5-18-2009

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

REGULAR MEETING OF THE ALLEGHANY COUNTY SCHOOL BOARD

May 18, 2009

The Alleghany County School Board held its regular meeting on May 18, 2009 at 6:00 p.m. at the Central Office Complex in Low Moor, Virginia.

PRESENT: T. Troy Barbour; Stacey P. Bryant; Robert A. Fridley; 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: Suzanne T. Adcock

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.

Chairman Tucker announced additional commendations for Sharon Elementary and Boiling Spring Elementary Schools would be presented under agenda item #09-335.

(09-333) APPROVAL OF MINUTES OF MAY 6, 2009 CALLED MEETING

MOTION: That the Board approve the minutes of the May 6, 2009 called meeting.
MOTION: Mr. Whitehead
SECOND: Mr. Barbour
VOTE: Unanimous

COMMUNITY PARTICIPATION

(09-334) REMARKS BY DWIGHT ROHR, MANAGER, WKEY RADIO STATION

Mr. Rohr stated it was a pleasure to witness the local educational leaders in action. He presented Dr. Grimesey with a plaque thanking him for his eight years of service and for his efforts to raise public awareness about educational issues. Mr. Rohr specifically recalled the events of September 11, 2001 and how Dr. Grimesey cooperated with the local media to reassure the students, staff, parents, and the community that “everything would be okay” during and after that tragic event. Dr. Grimesey then thanked Mr. Rohr for the plaque and for his own service to the community.

(09-335) SCHOOL BOARD COMMENDATIONS

SELECTIONS FOR GIRLS’ STATE CONFERENCE

Mrs. Bryant presented certificates to Hannah Cvizic and Dawn Dulaney. Mariana Keener was not present to accept her certificate.

SELECTIONS FOR BOYS’ STATE CONFERENCE

Mr. Fridley presented certificates to Kenny Higgins who accepted on behalf of Victor Brown, Daniel Shifflett, and Corey Smith.

ALL-VIRGINIA CHOIR

Mr. Halsey presented a certificate to Logan Herr.

INTERNATIONAL CAREER DEVELOPMENT CONFERENCE FINALISTS

Mr. Barbour presented certificates to Jacob Downer and Matt Moss. Patrick Pullin was not present to accept his certificate. Mr. Mick Strand, marketing instructor at Jackson River Technical Center, noted that the team of AHS students placed within the top eight out of 90 teams that competed at the competition.

VIRGINIA DEPARTMENT OF EDUCATION DISTINGUISHED TITLE I PROGRAM AWARD

Chairman Tucker, Mr. Whitehead, and Dr. Grimesey presented certificates to Boiling Spring and Sharon Elementary school representatives. Mr. Whitehead thanked the Boiling Spring representatives for the farewell reception they recently held for him and stated the faculty at the school is top notch. He noted many citizens have expressed concern to him about possibly losing students once the new city school is opened. He stated he wanted the official record to show that he feels it would be a big mistake for parents to remove their children from Boiling Spring Elementary School.

SCHOLARSHIP AWARD

Chairman Tucker, Mr. Whitehead, and Dr. Grimesey presented a scholarship to Melaina Downer. The scholarship was given to Miss Downer in honor of Mr. Whitehead’s 11 years of service on the School Board. Dr. Grimesey explained that the $350 scholarship was funded by former and current School Board members. Miss Downer will graduate from AHS this spring. She attended Boiling Spring Elementary School from Kindergarten to fifth grade and she intends to enroll at Concord University.

(09-336) SCHOOL BOARD MEMBER QUESTIONS AND REPORTS

Mr. Fridley thanked everyone for attending the meeting. He also thanked Mr. Rohr for his comments and service to the community. He congratulated all students on their commendations. He stated J.R. Simpson would be missed following his forthcoming retirement as principal of Sharon Elementary School. He thanked Mr. Whitehead for his service on the Board and for always representing the students in his decisions. He stated he expected Mr. Whitehead’s community service days would continue in other ways.

Mr. Barbour congratulated Boiling Spring and Sharon elementary schools for their awards. He also congratulated all students for their commendations. He stated he had only met Mr. Whitehead this year but appreciates the time and dedication he has given as a School Board member.

Mrs. Bryant congratulated everyone for their commendations. She stated she is looking forward to working with the administrators in their new positions. She stated she had known Mr. Whitehead most of her life and thanked him for his service on the School Board. She added it would be difficult to fill his seat on the Board and that he would be missed.

Mr. Halsey congratulated Boiling Spring and Sharon elementary schools and all students for their awards. He stated it had been a privilege and an honor to serve with Mr. Whitehead. He commented that Mr. Whitehead is very consistent, doesn’t back down on issues. He added that he admires Mr. Whitehead’s professionalism and leadership, and that he will be missed.

Dr. Grimesey congratulated everyone on their awards. He recognized Amanda Sprouse, music teacher at Alleghany High School, for attending the meeting with Logan Herr. He stated Mr. Whitehead has served as Chairman of the Board for five of the past eight years that he has been Superintendent. He added Mr. Whitehead has been like a “big brother” to him professionally as well as personally and he would remember their time together fondly.

Mr. Tucker congratulated Boiling Spring and Sharon Elementary for their awards. He stated it had been a pleasure and an honor to serve with Mr. Whitehead. “He is one of the most wonderful people I know. He is always honest with you and will take the time to talk to you. His main concern has always been the welfare of the kids in the schools”, he said. “Although we have excellent staff, our Board members have also been instrumental in high standards being achieved in our schools.” He stated Mr. Whitehead always worked very hard to make sure the schools were the best they could be. He concluded by thanking Mr. Whitehead for his outstanding service on the School Board.

Mr. Whitehead thanked Dr. Grimesey and staff for what we everyone had grown to expect, which is another successful school year. He said everyone would remain in his thoughts and prayers even though this is his last year on the School Board. He congratulated all the seniors and thanked them for being role models for our school division. He also thanked Mr. Rohr for his work at the radio station and his positive support of our schools.He stated he never expected to receive any type of gift from the Board but the scholarship gift is exactly what he would have wanted. He reminded other Board members that serving on the Board can be difficult and sometimes you get phone calls that aren’t so pleasant but encouraged them to remember the positive things that come out of serving on the Board, such as graduation. He stated he has fond memories of speaking at many graduation ceremonies and is always so proud of the students. He concluded by saying the most important thing that had come into his life from serving on the Board is the friendships that he has made. “I will always treasure our friendships. All of you will continue to be in my thoughts and prayers”, he said.

BUDGET AND FINANCE

(09-337) PAYMENT OF BILLS

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

(09-338) 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

$1,888,075.53

School Textbook Fund

$542,405.35

Alleghany Foundation Nursing Grant

$57,288.93

Governor’s School

$66,205.23

Scholarship

$83,313.86

Alleghany Foundation Mental Health Initiative

$15,048.89

Grand Total

$2,652,337.79

(09-339) CAFETERIA REPORT

Dr. Grimesey reported that the cafeteria fund net cash balance at the end of April was $281,307, which represents an 18.6% increase from April 2008.

SUPERINTENDENT’S REPORTS & RECOMMENDATIONS

(09-340) CALENDAR INFORMATION

Dr. Grimesey reminded the Board of the following meetings:

-Friday, June 5 – VSBA Workshop: School Law Update at Charlottesville Omni

-6 p.m. Monday, June 15 – Regular meeting at Central office complex

-6 p.m. Tuesday, July 1 – Year-end close-out and annul re-organizational meeting at Central office

-6 p.m. Monday, July 6 – Regular meeting at Central office complex (pending approval on July 1)

-Monday, July 20 – VSBA orientation & training for new members in Richmond

-Tuesday, July 21 – VSBA-DOE Governor’s Conference in Richmond

(09-341) AUTHORIZATION OF SIGNATURES IN ABSENCE OF SUPERINTENDENT

Dr. Grimesey explained that the Virginia Department of Education requires the School Board to annually designee two individuals to sign forms in the absence of the superintendent. Based on the recommendation of Dr. Sarah Campbell, who shall serve as superintendent as of July 1, 2009, Dr. Grimesey asked the Board to provide Mr. Rob Carpenter, director of human resources, and Mrs. Mary Jane Mutispaugh, general supervisor of instruction, with authorization to sign state reports in the superintendent’s absence.

MOTION: That the Board approve Mr. Rob Carpenter, Director of Human Resources, and Mrs.
Mary Jane Mutispaugh, Director of Instruction, as authorized designees to sign in
the absence of the superintendent.
MOTION:
SECOND:
VOTE: Unanimous

(09-342) PROPOSED CALENDAR OF 2009-2010 SCHOOL BOARD MEETINGS AND EVENTS

Dr. Grimesey noted Board members were being provided with a draft calendar for first review. He added that the Board will act on the calendar during its July 1 reorganizational meeting. He encouraged Board members to communicate with Dr. Campbell or Mrs. Lorie Bess, deputy clerk to the School Board, if any revisions are needed.

(09-343) gifted education advisory committee appointments for 2009-2010

Mrs. Mutispaugh presented the proposed members of the 2009-2010 Gifted Education Advisory Committee. The proposed committee members included educators, parents, and community members.

MOTION: That the Board approve the Gifted Education Advisory Committee appointments, as
presented.
MOTION: Mr. Fridley
SECOND: Mrs. Bryant
VOTE: Unanimous

(09-344) SPECIAL EDUCATION ADVISORY COMMITTEE APPOINTMENTS FOR 2009-2010

Mrs. Mutispaugh presented the proposed members of the 2009-2010 Special Education Advisory Committee. The proposed committee members included educators, parents, and community members.

MOTION: That the Board approve the 2009-2010 extra-curricular staff assignments, as presented.
MOTION: Mrs. Bryant
SECOND: Mr. Halsey
VOTE: Unanimous

(09-345) stimulus staffing plan for 2009-2010 (title i / idea)

Dr. Campbell presented a spending plan for the funds to be received from the American Reinvestment and Recovery Act (AARA). Dr. Campbell explained that these one-time allotments would be used primarily to preserve the jobs of the teachers and assistants who had been identified for reduction in force. She also explained that these funds would be used to provide professional development, technology applications, and instructional supplies. Dr. Campbell stressed that federal guidelines limited the use of AARA funds to programs of instruction in Title I and IDEA.

MOTION: That the Board approve the stimulus staffing plan for 2009-2010 (Title I / IDEA), as
presented.
MOTION: Mr. Whitehead
SECOND: Mr. Barbour
VOTE: Unanimous

(09-346) APPROVAL OF COMPUTER UPGRADES FOR MOUNTAIN VIEW ELEMENTARY LABS

Dr. Campbell presented a request for approval of the purchase of 50 computers at Mountain View Elementary School at to replace the ones in the two computer labs. She explained that computers in the elementary school labs are replaced on a rotating basis and that Mountain View is due for an upgrade this year. Dr. Campbell stated that the $46,908.78 purchase would be made from existing state and local technology funds.

MOTION: That the Board approve the computer upgrades for Mountain View Elementary computer
labs, as presented.
MOTION: Mr. Halsey
SECOND: Mrs. Bryant
VOTE: Unanimous

(09-347) APPROVAL OF PURCHASE OF DELL LATITUDE MOBILE LAPTOP UNITS

Dr. Campbell presented a request for approval of the purchase of 4 Dell Latitude Mobile Laptop units at a cost of $134,538.08. Dr. Campbell explained three of the units would be used to implement online testing at the elementary level and one unit would be used to augment online testing at Alleghany High School. Dr. Campbell noted that each unit would contain 30 laptop computers and that the purchase would be funded from state and local technology monies.

MOTION: That the Board approve the computer upgrades for Mountain View Elementary computer
labs, as presented.
MOTION:Mrs. Bryant
SECOND: Mr. Halsey
VOTE: Unanimous

(09-348) recommendation for copier leases and copier service contracts

Mr. Keven Rice, director of budget and finance, recommended that IKON Office Solutions be awarded the three-year contract for the provision of digital copiers and related service effective July 1, 2009. Mr. Rice noted that IKON has been the service provider for the current three-year period and has provided excellent service. IKON received the highest score (98) on the 100-point evaluative scale used by the selection committee and IKON’s proposal was $26,013 less than the next lowest proposer.

MOTION: That the Board approve IKON Office Solutions for a three-year contract for the provision
of digital copiers and service, effective July 1, 2009, as presented.
MOTION: Mr. Fridley
SECOND: Mrs. Bryant
VOTE: Unanimous

(09-349) DISPOSAL OF SURPLUS ITEMS

Mr. Fred Vaughan, interim director of administrative services, presented a request to the Board for approval of a auction sale of surplus items to be held on June 13, 2009 at 10:00 a.m. at the Central office complex. Items for sale include, in part, miscellaneous desks and chairs, miscellaneous gym equipment, miscellaneous electronic equipment including personal computers, air conditioning units, maintenance equipment, piano, and cafeteria cold bar.

MOTION: That the Board approve Bowman’s Auction Company to conduct an auction of surplus
items on June 13,2009, as presented.
MOTION: Mr. Barbour
SECOND: Mrs. Bryant
VOTE: Unanimous

(09-350) ROOF REPLACEMENT AT CALLAGHAN ELEMENTARY SCHOOL

Mr. Vaughan presented the Board with bids for the application of coating over a section of the roof at Callaghan Elementary School. The section of roof to be coated covers approximately 26,000 square feet of the building. John T. Morgan of Roanoke, Virginia was the low bidder with a price of $46,917, or approximately $1.80 per square foot. Mr. Vaughan also presented the Board with responsible bids for the removal and replacement of a 5,100 square foot section of the Callaghan Elementary School roof. A.S. Pugh, also of Roanoke was the low bidder with a price of $37,566.

MOTION: That the Board approve John T. Morgan to recoat a section of the roof at Callaghan
Elementary School and A.S. Pugh for removal and replacement of a portion of the
roof at Callaghan Elementary School, as presented.
MOTION: Mr. Fridley
SECOND: Mrs. Bryant
VOTE: Unanimous

(09-351) APPROVAL OF VEHICLE FUEL AND HEATING OIL BIDS FOR 2009-2010

Dr. Grimesey requested this agenda item be tabled until the June 15, 2009 board meeting. He explained the bid process required modification and administration decided to rebid the project.

MOTION: That the Board table the approval of the 2209-2010 vehicle fuel and heating oil bids until
June 15, 2009, as recommended by the Superintendent.
MOTION: Mrs. Bryant
SECOND: Mr. Halsey
VOTE: Unanimous

(09-352) PLAN FOR REPAIRS AND RENOVATIONS AT ALLEGHANY HIGH SCHOOL

Mr. Rice requested approval to proceed with repairs and renovations at Alleghany High School. He noted that the plan was previously presented to the Board during the May 6, 2009 work session. This initial effort includes coating a portion of roof with a reflective material to lower classroom temperatures, replacing exterior windows and doors, replacing interior lighting, and upgrading the fire alarm system for a total of approximately $1,388,000. Bids for these initial projects are tentatively scheduled to be solicited in the near future with work to begin this summer.

MOTION: That the Board approve expending $1,388,000 for said projects associated with
Alleghany High School, as presented and recommended by the Superintendent.
MOTION: Mr. Fridley
SECOND: Mrs. Bryant
VOTE: Unanimous

(09-353) CAPITAL IMPROVEMENT AND OPERATIONAL MAINTENANCE UPDATE

Mr. Vaughan provided the Board with updated maintenance request analysis. He further reported that the Alleghany High School auditorium repairs and renovations are in process with an expected completion of June 30, 2009. The administrations of both Alleghany High School and Clifton Middle School have worked together to accommodate several activities at the CMS Forum Hall, Mr. Vaughan said

FIELD TRIP REQUEST:

(09-354) FIFTEEN ALLEGHANY HIGH SCHOOL STUDENTS TO BOYS BASKETBALL CAMP,
EASTERN MENNONITE UNIVERSITY,
HARRISONBURG, VA, JULY 10-12, 2009

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

(09-355) COMMUNICATIONS

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

- Teacher Advisory Committee to the Superintendent;
- Safe School Committee Summary Notes; and
- Final health insurance premium rates for 2009-2010

CLOSED SESSION

(09-356) CODE OF VIRGINIA: PERSONNEL 2.2-3711.A.1, STUDENT MATTERS 2.2-3711.A.2, and CONSOLIDATION 15.2-2907.D.

MOTION: That the School Board enter closed session to discuss Personnel, Student Matters and Consolidation, as authorized by the Code of Virginia Sections 2.2-3711A.1, 2.2-711.A.2, and 15.2-2907.D.
MOTION: Mr. Fridley
SECOND: Mrs. Bryant
VOTE: Unanimous
TIME: 7:20 p.m.

MOTION: That the School Board return to open session from closed session.
MOTION: Mr. Whitehead
SECOND: Mrs. Bryant
VOTE: Unanimous
TIME: 8:14 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: Mrs. Bryant
SECOND: Mr. Fridley
ROLL CALL VOTE: Ms. Adcock – ABSENT Mr. Halsey - ABSENT
Mr. Barbour – YES Mr. Tucker - YES
Mrs. Bryant – YESMr. Whitehead - YES
Mr. R. Fridley – YES
5-YES 2–ABSENT 0-NO
TIME: 8:15 p.m.

________________________________________ _________________________________

Chairman, Alleghany County School Board Clerk

PERSONNEL

(09-357) SUMMER SCHOOL STAFF APPOINTMENTS

MOTION: That the Board approve the summer school staff appointments, as presented and
recommended by the Superintendent.
MOTION: Mr. Fridley
SECOND: Mrs. Bryant
VOTE: Unanimous

(09-358) PERSONNEL ACTIONS

MOTION: That the Board approve one personnel action, as recommended by the Superintendent.
MOTION: Mrs. Bryant
SECOND: Mr. Barbour
VOTE: Unanimous

PUPIL PERSONNEL

(09-359) DISPOSITION OF SUPERINTENDENT’S RECOMMENDATION IN PUPIL PERSONNEL CASE
#09-19

MOTION: That the Board approve the superintendent’s recommendation in pupil personnel case
#09-19.
MOTION: Mrs. Bryant
SECOND: Mr. Fridley
VOTE: Unanimous

OTHER BUSINESS

(09-360) ADDITIONS to agenda

Dr. Grimesey requested the addition of the following information item to the agenda: “Superintendent’s notification of approval of an emergency contract.”

MOTION: That agenda item #09-360 “Superintendent’s Notification of approval of an emergency
contract” be added to the agenda.
MOTION: Mr. Fridley
SECOND: Mrs. Bryant
VOTE: Unanimous

Mr. Tucker requested the addition of the following information item to the agenda: “Chairman’s update on consolidation process.”

MOTION:That agenda item #09-361 “Chairman’s update on consolidation process” be added to
the agenda.
MOTION: Mr. Fridley
SECOND: Mrs. Bryant
VOTE: Unanimous

(09-360) SUPERINTENDENT’S NOTIFICATION OF APPROVAL OF AN EMERGENCY CONTRACT

Dr. Grimesey presented a memorandum he received from Mr. Rice in which Mr. Rice requested emergency authorization of a contract with Rife+Wood Architects in accordance with the provision for such authorization under School Board Policy DJ. Dr. Grimesey explained the School Board’s directive to proceed immediately with repairs and renovation at Alleghany High School is likely require the cumulative 2009 cost of architectural services provided by Rife+Wood to exceed $30,000. He noted that Policy DJ requires the Superintendent to report to the Board whenever such emergency approval is granted. Board members expressed support for Dr. Grimesey’s approval of the emergency contract. Dr. Grimesey noted that a commitment for a more comprehensive renovation of the high school will require a formal request for proposals from competing architectural firms.

(09-361) CHAIRMAN’S UPDATE ON CONSOLIDATION PROCESS

Mr. Tucker provided a report to the Board on his recent meeting with Steve Bennett of the County Board of Supervisors, B.B. Bryant of the Covington City Council, Cindy Bryant of the Covington City School Board, Eddie Graham, Superintendent of Covington City Public Schools and Dr. Campbell. He noted that many positive ideas were discussed and that both sides demonstrated a commitment to resolving differences. All participants agreed that an outside consultant is needed to help develop a plan for merging the school divisions, Mr. Tucker added. He noted that Mr. Graham and Dr. Campbell were now working on identifying a consultant with some assistance from Dr. Grimesey.

ADJOURNMENT

MOTION: That the May 18, 2009 regular meeting of the Alleghany County School Board be
adjourned.
MOTION:Mr. Whitehead
SECOND: Mrs. Bryant
VOTE: Unanimous
TIME: 8:26 p.m.

_______________________________________ _______________________________

Chairman, Alleghany County School BoardClerk