4-3-06

MINUTES

REGULAR MEETING OF THE ALLEGHANY COUNTY SCHOOL BOARD
April 3, 2006
Clifton Middle School – Gleason Forum Hall

PRESENT: R. Joe Anderson; H. Hunter Fridley; David W. Halsey; Randall S. Tucker and Michael L. Whitehead, Chairman.  Also present:  Robert P. Grimesey, Superintendent/Clerk and Terrie S. Wright, Deputy Clerk.

ABSENT: R. Wayne Botkins and Robert A. Fridley

Chairman Whitehead presided and called the meeting to order at 6:00 p.m.  The call to order was followed by a moment of silence followed by the recitation of the Pledge of Allegiance led by members of the Clifton Middle School Builders’ Club.  The National Anthem was performed by the Clifton Middle School 7th & 8th chorus.  The audience then joined them in singing God Bless America.

(06-234) APPROVAL OF MINUTES OF March 20, 2006 REGULAR MEETING
                MOTION: That the Board Approve the Minutes of the March 20, 2006 Meeting.
                                                MOTION:  Mr. H. Fridley
                                                SECOND: Mr. Tucker
                                                VOTE:  Unanimous

 COMMUNITY PARTICIPATION

 (06-235)  Opening Remarks and Welcome by Brenda Siple, Principal of Clifton Middle School

Brenda Siple, Principal of Clifton Middle School, welcomed all guest to Clifton Middle School.  She shared a number of activities that had taken place at the school during the school year.  To name a few: the school district spelling bee champion, the organization of a PTA, undefeated football team, and the play “Teens in Tinseltown” that  performed three nights to a “packed house.”  Mrs. Siple said that she was proud of her staff and all the students.  She thanked the Board for providing the support to keep all the programs going.

 (06-236   )  Remarks by Gayle Kitchen, Representative of the Clifton Middle School Parent Advisory Committee

Gayle Kitchen, Clifton Middle School representative of the Alleghany County Council of PTOs and PTAs, spoke on behalf of the newly organized Clifton Middle School PTA.  She said a lot of support had already been shown by the parents and teachers and that they have had several fund raisers.  She recognized Dr. Grimesey for helping them to get organized and presented him with a t-shirt with the Clifton Middle School logo on it.   Mrs. Kitchen said that she was looking forward to all the new things that were happening. 

 (06-237) School Board Commendations

Mrs. Siple and Mr. H. Fridley presented certificates of commendations to Erin Durham, Brittany Mays and Stephen Caldwell for Demonstration of the Six Pillars of Character Counts and to Gayle Kitchen and Lisa Worley for their Outstanding Community Service to Clifton Middle School. Sherman Callahan, Assistant Principal, and Mr. Anderson presented a commendation to Mike Isbell for Outstanding Employee Service to Clifton Middle School.  Fred Vaughan, Director of Student Services, and Mr. H. Fridley presented a commendation to Brittany Mays for being the Alleghany County Public Schools division spelling Bee Champion.

Mike Whitehead and Dr. Grimesey presented commendations to the Alleghany County Public Schools Maintenance Staff for their outstanding performance in the construction of the Boiling Spring Water Filtration Facility.

Mr. Tucker and Mr. Rob Carpenter, Director of Human Resources, presented certificates of commendation to the following Chamber of Commerce Teacher of the Year winners:
                       Alleghany High School Teacher of the Year winner:  Jane DeGroot;
                       Clifton Middle School Teacher of the Year winner: Renada Nicely; and
                       Elementary School Teacher of the Year winner:  Donna Loan.

Mr. Tucker and Mr. Carpenter also presented commendations to the Chamber of Commerce Elementary School Elementary Teachers of the Year finalists: Tracey O’Connor from Callaghan, Betty Bunch from Falling Spring, Joleen Feazell from Mountain View, and Liza Carroll from Sharon.

 (06-237) School Board Member Questions and Reports

Mr. H. Fridley said that he was in “awe” of all the things that are happening in the schools.  He went on to say he had attended the play “Teens in Tinseltown” and had enjoyed it very much.  Mr. Fridley also congratulated the maintenance department for all the work that they do.  He also congratulated Mr. Isbell for going the extra mile with the students in his physical education classes.

Mr. Halsey thanked Mrs. Siple for her hospitality and congratulated all those who had received commendations.  He also thanked all the principals and assistant principals for the fine work they do in each of their buildings.

Mr. Tucker thanked Mrs. Siple and all school teachers for their dedication.  He also repeated his belief that Alleghany County Public Schools offers “Education at the Highest Level.”

Mr. Anderson thanked Mrs. Siple for her hospitality and said that he echoed everything everyone else had said.

Dr. Grimesey thanked Mrs. Candice Dupoise for her science lesson demonstration prior to this evening’s meeting.  He noted that Mrs. Dupoise is one of many teachers who are contributing to the excellent reputation for science instruction that is enjoyed by Clifton Middle School and by our entire school division.

Mr. Whitehead thanked Mrs. Siple and her staff for their hospitality.  He said that on May 6, his daughter will graduate from Radford University with at K-6 teaching endorsement.  He wanted to thank all the teachers that had helped his daughter to achieve her professional goal.  Mr. Whitehead said that he was happy to see the continued growth of the County Council of PTOs and PTAs.  He noted that he had been president of the Boiling Spring Elementary School CPTO and it was a lot of hard work.  He said that this division is blessed with all the volunteers and the quality of teachers that we have.

 SUPERINTENDENT’S REPORTS AND RECOMMENDATIONS

(06-238) Preliminary March 31, 2006 average daily membership

Ingrid Barber, Director of Budget and Finance, presented a preliminary membership total of 2923.  She told the Board that the Average Daily Membership (ADM) is extremely important because it serves as the basis for the funding we receive from the Commonwealth through the end of the school  year.  Mrs. Barber continued by saying that the preliminary ADM for March was 2929, which is 40 students above the 2,880 figure on which our budget was based.  Dr. Grimesey said the positive difference would result in additional state funding between March 31 and the end of the school year.

 (06-239) Instructional staffing plan based on 2006-07 budget and enrollment projects

Mary Jane Mutispaugh, Director of Instruction, presented the proposed instructional staffing plan for the 2006-07 school year.  At this time, the plan reflects no changes in full-time equivalent positions from 2005-06.  As always, the number of students enrolled in special education may cause staffing issues.

 (06-240) Proposed Purchase of School Buses

Fred Vaughan, Director of Student Services, presented information related to a proposed purchase of three school buses.  He noted that the proposed purchase would involve one 77-passenger bus and two 65-passenger buses.  He added that each vendor had buses in stock and ready for delivery by April 30.  He recommended that the Board purchase all three buses from Sonny Merryman for the amount of $186,740.
              
MOTION: That the Board approve the purchase three (3) of school buses from Sonny Merryman for a total cost of
                                 $186,740.
                                MOTION: Mr. Tucker
                                SECOND: Mr. H. Fridley
                                VOTE:  Unanimous

 (06-241) Capital Improvement Report

Dr. Grimesey reported that quotes had been solicited for Alleghany High School roof replacement and that a recommendation will be presented to the Board on April 24.  He noted that he and Mr. Hall were hopeful that the project cost may come in under $50,000 despite the fact that $70,000 had been budgeted.  Dr. Grimesey said the security camera system for Clifton Middle School and Mountain View Elementary School will be installed by First Witness during weekends in April and should be operational by the beginning of May.  He said the pace of work associated with the Central renovation has picked up.  Duct work and sprinkler system installation are ahead of schedule.  Rooftop heat pump units and exhaust fans have been delivered and are expected to be installed in the coming week.  Plumbing is completed and concrete flooring should be poured in the next week.  Dr. Grimesey concluded that he expects a lot of activity with the installation of metal studwork and door frames, as well as internal masonry and partitions during the next two weeks.

(06-247) Award of contract for audio-visual equipment and infrastructure as part of the Central renovation.

Dr. Grimesey reported that three technical consulting firms had submitted quotes for installing the audio-visual equipment and infrastructure as part of the renovation of the old Central school building.  The number of quote solicitations was restricted by the limited number of eligible and available technical consultants within our region, he added.  Of the three firms that submitted quotes, Street and Company provided the best match with the technical and cost requirements of the project, Dr. Grimesey said.  He recommended that the Board award the contract in the amount of $32,661.23 to Street and Company.
              
MOTION: That the Board award a contract in the amount of $32,661.23 to Street and Company for the provision of
                                audio-visual equipment and infrastructure as part of the renovation of the old Central school building.
                                MOTION: Mr. H. Fridley
                                SECOND: Mr. Tucker
                                VOTE:  Unanimous

 (06-248) Change order to include window installation as part of the Central renovation

Dr. Grimesey reviewed the background associated with the administration’s 2005 request for proposals for installation of windows as part of the renovation of the Central building.  After the administration and the School Board agreed that the prices were too high, the administration considered issuance of a second RFP or negotiation of a more favorable price through a change order with the general contractor, Sams and Company.  Dr. Grimesey explained that Virginia Code (Section 2.2-4309) allows the School Board to approve a change order up to 25% of the base contract price.  Given that provision, he worked with Barry Hall, project architect, to negotiate a favorable price with Sams and Company.  As a result, he recommended that the Board approve a change order to its contract with Sams and Company in the amount of $130,470 to include Specialty Products, Inc. as a sub-contractor for the installation of windows at Central.
              
MOTION: That the Board approve a change order to its contract with Sams and Company, general contractor for  
                                the Central school building renovation, in the amount of $130,470 to include Specialty Products, Inc. as a sub-
                                contractor for the installation of windows.
                                MOTION: Mr. Tucker
                                SECOND: Mr. H. Fridley
                                VOTE:  Unanimous

 (06-249) Change order to include roof replacement as part of Central renovation

Dr. Grimesey reviewed the background associated with the original request for proposals associated with the renovation of the Central building.  Roof replacement was included in the original RFP as an alternate.  After the lowest price for the alternate came in at $110,000, the administration considered issuance of a second RFP or negotiation of a more favorable price through a change order with the general contractor, Sams and Company.  As with the window installation, Dr. Grimesey noted that Virginia Code (Section 2.2-4309) allows the School Board to approve a change order up to 25% of the base contract price.  Given that provision, the administration worked with Mr. Hall to negotiate a favorable price with Sams and Company.  As a result, Dr. Grimesey recommended that the Board approve a change order to its contract with Sams and Company in the amount of $67,472 to include ACI Systems, Inc. as a sub-contractor for the replacement of the roof at Central.
                MOTION: That the Board approve a change order to its contract with Sams and Company, general contractor for the
                                 Central school building renovation, in the amount of $67,472 to include ACI Systems, Inc. as a sub-contractor
                                 for the replacement of the front portion of the roof.
                                MOTION: Mr. Tucker
                                SECOND: Mr. H. Fridley
                                VOTE:  Unanimous

 POLICY REVISIONS

 (06-237) Revisions Recommended by VSBA Policy Services
                
MOTION: That the Board approve policy revisions as recommended by the Virginia School Boards Association’s Policy
                                   Services.
                                 MOTION: Mr. H. Fridley
                                 SECOND: Mr. Anderson
                                 VOTE:  Unanimous

 (06-238) Communications

 The School Board received the following communications:

- Teacher Advisory Committee to the Superintendent

- Minority Advisory Committee to the Superintendent

- Classified Advisory committee to the Superintendent

 CLOSED SESSION

 (06-245) CODE OF VIRGINIA: Personnel 2.2-3711.A.1; Real Property 2.2-3711.A.3.and 2.2-3711.A.30 Competitive Bargaining or Negotiating
                  MOTION:  That the School Board Enter Closed Session to Discuss Personnel, Real Property and Competitive
                                    Bargaining or Negotiating as authorized by the Code of
Virginia Sections 2.2-3711.A.1; 2.2.3711.A.3 and 2.2-
                                    3711-A.30
                                    MOTION:  Mr. Anderson
                                    SECOND: Mr. H. Fridley
                                    VOTE: Unanimous
                                    TIME: 7:30 p.m.

                MOTION:  That the School Board Return to Open Session from Closed Session.
                                  MOTION:  Mr. H. Fridley
                                  SECOND: Mr. Tucker
                                  VOTE:  Unanimous
                                 TIME:
8:23 p.m.

CERTIFICATION OF EXECUTIVE SESSION

 WHEREAS, the Alleghany County School Board has convened an executive meeting on this date pursuant to an affirmative recorded vote and in accordance with the provisions of the Virginia Freedom of Information Act; and

 WHEREAS, Section 22.1-.3712.D of the Code of Virginia requires that a recorded vote of this School Board be conducted in order to certify that the executive meeting was conducted in conformity with Virginia Law:

 NOW, THEREFORE, BE IT RESOLVED that the Alleghany County School Board hereby certifies that, to the best of each member’s knowledge, (1.) only public business matters lawfully exempted from open meeting requirements under the law were discussed; and (2.) only such public business matters as were identified in the motion by which the closed meeting was convened were heard, discussed or considered in the meeting by the public session.       
                                MOTION: Mr. Anderson
                                SECOND: Mr. H.  Fridley 
                                ROLL CALL VOTE: Mr. Anderson –  Yes                        Mr. Halsey - Yes
                                                                   Mr. Botkins –     Absent                   Mr. Tucker - Yes
                                                                   Mr. H. Fridley - Yes                          Mr. Whitehead – Yes
                                                                   Mr. R. Fridley - Absent

                                                                                                                                                                                                                        
                                                                                                                                _________________________________

                                                                                                                                                                Clerk

PERSONNEL

(06-246) PERSONNEL                                                                                Attachment I   
               
MOTION: That the Board Approve the Personnel Recommendations as Presented by the Superintendent.
                                 MOTION: Mr. H. Fridley
                                 SECOND: Mr. Anderson
                                 VOTE:  Unanimous

ADJOURNMENT
                MOTION:  That the April 3, 2006 Meeting of the Alleghany County School Board be adjourned.
                                   MOTION: Mr. Anderson
                                   SECOND: Mr. Tucker
                                   VOTE:  Unanimous
                  
                TIME: 8:25 p.m.