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Minutes of the Regular Meeting of the School Board of the City of Richmond January 22, 2013

Reconvene The Chair reconvened the Tuesday, January 22, 2013, meeting at 7:00 p.m. in

the City Council Chambers, 2nd floor of City Hall. Members: Jeffrey Bourne, Chair

Donald Coleman, Vice Chair Glen Sturtevant Ms. Kimberly Gray Mrs. Kristen Larson Mrs. Mamie Taylor Dr. Shonda Harris-Muhammed Dr. Derik Jones Mrs. Tichi Pinkney Eppes Chloe Burch, Student Representative Officers: Dr. Yvonne Brandon, Superintendent Ms. Angela Lewis, Clerk Ms. Angela Anderson, Chief of Financial Reporting/Deputy Clerk Paul Hawkins, Chief Operating Officer/Agent Mrs. Victoria Oakley, Chief Academic Officer/Deputy Agent Others Present: Dr. Irene Williams, Executive Director, Elementary Education Dr. Thomas Beatty, Executive Director, Secondary Education Ms. Lynn Bragga, Director, Budget & Financial Planning Dandridge Billups, Director, Human Resources Ms. Wanda Payne, Interim Director, Finance Mrs. Debora Johns, Chief Auditor, Internal Audit Services Ms. Susan Roberson, Director, School Nutrition Services Mrs. Sharon Scott, Chief, Safety and Security Mrs. Michelle Boyd, Director, Exceptional Education Mrs. Maria Crenshaw, Director, Instruction Andrew Greenidge, Coordinator, Exceptional Education Ms. Felicia Cosby, Public Information Officer Kavansa Gardner, Director, Information Communication & Technology Services Ms. Carolyn Tyler, Manager, Head Start Ronald Robertson, Manager, Virginia Pre-School Initiative Ron Jordan, Legislative Consultant Rob Churchman, Cherry Bekaert Audit Firm W. R. Gay, Cherry Bekaert Audit Firm Sharon Judkins, Deputy Chief Officer, City of Richmond Danny Avula, Deputy Director, Richmond City Health Department Attorney: Ms. Jonnell Lilly

Pledge of Allegiance The Pledge of Allegiance was recited and it was followed by a moment of

silence. Adoption of the Agenda

The agenda was amended to add: • 8a Receive an update on the Legislative package. • 8b Receive the Comprehensive Annual Financial Report • 8c Receive the financial statement for the period December 31, 2012. • 8d Receive the Human Resources Actions. • 8e Discuss the K-6 Initiative. • 8f Discuss the consolidation of services with the City of Richmond. • 8g Discuss space options for the Head Start and VPI Programs • IA12-13-41: Consider approval of the recommendation of the

administration in employee matter #12-13-04. • IA12-13-42: Consider approval of the Recommendation of the Fact

Finding Panel in Employee Matter #12-13-05. •

On a motion by Dr. Harris-Muhammed, seconded by Ms. Gray, the Board voted unanimously to approve the agenda as amended.

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Recognitions La-Neka S. Brown, a teacher at Miles Jones Elementary School, received a

Certificate of Recognition for being named the 2013 recipient of the Dr. Judy Flythe Teacher Leader Award. The following teachers received a Certificate of Recognition for attaining their National Board Certification.

Kimberly N. Coleman, Maymont Preschool Center Leigh C. Ledford, Summer Hill Elementary School

Christal R. Mark, Linwood Holton Elementary School Carrie Single, Swansboro Elementary School

Hwayoung Heather Smith, John B. Cary Elementary School Stacey P. Woodson, John Marshall High School

Cathy Crockin Kinzler at Lucille Brown Middle School and Daniel Zipperer at Thomas Jefferson High School received a Certificate of Recognition for renewing their National Board Certification. The Department of Budget & Financial Reporting was recognized for receiving the Certificate of Achievement for Excellence in Financial Report for the fiscal year ended June 30, 2011.

Public Information Leslie Parlor, citizen, spoke in favor of rezoning the Museum district so that

Mary Munford Elementary School would be the zone school. Scott Henry, a citizen, spoke in favor of rezoning the Museum district so that Mary Munford Elementary School would be the zone school. Christopher Abbott, a citizen, spoke in favor of rezoning the Museum District.

Valerie Thomson, President of the Sauer's Garden Civic Association, addressed the increased truancy in the neighborhood. She asked that the administration consider reinstating the Resource Officers in the neighborhood during the day and increase the number of truancy sweeps.

Jesse Gatlin, Chairman of Transportation Advocate Committee, requested a meeting with the Board and administration to address the safety of the students, drivers, and monitors within Richmond Public Schools.

Laura White, Secretary of the Head Start Program, asked that the Board would consider keeping Norrell School open to allow the children to have a stable education system.

Chris Kostantenos, a resident of Museum District, asked the Board to consider rezoning the Museum District into the Mary Munford Elementary School zone.

Ms. Hogan, a citizen, spoke in support of the K-6 initiative at John B. Cary Elementary School.

Preston Pierce, a student at John B. Cary Elementary School, stated that she would like to continue to attend John B. Cary Elementary School until the sixth grade.

Shayla Maddox Pierce, an RPS employee in the Special Education Department, asked that the School Board members would focus on the good things that were happening at John B. Cary Elementary School and remove the politics from the scenario.

Brenda Jefferies, a member of Head Start Policy Council, expressed that Norrell Elementary School was a safe school for the students. She stated that the parents would like the students to remain at Norrell.

Rashaad Simmons, Instructional Assistant, expressed that A. V. Norrell Elementary School was safe. She stated that the teachers were making it work. She hoped that the Board would allow them to stay until a permanent location was available.

Joy Mathews, School Social Worker, expressed that there was a great working environment at the at A. V. Norrell school.

Antwone Sutherland, a parent of students at John B. Cary Elementary School, addressed the Board regarding practicing separatism.

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Public Information Continued William Daniel, a resident of the Ninth District, addressed the Board regarding

a letter that he received stating that his child would not receive out of zone transportation to attend Lucille Brown Middle School.

Jonathan Cunningham, Parents for Life, reviewed a timeline and description of incidents that contributed to the problems at A. V. Norrell Elementary School.

Mel Carnage, Parents for Life, expressed that their needed to be a better solution for the Head Start Program at A. V. Norrell Elementary School.

Marjorie Mennaker, parent of child who attends John B. Cary Elementary School, stated that the school was known as one of the best schools in the city. She stated that it was an opportunity to increase enrollment at school. She asked that Board would support program because the Leader in Me Program would be an asset to the City. Sherry Mane, 5th Grade teacher at John B. Cary Elementary School, stated that she was excited about the K-6 initiative at John B. Cary Elementary School. She stated that the initiative would continue the success in RPS. Arthur Burton, Chair of the Parents for Life, stated that Parents for Life were not advocating for any child, parent, teacher, or administration to immediately be up rooted from anywhere. Mr. Burton stated that Parents for Life would continue advocating ensuring the safety of A. V. Norrell’s family and continue to insist that the temporary situation that that everyone agreed was temporary would be brought to an end as quickly as possible so we can continue to move forward. Ashton Prop, resident of the Museum District, shared that John B. Cary Elementary School was underutilized. The school district should consider increasing enrollment across the entire district. He was in support of redistricting the Museum District. Jeff Paris, resident of Museum District, was in support of redistricting the Museum District. Jillian Woodward, resident and a parent of student at J. B. Fisher Elementary School, addressed the Board regarding the K-6 program. She requested the Board to consider the program and give staff the opportunity to prove how great the program would be at the school. Yolanda Winston, instructional assistant at Norrell Elementary School, requested that the Board would allow the children to stay at the school another year. Joyce Hunter, a parent of three students at J. B. Fisher Elementary School, asked that the Board would consider the K-6 program and keeping school open. Farah Aiger, a parent of children at John B. Cary Elementary School, stated she was happy that her children would have the opportunity to attend the school. She asked to continue the K-6 program at the school. Melissa Gray, a citizen, requested that the Board would consider keeping John B. Cary Elementary School open. Gail Townes, former School Board member, stated that Norrell Elementary School was safe. She expressed that it was a temporary location and allowed the children to stay in a stable location. Evette Wilson, former School Board member, expressed that she had witnessed the children in a cramped environment at Martin Luther King Jr. Middle School. She asked that the Board put the children first and listen to the teachers, parents, and most importantly think about the children. Chandra Smith, former School Board member, shared that the previous Board had reviewed the methane gas data. She stated that the Board needed to listen to their constituents. Allow the students to finish their time out at Norrell Elementary School and go into a brand new Pre-K program.

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Receive an Update on the Legislative Package

Mr. Jordan provided highlights of the Governor’s proposed K-12 initiatives: • Two percent salary increase for Virginia’s public schools teachers. • Strategic Compensation Grant Initiative. • Educator Fairness Act. • Teach for America Act. • A-F School Report Cards • K-12 Red Tape Reduction. • Staffing flexibility for school divisions. • Reading is Fundamental Initiative. • Literacy and Algebra Readiness Initiative. • Creation of the Opportunity Educational Institution. • Constitutional Amendment to establish a statewide school division. • Constitutional amendment to allow the State Board of Education to

authorize charter applicants. Receive the Comprehensive Annual Financial Report

Ms. Anderson introduced Rob Churchman and W. R. Gay as members of the Cherry Bekaert Audit Firm that conducted the audit of the RPS financial statement for the year that ended June 30, 2012. A copy of the 2012 Comprehensive Annual Financial Report (CAFR) was previously provided to the Board. Mr. Churchman provided an overview of the 2012 financial statement audit. Ms. Anderson reviewed the CAFR summary. A copy of the summary is at the end of the minutes.

Receive the Financial Statement for the Period December 31, 2012

Ms. Anderson presented the financial statement for the period that ended December 31, 2012. A copy of the statement is presented at the end of the minutes.

Receive the Human Resources Actions

Mr. Billups presented the Human Resources Actions. It was suggested that the administration would review the surrounding districts best practices regarding exit interviews and provide a more detailed explanation when an employee separated from employment.

Discuss on the K-6 Initiative

It was noted by Board members that specific requests were given to the administration to provide additional information regarding the K-6 initiative at John B. Cary and Fisher Elementary Schools that included:

• The impact of the feeder middle schools. • Copies of the parents surveys. • Surveys. • Research that was done on the concept of K-2 and 3-5 program in the

schools. • The impact on accreditation. • Whether funds could be utilized for IB programs.

Mrs. Oakley shared that a presentation on April 30, 2012 was shared with the previous Board regarding the John B. Cary and J. B. Fisher Elementary K-6 grade configuration. Mrs. Oakley shared that Dr. Allen would provide Board members copies of the parent and staff surveys at both schools. Mrs. Lewis was directed to review the January 7, 2013 and January 22, 2013 minutes and provide a transcript of the specific questions regarding the K-6 initiative and forward to the Board.

Discuss the Consolidation of Services with the City of Richmond

Ms. Judkins reported on the City administration and Richmond Public Schools 2010 collaboration initiatives that included joint healthcare purchases and consolidation of grounds and maintenance services. She noted that the City administration and RPS had discussed, explored, and considered consolidating options in the areas of Information Technology, Human Resources, Procurement, Finance, and Budget. Ms. Judkins provided an overview of the Enterprise Resource Planning System (ERP) financial management system that the city implemented in 2010. Phase I included the areas of Human Resources, Payroll, and Time and Attendance. Phase II would be completed in July 2013 to include the areas of Finance, Procurement, and Budget. The vendor was reviewing the contract to determine if the system capacity could accommodate the school system and making an assessment to determine what the school system would require for the system. The City administration would provide more information on the data

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Discuss the Consolidation of Services with the City of Richmond Continued

assessment that was completed the week of January 14, 2013. It was currently being reviewed by City administration and RPS for consideration of consolidating the departments. The City administration and RPS was reviewing other areas that were being considered for consolidation.

• Information Technology. • Background checks, the purchase of hardware and software that would

include mobile devices to conduct background checks investigations. The school system had received a demonstration of the city application systems that included collecting, screening, and scoring that would provide efficiency within that area that would be beneficial for the school systems.

• Procurement Department, all agreements would have cooperative language. Staffing was looking at opportunities to combine spending and leverage of savings for commodities.

• Finance Department, consolidating the general ledger, accounts payable, and payroll. Staff was looking at having the same financial system, which required further review.

• Budget Department, this area needed further review. The City administration and RPS team met bi-weekly on Tuesday at 2:00 p.m. and would provide updates that require a response and additional steps in consolidating services with the city.

Discuss Space Options for the Head Start and VPI Program

Mr. Bourne expressed that the Board desired to know what options the administration could present regarding the use of the Norrell Elementary School as a site for the preschool center. Dr. Avula was given the opportunity to present his report on the data that was reviewed by the Department Health of the major health concerns to address methane, formaldehyde, naphthalene, mold, and contaminants in the soil Norrell Building. He noted that he had facilitated a meeting with Richmond Public Schools and concerned citizens to address any concerns related to those concerns. Dr. Avula shared that the Virginia Health Department had consulted with experts from the Virginia Department of Environmental Quality (DEQ) and ATSDR. Dr. Avula stated that there had been an additional concerns relating to the lead content in the water and based on the 2001 report there were no elevated levels of lead detected in the drinking water.

Receive a Resolution Requesting the RPS Internal Audit and Richmond City Auditor to Review the Finance of RPS

Resolution

WHEREAS, pursuant to Section 22.1-89 of the Code of Virginia, 1950 as amended, the School Board of the City of Richmond ("School Board") is vested with the authority and responsibility to manage and control the funds made available to the School Board for public schools; and WHEREAS, since 2008, the School Board has faced significant budgetary challenges due to decreased funding, resulting in drastic cuts in instructional programs and operations in the amount of $50 million dollars; and WHEREAS, the School Board is expected to again face considerable fiscal challenges in the upcoming 2013-2014 budget cycle and wishes to expend all efforts to ensure that the funds directed to support the classroom are protected from further reduction; and WHEREAS, the School Board recognizes that while it is important to identify cost saving measures to assist in closing the budget deficit, its interest in achieving those savings must not result in sacrificing the quality of school division operations; and

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Receive a Resolution Requesting the RPS Internal Audit and Richmond City Auditor to Review the Finance of RPS Continued

WHEREAS, the School Board, as the steward of public funds, wishes to work diligently to explore fiscally sound methods to reduce non-instructional expenditures and as a result have agreed to request that a comprehensive audit of all Richmond Public Schools' departments and functions ("Comprehensive Audit") be conducted by the City Auditor in an effort to identify savings to preserve and increase funding for classroom use. NOW THEREFORE, BE IT RESOLVED, that the School Board respectfully submits a request to the Council of the City of Richmond ("City Council") and City Audit Committee for a Comprehensive Audit of all Richmond Public Schools' departments and functions to be conducted by the City Auditor. BE IT FURTHER RESOLVED, that the School Board has appointed two members, Glen Sturtevant, 1st District, and Kimberly Gray, 2nd District, as the designated School Board Representatives to work closely with the City Auditor during the completion of the Comprehensive Audit, receive periodic updates on the status of the Comprehensive Audit from the City Auditor, and communicate with the City Auditor and School Board as necessary. BE IT FURTHER RESOLVED, that upon approval of City Council and prior to the commencement of the Comprehensive Audit, the School Board respectfully requests that the City Auditor provide the School Board with an outline of the structure of the audit to include the schedule and scope of work to be completed and a timeline for the completion of the Comprehensive Audit and that this outline and timeline be developed in consultation with the School Board's Internal Auditor. BE IT FURTHER RESOLVED that upon approval of the City Council and commencement of the Comprehensive Audit, Richmond Public Schools' Administration and School Board will full y and completely cooperate with the City Auditor and grant the City Auditor full access to the records and information necessary for the completion of the Comprehensive Audit. BE IT FURTHER RESOLVED, that it is the expectation of the School Board that the Comprehensive Audit be conducted in a manner that allows mutually beneficial recommendations to be implemented as early as the 2013-2014 school year.

Receive School Board Travel Requests

The Board received travel a request for Dr. Harris-Muhammed to attend the VSBA Legislative Conference on January 23-24, 2013. Travel requests were also received for Mr. Coleman, Mrs. Larson, and Mrs. Taylor to attend the VSBA New Chair and Board Orientation on January 24, 2013. It was the consensus of the Board to approve the travel requests for the Chairman’s signature.

New Business Dr. Harris-Muhammed requested that the Board consider naming the athletic

facilities at Armstrong High School in the honor of Coach Cesar Gater. Attorney Lilly noted that School Board policy §6-2.29 referred to the naming and renaming of schools. She shared that there was no process in place that discussed or detailed how the Board would name portions of a school. Attorney Lilly noted that if the Board desired to use the current policy with the intentions of naming or renaming a school it would require a public comment period of a least a month. The names of individuals being nominated should be submitted in writing. The Chairman directed Attorney Lilly to prepare a Resolution to name athletic facility in honor of Coach Gater for the February 4, 2013 School Board meeting. Mrs. Larson suggested that the Board plan a School Board Retreat to address policy issues and establish goals for the Board. Dr. Brandon shared that she was gathering information on retreat topics to present to the Board. She also noted that sponsors were needed and a date needed to be determined.

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Receive a Report on Operations

Ms. Roberson reported on the RPS Farm to School Grant Planning project. RPS was one of 32 schools to receive the USDA Farm to School Planning Grant for $5,000. The grant would be used to develop a plan to offer students more fresh fruit and vegetables in the school cafeterias. A core team that consisted of six members would assist in the development of the plan. After submission of the plan to USDA, the plan would be implemented for the 2014 school year. At end of the 2014 school year, School Nutrition Services would submit a second application to USDA for an implementation grant for $100,000.

Receive a Report on Build a Better Richmond

Mr. Hawkins shared photos of the Broad Rock and Oak Grove Elementary School opening day. There were also photos shared of the progress on the Martin Luther King Jr. Middle School project.

Receive a Report on Instruction

Mrs. Oakley shared information on the Memorandum of Agreement between Richmond Public Schools and the Virginia Foundation for Educational Leadership Turnaround Zone Initiative. RPS has five priority schools that were identified by the Virginia Department of Education based on criteria in the Elementary and Secondary Act Flexibility waiver. Those schools were Elkhardt Middle School, Henderson Middle School, Martin Luther King, Jr. Middle School, Richmond Alternative (CCP), and John Marshall High School. The school division was required to select and implement a turnaround model to address the needs of the students within the priority schools identified. The Virginia Foundation for Educational Leadership (VFEL) would serve as the turnaround partner to implement all requirements of the USED Turnaround Principles. Mrs. Oakley reviewed the seven turnaround principles designed to improve the academic achievement of students in the priority schools. Each of the priority schools would receive $1.5 million over the next three years to implement the turnaround initiative. The administration was requesting the Board to approve VFEL as a turnaround partner to improve the graduation rate and academic progress of five schools that were identified.

Receive the Superintendent's Proposed 2013-2014 General Fund Budget

Mr. Hawkins presented the Superintendent’s proposed 2013-2014 budget to close an $11.6 million gap of projected revenue of $3,447,542 and expenditure increases of $8,163,200. Proposed budget reductions for FY2013-14:

Insurance $1,800,000 Outsourcing Services $4,100,000 SOQ staffing ratios $3,130,700 Closure of Summer Hill Elementary School $274,700 Non-SOQ Programs $707,236 Department and support services $1,600,106

Board members requested that the administration provide the following additional information.

• Line by line item budget. • How much overtime was being paid in the areas of security, facilities,

and transportation? • List of automatic reissued RPFs. • List of retirees that were still employed by the school district. • List of central administration employees. • Provide a copy of capital improvement budget. • Copy of ICTS and facilities department budgets.

The Chairman requested that administration create on the front page of the Website a big blinking light to identify information on the budget so the public would have ready access to all documents.

Other Informational Items

The following information was in the Board packages for review: • An update on Freedom of Information Act requests. • Update on RPS contracts. • The monthly Head Start Council Policy report. • Budget transfers.

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Mr. Sturtevant made a motion that was seconded by Ms. Gray to direct the administration to refrain from moving forth with the K-6 programs until further notice and the necessary information was gathered before making a decision. It was noted by Dr. Brandon that at the January 7, 2013 Board meeting that it was shared that the K-6 programs schedules and any funds pertaining to program were on hold. There was discussion regarding when the Board would make a final decision regarding the K-6 initiative. Mr. Bourne requested that administration would compile and provide the necessary information prior to the February 4, 2013 meeting for further discussion regarding the K-6 programs.

Consent Agenda On a motion by Ms. Gray, seconded by Dr. Harris-Muhammed, the School

Board voted unanimously to approve the following items under the Consent Agenda:

• Human Resources Actions: The resignation of eight employees. The termination of one employee. The nomination of eight employees. The rescission of nomination of one employee. The returning from leave of eleven employees. The change of contract of fourteen employees. The transfer of four employees. The change of name of two employees. The furlough of fifteen employees.

• The financial statement for the period ended October 31, 2012. Consider Approval of the Resolution requesting the RPS Internal Auditor and Richmond City Auditor to review the Finance of RPS

On a motion by Ms. Gray, seconded by Dr. Harris-Muhammed, the Board voted unanimously to approve the Resolution requesting the RPS Internal Auditor and Richmond City Auditor to review the finances of RPS.

Consider Approval of the Recommendation of Administration in Employee Matter 12-13-04

On a motion by Ms. Gray, seconded by Mrs. Larson, the Board voted to approve the recommendation of the administration in Employee Matter 12-13-04. (Mesdames Gray, Larson, Taylor, and Messers Bourne and Coleman voted “aye” and Mesdames Harris-Muhammed, Pinkney Eppes, Messers Sturtevant, and Jones voted “nay”). Motion Passed 5-4

Consider Approval to Direct the Administration to Refrain from Moving Forward on the K-6 Programs Until an Informed Decision Could be Made

On a motion by Mr. Sturtevant, seconded by Ms. Gray, the Board voted to direct the administration to refrain from moving forward on the K-6 programs until an informed decision could be made. (Mesdames Gray, Harris-Muhammed, Pinkney Eppes, Messers Sturtevant, Bourne, and Jones voted “aye,” Mesdame Larson and Messer Coleman voted “nay,” and Mesdame Taylor abstained.) Passed 6-2-1.

Closed Session On a motion by Dr. Harris-Muhammed, seconded by Mrs. Pinkney Eppes, the

Board voted unanimously to go into closed session [pursuant to Section §2.2-3711 (A) (1) of the Code of Virginia] to discuss the performance of specific employees of the public body.

Open Session On a motion by Dr. Harris-Muhammed, seconded by Mrs. Taylor, the School

Board voted to go into open session. Motion: Dr. Harris-Muhammed Resolution: 13 Seconded: Mrs. Taylor Date: February 22, 2013

CERTIFICATION OF CLOSED MEETING

I move that the Richmond School Board direct its Clerk to call for a roll call vote of the Board’s members that, to the best of each member’s knowledge, (i) only public business matters lawfully exempted from open meeting requirements by Virginia law were discussed in the closed meeting to which this certification applies, and (ii) only such public business matters as were identified in the motion convening the closed meeting were heard, discussed or considered by the Richmond School Board.

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Open Session VOTE

A roll call was taken of members present and it was unanimous that the closed meeting was conducted in accordance with prescribed laws. AYES: (9) Mesdames Gray, Larson, Taylor, Harris-Muhammed, Pinkney

Eppes, Messers Sturtevant, Bourne, Coleman, and Jones NAY: (0) ABSTENTIONS (0) ABSENT DURING VOTE: (0) ABSENT DURING MEETING: (0)

Clerk

Consider Approval of the Recommendation of the Fact Finding Panel in Employee Matter #12 13-05

On a motion Ms. Gray, seconded by Dr. Jones, the Board voted to approve the recommendation of the Fact Finding Panel in Employee Matter #12-13-05. (Mesdames Gray, Taylor, Harris-Muhammed, Messers Bourne, Coleman, and Jones voted “aye”, Mrs. Larson and Mr. Sturtevant voted “nay”, and Mrs. Pinkney Eppes abstained

There being no further business, the meeting was adjourned at 12:35 a.m.

Clerk

Chair

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