PROCEEDINGS OF THE ST. JOHN THE BAPTIST PARISH SCHOOL BOARD
RESERVE, LA – MEETING OF JULY 13, 2023
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:
Upon call of the President, the St. John the Baptist Parish School Board will meet in regular session at West St. John Elementary School, 2555 Louisiana Hwy. 18, Edgard, Louisiana, on Thursday, July 13, 2023 at 6:00 p.m.
ITEM 1. CALL TO ORDER, INVOCATION, PLEDGE OF ALLEGIANCE
The Chair called the meeting to order at 6:02 p.m. and called for a moment of silence, followed by the Pledge of Allegiance.
ITEM 2a. ROLL CALL OF MEMBERS:
PRESENT: Holden, Morris, DeFrancesch, Frizzell, Mamou, Schum, Vicknair, Wallace
ABSENT: Burl, Triche, Mitchell-Williams
There were 8 members present and 1 member absent.
ITEM 3. APPROVAL OF MINUTES:
ITEM 3a. Public Comment. Meeting of: June 22, 2023
MOTION BY: Schum
SECOND BY: DeFrancesch
MOTION: To approve the minutes from the meeting of: June 22, 2023
Roll Call:
8 Yeas – Holden, Morris, DeFrancesch, Frizzell, Mamou, Schum, Vicknair, Wallace
3 Absent – Burl, Triche, Mitchell-Williams
The motion carried.
ITEM 4. SUPERINTENDENT’S REPORT: Mrs. Rebecca Johnson
Mrs. Mitchell-Williams arrived at 6:06 p.m. and was recorded as present.
Mrs. Johnson gave the following report:
On July 24th-27th, the district will hold its Vision of Excellence Conference at Lake Pontchartrain Elementary School
· The agenda and registration link was sent out yesterday
· All current employees and new hires were invited and encouraged to attend
· As of 1:04, SJBP has 392 tickets for sessions booked through Eventbrite. The total sessions per day are as follows:
· 7/24-142
· 7/25-106
· 7/26-67
· 7/27-77
· Currently, we have approximately 71 attendees registered since the link was sent out yesterday. Sessions include ELA, Math, Science, and Social Studies curriculum session, technology sessions, special education sessions, and school culture and climate sessions
· Summer Graduation will be July 28th at 12:00 p.m. at Lake Pontchartrain Elementary (Both ESJH and WSJH summer graduates will participate)
The following information is being shared at the request of Mrs. Holden:
GMMS – 11 Applications have been received so far:
· ECW – 1
· ESJP – 3
· LES -3
· LPE – 2
· FWE – 1
· Riverside - 1
Summer Work Repairs:
· J L Ory- Stripping and Waxing is complete – Front entrance, Hallways and Stairway railings are all painted. Trimming of doors started and should be completed by the end of the week.
· Lake Pontchartrain – Painting of front entrance and Hallways are complete. Air filters changed; AC (Air Conditioning) Serviced.
· LES - Stripping and Waxing will be complete by Saturday. Painting is Scheduled to Start on July 17. Late start because of Summer School. Air Filters Changed. Chillers Serviced.
· ESJP Stripping and Waxing 90% Completed (All Classrooms Completed), Painting is complete, front entrance, hallways and two additional classrooms.
· ESJH – Front Entrance, hallways, baseboards, Industrial Bldg, Sped building and twenty-four door frames completed. AC Filters Changed. AC Serviced. Stadium – Pressure washing in progress. Stripping and Waxing complete. Gym floors are scheduled for cleaning and polishing on Monday July 17,2023.
· FWE – Stripping and Waxing completed Painting in Progress.
· LGHS – Painting of entrance and hallways are completed.
· GMMS – Stripping and Waxing 90 % complete (All Classrooms completed),
· Painting is in progress, Sheet Rock being replaced in some areas
· WSJE - Painting of entrance Cafeteria and hallways are complete, Doors Sanded and painting is in progress. Stripping and Waxing complete. Gym floors are scheduled for cleaning and polishing on Monday July 17,2023
· WSJH – Painting of entrance and hallways, front entrance benches, requested doors and frames completed. Request for additional classrooms and cafeteria repairs and painting are in progress. Pest Control service of Fieldhouse, Ticket booths and concession stands completed. Stripping and Waxing complete. Gym floors are scheduled for cleaning and polishing on Monday July 17,2023. Pressure Washing of Stadium is scheduled to start on the week of July 24, 2023.
· Lift Stations and Backflow repairs are Schedule to start on Monday July 17, 2023.
· Pressure Washing at all Schools are Scheduled to start on Monday July 17, 2023.
· IT is Schedule to move Computers and equipment to all schools starting Monday July 17, 2023.
· ECW Move is scheduled to start on July 27, 2023. Stripping and Waxing of school done by contractor
Electrician Summer Work List:
· LES – Replace Parking Lot Lights - Rework Conduits at Sewer Station
· JLO – Replace Parking Lot Lights
· GMMS – Power to Sign
· WSJH – Power to Dinvaut Sign
· WSJE – Rewire light to 3 classrooms.
· WSJH – Run power poles to Media Center
· ESJP – Repair Lights inside Admin area. Repair exterior Lights.
· LPE -Rewire Lights in Room 101
· All Schools – Fire Alarm Inspections:
· All Schools – Fire Extinguisher Inspections:
· Monday 7/17 (beginning @ 8AM)
· Garyville Magnet School
· Adult Education Building
· SJBP Maintenance Dept.
· Fifth Ward Elementary School
· Tuesday 7/18 (beginning @ 8AM)
· SJBP School Board Office
· Saint John Stem High School
· West St. John Elementary School
· West St. John High School
· Wednesday 7/19 (beginning @ 8AM)
· East St. John High School
· East St. John Preparatory Academy
· Emily C. Watkins Elementary School
· Thursday 7/20 (beginning @ 8AM)
· John L. Ory Magnet School
· Lake Pontchartrain Elementary School
· Laplace Elementary School
· Milesville School
· All Schools – Hood Suppression Inspection (working on schedule)
· Tuesday - 7/11/23:
· West St John Elem. 11 am
· West St John High 12:30 pm
· Wednesday - 7/12/23:
· Garyville Magnet 12 noon
· Saint John Stem HS 1:30 pm
· Thursday - 7/13/23:
· East St John High 11:30 am
· Fifth Ward Elem. 1 pm
· Tuesday - 7/18/23:
· East St. John Prep 11 am
· LaPlace Elem. 12:30 pm
· Wednesday - 7/19/23
· Emily C Watkins Elem 11 am
· John L Ory Magnet 12:30 pm
· Lake Pontchartrain Elem 2 pm
· All Schools – Sprinkler system Inspections (working on schedule)
Capital Projects:
· The following architects are assigned to the following schools:
o NY - E and W St John High schools
o Y and M - Emily C Watkins, LaPlace Elem. And George L Ory
o Lachin- W St John Elem., Garyville /Mt Airy and Lake Pontchartrain Elem.
· Architects will engage in the next few weeks with surveyors to Ory, Emily C Watkins ( new gym), LaPlace Elem. (new gym) , W St John High (new field house), E St John (stadium improvements) and bb/sb fields at both high schools for turf and lights) to support the design development.
· Lachin will begin school site visits next week and Mr. Slagle from Volker plans to visit NY’s office to discuss further new fieldhouse scope and E St. John High stadium improvements.
· The update from Volkert with regards to security is that they will be able to define the security scope and development in coordination specific for each school by the September L&F meeting. Also at that meeting they will report on the proposed locations for the new gyms, a program for the new gyms, prelim. Thoughts and reactions to Ory drive access and modifications, more detailed and inclusive schedule for each architect's work for presentation and discussion / feedback with the committee.
· Mr. Slagle will meet with Ms. Janice to begin to identify and gather district standards for lighting, access control software and end devices and other applicable items to our renovation projects and new construction.
· Janitor on Westbank - 1 full time Custodian and 1 part time custodian will be assigned to WSJH next week if all pre-employment screenings are passed.
Vacancies:
· LES – 1(1st grade), 3 Sped Teachers, 2 paras
· ECW – 3 sped teachers; 1 custodian
· GMM – 1 Educational Diagnostician; 1 Sped Teacher, 1 Sped Para
· FWE – 2 sped paras; 1 custodian
· LPE – 1 MS Social Studies Teacher; 2 Sped Teacher (2 recommended – if pass all screenings, 1 vacancy in sped will remain)
· JLO – 1 MS Math Teacher; 1 Sped Teacher, 1 Para
· WSJE – 1 Alternate Assessment Para (just added this vacancy yesterday due to numbers); 1 cafeteria worker
· ESJP – 1 MS teacher, 1 Sped Teacher, 4 Sped Paras (3 have been recommended but not processed yet); 1 custodian
· STEM – None
· WSJH – 1 Theater Teacher, 1 Sped para, 2 Custodians
· ESJH – Will provide an update next week. Still working on this list
· SJAP – 0 Vacancies
· Elementary Core Teacher Vacancies – 4
· Elementary Sped Teacher Vacancies - 11 (see notes about recommendations and Dr. Spies has reached out to a contracting agency)
· High School Core Teacher Vacancies – will provide update next week
· High School Elective Teacher Vacancies – will provide update next week
· High School Sped Teacher Vacancies – will provide update next week
Update on Stoves:
· Clarification has been received by Ms. Charles and her team with regard to stoves in schools. After reaching out to the cafeteria managers, it has been confirmed that most of the schools do still have functioning stoves, which they are using for smaller tasks such as batch cooking, boiling water, melting butter, making gravy, etc.
|
School |
Stove present |
In Working Condition |
|
WSJH |
No |
N/A |
|
ESJH |
Yes |
Yes |
|
JLO |
Yes |
Yes |
|
LES |
Yes |
Yes |
|
GMMS |
Yes |
Yes |
|
WSJE |
Yes |
Yes |
|
LPE |
Yes |
Not in use (pilot light) |
|
FWE |
Yes |
Yes |
|
ECW |
No |
N/A |
|
ESJP |
No |
N/A |
· Schools without stoves include WSJH, ESJP, and ECW. These schools are using alternative cooking equipment (ex. tilting skillets and/or steamers).
· The pilot light on the stove at LPE does not work, and it is currently not in use. A work order is pending entry.
· Ms. Charles and her team are still in the process of identifying whether there may be working but unused stoves at other sites, such as the CDC. However, WSJH is the only site that operates on electricity (not gas); so the equipment from other locations can’t be transferred.
· For WSJH, we can look into options to procure a new stove taking into consideration. However, it is not recommended by the nutrition department due to the following:
· Alternative cooking equipment is available to properly prepare meals.
· There is currently a total of $50,000 budgeted in the food and nutrition budget for equipment purchases.
· The nutrition program generates funds based on the number of meals served, so there is not a lot of flexibility for spending (staff, food, etc.). The school also has a lower student population as compared to others in the district.
· We currently do not have any written guidance from the USDA stating that stoves should no longer be used.
MOTION BY: Mitchell-Williams
SECOND BY: Frizzell
MOTION: To waive policy to amend the agenda to address Item 9a at this time
Roll Call:
9 Yeas – Holden, Morris, DeFrancesch, Frizzell, Mamou, Schum, Mitchell-Williams, Vicknair, Wallace
2 Absent – Burl, Triche
The motion carried.
MOTION BY: Holden
SECOND BY: Frizzell
MOTION: To amend the agenda to include the case caption for Item 9a. (OWCA#21-04986)
Roll Call:
9 Yeas – Holden, Morris, DeFrancesch, Frizzell, Mamou, Schum, Mitchell-Williams, Vicknair, Wallace
2 Absent – Burl, Triche
The motion carried.
ITEM 9a. Public Comment. Public Comment. Mr. Joshua Cockfield – Executive Session – OWCA#21-04986, Lynette Williams workers’ compensation claim - settlement authorization request (Requires action)
MOTION BY: Holden
SECOND BY: Mitchell-Williams
MOTION: To convene in Executive Session to discuss: OWCA#21-04986, Lynette Williams workers’ compensation claim - settlement authorization request
Roll Call:
9 Yeas – Holden, Morris, DeFrancesch, Frizzell, Mamou, Schum, Mitchell-Williams, Vicknair, Wallace
2 Absent – Burl, Triche
The motion carried.
The Board convened in Executive Session at 6:17 p.m.
MOTION BY: Mitchell-Williams
SECOND BY: DeFrancesch
MOTION: To reconvene in Regular Session
Roll Call:
9 Yeas – Holden, Morris, DeFrancesch, Frizzell, Mamou, Schum, Mitchell-Williams, Vicknair, Wallace
2 Absent – Burl, Triche
The motion carried.
The Board reconvened in Regular Session at 6:17 p.m.
MOTION BY: Holden
SECOND BY: Morris
MOTION: To grant settlement authority to Joshua Cockfield regarding OWCA#21-04986, Lynette Williams workers’ compensation claim
Roll Call:
9 Yeas – Holden, Morris, DeFrancesch, Frizzell, Mamou, Schum, Mitchell-Williams, Vicknair, Wallace
2 Absent – Burl, Triche
The motion carried.
ITEM 5. EDUCATIONAL PRESENTATIONS AND RECOGNITIONS BY THE BOARD OR STAFF
ITEM 6. PERSONNEL MATTERS.
ITEM 6a. Public Comment. Mrs. Rebecca Johnson – Request approval of Revised Job Description: Coordinator of Maintenance and Custodians
MOTION BY: Mitchell-Williams
SECOND BY: Morris
MOTION: To approve Revised Job Description (and Title Change): Coordinator of Maintenance and Custodians
Roll Call:
9 Yeas – Holden, Morris, DeFrancesch, Frizzell, Mamou, Schum, Mitchell-Williams, Vicknair, Wallace
2 Absent – Burl, Triche
The motion carried.
***********************************
ST. JOHN PARISH SCHOOL SYSTEM JOB DESCRIPTION
JOB TITLE: Supervisor of Land and Facilities
REPORTS TO/EVALUATED BY: Purchasing Agent Director
TERMS OF EMPLOYMENT: 12 Months
SALARY RANGE: Supervisor Salary Schedule
SUPERVISES: Maintenance Staff
SCOPE OF RESPONSIBILITIES: To manage the operation, budget, and employees of
the Maintenance and Custodial departments.
For individuals with a disability, hiring decisions will be based only on the individual's ability to perform the essential functions of the job with or without a reasonable accommodation.
PERFORMANCE RESPONSIBILITIES/ESSENTIAL FUNCTIONS
1. Coordinates functions of the maintenance and custodial departments.
2. Maintains central file or blueprints and specifications.
3. Plans and supervises the compilation of Asbestos Managements Plan; asbestos mitigation and abatement activities, DEQ activities, master meter activities and environmental issues and regulations.
4. Must possess or obtain in 6 months a Government Employee pesticide Applicator Certification from the Louisiana Department of Agriculture and Forestry.
5. Verifies all buildings are in compliance with Louisiana State Fire Marshall regulations, Louisiana Department of Health and Hospitals regulations and all other life safety systems. Takes immediate action to resolve, correct, and repair violations cited on DHH and SFM inspection reports.
6. Complies with state and local Back Flow Preventer rules and regulations.
7. On a daily basis, issues work orders to the maintenance staff, supports the completion of work orders in a timely fashion, verifies work orders are complete with field visits, assesses the quality of work performed and makes corrections when necessary.
8. Supervises and evaluates maintenance employees with input from site administrators, including recommending the employment of new personnel, scheduling and prioritizing work to be done, approving leave requests, evaluating job performance, including discipline and recommendations for discharge.
9. Inspects all buildings and grounds on a regular basis and evaluates them to ensure safety, cleanliness, preventive maintenance, and energy conservation and makes recommendations to the School Board.
10. Prepares periodic written reports of accomplished work for the Superintendent.
11. Submits regular reports as to the condition of physical facilities, ongoing projects, and proposed projects to the Superintendent and School Board.
12. Works with the superintendent, administrative staff, school principals and school staff/faculty to maintain and upgrade school plant facilities.
13. Prepares and monitors the maintenance budget, maintaining cost of repairs and materials / tools in compliance with budgetary and purchasing regulations.
14. Ensures that workers are supplied with tools, materials and equipment for competition or renovation and repairs projects in the most efficient and safe manner.
15. Prepares a comprehensive, district wide preventive maintenance plan for all buildings, building systems and components, and playground equipment, executes the plan and provides status reports on a quarterly basis or as requested.
16. Takes an active lead in providing continuous training and professional development to the maintenance and custodial staff.
17. Develops and maintains a comprehensive list of all building components and systems, containing but not limited to: component/system make and model number or description, purchase date, repair history, remaining useful life, and estimated replacement date.
18. Develops a system for dealing with emergency repair problems with efficiency.
19. Maintains control of all supplies and equipment used in the maintenance and janitorial departments.
20. Assures completion of preventive maintenance, casualty prevention, and corrective maintenance tasks each month.
21. Compiles the budget for all construction/renovation projects, ensures that all bills are properly coded and monitors the progress of all projects in terms of cost,
22. Works with architects, engineers, consultants, contractors and sub-contractors to determine and maintain constructions schedules,
23. Helps coordinate activities between architects, engineers and construction managers;
24. Develops a job review file which shall include all drawings, warranties, operation and maintenance manuals, liens, etc.,
25. Inspects all projects to determine if construction is in compliance with design specifications,
26. Coordinates with state, local and federal officials to obtain building permits;
27. Assists with disaster recovery and reporting efforts including acting as the School Board’s FEMA contact person;
28. Performs all other duties as assigned by immediate supervisor or by Superintendent
29. Works with School Board Attorney and any other firms or individuals designated by the School Board to manage all land owned by or under the control of the School Board.
30. Maintains an inventory of all land owned by or under the control of the School Board and all files related to such property.
31. Maintains a list of leases, rights-of-way, servitudes and other encumbrances upon School Board land and advises the School Board on any related issues.
32. Responds to all request for information relating to School Board land.
33. Monitors the time records, absences, work orders and status of assigned jobs of all personnel assigned to supervise.
34. Works cooperatively with administrators and co-workers.
35. Dresses appropriately for the job.
36. Participates in meetings as needed.
37. Adheres to Board policies and administrative rules and regulations.
38. Displays proper respect for superiors.
39. Observes professional lines of communication at all times.
40. Maintains confidentiality of records.
41. Serves as an acceptable role model for students, demonstrates personal and intellectual honesty and respects the rights of others.
42. Makes use of constructive criticism and avoids use of sarcasm, undue criticism, inappropriate language and behavior, and use of racial and/or ethnic slurs when dealing with others.
43. Performs any other job-related duties assigned by the designated supervisor.
Duties may be both inside and outside. The employee can be exposed to temperature variations of hot or cold. Surfaces can be wet, slippery and of a variety of inclines and heights. May sometimes work evenings, nights, weekends and holidays as required by job responsibilities.
1) Communicate in standard English both orally and in writing; 2) have ability to accurately give and receive information via tele-communication systems; 3) communicate successfully and pleasantly; 4) accurately compile and access data, summarize information, interpret plans, and provide written and oral reports; 5) Math skills are necessary in purchasing, time keeping, mileage, scheduling, and development / interpretation of construction and repair projects.
Telephone, typewriter, various office machines, computer equipment, micro-computer, facsimile machine, calculator, copy machine, printers, folding machines, intercom, public address system, security alarm system, two-way radio, communication equipment, and other appropriate office
machines. Must be familiar with all tools and equipment used in the maintenance and custodial departments.
Must possess the physical skills and stamina to perform job responsibilities, including, but not limited to sitting, standing, walking, lifting, carrying, climbing, and digging.
Understand and interpret instructions, construction plans, environmental and efficiency reports, and state and federal regulations. Communicates effectively orally and in writing with school system employees, contractors, and other resources. Must be able to conduct personnel in- service training.
1) Conducts activities in group setting maintaining an objective attitude, decorum and diplomacy, tact, and discretion; 2) serves as a resource to the Board, Superintendent, administrators and employees; 3) responds positively to supervision and accepts suggestions for improvement.
Master's degree or Louisiana educational leader/educational leader eligible certificate degree with a minimum of three (3) years building and/or maintenance supervisory experience
-Or
Bachelor's degree in a related field with a minimum of five (5) years building and/or maintenance supervisory experience
-And
· Able to become certified in Program Management (within the 1st year of employment)
· Able to become accredited with DEQ as an inspector for asbestos (within 1 st year of employment)
· Able to become qualified as a Government Pesticide Applicator (within 1 st year of employment)
· Strong Leadership and Communication Skills
· Bachelor’s degree in engineering, construction, architecture, or industrial arts, or military background, with experience in supervision of maintenance and janitorial services.
· 5 years construction/management experience
· Knowledge of building codes and permitting requirements
· Knowledge of state procurement law
· Experience estimating construction projects (preferred)
***********************************
Mr. Burl arrived at 6:41 p.m. and was recorded as present.
ITEM 6a. Public Comment. Mrs. Rebecca Johnson – Request approval of Revised Job Description: Title III Coordinator Compliance Monitor
MOTION BY: Vicknair
SECOND BY: DeFrancesch
MOTION: To approve Revised Job Description: Title III Coordinator Compliance Monitor
Roll Call:
10 Yeas – Holden, Burl, Morris, DeFrancesch, Frizzell, Mamou, Schum, Mitchell-Williams, Vicknair, Wallace
1 Absent – Burl, Triche
The motion carried.
***********************************
ITEM 7. BUSINESS & FINANCE.
ITEM 7a. Public Comment. Ms. Janice Gauthier – Request approval to award Office Supply to the lowest responsive bidder (Louisiana Office Supply)
MOTION BY: Morris
SECOND BY: Frizzell
MOTION: To award the Office Supply bid to Louisiana Office Supply.
Roll Call:
10 Yeas – Holden, Burl, Morris, DeFrancesch, Frizzell, Mamou, Schum, Mitchell-Williams, Vicknair, Wallace
1 Absent – Burl, Triche
The motion carried.
ITEM 7b. Public Comment. Ms. Janice Gauthier - Request Board approval to advertise for a Staff Support Service.
MOTION BY: Mitchell-Williams
SECOND BY: Holden
MOTION: To approve the advertising for a Staff Support Service.
Roll Call:
10 Yeas – Holden, Burl, Morris, DeFrancesch, Frizzell, Mamou, Schum, Mitchell-Williams, Vicknair, Wallace
1 Absent – Burl, Triche
The motion carried.
ITEM 7c. Public Comment. Mrs. Janice Gauthier/Mr. David Andras – Request approval to enter into a new agreement with Verapro Staffing with the new Rate Sheet, not to exceed $200,000 per quarter for six (6) months
MOTION BY: DeFrancesch
SECOND BY: Schum
MOTION: To approve entering into a new agreement with Verapro Staffing with the new Rate Sheet, not to exceed $200,000 per quarter for six (6) months.
Roll Call:
10 Yeas – Holden, Burl, Morris, DeFrancesch, Frizzell, Mamou, Schum, Mitchell-Williams, Vicknair, Wallace
1 Absent – Burl, Triche
The motion carried.
ITEM 8. OLD BUSINESS
ITEM 8a. Mr. Robert Schaff – Request Approval of Revised Policy: KG – Use of Facilities
MOTION BY: Holden
SECOND BY: DeFrancesch
MOTION: To approve Revised Policy: KG – Use of Facilities.
Roll Call:
10 Yeas – Holden, Burl, Morris, DeFrancesch, Frizzell, Mamou, Schum, Mitchell-Williams, Vicknair, Wallace
1 Absent – Burl, Triche
The motion carried.
**********************
FILE: KG
USE OF SCHOOL FACILITIES
GENERAL PROVISIONS
The St. John the Baptist Parish School Board believes that the function of school facilities is to
accommodate approved school programs for students and to assist in meeting the educational, cultural,
civic, social, and recreational needs of the community.
The use of school facilities by the community is considered a secondary function and shall be scheduled
at times which do not interfere with regular school activities and athletic events including play-off games. For this reason school facilities will be available to the community for use only after 4:00 p.m. on school days when a school day does not follow.
REQUEST REFUSAL
The School Board reserves the right to refuse any facilities request which:
Concerns any activities prohibited by state, local, and/or School Board laws and/or policies;
Is made for the purpose of regular commercial ventures or business for profit;
Is made by anyone who has failed to follow policy KG, Use of School Facilities;
Is considered contrary to the best interests of the school system.
Any decision to refuse a request rests with the School Board and/or the Superintendent. School principals may recommend that a request be refused for stated reasons. Should a request be refused by a principal, the organization making the request is obliged to relay the refusal to the Central Office for solicitation of the principal’s “stated reasons.” All like organizations will be treated equitably with regard to refusal of requests.
REQUEST PROVISIONS
The use or school facilities by the community shall be based on a pre-numbered and properly documented Use of Facilities Request/Lease form.
The form must be obtained from the School Board office. When a request form is obtained from the
School Board office the requester must submit the following information:
Organization/User Name
Organization/User Address
KG: Use of Facilities ~ Page | 2
Organization/User telephone Number
Organization/User Contact Person Name
Contact Person Address
Contact Person Telephone Number
The agreement shall contain, but not limited to the following:
A “Hold Harmless” statement having the effect of holding the School Board free from any liability that
may arise while the facilities are in use.
A statement by the user claiming that they have been apprised of, understand and agree with the monetary terms of the agreement and the policy KG, Use of School Facilities.
A statement that the user shall assume all responsibility for damages and/or maintenance expenses
incurred, directly or indirectly resulting from their use.
RENTAL OF SCHOOL FACILITIES (BUILDINGS AND GROUNDS)
The School Board cannot legally absorb any cost for use of its facilities by any non-school system group.
This amounts to a donation of public funds, which is not legal.
School rentals are divided into six categories with the following charges:
*Normal function rental (i.e. wedding receptions, parties, non-school dances, etc.)
These rentals are basically everything that is not rented by a non-profit organization or where a
cooperative endeavor is not entered into. A $200 deposit will be required for normal function rentals. The fees for this type of rental will be for a minimum of four-hour blocks for $200 per block. The function can exceed the allotted four hours by an additional two hours. The user will be charged $75 for all hours over the four hour minimum. The School Board will only accept certified checks, cashier’s checks, money orders or credit cards.
For all normal function rentals the user must provide security through the Sheriff’s office to be present at all times during the function. The user will pay the Sheriff’s office for this security. The school employee assigned to the function will be instructed to cancel the function if a deputy is not present. The deputy(ies) assigned by the Sheriff’s Office names/cell numbers, and email addresses will be provided as a part of the application. The number required is determined by the district (see chart below).
Non-profit organizations – A non-profit organization is an organization approved by the internal
revenue service as non-profit and is not a governmental agency. Proof of such status must be provided. A $200 deposit will be required for nonprofit organizations. The fees for this type of rental will be for a minimum of four-hour blocks for $200 per block. The School Board will only accept certified checks, cashier’s checks or money orders. The deputy(ies) assigned by the Sheriff’s Office names/cell numbers, and email addresses will be provided as a part of the application. The number required is determined by the number of attendees at an event. Requirements are at least 2 deputies required and an additional officer required for every 50 people above 100.
Cooperative endeavors
A cooperative endeavor can be entered into whereby the School Board can absorb some or all of the costs associated with the rental as long as the school system benefits from the use. Only the Board can enter into this type of agreement. The endeavors would need to be presented for school board approval at a regularly scheduled meeting.
Functions given to benefit a community need (i.e. benefit supper)
The School Board recognizes that its buildings are part of the community. If a function is given for a
community need, the person/organization will be charged a flat $200 without a deposit for each four-hour block. The principal will determine a “community need”. His/her decision can be appealed to the
Superintendent and then to the Board. All other rules for the facility will be followed.
School-related function
A school can use its facilities, in conjunction with another organization, for a function that directly
benefits St. John the Baptist Parish School System students. Only the Superintendent can approve this
type of facility use. Because this is school-related, all fees are waived.
Repass Rental
The school can be used for a repass function limited to two (2) hours. The fee will be $50 per hour.
RULES FOR FACILITY USE
One school employee must be present for the opening (unlocking), the use and closing (locking) of any
facility used by a non-school system group.
School system custodians will be used for clean-up after use by any non-school system group. Two
school custodians will be approved for four hours of cleaning or one custodian for eight hours.
The user will be allowed four hours for decorating and must be accompanied by a School Board
employee. Only decorations will be allowed that will not permanently damage the site. The School
Board employee will be approved for those four hours.
After approval of all uses, the principal shall schedule the function and use of custodians.
Under no circumstances shall any furniture or equipment be moved from one school to another except for school related activities.
A school system cook must be present for the entire time of any approved use involving kitchen
equipment. The cook may be approved up to for six hours. In the interest of safety, there shall be no
exception to this provision. After approval of all uses involving kitchen equipment, the lunch department
shall be notified of the particulars to make a determination of and schedule the use of cooks.
KG: Use of Facilities ~ Page | 4
Facility rentals will only be approved if all fees are paid at least two weeks prior to the scheduled event.
All users/renters shall carry General Liability insurance with a limit of no less than $1,000,000 combined
single limit and provide a Certificate of Insurance, as evidence, including St. John the Baptist Parish
School District being named as an Additional Insured. If alcohol is to be consumed during event, the
liability policy shall contain a provision to cover alcohol consumption.
1. Smoking is not allowed! Possessing any lighted tobacco product is prohibited on all school system property and on all school system-owned buses and vehicles. This applies even when students are not on campus and includes parking lots and any other outside portions of school property in addition to all buildings.
2. Alcohol is strictly prohibited!
3. Under no circumstances are FIREARMS allowed on campus!
4. All users of facilities MUST adhere to all fire codes. NO OPEN FLAMES WILL BE PERMITTED ON SCHOOL GROUNDS OR INSIDE OF BUILDINGS.
5. Use of kitchen facilities is not permitted.
6. All rooms and areas are to be left in a clean and orderly condition after usage.
7. When St. John the Baptist Parish Public School officials determine security is needed for an event, it shall be the responsibility of the user of the facility to provide the number of security officials as deemed necessary to cover the event. The user of the facility shall also provide a letter signed by an official of the company providing the security.
USE OF SCHOOL FACILITIES TABLE OF FEES - *Normal Function Rental
|
AREA/FACILITY |
HOURLY RATE |
|
Classroom or Conference Room (air conditioned) |
$20 |
|
Auditorium, Gym or Cafeteria (air conditioned) |
$75 |
|
Gym (no air conditioning) |
$75 |
|
Athletic Field (lighted) |
$75 |
|
Athletic Field (no lights) |
$15 |
|
Sound System (choose from the following: podium microphone, hand-held wireless microphone, microphone stand, CD player, I Phone input/cradle, MP3 input) |
$45 |
|
Custodian |
$32 |
|
Number of custodians to be determined by school |
|
There is no charge for user-provided sound system.
The District reserves the right to increase or decrease the number of required security officers based on the nature and scope of the event.
Costs for school employee supervision, custodial or maintenance services, equipment use or operations or any other special requests will be added to the user fee in an amount equal to the actual costs to the School District.
My acceptance of these procedures, guidelines, and policies certifies that I am either the President of this organization or the President has authorized me to accept the procedures, guidelines, and policies.
Revised: July, 1994 Revised: March, 2009
Revised: September, 1994 Revised: February 17, 2011
Revised: July, 1999 Revised: December 1, 2011
Revised: May, 2003 Revised: September 4, 2014
Revised: June, 2005
Ref: Constitution of Louisiana, Art. VII, Sec.14
La. Rev. Stat. Ann. §§14:91.7, 17:81, 17:240
Board minutes, 4-14-94, 6-3-99, 4-3-03, 3-17-05, 1-14-09, 2-17-11, 9-4-14
**********************
ITEM 9. NEW BUSINESS.
ITEM 9b. Public Comment. Mrs. Janice Gauthier - Status update on outstanding repair projects being handled by fleet mechanic vendor (Tyrone’s Detailing, Wrecker Service, and Auto Repair, LLC)
Mrs. Gauthier gave the following update on outstanding repair projects for our fleet:
On May 17th, a meeting was held with the Fleet Mechanic regarding the summer preventive maintenance. She stated that the mechanic was invited, both verbally and in writing, to this meeting. Regarding that meeting, she presented the following facts to the Committee:
· The mechanic stated that he will have the PMs done on the 39 busses beginning May 29th
· He agreed that the 39 will be ready before the beginning of school (August 7th)
· He agreed to update us weekly on how many have been done
· We assigned the busses for him to PM
Mrs. Gauthier stated that we do have backup fleet repair service in place.
Extensive discussion was held regarding this item.
ITEM 9c. Public Comment. Mrs. Debbie Schum – Motion to terminate fleet mechanic contract with Tyrone’s Detailing, Wrecker Service, and Auto Repair, LLC, after providing 30 days written notice of termination to Tyrone’s Detailing, Wrecker Service, and Auto Repair, LLC, because termination is in the best interest of the school board
MOTION BY: Frizzell
SECOND BY: Vicknair
MOTION: To terminate the fleet mechanic contract with Tyrone’s Detailing, Wrecker Service, and Auto Repair, LLC, after providing 30 days written notice of termination to Tyrone’s Detailing, Wrecker Service, and Auto Repair, LLC, because termination is in the best interest of the school board.
Roll Call:
9 Yeas – Holden, Morris, DeFrancesch, Frizzell, Mamou, Schum, Mitchell-Williams, Vicknair, Wallace
1 Nay – Burl
1 Absent – Triche
The motion carried.
ITEM 9d. Public Comment. Dr. Curt Green/Melissa Watson – Request approval of revised Head Start 2023-2024 Policies and Procedures
MOTION BY: Mitchell-Williams
SECOND BY: Frizzell
MOTION: To approve the revised Head Start 2023-2024 Policies and Procedures as presented.
Roll Call:
10 Yeas – Holden, Burl, Morris, DeFrancesch, Frizzell, Mamou, Schum, Mitchell-Williams, Vicknair, Wallace
1 Absent – Burl, Triche
The motion carried.
ITEM 10. ADMINISTRATIVE MATTERS
ITEM 11. BOARD ITEMS OF INTEREST
ITEM 12. ADJOURNMENT
The agenda having been completed, and there being no further business, there was a
MOTION BY: Frizzell
SECOND BY: Vicknair
MOTION: Motion for adjournment.
Roll Call:
10 Yeas – Holden, Burl, Morris, DeFrancesch, Frizzell, Mamou, Schum, Mitchell-Williams, Vicknair, Wallace
1 Absent – Burl, Triche
The motion carried.
The meeting adjourned at 7:17 p.m.
________________________________ ________________________________
Rebecca Johnson, Secretary Shawn Wallace, President