Regular Session Board Meeting Highlights  June 28, 2018  The Gates County Board of Education met in regular session on Thursday June 28, 2018, at the Board of Education Office. Chairman Felton called the meeting to order at 5:07 p.m. Mrs. Glendale Boone made ai motion to enter into closed session at 5:07 p.m. and Mr. Leslie Byrum seconded the motion to discuss matters that are confidential by law, including confidential student matters and to approve closed session minutes, pursuant to North Carolina General Statute 143-318.11(a)C); to confer with the Board Attorney and preserve the attorney/client privilege as allowed by North Carolina General Statute 143-318.11(a)0); and to discuss personnel as allowed by North Carolina General Statute 143-318.11(a)(6). Mr. Felton reconvened open session at 6:00 p.m., with the following board members present: Mr. Ray Felton, Mrs. Glendale Boone, Mr. Leslie Byrum, Mrs. Claire Whitehurst and Dr. Daniel Mrs. Whitehurst made a motion to approve the agenda. Mrs. Boone seconded the motion, and the  Dickerson.  board members approved the motion unanimously.  There was a moment of silence, followed by the Pledge of Allegiance.  There were no public comments.  Mr. Zack Wright, with Surry Insurance, provided information concerning Cyber Attack Insurance. He noted that in the world we live in, we are all vulnerable to these attacks. There have been incidents across the state where hackers have stolen personal information, shut computer systems down, and requested ransom to release. This insurance would provide notifications to employees and others affected. They offer credit monitoring, and will provide legal counsel, if needed. Surry Insurance now covers 61 North Carolina school systems. He did indicate that we have a rider through the North Carolina School Boards Association for this coverage, but it does not provide the coverage that they can offer to us. The board asked Mr. During the Superintendent's Report, Dr. Williams reported that 2017-2018 was a fantastic year  Wright to provide a proposal for them to review. for our schools, and noted some successes:  Convocation kicked off the year with a great start AdvancED did their five year review, and we got a good report Purchased new technology for the students, including Robotics New Curriculum has been introduced superintendents and personnel from neighboring counties All the graduation ceremonies were great District AIG Coordinator is in place First year for the Superintendent Senior Awards  Dr.. Joseph Eradi presented a forum on school violence that was well attended by    The Strategic Plan has been completed  Provided an Aspiring Assistant Principals' Training Program Central Middle School Project is finally getting the green light  Mr. Ted Cole, Vice President with Davenport Financial Advisors, spoke about the Central Middle School Project. He noted that six banks responded to the financing request for the project. Sterling National Bank was chosen. The county will go the Local Government Commission on July 10t,2018, and ifa approved we can begin with the project. The amount approved was $8.2 million with ai net amount of $8.1 million to be used for the building project. During the Board Report, the board members commented on numerous year-end events they had attended at the schools. They also expressed sorrow at the passing ofDr. Cleveland Hawkins, former superintendent of Gates County Schools. Leslie Byrum provided information he learned at thel North Carolina School Board Asociation'sLeademhp and Policy Conference, that was held at Carolina Beach on June 17 through June 22, 2018. He noted the sessions were informative, and hel learned valuable information regarding the Wellness Policy for the schools. He also stated that we: should review our guidelines forj posting information for the public, in regards to the Student Health Advisory Counsel. Dr. Dickerson commented on the East Carolina Mr. Rube Blanchard gave the Financial Report and provided an update on New Beginnings Daycare. He provided Year-End Reports to the board members at the meeting. He noted that he anticipates not having to use as much from the fund balance as he originally thought. Dr. Williams approved the following out-of-district requests for the 2018-19 school year:  Hopefully we will be able to move forward starting in July, 2018.  Faculty visit to our schools, and thanked the staff for their professionalism.  Kassie Adkins to attend Buckland Elementary Carson Revelle Saunders to attend T.S. Cooper Elementary  Ethan Allen to attend Central Middle School with payment of tuition and release from Clinton Mizelle to attend Central Middle School with payment oft tuition and release from Livia Odom to attend Gatesville Elementary with payment oftuition and release from Perry Gene Newbern to attend Gatesville Elementary with release from Hertford County  Hertford County Schools Hertford County Schools Hertford County Schools Schools  Bentley Ide and Bowen Ide to attend Buckland Elementary  Aiden M'kai Jordan to attend T.S. Cooper Elementary Skye Murray and Trinity Murray to attend Gatesville Elementary Maxwell Morgan to attend T.S. Cooper Elementary Middle School with release from Hertford County Schools  Courtney Unger to attend Gatesville Elementary and Hannah Unger to attend Central Nathaniel Gibson Miller and Logan Matthew Milleri to attend T.S. Cooper Elementary Joshua Aaron Hill to attend Gates County High School with release from Hertford Jacob Nichols to attend Central Middle School with release from Hertford County  County Schools Schools    Jacob Davis to attend Gates County High School with payment oft tuition and release Caydence Brown to attend Gatesville Elementary with payment oftuition and release Preston Lassiter to attend Gatesville Elementary with payment of tuition and release from  from Hertford County Schools from Hertford County Schools Hertford County Schools  During Unfinished Business the board members questioned ift there was a report from the Daycare Committee. It was reported that the committee was waiting on answers to some legal  questions from Mr. John Leidy, Board Attorney. The following Consent Agenda Items were approved:  1.3 Approval ofl Minutes - June 4, 2018 Regular Session 2. 2018-2019 Board Meeting Locations 4. Request for Purchase ofMobile Unit Classrooms 5. Exceptional Children's Physical Therapy Contract 6. Policy 8220 - Gifts and Bequests 7. Policy 6420 - Contracts With The Board 8. Policy 7100 -] Recruitment and Selection of] Personnel 9. Policy 7240 -] Drug-Free and Alcohol-Free Workplace 10. Policy 9125 - Participation By Minority Businesses 11. Policy 8300 -] Fiscal Management Standards 12. Policy 8325 - Daily Deposits 13. Policy 8510- - School Finance Officer 14. Policy 6421 - Audit and Disbursement Certifications 15. Request to Transfer Funds at T.S. Cooper Elementary  3. Strategic Plan  Under New Business the following were approved:  Resolution Approving a Proposed Agreement Concerning the Renovation of Central  Middle School (Resolution attached). Budget Amendment No. 1- Child Nutrition Funds Budget Amendment No. 1-I Daycare Fund No. 6 Budget Amendment No. 2- Community Center No. 7 Budget Amendment No. 5 - Capital Outlay Fund No. 4 Budget Amendment No. 6-L Local Fund No. 8 Budget Amendment No. 7-1 Federal Funds Budget Amendment No. 8 - Local Fund No. 2 Budget Amendment No. 10 - State Funds 2018-2019 Interim Budget as presented by Mr. Blanchard.  Request For Transfer of Child Nutrition Expenditures Paid With State Funds as presented  by Mr. Blanchard    Mr. Blanchard provided a copy ofPolicy 8305 - Federal Grant Administration and AR Code 8305-R - Federal Grant Administration - Procurement Procedures, to the board  members for their review  The following personnel recommendations were approved:  1. NEWHIRES  Courtney Jones - School Nurse  Yolanda Dillard - Teacher at Gatesville Elementary School Emily Santora - Payroll Specialist - Central Office  2. SUBSTITUTE CUSTODIAN 3. LEAVE OF ABSENCE  Dennis "Ray" Pierce  Kendrick Harrison = Custodian - Buckland Elementary School  4. CONTRACTI RENEWALI RECOMMENDATONS  Lauren Belch Amy Moore  5. RESIGNATIONS  Ashley Burkett- - Assistant Softball Coach - Gates County High Michelle Newsome - Teacher at Buckland Elementary  School  6. SUMMER RECOVERY Teachers:  Crystal Hawks Dawn Perry Teacher Assistants: Cindy Barber Substitute Teachers: Kristie Steiner-Winn Buffy Edwards Alegra Boone  7. JCPCPROGRAM    8. GATES COUNTY HIGH2 2018-2019. ATHLETIC COACHES  Head Football -1 Matt Biggy Asst. Football/JV Head Coach - Graylen Boone Asst. Football - Shawn Thomas Asst. Football - John Ashley Athletic Director - Jacob Harrell Cross Country - Lisa Perry Head Volleyball - Leslie Wright Asst. Volleyball/Head JV Coach - Sherri Russell Girls' Tennis - Thomas Arline Head Cheerleading - Renee Nicholson Asst. Cheerleading - Reba Green Holley Head Girls' Basketball - Hope Melton-Riddick Asst. Girls' Basketball - Aaron Riddick Head Boys' Basketball - Katron Greene JV Boys' Basketball - Thomas Arline Boys" Tennis - Thomas Arline Head Baseball - Jacob Harrell Asst. Baseball - Danny Hale JV Baseball - Jonathan Hobbs Head Co-Ed Track - Lisa Perry WeightitingTack-Mat: Biggy Asst. Track - Aaron Crofut  9. Contracts - Extended months of Employment  Anne Harrell Jacob Harrell Rebecca Leary Leigh Morgan  In Other Business the following items were discussed:  The: regular August session will be held at Gates County Board of Education Central Office on Monday, August 6, 2018, with closed session beginning at 9:00 a.m., and open Dr. Dickerson will get an e-mail confirmation from Randy Baker, regarding sprinkler A Special Closed Session will be held Friday, July 27,2018 beginning at 9:00 a.m.  session at 10:00 a.m.  requirement for the Central Middle School Project    There being no further business, Mr. Bryum made a motion to reconvene to Closed Session. Mrs. Whitehurst seconded the motion, and the board members approved the motion unanimously. Chairman Felton adjourned the session to reconvene to closed session at 7:15 p.m.    A meeting oft the Gates County Board ofl Education was held in the Board Room ofthe Administrative Building at 205 Main Street, Gatesville, NC 27938 beginning at 5:00p.m. on Present: Chairman Joseph Ray Felton, presiding, and members Glendale BOONE leske Byyyn, CIAIRE Whitchwst, DAwiel Dickersow  June 28, 2018.  Absent:  Member leslieByrun introduced the followingresolution, a copy of which had been  provided to each member ofs said Board and which was read by its title: RESOLUTION APPROVING A PROPOSED AGREEMENT CONCERNING THE RENOVATION, IMPROVEMENT AND EQUIPPING OF THE CENTRAL MIIDDLE SCHOOL FOR THE GATES COUNTY ADMINISTRATIVE UNIT, APPROVING CERTAIN OTHER DOCUMENTS AND ACTIONS RELATING THERETO AND AUTHORIZING CERTAIN WHEREAS, The Gates County Board of Education, which has general control and supervision of all matters pertaining to the public schools in the Gates County School Administrative Unit, its respective school administrative unit (the "Board of Education"), and the County of Gates County, North Carolina (the "County") have determined to cooperate in a plan toi finance aj portion of the cost of a project which each has found to be necessary and desirable to provide for improved public school facilities and improved public education in the County; and WHEREAS, such project consists of the planning, design, equipping and construction of new facilities and the renovation of existing facilities at Central Middle School located at 362 U.S. Highway 158 in central Gates County, as more particularly described in Exhibit A to the  ACTIONS IN CONNECTION THEREWITH.  Installment Financing Agreement hereinafter defined (the "Project"); and  1    WHEREAS, A. R. Chesson, Inc. has been engaged to serve as the construction manager at risk for the Project under a contract previously awarded by the Board of Education (the  "Chesson Contract"); and  WHEREAS, in connection with the financing of the project, the Board of Education will execute a deed to the County transferring to the County the land and improvements (the "Property") on which the Project is located and will be constructed (the "Deed"); and  WHEREAS, pursuant to Section 153A-158.1 the Board of Education is required to  request the County to acquire the Project; and  WHEREAS, in connection with the financing, the County will lease the Project upon its completion to the School Board pursuant to a Lease Agreement between the County and the Board of Education pursuant to which the Board of Education will operate the new middle  school (the "Lease"); and  WHEREAS, the parties anticipate that the Board of Education will construct the project on behalf of the Board of Education pursuant to an Agency Agreement between the County and  the School Board (the "Agency Agreement");  WHEREAS, the Board of Education and the County are authorized to enter into agreements in order to execute such plan and both desire to enter into such an agreement  substantiallyin the form ofthe Agency Agreement hereinafter defined; and  WHEREAS, in connection with this matter, it is necessary for the Board of Education to approve the Agency Agreement and certain other documents and actions relating thereto and to  authorize certain actions in connection therewith; and  WHEREAS, there have been presented for consideration by the Board of Education  copies oft the following documents relating to such matter:  2    (a) a draft of an Agency Agreement (the "Agency Agreement"), between the Board  of Education and the County;  (b) a draft of an Installment Financing Contract (the "Installment Financing Contract"), between the County and Sterling National Bank (the "Bank") under which the Bank would make available to the County funds with which to finance a portion of the cost of the Project and the County would be obligated to make Installment Payments (as defined in the Installment Financing Contract) and certain other payments, among other requirements;  (c) A Deed from the Board of Education to the County (the "Deed") by which the Board of Education will transfer the Property to the County, to allow the County to construct the  Project;  (d) a draft ofal Deed of Trust, Assignment of Rents and Leases, Security Agreement and Financing Agreement (the "Deed of Trust"), from the County to a Deed of Trust trustee for the benefit oft the Bank, by which the County would secure its obligations to the Bank under the  Installment Financing Contract; and  (e) ad draft of a Lease (the "Lease"), between the County, as lessor and the Board of Education, as lessee, which provides for thel lease by the County to the Board of] Education oft the  Project; and  (f) aproposed amendment to the Chesson Contract in the form of an AIA form A133 setting forth the proposed guaranteed maximum price of $9,358,754.00 for the Project (the  "Chesson Contract Amendment").  NOW, THEREFORE, BEI ITI RESOLVED by thel Board ofEducation as follows: Section 1. The Board of Education hereby finds and determines that it is in the best interest of the Board of Education to transfer the Property to the County and to enter into the  3    Agency. Agreement, the Lease and to execute the Deed, in order to effectuate the plan to finance aportion of the cost of the Project as described above. The Board of Education hereby requests the County to take title to the Property and to enter into the financing documents.  Section 2. The terms and provisions of the Agency Agreement, the Lease and the Deed are hereby approved in all respects and, insofar as they are applicable to the Board of Education, the terms and provisions of the Installment Financing Contract and the Deed ofTrust are hereby approved in all respects. The Chairman and the Secretary of the Board of Education are hereby authorized and directed to execute and deliver the Agency Agreement, the Deed and the Lease, as may be applicable, in substantially the forms presented or described to the Board of Education, together with such additions, changes, modifications and deletions as they, with the advice of counsel, may deem necessary or appropriate, and such execution and delivery shall be conclusive evidence of the approval and authorization thereof by the Board of Education; provided, however, that the Chairman of the Board of Education or the Superintendent of the Gates County School Administrative Unit or his respective designee shall determine that the price to be paid by the County for the property to be conveyed to the County by the Board of  Education under the. Agency Agreement is not less than $100.00.  Section 3. The Board of Education hereby approves, ratifies and confirms the actions of the Superintendent of the Gates County School Administrative Unit and the Attorney of the  Gates County School Administrative Unit in connection with this matter.  Section 4. The officers, employees and Attorneys for the Board of Education are authorized and directed (without limitation except as may be expressly set forth herein) to take such other actions and to execute and deliver such other documents, certificates, undertakings, agreements or other instruments as they, with the advice of counsel, may deem necessary or  4    appropriate to effectuate the transactions contemplated by the Agency Agreement, the Deed and  the Lease.  Section 5. The Board hereby approves the Chesson Contract Amendment subject to and contingent upon (i) approval by the Local Government Commission of the County's request to enter the Installment Financing Contract; (ii) the full execution and authorization of the Installment Financing Contract; and (i) the full execution and authorization of the Agency  Agreement.  Section 6. This resolution shall take effect immediately upon its passage. Upon motion duly made and seconded, the foregoing resolution was passed by the  following votes:  Ayes: RayFelbw Leslie Bpran Glendale BOONE  Doniel Dickérsow, Claire Whtel hwrst  Noes:  I,P. Barry Williams, Secretary of The Gates County Board of Education, DO HEREBY CERTIFY that the foregoing is a true copy ofs so much of the recorded proceedings of a meeting of said Board held on June 28, 2018 as relates to the passage of the resolution hereinabove set forth and that such proceedings have been recorded in Minute Book No. 12 of said Board,  beginning at page 157 and ending at page. lal.  IDOHEREBY FURTHER CERTIFY that notice of said meeting was duly given. WITNESS my hand and the official seal ofsaid Board, this 28th day ofJune, 2018.    BaChairmaw  2B  5