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11-10-94 MinutesBOARD OF 8UPBRVISORS/SCKOOL BOARD RETREAT November lot 1994 supervisorm in Attendance= Mr. J. L. McHake, III, Chairman Mr. Arthur S. Warren, Vice Chrm. Mr. adward B. Barber Nr. Marry C. Daniel Dr. Freddie W. Niokolas, sr. Mr. Lane B. RAmsAy School Board Members in Mr. Harebell E. Trammell, Jr., Chairman Dr. Harry W. Johnson, Vice Chrm. Mrs. Elizubeth "Beth" Davis Ms. Dianne ~. Petti~ Mr. Thuma~ R. Fulghum County staff in Attendance: Mr. Don ×appel, Sr. Public Info. Offic~r~ Public Affairs Asst. to County Admin. ~r- Michael S. GolSen, Dir,, Mr. Bradford $. ~ammer, Deputy Cs. Adnin., Mr. Robert L. Masden, D~puty Co. Admln., County Attorney Mr. Prsdari~k ~arka, Dir,, Information Technology Mr. Jame~ 3. L. Stegmai~r, D±r., Bu~et & Management Mr. M. D. ~tith, Jr., Deputy CO. Admin., Community Development Hr. Frederick W. Willis, Jr., Din, Human Resource School Staff in Attendance: Dr. CArl K. Chafin, AsSt. superin~en~en=, Institutional Mr. LarryJ. Elliott, Deputy Superintendent, Instructional Dr. Harold D. Gibson, A~t. to school SuperinUen~en~ Mr. Frederick Howland, Manag~n~ Dir., Facility Services Mr. R. Larry Johns, Asst. Superintss~n%, Finance Transportation Community Rele=ions Dr. Crai~ Or,an, Managing Dir., Instructional Technology and Information Management Superintendent, S~udent support Services ~r- McBale called the joint meeting to order at 4:15 p.m. Mr. ~cHale and ~r. Trammell w~l¢omed ~veryone to the meetinq and Mr, Trammell stated the two Board~ kayo a full agenda and On motion of Mr. Danielr seconded By ~r. Barber, %ko Doer4 of Supervisors suspended its rules and added Item I.A., Adoption Vote: Unanimous associated wi~h this resolution can ~e absorbed in the current b~dget. On motion of Nr, Daniel, seconded by Dr. Nicholas, the Board adopted the following resolution: TNRE~'PERCENT BENEFIT INCREASE FOR CURRENT A~D retirees under employer code 5-5120. increase in ben.fits to its current and future retirees. allow its eligible current and future retfrees to receive the supervisors, and Theresa Pit~s, clerk to the Board of the B~ard of Supervissrs to execute any reguired c~ntract in or,er th~t.,.sai4 eligible current and future retirees of Chesterfield County may participate in the b~nefit allewanem increase as provided for in tko Code of Virginia. In execution of any contract which may be re~uired~ the ~eal of thc Board of di~ested to pay over to the Treasurer of Virginia f~om time to B~ it resolved, that the Chesterfield County Public Schools does hereby elect to provide a three percent retirement allew~nc~ increase as provided in thc Coda of VirGinia, Section current and future retirees under employer code (~-$520). Be it also resolved, that the Chesterfield County Public Snh~ele e~rese to accept all liability for any current or future additional employer contributions and any increases in current or future employer contribution rates resulting from its election to provide the increase in benefits bo its curr~nt and future ret~rees~ Be it further resolved, that the Chesterfield County Public ~ehools elects to allow its eligible current and f~ture retirees to receive the benefit increase effective October 1, ~9~4- Mow, therefore, Marshall w. Trammell, Jr., Chairman of the Chesterfield County School Board, and Patricia W. Bartlam, Clerk of the Chesterfield County School Board, are hereby authorized and directed in the nam~ of the Chesterfield County Public schools to execute any required ccn~raot in order that said eligible and iuture retirees of the Chesterfield County Public schools may participate in the benefit allowance increase as provided for in the Cod~ of Virqlnia. In execution of any contract which may be resulted, the seal of the Chesterfield County Public School~ nhall b~ affixed and attested by the Clerk, and said officers of the Chesterfield County ~chool Board are authorized ~nd directed to pay over to du~ to be p~id by th~ Ch~sterSield County Public Schools for this purpose. On motion of Mrs. Davis, second%d by Dr. Schroed~r, the School ~oard approved a personnel action and authorized the Superintendent to offer contracts, make assignments, approve appropriate salary placements in accordance with adopted salary scales or ~ive appropriate notice of the action tak%n. Vote: Unanimou~ Mr. Stegmmier reviewed debt capacity and reserves for planning years 1996 through 200~ for the School Fund and nat more than ten ~ercent of the operating budget being u~ed to pay debt Dr. Chafin reviewed the School Capital Improvement Program (SIP) including current studles underway for each school and it~ timeline; sip fund availability for years 1996-2000~ recommendations for relief ~cr Thomas Dale and Lloyd C. Bird High Schools and Carver and Chester Middle Schools; elementary upgrades for program eguity for Beulah, Mepkins, Reams, Rebious, and Salem Elementary Schools, specifically, some combination of ca£~teria/gymnauium facilities; elementary enrollment prejeotion~ upgrade/~place/~elief for Matoaca, Manchester, and Meadowbrook High Schools; older school improvements in the area of facility, site, and technology; additions/upgrades for Curtis, Grange Hall, and Wells Alberta smith~ Evergreen/crenshaw, Providence/Jacobs, and ~ates;Sslem Elementary Schools. 94-885 11/10/94 Discussion focused on the total cost for ~mprovemsnts; replacement of Grange H~ll Elementary SChool; high ~chool enrollment projections as it relates to priority criteria; the "magnet~ school concept; ~nd whether changing transportation assist in alteviating over,raiding at carver. Mr. Mark Jossee~ chairman of the School Council Lloyd C. Bird ~igh SchoOl, ~tated they are ~oncerned abeut quality cf life ~sues for students enrolled at the School and they wo~ld prefer not to have Bird expanded, but for a new school to be built with controlled enrollment- Mr. Tom Miller, Chairman of the Capital Improvement Aotion Team for Thomas Dale High School, stated their study r~commend~ construction of a new high s~hool with a ~000 student capacity and that when the 19EB bond referendum was passed, n~w high schools were built in the northern end of the Coumty~ and at this tim~, the s©uth~rn end of the County needs relief- Discussion focused on constru~tin~ a new high school to retiev~ overcrowding at Bird and Dale High Schools; Bird High School not b~ing adequate to deliver programming; and ~choo1 caplt~l improvement needs as it relates to funding. Mr. Johns roviewed State fundin~ for education inoluding funding for capital needs and funding formulas; debt as a percentage of to, al dlsbur~ements; State funding for local school cons~ruction; the basic aid and ~tate sales formulas; and standard~ of Quality (Soo) oomplianoe analysis of required local e~pendituree. There was brief di~oueszon relative to the required local expenditure. ~r. Johnm then r~viewed the analysis of State revenue for public education and noted Virginia ranke~ 44 out of 50 in terms of State funding for There was brief discussion relative to th~ County~ ranking for Mr. Stegmaier reviewed the composite index which reflects the State'm measure of the County's ability to pay; the average daily membership as a percentage of total population for as compared to Henrico, Richmsud, and the St~t~ of Virginia; the composite index being changed based on the ~umber studant~ rather than ~he number of resi4ents; the State sales tax being assessed for ~daoatien; and other localities with high enrollment pmresn~age an~ high required local effort. options available in which to address this issue. 94-886 11/lo/94 ITI. REPORT ON ~OVBRNOR~S COM/(ITTEE ON CHAMPION SCEOOL~ Mr. Daniel reported on the Governor's Committee on Champion Schools and s~atsd even ~hough the publio hearings have been formally closed, the Committee is still accepting written comments from the publio until November 21, 1994 and will be reporting to the Governor in ~arty December, 1994. There was brief discussion relative to local representation on thi~ Committee~ ic~ue~ of i~pertance for teachers in qeneral; and standards for teachers, It wa~ generally agreed to r~ce~ for dinner. Reconvening: Dr. C~afin reviewed seven-year =rend far ITBS/TAP -- percen~ of ~tudents in each quartile f~r 1~87/88 and 1993/94; percent of sixt~ grade c~udan~e passing literaoy passpor~ tee~a; SAT trends and Advanced Placement Exam trends; the percentage of Chesterfield graduates with a first year GPA of 2.5 or highe~ at selected State college~ and universities; and percent of Chesterfield graduates enrolled in remedial courses. ¥, 00UNTY/$eHO0~ ¢ON$OLIDATION BPDATE Mr. Johns reviewed consolidate~ wareheuse and storeroom operations and ~ajor adjustments ts stocked items; sales doubling since cenaolida~ien; retained earnings increasing by $12~,5s3 in the first year; the wa~ehous~ having the best price 7~ percent of =he ~ims; deletion of Qffice prcduc~s; outside vendor selection being due to service and price quality; warehouse issues including filling and delivery cf peak summer orders; schools having minimal ability to receive items in July; and additional staff being needed during peak ~imes ~o whether the valu~ of inventory ~s declining duc to office prod~ot~ being d~l~ted; and delivery and pick-up of it~m~ ordered through outside venders. ~r- Johns then reviewed consolidated internal distribution and Consolidation Committee has eo~pleted its original tasks and farther activity of the Commie:es will be determined by the d~ir% and direction of the Board of supervisors and school Bear~. Mr. Hammer reviewed recommendations of the Consolidation Committee and existing consolidated services. (It is noted a cnpy of the recommendations are filed with the papers ~f this Board.] Mr. Masden reviewed grounds maintenance consolidation and z~ated staff would like to continue the present cooperative various facilities. 94-s~ ~1/lO/94 Discussion focused on using supervised ibmates from the County Jail to assist in grounds maintenance; legal fees relating to property closings; and addressing certain issues relating to ~nstructional-ba~ed computerization and other ccnsolldation opportunities- Mr. McHale instructed staff to direct th~ Consolidation Committee to review uny consolidation opportunities and bring recommendations back to the Board prior to the budget process. He stated he feels the County ka~ realized bensflts relating to coD~olidatiom and the more money saved, the more dollars that can be directed to classroom instruction. Dr, organ revlew~d the School Board's Six Year !mprovemeDt Plan to continue to integrate technology into the teaching-learning ~rocess to provide relevant educational spportunitie~ for students and to prepare students to liv~ in an information society by developing and implementing a comprehensive division-wide technology plan. Discussion focused on future options fo~ interactive communication between County and School goYer~ment and the new INET ~y~tem recently adopted by the County offered by comcast Cablevisicn~ which will ~ventually provide interactive =ommunication~ between schools and Cs~ty citi=ens. Dr. Organ then reviewed technology objectives and issues needing to be addressed including technology, equity, support, and training. Discussion focused on technical suppcr~ for non-mainframe tach.elegy being aD area for consolidation end the ~ssue o~ support and effectiveness of technology being d~pendent on having staff availabl~ on site to provide training, administering the network, and troubleshooting hardware and ~r~ MoKele requested information regarding the schedule for issuing vpSA bonds and instructed the County Administrator to update the two Beards at =hair n~xt liaison meeting regarding %he progress of, th~ technology task force. Mr. MeHale e×pr~ed appreciation to County and $~hool staff for their time and efforts in preparing for the r=treut. On motion of Mr. Barber, seconded by Mr, ~cHale, the Board of ~apervisors adjourned at 8:30 p.~. to November 17, 1994 at 1:30 p.m. at the Public Safety Training Center for a meetinq with the Chesterfield ~usiness Council. Vo~e; Unanimou~ County Administratc~ · 94-888 11/i0/94