agenda · 2012. 1. 10. · agenda for january 10,2012 monthly/annual organizational school board...

JANUARY 10, 2012 GLOUCESTER COUNTY SCHOOL BOARD

ANNUAL ORGANIZATIONAL AND MONTHLY MEETING 5:45pm- Closed Meeting (Emergency Services Building)/7:00 pm- Open Meeting (Colonial Courthouse)

Gloucester, Virginia AGENDA

ITEM #: BUSINESS/SUBJECT: PRESENTER(S): INFO/ACTION: PG.#:

N/A MEETING CALLED TO ORDER BY 2012 Chairperson AND ROLL CALL BY ACTING CLERK

Ms. Anita Parker/ Mr. John Hutchinson

N/A

12-1 CALL FOR CLOSED MEETING Ms. Burruss Action N/A Pursuant to Code of Virginia, 1950, as amended, Section 2.1-3711, (A), Subsection 1, for the discussion of personnel matters (appointments, resignations, etc.); and Subsection 3, for the discussion of acquisition of land.

12-2 RETURN TO OPEN MEETING/CERTIFICATION Ms. Parker/Ms. BJ Duncan Action N/A Board to reconvene into open session and certify that the Gloucester County School Board, while in closed session, discussed only public matters lawfully exempted from Open meeting requirements provided in subsection A of Section 2.2-3711 ; and that only public business matters that were identified in the motion convening the closed session were heard, discussed or considered . Note: Deputy Clerk to conduct poll vote on certification .

12-3 PERSONNEL ITEMS Dr. Ben Kiser/Dr. Juanita Smith 1. Monthly Personnel Appointments, Resignations, Transfers, etc. Action N/A ***

12-4 ANNUAL 2012 ORGANIZATIONAL ITEMS OF THE BOARD 1. Call for Election of School Board Officers Dr. Kiser, Chairman Pro Tern

a) Chairperson Action N/A b) Vice Chairperson 2012 Chairperson Action N/A

2. Approval of 2012 Monthly Meeting Schedule 2012 Chairperson Action 1 All on Second Tuesday of Month@ Colonial Courthouse, 5:45pm Closed Meeting, 7:00pm Open Meeting. Previously Approved Budget Meetings and Proposed Work Sessions Also Included. Note: All meetings must be adjourned by 11 :00 p.m. unless unanimously approved by the School Board and extended by 15 minute increments.

3. Approval of SB Appointments to Boards/Committees, etc. 2012 Chairperson Action 2 4. Appointment of Clerk/Deputy Clerk/Acting Clerks: 2012 Chairperson Action N/A

(Effective January 1, 2012, retroactive, through January 9, 2013) a) Clerk/Deputy Clerk-- Ms. Diane Clements Gamache/Ms. Betty Jane Duncan. Action b) Acting Clerks (for Certain Special Meetings, Actions Following Closed Meetings, etc.) Action

-- Dr. Ben Kiser, Mr. John Hutchinson, Dr. Chuck Wagner, Ms. Rita Cargill-Brown, and Mr. Paul Mclean 5. Approval of Official Designees to Sign in the 2012 Chairperson Action 4

Superintendent's Absence-1/1/12, Retroactive, through 1/9/13 (Required Annually by Virginia Department of Education)- Mr. John Hutchinson, Dr. Chuck Wagner and Ms. Diane Clements Gamache.

6. VSBA Code of Conduct for School Board Members 2012 Chairperson Action 5

12-5 ADDITIONS AND CHANGES TO AGENDA 2012 Chair/Or. Kiser Action

12-6 APPROVAL OF CONSENT AGENDA*/** 2012 Chair/Ms. Duncan Action *-All items contained within the Consent Agenda are approved by a single poll vote of the Board. **-Any SB member wishing to remove an item may do so by calling Dr. Kiser or Ms. Gamache by 12:00 noon the day of the meeting.

N/A

AGENDA FOR JANUARY 10,2012 MONTHLY/ANNUAL ORGANIZATIONAL SCHOOL BOARD MEETING PAGE 2 ITEM#: BUSINESS/SUBJECT: PRESENTER(S): INFO/ACTION: PG. #:

12-6 CONSENT AGENDA-- continued 1. Approval of December 13, 2011 Monthly School Board Meeting Minutes; 6

Note: The Minutes of the November 29, 2011 Work Session will be submitted at a later date. 2. Informational Instructional Reports; 12 3. Informational Visiting Teachers' Report; 15 4. Informational Transportation Report for December, 2011 ; 16 5. Informational Central Food Service Financial Statement as of November 30, 2011 ; 17 6. Informational Membership Report as of December 19, 2011 ; 18 7. Informational Monthly Suspension Report for December, 2011 ; 19 8. Informational Fund raiser Approvals Issued-October-December, 2011 ; and 21 9. Informational Revenue Report as of November 30, 2011 . 22

12-7 COMMUNITY/STAFF PRESENTATIONS AND RECOGNITION: Information 1. Announcement of February as "School Board Appreciation Dr. Kiser

Month" as Proclaimed by Governor Robert F. McDonnell ***

Reserved for Remarks from Citizens in Audience (if any)

NEW BUSINESS: 12-8 SCHOOL BOARD MEMBERS' ITEMS School Board Members/Clerk

23

1. Updates on Committees and Boards Served on by SB Members Information N/A ***

12-9 SUPERINTENDENT'S ITEMS Dr. Kiser 1. VASS Blueprint- Bringing Reason to Reform Information N/A 2. Page Middle School Update:

• Page Design Team Planning Meetings Information N/A

• Architectural Services Agreement with RRMM Architects Action 24 ***

12-10 STUDENT ADVISORY COMMITTEE {SAC} ITEMS Mr. James Weisel N/A ***

12-11 BUDGET AND FINANCE ITEMS Ms. Joanne Wright 1. Governor's Proposed Budget/Revenue Update Information N/A 2. Acceptance of Grants and Donations Action 47 ***

12-12 INSTRUCTIONAL SERVICES' ITEMS Dr. Chuck Wagner 1. New Course Proposals for GHS for 2012-2013 Action 48

12-13 ADMINISTRATIVE SERVICES' ITEMS Mr. Hutchinson 1. Policy Manual Update (1st Readings): 53

File JBA: Section 504 Dispute Resolution Procedures (Policy Revision) Action 54 File JO: Student Records (Policy Revision) Action 57 File JB-E: Report of Discrimination (Form Revision) Information 63

***

AGENDA FOR JANUARY 10, 2012 MONTHLY/ANNUAL ORGANIZATIONAL SCHOOL BOARD MEETING PAGE 3 ITEM#: BUSINESS/SUBJECT: PRESENTER(S): INFO/ACTION: PG. #:

12-14 PUBLIC ANNOUNCEMENTS 2012 Chairperson Information N/A 1. GCPS District-Wide Math/Science Fair- Saturday, January 14, 2012, 9:00am-3:00pm, GHS; 2. Rev. Martin Luther King, Jr. Holiday- All Schools, Offices and Departments Closed- Monday, January 16, 2012; 3. Next Special School Board Meeting (Budget Work Session)- Thursday, January 26, 2012, 7:00 pm,

@ TC Walker Elementary School (Auditorium); 4. Last Day of 1st Semester- Friday, January 27, 2012; 5. Professional Day/Regional Staff Development (No School for Students)- Monday, January 30, 2012; 6. Professional Day/Teacher Work Day (No School for Students)- Tuesday, January 31, 2012; 7. Professional Day-Reflection (No Students)- Wednesday, February 1, 2012; 8. Professional Days/Principal Directed (No Students)- Thursday-Friday, February 2-3, 2012; 9. First Day of 2nd Semester- Monday, February 6, 2012;

10. Report Cards Issued- Friday, February 10, 2012; 11. Next Monthly School Board Meeting- Tuesday, February 14, 2012, 5:45 & 7:00pm, Colonial Courthouse ***

Note: It will be left to the discretion of the SB Chairperson to determine which (if any) public announcements other than scheduled School Board meetings (special and monthly) should be read aloud during the monthly meeting.

N/A ADJOURNMENT 2012 Chairperson Action N/A Until the Next Special Meeting (Budget Work Session w/Public Input) scheduled for Thursday, January 26, 2012, 7:00 pm, TC Walker Elementary School (Auditorium); and

***

Next Monthly School Board Meeting scheduled for Tuesday, February 14, 2012, 5:45pm (Closed Meeting)/7:00 pm (Open Meeting), Colonial Courthouse.

Denotes any others that may be added to the agenda at the time of the meeting (under agenda item #: 12·5).

AG-1-1 0-2012 1/5/12:dcg

AG ITEM #: 12-4.2 1/10/12 SB MEETING ORGANIZATIONAL ITEMS

MEMORANDUM TO: FR: DT: RE:

Gloucester County Sc Diane Clements Gamac January 5, 2012 Pro osed Meetin Da s

Board Members lerk of School Board

All of the proposed monthly meeting dates are to be held on the second Tuesday of each month, at 7:00 pm at the Colonial Courthouse (closed meetings to begin at 5:45pm in the Emergency Services building) . As in the past, all meetings shall be adjourned by 11:00 pm unless unanimously approved by the Board; and extended by 15 minute increments.

I have also included the previously approved budget meetings; as well as your January 2013 annual organizational/ monthly meeting date; and a proposed schedule of work sessions (for those months without budget work sessions except May, July, November and December).

3-Member Panel meetings for Student Disciplinary Hearings will be scheduled at a later date and held only as needed.

END:dcg M-2012SB.MTGS

PROPOSED MONTHLY MEETINGS: February 14,2012 March 13, 2012 April10, 2012 May 8, 2012 June 12,2012 July 10, 2012

August 14, 2012 September 11,2012 October 9, 2012 November 13,2012 December 11, 2012 January 8, 2013

PREVIOUSLY APPROVED BUDGET MEETINGS: Thursday, January 26,2012

7:00pm, Work Session for Public Input@ TC Walker Elementary School Wednesday, February 29,2012

7:00pm, Work Session/Public Hearing @ TC Walker Elementary School Thursday, March 29, 2012

7:00pm, Joint w /Board of Supervisors@ Gloucester High School (Auditorium)

Approved by BOS BUT not SB: Tuesday, September 18, 2012

7:00pm, Joint w /Board of Supervisors @ Gloucester High School (Auditorium)

PROPOSED WORK SESSIONS: (5:30 p.m. @ Admin. Offices, Conference Room 305)

Thursday, April 26, 2012 Thursday, June 21, 2012

Thursday, August 23, 2012 Thursday, October 25, 2012

AG ITEM #: 12-4.3 1/10/12 SB MEETING ORGANIZATIONAL ITEMS GLOUCESTER COUNTY SCHOOL BOARD

PROPOSED APPOINTMENTS TO BOARDS, COMMISSIONS, & COMMITTEES JANUARY- DECEMBER 2012

(Presented at January 10, 2012 Annual Organizational/Monthly School Board Meeting)

Committee, Board, Commission, etc.:

Local/In-House

Career/Technical Education Advisory Council

Facilities Use Committee

GCPS Educational Foundation (EF)

Re-Districting Committee (Every Two Years)

School Board Scholarship Committee

Student Disciplinary Committee (3-Member Panel)

Non-Local/Other

Bridging Communities Board

Chesapeake Bay Governor's School (CBGS) Advisory Board

County CIP Advisory Committee

Middle Peninsula Regional Special Education Board

New Horizons (NH) Board ofTrustees

Parks and Recreation (PR) Advisory Board

Voting Delegate to 2012 VSBA Annual Convention

WHRO HRETA Educational Advisory Committee (EAC)

SB APPOINTMENTS 2012.Proposed 12/20/11 dcg

SB Representative/Designee & Chairperson/Facilitator/ Alternate (if applicable): or Staff Representative:

Ms. Starr Belvin Mr. Paul Mclean

Dr. Jean Pugh Ms. Christi Lewis (Dir. Of Comm. Ed.)/Mr. John Hutchinson

Ms. Anita Parker EF Chair/Or. Ben Kiser

Ms. Belvin and Ms. Kim Hensley Mr. Hutchinson

Ms. Hensley Ms. Joanne Wright

Mr. Ann Burruss, Dr. Pugh and Ms. Rita Cargill-Brown Mr. Kevin Smith

Mr. Smith Mr. Larkin Phillips (RCC)

Mr. Randy Burak Ms. Patty Griffin, CBGS Director

Ms. Ann Burruss Ms. Brenda Garton Co. Administrator

Ms. Parker Annual Supt. In Charge/ Ms. Fran Goforth

Ms. Burruss New Horizons Director

Mr. Burak Parks/Recreation Director

2012 Chair/ Vice Chair (Alternate) VSBA (November 2012)

Ms. Burruss Chair, WHRO HRETA EAC

GLOUCESTER COUNTY SCHOOL BOARD APPROVED APPOINTMENTS TO BOARDS, COMMISSIONS, & COMMITTEES

JANUARY- DECEMBER 2011 (Approved at January 11, 2011 Annual Organizational/Monthly School Board Meeting and

Revised Following the February 8, 2011 Monthly School Board Meeting)

Committee, Board, Commission, etc.:

Local/In-House

Career/Technical Education Advisory Council

Facilities Use Committee

GCPS Educational Foundation (EF)

Re-Districting Committee (Every Two Years)

School Board Scholarship Committee

Student Disciplinary Committee (3-Member Panel)

Non-Local/Other

Bridging Communities Board

Chesapeake Bay Governor's School (CBGS) Advisory Board

County CIP Advisory Committee

Middle Peninsula Regional Special Education Board

New Horizons (NH) Board ofTrustees

Parks and Recreation (PR) Advisory Board

Voting Delegate to 2011 VSBA Annual Convention

WHRO HRETA Educational Advisory Committee (EAC)

SB APPOINTMENTS 2011.Approved 2/9/11 :dcg

SB Representative/Designee & Chairperson/Facilitator/ Alternate (if applicable): or Staff Representative:

Ms. Starr Belvin Mr. Paul Mclean

Dr. Jean Pugh Ms. Christi Lewis (Dir. Of Comm. Ed.)/Mr. John Hutchinson

Ms. Anita Parker EF Chair/Or. Ben Kiser

Ms. Belvin and Mr. Jay McGiohn Mr. Hutchinson

Mr. McGiohn Ms. Joanne Wright

Mr. Ann Burruss, Dr. Pugh and Ms. Rita Cargill-Brown Mr. Kevin Smith

Mr. Smith Mr. Larkin Phillips (RCC)

Mr. Randy Burak CBGS Director

Ms. Ann Burruss Ms. Brenda Garton Co. Administrator

Ms. Parker Annual Supt. In Charge/ Ms. Fran Goforth

Ms. Burruss New Horizons Director

Mr. Burak Parks/Recreation Director

Ms. Parker and VSBA (November 2011) Mr. Burak (Alternate)

Ms. Burruss Chair, WHRO HRETA EAC

3

AG ITEM #: 12-4.5 1/10/12 SB MEETING ORGANIZATIONAL ITEMS Virginia Department of Education

Authorization of Srgnature in Absence of Division Superintendent

Gloucester County Public Schools

1 The School Board of the Country, City, or Town of Gloucester County at a meeting held on } J I I ;).{)/ / I J

by duly recorded vote

approved and authorized the person(s) listed below to sign all Virginia Department of Education reports, documents. requi sitions. and other

official correspondence in the absence of the Division Superintendent.

Ms. Diane Clements Gamache · Mr. Jot:m E. HutChinson Assistant Superintendent

Administrative Services/SOQ Compliance

n action was approved and incorporated in the minutes of said School Board on the

/ ature of Division Superintendent Signature of School Board Chair

t3. k i .5_EI<. .. At.. utA: F-. PA ac J<~ rZ

Mail to: Virginia Department of Education

Educational Applications

22nd Floor

P.O.Box 2120

Printed Name of School Board Chai r

Page 1 of 1 Printed on Mon Mar 28 08:50:17 EDT 20 11

AG ITEM #: 12-4.6 1/10/12 SB MEETING ORGANIZATIONAL ITEM5_

VSHA Code of Conduct for School Board Members ~~~~~~~~~~~~~~~~~~~~~~~

As a member of my local school board, I will strive to be an advocate for students and to improve public education and to that end:

1. I will have integrity in all matters and support the full development of all children and the welfare of the community, Commonwealth and Nation.

2. I will attend scheduled board meetings.

3. I will come to board meetings informed concerning the issues under consideration.

4. I will make policy decisions based on the available facts and appropriate public input.

5. I will delegate authority for the administration ofthe schools to the superintendent, and establish a process for accountability of administrators.

6. I will encourage individual board member expression of opinion and establish an open, two-way communication process with all segments of the community.

7. I will communicate, in accordance with board policies, public reaction and opinion regarding board policies and school programs to the full board and superintendent.

8. I will bring about desired changes through legal and ethical procedures, upholding and enforcing all laws, state regulations, and court orders pertaining to schools.

9. I will refrain from using the board position for personal or partisan gain and avoid any conflict of interest or the appearance of impropriety.

10. I will respect the confidentiality of privileged information and make no individual decisions or commitments that might compromise the board or administration.

11. I will be informed about current educational issues through individual study and participation in appropriate programs, such as those sponsored by my state and national school boards associations.

12. I will always remember that the foremost concern of the board is to improve and enhance the teaching and learning experience for all students in the public schools of Virginia.

Therefore, I will always strive to demonstrate appropriate behavior/conduct as a public school board member. (Each member of this school board voting to adopt this Code should sign.) Name: Name: -------------------Name: Name: Name: Name: Name: Name: Name: Name: Name: Name: School Board: Date:

·-J

AG ITEM #: 12-6.1 1/10/12 SB MEETING CONSENT AGENDA RECORDED MINUTES OF THE

GLOUCESTER COUNTY SCHOOL BOARD GLOUCESTER, VIRGINIA

DECEMBER 13, 2011

The regular monthly meeting of the Gloucester County School Board was held on Wednesday, December 13, 2011, at the Colonial Courthouse. The Chairperson called the meeting to order at 5:45 pm in the Emergency Services Conference Room.

ROLL CALL

Roll call was taken by the Acting Clerk, and the following persons were present: Anita F. Parker, Chairperson, Starr F. Belvin, George R. (Randy) Burak, Ann F. Burruss, A. J. (Jay) McGiohn, Jr., Jean E. Pugh, Ph.D., and Kevin M. Smith, Members. Also present for the closed meeting: H. Ben Kiser, Ed.D., Superintendent of Schools, John E. Hutchinson, Assistant Superintendent and Acting Clerk, and Charles A. Wagner, Ed.D., Assistant Superintendent for Instructional Services.

11-146: CALL FOR CLOSED MEETING

At 5:46 pm, a motion was made by Dr. Pugh, seconded by Mr. McGiohn, and unanimously approved to adjourn for a closed session, pursuant to Code of Virginia , 1950, as amended, Section 2.1-3711 (A) , Subsection 1, for the discussion of personnel matters (appointments, resignations, etc., and Subsection 2, for the discussion of student personnel matters (3 recommendations for expulsion). At 6:46 pm, the Chairperson declared a recess until 7:00 pm, and the Board relocated to the Colonial Courthouse for the regular meeting.

11-147: RETURN TO OPEN MEETING/CERTIFICATION

At 7:00 pm , the Chairperson called the regular meeting to order, and the Deputy Clerk noted that all members were present at that time. A motion was made by Mr. Burak to certify that the Gloucester County School Board, while in closed session, discussed only public matters lawfully exempted from open meeting requirements provided in Subsection A of Section 2.2-3711 and that only public business matters that were identified in the motion convening the closed session were heard, discussed or considered. The motion was seconded by Ms. Burruss and approved as follows:

Ms. Belvin Mr. Burak Ms. Burruss Mr. McGiohn

Dr. Pugh Mr. Smith Ms. Parker

MOMENT OF SILENCE/PLEDGE OF ALLEGIANCE- James Weisel , SAC representative, led the Board and citizens in a moment of silence followed by the Pledge of Allegiance to the flag of the United States of America.

11-148: PERSONNEL ITEMS

1. Monthly Listing of Personnel Actions-A motion was made by Mr. Burak, seconded by Dr. Pugh, and unanimously adopted to approve the monthly listing of personnel appointments, contract changes, resignations, and leave requests. (Approved copies attached to minutes)

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RECORDED MINUTES OF THE DECEMBER 13, 2011 GLOUCESTER COUNTY SCHOOL BOARD MEETING PAGE 2 of6

11-149: STUDENT PERSONNEL ITEMS- A motion was made by Ms. Burruss, seconded by Mr. Burak, and unanimously adopted to approve the recommendation for expulsion of three (3) students from Gloucester County Public Schools. * Records on student personnel matters on file in the Office of Student Services

11-150: ADDITIONS AND CHANGES TO AGENDA

Dr. Kiser recommended the following changes to the agenda: Under Superintendent's Items: Delete Approval of Contract w/Architectural Firm. Add 11-155.1 Acceptance of Insurance Settlement. A motion was made by Dr. Pugh, seconded by Ms. Burruss, and unanimously adopted to approve the changes to the agenda as recommended.

11-151: APPROVAL OF CONSENT AGENDA

A motion was made by Mr. McGiohn to approve the Consent Agenda (listed below) ; motion was seconded by Ms. Burruss, and approved with a roll call vote:

Dr. Pugh Mr. Smith Ms. Burruss Mr. McGiohn

Mr. Burak Ms. Belvin Ms. Parker

ITEMS CONTAINED WITHIN THE CONSENT AGENDA: 1. Approval of October 17, 2011 Special (Joint w/BOS) Meeting Minutes; 2. Approval of November 4, 2011 Special (3-Member Panel) Meeting Minutes; 3. Approval of November 9, 2011 Monthly Meeting Minutes; 4. Informational Instructional Reports; 5. Informational Central Food Service Financial Statement as of October 31 , 2011 ; 6. Informational Transportation Report for November, 201 1; 7. Informational Visiting Teachers' Report; 8. Informational Membership Report as of November 28, 2011 ; 9. Informational Monthly Suspension Report for November, 2011; and 10. Informational Revenue Report as of October 31 , 2011 .

11-152: COMMUNITY/STAFF PRESENTATIONS AND RECOGNITION

1. Presentation of Resolution of Appreciation to Mr. Alvin J. McGiohn, Jr., Outgoing School Board Member - Ms. Parker presented a resolution of appreciation to Mr. McGiohn whose term of office as a School Board member will end on December 31 , 2011 . Two books were also presented to Mr. McGiohn to be donated to the Gloucester High School library in his honor. Individual Board members lauded Mr. McGiohn for his 16 "Y2 years of service to Gloucester County Public Schools. Mr. McGiohn made brief remarks in response and thanked the community, fellow Board members and staff for the support given to him during his tenure.

2. Presentation on SIRS (Student Independent Research Study) - Formerly Known as "Senior Boards"- Dr. Tony Beverage, GHS Principal , introduced GHS faculty members Ms. Susan Sharp and Ms. Deb Riley. Ms. Sharp and Ms. Riley reviewed the changes to the former Senior Board program which is now designated as the SIRS (Student Independent Research Study) . Major changes have been implemented in the Handbook, as well as the overall processes of SIRS. (Copy of SIRS Talking Points for School Board Meeting attached to minutes)


11-152: COMMUNITY/STAFF PRESENTATIONS AND RECOGNITION (continued)

3. VSBA Green Schools Challenge Award Won by GCPS - Mr. Hutchinson announced that Gloucester County Public Schools had received a first place award in the VSBA Green Schools Challenge. The award was presented at the VSBA Convention held in November. A listing of the District "Go Green" Initiatives was distributed. (Copy of District "Go Green" Initiatives attached to minutes) Mr. Dave Simmons, Energy Manager, apprised the Board of a potential opportunity for the school system to participate in a pilot program in solar power with Dominion VA Power. He is hopeful that Gloucester will be chosen to participate in this project which would provide solar panels at one school.

4. Adoption of VSBA Resolution Recognizing the Month of January 2012 as VSBA Bullying Prevention Month - Ms. Parker noted the VSBA resolution to recognize January 2012 as Bullying Prevention Month. Ms. Rita Cargill-Brown, Director of Student Services, will coordinate and encourage efforts in the schools to observe this event.

5. Proclamation of January 6, 2012 as "GCPS School Transportation Personnel Recognition Day" - Mr. Roger Kelly, Director of Transportation , recommended that the School Board proclaim January 6, 2012, as Gloucester County School Transportation Recognition Day. A motion was made by Mr. Smith, seconded by Mr. McGiohn, and unanimously adopted to approve this day in recognition of Transportation Department employees.

6. Reserved for Remarks from Citizens in Audience -- Ms. Parker asked if there were any persons present who wished to address the Board. She asked that all persons state their name, the district in which they reside and to limit their remarks to five (5) minutes or less.

Jeanne D. Covington (York District) spoke regarding teacher morale and need for additional elementary library staff. (Copy of Ms. Covington's remarks attached to minutes)

Howard Mowry (Gloucester Point) commented on state revenue, consolidation of services, virtual education , teacher tenure, and budget format. (Copy of Mr. Mowry's remarks attached to minutes)

Brian McGovern (GEA President) read a letter of appreciation to Mr. McGiohn on behalf of the GEA.

11-153: STUDENT ADVISORY COMMITTEE (SAC) ITEMS

1. Report on VSBA Student Rep Workshop Attended - Mr. James Weisel , SAC representative, gave a report on the VSBA workshop he recently attended for student representatives. He also stated that SAC had submitted a letter to the Board of Supervisors in support of the construction of a Grade 6-9 complex at the TC Walker road site.

11-154: INSTRUCTIONAL SERVICES'

Dr. Wagner stated that dates are in place to review the teacher evaluation protocol , and this information will be submitted to the Board at a later date. The GHS Course Description Guide will be submitted to the Board for review in January.

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RECORDED MINUTES OF THE DECEMBER 13, 2011 GLOUCESTER COUNTY SCHOOL BOARD MEETING

11-155: SUPERINTENDENT'S ITEMS

1. Page Update/Items for Approval

PAGE 4 of6

• Acceptance of Insurance Settlement - Dr. Kiser presented the insurance settlement offer received from VML and the insurance carriers which totaled $8,235,687. A motion was made by Ms. Burruss and seconded by Mr. McGiohn to accept the insurance settlement of $8,235,687 from VML for the damage to Page Middle School. The Deputy Clerk polled the Board as follows:

Ms. Burruss Mr. McGiohn Mr. Burak Ms. Belvin

Mr. Smith Dr. Pugh Ms. Parker

• Commitment to T. C. Walker Road Site -- A motion was made by Dr. Pugh and seconded by Ms. Burruss to construct a new Page Middle School to encompass grades 6-8 on the T. C. Walker Road site. The following poll vote was recorded:

Ms. Belvin Mr. Burak Ms. Burruss Mr. McGiohn

Dr. Pugh Mr. Smith Ms. Parker

• August 1, 2014 Moving Day Date -- Dr. Kiser stated that the goal of the project will be to move into the new facility on August 1, 2014. Additionally, he plans to present a recommendation for an architect in January, with bids for construction solicited in the summer of 2012.

11-156: SCHOOL BOARD MEMBERS' ITEMS

1. Updates on Committees and Boards Served on by SB Members - Ms. Parker welcomed Ms. Kim Hensley to the School Board meeting, as well as Mr. Ashley Chriscoe. Board members look forward to working with both of these newly elected officials.

Ms. Burruss reported on the meeting of the WHRO Advisory Board on December 13 and distributed a handout regarding the STEM program. (Copy of handout attached to minutes)

2. VSBA Legislative Conference- January 30-31, 2012 at the Richmond Marriott. Any Board members wishing to attend are asked to contact Ms. Gamache ASAP for registration ($150 before 1/9/2012) purposes.

3. Schedule of Monthly Meetings for 2012 - All on second Tuesday of the month at the Colonial Courthouse, 5:45 pm closed meeting, 7:00 pm open meeting. This will be included in the January 10, 2012 annual organizational agenda, along with recommendations for work sessions.

January 10, 2012 February 14, 2012 March 13, 2012 April 10, 2012 May 8, 2012 June 12, 2012 July 10, 2012

August 14, 2012 September 11, 2012 October 9, 2012 November 13, 2012 December 11, 2012 January 8, 2013

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- -- -~~--- --------


11-157: BUDGET AND FINANCE ITEMS

1. Acceptance of Grants and Donations - Ms. Wright highlighted the donations totaling $22,719.48 that had been received by the schools and the division. A motion was made by Mr. McGiohn and seconded by Ms. Burruss to accept with grateful appreciation the donations as outlined. The Deputy Clerk polled the Board as follows:

Dr. Pugh Mr. Smith Ms. Burruss Mr. McGiohn

Mr. Burak Ms. Belvin Ms. Parker

Dr. Pugh asked on behalf of a constituent if the insurance coverage on all school buildings covered replacement costs. Ms. Wright explained that insurance did cover replacements costs , but only to replace the facility as it was constructed and would not include upgrades to that facility.

11-158: ADMINISTRATIVE SERVICES' ITEMS

1. Shuttle Service for Daffodil Festival/Tours- Mr. Hutchinson presented a request from the Daffodil Festival Council for the Transportation Department to provide shuttle service on Saturday, March 24, 2012. A motion was made by Mr. McGiohn and seconded by Mr. Smith to approve the request from the Daffodil Festival Council for the GCPS Transportation Department to provide shuttle service for the Daffodil Festival and Daffodil Field Tours on Saturday, March 24, 2012, as outlined in the request. The Deputy Clerk polled the Board as follows:

Ms. Belvin Mr. Burak Mr. McGiohn Ms. Burruss

Mr. Smith Dr. Pugh Ms. Parker

2. Policy Manual Update -- Mr. Hutchinson presented the following policy change for consideration on first and second readings:

File EBCD: School Closings (Revision)

A motion was made by Dr. Pugh, seconded by Ms. Burruss, and unanimously adopted to approve on first and second readings the adoption of File No. EBCD School Closings.

11-159: PUBLIC ANNOUNCEMENTS

Ms. Parker read the following public announcements: 1. Professional Days (No Students) - Monday-Wednesday, December 19-20, 2011 ; 2. Winter Break (All Schools and Offices Closed)- Thursday-Friday, December 22-30, 2011 ; 3. Professional Day-Teacher Workday (No Students)- Monday, January 2, 2012; and 4. Next Monthly School Board Meeting -Tuesday, January 10, 2012, 5:45 & 7:00 pm,

Colonial Courthouse.

ADJOURNMENT

At 8:53 pm, there being no further business, a motion was made by Mr. McGiohn, seconded by Ms. Burruss, and unanimously approved to adjourn the regular monthly meeting of December 13, 2011, until the next monthly meeting on Tuesday, January 10, 2012, 5:45 pm , (Closed Meeting)/7:00 pm, at the Colonial Courthouse.

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RECORDED MINUTES OF THE DECEMBER 13, 2011 GLOUCESTER COUNTY SCHOOL BOARD MEETING

By: Anita F. Parker, Chairperson

Betty Jane Duncan, Deputy Clerk

John E. Hutchinson, Acting Clerk

Attachments (7):

1. Bound Agenda for December 13, 2011, Monthly Meeting; 2 Approved Monthly and Supplemental Personnel Listings; 3. District "Go Green" Initiatives; 4. SIRS Talking Points for School Board Meeting; 5 Remarks by Jeanne D. Covington; 6. Remarks by Howard Mowry; and 7. Information Regarding STEM Program.

Note: The attachments will be bound with the official minutes once approved.

END BJD/JEH:bjd MIN-12-13-11

PAGE 6 of6

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AG ITEM #: 12-6.2 1/10/12 SB MEETING CONSENT AGENDA Instructional Report for December 2011

Bethel Elementary School

• On December 5 Bethel's PTA hosted a fund raiser at Barnes and Noble. Bethel's 5th grade chorus performed holiday songs, faculty members had story time, and the facu lty treated the entire store to a holiday flash mob song. Many Bethel families attended . Bethel's PTA receives a percentage of the net sales that were purchased with a Bethel coupon.

• On December 9 Bethel held their annual Santa Breakfast. We had over 500 students and parents came to the cafeteria for breakfast and a visit with Santa . It was a record attendance for Bethel.

• Bethel's 5th grade chorus performed at WXGM radio station on December 14. • Our teachers continue to be trained on Progress Monitoring through AimsWeb in order to track our

student interventions.

• On December 16 each grade level performed holiday songs in our atrium. Parents were invited to attend. Our reading specialists used this opportunity to meet parents in t he library after each grade level's performance to give them tips on how to help their child become better readers. Each parent that came to the library was given a free book to read to their child .

Page Middle School Congratulations to the following teachers:

• Congratulations to Mrs. Louise Corbin-Reed, math teacher, on her retirement from Gloucester County Public Schools (GCPS). Mrs. Corbin-Reed will retire at the end of the month. Mrs. CorbinReed is to be commended for her 38 years of service to students and fami lies;

• Mrs. Lisa Willis, math teacher, for obtaining a $250 Financial Literacy Gra nt from Langley Federal Credit Union. The grant will be used to purchase instructional materials for a unit related to banking and personal finance;

• Mrs. Greta Reed, chorus teacher, for obtaining a $550 Education Foundat ion Donation for the purchase of shirts and scarves for the Page Middle School chorus program;

• Mrs. Theresa Freyberger, Language Arts Teacher, for obtaining a $500 Education Foundation Grant for the purchase of two Kindle Fires for use in the graphics novels course that will begin 2"d semester;

• Mrs. Kathy Tucker, Band Instructor, for obtaining a $1000 Virginia Com mission for the Arts program grant. The funds were used to pay for the Brass 5 jazz presentation to Peasley, Page, and Gloucester High School band students. Brass 5 is a traveling professional jazz quintet. Traditional and contemporary selections were played for students. The musicians also entertained questions from students and staff.

Congratulations to the following students: • Page Middle School Citizenship Award : Joe O'Neill, 8th grader, for go ing above and beyond the call

of duty in helping teachers and staff and Kyle Fitzpatrick, 8th grader, fo r going above and beyond the call of duty in helping teachers and staff

• Payton Blodgett, 8th grader, for receiving an honorable mention distinction for participation in the 2011 NASA Langley Research Center's Art for LaRC K-12 Competition

Donations and/or Gifts A special thank you is extended to the United Steel Workers (USW) Local 888 Disaster Outreach Committee located in Newport News, Virginia . The USW Local 888 adopted Aimee Layton's art classes, providing art supplies and other art materials for our students. gth Grade Science:

Mr. Harry Belvin, Associate Director of the Aeronautics Research Directorate at NASA Langley Research Center, has agreed to speak with science classes about careers in the area of physics. The lecture will coincide with a physics unit that is planned for mid-January. gth Grade Civics:

Mr. Travis Burns, interim principal, and Ms. Stacy Vermeire, civics teache r, co-planned and co-taught a civics/economics lesson on entrepreneurship. A pictograph was used as an anticipatory set and a Frayer Model was used to build prior knowledge of essential vocabulary words, specifically the terms

1 ) .i.'-

proprietorship, partnership, and corporation. Students worked collaboratively to summarize and analyze findings on four separate Business Journal articles related to actual middle school entrepreneurs. The ages of the entrepreneurs ranged from 11 to 13. Students answered a series of questions about their respective article and shared their findings informally in front of their peers. Additionally, all students read on their own a selection on a middle school entrepreneur who created Man Cans, Inc. Man Cans Inc is a company that specializes in candles that appeal to the male gender. The reading selection and the YouTube news report video on Man Cans, http://www.youtube.com/watch?v=yJIFy-POmRk, served as a means of generating additional discussion on the topic of entrepreneurship. Man Cans' sales website is http://www.mancans.com/Scripts/default.asp. The lesson concluded with students completing a Venn Diagram, comparing and contrasting a partnership and corporation Instructional Technology:

• K. C. Woller, ITRT, provided a mini-professional development to staff on Thursday, December 1 that was related to the integration of Smart Board technologies in content area classrooms.

• 25 additional Kindles and 2 Kindle Fires were recently purchased for use by classroom teachers and students.

Activity Night Page Middle School hosted its second Activity Night of the year at Village Lanes Bowling Alley between 2:00pm and 6:00pm. Transportation to and from Page Middle School was provided to students. Approximately 100 Page students attended the event.

Gloucester High School • November 30th through December 2nd, the Gloucester High Duke Troupe Theater Arts students

performed "Down in Front." The members of the performance cast included: Haven Aiken, CJ Bayford, Ellie Boisseau, Bobby Brake, Lynn Dawson, Cheyenne DeMarco, Shelby Edgell, Kayla Fuqua, Kayla McCuiston, Barbara Morris, Bryan Pack, Robbie Pease, Parker Pittman, Sheldon Roberts, Emma Rogers, Danielle Sheriden, Pat Shorter, Peyton Stroup, Patience Thompson, Sarah Vernon, Clayton Walker, Raven Westerfield and Brandi Wilson. Mr. Clint Alexander is the instructor for the Duke Troupe Theater Arts group.

• On December 5th, the Driver's Education staff conducted its Fall Partners for Safe Teen Driving program. The purpose of the program is to provide parents and students information about driver safety. The program coordinators are Honor Hughes, Jerry Morgan and Joshua Nichols.

• William Tyler Price, senior, has been nominated as the Gloucester candidate for the Senator Harry S. Byrd Scholarship. Applicants for this scholarship must be a high school student who demonstrates academic accomplishments and embodies excellence of character, leadership and good citizenship.

• On December lOth, high school students and staff members worked as volunteer chaperones at the Walmart "Shop with a Cop" program coordinated by high school SRO Lt. John W. Schick Jr. Through the generosity of the Gloucester community this program raised over $28,000 and provided 114 Gloucester children with the opportunity to provide holiday gifts for their family .

• During the month of December, students and staff showed their generosity by collecting canned/non-perishable foods to benefit local food banks through the organizations of Beta Club, National Honor Society, NJROTC and the Student Council Association. A special thank you to Kim Cain, Alvin Grant, Ronald Harding, Christy Landenberg, Jane Millard and Katie Staples for organizing this community food drive.

• On December 12th, the Gloucester High Chapter of Beta held its Fall Induction Ceremony. In order to be invited to join the local chapter, a student must meet the following criteria : have a cumulative GPA of 3.25 or higher, be in grades 10-12, be nominated by staff as possessing the qualities of leadership and good character, and be willing to devote their time to help the community and school as a volunteer. Those students inducted during the ceremony include: Carrie Adams, Holli Adams, Haven Aiken, Bianca Allen, Breana Askew, Edward Atkins, Patrick Bains, Adam Baldwin, Seth Ballard, Haley Barefoot, Cirrenety Bayford, Allison Beams, Maegan Beck, Kristy Bessert, Hannah Beverage, Lon Beverage, Janice Birdsall, Rebecca Bish, Brittany Bowles, Kendra Boyd, Kayne Boyer, Denton Brandy, Kelsey Bridges, Shelley Brown, Candace Bunting, Danielle Buquor, Tyler Buquor, 13

Jasmine Burrell, Nicole Busi, Forrest Bussler, Colbi Byrd, Ella Cagle, Hannah Cagle, Courtney Campbell, Gabrielle Campbell, Monique Carey, Taylor Caufield-Altman, Cody Chasm, Benjamin Cheek, Michael Clements, Samantha Coates, Sarah Colby, Audrey Collier, Paxton Condon, Brandy Cooke, Sharnese Coston, Krista Crittendon, Brittany Croft, Shawna Crosby, Cameron Cross, Caitlyn Crouse, Katelyn Curtis, Benjamin Danforth, Samantha Daugherty, Cody Davis, Krystle DeMarco, Taylor Distefano, Michael Dough, Lauren Dupuis, Rebecca Dzieciolowski, Sydney Early, Justin Edington, Kristina Edwards, Olivia Edwards, Briannah Ehly, Kaila Ellison, Lauren Elmore, Megan Epperson, Jordan Estep, Kaytlin Evans, Jennifer Everett, Mikaela Extine, Allee Farris, Tristen Fary, Christopher Feigh, Erin Flynn, Elizabeth Forehand, Rebecca Freeman, Jessica Fuller, Kayla Fuqua, John Galing, Jessica Gardner, Simone Gayle, Logan George, Shelby Giddings, Steven Gingues, Rebecca Good, Victoria Gordon, Vanessa Gray, Makenzie Green, Malinda Griffin, Margaret Griffin, Aaron Guy, Rebekah Hade, Alexis Hager, Dustyn Hall, Justin Hansford, Stephanie Hart, Jake Hascher, Lindsay Hendrix, Emma Hepworth, Kayla Heywood, Stonewall Hickman, Amy Hogge, Cheyenne Hogge, Christopher Hogge, Megan Hogge, Jordan Hudgins, Logan Hutson, Catalina lnzunza, Jessica Jackson, Rilee Jackson, Melissa Jacobson, Caitlin Jamison, Tia Javel lana, Joni Jeter, Nicholle Johnson, Patrick Johnson, Jessica Jones, Hannah Joyce, Hailey Kahlbaum, Andrew Kanode, Elizabeth Keane, Wesley Keeter, Ashley Kelley, Mason Kelly, Elizabeth Kenerly, Christina Keown, Hannah Kidd, Yasmene Kimble, Kasey Kohlhorst, Scott Koleski, Sarah Lacombe, Simone LaGuardia, Cheyenne Land, Tanner, Laroque, Richard Leigh, Kristy Lewis, Lee Loudermilk, Bethany Love, William Loveland, Jordan Lowery, Amathyst Macey, Lindsay Macey, Ryan Mahoney, Jimmy Marks, Samuel Markwith, Joshua Martin, Kaitlyn Masiak, Andrew Matney, Justin May, Kathryn McCreary, Kathryn McGee, Cassandra McMullen, Kaitlyn McPherson, Davis Miller, Nancy Milroy, David Moore, Sharice Moore, Anthony Morande, Christopher Morgan, Kira Morris, Kathryn Mortensen, Nathan Neuwirth, Nicholas Neuwirth, Lailani Newell, Krista Niccum, Brian Nichols, Trevor Nichols, Allison Noah, Michelle Oberlander, Douglas Oliver, Kelsee Oliver, Aaron O'Neil, Jeremy Orenstein, Daniel Osborn, Alexander Palus, Brandon Parker, Caitlyn Parr, Christopher Patrick, Khadijah Payne, Jessica Perkins, Weldon Perry, Troy Petrowicz, Jaykeb Pinto, Justin Pinto, Lauren Phelps, Matthew Plewinski, Christopher Pointer, Corey Poole, Alexandra Porner, Morgan Pritchard, Leah Procopi, Megan Pryor, Jerrica Rawls, Jena Reed, Morgan Reed, Lili Reid, Hannah Retikis, Ashley Reynolds, Justin Rhodes, Christine Riddett, Ashley Ridenour, Justine Ring, Sidney Ripley, Stephanie Rivera, Tayler Romanelli, Kyle Rowe, Samantha Russell, Kaitlyn Sawyers, Alexandra Schick, Rebecca Schmitz, Joshua Schulz, Erik Schuster, Lauren Scott, John Setterholm, Ainsley Short, Lee Seigle, Scott Siesta, Katelyn Simms, Jordan Simpson, Taylor Slozak, Ethan Smith, Katherine Smith, Landon Smith, Morgan Smith, Wendelle Sparrer, Kevin Speray, Timothy Steele, Patrick Strigle, Rie Jie Suzuki, Cody Terzich-Waters, Elliott Theuerkauf, Allysa Thomas, Amber Thomas, Aid en Thompson, Patience Thompson, Rebecca Thompson, Zachary Tilley, Hunter Tipton, Adam Trusty, Douglas Vaughan, Rhiannon Wakelyn-Miller, Erin Walker, Briana Ward, Karsyn Wass, Blake Waters, Mary Weatherly, Samantha Welsh, Kayleigh West, Lindsey West, Ryan Wheless, Samantha White, Tatyana White-Jenkins, Hannah Wilburn, Richard Wilkinson, Mary Williams, Ariel Wimer, Meghan Wishmeyer, Hanna lore Witte, Tyler Wood,

Makenna Wood, Benjamin Wyco, Dylan Wyco and Victoria Zeliff. Ms. Katie Staples is the sponsor of Beta Club.

14

AG ITEM #: 12-6.3 1/10/12 SB MEETING CONSENT AGENDA

(jL01.J.C'ES'l''E'R C011:N'IY P1.l.'BLIC SCJ{OOLS Office of Student Services

Rita H. Cargill-Brown. Director, 804-693-7856 Page Call. Visiting Teacher. 804-693-4168

Barry Williams, Visiting Teacher, 804-693-4313 Toni Childress, Truancy Officer, 804-693-7783

6489 Main Street Building Two, Suite F

Gloucester, VA 23061 FAX: 804-693-7859

Visiting Teachers The following is a summary of the activities for the month of

D b 2011 R ecem er eport

Childress Call Williams

Initial Evaluations Received NA 6 7

Triennial Evaluations Received NA 8 9

Eligibility Meeting for Sp. Ed. Evaluations NA NA NA

Parent Conferences/Interviews 34 16 28

Agency Referrals 8 I 2

Conferences/School Personnel 34 II 34

Homebound Meetings 0 3 6

Professional Development/Faculty Meetings 1 0 0

F APT Meetings NA NA 3

Attendance (Referrals, Dropouts, Withdrawals, and 275 5 5

School-based intervention meetings 34 3 0

Court Services Referrals/Interventions 4 0 0 Home Visits 8 3 2

Muti-disciplinary meetings 8 3 0

Truancy Court Initial Hearing 0 0 0

Truancy Court Review 0 0 0

Total Evaluations Received Year to Date NA 50 18

Attendance Referrals Year to Date 890 21 8

Total

13

17

NA

78

II

79

9

I

3

285

37

4

13

11

0

0

68

919


GLOUCESTER COUNTY PUBLIC SCHOOLS TRANSPORTATION DEPARTMENT

ROGER D. KELLY, DIRECTOR "WE TRANSPORT PRECIOUS CARGO - CHILDREN"

MONTHLY DAILY DEC AVERAGE ANNUAL

1. SUBSTITUTE REQUIREMENTS 181 12.07 799 * Trained New 0 0.56 20 * Contracted drivers lost due to 2 retirement or resignation .

2. MAINTENANCE WORKLOAD * Workorders 76 5.1 412 * Breakdowns 3 0.2 17

3. FIELD TRIP REQUIREMENTS 65 4.34 247

4. SPARE BUS USAGE 117 7.8 495 ( All spares are 1 0+ years, and have over 100,000 miles).

5. SCHOOL BUS ROUTE ADJUSTMENTS * Student loads adjusted 5 15 * New routes added 0 2

6. ACCIDENTS * Non-driver fault 0 * Driver fault 3 * Repair cost $1 ,439.95 $95.99 $4,238.98

7. BUS UTILIZATION DATA * Registered students 4,814 * Miles traveled (month) 95,355 419,562 * Number bus stops 2,668

8. SPECIAL EDUCATION DATA * Registered students 135 * Miles traveled (month) 22,560 99,264

9. DRUG & ALCOHOL TESTS * Drug 25 43 * Alcohol 6 6

ANNUAL DAILY AVERAGE

12.11 0.61

6.2 0.26

3.75

7.5

$64.23

1 ..... .LO


CENTRAL FOOD SERVICE MONTHLY FINANCIAL STATEMENT

AS OF NOVEMBER 30, 2011

CHECKING BALANCE 11/01/11

LOCAL SALES 97,151 .60

CAFE PREPAY PAYMENTS 9,401 .60

FEDERAL REIMBURSEMENT 122,405.64

STATE REIMBURSEMENT

HEAD START

CHECKING ACCOUNT INTEREST 171.34

MISC/PRINTING REIMBURSEMENT 1,000.00

CATERING REVENUE 684.90

REFUND

BAD CHECK COLLECTIONS 226.65

RETURN CHECK FEES

RETURN CHECK (145.00)

TOTAL MONTHLY REVENUE

PAYROLL 93,893.63

EXPENDITURES 131 ,429.17

TOTAL MONTHLY EXPENDITURES

CHECKING BALANCE 11/30/11

STATE REIMBURSEMENT FEDERAL REIMBURSEMENTS 89,361 .72 HEAD START 9,175.53 UNCOLLECTED BAD CHECKS DEPOSITS NOT REFLECTED 284.60 REBATES CATERING 366.85 REFUNDS

RECEIVABLE TOTAL

VENDOR DISBURSEMENTS 95,148.20 INTERNAL CHARGES/PHONE OUTSTANDING CHECKS JUUAUG 12 ESTIMATED ACCRUED PAYRC 38,706.00 PAYABLE TOTAL

ADJUSTED BALANCE

$ 587,296.68

230,896.73

225,322.80

$ 592,870.61

99,188.70

133,854.20

$ 558,205.11

~ 17

GLOUCESTER COUNTY PUBLIC SCHOOLS OFFICE OF STUDENT SERVICES

RITA H. CARGILL-BROWN, DIRECTOR MEMBERSHIP REPORT

2011-2012 DATE: December 19. 2011 TOTAL MEMBERSHIP 5702

Total No. No. of Total No. No. of Total No. Total No. Abingdon Students Classes Botetourt Students Classes Page Students Peasley Students Kindergarten 63 3 Kindergarten 66 4 Grade 6 Grade 6 479 Grade 1 76 4 Grade 1 78 4 Grade 7 Grade 7 447 Grade 2 102 5 Grade 2 91 4 Grade 8 429 Grade 8 1 Grade 3 87 4 Grade 3 100 5 TOTAL 429 TOTAL 927 Grade 4 82 4 Grade 4 110 5 RASP* 3 RASP* 1 Grade 5 72 4 Grade 5 85 4 TOTAL 482 24 TOTAL 530 26

---- - ----------- ----

Total No. No. of ' Total No. No. of Total No. Achilles Students Classes Petsworth Students Classes GHS Students Kindergarten 51 3 Kindergarten 40 3 Grade 9 438 Grade 1 72 4 Grade 1 46 3 Grade 10 516 MEMBERSHIP BY GRADE Grade 2 73 3 Grade 2 52 3 Grade 11 466

Grade 3 53 3 Grade 3 46 3 Grade 12 457 Grade 4 62 3 Grade 4 46 3 TOTAL 1877 K 359 Grade 5 54 3 Grade 5 45 2 GED 1 1 393 TOTAL 365 1~ TOTAL 275 17 RASP• 26 2 458

Regional 7 2 3 434 4 448

Total No. No. of Total No. No. of Bethel Students Classes Walker Students Classes 5 377 Kindergarten 86 4 Kindergarten 53 2.5 New Horizons Students 6 479 Grade 1 77 4 Grade 1 44 2.5 Grade 5 1 7 447 Grade 2 85 4 Grade 2 55 3 Grade 7 1 8 430 Grade 3 101 5 Grade 3 47 3 Grade 9 2 9 438 Grade 4 97 4 Grade 4 51 3 Grade 12 3 10 516 Grade 5 73 4 Grade 5 48 3 TOTAL 7 11 466

--

,TOTAL -- 519 - 25 TOTAL 298 17 12 457 TOTAL 5702

RASP figures are included in their respective school

,._... New Horizon students are included in their respect ive school

w ;;~

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)::> (/) ~

~:~~ o rn N )::> rn 1

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EXTREMELY SERIOUS• ALCOHOL (AL 1) ASSAULT- student with weapon (BA3) ASSAULT- staff without weapon (BA2) ASSAULT- student without weapon (BA4) BULLYING (BU1) DRUGS- bringing, possessing, use (DR1) DRUGS - bringing, possesing, use of inhalants or look-a-like (DR2)

Drugs - Possession/use with the intent to distribute, sell , or solicit any controlled drug or narcotic not otherwise specified (DRS)

OFFENSIVE TOUCHING- against student (SX2) THREATENING- against staff (TI1) THREATENING- against student (TI2)

Serious Offenses ATIENDANCE - excessive tardies , leaving school grounds, truancy (A 1T) BEEPER(C1M) CELL PHONE (C2M)

ELECTRONIC DEVICES (C3M) DISRESPECT - minor (D1C) DEFIANCE - minor (D2C)

DISTRUPTIVE/OBSCENE LITERATURE (D4C) CLASS DISRUPTION (DSC) OBSCENE LANGUAGE/GESTURES (D6C) INSUBORDINATION- minor (D8C)

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ABG ACH BET Out In Out In Out In

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BOT PETS WAL PAGE PEA Out In Out In Out In Out In Out In

2 1 1

1 1 1

1

1 3

4

2 2 3 5 1 1

1 2

1 1 3 5 4 1

3

Monthly GHS Total

Out In Out In

0 0 2

1 3 0 1 2 0 0

0 0

0 0

1 1 0 1 0

3 1

1 12 1 16 0 0

1 1 1 1

0 2 1 4 9

8 2 9 4

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3 0! 1 0 4 0

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2 0

1 0 2 0

8 4

8 112 1 0 5 2

0 2 22 25 24 27

3 1 14 75 69 30

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Monthly ABG II ACH II BET II BOT II PETS II WAL II PAGE II PEA II GHS II Total II YTD

Out lin IIOut lin IIOut lin IIOut lin IIOut lin IIOut lin IIOut lin IIOut lin IIOut lin IIOut lin IIOut lin

VERBAUPHYSCIALCONFRONTATIONnoinjury(F1TJII I II I II I II I II I II I II 11 111 I II 151 411 161 511 601 19 FIGHTING- minor or no injury (FA2) II I II I II I II I II I II I II 41 II I II 41 II 81 Oil 201 0 THEFT-withoutforce(TH1) II I II I II I II I 111 I II I II I II I II I II 01 111 21 2 TRESPASSING (TR1 ) II I II I II I II I II I II I II I II I II 31 II 31 Oil 31 0 TOBACCO - use/possession/sale (TB1) II I II I II I II I II I II I II I II I II 31 211 31 211 141 5 TOBACCO-paraphernalia(T4B) II I II I II I II I II I II I II I II I II I II 01 Oil 11 o TECHNOLOGY- unauthorized use(t1CT-- - - ~ - 1 0 1 0 2 ~ TECHNOLOGY - violate Use Policy (T3C) 0 0 2 6 z VANDALISM (VA1 ) 1 0 1 2 2 i! WEAPON - toy or look-a-like (W3P) 1 1 0 1 0 ~

WEAPON - razor blades/box cutters (W8P) 1 0 1 2 1 en CHEATING/LYING/FORGERY (S2V) 1 1 0 3 1 ~ l? ~ OTHER VIOLATIONS NOT LISTED (S3V) 1 1 2 € 5 1 4 8 12 20 5C ~ £ ~ TOTAL SERIOUS 0 1 0 0 0 3 1 3 0 0 3 0 17 2<1 6 6 47 47 74 8<1 287 378 ~ 3 Z

- CT (f) TOTAL SUSPENSIONS--EXTREMELY SERIOUS 0 0 0 1 1 0 0 2 6 2 11 40 2 ~ !.J: 0 Total Suspensions ALL CATEGORIES II ol 1!1 ol oU ol 311 21 411 ol oil 31 oil 191 2411 12l 611 491 4711 851 84113271 3801 ~

!TOTAL RECOMMENDATIONS FOR LONG TERM Jl iX I>< iX IX iX iX IX 2 X 1IX IX 61>< ~

TOTAL RECOMMENDATIONS FOR EXPULSION

Number of Students w/multiple out-of-school suspensions:

1X X X X X X 1X X 2X X 12X ~

~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ 1 13offenses lf I>< I>< X X IX X 21X 2:5<: siX IX X 4 offenses II ~ ~ ~ ~ ~ ~ 3[Z C8; s[Z IX IX 5 or more offenses I lXII lXII lXII lXII lXII lXII 11Xll lXII 21XJI IXJI IX

*Students should not receive an in-school suspension for these offenses **Only offenses that have been violated are being reported

r,, '--'


Bethel

Peasley

Page/Peas ley

GHS

Gloucester County Public Schools FY 2011-2012

Fundraiser Approvals Issued October- December

Sponsor SCA

Sponsor Sixth Grade Activities Fund Band

Athletic Teams

Sponsor FBLA senior Class Gloucester Football SCA SCA SCA Debate, Forensics & Ecology FBLA wrestling Junior Class GSA FBLA Key Club

Fund raiser Kettle corn Sales

Fund raiser Ruby Tuesday's Give Back Program Cookie Dough and Pies

Spirit Night at Chick-Fil-A

Fund raiser Collect Change from students cookie Dough Sales Discount cards Sales of Pink Ribbons for Breast cancer Sales of Spirit Items for Homecoming GHS Dukes Magnet Sales Encore Rose Bushes Sales Spirit Night at Chick-Fil-A T-Shirt and sweatshirt Sales Bowling at Village Lanes student/Faculty Art Show Sonic Community card Sales Gift Basket Raffle

~1


ACTUAL REVENUES November 30, 2011

SOURCE

COUNTY CONTRIBUTION

MISCELLANEOUS LOCAL

STATE FUNDS

FEDERAL FUNDS*

TOTAL

ACTUAL EXPENDITURES November 30, 2011

CATEGORY

INSTRUCTION

ADMIN/ATTEND/HEALTH

TRANSPORTATION

OPERA TIONIMAINT

DEBT SERVICE

TECHNOLOGY

TOTAL

DEBT SERVICE

REVENUE REPORT

BUDGET ACTUAL YTD

$ 20,593,351 $ 6,630,148

$ 101,300 $ 85,479

$ 27,055,782 $ 9,243,748

$ 4,328,181 $ 419,333

52,078,614 16,378,708

EXPENDITURE REPORT

BUDGET ACTUAL YTD

$ 37,396,509 $ 10,684,519

$ 2,206,132 $ 797,781

$ 3,804,814 $ 1 '140,432

$ 5,819,855 $ 2,179,739

$ 281,507 $ 281,506

$ 2,569,797 $ 1,294,731

$ 52,078,614 $ 16,378,708

$ 2,829,747 $ 2,042,720

BALANCE

FAVORABLE

(UNFAVORABLE)

$ (13,963,203)

$ (15,821)

$ (17,812,034)

$ (3,908,848)

(35,699 , 906~

BALANCE

FAVORABLE

ENCUMBRANCE (UNFAVORABLE)

$ 27,422 $ 26,684,568

$ 6,093 $ 1,402,258

$ 76,657 $ 2,587,725

$ 189,596 $ 3,450,520

$ $ 1

$ $ 1,275,066

$ 299,768 $ 35,400,138

$ $ 787,027

AG ITEM #: 12-7.1 1/10/12 SB MEETING STAFF PRESENTATIONS

CERTIFICATE of RECOGNITION By virtue of the authority vested by the Constitution in the Governor of the

Commonwealth of Virginia there is hereby officially recognized:

SCHOOL BOARD APPRECIATION MONTH

WHEREAS, the Commonwealth ofVirginia is proud of its educational system and is appreciative of the efforts of local school board members to make the Virginia public school system an excellent place in which to educate its youth; and

WHEREAS, local school boards have devoted themselves to providing a high quality education for all students of the Commonwealth; and

WHEREAS, this year's theme, "Leading Today for Tomorrow" is a testimony to the importance of education in all walks of life; and

WHEREAS, the contributions of these men and women should be recognized and appreciated by all who benefit from our public school system;

NOW, THEREFORE, I, Robert F. McDonnell, do hereby recognize February 2012 as SCHOOL BOARD APPRECIATION MONTH in our COMMONWEALTH OF VIRGINIA, and I call this observance to the attention of our citizens.

, .... ""\

~j

AG ITEM #: 12-9.2 1/10/10 SB MEETING SUPTS. ITEMS (PAGE UPDATE)

ARCHITECTURAL SERVICES AGREEMENT

THIS AGREEMENT made this 1oth day of January, 2012, by and between the Gloucester County School Board, hereinafter referred to as "Board", which term shall be construed to include any officer, representative or agent having authority to represent or act for it in relation to any part of the subject of this Agreement and RRMM Architects, PC, with offices located at 1317 Executive Blvd., Suite 200, Chesapeake, VA 23320, hereinafter referred to as "Architect".

W I TN E S S E T H:

WHEREAS, Board intends to construct a new Page Middle School at T. C. Walker Road, Gloucester, Virginia, hereinafter known as the "Project"; and

WHEREAS, an Architect is desired for professional architectural and engineering services in connection with the design and construction of the Project and for the administration of the construction contract during construction of the Project all as hereinafter stipulated;

NOW, THEREFORE, Board and Architect in consideration of the mutual covenants and agreements herein contained agree as follows :

ARTICLE I. COMPENSATION

A. Architect shall provide the aforementioned professional services as an independent contractor and professional consultant and in accordance with the terms and conditions of this contract. The Architect shall assign Jeffrey A. Harris as the project manager for the performance of this contract. The project manager will be responsible for providing the services set forth in this Agreement. The Board has the right to approve or disapprove any proposed change from the above named individual and shall be provided with the resume of any proposed substitute and shall be given the opportunity to interview that person prior to a decision to approve or disapprove.

B. Board shall compensate Architect in accordance with the terms and conditions of this contract as follows:

1. For the Schematic Design Phase of Basic Services, including the services of any person(s) engaged to assist the Architect with this phase, a total fee of $221,250.00. Payments shall be made monthly, and shall be in proportion to services performed to date.

2. For the balance of the Architect's basic services, (i .e., the Design Development Phase through the Construction Phase) including the services of any professional

-1-24

consultants engaged for normal structural, mechanical , electrical, and civil engineering, and the services of any other consulting firm or individual engaged by the Architect for such items as landscaping, acoustics, cost estimating and food service an additional fee of $1,253,750.00 for Basic Services. For Additional Services fees are as identified in Attachment 'A' totaling $477,084 and Exceptional Site Design fees totaling $369,930. The Architect understands and agrees that services beyond the Schematic Design Phase may not be desired by Board and additional phases will proceed only upon receipt of written authorization from Board. As funding for subsequent phases of the project is not certain, Architect may, after two years from the date of completion of the Schematic Design Phase terminate this agreement without further obligation to Board, or may choose to remain available with the understanding that Board is under no obligation to proceed or to compensate Architect for any later notice of termination, notwithstanding any other provisions of this Agreement. If Board terminates this Agreement at the conclusion of the Schematic Design Phase, Architect's fee for that phase shall be full compensation for all of Architect's services and no additional termination expenses shall be paid. Payments for any additional basic services authorized shall be made monthly, and shall be in proportion to services performed to date within each phase of service as set forth in Articles II and VI.

3. For Architect's additional services not identified in Attachment 'A', if any be authorized in advance by the Board as herein provided a fee to be computed as follows:

a. Principals' time at a fixed rate of $200.00 per hour. For the purpose of this Agreement, the principals are Duane M. Harver, Jeffrey A. Harris, and John B. Maddux, Jr.

b. Employees' time shall be computed at a multiple of three point one (3.1) times the employees' "direct personnel expense", as that term is defined in Article V hereof.

c. The Owner reserves the right to use either the Hourly Rate Schedule (Attachment 'B') or the three point one (3.1) multiplier identified in Paragraph 3.b above at its discretion, whichever is the more cost effective.

4. For Architect's "reimbursable expenses", as that term is defined in Article V hereof, a not to exceed allowance may be set forth in Article XV as a condition of this contract.

5. The times and further conditions of payment shall be as described in Articles II and VI hereof.

-2-

q -c...J

ARTICLE II. ARCHITECT'S SERVICES

A. Basic Services

The Architect's basic services consist of the five phases described below and shall include customary structural, mechanical and electrical engineering services and such other services as may be necessary to design and construct a Project fit for the intended purpose within funding limits. Additional consultants include civil, landscape, acoustical , food service and cost estimating. Time is of the essence in the performance of Architect's duties under this Agreement and failure of the Architect to perform within the agreed upon time frames shall be considered a breach of this Agreement, unless the Architect has been delayed through no fault of his own.

1. Schematic Design Phase

a. Architect shall consult with the Board to ascertain the requirements of the Project and shall conform the schematic design to such requirements.

b. Architect shall provide a preliminary evaluation of the program and the Project budget requirements, each in terms of the other.

c. Architect shall review with Board alternative approaches to design and construction of the Project.

d. Architect shall survey and evaluate those environmental conditions in the immediate vicinity of the project site which may influence the design of the Project.

e. Architect shall prepare for consideration of and approval by the Board, five (5) sets of schematic design studies, consisting of drawings, elevations, renderings and other documents to illustrate the scale and relationship of the Project components within (see Attachment 'D') calendar days from the issuance of a written notice to proceed.

f. Architect shall submit to Board a statement of probable project construction cost based on current area, volume or other unit costs.

g. With the filing of the schematic design documents, Architect will submit, in triplicate, a statement of services rendered to date for the remaining balance of the schematic design fee which will be due upon approval by the Board of the schematic design documents. Reference is made to Article I. Paragraph B (2) for conditions governing the issuance of a notice to proceed with further service hereunder.

2. Design Development Phase

a. Architect shall prepare from the approved schematic design, seven (7) sets of the design development documents to include specifications for consideration and approval. Each set shall consist of drawings and other documents to fix and describe the size, cross-sections and character of the

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project as to structural, mechanical and electrical systems, materials and such other essentials as may be necessary and appropriate. Architect shall obtain the approval (including site plan approval) of all required agencies prior to submission of the design development documents to the Board for approval. The design development phase shall be completed within (see Attachment 'D') days after issuance of the written notice to proceed.

b. Architect shall submit to the Board a revised statement of probable project construction cost.

c. With the filing of the design development documents, Architect will submit, in triplicate, a statement for services rendered to that date for not to exceed twenty percent (20%) of the basic services fee, the unpaid balance of which will be due as set forth in Article VI upon approval by the Board of the design development documents. Upon approval, which approval shall not be unreasonably withheld, the Board will issue a written notice to proceed with the construction documents phase.

3. Construction Documents Phase

a. Architect shall prepare from the approved design development documents, for submission to and approval by the Board, five (5) sets of working drawings and specifications, and five (5) copies of detailed cost estimates, which documents shall set forth in detail the requirements of the entire project, including the necessary bidding information prepared in such a way to allow the Board, if it so desires, to advertise for the award of one or more contracts for the construction and completion of the project, or any phase thereof. Architect shall assist the Board in preparation of the bidding forms, the general, supplemental and special conditions of the contract, and the form of contract between the Board and the contractor. The construction document phase shall be completed within (see Attachment 'D') days after issuance of the written notice to proceed.

b. Architect shall advise the Board of any adjustments to previous statements of probable project construction cost indicated by changes in requirements or general market conditions.

c. Architect shall file, within fifteen (15) calendar days following approval of the working drawings by Board, five (5) complete sets of proposed final plans and specifications with the Director of Code Compliance of the County of Gloucester for appropriate review and approval by the County prior to the advertisement of bids for the construction of the project.

d. Following approval by the Department of Code Compliance, the Architect shall prepare and have on hand, fifteen (15) additional sets for bidding purposes. Should additional sets (above fifteen (15)) be requested by Board, Architect will be reimbursed for the actual cost of reproduction.

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e. At the time the final plans and specifications are filed with the Director of Code Compliance, the Architect will submit, in triplicate, to Board a statement of services rendered to that date for not to exceed forty percent ( 40%) of the basic services fee. This portion of the basic fee will be due as set forth in Article VI upon approval by the Department of Code Compliance of the final construction plans, which approval shall not be unreasonably withheld.

4. Bidding Phase

a. Following approval of the construction documents and the latest statement of probable project construction costs, upon the request of the Board, the Architect shall assist the Gloucester Central Purchasing Department in soliciting bids for the Project. After receipt of bids, Architect shall submit in writing to the Board a recommendation for the award of the construction contract, together with five (5) sets of the bid tabulations to be reviewed by Board. The Architect will assist in the development of the construction contract documents.

b. Upon issuance of a notice of award by the Gloucester County Central Purchasing Department, the Architect will submit, in triplicate, a statement of services rendered to that date for not to exceed five percent ( 5%) of the basic services fee, which shall be due as set forth in Article VI upon receipt of such statement.

5. Construction Phase- Administration of the Construction Contract(s)

a. The construction phase will commence with the award of the construction contract and will terminate when final payment is made by the Board to the contractor.

b. Architect shall provide administration of the construction contract as set forth in the general or supplemental conditions of the contract for construction.

c. Architect, as a representative of the Board, shall advise and consult with the Board and will keep it informed of the progress of the work (including percent complete) on a monthly basis during the construction phase. After issuance of the notice to proceed with the work, all of the Board's instructions to the contractor shall be issued through Architect.

d. Architect shall provide, during construction, adequate and competent inspection and will periodically visit the site to become personally familiar with the general progress and quality of the work, and to determine in general if the work is proceeding in accordance with the contract documents. Unless otherwise agreed, Architect shall not be required to make exhaustive or continuous on-site inspections to check the work. Architect shall employ all reasonable measures to safeguard the Board against defects and deficiencies in the work of the contractor. Architect

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shall not be responsible for the construction means, methods, techniques, sequences of procedures, nor for the safety precautions and programs employed in connection with the work.

e. Based on observations at the site and on the contractor's application for payment, Architect shall determine, monthly, the amount owing to the contractor and shall prepare and present four ( 4) copies of the certificate for payment, with four ( 4) copies of contractor's application for payment, to the Board for approval and payment. These certificates for payment shall constitute a representation by Architect to Board, based on observations at the site and other data comprising the application for payment, that the work has progressed to the point indicated; that to the best of Architect's knowledge, information and belief, the quality of the work is in accordance with the contract documents (subject to an evaluation of the work as a functioning whole upon substantial completion, to the results of any subsequent tests required by the contract documents, to minor deviations from the contract documents, correctable prior to the completion, and to any specific qualifications stated in the certificate of payment); and that the contractor is entitled to payment in the amount certified. In issuing a certificate of payment, it shall not be deemed necessary that Architect has made any examination of how or for what purpose the contractor has used money paid on account of the contract sum.

f. To the extent provided by the terms of the contract between the Board and its contractor, Architect shall make recommendations to Board on all claims of Board or contractor relating to the execution and progress of the work or the interpretation of the contract documents. Architect shall promptly review shop drawings, samples and other submissions of contractor for conformance with the design concept of the Project and for compliance with the information given in the contract documents.

g. Architect shall prepare any necessary change orders in four (4) copies, for review and approval by the Board. Architect may authorize minor changes in the work not involving an adjustment in the contract sum or an extension of the contract time which are not inconsistent with the intent of the contract documents.

h. Architect shall conduct inspections to determine the dates of substantial completion and final completion, shall receive written warranties and related documents assembled by the contractor, and shall prepare and present a final certificate for payment to the Board for approval and payment. In addition, if any maintenance bond is required by the construction contract, Architect will assist in making an inspection of the Project before the expiration of such bond.

1. The Architect shall at all times have access to the work wherever it is in preparation or progress.

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J. The Architect shall have authority to reject work which does not conform to the contract documents. Whenever the Architect considers it necessary or advisable for implementation of the intent of the Contract Documents, the Architect will have authority to require additional inspection or testing of the work in accordance with the provisions of the contract documents, whether or not such work is fabricated, installed, or completed. However, neither this authority of the Architect nor a decision made in good faith either to exercise or not to exercise such authority shall give rise to a duty or responsibility of the Architect to the contractor, subcontractors, material and equipment suppliers, their agents or employees or other persons performing portions of the work.

k. The Architect shall interpret and decide matters concerning performance of the Board and contractor under the requirements of the contract documents on written request of either the Board or contractor. The Architect's response to such requests shall be made with reasonable promptness and within any time limits agreed upon.

I. Interpretations and decisions of the Architect shall be consistent with the intent of, and reasonably inferable from, the contract documents and shall be in writing or in the form of drawings. When making such interpretations and initial decisions, the Architect shall endeavor to secure faithful performance by both Board and contractor, shall not show partiality to either, and shall not be liable for results of interpretations or decisions so rendered in good faith.

m. The Architect's decisions on matters relating to aesthetic effect shall be final if consistent with the intent expressed in the contract documents.

n. The Architect shall render written decisions within a reasonable time on all claims, disputes or other matters in question between the Board and contractor relating to the execution or progress of the work as provided in the contract documents

B. Project Representation Beyond Basic Services

In the event that circumstances should develop whereby more extensive representation at the project site is desired by Board, the conditions under which such representation shall be furnished and the project representatives selected, employed and directed shall be governed by a written supplemental agreement.

C. Additional Services

The following services are not covered under the Architect's basic services unless so identified in Article XV. If any of these additional services are authorized by the Board in advance of their performance, they shall be paid for by the Board as hereinbefore provided:

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1. Making further planning surveys which might be required beyond the scope of the environmental evaluation or beyond the scope of any special analysis required of the Board's needs in order to clarify the requirements of the Project.

2. Revising previously approved drawings, specifications or other documents to accomplish changes not initiated by Architect which would require a substantial change in basic design but not including revisions made pursuant to the requirements of Article IV, paragraph D.

3. Preparing change orders and supporting data when changes in approved plans and specifications are required by the Board resulting in an increase or decrease in the scope of the work. If changes are required to be made because of error, oversight, clarification or discrepancy in the work of the Architect, the Board shall not be liable to compensate Architect for additional services in such connection.

4. Preparing documents for change orders, or supplemental work required to implement significant modifications in the design or scope of work pursuant to the Board's request after commencement of construction phase. Change orders required to effect incidental modification of plan details, as indicated in the normal course of construction, shall be considered part of the Architect's basic services under this agreement.

5. Providing consultation concerning replacement of any project work damaged by fire or other cause during construction and furnishing professional services of the type set forth under this Article as may be required in connection with the replacement of such work.

6. Providing professional services made necessary by the default of any contractor in the performance of the construction contract.

7. Providing contract administration and supervision services during the construction phase, should the construction contract time in working days be exceeded by more than twenty-five percent (25%) through no fault of the Architect. If the contract time is exceeded by more than said percentage, the Architect's additional services shall be computed beginning the date such percentage is exceeded. However, if the Contract is delayed by the Contractor's failure to complete the work in accordance with the Contract Schedule, through no fault of the Architect, the Architect is allowed to seek additional compensation from the Contractor through Liquidated Damages as identified in the Owner/Contractor Agreement.

8. Providing services in evaluating an extensive number of claims submitted by the contractor or others in connection with the work.

9. Providing services in connection with a public hearing, or legal proceeding except where the Architect is party thereto.

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Before any services rendered by Architect shall qualify as additional services, Architect shall notify Board in writing of his intention to treat certain services, if performed, as additional services and his reasons therefore. If notice is not given, no claim for additional services will be honored. Notice by Architect shall not be construed as proving the validity of the claim. Once agreed to, the parties shall formalize their understanding in an Additional Services Agreement executed by the County Administrator and the Architect which shall state the nature, scope, work schedule and fee payment schedule for the specified additional services. All Additional Services Agreements executed by the parties hereto shall be governed by the provisions of this Architectural Services Agreement which shall be referred to as "Basic Agreement" in the individual Additional Services Agreements.

ARTICLE III. BOARD'S RESPONSIBILITIES

A. Board shall provide full information regarding its requirements for the Project.

B. The Board shall designate, when necessary, representatives authorized to act in its behalf. The Board shall examine documents submitted by the Architect and render decisions pertaining thereto promptly to avoid unreasonable delay in the orderly progress of the Architect's work. The Board shall observe the procedure of issuing orders to its contractors only through the Architect.

C. If necessary for the Project, the Board shall furnish or direct the Architect to obtain (at the Board's expense or as set forth in Article XV) a certified survey of the site, giving, as required, grades and lines of streets, pavements and adjoining property; rights-of-way, restrictions, easements, encroachments, zoning, deed restrictions, boundaries, contours, data pertaining to existing buildings on or adjacent to the site, other improvements, trees and full information as to available service and utility lines, both public and private. The Board shall also provide, or direct the Architect to provide (through subcontracting or otherwise), the performance of any tests, borings, special inspections, geotechnical engineering services or environmental studies related to the Project.

D. The Board shall furnish its own legal, accounting and insurance counseling services, as may be required for the Project, but this shall not relieve Architect of the responsibility to make certain that the contractor has obtained the proper insurance coverage as required under the contract documents.

E. Architect shall be entitled to reasonably rely on the accuracy of the services, information, surveys, reports and other materials which the Board furnishes at its expense.

F. If the Board observes or otherwise becomes aware of any fault or defect in the Project or nonconformance with the contract documents, it shall give prompt written notice thereof to Architect.

G. If not established at the time of execution of this contract, Board shall have established a fixed limit of budgeted construction cost prior to issuance of_a notice to proceed with the design development phase.

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ARTICLE IV. PROJECT CONSTRUCTION COST

A. Project construction cost, which shall include any construction continginency amounts, shall be determined as follows with precedence in the order listed:

1. For completed construction, the total cost of all work designed or specified by Architect, but it shall not include any payments made to Architect or consultants, land costs, or other costs which are the responsibility of the Board, as provided in Article III.

2. For work not constructed, the lowest responsible bid received and accepted for any or all such work; or

3. For work for which bids have not been let, the latest detailed cost estimate, or the Architect's latest statement of probable project construction costs submitted to Board.

B. If labor or material is furnished by the Board, the project construction cost shall include the labor and materials at then current market rates and prices.

C. A fixed limit of budgeted project construction cost is established as a condition of this contract and is set out under Article XV hereof. Architect, with Board approval, shall determine what materials, equipment, component systems, types of construction and contingencies are to be included in the contract documents, and shall make adjustments in the scope of the Project to bring it witrun the fixed limit. The Arcrutect may include in the contract documents alternate bids to adjust the construction cost to the fixed limit.

D. If the lowest responsible bid, latest detailed estimate, or the Architect's or cost consultant's latest probable project construction cost exceeds the fixed limit of budgeted project construction cost, the Board may either (i) give written approval of an increase in such fixed limit, or (ii) authorize rebidding of such Project witrun a reasonable time, or (iii) cooperate in revising the Project scope and quality as required to reduce the probable project construction cost. In the case of (ii), Board shall pay printing and/or reproduction costs for additional sets of plans and for advertising costs. Architect shall furnish other basic services at no additional charge. In the case of (iii), Architect without additional charge shall modify the drawings and specifications as necessary to bring the project construction cost within the original fixed limit, or witrun any new fixed limit subsequently authorized by Board and, if applicable, shall assist in rebidding the project. The Architect's responsibility under tills paragraph shall be to secure a responsible bid within the fixed limit of project construction cost agreed to by the Board.

E. If conditions or circumstances wruch could not be reasonably foreseen at the time this contract was entered into develop between the date of the contract and the date any revisions are necessary, through no fault of Architect, to the extent that, in the opinion of Board, it would be inequitable to force the Architect to modify the drawings and specifications without additional charge, the Board may compensate the Architect for his reasonable cost of modification on the basis of his direct personnel expense and reimbursable expenses as defined in Article V hereof. Any additional compensation authorized and the specific reason therefore shall be set forth in a resolution of the Board. The burden of proving that changed conditions could not have been reasonably foreseen shall be on Architect.

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F. Since Architect has no control over the cost of labor or materials, or competitive bidding, it is understood Architect does not guarantee the accuracy of any statement of probable project construction costs or any detailed cost estimates, however, it is also understood that it is Architect's duty and obligation under this contract to design the project within the fixed limit of budgeted project construction cost.

ARTICLE V. DIRECT PERSONNEL EXPENSE AND REIMBURSABLE EXPENSES

A. Direct personnel expense includes the salaries of employees engaged on the Project by Architect, including architects, engineers, designers, job captains, draftsmen, specification writers and typists, in consultation, research and design, in producing drawings, specifications and other documents pertaining to the Project, and in services during construction at the site. Direct personnel expense includes mandatory and customary benefits such as statutory employee benefits, insurance, sick leave, holidays and vacations, pensions and similar benefits.

B. Reimbursable expenses are in addition to the fees for basic and additional services and include actual expenditures made by the Architect or the Architect's employees and consultants for the incidental expenses set forth below in the interest of the Project. Special terms related to reimbursable expenses on this Project may be stated in Article XV.

1. When authorized in advance by the Board, expense of transportation and living of principals and employees when traveling in connection with the project outside of Gloucester County, essential long distance telephone calls and telegrams, fees paid for the securing of the approval of the authorities having jurisdiction over the project, and reproduction of drawings and specifications, excluding copies for Architect's office use and the required number of sets at each phase of the work for the Board's review, approval and records, and also excluding the required number of approved final sets needed for bidding purposes, shall be reimbursable expenses.

2. When authorized in advance by the Board, the expense of Project representative(s) overtime work requiring higher than regular rates shall be a reimbursable expense.

3. When authorized in advance by Board, the cost of producing models of the Project for use by the Board shall be a reimbursable expense.

4. When authorized in advance by Board, the employment of special consultants for other than customary structural, mechanical and electrical engineering services, or the basic services hereinabove defined, shall be reimbursable expenses.

5. The services set forth in Article III, paragraph C, of this Agreement shall be treated as reimbursable expenses if the Architect is directed to obtain the same on behalf of Board, and Board does not provide such services directly.

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6. If after the execution of this Agreement, Board shall authorize in writing reimbursable expenses in excess of any allowance set forth in Article XV, then said allowance shall be deemed increased to an amount sufficient to cover the additional reimbursable expenses authorized.

ARTICLE VI. PAYMENTS TO ARCHITECT

A. Payments for basic services beyond the Schematic Design Phase shall be made monthly upon receipt of invoice, and shall be in proportion to the services performed to date within each phase of service. The outstanding balance of payments on account of Architect's basic services shall be made at the completion of each phase of the work to increase the compensation for each phase of basic services to the following percentages of the basic fee. The payment of the Architect's fee in installments is not to be construed as creating separate contracts, and the Architect's obligation under this contract is an entire one.

0 Schematic Design Phase $ 221,250 ( 15%) 0 Design Development Phase $ 295,000 ( 20%) 0 Construction Documents Phase $ 590,000 ( 40%) 0 Bidding Document Phase $ 73,750 ( 5%) 0 Construction Phase $ 295,000 ( 20%}

$ 1,475,000 (100%)

Payment shall be made by Board not more than thirty (30) days after Architect's invoice is received unless within twenty (20) days of receipt of the invoice the Board shall notify Architect of any defect or impropriety that would prevent payment by the payment date. Should payment not be made by Board within sixty (60) days of the date of receipt of Architect's invoice then Board shall pay interest on the outstanding balance at the rate of 1% per month beginning with the thirtieth (30th) day after receipt of the invoice.

B. Payments for additional services and reimbursable expenses shall be made monthly upon presentation of the Architect's detailed invoice.

C. No deduction shall be made from the Architect's compensation on account of penalty, liquidated damages or other sums withheld from payments to contractors.

D. Prior to payment of sums due under this agreement Architect, if an individual, shall provide Architect's social security number to Board, or if Architect is a business entity with a federal identification number, Architect shall provide such number to Board.

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ARTICLE VII. ARCHITECT'S ACCOUNTING RECORDS

Records of Architect's direct personnel, consultant and reimbursable expenses pertaining to the project, and records of accounts between Board and contractors shall be kept on a generally recognized accounting basis and shall be available to the Board or its authorized representatives upon reasonable notice.

ARTICLE VIII. TERMINATION OF AGREEMENT

A. In connection with the work outlined in this contract, it is agreed and fully understood by Architect that the Board may cancel, indefinitely suspend further work hereunder, or terminate this contract upon ten (10) days' written notice to Architect with the understanding that immediately upon receipt of said notice all work and labor being performed under this contract shall cease. All plans, field surveys, maps, cross-sections and other data and work related to the project shall be delivered to Board upon cancellation or termination of this Agreement. If the work is suspended by Board, Architect shall be compensated up to the time of such suspension in accordance with the provisions of paragraph B of this Article and if the resumption of work is not authorized within two (2) years from the date of suspension, this Agreement shall be automatically terminated and neither Architect nor Board shall have any further obligations hereunder.

B. If this contract is terminated for any reason not the fault of Architect, the Architect shall be paid in accordance with the terms of this Agreement for all work accomplished prior to the receipt of said notice on the basis of either (i) the percentage of the basic fee due at the completion of the phase during which work is stopped or (ii) the Architect's rate for additional services whichever is less, and shall be given termination expenses as set forth in paragraph C of this Article. Such payment shall be made to the Architect as a final payment in full settlement for the services hereunder or under any supplemental agreement hereto. In the event of a termination for breach or default by Architect, Board shall have access to all remedies available to it in equity or at law.

C. Termination expenses are in addition to compensation for basic and additional services, and include expenses which are directly attributable to termination. Termination expenses shall be computed as a percentage of the total compensation for basic services and additional services earned to the time of termination, as follows:

1. Twenty percent of the total compensation for basic and additional services earned to date if termination occurs before or during the Schematic Design Phase; or

2. Ten percent of the total compensation for basic and additional services earned to date if termination occurs after completion of the Schematic Design Phase or during the Design Development Phase; or

3. Five Percent of the total compensation for basic and additional services earned to date if termination occurs after completion of the Design Development Phase or during any subsequent phase.

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D. This Agreement may be terminated by the Architect upon ten (1 0) days ' written notice in the event of substantial failure by Board to perform in accordance with the terms hereof through no fault of the Architect. In the event of such termination by Architect, the provisions of paragraph B immediately hereinabove shall apply, except that Architect shall be entitled to no compensation other than that specified in paragraph B by way of a claim for damages arising out of this contract or otherwise and shall not be paid termination expenses as set forth in paragraph VIII.C.

ARTICLE IX. OWNERSHIP OF DOCUMENTS

A. The standard format for plans or drawings shall be CAD on bond paper, with final drawings and specifications and as-built drawings also being presented on disk. All plans or drawings will be submitted by Architect to the Board on a minimum 24-inch by 36-inch or maximum 30-inch by 42-inch sheets. Drawings and plans for some projects may be prepared on a Mylar stable base or the equivalent, with all lettering processed in ink and clearly legible when the sheets are reproduced and reduced to half size. The specific format for each project will be detailed in Article XV.

B. Upon completion of the construction of the Project, Architect shall, within thirty (30) calendar days following final inspection, deliver to the Board the contract working drawings and tracings, correct to "as-built conditions," together with three (3) sets of copies thereof, including all changes made during the course ofthe Project.

C. All documents including, but not limited to, tracings, drawings, estimates, specifications, investigations and studies completed or partially completed, shall be the property of the Board. Architect, its subcontractors, agents and employees shall be liable to the Board for any loss or damage to any such documents while they are in the possession of or while being worked upon by the Architect or anyone connected with Architect. All documents so lost or damaged shall be replaced or restored by Architect at Architect's sole expense.

D. All documents including drawings and specifications are prepared by Architect in respect of the Project. They are not represented to be suitable for use on other projects. Board agrees that, should it decide to reuse any such documents on any other project, Architect shall not be liable to Board for such reuse unless Architect under separate agreement with Board agrees to verify or adapt the documents to such other project.

ARTICLE X. MISCELLANEOUS PROVISIONS

A. No elected official or employee of the Board who exercises any responsibilities in the review, approval or carrying out of this contract shall participate in any decision relating to this contract which affects his or her direct or indirect personal or financial interests.

B. No reports, information, and/or data given to or prepared or assembled by the Architect under this contract shall be made available to any individual or organization by the Architect without the prior written approval of the Board.

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C. This Agreement represents the entire and integrated agreement between the Board and the Architect and supersedes all prior negotiations, representations or agreements, either written or oral. This Agreement may be amended only by an instrument signed by both the Board and the Architect.

D. The Architect shall maintain insurance to protect the Architect from claims under worker's compensation acts; claims due to personal injury or death of any employee or any other person; claims due to injury or destruction of property; and claims arising out of errors, omissions or negligent acts for which the Architect is legally liable. The amounts and extent of such insurance are indicated below:

1.

2.

3.

4.

Insurance Type

Worker's Compensation and Employer's Liability

Automobile Liability, Including Owned, Non-Owned and Hired Automobile Coverage

Comprehensive General Liability including any necessary endorsements to cover the following: contractual liability, including the liability assumed under this contract; completed operations, to remain in full effect until the date of acceptance of the project; incidental malpractice; broad form property damage, including completed operations; personal injury coverage; employees as additional insureds; blanket explosion, collapse and underground coverage; liquor law liability.

Professional Liability Insurance

Limit and/or Specifics

$1,000,000 per Occurrence $1,000,000 I $1,000,000 Accident and/or Disease

$1,000,000 Combined Single Limit (Each Accident)

$2,000,000 per Occurrence $1,000,000 Property Damage

$2,000,000 or the Architectural and Engineering Design Services Contract amount, whichever is greater.

The Board shall be named as an additional insured on the applicable policies and such insurance shall be with a company deemed satisfactory to the owner. Prior to the issuance of a Notice to Proceed, the Architect shall furnish to the Board a certificate of insurance evidencing the above categories and stating that the insurance will not be cancelled without at least thirty (30) days' prior notice, along with a proper endorsement to the applicable policies listing the Board as an additional insured.

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E. The Architect shall bear all loss, expense (including reasonable attorney's fees) and damage in connection with, and shall indemnify Board against and save Board harmless from all claims, demands and judgments made or recovered against Board because of bodily injuries, including death at any time resulting therefrom, and/or because of damage to property, from any cause whatsoever, arising out of, incidental to, or in connection with the performance of the work by Architect, including acts of Architect's employees, servants or agents, whether or not such claims are due to any act of omission or commission, including negligence but excluding sole negligence, of the Board, its employees, servants, or agents. Compliance by the Architect with the insurance provisions hereof shall not relieve Architect from liability under this provision.

Should Architect or Architect's employees, servants or agents use any of Board's equipment, tools, employees, or facilities, such will be gratuitous and Architect shall release Board from and indemnify and save harmless Board from and against any claims for personal injuries, including death, arising out of the use of any such equipment, tools, employees, or facilities, whether or not based upon the condition thereof or any alleged negligence of Board in permitting the use thereof.

In no event shall the Architect's duties to defend, save harmless and indemnify the Board hereunder be enforceable after the expiration of five (5) years from the date of completion of the services included in the Contract; provided, however, should any claim as is described in the immediately preceding paragraph relate to services performed by the Architect after the date of substantial completion, then from the date of the performance of any such services, whichever is later.

F. During the performance of this contract, the Architect agrees as follows:

1. The Architect will not discriminate against any employee or applicant for employment because of race, religion, color, sex or national origin, except where religion, sex or national origin is a bona fide occupational qualification reasonably necessary to the normal operation of the Architect. The Architect agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

2. The Architect, in all solicitations or advertisements for employees, will state that Architect is an equal opportunity employer.

Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this contract. The Architect will include the provisions of this paragraph F in every subcontract or purchase order over Ten Thousand Dollars ($1 0,000.00) so that the provisions will be binding upon each subcontractor or vendor.

G. During the performance of this agreement, the Architect agrees to (i) provide a drug-free workplace for the Architect's employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the Architect's workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements or

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employees placed by or on behalf of the contractor that the contractor maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

H. Architect shall , within seven (7) days of receipt of payment from Board for work performed under this agreement, pay any subcontractor for the proportionate share of the total payment received from the Board attributable to the work performed by such subcontractor under this agreement or notify the Board in writing of Architect's intent to withhold all or part of the subcontractor's payment with the reason for such withholding. Architect further agrees to pay interest at one percent per month to any subcontractor on amounts owed should such amounts remain unpaid after seven (7) days following receipt of payment by Architect from Board for work performed by the subcontractor under this agreement unless notice of withholding is provided as stated above. Architect further agrees to include in each of its subcontracts, provisions requiring subcontractors to include or otherwise be subject to the same payment and interest payments as Architect with respect to each lower tier subcontractor.

I. Nothing contained in this Agreement shall create a contractual relationship with or a cause of action in favor of a third party against either the Board or Architect.

J. Unless otherwise provided in this Agreement, the Architect and Architect's consultants shall have no responsibility for the discovery, presence, handling, removal or disposal of or exposure of persons to hazardous materials in any form at the Project site, including but not limited to asbestos, asbestos products, polychlorinated biphenyl (PCB) or other toxic substances.

K. The Architect shall have the right to include representations of the design of the Project, including photographs of the exterior and interior, among the Architect's promotional and professional materials. The Architect's materials shall not include the Board's confidential or proprietary information if the Board has previously advised the Architect in writing of the specific information considered by the Board to be confidential or proprietary. The Board shall provide professional credit for the Architect on the construction sign and in the promotional materials for the Project.

L. All contractual claims, whether for money or other relief, shall be submitted in writing no later than sixty ( 60) days after final payment; however written notice of the Architect's intention to file such claim shall have been given at the time of the occurrence or the beginning of the work upon which the claim is based. All claims shall be made in accordance with the Section 22-63 of the Gloucester County Code and the Purchasing Manager shall render a final decision in writing with regard to any such claim, not later than sixty (60) days subsequent to receipt of any such claim in writing.

ARTICLE XI. RESPONSIBILITY FOR CLAIMS AND LIABILITIES

Approvals given by the Board shall not constitute nor be deemed a release of the responsibility and liability of the Architect, or Architect's employees, subcontractors, agents and consultants for the accuracy and competency of designs, working drawings, specifications or other documents and work; nor shall such approval be deemed to be an assumption of such responsibility by the Board for any defect in the designs, working drawings and specifications or

-17-

other documents prepared by the Architect, or Architect's employees, subcontractors, agents and consultants.

ARTICLE XII. ASSIGNMENT

The parties each hereby bind themselves, their successors, assigns and legal representatives to each other with respect to the terms of this contract. Neither party shall assign, sublet or transfer any interest in this contract without written authorization of the other.

ARTICLE XIII. COMPLIANCE WITH LAWS, ORDINANCES, ETC.

The Consultant shall put forth reasonable professional efforts to comply with applicable laws, codes and regulations (including federal, State and Gloucester County) in effect as of the date of the submission to building authorities. Design changes made necessary by newly enacted laws, codes and regulations after this date shall entitle the Consultant a reasonable adjustment in the schedule and additional compensation in accordance with the Additional Services provisions of this Agreement.

ARTICLE XIV. ENFORCEMENT AND NOTICES

A. The parties agree that this Agreement shall be enforceable in Gloucester County, Virginia, and if legal action is necessary by either party with respect to the enforcement of any or all of the terms or conditions hereof, exclusive venue for the enforcement of the same shall lie in the Circuit Court of Gloucester County, Virginia.

B. All written notices given to the Board by the Architect shall be addressed to and filed with Gloucester County Schools, Attn: Scott Shorland, 6489 Main Street, Gloucester, VA 23061. All written notices from the Board to Architect shall be addressed to the Architect as follows: Duane M. Harver, RRMM Architects, 1317 Executive Boulevard, Suite 200, Chesapeake, VA 23320.

ARTICLE XV. SPECIAL PROVISIONS

A. The fixed limit of budgeted project construction cost for this project shall be as established by Attachment 'A' attached to this Contract.

B. Other special terms: Drawings shall be provided in BIM (Building Information Modeling) format. For the purposes of this project Revit software will be used.

C. If the construction budget, identified in Attachment 'A' as $20,658,891, is increased the Architect is entitled to a corresponding increase in fee at the rate of 7%.

D. The Grand Total Project Cost indicated in Attachment 'A' does not include Fixtures, Furniture and Equipment (FFE) costs or Technology (other than infrastructure) costs.

-18- 41

A/E Design, Bid, Build Professional Services

(114,560 sfx 180.33 for 700 Student MS w/ 800 Student Core

bldg. & general site) See 148x800=118,400(-3,840 for Alt. 4 cr's=114,560)

app. 7%

note 1.

$20,658,891

$826,356

I with Contingency $21,485,247 $1,475,000

itional Services

Geotechnical (soil borings)

Surveys (Topo & Boundary/Plat- includes all of {Optional $10k

parcels 198, 198A&B, + roadways as needed for reduction for partial site

road improvements) survey)

Special Inspections (Structural) SMF

Master Planning (Architectural)

Classroom Alternate (4 cr's +support/circulation,

100 students) 3,840 x $154.50- bldg only cost

Grand Total

RRMM

No escalation.

$200,000

$15,252

Grand Total w/out Alternates & Geothermal $23,970,086.64 $2,220,304

Note 1- BOS Jt Mtg Costs Site Demo/Clearing @ $343,600 +Gen . Site @ $1,953,576 +

Bldg. Cost@ $17,760,000 = $20,057,176 X 1.03 = $20,658,891

Note 2 - $800,000 + $505,000 (Road Widening+ Turn Lanes & Off Site Improvements)

$22,133,891

$22,960,247

$15,252

$26,190,391

42

ARCHITECTS ATTACHMENT 'C'

BASIC SERVICES FEE SCHEDULE

Schematic Design Phase $ 221,250 ( 15%)

Design Development Phase $ 295,000 ( 20%)

Construction Documents Phase $ 590,000 ( 40%)

Bidding Document Phase $ 73,750 ( 5%)

Construction Phase $ 295,000 ( 20%}

TOTAL BASIC SERVICES $ 1,475,000 (100%)

,f j' 'i

IN WITNESS WHEREOF, the parties have executed this Agreement pursuant to proper authority and in the manner appropriate to each.

GLOUCESTER COUNTY SCHOOL BOARD:

Signed: ________ _____ _

Printed: - ---------------

Title: Gloucester County School Board Chairperson

GLOUCESTER COUNTY:

Signed: ___________ __ _

Printed: Brenda G. Garton

Title: Gloucester County Administrator

Approved as to Form:

~lldlk;L Edwin Wilmot, County Attorney

ARCH\IT7?\ . . A-tJ i Signed----

Printed: Duane M. Harver

Title: Principal/CEO

Business License No. 0405000563 Jurisdiction: Chesapeake, VA

Corporate Seal (If appropriate)

Attest:

Secretary

-19-44

RRMM ARCHITECTS ATTACHMENT 'B'

HOURLY BILLING RATES

Principal.. .................... ......... ............ $ 200.00

Senior Project Manager .................... $ 140.00

Project Manager ............................... $ 115.00

Project Architect. ....................... ....... $ 115.00

Specifications Writer. ....................... $ 115.00

Cost Estimator. ................................. $ 115.00

Senior Technician ......... ......... .. ......... $ 80.00

Technician ........................................ $ 65.00

Senior Administrative ....................... $ 85.00

Administrative .............. ................. ... $ 50.00

Senior Interior Designer ................... $ 110.00

Interior Designer ........... ...... ..... ........ $ 75.00

Interior Design Technician ..... ... ....... $ 65.00

Designer.. ......................................... $ 95.00

Senior Construction Admin ........... ... $ 115.00

Construction Admin ........ .. .... ........... $ I 00.00

Marketing ......................................... $ 80.00

IT/CAD Trainer. ............................... $ 150.00

RRMM ARCHITECTS ATTACHMENT 'D'

PROJECT SCHEDULE

Notice to Proceed .............................................................................. January 10,2012

Complete Programming/Schematic Design ......................................... March 27, 2012 (2.5 months)

Complete Design Development (35% CD's) ............................................ May 8, 2012 (1.5 months)

Complete 75% Construction Documents ................................................. July 10, 2012 (2 months)

Complete 95% Construction Documents/Redi-Check Set ............. September 17, 2012 (2 months)

Complete 100% Building Official.. .................... ... .............................. October 8, 2012 (3 weeks)

Advertise for Bid .............................................................................. October 21, 2012 (2 weeks)

Receive Bids ................................................................................. November 20, 2012 (1 month)

Notice to Proceed ............................................................................ December 4, 2012 (1.5 weeks)

Substantial Completion ........................................................................... July 30, 2014 (20 months)

Final Completion ............................................................................... August 31, 2014 (1 month)

43

AG ITEM #: 12-11.2 1/10/12 SB MEETING BUDGET/FINANCE ITEMS

Grants and Donations Received by Gloucester County Public Schools

Contributed to

Abingdon Achilles Achilles T.C. Walker Page GHS Peasley Peasley Peasley GHS GHS GHS

For Approval by the School Board in Accordance with School Board Policy File No. Dl January 10, 2012

Contributed by Donation Purpose

Langley Federal Credit Union $ 250.00 Instructional Materials Langley Federal Credit Union $ 250.00 Instructional Materials Langley Federal Credit Union $ 250.00 First Grade Team Langley Federal Credit Union $ 250.00 Art Supplies Langley Federal Credit Union $ 250.00 Instructional Materials Langley Federal Credit Union $ 250.00 Instructional Materials Mr. Anthony Piscioneri $ 25.00 SCA Peasly PTA $ 209.00 Document Camera Irvington United Methodist Church $ 500.00 Students in Need of Lunch Money Mr. Burton M. Bland $ 250.00 NJROTC Preferred Plumbing Services, LLC $ 100.00 GHS Football Gloucester Wrestling Association Gaming $ 100.00 GHS Football

Grants/Scholarships: Abingdon Prevention Connections $ 1,000.00 Safe Route to Schools Grant

(Second Installment)

TOTAL $ 3,684.00

AG ITEM#: 12-12.1 1/10/12 SB MEETING INSTRUCTIONAL ITEMS

Gloucester High Course Proposal Form

Name of Course: Concert Choir

Prerequisite(s): Women's Chorus, Men's Chorus, Concert Choir

Course Rationale: This course is necessary to bridge the gap between what are now 2 non-auditioned chorus classes and 2 auditioned chorus classes. There are students who have the desire to continue choral study after the beginning Men's and Women's Chorus classes but for whatever reason ore not moving to the Select Ensembles. This course will provide opportunity for these male and female students to sing together, to continue developing vocal technique and music reading skills with standard intermediate level SATB/SAB choral literature.

Course Description: Concert Choir is for men and women seeking an intermediate chorus experience with emphasis on major works choral literature, developing vocal technique and music reading skills. Students will participate in after school rehearsa ls as well as various performances. Participation in festival s, competitions, district, regional and state events is required.

Course Outline: (Please attach outline)

Intended Outcome of Course: The intended outcome is a student with, knowledge of and experience with, developing vocal technique, adequate music reading skills and various performance experiences. These students will be prepared for advanced level study either in high school or beyond.

Credits: l Cost: n/a Equipment: n/a Training/Materials: n/a limitations: n/a


Name of Course: English 11 Honors

Prerequisite(s): English 10 honors, teacher recommendation

Course Rationale: To provide an additional option for advanced English coursework for students.

Course Description: English 11 Honors will provide an in depth look into our country's literature. Students will explore a representative body of fiction and nonfiction that reveals our national history, culture, and character. In concert with this study of literature, students will continue to develop as mature readers, thinkers, and writers through analysis of a variety of challenging texts and seminar-style discussions. In particular, this course asks students to analyze and employ an array of rhetorical strategies and literary techniques, to make both written and oral persuasive presentations and to engage in all phases of formal research. This course requires SOL testing in Reading and Writing. Students enrolled in this course will be required to complete a summer reading and writing assignment. This course will also focus on college preparation for students.


English 11 curriculum: chronological study of American literature with advanced instruction and college preparation focus.

Intended Outcome of Course: Pass required SOL and student readiness for advanced coursework at the 121h grade level.

Credits: 1 unit of English 11

Cost: no additional cost

Equipment: no additional equipment required

Training/Materials: none

Limitations: none

4 3

Honors Government

Prerequisite: World History II US History

New course proposal for 2012-2013

Social Studies Department

Teacher recommendation

Course number:

Credit: 1

Grade: lih

RATIONAlE FOR THE COURSE: This course will educate the students of Gloucester High School about the political working of the Government at the federal, state, and local levels. It will also enhance reading, and writing skills and the ability to do research effectively.

Course Description:

Honors government will be an in-depth course study of the federal, state, and local governments. This course will look at the philosophers that have influenced our government, while analyzing and interpreting primary documents that have been used to define the principles within our government. Students will be given historical and practical views oftoday's government with key concepts such as the development of democracy, the study of the political party system, and the structures of the three branches of government. This course will also include the correlations between the three levels of government and the influence each level has on one another as well as on the constituents they represent.

Cost: Varies based on staffing

Equipment: Varies

Training/Materials: Related Course Textbook and other supplementary items currently in use will be

used for this class

jj

New course proposal for 2012-2013

Social Studies Department

Honors US History

Prerequisite: World History I World History II Teacher Recommendation

Course Number:

Credit: 1

Grade: 111h

RATIONALE FOR THE COURSE: This course will educate the students of Gloucester High School about the development of the United States and its interactions with other nations since its inception. It will also enhance reading, and writing skills and the ability to do research effectively.

Course Description:

Honors U.S. History Student will develop an in-depth understanding of the establishment of the United States of America, beginning with the colonization period to the present day. The course will evaluate the United States position as a power nation post 1945 and the influence of our nation our government and laws on other countries. An emphasis will be placed on the interpretation and analysis of primary documents and other activities that allow for independent thinking and synthesizing of historical information. This course requires SOL testing.

Cost: Varies based on staffing

Equipment: Varies

Training/Materials: Related Course Textbook and other supplementary items currently in use will be

used for this class

· - 1 0.1


Name of Course: Grade 12 Capstone

Prerequisite(s): at least minimum competency [400-450) on both SOL tests for English 11, teacher or counselor recommendation

Course Rationale: To target students who are college intending, but not fully college ready through application of reading strategies, application of all phases of the writing process, and development of oral communication strategies; to integrate Virginia's College and Career Ready English Performance Expectations [DOE)

Course Description: To augment skills in critical reading ; cri tical thinking; the fundamentals of academic writing; and exposition, persuasion, and argumentation. Through the writing process, students will refine topics; develop and support ideas and hypotheses; investigate, evaluate, and incorporate appropriate resources; edi t for effective style and usage; and determine appropriate approaches for a variety of contexts, audiences, and purposes. Writing activities will include expository, persuasive, and argumentative.


Intended Outcome of Course: Student readiness for college

Credits: elec tive credit

Cost: cost to purchase class sets of books

Equipment: no additional equipment required

Training/Materials: teachers already trained through SURN's Capstone Academy, Summer 2011 & Fall-Spring 2011- 12

Limitations: none

52

MEETING DATE:

AGENDA ITEM#:

REGULAR AGENDA

SUBJECT:

ENCLOSURES:

GLOUCESTER COUNTY PUBLIC SCHOOLS SCHOOL BOARD AGENDA ITEM

JANUARY 10, 2012 REQUESTED SCHOOL BOARD RESPONSE:

12- 13.1 IF POLICY (NEW OR CHANGE):

_L CONSENT AGENDA

POLICY MANUAL UPDATE (NEW BUSINESS)

POLICY REVISIONS: JBA SECTION 504 DISPUTE RESOLUTION PROCEDURES JO STUDENT RECORDS

FORM REVISION: JB-E REPORT OF DISCRIMINATION

A. ACTION : X B. INFORMATION: X A. 1st READING: X B. 2nd READING:

BACKGROUND/STATUS: THE ABOVE POLICIES/FORM IN SECTION J (STUDENTS) HAVE BEEN REVIEWED WITH THE APPROPRIATE STAFF MEMBERS, AND ARE BEING RECOMMENDED FOR REVISION IN AN EFFORT TO UPDATE OUR POLICY MANUAL AND/OR TO CONFORM TO MODEL VBSA POLICY AND/OR THE CODE OF VIRGINIA.

RECOMMENDATIONS: THAT THE BOARD APPROVES THE FOLLOWING AS 15T READING:

POLICY REVISIONS: JBA AND JO

THAT THE BOARD ACCEPTS THE FOLLOWING AS INFORMATION: FORM REVISION: JB-E

PRESENTER: JOHN E. HUTCHINSON ASSISTANT SUPERINTENDENT FOR ADMINISTRATIVE SERVICES

FOR MORE INFORMATION CONTACT THE

PREPAREDBY: ~S~A~M=E ____________ __ TITLE:

53 PAGE NO. ___ _

File No. JBA

SECTION 504 DISPUTE RESOLUTION PROCEDURES

The Gloucester County School Board does not discriminate against individuals on the basis of disability. Where a student believes that he or she has been discriminated against on the basis of disability, the student shall have the right to file an informal or formal grievance in accordance with the following prodcedures: written grievance or request a hearing. The superintendent of the Gloucester County School Division shall establish procedures that conform to federal requirements for any student alleging disability discrimination. Details of the division's Section 504 practices and procedures can be found in Gloucester County Public Schools Guidelines for Section 504 Rehabilitation Act of 1973 located in the Student Services section of the Gloucester County Public Schools website, or in written form in the Office of Student Services.

A. FORMALPROCEDURE

1. Filing a Complaint

Any student who believes he or she has been the victim of discrimination on the basis of a disability should submit a complaint alleging discrimination as soon as possible to the compliance officer designated in this policy (Compliance Officer) or to any other school or School Division staff. The complaint should be submitted as soon as possible and generally within 15 school days of the alleged discrimination. Any employee who has knowledge of conduct which may constitute discrimination shall immediately report such conduct to the Compliance Officer. their supervisor, or to any other school or School Division staff.

The complainant should use the "Complaint of Discrimination" form (JB-E) to make a complaint of discrimination . However. oral complaints shall also be accepted. The complaint should be filed with the school principal, other school or school division staff, or the Compliance Officer. School or school division staff receiving a complaint of discrimination shall forward it to the school principal; who shall immediately forward the complaint of discrimination to the Compliance Officer. Any complaint that involves the Compliance Officer shall be reported to the Superintendent.

The complaint and the identity of the complainant, the individual who reported the alleged discrimination (if other than the complainant). and the persons allegedly responsible for the discrimination will not be disclosed except as required by law or policy, as necessary to fully investigate the complaint. or as authorized by the complainant.

2. Investigation

Upon receipt of a report or complaint of discrimination, the Compliance Officer shall immediately authorize or undertake an investigation. The investigation may be conducted by school staff or a third party designated by the School Division. The investigation shall be completed as soon as practicable, which should generally be not more than 15 school days after receipt of the complaint of alleged discrimination by the Compliance Officer. Within 3 school days of receiving the complaint, the Compliance Officer shall send written notice that the complaint has been received to the complainant and the person or persons allegedly responsible for the discrimination.

Also upon receiving the complaint. the Compliance Officer shall determine whether interim measures should be taken pending the outcome of the investigation. If the Compliance Officer determines that more than 15 school days will be required to investigate the complaint, he or she will notify the complainant and the persons allegedly responsible for the discrimination of the reasons for the extended investigation and of the date by which the investigation is projected to be concluded . The investigation may consist of personal interviews with the complainant, the persons allegedly responsible for the discrimination, and any others who may have knowledge of the alleged discrimination or the circumstances giving rise to the complaint. The investigation may also include the inspection of any documents or information deemed relevant by the investigator. The School Division shall take necessary steps to protect the complainant and others pending the completion of the investigation.

54

File No. JBA

Whether a particular action or incident constitutes a violation of this policy requires a case by case determination based on all of the facts and circumstances revealed by a complete and thorough investigation.

The Compliance Officer shall issue a written report to the Superintendent upon completion of the investigation. If the complaint involves the Superintendent, then the report shall be sent to the School Board . The report shall include a determination of whether the allegations are substantiated. whether this policy was violated, and recommendations for corrective action. if any. The Compliance Officer's written report. and all written notices sent pursuant to this policy shall be maintained and distributed in accordance with the Family Educational Rights and Privacy Act.

3. Action by the Superintendent

Within 10 school days of receiving the Compliance Officer's report, the Superintendent or designee shall issue a decision regarding: (1) whether this policy was violated and. if so (2) what action, if any, will be taken. This decision must be provided in writing to the complainant. If the Superintendent determines that discrimination occurred, the School Division shall take prompt, appropriate action to address and remedy the harm and prevent any recurrence. Such action may include discipline up to and including recommending that a student be expelled or that an employee be discharged .

4. Appeal

If the Superintendent or designee determines that no discrimination occurred. the complainant may appeal this determination to the School Board within 5 calendar days of receiving the decision. Notice of appeal must be filed with the Superintendent, who shall forward the Compliance Officer's report and any documentation or information deemed relevant by the Compliance Officer during the course of the investigation to the School Board. The School Board shall make a decision within 30 calendar days of receiving the record. The School Board may require oral or written argument from the complainant, the Superintendent, and any other individual it deems appropriate. An extension of the 30 calendar day limit may occur if necessary as determined by the School Board Chair.

If the Superintendent or designee determines that discrimination occurred and discipline is imposed. the disciplined person (i.e. student or employee) may appeal the disciplinary sanction in accordance with existing School Board policies and regulations.

5. Compliance Officer and Alternate Compliance Officer

The School Board has designated the Director of Student Services [804-693-7863] as the Compliance Officer responsible for identifying, preventing and remedying discrimination. Complaints of discrimination may also be made to the Assistant Superintendent of Administrative Services [804-693-53041. the Alternate Compliance Officer. The Compliance Officer duties may include the following:

a. receive reports and complaints of discrimination;

b. conduct or oversee the investigation of any alleged discrimination;

c. assess the training needs of the School Division in connection with this policy;

d. arrange necessary training to achieve compliance with this policy;

B. INFORMAL PROCEDURE

If the complainant and the persons allegedly responsible for the discrimination agree. the school principal. designee. or the Compliance Officer may arrange for them to resolve the complaint informally with the assistance of a counselor, teacher. or other school or School Division staff.

File No. JBA

If the complainant and the persons allegedly responsible for the discrimination agree to attempt to resolve the complaint informally, they shall each be informed that they have the right to abandon the informal procedure at any time in favor of the initiation of the above formal procedures.

If the complaint is resolved informally, the counselor. teacher. or other school or School Division staff shall notify the School Principal of the resolution. The School Principal shall notify the complainant. the persons allegedly responsible for the discrimination, and the Compliance Officer in writing that the complaint has been resolved informally.

C. RETALIATION

Retaliation against students. school staff. or School Division staff who report discrimination or participate in the related proceedings is prohibited. The School Division shall take appropriate action against any student or employee who retaliates against another student or employee who reports alleged discrimination or participates in related proceedings.

D. FALSE CHARGES

Students. school staff. or School Division staff who make false charges of discrimination shall be subject to disciplinary action.

ADOPTED:

REVISED:

LEGAL REFERENCES:

CROSS REFERENCES:

5120005/2011 VSBA

April 10, 2007

February 14. 2012

Section 504 of the Rehabilitation Act of 1973

29 U.S.C. § 794

34 CFR Part 104.7(b)

GCPS Guidelines for Section 504 Rehabil itation Act of 1973

JB JB-E JO

Equal Educational Opportunities/Nondiscrimination Report of Discrim ination Student Records

Gloucester County School Board

5o

The Gloucester County School Board shall maintain accurate and complete records for every student enrolled in the public schools in accordance with all federal and state laws.

The superintendent and/or his designee(s) shall be responsible for the collection of data, record maintenance and security, access to, and use of records, confidentiality of personally identifiable information, dissemination of information from records, and destruction of records, including the destruction of personally identifiable information regarding a student with a disability at the request of the parents. The superintendent shall also provide for notification of all school division personnel of policy and procedures for management of education records and notification of parents and students of their rights regard ing student records, including the right to obtain, upon request, a copy of this policy.

Definitions

For the purposes of this policy, Gloucester County Public Schools has used uses the following definitions of terms:

Student- any person who attends or has attended a school in Gloucester County Public Schools.

Eligible student - a student who has reached age 18.

Parent- either natural parent of a student, a guardian, or an individual acting as a parent or guardian in the absence of the student's parent or guardian.

Education records- any record (in handwriting, print, computer media, video or audio tape, film, microfilm, microfiche or other medium) maintained by Gloucester County Public Schools or an agent of the school division which contains information directly related to a student, except:

1. Records that are kept in the sole possession of the maker, are used only as a personal memory aid, and are not accessible or revealed to another person except a temporary substitute for the maker of the record .

2. Records created and maintained for law enforcement purposes by the Gloucester County Public Schools law enforcement unit, if any. A law enforcement unit is an individual, department or office of the school division that is authorized to enforce any state or federal law, report enforcement matters to appropriate authorities or maintain the physical security and safety of the school division.

3. An employment record which is used only in relation to a student's employment by Gloucester County Public Schools.

4. Records created or received after an individual is no longer in attendance and that are not directly related to the individual's attendance as a student.

5. Grades on peer-graded papers before they are collected and recorded by a teacher.

6. Any electronic information, such as email, even if it contains personally identifiable information regarding a student. unless a printed copy of the electronic information is placed in the student's file or is stored electronically under an individual student's name on a permanent and secure basis for the purpose of being maintained as an educational record. For purposes of this policy, electronic information that exists on a back-up server. a temporary archiving system. or on a temporary basis on a computer is not an education record and is not considered as being maintained.

Dissemination and Maintenance of Records About Court Proceedings

Adjudications

The superintendent shall disseminate the notice or information regarding an adjudication of delinquency or conviction for an offense listed in Va. Code§ 16.1-260.G. contained in a notice received pursuant to

57

\£-JIIOVV 0 IV~ILIIIIOLV VUUVOLIVIIOI IIILVIVVL Ill VUVII IIIIVIIIIU.LIVII.

A parent, and, with consent of a parent or in compliance with a court order, the court in which the disposition was rendered, shall be notified in writing of any disciplinary action taken with regard to any incident upon which the adjudication of delinquency or conviction for an offense listed in subsection G of Va. Code § 16.1-260 was based and the reasons therefore. The parent shall also be notified of his or her right to review, and to request an amendment of, the student's scholastic record.

• Every notice of adjudication of delinquency or conviction for an offense listed in subsection G of Va. Code § 16.1-260 received by a superintendent, and information contained in the notice, which is not a disciplinary record as defined in Board of Education regulations, shall be maintained by him/her and by any others to whom he/she disseminates it, separately from all other records concerning the student. However, if the school administrators or the school board takes disciplinary action against a student based upon an incident which formed the basis for the adjudication of delinquency or conviction for an offense listed in subsection G of Va. Code § 16.1-260, the notice shall become a part of the student's disciplinary record.

Petitions

The superintendent shall not disclose information contained in or derived from a notice of petition received pursuant to Va. Code § 16.1-260 except as follows:

• if the juvenile is not enrolled as a student in a public school in the division to which the notice was given, the superintendent shall promptly so notify the intake officer of the juvenile court in which the petition was filed and may forward the notice of petition to the superintendent of the division in which the juvenile is enrolled, if known;

• prior to receipt of the notice of disposition, the superintendent may disclose the fact of the filing of the petition and the nature of the offense to the principal of the school in which the student is enrolled if the division superintendent believes that disclosure to school personnel is necessary to ensure the physical safety of the student, other students or school personnel within the division; and

• after the student has been taken into custody, whether or not the student has been released, the principal may further disseminate the information only to those students and school personnel having direct contact with the student and need of the information to ensure physical safety, appropriate educational placement or other educational services.

Annual Notification

The school division shall annually notify parents and eligible students of their rights under the Family Educational Rights and Privacy Act (FERPA) including

• the right to inspect and review the student's educational records and the procedure for exercising this right;

• the right to request amendment of the student's educational records that the parent believes to be inaccurate, misleading or in violation of the student's privacy rights and the procedure for exercising this right;

• the right to consent to disclosures of personally identifiable information contained in the student's education records, except to the extent that FERPA authorizes disclosure without consent;

• the type of information designated as directory information and the right to opt out of release of directory information;

• that the school division releases records to other institutions that have requested the information and in which the students seeks or intends to enroll or is already enrolled so long as the disclosure is for purposes related to the student's enrollment or transfer;

• the right to opt out of releasing the student's name, address, and phone number to military recruiters or institutions of higher education that request such information;

• a specification of the criteria for determining who constitutes a school official and what constitutes a legitimate educational interest; and

53

Parents of students or eligible students may inspect and review the student's education records within a reasonable period of time, which shall not exceed 45 days, and before any meeting regarding an IEP or hearing involving a student with a disability. Further, parents shall have the right to a response from the school division to reasonable requests for explanations and interpretations of the education record .

Parents or eligible students should submit to the student's school principal a written request which identifies as precisely as possible the record or records he or she wishes to inspect.

The principal (or appropriate school official) will make the needed arrangements for access as promptly as possible and notify the parent or eligible student of the time and place where the records may be inspected.

When a record contains information about students other than a parent's child or the eligible student, the parent or eligible student may not inspect and review the portion of the record which pertains to other students.

Copies of Education Records

Gloucester County Public Schools will not provide a parent or eligible student a copy of the student's education record unless failure to do so would effectively prevent the parent or eligible student from exercising the right to inspect and review the records.

Fees for Copies of Records

The fee for copies will be 20¢ per page. The actual cost of copying time and postage will be charged. Gloucester County Public Schools shall not charge for search and retrieval of the records . Gloucester County Public Schools shall not charge a fee for copying an Individualized Education Plan (IEP) or for a copy of the verbatim record of a hearing conducted in accordance with the State Board of Education's Regulations Governing Special Education Programs for Children with Disabilities in Virginia.

Types, Locations. and Custodians of Education Records

Gloucester County Public Schools shall provide a list of the types and locations of education records collected, maintained, or used by the school division, when requested by parents.

Disclosure of Education Records

Gloucester County Public Schools shall disclose education records or personally identifiable information contained therein only with the written consent of the parent or eligible student subject to the following exceptions. The school division may disclose education record information without consent:

1. To school officials who have a legitimate educational interest in the records.

A school official is:

A person employed by the Division as an administrator, supervisor, instructor, or support staff member. A person appointed or elected to the School Board. A person employed by or under contract to the school division to perform a special task, such as an attorney, auditor, medical consultant, or therapist. A contractor, consultant, volunteer, or other party to whom the school division has outsourced services or functions for which the school division would otherwise use employees and who is under the direct control of the school division with respect to the use and maintenance of education records.

A school official has a legitimate educational interest if the official is:

Performing a task that is specified in his or her position description or by a contract agreement. Performing a task related to a student's education. Performing a task related to the discipline of a student. Providing a service or benefit relating to the student or student's family, such as health care, 5 3 counseling, job placement, or financial aid.

""- ...... ··-, -· · "" ,,_ ....... -·· .... t"t" .... '"~'""J ...... - ··--' " ':::1 ........ ...,,,_,_, ,:;:,- .. . ....... ..., ............... . ........... . . _ ·-...... - · "" ·

3. To certain officials of the U.S. Department of Education, the United States Attorney General, the Comptroller General, and state educational authorities, in connection with certain state or federally supported education programs and in accordance with applicable federal regulations.

4. In connection with a student's request for or receipt of financial aid as necessary to determine the eligibility, amount, or conditions of the financial aid, or to enforce the terms and conditions of the aid .

5. For the purpose of furthering the ability of the juvenile justice system to effectively serve the pupil prior to adjudication. The principal or his designee may disclose identifying information from a pupil's scholastic record to state or local law-enforcement or correctional personnel, including a law-enforcement officer, probation officer, parole officer or administrator, or a member of a parole board, seeking information in the course of his duties; an officer or employee of a county or city agency responsible for protective services to children, as to a pupil referred to that agency as a minor requiring investigation or supervision by that agency; attorneys for the Commonwealth, court services units, juvenile detention centers or group homes, mental and medical health agencies, state and local children and family service agencies, and the Department of Juvenile Justice and to the staff of such agencies. Prior to disclosure of any such scholastic records, the persons to whom the records are to be disclosed shall certify in writing to the principal or his designee that the information will not be disclosed to any other party, except as provided under state law, without the prior written consent of the parent of the pupil or by such pupil if the pupil is eighteen years of age or older.

6. To organizations conducting certain studies for or on behalf of the school division.

7. To accrediting organizations to carry out their functions.

8. To parents of an eligible student who claim the student as a dependent for income tax purposes.

9. To the entities or persons designated in judicial orders or subpoenas as specified in FERPA.

1 0. To appropriate parties in connection with an emergency if knowledge of the information is necessary to protect the health or safety of the student or other individuals. If the school division releases information in connection with an emergency, it will record the following information:

• the articulable and significant threat to the health or safety of a student or other individuals that formed the basis for the disclosure; and

• the parties to whom the division disclosed the information.

11 . Directory information so designated by the school division.

12. When the disclosure concerns sex offenders and other individuals required to register under section 170101 of the Violent Crime Control and Law Enforcement Act of 1994, 42 U.S.C. § 14071, and the information was provided to the division under 42 U.S.C. § 14071 and applicable federal guidelines.

The school division will use reasonable methods to identify and authenticate the identity of parents, students, school officials, and any other parties to whom it discloses personally identifiable information from education records.

Military Recruiters and Institutions of Higher Learning

Gloucester County Public Schools will provide, on request made by military recruiters or an institution of higher education, access to secondary school students' names, addresses, and telephone listings.

A secondary school student or the parent of the student may request that the student's name, address, and telephone listing not be released without prior written parental consent. The school division will notify parents of the option to make a request and will comply with any request.

6 J

Gloucester County Public Schools shall maintain a record, kept with the education records of each student, indicating all individuals (except school officials who have a legitimate educational interest in the records) , agencies, or organizations which request or obtain access to a student's education records . The record will indicate specifically the legitimate interest the party had in obtaining the information. The record of access will be available only to parents, to the school official and his assistants who are responsible for the custody of such records, and to persons or organizations which audit the operation of the system.

The requirements related to records of disclosure stated above do not apply to disclosures made pursuant to an ex parte order issued by a court at the request of the United States Attorney General (or any Federal officer or employee, in a position not lower than an Assistant Attorney General, designated by the Attorney General) seeking to collect education records relevant to an authorized investigation or prosecution of international terrorism as defined in 18 U.S.C. § 2331 or other acts listed in 18 U.S.C. § 2332b(g)(5)(B).

Personal information will only be transferred to a third party on the condition that such party will not permit any other party to have access to such information without the written consent of the parents of the student. If a third party permits access to information, or fails to destroy information, the division will not permit access to information from education records to that third party for a period of at least five years.

Directory Information

Gloucester County Public Schools shall notify parents and eligible students at the beginning of each school year what information, if any, the Gloucester County school division has designated as directory information, the right to refuse to let the division designate any or all of such information as directory information, and the period of time to notify the division, in writing, that he or she does not want any or all of those types of information designated as directory information.

Gloucester County Public Schools directory information may include the name, gender, address, telephone listing, date and place of birth of students, the student's major field of study, participation in officially recognized activities and sports, weight and height of members of athletic teams, dates of attendance, degrees or awards received by students and photographs.

Gloucester County Public Schools may designate and release information designated as directory information provided public notice of the categories of information to be disclosed has been given and a reasonable period of time after notice has been allowed for parents and eligible student to object to disclosure. After notice for disclosure, if Gloucester County Public Schools does not receive a request for non-disclosure from a parent or eligible student within fifteen (15) administrative days, Gloucester County Public Schools may disclose directory information. Gloucester County Public Schools is not required to maintain a record of the disclosure of directory information.

Correction of Education Records

The procedures for the amendment of records that a parent or eligible student believes to be inaccurate are as follows.

1. Parents or the eligible student must request in writing that Gloucester County Public Schools amend a record. In so doing, they should identify the part of the record they want changed and specify why they believe it is inaccurate, misleading or in violation of the student's privacy or other rights.

2. Gloucester County Public Schools shall decide whether to amend the record in accordance with the request within a reasonable period of time. If it decides not to comply, the school division shall notify the parents or eligible student of the decision and advise them of their right to a hearing to challenge the information believed to be inaccurate, misleading, or in violation of the student's rights.

3. Upon request, Gloucester County Public Schools shall arrange for a hearing, and notify the parents or eligible student, reasonably in advance, of the date, place, and time of the hearing. The hearing shall be held within a reasonable period of time after the request.

61

neanng omcer may oe an omc1a1 ot me scnoo1 diVISIOn. 1 he parents or e11g1ble student shall be afforded a full and fair opportunity to present evidence relevant to the issues raised in the original request to amend the student's education records in accordance with FERPA.

6. Gloucester County Public Schools shall prepare a written decision which will include a summary of the evidence presented and the reasons for the decision within a reasonable period of time after the hearing. The decision will be based solely on the evidence presented at the hearing.

7. If Gloucester County Public Schools decides that the information is inaccurate, misleading, or in violation of the student's right of privacy, it shall amend (including expungement) the record and notify the parents or eligible student, in writing, that the record has been amended.

8. If Gloucester County Public Schools decides that the challenged information is not inaccurate, misleading, or in violation of the student's right of privacy, it will notify the parents or eligible student that they have a right to place in the record a statement commenting on the challenged information and/or a statement setting forth reasons for disagreeing with the decision. The statement will be maintained as part of the student's education records as long as the contested portion is maintained and disclosed whenever the school division discloses the portion of the record to which the statement relates.

Confidentiality of HIV and Drug and Alcohol Treatment Records

Gloucester County Public Schools shall comply with the confidentiality requirements of Section 32.1-36.1 of the Code of Virginia, 1950, as amended, providing for the confidentiality of records related to any test for Human Immunodeficiency Virus {HIV). In addition, the school division shall maintain confidentiality of drug and alcohol treatment records as required by federal and state law.

ADOPTED:

REVISED:

November 11, 1986

July 1, 1991 August14,2007

July 15, 1998 August 12, 2008

LEGAL REFERENCES: 18 U.S.C. §§ 2331 , 2332b. 20 U.S.C. §§ 1232(g), 7908. 42 U.S.C. § 290dd-2.

September 10, 2002 April 14, 2009

34 C.F.R. 99.3, 99.7, 99.10, 99.20, 99.21, 99.22, 99.31, 99.32, 99.33, 99.34, 99.35, 99.36, 99.37

October 10, 2006 February 14. 2012

Code of Virginia, as amended, §§ 2.2-3704, 2.2-3804, 16.1-260, 16.1-305.1, 16.1-305.2, 22.1-287, 22.1-288, 22.1-288.1' 22.1-288.2, 22.1-289, 23-2.1 :3, 32.1-36.1 . 8 VAG 20-80-10 et seq. 8 VAG 20-150-10 et seq .

CROSS REFERENCES: IJ Guidance and Counseling Program JEC School Admission JEC-R School Admission JECA Admission of Homeless Children JFC Student Conduct JGDA Disciplining Students with Disabilities JGD/JGE Student Suspension/Expulsion JHCB Student Immunizations KBA-R Requests for Information KBC Media Relations KNB Reports of Missing Children KP Parental Rights and Responsibilities LEB Advanced/Alternative Courses for Credit

21200912/2011 VSBA Gloucester County School Board 62

File No. JB-E

REPORT OF DISCRIMINATION

Name of Complainant:

Student's School and Class:

Address:

=E.:...:.m=a=ii....:..A..:..:d=-==d:..:...re=s=s"'-: _______________ CiRG Phone Number@}: _________ _

Name of Parent/Legal Guardian:

Address(es) :

Email Address(es) : Phone Number(s) :

Date(s) of Alleged Discrimination: ---------------- ---------

Name of person(s) you believe discriminated against you or others:

Please describe in detail the incident(s) of alleged discrimination, including where and when the incident(s) occurred . Please name any witnesses that may have information regarding the situation. Attach additional p_ages if necessary.

Please describe any past incidents that may be related to this complaint.

I certify that the information provided in this report is true, correct and complete to the best of my knowledge .

Signature of Complainant Date

Complaint Received By: Compliance Officer Date

ADOPTED: March 8, 2005 January 10, 2012

2120045/2011 VSBA Gloucester County School Board GJ