10-16-06

MINUTES       

REGULAR MEETING OF THE ALLEGHANY COUNTY SCHOOL BOARD

October 16, 2006

The Alleghany County School Board held its regular meeting on October 16, 2006, at 6:00 p.m. at Callaghan Elementary School.

PRESENT: R. Joe Anderson; R. Wayne Botkins; H. Hunter Fridley; Robert A. Fridley; and Michael L. Whitehead, Chairman. Also present:  Robert P. Grimesey, Superintendent/Clerk and Terrie Wright, Deputy Clerk.

ABSENT: David W. Halsey and 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 and the recitation of the Preamble to the Constitution of the United States and the Pledge of Allegiance led by Travis Allard & Matthew Canterbury, 5th grade students. The National Anthem was performed by the Callaghan 4th & 5th grade chorus.

Mr. Whitehead announced an addition to the agenda: Item 07-106, “School division response to recent incidents of violence at schools across the nation.”

(07-81) APPROVAL OF MINUTES OF SEPTEMBER 18, 2006 REGULAR MEETING
           MOTION:
That the Board approve the minutes of September 18, 2006.
                        
MOTION:  Mr. H. Fridley
                         SECOND:  Mr. Anderson
                         VOTE:    Unanimous

(07-82) APPROVAL OF MINUTES OF OCTOBER 9, 2006 CALLED MEETING
           MOTION:
That the Board approve the minutes of October 9, 2006.
                         
MOTION:  Mr. Anderson
                          SECOND:  Mr. H. Fridley
                          VOTE:    Unanimous

COMMUNITY PARTICIPATION

(07-83) Opening remarks and welcome by Mrs. Nancy Moga, Principal of Callaghan Elementary School.
Mrs. Moga, Principal, Callaghan Elementary School, welcomed everyone to the “greatest school in the universe.”  She said that this was the 7th school board meeting to be held at Callaghan in 18 years.  The school building is 42 years old.  It was renovated two years ago, and the Callaghan community remains grateful to the School Board and the citizens of Alleghany County for providing a comfortable, updated, modern building in which students enjoy learning each day, Mrs. Moga said.  She credited Mrs. Sue Brown for preparing the evening’s supper.  Some of the dishes were prepared by other staff members – Cherry Conner, Edie Sizemore, Marcy Brown and Tammy Crane, she added.   Mrs. Moga went on to say that this is Callaghan’s 7th year of full accreditation and the 4th year of making AYP.  She congratulated the students and parents for this accomplishment.  All teachers are highly qualified.  Sixty-seven percent have earned their master’s degree and three other teachers expect to complete their work on their master’s in the next year.  Mrs. Moga said that this Friday, October 20, from 6-8:00 p.m., the PTO is sponsoring a movie night.  She invited everyone to join in the fun, food and events.

(07-84) Remarks by Joy Tingler, President of the Callaghan Elementary Parent Teacher Organization (PTO).

Ms. Joy Tingler, President of the Callaghan Elementary Parent Teacher Organization, welcomed everyone to Callaghan Elementary.  She said she and her husband were both raised in Alleghany County and that they were now raising a second family.  She continued by saying she realizes that what was adequate forty years ago is not adequate for the present.  Ms. Tingler said that she would like the best for our students and she and the Callaghan PTO are in support of building a new high school.

(07-85) School Board Commendations:

Chairman Whitehead and Mrs. Moga presented commendations to Leonard & Dawn Smith for their outstanding volunteer service to Callaghan Elementary School, and to Jennifer Cales for her outstanding leadership on the PTO playground committee. A commendation was presented to Tyler Cline for Demonstration of the Six Pillars of Character Counts.  Commendations were also presented to Kari Arritt, Cole Bradley, Christopher Canterbury, Kaylie Carter, Johan Eggleston, Zane Gray, Adam Perdue, Brady Seldomridge, Whitley Sheppard, Zoe Stein, Gage Vail and Nehemiah Vance for earning a 600 score on one or more of their SOL tests.

(07-86) Presentation of VSBA Academy Awards

Dr. Grimesey presented Virginia School Boards Association certificates to Board members Joe Anderson and David Halsey for exceeding state requirements for annual school board training.

(07-87) School Board Member Questions and Reports

Mr. Anderson said the evening was outstanding.  He complimented Cindy Siers and Tracey O’Connor, teachers, for their presentation before the Board meeting on what works in preparing students to take SOL tests. He complimented Mrs. Moga for her hospitality.

Mr. R. Fridley said it appears that the community demonstrates year-round parent involvement.  He said  he attended a parent/teacher conference at the high school earlier in the day.  Mr. Fridley said parents who have children at Alleghany High School need to get the message out and work together for a common goal concerning renovation or replacement of the building.  He said anyone who has not taken a tour of the high school should make an appointment with the administration to do so. He thanked Sue Brown for preparing the meal and volunteers for their service to Callaghan Elementary School. Mr. Fridley said that he had received information on a seminar, “How to Pay for Your Child’s College Education” being offered at Dabney S. Lancaster Community College Armory on November 7. He said the seminar offers a lot of good tips on savings plans, loans and just good financial information. He said he wished he had attended one before his son started to college.  He encouraged parents of elementary students to attend the workshop.

Mr. Botkins thanked Mrs. Moga for her hospitality, and congratulated the school for achieving seven years of full accreditation.  He continued by saying it took everyone to achieve this goal.

Mr. H. Fridley said that a few years ago the Board agreed to hold their meetings in the various schools and said that he has enjoyed the opportunity to get to see all the parents and children.  He thanked Mrs. Siers and Mrs. O’Connor for their presentation.  Mr. Fridley said that both his children had attended Callaghan Elementary and got a good start on their education.  He said he was proud to see all the parents and thanked them for all they do. He also thanked the boys for leading in the Pledge of Allegiance.

Dr. Grimesey said another school division’s web site proclaimed its achievement of all AYP requirements ranked it among the state’s 25 “elite school divisions.”  Dr. Grimesey added that Alleghany County was one of those 25 elite school divisions, and Callaghan had been the first school to establish that standard.  Dr. Grimesey said the central office staff had completed the move to Low Moor and was considering having an open house in late October or early November.

Mr. Whitehead thanked everyone for being present and said that the School Board is blessed to have the educators it has and is blessed to have parents like those in attendance.  He said  the move of the school board offices required a lot of hard work and he congratulated Mr. Rice and the maintenance staff for doing a tremendous job.  Mr. Whitehead also told Mrs.Tingler that the Board was aware of the needs at the high school and that they were going to be reviewing all options with the Board of Supervisors during the coming weeks and months.

BUDGET AND FINANCE

(07-88) PAYMENT OF BILLS
           MOTION:  That the Board approve the payment of the bills as presented.
                          MOTION: Mr. Botkins
                          SECOND: Mr. H. Fridley
                          VOTE: Unanimous

(07-89) BUDGET REPORT

 Dr. Grimesey reported the following fund balances:

1

School Operating Fund

$972,631.16

2

School Textbook Fund

$320,808.08

3

Alleghany Foundation Nursing Grant

$273,935.79

4

Governor’s School

$91,112.06

5

Construction

$00

6

Scholarship

$75,412.73

7

Alleghany Foundation School Efficiency Study Grant

$0.00

8

Alleghany Foundation Falling Spring Walking Track

$0.00

9

Alleghany Foundation Teacher Recruitment Grant

$57,724.87

Grand Total

$1,791,624.69

(07-90) September 30, 2006 student membership report

Ingrid Barber, Director of Budget and Finance, presented the September 30, 2006, membership report to the Board.  She stated that the membership was 2919.  She also provided a breakdown on the membership by school and grade level.

(07-91) Approval of budget development calendar & designation of  6:00 p.m., Monday, December 11, 2006, as date for public hearing on 2007-08 budget.

Mrs. Barber presented the preliminary budget process calendar to the Board.  She noted that all budget work sessions will begin at 6 p.m.  She pointed out that the public hearing on the 2007-08 budget will be held at Sharon Elementary on December 11, 2006, at 6:00 p.m.  She stated that if anyone wanted to get on the agenda, they could contact her.

(07-92) Designation of school board liaison(s) to administrative budget committee.

Chairman Whitehead appointed Mr. Anderson and Mr. Tucker to serve as liaisons to the administrative budget committee.

(07-93) Cafeteria Report

Keven Rice, Director of Administrative Services, reported the cafeteria fund net cash balance at the end of September was $54,744.  Mr. Rice noted that this balance represents a $51,481 improvement over the same period last year and a $4,487 improvement over last month.

SUPERINTENDENT’S REPORTS & RECOMMENDATIONS

(07-94)      Calendar reminder:

Dr. Grimesey reminded the Board members of the meeting from 1:00 p.m. to 7:30 p.m. Friday, November 3, at the new Central Administrative Offices in Low Moor.  The work session is to conduct in-service training and planning associated with federal “No Child Left Behind” requirements.

 

(07-106)     School Division Response to Recent Incidents of Violence at Schools Across the Nation.

Mr. Fred Vaughan, Director of Student Services, reported to the Board about a memorandum he distributed to the administrative staff on October 6 concerning the recent incidents of violence at schools across the nation. Hs said the nation had recently experienced several tragic acts of terrorism within the school settings.  Therefore, he had engaged principals in a thorough review of school safety and security procedures.  Based on those discussions, Mr. Vaughan reported that the following actions had been taken:

  1. Reviews of safe school plans with school safety teams and staff.  Teams include nurses, law enforcement, staff and other appropriate individuals.
  2. Reviews of supervision practices and duty assignments.
  3. Reemphasize efforts to ensure that all exterior doors are locked with the exception of those identified as visitor entrances.  Staff should be vigilant in securing exterior doors and monitoring traffic to ensure safety.
  4. Directive that each school will conduct two (2) lock down drills per school year; one per semester.
  5. Reemphasize enforcement of wearing of appropriate identification for all staff and visitors.
  6. Conduct assessment of structural considerations at each of our schools.               
  7. Reassure students, staff, and the greater community that our schools take each threat seriously and we have threat assessment procedures in place and the administrators in all buildings have been trained in threat assessment and response.  

(07-95)      Comparison of Alleghany AYP and State Accreditation Performance with Cohort School Divisions

Mrs. Mary Jane Mutispaugh, Supervisor of Instruction, provided the board with a summary of the Alleghany County Public Schools’ cohort and proximity cohort groups in regard to state accreditation and federal Adequate Yearly Progress (AYP) status.   She noted that Alleghany County is the only school division out of 11 in its cohort that had all schools fully accredited AND all schools and the school division make AYP.  In the proximity cohort, seven school divisions accomplished this feat.  She also pointed out that these seven school divisions comprise almost one third of the school divisions that made AYP in the state of Virginia.

(07-96) Resolution Designating November 12-18, 2006, as American Education Week.
ATTACHMENT  I

Mr. Whitehead read a resolution recognizing American Education Week of November 12-18, 2006 as American Education Week in Alleghany County Public Schools.

          MOTION: That the Board recognize the week of November 12-18 as American Education Week in
                        Alleghany County Public Schools.
                        MOTION:  Mr. H. Fridley
                        SECOND:  Mr. R. Fridley
                        ROLL CALL VOTE:  Mr. Whitehead - Yes                Mr. R. Fridley - Yes
                                                      Mr. Botkins - Yes                     Mr. Halsey - Absent
                                                      Mr. Anderson - Yes                  Mr. Tucker - Absent
                                                      Mr. H. Fridley – Yes

 

(07-94)      School Efficiency Review Update

Dr. Grimesey reported that consultants from Evergreen Solutions had spent October 3-5 at the offices of the city and county school boards.  Diagnostic interviews were conducted with about 25 school board members, central office administrators and key external stakeholders.  Through October 15, teachers and other members of the instructional staff may provide input to Evergreen through an on-line survey.  Through October 27, classified employees and the general public also may participate in an on-line public input process which can be accessed through a link on the school division web site.  The administrative staff currently is putting together a document file in response to 182 tasks that have been assigned by the efficiency review team.  The staff is aiming to complete the file by October 30 in anticipation of the arrival of the full efficiency review team during the week of November 6-10.  During that week, the review team will conduct additional interviews with building-level administrators, additional school board members and key external stakeholders.  Also the review team will conduct a public forum for all citizens 5-8 p.m. Wednesday, November 8, at Jackson River Technical Center.  Completion of the review still is expected before the end of February, Dr. Grimesey concluded.

(07-98) Addition of Regulation DJF-R, “Procedures Governing Proposals Submitted Under the Virginia Public-Private Education Facilities and Infrastructure Act.”

Mr. Rice presented a recommendation that the School Division adopt Regulation DJF-R, “Procedures Regarding Proposals Made Pursuant to the Public-Private Education Facilities and Infrastructure Act of 2002.” An executive summary regarding Regulation DJF-R was provided to Board members prior to the Meeting.  Mr. Jim Guynn, the School Board attorney, was present to assist Mr. Rice with any questions posed by Board members.

             MOTION:  That the Board approve the Addition of Regulation DJF-R, “Procedures Governing Proposals  
                            Submitted Under the Virginia Public-Private Education Facilities and Infrastructure Act.”
                            MOTION:  Mr. H. Fridley
                            SECOND:  Mr. Botkins
                            VOTE:   Unanimous

(07-99)  Resolution authorizing issuance of bonds associated with Sharon, Callaghan & Falling Spring Renovations.
 ATTACHMENT II
 MOTION:  That the Board approve the Resolution authorizing issuance of bonds associated with Sharon,
                 Callaghan & Falling Spring Renovations
                 MOTION:  Mr. Anderson                          
                 SECOND:  Mr. R. Fridley
                 ROLL CALL VOTE:    Mr. Whitehead - Yes                    Mr. R. Fridley - Yes
                                                 Mr. Botkins - Yes                         Mr. Halsey - Absent
                                                 Mr. Anderson - Yes                      Mr. Tucker - Absent
                                                 Mr. H. Fridley – Yes

(07-100)   Annual Jackson River Governor’s School Report

Dr. Susan Rollinson, Director of the Jackson River Governor’s School, provided an update on the program at the Jackson River Governor’s School.  She noted that the 2006-07 enrollment included seven juniors and two seniors from Alleghany County. She noted that eighteen juniors did not return for the senior year.  Three left after the fall, 2005 semester and three rising juniors declined to enroll in the Governor’s School.  The reasons given included: don’t like spending a half-day away from high school; too much homework; not enough time for sports and social life; lack of transportation and grades hurt class rank and GPA.  Mr. Whitehead said the School Board will need to take a hard look at the Governor’s School budget allocation if enrollment does not increase this year.

(07-101)   Bi-annual assessment of Six-Year Improvement Plan: Goals II, III & IV

Rob Carpenter, Director of Human Resources and Fred Vaughan, Director of Student Services, provided the Board a bi-annual review of the Six-Year Improvement Plan Goals 2, 3, and 4.  Noted accomplishments included a comprehensive scientifically based phone survey conducted by the Virginia Tech Center for Survey Research that resulted in high levels of community support and pride of the school division; 131 individuals were recognized with commendations before the Board during the 2006-2007 school year; the County Council of PTA/PTOs once again hosted a very successful Celebration of the Arts program; and the Alleghany County Public Schools ranks at the top of cohort school divisions in certified salary and health premium support. 

(07-102)   Capital Improvement Update

Mr. Rice provided an overview of capital projects.  The Central renovation project is complete with the exception of some minor “punch list” items and some grounds projects that will be performed by the maintenance staff.   The School Board offices were successfully relocated to Central on October 14, 2006.  A permanent roof-access ladder was installed at Clifton Middle School.  An “experimental” repair was made on the Callaghan breezeway by Vision Glass.  The experiment was a success and we will move ahead with repair as soon as possible, Mr. Rice said.  The breezeway has been a long-term problem with multiple, unsuccessful attempts at correction, he added.  The original work was performed during the 2004 renovation project and funds were withheld from the general contractor due to the substandard quality, Mr. Rice concluded.  The new, on-line maintenance management system is in the process of being implemented and should be operational sometime in November.

(07-103)   Communications:

The School Board received summary notes from meetings of the following groups:
                Safe School Committee
                Teacher Advisory Committee to the Superintendent
                Classified Advisory Committee to the Superintendent

CLOSED SESSION

(07-104) CODE OF VIRGINIA: PERSONNEL 2.2-3711.A.1; PUPIL PERSONNEL 2.2-3711.A.2 and 2.2-2711.A.3
            Real Property
             MOTION:  That the School Board enter closed session to discuss Personnel, Pupil Personnel and Real
                             Property as authorized by the Code of Virginia Sections 2.2-3711A.1, 2.2-3711.A.2 and 2.2-
                             3711.A.3.
                             MOTION:   Mr. Anderson
                             SECOND:   Mr. R. 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. Anderson
                              VOTE:   Unanimous
                              TIME: 8:26 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 2.2.3712.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. Botkins
                                 ROLL CALL VOTE:        Mr. Anderson –   Yes         Mr. Halsey - Absent
                                                                     Mr. Botkins – Yes              Mr.Tucker - Absent
                                                                     Mr. H. Fridley –    Yes        Mr. Whitehead – Yes
                                                                     Mr. R. Fridley --     Yes

                                                                                                                _______________________________

                                                                                                                                  Clerk

PERSONNEL

(07-105) PERSONNEL
            ATTACHMENT III
            MOTION: That the Board approve the personnel recommendations as presented by the Superintendent.
                           MOTION:  Mr. H. Fridley
                           SECOND:  Mr. R. Fridley
                           VOTE:   Unanimous

 

ADJOURNMENT
           
MOTION:  That the October 16, 2006 meeting of the Alleghany County School Board be adjourned.
                            MOTION:  Mr. R. Fridley
                            SECOND:  Mr. Botkins
                            VOTE:   Unanimous
                            TIME:     8:27 p.m.