Guilford County Board of Education
Board Meeting
December 5, 2006

GUILFORD COUNTY BOARD OF EDUCATION
REGULAR MEETING
GREENSBORO, NORTH CAROLINA

The Guilford County Board of Education met in a regular meeting on Thursday, November 9, 2006, at 712 North Eugene Street, Greensboro, North Carolina. The following board members were present: Walter Childs, Kris Cooke, Alan Duncan, Darlene Garrett, Deena Hayes, Dot Kearns, Susan Mendenhall, Amos Quick (arrived at 6:23 p.m.), Nancy Routh, Anita Sharpe and Marti Sykes. Also present were Superintendent Terry Grier and Attorney Jill Wilson.

Call to Order

Chairman Duncan called the meeting to order at 6:05 p.m.

Pledge of Allegiance and Moment of Silence
Board member Susan Mendenhall led the Pledge of Allegiance and a moment of silence.

Chairman Duncan named two items under Staff Reports which are being pulled from the agenda. These items are “Request for Easement and Right-of-Way Agreements at the Southwest High School Property” and “VSN (Very Strong Needs) Update.”

Recognitions

A. Guilford County Schools’ Employee of the Month for November 2006
The board recognized Marshall Smith, technology teacher at Smith High, as the district’s November 2006 Employee of the Month. Board member Deena Hayes presented Mr. Smith with a certificate of recognition. In a prior ceremony, Mr. Smith received a $50 gift card from Sam’s Club, which has partnered with GCS to support the employee recognition program.

B. American Education Week
The board recognized November 12-18, 2006 as American Education Week by presenting a proclamation to Guilford County Association of Educators’ President Mark Jewell (copy of proclamation included with minutes).

Presentation to Outgoing Board Members
The board recognized outgoing board members Susan Mendenhall and Marti Sykes for their service as board members.

Public Comments

Chairman Duncan called on members of the public who requested an opportunity to address the board.

Joseph Doody, 500 Staples Drive, Framingham, MA 01702
Derrick Giles, 100 North Elm Street, Greensboro, NC 27401
Joe Stafford, 4604 Forest Village Drive, Greensboro, NC 27406

Approval of Agenda

Chairman Duncan asked board members to review the meeting agenda and called for a motion to approve or amend it stating that two items under Staff Reports are pulled from the agenda. These items are “Request for Easement and Right-of-Way Agreements at the Southwest High School Property” and “VSN (Very Strong Needs) Update.” Motion was made by Darlene Garrett, seconded by Anita Sharpe, to approve the agenda as amended. The motion passed upon unanimous voice vote.

Consent Agenda
Superintendent Grier presented the following Consent Agenda items:

A.   Meeting Minutes

The minutes of the October 9 Special Called Meeting, October 10 Joint Meeting with the Guilford County Board of Commissioners, October 10 Regular Meeting and October 23 Regular Meeting were presented for approval.

B.  Personnel Action Reports

The consent agenda included personnel actions as noted in the monthly Personnel Action Report and addendum requiring board approval.

C.  Second Reading – Policy BF, Responding to Complaints

The consent agenda included a recommendation to approve for second reading Policy BF, Responding to Complaints. On September 28, 2006, Policy BF, Responding to Complaints was approved for first reading. This policy has been posted on the district Web site for a public comment period per the board’s policy. No comments were received which affect the policy’s meaning and intent.

Motion was made by Marti Sykes, seconded by Deena Hayes, to approve the Consent Agenda as presented. Consent Agenda Items A and C passed upon unanimous roll call vote. Consent Agenda Item B passed upon majority roll call vote of 10-to-1 as follows: Ayes – Walter Childs, Kris Cooke, Alan Duncan, Deena Hayes, Dot Kearns, Susan Mendenhall, Amos Quick, Nancy Routh, Anita Sharpe and Marti Sykes; Nays – Darlene Garrett.

Staff Reports

Consideration for Naming of a Section of the Lindley Elementary School Property
Kevin Lear, chief operations officer, presented to the board a recommendation that the board study and support the proposed name, Lindley Natural Area, and following a period of public comment or input, consider approval of the nomination or direct the administration to request the nominator to provide any further information as may be required by the board in order to more fully consider the request and to make a decision. The County Director of Parks and Recreation Roger Bardsley, on behalf of the Sunset Hills Neighborhood Association and the surrounding community, has requested that a portion of the Lindley Elementary School property be named.

The portion, in particular, is located in the northeast section of the Lindley property and has been left in a “natural” state. This area is used by nearby residents for its walking trails and wildlife viewing. In recent years, the area became overgrown and in 2005 a restoration effort began. Now that it is near full restoration, the community would like to officially name this portion of the property.

Motion was made by Kris Cooke, seconded by Marti Sykes, to follow the administration’s recommendation that the board study and support the proposed name, Lindley Natural Area, and following a period of public comment or input, consider approval of the nomination or direct the administration to request the nominator to provide any further information as may be required by the board in order to more fully consider the request and to make a decision. The motion passed upon unanimous electronic vote.

Update on Eastern High School

Superintendent Grier called on staff members to present updated information on Eastern High School as follows:

• Transportation – update given by Jeff Harris, assistant director of transportation
• Textbooks, supplies, materials – update given by Debra Barham, instructional improvement officer
• Insurance claim filing and update on food services – update given by Sharon Ozment, chief finance officer
• Progress on GTCC campus and Millennial campus – update given by Kevin Lear, chief operations officer
• Prime contractor assignment / MWBE participation goals – update given by John Mann, purchasing officer

Superintendent Grier reported that Eastern High Principal Lisa Cooke requested that the board take action to allow fourth-year juniors and fifth-year seniors to graduate meeting the state requirements of 20 units of credit versus the 28 units required by Guilford County high schools on a block schedule. In their new venue, Eastern students cannot participate in the Saturn program. Twenty units are required from Saturn students for graduation.

Motion was made by Dot Kearns, seconded by Kris Cooke, to allow fourth-year Eastern juniors and fifth-year Eastern seniors who are not able to participate in the Saturn program to graduate with 20 units of credit rather than 28 for this school year, with the requirement that Principal Lisa Cooke submit a report to the board on how many students this will impact. The motion passed upon unanimous electronic vote.

An update on insurance coverage was given by Wanda Frazier, program administrator for fixed assets/risk management. She stated that there is limited coverage for students’ items which were lost in the fire. Claim forms will be mailed to students’ homes and also placed on the district’s Web site.

Herb Goins, athletics director, provided an update on sports in regard to practices, game schedules and transportation.

Chief of Staff Eric Becoats presented the make-up calendar for the two groups of Eastern students. The district relations staff worked with the Eastern High leadership team to select the make-up days. Eleventh- and twelfth-graders missed three days. It is recommended that the make-up days be set as November 22 (originally a work day), December 21 (originally a vacation day) and January 2 (originally a work day). These days are recommended in an effort to have the make-up days in the same semester in which the days were actually missed. Ninth- and tenth-graders missed six days. It is recommended that the same three make-up days (November 22, December 21 and January 2) be utilized. In addition to those days, it is recommended that the make-up days be set as February 26 (originally a work day), April 2 and 3 (originally vacation days).

Motion was made by Walter Childs, seconded by Marti Sykes, to approve the make-up calendars for Eastern High School as presented. The motion passed upon unanimous electronic vote.

Board member Anita Sharpe presented an update on the recent meeting of the Architect Selection Committee. During the meeting, the question was raised on how to pick an architect when a plan is fast tracked. Staff laid out three different footprints oriented in different ways on the site. The plan preferred by the committee and staff is the Northern High School footprint with the belief that time and money can be saved with the use of this plan.

The committee has asked staff to talk with Shuller Ferris Lindstrom + Associates (SFL+A), who is the architect for the Northern High plan, regarding a partnership with Sharon Graeber. SFL+A has contacted Graeber and will work out a partnership which will enable the board to keep a good track record of MWBE participation in the architect selection.

The second part of the committee’s report focused on completion of the work in the most cost-effective and quickest way possible. The staff put forth construction management at risk (CM at Risk) as a possible option to use. Several members of the committee are familiar with this concept and believe that it does have some advantages when it comes to quick turnaround and cost savings. Superintendent Grier stated that CM at Risk would provide the district and board an opportunity, if the right firm is hired and the objectives are made very clear, to have strong minority participation on the project. Attorney Jill Wilson provided a brief explanation of CM at Risk board members.

Motion was made by Marti Sykes, seconded by Anita Sharpe, to authorize staff to negotiate an agreement with the Shuller Ferris Lindstrom + Associates (SFL+A)/Sharon Graeber architect team using the Northern High School footprint for the Eastern High School project. The motion passed upon unanimous electronic vote.

Motion was made by Anita Sharpe, seconded by Marti Sykes, to prepare a request for qualifications (RFQ) to move forward with Construction Management at Risk as a method of delivering the project to the board with the understanding that the board will not confirm this approach if it is later determined that it is not in the board’s best interest. The motion passed upon majority electronic vote of 10-0-1 as follows: Ayes – Walter Childs, Kris Cooke, Alan Duncan, Darlene Garrett, Dot Kearns, Susan Mendenhall, Amos Quick, Nancy Routh, Anita Sharpe and Marti Sykes; Abstain – Deena Hayes.

Proposed 2007-08 Academic Calendar Options

Director of Student Assignment Doyle Craven presented to the board two calendar options for the 2007-08 school year. Both calendar options are in compliance with board guidelines and House Bill 1464 that outlines the criteria for public school calendars. School cannot start before August 25 and must end by June 10, and there must also be 180 days of instruction and not more than 215 teacher days.

• Option 1 features an August 28, 2007 start and a June 10, 2008 end date. This option features:
• Fairly equal grading periods
• Teacher workdays spread throughout the school year – including one in February to break up the long winter period
• A vacation day on November 21 (prior to the Thanksgiving holiday)
• Nine vacation/holidays for winter break
• A teacher workday following winter break
• Five vacation/holidays for spring break

• Option 2 features a September 4, 2007 start and a June 10, 2008 end date. This option features:
• A post-Labor-Day start
• Equal grading periods
• Limited time for eighth-grade students to prepare for the state mandated computer skills test (usually administered the first week of October)
• No snow make-up days during the school year (stacked at the end)
• Increased financial liability with regard to teacher pay dates – paid for a full month in August before they actually begin work in September
  

Motion was made by Susan Mendenhall, seconded by Darlene Garrett, to approve the 2007-08 Academic Calendar Option 1 to be posted on the Web site for a 21-day period of public comment. The motion passed upon unanimous electronic vote.

Minority and Women Business Enterprise (MWBE) Discussion

Sharon Ozment, chief finance officer, led the board in a continued discussion regarding the MWBE strategic plan initially provided to board members at the September 23 board retreat. Ms. Ozment and Purchasing Officer John Mann met with the Governance Review Committee to begin discussions regarding a revised board policy with respect to MWBE goals.

Attorney Jill Wilson stated that the MWBE report was brought to the board for information. What will become policy requiring adoption by the board at a later date is the percentage goal (information is included in the first two paragraphs of the report under “Good Faith Effort Goals and Requirements”). The rest of the report relates to procedure and the ways that the policy will be implemented by the staff.

Board member Nancy Routh stated that a policy will be prepared and presented at a future board meeting for a vote to post the policy for a 21-day period of public comment. Board member Anita Sharpe requested that the administration solicit input from all subcontractors or general contractors who have an interest in commenting.

The board discussed the status of hiring the MWBE Coordinator and what could be done until such time as that position is filled.

Motion was made by Deena Hayes, seconded by Amos Quick, to authorize staff to enter into a consulting agreement with consultant Kenneth Johnson and her company to assist in the implementation of MWBE goals until such time as an employee can be hired, with the salary not to exceed the lapsed salary funds from the vacant MWBE Coordinator position. The motion passed upon majority electronic vote of 7-to-4 as follows: Ayes – Walter Childs, Kris Cooke, Alan Duncan, Deena Hayes, Dot Kearns, Amos Quick and Nancy Routh; Nays - Anita Sharpe, Marti Sykes, Susan Mendenhall and Darlene Garret.

Board Discussion

North Carolina State Board Association Conference Delegates

Chairman Duncan led the board in a continued discussion regarding the North Carolina School Board Association (NCSBA) delegates. NCSBA will hold its annual conference on November 13-15, 2006 at the Koury Convention Center in Greensboro, North Carolina. The Guilford County Board of Education is eligible to have four board members serve as voting delegates at the conference.

Motion was made by Alan Duncan, seconded by Anita Sharpe, to appoint board members Kris Cooke, Dot Kearns, Nancy Routh and Walter Childs to serve as delegates at the conference. The motion passed upon unanimous show of hands.
 
Superintendent’s Goals for 2006-07

Chairman Duncan stated that this item will be discussed by the board following closed session.

Reports from the Chairman

2007 Legislative Agenda

Chairman Duncan called on board member Susan Mendenhall, convenor of the Legislative Committee, to present to the board an update on the 2007 Legislative Agenda. The Legislative Committee meeting which had been scheduled for Friday, November 3, was postponed due to the need for a board meeting to discuss the Eastern High School fire. As a result, Ms. Mendenhall suggested that the committee meet before the next board meeting in order to bring a recommendation to the board in December for approval of the 2007 Legislative Agenda. Board member Dot Kearns has agreed to become the convenor for this committee until new committees are formed at the beginning of the year.

Closed Session

At 10:28 p.m., motion was made by Deena Hayes, seconded by Susan Mendenhall, to go into closed session to preserve the attorney client privilege, to discuss personnel matters protected by state law and to give advice to our attorneys and/or agents regarding the price or other material term to be included in a proposed contract for the purchase of real property. The motion passed upon unanimous voice vote. 

The board returned to open session at 11:17 p.m.

Superintendent’s Contract

Motion was made by Kris Cooke, seconded by Walter Childs, to extend Superintendent Terry Grier’s contract for employment through June 30, 2010. The motion passed upon majority electronic vote of 8-2-1 as follows: Ayes – Dot Kearns, Walter Childs, Kris Cooke, Alan Duncan, Amos Quick, Marti Sykes, Susan Mendenhall and Deena Hayes; Nays – Nancy Routh and Darlene Garrett; Abstain – Anita Sharpe.

Superintendent’s Goals for 2006-07

Chairman Duncan led the board in a discussion regarding the Superintendent’s Goals as established by the board for 2006-07 in closed session. The board voted to extend Superintendent Grier’s contract to June of 2010. The goals set for 2006-07 are summarized below:

1. Develop and implement a process to inventory the effectiveness of the programs and initiatives that impact the district’s improvement of its thematic goals for reading scores, middle school achievement and high school graduation rates, as measured by evaluation of the effectiveness of programs and overall progress shown on the district’s Balanced Score Card assessment.
2. Develop and implement an effective instructional leadership development training program for school administrators.
3. Establish project teams to meet with representatives from various employee groups to review the findings from various working conditions surveys and develop and implement strategies to improve the working conditions for these groups as measured by next school year’s survey results.
4. Strengthen MWBE program based on implementation of processes and improvement in percentage participation.
5. Increase number of schools making AYP.
6. SAT improvement based on statistical study.

Motion was made by Anita Sharpe, seconded by Marti Sykes, to accept the 2006-07 Annual Goals for Superintendent Terry Grier as read. The motion passed upon majority electronic vote of 10-to-1 as follows: Ayes – Walter Childs, Kris Cooke, Alan Duncan, Darlene Garrett, Deena Hayes, Dot Kearns, Susan Mendenhall, Nancy Routh, Anita Sharpe and Marti Sykes; Nays – Amos Quick.

Board Comments

Board members were each allowed two minutes to make remarks, as they deemed appropriate.

Adjournment

With no further business, at 12:55 p.m., motion was made by Kris Cooke, seconded by Walter Childs, to adjourn the meeting. The motion passed upon unanimous voice vote.