001like to welcome you all to the March 19th special work session of the city school board. I now call this meeting to order. Ask to please stand now for a brief moment of silence followed by the pledge of allegiance by board me. >> Thank you. I pledge algiance 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. Thank you so much. Agenda item 2.4 is the mission statement. Miss McWain. >> The mission of the Porsche public school division is to engage all students in learning that will foster academic excellence and responsible citizenship. >> Thank you so much. Agenda item 2.5 is roll call attendance. Madam cler >> Miss Aerson >> here. Mrs. Boom >> here. >> Dr.
002Cotton >> present. >> Miss Futrell >> yes. MWain >> present. >> Mrs. Mrs. Cessum >> yes >> Miss Shoemake >> Dr. Walker >> here >> Dr. Patillo >> here a present >> thank you so much agenda item 2.6 Six is approval of the agenda for March 19th, 2026. I entertain a motion at this time. >> Move approval. >> Second. >> Motion in Miss Trail. Second by Miss Boon. Is there any discussion? >> Seeing none. Roll call. Madam clerk. >> Miss Atinson. >> Yes. >> Miss Boon? >> Yes. >> Dr. Cotton? >> Yes. >> Miss Futrell? >> Yes. >> Miss McWain? >> Yes. >> Mrs. Cessum? >> Yes. >> Dr. Walker? >> Yes. >> Dr. Patillo? >> Yes. >> The vote is unanimous. >> Thank you so much. Agenda item 3.1. I ask now Dr. Cotton
003lead us into close meeting. >> I move that the board enter into a closed meeting under the provisions of section 2.2-3711 of the code of Virginia for the following purposes. Consideration of a student disciplinary matter as permitted under subsection A.2. Consideration of request for religious exemption from school attendance as permitted under subsection A2. and consideration of personnel matters including the assignment performance and resignation of specific school employees as permitted under subsection 8.1. >> Thank you. Have a motion. >> Second by Miss Boom. Is there any discussion? Seeing none, roll call. >> Miss Atinson, >> yes. >> Mrs. Boone, >> yes. >> Dr. Cotton, >> yes. >> Miss Futrell, >> yes. >> Miss McWain, >> yes. >> Mrs. Cess, >> yes. >> Dr. Walker, >> yes. >> Dr. Patillo, >> yes. >> Votes unanimous. >> Thank
004you so much. We're asking to close meeting and we will need the staff for Sure. See what I'm saying though? >> Thank you all. >> Ramadan ends tomorrow. >> Patience. >> Weird. >> We have gotten so many reviews at least in that last four years. I swear I never seen one like this. >> I'm literally looking reading this at the job today like what? Excuse me. >> Thank y'all for your patience. >> We're going to move to agenda item 4.1. Uh consideration of exposed additional case number 2025-262. I entertain a motion at this time. >> Move for approval. Motion by Miss Futrell, second by Miss Boon. >> Any discussion? >> Seeing none, roll call. Madam clerk, >> Miss Atinson, >> yes. >> Mrs. Boon, >> yes. >> Dr. Cotton, >> yes. >> Miss Futrell, >>
005yes. >> Miss McWain, >> yes. >> Mrs. Sessims, >> yes. >> Dr. Walker, >> yes. >> Dr. Patillo, >> yes. >> The vote is unanimous. >> Thank you. General item 4.2, consideration of Miss Pulson discipline case number 2025-26-03. I entertain a motion at this time. >> Move for approval. Second. Motion by Miss Boon, second by Miss Futrell. Any discussion? Seeing none, roll call, madam clerk. >> Miss Atinson, >> yes. >> Mrs. Boon, >> yes. >> Dr. Cotton, >> yes. >> Miss Futrell, >> yes. >> Miss McWain, >> yes. >> Mrs. Cess, >> yes. >> Dr. Walker, >> yes. >> Dr. Patillo, >> yes. >> The vote is unanimous. >> Thank you. Agenda item 4.3, consideration of religious exemption case number 2025-26-07. I entertain a motion at this time. >> Move for approval. >> Second. Motion
006moved by Miss Cessums and second by Miss Boom. Correct. >> Yes. >> All right. >> Any discussion? See that? Roll call. Madam cler. >> Miss Atinson. >> Yes. >> Mrs. Boone. >> Yes. >> Dr. Cotton. >> Yes. >> Miss Futrell. >> Yes. >> Miss McWain. >> Yes. >> Mrs. Cessum? >> Yes. >> Dr. Walker? >> Yes. >> Dr. Patillo? >> Yes. >> The vote is unanimous. >> Thank you. Agenda item 4.4 is agenda review for March 26, 2026. uh is located in your board docs and of course if you have anything you need added to the agenda not >> okay we'll make sure that is added uh thank you >> added soon but of course there are any items you need added to the agenda please send them over I forgot to bracio myself so
007we can get those added for our next meeting on 26 >> that just put that in there as a question >> yeah it won't be All right. Agenda item. >> Agenda item 4.5 as a VHSL update. Uh, Dr. Bracy and Mr. Carol. >> Uh, good evening everyone. >> Good evening. Good evening. >> Uh, I'm going to apologize in advance. This is a little lengthy. I uh wanted to make sure we covered uh every one of the topics uh that experience through this with the HSL process with the Commander High School basketball team. When the attorney says lengthy, that means it's going to be real long. >> It's going to be lengthy. Um, but my plan is to walk you through the eligibility situation as it unfolded. >> The division's response, where it stands now. Um,
008I will tell you I was involved with the division during this process, uh, from the moment that the complaint was received by the school division, which resulted in two hearings. Um, so I'll do my best to provide you with a clear account of what occurred. Um, I'm going to re read it because I I prepared a written uh recitation of these events just to make sure we capture everything. So, on Tuesday, February 24th, Manor's athletic director sent a formal report to VHSL regarding the active participation of a player during the February 19 region 4A girls basketball postseason game. That report acknowledged an issue that was brought to the division's attention by VHSL that same day. As a result, VHSL treated the game that was played as forfeited and Manor was effectively removed from further playoff
009participation. 2 days later on Thursday, February 26th, I received an email courtesy copy of an injunction complaint from an attorney representing the parents of the girls basketball team. My immediate review of that complaint was that the school division was not a named party. It had not been served with proper process and it was not at that point required by the rules of the Supreme Court of Virginia to file anything or appear at any hearing. It did appear, however, that our athletic director from Manor was named in the lawsuit personally and not in his official capacity as a school employee. Importantly, the complaint, excuse me. It's important to note that the division didn't receive a notice of a hearing, which is the typical process you get when you're involved in litigation when a party is attempting
010to set a hearing. Uh, we didn't receive a notice for the Friday hearing the next day. Mr. Excuse me, the athletic director had not been subpoenaed for that Friday hearing. Uh, and I'll address that in just a moment. Indeed, no one in the school division knew about the Friday hearing until after it occurred. On Friday, February 27th, the situation moved very quickly. I had the complaint sent to the insurance carrier to put them on notice just in case. We obtained the relevant VHSL transfer rules and made sure the division was watching closely for any notice of hearing because emergency injunctions do develop quickly. That afternoon, VHSL provided a copy of the emergency injunction that was entered by the court earlier that day. Again, that's Friday, February 27th. And in that order, it included a Monday
011hearing date uh that was set to finalize the case. At that point, again, neither the school division nor the excuse me, nor the athletic director had been noticed for the Friday hearing or the Monday hearing. Uh, however, I reached out to VHSL's council to discuss the case. I worked with the division on media messaging at that point and once we discovered that a show cause was issued against the athletic director for not appearing at the Friday hearing, I helped to arrange outside counsel for him. This is because although I represent the school board and not Mr. Excuse me, not the athletic director personally, it was important that he be protected and properly represented uh given that circumstance. Over the weekend, I worked to get the facts nailed down and to prepare for the Monday hearing.
012I spoke with the athletic director at length, obtained the transfer waiver documents that were really at the root of this issue and the VHSL handbook materials, and participated in discussion with the relevant parties, which included VHSL and uh attorneys from other jurisdictions. The division's position was consistent throughout. We were not going to hide um from the facts in the case. Uh but we did not believe that a student athlete and the team for that matter should lose their postseason opportunity because of an alleged failure of adults to complete paperwork and follow procedural steps. That actually became an important theme in the case and how it was presented and ultimately decided which I'll address in just a moment. On the morning of March 2nd, before the hearing, I worked to obtain the eligibility and transfer records
013needed to show that the student would otherwise have been eligible but for paperwork errors. At the hearing itself, I appeared in court for the division despite the school division not being a party to the case. During the hearing, uh excuse me, before the hearing, the parties were able to reach some key stipulations that moved the hearing along. The first was that the student transferred to Manor in December of 2025 during the basketball season. Neither she nor Manor submitted a postseason waiver uh request to VHSL. Um Manor defeated Gloucester on February 19th. BHSL notified Manor on February 24 that she may not be eligible to play in that game and that the athletic director self-reported that same issue the same day. Finally, as a result of the ineligibility issue that was reported, uh the effect was
014that Manor's advancement in the regional playoffs was then ended. I'll address quickly the show cause I mentioned a moment ago against Mr. Felton for not appearing on the Friday hearing. Um the outside counsel that we hired uh to represent the athletic director uh argued that no summons was issued, no process was served, no witness subpoena had been required to have him appear at the earlier hearing and the court agreed and dismissed that case against Mr. Felton, excuse me, against the athletic director. All right. So from there, the court addressed the merits of the eligibility and forfeiture issue. The court focused on whether it was proper to deem a player ineligible and to void manners win under these circumstances. The court was concerned that VHSL's own rules contemplated notice to the student and guardian and an
015opportunity to be heard when eligibility was in question. At the end of the hearing, the court made it clear that it was not extending any injunction going forward, meaning the playoffs themselves could continue, but it was declaring that the ineligibility determination and the forefeiter were void. The court issued a final written order that voided Manor High School's forefeiter of the Manor Glouester game and it voided the decisions made about the players ineligibility and dissolved the February 27th temporary injunction. It effectively ended the case on Monday. Even after that favorable ruling, there were still some practical decisions to make. The court voided voided the prior determination, but the underlying waiver had still never been filed. So after that hearing, I discussed with VHSL's council and with division leadership the risk that VHSL might take a narrow
016reading of the order and attempt to argue that that transfer player, if that transfer player participated again, the division could be pushed back into another eligibility dispute with the league. VHSL rule 30-4-1 was directly on point. I discussed that with the plaintiff's attorney who was um representing the children and their family as well as with VHSL. That rule provides that if a player is playing in a contest under a court order is later determined to have been ineligible, any contest that player participated in can be declared void. For that reason, the division educated the coaching staff on this rule. And it's my understanding that a team level decision was made at that point to sit that player for the remainder of the playoffs. This advice was given not because anyone disagreed with the court ruling.
017Quite the contrary. It was because VHSL was openly unhappy with the decision and with the school division itself and we anticipated that they may take a strict reading of these rules. Also, I was evaluating litigation risk in real time and trying to help the division avoid compounding the problem further. Uh DHSL then publicly issued a news release on March 5th disagreeing with the court's decision. So although the courtroom portion of this transfer student case was over, the underlying friction with VHSL had not really disappeared. I mentioned this because it's important context for what happens next. A second issue arose on March 9th. After the court hearing, VHSL requested all documentation on the basketball program's players. After reviewing these documents, VHSL advised the division that another player participated in regular season and postseason games while not
018appearing on the master eligibility list. BHSL pointed to rule 27-8-6 and rule 30-5-1 which requires forfeiture of games where an ineligible player participated and asked for documentation supporting this player's eligibility. The stakes were significant. The materials I reviewed at the time reflected that under a strict rule application, the exposure could include forefeiture of each contest in which that particular player participated. A monetary fine and potentially additional sanctions if the matter escalated. The division didn't ignore this issue or minimize it. The same day VHSL raised this discrepancy, I had the division gather and provide supporting documentation, then provide all records necessary to confirm whether this player was otherwise eligible. She was. That evening, I prepared a memorandum for Dr. Bracie, summarizing the issue, assessing the risks, and proposing a response strategy. The next morning, I spoke
019directly with VHSL's attorney and then sent a detailed written respon response setting out why this player that didn't appear on the master eligibility list should be treated as eligible and why no forfeiture or other penalty should occur. Our position was deliberate and grounded both in the facts and the court's recent ruling. This player was otherwise substantively eligible. The problem was is that there was a failure on the adults involved to ensure she appeared on the master eligibility list before participate before participation. The master eligibility list omission was therefore an administrative compliance problem and not a substantive student eligibility problem. Our position was that the student should not be treated as ineligible solely because of an adult paperwork failure, especially where the omission was corrected once the division discovered the issue and there was no concealment
020or effort to man manipulate to gain any competitive advantage. We also made the point that applying a forefeer in this situation would recreate the same kind of outcome the court had just rejected in the transfer student case. And importantly, that approach was wellreceived by DHSL. On March 13th, after my call with their council, DHSL agreed that the meal discrepancy was a minor one, and we discussed a path forward. I provided draft language for the division to respond directly to VHSL, uh, which was forwarded on March 16th. As of today, uh, no further response has been received from VHSL. So while the issue was serious when it surfaced, the division handled it promptly and professionally and we kept it from turning into a second public court matter or public controversy. This is an important part of
021the story and I think the board should understand that piece. Uh stepping back um my assessment on the scenario is this. Um these matters arose from administrative failures, not from academic fraud, not from misconduct by the student athletes, and not from any effort by the division to conceal what happened. In the first matter, the division self-reported, responded quickly, and navigated emergency litigation that it did not file and in which it was not a party. In the second matter, the division identified the risk, assembled the facts, engaged VHSL directly through council, and appears to have resolved or at least materially deescalated the issue without additional public fallout. The lesson going forward is pretty direct. Uh we need tighter internal controls around VHSL's ele eligibility procedures including the waiver process and mail verification because these were administrative
022breakdowns with significant consequences. We have asked and this goes to this Futurel's question a few moments ago but we have asked um for VHSL's additional support in an effort to train athletic directors and principles on rules and in particular the new rules on eligibility that were effective on July 1st, 2025. I'll ask Dr. Bracie. He's got a few comments he would like to make and I certainly look forward to any of your questions. I know that was quite quite a lot. Um, but I'm happy to answer them at the appropriate time. >> Thank you. >> Thanks, Mr. Curl for that detailed breakdown. We wanted to go over this tonight as we've continued to receive questions as I'm sure you all have uh as board members about Manor's team's journey this year. you know, I' I've
023had people talk about, you know, the I guess division leadership specifically to say that um at the championship game that, you know, I didn't look as though I was I was happy to be there. U but I guess if anybody knows my demeanor, you know, I don't I don't get excited very easy anyway. And plus, the game was so tight and tense, you know, I didn't have >> I didn't have a reason to. And if you look to my right with Mr. Harris, he basically mirrors me as far as as far as demeanor goes. So, but I I wanted to dispel that. Also, they've talked about some board members were saying that I wasn't supportive, and I quickly said that's not true. That's not true because that's I told them that's not the case at
024all. So, you know, it's a lot of a lot of discussion that's going on, but I'm glad tonight that we can finally uh discuss it. Um, thanks to council um saying that just now we're at a point where we can actually talk about this. You know, specifically, you know, ask about what my role is and what the division played in supporting the team after we heard about the first player being reporter being an ineligible player. I hope what Mr. Carol shared tonight showcases that even when we made the first report to VHSL that we never separated our support from the teams. You know, we were engaged uh with the school from the very first day in a number of of ways um at that time not knowing what could happen. I went over the next
025day immediately to talk to principal Harris to say, "Hey, look, anything that we can do to lift this player spirits, you know, we're willing to do it. you know, if they're saying that they can't go, if we need to, I said, you don't want to you don't want to invite them to the to a championship game that they could have been playing in, but anything that that would lift their spirits, you know, to let them know that that we are that we are in support uh of them. So I will tell you this though, every department in our division was in touch with the school and the coaching staff in some form of fashion. You know, after the self-report and we of course limited in further actions, but during the court appeal process, we maintained
026our support for the school and the program. When the second report was brought to our attention, we then had the legal precedent to go to bat for the team. Prior to that, I shared with Dr. Simmons um and he relayed the message to Miss Twimman. When we find ourselves in a situation such as this that we have to make this report, just clue me in on it at the beginning of it. Not saying that we're not going to do what we're supposed to do. We are. But if it's a point in time that we can perhaps do something differently, we can all huddle up and be able to do that. I can consult with with with other superintendents. I can consult with council and then we would know that the direct the best steps that
027we can that we can take uh with that. But also we didn't talk about the the second incident that took place that could have been just as large as the other because Mr. Carol told us to just keep that tight for now because let's let's see how it plays out >> because we were not going to we were not going to throw the towel in ourselves. If VHSL was going to make a decision, we're going to let them make that move. So, great advice. And I can't say this enough that I'm how proud I am of the persistence and the the of the teamwork of that team to be able to go through so many challenges that they've been through in the postseason for the outcome, you know, that they had. I do also want
028to conclude by saying that I still have a deep admiration for the work and the mission of VHSL having once served on the executive committee. You know, this situation has put us in a number of conflicts. um as we were navigating through some unprecedented waters. However, I want to be clear that these were not personal conflicts pitting the division against VHSL. It was more so ideological differences of the best ways to write a mistake. I'm proud that we're a member of the VHSL and I look forward to maintaining that vital partnership together so that our programs and student athletes can continue to meet the standards of integrity, sportsmanship, and leadership. Thank you. >> Uh thank you Miss Carol and Dr. Bracie board member. Do you have any questions or comments? Uh Miss >> um first
029of all I want to start off with a comment. Um I also want to say that I'm very proud of uh Mana girls especially being um an alumni of Mana High School. >> I'm so proud of them. But I do understand as former law enforcement that you have to be careful how you engage. And um that was one of my things even though I was watching and she'll tell you I was watching um we um you know had to be careful. So we did receive I don't know if I'm the only one received it but I received something saying that Porsche public schools was added to the injunction. You somebody sent in on your behalf Dr. you talking about for the um >> um that was of the adjustion that was filed by the parents
030and community members against the team's picture. I was wondering could you explain >> Sure. >> that part. >> So the complaint that was emailed to the school division listed as defendants um VHSL and our athletic director. the body of the complaint. What happens when you file a lawsuit, you list the people in the caption and then below is where you tell them what the complaint is against them, what relief you're seeking from the court. A lot of times when you list a um employee of a uh organization like our athletic director for the school division, the allegations will say uh athletic director in his capacity as an employee of and the real the real target, the real defendant is the school division. Um this complaint didn't have that. And so the night that I received
031the complaint, contacted the attorney for the plaintiff who I've spoken to a number of times about this case. I haven't spoken to him today about it. Um and I said, "Well, thank you very much for the courtesy copy of the complaint. We appreciate it." Uh but there's no allegation against the school division. you know, this person while an employee isn't named at his official capacity. So, you know, we don't see a need to respond to it, but thanks for keeping us in the loop and we, you know, if you need anything from us, let us know. Um, there was still didn't know there was a hearing the next day. Um, and the next morning, I think around 9:30, a copy of the complaint was brought to the school division with uh Portsmith Public Schools handwritten
032on the front page and left at uh the division office. Mr. Faulk received it. Um, none of the allegations were changed and so it really was it wasn't ever added. So, when I went to the hearing on Monday, March 2nd, um I got with the clerk before the hearing to check and see if there were any amendments made to the complaint, any changes to the original file, and there weren't. And then when the judge came out and went around the table for, you know, who's here for who, what parties are here, uh there were a couple of additional parties that weren't part of the case. Worse public schools and then the Williamsburg, James City County attorney was present. Um, we weren't added to the complaint. We didn't seek to intervene. There's there's processes through the
033court rules that you can force yourself into a lawsuit. You can ask to be taken out of a lawsuit. You can be added separately. None of that was done. So, no, Portman Public Schools was never added to the injunction. >> Thank you. >> Sorry if that was a longer explanation than you wanted. Miss Future, was your hand up? >> It was. Yes, sir. Thank you. Um, yeah. And I definitely echo how proud we are of the girls. Um the question that I have just so it can be made plain and I'm sure it's been said. Um but after seeing what the girls lawyers were able to do for them, was there not a way because I've been asked this multiple times that we could have done that first and not have gotten so far or
034was it because like you mentioned that it comes to you first that it didn't because it didn't come to you. wasn't there wasn't a chance to do that. >> You want me >> either one? I'm just >> Yeah, >> I think I can try to answer the question. I I think that what Dr. Bracie said is is important going forward if we're ever run into something like that again because maybe we we would have different options available to us. I think on this particular one, um, Portsmith didn't forfeit the game. I mean, I the communication from the athletic director to VHSL was we have an ineligible player that played and it was a it was a notice that went out to VHSL and others as a result of that report that was brought to the
035school division's attention. Um but nowhere in that communication did the athletic director say and so we forfeit and therefore we forfeit and you know because of this we forfeit. Uh the result of it ended up being a forfeiture. Um but that was the result imposed by the HSL. So the um I guess to answer your question we might handle it differently if it was to be come up against. It's like we handled the second issue differently. Um but throughout the court process uh we were definitely uh working on behalf of the basketball team. >> Right. I guess the part that I'm that I want to make sure that we clarify is that the same policy book that he read and found the and andors, you know, the the loopholes, it wasn't that we couldn't have
036found them and avoided all of this. That wasn't the case. >> Um, I don't think that was the case. Okay. I think the under the circumstance, the way the case was decided was on fairness. I think a strict reading of the rule um when you have a transfer player, I've got it pulled up right in front of me right now. When you have a transfer player that transfers in season, they need a waiver to participate in postseason play according to the BHS rule. >> Um but the big butt behind that >> isn't about the transfer eligibility rule. It was about the due process afforded the student because a student didn't know did student didn't have an opportunity to seek to be eligible. And so the court when they when she issued her decision um was
037very concerned about the lack of process, the lack of notice that the student and the guardian received. And so when you have a court looking at something from a stand fairness, she wasn't about to penalize the child, the team because of something that was outside of their control. >> And I think that's why the decision was made the way it was made. >> Gotcha. >> Not because of word smithing on the rules. >> And that's where I'm going. >> Yeah. So it wasn't the fact that it was a or she could have done this or uh >> correct. I I I Yeah. I mean sitting in the hearing participating in the process it was definitely an equity argument and not a or out of place in the rules. >> Gotcha. Thank you very much. >>
038I think a strict reading of the rules um is is difficult to overcome. >> Okay. Thank you. >> Thank you, chair. Thank you um Adam for um providing that update. Um, before I ask my questions, I just want to piggyback on what board member Futurero just said and that in other cases, the school board attorney represented their players. So, I guess your answer was we could have represented the players and filed an injunction from the division standpoint, >> not the players. I could have represented the employee theoretically. So, so would we would have So, you could have filed an injunction for the employee and not for the players. >> Is that what you was asking? Like could we could have filed >> I'm just we could have represented we couldn't have represented the kids cuz
039I know in the past like um two cases one of them was um I think John Marshall their their attorney their schoolboard attorney represented the teens. So, I I wonder if that's what she was asking. If not, that's what I'm asking. >> Oh, I'm sorry. Okay. I didn't I didn't realize you were asking. >> Maybe you weren't asking that, but I had that question. Were you asking? Okay. Okay. >> Yeah. I mean, theoretically, if the school board in if we went into a closed session and we talked about litigation and there was a claim that the board wanted to bring, then yeah, I could represent the division, which part of the division is a team. >> Gotcha. >> I wouldn't be able to represent the children individually, >> right? But I would be able to
040represent the school division as a policeman. >> So we based on instruction, we could have said, "Hey, can we file the injunction?" >> Yeah. We could have had a special meeting and gone in and and talked about it and determined whether that was the appropriate strategy. We we Yeah. I mean, yes, that that that process can happen. >> Well, what the result and the advice in that process would have been, that's something for close session probably. But >> Gotcha. So, a special meeting and saying, "Hey, we need to do this like ASAP." >> Yeah. Like, I'm not going to be in a pos I can defend the school division if there's suits brought against it, you know, without coming to the board and saying, "Do you want me to defend this?" I mean, I I
041think I have to put in place a process to defend the school division if if it's a target of a complaint, but taking offensive action is a different thing. I need your direct permission to do that. And I guess um my question is um I mean we I mean we can see that several balls were dropped but um it's to me a lot of this could have been avoided by asking just so the court documents doesn't say about a self-report. the what the court documents says what came first is that Virginia high school league sent a email that there was anonymous tip that was sent from a prior division on the peninsula. So we received an email from Virginia High School League that there was anonymous tip that there was an ineligible player and then
042from there um we self-reported. So my question is when we received that anonymous tip, we could have did our due diligence and did our research and this all could have been avoided because based on the research and the court documents, this player was never ineligible because they came from a non-member school and per Virginia High School League policy, if you transfer from a non-member school, then you're deemed eligible. So I guess I'm wondering where was the the research? Why wasn't any research? any questions asked to the player to the parent that could have avoided all of this. This this could have been resolved. We could have sent the email back to Virginia Hospital this per your policy this player is eligible based on this. So I'm just wondering why did we jump to the jump
043the gun versus doing the research and looking at a policy. >> Yeah, I can't answer that question. what I can and and that might be better posed to to somebody else but I can tell you that when I by the time I got involved it was already done. >> Um I got involved when I got the >> afterwards. Yes ma'am. >> And I think that what the takeaway is in my presentation is that could have done things differently. >> Right. >> And I think Dr. Bracie acknowledged that you know and has given the instruction that in the future if something like this comes up make sure he's Yeah. And I guess too it was a lot of directives giving like, "Hey, this coaches can't sit on the bench. This coaches can't be on the bus."
044And um the entire season they've been on the bench. They've been on a bus, but then you know, not saying it's related, but after all this controversy came out, certain coaches were saying, "Hey, you can't ride a bus. You can't sit on the bench. You can't be around the players." So I'm like, had to do that. >> A lot of this stuff should have been addressed like in the beginning of the season. I feel like it was I guess we went through a compliance check after all this came out. >> We didn't. Um to our knowledge, all of those coaches had already been screened. The volunteer coaches had gone through the process through human resources. We got a tip that said, "Hey, you got coaches on your bench that that have not gone through the
045background check." So immediately I asked HR to get with athletics with Miss Twimman to make sure that all of these coaches that are on the bench are cleared because what I don't want someone to come back and use that against us. So I think it ended up maybe one of them didn't have everything in place that that was removed and I think it happened over weekend. So it was a game that was missed that Saturday. But what happened was HR because this name was sent in early, but meetings to come and have the background check done were cancelled on the on the coach's behalf cuz I saw the the email thread of when you were supposed to come but you cancelled. So that wasn't on us, that was on them because they didn't come to
046complete. But when this happened, they did come but and it didn't take but maybe a day and a half. So we came back in I think that Monday morning. Um everything was clear and they were good to go. That's what happened there. That's the only reason that that coach could not ride or could not be on the bench because we wanted to make sure that we were in compliance because you got to we had so much coming at us. So, with this happening, I look, we got to make sure that we're clean w going forward with all of this. We don't need anyone to come back and say that that you knew you had somebody that was uh volunteering that hasn't gone through your process. So yeah, you could say the seconds and at some
047point, yeah, we did we did do a compliance to make sure that we were good cuz we thought we were we thought we were, but then we found out that we weren't, but we were able to clear that up. And I'm glad it didn't take long for all of that to come through. >> So I guess do we need to do like a a clear sweep? Because how many I guess when when that came up to me and the fact that there were coaches that was coaching players and I mean I know them personally. I know they fine but they went through the whole season without background checks. It made me think like how many other sports have this same issue? >> So did we do like a a clean sweep of checking to make
048sure all coaches coaching staff have compliance? We don't have any issues. So I'm wondering like did we do like a full compliance check >> after the fact? >> Yes, >> that's in the process now. Yes, ma'am. >> Okay. >> Now, >> let me say this and I think I mentioned this in the information that I sent you. >> During the course of the season with man girls, the number of coaches started increasing. But I mean, we wouldn't know who's who's been cleared or not. So when we get a list, you've got let's say four coaches and by the end of the season we had seven. But we didn't we didn't know that and we didn't we wouldn't know. So I guess at the school level um athletic director coach someone knows that there's a process.
049>> I got you. And then I think either Miss McWain or board members a futurero was alluding to this. What type of professional development are we going to do for our athletic directors and the coaches? Because I feel like a lot of this transfer process to this this handbook. Virginia High School League sends out a lot of training information, a lot of documents, a lot of updates and and honestly, a lot of our coaches aren't aware of it. So, I I think we need to like do like a full training to where the ads go over this information with the coaches. So, you know, I I just hope that we're not in this situation again. But I think one of the board members was alluding to like what type of training is happening after this.
050Well, Miss Tweman can tell us what kind of training is done at the beginning of the season, what's provided to the to the coaches. I know you sit down with you have regular meetings with your athletic directors >> on different aspects of what needs to be occurring. Is that >> Yes, that is correct. So, we as um uh Mr. Carol mentioned, we have reached out to the Virginia High School League and asked them could they come in and do some personal training for the athletic directors in Portman. So, that's one of the things we're doing. We're also meeting with the athletic directors and the principles monthly. Myself and Dr. Gibson, meet with them. So, we just had our first meeting this month and um went over eligibility, what that looks like. Um we put in
051some new checks and balances with that, requiring coaches to sign off on their eligibility, principles to also sign off on it as well. We have a process in place where um we always had this in place but any student that transfers in has to be reviewed by the executive by the district committee. So that's something that the Eastern District does for all transfers. So we want to make sure that every transfer that we have is reviewed um no matter what type of transfer it is. >> Who does our district committee consist of? >> So um I want to say it's Tommy Smeaggel. He is um okay, you know who he is. All right. The principal at Graanby, I believe. >> Um and I think Miss Sanders is on there. And there's one other principal from
052Norfol. So, it's three um people that make up the uh the district committee. >> Gotcha. >> Someone had a hand up. >> Anyone else? >> I just want to input what um Excuse me. I was pre previously talking about as far as the pay, >> okay, >> for the um coaches. I would like to to look at that and I will ask my colleagues, you know, to consider us taking a look at that what they're getting paid. That way all the in and outs hopefully we can um get a handle on that. >> Yeah, I would like if Dr. racing union staff would come up with a similar to what we did for uh teachers. Um, >> but it would also I think have to come with uh coaching limits uh per team as far
053as paid staff coaches and things that sort as well. And um uh maybe we can come up with a comparable number to uh to to suffice. I mean, it wouldn't be as much as a a teacher compensation study, of course, but it would be something we could look at to see if we can make ourselves more competitive with other school districts. But I'm gonna put a caveat in that to say that uh I want to make sure our entire staff first is also looked at not just you know the upper level as far as uh not just teachers but administrators and uh uh specialists and everybody else that are on different teacher pay different pay scales not teacher pay scales. I know we I don't think we ever got that part right. And I want
054to make sure we uh we get that part right. So, while we're looking at coaches as well, I need to make sure we get the entire staff uh where they should be as far as pay. >> Um I hope that the rest of the board agrees with that that we shouldn't have part of our staff. >> Correct. >> Right. Pay scale. So, >> I know he was already working on that. So, you know, >> I want to make sure I made I was clear with that. Um yeah, we definitely need to do that and get our >> coaching staff uh up to par as well. And I I just want to say as some form of transparency before we leave this subject is that >> um I made the board aware that I've been very
055quiet in reference to the VHL issue mainly because the former athletic director is my family is my cousin and so uh it'll be more personal with me than it would be school related and that's being transparent when it comes to my family. I don't care nothing about my school board see anything else. uh then my family first. So um I will say that you know I'm extremely proud of him. Uh we all make mistakes and make errors. Uh his mistake was put on social media and in the news. Most of ours are kept to ourselves and we keep our jobs. So I want to make that clear. But I'm extremely proud of him. Before he was athletic director, he was a science teacher at Wilson High School with stellar scores. >> That's right. >> He
056was a volunteer with Jason Learning. >> Yeah. taking our kids on organiz trips. >> Uh, >> dedicated employee at Starbase >> summer camp, >> worked with EVMS summer camp for our students. And then he became athletic director. So, I just want to say I haven't even called him during this whole process to keep my integrity intact >> and that's been killing me. So, I will call him now. But uh I want to say that's why I've been quiet with this issue and I want to stay far away from it to keep myself integral in the process. So I just want to make that clear first to my board and into the public as well. >> Great example, chair. >> Um we're done with that issue. 4.6 of subcommittee reports we have in from board members.
057>> Um I did have >> I did have a had a couple you want. We did have a report from operations. Uh okay. Uh pay center is uh construction is on schedule. Yes. >> We're still looking at a uh a mid July uh completion date for that where they turn over the keys to us to open the pay center. Uh we've had over 300 I believe student applications for programs. Um I believe all positions have been filled with exception maybe two I think uh with exception of one um in the case. One of the main arguments was you know what you're not going to find the staff you know to fill those positions that's already done. Uh you're not going to have the student interest student interest. So I'm happy that you know all those
058things were dismissed and we're looking at the pay center being finished uh on schedule uh and they are scheduled to have their next uh interdep departmental meeting where the the staff and the construction crew they all come together and meet. That's on April the 2nd. So I want to thank Dr. Simmons and uh Dr. Bracing the whole staff is involved with being diligent with that and getting that completed. Um uh uh Clue, the gym is complete at uh at Clark. >> Oh, nice. >> Uh that gym is complete. Um we're still having ongoing discussions about the K8 school facility between the city uh Ward and uh the school division. Uh the new window coverings uh is going to be next at Brighton Elementary School. Uh the new gym floor has been installed at Douglas Park
059Elementary School. Uh we're now in the pre- bid process for the replacement of the Churchill Academy roof and that's scheduled for March the 19th which is the date. Uh uh renovations for the bathrooms at Croat Middle and Waters Middle are scheduled to begin at the close of the school year. So those uh uh renovations which are badly needed will begin at the close of the school year. Churchland High scheduled to be painted and pressure washed in the summer as a summer project as well. Uh renovation of Mana High School track is scheduled to begin in spring 2026, which is very soon. uh repairs of Churchland High School track are scheduled to begin on tomorrow and the evolve training which we've been talking about is scheduled for SSOs and select staff members from each school tomorrow
060at SH Clark Academy. Two sessions from 9 to 11:00 and 11:30 to 1:30. If any board members would like to attend, you're welcome to attend those as well on tomorrow. Um we do have one delay and that is and which project was that Dr. uh >> right the academy is going to be scheduled. Okay. Yeah, we got that already. All right. I think that's all for my auxiliary report. >> Can I ask you a question? What's the uh timeline on Norm completion of everything? >> That's what's absolutely delayed. Norm the project has been delayed. Dr. Simmons, we have a uh like a roundabout. >> No, it's that project has been delayed. It's at the city level in terms of some bidding uh in terms of contractor. So, it's supposed to close at the end of
061this month. So, we we'll know more about that project by the end of the month, but they've had some delay in the uh bidding. >> So, are they going to be able to have homecoming on site or is it still projected for it to be offsite? We're projecting it still hopefully to be offsite because we hope to get the project started hopefully this summer still so next fall it will be suddenly shut down and hopefully they'll be start working on it. So we're planning hopefully for it to be offsite. >> Gotcha. >> Oh I'm sorry. Are we on the next committee or was this a question? >> Yeah. And if I had more questions about auxiliary operations at all. >> Okay. So for HR, for our HR committee, um right now we have some early
062teacher commitments. So to date, they have 14 teachers that have made early commitments to join PPS for our upcoming school year. Um we actually held the early commitment job fair yesterday um from 4 to 7 and they had 55 candidates that pre-registered. >> Um >> Mr. Before you finish that, >> yes. >> Uh uh you just spoke about the 29 commitments. 19. What do you say? >> We have 14 so far. Did it Did it change? >> But yesterday they had a great day. >> Come on. >> Yeah. So, >> give it to me. >> Had um and Mr. Ross, correct me if I'm wrong. >> All right. So, we had we had 55 that were registered. >> Uhhuh. >> 88 applicants um total. So, we had 33 walk-ins. >> Nice. >> And I believe
063Miss Jackson then she told me they offered 29 early commits. >> Yes. >> Fantastic. And and those are those are 29 from other other school divisions in house. >> Yeah. Outside >> doing good. >> So um and I think Dr. Brace told him he said all know welcome to the highest paid school division. >> Hello line right there. >> I'm sorry about interrupt that. >> I love it. Um, so I know for university partnership, um, down that pipeline, we're looking to convert, um, 15 out of the 25 university instructor employees into permanent PPS teachers in the upcoming school year. Um, for recruitment and marketing, we have the transit advertisement campaign. So, HRT, be on the lookout for us there. The one that I'm very excited about is the employee wellness and engagement. So, they did
064a survey of over um, 660 employees. they did respond um giving feedback of you know some comprehensive um wellness programs they would like to see and so some of the initiatives that we have coming for the staff is some um line dancing that'll be on site um in the evening they're doing some wellness activities so line dancing Zumba classes meditation sessions um massage classes um and this is going to be in collaboration with the operation department um but HR is working really hard to make sure that we can foster some high performing an engaged and supported workforce. So, I'm excited about what we're doing in HR. So, everything is moving up. >> All right. Any any questions with uh for the HR committee? >> Not for HR. Just a general question. Did we get the
065graduation um date or time schedule yet? >> Is it on a Thursday? Cuz I have it as a 28th. >> It is a Thursday. May 28th. Still 18. Thursday. >> The 28th. And the times are >> there's 1:30, 4:30, and 7:30. >> Hold on. >> Thursday. >> So, I knew it was a Thursday, but I didn't know the time yet. Okay. >> Memorial Day weekend. >> Yeah. >> Thursday. >> It's the after. It's the Thursday after. >> Yeah. >> The Thursday. >> Yeah. I think Monday is the 25th. >> 25th. Okay. >> You know, when we get we have to fight with other divisions to get a time slot. >> So, okay. Can you repeat it again? >> So, the 28th, 4:30, 7:30. Okay. >> So, we're getting there at 12:00. Miss, she'll email it
066out to us as well. >> I did not have that. >> You said 1:30, 4:30. >> I'm just put 12 to 9. Bam. >> Yeah. Got it. >> Okay. >> 9:30. >> The roof. >> Remember, you know, I thought about it. >> Okay. Okay. >> Very good. Yeah. >> And and I did want to mention also in reference of that um just something for us to consider Chartway is charging now >> for parking. >> And um so we're trying to we're trying to work it out to where we can this year uh cover the parking so our parents won't have to uh come up with that cost. But that's something we need to consider for the future because you know >> um you know there's equity issues with that. That is >> and that's all
067the all the school divisions that have their graduations there. >> I think they're trying to make more money capitalize off it. >> Yeah. >> But being that they sort of waited till the last minute, >> we would hate to push that on >> Yeah. >> on the parents at this point. >> But going forward, if that's something that holds, we we're going to have to let the parents know in advance >> that that it'll be >> a $10. I think it's 10. It' be $10 to park. >> $10. A lot of people not for graduation. >> I I don't know. Um and we've had this discussion before in reference to >> know where we could hold the graduation and what was suitable and things of that sort. And so >> maybe something need to revisit
068again. I mean, we used to have it here uh >> and tell us, but you know, weather was always a >> you know, we used to get burned up out there. >> What about in three days? >> Three days. I guess I think I think parking probably might be issue there too, but we can check. >> Rain cold. >> We worked it out though. >> I search there all the time. >> As far as No, I mean as far as free parking on that. >> Oh, >> you got to pay for that. >> True. >> Yeah. So, >> that's something we can discuss back. But for this year, we're going to try our best to >> to pull out of our budget cover. >> Money in the parking. >> Really? Don't. But >> interesting. >>
069Yeah. All right. Uh, it's a good question. So, we would have to pay for all three graduations, different parking, or does it cover >> each graduation? Each graduation? That's ridiculous. >> Oh, we should put >> But once you once you're there and we parked, we're good. >> Okay. >> I believe this. We only like 10 people. >> Love you driving us this year. >> Have pass. We have passes. >> Yeah. Yeah. Yeah. >> To to come and go as you see fit. But the total cost was about $21,000 graduation. >> And I wouldal just for me three schools. >> The pass are good for me for me for this year. But if parents ever have to pay now, I wouldn't want a free pass. And I don't think anybody should take a free pass if
070uh >> yeah, >> if our parents have to pay. So >> Oh, we can give away our free pass. >> But that's just my opinion. >> Yeah. >> Okay. Uh any other reports at all? >> Can I just ask a question? Nothing report related. Is that okay? Um you know how we have um teacher appreciation, social worker appreciation and all of that. Do we have anything for like our safety officers >> or security? Is there a week or a day? >> I think they're part of operations, right? >> I think each each department has their own. Um yeah, security has a day. >> Crossing guards have half a day. custodians have a day. So it's a >> they do. Okay. So that's what I was going to ask next about custodian workers as well. Is
071that something we have or can get >> or you know do you have whereas >> resolution? Okay. >> Yeah. Like can we do I'm looking I'm wondering come on give me a where I want. I I I know I know when we do when we do transportation that includes crossing guards when we do that >> cuz I've never heard that mentioned. >> We haven't did nothing for the SRO. >> No, we haven't. >> But I would like specifically cuz they're the ones especially they take a lot of heat. So if we can publicly say they're doing something wrong or need more, we can publicly say thank you for what they love. Love would love that. >> Yes, I would because um let me move on. Like my cousin would say to piggyback on the um
072I was at Lake View. I was at Lake View and it was a young security >> officer at the desk. We was it was um where we went to read. >> Mhm. >> So I didn't get his name, but I meant to get his name, but he's like he's so young and um >> I know that's what I'm like. >> We getting somewhere. Where we going? No, no, no. I want you I want y'all to identify him for me. He spoke to you. I was standing at the desk. I said he won't let me through because I didn't have my name to sir. >> And so when I thought about it, I told him, I said, "You better be glad you you didn't let me through." I said, "Cuz my next call would have been
073Dr. Brucey." And I just felt, you know, cuz y'all know I'm going to tell. And so, uh, >> I was so proud of him. >> That's my girl. >> For not letting me through >> because I would have had to tell on him. You know what I'm saying? And I think really, he deserves something. Cuz he he said, I said, "You supposed to know who I am." He said, "I know you, Miss Swain, but you going to have to GIVE ME YOUR ID." >> HELLO, SIR. >> SO, I was I was so proud of him. >> I love to hear that. >> Yes. Doing his job. young. >> Yeah, he was young. I find out who he go to Lake View tomorrow. >> He'll get a visit, Mr. Tomorrow. He'll get a visit. >> We're
074I'mma visit him tomorrow. >> OKAY. >> It's the young one. >> The young one. Okay. Dr. Bracy, you can visit the mall. He might not be there though. >> Anything else? He'll be in train. I'll find them. I'm finding training to Mars from 9 to 11 and then from 1 11:30 >> 11:30 and 1:30. >> You're all welcome. Little Smith. >> All right. Oh, and uh uh this Sunday uh if you all want to stop by the Manor uh basketball team and the church and track team will be at New Olive uh being honored by the church here on Sunday. So, it' be >> I'm grateful for them. I hope all churches and all organizers jump in and do that. >> Get them a check >> and all take a week. >> They will be
075blessed. >> Okay. Put all that black the C card. You can bless him right March Madness. >> Math math. Math M. Math M. >> It's Saturday. And also history bowl. >> History bowl is April 3rd. >> April 10:30. >> That's at 10:00. >> Yes. >> That's what's in here. Prepare. >> All hearts and minds are meeting now. Chair. >> Thank you, chair.