splost 4 & 5 reports€¦ · 2018-01-04 · projects the intent of this document is to provide...

CLARKE COUNTY SCHOOL DISTRICT WORK SESSION

January 4, 2018 – H.T. Edwards Sr. Building Room 114 6:00 p.m.

AGENDA

ATTENDEES: Board of Education Members INFORMATION ITEMS

1. COC/SPLOST Monthly Reports – January 2018 2. SPLOST 4 & 5 Reports – November 2017 3. Early Head Start/Head Start Policy Council Meeting Minutes & Reports – November 2017 4. Athens Community Career Academy & Reports – November 2017 5. Parent Advisory Board Meeting – January 8, 2018 – Alps Road Elementary – Carol Williams

DRAFT – BOARD ACTION ITEMS

1. Minutes of Previous Meetings: Regular Meeting – December 14, 2017

2. Financial Reports – November 2017 3. Policies to Adopt/Rescind:

Policy JCDAE – Weapons (Revised) (Consideration of Consent Agenda – CA)

CA 4. Out-of-State/Overnight Field Trips CA 5. Implement Annual Head Start/Early Head Start Program Governance Plan CA 6. Approve the Contract for Internet Access Services CA 7. Approve the Contract for Wide Area Network Services CA 8. Approve Date, Time, and Place of Work Sessions for 2018 CA 9. Approve Resolution and Schedule to Establish Date, Time, and Place of Regular Board of Education Meetings 2018 10. Election of Board Officers 11. Personnel Recommendations

WORK SESSION PRESENTATIONS/DISCUSSION(S)

1. Superintendent Report a. ERSA Presentation: Enrollment, Recruitment, and Selection criteria for Head Start and

Rules for Selection and Placement (Head Start/Early Head Start) b. Governance Orientation (Head Start/Early Head Start) c. AdvancEd Visit

2. Policy Committee Update Review of December 18, 2017 Policy Committee Meeting (And Next Steps) 3. Board of Education Committee Appointments for 2018 4. Nominations for Board Officer Positions

a. President b. Vice President

5. Board of Education Meeting Seating Structure Discussion

ADJOURNMENT

SPLOST MONTHLY REPORT 12/1/17

1. Change Order Report

• Revised monthly report (see 1-page attachment)

2. Construction Schedule

• Revised pre-construction schedule (see 1-page attachment)

3. Current Construction

• Oglethorpe Avenue

• All 3 sections of the lower level slab on grade have been poured. • Structural steel installation for the 2 story building is complete. • Level 2 exterior wall framing and sheathing on the West & East portions

of the building are in progress. • Interior wall framing is complete on the lower level and 50% complete

on level 2. • Electrical and HVAC duct rough in is in progress on the lower level. • Metal roof decking on the 2 story structure is complete. • The kitchen, cafeteria, music, art, corridor and admin area slabs have

been poured. • Single story structural steel is complete. • Metal roof decking is in progress on the 1 story structure. • Site storm piping installation is 96% complete. • Fire Sprinkler main line installation is in progress. • Curb and gutter installation for the staff parking area is in progress. • Weather delays have hampered construction progress, current project

completion is June 1, 2018.

• WR Coile and Burney Harris Lyons

• The architect has obtained GA DOE approval for the contract drawings. • Construction bid documents/drawings have been issued. • 5 General Contractors have been prequalified to bid. • A pre-bid meeting was held by the architects on 11-2-17. • Construction bids are scheduled to be due November 16, 2017 with

Board recommendations submitted at the December board meeting. • Modular classroom unit installation is in progress at both sites.

• Hilsman

• A Local Building committee meeting is scheduled for November 8,2017 to present further developed schematic design drawings. The design is a 2 story structure in a “H” configuration with each grade level on a different

level, the connections classes and special education rooms will be located on the first floor. Administration, media center, cafeteria and kitchen would be towards the front of the building in a single story component.

• West Broad Street The school district has placed the project on hold pending the completion of the community wide feasibility study for the West Broad area. This is a joint study with support from CCSD, ACC, Athens Land Trust and Athens Housing Authority.

SPLOST

Contingency / Change Order Report

December

2017

Oglethorpe WR Burney Harris Hilsman

Contingency / Change Orders Avenue Coile Lyons

Established Budget Hard Bid

Approved Guaranteed Maximum Price or Bid 18,342,000.00$

Contract Amount 18,342,000.00$

Executed Change Orders:

Total Change Orders 0.00 0.00 0.00 0.00

Percentage of Contract Amount 0%

Revised Contract Amount 18,342,000.00$

1

Advertise Pre-Bid Bids Notification

By Conference Due to BOE *

Oglethorpe Elementary Construction 10/21/16 11/09/16 11/22/16 12/08/16

Burney Harris Lyons Design 10/13/17 11/02/17 11/16/17 12/14/17

WR Coile Design 10/13/17 11/02/17 11/16/17 12/14/17

Hilsman Design 03/23/18 04/11/18 04/26/18 05/11/18

West Broad Street Feasibility Study TBD TBD TBD TBD

Legend: Active Completed Future

SPLOST Construction Schedule

December 1, 2017

Projects

The intent of this document is to provide anticipated and realized schedules of the current and upcoming

SPLOST construction projects

Current Stage

* DATES INDICATED ARE ESTIMATES UNTIL PROGRAMMING AND INITIAL DESIGN PHASES ARE COMPLETE

ACCOUNT BB&T BB&T BB&T BBT BB&T

ACTIVITY SP4 Activity Bank Balance Money Market Bond Escrow Debt Service Fund

Balance Ending Oct 31, 2017 $2,060,774 $0 $0 $10,398,646

.

Receipts:

Earnings:

Interest Earnings - November, 2017 $199

Interest Earnings - October, 2017 $93

TOTAL REVENUES

$292

Project Expenditures:

Administration-Dues & Fees $199

Barnett Shoals-Bldg Construction $31,755

Clarke Central-Expendable Eqpt $2,882

Clarke Central-Bldg Construction $8,190

Oglethorpe-Architect $13,386

Oglethorpe- Engineering Svcs $8,475

Oglethorpe-Rental of Eqpt $19,954

Oglethorpe-Bldg Construction $753,193

Whitehead Rd-Land Improvement $3,025

TOTAL EXPENDITURES

$841,059

Transfers & Adjustments

Bank Service Charge

ACCOUNT TOTALS - NOVEMBER 3O, 2017 $1,270,094 $0 $0 $10,398,739

TOTAL SPLOST 4 CASH & INVESTMENTS $11,668,833

Month Ending November 2017

CLARKE COUNTY SCHOOL DISTRICT

SPLOST 4 CONSTRUCTION PROGRAM

SCHEDULE OF INVESTMENT ACTIVITY

SP5 Activity BB&T BBT BB&T

Checking Constr Fund Debt Srvc Fund

Balance Ending October 31, 2017 $1,867,100 $59,667,083 $6,008,278

.

Receipts:

October, 2017 Sales Tax $2,002,573

Earnings:

Interest - November 30, 2017 $404

TOTAL REVENUES

$2,002,977

Expenditures:

Administration-Payroll $24,216

Administration- Copier Expenses $59

Administration-Postage $66

Administration - Employee Travel $669

Administration-Supplies $480

Administration-Equipment $5,396

Administration-Dues & Fees $220

BHL-Architect Fees $243,981

BHL-Rental of Eqpt $117,188

BHL-Advertising $30

BHL-Supplies $454

BHL-Construction $4,600

Coile-Architect Fees $245,869

Coile-Rental of Eqpt $117,188

Coile-Advertising $30

Coile-Supplies $454

Hilsman-Architect Fees $142,500

Technology $341,205

TOTAL EXPENDITURES

$1,244,605

Transfers & Adjustments

ACCOUNT TOTALS - NOVEMBER 30, 2017 $1,018,892 $59,667,083 $8,010,851

TOTAL SPLOST 5 CASH AND INVESTMENTS $68,696,827




SCHEDULE OF INVESTMENT ACTIVITY



SCHEDULE OF SALES TAX RECEIPTS


MONTH MONTH ATHENS-CLARKE ATHENS-CLARKE TotalCOLLECTED RECEIVED E-SPLOST E-SPLOST Monthly

Sales Tax Receipt Pro-Rata ReceiptsJul-17 September $1,919,963 $1,919,963

Aug-17 September $2,014,382 $2,014,382Sep-17 October $2,069,358 $2,069,358Oct-17 $2,002,573 $2,002,573Nov-17Dec-17

TOTAL RECEIVED TO DATE $8,006,275 $0 $8,006,275 $2,001,569 4 mo

Averages

$1,500,000

$1,600,000

$1,700,000

$1,800,000

$1,900,000

$2,000,000

$2,100,000

Jul-17 Aug-17 Sep-17 Oct-17

SPLOST 5 RECEIPTS

Total Monthly Receipts Average to Date Assumed Monthly Receipts

PROJECTED SPLOST 5 REVENUE AT $1,850,000 PER MONTH FOR 60 MONTHS $111,000,000

TOTAL COLLECTIONS 4 $8,006,275

CURRENT MONTHLY AVERAGE $2,001,569 @ 60 months = $120,094,140

PROJECTED COLLECTIONS

Currently our 12 month trend is: n/a

n/a

$606,275

SPLOST 5 runs from July, 2017 to June, 2022

ACTUAL COLLECTIONS EXCEEDING PROJECTION

SPLOST 5 REVENUE TRENDS AS AT NOVEMBER 30, 2017

Currently our 24 month trend is:

CLARKE COUNTY SCHOOL DISTRICT OFFICE OF EARLY LEARNING

EARLY HEAD START & HEAD START

MONTHLY REPORT TO THE BOARD OF EDUCATION

FROM THE EARLY HEAD START & HEAD START POLICY COUNCIL The following Early Head Start and Head Start report is provided to the Board of Education in

accordance with Public Law 110-134 “Improving Head Start for School Readiness Act of 2007”,

Sec. 642(c) - (d).

The purpose of the report is to provide information and training needed for program planning

and decision making regarding policies and operations of the Early Head Start and Head Start

program.

The contents of the report include:

● Policy Council Minutes (11/28/17)

● EHS / HS Selection Criteria for the 2018 - 2019 School Year

● 2017-2018

○ Financial Report (November Financial Report and Program Program Report)

○ Communications from Office of Head Start: The newest version of the EHS / HS

grant application instructions were release in November, “Head Start Grant

Application Instructions with Guidance, Version 3”.

For more information about Early Head Start and Head Start grant requirements and resources,

please visit the

Early Childhood Learning and Knowledge Center (ECLKC)

http://eclkc.ohs.acf.hhs.gov/hslc .

http://eclkc.ohs.acf.hhs.gov/hslc/standards/law

http://eclkc.ohs.acf.hhs.gov/hslc

Demond Means, Ph.D. Superintendent

Karen Higginbotham Director

OFFICE OF EARLY LEARNING POLICY COUNCIL MEETING

10/17/2017

Present: Parents: Janessa Teasley, John Evans, Danielle Newsome, Rhonda Hurst, Miaka Edwards and Rocio Ponce Community Partner: Judy Stephenson; EHS/HS Staff: Angie Moon de Avila, Vine�e Fabregas, Wesley Snipes, Karen Higginbotham and Marsha Hawkins Welcome / Introductions / Establish Quorum / Membership / Voting Procedures : At 11:31 am quorum met. John Evans welcomed everyone to the mee�ng. Angie reviewed the Policy Council membership and list of alternates as well as vo�ng procedures. Angie asked all staff to iden�fy themselves and indicated that staff do not vote on any of the Policy Council decisions. Policy Council Minutes : The minutes from the 9/26/17 mee�ng were distributed. On a mo�on made by Miaka Edwards and seconded by Judy Stephenson the Policy Council voted to approve the minutes. Program Plan : Angie provided the Policy Council with a training on Program Governance and the by laws. The training laid out the Head Start program governance requirements and the by-laws that describe how the standards are implemented locally. On a mo�on made by Miaka Edwards and seconded by Danielle Newsome the Policy Council voted to approve the Governance Program Plan. Personnel Committee Recommendation : Vine�e gave an overview of the Personnel commi�ee recommenda�ons for the following posi�ons: EHS/HS Bilingual Family Engagement Literacy Specialist Crystal Gonzalez, HS Child Development Specialist Lashawn Lumpkin and EHS/HS Child Development Assistant Floater Kyrsta Aponte. On a mo�on made by Miaka Edwards and seconded by Danielle Newsome the Policy Council voted to accept the personnel recommenda�ons from the commi�ee. Monthly Financial / Programmatic Report: The reports were distributed to all members Agenda Setting for Next Meeting: 11/28/17 next mee�ng: ERSEA Plan and Selec�on Criteria Announcements: Review a�ached calendars

Adjournment: On a mo�on made by Miaka Edwards and seconded by Janessa Teasley, the Policy Council voted unanimously to adjourn the mee�ng at 1:13pm.

__________________________________________ _______________ POLICY COUNCIL CHAIR DATE

2018-2019 SELECTION CRITERIA APPLICANT’S NAME: _________________________________________________________________

FIELD NAME EARLY HEAD START / HEAD START SELECTION CRITERIA ABBREV POINTS

Parent Status

(ID required)

Foster parents

Legal guardian (not biological parent)

One parent

Two parent

Foster

Leg gua

One p

Two p

100

90

80

60

Categorically Eligible Receives Public Assistance (TANF, Supplemental Security Income (SSI)), Homeless per McKinney-Vento Act,

Foster Child

Categorical Elig 100

Income Eligible 0% - No Income L00% 90

Income Eligible 1-25% of poverty levels L25% 80

Income Eligible 26-50% of poverty levels L50% 70

Income Eligible 51-99% of poverty level L99% 50

Over Income 100-130% OVER INCOME (Director approval required) O100% 00

Over Income 131- plus OVER INCOME (Director approval required) O130+% 00

EHS Age Expectant Mother

Birth to 12 months

13 months to 24 months

25 months to 35 months

PREG

Birth-12

13-24

25-35

80

80

70

60

HS Age 36 months by September 1st

48 months by September 1st

36 months

48 months

100

60

Disabilities

(Copy of IFSP / IEP in

hand required for points)

Does the applicant have an IFSP from Babies Can’t Wait?

Does the applicant have an IEP from school district Preschool Special Education Program?

BCW

P-Sped

80

80

Homeless

(Must verify)

Does the applicant meet McKinney Act criteria for homelessness?

(Lack a fixed, regular and adequate nighttime residence)

No / Yes (Describe situation):

Yes 100

OTHER FACTORS

Child Welfare Does the expectant mother or child’s parent(s) / guardian(s) have a pending, open case, or closed Child

Protective Services / case with DFCS within the last four years? No / Yes

Name of caseworker / county: ____________________ / _______________ Year of investigation: __________

Yes 80

Adult Mental Health

Adult Disability

Does the expectant mother or child’s parent(s) / guardian(s) have a diagnosed mental health condition and/or

disability,receiving treatment and/or taking medications for managing behavior or emotions? No / Yes

In treatment? No / Yes (List condition): (Who): (Provider):

Yes

Yes / Details

10

50

Addiction Is the expectant mother or the child’s parent(s) / guardian(s) experiencing addiction / substance abuse? No / Yes

In treatment? No / Yes (List condition): (Who): (Provider):

Yes

Yes / Details

10

50

Crisis Has the expectant mother or child’s parent(s) / guardian(s) suffered a crisis, i.e. diagnosed with a terminal illness,

death, disaster, domestic violence, etc within the last year. No / Yes

(List condition) :

Yes / Details 10

Child Injury / Death Was a child in the applicant’s family hospitalized for a serious injury or killed in an accident?

No / Yes (Explain):

Yes / Details 10

Incarcerated Parent/

Parole / Probation

Is the expectant mother or child’s parent(s) / guardian(s) incarcerated, on parole, or on probation (Circle all that

apply)? No / Yes Parent Name: _________________________________________________________

Probation/Parole Officer Name: _______________________Jail or Prison Location / Name: _____________

Yes / Details 10

Home Language Does the family speak a language other than English at home? (See home language survey on CCSD Application)

No / Yes (List the home language):

Yes / Details 10

Educational Attainment Applicant’s parent (s) did not complete high school or obtain GED.

No / Yes (List situation and who):

Yes / Details 30

3 or more children Is the applicant’s parent or the expectant parent single w/three or more children? No / Yes Yes 10

Age of Parent Is the parent 21 years old or younger? No / Yes Yes 10

Enrollment in programs

(Parent)

Is the applicant’s parent or the expectant mother enrolled in Middle or High School?

No / Yes (Name of Parent): (School Name)

Yes / Details 10

Enrollment in programs

(Child) (Must verify)

Is the EHS/HS child or sibling currently enrolled in CCSD EHS/HS or eligible for the Migrant Education Program?

No / Yes (Name of child):

Yes / Details 30

TOTAL POINTS TOTAL

STAFF SIGNATURE: _____________________________________________________ DATE: ________________

Policy Council Approval: Board of Education Approval: P.S. Standard: 1302.14

YTD BALANCES 9/1/17 THROUGH 11/30/17

Fund Source Fed Cat Revised Budget Expended Encumbered Available % usedEarly Head Start

CAN#7-G044125 EHS 1 Personnel 1,361,767$ 322,378$ 1,039,389$ 23.7EHS 2 Fringe 628,431$ 156,493$ 471,938$ 24.9EHS 5 Supplies 55,440$ 4,015$ 6,120$ 45,304$ 18.3EHS 6 Contractual 5,260$ -$ 5,260$ 0.0EHS 8 Other 77,094$ 11,177$ 6,401$ 59,516$ 22.8EHS Totals 2,127,992$ 494,064$ 12,521$ 1,621,407$ 23.8

CAN#7-G044121 EHS TTA 3 Travel 8,423$ -$ -$ 8,423$ 0.0EHS TTA 5 Supplies 4,793$ -$ -$ 4,793$ 0.0EHS TTA 6 Contractual 25,162$ 881$ 5,030$ 19,251$ 23.5EHS TTA 8 Other 10,000$ 10,000$ 0.0EHS TTA Totals 48,378$ 881$ 5,030$ 42,467$ 12.2EHS Totals 2,176,370$ 494,945$ 17,551$ 1,663,874$ 23.5

Head StartCAN#7-G044122 HS 1 Personnel 719,703$ 161,524$ -$ 558,179$ 22.4

HS 2 Fringe 353,644$ 79,149$ -$ 274,495$ 22.4HS 3 Travel 15,609$ -$ -$ 15,609$ 0.0HS 5 Supplies 70,915$ 7,038$ 2,923$ 60,954$ 14.0HS 6 Contractual 8,480$ -$ -$ 8,480$ 0.0HS 8 Other 63,088$ 4,118$ 5,506$ 53,464$ 15.3HS Totals 1,231,439$ 251,828$ 8,429$ 971,181$ 21.1

CAN#7-G044120 HS TTA 6 Contractual 17,758$ 5,335$ 920$ 11,503$ 35.2HS TTA Totals 17,758$ 5,335$ 920$ 11,503$ 35.2HS Totals 1,249,197$ 257,163$ 9,349$ 982,684$ 21.3

EHS & HS TOTAL 3,425,567$ 752,108$ 26,900$ 2,646,559$ 22.7

EARLY HEAD START / HEAD START CATEGORY BALANCES

Budget Categories Budget Actuals Balance Budget Actuals Balance1. Personnel $166,034.00 $43,988.56 ($122,045.44) $33,300.00 $5,956.00 ($27,344.00) ($149,389.43)2. Fringe Benefits $76,923.00 $17,412.56 ($59,510.44) $11,520.00 $2,035.80 ($9,484.20) ($68,994.63)3. Travel $0.00 $0.00 $0.00 $0.00 $0.004. Equipment $0.00 $0.00 $0.00 $0.00 $0.005. Supplies $3,000.00 $0.00 ($3,000.00) $3,000.00 ($3,000.00) ($6,000.00)6. Contractual $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.007. Construction $0.00 $0.00 $0.00 $0.00 $0.008. Other $65,243.00 $7,714.98 ($57,528.02) $77,151.00 $13,522.69 ($63,628.31) ($121,156.33)9. Total Direct Costs MUNIS Budget(lines 1-8) $311,200.00 $69,116.11 ($242,083.89) $124,971.00 $21,514.49 ($103,456.51)10. Indirect Costs $29,066.00 $0.00 ($29,066.00) $48,034.00 $0.00 ($48,034.00) ($77,100.00)11. Training Stipends $0.00 $0.00 $0.00Total Program Costs $340,266.00 $69,116.11 ($271,149.89) $173,005.00 $21,514.49 ($151,490.51) ($422,640.40)

20% 12%

Needed ActualTotal InKind $513,271.00 $90,630.60 18% $422,640.40

HS In-Kind EHS In-Kind

$513,271.00

$90,630.60

Total InKind

Needed

Actual

Budget Actuals EncumbAvailable Balance Budget Actual Encumb Available Balance

Child Health & Development Personnel GA Lottery Pre-K pgm $129,771.00 $24,795.21 $0.00 $104,975.79 $0.00 $0.00 $0.00 $0.00 Child Health & Development Personnel PreSchool Special Education (State funded) $17,544.00 $14,119.72 $0.00 $3,424.28 $0.00 $0.00 $0.00 $0.00 Other Personnel Security, Technology, Plant Services, Nurses, Plant Srv, etc $18,719.00 $5,073.63 $0.00 $13,645.37 $33,300.00 $5,956.00 $0.00 $27,344.00

$166,034.00 $43,988.56 $0.00 $122,045.44 $33,300.00 $5,956.00 $0.00 $27,344.00

Child Health & Development Personnel GA Lottery Pre-K pgm $76,923.00 $9,513.19 $0.00 $67,409.81 $0.00 $0.00 $0.00 $0.00 Child Health & Development Personnel PreSchool Special Education (State funded) $0.00 $6,165.17 $0.00 ($6,165.17) $0.00 $0.00 $0.00 $0.00 Other Personnel Security, Technology, Plant Services, Nurses, Plant Srv, etc $0.00 $1,734.20 $0.00 ($1,734.20) $11,520.00 $2,035.80 $0.00 $9,484.20

$76,923.00 $17,412.56 $0.00 $59,510.44 $11,520.00 $2,035.80 $0.00 $9,484.20

$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Vendor Provided In Kind $3,000.00 $0.00 $0.00 $3,000.00 $3,000.00 $0.00 $0.00 $3,000.00

$3,000.00 $0.00 $0.00 $0.00 $3,000.00 $0.00 $0.00 $0.00

$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Other Contracts: University of Georgia $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

$17,623.00 $3,600.72 $0.00 $14,022.28 $20,688.00 $4,226.94 $0.00 $16,461.06 $0.00 $69.92 $0.00 ($69.92) $0.00 $0.00 $0.00 $0.00

$16,500.00 $2,761.39 $0.00 $13,738.61 $17,900.00 $3,241.64 $0.00 $14,658.36 $0.00 $18.04 $0.00 ($18.04) $0.00 $21.17 $0.00 ($21.17)$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

$25,575.00 $1,264.91 $0.00 $24,310.09 $31,531.00 $6,032.94 $0.00 $25,498.06 Work Orders Completed by CCSD $5,545.00 $0.00 $0.00 $5,545.00 $7,032.00 $0.00 $0.00 $7,032.00

$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $65,243.00 $7,714.98 $0.00 $57,528.02 $77,151.00 $13,522.69 $0.00 $63,628.31

$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $311,200.00 $69,116.11 $0.00 $239,083.89 $124,971.00 $21,514.49 $0.00 $100,456.51

$29,066.00 $0.00 $0.00 $29,066.00 $48,034.00 $0.00 $0.00 $48,034.00 $29,066.00 $0.00 $0.00 $29,066.00 $48,034.00 $0.00 $0.00 $48,034.00

$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

$340,266.00 $69,116.11 $0.00 $268,149.89 $173,005.00 $21,514.49 $0.00 $148,490.51

Budget Total 513,271.00$ Actual Expense Total 90,630.60$

Encumbrance Total -$ Available Balance 422,640.40$

Classroom Reno Supplies

SUBTOTAL SUPPLIES:6. Contractual

Total Program Costs

Building and Child Liability Insurance (Admin Costs)Volunteers

SUBTOTAL OTHER:9. Total Direct Costs Submitted Budget (lines 1-8)9. Total Direct Costs MUNIS Budget(lines 1-8)10. Indirect Costs

11. Training StipendsSUBTOTAL TRAIN STIPENDS:

SUBTOTAL INDIRECT COSTS:Indirect Costs (Admin Cost)

Depreciation/Use Allowance (Admin Costs)Utilities, TelephoneUtilities, Telephone (Admin Costs)Building and Child Liability Insurance

SUBTOTAL CONTRACTUAL:7. Construction

SUBTOTAL CONSTRUCTION:8. OtherDepreciation/Use Allowance

HS In-Kind EHS In-Kind

SUBTOTAL FRINGE:3. Travel

Budget Categories

1. Personnel

SUBTOTAL PERSONNEL:

SUBTOTAL TRAVEL:4. Equipment

SUBTOTAL EQUIPMENT:5. Supplies

2. Fringe Benefits

2017-2018 MONTHLY POLICY COUNCIL REPORT EHS MONTHLY REPORT

# REPORT ITEM AUG SEPT OCT NOV1 EHS Funded Enrollment 164 164 164 1642 EHS Average Daily Attendance (ELC) overall 92% 88% 85% 91%

(Birth to 12 months) EHS #1 98% 86% 89% 94%EHS #2 87% 94% 89% 86%EHS #3 100% 92% 81% 95%EHS #4 99% 92% 92% 95%EHS #5 88% 76% 87% 90%

EHS #6 89% 95% 89% 86%EHS #7 84% 85% 62% 89%EHS #8 92% 83% 88% 91%

3 Explanation for less than 85% ADA n/a n/a illness n/a

4 EHS Turnover 8 9 11 135 EHS Cummulative Enrollment 172 172 177 1856 EHS 45 Day Deadline (Cummulative Enrollment) 8 8 8 87 EHS Waiting List (ELC Combo) 71 72 80 958 EHS Waiting List (Home Based) 0 6 5 149 EHS USDA (ELC)* $3,539.25 $3,377.49 $3,475.78 $3,333.55

10 EHS Referrals to BCW 1 0 2 011 EHS Disabilities 18 19 20 2212 Health Impairment 0 0 0 013 Emotional / Behavioral Disorder 0 0 0 014 Speech/ Language Impairment 0 0 0 015 Intellectual Disability 1 1 1 116 Hearing Impairment 0 0 0 017 Orthopedic Impairment 0 0 0 018 Visual Impairment 0 0 0 019 Learning Disability 0 0 0 020 Autism 0 0 0 021 Brain Injury 0 0 0 022 Non-Categorical Developmental Delay 16 17 18 2023 Multiple disabilities (including deaf-blind) 1 1 1 1* Estimate

2017-2018 MONTHLY POLICY COUNCIL REPORT HS MONTHLY REPORT

REPORT ITEM AUG SEPT OCT NOV1 HS Funded Enrollment 142 142 142 1422 HS Average Daily Attendance (ELC): 94% 90% 92% 92%

HS #1 94% 88% 92% 91%HS #2 93% 84% 87% 89%HS #3 93% 92% 94% 92%HS #4 91% 89% 94% 91%HS #5 95% 96% 91% 92%HS #6 96% 86% 89% 91%

HS PRE-K #1 94% 94% 95% 95%HS PRE-K #2 95% 90% 91% 93%

3 Explanation for less than 85% ADA n/a n/a n/a n/a4 HS Turnover 7 9 15 155 HS Cummulative Enrollment 149 149 155 157

HS 45 DAY Turnover Cummulative Enrollment 7 9 10 106 HS Waiting List (ELC) 80 84 84 847 HS USDA* $8,169.21 $7,803.05 $8,498.41 $5,042..078 HS Referrals to Child Find 2 4 4 49 HS Referrals to RTI 0 0 0 2

10 HS Disabilities (cummulative) 21 21 20 2411 Health Impairment 0 0 0 012 Emotional / Behavioral Disorder 0 0 0 013 Speech/ Language Impairment 5 5 8 914 Intellectually Disabled 0 0 0 015 Hearing Impairment 0 0 0 016 Orthopedic Impairment 1 1 1 117 Visual Impairment 0 0 0 018 Learning Disability 0 0 0 019 Autism 1 1 1 120 Brain Injury 0 0 0 021 Non-Categorical Developmental Delay 15 15 10 1322 Multiple disabilities (including deaf-blind) 0 0 0 0* Estimate

2017-2018 MONTHLY POLICY COUNCIL REPORT OTHER COMMUNICATIONS

POLICY COUNCIL MEETING DATE

SOURCE COMMUNICATION

11/15/2017 OHS The Office of Head Start released the newest version of the grant application instructions. A one-page summary of major changes is attached. The EHS/HS management team participated in a webinar on 11/29/17 to learn about the new application process.

11/29/2017 Governor's Office of Student Achievement (GOSA)

The Governor’s Office of Student Achievement (GOSA) selected Clarke County School District Office of Early Learning as one of its FY18 Innovation Fund implementation grant award winners. The award totals $669,000 for a 2.5 year budget period. Funds will be utilized to implement a collective impact framework for entrenching culturally responsive trauma informed school based approaches to positively impact affective root causes of low achievement in language and literacy for Head Start and Pre-K children, and their families, at the district’s Early Learning Center to support three and four year old children with complex trauma.

Summary of Changes for the Head Start Grant Application Instructions with Guidance, Version 3

The major changes implemented in Version 3 of the application instructions are listed below:

• Updated to better align with the new Head Start Program Performance Standards (HSPPS). • A greater focus on questions that highlight flexibility in the program’s approach. • Removed or modified questions that lead to responses that simply restate the standards. • Helpful links and guidance added throughout the instructions. • Added the Annual Report to the Public, the Cost Allocation Plan, and Selection Criteria as

documents to upload electronically. • Added a special instruction for budget periods of less than 6 months that reduces the burden of

what is required in the narrative. • Added a special instruction for supporting documentation and community assessment. A program

must summarize critical information from supporting documentation into the narrative. Further, programs are no longer expected to summarize their entire community assessment, but rather focus on the findings that informed the proposed program design and approach to service delivery.

• Instead of five sections in the application instructions, there are now only three. o The section on School Readiness Goals has been integrated into existing sections on

Program Goals and Service Delivery. o The section on Parent, Family, and Community Engagement has been integrated into the

section on Service Delivery. • There are significant changes to the program goals section. The program goals section now aligns

with 1302.102 and a TA series is being revised to support these changes (Foundations for Excellence: Five-Year Planning and Continuous Improvement, 2nd Edition). The section on program goals includes a template to assist programs in organizing their goals and objectives throughout the project period. Two versions of the template are available to download in HSES, and programs can upload their selected template into the Documents tab of each year’s application. The use of either template is optional.

• The Budget Section is better aligned to object class categories reported in the Budget Tab of HSES. • In Continuation Applications, a grantee must describe the rationale for any changes to their

program design such as those resulting from an updated community assessment, ongoing oversight, or from using data for continuous improvement as described in 1302.102(b)-(c).

Reminder: Grantees with a June annual funding month and application due March 1, 2018 must use Version 3 of the instructions. Use of Version 3 is optional for grantees with earlier due dates.

https://eclkc.ohs.acf.hhs.gov/policy/45-cfr-chap-xiii/1302-102-achieving-program-goals

https://eclkc.ohs.acf.hhs.gov/policy/45-cfr-chap-xiii/1302-102-achieving-program-goals

Governance Board New Member Orientation Minutes Athens Community Career Academy Heritage Board Room #3

Monday, November 27, 2017 10:00 am

Board Members Present: CJ Amason, Patricia Barron, Paul Cramer, Lawrence Harris, Alison McCullick, Ryan Moore, Doug Spencer, Christy Terrell Board Members Absent: Elaine Cook Guests: Dr. Demond Means and Dr. Andrea Daniel 1. Welcome and Introductions - Patricia Barron, Board Chair Judge Patricia Barron called the meeting to order at 10:07 am. Introductions of all in attendance. 2. Overview of Career Academy - Lawrence Harris, CEO Presentation by Lawrence Harris 3. Role of CEO/Career Academy Personnel - Lawrence Harris See presentation linked above. 4. Career Academy Budget - Lawrence Harris The Career Academy budget will be discussed more in detail in the Governance Board meeting at 11:30 today. Doug Spencer mentioned that Eaton has charitable contribution money each year to donate to nonprofits, so this may be something the Career Academy could look into further.

https://docs.google.com/presentation/d/1jpMocKX-X8LLiXSLhKNCBY5SGztUIhVDhfs8g2dzmKA/edit?usp=sharing

5. Summary of Career Academy Board By-laws - Patricia Barron

6. Future Board Meeting Dates - Patricia Barron

● December - No meeting ● Monday, January 8, 2018 (Athens Technical College; Board Member

Training from 9 am - 12 pm; Meeting/Lunch 12-1 pm) ● Monday, February 12, 2018 at 11:30 am ● Monday, March 19, 2018 at 11:30 am ● Monday, April 16, 2018 at 11:30 am ● Tuesday, May 8, 2018 at 5:00 pm (ACCA Academy Awards at 6 pm)

7. Questions & Answers None 8. Remarks - Dr. Andrea Daniel - President of Athens Technical College Dr. Andrea Daniel stated that she is excited about the future of the Career Academy as well as continuing the strong partnership with the Athens Community Career Academy. She is currently working on a good marketing plan for the Athens Community Career Academy/Athens Technical College so more people know about ACCA and it’s opportunities. She enjoys when she gets to attend the ACCA Governance Board meetings, but other obligations sometimes don’t allow for it. She stated she always has a designee (usually James Prices), and she meets with Lawrence Harris regularly behind the scenes. 9. Remarks - Dr. Demond Means - Superintendent - Clarke County Schools Dr. Means welcomed board members and stated that he is committed to making this the best Career Academy it can be, and that he is excited about opportunities for students. Adjournment Judge Patricia Barron ended the meeting at 11:30 am (regular ACCA Governance Board Meeting started at 11:30 am). These minutes have been submitted by Beth Holliday, ACCA Executive Secretary.

Athens Community Career Academy Governance Board Meeting Minutes Athens Community Career Academy Heritage Board Room #3

Monday, November 27, 2017 11:30 am

Board Members Present: CJ Amason, Patricia Barron, Paul Cramer, Katrina Daniel, Lawrence Harris, David Matheny, Alison McCullick, Dr. Demond Means, Ryan Moore, Shelia Neely-Norman, Melissa Perez-Rhym (designee for DeAnne Varitek), James Price, Ben Rivers, Johnelle Simpson, Doug Spencer, Christy Terrell, Marie Yuran Board Members Absent: Elaine Cook, Bill Cowsert Guests: Tro’vonta Burgess and Alyshia Sykes (ACCA Student Ambassadors, Chair & Co-Chair) and Michael Harris (CCSD) 1. Call to Order and Introductions Patricia Barron called the meeting to order at 11:35 am. Dr. Means welcomed board members and stated that he is committed to making this the best Career Academy it can be, and that he is excited about opportunities for students. Since this was the first meeting with new board members, everyone introduced themselves. 2. Review of Previous Minutes (For Information/Discussion) The minutes from the last meeting (10/16/17) were approved. 3. Executive Committee Report Patricia Barron, CJ Amason, Lawrence Harris, and Johnelle Simpson recently attended the Annual Lt. Governor’s Summit in November. Former student Deonte Sandoval was a finalist for Career Academy Student of the Year. Another student was also nominated from the Career Academy (Amun Bassue-Youngblood). The Athens Community Career Academy was the only school that had two students nominated. The highlights of the summit included “Listen, Learn, & Adapt”, “We are a team”, and an emphasis on leadership.

https://docs.google.com/document/d/1v2_PbBWOP7UdBiJ9K-NPXP9EgE1gtQnGUzRV1MgYdXE/edit

It was encouraged that all board members strongly consider that their employer’s companies or organizations become business partners with the Athens Community Career Academy either through internships or donations. 4. CEO’s Report Presentation by Lawrence Harris Johnelle Simpson stated that the Mock Interview Day recently conducted at ACCA went well and that he is working on a “Job Shadowing Day” for the Spring. He encouraged board members to consider signing up for a student to job shadow them at their job. More information will be shared as the date approaches. Johnelle Simpson also encouraged internships - some are paid and some are unpaid. Contact him for more information. Johnelle Simpson also mentioned GCAT, which is a German Internship Model. Lawrence Harris encouraged board members to donate used business attire to the ACCA Student Career Closet. 5. Old Business i. Ford NGL Strategic Plan (For Information/Discussion) Ford Next Generation Learning chooses 3 Career Academies nationwide each year to help with strategic planning. The Athens Community Career Academy was chosen this year, and funding comes 50% from the state and 50% from ACCA. Lawrence Harris, Johnelle Simpson, Alison McCullick, and Ryan Moore are board members that are on the Ford NGL Strategic Plan Committee. The next event will be the Stakeholder Meeting, which is on Monday, December 11th at 9:30 am at the Main Library on Baxter Street. The goal is to have 75-100 stakeholders in attendance. The committee is hopeful to have a full strategic plan in place by April of 2018. 6. New Business i. FY19 Budget (Action Required) Lawrence Harris discussed the ACCA FY19 Budget and stated that this year it’s hard to project the budget since there will be new pathways and new equipment requirement for each pathway. He said he is hoping to find donors for the new pathways to help alleviate ACCA’s costs. ACCA recently received Athens Technical College’s Invoice for fees for Fall 2017 (there will be revisions to EMTX & CIST due to adult students). ACCA is responsible for

https://docs.google.com/a/clarke.k12.ga.us/presentation/d/1dBUrALgQuSiEFvH9HB1a2320sZrajiTY6nJy0Jzm5S0/edit?usp=sharing

paying for extra seats for classes that don’t have at least 15 students enrolled. Fees on the invoice also include testing. A one page budget overview with FY 18 and FY 19 budget amounts will be shared with the ACCA Governance Board in the near future. ii. GCCA Certification (Action Required) GCCA Certification will occur in late spring of 2018. Lawrence Harris and James Price will review the roles and responsibilities document for the spring certification. iii. Board photos (For Information/Discussion) The Career Academy is working on a Governance Board recognition wall. It will have each board member’s photo, name, and company name. Board members will need to send their headshots via email to Beth Holliday ([email protected]). The next meeting date will be on Monday, January 8th, and it will be board training at Athens Technical College. The training will occur from 9 am - 12 pm and the ACCA Governance Board Meeting will occur during lunch from 12 - 1 pm. The May Governance Board Meeting date will be on Tuesday, May 8th from 5 - 6 pm, and the ACCA Academy Awards will occur at 6 pm.

7. Athens Technical College Report

James Price stated that Athens Technical College is excited to offer new pathways at the Athens Community Career Academy next school year. The MOU is almost finalized and ready for ACCA and CCSD to approve. He also stated that he is working with Johnelle Simpson regarding a German apprenticeship model. He also informed the board that he is working with Dr. Daniel on a new marketing plan.

8. Adjournment

Patricia Barron ended the meeting at 1:00 pm. The next board meeting will be on Monday, January 8th from 9:00 am - 1:00 pm (lunch will be provided) at Athens Technical College for training. The board meeting will occur during lunch from 12:00 - 1:00 pm. These minutes have been submitted by Beth Holliday, ACCA Executive Secretary.

December 14, 2017

1

A regular meeting of the Clarke County Board of Education was held on the above date at 6:00 p.m. in the Heritage Hall of the H.T. Edwards Sr. Building, located at 440 Dearing Extension, Athens, Georgia. Mr. Charles Worthy, President, presided. PRESENT: Jared Bybee, Greg Davis, Linda Davis, Sarah Ellis, John Knox, Vernon Payne, Ovita Thornton, Carol Williams, and Charles Worthy ABSENT: None SILENT MEDITATION/PLEDGE OF ALLEGIANCE:

Guests were invited to join the Board of Education in a moment of silent meditation and pledge of allegiance to the flag.

RECOGNITION OF ACHIEVEMENT AND AWARDS: UGA Radon Poster Contest Winner Charlotte Moser, Clarke Middle School Peggy Bailey, Advisor Georgia Scholastic Press Association Fall Conference Clarke Central High School 2017 Illiad Literary-Art Magazine Delia Adamson Mara Bastow Sara Goodie Kri Hair Violet Merritt Zoe Peterson David Ragsdale, Advisor Fowler Drive First Responder Team Anissa Johnson Amy Roark Sara Oehlerts Pauly Shenton Donna Spangler Richard Woodward Mia Jordan Janell Bloom Melissa Solomon Stephanie Towe Coach Mollie O'Neal Jennifer Miller Christie Navarro Carla Fonseca Stacie Carson Richard Woodward Tava Aziabor Quincy Wilkins

December 14, 2017

2

INFORMATION ITEMS COC/SPLOST Monthly Report: The SPLOST Monthly Report dated December 2017 was presented to board members. There were no questions. SPLOST 4 Report: The SPLOST 4 and SPLOST 5 reports for the period ending October 2017 were presented to board members. There were no questions. Early Head Start/Head Start Policy Council Meeting Minutes & Reports: Board members received a copy of the Early Head Start/Head Start Policy Council Meeting minutes dated October 17, 2017 along with program reports. There were no questions. AMEND AND/OR ADOPT AGENDA: On a motion by Mr. Payne, seconded by Mrs. Thornton, the Board voted unanimously (9-0) to adopt the agenda as presented. The motion passed. RECOGNITION OF VISITORS Ms. Shondra Caldwell, Community Member, addressed the Board regarding Policy GBN – Professional Personnel Evaluation, and her desire that the policy be further edited. Mr. Jesse Evans, Cedar Shoals High School Teacher, addressed the Board regarding due Process for termination/non-renewal. Ms. Kirrena Gallagher, District Parent and Community Member, addressed the Board regarding various policies. Mr. Brent Andrews, Cedar Shoals High School Teacher, addressed the Board regarding Policy GBN – Professional Personnel Evaluation, and his desire that the policy be further edited. BOARD REPORTS GSBA Mr. Payne spoke briefly on the Annual GSBA Winter Conference held in Atlanta on December 1st and 2nd. Government Relations Committee Mrs. Thornton reminded the Board and community of the Government Relations Committee meeting scheduled for December 19th. Local delegates will be in attendance. Policy Committee Mrs. Ellis reminded the Board and community of the Policy Committee meeting scheduled for December 18th. The committee will be working on revisions to “Board Operations” policies and encourages everyone to attend and submit input. SUPERINTENDENT’S REPORT Dr. Means thanked the first responder team at Fowler and reiterated the importance of their efforts in saving the life of one of their students. Dr. Means briefly spoke on an upcoming security audit that will be conducted in the District. The audit will be conducted by Safe Havens and will encompass the review of campus layouts and policies and procedures to ensure that our facilities are safe and secured. Dr. Means reminded attendees that the final day of instruction before holiday break will be Tuesday, December 19.

December 14, 2017

3

POLICY DISCUSSION Policies to be Presented for Public Review for Four Weeks: Dr. Means recommended presenting Policy JCDAE – Weapons (Revised) for public review for four weeks. On a motion by Mr. Payne, seconded by Mrs. Davis, the Board voted unanimously (9-0) to approve the Superintendent’s recommendation. The motion passed. ACTION ITEMS Minutes of Previous Meetings: On a motion by Mr. Payne, seconded by Mrs. Thornton, the Board voted unanimously (9-0) to approve the minutes of the work session held November 2, 2017 and the regular meeting held November 9, 2017. The motion passed. Financial Reports: Dr. Means recommended approval of the financial reports for October 2017. On a motion by Mrs. Davis, seconded by Mr. Bybee, the Board voted unanimously (9-0) to approve the financial reports as presented. The motion passed. Policies/Regulations to be Adopted: The following Policies and Regulation were considered for adoption: Policy GCI - Classified Personnel Evaluation (Revise): On a motion by Mrs. Davis, seconded by Mrs. Thornton, the Board voted unanimously (9-0) to adopt the revised policy as presented. The motion passed. Policy GBN - Professional Personnel Evaluation (Revise), and Regulation GBN-R(1) - Professional Personnel Evaluation (Revise): On a motion by Mr. Payne, seconded Mr. Davis, the Board voted unanimously (9-0) to return the policy to the policy committee for further review and editing. The motion passed. Out-of-State/Overnight Field Trip Requests: Board approval was requested of the following field trip requests: Gaines Elementary, H.B. Stroud, Clarke Middle, Hilsman Middle, Clarke Central, and Cedar Shoals High Schools, Atlanta, GA, January 12 thru 14, 2018 – Special Olympics State Games; Cedar Shoals and Clarke Central High Schools, Columbus, GA, February 8 thru 10, 2018 – Georgia Thespian Conference; Cedar Shoals High School, Columbia, SC, March 1 thru 4, 2018 - Southeastern Interscholastic Press Association; H.B. Stroud Elementary School, Jekyll Island, GA, April 4 thru 6, 2018 – Jekyll Island 4H Center; Cedar Shoals High School, Sapelo Island, GA, April 20 thru 21, 2018 – Sapelo Island; Clarke Central High and Cedar Shoals High Schools, Gatlinburg, TN, April 20 thru 22, 2018 – Orchestra Trip; Alps Road Elementary School, Eatonton, GA, May 8 thru 10, 2018 – Rock Eagle; Burney-Harris-Lyons Middle School, Washington, D.C., April 4 thru 8, 2018 – Washington, D.C.. The Superintendent recommended approval of the out-of-state/overnight field trip requests as presented. On a motion by Mr. Knox, seconded by Mr. Davis, the Board voted unanimously (9-0) to approve the Superintendent’s recommendation. The motion passed. Action to Approve SMART School Improvement Process: Board approval was requested of the SMART School Improvement Process (SSIP) as its systemic approach to continuous school improvement. The SSIP, a proprietary set of tools and processes owned and offered solely by SMART Learning Systems, LLC (SLS), is a research-based system for goal management and continuous improvement at the school level. It utilizes the best-known practices in collaboration, data analytics, professional learning and system-wide accountability for improving learning outcomes for all CCSD students. The Superintendent recommended approval of the SMART School Improvement Process (SSIP) for the 2017-2018 school year and the 2018-2019 school year. On a motion by Mrs. Davis, seconded by Mrs. Williams, the Board voted unanimously (9-0) to approve the Superintendent’s recommendation. The motion passed. Approve the Intergovernmental Agreement with Athens Housing Authority Regarding Installation of the CCSD District-Wide Radio Transmission System: Board approval was requested of the Intergovernmental Agreement with the Athens Housing Authority for relocation of the CCSD radio transmission system to the rooftop of Denney Tower at 250 Dougherty Street, Athens, GA. The plan has been processed through local governmental authorities and permits have been approved. The Superintendent’s

December 14, 2017

4

recommended approval of the Intergovernmental Agreement with the Athens Housing Authority to allow the installation of the Clarke County School District district-wide radio system to 250 Dougherty Street, Athens, GA. He further recommended Board approval of final negotiations between the two governmental entities as to wording and technical issues in the Agreement. All funding is provided through the FY 2018 Transportation budget (subsequent year’s rental to be included in annual Transportation budget). On a motion by Mrs. Davis, seconded by Mr. Bybee, the Board voted unanimously (9-0) to approve the Superintendent’s recommendation. The motion passed. Approve the Additions and Renovation Construction Services Selection for Burney-Harris-Lyons and W.R. Coile Middle School Projects: Board approval was requested of the Additions and Renovation Construction Services Contracts for the work at Burney Harris Lyons Middle School ($14,320,500.00) and W.R. Coile Middle School ($13,630,500.00) projects with Bowen & Watson, Inc. for a total combined amount of $27,951,000.00. Bowen & Watson Inc. was the lowest and most responsive bidder of the projects. Funding for this project is from the SPLOST 5 budget. The Superintendent recommended approval of the Additions and Renovation Construction Services Contracts as stated above. On a motion by Mr. Payne, seconded by Mrs. Thornton, the Board voted unanimously (9-0) to approve the Superintendent’s recommendation. The motion passed. Approve Phase 1 Furniture Purchase for Burney-Harris-Lyons and W.R. Coile Middle School Projects: Board approval was requested for the Phase 1 furniture purchase from Nu- Idea in the amount of $102,394.900.00 for Burney-Harris-Lyons and $98,605.63 for W.R. Coile Middle Schools in accordance with the new construction for both sites. Funding for this work is from the SPLOST 5 budget. The Superintendent recommended approval of the Phase 1 furniture purchase for both sites as presented. On a motion by Mr. Payne, seconded by Mr. Bybee, the Board voted unanimously (9-0) to approve the Superintendent’s recommendation. The motion passed. Approve the Purchase of New Projector Systems for Burney-Harris-Lyons Middle, Oglethorpe Avenue Elementary, and W.R. Coile Middle Schools: Board approval was requested of the purchase of projector systems from Summit Systems for BHL Middle in the amount of $199,197.70, Oglethorpe Avenue Elementary in the amount of $179,021.10, and W.R. Coile Middle in the amount of $197,160.70, using state contract pricing (contract 99999-SPD-SPD0000048-0010). Funding is from the SPLOST 4 and 5 Technology budgets. The Superintendent recommended approval of the purchase of projector systems from Summit Systems as presented. On a motion by Mr. Bybee, seconded by Mrs. Thornton, the Board voted unanimously to approve the Superintendent’s recommendation. The motion passed. Approve Purchase of Data Cabling for Burney-Harris-Lyons Middle and W.R. Coile Middle: Board approval was requested of the purchase of the data cabling installations from Venture Netcomm for BHL Middle in the amount of $68,994.50 and W.R. Coile Middle in the amount of $67,817.50 in accordance with the new construction at both sites. Funding is from the SPLOST 5 Technology budget. The Superintendent recommended approval of the purchase of the data cabling installations from Venture Netcomm as presented. On a motion by Mrs. Thornton, seconded by Mr. Davis, the Board voted unanimously (9-0) to approve the Superintendent’s recommendation. The motion passed. Head Start/Early Head Start Annual Eligibility, Recruitment, Selection, Enrollment, and Attendance (ERSEA) Plan and Selection Criteria: Board approval was requested of the Annual Eligibility, Recruitment, Selection, Enrollment, and Attendance Plan and Selection Criteria in accordance with the 2007 Head Start Act under Section 642 (c)(1)(E)(iv)(II) and in accordance with the Head Start Performance Standards under 1302 Subpart A. The Early Head Start / Head Start program is required to establish criteria that define the types of children and families who will be given priority for recruitment and selection. The Superintendent recommended approval of the ERSEA Plan and Selection Criteria for Head Start/Early Head Start as presented. On a motion by Mr. Payne, seconded by Mrs. Davis, the Board voted unanimously (9-0) to approve the Superintendent’s recommendation. The motion passed. Budget Amendment for Nursing Salaries and Sub Budget (General Fund): Board approval was requested of the addition of $55,500 to increase nursing services to 75% in the seven elementary schools currently served by part-time nurses and to allow sufficient sub funds for the remainder of the 17-18 school

December 14, 2017

5

year. The Superintendent recommended approval of the budget amendment for nursing salaries and sub budget as presented. On a motion by Mr. Bybee, seconded by Mr. Knox, the Board voted unanimously (9-0) to approve the Superintendent’s recommendation. The motion passed. Approve Clarke County School District FY18 (ASAPP) Contract Renewal: Board approval was requested of the Clarke County School District FY18 (ASAPP) Contract-Renewal in the amount of $244,368. The Clarke County School District is as an approved contracted Community Substance Abuse Provider for the Department of Behavioral Health and Developmental Disabilities (DBHDD)/Office of Behavioral Health Prevention (OBHP). As a provider, CCSD receives Substance Abuse and Mental Health Services Administration (SAMHSA) block grant funding to implement the Alcohol and Substance Abuse Prevention Project (ASAPP). CCSD utilizes district data from the Georgia Student Health Survey to guide prevention efforts in accordance with ASAPP. As a recipient of the Substance Abuse and Mental Health Services Administration (SAMHSA) block grant funding to implement the Alcohol and Substance Abuse Prevention Project (ASAPP), CCSD promotes positive, healthy lifestyles. The Superintendent recommended approval of the renewal of the ASAPP contract as presented. On a motion by Mr. Payne, seconded by Mr. Davis, the Board voted eight for (Bybee, G. Davis, Ellis, Knox, Payne, Thornton, Williams, and Worthy) and one opposed (L. Davis) to approve the Superintendent’s recommendation. The motion passed. Set Date and Time of January 2018 Work Session and Regular Board Meeting: Board approval was requested to schedule the January 2018 work session on Thursday, January 4, 2018 and the regular Board of Education meeting on Thursday, January 11, 2018, at 6:00 p.m., respectively, and per the usual schedule. The Superintendent recommended approval of scheduling the January 2018 work session and regular meeting as presented. On a motion by Mr. Payne, seconded by Mr. Bybee, the Board voted unanimously (9-0) to approve the Superintendent’s recommendation. The motion passed. Resolution – Clarke County School District Immigrant Students: The Board presented to the community, the Safe Schools Resolution, which reaffirms its commitment to provide an equal opportunity for all district students to attend and enjoy opportunities and benefits available in our schools, regardless of ethnicity, race, religion, national origin or immigration status. The Board voted unanimously (9-0) to approve the Safe Schools Resolution as presented. The motion passed. Legal Services 2018: Board approval was requested of the appointment of the School Board attorney for the 2018 calendar year. Per the charter of the Clarke County School District, an annual bid for legal services is shared with the legal community of Georgia. Procedurally, the bid responses were reviewed by district’s cabinet and a recommendation was shared with the Board of Education. The board took time this bid process to review the core competencies they are seeking in legal counsel for the school district. In areas of legal expertise, hourly rate quoted in the RFP response, and close proximity to the school district (firm has an affiliate office in Athens, GA), it is the recommendation of the administration to grant the 2018 legal services contract to Hall, Booth, Smith, P.C., with Michael C. Pruett, Partner, having primary responsibility. The Superintendent recommended approval of the appointment of the firm of Hall, Booth, Smith, P.C. as the Board attorney for the calendar year 2018. On a motion by Mr. Payne, seconded by Mrs. Davis, the Board voted eight for (Bybee, G. Davis, L. Davis, Ellis, Payne, Thornton, Williams, and Worthy) and one opposed (Knox) to approve the Superintendent’s recommendation. The motion passed. Personnel Recommendations: Dr. Means recommended approval of the personnel recommendations as presented. On a motion by Mrs. Thornton, seconded by Mrs. Ellis, the Board voted unanimously (9-0) to approve the Superintendent’s recommendation. The motion passed. Executive Session: On a motion by Mrs. Davis, seconded by Mr. Payne, the Board voted unanimously (9-0) to convene in executive session at 7:05 p.m. for the purpose of evaluation of the Superintendent. The motion passed. On a motion by Mrs. Davis, seconded by Mr. Payne, the Board voted unanimously (9-0) to reconvene in regular

December 14, 2017

6

session at 7:54 p.m. The motion passed. ADJOURNMENT There being no further business, on a motion by Mrs. Davis, seconded by Mr. Knox, the Board voted unanimously (9-0) to adjourn at 7:55 p.m. The motion passed.

AssetsCash Balance 70,237,552$

Taxes Receivable -$

Accounts Receivable 1,011$

Prepaid Expenditures/Expenses -$

Warehouse Inventory 150,645$

Interfund Accounts Receivable 11,920,103$ TOTAL ASSETS 82,309,311$

Liabilities And Fund BalanceAccounts Payable 4,470$

Salary and Benefit Payable -$

Interfund Accounts Payable 11,904,708$

TOTAL LIABILITIES 11,909,178$

Reserve for Inventory 159,452$

Unreserved Fund Balance 70,240,680$

TOTAL FUND BALANCE 70,400,132$

TOTAL LIABILITIES AND FUND BALANCE 82,309,311$

-$


General Fund Balance Sheet for FY 2018

As of November 2017

REVISED AVAILABLE BUDGET YTD RECEIVED/EXP ENCUMBRANCES BUDGET PCT

REVENUE FROM LOCAL SOURCES1110 AD VALOREM TAXES 72,875,965 66,322,162 6,553,803 91.0%1121 OTHER R/E TAXES 1,100,000 375,989 724,011 34.2%1191 TITLE AD VALOREM TAX 850,000 201,756 648,244 23.7%1320 TUITION FROM OTHER GA LUAS - - - 0.0%1400 TRANSPORTATION FEES 400,000 63,884 336,116 16.0%1500 INVESTMENT INCOME 272,019 48,852 223,167 18.0%1910 RENTALS 7,500 345 7,155 4.6%1990 FEDERAL INDIRECT COST REIMB 175,000 226,556 (51,556) 129.5%1995 OTHER LOCAL REVENUE 150,000 63,686 86,314 42.5%5300 SALE OF FIXED ASSETS - - - 0.0%

TOTAL LOCAL REVENUE 75,830,484 67,303,229 8,527,256 88.8%

REVENUE FROM STATE SOURCES3120 QBE FORMULA EARNINGS 78,239,518 20,237,122 58,002,396 25.9%3122 QBE ALLOTMENT-OPERATING COSTS 5,611,658 2,338,121 3,273,537 41.7%3124 QBE ALLOTMENT REDUCTION (1,282,886) (534,091) (748,795) 41.6%3125 STATE CATEGORICAL GRANTS 2,515,332 1,048,069 1,467,263 41.7%3140 QBE CONTRA ACCOUNT (18,030,801) (4,570,518) (13,460,283) 25.3%3912 ON-BEHALF PAYMENTS-TCHR RETIRE - - - 0.0%3913 ON-BEHALF PAYMENTS-PSER - - - 0.0%3995 FUNDS FR OTHER STATE AGENCIES - - - 0.0%4521 OTH FED GRNTS THR GDOE - AARA - - - 0.0%

TOTAL STATE REVENUE 67,052,821 18,518,703 48,534,118 27.6%

REVENUE FROM FEDERAL SOURCES4820 IMPACT AID 40,000 5,337 34,663 13.3%5200 INCOMING TRANSFER FR OTHER FUNDS - 13,181 (13,181) 100.0%

TOTAL FEDERAL REVENUE 40,000 18,519 21,481 46.3%

TOTAL INCOME 142,923,305 85,840,450 57,082,855 60.1%

EXPENDITURES1000 INSTRUCTION 96,882,219 24,530,878 1,225,509 71,125,832 26.6%2100 SUPPORT SVCS - PUPIL SERVICES 3,979,721 992,086 12,632 2,975,003 25.2%2210 SUPPORT SVCS - IMPR OF INST SERV 2,875,259 869,258 48,162 1,957,838 31.9%2213 INSTRUCTIONAL STAFF TRAINING 734,708 165,293 2,320 567,095 22.8%2220 SUPPORT SVCS - EDUC MEDIA 2,095,841 548,231 24,940 1,522,670 27.3%2300 GENERAL ADMINISTRATION 1,276,472 568,244 14,779 693,450 45.7%2400 SCHOOL ADMINISTRATION 8,785,782 2,958,584 5,588 5,821,610 33.7%2500 SUPPORT SVCS - BUSINESS 1,409,781 563,833 143,394 702,554 50.2%2600 MAINT & OPER OF PLANT SERVICES 15,395,399 6,701,757 287,731 8,405,912 45.4%2700 STUDENT TRANSPORTATION 9,229,328 2,901,739 109,253 6,218,335 32.6%2800 SUPPORT SVCS - CENTRAL 2,768,632 894,066 293,943 1,580,623 42.9%2900 OTHER SUPPORT SERVICES 99,264 94,023 - 5,241 94.7%3100 SCHOOL FOOD SERVICES - - - - 0.0%4000 FACILITIES ACQ & CONST SERVICE 32,242 9,827 - 22,415 30.5%5000 OTHER OUTLAYS 378,280 202,191 - 176,089 53.4%

TOTAL EXPENDITURES 145,942,928 42,000,011 2,168,250 101,774,666 30.3%


Financial Report for FY 2018

As of November 2017

Budgeted Amount: 154,960.00$

YTD Expenses:Date Vendor Amount Description

09/13/17 Hall Booth Smith P.C 15,621.62 Services for July 201710/25/17 Hall Booth Smith P.C 17,797.34 Services for August 201711/01/17 Hall Booth Smith P.C 15,178.68 Services for September 201711/15/17 Harben Hartley & Hawkins 3,929.13 Services through September 2017

Total YTD Expenses: 52,526.77$

Available Budget: 102,433.23$


Professional Legal Services for FY 2018

As of November 2017


Board Member AmountBybee, Jared - Davis, Greg - Davis, Linda - Ellis, Sarah - Knox, John - Payne, Vernon - Thornton, Ovita - Williams, Carol - Worthy, Charles -

Total YTD Expenses: -$



Board Member Travel Expenses for FY 2018

As of November 2017


Date Description Jared Bybee Greg DavisLinda Davis

Sarah Ellis

John Knox

Vernon Payne

Ovita Thornton

Carol Williams

Charles Worthy

- - - - - - - - - -$



Board Member Travel Expenses in Detail for FY 2018

As of November 2017

Subject: Policy JCDAE - Weapons (Revised)

Category: ⬜ x Action ⬜ Discussion ⬜ Information

Attachments: Policy JCDAE - Weapons (Revised)

Date for Consideration: 12/14/2017 BOE Meeting

Strategic Goal: Strategic Goal #1 - Select, support and retain a highly dedicated, talented, and diverse professional workforce. Strategic Goal #2 – Create dynamic learning experiences for all students to close the achievement gap and to prepare them for college and careers. Strategic Goal #3 – Strengthen neighborhood schools through strong collaborations with parent, district, and community members to support student academic growth, socio-emotional development, and physical well-being. Strategic Goal #4 – Strategically leverage resources to improve district programs and implement new initiatives.

Objective: Performance Objective A: Improve the effectiveness of operations and processes within the district

Background –

● The purpose of the policy committee is to evaluate Board

policies and make policy-related recommendations to the

full Board for consideration. The Committee shall ensure

that Board policies provide for the effective operation of the

School District, comply with applicable legal mandates, and

are integrated with planning and priorities related to

student achievement.

● The process we use to review policy in the CCSD is that all

proposals to adopt, revise, or rescind Board policies shall be

referred to the Policy Committee in accordance with

applicable policy (BDC). The Board of Education directs the

Superintendent to develop administrative regulations

(sometimes referred to as rules) as necessary to implement

Board policy. Such regulations should be presented to Policy

Committee for recommendation and the Board for approval.

Highlights –

▪ Policy JCDAE - Weapons. The revised Policy was changed so that the language from the Policy will align with the 2017-2018 Student Code of Conduct.

Strengths Challenges

● Aligns current Policy with

revised 2017-2018 Student Code of Conduct.

● No challenges. The proposed

revisions comply with applicable law.

Recommendation – It is the recommendation of the Administration that the Board of Education place Board Policy JCDAE - Weapons (Revised) on the table for public comment for 30 days. Any public comment received will be shared with the Board of Education ahead of a final vote.

Report Back to the Board of Education: ⬜ 90 Days ⬜ 180 Days ⬜ Annually ⬜ Written Report ⬜ Presentation to the Board ✓ Next Policy Cycle Review: November 2019

Submitted By: Dr. Dawn Meyers, Associate Superintendent of Policy and School Support Services Board of Education Action:

⬜ Approve ⬜ Reject ⬜ Research/Report Back

Type: Policy

Descriptor

Code: JCDAE

Title: Weapons

Status: ADOPTED

Prohibition on Possession of or Threats to Use a Weapon

Students are prohibited from possessing, creating, or threatening to use a

weapon or any device that may reasonably be construed as, or that the

student represents to be, a weapon, including toys, antiques, and replicas.

The term "weapon" includes the following as defined herein: (1) Dangerous

Weapons, (2) Firearms, (3) Hazardous Objects, and (4) Dangerous Devices

and Compounds.

Definitions

(1) "Dangerous weapon" means any weapon commonly known as a

"rocket launcher," "bazooka," or "recoilless rifle" which fires explosive or

nonexplosive rockets designed to injure or kill personnel or destroy heavy

armor, or similar weapon used for such purpose. The term shall also mean

a weapon commonly known as a "mortar" which fires high explosive from a

metallic cylinder and which is commonly used by the armed forces as an

antipersonnel weapon or similar weapon used for such purpose. The term

shall also mean a weapon commonly known as a "hand grenade" or other

similar weapon which is designed to explode and injure personnel or

similar weapon used for such purpose.

(2) “Firearm” means a handgun, rifle, shotgun, or other weapon which

will or can be converted to expel a projectile by the action of an explosive

or electrical charge.

(3) “Hazardous Object” means any dirk, bowie knife, switchblade knife,

ballistic knife, any other knife having a blade of two or more inches,

straight-edge razor, razor blade, spring stick, knuckles, whether made

from metal, thermoplastic, wood, or other similar material, blackjack, any

bat, club, or other bludgeon-type weapon, or any flailing instrument

consisting of two or more rigid parts connected in such a manner as to

allow them to swing freely, which may be known as a nun chahka, nun

chuck, nunchaku, shuriken, or fighting chain, or any disc, of whatever

configuration, having at least two points or pointed blades which is designed to be thrown or propelled and which may be known as a throwing

star or oriental dart, or any instrument of like kind, any nonlethal air gun,

and any stun gun or taser as defined in subsection (a) of Code Section

16-11-106. Such term shall not include any of these instruments used for

classroom work authorized by the teacher.

(4) “Dangerous Devices and Compounds” include mace or chemical

spray, knives of any type or size though not described in #3 above, any

explosive, incendiary, over-pressure, or dangerous device; or explosive or

incendiary compound; or any device or substance that may reasonably be

construed as such or that the student represents to be such. Without

limitation, this prohibition extends to any type of detonator, fuse,

ammunition, fireworks, smoke bomb, paint bomb, or stink bomb.

Penalties

Penalties

(1) Firearms and Dangerous Weapons: A student who is determined to

have possessed brought a firearm, or dangerous weapon, or hazardous

object at to school or at to a school-sponsored function shall be expelled

from school for a period of not less than one (1) calendar year.; provided,

However, that the Hearing Officer, or the Board of Education on appeal

from the Hearing Officer’s decision, shall have the authority to modify such

expulsion requirement on a case-by-case basis. The Hearing Officer,

Superintendent, or Board of Education may assign a student violator to an

alternative education setting.

(2) Other offenses: As to violations of this policy involving hazardous

objects and dangerous devices and compounds not involving firearms or

dangerous weapons, middle and high school students shall be disciplined

per the Code of Student Conduct and, depending on the circumstances,

may be referred to the Hearing Officer who shall determine whether the

student violated the policy as represented in the Code of Student Conduct

and, if so, may impose an appropriate disciplinary action. Instances of

such violations in elementary schools shall be reported by principals to the

Hearing Officer; discipline may be imposed at the school level or through a

disciplinary due process hearing.

Clarke County School District

Last Revised Date: 6/12/2014

Original Adopted Date: 6/8/2000

Subject: Clarke Central High School to the Georgia High School Association Wrestling DUALS State Meet Overnight Trip

Category: ✓ Action

Attachments:

Date for Consideration: Jan 11-Jan 13, 2018

Strategic Goal: Strategic Goal #3 – Strengthen neighborhood schools through strong collaborations with parent, district, and community members to support student academic growth, socio-emotional development, and physical well-being

Objective: Goal 2 Performance Objective E: Establish positive school cultures and classroom management practices that support students’ academic, emotional, and social needs.

Background – The objective of the GHSA organization shall be the promotion of education in Georgia from a

mental, physical, and moral viewpoint, to standardize and encourage participation in athletics, and to promote sportsmanship and an appreciation for and study of music, speech, and other fine arts through Region and State competitions.

1. The field trip itinerary; Thursday, January 11th – GENERAL / TRAVEL / WRESTLING information: 5:45 AM - Report to CCHS wrestling locker room 6:00 AM - Depart for Macon 8:30 AM - Check in at Microtel by Wyndham: 2020 Bowman Park Macon, GA 31210 – (478)-254-3300 9:30 – 10:00 AM – Check in for credentials, weight check and certification and skin check – Macon Centreplex - 200 Coliseum Dr, Macon, GA 31217 10:30 AM – 12:00 PM – AAAAA OFFICIAL Weigh-In #1 – 16 teams, 4 scales 11:15 PM – Coaches meeting 12:30 PM – AAAAA Round of 16 – Clarke Central vs. 7:30 PM - AAAAA First round of wrestlebacks & Championship quarter finals 10:00 PM – depart for the hotel 11:00 PM – Team Meeting 11:30 PM – collect cell phones, LIGHTS OUT Friday, January 12th – GENERAL / TRAVEL / WRESTLING information:

BOARD OF EDUCATION

7:00 AM – Wake up call and “get on weight” 8:45 AM – Depart hotel for Centreplex 9:15 AM – Arrive at the Centreplex 10:30 AM – Day 2 weigh-in 12:00 PM – Team warm-up 12:30 AM – next match 3:00 PM – 5:00 PM – 2nd round of wrestlebacks OR (depending on our W/L record) 5:00 PM – 7:00 PM – Semi-finals 7:00 PM – 9:00 PM 3rd round of wrestlebacks 9:00 PM – 10:00 PM – WEIGH-OUT 11:30 PM – collect cell phones, LIGHTS OUT Saturday, January 13th – GENERAL / TRAVEL / WRESTLING information: 7:00 AM – Wake up call and breakfast 7:30 AM – Depart hotel for Centreplex 8:00 AM – Team warm-up

9:00 AM – consolation semi-finals 11:00 AM – remainder of the day and plans to be determined based on results 6:00 PM – Depart for Clarke Central 9:00 PM – Arrive at Clarke Central

2. Cost associated with the trip (cost per student); There is no cost per student, my booster club pays for everything. 3. Fundraising activity (if any); NOTHING 4. Alternative payment plans for students who can not afford to pay for the trip; NOT APPLICABLE 5. Alignment of the trip experience to the district's curricular mission; Athletic State Meet Trip 6. Security or safety protocol for the trip; Students will know and understand the expectations 7. Number of chaperones, the number of chaperones who are staff vs. number of chaperones who are parents, and the overall chaperone to student ratio. I will have 4 male coaches and all male students attending the trip

Highlights –

It allows the student-athletes to compete at the highest level of competition that the GHSA offers.


Compete at the highest level in the state

none

Recommendation – It is the recommendation of the Administration that the Board of Education approve Clarke Central High School overnight trip to the Georgia High School Association Wrestling DUALS State Meet in Macon, Georgia.

Action Steps: Qualify by placing in the top 2 at Area

Timeline: December 2017 -Submit for Board Approval Jan 11- Jan 13-Travel, Hotel Check-in, Competition

Responsible Leadership: Tim Stoudenmire

Status: Pending

Report Back to the Board of Education:

⬜ 90 Days ⬜ 180 Days ✓ Annually ⬜ Written Report ⬜ Presentation to the Board

Submitted By: Tim Stoudenmire Head Wrestling Coach Clarke Central High School Board of Education Action:


Subject: Coile Middle School Clarke middle School BHL Middle School Hilsman Middle School Discovery Conference FFA, Covington, Georgia


Attachments: Discovery Conference Itinerary This is the itinerary for the Fall Discovery Conference. The itinerary for the Spring Discovery Conference has not been released yet, but it will be almost identical. FFA Camp Code of Conduct/Medical Release This is the Code of Conduct/Medical Form for the FFA Camp where we will be staying. This document also includes the protocols for the weekend (on pg. 3)

Date for Consideration: Jan 26-Jan 27, 2018

Strategic Goal: Strategic Goal #3 – Strengthen neighborhood schools through strong collaborations with parent, district, and community members to support student academic growth, socio-emotional development, and physical well-being.

Objective: Performance Objective A: Expand communication that builds parent and community partners in supporting learning and achievement.

Background – Agriculture educators are required by the AG ED State Staff to meet 36 standards throughout the school year. This conference helps us to meet standard number 35: The teacher will participate with students in one or more of the following FFA Leadership activities: Area Awards Banquet, Middle School Day at the Fair, Discovery Conference, National FFA Convention. Georgia FFA Summer Leadership Camp, Region Rally. All FFA members will be eligible to participate in the trip. However, I will be limited to the number of students I can take based on the FFA Camp capacity. I will create a sign-up sheet for interested students, and distribute information to the students on that list.

BOARD OF EDUCATION

https://drive.google.com/file/d/0B832GMi9_o9GWHJNVjR3N3pGTmNZTHRpSnhucDRJUUFCVEY0/view

https://docs.google.com/document/d/1XJ_rVOZIrcm0OF8XS9Hh-HhBbVsPBQ8RE7qZVEvMay4/edit

https://docs.google.com/document/d/1XJ_rVOZIrcm0OF8XS9Hh-HhBbVsPBQ8RE7qZVEvMay4/edit

1. The field trip itinerary; Attached 2. Cost associated with the trip (cost per student); The trip will cost $45.00 per student. 3. Fundraising activity (if any); sell plants, or repot plants for future sale 4. Alternative payment plans for students who can not afford to pay for the trip; students may choose a 3-

payment plan or fundraise 5. Alignment of the trip experience to the district's curricular mission; The mission of this trip is to provide the

students with leadership initiatives that they can bring back to school with them, and to allow them to further connect with FFA members

6. Security or safety protocol for the trip; 7. Number of chaperones, the number of chaperones who are staff vs. number of chaperones who are parents,

and the overall chaperone to student ratio. I will be chaperoning no more than 10-15 students, and I expect to have no more than 2 parent chaperones.

Highlights –

This conference is directed specifically toward middle school students, so it is perfect for their stage of social-emotional development. The FFA is an excellent organization to introduce students to if they need a little assistance breaking out of their shells.


This conference is an excellent opportunity for FFA Members to bond, grow as leaders, and expand their social-emotional skills.

With these trips, there is always the barrier of cost. We sell plants throughout the year, and rely on FFA Alumni fundraising to ease that burden.

Recommendation – It is the recommendation of the Administration that the Board of Education approve Coile Middle School, BHL Middle School, Clarke Middle SChool and Hilsman Middle School Overnight Discovery Conference in Covington, Georgia.

Action Steps: Step 1: Board Approval Step 2: Distribute information Step 3: Collect money or create payment plans Step 4: Register and submit payment

Timeline: I will introduce this event to students at the December FFA Meeting (week of Dec. 11th). The registration will be due right after Christmas break. Around the second week of January I will distribute permission slips and packing lists.

Responsible Leadership: Eden Hulsey

Status: Pending



Submitted By: Eden Hulsey, Coile Middle School Board of Education Action:


Subject: Clarke Central High School to the Georgia High School Association Wrestling DUALS State Meet Overnight Trip


Attachments:

Date for Consideration: February 8-10, 2018

Strategic Goal: Strategic Goal #3 – Strengthen neighborhood schools through strong collaborations with parent, district, and community members to support student academic growth, socio-emotional development, and physical well-being

Objective: Goal 2 Performance Objective E: Establish positive school cultures and classroom management practices that support students’ academic, emotional, and social needs.

Background – The objective of the GHSA organization shall be the promotion of education in Georgia from a

mental, physical, and moral viewpoint, to standardize and encourage participation in athletics, and to promote sportsmanship and an appreciation for and study of music, speech, and other fine arts through Region and State competitions.

1. The field trip itinerary; Thursday, February 8th – GENERAL / TRAVEL / WRESTLING information: 5:45 AM - Report to CCHS wrestling locker room 6:00 AM - Depart for Macon 8:30 AM - Check in at Microtel by Wyndham: 2020 Bowman Park Macon, GA 31210 – (478)-254-3300 9:30 – 10:00 AM – Check in for credentials, weight check and certification and skin check – Macon Centreplex - 200 Coliseum Dr, Macon, GA 31217 10:30 AM – 12:00 PM – AAAAA OFFICIAL Weigh-In #1 – 11:15 PM – Coaches meeting 12:30 PM – AAAAA Round of 16 – 7:30 PM - AAAAA First round of wrestlebacks & Championship quarter finals 10:00 PM – depart for the hotel 11:00 PM – Team Meeting 11:30 PM – collect cell phones, LIGHTS OUT

BOARD OF EDUCATION

Friday, February 9th – GENERAL / TRAVEL / WRESTLING information: 7:00 AM – Wake up call and “get on weight” 8:45 AM – Depart hotel for Centreplex 9:15 AM – Arrive at the Centreplex 10:30 AM – Day 2 weigh-in 12:00 PM – Team warm-up 12:30 AM – next match 3:00 PM – 5:00 PM – 2nd round of wrestlebacks OR (depending on our W/L record) 5:00 PM – 7:00 PM – Semi-finals 7:00 PM – 9:00 PM 3rd round of wrestlebacks 9:00 PM – 10:00 PM – WEIGH-OUT 11:30 PM – collect cell phones, LIGHTS OUT Saturday, February 10th – GENERAL / TRAVEL / WRESTLING information: 7:00 AM – Wake up call and breakfast 7:30 AM – Depart hotel for Centreplex 8:00 AM – Team warm-up

9:00 AM – consolation semi-finals 11:00 AM – remainder of the day and plans to be determined based on results 6:00 PM – Depart for Clarke Central 9:00 PM – Arrive at Clarke Central

2. Cost associated with the trip (cost per student); There is no cost per student, my booster club pays for everything. 3. Fundraising activity (if any); NOTHING 4. Alternative payment plans for students who can not afford to pay for the trip; NOT APPLICABLE 5. Alignment of the trip experience to the district's curricular mission; Athletic State Meet Trip 6. Security or safety protocol for the trip; Students will know and understand the expectations 7. Number of chaperones, the number of chaperones who are staff vs. number of chaperones who are parents, and the overall chaperone to student ratio. I will have 4 male coaches and all male students attending the trip

Highlights –

It allows the student-athletes to compete at the highest level of competition that the GHSA offers.


Compete at the highest level in the state.

none

Recommendation – It is the recommendation of the Administration that the Board of Education approve Clarke Central High School overnight trip to the Georgia High School Association Wrestling DUALS State Meet in Macon, Georgia.

Action Steps: Qualify by finishing in the top 4 at area and top 8 at sectionals

Timeline: December 2017 - Submit for Board Approval February 2018- Travel to State meet in Macon, Georgia

Responsible Leadership: Tim Stoudenmire

Status: Pending



Submitted By: Tim Stoudenmire Head Wrestling Coach Clarke Central High School Board of Education Action:


Subject: Clarke Central High School Cedar Shoals High School FFA State Level Career Development Event at Fort Valley State University


Attachments: Itinerary attached

Date for Consideration: Feb 9-Feb 10, 2018

Strategic Goal: Strategic Goal #1 - to provide students a real-world science experience in which they apply what they have learned in the classroom to the field and laboratory. Strategic Goal #3 – Strengthen neighborhood schools through strong collaborations with parent, district, and community members to support student academic growth, socio-emotional development, and physical well-being. Strategic Goal #4: Strategically leverage resources to improve district programs and implement new initiatives.

Objective: Objective for Goal #1- Students will be provided with instruction on skills that are applied in a career setting and learn to apply the knowledge with fidelity at an appropriate industry level. Performance Objective B: Expand opportunities for parent and community members to build partnerships that support learning and achievement.

Background – 1. The field trip itinerary;

Friday, Feb 9th, 2018 Board bus and leave Athens at 8:30 am Arrive at Fort Valley and stop for lunch at Lane’s Peach Orchard 11:30 am Arrive at Fort Valley State University 1 pm Veterinary Science students will practice for practicums until event registration at 3 pm Veterinary Science Competition begins at 4 pm Agriculture Marketing teams will tour facilities at Fort Valley State University At the culmination of the Veterinary Science event, students will eat dinner in Fort Valley and arrive at the FFA Camp John Hope in Fort Valley for lodging. Saturday, Feb 10th, 2018 Board bus from Camp John Hope at 8:00 am arrive at FVSU for event registration 8:30

BOARD OF EDUCATION

Agriculture Marketing teams will present their Marketing Plans to the judges for the State level Career Development Vet Science students will participate in learning activities at Go Fish Georgia on the Georgia National Fairgrounds in Perry, GA during the morning while Agricultural Marketing CDE teams are competing. When the Agricultural Marketing team has completed their event they will eat lunch. Departure from Fort Valley will be at approx 3 pm following the award ceremonies. Dinner will be in Madison at the new Farmer’s Market

2. Cost associated with the trip (cost per student); Lodging: $15 (Camp John Hope) Meals: $50 Go Fish Georgia Exhibit Entry Fee $5

3. Fundraising activity (if any); To be determined by the individual FFA Chapters with approval from their principals and the superintendent.

4. Alternative payment plans will be assessed by the individual FFA Advisors to suit their student needs.

5. Alignment of the trip experience to the district's curricular mission; The field trip aligns to the District Goals in that FFA is providing the members with meaningful science based instruction in career related activities and having them become proficient in this area. These students will be working with industry representatives to train in the fields of Veterinary Science or Agricultural marketing, (depending on the Career Development event they are in).

6. Security or safety protocol for the trip; Proper permission slips including medical information and parent contact information will be with the FFA Advisors at all times. Students will be adult supervised at all times. Students with medical conditions will be observed at all times. All advisors will be made aware of any student medical conditions that may warrant their attention. Notification of allergies, diabetes, asthma, and other serious conditions will be shared with the advisors. Advisors will ensure that if there are necessary students medications they are available to the prescribed student as needed. Students will be made aware of transportation emergency procedures before bus departure. Students will be housed in close proximity of their advisor, or in the case of males, an appropriate chaperone will be housed with them.

7. Chaperones: 5 Agriscience teachers, 30 students, 1:6 ratio

Highlights –

Students will benefit in that they will get to experience real world career related activities that will excite them about their future potential. They will also be exposed to the academia of Fort Valley State University. Students will also be exposed to other agricultural businesses and experiences while on this trip: Lane Peach Orchard, Madison Farm Market, DNR Go Fish Georgia Exhibit, Small Ruminant research facility at FVSU.


Students will benefit in that they will get to experience real world career related activities that will excite them about their future potential. They will also be exposed to the academia of Fort Valley State University. Students will also be exposed to other agricultural businesses and experiences while on this trip: Lane Peach Orchard, Madison Farm Market, DNR Go Fish Georgia Exhibit, Small Ruminant research facility at FVSU.

Challenges will be in coordinating the training of the students. To overcome this challenge the advisors will reach out to Athens Technical School Vet Tech program, UGA Vet School, and practicing veterinarians to assist with the training. The students will be brought together in one location so that they can all have access to the resources. Cedar Shoals has the Vet Sci equipment that they students can use to practice the skills section of the contest.

Recommendation – It is the recommendation of the Administration that the Board of Education approve Clarke Central High School and Cedar Shoals High School overnight FFA State Level Career Development Event at Fort Valley State University.

Action Steps: Recruitment of students Coordinate with professionals for training Coordinate among the advisors for training Making arrangements for accomodations

Timeline: Introduction of the trip until the date of the trip Request approval 12/1/17 - until Gather resources Week of 12/11/17 Begin training Break: training of students January training by professionals February attend Career Development Events

Responsible Leadership: Julie Throne

Status: Pending



Submitted By: Jillian Gordon, Clarke Central High School

Board of Education Action: ⬜ Approve ⬜ Reject ⬜ Research/Report Back

Subject: HOSA Annual State Leadership Conference & Competition Marriott Marquis, Atlanta GA


Attachments: SLC 2017 Agenda gahosa.org

Date for Consideration: March 8-10, 2018

Strategic Goal: Strategic Goal #2 – Create dynamic learning experiences for all students to close the achievement gap and to prepare them for college and careers.

Objective: Performance Objective A: Implement courses and programs of study to ready all students for college and careers. Performance Objective E: Establish positive school cultures and classroom management practices that support students’ academic, emotional, and social needs.

Background – The HOSA State Leadership Conference & Competition is an annual event held at the Marriott Marquis, Atlanta, GA. All HOSA Members (includes students from all three high schools) will have an opportunity to participate in the HOSA Competitions, and attend the Leadership sessions occurring each day of the event. The Members will also have the opportunity to observe winning entries from last years HOSA State Competition to have an idea of what is expected when they compete this year. There are also excellent opportunities to network with other like minded members who are interested in the healthcare profession and make life long contacts and friends. Competitions are ongoing throughout each day. Students will also attend an outside exhibit such as“The Bodies Exhibit” at Atlantic Station or Tour The Medical School at Emory. Note: Any student at the three High Schools are welcome to join and participate in HOSA, with all benefits, and they do not have to be in the Healthcare Science Classes at ACCA. The HOSA State Leadership Conference has surprise motivational speakers such as: Dr. Adolf Brown (spoke at HOSA Fall Leadership Rally & Competition in NOvember, 2017), Dr Patch Adams (March 2017) Olympic medalist, at Fall Leadership Conference & Competition. It is always a surprise guest, and other speakers including leadership sessions and those from GABOE and Instructors related to Healthcare Science. This event is the State level of competition for Georgia. If students place in top 3 percent will move on to the Summer Internationals in June!

BOARD OF EDUCATION

https://drive.google.com/file/d/16qClDwZhw4sNTWB-skHim9uqDeytPkkM/view?ts=5a1ef962

http://gahosa.org/

1. The field trip itinerary; HOSA STATE LEADERSHIP CONFERENCE & COMPETITION Atlanta Marriott Marquis, Atlanta GA March 8-10, 2018 NOTE: The Agenda for the SLC 2018 has not been posted at this time but the 2017 is still available to view and can be shared.. HOSA State Leadership Conference & Competition March 8 Tentative Agenda Day 1 See Attachment Students must be in HOSA Uniform Attire Chapters are not required to attend unless receiving an award. 11:30 - 1:15 pm Georgia HOSA Shuttle to Bus Parking 2. Cost associated with the trip (cost per student); Registration for the Conference & Competition for HOSA member and Instructor is $85 Hotel: 2 nights will be $164 each divided by Students in the room / 4 approx= $ 40 per night ($80) Food Cost approx $10 per meal x 10 meals, Exhibit cost $100 Cost per student approx $265 (can be paid over time, from August to March so not so much at one time)

3. Fundraising activity (if any); N/A

4. Alternative payment plans for students who can not afford to pay for the trip; Myself and several teachers have offered to assist if students are struggling to have funds for the trip. We are currently looking into sponsors. All students that have requested to attend have the funds to attend.

5. Alignment of the trip experience to the district's curricular mission; The curricular mission of the CCSD is to provide authentic experiences that are critical for academic and developmental growth. Students gain information, knowledge, and a support network related to their future as a healthcare professional. They will be exposed to professionalism in future career and workplace settings, including proper professional dress and leadership.

6. Security or safety protocol for the trip:

Security is provided by the hotel, and members of the Atlanta Police Department are always on site. HOSA (International) also has a large number of Staff and Chaperones to assist in all activities. Safety Protocols also include No student goes anywhere alone. There are to be a min of two, with me it is normally three in a group~ even for Bathroom. There is also a curfew of 1130. Students are not to be outside their rooms after curfew or they will be sent home immediately. Any violation of Rules of Conduct (signed by students and parents prior to the trip) will be grounds for immediate return to home, and Parents are to come pick up said student. HOSA International has the highest Insurance of any CTSO. Our students perform activities at times that require them to demonstrate CPR, Patient care and even Vet Science activities. They require us to maintain high expectations and standards for our students in classroom and any participation at any HOSA Events.

7. Number of chaperones, the number of chaperones who are staff vs. number of chaperones who are parents, and the overall chaperone to student ratio: Staff to high school student is 1 to 10 (myself) I expect approximately ten students to participate. I have arranged for another teacher to accompany us if we have a large number of students attending. No parents are attending at this time. If parents attend, they are required to adhere to the same fees and dress code.

Highlights –

This event allows students to compete in health science related fields, observe other competitors, gain knowledge for the upcoming competition: HOSA Internationals in June 2018 in Houston. Texas! The inspirational speakers are always a top highlight! To network with other like minded students desiring a future career in Healthcare. To attend The Bodies exhibit to put real life organs and bodies into perspective for understanding. To attend a tour of Emory Medical School, as a future perspective student.


HOSA is the only International CTSO in the country at this time. The students will gain strengths by: * Attending leadership training sessions, increasing self esteem *Network with like minded students with a goal of having a healthcare profession as their future career * Learning to be culturally diverse in their collaborations with other like minded students * Gain confidence with presentations, networking, competing in health science related issues. * Learn and participate in proper business and professional attire ~Required for attending all sessions at any HOSA Conference Professional attire Suits & Ties/ Blazers/ slacks or skirts~ for most all Competitions ~Increased Knowledge of their future profession by preparing for future competitions and networking Get inspiration from motivational speakers! __________________________ Teachers~ networking, updates on Instruction, Curriculum and HOSA updates

The challenge for this trip are this event has a lot of students who are first time participants in competitions and attending events in the professional dress code. The leadership training and competing will be new for them. It will be a great learning experience.

Recommendation – It is the recommendation of the Administration that the Board of Education approve HOSA Annual Fall Leadership Conference & Competition in Atlanta, Georgia.

Action Steps: Permission Slips given & returned Payments discussed and ability confirmed Bus requested and confirmed

Timeline: August 9, 2017 - March 8, 2018

Board Recommendation Responsible Leadership: Cynthia Lindsey Healthcare Science Teacher

Status: Pending



Submitted By: Cynthia Lindsey Board of Education Action:


Subject: Hilsman Middle School Science & Energy Team Trout Release Field Trip to Blue Ridge Outdoor Education Center, Toccoa, Georgia


Attachments: Itinerary for the Trip

Date for Consideration: April 9-10, 2018

Strategic Goal: Strategic Goal #1 - to provide students a real-world science experience in which they apply what they have learned in the classroom to the field and laboratory. Strategic Goal #3 – Strengthen neighborhood schools through strong collaborations with parent, district, and community members to support student academic growth, socio-emotional development, and physical well-being.

Objective: Performance Objective B: Support and retain highly effective and innovative faculty and staff. Performance Objective A: Expand communication that builds parent and community partners in supporting learning and achievement. Performance Objective B: Expand opportunities for parent and community members to build partnerships that support learning and achievement.

Background – 1. The field trip itinerary

2. Cost associated with the trip (cost per student); $125.00 3. Fundraising activity (if any); Teacher (Audrey Hughes) will write a Grant, Nature’s Vision Fundraiser 4. Alternative payment plans for students who can not afford to pay for the trip; Fundraisers and Grant Funds 5. Alignment of the trip experience to the district's curricular mission; See Goal #1 & Goal #3 6. Security or safety protocol for the trip; We will follow all CCSD, HMS, and BROEC Safety Rules & Procedures 7. Number of chaperones, the number of chaperones who are staff vs. number of chaperones who are parents, and the overall chaperone to student ratio. 6 CCSD staff, at least 2 parents, at least 2 Trout Unlimited Chapter members, Ratio = 1:5 + BROEC staff

BOARD OF EDUCATION

https://docs.google.com/a/clarke.k12.ga.us/document/d/1Bhy2TZZpb2WW-GdrU3vwIs51HV6Kg85f1SRmMdYRugM/edit?usp=sharing

Highlights – Identify the benefit for students Students will be able to develop a deeper understanding of the interdependence of life through participation in this project and field experience. The field trip experience will be the culminating activity of our classroom and team partnership with Trout Unlimited and the University of Georgia’s Warnell School of Forestry. Students have worked in a partnership with those organizations beginning in August to raise rainbow trout from eggs and will release them into a Department of Natural Resources approved stream in North Georgia. Trout are an important species to study and showcase interdependence of life, a key standard and concept in 7th grade Life Science. Trout can survive and thrive when their aquatic habitat is healthy; therefore, safe and healthy for humans as well.


We will travel to the Blue Ridge Outdoor Education Center in Toccoa. The students will learn about aquatic ecosystems, deciduous forest ecosystems, predator/prey relationships, and release our classroom-raised Rainbow Trout into a mountain stream. For more information, please visit these websites: http://www.blueridgeoec.com/ and http://www.troutintheclassroom.org/. Students will be able to develop a deeper understanding of the interdependence of life through participation in this project and field experience.

The weather on the field trip dates may not be favorable. We will adjust the activities based on the weather conditions over the 2 day period. The availability of the one extended bus for the district does play a role in when field trips can be taken.

Recommendation – It is the recommendation of the Administration that the Board of Education approve Hilsman Middle School Science & Energy Team Trout Release Over night Trip to Blue Ridge Outdoor Education Center.

Action Steps:

1. Secure the extended day bus

2. Reserve Blue Ridge Outdoor Education Center

3. Begin Fundraisers 4. Submit Field Trip

Approval Form 5. Notify Parents, Students, &

Trout Unlimited Chapter members of the opportunity (draft permission slip here: Click to View)

6. Take the Trip

Timeline: August 2017 - Begin & Maintain the Trout in the Classroom Project October/November 2017 - Secure bus, reserve BROEC, Submit Field Trip paperwork for approval, Fundraising Activities begin December 2017 - Write a grant proposal to help fund the trip January 2018 - Board Approval Granted mid-late January 2018 - Permission Form given to students April 9 & 10, 2018 - Trout Release Field Trip at BROEC

http://www.blueridgeoec.com/

http://www.troutintheclassroom.org/

https://docs.google.com/document/d/1lT1LsCNl04e_Jil8EZwCzuZvHLo_wGrotxOIb9Kn3Bs/edit?usp=sharing

https://docs.google.com/document/d/1lT1LsCNl04e_Jil8EZwCzuZvHLo_wGrotxOIb9Kn3Bs/edit?usp=sharing

7. Trip Follow-up & Reflection after the Trip is taken

Responsible Leadership: Audrey Hughes & Shaun McCann

Status: Pending



Submitted By: Audrey Hughes Board of Education Action:


Subject: Head Start/Early Head Start Governing Body required annual orientation presentation and Board approval of Annual Head Start/Early Head Start Program Governance Plan

Category: ✓ Action ⬜ Discussion ⬜ Information

Attachments: (Program Governance Plan link)

Date for Consideration: January 11, 2018

Strategic Goal: Strategic Goal #3 – Strengthen neighborhood schools through strong collaborations with parent, district, and community members to support student academic growth, socio-emotional development, and physical well-being.

Objective: Performance Objective C: Implement educational programs for parents and children from birth to age 5.

Background –

In accordance with the 2007 Head Start Act under Section 642 (d)(3) and in accordance with the Head Start Performance Standards under 1301.5, the Early Head Start / Head Start program shall annually provide appropriate training and technical assistance or orientation to the governing body (BOE), any advisory committee members, and the policy council, including training on program performance standards and training indicated in §1302.12(m) Training on eligibility to ensure the members understand the information they receive and can effectively oversee and participate in the programs in the Head Start agency. The program utilizes data generated by the program, as well as community assessment data to establish the program plans. Under these requirements, the Policy Council is responsible for approving and submitting to the Board of Education decisions about EHS/HS program. The Board of Education as HS governing body is responsible for establishing procedures and guidelines in accordance with the Head Start Act Section 642(c)(1)(E) and(2)(D).

Highlights – Required Annual Orientation presentation for Governing Body Changes to the Program Governance Plan

https://docs.google.com/a/clarke.k12.ga.us/document/d/1cRr1jZjy244a2apOpY0IiOvLohN8ItDxYbsePzXusc0/edit?usp=sharing


Orientation will fulfill T&TA requirement and support members of the board in conducting their governing body Duties and responsibilities as described in the Head Start Act.

Community Assessment demonstrates a greater need for student seats than we have HS/EHS Grant funded enrollment.

Recommendation – It is the recommendation of the Administration that the Board of Education approve the Annual Head Start/Early Head Start Program Governance Plan

Action Steps: Receive approval from the Board of Education Implement Annual Head Start/Early Head Start Program Governance Plan

Timeline: October/November 2017: Review and Revision of the Program Plan October 17th: Policy Council Review and Approval of Annual Program Governance Plan. January 4th: Provide required Governing Body orientation presentation at WorkSession January 11th - Seek BOE Approval January 2018 - Implementation

Responsible Leadership: Karen Higginbotham, Director Office of Early Learning

Status: Pending


⬜ 90 Days ⬜ 180 Days ⬜ Annually ✓ Written Report ⬜ Presentation to the Board

Submitted By: Karen Higginbotham Board of Education Action:


Subject: Approve the contract for internet access services.


Attachments: Bid evaluation forms


Strategic Goal: Strategic Goal #4 – Strategically leverage resources to improve district programs and implement new initiatives.

Objective: Performance Objective A: Improve the effectiveness of operations and processes within the district.

Background –

This is a new contract to replace the existing contract due to age. Highlights –

▪ A competitive bid matrix was utilized to score each bid on the categories of: costs and fees, technical merit, prior experience, qualifications, and responsiveness.

▪ Bids were received from AT&T, Cogent Communications, Education Networks of America, GA Public Web, Spectrum Enterprises, and Zayo Group

▪ Clarke County School District desires to enter into a contract with a successful vendor effective July 1, 2018 for a term of one (1) year and will automatically renew for two (2) additional one-year terms unless the Clarke County School District takes affirmative action to non-renew. CCSD reserves the right to select more than one firm to provide the necessary services.

▪ Pursuant to O.C.G.A. 20-2-506, the contract shall terminate absolutely and without further obligation at the close of the calendar year. Renewals shall be based on the calendar year ending December 31st and shall depend upon funding, contractor performance, and agreement by both parties. The contract shall automatically renew, unless positive action is taken by the school system, and shall terminate at the end of the contract period.

▪ The contractual documents have been reviewed and approved by CCSD legal counsel, Micharl Pruett.


● Proven, stable, technology solution

● E-rate deadlines

Recommendation – It is the recommendation of the Administration that the Board of Education approve the contract for internet access services from Education Networks of America in the amount of $48,000.00 annually. Funding is from the Technology budget.

Action Steps: Approval by Board of Education on January 10, 2018.

Timeline: New contract begins July 1, 2018

Responsible Leadership: Taylor Duke, Director of Technology Infrastructure Services

Status: Pending


⬜ 90 Days ⬜ 180 Days ⬜ Annually ⬜ Written Report ⬜ Presentation to the Board

Submitted By: Taylor Duke Board of Education Action:


ENA Unified Master Services Agreement Page 1 of 10

051701 Original

ENA UNIFIED MASTER SERVICE AGREEMENT

Client Name: Clarke County School District

Mailing and Notice

Address:

Contact Name, Phone and

E-Mail Address:

Taylor Duke

(706) 546-7721 Ext. 18502

[email protected]

This MASTER SERVICE AGREEMENT ("Agreement") is by and between ENA Services LLC,

a Delaware limited liability company having its principal place of business at 618 Grassmere Park Drive,

Suite 12, Nashville, TN 37211 ("ENA"), and the Client identified above (“Client”), as of ___________

_____, 20____ (the “Effective Date”).

In consideration for the mutual promises, covenants and agreements contained herein, ENA and

Client agree as follows:

SECTION 1: SERVICES

1.1 Services. Subject to the terms and conditions of this Agreement, ENA shall provide Client with

certain Services. ENA’s Services and pricing are described in the attached Schedules of Service(s) and/or

Statement(s) of Work (the “Schedule(s)”), which may be entered into from time to time. As used herein,

the term “Services” includes all services, software, products and deliverables provided by ENA to Client,

including but not limited to professional services and online services.

1.2 Product and Service Changes. The capabilities and services available through ENA regularly

change and expand. In order to improve and adapt the Services to these changing conditions, (i) ENA

may add, delete or change the Services, at its sole discretion, by providing thirty (30) days prior written

notice to Client, and (ii) additions, deletions or changes to Schedules will be effective as of the date

agreed upon by the parties in writing.

1.3 Non-Exclusive Arrangement. Client acknowledges and understands that this is a non-exclusive

arrangement and nothing herein shall preclude ENA from providing Services, deliverables, or related

services to any third party, or from authorizing third parties to make Services available to their customers.

1.4 Service Availability. Services may be temporarily unavailable or limited because of capacity

limitations and may be temporarily interrupted because of equipment modifications, upgrades,

relocations, repairs, and similar activities. ENA will use commercially reasonable efforts to deliver the

most reliable service possible, without interruption. ENA will notify Customer of any scheduled

maintenance, but may need to interrupt Services without notice to Customer in the event of an emergency.

SECTION 2: FEES AND PAYMENT TERMS

2.1 Fees. Client shall pay ENA the fees set forth on each Schedule. Except for fees for Services

delivered (as indicated in Schedule(s) attached hereto) and professional services, Client's payment

obligations for the Services shall commence on the date on which the applicable Service is first made

available for use by Client regardless of whether Client has commenced use of the Services. Client shall

pay ENA in U.S. dollars.

145 Paradise BoulevardAthens, GA 30607


051701 Original

2.2 Taxes. All fees and charges hereunder shall be exclusive of, and Client shall be solely

responsible for, any applicable taxes or levies, whether now in force or enacted in the future, applicable to

the delivery of the Services hereunder, except for taxes attributable to the net income of ENA.

2.3 Payment Terms. All recurring charges shall be due and payable no later than thirty (30)

calendar days after the end of the month to which the charges pertain. All non-recurring charges shall be

due and payable immediately as of the date on which ENA commences providing the applicable Service,

or as otherwise set forth in a Schedule. Client shall pay all charges indicated as due upon receipt of the

invoice from ENA, and payment shall be past due if not paid as of thirty (30) days after the invoice date.

Client shall have thirty (30) days from receipt of invoice to reasonably dispute amounts or items charged.

If Client disputes any part of an invoice, then Client may withhold such disputed amount from its

payment but will notify ENA in writing as to the specific amounts contested and the specific reasons

therefor, in which case the parties shall attempt to amicably resolve said dispute. Unless otherwise agreed

by the Parties in writing or in a Schedule, ENA shall invoice Client on a monthly basis.

2.4 Interest. Amounts not paid when due are subject to finance charges of one percent (1%) per

month or the highest lawful rate, whichever is less. Payment of such finance charges does not excuse or

cure late payment, and all payments received are first applied to finance charges.

2.5 Move or Transfer of Service. If Client relocates to another location in an ENA market where

the same Services are available, Client may move Services to the new location if the aggregate monthly

recurring charges of the new Services equal or exceed the Services provided to Client by ENA at the

former location, subject to payment of installation charges for the new location, if applicable; however,

pricing may vary by location, and Client’s rates may increase or decrease. Early termination fees may

apply in the event Client moves to a location not serviced by ENA or Client ceases to do business.

Services may not be transferred or resold, and the MSA, these Terms, and the Schedule(s) attached hereto

may not be transferred or assigned, by operation of law or otherwise, without ENA’s prior written

approval. Any attempted assignment or transfer without ENA’s prior written approval shall be void.

2.6 Government and Regulatory Fees. Any charges set forth herein or in any Schedule, proposal or

quotation are exclusive of taxes, surcharges, assessments, or other fees including E-911 fees and

government regulatory fees such as Universal Service Fees. No discount offered, if any, shall apply to

taxes, surcharges, assessments, or government or regulatory fees.

2.7 Compliance with Federal, State and Local Procedures and Processes. ENA complies with all

federal, state and local procurement rules and regulations, and by this Agreement, Client acknowledges

their duty to comply. If the Services provided under this Agreement qualify for E-rate discounts, ENA

will work with Client to follow Client’s selected E-rate reimbursement process (Service Provider Invoice

or Billed Entity Applicant Reimbursement). Client acknowledges its responsibility for timely and full

payment regardless of receipt of E-rate funds.

2.8 Security; Collection. If Client is late with more than one payment, ENA may, upon written

notice to Client, require a security deposit or other reasonable assurances to secure Client's payment

obligations hereunder. Client agrees to pay all costs and expenses associated with collecting delinquent

payments, including reasonable attorneys’ fees.

SECTION 3: CLIENT OBLIGATIONS

3.1 Acceptable Use Policy. Client shall at all times abide by ENA's Acceptable Use Policy, as it

may be amended from time to time. As of the execution of this agreement, the current Acceptable Use

Policy is posted at the following URL: http://www.ena.com/legal. Client is responsible for ensuring that

all of its employees, agents, contractors, customers, or others who use the Services through Client's

account abide by the Acceptable Use Policy.


051701 Original

3.2 Client Obligations During Establishment of Service. Once ENA schedules installation and

agrees upon an installation time with Client, Client must be present with facilities available and fully

accessible. If ENA’s technician arrives at the Client location and Client is not present or facilities are not

available or accessible, or Client otherwise cancels or postpones installation without a 24-hour notice to

ENA, ENA reserves the right to assess a “Client Missed Call” trip charge.

3.3 Interoperability with Client’s Infrastructure. ENA’s Services are capable of being deployed

across a wide set of pre-existing Client infrastructure, however Client is responsible for any upgrades of

its pre-existing infrastructure necessary to establish and continue Service.

3.4 Protection of Client Premise Equipment (“CPE”) Provided By ENA. The Client shall be

solely responsible and liable for any and all damage caused to the CPE, including, without limitation, any

damage due to misuse, and vandalism, for the duration of the contract. At the expiration of the term of the

contract or upon its early termination by either party to the contract, the Client shall continue to be solely

responsible and liable for any and all damage caused to the CPE while such equipment remains at the

Client location. Client will provide reasonable space and environmental conditions for any CPE, will do

nothing to change the space or conditions without notice to ENA and will at no time, move, adjust, alter

or otherwise operate the ENA CPE without prior consent of ENA. Client will not attach any equipment

to any ENA CPE without express instructions or involvement of ENA or utilize the ENA CPE in anyway

inconsistent with the service purchased from ENA.

3.5 Internal Use. Subject to the terms and conditions set forth herein, ENA authorizes Client to use

the Services for its internal business purposes. Client acknowledges and agrees that it will be responsible

for all end users of the Services, regardless of whether such users are employees, contractors, agents, or

third parties, in each case with or without the Client’s permission to use such Services.

3.6 Restrictions on Use. Client shall not and shall not permit others to reproduce, reverse engineer,

de-compile, disassemble, alter, translate, modify, adapt, market, resell, or sublease any of the Services or

any software or materials provided by ENA in connection therewith.

3.7 Client Responsibility. Client acknowledges and agrees that it is solely responsible for the

content of its transmissions which pass through the Services. Client also agrees it will not use the

Services:

(a) for illegal purposes;

(b) to transmit threatening, obscene or harassing materials, or

(c) to interfere with or disrupt other network users, network services or network equipment.


051701 Original

3.8 User Content.

(a) For purposes of this Agreement, the term “Content” includes, without limitation,

information, data, text, written posts and comments, software, scripts, graphics, and interactive features

generated, provided, or otherwise made accessible on or through the Services. For the purposes of this

Agreement, “Content” also includes all User Content (as defined below).

(b) All Content added, created, uploaded, submitted, distributed, or posted to the Services by

users (collectively “User Content”), whether publicly posted or privately transmitted, is the sole

responsibility of the person who originated such User Content. Users represent that all User Content

provided by Users is in compliance with all applicable laws, rules and regulations. Users acknowledge

that all Content, including User Content, accessed by users using the Services is at users’ own risk and

users will be solely responsible for any damage or loss to users or any other party resulting therefrom.

ENA does not guarantee that any Content users’ access on or through the Services is or will continue to

be accurate.

(c) The Services may contain Content specifically provided by ENA, ENA’s partners or

ENA’s users, and such Content is protected by copyrights, trademarks, service marks, patents, trade

secrets or other proprietary rights and laws. Users shall abide by and maintain all proprietary notes,

information, and restrictions contained in any Content accessed through the Services.

(d) Subject to this Agreement, ENA grants each user of the Services a worldwide, non-

exclusive, revocable, non-sub-licensable and non-transferable license to use (i.e., to download and display

locally) Content solely for purposes of using the Services. Use, reproduction, modification, distribution or

storage of any Content for other than purposes of using the Services is expressly prohibited without prior

written permission from ENA. Users shall not sell, license, rent, or otherwise use or exploit any Content

for commercial use or for any use that violates any third party right.

SECTION 4: CONFIDENTIAL INFORMATION

4.1 Confidential Information. “Confidential Information” means any and all tangible and

intangible information (whether written or otherwise recorded or oral) of the disclosing party that (a)

derives independent economic value, actual or potential, from not being generally known to, and not

being readily ascertainable by proper means by, other persons who can obtain economic value from its

disclosure or use and is the subject of efforts that are reasonable under the circumstances to maintain its

secrecy; or (b) that the disclosing party designates as confidential or that, given the nature of the

information or the circumstances surrounding its disclosure, reasonably should be considered as

confidential. Confidential Information includes, without limitation the pricing and terms of this

Agreement. Neither party shall use for its own account or the account of any third party, nor disclose to

any third party, any of the other party's Confidential Information.

4.2 Exceptions. Notwithstanding the above, the term “Confidential Information” shall not include

any information that is either:

(a) available from public sources or in the public domain, through no fault of the receiving

party; or

(b) received at any time from any third party without breach of a non-disclosure obligation to

the disclosing party; or

(c) readily discernible from publicly-available products or literature; or


051701 Original

(d) approved for disclosure by prior written permission of a corporate officer of the

disclosing party.

4.3 Mandated Disclosures. The receiving party may disclose Confidential Information as required

to comply with binding orders of governmental entities that have jurisdiction over it or as otherwise

required by law, provided that the receiving party (i) gives the disclosing party reasonable written notice

to allow the disclosing party to seek a protective order or other appropriate remedy (except to the extent

the receiving party’s compliance with the foregoing would cause it to violate a court order or other legal

requirement), (ii) discloses only such information as is required by the governmental entity or otherwise

required by law, and (iii) and uses commercially reasonable efforts to obtain confidential treatment for

any Confidential Information so disclosed.

SECTION 5: DISCLAIMERS AND LIMITATIONS OF LIABILITY

5.1 Disclaimer. THE SERVICES, INCLUDING WITHOUT LIMITATION ANY INFORMATION

DELIVERED AS PART OF THE SERVICES, AND CONTENT ARE PROVIDED “AS IS”, “AS

AVAILABLE” AND WITHOUT WARRANTY OF ANY KIND, EXPRESS OR IMPLIED,

INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF TITLE, NON-

INFRINGEMENT, MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE,

NONINTERFERENCE WITH DATA, AVAILABILITY, ACCURACY, THAT USERS WILL HAVE

CONTINUOUS, UNINTERRUPTED OR SECURE ACCESS TO THE SERVICES OR THAT THE

SERVICES ARE ERROR FREE AND ANY WARRANTIES IMPLIED BY ANY COURSE OF

PERFORMANCE OR USAGE OF TRADE, ALL OF WHICH ARE EXPRESSLY DISCLAIMED.

ENA, AND ITS DIRECTORS, EMPLOYEES, AGENTS, VENDORS, PARTNERS AND CONTENT

PROVIDERS DO NOT WARRANT THAT: (I) THE SERVICES WILL BE SECURE OR AVAILABLE

AT ANY PARTICULAR TIME OR LOCATION; (II) ANY DEFECTS OR ERRORS WILL BE

CORRECTED; (III) ANY CONTENT OR SOFTWARE AVAILABLE AT OR THROUGH THE

SERVICES IS FREE OF VIRUSES OR OTHER HARMFUL COMPONENTS; OR (IV) THE

RESULTS OF USING THE SERVICES WILL MEET USERS REQUIREMENTS. USERS USE OF

THE SERVICES IS SOLELY AT USERS OWN RISK. THE SERVICES MAY CONTAIN

INFORMATION PROVIDED BY ONE OR MORE THIRD PARTY DATA PROVIDERS. ENA DOES

NOT CONTROL AND IS NOT RESPONSIBLE FOR THE INFORMATION PROVIDED BY ANY

SUCH THIRD PARTY PROVIDER. USERS ACKNOWLEDGE AND AGREE THAT NEITHER ENA

NOR ANY SUCH THIRD PARTY PROVIDER HAS ANY OBLIGATION TO CORRECT

INFORMATION ABOUT USERS EXCEPT AS REQUIRED BY APPLICABLE LAW.

INFORMATION USERS REQUEST MAY NOT BE AVAILABLE OR MAY NOT BE PROVIDED,

AND ENA HAS NO LIABILITY FOR SUCH FAILURE. IN NO EVENT WILL ENA WARRANT OR

GUARANTEE THE CORRECTNESS, COMPREHENSIVENESS, COMPLETENESS, ACCURACY,

TIMELINESS OF ANY INFORMATION OR SERVICES. THEREFORE, USERS AGREE THAT

USERS USE OF THE SERVICES ARE AT USERS OWN RISK.

5.2 Consequential Damages Waiver. In no event will either party be liable or responsible to the

other party for any type of incidental, punitive, indirect or consequential damages, including, but not

limited to, lost revenue, lost profits, replacement goods, loss of technology, rights or services, loss of data,

interruption or loss of use of Services or equipment, arising from or relating to this Agreement or the

Services, even if advised of the possibility of such damages, whether arising under any theory of contract,

tort (including negligence), strict liability, or otherwise.

5.3 Limitation of Liability. Except for the willful misconduct of ENA, ENA will not be liable for

unauthorized access to Client’s transmission facilities or premise equipment or for unauthorized access to

or alteration, theft or destruction of Client’s data files, programs, procedures or information through

accident, fraudulent means or devices, or any other method, regardless of whether such damage occurs as

a result of ENA’s actions or inaction. ENA’s liability for damages to Client for any cause whatsoever,


051701 Original

regardless of form of action, shall be limited to the amounts paid by Client to ENA for the Service giving

rise to the claim during the one year period preceding the incident giving rise to the claim for damages.

5.4 Insurance. ENA intends to maintain the following insurance coverages during the Term of this

Agreement:

a) Worker’s compensation insurance and any other insurance, to the extent required by Law,

in all applicable jurisdictions;

b) Commercial general liability insurance with a limit of liability of at least one million U.S.

dollars ($1,000,000 USD) per occurrence; and

c) Errors and omissions insurance with a limit of liability of at least two hundred fifty

thousand U.S. dollars ($250,000 USD) per occurrence.

Upon written request, ENA will furnish to Client insurance certificates and additional insured

endorsements where requested by Client in writing. Such certificates shall provide that at least thirty (30)

days’ prior written notice of any policy cancellation or material change be given to Client.

5.5 Indemnification. Client agrees to defend, indemnify and hold ENA, its officers, employees,

agents, and affiliates, harmless from and against any claim or demand asserted by any third party due to

or arising directly or indirectly out of Client's use of the Services or Client’s breach of this Agreement.

SECTION 6: TERM AND TERMINATION

6.1 Initial and Renewal Terms. The term of this Agreement shall commence on the Effective Date

and continue until all Schedule(s) are expired or terminated.

6.2 Termination.

(a) In the event that ENA makes material changes to the Services covered by a Schedule

attached hereto pursuant to Section 1.2 above which Client elects not to accept, Client may terminate an

individual Schedule without penalty upon thirty (30) days written notice.

(b) The parties specifically agree that the damages which ENA would incur arising from any

breach or early termination of this Agreement or any Schedule(s) attached hereto by ENA are based upon

future facts and conditions which are difficult for the parties to presently predict, anticipate, ascertain or

calculate. The parties further agree that such liquidated damages, as determined herein, are based upon

the best efforts of the parties to estimate the nature and amount of ENA’s actual damages, are not penal in

nature, and are intended to place ENA in the same position it would have achieved, had this Agreement

and its Schedule(s) been fully performed by the parties according to the original terms.

(1) Either party may terminate this Agreement if the other party materially breaches

any term or condition of this Agreement and fails to cure such breach within thirty (30) days after

receipt of written notice. If ENA terminates this Agreement on account of a breach by Client,

Client shall pay a termination fee equal to the minimum monthly charges hereunder multiplied by

the number of months remaining in the then-current Initial or Renewal Term in all Schedule(s)

attached hereto that have unexpired term.

(2) Client may terminate one or more Schedule(s) without cause at any time,

provided that Client pays a termination fee equal to the minimum monthly charges multiplied by

the number of months remaining in the applicable term of all Schedule(s) that Client intends to

terminate.


051701 Original

(c) Upon the effective date of expiration or termination of this Agreement or any of its

Schedule(s): (a) ENA will immediately cease providing the Services, (b) any and all payment obligations

of Client under this Agreement or Schedule(s) will become due immediately, and (c) within fourteen (14)

days of termination, Client shall return any confidential materials and documentation relating to the

Services, and certify to ENA that such has been deleted or destroyed. All indemnification obligations,

together with all other provisions of this Agreement which may reasonably be interpreted as surviving the

expiration or termination of this Agreement shall survive.

SECTION 7: INTELLECTUAL PROPERTY & PUBLICITY

7.1 Ownership. As between ENA and Client, ENA either owns all right, title and interest in and to

or is authorized to use and license such use of the Services. Client shall neither receive nor retain any

ongoing interest to the Services, including but not limited to any intellectual property rights relating to the

Services. Elements of ENA's website are protected by trade dress, trademark, unfair competition, and

other laws and may not, unless otherwise permitted hereunder, be copied in whole or in part. No logo,

graphic, or image from the website may be copied or retransmitted without ENA's express written

permission. The images, text, screens, web pages, materials, data, other content and information used and

displayed on the website are the property of ENA or its licensors and are protected by copyright,

trademark and other laws. In addition to ENA’s rights in individual elements of the website, ENA owns

copyright or patent rights in the selection, coordination, arrangement and enhancement of any images,

text, screens, web pages, materials, data, Content and other information used and displayed on the

Website. Users may copy such images, text, screens, web pages, materials, data, Content and other

information used and displayed on the Website for users’ personal or educational use only, provided that

each copy includes any copyright, trademark or service mark notice or attribution as they appear on the

pages copied. Except as provided in the preceding sentence, none of such images, text, screens, web

pages, materials, data, Content and other information used and displayed on the Website may be copied,

displayed, distributed, downloaded, licensed, modified, published, reposted, reproduced, reused, sold,

transmitted, used to create a derivative work or otherwise used for public or commercial purposes without

the express written permission of ENA.

7.2 Use of ENA’s Name and Trademarks. All trademarks, service marks and trade names

identifying ENA or ENA products or services (the “Marks”) are the exclusive property of ENA. Client

shall take no action which may lessen the goodwill in the Marks. Client shall not use a Mark or the name

of ENA in any advertising, promotional material, or public announcement without the prior written

approval of ENA.

7.3 Use of Client’s Name. Client acknowledges that use of the Services may require that ENA

include Client’s name in registrations and administrative filings which are available to the public. In

addition, Client agrees that ENA may include Client’s name in ENA marketing brochures and literature

and indicate that Client is an ENA customer.

SECTION 8: GENERAL PROVISIONS

8.1 Third Party Services. The Services may permit users to link to other websites, services or

resources on the Internet, and other websites, services or resources may contain links to the Services.

When users access third party resources on the Internet, users do so at users’ own risk. These other

resources are not under ENA’s control, and users acknowledge that ENA is not responsible or liable for

the content, functions, accuracy, legality, appropriateness or any other aspect of such websites or

resources. The inclusion of any such link does not imply ENA’s endorsement or any association between

ENA and their operators. Users further acknowledge and agree that ENA shall not be responsible or

liable, directly or indirectly, for any damage or loss caused or alleged to be caused by or in connection

with the use of or reliance on any such content, goods or services available on or through any such


051701 Original

website or resource. It is users’ responsibility to protect users’ system from such items as viruses, worms,

Trojan horses and other items of a destructive nature.

8.2 Import and Export Compliance. In connection with this Agreement, each party will comply

with all applicable import, re-import, export, and re-export control laws and regulations, including the

Export Administration Regulations, the International Traffic in Arms Regulations, and country-specific

economic sanctions programs implemented by the Office of Foreign Assets Control. For clarity, Client

agrees to be solely responsible for compliance related to the manner in which Client chooses to use the

Services, including Client’s transfer and processing of content and the provision of such content to others.

8.3 Force Majeure. Neither party will be liable for, or will be considered to be in breach of or

default under this Agreement on account of, any delay or failure to perform as required by this Agreement

as a result of any causes or conditions that are beyond such party’s reasonable control and that such party

is unable to overcome through the exercise of commercially reasonable diligence. If any force majeure

event occurs, the affected party will give prompt written notice to the other party and will use

commercially reasonable efforts to minimize the impact of the event.

8.4 Government Approvals. Client must exercise its rights under this Agreement with all necessary

government approvals. Client must also comply with all applicable laws and regulations.

8.5 Changes in Laws and/or Government Regulations. This Agreement is based on the laws and

government regulations in place at the Effective Date. Subsequent changes in any applicable laws or

regulations may result in pricing changes and/or service changes that may automatically become a part of

this Agreement.

8.6 Notice And Payment.

(a) Writing Required. Any notice required to be given under this Agreement shall be in

writing and delivered personally to the other designated party at the above stated address or mailed by

certified, registered or Express mail, return receipt requested, or by overnight carrier with tracking.

Notices to ENA shall be sent to the attention of Contract Administrator.

(b) Change of Address. Either party may change the address to which notice or payment is

to be sent by written notice to the other under any provision of this paragraph.

8.7 Jurisdiction/Disputes. This Agreement shall be governed in accordance with the laws of the

State of Tennessee, without regard to its or any other jurisdiction’s laws governing conflicts of law. The

parties hereby consent to and agree that the exclusive jurisdiction for any litigation regarding this

Agreement shall be the state or federal courts sitting in Davidson County, Tennessee.

8.8 Assignability. Neither party may assign this Agreement, its Schedule(s) or the rights and

obligations thereunder to any third party without the prior express written approval of the other party

which shall not be unreasonably withheld. Notwithstanding the foregoing, ENA may assign this

Agreement in its entirety in connection with any sale of all or substantially all of its assets, or of the

business division of ENA through which the Services are provided.

8.9 Agreement Binding On Successors. Subject to the terms of Section 8.8, the provisions of the

Agreement shall be binding upon and shall inure to the benefit of the parties hereto, their heirs,

administrators, successors and assigns.

8.10 Waiver. No waiver by either party of any default shall be deemed as a waiver of prior or

subsequent default of the same of other provisions of this Agreement.


051701 Original

8.11 Independent Contractors. The relationship between ENA and Client under this Agreement shall

be at all times one of contractor and client, respectively. Nothing herein shall be construed to place the

parties in the relationship of partners, joint venturers, principal and agent, or employer and employee.

ENA shall determine the method and means of performing the Services hereunder and ENA assumes all

risks and liabilities arising therefrom. ENA shall have no authority to act, make any representation, enter

into any contract or commitment, or in incur any liability for or on behalf of Client in any manner

whatsoever.

8.12 Severability. If any term, clause or provision hereof is held invalid or unenforceable by a court

of competent jurisdiction, such invalidity shall not affect the validity or operation of any other term,

clause or provision and such invalid term, clause or provision shall be deemed to be severed from the

Agreement or its Schedule(s).

8.13 Integration. This Agreement, ENA’s Acceptable Use Policy, and all Schedules constitute the

entire understanding of the parties with respect to the subject matter hereof, and revokes and supersedes

all prior agreements between the Parties and is intended as a final expression of their Agreement. This

Agreement shall not be modified or amended except in writing signed by the parties hereto.

8.14 Hierarchy. In the event of any conflict regarding the terms of this Agreement, addendum to this

Agreement, ENA’s Acceptable Use Policy, or any Schedules, their terms shall control in the following

order, from highest to lowest priority: (1) Schedules, (2) addendum to this Agreement, (3) this

Agreement, and (4) ENA’s Acceptable Use Policy.

8.15 Counterparts; Imaging. This Agreement and all ancillary agreements reference herein or

executed in connection with this Agreement may be executed in one or more counterparts, and once

combined shall constitute a single original. The parties agree that imaged or copied versions of such are

fully enforceable, and original documents are not required for either party to enforce its rights thereunder.

[signatures on next page]


051701 Original

IN WITNESS WHEREOF the parties have executed this Agreement as of the Effective Date.

ENA: CLIENT:

ENA Services LLC Clarke County School District

By: By:

Name: Name:

Title: Title:

Date: Date:

SCHEDULE OF SERVICES (GEORGIA)

Multi-Product Schedule of Services - Georgia

021721 modified 121711 rmc

No. _1_

In accordance with all terms and conditions of the Unified Master Services Agreement executed

between ENA and Clarke County School District (“Client”) on __________ (Date) (the

“Agreement”), Client desires to purchase some or all of the Services described in this Schedule

of Services (the “Schedule”). Client’s Purchases of Services from this Schedule will be

memorialized in a form agreeable to both Parties during the Term of this Schedule.

Service Ordered (Check All Applicable Below)

X Broadband Wi-Fi/LAN

Communication Cloud

Description and Price of Services Check one:

Described below X Described in the attached document(s)

Pricing for services as described in attached cost proposal in response to RFP No. 17-1023-2,

470 Number 180001060.

Term (construed in conjunction with any documents attached to this Schedule) Initial Term 12 months

Renewal Term(s) 2 Number of Renewal Terms

enter ‘0’ if none permitted

12 Length of each Renewal Term (in

months)

Maximum Contract Length (if all renewal terms exercised) 36 months

Billing Address and Billing Contact Information

Attn: Account Payable Department

PO Box 1708

Athens, GA 30603-1708

(begin modifications)

In entering into this Schedule, the Parties hereby modify the terms and conditions of the Agreement

as follows solely related to Service(s) delivered under this Schedule:

(add) 4.4 Compliance with Georgia Open Records Act. Notwithstanding anything

to the contrary herein, the parties acknowledge that The Georgia Open Records Act (the “Act”)

governs any requests for this Agreement or any documents related thereto, and that in the event of

any conflict between this Agreement or its Schedule(s) and the Act, the Act controls. ENA further

acknowledges its obligations with regards to designating information as confidential as set forth

in OCGA 50-18-72(a)(34).




(replace) 5.5 Indemnification. To the extent permitted by law client agrees to defend,

indemnify and hold ENA harmless from and against any claim or demand asserted by any third

party due to or arising directly or indirectly out of any action or inaction of Client and/or Client's

use of the Services provided hereunder.

(add) 6.3 Compliance with O.C.G.A. § 20-2-506. Notwithstanding anything to the

contrary contained in this Agreement or it(s) Schedule(s), ENA and Client intend for this Schedule

to comply with O.C.G.A. § 20-2-506 and paragraphs (a) and (b) below.

(a) This Schedule shall begin upon signature of both Parties and terminate absolutely

and without further obligation on the part of the Client on December 31 of the same calendar year

of its Initial Term, as well as at the close of each succeeding calendar year of the then-current

Renewal Term. This Schedule shall automatically be renewed each year for the number of

successive one year periods permitted in the Term herein, beginning on each January 1 and ending

each December 31, unless Client gives written notice to ENA of its decision not to renew this

Schedule at least ninety (90) days prior to the end of the calendar year of the then-current Initial

or Renewal Term. The end of the automatic renewal terms comprising the Initial and Renewal

Terms shall be as indicated on this Schedule, and the Parties may choose to agree to extend the

final Renewal Term an additional 6 months through June 30 of the following calendar year in order

for the Renewal Term to complete at the end of a fiscal year.

(b) This Schedule shall terminate immediately and absolutely if Client is determined

to no longer have funds available to pay for the Services described herein, either through ENA or

any other vendor. Termination through this provision is final, Client may not purchase substitute

Services from any other vendor upon termination for lack of funds for the unexpired term of this

Agreement prior to the termination for lack of funding and Client shall not be liable for any

additional charges or fees pursuant to Section 6.2 to ENA beyond the charges incurred for Service

up to the date of the termination.

(replace) 8.7 Jurisdiction/Disputes. This Schedule shall be governed in accordance

with the laws of the State of Georgia, without regard to its or any other jurisdiction’s laws

governing conflicts of law. All disputes under this Schedule shall be resolved by litigation in the

courts of the State of Georgia including the federal courts therein will have jurisdiction and the

parties all consent to the jurisdiction of such courts.

(add) 8.16. Georgia Student Data Privacy Act. If and to the extent applicable, ENA

will comply with the Georgia Student Data Privacy Act (2015 Senate Bill 89), including but not

limited to the provisions contained in O.C.G.A. section 20-2-666.

(end modifications)

Other than the modifications indicated above, nothing in this Schedule or its attachments is

intended to replace, supersede or modify the terms of the Agreement. Client facility must be ready

to support the Service. Any building or customer environment make-ready cost is the

responsibility of the Customer. If this Service includes a data circuit, Client must have a suitable

entrance facility into the building/demark room by conduit or aerial means.




ENA: CLIENT:

Clarke County School District

By: By:

Name: Name:

Title: Title:

Date: Date:

A. Cost Proposal Pricing

ENA knows it is incumbent upon us to provide cost-effective solutions that enable school districts,

institutions, and libraries to do more with less. ENA’s comprehensive Infrastructure as a Service

approach is a proven model that contributes to your long-term goals by enhancing and simplifying the

design, implementation, management, and support of your broadband, Wi-Fi/LAN, communication,

cloud, and security solutions. The proposed solution is designed to reduce costs, maximize E-rate

funding, increase organizational capacity, reduce the burden on your technology and administrative

personnel resources, and ultimately lower your total cost of ownership.

ENA is confident no other vendor can match our years of dedication, experience, and proven, successful

track record. We appreciate your consideration of our response and look forward to the opportunity to

work with you to implement the solution and service we have proposed.

Fully Managed Internet Access 145 Paradise Blvd., Athens, GA 30607

Service Option Term

Monthly Recurring Price

for Service Before E-rate

Discount

1 Gbps One year with two one-year

voluntary extensions $3,450









B. Cost Footnotes

ENA Internet Access Service Footnotes

The pricing above is the gross monthly price for service before any E-rate discount is applied.

All bandwidths presented above are fixed bandwidths.




All service pricing listed is per month and per unit.

Pricing is for managed Internet access service at specified speeds including all required ENA

equipment.

All service delivery prices (including optional services) are based on expected site readiness to

receive the services including conduit, electrical capacity, backer board, and similar. In the event

that site walk-outs determine a need for site make ready work, service may not be available

until such work is completed by the customer.

There are currently no governmental fees applicable to the broadband services requested.

However, if such fees become applicable in the future, governmental fees (to the extent the

customer is not exempt from such fees) including state, local, and federal taxes, fees, USF, E911

taxes/fees, and similar are in addition to the above rates. These fees will be charged at the

applicable rates set by governmental entities and are subject to change over the life of the

service contract.

ENA broadband services are subject to ENA’s acceptable use policy.

ENA will notify the customer once the carrier installs the circuit, and ENA is ready to turn up

service. ENA will work with the customer to determine a mutually agreed upon date to turn up

service. In the event of customer delays in turning up service, ENA reserves the right to start

billing the customer for the service two weeks after ENA’s notification that service is ready to be

turned up.

ENA’s managed Internet access service is priced as one service including circuit, end site router,

equipment maintenance, service monitoring, field support, and Service Level Objectives (SLOs).

Additional required taxes, if applicable, will be charged according to the province or territory to

which the service is delivered.

ENA has provided additional information on DDoS Protection within this proposal response. If

interested in inquiring about pricing, ENA will price this on an individual case basis based on

CCSD’s needs.

For additional information on ENA’s service portfolio, ENA has included our Optional Services in

Tab XI. Non-Mandatory Documents, Item A. Optional Services as part of our ten (10) page limit

on non-mandatory documentation.

Subject: Approve the contract for wide area network services.


Attachments: Bid evaluation forms


Strategic Goal: Strategic Goal #4 – Strategically leverage resources to improve district programs and implement new initiatives.

Objective: Performance Objective A: Improve the effectiveness of operations and processes within the district.

Background –

This is a new contract to replace the existing contract due to age. Wide area network services are the technology services that connect the schools to each other to form a private network. It is through these connections that schools access the internet.

Highlights –

▪ A competitive bid matrix was utilized to score each bid on the categories of costs and fees, technical capabilities, and business stability.

▪ Bids were received from AT&T, Education Networks of America, Spectrum, and Zayo.

▪ Clarke County School District desires to enter into a contract with a successful vendor effective July 1, 2018 for a term of one (1) year and will automatically renew for four (4) additional one-year terms unless the Clarke County School District takes affirmative action to non-renew. CCSD reserves the right to select more than one firm to provide the necessary services.

▪ Pursuant to O.C.G.A. 20-2-506, the contract shall terminate absolutely and without further obligation at the close of the calendar year. Renewals shall be based on the calendar year ending December 31st and shall depend upon funding, contractor performance, and agreement by both parties. The contract shall automatically renew, unless positive action is taken by the school system, and shall terminate at the end of the contract period.

▪ The contractual documents have been reviewed and approved by CCSD legal counsel, Micharl Pruett.


● Proven, stable, technology solution

● E-rate deadlines

Recommendation – It is the recommendation of the Administration that the Board of Education approve the contract for wide area network services from AT&T in the amount of $259,277.40 annually. Funding is from the Technology budget.

Action Steps: Approval by Board of Education on January 10, 2018.

Timeline: New contract begins July 1, 2018

Responsible Leadership: Taylor Duke, Director of Technology Infrastructure Services

Status: Pending


⬜ 90 Days ⬜ 180 Days ⬜ Annually ⬜ Written Report ⬜ Presentation to the Board

Submitted By: Taylor Duke Board of Education Action:


Recommendation – Board approval is requested to schedule the work sessions for the

calendar year 2018 on the first Thursday of each month beginning at 6:00 p.m. at the H.T. Edwards Sr. Building, 440 Dearing Extension, Athens, Georgia with the exception of July.

Subject: Approve Date, Time, and Place of Work Sessions of the Board of Education for 2018

Category: Action

Attachments:


Strategic Goal: Objective:

BOARD OF EDUCATION Executive Summary

Recommendation – Board approval is requested of a Resolution and Schedule establishing the regular monthly Board of Education meetings on the second Thursday of each month at 6:00p.m. to be held at the H.T. Edwards Sr. Building, 440 Dearing Extension, Athens, Georgia, with the exception of the month of July when no meetings are typically scheduled.

Subject: Resolution and Schedule to Establish Date, Time, and Place of Regular Board of Education Meetings for 2018

Category: Action

Attachments: Resolution


Strategic Goal: Objective:

BOARD OF EDUCATION Executive Summary

SCHEDULE OF WORK SESSIONS AND REGULAR BOARD OF EDUCATION MEETINGS FOR CALENDAR YEAR 2018

January 4 January 11

6:00 p.m. 6:00 p.m.

Work Session Regular Board Meeting

February 1 February 8

6:00 p.m. 6:00 p.m.


March 1 March 8

6:00 p.m. 6:00 p.m.


April 5 April 12

6:00 p.m. 6:00 p.m.


May 3 May 10

6:00 p.m. 6:00 p.m.


June 7 June 14

6:00 p.m. 6:00 p.m.


July No scheduled meetings

August 2 August 9

6:00 p.m. 6:00 p.m.


September 6 September 13

6:00 p.m. 6:00 p.m.


October 4 October 11

6:00 p.m. 6:00 p.m.


November 1 November 8

6:00 p.m. 6:00 p.m.


No Work Session December 13 6:00 p.m. Regular Board Meeting

RESOLUTION SETTING DATE, TIME, AND PLACE OF MEETINGS

BE IT RESOLVED by the Clarke County Board of Education that regular monthly

meetings of this Board shall be held on the second Thursday in each month at 6:00 p.m. during

the calendar year of 2018 at the H.T. Edwards Sr. Building, 440 Dearing Extension, Athens, Georgia,

with the exception of July when no meetings are scheduled.

BE IT FURTHER RESOLVED that the Superintendent of Education be authorized and

directed to have a notice to that effect published twice in the Athens Banner-Herald.

January 11, 2018