MINUTES

REGULAR MEETING OF THE ALLEGHANY COUNTY SCHOOL BOARD

May 20, 2019

 

The Alleghany County School Board held its regular meeting on May 20, 2019, at 6:00 p.m. at the Central Office Complex in Low Moor, Virginia.

 

PRESENT: Gerald E. Franson; Donnie T. Kern; Danielle I. Morgan; Jennifer S. Seckner, Vice Chairwoman; and Jacob L. Wright.  Also present: Eugene P. Kotulka, Superintendent; Lorie C. Bess, Clerk; and Patrick Andriano, Attorney

 

Student representative:  Eddie Meadows (Absent)

 

ABSENT:   R. Craig Lane and Randall S. Tucker

                  **Mr. Kern was absent at roll call but subsequently arrived at 6:27 p.m.

 

Vice Chairwoman Seckner called the meeting to order at 6:00 p.m.  The call to order was followed by a moment of silence and the recitation of the Pledge of Allegiance.

 

Vice Chairwoman Seckner announced the following addition to the agenda:

1.  Agenda item #19-291 “Alleghany High School football and softball field upgrades”.  This was an action item and inserted after agenda item #19-290.

 

COMMUNITY PARTICIPATION

(19-268) SCHOOL BOARD COMMENDATIONS

- Early College Scholar Graduates:  Madison Brown, Allison Graham, Kathryn Haymaker, and                     

  Anthony Moses

- VSBA Art Contest Regional Elementary Winner, 3rd place:  Megan Powell

- VSBA Art Contest Individual School Winners:  

            Alleghany High School - Jewelya Staton

            Clifton Middle School - Lindsey Childs

            Callaghan Elementary School - Leigha Byers

            Mountain View Elementary School - Phoebe Vess

            Sharon Elementary School - Megan Powell

 

(19-269) PUBLIC COMMENT

There were no citizens wishing to address the Board.

 

(19-270) SCHOOL BOARD MEMBER AND SUPERINTENDENT COMMENTS

Mr. Franson congratulated the Early College Scholars and the students on their art work.  He thanked the parents, staff, and administration for a successful first year with the New Tech Program.  He wished everyone a good evening.

 

Mr. Wright thanked everyone for attending.  He offered well wishes for the 2019 graduates.  He also recognized JRTC students, DSLCC graduates, and the students who participated in the VSBA Art Contest.   

 

Mrs. Morgan thanked everyone for attending the meeting.  She congratulated all the award winners and the recent graduates.  She thanked Anthony Moses for his great graduation speech. She thanked parents who help get their students to graduation.  She wished everyone an enjoyable summer. 

 

Mrs. Seckner congratulated the Early College Scholars recipients and the art contest winners.  She reported 15 seniors recently received Grubbs/Glencarin Scholarships.  She recognized JRTC students who recently participated in the Skills USA competition.  She noted our division would be presenting at the New Tech conference in Orlando in July and stated what an accomplishment this was considering this was our first year implementing the program.  She thanked everyone for what they do to make our students successful.     

 

Mr. Kotulka commended Ms. Mutispaugh for her idea to partner with DSLCC to create the Early College Scholar program.  He stated the graduation ceremony was really fantastic.  He encouraged everyone to relax this summer and have fun and he thanked the entire staff for another great year.

 

(19-271) CONSENT AGENDA*

The following items were included for approval.         

A. Approval of Minutes of April 2 Called Meeting, April 15 Regular Meeting, and April 28 Called Meeting

B. Approval of payment of bills 

C. Cafeteria report 

D. Communications/Monthly Reports

1.       JRTC monthly report

E.  Field Trip Request

       1.     AHS FCCLA National Conference, Anaheim, CA, June 29-July 6, 2019

MOTION: That the items listed on the consent agenda be approved as presented.

MOTION:   Mrs. Morgan          

SECOND:  Mr. Wright  

ROLL CALL VOTE:   Unanimous

 

BUDGET AND FINANCE

(19-272) BUDGET REPORT*

 

School Operating Fund

$3,541,732.72

School Textbook Fund

$863,508.40

Alleghany Foundation Nursing Grant

$46,679.86

Governor’s School

$217,380.68

Scholarship

$75,852.57

School Capital

$1,579,934.71

Medicaid Reimbursement

$206,785.74

New Tech Program

$286,827.78

Grand Total

$6,838,432.46         

 

SUPERINTENDENT REPORTS AND RECOMMENDATIONS

(19-273) CALENDAR INFORMATION*

Mr. Kotulka reminded the Board of the following meetings/events:

- May 9, 6:00 p.m. – Alleghany High School Band Spring Concert

- May 18, 10:00 a.m. – Alleghany High School Graduation at AHS Mountaineer Field

- May 20, 1:00 p.m. – 8th graders visit Alleghany High School

- May 21, 9:00 a.m. – 6th grade awards assembly

                10:15 a.m. – 7th grade awards assembly

                1:00 p.m. – 8th grade promotion ceremony

- June 7 - VSBA School Law Conference in Richmond

- June 11, 12:00 p.m. - Joint Board of Control at JRTC

- June 24, 6:00 p.m. - Regular meeting at Central Office Complex

- June monthly calendar

 

(19-274) FIRST REVIEW OF PROPOSED 2019-2020 CALENDAR OF SCHOOL BOARD MEETINGS AND EVENTS*

The first draft 2019-2020 meeting calendar was reviewed. VSBA conferences are included on the calendar.  The calendar will be reviewed again in June, and then presented for approval at the July reorganization meeting. 

 

(19-275) AUTHORIZATION OF SIGNATURES IN ABSENCE OF SUPERINTENDENT*

This is an annual filing required by VDOE.  Staff members must be approved to sign state and federal reports in the absence of the superintendent.  Fred Vaughan, Keven Rice, and Elizabeth Heath were recommended.

MOTION: That the Board approve Fred Vaughan, Keven Rice, and Elizabeth Heath as authorized signatories in the absence of the superintendent.

MOTION:   Mr. Wright        

SECOND:  Mrs. Morgan 

ROLL CALL VOTE:  Unanimous

 

(19-276) 2019-2020 SCHOOL MEAL PRICES*

A memo from Dr. James Lane, State Superintendent of Public Schools, informed us that school divisions having a positive balance as of December 31, 2018 are not required to raise meal prices for the 2019-2020 school year; therefore, Alleghany County will not be raising school meal prices for the upcoming school year.

 

(19-277) REVIEW OF SPECIAL EDUCATION PROCEDURES MANUAL*

Local educational agencies (LEAs) are required to have a policy statement that addresses the local educational agency’s adherence to the IDEA 2004, implementing federal and state regulations, and state law.” (Guidance Document for Developing Local Policies and Procedures Required for Implementation of Special Education Regulations in Virginia’s Public Schools, VDOE, November, 2009.) Operational Procedures are also required. Both require updates to remain current statute and case law changes. Updates include the following:

  1. Updated procedural safeguards and prior written notice information
  2. Updated parental revocation of consent information
  3. Updated alternative placement criteria
  4. References to fax and Easy IEP updated to scan and VA IEP
  5. Grading periods changed to nine weeks
  6. Updated draft development section
  7. References to Division Director of Accountability changed to Director of Secondary Instruction
  8. VAAP review document removed from Appendices
  9. Advisement for informing staff of Individualized Education Plan, 504 Plan and Behavior Intervention Plan and documenting that contact.

References to Boys Home students served in the division were removed.

 

(19-278) ONE-TO-ONE INITIATIVE UPDATE*

An update on the One-to-One initiative was presented.  A video was shown titled “Clifton Middle School Retrospective”, featuring Clifton Middle School faculty and students.

 

 

**Mr. Kern arrived at 6:27 p.m.

 

(19-279) APPROVAL OF CHROMEBOOK PURCHASES*

The warranties for nine hundred and seventy Chromebooks will expire on or before August 28, 2019.  On 2/25/2019, device replacement was recommended to the school board.  On March 4, 2019, the IT department published a Request for Proposals that included a specification for seven hundred and ninety-three units.

  1. Eighty units; Faculty/staff
  2. Twenty-five units; CMS (Loaners)
  3. Six hundred and forty-three units; AHS students
  4. Twenty-five units; AHS (Loaners)
  5. Twenty Units; Spare

MOTION: That the Board approve the purchase of new Chromebooks, as presented.

MOTION:   Mr. Wright            

SECOND:  Mrs. Morgan 

ROLL CALL VOTE:       Mr. Franson - YES

                                    Mr. Kern - ABSTAIN

                                    Mr. Lane - ABSENT 

                                    Mrs. Morgan – YES

                                    Mrs. Seckner - YES

                                    Mr. Tucker - ABSENT

                                    Mr. Wright - YES 

                                   

(19-280) APPROVAL OF INTERACTIVE DISPLAYS FOR NEW TECH PROGRAM*

To enhance the technical capabilities of the New Tech program at Alleghany High School, the school’s staff has expressed a need for additional wide-screen, interactive display systems.  At present, the school has one mobile interactive display.

The school’s existing flat panel –manufactured by Promethian- was purchased following a long-term product trial. Prior to purchase, the school’s staff members were pleased with the system’s technical capabilities:

 

The technology department requests the school board’s authorization to proceed with a purchase of ten Promethian ActivPanels, ten ActivPanel mobile stands, and ten ActivConnect wireless android modules.

For this purchase consideration and per school board policy, four quotes have been received.  Clinton Learning Solutions (Waldorf, Maryland) has provided the low proposal price of $38,470.00.

MOTION: That the Board approve the purchase of interactive displays for the New Tech Program.

MOTION:   Mr. Wright         

SECOND:  Mrs. Morgan   

ROLL CALL VOTE:   Unanimous  

 

(19-281) ADOPTION OF STATE TECHNOLOGY FUNDING RESOLUTION, SERIES XIX*

Chapter 732, 2016 Acts of Assembly authorizes the Virginia Public School Authority to conduct an education technology grant program to focus on the establishment of a computer-based instructional and testing system for the Virginia Standards of Learning.  Grants for this purpose are awarded in the amount of $26,000.00 per school (as of September 30, 2012) and $50,000.00 for the school division.  In order to receive these funds, the Alleghany County School Board must annually adopt the “State Technology Funding Resolution” to certify compliance with the specified regulations.  The total amount for Alleghany County Public Schools from the Series XIX bonds is $180,000.00. 

MOTION: That the Board approve State Technology Funding Resolution, Series XIX, as presented.

MOTION:   Mrs. Morgan        

SECOND:  Mr. Wright   

ROLL CALL VOTE:  Unanimous  

 

(19-282) REVIEW OF LOCAL PLAN FOR THE EDUCATION OF THE GIFTED*

The Alleghany County Public Schools Local Advisory Committee for the Education of the Gifted met on April 29, 2019 to review the Alleghany County Public Schools Local Plan for the Education of the Gifted 2019-2020.  The committee recommended no revisions to the current plan.  Plans are no longer submitted to the state department for approval.  Final approval will be granted by the local school board and must be done annually.  The current plan is posted on the division website.  The Plan will be considered for approval at the June board meeting.

 

(19-283) DISCUSSION OF GRADING SCALES*

Ms. Mutispaugh presented for information a report from the Grading and Reporting Committee.  This committee recommends a ten point grading scale for grades 3-12.  It recommends a standards based scale for grades JK-2 utilizing E (Exceeds/Meets Expectations), NP (Making Progress) for grades 1 and 2, and N (does not meet expectations).  The committee made other recommendations related to grading which will be reflected in policy revisions.

 

(19-284) ESSA CONSOLIDATED APPLICATION 2019-2020*

The 2019-2020 federal programs grant application is due to be submitted to the Virginia Department of Education by July 1, 2019.  Final allocations for 2019-2020 will not be available before the submission deadline.  Following the receipt of the final Standards of Learning assessment results and the final funding allocations, the grant proposal will be revised to target identified areas of need.  The critical issue at this time is to have the submission of the grant application approved by the school board in order to ensure timely appropriation of funds.  Again this year, Alleghany County Public Schools will participate in the Title III Statewide Consortium led by Virginia Polytechnic Institute and State University.  We receive less than $10,000 in funding and must participate in a consortium to access these funds.  In addition, we participate in a Title I C consortium led by Albemarle County Schools.  These funds are designated for migrant education and are currently not applicable to Alleghany County Public Schools.  By participating in this consortium, funds would be available to our school division if they are ever needed.  This item will be considered for approval at the June 24, 2019 school board meeting. 

 

(19-285) APPROVAL OF LOCAL ASSESSMENT ANNUAL RENEWAL*

The accountability system of the Commonwealth of Virginia requires demonstrating student growth.  In order to demonstrate student growth multiple measures need to be considered.  In reviewing the products available for Reading and Math growth, STAR Reading provides student growth information and has the capability of creating learning plans based on student achievement.  STAR programs are available through grade 12.  In reviewing the products available for four core subjects, Performance Matters (formerly PowerSchool and Interactive Achievement) will provide student growth information and have the capability of creating learning plans based on student achievement.  It will disaggregate data and provide reports to teachers.  PowerSchool programs are available through grade 11.  The purchase price of the Renaissance Learning package includes STAR Reading for grades 2-8 and Accelerated Reader for grades K-8.  The total cost for the package is $14,940.25.  Performance Matters (formerly PowerSchool Assessment and Analytics) includes the IA test bank, onTRAC longitudinal data system, and the ability to utilize other test banks.  The total cost of this renewal is $23,429.50.  The purchase will be funded with instructional supply and local technology funds.

MOTION: That the Board approve the Local Assessment Annual Renewal at a cost of $23,429.50, as presented.

MOTION:    Mrs. Morgan         

SECOND:   Mr. Wright

ROLL CALL VOTE:  Unanimous  

 

(19-286) CAPITAL IMPROVEMENT AND OPERATIONAL MAINTENANCE UPDATE*

Board members were provided the work orders in their agenda packet. 

 

(19-287) APPROVAL OF SCHOOL BUS PURCHASES*

Mr. Truett requested approval to purchase three buses.  Two standard 77 passenger buses and a wheelchair capable 53 passenger bus.   The buses would be purchased from Kingmor Supply, Inc. at a total cost of $268,116.00. 

MOTION: That the Board approve the purchase of 3 buses from Kingmor Supply, Inc. at a total cost of $268,116.

MOTION:   Mr. Wright           

SECOND:  Mr. Franson 

ROLL CALL VOTE:       Mr. Franson - YES

                                    Mr. Kern - ABSTAIN

                                    Mr. Lane - ABSENT 

                                    Mrs. Morgan – YES

                                    Mrs. Seckner - YES

                                    Mr. Tucker - ABSENT

                                    Mr. Wright - YES 

                                   

(19-288) APPROVAL FOR ALLEGHANY HIGH SCHOOL RESTROOM RESTORATIONS*

A request was made to purchase materials to replace and restore restroom fixtures (toilets, counters, sinks and mirrors) and stall walls in boys and girls restrooms at Alleghany High School.  The maintenance department will be doing the renovation.  The work includes four restrooms.   The bathroom fixtures cost $14,125.00 and the partition walls cost $11,440.30, for a total of $25,565.30.

MOTION: That the Board approve the restroom renovations at Alleghany High School, as presented.

MOTION:    Mr. Wright          

SECOND:   Mrs. Morgan  

ROLL CALL VOTE:  Unanimous  

 

(19-289) APPROVAL FOR NEW TECH RENOVATIONS – PHASE 2*

The Board considered a request for Alleghany High School renovations to include classrooms and the library.

1-  Removal of 3 wall sections and replacement with folding walls.  Creates a 2nd three (3) room option

     and two (2) additional double rooms on the first floor.  Similar to 2017/2018 renovations.

2-  Installation of folding partition and partial walls in library creating optional classroom breakout and

     presentation space. Renovation includes installation of new entrance doors to library from hallway and

     from staircase.

MOTION: That the Board approve Phase 2 of the New Tech Program renovations, as presented.

MOTION:   Mr. Wright           

SECOND:  Mr. Franson 

ROLL CALL VOTE:  Unanimous

 

(19-290) APPROVAL FOR ALLEGHANY HIGH SCHOOL 2ND FLOOR TILE REPLACEMENT*

The Board considered a request to approve E. Luke Greene to abate the tile on the 2nd floor at Alleghany High School.  Also to approve Rockbridge Flooring Professionals to replace the tile on the 2nd floor at Alleghany High School. 

The costs are:

Abatement – E. Luke Greene - $35,770.00

 

Replacement Flooring -

Rockbridge Flooring Professionals: $36,019.60

           Library -                       $18,045.60 (Carpet Tile)

           Hall & 6-Classrooms - $17,974.00 (VCT Tile)

 

Total $71,789.60

 

MOTION: That the Board approve tile abatement and floor replacement on the 2nd floor at Alleghany High School, as presented.

MOTION:  Mr. Wright          

SECOND: Mr. Franson  

ROLL CALL VOTE:  Unanimous

 

OTHER BUSINESS

(19-291) Alleghany High School Football and Softball Field Upgrades

The football and softball fields need to be renovated.  The football field was last renovated in 2014. The estimated total cost is $22,260.00.

 

Softball Field – Earthworks Company

·         Move infield dirt onto the softball infield;

·         Laser grade infield dirt and roll tight;

·         Sod cut the infield edges to smooth out grass line;

·         Check the measurements for the bases, pitcher’s rubber and home plate; and

·         Check foul poles.

Earthworks Company - $4,260.00

Estimated cost for dirt - $3,000.00

Estimated Cost: - $7,260.00

Football Field

·         Top dress;

·         Slit seed;

·         Shallow and deep core aeration; and

·         Fertilization and lime program

Estimated Cost:  $15,000

 

MOTION: That the Board approve the Alleghany High School football and softball field upgrades.

MOTION:   Mrs. Morgan         

SECOND:  Mr. Wright 

ROLL CALL VOTE:   Unanimous

 

CLOSED SESSION

(19-292) CODE OF VIRGINIA: PERSONNEL MATTERS 2.2-3711.A.1, STUDENT MATTERS 2.2-3711.A.2, AND SCHOOL SAFETY REPORTS 2.2-3711.A.19.

MOTION: That the School Board enter closed session to discuss Personnel Matters, Student Matters, and School Safety Reports, as authorized by the Code of Virginia Sections 2.2-3711A.1, 2.2-3711.A.2, and 2.2-3711.A.19.

MOTION:   Mr. Franson

SECOND:  Mrs. Morgan

ROLL CALL VOTE: Unanimous

TIME: 7:11 p.m.

 

MOTION: That the School Board return to open session from closed session.

MOTION:   Mr. Wright   

SECOND:  Mrs. Morgan

ROLL CALL VOTE:  Unanimous

TIME: 7:32 p.m.

 

CERTIFICATION OF EXECUTIVE SESSION

The Chairman requests a motion to certify that to the best of each member’s knowledge:

  1. Only public business matters lawfully exempted from opening meeting requirements by Virginia law were discussed in the closed meeting to which this certification applies; and
  2. Only such public business matters as were identified in the motion convening the closed meeting were heard, discussed or considered by the School Board.

                                    MOTION:   Mr. Wright  

                                    SECOND:  Mrs. Morgan

                                    ROLL CALL VOTE:       Mr. Franson - YES

                                                                        Mr. Kern - YES

                                                                        Mr. Lane - ABSENT 

                                                                        Mrs. Morgan – YES

                                                                        Mrs. Seckner - YES

                                                                        Mr. Tucker - ABSENT

                                                                        Mr. Wright - YES                                  

 

                                                                        5-YES     2 – ABSENT      0 - NO    

                                                                        TIME:  7:32 p.m.                      

 

 

__________________________________                      ___________________________________

Jennifer S. Seckner, Vice Chairwoman                             Lorie C. Bess, Clerk

 

PERSONNEL

(19-293) PERSONNEL ACTIONS*

MOTION: That the Board approve all personnel actions as discussed in closed session and recommended by the Superintendent. 

MOTION:   Mr. Wright    

SECOND:  Mrs. Morgan

ROLL CALL VOTE:       Mr. Franson - YES

                                    Mr. Kern - ABSTAIN 

                                    Mr. Lane - ABSENT 

                                    Mrs. Morgan – YES

                                    Mrs. Seckner - YES

                                    Mr. Tucker - ABSENT

                                    Mr. Wright - YES 

 

(19-294) APPROVAL OF JOB DESCRIPTIONS*

a.  JD 2-15: Activities Director

b.  JD 3-7:  Visiting Teacher / Attendance Officer

c.  JD 3-15: Therapeutic Counselor 

There was a lengthy discussion regarding the Activities Director job description and the responsibilities for this position, specifically whether or not it would be an administrative position.  It was determined the Board preferred an assistant principal with an emphasis on athletics and activities.  The Board directed the Superintendent to advertise for an Assistant Principal instead of an Activities Director position. 

MOTION: That the Board direct the Superintendent to advertise for an Assistant Principal at Alleghany High School instead of an Activities Director.

MOTION:   Mrs. Morgan           

SECOND:  Mr. Kern 

ROLL CALL VOTE:       Mr. Franson - YES

                                    Mr. Kern - YES

                                    Mr. Lane - ABSENT 

                                    Mrs. Morgan – YES

                                    Mrs. Seckner - NO

                                    Mr. Tucker - ABSENT

                                    Mr. Wright - YES 

 

MOTION: That the Board approve Job Descriptions JD 3-7, and JD 3-15.

MOTION:   Mr. Wright           

SECOND:  Mrs. Morgan 

ROLL CALL VOTE:       Mr. Franson - YES

                                    Mr. Kern - ABSTAIN

                                    Mr. Lane - ABSENT 

                                    Mrs. Morgan – YES

                                    Mrs. Seckner - YES

                                    Mr. Tucker - ABSENT

                                    Mr. Wright - YES 

  

ADJOURNMENT

MOTION:  That the May 20, 2019 meeting of the Alleghany County School Board be adjourned.

MOTION:  Mr. Wright    

TIME: 8:22 p.m.

 

 

________________________________                          _____________________________

Jennifer S. Seckner, Vice Chairwoman                             Lorie C. Bess, Clerk