MINUTES

 

POINTE COUPEE PARISH SCHOOL BOARD

337 Napoleon Street

New Roads, LA 70760

 

REGULAR MEETING

Thursday, October 22, 2009

 

The Pointe Coupee Parish School Board met in a regular session on Thursday, October 22, 2009, at 337 Napoleon Street, New Roads, LA.  Mr. James M. Cline, President, called the meeting to order at 5:30 p.m.    

 

Board members present were Chad Aguillard, Frank R. Aguillard, Jr., Brandon Bergeron, James Cline, Debbie Collins, Kevin Hotard, Anita LeJeune, and Thomas A. Nelson.

 

Mr. Lawrence Smith was requested to lead the Pledge of Allegiance to the Flag of the United States of America.

 

Mrs. Debbie Collins offered the invocation.

                                                                           - - - -

Discussion/action regarding the former School Board Office Building.
 President Cline announced that Mr. Polar, Executive Director of Winning the Battle Ministry, Inc., had made a presentation at a previous School Board meeting requesting that the Board consider entering into a lease agreement for the former School Board Office Building/Property located at 1662 Morganza Highway.  The item had been referred to the Building and Grounds Committee and it was their recommendation to send the request to legal counsel.  Mr. Charles Hardie, Attorney for Hammonds & Sills, telephoned Mrs. D'Amico and expressed his concerns regarding the present condition of the building (leaking roof, mold abatement, the proposed 90 day in-house treatment facility, etc.).  A discussion ensued.  Superintendent D'Amico mentioned that the school system is still waiting to see how much money will be provided by FEMA; as of this date, she has not been given a project worksheet for the central office building.  Mrs. D'Amico stated that the last time a presentation was made it was not clear that the program would include a 90 day in house treatment plan.  Mr. Polar addressed the Board and stated that most successful rehabilitation plans include in-house and skilled training.  He mentioned that plans are  to have 24-hour surveillance monitoring; initially, plans are to have an outpatient treatment for women and in-house treatment for men; the installation of an eight-foot fence for privacy and security is also being considered.  There is also concern regarding zoning issues.  The Board was informed that the Mayor of New Roads and the City Council offered their support by a Resolution.  Mr. Polar stated that he planned to use volunteers  to patch the roof, etc.  Superintendent D'Amico mentioned that she is not in opposition of the center, but consideration must be given with regard to liability of the Pointe Coupee Parish School Board; she informed Mr. Polar that according to legal counsel, volunteers could not be used to work on the building.  Mrs. D'Amico stated that quotes will need to be obtained regarding roof repair, abatement and preservation of records.  Board member Anita LeJeune stated that irregardless of Mr. Polars request to lease the building, the building needs to be cleaned with certification indicating that it is mold free. It was decided that quotes would be obtained and that this item would be revisited at a subsequent meeting.

                                                                           - - - -
 

Presentation by Mrs. Gale Roy Regarding Programs offered by the Julien Poydras Museum and Arts Council.  Mrs. Gale Roy, Executive Director of the Julien Poydras Museum and Arts Council, shared information with the members of the School Board regarding the work that the JPMAC is providing in our parish.  She mentioned that JPMAC has been fortunate to have been the recipient of a number of grants to support the youth outreach program, Learning Life Lessons (LLL).  This program provides art, dance, music, drama and photography instruction to children in area schools at no cost to the public school system.  A chart was provided depicting exhibits, events, and programs that have been offered at the JPMAC from 2002 through 2010. Mrs. Roy also showed a PowerPoint presentation regarding the wonderful programming that is being provided in our community.

                                                                           - - - -

 

                                                                  Consent Agenda

 

The following items are considered to be routine and are enacted with one motion. 

Mr. Thomas Nelson made a motion, seconded by Mr. Frank Aguillard, to approve the following consent agenda items.  Unanimously carried.

 

                                                                           - - - -
 

Discussion/action regarding monthly financial information.  School Board members were provided with the following financial information:

 

 

On a motion by Mr. Kevin Hotard, seconded by Mr. Thomas Nelson, the Board voted unanimously to approve the following monthly financial information as presented:

                                                                           - - - -
 

Personnel Actions.  Ms. Cynthia O=Meara, Personnel Director, reviewed the Personnel Actions for the month of October 2009.  A discussion ensued and it was decided that items F. G. And H would be voted upon separately. 

 

Mr. Brandon Bergeron made a motion, seconded by Mr. Kevin Hotard to approve personnel actions A, B, C, D, E, and I, as presented by Ms. O=Meara. 

 

A.        RESIGNATIONS:

 

*LaWanda Bellazin, paraprofessional, Rosenwald Elementary School, effective 10.02.09;

*Angel Jones, school clerk, Valverda Elementary School, effective 10.16.09;

Lishanda Lewis, non-certified teacher, Livonia High School, effective 09.30.09;

*Carla Perez, practitioner teacher, Rougon Elementary School, effective 10.20.09;

Roderick Randolph, practitioner teacher, Rougon Elementary School, effective 10.20.09;

 

B.         EXTENDED SICK LEAVE:

 

Larry Ayres, practitioner teacher, Livonia High School, effective 09.15.09-10.26.09;

*Donita Jack, paraprofessional, Rosenwald Elementary School, effective 09.24.09-10.16.09;

*Heather Jarreau, social worker, Valverda Elementary School, effective 10.23.09-11.20.09;

Joyce Turner, food service technician, Upper Pointe Coupee Elementary, effective 10.08.09-11.06.09

 

C.         NEW HIRE:

 

Bryan Heikes, non-certified teacher, Livonia High School, effective 10.12.09

 

D.         CONSIDER APPOINTMENT OF SCHOOL FOOD SERVICE TECHNICIANS, effective 11/02/09:

 

Noella Forest-Pointe Coupee Central High School

Clara Burks-Rosenwald Elementary School

Mary Coleman-Rosenwald Elementary School

Marie Jack-Rougon Elementary School

 

E.         CONSIDER APPOINTMENT OF HEAD START CLERK:

 

Audrey Jones, effective 10/26/09

 

I.          *RETIREMENT

 

Deborah Fountain, food service technician, Rougon Elementary School, effective 10.23.09

 

F.         CONSIDER APPOINTMENT OF CHIEF FINANCIAL OFFICER, effective 11/16/09

 

Mrs. D=Amico stated that a Committee of six had conducted two interview sessions for the position of Chief Financial Officer.  She recommended the appointment of Larry Francis for the position of Chief Financial Officer.  A short discussion followed. 

 

Mr. Frank Aguillard made a motion, seconded by Mr. Kevin Hotard, to defer action on hiring a Chief Financial Officer until the next earliest meeting of the Board as he would like to know more information about the candidates. 

 

Mr. Nelson stated that the school system has had two Chief Financial Officers in the last three years, and mentioned that stability is needed.

 

Mr. Thomas Nelson offered a substitute motion to appoint the Superintendent=s recommendation of Mr. Larry Francis. Mr. Chad Aguillard seconded the motion.  The roll call vote resulted in the following:

 

YEAS:  Chad Aguillard, Debbie Collins, and Thomas Nelson

 

NAYS:  Frank Aguillard, Brandon Bergeron, James Cline, Kevin Hotard, and Anita LeJeune

 

ABSENT:    None    

 

The substitute motion failed by a 3-5 vote of the Board.

 

The Board voted on the original motion to defer action on hiring a Chief Financial Officer until the next earliest meeting of the Board, offered by Mr. Frank Aguillard, seconded by Mr. Kevin Hotard. 

 

The original motion passed by a 5-3 vote of the Board.

 

G.         CONSIDER APPOINTMENT OF SUPERVISOR OF FEDERAL PROGRAMS

 

Superintendent D=Amico stated that she wanted to defer the appointment of Supervisor of Federal Programs since the current job description does not reflect the magnitude of what the job duties entail pursuant to the number of governmental grants that are involved, etc., and that she wanted to review all supervisor and coordinator job descriptions in an effort to reorganize the central office.

 

Mr. Chad Aguillard made a motion not to defer the appointment of Supervisor of Federal Programs and to make a recommendation on those candidates that had applied in a timely manner.  The motion was seconded by Mr. Thomas Nelson.

 

Mr. Frank Aguillard offered a substitute motion to defer action as recommended by the Superintendent.  Mr. Kevin Hotard seconded the motion. 

 

A roll call vote on the substitute motion resulted in the following:

 

YEAS:  Frank Aguillard, Brandon Bergeron, James Cline, Kevin Hotard, and Anita LeJeune

 

NAYS:  Chad Aguillard, Debbie Collins, and Thomas Nelson

 

ABSENT:          None    

 

The substitute motion passed by a 5-3vote of the Board.

 

H.         *CONSIDERATION OF RE-EMPLOYMENT OF SCHOOL CLERKS (RIF)

 

Mrs. D=Amico stated that there were two (2) excess positions within the category of School Clerk in 2008-2009; the positions were eliminated in August 2008 as per a Reduction in Force, and currently, there are two school clerk vacancies at Rosenwald and Valverda Elementary Schools.  Superintendent D=Amico stated that her recommendation is to offer the school clerk positions to the former school clerks that were terminated by the implementation of RIF in August 2008.  Mrs. D=Amico=s rationale for this is that although the Reduction in Force (RIF) Guidelines have recall provisions up to one year, these individuals have experience in our school system and are familiar with the job duties and responsibilities of a school clerk, with an effective date of employment being 10/26/09/

 

A discussion regarding SACS accreditation, budget constraints, etc. ensued regarding the re-employment of school clerk positions. 

 

Mr. James Cline made a motion to let the principals interview and decide what is needed for their school with regard to school clerks.  The motion was seconded by Mr. Brandon Bergeron.

 

Mr. Chad Aguillard offered a substitute motion to accept the Superintendent=s recommendation to re-employ school clerks.  The motion was seconded by Mr. Thomas Nelson.  A roll call vote on the substitute motion resulted in the following:

 

YEAS:  Chad Aguillard, Debbie Collins, Thomas Nelson and Anita LeJeune

 

NAYS:  Frank Aguillard, Brandon Bergeron, James Cline and Kevin Hotard

 

ABSENT:          None    

 

The substitute motion failed by a 4-4 vote of the Board

 

The original motion made by Mr. James Cline, seconded by Mr. Brandon Bergeron, to let the principals interview and decide what is needed for their school with regard to school clerks resulted in the following roll call vote:

 

YEAS:  Frank Aguillard, Brandon Bergeron, James Cline, and Anita LeJeune

 

NAYS:  Chad Aguillard, Debbie Collins, Kevin Hotard, and Thomas Nelson

 

ABSENT:          None

 

The original motion failed by a 4-4 vote of the Board.

 

This item will be revisited.  The need to replace these school clerk positions, will be revisited using SACS/CASI Accreditation Data and cost analysis of replacing the positions.

                                                                           - - - -

 

Consider Revisions to Policies.   Board members reviewed the revised polices that were received from Forethought Consulting.  The State increased the public work bids and quotations from $100,000 to $150,000.  A short discussion followed regarding the Pointe Coupee Parish School Board adhering to the former policy of $100,000 rather than increasing to $150,000, as adopted by the State during the last legislative session.

 

On a motion by Mr. Brandon Bergeron, seconded by Mrs. Debbie Collins, the Board voted unanimously to approve revisions to policies GAMC, GBD, GBRA, JBE, JD, JDD, JDE, JGCD, adoption of new policy GAMIA; removal of JDF, as a result of the 2009 Regular Session of the Louisiana Legislature, with adherence to the former policy of $100,000  rather than increasing to $150,000 as adopted by the State during the last legislative session, and to keep the materials and supplies at $20,000, not $30,000, with three telephone or facsimile quotations. 

                                                                           - - - -

 

Head Start Supervisors'  Monthly Report.  Mrs. Karen Holmes-Shaw, Head Start Supervisor, provided the October 2009 Head Start Report.  The written report consisted of the following: (A) Monthly Financial Report; (B) Monthly Program Information Summary (1) Health/Development Information Summary, (2) Parent Involvement Summary (3) Disability/Mental Health Information Summary; (C) Program Enrollment and Attendance Reports; (D) Monthly Report of Meals and Snacks (this is not applicable until children report to centers); (E) Results of the Annual Financial Audit (this is not applicable until Head Start funds are included in the annual audit for the School Board); (F) Annual Self-Assessment Report (due to be completed in April 2010); (G) Community Assessment and Strategic Planning Addressing Needs of Head Start Program (due to be completed by December 2009); (H) Any Communication or Guidance from the Office of Head Start (applicable correspondence from Washington or Dallas Offices of Head Start; and (I) Program Information Report (PIR) (due to be completed and submitted to Washington on August 31, 2010).  Mrs. Shaw's focus for the month was to fill the Head Start clerical position, fill the Head Start teacher position, begin construction on modular facilities, continue to serve as many families as possible through home-based services, complete Brigance Developmental Screening on all accepted children, provide parental assistance regarding completion of physical/dental examinations on all accepted children, provide parental assistance regarding children being up to date on all required immunizations, and continue teacher training-home based services training. She also provided an attachment regarding transportation "Contractual" Category equaling $92,480.00; transportation-additional monies "other" category equaling $27,120; and total transportation monies budgeted equaling $119,600.

                                                                           - - - -

Approval of the Bylaws for the Policy Council of the Pointe Coupee Parish School  Board=s Head Start Program.  Mr. Kevin Hotard made a motion, seconded by Mr. Thomas Nelson, to approve the Bylaws for the Policy Council of the Pointe Coupee Parish School Board=s Head Start Program.

 

                                             POINTE COUPEE PARISH SCHOOL BOARD

                                                      HEAD START POLICY COUNCIL

                                                                       BY-LAWS

 

ARTICLE I - NAME

 

The name of this organization shall be the Pointe Coupee Parish School Board Head Start Policy Council.

 

ARTICLE II - MEMBERSHIP

 

Section 1 - Composition

The Pointe Coupee Parish Head Start Policy Council shall be composed of two types of members:

 

(a) parents or guardians of children who have been enrolled in the Head Start program, who shall constitute a majority of the members of the Policy Council (at least 51%); and

 

(b) community representatives made up of members at large of the community served by the Pointe Coupee Parish Head Start program.

 

Section 2 - Selection

 

The Policy Council shall be elected by the parents or guardians of children who are currently enrolled in the Pointe Coupee Parish Head Start program.

 

Parent Members - One voting member and one alternate shall be elected from each classroom to serve on the Policy Council.  These elections shall take place at the first Parent Committee meeting of the new school year at which members from each school/site

are present to elect their representation.

 

Community Representatives - Four Community Representatives shall be nominated by the Head Start Supervisor to serve on the Policy Council at the beginning of each school year.  These nominees may be local business people, community or professional leaders, or parents or grandparents of formerly enrolled children. The nominated Community Representatives will be elected (voted on) by the parents on the Policy Council at their first meeting of the new school year.

 

Board Liaison - The Pointe Coupee Parish School Board may appoint a liaison to work with the Policy Council. This will be a non-voting, ex-officio member whose role would be to provide support to the parent group and information to and from the Board about the Head Start program.

 

Section 3 - Conflict of Interest

 

No Pointe Coupee Parish School Board staff member or a member of any staff member=s immediate family may serve on the Policy Council.  The exception to this shall be parents who occasionally serve as a substitute for a regular school board staff member.

 

Members of the Policy Council shall not have any conflict of interest with the Head Start program and may not receive compensation for serving on the Policy Council or for providing services to the Head Start program. However, members may be reimbursed for travel or other expenses which allow them to attend meetings.

 

Section 5 - Vacancies

 

If a Policy Council member resigns, or if a member is absent from two consecutive meetings without good cause and without notifying the Policy Council of the reason for the absence, this will be considered Anon-participation@ and the membership will be considered vacant.  The vacancy shall be filled immediately.  If the vacancy is a parent member, it will be filled by the elected alternate from the school, and the Parent Committee shall elect a new alternate.  If the vacancy is a community representative, the Head Start Supervisor will nominate a new member to be voted on by the Policy Council.

 

Section 6 - Terms of Membership

 

Membership on the Policy Council is for one ful year.  Each school shall elect its representatives as early in the school year as possible.  The current Policy council shall serve until the new members are elected in the fall of the next school year.

 

Section 7 - Limitation of Terms

 

No member may serve on the Head Start Policy Council for more than a total of three (3) one-year terms in accordance with Federal regulations.

 

ARTICLE III - MEETINGS

 

Section 1 - Regular Monthly Meetings

 

The Policy Council will meet monthly during the school year.  Dates, times, and sites of the Policy Council meetings will be determined by the membership.

 

Section 2 - Special Called Meetings

 

Special meetings may be called by the Policy Council President or the Head Start Supervisor.

 

Section 3 - Quorum

 

No business may be transacted without a quorum present.  A quorum shall consist of five members.

 

Section 4 - Open Meetings and Executive Sessions

 

The Policy Council meetings shall be open to any parents, staff, Board, or community members who wish to attend.  However, only Policy Council members shall have the right to introduce business, make motions, and vote.  At any time that the Policy Council deems necessary, it may vote to go into executive session and ask all non-members, including staff to be excused from the meeting.

 

ARTICLE IV - OFFICERS

 

Section 1 - Election of Officers

 

Policy Council officers will be elected at the second meeting of each new school year.  The officers will assume their duties and responsibilities immediately upon their election.

 

Section 2 - Officers Defined

 

Officers of the Policy Council will be:

 

President

Vice-President

Secretary

Parliamentarian

 

Section 3 - Duties of the Officers

 

3.1 President: The President shall be the principal executive officer and shall in general supervise the business affairs of the Policy Council.  She or he shall preside at all meetings and shall sign all documents requiring Policy Council approval.  The President will perform all other duties incident to the office of president.

 

3.2 Vice-President: In the absence of the President or in the event of the president=s inability to act, the vice-president shall have the powers of the President and shall perform such duties as may be assigned by the president.

 

3.3 Secretary: The secretary shall keep the minutes of all meetings, and shall submit a copy of all minutes to the Head Start Supervisor.  The secretary shall see that notices are given of all meetings and shall keep a listing of the address and telephone numbers of each member, and shall perform such duties as from time to time may be assigned by the president.

 

3.4 Parliamentarian: The parliamentarian shall learn parliamentary procedure and assure that it is followed during all official meetings.  The parliamentarian shall assist the president in seeing that the meeting is run in a smooth and orderly fashion.

 

ARTICLE - RESPONSIBILITIES

 

Members of the Pointe Coupee Parish Head Start Policy Council shall approve and submit to the Pointe Coupee Parish School Board decisions about each of the following activities:

 

(a) Activities to support the active involvement of parents in program operations, including policies to ensure that the Head Start program is responsive to community and parent needs, conducting a self assessment, and developing strategic plans.

(b) Program recruitment, selection, and enrollment priorities.

(c)Applications for Head Start funding and amendments to applications for funding, prior to submission of the applications to the Region VI Head Start Office.

(d) Budget planning for program expenditures, including policies for reimbursement and participation in Policy Council activities.

(e) Bylaws for the operation of the Policy Council.

(f) Program personnel policies and criteria for the employment and dismissal of Head Start program staff.

(g) Developing procedures for how members of the Policy Council will be elected.

 

ARTICLE VI - AMENDMENTS

 

These by-laws may be amended at any regularly scheduled meeting at which a quorum is present.

                                                                           - - - -

 

Approval of a Revised Job Description for the Position of Family Facilitator and Approve Re-Advertisement.  Mrs. Shaw stated that changes regarding qualifications were added to the previous job description for the Head Start Family Services Facilitator.  These changes will provide a more comprehensive effective criteria for the position.

 

Mrs. Debbie Collins made the motion to approve the revised Head Start Family Services Facilitator=s job description and to readvertise for the position.  The motion was seconded by Mr. Thomas Nelson.  Mr. Brandon Bergeron requested a roll call that resulted in the following:

 

YEAS:  Chad Aguillard, Frank Aguillard, Jr., James M. Cline, Debbie Collins, Kevin Hotard, Thomas Nelson, and Anita LeJeune

 

NAYS:  Brandon Bergeron

 

ABSENT:  None    

 

The motion passed by a 7-1-0 vote of the Board.

                                                                           - - - -

 

Discussion/Action Regarding the Addition of Seventh Grade at Rosenwald Elementary School for the 2010-2011 school year.*

 

Mr. Thomas Nelson made a motion, seconded by Mrs. Debbie Collins, to authorize the Superintendent to proceed with surveys and data analysis to determine if the seventh grade should be added at Rosenwald Elementary for the 2010-2011 school year.

                                                                           - - - -

 

Adoption of Resolution Regarding Louisiana Capital Outlay Grant.    Superintendent D=Amico mentioned that the Board had previously discussed the future site of a Central Office location.  She stated that there are possibly three options for the School Board to consider with regard to the location of the Central Office.  The Board had spoken about new construction at a site to be determined, renovation of the current building located at 337 Napoleon Street with consideration of adding an additional wing, or renovation of the currently closed school building in Morganza.

 

                                                                    RESOLUTION

 

WHEREAS, the Pointe Coupee Parish School Board met in a public meeting held on Thursday, October 22, 2009; and

 

WHEREAS, the Pointe Coupee Parish School Board needs funding to renovate, and provide additional space for the Central Office due to the displacement from the former office located at 1662 Morganza Highway in the aftermath of Hurricane Gustav; and

 

WHEREAS, applications for the project can be submitted to the Office of Facility Planning and Control, Capital Outlay Section by November 1 each year, to cover projects which have a useful life of 20 years or more, and a cost of at least $100,000;THEREFORE, the Pointe Coupee Parish School Board would like to apply for the Louisiana Capital Outlay Grant.

 

NOW THEREFORE, BE IT RESOLVED, that the Pointe Coupee Parish School Board, through adoption of this Resolution, authorizes the Superintendent to submit an application.

 

                                                                                                                              

Linda D=Amico-Superintendent                                   James M. Cline, President

Secretary-Treasurer                                         Pointe Coupee Parish School Board

Pointe Coupee Parish School Board

                                                                          - - - -

 

On a motion by Mr. Thomas Nelson, seconded by Mr. Kevin Hotard,  the aforementioned Resolution was adopted and recorded as follows:

 

YEAS:  Chad Aguillard, Frank Aguillard, Jr., Brandon Bergeron, James M. Cline, Debbie Collins, Kevin Hotard, Thomas Nelson, and Anita LeJeune

 

NAYS:  None

 

ABSENT:          None    

 

****************************************************************************************************

                                                                   CERTIFICATE

I, hereby certify that the foregoing is a true and correct copy of a Resolution adopted by the Pointe Coupee Parish School Board, New Roads, Louisiana, on the 22st day of October 2009, at which time a quorum was present and voting.

(SEAL)            ________________________________

Linda D. D=Amico-Superintendent

Secretary-Treasurer

                                                                            

                                                                          - - - -

 

Consider Adoption of a Time Clock Policy.  Mrs. D=Amico stated that this agenda item will need to be deferred until a subsequent meeting.

                                                                          - - - -

 

Remarks from the Superintendent.  Mrs. D=Amico stated that she was excited about the schools that had exceeded their growth target or made growth.   She announced that she had met with Mrs. Karla Jack, Principal of Rosenwald Elementary, to discuss plans for using Title I and Special Education monies to fund programs that will help to increase test scores at Rosenwald.  Mrs. D=Amico mentioned that she was glad to see President Cline in attendance at the meeting after his serious medical illness.  Mr. Cline took the opportunity to thank everyone for their telephone calls, cards, flowers, e-mails, etc., and mentioned that he was feeling well.  He also announced that the Police Jury was going to have another meeting regarding the Louisiana Recovery Authority Community Development Block Grant on Wednesday, October 28, 2009 at 6:00 p.m. 

                                                                          - - - -
 

Expression of Sympathy.  On a motion by the entire Board and seconded by the entire Board, an expression of sympathy was offered to the family of:

 

Mr. Sidney LaCoste, retiree of the Pointe Coupee Parish School Board, and the father of Kathy Rivet, a teacher at Valverda Elementary School.

                                                                          - - - -

 

Adjournment.  On a motion by Mr. Thomas Nelson, seconded by Mr. Kevin Hotard,  the meeting adjourned at 8:10 p.m.

 

POINTE COUPEE PARISH SCHOOL BOARD

                                                                                              

__________________________________

James M. Cline, President

 

__________________________________

Linda D=Amico, Superintendent

Secretary-Treasurer