SCHOOL BOARD OF THE CITY OF VIRGINIA BEACH

MINUTES OF SCHOOL BOARD REGULAR MEETING

JANUARY 22, 2008

The School Board of the City of Virginia Beach held a regular meeting Tuesday, January 22, 2008 at the School Administration Building.

MEMBERS PRESENT:

Mr. Daniel D. “Dan” Edwards, Chairman
Ms. Rita Sweet Bellitto, Vice Chairman	Mr. Dan R. Lowe
Mr. Todd C. Davidson	Mr. Lyndon S. Remias
Ms. Emma L. “Em” Davis	Ms. Sandra Smith-Jones
Ms. Patricia G. Edmonson	Mr. Michael W. Stewart
Mr. Edward F. Fissinger, Sr.	Ms. Carolyn D. Weems
Dr. James G. Merrill, Superintendent

Members ABSENT: None

1. Convene School Board Informal Meeting:

Chairman Edwards convened the Board in the einstein.lab at 4:36 p.m. All Board members were present with the exception of Ms. Edmonson and Mr. Davidson who both arrived at 4:40 p.m.

2. Workshop #1:

A. Five Year Standards of Learning (SOL) Trend Analysis: Dr. Jared A. Cotton, Assistant Superintendent for Research, Evaluation, and Assessment, presented a review of the Five-Year Standards of Learning (SOL) Trend Analysis executive summary including the division’s strengths and challenges. Also provided to Board members was a CD-ROM containing the passing rates, scale scores, historical accreditation data and Adequate Yearly Progress (AYP) information for the last several years. Discussion concluded at 4:55 p.m.

B. 2007-2008 Program of Work Quarterly Update: Dr. Sheila S. Magula, Deputy Superintendent, presented the second quarter report on the 2007-2008 Program of Work including status and due dates of each measurable objective for each goal area. Discussion concluded at 5:18 p.m.

C. Presentation of the Proposed Advocacy Plan: On behalf of the Board ad hoc committee assigned to work with Administration to develop a system-wide advocacy plan, Ms. Smith-Jones, Chair, and Ms. Weems, introduced the committee’s report and recommendations to increase resources, garner community support and improve student achievement. It was noted strategies were built on the foundation of the 2007-2008 Program of Work to address each goal area. Discussion concluded at 5:38 p.m. to be resumed at the conclusion of the formal meeting.

The workshop concluded at 5:38 p.m.

3. Closed Meeting: None

4. Hearing of Citizens and Delegations on Non-Agenda Items: The Board heard comments from John McKenzie in opposition to mandatory use of mouth guards for soccer.

5. Formal Meeting Call to Order and Electronic Roll Call:

Chairman Edwards called the formal meeting to order in the School Board Room at 6:17 p.m. All Board members were present.

6. Student, Employee and Public Awards and Recognition:

A. Outstanding Attendance – December 2007: The School Board recognized the following schools for having the highest percent of student attendance for the month of December 2007: New Castle Elementary School with 97.17 percent, Kemps Landing Magnet School with 97.71 percent, and Tallwood High School with 95.76 percent.

B. Most Improved Attendance – December 2007: The School Board recognized the following schools for having the highest percent of most improved attendance for December 2007: Seatack Elementary School with 1.30 percent; Lynnhaven Middle School with 0.30 percent; and Open Campus with 3.23 percent.

7. Invocation and Pledge of Allegiance: Due to the sudden inability of the clergy scheduled to offer the invocation to attend, Chairman Edwards conducted a Moment of Silence followed by the Pledge of Allegiance.

8. Superintendent’s Report: Prior to giving his report, Superintendent Merrill addressed why a delayed opening was not instituted during the morning’s icing of roads and asked all involved to consider the intense logistics that are involved in operating a transportation system of 600+ buses. He explained the window of opportunity in Virginia Beach for a decision to be made in which school can be delayed or closed is 5:15 a.m. as buses begin their routes shortly thereafter. He apologized for the anxiety and frustration experienced by all and stated a commitment to evaluate actions to determine what can be improved in the future. He introduced Mr. David L. Pace, Director of Transportation, who explained the unpredicted icing of roads occurred after the 5:15 a.m. threshold without warning from any of the weather resources typically consulted. Mr. Pace then reviewed the procedural steps typically employed to make a decision about the opening of school during inclement weather, and stated procedures would be reviewed for future refinement.

In addition to recognizing the many awards and accomplishments of students and staff, Superintendent Merrill reported on activities throughout the school division including those recognizing January as Reading Month and National Mentoring Month, Ocean Lakes Elementary School’s Listening Ears program, and Seatack Elementary School’s annual spelling bee for third graders. He also recognized Virginia Beach Schools Education Foundation and reported on their Teacher Grants Improve Futures (TGIF) event, and thanked principals in recognition of January 14-18 as Virginia Schools Principals’ Week. Also announced were the schools who were recipients of the Governors Award for Education Excellence to include Creeds Elementary School, Kemps Landing Magnet School, King’s Grant Elementary School, Old Donation Center and Princess Anne High School. He noted the school division as a whole as well as 35 individual schools earned the Board of Education’s Virginia Index of Performance (VIP) Excellence Award while an additional 22 schools received the Board of Education’s VIP Competence to Excellence Award and congratulated the schools, students, teachers, administrators and support staff.

9. Hearing of Citizens and Delegations on Agenda Items: The Board heard comments from the following citizens and delegations on agenda items:

Ann Sye, Jeff Bates and Andrew Jackson regarding Goal 5 of the 2007-2008 Program of Work to improve the academic performance of African-American males; and

Iva Nash, president of the Virginia Beach Education Association (VBEA) regarding Goal 4 of the 2007-2008 Program of Work to improve the elementary teacher workday.

10. Approval of Minutes:

A. January 8, 2008 Regular Meeting: Mr. Stewart made a motion, seconded by Mr. Davidson, that the Board approve the minutes of their January 8, 2008 regular meeting as presented. The motion was unanimously approved.

11. Adoption of the Agenda: There being no proposed changes to the published agenda, Ms. Smith-Jones made a motion, seconded by Mr. Lowe, that the Board adopt the agenda as presented. The motion was unanimously approved.

12. Consent Agenda: Ms. Smith-Jones made a motion, seconded by Mr. Fissinger, that the Board approve the Consent Agenda. The motion was unanimously approved and the following items adopted as part of the Consent Agenda:

A. Resolutions:

1. Virginia Beach City Public Schools Custodial Appreciation Day as follows:

RESOLUTION HONORING VBCPS CUSTODIANS FOR CUSTODIAL APPRECIATION DAY

JANUARY 28, 2008

WHEREAS, the cleanliness and safety of Virginia Beach City Public Schools and other school division properties are vital to the development and maintenance of environments suitable for learning and working respectively, for students and employees; and

WHEREAS, many of the approximately 731 contracted custodians and 250 substitute custodians of the Office of Custodial Services, under the Department of Administrative Support Services, are important participants in the education and development of more than 71,000 students and the operation of the Virginia Beach City Public Schools through the daily performance of their jobs that keep 10,374,774 square feet of school and office space clean and orderly; and

WHEREAS, Virginia Beach school custodians meet their job requirements and responsibilities by upholding professional work standards, receiving timely training, and approaching all tasks in a strong, collective spirit of teamwork, which contributes to their overall work effectiveness; and

WHEREAS, from positive contact with students during the school year, many Virginia Beach school custodians are regarded as role models, mentors, and adult friends by many students in the schools where they serve; and

WHEREAS, throughout schools in the school system, school custodians contribute to the school family and community by serving on school planning councils, participating in school and school division committees, and dedicating their time and talents to other activities that contribute to the development and education of the students of the school division; and

WHEREAS, Virginia Beach schools custodians exhibit diligence, patience, reserve and the highest degree of professionalism in adjusting to new challenges and situations that occur in the schools among students; and

WHEREAS, the School Board of the City of Virginia Beach recognizes and appreciates the outstanding work administered by both contractual and substitute custodians of the Office of Custodial Services.

NOW, THEREFORE, BE IT

RESOLVED: That the School Board of the City of Virginia Beach recognize Custodial Appreciation Day on January 28, 2008; and be it

FURTHER RESOLVED: That the School Board of the City of Virginia Beach take official cognizance of the exemplary work mastered by custodians of the Office of Custodial Services; and be it

FURTHER RESOLVED: That a copy of this resolution be spread across the official minutes of the School Board.

2. Discover Languages Month as follows:

DISCOVER LANGUAGES MONTH RESOLUTION

February 1, 2008 through February 29, 2008

WHEREAS, the American Council on the Teaching of Foreign Languages recognizes February as Discover Languages Month; and

WHEREAS, the study of languages other than English enhances our understanding of the history, culture, customs and values of ancient and modern people and societies throughout the world; and

WHEREAS, the ability to communicate with people who speak languages other than English is important for our students to become world citizens; and

WHEREAS, being able to communicate in languages other than English gives our students a greater appreciation for the diversity of people and cultures from around the world; and

WHEREAS, the School Board of the City of Virginia Beach recognizes that the study of languages is increasingly important in today’s global society; and

WHEREAS, the language courses offered in the public schools of the City of Virginia Beach attract a large number of students each year.

NOW, THEREFORE, BE IT

RESOLVED: That the School Board of the City of Virginia Beach designate February 1, 2008 through February 29, 2008, as Discover Languages Month in the Virginia Beach City Public Schools; and be it

FURTHER RESOLVED: That the School Board of the City of Virginia Beach commend our teachers of languages for their dedicated efforts to meet this vital need; and be it

FURTHER RESOLVED: That a copy of this resolution be spread across the official minutes of this Board.

B. Course Proposals: Tallwood High School Global Studies and World Languages Academy:

1. African American History I: Semester-long, one half credit social studies elective course for dual enrollment recommended for implementation in the 2008-2009 school year

2. Studies in Eastern Thinking: Semester-long, one half credit elective course for dual enrollment recommended for implementation in the 2008-2009 school year

C. Department of Research, Evaluation, and Assessment 2007-2008 Program Evaluation Schedule as follows (NOTE: Evaluation reports based on data from 2007-2008 will be provided to the School Board during the 2008-2009 school year):

Existing Programs Scheduled for Evaluation
Program Name	Schools/Locations Served	Evaluation Type
Summer School	All levels (elementary, middle and high)	Program refinement
Local Assessment System	All schools	Program refinement
Evaluations Scheduled as the Result of 2006-2007 Program Evaluations
Program Name	Schools/Locations Served	Evaluation Type
Year-Round School Program	Corporate Landing, Point O’View, Seatack, and Plaza elementary schools	Report on key measures
Galaxy After-School Program	Bayside Tri-Campus: Bettie F. Williams, Diamond Springs, and Newtown elementary schools	Full evaluation, including recommendations regarding continuation
Extended-Day Kindergarten (EDK) at Non-Title I Schools	All non-Title I schools (39 schools)	Report on the achievement of measurable objectives
Evaluations Currently Scheduled for the 2007-2008 School Year
Program/Study Name	Schools/Locations Served	Evaluation Type
Project X-CD	Corporate Landing, Larkspur, and Plaza middle schools	Comprehensive evaluation
Academy and Advanced Academic Programs Longitudinal Study	All academy and advanced academic programs	Update on longitudinal study
Early Discoveries Longitudinal Study	Serving at-risk preschool children at 14 elementary school sites	Update on longitudinal study

D. Monthly Attendance Report – December 2007

E. Appointments, Resignations and Retirements as presented on the January 22, 2008 personnel report. In addition, Superintendent Merrill presented, and the Board affirmed, Administration’s recommendation to appoint Douglas G. Wren, Ed.D. as Assessment Specialist in the Department of Research, Evaluation, and Assessment.

13. Action:

A. Categorical Budget Transfer: Prior to a motion, Mr. Farrell E. Hanzaker, Chief Financial Officer, presented a categorical budget transfer request and related resolution requesting City Council approve a categorical transfer in the amount of $36,655 from Instruction to Administration as a result of a grants manager position being transferred from Curriculum and Instruction to the Department of Budget and Finance as per the Superintendent’s reorganization. Mr. Stewart then made a motion, seconded by Mr. Davidson, that the Board approve the Transfer of Appropriations dated January 16, 2008 in the amount of $36,655, and related resolution. The motion was unanimously approved and the budget transfer and related resolution adopted as follows:

RESOLUTION REGARDING CATEGORICAL TRANSFER

WHEREAS, the Superintendent implemented a reorganization of the central office which resulted in a reduction in the number of positions and also a reallocation of other staff to schools and other departments; and

WHEREAS, one position, Grants Manager, was transferred from the Curriculum Department to the Budget and Finance Department which crosses funding categories; and

WHEREAS, the Administration recommends that $36,655 be transferred to the appropriate funding category; and

WHEREAS, the Board approves and affirms the recommended transfer of these funds; and

WHEREAS, a categorical transfer is necessary to place these funds in the appropriate budget category; and

WHEREAS, any transfer of funds between categories must be approved by City Council prior to transfer and expenditure of funds by the School Board.

NOW, THEREFORE, BE IT

RESOLVED: That the Board approves and affirms the recommended transfer and uses of these funds and directs Administration to proceed with expending these funds (after approval of the City Council); and be it

FURTHER RESOLVED: That the Board requests the City Council to approve the categorical transfer as follows:

· $ 36,655 from Instruction to Administration

and be it

FURTHER RESOLVED: That a copy of this resolution be spread across the official minutes of this Board, and the Clerk of the Board is directed to deliver a copy of this resolution to the Mayor, each member of City Council, the City Manager, and the City Clerk.

14. Information:

A. 2007-2008 Program of Work Quarterly Update: Dr. Sheila S. Magula, Deputy Superintendent, presented a review of what was presented to the Board in the afternoon workshop providing the second quarter update on the 2007-2008 Program of Work including status of measurable objectives and estimated percent completed for each goal area, and Administration responded to Board inquiries.

B. Internal Financial Statements: Mr. A. Samuel Cohen, Director of Business Services, explained the rationale for the unfavorable rating for state sales tax, the Commonwealth of Virginia, and federal receipts. He reported a $2.5 million shortfall expected from state sales tax will be made up through the basic aid formula as well as a slight increase in the projected March 31 ADM, and although federal receipts were rated unfavorable through the end of December, additional funds had been collected since the reporting and it was now running at an acceptable trend. Additionally, Mr. Farrell E. Hanzaker, Chief Financial Officer, reported on sources that may result in the school division receiving additional federal funds; the amount and timing yet to be determined.

15. Committee Reports: Mr. Davidson expressed appreciation and commended those instrumental in making the Tallwood High School Dream Summit a positive and uplifting experience as it relates to ensuring that the School Board goal of improving the achievement of African-American males is attained.

The Board recessed at 7:41 p.m. and reconvened in workshop format in Room 113 at 7:49 p.m. All Board members were present

16. Workshop (continued):

C. Presentation of the Proposed Advocacy Plan: On behalf of the ad hoc committee assigned to work with Administration to develop a system-wide advocacy plan, Ms. Smith-Jones, Chair, introduced Mr. Arthur Griffin, Jr., who served 17 years on the Charlotte-Mecklenburg Board of Education. He lead the Board in a discussion about what constitutes effective Boardsmanship and provided examples of advocacy initiatives. Discussion concluded with Ms. Smith-Jones asking Board members to sign-up for one of the upcoming Strategic Planning focus group meetings, Futures Forum, and Town Hall meetings. Discussion concluded at 8:18 p.m.

Workshop #2:

A. Superintendent’s Proposed FY2008/09 – 2013/14 Capital Improvement Program (CIP): Mr. Anthony L. Arnold, P.E., Director of Facilities Planning and Construction, presented an overview of the proposed six-year $675 million Superintendent’s Proposed FY2008-07/2013-14 Capital Improvement Program with the year one (FY2008/09) target of $56,817,912 and actual at $59,876,379. He reviewed the development schedule, student membership (70,682 as of September 30, 2007), facilities (57 elementary, 14 middle, 11 high and 7 auxiliary = 89 facilities totaling 9,854,433 sq. ft.), and projected membership for the period. Mr. Arnold noted the CIP had been updated to reflect priorities of the Long Range Master Plan accepted by the Board on October 2, 2007, with cost estimates / projections updated to current market trends and funding targets based on the continued support of Pay As You Go (PAYGO) funding from the operating budget as provided in FY2007/08. He highlighted completed projects, projects under construction, projects under design, projects removed, and new projects. Discussion concluded at 8:53 p.m.

Mr. Lowe noted a listing of 2008 Legislative Priorities had been included in the Board’s green folders distributed at the afternoon workshop and reminded the Board of their January 28th, 2008 annual legislative reception/dinner in Richmond with the local General Assembly delegation.

B. Program of Work: Board Committee Reports: Board committee chairs provided an informal update on activities of the following Program of Work Board committees: Board Training, Orientation/Curriculum and Self-Evaluation (Stewart); Committee Structure (Davidson); Strategic Planning Committee (Fissinger); Retreat Planning for 2008 (Davis); Revenue Sharing (Edwards); CIP/Modernization (Lowe); and Advocacy (Smith-Jones).

In addition, the Board was reminded of the February 2008 benefit sponsored by the Virginia Beach Crime Solvers Unit.

C. Board Schedule: July 2008 – June 2009: This item was not discussed.

The workshop concluded at 9:02 p.m.

17. Vote on Remaining Action Items: None

18. Adjournment: There being no further business before the Board, Chairman Edwards adjourned the meeting at 9:02 p.m.

Respectfully submitted,

Approved: Dianne P. Alexander, Clerk of the Board

Daniel D. Edwards, Chairman