A G E N D A - Durham Public Schools€¦ · 14-08-2014 · for the DPS insurance program. The Corvel Corporation remains as the third party administrator for the self-funded DPS

Mission Statement

In collaboration with our community and parents, the mission of Durham Public Schools is to provide all students with an outstanding education that motivates them to reach their full potential and enables them to discover their interests and talents, pursue their goals and

dreams, and succeed in college, in the workforce and as engaged citizens.

1. Call to Order 4:30 p.m.

2. Moment of Silence

3. Agenda Review and Approval

4. Public Comment

5. Operational Services a. Applications to Lottery Funds for Capital Projects b. Insurance Renewals and Program Overview c. Holton Facility Agreement Amendment #3 d. Teach for America Contract e. Annual Security Contracts f. Bell Schedule Recommendations for 2015-16 g. Head Start Lease at Eastway Elementary School h. Electronic Board Meetings 6. Financial Services a. Budget Resolution Amendment #3 (2013-2014) 7. Follow-Up 8. Adjournment

A G E N D A

Durham Public Schools Board of Education Administrative Services Committee

August 14, 2014 Fuller Administration Building, 511 Cleveland Street, Durham, NC

Date: August 14, 2014

Durham Public Schools ADMINSTRATIVE SERVICES COMMITTEE

PRECIS Agenda Item: Applications to Lottery Funds for Capital Projects

Staff Liaison Present: Hugh Osteen Phone # 560-3831 Evia Nelson 560-2216

Main Points:

The North Carolina Education Lottery provides funds for Durham Public Schools based on lottery revenue.

The County of Durham utilizes the first $1 million each year to pay down debt on school bonds. The remaining balance is available for DPS’ use.

Attached are three applications for high priority projects to existing facilities totaling $2,481,250.

These applications must also be approved by the County Commissioners.

Administration submits these applications for discussion. Fiscal Implications:

These projects will support the capital infrastructure of the school system. Strategic Plan Alignment:

III.4 – Implement educational specifications for designing and renovating school facilities.

Purpose

Information Discussion Action Consent

Reviewed by: Finance __________ Attorney __________

APPLICATIONPUBLIC SCHOOL BUILDING CAPITAL FUNDNORTH CAROLINA EDUCATION LOTTERY

Approved: ___________________

Date: ___________________

Form Date: July 01, 2011

County:

LEA:

Address:

Contact Person:

Title:

Phone:

Project Title:

Location:

Type of Facility:

North Carolina General Statutes, Chapter 18C, provides that a portion of the proceeds of the North Carolina State Lottery Fund be transferred to the Public School Building Capital Fund in accordance with G.S. 115C-546.2. Further, G.S. 115C-546.2 (d) has been amended to include the following: (3) No county shall have to provide matching funds… (4) A county may use monies in this Fund to pay for school construction projects in local school administrative units and to retire indebtedness incurred for school construction projects. (5) A county may not use monies in this Fund to pay for school technology needs.

As used in this section, “Public School Buildings” shall include only facilities for individual schools that are used for instructional and related purposes, and does not include central administration, maintenance, or other facilities. Applications must be submitted within one year following the date of final payment to the Contractor or Vendor.

Short description of Construction Project:

Estimated Costs:

Planning and Design Services

Purchase of Land

New Construction

Additions / Renovations

Repair

Debt Payment / Bond Payment

TOTAL

Estimated Project Beginning Date: Est. Project Completion Date:

We, the undersigned, agree to submit a statement of state monies expended for this project within 60 days following completion of the project.

The County Commissioners and the Board of Education do hereby jointly request approval of the above project, and request release of $_________________________________ from the Public School Building Capital Fund (Lottery Distribution). We certify that the project herein described is within the parameters of G.S. 115C-546.

(Signature — Chair, County Commissioners) (Date)

(Signature — Chair, Board of Education) (Date)

$

$

1

Durham

320

511 Cleveland Street, Durham

Evia Nelson

Executive Director, C&CP

919.560.2216

Chiller Replacement

School No. 312: 6806 Garrett Road, Durham, NC 27707

Jordan High School

Replace existing 500 ton chiller, pumps and controls

54,000.00

496,000.00

550,000.00

11/01/2014 09/01/2015

550,000.00


Approved: ___________________

Date: ___________________


County:

LEA:

Address:

Contact Person:

Title:

Phone:

Project Title:

Location:

Type of Facility:




Estimated Costs:


Purchase of Land

New Construction


Repair


TOTAL






$

$

2

Durham

320


Evia Nelson


919.560.2216

Building wide restroom upgrades

School No. 366: 4800 Old Chapel Hill Road, Durham, NC 27707

Githens Middle School

Modify all group toilet rooms for accessibility upgrades.

56,250.00

375,000.00

431,250.00

11/01/2014 09/01/2015

431,250.00


Approved: ___________________

Date: ___________________


County:

LEA:

Address:

Contact Person:

Title:

Phone:

Project Title:

Location:

Type of Facility:




Estimated Costs:


Purchase of Land

New Construction


Repair


TOTAL






$

$

3

Durham

320


Evia Nelson


919.560.2216

Roof Replacement

School No. 324: 2730 Hillandale Road, Durham, NC 27705

Hillandale Elementary School

Roof replacement including canopies and skylights

65,000.00

1,435,000.00

1,500,000.00

11/01/2014 09/01/2015

1,500,000.00



PRECIS

Agenda Item: Insurance Renewals and Program Overview

Staff Liaison Present: Hugh Osteen Phone # 560-3831 Tamika Puckett 560-3829

Main Points: Durham Public Schools (DPS) maintains a large deductible property and casualty insurance

program.

Surry Insurance Agency and Arthur J. Gallagher & Co. remain as insurance brokers of record for the DPS insurance program.

The Corvel Corporation remains as the third party administrator for the self-funded DPS

workers’ compensation program. Administration submits this overview for information. Fiscal Implications: DPS experienced an overall 4.59% increase in insurance premiums for fiscal year 2014-15.

Risk Management Services continues to improve the DPS risk management program by working to reduce exposures in the work/school environment.

Strategic Plan Alignment: None

Purpose



Durham Public SchoolsRisk Management Services

Insurance Coverage Premiums for FY 2014‐15

2014-15 2013-14 $ % Carriers Premium Inc/(Dec) Change

Property – including Inland Marine and Boiler & Machinery

Liberty Mutual $376,831.00 $393,361.00 $16,530.00 4.20%

General Liability - including Errors & Omissions, Sexual Misconduct, Data Compromise

Liberty Mutual $237,596.00 $255,670.00 $18,074.00 7.07%

Automobile & Garage Liberty Mutual $99,993.00 $103,391.00 $3,398.00 3.29%

Umbrella Liberty Mutual $68,397.00 $71,046.00 $2,649.00 3.73%

Cyber LiabilityNational Union Fire

Insurance$17,269.00 $18,342.00 $1,073.00 5.85%

Student Accident Insurance (School Day/Event Coverage)

Zurich American $115,808.00 $115,808.00 $0.00 0.00%

Middle School Athletics Coverage - Catastrophic

Zurich American $1,543.00 $1,543.00 $0.00 0.00%

High School Athletics Coverage - Catastrophic

NCHSAA American Advantage

Insurance$11,010.00 $11,628.75 $618.75 5.32%

$928,447.00 $970,789.75 $42,342.75 3%

Excess Workers’ Compensation Safety National Casualty $55,956.00 $62,656.00 $6,700.00 10.69%

Employee Crime/Blanket Employee Dishonesty

Travelers Indemnity Company

$6,740.00 $6,779.00 $39.00 0.58%

$62,696.00 $69,435.00 $6,739.00 6%

Adult School Volunteer Accident NCSBA

Zaytoun & Assocates, Inc. Hartford Life & Accident

$2,240.00 $2,240.00 $0.00 0%

Workers' Compensation Third Party Administrator

Corvel Corporation $28,000.00 $28,000.00 $0.00 0%

$30,240.00 $30,240.00 $0.00 0%

Total Premiums 2013-14 $1,021,383.00

$1,070,464.75 $49,081.75 4.59%

1

Total Premiums 2014-15

Type of Coverage 2014-15 Premium

Broker: Surry Insurance Agency

Broker: Arthur J. Gallagher & Co.

Ancillary Policies & Services



PRECIS Agenda Item: Holton Facility Agreement Amendment #3

Staff Liaison Present: Hugh Osteen Phone # 560-3831 Evia Nelson 560-2216

Main Points:

The Holton Facility remains under the oversight of Durham Public Schools and the City of Durham.

This is third amendment to the agreement.

This amendment establishes Durham Public Schools as the “management contractor” and addresses shared costs such as security, custodial, repair and maintenance.

Administration submits this amendment for discussion and subsequent approval.

Fiscal Implications:

This amendment will help manage costs and oversight of the Holton Facility. Strategic Plan Alignment: None

Purpose


Reviewed by: Finance __________ Attorney RMalone/BJones

Page 1 of 3

STATE OF NORTH CAROLINA COUNTY OF DURHAM

Amendment No. 3 to the Interlocal Agreement for the Joint Renovation and Use of the Holton School

This contract amendment (“Third Amendment”) is dated and entered into as of the ________ day of ______________, 20______, between City of Durham (“City”) and the Durham Public Schools Board of Education (“Board”). The Interlocal Agreement between the parties entitled “Interlocal Agreement for the Joint Renovation and Use of the Holton School,” (“Original Interlocal”) dated August 23, 2007, was previously twice amended by the parties on July 2, 2009 (“First Amendment” and “Second Amendment”), and that Interlocal is now further amended as follows:

1. Section III. 7. A., entitled, “Management of the Holton Center Use,” is deleted in its entirety and replaced with the following:

“The Board will serve as the Management Contractor of the Holton School. Wherever “Management Contractor” is named in the Interlocal, “Board” shall be substituted. The Board is responsible for coordinating the parties’ moves into or out of the Holton School, arranging custodial duties, front desk coverage, repairs, management of utilities, maintenance of both the interior and exterior, landscaping, general management, and for keeping the Master Calendar for use of the building areas. The Board will present the City with an invoice for joint expenses, including the expenses incurred by the Board in serving as Management Contractor, detailing the total cost of the work performed and the amount owed by each Party, and those charges shall be divided proportionate to the space allocation detailed in Attachment A of the this Agreement.” 2. Section III. 8. A. entitled, “Supervision and Security of the Holton School” is deleted

and replaced in its entirety by the following: “The Board shall be responsible for all security and for controlling Common

Areas of the Holton Center. The City and Board shall share the costs associated with hiring one (1) security officer.” 3. Section III. 10. A. entitled, “Housekeeping, Routine/Preventive Maintenance, and

Major Repair or Life-Cycle Replacement” is deleted and replaced in its entirety by the following: “The City and Board shall pay the full costs for maintenance and repair items in

each Party’s respective space pursuant to the Holton School Space Allocation as specified in Attachment A. Wherever the Board, as Management Contractor with duties as specified in Section III.7.A, incurs expenditures for maintenance and repairs that are joint expenses to be charged between the Parties, those charges shall be divided proportionate to the space allocation detailed in Attachment A of the this Agreement. The cistern is defined as a joint maintenance and repair item.”

Page 2 of 3

Except as amended herein, the terms and conditions of the Interlocal and its First and Second Amendments are reaffirmed by the parties. IN WITNESS WHEREOF, the undersigned have executed this Third Amendment as of the date first written above. DURHAM PUBLIC SCHOOLS BOARD OF EDUCATION

ATTEST: BY:_____________________________ __________________________(SEAL) Chairman of the Board Secretary of the Board (Affix Seal) CITY OF DURHAM ATTEST: BY:_____________________________ _____________________________ City Manager State of North Carolina ACKNOWLEDGMENT BY DURHAM County of Durham PUBLIC SCHOOLS I, a notary public in and for the aforesaid county and state, certify that ______________________________________________________ personally appeared before me this day and stated that he or she is ________________ Secretary of The Durham Public Schools Board of Education, a body corporate, and that by the authority duly given and as the act of said Board, the foregoing contract or agreement with the City of Durham was signed in its name by its Chairman, sealed with its corporate seal, and attested by himself or herself as its said Secretary or Assistant Secretary. This the ______ day of ___________________, 20______. My commission expires: ___________________________________ ________________________ Notary Public

Page 3 of 3

State of North Carolina ACKNOWLEDGMENT BY CITY OF County of Durham DURHAM I, a Notary Public in and for the aforesaid County and State certify that _________________________________________________ personally appeared before me this day, and acknowledged that he or she is the ______________ City Clerk of the City of Durham, a municipal corporation, and that by authority duly given and as the act of the City, the foregoing contract or agreement was signed in its corporate name by its _____________ City Manager, sealed with its corporate seal, and attested by its said City Clerk or Deputy City Clerk. This the _______day of _______________________, 20_____ _________________________________ Notary Public My commission expires: ____________________



PRECIS

Agenda Item: Teach For America Contract

Staff Liaison Present: Hugh Osteen Phone # 560-3831 Tom Crabtree 560-2353

Main Points:

Teach For America will recruit, select for participation and present to Durham Public Schools for employment teachers from a broad range of academic majors and career fields. They will use reasonable efforts to recruit teachers from diverse backgrounds.

This is a 3 year contract starting with the 2014-2015 school year and ending with the 2016-2017 school year. Durham Public Schools will pay Teach For America the cost of $3000.00 per year, per teacher hired.

Administration submits this item for discussion and subsequent approval. Fiscal Implications: Cost for 10 teachers every year over the 3 years will be $90,000.00 or $30,000.00 per year. Strategic Plan Alignment: None

Purpose


Reviewed by: Finance __________ Attorney MMichaud

DISTRICT EDUCATIONAL PROFESSIONAL SERVICES AGREEMENT This educational professional services agreement (this

“Agreement”) is dated,___________ entered into between TEACH FOR

AMERICA, INC. (“Teach For America”), a Connecticut non-profit

and Durham Public Schools, a political subdivision of the state

of North Carolina (“School District” or “DPS”)(each individually

“a Party” and collectively “the Parties”).

WHEREAS, Teach For America is a national leader in

recruiting, selecting, training and providing ongoing

professional development to individuals committed to closing the

achievement gap by serving as effective classroom teachers

specifically equipped to enhance student achievement in under-

resourced school systems.

WHEREAS, Durham Public Schools seeks to recruit new

teachers who are trained to lead students to academic

achievement and to equip such teachers with ongoing professional

development and support to further develop and sustain their

professional practice.

NOW, THEREFORE, DPS and Teach For America agree as follows:

I. TEACHER CANDIDATE RECRUITMENT, SELECTION AND HIRING

School District Responsibilities:

A. Hiring Commitment.

i. Teach For America will use its reasonable efforts to

provide the number of teacher candidates for

employment with School District (“Teachers”) set forth

NYA 611599.1A

2

in Appendix A (the “Agreed Number”), attached and

hereby incorporated hereto, but Teach For America

cannot and does not guarantee its ability to provide

the full Agreed Number of Teachers to School District

and the failure of Teach For America to provide the

full Agreed Number of Teachers for any academic year

shall not constitute a breach of this Agreement for

any purpose whatsoever.

ii. Whether or not Teach For America is able to provide

the full Agreed Number, School District shall consider

for hire each Teacher provided by Teach For America

who meets the district eligibility requirements.

iii. Except as described in Section I.B(iii), below, any

Teach For America Teacher hired by the School District

shall be hired as the classroom teacher of record and

not for substitute, auxiliary, resource or teacher’s

aide positions.

iv. Teach For America Teachers will be considered by

School District for vacancies across the full range of

grades and subject matters and not restricted or

limited to so-called “critical” or “shortage” subjects

or grade level vacancies.

v. School District and Teach For America shall

collaborate in good faith to identify individual

schools within School District appropriate for

Teachers. In order to be considered an appropriate

school (a “Partner School”) for placement of a

Teacher, (i) the school’s student population must be

considered high poverty relative to the student

population elsewhere in the district or have fifty

percent or more of the school’s student population

receiving free or reduced lunch and (ii) the school

3

must have sufficient vacancies to enable the

hiring/placement of at least two Teachers in the same

academic year OR the school must be within the same

feeder zone as another school with a Teacher in the

same academic year. To the extent reasonably

practicable, School District will employ two or more

Teachers per individual Partner School.

B. Hiring Process.

i. In accordance with the School District’s established

District hiring practices, School District and Teach

For America will collaborate in good faith to

facilitate the efficient hiring of individual

Teachers.

ii. School District shall use its reasonable efforts to

hire Teachers in a timely manner throughout the spring

and summer of the applicable academic school year,

provided that School District shall make every effort

to employ Teachers no later than fourteen (14) days

before the first day of the academic school year.

School District agrees that where possible, Teach For

America shall be informed of individual Teacher’s

grade and subject level assignments prior to the start

of their Pre-Service Training (as described below).

iii.

Teach For America Responsibilities:

C. Candidate Recruitment and Selection. Teach For America

will recruit, select for participation in the Teach For

America program, and present to the School District for

employment Teachers from a broad range of academic majors

4

and career fields. Teach For America will use reasonable

efforts to recruit Teachers from diverse backgrounds. In

connection with the foregoing, Teach For America will not

knowingly engage in any unlawful acts of discrimination in

its recruiting or selection of candidates.

D. Pre-Service Training. Prior to entering the classroom, all

Teachers will undergo pre-service training at Teach For

America Institutes, which are designed and delivered by

Teach For America in order to prepare Teachers for this

work.

E. Highly Qualified Status. Teach For America will provide

the described pre-service training to Teachers presented to

School District for the purpose of ensuring that such

Teachers meet the “highly qualified” teacher requirements

set forth in the federal No Child Left Behind Act of 2001

and applicable state regulations (together, the

“Requirements”). For purposes of this Section E, only those

Requirements in effect at the time that the Teacher is

offered employment by School District will be applicable.

II. TEACHER PLACEMENT AND PROFESSIONAL DEVELOPMENT

COMMITMENTS

School District Responsibilities

A. Employment Status.

i. Every Teacher employed by School District as described

in this Agreement shall be a full-time employee of

School District with all of the rights,

responsibilities and legal protections attendant to

5

that status and not an employee of Teach For America.

For the avoidance of doubt, nothing in this Agreement

shall be construed to grant additional employment

rights to individual Teachers beyond those granted by

the district or by law to all other teachers in the

district.

ii. Nothing in this Agreement shall be construed to permit

Teach For America to interfere in the employment

relationship between School District and an employed

Teacher.

iii. Nothing in this Agreement shall be construed to permit

Teach For America to function as the representative of

any Teacher absent the express agreement among the

parties and the Teacher that Teach For America may

operate in such capacity in a particular circumstance.

iv. Nothing in this Agreement shall be construed to imply

that an employer-employee relationship exists between

Teach For America and any individual Teacher.

v. Nothing in this Agreement shall be construed to make

Teach For America a party to any employment agreement

between the School District and the Teacher.

vi. Nothing in this Agreement shall be construed to imply

that any Teacher employed by the School District as

described in this Agreement is an agent of Teach For

America or has any right or authority to create or

assume any obligation of any kind, express or implied,

on behalf of Teach For America or bind Teach For

America in any respect whatsoever.

vii. Subject to its obligations under applicable state laws

and regulations and/or its policies and procedures,

School District acknowledges that there is an

expectation that Teacher(s) shall be employed for two

6

years, provided that the Teacher remains an employee

in good standing.

viii. Notwithstanding the foregoing, School District may

continue to employ individual Teacher(s) beyond the

two-year commitment by mutual agreement between School

District and such Teacher(s).

B. Compensation of Teachers. School District shall provide to

every Teacher employed by School District pursuant to this

Agreement the same salary and benefits (including, as

applicable, health, dental, vision and retirement) as are

provided to other teachers employed by School District who

are similarly situated from the standpoint of certification

status, seniority and any other factors routinely used by

School District in making such decisions. Notwithstanding

the above, Teach For America acknowledges it exercises no

control of the salary and benefits offered to Teachers per

this Agreement.

C. Reductions in Force. Subject to its obligations under

applicable state laws and regulations and Board policies,

School District shall use reasonable efforts not to

terminate any employed Teacher from his/her teaching

position in the event of a reduction in force (RIF),

layoffs, “leveling” or other elimination or consolidation

of teaching positions within School District. School

District shall treat any Teacher employed in connection

with this Agreement whose teaching position is eliminated

at least as favorably as other teachers with the same job

classification, certification status, and/or seniority

rights. For the avoidance of doubt, this obligation is

limited and controlled by any obligations that the School

7

District has under applicable state laws and regulations

and Board policies.

Teach For America Responsibilities

D. Professional Development and On-Line Data Storage Services.

i. During the course of the academic year, Teach For

America shall provide on behalf of School District

various professional development services and

activities for participating Teachers as well as on-

line data storage services (the “Professional

Development and Data Storage Services”). These

services may include periodic classroom observations

by regional program staff, videotaping of instruction

with review of instructional technique, co-

investigative discussions to facilitate Teacher

capacity for self-reflection and evaluation of

instructional practice using student achievement data,

and content area/grade-level workshops facilitated by

veteran teachers. In addition, Teach For America shall

facilitate Teacher access to an assortment of

resources including sample lesson plans, assessments,

grade tracking systems, and content area/grade level

instructional materials. These professional

development services will be available to all Teachers

during their first two years in the classroom. To

facilitate provision of these professional development

services, Teach For America may provide on-line data

storage services, including transfer and storage of

identifiable student information on Teach For

America’s proprietary software and servers. Teach for

8

America shall comply with all relevant state and

federal laws and all School District and individual

school policies and procedures in carrying out these

professional development services, including (but not

limited to) those laws and policies governing the

conduct of visitors to the public schools and

protecting confidential student information.

ii. Teach for America agrees to conduct criminal

background checks on each Teach for America employee

who will have direct interaction with students and to

share the results of those checks with the School

District. Teach for America agrees that it will not

assign anyone to work on School District property or

at School District events who will have direct

interaction with students if that person has been

convicted of any crime other than a minor traffic

offense, unless School District clears the person to

work in advance in writing. Teach for America shall

annual verify in writing that no Teach for America

employee or independent contractor who has direct

interaction with students is listed on the State Sex

Offender and Public Protection Registration Program,

the State Sexually Violent Predator Registration

Program, or the National Sex Offender Registry, as

required by N.C. Gen. Stat. § 115C-332.1(b).

iii. To facilitate provision of the Professional

Development and Data Storage Services, School District

may disclose to Teach For America student-related

records and personally identifiable information

contained in such records (collectively, “Student

Records”). Pursuant to its obligations under the

Family Educational Rights and Privacy Act, 20 USC

9

§1232g, and its implementing regulations, 34 CFR pt.

99, as each may be amended from time to time

(“FERPA”), School District hereby acknowledges that,

in the course of providing the Professional

Development and Data Storage Services, Teach For

America is a school official with legitimate

educational interests in the Student Records disclosed

to Teach For America, pursuant to 34 CFR §99.31(a)(1).

iv. Teach For America agrees to use, maintain, and

redisclose Student Records only in accordance with the

requirements of FERPA. Without limiting the

foregoing, Teach For America agrees that it shall not

maintain, use, disclose, or allow access to Student

Records except as permitted by this Agreement or as

otherwise authorized by the School District or by law,

and will use Student Records disclosed by the School

District only for the purposes for which such

disclosure was made.

v. School District acknowledges that Teach For America

may re-disclose de-identified Student Records to third

parties pursuant to Teach For America’s provision of

the Professional Development and Data Storage

Services, as provided in 34 C.F.R. § 99.33(b),

provided that Teach For America shall, in advance,

provide to School District the names of such parties

and a brief description of such parties’ legitimate

educational interest in receiving such information.

vi. Pursuant to 34 CFR § 99.7(a)(3)(iii), School District

shall include, in its annual notification of rights

under FERPA, criteria that qualify Teach For America,

in its capacity as a provider of professional

10

development and data storage services, as a school

official with a legitimate educational interest.

E. Credentialing Services.

vii. Teach For America shall facilitate the enrollment of

individual Teachers in an alternative

certification/licensure program that will enable the

individual Teacher to obtain appropriate credentials

to be a classroom teacher of record.

viii. Individual Teachers are responsible for completing all

credential requirements, including required coursework

through an alternative licensure program.

ix. Teach For America shall not be responsible for, and

shall not be in breach of any provision of this

Agreement, in the event of any failure by an

individual Teacher to fulfill his/her obligations to

maintain his/her teaching credentials.

III. GENERAL PROVISIONS

A. Fees-for-Service.

i. School District shall pay Teach For America an annual

fee for each Teacher employed under this Agreement to

defray expenses Teach For America incurred in

recruiting, selecting, providing pre-service training

and continuing professional development services to

the Teachers employed by School District under this

agreement. School District agrees that all payments

for fees shall be in the form of check delivered to

Teach For America or wire transfer to an account

designated by Teach For America in writing.

11

ii. With respect to each Teacher whose employment by

School District is to commence in the 2014-15 academic

year, School District shall pay Teach For America an

annual amount of $3,000 for each year in which such

Teacher is employed by School District, up to two

years [from the date such employment is to commence];

and

iii. With respect to each Teacher whose employment by





years [from the date such employment is to commence];

and

iv. With respect to each Teacher whose employment by





years [from the date such employment is to commence].

B. Non-refund. Teach For America shall have no obligation

to refund to School District any amount paid by School

District in respect of any Teacher for any reason

whatsoever. For the avoidance of doubt, School District

will be invoiced fees for each of the individual

Teacher(s) initially employed by the School District in a

given school year. Should any Teacher separate from the

District’s employment within or at the conclusion of the

first semester of the school year, Teach For America

shall credit the District $1,000 per separation toward

future invoices.

12

C. Invoicing. Teach For America will invoice School

District for all amounts due hereunder with respect to

any academic year within thirty (30) days of the start of

the academic school year, provided that Teach For

America’s failure to timely do so, will not constitute a

waiver of any of Teach For America’s rights hereunder or

constitute a breach by Teach For America of this

Agreement.

D. Term. The term of this Agreement will cover the 2014

cohort of Teachers for the 2014-15 and 2015-16 academic

years. It will also cover the 2015 cohort of Teachers for

the 2015-16 and 2016-17 academic years. It will also

cover the 2016 cohort of Teachers for the 2016-17 and

2017-18 academic years. This Agreement will expire on

April 30, 2017 but all provisions applicable to the 2016

cohort of Teachers will remain in effect through the

conclusion of the 2017-18 academic year and may be

renewed at the end of the term on the same or

substantially similar terms by mutual agreement of the

parties.

E. Termination. This Agreement may be terminated as follows:

i. at any time by mutual written agreement of the

Parties;

ii. by either Party, upon thirty (30) days’ prior

written notice to the other Party, provided that the

terminating Party provides that notice no later than

90 days prior to the end of the current academic

year; or

13

iii. by either Party upon written notice to the other

Party in the event of a material breach of this

Agreement that is incapable of being cured or, if

capable of being cured, is not cured within thirty

(30) days following receipt by the breaching Party

of written notice of such breach from the non-

breaching Party.

F. Effect of Termination. Except as otherwise specifically

provided, if this Agreement expires or is terminated by

either party, it shall become void and of no effect

without liability of any party (or any of its directors,

officers, employees, agents, representatives or advisors)

to the other parties; provided that no such expiration or

termination shall relieve any party of any liability

incurred by such party under this Agreement prior to such

termination. In the event that this Agreement expires or

is terminated by either party, Sections II.B. and II.C.

shall survive and will remain in effect until such time

as there are no Teachers in their second year of

employment in School District. Sections II.D.(i,iv,v),

III.F., III.G., III.H., and III.I. shall survive the

expiration or termination of this Agreement indefinitely.

Additionally, Teach For America will be entitled to all

outstanding amounts due up to the date of expiration or

termination.

G. No Warranty. School District hereby agrees and

acknowledges that Teach For America does not make and has

not made any warranty (express or implied) as to the

fitness of any Teacher presented or provided by Teach For

America.

14

H. Mutual Indemnification.

i. To the extent permitted by applicable state laws and

regulations, School District shall indemnify and

hold harmless Teach For America and its officers,

directors, employees and agents (the "TFA

Indemnitees") from and against any and all losses,

liabilities, claims, damages, costs and expenses

(including attorneys' fees) ("Losses") to which such

TFA Indemnitee may become subject arising out of the

willful misconduct or negligence of School District

in the performance of its obligations pursuant to

this Agreement.

ii. Teach For America shall indemnify and hold harmless

the School District and its officers, directors,

employees and agents (the "School District

Indemnitees") from and against any and all Losses to

which such School District Indemnitee may become

subject arising out of the willful misconduct or

negligence of Teach for America in the performance

of its obligations pursuant to this Agreement.

I. Limitation of Liability. Neither Teach For America nor

any of its officers, directors, employees or agents shall

be liable to School District or any individual Partner

School of School District for any Loss incurred by School

District or such individual Partner School (as defined in

I.A.v) in connection with the matters to which this

Agreement relates, except for a loss resulting from a

breach of this agreement, willful misconduct or

negligence on the part of Teach For America.

15

J. Surveys. School District acknowledges that Teach For

America may survey individual constituents, teachers,

etc. at the partner school sites regarding its

programming and professional development of Teachers in

the classroom. Any surveys administered to students are

subject to limitations in Board policy and law, including

20 U.S.C. § 1232h (the Protection of Pupil Rights

Amendment), and must receive prior approval from the

School District Superintendent.

K. Amendment/Modification. No amendment or modification of

this Agreement, and no waiver hereunder, shall be valid

or binding unless set forth in writing and signed by each

party.

L. Non-Assignment. Neither this Agreement nor any of the

rights, interests or obligations under this Agreement

shall be assigned, in whole or in part, by operation of

law or otherwise by either party without the prior

written consent of the other party, and any such

assignment that is not consented to shall be null and

void.

M. Counterparts. This Agreement may be executed in

counterparts (including by electronic transmission), each

of which shall be deemed an original copy of this

Agreement, and which, taken together, shall be deemed to

constitute one and the same agreement.

N. Construction. The headings of Sections contained in this

Agreement are for convenience only, and they do not,

expressly or by implication, limit, define, extend, or

16

construe the terms or provisions of the Sections of this

Agreement. Any reference in this Agreement to gender

includes all genders. Further, except where expressly

specified to the contrary, the words “include,”

“including,” and “such as” in this Agreement should be

read to mean “include without limitation.”

O. Governing Law. This Agreement shall be governed by, and

construed and interpreted in accordance with the laws of

the State of North Carolina.

P. Non-Appropriation. It is understood and agreed between

Teacher for America and the School District that the

School District’s payment obligation under this Agreement

is contingent upon the availability of appropriated funds

from which payment for Agreement purposes can be made.

Q. Third Party Beneficiary. This Agreement is intended for

the benefit of the School District and Teach for America,

and not any other firm, person (including any Teachers)

or corporation. Any benefit accruing to any individual

Teacher is incidental to this Agreement.

R. Severability. If any term or provision of this Agreement

is determined to be illegal, unenforceable or invalid in

whole or in part for any reason, such illegal,

unenforceable or invalid provisions or part thereof shall

be stricken from this Agreement, and such provision shall

not affect the legality, enforceability or validity of

the remainder of this Agreement. If any provision or part

thereof of this Agreement is stricken in accordance with

the provisions of this Section III.R., then such stricken

17

provision shall be replaced, to the extent possible, with

a legal, enforceable and valid provision that is as

similar in tenor to the stricken provision as is legally

possible.

S. Notices. Any notice, demand, or other communication

required or permitted to be given under this Agreement

shall be in writing and shall be delivered to the address

of such Party as set forth below:

If to Teach For America: Tracy-Elizabeth Clay, Esq. General Counsel 300 W. Adams St., Ste. 1000 Chicago, IL 60606 If to School District: Bert L’Homme, Superintendent Durham Public Schools 511 Cleveland Street, PO Box 30002 Durham, NC 27702

18

IN WITNESS WHEREOF, each of School District and Teach For America has caused its duly authorized representative to sign this Agreement in the space provided below.

DURHAM PUBLIC SCHOOLS

By Name: Bert L’Homme Superintendent Date:

TEACH FOR AMERICA, INC. By Name: Robyn Fehrman Title: Executive Director

Date:

This Agreement has been approved as required by the School Budget and Fiscal Control Act

_____________________________ _____________ ______________________, Date Durham Public Schools Finance Officer

19

APPENDIX A

Certification

(subject) Area

Grade Level Agreed Number of

Teachers

Academic Yea

Employme

Example: Math Example: Elementary Example: 2 Example: 2014

2015-16

Example: Reading Example: Secondary Example: a

minimum of 5 up

to 10

Example: 2015

2016-17

Fees shall be determined by the actual number of Teachers hired

under this Agreement.

i. Each cohort of Teachers employed pursuant to this clause is

in addition to Teachers from prior cohorts employed by the

School District and who are returning for their second year

of employment.

ii. If Teach For America provides School District with a number

of Teachers that is lower than the Agreed Number, the

number of Teacher candidates provided will constitute the

20

Agreed Number for purposes of determining any fees that the

School District owes Teach For America.

iii. In the event that the School District hires any Teachers

above the Agreed Number, School District agrees to pay the

agreed upon fees for the additional Teachers.



PRECIS

Agenda Item: Annual Security Contracts

Staff Liaison Present: Hugh Osteen Phone# 560-3831 Scott Denton 560-3822 Tina Ingram 560-3607

Main Points:

The Security Department submits the following annual contracts for review and approval:

o Durham County Sherriff’s Office (DCSO) School Resource Officers (SRO) o Durham County Sherriff’s Office (DCSO) Security Liaison o North Carolina Detective Agency (NCDA) Burglar Alarm Response

There are no material changes in the contract partners or the partnership agreements.

Administration submits these items for discussion and subsequent approval. Fiscal Implications: These contracts will increase by a total of $37,610. Strategic Plan Alignment:

IV.1.3 - Strengthen the existing partnership with the Durham Police Department and Durham Sheriff’s Office to develop prevention programs that will support schools, students and families.

Purpose


Reviewed by: Finance __________ Attorney _________


Durham Public Schools ADMINISTRATIVE SERVICES COMMITTEE

PRECIS Agenda Item: Bell Schedule Recommendations for 2015-2016

Staff Liaison Present: Hugh Osteen Phone # 560-3831 G. Scott Denton 560-3822

Main Points:

At the June 5, 2014 meeting, the Administrative Services Committee requested an analysis of bell times with all schools starting 30 minutes later than the current schedule.

Administration submits this item for information.

Fiscal Implications: None at this time; financial impact will be presented and discussed once formal bell schedule options are presented.

Strategic Plan Alignment:

N/A

Purpose


Reviewed by: Finance __________ Attorney ____________

1

Executive Summary for 2015-2016 Bell Schedules

Over the past few years, interest has been expressed in changing bell schedules, particularly for high school students. The requests have been based on research suggesting that adolescent student achievement is adversely affected because early bell schedules don’t allow for enough sleep for adolescents.

The Durham Public Schools Board of Education has had a number of conversations over the years regarding the changing of bell schedules, most recently at the June 5, 2014 Administrative Services Committee meeting. The Committee requested administration to bring back for discussion the impact of moving all bell schedules by 30 minutes to allow schools to start later in the morning.

The following points summarize the research, input gathered and impacts of moving bell schedules to achieve a later start time:

Most feedback from high schools and middle schools with 7:30 a.m. start times favor a move to an 8:00 a.m. start time; however, schools with a later start time 8:45 a.m. – 9:15 a.m. do NOT favor a change in their bell schedules to 9:15 a.m. – 9:45 a.m.

The theory and research that suggest that high school students learn better with a later start time has not permeated school staff. Most conversations with school staff, both internal to DPS and externally, did not reference more sleep for high school aged students when responding to questions about bell schedules.

External to DPS, high schools with an early start time seemed to prefer an early start time. High schools with a later start time seemed to prefer the later start. Staff, students and families have adjusted to the bell schedule they are currently on and did not express an overwhelming desire to change the current bell schedule.

In a perfect scenario, schools could select their own bell schedule without regard for cost or other implications. In reality, our transportation system is designed to support a staggered bell schedule that forces our bell schedules to work together.

Changes to bell schedules are riddled with pros and cons, many of which are determined by the viewpoint of those that are affected by the changes. We have to decide if the desire/benefits from changing bell schedules outweigh the challenges associated with those changes.

Administration submits this item for information and further discussion.

Durham Public Schools Transportation Services

Bell Schedule Update2014 ‐ 2015

Transportation’s Charter

• Update new committee members and our superintendent on bell schedule initiatives

• Analyze bell schedule proposal that moves “all” DPS school start times back by 30 minutes

• List advantages and challenges associated with the change

• Include budget impact with analysis

Current Transportation Operations• Total Buses: 261• Transportation resources stretched

as we have accommodated additional programs over the past 5 years– PLC– CMA / SCS– Early & Middle College– No Child Left Behind– Title One Opt Out– Location of EC programs– Pre‐K programs– Use of contract transportation– Universal Free Breakfast

Cost of New Buses: Approx. $135,000 ea (Bus = $85k; Annual Ops Cost = $50k)

• Breakfast programs require buses to be on campus earlier than 5 years ago – Universal free breakfast

will increase the number of students served and the time it takes to serve them

Current Bell Schedules

• High Schools: 7:30 – 2:30 (7 hours)• Middle Schools: 7:30 – 2:20 (6 hour, 50 minutes)• Elementary Schools: 9:00 – 3:30 (6 hours, 30

minutes)

* Variations exist based on program needs and transportation ability to provide service (See packet for current bell schedule documents).

Ride Time Statistics • Longest Ride Times (in

Minutes‐One Way)– Elementary: 50 – Middle: 45– High: 50– Year Round: 60 – Magnet: 75 – DSA: 80

• Average Mileage (in Miles‐One Way) – Elementary: 11– Middle: 16– High: 22– Year Round: 28– Magnet: 37– DSA: 42

Decision Making Considerations• Maintain safe & on time

transportation for all students

• Consideration of adolescent sleep issues that may indicate changes for High School students are needed

• Accommodating after school activities (work & athletics)

• Impact on after school learning programs

Decision Making Considerations• Before school care

issues• Maximizing school bus

resources• Allowing for input on

changes from the parents, community & administration

• Providing care for younger siblings at home

• Pick up of younger students before 7 a.m.

• Drop off of younger students after 5 p.m.

Run Time Window (RTW)

• Minimum of 1 hour for 70% of buses– Load Time 10 – 12 minutes– Route Time 30 – 40 minutes– Travel time to next school: 5 – 10 minutes

• Increase in RTW = decreases resource requirement –increases opportunity for transportation efficiency

• Decrease in RTW = increases resource requirement –decreases efficiency

Transportation Operational Constraints• What works in the a.m. may

not work in the p.m. (a.m. provides more flexibility)

• Time and distance is constant• A.M. drop off 20‐30 minutes

prior to bell• NOAH (no one at home)

provides challenges daily in the p.m.

• The only way to improve logistics of operations is to create the necessary time between bell schedule tiers and add the necessary resources (buses and drivers) to be successful.

• Early a.m. drop off at schools (1st Tier) help, but are not always supported

• Double runs are widely used to ensure the “system” works

Review of Prior Proposals• High Schools start at 8:00 a.m. with no changes to other

bell times– High Schools: 8:00 – 3:00– Middle Schools: 7:30 – 2:20– Elementary Schools: 9:00 – 3:30

• “Flip Flop” Bell Schedules– Elementary Schools: 7:30 – 2:00– Middle Schools: 9:00 – 3:50– High Schools: 9:00 – 4:00

Review of Prior Proposals• 3 Tier Busing Possibilities

– Serving 3 schools with the same bus instead of the current 2 schools per bus

– RTW must allow for time and distance– Magnets, Y/R and longer routes on 1st and 3rd tiers with no 2nd

tier– Elementary Schools will have start times ranging from 7:30 –

9:15

Bell Schedules with a 30 Minute Later Start

• High Schools: 8:00 a.m. – 3:00 p.m.

• Middle Schools: 8:00 a.m. – 2:50 p.m.

• Elementary Schools: 9:30 a.m. – 4:00 p.m.

Pros & Cons• Pros

– Obtains objective of moving High Schools to later start

– No additional bus resources needed

• Operational costs remain constant except for normal cost escalation

• (All schools must move!)

• Cons– May have negative

impact on after school programs

– Elementary School students arrive home later (already a concern from some parents)

– Impact on parent work schedules

Pros & Cons• Pros

– Pick up of more students after sunrise

– Affect on all school bell schedules has same impact – thus one school not “favored” over another

– Potential for less NOAH activity

• Cons– Some route times may

lengthen due to traffic patterns

– Potential for added elementary riders may create overcrowding situations

– Drop off of more elementary students in the dark

Individual School Impact• DSA (9:15 ‐ 4:15) and the

School for Creative Studies(9:30 – 4:30)– Schools have multiple

concerns– Transportation affected if

schools are moved to different schedule

– See attached feedback document

• City of Medicine Academy (8:00 – 3:00)– School prefers this schedule

• Other specialty programs– Impact same as other

schools except Middle College

Impact on Community Education • Likely change in before school

and after school registrations• Potential reduction in fees

collected• Programs below 15 registrants

will close • Staffing issues

– a.m. requires more hours and higher rate of pay resulting in increased cost to program

– Change in operating hours may affect worker retention

• Project based learning affected in p.m.

• May affect 5 star rated license

Earliest/Latest Bell Schedules for Other LEA’s

High Middle ElementaryEarliest Start Time: 7:15 7:30 7:45Latest Start Time: 8:45 9:15 9:15

Earliest Dismissal Time: 2:15 2:15 2:15Latest Dismissal Time: 3:50 4:15 4:15

Comments – Early / Late Bell Schedules• Early Bell Schedule (HS)

– Non‐ Issue; time heals all wounds

– Early for students, but they like getting out early –helps with employment

– Great for sports; students miss less class time

– Staff loves it and prefers it– No evidence that test

scores are negatively affected

• Late Bell Schedule (ES)– Nobody likes it– Staff will leave for a more

favorable schedule– No before or after school

programs (participation dropped too low)

– Late start is a challenge for working parents

– Younger students get tired in the afternoon, so keeping focus is an issue

– Long day

Final Thoughts

• Our timetable for a decision on changing bell schedules must allow sufficient time for implementation in 2015/2016

• Next Steps

Durham Public SchoolsBell Schedule with 30 Minute Later Start

Traditional Elementary SchoolsSchool Time

Bethesda 9:30 - 4:00

Creekside 9:30 - 4:00

Easley 9:30 - 4:00

Eastway 9:00 - 3:30

Eno Valley 9:30 - 4:00

Forest View 9:30 - 4:00

Fayetteville St. 9:30 - 4:00

Glenn 9:30 - 4:00

Hillandale 9:30 - 4:00

Holt 9:30 - 4:00

Hope Valley 9:30 - 4:00

Lakewood 9:30 - 4:00

Little River 9:30 - 4:00

Mangum 9:30 - 4:00

Merrick-Moore 9:30 - 4:00

Morehead 9:30 - 4:00

Oak Grove 9:30 - 4:00

Parkwood 9:30 - 4:00

W. G. Pearson (Magnet) 9:30 - 4:00

Pearsontown 9:30 - 4:00

E. K. Powe 9:30 - 4:00

Sandy Ridge 9:45 - 4:15

Y. E. Smith 9:00 - 4:30

Southwest 9:30 - 4:00

C. C. Spaulding 9:30 - 4:30

Spring Valley 9:30 - 4:00

Paired Magnet Elementary SchoolsSchool Time

* Burton 9:30 - 4:00

* R. N. Harris 9:15 - 3:45

* Club Boulevard 9:30 - 4:00

* George Watts 9:30 - 4:00* Magnet Schools are paired together for efficiency!

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25

Bell Schedule Variations Analysis

Elementary Schools (E1 – E5) E-1: Eastway Elementary – The bell schedule changed to support academic needs at

the school.

E-2: Sandy Ridge – The attendance area for Sandy Ridge, while not a full blown magnet school, is larger than the typical elementary attendance area. The start time was set at 9:15 a.m. to ensure that bus could arrive on schedule.

E-3: Y.E. Smith – Title I school that requested additional instructional time be added to the school day for academic support.

E-4: C.C. Spaulding – The Principal requested (and Administration approved) additional instructional time be added to the length of day to improve student achievement.

E-5: R.N. Harris – Small magnet elementary schools were paired together to reduce ride times and increase transportation efficiency to the extent possible.

Secondary Schools (S1 – S10) S-1: Neal Middle –To accommodate the STEM program, additional time was

added to the bell schedule.

S-2: Shepard Middle – The bell schedule was adjusted to allow students from W.G. Middle School to share buses with Shepard students since both schools had similar magnet bus routes. W.G. Middle is now closed; Shepard is interested in changing their bell schedule back to a 7:30 a.m. start time.

S-3: Durham School of the Arts (DSA) – DSA’s bell schedule was established more than a decade ago when the school became the districts’ arts magnet school.

S-4: School for Creative Studies – Based on physical location of the campus and the offering as a district wide magnet program, the bell schedule had to be positioned so that students could access school bus transportation services.

S-5: Lakeview at Creative Studies – Alternative program with long bus routes; cannot be paired with traditional school schedules.

S-6: Lakeview Learning Center - Alternative program with long bus routes; cannot be paired with traditional school schedules.

S-7: Holton Career Center – Specialty high school program; bus resources are coordinated with traditional high school programs.

S-8: JD Clement Early College – High school program that traditionally has shared buses with Hillside High. Staggering of bell times was required to allowing sharing of resources.

S-9: Middle College – Specialty high school program located on campus of Durham Technical Community College; the school mirrors the Durham Tech. schedule.

S-10: Performance Learning Center – Alternative high school program; buses are coordinated with other school schedules.

26

BellChangeImpactonBeforeandAfterschoolPrograms(CommunityEducation)

The proposed study to change the starting and ending times of schools will have a significant impact on Community Education’s before school care (BSC) and afterschool care (ASC)programs at the elementary school level. Community Education is an enterprise fund that relies significantly on parent fees to sustain the department’s activities and operations annually. The possible change in school hours will drive the number of registrations in BSC up and reduce the number of paying students in afterschool care. We currently serve an equal number of students in both programs 1,250 students in BSC and 1,225 in ASC. Parents pay $70 for BSC and $175 in ASC.

With the bell changes we would anticipate the following impact to our operations:

We would anticipate a reduction in cash as we would see a decrease in our afterschool fees collected. We profit more from afterschool care fees than from before school care fees charged.

It would become more difficult to find qualified staff to work the before school morning shift which currently starts at 7 am and ends at 9:00 am. The new schedule will have them work from 7 am to 9:30 am. Staff that are college students may not be able to work the additional time due to their own class schedules. About 33% of our staff are college students.

Community Education pays a higher wage for BSC workers $8.51/hr. vs. $8.26/hr. in ASC. We would have to pay more staff longer hours at this higher wage in BSC.

It could be harder to retain afterschool workers due to them having reduced hours for the week.

Staff will have shorter time to conduct programming in ASC. Resources and Project‐Based Learning activities would be hampered in a 2 hour program.

In order to receive a 5‐Star rated license, we must be able to operate a 2 hour program to receive SACCRS scores that are made a part of our accreditation from the state licensing through the NC DCDEE.

Our current small afterschool sites may be closed if programs serve less students due to the bell changes. It is not financially viable to operate sites with less than 15 students which may cause equity issues among school services. We currently have 9 school programs serving less than 20 students.

10% Change 20% Change 30% Change Lost Afterschool Revenue ($193,725) ($387,450) ($581,175) Gained Before School Revenue $ 78,750 $157,500 $236,250 Net (Loss) ($114,975) ($229,950)

($344,925)



PRECIS

Agenda Item: Head Start Lease at Eastway Elementary School

Staff Liaison Present: Hugh Osteen Phone # 560-383

Main Points:

Operation Breakthrough (OBT) is no longer the authorized provider of the Head Start Program in Durham.

Chapel Hill Training-Outreach Project, Inc. (CHTOP) is now the authorized provider.

The lease for use of property and a facility at Eastway must be moved to CHTOP.

Administration submits this new lease and resolution for discussion and subsequent approval.

Fiscal Implications:

None Strategic Plan Alignment: None

Purpose


Reviewed by: Finance __________ Attorney KGardner

STATE OF NORTH CAROLINA DURHAM COUNTY This Lease Agreement (“Lease”, “Agreement”, or “Lease Agreement”) is made this _____ day of _________________, 2014, by and between Chapel Hill Training-Outreach Project, Inc. (LESSEE), and the Durham Public Schools Board of Education, a body corporate (LESSOR). WHEREAS, LESSOR owns the property known as the Eastway Elementary School site located at 610 N. Alston Ave., Durham, North Carolina 27701; WHEREAS, LESSOR does not require the use of the entire Eastway Elementary School site for school purposes and intends to declare as surplus and no longer necessary for school purposes approximately 1.3 acres of the Eastway Elementary School site as described in Exhibit A attached to this Agreement (hereinafter “the Property”); WHEREAS, LESSEE desires to lease the Property from LESSOR for not more than ten years in order to operate a Head Start program; WHEREAS, LESSOR is only willing to lease the Property to LESSEE if LESSEE uses the Property exclusively to operate a Head Start program approved by the requisite authorities AND ensures that the Property can be safely used as a Head Start program for the term of the lease; and WHEREAS, LESSOR and LESSEE desire to enter into this Agreement for the purpose of setting forth the respective rights, obligations and duties of each party. NOW, THEREFORE, in consideration of the above-stated desires of the parties and such other mutual promises and covenants as are set forth below, LESSOR and LESSEE agree as follows: 1. Property. LESSOR shall lease to LESSEE and LESSEE shall lease from LESSOR, approximately 1.3 acres of property located on the Eastway Elementary School site (the Property). A map of the Property and a legal description of the Property are attached as Exhibit A and incorporated into this Lease by reference. In no event does LESSOR grant any interest in any property for which LESSOR is not the record owner. The Property is leased for the sole express purpose of operating a Head Start program. LESSOR agrees to only use the Property to operate a Head Start program. 2. Term. The term of this Lease Agreement ("term") shall commence on the date of execution of this agreement or on the date LESSOR declares the Property to be surplus and no longer necessary for public school purposes at a duly called meeting of LESSOR, whichever last occurs (“Commencement Date”). The term of this Lease Agreement shall terminate one day prior to the fifth anniversary of the Commencement Date. If the LESSEE has fully complied

with all of the provisions of this Lease Agreement during the original term, the LESSEE shall have the right to extend this Lease Agreement for an additional 5 year term under the same terms and conditions as set forth in this Lease Agreement. LESSEE shall provide a written request to renew this Agreement to LESSOR between the beginning of the forty-eighth (48th) month and the end of the fifty-fourth (54th) month of the term of this Agreement. In no event shall the term and renewal provisions stated in this paragraph extend this Agreement beyond the ten (10) year term limit in G.S. §§ 115C-518 and 160A-272.

This Agreement shall convert to a license revocable at-will by LESSOR in the event LESSEE holds over beyond the original term or any properly extended term. This Agreement shall terminate immediately, without penalty to LESSOR, in the event LESSEE is no longer authorized or accredited to operate a Head Start program, loses its status as a nonprofit entity, dissolves the corporation, or is otherwise in default of this Agreement as provided in section 22. LESSEE acknowledges that for various reasons LESSOR’s decision to declare the Property surplus may be materially delayed beyond the date of execution of this agreement or that circumstances may necessitate the LESSOR abandoning its intent to declare the Property surplus if the LESSOR concludes that the Property is needed, in whole or in part, for public school purposes. In exchange for the LESSOR’s commitment to lease the Property to LESSEE if and when the Property is declared surplus and no longer necessary for public school purposes, LESSEE agrees to release, hold harmless, and indemnify LESSOR from and against any and all losses, liabilities, claims, lawsuits, judgments, and demands whatsoever, including reasonable legal fees, which may arise out of or be caused by LESSOR’s delay in declaring the Property surplus and/or LESSOR’s decision not to declare the Property surplus. 3. Rent. The rent for the term of the lease shall be one dollar ($1.00) per year, which LESSEE shall pay to LESSOR at such place as LESSOR shall designate in writing, plus LESSEE shall pay for all costs related to modifications and improvements to the Property required to ensure that the Property is safe for the operation of a Head Start program during the full term of this Agreement. Upon the termination of this Agreement, title to any buildings constructed on the Property and all other improvements to the Property shall be automatically transferred to LESSOR except for (i) LESSEE’s personal property, so long as such property is not purchased from funds from Head Start sources or LESSOR and (ii) any item the LESSOR requires the LESSEE to remove from the Property. LESSOR and LESSEE agree that LESSEE shall not be entitled to any compensation or reimbursement from LESSOR for any repairs, maintenance, construction costs, or any other expenses LESSEE incurs as a result of LESSEE’S use or lease of the Property. 4. Title and Quiet Possession. LESSOR represents and covenants that LESSOR owns the Property in fee simple except as set out in matters of record. LESSEE assumes the burden of conducting a title search or other investigation to its satisfaction. LESSOR represents and warrants to LESSEE that LESSOR has the full right to make this Lease and that LESSEE shall have quiet and peaceful possession of the Property throughout the Lease term.

5. Title Insurance. LESSEE, at LESSEE's option and expense, may obtain title insurance on the Property. 6. No Waste or Nuisance. During the term of this Lease, LESSEE shall comply with all applicable laws affecting the Property, the breach of which might result in any penalty on LESSOR or forfeiture of LESSOR's title to the Property. LESSEE shall obtain any necessary governmental licenses or authorizations required for any construction activities on the Property and for the operation of a Head Start program and shall furnish copies of same to LESSOR if requested. LESSOR shall reasonably cooperate with LESSEE's efforts to obtain necessary licenses and authorizations. 7. Assignment and Subleasing. LESSEE may not sublet the Property in whole or in part without LESSOR's written consent, and the making of any such sublease shall not release LESSEE from, or otherwise affect in any manner, any of LESSEE's obligations hereunder. LESSEE shall not assign or transfer this Lease, or any interest herein, without the prior written consent of LESSOR, and consent to an assignment shall not be deemed to be consent to any subsequent assignment. In the event LESSOR should transfer its interest in the Property, LESSOR shall have no further duties or obligations hereunder provided that the transferee agrees to assume all of the duties and obligations imposed hereunder on LESSOR and upon such third party's agreement not to amend, modify or change in any manner whatsoever LESSEE's rights and obligations hereunder. Upon such a transfer, LESSEE shall, for all purposes expressed herein and incidental hereto, accept such transferee as its LESSOR hereunder. LESSOR may assign any or all rights, duties and obligations created hereunder without the consent of LESSEE. 8. Notices. All notices, demands, or other writings which this Lease requires to be delivered, or which may be delivered by either party hereto to the other, shall be deemed to have been fully delivered, when made in writing and deposited in the United States mail, certified mail, return receipt requested, and addressed as follows: To LESSOR: Superintendent Durham Public Schools 511 Cleveland Street Durham, North Carolina 27701 To LESSEE: Executive Director Chapel Hill Training-Outreach Project, Inc. 800 Eastowne Dr. Suite 105 Chapel Hill, North Carolina 27514 The address to which any notice, demand, or other writing may be delivered to any party as above provided may be changed by written notice given by such party as above provided.

9. Condition of Property. LESSEE acknowledges that LESSOR has declared the Property surplus for the term of this lease and does not represent or warrant that the Property will be suitable or safe for the operation of a Head Start program. LESSEE also acknowledges that LESSOR does not warrant that the Property will be in a condition that would be safe for the operation of a Head Start program. LESSEE shall be solely responsible for thoroughly inspecting the Property prior to taking possession to ensure that the Property is safe and acceptable for the operation of a Head Start program and shall make at its expense any and all repairs or improvements required to ensure that the Property is suitable for the purposes described in this Agreement. LESSEE shall ensure that the Property and any improvement constructed on the Property is maintained in a safe condition anytime students, staff, or invitees are on the Property. LESSEE shall indemnify, hold harmless and release LESSOR from any and all claims related to the condition and suitability of the Property for the operation of a Head Start program or for any other matter arising under this Agreement. LESSEE acknowledges that LESSOR shall not be responsible for obtaining or maintaining any permits required for utilities serving the Property. LESSEE shall be solely responsible for obtaining all permits and any other governmental authorization required to provide utility service to the Property. 10. Maintenance of Property. LESSEE shall be solely responsible for all upkeep, maintenance, repair, landscaping, pest control, trash and debris removal, and any other measure required to keep the Property in a safe condition during the term or any renewal of this Agreement. LESSEE shall also be solely responsible for any repairs, construction or other work required as a result of any damage to or destruction of any portion of the Property. In the event the Property is damaged, including rendering the Property uninhabitable, LESSOR shall have no obligation to repair or rebuild the Property. LESSEE shall have the option to rebuild or repair the Property solely at LESSEE's expense. In the event LESSEE decides not to rebuild or repair the Property, or any portion thereof, this Agreement shall terminate. 11. Traffic. LESSEE shall be responsible for ensuring that traffic created by or resulting from its use of the Property does not interfere with LESSOR’s use of school property. LESSEE shall coordinate with LESSOR or LESSOR’s designee on all matters related to traffic on the Property to ensure that LESSOR’s use of school property is not impaired. 12. LESSEE Improvements. LESSEE shall have the right, at its sole expense, to make such improvements on the Property as it may deem necessary, including any improvements necessary for the operation of a Head Start program, upon the prior written permission of LESSOR. LESSEE shall be solely responsible for the cost of any required work. In no event may LESSEE destroy, remove, or make any improvements or changes to the Property which would adversely impact the market value of the Property or LESSOR’s ability to use the Property upon the termination of this Agreement. During the term of this Agreement, LESSEE shall maintain the Property in a safe, clean and neat condition. Upon termination of this Lease, LESSOR shall take possession and ownership of all property and improvements on the Property, except as provided herein.

LESSOR may inspect any construction, installation, or other work performed on the Property. Upon the request of LESSOR, LESSEE at its expense shall make such changes as may be reasonably necessary, in the opinion of LESSOR, to protect persons or property from danger or injury. Notwithstanding the foregoing, LESSOR shall be under no obligation to any party to make such inspection or to request any such changes. To the extent that any repairs or changes are occasioned by (a) the acts of LESSEE, its agents, servants, employees, contractors, or invitees; (b) a defect or malfunction in LESSEE's equipment or any attachments thereto; (c) a safety hazard, or violation of any applicable statute, rule, regulation, order, directive or standard relating thereto, in or caused by LESSEE's property; (d) any changes or improvements to the Property requested or made by LESSEE; or (e) any violation or breach of any provision of this Agreement by LESSEE or anyone acting under it; then LESSOR may make any required repairs at the expense of LESSEE. LESSEE shall promptly reimburse LESSOR on demand for any such expenses incurred by LESSOR. 13. Operating Expense. LESSEE shall be responsible for arranging for all utilities required for the use of the Property and shall pay directly to the supplier thereof all charges, fees or assessments for connection and use of the utilities. LESSEE shall fully and promptly pay for all utilities furnished to the Property and used by LESSEE throughout the term of this Agreement, and all other costs and expenses of every kind whatsoever in connection with the use, operation, and maintenance of the Property and all activities conducted thereon. 14. LESSEE's Performance and Surrender. LESSEE shall comply with all rules, regulations, and laws governing the operation of Head Start programs in North Carolina at all times during the term of this Agreement. LESSEE shall pay the rent and all other sums required to be paid by LESSEE hereunder in the amounts, at the times, and in the manner herein provided, and shall keep and perform all terms and conditions hereof on its part to be kept and performed, and at the expiration or sooner termination of this Lease all improvements to the Property, except shall become the property of the LESSOR except as otherwise provided herein. 15. Oil, Gas and Mineral Rights. LESSOR does not grant, lease, let or demise to LESSEE, but expressly excepts and reserves all rights to oil, gas and other minerals in, on or under and that might be produced or mined from the Property; provided, however, that no drilling or other activity will be undertaken on the surface of the Property to recover any oil, gas or minerals during the term of this Agreement. 16. Government Compliance. LESSEE shall maintain and operate its Head Start program in compliance with all governmental laws and regulations, including all applicable local, state and federal rules and regulations. 17. Hold Harmless. LESSEE shall indemnify and hold LESSOR harmless from and against any and all losses, liabilities, claims, lawsuits, judgments, and demands whatsoever, including costs of investigation (including reimbursement of reasonable legal fees and all costs) which may arise out of or be caused by any act or omission or intentional wrongdoing of

LESSEE or its agents, employees, invitees or contractors, or which may arise out of or be caused by the maintenance, presence, use, location or removal of any equipment, system, or other property owned or operated by LESSEE or its agents, employees or contractors. LESSEE hereby assumes the risk of the inability to operate its Head Start program as a result of any reason whatsoever and agrees to indemnify and hold LESSOR harmless from all damages and costs of defending any claim or suit for damages of any kind including business interruption (and attorneys' fees) asserted against LESSOR by reason of such failure. LESSOR shall not be responsible for any damage to LESSEE's property, business, agents, employees, or invitees regardless of the cause of the damage. 18. Insurance. LESSEE shall obtain and maintain in effect during the term of this Agreement, a policy or policies for general liability and property damage insurance in amounts acceptable to the LESSOR but in no event less than $1,000,000 in which LESSOR and LESSEE shall each be named as insured parties, which policy or policies shall protect LESSOR and LESSEE from claims for personal injury, including death, and from claims for property damages, including but not limited to environmental damages, arising from any act or omission of LESSEE, its agents, employees, invitees or contractors.

LESSEE shall obtain and maintain in effect during the term of this Agreement, a policy of property damage insurance in which LESSOR shall be named as a co-insured, and in an amount acceptable to the LESSOR but in no event less than $1,000,000 to cover the cost of repair or replacement of any property of LESSOR, by reason of damage thereto resulting from an act or omission by LESSEE or its agents, contractors or employees. Such insurance also shall cover all losses sustained by LESSOR for any interruption of its business caused by any act or omission of LESSEE, its agents, employees or contractors. LESSOR may, in its sole discretion, maintain property damage insurance for the Property. LESSOR shall not be required to pay any insurance proceeds it receives to LESSEE for any purpose, and LESSOR shall not be required to pay for or reimburse LESSEE for any repairs LESSEE performs as a result of damage to or destruction of the Property. LESSEE shall promptly furnish to LESSOR certificates of insurance evidencing such insurance coverage. Insurance required hereunder shall be maintained by insurance companies rated "A" or better by "Best's Insurance Guide." In the event LESSEE fails to procure satisfactory insurance as provided herein, LESSOR may, but is not required to, procure such insurance on LESSEE’s behalf. In that event, LESSEE shall reimburse LESSOR the full cost thereof within ten (10) business days of notice to LESSEE. 19. Hazardous Substances. LESSEE shall not dispose of or allow the disposal or release of any hazardous substance on the Property. LESSEE shall hold LESSOR harmless from and indemnify LESSOR against any damage, loss, expense, response costs or liability, including consultant fees and attorneys' fees, resulting from hazardous substances generated, stored, uncovered, discovered, disposed of or transported to, on or under the Property as a result of LESSEE's use of the Property; provided, however, this provision shall not apply in the event that

the hazardous substances, except asbestos, existed on the Property prior to the initiation of this Lease. For purposes of this Agreement, "hazardous substances" shall mean (i) any substance which contains gasoline, diesel fuel or other petroleum hydrocarbons, (ii) any substance which is flammable, radioactive, corrosive or carcinogenic, (iii) any substance the presence of which on the Property causes or threatens to cause a nuisance or health hazard affecting human health, the environment, the premises or premises adjacent thereto, or (iv) any substance the presence of which on the Property requires investigation or remediation under any hazardous substance law, as the same may hereafter be amended. "Hazardous Substance Law" means the Comprehensive Environmental Response, Compensation, and Liability Act, 42 U.S.C. §9601 et seq.; the Resource Conservation and Recovery Act, 42 U.S.C. §6901 et seq.; the Hazardous Materials Transportation Act, 49 U.S.C. §1801 et seq.; the Clean Water Act, 33 U.S.C. §1251 et seq.; the Clean Air Act, 42 U.S.C. §7401 et seq.; the Federal Insecticide, Fungicide, and Rodenticide Act, 7 U.S.C. §136 et seq.; the Toxic Substances Control Act, 15 U.S.C. §2601 et seq.; the Emergency Planning and Community Right to Know Act (SARA Title III) 42 U.S.C. §11001 et seq.; and any applicable state law or regulation.

20. Termination for Convenience. Notwithstanding any other provision herein, if at any time during the term of this Lease Agreement LESSOR shall, in its sole discretion, determine (i) that the Property is needed for school purposes, or (ii) LESSEE’s use of the Property materially interferes with LESSOR’s use of school property for school purposes, LESSOR may terminate this Agreement without penalty upon thirty (30) days written notice to LESSEE. 21. No Extension or Future Obligation. In no event shall any provision in this Agreement be construed to extend this Lease Agreement beyond the ten (10) year term limit in G.S. §§ 115C-518 and 160A-272. In no event shall any provision in the previous paragraph or any other provision of this Agreement obligate LESSOR or LESSEE to consider, negotiate or enter a separate, new lease for all or part of the Property at the termination of this Lease Agreement. This Agreement shall convert to a license revocable at-will by LESSOR in the event LESSEE holds over beyond the original term or any properly extended term. 22. Events of Default; Termination. If LESSEE vacates or abandons the Property or fails to perform any other act or obligation as set forth in this Agreement and for a period of thirty (30) days following notice from LESSOR of such default fails to cure or commence appropriate action to cure such default, LESSOR may terminate this Agreement. LESSOR may also terminate this Agreement if a state, federal, or local agency establishes any condition(s) for occupancy of the Property which LESSEE fails or refuses to perform. No such termination of this Agreement shall relieve LESSEE of its indemnification obligations and any previously accrued liability and obligations under this agreement and all such liability and obligations shall survive any such termination.

(a) Upon termination or expiration of this Agreement, LESSEE will surrender the Property to LESSOR in as good condition as existed at the commencement of the Agreement except for reasonable wear and tear and in accordance with the terms of this Agreement, or for damage due to causes beyond LESSEE's control and without its fault

or negligence, or for damage, howsoever caused, to the extent LESSOR shall have been compensated for such damage by insurance.

(b) Upon any termination or expiration of this Agreement, LESSEE shall promptly remove its equipment from the Property without damage to the property of LESSOR in accordance with the terms of this Agreement. During the period of removal of it equipment, LESSEE's right and obligations with respect to access to the Property shall be the same as those during the period that this Agreement is in effect, and until the completion of the removal of all such equipment.

(c) If any personal property owned by LESSEE shall not have been removed from the Property within thirty (30) days following the termination or expiration of this Agreement, LESSOR shall have the right to remove such property at its own expense.

(d) LESSOR's failure to enforce or insist upon compliance with any of the terms or conditions of this Agreement shall not constitute a waiver or relinquishment by LESSOR of any of such terms or conditions. No declaration of default by LESSOR under any provision of this Agreement shall be deemed to impair or diminish LESSOR's rights against LESSEE for any breach of this Agreement.

23. Condemnation. If the whole of the Property, or such portion thereof as will make the Property unusable for the purposes herein leased, is condemned by any legally constituted public authority, then this Agreement, and the term hereby granted, shall cease from the time when possession thereof is taken by the public authority. Any lesser condemnation shall in no way affect the respective rights and obligations of LESSOR and LESSEE hereunder. The provisions of this Agreement governing LESSEE Improvements and their removal shall be applicable should termination occur due to condemnation. 24. Binding on Successors. The covenants and conditions contained herein shall apply to and bind the heirs, successors, executors, administrators and assigns of the parties hereto. 25. Access to Property. LESSEE and its officers, employees, agents, contractors and invitees shall have full access (twenty-four (24) hours per day, seven (7) days per week) to the Property during the term of this Lease. LESSEE shall allow LESSOR reasonable access to the Property upon request of LESSOR. 26. Governing Law. This Agreement and the relationship of the parties shall be governed by the laws of the state of North Carolina. 27. Entire Agreement. All of the representations and obligations of the parties are contained herein, and no modification, waiver or amendment of this Lease or of any of its conditions or provisions shall be binding upon a party unless in writing signed by that party or a duly authorized agent of that party empowered by a written authority signed by that party. The waiver by any party of a breach of any provision of this Lease shall not operate or be construed

as a waiver of any subsequent breach of that provision by the same party, or of any other provision or condition of the Lease. 28. Liens/Encumbrances. LESSEE will not cause or allow any lien, deed of trust or any other encumbrance to be placed on the Property, and LESSEE agrees to indemnify, defend and hold harmless LESSOR from any such encumbrance from a party claiming by, through or under LESSEE. If any such encumbrance is placed on the Property, LESSEE shall, within thirty (30) days thereafter regardless of whether or not it contests the validity of the claim upon which such encumbrance is based, post such bonds or take such other steps as may be necessary to remove such encumbrance. 29. Headings. The headings of sections and subsections are for convenient reference only and shall not be deemed to limit, construe, affect, modify or alter the meaning of such sections or subsections. 30. Time of Essence. Time is of the essence of LESSOR's and LESSEE's obligations under this Lease. 31. Severability. If any section, subsection, term or provision of this Lease or the application thereof to any party or circumstance shall, to any extent, be invalid or unenforceable, the remainder of said section, subsection, term or provision of the Lease of the application of same to parties or circumstances other than those to which it was held invalid or unenforceable, shall not be affected thereby and each remaining section, subsection, term or provision of this Lease shall be valid or enforceable to the fullest extent permitted by law. 32. Right to Register or Record. Upon the request of LESSEE, LESSOR agrees to execute a Memorandum of Lease in recordable or registerable form setting forth the general terms of the Lease, and such other information as LESSEE shall request.

[Remainder of Page Intentionally Blank]

IN WITNESS WHEREOF, the parties hereto have executed this Lease Agreement on the day and year first above written. LESSOR: DURHAM PUBLIC SCHOOLS BOARD OF EDUCATION _________________________________(SEAL) Heidi Carter, Chairperson ATTEST: _________________________________(SEAL) Dr. Bert L’Homme Superintendent/Secretary (CORPORATE SEAL)

LESSEE: CHAPEL HILL TRAINING-OUTREACH PROJECT, INC. _________________________________(SEAL) Alfred Michael Mathers, Executive Director ATTEST: _________________________________(SEAL) Secretary (CORPORATE SEAL)

NORTH CAROLINA DURHAM COUNTY I, ______________________________, a Notary Public for said County and State, do hereby certify that Dr. Bert. L’Homme personally came before me this day and acknowledged that he is the Secretary and Superintendent of the Durham Public Schools Board of Education, a body corporate, and that by authority duly given and as the act of the Board the foregoing instrument was signed in its name by its Chairperson, Heidi Carter, sealed with its corporate seal, and attested by himself as its Secretary. Witness my hand and notarial stamp or seal this _____ day of ___________, 2014. _____________________________________ Notary Public My Commission Expires: __________________ NORTH CAROLINA DURHAM COUNTY I, ________________________________, a Notary Public for said County and State, do hereby certify that _______________________________ personally came before me this day and acknowledged that he/she is the Secretary of Chapel Hill Training-Outreach Project, Inc., and that by authority duly given and as the act of the corporation the foregoing instrument was signed in its name by its Executive Director, ____________________________, sealed with its corporate seal, and attested by himself/herself as its Secretary. Witness my hand and notarial stamp or seal this _____ day of __________, 2014. _____________________________________ Notary Public My Commission Expires: __________________

12

EXHIBIT A (DESCRIPTION) The tract is approximately 1.3 acres having frontage of approximately 178 feet along the south

side of Liberty Street and being approximately 104 feet east of the east line of Alston Avenue.

The tract is bounded to the north by Liberty Street, to the west by private property (see map), and

to the south and east by the school bus dropoff/pickup driveway.

EXHIBIT A (MAP) 1117398

RESOLUTION AUTHORIZING LEASE OF REAL PROPERTY WHEREAS, the Durham Public Schools Board of Education owns real property known as the Eastway Elementary School site, located at 610 N. Alston Avenue, Durham, North Carolina; and WHEREAS, since 2001 the Board of Education has leased a portion of the property (approximately 1.3 acres) to operate a Head Start Program (“the property”); and WHEREAS, the Board finds as a fact that the property will not likely be needed for school purposes during the next 10 years; and WHEREAS, the Board finds that the best interests of the Durham Public Schools would be served by leasing the property to Chapel Hill Training-Outreach, Inc. for five years, with an option to renew for an additional five year term; and WHEREAS, N.C. Gen. Stat. § 115C-518 and § 160A-272 authorize the Board to lease the property. NOW, THEREFORE, BE IT RESOLVED by the Durham Public Schools Board of Education that: The Durham Public Schools Board of Education authorizes the lease of the property to Chapel Hill Training-Outreach, Inc. for up to five years, with an option to renew for an additional five year term, pursuant to the provisions of N.C. Gen. Stat. § 115C-518 and § 160A-272. ADOPTED this _____ day of 2014. ___________________________________ Heidi Carter Chairperson (Corporate Seal) ATTEST: _________________________________ Dr. Bert. L’Homme, Superintendent 1117574

NOTICE OF LEASE OF REAL PROPERTY The Durham Public Schools Board of Education intends and is expected to approve the lease of a portion of the Eastway Elementary School site (approximately 1.3 acres) at its August 28, 2014, meeting at ____ p.m. located at ______________ in Durham. The property will be leased to Chapel Hill Training-Outreach Project, Inc. for the operation of the Leathers/Meacham Head Start program. The lease term will expire in five years, with an option to renew for an additional five year term. In consideration of operating the Head Start program, the lease will have an annual rental payment of $1. 1117567



PRECIS Agenda Item: Electronic Board Meetings

Staff Liaison Present: Hugh Osteen Phone # 560-3831 Scott Denton 560-3822

Main Points:

Over the years, much has been discussed about making board meetings more environmentally friendly.

Staff will lead a discussion of options and issues regarding “paperless” meetings.

Administration submits this topic for information.

Fiscal Implications: None

Strategic Plan Alignment: None

Purpose



August, 2014

1

Electronic Board Meetings

In an effort to save paper, ink and other resources, and to be more efficient and environmentally sound, the administration will share with the board many of the options and issues involved in electronic board meetings.

Equipment Cost, standards, maintenance

Paper/Ink Cost, color, use

Archives How information is stored

Access Board, staff, public

Minutes Ability to take, monitor


Durham Public Schools ADMINISTRATIVE SERVICES COMMITTEE

PRECIS

Agenda Item: Budget Resolution Amendment #3 (2013-2014) Staff Liaison Present: Aaron J. Beaulieu Phone #: 560-3544 Paul D. LeSieur 560-3635

Main Points: Budget Resolution Amendment #3 will give the Board of Education an update on the status of the

adopted budget for the current school year. Administration submits the attached amendment for discussion and subsequent approval. Fiscal Implications: This amendment adjusts all accounts balances from March 25, 2014 through June 30, 2014.

Strategic Plan Alignment: None.

Purpose


Reviewed by: Finance __________ Attorney:

2013‐2014

BUDGET RESOLUTION

2013‐2014

BUDGET AMENDMENT #3

DURHAM PUBLIC SCHOOLS

2013-14 BUDGET AMENDMENT 3 Table of Contents

Section Page

Section 1 – Budget Amendment 3 Summary 1 2013-14 Budget Amendment 3 2-3 Summary of Funds 4 Graph – Budget Revenues by Fund 5 Budget by Fund Amendment 3 6 Graph – Budget Expense by Purpose 7 Budget by Purpose Amendment 3 8 Budget by Purpose Detail 9 Budget by Fund and Purpose 10 Budget by Fund and Purpose Detail 11

Section 2 – Amendment 3 State Fund 12 2013-14 Budget Amendment 3 State 13

Graph – State Fund Revenues 14 Graph – State Fund Expense by Purpose 15 State Fund by Purpose Expenditures and Revenue 16 State Fund Expense by Purpose Detail 17 State Fund Expense by PRC 18

Section 3 – Amendment 3 Local Fund 19 2013-14 Budget Amendment 3 Local 20

Graph – Local Fund Revenues 21 Graph - Local Special Fund Revenues 22 Graph – Local Fund Expense by Purpose 23 Local Fund by Purpose Expenditures and Revenue 24 Local Fund Expense by Purpose Detail 25 Local Fund Expense by PRC 26-28 Section 4 – Amendment 3 Federal Fund 29

2013-14 Budget Amendment 3 Federal 30 Graph – Federal Fund Revenues 31 Graph – Federal Fund Expense by Purpose 32 Federal Fund by Purpose Expenditures and Revenue 33 Federal Fund Expense by Purpose Detail 34 Federal Fund Expense by PRC 35 Section 5 – Amendment 3 Capital Outlay Fund 36

2013-14 Budget Amendment 3 Capital Outlay 37 Graph –Capital Outlay Fund Revenues 38 Graph – Capital Outlay Fund Expense by Purpose 39 Capital Outlay Fund by Purpose Expenditures and Revenue 40 Capital Outlay Fund Expense by Purpose Detail 41 Capital Outlay Fund Expense by PRC 42

Section Page Section 6 – Amendment 3 Child Nutrition Fund 43

2013-14 Budget Amendment 3 Child Nutrition 44 Graph –Child Nutrition Fund Revenues 45 Graph –Child Nutrition Fund Expense by Purpose 46 Child Nutrition Fund by Purpose Expenditures and Revenue 47 Child Nutrition Fund Expense by Purpose Detail 48

Child Nutrition Fund Expense by PRC 49 Section 7 – Amendment 3 Grant Fund 50

2013-14 Budget Amendment 3 Grant 51 Graph –Grant Fund Revenues 52 Graph –Grant Fund Expense by Purpose 53 Grant Fund by Purpose Expenditures and Revenue 54 Grant Fund Expense by Purpose Detail 55

Grant Fund Expense by PRC 56-57

2013‐2014

BUDGET AMENDMENT #3

Sec on 1

SUMMARY

1

2

3

DURHAM PUBLIC SCHOOLS2013-14 BUDGET AMENDMENT #3Summary of Funds

Code # Decription $ Increases / (Decreases)5000 Instructional Services 811,260.41 6000 System Wide Support Services 1,111,856.22 7000 Ancilliary Services (87,732.40) 8000 Non-Programmed Services 1,168,130.61 9000 Capital Outlay 231,923.96

Total 3,235,438.80$

Explanation:

Adjustments made between purposes and PRCs to capture current needs.

Total Increase / (Decrease) 3,235,438.80$

The following represents the State Fund as amended per Budget Amendment #2:

Total Appropriation in Current Budget 422,854,868.12 Amount of Increase (Decrease) of Above Amendment 3,235,438.80

Total Appropriation in Current Amended Budget 426,090,306.92$

The Durham County Board of Education at a meeting on the 28th day of August passed the following resolution. Be it resolved that the following Amendment be made to the Budget Resolution for the fiscal year ending June 30, 2014.

The Third Amendment to the all funds represents an increase of $3,220,384.23. The increase represents increases in the following appropriations from the State Public School Fund through allotment revision #36:

4

Fund Amount Percent

State 183,935,771.00$ 43.2%Local 133,286,000.70 31.3%Federal 32,423,182.26 7.6%Capital Outlay 53,116,683.22 12.5%Child Nutrition 15,911,016.00 3.7%Grant 7,417,653.74 1.7%

Total Revenue 426,090,306.92$ 100.0%

DURHAM PUBLIC SCHOOLS2013-14 BUDGET AMENDMENT #3

REVENUES BY FUND

43.2%

31.3%

7.6%

12.5%

3.7% 1.7%

State Local Federal Capital Outlay Child Nutrition Grant

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Expenditures Amount Percent

Instructional Services 267,984,854.56$ 62.9%System Wide Support Services 72,610,093.40 17.0%Ancillary Services 19,586,507.57 4.6%Non-Programmed Services 21,121,160.86 5.0%Capital Outlay 44,787,690.53 10.5%

Total Revenue 426,090,306.92$ 100.0%


EXPENSE BY PURPOSE

62.9%

17.0%

4.6%

5.0%

10.5%

Instructional Services System Wide Support Services Ancillary ServicesNon-Programmed Services Capital Outlay

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11

2013‐2014

BUDGET AMENDMENT #3

Sec on 2

STATE FUND BUDGET

12

DURHAM PUBLIC SCHOOLS2013-14 BUDGET AMENDMENT #3State Fund Summary

Code # Decription$ Increases / (Decreases)

5000 Instructional Services 1,166,226.04 6000 System Wide Support Services 315,506.96 7000 Ancilliary Services 1,918.00

Total 1,483,651.00$

Explanation:

Non-Contributory Employee BenefitsPanic AlarmsFY 2013-14 Transpotation Allotment EC Special Programs for Students with DisabilitiesABC Waivers


The following represents the State Fund as amended per Budget Amendment #3:

Total Approproiation in Current Budget 182,452,120.00 Amount of Increase (Decrease) of Above Amendment 1,483,651.00



The Third Amendment to the State fund represents an increase of $1,483,651. The increase represents increases in the following appropriations from the State Public School Fund through allotment revision # 36:

13

Revenues Amount Percent

State Public School Fund 177,414,579.00$ 96.5%State Employee Other Benefits 4,470,274.00 2.4%State Texbook Allotment 2,050,918.00 1.1%

Total Revenue 183,935,771.00$ 100.0%


STATE FUND REVENUES

96.5%

2.4% 1.1%

State Public School Fund State Employee Other Benefits State Texbook Allotment

14


Instructional Services 162,418,236.04$ 88.3%System Wide Support Services 21,378,749.96 11.6%Ancillary Services 138,785.00 0.1%Non-Programmed Services - 0.0%Capital Outlay - 0.0%

Total Expenditure 183,935,771.00$ 100.0%


STATE EXPENSE BY PURPOSE

88.3%

11.6% 0.1%

Instructional Services System Wide Support Services Ancillary Services

Non-Programmed Services Capital Outlay

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18

2013‐2014

BUDGET AMENDMENT #3

Sec on 3

LOCAL FUND BUDGET

19

DURHAM PUBLIC SCHOOLS2013-14 BUDGET AMENDMENT #3Local Fund Summary


5000 Instructional Services (533,895.30) 6000 System Wide Support Services 640,109.00 7000 Ancilliary Services (170,921.00) 8000 Non-Programmed Services 68,837.00 Total 4,129.70$

Explanation:

Adjustments made between purposes and PRCs to capture current needs.Interest earned on invesment 4,129.70

Total Increase / (Decrease) 4,129.70$

The following represents the Local Fund per Budget Amendment #3:

Total Approproiation in Current Budget 133,281,871.00 Amount of Increase (Decrease) of Above Amendment 4,129.70



The Third Amendment to the Local fund represents an increase of $ 4,129.70. The increase represents increases in the following appropriations from the Local Funds:

20


County Appropriation 117,818,481.00$ 88.40%City Revenue for Holton 190,927.00 0.14%Fines and Forfeitures 1,500,000.00 1.13%Interest Earned on Investments 259,129.70 0.19%Fund Balance Appropriated 7,455,975.00 5.59%Special Revenues 6,061,488.00 4.55%

Total Revenue 133,286,000.70$ 100.0%


LOCAL FUND REVENUES

88.40%

0.14%

1.13% 0.19% 5.59% 4.55%

County Appropriation City Revenue for Holton Fines and Forfeitures

Interest Earned on Investments Fund Balance Appropriated Special Revenues

21


Drivers Ed Revenue 60,000.00$ 0.99%ROTC 150,000.00 2.47%NC Medicaid 1,650,000.00 27.22%Tuition and Fees 10,000.00 0.16%Rental of School Property 303,000.00 5.00%Warehouse Revenue 350,000.00 5.77%Miscellaneous Revenue 253,208.00 4.18%Teacher On Loan 285,280.00 4.71%Indirect Cost Revenue 1,500,000.00 24.75%E-Rate Revenue 1,500,000.00 24.75%

Total Revenue 6,061,488.00$ 100.0%

DURHAM PUBLIC SCHOOLS2013-14 BUDGET AMENDMENT #3LOCAL SPECIAL FUND REVENUES

0.99% 2.47%

27.22%

0.16%

5.00%

5.77%

4.18% 4.71%

24.75%

24.75%

Drivers Ed Revenue ROTC NC Medicaid Tuition and FeesRental of School Property Warehouse Revenue Miscellaneous Revenue Teacher On LoanIndirect Cost Revenue E-Rate Revenue

22


Instructional Services 69,957,006.70$ 52.5%System Wide Support Services 47,122,181.00 35.4%Ancillary Services 1,193,761.00 0.9%Non-Programmed Services 15,013,052.00 11.3%Capital Outlay - 0.0%



LOCAL EXPENSE BY PURPOSE

52.5%

35.4%

0.9%

11.3%


23

Durh

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2013‐2014

BUDGET AMENDMENT #3

Sec on 4

FEDERAL FUND BUDGET

29

DURHAM PUBLIC SCHOOLS2013-14 BUDGET AMENDMENT #3Federal Fund Summary


5000 Instructional Services 1,845.76 6000 System Wide Support Services 126,252.90 7000 Ancilliary Services - 8000 Non-Programmed Services 1,182,771.38 Total 1,310,870.04$

Explanation:

PRC 050 ESEA Title I Basic Program 16,269.00 PRC 058 CTE Capacity Building 3,000.00 PRC 114 Children with Disability - Risk Pool 24,688.10 PRC 117 School Improvement 1,196,267.00 PRC 159 RTTT-STEM 77,372.71 Other PRCs adjustments (6,726.77)


The following represents the Federal Fund as amended per Budget Amendment #3:

Total Approproiation in Current Budget 31,112,312.22 Amount of Increase (Decrease) of Above Amendment 1,310,870.04



The Third Amendment to the Federal fund represents an increase of $ 1,310,870.04. The increase represents increases in the following appropriations from the Federal Funds through Allotment revision # 36:

30


Federal Fund Revenue 32,423,182.26$ 100.00%

Total Revenue 32,423,182.26$ 100.0%


FEDERAL FUND REVENUES

1

Federal Fund Revenue

31


Instructional Services 27,553,313.54$ 85.0%System Wide Support Services 2,151,412.31 6.6%Ancillary Services - 0.0%Non-Programmed Services 2,718,456.41 8.4%Capital Outlay - 0.0%



FEDERAL EXPENSE BY PURPOSE

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6.6% 0.0%

8.4%


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2013‐2014

BUDGET AMENDMENT #3

Sec on 5

CAPITAL OUTLAY FUND

BUDGET

36

DURHAM PUBLIC SCHOOLS2013-14 BUDGET AMENDMENT #3Capital Outlay Fund Summary


5000 Instructional Services (7,045.53) 6000 System Wide Support Services (11,103.14) 7000 Ancilliary Services - 8000 Non-Programmed Services 30,529.72 9000 Capital Outlay 231,923.96 Total 244,305.01$

Explanation:

Miscellaneous revenues for other projects: (Developer Impact fees, Sales Tax, & Miscellaneous…)


The following represents the Capital Outlay Fund as amended per Budget Amendment #3:




The Third Amendment to the Capital Outlay fund represents a increase of $244,305.01. The increase represents the following appropriations from the Capital Outlay fund through allotment revision # 36:

37


State Bond Proceeds 2,367,570.00$ 4.46%State- LEA Financed Bus Purchase 833,791.00 1.57%State- Lottery Fund 1,126,927.00 2.12%County Appropriation 1,370,000.00 2.58%Contributions and Donations 64,923.11 0.12%Miscellaneous Revenues 1,839,720.55 3.46%Local Bond Proceeds 44,368,014.25 83.53%Disposition of Assets 3,787.35 0.01%Fund Balance Appropriated 1,141,949.96 2.15%

Total Revenue 53,116,683.22$ 100.0%

DURHAM PUBLIC SCHOOLS2013-14 BUDGET AMENDMENT #3CAPITAL OUTLAY FUND REVENUES

4.46% 1.57% 2.12% 2.58% 0.12%

3.46%

83.53%

0.01%

2.15%

State Bond Proceeds State- LEA Financed Bus Purchase State- Lottery FundCounty Appropriation Contributions and Donations Miscellaneous RevenuesLocal Bond Proceeds Disposition of Assets Fund Balance Appropriated

38


Instructional Services 5,639,510.65$ 10.6%System Wide Support Services 1,796,400.77 3.4%Ancillary Services - 0.0%Non-Programmed Services 893,081.27 1.7%Capital Outlay 44,787,690.53 84.3%



CAPITAL OUTLAY EXPENSE BY PURPOSE

10.6% 3.4%

0.0%

1.7%


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42

2013‐2014

BUDGET AMENDMENT #3

Sec on 6

CHILD NUTRITION FUND

BUDGET

43

DURHAM PUBLIC SCHOOLS2013-14 BUDGET AMENDMENT #3Child Nutrition Fund Summary


7000 Ancilliary Services (0.00)

Total (0.00)$

Explanation:

Total Increase / (Decrease) (0.00)$

The following represents the Child Nutrition Fund as amended per Budget Amendment #3:

Total Approproiation in Current Budget 15,911,016.00 Amount of Increase (Decrease) of Above Amendment (0.00)



The Third Amendment to the Child Nutrition fund represents an unchanged budget.

44


USDA Grants - Regular 10,327,576.00$ 64.91%USDA Grants - Summer Feeding Programs 432,033.00 2.72%USDA Grants - Commodity Foods Used 642,142.00 4.04%USDA Grants - Fresh Fruit and Vegetable 35,167.00 0.22%Sales and Other Revenues 3,281,551.00 20.62%State Reimbursement For Breakfast 20,440.00 0.13%Interest Earned on Investments 14,107.00 0.09%Miscellaneous Revenue 8,000.00 0.05%Fund Balance Appropriated 1,150,000.00 7.23%

Total Revenue 15,911,016.00$ 100.0%

DURHAM PUBLIC SCHOOLS2013-14 BUDGET AMENDMENT #3CHILD NUTRITION FUND REVENUES

64.91% 2.72%

4.04% 0.22%

20.62%

0.13% 0.09% 0.05%

7.23%

USDA Grants - Regular USDA Grants - Summer Feeding Programs USDA Grants - Commodity Foods UsedUSDA Grants - Fresh Fruit and Vegetable Sales and Other Revenues State Reimbursement For BreakfastInterest Earned on Investments Miscellaneous Revenue Fund Balance Appropriated

45


Instructional Services -$ 0.0%System Wide Support Services - 0.0%Ancillary Services 15,024,656.60 94.4%Non-Programmed Services 886,359.40 5.6%Capital Outlay - 0.0%



CHILD NUTRION EXPENSE BY PURPOSE

0.0% 0.0%

94.4%

5.6%


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2013‐2014

BUDGET AMENDMENT #3

Sec on 7

GRANT FUND BUDGET

50

DURHAM PUBLIC SCHOOLS2013-14 BUDGET AMENDMENT #3Grant Fund Summary


5000 Instructional Services 184,129.44 6000 System Wide Support Services 41,090.50 7000 Ancilliary Services 78,783.00 8000 Non-Programmed Services (111,519.89)

- Total 192,483.05$

Explanation:

PRC 421 ED Workforce & Innovation Grant 160,000.00 PRC 543 NC New School Project Inc. 3,292.05 PRC 598 More at Four 9,700.00 PRC 650 Parking Fees 2,161.50 PRC 812 DPS Hub Farm 5,099.50 PRC 815 Walmart Grant-Homeless Department 2,750.00 PRC 833 Triple Threat Foundation-Athletic Equip(Goals) 9,480.00


The following represents the Grant Fund as amended per Budget Amendment #3:




The Third Amendment to the grant fund represents an increase of $192,483.05. The increase represents increase in the following programs:

51


State Revenue - Other Funds 11,154.95$ 0.15%Federal Revenue - Other Funds 444,876.38 6.00%Student Parking Fees 138,121.62 1.86%Tuition and Fees Local Sources 3,734,066.15 50.34%ABC Revenue 30,304.81 0.41%Interest Earned On Investments 14,903.38 0.20%Other Local Operating Revenues 25,452.63 0.34%Other Restricted Local Sources 1,957,336.89 26.39%More At Four 1,061,436.93 14.31%

Total Revenue 7,417,653.74$ 100.0%


GRANT FUND REVENUES

0.15% 6.00% 1.86%

50.34%

0.41% 0.20%

0.34%

26.39%

14.31%

State Revenue - Other Funds Federal Revenue - Other Funds Student Parking Fees

Tuition and Fees Local Sources ABC Revenue Interest Earned On Investments

Other Local Operating Revenues Other Restricted Local Sources More At Four

52


Instructional Services 2,416,787.63$ 32.6%System Wide Support Services 161,349.36 2.2%Ancillary Services 3,229,304.97 43.5%Non-Programmed Services 1,610,211.78 21.7%Capital Outlay - 0.0%



GRANT EXPENSE BY PURPOSE

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