Minutes from the March 6th Board of Education meeting

Call to Order:

Mr. Clark called the meeting to order at 7:42 p.m. Pledge of Allegiance:

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

Dr. Hart offered the Invocation. Welcome of Visitors:

Chairman Clark welcomed everyone then turned the meeting over to Dr. Hart who
welcomed visitors, thanked everyone for their time, attention and input, and then
encouraged them to sign in on the “Guest” list. She also asked for those individuals who
would like to address the Board Members to please sign in on the “Public Comments”
sign up sheet.
Adoption of the Agenda:

Board members reviewed the agenda for the meeting. Chairman Clark asked if there
were any amendments or changes. The following additions to the agenda were noted:
“Public Comments” and the “First Reading of Policy 4150N.” The following item was
deleted from the agenda: “First Reading: Board Policies; 7000 Series,” which will be
reviewed at a later date during a called meeting.

On a motion by Ms. McManus, seconded by Ms. Duncan, the Board unanimously
approved the agenda as amended.

I. Call to Order Chairman Norman Clark

II. Closed Session Board Members

III. Pledge of AllegianceIV. Invocation V. Welcome of Visitors

VI. Public Comments

VII. Adoption of the AgendaVIII. Approval of Minutes for March 12, 2007 IX.. Board of Education Sharing and Superintendent’s Comments X. Supplemental Educational Services

XI. Future Building/Renovation Plans

a. Northwood Scenarios 4, 5, 6

XII. Draft of Subdivision Resolution for Pittsboro

XIII. Adoption of the 2007-2008 Calendar

XIV. Adoption of the 2007-2008 Budget Request

XV. Budget Amendments

XVI. *First Reading: Board Policy 4150N

XVIII. Fundraisers

XIX. Personnel Action

XX. Adjournment

Kelly Fuller, a parent and social worker, spoke on behalf of the Perry Harrison PTSA and requested a change in the Chatham County Schools policy regarding corporal punishment. Ms. Fuller wants to see corporal punishment disallowed in Chatham County, stating that there is no evidence that corporal punishment improves behavior, enhances good moral character or encourages respect for authority. She said statistics show that corporal punishment is administered unfairly, and a student is more likely to be subject to this type of punishment if they are poor, male, of an ethnic minority status and/or disabled. Several medical, religious, and educational forums are in favor of banning corporal punishment at the national and state levels. Even the prison system has banned this process and that positive behavior programs show a much higher rate of success than corporal punishment; many states and counties have already banned corporal punishment and it’s time for Chatham County to join forces with this trend.

Gary Shaffer from the National Association of Social Workers in North Carolina was the next speaker. Mr. Shaffer also supports the ban on corporal punishment. Mr. Shaffer asked the school district to review the policy on corporal punishment and to make sure it is in compliance with state law and to show support for the legislation currently before the State senate.

Several other audience members who had signed up to speak passed the opportunity to address the Board members.

Approval of Minutes for March 12, 2007:

Upon the Board members’ review of the open session minutes from the regular meeting on March 12, 2007, the following corrections were noted:

Open Session:

Page six (6): Paragraph eight (8), the semi-colon was removed and the word “and” was inserted in its place.

Page seven (7): Paragraph two (2), the word “that” was removed, a comma was inserted after the word “delays” and the comma was removed from between “area” and “because.” In paragraph five (5), the year “2003” was corrected to read “2004”. In paragraph six, (6), the misspelled word “sights” was corrected to read “sites.” Paragraph eight, (8) was amended from “Ms. Russell agreed with Dr. Hart and said that the information the Board based the building plans on didn’t make sense any more since the growth projection appears to have shifted more towards Pittsboro.” to read “Ms. Russell agreed with Dr. Hart and said that idea of switching the start dates of the high school and middle school no longer made sense because the information regarding growth projection appears to have now shifted towards Pittsboro.”

Page eight, (8): Paragraph five (5), was amended to read, in part: “Mr. Miller stated that the reason the original dates of the projections changed is because OR/Ed. trusted the developers too much in regards to start up times and build out rates.” The original statement read: Mr. Miller stated that the reason the date went wrong is because OR/Ed. trusted the developers to much in regards to start up times and build out rates.”

Page nine, (9): Paragraph one (1) had the words what we might do at these schools removed; Paragraph four (4), now reads: “This possible solution does not increase capacity, however, it does use the current infrastructure, does not require swing space during construction, creates additional space for concurrent activities and does not affect any of the core facilities (media center, gym and cafeteria).” instead of reading, “This possible solution does not increase capacity, however it does: use the current infrastructure, does not require swing space during construction, creates additional space for concurrent activities and does not affect any of the core facilities (media center, gym and cafeteria).”

Page ten (10) Paragraph seven (7), now shows the word “member” corrected to “members.”

Page eleven, (11): Paragraph one (1) now reads, “The power point presentations for Horton Middle School showed that the latest addition would serve as a “cookie cutter” model for an addition and would go at the end of the current building.” as opposed to reading as, “The power point presentations for Horton Middle School showed that the latest addition would serve as a “cookie cutter” mold for an additional addition and would go beside the current building. In paragraph two (2) the word “sight” was corrected to “site.” The phrase “Just something to consider” were removed from the middle of paragraph three (3). In paragraph six (6), the word “Transfers” was amended to the word “transfers.” Paragraph seven (7) saw the words “Virginia Cross/Siler City Elementary/Silk Hope” added after the word “the” and before the word “redistricting.” Paragraph eight (8) now reads “The current procedure is: transfer requests are submitted from year to year and an approved transfer student is allowed to stay at that school until they exit that school. If there is a sibling transfer request for the same school, the sibling is allowed to go to the same school also.” instead of “Please consider the current procedure is: requests are submitted from year to year, in general a transfer student is allowed to stay at that school until they exit that school, if there is a sibling they are allowed to go to that school also.” Paragraph nine was corrected to read “We now need to consider year to year requests for schools that become over capacity. We wouldn’t allow students to transfer because the school was overcrowded at the time of the request, so we need to discuss whether to automatically allow transfers of siblings if the school becomes overcrowded while the transfer student(s) is (are) there.” instead of “We now need to consider year to year requests for schools that become over capacity while the student is there; we normally wouldn’t allow that because of the school being over capacity and do we want to allow siblings at all. Another consideration would be the original student could stay but siblings would not be permitted to go to the same school.”

Page 12: Paragraph one (1) saw the addition of the words “special needs students and students who have specific academic needs that have to attend different schools to accommodate those plans.” which clarifies the paragraph.

Paragraph five (5) was changed to read “Chairman Clark reviewed the consensus of the Board members which is: no grandfathering of siblings; transfers must be only to under capacity schools; a new transfer application must be submitted yearly; if the school becomes over capacity a “renewed” transfer is not automatically guaranteed; and, current transfers already in the system are grandfathered for renewal but still have to apply annually.” instead of “Chairman Clark reviewed the consensus with: no grandfathering of siblings; transfers must be only to under capacity schools, a new transfer application yearly and if the school becomes over capacity a “renewed” transfer is not guaranteed, current transfers in the system are also grandfathered.” In paragraph ten (10) the words “to other schools” were added after the words “transferring items.”

Page 13: In paragraph three (3) a typographical error was corrected in the first sentence. Instead of reading “Dr. Hart suggested the Board members giving her any changes they have for the policies…” it now reads “Dr. Hart suggested the Board members give her any changes they have for the policies…” Paragraph four (4) was corrected to read “Ms. Duncan asked about policy #7280, prohibition against retaliation. Dr. Hart responded that new employees will get a handbook and sign for everything, instead of signing for things one by one. There will still be several places where they will sign verifying they received a copy, and then some that will say they received specific information, for example the technology information and user agreement.” instead of “Ms. Duncan asked about policy #7280, prohibition against retaliation, so does this mean we’re just going to give them the information without a receipt or anything? Dr. Hart said this was that employees will get a handbook and sign for everything. There are several places where they will sign saying they received the information.”

The corrections to the open session minutes from March 12, 2007 have been completed.

The corrections to the closed session minutes from March 12, 2007 have also been completed.

On a motion by Ms. Duncan, seconded by Ms. Russell, the Board voted unanimously to approve the open session minutes from March 12, 2007 as amended.

On a motion by Ms. Duncan, seconded by Col. Totten, the Board voted unanimously to approve the closed session minutes from March 12, 2007 as amended. Board of Education Sharing:

Ms. Russell opened with a discussion that had begun at the previous meeting about the Board members agreeing to a rotating schedule for attending planning board meetings. The members reviewed dates of the scheduled meetings (meetings are scheduled for the first Tuesday of every month at 6 o’clock) and agreed upon the following:

April—Chairman Clark volunteered to attend the planning board meeting scheduled for
4/3/07.
May—Ms. Russell volunteered to attend the meeting scheduled for 5/1/07.
June—Ms. Duncan volunteered to attend the meeting scheduled for 6/5/07.

The remaining months will be reviewed for exact dates of meetings at the next BOE meeting on April 23, 2007.

Ms. Duncan would like to have on the agenda soon a time to discuss a Parent Advisory Board, per the request of several parents with whom she has spoken. This topic will be included on the next work session agenda for the BOE on April 23rd .

Ms. Duncan also requested the Board consider a food bank, per the November NCSBA conference discussion. She is concerned about students not having adequate meals during the summer and on weekends. The Board needs to agree upon a name for the program and decide upon which BOE members will be a part of the committee in Chatham County. Ms. Duncan will bring the information she has from the NCSBA and will try to obtain a school system presentation that may be available.

Col. Totten had an item he had wanted a discussion on regarding a possible conflict of interest/ethical question, but because the information pertained to a specific individual, the Board Chairman indicated the discussion needed to be redirected to a closed session.

Col. Totten then gave a report on a visit he and Ms. Russell made to Northwood High School the previous week. The visit was in response to complaints about the POD condition, the condition of the stage floor and auditorium lighting system and about media furniture needs, among others.

Col. Totten checked on several items of interest brought to his attention and found them to be lacking or in disrepair; his concern is that none of the items of interest he researched are in the proposed budget for correction or repair.

After Col. Totten’s inspection and request for professional opinions and quotes, he feels that some of the items needing repair should be under warranty, in particular the carpeting in the POD.

The stage floor should be able to be repaired and should not have to be replaced. The performing arts teachers have requested the floors be painted black at the time of the refinishing.

Replacement of the dimmers in the auditorium will cost about $10,000 while the lights themselves will cost some $80,000. If maintenance does the wiring, the cost is estimated to be about $40,000. The wiring is old and does not meet code so it must be replaced or older fixtures will have to suffice.

Col. Totten requested that the two BOE members who are attending the annual NSBA meeting in San Francisco in May offer a report at the first BOE meeting in May (after they return) to share information received at the conference.

Col. Totten also brought to the Board’s attention a traffic report concerning Northwood High School that he received from Ms. Russell. Dr. Hart confirmed she had received an emailed copy of the report.

Ms. Russell added to Col. Totten’s comments that she is very concerned about the safety issues at the POD—communication between the classrooms and with the main building is not as reliable as it has been described and the absence of door locks does not allow for compliance with the terrorism plan in reference to a lockdown. The main concern about a lockdown is that the main building would have to send someone to inform the POD to lockdown, and then only the main entrances can be closed—individual classrooms cannot be locked.

Chairman Clark and Dr. Hart thanked Ms. Russell and Col. Totten for bringing these issues to the attention to the Board. After no other concerns or comments were brought forward Dr. Hart proceeded with the Superintendent’s comments. Superintendent’s Comments:

1. o The three county high schools and SAGE Academy will be registering for 2007-08 school year courses in March and April.
1. o High school counselors work closely with middle school counselors to assist current eighth graders in registering for high school classes.
2. o Transition programs for middle school students include high school campus visits and registration information programs brought to middle schools.
1. o The school district’s High School course registration guide and the five year Science Plan are available on line on the CCS home page
1. o Chatham Education Foundation golf tournament report
1. o Thanks to John Zaremba and all the Board members.
2. o This fundraiser was held at the Governor’s Club golf course and was sold out!
3. o We had a great turn out and sponsorship.
4. o The three high schools each had a team sponsored.
5. o BOE member Deb McManus joined Dr. Hart in the morning.
2. o Spring Break begins 4/6/07, which is a week from this Friday and lasts through the following Friday, 4/13/07. Classes resume on Monday, 4/16/07.
3. o A draft Agenda of the April 23rd BOE Meeting is in Board members’ packets for review. Dr. Hart confirmed that the two earlier items (the Parent Advisory Committee and the Food for Thought program) will be added to the agenda.

Supplemental Educational Services

Chairman Clark called on Dr. Robin McCoy and the next item on the agenda which was Supplemental Educational Services (SES). Dr. McCoy briefly reviewed the Title I

program (No Child Left Behind) and told the Board members that when a school doesn’t make AYP for a certain length of time we are required to offer a “school of choice” program (our two schools of choice are Bennett and JS Waters). Chatham Middle didn’t make AYP in 02-03 or 03-04 in reading and math. In 04-05 school choice was made available for Chatham Middle students. Because CCS did not make AYP at Chatham Middle in 05-06, we are now offering SES to students who qualify for free and reduced lunch at Chatham Middle.

We made available to parents the DPI approved contractors who are available to provide these services to Chatham County Schools, and parents were allowed to choose. The possible service providers are

1. o Academic Plus from Goldston, NC,
2. o University Instructors from Raleigh, NC and
3. o Master Mind Prep from Rocky Mount, NC

The school district was funded to provide services for up to 100 students, and CCS is currently serving approximately 70 students. Those students will receive supplemental services after school two days a week from March 12th through May 21st . CCS will provide transportation and snacks to the students who will be served.

The families who are eligible for the supplemental services were notified by letters mailed home about the program and were also contacted by telephone and given information through the Family Resource Center.

Chairman Clark asked if there were any additional questions or comments for Dr. McCoy, and then called Randy Drumheller to describe the additional three expansion scenarios for Northwood High School. Future Building Renovation Plans

Mr. Drumheller began with scenario #4, which is a stand-alone two-story structure with an auxiliary gym with an estimated total cost of $23.6 million. The benefits to this scenario are the same as the other two story addition and the additional space of the new gym:

1. o Increased capacity by almost double (from 840 to 1660)
2. o Space for concurrent athletic activities
3. o Uses existing infrastructure
4. o Replaces temporary facilities (the POD)
5. o Does not require swing space

The concerns for this structure are the same concerns as for the others:

1. o Effects on vehicular traffic entering and exiting and on parking
2. o Ability of the proposed to site accommodate the layout
3. o Waste disposal and core facilities capacities

Scenario #5 is a stand-alone, one-story structure with an additional gym. The benefits are comparable to scenario #4, except the increased capacity is only about half instead of doubled (1270 versus 1660 students). The estimated total construction cost for this scenario is $13.52 million.

Scenario #6 is a stand-alone one-story structure with an auxiliary gym. The total estimated cost of this scenario is $15.68 million. This plan has the same capacity increase as #5 (from 840 to 1660), and the same benefits and concerns as the other proposals.

The following is a summary of the expansion scenarios and budget estimates:

• Scenario #1 -Auxiliary Gym-$2.2M Scenario
• Scenario #2 -2nd Floor on Existing Structure-$18.2M
• Scenario #3 -Stand-Alone Two-Story Structure-$21.44M
• Scenario #4 -Stand-Alone Two-Story Structure & Auxiliary Gym -$23.6M
• Scenario #5 – Stand-Alone One-Story Structure-$13.52M
• Scenario #6 – Stand-Alone One-Story Structure & Auxiliary Gym-$15.68M

The following is a summary of the concerns in respect to all the expansion scenarios:

• Vehicular Traffic
• Site Layout
• Waste Disposal
• Core Facilities Capacity
• Swing-Space

Subdivision Resolution for Pittsboro

The next agenda item to be discussed was the Subdivision Resolution for Pittsboro. This resolution mirrors the resolution the BOE sent to the Chatham County Board of Commissioners. Resolution in Support of The Chatham County Schools Board of Education Being Included in the Approval of Housing Subdivisions

WHEREAS, Chatham County is a growing area;

WHEREAS, the residents of Chatham County need and deserve adequate housing areas and school facilities;

WHEREAS, the Board of Education has an obligation to the citizens of Chatham County to promote the construction of school facilities to meet the needs of the growing population;

WHEREAS, schools and projected school construction is not adequate to meet the present or future educational needs of Chatham County;

NOW, THEREFORE BE IT RESOLVED, that the Chatham County Board of Education does this day, March 26, 2007, meeting in regular session, unanimously requests that the Town of Pittsboro Board of Commissioners formally include the Chatham County Board of Education in the process of approving new housing subdivisions in the town.

IN WITNESS WHEREOF, the Chatham County Board of Education has caused this Resolution to be signed in its name by its Chair and the Superintendent of Schools,

This the 26th day of March 2007.

On a motion by Ms. McManus, seconded by Ms. Duncan, the Board voted unanimously to approve the Resolution as amended, to read March 26th, 2007 instead of March 12th , 2007. Adoption of the 2007-2008 Calendar

Chairman Clark called Dr. Tina Hester, who presented the 2007-2008 school year calendar for adoption, which had been adjusted to accommodate the suggestions made by the Board members. This amended version of the calendar has been posted on the CCS home page and available for review for several weeks; there has been no feedback received, positive or negative.

Chairman Clark offered “kudos” to Dr. Hester and her staff who have “done a great job” on the proposed calendar and then asked for a motion to approve the 07-08 calendar as presented.

On a motion by Ms. McManus, seconded by Ms. Russell, the 07-08 calendar was unanimously approved for adoption. Adoption of the 2007-2008 Budget Request

Dr. Hart brought to the Board members’ attention the following changes in the budget request:

1) Current Expense Expansion -the AVID 1.5 positions reflects a 0.5 position per high school and the amount has been reduced from $90,000 to $67,500.
2) Current Expense Expansion -the Dual Language Immersion program in the amount of $50,000 has been removed from the list.
3) Capital Outlay -In Category I, the Bleacher replacement for JS Waters in the amount of $25,000 has been removed. It is listed in Category II.
4) Capital Outlay -In Category II, the 408 teacher laptops @$1400 each, and the amount has been increased to $571,200 or a $200 increase.
5) The Recap of Expenditures in Current Expense and Capital Outlay sheet has been corrected to reflect the new expansion amounts.

Ms. Duncan clarified her concerns about the dual language immersion program by saying she wasn’t against the program but she didn’t feel it necessary to use an outside contractor such as VIF. Dr. Hart replied that CCS’ current staff is unable to add the program on our own for next year, so it has been postponed to 2008-2009 in order to have adequate have time to plan more effectively.

Col. Totten voiced his discontent with the presented budget and his embarrassment about presenting it to the Board of Commissioners. He further stated that the schools’ priorities don’t seem to be accurate or in accordance with the information and critical issues that he has presented and brought to the attention of the other Board members. Col. Totten went on to say that he would not vote to send this budget proposal to the Board of Commissioners.

Chairman Clark disagreed with Col. Totten and feels this is the most complete and comprehensive budget request he has seen in the many years he has been a member of the Board.

Ms. Russell then added that if the schools don’t ask for the funds for specific items then there is no way for those areas to be incorporated into the budget proposal. The schools submit their requests and priorities and then a complete proposal is created including that information.

Before requesting a motion to accept the proposed budget, Chairman Clark thanked the Board members for their diligence in finding issues of concern and bringing them to the attention of the Administration. He also reassured the Board members that if and when there are issues written up by the fire marshal or the health inspector that Mr. Joyce, Assistant Superintendent of Auxiliary Services, has the means to correct those issues and they will be taken care of as directed, using allocated funds from the maintenance budget.

After asking for final comments or discussion regarding the proposed budget, there was a motion put on the floor:

On a motion by Ms. McManus, seconded by Ms. Russell, the 2007-2008 proposed budget was approved and adopted by 4 votes to 1 (Aye votes from Ms. McManus, Ms. Russell, Ms. Duncan and Chairman Clark; a single nay vote from Col. Totten) as amended and submitted. Budget Amendments

Chairman Clark called on Susan Little, CFO, who presented several budget amendments for approval. She reminded the Board members that CCS receives state public school fund allotments throughout the year instead of all at once, and that the state amendment shows an increase of over $117,000.00; the current expense budget amendment shows a decrease of just under $75,000.00, which is not a loss but a reallocation to the state budget for textbooks. The federal amendment shows an increase of over $105,000.00; the child care fund depicts an allocation of $22,490.00 for Pittsboro Elementary site improvements; and the last amendment in the internal fund is for a homeless grant received from the community for about $500.00.

Ms. Little presented the amendments to the Board members for approval:

EDITOR's NOTE: Click on related link to see budget spreadsheets

On a motion by Ms. McManus, seconded by Ms. Duncan, the Board unanimously approved the budget amendments. First Reading: Board Policy 4150N

Dr. Hart presented for review the new school transfer policy, 4150N. This policy is in response to the discussion from the last BOE meeting regarding the grandfathering of siblings. The areas of this policy that will be changed are highlighted in bold face type. The transfer request form is being redone. The other sections of the policy to be changed are: the list of possible reasons for transfer/reassignment in reference to siblings, to overcapacity schools and to the status of a transfer student’s attendance/discipline issues and his or her ability to remain at the school of transfer.

On a motion by Col. Totten, seconded by Ms. Duncan, the first reading of the policy 4150N was unanimously approved.

This policy will be revisited at the BOE meeting on April 30th , 2007 for a vote to accept and adopt the substantial changes to policy 4150N. The transfer request form will also be presented to the Board members at that meeting. Fundraisers

Chairman Clark asked for questions or comments about fundraisers.

PHS fundraiser—Spring Pictures

There was a question as to the use of the profits raised from this event; Dr. Hart explained that

some of the schools opt for, and pay for out of their allotted funds, certain things (extended

telephone services, staff development, field trips, etc…). This request will allow Perry Harrison to

add to their allocated funds. PHS fundraiser—Relay for Life Raffle tickets PHS fundraiser—St. Jude’s Math Sponsorships PHS fundraiser—Student/Staff Basketball Game JMHS fundraiser—Car Wash CCHS fundraiser—Activity Bus fee donations NWHS fundraiser—Senior T-shirt sale SHS fundraiser—Spring/Sports Pictures NCSfundraiser—Family Carnival

On a motion by Ms .Russell, seconded by Col. Totten, the Board voted unanimously to approve the fundraisers as presented. Personnel Action

Dr. Hester reviewed the personnel actions discussed with the Board members earlier in closed session. She then presented the March 26, 2007 personnel actions for approval to the Board.

• 1 Administrative Recommendation
• 1 Instructional Recommendation
• 3 Non-Instructional Recommendations
• 1 Athletic Recommendation
• 4 Leaves of Absence
• 1 Child Nutrition Recommendation
• 8 Testing/Tutor Recommendations
• 3 Resignations