Guilford County Board of Education
Board Meeting
October 10, 2006

GUILFORD COUNTY BOARD OF EDUCATION
RETREAT
GREENSBORO, NORTH CAROLINA

The Guilford County Board of Education held a retreat on Saturday, September 23, 2006, at 712 North Eugene Street, Greensboro, North Carolina. The following Board members were present: Walter Childs (arrived at 10:46 a.m.), Kris Cooke, Alan Duncan, Darlene Garrett (arrived at 8:43 a.m.), Deena Hayes, Dot Kearns (departed at 2 p.m.), Susan Mendenhall, Amos Quick (arrived at 8:56 a.m., departed at 2:03 p.m.), Nancy Routh and Marti Sykes (departed at 12:15 p.m.). Board member Anita Sharpe was absent. Also present were Superintendent Terry Grier and Attorney Jill Wilson (arrived at 8:41 a.m.).

Chairman Duncan called the meeting to order at 8:38 a.m. on Saturday, September 23, 2006.

Discussion of Materials That Have Been Distributed Relating to Superintendent’s Goals

Superintendent Terry Grier updated the board on the Five Goals for the Superintendent for 2005-06. Included in this update was information regarding the superintendent’s increased visibility in the community. Board members received a copy of Dr. Grier’s 2006-07 meeting schedule.

Also presented was the suggested Minority and Women Business Enterprise (MWBE) strategic plan for the district.

Executive Accounting and Research Officer Gongshu Zhang presented the superintendent’s goal of improving the measurable performance of the system as measured by the following components:

1. Increase graduation rate based on cumulative index
2. Decrease or maintain current dropout rate
3. Increase average score and participation in SAT
4. Continue to make progress to close the achievement gap in grades three through eight in math and reading
5. Increase in number the schools that meet AYP (comparison of Guilford County with the surrounding counties of Cumberland, Forsyth, Mecklenberg and Wake)

Chairman Duncan discussed the superintendent’s evaluation process. At the November 8, 2005 board meeting, guidelines were set by the board that compensation for the superintendent included two components: The Superintendent shall receive no more than the amount of a teacher increase in any given year. Chairman Duncan clarified that the teacher amount for school year 2005-06 was 2.24 percent plus additional funds made available by Governor Easley. He further reported that at the November 17, 2005 meeting, the board established goals for the superintendent to meet for 2005-06. At the end of the school year, the board determines if the superintendent met the goals and what salary increase, if any, he should receive. The salary adjustment will be retroactive to July 1, 2005 and will not exceed the 2.24 percent plus legislative adjustment. Chairman Duncan stated that the board needs to finalize the decision for the completion of the previous fiscal year’s compensation.

Board discussion turned to an evaluation of the 2005-06 school year. Attorney Jill Wilson distributed an evaluation instrument and asked that board members send back their completed evaluation forms to her no later than October 5 in order to proceed with the superintendent’s evaluation at the October 10 board meeting.

Additionally, the board must finalize a set of goals for the 2006-07 school year. It was requested that the staff present a set of proposed goals to the board for review.

Chairman Duncan stated that the process will start with the 2007-08 goal setting occurring in March, consistent with discussion of the budget process, with goals being finalized no later than April 1. The evaluation process will continue to occur during the October timeframe because the board will not have sufficient results earlier than that.

GCS “Our Promise”

District Relations presented GCS “Our Promise” to the board for review and consideration. This written statement was developed in conjunction with the goal to improve relations among ourselves, our employees, our community and our parents. District Relations advised the board that “Our Promise” will be integrated, beginning with recruitment of employees stressing that it is a priority for working in Guilford County Schools. It will be signed off when employees fill out hiring forms and also be incorporated within the review process. Every year, employees will be evaluated in how effectively they deliver this promise.

The board was in full support of GCS “Our Promise” and stated that board members, as well as staff, will follow this directive.

GCS Thematic Goals

Executive Accounting and Research Officer Gongshu Zhang presented information to the board regarding the GCS Thematic Goals. A copy of Dr. Zhang’s complete report is included in the minutes file.

1. Beginning with the 2006-07 school year, all entering kindergarten students will read at or above grade level by the end of the third grade, which will be the end of the 2009-10 school year.

Dr. Zhang stressed the importance of students being able to read by the third grade. Going forward, Dr. Zhang and Chief Information and Student Support Officer Terrence Young will provide schools with detailed data in a timely manner so the schools always know where they stand and what they need to do to reach this goal.

1. By the end of the 2008-09 school year, the math achievement gap will be eliminated for 2006-07 sixth graders, while overall math achievement scores will increase for middle school students.

Dr. Zhang stated that much work needs to be done targeting middle schools in order to reach this goal. Going forward, Dr. Zhang will generate school-level balanced scorecards, setting the level for them based on this goal.

1. All rising ninth-grade students in the 2006-07 school year will graduate from high school in four years – completing a relevant and rigorous curriculum.

Superintendent Grier stated that staff will take a close look at the supplemental services which are being provided to help these children achieve this goal.

Governance Committee Status Report

Board member Nancy Routh led a discussion addressing Policy BF, Responding to Complaints. This document was originally presented at the August 8 board meeting. After further discussion by the board, it was decided that this policy should include the following statement: “Regardless of the resolution, the superintendent or designee will notify the board member(s) who request to be notified when the process is complete.” This policy will be included on the September 28 board meeting agenda for first reading.

Shared Communications Committee Status Report

Board member Susan Mendenhall presented an update regarding scheduled meetings with principals. She asked that board members attend the September 28 Shared Communications Meeting with middle school principals at Jackson Middle School. A complete schedule of future principal meetings will be sent to board members when it is completed.

Achievement Gap Committee Status Report

Board member Deena Hayes presented an update on the Achievement Gap Committee. Because the achievement gap is so multi-faceted, the committee, during its initial meetings, identified multiple factors – both internal and external. Some of the external factors were low birth weight, exposure to lead-based paint and low parent involvement. Some of the internal factors were less-experienced teachers, cultural low expectations and over identification for special education. At the most recent committee meeting, emphasis was placed on closing the achievement gap in the classroom. The initial recommendation made was to strengthen the GCS Right Start Teacher Induction Program. Martha Snavely, executive director of induction and success, will report on the status and progress of the Induction and Success Program at the September 28 board meeting.

Legislative Committee Status Report

Board member Susan Mendenhall provided an update on the Legislative Committee and distributed the Legislative Agenda for 2006. Board members were asked to review it and provide feedback to Ms. Mendenhall in writing regarding any changes, suggestions or additions. Chairman Duncan asked that the Legislative Agenda 2006 be included for approval on the agenda for a board meeting in November. As a result of the upcoming changeover of two board positions, he suggested that if there are any 6-to-5 votes at that time, the board should reaffirm those votes at the first meeting in December.

VSN Program Discussion

Chief of Staff Eric Becoats presented information on the VSN Program. The district is seeing an increase in the number of students who qualify for these services. Staff had conversations this year with the principal at Lincoln Academy to address concerns about space. As a result, staff has identified sites in High Point and is potentially looking at the current Allen Jay Middle School site for VSN students. It was originally thought that Penn-Griffin could be utilized for VSN students, but after talking with Penn-Griffin Middle School Principal Bobby Hayes, there was some concern about Penn-Griffin expanding its visual performing arts program at the high school level in addition to having space for VSN. For this reason, the Allen Jay Middle School site was suggested. Staff recommended utilizing the current Lincoln Academy/Penn-Griffin boundary since Allen Jay is in the Penn-Griffin boundary. Allen Jay students will be housed in the new Southern Middle School in August of 2007, which is the same time the VSN program at the Allen Jay site would begin.

Following discussion by the board, Chairman Duncan suggested that staff investigate Welborn as a possible VSN site since space is available there. Chief of Staff Eric Becoats will provide updated information to the board regarding attendance numbers in view of the consideration of Welborn. Board member Deena Hayes requested a breakdown of the VSN population according to ethnicity.

Board member Marti Sykes left the meeting at 12:15 p.m.

Proposal for International Baccalaureate (IB) Program at Page

Chief of Staff Eric Becoats and Page High School Principal Terry Worrell shared a proposal with the board regarding the International Baccalaureate (IB) program at Page High School. Presented to the board was the “IB Timeline” which explains the process required to attain authorization. Also provided was a document which answers questions regarding the International Baccalaureate Diploma Program at Page High, information with respect to “Training Required for Authorization for the Diploma Programme,” the IB Budget and the proposed IB feeder area map.

Dr. Worrell provided information to the board in regard to the current AP program at Page as well as her vision about the proposed IB program. She stated that IB would complement the existing programs at Page and that the Page teachers have the appropriate philosophy to encourage all students to continue reaching their highest potential.

Following a period of discussion and a review of the proposed budget, it was agreed that the administration should proceed with filing the application. Motion was made by Kris Cooke, seconded by Darlene Garrett, to direct staff to submit the application for the IB Program at Page. The motion passed upon unanimous voice vote.

45-15 Year-Round Scheduling – A Potential Response to Overcrowding and Trailers

Chief Auxiliary Services Officer John Wright presented information on year-round scheduling. In a 45-15 year-round multi-track, the school facility is used year-round. The student body is divided into four groups with each group scheduled in a staggered manner; where while three groups are in school, the fourth group is on a break for 15 days. This schedule, in an optimal situation, allows the school to educate 33 percent more students than in the ten-month traditional schedule.

Dr. Wright also shared information on Wake County’s experiences in regard to year-round scheduling followed by board discussion on the pros and cons of the 45-15 year-round scheduling possibilities. Should the board find this option worthy of consideration, much work needs to be done in instruction, operation and implementation.

Board members Dot Kearns and Amos Quick left the meeting at 2:02 p.m.

Bond Referendum Discussion

Chief Operations Officer Kevin Lear provided to the board a Capital Improvement Program Preliminary Budget Study in regard to 2007 bond program planning. This summary contained information relating to the $300 million bond; new schools; high schools; middle schools; elementary schools; athletic facilities; maintenance, safety and security; and other system-wide issues. The total cost estimate for the projects being considered is $816,170,714. Mr. Lear stressed the fact that the costs itemized are estimates only.

Board member Kris Cooke suggested that the board study the information and schedule a meeting to further review the bond referendum. Chairman Duncan requested that a special board meeting be held in October to study these recommendations in more detail in regard to timing and amount.

MWBE Status and On-Going Initiatives

There was discussion on the MWBE strategic plan and initiatives of GCS. The plan includes a blend of components from the district’s existing MWBE strategies/initiatives and the Minority/Women/Historically Underutilized Business Program Recommendations prepared by consultant Kenneth Johnson of K. Johnson Consulting Services, Inc. The plan and accompanying documents, which were distributed to the board, have been reviewed by Attorney Jill Wilson and revised as needed to incorporate her input/legal expertise. It was asked that the board review the plans and share any requested changes for improvement with Attorney Wilson.

Superintendent Terry Grier suggested scheduling a special board meeting in October or November to study the recommendations in more detail. The board will ask Kenneth Johnson to be in attendance at this meeting.

Board Representation at Community Events

There was discussion regarding board participation in special events. Superintendent Grier asked the board for guidance in making decisions regarding invitations for attendance at specific functions. Chairman Duncan stated that it is the board’s distinct view that there should be board representation at key community events where there is an expectation that community leaders, including elected officials, be present. Board member Kris Cooke suggested that board members submit a list of events which they feel are meaningful to one of the following board members: Nancy Routh, Darlene Garrett or Walter Childs.

Effective Character Education Program

Chief Information and Student Support Officer Terrence Young presented information on the Effective Character Education Program. GCS has partnered with Winston-Salem/Forsyth County Schools in the submission of a grant to the United States Department of Education to examine how to best facilitate the social and ethical development of middle school students. In July 2006, both districts were awarded nearly $1.7 million in a four-year grant to study the impact of character education on the social, ethical and academic achievement of middle school students. Dr. Phillip Vincent, character education consultant and author, will be the director for the project. The GCS Character Education program will be located in the student services department. The middle school counseling supervisor will coordinate both the grant and the Character Education Program for GCS.

This project will allow staff to conduct solid research on the role that a positive student/teacher relationship, combined with the development of consistent practices to promote school civility, will also have on the learning climate in all aspects of the school. The study will focus on six Guilford County and six Forsyth County schools. Selection of these 12 schools will be random. This ensures that each of the middle schools will have an equal opportunity to participate in the project. One of the things that makes this project unique is surveying and talking with parents on what they believe good character is, along with what they do in the homes and communities to model and promote good character.

Although the focus of the grant will be in six Guilford County middle schools, other schools will receive services from Dr. Vincent and the team of educators provided by the grant. The student services department will provide extensive training to implement components of an effective Character Education Program in all of our classrooms and schools grades K-12. This includes strategies on how to help children develop good character and create a caring, responsible and productive school. Dr. Young will provide an update to the board in December.

Staffing Formula Approaches for Middle School Specialists and Physical Education Specialists at Elementary Schools

Chief Human Resources Officer Peggy Thompson presented information on planning allotment formulas for middle school specialists and physical education specialists at elementary schools.

Elementary school physical education specialists should serve each child, K-5, once a week with 30-35 minute periods for K-2 students and 35-40 minute periods for 3-5 students. The total number of classes served each day should be six to eight, depending on the length of the classes. An elementary specialist may serve as many as three schools based on the total student enrollment. Some variance among schools is based on additional allocations for physical education and Spanish, and for pairings between or among schools. Some schools have chosen to purchase additional art, music or physical education teachers based on their goals to increase planning. The current number of physical education teachers is 76.0.

Middle schools are allocated positions on an allotment formula of 20.4:1. Teachers are equitably distributed among middle schools based on that formula. Class size average for middle school is 26 and the range is 24-29. Physical education teachers are allocated from this formula.

Should We Continue Block Scheduling?

Superintendent Terry Grier presented data on block scheduling. Board members received information on studies done by the Department of Public Instruction, The College Board, American Council on the Teaching of Foreign Languages, Tennessee State University, Phi Delta Kappa International and an article published in ResearchBrief. It was found that there was little or no difference in students’ test results, suspension rates, attendance and SAT scores with block scheduling v. traditional scheduling, with one exception. In regard to students taking advanced placement (AP) courses, the College Board findings say that students in traditional scheduling did significantly better on AP tests than students in block scheduling. Superintendent Grier suggested that he can stress to all schools that all AP courses will be year-long courses. Instructional Improvement Officer John Eldridge will ascertain that there is consistency that AP classes will run year-round in all schools. He will report back to the board.

Board members shared their thoughts on the pros and cons of block scheduling v. traditional scheduling. Chairman Duncan stated that historically the board has taken the position that it is a site-based decision whether to have block or traditional schedules. Staff cautioned that block scheduling will need to be retained for certain scheduling purposes which may be imposed upon us based on legislation. Board member Dot Kearns suggested that an administrative policy be written which will require a six-to-twelve-month planning period and will also give direction regarding the criteria required of schools when a request for a change in scheduling is submitted. Chairman Duncan requested that staff draft this policy.

Addressing Pay Issues for SIMS Operators, Treasurers and Other Classified Positions

Superintendent Terry Grier presented information to the board regarding pay issues for SIMS operators, treasurers and other classified employees.

During the 2004-05 budget development process, the board approved salary increases for middle and high school treasurers after human resources conducted a school treasurer salary reclassification review. Middle school treasurers were increased from pay grade 59 to 60 and high school treasurers were increased from pay grade 60 to 61; however, no change was recommended or approved for elementary school treasurers. Payroll Director Steve Friddle provided the following calculations for information purposes:

1. The cost to increase elementary school treasurers from pay grade 59 to 60 = $87,442.43 (including fringe benefits).
2. The cost to increase middle school treasurers from pay grade 60 to 61 = $32,164.16 (including fringe benefits).
3. The cost to increase high school treasurers from pay grade 61 to 62 = $39,368.38 (including fringe benefits).

Chief Information and Student Support Officer Terrence Young advised that the implementation of NCWISE would necessitate the reclassification of SIMS Technicians to Data Managers. In order to provide compensation at recommended state levels for Data Managers, Dr. Young requested that elementary SIMS technicians be increased from pay grade 57 to 61 and middle and high school SIMS technicians be increased from pay grade 59 to 63. Dr. Young indicated that it may be necessary to consider phasing in such a reclassification over a four-year period. Mr. Friddle provided the following calculations for information purposes:

1. The cost to increase elementary SIMS technicians from pay grade 57 to 58 = $39,039.51 (including fringe benefits).
2. The cost to increase elementary SIMS technicians from pay grade 57 to 59 = $81,457.85 (including fringe benefits).
3. The cost to increase elementary SIMS technicians from pay grade 57 to 60 = $124,944.32 (includes fringe benefits).
4. The cost to increase elementary SIMS technicians from pay grade 57 to 61 = $170,362.14 (includes fringe benefits).
5. The cost to increase middle and high school SIMS technicians from pay grade 59 to 60 = $37,026.66 (includes fringe benefits).
6. The cost to increase middle and high school SIMS technicians from pay grade 59 to 61 = $87,304.68 (includes fringe benefits).
7. The cost to increase middle and high school SIMS technicians from pay grade 59 to 62 = $140,282.56 (includes fringe benefits).
8. The cost to increase middle and high school SIMS technicians from pay grade 59 to 63 = $195,491.96 (includes fringe benefits).

During the 2004-05 budget development process, the board also looked at some custodian and maintenance salaries. Information compiled in 2003-04 regarding those select classified employee salary comparisons was distributed to the board for information purposes. The staff will provide updated information to the board in regard to these salaries.

Improving Board Communications

The board discussed the process of communications. Board member Kris Cooke expressed concern about news appearing in the papers before the board is aware of their occurrences. District Relations stated that staff has the same frustration with sometimes hearing about news in the media before learning of it firsthand. The administration will continue to make every attempt to notify the board immediately when significant events occur. Also discussed was which meetings/events the superintendent and board should attend.

Chairman Duncan asked board members to notify District Relations when they attend events as representatives of the board.

Adjourn

At 4:56 p.m., with no further business, motion to adjourn the meeting was made by Darlene Garrett, and seconded by Deena Hayes. The motion passed upon unanimous voice vote.