Franklinton, Louisiana

November 13, 2008

6:30 P.M.

 

The Washington Parish School Board met in regular session on the above date with the following members present: Dan Slocum, John Breland, Mary Adams, Freddie Jefferson, Alan McCain, Karl Bickham and Matthew Tate.  Absent:  Bruce Brown and Dewitt Perry.

 

Agenda Item #1 - Call to order

 

The meeting was called to order by President Freddie Jefferson.  He welcomed School Board Attorney Wayne Kuhn, news media and guests.

           

Agenda Item #2 - Invocation

 

The invocation was given by Matthew Tate.

 

Agenda Item #3 - Pledge of Allegiance

 

 Agenda Item #4 - Administer Oath of Office to John E. Breland, District 4.

 

Attorney Wayne Kuhn administered the Oath of Office to John E. Breland, District 4.

 

Agenda Item #5 - Presentation on Dual Enrollment Louisiana Technical College William Wainwright (Darrell Fairburn).

 

Mr. William Wainwright, Regional Director/Dean, Louisiana Technical College, Region 9 gave a presentation on the Dual Enrollment program.  This is a program between the Louisiana Technical College and the Washington Parish School System.  Dual enrollment is a program that allows eligible high school juniors and seniors to earn Technical College credit while still attending high school. 

 

Agenda Item #6 - Presentation on the LA4 program Joetta Thomas (Carolyn Knight).

 

Ms. Carolyn Knight, LA4 Coordinator, gave an overview of the LA4 program and then introduced Ms. Joetta Thomas, LA4 teacher at Thomas Elementary School.  Ms. Thomas went above and beyond her duties as a teacher and made a DVD of each child to give to their parents.  Ms. Thomas showed one of her students DVD.   The student, Lane Barber, and his mother were in attendance at the meeting.

 

The Board congratulated Ms. Thomas for a job well done.  Karl Bickham commended Ms. Thomas and requested that a letter of commendation be placed in her personnel file.

 

Agenda Item #7 - Discuss and take appropriate action regarding Independent Accountants Report on Applying Agreed-Upon Procedures Angie Jr. High School William R. Durden, CPA (Donna Alonzo).

 

WASHINGTON PARISH SCHOOL BOARD

INDEPENDENT ACCOUNTANTS REPORT ON

APPLYING AGREED-UPON PROCEDURES

 

Washington Parish School Board

Franklinton, LA

 

I have performed the procedures listed below, which were agreed upon by the Washington Parish School Board and Superintendent.  These procedures were performed solely to assist the School Board management with respect to compliance with policy and procedures concerning individual school activity accounts and school property inventory at Angie Junior High for the period July 1, 2007 to June 30, 2008. This engagement to apply agreed-upon procedures was performed in accordance with standards established by the American Institute of Certified Public Accountants.   The sufficiency of the procedures is solely the responsibility of the specified users of the report.  Consequently, I make no representation regarding the sufficiency of the procedures described below either for the purpose for which this report has been requested or for any other purpose.

 

I examined the following records for the Schools activity accounts.  Three months of bank reconciliation forms were tested for completeness and mathematical accuracy. Cash disbursements were tested for proper use of requisitions, purchase orders and supporting documentation in relation to the School Board policies and procedures.  I tested bank deposits against receipts for propriety, traced deposits to the bank statement for timeliness of deposit, and traced them to the activity account ledger to verify proper recording.  I calculated gross profit percentages on concession operations and performed reasonableness tests on other receipt categories where applicable.  I tested inventory records to determine the physical existence of property as listed on the Schools property inventory report and to determine that property at the School was included on the inventory list.  I also inspected property items to determine if they were identified as property of the School and numbered in accordance with the property inventory list.

 

Bank Reconciliation - Each month tested was mathematically correct, all reconciling items proper and the reconciled balances equaled the activity account ledger.  Beginning and ending balances were traced to prior and subsequent period balances to verify proper cutoffs, transactions were recorded in the proper period and balances were carried forward properly.  There were no exceptions to School Board policy concerning bank reconciliation procedures in the months I tested.  The beginning bank balance at July 1, 2007 was $23,804 and the balance at June 30, 2008, was $23,891 resulting in a net increase of $87 for the year ended.

 

Cash disbursements The items examined reflect a lack of compliance with school board policy regarding the documentation of cash disbursements.  A total of twenty items were examined.  Three items (15%) were not supported by an invoice.  One item (5%) had 4 invoices of which 1 was dated before the requisition and purchase order.  Two items (10%) had requisitions with no dates.  One item (5%) had 2 different invoices of which the requisitions were dated after the purchase orders.  Despite these documentation deficiencies, disbursements appear to be posted to the appropriate accounts and cancelled checks agree with the information as recorded in the activity account ledger. 

 

Cash receipts A total of twenty items were examined.  Ten items (50%) were deposited two days or later.    One item (5%) did not have an office deposit form attached.  All of the items were traced to the appropriate activity account.  Deposit tickets were complete and agreed with the daily report.

 

Concessions and other receipts Concessions operations include snack and drink sales during school hours and at athletic events.  Gross profit from concessions netted the school $8,078, a 30% gross profit.

 

School pictures The School netted a profit of $419 for pictures administered by Lifetouch Pictures.

 

Athletic Gate Receipts- Ticket reconciliation forms were utilized for athletic events.  Our examination of these forms indicates a proper accounting for gate receipts and ticket inventory for the events supported by prenumbered ticket sales and ticket reconciliation forms for all games but one.  The ticket reconciliation form for a basketball game against Mt. Hermon on 1/10/08 indicated ticket sales of $581.05 plus $200 used for change.  The office deposit form dated 1/11/08 indicated a deposit of $518.00 including the $200 leaving the deposit short $263.05.  Upon further investigation, it was discovered the wrong ticket reconciliation form was used in error and that information from the previous game had been used on the form.

 

Fixed asset inventory To verify physical existence of items on the School inventory list, I randomly selected items from the inventory list and checked for their physical presence in the listed room.  As I moved throughout the School, I also picked items from each room and then verified that the item was on the inventory list.  I was able to locate inventory items with the assistance of school personnel.  Of the 354 items contained on the schools property inventory, I selected a sample of 80 (23%).  I found 93% of the items selected from the inventory list and of the items found 100% were tagged.  I found 95% of the items selected from the school and 100% of the items selected were tagged.  Of the 40 items selected from the inventory list I was unable to locate three items.  The three missing items were all computers.  Two of the computers are obsolete and have been put on the discard list.  Of the 40 items I selected from the rooms I was unable to locate two items on the inventory list.  One of the items was a computer that had been transferred from Franklinton Junior High School, but had not been added to the inventory list.  The other item was a computer with no record of it being transferred.  However, it is possible that one of the computers not on the list is one of the missing computers.  All of the items found were in the exact room as noted on the inventory list.  Also, all of the items were clearly marked with a property number and as property belonging to Angie Junior High School.  The inventory list for Angie Junior High School was in satisfactory condition.

 

The principal is in charge of the inventory list.  However, it is my understanding that teachers are required to prepare an inventory list for their respective rooms at the beginning and end of each school year.  It should be stressed to the teachers the importance of completing proper transfer sheets when items are permanently moved from one room to another.  After review of the School activity accounts, l found no fixed assets that have been purchased.   

 

Prior examination report findings My prior examination of Angie Junior High School was for the period July 1, 2001 through February 4, 2002.  Findings included:  1) Cash disbursements did not have invoices as part of the documentation and invoices lacked the principals signature, and 2) cash receipts did not indicate the source of money received.

 

I was not engaged to, and did not, perform an audit.  The objective of which would be the expression of an opinion on the specified elements, accounts, or items.  Accordingly, I do not express such an opinion.  Had I performed additional procedures, other matters might have come to my attention that would have been reported to you.

This report is intended solely for the use of the specified users listed above and should not be used by those who have not agreed to the procedures and taken responsibility for the sufficiency of the procedures for their purposes.

 

Agenda Item #8 - Consider a motion to adopt the minutes of the October 9, 2008, regular board meeting (Freddie Jefferson).

 

It was moved by Alan McCain, seconded by Matthew Tate, that the Board adopt the minutes of the October 9, 2008, regular board meeting as submitted to each member.  Motion carried unanimously.

 

Agenda Item #9 - Consider a motion to adopt the schedule of the school board meetings for 2009 (Darrell Fairburn).  It was moved by Matthew Tate, seconded by John Breland, that the Board adopt the schedule of the school board meetings for 2009 as follows:
 

PUBLIC MEETINGS

 

ACT 707 OF 1977

 

REGULAR MEETINGS OF

WASHINGTON PARISH SCHOOL BOARD - 2009

 

The Washington Parish School Board shall meet in regular session for the year 2009 at its legal domicile, the Washington Parish School Board Office Building, 800 Main Street, Franklinton, Louisiana, at 6:30 P.M., on the following dates:

 

 

THURSDAY                                                                MONDAY

 SCHOOL BOARD MEETINGS                                       COMMITTEE MEETINGS

 

January 15, 2009                                                          January 12, 2009

                                                                       

February 12, 2009 Franklinton High                              February 9, 2009

 

March 12, 2009                                                             March 9, 2009

 

April 23, 2009 Varnado Elementary                              April 20, 2009

 

May 7, 2009

May 21, 2009                                                                May 18, 2009

 

June 11, 2009                                                               June 8, 2009

 

July 16, 2009                                                               July 13, 2009

 

August 6, 2009

August 20, 2009                                                            August 17, 2009

 

September 17, 2009                                                     September 14, 2009

 

October 8, 2009   Angie Jr. High                                  October 5, 2009

 

November 12, 2009                                                      November 9, 2009

 

December 10, 2009                                                      December 7, 2009

 

Motion carried unanimously.

 

Agenda Item #10 - Consider a motion to renew the contract of William Brignac, Supervisor (Darrell Fairburn).

 

It was moved by Dan Slocum, seconded by Karl Bickham, that the Board renew the contract of William Brignac, Supervisor, for a contract period of 2 years beginning November 11, 2008 through November 10, 2010.  Motion carried unanimously.

 

Agenda Item #11 - Consider a motion to authorize advertisement for bids for telecommunication services and equipment for e-rate for the 2009/2010 school year (Jimmy Thigpen).

 

Upon the recommendation of Jimmy Thigpen, Technology Technical Coordinator, it was moved by Karl Bickham, seconded by Alan McCain, that the Board authorize advertisement for telecommunication services and equipment for e-rate for the 2009/2010 school year.  Motion carried unanimously.

 

Agenda Item #12 - Discuss and take appropriate action regarding quotes received on replacing light fixtures at Wesley Ray Elementary School (William Brignac).

 

      Upon the recommendation of William Brignac, Supervisor, it was moved by Dan Slocum, seconded by John Breland, that the Board accept the low quote from Glens Electric & Security, Franklinton, LA in the amount of $8,000.00 to replace light fixtures at Wesley Ray Elementary School.  Motion carried unanimously.  Other quotes submitted:  Downtown Electric, Bogalusa, LA - $9,182.00 and T. W. Johnson Electric, LLC, Franklinton, LA - $10,000.00.

 

Agenda Item #13 - Discuss and take appropriate action regarding quotes received on remodeling the boys dressing room in the gym at Varnado High School (William Brignac).

 

Upon the recommendation of William Brignac, Supervisor, it was moved by Matthew Tate, seconded by Alan McCain, that the Board accept the low quote from James Tate Construction, Franklinton, LA in the amount of $7,400.00 for the remodeling of the boys dressing room in the gym at Varnado High School.  Motion carried unanimously.  Other quotes submitted:  Brandon Fussell Construction, LLC, Franklinton, LA - $7,640.00 and Burris Construction, Franklinton, LA - $7,800.00.

 

Agenda Item #14 - Discuss and take appropriate action regarding quotes received on surplus equipment for the School Lunch Program (Marsha Newman).

 

Upon the recommendation of Marsha Newman, it was moved by Alan McCain, seconded by John Breland, that the Board authorize that the surplus equipment for the School Lunch Program be disposed.  Motion carried unanimously.  No quotes were received.

 

Agenda Item #15 - Consider a motion to adopt a resolution authorizing the execution of Amendment #1 to the Cooperative Endeavor Agreement (Donna Alonzo).

 

      It was moved by John Breland, seconded by Alan McCain, that the Board adopt a resolution authorizing the execution of Amendment #1 to the Cooperative Endeavor Agreement as follows:

 

OFFERED BY:  John Breland

 

SECONDED BY:  Alan McCain

 

A RESOLUTION AUTHORIZING THE EXECUTION OF AMENDMENT #1 TO THE COOPERATIVE ENDEAVOR AGREEMENT BETWEEN THE LA DIVISION OF ADMINISTRATION, OFFICE OF COMMUNITY DEVELOPMENTDISASTER RECOVERY UNIT AND THE WASHINGTON PARISH SCHOOL BOARD SO AS TO INCREASE THE HURRICANE KATRINA/RITA DISASTER RECOVERY FUNDING ALLOCATION;  AND TO ADDRESS OTHER MATTERS RALTIVE THERETO.

 

            WHEREAS, the Washington Parish School Board has been advised that, pursuant to the approval of Amendment Number 19 to Action Plan 1 and Amendment Number 6 to Action Plan 2 for disaster recovery through Community Development Block Grant (CDBG) supplemental funding by the U.S. Department of Housing and Urban Development (HUD), the Washington Parish School Board has been allocated an additional $24,276.00, resulting in a total funding allocation of $126,492.00 under the Primary and Secondary Education Infrastructure Program; and

 

            WHEREAS, the formal acceptance of the additional funding requires the School Board to execute the necessary amendment to its cooperative endeavor agreement with the LA Division of Administration, Office of Community DevelopmentDisaster Recovery Unit.

 

            NOW, THEREFORE BE IT RESOLVED by the Washington Parish School Board, on behalf of the Washington Parish School system that, Superintendent Darrell Fairburn be hereby authorized to execute amendment Number 1 to the Cooperative Endeavor Agreement between the LA Division of Administration, Office of Community DevelopmentDisaster Recovery Unit and the School Board to secure the additional $24,276.00 in disaster recovery funding under the Public Primary and Secondary Education Infrastructure Program.

 

Yea:  Dan Slocum, Karl Bickham, John Breland, Mary Adams, Alan McCain, Matthew Tate, Freddie Jefferson

 

Nea:  None

 

Abstained:  None

 

Absent:  Bruce Brown, Dewitt Perry

 

Motion carried unanimously.

 

Agenda Item #16 - Discuss and take appropriate action regarding the School Board Standing Committees (Darrell Fairburn).

 

It was moved by Dan Slocum, seconded by Alan McCain, that the Board approve the School Board Standing Committees and accept the goals and responsibilities of each.  Motion carried unanimously.

 

Agenda Item #17 - Discuss and take appropriate action regarding an adjustment in the Early Childhood Paraprofessional salary (Richard Kennedy).

 

It was moved by Matthew Tate, seconded by Dan Slocum, that the Board approve an adjustment in the Early Childhood Paraprofessional salary as follows:

 

Early Childhood Paraprofessional

SAVE THE CHILDREN - FPS

12 month position 10.13

12 mo salary at 12.00

            19,644.00

            23,400.00

            19,744.00

            23,500.00

            19,844.00

            23,600.00

            19,944.00

            23,700.00

            20,044.00

            23,800.00

            20,144.00

            23,900.00

            20,244.00

            24,000.00

            20,344.00

            24,100.00

            20,444.00

            24,200.00

            20,544.00

            24,300.00

            20,644.00

            24,400.00

            20,744.00

            24,500.00

            20,844.00

            24,600.00

            20,944.00

            24,700.00

            21,044.00

            24,800.00

            21,144.00

            24,900.00

            21,244.00

            25,000.00

            21,344.00

            25,100.00

            21,444.00

            25,200.00

            21,544.00

            25,300.00

            21,644.00

            25,400.00

 

Motion carried unanimously.

 

Agenda Item #18 - Discuss and take appropriate action regarding an addendum to the Pupil Progression Plan (Richard Kennedy).

 

It was moved by Alan McCain, seconded by Karl Bickham, that the Board approve the addendum to the Pupil Progression Plan as follows:

 

Addendum to the Washington Parish School System Pupil Progression Policies and Procedures for Classification of High School Students:

 

vii.  Classifying High School Students

           

(3)  Students are classified by the number of Carnegie Units earned.  Students are not

promoted mid-year.  The units required for each grade are:

 

(For an entering Freshman 2008 - 2009)

 

Sophomore ......................................................... 5 Units

Junior ................................................................. 12 Units

Senior ................................................................  17 Units

Total Units for Graduation ................................   24 Units

 

(For students entering as a Freshman before 2008 - 2009)

 

Sophomore .......................................................... 5 Units

Junior .................................................................. 11 Units

Senior ................................................................. 16 Units

Total Units for Graduation .................................  23 Units

 

Motion carried unanimously.

 

Agenda Item #19 - Discuss and take appropriate action regarding Personnel and Transportation Adjustments (Richard Kennedy).

 

Upon the recommendation of Richard Kennedy, Personnel Director, it was moved by Matthew Tate, seconded by Dan Slocum, that the Board approve the Personnel and Transportation Adjustments as follows:

 

PERSONNEL ADJUSTMENTS

 

RESIGNATION

 

            Franklinton Elementary School:  Chantee Horning, Regular Teacher, Resignation effective October 24, 2008.

 

 

RESCINDING OF RESIGNATION

 

            Franklinton Jr. High School:  Freida Matschnig, Regular Teacher, Rescinding of Resignation effective October 23, 2008.

 

CHANGE OF EMPLOYMENT STATUS

 

            Varnado Elementary School:  Josie DeJongh, Title I Paraprofessional TO Literacy Coordinator effective November 10, 2008.

 

TRANSFER

 

            Angela Miller, Bus Attendant, Franklinton District TO Ensuring Literacy for All Paraprofessional, Franklinton Elementary School effective November 11, 2008 and the remainder of the 08/09 school year only.

 

SABBATICAL MEDICAL LEAVE

 

            Franklinton Elementary School:  Sharon Phillips, Guidance Counselor, Sabbatical Medical Leave effective the Spring Semester of the 2008/2009 school year only.

 

            Pine School:  Peggy Kemp, Regular Teacher, Sabbatical Medical Leave effective October 14, 2008 and the remainder of the 2008/2009 school year only.

 

SABBATICAL PROFESSIONAL LEAVE

 

            Franklinton High School:  Linda D. McCullough, Home Economics Teacher, Sabbatical Professional Leave effective the Spring Semester of the 2008/2009 school year only.

 

EMPLOY

 

            Angie Jr. High School:  Pamela Benison, Flex Funds Grant Paraprofessional, Employ effective November 11, 2008 and the remainder of the 08/09 school year only.

 

            Enon Elementary School:  Lindsey Stringfield, Special Education Paraprofessional, Employ effective November 11, 2008.

 

            Enon Elementary School:  Parrish Wood, Early Intervening Service Paraprofessional, Employ effective November 12, 2008 and the remainder of the 08/09 school year only.

 

            Franklinton Elementary School:  Renee Agnew, Early Intervening Services Paraprofessional, Employ effective November 11, 2008 and the remainder of the 08/09 school year only.

 

            Franklinton Elementary School:  Laurie Schexnider, Licensed Practical Nurse, Employ effective November 13, 2008.

 

            Franklinton Elementary School:  Lisa Turnage, Regular Teacher, Employ effective December 1, 2008 (Certified) (Replacing Chantee Horning).

 

            Franklinton Jr. High School:  Yalonda Magee, Flex Funds Grant Paraprofessional, Employ effective November 11, 2008 and the remainder of the 08/09 school year only.

 

            Mt. Hermon School:  Patti Burch, Early Intervening Service Paraprofessional, Employ effective November 11, 2008 and the remainder of the 08/09 school year only.

 

            Mt. Hermon School:  Candace White, Flex Funds Grant Paraprofessional, Employ effective November 11, 2008 and the remainder of the 08/09 school year only.

 

            Pine School:  Patricia Lott, Flex Funds Grant Paraprofessional, Employ effective November 11, 2008 and the remainder of the 08/09 school year only.

 

            Thomas Elementary School:  Heather Singley, Early Intervening Service Paraprofessional, Employ effective November 11, 2008 and the remainder of the 08/09 school year only.

 

            Varnado Elementary School:  Sandra Seal, Ensuring Literacy for All Paraprofessional, Employ effective November 11, 2008 and the remainder of the 08/09 school year only.

 

            Wesley Ray Elementary School:  Sophia Robinson, Ensuring Literacy for All Paraprofessional, Employ effective November 11, 2008 and the remainder of the 08/09 school year only.

 

TRANSPORTATION ADJUSTMENTS

 

Angie District:               Extend the route of Tammy Boone 4 miles one way to pick up Nichols Clark.  Effective date:  November 10, 2008.

 

Franklinton District:       Extend the route of Elizabeth D. Wood 3.3 miles one way to pick up McKenzie Benison, Joshua Gubert, Michael and Chris Andrade.  Effective date:  October 1, 2008.

 

Motion carried unanimously.

 

Agenda Item #20 - Superintendents Report

 

Superintendent Fairburn stated that one of his concerns is dropouts.

 

Agenda Item #21 - Other business from board members

 

The Board congratulated John Breland and welcomed him to the Board.

 

John Breland thanked the Board and stated that he was proud to be seated on the Board.

 

The Board thanked Carolyn Knight and staff for the job they are doing with the LA4 program.

 

Agenda Item #22 - Consider a motion to enter into Executive Session under LA R.S. 42:6.1A (2) to discuss the matter of Brunt Construction vs. Washington Parish School Board et al (Freddie Jefferson).

 

It was moved by Dan Slocum, seconded by Alan McCain, that the Board enter into Executive Session under LA R.S. 42:6.1A (2) to discuss the matter of Brunt Construction vs. Washington Parish School Board et al.  Motion carried unanimously.

 

Agenda Item #23 - Consider a motion to return to regular session.

 

It was moved by Dan Slocum, seconded by Alan McCain, that the Board return to regular session.  Motion carried unanimously.

 

Agenda Item #24 - Consider a motion to adjourn.

 

      It was moved by Matthew Tate, seconded by Alan McCain, that the Board adjourn.  Motion carried unanimously.

________________________________

Freddie Jefferson, President

________________________________

Darrell Fairburn, Secretary