SEPTEMBER 10, 2013

                                                                                                DRAFT

THE VERNON PARISH SCHOOL BOARD CONVENED IN REGULAR SESSION AT 5:00PM., 201 BELVIEW ROAD, LEESVILLE, LOUISIANA.  PRESIDENT GLEASON CALLED THE MEETING TO ORDER AND ON ROLL CALL THE FOLLOWING MEMBERS WERE PRESENT:

RANDI GLEASON, PRESIDENT

VERNON L. TRAVIS JR.

MEL HARRIS

ROBERT PYNES JR.

DOUG BRANDON

JERRY L. JEANE

RICHARD SCHWARTZ

RANDY MARTIN

STEVE WOODS

MICHAEL PERKINS

GERALD COOLEY

ABSENT:              JOHN BLANKENBAKER, COL. T. GLENN MOORE

There was also present Mr. Jackie D. Self, Secretary of the Board.

The meeting was opened in prayer by Randi Gleason.

The Pledge of Allegiance was led by Randi Gleason.

On motion of Mel Harris, seconded by Jerry Jeane, the Board voted to approve the minutes of the September 5, 2013 regular meeting and dispense with the reading of the minutes.

Chad Hagan and Kem Johnson presented the annual 4-H Report.  Certificates were presented to 4-H members for their accomplishments and they were congratulated by the Board for their dedication and hard work.  Mrs. Johnson provided information on various 4-H projects.

On motion of Robert Pynes, seconded by Jerry Jeane, the Board voted to rescind the request to declare the school psychologist position as “critical shortage”. 

On motion of Gerald Cooley, seconded by Richard Schwartz, the Board voted to approve the Pupil Progression Plan for 2013-2014. 

On motion of Doug Brandon, seconded by Randy Martin, the Board voted to accept the following employee retirements:

Haymon, Floyd, bus driver/AHS

Paddy, Carol, sped aide/ELE

Owens, Lettie, teacher/RES

On motion of Vernon Travis, seconded by Jerry Jeane, the Board voted to approve budget amendments related to personnel changes.

On motion of Doug Brandon, seconded by Randy Martin, the Board voted to authorize the president and secretary to pay the claims.

Vernon Travis reported that the Finance Committee had met and Tim Ward, Finance Director, discussed the budgets for 2013-2014.  On motion of Vernon Travis, seconded by Jerry Jeane, the Board approved the following budgets:

September 10, 2013

Vernon Parish School Board

201 Belview Road

Leesville, LA  71446

Re:  Executive Summary for the 2013-2014 Operating Budget

Dear Board Members:

The budget for the Vernon Parish School Board for the fiscal year July 1, 2013 through June 30, 2014 is hereby submitted.

The board will be asked to approve the 2013-2014 Operating Budget on September 10, 2013.  The proposed resolution follows.

Before the resolution is acted upon, The Board will receive comments and recommendations from the Finance Committee and the public.  The Finance Committee will review the budget on September 10th and a Public Hearing will be held at that time.

Budget Summary

The Vernon Parish School Board is the second largest employer in the parish.  Total budget revenues are $117.3 million and total budgeted expenditures are $116.6 million.

The purpose of each fund and an overview of the changes from last year are:

General fund educational activities are accounted for in the General Fund and are supported by local taxes, state entitlements, and federal grants.

The Special Revenue Fund accounts for the proceeds of specific revenue sources that are legally restricted to the expenditures for specific purposes.

The Debt Service Fund is used to accumulate monies for the payment of outstanding bond issues.

Debt service funds are not required to be included in this budget plan.

The Capitol Projects Fund accounts for financial resources to acquire, construct, and improve public school facilities in nine (9) school districts.

Capitol project funds are not required to be included in this budget plan.

Budget Guidance

In developing the budget for FY 2013-2014, the administrative staff was given the following short term and financial operational policies:

1.       Salary estimates include “step increases”

2.       Half of MFP increase budgeted as teacher salaries.

3.       To prepare estimates based on a student population of 9032.

4.       To use employer contribution rates of 27.2% for Teachers Retirement System and 32.3% for Louisiana School Employees Retirement

5.       To use the indirect cost rate of 6.8428 %

6.       To budget an increase retirement and insurance costs of $1 million.

7.   To budget for decreased student enrollment and possible decrease in personnel.

Budget Concerns

The uncertainty of Department of Defense Funding and Impact Aid Funding make the goal of using these funds only for non-recurring expenses imperative.

The student count has been a major area of concern. From 2008-2010 we had increase in student count of 478 students. In 2010-2011 we had our first decrease in three years by 82 students but in 2011-2012 we were back up by 254 students. In 2012-2013 we had one of largest losses of students in recent years, 406 students. We are actually looking at our count holding steady at this time.

Another area of concern is the loss of state funding for a number of programs such as summer school and tutoring. We have had to look to other sources to replace these funds. Also federal stimulus money has ended which was a source to help offset the reduction in state funding.

The preparation of this report could not have been accomplished without the efficient and dedicated services of the entire staff of the Business Department.  We want to express our appreciation to them for this assistance.

We also thank the members of the Board for their interest and support in planning and conducting the financial operations of the School System in a responsible and progressive manner.

_____________________________                               _____________________

Jackie Self, Superintendent                                                  Tim Ward.

Vernon Parish Schools                                                         Director of Finance

BUDGET RESOLUTION

The following resolution was offered by Vernon Travis and seconded by Doug Brandon.

A resolution adopting, finalizing, and implementing the General Fund, Special Revenue, and Consolidated Fund Budgets of the Vernon Parish School Board for the fiscal year beginning July 1, 2013 and ending June 30, 2014, which was accompanied by this budget adoption resolution; and

WHEREAS, the proposed Consolidated, General Fund, and the Special Revenue Fund Budgets and the accompanying budget adoption resolution have been submitted to this School Board for review and consideration; and

WHEREAS, notice of the public hearing on the proposed Consolidated, General Fund, and Special Revenue Fund Budgets, notice of the availability of the proposed budgets for review at such hearing and a general summary of the proposed budgets have been timely published in the Leesville Daily Leader; and

WHEREAS, a public hearing on the proposed Consolidated, General Fund, and Special Revenue Fund Budgets has now been reviewed and considered; now

THEREFORE BE IT RESOLVED by the School Board that the proposed Consolidated, General Fund, and Special Revenue Budgets are hereby approved, adopted, and finalized.

BE IT FURTHER RESOLVED actual revenues, expenditures and fund balances for the year ended June 30, 2013 are hereby adopted as the amended budgets for the year, in compliance with the requirements of the state law.

BE IT FURTHER RESOLVED that the Secretary-Treasurer of the School Board, Jackie Self, or his successor, is hereby authorized and in her sole discretion, to make such changes within the various budget classifications as she may deem necessary provided that any reallocation of funds affecting in excess of five percent (5%) of the projected revenue collections must be approved in advance by action of the School Board at a meeting duly noticed and convened.

BE IT FURTHER RESOLVED that the Superintendent of the School Board, Jackie Self, or his successor, in her capacity as chief administrative officer of the School Board, is hereby directed to advise the School Board when:

1.             Revenue collections plus projected revenue collections for the remainder of the year, within a fund, are failing to meet estimated annual budgeted revenues by five percent (5%) or more, or

2.             Actual expenditures plus projected expenditures for the remainder of the year, within a fund, are exceeding the estimated budgeted expenditures by five percent (5%) or more, or

3.             The actual beginning fund balance, with a fund, fails to meet the estimated beginning fund balance of five percent (5%) or more, and the fund balance is being used to fund current year expenditures.

BE IT FURTHER RESOLVED that the Secretary-Treasurer of the School Board, Jackie Self, or his successor, shall certify completion of all actions required by Louisiana R.S. 39:1306 by publishing a notice of the minutes of the meeting in the Leesville Daily Leader.

This Resolution having been submitted to a vote, the vote thereon was as follows:

YEAS:  11                             NAYS:  0               ABSTAINING:  0               ABSENT:              1

In other business, Superintendent Self reminded Board members of the Millage Renewals on November 16, 2013.

On motion of Steve Woods, seconded by the Board, the Board adopted the following memorial resolution:

R E S O L U T I O N

                WHEREAS, the members of the Vernon Parish School Board wish to express their sincere sympathy to the family of Linda Kay Garner who recently passed away; and

                WHEREAS, Mrs. Garner was the aunt of Kim Hoecker, teacher at South Polk Elementary, and the sister-in-law of Ruth Ann Westmoreland, counselor at Anacoco High School and Carol Westmoreland, retired teacher at Evans; and

                WHEREAS, Mrs. Garner was a resident of Baton Rouge and she will be greatly missed by her family and friends; now

                BE IT THEREFORE RESOLVED that the Vernon Parish School Board requests a copy of this memorial resolution be sent to her family at this time of sadness.

On motion of Randy Martin, seconded by the Board, the Board adopted the following memorial resolution:

R E S O L U T I O N

                WHEREAS, the Vernon Parish School Board takes this means to express their sympathy to the family of Vertna Leo Horn who recently passed away; and

                WHEREAS, Mr. Horn was the husband of Voncil Bailey, retired bus driver for Vernon Parish Schools; and

                WHEREAS, Mr. Horn was a longtime resident of Vernon Parish and he will be greatly missed by his family and friends; now

                BE IT THEREFORE RESOLVED that the Vernon Parish School Board requests a copy of this memorial resolution be sent to his family at this time of sadness.

There being no further business, on motion of Doug Brandon, seconded by the Board, the meeting was adjourned.

______________________________

RANDI GLEASON, PRESIDENT

ATTEST:

_________________________________

JACKIE D. SELF, SUPERINTENDENT