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Superintendent raises overtime, pay-correction and VPK amendment; board amends agenda to consider overpayments
Summary
Superintendent reported unapproved overtime payments, incorrect salary placements and a North Florida Child Development amendment that removes VPK for summer; the board amended the agenda to consider continuing current overpayments through the end of the school year and reconciling pay July 1.
MADISON — At the May 29 Madison County School Board meeting, the superintendent outlined several operational and finance items including unapproved overtime payments, salary-schedule corrections, a contract amendment with North Florida Child Development Center (NFCDFC) removing voluntary prekindergarten (VPK) for the summer, and a request for FEMA-reimbursement tracking.
On NFCDFC, the superintendent said the provider "will not be able to offer VPK this summer" and asked the board to accept an amendment to the current agreement to remove summer VPK services and to note that the provider expected to reduce allocations for the coming year; the board approved the amendment by a recorded motion (moved by Miss Thompson, seconded by Miss Hagan) with an affirmative voice vote noted in the transcript.
The superintendent reported the finance office had identified unapproved overtime payments already processed in the past and asked how the board wished to manage such payments going forward. The discussion produced a direction that emergency overtime related to emergencies or catastrophes can be approved by the superintendent in the moment, while non-emergency overtime should be presented to the board for approval before it is worked and paid. The superintendent said some instances of overtime paid in the past remain under review; she reported at least one overtime payment in excess of $5,000 for a single employee among the items being reviewed.
On salary issues, the superintendent said she had identified several employees being paid at incorrect salary schedule placements. She reported underpaid instructional employees would be adjusted upward immediately per the approved salary schedule; for employees who are being overpaid according to the salary schedule the superintendent requested the board's approval to continue the current overpayments for the remainder of this school year and return pay to the correct amounts effective the first day of the next contract year (July 1). The board amended the agenda to consider that superintendent item (motion to amend the agenda carried 5-0). Following a motion to continue the overpayments for the remainder of the year and correct pay on July 1 (moved by Ms. Thompson, seconded by Ms. Knight), board discussion requested a list of affected employees; the transcript shows the matter was discussed and the board directed staff to provide further documentation.
The superintendent also presented transportation revenue figures for extracurricular trips: baseball shows $819 total billed for the year (with $393.20 already paid and $415.80 yet to be billed) and an additional net bus-line charge of $2,700 for out-of-county trips; softball showed $2,416.79 total for the year (with $1,426.17 already paid and $990.62 yet to be billed). The agriculture program produced $1,081 in 2024 revenues for down-home days but reported no revenue for 2025.
Finally, staff told the board they would produce a monthly FEMA-reimbursement spreadsheet and provide additional requested documentation about salary corrections and overtime. The board instructed the superintendent to present lists for any overpayments and to follow the agreed process for future overtime approvals.
