FREDERICKSBURG CITY PUBLIC SCHOOLS Fredericksburg, Virginia REGULAR SCHOOL BOARD MEETING AGENDA October 10, 2016 Closed Session: 6:30 p.m.
Open Session: 7:30 p.m.
James Monroe High School – Lecture Hall 2300 Washington Avenue
I.
Call to Order
II.
Roll Call
III.
Closed Session - Freedom of Information Act 2.2-3711(A) Section 1 – Personnel (discussion regarding employment recommendations, contract adjustments, extra-duty assignments, resignation recommendations, retirement recommendation, substitute teacher recommendations, substitute bus/car driver recommendations, Head Start bus monitor recommendation, substitute custodian recommendation, and student intern placement)
IV.
Approval of Agenda
V.
Approval of Minutes of September 12, 2016 Regular School Board Meeting
VI.
Recognitions A. B. C. D.
VII.
Word of the Month – “KNOWLEDGEABLE” – Walker-Grant Virginia School Boards Association Academy Awards National Merit Scholarship Finalist – James Monroe High School Exceptional SOL Assessment Performance Recognitions
Hearing of Citizens A.
VIII.
Superintendent's Report A.
Consent Agenda 1.
Appointment of Advisory Committees for 2016-2017
2.
2016-2017 Supplemental Appropriations/Revisions
B.
C.
Action Items 1.
Personnel
2.
Approval of Fredericksburg City Public Schools Comprehensive Plan – 2016-2021
3.
VSBA Bullying Prevention Month Proclamation
Additional Action Items 1.
D.
E.
Information Items 1.
Instructional Presentation – Administrative Retreat
2.
Accreditation Report
3.
Financial Report
4.
Annual School Report – 2015-2016
5.
Audit of Schools’ Activity Funds – 2015-2016
6.
Annual Discipline, Crime and Violence Report – 2015-2016
7.
Update on Original Walker-Grant School Renovation
Additional Information Items 1.
IX.
Old Business A. VSBA Annual Conference – November 16-18, 2016 B. VSBA Take Your Legislator to School Month – November
X.
New Business A.
XI.
Good of the Order
XII.
Adjournment
FREDERICKSBURG CITY PUBLIC SCHOOLS Fredericksburg, Virginia
A regular meeting of the Fredericksburg City School Board was held at 6:30 p.m. on September 12, 2016 in the Lecture Hall of James Monroe High School, 2300 Washington Avenue. Board members present were: Mrs. Elizabeth R. Rehm, Vice-Chairperson Mrs. Jennifer L. Boyd Ms. Jannan W. Holmes Ms. Malvina Rollins Kay * Mrs. Barbara A. Miller-Richards Absent:
Rev. Jarvis E. Bailey, Chairperson
Others Present: Dr. David G. Melton, Superintendent Mrs. Deborah B. Wright, Clerk of the Board The meeting was called to order at 6:31 p.m. by the Vice-Chairperson. * Ms. Kay arrived during closed session. 16-17-40: BOARD CONVENES INTO CLOSED SESSION: RECONVENES INTO OPEN SESSION. The Superintendent recommended that the Board convene into closed session under FIA 2.2-3711(A), Section 1 - Personnel (discussion regarding employment recommendations, contract adjustment, change in location for cafeteria personnel, extra-duty assignments, resignation recommendations, ERIP recommendation, substitute teacher recommendations, substitute nurse recommendations, substitute bus/car driver recommendations, substitute custodian recommendations, volunteers for athletic programs, and student teacher/practicum student placement). A motion to approve the Superintendent’s recommendation was made by Mrs. Miller-Richards, seconded by Ms. Holmes, and unanimously approved by a roll call vote. The Board convened in closed session at 6:32 p.m. On a motion by Mrs. Miller-Richards, seconded by Ms. Kay, and unanimously approved by a roll call vote, the Board reconvened in open session at 7:31 p.m. and approved Certificate of Closed Meeting No. 16-17-3 which involves a statement concerning items discussed in closed session. A copy of Certificate of Closed Meeting No. 16-17-3 is attached to the minutes. 16-17-41: APPROVAL OF AGENDA. The Vice-Chairperson asked to amend the agenda to include an additional recognition (Item VI-E) by Mrs. Marjorie Churchbourne of the American Heart Association. Mrs. Rehm also asked that the agenda be revised to move item IX-D-1 – Presentation by First Choice Public Private Partners forward to be presented as the first item of the Superintendent’s report. A motion to approve the agenda as amended was made by Ms. Kay, seconded by Mrs. MillerRichards, and unanimously approved.
16-17-42: APPROVAL OF MINUTES OF AUGUST 8, 2016 SCHOOL BOARD WORK SESSION AND THE AUGUST 8, 2016 REGULAR SCHOOL BOARD MEETING. Minutes of the August 8, 2016 School Board Work Session and the August 8, 2016 Regular School Board Meeting were presented for approval. A motion to approve the minutes as presented was made by Mrs. MillerRichards, seconded by Mrs. Boyd, and unanimously approved by the Board. 16-17-43: RECOGNITIONS. As part of the school division’s character education program, Mrs. Kristi Allison, CTE Director, shared information on the Virginia Cyber Camp which was held at James Monroe High School this summer. Mrs. Allison noted that 30 students had participated in the Cyber Camp which included daily activities, field trips and guest speakers. Several of the students then shared some experiences from their participation and how they became “Inquirers”, the Word of the Month for September, to learn more about cyber opportunities. The following individuals were recognized by Director of Administrative Services John Gordon as Teachers of the Year for 2017: Julie Huff William Wishard Laura Mastrangelo Justin Robinson Emma Coombs
Original Walker-Grant School Hugh Mercer Elementary School Lafayette Upper Elementary School James Monroe High School Fredericksburg City Public Schools and Walker-Grant Middle School
The following individuals were introduced and congratulated for their recent selection as Employee Incentive Award winners for 2016: Rachel Novak Quincy Crecelius Click Heidi Ribel Julie Huff Lisa Lewis (not present)
Certificated Staff - Lafayette Upper Elementary Certificated Staff - Walker-Grant Middle Certificated Staff - James Monroe High Certificated Staff - Original Walker-Grant Certificated Staff - Hugh Mercer Elementary
Nilda Graham Maxine Cannon Shelda Roach Vernell Turner William “Bud” Hoover James Redd
Classified Staff – Instructional Paraprofessionals Classified Staff – Custodial Staff Classified Staff – Secretarial/Clerical Staff Classified Staff – Food Services Department Classified Staff – Maintenance Department Classified Staff – Transportation Department
Winners of the 2016-17 Birthday and Holiday Card Design Contest were announced by Board Member Jennifer Boyd. The division Holiday Card is sent by the Superintendent to all division employees and numerous other recipients each year. This year’s winning design was created by Delani Warner (not present) who was an eighth grade student at Walker-Grant Middle School. Throughout the school year every employee of the school division receives a birthday card from the Superintendent. This year’s card was designed by Hollis Glancy who was a seventh grade student at Walker-Grant Middle School.
Mrs. Marjorie Churchbourne, representative of the American Heart Association, congratulated Dr. Melton and Fredericksburg City Public Schools as a recipient of the Association’s “Full County/City With-Heart Participation Award”. The award was received for the school division’s participation in community service learning programs such as Jump Rope for Heart and Hoops for Heart. Mrs. Churchbourne shared some of the accomplishments of students in raising funds and promoting awareness of heart disease. On behalf of the School Board, Mrs. Rehm expressed appreciation for the attendance of those individuals who were recognized. 16-17-44: PUBLIC HEARING – COMPREHENSIVE PLAN 2016-2021. Mrs. Rehm stated that the School Board held a work session in August to discuss a draft of the Fredericksburg City Public Schools Comprehensive Plan for 2016-2021. The Plan has been available on the school division’s website for public review. Mrs. Rehm then opened the public hearing for comments on the Comprehensive Plan for 2016-2021. There being no citizens wishing to speak on this topic, the public hearing was declared closed. 16-17-45: HEARING OF CITIZENS. Mrs. Rehm then called for Hearing of Citizens. The following citizen addressed the Board:
Dr. Richard Finkelstein – Dean of Arts and Sciences at the University of Mary Washington – Dr. Finkelstein provided the Board with a summary concerning a grant which has been received through the Jack O’Neal fund at the Community Foundation to create a Living Landscape Project at Hugh Mercer Elementary School. The project will be a playground form of landscape in which students can learn. It will provide science teachers with an opportunity for hands-on experiences for students. Dr. Finkelstein described plans for the area and noted that some of the clearing of the area has already begun. Appreciation was extended to Dr. Gordon and school staff at Hugh Mercer for their assistance.
16-17-46: PRESENTATION BY FIRST CHOICE PUBLIC PRIVATE PARTNERS – UPDATE ON THE RENOVATION OF ORIGINAL WALKER-GRANT SCHOOL. On behalf of First Choice Public Private Partners, a partnership of Moseley Architects and English Construction Company, Mr. Doug Westmoreland provided an update on the renovation of Original Walker-Grant School. Mr. Westmoreland also introduced Mr. Bill Downey of Downey and Scott, the construction management firm overseeing the project. Mr. Westmoreland provided an overview of plans for the project and noted that it is on schedule for completion in August 2017. He shared photos of the site plan and current work on Phase I of the project. The outside entry was shown as well as the lobby and the meeting room. Photos showed the current state of some areas as well as the finalized plans for those areas. Mr. Westmoreland described the layout of the building and discussed access which will yield a very secure building. Mrs. MillerRichards asked if other organizations will be allowed to use the gymnasium. Dr. Gordon stated that the Boys and Girls Club will use the facility for recreational purposes. Since the gym will not be full court size, it will not be suitable for organized recreation contests. Ms. Holmes mentioned the benches in the hallway which will allow young students to sit rather than stand in lines in the hallway. She commented that young students may tend to jump on the benches but the behavior issue will be left to school personnel. Mrs. Miller-Richards asked if the project will be under roof before winter weather. Mr. Downey responded that the building should be under roof before winter to ensure against weatherrelated delays.
16-17-47: CONSENT AGENDA. The Superintendent recommended the approval of the consent agenda which included the following items:
Trip Request – James Monroe DECA Fashion Marketing/Sports Marketing Trip Request – A recommendation was made that the School Board approve the trip request for James Monroe High School DECA Fashion Marketing and Sports Marketing students to visit New York City on November 18-19, 2016.
Additional Extra-Curricular Activities for 2016-17 – Walker-Grant Middle School – A recommendation was made that the School Board approve the addition of the Fiddle Club to the list of extra-curricular activities for Walker-Grant Middle School for the 2016-17 school year.
A motion to approve the Superintendent’s recommendation was made by Ms. Kay, seconded by Mrs. Miller-Richards and unanimously approved by the Board. Copies of the consent agenda items are attached to the minutes. 16-17-48: PERSONNEL MATTERS. The Superintendent recommended approval of the personnel list as presented. A motion to approve the Superintendent’s recommendation was made by Ms. Holmes, seconded by Mrs. Boyd, and unanimously approved by a roll call vote. A copy of the personnel list is attached to the minutes. 16-17-49: INSTRUCTIONAL PRESENTATION – SCHOOL HEALTH ADVISORY BOARD REPORT. Mrs. Pam Steinkoenig, Director of Pupil Personnel Services, publicly thanked Dr. Fran Meyer for her leadership as Chairperson of the School Health Advisory Board (SHAB) for the last several years. Dr. Meyer stated that SHAB continued to focus on the goal of raising community awareness of issues that impact the city schools’ students and its individual schools. During the year 15 parents, four students, 68 staff members, and 34 representatives of community organizations and agencies were engaged in meetings and activities of the SHAB and its substructures which include administrative sub-committee, six standing committees, relevant school correlates and/or school health councils. Dr. Meyer noted some highlights which are outlined in the attached abstract concerning SHAB activities for the 2015-2016 school year. Dr. Meyer and staff members then responded to questions. Ms. Holmes stated that she was pleased to see the mental health initiatives. She asked if Lafayette is still using the Olweus anti-bullying program. Mr. Terry stated that guidance counselor Annette Richards continues to lead this program. The classroom portion of the program will begin soon. Ms. Holmes also noted that she was pleased to see that Walker-Grant is addressing self-harm in teenagers and middle school students. It was noted that the number of incidents is down with monitoring by peers and staff. At James Monroe, the kick-off for the Rachel’s Challenge program will take place on September 29 with school-wide assemblies. The staff will consider ways on how to coordinate Rachel’s Challenge throughout the school year. In response to a question from Ms. Holmes, Dr. Rachal explained the Tip 411 program. This is an anonymous tipline brought to the school division by the Fredericksburg Police Department. Students and/or parents who have concerns or information about something that might happen may submit tips via anonymous texts which go to the School Resource Officer. The SRO then determines if the tip needs to be shared with school administrators.
Mrs. Miller-Richards asked staff to communicate more about the programs and topics covered through SHAB in school newsletters. She encouraged the schools to increase awareness of the many excellent programs which are available. Mrs. Rehm commented that she was amazed by the large number of participants on the groups associated with SHAB. 16-17-50: FINANCIAL REPORT. Mr. Baker informed the Board that staff members are still closing books for FY16 but final revenues have been posted. Field work for the city audit has started. Mr. Baker shared the financial report for the month of July. Also, he reported that the Superintendent’s Annual Report for 2015-16 has been completed and submitted to the Department of Education. 16-17-51: SUMMER PROGRAMS. Dr. Harry Thomas, Director of Instruction, provided the Board with a brief report on summer school programs across the division. The 2016 summer school consisted of twenty instructional days for students in grades 2-8. A total of 372 students participated in the various programs this summer which represents an increase of 12%. Dr. Thomas noted student growth was evident in five of six literacy and numeracy areas. Using a new online credit recovery program, Edgenuity, three of four seniors met graduation requirements. The Summer Scholars Program ran for fifteen days. Teaching assistants worked with 164 participants in a variety of enrichment activities. The students enjoyed a number of excellent field excursions. Many of the students received either partial or full scholarships for the program. Dr. Thomas then responded to questions from the Board. Mrs. Miller-Richards encouraged school officials to promote the programs through various school communications in order to share some of the opportunities that students have by participating in the summer programs. When asked about the outcome of summer school, Dr. Thomas explained the student growth in both literacy and numeracy. Mrs. Miller-Richards asked how many students at Hugh Mercer participated in both summer school and Summer Scholars as a way of continuing enrichment opportunities. Dr. Thomas indicated that he would research this and provide the information. Mrs. Boyd asked about enrollment and attendance for summer programs. Dr. Thomas explained that different criteria are used to determine if students are required to attend summer school or if attendance is recommended. Attendance is higher for those in the required group. Ms. Holmes asked if there is any type of graduation ceremony for students who complete requirements during the summer. At this time there is not, but the Board may wish to discuss some type of recognition for these students. 16-17-52: UPDATE ON INSTRUCTIONAL PROGRAMS. Mrs. Marceline Catlett, Deputy Superintendent, informed the Board that following the Administrative Retreat, the central office instructional team and building administrators met to review 50 instructional programs and initiatives being used in the schools to enhance and supplement instructional efforts of the staff in four core academic programs. Mrs. Catlett stated that the meetings yielded valuable results. She shared research based highlights of five nationally or state recognized programs which have had a positive impact on the academic achievement of students. First, the American Reading Company program will be used to provide Close reading at both Hugh Mercer and Lafayette. Mrs. Catlett explained that Close reading is a strategy teaching students to read and re-read for understanding. Dr. Thomas added that the process also trains students to access content on a grade level beyond their reading level. At WalkerGrant, sustained student reading, a new 100 book challenge and increased writing time are components from the American Reading Company program. Second, the Cortez mathematics program will be used at Lafayette with teacher guided lessons as a culminating activity for math units. At Walker-Grant teacher guided lessons will be incorporated in math pacing guides. A workbook supplement will be used in grades 3-8 and end of course programs. Third, Mrs. Catlett discussed the International Baccalaureate Program. James Monroe High School will be a part of the IB World Program for eleventh and twelfth grade students beginning September 1, 2016. Walker-Grant and James Monroe
are in the candidacy phase for the Middle Years Program for grades 6-10 with implementation planned for September 2017. Hugh Mercer and Lafayette will submit an application for the Primary Years Program during the spring of 2017. Fourth, the Measures of Academic Progress (MAP) was discussed. Mrs. Catlett outlined the testing schedule to be used at each school. Lastly, Mrs. Catlett mentioned the Power School Assessment and Analytics which is used for longitudinal data in the assessment and accountability department. Staff members responded to questions from the Board. A full summary of the evaluation of instructional programs will be included in a weekly packet to the Board. 16-17-53: REPORT ON OPENING OF SCHOOL. The Superintendent informed the Board that overall the opening of the school year has been very smooth. Dr. Melton stated that enrollment as of Friday was 3,372 students with an additional twenty students arriving today bringing the enrollment to 3,392. Enrollment by school and by grade level was provided. Dr. Melton also shared the following highlights:
Average number of students transported – 2,800 Average number of school lunches served daily – 2,675 Average number of school breakfasts served daily – 1,425 Number of languages represented among students – 41 Total number of Classified Staff – 314 Total number of Certificated Staff – 275
In response to a request from the Board, Dr. Melton will provide updated enrollment information following submission of the September 30 enrollment data. Dr. Melton also noted that city school divisions usually have a higher number of refugee students which contributes to the variety of languages. 16-17-54: UPDATE ON NEW SCHOOL BUS PARKING LOT. Dr. John Gordon provided the Board with an update on the new school bus parking lot. A request for proposals was advertised in October 2015 for the construction of a new bus lot for the transportation department to include a transportation office, space for 63 buses and 60 cars, and a bus-washing platform. The RFP was awarded to Mr. Carey Leitch of Carico. Construction began on the project but was delayed due to environmental codes that require a determined distance for stormwater run-off. The project has now been approved and is expected to be completed between December 2016 and March 2017. Mrs. Miller-Richards noted that the reason for the new bus parking lot was precipitated by the city’s need for more space at the current city shop. 16-17-55: ANNUAL JOINT LEGISLATIVE RECEPTION. The Superintendent stated that the Spotsylvania County School Board will host the Fourth Annual Joint Legislative Reception on October 6, 2016. An invitation was extended to local Board members. Mrs. Boyd, Ms. Holmes, Mrs Rehm, and Mrs. Miller-Richards expressed plans to attend the reception. 16-17-56: VIRGINIA SCHOOL BOARDS ASSOCIATION EVENTS. The Superintendent discussed two upcoming events which have been announced by the Virginia School Boards Association. These events are Bullying Prevention Month in October and Take Your Legislator to School Month in November. There are a number of anti-bullying programs already in place in the schools. The administrative staff will be discussing Bullying Prevention Month and will advertise the event throughout the schools. VSBA has shared a proclamation on Bullying Prevention which the Board may wish to adopt. The Board discussed opportunities to participate in Take Your Legislator to School
Month. Mrs. Miller-Richards suggested that Board members may note some particular topics of interest to address with legislators when they attend the upcoming Legislative Advocacy Conference. Dr. Melton also mentioned that participation in the Legislative Reception may meet requirements for the Board of Distinction in regard to Take Your Legislator to School Month. 16-17-57: OLD BUSINESS. The following items of old business were discussed:
VSBA Legislative Advocacy Conference – The VSBA Legislative Conference will be held in Charlottesville on September 15. Rev. Bailey, Mrs Boyd, Ms. Holmes, and Dr. Melton are planning to attend.
Hot Topic Conference – The VSBA Hot Topic Conference will be held at the Chesterfield Career and Technical Center on October 18. Mrs. Rehm expressed an interest in attending.
VSBA Annual Conference – The VSBA Annual Conference will be held in Williamsburg on November 16-18, 2016. All Board members are planning to attend the conference.
16-17-58: GOOD OF THE ORDER. The following comments were made under “Good of the Order”:
The Superintendent announced that the Fredericksburg City Public Schools Superintendents’ Tailgate Party will be held on Friday, September 16 prior to the football game. The Fredericksburg City Police Department will be recognized at that time for its partnerships and working relationship with the city schools. All Board members and staff are invited to attend.
Mrs. Miller-Richards congratulated staff on a great opening of the school year.
16-17-59: ADJOURNMENT. There being no further business to conduct at this regular meeting of the Fredericksburg City School Board for September 12, 2016, the meeting was adjourned at 8:52 p.m. on a motion by Mrs. Miller-Richards, seconded by Mrs. Boyd, and unanimously approved.
Elizabeth R. Rehm, Vice-Chairperson Fredericksburg City School Board
Deborah B. Wright Clerk of the Board
MOTION: Mrs. Miller-Richards SECOND: Ms. Kay
CERTIFICATE OF CLOSED MEETING 16-17-3
WHEREAS, the Fredericksburg City School Board has convened a closed meeting on this date pursuant to an affirmative recorded vote and in accordance with the provisions of the Virginia Freedom of Information Act; and WHEREAS, Section 2.2-3711(A) of the Code of Virginia requires a certification by this School Board that such closed meeting was conducted in conformity with Virginia law; NOW, THEREFORE, BE IT RESOLVED that the Fredericksburg City School Board hereby certifies that, to the best of each member's knowledge, (i) only public business matters lawfully exempted from open meeting requirements by Virginia law were discussed in the closed meeting to which this certification applies, and (ii) only such public business matters as were identified in the motion convening the closed meeting were heard, discussed or considered.
VOTE: AYES:
5
NAYS:
0
ABSENT: 1 (Rev. Bailey)
Clerk of Fredericksburg City School Board
September 12, 2016 Meeting Date
SCHOOL BOARD AGENDA ITEM
MEETING DATE:
October 10, 2016
AGENDA ITEM NO. VIII-A-1 AGENDA: Consent Action Information
STAFF CONTACT PERSON:
Mrs. Pam Steinkoenig and Mrs. Kristi Allison
SUBJECT: APPOINTMENT OF ADVISORY COMMITTEES FOR 2016-2017
INTRODUCTION: In accordance with School Board Policy BCF – Advisory Committees to the School Board, it is the duty of the School Board to appoint advisory councils, or committees of citizens of the school division for consultation, with reference to specific matters pertaining to local schools. At this time, advisory committees have been established for the following programs – Special Education and Career and Technical Education. Volunteers for these committees were sought through a letter sent to parents of all Fredericksburg City Schools students. Community members are also represented on the committees. Membership rosters for the Special Education Advisory Committee and the Career and Technical Education Committee are attached for the School Board’s consideration. Parents were also invited to volunteer to serve on the School Health Advisory Board. Fredericksburg City Public Schools has decided to continue the SHAB even though it is no longer required by the Code of Virginia. Parent members for SHAB will be selected in the near future. SUPERINTENDENT’S RECOMMENDATION: The Superintendent recommends that the School Board approve the 2016-2017 membership rosters for the Special Education Advisory Committee and Career and Technical Education Advisory Committee for the Fredericksburg City Public Schools.
ATTACHMENTS: Membership Rosters:
Special Education Advisory Committee Career and Technical Education Advisory Committee
Letter of Invitation Advisory Committees Volunteers – 2016
SPECIAL EDUCATION ADVISORY COMMITTEE 2016-2017 LAST NAME Littleton Owen Esclante Morales Ryan Galloway
LAST NAME Carroll Griffin Snyder Jurlando Stone-Lanoue Steinkoenig
FIRST NAME Lisa Jennifer Kaitlyn Larissa Kathy Linda
FIRST NAME Vanessa Denise Barbara Amelia Jo Pamela
Committee Members Parent Parent Parent Parent Teacher Community Representative(DRC)
School Representatives School Consultant School Consultant School Consultant School Consultant SPED Coordinator Director Pupil Personnel
CTE Advisory Committee – 2016-17 Kathy Ryan, SPED Department Kristi Allison, CTE Director Elizabeth O'Malley, Business and Industry Thomas Vaugh, Labor Rosella Sprow, parent Sherry Wikert, WorkForce Now/Fredericksburg Chamber of Commerce Officer Paul Dooley, Fredericksburg Police Department Will Fastabend, DECA President Greg James, Guidance Denise Guest, DE Coordinator, Germanna Community College Mr. Avington, Interested parent
Parent/ Guardian First Name
Parent/ Guardian Last Name
Address
Melanie
Cheripka
1113 Ellis Ave.
1
[email protected]
540.270.4444
Lisa
Littleton
144 Hillcrest Dr, Apt 19
3
[email protected]
540-623-7365
Michael
Gavelek
802 Caroline St
4
[email protected]
202 497 0105
Melissa
Blasiol
809 Mortimer Ave
2
[email protected]
540-287-9144
Rosella
Sprow
604 Spottswood St
4
[email protected]
5408483719
Jennifer
Owen
2
[email protected]
540-287-7205
Erinn
Theado
1712 Washington Ave 1304 Sands Cir
1
[email protected]
540-834-8033
Kaitlyn
Escalante
2003 Woodlyn Dr., Apt. 2
1
[email protected]
540-273-5754
Larissa
Morales
116 Wellington Lake Dr., Apt 68
1
540-273-7906
Sir
Avington
1116 Innis Drive
I reside in Ward
E-Mail Address
[email protected]
Telephone Number
573-855-8560
Please select the desired committee preference: School Health Advisory Board Special Education Advisory Committee Career & Technical Education Advisory Committee School Health Advisory Board Career & Technical Education Advisory Committee Special Education Advisory Committee School Health Advisory Board Special Education Advisory Committee Special Education Advisory Committee
Career & Technical Education Advisory Committee
SCHOOL BOARD AGENDA ITEM
MEETING DATE:
October 10, 2016
AGENDA ITEM NO. VIII-A-2 AGENDA: Consent X Action ░ Information ░
STAFF CONTACT PERSON:
Mr. G. David Baker
SUBJECT: 2016-2017 SUPPLEMENTAL APPROPRIATIONS/REVISIONS
INTRODUCTION: Fredericksburg City Public Schools has been awarded an additional $124,037.31 from the Virginia Department of Education under Title I, II, and III Closeout/Carryover funds, to be expended in the FY 2017 school year.
SUPERINTENDENT'S RECOMMENDATION: The Superintendent recommends that the School Board approve the Virginia Department of Education Title I, II and III Closeout/Carryover funds to Fredericksburg City Public Schools in the amount of $124,037.31, and request that the Fredericksburg City Council complete the supplemental appropriation process.
ATTACHMENT(S):
Title I Closeouts/Carryovers Title I
4 4
211 211
069104 069104
5540 6013
8 8
000 000
147.76 2,093.24
211 211 211
069104 069104 069104
3160 5540 6013
8 8 8
000 000 000
12,895.00 8,536.07 73,975.00
Title I Carryovers Title I
4 4 4
Revenue Code: 3-211-033020-0002
97,647.07
Title II Carryovers Title II Teacher Quality
4 4
211 211
069146 069146
5540 5540
8 8
000 000
Revenue Code: 3-211-033020-0085
3,070.52 229.28 3,299.80
Title III Closeouts Title III
4
211
069152
6013
8
000
469.17
211 211
069152 069152
5540 6013
8 8
000 000
9,000.00 13,621.27
Title III Carryovers Title III
4 4
Revenue Code: 3-211-033020-0090
Total
23,090.44
$124,037.31
SCHOOL BOARD AGENDA ITEM
MEETING DATE:
October 10, 2016
AGENDA ITEM NO. VIII-B-2 AGENDA: Consent Action Information
STAFF CONTACT PERSON:
Dr. David Melton
SUBJECT: COMPREHENSIVE PLAN FOR FREDERICKSBURG CITY PUBLIC SCHOOLS – 2016-2021
INTRODUCTION: At its work session in August, the Board was presented with an overview of the Comprehensive Plan for 2016-2021. A draft of the Comprehensive Plan has been available for public review on the school division’s website and at the School Board Office. A public hearing for comments on the Comprehensive Plan was held by the School Board on September 12, 2016. The plan has now been finalized and is submitted for the Board’s approval. SUPERINTENDENT'S RECOMMENDATION: The Superintendent recommends that the School Board approve the Fredericksburg City Public Schools Comprehensive Plan for 2016-2021.
ATTACHMENT: Comprehensive Plan for 2016-2021
FREDERICKSBURG CITY PUBLIC SCHOOLS
Outline
FCPS Goals and Objectives .......................................... 3 Data, Assessment, and Accountability ……………………. 12 Questions & Comments…….………………………….……………. 19
2
FCPS Goals and Objectives
3
3
FCPS Goals and Objectives
Goal #1: Student Achievement Fredericksburg City Public Schools will develop, advance, and support academic programs which enable students to become productive citizens in a global society and to meet laudable academic, career, and personal goals.
4
Goal #1: Student Achievement Objectives: • Faculty and administrative staff will develop and propagate programs that create global awareness and 21st century skills. • Fredericksburg City Public Schools’ students will be assessed via Measures of Academic Progress (MAP) and unit test data to monitor achievement throughout the academic school year. • Fredericksburg City Public Schools will meet state and federal academic mandates. • Career and technical education (CTE) classes will be developed and implemented in order to increase CTE course offerings for students. • Fredericksburg City Public Schools will undertake annual evaluation of all programs implemented to remediate academic deficits in reading and mathematics. • Fredericksburg City Public Schools personnel will work to ensure that the graduation rate will continue to improve as measured by the Virginia Department of Education, Graduation Completion Index (GCI).
5
FCPS Goals and Objectives
Goal #2: School Environment Fredericksburg City Public Schools will continue to provide a safe school environment that encourages students and staff to demonstrate respect for each other and to appreciate our diversity and democratic values.
6
Goal# 2: School Environment Objectives: • Fredericksburg City Public Schools will provide a safe school environment through effective communication with parents, city government, and social agencies. • Fredericksburg City Public Schools will provide Alternative Programs, Resource Officers, and Character Education.
• Fredericksburg City Public Schools will properly maintain all facilities and cooperate with the Parks and Recreation Department while working with the community to provide appropriate use of facilities. • Each school will use the Effective Schools Program to work with students, parents, and staff to promote positive behaviors that foster respect. 7
FCPS Goals and Objectives
Goal #3- Highly Qualified Staff Fredericksburg City Public Schools will recruit, develop, and retain highly qualified staff to carry out the mission of the school division.
8
Goal #3: Highly Qualified Staff Objectives: • The administration will recruit, train, and retain highly qualified personnel with an emphasis on hiring minorities and males and staffing critical shortage areas.
• Staff members will use data to plan and to choose professional development activities throughout the year. • FCPS will partner with institutions of higher learning to build staff capacity for literacy and numeracy proficiency. 9
FCPS Goals and Objectives
Goal #4- School and Community Relations Fredericksburg City Public Schools will promote, facilitate, and enhance partnerships and communications between the schools, students, parents, and the community.
10
Goal #4: School & Community Relations Objectives: • Fredericksburg City Public Schools will foster timely communications between schools and community stakeholders by using technology and advanced media. • Community and business partnerships will continue to be sought in support of the goals of the school division.
• Fredericksburg City Public Schools will form ad hoc committees to address school and community challenges. • With the support of families and the school communities, Fredericksburg City Public Schools will develop and implement transition plans for at-risk students to ensure seamless matriculation between schools. • Through a focus on the family, student, and environmental factors, Fredericksburg City Public Schools will identify partnerships and resources to reduce the drop-out rate of all education levels. • Each school will develop parent engagement strategies and detail such efforts within their school improvement plans. 11
Data, Assessment, and Accountability
12
2012-2016 Reading Scores (unadjusted) 2012
2013*
2014
2015
2016
Grade 3
76 %
59.2%
58.3%
67.1%
61.1%
Grade 4
78.8 %
67.2%
61.5%
75.1%
68.6%
Grade 5
80.9 %
65.3%
73.9%
69.3%
73.3%
Grade 6
82 %
71.1%
63%
77%
67.6%
Grade 7
77.1 %
72.2%
70.8%
76%
73.1%
Grade 8
83.8 %
65.4%
63.3%
71.7%
71.3%
JM-EOC
89.4 %
81%
78.4%
78.3%
76.5%
*New Standards Assessed
13
2012-2016 Reading Scores (unadjusted) 100% 90% 80%
Grade 3
70%
Grade 4
60%
Grade 6
Grade 5 Grade 7 Grade 8
50%
JM - EOC 40% 30%
20%
14
2012
***2013
***New English Standards Fully Assessed
2014
14
2015
2016
2012-2016 Math Scores 2012*
2013
2014
2015
2016
Grade 3
54.7%
43.8 %
56.2%
68.1%
62.2%
Grade 4
59.3 %
71 %
74.3%
79%
73.1%
Grade 5
52.7 %
59.7 %
71.3%
63.4%
71%
Grade 6
65.6 %
72.4 %
69.7%
57.8%
62.3%
Grade 7
25 %
33.3 %
48.7%
73.5%
65%
Grade 8
58.9 %
69.7 %
72.8%
78.1%
75.6%
W-GMS- Algebra I:
81.4 %
88.7 %
98.8%
100%
100%
W-GMS- Geometry:
91 %
100 %
100%
100%
100%
JMHS- Algebra I:
41 %
44.6 %
71.1%
67.3%
69.9%
JMHS- Geometry:
48.2 %
58.9 %
62.1%
65.2%
67.6%
JMHS- Algebra II:
54.5 %
68.5 %
83.4%
76.5%
82.7%
*New Standards Assessed
15
2012-2016 Math Scores 100% 90%
Grade 3 Grade 4
80%
Grade 5 Grade 6
70%
Grade 7 Grade 8
60%
W-GMS - Algebra I W-GMS - Geometry
50%
JMHS - Algebra I JMHS - Geometry
40%
JMHS - Algebra II 30%
20%
***2012
2013
2014
2015
***New Math Standards Fully Assessed
16
2016
2012-2016 History Scores (unadjusted)
2012
2013*
2014
2015
2016
Gr. 4: Virginia Studies
80.6 %
85.3 %
78.2%
81.7%
78%
Gr. 7: Civics/Economics
78.8 %
84.6 %
78.2%
83.6%
84.3%
Gr. 8: World Geography
80.4 %
79.2 %
77.5%
73.7%
77.5%
EOC: World History I
79.5 %
79.2 %
79.8%
83.6%
78.8%
EOC: World History II
67.5 %
74.6 %
70.8%
62.6%
77.9%
EOC:VA/US History
63.1 %
81.5 %
76.3%
76.3%
77.3%
17
2012-2016 Science Scores (unadjusted)
2012
2013*
2014
2015
2016
Gr. 5: Science
73.7 %
56.2 %
56.0%
68.8%
68.5%
Gr. 8: Science
90.9 %
72.6 %
73. 1%
72.6%
73.9%
EOC: Earth Science
80.6 %
74.6 %
67.6%
77.7%
69.3%
EOC: Biology
83.6 %
66.2 %
77.4%
73.8%
76.9%
EOC: Chemistry
85.7 %
83.7 %
85.7%
84.3%
74.3%
*New Standards Assessed
18
SCHOOL BOARD AGENDA ITEM
MEETING DATE:
October 10, 2016
AGENDA ITEM NO. VIII-B-3 AGENDA: Consent Action Information
STAFF CONTACT PERSON:
Dr. David Melton
SUBJECT: VSBA BULLYING PREVENTION MONTH – PROCLAMATION
INTRODUCTION: In an effort to promote awareness of school bullying, the VSBA Board of Directors has designated the month of October as VSBA Bullying Prevention Month. Childhood bullying is a significant problem nationwide. It can cause school absenteeism, mental and physical stress, poor school performance, poor self-esteem, and in some cases, school violence. Statistics show that 160,000 children in the United States miss school each day as a result of being bullied. The Fredericksburg City School Board Policy Manual includes several policies that address bullying including JFC-R Standards of Student Conduct and IGAI Character Education. Other policies are in place which describe consequences of bullying. Fredericksburg City Public Schools have implemented several programs to address anti-bullying. Administrative staff have met and reviewed these programs. The staff will communicate that October is Bullying Prevention Month throughout the buildings and various methods of communication. In addition, Fredericksburg City Public Schools wishes to join the VSBA in recognizing the effects of bullying and the need for bullying prevention programs. The attached proclamation has been drafted for the Board’s consideration and adoption. SUPERINTENDENT’S RECOMMENDATION: The Superintendent recommends that the School Board adopt the attached proclamation recognizing the month of October 2016 as Bullying Prevention Month and noting the intention that the issue of bullying and its prevention be discussed in our schools and classrooms during that time.
ATTACHMENTS:
Bullying Prevention Month Proclamation
FREDERICKSBURG CITY SCHOOL BOARD PROCLAMATION
WHEREAS, school bullying has become an increasingly significant problem in the United States and Virginia; and WHEREAS, over twenty percent of the youth in the United States are estimated to be involved in bullying each year, either as a bully or as a victim; and WHEREAS, an estimated one hundred sixty thousand students in kindergarten through twelfth grade miss school every day due to a fear of being bullied; and WHEREAS, bullying can take many forms, including verbal, physical, and most recently in cyberspace, and can happen in many places on and off school grounds; and WHEREAS, it is important for Virginia parents, students, teachers, and school administrators to be aware of bullying, and to encourage discussion of the problem as a school community; and WHEREAS, the Fredericksburg City School Board has adopted policies that address anti-bullying to encourage positive behaviors and to eliminate bullying behaviors; Now, THEREFORE, the Fredericksburg City School Board joins with the Virginia School Boards Association in recognizing the month of October 2016 as Bullying Prevention Month, with the intention that the issue of bullying and its prevention be discussed in our schools and classrooms during that time.
SCHOOL BOARD AGENDA ITEM
MEETING DATE:
October 10, 2016
AGENDA ITEM NO. VIII-D-1 AGENDA: Consent Action Information
STAFF CONTACT PERSON:
Dr. David Melton
SUBJECT: INSTRUCTIONAL PRESENTATION – ADMINISTRATIVE RETREAT
INTRODUCTION:
The 2016 Administrative Retreat was held on Wednesday, July 13th and Thursday, July 14th at the Wyndham Virginia Crossings Hotel and Conference Center in Glen Allen, VA. The theme this year was “Campaign for Success”. The Administrative Retreat Planning Committee will provide the Board with a summary of this year’s Administrative Retreat which will be accompanied by a video presentation.
SCHOOL BOARD AGENDA ITEM
MEETING DATE:
October 10, 2016
AGENDA ITEM NO. VIII-D-2 AGENDA: Consent Action Information
STAFF CONTACT PERSON:
Marceline Catlett
SUBJECT: ACCREDITATION REPORT
INTRODUCTION: Mrs. Catlett will provide the School Board with a report on the accreditation status of Fredericksburg City Public Schools. Mrs. Catlett will review state accountability data in her remarks.
SCHOOL BOARD AGENDA ITEM
MEETING DATE:
October 10, 2016
AGENDA ITEM NO. VIII-D-4 AGENDA: Consent Action Information
STAFF CONTACT PERSON:
SUBJECT:
Mr. G. David Baker
X X X
.
SUPERINTENDENT’S ANNUAL SCHOOL REPORT
INTRODUCTION: Virginia School Laws (Sec. 22.1-81, Code of Virginia) require the annual submission by each school board of a report covering the work of the schools for the previous year. This report must be submitted to the Board of Education on forms/spreadsheets supplied by the Superintendent of Public Instruction. The Superintendent’s Annual School Report recapitulates the school division’s operating revenues and expenditures from the preceding fiscal year and documents related program activities. The State Auditor of Public Accounts uses the information from the various school districts and other LEA’s* to develop a statewide annual report. A summary copy of the Fredericksburg City Public Schools’ Superintendent’s Annual School Report for the school year 2015-2016 is attached. * Local Education Agency ATTACHMENT: 2015-2016 Superintendent’s Annual School Report Summary
SCHOOL BOARD AGENDA ITEM
MEETING DATE:
October 10, 2016
AGENDA ITEM NO. VIII-D-5 AGENDA: Consent X Action X Information X
STAFF CONTACT PERSON:
SUBJECT:
Mr. G. David Baker
.
AUDIT OF SCHOOLS’ ACTIVITY FUND ACCOUNTS
INTRODUCTION: It is a statutory requirement that there be an independent audit of the activity funds (internal accounts) within the school division. The firm of Robinson, Farmer, Cox Associates, LLC (Certified Public Accountants), has conducted this audit for the year ended June 30, 2016. The firm conducts the audit of school activity fund accounts in accordance with generally accepted auditing standards. For the Board’s information, a copy of the FCPS School Activity Funds Cash Basis Financial Statement for the year ended June 30, 2016 has been included with this agenda item, including the Independent Auditors’ Report, as well as the related Independent Auditors’ Report on Internal Control over Financial Reporting and on Compliance and Other Matters Based on an Audit of Financial Statements Performed in Accordance with Government Auditing Standards. This Financial Statement has been prepared on the cash receipts and disbursements basis of accounting and in the opinion of Robinson, Farmer, Cox Associates, LLC presents fairly, in all material aspects, the Activity Funds of the Fredericksburg City Public Schools for the year ended June 30, 2016. RFC indicated no significant findings in their management letter. Professional standards require RFC, LLC to accumulate all known and likely misstatements identified during the audit, other than those that are clearly trivial, and communicate them to the appropriate level of management. Management has corrected all such misstatements. In addition, none of the misstatements detected as a result of audit procedures and corrected by management were material, either individually or in the aggregate, to the financial statements taken as a whole.
ATTACHMENT(S):
FCPS School Activity Funds Cash Basis Financial Statement for the Year Ended June 30, 2016
CITY OF FREDERICKSBURG, VIRGINIA PUBLIC SCHOOL ACTIVITY FUNDS CASH BASIS FINANCIAL STATEMENT YEAR ENDED JUNE 30, 2016
ROBINSON, FARMER, COX ASSOCIATES A PROFESSIONAL LIMITED LIABILITY COMPANY
CHARLOTTESVILLE
RICHMOND
FREDERICKSBURG
CERTIFIED PUBLIC ACCOUNTANTS
STAUNTON
BLACKSBURG
LOUISA
Table of Contents Page Independent Auditors’ Report ...........................................................................
1-2
Independent Auditors’ Report on Internal Control over Financial Reporting and on Compliance and Other Matters Based on an Audit of Financial Statements Performed in Accordance with Government Auditing Standards .................................................
3-4
Financial Statement: Summary Statement of Cash Receipts, Disbursements, and Balances—All Schools ............
5
Notes to Financial Statement ..........................................................................
6-7
Independent Auditors’ Report on Supplementary Information .....................................
8
Supplementary Information: Hugh Mercer Elementary School ........................................................................
9-10
Lafayette Elementary School ............................................................................
11
Walker-Grant Middle School .............................................................................
12-13
James Monroe High School ...............................................................................
14-17
ROBINSON, FARMER, COX ASSOCIATES CERTIFIED PUBLIC ACCOUNTANTS
A PROFESSIONAL LIMITED LIABILITY COMPANY
Independent Auditors’ Report To the Fredericksburg City School Board City of Fredericksburg, Virginia Report on the Financial Statement We have audited the accompanying summary statement of cash receipts, disbursements and balances of City of Fredericksburg, Virginia School Activity Funds for the year ended June 30, 2016, and the related notes to the financial statement. Management’s Responsibility for the Financial Statement Management is responsible for the preparation and fair presentation of this financial statement in accordance with the cash basis of accounting described in Note 1; this includes determining that the cash basis of accounting is an acceptable basis for the preparation of the financial statement in the circumstances. Management is also responsible for the design, implementation, and maintenance of internal control relevant to the preparation and fair presentation of financial statements that are free from material misstatement, whether due to error or fraud. Auditors’ Responsibility Our responsibility is to express an opinion on this financial statement based on our audit. We conducted our audit in accordance with auditing standards generally accepted in the United States of America and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States. Those standards require that we plan and perform the audit to obtain reasonable assurance about whether the financial statement is free from material misstatement. An audit involves performing procedures to obtain audit evidence about the amounts and disclosures in the financial statement. The procedures selected depend on the auditors’ judgment, including the assessment of the risks of material misstatement of the financial statement, whether due to fraud or error. In making those risk assessments, the auditor considers internal control relevant to the entity’s preparation and fair presentation of the financial statement in order to design audit procedures that are appropriate in the circumstances, but not for the purpose of expressing an opinion on the effectiveness of the entity’s internal control. Accordingly, we express no such opinion. An audit also includes evaluating the appropriateness of accounting policies used and the reasonableness of significant accounting estimates made by management, as well as evaluating the overall presentation of the financial statement. We believe that the audit evidence we have obtained is sufficient and appropriate to provide a basis for our audit opinion.
1
Opinion In our opinion, the financial statement referred to in the first paragraph presents fairly, in all material respects, the cash receipts, disbursements and balances of City of Fredericksburg, Virginia School Activity Funds for the year ended June 30, 2016, in accordance with the cash basis of accounting as described in Note 1. Basis of Accounting We draw attention to Note 1 of the financial statement, which describes the basis of accounting. The financial statement is prepared on the cash basis of accounting, which is a basis of accounting other than accounting principles generally accepted in the United States of America. Our opinion is not modified with respect to that matter. Other Reporting Required by Government Auditing Standards In accordance with Government Auditing Standards, we have also issued our report dated August 22, 2016, on our consideration of City of Fredericksburg, Virginia School Activity Funds’ internal control over financial reporting and on our tests of its compliance with certain provisions of laws, regulations, contracts, and grant agreements and other matters. The purpose of that report is to describe the scope of our testing of internal control over financial reporting and compliance and the results of that testing, and not to provide an opinion on internal control over financial reporting or on compliance. That report is an integral part of an audit performed in accordance with Government Auditing Standards in considering City of Fredericksburg, Virginia School Activity Funds’ internal control over financial reporting and compliance.
Fredericksburg, Virginia August 22, 2016
2
ROBINSON, FARMER, COX ASSOCIATES CERTIFIED PUBLIC ACCOUNTANTS
A PROFESSIONAL LIMITED LIABILITY COMPANY
Independent Auditors’ Report on Internal Control over Financial Reporting and on Compliance and Other Matters Based on an Audit of Financial Statements Performed in Accordance with Government Auditing Standards
To the Fredericksburg City School Board City of Fredericksburg, Virginia We have audited, in accordance with the auditing standards generally accepted in the United States of America and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States the accompanying summary statement of cash receipts, disbursements and balances of City of Fredericksburg, Virginia School Activity Funds for the year ended June 30, 2016, and the related notes to the financial statement and have issued our report thereon dated August 22, 2016, which included a paragraph emphasizing that the financial statement is prepared on the cash basis, which is another comprehensive basis of accounting. Internal Control over Financial Reporting In planning and performing our audit of the financial statement, we considered City of Fredericksburg, Virginia School Activity Funds’ internal control over financial reporting (internal control) to determine the audit procedures that are appropriate in the circumstances for the purpose of expressing our opinion on the financial statement, but not for the purpose of expressing an opinion on the effectiveness of City of Fredericksburg, Virginia School Activity Funds’ internal control. Accordingly, we do not express an opinion on the effectiveness of City of Fredericksburg, Virginia School Activity Funds’ internal control. A deficiency in internal control exists when the design or operation of a control does not allow management or employees, in the normal course of performing their assigned functions, to prevent, or detect and correct, misstatements on a timely basis. A material weakness is a deficiency, or a combination of deficiencies, in internal control such that there is a reasonable possibility that a material misstatement of the entity’s financial statement will not be prevented, or detected and corrected on a timely basis. A significant deficiency is a deficiency, or a combination of deficiencies, in internal control that is less severe than a material weakness, yet important enough to merit attention by those charged with governance. Our consideration of internal control was for the limited purpose described in the first paragraph of this section and was not designed to identify all deficiencies in internal control that might be material weaknesses or significant deficiencies. Given these limitations, during our audit we did not identify any deficiencies in internal control that we consider to be material weaknesses. However, material weaknesses may exist that have not been identified.
3
Compliance and Other Matters As part of obtaining reasonable assurance about whether City of Fredericksburg, Virginia School Activity Funds’ financial statement is free from material misstatement, we performed tests of its compliance with certain provisions of laws, regulations, contracts, and grant agreements, noncompliance with which could have a direct and material effect on the determination of financial statement amounts. However, providing an opinion on compliance with those provisions was not an objective of our audit, and accordingly, we do not express such an opinion. The results of our tests disclosed no instances of noncompliance or other matters that are required to be reported under Government Auditing Standards. We noted certain matters that we reported to management of the City of Fredericksburg, Virginia School Activity Funds in the separately issued Report of Audit Findings and Recommendations dated August 22, 2016. Purpose of this Report The purpose of this report is solely to describe the scope of our testing of internal control and compliance and the results of that testing, and not to provide an opinion on the effectiveness of the entity’s internal control or on compliance. This report is an integral part of an audit performed in accordance with Government Auditing Standards in considering the entity’s internal control and compliance. Accordingly, this communication is not suitable for any other purpose.
Fredericksburg, Virginia August 22, 2016
4
- Financial Statement -
CITY OF FREDERICKSBURG, VIRGINIA PUBLIC SCHOOL ACTIVITY FUNDS Summary Statement of Cash Receipts, Disbursements, and Balances-- All Schools Year Ended June 30, 2016
Balance July 1, 2015
Name of School Hugh Mercer Elementary School
$
Cash Receipts
Cash Disbursements
Balance June 30, 2016
47,253 $
53,363 $
53,144 $
47,472
Lafayette Elementary School
44,913
99,368
91,602
52,679
Walker-Grant Middle School
47,407
127,890
132,178
43,119
187,978
572,432
575,199
185,211
327,551 $
853,053 $
852,123 $
328,481
James Monroe High School Total All Schools
$
The accompanying notes to the financial statement are an integral part of this statement.
5
CITY OF FREDERICKSBURG, VIRGINIA SCHOOL ACTIVITY FUNDS Notes to Financial Statement As of June 30, 2016 NOTE 1 – REPORTING ENTITY: Nature of Activities: School activity funds include all funds received from extracurricular school activities, such as entertainment, athletic contests, club dues, fundraisers, etc., and from any and all activities of the school involving personnel, students, or property. Significant Accounting Policy: The accounts and records of the school activity funds are maintained on a cash basis reflecting only cash received and disbursed. Therefore, receivables and payables, inventories, accrued income and expenses, equipment, and depreciation, which are material in amount, are not reflected, and these statements do not present the overall financial position or results of operations. Minor additions and replacements of furniture and equipment intended to be paid for out of normally recurring income are included in costs and expenses in lieu of depreciation on the statements of cash receipts, disbursements, and balances. NOTE 2 - DEPOSITS: The types of deposits and investments authorized by legal and contractual provisions are: The Principals at each school in the City of Fredericksburg, Virginia are required to establish a checking account at a local bank near their respective school for the purpose of administering the transactions of the School Activity Funds. The Principal is authorized to open a savings account, money market account, or a certificate of deposit in the name of the school, if the Principal determines that there are idle funds at the school. The Principal is not authorized to have other types of investments. There were no significant violations of those provisions. Deposits with banks are covered by the Federal Deposit Insurance Corporation (FDIC) and collateralized in accordance with the Virginia Security for Public Deposits Act (the “Act”) Section 2.2-4400 et. Seq. of the Code of Virginia. Under the Act, banks and savings institutions holding public deposits in excess of the amount insured by the FDIC must pledge collateral to the Commonwealth of Virginia Treasury Board. Financial Institutions may choose between two collateralization methodologies and depending upon that choice, will pledge collateral that ranges in the amounts from 50% to 130% of excess deposits. Accordingly, all deposits are considered fully collateralized.
6
CITY OF FREDERICKSBURG, VIRGINIA SCHOOL ACTIVITY FUNDS Notes to Financial Statement (Continued) As of June 30, 2016 NOTE 2 - DEPOSITS: (Continued) Restricted cash represents amounts that have been contributed for the creation of scholarship accounts as detailed below:
School
Restrictions
Amount
Walker-Grant Middle School Special Education Drumming Grant
$
James Monroe High School Holloway Trophy Lowery Memorial Roadcap Scholarship Calley Farmer Memorial Bobby Jones Memorial Bartow Daniels Memorial Calley Farmer Memorial J.A. Maynard Memorial
$
Total restricted cash
7
Total
5,165 2
$
5,167
2,641 2,282 11,120 9,310 3,902 4,500 301 1,682 $
35,738
$
40,905
ROBINSON, FARMER, COX ASSOCIATES CERTIFIED PUBLIC ACCOUNTANTS
A PROFESSIONAL LIMITED LIABILITY COMPANY
Independent Auditors’ Report on Supplementary Information To the Fredericksburg City School Board City of Fredericksburg, Virginia Our audit was conducted for the purpose of forming an opinion on the financial statement. The supplementary information as listed in the table of contents is presented for purposes of additional analysis and is not a required part of the financial statement. Such information is the responsibility of management and was derived from and relates directly to the underlying accounting and other records used to prepare the financial statement. The information has been subjected to the auditing procedures applied in the audit of the financial statement and certain additional procedures, including comparing and reconciling such information directly to the underlying accounting and other records used to prepare the financial statement or to the financial statement itself, and other additional procedures in accordance with auditing standards generally accepted in the United States of America. In our opinion, the information is fairly stated, in all material respects, in relation to the financial statement.
Fredericksburg, Virginia August 22, 2016
8
- Supplementary Information -
CITY OF FREDERICKSBURG, VIRGINIA HUGH MERCER ELEMENTARY SCHOOL ACTIVITY FUNDS Statement of Cash Receipts, Disbursements, and Balances--General Funds Year Ended June 30, 2016
Cash Balance July 1, 2015
Funds After School Program Art Cafeteria Refunds Checking Account Interest Classroom Book Replacement Coffee Fund Discretionary Fund Donations March of Dimes Donations American Heart Assoc. Donations Cold Laminate Donations Generic Donations Get Moving Donations Patriot Pride Donations Spirit Wear Dominion Elec Grant Gallahan Grant Fundraiser G/T Garden Fund G/T School Store Haven Grant Haven Grant - Emily Piercy Haven Grant - Mann / Traxler Haven Grant - Opera Haven Grant - Teri Head Start General Help the Child HMES0882 Lunch Money Library Library Cage Grant Math Challenge Club Grant PE Picture Sales Postage PTA Beautification Grant PTA Reimbursement Reading Recycling Fund Replacement P.E. Equipment School Clinic SHI Grant Snacks Special Education Trips Spirit Wear STEM Grant Technology Technology - North Tier
$
Receipts
4,366 $ 238 23 90 5 179 217 207 71 94 7 60 15 4 4 1,663 167 6 3,410 1,686 96 1,632 838 501 30 1,553 513 2,826 1,285 2 51 58 2,330 74 16 2 274 48 5 699 6,693 9 5,023
3,350 $ 6,788 17 737 1,908 6,969 200 1,700 378 508 5,013 100 3,879 5,069 2,851 74 86 262 -
9
Disbursements - $ 4,936 127 9,465 1,573 4,720 133 630 1,700 1,609 921 538 2,497 2,936 3,007 3,042 57 50 2,355 1,920
InterAccount Transfers - $ 9,383 (2,000) (3,347) -
Cash Balance June 30, 2016 7,716 1,852 111 23 107 5 834 217 207 71 429 7 60 15 4 4 1,912 234 6 3,410 1,056 96 23 295 501 4,069 513 100 3,769 2 51 58 2,139 91 16 2 274 84 5 699 4,600 9 3,103
CITY OF FREDERICKSBURG, VIRGINIA HUGH MERCER ELEMENTARY SCHOOL ACTIVITY FUNDS Statement of Cash Receipts, Disbursements, and Balances--General Funds Year Ended June 30, 2016 (Continued)
Cash Balance July 1, 2015
Funds Tree Memorial Fund Trips, Kindergarten Trips, First Grade Trips, Second Grade VAFEPA Grant William Cage Grant Yearbook Totals
$
$
75 3,445 705 1,859 1,000 80 3,019
Receipts $
4,401 4,182 3,115 1,776
47,253 $
$
53,363 $
* Represented by cash on demand with: BB&T Bank, Fredericksburg, Va. Checking
InterAccount Transfers
Disbursements 34 5,695 2,709 1,731 759
Cash Balance June 30, 2016
$
- $ (4,036)
53,144 $
- $
$
10
41 2,151 2,178 3,243 1,000 80 47,472 *
47,472
CITY OF FREDERICKSBURG, VIRGINIA LAFAYETTE ELEMENTARY SCHOOL ACTIVITY FUNDS Statement of Cash Receipts, Disbursements, and Balances--General Funds Year Ended June 30, 2016 Cash Balance July 1, 2015
Funds Agenda Sales Anniversary Art Book Replacement Budget Allotment Cafeteria Refunds Caught in the Act Checking Account Classroom Book Order Clinic Discretionary Fund Fundraiser Grants Health Help the Child Jump Rope for Heart Library Lion Fun Day Music My Lunch Money Odyssey of the Mind Over/Short Running Club PE Picture Sales Reading SCA Science Club Snacks SOL Donations Social SpEd Trips Special Fund/Field Trip Summer Scholars Teacher Donations Trips, Fifth Grade Trips, Fourth Grade Trips, Third Grade Wellness Committee Yearbook Totals
$
$
Receipts
Disbursements
502 $ 90 1,583 20 105 462 27 28 738 139 255 2,086 4,886 133 1 1,379 2,083 1 162 1,016 4,743 7,200 1,885 160 695 135 1,078 381 3,063 812 232 2,382 454 913 27 5,057
8 $ 90 49 708 200 15 14 15,588 2,378 5,000 331 1,140 6,898 133 27,461 865 240 3,485 2,499 5,690 40 660 953 500 4,177 3,879 3,527 6,990 5,850
- $ 39 85 97 33 14 9,845 2,378 5,139 137 1,140 6,483 261 27,509 850 321 4,237 7,794 331 130 1,296 134 5,405 935 2,993 7,057 6,959
44,913 $
99,368 $
91,602 $
* Represented by cash on demand with: Union First Market Bank, Fredericksburg, Va. Checking
InterAccount Transfers
Cash Balance June 30, 2016 - $ -
(550) 550 - $
$
11
510 180 10 2,206 20 208 429 42 28 5,931 255 2,280 5,301 5 1 1,331 2,098 1 81 264 7,242 5,096 1,594 690 352 501 400 381 3,063 812 232 5,326 988 846 27 3,948 52,679 *
52,679
CITY OF FREDERICKSBURG, VIRGINIA WALKER-GRANT MIDDLE SCHOOL ACTIVITY FUNDS Statement of Cash Receipts, Disbursements, and Balances--General Funds Year Ended June 30, 2016 Cash Balance July 1, 2015
Funds Agendas Art Field Trip Attractions Band Boys basketball Builders Club Building Use Cafeteria Cage Library Trust Fund Cheerleaders Coke Densmore Adopt a Class Donations Drumming Grant FBLA Football Funds from Solar Lab General Office G/T Account G/T-6th Grade Field G/T-8th Grade Field G/T Musical GUV Hoops for Heart Indigent Fund Instructional Allocation Jeans Charity Fund Jones Sped Julian Bly Library Fund Library Student Scholastic Lion King Trip Magazine Account Multicultural Club Music Musical Performance NJHS NJHS Teacher Discretionary NOW Fund Other Expenses Parent Resource Night PE Incentive Fund PE Uniforms Phyllis B. Savoy Award
$
1,101 $ 137 160 2 278 104 1,200 1,967 1,351 2,468 1,047 49 2 218 1,499 1,049 256 4,572 147 3,500 1 1,766 388 171 457 1,140 35 192 100 2,093 473 48 401 150 146 3,699 100
Receipts 25 $ 50 5,200 32,595 500 5,915 163 634 375 1,696 17,297 3,096 216 756 477 331 4,200 187 7,201 3,516 13,340 6,787 965 18 4,200 7,360 -
12
Disbursements - $ 30 35 1,800 32,471 848 8,152 1,093 31,896 3,301 456 627 3,500 477 75 3,385 9,208 3,526 11,758 696 1,281 48 5,023 7,151 -
InterAccount Transfers (1,126) $ (137) (180) (2) (69) (4,600) (1,003) (1,210) (49) (634) (2,745) 14,343 93 285 (815) (388) (171) (644) 1,003 10 (192) 2 (269) (2) (419) 823 (100)
Cash Balance June 30, 2016 278 2,091 231 2 218 781 4,367 129 1 2,307 136 35 100 3,677 5,822 155 150 146 3,908 -
CITY OF FREDERICKSBURG, VIRGINIA WALKER-GRANT MIDDLE SCHOOL ACTIVITY FUNDS Statement of Cash Receipts, Disbursements, and Balances--General Funds Year Ended June 30, 2016 (Continued)
Cash Balance July 1, 2015
Funds Poland Scholastic Robotics Club Rotary Grant Musical Running Club Scholastic School Pictures SHI Grant Slominski Apple Grant SNAP Reimbursement Special Education Fund Student Cooperative Association Sunshine Fund Tammy Lee Memorial Technology Textbook Fund Track VEA Audio Books Webster Class WG Athletics Yearbook Fund Virginia Naturally 6th Grade Field Trip 7th Grade Field Trip 8th Grade Field Trip Totals
$
$
InterAccount Transfers
Disbursements
Receipts
2 $ 100 60 37 911 2,382 455 117 5,501 1,153 99 64 18 523 3 3 2,517 22 109 282 133 449
$ 75 200 1,300 200 457 56 999 2,389 5,114 -
616 469 336 883 50 713 2,214 60 -
47,407 $
127,890 $
132,178 $
* Represented by cash on demand with: Union First Market Bank, Fredericksburg, Va. Checking Restricted Cash (Refer to Notes to Financial Statement) Checking
Cash Balance June 30, 2016
$
$ 1,000 269 (60) (37) (2,211) (99) (64) (18) (529) 586 (3) (638) - $
$
2 559 2,382 455 317 5,165 727 872 3 2,054 5,076 109 282 133 449 43,119 *
37,952 5,167
Total
$
13
43,119
CITY OF FREDERICKSBURG, VIRGINIA JAMES MONROE HIGH SCHOOL ACTIVITY FUNDS Statement of Cash Receipts, Disbursements, and Balances--General Funds Year Ended June 30, 2016 Cash Balance July 1, 2015
Funds After Prom Party After School Amnesty International AP Tests Art Art Festival Athletic Dept. Project Athletic Trainer Athletic Boosters Athletic Start-up Fund Athletic Tickets Auditorium Rentals B.G. Daniels Scholar Band Band Boosters Baseball Club Basketball, Boys Basketball, Boys Camp Basketball, Boys Concessions Basketball, Boys JV Basketball, Girls Battle of the Brains Behind the Wheel Boys Tennis Bus Trips Café Funds Celia A. Leahy Scholarship Charles Rowe Found Checking Account Interest Cheerleaders Cheerleading Camp Cheerleading Camp JV Cheerleading JV Cheerleading Fundraiser Chorus Chorus Uniform Rentals Cisco Class of 1958 Class of 2013 Class of 2014 Class of 2015 Class of 2016 Class of 2017 Class of 2018 Class of 2019 College App. Process Conference Construction
$
Receipts
59 $ 93 605 5,036 942 350 661 266 2,000 7,229 11,287 363 238 26 311 426 808 1,801 45 18,146 63 45 146 2 592 2,615 1,105 591 270 1,714 38 24 2,476 4,707 3,872 498 1,754 158 812 2,205
6,972 $ 603 18,583 63 254 750 855 3,400 66,265 23,572 74 4,357 2,203 1,160 1,302 1,355 5,801 19,800 484 500 8,000 3,499 10,795 5,664 2,080 2,912 718 1,617 1,863 21,513 6,974 1,310 795 4,362 80
14
Disbursements 5,063 $ 590 18,273 160 1,189 650 3,400 71,228 21,804 4,483 3,641 1,192 1,286 1,704 6,852 200 215 2,500 8,000 4,608 9,892 4,100 1,437 1,926 300 3,235 2,394 19 1,895 21,775 8,262 167 60 99 4,362 261
InterAccount Transfers (800) $ 521 3,436 (8,150) 1,014 (212) 374 (26,843) 2,000 907 1,482 331 (851) (725) (468) (1,977) 2,271 -
Cash Balance June 30, 2016 1,168 93 618 5,346 942 253 254 222 992 2,000 5,702 4,905 437 238 26 185 2 564 16 25 750 45 10,903 63 45 415 2 390 5,000 3,000 383 261 220 96 38 24 82 4,688 1,863 2,507 466 1,301 735 713 2,024
CITY OF FREDERICKSBURG, VIRGINIA JAMES MONROE HIGH SCHOOL ACTIVITY FUNDS Statement of Cash Receipts, Disbursements, and Balances--General Funds Year Ended June 30, 2016 (Continued) Cash Balance July 1, 2015
Funds Cosmetology Cosmetology Kits CTE Funds Cross Country Deanthoni Beck Fees Department Budget Distributive Education Clubs of America DECA Districts District Band District Chorus District Finals - Volleyball Drama Dual Enrollment Class Effective Schools Faculty Fund Fellowship Christian Fund Feminism Field Events Football Football Fundraiser Football Meals French Club Future Business Leaders of America Gallahan Grant General Fund Gifted/Talented Girls Field Hockey Girls Tennis Golf Graduation Class Hall of Fame Help the Child Fund Holloway Trophy 2 Instructional C.O. James Farmer Scholarship JM Global Citzens JM Brickyard JM Morning Café JMHS Booster Club Joint Duel Enrollment Junior National Honor Society Jump Key Club Latin Club Lacrosse Learn n' Serve Leo Club Library, General Library Trust Fund
$
Receipts
857 $ 2,784 961 576 190 2,931 389 100 1,081 597 512 519 1 51 1,632 158 1,760 398 29 1,993 193 1,777 (81) 280 100 382 746 600 2,362 382 9 500 700 2,113 240 291 733 344 1,870 100 61 671 21
897 $ 1,770 2,280 715 6,637 6,204 6,740 4,100 4,719 560 2,400 5,051 80 19,239 2,206 6,205 1,064 1,258 14,166 300 81 5,550 120 331 100 5,041 861 225 330 285 175 3,974 1,120 1,628 1,133 410 500
15
Disbursements 538 $ 3,299 3,099 577 2,635 6,401 5,113 6,740 4,568 5,992 710 22,239 51 21,557 102 4,431 1,134 1,548 13,338 649 7,400 443 478 7,403 702 200 54 730 194 4,283 1,305 3,388 732 738 439
InterAccount Transfers - $ 654 (22) (871) 468 (100) 475 (2,202) 16,927 1,531 (1,304) (29) 8,924 (522) 7,300 (240) 30 -
Cash Balance June 30, 2016 1,216 1,255 796 714 190 296 603 220 283 1,157 258 1 80 845 800 1,932 1,690 108 11,745 193 1,428 5,308 59 599 700 541 9 525 276 700 1,668 272 424 159 110 100 462 373 82
CITY OF FREDERICKSBURG, VIRGINIA JAMES MONROE HIGH SCHOOL ACTIVITY FUNDS Statement of Cash Receipts, Disbursements, and Balances--General Funds Year Ended June 30, 2016 (Continued)
Cash Balance July 1, 2015
Funds Lockers Maintenance Mark Newton Homecoming Math - Calculator Mel Hunter Scholarship Mentor Program Mentor Tuition Funds Monroe Echo Monroe Singers Mylunchmoney.com Multicultural National Beta Club National Honor Society Odyssey of the Mind Orchestra Over/Short Paypal PE Shi Grant Perkins In House Photography Postage - Reimbursable PSAT PTSA Rachel's Challenge Robotics Team Recycling Regional Reimbursable Fund Rings Rocketry Team SADD Savings Account Interest Scholarship Funds Skills USA SOL Workbooks School Donations School Store Science Club Senior Play - Theatre SNAP Soccer, Boys Soccer, Boys JV
$
Receipts
4,054 $ 560 161 991 470 2,298 949 385 1,937 74 2,741 5,396 241 192 25 2,164 111 94 71 144 1,541
2,230 $ 1,063 13,993 18,400 24,155 29,106 47,728 902 3,588 73 198 563
Disbursements 20 $ 177 100 13,174 17,830 23,231 28,845 48,187 236 614 4,980 53 153 111 201 315
InterAccount Transfers (3,500) $ (560) (180) 180 1,014 250 500 240 134 (94) -
Cash Balance June 30, 2016 2,764 161 1,877 370 2,937 750 2,887 896 1,478 338 3,269 4,138 241 139 25 2,084 71 141 1,789
55
3,233
3,371
1,100
1,017
1,482 926 44 480 20 104 1 20,191 2,993 1,401 1,042 721 520 7,328 82 632 117
1,134 101 20,608 186 1,823 1,884 1,419 6,713 318 1,187 -
1,569 16,994 1,690 2,007 2,081 504 907 108 6,374 280 1,414 75
1,811 (3,614) 36 1,200 2,000 390 (721) (715) -
1,811 1,047 1,027 80 176 20 104 1 20,007 2,796 2,897 1,944 412 6,952 120 405 42
16
CITY OF FREDERICKSBURG, VIRGINIA JAMES MONROE HIGH SCHOOL ACTIVITY FUNDS Statement of Cash Receipts, Disbursements, and Balances--General Funds Year Ended June 30, 2016 (Continued)
Cash Balance July 1, 2015
Funds Soccer, Girls Softball Spanish Club Special CO Special Education Special Education Project Fund Special Projects Spotlight State Field Hockey Strings Student Cooperative Association Student Leadership Sunshine Lady Swim Team Teacher Prof. Technical Student Organization Textbook Compensation Track, Indoor Track Team Uniforms Uniform Rentals Volleyball Waivers W. Prescott Carter Young Life Totals
$
$
Receipts
Disbursements
73 $ 54 10 229 16 554 148 157 562 815 93 25 684 130 2,576 186 576 6,084 2,494 75 1,039 1,000 1,368
27 $ 560 627 13,467 105 2,165 325 11,353 4,970 1,098 4,048 965 5,001 6,230 635 1,261
- $ 97 607 10,061 407 105 341 14,271 1,906 1,122 549 3,314 916 5,255 5,234 1,352 1,000 2,629
187,978 $
572,432 $
575,199 $
* Represented by cash on demand with: PNC Bank, Fredericksburg, Va. Checking Restricted Cash (Refer to Notes to Financial Statement) Certificate of deposit Union First Market Bank, Ruther Glen, Va. Certificates of deposit Restricted Cash (Refer to Notes to Financial Statement) Savings Certificates of deposit
InterAccount Transfers
Cash Balance June 30, 2016 $
(3,635) (2,165) 3,000 - $
$
100 517 30 16 147 148 141 644 3,879 93 1 135 130 3,310 235 322 7,080 1,777 75 1,039 185,211 *
63,605 4,500 85,868 301 30,937
Total
$
17
185,211
SCHOOL BOARD AGENDA ITEM
MEETING DATE:
October 10, 2016
AGENDA ITEM NO. VIII-D-6 AGENDA: Consent Action Information
STAFF CONTACT PERSON:
Dr. John B. Gordon III
SUBJECT: SUMMARY OF THE DISCIPLINE, CRIME AND VIOLENCE REPORT FOR 2015-2016
INTRODUCTION: Dr. Gordon will review the Crime and Violence Report for Fredericksburg City Public Schools; the rather lengthy report has been consolidated for easier use. Data submitted in this report meet the state and federal reporting requirements for the following:
Persistently Dangerous Schools, No Child Left Behind Act of 2001 (NCLB) Safety Indicators for the state School Performance Report Card State Crime and Violence Report as required in Section 22.1-279.3:1 of the Code of Virginia Federal Individuals with Disabilities Education Act (IDEA) report on suspension and expulsion of students with disabilities Federal Safe and Drug-Free Schools and Communities Act Federal Gun-Free Schools Act
ATTACHMENT: Summary of Discipline, Crime and Violence Report for 2015-2016
SCHOOL BOARD AGENDA ITEM
MEETING DATE:
October 10, 2016
AGENDA ITEM NO. VIII-D-7 AGENDA: Consent Action Information
STAFF CONTACT PERSON:
Dr. John B. Gordon III
SUBJECT: UPDATE ON ORIGINAL WALKER-GRANT RENOVATION
INTRODUCTION: Dr. Gordon will provide the Board with an update on the Original Walker-Grant School renovation project.
