PROCEEDINGS OF THE PARISH SCHOOL BOARD OF THE PARISH OF EAST FELICIANA, STATE OF LOUISIANA, TAKEN AT A REGULAR MEETING HELD ON FEBRUARY 5, 2013
February 1, 2013
PROPOSED AGENDA FOR
EAST FELICIANA PARISH SCHOOL BOARD
Central Office Board Room, located at
12732 Silliman Street, Town of Clinton, Louisiana
TUESDAY, FEBRUARY 5, 2013 - 5:00 P.M.
1. Call to order
2. Approval of the agenda
3. Approval of the minutes of January 8, 2013, regular meeting
4. Special Recognitions
A. Jerry Denton, Candidate for First Circuit Court of Appeal Judgeship
B. Edna Lusk Thomas, Director presentation on Employees of the Month
C. Brian Chandler, Parish Chair presentation of Cooperative Extension Service Annual Report
5. Communications/Reports
Expression of sympathy to the Family of Mr. George Ray Webb, respective Brother of Patricia Wilkinson, CNP Account Clerk II, Central Office and Lida Green, CNP Technician, Jackson School Complex; in his passing on Friday, January 11, 2013
A. Sales Tax Collections Report
B. Superintendent's Report
(1) February 1st, 2013 Student Count Report
(2) Receive Board ratification of Dr. Lewis, using his discretion on behalf of the East Feliciana Parish School Board, in receipt and distribution of $1,500.00 donation from Exxon Mobil to East Feliciana High School Band {designating $1,000.00 to band uniforms and $500.00 to band}
(3) Receive and review written request for out-of-state travel by Benjamin Garcia, SCCS to attend Central States Conference on the Teaching of a Foreign Language, at Hilton Columbus Downtown, Columbus, Ohio, March 13th - 17th, 2013 {funding source: SCCS Title II}
6. Old Business
Board President Michael Ray Bradford rescheduling Tuesday, March 12, 2013 Regular Board Meeting date to Monday, March 11, 2013 at 5:00 P.M.
7. New Business
A. Salary Committee Report
B. Policy Review Committee Report
C. School Safety Committee Report
D. Bid Opening Committee Report
E. Finance Committee Report
F. Board Member John Benjamin Cupit request to review the East Feliciana Parish School Board School Activity Fund Procedures Manual (re-adopted August 4, 2009)
There were present: School Board Members Olivia Harris, Elizabeth “Beth” Dawson, Melvin L. Hollins, John Benjamin Cupit, Paul Kent, Mitchell Harrell, Michael Ray Bradford, Debra Spurlock Haynes, Broderick Brooks, Sr., Richard Terrell and Rufus Nesbitt. Board Member absent: Rhonda Matthews. Other Attendees: Henderson Lewis, Jr., Ph.D., Superintendent, Irma Lee Bendily, Admn. Asst, Samuel D’Aquilla, 20th JDC District Attorney, Tommy LeJeune, C.P.A., Faulk & Winkler, LLC and other attendees.
Board President Michael Ray Bradford opened and chaired the meeting and asked Richard Terrell to open the meeting with prayer. He then turned the floor over to Principal Ella Philson to lead her Clinton Elementary Students and Staffers, in reciting the Pledge of Allegiance to The Flag in unison.
The Parish School Board of the Parish of East Feliciana, State of Louisiana, was duly convened as the governing authority of said Parish for school purposes by Michael Ray Bradford, Board President, who announced the purposes of said meeting in accordance with the aforesaid written notice thereof. Board President Bradford stated the Board was ready for transaction of business.
Item 2. Board President Bradford called for any additions to the agenda, receiving none, he called for a motion to approve the above agenda.
Motion by Mr. Terrell, seconded by Mr. Brooks to approve the above agenda.
Board President Bradford then asked for any public comment before a vote is taken on this motion. Receiving none, Board President Bradford then proceeded with the vote. All yeas. The motion carried. Absent: Matthews.
Item 3. Motion by Mr. Terrell, seconded by Mr. Brooks, to approve the minutes of January 8, 2013 regular meeting, published in the official journal.
Board President Bradford then asked for any public comment before a vote is taken on this motion. Receiving none, Board President Bradford then proceeded with the vote. All yeas. The motion carried. Absent: Matthews.
Item 4.A. Board President Bradford turned the floor over to Mr. Jerry Denton.
Mr. Jerry Denton related he is a Candidate for the First Circuit Court of Appeals Judgeship which is going to be on the Saturday, April 6, 2013 Election Ballot. He then reviewed his qualifications, legal knowledge and experience which lend itself to his being a candidate for this judgeship.
Item 4.B. Board President Bradford turned the floor over to Mrs. Edna Thomas.
Edna Thomas, Director presented as Employee of the Month for December, 2012 - Knight Roddy, Ph.D., Supervisor and Kim Cambre, Representative of with Taylor & Sons presented him with an appreciation plaque and related items.
Board President Bradford called for a photo opportunity with Dr. Roddy and Board Members Nesbitt and Terrell.
Edna Thomas, Director presented as Employee of the Month for January, 2013 - Cedric Anderson, Athletic Director and Head Coach of the East Feliciana High School Football Team and Kim Cambre, Representative of with Taylor & Sons presented him with an appreciation plaque and related items.
Board President Bradford called for a photo opportunity with Coach Anderson and Board Members Brooks and Haynes.
Item 4.C. Board President Bradford turned the floor over to Miss Ursula Shaw.
Ursula Shaw, Extension 4-H Educator related that her Parish Chair, Mr. Brian Chandler was unable to attend this meeting. She then reviewed with Board Members present copies of a hand out entitled “East Feliciana Parish Cooperative Extension Service Annual Report 2012". She concluded by introducing other Extension Staffers present this evening, being: Boby Bingham, Associate Extension Agent, Ryan Barnette, Assistant County Agent (4-H).
Board President Bradford turned the floor over to Dr. Lewis.
Dr. Lewis recognized being very appreciative of the partnership we have with the Ag. Center. He then recognized Ms. Shaw on receipt of Certificate of Merit awarded by the Louisiana Civil Service League on Friday, January 18, 2013, at the Doubletree Hotel in New Orleans.
Board President Bradford called for a photo opportunity with Ms. Shaw, Board Members Harris and Dawson and Dr. Lewis.
Item 5. Board President Bradford turned the floor over to Dr. Lewis.
Dr. Lewis related expressions of sympathy on behalf of the Board to the families as listed on the above agenda.
Board President Bradford requested a moment of silence. Amen.
Item 5.A. Board President Bradford turned the floor over to Dr. Lewis.
Dr. Lewis related to Board Members present that the January, 2013 Sales Tax Report reflects collections at 5% of $631,867.48 and delinquent sales tax collections of $11,963.73.
Board President Bradford called for any questions or comments. After some discussion by Board President Bradford, along with responses by Dr. Lewis Board President Bradford proceeded with the agenda.
Item 5.B.(1) Board President Bradford turned the floor over to Dr. Lewis.
Dr. Lewis reviewed copies of Student Count for February 1, 2013 and the information provided reflects that we are up about 13 students from the October 1st, 2013 Student Count. He related as long as we continue to go “North”, it is always a good thing.
Item 5.B.(2) Motion by Mr. Terrell, seconded by Mr. Hollins for Board ratification of Dr. Lewis, using his discretion on behalf of the East Feliciana Parish School Board, in receipt and distribution of $1,500.00 donation from Exxon Mobil to East Feliciana High School Band {designating $1,000.00 to band uniforms and $500.00 to band}.
Board President Bradford then asked for any public comment before a vote is taken on this motion. Receiving none, Board President Bradford then proceeded with the vote. All yeas. The motion carried. Absent: Matthews.
Item 5.B.(3) Motion by Mr. Terrell, seconded by Mrs. Dawson to approve the written request for out-of-state travel by Benjamin Garcia, SCCS to attend Central States Conference on the Teaching of a Foreign Language, at Hilton Columbus Downtown, Columbus, Ohio, March 13th - 17th, 2013 {funding source: SCCS Title II}.
Board President Bradford then asked for any public comment before a vote is taken on this motion. After some discussion by Board Member Nesbitt and Vice-President Harell, along with responses by Dr. Lewis, Board President Bradford then proceeded with the vote. All yeas. The motion carried. Absent: Matthews.
Item 6. Board President Bradford called for a motion to reschedule the Tuesday, March 12, 2013 Regular Board Meeting date to Monday, March 11, 2013 at 5:00 P.M.
Motion by Mrs. Dawson, seconded by Mr. Brooks to accept Board President Bradford’s recommendation to reschedule the Tuesday, March 12, 2013 Regular Board Meeting date to Monday, March 11, 2013.
Board President Bradford then asked for any public comment before a vote is taken on this motion. Receiving none, Board President Bradford then proceeded with the vote. All yeas. The motion carried. Absent: Matthews.
Item 7.A. Board President Bradford turned the floor over to Mrs. Harris.
Olivia Harris, Chairperson of the Salary Committee proceeded with the following presentation from the meeting held on Tuesday, January 29, 2013 at 4:15 P.M. (a copy of which is attached hereto for reference). She noted that Item 1. failed at committee and called for a motion recommendation on Item 2.
Motion by Mr. Terrell, seconded by Mrs. Dawson to accept the Salary Committee recommendation in connection with Item 7.A.(2) the Board accept and approve Dr. Lewis’ recommendations to the Salary and Finance Committees recommending the Board authorize issuance of supplemental 13th checks to eligible employees with payroll on February 15, 2013, {as per School Board Policy File: GBA entitled “Contracts And Compensation” § Salary Supplements} along with taking benefits and related expenses out of each duly authorized stipend check.
Board President Bradford then asked for any public comment before a vote is taken on this motion. After some discussion by Board President Bradford and Board Member Kent, along with responses by Dr. Lewis, Board President Bradford then proceeded with the vote. All yeas. The motion carried. Absent: Matthews.
Item 7.B. Board President Bradford turned the floor over to Mrs. Haynes.
Debra Spurlock Haynes, Chairperson of the Policy Review Committee proceeded with the following presentation from the meeting held on Tuesday, January 29, 2013 at 4:30 P.M. (a copy of which is attached hereto for reference). She then called for motions on Items1., 2. and 3.
Motion by Mr. Terrell, seconded by Mr. Brooks to recommend the Board waive the oral reading and accept the Policy Review Committee recommendations on Item 7.B.1. as follows:
1. Receive proposed 2012 Louisiana Legislative changes, revisions and/or deletions to the following Board Policies:
(a) File: DFM, entitled “Sale of Surplus Equipment and Supplies” - NEW POLICY
(b) File: DN, entitled “Disposal of School Property” recoded to File: DFN, entitled “Sale of Buildings and Land” - NEW POLICY
(c) File: FDC, entitled “Naming of Facilities”
(d) File: IEB, entitled “Class Size”
(e) File: JBCBB, entitled “Homeless Students Children And Youth”
(f) File: JGCD, entitled “Administration of Medication”
(g) File: GBNA, entitled “Reduction of Personnel”,
as a 1st reading at the February 5, 2013 Regular Board Meeting. Further to bring same back to the upcoming March, 2013 Regular Board Meeting for a 2nd reading and adoption as Policy.
Board President Bradford then asked for any public comment before a vote is taken on this motion. Receiving none, Board President Bradford then proceeded with the vote. All yeas. The motion carried. Absent: Matthews.
Motion by Mr. Terrell, seconded by Vice-President Harrell to accept the Policy Review Committee recommendation in connection with Item 7.B.(2)the Board waive the oral reading and accept the Policy Review Committee recommendations on Item 2. the School Board stay with the School System payroll procedures that have been in place for some seven (7) years, authorizing various stipend payments to eligible employees for inclusion in School Board Policies File: DJC, entitled “Payroll Procedures” under Employee Payroll § Stipend Payroll, File GBA, entitled “Contracts And Compensation” § Salary Supplements and any corresponding policies, as a 1st reading at the February 5, 2013 Regular Board Meeting. Further to bring same back to the upcoming March, 2013 Regular Board Meeting for a 2nd reading and adoption as Policy.
Board President Bradford then asked for any public comment before a vote is taken on this motion. After some discussion by Board Member Cupit, along with responses by Dr. Lewis, Board President Bradford then proceeded with the vote. All yeas. The motion carried. Absent: Matthews.
Motion by Mr. Terrell, seconded by Mr. Brooks to accept the Policy Review Committee recommendation in connection with Item 7.B.(3) the Board waive the oral reading and accept the Policy Review Committee recommendations on Item 3. of proposed revisions to Board Policy File: BC, entitled “Meetings” as requested by Dr. Lewis to bring the Annual School Board Meeting Schedule for Board approval at the regular March Board Meeting, instead of to the regular July Board Meeting; same as required for the School Calendars as set out in Board Policy File: AEA, entitled “School Calendar” , as a 1st reading at the February 5, 2013 Regular Board Meeting. Further to bring same back to the upcoming March, 2013 Regular Board Meeting for a 2nd reading and adoption as Policy.
Board President Bradford then asked for any public comment before a vote is taken on this motion. After some discussion by Board Member Haynes and Vice-President Harrell, along with responses by Dr. Lewis, Board President Bradford then proceeded with the vote. All yeas. The motion carried. Absent: Matthews.
Item 7.C. Board President Bradford turned the floor over to Mr. Nesbitt.
Rufus Nesbitt, Chairman of the School Safety Committee proceeded with the following presentation from the meeting held on Tuesday, January 29, 2013 at 5:09 P.M. (a copy of which is attached hereto for reference). He noted this as an informational meeting that will reconvene after D.A. D’Aquilla is able to reschedule and hold his Law Enforcement Meeting with School Officials.
Board President Bradford asked Dr. Lewis for an update on the Jackson Schools Bomb Threat.
Dr. Lewis noted the Principal got a bomb threat on Wednesday, January 30, 2013 and he activated the phone tree to parents informing them the elementary students were removed to the Vo-Tech School next door and the High Schoolers were removed to the football stadium and then to the Civic Center in Jackson. He related the phone tree was activated again to parents informing them that law enforcement officials had given the all clear for classes to resume. He noted the timing of this bomb threat came in at 8:00 A.M. on the same date as D.A. D’Aquilla has scheduled his 9:30 A.M. Law Enforcement Meeting with School Officials. He noted D.A. D’Aquilla has rescheduled his meeting to Wednesday, February 13, 2013 at 9:30 A.M. with area law enforcement and school officials. He concluded by extending his thanks to Mrs. Joyce Kent and our Transportation Department Bus Drivers for their rapid response to our call for buses. He also thanked Board Members who came to the scene to lend their assistance.
Item 7.D. Board President Bradford turned the floor over to Mr. Kent.
Paul Kent, Chairman of the Bid Opening Committee proceeded with the following presentation from the meeting held on Thursday, January 31, 2013 at 1:30 P.M. (a copy of which is attached hereto for reference). He then called for a motion to accept the breakdown line item bid data, prepared by Supervisor Bell indicating items to be purchased from The Merchants Company, J.E. Hicks Distributing and Kleinpeter Farms Dairy, awarding these food items from February 1, 2013 through June 30, 2013.
Motion by Mrs. Dawson, seconded by Vice-President Harrell to accept the Bid Opening Committee recommendation in connection with Item 7.D.91) to accept the breakdown line item bid data, prepared by Supervisor Bell indicating items to be purchased from The Merchants Company, J.E. Hicks Distributing and Kleinpeter Farms Dairy, awarding these food items from February 1, 2013 through June 30, 2013.
Board President Bradford then asked for any public comment before a vote is taken on this motion. Receiving none, Board President Bradford then proceeded with the vote. All yeas. The motion carried. Absent: Matthews.
Item 7.E. Board President Bradford turned the floor over to Mr. Terrell.
Richard Terrell, Chairman of the Finance Committee proceeded with the following presentation from the meeting held on Thursday, January 31, 2013 at 5:30 P.M. (a copy of which is attached hereto for reference). He noted the usual informational Items of 1., 2., 3., 4., 7., 8. and noted return of Item 9. the Salary Committee. He called for motions on Items 5., 6. and10.
Motion by Mr. Kent, seconded by Mr. Cupit to accept the Finance Committee recommendation in connection with Item 7.E.(5) to adopt the audit report prepared by Postlethwaite & Netterville for fiscal year ending 06/30/2012.
Board President Bradford then asked for any public comment before a vote is taken on this motion. After some discussion by Board President Bradford, along with responses by Dr. Lewis, Board President Bradford then proceeded with the vote. All yeas. The motion carried. Absent: Matthews.
Motion by Mr. Kent, seconded by Mrs. Dawson to accept the Finance Committee recommendation in connection with Item 7.B.(6) the Board authorize Dr. Lewis, to use his discretion on behalf of the East Feliciana Parish School Board; in signing any and all documents whereby contracting services for Child Nutrition Department for the remainder of 12/13 SY/FY, including the upcoming Summer Feeding Program {funding source: CNP}.
Board President Bradford then asked for any public comment before a vote is taken on this motion. After some discussion by Board Members Haynes and Kent, along with responses by Dr. Lewis, Board President Bradford then proceeded with the vote. All yeas. The motion carried. Absent: Matthews.
Motion by Mr. Kent, seconded by Mrs. Dawson to accept the Finance Committee recommendation in connection with Item 7.B.(10) the Board accept Dr. Lewis’ recommendations and authorize disbursement of all but $22,808.08 of the funds set out on the report prepared by C.P.A. LeJeune entitled “East Feliciana Parish School Board Ad Valorem Tax” to all eligible employees except those employees with “notation that position is not entitled to any local supplements - i.e. sales tax and/or property tax”. Further the East Feliciana Parish School Board will distribute a pay supplement in a one-time payment on February 15, 2013 to those eligible employees who are actively employed on February 15, 2013. The amount to be paid will be based on a percentage and according to the base pay earned January through December, 2012. Applicable federal and state taxes, Medicare tax and pension contributions will be deducted from the gross amount.
Board President Bradford then asked for any public comment before a vote is taken on this motion. After some discussion by Board President Bradford, Vice-President Harrell and Board Members Terrell and Nesbitt, along with responses by Dr. Lewis, Board President Bradford then proceeded with the vote. All yeas. The motion carried. Absent: Matthews.
Item 7.F. Board President Bradford turned the floor over to Dr. Lewis.
Dr. Lewis related to Board Members present that during the Finance Committee Meeting, Mr. Cupit brought up some information concerning the Athletic Stipend and the fact that the funding source was the School Activity Funds. He noted Mr. Cupits’ question was “Since it was the activity fund, why was this being brought to the Board?” We had discussion around that and based on how we pay employees who work games, that is pretty much what happens, is the Principal is the one who actually approves that stipend. But for items that come up on a Board Agenda, what I do here in the School System, because this is my first year here and what I always like to go back and have Mrs. Bendily pull the records for me to see what was done in the past and how it was done in the past. So, it just so happens that in 2010 that when these stipends were given and it was taken from the School Activity Account the procedures that we actually followed for Finance and Salary was based on what done in the past. So, in researching the information after the Finance Committee Meeting that Mr. Cupit shared with us, his comment is correct. Where if the School Activity Funds are used, then the Principal is the one that gives the authority. Now, we do have some concerns still in the fact that something was brought to our attention to where some Coaches were not at all games or practices and those are some things that we have to address in the School System. He noted we not only have to be fair, that if you are going take a stipend and this limited sum could not actually pay someone for being a Coach, because I know that if you take the hours that any Coach or Asst. Coach would actually attend either practices or a football game and start calculating that as a salary, which we do not because it is a stipend, it would probably be less than $2.00 per hour. I have to say that, if we have those who have made that commitment and they are not attending, or they are just showing up for games those are things that we have to look at in the School System and clean that process up. But going to the question at hand, the procedures that were actually adopted by the Board in 2009, when comes down to a School Activity Fund is that those funds and any issue of payment is approved by the Principal. So I just wanted to update everyone based on what Mr. Cupit brought to our attention at the Finance Committee Meeting.
Board Member Cupit related he was not even arguing the fact one way or the other, whether the Coaches get money or not get money, what I was saying according to our own policy is the Principal is charge of activity funds. Now if we start controlling all of the activity funds, we are going to be here for awhile and I think that is why they are passing laws now taking power away from School Boards, because they do not want School Boards micro managing everything.
After further discussion by Board President Bradford, Board Members Haynes, Terrell, Cupit, Nesbitt, Kent, Harris, Dawson and Hollins and EFHS Cheerleading Coacl Alva Franklin, along with responses by Dr. Lewis, Supervisor Bell, Supervisor Marsalis and Athletic Director Cedric Anderson, Board President Bradford closed the discussion and called for a motion to adjourn.
There being no further business to come before the Board, a motion for adjournment by Mr. Brooks, seconded by Mrs. Olivia Harris, prevailed until the next regular meeting unless called into special session by the President.
_______________________________ _______________________________
HENDERSON LEWIS, JR., Ph.D., MICHAEL RAY BRADFORD,
SECRETARY-TREASURER BOARD PRESIDENT