjoyed herself immensely and learned quite a bit.

Ms. Russell stated that she also attended the Moncure PTA Girls Night Out Pajama Party.
Ms. Duncan:

She attended the Raising Achievement/Closing the Gap meeting at SCE and thanked Ms. McManus for attending as well. They are continuing their efforts for improved participation. The next RACG meeting is in Moncure at Liberty Chapel Church on February 26, 2008.

Fuel-Up at Virginia Cross officially started two weeks ago. They still are in need of volunteers and food donations.

Ms. Duncan requested if possible, could the school calendar for 2008-09 be on the next BOE Meeting agenda, with election day being a teacher workday.

Col. Totten:

He attended the Commissioners meeting on the Monday, February 4th and at that time they approved the fund transfer to proceed with the Northwood and North Chatham school renovations. The Chatham County Council on Literacy presented at the meeting as well and there are brochures in each of the Board’s packet. He suggested that they come and present to us in the near future.

He attended Bennett’s PTA meeting to discuss the playground equipment.

He stated that he was also involved in reviewing the architect proposal submission for the new high school.

Col. Totten requested a status report on all discrepancies regarding the OSHA Inspection at the Bus Garage. He volunteered to mitigate for us with them if necessary.

Schedule to Attend Planning Board Meetings Discussion

Chairwoman Russell started the discussion to create a schedule for the Board to attend Planning Board Meetings. These meeting are the 1st Tuesday of each month at 7:00pm. Deb McManus asked for permission to opt out during the school year since she represents the BOE on those nights at the Chatham Education Foundation meetings. Col. Totten stated that he would fill in for an emergency only because he is already committed every Monday for the BOE and BOC Meetings as well as 1 day a week going to schools and would not like to get locked into a schedule.

The schedule created is as follows:
March 4th – Vice-Chairman Clark
April 1st – Chairwoman Russell
May 6th – Vice-Chairman Clark
June 3rd – Ms. Duncan
July 1st – Ms. McManus
August 5th – Chairwoman Russell
September 2nd – Ms. Duncan
October 7th – Chairwoman Russell
November 4th – Vice-Chairman Clark

Results of Superintendent Survey

Molly Ryan, from the North Carolina School Boards Association, presented the results of the Superintendent Survey. The staff and community were given approximately 2 months to anonymously respond to this survey.

The number of staff that responded was 390 and the number of community members that responded was 263. Both the staff and community ranked the same top three things that they felt to be most important that the next Superintendent (1) Understands current school programs, (2) Knows how to get staff, students, parents and community to work together to help children, and

(3) Has strong human relations or “people” skills. There are many similarities throughout the surveys in relation to what both the staff and community want in a new Superintendent.

Each person completing the survey was given an opportunity to comment in more detail. Out of the 390 staff members that responded, 174 chose to give a detailed comment and of the 263 community members that responded, 111 chose to give a detailed comment. The recurring issues from the staff and community responses were; (1) Unpopularity of the ‘cabinet’ structure that is in place, it’s inaccessibility, (2) Want someone that can manage the school’s construction needs, (3) Need of parity across the district, wanted all schools in the whole county to be treated the same, (4) Commitment to the county and longevity, (5) Need to rebuild staff morale. The recurring issues from just the community responses were; (1) Need for a strong teaching background, (2) Need to be from the county or have worked in the county.

Ms. Duncan inquired as to how many surveys were paper versus electronic. Ms. Ryan stated that she would check on this and get back with them.

NC School Boards Association Personnel Law Conference Presentation

Deb McManus presented information from the NCSBA Personnel Law Conference she attended. She stated that this was one of the best programs that the NCSBA has done. The different sessions that they presented were: Overview of the Board Statutory role and Hiring Different Types of Employees; Personnel Records: Who gets them and when?; Hiring Retired Educators: The Rules and the Problems; Independent Contractors vs. Employees: Who is Who?; Hearings and Grievances: Remaining Impartial and Handling Complaints about and from school employees; Support Our Troops: Veteran’s Preferences & Hiring & Obligations to Employees returning from active military duty; Avoiding Lawsuits & other problems in the employment process; Conflicts of Interest: Retaliation, Discrimination and Other Potential Minefields; Leave, Disability & Retirement: Employee Entitlements; Required and Recommended Personnel Policies: The Board’s Directives about Employee Conduct; Policies and Practices to Address Employee Sexual Misconduct; Termination of Tenured, Mid-contract and At-Will Employees: Non-Renewal of Administrator and Probationary Teacher Contracts; Resources for Resolving Disagreements with the Superintendent and the Board about Personnel Processes.

Ms. McManus shared a couple of points of interest from the conference: An issue regarding the requirement of the Superintendent to reside in the county in which he/she is employed, actually refers to only being required to own a residence within the county in which he/she works, and this does not apply to an interim superintendent. Another issue that she pointed out was; Does the Board have the ability to overturn the Superintendent’s decision of principal reassignment? Answer: Not unless the Board determines that something illegal was done, otherwise no.

Ms. McManus also shared that per information learned at the meeting, we needed a policy on equal employment opportunity. Dr. Hester was at this meeting as well and she stated that we have this in policy, but it is buried in other language and needs extracting and made plain. Ms. McManus requested a copy of this and Dr. Hester’s suggested changes.

Ms. McManus shared more points of interest regarding the Personnel Law Conference and offered copies of the manual given to her at the conference, to the Board. Col. Totten will be attending this same conference on February 21 and 22, 2008.

High School Scheduling Discussion

Dr. McCoy offered this letter as a response to a BOE inquiry. Ms. Duncan inquired about alternative options for the high school block schedule and asked Dr. McCoy to explore our options.

To: David Bryant, Interim Superintendent From: Robin McCoy, Assistant Superintendent for Curriculum and Instruction Date: February 7, 2008 RE: High School Scheduling

Board member, Holly Duncan, requested that we look into our current high school 4x4 scheduling to assess whether we are satisfied with block scheduling or whether we should, perhaps, explore other options. Concerns have been raised to Ms. Duncan regarding the block schedule. She asked that I present a survey to the Board for consideration. I believe that it is Ms. Duncan’s intention that a survey would be sent to principals, teachers, parents and students for feedback.

You responded to Ms. Duncan’s email that our move to block scheduling in Chatham County Schools had come after much discussion and research on the topic. You asked me to see what surveys might already be available on this topic and to put the item on the Board agenda for the 11th for discussion as requested by Ms. Duncan.

I have called neighboring districts and looked online for available surveys. I have not been able to find an existing survey. You had suggested that I inquire with Chapel Hill-Carrboro City Schools. They did an extensive review of research and best practices when they were considering high school scheduling options in 2004-2005. However, they used focus groups and question/answer sessions, and did not have a survey.

I have started to create a draft survey for teachers, and if you and the Board determine that it is needed after our discussion Monday night, I will take comments from the Board discussion and incorporate them in the survey, as well as work on surveys for the other stakeholders. However, I believe that the concerns around high school scheduling can be addressed within our current framework. I would offer the following information for our discussion.

1 Over the past three years, we have been supporting our high school principals in exploring various scheduling options within their schools. With the initiation of our AVID program, for example, the first 45 minutes of the block is AVID, and the second 45 minutes is one of the students’ required courses. At 9th grade we pair AVID with English I; at 10th grade with Honors Biology; at 11th grade with Honors US History. We are encouraging schools to look at options for Algebra I year long paired with another course, such as English I. We are also looking at pairing some AP courses with another course to allow the students to take the course year long and then take the AP exam. (In the research, these are referred to as ‘skinnies.’)

2 The block schedule can be modified within a school just as a 6 or 7 period schedule can be modified. In Chapel Hill-Carrboro for example, their basic schedule is now a 7 period day, but they block for some courses such as Honors Chemistry first semester and AP Chemistry second semester. Other options for scheduling can be considered without leaving the basic block schedule. For example, in Oregon, the 4 x 4 is used, but some core classes meet Monday, Wednesday and Friday for 90 minutes and then Tuesday and Thursday classes are year long for other core classes, electives and labs. Still another option within the basic block schedule I have come across is splitting the semester into two quarters and giving each 90 minute class for a quarter a half credit. The possibilities are limited only to our creativity, and, of course, staffing.

3 The block schedule allows us to create credit recovery opportunities in a way prohibited by the year long schedule. If a student is not successful the first semester, he/she can retake the course in the spring without falling behind his/her graduation year classmates.

4 The three concerns I hear most often regarding block scheduling are that students who take AP courses in the Fall are at a disadvantage for AP testing in the spring; taking exams after the winter holiday, rather than before the winter break, is not optimal for students; and teachers don’t always utilize the 90 minutes productively. In such cases, the teachers teach for 45 or 50 minutes and leave students to do homework or some sort of seatwork for the remaining part of the class. In essence, this creates a situation where students are getting half of the course instruction, which is certainly unacceptable. All of these issues I believe can be addressed through discussion of current practice and implementation of creative solutions.

The Board agreed to encourage the high school teachers to explore creative scheduling options, such as AP or AVID coupled year long courses, within the block scheduling system.

Preliminary Views of New Middle School

The architects from SFL+a presented the following preliminary drawings to the Board as an in-process look at the progress of the new middle school.

Col. Totten asked about the ‘flat’ looking roof. Mr. Mariani stated that all the roofs are ‘low-slope’ roofs; they will be a minimum of ½ inch slope per foot. Ms. McManus asked where the drains are. Mr. Mariani stated that all roofs and canopies will drain water into underground tanks that will be used as ‘gray’ water to flush toilets and water fields. Ms. Duncan and Vice-Chairman Clark both raised a safety issue with the floor to ceiling glass in the gym. Mr. Mariani stated that they would explore more options to bring in light without having floor to ceiling glass. Vice-Chairman Clark questioned the square footage of the gym and whether there was seating on both sides of the gym. Mr. Mariani stated that the current floor plan has seating on only one side of the gym. They will go back and relook at the square footage to see where they could take from so that there would be seating on both sides of the gym.

The Board was unanimously in agreement for SFL+a to continue with further development of the new middle school.

Approval of Early Site Package

Mr. Keith Pace from SFL+a presented the above Early Site Package proposal to the Board. Vice-Chair Clark questioned the three month lag time. Mr. Pace stated that the three month lag time is due to weather between December and February, and the drawings will not be finished until February 2009. Chairwoman Russell questioned the additional funds required for this Early Site Package. Mr. Pace stated that the extra funds required were for engineering and architect fees. He stated that they have to begin sooner and they will be bidding and negotiating twice, as well as making site trips versus just once. This is required for an Early Site Package to achieve the Owner Occupy date of April 2010.

The Board agreed to have Susan Little look at our Capital Outlay Fund Balance and present a recommendation at the next BOE Meeting before approving the Early Site Package.

Integrated Waters Strategies Presentation

Dr. Hal House presented a report on wastewater in response to a BOE inquiry at the January 28th meeting.

Integrated Water Strategies creates systems that mimic the filtration characteristics of natural ecosystems and provide an environmentally sensitive alternative to conventional wastewater management. Less than one-percent of the world's water is available for use. Cleaning water for reuse is an effective way to maintain water quality and supply. Surface water is constantly moving. Contaminants, toxins or nutrients travel with the water and, if improperly filtered, can be quickly carried downstream, effecting communities and ecosystems. All life is dependent upon water. Improperly treated water can lead to disease and ecosystem imbalance, such as eutrophication. We develop systems that recycle wastewater and storm water for residences, businesses, industry and institutions. Our projects issue responsibility in water management by offering at-the-source treatment and maintain environmental integrity by using low-impact technology.

Col. Totten inquired about the solid wastes at the North Chatham site. Currently we have to pump it up to Governor’s Club; would this system handle just liquid or both liquid and solid. Per Dr. House, this system would handle both the liquid and solid. The liquid would go through the filtration system and the solid would be contained in a separate tank to be periodically pumped out. There is a design to minimize that pump out time.

Ancillary benefits are linking this system to the curriculum in schools. They do a lot of teaching with their systems regarding water quality, pollution and nutrient cycles.

Vice-Chairman Clark and Ms. McManus inquired about the space needed for the new high school. Dr. House stated an approximation for the estimated 18,000 gallons per day would be 6000 square feet. This space would be alternatively functional as well, i.e. driveways, athletic fields, etc. Chairwoman Russell inquired at what point we will be able to get a cost estimate for the new high school site. It is not necessary to have the building done or the plans done. Dr. House stated that they could have a proposal within a week. He is working on this with David Moody.

The Board unanimously agreed to have Dr. Hal House put together a cost estimate to present to the Board.

Timber Removal at New High School Site

Mr. Tom Calhoun, who represents the previous owners of the Jack Bennett Site, presented a proposal to the Board for possible timber removal at the new high school site.

Chairwoman Russell and Col. Totten both stated that they were not in agreement on clear cutting. Col. Totten also questioned the amount of time needed to cut the timber.

The Board unanimously agreed to wait until we have our footprint of the new high school site before proceeding. At that time, we will have a Chatham County Schools employee mark sites for cutting and then contact Mr. Calhoun and his client.

Approval of Hobbs Architectural Contract

Dr. Bryant presented the Hobbs Architectural contract, with suggested changes by Rod Malone at Tharrington Smith, for Board approval.

The following changes were requested on the Hobbs Architectural Contract.

On the 1st page, ‘Attachment’ will be changed to ‘Exhibit’.

On the 1st page, ‘Chantham’ will read ‘Chatham’.

On the 2nd page, #II, item B, ‘width’ will be changed to ‘depth’

On a motion by Col. Totten, seconded by Ms. Duncan, the Board approved the motion unanimously to approve the Hobbs Architectural Contract as amended, with the stipulation that adjustments may be made as needed.

Fundraisers

JMHS – Cookie Dough Sale – FBLA NHS – National Honor Society, Mr. & Mrs. Charger Contest NHS – Volleyball Camp Program

On a motion by Vice-Chairman Clark, seconded by Ms. Duncan, the fundraiser requests were unanimously approved by the Board.

Personnel Agenda

Retired/Rehire Recommendation(s): Marsh, Doris

5th Grade Teacher -Interim Siler City Elementary School Replacing Helen Hays February 12, 2008

Non-Instructional Recommendation(s): Lehman, Vernon

Custodian/Bus Driver Jordan-Matthews High School Replacing Jessie Williams and Laura Moffitt February 12, 2008

Smoak, Dana

Testing Coordinator Chatham Central High School New Position February 12, 2008

Non-Instructional Recommendation(s): Upgrade Brown, Ciera

Part-time/Temporary One-on-One EC Assistant J. S. Waters School New Position February 11, 2008

Paige, Henry

EC Bus Driver Chatham Middle School Transfer from SAGE Upgrade / additional hours Replacing Ella Johnson TBD

Athletic Recommendation(s): Sipe, Jennifer

Horton Middle School Volunteer Facility Supervisor

Jody Brafford

J.S. Waters School Volunteer Facility Supervisor

Brooks, Phil Edenfield, Ernest

Northwood High School Volunteer Golf Assistant Assistant Varsity Softball Coach

Perry W. Harrison School

Timmons, Jeremy Baseball Coach

For Information Only:

Resignations/Retirements: Crissman, Rebecca

Teacher Assistant/Bus Driver Virginia Cross Elementary School February 15, 2008

Duncan, Eric

Teacher Assistant/Bus Driver North Chatham School February 11, 2008

Johnson, Ella

EC Bus Driver Chatham Middle School February 15, 2008

On a motion by Vice-Chairman Clark,

seconded by Ms. Duncan,

the February 11, 2008

personnel agenda was approved by the Board with a 4-1 vote (Clark, McManus, Duncan, Russell), with one member opposing the vote (Col. Totten).

Ms. McManus shared with the Board her concerns that all Board members should be present at the March 7th Architectural Presentations. In the past the Board has been present for that stage and she feels that this should continue. The Board agreed that they should participate in this stage of architectural selection. Four of the five Board members are able to be present for this meeting and we will provide public notice of this meeting on March 7th, 2008.

Adjournment:

With no further business, on a motion by Col. Totten the Board voted unanimously to adjourn at 10:30 p.m.