001Uh, good evening and welcome to the March 23rd work session of the Shannido County School Board. This meeting is called to order. I note the absence, Madame Clerk, of Mrs. Parlino from District 3. Madame Superintendent, uh, do you advise that this board convene into a closed session? >> I do. Thank you. I recommend the school board of Shannidoa County convene a closed meeting under the Virginia Freedom of Information Act in order to discuss and consider several personnel matters involving the assignment, appointment, promotion, performance, demotion, salary, discipline, or resignation of several employees of the Shannidoa County Public Schools under Virginia Code 2.2-3711A14. And for the purposes of discussing plans to protect public safety as it relates to threats or vulnerabilities and briefings by staff members or law enforcement or emergency service officials concerning actions taken to
002respond to such matters or a related related threat to public safety. Discussion of information subject to the exclusion in subdivision 2 or 14 of 2.2-3711 3705-.2. where discussion in an open meeting would jeopardize the safety of any person or the security of any facility, building, structure, information technology system, or software program. Or discussion of reports or plans related to the security of any governmental facility, building or structure, or the safety of persons using such facility, building, or structure pursuant to Virginia Code 2.2-37119 and pursuant to Virginia Code 2.2-3711A88 2-3711A88 to consult with legal counsel regarding specific legal matters requiring the provision of legal advice by such counsel. >> Vice Chairperson Pence is recognized. I move the Shando County School Board convene a closed meeting under the Virginia Freedom of Information Act in order to discuss
003and consider several personnel matters involving the assignment, appointment, promotion, performance, demotion, salary, discipline, or resignation under Virginia Code 2.2-3711A4 2-3711A14 and for the purposes of discussing plans to protect public safety as it relates to threats or vulnerabilities and briefings by staff members or law enforcement or emergency service officials concerning actions taken to respond to such matters or a related threat to public safety. Discussion of information subject to the exclusion in subdivision 2 or 14 of 2-2 dot I'm sorry 2.2-37 2-3705.2 where discussion in an open meeting would jeopardize the safety of any person or the security of any facility, building, structure, information, technology system, or software program or discussion of reports or plans related to the security of any governmental facility, building or structure, or the safety of persons using such facility, building, or structure
004pursuant to Virginia Code 2.2-3711. 2-37119 and to consult with legal counsel regarding specific legal matters requiring the provision of legal advice by such council pursuant to Virginia code 2.2-3711A88. >> A motion to gather into close session has been offered by Mrs. Pence in accordance with the code of Virginia. Is there a second? >> Second. >> Thank you, Mr. Rickard. All in favor indicate by saying I. I. and oppose. No. And we will convene in close session. Thank you. Is there a motion to reconvene in open session? >> Move to reconvene and open session. >> Thank you, Mr. Rickert. Is there a second? >> Second. >> And second by Mr. Shy. Sanado County School Board hereby certifies by roll call vote that to the best of each member's knowledge, one, only public business matters lawfully exempted
005from open meeting requirements by Virginia law were discussed in the closed meeting to which this certification resolution applies and two only such public business matters as were identified in the motion convening the closed meeting were heard, discussed or considered by the Shannidora County School Board. Each member will respond. I so certify when called upon and I call for a roll call vote. >> Did you take a vote to come back in a personal second? >> We got a vote to reconvene. >> Yes, there was a uh motion. Mr. Rickard, >> we didn't have a roll call >> and a roll call vote. >> Yeah. >> Yes, we did. You didn't do that, did you? >> Yes. >> No, I don't think you did. >> No, it's not. >> There was a second to come back
006into open session. >> Yeah. >> You were right. >> I read that, >> right? But this you only had a second. >> Cheryl, you're just waiting on a vote to reconvene, correct? It's just a open vote, not a roll call. >> All right. >> All in favor of the motion indicate by saying I >> opposed. No. >> Do I need to read that paragraph again? No. Roll call vote. >> Mr. Shy, >> I so certify. >> Mr. >> I so certified. >> M >> I so certify. >> Mr. Ricker, >> I so certify. >> Mr. >> I so certify. Is there a motion to approve the agenda as presented? >> Move to approve the agenda as presented. >> Thank you, Mr. Rickert. Is there a second? >> Second >> and second by Miss Pence. >>
007All in favor of the motion, please indicate by saying I. >> Oppos? No. >> The motion is agreed to five to nothing. >> Work session 3.1 discussion of carry forward fiscal year 2025. Dr. Shepard and Miss Campbell. Thank you. Each year an audit is conducted of our finances and the audit firm Robinson Farmer Cox performed a review of the agreed upon procedures for calculating our fund balance carryover. And tonight we are going to focus mainly on the operational fund balance carryover for the year that ended June 30th, 2025. So that operational carry forward is 5,455,449. And I would like to ask the school board after this presentation how you would like to see these funds um requested from the board of supervisors. And at the April 9th schoolboard meeting, we will be appro uh the
008school board will be approving that recommendation. My recommendation is to actually use these funds for the architectural and engineering for the projects that were approved at the last schoolboard meeting on March the 12th. So you can see in front of you. And I have a hard copy as well. Are the estimated cost of the renovations or the new builds and also the estimated cost of the architectural and engineering fees. So, so if we look at the very top line, you will see Ashby Lee Elementary renovation and the estimated cost is 7,860,000. The estimated timeline from start to finish is 32 months. And you'll see the estimated cost of architectural and engineering fees of $400,000. And I just want to make it clear that the architectural and engineering fees at the end of um their project,
009we will have blueprints on which to f so that a contractor can follow um on the things that the school board will request to be part of the renovation project. So there will be blueprints um to lead whatever that project looks like. So what I did um at the far uh right you will notice that estimated cost of A&E fees architectural and engineering fees not including construction administration was $300,000 and the reason I added that last column was because you'll notice at the bottom of the estimated cost of A&E that's $5.7 million. we have a little less than four or 5.5 million. So, I took the amount up to the construction administration and you'll notice that all of the projects that the school board approved um or prioritized at the last meeting are 4.2 million
010almost 4.3 million. So that's the reason why we did all the way up through bid documents um to construction administration because the construction administration could be included in the funds that are allocated to the school board for the major construction items. So >> what exactly say that again what exactly the difference in the columns? >> Yeah. So if you look at the estimated cost of A&M A&E fees, that's architectural engineering fees, that takes us all the way through the project to where we're doing a ribbon cutting for opening the door. The column on the far right just goes through um the bid process right as we are right before we hire a construction company to actually do the work. And then there's what they call construction administration after that. So if you look at Ashb
011Lee, there's a $100,000 for construction administration that an architecture firm will do. And that's to manage the change order processes to make sure that the um roofing material that they have speced is um what's being used to make sure that the block that they have chosen chosen is what's being used. So the architect is on site a couple of times a week to make sure that it's being built to the specification which they um designed. >> Won't that be the job of um our new construction person? I mean it seems like we're paying for that twice. >> It will except for um it's not our new construction person that's going to manage the change order process. that is an architect that does the change order process. Um it comes so like um an example I
012want to use this block um you have specked this particular block on this project >> and I want to use a substitute. So um the architect actually can say yes that substitute block will carry the same weight as the block that I have speced and it's okay for you to use that or um or they will want to use another substitute when it comes to something else. It's the architect's responsibility um for the construction administration to actually um do those change orders. We wouldn't want to um have our project manager who wasn't the person who actually did the design approve those those change orders. >> No, understood. But um you know is so that's built into the architecture architectural um fees from the beginning. >> That's right. >> And will they deal directly with the
013constru you know because the construction company is going to have a project manager too. >> That's correct. >> So um >> yes. So typically the way the process work and Kevin if you want to correct me if I'm wrong but the way the construction prog um process works is the um for a change order the construction company will say I want this change order they'll send it to the architect the architect will you know say based on the information I need price quotes or I need this or I need that information they'll either approve it and send it back or they will send it back and not approve it right. >> So, and it's and really the um project manager that we would hire oversees that and says, you know, our ch this change order
014is not actually the fault of the school division. It's not because we've changed something. It's because the architect um didn't um do their due diligence or it's because the um construction company didn't do their you know this project right. So our project manager's responsibility will keep th is to keep those change orders low and really attribute it to the person that it belongs to whether it's the architect, the construction company or the school division. >> Right. Okay. So >> Kevin, is that is that close? >> So and basically then though we're you know there's a $100,000 estimate for for those types to work on those procedures. >> It's 25% of the um of their overall cost. >> Right. Okay. >> Yeah. And you'll notice that all down through there. >> So, you know, looking at
015another example, Sandy Hook, the estimated renovation cost was $7.7 million. It's going to take 32 months in order to um for the estimated timeline. A&E fees are $350,000, but if we just wanted to do all the way up to construction administration, it would be a little over two $262,000. Now, the 32 months you have on the estimated timeline, that's not how long it's going to take to come up with drawings, is it? >> No. So, that actually, if you look um at I think maybe I have it on the next slide. No, I do not. If you look at the um the bottom part of this sheet of paper, it'll tell you what the the timeline is. So the estimated um actually the estimated timeline is about a year to do the um to get
016it to the bid process, >> right? >> So three months for selection of a design firm. That's something that the school board is going to have to do. And I have asked Kayn, Miss Campbell, to actually start developing that RFP so we can go ahead and get interest since we have the projects identified that we're interested in. We can say um including but not limited to or something like that so that the school board can actually start interviewing architects. We'll leave it out for 30 days and then the school board will have the opportunity to interview architects that you guys are interested in working with and then we can go ahead and choose that to make sure that that that piece of the puzzle's already done. Um so you know it takes three months and
017and this um this information came from Dale Cup from Miller and Cup and he's about right. So 30 days to leave that RFP out and then another 30 days to vet the companies and then um for the school board to interview and then the negotiation process with their with the contract. So >> and and then that will will be duplicated when it after the plans are done and we >> hire a construction company. Right. So we'll go through the that whole process twice. >> So with a construction company it's um a uh it's a bid. So, it's typically the lowest bid actually gets the first um first opportunity whenever you're going out for a construction company. But for RFP, it's not necessarily the lowest bid. It's the one we negotiate a contract with. >> Okay.
018>> And Kevin, please jump in at any time if if I'm misstating something. So you know so then you so the elementary school renovation all of them are 32 months 32-month timeline um new elementary school timeline was 56 months um and I just started from July 1st because you know just to to choose a date um it doesn't you know we could start um May 1st if if we would like with you know advertising for an architectural firm but you'll see the um you know the timelines on the next two pages. And then if you look at page four, five, and well, four through seven, these are the numbers that uh Dale Cup, if I called him Bill earlier, I'm sorry about that. These are the numbers that Dale Cup presented to us um earlier
019this um this year on what the renovation, but I added some additional information so you guys could see what the scope of that work would be. And towards the bottom, I put additional considerations. And if the schoolboard has additional considerations that they would like to include, I just added a couple that I knew that I had heard along the way of things that people may be of of what schoolboard members may be interested in. And this is for Ashby Lee. It's for Sandy Hook. And then WW Robinson. There's a new elementary school near Tommsbrook, Maritown. and then the CTE and Woodstock and then the renovation of triplette and minimal expansion. So, I did want to share what I heard at the board of supervisors meeting on Monday and Tuesday last week. And what I heard
020from the I'm sorry I'm in your way, but what I heard from the board of supervisors is there is support for the renovation of the elementary schools and there is support for the renovation and minimal expansion of triplette. So I heard that and there um so there was that was either majority or consensus on those four projects and then what I heard on the um the new triplet site at in Woodstock there was support but I don't know that it was consensus and there was support for a new elementary school but I don't know if it was majority. So is that right Ryan? Yeah. So yeah, >> first of all, let me thank Ryan because that's where I got my information from was the Northern Virginia Daily. And I read it and I said, "Well,
021this isn't what we decided as a school board. We decided our priority was the renovation of three elementary schools and the new elementary school." So I did talk to somebody from the board of supervisors and I said, "Hey, are you all telling us how we're to spend the money that we received?" And I was told no, they can't do that unless they specifically say, "Hey, we're earmarking this money for this." So, for what it's worth, we still decide what we're going to do as our projects. But if they're the bank basically, and if they're only going to fund certain things, um, I think that it's we have to tread carefully with that. I think one thing you got to look at is I guess they're not going to fund certain things. They're going to give
022us x amount of dollars and we decide how we're going to steward that money, >> right? But I mean, we can jump right to it. I mean, if they're not um at a consensus or majority to fund um building anything new, which seems to be what they're what they're at other than additions, do we spend a money for A&E that we could use towards, you know, >> that's what I was something else. That's what I was shocked at was the fact that I was told that the new elementary school predates all of us on this board. That discussion has been had at a county level for long before we were on this board. >> Yeah. Um I I didn't realize that but >> and there's there was you know a study that said two and
023you know there's been and I found out about it another some study today that was done at triplet about um you know what that building could be you know could actually hold and stuff. So um and you know calling out that uh I don't know something about the studs or something and bringing it up to code. So there seems to be a lot of information that we have yet to really get. Um, so you know, um, I think, uh, you know, but looking at the price tags with what some of these things are, I mean, you know, um, if I was on the board of supervisors, I mean, you know, you look at our two biggest price tags are the, you know, the basically what's it add up to, you know, $70 million to build,
024you know, a new triplet facility in Woodstock and a new elementary school. So, um, you know, I I I see why, you know, that's that's not going to move as fast as anybody would like it. I would like us to to get the A&E done on all of it. That way, we have drawings in hand for any grants that are available. I think we'd be cutting ourselves short if we did didn't do that part of it. Well, I you know, knowing that blueprints and stuff are only good for one to two years without having be revised and stuff, I think I would want I'm against that unless they'll give us some more clarity on when they may be ready to fund that. So, I mean, we could stagger it if we know, but, you know,
025I want to make sure that we're not putting money ahead on something that, you know, we may not see happen before we're before or while we're still on the school board. So, >> this is not up for action tonight. Correct. >> It is not. It is not. So I do want to go to a um some additional slides. So you could see we went from >> 211 to 118 on the projects that we are are proposing here or that the school board had approved at the March 12th meeting. And you'll see the figures over there to the right. And please remember that these are estimated costs. Um they could change. And then you will notice here are the costs that are um that our capital improvement plan. You've seen this information before um but it
026actually has you know 5.7 million is the A&E which is in this year. You'll see transportation for our CIP was 1.2 million. Um safety and security is a million. Uh HVAC was 15.9 million. So on and so forth. And I've got another handout that I'll hand you in just a minute. But we went through an exercise in the office to prioritize the CIP items so that we could get it down to $5 million. And we did that based on the things that we thought in our office that had highest priority. Now, it we didn't get it to 5.5 million because we left in the $13.5 million for the HVAC because there was one thought along the way that they may fund that the board of supervisors may fund the $13.5 million in HVAC, but that
027didn't um that didn't pan out. You'll see roofing. You'll see the project titles that we've, you know, that we said these are, you know, these these are our top priority in the $5 million. Now, what we came up with was 24.2 2 million, but 5.7 million of that was the um was the architectural A&E fees, and then 5 million of that was the um 5 million of the 8 million that they're going to borrow hopefully every year to give um the school division $5 million that we can count on every year for CIP. And then it's the additional 13.5 million for the HVAC. if my recommendation if we're not able to do anything else um with that $5 million it's going to go towards HVAC but I don't know how the board feels about that.
028So here is our recommendation and then I know you have this several times so but feel free to take another one. Um there are all the projects in totality because How are we going to get to that 5 point almost $5.5 million? Are we going to do A&E for all of the projects? Are we going to do um in its entirety? Are we going to do A&E for some of the projects? And are we only going to go up through um construction administration or are we going to do um and then if we're only going to do that then are we going to request the other money be put towards CIP? Um I can tell you that at the meeting on Tuesday, it seemed to me that the board of supervisors were going to give
029us 3 million of this what I'm going to call surplus funds or carry forward funds. they were going to give us three million of that back. So that's what I heard. >> So and that that leaves us short of even >> so we wouldn't have enough to do all the A and E. >> Yeah, that >> but I did um I did indicate that we were going to ask for all 5.455 million and then if they tell us it's 300 then we would >> or or 3 million then we would um Well, I think that's important to keep asking. >> So, thoughts on how we prioritize this 5.4 million and carry forward. And I know you're hearing it for the first time. Um, we will need to have a decision by April the 9th. Um,
030we'll need to vote on it April the 9th. I would like to see us move forward with what we've been talking about for over a year, >> but I have to kind of back up. Metro Shy, I don't I don't feel comfortable wanting to spend $3.5 million just on plans if every if I want to make sure the county's on board. I want to hear this the board of supervisors decision. Once again, it's almost like the the cart the is always before the horse. You know, we're trying to decide our budget and the state hadn't decided theirs and we're trying to decide this, but we don't know for sure what what the board of supervisors going to do. So, I don't feel confident agreeing to $3.5 million when I I don't know that the board
031of supervisors is on board yet. >> Well, and we we don't know how much they're going to give us back of the carryover. So, we don't know how we can't afford the whole the whole all of it anyway. So, you know, my my thought is we we know that at least unless it changes between when they have a meeting tomorrow night. >> Mhm. >> Yeah. I mean, between now and then that um doing the A&E on the ones that we know they're going to fund now is, you know, I think is is the best move. um you know and and being kind of you know good uh you know fiscal stewards of of the money. I mean you know I I I think the priority in in my mind is the the things they said
032that they would do right now or that they'll fund now. That's what we should put the money into now because if that money um well what would we have what would we have left over if we only did the the um the A&E on the four things they said they'll do now >> you keep saying that they said they'll do have they committed to funding all four of those projects >> all right well you know from from what I understood at the meeting that's what They're they're doing. Yeah. I mean, unless I got that wrong. I guess we could ask the newspaper guy. That's what they said, too. I was pretty sure that's what they said. >> Yeah. >> But from what you told us here in the board of supervisors, what they what you're
033what you kind of heard that their own agreeance is is only 2.2 two million of the of the A&E fees of that 5.7. >> That's correct. >> The other is I haven't heard that they're in agreeance yet. >> There was um majority or consensus on the renovation projects. >> Yeah. >> So, I mean what I'm saying then knowing that and and looking forward to seeing what they will, you know, the the BOS will do next. um the uh you know that we when they give us that money I mean we've we should not spend it on something other than the uh you know the immediate things that they've all agreed on because we don't know when they'll agree on the funds for the others. That's that's all I'm saying. So, and um so if we
034spend money on further um A and E, it needs to be after these the four things, you know, the renovations that everyone seems to be agreed on. So, if we have money left over after that, you know, I you know, we could certainly discuss putting it towards some drawings and things for something else. I just thought we worked this out at our last school board meeting when we wanted the decisions to remain with this board and not let the board make their make our decisions for us. >> Well, it all does come down to funding. >> Mhm. >> And ultimately, if we don't have the funds, then we wouldn't be able to move forward with an a an A&E design for a new elementary school. And you know, as we look through just for on
035page seven when it talks about a new elementary school near Tommsbrook and Morytown, I I still have a lot of questions. Is that exactly where it needs to go? I know that the county already owns that land, but is that the best location for a new elementary school? And my other questions, you know, revolve around which students are going to go there, what grades are they going to be in, um, you know, how many staff are we going to need for that? Um, I'm in agreement with Mr. Shy that we need to spend our money to get us, for lack of a better wording, our the the biggest bang for our buck. And right now that is our three elementary schools because we have some very significant facility related issues there and we need to
036make sure that we are spending the funds for those three projects first. >> Oh 100% I'm in agreeance with you there. It was just when chairman Vance went down the list when we were looking at what we were sending to the board of supervisors, all of us agreed our priority was the three elementary schools and the new elementary school and that was the first thing we decided on. >> But we didn't all agree on that. >> We all agreed. >> Well, the majority, >> sorry, the majority >> 42 vote. >> Um >> 42, I think it was >> 42. Yes, >> 42. reason the reasons that I just gave you are was my reason for no. Um I haven't been shown anything besides a drawing from um Mr. Cup that that's where that elementary school
037should go. That's the best place for it. >> Well, and on that note, I mean, we're talking about, you know, architecture and engineering. Has has there been an I'll throw out another one an R&D on where to put it? Some research and development? No. So, I mean, you know, that's and I don't know if there if there's one that is was done previously, you know, I'd like to see it because there probably is one somewhere, but um you know, that's but that's a good point. Um, Miss Pence, because you know, is and the county would also have to agree to to give up that park space. So, you know, um I I think some not that I want to spend money on more studies, but I mean I think that this is probably a wise
038time to to do one >> rather than jump right to blueprints. I mean, >> not to cut you off, but that's what I was saying earlier. If if I'm on the board of supervisors, you want to spend, you know, you're want to spend $3.5 million that we haven't even decided where we're going to loan you the money yet. I mean, and we haven't even decided whether we're going to give you the land. So, there's got to there's some things that have to be worked out together before I agree to spending $3.5 million. But we can't even look at getting grants so that the county knows how much money we need until we have blueprints in hand. >> I mean, but would don't you think that that would make more sense to do that once I
039mean they're sure that's where we can put it. The county says yes, you can put it here. I mean, you know, I I get the grant part and I mean, you know, we have to be shovel ready, but um you know, the good thing about I mean, that is is you know, the there may be further grants in a couple years um and maybe some state help um you know, so but you know, the price tag on all this and you know, and there's likely to be a tax increase. So, I mean, these are all things that um you know, that we kind of have to look at. Um, but if we don't spend that money on the R&D or the A&E now, sorry, right now, um, is there a way to put it aside?
040>> Like if we if we have some of it left or something, you know, >> so one of the board of supervisors did say, let's, you know, let's fund the 5.7 and we could put it aside and the school board could ask for it um whenever we're ready to spend it. And then the board of supervisors have the opportunity to allocate it, >> right? >> Do you remember that? >> That was for bond funds. It was not for these surplus funds to clarify. >> Yes. >> Okay. >> Yes. >> So using the number that Mr. street tossed out a minute ago. If you just did the renovation projects and you did it all the way, the estimated cost of A&E fees all the way through, that's $2.2 million, that leaves 3.255 um about 3,256,000 for
041um something else. So, what would that something else be? And if it were my recommendation, it would be um HVAC at our elementary schools >> to go towards the HVAC. >> Yes. >> But won't that HVAC be included in the renovations >> or it could be separated out? >> Okay. All right. So, All right. Got it. >> I know. I was kind of >> Well, where do you want to start? There's so many things that need to be fixed. I don't know. Where where do you want to start? And >> because we know that Hback the our HVAC systems that we currently have um do not remove the moisture from the air and in order to be in order to mold and mildew grows um because there's moisture in the air. If we put in
042these units called doaz units, then it removes the moisture before the air actually gets to the classroom. Is that right? >> Yes. So yeah, so that would be the first step that we would do is DOAZ units and we um that's our intent, but we don't have enough money at this point to do all three of our elementary schools. Yes. So it would be nice to be able to do all three of our elementary schools. And that's where I would recommend that extra money be allocated for if we asked for the entire 5.4 4 million >> and that but that's just that and I and I agree but it's just part of that whole big pot of all the HVAC systems that is multi-million dollars. >> That's correct. >> What's the number on replacing them
043all now? >> It's 13.5 >> 13.5 or maybe >> to do total buildings, >> right? Okay. to replace all the HVACs that need to be replaced. >> Just elementary. >> Three elementary schools is 13. >> Hbacks and the science wings of our high schools that need to be replaced too. They have the same issue. >> They do. >> Would that 2.2 do those? >> Yeah. Okay. Well, because if if we're going to in theory, if they're going to fund the three elementary schools, that 2.2 would not need to go towards those. we could put it into the other HVAC that you know because we're going to have to do it at some point. >> Yeah. But remember that these are estimated costs. So, you know, and um like with the fuel prices going up now,
044those estimated costs could go up pretty quickly. >> Um >> don't make sense to do as much as we could now. Yeah. >> But we're talking about what to do with 3.5 >> 3255 3.255. which is the difference between the estimated A&E costs for our renovation projects and the 5.455 million. >> Okay. Um, and like I said, I I I agree and I'm sure a lot of people agree part of that big uh cost of all the HVAC systems, but I'm just kind of wondering since it's your department, Mr. farmer and if I'm if I'm on the board of supervisors just as a backup is there any other thing that you see as a pretty desperate need that the board of supervisors would be like I kind of like that makes you know that also
045makes sense that needs to be done >> other than HVAC >> yes other than HVAC no >> that would be the major item that needs >> well I wish I could fix the HVAC system I just take the windows out and put fans in that fix it. >> Portable humidifiers don't >> Huh? >> Portable humidifiers in the classrooms don't fix it. >> You know, I don't know how we survived. >> Well, if y'all, you know, that's your recommendation um towards the edge. >> Well, I'm happy to hear other. If not, we can move on. >> Generators. >> Mhm. Would it pay for those? Because that's that seems to me and to me that's a big safety issue that so many things go down and uh so many of our schools don't don't have them. So
046if there's a way to to slide that into the urgent stuff, you know, I would certainly be for that. >> Mr. Hensley, what were um >> Oh my gosh, >> I know you gave me that number. I thought it was 2 million. >> Do we have any data on how often our schools lose power? >> That's what I was wondering. How often do we lose power? >> I mean, to me, our schools have been here a long time without generators. >> Understood. I mean, I understand the need for maybe triplet text freezer or refrigerator where they're storing, you know, tons of food and they have losses, but do we have any data on how often our schools lose power? >> I mean, I haven't heard of it at our end that often. No, not that
047often. But you know, >> I mean, usually most buildings, emergency generators, fire, life safety, emergency lighting, that's about it. >> Some office stuff most of your systems, >> but the phones, everything go down. So, and I mean, I don't know, in a in a building full of kids, I would want the fire safety stuff fired up and >> that doesn't happen. >> Fire life safety by code has to have a battery backup and it does. It'll last 90 minutes. Um, actually, it has to last 24 hours. I'm sorry. 24 hours of not constantly going off. 90 minutes if it's constantly going off. But, I mean, I think our need in other areas is much greater than generators. I mean, sure, triplet needs one for culinary. I'm not going to I'm not going to argue over
048that. That needs it. But I haven't heard about our end. Do you all lose power very often down at the southern end? >> I don't think so. >> I've heard of I'm just wondering the cost of, you know, I'm just kind of throwing numbers out there. The cost of a >> Do you have any idea the In other words, the cost of a generator to back up triplet tech, but you're, like you said, if you're only talking about the freezers, you know, you're better off just purchasing what got ruined if it only happens once every five years. You know what I'm saying? >> Oh, that's a good point. >> In the five months that I've been here, I've never heard of an hour so long that they had to throw out. Now, I know previously
049in the past, I have >> but in the five months that I've been here, >> I've not had power loss. There was one intermittent time. >> It was out for a very short period of time because fuse out the line to the interstate. That's been a known issue that happens occasionally, >> but that's not a problem of our school. That's not, you know, it's the power company's issue there. But, >> but you know what I'm getting at. >> If it was going to cost a bunch of money to have a if you're going to purchase, if you had picked one school to purchase a generator for, it' be triple tech. But if you're going to do a cost replacement or a new install for every single school that doesn't have it now, that's significant. Mhm.
050>> So, you know, like if you say, "Well, a power unit, you know, uh, you know, power unit, you know, you got a big Caterpillar motor out there, blah, blah, blah." Well, that whole thing is going to cost, you know, I don't know, it's hard to tell, $300,000. And then if you know, whenever if food gets spoiled, how much did it cost to replace it? Oh, that was, you know, $2,000. >> I don't know. I'm just using >> That's a good point. >> So, the last time that triplet lost, they lost $7,000 in inventory. >> 7,000 >> and that was over winter break and I don't remember why the electricity was out. >> Yeah, but it was 7,000. >> Did our insurance cover any of that? >> They did not give me a list to
051submit. I have been waiting to follow up with Chef Cross. Anyway, just something about >> one good thought >> the um but their communications in the office go down so that's you know um and if they're dismissing particularly at Sandy Hook and stuff that's difficulty their cameras go down you know so it's um you know I just look at it from that aspect that um you know the school's blind um you know and whether it's for 20 minutes or whatever it happens so often um you know if it does happen for a long time and there's something you know catastrophic going on we may regret not doing it that's all so I mean all of our staff have cell phones and I can tell you my wife is not afraid to use her personal cell
052phone to to field phone calls or whatever is needed in that Peace. >> So, April 9th, we'll have an opportunity to discuss this a little further, but um the recommendation is uh I think what I heard is fund A&E for the renovations and then maybe 3.2 for um HVAC. and then to um maybe work with the county on identifying if that property in Toms Brook Maritown can be used um for an elementary school and what that would look like. No argument for me. So all all that's going to you know that this will change once we know what they're going to decide to give us anyway. So um to be continued. >> Yes. >> We have to request it before they'll give it to us then. >> Right. >> Um >> all right. I think
053the next thing Chairman Vance health insurance >> insurance. Yeah baby. All right. I used a different um background on this um presentation. So, so after last schoolboard meeting, we did a survey. We started it on Friday and then ended it on it was actually went through Thursday. Um and we had over 200 responses um on Friday. We sent it out around noon and by the end of the day there were over 200 responses. So um so the people who answered so 87% of the 387 responses said um yes they participated in the health insurance. So they went on to question number two. The 13% that said they did not went on to the comment section. So, they didn't answer any of these questions because we really wanted to know what the people who had the
054health insurance actually thought. And just before we get to that question, number seven, question. Question number seven was not a great question. So, we're going to ignore whatever information it said because I don't think it gave us a lot of really good information. But, we'll get there here in a minute. Well, we were we were very quick in getting this survey out, you know, Thursday night to Friday afternoon. So I think you know having six really good questions was good out of seven. But thinking about health insurance for next year, please mark their preference. So 73% of the 333 responses said they want to remain with Blue Cross Blue Shield um even if there is um an increased employee contribution. And then of the 331 responses, is it important for the top tier to remain
055a two with a $255 deductible? And 68% of those 33 U1 responses said yes, it's important to to remain with a deductible at 250 instead of moving it to a 500. And then is it important that your current provider participate in the network? And the answer was yes, it is important. Uh 91% said yes. 9% of the responses said no. And then would an increase of $25 a month in health insurance premiums cause you to seek employment elsewhere? The answer was no. 90% said no. And then how about if we moved away from Blue Cross Blue Shield, would you um seek employment elsewhere? Even though it's a little higher, the majority said no. And then here's the jump question. So um so I really can't there's we didn't specify per month, per year or anything.
056So we are going to just avoid this question in its entirety. So um so what the survey actually said is they is our employees want to stay with Blue Cross Blue Shield. What I would like to recommend um is that we actually work with the lowest provider and or the lowest uh the person who bid the lowest and actually have them identify what it would look like if our employees moved over to um to this other health insurance. but take the year to do that analysis. Um because for example, I'm going to um There we go. Um for example, what we heard from our healthc care consultant is that Anthem has lower negotiated prices. So I'm going to use really um really generic numbers that are easy to calculate. So, I go to Valley Health
057and get an X-ray and my co-pay is 20%. If Anthem has negotiated a $1,000 um rate for an X-ray at Valley Health, then I'm paying 20% of um $1,000 is $200. if healthc care company B um has negotiated a $2,000 price for that same X-ray than I'm paying $400. And I am certain that that is why our employees said they paid more with Etna. Now remember, Etna is not the lowest, you know, the lowest bidder on this. it's another company. But I want to make sure that whatever we're, you know, if we decide to go with the lowest bidder, then we know exactly what that's going to look like for our employees. So that we whenever we go to our employees and say, "Now we're going to go with this other organization." Um, and here
058here is what you can expect from that. The lowest cost bidder also is negotiating with our three at least two of the three um major organizations that we work with now in the next year. So the reason we went with Etna previously is because Anthem and Valley Health were having negotiations and they hadn't negotiated a a deal. Well, the company that was the lowest bidder this year, um, is negotiating with Valley Health. They're negotiating, and I get this name wrong, Cintara. Centaur. Um, so they're negotiating with them. And also the UVA um, healthc care. They're negotiating with them, not as quickly as they're negotiating with the other two, but those negotiations are all in the works currently within the next year. So, um, but my recommendation would be that we, um, that we actually stick
059with Anthem Blue Cross Blue Shield for this year, but then go in because it was a pretty significant savings as you, as the school board pointed out. Um, but we want to go in into it with a a clear understanding of what that means for our employees. Be happy to discuss my recommendation or or healthcare in general. Give me the number um of employees who are who subscribe to our health insurance plan. >> 750 to about 75% of our employees. >> Well, I'm not questioning the size of the sample. >> 387 responses. I just thought it would be greater. >> That's a good that's a good number. And it was very quick, too. the majority of them answered Friday, you know, on the on Friday and then we got a few additional responses throughout the
060week, but it was a it was a good number. >> I'm kind of alarmed that you barely got 50% of the participants responding to the survey. >> Yeah, because insurance is such a big, you know, >> so 50 50% is actually a good response on surveys. >> It it really is. Um it's usually it's >> we all put out there whether 50%. >> Should uh do you want a pay raise or not? Because maybe only 40%'s going to respond and well doesn't sound like they want one. We don't have to do it. >> I bet you get a higher response rate. I wonder >> I was I was really impressed because surveys usually tend to be 10 to 20%. So, you know, 50% is >> talking about their benefits. >> Yeah. >> Yes. That's that's
061just remarkable that low number >> for something that important. >> Yeah. >> Or maybe it's not. >> Yeah. >> Well, >> I hope our students respond more. But anyway, >> I thought we often hear, >> am I right? We often hear, well, you didn't ask me. >> Exactly. >> And we asked. >> No. Yeah. It's a real good idea. Um, I was under impression that we were just there was one other company that we were going to just look at real quickly and >> compare and make a decision. But sounds like is that the one company that is still in negotiation? >> It is. Yes. It's the it's the lowest cost. Yes. >> So if they're not if they're still in negotiations, it's kind of a mute point then. >> So they're they're um what
062they've offered Shannidoa County Public Schools is is a lot less than what you know what Anthem is charging us. And these are these are round numbers, but we pay 11 uh we pay Anthem 11 million every year and we use 10.5 million of that in um in healthcare claims. So Anthem is really only getting $500,000. So, how can another company who have higher negotiated rates actually make any money from Shannidoa County Public Schools? >> But you're saying they offered a lot less. They were >> No, they charge less. >> They charge us less. Yes. But and if they're negotiating with Anthem and UVA and and these people um in Valley Health, then by the time that comes through next year, >> it may be a a sweeter deal. I mean, so >> and you know,
063and I we use that, you know, we switched from Anthem to this health insurance company um when my wife switched jobs. Um, and my son goes to UVA and they, you know, that's actually moving a little faster than >> than I thought. Um, so it I I agree it probably is not the best. You know, we can't switch this year, but um I think a hard look at this next year. >> You know, maybe we can get the other 50% of the people to answer the survey by this time next year and and know what everyone thinks. Is there a reason we waited till so long in the process to reach out to this other company? >> Yeah, that's a great um question. We negotiate our contracts um and I don't think I'm going to
064answer your question, but let me see if I can get to it. um we we wait so late in the in the year um to actually renegotiate our contract with anybody. So even with Anthem, previously it was March before we had a number from Anthem, Blue Cross Blue Shield on what their what their premiums. So we're pushing that back to January to give us a couple of more months so that we're able to negotiate for a little while longer. And it's just a so I think to answer your question, it's the short period of time that we have between when the bids are due and our budget and our budget was due to the school board and then to the board of supervisors is the reason why we it took us a little longer. We
065knew very clearly that our employees wanted to stick with Anthem Blue Cross Blue Shield. That's been stated to us over and over and over again. So, um >> when did um when did Anthem tell us about the hike? Like the the race? You do you know roughly when they >> told us you know we're going to up >> it was like December. >> Yeah. January. >> January. Okay. >> And when did we go out for proposal for bid? >> February. February 16th. >> Something like that. Okay. So you're saying we it's not even an option to go with this other company for this. >> It is. It is. >> Okay. Then you all lost me. I'm sorry. I apologize. I missed something. Because you're saying it's significant less >> and even after they do the
066negotiation negotiations, you said it was it could be even even a better deal. So >> well, >> no, it's not going to be a better deal after that. >> That's why I got confused on here. they they would get better rates um possibly than what Melody just explained with, you know, paying, you know, if you pay an X-ray of um >> $1,000,000 versus 2,000 that price. So, the the that number would change, not the immediate what we're paying the company. >> Yeah. Yeah, I just want to make it clear so the the public that's watching this that they made that they understood when you said it's it's very it's considerably a lot less money, but we're not going with it. I just want to make sure that it's explained. >> So, it doesn't necessarily mean
067it's less for our employees, >> right? >> All right. And we had the we switched to Etna in 2000 2001 something like that and our employees experience was not great. >> Yeah. And we do know that one of the healthc care organizations that um this company doesn't participate with is John Hopkins. And we have several employees that are going to John Hopkins. That's just one. There's it's about 10% I believe. >> Okay. >> Of current providers and John John Hopkins is just one of them. >> Are we ready to move on? >> Sounds like it. >> It does sound like it. Miss Proctor, High School English Language Arts Materials adoption. >> Yes. Just want to give you all an opportunity to see if you have any questions about where we're at with that adoption process.
068Um, and just kind of open it up for discussion. Just a reminder that we are obligated by the new House bill to purchase HQIM K through 12. The areas where we were lacking in that is uh high school English and also high school history. However, the state has not put out adoption materials, approved adoption materials for us to pick from. So, we went ahead and moved forward with English. >> Yep. And HQIM is high quality instructional materials. >> Thank you. >> And this goes back to the uh PowerPoint that was presented. >> Yes. >> Well, he did a thorough job. >> Yes. um >> with his recommendation. It was it had a good foundation. >> I thought >> if I remember correct >> Yes. I'm sorry. If I remember correctly, that did include textbooks instead
069of Chromebooks. Correct. >> Yes, there is a digital option. However, when our teachers piloted, they use the print material. They profoundly like the print materials. Sounds like it again, doesn't it, Mr. Street? >> Sounds like it. Okay, >> I actually do have one question. >> I'm out. >> Time out. Sorry. >> Don't go too fast. >> Um, so with the adoption of this um new material, do we have any data showing how well this material aligns with the assessments and SOS that are given? So, both of those textbook companies give us an alignment document that takes because they're not written specifically for for Virginia. Um, and so they give us documents that tell us what the alignment is to the Virginia standards. Um, there are no textbooks that really align just to Virginia. There are
070several for different content areas. For example, history, there is one content uh there is one textbook for math, the one that we just adopted at the elementary level. kiddo does, but majority are more national. And so they pull those in and make us alignment documents. And so we use that to um when we le plan to make sure that we're not using the stuff that isn't aligned and using the stuff that is aligned. >> Okay. Thank you. >> Yes. >> You can proceed now. I'm ready to proceed. Chair, >> I'm given the green light. >> Okay. Southwest Food Excellence Food Service contract renewal. Miss Campbell. >> I also don't have a presentation. I really just want to open up the floor to answer any questions about the proposed contract from SF um or to discuss
071the bidding process next year as this is the last renewal that we can do on the original RFP with SF. >> I have a question in regards to that also. So, how often the the portions that um that our students are given specifically in elementary school, like how often are those portions audited? And I'm asking because um when I spoke with a group of fifth graders at a um a peer leadership team and just hypothetically I gave them I'm like, "Okay, I'm like, "So, here's a million dollars. What would you do to change with our schools?" And surprisingly, there was no more we'd buy more playground equipment or, you know, we'd buy roller skates or scooters for PE. They're the majority of them said, "We would like to see bigger portions for our lunches." And
072I just thought that was pretty amazing coming from fifth graders when they could have been focused on something else, but they were more concerned about the portions of food that they were receiving at lunch. As well as um the way the food is presented, it doesn't seem to align with the pictures that this company puts on their um website. So the portions I will speak to and I will have to do some more research on the presentation itself, but the portion sizes are set by the USDA and the federal government at large. So we actually can't exceed or change those portion sizes um unless we want to move away from the federal food service program, which I would not recommend. >> Um students are always able to go back and get additional servings, pay all
073a cart. Um, but that's where it becomes no longer free is they have to pay extra to get extra. Um, but all of that is mandated at the federal level and we have very strict guidelines that we have to adhere to for that. >> But how long are how often are we auditing that just to make sure that, you know, like if they're supposed to get a a cup or a quarter cup or whatever it is of vegetables, how often do we make sure that that's really what they're getting? >> I don't want to misspe. I will >> thank you >> ask >> we had um a Virginia Department of Education audit just recently >> two weeks ago >> three weeks ago >> it was >> and um that's one of the things that they
074audit so that they only went to two schools one was Sandy Hook Elementary School and the other was Peter Miller and they passed with flying colors >> those large audits from VOE come around once every five years and they choose a subset of our schools Um, but I can tell you that the SF folks who were here as we worked through the audits and even before the audits looked at all of our schools when they came through, but how often they do that audit, I will find out. And just in regards to the presentation of the food, it if you I know just Robinson for example, if you were to go in there and to just to take a picture of a lunch tray and then you know kind of compared it to what's on
075their website, it's not the same. >> Any other questions? >> You've got that this is the last year we get to renew with them. Do we know what their what their prices are going to look like for next year? >> So, we will go out for full RFP probably this fall and get bids back. That would include negotiations for the school board. And um I'm actually going to have a managers meeting in a couple weeks to get feedback from our managers on what they've liked about SF, what they don't like about SF so that we can work that into the RFP so that we're answering the needs we're looking for from those people who are boots on the ground. I'm ready to move to action items if there's nothing else on the food on the
076menu. Only one item under action items and it is uh personnel. And I need a motion to approve the personnel list as presented. >> I move to approve the personnel list as presented. Mr. >> And a second. >> Second. >> And a second. All in favor will indicate by saying I >> I oppose. No. Five to nothing. Madame clerk. Report of board members. Other business. Miss Pence, you get to lead off. Oh, >> great. Thank you. >> You're welcome. Um, I just want to say, you know, as we continue to our work regarding the budget in our facilities, I think it's important that we stay focused on what matters most, and that is making smart and practical decisions that improve our schools while we stay grounded in what our community can actually to afford. And
077that is what I I base my decisions and my votes on. So, I just want the public to be aware of that. Um, but on another note, with spring break just around the corner, I know this is could possibly be one of the longest weeks of the year for our teachers and our staff. Um, so because it's actually kind of long for me, too, because we're leaving as well. So, I just want to thank them for uh the teachers, staff, everybody for just getting our kids cross this hurdle to that last day of school before spring break. That's it. >> Okay, Mr. Richard. >> Oh boy. Um, it was brought to my attention that we've got some teachers and some staff that weren't recognized. I guess it was our last schoolboard meeting. We had some
07820 25 plus 30 that some of them were over 30 and they were like, "Hey, I wasn't recognized." Um, there was some that were over 25. I like the fact that we did that. I just wish we were more careful that we covered all our bases and got all the employees that were involved that should have been recognized. Um, other than that, I've got nothing. I mean, I hope uh hope the teachers and the administrators and all of our staff find some time to relax over the next spring break. Um strange for me, this will be my last one with my son. Um but I thank you all for the jobs you do. I thank all our staff in the buildings, our boots on the ground as I like to call them. Like I said,
079I hope they all enjoy their spring break. That's all I've got. >> Mr. Shabby. Well, um, first and you know, maybe uh, well, first, happy birthday, Mr. Street. So, we get that on the official record. So, today's Tom's record or, um, >> Tom's birthday. So, now, Mr. Vance, you have to sing since I did that. So, remember that. >> Um, as always, I I everyone here, um, board members and, you know, our teachers and staff. um you know and uh this is like um kind of hell week with everyone waiting to get out for um you know for spring break and um hopefully uh this isn't wood but you know this is we don't have any issues this week um and with the CIP stuff um you know I I you know I want to
080do what's best for for the county and most importantly our students um you know and we have a lot of different people with a lot of different opinions and what the priority should be. I've said it many times, these are all needs, you know, they're they're not wants um you know, and the conditions of the four buildings um elementary and triplet that are, you know, in dire needs of infrastructure and mechanical um needs, those are always going to be my priority. um you know and I think um moving forward strategically and um you know and and slowly but definitively with the other construction projects, you know, um is important and it's all going to take time. So, um be patient. Um it's it's been pretty clear that it's taken a long time to get into
081this mess and we've had a lot of studies done um before all of us were on this board. So um you know but I think we're moving ahead um you know as as quickly as we can. So um and uh that's it for me. So >> District two, Mr. Street. >> Well, thank you Mike. Um, just two things. Want to continue to thank everybody for doing a good job what everybody does and and uh I'm really big about being passionate, having passion what you do. Um, and then the other thing is I'll probably say it again at the April 9th meeting, but I know the outcome for Central wasn't what we wanted to see at the at the state play at the state championship game, but just remember um, you know, they were there to
082play. They weren't there to watch. So that's impressive. That's all. >> Is there a motion to adjurnn? >> Move to adjourn. >> Is there a second? >> Are you saying you don't have any comments? >> Yeah. >> Well, that laryngitis comes and goes. >> Was that a second by the way? >> Sure. >> We have a second. Uh all in favor of adjourning until April the 9th. >> I say I >> oppose. No. We stand adjourned. >> I didn't know that was an option. Skipping out on comments now. >> Maybe a little earlier.