ORGANIZATIONAL SECTION

Gloucester County Public Schools Overview

Gloucester County is located north of York County on the Middle Peninsula of Virginia, and is best described as a bedroom community of the Hampton Roads area, with a population of approximately 36,858 people. The school division is responsible for elementary and secondary education within the county and has a projected K-12 school enrollment for the 2020-2021 school year of 5,018, with approximately 18.3% being minority and approximately 19.2% being identified as having special needs. The county is surrounded by the York River on the south and west, with the Chesapeake Bay on the east. It is said that at any point in Gloucester County, you are never more than six miles from the water. Given its geographical location, Gloucester County has a rich heritage of life on the water. Gloucester operates under a county government, with seven members of the Board of Supervisors overseeing local operations and setting the annual budgets. The Gloucester County School Board has seven elected members. Both boards are comprised of members from five electoral districts, and two that serve at-large. Elections are held in November and members officially take office on January 1. Terms of office are four years, and districts are staggered so that all seven members of either board are never elected during the same year. The school division is fiscally dependent upon the County. The County levies the necessary taxes to provide shared services and significant funds for operations, debt service, and capital procurements.

School Board Members

Mrs. Robin M. Rice, Chairperson Member At-Large

Mrs. Elisa A. Nelson, Vice Chairperson York District Mr. Troy M. Andersen Gloucester Point District Mr. George R. (Randy) Burak Abingdon District Ms. Brenda F. Mack Member At-Large

Mrs. Anita F. Parker Petsworth District

Mr. Darren P. Post Ware District

Organization Chart

Schools

The division is comprised of eight schools, which include five elementary schools, two middle schools and one high school. Official academic results from the spring 2019 Commonwealth of Virginia Standards of Learning assessments show that all 8 of our schools received “Fully Accredited” status.

Mission Statement

As a strong community of learners, Gloucester County Public Schools is dedicated to creating and sustaining an environment that emphasizes education, embraces diversity, and empowers its stakeholders (students, families, staff, and community) to accomplish individual, as well as collective goals.

Vision Statement To provide an environment that focuses on meeting and exceeding the expectations of its stakeholders in each facet of the educational process, which includes, but is not limited to: instruction and academic achievement, school, family and community relationships, operations, safety, and emotional/mental health & wellness.

● To provide a safe, clean and appropriate educational environment for learning and

working.

● To maintain a partnership and facilitate meaningful communication between the schools, families, staff and the community in order to deliver an appropriate educational program for each student.

● To develop students’ critical-thinking, problem-solving, collaboration, communication, and

technological skills.

● To prepare students to assume responsibility for stewardship of the natural environment.

● To prepare students for employment or further academic and technical education upon graduation.

● To increase community involvement.

● To maintain inclusive environments.

● To develop high quality curriculum, instruction, and assessments.

● To establish collaborative school culture and climate.

Core Values Dedicated to the profession of teaching and learning, employees in Gloucester County Public Schools are driven by a clear set of core values that define who we are, what we do for children and how we do it. These core values will guide and direct all activities undertaken in our schools. We believe:

Each child is important and entitled to the opportunity to realize his or her fullest potential.

Learning occurs best when instruction is tailored to individual needs.

Learning is the heart and soul of what we do.

All students can and must learn at high levels of achievement but not necessarily at the same rate and in the same way.

High expectations promote high achievement.

A well-rounded education enables students to lead fulfilling and culturally rich lives.

Effective teachers are essential to student success.

Adults and children thrive in a vibrant, safe, enriching and respectful environment.

There is strength in diversity and we should all work together to positively impact the quality of life for our students.

Parents, as well as the larger community, are partners with us in educating all students.

Collaborative problem-solving, teamwork, creativity, innovation and a sense of humor are traits we embrace in our students, teachers, and staff.

Division Goals Goal 1 – Instruction & Academic Achievement To meet or exceed all annual state and federal performance benchmarks as a foundation for grade-level readiness, college and career preparation, and excellence in citizenship and academic achievement. Goal 2 – School, Family & Community Relationships To create positive connections that foster community relationships for all county citizens. Goal 3 – Operations To increase the efficiency of operations in the areas of: Buildings & Operations/Fiscal Responsibility/Transportation/Human Resources. Goal 4 – Safety To increase safety measures at all schools to include transporting students to and from schools. Goal 5 – Emotional/Mental Health & Wellness To provide avenues to increase emotional/mental health and wellness to students, staff and families.

School Board Policy File No. DA: MANAGEMENT OF FUNDS The superintendent or superintendent’s designee is responsible for administering the division budget in accordance with board policies and applicable state and federal regulations, and laws. The superintendent or superintendent’s designee uses appropriate fiscal planning and management methods, modeled after the best accepted business practices and directed toward the educational goals of the division.

1. If the appropriating body appropriates funds to the School Board by total amount (also referred to as lump sums), funds may be transferred by the School Board from one major classification to another. If funds are appropriated to the School Board by major classifications, no funds are expended by the School Board except in accordance with such classifications without the consent of the appropriating body. 2. The superintendent or his/her designee shall be authorized by the School Board to make line item transfers within a major classification.

The School Board manages and controls the funds made available to it for the public schools and incurs costs and expenses. File No. DB: ANNUAL BUDGET The annual school budget is the financial outline of the division's education program. It presents a proposed plan of expenditures and the expected means of financing those expenditures. After adoption, it provides the primary means of managing expenditures. The fiscal year begins on the first day of July and ends on the thirtieth day of the following June. The superintendent prepares, with the approval of the School Board, and submits to the appropriating body, an estimate of the amount of money needed during the next fiscal year for the support of the public schools of the school division. The estimate sets up the amount of money needed for each major classification prescribed by the Board of Education and such other headings or items as may be necessary. The superintendent or superintendent’s designee prepares a budget calendar identifying all deadlines for the annual budgetary process. The calendar includes a work session for reviewing the budget and at least one public hearing on the budget. Notice of the time and place for the public hearing is published at least ten days in advance, in a newspaper having general circulation within the school division. Upon approval of the school division’s budget by the appropriating body, the school division publishes the approved budget in line item form, including the estimated required local match, on its website, and the document is also made available in hard copy as needed to citizens for inspection.

File No. DG: CUSTODY AND DISBURSEMENT OF SCHOOL FUNDS All School Board funds, except (1) money generated by school activities, and classified "school activity fund accounts,” or (2) petty cash funds, are deposited with the Gloucester County Treasurer, who is in charge of the receipts, custody and disbursement of School Board funds and who keeps such funds in an account or accounts separate and distinct from all other funds. Checks must be drawn on the School Board account by the Gloucester County Treasurer, Gloucester, Virginia. File No. DI: FINANCIAL ACCOUNTING AND REPORTING The superintendent or superintendent’s designee is responsible for implementing a modern system of accounting for all school funds as established by the Board of Education and the Auditor of Public Accounts. Financial Accounting and Reporting The Gloucester County School Board receives monthly statements of the funds available for school purposes, including statements of revenues and expenditures, showing the financial condition of the division as of the last day of the month before the preceding month. School food service funds will be held in separate, interest bearing, bank accounts. At least once each year the school board submits a report of all its expenditures to the appropriating body. Such report is also made available to the public either on the school division website or in hard copy at the central school division office, on a template prescribed by the Board of Education. Inventories An inventory of fixed assets of the school division will be maintained. Gifts, Bequeaths, and Donations The School Board may take real and personal property by gift, grant, or bequest, and hold and use such property for carrying out the responsibilities of the School Board. The School Board may accept officially, as recorded in the minutes, all gifts, grants, and bequests for use or placement in school facilities. All gifts, grants, or bequests will become the property of the School Board. Activity Funds All funds derived from extracurricular school activities, including, but not limited to, entertainment, athletics, concessions, club dues, and from any and all activities of the school involving personnel, students, or property are considered school activity funds. Each school shall keep an accurate record of all receipts and disbursements of school activity funds so that a clear and concise statement of the condition of each fund may be determined at all times. It is the duty of each principal to see that such records are maintained in accordance with regulations of the Virginia Board of Education and the Gloucester County School Board. The principal or designee shall perform the duties of the administrative associate/bookkeeper. The

principal or designee shall be bonded, and the school board shall prescribe rules governing such bonds for employees who are responsible for school activity funds. Audits In accordance with State statutes and regulations, all financial records of the division will be audited following the close of each fiscal year. At least once a year, a duly qualified accountant, accounting firm or internal auditor shall perform an audit, examination, or review of school activity funds to ensure funds are being managed in accordance with this policy and all funds are properly accounted for. A copy of the report resulting from the audit, examination, or review (and the completed corrective action plan, if suggestions for improvement are made) shall be reviewed by the superintendent and the School Board, and filed in the office of the clerk of the School Board, the superintendent, and the principal. The cost of such an audit, examination or review shall be paid from the school operating fund. Monthly reports of such funds shall be prepared by the principal or designee and filed in the principal’s office and the Office of Budget and Finance. File No. DIA: REPORTING PER PUPIL COSTS Upon preparing the estimate of the amount of money deemed to be needed during the next fiscal year for the support of the schools, the division superintendent will also prepare and distribute, within a reasonable time as prescribed by the Board of Education, notification of the estimated average per pupil cost for public education in the school division for the coming school year in accordance with the budget estimates provided to the appropriating body. The notification will also include actual per pupil state and local education expenditures for the previous school year. The notice may also include federal funds expended for public education in the school division. The notice will be made available in a form provided by the Department of Education and shall be published on the school division's website or in hard copy upon request. File No. DJA: PURCHASING AUTHORITY All personnel in the division who desire to purchase equipment and supplies shall follow the established procurement procedures within the Virginia Public Procurement Act, the County of Gloucester Purchasing Ordinance, and their departments or schools for the issuance of a requisition or purchase order. All purchase requisitions must be forwarded to the superintendent, or his/her designee, for approval and processing. Internal Controls The superintendent, or his/her designee, shall establish appropriate procedures for internal accounting controls. Purchasing and Contracting It is the policy of Gloucester County Public Schools to encourage full and open competition whenever practicable among potential contractors and suppliers by competitive bidding practices;

to centralize purchasing and contracting to realize the economies resulting thereof, and to seek maximum educational value for every dollar expended. File No DJC: CONTRACT AUTHORITY The School Board hereby vests in the Superintendent of Schools the authority to sign any and all contracts in the name of the Board. In the event the Superintendent is unavailable, for whatever reason, to act, then the Assistant Superintendent is, hereby, vested with such authority. In the event the Assistant Superintendent is unavailable, for whatever, reason, to act, then the Chief Financial Officer is, hereby, vested with such authority. The authority granted herein may not be delegated by any of the persons named herein to any other person. Only the employees named herein shall be authorized to sign in the name of the Board, and, then, only under the circumstances herein described.

With regards to contracts involving non-public funds: 1. The Superintendent, Assistant Superintendent, Chief Financial Officer, and school principals are each authorized to enter into contracts for student services using non-public monies. These student service contracts may include, but not limited to, caps and gowns, photographs, class rings, yearbooks, and graduation announcements. 2. Purchasing procedures must follow state regulations and purchasing ordinances of Gloucester County.

File No. DJF: PURCHASING PROCEDURES All procurements made by the school division are in accordance with the Virginia Public Procurement Act and Gloucester County Purchasing Policy. Certification Regarding Sex Offenses As a condition of awarding a contract for the provision of services that require the contractor or his/her employees to have direct contact with students on school property during regular school hours or during schoolsponsored activities, the School Board requires the contractor to provide certification that all persons who will provide such services have not been convicted of a felony or any offense involving the sexual molestation or physical or sexual abuse or rape of a child. This requirement does not apply to a contractor or his employees providing services to the school division in an emergency or exceptional situation, such as when student health or safety is endangered or when repairs are needed on an urgent basis to ensure that school facilities are safe and habitable, when it is reasonably anticipated that the contractor or his employees will have no direct contact with students.

Unauthorized Aliens The School Board provides in every written contract that the contractor does not, and shall not during the performance of the contract for goods and services in Virginia, knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986. Discrimination by Contractor Prohibited The School Board includes the following provisions in every contract of more than $10,000:

1. During the performance of this contract, the contractor agrees as follows:

a. The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause. b. The contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that such contractor is an equal opportunity employer. c. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section.

2. The contractor will include the provisions of the foregoing paragraphs a, b and c in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

File No. DJG: VENDOR RELATIONS

Access to School Premises No vendor, agent, or sales representative enters the schools to advertise or sell goods or services to employees or students unless otherwise provided herein. Any person/persons found soliciting goods or services to students and employees in the schools or on school property during school hours is subject to being barred from the property. Vendors will not be permitted to make appointments with individual School Board employees without the permission of the principal, the superintendent, or the superintendent’s designee. No vendor will be permitted to arrange demonstrations of products or services, take orders for goods or services to be used for a trial period, or take orders to be billed to the school or school division without prior authorization from the principal, the superintendent, or the superintendent’s designee. This does not prevent authorized representatives of firms regularly supplying goods and services to the school division from having access to the schools in the course of their routine business duties.

Prohibition on Solicitation or Acceptance of Gifts No employee with responsibility for a procurement transaction may request, accept, or agree to accept from a bidder, offeror, contractor or subcontractor anything of more than minimal value unless consideration of substantially equal or greater value is exchanged. Disclosure of Subsequent Employment No employee or former employee with official responsibility for procurement transactions may accept employment with any bidder, offeror, or contractor with whom the employee or former employee dealt in an official capacity concerning procurement transactions for a period of one year from the end of employment by the school division unless the employee or former employee provides written notification to the division prior to commencement of employment by that bidder, offeror, or contractor.

File No. DL: PAYROLL PROCEDURES All salaries and supplements paid regular staff members, substitute or part-time personnel, and student workers will be paid by the business office in accordance with the schedule approved by the School Board. The business office will maintain records that accurately reflect the compensation and related benefits of each employee.

File No. DLC: EXPENSE REIMBURSEMENTS The School Board shall encourage attendance and participation of school personnel in professional development activities in order to improve their work skills and to maintain high morale. Request for reimbursement from School Board funds will be honored only for activities approved in advance by the superintendent or superintendent’s designee and for which a statement of travel, with supporting documents, is submitted within 30 days of the conclusion of the trip and in accordance with DLC-R.

Fund Types Operating Fund The Operating Fund accounts for revenues and expenditures involved in the day-to-day operation of the division. Revenues are received from the federal, state, and local governments and are presented by source, as well as individual program. Expenditures are presented by state category and further defined by department, program, and object code. This fund includes expenditures with six of the nine state categories as follow Central Food Service Fund The Central Food Service Fund focuses on the activities of management and daily operation of all breakfast and lunch programs with the school division. All programs operate under the federal school food service program. Revenues include state and federal funds and locally generated funds such as sales, catering, rebates, and interest. The operation is self-supporting with no local contribution from the governing body. Capital Improvements Fund The Capital Improvements Fund includes major repairs to facilities and the purchase of school buses, vehicles and other large equipment. Gloucester County requires that a capital improvement project be greater than $50,000 in cost, constitute a substantial change or improvement to the fixed assets of the school system, and have a useful life expectancy of greater than five years. Revenues for this fund include debt proceeds and local contributions. Debt Service Fund The Debt Service Fund includes principal and interest payments and fees for VPSA Bonds and Literary Loan payments. This fund is maintained by the County.

Basis of Accounting The school division follows the modified accrual basis of accounting. Under the modified accrual basis, revenues are recognized when measurable and available. Available is defined as collectible within the current fiscal year or soon thereafter in order to pay liabilities of the current fiscal year. Expenditures, other than interest and principal on long-term debt which are recorded when due, are recorded when the fund liability is incurred, if measurable.

Budget Planning Process

August

■ 5 Year CIP requests submitted to County

September ■ Develop budget files/packages/forms ■ Present 5 Year CIP request to County Administrator ■ Joint meeting with BOS

October ■ Budget discussions/planning with Superintendent and Executive Leadership Team ■ Finalize budget packages

November

■ Disseminate budget packages ■ Present 5 Year CIP Request to Planning Commission ■ Receive budget requests

December

■ Meet with budget holders ■ Review impact of Governor’s Proposed Budget

January

■ Compile adjusted requests ■ Receive input from the public & presentation of ELT budget considerations

February

■ Present Superintendent’s Recommended Budget ■ Joint Retreat/Meeting with Board of Supervisors ■ Monitor General Assembly

March ■ Budget Q & A with Superintendent & Chief Financial Officer ■ Public Hearing ■ Approval of School Board’s Recommended Budget ■ Joint meeting with Board of Supervisors ■ Monitoring staffing/schedules

April

■ Adoption of County’s budget

May ■ School Board’s Adopted Budget

Budget Development