11-17-2008

 

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Low Moor, VA 24457
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MINUTES

REGULAR MEETING OF THE ALLEGHANY COUNTY SCHOOL BOARD

November 17, 2008

The Alleghany County School Board held its regular meeting on November 17, 2008 at 6:00 p.m. in the Gleason Forum Hall at Mountain View Elementary School.

PRESENT: Suzanne T. Adcock; T. Troy Barbour; Stacey P. Bryant; Robert A. Fridley; and David W. Halsey, Vice Chairman. Also present: Robert P. Grimesey, Superintendent/Clerk; and Lorie C. Bess, Deputy Clerk.

ABSENT: Randall S. Tucker, Chairman; and Michael L. Whitehead

Vice Chairman Halsey 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 led by members of the Mountain View Elementary SCA.

Dr. Grimesey reported that Mr. Randy Tucker would be arriving late. (Mr. Tucker subsequently arrived during closed session, agenda item #09-155)

Vice Chairman Halsey announced the addition of agenda item #09-155, under Closed Session. He noted that the Board would discuss “legal matters/discussion briefings by staff members pertaining to actual or probable litigation” during closed session as provided under Virginia Code 2.2-3711-A.7.

(09-130) APPROVAL OF MINUTES OF OCTOBER 20, 2008 REGULAR MEETING

MOTION: That the Board approve the minutes of the October 20, 2008, regular meeting.
MOTION: Mrs. Bryant
SECOND: Mr. Barbour
VOTE: Unanimous

(09-131) APPROVAL OF MINUTES OF OCTOBER 27, 2008 WORK SESSION

MOTION: That the Board approve the minutes of the October 27, 2008 work session.
MOTION: Mr. Barbour
SECOND: Ms. Adcock
VOTE: Unanimous

(09-132) APPROVAL OF MINUTES OF NOVEMBER 12, 2008 CALLED MEETING

MOTION: That the Board approve the minutes of the November 12, 2008 called meeting.
MOTION: Mr. Fridley
SECOND: Mrs. Bryant
VOTE: Unanimous

COMMUNITY PARTICIPATION

(09-133) OPENING REMARKS AND WELCOME BY TERESA JOHNSON, PRINCIPAL, MOUNTAIN VIEW ELEMENTARY SCHOOL Mrs. Johnson read the following statement: “Mr. Chairman, members of the School Board, Dr. Grimesey, ladies and gentlemen, on behalf of the staff and myself, I would like to welcome each of you this evening. We all are here this evening for our students. Mr. Chairman, if I may, I would like to introduce you to Jalen Hippert, a 5th grader at Mountain View. He is the son of Mr. and Mrs. Richie Hippert of Selma. Jalen would like to bring words of welcome to each of you in a special way.”

Welcome from Jalen Hippert: “I believe in me! Do you believe in me? Do you believe that I can stand up here, fearless, and talk to all of you? Hey, Mountain View Elementary School, do you believe in me? I can DO anything, BE anything, CREATE anything, DREAM anything, BECOME anything because you believe in me and it rubs off on me. Let me ask you a question teachers, principals, and school board members. Do you believe that every one of us can graduate and be ready for either college or the workplace? What we need from you is confidence that we can reach our highest potential, no matter where we come from—Covington, Clifton Forge, Iron Gate, Mallow, Brentwood, or anywhere else in Alleghany County. You better not give up on us because in some cases, you’re all we’ve got. You’re the ones who feed us, wipe our tears, and help us when sometimes it feels like no one else does. Of course, we all know that we kids can sometimes make it tough on you—can I have an “Amen?” Do you believe in your colleagues? Because they come here just like you did, to make a difference in the lives of children. Do you believe in yourself? Do you believe that what you are doing is shaping the lives of me and my children, and my children’s children? I would like to thank you on behalf of all of us. Thank you counselors, teacher assistants, the people who serve meals, teachers, principals, secretaries, and school board members. What you are doing is the most important thing - preparing us for the future. Thank you for all that you do. Do you believe in me? Because I believe in me and you’ve helped me get to where I am today!”

(09-134) REMARKS BY LORRI SAVILLE, PRESIDENT OF THE MOUNTAIN VIEW ELEMENTARY PTO

Mrs. Saville welcomed everyone to the meeting. She commended Jalen Hippert for his speech and stated he is an amazing child. She reported the main goal of the PTO is family orientation and encouraged everyone to join them for Family Movie Night, Candy Bar Bingo and all other family activities sponsored by the PTO.

(09-135) SCHOOL BOARD COMMENDATIONS

66 mountain view elementary students who earned at least one perfect 600 score on their spring 2008 SOL ASSESSMENTS

Ms. Adcock, Mr. Fridley and Mrs. Johnson presented certificates to the following third graders: Carter Adcock, Allison Baker, Kelly Bazzrea, Jacob Burdette, Savannah Carter, Wyatt Gray, Kenzie Hampton, Kadie Harris, Jalin Heighter, Amelia Kahle, Christian Kessinger, Jessica Knotts, Tristan Nichols, Tarrah Nida, Sarah Roudabush, Joshua Saville, Colton Taylor, Nicholas Weinger, and Henry Wood. Those absent included Christopher Dean, Simon Fridley, Leandra Masters, Clay Smith, and Delia Vickery.

Fourth graders receiving certificates included Clay Adkins, Brookekayla Hockenberry, Brette Linkenhoker, Michaela Miller, Alexis Richmond, Miranda Robison, Jessica Rothe, Erica Unroe, Willow Wilson, and Adam Zierler. Those absent included Sierra Brown, Kylie Hendrickson, Christopher Messerich, Ryan Mostaghim, Kristofer Rocha, and Liam Welch.

Fifth graders receiving certificates included Savannah Beard, Shannon Bennett, Jonathan Church, Andrew Fridley, Dustin Gibson, Megan Humphries, Alexis Mineiro, and Jordan Morgan. Those absent included Kyle Burks, Alexis Clark, Aaron Craft, Anthony Darcus, Brent Graham, India Green, Joshua Greenblatt, Jessie Hartless, Ethan Hinton, Logan Hyler, Gabrielle Norvell, John Reed, Cody Smith, Alyson Turkewitz, Dylan Via, Carrigan Wright, Nicole Zierler, and Michael White.

(09-136) SCHOOL BOARD MEMBER QUESTIONS AND REPORTS

Mr. Robert Fridley

Mr. Fridley praised the students for their academic awards. He also praised the parents and guardians for being responsible and providing a positive atmosphere in which their children were more likely to achieve. He said he visited CMS and AHS for parent teacher conferences and the faculty does an excellent job at providing input to parents.

Mrs. Stacey Bryant

Mrs. Bryant commended Jalen Hippert for his confidence and courage and stated she does believe in him and the school division. She thanked everyone for attending the meeting and added she is proud to serve on the Board.

Ms. Suzanne Adcock

Ms. Adcock thanked the teachers for the work that goes into providing an education to students. She also congratulated the students for their SOL achievements.

Mr. David Halsey

Mr. Halsey congratulated the students, parents and teachers for their achievements. He thanked his fellow Board members for their service.

BUDGET AND FINANCE

(09-137) PAYMENT OF BILLS

MOTION: That the Board approve the payment of bills, as presented.
MOTION: Mrs. Bryant
SECOND: Mr. Fridley
VOTE: Unanimous

 

(09-138) BUDGET REPORT

Dr. Grimesey stated the material that was provided was for information purposes. There were no questions or comments from the Board.

School Operating Fund

$1,602,581.64

School Textbook Fund

$539,831.29

Alleghany Foundation Nursing Grant

$69,138.32

Governor’s School

$0

Construction

$0

Scholarship

$82,918.49

Alleghany Foundation Mental Health Initiative

$18,450.91

Alleghany Foundation CMS Recreational Facilities

$0

Grand Total

$2,312,920.65

 

Dr. Grimesey also provided the School Board with an update on the administration’s efforts to manage projected budget shortfalls. He noted that the allocation from Congress’s restoration of the “Secure Rural Schools and Communities Self Determination Act” has resulted in new revenue of $217,262, which represents a $176,262 addition to this year’s revenue. Combined with the recent decline in oil prices, Dr. Grimesey no longer anticipates any deficit associated with heating oil and vehicle fuel. He added, however, that the oil market remains volatile and prices may increase again in the coming months. In the meantime, Dr. Grimesey said he will no longer include references to heating oil and vehicle fuel costs in his plan for managing projected budget shortfalls. He said no revisions have been made to the potential shortfalls associated with the decline in student enrollment. Those shortfalls include a $236,301 in this year’s state funding and $375,658 in next year’s state funding for a total revenue reduction of $611,959. Dr. Grimesey emphasized the importance of Governor Tim Kaine’s proposed budgets for the remaining of the current 2008-2009 fiscal year and for 2009-2010. He said reductions in state funding for the current year remain possible. He also reviewed several possible budget scenarios in which reductions in state funding for public education may be reduced from 5 percent up to 20 percent. Dr. Grimesey said Fairfax County, often considered to be a “barometer” by which other school districts may anticipate the state’s actions, currently is planning for an 8% reduction.

(09-139) CHAIRMAN’S DESIGNATION OF SCHOOL BOARD LIASON(S) TO ADMINISTRATIVE BUDGET COMMITTEE

Upon written recommendation of Chairman Randy Tucker, Vice Chairman Halsey appointed Ms. Suzanne Adcock and Mr. Troy Barbour as school board liaisons to the administrative budget committee.

(09-140) PROPOSED 403(b) PROGRAM MANAGEMENT PLAN INTENDED TO COMPLY WITH NEW IRS REGULATIONS

Ingrid W. Barber, Director of Budget and Finance, presented the School Board with information regarding the 403(b) plan document and school board resolution adopting the 403 (b) plan document. She stated that by internal revenue service regulations, the school division is required to adopt a plan document by resolution prior to January 1, 2009. She requested that School Board members review the plan document and call her with questions or concerns. She also requested that the School Board approve the plan document and resolution at the December 15, 2008 meeting.

(09-141) CAFETERIA REPORT

Dr. Grimesey presented the cafeteria report on behalf of Keven Rice, Director of Administrative Services, and reported that the cafeteria fund net cash balance at the end of October was $257,116 which represents an improvement over October 2007 of $82,098 or 46.91%.

SUPERINTENDENT’S REPORTS & RECOMMENDATIONS

(09-142) CALENDAR INFORMATION

Dr. Grimesey reminded Board members of the following upcoming meetings:

-6:00 p.m. Monday, December 1, 2008 – Joint legislative dinner meeting with Covington City School Board at Jackson River
Technical
Center

-6:00 p.m. Monday, December 15, 2008 – Regular monthly meeting at Sharon Elementary School, including public hearing on 2009-2010 operating budget

-6:00 p.m. Monday, January 5, 2009 - Work session to discuss 2009-2010 budget at Central office complex

-6:00 p.m. Tuesday, January 20, 2009- Regular monthly meeting at Central office complex

(09-143) RESOLUTION TO CONFIRM SCHOOL DIVISION’S COMPLIANCE WITH EFFICIENCY REVIEW RECOMMENDATIONS

Dr. Grimesey presented a resolution based on the School Board’s evaluation of the school division’s compliance with recommendations contained in the February 28, 2007 efficiency review report issued by Evergreen Consultants, Inc. The resolution noted that the report included 51 commendations and 79 recommendations for the improvement of efficiency in Alleghany County Schools. It also noted that 67, or 85%, of the recommendations have been completed or implemented by substitute to date. The resolution certified the School Board’s satisfaction with the implementation of the recommendations, its intent to sustain activities that have been implemented, and its desire to conclude the implementation phase of its involvement with the efficiency review process.

MOTION: That the Board approve the resolution to confirm the school division’s compliance with efficiency review recommendations, as presented.
MOTION: Mrs. Bryant
SECOND: Ms. Adcock
ROLL CALL VOTE: Ms. Adcock – YES Mr. Halsey - YES
Mr. Barbour – YES Mr. Tucker - ABSENT
Mrs. Bryant – YES Mr. Whitehead- ABSENT
Mr. R. Fridley – YES
5 -YES 2 -ABSENT 0-NO

(09-144) EXTENSION OF DEADLINES ASSOCIATED WITH ALLEGHANY HIGH SCHOOL RENOVATION PLANNING PROCESS

Dr. Grimesey reported that Morgan Keegan is unable to provide an updated analysis of Alleghany County’s financial capacity to manage debt service associated with a possible major renovation of Alleghany High School due to extreme volatility in the construction bond market and due to uncertainty over the impact of forthcoming state budget cuts to both the School Board and the county government. He said no analysis will be valid until April, 2009 at the earliest. He recommended that the School Board postpone the deadline for the analysis and for the issuance of a request for proposals for architectural services until April, 2009 at the earliest.

MOTION:That the Board approve the extension of deadlines associated with the Alleghany High School renovation planning process, as presented and recommended by the Superintendent.
MOTION: Mr. Fridley
SECOND: Mr. Barbour
VOTE: Unanimous

(09-145) BI-ANNUAL ASSESSMENT OF SIX YEAR IMPROVEMENT PLAN: GOALS I & IV

Dr. Sarah Campbell, Assistant Superintendent for Instruction, provided the bi-annual assessment of the Six Year Improvement Plan’s Goal I, Student Achievement. Dr. Campbell reported all schools are fully accredited for the fifth straight year and the division and all schools met the requirements of “adequate yearly progress” for the third straight year. She described the positive impact of the summer school program. She also noted that Alleghany High School students currently are enrolled in advanced level courses, including advance placement, dual enrollment and the Jackson River Governor School. She concluded all goals were met for the Six Year Plan. Fred Vaughan, Director of Student Services, provided a bi-annual assessment of the Six Year Improvement Plan’s Goal 4, Parent and Community Involvement. Mr. Vaughan highlighted the division’s efforts to recognize students, staff, parents, and non-parent community members during Board meetings. Mr. Vaughan reported that the School Board presented 363 commendations during the 2007-2008 school year. Mr. Vaughan also highlighted the division’s website which provides a variety of resources including an online policy manual, frequently used forms, and an ability to apply for employment on-line.

(09-146) ANNUAL REPORT OF PUPIL-TEACHER RATIOS

Dr. Campbell stated that each School Board must report its pupil-teacher ratios to the public each year. When all classroom and resource teachers are included in the calculation, Alleghany County’s pupil-teacher ratios are as follows: Boiling Spring, 9.4; Callaghan, 8.7; Falling Spring, 11.9; Mt. View, 11.9; Sharon, 13; CMS, 15.9; and AHS, 14.2. She added the overall division-wide ratio is 11.9.

(09-147) NURSING PROGRAM ANNUAL REPORT

Mr. Vaughan provided the Board an overview of the school nursing program. During the 2007-2008 school year, nurses reported 40,614 clinic encounters and made nearly 9,000 phone calls. Highlighting the 2007-2008 school year was the leadership role that the nursing program took in addressing MRSA. The nursing staff will play a vital role in the VDOE’s Pandemic simulation exercise scheduled for November 24, 2008, Mr. Vaughan added. Dr. Grimesey reminded the Board that 50% of the nursing program continues to be funded by the Alleghany Foundation.

(09-148) PROPOSED SCHOOL BOARD PRIORITIES FOR 2009 STATE AND FEDERAL LEGISLATIVE ACTION

Dr. Grimesey proposed revisions to the School Board’s annual legislative priorities. Proposed revisions would clarify School Board opposition to any changes in the Virginia Standards of Quality funding formula. They also would specify the School Board’s desire for an immediate suspension of selected enforcement procedures of the federal “No Child Left Behind” act. Dr. Grimesey asked Board members to reflect on their legislative priorities during the forthcoming Virginia School Boards’ Association annual conference and during the December 1 legislative dinner meeting with the Covington City School Board, Delegate Jim Shuler and representatives from other legislators. He invited Board members to offer their own revisions during the coming weeks and asked them to be prepared to act on their legislative priorities during their next meeting on December 15.

(09-149) RESOLUTION TO SUPPORT FUNDAMENTAL REFRAMING OF FEDERAL “NO CHILD LEFT BEHIND” LAW

Dr. Grimesey presented a resolution seeking a major restructuring of the “No Child Left Behind” act that has been proposed for Congressional consideration by the American Association of School Administrators. He asked Board members to evaluate the resolution in the context of their broader legislative priorities. If they find the resolution to be consistent with their legislative priorities, he said he will seek their approval of the resolution during their next meeting on December 15. Dr. Grimesey also noted that numerous groups will be advocating for changes in the “No Child Left Behind” law. As those resolution come to his attention, he may seek the Board’s approval of any that may be found to be consistent with the Board’s legislative priorities.

(09-150) REVISED JOB DESCRIPTIONS BASED ON CONSOLIDATION OF BUS GARAGE AND MAINTENANCE MANAGER POSITIONS

Mr. Rob Carpenter, Director of Human Resources, presented a new job description for a Maintenance-Mechanic Worker and revised job descriptions for Division Maintenance Manager, Maintenance Employee, and Mechanic Employee. Dr. Grimesey added a managerial position was reduced to a maintenance position.

MOTION: That the Board approve the new job description for Maintenance-Mechanic and revised job descriptions for Division
Maintenance Manager, Maintenance Employee, and Mechanic Employee, as presented.
MOTION: Ms. Adcock
SECOND: Mrs. Bryant
VOTE: Unanimous

 

(09-151) ADDITION OF NEW FEDERAL COMPLIANCE REQUIREMENTS TO JOB DESCRIPTION OF DIRECTOR OF FINANCE

Mr. Carpenter presented a revised job description for the Director of Finance. The revisions to this job description include the addition of direct oversight responsibilities for new GASB 45 and 403(b) regulations.

MOTION: That the Board approve the revised job description of Director of Finance, as presented.
MOTION: Mr. Fridley
SECOND: Mrs. Bryant
VOTE: Unanimous

(09-152) CAPITAL IMPROVEMENT AND OPERATIONAL MAINTENANCE UPDATE

Mr. Rice presented the work request completion analysis report for October and noted the improving completion percentages due to the reduction of the summer backlog. Mr. Rice also reported on the following capital improvement projects:

· The baseball and softball field project at Clifton Middle School is now complete. Soil augmentation to improve the turf quality will continue in the spring with a target of having the fields ready for play by the fall of 2009.

· New landscaping was recently installed at the front of the high school. The project was designed and installed by our Maintenance staff. In addition to enhancing the appearance of the school, the new landscaping improved security and lessened maintenance requirements.

POLICY REVISIONS

(09-153) ADJUSTMENTS TO POLICY REVISION PROCESS

Dr. Grimesey informed the Board that the Virginia School Boards Association (VSBA) recently announced they would begin to post policy updates on the VSBA website as they occur rather than holding all policies until the regular February and May updates. Dr. Grimesey asked the Board to authorize the Superintendent to publish and implement all policy revisions that are limited to editorial changes, statutory code number changes and cross reference changes and also to authorize administration to publish a disclaimer in the student-parent handbook stating all policies and regulations in the handbook remain subject to change and to reference the school division website for the most up-to-date policies.

MOTION: That the Board authorizes the Superintendent to publish and implement all policy revisions thatare limited to editorial changes, statutory code number changes and cross reference changes; and also to authorize administration to publish a disclaimer in the student-parent handbookstating all policies and regulations in the handbook remain subject to change and to reference the school division website for the most up-to-date policies.
MOTION: Mrs. Bryant
SECOND: Mr. Fridley
VOTE: Unanimous

 

(09-154) COMMUNICATIONS

Dr. Grimesey stated the following material was provided in the packet for information purposes:

-Parent Advisory Committee to the Superintendent

-Minority Advisory Committee to the Superintendent

-Teacher Advisory Committee to the Superintendent

CLOSED SESSION

(09-155) CODE OF VIRGINIA: PERSONNEL 2.2-3711.A.1, STUDENT MATTERS 2.2-3711.A.2 and LEGAL MATTERS 2.2-3711.A.7.

MOTION: That the School Board enter closed session to discuss Personnel, Student Matters and Legal Matters, as authorized
by the Code of
Virginia Sections 2.2-3711A.1, 2.2-711.A.2 and 2.2-3711.A.7.
MOTION: Mr. Fridley
SECOND: Ms. Adcock
VOTE: Unanimous
TIME:
7:17 p.m.

MOTION: That the School Board return to open session from closed session.
MOTION: Mrs. Bryant
SECOND: Ms. Adcock
VOTE: Unanimous
TIME: 8:35 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: Mrs. Bryant
ROLL CALL VOTE: Ms. Adcock – YES Mr. Halsey - YES
Mr. Barbour – YES Mr. Tucker - YES
Mrs. Bryant – YES Mr. Whitehead - ABSENT
Mr. R. Fridley – YES
6 -YES 1 -ABSENT 0 -NO
TIME: 8:36 p.m.

________________________________________ _____________________________________

Vice Chairman, Alleghany County School BoardClerk

PERSONNEL

(09-156) Personnel actions

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

OTHER BUSINESS

(09-157) ADDITIONS to agenda

Vice Chairman Halsey requested the addition of agenda item #09-157, recommendation for the School Board to invoke a 30-day contract termination clause with Dixie Gas and Oil Company.

MOTION: That the Board add item #09-157, recommendation for the School Board to invoke a 30-day contract termination clause
with Dixie Gas and Oil Company, to the agenda as an action item.
MOTION: Mr. Tucker
SECOND: Mrs. Bryant
VOTE: Unanimous

(09-158) 30-DAY CONTRACT TERMINATION CLAUSE WITH DIXIE GAS AND OIL COMPANY

Dr. Grimesey recommended that the School Board terminate its contract with Dixie Gas & Oil. He reported under the terms of the contract, Dixie Gas and Oil will continue to provide service to the school division for 30 days beyond the School Board’s decision to terminate the agreement.Dr. Grimesey said he would present a recommendation for a new supplier during the Board’s next meeting on December 15.

MOTION:That the School Board direct the Superintendent or his designee to invoke the 30-day contracttermination clause with
Dixie Gas and Oil Company as provided for in invitation for bid #ACPS-008-0408, as recommended by the
Superintendent.
MOTION: Mr. Tucker
SECOND: Mrs. Bryant
VOTE: Unanimous

ADJOURNMENT

MOTION:That the November 17, 2008 regular meeting of the Alleghany County School Board be adjourned.
MOTION: Mrs. Bryant
SECOND: Mr. Fridley
VOTE: Unanimous
TIME:
8:38 p.m.

_______________________________________ __________________________________

Vice Chairman, Alleghany County School BoardClerk