001Good evening. >> Good evening. The Hampton County School District Board of Trustee for the June the 16, 2026 is now called to order in accordance with the South Carolina Freedom Information Act section 30-4-8, South Carolina Code 1987 as amended. All local news media have been notified of the date, time, location, and agenda of the meeting to include a posting on the Hampton County School District Wales flight. We ask that you now please stand and join us for a moment of silence followed by the pledge of allegiance. >> Amen. I pledge allegiance to the flag of the United States of America and to the republic for which it stands, one nation under God, indivisible, with liberty and justice for all. >> You may be seated. Thank you. Our adopted rules of parliamentary procedure, Robert's rules, provide
002for a consent agenda, listing several item for approval of the board by a single motion. Most of the items listed on the consent agenda have gone through board subcommittee review and recommendation. Documentation concerning these items have been provided in advance to asssure an extensive and thorough review. Items may be removed from the consent agenda at the request of any board member. Order any requests for removal of items from the board. Madam Chair, I'd like to move that we approve the consent agenda, including the approval of tonight's agenda, board meeting minutes, and approval of first reading policies as listed. It has been properly moved by Foy, second by Holmes, that we approve the consent agenda items to include the agenda. Um, approval of board meeting minutes from June the 2nd, 2026 and approval of first reading
003policies are listed on the website. Are there any questions or discussions? All in favor, let there be known by saying I. I. >> Oppose have the same right. Hearing none. The consent agenda along with the first reading of the listed policy and the agenda carries 70. Public comments. At this time, we do not have any public comments. We'll move on down to number five, information items. YMCA second grade swim program update. Russell and Lauren Swans. Good evening. Thank you for having us. Some of you will recall, we've been here before. This will be year we have finished our second full year of the swim program. First year was a pilot program with just Barnville. Uh since then, we've now had two full years. And I we I I said we wouldn't take more than 10
004minutes, which means I'll have to stop talking shortly because I've got two more speakers. But I'm gonna ask uh my lovely bride to pass out an article I put together uh from a research study in um primarily in New Zealand, but also included people in the United States. Anecdotally, as have a lifeguard and a swim teacher, I can tell you it has a huge impact on students. If you talk to any of the principles who've come and watched the lessons, they'll repeat that. But this is an actual academic study with over 7,000 participants that showed not only did the students have improved self-confidence, they had significantly improved academic performance because the steps you have to take to learn to swim, the progressive steps, it's the same way any good teacher teaches how you do math,
005how you spell, how you worry about the English language. So, uh, occasionally we had one principal in the system two years ago who who pushed back a little bit like I don't I I don't have time for this. We, you know, we got to learn things. I sat next to him this year and he said, I get it that they all they all learn better now. They all walk taller. So, we appreciate all the contributions that the school system makes. You pay $5,000 of the approximately $40,000 budget. You provide transportation. and you provide resource officers and you provide the time. So, we appreciate it. Mike is going to talk a little bit about the specifics this year of um of the program and the participation. And we we want to thank Christie and we want
006to thank uh Jack Hutau for for his having helped us get this started. So, thank you. And this is uh the CEO of the of the YMCA, which oh I should say country. >> We we we renamed it last month. We got approval from Y USA and it is now YMCA of the Low Country sering Buford, Hampton, and Jasper counties. Yes. >> Uh thank you for having me. Can you pass up the flyer so everybody can see the kind of the results we've had. We just thank you for your support. We're just honored to be here and to be able to serve your children. That as Russell said, they're may be a little nervous the first day, but by the end, they're so excited and they're so proud of themselves of what they're able to
007accomplish. The main thing that we do in the program is not just learning how to swim in the water, how to get to the wall or get to safety, but also out of the water. How to be safe out of the water. That means not going in and trying to save somebody's drowning. There's other ways to do that. Notifying police or notifying an adult. But, um, so there's significant things that they're learning, not just in the pool, but outside the pool as well. Any questions on the program or any questions on the information we handed out? Hey y'all. Um, they saved the best for last. I, um, my principal role is to do fundraising for this, um, in addition to the school systems contribution, the remainder of the budget for this program. The way we're
008able to to do this at no cost to the children is by getting sponsorships and donations from businesses and individuals groups in Hampton County. And that's important. Then everybody's bought into the process and it's um and and the children get get the lessons that they need. Some of the um sponsors that we have this year are the Pearls of Hampton County and the Winfort Family Fund. These are both foundation gifts. Um companies that are supporting us, JH Hires Construction, Palmetto State Bank, Edward Jones Finance, Morrison Forestry, and then their individuals like Peggy Parker and Russell and I give in addition to to many others. Um, we have not finished fundraising for this year. So, if y'all know of anybody, any companies, any individual individuals who might um might be willing to support the program, um,
009if we can raise more money, we can we can teach more kids and that's the most important part. So, if you know someone, please feel free to share that and um, and we thank you for that additional help. Does anyone have any questions for us? All right. >> Looking at the list of schools served in the dates underneath. Um, Finel and Varnville just have through 2025. Were we able to serve those schools this year? Maybe the flyer hasn't been updated or >> it's based on the school year. So their second graders who are moving on to third grade now were done in the fall. Now the one thing about that is that um the two years now we've done Venel and Barnville in the fall and the other three schools in the spring. This fall
010we're thinking about flipping it because it has an impact on the on the um the classroom work. You know the testing tends to be later. So, um, so we're going to flip it to make it try to make it, um, fair to all of the schools. Anybody else? No. Okay. Thank you very much. >> Thank you all so much. And we look forward to your continuing support and partnership with us. It is important that we want our children to learn how to swim, at least learn how to save themselves. Again, thank you. >> Thank you for all your support. We're down to 5.2 policy commi committee meeting minutes. Board member, you should have received that part of your packet the um minutes for the policy committee. As you looking through it and red, we stated
011which policy we made revisions to and the which policy we table until uh a later date. the policies that was tabled, we felt that we needed to involve some other individuals like the finance department in order to make sound decisions or any question about the um any policy. If not, we'll move on to action items. Dr. U board organization, Dr. Sheffield. Good afternoon, Madame Chair um and board. Um, I brought for you um this this evening the recommended 2728 organizational chart for Hampton County School District. That's for this upcoming year. And I worked with um of course work with HR and with finance and trying to make certain that the chart it aligns with our position control registry in terms of the funding how each employee is being funded. So to give you an example
012of that in regard and I'm just going to highlight where the changes occurred that may that you probably are used to seeing. Um Mrs. Ernie for an example used to always be on the oak chart listed up top as a district secretary but if you go over to finance under CFO um Kathy Carlazia you would notice Mrs. Ernie being listed under there. Um, and that's a prime example in regards to aligning her to exactly where her funding source is because she is located within budgetary purposes under finance. Okay, so that's why that occurs that way. Um, and also another change that you will see here and I'm only pointing out the change is that our maintenance department, office of maintenance, our director, um, Mr. hires. I initially had Mr. hires last year. He was reporting
013to our assistant superintendent, Miss Dobson. But when I did some self-reflection um and re-evaluating um the need of the district and how we are operating, he will fit best um in terms of going over to um under Miss Carlasia with the office of finance because that's where our procurement department that's where that's who works a lot with facilities um and that's where Mr. Hires really spends a great deal of his time. um if he's having to request um procurement items or um contractors or some additional assistance. So he just felt that that will align itself more better um at this moment in time. Another area um in terms of an addition that you will see with um Miss Carlasia um the finance department you will notice um the office of school food service um and
014I have that box there for Sedexo that's our managing company um but I do have them under um our CFO because that's who they directly report to in terms of as a district so that we will know that that who work that's the person that workked works directly there with Sedexo and so forth. Um also under the department of curriculum um I've added there um with the department of curriculum where we have our curriculum coordinator with our director of curriculum, our college and career readiness um coordinator and that's Mrs. um Mrs. Vaughn. I went on and added that position there. And of course, those were the big changes. And you know, we still have over on the CF side, we do have that vacant um position there. And we have other vacancies that are listed
015here, but it was important to note that we do have the vacant finance director position. And I just left that as being vacant. So this is the org chart um the recommended org chart that I'm bringing forth to the board um for discussion um for 2728 and um it is just part of you know what we do at the beginning of the year and the chart is another item that I would have to review as we are planning for the 20 um and I'm sorry there will need to be a correction on here because as I'm looking at at it. I have 2728. Um I am a year ahead. You can tell I'm moving this alone, right? Um but the correction will be made is actually 2627. Um I'm moving this right along. So I
016will make that correction to where this is for the 2627 school year. And where I'm going is that for the 20 this OG chart may look um a lot different because as we are talking about aligning our budget and being more um being financial continue to be financially responsible in regards to how we are funded by the state with class size allocation during this budgetary process that we are already starting for 2728. As we are opening the 26 27 school year, I cannot just look at the school center. I have to also look at central office area as well if that makes sense. So thank you um madam chair and board. Thank you. Are there any questions? If not, I will entertain a motion to approve the board organization chart for the 2026 2027 school
017year as presented. Madam chair, if I can get if I can get madam chair, I move that we approve the organization chart for the 26 27th school year as presented. It has been proper moved by Priestess, second by Wilson that we approve the board organization chart for the 2026 2027 school year as presented by Dr. Sheffield. Are there any questions or discussions? All in favor, let it be known by saying I. >> Oppose have the same right? Hearing none, the motion to approve the board organization chart for the 2026 2027 school year as presented by Dr. Sheffield carries 7 to0 6.2 2 fiscal year 2026 2027 budget re review third reading Kathy Clarkia CFO Madame Chair as Miss Clarkia our CFO is coming to bring forth a third reading for the 2026 27th um budget.
018I do want to um thank the board up to this point through our first and second reading and also um remind the board that Miss Clark and myself last Monday the 8th had an opportunity of presenting our our budget um to county council um and county council um did vote um to when and agreed um in regards to what was submitted to them. But I will immediately turn this over to m um to Miss Klasia CFO. But as she take us through the third reading um again just reminding the board again in that same breath. Um and I'll go ahead and thank you um as for your support up to this point and again reassuring you that we understand how things have to look differently um as we enter the 2728 budget cycle and I've
019already started talking with um our principles, our district leaders and understanding how our 2728 budget cycle is going to look different. um and there are hard conversations and principles, they do hear it. um because I've already have one now that has a vacancy um that's thinking in terms of starting that process now and not even filling it um because next year um it may be a position that will be accessed um based in regards to how we are um having to really look at our class size reduction and fund more closely to what's funded to us by the state because we will not be able to continually go into our um our fund balance. Um but what I can say and thank the board um and the team in regards to the work that we
020have done just to be financially stable to where we have an opportunity just this time. >> Good evening board chair and all. Um I think y'all all have in front of y'all the package for the third reading proposal um budget. If you'll turn to the um second page, I just went ahead and put this in there. Again, I wanted to remind you I wanted to remind you all of the um the the ways um House Ways and Means and Senate now that I have um that they are coming in align with each other and agreeing. So, the house and the waves means are still keeping the teachers at the $2,000 increase per sale that they had done that the house had originally done. The bus driver still is only being at a 2% based on
021the state and not on um our actual um pay grade. So, and then the retirement is was no change in the retirement either for the employee or for the um employer. And then the health insurance was the same. there's no increase for the employer or the employee. Um, if you turn to the next page, you will see our tax millage. And this is just a reminder again of where all that stands. Um, we right now are at based on our assessed value, we're at $47,574 meal. That is equivalent to we got the CPI increase of 2.60, which is equivalent of 6.6 six meals that got increased. Um in that increase we began with in 2025 or in this current year of 250 and then in the military increase based on the CPI was that 6.60
022we just talked about and then the proposal rate then would be for 2627 of that 257.10 and as Dr. Sheffield said we took that to the county council and they have approved that. Um, then if you turn to the next page, you will see that I just I did instead of going into the total same breakdown again, I just went and wanted to remind y'all of all of our areas. So, our total local revenue would be that 12,387,219. Your transfers, your total transfers would be to 3,4 I mean, excuse me, 3,453,457. That does include that deficit that we were talking about um of 3,313,000. We'll see it as we come on through the end there. And then the state and the [clears throat] reimbursements was for 20,660,590 giving us a total of 36,21,266 for revenues.
023If you turn to the next page, we're looking at the expenditures expenditure side of this. So I wanted to highlight again the total salaries. We are at 18,448,362. The fringe and benefits that would go with that would be 9,196,838 bringing your salary and fringe to that 27,645200,000 for your support which would be your non-payroll. So that' be your maintenance um your utilities and all of those type things. Um supplies that is a total of 8,556,65. So that brings your total expenditures to the 36,21,265. If you turn to the next page, you will see based on including from the fund balance, we end up with a balanced budget of that 36,21,266 between your revenue and your expenditures. And again the fund balance that we ended with at the fiscal year 25 was 6,232,122. That deficit that
024I was just talking about earlier is the 3,113,31. That would bring that fund balance down to 3,118,791. However, to help with not pulling our fund balance down that low in the year of if you'll look at the next page in the year of 2024, um we you all agreed that we would move some of our fund balance that we had over into a capital fund to be able to use for either one bring back to protect our fund balance or two to spend on capital if needed. Um so therefore we're going to move that 3 thou 3,113,331 from that capital fund and the fund um that would leave you a balance of that 4,865,47 in that um keeping that fund balance again safe. We may not end up moving that whole 3,113,000 and that's what
025we would hope for, right? But we do put it there because we want to keep our fund balance safe. Um, so with that, um, I'd like to ask if I could have the third reading approved. Board members, are there any questions? Foy, >> Miss Colclure, I was looking over the um what was presented at the second reading and hearing. And while the the total numbers have not changed, the um I did notice a difference in the the CPI rate and the millage rate increase, I just want to make sure that what we're presenting here is what was approved by county council. >> That is true. the um when we went back the first time the county and I had not gotten together and finalized that um assessed value. >> So when we went through and
026assessed that value that value changed a little bit by by going by the 97% and pulling it we were being able to hold which is where we pulled from last year was 97%. So that's not being high like we didn't I had being in the very first I was being very conservative and took the 92% side right >> but by coming up once we could tie those numbers down for sure on the assessed values the most current assessed values because remember I was going on two year old assessed values when we started. Um, so then the CPI percentage, it did go, it did change just a little bit um, from what was originally put out. So that changed that equivalent meal ratage from what it was before. >> As I'm sure you recall, we've had
027an instance where the county did not assess the millage rate as we Yes. >> And so I just want to make sure that what >> Yes. And that that's what we came when this final one here now for my third reading, we both came to an agreeance on what all of that would be between me and the auditor. So, um, and then that way when we presented it to the county council, county council, we already knew where everything would fall at. >> Are there any other questions? >> If not, I entertain a motion at this time. Madam chair, I move that we approve third reading of fiscal year 2627 budget as presented. Second. >> It has been properly moved by for second by priest that we approve the 2026 27 budget as presented. Are there
028any questions or discussions? All in favor let it be known by saying I. I. >> Oppose have the same right? Hearing none. Motion carries 70. Approval of athletic fields maintenance service vendor recommendation following the u request for proposals. Good evening again. Um madame chair and board as you will recall we I came back to you um earlier back I think it was 62 when I came to you. Um, we had some concerns and I needed a little bit more time. We had some questions that we put out there and I needed to get those answers and get documentation on those answers. Um, we have done that now. We had two people that actually or two companies that actually um bid it for this. One of them was Southern Green and the other one was Think
029Big Pros um LLC. Um, with reviewing the information that we reviewed, um, Think Big Pros LLC, we found them to be nonresponsible. Um, some of the things that they were saying um that they could provide for the district. Upon doing the review and asking the questions, we found that the even the um person that they had sent us to for their references said that they um had fell short for them. So we felt that it was best that we move them to nonrespons um non-responsible then to offer them the bid even at them being a lower bid. Um, with the second bid, which was with Southern Green, we found them to be nonresponsive offers and it was because they were so high that it wasn't even reasonable in our opinion that the price that was
030be that was coming in to do the small um the a size of what we were asking them to do. So, we found them to be nonresponsive offer and we will resubmit out um a bid or or start the process again to find what is going to be our best answer to be able to um find someone to be able to do the field um the athletic fields. >> Board members, you heard the presentation from Miss Klasia. Do you have any questions? Are you presenting these for approval? We need to approve these these uh determinations. Yes, you need to approve them and approving that we will not be bringing you a bid that is going to satisfy working with the um maintenance fields, the athletic fields, and that we will have to take go take
031another step now to come back to you and let you know whether if we're going to put an RFP out or what we're going to do to try to um accommodate the needs that we have. Okay. >> Are there any other questions? So if just a clarification, we're going to terminate both of these bids and then give you opportunity to go out to resubmit and do whatever necessary for other bids. >> That's correct. >> Thank you, Madam Chair. I move that we approve the um determinations of nonresponsive and nonresponsibility as presented by our CFO and authorize her to readverti re-evaluate um advertising for the service. It has been properly moved by Foy, second by Wisdom that we approve the termination of the presentations of the two nonresponses um RF RFP and to give Miss Clarkia
032the opportunity to go out to revertise um for additional bids. >> Thank you. Are there any questions or discussions? Dr. Sheffield. >> Madam Chair, I just want um for Miss Clarkia to talk because I know we're coming up to July 1 um where we will come into a new physical year. So, I'm coming into the new fiscal year. It's just working on a plan to make certain that um we're able to continue um the maintenance of our athletic fields. >> Um yes, ma'am. um with this we have to go through our um protest period so before we could even offer to put something out again. So that would last until June 30th. Um so we will go through our protest period but still yet in that time we will be starting preparing and trying to
033so when July 1 comes we will be able to start immediately with putting something out and trying to start this process again. We may find that um we feel that maybe there needs to be a little bit of more restrictive language that could be in the RFP, making sure they had certain certifications and that way we would have someone that we felt was more qualified to be able to um present for the RFP or send us a bid for that. So, we feel like there's some um things that we could offer to do a little bit better that might help with being able to get a more um someone that would better fit with the qualifications. previous motion on the floor to um to terminate the nonresponses offer um and to provide Miss Coclesia the
034opportunity to go out to re um advertise for bids for the um field. Are there any other questions or discussion? All in favor, let it be known by saying I. I. >> Oppose has the same right. Hearing none. Motion carries seven to zero. Terminate the the presented um bids and to go out to do a readvertisement for new bids. >> Okay. Thank you. >> You're welcome. still approval of custodian services vendor recommendation following the request of proposal process. Okay. Um good evening again in front of y'all y'all see the bids that we received in for our custodial. Um you probably see some large um ranges there. Um one of them we found um nonresponsive. they did not have all the documentations that was required to have and we found them as nonresponsive. um the company,
035we did the scoring and went through and determined um with the information that we had received that Harold office um supplies would be our one that we would choose or recommend to you to be able to choose to do the just the custodian at the um new high school. >> Is there any questions on that? >> Are there any questions? Priest. >> This is just the high school. >> Sheffield. Dr. Sheffield. >> Vice Chair Foy, you can go ahead. I'll come after you. >> Why is you? >> Oh, go ahead. [clears throat] >> I guess I just have to ask. We we just um terminated or dismissed a bid. You we weren't given the price for it being reasonable, but I'm looking at these and have to ask how have we would determined that this
036is a reasonable um fee because as you mentioned it is quite a large sum and we you know we're we're not going to be maintaining our athletic fields which concerns me. Um but I do want to do so at a reasonable cost and I just would like to ask how we've determined that to be reasonable. How we determined that this was reasonable first was being in comparative to the other as well as we took the cost we looked at the cost that it had cost the district to do for the maintenance side um with your custodial um for the current high school and with comparing those you did not have a lot of difference in um I don't want to say a lot it was a lot but it was within reason the difference as
037well as with this program the the part that we have had in the high school um the current high school they are supposed to have seven um custodians in there and they actually most of the time only have five and then they end up with two subs that come in and out and that sort of thing. So with this program, what we asked for in the RFP, we were asking that we keep at all times at least seven custodians on site or I don't want to say at one time, but on site through the day of the um school day. Then we asked for two to stay on from the 3:30 till the um 8 o'clock to make up for that after hours that we continue to seem to have a problem that custodians are
038leaving earlier and you're getting a lot left behind. Also on that you know this when we review it um we've had some turnover in the custodial um for going into the 26 27 year. So, we felt that with that happening that we could, we had talked about earlier about being able to pull um what were we going to do with the custodians that was at the high school, right? Where would they go? What what would happen? Well, one of them we have agreed to send over to which is our kind of our lead custodian. We have agreed to send them over to the new high school, um which would be one of those people that's inside of that group that we just talked about. And then with the other one um with the other basically
039four that you had left, right, we ended up with four um vacancies that left. So we would be able to filter those back out through the school and we will still have negotiation with them because once we start in this and accept this we'll go into a little bit of negotiation with them as well on this because we see some where some places where what we put in here we could even adjust a little bit like having those four leave and moving those over. we could take one of them and actually during the day do the do the the old high school where we were asking them to do the the high school, right? So there's there's room for negotiation and trying to even bring the price down a little bit because we're not going
040to need the same requirement when we went into the RFP that we thought we would need. So with those ways we're hoping to cut and then on top of that with looking at what we were paying for the size of the building that we were in then you have to say it becomes more reasonable. Right? If you get back to your square foot of what you're actually paying 206,000 square feet versus 63,000 square feet, right? So, you have to look at that at how that's balancing itself out and you're not really getting um you're getting cost value for that of doing the a much larger building and with hopefully going through the company we're going to have our custodians at all time in there. Correct. And that that's our goal that they have to furnish
041that um at all times. Did I answer a question? Vice Chair for >> good pre. >> Thank you. I apologize. If we I I'm looking at number four. Um, that's uh those seven consulting and I I heard you say about the square footage and all that and I know you got to do the math on it, but why did you eliminate number four? >> We eliminated number four because they were nonresponsive with not having all the paperwork that was required. They didn't present everything. um they could have been a contender had they, but there was a lot of um information that they did not submit to us that was required and everyone else met that goal of submitting that. >> Are there any other questions from the board members? >> Dr. Sheffield. >> Madam Chair,
042I'm good. Actually, Vice Chair Floyd hit some of the points that I had. >> And the person will recommend it soup. Which one >> is um the Herold Company supply? >> Okay. >> I mean, Harold office supply, [laughter] >> Dr. Sheffield. Um Madame Chair, um Miss um Miss Carlia Um, you may not have I guess this is a data question and I know you said you looked at it in regards to what we are currently what we were paying. paying as a district, right, for the custodial staff and I get the square footage and looking at the different looking at the different the different sizes of what have you much larger square footages and so forth. Um, but and it may not be a fair question, so I probably need to leave it alone in
043regards to looking in terms of just the dollar amount in regards to what if we had a full staff um like what that would have ran as a district comparing to what they what this cost is now. Well, I can tell you with what we had, we spent around 300,000. Okay. With what we had >> and that's with the staff of five and not seven, >> right? Okay. Um, do these numbers also include not just labor but also materials, cleaning supplies? >> This is all supplies and labor in this price. >> So that number that you quoted with the staff of five, was that just labor salary and fringes? >> That's labor and supplies and everything for >> Oh, that included supplies. So, this also includes supplies, um, equipment. >> Well, equipment. Yes, it would
044be on them to bring any equipment that we did not probably already have in the um thing, but it would be on them and we would not be paying for the equipment. >> Yeah. And who will be overseeing this um service? Who who would this be under office of maintenance? would they report to him or or who the principal? You know, this is this a big um service that we're procuring and that we haven't procured before. And so I guess I'm just curious who's who would be responsible when they aren't getting the job done or to make sure they're getting the job done that we're paying to get them done. Is that whose shoulder whose lap is that going to fall into? >> It would be the directors of operation. >> Okay. So, and I
045would work with even close with my director of maintenance to help me keep an eye on how things were running and making sure that everything was um all rules and regulations were being followed. And I guess I have one final number. Is is this in our budget that we just approved? One final question. It would not be because we approved on originally the 300 and um it'd be a little over 300,000 but 300,000 that was in the budget. Madam Chair Preston, Miss back to what Miss Foy said, we already got 300,000 you should be spending and we have to supply the equipment and everything having gone through something similar to this before principal that the the last thing would happen when that person does not this company when they don't do what they're supposed to
046do, it's going to it'll finally get to deal if they don't do it after you we've dealt with them, >> right? and the board be anyway back to where we were. We only going to be we 200 some thousand dollars off but for what you got here what you say we already paid you we got a larger building they going to bring their own equipment so I think you answer my questions I I don't have problem with long as they do the job and the principal be I'm thinking the principal would be the person who would tell them my bill is not clean and they didn't do this they didn't do that and that would go from there thank you >> I would think it would be a partnership to help in all areas. >>
047Um homes >> um you mentioned that the director of operations would be um >> responsible. >> Where is that on the org chart? >> That would be fallen under the CFO. >> Okay. I just didn't see it here. >> Are there any other questions? I think we just kind of like want um everybody just asking questions because we want to make a sound decision and we also want to be conscious of our budget because you have done a well um a great job in keeping us balanced and everything else and we want to make sure everything remains balanced. So where would this money come from? Oh, if you can if you're not ready, I understand the >> I'm sorry. >> I would say that the money would come from us carefully watching our budget and
048being able to and again even with this part we're working with them and negotiating some on some things like I said that we could have changed maybe that would help the budget out. um and then being conscious of our budget on how we're spending with inside our budget. So, are there any other questions? Dr. Sheffield. Um, Madam Chair and board, I of course um, Miss Carlasian and I I've worked very closely together. Um some of these conversations they come right here. >> Um it's because we're pushing each other and we wanting to make certain that we are making the right decision >> and this is a big decision. >> Um you know I think the team well I think the team has done a great job. You know you put the RFP out you had
049an opportunity to talk with companies now they're coming back and hearing questions for the first time. um board, you're amazing. Um we know with our foyer, you're not able to talk through this. We're having these conversations. Um and I just want to put out there, I think, um we're in a position to where we probably need to um say we're not ready to make that decision right now. And that's perfectly okay, right? Um, and we do have um I know our next regular meeting is not scheduled until July 21st. Um, Miss Farmer will need to um direct us um that if we need if we wanted to do a um another a call meeting um just to get more information or ask Miss Casia to bring back some additional information. Um it's okay to do
050that. I just want us to make certain that this is huge and don't want to make a a dec a hasty decision tonight or for us to feel the pressure that oh we need to make this tonight. Um if it's something we need to back away from think about um and to ask her to bring us some additional information to where we feel good. >> Yeah. >> Um that's perfectly okay. I just wanted to to say that >> at this time I would like to pull the um board members. Gary, what is do you have any thoughts Holmes Wilson Foy? I I guess I just want to add um I mean I agree with Dr. Sheffield that um this is a big decision and I don't want my questions to be you know interpreted as
051um unsupportive because at this previous meeting when you put this RF Q in front of us I um I was glad to see it and I still am. Um, I guess I just um want to have a a not only with the numbers, but because this is, you know, new, um, have have we thought it through, not only financially, but, you know, I I'm pulling up and I'm I'm all of a sudden I'm thinking about things like I see times 8:00 p.m. Um, well, sometimes I think we have custodians come in, you know, after football games that might be 10 o'clock at night. you know, do we have a plan for how we how we provide needs outside of these hours? And I guess those are things that I know we'll work through because I
052know we can, but um I just want to make sure that we've you know that we um if the time is available, but I don't want us to be opening a new school when we don't have custodians either. So, um, you know, I do if if if you're comfortable in it, I you know, I am, but I if if we have time to delay, then that might that might be wise. >> Preston, I've seen this animal before during my 40-year tenure, and I agree with what's been said. We need to go back through it and lay all the things we got on the table and then you have a chance to go back and do what you got to do. But after all is said and done, we got to clean that new big building
053and it's got to be done properly. >> Right. >> Thank you, >> Long. So, you said there's going to be two shifts that's going to handle the school. My one question is our current staff with us opening in August. If there is a delay tonight, where does that set us up for when we open the new school? Because we will have to get the custodians in there prior to the kids getting there because it just came out of construction. There's things need to be done, >> right? Um I would say that we would still have the support of instead of sending the other four into um a a different school that we would take this time if we needed to. And I know that would call cause a minimum stress on the other schools, okay,
054because they got vacancies out there, right? But it would be valuable to make sure that we're making the right decision, right? And I I think we can afford that. So, I think we can afford to make that right decision and feel comfortable with what our decision is. Yeah, I agree 100%. If I'm correct in polling the um board members, it seems like um everyone is in agreement that we do a call meeting um considering the needed time to get it done, but at the same time considering that we want to make a sound decision, a decision that we all can live with and not put a strain on the budget and us moving forward with other things. So, am I correct? Is that the consensus of the board? You want to do a call meeting?
055Anybody object to it? Okay. All of all um make a motion, please. Madam Chair, I move that we um postpone action on item 6.4 to a um future called meeting at our earliest convenience. It's have been properly moved by for a second by Holmes that we postpone item 6.4 until a later day or a call meeting at a later time. Are there any questions or discussion? All in favor? Let it be known by saying I. Oppose have the same right. Hearing none. Motion carries se um 70 to postpone 6.4 until a later date a call meeting >> Dr. Sheffield. >> Madam chair the I was trying to get in during the question discussion I think that's and this is a question um that could help us is this and I think Miss Farmer we have
056the meeting scheduled for July 9th. So, is this an item that we could add or do we can you direct us? >> Okay. So, Madam Chair, um we already have a um meeting um scheduled um a call meeting for July 9th um regarding um executive session for um where we were going into executive session for client privilege. And of course, this will not be an executive session item, but I would make a, you know, I could say to the board that if it's the desire of the board, um, Miss F and I are working on that agenda to post um, before the holidays and we can add this as an agenda item for July 9th if that's the will of the board. >> Board, you have heard um, suggestion from our superintendent, Dr. Shepier that
057the item 6 6.4 will be added to agenda for July the 9th. >> Yeah, I move that be have item 6.4 added to the agenda for July 9th. Second. It has been properly moved by Pria, second by Wilson that we add the 6.4 four item on to on to this evening agenda to be included on the July 9th meeting. >> Are there any questions or discussion? >> Discussion. Madam Chair, >> Dr. Shiff. >> Madam Chair, um I will just ask if the board is okay with us reversing where we go into executive session first since we will have our attorneys here for attorney client privilege. Um and then do open meeting after executive session and that meeting will start at 2. I think you all had said at 2. >> Okay. >> Previous a motion
058um all in favor but let it be known by saying I >> I >> oppose have the same right hearing none. Item 6.4 four will be added to the July 9th meeting and will be held prior the exit session first >> executive session will be first >> and then um open session um on the end >> all in favor did I vote you got okay motion carried 61 for four will be added to the July 9th meeting and exe with the executive session first and open session last >> Madame Chair and I promise you this is the last um but we want to get this right um and I think Miss Farmer >> are we within I think if you have if board members have any um followup that they need from Miss Carlasia pertaining
059to this that individually they could send those questions to you and maybe we would get it to Miss Carlasia to where we can have the questions um if I'm saying that right. Um, and so, Miss F, if we look at our calendar, um, in regards to, excuse the sport, if we look at our calendar in regards to getting that information to where we would have time to plan and be adequately prepared for the board, um, I would say by the I would say by the 25th, which is a Thursday, I think that is, but that's Jul um, June June 25th. So, I would say by June 25th, any questions the board may have that they want to get to Miss Carlasia um to be prepared for as followup for our July 9th meeting if we
060can get those by the 25th to give us time to work with the team board. I'm not giving homework. It's just for us to try to because we want to make certain that we are prepared for whatever the board needs. >> We will take the information that Dr. Sheffield just presented as um for information only. Uh if you have any questions that you need for uh Miss Caucasia to pursue or try to answer to, we would like them to be into uh Miss Farmer by June the 25th. Moving down to 6.5. Approve approval of capital program management and coordination services as selected through the AR FP process. >> Good evening again. All right. I am very excited to bring y'all this news. um we put an RFP out for the capital project manager. And so
061with doing that, we had four fantastic groups that came back and as you can see with the scorecard, we had a very good turnout with they they are all very good. Um it was a hard choice to be able to and it was the numbers that Julie came down and wanted. Um so based on that information um the I would recommend to the board that we choose Cummings Group um which had the highest score of the four that we interviewed. Do y'all have any questions on that? >> Well, me members, are there any questions? >> We when we talked about this, we were getting them on board in anticipation of future projects. >> That's correct. Will is that still the case or will will they be actively start managing any of our ongoing projects or
062>> Yes, they could start starting July the 1st with helping with any of our projects that we're taking on or [clears throat] through the process of it. >> Are there any other questions? Dr. Sheffield. Um, but I think the big part of it is that we um I get think we do need to and I'm the funding portion. Was this included, Miss Carlasia? They do give a funding amount but that funding amount they are not um again by doing the RFP we put out a >> okay >> a number right and they had to base it on that number um and a lot of them gave the two scenarios if you were to do it all in one year or if you were to stagger it out um that sort of thing. So um the
063numbers when it all came back with the way the numbers were done on an annual basis they actually came close close to each other in their prices that they gave. Again that wasn't we that's why we don't take the bid price because that's no guarantee. It's based on again what the true um project we take on. If we took on a smaller project it would be less than probably what they had offered. Right. So all they could do is based on the projects that we put out, give us their estimate of what that project would cost us if they did all of those projects that we put in the RFP. Um again, and they took all of them took kind of a two-step approach where if I did it um all in one year and
064was taking them on all in one year, well, naturally it cost more, right? Because I'd need more people. I would need, you know, more people on loops on the ground making sure that these were all being successful and having to go out to the different schools and that sort of thing and making sure it's success where if you take and do the staggered approach where we take over a fiveyear period or whatever the case may be, then you become less because I can use that one person, right, and keep taking only that one person that keeps up with these projects that's going on. Maybe you've got three projects going on at one time. So that one person could handle being over that three. But if you had, you know, nine to 10 projects going on,
065then you would need more than just that one person to be able to handle that. So So if you looked at it, they did the both scenarios in that way. If they did it all at one time or if it became a stagger and again it would be based on what projects we actually ended up offering to them. So they will be So we do not pay until >> We do not pay until they to whatever project we have. >> So there's not a retainer like to retain >> to retain them. >> No. >> Okay. So that was I think that's where I was going in regards to the So there is not a retaining charge. >> There's not a retaining charge. >> Okay. As we talk about our um our infrastructure and our capital
066needs and we know that there are um much infrastructure and capital needs here and we've started that process to where we're looking at um state funding USDA I mean you know um congressional fundings and so forth. I I guess what my immediate question was is making certain that I was clear and understanding that we know that it was not part of the there was not a budget line and we do not have no major projects right now knowing that they will be some projects coming but we would not be expected to pay anything as of July 1 when they came on is once funding has been secured Um and the work has begun, >> right? Because you'd basically be paying them for any time that they serve with us, right? >> I think I said
067that right. >> Um we even one of them went as far as breaking it down per hour, right? So it's going to be based on the time that they serve and what project how what big how big is it? Um and and that sort of thing like how much is it going to time is it going to take them to be able to accommodate for the project, you know, and everything that they have to naturally You know, when you say have a flat base, I don't want to I don't know if I want to call it a flat base, but you would know that if they came in and knew they were going to need 10 hours on something just to get it started, that you're going to probably get paid for that 10 hours,
068right? But it'd actually be because they had worked that 10 hours, not just because they were saying, "Oh, well, this is what I'm projecting and then I only worked six hours." Does that make sense? So um that's why I say it would be based on the project in which whatever projects we were getting them to work on that would help determine that cost. Thank you coers. I think that brought a lot of clarity um to all of us knowing that it's going to be based based on the work and the time. [laughter] Are there any other questions? So their funding will be based in the actual project cost. It's not going to come from general fund which I know the monies is coming from the same people the taxpayers overall but when we put the
069project out there and if the project's amount is just say $100,000 their funding for their part of this will come out of that $100,000 when we project >> come out that capital. they would come from your capital and um is where we would want them to always be charged is under your capital >> and again like I said they you know they may put it if you had a $10 million because right that's how they're bringing you your cost back right you had a $10 million project that you were going to work on and that's what it was coming to then they may do the percentage upon that $10 million right and then and then they're going to start showing you their billable hours in their how how that's being used in their percentage or
070whatever. Um so that's how they would follow versus um just because we go ahead and say now that they automatically have to pay we have to pay them something. Does that make sense? Board members, you have heard the presentation from Miss Caucasia in regards to the approval of capital program management and coordination services as selected through the RFP process. At this time, I will entertain a motion. Madam Chair, I move that we approve the CFO's recommendation um to accept coming group as capital program for capital program management services. It has been properly moved by for second by priest that we approve the recommendation of common group of the capital program management and coordination services. Are there any questions or discussions? All in favor let me know by saying I >> oppose have the same right.
071Hearing none. Motion to approve the communist group as the capital program management and coordination service is approved and carries 670. >> Great. Thank you so much. >> Thank you so much. We are down to number seven, superintendent information and action items. U Madam Chair and board, um I'll be brief um this even I will I'll be brief this evening because I know we still need to go into executive session. Um, but I do want to start um by saying kudos to our um CFO, Miss Casia, and our director of finance um excuse me, our director of federal programs, um Miss Yman, Devana Yman's um you all know um where she's where they work with leading our federal dollars, all our title dollars. And each year the state they complete their annual risk assessment and on
072last year this time last June they submit their risk assessments at June of each year and it's always a year behind but last June this time you know we were telling you that we were considered to be at medium risk and they provided us about eight areas that we needed to um improve on in terms of returning reports in on time in terms of just turnover and the list goes on um however last week I think it was June 9th um board chair Robinson you may have also gotten a copy of that letter um that the state did notified um the superintendent office that um this report for this coming um for this past cycle we were at a low risk Hampton County was at a low risk um there was no um with no
073findings no corrective actions or anything that were there so I just want to commend the team um in regards to the work that they're doing. Um there's a lot and we do have to push each other and hold each other accountable. Um and many times, you know, people get frustrated and angry um of the push and so forth, but you know, it's um it's all in good spirit and you know, I'm being able to take the corrective feedback. y'all. Like, we're now here talking about our finances and wanting to make certain that we're making the right decision and not wanting to be rushed with the decisions that are being made and just wanting to be able to maintain our um these are the kind of ratings that we want to keep. You know, there were
074no findings with the audit um that we had from past year. Um and our Moody's our Moody's report is in great standing and to get this report from our regarding our federal dollars um is great as well. We just don't want to, you know, we won't want to deobligate in terms of having to send monies back and that number is coming down significantly every year. We're getting there. So, just kudos to both of those ladies in terms of how they're running the department um and the work that is being done. And of course, um, you know, with the principles, everyone that's involved in terms of just working and getting all these things done for us. Um, as a reminder, I will, you know, we do have our DET graduation tomorrow here in the multi-purpose room
075at N district at 5:00 p.m. I will um be here for any of you that um have time and can fit it into your schedule. And also we are preparing um for our rollovers for 2627 to start the new school year. In regards to those big um big rollovers, I spoke with Miss McGrath this morning. She and I spoke briefly about P school that's rolling over all of our students, rolling over all the databases, you know, and everything. Um and Miss Carlasia has a big rollover that's taking over in her department, you know, with the time and attendance and how we're moving over as it involve payroll um with Ed Leo and the bookkeepers and things. They were in last week for their trainings and they're continuously working with staff and we're getting to-do list
076in terms of things that must be done to ensure a smooth transition with all the rollovers. you know, you tend to have hiccups, but we're hoping not to have any hiccups. But I want to assure you that staff is um working and just preparing closing out this year and moving into the um to new year. We are um on schedule with the move in um from our high school campus from Airport Road over to 601. The moving trucks are scheduled for July 13th. We're still on schedule according to Miss Casia and um we're working through some small hiccups. Um there are small hiccups. We're getting hots, but I can assure you we're still moving in and we're working through and a project as massive um of what we have going on there. You expect the
077small hiccups and you know, we vent um we yell, we scream and then we figure it out. So, we're just figuring out the small hiccups and we're going to get through it. So, thank you to the team that's working through those. And I know um Miss Hixon um she's been spending a lot of time there with PRTC and you know, they're working in terms of all of the IT pieces and things that are happening and they're already scheduling um trainings for staff um and so forth. And we're already getting um some of our permits and so forth in terms of um for clearance. So, it's just it's an exciting time. Yesterday, um I think it was yesterday. I can't keep up. Um I think it was yesterday. Um we did meet um the ribbon cutting
078committee because you and I we would not meet again. We will not see each other again um as a board until that time on July 9th at 9:00. Um we met yesterday um there and we are in good shape. We feel real good about it. We're excited. board. I did send you I emailed you a draft copy of the program. I emailed it to you and asked for any feedback that you had. Um some of you I reached out to because I um was trying to mix it up in terms of you know the program and so forth. We did get some feedback and I've we've made those changes with the feedback that we receive and in your packet is a final draft. Um, if you're good and you find no arrows and no more
079um adjustments or recommendations, we will like to um submit um to send out for print um tomorrow morning. Miss Farmer, I think we would like to send out for print tomorrow morning. You all know Miss Farmer is very timely. Um so she's asking that if we could just finalize where she could send out for print. So I ask that you would look over. We have sent out all mailed out all of the invitations. Some of you have reached out to the office and make certain that there are individuals that we have sent those invitations to. The honorable our state superintendent, she has confirmed that she will be in attendance. also our former area um former state superintendent um Molly Spearman that was part of here um part of the initial um funding um for this
080beautiful facility will be um will be gracing us with her presence as well and of course Dr. Wilcott. I'm looking forward to seeing him along with many of the other board members. They will be here. So, it's definitely um an exciting time. Um we also have sent out and released um our tour um community tour dates. We had two tour dates um the 22nd and the 23rd. The morning on one of them and then the evening on the other. We have gotten feedback and we take feedback very well. Um feedback is that will we consider a weekend date and absolutely we will consider a weekend date. Um the committee yesterday um right now we have a hold date for Saturday July the 25th which is that same week of the community tour of the weekday
081tours. So we are holding Saturday July 25th from 900 a.m. to noon. So I will stop there. you don't need to know have all the other um in the weeds of all the others. We have the tour guides, we have training for tour guides, we have all these great things that are happening. So, we will be putting that out for the community. So, for um if you have community members that are reach about the weekend tour date, um we will be releasing that tour date for that Saturday, July 25th from 900 a.m. to noon. Unfortunately, that weekend I will be out of time, but the team have said, "Doc, you don't need to be here for everything. We got it." Um, and I appreciate that. And, um, we have a lot going on. Um, and
082I don't think I'll say anything else about the ribbon cutting. I can tell you um, it's just going to be nice and, um, it's going to be an exciting time. And at this time, I'm going to stop because we do need to go into executive session. But before I stop, and I was just going to give you the numbers, but I'm going to ask um Julia if you can pull up the slides and ask um Miss Burton if she will come up and I'm going to let her go through this because I was just going to give you Come on, Miss Burton. I was just going to give you talk to you about summer feeding and thanking you all for the support. But when I saw these numbers, I mean, it's just let you know
083in regards to the impact that we have within this community. And um at times, you know, I just hold my head down, but this it just lets you know that we're doing the right thing. We're just going to continue moving forward. Paris. >> Uh thank you, Dr. Chapfield and the board. Um before I start, I want to actually introduce Miles Farmer who has been a support. uh we brought him on as food service operations manager to support me with doing these things and also going forward and everything else we will be doing for the community and for Hampton County School District. So I just wanted to thank him along with the managers and the staff that we have who are helping us do things as as this. So if you see I just want to
084give you an update on the summer program that we have with the bulk meals and this is just the bulk meals. This isn't the site programs that we have um like the um summer program, the credit recovery and whatnot. This is just us providing meals to entire community from children 18 and under. Um so what you see is when we first started, which was the week of June 8th, that turnaround was very quick. So we weren't able to really market it to the community and give them time to register. But we were all able to capture 122 families just to start within a small amount of time. And we're able to reach as you can see um 873 students. Uh total meals distributed 726. And the forecasted reimbursement that you see is 16,000 and that
085is breakfast and uh lunch reimbursement um uh as the state has it and their reimbursement rates. um site participation as you know we're utilizing Finel ESL and and North District. North District is providing meals or packaging meals for both Finel um and North District. So they have the bulk of it. Um but everyone is doing an exceptional job to provide these meals for the community. Um the next week, which is this week, uh this is only based off of a forecast. It's based off of registration and what is registered. So, we're still working out our numbers, but based off of registration, we're able to capture additional 100 families. Um, which is going to total to about 4,000 over 4,000 meals for the community, which is which is major, right? Um, and we just hope that
086people continue to register. Um, the meals are here. We're here this week, we're actually going to be here Wednesday instead of Thursday because of we're celebrating the holiday of Junth. So, we were able to reach out to the families and reiterate and just let them know that we won't be here on our normal Thursday pickup, but we will be here Wednesday. Um, but like I said, this is huge. Um, and we just want to be here to support the communities. We will continue to do things like this to provide services and meals where we can for the community. Um, and like I said, we just really appreciate the staff, appreciate the the support that you all have with allowing us to provide this service for the community. Any questions? Miss Burton, I know you said
087um this week we are um we're out Thursday because of Junth. Could you get with will you um make a note to follow up with Miss Long? Uh Mhm. Um follow up with Miss Long, the director of communication. >> Um >> I believe she >> she did. I think we sent out something, but today is already Tuesday, but I know I saw something out. So >> yeah, >> but just want to make certain that um we are probably I don't know if we need to do another push of a reminder out to families, so they're not showing up Thursday, >> right? >> Um you know, cuz I know we put it out, but I would just like to do like a quick reminder to just say, you know, thank you. you know, we um just
088a reminder um you know, we're closed Thursday because of and you know, because of Junth or whatever because of a holiday, we're closed. I'm looking forward to seeing everyone back on Monday or whatever. >> Okay, I can definitely do that. >> Yeah, I I think you know it wouldn't hurt to just do a quick reminder so they don't show up um on Thursday. >> Yeah, I can do that. >> Thank you. >> You're welcome. >> Thank you so much. because we all know that our children need to be fed through the summer because that's basically where a lot of them get their meals from the school and not in this area but in another school. I heard a little boy say today, "I come to summer school because I'm hungry." That broke my heart. That
089really broke my heart. But um just want to say thank you for providing for our kids. >> Thank you. >> Cuz we love them deeply. >> Yes. >> I'm going stop before I cry. [laughter] In accordance with section 30-4-7 part B, no action will be taken in executive session except A to adjurnn or B return to public session. At this time would entertain a motion to enter into executive session. >> Madam Chair, I move that we enter into executive session for discussion of personnel items related to hiring, termination, resignation, and retirement. It has been properly moved by for second by Holmes that we enter into executive session um for the purpose of discussion of personnel matters related to hiring, termination, resignation and retirement. Are there any questions or discussions? All in favor let it be
090known by sign saying I >> oppose having the same right. Hearing none, do we move motion has been carried to enter into executive session. Board members, at this time we entertain a motion to return to open session. >> Madam Chair, I move that we return to open session. >> Second. >> It has prop. It has been properly moved by Holmes, second by Miss Wilson that we return to open session. Are there any question or discussion? All in favor, let it be known by saying I. I. >> Oppose have the same right. Hearing none, we are now back into open session. Number nine, 9.1, approve personnel matter related to hiring, termination, resignations, and retirement. At this time, I would entertain a motion. >> Madam chair, I move that we approve personnel matters related to hiring, termination,
091resignation, and retirement. >> Second. It has been properly moved by home second by Wilson that we approve personnel matters related to hiring, termination, resignation and retirement. Are there any question or discussion? Hearing none all in favor there be no known by saying I. >> I oppose has the same right. Motion to approve personnel matters related to hirings, termination, resignation, and retirement is approved in the carriage 7 zero 10.1 at this time to entertain a motion to adjourn. >> Madame chair, I move that we adjourn. >> Second. >> It has proper moved by Holmes, second by Wson that the meeting journ. Are there any question or discussions? All in favor, let it be known by saying I. Post has the same right hearing. None. Meeting adjourned.