CAROLINE COUNTY SCHOOL BOARD...RECOMMENDATION: It is recommended that the School Board recognize the students from LCES, CMS and CHS who scored 600 on SOL tests . RATIONALE: A score

Reaching New Heights Together

CAROLINE COUNTY SCHOOL BOARD Tamara Redding Bowling Green Wendell N. Sims

Mattaponi Valerie Q. Fells Reedy Church

Mack A. Wright, Jr. Madison Margaret O. Watkins

Port Royal

Gregory N. Killough, Ed. D Superintendent 16221 Richmond Turnpike

Bowling Green, VA 22427 (804) 633-5088 Fax (804 633-5563

A G E N D A Monday, October 10, 2011

CAROLINE MIDDLE SCHOOL 6:30 P.M.

1. Call to Order ………………………………………......Mack A. Wright, Jr. Chairman • Roll Call of Attendance ………….. Rebecca Broaddus, Clerk of the School Board

2. Invocation ……………………………………….....................Rev. Steve Nelson, Pastor Carmel Baptist Church • Pledge of Allegiance ………..Madison Elementary School Kindergarten Students • Presentation of CIP Needs ………………………………….Dr. Eric Cunningham

3. Awards, Recognitions, Commendations, etc.

a. Recognition of Region III Teacher of the Year ……………Dr. Rebecca Broaddus b. Recognition of Lewis & Clark Elementary School, Caroline

Middle School and Caroline High School Students Scoring 600 on SOL Tests …………………………Dr. Rebecca Broaddus

c. Recognition of VSBA Awards ……………………………...Dr. Gregory Killough d. Recognition of National School Lunch Week, October 10-14, 2011................................................................Keith Connor e. Recognition of Disability History and Awareness Month …………….Lisa Roarty f. Recognition of Read Aloud to a Child Week, October 16-23,

2011 ……………………………………………………..Cathy McConnell

4. Citizen Comments 5. Consent Agenda a. Approval of Minutes 1. Regular Meeting – September 12, 2011 b. Approval of Monthly Bills and Financial Reports 1. Vendor Payments 2. Budget Status Report c. Approval of Gifted Education Advisory Council d. Approval of School Health Advisory Committee e. Approval of Title I Parent Advisory Council (PAC) f. Approval of Superintendent’s Parent Advisory Council (PAC) g. Approval of Superintendent’s Advisory Council

h. Approval of Safe & Drug Free Schools Committee i. Approval of Home School Requests j. Discipline Cases: 10-10-11.01; 10-10-11.02; 10-10-11.03

AGENDA October 10, 2011 Page 2 6. Action Items

a. Approval of 2012-13 Budget Calendar …………………………………..Lifen Zhou b. Approval of School-Wide Plans ………………………….......Dr. Rebecca Broaddus c. Approval of Strategic Plan Sub-Committees …………………Dr. Rebecca Broaddus d. Approval of Resolution in Support of Public Education ……...Dr. Rebecca Broaddus

e. Approval of Update on VSBA Policy KFB .…………………..Dr. Rebecca Broaddus f. Approval of Country-Side Day Care Contract for 2012-13 …...Dr. Eric Cunningham g. Approval of payment to OWPR ……………………………….Dr. Eric Cunningham

7. Non-Action Items

a. First Reading: Disaster Relief – Trailer Donation …………………...George Gagnon

8. Informational Items a. Commonwealth Governor's School Presentation …………….Dr. Rebecca Broaddus b. Report on On-Time Graduation Rate …………………………Dr. Rebecca Broaddus c. Update on CHS Accreditation ………………………………..Dr. Rebecca Broaddus d. Report on Membership as of September 30, 2011…………….Dr. Rebecca Broaddus e. Report on Paver Project at CHS………………………………………George Gagnon f. Status of bid for Bowling Green School Project ……………………..George Gagnon g. Workshop on Budget Priorities ………………………………...Dr. Gregory Killough

9. Closed Session:

a. Personnel – The discussion of appointments, a resignation, re-assignments, salary corrections and supplements for extra classes, a stipend for certification, requests to Family Medical Leave, requests for leave without pay, and grade level chairs, club sponsors, department chairs, webmasters, coaches, and substitute teachers list, as authorized by Section 2.2-3711(A)(2) of the Code of Virginia, 1950 as amended.

10. Certification of Closed Session 11. Action Items Following Closed Session (will have personnel agenda, other or none as

needed) a. Action on Superintendent’s Personnel Agenda 12. School Board Matters of Interest a. Next Regular School Board Meeting: November 14, 2011 b. VSBA Annual Convention, Williamsburg, Va., November 16-18, 2011 13. Adjournment





Port Royal



CAROLINE COUNTY PUBLIC SCHOOL BOARD MEETING

October 10, 2011

SUBJECT: Recognition of Region III Teacher of the Year RECOMMENDATION: It is recommended that the School Board recognize Lori G. Askew as

the Region III Teacher of the Year RATIONALE: Lori G. Askew, special education teacher at Bowling Green

Elementary School has been named as the Region III Teacher of the Year. She will be competing with the seven other regional winners for the honor of Virginia Teacher of the Year on October 14, 2011 in Richmond. She will participate in an interview with the selection committee and the state winner will be announced at the evening banquet on October 14.

We congratulate Mrs. Askew on her accomplishment as the first Caroline County Public Schools teacher to be named a regional winner.

Rebecca B. Broaddus Signature





Port Royal




October 10, 2011

SUBJECT: Recognition of Lewis & Clark Elementary School, Caroline Middle

School and Caroline High School Students Scoring 600 on SOL Tests RECOMMENDATION: It is recommended that the School Board recognize the students from

LCES, CMS and CHS who scored 600 on SOL tests RATIONALE: A score of 600 is a perfect score on a SOL test. We are pleased to

recognize the students from Lewis and Clark Elementary, Caroline Middle and Caroline High for their achievement on SOL tests that were administered in grades 3-EOC during the 2010-2011 school year.

Please see attached list.






Port Royal




October 10, 2011

SUBJECT: Recognition of VSBA Academy Awards RECOMMENDATION: Recognition of the Caroline County School Board RATIONALE: Some of our board members, the clerk and the superintendent have

earned awards during the period of July 1, 2010 through June 30, 2011 as certified through the VSBA Academy. All board members, superintendents, clerks and deputy clerks are automatically enrolled in the VSBA Academy.

Those receiving awards are: Mr. Mack A. Wright, Jr. Mr. Wendell N. Sims Mrs. Margaret O. Watkins Dr. Rebecca B. Broaddus Dr. Gregory N. Killough. This award is presented for commitment to effective school board governance through participation in the VSBA School Board Academy.

Gregory N. Killough





Port Royal




October 10, 2011

SUBJECT: National School Lunch Week in Virginia

RECOMMENDATION: Recognize October 10 – 14 as National School Lunch Week RATIONALE: We wish to acknowledge the service provided by the School Nutrition

department for the benefit of the students and staff of Caroline County Public Schools. The program offers nutritious, low cost meals which help to foster good health and habits in our students. Research has shown that properly nourished children are better prepared to learn and as such the functions performed by the School Nutrition staff are vital to the success of every student.

This year’s theme is “Let’s grow healthy”. The cafeterias will be

offering an increased variety of fresh fruits for the students to enjoy. This will include Virginia grown apples as part of our “Farm to School” efforts.

We recommend that the Board recognize October 10-14 as National School Lunch Week in Caroline County and we applaud the School Nutrition team for their contributions to the continued success of our School Division.

BUDGET CATEGORY: N/A ESTIMATED COST: N/A

Keith Conner _____________________________________

Signature





Port Royal




October 10, 2011

SUBJECT: Recognition of Disability Awareness Month RECOMMENDATION: Senate Joint Resolution 321, designating October as Disability

History and Awareness Month (DHAM), was passed in 2009 by the General Assembly. A group of young people with disabilities who are alumni of the Youth Leadership Forum (YLF) initiated this resolution. YLF is a program designed to develop leadership skills among youth with disabilities and is sponsored by the Virginia Board for People with Disabilities.

RATIONALE: Public knowledge, awareness and understanding of disabilities will

help ensure the full participation of students with disabilities into the life of their schools and communities. Helping others become aware of the contributions that people with disabilities have made and are currently making nationally and in Virginia promotes inclusive communities.

BUDGET CATEGORY: N/A ESTIMATED COST: N/A LEGAL REFERENCE: Virginia Department of Education

Lisa C Roarty ____________________________________

SIGNATURE





Port Royal




October 10, 2011

SUBJECT: Read Aloud to a Child Week RECOMMENDATION: Recognition of Read Aloud to a Child Week, October 16-23, 2011 RATIONALE: Reading aloud is one of the most effective techniques that teachers

and parents can use to positively impact their children’s success in school and in life. Some of the benefits of reading aloud are increased vocabulary, language, comprehension, listening skills, creativity, and the imagination.

The theme this year is The American Civil War Tragedies and Treasures. In an endeavor to promote literacy across the curriculum, we have encouraged social studies teachers to team with reading/English teachers to make this reading experience eventful for children.

Cathy M. McConnell Signature





Port Royal




October 10, 2011

SUBJECT: Gifted Education Advisory Committee RECOMMENDATION: Approval of the 2011-12 Gifted Education Advisory Committee RATIONALE: An active advisory committee can bring a system of checks and

balances to an organization. The advisory committee last year helped to formulate our Gifted Plan. This year’s advisory committee will ensure that the goals, objectives, and strategies will come to fruition to serve the needs of the children of Caroline. Members include:

CBGS Gary Seager, parent CHS Rebecca Lowrie, parent Gavin Lowrie, student Kayla Roberts, student CMS Grace Roberts, parent William Carroll, parent Christine Hayek, Guidance Counselor LCES Donna Underwood, parent Serena Twine, administrator MES Jeannie VanDevender, parent Jasmaine Harris, parent BGE Paula Dustin, parent

Meeting dates have been set for: October 17, 2011 January 5, 2012 March 13, 2012 May 10, 2012

All meetings will take place at the CMS Multipurpose Room at 6:00 p.m.

Cathy M. McConnell Signature





Port Royal




October 10, 2011

SUBJECT: Approval of School Health Advisory Committee RECOMMENDATION: Approval of the School Health Advisory Committee RATIONALE: The School Health Advisory Board is a county-wide board created to

assist with the development of school health guidelines and the evaluation of the status of school health and health services. The committee consists of individuals throughout the community, the school system, and the health department. The advisory committee consists of the following members:

Susan Gayle Parent Kiana Waller Parent Kristen Young Parent Destiny Putnam Student, Caroline Middle School TBD Student, Caroline High School Sarah HIll Nurse, Caroline High School Linda Upshaw Nurse, Bowling Green Elementary Regenia Vessels Counselor, Caroline Middle School Judith Belcher Counselor, Madison Elementary Meredith Goose H/PE Teacher, Bowling Green Primary Susan Huffman H/PE Teacher, Madison Elementary Benjamin Sanford H/PE Teacher, Lewis & Clark Elementary Dr. Elizabeth Barrett Dentist, Caroline Cares Dental Clinic Caroline Fuller School Health Specialist, DOE Vicki Holmes Family Services Manager, CDI Head Start Janquetta White Health Manager, CDI Head Start Mary Benner Department of Social Services

Dolly G. Lindsay Signature





Port Royal




October 10, 2011

SUBJECT: Approval of Title I Parent Advisory Council (PAC) RECOMMENDATION: Approval of Title I Parent Advisory Council (PAC) for the 2011-2012

school year RATIONALE: The purpose of the Title I Parent Advisory Council (PAC) is to

support meaningful participation in the planning, implementation, and evaluation of all Title I programs in Caroline County Public Schools. The Caroline County Title I Division Parent Advisory Council (PAC) is made up of a majority of members who are parents of children being served under Title I and at least two teachers of children being served. The School Board approves the council on an annual basis. The Director of Federal Programs and Parent Coordinator work closely with the Parent Advisory Council and other interested parents are welcome to attend meetings. Please refer to the attached list of PAC members for 2011-2012.

BUDGET: N/A ESTIMATED COST: N/A LEGAL REFERENCE: 20 U. S. C. §§ 6312,6316,6318. Code of Virginia, 1950, as amended, Section 22.1-78


Caroline County Title I Division Parent Advisory Council Ollie Clark Parent, Bowling Green Primary Rachel Farmer Parent, Bowling Green Primary Terri Haywood Parent, Bowling Green Primary Michelle Richardson Parent, Bowling Green Primary Mandy Rigsby Parent, Bowling Green Primary Kimberly Byers Parent, Bowling Green Primary Dawn White Parent, Bowling Green Elementary TBD Parent, Bowling Green Elementary TBD Parent, Bowling Green Elementary Cynthia Golden Teacher, Bowling Green Primary Dorothy Dahm Teacher, Bowling Green Primary Jason Mack Principal, Bowling Green Primary Deborah Ernst Math Coach, Bowling Green Elementary Jennifer Vanderland Teacher, Bowling Green Elementary Jeff Wick Principal, Bowling Green Elementary Jessie Rollins Parent Coordinator Dolly G. Lindsay Director of Federal Programs





Port Royal




October 10, 2011

SUBJECT: Approval of Superintendent’s Parent Advisory Council RECOMMENDATION: Approval of the Superintendent’s Parent Advisory Council RATIONALE: The Superintendent’s Parent Advisory Council is designed to increase

communication among parents, community members and the division. The council actively reaches out to engage parents and community members in the school division’s decision making process and build a partnership for student achievement among families, community, the School Board and district staff. Please refer to the attached list of the Superintendent’s Parent Advisory Council.

BUDGET CATEGORY: N/A ESTIMATED COST: N/A LEGAL REFERENCE: N/A Rebecca B. Broaddus Signature

Superintendent’s Parent Advisory Council Terri Haygood BGP Michelle Richardson BGP Felicia Smithers BGE Heather Button BGE Holly Garner MES Patricia Blackett MES Melinda Clagg LCES Crystal Migliorini LCES Tina O’Dell CMS Gail Norris CMS Mary West CMS Gillian Hamilton CMS Rita Bell-Monte CMS Sabrina Addison CMS Gary Seager CHS Michelle Williams CHS Amelia Monroe CHS Mary Williams CDLC Rebecca Broaddus Assistant Superintendent for Instruction Gregory Killough Superintendent





Port Royal




October 10, 2011

SUBJECT: Approval of Superintendent’s Advisory Council RECOMMENDATION: Approval of the Superintendent’s Advisory Council RATIONALE: The Superintendent’s Advisory Council is established to serve as

partners in communicating and building connections among schools, central office administration and the community. Please refer to the attached list of the Superintendent’s Advisory Council.


Superintendent’s Advisory Council

Satonya Moore Teacher BGP Frances Carmack Library/Media BGP Joseph Hancock Teacher BGE Lisa Thompson Teacher BGE Anna Fox Teacher BGE Jowanda Rollins Teacher MES Jamie Sotzing Teacher MES Stacy Butzner Teacher LCES Melissa Huckstep Teacher LCES Elizabeth Flaherty Teacher LCES Ruth Judd Teacher CMS Sara Gibson Teacher CMS Todd King Teacher CMS Mike Moring Teacher CHS Chris Anderson Teacher CHS Liz Ridlon Teacher CHS Ashley Martin Teacher CHS Heather Palma Teacher CHS George DeCola Teacher CDLC Richard Golden Maintenance Deanna Calhoun Transportation Wendy Reneau Food Services Darlene Wingfield Secretary Robert Gerber Community Rebecca Broaddus Asst. Superintendent for Instruction Gregory Killough Superintendent





Port Royal




October 10, 2011 SUBJECT: Approval of Safe & Drug Free Schools Committee RECOMMENDATION: Approval of the Safe & Drug Free Schools Advisory Committee RATIONALE: Caroline County Public Schools is committed to providing a safe and

drug free environment for students and staff. The Safe & Drug Free Schools Advisory Committee works to assist school staffs in developing and implementing programs and practices. The advisory committee consists of the following members:

Joseph Brown Business Banker/Community Chris Hall Resource Officer, CMS Ritchie Anderson Resource Officer, CHS Dan Powell Student Support Specialist Cynthia Green Department of Social Services Christine Hayek School Counselor, CMS Scott Belako Assistant Principal CMS Bryant Allen Assistant Principal, CHS Jessie Rollins Parent Involvement Coordinator Destiny Putnam Student, CMS Kathleen Tinder School Nurse, CMS Sarah Hall School Nurse, CHS Dolly G. Lindsay Director of Federal Programs BUDGET CATEGORY: N/A ESTIMATED COST: N/A LEGAL REFERENCE: N/A






Port Royal




October 10, 2011

SUBJECT: Approval of Home School Requests RECOMMENDATION: Approval of Home School Requests RATIONALE: Parents of home school students are required to apply for home school

approval on a yearly basis. At the present time, 20 home school applications have been processed and are ready for approval. All of these applications have been reviewed and meet the requirements for home schooling. Requests to be approved include HS-11-12.127 through HS-11-12.146.

Rebecca B. Broaddus SIGNATURE





Port Royal




October 10, 2011

SUBJECT: Budget Time Line RECOMMENDATION: Presentation of budget calendar for 2012-2013 budget (see attached). RATIONALE: N/A BUDGET CATEGORY: N/A ESTIMATED COST: N/A LEGAL REFERENCE: N/A

Lifen Zhou Signature

CAROLINE COUNTY PUBLIC SCHOOLS FY2013 BUDGET CALENDAR

September 21, 2011 Staff Meeting -- set focus for FY2013 budget Distribute budget preparation materials

September Establish Budget Committee (request names from School Board members and principals)

September / October, 2011 Departments prepare budget

October 10, 2011 School Board budget directions / recommendations

October, 2011 Budget work sessions with different groups to gather community and employee feedback (Departments in Instruction, Maintenance, Transportation...)

October 13, 2011 Budget work session with Budget Committee

October 17, 2011 Meeting with BOS for budget recommendations

October 19, 2011 Staff meeting - discuss budget

October 31, 2011 Budget due to SBO Budget office

November 10, 2011 Budget priorities recommended by the Budget Committee

November 14, 2011 Establishment of budget priorities by School Board

December 5, 2011 School Board budget workshop meeting

December 6, 2011 Budget Committee reviews FY2013 budget items

December 12, 2011 School Board finalizes budget priorities based on budget requests from various department

January 9, 2012 Present preliminary school budgets to School Board based on Governor's budget proposal

January 9, 2012 School Board holds budget work session

January 10, 2012 Superintendent releases FY2013 proposed to the County Administrator

January 30, 2012 School Board holds public hearings on budget

February 13, 2012 School Board approves preliminary operating budget

February 14, 2012 School Board presents CCPS FY2013 budget to County BOS

February 14, 2012 School Budget send to County Administrator

April 9, 2012 Update budget based on General Assembly's adopted amendment presented to School Board

May 14, 2012 Final school budget presented to school board *Dates tentative





Port Royal




October 10, 2011

SUBJECT: Approval of School-Wide Plans RECOMMENDATION: Approval of School-Wide Plans RATIONALE: Each of our schools has developed a School-Wide Plan for the 2011-

2012 school year. These plans reflect the goals, objectives, and strategies that will be used to increase student achievement in the schools and are built on the schools’ plans from last year, current and trend data, and the strategic plan. The plans are working documents that will be implemented, reviewed, and updated throughout the school year. Annual approval of these plans by the local School Board is required.

Rebecca B. Broaddus

Signature





Port Royal




October 10, 2011

SUBJECT: Approval of Strategic Plan Sub-Committees RECOMMENDATION: Approval of Strategic Plan Sub-Committee Members RATIONALE: An update on the Strategic Plan was presented at the August 8, 2011

School Board meeting. In that update were progress reports on the current goals and objectives. Some of committee members for the seven areas have been revised to reflect new members as well as removal of some that were unable to continue serving. The committees have met or will be meeting soon to revise goals and develop a specific plan for the 2011-12 school year. The list of committee members is attached.

Rebecca B. Broaddus

Signature

Strategic Plan Committee Participants Capital Projects and

Transportation

College and Career Ready

Extra Curricular Activities

Instruction

Personnel

Student Services

Technology

George Gagnon Supervisor of Maintenance

Cathy, McConnell Director of Instruction

Harper Donahoe Principal

Rebecca Broaddus Assistant Superintendent for Instruction

Eric Cunningham Assistant Superintendent for Admin. Services

Dolly Lindsay, Director of Federal Programs

Harold Pellegreen Principal

James Satterwhite Supervisor of Transportation

Jeff Wick, Principal Jeremy Jack, Athletic Director

Becky Elam, Assistant Principal

Jason Mack, Principal Gregory Killough Superintendent

Scott Belako Assistant Principal

Robert Baldwin, Assistant Principal

Melinda Brown Assistant Principal

Aaron Dudley Teacher

Lisa Roarty, Director of Special Education

Pat Taylor Smith Personnel Specialist

Derrick Scarborough Administrator, CDLC

Wade Murray Technology Services

Michael Bohlman, Parent Hutt Williams Guidance Counselor

Antoine Johnson Teacher

Serena Twine Assistant Principal

Sharon Waskiewicz Gifted Specialist

Jennifer Burruss Guidance Counselor

Sylvia Anderson Instructional Technology

Debra Holt, Principal Vernessa Ware Teacher

Lisa Thompson Teacher

Stacy Armstrong Assistant Principal

Becky Tate Parent

Keith Conner Supervisor of Nutrition Services

Beth Hausler Instructional Technology

David McConnell Community Member

Mike Moring Teacher

Jessica Thompson Teacher

Cathy Burke, Math Specialist

Beth Burnap, Math Specialist

Joseph Robinson Instructional Technology

Herbert Tate, CIP Member Chris Anderson Teacher

Jessica Hoover Teacher

Kim Haislop Instructional Specialist

Joseph Hancock Teacher

Marvin Wilson Parent

David Storke, Parent & Community Member

Chelsea Spiegel Gifted Lead Teacher

Mike Raynes Instructional Specialist

Dan Powell, Student Support Specialist

William Parker Parent

Sherry Gravatt Community Member

Richard Williams Community Member

John Ziegler, Teacher Jessie Rollins, Title I Parent Coordinator

Frank Beale Community Member

Tim Lawrence Community Member

George Spaulding Community Member

Anna Fox, Teacher

Lifen Zhou, Director of Budget and Finance

Chandra Atkins Community Member

Matt Brandt Community Member

Carolyn Tubman Community Member

Wendell Sims School Board

Matthew Coleman Community Member

Michelle Richardson Parent





Port Royal




October 10, 2011

SUBJECT: Approval of Resolution in Support of Public Education RECOMMENDATION: Approval of the Resolution in Support of Public Education RATIONALE: Attached is resolution in support of public education that was

approved by the VSBA Board of Directors at a meeting on September 9, 2011. Specifically, it requests that the Governor allocate a fair share of the $544.8 million FY 2011 budget surplus to K-12 public education to begin to restore funds cut from K-12 public education in Fiscal Years 2009, 2010 and 2011. The VSBA Board has encouraged each local board to consider adopting a similar version and sending it to the Governor.


A RESOLUTION IN SUPPORT OF PUBLIC EDUCATION IN VIRGINIA

WHEREAS, per pupil state funding for public education has been reduced by more than 13% since 2009, and

WHEREAS, neither the requirements of the Standards of Learning and of No Child Left Behind, nor the overall costs of operating the public schools have been reduced, and

WHEREAS, state funding for public education does not reflect the true cost of constructing, staffing, equipping, operating and maintaining schools that perform at the level needed to meet the requirements of the Standards of Quality and the Standards of Learning, and

WHEREAS, none of the $544.8 million FY2011 budget surplus has been proposed to be allocated to K-12 public education.

NOW, THEREFORE, BE IT RESOLVED that the Caroline County School Board respectfully requests the Governor to allocate a fair share of the $544.8 million FY2011 budget surplus to K-12 public education, to begin to restore funds cut from K-12 public education in Fiscal Years 2009, 2010, and 2011.

Adopted this 10th day of October, 2011 by the Caroline County School Board.

Signed:

_________________________ _________________________ Mack A. Wright, Jr. Rebecca B. Broaddus, Ed.D. Chairman of the School Board Clerk of the School Board





Port Royal




October 10, 2011

SUBJECT: Approval of VSBA Policy KFB RECOMMENDATION: Approval of VSBA Policy KFB RATIONALE: This policy has been revised based on changes in state and federal

laws, regulations and guidelines. At last month’s meeting this policy was removed to have additional information inserted. This information has been inserted under Section E. Additional Protections and is a listing of ways to ensure student privacy when completing surveys.

BUDGET CATEGORY: N/A ESTIMATED COST: N/A


File: KFB ADMINISTRATION OF SURVEYS AND QUESTIONNAIRES

I. Instructional Materials and Surveys

A. Inspection of Instructional Materials All instructional materials, including teacher's manuals, films, tapes, or other

supplementary material which will be used as part of the educational curriculum for a student or which will be used in connection with any survey, analysis, or evaluation as part of any federally funded program shall be available for inspection by the parents or guardians of the student in accordance with Policy KBA.

B. Participation in Surveys and Evaluations No student shall be required, as part of any federally funded program, to submit to a

survey, analysis, or evaluation that reveals information concerning (1) political affiliations or beliefs of the student or the student's parent, (2) mental or psychological problems of the student or the student's family, (3) sex behavior or attitudes, (4) illegal, anti-social, self-incriminating, or demeaning behavior, (5) critical appraisals of other individuals with whom respondents have close family

relationships, (6) legally recognized privileged or analogous relationships, such as those of lawyers,

physicians, and ministers, (7) religious practices, affiliations, or beliefs of the student or student's parent, or (8) income (other than that required by law to determine eligibility for participation in a

program or for receiving financial assistance under such program), without the prior consent of the student (if the student is an adult or emancipated minor), or in the case of an unemancipated minor, without the prior written consent of the parent.

C. Surveys Requesting Sexual Information

In any case in which a questionnaire or survey requesting sexual information of

students is to be administered, the school board shall notify the parent concerning the administration of such questionnaire or survey in writing at least 30 days prior to its administration. The notice will inform the parent of the nature and types of questions included in the questionnaire or survey, the purposes and age-appropriateness of the survey, and whether and how any findings or results will be disclosed. Parents shall have the right to review the questionnaire or survey and to exempt their child from participating in the survey. No questionnaire or survey requesting sexual information of a student shall be administered to any student in kindergarten through grade six and, unless required by federal or state law or regulation, school personnel administering any such questionnaire or survey shall not disclose personally identifiable information.

© 5/11 VSBA CAROLINE COUNTY PUBLIC SCHOOLS

File: KFB Page 2

D. Youth Health Risk Behavior Survey

The school board will notify parents of each student enrolled in a middle or high school selected for participation in the survey of student health risk behaviors pursuant to Va. Code § 32.1-73.8, in writing and at least 30 days prior to administration of the survey, that their child may be randomly selected to participate in the survey unless the parent denies consent for the student's participation in writing prior to administration of the survey. The notice will inform the parent regarding the nature and types of questions included in the survey, the purposes and age-appropriateness of the survey, how information collected by the survey will be used, who will have access to such information, whether and how any findings or results will be disclosed, and the steps that will be taken to protect students' privacy. Parents have the right to review the survey prior to its administration.

E. Additional Protections

A parent or emancipated student may, upon request, inspect any instructional

material used as part of the educational curriculum of the student and any survey created by a third party before the survey is administered or distributed to a student. Any inspection shall be in accordance with Policy KBA.

In addition, in the event of the administration or distribution of a survey

containing one or more of the subjects listed in subsection I.B. above, the privacy of students to whom the survey is administered will be protected by: • Requiring that all personally identifiable information (name, address, student number,

etc.) is removed before any reports are completed; • Informing parents of children involved of their right to refuse and/or discontinue

participation in research at anytime without prejudice; • Permitting no discussion among classmates about their responses to any surveys or

questionnaires; and, • Protecting completed surveys from casual observance by any individual other than the

survey/ questionnaire administrator. Whenever possible, completed surveys shall be inserted into an envelope immediately following submission by the student respondent and destroyed according to the survey protocol once data collection is complete.

II. Physical Examinations and Screenings

If the Caroline County Public School Division administers any physical examinations or screenings other than

• those required by Virginia law, and • surveys administered to a student in accordance with the Individuals with Disabilities

Education Act, policies regarding those examinations or screenings will be developed and adopted in consultation with parents.


http://leg1.state.va.us/cgi-bin/legp504.exe?000+cod+32.1-73.8

File: KFB Page 3

III. Commercial Use of Information Questionnaires and surveys shall not be administered to public school students during the

regular school day or at school-sponsored events without written, informed parental consent when participation in such questionnaire or survey may subsequently result in the sale for commercial purposes of personal information regarding the individual student.

This subsection does not apply to the collection, disclosure, or use of personal information

collected from students for the exclusive purpose of developing, evaluating, or providing educational products or services for, or to, students or educational institutions, such as the following:

• college or other postsecondary education recruitment, or military recruitment; • book clubs, magazines, and programs providing access to low-cost literary

products; • curriculum and instructional materials used by elementary schools and secondary

schools; • tests and assessments used by elementary schools and secondary schools to provide

cognitive, evaluative, diagnostic, clinical, aptitude, or achievement information about students (or to generate other statistically useful data for the purpose of securing such tests and assessments) and the subsequent analysis and public release of the aggregate data from such tests and assessments;

• the sale by students of products or services to raise funds for school-related or education-related activities; and

• student recognition programs.

IV. Notification Notification of Policies

The Board shall provide notice of this policy directly to parents of students annually at the beginning of the school year and within a reasonable period of time after any substantive change in the policy. The Board will also offer an opportunity for the parent (or emancipated student) to opt the student out of participation in

• activities involving the collection, disclosure, or use of personal information collected from students for the purpose of marketing or for selling that information (or otherwise providing that information to others for that purpose);

• the administration of any survey containing one or more items listed in subsection I.B. above; or

• any nonemergency, invasive physical examination or screening that is • required as a condition of attendance; • administered by the school and scheduled by the school in advance; and • not necessary to protect the immediate health and safety of the student, or of

other students.


File: KFB Page 4

Notification of Specific Events The Board will directly notify the parent of a student, at least annually at the beginning of

the school year, of the specific or approximate dates during the school year when the following activities are scheduled, or expected to be scheduled:

• activities involving the collection, disclosure, or use of personal information collected from students for the purpose of marketing or for selling that information (or otherwise providing that information to others for that purpose);

• the administration of any survey containing one or more items listed in subsection I.B. above;

• any nonemergency, invasive physical examination or screening that is • required as a condition of attendance; • administered by the school and scheduled by the school in advance; and • not necessary to protect the immediate health and safety of the student, or

of other students. V. Definitions

Instructional material: the term "instructional material" means instructional content that is

provided to a student, regardless of its format, including printed or representational materials, audio-visual materials, and materials in electronic or digital formats (such as materials accessible through the Internet). The term does not include academic tests or academic assessments.

Invasive physical examination: the term "invasive physical examination" means any medical

examination that involves the exposure of private body parts, or any act during such examination that includes incision, insertion, or injection into the body, but does not include a hearing, vision, or scoliosis screening.

Parent: the term "parent" includes a legal guardian or other person standing in loco parentis

(such as a grandparent or stepparent with whom the child lives, or a person who is legally responsible for the welfare of the child).

Personal information: the term "personal information" means individually identifiable

information including • a student or parent's first and last name; • a home or other physical address (including street name and the name of the city

or town); • a telephone number; or • a Social Security identification number. Survey: the term “survey” includes an evaluation.

Adopted: October 10, 2011 __________________________________________________________________________________________________________________________________________________________


File: KFB Page 5

Legal Refs.: 20 U.S.C. § 1232h.

Code of Virginia, 1950, as amended, § 22.1-79.3.

Cross Refs.: IFB Pilot, Research or Experimental Projects JHDA Human Research KBA Requests for Information

KF Distribution of Information/Materials LE Relations with Colleges and Universities






Port Royal




October 10, 2011 SUBJECT: Contract for 2011-12 Countryside Daycare RECOMMENDATION: Approval RATIONALE: Countryside Daycare has requested to rent space at Lewis and Clark

Elementary from September to June 15th. Attached is the lease agreement between CCPS and Countryside Daycare for Board approval. Monies collected from this agreement will be placed in the maintenance operation budget.

BUDGET CATEGORY: Maintenance and operations ESTIMATED COST: Total estimated revenue $ 9,500.00 LEGAL REFERENCE:

Eric Cunningham Signature





Port Royal




October 10, 2011 SUBJECT: Certified payment to OWPR RECOMMENDATION: Approval RATIONALE: Approval for second half of invoice for Boring and soil sampling.

Approval for invoice # 5 for Architect and Engineering bidding services for Bowling Green Renovation. Approval of Invoice for Earthquake damage assessment.

BUDGET CATEGORY: CIP ESTIMATED COST $ 22,975.00 Bidding fees and services $ 14,748.80 ½ Soil and Boring services $ 7,239.65 Earthquake damage assessment

$ 44,963.45 Total Pay out to OWPR LEGAL REFERENCE:

Eric Cunningham Signature





Port Royal




October 10, 2011 SUBJECT: Trailer donation RECOMMENDATION: Approval RATIONALE: On August 23rd the East Coast experienced a 5.8 Earthquake. As we all know our neighboring county Louisa suffered catastrophic

damage to their schools and are in need of help to construct trailer parks to conduct classes six days a week.

It is the request of maintenance and this administration to seek preapproval to assist surrounding counties in case of emergency to donate those trailers in Caroline that we are not using and do not anticipate ever using. 100% of the cost to move donated trailers will be incurred by the receiving school district.

The Administration requests that we can make these types of donations without further Board approval.

BUDGET CATEGORY: ESTIMATED COST LEGAL REFERENCE:

George Gagnon Signature





Port Royal




October 10, 2011

SUBJECT: Commonwealth Governor’s School Presentation RECOMMENDATION: Informational RATIONALE: The process for Caroline County Public Schools participation in the

Commonwealth Governor’s School continues to move forward. We have been participating in board meetings and laying the ground work for the potential participation of students in the 2012-2013 school year. Merri Kae VanderPloeg, Director of the Commonwealth Governor’s School will be making a presentation to the Board.






Port Royal




October 10, 2011

SUBJECT: Report on On-Time Graduation Rate RECOMMENDATION: Informational RATIONALE: The On-Time Graduation Rate reports will be released by the Virginia

Department of Education on October 11, 2011. This rate includes all students who received a diploma, but does not include students who completed a GED or Certificates of Completion. Preliminary data show that Caroline High School’s rate is continuing to increase. A detailed report will be provided at the next School Board meeting.






Port Royal




October 10, 2011

SUBJECT: Update on CHS Accreditation RECOMMENDATION: Informational RATIONALE: Caroline High School has received full accreditation status for the

2011-2012 school year. Preliminary data showed that the high school had not met the graduation completion index, but a review of data and providing evidence of student transfers have allowed them to meet the requirements. All six schools are now fully accredited.






Port Royal




October 10, 2011

SUBJECT: Membership as of September 30, 2011 RECOMMENDATION: Informational RATIONALE: Please refer to the attached sheet that shows the enrollment in

Caroline County Public Schools as of September 30, 2011. The enrollment sheet shows ADM students in grades K-12 and Non-ADM students (PreK). This is provided for informational purposes only.






Port Royal




October 10, 2011 SUBJECT: Paver Project at CHS RECOMMENDATION: Informational

RATIONALE: In November 2010 Caroline High School with the assistance of Central Office staff, solicited businesses to donate money to the Athletic Department. In return for their donations donors would receive an engraved paver that will be placed in a walkway leading to the CHS stadium. There were over 700 letters mailed to vendors and businesses. To date there has been over $5,000 raised for this project. On September 27th 2011, the maintenance department broke ground on the construction site for the school paver project. This project is being assisted by Homestead Hardware and Quality Grounds. Bricks are being sold for $75 for a 4x8 brick and $125 for an 8x8 brick. A copy of the order form can be found in your packets an on our website.

BUDGET CATEGORY: ESTIMATED COST: $ 4000.00 LEGAL REFERENCE:






Port Royal




October 10, 2011 SUBJECT: Status of bid for BGP renovation RECOMMENDATION: Informational RATIONALE: After accepting bids on September 27, 2011, and reviewed by the

Superintendent and his team we are now in the value engineering phase of the bidding process. Working with AD Whittaker as the apparent low bidder after Kenbridge building systems withdrew.

BUDGET CATEGORY: CIP/ QSCB loan ESTIMATED COST: Total Project estimate - $12,000,000.00 LEGAL REFERENCE:






Port Royal




October 10, 2011 SUBJECT: Workshop on Budget Priorities RECOMMENDATION: Information RATIONALE A workshop is needed to discuss budget priorities. Any items you

would like to be considered for the 2012-13 budget process are needed. These items can include salaries, positions, benefit package (health insurance, VRS), and instructional supplies or needs, just to name a few.

Gregory N. Killough Signature

Documents

CAROLINE COUNTY SCHOOL BOARD...RECOMMENDATION: It is recommended that the School Board recognize the students from LCES, CMS and CHS who scored 600 on SOL tests . RATIONALE: A score