OFFICIAL PROCEEDINGS

OF THE

RAPIDES PARISH SCHOOL BOARD

Alexandria, Louisiana

June 3, 2014

The Rapides Parish School Board of Rapides Parish, Louisiana, met in regular public session at 5:00 o’clock p.m. on Tuesday, June 3, 2014 at the regular meeting place of said board in the Rapides Parish School Board Office, 619 Sixth and Beauregard Streets, in Alexandria, Louisiana.

President Janet H. Dixon called the meeting to order and on roll call the following members were present:

Janet Dixon, President

Julie McConathy, Vice President

Wilton Barrios, Member

Steve Berry, Member
Keith Breazeale, Member

Stephen Chapman, Member

Darrell Rodriguez, Member

Pam Webb, Member

Absent:  John Allen, Member

Mr. Nason Authement, Secretary for the Board, was not present for the meeting.

District Attorney James Downs was present for the meeting.

The Invocation was pronounced by Dr. Raymond Franklin of Shiloh Missionary Baptist Church after which Mr. Wilton Barrios led in the recitation of the Pledge of Allegiance.

(COPY OF OFFICIAL CALL MAILED TO EACH MEMBER OF THE RAPIDES PARISH SCHOOL BOARD AND POSTED IN A CONSPICUOUS PLACE AT THE MEETING PLACE OF SAID BOARD ON MAY 28, 2014)

Alexandria, Louisiana

May 28, 2014

Dear Sir/Madam:

I, Janet H. Dixon, do hereby give notice that the Rapides Parish School Board will meet in regular public session at its domicile at 619 Sixth and Beauregard Streets in the City of Alexandria, Louisiana, at 5:00 p.m. on

TUESDAY, JUNE 3, 2014

for the purpose of considering, acting upon, deciding, and if deemed advisable, submitting the following propositions, to wit:

1.   Call to order

2.   Invocation, Pledge

3.   Roll call

4.   Recognize:

a.   The Rapides Parish Counselors Association for the bulletin board display in the lobby of the School Board Office for the months of June, July and August 2014 - Mr. Clyde  Washington

b.   Bolton High School, Glenmora High and Rapides High among “America’s Best High Schools” by U. S. News and World Report – Ms. Penny Toney

Pages 1-2

5.   Consent Agenda:  Motion to adopt in globo the items listed on the consent agenda (the consent agendais established by the Board’s Executive Committee and any board member may request that any consent agenda item be considered separately - whether considered in globo or separately, board member and public comment shall be permitted on any item listed on the consent agenda; see pages 4, 5 and 6)

*6.  Motion to direct the Superintendent to determine the dates of issuance of the new contracts and come back to the June Board to make a decision – Mr. Wilton Barrios

Page 3

*7.  Motion to return fees collected for use of facilities at various schools to the schools whose facilities were used – Mrs. Julie McConathy, Mr. Wilton Barrios andMr. Keith Breazeale

*8.  Motion to ratify and confirm bid(s), proposal(s) and quote(s) received by the Central Office staff and award to the lowest responsive and responsible bidder or proposer contingent on low bidder meeting all LA Public Bid Law and Contract Document Requirements and Specifications – Ms. Liz Domite

a.   “Paradise Elementary HVAC Upgrades” (Bid # 14-43) received on Thursday, May 22, 2014 at 2:00 p.m.

b.   “Re-roof of Ball and Tioga Elementary Schools” (Bid # 14-44) received on Thursday, May 29, 2014 at 2:00 p.m.

Source of funding District 11 Bond

c.   “Sanitary Maintenance Supplies” (Bid # 14-13) received on Friday, May 23, 2014 at 11:00 a.m.

*9.  Motion to ratify and confirm bid(s) received on Wednesday, May 21, 2014 at 11:00 a.m. by the Central Office Staff to the lowest responsive/responsible bidder(s) for 2014-2015 school year and authorize staff to enter into purchase order contract(s) accordingly and funded by School Food Service Funds – Mrs. Erma Davis

*10.   Motion to hear and receive a report from the administration concerning the following for each school in the Rapides Parish School System: - Mr. John Allen

a.   Name of school

b.   Total number of teachers in the school

c.   Total number of days the teachers were absent

d.   Average daily absence per school for each school

e.   Source of funding for the payment of substitutes

f.    Budgeted amount by category for the payment of substitutes

*     This report is for classroom teachers ONLY

*11.   Motion to receive a report concerning the average daily attendance/absence of the students in each school of the Rapides Parish School System - Mr. John Allen

*12.   Motion to hear a recommendation from the Board’s Insurance Consultant at the June Board meeting on the results of renewal negotiations for Third Party Claims Administration Services for GL, E & O, and Auto Liability for the 2014-2015 fiscal year, act thereon by awarding and authorize the Board President or Superintendent to sign all documentation connected therewith - Mr. Roy Rachal

*13.   Motion to hear a recommendation from the Board’s Insurance Consultant at the June Board meeting on the results of renewal negotiations for Property, Liability, E & O/D & Q, Auto Physical Damage and Fidelity Insurance coverage for the 2014-2015 fiscal year, act thereon by awarding and authorize the Board President or Superintendent to sign all documentation connected therewith - Mr. Roy Rachal

*14.   Motion to hear a recommendation from the Board’s Insurance Consultant at the June Board meeting on the results of renewal negotiations for Student Insurance Coverage

(All Activity – Athletics, ROTC, Field Trips, Cheer/Dance, etc.) for the 2014-2015 fiscal  year, act thereon by awarding and authorize the Board President or Superintendent to sign all documentation connected therewith – Mr. Roy Rachal

15.    Motion to terminate the Intergovernmental Agreement between the RPSB and the Rapides Parish District Attorney’s Office and authorize the Superintendent to give written notice to the District Attorney’s Office of the termination effective December 31, 2014 – Mrs. Janet Dixon

Page 8

16      Motion to select and appoint James C. Downs as General Counsel to the RPSB effective at the end of Mr. Downs’ term as District Attorney on or about January 1, 2015, and to authorize the President to execute the contract for general counsel drafted by Hammonds and Sills – Mrs. Janet Dixon

Pages 9-11

*17.   Motion to add the following paragraph to policy BBC after the 2nd paragraph of the existing policy:

”The currently elected Board President and Vice-President shall be ex-officio members of the Finance, Education, and Personnel committees.  If a quorum is present the ex-officio members shall not vote on any matter before the committee.  If a quorum is not present at the time that the committee meeting is called pursuant to notice, and if the Board President is present the Board President as ex-officio member may be counted as a committee member in order to form a quorum, and may in the absence of regular committee members, vote on motions coming before the committee; if the Board President is not present at the time the quorum is called, but the Vice President is present, in a similar manner the vice president may be counted as a committee member to constitute a quorum and may vote on motions before the committee.  If, during any committee meeting where the president or vice president is serving as a committee member to constitute a quorum, the regularly appointed committee member should appear, the ex-officio member thus serving shall withdraw and the regular committee member shall be substituted for the remainder of the meeting.  The procedure mentioned above shall apply only to the Finance, Education, and Personnel committees and shall not apply to the Board’s Executive committee which by law is limited to three Board members elected for a fixed term by the full school board.  In the absence of a quorum in the Executive Committee whether at the beginning of or during a meeting of the executive committee, the executive committee shall adjourn without any further action or proceedings.  If the function of the executive committee on a scheduled date is to fix the agenda for the next full school board meeting, the motions and matters on the executive committee agenda shall be automatically referred to the next meeting of the full Board when the committee must adjourn for lack of a quorum.” - Mrs. Janet Dixon

18.     Motion to ratify and confirm quote(s) received on Friday, May 16, 2014 at 11:00 a.m. by the Central Office staff to “Replace Carpet at Tioga Elementary” (RFQ No. 14-60) and to award quote to the lowest responsive and responsible bidder contingent on low bidder meeting all LA Public Bid Law and Contract Document Requirements and Specifications – Mr. Wilton Barrios

19.     Motion to approve Change Order #1 on “Tioga High Signage” for RPSB (Bid # 14-41)  between the Rapides Parish School Board and James A. Decker Builders decreasing $19,700.00 to the contract sum thereby decreasing the original contract to $251,810.00 and authorize the Board President and/or Superintendent to sign any documentation –Mr. Wilton Barrios

20.     Motion to approve Change Order #1 on “Tioga Jr. High Renovation” for RPSB (Bid # 14-45) between the Rapides Parish School Board and Tudor, Inc. decreasing $90,360.00 to the contract sum thereby decreasing the original contract to $1,886,640.00 and authorize the Board President and/or Superintendent to sign any documentation –Mr. Wilton Barrios

21.     Motion to conclude the claim of the City of Alexandria for utilities consumed at Scott M. Brame Middle School unpaid because of a software problem in the City’s bill preparation by a onetime payment of $129,838.74 to the City and to authorize the Superintendent to execute any necessary documents concluding the claim – Mrs. Janet Dixon

22.     Motion to present an evaluation instrument for Superintendent’s Annual Evaluation to be considered for Board discussion and action – Mr. Nason Authement

Pages 20-28

23.     Motion for the RPSB to review and discuss RPSB policy BBBA - Dr. Stephen Chapman

Page 29

24.     Motion for the RPSB to receive a report/update on current facility use compliance as it relates to the RPSB policy on usage at the schools – Mrs. Janet Dixon

25.     Motion that the RPSB purchase two promethean boards for the classrooms at Martin Park Elementary School – Mr. John Allen

Consent agenda: (Item 5)

A.   Reports:

1.   to receive an update on school construction projects – Mr. Clyde Washington

Pages 30-33

B.   Action – Minutes

1.   to approve the minutes of the 4-15-14 and 5-6-14 meetings, the 4-15-14 Personnel, Education, and Finance Committee meetings, the 4-17-14 Discipline Review Committee meeting and the 4-28-14 Executive Committee meeting of the Board as written and to be published in the official journal, The Town Talk

C.   Action – Education

*1.  to approve the revisions of the Rapides Parish School District Wellness Policy – Mrs. Kim Bennett

Pages 34-51

*2.  to receive a report on 2013-2014 Summer School – Mr. Bill Higgins

Page 52

*3.  to adopt Rapides Parish School Board’s District Technology Plan effective July 1, 2014 -July 1, 2017 as required by the Federal E-rate Program and to authorize the Superintendent and/or his designee to sign any related documentation – Mrs. Rebekah Beck

Pages 53-70

*4.  to provide an update on Canning Centers at Buckeye and Poland – Mr. Billy Albritton

Pages 71-94

D.   Action – Finance

*1   to approve personal services contracts, leases, and other such agreements; authorize the Board President and/or Superintendent to sign any and all documentation in connection with said contracts; and approve bills paid for the previous month (Blackboard – formerly Edline) - Ms. Liz Domite

Pages 95-99

*2.  to approve/adopt any budget changes/amendments – Ms. Liz Domite

Pages 100-164

*3.  to receive an update/report on grants, approve grants included therein, and authorize the Superintendent to sign any and all documentation in connection therewith – Ms. Liz Domite

Pages 165-166

*4.  to receive a report on donation(s) made to the Rapides Parish School Board on behalf of the RPSB schools, accept and approve donations included therein, and provide any necessary documentation related to the donation(s) – Ms. Liz Domite

Page 167

*5.  to accept the recommendation of the RPSB School Activity Funds and Procedures Manual – Mrs. Julie McConathy and Dr. Stephen Chapman

Pages 168-205

*6.  to approve and to appoint the Alexandria Daily Town Talk as the official Journal and the Alexandria News Weekly as the Associate Journal for the Rapides Parish School Board for the fiscal year beginning July 1, 2014 and ending June 30, 2015 – Ms. Liz Domite

*7.  to authorize the secretary to exercise the option to renew the contract under the same terms and conditions for the 2014-2015 school year for Purchase of Education Materials(Bid No. 14-62) with written mutual agreement of the vendors (Unity Educate, School Specialty, School Aids, Lakeshore Learning) and authorize the secretary to sign any documentation connected therewith – Ms. Liz Domite

*8   to authorize the secretary to advertise for bids and authorize the Executive Committee and/or the Superintendent and Central Office Staff to receive bids and a recommendation to be made to the Board - Ms. Liz Domite

*9.  to ratify and confirm bid(s), proposal(s) and quote(s) received by the Central Office staff and award to the lowest responsive and responsible bidder or proposer contingent on low bidder meeting all LA Public Bid Law and Contract Document Requirements and Specifications – Ms. Liz Domite

a.   “Targeted Audit/Agreed Upon Procedures” (Bid # 14-35A) received on Wednesday, May 14, 2014 at 11:00 a.m.

Source of funding General Fund

b.   “Replace Gym Floor at Tioga Elementary” (RFQ # 14-61) received on Friday, May 16, 2014 at 11:00 a.m. 

c.   “Purchase of Propane” (Bid # 14-10) received on Wednesday, May 7, 2014 at 10:00 a.m.

*10.  to approve Professional Services Contract with Dave Weber for professional development training for the Summer Institute/Community Partners and Parents to be held on June 25, 2014 and to authorize the Superintendent/Board President to sign any required documents – Mr. Bill Higgins

*11.  to approve 2014-2015 Food and Nutrition Annual Maintenance Agreement with Horizon  Software (Front of House Software $18,373.27 and Back of House Software $16,426.39) – Mrs. Erma Davis

Page 214

*12.  to authorize the secretary to advertise for the 2014-2015 School Year and authorize the Executive Committee and/or the Superintendent and Central Office Staff to receive bids, a recommendation to be made to the Board on the following and funded by School Food Services Funds – Mrs. Erma Davis

*13.  to receive a report from the administration on the progress being made toward the restoration of Martin Park Elementary School. This report should be a detailed report – Mr. John Allen

Page 215

*14.  to extend for the initial one year option (2014-2015 FY) the Cooperative Agreement with Pinecrest Development Center for facility use and aid in the event of a disaster that requires evacuation and authorize the Board President/Superintendent to sign any and all documentation in connection therewith – Mr. Roy Rachal

Pages 216-217

*15.  to receive a report on the Bus Maintenance Facility – Mr. Velt Edwards

Pages 218-222

*16.  to approve Professional Services Contract with the Center for Development and Learning for professional development and training on June 23-24, 2014 and to authorize the Board President to sign any required documents – Dr. Arthur Joffrion and Mrs. Cindy Rushing

E.   Action - Discipline (Motion to go into Executive Session for 1, 2 and 3)

*1.   to uphold the Rapides Parish School Board Review Committee’s recommendation – Mrs. Ruby Smith

2.   to receive an update outlining the progress of each student attending the Rapides Alternative Learning Facility (RALF) - Mrs. Ruby Smith

3. to receive a report for students successfully completing the requirements for a performance contract – Mrs. Ruby Smith

F.   Action – Personnel

*1.   receive reports as follows: - Dr. Arthur Joffrion

a.   new hires, pending a satisfactory drug screening and background check

b.   new hires in lieu of substitute

c.   promotions

d.   leave requests, rescissions, waivers, etc. e.  performance contract renewals

f.    resignationsand retirements

*2.   to discuss any personnel complaints that may go before the full board for action – Dr. Arthur Joffrion

*Denotes that these items have been through committee

IN TESTIMONY WHEREOF, Witness my official signature and the seal of the Rapides Parish School Board this 28^th day of May 2014

/s/Janet H. Dixon

President

ATTEST:

/s/Nason Authement

Secretary

S E A L

____________________

Public comment was solicited prior to the vote on items during this meeting.

Let the record reflect that Mr. John Allen arrived at the meeting at this time.

The Board recognized the Rapides Parish Counselors Association for the bulletin board display in the lobby of the School Board Office for the months of June, July and August 2014. (Item 4a)

Bolton High School, Glenmora High and Rapides High among “America’s Best High Schools” by U. S. News and World Report were recognized at this time. (Item 4b)

A motion was made by Mr. John Allen and seconded by Mrs. Julie McConathy to approve the consent agenda. (Item 5)

Discussion ensued and item 5D-9a was deferred to the July Board and 5D-15 was pulled for the regular agenda for discussion.

On roll call the vote on the consent agenda was as follows and deferring 5D-9a to the

July Board meeting and pulling 5D-15 for discussion:   

AYE:                 Mrs. McConathy, Mr. Breazeale, Mr. Rodriguez, Mrs. Webb, Mr. Barrios, Mr. Berry,
Dr. Chapman, Mr. Allen, Mrs. Dixon

NAY:                None

ABSENT:          None

Consent agenda: (Item 5)

A.   Reports:

1.   to receive an update on school construction projects – Mr. Clyde Washington

Pages 30-33

B.   Action – Minutes

1.   to approve the minutes of the 4-15-14 and 5-6-14 meetings, the 4-15-14 Personnel, Education, and Finance Committee meetings, the 4-17-14 Discipline Review Committee meeting and the 4-28-14 Executive Committee meeting of the Board as written and to be published in the official journal, The Town Talk

C.   Action – Education

*1.  to approve the revisions of the Rapides Parish School District Wellness Policy – Mrs. Kim Bennett

Pages 34-51

*2.  to receive a report on 2013-2014 Summer School – Mr. Bill Higgins

Page 52

*3   to adopt Rapides Parish School Board’s District Technology Plan effective July 1, 2014 - July 1, 2017 as required by the Federal E-rate Program and to authorize the Superintendent and/or his designee to sign any related documentation – Mrs. Rebekah Beck

Pages 53-70

*4   to provide an update on Canning Centers at Buckeye and Poland – Mr. Billy Albritton

Pages 71-94

D.   Action – Finance

*1.  to approve personal services contracts, leases, and other such agreements; authorize theBoard President and/or Superintendent to sign any and all documentation in connection with said contracts; and approve bills paid for the previous month (Blackboard – formerly Edline) - Ms. Liz Domite 

Pages 95-99

*2.  to approve/adopt any budget changes/amendments – Ms. Liz Domite

Pages 100-164

*3.  to receive an update/report on grants, approve grants included therein, and authorize the Superintendent to sign any and all documentation in connection therewith – Ms. Liz Domite 

Pages 165-166

*4.  to receive a report on donation(s) made to the Rapides Parish School Board on behalf of the RPSB schools, accept and approve donations included therein, and provide any necessary documentation related to the donation(s) – Ms. Liz Domite

Page 167

*5.  to accept the recommendation of the RPSB School Activity Funds and Procedures Manual – Mrs. Julie McConathy and Dr. Stephen Chapman

Pages 168-205

*6.  to approveand to appoint the Alexandria Daily Town Talk as the official Journal and the Alexandria News Weekly as the Associate Journal for the Rapides Parish School Board for the fiscal year beginning July 1, 2014 and ending June 30, 2015 – Ms. Liz Domite

*7.  to authorize the secretary to exercise the option to renew the contract under the same terms and conditions for the 2014-2015 school year for Purchase of Education Materials(Bid No. 14-62) with written mutual agreement of the vendors (Unity Educate, School Specialty, School Aids, Lakeshore Learning) and authorize the secretary to sign any documentation connected therewith – Ms. Liz Domite

*8.  to authorize the secretary to advertise for bids and authorize the Executive Committee and/or the Superintendent and Central Office Staff to receive bids and a recommendation to be made to the Board - Ms. Liz Domite

a.   “Tioga Elementary School Additions” (Bid # 14-57) – Funding District 11 Bonds

b.   “Paradise Elementary School Addition” (Bid # 14-58) – Funding District 11 Bonds 

*9.  to ratify and confirm bid(s), proposal(s) and quote(s) received by the Central Office staff and award to the lowest responsive and responsible bidder or proposer contingent on low bidder meeting all LA Public Bid Law and Contract Document Requirements and Specifications – Ms. Liz Domite

a.   deferred to the July Board meeting.

b.   “Replace Gym Floor at Tioga Elementary” (RFQ # 14-61) received on Friday, May 16, 2014 at 11:00 a.m. and award to Floors Unlimited for $46,991.58

c.   “Purchase of Propane” (Bid # 14-10) received on Wednesday, May 7, 2014 at10:00 a.m. and award to Jim South Propane

*10.  to approve Professional Services Contract with Dave Weber for professional development training for the Summer Institute/Community Partners and Parents to be held on June 25,  2014 and to authorize the Superintendent/Board President to sign any required documents– Mr. Bill Higgins

*11.  to approve 2014-2015 Food and Nutrition Annual Maintenance Agreement with Horizon Software (Front of House Software $18,373.27 and Back of House Software $16,426.39) – Mrs. Erma Davis

Page 214

*12.  to authorize the secretary to advertise for the 2014-2015 School Year and authorize the Executive Committee and/or the Superintendent and Central Office Staff to receive bids, a recommendation to be made to the Board on the following and funded by School Food Services Funds – Mrs. Erma Davis

*13.  to receive a report from the administration on the progress being made toward the restoration of Martin Park Elementary School. This report should be a detailed report – Mr. John Allen

Page 215

*14.  to extendfor the initial one year option (2014-2015 FY) the Cooperative Agreement with Pinecrest Development Center for facility use and aid in the event of a disaster that requires evacuation and authorize the Board President/Superintendent to sign any and all documentation in connection therewith – Mr. Roy Rachal

Pages 216-217

*15.  pulled for the regular agenda.

*16.  to approve Professional Services Contract with the Center for Development and Learning for professional development and training on June 23-24, 2014 and to authorize the  Board President to sign any required documents – Dr. Arthur Joffrion and Mrs. Cindy Rushing

E.   Action - Discipline (Motion to go into Executive Session for 1, 2 and 3)

*1.  to uphold the Rapides Parish School Board Review Committee’s recommendation – Mrs. Ruby Smith

·       Motion that in lieu of expulsion Austin Cortello be admitted to the Rapides Alternative Learning Facility until June 16, 2014 based upon the following stipulations:  The student will complete satisfactory grades, complete twenty hours of community service, attend Drug Counseling sessions on site and be prepared to return to the zoned school with a clean record effective August 12, 2014; all conditioned upon a probationary agreement to be executed by the student, parent and Superintendent within five (5) days; otherwise, the principal’s recommendation is upheld. 

·       Motion that in lieu of expulsion, Luke Leyva shall be admitted to the Rapides Alternative Learning Facility until June 16, 2014 based upon the following stipulations:  The student will complete satisfactory grades, complete twenty hours of community service, attend Drug Counseling sessions on site and be prepared to return to the zoned school with a clean record effective August 12, 2014; all conditioned upon a probationary agreement to be executed by the student, parent and Superintendent within five (5) days; otherwise, the principal’s recommendation is upheld. 

·       Motion that Michael Walley be admitted to the zoned school effective August 12, 2014, all conditioned upona probationary agreement to be executed by the student, parent and Superintendent within five (5) days; otherwise, the principal’s recommendation is upheld.

·       Motion that Derionte Hunter be admitted to the zoned school effective August 12, 2014 with the following stipulations:

Random drug testing by the Drug Counselor be administered for the entire 2014-2015 school year; all conditioned upon a probationary agreement to be executed by the student, parent and Superintendent within five (5) days; otherwise, the principal’s recommendation is upheld.

2.   to receive an update outlining the progress of each student attending the Rapides Alternative Learning Facility (RALF) - Mrs. Ruby Smith

3.   to receive a report for students successfully completing the requirements for a performance contract – Mrs. Ruby Smith

F.   Action – Personnel

*1.  receive reports as follows: - Dr. Arthur Joffrion

a.   new hires, pending a satisfactory drug screening and background check

b.   new hires in lieu of substitute

c.   promotions

d.   leave requests, rescissions, waivers, etc.

e.   performance contract renewals

f.    resignationsand retirements

*2.  to discuss any personnel complaints that may go before the full board for action –  Dr. Arthur Joffrion

*Denotes that these items have been through committee

____________________

A motion was made by Mr. Steve Berry and seconded by Mrs. Julie McConathy to direct the Superintendent to determine the dates of issuance of the new contracts and come back to the June Board to make a decision. (Item 6)

Discussion ensued.

A substitute motion was made by Dr. Stephen Chapman and seconded by Mr. Steve Berry that the Board accepts the recommendation of the superintendent on the new 2 year contracts.

Discussion ensued.

On the substitute motion made by Dr. Stephen Chapman and seconded by Mr. Steve Berry, the Board voted unanimously that the Board accepts the recommendation of the superintendent on the new 2 year contracts.

A motion was made by Mr. Steve Berry and seconded by Mrs. Julie McConathy to return fees collected for use of facilities at various schools to the schools whose facilities were used. (Item 7)

Discussion ensued.

A substitute motion was made by Mrs. Julie McConathy and seconded by Mr. John Allen to defer to the June Finance Committee where the board can receive all the financial data necessary to make a decision to return fees collected for use of facilities at various schools to the schools whose facilities were used.

Discussion ensued.

On the substitute motion by Mrs. Julie McConathy and seconded by Mr. John Allen, the Board voted unanimously to defer to the June Finance Committee where the board can receive all the financial data necessary to make a decision to return fees collected for use of facilities at various schools to the schools whose facilities were used.

A motion was made by Mr. Steve Berry and seconded by Mrs. Julie McConathy to ratify and confirm bid(s), proposal(s) and quote(s) received by the Central Office staff and award to the lowest responsive and responsible bidder or proposer contingent on low bidder meeting all LA Public Bid Law and Contract Document Requirements and Specifications. (Item 8)

a.   “Paradise Elementary HVAC Upgrades” (Bid # 14-43) received on Thursday, May 22, 2014 at 2:00 p.m.

b.   “Re-roof of Ball and Tioga Elementary Schools” (Bid # 14-44) received on Thursday, May 29, 2014 at 2:00 p.m.

c.   “Sanitary Maintenance Supplies” (Bid # 14-13) received on Friday, May 23, 2014 at 11:00 a.m.

Discussion ensued.

A substitute motion was made by Mrs. Julie McConathy and seconded by Mr. Steve Berry to make the following changes as listed below on the funding:

a.   “Paradise Elementary HVAC Upgrades” (Bid # 14-43) received on Thursday, May 22, 2014 at 2:00 p.m. award to Sams Air Conditioning - source of funding is Bond ($188,000) and Maintenance fund ($91,880)

b.   “Re-roof of Ball and Tioga Elementary Schools” (Bid # 14-44) received on Thursday, May 29, 2014 at 2:00 p.m. and award base bid in the amount of $1,157,000.00, and Alternate No. 1 in the amount of $50,000.00, and Alternate No. 2 in the amount of $14,000, and Alternate No. 3 in the amount of $35,000.00 for a contract amount of $1,256,000.00 to Roofing Solutions (source of funding is Tioga Bond

c.   “Sanitary Maintenance Supplies” (Bid # 14-13) received on Friday, May 23, 2014 at 11:00 a.m.award to Economical Janitorial in the amount of $163,691.25 and to BCP Janitorial in the amount of $4,309.50 (as recommended) - funding Maintenance 

Discussion ensued.  

On roll call the vote on the substitute motion was as follows:

AYE:                 Mrs. McConathy, Mr. Breazeale, Mr. Rodriguez, Mrs. Webb, Mr. Barrios, Mr. Berry, Dr. Chapman, Mr. Allen, Mrs. Dixon

NAY:                None

ABSENT:          None

A motion was made by Dr. Stephen Chapman and seconded by Mr. John Allen to ratify and confirm bid(s) received on Wednesday, May 21, 2014 at 11:00 a.m. by the Central Office Staff to the lowest responsive/responsible bidder(s) for 2014-2015 school year and authorize staff to enter into purchase order contract(s) accordingly and funded by School Food Service Funds. (Item 9)

Cafeteria Paper Supplies - Bid No. FS30-14-15

Cafeteria Cleaning Supplies - Bid No. FS33-14-15

Bread Products - Bid No. FS35-14-15

Fresh Produce – Bid No. FS10-14-15

Milk, Milk Products, Juices and Ice Cream - Bid No. FS100-14-15(#38, #40, 41 & #42)

Discussion ensued.

A substitute motion was made by Dr. Stephen Chapman and seconded by Mr. John Allen to ratify and confirm bid(s) received on Wednesday, May 21, 2014 at 11:00 a.m. by the Central Office Staff to the lowest responsive/responsible bidder(s) for 2014-2015 school year and authorize staff to enter into purchase order contract(s) accordingly and funded by School Food Service Funds as follows:

·       Cafeteria Paper Supplies – (Bid No. FS 30-14-15) and award to BCP Janitorial in the amount of $996,816.50, to Long’s Preferred in the amount of $28,095.50, to Reinhart in the amount of $60,229.50, and to Sayes Office in the amount of $413,334.80.

·       Cafeteria Cleaning Supplies – (Bid No. FS 33-14-15) and award to BCP Janitorial in the amount of $128,021.58, to Long’s Preferred in the amount of $18,000, to Reinhart in the amount of $2,821.25, and to Sayes Office in the amount of $35,008.50.

·       Bread Products (Bid No. FS 35-14-15) and award to Flowers in the amount of $573,039.00.

·       Milk, Milk Products, Juices and Ice Cream (Bid No. FS100-14-15) (#38, #40, #41, & #42) and award to Mid-State Marketing (#38) in the amount of $4,325.00, (#40) in the amount of $99,713.91, (#41) in the amount of $102,017.80, #(42) in the amount of $3,132.00, and award to Blue Bell Creameries (#42) in the amount of $89,250.

·       Fresh Produce” - (Bid No. FS 10-14-15) was deferred to the August Board.

On roll call the vote on the substitute motion was as follows:

AYE:                 Mrs. McConathy, Mr. Breazeale, Mr. Rodriguez, Mrs. Webb, Mr. Barrios, Mr. Berry, Dr. Chapman, Mr. Allen, Mrs. Dixon

NAY:                None

ABSENT:          None

A motion was made by Dr. Stephen Chapman and seconded by Mrs. Julie McConathy to hear and receive a report from the administration concerning the following for each school in the Rapides Parish School System: (Item 10)

a.   Name of school

b.   Total number of teachers in the school

c.   Total number of days the teachers were absent

d.   Average daily absence per school for each school

e.   Source of funding for the payment of substitutes

f.    Budgeted amount by category for the payment of substitutes

*     This report is for classroom teachers ONLY 

Discussion ensued.

No action was taken.

A motion was made by Mr. Steve Berry and seconded by Mrs. Julie McConathy to receive a report concerning the average daily attendance/absence of the students in each school of the Rapides Parish School System. (Item 11)

Discussion ensued.

No action was taken.

A motion was made by Mr. Steve Berry and seconded by Mrs. Julie McConathy to hear a recommendation from the Board’s Insurance Consultant at the June Board meeting on the results of renewal negotiations for Third Party Claims Administration Services for GL, E & O, and Auto Liability for the 2014-2015 fiscal year, act thereon by awarding and authorize the Board President or Superintendent to sign all documentation connected therewith. (Item 12)

Mrs. Carmel Breaux presented information to the Board and discussion ensued.

A substitute motion was made by Mr. Steve Berry and seconded by Mrs. Julie McConathy to accept the recommendation from the Board’s Insurance Consultant and award TPA Services to Employers Risk Management Services in the amount of $96,132 for the 2014-2015 fiscal year.

On roll call the vote on the substitute motion was as follows:

AYE:                 Mrs. McConathy, Mr. Breazeale, Mr. Rodriguez, Mrs. Webb, Mr. Barrios, Mr. Berry, Dr. Chapman, Mr. Allen, Mrs. Dixon

NAY:                None

ABSENT:          None

A motion was made by Mr. Steve Berry and seconded by Mrs. Julie McConathy to hear a recommendation from the Board’s Insurance Consultant at the June Board meeting on the results of renewal negotiations for Property, Liability, E & O/D & Q, Auto Physical Damage and Fidelity Insurance coverage for the 2014-2015 fiscal year, act thereon by awarding and authorize the Board President or Superintendent to sign all documentation connected therewith. (Item 13)

Mrs. Carmel Breaux presented information to the Board and discussion ensued.

A substitute motion was made by Dr. Stephen Chapman and seconded by Mrs. Janet Dixon to accept the insurance consultant’s recommendation and award as follows:

A – F    (General Liability, Aggregate Excess Coverage, Auto Liability, Auto Physical Damage, Errors and Omissions, Violent Malicious Acts) and award to Wright and Percy – Berkley Insurance in the amount of $386,979

G         (Crime) and award to Brown and Brown – Travelers in the amount of $8,222

I – J      (Equipment Breakdown, Property) and award to Risk Services of LA – Affiliated FM in the amount of $290,413

The Board specifically rejected C-6 - Uninsured Motorist

Grand Total $685,614.00

Discussion ensued.

On roll call the vote on the substitute motion was as follows:

AYE:                 Mrs. McConathy, Mr. Breazeale, Mr. Rodriguez, Mrs. Webb, Mr. Barrios, Mr. Berry, Dr. Chapman, Mr. Allen, Mrs. Dixon

NAY:                None

ABSENT:          None

Item 14 was deferred to the July Board meeting. (Motion to hear a recommendation from the Board’s Insurance Consultant on the results of renewal negotiations for Student Insurance Coverage (All Activity-Athletics, ROTC, Field Trips, Cheer/Dance, etc.) for the 2014-2015 fiscal year, act thereon by awarding and authorize the Board President or Superintendent to sign all documentation connected therewith).

A motion was made by Mr. Steve Berry and seconded by Mrs. Julie McConathy to terminate the Intergovernmental Agreement between the RPSB and the Rapides Parish District Attorney’s Office and authorize the Superintendent to give written notice to the District Attorney’s Office of the termination effective December 31, 2014. (Item 15)

Let the record reflect that Mr. James Downs excused himself during this discussion.

On roll call the vote was as follows:

AYE:                 Mrs. McConathy, Mr. Breazeale, Mr. Rodriguez, Mrs. Webb, Mr. Barrios, Mr. Berry, Dr. Chapman, Mr. Allen, Mrs. Dixon

NAY:                None

ABSENT:          None

____________________

A motion was made by Mrs. Julie McConathy and seconded by Mr. Steve Berry toselect and appoint James C. Downs as General Counsel to the RPSB effective at the end of Mr. Downs’ term as District Attorney on or about January 1, 2015, and to authorize the President to execute the contract for general counsel drafted by Hammonds and Sills. (Item 16)

Discussion ensued.

A substitute motion was made by Mrs. Janet Dixon and seconded by Dr. Stephen Chapman to select and appoint James C. Downs as General Counsel to the RPSB effective at the end of Mr. Downs’ term as District Attorney on or about January 1, 2015, and to authorize the President to execute this contract for general counsel drafted by Hammonds and Sills.  Add the following statement on the contract: “This agreement is terminable at will by either party”.

Discussion ensued.

On roll call the vote on the substitute motion was as follows:

AYE:                 Mrs. McConathy, Mr. Breazeale, Mr. Rodriguez, Mrs. Webb, Mr. Barrios, Mr. Berry, Dr. Chapman, Mr. Allen, Mrs. Dixon

NAY:                None

ABSENT:          None

____________________

President Janet Dixon asked for Point of Privilege at this time for Mr. James Downs to make some remarks.

Mr. James Downs addressed the Board and thanked them for this decision. He expressed his dedication to public education and looked forward to continuing his relationship with the Rapides Parish School Board.

____________________

Item 17 was deleted.

_____________________

A motion was made by Mrs. Julie McConathy and seconded by Mr. Steve Berry to ratify and confirm quote(s) received on Friday, May 16, 2014 at 11:00 a.m. by the Central Office staff to “Replace Carpet at Tioga Elementary” (RFQ No. 14-60) and to award quote to the lowest responsive and responsible bidder contingent on low bidder meeting all LA Public Bid Law and Contract Document Requirements and Specifications. (Item 18)

Discussion ensued and award to Floors Unlimited in the amount of $20,737.96.

On roll call the vote was as follows:

AYE:                 Mrs. McConathy, Mr. Breazeale, Mr. Rodriguez, Mrs. Webb, Mr. Barrios, Mr. Berry, Dr. Chapman, Mr. Allen, Mrs. Dixon

NAY:                None

ABSENT:          None

____________________

A motion was made by Mrs. Julie McConathy and seconded by Mr. Steve Berry to approve Change Order #1 on “Tioga High Signage” for RPSB (Bid # 14-41) between the Rapides Parish School Board and James A. Decker Builders decreasing $19,700.00 to the contract sum thereby decreasing the original contract to $251,810.00 and authorize the Board President and/or Superintendent to sign any documentation. (Item 19)

Discussion ensued.

On roll call the vote was as follows:

AYE:                 Mrs. McConathy, Mr. Breazeale, Mr. Rodriguez, Mrs. Webb, Mr. Barrios, Mr. Berry, Dr. Chapman, Mr. Allen, Mrs. Dixon

NAY:                None

ABSENT:          None

A motion was made by Mr. Steve Berry and seconded by Mrs. Julie McConathy to approve Change Order #1 on “Tioga Jr. High Renovation” for RPSB (Bid # 14-45) between the Rapides Parish School Board and Tudor, Inc. decreasing $90,360.00 to the contract sum thereby decreasing the original contract to $1,886,640.00 and authorize the Board President and/or Superintendent to sign any documentation. (Item 20)

On roll call the vote was as follows:

AYE:                 Mrs. McConathy, Mr. Breazeale, Mr. Rodriguez, Mrs. Webb, Mr. Barrios, Mr. Berry, Dr. Chapman, Mr. Allen, Mrs. Dixon

NAY:                None

ABSENT:          None

____________________

A motion was made by Mr. Steve Berry and seconded by Mrs. Julie McConathy to conclude the claim of the City of Alexandria for utilities consumed at Scott M. Brame Middle School unpaid because of a software problem in the City’s bill preparation by a onetime payment of $129,838.74 to the City and to authorize the Superintendent to execute any necessary documents concluding the claim. (Item 21)

Discussion ensued.

On roll call the vote was as follows:

AYE:                 Mrs. McConathy, Mr. Breazeale, Mr. Rodriguez, Mrs. Webb, Mr. Barrios, Mr. Berry, Dr. Chapman, Mr. Allen, Mrs. Dixon

NAY:                None

ABSENT:          None

____________________

A motion was made by Mr. Steve Berry and seconded by Mrs. Julie McConathy to present an evaluation instrument for Superintendent’s Annual Evaluation to be considered for Board discussion and action. (Item 22)

Discussion ensued.

A substitute motion was made by Mrs. Janet Dixon and seconded by Mrs. Julie McConathy to accept into the record the evaluation instrument tool that was presented from the superintendent to the RPSB and also for the Personnel Chair at the July Personnel Committee make any recommendations, additions, changes or deletions. Such information shall be in writing for consideration.

Discussion ensued.

A second substitute motion was made by Mr. Steve Berry and seconded by Mrs. Julie McConathy that the Board accept the motion for discussion and future action at the July Personnel Committee meeting.

Discussion ensued.

On the second substitute motion by Mr. Steve Berry and seconded by Mrs. Julie McConathy, the Board voted unanimously that the Board accept the motion for discussion and future action at the July Personnel Committee meeting.

____________________

A motion was made by Mr. Steve Berry and seconded by Mrs. Julie McConathy for the RPSB to review and discuss RPSB policy BBBA. (Item 23)

Discussion ensued.

A substitute motion was made by Mrs. Janet Dixon and seconded by Mrs. Julie McConathy, with a one month layover, to strike the following on Policy BBBA “All members with individual requests for information, reports, or studies done by office staff, shall put the request in writing to the Superintendent for staff assignment. If the Superintendent deems the request excessive, the request shall be brought to the full board for consideration.

Discussion ensued.

A second substitute motion was made by Mrs. Janet Dixon and seconded by Mrs. Julie McConathy to delete from Policy BBBA the sentence in the second paragraph “ If the Superintendent deems the request excessive, the request shall be brought to the full board for consideration”, pending a one month layover.

On roll call the vote on the second substitute motion was as follows:

AYE:                 Mrs. McConathy, Mr. Rodriguez, Mr. Barrios, Mr. Allen, Mrs. Dixon

NAY:                Mr. Breazeale, Mrs. Webb, Mr. Berry, Dr. Chapman

ABSENT:          None

THE SECOND SUBSTITUTE MOTION WAS ADOPTED BY MAJORITY VOTE.

____________________

A motion was made by Mr. Steve Berry and seconded by Mrs. Julie McConathy for the RPSB to receive a report/update on current facility use compliance as it relates to the RPSB policy on usage at the schools. (Item 24)

Mr. Clyde Washington gave an update and discussion ensued.

No action was taken.

____________________

A motion was made by Mrs. Julie McConathy and seconded by Mrs. Janet Dixon that the RPSB purchase two promethean boards for the classrooms at Martin Park Elementary School. (Item 25)

Discussion ensued.

An amended motion was made by Mr. John Allen and seconded by Mrs. Julie McConathy that the RPSB purchase six (6) promethean boards for the classrooms at Martin Park Elementary School.

On roll call the vote on the amended motion was as follows:

AYE:                 Mrs. McConathy, Mr. Rodriguez, Mr. Barrios, Mr. Allen, Mrs. Dixon

NAY:                Mr. Breazeale, Mrs. Webb, Dr. Chapman

ABSENT:          None

ABSTAIN:         Mr. Berry

THE AMENDED MOTION WAS ADOPTED BY MAORITY VOTE.

____________________

A motion was made by Mrs. Julie McConathy and seconded by Mrs. Janet Dixon to receive a report on the Bus Maintenance Facility. (Item 5D-15)

Mr. Velt Edward presented the report and discussion ensued.

No action was taken.

____________________

Pursuant to motion duly carried, the Rapides Parish School Board adjourned.

/s/Janet H. Dixon

President

ATTEST:

/s/Nason Authement

Secretary

S E A L