PROCEEDINGS OF THE ST. JOHN THE BAPTIST PARISH SCHOOL BOARD

RESERVE, LA – MEETING OF SEPTEMBER 16, 2021

The Chair called the meeting to order and read the following call:

HONORABLE MEMBERS OF THE SCHOOL BOARD

Parish of St. John the Baptist

Dear Board Member:

Due to the state of emergency caused by Hurricane Ida, St. John the Baptist Parish School Board will meet in regular session via teleconference utilizing Zoom Video Conferencing. (See attached Certification of Inability to Operate Due to the Lack of a Quorum.)  The meeting will be recorded via Zoom live and posted on St. John the Baptist Parish Public Schools website as soon as it is available, so that members of the public may view the meeting. All public comments regarding agenda items should be sent to: Public-Board-Comments@stjohn.k12.la.us before 3:55 p.m. on Thursday, September 16, 2021.  Public comments must include all three (3) of the following:  1. First and Last Name; 2. Agenda Item Number you are commenting on; 3. Your comment.  All public comments will be read aloud before each agenda item is discussed.

The St. John the Baptist Parish School Board will meet on Thursday, September 16, 2021 at 4:00 p.m. via teleconference (Zoom).

An agenda for the meeting is attached.

Sincerely, s/Lynett Hookfin

Superintendent/Secretary

ITEM 1.  CALL TO ORDER, INVOCATION, PLEDGE OF ALLEGIANCE

Vice President Shawn Wallace was seated as Chair.  He called the meeting to order at 6:01 p.m. and called for a moment of silent meditation, followed by the Pledge of Allegiance. 

ITEM 2. ROLL CALL OF MEMBERS:

PRESENT:        Holden, Burl, Keller, DeFrancesch, Jones, Schum, Wallace, Mitchell-Williams

ABSENT:          Sanders, Johnson, Triche

There were 8 members present and 3 members absent.

ITEM 3. APPROVAL OF MINUTES: The Chair called for Public Comment.

ITEM 3a.  Approval of Minutes of the Meetings of: Special Meeting of September 3, 2021

MOTION BY:     Triche

SECOND BY:   Schum

MOTION:  To approve the minutes from the Special Meeting of September 3, 2021

Roll Call:

7 Yeas – Holden, Keller, DeFrancesch, Jones, Schum, Wallace, Mitchell-Williams

3 Absent – Sanders, Johnson, Triche

1 Abstention - Burl

The motion carried.

ITEM 4. SUPERINTENDENT’S REPORT.   Dr. Lynett Hookfin, Superintendent.

ITEMA 4a.  Update on Building Assessments

Mr. Sanders joined the meeting and was recorded as present.

The following information was shared regarding building assessments and repairs:

ITEM 4b.  Public Comment.  Updates on the Reopening of Schools

The following plan was presented:

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St. John the Baptist Parish Schools

Hurricane IDA Recovery Plan

Timeline for Reopening Schools

St. John the Baptist Parish Schools will utilize a gradual return plan for staff and scholars.  Our SJBS return to learning plan includes all staff and scholar return dates in addition to different learning options due to district building damages, local area restored power, and other factors regarding reopening campuses.  The plan is tentative and is contingent upon the timeline of contractors and when contractors release schools to the district as they meet safety, environmental, and operational standards.

We will continue meeting with insurance representatives, remediation contractors, industrialist hygienist, technology companies, and all other assisting in getting all buildings prepared for school.

Return to Work/School Dates

Learning Options

Option 1:

·         In Person Learning, but may include

o    Platoon Schedule

o    Hybrid Schedule

Option 2:

·         Virtual Learning for Evacuated Families

o    Return to in-person will be based on time intervals

Option 3:

·         Virtual Learning for Scholars in Monroe

o    Deliver Laptops

o    Coordinate Academic Plan with Grambling State University and Parents

Academic Calendar

Our scholars are our first priority and we will ensure that they receive the benefits of a complete academic year. Instructional minutes that school systems meet each year are mandated by the Louisiana Department of Education.  Any waiver of these minutes would have to be requested by the state and approved by the governor.  The current 2021-22 school academic calendar included additional built in minutes, but with the days we have missed due to Hurricane Ida, we have exceeded those minutes. We are in the process of revising our academic calendar and will release it as soon as possible.

High School Athletic Programs

Our high school scholars who participate in athletic programs have missed approximately two weeks of their seasons. Please see the information below as a tentative timeline regarding a safe and effective return of high school athletic programs. Remember that SJBS is still following COVID guidelines.

Football

•        Athletic Equipment:  All of the athletic gear that is available will be cleaned and ready for scholars in the next two weeks. Our Athletic Directors will specify the areas that equipment and uniforms can be stored.  Athletic equipment such as balls, helmets, shoulder pads, etc. will be thoroughly sanitized to prepare for usage.

•        Medical: As of today, the medical site that will be utilized is TBD based upon our building mitigation and safety processes. Scholars will be provided bottled water for drinking purposes until further notification.

•        Dates to begin: Our anticipated first day of practice is Monday, September 20, 2021. The target for first high school football games would be Friday, September 24, 2021 or Saturday, September 25, 2021.

•        Security: We will continue to provide security at our football games.

Other High School Sports

•        All other high school sports will be announced on Wednesday, September, 22, 2021.  We are currently in communication with other districts regarding athletic programs and their start dates.

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The following staff survey results were shared at this time:

The following staff survey results were shared at this time:

ITEM 5.  EDUCATION PRESENTATIONS AND RECOGNITIONS BY THE BOARD OR STAFF

ITEM 6.  PERSONNEL MATTERS

ITEM 7.  BUSINESS AND FINANCE

ITEM 7a.  Public Comment.  Mrs. Debra Schum – Financial Update

A Finance Committee meeting will be held next Wednesday, September 22, 2021 at 4:30 p.m. in the Media Center for the financial update.  It was reported that the budget will be submitted by October 15, 2021.

The following information was shared:

ITEM 7b.  Public Comment. Mrs. Debra Schum – Update on Audit

The auditors are preparing to close out the audit.

ITEM 8.  OLD BUSINESS

ITEM 9. NEW BUSINESS. 

ITEM 9a. Public Comment. Dr. Lynett Hookfin – Request Board approval to select architects to perform/design for Hurricane Ida repairs from architects that responded to the emergency RFP

MOTION BY:  Jones

SECOND BY:  Wallace

MOTION:  To select architects to perform/design for Hurricane Ida repairs from architects that responded to the emergency RFP.

Mr. Burl stated that because the agenda item reads RFP and not RFQ, the Board would need to amend the agenda to reflect the correct term. 

Mr. Jones rescinded his Motion to select architects.  Following discussion, there was a

MOTION BY:  Schum

SECOND BY:  Keller

MOTION:  To waive policy to amend the agenda to include the correct verbiage for Item 9a.

Upon the nay vote of Mr. Burl, the motion failed, as it must be a unanimous vote.

ITEM 9b.  Public Comment.    Dr. Lynett Hookfin - Introduction of Revised Policy:  EBBD – Emergency Closing of Schools

Public Comment:  Cindy Graham - Understanding that the revised policy is only on the agenda for introduction, the following are my comments for consideration:  The primary aspect of this policy is that if school or buildings are closed, all employees will continue to be paid and all benefits will continue   - that is the essential tenant of the policy that needs to be preserved.  Continuing the criteria that employees requested to work during emergencies/disasters will be paid 1 1/2 times their pay remains problematic:  The pay will once again actually be 2 1/2 times their pay since the policy already provides that all employees will continue to be paid. Changing the wording from "overtime" to "disaster/hazard" pay does not make sense: What makes the work disaster/hazard for some people to be asked to report to work?  It appears that those employees requested to work during any previous or current emergencies have been necessary or "ESSENTIAL" to complete their own specific job tasks needed for various situations:  Payroll personnel needed to run payroll; maintenance personnel needed to make repairs; IT needed to bring the system online; administrators needed to make decisions about aspects of the school reopening or continuing, etc.  So once again, we are proposing to give additional pay to employees who are already being paid just because they are needed to either physically report to a school site or work virtually/remotely to complete their specific job tasks.  Again, what makes this "disaster/hazard" work?  ​With respect to the current hurricane situation, some employees who are not being required to report to work because their jobs cannot be done will have to make up the time later, for no additional pay.  Why should some employees get additional pay for doing their job right now because they are considered "essential"; other employees will return to work and be required to make up time missed for no additional pay; and some other employees will not be required to make up any of the time missed?  Administrators, by virtue of their positions are always viewed as "essential" personnel.   It seems to be built into their job descriptions that they are required to work during emergencies/disasters. It is recommended that this policy be revised as follows:    Any employee requested to report to work either in-person or virtually/remotely during or after any disaster or emergency shall be considered "essential" personnel.  It is noted that "essential" personnel may change depending on the specific emergency or disaster situation.  Essential personnel shall clock or sign in/out as appropriate during the time worked either in person or remotely. All employees shall make up time missed equal to the number of instructional minutes that students must make up in accordance with the directives of the Louisiana State Department of Education and/or the Board of Elementary and Secondary Education.  Essential personnel required to work during or after an emergency closing of schools shall have substantiated extra work time (time worked substantiated by clock or sign in with supervisor and superintendent approval) subtracted from the time needed to be made up; that is, they will be given credit for the time they worked in cases where missed work/instructional minutes must be made up.  Given the school district's financial crisis prior to Hurricane Ida and the likely additional financial burden because of the damage caused by this hurricane, it is imperative that the overtime policy from 2014 also be updated as recommended during a previous Personnel Committee meeting.  In addition, a review of any written or unwritten policies that have a financial impact on the budget should be made by the appropriate board committee which shall then make revision recommendations to be presented to the school board for approval.  

The following revised policy was introduced:

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EBBD:  EMERGENCY CLOSING OF SCHOOLS

The Superintendent shall be authorized to announce the closing of schools if prevailing or potential hazards threaten the safety and well-being of pupils, staff, or school property.  The decision to close schools shall be made by the Superintendent after conferring, when administratively feasible, with members of the St. John the  Baptist Parish School Board and other community agencies responsible for the safety and well-being of the community. 

Public announcements and releases to news media shall be made or approved by the Superintendent or his authorized designee.  Each Board member shall also be notified of any school closing.

In cases where students are dismissed early, teachers are expected to supervise all students under their jurisdiction until they have departed from the school campus.  In the event of dismissal during the school day, all educational and building employees are to continue their work, unless otherwise notified by the Superintendent.

In the event of school closure for emergencies, the Superintendent shall be authorized to use selected holidays to make up for the instructional days missed.

During severe weather or other emergency situations, the Superintendent, after conferring with the School Board President, shall have the authority to excuse employees of the St. John the Baptist Parish School Board from reporting to work.  Emergency situation shall encompass circumstances that would expose school system employees to harmful or unsafe conditions, as determined by the Superintendent.

The Superintendent may provide school system employees with leave with pay for absences from work due to a Declared State of Emergency issued by the St. John the Baptist Parish President or State Governor.  When a Declaration of Emergency has been issued, because of extreme weather or other specified emergency situations, employees shall not report to work except at the request or approval of the Superintendent.   Unless a Declaration of Emergency has been issued, all school system employees shall be expected to report to work.  If the Superintendent officially directs the closure of the school system due to severe weather or other emergency situations, those persons actually scheduled to work during the time period of the declaration shall receive the time off without loss of pay, annual leave, or sick leave.  All personnel, including both non-exempt and essential personnel who are otherwise considered exempt employees, who work at the request or approval of the Superintendent during such closure, shall receive pay at the rate of time and one-half for those actual hours worked, which shall be considered as overtime for the purposes of the Stafford Act provided the following documentation takes place:  1) Employee’s immediate supervisor must assign work to be performed to employee; 2) Employee will track hours worked on the “Daily Time Activity Report” form as well as enter those hours as “disaster/hazard pay” into the stipend system; 3) Employee’s immediate supervisor must observe work performed and approve hours worked in the stipend system; 4) The Superintendent will have final approval of all disaster/hazard pay via the stipend system.

Furthermore, upon the declaration of an emergency, all scheduled vacations for designated essential personnel shall be cancelled.

Adopted:  September 21, 1978

Revised:  September 4, 2014

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ITEM 9c.  Mrs. Debra Schum – SJBP Public Schools Communication Plan

Public Comment:  Akeem Burl - Firstly, I would like to commend you all on your efforts, if any, on addressing the current state of emergency we are facing due to Hurricane Ida as it relates to the employees, parents, and students of St. John the Baptist Parish public school. Perhaps they have gone unnoticed because of the lack of communication, or perhaps nothing has taken place because you all don’t know where to start. 

What I would like to add is that the communication from St. John the Baptist Parish public school administration has been horrible. We have employees, and parents who have no clue where this system stands. Employees have not been updated on their employment, nor the current situation of their school buildings in which they perform their duties at. Furthermore, our parents don’t have any knowledge of when their kids will return to school, no idea about a plan of action, or the nature of the school where their child attends. 

Reading the countless posts, comments, and concerns from parents, I share the same concern with them. I visit the school board’s website, and social media accounts daily and understand their concern. There is a lack of communication. People want to know what’s going on. And guess what, if you don’t know, or don’t have a plan at this time, just express that. Because that is better that no communication at all. 

I share this with you all as a concerned former public school student, and current resident of St. John Parish. Our teachers and our students matter. 

Thank you all for your time. 

Mrs. Schum stated that there is concern that no information is being sent from the School Board to the parents and staff of our district.  She stated that even if we don’t have definitive answers, we still need to send communications out to all stakeholders.  Mr. Wallace asked Dr. Hookfin if she would attend EOC meetings and meet with the parish president and sheriff when they meet with the media.  Further discussion was held regarding this item.

ITEM 10.  ADMINISTRATIVE MATTERS

MOTION BY:   DeFrancesch

SECOND BY:  Burl

MOTION:  To waive policy to amend the agenda to include an action item regarding insurance.

8 Yeas – Holden, Burl, Keller, DeFrancesch, Jones, Schum, Wallace, Mitchell

3 Absent – Sanders, Johnson, Triche

The motion carried.

MOTION BY:   DeFrancesch

SECOND BY:  Schum

MOTION:  To introduce a policy regarding retirees to have the option of enrolling in Medicare Part B.

8 Yeas – Holden, Burl, Keller, DeFrancesch, Jones, Schum, Wallace, Mitchell

3 Absent – Sanders, Johnson, Triche

The motion carried.

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ITEM 11.  BOARD ITEMS OF INTEREST

President Mitchell-Williams asked Dr. Hookfin to please send the dates of registrations to the Board members once they have been finalized.

Mrs. Schum stated that we need to hold another special meeting before the end of the month and there will be a finance committee meeting on September 22^nd at 4:30 p.m. in the Media Center.

Mr. Jones asked if registration could be done online and if so, please let the public know how.

ITEM 12.  ADJOURNMENT

The agenda having been completed, and there being no further business, there was a

MOTION BY:    Jones

SECOND BY:   Wallace

MOTION:           Motion for adjournment.

Roll Call:

7 Yeas – Holden, Burl, Keller, Jones, Schum, Wallace, Mitchell-Williams

4 Absent – Sanders, DeFrancesch, Johnson, Triche

The motion carried.

The meeting adjourned at 6:01 p.m.

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Dr. Lynett Hookfin, Secretary                                                                 Nia Mitchell, President