8-18-2008

 

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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

August 18, 2008

The Alleghany County School Board held its regular meeting on August 18, 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.

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 #09-65, “Authorization to update financial analysis to determine county’s fiscal capacity to support renovation of Alleghany High School” and Item #09-66, “Authorize issuance of request for proposals to acquire architectural services for renovation of Alleghany High School.” He noted these agenda items would be inserted following item #09-50.

(09-38)APPROVAL OF MINUTES OF AUGUST 4, 2008 CALLED MEETING

MOTION: That the Board approve the minutes of the August 4, 2008, called meeting.
MOTION: Mr. Fridley
SECOND: Mr. Halsey
VOTE: Unanimous

(09-39)APPROVAL OF MINUTES OF AUGUST 12, 2008 WORK SESSION

MOTION: That the Board approve the minutes of the August 12, 2008 work session.
MOTION: Mr. Halsey
SECOND: Mr. Fridley
VOTE: Unanimous

COMMUNITY PARTICIPATION

(09-40)SCHOOL BOARD MEMBER QUESTIONS AND REPORTS

Mr. Rob Fridley

Mr. Fridley stated he had heard good comments about the teacher convocation.

Mr. Troy Barbour

Mr. Barbour had no comments or questions.

Mrs. Stacey Bryant

Mrs. Bryant welcomed everyone back to a new school year and thanked everyone for a successful year last year.

Mr. Mike Whitehead

Mr. Whitehead had no comments or questions.

Ms. Suzanne Adcock

Ms. Adcock thanked the central office staff and other Board members for their time and assistance with her transition to the Board.

Mr. David Halsey

Mr. Halsey had not comments or questions.

Mr. Randy Tucker

Mr. Tucker reported the teacher convocation went well.

BUDGET AND FINANCE

(09-41)PAYMENT OF BILLS

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

(09-42) BUDGET REPORT

Dr. Grimesey stated the material that was provided was for information purposes.

School Operating Fund

$727,289.79

School Textbook Fund

$419,086.26

Alleghany Foundation Nursing Grant

$59,909.86

Governor’s School

$0

Construction

$0

Scholarship

$82,381.21

Alleghany Foundation Mental Health Initiative

$9,759.98

Alleghany Foundation CMS Recreational Facilities

$33,262.22

Alleghany Foundation Teacher Recruitment Grant

$0

Grand Total

$1,331,689.32

(09-43)COMPLIANCE WITH FEDERAL GASB 45 REQUIREMENTS

Mrs. Ingrid Barber, Director of Budget and Finance, briefed the School Board about the GASB 45 regulation whereby the Internal Revenue Service would, by January 1, 2009, be requiring the division to determine the liability involved for allowing retirees on our health insurance. She stated that a few months ago the division acquired the services of Wachovia to ensure compliance with GASB 45. She introduced Dan Homan, of Wachovia Retirement Services, who gave the Board a PowerPoint presentation regarding GASB 45. She assured the board that the division was in compliance by having the liability calculated, and the liability would be presented on the financial statements for school audit purposes. She stated that at the present time, no new funds would be added to the school budget for this calculation.

(09-44)REAUTHORIZE “PICK UP” OF PROFESSIONAL EMPLOYEES’ CONTRIBUTIONS TO VRS UNDERIRS REGULATION 414(h)

Mrs. Barber stated that the Virginia Retirement System is conducting a review of pick-up plan resolutions to ensure that they meet Internal Revenue Service requirements. She stated that four resolutions needed to be approved by the School Board in order to meet the requirement of allowing employers to pick up or pay the member contribution rate of 5 percent and purchase of prior service on a pre-tax basis for both professional and non-professional employees. Each of the following resolutions (#s 09-44, 09-45, 09-46, and 09-47) were individually adopted and approved by the School Board.

MOTION: That the Board approve the “pick up” of professional employees’ contributions to VRS under IRS Regulation 414(h)
MOTION: Mrs. Bryant
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 – YES
7 -YES 0 -ABSENT 0-NO

(09-45) REAUTHORIZE “PICK UP” OF NON-PROFESSIONAL EMPLOYEES’ CONTRIBUTIONS TO VRS UNDER IRS
REGULATION 414(h)

MOTION: That the Board approve the “pick up” of non-professional employees’ contributions to VRSunder IRS Regulation 414(h).
MOTION: Mrs. Bryant
SECOND: Mr. Fridley
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

(09-46)REAUTHORIZE “PICK UP” OF PROFESSIONAL EMPLOYEES’ CONTRIBUTIONS TO VRS FORPAST SERVICE CREDIT UNDER IRS REGULATION 414(h)

MOTION: That the Board approve the “pick up” of professional employees’ contributions to VRS underIRS Regulation 414(h)
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

(09-47)REAUTHORIZE “PICK UP” OF NON-PROFESSIONAL EMPLOYEES’ CONTRIBUTIONS TO VRS FORPAST SERVICE CREDIT UNDER IRS REGULATION 414(h)

MOTION: That the Board approve the “pick up” of non-professional employees’ contributions to VRS under IRS Regulation 414(h).
MOTION: Mr. Fridley
SECOND: Mrs. Bryant
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

(09-48) CAFETERIA REPORT

Keven Rice, Director of Administrative Services, reported that the cafeteria fund net cash balance at the end of July was $228,938 which represents an improvement over July 2007 of $66,462 and an increase of $1,038 over the previous month.

SUPERINTENDENT’S REPORTS & RECOMMENDATIONS

(09-49) CALENDAR INFORMATION

Dr. Grimesey reminded Board members of the following upcoming meetings:
-6:00 p.m. Monday, September 15 – Regular monthly meeting at Boiling Spring Elementary
-8:30 a.m. – 4:30 p.m.
, Saturday, September 27 – School Board in-service, annual evaluation & goal setting

(09-50) COMMENDATIONS FOR 37 ALLEGHANY HIGH SCHOOL STUDENTS WHO SCORED 600 ON SPRING 2008 SOL TESTS

Dr. Grimesey noted each Board member was provided with a student list in his or her packet. He reminded the Board that in addition to the 37 students who scored 600s on the Spring SOL tests, there were also 17 students who scored 600s on 20 Fall SOL tests, which gave a combined total of 54 students who earned 600s on 59 SOL tests. He reported the 37 students would be recognized during a luncheon on September 3, 2008 at 12:00 in the Alleghany High School library and encouraged Board members to participate, if available.

MOTION: That the Board approve commendations for 37 AHS students who scored 600 on their Spring SOL tests.
MOTION: Mrs. Bryant
SECOND: Mr. Halsey
VOTE: Unanimous

(09-65) RESOLUTION FOR AUTHORIZATION TO UPDATE FINANCIAL ANALYSIS TO DETERMINE COUNTY’S FISCAL CAPACITY TO SUPPORT RENOVATION OF ALLEGHANY HIGH SCHOOL

Dr. Grimesey presented the resolution as directed by the School Board during its work session with the Board of Supervisors on August 12.

MOTION: That the Board approve a resolution to authorize an update of the financial analysis to determine the County’s fiscal capacity to support renovation of AHS, as presented.
MOTION: Mr. Halsey
SECOND: Mrs. Bryant
VOTE: Unanimous

(09-66) RESOLUTION TO AUTHORIZE ISSUANCE OF REQUEST FOR PROPOSALS TO ACQUIRE ARCHITECTURAL SERVICES FOR RENOVATION OF ALLEGHANY HIGH SCHOOL

Dr. Grimesey presented the resolution as directed by the School Board during its work session with the Board of Supervisors on August 12.

MOTION: That the Board approve a resolution to authorize issuance of RFP’s to acquire architectural services for renovation of AHS, as presented.
MOTION: Mr. Halsey
SECOND: Mrs. Bryant
VOTE: Unanimous

(09-51) REVISED SPENDING PLAN FOR FEDERAL MEDICAID REIMBURSEMENTS

Dr. Grimesey recommended that the Board approve a revised spending plan for Medicaid reimbursement funds that would expand the part-time nursing position at Alleghany High School to full-time status. He explained that the expansion of this position had been dropped from consideration during the most recent budget cycle due to the fact that Congress had not approved supplemental funding for FY2008 that would have extended a moratorium against a plan to reduce Medicaid reimbursements to local school divisions. Dr. Grimesey further noted that Congress approved a supplemental funding package in July that extended the moratorium and subsequently preserved Medicaid reimbursements for at least another year. The action by Congress restored the School Board’s funding capacity to extend the high school nurse position to full-time status, he said. The proposed new spending plan would include the full-time nurse position, he concluded.

MOTION: That the Board approve the revised spending plan for federal Medicaid reimbursements, as presented.
MOTION: Mr. Halsey
SECOND: Mr. Fridley
VOTE: Unanimous

(09-52) Timeline for evaluation of school division six-year comprehensive improvement Plan

Dr. Sarah Campbell, Assistant Superintendent for Instruction, provided information on the upcoming evaluation of the Alleghany County Public Schools Six-Year Plan. She explained that the development and evaluation of the plan was mandated by Virginia Standards of Quality and that Code required that the document be developed and evaluated in alternate years. Dr. Campbell presented the board with a timeline for evaluation of the current document scheduled to take place during the fall of 2008.

(09-53) REVISION OF SPECIAL EDUCATION PROCEDURES MANUAL

Dr. Elizabeth Heath, Supervisor of Special Education, presented the Special Education Procedures Manual for the Board’s review and approval. Dr. Heath explained that the manual will serve as a guideline to personnel in meeting state and federal requirements for compliance and for serving students with special needs. Dr. Heath also answered Board questions concerning the “Response to Intervention” initiative.

MOTION: That the Board approve the revised Special Education Procedures Manual, as presented.
MOTION: Mrs. Bryant
SECOND: Mr. Fridley
VOTE: Unanimous

(09-54) EARLY CHILDHOOD CURRICULUM ADOPTION COMMITTEE

Dr. Heath presented the names of people recommended to serve as the curriculum adoption committee for the early childhood special education program in Alleghany County. The curriculum committee is one of the requirements for participating in the Inclusive Placement Opportunities for Preschoolers grant that was awarded to Alleghany County and Covington City Schools.

MOTION: That the Board approve the names for the Early Childhood Curriculum Adoption Committee, as presented.
MOTION: Mrs. Bryant
SECOND: Mr. Halsey
VOTE: Unanimous

(09-55) SUMMARY OF 2007-2008 STATE DISCIPLINE, CRIME AND VIOLENCE REPORT

Mr. Fred Vaughan, Director of Student Services, provided a summary of the 2007-2008 Discipline, Crime, and Violence report as well as School Resource Officer information. The administrators reported 2,198 incidents, a slight decrease from the previous year. Important to note is the fact that once 3 in 4 of our students received no disciplinary referrals during the 2007-2008 school year. The SROs reported 233 citations during the year, up over the previous year due to tracking traffic-related referrals. Officers also reported more than 250 various referrals to school administrations.

(09-56) ANNUAL REPORT ON ENERGY MANAGEMENT OUTCOMES

Mrs. Gayle McCue, Energy Manager, presented the energy management results for the 2007-2008 school year. Ms. McCue presented a summary of electricity and heating oil consumption and referenced the savings the division has realized since the 2002-2003 base year. She also presented a list of energy conservation initiatives that were implemented during the year. Since the 2002-2003 base year, Mrs. McCue said, Alleghany County Public Schools has realized accumulated savings of $474,947 in electrical costs and $518,406 savings in fuel costs for a combined energy savings of $993,353.

(09-57) UPDATE ON PLAN TO UPGRADE CMS-MVES RECREATIONAL AND ATHLETIC FACILITIES

Mr. Rice reviewed the current status of the Clifton Middle/Mountain View Elementary Schools recreational and athletic facilities improvements. He reported Phase One of the five-phase plan is currently under construction with a projected completion date of October 31, 2008. Rough and finish grading have been completed, and seeding is scheduled for this week. Randy Hostetter Excavating, Inc. was the contractor for this component at a cost of $127,500 which includes a $2,500 change order for installation of drain pipe. Pooley’s Fencing has been awarded the fencing installation at a cost of $55,000. The fencing component is scheduled to be completed no later than October 31, 2008, at which time Phase One will be completed in full. Given that the completion date for Phase One would not be realized until after the September deadline for submission of grant requests to The Alleghany Foundation, the decision was made to postpone submission of the request for Phase Two until the February 2008 submission period.

(09-58) CAPITAL IMPROVEMENT AND OPERATIONAL MAINTENANCE UPDATE

Mr. Rice presented the work request completion analysis report for July. Mr. Rice also reported on the following capital improvement projects:

· Replaced countertops, sinks, faucets, and plumbing in 19 classrooms at Sharon Elementary at a cost of $23,396. R.L. Johnson, Inc. was the contractor for the project.

· Sealed, patched, and painted parking lots and roads at Callaghan Elementary at a cost of $11,738. REMAC, Inc. was the contractor for this project.

· Sealed, patched, and painted parking lots and roads at Clifton Middle/Mountain View Elementary Schools at a cost of $25,668. REMAC, Inc. was the contractor.

· Roof replacement for a section of roof at Falling Spring Elementary is 90 percent complete. The total cost for this project is $41,200 and the contractor is Roofing Solutions, Inc.

· Roof replacement for a section of roof at the Central Complex is 90 percent complete. The total cost for this project is $144,700 and the contractor is Roofing Solutions, Inc.

· The HVAC replacement project for four classrooms at Falling Spring Elementary is on hold until September due to a manufacturing delay of the equipment. The work will be completed during evening hours and on weekends. Johnson Controls, Inc. is the contractor and the project cost is $23,854.

· The carpet at Boiling Spring Elementary was replaced this summer under a warranty claim. The carpet was originally installed last summer and began to fail almost immediately. The carpet was replaced without cost to the school division although our maintenance personnel did have to move the furnishings.

· The project to install new ball fields at Clifton Middle School was previously described under 09-57.

Field trip requests

(09-59)40 AHS MARINE BIOLOGY STUDENTS TO NATIONAL AQUARIUM, BALTIMORE, MD, FEBRUARY 28, 2009

MOTION: That the Board approve 40 AHS marine biology students to National Aquarium in Baltimore, MD, February 28, 2009
MOTION: Mrs. Bryant
SECOND: Mr. Fridley
VOTE: Unanimous

POLICY REVISIONS

(09-60)FIVE NEW OR REVISED POLICIES OR REGULATIONS AS PROPOSED AS RECOMMENDED BY VSBA AND ADMINISTRATIVE STAFF

Dr. Grimesey noted all proposed policies were included in the Board packet for review. There were no questions from the Board.

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

(09-61) Communications

Dr. Grimesey stated the material that was provided was for information purposes. Board members offered no questions.

-Summary of 2008-2009 federal school nutrition program annual agreement
-Alleghany County Public Schools Standard Scheduling Day, 2008-2009

CLOSED SESSION

(09-62)CODE OF VIRGINIA: PERSONNEL 2.2-3711.A.1, STUDENT MATTERS 2.2-3711.A.2, AND CONSIDERATION OF
SPECIAL AWARDS 2.2-3711.A.10.

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.10.
MOTION: Mr. Whitehead
SECOND: Mrs. Bryant
VOTE: Unanimous
TIME: 7:38 p.m.

MOTION: That the School Board return to open session from closed session.
MOTION: Mr. Whitehead
SECOND: Mrs. Bryant
VOTE: Unanimous
TIME: 8:41 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: 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: 8:42 p.m.

________________________________________ ___________________________________
Chairman, Alleghany County School Board Clerk

PERSONNEL

(09-63) Personnel actions

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

PUPIL PERSONNEL

(09-64)DISPOSITION OF SUPERINTENDENT’S RECOMMENDATIONS IN PUPIL PERSONNEL CASE #s 09-01, 09-02, 09-03, 09-04 AND 09-05.

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

OTHER BUSINESS

(09-65) ADDITIONS to agenda

There were no additions to the agenda.

ADJOURNMENT

MOTION:That the August 18, 2008 regular meeting of the Alleghany County School Board be adjourned.
MOTION: Mr. Whitehead
SECOND: Mrs. Bryant
VOTE: Unanimous
TIME:
8:43 p.m.

_______________________________________ _________________________________
Chairman, Alleghany County School BoardClerk