STATE OF NORTH CAROLINA
DANBURY, NORTH CAROLINA
REGULAR SESSION
STOKES COUNTY
OCTOBER 5, 2015
The Stokes County Board of Education met in a regular session on Monday, October 5, 2015, at
8:30 a.m., at the Administrative Office in Danbury, North Carolina.
Board Members Present: Mrs. Sonya Cox, Chairperson; Mrs. Pat Messick, Vice-Chairperson;
and Mr. Bill Hart, member. Ms. Becky Boles, member, and Mr. Jamie Yontz, member, were absent.
Administration Present: Mr. Ronnie Mendenhall, Superintendent; Mr. Tony George, Assistant
Superintendent; Mrs. Ann Robertson, Administrative Assistant; Mrs. Marsha Erskine, Director of K-5
Education; Mr. Doug Rose, Director of 6-12 Education; Ms. Lanette Moore, Executive Director of
Finance; Mrs. Sarah Wood, Director of Technology; Mrs. Traci Royal, Director of Special Programs; Mr.
David Burge, Executive Director of Operations; Mr. Michael Sands, Director of Testing and
Accountability; Mr. Ricky Goins, Director of Maintenance; and Mr. Brad Lankford, Director of
Transportation. Mr. Fred Johnson, School Board Attorney was also present.
Mrs. Cox announced that members of the Board of Education would join in a prayer prior to the
start of the meeting. She invited those who wished to participate to join them. Following the prayer she
asked that everyone join the board members in the Pledge.
At 8:30 a.m., Chair Cox welcomed everyone and called the meeting to order.
Mr. Mendenhall stated Item D: discussion of the 2015-2016 Budget needed to be added to the
agenda. Mrs. Messick made a motion to approve the agenda as amended. Mr. Hart seconded the motion
and it was approved 3-0, Boles and Yontz absent.
Consent Agenda
Mr. Hart made a motion to approve the consent agenda. Mrs. Messick seconded the motion and it
was approved 3-0, Boles and Yontz absent. The September 21, 2015 regular session minutes, fund raiser
requests and field trip requests were approved.
The following fund raiser requests were approved by the board or shared as information with
board members.
The following fund raiser requests have an estimated profit of more than $2,500.00. These requests
require approval by the Board of Education.
School
Date
Sponsor
Activity
Estimated Profit
North Stokes
October 15Marching Band
Fruit for Equipment
$3,000-$4,000.00
November 15
Needs, Repairs,
Uniforms, Music
The following fund raiser requests have an estimated profit of no more than $1,000.00. These requests
have been approved by the school’s principal and are provided for board members’ information.
School
Date
Sponsor
Activity
Estimated Profit
West Stokes
October 1FCS
Fields of Faith for FCS
$700.00
November 1
Projects
Page 2
October 5, 2015
The following field trip requests were board approved:
School and Sponsor
Trip Location/Date/Cost
Lawsonville Elementary
Marshall/Davis
Kindergarten
Pumpkin Patch/Fancy Gap, VA
October 20, 2015
$14.50 per student
4th & 5th Grades
Washington, DC
March
$300.00 per student
JROTC Shooting Team
South Iredell High School
November 6-7, 2015
No Cost
Nancy Reynolds Elementary
Lundquist, Koons, Dearborn,
Washburn
South Stokes High
Major Baker
# Students/Transportation
28 Students/5 Adults
Activity Bus
66 Students/25 Adults
Charter Bus
8 Students/2 Adults
Activity Bus
Action Agenda
Approval of June 30, 2015 Financial Audit:
Aprille Bell and Matt Adams, with Dixon Hughes Goodman, presented results of our financial
audit report on fiscal year ending June 30, 2015. The following items were pointed out during their report:
Mrs. Bell stated there was a significant accounting change in the way pension liability is reported.
In years past that pension liability has not been reported on financial statements. A new accounting
standard that was effective for the fiscal year just finished has required that governmental units in the
State of North Carolina report the net pension liability in financial statements. It does not have an impact
to budgetary reporting, cash flow and fund balance.
Mr. Adams presented a PowerPoint that showed a three year comparison of funding for: 1)
general and special revenue funds; 2) state public school fund; 3) federal grants fund; and 4) capital
projects funds.
Mr. Adams stated that over the last three years Stokes County Schools maintained about 75% to
76% of expenditures were related to instructional services. He added that percentage is a very high
percentage for a school system and Stokes County Schools has been able to maintain a consistent level of
funding that is making it to the classroom.
Mr. Adams reported that in the past three years there has been a trend that Stokes County Schools
has had to eat into its fund balance. There is enough money in the unassigned General and Special
Revenue Fund Balance to cover one month’s expenses.
Mr. Adams reported that the Child Nutrition Program has had a net loss over the past three years.
Reasons for that net loss include decreasing food sales and federal reimbursement for free and reduced
meals while food costs have remained flat. It’s a perfect storm with fewer kids participating in Child
Nutrition and new food requirements not allowing us to cut costs as sales have decreased. A lot of
Page 3
October 5, 2015
school systems across the state have their Child Nutrition Programs in the same position. The Child
Nutrition Director is very aware of this and is working very diligently to try and address these factors.
Mrs. Bell pointed out that one reason the fund balance for the Child Nutrition Program is in a
deficient position is because of the impact of being required to report the net pension liability on the
balance sheet for the Child Nutrition fund. Stokes County Schools does not have any control over that
and it is part of the reason Child Nutrition is in a deficient position at year end.
Mr. Adams reported in 2015 the Governmental Accounting Standards Board (GASB) came out
with a new standard, which is called Statement 68. This basically requires school systems to record their
proportionate share of the Teachers and State Employees net pension liability from their pension plan.
This is a retroactive standard which means they had to go back to the beginning of the year and book the
liability as of that date. This had previously been recorded on the state’s books and is just an accounting
change and not something Stokes County Schools will be paying out-of-pocket.
Mrs. Bell reported in the Compliance Audit this year the Federal Special Education Cluster and
the State Public School Fund were audited. There were no findings in the state and federal programs
Compliance Audit. There was one financial statement finding required, because the Child Nutrition
Department was in a deficient position of $22,903.00 at year end. The Child Nutrition Director’s
Corrective Action Plan was included as part of the audit.
Mrs. Bell made the following recommendations: 1) monitor the fund balance in the general fund
and if at all possible do not pay recurring costs from the fund balance; 2) take a look at the capital outlay
fund, because there will be needs related to maintaining the current existing structures; and 3) give
attention to Child Nutrition to try to manage revenues and control costs.
Mrs. Bell stated this was a good audit report with an unmodified opinion across the board.
Mr. Hart made a motion to approve the June 30, 2015 Financial Audit. Mrs. Messick seconded
the motion and it was approved 3-0, Boles and Yontz absent.
Approval of Francisco Elementary Surplus Items for Disposal on Govdeals:
Mr. Hart made a motion to approve the following items for disposal on Govdeals. Mrs. Messick
seconded the motion and it was approved 3-0, Boles and Yontz absent.
Inventory ID #FA61
Inventory ID #FA73
Inventory ID #FA72
Inventory ID #FA71
Inventory ID #FA83
Inventory ID #FA82
Inventory ID #FA81
Inventory ID #FG11
Inventory ID #FG10
Inventory ID #FG9
Inventory ID #FG8
Inventory ID #FG7
1 Lot: 4 wooden book shelves
1 Lot: 4 wooden book shelves
1 wooden desk
1 Lot: 2 metal tables and 2 chairs
1 desk
1 Lot: 3 wooden book shelves
1 Lot: computer tables, cabinet with drawers and table
1 Lot: 21 metal chairs
1 Lot: 9 multiple sized metal chairs
1 Lot: 11 small metal chairs
1 Lot: 13 metal chairs
1 Lot: 24 small metal chairs
Page 4
October 5, 2015
Inventory ID#FG6
Inventory ID #FG5
Inventory ID #FG4
Inventory ID #FG3
Inventory ID #FG2
Inventory ID #FG1
Inventory ID #FB38
Inventory ID #FB37
Inventory ID #FB36
Inventory ID #FB35
Inventory ID #FB34
Inventory ID #FB33
Inventory ID #FB32
Inventory ID #FB31
Inventory ID #FA6-7-8-22
Inventory ID #FB77
Inventory ID #FB76
Inventory ID #FB75
Inventory ID #FB74
Inventory ID #FB73
Inventory ID #FB72
Inventory ID #FB71
Inventory ID #FA225
Inventory ID #FCL1
Inventory ID #FB65
Inventory ID #FB64
Inventory ID #FB63
Inventory ID #FB62
Inventory ID #FB61
Inventor ID #FB56
Inventory ID #FB55
Inventory ID #FB54
Inventory ID #FB53
Inventory ID #FB52
Inventory ID #FB51
Inventory ID #FB46
Inventory ID #FB45
Inventory ID #FB44
Inventory ID #FB43
Inventory ID #FB42
Inventory ID #FB41
Inventory ID #FA224
Inventory ID #FA223
Inventory ID #FA222
Inventory ID #FA221
Inventory ID #JG0001
Inventory ID #JG0002
Inventory ID #JG0003
1 Lot: 3 wooden desks and 5 metal desks
1 Lot: 10 wooden chairs
1 Lot: 44 metal desks
1 Lot: 2 wooden bookcases
1 Lot: 2 wooden desks, 1 metal desk
1 Lot: 8 metal filing cabinets
1 27” TV
1 Lot: 1 desk with chair and bookcase
1 Lot: 6 tables
1 Lot: 2 cabinets
1 Lot: L shaped desk with chair
1 Lot: 14 wooden chairs
1 Lot: 11 student chairs
1 Lot: 17 miscellaneous chairs
1 Lot: 4 27” TVs
1 25” TV
1 Lot: 3 book shelves
1 Lot: 2 wooden tables
1 Lot: 2 filing cabinets
1 Lot: 2 tables
1 Lot: 1 cabinet an 1 rolling partition
1 Lot: 2 wooden desks, 1 chair
1 Lot: elementary library books
1 Lot: 4 multiples sized TVs
1 27” TV
1 Lot: 3 wooden cabinets
1 Lot: 2 wooden desks, 1 chair
1 Lot: 2 rolling cabinets
1 Lot: 2 desks and 4 chairs
1 Lot: 12 chairs
1 Lot: 2 filing cabinets
wooden desk
table and cabinet
1 Lot: 2 desks and chairs
1 27” TV
wooden cabinet/closet
book shelf
cabinet with drawers
1 Lot: 6 tables
1 27” TV
1 Lot: 1 table, chair and desk
1 Lot: 1 table and 2 chairs
1 Lot: 3 metal rolling carts
1 Lot: book and file shelf
1 Lot: 2 bookcases (1 dbl side and 1 regular)
1 Lot: 4 metal/composite tables
wooden computer desk
wooden rolling closet/cabinet
Page 5
October 5, 2015
Inventory ID #JG0004
Inventory ID #JG0005
Inventory ID #JG0006
Inventory ID #JG0007
Inventory ID #JG0008
Inventory ID #JG0009
Inventory ID #JG0010
Inventory ID #JG0011
Inventory ID #JG0012
Inventory ID #JG0014
Inventory ID #JG0013
Inventory ID #JG0015
Inventory ID #JG0016
Inventory ID #JG0017
Inventory ID #FG13
Inventory ID #FG14
Inventory ID #FA92
Inventory ID #FA11
Inventory ID #FA12
Inventory ID #FA13
Inventory ID #FA14
Inventory ID #FA16
Inventory ID #FA17
Inventory ID #FB11
1 Lot: 2 metal holders for large paper pads, plastic container and
cabinet
wooden desk leaf
1 Lot: 4 metal filing cabinets
wooden rolling closet/cabinet
wooden top and metal teacher’s desk
wooden credenza
wooden 5 drawer cabinet
wooden rolling closet/cabinet
wooden 5 drawer cabinet
4 wooden top metal frame student desks
wooden rolling closet/cabinet
1 Lot: 4 metal chairs and 5 wooden chairs
1 Lot: 2 wooden top metal frame tables
1 Lot: 1 table, 2 metal carts, 1 desk and 1 miscellaneous item
2 tables, 1 chair, 1 wooden shelving unit and 1 cart with drawers
1 wooden desk and 1 chair
1 wooden cabinet
1 wooden desk
1 metal cabinet
1 wooden credenza
1 large metal cabinet
1 large wooden shelving unit
1 wooden desk
7 multi sized folding dining tables with attached stools and
benches
Approval of Francisco Elementary Equipment Distribution:
Board members discussed how to distribute Francisco Elementary equipment that had been
requested by more than one school. Board members made the following decisions concerning procedures
to determine who receives these items:
1.
A drawing will be held for some of the equipment requested by more than one school.
The Chevrolet truck will be the first item drawn for. Once a school has won an item, that
school’s name is to be removed from further drawings.
The following items will be drawn for: Chevrolet truck, Roper refrigerator, floor wet vac,
carpet extractor, electric floor buffer, Kubota tractor, Craftsman push mower, Stihl weed
eater, and a school safe.
2.
The zero turn John Deere mower is to go to Piney Grove Middle School.
3. The metal gym chairs are to be divided between Chestnut Grove Middle School and South
Stokes High School.
Page 6
October 5, 2015
4. The following items were requested by only one school and will be given to that school:
volley ball post roll around no net/Southeastern Stokes Middle School; propane floor
buffer/Mount Olive Elementary School; 6 ft scrape blade 3 point hitch/Chestnut Grove
Middle School; and folding wall partition/Pinnacle Elementary School.
Approval of Purchase of Bus 2810:
Brad Lankford, Transportation Director, reported that DPI has priced Bus 2810 to Stokes County
Schools for $3,500.00. This bus is a 1999 International, 36 passenger bus, with a lift. The bus is in good
shape, has had recent work on the wheelchair lift and the A/C is working great. Currently the bus is set up
as a yellow bus and if purchased, Mr. Lankford plans to paint and letter the bus as an Activity Bus for
West Stokes High School. There will be an additional cost of $2,500.00 to accomplish this. Mr. Lankford
explained that both North Stokes and South Stokes have activity buses with a lift and it is now West
Stokes’ turn.
Mrs. Messick made a motion to approve the purchase of Bus 2810. Mr. Hart seconded the motion
and it was approved 3-0, Boles and Yontz absent.
Approval of Dental Insurance Coverage:
After lengthy discussion, Mr. Hart made a motion to approve renewal of the dental plan for one
year with MetLife. Mrs. Messick seconded the motion and it was approved 3-0, Boles and Yontz absent.
To maintain the same rates, the following changes will be necessary: 1) change surgical
extractions from Basic (80%) to Major (50%); 2) change harmful habit appliances from Preventive
(100%) to Basic (80%); and 3) change full mouth x-rays from 1 in 36 months to 1 in 60 months.
The employer matching will remain at $19.24 per month as proposed in the 2015-2016 Current
Expense Budget.
Approval of Proposed Land Transfer at Lawsonville Elementary School:
Mr. David Burge, Executive Director of Operations, reminded board members that when the new
addition was constructed at Lawsonville Elementary, the existing picnic shelter located there was torn
down to make room for the new classroom addition. Funds were added to the project for construction of a
new picnic shelter, but there was not enough land close enough for a picnic shelter.
The Una Mae Lawson family has offered to donate approximately ½ acres of land that joins
school property for construction of a new picnic shelter. Mr. Burge stated this would take care of the
requirement that the shelter be on school property for insurance purposes.
Mr. Burge shared a site map of the proposed land transfer. The surveyor has determined a
location where a picnic shelter could be constructed without major grading or without affecting drainage.
Mr. Burge reviewed the site plan and discussed proposed land transfers between the Una Mae Lawson
family, Stokes County Schools and the Lawsonville Community Center.
Mrs. Messick made a motion to approve the proposed land transfer. Mr. Hart seconded the
motion and it was approved 3-0, Boles and Yontz absent.
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October 5, 2015
Discussion Agenda
Discussion of Proposed Land Transfer at Lawsonville Elementary School:
After this agenda item was discussed, Mrs. Messick made a motion to move this item to the
action agenda. Mr. Hart seconded this motion and it was approved 3-0, Boles and Yontz absent. See this
item under the action agenda for additional information.
Discussion of Long Range Facility Plan:
Mr. Mendenhall stated the board members would receive this at their first meeting in November.
The Stokes County Commissioners will want at least a month to review the plan and it is due in Raleigh
by January 8th.
Mr. Burge stated he planned to use our 5 Year Plan so the Long Range Plan will match our 5
Year Plan that has already been board approved and the commissioners are already aware of.
Discussion of Superintendent Vacancy:
Attorney Fred Johnson stated there needed to be a period of not less than sixty days for the
application process. If started now, there will be a problem of running into the holiday time period. There
will also be a lot of people under contracts. Mr. Johnson stated his suggestion would be to go for a July 1
start date and look at the possibility of an interim serving from the time of Mr. Mendenhall’s retirement
until the end of the school year.
Board consensus was to agree with this plan. Mrs. Cox stated board members would start the
application process after the first of the year.
Mr. Johnson will email board members a copy of the current application so they can let him know
any changes they would like to see.
Discussion of 2015-2016 Budget:
Ms. Lanette Moore, Executive Director of Finance, reviewed state budget allotment information
recently received. Ms. Moore explained that our allotments are based on an ADM of 6440 and at this time
our enrollment does not come to 6440. If our enrollment does not continue to increase, she has some
concern that some of these allotments will go down.
Board members will discuss the budget at their October 19th meeting.
State Allotments Review:
Classroom Teachers – (4.31) Positions
Total Position Decrease: (4.31)
Career and Technical (CTE) – (2.95) Months
Principal/Assistant Principals – (2.00) Months
Total Months Decrease: (4.95)
Page 8
October 5, 2015
Central Office Administration - $2,402.00
Non-Instructional Support (Custodial/Clerical) – ($48,513.00)
DSSF (Disadvantaged Students) - $1,778.00
Teacher Assistants – ($7,940.00)
ABC Transfer to Classroom Teacher Allotment - $83,904.00 (2015-16 No Transfers Allowed)
Low Wealth – ($178,778.00)
Children With Special Needs – ($38,560.00)
AIG (Academically and Intellectually) – ($1,331.00)
School Resource Officers – ($56,000.00) (If received, requires a Local Match of $28,000.00)
Limited English – ($5,395.00)
Classroom Instructional Supplies – ($13,536.00)
At-Risk Student/Alternative - ($74,309.00)
Driver Training – ($17,759.00)
Textbooks - $89,665.00
Total Dollars Decrease: ($264,372.00)
Allotments have not been received for the following categories:
High School Learn and Earn – Early College
Transportation
Special Program Funds – EC
School Connectivity
School Technology
Teaching Positions – State 001 and Local:
State 001 Allotment
Local Current Expense Budget
Total
Less Teaching Positions Employed From These Funding Sources
Sub Total Funding Needed for Positions
Projected ADM Decrease in State Allotment
Total Teaching Positions Needed:
285.34
5.00
290.34
-303.11
-12.77
-2.00
-14.77
Ms. Moore also reviewed the Local Current Expense Budget with board members.
Current Expense Budget Summary:
Total Original Current Expense Request
Final Approval by Commissioners
Difference:
$11,968,530.00
$11,015,472.00
$ -953,058.00
Information and Announcements
The Board of Education scheduled the following meetings:
October 19, 2015
November 2, 2015
November 23, 2015
6:00 PM
8:30 AM
6:00 PM
Regular Session
Work Session
Regular Session
North Stokes High
Administrative Office
Administrative Office
Page 9
October 5, 2015
Chromebook Distribution:
North Stokes High School
9th and 10th Grades: October 13, 2015 at 6:00 PM
11th and 12th Grades: October 15, 2015 at 6:00 PM
NCSBA Annual Conference
November 16-18, 2015
Greensboro, NC
Retirement Reception for Superintendent Ronnie Mendenhall
December 6, 2015
South Stokes High School
At 10:45 a.m., Mr. Hart made a motion to enter closed session as allowed by NC General Statute
143-318.11(a)(1)(3)(6). The motion was seconded by Mrs. Messick and approved 3-0, Boles and Yontz
absent.
[Closed Session]
At 11:05 a.m., the board returned to open session.
Approval of Personnel:
Mr. Hart made a motion to approve the October 5, 2015 personnel and coaching reports. The
motion was seconded by Mrs. Messick and approved 3-0, Boles and Yontz absent.
Leave of Absence:
Crystal Boyles
Teacher
King Elementary
Effective 11/2/15-1/4/16
Lisa Cox
Teacher
Chestnut Grove Middle
Effective 10/28/15-12/9/15
Alma Jessup
Custodian
South Stokes High
Effective 10/7/15-11/8/15
Child Nutrition Worker
Chestnut Grove Middle
Effective 10/5/15
Tutor
Poplar Springs Elementary
Effective 10/6/15-5/6/16
New Hire Permanent:
Beverly Edmondson
New Hire – Temporary no benefits:
Donna Collins
Page 10
October 5, 2015
Pamela Copenhaver
Tutor
Poplar Springs Elementary
Effective 10/6/15-5/6/16
Mark Cranford
Substitute Teacher
Systemwide
Effective 10/6/15
Sarah Dodson
Substitute Child Nutrition
Systemwide
Effective 10/5/15
Edgar Fulk
Activity Bus Driver
Systemwide
Effective 10/12/15
Lyn Gentry
Substitute Child Nutrition
Systemwide
Effective 10/5/15
George Hall
Interim Teacher
Chestnut Grove Middle
Effective 10/28/15-12/9/15
James Moore
Tutor
Lawsonville Elementary
Effective 10/6/15-5/6/16
Francis Newsom
Tutor
Poplar Springs Elementary
Effective 10/6/15-5/6/16
Nikki Pruitt
Substitute Teacher
Systemwide
Effective 10/6/15
Deborah Cody
Child Nutrition Worker
Sandy Ridge Elementary
Effective 10/9/15
Reba Dodson
Child Nutrition Manager
Sandy Ridge Elementary
Effective 10/2/15
Bus Driver
North Stokes High
Effective 2/1/16
Jeff Boyles
Principal
Sandy Ridge Elementary
Effective 10/1/15
Board Approved 9/21/15
Douglas Rose
Director of Middle School
And High School Curriculum
Effective 10/1/15
Board Approved 9/21/15
Resignations:
Retirement:
Carolyn Fulp
For Information:
Page 11
October 5, 2015
Christopher Bottoms
Assistant Principal
Effective 11/2/15
From Teacher to Assistant Principal
Chestnut Grove Middle
The following recommendations were approved to work with the After School Quality
Improvement Grant (QIG) program:
Wanda Bullins
Robin Taylor
Piney Grove Middle
Piney Grove Middle
Bus Driver
Bus Driver
The following coaching recommendations were approved:
Crystal Johnson
Cheerleading Head (Fall/Winter)
Effective 6/22/15
Employee Paid
Change to Classified Employee – Paid Effective 10/5/15
Chestnut Grove Middle
Jordan Ford
Football Assistant
Non-Employee Paid
Change to Classified Employee
South Stokes High
Effective 5/18/15
Richard Smith
Basketball Assistant (M)
Employee Paid
South Stokes High
Effective 10/5/15
Jordan Ford
Wrestling Assistant
Classified Employee Volunteer
South Stokes High
Effective 10/5/15
Christopher Nelson
Football Assistant
Non-Employee Paid
Change to Classified Employee Paid
West Stokes High
Effective 5/4/15
Effective 10/5/15
Effective 10/5/15
At 11:07 a.m., Mr. Hart made a motion to adjourn. The motion was seconded by Mrs. Messick
and approved 3-0, Boles and Yontz absent.
_________________________
Chairperson
_________________________
Secretary