OPEN SESSION MINUTES

EDGECOMBE COUNTY BOARD OF EDUCATION

Regular Meeting of the Board Held at Edgecombe County Board Rooms
412 Pearl Street
Tarboro, NC
October 17, 2016
6:30 P.M.
Board Members Present:

Others Present:

Evelyn S. Wilson, Board Chair

Olga Dickens
William Ellis
Evelyn Johnson

Ann Kent, Vice Chair

Raymond Privott
Marva G. Scott

John Farrelly, Superintendent

Marc Whichard, Assistant Superintendent
Susan Hoke, Community & Communications Coordinator
Janet Morris, Director of Accountability
Deborah Stagner, Board Attorney
Rose Cole, Board Liaison

CALL TO ORDER: Board Chair Evelyn S. Wilson welcomed everyone in attendance. The
meeting was called to order. The Board led in the Pledge of Allegiance to the flag.
RECOGNITION: Community & Communications Coordinator Susan Hoke recognized Ms.
Jenee Brewer, Princeville Elementary EC Teacher, as the employees of the month.
Community & Communications Coordinator Susan Hoke recognized the Edgecombe County
Board of Education for receiving the NCSBA Gold Bell Award.
Board Chair Evelyn S. Wilson recognized the following participants whom had booths set up at
the Rocky Mount Fair: Community & Communications Coordinator Susan Hoke for winning a
red ribbon, a blue ribbon and $190.00 (one hundred ninety dollars) for 2 (two) exhibits, North
Edgecombe High Schools CTE for winning a red ribbon and $90.00 (ninety dollars), and
SouthWest Edgecombe High School for winning a green ribbon and $80.00 (eighty dollars).
Community & Communications Coordinator Susan Hoke recognized and presented an award to
Shane Barzanty, Manager of Books-a-Million in Rocky Mount for sponsoring a book drive for
the students of Martin Millennium Academy. Over $1,000 (one thousand dollars) in new books
were delivered to the school.
Board Member Marva Scott, and Director of Edgecombe County Social Services, stated ECPS
has a phenomenal superintendent. Ms. Scott recognized Board members and the following
ECPS staff for their outstanding service and support of the families who had to evacuate their
homes due to the flooding in their communities caused by Hurricane Matthew: John Farrelly,
Superintendent; David Coker, Director of Maintenance/Transportation and the Maintenance and
Transportation Staff; Leshaun Jenkins, Tarboro High School Coach; Lauren Lampron, W.A.
Pattillo Middle School Principal; Erin Swanson, Director of School Transformation; Robert
Batts, Director of Secondary Schools; John Cooper, District Social Worker; and Directors,

Open Session Minutes of the Edgecombe County Board of Education

Meeting Held on October 17, 2016
Page 2
Principals, Assistant Principals, Teachers and the many others who played a significant role
during this disaster. Ms. Scott said, From the bottom of my heart, thank you to everyone who
had a part in helping and for all you have done to support the children and families, from the
Edgecombe County Department of Social Services and myself.
PUBLIC COMMENTS: Ms. Cynthia Pitt, Edgecombe County Association of Educators
Representative, stated that the Edgecombe County local communities are concerned about how
to get help and want to be provided with a list of agencies that are providing county help and a
list of the donation sites for the students, families and staff that are flood victims following the
devastation of Hurricane Matthew. Ms. Pitt also stated the community members who want to
help the flood victims need to know where to make donations, where volunteers are needed, and
where the families in need can go for help.
APPROVAL OF AGENDA: Superintendent John Farrelly requested that item (2.5) Focus
School of the Month and item (8.3.B) Approval of Agreement between Edgecombe County
Board of Education and Tharrington Smith, L.L.P. for the Provision of Legal Services Effective
January 1, 2017 December 31, 2018, be tabled; change item (8.4.B) Approval of the Waiver of
Policy 3410 25% Exam Grade Requirement for Math II and Math III (2016-17 year only) to
item (8.3.B); and items (6.4) Hurricane Matthew Impact; (8.4.B) Approval of Moving Princeville
Instructional Program to Bridgers Building, (8.5.B) Approval of MOU between ECPS and
Tarboro Town Council and (8.6.B) Approval of 2016-2017 ECPS Traditional Schools and Early
College High School Calendar Addendums, be added to the agenda. A motion was made by
Vice Chair Ann Kent to approve the amended agenda, as presented. The motion was seconded
by Member Evelyn Johnson and, with a unanimous vote, approved by the Board.
APPROVAL OF MINUTES: A motion was made by Member Raymond Privott to approve the
open session minutes of September 12, 2016, as presented. The motion was seconded by
Member Marva Scott and, with a unanimous vote, approved by the Board.
ITEMS FOR INFORMATION: Mr. Mike Smith, VP of Rescue Development thanked ECPS for
their continued support in helping campaign for donations which are used to help thousands of
local citizens in Edgecombe and Nash counties. Mr. Smith stated that ECPS is one of the United
Way Campaign top 10 (ten) donors. United Way has been in effect for 65 (sixty-five) years,
with over 500 (five hundred) volunteers. More volunteers are needed due to Hurricane Matthew.
United Way is recruiting retirees to volunteer in several locations for food and water drop off.
The 4 (four) key points of the use of United Way funds are: 1) funds pay a small staff of 4
(four); 2) all funds stay local; 3) strategic planning uses the funds where it is most needed; and
4) holds meeting sites for the community to attend and help set goals. In closing Mr. Smith
stated, A stronger community begins with you.
Director of Technology Matthew Mayo stated that the Board has received new devices and
completed training on their devices. Mr. Mayo provided a PowerPoint presentation and
reviewed the procedures for the public to follow on the ECPS website to access the Board Key
Notes and open the paperless board meeting agenda and attached agenda items documentation
files. Board meeting closed session agenda items are not open to the public.

Open Session Minutes of the Edgecombe County Board of Education

Meeting Held on October 17, 2016
Page 3
Superintendent John Farrelly informed the Board of field trips he approved that were submitted
after the September 12, 2016 board meeting, but occurring prior to the October 17, 2016 board
meeting.
Extended Day
SWEHS (6973) THS, Tarboro, NC; Marching Band; 09/23/2016; Departure: 4:00 p.m.
Return: 11:00 p.m.
SWEHS (6974) John A Holmes High School, Edenton, NC; Marching Band; 10/01/2016;
Departure: 8:00 a.m. Return: 11:00 p.m.
THS (7119) West Johnston High School, Benson, NC; Band; 10/01-02/2016; Departure:
10/01/2016 at 10:00 a.m. Return: 10/02/2016 at 12:15 a.m.
SWEHS (6975) White Oak High School, Jacksonville, NC; Marching Band; 10/08/2016;
Departure: 8:00 a.m. Return: 11:00 p.m.
EECHS (7097) NC A&T State University, Greensboro, NC; Seniors; 10/10/2016; Departure:
7:00 a.m. Return: 6:00 p.m.
THS (6938) Hobgood Cotton Festival, Hobgood, NC; Color Guard; 10/10/2016; Departure:
8:00 a.m. Return: 12:30 p.m.

Superintendent John Farrelly provided a summary on the impact Hurricane Matthew has had on
Princeville Elementary School and how it has devastated hundreds of ECPS students, families
and staff. After a significant amount of rain fall, Mr. Farrelly and David Coker, Director of
Maintenance, began driving around, then walking, and eventually riding a boat with the Coast
Guard to monitor the status of the devastation in the community. Mr. Farrelly stated he and Mr.
Coker had conducted a walk through inside Princeville Elementary School to determine the
status of the interior structure of the building. The physical damage to the building is
questionable. The flood level was as high as 4-5 feet and possibly 6 feet in lower areas of the
building. Other school properties with damage were at: North Edgecombe High in the E
building; and every school in the county was impacted by leaks in roofs causing some roof and
floor damage. Mr. Farrelly and the Hurricane Action Team met over a period of 4-5 days to
discuss and plan the possibilities of what do about relocating and educating students from
Princeville Elementary School. Options: 1) set up mobile units at Stocks Elementary, 2) transfer
students to W. A. Pattillo Middle School; and 3) reopen Bridgers Building as a school. The best
option is to rebrand the Bridgers Building as a school and relocate the Princeville Elementary
students and staff into the building.
School Set-up:

Relocation Term 1-2 years

Grades K-2 on 1st Floor
Grades 3-5 on 2nd Floor
PreK move to Stocks Elementary
EC Classes move to W. A. Pattillo Middle School
Child Nutrition will serve breakfast and lunch prepared at W. A. Pattillo Middle School
Physical Education will have to be outside (alternate plan for inside for inclement weather)
PE, Music and Art Teachers will have to visit classrooms
Classroom Supplies and Materials
o Acquire as many instructional supplies and materials as possible from other schools
o Purchase replacement supplies and materials that are needed (FEMA will reimburse ECPS)
o Purchase technology equipment and supplies that are needed (FEMA will reimburse ECPS)

Open Session Minutes of the Edgecombe County Board of Education

Meeting Held on October 17, 2016
Page 4

TBD MOU with Tarboro Town Council to: (use property owned by Town of Tarboro)
o Move playground equipment and set up a fence
o Set up 3 mobile units (at least 1 for Child Nutrition)
o Set up awning from mobile unit building
Transportation
o Locate all 225 students that are displaced and plan their transportation back to school
o Designate student drop off, bus parking and staff parking
Give Teachers 2-3 days to set up classrooms

ECPS EC Services, Preschool Services, Migrant Services, Psychology, Occupational Therapist,

Speech Therapist, and Family Resource Center departments will be relocated from the Bridgers
Building to the office on 412 Pearl Street and designated schools.
Open Schools Schedule:

Thursday, October 20 Early College High School & Traditional Schools students and staff return to
school (except Princeville Elementary)
Thursday, October 20-26 Princeville teachers workdays
Tuesday, October 25 Family Fun Day and Dinner/Open House
Thursday, October 27 Princeville students and staff return to school

ECPS Donation Drive and needs:

Pearce Group donated $5,000

Collecting donations at Barnhill Central Office location Contact: Susan Hoke
Need Volunteers
New EC Behavior Class
Mental Health Needs for:
o Staff, students, families - Start with:
Staff displaced
Students displaced
Community families displaced

Other Resources:

American Red Cross

Pinetops Baptist Church
United Way
FEMA

COMMITTEE REPORTS: Policy Committee: A motion was made by Vice Chair Ann Kent to
approve the board policy revisions of the following policies, as presented. The motion was
seconded by Member Raymond Privott and, with a unanimous vote, approved by the Board.
6420 Contracts With the Board
9030 Facility Construction
9120 Bidding For Construction Work
9130 Supervision of Construction Contracts

CONSENT ITEMS: Superintendent John Farrelly requested that the Board approve the
following consent items:

Open Session Minutes of the Edgecombe County Board of Education

Meeting Held on October 17, 2016
Page 5
Field Trips:
Extended Day
SWEHS (6976) Clayton High School, Clayton, NC; Band; 10/15/2016; Departure: 8:00 a.m.
Return: 11:00 p.m.
THS (7124) - Clayton High School, Clayton, NC; Band; 10/15-16/2016; Departure: 10/15/2016 at
10:00 a.m. Return: 10/16/2016 at 12:15 a.m.
SWEHS (6977) Green Central High School, Snow Hill, NC; Band; 10/22/2016; Departure:
8:00 a.m. Return: 11:00 p.m.
THS (7125) Green Central High School, Snow Hill, NC; Band; 10/22-23/2016; Departure:
10/22/2016 at 10:00 a.m. Return: 10/23/2016 at 12:15 a.m.
Carver Elementary (7104) Marbles Kids Museum, Raleigh, NC; 2nd Grade; 02/24/2017;
Departure: 8:15 a.m. Return: 5:00 p.m.
Carver Elementary (7105) NC Zoo, Asheboro, NC; 4th Grade; 04/07/2017; Departure: 8:15
a.m. Return: 7:00 p.m.
Carver Elementary (7121) Museum of Life and Science, Durham, NC; 2nd Grade; 05/05/2017;
Departure: 8:00 a.m. Return: 6:00 p.m.

Overnight:
Coker-Wimberly Elementary (7106) Don Lee Camp & Retreat Center, Arapahoe, NC; 4 th
Grade; 04/11-12/2017; Departure: 04/11/2017 at 8:30 a.m. Return: 04/12/2017 at 6:00 p.m.
Coker-Wimberly Elementary (7107) Don Lee Camp & Retreat Center, Arapahoe, NC; 5 th
Grade; 05/02-04/2017; Departure: 05/02/2017 at 8:30 a.m. Return: 05/04/2017 at 6:00 p.m.

Fundraisers:
NEHS Fundraiser with Krispy Kreme to Sell Donut Coupons for $8 each on October 11 24,
2016
Coker-Wimberly Elementary School Fundraiser to Host a Fall Festival on October 13, 2016
from 5:00 p.m. 8:00 p.m. and Sell Tickets for $0.25 each to Participate in Games and Activities
THS Marching Band Fundraiser with Florida Indian River Grooves to Sell Fruit on October 1322, 2016
SWEHS National Honor Society Fundraiser with Krispy Kreme to Sell Donut Certificates for $7
each on October 18 - 31, 2016
Stocks Elementary Fundraiser with The Candy Man to Sell Items from $8 - $30 on October 20
November 2, 2016
MMA Art Program Fundraiser with Square 1 Visual Arts Company to Sell Artwork from $6 - $40
on October 26 November 8, 2016
G. W. Carver Elementary School Fundraiser to Host a Mother/Son Dance on October 27, 2016
from 5:30 p.m. 7:00 p.m. and Charge a $10 Admission Fee per Couple; and an Option to
Purchase a Photo for $2 each
THS Marching Band Fundraiser to Sell BBQ Chicken Plates for $7 each on October 29,
November 12 and November 19, 2016
THS Marching Band Fundraiser with Pizza Inn on November 7, 2016 from 5:00 p.m. 8:00 p.m.
SWEHS Chorus Fundraiser to Sell BBQ Plate Tickets for $8 each on November 11 18, 2016
G. W. Carver Elementary School Fundraiser to Host a Daddy/Daughter Dance on November 17,
2016 from 5:30 p.m. 7:00 p.m. and Charge a $10 Admission Fee per Couple; and an Option to
Purchase a Photo for $2 each
Coker-Wimberly Elementary School Fundraiser to Sell Tickets for $0.25 each on January 27
February 8, 2017 and Host a Sweetheart Ball on February 9, 2017 from 6:00 p.m. 8:00 p.m.

A motion was made by Vice Chair Ann Kent to approve the consent items, as presented. The
motion was seconded by Member William Ellis and, with a unanimous vote, approved by the
Board.

Open Session Minutes of the Edgecombe County Board of Education

Meeting Held on October 17, 2016
Page 6
ITEMS FOR ACTION: A motion was made by Vice Chair Ann Kent to approve Iglesia
Principle dePaz Church using the gymnasium at Tarboro High School past 9:00 p.m. on
Saturday, November 5, 2016 and Sunday, November 6, 2016, from 4:00 p.m. 10:00 p.m.
Policy #5030 Community Use of Facilities, as presented. The motion was seconded by Member
Marva G. Scott, and with a unanimous vote, approved by the Board.
A motion was made by Vice Chair Ann Kent to approve Heaven Bound Holy Church using the
auditorium at Martin Millennium Academy past 9:00 p.m. on Saturday, April 8, 2017, from
5:00 p.m. 10:00 p.m. Policy #5030 Community Use of Facilities, as presented. The motion
was seconded by Member Raymond Privott, and with a unanimous vote, approved by the Board.
A motion was made by Vice Chair Ann Kent to approve the Waiver of Policy 3410 25% Exam
Grade Requirement for Math II and Math III (2016-17 year only), as presented. The motion was
seconded by Member William Ellis, and with a unanimous vote, approved by the Board.
A motion was made by Vice Chair Ann Kent to approve moving Princeville Elementary School
Instructional Program to Bridgers Building, as presented. The motion was seconded by Member
Marva G. Scott and with a unanimous vote, approved by the Board.
A motion was made by Member Raymond Privott to approve the MOU between ECPS and
Tarboro Town Council, as presented. The motion was seconded by Vice Chair Ann Kent and
with a unanimous vote, approved by the Board.
A motion was made by Vice Chair Ann Kent to approve the 2016-2017 ECPS Traditional
Schools and Early College High School calendar addendums, as presented. The motion was
seconded by Member Raymond Privott and with a unanimous vote, approved by the Board.
A motion was made by Vice Chair Ann Kent under the North Carolina Open Meetings Law,
Section 143-318.11 (a) (1), (a) (3), and (a) (6), to go into Closed Session to consider personnel
matters, to consult with the attorney to preserve attorney-client privileged information, and to
prevent the disclosure of student records rendered confidential under the Family Educational
Rights and Privacy Act, 20 U.S.C. 1232g, and the disclosure of personnel records rendered
confidential under G.S. 115C-319 through 321. The motion was seconded by Member Marva G.
Scott and, with a unanimous vote, approved by the Board.
OPEN SESSION: A motion was made by Vice Chair Ann Kent to approve the personnel
management list, as discussed in closed session. The motion was seconded by Member William
Ellis and, with a unanimous vote, approved by the Board.
A motion was made by Vice Chair Ann Kent to approve the closed session minutes of September
12, 2016, as presented in closed session. The motion was seconded by Member Evelyn Johnson
and, with a unanimous vote, approved by the Board.
BOARD CORRESPONDENCE: None

Open Session Minutes of the Edgecombe County Board of Education

Meeting Held on October 17, 2016
Page 7

ITEMS BROUGHT BY BOARD MEMBERS/SUPERINTENDENT FOR CONSIDERATION/

DISCUSSION: None
There being no further business, a motion was made by Member Marva G. Scott to adjourn. The
motion was seconded by Member Evelyn Johnson and, with a unanimous vote, approved by
the Board.
The meeting adjourned at approximately 8:20 p.m.
Respectfully submitted,

______________________________
John Farrelly, Superintendent

Approved by the Edgecombe

County Board of Education
BY:

___________________________
Evelyn S. Wilson, Chairperson

DATE: ___________________________