LINCOLN PARISH SCHOOL BOARD
Ruston, Louisiana
REGULAR SESSION
Tuesday, September 2, 2014 6:00 p.m.
The Lincoln Parish School Board met in Regular Session on Tuesday, September 2, 2014, at 6:00 p.m. in the Board Room of the Lincoln Parish School Board Office, 410 South Farmerville Street, Ruston, Louisiana. Members present were Ms. Debbie Abrahm, Mr. Otha Anders, Ms. Lisa Best, Mr. Curtis Dowling, Mr. Danny Hancock, Ms. Mattie Harrison, Ms. Lynda Henderson, Mr. Trott Hunt, Mr. Eddie Jones, Mr. George Mack, Jr., and Mr. Joe Mitcham.
Mr. Mike Barmore was absent.
President Anders called the meeting to order, and Mr. Hunt gave the invocation. Ms. Best led in the Pledge of Allegiance to the American flag. Mr. Anders welcomed those in attendance.
Upon a motion by Mr. Hancock, seconded by Ms. Harrison, the Board unanimously voted to adopt the agenda as printed.
Upon a motion by Ms. Henderson, seconded by Ms. Harrison, the Board unanimously voted to approve the minutes of the Regular Session held on August 5, 2014, as submitted.
Recognizing grant recipients was the first item on the agenda. Sherry Boyd, Elementary Supervisor, explained how Glen View’s principal, Lisa Mangum, was implementing their literacy initiative to improve the reading of struggling students. In conjunction with Dr. Carrice Cummins, Dr. Kim Kimbell-Lopez, and Dr. Libby Manning from Louisiana Tech’s education department, they had begun work on a literacy project about 1½ years ago and are in the midst of a 3 year literacy project called Powerful Instruction. Last year the group was awarded a LaSip grant in the amount of $222,257.04 for professional development at Glen View. Since that time, they were awarded a $123,122 sustainability grant to continue their first year’s work. Finally, because of the work at Glen View and wanting the same type of strategies at their feeder school, the group was awarded a 3rd LaSip grant for $219,665 to work with Michelle Thrower, principal, and the teachers at Cypress Springs. Many summer days, Saturdays, and days during the school year were and are being devoted to professional development. Supplies and much support have been given by the Tech partners.
Dr. Cummings voiced the professors’ appreciation to the dedicated professionals at Glen View and Cypress Springs (as well as Ms. Sherry Boyd) who have worked tirelessly with them.
Elementary students in teacher-directed straight rows in the classrooms have been replaced with centers and student-driven groups, according to Lisa Mangum. She invited board members to visit the school to witness the difference that she believes will have a huge impact on student learning.
In a continuation, Ms. Boyd said that Lincoln Parish was 1 of only 7 districts in the state to receive a Believe and Prepare grant for $120,000. Written by the school system’s grant writer, Kay Bradford, it primarily focuses on preparing student teachers or teacher candidates in a more thorough fashion. Instead of starting to work at Cypress Springs and Glen View according to Louisiana Tech’s schedule, they began school on the Lincoln Parish teachers’ very first day. They will attend and work in the elementary schools throughout the school year instead of 3 to 4 four months as was previously done. She believes the teacher candidates will be more thoroughly prepared to teach after their participation in the grant.
President Anders and Superintendent Bell congratulated the Glen View and Cypress Springs teachers, Ms. Mangum, Ms. Thrower, Ms. Boyd, and the La Tech personnel for their dedication and commitment to the children.
In a summary of the Finance Committee meeting held at 5:45 prior to the start of the meeting at 6:00 and chaired by Lynda Henderson, Business Manager George Murphy:
Called attention to Exhibit “A” that showed an ending fund balance of $29.6 million. That figure was up to $40 million several years ago but the approximate $10 million difference has been spent on non-recurring capital improvement projects like the pre-k center ($5,000,000), field house at Ruston High ($3,000,000), and several other projects including the Simsboro track, a track at Choudrant and about $1.5 million of renovation work in Dubach. Payment for those projects has brought the fund balance down as the school system provided the money and didn’t ask the voters to supply the funding.
He reminded the Board of Standards & Poor’s’ preference of 15% of the fund balance with current expenditures and that equaled $10 or $11 million. The auditors’ 25% figure or $18 million was also exceeded with the $29.6 million fund balance. However, he feels comfortable with the $10 million cushion to use for special projects or in case of a down turn in the economy.
Although a 3% sales tax increase was budgeted, that fund was currently showing over 8% year-to-date. The sales tax fund typically fluctuates quite a bit though. From a peak six or seven years ago, followed by a slump, sales taxes seem to be coming back up – mostly based on oil and gas activity.
Staffing was kept at the same level as last year.
With a conservative budget as far as revenues and expenditures, Mr. Murphy feels like the school system can operate, fulfill its purpose of getting the students educated, and is still in good financial condition and will be at the end of the fiscal year.
Otha Anders announced that it was time for a public hearing on the budget. Hearing no comments, the time for a public hearing closed.
Upon a motion by Ms. Henderson, seconded by Mr. Jones, the Board unanimously voted to adopt the 2014-15 proposed budget as presented, and grant permission for the administration to amend the budget as needed throughout the year and bring a final revised budget to the board for approval at year end.
President Anders thanked the entire Business Department for the work that went into the preparation of the budget.
Mike Milstead, Chief Academic Officer, ran through his Lincoln Parish Schools Strategic Academic Plan. The 15-page living document began with a Vision of: for all students in the Lincoln Parish School System to have available to them a local system that embraces and achieves educational excellence based on a clearly defined set of high national/international standards in which students have the possibility of achieving their potential and are able to contribute to societal expectations, and the Mission of: to provide the environment, resources, and commitment to ensure that each student succeeds academically, physically, and socially. In order to achieve the above, he summarized Principles, Goals, and Strategic Objectives. Next he encapsulated the 10 pages that were based on Principles/Beliefs and Strategic Objectives and contained 5 action steps. He concluded with a 4-page spreadsheet containing a Strategic Plan Implementation with 5 action steps listing individuals responsible, a timeline for completion, and financial consideration.
Superintendent Bell commended Mr. Milstead and the other administrators and school personal for what he put together. He voiced that he has every belief with the good people in the schools and in administration, that the district will become an “A” district.
The Board was also impressed with Mr. Milstead’s very thorough Strategic Plan and his academic vision for the Lincoln Parish school system.
The 14-15 school year was off to smooth start, reported Mary Null, Director of Curriculum, Instruction and Special Programs. Much planning and work was done during the summer, and she believes that is the reason. As of August 31, compared to the same date last year, the district has 68 more students. If the numbers hold until October 1, that will mean an increase in MFP dollars.
George Murphy asked David Charpentier with Brown and Brown to explain Health Care Reform and to share his recommendation for compliance with the same.
Mr. Charpentier said the Affordable Care Act is a very complex bit of legislation when you include all of the regulations that have been written. The issue he was going to discuss was relatively simple although it could potentially have catastrophic financial consequences. The government’s Employer Mandate requires employers to offer insurance coverage to all full time employees which is defined as those working 30 or more hours per week. That raises a dilemma as the school system does have non-board hired employees that currently work 30 or more hours per week who have never been offered benefits. If changes are not made, insurance coverage would have to be offered to these employees, and they are numerous. The options he listed were: offer coverage to the individuals on the same basis as is offered to everyone else and find approximately $2 million in the budget to do that, ignore the issue and pay the government’s fine of $2.7 million after self-reporting in January 2016, or attempt to do the same thing that has been attempted in the past which was restrict those non-board hired employees to work less than 30 hours per week. There is no significant cost to implement the third option, and he doesn’t think it would make a significant change to the employees’ situations. He recommended reducing the hours of those individuals
After much review, consultation, and deliberation, the administration agreed with Mr. Charpentier’s compliance measures. Instead of using the 30 hour per week recommendation though, they chose to maintain the hours of employees in this category to 28 hours per week to allow some buffer. To somewhat offset the loss of wages to the substitute teachers, paraprofessionals, cafeteria, maintenance, bus drivers, etc. as a result of reduced hours, Superintendent Danny Bell said a good compromise would be to increase the hourly rate of pay. That decision and subsequent action would allow part-time employees to seek additional employment if necessary. According to Mr. Bell, if they prove themselves, they are also eligible to become board-hired with benefits.
After some vehement questioning, the administration communicated that they had run a scenario and someone on the maintenance or custodial staff might lose an estimated $1,800.00 per year with an increase in pay and a decrease in their hours. It was noted that the wages of these non-board hired part-time employees actually make them eligible for the federal exchange, and they can get insurance coverage at zero cost and zero out of pocket.
In closing, Mr. Murphy said they regret any problems that may be caused to any employees in this category of employment, but the action being taken is the administration’s effort to solely comply with the provisions of the Health Care Reform Act becoming effective January 1, 2015, while keeping the school system financially solvent.
A personnel report was the next item on the agenda. Ms. Null voiced the following:
1. Resignation of the following:
Connie Findley, teacher at Glen View, effective August 26, 2014;
Gary Richmond, paraprofessional at Hillcrest, effective August 8, 2014;
Morgan Patton, science teacher at I. A. Lewis, effective August 5, 2014 (defacto);
Mark Wilson, interpreter at Ruston High, effective May 21, 2014;
William Butterfield, social studies teacher at Ruston High, effective August 20, 2014 (defacto);
Elizabeth Thompson, ELA at Ruston Junior High, effective August 7, 2014; and,
Melissa Rutherford, special education teacher at Simsboro Elementary, effective August 4, 2014.
2. Points of Reference/Transfer of the following effective July 28, 2014, unless noted otherwise:
Brittany Long as librarian at Cypress Springs effective August 11, 2014, replacing Abigail Leachman who transferred;
Addie Smith as counselor at Ruston High replacing Dawna Keys who retired; and,
Jamie Nichols as interim counselor at Ruston Junior replacing Addie Smith who transferred.
3. Employment of the following effective August 11, 2014, unless otherwise noted:
Haley Caraway as teacher at Cypress Springs replacing Janet Allen who retired;
Mary Kate Hays as teacher at Cypress Springs replacing Brittany Long who transferred;
Sandra Williams as interim secretary at Cypress Springs effective July 31, 2014, replacing Debbie Worley who resigned;
Tiffany Cooper as teacher at Dubach School replacing Halie Martin who transferred;
Erica White as teacher at Glen View replacing Connie Findley who resigned;
Gloria McAdams as ELA teacher at I. A. Lewis replacing Monica Moore-Hebert who resigned;
Rebecca Daulton as social studies at Ruston High replacing William Butterfield who resigned;
Rebecca Lowe as G/T art teacher at Ruston High effective August 18, 2014, replacing Charlie Meeds who retired;
Ralee Stinson as inclusion teacher at Simsboro Elementary replacing Melissa Rutherford who resigned;
Chad Curole as agriscience teacher at Simsboro High effective August 1, 2014, replacing Marty Cantrell who resigned; and,
Jonathan Long as science teacher at Simsboro High replacing Chris Campbell who resigned.
4. Resignation of the following effective August 12, 2014:
Erin McDonald, bus driver in the Ruston area; and,
Dana Lewis, bus driver in the Ruston area.
5. Employment of the following effective August 15, 2014:
James Holloway as bus driver in the Ruston area replacing Erin McDonald who resigned; and,
Greg Morrow as bus driver in the Ruston area replacing Dana Lewis who resigned.
6. Resignation of Billy Hicks, maintenance from the maintenance facility, effective August 4, 2014.
Sales tax collections for August 2014 were up 10.33% over the same month last year with a total of $1,250,113 being collected, according to George Murphy. Year-to-date sales tax figures were up 8.47%. There were no recoveries through audits during the month, and that fund was down 16.425% year-to-date. In the 67 and 79 sales tax fund, $568,234 was collected, and $681,879 was collected in the 93 and 00 fund.
Although June and July 2014 financial statements were included in packets, Mr. Murphy said he’d summarize the July report that was comparable to July 2013. The General Fund was up. The 5 mill maintenance fund and all of the ad valorem and M&O funds were showing deficits; that will continue until property tax money is received in November or December when collections come in. The sales tax funds were doing well and were up as reported earlier in the meeting.
In July 2014 the Health Care Fund was down $254,939 primarily due to claims incurred but not reported being $390,095. Year-to-date the fund was up $920,762.
Pictures of the ramp to the lone portable at I. A. Lewis were shown on the screen and narrated by the Coordinator of Auxiliary Services, David Crowe. He said the work at Cypress Springs was going pretty well, and concrete should be poured in the next few weeks. Inside work at Dubach School was complete except for minor details. There was still some exterior to be done. I. A. Lewis, Ruston Elementary, and Hillcrest Elementary renovation and construction projects have a projected bid date of February 17, 2014.
Mike Walpole, architect, said he is still on schedule with all of the projected dates involved in the Ruston School District #1 bond issue projects.
Chairman of the Building and Grounds Committee, Trott Hunt, pointed about that all renovation and construction projects do not start and finish on time as has recently been reported in the media. He expressed his appreciation to Mr. Walpole and his staff for starting on time, finishing on time, and staying on schedule.
One bid was opened and reviewed on August 28, 2014, for the construction of the Choudrant High School track and track facility. Amethyst’s base bid of $2,187,254.00 and additive alternate of $103,124.00 were well above the budgeted funds and projected cost for the project. David Crowe said discussion with the engineer, business manager, and superintendent resulted in a unanimous decision to reject, perhaps modify the plan, and re-bid the project with the goal of receiving a bid within the amount allocated.
Upon a motion by Mr. Hancock, seconded by Mr. Jones, the Board unanimously voted to reject the bid for the Choudrant High School track project and grant permission for re-advertisement of the bid for the school’s track and track facility.
Six qualified bids were submitted and opened on August 19, 2014, on the addition and renovations to Glen View Elementary. Mr. Crowe stated that bids ranged from $1,763,000 to $1,992,000. After reviewing the bids, the administration recommended the acceptance of the lowest bid from Mann’s Construction.
Upon a motion by Mr. Dowling, seconded by Mr. Jones, the Board unanimously voted to accept the bid of $1,763,000 submitted by Mann’s Construction for the addition and renovations to Glen View Elementary School.
Formal approval of change order #4 on the addition and renovations to Dubach School was requested by Mr. Bell. The change order was to prep the floor in the existing building ($2,795.38), paint the ceiling grid in an existing corridor ($3,466.27), and a contingency/hardware allowance credit of $4,341.38 for a net change of $1.920.27. It also added 13 days to the contract time.
Upon a motion by Ms. Best, seconded by Mr. Jones, the Board unanimously voted to approve change order #4 for the Dubach School addition and renovations project increasing the contract sum by $1,920.27 and the contract time by 13 days.
Since work was nearing completion on the Dubach School project and based on the recommendation of the architect, Mr. Crowe requested permission for the appropriate persons to execute the applicable substantial completion documents.
Upon a motion by Ms. Henderson, seconded by Ms. Harrison, the Board unanimously voted to grant permission and authorize the superintendent, his staff, and the architect to execute the Substantial Completion documents for the Dubach School renovation project.
The Ruston High School baseball complex is in dire need of renovations and improvements, and a Memorandum of Understanding with the Louisiana Foundation (owners of the land) was recently approved by the Board in order for work to be done. Mr. Bell suggested hiring Mike Walpole as architect on the project with the cost of his basic architectural services to be 7.52% of the total cost of the work.
Upon a motion by Ms. Henderson, seconded by Ms. Harrison, the Board unanimously voted to grant the superintendent permission to enter into a contract with Architect Mike Walpole for renovations and improvements to the Ruston High School baseball locker room, field lights and support facilities.
The State Department of Insurance issued guidelines relating to Uninsured Motorist coverage. George Murphy said each school system was required to include in the board minutes a consent item authorizing the Superintendent to sign the Uninsured Motorist form. He asked for adoption of a Resolution authorizing the Superintendent to do so.
Upon a motion by Mr. Jones, seconded by Mr. Barmore, the Board unanimously voted to adopt the Resolution authorizing the Superintendent to sign the Uninsured Motorist form.
The Securities and Exchange Commission has announced its Municipalities Continuing Disclosure Cooperative Initiative involving certain disclosure obligations in offering documents relating to municipal securities pursuant to Rule 15c2-12 under the Securities Exchange Act of 1934. Mr. Murphy presented a Resolution that would allow the school board to consult with counsel and to take all necessary actions in connection with this initiative.
Upon a motion by Ms. Best, seconded by Ms. Henderson, the Board unanimously voted by roll call to approve the resolution with respect to the Municipalities Continuing Disclosure Cooperative Initiative of the Securities and Exchange Commission.
Revision of nine policies, GAAA-Equal Employment Opportunity, GBA–Contracts and Compensation, GBI–Evaluation of Personnel, GBJ–Promotion, GBK–Employee Discipline, GBL–Tenure, GBN–Dismissal of Employees, GBRIB–Sick Leave, and JBCE–Public School Choice, and the addition of a new policy, GAJ–Gifts, were voiced by Mary Null. She asked board members to study the proposed policy changes until the next meeting.
Mr. Bell presented Bob Hammonds, attorney with Hammonds, Sills, Adkins and Guice law firm, who was working with the Board with respect to desegregation.
Mr. Hammonds requested that the Board go into executive session to discuss strategy and/or action regarding the pending litigation, United States of America v. Lincoln Parish School Board, et al, Civil Action number 12,071.
Upon a motion by Mr. Hancock, seconded by Ms. Henderson, the Board unanimously voted to go into executive session at 7:49 p.m.
Upon a motion by Mr. Hunt, seconded by Ms. Best, the Board unanimously voted to return to open session at 8:36 p.m.
Superintendent Bell thanked Mr. Hammonds and District Attorney, Andy Shealy, for being in attendance.
In a Report of the Superintendent, Mr. Bell said that:
1. There is a likelihood of a Building and Grounds Committee meeting prior to the meeting on October 7, 2014, as there is much to be discussed including the Fair Share option.
2. A second meeting in October has been scheduled on the 22nd at Dubach School at 12:30 p.m.
3. Board members are invited by the PTC to a new teacher luncheon at Cypress Springs on Monday, September 8, 2014, from 10:30 – 11:30 a.m.
Mr. Hunt said some Fair Share language had been received from a local program and reviewed with Mike Walpole. He learned the importance of doing bids correctly so they won’t be contested. The issue may take longer than he thought, but he did feel that progress was being made. He believes the final product should be reviewed by an attorney before proceeding.
There being no further business to come before the Board, upon a motion by Ms. Best, the meeting adjourned at 8:41 p.m.
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Danny L. Bell, Secretary Otha L. Anders, President