MINUTES

REGULAR MEETING OF THE ALLEGHANY COUNTY SCHOOL BOARD

August 19, 2019

 

The Alleghany County School Board held its regular meeting on August 19, 2019, at 6:00 p.m. at the Central Office Complex in Low Moor, Virginia.

 

PRESENT: Gerald E. Franson; Donnie T. Kern; R. Craig Lane; Jennifer S. Seckner; Randall S. Tucker, Chairman; and Jacob L. Wright, Vice Chairman.  Also present: Eugene P. Kotulka, Superintendent; and Lorie C. Bess, Clerk.

 

Student Representative:  Abby L. Martin (present)

 

ABSENT:   Danielle I. Morgan

 

Chairman Tucker announced the following additions to the agenda:

1.     Agenda item #20-41, “Comprehensive Adolescent Blended Writing Program and Research Project” is an information item and will be inserted after agenda item #20-40.

2.     Agenda item #20-45, “RFB – HVAC Building Control Replacement” is an action item and will be inserted after agenda item #20-41.  

3.     Agenda item #20-46, “Resolution to approve Lease Agreement for Sunnymeade property”.  This is an action item and will be inserted after agenda item #20-45

 

COMMUNITY PARTICIPATION

(20-25) SCHOOL BOARD COMMENDATIONS

 

SKILLS USA NATIONAL WELDING COMPETITION

Ryan Whiting, welding student at Jackson River Technical Center (JRTC), won the National Welding Competition recently held in Kentucky.  Former JRTC student, Hannah Wolfe, helped Ryan train for the competition.  Jamie Huffman is the welding instructor at JRTC.   All were recognized by the school board and Delegate Terry Austin presented them with a certificate of commendation. 

 

STUDENTS WHO SCORED PERFECT SCORES ON 2018-2019 SOL’S*

 

School

First Name

Last Name

Grade

Test Name

AHS

HOPE

ARTHUR

11

Writing

AHS

DEREK

BENOIT

11

Writing

AHS

KILLIAN

BOLTON

10

World History II

AHS

TREVOR

BROCE

10

World History I

AHS

DANIEL

CURTIS

9

World History I

AHS

JEFFREY

HARRIS

10

Biology

AHS

SHANNON

MANGARELL

11

Writing

AHS

GABRIEL

MEADOWS

10

Biology and Writing

AHS

GABRIEL

MILLER

9

World History I

 

 

 

 

 

CES

REBECCA

HARRIS

5

Math

CES

TAYLOR

JENKINS

5

Reading

 

 

 

 

 

CMS

GEORGIA

BICKFORD

8

Writing

CMS

KADENCE

BRADBERRY

8

Writing, Civics & Economics

CMS

NOAH

BROWN

8

Writing

CMS

LANE

CRAWFORD

8

Civics & Economics

CMS

ELLA

DEEL

8

Civics & Economics

CMS

SIDNEY

DONNAN

8

Civics & Economics

CMS

RONGXING

FU

8

Writing, Civics & Economics

CMS

AMYNICOLE

LEE

8

Civics & Economics

CMS

HALEN

LOWMAN

8

Writing, Civics & Economics

CMS

MEGAN

MCHENRY

8

Civics & Economics

CMS

CONNOR

MCPEEK

8

Civics & Economics

CMS

FAITH

MEADOWS

8

Civics & Economics

CMS

RYAN

MOLES

8

Civics & Economics

CMS

TEMPBLUM

TUCKER

8

Writing

 

 

 

 

 

MVES

IRIS

KANG

3

Reading

MVES

MATTHEW

MCDONALD

5

Science

 

 

 

 

 

SES

ADRIENNE

DOWNS

3

Math

SES

NOLAN

NICELY

5

Virginia Studies

SES

ROWAN

WRIGHT

4

Reading

 

(20-26) PUBLIC COMMENT

There were no citizens wishing to address the Board.

 

(20-27) SCHOOL BOARD MEMBER AND SUPERINTENDENT COMMENTS

Mr. Wright congratulated students who scored 600 on their SOLs.  He reported the Joint School Services Committee recently traveled to Richmond to meet with Delegate Terry Austin and seven attorneys (some of which handled the Clifton Forge reversion).  He stated there was a lot of positive energy and good discussion.  He reported they also met with State Superintendent Lane.  The group discussed reason why consolidation would be beneficial to our area.  He noted the Secretary of Education is planning a visit here in October and is very enthusiastic about helping our area. 

Mr. Franson thanked everyone for attending the meeting.  He thanked Delegate Austin for his support of education.  He congratulated Ryan Whiting and Hannah Wolfe for their success in welding and Ryan winning the national championship.  He congratulated the students with perfect SOL scores.  

 

Mr. Kern congratulated students for scoring perfect scores on their SOLs and stated that was an awesome accomplishment.  He thanked Delegate Austin for attending the meeting although he has a busy schedule.  He congratulated Ryan Whiting on winning the national welding competition and thanked Hannah Wolfe for her assistance to Ryan. 

 

Mr. Lane stated having 30 students score a perfect score on their SOL is excellent and he congratulated them.  He stated he appreciated Delegate Austin attending the meeting and presenting certificates to Ryan Whiting and Hannah Wolfe.  He commended Jamie Huffman, Jackson River Technical Center Welding Instructor, on his dedication to his students. He stated the school year started smoothly. 

 

Abby Martin (student representative) thanked the Board for the opportunity to serve and stated she is honored to represent Alleghany High School. 

 

Mrs. Seckner welcomed Abby Martin to the Board and stated she is certain she will do an excellent job representing her fellow students.  She stated while the SOL certificates were being presented she noticed all the parents beaming with pride for their child.  She thanked Delegate Austin for his continuous support of our community and for sending letters to students who earn A and A/B honor roll each six weeks.  She commended Mr. Huffman, Ryan Whiting, and Hannah Wolfe for their success and sated it is amazing what they do.  She gave a shout out to Lisa Hansford as the TTRT at Clifton Middle School.  She welcomed Kelly Huff and Sherman Callahan to the central office.  She stated she is looking forward to a wonderful school year. 

 

Mr. Tucker stated 30 perfect SOL scores is quite impressive.  He commended the welding program at Jackson River Technical Center for their successes the past two years.  He thanked Delegate Austin for his support.  He stated the school year has gotten off to a great start.  

 

Mr. Kotulka commended staff for a great opening of school, specifically transportation and food services.  He encouraged Miss Martin to offer her input and ideas.  He stated it was an awesome accomplishment to win the national welding competition and he commended Mr. Huffman, Ryan Whiting, and Hannah Wolfe for their hard work.  He thanked Delegate Austin for his support of education and the Alleghany Highlands.  He reported he would be attending a superintendent’s conference in China in October 11-19 to discuss creating a “sister school” program.  He noted the trip is at no cost to the school division.  He introduced and welcomed Elizabeth Ewing who was attending the meeting on behalf of the Virginia School Boards Association.

 

(20-28) CONSENT AGENDA*

The following items were included for approval.   

A.  Approval of Minutes of July 3 Reorganization/Year End/Regular Meeting 

B.  Payment of bills

C.  Cafeteria report – Year-end, June, and July

D.  Communications/Monthly Reports

      1.  JRTC monthly report      

MOTION: That the Board approve the consent agenda, as presented. 

MOTION:   Mr. Lane  

SECOND:  Mr. Franson

ROLL CALL VOTE:       Mr. Franson - YES 

                                    Mr. Kern - ABSTAIN

                                    Mr. Lane -  YES

                                    Mrs. Morgan - ABSENT

                                    Mrs. Seckner - YES

                                    Mr. Tucker - YES

                                    Mr. Wright - YES   

 

BUDGET AND FINANCE

(20-29) BUDGET REPORT*

 

School Operating Fund

$2,139,518.46

School Textbook Fund

$1,192,917.03

Alleghany Foundation Nursing Grant

$59,451.16

Governor’s School

$210,130.39

Scholarship

$75,684.74

School Capital

$3,108,676.72

Medicaid Reimbursement

$207,064.17

New Tech Program

$337,967.24

Grand Total

$7,331,409.91         

 

SUPERINTENDENT REPORTS AND RECOMMENDATIONS

(20-30) CALENDAR INFORMATION*

Mr. Kotulka reminded the Board of the following meetings:

- September 2 – Holiday (all schools and offices closed)

- September 7- 10:00 a.m. – Coffee with Superintendent at 42 Deli

- September 10 – 12:00 p.m. – JRTC Joint Board of Control meeting at JRTC

- September 16 – 6:00 p.m. - Regular monthly meeting at Sharon Elementary School

- September 23 – No school for students / Parent Teacher Conferences 11:00am-6:00pm

- September 24 – VSBA Legislative Advocacy Conference in Charlottesville

- September 26 – Board retreat/annual training

- September monthly calendar

- November 20-22 – VSBA Annual Conference in Williamsburg

 

(20-31) 2018-2019 DISCIPLINE SUMMARY REPORT*

The 2018-2019 Discipline Summary was presented. This data has been submitted to the state as part of our annual Discipline, Crime and Violence Report. This report is used in part as data determining persistently dangerous schools as required by the Virginia Department of Education. Administrators reported 1,325 discipline referrals for 2018-2019; 479 at AHS, 293 at CMS, and 553 at the elementary schools. Not all discipline referrals are reported to the state because they have a discipline sanction that is considered a minor offense.   The total number of referrals is an increase of 216 from the previous year. Minor insubordination referrals increased 259 from the previous year.  School Resource Officers reported 343 referrals, a decrease of 12 from the 2018 report. For clarification purposes, some categories of the SRO report do not match the division’s summary report. This is a reflection of different terminology used by law enforcement and the Department of Education.  Based upon our data reported, no school within the Alleghany County Public Schools is considered persistently dangerous. 

 

(20-32) ANNUAL HOMEBOUND REPORT FOR 2018-2019*

 

Fiscal Year

Budget

Actual Cost

 

18-19

$36,601

$23,903

 

17-18

$36,601

$22,156

 

16-17

$20,000

$37,021

 

15-16

$30,000

$37,021

 

14-15

$40,000

$33,929

 

Fiscal Year

Temporary

Temporary w/IEP

Full Year

Full Year w/IEP

Total

18-19

12

5

1

4

22

17-18

9

6

0

3

18

16-17

10

9

0

2

21

15-16

3

8

1

3

15

14-15

6

7

0

3

16

 

This represents the efforts of 17 instructors with 22 different students over the course of the 2018-2019 school year. Two twelfth grade students with IEPs were on homebased services and successfully completed with Standard Diplomas. One student became a drop out. Two students were placed on administrative homebased services for disciplinary reasons.

 

(20-33) ANNUAL HOMESCHOOL REPORT FOR 2018-2019*

 

Grade Level

Homeschool

Religious Exemption

K

4

1

1

8

 

2

7

 

3

8

 

4

10

1

5

10

1

6

12

1

7

8

 

8

13

1

9

12

 

10

12

1

11

12

 

12

5

1

Total

121

7

The overall total of students educated in the home was 128 for the 2018-2019 school year. This is an overall increase of 10 students.

 

(20-34) GRADING SCALE / STANDARDS BASED UPDATE*

Mr. Callahan provided a tentative template for report card formatting based on the new grading scale approved during the June meeting. JK-2 formats are attached. Grades 3-12 will be in the same format for reporting as in years past with the only change being the implementation of the approved 10-point scale. As observed, the standards-based reports for lower elementary are more informative and provide greater clarification of mastery of instructional content in Language Arts/Math. This aligns with the division comprehensive plan.

 

(20-35) REPORT ON NON-RESIDENT / NON-DISTRICT STUDENTS*

School Board Regulation JEC-R states non-resident and non-district students must complete an application to attend a different school from the school he/she should attend due to residency.  As of August 5, 2019, 90 non-resident applications have been accepted for the 2019-20 school year; 82 non-district applications were accepted; and 2 applications were denied attendance in Alleghany County Schools.

 

 

 

(20-36) REVIEW OF TIMELINE FOR COMPREHENSIVE PLAN*

Virginia Code 22.1-253.13:6, the Virginia Standards of Quality, requires that “a report shall be presented by each school board to the public by November 1 of each odd-numbered year on the extent to which the objectives of the division wide comprehensive plan have been met during the previous two school years.”

The following timeline presents the administration’s plan to ensure School Board compliance with the Code and to provide for necessary revision to the school division’s six year comprehensive and capital improvement plans. 

 

August 20, 2019            Central office and building staff will begin to review the current Comprehensive Plan.

 

September 17, 2019      Central office and building staff will continue to review the current Comprehensive Plan

 

September 26, 2019      School Board Work Session – the Board will begin the review of the Comprehensive Plan

 

October 21, 2019           School Board Meeting – the Board will review the administrative updates to the Comprehensive Plan

 

November 18, 2019       Presentation of revised plan to School Board for first reading and consideration of posting plan on the website for public comment.       

 

December 16, 2020       School Board will conduct a public hearing on each of the Comprehensive Plan.

 

January 21, 2020           School Board will consider formal adoption of the revised six-year Comprehensive Plan.  Approval of the revised plan will be made effective as of February 1, 2019.

 

(20-37) ONE-TO-ONE INITIATIVE UPDATE*

An update on the One-to-One initiative as it pertains to:

1.         Chromebook Distribution

2.         Web filtering privileges for Juniors and Seniors

3.         Out-of-School Connectivity Survey

 

(20-38) CAPITAL IMPROVEMENT AND OPERATIONAL MAINTENANCE UPDATE*

Mr. Truett reviewed the reports. 

 

POLICY REVISIONS

(20-39) REVIEW NEW POLICIES BBFA-R AND DAF*

New policies are required in response to the issuance of revisions to the Code of Federal Regulations, 2CFR200 – Uniform Administrative Requirements, Cost Principals, and Audit Requirements for Federal Awards. Our auditing firm, Robinson, Farmer, Cox Associates has provided assistance with these new policies and the presence of final, approved versions will be part of their audit review this Fall. The new policies are BBFA-R – Regulations Governing Conflict of Interest and Disclosure of Economic Interests When Federal Award Funds are Utilized and DAF – Federal Awards Administration.  

 

(20-40) REVIEW REVISIONS TO POLICY DJ-R*

Revisions were recommended to Policy DJ-R – Regulations Governing Purchases & Internal Accounting to align with monetary thresholds contained in Policy DJ – Small Purchasing, the Virginia Public Procurement Act, and new federal grant administration policies that are now required. 

 

 

OTHER BUSINESS

(20-41) COMPREHENSIVE ADOLESCENT BLENDED WRITING PROGRAM AND RESEARCH PROJECT*

Kelly Huff, Director of Secondary Education, explained this is a project to assist with student writing across the curriculum at the high school level.  Mr. Kotulka requested this item be changed to an action item in an effort to begin the project sooner.  There were no objections from the Board. 

MOTION:  That agenda item #20-41 be changed from an information item to an action item.

MOTION:   Mrs. Seckner 

SECOND:  Mr. Lane 

ROLL CALL VOTE:  Unanimous

 

MOTION:  That the Board approve the Comprehensive Adolescent Blended Writing Program and Research Project, as presented. 

MOTION:   Mr. Wright 

SECOND:  Mrs. Seckner 

ROLL CALL VOTE:  Unanimous

 

(20-45) RFB – HVAC BUILDING CONTROL REPLACEMENT*

Mr. Truett explained the HVAC systems for each school are controlled by a Building Control master system.  These master controls allow climate control, time settings, and make efficiency settings for each school.  MVES/CMS uses a Trane controller and the rest use Johnson Controls Systems.  He noted there are currently two issues:

 

1.         The Johnson Controls control unit at Alleghany has failed.  The system is running on the current unit settings and we are unable to adjust or see into the system. We cannot receive any alarms or troubleshoot the system. We have zero visibility into the settings.  Service requests to Johnson Controls has been poor and virtually nonexistent. 

 

2.         The Trane control unit at CMS/MVES is beginning to show signs of failure and requires upgrading.  It is functional, but has needed several repairs to maintain operation.  The unit is obsolete and no longer supported.  Overall, service from Trane is immediate and top quality.

 

Mr. Truett recommended seeking bids for replacement of all system controls in all schools.  The highest priority is Alleghany High School followed by Mountain View Elementary School/Clifton Middle School, Callaghan Elementary School and then Sharon Elementary School. 

MOTION: That the Board approve to request bids for HVAC Building Control Replacement, as presented.

MOTION:   Mr. Franson 

SECOND:  Mr. Lane 

ROLL CALL VOTE:  Unanimous 

 

(20-46) RESOLUTION TO APPROVE LEASE AGREEMENT FOR SUNNYMEADE PROPERTY*

MOTION: That the Board approve the lease agreement for the Sunnymeade property, as presented.

MOTION:  Mr. Wright 

SECOND: Mr. Lane  

ROLL CALL VOTE:       Mr. Franson - YES

                                    Mr. Kern - ABSTAIN

                                    Mr. Lane - YES 

                                    Mrs. Morgan - ABSENT

                                    Mrs. Seckner - YES

                                    Mr. Tucker - YES

                                    Mr. Wright - YES

 

 

Superintendent Comment and Request

Mr. Kotulka stated he failed to mention one item when he gave his comments at the beginning of the meeting and requested permission to discuss attendance.  The Board had no objection. 

 

Mr. Kotulka discussed “Saturday School” for students who have poor attendance and that he would like to begin the week of September 3.  He explained this could be a way to help students have another opportunity for academic instruction and would not be used as a discipline option.  He noted he would develop a regulation for the Board’s review in September with consideration for approval in October.   The Board authorized Mr. Kotulka to proceed.   

 

CLOSED SESSION

(20-42) CODE OF VIRGINIA: PERSONNEL 2.2-3711.A.1, STUDENT MATTERS 2.2-3711.A.2, LEGAL MATTERS 2.2-3711.A.7, SCHOOL SAFETY REPORTS 2.2-3711.A.19

MOTION: That the School Board enter closed session to discuss Personnel Matters, as authorized by the Code of Virginia Section 2.2-3711A.1.

MOTION:   Mr. Wright 

SECOND:  Mr. Franson

ROLL CALL VOTE: Unanimous

TIME: 7:47 p.m.

 

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

MOTION:   Mr. Franson  

SECOND:  Mr. Wright

ROLL CALL VOTE:  Unanimous

TIME: 8:12 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:  Mr. Lane 

                                    ROLL CALL VOTE:       Mr. Franson - YES

                                                                        Mr. Kern - ABSTAIN

                                                                        Mr. Lane - YES 

                                                                        Mrs. Morgan - ABSENT

                                                                        Mrs. Seckner - YES

                                                                        Mr. Tucker - YES

                                                                        Mr. Wright - YES                                  

 

                                                                        5 –YES      1-ABSTAIN      1 – ABSENT      0 - NO    

                                                                        TIME:  8:13 p.m.                      

 

 

________________________________________          _____________________________________

Randall S. Tucker, Chairman                                         Lorie C. Bess, Clerk

 

PERSONNEL

(20-43) APPROVAL OF JOB DESCRIPTIONS JD 2-13 and JD 2-18*

MOTION: That the Board approve Job Descriptions JD 2-13 and JD 2-18, as presented. 

MOTION:   Mr. Franson 

SECOND:  Mr. Lane

ROLL CALL VOTE:  Unanimous   

 

(20-44) PERSONNEL ACTIONS*

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

MOTION:   Mr. Wright

SECOND:  Mr. Lane

ROLL CALL VOTE:       Mr. Franson - YES 

                                    Mr. Kern - ABSTAIN

                                    Mr. Lane - YES

                                    Mrs. Morgan - ABSENT

                                    Mrs. Seckner - YES

                                    Mr. Tucker - YES

                                    Mr. Wright - YES   

 

ADJOURNMENT

MOTION:  That the August 19, 2019 meeting of the Alleghany County School Board be adjourned.

MOTION:   Mr. Lane

TIME: 8:15 p.m.

 

 

_______________________________________             _____________________________________

Randall S. Tucker, Chairman                                          Lorie C. Bess, Clerk