BOARD OF EDUCATION - Cincinnati Public Schools

July 29

2013

BOARD OF EDUCATION

CINCINNATI, OHIO PROCEEDINGS

SPECIAL MEETING July 29, 2013

Table of Contents

Roll Call . . . . . . . . . . . . . . . . . . 446 Recess into Executive Session . . . . . . . . . . . . . 446 Adjourn from Recess . . . . . . . . . . . . . . . 446

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446

2013

SPECIAL MEETING

The Board of Education of the City School District of the City of Cincinnati, Ohio, met in special public session pursuant to notice by the Treasurer in the Board Office at the Cincinnati Public Schools Education Center, 2651 Burnet Avenue, Monday, July 29, 2013 at 5:35 p.m., President Cooper Reed in the chair.

ROLL CALL

Present: Members Bates, Bolton, Ingram, Kuhns, Nelms, White, President Cooper Reed (7) Member Ingram arrived at 6:00 p.m.

Superintendent Ronan was present.

RECESS INTO EXECUTIVE SESSION

Mr. Kuhns moved and Mrs. White seconded the motion that the Board recess into executive session at 5:37 p.m. to consider the sale of property at competitive bidding and pending or imminent court action in conference with Board Legal Counsel.

Ayes: Bates, Bolton, Kuhns, Nelms, White, President Cooper Reed (6) Noes: None

President Cooper Reed declared the motion carried.

ADJOURN FROM RECESS

The Board adjourned from Executive Session at 7:07 p.m.

Diana C. Whitt Treasurer/CFO

July 29

2013

BOARD OF EDUCATION

CINCINNATI, OHIO

PROCEEDINGS SPECIAL PUBLIC MEETING

July 29, 2013

Table of Contents

Roll Call . . . . . . . . . . . . . . . . . . 447

Minutes Approved . . . . .

. . . . . . . . . . 447

Presentations . . . . . . . . . . . . . . . . . . 447

Board Announcements/Hearing the Public . . . . . . . . . . 448

A Resolution Adopting Board of Education Operating Protocol . . . . . . 448

A Resolution Approving Yellow School Bus Stops for the 2013/2014 School Year. . 452

Student Achievement Committee ? Written July 8, 2013 . . . . . . . 453

Finance Committee ? Written July 10, 2013 . . . . . . . . . . 456

Partnership/Public Engagement Committee ? Written July 24, 2013 . . . . . 460

Report of the Superintendent of Schools . . . . . . . . . . . 462

Recommendations of the Superintendent of Schools

1. Certificated Personnel . . . . . . . . . . . . . 463

2. Civil Service Personnel . . . . . . . . . . . . . 468

Report of the Treasurer

1. Receipt of a Donation from Klosterman Bakery. . . . . . . . . 470

2. Receipt of a Donation from Alexa and John Noel. . . . . . . . 470

3. Receipt of a Whole Kids Foundation School Garden Grant . . . . . 470

4. Agreement with Hamilton County Educational Service Center (HCESC) . . 470

5. Annual Operating Agreement 2013/2014 with Hamilton County Development

Disabilities Services (HCDDS . . . . . . . . . . . . 470

6. Agreement with the Board of Health of the City of Cincinnati for Nursing

Services. . . . . . . . . . . . . . . . . 470

July 29

2013

PROCEEDINGS

SPECIAL PUBLIC MEETING

July 29, 2013

Table of Contents (cont.)

7. Agreement with CYC College and Career Advisory Services . . . . . 470

8. Agreement with CYC/Jobs for Cincinnati Graduates . . . . . . 470

9. Renewal of Agreement with Southwest Ohio Regional Transit Authority

("SORTA") . . . . . . . . . . . . . . . . 471

10. Amendment to Agreement with Hamilton County Board of Elections . . . 471

11. Agreement with Trustaff Personnel Services . . . . . . . . 471

12. Renewal of Agreement with Mythics Corporation . . . . . . . 471

13. Lease Agreement with Cincinnati Learning Schools Inc. for Carpe Diem . . 471

14. Agreement with Bomgar Corporation . . . . . . . . . . 471

15. Agreement with Progressus Therapy, LLC. . . . . . . . . . 471

16. Assignment . . . . . . . . . . . . . . . . 471

17. Board Member Service Fund . . . . . . . . .

. . 472

18. Payment for Legal Services from General Fund General Counsel's Office . . 472

19. Payment for Legal Service from Building Fund 4 (LFI) . . . . . . 472

Late Request

20. Agreement with CA Group LLC . . . . . . . . . . . 472

21. Agreement with K-12 Business Consulting, Inc. . . . . . . . . 472

22. Agreement with United Mail . . . . . . . . . . . . 473

23. Agreement with Kelly O'Leary Center . . . . . . . . . . 473

24 Professional Services Agreement with CTB/McGraw-Hill LLC . . . . 473

25. Award of Purchase Orders . . . . . . . . . . . . . 473

26. Award of Change Orders . . . . . . . . . . . . . 474

27. Award of Contracts

. . . . . . . . . . . . . 475

For Board Information

28. Agreement with Camp Joy . . . . . . . . . . . . 477

For Board Information ? Late Request

29. Agreement with The Children's Home of Cincinnati . . . . . . . 477

30. Agreement with AVID Center . . . . . . . . . . . . 477

Assignments . . . . . . . . . . . . . . . . . 478

Adjournment . . . . . . . . . . . . . . . . . 478

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447

2013

REGULAR MEETING

The Board of Education of the City School District of the City of Cincinnati, Ohio, met pursuant to its calendar of meetings in the Rosa E. Blackwell Interactive Learning Center at the Cincinnati Public Schools Education Center, 2651 Burnet Avenue,

Monday, July 29, 2013 at 7:13 p.m., President Cooper Reed in the chair. The pledge to the flag was led by President Cooper

Reed.

ROLL CALL

Present: Members Bates, Bolton, Ingram, Kuhns, Nelms, White, President Cooper Reed (7) Absent: None

Superintendent Ronan was present.

A moment of silence was observed in the memory of Virginia Griffin, who died on July 14, 2013. Mrs. Griffin served on the Cincinnati City School District Board of Education for 32 years.

MINUTES APPROVED

Mr. Kuhns moved that the minutes of the following meetings be approved without reading, copies of said minutes having been distributed to members and made available to the public and news media on July 29, 2013.

Special Meeting ? June 24, 2013 Regular Meeting ? June 24, 2013 Special Public Meeting ? June 28, 2013 Special Meeting ? July 8, 2013 Regular Meeting ? July 8, 2013

Passed viva voce.

President Cooper Reed declared the motion carried.

PRESENTATIONS

1. Presentation ? GE Foundation Developing Futures Conference ? Amy Englert, GE Education Programs Specialist 2. Presentation ? FMP Update ? Robin Brandon, Manager of Planning and Construction

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2013

BOARD ANNOUNCEMENTS/HEARING THE PUBLIC

Kudos to:

1. CPS students who were honored and selected by the Reaching For the Stars Program as leaders for the future, who are destined to be future leaders of the city and exemplify excellence in character, service, and academic achievement.

2. Cincinnati City School District retirees for their service to the children and congratulations on their retirement.

Hearing the Public: There were no public comments.

REVISED RESOLUTION ADOPTING BOARD OF EDUCATION OPERATING PROTOCOL

WHEREAS, the Vision of the Cincinnati Board of Education is that: Cincinnati Public Schools is an exceptionally innovative and socially responsible school district dedicated to preparing every student for EXCELLENCE IN LIFE; and

WHEREAS, the Mission of the Cincinnati Board of Education reads: We achieve our Vision by understanding the significant changes facing the District and by making decisions that serve the needs of our students, the people who serve our students, and our community; and

WHEREAS, the Strategic Goals of the Cincinnati Board of Education are: Equip the District to encounter and engage each child in a manner that ensures his/her individual success; Improve and sustain a child-centered school District focused on schools as the center of the community; Encourage and create a culture of shared leadership, accountability and transparency in which everyone is achieving his/her highest level of development; Create opportunities for students to become contributing members of local and global societies; and Be the best Board we can be.

WHEREAS, the Cincinnati Board of Education wishes to utilize effective operating strategies for teamwork among Members of the Board of Education, and among the Board and the Superintendent, and Treasurer; and

WHEREAS, the Cincinnati Board of Education has reviewed and discussed effective operating procedures among the Board, the Superintendent, and the Treasurer that would move the District forward in achieving its Vision, Mission, and Board Goals.

NOW, THEREFORE BE IT RESOLVED, That the Members of the Cincinnati Board of Education publicly commit themselves collectively and individually to the following operating protocol:

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2013

RESOLUTION ADOPTING BOARD OF EDUCATION OPERATING PROTOCOL (cont.)

BOARD OF EDUCATION OPERATION PROTOCOL

BOARD MEMBERS WILL PRACTICE THE GOVERNANCE ROLE

1. The Board will adopt the Vision, Mission, and Board Goals of the District, monitor progress toward Board Goals, oversee the management of the District, emphasize planning, evaluation, and policy-making, and secure financial resources for the District.

2. The Board will make decisions as a team and only the Board as a whole has authority to commit the Board to any action.

3. The Board will hold the Superintendent and Treasurer accountable for the successful day-to-day operations of the District.

A. The Board will hold General Counsel responsible for providing appropriate and effective legal counsel.

B. The Board will hold the Internal Auditor responsible for providing appropriate and effective auditing of the district.

4. The Board will act on recommendations, proposals and strategies to achieve the Board Goals from the Superintendent and the Treasurer. The Superintendent is the Chief Executive Officer and the Treasurer is the Chief Financial Officer.

5. Board Members will submit all inquiries to the Superintendent and/or Treasurer and insist that others do the same.

A. Board Members may make appropriate inquiries to the General Counsel.

B. Board Members may make appropriate inquiries to the Internal Auditor.

6. Board Members may make requests to the Superintendent or Treasurer for additional information. The Board President and the Superintendent or Treasurer will assess the timeliness of the requests, and the Superintendent and Treasurer will assign the request to the appropriate staff. All requests will be submitted on the Information and Meeting Request Form and all responses will be copied to all Board Members.

7. When the Board Members are presented with an issue by a parent or constituent, the parent or constituent should generally be referred to the Customer Help Center or the Superintendent as appropriate.

8. Written and electronic communication to the Board will receive a response from the Board President or such other person as designated by the Board President. Copies of all communications and responses shall be kept on file or in an electronic file as appropriate and made available to the Board Members upon request.

THE BOARD WILL ESTABLISH CLEAR EXPECTATIONS AND GOALS

1. The Board will set clear Board Goals for the Cincinnati Public School District, the Board, the Superintendent, and the Treasurer.

2. The Board will address its performance through yearly self-evaluation.

3. The Board will establish a performance evaluation process for the Superintendent and Treasurer. The process will ensure that the Superintendent and Treasurer understand expectations and accountability for the Board Goals.

4. The Board will address problems, breaches of protocol or compliance with federal and state laws at the nearest date to when the problems, breaches, or matters of law have occurred, are discovered and/or made known to the Board.

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450

2013

RESOLUTION ADOPTING BOARD OF EDUCATION OPERATING PROTOCOL (cont.)

AGENDA PREPARATION AND DISSEMINATION

1. The Board President shall prepare all agendas for meetings of the Board. In doing so, the Board President shall consult with Board Members, the Superintendent, and the Treasurer. The Board President has final authority to set the agenda.

2. Board Members need adequate information and time to consider an action in order to make quality decisions at Board meetings. The agenda, together with supporting materials, shall be posted electronically at least three (3) business days prior to the Board meeting. Board Members are expected to read the information provided to them and contact the Superintendent and/or Treasurer to request additional information that may be deemed necessary to assist the Board in their decision-making responsibilities.

3. The agenda shall include any items requested in writing by one or more Members of the Board, provided such request is received at least one (1) business day prior to the printing of the agenda.

4. The Board should, when appropriate, request the Superintendent to assign a due date for assignments requested by the Board.

5. The Board's staff will correspond with the Superintendent's staff for follow-up on the status and timelines of assignments given by the Board to the Administration.

ALL MEETINGS OF THE BOARD WILL BE CONDUCTED EFFICIENTLY AND EFFECTIVELY

1. The Board will conduct all regular business meetings according to Robert's Rules of Order. The Rules of Order may be temporarily suspended or amended for any meeting of the Board by the affirmative vote of at least five (5) Members of the Board. The Board, on an annual basis, will appoint a qualified person to serve as parliamentarian.

2. Board Members will debate the issues, not one another. Diversity of opinions will be encouraged and respected through actions and words.

3. The Board agrees that it shall follow the order of business as established by the agenda and only items appearing on the agenda will be acted upon. Upon the affirmative vote of a majority of Board Members present, the Board may consider and act upon business not included on the agenda.

4. The Board President will publicly acknowledge requests from members of the public wishing to address the Board at business meetings. Each member of the public may address the Board for a total of three (3) minutes regarding any items, excluding personnel. The Board will hear from people on a given issue at a given meeting for a total of no more than thirty (30) minutes and reserves the right to limit discussion on a particular issue. See Cincinnati Board of Education Meeting Protocol handout.

5. Executive sessions will be held only for appropriate subjects permitted by law. Board Members will be notified in advance if any executive session is to take place. Notwithstanding the foregoing, an executive session may be called at any time by a majority vote of the Board Members. All executive session motions will make explicit the subject(s) being considered. Members are prohibited from disclosing conversations that occur in Executive Session.

6. In an effort to increase deliberation and build consensus, substantive matters requiring Board action will be referred to a committee of the Board whenever possible.

7. Action items proposed by Board Members not referred to committee will have a first reading with discussion and a vote at the next regularly scheduled Board meeting. If a Board determines that an action is of an emergency nature, then the 48hour waiver may be used.

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