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10-15-93 MinutesBOARD OF SUPERVISORS/SCHOOL BOARD RETREAT MINUTES October 15, 1993 Supervisors in Attendance: Mr. Arthur S. Warren, Chairman Mr. Edward B. Barber, Vice Chrm. Mr. Whaley M. Colbert Mr. Harry G. Daniel Mr. J. L. McHale, III Mr. Lane B. Ramsey County Administrator School Board Members in Attendance: Ms. Elizabeth B. Davis, Chairman Mr. Marshall W. Trammell, Jr., Vice Chairman Mr. Timothy C. Brown Dr. Harry A. Johnson Ms. Dianne E. Pettitt Mr. Thomas R. Fulghum School Superintendent County Staff in Attendance: Ms. Terri Burgess, Interim Dir., News & Public Information Services Mr. Bradford S. Hammer, Deputy Co. Admin., Management Services Mr. Robert L. Masden, Deputy Co. Admin., Human Services Mr. Steven L. Micas County Attorney Ms. Theresa M. Pitts, Clerk to the Board Mr. James J. L. Stegmaier, Dir., Budget & Management Mr. M. D. Stith, Jr., Deputy Co. Admin., Community Development School Staff in Attendance: Dr. Carl K. Chafin, Asst. Superintendent, Institutional Services Mr. LarryJ. Elliott, Deputy Superintendent, Instructional Services Dr. Harold D. Gibson, Asst. to School Superintendent Mr. Frederick Howland, Managing Dir., Facility Services Mr. R. Larry Johns, Asst. Superintendent, Finance Ms. Debra Marlow, Dir., Community Relations Dr. Craig Organ, Managing Dir., Instructional Technology and Information Management Dr. Barbara Pisapia, Asst. Superintendent, Student Support Services Mr. Warren called the meeting to order at 3:10 p.m I. CONSOLIDATION UPDATE Mr. Hammer presented an overview of consolidation issues and reviewed membership to the Future Consolidation Committee; the County/School fleet maintenance agreement; development of a contract for the consolidation of fleet maintenance services for school buses and other vehicles; and current evaluation of the Walmsley Road school bus repair facilities site. 93-695 10/15/93 There was brief discussion relative to evaluation of the Walmsley Road school bus repair site being addressed during the budget process. Mr. Hammer then reviewed the issue of whether school bus drivers should have the responsibility to fuel their own buses. Discussion on this issue focused on liability and school bus owners being responsible for this operation; the cost factor related to school bus drivers performing this function; and the type of system which could be implemented for such a procedure. Mr. Hammer then reviewed the consolidation operation of warehouse, courier, and storeroom services and stated the remaining issue needing to be addressed is the necessity to add more warehouse space for future and current needs. Mr. Johns reviewed the status of the current operation for warehouse, courier, and storeroom services. Discussion focused on the County/School consolidation efforts and the operation being publicized and available as an informational source to other localities. Mr. Hammer then reviewed the status of social work and mental health services consolidation issue and stated a joint committee studied all issues and have developed a set of recommendations to improve communication and information sharing to assist in better serving children in the County. He then reviewed mental health services and stated subcommittees have been meeting to study the recommendations of the Future Consolidation Committee and drug prevention services including conducting a study on how best to organize, manage, and coordinate substance abuse prevention services in the community and schools using all available funds more effectively. Discussion focused on a recent article in USA Today, indicating available information does not substantiate that the Drug and Alcohol Resistance Education (DARE) Program is making a difference with substance abuse or is successful and the feeling of the County/Schools being that the Program is very important. Mr. Hammer then reviewed grounds management including identification of a pilot maintenance district to operate a pilot "consolidated" grounds maintenance area and construction management including the Joint Sites Committee to coordinate land acquisition and site selection functions of both County/School offices. Discussion focused on site acquisition and use of the Capital Improvement Program (CIP) Reserve Fund and representation of the Site Selection Committee being composed of County/School staff. Mr. Hammer then reviewed printing and duplicating functions and the development of a memorandum of understanding to jointly operate printing services and shared workloads between print shops; demographics and population projections including County/Schools staff sharing information and common databases; School staff receiving training on the County's Geographic Information System (GIS) system; the County's database projecting long-term needs; and the School's database addressing the most immediate needs. Discussion focused on the users of the GIS system and the system in general; whether other school systems are comparable with Chesterfield in the area of consolidation; whether there are other areas of consolidation which should be addressed; and consolidation issues which should be revisited by the Future 93-696 10/15/93 Consolidation Committee. II. INSTRUCTIONAL ISSUES OUTCOME BASED EDUCATION (OBE) Mr. Elliott presented an overview on the basic components of Outcome Based Education (OBE) including the definition of OBE; promotion and graduation being based upon demonstration of identified competencies; demonstration of competencies occurring at any time, not necessarily at the end of nine months; existence of high standards with only three acceptable grades; existence in the traditional curriculum which is irrelevant to students and their future needs; and transformation of the curriculum to produce the desired outcomes. Discussion focused on the definition of the "demonstration of competencies" and students not being promoted from grade to grade until competency levels are achieved. Mr. Elliott then reviewed transformational OBE, its instructional characteristics, and County concerns regarding an OBE system. He stated Chesterfield County has not embraced OBE and has no plans to change its traditional curriculum. There was brief discussion relative to the definition and components of the 6th grade literacy pass port. Mr. Elliott then reviewed the County's instructional program and its components and referenced an article entitled, "The ABC's of OBE." Discussion focused on indicators of the number of students performing successfully in higher education and concerns expressed by citizens regarding OBE as it relates to the social studies curriculum. B. GRADING STANDARDS Mr. Elliott then reviewed the County's grading criteria and a chart of comparisons of grade distributions from 1987-93, grades 6 through 12. Mr. Warren excused himself from the meeting. It was generally agreed to recess for fifteen minutes. Reconvening: C. COMPUTERIZATION Dr. Chafin presented an overview of School technology needs and the status of developing a long-range plan for technology initiatives. Discussion focused on development of a master plan for technology initiatives for schools and the timeframe in which the plan would be completed; components of the plan; distribution of computer equipment throughout the schools; the methods available for schools to acquire computer equipment; and standards for purchasing computer equipment for schools. 93-697 10/15/93 III. DEVELOPMENT OF LOCAL REVENUE PROJECTIONS Mr. Stegmaier presented an overview of local projections including the structure of County governmental, internal service, and enterprise. revenue funds - There was brief discussion relative to the Utilities Fund as it relates to debt and the issuance of bonds. Mr. Stegmaier then reviewed total County revenue for the FY94 budget being approximately $475 million and Utility Funds revenues. Discussion focused on the impact of the State's calculation of the stress index in receiving State revenue and the impact that median household income has on the stress index. Mr. Stegmaier then reviewed revenue for the Airport, Vehicle/ Communications, Risk Management, and General Fund Grants. There was brief discussion relative to funding as it relates to State mandated programs. Mr. Stegmaier then reviewed the School operating funds and General Fund revenues. Mr. Warren returned to the meeting. There was brief discussion relative to the management of County funds being the responsibility of the Treasurer. Mr. Barber excused himself from the meeting. Mr. Stegmaier then reviewed General Fund revenues in further detail including information regarding permits and fees for Building Inspection, Planning, Sanitation, and Cable Television. Mr. Barber returned to the meeting. Mr. Stegmaier then reviewed General Fund State revenue; federal revenue including social services, food stamps, and mental health services. Discussion focused on the Board's discretionary measures -- control over revenues and the County being under a court order to meet food stamp requirements. Mr. Stegmaier then reviewed the General Fund miscellaneous category of revenue including departmental service fees and payments in lieu of taxes. There was brief discussion relative to payments in lieu of taxes. Mr. Stegmaier then reviewed General Fund service charges including sale of printing and charges for police, fire, sanitation, mental health, parks and recreation, library, and others; use of money and property including interest on investments and rent; fines and forfeitures for court fines; and other local taxes for utility taxes and local sales tax. Discussion focused on revenue received on local sales tax as compared to Henrico County and the residential/commercial tax base ratio. Mr. Stegmaier continued to review General Fund local taxes including BPOL, motor vehicle license tax, recordation tax, and 9-1-1 telephone tax. 93-698 10/15/93 There was brief discussion relative to the 9-1-1 telephone system as it relates to the County's portion of the cost. Mr. Stegmaier then reviewed General Fund property tax including real estate, personal property, mobile home, machinery and tools, and penalties and interest and the list of indicators used to track and monitor revenue projections. IV. DINNER It was generally agreed to recess for dinner. Reconvening: V. CAPITAL IMPROVEMENT PROGRAM (CIP) ISSUE~ A. SCHOOL SITES B. PROJECT PRIORITIES MEALS TAX D. BOND REFERENDUM E. ALTERNATIVE FUNDING Dr. Chafin presented an overview of Capital Improvement Program (CIP) issues as it relates to school needs. Discussion focused on acquisition of the Riverton school site as it relates to the 1988 Bond Referendum and the County/Schools informing the public as to where school sites will be located prior to a bond sale. Dr. Chafin then reviewed a prioritized list of school capital improvement needs and costs for FY94-99. Discussion focused on whether Carver Middle School would be closed if a new middle school was built; consideration being given to a new Matoaca High School rather than making improvements to L.C. Bird and Thomas Dale High Schools; concerns being expressed about enrollment at Matoaca High School; the percentage of black/white students attending Matoaca High School; a request by Dr. Johnson for a study to be done on issues relating to Matoaca High School; the size of Matoaca High School as it compares to other high schools in the County; the average cost of land acquisition for a school site; the possibility of Meadowbrook High School being moved up on the priority list and concerns expressed by citizens in this area that the central part of the County has been excluded from this analysis; and the future bond sale meeting the school capital needs of the County. Dr. Chafin continued to review the prioritized list of school capital improvement needs and costs for FY94-99 and, specifically, for school site and facility maintenance needs and facility improvements to support the use of technology in the schools; school capital improvement funds available through FY99; and anticipated completion dates based upon available funds for projects to relieve school overcrowding and other additions/projects. Discussion focused on the scheduling for a bond referendum and its impact on the proposed projects; the County's borrowing capacity; the timeframe in which the County can sell bonds 93-699 10/15/93 based on its debt capacity; and the possibility of using surplus funds from County/Schools for construction of a new school; identifying needs and addressing the impact of projects on schools; the past meals tax referendum; the timing of the referendum being critical in addressing school capital projects; and safety issues associated with schools experiencing overcrowding. Mr. Warren stated the County Administrator would review funding issues for capital school facilities, specifically, the possibility of accelerating construction of the Enon/Harrowgate Elementary School. There was brief discussion relative to the two Boards meeting in early December to receive an update from staff on the possibility of accelerating the construction of Enon/Harrowgate Elementary School; the need to address specific projects for a bond referendum and the timing of a bond referendum; and the issue of a meals tax. It was generally agreed to adjourn at 8:25 p.m. County Administrator Arthur S. Warren Chairman 93-700 10/15/93