2-16-2009

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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

February 16, 2009

The Alleghany County School Board held its regular meeting on February 16, 2009 at 6:00 p.m. at the Jackson River Technical Center.

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

ABSENT:Michael L. Whitehead

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 Aleshia Carroll and Courtney Smith, students of the JRTC Early Childhood Education Program.

Chairman Tucker announced the addition of one discipline hearing, #09-21, to the closed session agenda.

Chairman Tucker announced agenda item #09-218 is changed from an “information” item to an “action” item.

(09-204) APPROVAL OF MINUTES OF JANUARY 20, 2009 REGULAR MEETING

MOTION: That the Board approve the minutes of the January 20, 2009 regular meeting.
MOTION: Ms. Adcock
SECOND: Mrs. Bryant
VOTE: Unanimous

(09-205) APPROVAL OF MINUTES OF FEBRUARY 9, 2009 CALLED MEETING AND WORK
SESSION

MOTION: That the Board approve the minutes of the February 9, 2009 called meeting and work
session.
MOTION: Mr. Fridley
SECOND: Mr. Barbour
VOTE: Unanimous

COMMUNITY PARTICIPATION

(09-206) OPENING REMARKS AND WELCOME BY MR. GLENN SPANGLER, DIRECTOR, JACKSON RIVER TECHNICAL CENTER

Mr. Spangler welcomed everyone to Jackson River Technical Center. He stated he hoped the Board and administrators enjoyed the presentation provided by the Early Childhood Education Program prior to the meeting. He reported that February is Career and Technical Education Month and invited everyone in attendance to visit Jackson River Technical Center during the open house scheduled for Wednesday, February 25, 2009. This will give the community a chance to visit and learn about the programs that are offered. The time for the open house will be from 9:00am – 2:00pm.

(09-207) SCHOOL BOARD COMMENDATIONS

Mrs. Bryant and Mr. Spangler presented certificates of commendation to Jacob Downer, Matthew Moss, and Patrick Pullin, JRTC/AHS students, for being awarded first place in the Virginia DECA Stock Market competition. Mr. Mick Strand, JRTC DECA Sponsor, explained that these students participated in the DECA stock market game. They started with a virtual cash account of $100,000 and made investments in stocks that they predicted would be the strongest over the period of time. The team earned a first place finish in Virginia. They are qualified to participate in the 2009 International Career Development Conference in Anaheim, California. During the conference, the team will compete for the International Title by presenting the rationale for their stock selections to a committee comprised of the leading financial experts in the nation.

Mr. Barbour presented a certificate to Jeff Alleman, Educational Technology Center Coordinator, for being awarded the Virginia Region VI Technology Leadership Award.

Dr. Sarah Campbell, Assistant Superintendent for Instruction, offered the following information on the Virginia Index of Performance (VIP) awards program: The Board of Education’s VIP incentive program is designed to recognize and reward fully accredited schools and school divisions that make significant progress toward achieving specific measurable goals and objectives established by the Board of Education and supported by the Governor. There are three levels or tiers of rewards. Tier I, the Governor’s VIP award for Educational Excellence, recognizes a school division or school that has been fully accredited and has made adequate yearly progress (AYP) for two consecutive years and has met the Governor’s goals for elementary reading, percentage of Grade 8 students enrolled in Algebra I, percentage of students enrolled in college level courses, number of students enrolled in college level courses, number of advanced diplomas awarded, increased number of Career and Technical Education certifications, and participation in the Virginia Preschool Initiative, if possible. Tier II, the Board of Education’s Excellence Award, recognizes a school division or school that has been fully accredited and made AYP for two consecutive years and has made significant progress toward meeting the Governor’s goals for increased student achievement. Tier III, the Board of Education’s Competence to Excellence Award, recognizes a school division or school that has been fully accredited and make AYP for two consecutive years and has make progress towards meeting the Governor’s goals of increased student achievement.

Mrs. Bryant, Mr. Halsey, and Dr. Campbell presented a certificate to each of the following principals for being among 276 schools in Virginia to earn the Board of Education’s Competence to Excellence Award: Kenny Higgins, Alleghany High School; Teresa Johnson, Mountain View Elementary; and Cindy Siers (on behalf of Nancy Moga), Callaghan Elementary.

Mrs. Bryant, Mr. Halsey, and Dr. Campbell then presented a certificate to each of the following principals for being among the 544 schools to earn the Board of Education’s Excellence Award: Jan Hobbs, Boiling Spring; Brenda Siple, Clifton Middle School; and J.R. Simpson, Sharon Elementary. Mrs. Bryant and Mr. Halsey also awarded a certificate of commendation to Dr. Campbell on behalf of the school division for being one of 24 in the state to earn the Board of Education’s Excellence Award.

Finally, Mrs. Bryant and Dr. Campbell presented a certificate to Debbie Farmer, Principal of Falling Spring Elementary School, for being one of 162 schools in the state to earn the Governor’s Award for Educational Excellence.

(09-208) RECOGNITION OF FEBRUARY SCHOOL BOARD MEMBER APPRECIATION MONTH

Dr. Grimesey expressed the appreciation of all Alleghany County Public School employees for the hard work, commitment and leadership that the School Board members provide to the school division. In recognition of February School Board Member Appreciation Month, Dr. Grimesey provided each member with a certificate of commendation and a “carry-all bag.” He also directed attention to gifts that each Board member received from each of the schools.

(09-209) REMARKS BY MR. BOB UMSTEAD, PRESIDENT, ALLEGHANY EDUCATION ASSOCIATION

Mr. Bob Umstead, President of the Alleghany Education Association (AEA), expressed his gratitude for the School Board’s service to both students and employees. He added that he is particularly appreciative of the efforts by Dr. Grimesey, the administrative staff and the School Board to invite input from employees regarding the budget. Mr. Umstead also introduced Ms. Sarah Patton of the Covington Education Association, who also serves on the National Education Association’s (NEA) Board of Directors. In that capacity, he said Ms. Patton represents 63,000 members of the Virginia Education Association (VEA). Ms. Patton congratulated the School Board on its many successes and thanked the Board for its efforts to support teachers and staff members. She provided a brief description of her responsibility as a member of the NEA Board and she invited Board members and Dr. Grimesey to contact her any time that they believe she can be of assistance in representing their needs in Washington.

(09-210) SCHOOL BOARD MEMBER QUESTIONS AND REPORTS

Mr. Fridley thanked Mr. Spangler and the JRTC staff for their hospitality. He thanked and congratulated all students who participated in the opening and those who received awards. He thanked the schools for their “School Board Appreciation Gifts.” He acknowledged the difficult budget situation and expressed his confidence that the Board will do its best to ensure that the school division can maintain its standard of excellence well into the future.

Mr. Barbour thanked Mr. Spangler and the JRTC staff for their hospitality. He also expressed his appreciation for the continued success of our students and our schools.

Mrs. Bryant reported on her visit to Falling Spring Elementary School earlier in the day. She restated her pride in Falling Spring’s accomplishment of the Governor’s Excellence Award, but she also added that she appreciates the hard work and success that she observes in all of Alleghany County’s schools.

Ms. Adcock expressed her appreciation to Ms. Nonette Cosgrove, JRTC instructor, and her students for the early childhood education program demonstration they offered to Board members prior to the meeting. Mrs. Adcock concluded with the following report from her recent participation in a conference call with Senator Mark Warner that was sponsored by the Virginia School Boards Association: “On Wednesday, February 11, I participated in a conference call with Senator Mark Warner, School Board members, and superintendents. This call was in response to the legislative outreach done by our Board, in conjunction with the Virginia School Boards Association. Senator Warner expressed his desire to respond to those who had contacted him with education funding concerns during the debate over the stimulus package, as well as those who had attempted to meet with him during the recent National School Board Association conference in Washington. During this call, a particular topic came up, which I thought was important enough to share with the Board. Evidently during the course of budget negotiations between the House and Senate, there was much debate about whether Title I and IDEA funds were going to be supplemental or supplant. In researching this further, I found out that if we are reaching out to our representatives, we need to request that funds be labeled as “supplant.” If funds are (allowed to) “supplant,” that means that we can take the amount from the federal government and put them into our “bucket” for that particular program. We can then take the funds that we have allocated for that program and distribute where they are needed. On the other hand, if the funds are supplemental, they will simply be adding to the bucket of money we have for the program, and we must leave all allocated funds in place.”

Mr. Halsey thanked Mr. Spangler for hosting the meeting and he congratulated principals for their schools’ VIP Awards. He also congratulated the DECA students for their achievements and he thanked Mr. Umstead and the AEA for their support.

Mr. Tucker expressed appreciation for the early childhood education program demonstration that preceded the meeting. He noted that the excellence demonstrated in the early childhood program is only one of many achievements at JRTC. He expressed pride in the positive reputation that Alleghany County Public Schools enjoys across Virginia. Mr. Tucker also thanked Mr. Umstead and the AEA for their support during this year’s difficult budget process and he thanked Ms. Patton for her service on the NEA Board of Directors. He then complimented his fellow Board members for their hard work and he thanked the schools for the many “School Board Appreciation Month” gifts.

BUDGET AND FINANCE

(09-211) PAYMENT OF BILLS

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

(09-212) 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

$1,650,282.29

School Textbook Fund

$541,217.30

Alleghany Foundation Nursing Grant

$70,300.35

Governor’s School

$51,552.74

Construction

$0

Scholarship

83,131.38

Alleghany Foundation Mental Health Initiative

$18,818.95

Alleghany Foundation CMS Recreational Facilities

$0

Grand Total

$2,415,303.01

 

(09-213) CAFETERIA REPORT

Mr. Vaughan stated the material was provided in the packet for information purposes and he offered to respond to any questions from the Board. The Board offered no questions or comment.

SUPERINTENDENT’S REPORTS & RECOMMENDATIONS

(09-214) CALENDAR INFORMATION

- Consider date for joint budget work session with Alleghany County Board of Supervisors.

MOTION: That the Board approve February 25, 2009 at 6:30 p.m. as a joint work session withthe Board of Supervisors.
MOTION: Mr. Fridley
SECOND: Mrs. Bryant
VOTE: Unanimous

Dr. Grimesey concluded with reminders concerning the following meeting reminders:

- 6:00 p.m. Monday, March 2 – Budget work session at Central

- 6:00 p.m. Monday, March 16 – Regular monthly meeting at Clifton Middle School

(09-215) AUTHORIZE COMMENDATIONS FOR 27 AHS STUDENTS WHO SCORED 600 ON THEIR
FIRST SEMESTER SOL TESTS

Dr. Grimesey recommended that the Board approve the Alleghany High School students who were nominated for commendation. He noted that the number of students who attain perfect 600 scores on SOL tests continues to rise. He invited School Board members to attend a luncheon in the Alleghany High School library at Noon on Wednesday, February 25 during which the 27 Alleghany High School students will receive their commendations.

MOTION: That the Board authorize commendations for 27 AHS students who scored 600 on their first semester
SOL tests.
MOTION: Mrs. Bryant
SECOND: Mr. Halsey
VOTE: Unanimous

(09-216) TRENDS IN CTE CERTIFICATIONS, CREDENTIALS, CTE DUAL ENROLLMENT

Mr. Spangler reviewed the Alleghany High School JRTC Completers 2002-2008 chart, the AHS Dual Enrollment Programs and Students 2002-2009 chart, and the AHS DOE Recognized Industry Certification/Credential 2002-2009 chart. He stated the dual enrollment numbers should increase after the second semester enrollment is completed. Mr. Spangler informed the Board that schools are supposed to test 33% of completers in CTE programs with a 50% pass rate. He mentioned that JRTC is already ahead of these percentages.

(09-217) FALL 2008 SOL TEST RESULTS AT ALLEGHANY HIGH SCHOOL AND CLIFTON MIDDLE
SCHOOL

Dr. Campbell presented the student performance results for the Fall Standards of Learning Assessments. She noted that the scores reflected the performance of students who had completed courses during the fall semester. Dr. Campbell concluded by stating that she was pleased with the pass rates and that the schools were well on their way to meeting state and federal performance benchmarks.

(09-218) NOTIFICATION OF FORTHCOMING REVISION TO JACKSON RIVER GOVERNOR’S
SCHOOL MEMORANDUM OF AGREEMENT

Dr. Grimesey reported that he had received a letter from Dr. Joyce Edward, Vice President of Dabney S. Lancaster Community College in which she stated that the Virginia Attorney General’s Office has advised the College to cease serving as the employing agency for the director of the Jackson River Governor’s School (JRGS). He noted that the change is intended to take place at the end of the current 2008-2009 school year. He noted that the change will require a restructuring of the Governor’s School Executive Board and the establishment of new polices and procedures. He reminded Board members that Ms. Adcock is Alleghany County’s representative on the Governor’s School Board and he explained that she has been appointed to a sub-committee to develop a new governance structure for JRGS.

Ms. Adcock reported that in response to the letter from DSLCC and Dr. Edwards in regards to their employment agency status change, the JRGS board decided to form a sub-committee to look into ways to take over this role, as well as a way to change the governance structure to deal with this change. Dr. Tony ­­­Brads, Superintendent from Botetourt County, relied on his expertise from other regional ventures that he has been involved with and spoke with the VSBA about the potential use of its template-type system for developing policies and procedures, based on the direction of the JRGS Board. Given the blessing of each respective school board involved to pursue such a venture, the JRGS will continue with its governance restructuring. Ms. Adcock fielded a question from Mrs. Bryant on the funding for the JRGS and stated that each school contributes an amount of money, based on the school’s respective student attendance. Dr. Grimesey also added that the Commonwealth of Virginia also contributes to the JRGS, on a per-pupil basis. There are also generous in-kind contributions from DSLCC for classroom space, utilities, technology, clerical support, etc. This makes the JRGS an extremely affordable program for our school system.

Ms. Adcock stated, “Given that re-organization of the Jackson River Governor’s School governing structure has been made necessary by notification from the Dabney S. Lancaster Community College administration that it will no longer serve as the employer for the Governor’s School director as of the 2009-2010 school year, I move that the Alleghany County School Board hereby authorize the Jackson River Governor’s School Executive Board to develop a plan for the re-organization of its governing structure.”

MOTION: That the Board authorize the JRGS Executive Board to develop a plan for the reorganization of its
governing structure.
MOTION: Ms. Adcock
SECOND: Mr. Halsey
VOTE: Unanimous

(09-219) PRESENTATION OF PROPOSED 2009-2010 STAFFING PLAN FOR ALLEGHANY COUNTY
PUBLIC SCHOOLS

Dr. Campbell presented the Division Staffing Plan for 2009-2010. She noted that the plan called for the reduction of six elementary classroom positions and one middle school English position. Dr. Campbell explained that the overall goal was to maintain a division wide pupil/teacher ratio in the four small elementary schools that was relatively close to the 17-to-1 ratio in 2008-2009. At Mountain View, the goal was the keep the ratio at or below the current 19.6-to-1 ratio.

Dr. Campbell also presented the proposed 2009-2010 Staffing Plan for instructional assistants. She reviewed the various formulas used to develop the recommendations for staffing each category of instructional assistants. Dr. Campbell noted that the plan called for a reduction of eight regular education assistants, three Title I assistants and 1 library/media assistant.

Fred Vaughan, Interim Director of Administrative Services, presented the Board with data related to the proposed reduction of three bus routes. The proposal includes the reduction of one route at Boiling Spring Elementary School and one route at Callaghan Elementary School, reducing both schools from four routes to three. This reduction would align the four smaller elementary schools with three routes each. The reductions would improve elementary bus utilization rates from 57.1% to 62.2%. The third proposed reduction is a secondary route serving the Callaghan district. This reduction would result in improved utilization at the secondary level from 77.9% to 83.3%. For the division, the proposal would improve utilization from 65.9% to 71.2%, he said.

(09-220) PRESENTATION OF PROPOSED 2009-2010 ALLEGHANY COUNTY SCHOOL BOARD
BUDGET

Dr. Grimesey introduced a draft 2009-2010 operating budget of $29,522,033 that remains based on the state revenue projections that have been introduced by Governor Tim Kaine. Dr. Grimesey’s proposed budget also is based on no adjustment in the current level of funding that the School Board receives from the Board of Supervisors. He noted that the current budget, if approved, could become the fourth straight annual budget in which the School Board makes no request for increased funds from the Board of Supervisors. He added that the Supervisors’ $200,000 reduction in school funding last year leaves the current local contribution $73,237 below the 2003-2004 local contribution. The proposed budget represents a reduction in overall funding of $1,668,841. To accommodate the loss of state funds, Dr. Grimesey proposed the following series of expenditure reductions for 2009-2010:

Reduction of positions in response to student enrollment decline: 1 elementary principal; 7 JK-7 teaching positions; 8 JK-8 classroom instructional assistant positions; and the reduction of two bus driver positions.

$684,474

Reductions of positions in response to enrollment decline and efficiency review recommendations: 1 assistant principal; and 1 clerical aide.

$104,634

Further administrative reductions associated with the general state fund decline: 1 central office director; 1 JRTC assistant director; and 1 auto maintenance manager.

$188,481

Further support services reductions associated with the general state fund decline: reduce 2 full-time custodians to part-time status; 1 division-level substitute custodian; 1 division-level part-time mail delivery aide; and local match of mental health counselor.

$93,983

General personnel adjustments associated with the general state fund decline: realignment of stipend structure for coaches and sponsors; reducing selected weekend building checks by custodians; reducing bus driver contracts from 185 days to 181 days; reducing 190-day aide contracts to 185 days; and reducing the supplemental health insurance benefit to 2-employee households.

$132,912

General instructional support reductions associated with the general state fund reduction: reduce funding for curriculum development, SOL materials training and general staff development; eliminate subsidies for AP testing; and accept general reduction in JRTC budget as proposed by the JRTC Director.

$91,342

Other general adjustments associated with the general state fund reduction: reduce funding for consulting services; reduce 1 copier at Clifton Middle; reduce heating and increase cooling set points by two degrees each; general reduction in costs associated with sanitation, maintenance and construction; and reduce budget earmark for renovation activities at Alleghany High School.

$373,015

Total

$1,668,841

He reminded School Board members that they will have the opportunity to revise the proposed budget during their March 2 work session. He noted that March 16 remains the target date for final School Board approval of the 2009-2010 operating budget and that March 24 remains the target date for presentation of the budget to the Board of Supervisors.

(09-221) CAPITAL IMPROVEMENT AND OPERATIONAL MAINTENANCE UPDATE

Mr. Vaughan provided the Board with updated maintenance request analysis. He further reported that two water line issues have been addressed at Callaghan Elementary School and Sharon Elementary School. Mr. Vaughan reported that the access control system is now operational at Mountain View Elementary School, but we continue to experience problems at Falling Spring Elementary School and Sharon Elementary School. First Witness and Simplex are troubleshooting the problem. Finally, Mr. Vaughan reported that the division has not purchased peanut butter products over the last two years due to peanut allergies within the district. Therefore, the recent salmonella outbreak has not impacted the ACPS.

FIELD TRIP REQUEST:

(09-222) REVISE LOCATION OF PREVIOUSLY APPROVED AHS BAND FIELD TRIP FROM
WILLIAMSBURG, VA TO MYRTLE BEACH, S.C., APRIL 16-19, 2009

MOTION: That the Board approve the revised location of the field trip, as presented.
MOTION: Mr. Halsey
SECOND: Mr. Fridley
VOTE: Unanimous

(09-223) 35 MOUNTAIN VIEW ELEMENTARY 4TH-5TH GRADE SCA REPRESENTATIVES TO
PHILADELPHIA, PA, JUNE 3-5, 2009

MOTION: That the Board approve the field trip request, as presented.
MOTION: Mr. Halsey
SECOND: Mr. Fridley
VOTE: Unanimous

POLICY REVISIONS

(09-224) ADD POLICY GCPAB, “RETIREMENT INCENTIVE PLAN”

Mr. Carpenter reviewed the administration’s proposed revisions to the draft of Policy GCPAB. Based on the revisions presented by Mr. Carpenter, Dr. Grimesey recommended that the Board amend the draft so that: (a.) the application deadline is extended to March 13, 2009; and (b.) the incentive plan offers a third “Employee Supplemental Substitute Pay Plan” option. Dr. Grimesey reported that the incentive plan had resulted in limited employee interest and in no additional employee retirements through the initial February 13 deadline. He expressed hope that the additional option and the extended deadline may encourage some eligible employees to retire.

MOTION: That the Board add the revisions recommended by the Superintendent and table
final action related to the addition of Policy GCPAB until its next regular meeting on

March 16, 2009
.
MOTION: Mr. Fridley
SECOND: Mrs. Bryant
VOTE: Unanimous

(09-225) COMMUNICATIONS

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

-First semester student attendance summary

-Parent Advisory Committee to the Superintendent

CLOSED SESSION

(09-226) 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. Fridley
SECOND: Mrs. Bryant
VOTE: Unanimous
TIME: 7:57p.m.

MOTION: That the School Board return to open session from closed session.
MOTION: Mr. Halsey
SECOND: Mrs. Bryant
VOTE: Unanimous
TIME: 11:00 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. Fridley
SECOND: Ms. Adcock
ROLL CALL VOTE:Ms. Adcock –YESMr. 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: 11:03 p.m.

________________________________________ ____________________________

Chairman, Alleghany County School BoardClerk

PUPIL PERSONNEL

(09-227) DISPOSITION OF SUPERINTENDENT’S RECOMMENDATION IN PUPIL PERSONNEL CASES
#09-18, 09-19, 09-20, AND 09-21.

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

PERSONNEL

(09-228) Personnel actions

MOTION: That the Board approve the personnel actions as recommended by theSuperintendent.
MOTION: Mr. Fridley
SECOND: Ms. Adcock
VOTE: Unanimous

OTHER BUSINESS

(09-229) ADDITIONS to agenda

There were no further additions to the agenda.

ADJOURNMENT

MOTION: That the February 16, 2009 regular meeting of the Alleghany County School
Board be adjourned.
MOTION: Mrs. Bryant
SECOND: Ms. Adcock
VOTE: Unanimous
TIME:
11:05 p.m.

_______________________________________ _______________________________

Chairman, Alleghany County School BoardClerk