City Council Work Sessions

City Council Work Session August 14, 2013 A Joint Work Session of the Suffolk City Council and the Suffolk School Board was held in the City Council Chamber on Wednesday, August 14, 2013, at 10:00 a.m. PRESENT Council Members - Linda T. Johnson, Mayor, presiding Charles F. Brown, Vice Mayor Michael D. Duman Roger W. Fawcett Jeffrey L. Gardy Curtis R. Milteer, Sr. Charles D. Parr, Sr. Lue R. Ward, Jr. Selena Cuffee-Glenn, City Manager Helivi L. Holland, City Attorney Erika S. Dawley, City Clerk ABSENT None The following members of the Suffolk School Board were present: Michael J. Debranski, Chairman Enoch C. Copeland, Vice Chairman Linda Bouchard Dr. Judith Brooks-Buck Phyllis C. Byrum Diane B. Foster ABSENT Lorraine B. Skeeter Also present from School Administration: Dr. Deran Whitney, School Superintendent Wendell Waller, School Board Attorney Cynthia Chavis, Clerk of the School Board COMPETITIVE COMPENSATION FOR TEACHERS AND SCHOOL PERSONNEL Utilizing the distributed handout, Dr. Suzanne Rice, Human Resources Director, Suffolk Public Schools, supplied an overview of the background information as printed in the official agenda. Wendy Forsman, Executive Director of Finance, Suffolk Public Schools, provided supplementary information about a proposed plan for a three-year phase-in of teacher salary increases. 1 City Council Work Session August 14, 2013 Referring to the presentation, Dr. Debranski asked if the cost for the proposed salary increase plan was provided in current dollars. Ms. Forsman replied in the affirmative. Referring to the presentation, Vice Mayor Brown opined about the possibility of other school systems in the region increasing teacher salaries, as it relates to the proposed salary increase plan. Ms. Forsman explained that the proposed plan is a temporary fix until Suffolk Public Schools can perform a formal compensation study. Council Member Parr inquired about the data obtained from exit interviews conducted when teachers leave Suffolk Public Schools. Dr. Rice indicated that the exit interview data reflects the following reasons teachers left Suffolk Public Schools: 30% went to other school divisions; 31% relocated out of the region; 16% left teaching; and the remaining persons who left did not report reasons for separation. Referring to the presentation, Mayor Johnson sought information about the number of teachers who left Suffolk Public Schools this year. Dr. Rice reported that ten percent of the 1,099 teachers left this year. Vice Mayor Brown called for clarification about the challenges for Suffolk Public Schools as it relates to recruiting and retaining teachers. Dr. Rice stated the Suffolk Public Schools often hires many first and second year teachers, but the challenge is keeping teacher with more experience. Dr. Whitney asked for an update about remaining teacher vacancies. Dr. Rice replied that there have been 40 teacher resignations from July to August. Council Member Fawcett queried about the number of retirees among the 40 teachers who have resigned from July to August. Dr. Rice said that of the 40 resignations, two were retirements. Members of City Council and the School Board opined about the issue of teacher salaries and teacher retention. Council Member Parr requested clarification about the use of exit interviews by Suffolk Public Schools. Dr. Whitney replied that Suffolk Public Schools has been performing exit interviews previously, but they are voluntary. EMPLOYEE BENEFITS Utilizing a PowerPoint presentation, Wendy Forsman, Executive Director of Finance, Suffolk Public Schools, summarized the background information as printed in the distributed agenda. Mayor Johnson solicited information about the effect of the Affordable Health Care Act on Suffolk Public Schools. Ms. Forsman explained the Act’s impact on Suffolk Public Schools is different from the City. Referring to the presentation, Council Member Duman inquired about the number of employees of Suffolk Public Schools that participate in the health maintenance organization option for health insurance. Ms. Forsman advised that 85% of their employees participation in this option. Council Member Duman asked if Suffolk Public Schools has a wellness program. Ms. Forsman said that a program would be forthcoming. 2 City Council Work Session August 14, 2013 Vice Mayor Brown opined about the increasing cost of health care and the Affordable Health Care Act. Ms. Forsman indicated that she anticipates that health care costs will continue to rise. GROWTH TRENDS AND ADDITIONAL STUDENT CAPACITY Utilizing the distributed handout, Jacqueline Chavis, Deputy Superintendent, Suffolk Public Schools, gave a synopsis of the background information as printed in the official agenda. Referring to the presentation, Council Member Parr asked about the variances in the student enrollment information. Ms. Chavis reported that the information was collected at different times of year; therefore, there is a variance in the data. Referring to the presentation, Council Member Parr called for clarification about the inclusion of pre-kindergarten students in enrollment data in other local school systems. Steven Edwards, Supervisor of Research and Training, Suffolk Public Schools, explained that all local school systems include this information in their enrollment data. Council Member Parr inquired about the possibility of rezoning schools in order to alleviate some of the overcrowding issues. Dr. Whitney indicated that approach would require the consideration of other factors such as transportation. Council Member Parr queried about the last time Suffolk Public Schools has undergone redistricting. Terry Napier, Director of Facilities and Planning, Suffolk Public Schools, stated that he was not aware of any system-wide redistricting during the course of his career. Council Member Parr sought information about the reason lack of a system-wide redistricting. Mr. Napier replied that due to the City’s geographic size, it has not been feasible. Council Member Parr opined about the possible benefits of a system-wide redistricting by Suffolk Public Schools, as it relates to identifying operational needs. Ms. Bouchard said that there are federal requirements regarding racial balance that must be adhered to, even if Suffolk Public Schools performed a system wide redistricting. Council Member Milteer asked about the use of school zones. Dr. Whitney said that school zones are used. Council Member Gardy questioned the information regarding student growth. Referring to the presentation, Council Member Duman called for an explanation for the decreasing enrollment at Elephant’s Fork Elementary School, specifically the change in the number of students enrolled in kindergarten to the number of students in grade five. Dr. Whitney reported that some of the decrease could be a result of options available to parents under the No Child Left Behind Act, which allows parents to change their child’s school. Mr. Napier added that Mount Zion Elementary School closed, and there was an initial spike in enrollment at Elephants Fork Elementary School. Mayor Johnson sought a copy of the federal legislation that regulates racial balance for public schools. 3 City Council Work Session August 14, 2013 Council Member Parr sought clarification about the inclusion of pre-kindergarten students in the student growth trends and capacity information. Mr. Napier replied in the affirmative. Council Member Parr asked if the pre-kindergarten program is all day. Mr. Napier advised that the program is all day. Vice Mayor Brown opined about the importance of designing facilitates for both short and long-term use. Mr. Napier said that is the goal of Suffolk Public Schools when designing all facilities. Dr. Whitney added that a balanced approach is always the goal, but there are instances where student population will increase unexpectedly. MAINTENACE FACILITY Utilizing the distributed handout, Terry Napier, Director of Facilities and Planning, Suffolk Public Schools, offered a report on the background information as printed in the official agenda. City Manager Cuffee-Glenn called Deputy City Manager Patrick Roberts forward to speak to the proposed Mount Zion Elementary School conversion. Deputy City Manager Roberts said the City is supportive of a shared maintenance facility but added that the proposed conversion does not represent the highest and best use of the parcel, as Route 460 is seen as most viable for economic development. Referring to the presentation, Council Member Fawcett requested information about the steps taken when a school facility is closed. Mr. Napier reported that when Suffolk Public Schools has a building that is no longer in use, the property either is used for another purpose or reverts to the City. Referring to the presentation, Council Member Fawcett asked for updated cost information for the proposed Mount Zion Elementary School conversion. Mr. Napier indicated that he could provide that information. Members of City Council opined about the proposed Mount Zion Elementary School conversion, specifically the need to consider an alternate location for the maintenance facility, as Route 460 is seen as most viable for economic development uses. Referring to the presentation, Council Member Ward called information about any other sites under consideration for a maintenance facility, aside from the proposed Mount Zion Elementary School property. Dr. Whitney advised that no other sites have been considered at this time. CAPITAL IMPROVEMENT PLAN Utilizing the distributed handout, Terry Napier, Director of Facilities and Planning, Suffolk Public Schools, provided a review on the background information as printed in the official agenda. Referring to the presentation, Vice Mayor Brown called for the use of modeling and simulation in order to determine future capital projects. City Council and the School Board recessed at 12:25 p.m. and reconvened at 12:34 p.m. 4 City Council Work Session August 14, 2013 JOINT AND SHARED SERVICES Utilizing a PowerPoint, Wendy Forsman, Executive Director of Finance, and John Littlefield, Director of Technology, Suffolk Public Schools, supplied an overview of the background information as printed in the official agenda. Mayor Johnson asked about the impact of the Affordable Health Care Act. Ms. Forsman explained that if Suffolk Public Schools made any significant changes to its health insurance, then the requirements of the Affordable Health Care Act might be applied. Council Member Parr queried about the requirement of retirees from Suffolk Public Schools to sign up for Medicaid when they turn 65 years old. Ms. Forsman replied in the affirmative. Council Member Parr called for information about the deductible for building insurance. Ms. Forsman reported that amount was $5,000. Council Member Parr asked about the consideration of outsourcing maintenance or food services. Ms. Forsman said that has not been considered at this time. Council Member Duman queried about the feasibility of considering the former Navy Radio Transmitter Facility in Driver for joint use maintenance facility. City Manager Cuffee-Glenn indicated that a number of options are under consideration, and she would report accordingly. PERFOMANCE MEASURES Utilizing the distributed handout, Jacqueline Chavis, Deputy Superintendent, Suffolk Public Schools, gave a report on the background information as printed in the official agenda. Referring to the presentation, Council Member Parr opined about tracking the dropout rate. Dr. Whitney explained that in 2008, there was a glitch in the system for tracking students that dropped out. He added that those issues have been resolved. Referring to the presentation, Council Member Parr inquired about the ability to identify a link between Standards of Learning scores and geographical information. Ms. Chavis indicated that the State has information on scores as it relates to socioeconomic information. Council Member Milteer sought information about the student performance on the Standards of Learning tests as it relates to gender. Ms. Chavis reported that female students tend to outperform male students on the tests. SPECIAL PROGRAMS AND INITIATIVES Utilizing a PowerPoint, Jacqueline Chavis, Deputy Superintendent, Suffolk Public Schools, provided an overview of the background information as printed in the official agenda. Special Project Manager Sherry Hunt presented a summary of the items discussed during the course of the work session. 5 City Council Work Session August 14, 2013 Utilizing a PowerPoint presentation, members of City Council and the School Board reviewed the goals of the work session. By unanimous consent, the Work Session adjourned at 1:45 p.m. Teste: _____________________________________________ Erika S. Dawley, City Clerk Approved: _________________________________________ Linda T. Johnson, Mayor APPROVED: September 4, 2013 6