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JULY Mr. Carruth called the meeting to order and welcomed those present. Ms. Stoker led in the pledges to the American and Georgia flags.

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JULY 2015

The Walker County Board of Education met in regular session on Monday, July 20, 2015, at 6:00 p.m. at the Department of Education Building, 201 South Duke Street, LaFayette, Georgia. Board members present were Mr. Mike Carruth, Chairperson, Mr. Dale Wilson, Vice Chairperson, Ms. Phyllis Hunter, Ms. Karen Stoker, and Mr. Charles Wilson. Mr. Damon Raines, Superintendent, was also present.

Mr. Carruth called the meeting to order and welcomed those present. Mr. Charles Wilson gave the invocation.

Ms. Stoker led in the pledges to the American and Georgia flags.

Approval of Board Agenda: Mr. Carruth called for a motion to approve the Board Agenda as presented. Ms. Hunter made the motion, which was seconded by Mr. Dale Wilson and approved unanimously.

ITEM OF INFORMATION

Facilities Update: Mr. Chris Jones, Director of Facilities and Operations, presented updates on the following facilities:

• Rossville Elementary School – There will be approximately 15-20 additional parking places once the paving is finished.

• Primary Healthcare Facility – Plans have changed in the location of the mobile unit on the Gilbert Elementary School Campus. There will be more parking and more room at the new location.

• LaFayette Middle School – The old mobile unit has been demolished and removed. • LaFayette High School Ag Barn – The project will be re- bid.

INDIVIDUAL ACTION ITEMS 1.

Financial Report: Mr. Carruth called for a motion to approve the financial report for the month ended May 31, 2015. The total for local and state revenue is 93.49% of the budget. Local revenue is at 96.33% of the budget. The total for expenditures is 86.11% of the budget, which is 5.55% below the fiscal year complete, which is 91.66%. With a motion from Ms. Hunter and a second from Ms. Stoker, the motion was approved unanimously.

2.

FY2016 General Fund Budget: Mr. Carruth asked for a motion to be made by the Board to approve the Superintendent’s recommendation to approve the FY2016 General Fund Budget and associated salary schedules. The FY2016 General Fund Budget shows a need for $90,670,172. Local revenue represents 29.74% of the total proposed revenue. Revenue from state and other sources represents 70.26%. The anticipated revenue supports $80,969,786 in anticipated expenditures and an ending balance of $9,700,786, which includes unassigned, restricted, non-spendable and assigned fund

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balances as presented. After a motion by Ms. Hunter and second by Mr. Charles Wilson, the Board voted unanimously to approve the Superintendent’s recommendation.

Discussion was conducted on the current budgeted amount for the Cherokee Regional Library System, as well as any additional future funding.

3.

FY2016 U.S. Department of Agriculture (USDA) Fresh Fruit and Vegetable Program Grant: Mr. Carruth called for a motion from the Board to approve the Superintendent’s

recommendation to accept and approve the U.S. Department of Agriculture (USDA) Fresh Fruit and Vegetable Program Grant monies awarded to the Walker County School Nutrition Services Program to Rossville Elementary School in the total amount of $25,460. This money will be used to purchase fresh fruits and vegetables that will be served free to all students at Rossville Elementary School and will be in accordance with all guidelines. Recent Federal Legislation, Public Law 110-161, The Consolidated Appropriations Act of 2008, authorized funds for the Fresh Fruit and Vegetable Program (FFVP). Schools that participate in the program must offer free fresh fruits and vegetables to students during the school day.

The purpose of the program is to improve children’s overall diet and create healthier eating habits to impact their present and future health. The FFVP will help schools create healthier school environments and is targeted to elementary schools with the highest free and reduced price enrollment. Applications were submitted for eight of the Walker County School System’s elementary schools: Chattanooga Valley Elementary (68.29%), Cherokee Ridge Elementary (80.37%), Gilbert Elementary (85.64%), Naomi Elementary (82.21%), North LaFayette Elementary (65.52%), Rock Spring

Elementary (67.55%), Rossville Elementary (88.91%), and Stone Creek Elementary (79.30%). The grant was awarded to only one of the eight schools. The most important point is that the “snack” cannot be served to students during breakfast or lunch. Only elementary school students approved for the program. This program is important catalyst in efforts to combat childhood obesity by helping children learn more healthful eating habits. After a motion was made by Ms. Stoker and a second made by Mr. Dale Wilson, the Board unanimously approved the Superintendent’s graduation.

CONSENT ACTION ITEMS #’S 1-21 1.

Minutes of Previous Meetings: The minutes of the planning session that was held on June 9, 2015, and the regular session that was held on June 15, 2015.

2.

Local School Board Training Plan: FY2016 Local School Board Training Plan which will include six training hours that will be obtained by each veteran Board Member while attending the 2015 Georgia School Board Association’s Annual Conference in Atlanta, December 2-3, 2015. The other three training hours will be obtained in February 2016, through training by a Northwest Georgia RESA representative concerning Whole Board Governance.

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3.

Primary Healthcare Facility Memorandum of Understanding: The Memorandum of

Understanding establishes a school-based health clinic on the Gilbert Elementary School campus. This clinic is designed to coordinate and provide healthcare services to uninsured and insured students currently enrolled at Gilbert Elementary School, students from other Walker County School System schools, their siblings and the school system’s faculty. This program will also increase visits of uninsured students to their primary care providers, whether a program physician, or their private physician, to increase the percentage of students adequately immunized, to provide outreach services and to facilitate the enrollment of the uninsured due to eligible health insurance plans

4.

Lease Agreement – Family Resource Agency, Inc. – Headstart: The lease agreement between the Walker County Board of Education and Family Resource Agency, Inc., the fiscal agent for

Headstart. Family Resource Agency, Inc. desires to continue leasing the facilities at the former

Mountain View Elementary School for use by the Head Start Program from September 1, 2015, through August 31, 2016. The terms and conditions of the lease are included in the agreement. All maintenance, utilities, and insurance costs are covered by the agency.

5.

Companion Third Party Administrators: The First Amendment to the Service Agreement for Georgia Workers Compensation Self-Insurance Program with Companion Third Party Administrators, LLC. Companion TPA provides worker’s compensation claims service functions for the Walker County Board of Education for an annual minimum fee of $11,850. The original contract was approved October 15, 2012, for a period of three years, July 1, 2012 – June 30, 2015.

6.

Southern Management Janitorial Service Agreement – Rossville Middle School: The janitorial service agreement with Southern Management for janitorial and related services at Rossville Middle School for an annual cost of $37,034.50. The contract will run August 1, 2015 through July 31, 2016, is a continuation of bid pricing from the bid opened on March 4, 2009. Upon request, the

stripping and waxing of floors can be added for $9,505.76 for labor costs only.

7.

eRate Services Provider Contract – MCA: MCA will be a service provider for the purchase of eRate eligible equipment for the FY2016 school year. The total cost of goods and services is not to exceed $132,810. The contract is a result of MCA’s response to a RFP and/or Form 470 for the purchase of eligible goods and services through eRate for FY2016.

8.

eRate Services Provider Contract – Southwestern Communications, Inc.: Southwestern Communications, Incorporated, will be a service provider for the purchase of eRate eligible equipment for the FY2016 school year. The total cost of goods and services is not to exceed $47,940. The contract is a result of Southwestern Communication, Incorporated’s response to a RFP and/or Form 470 for the purchase of eligible goods and services through eRate for FY2016.

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9.

Change Order #4 – Chattanooga Valley Elementary, LaFayette Middle, and Rossville Middle Schools: Change Order #4, Projects 341, 342, and 343 – LaFayette Middle, Rossville Elementary, and Chattanooga Valley Elementary Schools in the credit amount of $88,164.75. This credit amount is the result of savings during the construction of each of the above-mentioned projects.

10.

Gaggle.Net, Incorporated.: The contract with Gaggle.Net, Incorporated, in the amount of $25,300, will ensure continued service with Gaggle.Net, Incorporated for email service for the Walker County School System.

11.

International Equipment Company – Fire Alarm Systems: The Fire Protection Services Agreements with International Equipment Company will continue the inspections and testing of fire alarms for LaFayette High, LaFayette Middle, and Ridgeland High Schools. The cost for FY2016 is $13,144.07. This service satisfies the Fire Marshal Code and will ensure that fire alarm systems at each site are functioning properly.

12.

South Western Communications, Incorporated Services Agreement: This twelve-month service agreement with South Western Communications, Incorporated, is for Rauland Equipment in the amount of $22,433 for the maintenance of integrated communication, video presentation, security, and media retrieval systems online. South Western Communications, Incorporated, is a full-service

company. The services agreement will allow the Walker County School System to maintain and operate the above equipment with minimal interruptions.

13.

FY2016 Submission of Free and Reduced-Price Meal Policy and Direct Certification Information: Each year the local School Food Authority (SFA) is required to confirm or update its Policy statement to the Georgia Department of Education. For many years this has been accomplished through the School Approval Module (SAM) online. The currently approved FY2016 Policy contains updates and changes made to the original FY1997 policy. This will continue to be approved policy unless a decision is made to modify it through SAM.

For FY2016, each school system continues to be responsible for the notification of households of students directly certified for free meals. Prototype notification and procedures are found in the policy. A copy of the current policy, with updates provided by the Georgia Department of Education is on file in the Walker County School System’s School Nutrition Office. There was no change in the statement of eligibility standards or the Federal Income Chart on the family application for free and reduced-price meals. Changes in statement of eligibility standards and the Federal Income Chart are on the family application for free and reduced-price meals. Effective in FY2006 Family Applications are required throughout the nation. The Walker County School System has been using Family Applications since 1991.

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The School Nutrition Program Coordinator will make any additional changes that may become necessary during the upcoming school year through the School Approval Module (SAM) Internet access provided by the Georgia Department of Education’s Area Consultant. Possible adjustments might include access to After-School Snack Programs and/or Seamless Summer Nutrition Programs.

14.

FY2016 Agreement for Free and Reduced-Price Meal Policy – Georgia Department of Education School Nutrition Program for Afterschool Care Program: Each year the local School Food Authority (SFA) is required to confirm or update its policy statement to the Georgia Department of Education. For many years this has been accomplished through the School Approval Module (SAM) online. The Walker County School System’s schools listed in the Afterschool Care Program

Participation Section of the Annual School Approval Information are being provided meal supplements for their afterschool care program. The afterschool care program must include education or enrichment activities in an organized, structured, and supervised environment for enrolled school-aged children after school hours.

Meal supplements must meet the minimum requirements prescribed in the regulations. Schools participating in the afterschool care program must have at least fifty percent of enrolled students

approved for free or reduced-priced meals, as of the most recent October 31 count of eligible students. Elementary schools scheduled to attend a zoned middle or high school with a Free and Reduced rate of 50 percent, can request state approval. The program serves and claims meal supplements, free for all students enrolled in the eligible afterschool programs. No more than one meal supplement per child per day can be given. The Walker County School System’s School Nutrition Coordinator must complete on-site reviews at least twice a year. Federal funds are earned for the meal supplements (snacks) served in these schools.

15.

FY2016 School Nutrition Bid for Hairnets: The Walker County Board of Education

participates in the Cherokee County/Georgia Education Cooperative (GEC). The bid for hairnets was awarded to Hairnet Company for FY2016. U.S. Public Health Food Code 2-402.11 requires hairnets to be worn in food service establishments to reduce and/or eliminate cross-contamination of food.

Wearing a hairnet also will promote clean equipment, utensils and unwrapped single use articles (i.e., styrofoam cups, utensils). Due to difficulties in getting hairnets last year the Walker County School Nutrition Coordinator, Ms. Michelle Coker, feels it is best for the Walker County School System to add onto the Cherokee County/GEC bid. The present hairnet contract with The Hair Net Company allows the Walker County School System Nutrition Program, in conjunction with the Georgia Education Cooperative, to extend the current contract pricing for an additional twelve-month period.

16.

FY2016 School Nutrition Bid for Small Equipment: The Walker County Board of Education School Nutrition Bid for Small Equipment was awarded as presented to Manning Brothers Food

Equipment of Athens, Georgia for the total amount of $30,581.89. The Walker County School System’s Nutrition Program bids for small equipment for FY2016 school year have been received and tabulated.

Seven bid packets were mailed or e-mailed to interested parties. Two vendors submitted bids for small equipment. (See the table below for details) One vendor submitted a bid by e-mail without mailing confirmation and it was received after bid deadline. Two vendors did a “No Bid” at this time

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but wished to remain on the bid list. Two vendors did not respond. The bid award is based on a lump sum bid for purchase and has been calculated based on the lowest bid meeting specifications and providing all requested products. The submittals are as follows:

VENDOR RESPONSE/PRICE

Birmingham Restaurant Supply, Inc. (BRESCO)

Birmingham, AL

No bid - but remain on bid list

Citisco Food Service Equipment Gainesville, GA

Response was sent by e-mail, only to receive after bid deadline of 3:30 p.m. Also, never received mailed copy. Food Service Applications

Norcross, GA

No Response Manning Brothers

Athens, GA

$30,581.89 No bid on one Item Premier Foodservice

Alpharetta, GA

No Response Pueblo Hotel Supply /

Grady’s Food Service Pueblo, CO

$22,847.98

No bid on 33 items but deducted 4 like items = 29 No Bid Items

Of the 29 No Bid Items 26 of them are “must need” items (examples: blades for can openers and tomato kings, student

meal trays, gloves, measuring utensils, dispensers, racks, lifting tools, rubber scrapers and thermometers) Restaurant & Kitchen Supply

Chattanooga, TN

No bid - but remain on bid list

17.

Career, Technical, and Agricultural Educational Plans and Grant Applications: The Career, Technical, & Agricultural Education Program Improvement Plan and Grant Applications: 1-CTAE Perkins IV Federal Grants, 2-1-CTAE State Grants, 3- Agricultural Education Grants.

Each year the local school system must develop and submit various grant applications in order to access different sources of Federal and State funding available to support Career, Technical and

Agricultural Education programs. Collaboration, training and input of all stakeholders are an integral part of the process in developing the grant applications. The Federal and State funding is necessary to sustain and maintain the various CTAE programs at the highest level so students will have the

opportunity to experience rigorous, relevant, and hands-on instruction in labs that are well equipped and in good repair. The grants also provide the opportunity for the CTAE Instructors to participate in CTAE Professional learning that is germane to their content area and implementation of Career Pathways, as well as integration of the Georgia Performance Standards in the academic areas in the Career Pathway curriculum. The total award amounts are estimates based on past award amounts.

• CTAE Perkins Federal Grants - $94,408 • CTAE State Grants - $77,014

• Agricultural Education Grants - $175,425

18.

Chattanooga State Community College Clinical Affiliation Agreement: Federal guidelines require that students who are identified with a disability receive needed special education services and related service as determined by the Individual Education Program team members. Related services may include physical or occupational therapy provided directly by a registered therapist or by an

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assistant under the supervision of the registered therapist. The Clinical Affiliation Agreement provides several benefits to the Walker County School System. More students can be seen with the addition of the student therapist. The agreement also increases the labor pool of trained therapists available should there be a need in the future for hiring personnel due to retirement or other causes.

19.

Cobb Pediatric Speech Services, Incorporated: Federal guidelines require that children who are identified with a disability receive needed special education services and related services as

determined by the Individual Education Program (IEP) team members. Related services, including the evaluation for those services, may include speech/language therapy and/or occupational therapy services from a licensed Speech Language Pathologist (SLP) or Occupational Therapist (OT) as deemed

necessary. Speech Language and Occupational Therapy services must be provided by licensed

professionals, who are trained to deliver direct services, indirect services, and address specific therapy needs for students who are eligible.

20.

Stellar Therapy Services: Federal guidelines require that children who are identified with a disability receive needed special education services and related services as determined by the Individual Education Program (IEP) team members. Related services, including the evaluation for those services, may include speech/language therapy and/or occupational therapy services from a licensed Speech Language Pathologist (SLP) or Occupational Therapist (OT) as deemed necessary. Speech Language and Occupational Therapy services must be provided by licensed professionals, who are trained to deliver direct services, indirect services, and address specific therapy needs for students who are eligible.

21. School Contracts:

• Colonnade Lease Agreement –LaFayette High School Prom – April 23, 2016 • Scholastic Book Fairs Certificates of Agreements

o Chattanooga Valley Elementary – April 22, 2016 – May 11, 2016

o Rossville Elementary – October 27, 2015 – November 4, 2015

o Rossville Elementary – February 22, 2016 – March 2, 2016

o Rossville Elementary – May 6, 2016 – May 13, 2016

o Saddle Ridge K-8 – September 21, 2015 – September 25, 2016

o Stone Creek Elementary – September 3, 2015 – September 11, 2015

o Stone Creek Elementary – February 4, 2016- February 12, 2016 • School Days, Inc. – Cherokee Ridge Elementary – FY2016 Student Photography

• United Service Association – LaFayette Middle School – August 27, 2015 – September 10, 2015

A motion to approve the Superintendent’s recommendation on Consent Items #’s 1-21, was made by Ms. Hunter and seconded by Mr. Dale Wilson. The motion was unanimously approved.

Executive Session: Mr. Carruth called for a motion to enter into executive session for the purpose of personnel and litigation. Mr. Dale Wilson made a motion to enter into executive session, and Mr. Charles Wilson seconded the motion. The motion carried unanimously.

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At the conclusion of executive session, Ms. Stoker made a motion to return to regular session. The motion was seconded by Mr. Dale Wilson and approved unanimously.

Personnel Recommendations: Mr.Carruth called for a motion to approve the Personnel Report dated July 20, 2015, with Certificated Personnel, Non-Certificated Personnel, Substitute School

Nutrition Workers, and Substitute Transportation Workers. After a motion by Ms. Stoker and second by Mr. Charles Wilson, the Personnel Report was unanimously approved.

Adjourn: On a motion by Ms. Hunter and second by Ms. Stoker, the Board voted unanimously to adjourn.

_________________________ _________________________ CHAIRPERSON SECRETARY

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