City Council Special Meeting

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over the first part of this annual organizational meeting. You will see on your agenda the actions the board must take to approve organizational arrangements and make appointments for the coming year. By the first order of business for this meeting and at this time, I will open the floor for nominations for Chair of the City of Fairfax School Board. I nominate Carolyn Pitches as Chair of the City of Fairfax School Board. Carolyn Pitches has been nominated by Stacey Hall. Are there any other nominations? Hearing no other nominations, the motion before the board is that Carolyn Pitches to be elected Chair of the City of Fairfax School Board of Fairfax, Virginia. All those in favor of the motion signify by raising your hand and saying aye.

Aye. Those opposed, the motion passes unanimously. Congratulations Chair Pitches. I am pleased at this point to turn the meeting over to the School Board Chair of Pitches who will manage the remainder of their own meeting. Our next item is a call for the motion for nominations for Vice Chair of the City of Fairfax School Board. Can I have a nomination please? Madam Chair. Ms. Kelsey. I nominate Amit Hickman as Vice Chair for the City of Fairfax School Board. Ms. Hickman has been nominated by Ms. Kelsey. Are there any other nominations? Okay, hearing no other nominations, the motion before the board is that Amit Hickman be elected Vice Chair of the City of Fairfax School Board. All those in favor signify by raising your hand.

I'm going to have to get used to that. Raising your hand and saying aye. Aye. No members are opposed so the motion passes unanimously. Okay, there are no changes to our agenda this evening and we have no other announcements. So the next item is the adoption of the agenda. May I have a motion please? Madam Chair. Ms. Kelsey. I move that the City of Fairfax School Board adopt the agenda as written and distributed. May I have a second? Second. Okay, Ms. Kelsey is moved. It's been seconded by Ms. Hickman. All those in favor signify by saying aye. Aye. No members oppose the motion. The adoption of the agenda passes unanimously. Our next item on the agenda is the annual school board organization. Ms. Kelsey, would you like to read the agenda item into record?

That the school board authorizes organizational arrangements and appointments as follows. Designated the first Monday of each month as its regular meeting dates for October, November, and December of 2024, January, February, March, April, May, and June of 2025. The regular meeting for September 2024 will be held on the second Monday. The board does not meet in August. Work sessions will be held on the third Monday of each month for 2024-2025 school year with the exception of January and February 2025. For the months of January and February 2025, the work sessions will be held on the fourth Monday holiday. If during the year the regular meeting date or work session date falls on a holiday, the

respective meeting or work session will have to be rescheduled. In those instances, it shall be the responsibility of the division superintendent to inform the school board. Set the salary of board members at $4,600 per annum and that of the chairman at $5,600 per annum. Appoint Barbara King, clerk of the City of Fairfax School Board. Retain John Kafferke to provide general legal services. Establish a rotation schedule for the superintendent and school board members to attend the Fairfax County School Board regular monthly meetings. This schedule will start with the superintendent and following with the school board members in alphabetical order. Appoint Carolyn Pitches as liaison for the Fairfax County School Board.

Appoint Rachel McQuillan and alternate Sarah Kelsey to serve on the Parks and Rec Advisory Board. Appoint Amit Hickman as the City School Board Delegate to the VSBA Convention and Stacy Hall as the alternate delegate. Appoint Sarah Kelsey and Rachel McQuillan as the City of Fairfax School Board Legislative Liaisons. Appoint Carolyn Pitches and Sarah Kelsey as representatives to the Washington Board or Washington Area Boards of Education. Appoint Brenda Sylvia Torme as the City of Fairfax School Representative to the Fairfax County Public Schools Health Advisory Committee member. Appoint Kate Herman as the City of Fairfax School Representative to the Fairfax County Public Schools Facilities Planning Advisory Council.

Appoint Leslie Plummer as the City of Fairfax Schools Representative to the Fairfax County Public Schools Advanced Academic Placement Advisory Committee member. Appoint Mary Kay Cezunez as the City of Fairfax Schools Representative to the Fairfax County Public Schools Advisory Committee for Students with Disabilities member. Appoint Juliana Nelson as the City of Fairfax Schools Representative to the Fairfax County Public Schools Minority Student Achievement Oversight Committee member. Appoint Stacy Hall as the Representative to the City of Fairfax Environmental Sustainability Committee. Authorize the Chairman and the Clerk to sign all legal documents for the Board other than those requiring the signature of some other officer.

Authorize the Vice Chair to sign in the absence of the Chairman. Authorize the Superintendent of the City of Fairfax Schools to execute official documents related to state, federal, and local aid as well as procurement and other documents that by policy or practice the School Board has authorized the Superintendent to execute. Annual meeting dates for the calendar year 2024-2025 are as follows. July 1st, September 9th and 16th. 28th is the Retreat. October 7th and 21st. November 4th and 18th. December 2nd and to be determined Annual School Board Meeting. January 6th and 27th. February 3rd, 8th Retreat and 24th. March 3rd and 17th. April 7th and 21st. May 5th and 19th. June 2nd and 16th. I don't believe we have a meeting on June 16th.

I think we just have one the first Monday of June. We don't typically have. Okay. Ms. Kelsey moved. Is there a second? I second. Thank you. Ms. McQuillan seconded. The motion all in favor signify by saying aye. Aye. Aye. All the items in the organizational record have been read by Ms. Kelsey. And no members are opposed. So the motion is unanimous. Okay. We will move on to presentations to the school board. We do not have anybody signed up for citizen participation. And we do not have any public hearings this evening. So we'll move on to the action items. The first action item is the approval of the June 3rd, 2024 meeting minutes. The clerk provided these minutes. Is there a motion? Madam Chair.

Ms. Hall. I move that the City of Fairfax School Board approve the minutes of the June 3rd, 2024 school board regular meeting as printed and distributed. Thank you. Do I have a second? Second. Okay. Ms. Hall moved. Ms. Hickman seconded that the minutes of the June 3rd, 2024 meeting minutes be approved as printed and distributed. Are there any changes, additions, or modifications? Okay. Being none, all those in favor signify by saying aye. Aye. Aye. No members are opposed. So the motion passes unanimously. Our second action item is the approval of employee contracts for the assistant superintendent, Dan Phillips, communications director, Carrie Dorsey, and facilities director, Tom Wood, for fiscal

year 2025. May I have a motion, please? I move that the City of Fairfax School Board approve the employment contracts as printed and distributed for Dan Phillips, assistant superintendent, Carolyn Dorsey, communications director, and the services contract for Tom Wood, facilities director for fiscal year 2025. May I have a second? I second. Ms. Hickman moved. Ms. McQuillan seconded that the City of Fairfax School Board approve the employment contracts for the assistant superintendent, communications director, and facilities director. Are there any changes or modifications? Okay. Being no additions, changes, or modifications, all those in favor signify by saying aye. Aye. Aye. No members are opposed.

So the motion is unanimous. Superintendent's matters, I will throw it to Mr. Plattenberg. Thank you, Madam Chair. Just two things, really. Over the weekend, we had a tragic loss of one of our family members of the City of Fairfax, former Superintendent George Stepp, who was an innovator and a leader, that served the City of Fairfax students and community, passed away. His dedication and his vision, his impact on our facilities, getting all of them renovated, consolidation of schools. His leadership is truly something that left the legacy of a commitment towards improving educational opportunities for students within the city limits. And he's going to be deeply missed. And I just wanted to say that our thoughts and prayers are going out to both his wife and their entire family at this time.

And it was such a tragedy. And the only other news that I have is that we're very fortunate that the City Council had passed the resolution for addressing our facility infrastructure issues with addressing the, at the elementary schools, both the elementary school renovation and also Fairfax High School roof replacement. There will be more information on that. Ms. Dorsey is doing an outstanding job of trying to get all that information to put out there through a transparent process, not only on the website, but also through media and articulations to inform the public as to what, what the next steps will be for us. But that's all I have, Madam Chair. Thank you. We will move on to school board matters.

Ms. Hickman. I just wanted to say congratulations to all those who were both nominated and won at the Cappy's awards back in June. It was a pleasure being able to attend. And I wish everybody a happy, healthy, and safe and enjoyable 4th of July this week. Thank you. Ms. McQuillan. I'm just going to echo those sentiments and also send my condolences to the step family as well. Thank you. Ms. Hall. I will piggyback on all of those things now and wish everyone a happy rest of the summer until we see you again. Ms. Kelsey. Ditto. Okay. I am going to personally extend my condolences to Carol Stepp and George's two stepchildren and grandchildren. One of his stepchildren lives in the Oakton area. And I think one or two of his grandchildren went to Oakton High School.

I would also like to thank the mayor and council for their support of the bond referendum. And I would just like to finish up with wishing everybody a safe, very safe, 4th of July. I know it's going to be a little different with it at the golf course this year. So I'm hoping for a good show. And just have a happy and safe and fun summer. And we will see you back here in September. Thank you. There's nothing else before the board. I am going to adjourn the meeting at 646. Wait a minute. I'm not. Hold on. I'm not going to adjourn the meeting because Mr. Plattenberg is going to talk about the press box. Thank you, Madam Chair. And I apologize to this body in extending the meeting. One of the things I was reticent and omitted was the update on the press box.

The concession stand is going great. The work is moving forward, working around. We replaced some HVAC units at Fairfax High School. But the press box we had some issues with. So the press box, as most people know, that it was condemned by the fire marshal. We went out and inspected it. Ms. Pitches had asked and members of the board had asked about us having a look. And it had been deteriorating over some time. So it needed to be replaced. It was condemned. We worked with our colleagues, our counterparts at Fairfax County Public Schools. Their school board approved on the 22nd of February to go ahead and move forward with the replacement. We ran into some contractual issues. Long story short, the delay impacted the ability for us to get that done before next season began.

So what we did was we worked with their team to identify what we call a workaround or a backup plan to that. And that backup plan consists of getting the foundation, all of that work done over the summer. But we're going to have to put in a temporary facility. We've already lined up the temporary facility. It's been ordered. Worked with the fire marshal to make sure everything's going to be in compliance with the code, etc. But I wanted to give an update because people will be seeing a temporary building out there rather than the press box at the beginning of the school year. So, Madam Chair, I apologize for omitting that. But I did want to mention that. Mr. Phillips, was there anything else that you wanted?

Okay. So, thank you again. And it will be white and blue. Not the right blue, but close. Right. Okay. Just making sure. And the purpose of it is to make it so when they do fabricate the replacement building structure, it will be able to be readily put in very fast. We will reuse that temporary structure for storage on Fairfax High Schools down for the athletics. So, we've already worked out a plan not only for the backup, the expedition, when that does get fabricated, to just crane the new system in and can it make all the connections, and then reuse the one that we're doing as a temporary. So, it will be repurposed. It won't be just we spend money and then it's gone. Okay. Now, if there's nothing before the board, I am going to adjourn the meeting at 648.

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