JASPER COUNTY BOARD OF TRUSTEES
MINUTES – FEBRUARY 11, 2013
PRESENT: Berty Riley, Bennie Hazel, Cathy Gardner, Randy Horton, Priscilla Fraser, Tedd Moyd, Debora Butler and Alina Hamilton-Clark (T)
NOTE: District Board Seat #9 is Vacant
1. CALL TO ORDER - Berty Riley, Board Chairperson, called the meeting to order at 6:34 p.m. in the Jasper County Council Chamber on the third floor of the Jasper County Government Building located at 358 Third Avenue in Ridgeland, S.C.
2. ROLL CALL & ESTABLISHMENT OF A QUORUM – 7P/1T/1V (Vacant)
3. NOTIFICATION OF NEWS MEDIA – The following news media were notified of the date, time, place and agenda of this meeting: Jasper Sun, Hardeeville Today, Beaufort Gazette, Bluffton Today, Island Packet, Savannah Morning News, The Gullah Sentinel, WSAV, WTOC and WJCL/WTGS.
4. MOMENT OF SILENCE – A moment of silence was observed by the Board and others led by Tedd Moyd, Board Chaplain.
5. PLEDGE OF ALLEGIANCE – The pledge to the flag was recited by the Board and others present.
6. SPECIAL RECOGNITION(S) –
6.1 SCBT TEACHER OF THE MONTH – JANUARY 2013 –
- RUSSELL HOLLEY – RIDGELAND ELEMENTARY SCHOOL
- ASHLEY OLIVER – HARDEEVILLE ELEMENTARY SCHOOL
- CEDARIS ROBINSON – HARDEEVILLE-RIDGELAND MIDDLE
- JACQUELINE WAITE – RIDGELAND-HARDEEVILLE HIGH
Dr. Washington and Dr. Holmes recognized these teachers for being selected as the South Carolina Bank & Trust Teachers of the Month for their schools for the month of January 2013. Each teacher was presented with an incentive check from the District.
Ms. Riley congratulated these teachers and commended them for all that they do for the students. She encouraged them to always do their best.
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7. *APPROVAL OF AGENDA – Ms. Riley entertained a motion for approval of the Agenda. A motion was made by Cathy Gardner and seconded by Priscilla Fraser for approval. THE MOTION PASSED UNANIMOUSLY 7-0.
8. *ADOPTION OF MINUTES – JANUARY 28, 2013 – Ms. Riley entertained a motion for the adoption of the minutes. A motion was made by Priscilla Fraser and seconded by Cathy Gardner to adopt the minutes.
THE MOTION PASSED UNANIMOUSLY 7-0.
9. SPECIAL HEARING(S) –
9.1 SUPERINTENDENT’S REPORT – Dr. Washington reported that Bud Ferillo, the producer of the documentary Corridor of Shame: The Neglect of South Carolina’s Rural Schools, that was produced approximately ten years ago on the challenges faced in funding an adequate education in South Carolina’s rural school districts, was present at a special dinner held on Saturday at First Presbyterian Church of Hilton Head to gather information on the improvements in schools on the I-95 Corridor. Volunteers, donors and representatives were invited to meet Mr. Ferillo and to share their experiences in working with students in Jasper, Allendale and Hampton Counties. On Sunday morning, Dr. Washington and other district staff attended worship services at the First Presbyterian Church of Hilton Head, where they recognized and celebrated Ridgeland Elementary School. First Presbyterian Church of Hilton Head is a partner with Ridgeland Elementary School. Plans are for Mr. Ferillo to return and produce a new documentary entitled the Corridor of Hope.
Dr. Washington reported on numerous training opportunities that administrators, teachers and staff are involved in for the successful implementation of the Common Core State Standards. This is the global curriculum that will replace the state’s current curriculum.
Dr. Washington congratulated the Hardeeville Ridgeland Middle School Boys’ and Girls’ Basketball Teams for winning the AA Division Championship and the Ridgeland Hardeeville High School Boys’ and Girls’ teams who are in the playoffs this week. She shared that there is a huge debate centered on the South Carolina High School League, which is the governing body for athletics for the state. Recommendations are to move the League under the direction of the S. C. Department of Education. Board members were encouraged to review the proposal and provide feedback to the Jasper County Delegation.
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Dr. Washington reported on discussions that have come out of the monthly meetings held with Student, Teacher and Parent Advisory Groups. The Parent Advisory Group is assisting in planning the first Parent-Staff Talent Show that will be held in March.
Ms. Riley commended Dr. Washington for appearing throughout the community as part of the requirements of her contract and thanked her for the work that she is doing.
(Alina Hamilton-Clark arrived at the board meeting.)
9.2 COMPREHENSIVE ANNUAL FINANCIAL REPORT FOR THE FISCAL YEAR ENDED JUNE 30, 2012 – MCGREGOR & CO. – Mark Layman and Buddy Leaphardt were present from McGregor & Company to present the findings from the financial audit conducted for the year ending June 30, 2012. Mr. Layman came forward to share a brief review of this report. He referenced the Certificate of Achievement for Excellence in Financial Reporting that was awarded to the Jasper County School District by the Government Finance Officers’ Association (GFOA) of the United States and Canada for its comprehensive annual financial report for year ended June 30, 2011. This is the eighth year in a row that the District has received this.
Several financial highlights were shared in the audit report (page 3):
§ The assets of the District exceeded liabilities at the close of the most recent fiscal year by $25.789 million (net assets). Of this amount, $1.582 million (unrestricted net assets) may be used to meet the government‘s ongoing obligations to students and creditors in accordance with the District’s fund designation and fiscal policies.
§ The District’s net assets increased by $1.372 million during the year ended June 30, 2012, compared to a decrease of $2,812 for the year ended June 30, 2011.
§ At the close of the current fiscal year, the District’s governmental funds reported combined ending fund balances of $4.672 million. Of this amount, $2.791 million is available for use within the District’s designations and policies.
§ At the close of the 2011-2012 fiscal year, the general fund balance available for spending in the subsequent fiscal year was $2.791 million or 12% of the total budgeted general fund expenditures for the fiscal year ending June 30, 2012.
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§ The District’s balance of outstanding general obligation bonds decreased by $2.456 million during the year ended June 30, 2012, to a balance of $41,321 million at that date.
Mr. Layman went through the audit report explaining the different financial statements included.
The board members were given the opportunity to ask questions.
Dr. Butler questioned the amount that was carried over from the 2011-2012 Budget to the current year’s budget.
Mr. Layman responded that the total brought forward from the general fund was $2,925,592; however, $134,534 was a deposit on the health insurance expenses for June 2013 and $348,415 was used to balance the 2012-2013 Budget.
Mr. Horton asked where he would find the Ridgeland athletic funds in this audit report.
Mr. Layman explained that between 2004 and 2009 the millage for the property taxes was not sufficient to enable the District not to have to use some of the one cent sales taxes collections to make current debt service payments on the 2004-2005 Bonds. This money had to be used to pay the debt service for the referendum. Adjustments were made to reflect that the money was used for debt service. He referenced page 13 of the audit where it shows that $436,216 was owed from the debt service fund to the general fund. This is an unrestricted liability that the debt service fund can pay over to the general fund for improvements at the Ridgeland facility. The money is not on hand in a separate account.
Mr. Horton shared his concern of how this went from $1 million to $436,216.
Mr. Layman responded that they discussed this last year and he does not recall ever seeing the $1 million figure. He has only seen the $437,000. Every penny of the bond referendum money has been accounted for. The debt service had to be paid and the extra money left had to go toward this. He is not aware of any funds that were set aside for the Ridgeland complex for $1 million.
Mr. Horton asked why this was used to pay debt service.
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Mr. Layman stated that there was no other source to pay debt service when it became due.
Mr. Horton stated that the county pays the debt service when it is due.
Mr. Layman stated that this was not done during the first three years while the building project was going on. The county did not start assessing millage until they brought this to the Board’s attention in 2009 that there was going to be a cash flow problem if they did not get some more revenue coming in to the debt service fund. The County Treasurer handles all of the payments. The sales taxes are collected under the referendum approved program and the debt service taxes are assessed based on the millage that the school district tells the county auditor to assess the taxes at.
Mr. Horton stated that back around 2001-2002 they were already collecting the one cent sales tax before bonds were even issued and they had money coming in.
Mr. Layman responded that the sales tax was approved in 2001 and it started coming in around 2002 or 2003. Immediately the land was purchased for the two sites in the first year that the sales tax collections occurred. A bulk of the sales tax money was used to purchase the land, along with the architectural fees, engineering fees, etc. This was shown in a recap of all of the expenses each year.
Alina Hamilton-Clark stated that when she came on the Board she recalls the $437,000 that was available for the Ridgeland complex. They wanted Ridgeland and Hardeeville to have the same things.
Mr. Layman stated that the $436,216 is available to use assuming that the funds are there for the March 1st debt service payment which is $3.2 million.
Ms. Riley stated that she remembers some of the funds having to be used for the Hardeeville athletic complex for some things that were needed. She does not recall the Board giving permission for these funds to be used for debt service. She questioned Dr. Washington about the improvements that are to be done this year at the current athletic complex.
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Dr. Washington shared that the Board approved for M. B. Kahn Construction Company to do the work on the Ridgeland stadium and this has already begun. They will be working on the restrooms, the sound system and other upgrades.
Mr. Horton questioned why the District’s bond rating was downgraded.
Mr. Layman stated that this was done by Standard & Poors to school districts but he does not know why. Since the Jasper County School District does not have any long term borrowing plans going forward this would not cause an issue. The District may have to pay a higher interest rate. This was not a bad mark for the District but just a sign of the times.
9.3 SCHOOL IMPROVEMENT GRANT (SIG) OVERVIEW – MARVA TIGNER, DIRECTOR OF FEDERAL PROGRAMS – Marva Tigner, Director of Federal Programs, shared an update on the School Improvement Grant, which is a three-year grant that was awarded to the District. She shared background information for the new board members. They went with the transformation model which includes four components that the district must abide by:
(1) Developing/increasing teacher and school leader effectiveness
(2) Comprehensive instructional reform
(3) Increasing learning time/community oriented schools
(4) Providing operational flexibility and sustained support
The District was awarded $3,841,615.00 for a three-year cycle and is now in the final year of this grant. However, the funding was delayed for year three because the middle schools were consolidated. A ruling was required from the U. S. Department of Education whether to fund one school or two schools. A decision was made in December 2012 in favor of full allocation for the final year in the amount of $1,280,540.00. A new project had to be written for Hardeeville Ridgeland Middle School. These funds have to be used by September 30, 2013 and there is no eligibility for carryover.
Mrs. Tigner stated that it will be a challenge to spend this amount of funds in the short time period but they will make it happen.
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10. *CONSENT AGENDA –
10.1 SPECIAL REVENUE BUDGETS (A-H)
10.2 OUT-OF-STATE TRAVEL REQUESTS (A-C)
10.3 OVERNIGHT FIELD TRIP REQUEST
10.4 BOARD ATTENDANCE – JANUARY 2013
10.5 PERSONNEL REPORT –
§ NEW HIRE (A)
§ FMLA REQUESTS (A-B)
§ RESIGNATION/TERMINATION (A-B)
Ms. Riley asked if there were any items that needed to be pulled from the Consent Agenda for questions or discussion.
Mr. Moyd asked to pull (10.3) Overnight Field Trip Request and the FMLA Requests (A-B) only from the Personnel Report (10.5).
Ms. Riley entertained a motion for approval of (10.1) Special Revenue Budgets (A-H), (10.2) Out-of-State Travel Requests (A-C), (10.4) Board Attendance – January 2013, and New Hire (A) and Resignation/Termination (A-B) under the Personnel Report (10.5). A motion was made by Alina Hamilton-Clark and seconded by Cathy Gardner to approve these Consent Agenda items. THE MOTION PASSED UNANIMOUSLY 8-0.
(10.3) Overnight Field Trip Request – Mr. Moyd questioned the objective for this trip and if this trip meets the objective. He did not see where this overnight trip would help the students with truancy.