JUNE 6, 2017                                          

DRAFT

THE VERNON PARISH SCHOOL BOARD CONVENED IN REGULAR SESSION AT 10:00 A.M., 201 BELVIEW ROAD, LEESVILLE, LOUISIANA.  VICE-PRESIDENT DAVIS CALLED THE MEETING TO ORDER AND ON ROLL CALL THE FOLLOWING MEMBERS WERE PRESENT:

ANGIE DAVIS, VICE-PRESIDENT

DOUG BRANDON

DAVID DETZ

VERNON L. TRAVIS JR.

JIM SEAMAN

ROBERT PYNES JR.

JACKIE SELF

JOHN BLANKENBAKER

RANDY MARTIN

SHAD STEWART

GERALD COOLEY

ABSENT:           STEVE WOODS, COL. DAVID G. ATHEY

There was also present Mr. James Williams, Secretary of the Board.

The meeting was opened in prayer by David Detz.

The Pledge of Allegiance was led by David Detz.

On motion of David Detz, seconded by Vernon Travis, the Board voted to approve the minutes of the June 1, 2017 regular meeting and dispense with the reading of the minutes.

On motion of John Blankenbaker, seconded by Jackie Self, the Board accepted the following retirements:

Cleveland, Rita, teacher/PES

Chance, Vicki, sped aide specific/Hornbeck

Blackmon, Kimberly, teacher/RHS

Haymon, Rodney, custodian/AES

Benge, Linda, teacher/Simpson

On motion of Gerald Cooley, seconded by Doug Brandon, the Board voted to approve the following Leave Without Pay requests:

Lee, Linda, custodian/RHS-LWOP 5-19-17/8-15-17

Causey, Lisa, teacher/ELE-LWOP-8-7-17/5-25-18

Gavin, Tammy, teacher/Parkway-LWOP 8-7-17/5-25-18

On motion of Jim Seaman, seconded by Vernon Travis, the Board voted to adopt the following new/revised policies:

PURCHASING

All purchasing for the school district to be paid from Vernon Parish School Board funds shall be made by the Superintendent or designee in conformance with regulations and procedures of the School Board and the laws pertinent to state and federal agencies. Budget allocations for specific purposes shall constitute advance School Board approval for all purchases except in such cases as state law or School Board policy may require. No debt shall be contracted in the name of the Vernon Parish School Board without action by the School Board, except those items which are provided for in the regular budget.  Purchases shall be made at the lowest possible cost to the school system consistent with the system specifications of quality and service.  

All purchase orders shall be properly signed by the Superintendent or his/her designee.

Each principal shall assure that purchases by the individual school shall be made in accordance with administrative regulations and procedures developed by the Superintendent and staff and the laws pertinent to state and federal agencies.

No employee, officer or agent of the Vernon Parish School Board shall participate in the selection, award, or administration of a contract or purchase of supplies, materials and equipment if a conflict of interest, real or apparent, would be involved.  School Board employees shall neither solicit nor accept gratuities, favors or anything of monetary value from contractors, potential contractors, or parties to subagreements.  All purchasing shall comply with the U.S. Department of Education Department General Administrative Regulations (EDGAR), the Louisiana Public Bid Law, the Louisiana Code of Governmental Ethics, the Louisiana Procurement Code, and applicable state or federal regulations, as applicable.

PROCUREMENT METHOD

Depending on the funding source and purchase amount, the following procurement methods shall be used:

The School Board may choose by resolution to adopt the Louisiana Procurement Code in part or in its entirety.  The School Board may also purchase from vendors with state contracts that have been pre-approved by the Office of State Procurement (OSP).

USE OF FEDERAL FUNDS

Procurement of materials and supplies made when using federally generated funds shall follow the appropriate procurement method as summarized in the above chart.

Solicitations from Small and Minority Businesses, Women’s Business Enterprises, and Labor Surplus Area Firms

When spending federal funds, the Vernon Parish School Board shall take all necessary affirmative steps to assure that minority businesses, women’s business enterprises, and labor surplus area firms are used when possible.  Affirmative steps shall include:

1.             Placing qualified small and minority businesses and women’s business enterprises on solicitation lists;

2.             Assuring that small and minority businesses, and women’s business enterprises are solicited whenever they are potential sources;

3.             Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority businesses and women’s business enterprises;

4.             Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority businesses and women’s business enterprises;

5.             Using the services and assistance, as appropriate, of such organizations as the Louisiana Economic Development Agency, and Small Business Administration and the Minority Business Development Agency of the United States Department of Commerce; and

6.             Requiring the prime contractor, if subcontracts are to be let, to take the affirmative steps listed in paragraphs 1 through 5 of this section.

Exclusion or Rejection of Quotes or Bids

A contract award or a purchase made with federal funds shall not be made to parties listed on the government-wide exclusions in the System for Award Management maintained by the U.S. Government, which contains the names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority.

USE OF STATE FUNDS

Procurement of materials and supplies when using state or locally generated funds shall follow the procurement method as summarized in the above chart.  As noted in the chart, the procurement method may be dependent on whether the School Board has adopted the provisions of Title 38 or Title 39 of the Louisiana Statutes as it pertains to the actual purchase.

Financing Purchases

The School Board may finance the purchase of equipment or other movable property to be used by the School Board by entering into an installment sale, lease, or similar agreement with any lender or other person.  Such agreement shall be subject to approval of the State Bond Commission in accordance with statutory provisions.  No individual school or employee shall obligate the School Board without proper school system personnel knowledge and approval.

Use of State Contract

If equipment, materials or supplies are available from a State of Louisiana Contract, the Superintendent and/or his/her designee may approve the purchase without using one of the purchasing procedures outlined in statutory provisions, if advantageous to the School Board.

The School Board may also piggyback, or purchase materials and supplies on valid contracts of other political subdivisions.  In doing so, the School Board shall obtain documentation from the other agency that clearly demonstrates the contract was previously bid and is a viable contract.  The price paid by the School Board shall be the same as the contract’s bid price.

Louisiana Procurement Code

State law authorizes School Boards to adopt all or any part of the Louisiana Procurement Code as contained in state statutes (La. Rev. Stat. Ann. '39:1551-39:1755).  For proper and efficient operations, the Vernon Parish School Board may adopt, by resolution or otherwise, pertinent provisions of the Louisiana Procurement Code, accompanying administrative regulations as promulgated in the Louisiana Procurement Code, as well as guidelines and policies issued by the state’s Office of State Purchasing relevant to the procurement of materials, supplies, merchandise, and other types of property.

Sole Source Provider

The School Board may award a contract for the purchase of supplies, services, or major repairs without competition when the Superintendent or designated employee has determined, in writing, that there is only one source for the supply, service, or major repair item(s) to be acquired.  Pertinent procedures for purchasing such items from a sole source shall be as outlined in the State of Louisiana Office of State Purchasing's Purchasing Rules and Regulations.

Qualified Group Purchasing Organizations

A qualified group purchasing organization means an organization, whether for profit or not for profit, of which two (2) or more public school districts are members and which solicits proposals or bids from vendors of services, materials, equipment, or supplies of the type and nature as may be purchased by a public school district or public school.

The School Board may enter into an agreement with: (A) one or more School Boards to form a qualified group purchasing organization; or (B) one or more qualified group purchasing organizations for the purchase of services, materials, equipment, and supplies, including installation thereof.  Any such agreement shall require that the qualified group purchasing organization submit a price list for those materials and supplies offered by it and that the prices quoted on the list remain in effect for a stated period of time of not less than three (3) months. Any such price list shall be considered, for all purposes, to be a valid and binding bid by the qualified group purchasing organization during the effective period of the agreement, and no additional bid by the qualified group purchasing organization is necessary.

The School Board may purchase equipment from a qualified group purchasing organization if the price for such equipment is less than that for the same or substantially similar equipment on the state bid list.

Competitive Online Solicitation

The School Board may use a reverse auction or competitive online solicitation process on the Internet for the purchase of equipment, supplies, and other materials in lieu of the more formal bid process when the School Board’s procurement officer determines that the electronic bidding is more advantageous and in the best interests of the School Board.

Prior to the use of a competitive online solicitation process, the School Board may require that: 

1.          Vendors register before opening dates and time, and as part of the registration, require that the vendors agree to any terms and conditions and other requirements of the solicitation.

2.          Vendors be prequalified prior to placing bids and allow only bidders who are prequalified to submit bids.

3.          The solicitation shall designate an opening date and time and the closing date and time.  The closing date and time may be fixed or remain open depending on the structure of the item being bid.

4.          At the opening date and time, the School Board shall begin accepting online bids and continue accepting bids until the bidding is officially closed.  Registered bidders shall be allowed to lower the price of their bid below the lowest bid posted on the Internet until the closing date and time.

5.          Bidders’ identities shall not be revealed during the bidding process; only the successively lower prices, ranks, scores, and related bid details shall be revealed.

6.          All bids shall be posted electronically and updated on a real-time basis.

7.          The School Board shall retain the right to cancel the solicitation if it determines that it is in the School Board’s best interest.

8.          The School Board shall retain its existing authority to determine the criteria that will be used as a basis for making awards.

Adequate public notice for purchases using a reverse auction or competitive online solicitation process shall be given as follows:

1.          The advertisement or notice shall be published two (2) times in a newspaper in the locality, the first advertisement to appear at least fifteen (15) days before the opening date of the reverse auction.  In addition to the newspaper advertisement, the School Board may also publish an advertisement by electronic media available to the general public.

2.          The first publication of the advertisement shall not occur on a Saturday, Sunday, or legal holiday.

VENDORS

The Vernon Parish School Board shall seek business and bids from all eligible vendors, regardless of race, creed, color, sex, national origin, age or handicap.  No favoritism shall be extended to any vendor.  Each order shall be placed on the basis of quality, price and delivery; past services being a factor if all other considerations are equal.

No person officially connected with or employed by the Vernon Parish School Board shall be an agent for, or have any pecuniary or beneficial interest in or receive any compensation or reward from any vendor for the sale of supplies, materials, equipment, services or public works contracts.

No employee of the Vernon Parish School Board shall solicit or accept, directly or indirectly, anything of economic value as a gift or gratuity from any vendor representative or agent of a vendor, or a prospective vendor or contractor.

Revised:  November, 2011

Revised:  September, 2016

Revised:  May, 2017

Ref:      2 CFR 200 (Uniform Administrative Requirements, Cost Principals, and Audit Requirements for Federal Awards), 48 CFR 2.101 (Definitions); La. Rev. Stat. Ann. ''33:4712.7, 38:2211, 38:2212, 38:2212.1, 38:2214, 38:2218, 38:2219, 38:2271, 39:1551, 39:1552, 39:1553, 39:1554, 39:1554.1, 39:1556, 39:1557, 39:1558, 39:1597, 39:1710; Board minutes, 12-6-11, 11-10-16.

BIDS AND QUOTATIONS

PUBLIC WORKS

The Vernon Parish School Board shall advertise and let by contract, except in cases of emergencies as provided below, all public work exceeding $150,000or such sum as allowed by law, including labor, materials, equipment, and administrative overhead not to exceed fifteen percent (15%).  The contract shall be awarded to the lowest responsible bidder who has bid according to the contract, plans, and specifications advertised.  Public works which are estimated to cost less than the contract limit may be undertaken by the School Board with its own employees.

As an evidence of good faith of the bidder, the School Board shall require bidders for construction, improvement, repair, or other work to attach to the bid submitted, a bid bond, certified check, or cashier's check for not more than five percent (5%) of the contract work to be done.  The School Board may require a bid bond or certified or cashier's check of not more than five percent (5%) of the estimated price on bids taken for supplies and materials.

When any bid is accepted for construction or doing any public works, a written contract shall be entered into by the successful bidder and the School Board, and the successful bidder shall furnish a bond in an amount not less than one-half of the amount of the contract, for the faithful performance of his or her duties.

When using state or locally generated funds, under no circumstances shall there be a division or separation of any public work project into smaller projects, which division or separation would have the effect of avoiding the requirement that public work be advertised and let by contract to the lowest responsible bidder in accordance with statutory provisions.

The School Board shall retain the option of requiring all bids that are let out for public works be submitted electronically.

MATERIALS AND SUPPLIES

All purchases of materials or supplies exceeding the sum of $30,000 to be paid out of public funds shall be advertised and let by contract to the lowest responsible bidder who has bid according to the specifications as advertised.  In addition, purchases of materials or supplies of at least $10,000, but not more than $30,000, shall be made by obtaining not less than three (3) documented quotations.   A written confirmation of the accepted offer shall be obtained and made a part of the purchase file. The School Board may require a written contract or bond when purchasing the materials or supplies.  If quotations are received that are lower than the quote accepted, a notation shall be entered into the file as to the reasons for rejection of the lower quotes.

When using state or locally generated funds, purchases cannot be divided by departments or by a school if the effect is to evade the state's public bid law.  Purchases of commodities that are bought in small but recurring amounts through the year shall be bid on an annual basis.

The School Board shall retain the option of requiring all bids that are let out for materials and supplies be submitted electronically.

In lieu of formal bids, the School Board may use a reverse auction or competitive online solicitation process for the purchase of equipment, supplies, and other materials, as outlined in policy DJE, Purchasing.

EMERGENCIES

In cases of an emergency or extreme emergency when time is not sufficient to advertise for bids for public works or purchase of materials, the School Board or designee is permitted by law to declare through resolution that a public emergency or extreme public emergency exists and extend a contract for more than the sums mentioned without going out to bid. However, in such cases every effort shall be made by School Board personnel to secure competitive quotations. The accepted quote shall be confirmed and documented in writing.  State law permits a person designated by the School Board to declare the existence of an extreme public emergency. This designated person shall be the Superintendent and/or his/her designee. Notices of an emergency or extreme emergency shall be published in the School Board’s official journal within ten (10) days of the emergency being certified by the School Board or designee.

An emergency is defined by La. Rev. Stat. Ann. §38:2211 as

“An unforeseen mischance bringing with it destruction or injury of life or property or the imminent threat of such destruction or injury or as the result of an order from any judicial body to take any immediate action which requires construction or repairs absent compliance with the formalities of this Part, where the mischance or court order will not admit of the delay incident to advertising as provided in this Part."

An extreme public emergency is defined by La. Rev. Stat. Ann. §38:2211 as

“A catastrophic event which causes the loss of ability to obtain a quorum of the members necessary to certify the emergency prior to making the expenditure to acquire materials or supplies or to make repairs necessary for the protection of life, property, or continued function of the public entity.”

BID ADVERTISEMENTS

All advertisements for bids for public works shall appear in the newspaper selected as the official journal for the School Board, except in emergencies as may be declared by the School Board.  Any advertisement for any contract for public works, when published, shall appear once a week for three (3) different weeks in a newspaper in the locality and the first advertisement shall appear at least twenty-five (25) days before the opening of bids. Any advertisement for any contract or purchase of materials or supplies shall be published two (2) times in a newspaper in the locality, the first advertisement appearing at least fifteen (15) days prior to the opening of bids. 

In addition to newspaper advertisements, the School Board shall also publish advertisements and accept bids by electronic media in accordance with uniform standards promulgated by the state.  In any advertisement, the first publication shall not occur on a Saturday, Sunday, or legal holiday.    

If the School Board issues or causes to be issued on a public work exceeding the contract limit set by state law, any addendum modifying plans and specifications within a period of seven (7) days prior to the advertised time for opening of bids, excluding Saturdays, Sundays, and any other legal holidays, the School Board shall transmit a copy of the addendum to all prime bidders who have requested bid documents.  The transmission shall be completed within twenty-four (24) hours of the issuance of the addendum, and may be delivered by either facsimile transmission (fax), e-mail, other electronic means, or by hand provided the prime bidder has supplied the fax number or e-mail address to the School Board.  In addition, a copy of the addendum shall be sent by regular mail.  If the addendum cannot be transmitted by fax, e-mail, other electronic means, or hand delivered, the School Board shall be required to postpone the bid opening by at least seven (7) days.

The School Board shall not issue or cause to be issued any addendum modifying plans and specifications within a period of seventy-two (72) hours prior to the advertised time for the opening of bids, excluding Saturdays, Sundays, and any other legal holidays; however, if the necessity arises to issue an addendum modifying plans and specifications within the seventy-two hour (72) period prior to the advertised time for the opening of bids, then the opening of bids shall be extended at least seven (7), but not more than twenty-one (21) working days, without the requirement of re-advertising.  The addendum shall state the revised time and date for the opening of bids.

OPENING OF BIDS

All bids shall be opened in public in the presence of one or more witnesses, at the time and place designated in the invitation for bids.  Each bid, together with the name of the bidder, shall be recorded and open to public inspection.  However, the School Board shall not accept or take any bids including receiving any hand delivered bids, on days which are recognized as holidays by the United States Postal Service. 

BID AWARD

In order to protect the integrity of the competitive bidding process, the determination of responsiveness by the bidder must be made from the bid documents at the time of the bid opening.  Any deviation from that which is required by the bid solicitation, or failure to supply required information or fill in the line items on the bid schedule, may result in the bid being rejected as non-responsive.

The Superintendent and/or other appropriate administrators shall review, summarize and report bids to the School Board with recommendations for bid award unless the School Board grants permission for staff to evaluate, award, and notify the School Board at a later date.

DISQUALIFICATION OF BIDDER

If the School Board proposes to disqualify any bidder for non-responsiveness, the School Board shall give written notice of the proposed disqualification to such bidder and include in the written notice all reasons for the proposed disqualification.

If the School Board proposes to disqualify any bidder for non-responsibility (the possibility that the bidder may not satisfactorily fulfill the contract being bid), the School Board shall:

1.          Give written notice of the proposed disqualification to such bidder, and include in the written notice all reasons for the proposed disqualification;

2.          Give such bidder, who is proposed to be disqualified, the opportunity to be heard at an informal hearing at which such bidder is afforded the opportunity to refute the reasons for the disqualification; and

3.          Conduct the informal hearing prior to the award of the public work.

No award of the contract for the public work shall be made by the School Board prior to the expiration of at least five (5) working days following the date of issuance of the written ruling from the informal hearing.

EXCLUSION/REJECTION OF BIDS

The School Board, after the opening of bids, shall require each bidder or bidding entity to attest or submit an attestation that the sole proprietor, partner, incorporator, director, manager, officer, or other like individual who owns at least ten percent (10%) of the bidding entity, has not been convicted of, or has not entered a plea of guilty or nolo contendere (no contest) to any of the crimes or equivalent federal crimes listed in La. Rev. Stat. Ann. §38:2227.

In awarding bids or contracts, the School Board shall be authorized to reject the lowest bid from a business in which any individual with ownership interest of five percent (5%) or more has been convicted of, pled guilty or nolo contendere to any a state felony crime or equivalent federal crime committed in the solicitation or execution of a contract or bid under the state laws governing public contracts; professional, personal, consulting, and social services procurement; or the Louisiana Procurement Code.

Any contract between the School Board and a person or entity entered into as a result of fraud, bribery, corruption, or other criminal acts, for which a final conviction has been obtained, shall be null and void.

Any person whose conviction causes the nullity of a contract shall be responsible for payment of all costs, attorney fees, and damages incurred in the rebidding of the contract.

Revised:  December, 1991                                                Revised:  November, 2003

Revised:  December, 1992                                                Revised:  September, 2004

Revised:  November, 1993                                                Revised:  November, 2006        

Revised:  December, 1995                                                Revised:  October, 2009

Revised:  October, 1997                                                                 Revised:  November, 2010

Revised:  November, 1999                                                Revised:  November, 2011

Revised:  November, 2001                                                Revised:  May, 2017

Revised:  June, 2002

Revised:  August, 2003

Ref:      2 CFR 200 (Uniform Administrative Requirements, Cost Principals, and Audit Requirements for Federal Awards), 48 CFR 2.101 (Definitions); La. Rev. Stat. Ann. §§9:2716, 9:2717, 38:2181, 38:2182, 38:2211, 38:2212, 38:2212.1, 38:2212.9, 38:2214, 38:2218, 38:2227, 38:2241, 38:2251, 38:2271, 39:1551, 39:1552, 39:1553, 39:1554, 39:1554.1, 39:1556, 39:1557, 39:1558, 39:1597, 39:1710; Board minutes, 12-4-03, 10-12-04, 2-1-07, 1-12-10, 12-2-10, 12-6-11.

CHILD ABUSE

The Vernon Parish School Board shall endeavor to ensure that all instances of child abuse and/or neglect are reported in accordance with appropriate state and local laws and regulations.  Therefore, the School Board directs that all school personnel be informed of their responsibilities under law as mandatory reporters when performing their occupational duties.

DEFINITIONS

Abusemeans any one of the following acts which seriously endanger the physical, mental, or emotional health of the child:

             1.          The infliction, attempted infliction, or, as a result of inadequate supervision, the allowance of the infliction or attempted infliction of physical or mental injury upon the child by a parent or any other person.

             2.          The exploitation or overwork of a child by a parent or any other person.

             3.          The involvement of the child in any sexual act with a parent or any other person, or the aiding or toleration by the parent or the caretaker of the child's sexual involvement with any other person or of the child's involvement in pornographic displays, or any other involvement of a child in sexual activity constituting a crime under the laws of this state.

Caretakermeans any person legally obligated to provide or secure adequate care for a child, including a parent, tutor, guardian, legal custodian, foster home parent, an employee of a public or private day care center, an operator or employee of a registered family child day care home, or other person providing a residence for the child.

Child, for purposes of child abuse, is defined as a person under eighteen (18) years of age, who prior to juvenile proceedings, has not been judicially emancipated or emancipated by marriage.

A mandatory reporter is any person considered to be a teaching or child care provider performing their occupational duties, such as any person who provides or assists in the teaching, training, or supervision of a child, including any public or private teacher, teacher’s aide, instructional aide, school principal, school staff member, bus driver, coach, social worker, or any individual who provides such services to a child in a voluntary or professional capacity.

Neglectmeans the refusal or willful failure of a parent or caretaker to supply the child with necessary food, clothing, shelter, care, treatment, or counseling for any injury, illness, or condition of the child, as a result of which the child's physical, mental, or emotional health is substantially threatened or impaired.  In accordance with statutory provisions, the inability of a parent or caretaker to provide for a child due to inadequate financial resources shall not, for that reason alone, be considered neglect. Whenever, in lieu of medical care, a child is being provided treatment in accordance with the tenets of a well‑recognized religious method of healing which has a reasonable, proven record of success, the child shall not, for that reason alone, be considered to be neglected or maltreated.  However, nothing herein shall prohibit the court from ordering medical services for the child when there is substantial risk of harm to the child's health or welfare.

PROCEDURE FOR REPORTING CHILD ABUSE/NEGLECT

Any mandatory reporter, notwithstanding any claim of privileged communication, who has cause to believe that a child's physical or mental health or welfare is endangered as a result of abuse or neglect, as defined by this policy, or that abuse or neglect was a contributing factor in a child's death, in accordance with statutory provisions, shall report immediately suspected abuse/neglect in accordance with the following:

1.          When the mandatory reporter suspects that a child has been abused/neglected, he/she shall immediately:

A.          When the suspected abuser is believed to be a parent or caretaker, make the report to the Department of Children and Family Services through the designated state child protection reporting hotline telephone number.

B.          When the abuse or neglect is believed to be perpetrated by someone other than a parent or caretaker, and a parent or caretaker is not believed to have any responsibility for the abuse or neglect, make the report to a local or state law enforcement agency.

Dual reporting to both agencies is permitted.

2.          If the initial report was in oral form, it shall be followed by a written report on the approved form, which written report shall be delivered within five (5) days to the local child protection agency or the local law enforcement agency to whom the initial report was made.

             The report shall contain the following information, if known:

A.            The name, address, age, sex, and race of the child.

B.            The nature, extent, and cause of the child's injuries or endangered condition, including any previous known or suspected abuse to this child or the child's siblings.

C.            The name and address of the child's parent(s) or other caretaker.

D.            The names and all the ages of all other members of the child's household.

E.            The name and address of the reporter.

F.             An account of how this child came to the reporter's attention.

G.            Any explanation of the cause of the child's injury or condition offered by the child, the caretaker, or any other person.

H.            The number of times the reporter has filed a report on the child or the child’s siblings.

I.              Any other information which the reporter believes might be important or relevant.

The report shall also name the person or persons who are thought to have caused or contributed to the child's condition, if known, and the report shall contain the name of such person if he/she is named by the child.

INVESTIGATION OF REPORTS

Admission of the investigator on school premises or access to the child in school shall not be denied by school officials.

ALLEGATION AGAINST SCHOOL EMPLOYEES OR VOLUNTEERS

When an employee is accused of the use of impermissible corporal punishment or moral offenses involving students, the principal shall initiate an investigation (see procedures under policy GAMC, Employee Investigations).  If the offender is a central office employee, or principal, the immediate supervisor will initiate an investigation.

Upon any school employee receiving a report of, or information about, child abuse, against another school employee or volunteer, and the employee receiving said information has cause to believe the truthfulness thereof, the reporting procedure as outlined in this policy shall be followed, depending upon whether the employee or volunteer is considered a caretaker or someone other than a caretaker.

The school employee shall also, as soon as reasonably possible, notify the appropriate immediate supervisor of the accused individual, and that supervisor in turn will as soon as reasonably possible, notify the Superintendent or designee.  The Superintendent and the School Board's attorney will determine what appropriate action the school system may take over and above the investigation being conducted by the appropriate state agency. In any incident involving an employee or volunteer which is reported to the Superintendent or designee, the person shall be removed from all activities involving direct contact with students until the matter is resolved.

ALLEGATIONS OF SEXUAL OFFENSES

The Superintendent or his/her designee shall be required to notify the local law enforcement agency of any allegation made by a student of the commission of a sex offense as defined by La. Rev. Stat. Ann. §15:541.  Such notification shall be made by the Superintendent or his/her designee within twenty-four (24) hours of the time the student notified the Superintendent or other appropriate personnel.  Any school employee who receives information from a student concerning the possible commission of a sexual offense shall immediately inform the Superintendent and/or his/her designee.

CONFIDENTIALITY

The circumstances and information of the initial report, the fact that a report was made to an agency, and the written report shall be held in confidence and shall not be disseminated to third parties other than those persons or agencies designated by this policy or required by state law.  Any written report or other written information regarding the report shall be kept in a confidential file separate from the child's routine school records and accessible only by the principal/designee/supervisory employee or by court order.

INSERVICE TRAINING

At the beginning of each school year, each principal shall provide mandated inservice training for mandatory reporters and other school personnel and volunteers on how to recognize and report suspected child abuse or child neglect.  Each employee and volunteer shall sign a form indicating he/she has received and understands the guidelines for reporting child abuse/neglect.

IMMUNITY FROM LIABILITY

Any person who in good faith makes a report, cooperates in any investigation arising as a result of such report, or participates in judicial proceedings authorized under the Louisiana Children's Code shall have immunity from civil or criminal liability that otherwise might be incurred or imposed.  This immunity, however, does not extend to (1) a person who participates in or conspires with a participant or an accessory to an offense involving the abuse or neglect of a child; (2) any person who makes a report known to be false or with reckless disregard for the truth of the report.

LIABILITY

The Louisiana Children's Code and Louisiana criminal law provide substantial penalties for mandatory reporters who fail to report facts which would support a reasonable belief that child abuse or neglect has occurred.  Additionally, educators or other employees of the Vernon Parish School Board who fail or refuse to report child abuse/neglect as provided by law or by this policy may be subject to disciplinary and/or dismissal proceedings for neglect of duty.

Revised:  November, 2003

Revised:  September, 2004

Revised:  November, 2007

Revised:  November, 2012

Revised:  May, 2017

Ref:      La. Rev. Stat. Ann. ''14:403, 15:539, 15:541, 17:81.6; La. Children's Code, Title VI, Art. 601,603, 609, 610; Board minutes, 12-4-03, 10-12-04, 12-6-07, 12-11-12.

On motion of Jackie Self, seconded by David Detz, the Board adopted the following Resolution for Rapides Foundation 2017-2018 Effective Schools Grant and Healthy Behaviors School Partnership Grant:

STATE OF LOUISIANA

PARISH OF VERNON

On the sixth day of June, 2017, at a meeting of the School Board of Vernon Parish in the city of Leesville, a quorum of Board Members present, the following action was taken:

It was duly moved and seconded that the following resolution be adopted:

             BE IT THEREFORE RESOLVED that the School Board of Vernon Parish does hereby authorize the Superintendent, on terms and conditions he/she may deem advisable, to negotiate and execute the Effective Schools Grant and Healthy Behaviors School Partnership Grant from the Rapides Foundation on behalf of the School Board named herein, and further hereby authorize the Superintendent and grant the power and authority to do all things necessary to implement, maintain, amend or renew said grants/documents.

The above Resolution was passed by a majority of those present and voting in accordance with the by-laws and policies of the said Board.

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Angie Davis, Board Vice- President

I certify that the above and foregoing constitutes a true and correct record of the resolution adopted by the Vernon Parish School Board, Leesville, Louisiana, at its regular meeting held on the sixth day of June, 2017.

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James Williams, Superintendent

On motion of David Detz, seconded by Shad Stewart, the Board voted to advertise for a non-promotional principal position at Evans High School.

On motion of Doug Brandon, seconded by Randy Martin, the Board voted to advertise for an assistant principal at Leesville High School.

On motion of Vernon Travis, seconded by Doug Brandon, the Board voted to advertise for a principal at Parkway Elementary.

Jim Seaman reported that the Transportation Committee had met and voted to recommend replacement of the 2009 wrecked bus – this will be on the July 6^th Agenda for approval to advertise for bids for a used bus.  No action was taken on the route buses coming off lease.  Mr. Whiddon discussed a proposal for the CNG Buses – no action was taken.  Mr. Whiddon will update Board members as he receives information. 

On motion of John Blankenbaker, seconded by David Detz, the Board voted to approve budget amendments related to personnel changes.

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

Superintendent Williams recognized two new principals - Cindy Teasley, principal at Anacoco High and Henry Lacking, principal at Vernon Middle.  Mrs. Teasley and Mr. Lacking will assume their duties on July 1^st.  Superintendent Williams also noted that the MFP Funding for next year still has to go before the House & Senate Conference Committee and then on to Governor Edwards for his signature.  Mr. Ward discussed the Sales Tax Collections and stated that it was down about 781,867.36 from last year.  He noted that the checks would be mailed out on June 22^nd.

There being no further business, and on motion of John Blankenbaker, seconded by the Board, the meeting was adjourned.

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ANGIE DAVIS, VICE-PRESIDENT

ATTEST:

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JAMES WILLIAMS, SUPERINTENDENT