BOARD OF TRUSTEES MEETING
ANDERSON SCHOOL DISTRICT NUMBER FIVE
Anderson, South Carolina
December 13, 2011
The Board of Trustees of Anderson County School District Number Five met at West Market Early Childhood & Education Center this date with the following members present: Mr. David Alewine, Mr. Charles Lee Anderson, Mr. Rick Bradshaw, Mrs. Ann Huitt, Mrs. Margaret Mack, Mr. Al Norris, Mr. Dick Smith, and Dr. Paul A. Talmadge. Absent was Mr. Paul Zugg.
NOTICE TO MEDIA
In accordance with the S. C. Code of Laws, 1976, Section 30-4-80(d), as amended, the following have been notified of the time, date, place and agenda of this meeting: The Anderson Independent-Mail, Greenville News, The Anderson Journal, WYFF, WSPA, Paul Brown, and FOX 21.
CALL TO ORDER & INVOCATION
Mr. Norris called the meeting to order at 6:38 p.m., and Mrs. Huitt gave the invocation.
Mr. Norris welcomed the visitors to the meeting.
APPROVAL OF AGENDA
Mrs. Bagley requested that a Legal Matter be added to the agenda in Executive Session.
Dr. Talmadge made a motion the Board approve the agenda with the addition noted. Mrs. Mack seconded the motion, which carried unanimously.
APPROVAL OF MINUTES
Mr. Bradshaw made a motion the Board approve the minutes of the November 15, 2011 Regular Board Meeting as submitted. Mr. Smith seconded the motion, which carried unanimously.
OPPORTUNITY FOR CITIZENS TO ADDRESS THE BOARD
Two people signed up to address the Board. Mr. Norris asked each person to limit their comments to four minutes. He stated that the comments would be received as information and that the Board would take them under consideration at the appropriate time.
Ms. Yvonne Kelly expressed concerns about grade configuration for K4-2 and 3-5.
Mr. Brad Richardson expressed concerns about the elementary rezoning.
REPORT FROM THE COUNTY BOARD
County Board Chairman David Draisen reported that funds are flowing into districts as budgeted. District Two has caught up being able to collect two years of monies disputed. Mr. Draisen further reported that the county-wide growth was a little over $6 million this year. The current value of a mil county-wide is $636,614. This represents $6,500 per mil increase in growth from 2010.
Mr. Norris thanked Mr. Draisen for his report.
FINANCIAL SERVICES & OPERATIONS REPORT
Financial Reports – Mr. Brooks presented the monthly Financial Statement and the Pupil Activity Report for the month of November 2011 as information. With regards to the expenditures, Mr. Brooks stated that we have a positive variance of about 7% which equates to a $5.78 million surplus projected over the course of the year. Last year during this same time, we were at a positive variance of 9% which equated to a $7 million surplus projected over the course of the year.
Financial & Procurement Audit Reports for FY 10-11 – In a PowerPoint presentation, Mr. Larry Finney of Greene, Finney & Horton, LLP reviewed some highlights of the Financial Audit for year ended June 30, 2011. He reported that the financial condition of the district is good at year end, major fund balances (i.e., General, Special Revenue.) both increased, and the district has done a good job managing finances in a difficult economy and in response to state EFA cuts. Mr. Finney also reported that the district received Government Finance Officers Association (GFOA) and Association of School Business Officials (ASBO) Awards for Excellence in Financial Reporting for 12 and ten years in a row, respectively, and that the district received an “unqualified opinion,” which is the best opinion the school district can receive.
Next, Mr. Finney reported that the district’s General Fund balance increased by approximately $8.0 million. The unassigned fund balance that is available for the district to use for general operations in the future represents approximately 19.1% of budgeted expenditures for 2012. The increase of the unassigned fund balance was primarily due to (1) lower than anticipated salaries & benefits, (2) higher than anticipated delinquent tax collections, (3) transfers from the Capital Projects Fund for the 2010 General Obligation Bond premium, (4) transfers from the Special Revenue and EIA Funds to cover EIA raises for teachers and indirect costs for federal programs, and (4) a focused effort on overall cost containment. Major reasons for maintaining a healthy fund balance include cash flow through December, potential for lower interest rates for debt issuances, emergencies/unanticipated events, savings for major planned expenditures/revenue losses, and the loss of AARA (stimulus) funding in fiscal year 2012.
The General Fund revenue was approximately $0.9 million less than the prior year due to state revenues (primarily EFA). This was offset by slight increases in investment and other local source revenues. Compared to budget, district revenue was approximately $0.9 million over budget primarily due to higher than budgeted delinquent and county equalization taxes and state revenues.
The General Fund expenditures were approximately $6.4 million less than the prior year due to lower salaries and benefits brought about by current year furloughs and prior year state budget cuts. Compared to budget, district expenditures were approximately $5.5 million under budget primarily due to lower salaries and benefits and overall cost containment.
Next, Mr. Finney reported that the district received approximately $14.6 million in Special Revenue Funds (i.e., Title I, IDEA, grants, etc.), with approximately $1.9 million in carryover funds; and approximately $5.1 million in Education Improvement Act Funds, with approximately $5.1 million in carryover funds. He further stated that the district is constrained by federal and state requirements to use these funds only as allowed by the applicable compliance regulations. Other funds included Debt Service (approximately $2.9 million fund balance), Capital Projects (approximately $36.5 million fund balance), and Food Service (approximately $2.2 million fund balance), which is approximately 34% of annual operating costs.
Under GASB 34, auditors review the overall financial condition of the district (i.e., general fund, special revenue funds, food service, capital projects, etc.). He reported that the district’s assets total approximately $262 million and liabilities total approximately $169 million. Revenues total approximately $114 million and expenses total approximately $111 million.
After the audit for year ending June 30, 2011, Mr. Finney reported the following subsequent event: the issuance of a Tax Anticipation Note totaling approximately $4.9 million to provide financial resources for operations. Because the district receives a significant amount of federal revenue, auditors are required to do a single audit to make sure that the district is in compliance with federal requirements. There were no reportable findings.
Next, Mr. Finney highlighted other items noted in the financial statements. The district had approximately $58.8 million in capital related expenditures during fiscal year 2011; the district’s outstanding long-term debt (including capital leases) is approximately $142.2 million; the district’s annual debt service for fiscal year 2012 (including interest payments) is approximately $7.4 million; the district implemented GASB #54 – “Fund Balance Reporting and Government Fund Type Definitions” in fiscal year 2011; and the district should expect changes in the accounting for pensions in the future.
In conclusion, Mr. Finney stated that there were no recommendations from the auditor to the Board; the district had good management of finances and response to the state revenue cuts; and the economy is going to be in a slow recovery, in addition to the loss of stimulus funds in fiscal year 2012.
Mr. Finney discussed the Procurement Audit Report for year ended June 30, 2010. He stated that the auditors reviewed minority business plans and reports; new construction bid files; all sole source, emergency, and trade-in sale procurement transactions; and numerous purchase orders. He reported one finding.
In conclusion, Mr. Finney stated that the district had very good management of procurement operations and that the overall opinion on the Procurement Audit is an “unqualified opinion,” which is the best opinion the school district can receive.
Construction Update – In a PowerPoint presentation, Mr. Colman gave an update on the Southwood Academy of the Arts additions & renovations project, the North Pointe Elementary School construction project, the Westside and T. L. Hanna practice wrestling room projects, and the District Office lobby and board room renovations project. Mr. Colman also distributed a Building Program Update Report.
CENTERVILLE ELEMENTARY SCHOOL PRESENTATION – Principal Kory Roberts stated that Centerville has been on this journey since 2009 of becoming a 21st Century School of Teaching and Learning. He stated that an overview of the presentation will give the Rationale for 21st Century Skills Initiative, show the P21 Framework/Instructional Model Centerville would like to use, the affiliation with National P21 Organization, and the 4C’s – “Super Skills” for the 21st Century.
Mr. Roberts briefly discussed how the world of a child has changed in the last 150 years and South Carolina’s Educational Pipeline where for every 100 ninth grade students in South Carolina: 56 graduate high school in four years, 38 immediately enroll as a college freshman, 29 return for a second year in college, 17 graduate with an Associate’s degree in three years or a Bachelor’s degree in six years. He stated that these staggering numbers not only represent people in our state, students in our district, but individual children at Centerville. Mr. Roberts further stated that after studying this visual, the Administration and staff at Centerville decided that they needed a ”Shift in Education.” Going in this direction would take Centerville to the next level in educating all students.
Next, Mr. Roberts and his staff then discussed the 20th Century Education Model which covers the core subjects and some assessment compared to the 21st Century Education Model with an emphasis on the core subjects; 21st century themes; life and career skills; information, media, and technology skills; and learning and innovation skills (the 4C’s – Critical thinking, Communication, Creativity, Collaboration). He stated that the national Partnership for 21st Century Skills is the leading advocacy organization focused on infusing 21st century skills into education. The organization brings together the business community, education leaders, and policymakers to define a powerful vision for 21st century education to ensure every child’s success as citizens and workers in the 21st century.
Mr. Roberts then discussed some of the additional research, site visits, participation in workshops professional development, book studies, etc., done by the Centerville Administration, faculty, and staff. The Administration recommended Board approval of magnet school status for Centerville Elementary School becoming Centerville Elementary School, A 21st Century School of Teaching & Learning” beginning in August 2012.
Mrs. Huitt made a motion the Board approve magnet school status for Centerville Elementary School as “Centerville Elementary School, A 21st Century School of Teaching & Learning” beginning in August 2012. Mr. Alewine seconded the motion, which carried unanimously.
ELEMENTARY REZONING – In a PowerPoint presentation, Mrs. Bagley reviewed the Timeline for Elementary School Reassignment through the month of December 2011 when the Board reviews and approves prioritized parameters for decision making and develops a timeline for staff and student transfers. She then presented the prioritized parameters listed below from the community meetings and home surveys.
1. Have students attend schools nearest to their homes.
2. Ensure that all schools are operating within their designed capacity, with allowance for future growth.
3. Minimize the time students will spend on buses.
4. Minimize split communities.
5. Use main roads and natural barriers.
The Board then discussed their suggestions for prioritizing the parameters as listed below.
1. Use main roads and natural barriers.
2. Minimize the time students will spend on buses.
3. Minimize split communities.
4. Have students attend schools nearest to their homes.
5. Ensure that all schools are operating within their designed capacity, with allowance for future growth.
Following the discussion, Mr. Bradshaw made a motion the Board approve the prioritized parameters as suggested by the Board to be used in guiding the elementary student reassignment. Mr. Smith seconded the motion, which carried unanimously.
FINANCE COMMITTEE REPORT
Dr. Talmadge reported that the Finance Committee met on December 6, 2011 to discuss several financial initiatives. He stated that when the Finance Committee was first presented lists of restorations to the budget from the Superintendent’s Cabinet, high schools, middle schools, and elementary schools, the list from the Anderson V Career Campus was merged with the high schools. At this meeting, a separate list for the Anderson V Career Campus was presented as we consider the priorities for restoration of items to the budget.
Dr. Talmadge also reported that the Finance Committee reviewed the requests from the schools and agreed on a recommendation regarding restorations of programs and emphasis to our school district for the coming year. He stated that the Superintendent’s Cabinet also reviewed the requests from the schools and presented a list of priorities for restoration of items to the budget. Dr. Talmadge stated that the Finance Committee compared the cabinet’s list of priorities with the schools’ lists of priorities, and it was the consensus of the Committee that the cabinet’s recommendations for restoration of items to the budget fulfilled the prioritized requests from the schools.
On behalf of the Finance Committee, Dr. Talmadge made a motion the Board approve the Superintendent’s Cabinet list of priorities for restoration of items to the budget as our guideline for building the 2012-2013 budget. No second was required. The motion carried unanimously.
Dr. Talmadge then reported that the Finance Committee received information on a timeline for implementation of a visitor management system for our schools. At the November meeting, the Board experienced using a visitor management system called Lobby Guard. He stated that the Office of Management & Testing Services has decided on a visitor management system, and that the Administration will issue a request for a proposal on December 15, 2011. If the proposal is acceptable, the Finance Committee will make a recommendation at the February 2012 Board Meeting.
BUILDING COMMITTEE REPORT
Mrs. Huitt reported that the Building Committee met on December 12, 2011 to discuss several building projects. On behalf of the Building Committee, Mrs. Huitt presented the following recommendations for Board approval.
Nevitt Forest VCT Project
Bids were solicited for installing VCT over the terrazzo floors in the hallways and cafeteria. Bonets Flooring provided the low bid in the amount of $36,925. If the contract is awarded, Bonets has agreed to accept a deducted change order to eliminate the contractor provided post installation waxing of the new VCT floor. (The district would perform that waxing.) After the deducted change order, the amount of the contract would be $28,500.
On behalf of the Building Committee, Mrs. Huitt made a motion the Board approve to move forward with the Nevitt Forest VCT project. No second was required. The motion carried unanimously.
Southwood Front Entry Improvement Project
Bids were solicited for making exterior improvements to the front entry at Southwood. M. L. Garrett provided the low bid of $49,226. There will be an additional approximate charge of $11,000 for the arts related graphics to be installed on the exterior of the building.
On behalf of the Building Committee, Mrs. Huitt made a motion the Board approve to proceed with the Southwood Front Entry Improvement project. No second was required. The motion carried with seven in favor and one opposition (Anderson).
Southwood Classroom Unit Ventilator Project
Four classroom unit ventilators at Southwood are non-functional and beyond repair. These units must be replaced before warm weather returns in the spring. Matrix Construction has presented a change order in the amount of $78,523 to replace these units. Additionally, given the age and condition of the remaining unit ventilators, the Building Committee has asked McMillan Pazdan Smith to solicit bids for the replacement of the remaining unit ventilators. When received, the bids will be brought to the Board for consideration.
On behalf of the Building Committee, Mrs. Huitt made a motion the Board approve the change order from Matrix Construction for replacement of the four classroom unit ventilators at Southwood that are non-functional. No second was required. The motion carried unanimously.
T. L. Hanna Security Vestibule Project
As a means of enhancing security at T. L. Hanna, the Building Committee has asked McMillan Pazdan Smith to design and bid the addition of a security vestibule in the front entrance at T. L. Hanna. The security vestibule will force visitors to report to the school office before proceeding into the school. Once received, the bids will be brought to the Board for consideration. The Building Committee has also asked McMillan Pazdan Smith to conduct a review of the Westside campus and to make recommendations for its security improvement.
POLICY COMMITTEE REPORT
Mr. Bradshaw reported that the Policy Committee met on November 17, 2011 to discuss the following policies and agreement.
GBEA Staff Ethics/Conflict of Interest Revised
GCO Evaluation of Professional Staff Revised
GCO-R Evaluation of Professional Staff Revised
JICFAA Harassment, Intimidation, or Bullying Revised
Calhoun Performing Arts Center Use Agreement New
On behalf of the Policy Committee and the Administration, Mr. Bradshaw made a motion the Board approve the policies and the Calhoun Performing Arts Center Use Agreement on first reading. No second was required. The motion carried unanimously.
Mrs. Bagley requested a Building Committee meeting in January to further discuss building projects. By consensus, the Building Committee meeting was scheduled for January 12, 2012 at 6:30 p.m. at the District Office.
Mrs. Bagley requested a Policy Committee meeting in January to continue review of new and/or revised policies. By consensus, the Policy Committee meeting was scheduled for January 10, 2012 at 6:30 p.m. at the District Office.
Mr. Bradshaw made a motion the Board recess for ten minutes, and then reconvene in Executive Session to discuss an Administrative Personnel Recommendation, a Contractual Matter, a Personnel Matter, and a Legal Matter. Mr. Alewine seconded the motion, which carried unanimously.
OPEN SESSION FOLLOWING EXECUTIVE SESSION
Mr. Anderson made a motion the Board reconvene in Open Session. Mr. Bradshaw seconded the motion, which carried unanimously.
Mr. Norris reported that no action was taken in Executive Session; however, action is required on the Administrative Personnel Recommendation and the Contractual Matter.
Mr. Bradshaw made a motion the Board approve the Administrative Personnel Recommendation for the Personnel Director. Mr. Alewine seconded the motion, which carried unanimously.
Mrs. Huitt made a motion the Board approve the alternative beam color for North Pointe Elementary School presented by LS3P. Mr. Smith seconded the motion, which carried unanimously.
There being no further business, Mr. Anderson made a motion the Board adjourn. Mr. Alewine seconded the motion, which carried unanimously.
As Approved By Superintendent