7-7-2008

 

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

MINUTES

REGULAR MEETING OF THE ALLEGHANY COUNTY SCHOOL BOARD
July 7, 2008

The Alleghany County School Board held its regular meeting on July 7, 2008 at 6:00 p.m. in the Board Room of the Central Office Complex.

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

Dr. Grimesey reported that Mr. Rob Fridley would be arriving late. (Mr. Fridley subsequently arrived at 6:55 p.m., just prior to the School Board’s consideration of agenda item #09-23)

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 the addition of two agenda items. Item #09-30, “Recommendation of contractor for Clifton Middle School athletic field improvements” and Item #09-31, “Establish joint work session with Board of Supervisors to discuss necessary improvements to Alleghany High School.” He noted these agenda items would be inserted following item #09-22.

(09-10)APPROVAL OF MINUTES OF JUNE 16, 2008 REGULAR MEETING

MOTION: That the Board approve the minutes of the June 16, 2008, regular meeting.
MOTION: Mr. Halsey
SECOND: Mr. Whitehead
VOTE: Unanimous

(09-11) APPROVAL OF MINUTES OF JULY 1, 2008 REORGANIZATION MEETING

MOTION: That the Board approve the minutes of the July 1, 2008, reorganization meeting.
MOTION: Mr. Whitehead
SECOND: Mrs. Bryant
VOTE: Unanimous

(09-12) AMENDMENT TO MINUTES OF JANUARY 22, 2008 REGULAR MEETING

Dr. Grimesey noted each Board member was provided with a copy of the amended resolution associated with agenda item #08-183. The text was changed from “Lucy F. Gleason” to “Mary Francis Harris Gleason”. He added the revision was simply an editorial change and did not change the substance of the document.

MOTION: That the Board approve an amendment to minutes of January 22, 2008, regular meeting.
MOTION: Mr. Halsey
SECOND: Mrs. Bryant
VOTE: Unanimous

COMMUNITY PARTICIPATION

(09-13) HOLLIS B. CAHOON, PRESENTATION OF CENTRAL HIGH SCHOOL CLASS OF 1923 MOMENTO

Dr. Grimesey introduced Mr. Hollis “Skeets” Cahoon. Mr. Cahoon thanked the Board for allowing him to present the pennant.He explained that his father, Hollis Lee Cahoon, passed away in 1990 and while going through his items, he found a Class of 1923 pennant marked with “CHS”. He stated he wasn’t sure what the “CHS” represented. While researching the pennant, he discovered it was from the former Central High School. He stated he wanted to dedicate the framed pennant to the Alleghany County School Board in memory of his father. He added, “After 85 years, it is finally home.” Chairman Tucker and Vice Chairman Halsey accepted the pennant and thanked Mr. Cahoon for his generosity.

(09-14) 2008 VSBA MEDIA HONOR ROLL COMMENDATION TO DARRELL GLEASON, VIRGINIAN REVIEW

Dr. Grimesey stated he appreciates Mr. Darrell Gleason’s coverage of meetings. Vice Chairman Halsey presented a certificate of commendation to Mr. Gleason and thanked him for his work in providing accurate information to the public.

(09-15)SCHOOL BOARD MEMBER QUESTIONS AND REPORTS

Mr. Mike Whitehead
Mr. Whitehead congratulated Darrell Gleason and thanked him for doing a good job reporting the news on our schools and reporting the facts. He commented he noticed in the newspaper that Alleghany County had advertised for fuel bids and wondered if the School Board and County might bid together next year to possibly get a better fuel rate. He welcomed the new Board members, Ms. Suzanne Adcock and Mr. Troy Barbour. He stated it is a pleasure to serve on the Board and believes it will be a pleasure for them as well.

Ms. Suzanne Adcock
Ms. Adcock also thanked Darrell Gleason for his work. She thanked Mr. Cahoon for the beautiful plaque and said seeing it brought back memories of her grandmother.

Mr. David Halsey
Mr. Halsey thanked Darrell Gleason for his work. He also thanked the central office staff for their hard work and stated he realizes they have been putting in long hours recently and he appreciates their dedication.

Mr. Troy Barbour
Mr. Barbour had no comments or questions.

Mrs. Stacey Bryant
Mrs. Bryant had no comments or questions.

Chairman Tucker presented a certificate to Mike Whitehead for ten years of service on the Alleghany County School Board. He stated Mr. Whitehead is an outstanding Board member and a well-respected citizen. He added every teacher, child, administrator, and parent appreciates his dedicated service.

BUDGET AND FINANCE

(09-16) CAFETERIA REPORT

Keven Rice, Director of Administrative Services, reported that the cafeteria fund net cash balance at the end of June was $227,900 which represents an improvement over June 2007 of $59,613, but a decline of $21,515 over the previous month. The decline is due to the payout of accumulated payroll and benefit time for three retirees and one resignation. Mr. Rice noted that the very positive year-end balance is especially beneficial given the anticipated financial pressures caused by substantially higher food and fuel costs forecast for the coming year.

SUPERINTENDENT’S REPORTS & RECOMMENDATIONS

(09-17) Calendar information:

6:00 p.m. Monday, August 4 – Called meeting to consider personnel recommendations at Central office complex

6:00 p.m. Monday, August 18 – Regular monthly meeting at Central office complex

(09-18) Invitation to attend August 13, 2008 division-wide convocation

Dr. Sarah Campbell, Assistant Superintendent for Instruction, presented each board member with an invitation to the 2008-2009 pre-school professional development program and convocation that is scheduled for August 11-13. She explained that the certified staff would participate in a two-day professional development program entitled “A Framework for Understanding Poverty” developed by Dr. Ruby Payne. Dr. Campbell closed by noting that the convocation would begin with remarks by Mr. Steve Bennett, Chairman of the Alleghany County Board of Supervisors; Mr. Randy Tucker, Chairman of the Alleghany County School Board; and Dr. Grimesey. The event would be followed by the annual vendor fair and lunch.

(09-19) Preliminary report on spring 2008 SOL test performance

Dr. Campbell presented the preliminary 2007-2008 Standards of Learning assessment results. She noted that all schools would be “Fully Accredited” which meant that each school had to meet or exceed a 70% pass rate in the four core subject areas: English, math, science and social studies. Dr. Campbell stressed that being “Fully Accredited” and making “Adequate Yearly Progress (AYP)” were not the same thing; explaining that accreditation is a state initiative while AYP was a federal No Child Left Behind initiative. She concluded by stating that the AYP results would be presented as soon as they were released.

(09-20) Adjustments to plan for administration and evaluation of VAAP and VGLA assessments

Dr. Campbell presented proposed adjustments to the VGLA/VAAP Management Plan. She began by reminding the board that information had been presented recently about the enforcement of the 1% cap on students who could be identified for the Virginia Alternative Assessment Program (VAAP). She continued by explaining that the enforcement of this cap would, at a minimum, result in 29 severely handicapped students being moved from an adapted curriculum to the regular Standards of Learning curriculum. Dr. Campbell explained that the management plan for the VAAP/VGLA program would need to be changed so that teachers and students who were involved in the transition would have additional support from Dr. Elizabeth Heath and Ms. Mary Jane Mutispaugh. She also noted that administrative services currently performed by Dr. Heath and Ms. Mutispaugh would have to be contracted out using funds already set aside for these programs. Dr. Campbell said the goals of making these adjustments were to improve individual student pass rates on the SOL assessments, to maintain full accreditation for all schools, to increase the overall AYP performance at the division, school and sub-group level, and to make strides toward meeting the 100% graduation benchmark that goes into effect in 2014.

MOTION: That the Board approve the adjustments of the VAAP and VGLA Administration Plan, as presented. MOTION: Mr. Whitehead
SECOND: Mr. Halsey
VOTE: Unanimous

(09-21) Annual homebound education report

Mr. Fred Vaughan, Director of Student Services, reported that 36 students received homebound instruction services during the 2007-2008 school year. The cost associated for homebound instruction was $41,609.

(09-22) Annual report on student attendance and truancy enforcement

Mr. Vaughan reported that all schools within the division exceeded the NCLB 95% attendance benchmark for the 2007-2008 school year with the exception of Alleghany High School. Mr. Vaughan estimated the division’s attendance rate at 95.4%. Mr. Vaughan reminded the Board that the AYP standard for AHS is graduation rate, not attendance. Preliminary estimates indicate a graduation rate of 85%, well above the current 61% benchmark.

(09-30) RECOMMENDATION OF CONTRACTOR FOR CLIFTON MIDDLE SCHOOL ATHLETIC FIELD IMPROVEMENTS

Mr. Rice recommended approval of Randy Hostetter Excavating, LLC to perform rough and finish earthwork at Clifton Middle School for the construction of new ball fields. This recommendation was made with the understanding that the school administration would negotiate with the contractor to ensure that the final cost is at or below the funds allocated for the project. Randy Hostetter Excavating was the low bidder at $196,160 which is significantly above the funds available. Preliminary discussion with Mr. Hostetter regarding cost reduction initiatives has been positive. If negotiations to reduce the total cost to an affordable level fail, the project will not proceed.

MOTION:That the Board approve the lowest cost proposal as submitted by Hostetter Excavating LLC for athletic field
improvments at
Clifton Middle School with the understanding that the administration shall negotiate with the
contractor to ensure that the final cost is at or below the amount provided in the approved
capital
improvement budget.
MOTION: Mr. Halsey
SECOND: Mrs. Bryant
VOTE: Ms. Adcock – YES Mr. Halsey - YES
Mr. Barbour – YES Mr. Tucker - YES
Mrs. Bryant – YES Mr. Whitehead – NO
Mr. R. Fridley – ABSENT
5-YES 1-ABSENT 1-NO

(09-31) establiSh joint work session with board of supervisors to discuss necessary improvementS to alleghany high school

Dr. Grimesey noted that the School Board directed him on June 16 to schedule a joint work session with the Board of Supervisors to discuss improvements to AHS. Dr. Grimesey stated he had talked with the County Administrator and proposed a date of August 12, 2008 at 6:00 p.m. He polled Board members and the majority had no conflict with the proposed date. Dr. Grimesey added he would contact the County Administrator with the proposed date and confirm with the Board once he heard back from the Board of Supervisors.

MOTION: That the Board direct the Superintendent to work with the County Administrator to establish ajoint work session between the School Board and the Board of Supervisors to discussnecessary improvements to Alleghany High School.
MOTION: Mr. Halsey
SECOND: Mr. Whitehead
VOTE: Unanimous

(09-23) Capital improvement and operational maintenance update

Mr. Rice presented the work request completion analysis report for June. He noted that the completion rates for June were low due to the influx of summer work requests. The year-end cumulative completion rate of 89% is very good given the maintenance staffing level and the fact that one position was vacant for approximately six months due to an extended illness. Mr. Rice also reported one capital improvement project: The access control system at Clifton Middle School went live today. The original estimate included in the capital improvement plan for access control at Clifton Middle School was for $40,000 which included some structural modification. Subsequent research revealed an access control system that was installed within our existing structural components for a total cost of $3,142. First Witness, the company who installed our surveillance systems, installed and will support the access control system. If the system performs as well as advertised, we plan is to install it in the remaining schools over the next six months.

Field trip requests

(09-24) All overnight and out-of-state trips associated with Virginia High School League, Destination Imagination and district/regional/state/honors band and choral competitions

Dr. Grimesey advised new Board members that this is a routine, annual action for the Board. He added overnight trips can be difficult to fit into scheduled monthly Board meetings so the Board acts on these trips on an annual basis.

MOTION: That the Board approve all overnight and out-of-state field trips associated with VHSL,Destination Imagination and district/regional/state/honors Band and Choral competitions.
MOTION: Mr. Halsey
SECOND: Mrs. Bryant
VOTE: Unanimous

(09-25) 150 AHS Band students to “Music in the Parks” competition, Williamsburg, VA, April 16-19, 2009

Dr. Grimesey noted this trip does not fall under the “blanket” approval. Mr. Fridley asked if this trip would be during spring break. Dr. Grimesey checked his calendar and reported it would. Mr. Fridley expressed his concern for students being away from their core classes for this trip. Dr. Grimesey stated he appreciated Mr. Fridley’s concern.

MOTION: That the Board approve150 AHS band students to “Music in the Parks” competition inWilliamsburg, VA, April 16-19, 2009
MOTION: Mr. Fridley
SECOND: Mr. Halsey
VOTE: Unanimous

POLICY REVISIONS

(09-26) EIGHT REVISIONS, ADDITIONS, OR DELETIONS AS RECOMMENDED BY VSBA AND ADMINISTRATIVE STAFF

Dr. Grimesey reported these policy revisions were left out of the large packet from the June meeting because they needed further research and review by staff. Chairman Tucker reported Board members received a letter from VSBA regarding the policy on school fees. Chairman Tucker stated he discussed the policy with Dr. Grimesey and was assured that our current policy meets all requirements and the Board is in complete compliance.

MOTION: That the Board approve the eight policies, as recommended by the Superintendent.
MOTION: Mrs. Bryant
SECOND: Mr. Fridley
VOTE: Unanimous

CLOSED SESSION

(09-27)CODE OF VIRGINIA: PERSONNEL 2.2-3711.A.1, STUDENT MATTERS 2.2-3711.A.2, AND REAL PROPERTY 2.2-3711.A.3.

MOTION: That the School Board enter closed session to discuss Personnel, Student Matters, andSpecial Awards, as authorized by the Code of Virginia Sections 2.2-3711A.1, 2.2-3711.A.2,and 2.2-3711.A.3.
MOTION: Mrs. Bryant
SECOND: Mr. Whitehead
VOTE: Unanimous
TIME: 7:09 p.m.

MOTION: That the School Board return to open session from closed session.
MOTION: Mrs. Bryant
SECOND: Mr. Fridley
VOTE: Unanimous
TIME: 8:13 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: Ms. Adcock
SECOND: Mr. Halsey
ROLL CALL VOTE: Ms. Adcock – YES Mr. Halsey - YES
Mr. Barbour – YES Mr. Tucker - YES
Mrs. Bryant – YES Mr. Whitehead – YES
Mr. R. Fridley – YES
7 -YES 0 -ABSENT 0-NO
TIME: 8:14 p.m.

________________________________________ ___________________________

Chairman, Alleghany County School BoardClerk

PERSONNEL

(09-28) Personnel actions

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

PUPIL PERSONNEL

(09-29) DISPOSITION OF SUPERINTENDENT’S RECOMMENDATION IN PUPIL PERSONNEL CASE #s 08-02 AND 08-04.

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

OTHER BUSINESS

(09-30)ADDITIONS to agenda

There were no additions to the agenda.

ADJOURNMENT

MOTION: That the July 7, 2008 regular meeting of the Alleghany County School Board be adjourned.
MOTION: Mr. Whitehead
SECOND: Mrs. Bryant
VOTE: Unanimous
TIME:
8:15 p.m.

_______________________________________ ______________________________

Chairman, Alleghany County School BoardClerk