Franklinton, Louisiana

August 20, 1998

6:30 P.M.

 

            The Washington Parish School Board met in regular session on the above date with the following members present: President Harold Smith, Karl Bickham, Juanita Barker, Holly James, Susanne Jones, Hayward Boone, Richard N. Thomas, Bruce Brown, and Freddie Jefferson.  Absent: None.

 

            Agenda Item #1 - Call to order.

 

            The meeting was called to order by President Smith.  He welcomed guests and news media present.

 

            Agenda Item #2 - Invocation.

 

            The invocation was given by Bruce Brown.

 

            Agenda Item #3 - Pledge of Allegiance.

 

            President Smith stated that Agenda Item #11 - Report from Durden and Alonzo on Enon Elementary School Audit would be considered at this time to allow Mr. Durden to attend another meeting.

 

            Donna Alonzo and Bill Durden, Certified Public Accountants, presented the following report:

           

Washington Parish School Board:

 

            We 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 office with respect to compliance with policy and procedures concerning individual school activity accounts and school property inventory. 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, we 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.

 

            We tested inventory records to determine the physical existence of property, as listed on the school’s property inventory report and to determine that property at the school was included on the inventory list.  We also inspected property items to determine if they were identified as property of the school and numbered in accordance with the property inventory list.  We examined the records for the schools’ activity accounts.  Three months of bank reconciliations were tested for completeness and mathematical accuracy. Disbursements were tested for proper use of requisitions, purchase orders and supporting documentation in relation to the school board policies and procedures.  We tested bank deposits against prenumbered receipts for propriety and traced them to the activity account ledger.  We calculated gross profit percentages on concession sales and performed reasonableness test on other receipt categories, where applicable.

 

ENON ELEMENTARY SCHOOL

 

Bank Reconciliation - Each month tested was mathematically correct and all reconciling items were verified.  The reconciled balance was traced to the activity account ledger with no exceptions noted.  Beginning and ending balances were traced to prior and subsequent year balances to verify proper cutoffs and transactions recorded in the proper period. There were no exceptions to school board policy concerning bank reconciliation procedures in the months we tested.

 

Cash Disbursements - All items tested were supported by an invoice and purchase order; however, requisition forms were not used, in most instances. Invoices and purchase orders were signed by the principal for all of the items tested.  For the items tested, Enon Elementary School was in compliance with school board polices concerning cash disbursements, except for the absence of requisition forms, where applicable.

 

Cash Receipts - Enon Elementary School has very good documentation supporting their cash receipt transactions.  Their receipt book is balanced to the deposit slip and to the corresponding daily cash receipt report.  All items tested were easily verified and traced to the activity account ledger.  The only finding concerning cash receipts is the need for more frequent deposits to the bank.

 

Concessions - We calculated the gross profit percentage for concession operations for the school year to be 22%.  All invoices for concession purchases were paid on a current basis, and receipts appear to be properly accounted for.

 

Fixed Asset Inventory - We verified the property inventory by room.  We listed items not on the inventory list and confirmed the items that were on the list.  We found several items in each room not on the inventory list.  Most of the items were either very old or a part of a group listing (chairs, desk, tables).  We identified 185 items from the inventory list, which represents approximately 95% of the total items on the list.  Of the 185 items found on the school premises from the inventory list, 90% were tagged.  From this extensive examination, it is our recommendation that all inventory records be maintained by the school, by building, by room.  The inventory list for Enon Elementary School was in good shape; however, all schools under this school board’s jurisdiction need to completely revise their property inventory list.  We were able to locate the majority of items listed on the property inventory report, and almost all the items found were tagged.  The problem we found is that the property inventory list is incomplete and or inaccurate, as to the location within the school.

 

            We were not engaged to, and did not, perform an audit, the objectives of which would be the expression of an opinion on the specified elements, accounts, or items. Accordingly, we do not express such an opinion.  Had we performed additional procedures, other matters might have come to our 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.

 

Durden and Alonzo, Certified Public Accountants

July 15, 1998

 

            Agenda Item #4 - Consider a motion to adopt the minutes of the August 6, 1998, regular board meeting.

 

            It was moved by Hayward Boone, seconded by Susanne Jones, that the Board adopt the minutes of the August 6, 1998, regular board meeting, as submitted to each board member.  Motion carried unanimously.

 

            Agenda Item #5 - Presentation by Ricky Payne, President, Washington Parish Association of Educators, on the topic, “Full Implementation of State Pay Raise for Teachers” (Dennie Fowler).

 

            Mr. Payne requested that the Board fully implement, immediately, the State pay raise for teachers in the amount of $1,284.00 beginning with the next pay check.  He asked the Board to “take a leap of faith.”

 

            Superintendent Fowler responded that full implementation was granted by the Board at the last board meeting, but his recommendation was that the Board delay the implementation of a raise greater than $1,000.00 until the adoption of the 1998/99 Budget Letter by the Board of Elementary and Secondary Education (expected in January, 1999). At that time, the actual amount funded will be known.

 

            Freddie Jefferson stated, “It would be bad judgement by this Board to grant this request.”

 

            Agenda Item #6 - Consider a motion to extend the contract with Hunt Bros. of Louisiana, Inc., for an additional 120 days due to time lines with E-Rate (Rebecca Kemp).

 

            It was moved by Karl Bickham, seconded by Hayward Boone, that the Board extend the contract with Hunt Bros. of Louisiana, Inc., for an additional 120 days due to time lines with E-Rate, as requested by Rebecca Kemp, Technology Director.  Motion carried unanimously.

 

            Agenda Item #7 - Discuss and take appropriate action regarding quotations received for vinyl siding/storm windows and painting for School Board Office Annex (William Brignac).

 

            William Brignac, Supervisor, reviewed the quotations received for painting the School Board Office Annex, which were, as follows:

 

                        T. C. Hunt         $2,450.00

                        Richard Kuhn     $3,200.00

                        Joe N. Davis      $4,444.00

 

            Mr. Brignac reviewed the quotations received for vinyl siding and storm windows, which were, as follows:

 

                        Martin’s Vinyl Siding      $10,750.00

                        C & H Siding Co.           $13,350.00

 

            Following discussion, it was moved by Holly James, seconded by Susanne Jones, that the Board accept the low quotation for vinyl siding and storm windows for the School Board Office Annex in the amount of $10,750.00, submitted by Martin’s Vinyl Siding.  FOR: Holly James, Susanne Jones, and Harold Smith.  AGAINST: Karl Bickham, Juanita Barker, Hayward Boone, Richard N. Thomas, Bruce Brown and Freddie Jefferson.  Motion failed.

 

            It was moved by Freddie Jefferson, seconded by Hayward Boone, that the Board accept the low quotation for painting the School Board Office Annex in the amount of $2,450.00, submitted by T. C. Hunt, with the School Board maintenance crew doing the preparation work.  Motion carried unanimously.

 

            Agenda Item #8 - Discuss and take appropriate action regarding re-classification of school lunch personnel (Marsha Newman).

 

            This item was deleted from the agenda.

 

            Agenda Item #9 - Consider a motion to rescind Board action of June 11, 1998, regarding length of shorts - POLICY JCDB - STUDENT DRESS CODE (Harold Smith).

 

            It was moved by Harold Smith, seconded by Holly James, that the Board rescind Board action of June 11, 1998, regarding length of shorts (Policy JCDB - STUDENT DRESS CODE), and return to the original policy, which states, “Shorts may be worn in grades K-12; however, in junior and senior high schools, shorts must be worn in close proximity of the knees.”  FOR: Holly James, Harold Smith, Karl Bickham, Hayward Boone, Richard N. Thomas, and Freddie Jefferson.  AGAINST: Juanita Barker, Susanne Jones, and Bruce Brown.  Motion carried.

 

            Agenda Item #10 - Discuss and take appropriate action regarding Personnel Adjustments (Richard Kennedy).

 

            It was moved by Freddie Jefferson, seconded by Susanne Jones, that the following Personnel Adjustments be approved, as recommended by Richard Kennedy, Assistant Superintendent:

 

PERSONNEL ADJUSTMENTS

 

RESIGNATION:

 

Enon Elementary School: Bettye M. Talley, Regular Teacher, Resignation effective August 12, 1998.

Franklinton Primary School: Debra E. Berry, Special Education Paraprofessional, Resignation effective August 7, 1998.

Franklinton Jr. High School: Kimberly Jones, Regular Teacher, Resignation effective August 7, 1998.

Franklinton Jr. High School: John Veca, Band Director, Resignation effective August 6, 1998.

Franklinton High School: Pamela A. Richardson, Regular Teacher, Resignation effective August 6, 1998.

Varnado Elementary School: Reginald Robinson, Part-time Custodian, Resignation effective August 14, 1998.

 

RETIREMENT RESIGNATION:

 

Franklinton High School: Ann Harrell, Librarian, Retirement Resignation effective June 3, 1998.

 

RESCINDMENT OF RETIREMENT RESIGNATION:

 

Mt. Hermon School: H. Lin Alford, Regular Teacher, Rescind Retirement Resignation effective July 20, 1998.

 

REQUEST FOR LEAVE:

 

Franklinton Elementary School:   Joetta Thomas, Special Education Paraprofessional, Leave Without Pay effective August 17, 1998, through June 2, 1999.

 

TRANSFER:

 

Mt. Hermon School: Peggy Anderson, Title I Pre-School Teacher, TO Regular Teacher, Mt. Hermon School, effective August 13, 1998.

Wesley Ray Elementary School: Janice Pigott, Title I Teacher, TO Regular Teacher, Wesley Ray Elementary School, effective August 13, 1998.

Wesley Ray Elementary School: Lisa Lee Magee, Regular Teacher, TO Title I Teacher, Wesley Ray Elementary School, effective August 13, 1998.

Dwanna Barber, Special Education Paraprofessional, Enon Elementary School, TO Special Education Paraprofessional, Franklinton Elementary School, effective the 1998/99 school year only.

 

CHANGE OF EMPLOYMENT STATUS:

 

Karen Ballard, Regular Teacher, Enon Elementary School, effective the Fall semester only of the 1998/99 school year, TO Regular Teacher, Enon Elementary School, effective the beginning of the 1998/99 school year - CERTIFIED (replacing Bettye Talley).

 

EMPLOY:

 

Angie Jr. High School: Floyd Childs, Jr., Part-time Custodian, effective August 21, 1998.

Enon Elementary School: Lisa Dykes, Special Education Teacher, effective the Fall semester only of the 1998/99 school year - CIRCULAR 665 (fill-in for Ann Spears, who will be on leave).

Enon Elementary School: Iris Garner, Regular Teacher, effective the Fall semester only of the 1998/99 school year - CERTIFIED (fill-in for Gail Stiles, who is on sabbatical leave).

Franklinton Primary School: Debra W. Burris, Bus Attendant, effective August 24, 1998.

Franklinton Primary School: Pamela Gayle Taylor, Bus Attendant, effective August 24, 1998.

Franklinton Jr. High School: Tania Thompson, Regular Teacher, effective the 1998/99 school year only - CIRCULAR 665.

Franklinton Jr. High School: Gladys Magee, Regular Teacher, effective August 13, 1998, through November 2, 1998 - CERTIFIED (fill-in for Mary McCullen, who is on leave).

Franklinton Jr. High School: Myra Darlene Jordan, Regular Teacher, effective August 13, 1998, and for the 1998/99 school year only - CERTIFIED (fill-in for Emma Route, who is on sabbatical leave).

Franklinton High School: Barbara McKinley, Regular Teacher, effective August 14, 1998, and for the remainder of the 1998/99 school year only - CERTIFIED.

Franklinton High School: Robin Edwards, Regular Teacher, effective the Fall semester only of the 1998/99 school year - CIRCULAR 665 (fill-in for Sylvia Smith, who is on sabbatical leave).

Franklinton High School: Robin Drago, Regular Teacher, effective the Fall semester only of the 1998/99 school year - CIRCULAR 665.

Pine School:  Eva Lynn Lafont, Special Education Teacher, effective the Fall semester only of the 1998/99 school year - CIRCULAR 665 (fill-in for Danny Reeves, who is on sabbatical leave).

 

Motion carried unanimously.

 

            At the request of Richard Kennedy, it was moved by Freddie Jefferson, seconded by Bruce Brown, that the Board authorize Mr. Kennedy to advertise for three (3) Special Education Paraprofessionals for Enon Elementary School, Franklinton Primary School and Franklinton Elementary School, with permission to rank the top four (4) applicants.  Three (3) will be hired, and one (1) will be in reserve should another Special Education Paraprofessional position in the Franklinton area schools become available.  Motion carried unanimously.  Advertising will begin August 21, 1998, and will continue for two (2) weeks.

 

            Agenda Item #12 - Superintendent’s Report.

 

            Superintendent Fowler reported that the opening of school has been exceptionally smooth, with an enrollment of approximately 4,500 students.

 

            He updated the Board on Phase II Construction at Varnado High School.  Target date for pouring the slab for the gym is September 4, 1998.  The metal structure should arrive on site the 2nd. or 3rd. week in October.

 

            Agenda Item #13 - Other business from board members.

 

            Holly James requested that, due to her work schedule, another board member attend the Tax Commission meetings in her place.  Freddie Jefferson agreed to attend the meetings.

 

            Juanita Barker complimented Varnado High School staff and students for the way they have handled adversity.

 

            Agenda Item #14 - Consider a motion to enter into Executive Session under LA. R.S. 42:6.1A(4) regarding a personnel matter (Harold Smith).

 

            It was moved by Karl Bickham, seconded by Holly James, that the Board enter into Executive Session under LA. R.S. 42:6.1A(4) regarding a personnel matter.  Motion carried unanimously.

 

            Agenda Item #15 - Consider a motion to return to regular session.

 

            It was moved by Juanita Barker, seconded by Richard N. Thomas, that the Board return to regular session.  Motion carried unanimously.

 

            Agenda Item #16 - Consider a motion to adjourn.

 

            It was moved by Hayward Boone, seconded by Freddie Jefferson, that the Board adjourn.  Motion carried unanimously.

 

HAROLD R. SMITH, PRESIDENT

 

DENNIE FOWLER, SECRETARY