LINCOLN PARISH SCHOOL BOARD
Ruston, Louisiana
REGULAR SESSION
Tuesday, March 1, 2016 6:00 p.m.
The Lincoln Parish School Board met in Regular Session on Tuesday, March 1, 2016, at 6:00 p.m. in the Lincoln Parish School Board Central Office, 410 South Farmerville Street, Ruston, Louisiana. Members present were Ms. Debbie Abrahm, Mr. Otha Anders, Mr. Michael Barmore, Mr. Curtis Dowling, Mr. David Ferguson, Mr. Danny Hancock, Ms. Lynda Henderson, Mr. Trott Hunt, Mr. George Mack, Jr., Mr. Joe Mitcham, and Ms. Susan Wiley.
Ms. Lisa Best was absent.
President Mitcham called the meeting to order, and the invocation was given by Mr. George Murphy. Ms. Mary Null led in the Pledge of Allegiance to the American flag. Mr. Mitcham welcomed visitors to the meeting.
Upon a motion by Mr. Barmore, seconded by Ms. Wiley, the Board unanimously voted to adopt the agenda as printed.
Upon a motion by Mr. Hunt, seconded by Ms. Henderson, the Board unanimously voted to approve the minutes of the Regular Session held on February 2, 2016, as distributed.
The following personnel items were reported by Dr. Doris Lewis, Director of Human Resources:
1. Disability retirement of Elizabeth Freeman, psychologist at Pupil Appraisal, effective February 21, 2016.
2. Point of Reference/Transfer of Robbie Burnham from Youth Rescue Center to special education paraprofessional at Cypress Springs effective February 22, 2016, replacing Faye Thompson who passed away.
3. Retirement of Bernard Crowe, bus driver in the Ruston area and mechanic at the Bus Barn, effective March 1, 2016.
4. Resignation of Calvin Woodfork, bus driver in the Ruston area, effective February 10, 2016.
5. Retirement of Robert Jenkins, custodian at Dubach School, effective July 1, 2016.
6. Points of Reference/Transfers of the following school food service personnel:
Marci Mathis from Ruston Junior High to manager at I. A. Lewis effective August 25, 2015, replacing Amy Bourgeois who resigned;
Lawanta Atkins from Cypress Springs to clerk at Ruston Junior High effective January 11, 2016, replacing March Mathis who transferred;
Kay Shoaf from Simsboro High to clerk at Cypress Springs effective February 4, 2016, replacing Lawanta Atkins who transferred; and
Shalacy Collins from Ruston High to clerk at Simsboro High effective February 16, 2016, replacing Kay Shoaf who transferred.
George Murphy, Business Manager, reported that sales tax collections for the month of February 2016 were down 9.99%. After looking at the last four months of collections and attending a recent Sales and Use Tax Commission meeting, he believes sales taxes may have plateaued; however, the fund was still up 23.32% year-to-date. Recoveries through audits were $1,265. In the 1967 and 1979 sales tax funds, $713,261 was collected. Deposits in the 1993 and 2000 sales tax funds were $855,911. The reason he gave for the drop in February collections was automotive dealers and service stations and oil and gas extractions going down.
Moving on to the January 2016 financial report, Mr. Murphy noted that it continues to be a good year financially. Money was coming in from the sheriff from property taxes. The ad valorem tax and 5 mill maintenance funds had revenue showing. The Total Fund Balance was up, but he is concerned with what was going to happen with the state. He already knows that the school system will experience a $1.8 million decrease in the MFP next year and another $4 million the following year. Reserves are being built up as he thinks they will be needed in the future.
In his update on the Health Plan for January 2016, George Murphy said the fund was up $556,431 for the first month of the calendar year. Much of that could be attributed to the change in estimated claims incurred but not reported. He opined that it will take a few months to see how the fund stabilizes, but he hopes changes recently implemented will help the health care fund remain in the black.
Accepting a bid for the Ruston High School spirit building and freshman locker room was the next agenda item. James Payton, Transportation Coordinator, reported that four qualified bids opened and reviewed on February 25, 2016, were submitted by Don M. Barron, Inc. of Farmerville, Ragan Builders, Inc. of Calhoun, Traxler Construction Company, Inc. of Monroe, and Triad Builders of Ruston. Bids ranged from $2,538,000 to $2,765,000. He asked the Board to accept the lowest bid that had been submitted by Traxler.
In answer to a question from the public, Architect Mike Walpole said the budgeted amount for the project was originally a little less than $2 million; however, there was money available in the contingency allowance for the 2013 bond issue project as whole. If Traxler was awarded the contract, about $300,000 would still be left in the contingency allowance for the bond issue’s projects.
Chairman of the Building and Grounds Committee, Trott Hunt, voiced that the scope of the project had changed from the original. It had been discussed, and it was felt that this phase and added scope were what was needed. He feels there would be an adequate contingency remaining in addition to approximately $1.5 million left to bid per the original budget.
Upon a motion by Mr. Hunt, seconded by Mr. Anders, the Board unanimously voted to accept the bid of $2,538,000 submitted by Traxler Construction Company, Inc. and award them as the contractor for the Ruston High School spirit building and freshman locker room project.
Because the architect and engineer had completed construction documents, permission was requested from James Payton to advertise for bids for the Ruston High School New Tech classrooms, soccer facilities for girls and boys, new roof on the auditorium, and a new floor for the girls’ gym.
Upon a motion by Mr. Hunt, seconded by Mr. Anders, the Board unanimously voted to grant permission to advertise for bids for the New Tech classrooms, soccer facilities, new roof on the auditorium, and new gym floor at Ruston High School.
Mary Null reported very little flexibility in the school calendar for 16-17 because the state mandated numerous testing and testing makeup dates as well as the way holidays and days of the week fall in the coming year. She asked the Board to adopt the proposed calendar that was similar to the current one except for the addition of several staff development days. That would allow instructional personnel to become familiar with the new state standards without the need for substitute teachers during the school day. Ms. Null did point out that school would be starting about one week earlier than usual in August if the proposed calendar was approved. Several buffer days were built into the calendar as usual.
Upon a motion by Mr. Anders, seconded by Mr. Barmore, the Board unanimously voted to adopt the proposed calendar for the 16-17 school year as follows:
Lincoln Parish 2016 - 2017 School Calendar
Staff Development August 8-10, 2016
All Staff Faculty Meetings August 11, 2016
First Day of School - Students (1/2 Day) August 12, 2016
Labor Day September 5, 2016
Staff Development September 6, 2016
Columbus Day October 10, 2016
Staff Development October 11, 2016
Staff Development November 7, 2016
Election Day November 8, 2016
Thanksgiving November 21-25, 2016
Christmas/New Year Dec. 21, 2016-Jan. 3, 2017
End of First Semester January 13, 2017
Martin Luther King, Jr. Day January 16, 2017
Staff Development January 17-18, 2017
Presidents’ Day February 20, 2017
Spring Break March 20-24, 2017
Easter Break April 14 & 17, 2017
Last Day of School - Students (Full Day) May 24, 2017
Instructional Staff Workday (1/2 Day) May 25, 2017
Change order #5 on the Choudrant High School track project was presented by Mr. Payton. No additional expense was incurred, but he suggested the addition of 46 weather days and an extra year of warranty for the four drainage crossings on the track that had settled after the hot mix was put down.
Upon a motion by Mr. Hancock, seconded by Ms. Abrahm, the Board unanimously voted to approve change order #5 on the Choudrant High School track project adding 46 weather days and an extra year of warranty for the four drainage crossings on the track that had settled after the hot mix was put down.
Because work was nearing completion on the above-mentioned project, James Payton requested permission to execute Substantial Completion documents. He stated that the track looks very good.
Upon a motion by Ms. Henderson, seconded by Ms. Abrahm, the Board unanimously voted to grant permission and authorize the Superintendent, his staff, and the engineer to execute Substantial Completion documents for the Choudrant High School track project.
The revised School Board Ethics – BH policy was again brought back for study. It had been presented at the February meeting but a board member suggested changes; therefore, the Board decided to revisit the matter in March. They will have until the April meeting to scrutinize the proposed Ethics policy.
Part of the long range plan for Simsboro School was the construction of a school parking lot off of Tiger Drive west of the building. In order to do that, the drainage system in front of the school would have to be rebuilt according to James Payton. An engineering study revealed that the entire drainage system from Highway 80 on the south running north approximately 500 feet was inadequate. A land surveyor and civil engineer would be needed to complete a project of that magnitude. He recommended that the Lincoln Parish School Board enter into a contract with the Riley Co. of Louisiana, Inc. for surveying and engineering services that will be needed to construct the drainage project. It would be paid from the Maintenance and Operational Funds for Simsboro School.
Ron Riley was in attendance and showed pictures of the area and reiterated that pipes were not large enough to carry the water they need to and in places the drainage actually has to flow up hill. Phase I of the Simsboro project would encompass correcting the drainage issue and Phase II would involve building the parking lot. The proposed budget for Phase I was approximately $220,000, and Phase II’s was about $260,000.
Upon a motion by Mr. Dowling, seconded by Mr. Hunt, the Board unanimously voted to grant permission to proceed with the drainage project at Simsboro School.
Upon a motion by Mr. Dowling, seconded by Mr. Mack, the Board unanimously voted to give permission to enter into a contract with the Riley Company of Louisiana, Inc. for the drainage project at Simsboro School.
Upon a motion by Mr. Dowling, seconded by Mr. Anders, the Board unanimously voted to grant permission to advertise for bids for the drainage project at Simsboro School.
In a Report of the Superintendent, Mr. Milstead said that:
1. Included in portfolios was a letter from Sheriff Mike Stone with information about possible cuts by the State and how they would affect Lincoln Parish.
2. A stated educational committee, formed to recommend La Standards from the Common Core State Standards, has completed its work. The standards will now be sent to BESE for their consideration. Gaining that, the modifications will go to the Legislature for review and finally would be sent to the Governor. If any of the entities do not approve the new standards, the state will return to the Common Core State Standards. The proposed standards are excellent, and he believes they will be approved.
3. As a follow-up to that, in the elementary schools he is looking at a standards-based reporting system. It would allow the school system to take the standards, prioritize the standards, and put them on report cards for parents and teachers to know what a student is doing related to the specific standards. In his opinion, it would be far superior to the “A,” “B,” “C,” etc. from the past. In standards-based reporting, if a student has a 3, they can perform the skill; if he/she receives a 4, they are above the skill; if he/she has a 2, they lack some of the skill; and if they are not proficient at all, they receive a 1. This would be based on standards for math and English/language arts. The kindergarten classes are currently piloting the change as well as the 1st and 2nd grades at Glen View. The goal is to have every kindergarten through 5th grade class to have implemented standards-based reporting by 2018-2019.
4. At the next meeting, Michelle Thrower, Principal at Cypress Springs, will present what is being done in Lincoln Parish regarding “The Leader in Me Program.”
5. He will present to area Superintendents and Supervisors on March 11 in Bossier on the system’s Believe and Prepare program, a cooperative endeavor with Louisiana Tech related to student teaching.
6. Students took ACT tests earlier in the day. He was pleased to note that a basketball playoff game between RHS and Central La Fourche was postponed because of the testing.
7. Spring Break was scheduled from March 25 through April 1.
Since time allowed, Trott Hunt asked James Payton to give a brief update on the construction projects. In addition, he invited board members to go by the locations to see some pretty substantial additions that are about to be completed.
Mr. Payton said:
1. Approximately 10 days were left on blocking and laying the bricks at I. A. Lewis. Bricking should take about 1.5 months, which will basically wrap up the exterior work. After that interior work; painting, tile on the floor, etc. will be done. There is still a problem with water on a playground on the northwest corner of the campus that will be addressed soon.
2. At Ruston Elementary, the exterior work was almost done. Earlier in the day they were putting tile down in the hallways. Much of the interior work had already been done, so it won’t be long until Substantial Completion of that project is requested. The superintendent on site predicted that the inside would be completed by March 10. Work on the exterior was on schedule as well.
3. The exterior of Hillcrest Elementary was almost completed. Much remains to be done on the inside, and air conditioner condenser units are to be installed on the outside. Numerous subcontractors have been pulled from the project to complete work at Ruston Elementary, which was to be finished earlier than Hillcrest.
4. A building is up on the south end at Ruston Junior High School and roof panels are next. The slab will be poured on the north end in the morning. They are making a lot of progress.
There being no further business, upon a motion by Mr. Dowling, the meeting adjourned at 6:36 p.m.
_______________________________ _______________________________
Mike Milstead, Secretary Joe E. Mitcham, Jr., President