Board of Education

Board of Education
40 South Second Street
Oakland, MD 21550
Phone 301.334.8931
Fax 301.334.7621

Minutes April 9, 2013




Oakland, Maryland 21550


Tuesday, April 9, 2013


Part I - Call to Order


Mrs. Cynthia Downton, President, called the work session of the Board of Education to order at 5:03 p.m.  Also in attendance were Dr. Donald Forrester, Vice President; Mr. Thomas Carr, Mr. Rodney Reckart, Mrs. Charlotte Sebold, associate members; and Dr. Janet Wilson, Superintendent of Schools.  Ms. Miriam Sincell, Board Attorney and Commissioner Robert Gatto, Ex-Officio member, were also present.  The meeting was held at central office. 


The Board of Education made revisions to the draft agenda.  Item number seven, Discussion Regarding Community Schools was changed to read as Discussion Regarding the School System.  Item number ten, 2012/2013 Calendar Waiver Request was deleted from the draft agenda.


Upon a motion by Dr. Forrester, seconded by Mr. Carr, the Board of Education unanimously approved the amended agenda.


Part II – Read Closed Session Summary for Executive Session – February 12, 2013


Dr. Wilson read the closed session summary for the executive session held February 12, 2013 and the closed session summary for the executive session held March 12, 2013.


Part III – Student Councils


Student council representatives from Northern Middle School, Southern Middle School, Northern High School, and Southern High School accepted the Board’s invitation for the annual student council presentation.  Mrs. Harmon, Student Council Advisor, introduced herself and thanked the board for their continued financial support.


The student councils addressed the Board in regards to past, current, and future projects, questions, and concerns.  Mrs. Downton thanked the student councils and the parents for bringing their children.


Part IV – Recognition


The Board recognized Jonathan Potts, Southern High School JROTC, for being selected to represent the Southern High School Army JROTC at 4th Brigade, JROTC, Fort Bragg, N.C. for his essay titled “Why did I enroll in JROTC?” which he read to the Board.


The Board also recognized the Southern Air Rifle team for expanding their competition this year and for all their successes. 


The JROTC members were accompanied by Col. Sheaffer and parents.


Part V – Hearing of Constituents


There were no constituents signed up to speak. 


Part VI – International Canoe Federation Canoe Slalom World Championships in 2014


Todd Copley, Executive Director of Deep Creek 2014, presented a PowerPoint presentation to the Board regarding the International Canoe Federation Canoe Slalom World Championships which will be held in McHenry from September 16-21, 2014 at the Adventure Sports Center International.  Mr. Copley shared the missions and goals of Deep Creek 2014 and asked the Board for ideas on what they would like to see from this event.  Mr. Reckart indicated the he feels it would be nice for the JROTC programs to serve as the color guard for the event.  Mr. Copley will meet at a later date with board staff to discuss the participation of the school system.  Mr. Copley provided the website address for the event as


Part VII – Discussion Regarding the School System


The Board discussed the direction of the school system in regards to forecasting budget, transportation for the next couple years, teacher’s professional development, and the need to find more revenue.  The Board discussed approaching the commissioners and asking for a public session meeting to discuss the future of the public school system.  Commissioner Gatto stated that the commissioners have also been discussing the possibility of a meeting with the Board of Education.  Mrs. Downton will write a letter to the county commissioners requesting to meet in a public session forum on April 24, 2013 at 7:00 p.m. at the Garrett College auditorium.  Mr. Carr will book the auditorium for the meeting. It was decided, through discussion with Commissioner Gatto, that a joint press release will be completed by the county government office and upon review and approval of Mrs. Downton, will be released to the media.  Mrs. Downton thanked the County Commissioners for their support for the SRO s and the funding for Southern Middle.  Mr. Carr will book the auditorium for this meeting. 


It was decided a joint press release will be drafted by the county government office and upon review and approval of Mrs. Downton, will be released to the media.


Commissioner Gatto was questioned as to whether or not the County Commissioners will provide a letter to the Board, as they did last year for FY13, in regards to their funding commitment for FY15.  Mr. Gatto stated that the commissioners can work on something regarding funding for FY15. 


Part VIII – Maintenance, Operations, and Facilities Update


Mr. Swift, Director of Facilities, Maintenance & Operations, provided a maintenance update to the Board regarding the Board of Education facilities and the outstanding debt of those properties, school security systems update, and additional measure being taken in regards to school security.


Mr. Swift provided the Board members with a spreadsheet outlining the location, acreage, square footage, the year the structure was built, and the outstanding debt in regards to funding source, for each of the Board’s facilities. 


Mrs. Swift informed the Board that he is still waiting on word for the additional funding from the Governor’s office for school security in the amount of $147,000.  He informed the Board that these funds will be used to purchase two-way radios to ensure better communication.  He will be meeting with the representatives on Thursday to begin ordering the door security equipment and will begin scheduling a time for the installation at each school.  Mr. Swift added that the security system for the doors will be installed at two schools per week and that all the installations will be completed by the first of July.


Mr. Swift has met with Sgt. Warnick to discuss where the school resource officers (SROs) will be housed in the schools, the equipment needs of the SROs, and any other plans that need to be discussed.


Part IX – Food and Nutrition Service Update


Mr. Germain, Food and Nutrition Manager, provided an update to the Board regarding the new Point of Sale (POS) system, the move to the Dennett Road facility, the mass mailing with Hile Printing, and meal costs.


Mr. Germain informed the Board that the current Point of Sale (POS) system will be sunsetted and the new POS system is being installed. The new program has improved features from the previous system.  Staff will now be able to access a student’s account from all sites.  Mr. Germain informed the Board that he is waiting for the fiber optic to go live before going to the cloud based program. 


Mr. Germain informed the Board that the food service office is in the process of moving to the Dennett Road facility. He added that he became the breakfast cook on Monday.


Mr. Germain informed the Board that Hile Printing will again be used to print the free and reduced meal applications at a cost cheaper than last year.  He and Dr. Wilson met with Hile Printing earlier this spring and were able to discuss ways to save money as well as work out glitches from last year’s mailing.


Mr. Germain reported that there will not be a request for a price increase for breakfast or lunch for FY14.


Part X – Day Care Provider MOU


Mrs. Baker informed the Board that Sunny Day Childcare was the chosen provider for the Friendsville Elementary School and the Route 40 Elementary School daycare centers.  She provided a draft copy of the Memorandum of Understanding (MOU).  The MOU outlines the responsibilities of each party.  Sunny Day Childcare is a private provider and will be charged by the Board of Education to cover costs of maintenance and supplies.  These charges will not result in a profit for the Board of Education.  Mrs. Baker commented that having a daycare housed in the schools provides for an opportunity for additional partnerships with families and schools.  She also informed the Board that kitchen use by the daycare provider will be required to follow the Use of Facilities policy and procedures.  She added that the children being served by the daycare can be considered for free and reduced lunch and those who do not qualify will be eligible to purchase lunch at full cost. 


Part XI – Adjourn


On a motion by Dr. Forrester, seconded by Mr. Reckart, the Board of Education adjourned the work session at 6:47 p.m.



_______________________________________ _______________________________________
Mrs. Cynthia Downton Dr. Janet S. Wilson
President Secretary/Treasurer
Approved:   May 14, 2013