MINUTES

REGULAR MEETING OF THE ALLEGHANY COUNTY SCHOOL BOARD

June 24, 2019

 

The Alleghany County School Board held its regular meeting on June 24, 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; Danielle I. Morgan; Jennifer S. Seckner, Vice Chairwoman; Randall S. Tucker, Chairman; and Jacob L. Wright.  Also present: Eugene P. Kotulka, Superintendent; Lorie C. Bess, Clerk; and Patrick Andriano, Attorney

 

Student representative:  Eddie Meadows

 

ABSENT:   

 

Chairman Tucker 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.

 

COMMUNITY PARTICIPATION

(19-295) SCHOOL BOARD COMMENDATIONS

-                 Hanna Persinger, Callaghan Elementary School – perfect attendance JK through grade 5

-                 Eddie Meadows, Student School Board Representative 2018-2019.  Mr. Meadows was presented a plaque.  Also, board members collaborated to purchase a gift card as a token of their appreciation.

 

(19-296) PUBLIC COMMENT

There were no citizens wishing to address the Board.

 

(19-297) SCHOOL BOARD MEMBER AND SUPERINTENDENT COMMENTS

Mr. Franson stated it was good to see so many people at the meeting.  He congratulated Hanna Persinger on her perfect attendance. He thanked Eddie Meadows for his service as the student board member this past year and stated he did a really good job. He offered well wishes to Mary Jane Mutispaugh and Jan Hobbs on their retirements. 

 

Mr. Kern commended Hannah Persinger on her perfect attendance and stated it is a big accomplishment and shows dedication.  He thanked Eddie Meadows for his service and wished him the best of luck in the future.

 

Mr. Lane stated it is a big deal for a student to have that many years of perfect attendance and he commended Hannah Persinger and her parents for their dedication.  He thanked Eddie Meadows for his insight over the past year and stated he was very helpful to the Board.

 

Mrs. Seckner stated Eddie Meadows was a great role model for fellow students and she appreciated how he handled himself during controversial conversations.  She commended Hanna Persinger and her parents for their dedication.  She stated Mary Jane Mutispaugh and Jan Hobbs will both be missed greatly and wished them well in their retirement.  She stated she hopes everyone has a great summer. 

 

Mrs. Morgan thanked Eddie Meadows for being a great asset to the Board this past year.  She stated she hoped the Board had in turn given him some tools to use in his life and she appreciated having a student perspective this past year.  She thanked Mary Jane Mutispaugh and Jan Hobbs for their many years of service and wished them good luck in their next endeavors.  She welcomed Kelly Huff and Sherman Callahan to the central office team.  She thanked everyone for attending the meeting.   

 

Mr. Wright thanked Eddie Meadows for his service and wished him well in the future.  He thanked Mary Jane Mutispaugh and Jan Hobbs for their long careers and dedication to the students.  He commended Ms. Mutispaugh for her time serving as the acting superintendent and stated the division really progressed during that time.   He commended Hanna Persinger on her perfect attendance and also to her parents for their support.  He wished the best of luck to all retirees. 

 

Mr. Tucker thanked Mary Jane Mutispaugh and Jan Hobbs for their many years of service.  He noted Ms. Mutispaugh’s service as acting superintendent was appreciated and she did a great job, even though it was a tough job.  He thanked Hanna Persinger’s parents for supporting her and making sure she was in school to earn the perfect attendance award.  He reminded everyone school starts August 8.  He thanked Board of Supervisors members, Steve Bennett and Cletus Nicely, for attending the meetings recently. 

 

Mr. Kotulka stated Hanna Persinger’s perfect attendance is an amazing accomplishment.  He stated Eddie Meadows did a great job this past year and his opinions really helped the Board.  He wished him well in his future and stated he would be happy to help him in any way he can.  He recognized Mary Jane Mutispaugh and Jan Hobbs for their tremendous work over the years and stated they both will be greatly missed. 

 

(19-298) CONSENT AGENDA*

The following items were included for approval.         

A. Approval of Minutes of May 20 Regular Meeting

B. Approval of payment of bills 

C. Cafeteria report 

D. Communications/Monthly Reports

1.       JRTC monthly report

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

MOTION:    Mr. Wright        

SECOND:   Mrs. Seckner

ROLL CALL VOTE:       Mr. Franson - YES

                                    Mr. Kern - ABSTAIN

                                    Mr. Lane - YES 

                                    Mrs. Morgan – YES

                                    Mrs. Seckner - YES

                                    Mr. Tucker - YES

                                    Mr. Wright - YES                                  

 

BUDGET AND FINANCE

(19-299) BUDGET REPORT*

 

School Operating Fund

$3,277,460.37

School Textbook Fund

$1,191,664.87

Alleghany Foundation Nursing Grant

$52,678.94

Governor’s School

$193,706.25

Scholarship

$75,582.57

School Capital

$1,579,934.71

Medicaid Reimbursement

$206,785.74

New Tech Program

$300,787.17

Grand Total

$6,878,600.62         

 

SUPERINTENDENT REPORTS AND RECOMMENDATIONS

(19-300) CALENDAR INFORMATION*

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

- July 4 – Holiday (all offices closed)

- July 8, 6:00 p.m. – Reorganization/Regular/Year End meeting at Central Office Complex

- July 9, 12:00 p.m. - Joint Board of Control at JRTC

- July 11, 5:00 p.m. in SES gym – “Meet and greet” new principal at Sharon Elementary School

- July 21-23 – VSBA Conference on Education in Richmond

- July 22 – VSBA New Board Chair/Member Training in Richmond

- July 31 – Orientation for all new staff

- July 31, 5:00 – JRGS Reception at DSLCC

- July monthly calendar

 

(19-301) SECOND REVIEW OF PROPOSED 2019-2020 CALENDAR OF SCHOOL BOARD MEETINGS AND EVENTS*

This was the second review of the meeting schedule.  There were two changes since the first review of the calendar:

1.  The January 20 meeting is moved to January 21 because January 20 is a holiday. 

2.  The February meeting will be February 24 instead of February 17 because schools are closed on

     February 17 and the meeting is to be hosted by JRTC.

This schedule will be presented for approval at the July reorganization meeting.   

 

(19-302) REVIEW OF STANDARD DAY SCHEDULE FOR 2019-2020*

The Standard Schedule Day was presented.  No changes are recommended in the standard schedule day from the 2018-2019 academic year.  The document will be considered for approval in July.

 

(19-303) NURSING PROGRAM ANNUAL REPORT*

Board members were provided with a copy of the Nursing Program Annual Report. The 2018-2019 school year concluded the twenty-first year of this valuable and positive program for our students and staff.   During the 2018-2019 school year, nurses reported 33,156 clinical encounters.  Going forward, Alleghany County Public Schools will employ and fully fund the five nursing positions. A new grant from The Alleghany Foundation will fully fund the positions of School Nurse Coordinator and Program Secretary for one year. However, these will be Covington City Schools’ employees. It is the goal of the new grant for this to become a wellness oriented program. This grant was applied for by Covington City Schools.   The data generated will be shared with the School Health Advisory Boards of the Alleghany and Covington school districts, the Virginia Department of Health, and the Community Services Board.

 

(19-303) APPROVAL 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.

MOTION: That the Board approve the Special Education Procedures Manual, as presented.

MOTION:   Mrs. Morgan

SECOND:  Mrs. Seckner

ROLL CALL VOTE:       Mr. Franson - YES

                                    Mr. Kern - ABSTAIN

                                    Mr. Lane - YES 

                                    Mrs. Morgan - YES

                                    Mrs. Seckner - YES

                                    Mr. Tucker - YES

                                    Mr. Wright - YES                                  

 

(19-305) ONE-TO-ONE INITIATIVE UPDATE*

An update on the One-to-One initiative as it pertains to professional development.  A video was shown titled, “Alleghany High School Retrospective”, featuring Alleghany High School faculty and students.

 

(19-306) WEB FILTERING CHANGES FOR JUNIORS AND SENIORS*

Following the school board’s action on February 25, 2019, several web filtering modifications were enabled for our students who were enrolled in grades 11 and 12.

  1. Enabled restricted-mode access to Youtube.
  2. Enabled access to advertisements (assistive with the proper rendering of web content.)
  3. Enabled access to Auctions/Shopping sites.
  4. Enabled access to selected digital forums.
  5. Enabled access to selected radio and tv content.

-One parent elected to opt-out of the approved trial. 

-Students’ Internet usage was continuously monitored.

-No access violations were noted.

-No complaints were received.

 

In July, Mr. Alleman will request the school board’s authorization to deploy the listed modifications to all 11th and 12th grade students for the 19-20 school year. 

 

-Parents will be offered an opportunity to opt-out. 

-Internet traffic will be monitored and usage reports will be generated.

-Access violations will be reported to the high school’s administrative team.

 

(19-307) OUT-OF-SCHOOL CONNECTIVITY SURVEY*

On March 20, 2017, the results of an Out-of-School Connectivity Survey were shared with the school board.  The survey had been distributed district-wide and 836 surveys were returned.  The survey results indicated that 41 of our students did not have Internet access at home and this fact led to the implementation of our after-school Wi-Fi service (Kajeet).  At the July board meeting, Mr. Alleman will make a request for authorization to complete a follow-up survey with a planned distribution date of August 8, 2019.

 

1.         The survey will be distributed along with other student registration documents.

2.         The survey results will be compiled and shared with the school board in October.

3.         The survey questions will be revised but the revision will be shared with the board in advance of   distribution.

4.         I will request each respondent’s street address.

5.         Results will be shared with the members of the Alleghany Highlands Broadband Committee.

 

(19-308) ADOPTION OF REVISED STATE TECHNOLOGY FUNDING RESOLUTION, SERIES XIX*

The total revised amount for Alleghany County Public Schools from the Series XIX bonds is $230,000.00. 

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

MOTION:    Mr. Lane        

SECOND:   Mrs. Morgan 

ROLL CALL VOTE:  Unanimous                                    

 

(19-309) APPROVAL 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. 

MOTION: That the Board approve the Local Plan for the Education of the Gifted, as presented.

MOTION:   Mrs. Seckner

SECOND:  Mr. Lane

ROLL CALL VOTE:       Mr. Franson - YES

                                    Mr. Kern - ABSTAIN

                                    Mr. Lane - YES 

                                    Mrs. Morgan - YES

                                    Mrs. Seckner - YES

                                    Mr. Tucker - YES

                                    Mr. Wright - YES                                  

 

(19-310) 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.  Funds from these federal grants are used to fund seven teaching positions, a portion of the Director of Elementary Instruction’s salary, professional development, instructional supplies, and items for school safety.

MOTION:  That the Board approve the ESSA Consolidated Application 2019-2020, as presented.

MOTION:   Mrs. Morgan

SECOND:  Mrs. Seckner

ROLL CALL VOTE:       Mr. Franson - YES

                                    Mr. Kern - ABSTAIN

                                    Mr. Lane - YES 

                                    Mrs. Morgan - YES

                                    Mrs. Seckner - YES

                                    Mr. Tucker - YES

                                    Mr. Wright - YES                                  

 

(19-311) APPROVAL 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.

MOTION:  That the Board approve the revised grading scales, as presented.

MOTION:   Mr. Franson

SECOND:  Mr. Wright

ROLL CALL VOTE:  Unanimous                                    

 

(19-312) APPROVAL FOR RESTORATION OF SHARON ROOF – PHASE 3*

Request to issue Invitation for Bid (IFB) for the following:

Restoration (vs replacement) of Sections 3 and 6.  This is the final phase of the roof at Sharon Elementary.  Restoration is less intrusive than previous replacement projects.  Restoration requires moisture testing prior to final price determination.  Five bids were received.  One bidder disqualified for improper submission.  Bids ranged from $169,350 - $225,000.  It was recommended the bid be awarded in the amount of $169,350 to BIRS, Inc. out of Greensboro, NC.

MOTION: That the Board approve the Phase 3 restoration of the roof at Sharon Elementary School, in the amount of $169,350.

MOTION:   Mrs. Seckner           

SECOND:  Mr. Morgan 

ROLL CALL VOTE:       Mr. Franson - YES

                                    Mr. Kern - ABSTAIN 

                                    Mr. Lane - YES  

                                    Mrs. Morgan - YES

                                    Mrs. Seckner - YES

                                    Mr. Tucker - YES

                                    Mr. Wright - YES                                  

 

(19-313) CAPITAL IMPROVEMENT AND OPERATIONAL MAINTENANCE UPDATE*

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

 

POLICY REVISIONS

(19-314) APPROVAL OF POLICY REVISIONS RECOMMENDED BY VSBA AND/OR ADMINISTRATION*            

BBFA - Conflict of Interests and Disclosure of Economic Interests

BDCA - Calling and Certification of Closed Meetings

BDDF - Voting Method

DL - Payroll Procedures

EB - School Crisis, Emergency Management and Medical Emergency Response Plan

EBB - Threat Assessment Teams

EBCB   - Safety Drills

EBCBA - Electronic Room Partitions

EFB - Food Services

EFB-R - School Lunch and Breakfast Program Charge Regulations

FEA - Educational Facilities Specifications

FEG - Construction Planning

GA - Personnel Policies Goals

GAB / IIBEA - Acceptable Computer System Use

GAB F-1 / IIBEA-F2 (DELETED) - Acceptable Computer System Use Agreement

GAB-R / IIBEA-R - Technology Use Guidelines

GAE - Child Abuse and Neglect Reporting

GBEC/JFCH/KGC - Tobacco Products and Nicotine Vapor Products

GBECA (DELETED) - Electronic Cigarettes

GCCB - Employment of Family Members

GCDA - Effect of Criminal Conviction or Founded Complaint of Child Abuse or Neglect 

IC/ID - School Year/School Day

IGAD - Career and Technical Education

IGAG - Teaching About Drugs, Alcohol and Tobacco

IGAH - Family Life Education

IGAI - Character Education

IGBF - English Learners

IGBGA - Online Courses and Virtual School Programs

IIBEA/GAB - Acceptable Computer System Use

IIBEA F2/GAB F-1 (DELETED) - Acceptable Computer System Use Agreement

IIBEA-R/GAB-R - Technology Use Guidelines

IZ - Student Grading, Evaluation and Reporting

IZ-R - Promotion / Retention / Acceleration

IZ-R-F - Alleghany County Public Schools – Acceleration Screening Referral Form

JEB - Entrance Age/Admission of Persons Not of School Age

JEC - School Admission

JFCE - Gang Activity or Association

JFCF - Drugs in School

JFCH/GBEC/KGC - Tobacco Products and Nicotine Vapor Products

JFC-R - Standards of Student Conduct

JFG - Search and Seizure

JHCH (DELETED) - School Meals and Snacks

JHCH-R (DELETED) - School Lunch and Breakfast Program Charge Regulations

JHG/GAE (DELETED) - Child Abuse and Neglect Reporting

JHH - Suicide Prevention

JO - Student Records

JOB (previously KFB) - Administration of Surveys and Questionnaires                 

JP - Student Publications

KB - Public Information Program

KBA - Requests for Public Records

KBE - Internet Privacy

KF - Distribution of Information/Materials

KG - Community Use of School Facilities

KGB - Public Conduct on School Property

KGC/GBEC/JFCH - Tobacco Products and Nicotine Vapor Products

KH - Public Gifts to the Schools

KJ - Advertising in the Schools

KLB-F - Request for Reconsideration of Learning Resources

KNAJ - Relations with Law Enforcement Authorities

KQ - Commercial, Promotional and Corporate Sponsorships and Partnerships

LC - Charter Schools

 

The policies listed below were reviewed but current ACPS policies remain and no changes were made. 

JHCF - Student Wellness

JJAC - Student-Athlete Concussions

           

MOTION:  That the Board approve the policies as recommended by VSBA and/or administration.

MOTION:   Mr. Franson

SECOND:  Mr. Lane

ROLL CALL VOTE:       Mr. Franson - YES

                                    Mr. Kern - ABSTAIN

                                    Mr. Lane - YES  

                                    Mrs. Morgan - YES

                                    Mrs. Seckner - YES

                                    Mr. Tucker - YES

                                    Mr. Wright - YES                                  

 

ADDITION TO AGENDA

(19-315) ADDITION TO AGENDA

None.

 

CLOSED SESSION

(19-316) CODE OF VIRGINIA: PERSONNEL MATTERS 2.2-3711.A.1, STUDENT MATTERS 2.2-3711.A.2, SPECIAL AWARDS 2.2-3711.A.10, AND SCHOOL SAFETY REPORTS 2.2-3711.A.19.

MOTION: That the School Board enter closed session to discuss Personnel Matters, Student Matters, Special Awards and School Safety Reports, as authorized by the Code of Virginia Sections 2.2-3711A.1, 2.2-3711.A.2, 2.2-3711.A.10, and 2.2-3711.A.19.

MOTION:   Mr. Lane

SECOND:  Mrs. Seckner

ROLL CALL VOTE: Unanimous

TIME:  6:58 p.m.

 

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

MOTION:   Mr. Franson   

SECOND:  Mr. Lane

ROLL CALL VOTE:  Unanimous

TIME: 7:55 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:    Mrs. Seckner

                                    SECOND:   Mr. Wright

                                    ROLL CALL VOTE:       Mr. Franson - YES

                                                                        Mr. Kern - YES

                                                                        Mr. Lane - YES 

                                                                        Mrs. Morgan - YES

                                                                        Mrs. Seckner - YES

                                                                        Mr. Tucker - YES

                                                                        Mr. Wright - YES                                  

 

                                                                        7 -YES     0 – ABSENT      0 - NO    

                                                                        TIME: 7:56 p.m.           

 

 

__________________________________                      ___________________________________

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

 

 

OTHER BUSINESS

(19-317) RESOLUTION TO NOMINATE RECIPIENT FOR VSBA MEDIA HONOR ROLL*

Board members discussed nominees for the VSBA Media Honor Roll.

MOTION:  That the Board nominate Darrell Gleason, The Virginian Review, for the VSBA Media Honor Roll.

MOTION:   Mrs. Seckner
SECOND:  Mr. Kern

ROLL CALL VOTE:  Unanimous                                    

 

MOTION:  That the Board nominate Jerry Clark, The Alleghany Journal, for the VSBA Media Honor Roll.

MOTION:   Mr. Lane
SECOND:  Mrs. Seckner

ROLL CALL VOTE:       Mr. Franson - YES

                                    Mr. Kern - ABSTAIN

                                    Mr. Lane - YES 

                                    Mrs. Morgan - YES

                                    Mrs. Seckner - YES

                                    Mr. Tucker - YES

                                    Mr. Wright - YES          

 

PERSONNEL

(19-318) PERSONNEL ACTIONS*

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

MOTION:   Mr. Franson      

SECOND:  Mr. Lane

ROLL CALL VOTE:       Mr. Franson - YES

                                    Mr. Kern - ABSTAIN 

                                    Mr. Lane - YES  

                                    Mrs. Morgan - NO

                                    Mrs. Seckner - YES

                                    Mr. Tucker - YES

                                    Mr. Wright - YES  

 

(19-319) REVIEW OF JOB DESCRIPTION JD 2-3*

Revision of teacher job description reflecting changes to qualifications and working conditions.

 

ADJOURNMENT

MOTION:  That the June 24, 2019 meeting of the Alleghany County School Board be adjourned.

MOTION:  Mrs. Seckner    

TIME: 8:00 p.m.

 

 

________________________________                          _____________________________

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