6-16-2008

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P.O. Drawer 140, 100 Central Circle
Low Moor, VA 24457
Office (540) 863-1800

MINUTES

REGULAR MEETING OF THE ALLEGHANY COUNTY SCHOOL BOARD

June 16, 2008

The Alleghany County School Board held its regular meeting on June 16, 2008 at 6:00 p.m. in the Board Room of the Central Office Complex.

PRESENT: R. Joe Anderson; Stacey P. Bryant; H. Hunter Fridley; Robert A. Fridley; David W. Halsey; Randall S. Tucker, Vice Chairman; and Michael L. Whitehead, Chairman. Also present: Robert P. Grimesey, Superintendent/Clerk; and Lorie C. Bess, Deputy Clerk.

Chairman Whitehead 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.

Chairman Whitehead announced the addition of Item #08-367, “Status of January 22, 2008 School Board resolutions associated with Alleghany High School.” He noted the agenda item would be inserted between items #08-355 and #08-356.

(08-349) APPROVAL OF MINUTES OF MAY 19, 2008 REGULAR MEETING

MOTION: That the Board approve the minutes of the May 19, 2008, regular meeting.
MOTION: Mr. Tucker
SECOND: Mr. Hunter Fridley
VOTE: Unanimous

 

COMMUNITY PARTICIPATION

(08-350) SCHOOL BOARD COMMENDATIONS

Mr. Hunter Fridley presented certificates to Mr. John Hutchison, athletic director, who accepted on behalf of the Alleghany High School boys’ tennis team and coach Seth Cranford. The boys’ tennis team was the Blue Ridge District regular season champion and Mr. Cranford was the Blue Ridge District Tennis Coach of the Year. Mr. Hutchison also accepted certificates for Nathan Anderson and Thomas Parker for being the Blue Ridge District Boys’ Doubles Tournament Champions.

Mrs. Stacey Bryant presented a certificate to Mr. Hutchison who accepted on behalf of Hollee Warlitner for being selected as first-team catcher for both the Blue Ridge District and for Region III. Mrs. Bryant and Mr. Hutchison then presented certificates to Lychelle Lewis and Cheyenne Nicely. Ms. Lewis earned 1st place in the Blue Ridge District 100- and 200-meter races, and 5th place in the Region III 200-meter race. Ms. Nicely earned 1st place in the Blue Ridge District 3200-meter race, 4th place in the Region III 3200-meter race, and 5th place in the Region III 1600-meter race.

Mr. Rob Fridley and Mr. Hutchison presented a certificate to Gary Rice for 2008 Baseball Coach of the Year in the Blue Ridge District and in Region III. They also presented certificates to Josh Jordan, Steven Holt, and Ethan Craft, team captains, on behalf of the AHS Baseball team for being 2008 Blue Ridge District Regular Season and tournament champions, Region III tournament champions, and Group AA State tournament runners-up.

Mr. Fridley then presented a certificate to Steven Holt for Blue Ridge District All Region Baseball 1st Team. Steven Keener also received this recognition but was not in attendance to accept his certificate.

(08-351) RECOGNITION OF RETIRING SCHOOL BOARD MEMBERS

Mr. Randy Tucker presented certificates to Mr. Joe Anderson and Mr. Hunter Fridley for their outstanding service on the School Board. Mr. Tucker stated both members have always had the students’ best interests at heart and would be greatly missed from the Board.

(08-352) SCHOOL BOARD MEMBER QUESTIONS AND REPORTS

Mr. Joe Anderson

Mr. Anderson stated it was a privilege to have served on the School Board for the past eight years. He commented that he respected and looked upon each member as “his sons.” He encouraged anyone considering to be a public servant to remember to respect your administrator and his/her team, and to try not to micromanage.

Mr. Hunter Fridley

Mr. Fridley congratulated all the athletes on their commendations. He added they represent the school division well. He stated he would miss serving on the Board but it was time to leave. He stated he was confident the Board of Supervisors would appoint good replacements. He noted that serving on the Board isn’t supposed to be fun and that it takes a lot of dedication and commitment. He added that each employee does their own part to make it all work and he appreciated the staff. He encouraged everyone to stay involved and keep a positive outlook. He added that serving on the Board was a great experience and very educational.

Mrs. Stacey Bryant

Mrs. Bryant congratulated all athletes on their awards. She thanked Gary Rice for his 40 years of coaching service to the students. She wished Mr. Anderson and Mr. Fridley a happy retirement.

Mr. David Halsey

Mr. Halsey thanked the staff for another successful school year. He stated he would miss both Mr. Anderson and Mr. Fridley and offered best wishes to them.

Mr. Randy Tucker

Mr. Tucker congratulated all athletes. He recognized Mrs. Carolyn Barnette and Mr. Bill Hodges and thanked them for their former service to the Board. He stated he would miss Mr. Anderson and Mr. Fridley and wished them well.

Mr. Rob Fridley

Mr. Fridley also congratulated all the athletes and Mr. Rice. He recognized and thanked Mrs. Carolyn Barnette and Mr. Mac Campbell for their attendance at the meeting and their service on the Board of Supervisors. He thanked all employees and stated he is looking forward to another school year. He also thanked Mr. Spangler for his service at JRTC.

Dr. Robert Grimesey

Dr. Grimesey thanked Mr. Anderson and Mr. Fridley for the opportunity to serve them and for their friendships. He congratulated all the athletes and coaches for their sacrifices.

Mr. Mike Whitehead

Mr. Whitehead thanked Dr. Grimesey and his staff for another great school year. He added it was a pleasure to be able to attend and speak at the AHS graduation ceremony. He thanked Gary Rice for his many years of coaching services to the students. He added he is very proud when a student or a team wins an event but is more proud of their sportsmanship. He offered blessings and best wishes to all graduating students.

BUDGET AND FINANCE

(08-353) Payment of Bills

MOTION: That the Board approve the payment of the bills as presented.
MOTION: Mr. Halsey
SECOND: Mr. Tucker
VOTE: Unanimous

(08-354) Budget Report

Dr. Grimesey stated the material that was provided was for information purposes.

1

School Operating Fund

$1,206,196.08

2

School Textbook Fund

$412,138.68

3

Alleghany Foundation Nursing Grant

$70,470.91

4

Governor’s School

$6,732.00

5

Construction

$0

6

Scholarship

$81,179.67

7

Alleghany Foundation Mental Health Initiative

$8,136.16

8

Alleghany Foundation CMS Recreational Facilities

$6,738.32

9

Alleghany Foundation Teacher Recruitment Grant

$15,207.90

Grand Total

$ 1,806,799.72

(08-355) CAFETERIA REPORT

Mr. Keven Rice, director of administrative services, reported that the cafeteria fund net cash balance at the end of May was $249,155 which represents an improvement over May 2007 of $70,475 and $12,277 over the previous month. Mr. Rice noted that this strong performance will be especially important in the coming year due to surging food costs.

SUPERINTENDENT’S REPORTS & RECOMMENDATIONS

(08-367) Dr. Grimesey reviewed the attached PowerPoint presentation during which he reminded the Board of the four resolutions that were approved on January 22, 2008 regarding AHS. The first resolution involved documents needed for final acquisition of the Gleason property before June 30, 2008. He informed the Board that funds from state basic aid, state capital improvement funds, and state lottery funds have accumulated to allow for cash payment of the Gleason property. He added the School Board attorney is in the process of finalizing the necessary documents and a final closing is expected before June 30, 2008. The second resolution involved employment of a construction consultant. He reported Arcadis Consulting was approved but that final execution of the contract awaited the outcome of the administration’s grant-seeking efforts.The third resolution involved submitting an application to be able to apply for a Literary Loan. He reported the application request was submitted and approved by the DOE in April, 2008. He added the School Board will now determine if the Literary Loan application will be labeled as a “renovation” or “new construction.” The fourth and final resolution directed the administration to submit applications for grants to assist with debt service associated with a new high school. He added that after much research, the administration concluded that The Alleghany Foundation was the only grant source identified that may consider a proposal associated with debt service. Dr. Grimesey added he genuinely appreciated the careful consideration by The Alleghany Foundation and realized this was not a routine grant request. In concluding, Dr. Grimesey reported the Alleghany Foundation declined to fund the school project. Dr. Grimesey asked the Board if they had any questions or comments regarding his presentation. Chairman Whitehead asked how many years it would take to pay back the literary loan and Dr. Grimesey replied it would be twenty years. Chairman Whitehead stated he really did not want to put anymore money into the existing building but the Board has no choice. Chairman Whitehead requested Dr. Grimesey set up a meeting with the Board of Supervisors in August to determine if the renovation projects could be done all at one time. Mr. Tucker agreed with proceeding with renovation of the existing building. Mr. Tucker stated he appreciated the consideration by The Alleghany Foundation. Mr. Rob Fridley stated he “knew all along it would come down to dollars and cents.” He added he realizes the Board of Supervisors has a lot of debt service and the economic condition of our community is tough right now. He stated that Alleghany County and Covington are going to have to put aside their personal agendas and get together to better the lives of the children, employees, and citizens of the community. He stated he appreciated the Board of Supervisors’ efforts. He added the rains will come again and the existing building will flood again so now is the time to move forward. He also thanked The Alleghany Foundation for their consideration. He asked employees to offer their ideas and suggestions for renovation of the existing high school and to not forget the Board is committed to making sure they have the right environment to work in.

Mr. Bill Hodges, former chairman for the School Board and the Board of Supervisors, requested permission to speak from the Chairman. Chairman Whitehead granted Mr. Hodges’ request providing he spoke for only a few minutes. Mr. Hodges applauded the School Board, Board of Supervisors and The Alleghany Foundation for their work. He stated AHS is “in a saucer” and will surely flood again. He stated he loved Alleghany County and as a taxpayer, doesn’t think putting more money into a “sinking ship” is a good economic decision. He added he has visited many other schools and has found that despite our school conditions, our students come out on top. He added we have everything we need to succeed except a decent school. He commented on consolidation stating, “We work, live, and play together, so why can’t we educate our kids together?” He added, “It is high time for Covington to get off their backsides and become a part of reality and move this situation and this area forward.”

(08-356) FINAL REVIEW OF PROPOSED 2008-2009 SCHOOL BOARD MEETING CALENDAR

Dr. Grimesey noted Board members were given a revised calendar at the start of the meeting. He noted the changes include July 7 as the regular meeting for July. He stated at the May Board meeting it was suggested to combine the August 25 and September 26 work sessions into one work session. This revision has been made to the calendar and reflects September 27 as the new date. Dr. Grimesey reminded the Board that action would be taken on the revised calendar during the reorganization meeting on July 1, 2008.

(08-357) ANNUAL JACKSON RIVER TECHNICAL CENTER REPORT

Mr. Glenn Spangler, assistant director, reviewed the attached annual report, noting there were approximately 400 students each semester including 81 completion certificates. He noted he was very proud of the students and staff. Mr. Wayne Persinger reviewed the attached Alternate Placement Program report. He noted fewer kids were served this year because of a change in the attendance policy. He added each student fills out a contract at the start of the school year and that the Center will be looking at revamping the contract. He reported the Center is having a good experience with the use of the NovaNet system, which is a computer based curriculum. Mr. Jeff Alleman then gave his Educational Technology Center report. He noted the general infrastructure is very good. He added there have been no overall building outages for quite a while. He reported the department is working on installing eight new servers, 114 new workstations, replacing the racks at AHS and have also implemented a mail archive system. He added nearly 50% of problems are corrected remotely.

(08-358) FEDERAL PROGRAMS CONSOLIDATED GRANT APPLICATION FOR 2008-2009

Mrs. Mary Jane Mutispaugh, general supervisor for instruction, presented the federal programs grant application in the amount of $701,074.87 for approval. She reminded the Board that this amount is preliminary and final funding will not be determined until the fall.She also explained that Alleghany County Public Schools were joining a consortium of other school divisions in order to receive Title III (English Language Learners) funding. Roanoke County Public Schools is the lead division. In addition, Albemarle County Schools is the lead division for a Title I C (migrant education) consortium.

MOTION:That the Board approve the submission of the federal programs consolidation grant, as presented.
MOTION: Mr. Tucker
SECOND: Mr. Hunter Fridley
VOTE: Unanimous

(08-359) ANNUAL STATE TECHNOLOGY FUNDING RESOLUTION

Dr. Sarah Campbell, assistant superintendent for instruction, presented the State Technology Funding Resolution. She explained that the resolution must be approved annually prior to the expenditure of any funds associated with state technology in order to certify that the funds would be spent in accordance with state guidelines. Dr. Campbell concluded by explaining that the funds are used to maintain and upgrade technology infrastructure and computers as part of the Standards of Learning online testing initiative.

MOTION:That the Board approve the annual state technology funding resolution, as presented.
MOTION: Mr. Hunter Fridley
SECOND: Mr. Tucker
VOTE: Unanimous

(08-360) REPORT ON SCHOOL DIVISION DATA MANAGEMENT PROGRAM

Dr. Campbell presented a report on the school division data management program, Education Information Management System (EIMS). She explained that EIMS was a data warehousing system whose purpose was to provide a standard tool to meet state and federal reporting requirements, to enable local school divisions to make data driven instructional decisions, and to warehouse longitudinal performance data.

(08-361) PRIOR CONSIDERATION OF YOUTH RISK BEHAVIOR SURVEY FOR ADMINISTRATION IN FALL, 2008

Mr. Fred Vaughan, director of student services, presented the Board with a copy of the 2008 Youth Risk Behavior Survey. The survey contains the same content as previously approved surveys with the addition of core factors such as questions related to bullying, perceptions of harm, and family expectations. With the assistance of the Community Services Board and the School Health Advisory Board, the survey will be administered this fall to students in grades 8, 10 and 12.

MOTION:That the Board approve the administration of the Youth Risk Behavior Survey in the fall of 2008.
MOTION: Mr. Rob Fridley
SECOND: Mrs. Bryant
VOTE: Unanimous

(08-362) Capital improvement AND OPERATIONAL MAINTENANCE update

Mr. Keven Rice, director of administrative services, presented the work request completion analysis report for May and commended the maintenance staff given that they have been without 20% of their skilled trades staff over the past six months due to the extended illness of one employee. Mr. Rice also reported one capital improvement project: the replacement of the inoperative heating system and old roof top air conditioner with an energy efficient heat pump. The heat pump system cost less to install than replacing the existing heating system with a similar fan-coil system, included an air conditioning component to replace the old unit, and consumes less electricity.

POLICY REVISIONS

(08-363) GENERAL REVISIONS BASED ON RECOMMENDATIONS FROM VSBA POLICY SERVICES

Dr. Grimesey stated the policies included in their Board packets were those from the annual VSBA policy workshop in May. He added that many of these policies are included in the student handbook and therefore must be approved in June. He recommended approval of all policies except for the following, which were included in error and should be removed from the packet: GBC, Option 2; GBC-E2; JFC-R, Option 1 and Option 2; KLB, Option 2; KN; and KNA. School Board attorney recommended KN and KNA not be included in the approval until further research is completed.

MOTION:That the Board approve the policies, as revised and recommended by the Superintendent.
MOTION: Mr. Halsey
SECOND: Mr. Hunter Fridley
VOTE: Unanimous

CLOSED SESSION

(08-364) CODE OF VIRGINIA: PERSONNEL 2.2-3711.A.1, STUDENT MATTERS 2.2-3711.A.2, AND SPECIAL AWARDS 2.2-3711.A.10.

MOTION: That the School Board enter closed session to discuss Personnel, Student Matters, andSpecial Awards, as authorized by the Code of Virginia Sections 2.2-3711A.1, 2.2-3711.A.2,and 2.2-3711.A.10.
MOTION: Mr. Rob Fridley
SECOND: Mr. Tucker
VOTE: Unanimous
TIME: 8:05 p.m.

MOTION: That the School Board return to open session from closed session.
MOTION: Mr. Tucker
SECOND: Mr. Hunter Fridley
VOTE: Unanimous
TIME: 10:10 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
  1. 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. Tucker
SECOND: Mr. Rob Fridley
ROLL CALL VOTE: Mr. Anderson – YES Mr. Halsey - YES
Mrs. Bryant – YES Mr. Tucker - YES
Mr. H. Fridley – YES Mr. Whitehead – YES
Mr. R. Fridley – YES
7 -YES 0-ABSENT 0-NO
TIME: 10:11 p.m.

________________________________________ _______________________________________

Chairman, Alleghany County School BoardClerk

PERSONNEL

(08-365) Personnel actions

The Board considered a new job description for school-level managers for each cafeteria and a new salary supplement for the extra duties that are assigned as part of the new job descriptions. The Board also considered an expanded job description for the school division-level food services manager and assigned the position to the same salary scale that is provided to the division-level managers for maintenance and the bus garage. Adjustments to the job descriptions and to the wage scales were included in the general personnel actions considered by the Board. Personnel considerations also included the award of a new four-year contract to the Superintendent. Subsequent related motions were as follows:

MOTION:That the Board approve the personnel actions as recommended by the Superintendent.
MOTION: Mr. Tucker
SECOND: Mr. Rob Fridley
VOTE: Unanimous

 

MOTION: That the Board declare the current contract of the superintendent, ending June 30, 2009, null and void.
MOTION: Mr. Tucker
SECOND: Mr. Rob Fridley
VOTE: Unanimous

MOTION:That the Board approve the appointment of the superintendent to a new four-year term, which will begin July 1,
2008
and continue through June 30, 2012.
MOTION: Mr. Halsey
SECOND: Mrs. Bryant
VOTE: Unanimous

PUPIL PERSONNEL

(08-366) DISPOSITION OF SUPERINTENDENT’S RECOMMENDATION IN PUPIL PERSONNEL CASE #s 08-06 AND 08-07.

MOTION: That the Board approve the pupil personnel actions as recommended by the Superintendent.
MOTION: Mr. Hunter Fridley
SECOND: Mr. Rob Fridley
VOTE: Unanimous

OTHER BUSINESS

(08-368) ADDITION to agenda

Chairman Whitehead requested the addition of agenda item #08-368, Nomination for Media Honor Roll.

MOTION: That the Board add item #08-368, Nomination for Media Honor Roll, to the agenda.
MOTION: Mr. Tucker
SECOND: Mr. Hunter Fridley
VOTE: Unanimous

(08-369) NOMINATION RESOLUTION FOR 2007 VSBA MEDIA HONOR ROLL

Mr. Tucker read a draft resolution naming Darrell Gleason, The Virginian Review, to the VSBA Media Honor Roll.

MOTION: That the Board approve the resolution for the nomination of Darrell Gleason, The Virginian Review, to the 2008
VSBA Media Honor Roll.
MOTION: Mr. Rob Fridley
SECOND: Mr. Tucker
ROLL CALL VOTE:Mr. Anderson – YES Mr. Halsey - YES
Mrs. Bryant – YES Mr. Tucker - YES
Mr. H. Fridley – YES Mr. Whitehead – YES
Mr. R. Fridley – YES
7 -YES 0-ABSENT 0-NO

ADJOURNMENT

MOTION: That the June 16, 2008 regular meeting of the Alleghany County School Board be adjourned.
MOTION: Mr. Tucker
SECOND: Mr. Rob Fridley
VOTE: Unanimous
TIME: 10:15 p.m.

___________________________________________________________________________

Chairman, Alleghany County School BoardClerk