12-15-2008

 

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Low Moor, VA 24457
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MINUTES

REGULAR MEETING OF THE ALLEGHANY COUNTY SCHOOL BOARD

December 15, 2008

The Alleghany County School Board held its regular meeting on December 15, 2008 at 6:00 p.m. at Sharon Elementary School.

PRESENT: Suzanne T. Adcock; T. Troy Barbour; Stacey P. Bryant; David W. Halsey, Vice Chairman; Randall S. Tucker, Chairman; and Michael L. Whitehead. Also present: Robert P. Grimesey, Superintendent/Clerk; and Lorie C. Bess, Deputy Clerk.

ABSENT: Robert A. Fridley

Chairman Tucker 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 Webelos 2 of Pack 82.

Chairman Tucker announced the addition of agenda item #09-182, “Authorization of Signature in the Absence of Division Superintendent.” This action item will be inserted between items #09-169 and #09-170.

(09-159) APPROVAL OF MINUTES OF NOVEMBER 17, 2008 REGULAR MEETING

MOTION: That the Board approve the minutes of the November 17, 2008, regular meeting.
MOTION: Mr. Whitehead
SECOND: Ms. Adcock
VOTE: Unanimous

(09-160) APPROVAL OF MINUTES OF DECEMBER 1, 2008 WORK SESSION

MOTION: That the Board approve the minutes of the December 1, 2008 work session.
MOTION: Mr. Whitehead
SECOND: Mrs. Bryant
VOTE: Unanimous

COMMUNITY PARTICIPATION

(09-161) OPENING REMARKS AND WELCOME BY J.R. SIMPSON, PRINCIPAL, SHARON ELEMENTARY SCHOOLMr. Simpson welcomed everyone and thanked the School Board members for their support. He also thanked the staff for providing the students with outstanding instruction and a positive learning environment. He commended the students, parents, and staff for the perfect scores on the spring SOL tests. He noted Grade 3 had a 97% pass rate in math, Grade 4 had a 100% pass rate in math, and Grade 5 had a 100% pass rate in both math and science. He also thanked Ms. Jeannie Thompson, Ms. Lisa Smith, Ms. Renee Warren and Ms. Shawn Truett for their dedicated and endless volunteer work at the school.

(09-162) REMARKS BY JEANNIE THOMPSON, PRESIDENT OF THE SHARON ELEMENTARY PTO

Ms. Thompson welcomed everyone to Sharon Elementary. She reported the PTO held a fall fundraiser and noted that all funds go back to the classrooms for supplies. She added the PTO recently conducted its annual Santa Shop, which was a success. She congratulated the students on their SOL achievements.

(09-163) SCHOOL BOARD COMMENDATIONS

34 SHARON elementary students who earned at least one perfect 600 score on their spring 2008 SOL ASSESSMENTS

Ms. Adcock, Mrs. Bryant and Mr. Simpson presented certificates to the following third graders: Caleb Brown, Chase Burley-Smith, Sydney Gordon, Cheyenne Hosey, James Nicely, Carstella Osborne, James Taylor, Grace Sales, and Nicholas Mailliard. Adam Vess was absent.

Fourth graders receiving certificates included Kelsie Charles, Drew Harlow, Ashley Timbrook, and David Westbury. Matthew Riley was absent.

Fifth graders receiving certificates included Trever Bower, Patrick Cahoon, Trevor Hager, Blake Kimberlin, Hayley Oliver, Erin Osborne, Cameron Persinger, Ethan Persinger, Olivia Persinger, Brittany Snead, Karleigh Thompson, Cristen Walton, and Jacklyn Walton.Gaige Kern, Logan Linkenhoker, Devin Nicely, Taylor Perry, Victoria Sydenstricker and Dylan Wells were absent.

Outstanding student demonstrations of Six Pillars of Character Counts

Chairman Tucker and Mr. Simpson presented certificates to Caitlyn Angle and Caleb Armstrong for demonstrating the Six Pillars of Character.

(09-164) SCHOOL BOARD MEMBER QUESTIONS AND REPORTS

Mr. Mike Whitehead

Mr. Whitehead thanked Mr. Simpson and staff for hosting the meeting and complimented them on a tremendous job. He stated “we are truly blessed” to have people who dedicate their lives to teaching. He congratulated the students on their commendations. He wished everyone a wonderful holiday season.

Ms. Suzanne Adcock

Ms. Adcock thanked Mr. Simpson and staff for their hospitality. She thanked everyone for attending the meeting and congratulated the students on their achievements.

Mr. David Halsey

Mr. Halsey also thanked Mr. Simpson and staff. He wished everyone a blessed holiday.

Mrs. Stacey Bryant

Mrs. Bryant thanked all the parents, grandparents, and family members who were there and wished everyone a Merry Christmas.

Mr. Troy Barbour

Mr. Barbour thanked Mr. Simpson and staff for hosting the meeting. He stated the students should be very proud of themselves for their achievement but to also continue to strive and move forward.

Dr. Grimesey

Dr. Grimesey said Mr. Simpson is determined to retire at the end of the current school year and he thanked Mr. Simpson for his dedication to the students. Board members also thanked Mr. Simpson for his many years of service to the students and staff.

Mr. Randy Tucker

Mr. Tucker stated it is obvious why Sharon was recognized as a “Blue Ribbon School.” He thanked everyone for their support of the students and added he enjoys visiting the school. He thanked Mr. Simpson and staff for their hospitality and he wished everyone happy holidays.

PUBLIC HEARING: RECOMMENDATIONS FOR SCHOOL DIVISION’S PROPOSED 2009-2010 OPERATING BUDGET

Ms. Susan Haley stated she was a resident of Clifton Forge and expressed concern over meals being provided to the School Board members for Board meetings, called meetings, and conferences. She offered the following suggestions for budget reductions: (1) 5% salary decrease for all administrators; (2) all conferences be suspended for the remainder of the year; (3) elimination of teacher workdays; (4) turn outside lights off at schools when there are no activities going on; (5) eliminate use of colored paper and use employee code system to track use of copies; (6) eliminate purchase of any new software except for payroll software; and (7) position cuts in administration. She also encouraged the Board to work hard to maintain the Clifton Forge “reversion” money. She commented that the CMS/MVE school sign should not be seen from the interstate since all the other schools are not “advertised” from the interstate. She stated she hoped the Board would seriously consider her suggestions.

Having no other citizens wishing to speak, Chairman Tucker declared the public hearing closed.

BUDGET AND FINANCE

(09-165) PAYMENT OF BILLS

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

(09-166) 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

$1,189,648.12

School Textbook Fund

$540,421.09

Alleghany Foundation Nursing Grant

$57,214.28

Governor’s School

$024,037.00

Construction

$0

Scholarship

$83,009.08

Alleghany Foundation Mental Health Initiative

$14,910.15

Alleghany Foundation CMS Recreational Facilities

$0

Grand Total

$1,909,239.72

 

Following his general remarks about the budget report, Dr. Grimesey complimented Mrs. Ingrid Barber, Director of Budget and Finance, for her service to the school division. Mr. Tucker then asked Board members if they had any comments for Mrs. Barber as this was her last Board meeting. They are as follows:

Mrs. Bryant wished Mrs. Barber the best of luck and stated she would be missed. She thanked her for her ability to explain the budget so well and said she would miss that.

Mr. Barbour stated he appreciated all the hard work Mrs. Barber has done for the school division.

Mr. Halsey stated it was a pleasure to work with Mrs. Barber and wished her a bright future.

Ms. Adcock wished her good luck although she would be missed. She added although she hadn’t worked with her very long, she knew what a terrific job she has done.

Mr. Whitehead commented he was on the Board when Mrs. Barber was hired and will always cherish her as a good friend.

Mr. Tucker stated Mrs. Barber is a true professional and brings a lot of value to an organization.

(09-167) PROPOSED 403(B) PROGRAM MANAGEMENT PLAN INTENDED TO COMPLY WITH NEW
IRS REGULATIONS

Mrs. Barber addressed the School Board regarding the 403b plan document and School Board resolution. Mrs. Barber reminded the Board that they were given both documents at the November school board meeting. She explained that the resolution would approve the plan document which would make the school division incompliance with IRS regulations.

MOTION: That the Board approve the 403(b) Program Management Plan and resolution, as presented.
MOTION: Mr. Barbour
SECOND: Mrs. Bryant
VOTE: Ms. Adcock – YES Mr. Halsey - YES
Mr. Barbour – YES Mr. Tucker - YES
Mrs. Bryant – YES Mr. Whitehead- YES
Mr. R. Fridley – ABSENT
6 -YES 1 -ABSENT 0-NO

(09-168) CAFETERIA REPORT

Mr. Fred Vaughan, Interim Director of Administrative Services, reported that the cafeteria fund net balance at the end of November 2008 was $247,994 which represents an increase over November 2007 of $47,713 or 23.82%. Mr. Vaughan further reported that due to inclement weather, there were 15 school days compared to 19 school days during November of 2007.

SUPERINTENDENT’S REPORTS & RECOMMENDATIONS

(09-169) CALENDAR INFORMATION

Dr. Grimesey reviewed the status of upcoming School Board meetings and reported that six out of seven Board members confirmed their availability for an extended budget work session on Saturday, January 10. Chairman Tucker said Governor Kaine’s forthcoming budget reductions would likely require additional budget work sessions and he would appreciate everyone’s cooperation to attend any additional meetings. He then requested a motion to revise the date and time of the January 5 budget work session to January 10.

MOTION:That the Board approve changing the January 5, 2009 work session to 8 a.m. Saturday,
January 10, 2009.
MOTION: Mrs. Bryant
SECOND: Ms. Adcock
VOTE: Unanimous

Dr. Grimesey reported no change in the regular monthly meeting planned for 6 p.m. Tuesday, January 20, 2009 at the Central office complex. However, he added that attendance by Chairman Tucker and Dr. Grimesey at the National School Boards Association legislative conference in Washington on February 1-3 may require a change of the February 2 work session to February 9. Board members agreed to defer action on the possible change until the January 20 meeting.

(09-182) AUTHORIZATION OF SIGNATURE IN THE ABSENCE OF DIVISION SUPERINTENDENT

Dr. Grimesey explained that the Virginia Department of Education (VDOE) requires formal Board approval for employees who will be authorized to sign in the superintendent’s absence. Dr. Grimesey requested the Board approve Mr. Keven Rice for authorization of signature. This change is due to Mrs. Ingrid Barber’s resignation. Mr. Rice will be serving as the Interim Director of Budget and Finance. Dr. Sarah Campbell is also an authorized signature.

MOTION: That the Board approve Mr. Rice as an authorized signature for the VDOE.
MOTION: Mr. Whitehead
SECOND: Mrs. Bryant
VOTE: Unanimous

(09-170) PROPOSED SCHOOL BOARD PRIORITIES FOR 2009 STATE AND FEDERAL LEGISLATIVE
ACTION
Dr. Grimesey originally presented the Statement of Legislative Priorities during the November meeting and recommends approval. He added there have been no changes since November.

MOTION:That the Board approve the 2009 Statement of Legislative Priorities, as recommended
by the Superintendent.
MOTION: Ms. Adcock
SECOND: Mr. Halsey
VOTE: Unanimous

(09-171) 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. This draft resolution was presented to the Board during its November Board meeting.Dr. Grimesey said no revisions had been requested by Board members and he recommended approval.

MOTION: That the Board approve the resolution to support fundamental reframing of the federal
No Child Left Behind” law, as presented.
MOTION: Mr. Whitehead
SECOND: Mrs. Bryant
ROLL CALL VOTE:Ms. Adcock – YESMr. Halsey - YES
Mr. Barbour – YES Mr. Tucker - YES
Mrs. Bryant – YES Mr. Whitehead- YES
Mr. R. Fridley – ABSENT
6 -YES 1 -ABSENT 0-NO

(09-172) Preliminary draft of proposed 2009-2010 school calendar

Dr. Sarah Campbell, Assistant Superintendent for Instruction, presented a proposed draft of the 2009-2010 Academic Calendar. She explained that the calendar being proposed had been developed following input from staff and consultation with the Covington City School administration. Dr. Campbell noted that the proposed calendar was similar to the current calendar with the exception of teacher staff development / workdays being moved from mid-week to Fridays. Dr. Campbell indicated that the draft would be posted on the division website for review and she invited Board members to contact her with questions. Dr. Campbell concluded by stating that a final draft would be presented for approval at the January 2009 Board meeting.

(09-173) Replacement of student data management system

Dr. Campbell presented a request for approval of the purchase of a new student data system, Powerschool, to replace the current SASI system that will no longer be available after this year. Dr. Campbell explained that Mr. Jeff Alleman, Director of the Education Technology Center, had researched the system and that it came with his recommendation. Dr. Campbell stated that the purchase of the $56,204.55 system had been anticipated and that funds had been set aside for the purchase.

MOTION: That the Board approve the purchase and implementation of Powerschool student data
management system, as presented.
MOTION: Mr. Halsey
SECOND: Ms. Adcock
VOTE: Unanimous

(09-174) Proposed revisions to Alleghany High School course offerings

Dr. Campbell presented proposed curriculum revision recommendations for 2009-2010. Four new courses were recommended: Algebra, Functions, and Data Analysis; Economics and Financial Literacy; Introduction to Sports Medicine; and Martial Arts II. In addition, the Instrumental Music curriculum was revised. The revision will make marching band an extracurricular ensemble open to students in grades 9-12. This ensemble will meet after school. Finally, the Board approved a revision to the math curriculum. This revision would require students enrolled in Algebra II, College Algebra, Statistics, Advanced Algebra and Trigonometry, Pre-Calculus and Calculus to purchase TI-83 calculators. It was noted that provisions for students receiving free lunch would ensure that all students would have access to appropriate calculators.

MOTION: That the Board approve the revisions to the Alleghany High School course offerings, as
presented.
MOTION: Mrs. Bryant
SECOND: Mr. Halsey
VOTE: Unanimous

(09-175) Appointment of textbook adoption committee

Dr. Campbell presented nominations for membership on a committee to oversee adoption of a textbook for the new Introduction to Sports Medicine class. The nominees included Corey Bowles, Diane Baker, April Easton and Mary Jane Mutispaugh.

MOTION: That the Board approve the appointments of the Textbook Adoption Committee, as
presented.
MOTION: Mr. Halsey
SECOND: Mrs. Bryant
VOTE: Unanimous

(09-176) New contract for provision of vehicle fuel and heating oil for balance of 2008-2009

Dr. Grimesey stated that Petroleum Traders Corp. offered competitive prices and great references. Mr. Whitehead asked where their headquarters are based and Dr. Grimesey replied that their main headquarters are based in Fort Wayne, Indiana; however the company would contract with a local company to provide deliveries. Ms. Adcock asked if the prices will fluxuate as oil prices vary. Dr. Grimesey replied the quoted prices are adjustable however the key factor is the fixed differential per gallon index. This number represents the company’s profit margin and Petroleum Traders offered the lowest index. Therefore, there would be less impact and a lower overall projected cost. Dr. Grimesey recommended approval for Petroleum Traders Corporation.

MOTION: That the Board approve Petroleum Traders Corp. as the new contractor for provision of
vehiclefuel and heating oil for the remainder of 2008-2009, as recommended by the
Superintendent.
MOTION: Ms. Adcock
SECOND: Mr. Halsey
VOTE: Unanimous

(09-177) CAPITAL IMPROVEMENT AND OPERATIONAL MAINTENANCE UPDATE

Mr. Vaughan presented the maintenance work request completion analysis for November 2008. The Board was also informed that First Witness had initiated installation of the access control system at Mountain View Elementary School. Anticipated completion of this project and the access control systems at Falling Spring Elementary School and Sharon Elementary School is prior to the end of the month.

FIELD TRIP REQUEST:

(09-178) 43 Clifton Middle School Peer Helpers & SCA representatives, New York
CITY, NY, JUNE 3-6, 2009

MOTION: That the Board approve the field trip request, as presented.
MOTION: Mr. Whitehead
SECOND: Mrs. Bryant
VOTE: Unanimous

(09-179) COMMUNICATIONS

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

-Safe School Committee

-Parent Advisory Committee to the Superintendent

-Teacher Advisory Committee to the Superintendent

CLOSED SESSION

(09-180) CODE OF VIRGINIA: PERSONNEL 2.2-3711.A.1 AND STUDENT MATTERS 2.2-3711.A.2.

MOTION: That the School Board enter closed session to discuss Personnel and Student Matters, as authorized by the Code of Virginia Sections 2.2-3711A.1 and 2.2-711.A.2.
MOTION: Mr. Whitehead
SECOND: Mrs. Bryant
VOTE: Unanimous
TIME: 7:37 p.m.

MOTION: That the School Board return to open session from closed session.
MOTION: Mr. Whitehead
SECOND: Mrs. Bryant
VOTE: Unanimous
TIME: 8:46 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. Whitehead
SECOND: Ms. Adcock
ROLL CALL VOTE: Ms. Adcock – YES Mr. Halsey - YES
Mr. Barbour – YES Mr. Tucker - YES
Mrs. Bryant – YES Mr. Whitehead - YES
Mr. R. Fridley – ABSENT
6-YES 1-ABSENT 0 -NO
TIME: 8:47 p.m.

_____________________________________ _____________________________

Chairman, Alleghany County School Board Clerk

PERSONNEL

(09-181) Personnel actions

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

OTHER BUSINESS

(09-182) ADDITIONS to agenda

There were no additions to the agenda.

ADJOURNMENT

MOTION: That the December 15, 2008 regular meeting of the Alleghany County School Board be
adjourned.
MOTION: Mr. Whitehead
SECOND: Ms. Adcock
VOTE: Unanimous
TIME:
9:48 p.m.

_______________________________________ _______________________________

Chairman, Alleghany County School BoardClerk