LINCOLN PARISH SCHOOL BOARD
Ruston, Louisiana
REGULAR SESSION
Tuesday, July 7, 2020 6:00 p.m.
The Lincoln Parish School Board met in Regular Session on Tuesday, July 7, 2020, at 6:00 p.m. at the STEM Center 525 Tarbutton Road, Ruston, Louisiana. Members present were Ms. Debbie Abrahm, Mr. Otha Anders, Ms. Lisa Best, Ms. Donna Doss, Mr. David Ferguson, Dr. David Gullatt, Mr. Danny Hancock, Ms. Lynda Henderson, Mr. George Mack, Jr., Mr. Joe Mitcham, Mr. Hunter Smith, and Ms. Susan Wiley.
President Joe Mitcham called the meeting to order. Mr. Smith delivered the invocation, and Ms. Best led in the Pledge of Allegiance to the American flag.
Upon a motion by Mr. Anders, seconded by Dr. Gullatt, the Board unanimously voted to adopt the agenda as printed.
Upon a motion by Mr. Hancock, seconded by Ms. Abrahm, the Board unanimously voted to approve the minutes of the Regular Session held on June 2, 2020, as presented.
Superintendent Mike Milstead introduced the five-member committee appointed to interview for two principal positions that were filled last month. The committee consisted of Amy Brister, Keshia Douglas, Angela Hoffman, Dr. Doris Lewis, and Lisa Mangum. Lisa Bastion, Chief Academic Officer/Assistant Superintendent, chaired the committee but did not vote. He thanked the board and the committee for their support. Dr. Sheila Nugent and Lauren Keen were the two garnering the most votes and were unanimously recommended as principals at Glen View and Hillcrest respectively.
Mr. Milstead shared that Dr. Nugent has been at Simsboro School as an elementary teacher, assisted with elementary supervision, and helped with the middle school. Ms. Keen has been employed as Coordinating Teacher at Cypress Springs for several years. Both new principals said they had an exciting year ahead of them and were looking forward to the challenge.
Former Lincoln ACHIEVE Coordinator, Cathi Cox-Boniol, introduced Lauren Dixon, art teacher at Dubach School. Ms. Dixon had been honored with the Louisiana Art Education Association Elementary Art Teacher Award, making her the top elementary art teacher in the state. Ms. Cox-Boniol shared that Dubach principal Pam Prudent has said that the art program at Dubach is second to none, adding that Lauren’s talents as an artist and teacher come together to create an essential experience for all students at the school.
Ms. Dixon thanked the board for recognizing her. She said she is very excited to receive this award and loves her job very much. She also loves her students at Dubach School and is very appreciative of the award. Several board members shared how proud they were of her.
Following a month of studying one policy addition, Ms. Bastion asked board members to approve the proposed addition to the policy manual.
Upon a motion by Dr. Gullatt, seconded by Ms. Best, the Board unanimously voted to approve the addition of GBRIBC – Emergency Family and Medical Leave (EFMLA) and Emergency Paid Sick Leave (COVID-19 PANDEMIC).
James Payton, New Construction Coordinator, reminded the Board that on May 28, 2020, bids were opened for the EcoCar building to be constructed at Ruston High School. The old building was destroyed by a tornado on April 25, 2019. Five contractors submitted bids on the project and all of the bids were well above budget for the construction of this building. The administration requests permission to reject all bids.
Upon a motion by Mr. Hancock, and seconded by Mr. Ferguson, the Board unanimously voted to give the administration permission to reject all bids on the EcoCar building.
Juanita Duke, Business Manager, reminded the Board that in December they gave permission to seek proposals to upgrade the employee time-tracking equipment (time clocks) with devices that are compatible with the new web-based employee management system (Frontline). Touchpoint Industries was the only vendor to submit a proposal that could provide time clock devices that are compatible with the Frontline system. The original estimated cost was not to exceed $42,000; Touchpoint will provide 35 devices at a total cost of $33,250. She recommended the Board approve the proposal.
Upon a motion by Mr. Anders, seconded by Ms. Wiley, the Board unanimously approved the proposal from Touchpoint Industries for purchase of employee time-tracking equipment.
Ms. Duke communicated to the Board that Lincoln Parish health plan costs have increased dramatically over the past ten years and have required the use of sales tax revenues, which have proven to be an unstable revenue source over the last five years. She is recommending insurance consultants Brown & Brown conduct an in-depth study of the current health plan structure.
Insurance broker David Charpentier, of Brown & Brown of Louisiana, explained that they would look at each individual component and service and the company or vendor that is providing that service. Brown & Brown analyzes the plan annually but will analyze the benefits and claims more in-depth than they usually do. With the backing and support of the Board, Brown & Brown will have more authority when going to the Market Place and with various vendors and carriers in negotiating rates, terms, and services. Brown and Brown will evaluate opportunities to maximize savings through benefit changes. After the analysis is complete, he will come back with a full report. A dependent eligibility audit would also be proposed. Typically, 2-5% of dependents are not eligible for coverage; if correct documentation were not supplied, they would be termed from the plan. This would only affect active employees and new retirees.
Upon a motion by Dr. Gullatt, seconded by Ms. Doss, the Board unanimously authorized Brown & Brown to conduct a full study of the Lincoln Parish School Board Health Plan and provide a summary report to the Board with recommendations and a timeline for reducing employer health care costs.
Ms. Duke stated that in October the School Board approved a resolution calling for an election to be held on May 9, 2020. This election date has been re-scheduled twice due to the COVID-19 crisis; it is now scheduled for August 15, 2020. Under the advice of counsel Foley & Judell and for notice to the public, she presented and read in full a resolution to publicly acknowledge the change in the election date and to set the new date for a special meeting to canvass voter returns on Thursday, August 20, 2020, at 10:00 a.m.
Upon a motion by Mr. Smith, seconded by Ms. Henderson, the Board unanimously voted by roll call to approve the resolution acknowledging the change in the election date and to set the revised date for canvassing voter returns.
In the absence of Ricky Edmiston, Supervisor of Auxiliary Services, Ms. Duke shared that bid opening was held on June 15, 2020, for the purchase of the following items for the 2020-2021 school year: duplicating paper, dust mop rental, and fuel. She recommended that the Board accept the lowest bids meeting specifications.
Upon a motion by Mr. Hancock, seconded by Ms. Abrahm, the Board unanimously voted to accept the lowest bids meeting specifications for the purchase of materials and supplies for the 2020-2021 school year as shown below:
Company Submitting Bid
Parker Wholesale Paper 2000 Cases of Copy Paper
Price per Case: $28.30
Total for 2000 Cases: $56,600.00
KAPS Textile Service Dust Mop Rental
18 inch $.45 each bi-weekly
36 inch $.72 each bi-weekly
48 inch $.82 each bi-weekly
Hill Oil Company Fuel
Unleaded regular $.1085
Unleaded plus $.1085
Unleaded premium $.1085
Low sulfur road use diesel $.1125
Regular No. 2 grade diesel $.1325
Ms. Duke reported that the State Legislative Auditor’s Office requires all Louisiana governmental units to complete a System’s Survey & Compliance Questionnaire and provide it to the independent auditors at the beginning of the financial and compliance audit. She requested approval of the questionnaire presented for the fiscal year ending June 30, 2020.
Upon a motion by Ms. Best, seconded by Ms. Wiley and Ms. Doss, the Board unanimously voted to approve the System’s Survey & Compliance Questionnaire as presented for the fiscal year ending June 30, 2020.
Ms. Duke shared that government employers (including school boards) who permit tax-sheltered 403b contributions through payroll deduction for their employees were designated by the IRS as the Plan Administrator of its employee 403b tax-deferred savings plans effective January 1, 2009. LPSB currently offers three 403b products from investment providers for their employees. The LPSB plan had not been amended and updated since the recent changes in IRS rules. The IRS has provided a remedial period for plan sponsors to adopt an IRS pre-approved plan document, also known as a “volume submitter” document created to be universal for similar government types. She stated that by approving the re-stated plan document it would ensure LPSB’s plan document and administration practices would be in compliance with IRS rules and regulations.
Upon a motion by Mr. Ferguson, seconded by Mr. Hancock, the Board unanimously voted to approve the re-stated LPSB Employee Group 403b Plan document as presented.
In relation to the prior agenda item, Ms. Duke voiced that the administration would like to recommend the school board name TSA Consulting Group as its third-party consultant to administer its 403b Plan because of the technical and IRS compliance issues that arise when participants request withdrawals from the plan. This service would be at no cost the school system.
Upon a motion by Dr. Gullatt, seconded by Ms. Abrahm, the Board unanimously voted to approve to enter into an agreement with TSA Consulting Group as the Plan Administrator for the Lincoln Parish School Board’s Employee Group 403b Plan effective August 1, 2020.
The following personnel items were shared by Dr. Doris Lewis, Director of Human Resources:
1. Administrative changes effective July 1, 2020:
Dr. Sheila Nugent, from Curriculum Specialist at Simsboro School to principal at Glen View, replacing Jana Comstock who transferred; and
Lauren Keen, from Coordinating Teacher at Cypress Springs to principal at Hillcrest, replacing Patrice Hilton who retired.
2. Employment of Brandon Sutherland as Communications Coordinator at Center Office effective July 1, 2020, replacing Cathi Cox-Boniol who retired.
3. Retirement of the following:
Jennifer Franks, counselor at Youth Rescue Center, effective June 20, 2020; and
Cynthia Dean, teacher at Hillcrest, effective June 30, 2020.
4. Resignation of the following:
Angelica Hale, Spanish teacher at Choudrant High, effective June 4, 2020;
Robbie Williams, special education teacher at Cypress Springs, effective June 9, 2020;
Deborah Thomas, teacher at Cypress Springs, effective June 11, 2020;
Joia Crowe, teacher at Cypress Springs, effective June 22, 2020;
Jan Frost, special education teacher at Howard School, effective June 22, 2020;
Rachel Gibson, math teacher at Ruston Junior High, effective June 16, 2020;
Cory Craig, music teacher at Ruston Junior High, effective June 1, 2020;
Tammy Wallace, bookkeeper at Simsboro School, effective July 31, 2020;
Darien Dukes, social studies teacher at Simsboro School, effective June 17, 2020; and
Audrianna Gunn, teacher at Glen View, effective June 30, 2020.
5. Employment of Pam Price as secretary at Choudrant High, effective July 27, 2020, replacing Anita McGuire, who retired.
6. Point of Reference of the following effective July 1, 2020 unless noted otherwise:
Amy Brister, from Title 1 to Early Childhood Coordinator at Central Office, due to a new position;
Jana Comstock, from Glen View to Facilitator of Federal Programs at Title 1, replacing Amy Brister who transferred; and
Ivory Bass, from Ruston Junior High to itinerant RTI Academic Coordinator effective July 24, 2020, due to a new position.
7. Retirement of Lonnie Davis, custodian at Ruston High, effective June 1, 2020.
8. Employment of Earnest Williams, custodian at Hillcrest effective July 13, 2020, replacing Antonio Wilson who resigned; and
Paul Corbin, custodian at Ruston High effective August 3, 2020, replacing Lonnie Davis who retired.
9. Termination of Lisa Carter, food service technician at I.A. Lewis, effective June 2, 2020.
10. Retirement of Michael Chandler, bus operator in the Simsboro area, effective June 9, 2020.
11. Employment of the following effective August 7, 2020:
Cameron Wells, bus operator in the Ruston area, replacing Theodis Johnson who resigned;
Carl Maddox, bus operator in the Ruston area, replacing Mickey Fitzgerald who retired; and
Novar Turner, bus operator in the Ruston area, replacing Michael Gragg who resigned.
Ms. Duke presented a sales tax report for June of 2020. She said receipts for the month of June were down 8.16% compared to the same month last year. Receipts have been down for the last four months, primarily due to COVID-19. Year-to-date sales tax receipts are down 2.43%.
Moving on to her summary of the May 2020 financial statement, Ms. Duke said the general fund had a balance of $4.2 million. The total general operating fund balance was $14.3 million with an unassigned fund balance of $9.7 million, which is 19.5% of budgeted expenditures. The child nutrition fund was operating with a $77.5 thousand deficit at the end of May due to school closures. The M & O fund balances ranged from $56,773 to $335,889. She reported utility costs were down due to school closures. She said that the total fund balance of all operating and special revenue funds was $28.6 million.
The self-insured health fund had total net contributions of $1,093,000 for the month according to Juanita Duke. Total fixed costs were 92% higher than this month last year due to the change in retirees and adding the cost of the Medicare Advantage plan. Claims expenses for the month were down 4% compared to this month last year. She stated that net assets were $689,000 at the end of the first five months of the calendar year.
New Construction Coordinator, James Payton narrated pictures of numerous projects and gave the following construction update:
1. The 5,000 sq. ft., four classroom Pre-K building at Choudrant Elementary should be complete by July 26. He reminded the Board that the project was funded from the Head Start fire insurance settlement. Most of the interior work was complete. A fenced playground area and canopy would be complete before school starts. A rolling gate would be added to meet an existing gate at the car line, which will make the entire campus secure.
2. There was long overdue cleanup and fencing work that needed to be done at the Simsboro baseball and softball fields. Debris and trees would be cleared out, the land would be leveled to grade, and a 60” chain link fence would be added. The Simsboro School M & O funds would pay for the project, which should be complete when school starts.
In a Report of the Superintendent, Mr. Milstead said that:
1. A Nepotism Disclosure Form was placed in the Board Members portfolio.
2. A survey was recently sent to parents regarding the start of school. There were 2,416 responses; we calculated that that represents about 3,800 of our 5,600 students. It appears that about 25.4% plan to educate their children virtually at home. The survey was very helpful for us. In the comment section of the survey, parents expressed their plan to keep students at home until there is a vaccine. We will certainly honor that. However, there will be a commitment required of the parents to have their students learn virtually; it would be difficult to go back and forth between virtual and in-person learning. He will meet with principals Thursday to finalize plans. At the beginning of next week, information will go out to parents regarding the start of school and topics such as masks, student meals, bus transportation, illnesses, and attendance records. Information will continue to be distributed as we receive guidelines from the LHSAA regarding sports and the Department of Education.
3. Brandon Sutherland has been designated as the new Communications Coordinator for Lincoln Parish Schools. He comes to us with a degree in Communications from Louisiana Tech. He has had extensive experience in the communications area. He has most recently worked with United Way. He had many accolades in the marketing area when he worked with Hampton Inn.
Mr. Sutherland addressed the Board and shared that he was a product of Lincoln Parish Schools, attending Glen View, I. A. Lewis, Ruston Junior High and Ruston High School. He thanked the Board for the opportunity to work with Lincoln Parish Schools and was very excited to get started.
After several comments from Board members, upon a motion by Ms. Best, the meeting adjourned at 7:07 p.m.
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Mike Milstead, Secretary Joe E. Mitcham, Jr., President