CCPS Administration Committee prepared to recommend policy changes

Following months of reviewing the use of facilities policies of nearby school divisions, the Culpeper County Public Schools Administration Committee is prepared to make policy recommendations and clarifications to the School Board regarding policy fees, profit, safety and the extended use of its school buildings.

Russell Houck, director of administrative services for CCPS, outlined and explained the details of the proposed updated policy during Wednesday’s meeting, according to the draft minutes.
Some of the new proposed changes include:

» requiring sponsors of an event to employ security personnel at a new $35 per hour rate for the minimum of three hours at the request of a principal or the superintendent

» events with more than 250 people may require an additional custodian to be hired at the existing $22 per hour rate at a three hour minimum

Some of the clarifications include:

» all applications will expire on June 30 and must be resubmitted for continued use

» facilities of the school division shall not be used for any personal or business financial gain

The three-member committee began reviewing its existing policy after former Town Councilman Steve Jenkins – who resigned in September – brought the issue to the School Board’s attention this summer. He said a constituent approached him earlier this year with concerns about “expensive” rental fees, hourly rates for custodial services and the policy’s wordiness.

As far as the fees, CCPS staff and the Administration Committee feel the custodial fees are comparable and often lower than surrounding school districts. So the suggestion is to uphold the existing $22 an hour (at a three-hour minimum) custodial fee.

In the end, the committee’s recommendations include expanding, rather than reducing the length and detail of the use of facilities policy.

Committee member Elizabeth Hutchins said the proposed updated policy is more “user-friendly and organized” featuring bolded and underlined subheadings allowing readers to find detailed information quickly.

The committee has plans to submit its recommendations to the School Board this month.

The committee also addressed student absences. Houck suggested, “raising the expectation for attendance from seven to five absences” before taking action.

“Upon the fifth unexcused absence, the principal or designee will require a meeting with a parent or guardian and student to create a plan for improving the student’s attendance,” the proposed policy wording suggests.

Houck made several suggestions to the committee last Wednesday, however, the recommendations will be to wait until second semester to make any changes regarding student absences effective. This move allows school officials time to notify parents, Hutchins said.

“The changes put into place are designed to be more consistent with how absences are handled throughout the school system and an attempt to address attendance concerns earlier for students who are at risk of becoming truant,” Hutchins wrote via e-mail last week.

The school system, Hutchins added, is also trying to work with parents to help resolve any absence-related issues before the court system is involved.

The next School Board meeting is scheduled for Nov. 9 at 7 p.m. inside the County Administration Office.