2019-10-08 - MINUTES - REGULAR School Board Meeting

Dinwiddie County School Board Meeting 4:00 p.m Pamplin Administration Building (Tuesday, October 8, 2019) Members present: Sherilyn H Merritt, Chairman Barbara T Pittman, Vice-Chairman Mary M Benjamin William R Haney Teresa J Stump Meeting Opening Action: 1.01 Call to Order at 3:00 p.m (Closed Session) The Meeting was called to Order by Sherilyn H Merritt, Chairman at 3:00 pm Motion by Barbara T Pittman, second by Teresa J Stump Final Resolution: Motion Carries Yea: Sherilyn H Merritt, Barbara T Pittman, Mary M Benjamin, William R Haney, Teresa J Stump Action: 1.02 Adjourn to Closed Session for discussion of Personnel I move that we adjourn to Closed Session to discuss the appointment, resignation, promotion, disciplining or possible dismissal of specific personnel and student matter as authorized under Section 2.2-3711A (1) (2) of the Virginia Freedom of Information Act Motion by Barbara T Pittman, second by Teresa J Stump Final Resolution: Motion Carries Yea: Sherilyn H Merritt, Barbara T Pittman, Mary M Benjamin, William R Haney, Teresa J Stump Action: 1.03 Reconvene in Open Session and Adopt Certification of Closed Session I move that we reconvene in Open Session and Adopt Certification of Closed Session CERTIFICATION OF CLOSED SESSION WHEREAS, the Dinwiddie County School Board has convened a closed session on this date pursuant to an affirmative recorded vote and in accordance with the provisions of the Virginia Freedom of Information Act; and WHEREAS, paragraph 2.2-3712 of the Code of Virginia requires a certification by this School Board that such closed meeting was conducted in conformity with Virginia law; NOW, THEREFORE, BE IT RESOLVED that the Dinwiddie County School Board hereby certifies that, to the best of each member's knowledge, only such business matters as were identified in the motion convening the closed meeting were heard, discussed or considered by the School Board Roll Call: Teresa J Stump – District William R Haney – District Barbara T Pittman – District Mary M Benjamin – District Sherilyn H Merritt – District Motion by Barbara T Pittman, second by Teresa J Stump Final Resolution: Motion Carries Yea: Sherilyn H Merritt, Barbara T Pittman, Mary M Benjamin, William R Haney, Teresa J Stump Procedural: 1.04 Invitation to Participate in Pledge of Allegiance - Midway Elementary School The invitation to participate in the Pledge of Allegiance was led by Michael Harvanek IV, Kindergartener, Midway Elementary School Action: 1.05 Amendment(s) to Agenda and Adoption I move that we adopt the Agenda as amended: ADD Student Matter to Closed Session Motion by Barbara T Pittman, second by William R Haney Final Resolution: Motion Carries Yea: Sherilyn H Merritt, Barbara T Pittman, Mary M Benjamin, William R Haney, Teresa J Stump Closed Session Report Action: 2.01 Approval of Personnel List I move that we approve the Personnel List pending documentation and as recommended by the Superintendent Appointments Dooley, Casey Jasper, Everette Dinwiddie High 08/01/2019 Krupp, Mack Taylor, Nicholas Football Kicking Coach Boys Varsity Basketball Assistant Coach Football Assistant Coach Football Assistant Coach Dinwiddie High Dinwiddie Middle Dinwiddie High 11/11/2019 08/01/2019 08/01/2019 Resignations Conner, Kayleigh Hall, Pinkie Potter, Karen English Teacher Business Teacher 5th Grade Teacher Dinwiddie Middle Dinwiddie High Sutherland Elem 10/18/2019 10/07/2019 10/18/2019 Retirements Abernathy, Sarah English Teacher Boyce, Brenda 4th Grade Teacher Dinwiddie Middle Dinwiddie Elem 10/01/2019 01/01/2020 **Special 2019-2020 Stipends Motion by Teresa J Stump, second by Barbara T Pittman Final Resolution: Motion Carries Yea: Sherilyn H Merritt, Barbara T Pittman, Mary M Benjamin, William R Haney, Teresa J Stump Recognition(s) Information: 3.01 Midway Elementary School Highlights Mr Johnson and Mrs Adams, along with students from Midway known as the Midway Ambassadors, shared the history of Midway Elementary They led the audience in the Pledge of Allegiance, shared a video about Midway that included several alumni, and shared the words that best described the school over the years - Perseverance, Determination, Dedication, Pride, and Character The following Ambassadors participated: Charlotte Barnes, Ava Davis, Kaylee Bielmyer, Andrew Pyle, Ashley Carr, Ali Varga, Alex Lee, Charleigh Davis, Ava Chamberlain, Evan Shea and Preston Chappell In addition to the Ambassadors the following Safety Patrols participated: Roger Franshyzen, Briley Frye, Jordan Mack, Emily Jordan, Taylor Lewis, Daniel Barklow, Riley Kirkland, Hallie Tomlin, Maddie Robinette, and Brandy Wolfe Finally, the following students spoke in the video: Kirby Rose, David Reese, IV, Xavier Mars, and Alexis Simmons Recognition: 3.02 VSBA School Board Academy Awards School Board members, the superintendent and board clerk can earn Academy credits through participation in VSBA meetings, other Academy sessions and through VSBA governance and service activities VSBA Academy Award Levels: Certificate of Recognition (certificate) = 15 credits per year Mr William Haney Mrs Teresa Stump Ms Bonnie Gholson, School Board Clerk Award of Achievement (Bronze VSBA pin) = 24 credits per year Mrs Sherilyn Merritt Award of Excellence (Silver VSBA pin) = 48 credits in years Mrs Mary Benjamin Award of Honor (Gold VSBA Pin) = 66 credits in years Mrs Barbara Pittman Dr Kari Weston, Superintendent Recognition: 3.03 The Dinwiddie Difference School Social Workers, Ms Lindsay Britt, and Ms Silka Steele were recognized as the month's Dinwiddie Difference These two ladies go above and beyond for all of our stakeholders in Dinwiddie County Public Schools! Consent Agenda Action (Consent): 4.01 Expenditure Reports I move that we accept the Expenditure Reports as presented: EXPENDITURE/FINANCIAL REPORT COUNTY SCHOOL FUNDS Payrolls & Accts Payables 09/04/2019 09/04/2019 09/11/2019 09/11/2019 09/12/2019 09/13/2019 09/13/2019 09/23/2019 09/23/2019 09/25/2019 09/25/2019 09/26/2019 09/26/2019 09/26/2019 Ck# 5000025 21054410 – 02105502 4010093 – 4010094 DE973303 – DE97478 2105503 2105480 [void] 2105504 – 2105558 4010095 4010096 – 4010097 VD-2105326, 2105388, 2105444 2105559 – 2105624 4010098 – 4010126 4010127 – 4010137 DD30901; DE97479 – DE98101 Motion by Barbara T Pittman, second by Teresa J Stump Final Resolution: Motion Carries Yea: Sherilyn H Merritt, Barbara T Pittman, Mary M Benjamin, William R Haney, Teresa J Stump Action: 4.02 Approval of Minutes of September 10, 2019 and September 24, 2019 I move that we approve the Minutes of the September 10, 2019 and September 24, 2019 meetings as presented Motion by William R Haney, second by Mary M Benjamin Final Resolution: Motion Carries Yea: Sherilyn H Merritt, Barbara T Pittman, Mary M Benjamin, William R Haney, Teresa J Stump Board Matters Action: 5.01 Lease Finance Resolution I move that we approve the Resolution of the School Board of Dinwiddie County, Virginia as presented and recommended by the SUperintendent RESOLUTION OF THE SCHOOL BOARD OF DINWIDDIE COUNTY, VIRGINIA WHEREAS, the Dinwiddie County School Board (the “School Board”) has previously entered into a lease financing arrangement with Dinwiddie County, Virginia (the “County”), and the Virginia Resources Authority (“VRA”), by which the School Board and, to the extent required under Section 15.2-1800.1 of the Code of Virginia of 1950, as amended, the County leased the Dinwiddie County High School and related unimproved real property located at 11501 Boisseau Road, Dinwiddie, Virginia 23841 (comprising Tax Parcel Nos 45-3A and 45-4) (collectively, the “School Property”), to VRA pursuant to the terms of a Prime Lease dated as of June 1, 2012, between the County, the School Board and VRA (the “2012 Prime Lease”), and VRA leased the School Property back to the School Board pursuant to the terms of a Local Lease Acquisition Agreement and Financing Lease dated as of April 30, 2012, between VRA, the County and the School Board (the “2012 Financing Lease”); WHEREAS, pursuant to a resolution adopted on September 17, 2019, the Board of Supervisors (the “Board of Supervisors”) of the County approved the amendment and restatement of the 2012 Prime Lease and the 2012 Financing Lease to finance the costs of various capital improvements, including but not limited to the design, acquisition, construction, installation and equipping of a public safety radio system and other governmental and public safety projects (collectively, the “2019 Project”); WHEREAS, Davenport & Company LLC, as the County’s financial advisor, has advised the County and the School Board that the parties may be able to achieve debt service savings by refinancing a portion of the outstanding rental payments (the “2012 Rental Payments”) payable pursuant to the 2012 Financing Lease; WHEREAS, (a) the County has applied to VRA to refinance a portion of the 2012 Rental Payments (such refinanced portion, the “Refinanced 2012 Rental Payments”) and to finance the 2019 Project, and (b) VRA has indicated its willingness to (i) undertake the same using the proceeds of one or more series of its Infrastructure and State Moral Obligation Revenue Bonds (Virginia Pooled Financing Program) (collectively, the “VRA Bonds”) and (ii) effect such refinancing and financing through the amendment and restatement of the 2012 Prime Lease and the 2012 Financing Lease; and WHEREAS, the provisions and details of such lease refinancing and financing shall be reflected in (a) an Amended and Restated Prime Lease (relating to the 2012 Prime Lease) to be dated as of a date specified by VRA, between VRA, the County and the School Board (the “Amended Prime Lease”), and (b) an Amended and Restated Local Lease Acquisition Agreement and Financing Lease (relating to the 2012 Financing Lease) to be dated as of a date specified by VRA, between VRA, the County and the School Board (the “Amended Financing Lease” and, together with the Amended Prime Lease, the “Amended Leases”), the forms of which have been circulated in advance of this meeting of the School Board; BE IT RESOLVED BY THE SCHOOL BOARD OF DINWIDDIE COUNTY, VIRGINIA: In consideration of the loan of a portion of the VRA Bond proceeds pursuant to the Amended Financing Lease to refinance the Refinanced 2012 Rental Payments and to finance the 2019 Project, the School Board agrees to amend and restate the 2012 Prime Lease and the 2012 Financing Lease and to execute and deliver the Amended Leases to effect such refinancing and financing The School Board, together with the County, will continue to lease the School Property to VRA pursuant to the terms of the Amended Prime Lease, and VRA will lease the School Property to the School Board and the County pursuant to the terms of the Amended Financing Lease If the Board of Supervisors fails to make payments under the terms of the Amended Financing Lease for any reason, the School Board acknowledges that the Amended Financing Lease will allow VRA and its assigns to exercise certain remedies, including without limitation, the eviction of the County and the School Board from possession of the School Property until the earlier of (x) the payment or prepayment in full of all rental payments due under the Amended Financing Lease or (y) the termination of the Amended Prime Lease The forms of the Amended Leases made available to the School Board prior to this meeting are hereby approved The Chair of the School Board and the School Superintendent, either of whom may act, are hereby authorized to execute and deliver the Amended Leases in such forms, with such completions, omissions, insertions and changes not inconsistent with this Resolution as may be approved by such officer, the execution thereof to constitute conclusive evidence of such officer’s approval of any such completions, omissions, insertions and changes Counsel to the School Board, in collaboration with the County Attorney, is hereby authorized to cause the Amended Leases and other related documents as are necessary to be recorded in the Clerk’s Office of the Circuit Court of Dinwiddie County The officers of the School Board are hereby authorized and directed to execute, deliver and file all certificates and documents and to take all such further action as they may consider necessary or desirable in connection with the execution and delivery of the Amended Leases, the refinancing of the Refinanced 2012 Rental Payments and the financing of the 2019 Project, including without limitation (a) execution and delivery of a certificate setting forth the expected use and investment of the proceeds of the Amended Financing Lease allocable to federally tax-exempt VRA Bonds (the “Tax-Exempt VRA Bonds”) to show that such expected use and investment will not cause the Tax-Exempt VRA Bonds to be “arbitrage bonds,” within the meaning of Section 148 of the Internal Revenue Code of 1986, as amended, including regulations applicable to the Tax-Exempt VRA Bonds (the “Code”), (b) making any elections, at the request of the County, that such officers deem desirable regarding any provision requiring rebate to the United States of “arbitrage profits” derived from the investment of the gross proceeds of the Amended Financing Lease allocable to Tax-Exempt VRA Bonds and (c) providing for the County to pay any such rebate amount The foregoing shall be subject to the advice, approval and direction of counsel to the School Board and special tax counsel to the County All other acts of the Chair of the School Board, the School Superintendent and other officers of the School Board that are in conformity with the purposes and intent of this Resolution and in furtherance of the execution and delivery of the Amended Leases, the refinancing of the Refinanced 2012 Rental Payments and the financing of the 2019 Project are hereby approved and ratified The Clerk of the School Board is hereby directed to cause a certified copy of this Resolution to be filed with the Clerk of the Board of Supervisors of the County All prior resolutions or actions inconsistent with this Resolution are hereby repealed This Resolution shall take effect immediately The undersigned Clerk of the School Board of Dinwiddie County, Virginia, hereby certifies that the foregoing constitutes a true and correct extract from the minutes of a meeting of the School Board held on October 8, 2019, and of the whole thereof so far as applicable to the matters referred to in such extract I hereby further certify that such meeting was a regularly scheduled meeting and that, during the consideration of the foregoing resolution, a quorum was present Member Mary M Benjamin William R Haney Sherilyn H Merritt Barbara T Pittman Teresa J Stump Attendance (Present / Absent Vote (Aye / Nay / Abstain Present Present Present Present Present Aye Aye Aye Aye Aye WITNESS MY HAND and the seal of the School Board of Dinwiddie County, Virginia, this 10th day of October, 2019 Clerk, School Board of Dinwiddie County, Virginia (SEAL) Motion by Barbara T Pittman, second by Mary M Benjamin Final Resolution: Motion Carries Yea: Sherilyn H Merritt, Barbara T Pittman, Mary M Benjamin, William R Haney, Teresa J Stump Action: 5.02 DHS - Field Trips (3) I move that we approve the following Dinwiddie High School field trips that were added to the list of Secondary field trips for the 2019-2020 school year: Woodrow Wilson Rehabilitation Center - Date Change (November November 13, 2019 Longwood University for Honors Choir (October 25 and October 26) Fishburne Military School JROTC Raider Competition (October 20 Waynesboro, Virginia) Motion by Mary M Benjamin, second by Barbara T Pittman Final Resolution: Motion Carries Yea: Sherilyn H Merritt, Barbara T Pittman, Mary M Benjamin, William R Haney, Teresa J Stump Action: 5.03 National Youth Risk Surveys I move that we approve the request to administer the National Youth Risk Behavior Surveys to middle and high school students with parents having the option to optout of the survey Motion by Mary M Benjamin, second by Barbara T Pittman Final Resolution: Motion Carries Yea: Sherilyn H Merritt, Barbara T Pittman, Mary M Benjamin, William R Haney, Teresa J Stump Action: 5.04 Budget Calendar Approval I move that we approve the FY2021 Budget Calendar as presented with the understanding that the calendar can be amended throughout the year Motion by Barbara T Pittman, second by Mary M Benjamin Final Resolution: Motion Carries Yea: Sherilyn H Merritt, Barbara T Pittman, Mary M Benjamin, William R Haney, Teresa J Stump Information: 5.05 New Business No new business was presented Superintendents Matters Information: 6.01 United Way's Kindergarten Countdown Camp Dr Yardley Farquharson, Director of Assessment & Student Services and Jeanie Mowbray, Director of Community Impact, for the United Way of Greater Richmond/Petersburg gave an overview of the importance of preparing children for kindergarten In our service area, it was stated that in students start kindergarten without the necessary skills to learn and thrive in elementary school The Kindergarten Countdown Camp (held at Southside Elementary) is a free summer learning program for rising kindergarten students with limited to no preschool experience Twenty students, ages and 5, for three weeks (four hours a day); had the opportunity to focus on basic kindergarten skills like recognizing shapes, letters, counting, writing their names, adjusting to the classroom setting and even riding the school bus The camp also taught the students important social-emotional skills, such as following directions and routines, working with their peers and expressing emotions Each student received a new book each week and a backpack full of supplies at the conclusion of the camp A video presentation of the camp was shared at the conclusion of the overview Information: 6.02 School Division Accreditation - Part Dr Royal Gurley, Assistant Superintendent, provided additional information about accreditation results As stated last month, all Dinwiddie County Public Schools are Fully Accredited Information: 6.03 FY 2019 End of Year Fund Balances The FY2019 audit is underway and almost complete We will not have a confirmed report from the auditors until early December, however, based on information at this time we not expect any changes to our projections The projected School Fund (205) EOY balance from FY 2019 is $350,471.47 This represents less than 1% of the overall budget The actual is 78 of 1% We will be requesting to have these funds re-appropriated to the Capital Projects Fund in December The remaining funds (excluding debt service fund 402) all carry forward and not revert back to the county at the end of the year The Textbook fund carries over year to year to offset the costs of adoptions and additional purchases This is required by the General Assembly The School Nutrition fund is a self-supporting fund Any balances are used to offset increases in future years and/or purchase needed equipment and upgrades Information: 6.04 Enrollment Update The FY 2020 Budget is based on 4,315 students Currently, we are sitting at an ADM of 4,272 students, 43 below budget We ended the 18-19 school year with 4,310 students We have been monitoring enrollment throughout the month of September hoping the numbers would increase The schools showing the largest decreases are the High School and Midway The majority of these are due to students withdrawing and attending other schools either in Virginia or Out of State Information: 6.05 Rowanty Update Mr Haney shared the following Rowanty updates: Rowanty has seen an increase in the number of students attending Dinwiddie has the most participation Rowanty is 100% staff! Citizen's Comments on Agenda and Non-Agenda Items Information: 7.01 Citizen's Comments There were no citizen's comments Board Member Comments Information: 8.01 Comments Board members thanked the students, parents, grandparents and staff from Midway Elementary School for their participation Superintendent's Comments Dr Kari Weston, Superintendent, ended the evening with (1) What happens in our classrooms matters most!; (2) Building Principals - leadership Matters!; 93) Dr Gurley and his team - great group and his leadership and (4) Senior Staff - it takes everyone to make things happen 10 Adjournment Action: 10.01 Meeting Adjourned There being no further business to discuss, the meeting adjourned at 5:42 p.m by Sherilyn H Merritt, Chairman Motion by Barbara T Pittman, second by Teresa J Stump Final Resolution: Motion Carries Yea: Sherilyn H Merritt, Barbara T Pittman, Mary M Benjamin, William R Haney, Teresa J Stump _ Chairman ATTEST: _ Clerk ... Simmons Recognition: 3.02 VSBA School Board Academy Awards School Board members, the superintendent and board clerk can earn Academy credits through participation in VSBA meetings, other Academy sessions... recommended by the SUperintendent RESOLUTION OF THE SCHOOL BOARD OF DINWIDDIE COUNTY, VIRGINIA WHEREAS, the Dinwiddie County School Board (the ? ?School Board? ??) has previously entered into a lease financing... forms of the Amended Leases made available to the School Board prior to this meeting are hereby approved The Chair of the School Board and the School Superintendent, either of whom may act, are