9-17-05

 

MINUTES

REGULAR MEETING OF THE ALLEGHANY COUNTY SCHOOL BOARD
September 17, 2005
Falling Spring Elementary School Gymnasium

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

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 lead by Falling Spring Elementary School fifth graders. Also George Taylor, a fifth grade student, lead the audience in singing “The National Anthem.”

(06-53) APPROVAL OF MINUTES OF August 15, 2005 REGULAR MEETING
MOTION: That the Board approve the minutes of the
August 15, 2005 meeting.
MOTION: Mr. H. Fridley
SECOND: Mr. Halsey
VOTE: Unanimous

COMMUNITY PARTICIPATION

(06-53) Opening remarks and welcome by Debbie Farmer, Principal, Falling Spring Elementary School

Debbie Farmer, Principal, welcomed the Board and all in attendance to Falling Spring Elementary School. She mentioned that she had only been principal for one month and asked her faculty to stand. She said that she had implemented a lot of changes but that the staff had been very supportive.

(06-54) School Board Commendations

Mr. Botkins and Mrs. Farmer presented a certificate to Mrs. Mary Sue Smith, Secretary of Falling Spring Elementary, for her dedication in maintaining the business of Falling Spring and preparing for the opening of school during the two week period between the departure of former principal, Ruth Fuhrman, and the arrival of Mrs. Farmer

Mr. Botkins and Mrs. Farmer presented commendations to Falling Spring students Emily Arrington, Hailey Shaffer, Tyler Sizemore, and Jordan Spraker for being role models for the “The Six Pillars of Character Counts.”

(06-55) Recognition of 2005 Alleghany County Public Schools retirees.

On behalf of the Board, Chairman Michael Whitehead recognized the 2005 retirees. Those in attendance and recognized for their outstanding service to the students in Alleghany County Public Schools included: Patricia Burchette, Twyla Diehl, Wanda Edwards, Mary Grace Groseclose, Joyce Knighton, Carolyn Meeks, Juanita Savage and Donna Vaughn.

Those mentioned, but not in attendance were: Barbara Black, Meriam Carpenter and Nancy Robens.

(06-56) Pat Wood, District 4 UniServ Director, Virginia Education Association

Pat Wood, the new VEA District Four UniServ Director, addressed the Board to say that she was happy to meet with the superintendent and his staff. She said that she looked forward to working with Alleghany County.

(06-53) Margaret Sizemore, Falling SpringElementary PTO & Alleghany County Council of PTOs & PTAs

Margaret Sizemore, President of the Falling Spring Elementary PTO and a member of the Alleghany County Council of PTOs & PTAs, informed the Board of upcoming events that are being planned. She said that the Celebration of the Arts was planned for March 24, 2006. Mrs. Sizemore also said that the Council was planning a Board of Supervisor candidate forum on October 13, 2005 at Alleghany High School. The program will start at 7:00 P.M. and that tours of the high school would also be available. Mrs. Sizemore said that the PTOs & PTAs were very appreciative of the School Board and their efforts on behalf of the students, and she also welcomed all to Falling Spring Elementary.

(06-54) School Board Member Questions and Reports

Mr. Whitehead recognized Sam Wilhelm and Rickey May, two members of the Alleghany County Board of Supervisors in attendance.

Mr. Halsey congratulated Mrs. Farmer for being appointed principal of Falling Spring Elementary. He also said that he appreciated all the dedication that our retirees had given our children.

Mr. R. Fridley said he was always pleased to come to Falling Spring. He thanked Mrs. Farmer, the students, and the cafeteria workers for their hospitality. He also acknowledged the retirees and thanked them for their dedication and their love of children. Mr. Fridley also thanked the Board of Supervisors for their support of the schools and looked forward to working with them further.

Mr. Anderson said that it was a pleasure being here. He thanked Mrs. Farmer for giving him a tour of the building. Mr. Anderson said that everyone seemed to be happy and he congratulated the staff for doing a terrific job.

Mr. H. Fridley asked the question “Why are we here tonight?” His answer was, “because of the children.” He commended the retirees for their long service to the students. Mr. Fridley asked everyone to keep up the good work as we have a great school system.

Mr. Botkins had totaled up the number of years our retirees had dedicated to education. The total was 290 years. He said that this was the first meeting since the flooding of Hurricane Katrina and that one of the news releases that caught his eye was of 80 school buses with only the tops of the buses showing. He noted that one of the main concerns of the officials was to get the schools open so that the children could get back to some kind of normalcy.

Mr. Whitehead congratulated Mrs. Farmer for becoming principal. He said that the schools had gotten off to a wonderful start and he thanked all who made it happen.

BUDGET AND FINANCE

(06-53) PAYMENT OF BILLS
MOTION: That the Board approve the payment of the bills as presented.
MOTION: Mr. Botkins
SECOND: Mr. H. Fridley
VOTE: Unanimous

(06-54) BUDGET REPORT
Dr. Grimesey reported the following fund balances:
Fund I Operating $1,228,239.97
Fund 2 Textbook $ 175,621.59
Fund 3 ARF $ 53,053.33
Fund 4 Gov. School $ 29,952.78
Fund 4 CIP .00
Fund 6 Scholarship $ 70,494.52

(06-62) Student membership report from first 10 days of school

Mrs. Ingrid Barber, Director of Finance, was happy to report that we were 35 students over what was projected for the 2005-06 school year. Membership is up by 12 students when compared to the same period last year.

(06-63) Cafeteria Report

Mr. Alex Kessinger, Director of Administrative Services, reported that the cafeteria fund balance for the end of August was $1,393.58. He indicated that this was a strong indicator, considering that collectively each of the cafeterias had spent over $52,000 building inventory. Mr. Kessinger also reported on the increased number of children in the school system that qualified for free and reduced price lunches. The division average is now 38.55% with each school trending upward with the exception of Falling Spring Elementary which is down three percentage points.

SUPERINTENDENT’S REPORTS AND RECOMMENDATIONS

(06-64) Annual authorization of DSLCC Talent Search Program

Mrs. Christie C. Hardbarger, Project Director, reported that the Talent Search Program provided services at Alleghany High School to 154 students. Of the 32 Talent Search seniors, 31 have made plans to continue their education. At Clifton Middle School, they provided services to 67 students including a field trip to Virginia Tech. They offered field trips for AHS Talent Search students to various colleges around the State. They also provided tutoring assistance to several students at Alleghany High School.

MOTION: That the Board approve the participation in the DSLCC Talent Search Program
MOTION: Mr. R. Fridley
SECOND: Mr. Halsey
VOTE: Unanimous

(06-64) Final report on 2005 “Adequate Yearly Progress” status of schools

Mrs. Mary Jane Mutispaugh, Supervisor of Instruction, presented the 2004-05 report on Adequate Yearly Progress (AYP). She noted that of the 103 benchmarks used to determine AYP, the district and each school met 99 of them for a total of 96.11%. Although the overall performance was outstanding, Mrs. Mutispaugh explained that the four benchmarks not met resulted in Clifton Middle School, Mountain View Elementary School, and the district not making AYP in the special education and disadvantaged sub-group populations in reading.

(06-65) New software system for financial and human resources management

Mrs. Ingrid Barber, Director of Budget and Finance, recommended the purchase of a new financial software program. She recommended the purchase of RDA Systems, Inc. at a cost of $61,750 with an annual maintenance cost of $13,250. By going with a new system, the school system will realize a savings of $19,096 in annual maintenance cost and would also permit the personnel department to become automated.

MOTION: That the Board approve the purchase of RDA Systems, Inc. at a cost of $61,750.
MOTION: Mr. Botkins
SECOND: Mr. H. Fridley
VOTE: Unanimous

(06-64) Revised 2005-06 fuel cost estimates

Mr. Kessinger reported that current market prices could cause an $189,000 budget deficit. The school bus and textbook lines are potential sources of funding to offset the added cost.In terms of budget impact, one cent in price increase equates to a $1,500 annual increase in fuel oil, a $1,000 annual increase in diesel, and a $200 annual increase in unleaded.

(06-65) Capital improvement update

Mr. Kessinger gave the board an update on ongoing capital projects:

● The bus garage fuel shelter is complete;

● Boiling Spring Water Plant is 50% complete; and

● The renovated schools’ air conditioning punch list items are complete. We are currently working on reliability issues with 3 different units.

Mr. Kessinger also provided a cost update on the Central renovation project. The bids received included the following costs:

● Structural, Mech., Electrical $744,000.

● Roof Replacement $110,500

● Window Replacement $130,000

Total $984,500

The total project amount was $441,344 over the $600,000 budget minus $56,844 already spent for asbestos removal.

The Board was presented with three options:

● Cancel Project;

● Use CIP Funds to make up differential; or

● Cooperate with Board of Supervisors to appropriate remainder of 2005-06 reversion funds for the project, use CIP/Lottery funds for the balance.

The Board will discuss the project with the Board of Supervisors during the next combined work session.

(06-64) Plan to install facility security systems

Mr. Kessinger informed the board that after an extensive evaluation of several security contractors, he recommended that the school board contract with First Witness Inc. for installing security systems in the Alleghany County Schools. A committee evaluated the four lowest bidders. The committee consisted of Mr. Wayne Perkins, Maintenance Supervisor, Mr. Paul Graham, Journeyman Electrician, Mr. Billy Angle, AHS Resource Officer, Mr. Fred Vaughan, Director of Student Services and himself. Each of the four lowest bidding contractors demonstrated their equipment and answered questions concerning their company’s history, types of equipment to be installed and their ability to respond to service calls.

MOTION: That the Board approve to contract with First Witness Inc. as our schools security systems consultants
MOTION: Mr. Botkins
SECOND: Mr. R. Fridley
VOTE: Unanimous

(06-64) Updated draft of capital improvement plan based on community input to date

Mr. Kessinger also presented an update of the Five-Year Capital Improvement Plan. Improvements to Alleghany High School dominated the text in the plan. Mr. Kessinger indicated which improvements to Alleghany High School would require supplemental financing.

(06-65) Preliminary architectural and engineering report on condition of Alleghany High School

Mr. Kessinger introduced Mr. Ben Motley of Rodriguez, Ripley, Maddux, and Motley Architects who had a slide presentation of options of renovating or building a new high school. The cost of a new school could run between $45 million and $51 million, while renovating and expanding the current school would run between $32 million to $38 million. Mr. Motley said that the mechanical, plumbing and electrical systems needed to be replaced now. The Board said that they needed time to consider their options before they could ask questions.

(06-66) Establish date to conduct joint work session with Board of Supervisors to discuss capital improvement plan

Dr. Grimesey asked the Board members what date(s) would be convenient for them to meet with the Board of Supervisors. The consensus of the members was October 19, 2006.

(06-67) Policy Revision

Rob Carpenter, Director of Human Resources and Program Development, presented revisions to Policy GCBD-RC – Personal Leave. The proposed revision affords the full-time employee an option to receive a .5 per diem wage compensation for each unused personal day (up to 2 days) or to convert the unused personal leave to accumulated sick leave.
MOTION: That the Board approve the policy revision to Policy GCBE as presented.
MOTION: Mr. H. Fridley
SECOND: Mr. Halsey
VOTE: Unanimous

(06-74) Communications: The School Board received the following communication:
Monthly School Resource Officer Reports

CLOSED SESSION

(06-75) CODE OF VIRGINIA: Personnel 2.2-3711.A.1, Student Matters 2.2-3711.A.2 and Real Property 2.2-3711.A.3
MOTION: That the School Board enter closed session to discuss Personnel, Student Matters and Real Property as
authorized by the Code of
Virginia Sections 2.2-3711.A.1, 2.2-3711.A.2 and 2.2.3711.A.3.
MOTION:Mr. Anderson
SECOND: Mr. Botkins
VOTE: Unanimous
TIME: 8:52 P.M.

MOTION: That the School Board return to open session from closed session.
MOTION:Mr. H. Fridley
SECOND:Mr. Halsey
VOTE: Unanimous
TIME:9:35 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. Botkins
SECOND: Mr. H. Fridley
ROLL CALL VOTE: Mr. Anderson – Yes Mr. Halsey - Yes
Mr. Botkins – Yes Mr. Tucker - Absent
Mr. H. Fridley - Yes Mr. Whitehead – Yes
Mr. R. Fridley - Yes
_______________________________

Clerk

PERSONNEL
(06-76) 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

(06-77) PUPIL PERSONNEL
MOTION: That the School Board approve the Superintendent’s recommendation in pupil personnel case #s 06-02 and 06
-03.
MOTION: Mr. R. Fridley
SECOND: Mr. Botkins
VOTE: Unanimous

ADJOURNMENT
MOTION: That the September 19, 2005 meeting of the Alleghany County School Board be adjourned.
MOTION: Mr. R. Fridley
SECOND: Mr. Botkins
VOTE: Unanimous
TIME:9:40 P.M.