08-02-03-04-1984 MinutesJOINT MEETING OF THE
BOARD OF SUPERVISORS
AND SCHOOL BOARD
MINUTES
August 2, 3, and 4, 1984
Supervisors in Attendance:
Mr. Harry G. Daniel, Chairman
Mr. G. H. Applegate, Vice Chairman
Mr. R. Garland Dodd
Mrs. Joan Girone
Mr. Jesse J. Mayes
Mr. Richard L. Hedrick
County Administrator
Staff in Attendance:
Mr. Steve Micas, County
Attorney
Mrs. Pauline Mitchell,
Public Info. Officer
School Board Members in Attendance:
Dr. George R. Partin, Chairman
Mrs. Maria Keritsis, Vice Chairman
Mr. Jeffrey S. Cribbs
Mr. C. E. Curtis, Jr.
Mrs. Dawana O. Sheppard
Dr. Howard O. Sullins
Superintendent
Mr. Daniel called the meeting to order at the Holiday Inn 1776 in
Williamsburg, Virginia at 7:30 p.m. (EDST). Dr. Partin stated
the School Board was glad to participate and looked forward to a
productive session.
Administrative matters were discussed regarding the training
session to be held Friday and Saturday with Dr. Pak, the School
Board and the Board of Supervisors.
On motion of Mr. Applegate, seconded by Mr. Dodd, the Board
recessed at 9:30 p.m. until 9:00 a.m. on August 3, 1984.
Vote: Unanimous
Reconvening:
Mr. Daniel called the meeting to order at the Holiday Inn 1776 in
Williamsburg at 9:00 a.m. (EDST). The Chairman welcomed the two
Boards to the training session and expressed optimism about the
value of meeting together. The Board and School Board
participated in a training session to improve communications
conducted by Dr. Pak from the faculty of Virginia Commonwealth
University.
On motion of Mr. Dodd, seconded by Mrs. Girone, the Board
recessed at 5:30 p.m. until 9:00 a.m. on August 4, 1984.
Vote: Unanimous
Reconvening:
Mr. Daniel called the meeting to order at the Holiday Inn 1776 at
9:00 a.m. (EDST).
After much discussion both Boards agreed on the following
understandings and commitments:
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ROLE OF BOARD OF SUPERVISORS VIS-A-VIS THE SCHOOL BOARD
To provide financial support to public education;
To gather information related to public education and relay
it to the School Board;
To provide information related to finances, priorities,
land-use planning, personnel, etc. to the School Board;
To continue to offer support services from the General
Government to the School Board, i.e. data processing; and
To incorporate needs of School Board in County planning.
ROLE OF SCHOOL BOARD VIS-A-VIS THE BOARD OF SUPERVISORS
Manage the educational process and resources;
Set school policies;
Present yearly budget showing changes in direction and
emphasis and change the format of presentation to the Board
of Supervisors; and
Present short, medium, and long range financial planning and
capital improvement documents including rationale to the
Board of Supervisors.
TECHNIQUES TO IMPROVE COMMUNICATION BY THE BOARD OF SUPERVISORS
Regularly scheduled joint meetings between Board of
Supervisors and School Board will be scheduled at the
beginning of each year;
Board members will strive for more communication with
individual School Board members;
Public statements of the Board of Supervisors will not be
confrontational or adversarial, place institutional needs
over short run individual needs;
Encourage County administrators to communicate with school
administrators (e.q., attendance at County agenda meetings);
Official Board of Supervisors positions will be expressed
only by the chairman;
No false expectations will be raised by individual Board of
Supervisors members;
Board of Supervisors will not impinge on School Board
responsibility to set school policy; and
In the event of an impasse, the Board of Supervisors will
respect each Board's right to disagree.
TECHNIQUES TO IMPROVE COMMUNICATION BY THE SCHOOL BOARD
Make ourselves more available so that the Board of
Supervisors' issues and concerns can be directly expressed
to the School Board before going to the public;
Offer opportunities to the Board of Supervisors to explain
the needs and issues concerning education;
Work sessions on resource needs of the schools between the
two boards;
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4. Restructure presentation of budget/planning documents to
address program and facilities needs;
5. Provide more complete documentation of required changes to
the appropriated levels of funding and services;
6. Develop common agenda items and regularly hold dinner or
other meetings to discuss issues;
7. Support Board of Supervisors in their responsibilities to
balance educational needs within the total County budget;
8. Work to develop an open, 'honest,~trusting relationship; and
9. Assure Board of Supervisors concerning School Board's
accountability to the public.
On motion of the Board, the above listed commitments were agreed
upon.
Vote: Unanimous
Dr. Sullins requested that the Board of Supervisors authorize the
use of $3,000,000 in frozen Literary Loan proceeds for new school
projects rather than the originally anticipated purpose of
repaying $3,000,000 in bond anticipation notes. The effect of
changing the application of the Literary Loan proceeds will
permit the School Board to issue the full $6,000,000 unissued
debt remaining from the $27,000,000 School Bond issue rather than
the reduced amount of $3,000,000. On motion of Mr. Dodd,
seconded by Mr. Applegate, the Board agreed in concept to the use
of the frozen Literary Loan proceeds for new projects rather than
the repayment of bond anticipation notes subject to satisfactory
completion of administrative and legal requirements.
Vote: Unanimous
On motion of Mr. Mayes, seconded by Mr. Dodd, the Board adjourned
at 12:15 p.m. until 7:00 p.m. on August 8, 1984.
Vote: Unanimous
Ri~fd L. Hedrick
County Administrator
~ rry G./Dani~el~*~ ~ I
Chairma~f
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