MINUTES

 

POINTE COUPEE PARISH SCHOOL BOARD

337 Napoleon Street

New Roads, LA  70760

 

REGULAR MEETING

Thursday, October 27, 2011

 

The Pointe Coupee Parish School Board met in a regular session on Thursday, October 27, 2011, at 337 Napoleon Street, New Roads, Louisiana 70760.  Mr. Chad Aguillard, 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, Leslie Ann Grezaffi, Kevin Hotard, Anita LeJeune.

 

Mr. Thomas Nelson was absent.

 

Mr. Kevin Hotard led the Pledge of Allegiance to the Flag of the United States of America.

 

Mrs. Karen Holmes-Shaw was requested to offer the invocation.

 

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

 

Mr. Glenn Matherne, a retiree of the Pointe Coupee Parish School Board.

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President Chad Aguillard mentioned that a request to add an item was brought to his attention today and requested that Superintendent D’Amico provide a brief overview of the item. 

 

Mrs. D’Amico stated that Mr. Scott Byrd, with the Chamber of Commerce, requested to see her regarding an opportunity to participate in the Louisiana Broadband Grant Program Project Proposal.   The project will teach students digital media skills, including website creation, filming, editing, post production skills and uploading content.  Superintendent D’Amico stated that Pointe Coupee Parish students could benefit from this grant.  With greater demand for broadband in Pointe Coupee, it becomes more attractive for internet service providers to extend service into underserved rural communities.  The goal is to increase that demand by creating content and public awareness to drive demand.  She explained that the course will be taught at the technical school, as is the Certified Nursing Assistant (CNA) course.  She stated that the Mr. Byrd could not be in attendance at the meeting due to a conflict with his schedule.  The Louisiana Broadband Grant Program is for $113,800/actual award of $80,000; the urgency is the grantee has to accept the award by October 31, 2011, but must have a fiscal agent.  She explained that all funds would be reimbursed quarterly to the Pointe Coupee Parish School Board by September 2013.  After Mrs. D’Amico was drilled regarding questions about the project proposal, a motion was offered to add the item to the agenda.

 

Mr. Kevin Hotard made a motion to add the following item as agenda item #20B:  Consider Pointe Coupee Chamber of Commerce’s request to forward fund the Louisiana Broadband Grant Program to be reimbursed to the Pointe Coupee Parish School Board quarterly from the Louisiana Division of Administration by September 2013.  The motion failed for a lack of a second.

 

                                                                  Consent Agenda

 

The following items are considered to be routine and are enacted with one motion.  There will be no separate discussion of items unless a member of the School Board so requests, in which event the item will be removed from the consent agenda and considered as an item on the regular agenda for a separate vote.

 

Mr. Frank Aguillard made a motion, seconded by Mr. Brandon Bergeron, to approve the following consent agenda items.  The motion carried.

 

  1. Approval of the regular School Board meeting minutes of Thursday, September 22, 2011.     

  2. Approval of the minutes from the Executive Committee meeting of Thursday, October 20, 2011       

  3. Approval of the special School Board meeting minutes of Monday, October 17, 2011.         

 

                                                             End of Consent Agenda

 

Head Start Supervisor’s Monthly Report.   Mr. James Cline made a motion to adopt the Head Start Supervisor’s report.  The motion was seconded by Mr. Kevin Hotard.  The motion carried.

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Discussion/Action Regarding Monthly Financial Information. Chief Financial Officer Jared Gibbs, prepared and provided copies of the following monthly financial information:  The reconciled bank statement from Guaranty Bank (09/01/11- 09/30/11), the general fund cash bank statement & other current asset balances ending 9/30/2011, the outstanding check report (10/13/11), sales tax collections for years 2010 and 2011, sales and use tax revenue, sales tax distribution for municipalities, Ad Valorem and Minimum Foundation Program Revenue, and the accounting statement of general fund revenue and expenditures ending 9/30/11.

 

Mr. Kevin Hotard made a motion, seconded by Mr. James Cline, to accept the monthly financial information as presented by Mr. Gibbs.

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Approval of the Louisiana Compliance Questionnaire Regarding the Audit Engagement with Postlewaithe and Netterville, APAC for FY 2010-2011.  It is a routine requirement that financial audits of Louisiana state, local government, and quasi-public agencies complete a Louisiana Compliance Questionnaire.  After the last School Board meeting, we received a form from Postlewaithe and Netterville to be completed and approved by the School Board.

 

Mr. Frank Aguillard made a motion, seconded by Mrs. Leslie Grezaffi, to approve the Louisiana Compliance Questionnaire regarding the audit engagement with Postlewaithe and Netterville, APAC for the 2010-2011 audit engagement of the Pointe Coupee Parish School Board.

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Personnel Actions. Board members reviewed the information as prepared and presented by Mrs. Lisa Huffaker-D’Aquila, Supervisor of Personnel. 

 

On a motion by Mr. James Cline, seconded by Mr. Brandon Bergeron, the following actions were unanimously approved. 

 

Extended Sick Leave:

 

Mindi Akin, School Clerk, Valverda Elementary School, effective 10.03.11(.10)-10.11.11

Rita Bywater, Certified Teacher, effective 09.20.11-09.30.11

Ashley Chatman, Certified Teacher, Rosenwald Elementary School, effective 09.22.11- 10.28.11

Becky Templeton, Certified Teacher, Valverda Elementary School, effective 10.21.11 - 11.25.11

Jeannine Torres, Head Start Teacher, effective 10.06.11-01.06.12

 

Family and Medical Leave:

Ashley Chatman, Certified Teacher, Rosenwald Elementary School, effective 10.31.11- 01.13.12

 

Approval of Temporary Employee:

Tanya Richardson, Child Attendant, Valverda Elementary School, effective

 

Termination:

Mary Joseph, Paraprofessional, Rosenwald Elementary School, effective 10.21.11

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Monthly Federal Programs Report.  Superintendent D’Amico reminded members of the School Board that Mrs. Karla Jack, Supervisor of Federal Programs, had to attend the bi-annual LASAFAP conference; therefore, could not be in attendance at this particular meeting. It was noted that Mrs. Jack had prepared and presented monthly information regarding Federal Programs at the Executive Committee meeting the week before. 

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Approval of the One-Time Use of $40,000.00 in Capital Outlay Funds to Purchase Items for Students.  A discussion transpired at the Executive Committee meeting regarding the one time use of capital outlay funds to purchase items for technology upgrades for elementary schools, band instruments, and technology for Livonia High School, Rosenwald Elementary, Rougon Elementary, Upper Pointe Coupee Elementary and Valverda Elementary.    Superintendent D’Amico stated that several scenarios are being considered with regard to dividing funds (i.e., student population at $15.43 per student, or straight across the Board at $8,000 per school). Capital Outlay money is generated from royalties derived from the Rougon Property, lease money from the 16th section land in the spillway, and the sale of buildings/property. The original proposal was to give each of the five schools $8,000.00.  However, two principals indicated that they would be willing to give their technology allocations to the other schools since they are receiving equipment from grants.  A discussion ensued regarding how much money is needed to upgrade technology in the schools.  Mr. Kevin Hotard mentioned that he is of the opinion that this item was placed on the agenda for band instruments and band uniforms that may cost between $10,000 and $12,000, and not enough to make a difference in technology.  Mrs. D’Amico stated that Rougon Elementary has a need for Promethian or Smart Boards which equates to a minimum of $12,000 - $15,000.  Mr. Frank Aguillard reminded everyone that children attend every school in the parish and we need to determine what is best for the children in the parish.  Mr. Bergeron stated that he would like the Technology Department to look at a needs assessment and allocate the money where most needed.  Mr. Nelson questioned Mrs. D’Amico about technology and a basis for making that assessment.  Mr. Kevin Hotard suggested that these items can be voted upon separately.  Mrs. Anita LeJeune stated that she is of the opinion that she doesn’t think that we need to wait too long to purchase band instruments, and agreed that the items can be voted on separately.

 

Mr. Brandon Bergeron made a motion to table agenda item 14 (a) regarding technology upgrades for elementary schools and the portion of technology for Livonia High School until a needs assessment is done.  Mr. Kevin Hotard seconded the motion.  Mr. Frank Aguillard questioned who is on the team to determine the technology needs of the system.  Superintendent D’Amico stated that Dr. Sue Roy, Principals and other staff members are on the team.  It was mentioned that the age of the computers should be part of the technology needs survey, thus the motion was restated to include all technology.

 

Principal Gueho mentioned that uniforms can wait, but the school needs instruments to teach (saxophones, a tuba, a couple of trumpets, flutes, etc.).  Mr. Frank Aguillard clarified that this School Board has bought band equipment in the past.

 

Mr. Kevin Hotard made a motion to allocate money from the Capital Outlay account not to exceed $10,000 for instruments and uniforms.  Mrs. Anita LeJeune seconded the motion.  The motion carried.

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Presentation of School Performance Scores and Other Accountability Data.  A Powerpoint was prepared regarding School Performance Scores and other Accountability data.  Superintendent D’Amico reminded everyone the importance of school attendance with regard to performance scores. It was mentioned that all students were given a memo to bring home from Superintendent D’Amico regarding the article, From the Superintendent’s Desk, published in the Pointe Coupee Banner, along with a copy of every school’s report card.  Mrs. D’Amico mentioned that she wants to be transparent and is aware that we have to improve what we are doing as a school system.  Superintendent D’Amico stated that she has expressed to teachers that our expectations have to rise and that State Curriculum Standards must be followed to ensure teacher effectiveness and improved student achievement.  A discussion ensued. Mrs. Anita LeJeune questioned if district goals are defined and in place regarding teacher effectiveness. Superintendent D’Amico stated that we have two Teacher Advancement and Student Achievement Program (TAP) schools working with new Value Added Evaluation Models.  Mrs. D’Amico also mentioned the need to review and update instructional polices.  Mr. Brandon Bergeron alluded to students that have been migrating to and from other schools in the parish and the effect that this has on performance scores.  He questioned if needs assessment of students that transfer would be beneficial.  Mrs. D’Amico stated that benchmarking needs to be watched more closely, and mentioned that the State Department will be sending a trainer for EAGLE benchmark testing in December.  Board Member Brandon Bergeron requested that the Superintendent ask Principals from each school to address the School Board at the November meeting regarding their plan for improvement to receive better school report card results in the future.

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Revision/Adoption of Policies.  Superintendent D’Amico requested and obtained polices from Forethought Consulting regarding policies that had been adopted by other school systems in the state pertaining to communicable/infectious diseases, school volunteers and athletic volunteers.  Policies were sent to Attorney Hammonds for review and advice.  Superintendent D’Amico presented the recommended changes to the Board.

 

On a motion by Mr. Brandon Bergeron, seconded by Mrs. Leslie Grezaffi, the Board adopted revisions to policy JGCC (Communicable/Infectious Disease) with the incorporation of language in policy JGC-R Student Health Services; (School/Athletic Volunteers) for inclusion in policy IFCD.  The motion carried.

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Discussion and/or Action Regarding Bus Routes.    Superintendent D’Amico stated that due to concerns expressed to her regarding bus routes at Rosenwald Elementary, Upper Pointe Coupee Elementary, Valverda Elementary and Livonia High School, she had a meeting with principals, transportation personnel, and bus drivers.  Mrs. D’Amico also reported that it had been determined that one First Student (bus #112) and one owner/operator bus (bus #66) could be combined at Livonia High School to make one load to the school, thus allowing First Student bus #112 to move to the New Roads area to serve Valverda Elementary, as well as to eliminate sharing of buses between Livonia High School and Valverda Elementary.  She mentioned that this adjustment would also eliminate the crowding of students on buses in the New Roads area that are traveling to Livonia High and Valverda Elementary.  School Board members received information pertaining to schools served by individual drivers, their start time, arrival time, mileage, number/grade level of students, and the load capacity of buses.  Superintendent D’Amico stated that since previous concerns have been addressed and resolved, it is her recommendation not to add any additional bus routes, with an extra cost of $55,000 per route to the general fund budget, at this time.  She mentioned she and the principals plan to continue monitoring bus routes.

 

Mr. James Cline made a motion, seconded by Mr. Kevin Hotard, to accept the Superintendent’s recommendation not to add additional bus routes at this time.  The motion carried.

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Cooperative Endeavor Agreement with Community Health Center, Inc. Consideration of a Cooperative Endeavor Agreement with the Innis Community Health Center, Inc.

President Chad Aguillard stated that Attorney Charles Hardie, with the law firm of Hammonds & Sills, suggested a revision of the language used with regard to this particular agenda item previously adopted at the Executive Committee meeting. 

 

Agenda Item Language Change.  Mr. Frank Aguillard made a motion, seconded by Mr. Kevin Hotard to revise the language regarding the agenda item pertinent to the Innis Community Health Center, Inc., as suggested by the attorney.   The motion carried and the revised agenda item is as follows:

 

Consideration of Cooperative Endeavor Agreement with Innis Community Health Center, Inc. Conditioned Upon Innis’ Receipt of Grant Funds; and Authorizing Superintendent D’Amico to Negotiate Terms and Conditions of Cooperative Endeavor Agreement in the Best Interest of the School Board, Subject to the Board Attorney’s Approval. Superintendent D’Amico announced that Mrs. Linda Matessino, Executive Director of the Innis Community Health Center, Inc., had previously addressed the Executive Committee regarding the proposed expansion of the Federal Qualified Health Center through a federal grant. (The School Based Health Center currently serves students, but the expansion will allow parents from Rosenwald and Upper Pointe Coupee, as well as other members in the community, to receive services.)  Mrs. D’Amico explained that the School Board is currently renting the modular building on the campus of Pointe Coupee Central High School for $1,416.00 per month, as authorized by previous administration.  Mrs. Matessino has expressed an interest in placing a 3200 square foot modular building on a cement pad constructed on 1½ to 2 acres of property, with a parking lot, located between the former LaBarre Elementary School property and Pointe Coupee Central’s property.  Architect David Mougeot provided a map of the proposed building site. Mrs. Matessino originally requested a Cooperative Endeavor Agreement between the Innis Community Health Center and the Pointe Coupee Parish School Board for submission with the grant by November 13, 2011.  Mr. Brandon Bergeron stated that he is not sure about tying up the land.  Superintendent D’Amico stated that the school system can save the monthly building rental fee if this grant is awarded for the new building to be placed on the proposed site.  A discussion ensued regarding Medicare billing for services.  The Innis Community Health Center, Inc. is a 503c non-profit organization.

 

Mr. Kevin Hotard stated that he is not opposed, but old MOU- only for property should not have been and to negotiate terms.  Give the Superintendent the authority to negotiate and upon receipt of Innis Community grant funds. 

 

Mrs. Anita LeJeune made a motion to table the item until the particulars are worked out.  Mr. Brandon Bergeron seconded the motion.  President Chad Aguillard interjected that   it is hard not to support the School Based Health Clinic as it will be hard to let grant funds go that will help students.  He stated that we need to give the Superintendent the authority to craft the terms. Mr. Kevin Hotard stated that he does not have an issue with allowing the School Based Health Center to utilize the land. Mrs. D’Amico stated that a letter of intent could be given to Mrs. Matessino for application purposes to move forward.  Mr. James Cline stated that Board members have concerns but, he agrees that a letter of intent could be sent to enter into the agreement for application purposes.  After the discussion, Mr. Brandon Bergeron mentioned that he understands the letter of intent process to make application.  

 

A substitute motion was offered by Mr. Chad Aguillard, seconded by Mr. Kevin Hotard, to give Superintendent D’Amico the authority to offer a letter of intent to enter into a Cooperative Endeavor Agreement with the Innis Community Health Center, Inc. for a School Based Health Center to be located on land located between the former LaBarre Elementary School and Pointe Coupee Central High School, that will be in the best interest and of no cost to the system, if the grant is approved.

 

A roll call resulted in the following:

 

YEAS:                          Chad Aguillard, Frank Aguillard, Brandon Bergeron, James Cline, Leslie Grezaffi, and Kevin Hotard.

NAYS:                          Anita LeJeune

ABSENT:                      Thomas Nelson

 

The substitute motion passed by a vote of 6-1

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Cooperative Endeavor Agreement Regarding the Use of State Funding Secured for the Relocation, Renovation, and Rebuilding of the Pointe Coupee Parish School Board’s Central Office due to Flooding Caused by Hurricane Gustav.    Superintendent D’Amico mentioned that sometime ago, two of our local legislators secured an appropriation in House Bill 2 through the Capital Outlay Section for the Pointe Coupee Parish School Board’s central office relocation, renovation and rebuilding due to flooding caused by Hurricane Gustav resulting in $3,325,000 for Priority 5; $100,000 for Priority 2 payable from General Obligation Bonds. Mrs. D’Amico stated that $100,000 of Priority 1 funds would be used for the architectural design regarding the phase one projects.  This would include re-roofing, painting and office division, funded by transferred FEMA funds from the former School Board office settlement.  According to Mr. Henry Frey, with the Facility Planning and Control, Capital Outlay, Phase I and II projects require a Cooperative Endeavor Agreement.  The school system will need to reapply every year by November 1 to keep this capital outlay award active.  Superintendent D’Amico stated that after meeting with Quez Jones of FEMA, the 10% match requirement has already been met due to the purchase of air conditioners, roof repairs, etc. made to 337 Napoleon Street building.   Mrs. D’Amico mentioned that she and Mr. Gibbs are filing reports in anticipation of funding.  Architect David Mougeot was in attendance for any questions.  Mr. Donald Fuselier, Director of Maintenance and Support Services, stated that he is very concerned about the flat roof on the building that occupies the central office.  He mentioned that this type of roof, made of gravel and tar, are no longer designed in this fashion as they are very high maintenance that lends itself to frequent leaks.  The building was last renovated in 1982. 

 

Board Member Anita LeJeune left the meeting at 7:35 p.m.

 

Mr. Frank Aguillard made a motion, seconded by Mr. Leslie Grezaffi, to enter into a Cooperative Endeavor Agreement for the use of State Funding for the relocation, renovation, and rebuilding of the Pointe Coupee Parish School Board’s Central Office due to flooding caused by Hurricane Gustav.  The motion carried.

 

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Results of Annual Performance for Superintendent.  The purpose or intent of the Superintendent’s Evaluation is to arrive at certain conclusions as to the ”effectiveness” of the Superintendent in achieving the goals and objectives of the school district and establishing systematic accountability of the job description.  This communication process acquires what is expected of the Superintendent and it identifies and prioritizes the district’s goals. Specific Performance Objectives were selected by the Superintendent and approved by the School Board, as agreed to in her contract; the General Evaluation is P.C. 106.  The instrument is based on a scoring scale of one to five (#5 excellent; #4 above average; #3 average; #2 below average; and #1 unsatisfactory). President Chad Aguillard reported that a Consent Committee (Anita LeJeune, Chairperson, Leslie Grezaffi, and Brandon Bergeron) was scheduled to tabulate scores regarding the evaluation performance instrument for the Superintendent.  Mr. Aguillard requested that Board Member Kevin Hotard assist with the tabulation process, also. It was announced that Superintendent D’Amico received a composite score of 3.6 out of 5 on the general evaluation and 3.6 on the specific performance objectives.  Mr. Brandon Bergeron mentioned that seven out of eight evaluation instruments were used to derive this score; one School Board member’s information was not received prior to tabulation.

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Remarks from the Superintendent.   Mrs. D’Amico thanked the School Board for their evaluation of her performance as Superintendent and stated that this has been a challenging year with regard to the non-popular decision of having to implement the Reduction in Force Policy due to state budget cuts, etc.  She announced that Louisiana was one of only six states awarded the Federal Literacy Grant and mentioned that our school system has an opportunity to participate in the Striving Readers Grant.  Superintendent D’Amico also announced that due to the end of Daylight Savings time, the 21st Century After-School Program will be allowing students to leave earlier beginning Monday, November 7, 2011.  Mrs. D’Amico mentioned that Kate Guillory, the new Supervisor of Child Nutrition, created a School Food Service section on the website and encouraged everyone to check it out.  Mrs. D’Amico announced that Veteran’s Day is Friday, November 11, 2011, and a holiday for the school system.  She reminded everyone that meetings are held earlier during the months of November and December due to the holidays and announced that the Executive Committee of the Pointe Coupee Parish School Board will meet on Thursday, November 10, 2011, to set the agenda for the monthly School Board meeting scheduled for Thursday, November 17, 2011.  

 

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Adjournment.  On a motion by Mr. Kevin Hotard, seconded by Mr. Frank Aguillard, the meeting adjourned at 7:47 p.m.

 

___________________________

Chad Aguillard, President

___________________________

Linda D’Amico, Superintendent