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Cobb County Board of Education

Board Meeting Agenda Thursday, June 28, 2012

• Call to Order

• Executive Session – 6:00 p.m. • Motion to Reconvene from Executive Session

• Invocation and Pledge of Allegiance – Mr. Tim Stultz

• Board Recognitions

• Kennesaw Mountain HS Varsity Color Guard WGI Atlanta Regional Scholastic A Champions

• Allatoona HS Girls Soccer AAA Champions

• Public Comment

• Approval of Minutes • Board Work Session, Wednesday, June 13, 2012

• Board Business

• Facilities & Technology Committee Report - Mrs. Alison Bartlett • GSBA Delegate Assembly Report – Mrs. Kathy Angelucci • FY-2013 Local Board of Education Training Plan – Mr. Scott Sweeney

• Approval of Agenda

• Superintendent • Superintendent Report

a. Items Requiring Action following Executive Session (if any) 1. Personnel Matters including:

a. Employment: • Chief Financial Officer

b. Reassignments: • Pope High School Principal • Director, Intervention and Support,

Curriculum, Instruction and Assessment c. Retirement:

• Director, Audit Services • Chalker Elementary School Principal

2. Land 3. Legal 4. Student Discipline Appeal

b. Agenda Items CONSENT AGENDA ITEMS

CONSENT AGENDA ITEM #1 - Recommendation for Authorization to Dispose of School District Generated Surplus Furnishings and Equipment CONSENT AGENDA ITEM #2 – Designation of Open Records Officer CONSENT AGENDA ITEM #3 – Recommendation for Adoption of Revisions to Sections “C” and “D” of the Policy Manual of the Cobb County Board of Education CONSENT AGENDA ITEM #4 – Recommendation for Adoption of Board of Education Policy BBBC (Board Member Development Opportunities) CONSENT AGENDA ITEM #5 – Recommendation for Adoption of New Board of Education Policy GCQC (Employee Resignations) CONSENT AGENDA ITEM #6 – Proposed Renaming of Austell Intermediate School

DISCUSSION AGENDA ITEMS

DISCUSSION AGENDA ITEM #1 - Walton Comprehensive High School Renewal Charter Petition DISCUSSION AGENDA ITEM #2 - Smyrna Academy of Excellence Charter Petition DISCUSSION AGENDA ITEM #3 - Recommendation for Approval to Award a Contract for an Addition and Building Modification to Campbell Middle School

• Ownership Linkage – Board Newsletter

• Board Member Comments • Adjourn

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PENDING BOARD APPROVAL THESE MINUTES ARE NOT OFFICIAL

UNTIL APPROVED BY THE BOARD OF EDUCATION AND SIGNED BY THE

CHAIRMAN AND EXECUTIVE SECRETARY

BOARD WORK SESSION COBB COUNTY, GEORGIA WEDNESDAY, JUNE 13, 2012 The Cobb County Board of Education met in a Board Work Session at 514 Glover Street on Wednesday, June 13, 2012, 8:30 a.m. with the following members present: Messrs. Banks, Morgan, Stultz, Sweeney, Mesdames Angelucci, Bartlett, Eagle and Dr. Hinojosa, Executive Secretary. All official meetings of the Cobb County Board of Education conform to state law and are open to the public. The minutes of this meeting are available for public review anytime during the regular office hours or on our website: www.cobb.k12.ga.us. CALL TO ORDER – Mr. Sweeney called the meeting to order and led the group in the Pledge of Allegiance. PUBLIC COMMENT – Six speakers addressed the Board. APPROVAL OF MINUTES - A motion was made by Mr. Morgan, seconded by Mrs. Bartlett, and unanimously approved by the Board to approve the minutes of the Thursday, May 17, 2012 Board Meeting and the Monday, May 21, 2012 Called Meeting. Motion carried 7-0. RECOGNITION OF MRS. ALICE STOUDER UPON HER RETIREMENT

Mrs. Eagle recognized Mrs. Stouder for her dedication to the School District and many years of service.

SUPERINTENDENT REPORT • Presentation of SPLOST III Performance Audit (Mr. Mike Addison) • Quarterly Financial Report (Mr. Mike Addison) • Expanding Learning Opportunities for Students (Mr. Chris Ragsdale & Dr. Judi

Jones) • Race To The Top Potential Grant (Dr. Judi Jones) • Strategic Plan Update (Dr. Judi Jones)

BOARD BUSINESS

• Board Member Request - Mrs. Lynnda Eagle o Cobb Mentoring Matters Presentation

AGENDA ITEMS: The Board discussed the following Agenda Items. These items will be brought forth for a vote at the Thursday, June 28, 2012 Board Meeting.

AGENDA ITEM #1 - Recommendation for Authorization to Dispose of School District Generated Surplus Furnishings and Equipment

Without objection this item will be placed on the Consent Agenda for the Thursday, June 28, 2012 Board meeting.

AGENDA ITEM #2 – Designation of Open Records Officer


AGENDA ITEM #3 - Walton Comprehensive High School Renewal Charter Petition

Without objection this item will be placed on the Discussion Agenda for the Thursday, June 28, 2012 Board meeting.

MRS. ANGELUCCI LEFT THE MEETING AT 12:05 P.M.

http://www.cobb.k12.ga.us/


AGENDA ITEM # 4 - Smyrna Academy of Excellence Charter Petition A motion was made by Mr. Stultz and seconded by Mr. Morgan to extend Smyrna Charter deadline to allow Smyrna Charter to submit responses and additional information to administration for evaluation. Discussion ensued. Mr. Stultz withdrew his motion. A motion was made by Mr. Stultz and seconded by Mrs. Eagle for the petitioner to have until 5:00 p.m., Monday, June 18, 2012 to submit the new information to administration for consideration at the June 28, 2012 Board meeting. Motion carried 6-0. Without objection this item will be placed on the Discussion Agenda for the Thursday, June 28, 2012 Board meeting.

EXECUTIVE SESSION – A motion was made by Mr. Stultz, seconded by Mrs. Bartlett, and unanimously approved by the Board to convene to Executive Session at 12:40 p.m. for Land, Legal and/or Personnel issues. Motion carried 6-0. RECONVENE FROM EXECUTIVE SESSION – Without objection the Board reconvened to the open meeting at 1:40 p.m. AGENDA ITEMS (Continued) AGENDA ITEM #5 – Recommendation for Adoption of Revisions to Sections “C” and “D” of the Policy Manual of the Cobb County Board of Education


AGENDA ITEM #6 – Recommendation for Adoption of Board of Education Policy BBBC (Board Member Development Opportunities)


AGENDA ITEM #7 – Recommendation for Adoption of New Board of Education Policy GCQC (Employee Resignations)


AGENDA ITEM #8 – Proposed Renaming of Austell Intermediate School


AGENDA ITEM #9 -- Recommendation for Approval to Award a Contract for an Addition and Building Modification to Campbell Middle School

Without objection this item will be placed on the Discussion Agenda for the Thursday, June 28, 2012 Board meeting.

PERSONNEL REPORT

Administration recommended approval of the Personnel Report as presented including: • Personnel Report

o Section I – Principal Level and Higher Position Recommendations: o Retirement:

Mike Addison, Chief Financial Officer Trudie Donovan, Kell HS Principal

o Resignations: Robert Benson, Area 1 Assistant Superintendent

o Reassignments: Laura H. Montgomery, Hightower Trail MS Principal Teressa Watson, Hayes ES Principal David Pearce, Oakwood Digital Academy Principal


o Section II – Position Recommendations Below Principal Level • Legal • Land

A motion was made by Mrs. Eagle seconded by Mr. Stultz and unanimously approved by the Board to approve the personnel report as amended in Executive Session. Motion carried 6-0. BOARD BUSINESS (Continued)

• Board Member Requests: • Mrs. Alison Bartlett

• Quality Basic Education (QBE) Lawsuit • Mr. David Morgan

• Third Grade Literacy Policy • Mr. Morgan pulled this item from the agenda

• Mr. Scott Sweeney • GSBA Delegate Assembly Handbook

ADMINISTRATIVE RULE MODIFICATIONS – Previously Submitted to the Board for Review:

APPROVAL OF AGENDA – A motion was made by Mrs. Eagle, seconded by Mr. Stultz, and unanimously approved by the Board to approve the agenda as amended. Motion carried 6-0. REMARKS ADJOURN – Without objection, the meeting adjourned at 2:20 p.m. ________________________________ ___________________________________ CHAIRMAN EXECUTIVE SECRETARY

INDEX ADMINISTRATIVE RULE TITLE GCQF Discipline, Suspension and Dismissal of Staff JCAC Admissions/Withdrawals: Children of Employees JICDA-E Student Codes of Conduct (Elementary) JICDA-M Student Codes of Conduct (Middle) JICDA-H Student Codes of Conduct (High)

CONSENT AGENDA ITEM #1

COBB COUNTY BOARD OF EDUCATION AGENDA ITEM

June 28, 2012

TOPIC:

CONSENT AGENDA ITEM #1 - Recommendation for Authorization to Dispose of School District Generated Surplus Furnishings and Equipment

BACKGROUND:

Through normal operations, the district generates surplus furnishings and equipment due to damage and obsolescence on a regular basis. Items that are no longer needed by a school or department but are still in good condition and re-usable are made available to other schools and departments at no charge. Items that are no longer usable in the District are declared surplus. State Law requires School Board approval for District Property to be designated as surplus under §20-2-520 of the Georgia Code of Laws. The need to dispose of these items in an efficient, cost effective and expeditious manner is imperative to the district. Items are currently stored in the District warehouse that have been deemed surplus. A complete list of current surplus items is on file in the Superintendent’s office or on the District’s website under Meeting Agenda Items. All items listed are no longer of use by the District.

Methods available to dispose of surplus items include: Public auction Sealed bid or private sale The State of Georgia Department of Administrative Services on-line and public auction services Sale to other public school districts at costs equal to previous auction results On line auctions Negotiated contracts

Upon Board approval of the attached lists, the Financial Services Division will dispose of this surplus in a manner that is the most cost effective and efficient for the district as outlined in Administrative Rule DN. Acceptable methods of disposal will be continually reviewed to maximize our return on investment Board Priority: Responsible Fiscal Stewardship to Include SPLOST Management – Goal 1

ALTERNATIVES:

1. Approve the recommendation for authorization to dispose of school district generated surplus furnishings and equipment as detailed in the list on file in the Superintendent’s office.

2. Do not approve the recommendation for authorization to dispose of school district generated surplus

furnishings and equipment as detailed in the list on file in the Superintendent’s office. SUPERINTENDENT’S RECOMMENDATION:

Approve the recommendation for authorization to dispose of school district generated surplus furnishings and equipment as detailed in the lists on file in the Superintendent’s office.

COSTS:

The District will receive revenue for the disposal of these items. The revenues received will assist in deferring labor costs for management of the disposal process.


RATIONALE:

The disposing of surplus in a timely manner will reduce labor costs and maximize return on investment.

DATA SOURCES: Mike Addison Alisa Morningstar Howard Siggelko



June 28, 2012 TOPIC:

CONSENT AGENDA ITEM #2 – Designation of Open Records Officer BACKGROUND:

Pursuant to recent revisions of the Georgia Open Records Act (HB397), the Board may designate an Open Records Officer. The law specifically states: “Any agency that designates one of more open records officers upon whom requests for inspection or copying of records may be delivered shall make such designation in writing and shall immediately provide notice to any person upon request, orally or in writing, of those open records officers. If the agency has elected to designate and open records officer, the agency shall so notify the legal organ of the county in which the agency’s principal offices reside and, if the agency has a website, shall also prominently display such designation on the agency’s website.” The Open Records Officer for the Cobb County School District is:

Jay Dillon Director of Communications Cobb County School District 514 Glover Street Marietta, GA 30060 [email protected]

ALTERNATIVES:

1. Approve the designation of the district’s Open Records Officer. 2. Do not approve the designation of the district’s Open Records Officer.

SUPERINTENDENT'S RECOMMENDATION:

Approve the designation of the district’s Open Records Officer. COST:

N/A

RATIONALE:

The designation of an Open Records Officer will place the district in compliance with the Georgia Open Records Act pursuant to recent revisions, and will provide the public a clear mechanism by which to request public records.

DATA SOURCES:

Board Attorney Jay Dillon

mailto:[email protected]



June 28, 2012

TOPIC:

CONSENT AGENDA ITEM #3 – Recommendation for Adoption of Revisions to Sections “C” and “D” of the Policy Manual of the Cobb County Board of Education

BACKGROUND: The policies established by the Cobb County School Board provide written governing policies that, at the broadest levels, address each area of organizational decision. While our current manual provides many of these policies there are some areas that need to be addressed. The goal of this revision process is to provide a manual that addresses issues as required by state law or State Board of Education rules and that is coded to a standard system used throughout the state of Georgia. The recommended revisions include changes to both policies and rules found within the current “C” and “D” sections. Other sections will be presented in the following months.

ALTERNATIVES:

1. Adopt proposed revisions to Sections “C” and “D” of the Policy Manual of the Cobb County Board of Education.

2. Do not adopt proposed revisions to Sections “C” and “D” of the Policy Manual of the Cobb

County Board of Education.

SUPERINTENDENT'S RECOMMENDATION: Adopt proposed revisions to Sections “C” and “D” of the Policy Manual of the Cobb County Board of

Education. COST:

N/A

RATIONALE:

There are two specific reasons why these revisions are needed. First, the current structure that is in use does not address the statutory requirements found in Georgia law or State School Board rules. Currently there are at least forty-seven policies required by statute. However, most of those requirements are covered by Administrative Rules and not Board Policies. In order to bring our Policy Manual to compliance, these current rules need to be moved to policies. Second, Cobb County is the only district we have been able to identify that does not use a standard Georgia codification system. While there is no strict requirement as to how policies are coded, our current system does not provide easy cross-reference with other systems in Georgia.

DATA SOURCES: Michael Hinojosa Cheryl Hungerford Alice Stouder Chris Ragsdale Mike Addison Judith Jones


Michael Shanahan Jay Dillon Darryl York Board Attorney

CCSD Board Policies

And

Administrative Rules

Revision/Codification Process

Sections “C” & “D”

Cobb County School District A community with a passion for learning!

Policy Development

Proposed Revisions to Board Policy Manual – Sections “C” and “D” The majority of the changes proposed for Sections “C” and “D” only include name and/or code changes and are all outlined in the Index of Proposed Revisions. In order to conserve resource the ‘old’ policies and rules that have only these name/code changes have not been included in the packet but are available upon request.

Index of Proposed Revisions

Revised Section “C”

Revised

Section “D”

Revised ‘Other’

Sections

Current Sections

“C” & “D”

Cobb County School District A community with a passion for learning!

Policy Development

Index of Proposed Revisions Section “C” and “D”

New

Codification Current

Codification Changes/Comments

*Admin Rule BBFA-R

Local School Councils

*Admin Rule CFD School Council

Operations

• Recoded to BBFA-R in May 2012

Policy CMB

Administration in Policy Absence

*Policy CHD Administration in the

Absence of Policy

• Code Change • Name change

Policy DA Fiscal Management

Goals and Objectives

Policy DA Fiscal Management Goals and Priorities

• Restructured to more clearly sate the objective of this policy

• Included a reference to engaging “broad-based staff and community involvement” in line with our current vision

Policy DFA

Local Tax Revenues *Policy DEAA

Tax Allocation Districts • Code change • Name change

Admin Rule DFF-R

Grants *Admin Rule DDA

Grants • Code change • Name change

Admin Rule DIC-R

Inventories And

Admin Rule ECH-R Authorized Uses of

Equipment and Supplies

Admin Rule DID Inventory and

Equipment Checkout

• Current Rule combines two different sections that will be split - one for Inventory and one for Uses of Equipment

• Will require name change and code change

Admin Rule DID-R Audits

*Admin Rule DIE Audits/Financial

Monitoring

• Code change • Name change

Admin Rule DIE-R Fraud Prevention

*Admin Rule DIEA Audits: Fraud and Other Corrupt/Illegal Conduct


Admin Rule DJD-R

Expense Reimbursement

*Admin Rule DKC Travel Expense Reimbursement


New Codification

Current Codification Changes/Comments

Admin Rule DJEE-R Local Purchasing

*Admin Rule DIF Management of School Funds and Other Assets


Admin Rule DK-R Student Activities

Funds Management

*Admin Rule DFD Athletic Concession

Monies


Admin Rule DO-R School Properties

Disposal Procedures

*Admin Rule DN School Properties

Disposition


Admin Rule JG(1) -R

Monitoring and Recording of Staff

and Students

*Admin Rule CFIA Monitoring-Recording

Staff and Students

• Code Change • Name Change

*Copies are not included in packet. Any changes made are code changes, name changes, or changes that have already been presented in previous packets.



Revised

Section “D”

Revised ‘Other’

Sections

Current Sections

“C” & “D”

ydr10081

Typewritten Text

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BOARD OF EDUCATION POLICY

CMB Administration in Policy Absence ?/?/12 In cases in which action must be taken within the Cobb County School District (District) where the Cobb County Board of Education (Board) has provided no guidelines for administrative action, the Superintendent shall have the power to act. His/her decisions, however, shall be subject to review by action of the Board at its next regular meeting. It shall be the duty of the Superintendent to inform the Board promptly of such action and of the need of policy. Approved: 9/10/69 Revised: 1/26/84; 8/8/84; 6/25/92 Confirmed: 5/9/07 Reviewed and Re-coded: ?/?/12 (previously coded as Board Policy CHD)



Revised

Section “D”

Revised ‘Other’

Sections

Current Sections

“C” & “D”

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DA Fiscal Management Goals and Objectives ?/?/12 The Cobb County Board of Education (Board) recognizes that effective, efficient fiscal management and strategic and equitable allocation of all resources available to the Cobb County School District (District) are required to maximize the academic achievement of every student in the District. A. ROLE OF THE BOARD OF EDUCATION:

As trustee of local, state and federal funds allocated for use in public education, the Board will be vigilant in fulfilling its responsibility to see that these funds are allocated in ways that maximize the academic achievement of every student in the District. The Board’s fiscal operations and management will ensure that education remains central and that fiscal matters are ancillary and contribute to the educational program.

B. DISTRICT FISCAL MANAGEMENT GOALS: In the District’s fiscal management, the Board seeks to achieve the following goals: 1. To engage in thorough advance planning and forecasting, with broad-based staff and

community involvement, in order to develop budgets and guide expenditures so as to maximize the academic achievement for the allocated resources;

2. To establish levels of funding which will provide high quality education for the District’s students;

3. To use the best available techniques for budget development and management; 4. To provide timely and appropriate information to all staff with fiscal management

responsibilities; and 5. To establish high quality procedures for accounting, reporting, business, purchasing and

delivery, payroll, payment of vendors and contractors, and all other areas of fiscal management responsible for the efficient management and use of resources.

Adopted: 3/25/76 Revised: 7/28/83; 8/8/84 Reclassified an Administrative Rule: 9/1/04 Revised and Reclassified a Board Policy: 5/14/08 Revised: ?/?/12

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DFA Local Tax Revenues ?/?/12 Tax Allocation Districts The Georgia Redevelopment Powers Law, O.C.G.A. § 36-44-1, et seq., provides means for the redevelopment of economically and socially depressed areas through the creation of tax allocation districts by political subdivisions. O.C.G.A. § 36-44-8. The creation of a tax allocation district (TAD) permits the use of actual or anticipated increase in ad valorem tax revenues resulting from redevelopment activities to fund activities in furtherance of that redevelopment. Implicit in this financing method (which involves a commitment of public resources to what are generally private endeavors) is the expectation that but for the infusion of the public commitment, the increased property tax revenue would not occur. Typically, a large proportion of the total tax millage rate for a county is levied for county school district purposes. The Georgia Constitution and the Redevelopment Powers Law provides that the school district component of tax revenue can be included in the computation of tax allocation increments if the board of education consents to such inclusion by resolution duly adopted by the board. The Cobb County Board of Education (Board) has a fiduciary obligation of the highest order to ensure that the Cobb County School District (District) component of ad valorem property tax levies is used in a manner that is clearly and convincingly beneficial to the District and its students. This Statement of Policy is intended to permit the District to support appropriate redevelopment under the Redevelopment Powers Law without detriment to the constitutional mission of education. A. GENERAL PROVISIONS:

The Board shall: 1. Carefully and fully consider all applications for participation in a tax allocation district

(TAD) requiring consent of the Board under O.C.G.A. § 36-44-9(c); 2. Not consent to the creation of a (TAD) unless, following careful review of the application,

the evidence is clear and convincing that: a. The redevelopment activities described in the redevelopment plan will occur; b. But for the use of TAD financing, the redevelopment activity and tax increment would

not occur; and c. The redevelopment activities will provide benefits to the District commensurate with

the dedication of the District component of the tax increment ("district benefit"). 3. "District benefit" shall mean additional revenues resulting from a TAD that would otherwise

be received by the District (with or without regard to the existence of the TAD) are ultimately received or restored to the District within a time and under terms and conditions set forth in the consent documents or, if not, such other benefits as would warrant any deferral or adjustment of receipt of increased tax revenues resulting from the TAD;

4. Look with significantly greater favor upon applications for consent that involve specific projects, defined as projects with detailed descriptions, including information as to the: a. Identity of the project redevelopment participants; b. Affected real property; c. Property improvements; d. Redevelopment costs; e. Method of financing; f. Nature and status of participation and financing commitments; and g. Such other information as may be required by the Board.

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5. Applications that do not involve specific projects as described above shall not be approved unless the following criteria are clearly satisfied: a. The characteristics of the proposed district are such that the proposed described

redevelopment offers unique opportunities for assured substantial increases in the assessed value of the proposed TAD;

b. Financial projections are detailed and supported by documented information, reliable models, and analysis from sources with recognized expertise;

c. There are identified special benefits, direct or indirect, for the District beyond those projected as resulting solely from the increase in assessed value of the property in the TAD;

d. There are sound reasons why designation of a TAD and Board consent cannot await the creation of specific projects;

e. The projected time frames for milestones for the redevelopment are of such length and sufficiently credible as to minimize risk to District interests;

f. There are safeguards in place to: (1) Assure the opportunity for Board scrutiny and involvement in decisions as the

redevelopment occurs, including, at a minimum, the opportunity to approve specific projects; and

(2) Protect the use of the Board share of accumulated tax increments pending use for redevelopment costs.

B. PROCEDURES:

1. The Board adopts and incorporates the current TAD Policy and Guidelines adopted by the Cobb County Board of Commissioners to the extent applicable, except as provided herein.

2. Applicants seeking the Board’s consent to a TAD shall: a. Provide the District with two copies of all materials submitted to the Cobb County

government (including the required Redevelopment Plan) at the time of that submission;

b. Submit a completed Application for School Board Consent to a Tax Allocation District (Application) in a form prescribed by the District; and

c. Provide such other information required by the District. 3. Applications for Board consent shall be submitted no later than August 1 of the year prior

to the year in which the proposed TAD is to take effect. This requirement may be waived by the Board for good cause shown.

4. Applicants shall be responsible for all costs and fees associated with the review of the application. Payment shall be made before the application is filed and shall be nonrefundable.

5. Any conditions to Board consent to a TAD shall be included in a binding intergovernmental agreement or other contract containing terms sufficient to carry out this Policy.

Adopted: 6/24/04 Reclassified an Administrative Rule: 9/1/04 Revised and reclassified as a Board Policy: 2/25/10 Revised and Recoded: ?/?/12 (previously coded as Board Policy DEAA) Legal Reference O.C.G.A. 36-44-0001 Redevelopment Powers Law O.C.G.A. 36-44-8 Creation and implementation of tax allocation districts O.C.G.A. 36-44-9(c) Computing tax allocation increments; property tax included; use of tax funds O.C.G.A. 48-08-0144 Local charter schools and state chartered special schools as capital outlay project O.C.G.A. 48-08-0141 Manner of imposition of tax; report O.C.G.A. 20-02-0164 Local five mill share funds O.C.G.A. 20-02-0167 Funding for direct instructional, media center and staff development costs; submission of budget O.C.G.A. 20-02-0243 Withholding funds for failure to comply with school laws O.C.G.A. 48-05-0298 Board of tax assessors - selection of chairman and secretary; employment contracts O.C.G.A. 48-05-0404 Collection of county school taxes O.C.G.A. 48-08-0081 Creation of special districts Ga. Constitution Art. 11, Sec. 1, Par 4 Continuation of certain constitutional amendments for a period of 4 years Ga. Constitution Art. 8, Sec. 6, Par. 1 Local taxation for education

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DISTRICT ADMINISTRATIVE RULE

DFF-R Grants ?/?/12 RATIONALE/OBJECTIVE:

The Cobb County School District (District) seeks to maximize its sources of revenue for the benefit of students, employees and taxpayers. RULE: The District recognizes and appreciates that organizations and/or individuals may wish to award grants, contribute gifts, make donations or provide sponsorships to the schools in the District. The system reserves the right to determine if the grant, gift, donation, or sponsorship is appropriate and may reject those it deems inappropriate or unsuitable.

A. General Provisions: To be acceptable, a grant, gift, donation, or sponsorship must: 1. Have a purpose consistent with the beliefs/philosophy of the school system; 2. Not bring undesirable or hidden costs to the school system; 3. Place no undesirable restrictions on the Board; 4. Not be inappropriate or harmful to the best education of students; 5. Not imply endorsement of any business or product or belief; and 6. Not be in conflict with any Board Policy, Administrative Rule, state law, or District financial

procedures. B. Grant Application:

The District, including schools and District divisions, are encouraged to apply for competitive grant funding from sources including local, state, and federal government as well as non-governmental agencies and organizations. For the purpose of this Rule, competitive grants are defined as those grants that are awarded through an application process in which multiple grant applications are solicited through a grants notice or request for proposal. 1. Office of Grants Administration:

Employees considering applying for a grant in the amount of $10,000 or more should first contact the District’s Office of Grants Administration for guidance and to insure compliance with Administrative Rules related to the approval process;

2. Required Compliance: a. The District shall comply with all local, state and federal rules and regulations

concerning these grant programs; b. All grants applied for shall comply with Board of Education (Board) Policy, District

Administrative Rules and District procedures including but not limited to the following: (1) Board Policy SD-5 (Financial Planning and Budgeting); (2) Board Policy SD-6 (Fiscal Accounting and Reporting); (3) Board Policy SD-8 (Asset Protection); (4) Board Policy SD-10 (Community and Communication Involvement); (5) Administrative Rule GBCD (Dual Pay); (6) Administrative Rule GCQA (Reduction in Force) (7) Administrative Rule FJA (Construction of/Improvements to Facilities on District

Property by Community Organizations or Individuals) c. Prior to submission of each competitive grant application with an award of $10,000 or

more, participation in basic District Policies & Procedures for Grants training must be completed by the local school staff and any participating Central Office Staff.

C. District Approval:

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1. Administrative: a. Grant applications in the amount of $10,000 or more:

Prior to submission, all grant applications in the amount of $10,000 or more shall have the approval of: (1) The applicant’s principal, department head and/or division head; (2) Other District office personnel as appropriate; (3) The Office of Accountability; (4) The Senior Staff and/or Superintendent.

b. Grant applications in an amount under $10,000: All grant applications in an amount under $10,000 shall have the approval of the local school principal.

c. Grant Applications that require a contract (see Section D below): Prior to submission, all grant applications of any amount that require a contract shall have the approval of: (1) The applicant’s principal, department head and/or division head; (2) Other District office personnel as appropriate; (3) The Office of Accountability; (4) The Senior Staff and Superintendent.

2. Board: a. Initial:

The Superintendent and/or Board shall approve any grant that: (1) Requires a special appropriation from the General Fund prior to the acceptance of

the grant’s funding; or (2) Specifically requires Board approval.

b. Continuing: In subsequent years: (1) These funds shall be disclosed in the District’s annual budget in compliance with

Board Policy SD-5 (Financial Planning and Budgeting) requirements regarding non-recurring project funds; and

(2) The continuing acquisition of these funds shall be based on Board approval of the annual budget.

D. Legal Review: Once a grant has been awarded, any required contract must be reviewed and approved by the Board Attorney, Superintendent and/or Board in compliance with Board Policy BBA (Board Powers and Responsibilities).

E. Matching Funds: Any grant application which requires “Matching Funds” which are not currently budgeted must be presented to Senior Staff for review and approval. It will be the determination of the Senior Staff to send the “request for matching funds” to the Board along with appropriate documentation to request the additional funds needed for the final grant approval. This final decision will be made only AFTER a pre-award has been granted by the grantor.

F. Grant, Gift and Donation Expenditures: All grant, gift, and donation expenditures must follow District financial procedures.

G. Quarterly Report of Competitive Grants: Quarterly reports will be submitted to the Board in the form of a written report outlining all competitive grants of more than $10,000 received on behalf of the Cobb County School District.

Adopted: 3/25/76 Revised: 7/28/83; 8/8/84; 8/14/91 Reclassified an Administrative Rule: 9/1/04 Revised: 1/13/10; 3/14/12 Revised and recoded: ?/?/12 (previously coded as Administrative Rule DDA) Legal Reference

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O.C.G.A. 20-02-0328 Competitive grant program O.C.G.A. 20-02-0329 Requirements for high schools that receive a reform grant O.C.G.A. 20-02-0520 Acquiring/disposing of school sites; building, repairing, renting, and furnishing school houses O.C.G.A. 20-02-0064 Establishment and maintenance of trusts or funds Ga. Constitution Art. 8, Sec. 5, Par. 6 Power of boards to accept bequests, donations, grants and transfers Rule 160-4-7-.18 Grants for Services Rule 160-5-2-.06 Residential Facility Grant

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DIC-R Inventory ?/?/12 RATIONALE/OBJECTIVE:

The Cobb County School District (District) has established a property control program for the purpose of providing a high degree of accountability for District assets. RULE: A. EQUIPMENT:

It shall be the duty of every Cobb County Board of Education (Board) member and District employee to adhere to all Policies, Rules and regulations related to equipment accountability as set forth in the Property Control User’s Guide, Administrative Rule ECAD (District Property Replacement/Restitution), and Administrative Rule DO (School Properties Disposal Procedure).

B. TEXTBOOKS: 1. Inventory:

The District shall maintain an inventory of all textbooks on current adoption by the Board. 2. Disposal:

Once textbooks are no longer on the current adoption, such books shall be declared surplus. The administration may dispose of textbooks through standard paper disposal or recycle through available agencies in accordance with proper bidding procedures.

C. DONATED PROPERTY: 1. The site administrator has the discretion of accepting or rejecting donated property

provided the criteria set out in Administrative Rule IJK (Library Media Programs and Supplementary Materials Selection) and the provisions of Administrative Rule KH (Solicitation and Advertising on School Property) are met.

2. The administrator accepting donated property is required to notify the Property Control Department upon receipt of the property by submitting a completed FS-201 (Property Inventory Receiving Form [Donation Form]) in accordance with Property Control Users Guide.

3. After property is included as District inventory it will be governed by all other applicable Administrative Rules and procedures.

Adopted: 9/1/04 Revised: 2/21/06; 6/11/08; 2/10/10 Revised and recoded: ?/?/12 (previously coded as Administrative Rule DID) Legal Reference O.C.G.A. 20-02-0260 Capital outlay funds, generally

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DID-R Audits ?/?/12 RATIONALE/OBJECTIVE:

Internal Audit is an independent appraisal function established within the Cobb County School District (District) to document financial integrity and to promote efficiency, effectiveness and economy in District operations. RULE: A. RESPONSIBILITIES:

Internal Audit shall: 1. Perform independent audits, examinations and investigations and report results and

outcomes; 2. Verify compliance with:

a. Laws and regulations; b. Board Policies; c. District Administrative Rules; and d. Written departmental procedures;

3. Evaluate internal controls and seek improvements that will: a. Enhance the District's performance; b. Reduce the risk of fraud and other corrupt/illegal conduct (Administrative Rule DIEA

[Audits: Fraud and Other Corrupt/Illegal Conduct]); and c. Increase accountability to the public.

B. AUTHORITY:

1. Scope: All District schools, departments, programs and functions are subject to audit by Internal Audit;

2. Access: The Chief Audit Executive and authorized representatives shall have full, free and unrestricted access to all District functions, records, property and personnel.

3. Audit Committee: The Chief Audit Executive shall serve as one of the members of the Board of Education Audit Committee governed by Board Policy BBC (Board Committees).

Adopted: 1/26/95 Reclassified an Administrative Rule: 9/1/04 Revised: 1/10/07; 1/13/10 Revised and recoded: ?/?/12 (previously coded as Administrative Rule DIE) Legal Reference O.C.G.A. 20-02-0109 Duties of superintendents O.C.G.A. 20-02-0164 Local five mill share funds O.C.G.A. 20-02-0962 Quarterly reports by principals; audits by boards O.C.G.A. 36-81-0020 Audits accepted by state; additional audits O.C.G.A. 50-06-0006 Audit of school systems; employing accountants; accounting standards

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DIE-R Fraud Prevention ?/?/12 RATIONALE/OBJECTIVE:

The Cobb County School District (District) has a responsibility to uphold the public trust. Internal Audit is an independent appraisal function established to document financial integrity and to promote efficiency, effectiveness and economy in District operations. RULE: District employees are subject to the requirements of the Georgia Code of Conduct for Educators (Administrative Rule GBU [Ethics]). In addition to the professional requirements, the District sets forth the following actions which are prohibited and guidelines for reporting their occurrence or suspected occurrence: A. FRAUD AND OTHER CORRUPT/ILLEGAL CONDUCT:

This includes but is not limited to: 1. Any crime defined in Title 16 in the Official Code of Georgia Annotated (O.C.G.A.). 2. Inappropriate conduct or the appearance of inappropriate conduct that does not rise to the

level of criminal activity including but not limited to: a. Conflict of Interest; b. Omissions or the failure to provide information that could affect a financial decision or

cause an undue loss or expense to the District; c. Other actions prohibited by the Code of Conduct for Educators.

B. NOTIFICATION:

1. Procedures: Internal Audit shall: a. Be notified of any occurrence or suspected occurrence of any of the above conduct; b. Establish and publicize procedures for the reporting (including the ability to report

anonymously) and investigating of any of the above conduct in the District. 2. Reprisals:

No action shall be taken or threatened against any employee for reporting the occurrence or suspected occurrence of any of the above conduct unless the complaint was made with the knowledge the allegation was false.

Adopted: 12/14/06 Revised and recoded: ?/?/12 (previously coded as Administrative Rule DIEA) Legal Reference O.C.G.A. 45-01-0004 Whistleblower 18 USC 1513 Retaliating against a witness, victim, or an informant

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DJD-R Expense Reimbursement ?/?/12 RATIONALE/OBJECTIVE:

Cobb County School District (District) has established Travel Procedures to comply with State of Georgia Travel Regulations, to establish what constitutes reasonable and necessary travel expense, and to provide uniformity in approving, reporting and reimbursement of travel expenses. RULE: A. BOARD OF EDUCATION MEMBERS:

Members of the Cobb County Board of Education (Board) shall be reimbursed in accordance with the following:

• Board Policy BC (Board Conduct) • Board Policy BCC (Expenses Incurred by Outgoing Board Members)

B. DISTRICT EMPLOYESS:

Reimbursement of travel expense incurred by District employees authorized to travel in the performance of their official duties shall be in accordance Cobb County School District Travel Procedures.

Adopted: 5/8/74 Revised: 7/28/83; 8/8/84 Reclassified an Administrative Rule: 9/1/04 Revised: 1/13/10 Revised and recoded: ?/?/12 (previously coded as Administrative Rule DKC) Legal Reference O.C.G.A. 20-02-0986 Professional Standards Commission-Reimbursement; retention of income & benefit by state agency or political subdvision member;commission member reimb. O.C.G.A. 20-02-0212.2 National Board Certification O.C.G.A. 20-02-0055 Per diem and expenses of LBOE members O.C.G.A. 20-02-0182 Program weights to reflect funds for payment of salaries and benefits O.C.G.A. 20-02-0230 New board member orientation to educational program objectives required O.C.G.A. 48-13-0051 County and municipal levies on public accomodations charges for promotion of tourism, etc.

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DJEE-R Local Purchasing ?/?/12 RATIONALE/OBJECTIVE: The Cobb County School District (District) has established financial procedures for the purpose of providing a high degree of accountability for District funds and other assets in compliance with Board of Education (Board) Policy SD-6 (Fiscal Accounting and Reporting) and Policy SD-8 (Asset Management). RULE: Management of School Funds and Other Assets School principals are responsible for the management of all funds and other assets involving school activity. Management of school funds and other assets requires strict compliance with the Local School Accounting and Procedures Manual, Property Control User’s Guide, Board Policy, District Administrative Rules, Georgia and federal law. Adopted: 2/14/73 Reviewed: 7/74 Revised: 7/28/83; 8/8/84; 2/25/93; 03/27/97; 04/22/99 Reclassified an Administrative Rule: 9/1/04 Revised: 1/13/10 Revised and recoded: ?/?/12 (previously coded as Administrative Rule DIF)

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DK-R Student Activities Funds Management ?/?/12 RATIONALE/OBJECTIVE:

The Cobb County Board of Education (Board) Policy SD-6 (Fiscal Accounting and Reporting) establishes the expectation that the Cobb County School District (District) will establish financial guidelines and procedures that comply with generally accepted accounting principles, State Department of Education rules, and District expectations established in Board Policy SD-5 (Financial Planning/Budgeting). Athletic Concession monies represent a significant source of revenue for high schools and/or their school support organizations. Board Policy SD-6 necessitates the establishment of clearly stated and understood guidelines for the consistent accountability of these funds.

RULE: A. GATE RECEIPTS/TICKET SALES:

These guidelines apply only to athletic concession monies not athletic/special event gate receipts/ticket sales. Guidelines and procedures for athletic/special event gate receipts/ticket sales may be found in the District’s Local School Accounting and Procedures Manual.

B. ATHLETIC CONCESSION MONIES: District guidelines for the accounting and reporting of high school athletic concession monies are as follows: 1. School Receives Proceeds:

If the school is the direct recipient of the monies received from the sale of athletic concessions, the monies shall be handled in accordance with procedures specified by the Financial Services Division.

2. Booster Club Received Proceeds: If the Principal elects to consider the concession sales as a fund raising activity for a specific booster organization, the monies shall be handled as follows: a. Other Required Guidelines:

All activities and procedures shall be in compliance with the provisions of the following: (1) Administrative Rule JJE (Student Activities: Fund Raising Activities); and (2) Administrative Rule KJA (Relations with Booster Organizations).

b. Accounting: All receipts must be collected and recorded in the booster organization’s financial records and all concession invoices must be paid directly by the booster organization.

c. Reporting Requirements: Reporting requirements are outlined in Administrative Rule KJA (Relations with Booster Organizations) as follows: (1) The booster organization’s annual budget should include the projected dollar

amount of anticipated athletic concessions proceeds and the planned expenditure of these funds;

(2) Quarterly financial reports to the Principal to include actual proceeds/expenditures from athletic concessions; and

(3) An annual financial accounting and summary report as provided in the booster organization’s constitution.

Adopted: 9/8/71 Reviewed: 7/74

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Revised: 7/28/83; 8/8/84; 2/25/93 Reclassified an Administrative Rule: 9/1/04 Revised: 1/14/09; 1/13/10 Recoded: ?/?/12 (previously coded as DFD) Legal Reference O.C.G.A. 16-12-0022.1 Raffles operated by nonprofit, tax-exempt organizations O.C.G.A. 20-02-0500 Regulations for contracts over $100 O.C.G.A. 20-02-0501 Noncompliance with rules re: contracts/purchases over $100 O.C.G.A. 20-02-0502 Disciplining violators of SBOE contract rules O.C.G.A. 20-02-0961 Preparation and distribution of forms or books for principals' accounts O.C.G.A. 20-02-0962 Quarterly reports by principals; audits by boards Rule 160-5-2-.23 Financial Management for Georgia Local Units of Administration

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DO-R – School Properties Disposal Procedures ?/?/12 RATIONALE/OBJECTIVE:

The Cobb County School District (District) has a responsibility to uphold the public trust. Protection of District assets (Board Policy SD-8 [Asset Protection]) purchased with public funds is one way the District seeks to uphold this trust. The Cobb County Board of Education (Board) fulfills the requirement in Georgia law which requires its approval for district property to be designated as surplus under O.C.G.A § 20-2-520. RULE: A. SURPLUS PROPERTY:

1. Classification: An item is classified as surplus after it has been submitted to the Board for disposition and the Board approves the classification;

2. Sale: When the Board classifies property as surplus: a. The Director of Procurement Services shall have the authority to proceed with offering

the surplus items for sale to the public; b. Surplus items may be sold by sealed bid, public auction, private sale, on-line auction,

or negotiated contract, whichever is in the best interest of the District; c. Employee Exclusion:

District employees empowered with the responsibility of identifying potential surplus items will be excluded from: (1) Bidding on the items they identify; or (2) Otherwise benefiting from the disposal of any surplus property.

3. Unsold Items: Surplus items that do not sell and have an estimated value of less than $5,000 shall be disposed of in a manner most beneficial to the District by the Director of Procurement Services.

4. Exception for Unsafe Items: The Director of Procurement Services shall: a. Determine the most efficient manner to dispose of surplus items that pose an

immediate health or safety risk to the District; and b. Report the disposal of property under this exception to the Board at its next scheduled

meeting for their approval 5. Proceeds:

Funds received through the disposal of surplus items will be reported to the Board.

B. CONFISCATED/LOST PROPERTY: 1. Department of Public Safety:

Confiscated items received by the Department of Public Safety should be processed utilizing the guidelines contained in: a. The Department of Public Safety Department Manual; and b. Administrative Rule JIH (Student Conduct: Interrogations, Interviews and Searches),

unless a longer period of time is necessary due to administrative hearings; 2. Unclaimed Items:

Confiscated items held by the Department of Public Safety and confiscated/lost items held by schools that remain unclaimed may be declared surplus property and may be sold or disposed of in the best interest of the school or District.

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Adopted: 2/14/73 Revised: 7/74; 7/28/83; 8/8/84; 12/11/97; 6/28/01 Reclassified an Administrative Rule: 9/1/04 Revised: 1/13/10 Revised and recoded: ?/?/12 (previously coded as Administrative Rule DN) Legal Reference O.C.G.A. 10-06-0085 Agents - individual liability O.C.G.A. 10-06-0088 Public agents - no individual liability for public contracts O.C.G.A. 20-02-0520 Acquiring/disposing of school sites; building, repairing, renting, and furnishing school houses O.C.G.A. 20-02-0600 Leases of 50 years or less authorized O.C.G.A. 36-09-0002 Control and disposal of county property O.C.G.A. 40-08-0110 School bus equipment requirements O.C.G.A. 40-08-0116 Unlawful acts re: school buses Rule 160-4-9-.06 Charter Authorizers, Financing and Management



Revised

Section “D”

Revised ‘Other’

Sections

Current Sections

“C” & “D”

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JG(1)-R Monitoring and Recording of Staff and Students ?/?/12 GBSA Referece: JG(1) (Video Surveillance) RATIONALE/OBJECTIVE: Cobb County School District (District) employees and students are subject to being recorded, audio and/or visual, in a variety educational settings. RULE: Monitoring and Recording Staff and Students All possible issues regarding recordings cannot be contemplated within this Rule; therefore, individuals with specific or unique questions regarding recordings should direct their inquiries to the District Communications Office. A. GENERAL GUIDELINES REGARDING USE AND MAINTENANCE OF AUDIO/VISUAL

RECORDINGS: 1. Recordings available to the District, whether or not created by the District, may be offered

as evidence in disciplinary or other hearings. 2. As with any education record, visual or audio recordings maintained by the District that

contain students’ personally identifiable information which has not been designated as directory information may not be released except in compliance with the Family Educational Rights and Privacy Act (FERPA) (See the “J” Section Administrative Rule on Student Records).

3. Form JG(1)-1 will be utilized when prior written permission is required for a student to appear in a visual recording.

4. In the event a law enforcement agency other than CCSD Public Safety is involved in an incident and representatives of that agency request the recording, the District will comply with FERPA in the release of that recording.

5. If criminal charges are filed in regard to a recorded incident and the recording is criminal evidence, CCSD Public Safety personnel will take possession of the recording and maintain a copy of the recording.

6. If both student/employee disciplinary action and criminal charges are involved, CCSD Public Safety will maintain the recording. A District subpoena may be issued for the recording at a party’s request if it is needed as evidence in a District disciplinary hearing. If the school possesses a copy for use in a hearing, the school will destroy its duplicate once the hearing is over. The copy held by Public Safety will be the file copy. For recordings relating to employee or student discipline, a note will be placed in a student’s or employee’s file that the recording is available from CCSD Public Safety.

7. Recordings used by the school to make disciplinary decisions shall be retained as part of the student’s education record by the school in the student’s discipline file, unless CCSD Public Safety takes possession of the recording.

8. Recordings that relate to employee issues will be maintained by the Principal unless Human Resources or CCSD Public Safety takes possession of the recording.

B. PARENT/GUARDIAN CONFERENCES: 1. Audio recording:

a. Audio recordings may be made of school conferences with parents/guardians. All parties should be notified prior to the beginning of the conference that the recording is being made, allowing the other party the opportunity to also record.

b. If a parent/guardian or a representative of the parent/guardian indicates they will make an audio recording of the conference, the District’s representative shall also

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make an audio recording of the proceedings and maintain this recording in the student’s file.

2. Visual recording of parent/guardian conferences by any party is prohibited.

C. SCHOOL/DISTRICT SITE SURVEILLANCE RECORDINGS: The school’s Campus Officer and the Director of Public Safety or his/her designee are the only individuals authorized to make copies of school/District surveillance recordings.

D. BUS SURVEILLANCE RECORDINGS: 1. The bus driver will record over recordings made by bus cameras unless the recording is

needed for disciplinary, employee performance, or other bus events or issues. 2. Recordings of disciplinary issues shall be given to the principal or designee, unless they

are removed at the site of an event by an outside law enforcement agency or requested by CCSD Public Safety.

3. Recordings of employee performance and/or liability issues will be given to the Director of Transportation or designee unless they are removed at the site of an event by an outside law enforcement agency or requested by CCSD Public Safety.

E. SEIZURE OF PRIVATE DEVICES: Recordings made by devices, including video phones, that are the personal property of staff or students may be subject to seizure as evidence by law enforcement, including CCSD Public Safety. Such seizure may result in the staff member or student losing possession of the evidence until the legal proceedings are complete. The CCSD Office of Public Safety will assist the staff or student to retrieve personnel property at the earliest possible time.

F. PARENT VIEWING: 1. A parent of a student involved in any prohibited conduct may view or listen to the

recording if the parents/guardians of any additional students involved in the prohibited conduct provides written consent.

2. The parent will view or hear the recording in a private setting and in the presence of the principal or designee.

G. CLASSROOM RECORDINGS: 1. No recordings will be permitted in classrooms during the school day, including non-

traditional classrooms such as the gym and/or playground, unless they receive prior approval of the Principal and are: a. An element of the teacher’s instructional plan and strategies. b. Recordings by District personnel used for District diagnostic purposes. c. Part of a research project that has received prior approval of the District and Principal.

No recordings will be permitted for research projects that are not being conducted by District employees unless an exception to this prohibition is granted by the District Accountability Office.

d. Recording a lesson for District professional development purposes either for the individual teacher being recorded or to be shared with other educators as Master Lessons.

e. Recordings to be utilized in the evaluation of an employee’s performance. f. A public performance; or g. A required 504/IDEA student accommodation.

2. Recordings of classroom activities that are not classified as public performances and that are intended for use outside the bounds of the District may be made only with the written permission of the parents/guardians of the students in the class or the actual student if he/she is over 18. If a child’s parent/guardian/student over 18 does not provide the written permission, the recording may not occur. A student should not be removed from the academic environment if he/she or his/her parent/guardian refuses to consent to his/her participation in a classroom recording.

3. Care should be taken to remove personally identifiable information from the recorded area, including peripheral items such as names on a bulletin board or a student’s picture.

H. PUBLIC PERFORMANCES:

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1. Students participating in public performances may be recorded by a variety of entities including but not limited to news agencies, vendors with whom the school or a school support organization has contracted, and members of the public in attendance at the event.

2. The recording of public extra-curricular events by members of the public is generally acceptable. In those cases when the District is utilizing copyrighted performance pieces: a. The staff member (Director) in charge of the event is responsible for obtaining

permission from the copyright holder and ensuring that the District’s use meets all conditions of the copyright holder’s permission to use the material.

b. If the copyright holder’s permission prohibits audio or visual recordings of the performance, the Director is to announce and post the statement that no photography, audio recording, or visual recording is allowed. This announcement may be printed in the performance’s program in lieu of posting.

c. If the Director has contracted with an outside vendor to record an event, either by visual or audio means, it is the Director’s responsibility to confirm that all necessary copyright permissions for this recording have been secured.

d. If the Director has given permission to a school support organization to record an event, either video or audio, it is the Director’s responsibility to confirm that he/she has secured all necessary copyright permissions for this recording.

I. ADVERTISEMENTS AND COMMERCIALS: 1. Advertisements featuring students in school uniforms are appropriate for publication in

school flyers, school newspapers and other school publications. The advertiser must have prior parent/guardian/student over 18 permission. Such advertisements must comply with Administrative Rule KH (Solicitation and Advertising on School Property).

2. Requests to use school facilities or grounds for the filming of commercials must comply with the Administrative Rule KF (Use of School Facilities). Peripheral, personally identifiable student information, including student names and pictures that appear in the classroom, may not appear in the recording.

J. SCHOOL MEDIA PRODUCTIONS AND BROADCASTS: 1. Schools must obtain written parent permission (Form JG(1)-1) for students appearing in

recordings made for school media productions or broadcasts. 2. Permission is not needed for students who appear peripherally and briefly in these

recordings, such as crowded hallways and lunchrooms, performing day-to-day activities. Adopted: 7/28/05 Reviewed and Recoded: ?/?/12 (previously coded as Administrative Rule CFIA) Legal Reference O.C.G.A. 40-06-0163 Duty of driver of vehicle meeting or overtaking school bus; reporting of violations O.C.G.A. 20-02-1185 School safety plans 20 USC 1232g Family Educational Rights and Privacy Act of 1974 (FERPA)

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ECH-R Authorized Uses of Equipment and Supplies ?/?/12 RATIONALE/OBJECTIVE:

The Cobb County School District (District) recognizes that while the primary purpose of technology equipment is for use on site during the instructional/work day, there are times when it is necessary for staff and students to check out equipment to be used for educational purposes beyond the work day and outside of the work environment. RULE:

A. TECHNOLOGY EQUIPMENT CHECK OUT/TEACHER LAPTOP AGREEMENT:

1. Documentation: a. When staff or students wish to check out technology equipment, the Technology

Equipment Checkout Agreement (Form ECH-1) must be completed and kept on file at the school or District department:

b. A parent/guardian signature is required prior to a student checking out District equipment (Form ECH-1).

2. Teacher Laptop: a. Current Teachers:

When current teachers are issued a teacher laptop, the Teacher Laptop Agreement (Form ECH-2) must be completed and kept on file at the school in the teacher’s personnel file;

b. New Teachers: Before a newly hired teacher can be issued a teacher laptop, the Teacher Laptop Agreement (Form ECH-3) must be signed by the Human Resources Hiring Supervisor and sent to the school with the teacher’s identification badge. Form ECH-3 should then be signed by the Principal. It should be kept on file at the school in the teacher’s personnel file.

B. RESPONSIBILITY FOR COST OF REPAIR OR REPLACEMENT: 1. The person checking out equipment, whether employee or student, is asked to provide the

District with his/her homeowners/ renters insurance policy number. 2. If the employee/student/parents/guardian does not supply the District with this

information, he/she assumes personal liability for the cost of repair of the item if it is damaged or the replacement cost of the item if it is not returned.

3. If an employee separates from the District, and the District equipment has not been collected by the principal or supervisor, as required on the appropriate exit form, and the replacement cost of the items is not received from the employee, the District shall seek to reclaim the property from the employee or the replacement cost which may include deducting it from the employee’s last paycheck. If the District is unable to reclaim the loss, the employee’s school/department will assume liability for any unrecovered portion of the cost of replacement.

Adopted: 9/1/04 Revised: 2/21/06; 6/11/08; 2/10/10 Revised and recoded: ?/?/12 (previously coded as Administrative Rule DID)



Revised

Section “D”

Revised ‘Other’

Sections

Current Sections

“C” & “D”

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Fiscal Management Goals and Objectives Goals and Objectives BROWN font indicates content recommended by Policy Development GREEN font indicates content recommended by Financial Services

DA 5/14/08 ?/?/12

The Cobb County Board of Education (Board) recognizes that effective, efficient fiscal management and strategic and equitable allocation of all resources available to the Cobb County School District (District) are required to maximize the academic achievement of every student in the District. A. ROLE OF THE BOARD OF EDUCATION:

The Cobb County Board of Education (Board) recognizes that the quantity and quality of learning programs available to students in the Cobb County School District (District) are directly dependent upon the funding provided and the effective, efficient management of those funds. Achievement of the District's purposes can best be met through excellent fiscal management. Furthermore, the Board recognizes the important trust it has been given with the responsibility of managing a large amount of public resources. As trustee of local, state and federal funds allocated for use in public education, the Board will be vigilant in fulfilling its responsibility to see that these funds are used wisely for achievement of the purposes to which they are allocated in ways that maximize the academic achievement of every student in the District. Specifically, the Board acknowledges that it is essential for it to take specific action to make sure education remains the District’s central focus and that fiscal matters are ancillary and contribute to the educational program. This concept shall be incorporated into Board operations and into all aspects of the system's management and operation. The Board’s fiscal operations and management will ensure that education remains central and that fiscal matters are ancillary and contribute to the educational program.

B. GOALS AND OBJECTIVES DISTRICT FISCAL MANAGEMENT GOALS: In the District’s fiscal management, the Board seeks to achieve the following goals: 1. To engage in thorough advance planning and forecasting, with broad-based staff

and community involvement, in order to develop budgets and to guide expenditures so as to maximize the academic achievement for the allocated resources achieve the greatest educational returns in relation to dollars expended;

2. To establish levels of funding which will provide high quality education for the District’s students;

3. To use the best available techniques for budget development and management; 4. To provide timely and appropriate information to all staff with fiscal management

responsibilities; and 5. To establish high quality maximum efficiency procedures for accounting, reporting,

business, purchasing and delivery, payroll, payment of vendors and contractors, and all other areas of fiscal management responsible for the efficient management and use of resources.

Adopted: 3/25/76 Reclassified an Administrative Rule: 9/1/04 Reclassified a Board Policy: 5/14/08 Revised: 7/28/83; 8/8/84; 5/14/08; ?/?/12

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BOARD ADMINISTRATIVE RULE

Inventory and Equipment Checkout Inventories (DIC-R) Authorized Uses of Equipment and Supplies (ECH-R) BROWN font indicates content recommended by Policy Development

DID DIC-R and

ECH-R

2/10/10 ?/?/12

RATIONALE/OBJECTIVE: The Cobb County School District (District) has established a property control program for the purpose of providing a high degree of accountability for District assets. RULE: A. EQUIPMENT:

It shall be the duty of every Cobb County Board of Education (Board) member and District employee to adhere to all Policies, Rules and regulations related to equipment accountability as set forth in the Property Control User’s Guide, Administrative Rule ECAD (District Property Replacement/Restitution), and Administrative Rule DO (School Properties Disposal Procedure).

B. TEXTBOOKS: 1. Inventory:

The District shall maintain an inventory of all textbooks on current adoption by the Board.

2. Disposal: Once textbooks are no longer on the current adoption, such books shall be declared surplus. The administration may dispose of textbooks through standard paper disposal or recycle through available agencies in accordance with proper bidding procedures.

C. DONATED PROPERTY: 1. The site administrator has the discretion of accepting or rejecting donated property

provided the criteria set out in Administrative Rule IJK (Library Media Programs and Supplementary Materials Selection) and the provisions of Administrative Rule KH (Solicitation and Advertising on School Property) are met.

2. The administrator accepting donated property is required to notify the Property Control Department upon receipt of the property by submitting a completed FS-201 (Property Inventory Receiving Form [Donation Form]) in accordance with Property Control Users Guide.

3. After property is included as District inventory it will be governed by all other applicable Administrative Rules and procedures.

DIC

-R

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D. TECHNOLOGY EQUIPMENT CHECK OUT/TEACHER LAPTOP AGREEMENT:

1. While the primary purpose of technology equipment is for use on site during the instructional/work day, there are times when it is necessary for staff and students to check out equipment to be used for educational purposes beyond the work day and outside of the work environment.

2. Documentation: a. When staff or students wish to check out technology equipment, the Technology

Equipment Checkout Agreement (Form DID-1) must be completed and kept on file at the school or District department:

b. A parent/guardian signature is required prior to a student checking out District equipment (Form DID-1).

3. Teacher Laptop: a. Current Teachers:

When current teachers are issued a teacher laptop, the Teacher Laptop Agreement (Form DID-2) must be completed and kept on file at the school in the teacher’s personnel file;

b. New Teachers: Before a newly hired teacher can be issued a teacher laptop, the Teacher Laptop Agreement (Form DID-3) must be signed by the Human Resources Hiring Supervisor and sent to the school with the teacher’s identification badge. Form DID-3 should then be signed by the Principal. It should be kept on file at the school in the teacher’s personnel file.

E. RESPONSIBILITY FOR COST OF REPAIR OR REPLACEMENT: 1. The person checking out equipment, whether employee or student, is asked to

provide the District with his/her homeowners/ renters insurance policy number. 2. If the employee/student/parents/guardian does not supply the District with this

information, he/she assumes personal liability for the cost of repair of the item if it is damaged or the replacement cost of the item if it is not returned.

3. If an employee separates from the District, and the District equipment has not been collected by the principal or supervisor, as required on the appropriate exit form, and the replacement cost of the items is not received from the employee, the District shall seek to reclaim the property from the employee or the replacement cost which may include deducting it from the employee’s last paycheck. If the District is unable to reclaim the loss, the employee’s school/department will assume liability for any unrecovered portion of the cost of replacement.

Adopted: 9/1/04 Revised: 2/21/06; 6/11/08; 2/10/10; ?/?/12

ECH

-R




CONSENT AGENDA ITEM #4 – Recommendation for Adoption of Board of Education Policy BBBC (Board Member Development Opportunities)

BACKGROUND: State Board of Education rules require specific training for new Board members as well as ongoing training for current Board members. At the request of Board Member Bartlett a new policy has been drafted based on those rules.

ALTERNATIVES:

1. Adopt proposed addition of new policy BBBC of the Policy Manual of the Cobb County Board of Education.

2. Do not adopt proposed addition of new policy BBBC of the Policy Manual of the Cobb County

Board of Education.

SUPERINTENDENT'S RECOMMENDATION: Adopt proposed addition of new policy BBBC of the Policy Manual of the Cobb County Board of

Education. COST:

N/A RATIONALE:

In order to emphasize the requirements for Board member training, this rule outlines the requirements established by the State Board of Education.

DATA SOURCES: Michael Hinojosa Cheryl Hungerford Alice Stouder Chris Ragsdale Michael Shanahan Mike Addison Judith Jones Jay Dillon Darryl York Board Attorney

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BBBC Board Member Development Opportunities ?/?/12 1 2 The Cobb County Board of Education (Board) places a high priority on the importance of a 3 planned and continuing program of professional development of its members. Board members 4 are encouraged to keep abreast of educational trends, practices, laws, and theories by reading 5 professional materials and, as funds permit, by participating in workshops, seminars, and 6 conventions. 7 8 Training Requirements: 9 10 A. Newly elected members of the Board shall participate, as a minimum, in 15 hours of training 11

within one year of taking office. Newly elected members of the Board may participate in such 12 training for new board members after being elected as a member and before being sworn in to 13 the post. At least: 14 1. Five hours of such training shall be in school finance and budgeting provided by the 15

Finance and Budget Office of the Georgia Department of Education; 16 2. Three hours of such training shall be training in accordance with the whole board 17

governance team training provision set forth in section C. below; and 18 3. Three hours of training shall be in a local district orientation session held within 60 days 19

after the member's election or appointment. The purpose of the local orientation is to 20 familiarize new board members with Board policies, Board procedures, Cobb County 21 School District (District) goals and Board budget. A minimum of one hour of these three 22 hours, and in addition to the hours required in A.1. above, shall be in school finance and 23 budgeting and shall be focused on the district's most recent audit, financial statements 24 and budget. The Superintendent, Board chair, and the Chief Financial Officer shall conduct 25 the local district orientation. 26 27

B. Board members with one or more years of board service shall participate, as a minimum, in 28 nine hours of training annually. Three hours of required training shall include the whole board 29 governance team training provision. Board members with a break in service of more than one 30 year shall be considered new board members for training purposes. 31

32 C. Whole Board Governance Team Training, as a minimum of three hours, shall be conducted 33

annually. The purpose of such training is to enhance the effectiveness of the Board and to 34 assess the continuing education needs of the Board and Superintendent. The assessment of 35 needs shall be based on the State-Board adopted standards for local school governance and 36 shall be used to plan the locally adopted board training program. 37 38

D. Local board members training shall adhere to all applicable laws, including O.C.G.A. § 20-2-39 230(2), State Board of Education Rule 160-5-1-.36, and the "Training Program Requirements 40 for Members of Local Boards of Education" promulgated by the State Board of Education 41 pursuant to State Board of Education Rule 160-5-1-.36(b). 42 1. Each training program shall include training criteria aligned with State Board of Education 43

governance standards for local boards. 44 2. With the exception of the local district orientation session described in section A.3. above, 45

all required board member training shall be conducted by Training Providers approved by 46 the State Board of Education. 47

3. Board members may also participate in additional training based on identified needs. 48 4. The Board chair shall receive training related to leadership duties of a board chair as some 49

portion of the annual requirement. 50 51 52

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Payment for Attendance 53 54 Pursuant to O.C.G.A. § 20-2-230(b)(3), Board members shall be paid for attendance at required 55 training programs the same per diem as authorized by local or general laws for attendance at 56 regular meetings, as well as reimbursement of actual expenses for travel, lodging, meals and 57 registration fees for such training, either before or after such board member assumes office. 58 59 60 Adopted: ?/?/12 61 62 Legal Reference 63 O.C.G.A. 20-02-0051 Election of county board members; persons ineligible to serve 64 Rule 160-5-1-.36 Local School Board Governance 65 66



June 28, 2012

TOPIC:

CONSENT AGENDA ITEM #5 – Recommendation for Adoption of new Board of Education Policy GCQC (Employee Resignations)

BACKGROUND: Administrative Rule GCQC (Employee Resignations) provides guidance regarding certificated professional personnel who wish to terminate employment while under contract. Human Resources has requested that a new accompanying policy be created empowering the Superintendent and/or Human Resources to accept and approve letters of resignation on behalf of the Board.

ALTERNATIVES:

1. Adopt new Board of Education Policy GCQC (Employee Resignations).

2. Do not adopt new Board of Education Policy GCQC (Employee Resignations).

SUPERINTENDENT'S RECOMMENDATION: Adopt new Board of Education Policy GCQC (Employee Resignations). COST:

N/A

RATIONALE:

The current approval process for resignations can take two to six weeks and prevents local schools from being able to move forward in replacing employees. Any resignation received under this new policy would continue to be communicated to the Board as part of the personnel report presented at each Board meeting.

DATA SOURCES: Michael Hinojosa Cheryl Hungerford Michael Shanahan Jay Dillon Darryl York Board Attorney

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Employee Resignations GCQC ?/?/12

2 The Cobb County Board of Education (Board) empowers the Superintendent, Human 3 Resources and/or their designee, as agents of the Board, to accept on its behalf letters of 4 resignation from any Cobb County School District (District) employee. Receipt of a letter of 5 resignation by either the Superintendent, Human Resources and/or their designee 6 constitutes acceptance of such resignation by the Board and releases the employee and the 7 District from any and all further contractual and/or employment duties and obligations 8 beyond the effective date of resignation. Any written resignation that is hand-delivered, 9 mailed, or otherwise transmitted to the Superintendent, Human Resources and/or their 10 designee shall serve as proper notice. Any resignation so received shall be listed as an 11 “information only” item on the personnel report of a Board meeting agenda. Resignations 12 received in accordance with this policy are irrevocable once they are accepted. 13 14 The signature of the Superintendent, or his/her designee, on a notice of resignation is 15 sufficient to acknowledge the acceptance of the resignation by the Superintendent. 16 17 Adopted: ?/?/12 18 19



June 28, 2012

TOPIC: CONSENT AGENDA ITEM #6 – Proposed Renaming of Austell Intermediate School

BACKGROUND:

In accordance with Board Rule FDC, Naming New Facilities, a committee was organized to submit names to the Board of Education for Austell Intermediate School that is located at 5243 Meadows Road, Powder Springs, Georgia. The school is currently an intermediate school serving students in grades 2-5. Starting next school year (2012-2013) the school will begin serving students in grades K-5.

The principal from the school and two additional principals (Margie Bickerstaff-Clarkdale Elementary and Dr. Marvin Bynes –Austell Primary) and four parent/community representatives formed the naming committee, which was chaired by Patrick O’Connell, principal of Austell Intermediate School.

The Communications Office solicited suggestion from the public for the new school’s name. The school naming committee, having reviewed the background information on the names that were recommended, submitted a list of three names for Board consideration and action.

The committee submits the following names in alphabetical order to the Board. Cole Elementary School (Sollie C. Cole) – Mr. Sollie was instrumental in bridging the gap between races in the Cobb area. He was Chairman of the Cobb County School Board during segregation and cast the deciding vote to integrate Cobb County Schools.

Hendricks Elementary School – Mr. George Hendricks and his wife, Elizabeth, were both educators. Mr. Hendricks taught at Georgia Tech. rising to the position of Head of the Department of Social Science and then Professor Emeritus. Mrs. Hendricks taught in both Powder Springs Elementary and Milford Elementary. She was named Cobb County Teacher of the Year in about 1980. Mr. Hendricks participated in the Civil Rights Movement and knew some of the leaders in Atlanta, including Dr. Martin Luther King and Dr. Ralph Abernathy. With his young son, he attended an early, dangerous protest in Forsythe County and marched in the funeral procession for Dr. King. George also wrote the article on Georgia for the Encyclopedia Britannica, still in use today with revision. George and Elizabeth Hendricks bought the farm on Meadows Road in 1949 from George Landers. They grew cotton in the area where the school is located today. Seven Springs Elementary School – Powder Springs was once know as Springville due to the seven springs in the city limits.

ALTERNATIVES:

1. Select the name Hendricks Elementary School which is the committee’s first choice for the new name for Austell Intermediate School in Powder Springs, GA.

2. Select another name for Austell Intermediate School in Powder Springs, Georgia. SUPERINTENDENT'S RECOMMENDATION:

Select the name Hendricks Elementary School which is the committee’s first choice for the new name for Austell Intermediate School in Powder Springs, GA.


COST:

N/A RATIONALE:

Naming the school at this time will help to establish its public image in the community. In addition, staff can schedule the preparation of signage, stationery and forms and with notifying the U.S. Post Office for proper delivery of mail.

DATA SOURCES:

Alice Stouder Rob Benson Patrick O’Connell

DISCUSSION AGENDA ITEM #1



DISCUSSION AGENDA ITEM #1 - George Walton Comprehensive High School Charter Renewal Petition BACKGROUND:

Walton Comprehensive High School has been dedicated to excellence since its inception in 1975 and was named a National School of Excellence during the 1983-84 school year. A refusal to be satisfied with past accolades has propelled Walton to continue to seek even greater levels of achievement. In June 1998, Walton High School became one of the first high schools in the State of Georgia to obtain charter school status. In its nine years as a charter school Walton has been recognized for a variety of accomplishments. Walton’s third five year charter renewal request received a high level of support from the staff, parents and students. On February 9, 2012, the charter petition received 97% approval from the faculty/staff. There were three informational meetings held to give parents an opportunity to vote on the charter petition (i.e. February 15th, 16th, and 17th). Ninety-nine percent of the parents voted to approve the charter petition. On February 15, 2012, the charter petition received a 99.1% approval rate from the student body. The petition has been reviewed by Financial Services, the Office of Accountability, Curriculum & Instruction, Special Student Services and Brock/Clay. George Walton Comprehensive High School Charter Renewal Petition is ready for your consideration.

Board Priority: Responsible fiscal stewardship to include SPLOST management – Goal 2

ALTERNATIVES:

1. Approve George Walton Comprehensive High School Charter Renewal Petition 2. Do not approve George Walton Comprehensive High School Charter Renewal Petition

SUPERINTENDENT’S RECOMMENDATION:

Approve George Walton Comprehensive High School Charter Renewal Petition

COST: N/A

RATIONALE:

Approving Walton’s charter renewal petition will allow the school to continue its pursuit of academic excellence.

DATA SOURCES: Cheryl Hungerford

Mike Addison Judith Jones U. S. Davidson, Jr. Brock Clay

George Walton Comprehensive High School 35

WAIVERS State whether the charter school will utilize the broad flexibility from law, rule, and regulation permitted by O.C.G.A. § 20-2-2065(a), and if so, include illustrative examples of how the charter school will implement the flexibility to meet or exceed the performance-based goals and to increase student achievement. Charter School Renewal Petition Exemption Walton requests broad flexibility from law, rule, and regulation as permitted by O.C.G.A. § 20-2-2065(a). The following examples demonstrate that Walton will implement this flexibility to meet or exceed the performance-based goals and increase student achievement. I. Pursuant to State Board of Education Rule §60-4-9-.04 (5) Charter School Petition Requirements, Walton requests exemption from O.C.G.A. §20-2-86, and shall instead elect to utilize a board, the WGC, rather than a local school council. The governance council, by virtue of its larger membership and more diverse makeup, provides for democratic representation of all stakeholders (defined as students, parents, administration, faculty, staff, civic leaders, business community, Cobb County School Board, and Partners in Education) of Walton.

The WGC shall be subject to the provisions of O.C.G.A. §50-118-70 et seq. Impact on Local Policy and/or State Policy: Walton recognizes that the School Council model seeks to improve the communication and participation of parents in the management and operation of local schools. However, because of its purpose and composition, the WGC will continue to increase the impact of administration, faculty, staff, students, parents, and community input in the decision making process. Impact / Outcome: Walton wishes to increase and broaden participation by all stakeholders. The WGC is representative of each stakeholder’s interest in that it gives a voice to students, parents, civic leaders, the business community, administration, faculty, staff, Cobb County School Board and Partners in Education. Source of Funding: None required. Parents/community members volunteer their service. Staff members participate as part of their professional responsibilities. Measurement: Walton will post monthly minutes on the school web site and email the minutes to all staff members in order to facilitate communication with all stakeholders. II. Walton shall have the option to continue to use the FOCUS/ARGUS system, or another system with comparable functionality, as the school’s primary student information and scheduling programs. The functionality of Walton’s student information system provides indispensable intra-school and school-to-home communication that meets the established high standards of excellence of all Walton stakeholders. The system allows Walton to extract immediate and accurate data for ongoing analysis of student performance at the local level. This has proven to be an effective and integral component of Walton’s school improvement plan. Impact on Local Policy and/or State Policy: Walton will continue to provide accurate data to the CCSD in alignment with reporting timelines that comply with the CCSD and the Georgia State regulations. Impact / Outcome: The functionality afforded to Walton students, parents and teachers through the FOCUS Student Information System will continue to facilitate accessibility of student information that is essential for evaluation of student placement, performance and progress. Ongoing access to this information will continue to allow parents, teachers, and students to work together for the continued success of students. FOCUS allows Walton to remain responsive to student academic needs and enables counselors to provide flexible scheduling for students with specific scheduling needs.


Source of Funding: Walton will continue to fund the current FOCUS/ARGUS system program locally. Should the school determine that a change in systems is warranted, Walton would fund all costs related to adoption and maintenance. Measurement: 1. A Master Schedule is developed based on students’ demands for classes. 2. Curriculum decisions are determined based on current information available in FOCUS 3. Walton will correctly identify students needing academic support by accessing the following information:

a. 9th grade students with less than 74 b. Gifted students in on-level classes c. Grade and class information needed to support any improvement goals that Walton initiates.

III. Walton requests continued exemption from State Rule 16051.02, paragraph (2)(d): any grade 6 - 12 shall not

have less than a daily average of five and one-half hours (330 minutes) of instructional time based on a one hundred and eighty day school year. This provides flexibility in scheduling and use of time in the school setting.

Impact on Local Policy and / or State Policy: This option may result in a daily schedule different from the schedules of other high schools in the county. State requirements for graduation will continue to be met. Impact / Outcome: This option will allow the continuance of the current seven period schedule. The MATS and WEB programs will continue as long as parent support demands them (see Curriculum Autonomy on page 20). Source of Funding: There is no expected change in the source of funding; regularly allocated funds, supplemented by local funding, if necessary, shall be used. Walton will fund MATS locally. Measurement: Participation in WEB is documented by teacher logs. Scheduling data will identify the number of students participating in MATS. IV. Walton requests continued flexibility in choosing, developing, and implementing the curriculum, assessment and reporting tools that better meet the needs of Walton students. Walton will determine the basis and format of these tools. This flexibility includes the options to offer zero and/or eighth period classes for tuition or as part of a flexible schedule and to offer courses that combined instructional models (traditional and/or distance in combination). When House Bill 186 is implemented, Walton requests the right to expand options to develop and implement additional Career Pathways that best meet the needs of Walton students to pursue their post-secondary options. These Career Pathways will be designed after state and national Career Pathway models. Allotment for Walton will continue to be determined by the county formula. However, at the time when the state again fully funds the earned gifted allotments, Walton may use an earned allotment for the position of certificated Coordinator for Advanced Learning Programs and the AP® Program. Walton’s administration shall deploy the allotted positions to implement the instructional program effectively and flexibly. Walton understands that the authority and responsibility for designing and implementing the educational programs of the high school are subject to the conditions of this charter and are consistent with state law, including all requirements regarding state content standards and class size. Impact on Local Policy and or State Policy: Walton will continue to meet all required state guidelines for Georgia High School Graduation Requirements, the Georgia Performance Standards and mandated state assessments. Walton will determine and use appropriate and relevant assessment tools to evaluate the curriculum. Walton will meet all SACS requirements.


Impact / Outcome: The opportunity to offer an enhanced/extended curriculum will allow Walton to meet the specific needs of Walton’s student population and to support the high level of instruction established as a standard at Walton. Flexibility in curriculum provides an opportunity for students lacking requisite skills in core academic areas to remediate and then to accelerate their course work in order to meet college admissions requirements. In addition, this flexibility provides options for advanced students to take additional AP® courses and pursue additional Career Pathways. Due to the increase in numbers and sheer volume of students in Honors and AP® courses and the number of students identified for Gifted services, a designated Coordinator for Advanced Learning Programs and the AP® Program allows Walton to effectively manage the large amount of students involved in each program (see pages 8-9). Source of Funding: Regularly allocated county monies shall be used. Measurement: Participation in WEB and enrollment in flexible schedules indicate community demand and support. Participation and performance records in the AP® program indicate community demand and support. V. Walton requests the continued option to control textbook adoption monies during adoption years in order to meet the needs of the varied levels of students by coordinating the curriculum to the students’ abilities and needs. Should the local choice of texts differ from that of County Adoption Committees, the district would direct monies to Walton to fund materials including digital options specifically chosen to meet the needs of the school population. Impact on Local Policy and / or State Policy: Continued availability of this choice would allow Walton to have the option of compliance with the county adoption or the flexibility to determine the most appropriate texts, including digital, for the school. Impact / Outcome: This option allows for the choice of textbooks and alternative materials that provide sufficient academic challenge and align more closely with the high performance standards of Walton students. Source of Funding: Regularly allocated county textbook funds shall be used and supplemented by local funds, if necessary. Measurement: Walton will keep a log of the textbooks purchased when this option is exercised. VI. In order to provide relevant site specific, professional learning opportunities that directly support school wide initiatives and charter goals, Walton requests that state allocated staff development monies be allotted directly to Walton based on state formulas for distribution of these funds. If budget constraints force the state to reduce locally the amount of state staff development money available to all schools for a particular fiscal year, Walton will experience a corresponding reduction to their portion of state staff development money. These monies will be used to fund Walton’s commitment to ongoing professional learning to benefit student achievement. Professional learning opportunities at Walton will be designed to help teachers identify and meet these specific needs. Impact on Local Policy and / or State Policy: Walton will receive its full complement of state funds with the knowledge that participation in any county planned staff development opportunities may result in tuition being charged to Walton. To aid in vertical teaming and articulation between middle school and high schools, Walton may continue to use these funds to include faculty from feeder schools in professional learning opportunities. Impact / Outcome: This exemption will permit a more unified, charter-focused approach to continued school improvement efforts while increasing lifelong learning opportunities for faculty on campus. A special emphasis will be placed on encouraging


all teachers to earn the gifted endorsement to ensure the use of differentiation and other gifted strategies in the classroom to help develop the thinking and reasoning skills of all Walton students. Source of Funding: State allocated staff development funds would be expended based on annual school goals directly impacting achievement of annual charter goals. Measurement: Teachers will participate in Collaborative Peer Coaching to encourage the most effective classroom instruction focused on the Georgia Performance Standards. All teachers new to Walton will be invited to attend the New to Walton Institute, and they will receive support throughout the year through a series of Lunch and Learns workshops. Faculty and school leaders will continue to participate in professional learning opportunities that may include College Board AP® Institutes, NSDC Annual Conference, and onsite presentations by national consultants. Of the sixty-six percent of the faculty teaching Honors and AP® courses, ninety-five percent will hold their gifted in-field endorsement. VII. Pursuant to O.C.G.A. § 20-2-210(a), (b2) relating to teacher evaluations, Walton requests permission to expand the evaluation model to include a collaborative growth model.

Impact on Policy: Walton will continue to use the county evaluation instrument to identify areas for needed improvement and/or areas of excellence for any teacher who would like to be evaluated in this manner. However, a collaborative growth model may be the preferred approach at Walton for continuous, focused improvement of effective teaching practice. Impact / Outcome: This exemption will allow many teachers the option of participating in a collaborative growth model in lieu of being evaluated by the county instrument. This model is designed to impact student learning through teacher growth from increased job embedded teacher reflection and collaboration. This option is available to: • Teachers with 3 or more years of experience • Teachers who have taught at Walton for at least one year • Teachers who have met standards on previous evaluations and are not currently on a PDP • Teachers who have been trained or are currently in training to acquire peer coaching skills Teachers who exceed standards in any given year will be strongly encouraged to participate in the collaborative growth model for the following year. Source of Funding: Use of local staff development funds for necessary training in collaborative coaching skills. Measurement: Teacher reflection and collaboration as well as changes in teaching and learning. VIII. Due to the large number of AP® exams administered at Walton and the consequent conflicts of these exams with the Cobb County End Of Course Test (EOCT) testing schedule and at a time when state regulation would allow, Walton requests exemption from the Cobb County EOCT Testing Schedule and elects to be considered an independent school for administration purposes only. For reporting purposes, Walton requests their data to be incorporated as part of Cobb County’s data. Since the AP® schedule allows very little flexibility, Walton is requesting to use the state testing administration window rather than the Cobb County testing window. Impact on Local Policy and / or State Policy: Walton recognizes the importance of test integrity that a uniform schedule protects. However, Walton realizes that due to testing conflicts created by the AP® international schedule, the large number of makeup exams for EOCT challenges this integrity. Since the AP® schedule allows very little flexibility, Walton is requesting, when state regulations allow, to use the state testing administration window rather than the Cobb County testing window.


Impact / Outcome: Walton wishes to protect the integrity of the EOCT while offering a positive environment for the students to perform well on both examinations. Administration outside of the county window will not affect the ability of Walton’s scores to be included in the county data. Source of Funding: None required. Measurement: Record the number of students who would have had conflicts with testing if Walton did not utilize the state rather than the county window for testing.

IX. Walton requests exemption from Cobb County Administrative Rule IKA, Secondary, G.1:A student’s grade point average is based on quality points awarded for each grade earned. Walton proposes the addition of the existing and future courses in the Project Lead the Way® curriculum to the list of courses earning an additional one half quality point. This additional one half quality point provides recognition of the rigor and pace of the courses in the Project Lead the Way® curriculum and gives further credence to excellence. Recognition of the rigor and pace of the courses will reinforce Walton’s desire for advanced students to take demanding Pre-engineering courses.

Impact on Local Policy and / or State Policy: This request does not modify existing local policy. The request adds additional courses to the list of courses in which quality points are earned. This request does not modify existing state policy. Current state policy allows school districts to choose the weighting method for courses. Walton will follow the established CCSD course approval process to institute any changes. Impact / Outcome: Walton will recognize the high level of rigor and pace of courses offered in Project Lead the Way® Pre-Engineering curriculum by awarding an additional one half quality point. The Project Lead the Way® curriculum is a national curriculum taught in over 1,300 schools in 46 states. Project Lead the Way® requires individual teacher certification for each course taught and overall school certification for the program. Several of the courses use college level textbooks. Many universities offer college credit after passing a national Project Lead the Way® end of course exam. The program compares closely with the Advanced Placement® program in its national curriculum, certified schools, and availability of college credit. Source of Funding: No funding is required. Measurement: Walton will become a Project Lead the Way® certified school. Project Lead the Way® course instructors will be certified by Project Lead the Way® to teach the courses offered. Students will be required to take the Project Lead the Way® end of course exams. Walton will track the number of students who pass end of course exams each year. X. Walton requests that students residing in the Cobb County School District, outside of the Walton attendance zone, who have attended and successfully participated in an ISA during the previous two school years, may attend Walton if they are accepted by the Walton ISA Admissions Committee. The students must meet the criteria to apply to the ISA and they must follow the application procedures before being considered for acceptance. If at some point during their high school years, they are dismissed from, or choose to leave the ISA, they will return to their home school within the district.


Impact on Local Policy and / or State Policy: Some Cobb County School District students outside of the Walton attendance zone who have successfully participated in an ISA may be enrolled in the ISA at Walton. This exemption is for students who are learning Spanish as a foreign language and who have attended and successfully participated in an ISA sponsored by the Ministry of Education of Spain during the previous two school years. The Ministry of Education of Spain currently sponsors over 50 ISAs in the United States and Canada. Impact / Outcome: The ISA at Walton along with the Ministry of Education of Spain aims to educate students in the values of multicultural education, to foster international communication, and respect among different cultures. Each year an ISA student will take a Spanish course and a content-area course with a component of delivery in Spanish. A student who participates in the ISA for four years and successfully completes the DELE exam will receive a diploma from the Ministry of Education of Spain as well as his or her diploma from Walton. Source of Funding: Regularly allocated county monies supplemented by local funding shall be used if necessary. Measurement: In the Senior year, ISA students will take the official test for Spanish as a foreign language, the DELE (Diplomas de Español como Lengua Extranjera). The Instituto Cervantes (the official Spanish governmental organization) is the sponsor of the exam. XI. Walton requests exemption from the Cobb County Administration Rule IKA, High School, D.1 requiring usage of an A, B, C, D, F grading scale in order to create a scale that more accurately reflects the body of work of the student population at Walton and reward, as well as encourage, long-term content mastery.

Impact on Local Policy and / or State Policy: A new grading scale will be designed for application within Walton to differentiate better its student body’s achievement. Walton faculty will continue to enter numerical grades into Cobb County’s Pinnacle grading program that utilizes the A, B, C, D, F grading scale. Thus, a change would not impact local policy, the CCSD transcripts or HOPE scholarship qualifications. Furthermore, the grading scale in no way impacts the quality point system in Cobb County. A full quality point will still be added for Advanced Placement and/or College/ University Courses and a half a quality point will be added for Honors Courses (Cobb County Administration Rule IKA, High School, D.9). Furthermore, a new grading scale will not impact State Policy, as the State does not determine each district’s grading policy outside of the requirement that a passing grade is 70. Impact / Outcome: Many Walton students attend colleges that utilize a plus/minus system. An average of an 89 and an 80 do not reflect the same level of content mastery. A change will provide a benefit to students who fall just short of a desired grade as they will not lose an entire point from their GPA. The immediate impact will be for Walton students to study harder for culminating assessments while in high school. The long-term impact will be a student body better prepared for the collegiate experiences as the following post-secondary institutes employ a similar differentiation: Duke University, Emory University, Furman University, Georgia State University, Harvard University, Ohio State University, Princeton University, University of Alabama, University of Georgia, University of Miami, University of Miami (OH), University of North Carolina, University of Notre Dame, University of Southern California, University of South Carolina, and University of Tennessee. Funding: None required. Current grading programs will be utilized. Measurement: During initial implementation of the waiver, Walton will collect data comparing grades for students before implementation of this waiver to those earned after utilizing the plus grading system.


XII. Walton requests a waiver from the CCSC School District’s policy GBCC to allow the principal to determine how the staff will document time in making up contract hours missed due to inclement weather. Impact on Local Policy and / or State Policy: This waiver does not conflict with CCSD policy GCL which states teachers will work a minimum of 7.5 hours each day. Impact / Outcome: This exemption will allow teachers options as to how to make up hours missed due to inclement weather. Options will be determined by the Leadership Team and approved by the WGC. Funding: None needed. Measurement: A log will be provided to the county as to how certified staff made up hours missed due to inclement weather. XIII. Walton requests the option to control technology monies that is specifically intended for classroom use and serves as an enrichment to instruction in order to meet the needs of the varied levels of students by coordinating the curriculum to the students’ abilities and needs. Should the local technology choice differ from that of CCSD, the district would direct monies to Walton to fund technology items specifically chosen to meet the needs of the school population. Walton would be required to select alternate technology that meets all requirements as designated in the SPLOST notebook and is supported by CCSD technology services. This option will only be exercised when the school determines that the county choice does not best meet the needs of Walton students.

Impact on Local Policy and / or State Policy: Continued availability of this choice would allow Walton to have the option of compliance with the county technology purchase or the flexibility to determine the most appropriate items for the school and would not conflict with system based needs or SPLOST notebook requirements. Impact / Outcome: This option allows the choice of technology to align more closely with the high performance standards of Walton students. Source of Funding: Regularly allocated technology funds shall be used and supplemented by local funds, if necessary. Measurement: Walton will keep a log of the technology purchased when this option is exercised.




DISCUSSION AGENDA ITEM #2 - Smyrna Academy of Excellence (SAE) BACKGROUND:

On January 4, 2012 Smyrna Academy of Excellence (SAE) submitted a letter of intent to submit a charter petition to establish a K-12 Science, Technology, Engineering and Math (STEM) charter school to be located in the South Cobb area. Smyrna Academy of Excellence proposes to open the school during the 2013-2014 school year, serving kindergarten – 6th grades with approximately 680 students, expanding by one additional grade level for the next six (6) years, with the first graduating class receiving their diplomas in the 2019-2020 school year. The intent is for the school to reach capacity at approximately 1,880 students. All students will wear at least shirts and ties as their school uniform. The school will have a year-round calendar and connect teachers and students together for 3-4 years at a time via academic families. On February 13, 2012, Smyrna Academy of Excellence participated in a mandatory training session hosted by CCSD. Curriculum & Instruction, Facility, Financial Services, Legal, Office of Accountability, and Special Student Services provided a three hour training session highlighting charter petition requirements as it related to their respective areas.

• SAE submitted pre-petition on March 1, 2012 • Pre-petition was reviewed and returned to SAE on April 6, 2012 • SAE participated in the District’s mandatory charter petitioner interviews on April 20, 2012 • SAE submitted final charter petition on May 1, 2012 • During the Board Work Session on Wednesday, June 13, 2012 the Board voted unanimously to

allow SAE an opportunity to make additional revisions to its charter petition, and re-submit by 5:00 P.M. on Monday, June 18, 2012 for further review.

• The petition has been reviewed by Facilities, Financial Services, Legal, Office of Accountability, Curriculum & Instruction, and Special Student Services.

Board Priority: Responsible fiscal stewardship to include SPLOST management – Goal 2

ALTERNATIVES:

1. Approve Smyrna Academy of Excellence Charter Petition 2. Do not approve Smyrna Academy of Excellence Charter Petition

SUPERINTENDENT’S RECOMMENDATION:

Do not approve Smyrna Academy of Excellence Charter Petition COST: N/A


RATIONALE:

Based on the second review of the petition, several concerns continue to exist including, but not limited to facility, financial planning, planned services for federally identified populations of students, and the school’s unique program Science, Technology, Engineering and Mathematics (STEM).

DATA SOURCES: Cheryl Hungerford Mike Addison Judith Jones Carol Seay U. S. Davidson, Jr. Board Attorney




DISCUSSION AGENDA ITEM #3 -- Recommendation for Approval to Award a Contract for an Addition and Building Modification to Campbell Middle School

BACKGROUND:

In accordance with the approved SPLOST III Program, Campbell Middle School is scheduled to receive an addition and modification per attached facility summary as highlighted. Campbell Middle School, Addition and Modification: Bid 12-73 Opening bid date and time: June 7, 2012 at 3:00 pm Number of bidders: 7

Apparent low bidder: Classic Plains Construction, LLC (Marietta, Georgia)

Amount of base bid: $ 3,848,600.00

Number of Alternates: 2 Alternate No. 1: Deletion of Liquidated Damages

Alternate No. 2: Completion of work shown in Old

Gymnasium

Alternates Recommended: 2

Recommended award amount: $ 4,252,900.00 Will the low bidder be the same for any combination of base bid and alternates?

X Yes No Does not apply Board Priority: Responsible fiscal stewardship to include SPLOST management Goal I: Manage financial resources effectively and efficiently Board Priority: Safe, Healthy and Innovative Learning Environment Goal I: Provide a safe, secure, and healthy environment for all students and staff

ALTERNATIVES:

1. Award a contract to Classic Plains Construction, LLC (Marietta, Georgia) and authorize the

Superintendent to execute the contract.

2. Do not award a contract to Classic Plains Construction, LLC (Marietta, Georgia) and do not authorize the Superintendent to execute the contract.


SUPERINTENDENT'S RECOMMENDATION:

Award a contract to Classic Plains Construction, LLC (Marietta, Georgia) and authorize the Superintendent to execute the contract.

COST:

Campbell Middle School, Modification –Bid 12-73 Architect’s Estimate: $ 4,760,773.38 Program Management Estimate: $ 3,854,250.00

The cost to be: $ 4,252,900.00 Total SPLOST III Revised Project Budget: $ 3,506,561.00

To be taken from account Charge Code: 0308-242-4424-BLDG-7201-0324-8015

Budgeted: Yes – SPLOST III Yes – State Capital Outlay The difference between the SPLOST III Revised Budget, and the cost, $746,339.00 will be funded from the SPLOST III Fund Contingency Account. RATIONALE:

Award of a contract at this time will allow the project to remain on schedule. The scheduled Substantial Completion Date is August 2, 2013.

DATA SOURCES: Chris Ragsdale Glen Brown Larry Wall Daphne Griffin Kynthia Gaines Mandy Wissing Bonnie Tedder

Alisa Morningstar Chris McSpadden Board Attorney

COBB COUNTY SCHOOL DISTRICT - CONSTRUCTION BID TABSHEET

1

PROJECT:

Campbell Middle School Renovations and Addition

BIDDERS

Bid Page

Envelope

Adds/Deducts Bid Page

Envelope


Envelope

Adds/Deducts

BASE BID $3,848,600.00 $4,153,000.00 ($20,000.00) $4,075,000.00

Total base Bid with Envelope Adjustments $3,848,600.00 $4,133,000.00 $4,075,000.00

ALTERNATE 1 - Delete liquidated damages $0.00 $0.00 $0.00

ALTERNATE 2 - Add to the contract completion of all work shown in

Gymnasium $404,300.00 $421,000.00 $444,000.00

Total with Accepted Alternates

NOTES: The following vendors obtained plans but

opted not to submit a Bid: Pinnacle Prime, Possibility

Construction

Alternate Recommended: Alternate #2

I CERTIFY THAT THIS IS A CORRECT TABULATION OF BIDS AS READ ALOUD,

AND I HAVE PERSONALLY AND VISUALLY CHECKED THE TABULATION

AGAINST THE PROPOSAL FORMS SUBMITTED

CP RICHARDS CONSTRUCTIONCLASSIS PLAINS CONSTRUCTION HEADLEY CONSTRUCTION

$4,252,900.00 $4,554,000.00 $4,519,000.00

PROJECT NUMBER:

BID 12-73 / Project #8015

ARCHITECT/ENGINEERS:

Foreman Seely Fountain Architecture

BY: _Architect's signature on file in Procurement

FIRM: Foreman,Seeley,Fountain Architecture

DATE: June 7, 2012 *Vendor does not meet pre-qualification requirements The apparant low base bidder: Classic Plains Construction


2

PROJECT:


BIDDERS

BASE BID

Total base Bid with Envelope Adjustments

ALTERNATE 1 - Delete liquidated damages


Gymnasium




Construction





Bid Page

Envelope


Envelope


Envelope

Adds/Deducts

$3,843,000.00 $3,905,000.00 $3,883,000.00

$3,843,000.00 $3,905,000.00 $3,883,000.00

($1,000.00) $0.00 ($5,000.00)

$413,000.00 $389,000.00 $447,000.00

$4,255,000.00

RICKS CONTRACTORS

$4,294,000.00 $4,325,000.00

MULTIPLEX*

DATE/TIME:

3:00 PM, June 7, 2012

SOUTHCORE CONSTRUCTION





3

PROJECT:


BIDDERS

BASE BID

Total base Bid with Envelope Adjustments

ALTERNATE 1 - Delete liquidated damages


Gymnasium




Construction





Bid Page

Envelope

Adds/Deducts

$4,000,000.00 ($4,000.00)

$3,996,000.00

$0.00

$487,000.00

SWOFFORD CONSTRUCTION

$4,483,000.00




2009 SPECIAL PURPOSE LOCAL OPTION SALES TAX (SPLOST III)

FACILITY SUMMARY OF APPROVED PROJECTS

Facility No.: 424

Projects:

Facility Name: Campbell Middle School

Addition - Music - ClassroomsAdd 3 IU's, Band, Choral and Orchestra Classrooms

1

Addition - Adverse Site ConditionsUnforeseen adverse site conditions: Rock. Soil, Water, Utilities.

2

Addition - Site Elements RelocationRelocation of existing site elements to accommodate the new additions; ie: utiities, paving, etc.

3

Modification - MusicModify existing Band, Choral, & Orchestra, replaced by new addition, to be typical classrooms.

4

Modification - RestroomsLSRModify / renovate student restrooms, new fixtures, partitions, finishes, etc.

5

Hazardous Materials - AbatementRemove and replace asbestos containing pipe insulation.

6

Finishes - PaintingPainting, interior and exterior.

7

Specialties - Lockers - PELSRNew PE lockers.

8

Mechanical - HVACReplace all HVAC & add controls in café'/theatre

9

Mechanical - HVAC - Auxiliary GymLSRAdd air conditioning in the auxiliary gym.

10

Mechanical - Plumbing - Flush ValvesReplacement of shut-off/flush valves.

11

Mechanical - Plumbing - Water CoolersWater cooler replacement.

12

Obsolete Workstation Replacement13District Printer/Copier/Duplicator Solution Replacement14District Servers Replacement15Obsolete Computing Device Replacement for Every Teacher16Maintain District Network17Replace and Enhance Existing Phone System District Wide18Centralized Video Distribution System19

2021

Audio Visual Equipment for Each ClassroomInteractive Classroom Devices

Page 25 of 147Date Printed: 6/5/2008

All budgetary costs are planning estimates, and changes in circumstances or innovations (e.g., technology) will require modification. There is bid risk inherent on all these projects.

IN A SSOCIATION WITH FACILITY GROUP

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