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Board of Education

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

Minutes March 12, 2013




Oakland, Maryland 21550


Tuesday, March 12, 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. 

            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.

            Part III – Hearing of Constituents

            There were no constituents signed up to speak. 

                        Part IV – Foundation Update and Name Discussion

            Mr. McKenzie and Ms. Sincell presented the draft By-Laws and the draft Articles of Organization for the proposed foundation.  The Board discussed the foundation name and was reminded that a foundation was to be set up in Dr. Wendell Teets’ name upon his retirement.  Mrs. Sincell suggested the foundation name of Garrett County Public Schools Foundation, LLC. and have the Dr. Wendell D. Teets Curricular, Co-Curricular, and Extra- Curricular Committee named as a committee.  Other committees of the Foundation will be the audit committee, budget/finance committee, governance committee, investment committee, real estate committee, other committee, and scholarship committee. The Board of Directors for the Foundation will initially be appointed by the Superintendent. 

Discussion ensued on the best way to transition members who served on the ACE Committee to members serving on the Foundation Board of Directors or various committees.  The goal is to have a mix of northern end and southern end constituents serving on the Foundation.  Several members of the sunsetted ACE Committee have already voiced an interest in serving on the Foundation.  Dr. Wilson will contact Lisa Thayer-Welch, ACE Committee Chair, in order to contact interested members.    A short discussion ensued about the bank serving as the agent for the Foundation.  

                        Part V – Student Education Planning Guide

            Mr. Paul Edwards, Director of Secondary Education, provided the Board with a copy of the Student Education Guide for 2013-2014.  Mr. Edwards explained that all but one or two changes were mandated by the State.  Mr. Edwards expressed his appreciation for the high school guidance counselors for their hard work on the planning guide. 

                        Part VI – Maintenance, Operations, and Facilities Update

            Mr. William Swift, Director of Maintenance, Facilities, and Operations, provided information to the Board regarding the CIP for Southern Middle, Qualified Zone Academy Bonds (QZAB), Air Conditioning Funding, and a School Security Update. 

            Mr. Swift informed the Board that the Southern Middle School renovation is now considered a viable project with an A rating after initially being given a B rating by the Interagency Committee for School Construction (IAC).  The next step is to create a committee to brainstorm what is desired education and facility wise for Southern Middle School.  The goal is to have the architect hired as of July 1, 2013, submit an engineering drawing and ed specs to the Maryland State Department of Education (MSDE) by September 1, 2013 and to submit the design development document to the State by November 1, 2013.  Once they receive it, they will submit for funding through IAC.  It will then go to Public Works for 2014 and the renovation will begin to take place during the 2015/2016 school year.

            Mr. Swift informed the Board that QZAB funding is received from the State for schools with at least a 35% Free and Reduced Meal (FARM) student population.  He also informed the Board that QZAB requires a local match of 10% of contribution.  This 10% can be in-kind form or from outside and inside contributions.  Requests have been submitted for four projects which include fire alarm replacement at Broad Ford Elementary; window replacement at Grantsville Elementary; door replacement at Swan Meadow; and door replacement at Crellin Elementary.  These recommendations will be made mid-April 2013 to the Board of Public Works.  A decision will be made by the end of May 2013 with work beginning on the projects in July 2013.

            Mr. Swift informed the Board that the Governor of Maryland is proposing $50 million in Capital Improvement Plan (CIP) funds for an air conditioning initiative of $25 million and a security initiative of $25 million. Garrett County’s allocation of those funds will be $294,000 and require a local match.  The application is due on April 15, 2013.

            Mr. Swift informed the Board that the school system will be securing exterior doors; installing access controls, intercom and buzzer system, and security cameras to secure school buildings at a cost of $237,000.  He also stated that Mr. Wildesen, Director of Transportation, is working with school bus contractors regarding security cameras on school buses.

                        Part VII – Policy

            Mr. Harvey reviewed proposed changes to Board Policy 534.1, Contracts, Tenure, Resignation.  He explained that language has been changed in order to be more reflective of COMAR language.    He also asked the Board to consider waiving a second reading and vote on the proposed policy changes during the Board’s business meeting.

                        Part VIII – Administrative Procedure

            Mr. McKenzie presented changes to Administrative Procedure 725.30, Authorization and Approval of Board of Education Expenditure of Funds.  Titles of those authorized to sign expenditures were update to correspond to the current organizational chart.

                        Part IX – Policy & Administrative Procedure

            Mr. Swift presented Board Policy 953.0 and Administrative Procedure953.1, Use of School Facilities.  He reviewed the changes with the Board and noted there may be additional changes to the cost of food indicated.  He will check with Mr. Germain, Manager of Food and Nutrition Services. Board Policy 953.0 will be presented as an action item at the April board meeting.

            Mr. Swift suggested to the Board to sunset Board Policy 723.5, Hickory Environmental Education Center Fee Structure Nature, since the information in the policy is being consolidated into Board Policy 953.0, Use of School Facilities.

                        Part X – 2012/2013 Calendar – Student Day Waiver

            Mr. Harvey suggested the Board move that Dr. Wilson submit a letter to Dr. Lillian Lowery, State Superintendent, requesting a waiver of five days for students due to Hurricane Sandy.  State of Emergency documents signed by both the Governor of Maryland and the Garrett County Commissioners office will be submitted with the letter.  Mr. Harvey will adjust the calendar as needed, once the decision on the request by the State Superintendent has been made. 

                        Part XI – Executive Session

            Dr. Forrester made a motion to move into executive session at 5:57 p.m.  The motion was seconded by Mr. Reckart.


_______________________________________ _______________________________________
Mrs. Cynthia Downton Dr. Janet S. Wilson
President Secretary/Treasurer
Approved:   April 9, 2013