HCS 1-13-2026 BOE Meeting

001All right, meeting now comes to order. It is now 6:00 p.m. and it's uh January the 13, 2026. Welcome to the monthly uh regular uh board meeting. Uh Catherine, can you lead us in prayer? >> I will. Let us bow this. Father, we thank you for this day. We thank you for allowing us to come together one more time. God, as we start this new year, I ask that you look over each and every one of us. Look over the students of Hope County and these surrounding counties. Father God, we put everything in your hands. That everything be done in decent and order. Look over us. Push us to do better. In Jesus Christ's name we pray. Amen. >> Amen. >> Uh, can I get a motion to approve the agenda? Um, chairman, I would

002like to make an amendment to the agenda. >> Okay. >> Um, down at the action line to table that to next month. >> Okay. >> Um, the whole county high school restroom renovations. >> Can I get a second? >> Can you have questions? >> Sure. >> Is is there a reason? >> It's a reason because um, Dr. Hunt didn't get a chance to go to the county commissioners to ask for extra time and possibly more money because it's over to be. Yeah. All right. There's a motion on the floor to uh table till next month the whole high school restroom restoration uh RFP. Uh >> those in favor? >> I don't have a second. >> Second. Oh, you did. Sorry, I didn't hear you. My bad. [laughter] >> Where we at? >> Ask for Ask

003for the vote. Sorry about that. >> Okay. [clears throat] All right. Um, chair's report. The only thing I got to say is uh I'm so glad we're on 2026 and I just want to tell the uh superintendent and his staff, the teachers and everybody that helps this district to move forward um and make this uh meeting happen every month and any other meeting that the board requires the uh superintendent to do for us. Uh, I don't think we say enough how much we appreciate all the work you do. Uh, that's really all I have to say cuz I don't think we tell you enough. We I know it's supposed to be uh board member month appreciation, but I think the ones that need to be appreciated is everybody that makes that works behind the scene

004to make everything happen uh for this school district to move uh as this uh smooth uh machine. Uh having said that, I would like to open up the floor to uh any and all board members uh if they want to put anything out. Uh um in all fairness, so everybody can have a say on whatever you want to say. Uh we'll say with five minutes each person. Um if you want to say chairman, [clears throat] >> thank you for this opportunity. I do want to um thank you for allowing us to say uh something. In December, I had the opportunity to go to Weso Elementary School twice. Um one of the events were the beta club induction and it was just so wonderful. Um they had a guest speaker, Mr. Bridges. I think he spoke

005so well to those kids and they was like focused in on everything that you were saying. And then um Lord that Christmas concert that they have every year from prek to fifth grade. The gymnasium was just full of parents. Um and I even emailed the next day to the coordinators to tell them how they did such awesome job and it was so big. I feel like if it continue to be that way, they might have to find another facility um to have it in because it it's really big. And I thank the Lord that I was able to experience that. My grandson was in preK. That's how he talked about all the way up until the time they did their performance. So I thought that was really good. The kids was on point, the teachers,

006the staff, everybody was there. I think Dr. Sp was there that night as well. We just had a good time. And I also want to add chairman Calon [clears throat] in 2026. I pray that this be a better year for our board. We we got so much to offer to our kids, >> to the staff, to the district, and our kids deserve that. So, um they deserve us at the table, being big people. So, I'm thankful for this opportunity, are ready to run 2026 um and do the best that we can to move this district forward. Thank you. >> That's what I'm talking about. Anybody else want to say anything? >> I'll give kudos to Rockfish Oak Elementary School. had uh I'm sure all the elementary schools had great uh Christmas programs and of course

007all of us we can't go to every one of them but we can go to a few. So I went to Rockfish Hooks and they were excellent. They had a um a fun run and I really hope next year they invite you know the entire public because their light show is phenomenal. >> So you did a great job. I I I do want to say I I uh I think I attended the same uh Christmas. Yeah, I did see him. It was so many people at U at West Hope Elementary. And I want to say it was a young man uh that was there. Um and he he wasn't supposed to do this in performance, but he did. And it was it was so great. He was it the song was Noel >> and he

008started he started popping you know doing a pop and dancing [laughter] >> you know he he just put himself out in the front and that's I mean you know and it was just so you know and and the person that was on uh the the keyboard which was my daughter um she was like oh my god [laughter] I can keep it going and she was like oh my god but it it just brought joy to everybody. The kids was laughing, the parents was laughing, and he just did his thing and took the old show. And that was that was a great night. >> Yeah. >> I don't even know the young man's name. [laughter] >> But it was great. It was >> I just want to say happy new year everybody. Um last year we

009lost some, gained some, and um I just want to say that I'm looking forward to a better and greater year because I know that this board we can do it together in spite of. Um, so I'm just looking forward for a great year. Thank you. >> All right. And now for the uh superintendent's uh report. [snorts] >> All right. Just have a few things. First, I want to start off with happy new year to everybody and welcome back for the great year of 2026. >> [snorts] >> Oh, before I get started on my regular report, I just want to say that um during schoolboard appreciation month, Poke County Schools proudly recognizes our dedicated members of Poke County Pul County Board of Education for their leadership, service, and commitment to our students, student, staff, and community,

010thoughtful decision making, strong advocacy advocacy for public education, and a shared vision. for student success. Our board members help guide the district forward each day. We are grateful for their time, dedication, and unwavering support of Poke County Schools. We appreciate all you do to help move Poke County forward. So, thank you for helping us move the deep needle to help students. And this is school board appreciation month. Next, I wanted to talk about uh there's a few things that are coming up. Kindergarten prek registration will be on February 21st uh 2026. I put a flyer in all your u folders. It talks about the documents needed for prek is prek and kindergarten. [clears throat] And it's a flyer that looks like this. So if anybody calls you, you'll have exactly what they need. And [clears

011throat] um we're looking forward to that day. It's going to be at West Pope Middle School at the West Co Middle School cafeteria. Anything else for that? Um Miss >> That's it. Um we're excited about it. It's going to be the same day as our DEX competition for elementary. So we want a big crowd. So we figure competition in the gym. Parents can come and roll in the cafeteria. So we're excited about that. >> [snorts] >> So, big day and we'll keep u putting that out. Our girls are are going to state again in wrestling. We're looking for a three piece. >> Three repeats. That's big. [clears throat] That puts us up there with huddle balls and [laughter] few other teams, but repeat is a big thing. So, we want to make sure that we're

012supporting our our student athletes with that. I am proud to announce that We had a excellent shot with the superintendent and it was televised. Well, uh it was picked up by Positivity Carolina. We supported 25 students and those students had a ball going around the store shopping and was just good to see that cheer that day. So, we're very happy that we were able to help those students with the shop with superintendent. We are planning a superintendence night out for February to probably be toward the end of the month, but we do need to uh to do that and we're looking forward to doing that again. Um we're going to publicize that and make sure we have a good crowd. Um, all our teams will be there to share information and talk with our parents

013and get them up to speed on things that are going on and making sure that they know that they're are welcome and they have a place at Hope County Schools and they have a seat at the table. So, we're looking forward to that. I am on tour right now visiting buildings doing lunch talking with teachers and students. My third building will be tomorrow. I'll be at UP church. Had some great business. Had some great business with students, too. One asked me was I secret agent cuz I had on a black suit. [laughter] It's funny because I wasn't a secret agent, but I do play one on TV. But but we did have a good time and I'm going to continue to do that. And then also we're scheduling our meetings with staff. As by statute,

014the superintendent has to meet with staff um at least once a year. So I would do that. You [clears throat] get more bang for the buck. I think it's easier to just go to the different builders and then try to do a whole meeting so I can answer more questions when when it's like that than trying to have everybody in the building at the same time. So we are scheduling those meetings, too. My first one of those is going to be next week at Sandy Grove Middle School. We'll send out the date and time for that. That'll be after school um meeting with staff. We continue want to do that and make sure that staff is being heard and um they can share concerns and highlights and we just talk about vision and whatever they

015want to talk about and answer questions. looking forward to to that happening. Have some great news too and I shared some copies of that with you. Uh I got the certificates from the state board. Uh you have a copy in your in your uh folder. San Hope Early College High School 97.4 graduation. [applause] Don Seed received a certificate from the state board of education, North Carolina Department of Public Instruction for achieving a goal of ex of expected academic growth for students during the 2425 school year. >> [applause] >> JW Mclofflin Elementary School for achieving a goal of of expected academic growth for students during the 2425 school year. Very happy about that. Upurch certificate for achieving the goal of expected academic growth for students during the 2425 school year. All right. [applause] Sandy Grove Elementary.

016Thanks for achieing achieving the goal of expected academic growth for the 2425 school year. [applause] Getting better and better. >> Hope County High School. Say it again. Whole County High School exceeded academic growth award. [applause] Hawkeye Elementary exceeded academic work. [applause] And last but not least, San Hope Early College High School again led by Miss Lesie Neil who's in the audience. Rachel and Miss Lesie Neil. >> [applause] >> exceeded academic >> growth. [applause] The principles was received their certificates on Thursday at our leadership meeting. So, I can't wait till they get those. So, some great things are happening in those classrooms. We're making that achievement. the trajectory is going up and we're going to continue for that to happen and we're working with all our buildings to make sure that they're making the growth that

017they need to grow they need to. Um, so we're just excited about the things that are going on in our classrooms. All right. And now for a public comment. >> We don't have any public comment. We go right along. Um of course uh consent agenda. Uh what what were the wishes of the board? Can somebody remind me were we voting individually or? >> Yes. >> Okay. All right. Um the first item is can I get a a motion uh to approve the minutes for December 9th 2025? Assuming that I make a motion to approve the consent agenda, the first item minutes for December 9th, 2025. >> Second. There's a motion on the floor to approve the minutes for December 9th, 2025. Those in favor? >> I. >> Those against? >> Okay. And now the school

018board policy first read. Um before we make a motion, can I ask that the policy code 2230 um be pulled for this month? [clears throat] >> Did you make a motion? >> I put No, I didn't make a motion, but I wanted to ask that be pulled before they make the motion. >> I can't read. >> Which one is that? >> The first the first one. And I mean we could we could go back on. I just wanted >> what what's the policy on? >> 2230. >> Um that would be an amendment to pull that one off the agenda or >> so you can make that amendment. It'll need twothirds vote to pass and then that can be pulled and revisited a later meeting. >> Just make a motion. >> So you just want me

019to make a motion? We need to make a motion to amend the agenda to remove that policy. >> I make a motion to I move to uh [laughter] >> I move to pull the uh policy um code 2230 to the next >> meeting. Okay. >> To pull it from the consent agenda. >> Yes. >> Second. >> Okay. All right. There's a motion on the floor to pull the policy code 2230 board committees. Um, those in favor >> I >> those against I >> Okay. I just well cuz there's some verbiage that I wanted to um come to y'all meeting and um sort of discussed to see if we could be in agreement um with the the verbiage that um um I think would benefit the whole board. >> Yeah. I would like the opportunity to

020discuss uh unless you want to discuss it right now. I have questions about this uh policy. I think the policy changes. I don't want to do it right now because I don't want to stay alone, but [laughter] but I just wanted to pull it to the next time so we can I can have an opportunity to come to your um uh your meeting to sort of discuss this policy and and have a [clears throat] a a more a better way. You know, I don't I'm not sure. I just need to come to your meeting, but I didn't want it to go through because I wanted to come to your meeting and and discuss it. >> Um, I would like to discuss it, but I need clarification from attorney Karet. >> Uh, it can definitely be

021on for discussion. >> Um, and if the board so chooses, it can be moved back to policy committee with these comments to be revised and discussed at the next policy committee. But is policy 2120 was it amended? >> Policy 2120. >> Hold on. Hold on a second. Uh I was under the impression that we were addressing 2230. Mhm. >> I was asking because unless we've changed policy 2120, which says in section B number two, it says to make policy decisions, while always keeping in mind the objective of providing students the opportunity to receive a sound basic education and only after full discussion at publicly held board meetings. So, I'm just trying to follow the policy and discuss it in a board meeting. >> Yes. So policy policy 2120 that you're referencing that section that was

022reviewed by the policy committee sent to the full board for first second read approved and was finally adopted by the full board on September 9th 2025. This one has been um in process. Um and policy decisions include not only the written official policies that go in the manual, but they also include other decisions that you guys make in the direction of the school. Um so as far as this specific policy, if if you'd like to pull it, discuss it more thoroughly, it needs to be removed from the consent agenda for discussion. And if it needs to go back to policy committee, that's something the board can decide to do so that if there are changes based on the the discussion of the board, they can be incorporated and it could be brought back for full

023board approval. >> So I say we discuss it now. >> So we'll need the motion to remove it from consent agenda for discussion because we didn't do that before. So Rose's motion But you're going to need four people to do that. >> Yes, you'll need four people to do that. If not, then >> and it's a stance right now. There's only [snorts] two. >> So, I don't know if there's if if you want to put it to a second vote, make another motion, you can do that. [clears throat] >> We need four people to >> because we've already adopted the agenda. You need 2/3. >> Okay. So, you're going to have to uh >> Okay. So, what what am I doing there? >> So, you're going to make the same motion that you just made

024for discussion. [laughter] I move to the U policy code 2230 um from the consent agenda for discussion. >> Um there's a well second. Okay. Um there's a motion on the floor to approve policy 4 2230 board or committee uh for discussion. >> Those in favor say I. I. I. So, we got four. >> We got three people. One, two, three. And those against I >> I'm against that. >> So, it looks like the motion passes because I think Catherine voted in the affirmative. So, um if you want to move to approve the rest of the policies on the consent agenda, go ahead and do that and then you can discuss um 2230 um and >> policy committee can try to take notes for >> All right. Um >> so, did I get a motion to

025approve um the >> I make a motion to approve the rest of the policy changes as a first read? There's a motion on the floor to approve uh the remaining uh policies. Second. >> Um those in favor? >> I I those against. Okay. All right. >> So, yep. Now, if you want to call for discussion on that, Mr. C. >> Okay. >> If you will call for discussion. >> Oh, sorry. Sorry, [laughter] not loud enough. My bad. Okay. Uh now open the floor for uh to discuss policy um what was it? 21 >> 2230. >> Yeah. 2130 >> 2230. >> Yeah. 2230 board committees policy. >> My question was just basically uh I'm wondering what the committee's reasoning is behind limiting to three members. Um to my recollection, the reason was because uh let me

026let me let me first let me uh address this accordingly. First, we're going to have to take it back in time. Uh because I I uh I think that it would be unjust to just give you a straight answer. So, let's start from the very beginning. And we started with a work session when uh uh the uh uh back then the new three board members came in and while there was a great intent with the work session uh we had we started uh reviewing policies during that uh meeting. Okay. And basically what I recall we became overwhelmed because we kept stacking stuff in there. So, we decided to put a a vote on the floor to uh get rid of the uh work session uh meeting two weeks before the regular monthly meeting uh with

027the agreement I think was to uh let's talk about a policy committee so we can continue updating the policies. later on, I want to say under the uh uh uh Angela Sutherland was the chair at the time, uh she brought the uh the comment and I think we we voted on it and we established the first committee ever in the uh in the school district um uh a committee uh of the board. Okay. And then uh to my recollection uh y'all can correct me if I'm uh in accurate uh at the time that we voted uh I I volunteered to be the chair and I was nominated by um Miss Sutherland. uh the board voted me to be the chair and then we needed one more individual and I believe that uh Miss Sutherland was

028the one that volunteered as a second board member and then uh Miss uh Blue um uh decided to also join and then we proceeded and um then after a while when it came to uh reviewing specifically this policy by by the way this policy has always been there. Uh we just never modified it because we didn't have any committees and we did establish the first uh committee which is a policy committee. And so to my recollection there was two board members. I don't mean to to uh drop your name but uh these are the facts. uh to my recollection there was two do there was two board members that they uh did not uh have the time and you know work schedule and all that stuff. So uh they uh they uh two board members

029at the time did not want to partake because of you know time constraint. Totally understandable and so therefore uh as we progress uh we kept that in mind and so the uh the uh discussion was brought about what would be the the number we went from two to three and I'm just going to say I own this. Okay, this is what I remember saying. uh in order for us to effectively move policies forward, we have to have three people that uh agree and therefore we can move forward because this is exactly what what will happen. Fortunately, we agreeing to this because we need to resolve this issue. Okay. But uh we didn't want to do four because that's almost the board. Why not have five? But at the time it was um uh Rosa and

030>> Kesha. Um she knows I always had problem with that name. not personally. And so we agreed that it was going to be three people. Uh and so that we went along with that. And uh um I think I remember the last meeting that uh um I asked uh uh one of the lawyers a Amy uh uh to look uh the the legality of it which I actually found it already but uh it is within the discretion of the chair whoever the chair is to nominate a board member of the board to be the chair and as many as the chair uh decides which I didn't make that decision we all agreed to it and so that's that's the the background of the the meaning say if we add one more my logic behind is

031this if we have one more one more board member which is board I say we include all five and the biggest thing is that it shouldn't be a uh a board member uh four members as a as an example that uh the board uh member just wants to come in when they feel this is an obligation and the three at the time we agree that this is an obligation and we will fulfill this obligation. So this should not be for any policy committee uh uh for any uh committee such as a potential financial committee. you know, we need to have dedicated board members that are willing to attend every time and that's what we have uh been doing since uh we agree. Um and so that's just so everybody knows the background as to how

032we came with the resolution of three, not four or five. >> But we did not agree without that attorney being president. >> That's right. That that that's right. Thank you uh Angela for bringing that to my attention and and uh there's been a uh a discussion about the fact that uh uh you you know uh these might be cold session meetings. It's not it's open to the public. Uh individuals are more than welcome to look at the website the official website and it's on there as a matter of fact right now for the next 20 policies potentially 21 because I I think I added another one. Uh they're already there on the website. So, it's open to the public to uh uh to review these policies. They they're pretty much already modified based on general

033statue recommendations and all that stuff. All we doing is reviewing to make sure that the content fits uh to the mission of the uh of the district. The superintendent attends, other other uh staff members attend. This is, like I said, this is open to the public. Nothing is done in secrecy. Uh, so I hope I answer your question. >> Um, >> my question. >> You didn't answer my question. I just wanted to know why are you limiting it to three? >> I just >> No, you just you're not saying why. There's no reason to limit to three. >> Why? >> I think the reason that it was at this point in time when it was discussed is um it's recommended that you reflect local practices. in local practice at the time that this policy revision

034came came to to the policy committee was we have three people on this this committee. Let's make sure that our policy aligns because there are a lot of policies in your manual that the the committee has worked through to get up to date. There are a lot that have been way out of [laughter] date um making headway. So at that time when there were the decision was three it's okay we have you know a quorum with the board the minimum is two to to to have a committee a standing committee like this we have three people that have been doing it that's why it was was >> put forward for those three if it is going to be four or more if you have four I I you know you might as well have the

035full board but if you're doing that then you are making decisions at those meetings on policies to then again be voted on by the full it's still going to have to go first, second read. So, at this juncture, the way it's set up with just the three, you're proposing these revisions for discussion. So, we've taken this one off so that it can be discussed um to the full board. The policy committee itself is not making those decisions on behalf of the board. They are just proposing it, doing kind of the leg work, the grunt work on that. And if I can u if I can interject Jessica cuz she wasn't on the board at the time everybody had the opportunity to really be a part of the uh committee but it was work schedule and

036timing that is the reason why and so it wasn't like we going to do this and this is ours and nobody else is. Everybody had the opportunity. >> Yeah. That's just why I'm just wondering why we're saying we're making it policy that will never exceed three members in total at this committee. But can you give clarifi if we're allowed to come to the meeting uh and and participate in that discussion? >> You can participate in the discussion, but you wouldn't be able to vote. You would be kind of an exeicio a vote to extend it onto the full board. >> Okay? >> Right? Because you're not a member of the the committee as designated. Um, but you would definitely be able to participate in the discussion as a board member. You just wouldn't have at

037the committee any right to vote to move it to the full board. >> Okay. Because any meeting that has three members is a board meeting >> according to the North Carolina School of Government. >> Yes. But according to this policy, they're not acting on behalf of the board. They're sending their policy recommendations to the full board for final discussion. >> Go ahead. >> I'm sorry. And and so and so uh the other thing um [clears throat] um that I want to bring to everybody's attention so we don't forget uh I know it might seem like it's a lot and really it is. It's time consuming, but uh one of the reasons why we decided back then um that we were going to have this policy committee uh the day of the regular monthly meeting board

038was so we would not get paid again for another meeting. Thus saving money to the district because when we came in, we came in to try to save money, find ways to save money. And so that that is uh that is very important. Unfortunately uh you know we are we we are all busy and we do have schedules and sometimes uh it uh we're not able to do it but in time we've been able to change shift the timing. It used to be every month and then it it became overwhelming and so we decided hey you know what and of course this is also with the recommendation of the of Dr. spells and the staff that you know I I think that we're going to do this every other month but then I you know

039then we agree okay well we need to increase the volume of the policies because we started with 10 we're doing now 20 so there's a lot that goes to uh goes to uh to this but the you know um go ahead >> um my concern and it's just only a concern um is well I think I I think it's twofold. One is um I personally think it should be two members. And let me tell you why. Because if you're at a one to two members, board members, I know there's going to be other members on there. And the only reason I'm saying that is because we are only made up of five members, right? And if [clears throat] if three of you or three of us, let's just say three of us, you know, um

040are at the at the policy meeting and you agree to, you know, change the things that you're changing regardless if it's grammatical or whatever it is, you know, change it and then move it forward. That means you you agree. Once once we come as a board of five, we really I mean we still have a say. We still can vote yay or nay or whatever, but you all are going to vote or we whoever's on that that board will vote how they really voted, you know, to move it on because they voted to move it on. And and that's going to be the perception. That's all I'm saying. So, so it's always going to be um you know, who's ever on that policy board me who's ever on any um um board, it's always going

041to be it's it's always going to be a victory, for lack of better terms, for them. That's one thing. That's one thing. Hold on. The other thing is, you know, when y'all first came on, um you had this committee. Do we have any time the committee will change? Maybe we want to maybe you know if it's going to be three and you all want to stay on the board when will we when will it change to other members? >> When we came on the board we didn't have this committee created. >> All I'm saying is >> Yeah. >> All I'm saying is it's already developed. Right. >> Right. >> Okay. >> So >> you was a part of that. You just decided not to be a part of this. >> It's already it's already I'm

042saying it's already developed. Okay. >> My question to you >> is, you know, you've always been chair of that board. You know, you always >> Huh? >> I say you doing a good job. >> Yeah. Yeah. Yeah. You've always been members. If And it's And it's three, right? It's three of you, right? If say for instance me and Jesse um wanted to not join as five but replace when when will that happen? Do you have a policy? Do you have any you know anything like well you do two-year terms and then that's I'm just asking. >> You done? >> I'm done. >> Okay. >> I've already forgot the first question. >> My first question was Hold on. My first question was [laughter] >> what was my first question? >> One or two members. >> Yeah.

043What? My first question was because it's three members. Understand this. Because it's three members then it's going to always look like the appearance is going to be there because you move the whatever policy you did you moved it forward meaning that you're in agreement. So when you come to the full board, you know, even if even if I I I said nay or whatever I said, it's always going to pass because you you you the three >> that's on the committee brought it to us. Not necessarily because >> it might not because it might be something that we didn't see that you brought to the attention of that person. So, it's not like it's already set in stone. I do have a question though. >> Okay. >> Um, before the policy committee was formed, >>

044and you might not know this, Jessica, but some of the policies was really outdated. Like, >> I don't even think they were even looked at. And I think we was just trying and we're still trying to make sure everything's updated so that we will be >> within the law and doing things that we say we're going to do. Um, so was there a policy committee before >> back in 1976? >> No, I don't know. [laughter] It wasn't that >> like probably 10 years ago that it was some revisions were done in like 2015 because I >> So that's my that's my entire exactly your point is what I'm trying to do because I'm not going to say anything negative about previous pores because they were excellent, >> right? Um but it could be seen by

045some as delegating your duty if you're not doing uh reviewing policy because it is mandated. This is our job. Our main job is >> policy. So my problem with this policy right here is that for one it does not follow 2120b number two of an existing policy. And I just pulled up where you said it was revised in September. I think 20 >> well the revision include if this is the revision and what's currently on if it's already >> I think it's on the manual. >> Okay. Well then that means we are breaking that policy that we voted in in September which says number two is to endeavor to make policy decisions while always keeping in mind the objective of providing students the opportunity to receive a sound basic education and only after full discussion

046at publicly held board meetings not committee meetings. Um, so the pol, so that's why I had a question about this policy because it does not follow it. How is how is a policy that doesn't even exist because we have not even approved this in its final form. How is it being used to say how we're going to make policies? So and and this is what what I can propose so that the the policy committee and and when we're looking at this policy on how to make it square with everything not that it doesn't because again the committee is making recommendations it has no authority under this policy to act on >> I understand that but I've been told at two meetings in August and December and of course I understand [clears throat] how it is

047sometimes it's stressful we don't say exactly what we mean to say or it doesn't come out Right. >> But I was told twice that I couldn't discuss policy because the committee decided and it's on recording on YouTube. Anybody can see it. >> So, so generally con, so one of the ways that that can be rectified is to not have policies, especially when they're being presented for first read on the consent agenda. Um, now we're reviewing a lot of policies which which can be challenging to act. Now you can move to consolidate them and approve them all at once after any objections or conversations have been brought forward. So that's one option to make sure that we are the board members that are not serving on the committee at one point in time feel that they

048have really the full ability to to discuss those. So um what we can do is we can kind of what the standard practices of other policy committees a lot of districts have moved to policy committees because your manuals are large. Um the law changes frequently. Um guidance changes frequently is we can bring bring to you guys next meeting a few and I'm sorry to kick the can. I don't want to don't mean to do that but just um coming back trying to trying to get up to speed here. um what other districts surrounding districts are doing that are effective where everybody has the ability to to discuss um and and [clears throat] comment on that. What policy committees look like in other districts, if they have them, if they don't, how many people are on

049it, so that you guys can kind of figure out what works best for us, what works best for this board as it's formed now, and what will work best for a board as it's formed in January of next year, depending on how. So, I never did answer your questions. >> Are you going [clears throat] to answer? [laughter] >> There's just too much discussion going on. We're going around uh I I think they were going around pretty much at circles, but the decision back then was made based on a prior information that that certain board members uh did not have the time, which was totally understandable. That's why uh and yes [clears throat] uh you know perception is perception. Yes, I do agree that uh if three board members agree uh that this is how we

050want the uh to move a specific policy forward. Yes, it is assumed that we probably have the votes but you know I forget who the one that said that it's always the case. That's not the case because we're talking about a policy right now. So it's not always the case. Uh you know so um I'm open to we started as five board members uh during the work session reading policies and I remember staying there till 11:00 at night. It was vicious, not as in bad discussions, but it was like it was a lot of midnight oil and that's because we wanted to update because one of the things we discovered which I beg the difference as far as ever having a policy committee because we ran into a 1996 policy that had never been updated.

051So, uh we're trying our best. But to answer your second question is uh nobody has approached me and asked uh that I would like to be the chair to uh to the policy committee. I'm more than uh willing to uh because I've been thinking about that uh you know I am the chair and then I'm the chair of the initially we started with uh uh we could come with to a conclusion is that we're going to do this a year and then the then we started every other month I said well that's very short how we change the content to where uh as don't quote me but as as fit you know as as needed. Yeah as needed. And so as needed and if you [clears throat] and uh Jessica are want to join then

052we'll we can address this and uh and you know at least two of us can step down and the to me it's logical that I myself don't like wasting time. I can't see myself reviewing 20 policies and I'm a slow reader. I tell everybody this. It takes me a whole month to read 20 policies. U and I can't see myself spending all that time only to come over here and all the policies get rejected. It's contraductive. That's that's why to me it made sense. And we have three board members to agree. But it's not it's not against the law. But you just said it, you know, but it's against the law. No, no, no, no, no. you just said, you know, um to have three on there because you don't want to do 20. And

053I understand that you don't want to do 20 policies and then come to the meeting and have it rejected. >> It kind of sounds like you're saying you don't want to I don't care what everyone has to say. >> Let's please not talk over each other. Let's allow each other. >> I would like to resign from that committee and let them have an opportunity to be on it. >> Okay. >> Just rely on them, >> cuz I've said that in the beginning that anybody want to be on it. So I I'm off of it. So y'all have that space. >> I want to be clear. >> It's redundant. >> My problem was never in really this policy. My problem was in how the this how policies are being re uh presented to the board during

054meetings because that was the motion I made last week originally was I asked if we could have policy presented as an information item with just you know citing all of the policies that are just grammatical changes or changes that are mandated by the state and an explanation on the one single policy you know because that's usually how it is that has major changes >> and just an explanation of that because It's not about me being on the board. It's I don't want you to feel the same way I do. And I don't want the public to feel like you're being treated >> that way. Not at all. I'm good. >> You may. You never know. >> No, ma'am. I won't. I'm [laughter] No, I won't. >> Well, I want to do my job and discuss

055policy >> because the door is always open. If I want to come, I'mma come, >> right? >> So, I'm not going to feel that way. So, my is now open as well, right? So, it's open. >> Well, I was told at two meetings that I could come but not discuss. I think we have had that cleared up with our attorney now >> and everyone's on the same page. >> Discuss. No voting. >> No voting. [clears throat] >> Yeah, that that was clear. But I mean, can you reinstate the >> So, if you're not appointed or serving on the policy committee, you're of course welcome to come to the meetings and participate in the discussion. you just wouldn't have the ability to vote on the changes. Now, you might be able to get input and help

056with the changes, but you wouldn't vote on those changes to be then presented to the full board for approval. And again, it's a first second. [clears throat] So, say this policy, okay, first reading, we don't like it. We need to go back to the drawing board. It can be represented. It can be re represented with minor changes as a second, and you can approve it at the next meeting as a second if everyone's good with those changes. So there is flexibility in in that. Um but you know we'll do what you guys if if there's more information that you'd like on on policies, procedures, what's going forward. If Miss Sutherland has decided to step down and Miss Brown is is willing to to step up and participate at that next policy committee, which I think

057is February, February maybe, um we can certainly do that and we'll prepare for you. Hey, this is what it looks like and discuss it. Um and then whatever policies I you know think that come for first reading you know we can have a separate um information item on those and if there's discussion on those specific policies we can consolidate the ones that are good to go you can pass them for second read on consent and the other ones can again go back to the drawing board so it's a little bit more fluid flexible process. Yeah. >> I'm sorry, Grace. What did you say? >> Oh, Rosa. [laughter] >> Rosa. [clears throat] So, so um um [clears throat] assuming that this might be the wishes of the board, u I would very much appreciate if anybody's

058interesting uh to become uh the chair of the policy committee and by all means reach out to me and and address that uh with me. I I'm not I don't think we need to make a decision right now on this. Um because that's not that's not what we uh bought it for. Um but just put a lot of thought to it. Uh cuz I'm going to tell you this right now about my own personal experience. As far as I'm concerned, it is extremely uh consuming. It's extremely consuming. And one of my goals was that we wanted to get all the policy done before the next election cycle. And then I was given some bad news by HR that oh we not we haven't even started. Uh we we still got a whole bunch of other

059sections. I was like there goes my goal, you know. It's very it's very time consuming but if you want to be uh we can we can further address the the number of board members in the uh in the uh uh in the committee uh later on in the in the in the committee and then we can come to some type of consensus on it and and but again if you want to because I read the general statute it specifically addresses the chair uh the chairman quote unquote and uh and then he nominates the chair of the committee and as many volunteers is uh necessary. I'm paraphrasing. Uh and so if you want to volunteer as the chair, by all means, let me know. If you want to volunteer as uh the second and third or

060second uh board member to the uh policy committee, by all means, reach out to me and and let me know, you know. Um [clears throat] and I say this uh with an open heart as far as uh give you input because I think really there we're just we just I think we're being a horse on this one. I think we got the point across. we will address this accordingly uh in the next uh uh policy committee and uh now that I know that there's interest in other board members. Um but I just I just want to tell you that it's a commitment. It's not when you want to show up. It's a commitment uh because really we owe it to the district to make sure that all our policies are up to date. And it

061was embarrassing and I say this uh with the utmost respect. It was embarrassing when I ran into a policy that was dated 1996 and it had never been updated. That's embarrassing. Okay. And that's up to the board, not to the district. >> I can't remember. >> I think it was in the 2000 section, >> but it was it was one of the first. But but anyways, uh uh I think we had some positive feedback on this uh policy committee. We will we will proceed accordingly and by all means again I reemphasize please reach out to me and let me know that you're that you want to interest I we're not going to make this decision now but I would like to uh whoever wants to uh uh be the chair um by all means uh

062reach out to me I'm available to you 247 except when I'm on asleep and they [laughter] anything else can we move with this. >> Okay. Um so um now the uh next item is the administration >> information. >> Um [clears throat] here the uh financial audits uh reported Mr. Chairman, members of the board, Dr. Fails. Good to see y'all again. Has everyone [clears throat] got a copy of y'all's report there in front? I'll be going over just a few pages from the report that I think are the most important to you all and overseeing the finances of the district. Um, if anyone has a question at any time, if I skip something that you want me to touch on, just feel free to interrupt. Um the financial statements cover two main areas that we audit

063each year and are required to issue reports on. Uh the financial section covers the first 58 pages of the report followed by the compliance section starting on page 59. And within the detailed financial statements, there are four letters that we issue that pertain to these two audit areas. And I'll go over those four letters with you this evening. And we'll start with the financial section. And uh there's just a few pages in that section that we'll go over. And I'll point out that on pages one through three is the uh financial statement opinion letter uh that we issued and it is a clean unmodified opinion which is exactly what you want to receive and that basically means that we feel that all of the amounts and disclosures that you see in the report are reliable

064and free from any sort of material statement of errors. The next page that we'll look at is uh page 15. [clears throat] And page 15 shows the uh revenues and expenditures of the governmental funds of the district for the year ended June 30th, 2025. And once we finish page 15, we'll look at the child nutrition program um back on page 57. I'll give y'all a minute to find that page. On page 15, we'll be focusing first on the uh general fund, which is the first column. Okay? And if you look [clears throat] down at the very bottom on page 15, that general funds column, you've got uh the fund balance as of the end of the year at as of June 30th, 2025, which was 948,046. And this amount is a decrease of 226,318 from

065the fund balance that was recorded at June 30th, 2024, uh which was a million1 174364. And both of those amounts are right above that 948. [clears throat] You can see >> 4. You said 15. >> Yeah. Page 15. >> Okay. I see it. >> All right. And if you look down at the bottom of that first column again, you can see the fund balance of the general fund was 948046 and that was a decrease of 226,318. And that decrease is two numbers above that on the net change in fund balance line. And the beginning of your fund balance is right there in between the million1 174 364. Okay. And now the other fund that I want you to look at is in the middle of the page. It's the other special revenue fund. [snorts] And

066looking at those same numbers, you can see that the other special revenue fund ended the year with 212,600 and it reported a decrease of a,13890 in fund balance. Okay. And these two funds kind of go together. They both kind of operate jointly as the general fund. That's why we're going to look at them together tonight. Um so combined um the general fund and the other special revenue fund reported a decrease in fund balance of about 1.4 million. Okay. And if [clears throat] you look at what the total is remaining the 948,000 plus the 212,000 um that number is a million 161. So y'all don't have enough fund balance left between those two funds to spend 1.4 million again. Does everyone understand that? >> Okay. In the previous year, I think y'all spent about 714,000 in

067fund balance in the June 30, 2024 year end. Okay. So, at this point, um, having spent the 1.4 million, you're down to a million 161. Um, so I know we're in the middle of the year, but I'm not sure if y'all looked at this yet, but you need to make sure that you're not on track to spend another 1.4 4 million because you would run out of [sighs] cash at that point if you if you were on track for that. So, if y'all haven't looked at that yet in depth, then y'all need to look at it to make sure that you know that y'all made cuts or revenues are going to go up enough, you know, combination of those two so that you don't spend, you know, the remaining fund balance that you have. And

068you definitely can't spend the 1.4 or you would be in the negative. >> Does that make sense? Yes. Okay. All right. >> We would actually recommend that you try to get the fund balance back up to around 1.5 million if you could. And 1.5 million that that would give you around uh two to two and a half months of operating cash. And y'all y'all need that just for cash flow purposes. You know, paying the monthly bills and then just having some in the bank in case an emergency comes up, you know, a hurricane, some other kind of natural disaster, pension spiking liabilities. You've got all kinds of things that could pop up. and and y'all would need the money for. So, you know, it's good to try and get that built back up if you

069can. So, [cough and clears throat] that's just something that I would recommend y'all go ahead and look at now for the current year. And then also with the budget season, planning season coming up for the 26 27 year, uh, you need to go ahead and, you know, be factoring that in as well as part of those u procedures. Anyone have any questions? All right, let's go to page 57 and we'll talk about the school nutrition program. And page 57, it shows the revenues and expenditures of this fund for the year ended June 30th, 2025. And if you look about threequarters of the way down, it's the last line that has three columns to it. The net change in fund balance. And the middle column shows the actual results for the year. And you can see

070the school food service program reported a loss of 764,689 last year and in the previous year uh it reported a loss of 247,000. So losses, you know, about around a million dollars over the past two years combined. Um now the loss went up this year about 517,000. That increased loss was largely uh attributable to a $197,000 decline in revenues and a $337,000 increase in expenses uh primarily for salaries and benefits and capital [clears throat] outlay costs. And um even with the reported loss, the program still has good cash balance uh reserves at year end of about $4.5 million. So you've got plenty of cash in the bank in child nutrition. Um but cash did go down about 1.4 million last year and uh you know obviously you can't continue losing 700,000 a year or it'll

071get gone pretty fast. So um you know management just needs to to look into that program try to figure out a way to get back to a break even at least a break even status if you can. Um you know y'all also collect indirect costs from child nutrition. I think last year y'all collected around 200,000. So, child nutrition writes a check to the general fund and they that that gets deposited into the local bank account to help um with um covering the overhead cost that the programs child nutrition incurs operating out in the schools. So, if cash drops too low, the state will say, "Well, you don't have enough cash to pay indirect cost." So, you got to look at that as well. But again, y'all got a good bit of cash in the bank

072right now. That shouldn't be an issue. Uh, but again, you don't want to keep losing that much money if you can help it. So, does anyone have any questions? But I don't know if it's >> uh do you know where the law why is it any of this related to loss in federal funding? >> That had something to do with it, didn't it? >> Federal federal funding went down. It went up salary. She got more employees and then the federal federal funds went down. >> And those are federal funding cuts across the board. >> Yes. >> And we um as we lose students, we lose funding also. >> Yeah. money. >> Oh, sometimes, right? If they don't come back, we don't need it. >> I'm saying if they come back in the same year, we've

073lost that money. They come back, >> but I think it's more. >> Any more questions? >> All right. Um now the compliance part of the audit starts on page 60 and uh on page 60 is the first of two letters that we issue related to um to the compliance testing of the board's internal controls and state and federal grant awards. And um we're required each year to perform compliance audits on the state and federal funding that flows through the district which is a majority of the district's funding. And um we're happy to report that there were no findings or question costs reported pertaining to the district's federal grants uh that we were required to audit last year. Um however, we did report three in control related findings and one state grant finding. And u these

074findings are detailed on pages 67 through 70 as findings 251 through 254. And if you would turn to page 67, we'll go through those um each one of those findings. So on page 67 down uh toward the bottom is finding 251 Okay, everyone got that? Okay. And this finding discusses that we noted various uh general ledger accounts [clears throat] that were not properly reconciled in a timely manner during the year. Um as part of the audit, various journal entries had to be made in order to adjust the general ledger uh to the proper year end balances. Um a listing of those uh significant audit adjustments uh included in a separate letter that we issued that was in the front of your booklet and we'll talk about that about that letter in a moment. Um, and

075not reconciling these accounts in a timely manner could result in the board making financial decisions based on inaccurate data. And if you remember last year, we we had the same finding last year and we reported the issue of the uh the Blue Cross Blue Shield health insurance premiums not being requested in a timely manner. And I think that ended up costing the district around $400,000. We didn't have that this year. There there wasn't anything like that that was noted. But uh but again it it can happen if the accounts aren't reconciled timely. Uh because that that would have been one of those things that would have been caught before year end had those accounts been reconciled on a monthly basis as they should have been. So um anyway that our recommendation is that that you

076know [clears throat] y'all get procedures in place and and and get those accounts reconciled each month um so that y'all can stay on top of whether or not you know there are any issues out there. Can you repeat that the recommendations right now >> that the reconciliations be completed uh timely and accurately each month? That that recommendation it's on top of page 68. >> And I'll add that that school system finance is is very complicated. I mean, it's it's not very simple to to to do these reconciliations, you know, especially if you're inexperienced as being a finance officer. It it's uh you know, we always recommend that you that you get someone in, you know, if if you are inexperienced to to help you with make sure that you that you know what you're doing

077and um that you don't miss anything because it's very easy to miss something. Um the issue that y'all had last year that we talked about that Blue Cross Blue Shield, the insurance premium was not being requested. Um, we had two more districts this year that had that same exact problem. Um, they I think one lost around 450,000. I think the other one lost around two to 300,000. So, and y'all aren't alone. But in both cases, it was it was, you know, new inexperienced finance officers. And it's, you know, the state, they're they uh they don't have any mercy on you once June 30th passes. They do not let you go back and get that money, you know, once the once the year ends. And they don't they don't care that it was an honest mistake.

078You just didn't notice it until after June 30th. They don't care about that. They June 30 is a hard cut off and everything needs to be adjusted. And that's why it's so important that the reconciliations be done in a timely manner each month so that you can catch those things before they happen and you don't get get stuck not requesting your money. Okay. Anyone have any more questions on that first finding? Okay, let's go to the uh page 68 and we've got finding 252. And this finding summarizes violations noted of the school budget and fiscal control act pertaining to purchasing. Uh we noted several instances in our audit of expenditures made during the year for which a purchase order uh was either not completed or the purchase order was not completed until after uh the

079goods uh or services were received. Um a purchase order provides documentation that the pre- audit function has been performed in accordance with the school budget and fiscal control act. And the purpose of the finance officer performing the pre- audit function is to first verify that sufficient unencumbered funds are available in the budget to pay for an expenditure for requesting the goods or services. And not proper properly performing the pre- audit function is what can directly lead to the district incurring budget violations like what was reported in finding 20 uh 253 that we're going to discuss in just a moment. Um, and these purchasing guidelines are in place within the state law to help prevent districts from spending funds they don't have and getting themselves [clears throat] into financial trouble. So, you know, again, we noted

080this same issue last year. U, some purchase orders not being done, the process not being followed properly, and uh, so this is two years in a row that we've seen this same issue. And I've talked to Miss Richardson about it. I think she's she's all over making sure that there are POS in place before anything gets approved. Um that that's very important because if you know for a district that does get themselves in financial trouble I know y'all all heard you know Winston Salem for site think Alan Bington Durham they've all had issues in recent years if if you've got issues like this then that's going to look even worse. So that's why it's so important to have good controls and procedures in place so [clears throat] that if something does go wrong, state can't

081come back, send somebody in here to investigate it, and then they find out that, you know, the the the state law that's supposed to be followed was not being followed. So again, that that's just um I've talked with Miss Richardson about it. She says that she is all over it this year. So hopefully we won't see any issues with that uh in in the next audit. Anyone have any questions on this finding? >> Are they not getting requisitions or they're using requisitions to make purchases or what's going on? We identified the departments that are doing that. >> Yes, ma'am. >> And we have basically told over and over again like say that if they're purchasing stuff and don't have a reposition, then they're going to pay for it themselves or send it back. Okay. All

082right. Next page, page 69. Um, we got find 253. And, uh, this one relates to budget violations that were not during the audit. And the specific dollar amounts of the violations by fund and function are listed back on page 32. And, um, the violations relate to the budgets of the general fund, the capital outlay fund, and the child care fund. And I'll just go ahead and say the ones for the capital outlay and the child care funds. If you look at those, they they look pretty large, but they're not as significant there. Um and and that's the general fund one is the one that that should catch your attention. Uh it totaled about 286,000. Uh which what that means is 286,000 uh dollars of expenditures were made for which the board didn't approve for those

083expenditures to be made. uh they were above and beyond what the board had approved to be spent. Um now as I mentioned earlier when we came in for the audit there were quite a few adjustments that we proposed as part of the audit to get the books reconciled and adjusted properly and uh and one of the uh findings that we had which we will talk about it'll be the next one 254 related to um position aotments being overspent and that resulted in uh the district having to record a payable back to the state for those overspent positional lots. And so when that payable got recorded, it had to it gets it's shown as as an expense basically in the general fund and there wasn't a budget for that and that that was around $140,000 of

084u of expense that had to be reported. >> Um but again going back to what we talked about in the last finding with the purchase order process, you know, it all kind of boils back goes back to, you know, being sure that you follow proper procedure. purchase order gets submitted, purchase order gets approved, then the goods get ordered. And again, we saw instances where the goods were ordered, then the purchase order was done. >> So, you're getting the car before the horse, and you don't want that going on. >> Any questions about about this one? >> All right, let's go to next page. Page 70. And this is the last finding. And this finding discusses that the board exceeded the number of months allotted by DPI um for uh positions. Y'all all understand how the

085DPI lots positions to to the district. [clears throat] Okay. The months allotted for school health personnel was uh overspent by 5.96 months, instructional support by 28 months and family support nurses by four months. And the board also had salary exceptions for overpaid salaries totaling uh 47,413 uh for the fiscal year in June 30th, 2025. And uh based on discussions with management, this issue was largely due to the district having difficulties uh throughout the year obtaining accurate salary exception and position a lotment reports from DPI, [clears throat] which was a significant factor in the district not complying with this requirement. and and to back up management on that. That's 100% accurate. U I think I've had this finding I've written this finding up more this year than I have in the past 10 years combined. Uh

086DPI, I don't know what happened up there, but um nobody could get accurate data from them. And so basically districts were getting to the end of the year. They didn't really know where they stood and u and unfortunately you know in some cases you over spent positions. Now, y'all also there's going to be a management letter comment we talk about. Y'all had some positions that were underspent, meaning um you left months on the table that you could have gotten money for from DPI. >> So, you know, you have a little bit of both. Over spent some, under spent others. And um but in any event, you know, that does need to be zeroed in on looked at harder to make sure that you definitely don't leave any months on the table. You know, it's it's

087not as bad in my opinion to overspend your months. At least that means you didn't leave any months on the table. You didn't give DPI any of the district's money. But when you leave months on the table, that means you could have moved people into those positions and and you didn't. So, >> does anyone have a question about this this finding? Okay. And as I mentioned, there was a separate management letter that we issued. It was a two-page letter in the front [clears throat] uh of your booklet and it had some recommendations for improvements u and controls pertaining to various finance areas including the audits of of the individual schools this year. And um and as I mentioned that first item relates to the position allotments and discusses that there were unused positional aotments in

088PRC's 01 04 and 03 and these unused position a lotments have an estimated value of about 180,000 that reverted back to the state. So again y'all just need to look at those controls and procedures and just be sure that you know y'all are on [clears throat] top of that. Again, that that's another area where we see inexperienced finance officers struggle. And I know y'all got a consultant, experienced retired finance officer coming in and helping Miss Richardson, which is great. And that'll just be something that needs to be, you know, monitored every month to make sure that that y'all are on track to, you know, hopefully come coming in right at zero in each one of those areas. But, uh, you know, definitely not leave any months on the table if you can help it. and

089the items in the management letter, they're not um as significant as the findings. Uh but they are areas that we recommend management uh look at and and and address. Um I think there there were some comments we made at individual schools. We did a detailed list of all those comments. They primarily relate to receipts and dispersement testing that we did. Um, we didn't note anything fraudulent, but we, you know, always note money being turned in late, uh, things of that nature. So, did anyone have any questions about the items in the management letter? All right. And there was another letter that we issued, a separate uh letter that we call require communications letter. Um, it's three pages plus it's got the audit journal entries at the back. One or two pages worth of journal entries

090listed right there. Um, and this letter discusses that there were no difficulties or disagreements encountered in dealing with management during the audit. U, there were no uncorrected misstatements noted during the audit and there were no significant reportable issues other other than the four findings that we talked about and the items in that management letter. Um, and again, this letter does make reference to the significant journal entries that were that were proposed as part of the audit. So, that was pretty much all I planned to cover. Um, was there anything I didn't touch on that that y'all had a question about? [laughter] >> Okay. I would say that the most important thing though is is looking at that that general fund and and fund a special revenue fund to make sure y'all on track to not

091spend that much fun. That be the first thing I recommend y'all look at and try to make certain. But I'd like to thank Miss Richardson and her staff. I know she stepped in, you know, kind of late in the year, early in this new year, and she had to kind of answer for last year's stuff even though she wasn't finance officer. So, I mean, she she did a great job of that. She's always been great to work with all all the ladies in finance department. We appreciate them. All it got done on time. It was issued and to LGC before the 12:31 deadline. So, that was good. Thank you. >> Thank you. >> All right. And uh next is the construction update. >> Going to return to the opening. Happy new year. [laughter] >> Lighten

092the mood a little bit. Okay. So, this is good news. It's an exciting year actually. 2026. This will be the opening year for the new high school. Uh again, as always, we extend the invitation for the board to come and walk through the site um on a dry day, preferably so you don't have to wear mug boots as you trench across trying to get to [snorts] it. Soon [clears throat] they'll be paved and uh make it a lot easier to access. But you're familiar with the format. So, start off with just some photograph updates. I know you drive by and see it quite often yourselves. Uh this is the front main entry. You see it's really taking shape. The color really pops in there with that uh accent of the school red primary color there.

093Definitely says entrance. When you come up to the school, you know exactly where to go. To the left again, those are the twotory classroom wing. To the right in the foreground, the lower uh roof line and the brown brick, I hope I said that right, is the administration area. And just behind that, you can see the corner of the gymnasium. So that gives you a little orientation there. Thanks, please. So, when you look down to the left from the entry, this again is a classroom wing. Uh you can see uh pretty much in this photo, if you zoomed in, the windows are in place. That is a big big hurdle that's been reached because that helps dry in that interior. The roof being important, but the windows being is huge. So, we're glad that everyone

094out there worked really hard, diligently through this winter to get the windows to this point being in. Next slide, please. inside. It looks kind of [snorts] clean. This is good. Uh haven't seen this for a while. This is the cafeteria dining space. Uh you can see the large glass wall in the back that would go out to the outdoor uh dining patio. Um they have some protective screen on there to try to prevent people from so you can't see clearly through it right now. And in the background to the left, you can see the stairs that go up to the second floor. So this is looking down from the second floor balcony that crosses that space towards the science wing. Next slide. This is the learning stairs in the center of the building. Uh where

095the media centers down on the first floor area, open area. And that big white wall is what the board had recently in past actions approved is where you're going to have the logo for the new school uh Buck mascot on there. So that big white wall will eventually have that on there. Uh so just took just to show what it looked like before. Then we see the finished one. It's more impactful. Next slide, please. Looking back towards that uh commons area, you can see down the classroom wing the little red glimpses of the accent color that announces where each classroom entry is. Uh the wood uh roof structure coming across and the space is cleaning up. The primer is being applied to the drywall. any locations. So, it's really starting to take shape. Next slide,

096please. And this is looking back over the entry area. On the left side, you can see the platform area where you'll hold your future board meetings. Uh beginning in there when the school's completed. Uh so, looking back towards that wing area. [clears throat] Next slide, please. This is a uh science lab. So, you can see it's taken shape. The walls are primed. You can see the stubouts for all the sinks. Uh better to be uh installed once a cabinetry is arrived on site. Again, just so you know, we don't put the cabinetry until we can condition the air in there so nothing swells warps or gets damaged in the cabinetry. But you can see the ceiling grid is up and ready as I work through the building, get everything overhead done for inspections. Uh it's

097all part of the process. So these are starting to really take visual shape. Next slide, please. the gymnasium. Uh, as seen from the second floor, there's windows on the second floor that will look into the gymnasium. Uh, so you can see the bags hanging there that are red. Uh, that's going to be your duct system. It's called an air sock. It lays hangs flat. Then when air goes in, it poof, pops out. So everything's in there going well. Again, can't do much more until we get the building uh systems on to dry and get humidity control before the wood flooring can be delivered. Next slide, please. Looking down the classroom wing uh on the second floor again, just so you get a feel for the space here. Uh the entry units to the classrooms themselves

098will be going in over the next couple months. Next slide, please. So, just review again with you uh the schedule. Um we're looking at a substantial completion in the April May window. Uh again, there's been the uh impacts with the weather and um earlier uh things that were discovered that had to be adjusted. We've talked about those over the course of the project. So, they're working hard out there right now and of their completion days are about 78 and a half% along the way, which means their final completion will be May June. Uh this does not fall into a concern with occupying the school because we weren't going to do anything until in the June month when we could begin occupying and moving everything in >> getting systems and everything tested and set up. So

099come August, we're ready for staff and students to be in there full-time. So everything still working within that schedule. The second phase which [clears throat] is the demolition of the existing buildings and completing that part of the project site uh would be uh start about August once everybody's vacated once maintenance has gone through those buildings and pulled out the items that they need and be done about [clears throat] January of 27. So one more year. Um the uh uh next slide please is the budget uh to let you know where you're at. So, you're about 70% paid, which uh you remember the time so far that they've used is about 78%. So, this is always good. You want them to be farther ahead than they're paid as opposed to further paid than they are. So,

100we always monitor that. As far as the three contingencies that were identified in the budget that the board approved, uh the construction contractor contingency purchased over 78% used. The design contingency has used over 200%. The owner contingency has grown 29%. So the good news to there is that we are still healthy on the contingency funds. Started off with about 2.4 million remaining just over 1.1. We continue to evaluate some that have come up that we fine-tuned to make sure the prices and in the scope of work impacts were all fair and reasonable. Those total just below $560,000. So if currently if those amounts were all waved, you still have $583,000 of funds in there. And again as we talk about uh should there be those funds remaining the end of the project working with staff

101uh proposal [clears throat] will be made to the board of uh other opportunities for the funds to be used for the betterment of the systems and school out there. The summary sheet next slide please. Again uh this shows uh all the numbers where you started with your budget. How much is encumbered? How much has been expended and anything that's unencumbered. Again, the highlighted block areas in yellow are the numbers that have changed since last month's presentation. These are mostly restricted to pay applications at the top uh for [clears throat] the contractor and dispersements and contingencies, the fees for the architect and engineers, and also the fees for the commissioning agent working out there. Uh no other expenditures have been paid [clears throat] in the past month. So, we're still looking good. also, you know, about

102560,000 uh remaining potentially in the contingencies and in the to in the uncumbered funds. Uh we're still have about 5,000 remaining in design, print, and mail that have not been allocated or encumbered for anything. We have a balance in the commissioning agent. We were able to negotiate very good terms with them. That left about $133,000. And apparently I undercharged and there's still about $45,000 remaining in there. So you're looking at uh about $190,000 just in those two categories. I wouldn't get excited about the technology unencumbered amount of 2.1. There's still a lot of purchases that need to be made. Uh TVs, uh support systems, and other things out there, uh computer devices. So those uh we just met today about and working on the purchasing plan for that. So as that number becomes firm and

103we're able to issue purchase orders for those, we'll know uh funding that might be remaining that category. So far budget-wise, it's a very healthy project in the area. >> Any questions I can answer for anybody? >> Very good. Thank you. >> Uh >> oh, yes, sir. Yes sir. Uh while we add it here, have we uh Dr. also have we uh determined what possible days uh can the board uh get a walk through because we talked about this last time and just wondering [snorts] if we uh >> some type of coordination to possible days that we can uh >> we have not identified. Um, I was waiting to see if the board member provided any dates and times that work specifically for you collectively as a group, but I can throw some dates out there

104to each of you as a a whole on email and get buy in from you to see which dates work. And of course, we coordinate with John's schedule so that he can be there and Metcon J and K have been more than welcoming to say that any time that we want to walk through the building, we are more than welcome to do so. So, by the end of this week, I can throw some dates out to everybody. >> Would the board be pleased if we uh agreed to uh receive multiple days next month? That gives us plenty of time to come out with uh several days uh different weeks of the next month and we can hopefully agree on on one or two potential days. I think that gives us plenty of time to react.

105>> We would >> we'd like to receive that email as soon as possible as far as you know multiple days throughout the the month. >> More options I think the better [clears throat] we might be. I will encourage the board to consider doing a tour midday at noon. Um all workers go on lunch break. That means a lot of equipment won't be moving around. there won't be a lot of noise and things and interrupting as you're going through and it's easier to walk through here everything and see everything without all that going on. So, um work with Dr. to issue the dates and encourage everyone to consider doing it at noon. >> Thank you, John. We'll put the odds and ends. >> Okay. The weekly report. Yes, sir. >> And um next is the um

106vacancy report. Good evening. >> This evening the vacancy report I'm happy to share that we have a total of 34 24 certified 10 classified vacancy for a total of 34 vacancies for the 2526 school year. Um the information has been shared out with staff well um APs and up that hiring for the fiscal year this fiscal year will end on February the 11th. Um so we can start closing out and start opening up the fiscal year 26 27th year. [clears throat] No question. All right. Um, [clears throat] next is the financial month uh today [clears throat] >> good evening. Okay. So, we've changed the format of the monthly date. So, to [snorts] give you information, it will be more beneficial to you than just numbers on a sheet. So, next slide, please. as we said

107that whenever I give you the sheet that has the numbers on it, it doesn't really tell you about positions uh versus cash dollar a lotments. So, here are our position allotments that um D was just speaking about. So, our classroom teachers, our enhancement teachers, our principles and assistant principles, our school health um a lotments, our instructional support CTE and nurses. So, um DPI has changed on us again. They they gave us months, then they changed it to days. So, you have to be very careful with the days because um each teacher uses 21 and a half days per month. But if you have a 12 month person, they can use anywhere from 22 to 23 to 24 days a month. So, that um that kind of distorts your um when you're trying to plan. So,

108as you look at this, I think uh what's important to you all to know that these are a lot of days that we were given for the year. Um what we've used thus far, what we plan on using from January to June. And if you look at the B the yellow line, it's telling you where we where we look like we might end up at the end of the year. So, it looks like we might be over 1.83 positions in classroom teachers, but we can move that somewhere else. um we should be 0 55 positions under and then um in principles and assistant principles which is always a problem because we have so many assistant principles that we have to pay out of somewhere else. So we'll just move that 71% uh position somewhere else.

109>> So at the end of it, it looks like we'll be to the goods 66 positions, but our plan is to have that zeroed out by the end of the year. Next, these are the program codes of interest. So, our PRC27, which is our teacher assistant aotment, um that one always has an overage of money. So, what we're planning on do with that because we had to put a lot of people in 32 because as you know, last year we lost a lot of 32 money. So, what we'll do is move ectas into that position so we can use up the remainder of that money. um PRC 31 which is our low wealth funds we have a potential or remaining balance of 500,000 but that short that will take care of transportation and we'll get

110the transportation as we move down PRC 32 which is our children with disabilities like I said we moved all of EC uh teachers into 32 because last year we lost a lot of money in 32 but we don't we don't plan on losing it so if we come up with a shortage which means we'll go over that. We plan on using the remaining funds from PRC 27 which like I said is teacher assistance and 60 um which is their other fund but that one PRC 60 does um transfer over to the next year they don't lose that but the 32 they will next slide okay I talked about transportation and when I talk about PRC056 that is the yellow bus and um because Our bus drivers are some of the highest paid bus drivers in

111North Carolina. Um, and >> I'm sorry, can you say that one more time? >> Since our bus drivers are some of the highest paid bus drivers in North Carolina and um, we still have a lot of older buses that require a lot of fixing. So, that's the reason why their expected shortage is about $300,000, which is about $100,000 more than it was last year. Um so but like we said we have plans to uh use other state funds to meet those shortages but we will start meeting um transportation and myself because we have to find places where they can cut because that is a large shortage. um PRC 68 and 69 that is the 68 is the alternative school which is Tarleton. This is the last year that we will ever have 68 but we're

112not concerned about that because 68 is funded by 69 anyway. So we move money from 69 to 68. So what happens is the alternative school uh employees will just move mo Mosy into 69. Um, [snorts] so there is an expected remaining balance of $200,000 in 69, but remember that that's going to go to uh fund some of our summer custodians, our summer programs, and whatever's left over can carry over into the fiscal uh 27 year. Next slide. Front two is where um >> Thank you. Fund two is where we normally run into problem because that is where our operating cost is normally and we're going to start working on fund two budget to take to the commissioners in April I believe it is. But we have to start thinking about separating our continuation cost from

113everything else that we want to ask for. And the reason why that is is because it gets kind of blurry if we don't. And so they just think well whatever we give you however you spend it. But we have to be very very uh very very um concise about the fact that we need our continuation costs to go up every year because the light bill goes up every year. Um salaries go up every year, benefits go up every year, but if we don't ask specifically for those before we do anything else, then they won't know that we really really need these funds before you give us anything else. So, as we work on that, when we all as the board and finance we meet together, we'll discuss that and we'll have a a definite separation

114from what we need for continuation uh funds and what else we're asking for. So, therefore, if they decide, well, this is the amount that we're going to give you, we have to make sure we have our continuation cost taken care of, or else that number will get bigger. And like he told you, we don't have any fund balance to even play around with. So we have to keep that and then that means one more thing that means that we have to cut maintenance maintenance off sooner which means our buildings are not getting fixed properly as they need to um and continuation cost. So, you know, it's just like I said, it's local salaries, benefits, utilities, workers comp, and our charter schools because uh whether we like it or not, we now have uh 13 charter

115schools. We now have Yeah. 13. We we h our last count was 200 714 students, but whatever they give to our students, if they give our students $900, we have to give those students the $900 also. So that's very important to know. And the last one is fund 8 um with our overall revenues projected at $4,940. Um but our year-to- date expenses thus far is $2,5425. And if you double that, it makes it look like we're going to be more expenses than we have revenues, but that's not the case because a lot of things in our fund eight is our grants. And uh some of them have already been spent to their capacity so we won't have that problem anymore. Some of them um as that we're making sure that as they spend the money

116they're getting it replaced. So I'm not worried about funding aid but fund two is what the fund we have >> and how they replace others. >> Right. So most of the grants that we get are reimbursible. >> Okay. >> So that means you spend money and then you ask her to give it back. Um and just like when you look at uh when we think about um what is it the fresh re and the the other engineering at the last minute they decided they were going to take that money back. So we had one more chance to get everything that we owed and everything that was owed to us and if we didn't do it correctly that means we would have lost money. So when you're dealing with reimbursement uh funds you have to be

117on on points. >> Yes ma'am. >> Okay. I think that's the last slide. Any any questions? >> Next uh item is Sanho early college schedule revision. >> So the purpose of coming to the board um tonight is to inform of the board. We had brought to you last year some um thoughts about the um schedule for San Hoke Early College and we went out and sought community feedback um and to share how the community feedback directly influenced our thinking uh and ensure that you had clarity on both the rationale and logistics and the idea that we have now with respect to that. So last year again we brought the forward the the possibility of adjusting the schedule at San Hope Early College and after surveying the students, family um and staff to gather feedback uh

118we have um we made the decision last year not to move forward with any changes to the schedule but are looking at it again this year for next year. In response to the feedback, we're proposing a modified version of the original plan that's more in line with what families um had shared with us as their needs. And so specifically the proposal is to change the schedule for the early college from an 8:30 start time to a 9 a.m. start time and then um the end time would be 4:00 [clears throat] p.m. So that adjustment uh maintains the integrity of the early college program. Uh it better uh supports our students and uh transportation considerations and family needs. Um, so what I'm going to do now is turn uh I'm going to ask Miss Neil [laughter]

119uh to just share with you um more details about the instructional impact of the change and how it supports uh the students and staff and as well Mr. Heath is here as well to talk about the transportation um considerations and how that impacts [clears throat] um >> Thank you. I'm going to be using my phone for notes. I don't want you to think I was uh just scrolling. But thank you. Good evening. Thank you for having me. Um as Dr. Ramure said, we started thinking through this plan of adjusting our school day last year. Um largely because of some feedback that we were getting from our staff, from our students, um and some ideas that we had with kind of looking at ways to align what we're doing at Santo Early College with the community

120college. So, one thing that happened for us this year is we were really intentional in working on our um calendar to make sure that we were aligned with the community college as far as the days off um our days in school, those types of things. Um we wanted to take that one step further and to align our start time at the school with the start time for the community college. So, we've met um numerous times with um Kim McMillan, who's the associate dean of high school partnerships um and some other staff members just to talk through what some of the impact would be for us to make this change. Um in partnership with transportation, we're going to be able to still offer the same access for our students both at the Hope Center and at

121the Pinehurst campus, not the main campus, the Pinehurst campus in um well in Pinehurst. Um and by the the way that we're able to facilitate that would be making some adjustments with transportation as far as um what we have now is that students come to us from home and then they catch a bus or two buses rather from San Hope, one at 8:00 and one at 8:10. Um the the change would facilitate students being picked up from their homes and then taken directly to um the Pinehurst campus. And in some communication that we've had with Miss Piggrim at the high school, that would be an arrangement that we would have for her students as well who are taking 9:00 classes at um at the main campus in Pinehurst. And so um we're really excited about

122this opportunity because it helps to streamline what it is that we're doing. Students would start their college classes at 9:00 and they would start their high school classes at 9:00. If you've ever been with us in the morning, um you might come in and if you're not familiar with the culture of the building, you'll see kids sitting in the hallway or in the multi-purpose room like, "Why aren't they going to class?" That's because there's a gap between our schedules. And so, we're looking to at least um be able to streamline our start schedule. um we're going to have to stay with the 4:00 schedule in response to um some parent feedback and some student feedback which was geared towards their participation with Hope County High School athletics. Right now our students catch a bus from

123Stan Hope Early College after school over to Hope County High School for their um practices for their games. And if we were to have extended our day, which was an option that we discussed last year, um that would have meant that they would spend less time in class when they have to leave early for their games and well, not for their practices, but for their games. And so it allowed us to still have that same access for our students to athletics, which is something that we're very grateful for. Um we we take a bus full of students to Hokai every afternoon to participate in athletics. So it doesn't impact them negatively with their instruction nor will it prevent their participation which was a major point of concern um from parents. Um we are really looking

124to to streamline some of what we do with the positive practices of other early colleges. We're really excited and we're very proud of the things that we're able to accomplish at Sand Hope. Um, and we we believe this will just put us um I think we talked a little bit about modernizing some of the policies that we're we're doing here in Hook County and this allows us to align um with with that as well. And um and of course our staff, they're excited about that opportunity. They have extremely long days, but I got to San Hope um school started at 8:00 and school ended at 4:00. um we had very long class periods and there were there were multiple um legitimate reasons for making those changes over the years. Many of those things are no

125longer relevant for us because the things have changed before I got there, right? Just some adjustment with enrollment numbers, um with crowding in the hallways and things like that. It's crowded, right? Our building is too small. We ask every year for more space from Sand Hills Community College and they are working on putting new buildings on the campus and so we're excited about finding some additional space there. Um but we are not faced with some of those challenges because we're not maximizing um the 125 student per grade um that could be maximized just because we don't have the facilities to support that. Um, so we're we're excited about kind of shifting what it is that we're doing, really um exploring [clears throat] the instructional quality versus quantity, right? We don't need 150 minutes in class.

126we can we can streamline some of the fluff, be able to focus instructionally, make sure that what it is that we're doing is um making good use of that time and um really supporting our students with having a productive day as well as supporting um needs for our families and for our staff. >> Do you have any questions for me? >> I do. >> Yes. >> Um you said you're not maximizing 125 students annually. So what what are you um doing? How many are we? >> So, yes. So, last year we we weren't that far off from that number. We had 113 students that we enrolled. We're not going below 100. Um our minimum is right around 110. Okay. >> Um and and really so the state of North Carolina um that statute says that

127you can you can have no more than 500 students in your early college. If you have a strong um fifthear student contingency, then you could do a 100 if that's if that's what you're doing. But um >> normally four years. >> Yes. Most of our students are going to finish in four years. Though we are encouraging students to take advantage of that fifth year opportunity. >> How did y'all feedback the survey? >> Yes. Yes ma'am. We um conducted that survey last year after presenting some ideas. Um and so the feedback from the from the parents one student access to athletics at Hokai. Um there was a concern if we got out of school later that students would get home later and they were already concerned with that. But working with transportation, um, we really looked

128at the opportunity to to close that gap because we'd be on our own tier. And so students would be leaving school on at 4:30 but getting home sooner because we weren't waiting for buses to come pick up our students. We currently, um, our last bus is there about 4:45, 4:50. And so, um, we've worked with transportation even in ways to get our students off campus and on their way home much sooner than what we're doing right now just by some some scheduling adjustments. >> Yes. >> So, Lisa will be uh for the for the change if this, you know, sort of goes through um registering students for 9:30 classes or >> it'd be 9:00 and it it would not change anything on their end. It just eliminates that gap of time on our end. So

129their classes would start at 9:00 >> as they do now. >> Yes, ma'am. Okay. Yes, ma'am. And now we would be starting at 9:00. >> Okay. Yes, ma'am. >> So, so my question is uh have you established a a uh period, a time, a month to where you're going to come back and reassess to make sure that you know because transportation is a big deal. Yes, sir. that that it's the plan is working according to uh what you all talked about >> we can so and I want to be clear um are you asking before we before we implement this are we going to make sure that our plan is >> no I'm asking that once the plan is implemented are we going to come back and revisit to make sure that okay the plan

130is working >> if that's what you desire then we can definitely accommodate that for sure um And I mean, you know, if it's not working, if it's not working, of course, we're going to we're going to seek different ways to adjust that, but we also have everybody at the table to try to make sure that we're we're problems we're problem solving along the way as opposed to waiting for it to go poorly. But we'll have Mr. Heath come on up because the biggest piece of this m working for us will be transportation. Um, so do you have any specific >> again my not even a concern but just the fact that uh you know we should have a a plan to the plan. >> We're going to implement a plan and we're going to come

131back later on to make sure that the plan is working the way we thought it was going to work. >> Yes, sir. >> That's all I'm just asking. we have that in place to where we're going to come back and verify because you know a plan uh can always be implemented and it might not work the way we thought about it. So I just want to make sure that we know that we're going to come back and revisit it and say hey our plan is working. >> Yes sir. No problem. Would would this be the wishes of the board for us to get a brief back later on? Maybe next school year or something to ahead of plan work. >> It's not going to start until >> next school year. >> In August. >> Okay.

132>> So, we're using yellow buses to transport the students. And just to touch on that topic there, um currently just a breakdown of how our early college routes are set up. Um, of course those students ride separately on their own bus. However, because of the times, the start and end times of the school day, they conflict with other uh bell schedules. So, right now, our morning tier is conflicting with our elementary bell schedules and our afternoon tier is conflicting with our high school and middle school bell schedules. So, looking forward to next school year, we will um have them aligned on their own tier. Um, and the way that we'll structure that is we'll have each bus with their own elementary route. So those buses will arrive to the campus on time because they're not

133going to the high school or to another middle school before heading to the early college. And in the morning time, what we're looking at doing is just having those students, like Mrs. Neil said, um picked up in the community and [clears throat] taking up to uh Sand Hills Community College. And those students will also arrive on their regular buses to her campus in the morning time by 9:00 um or prior to that um for their party bus schedule. But we'll definitely look at revisiting it afterwards just to make sure everything is going on. We have multiple conversations throughout the year just to see how things are going to touch on what we can um approve or improve on for their uh arrival dismissal. >> Thank you. >> Have like a route. >> Yeah, they'll have

134a route. [clears throat] >> Any more questions? >> Thank you very much. >> Thank you. >> All right. I can I get somebody to read the U paragraph to the close session? I make a motion that we go into close session under North Carolina General Statute 143 3181 111A13 and6 to prevent the disclosure of confidential personnel and student matters to consider matters relating to initial employment of individuals employees and to consult with the voice attorney to preserve the attorney right and privilege. Second. >> Those in favor? >> I All right, we'll take a five minute break.