10-19-2009

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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

October 19, 2009

The Alleghany County School Board held its regular meeting on October 19, 2009 at 6:00 p.m. at Callaghan Elementary School in Covington, Virginia.

PRESENT: Suzanne T. Adcock; T. Troy Barbour; Stacey P. Bryant, Vice Chairman; Robert A. Fridley; David W. Halsey; Patsy McKinney; and Randall S. Tucker, Chairman. Also present: Sarah T. Campbell, 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, led by Katie-Jo Carter and the school pledge led by T.J. Koonce.

(10-82) APPROVAL OF MINUTES OF SEPTEMBER 21, 2009 REGULAR MEETING

MOTION: That the Board approve the minutes of the September 21, 2009 regular meeting.
MOTION: Mrs. Bryant
SECOND: Mr. Barbour
VOTE: Unanimous

(10-83) APPROVAL OF MINUTES OF SEPTEMBER 28, 2009 CALLED MEETING

MOTION: That the Board approve the minutes of the September 28, 2009 called meeting.
MOTION:Mr. Barbour
SECOND: Mrs. Bryant
VOTE: Unanimous

(10-84) APPROVAL OF MINUTES OF OCTOBER 1, 2009 CALLED MEETING

MOTION: That the Board approve the minutes of the October 1, 2009 called meeting.
MOTION: Mrs. Bryant
SECOND: Mr. Barbour
VOTE: Unanimous

COMMUNITY PARTICIPATION

(10-85) OPENING REMARKS BY NANCY MOGA, PRINCIPAL, CALLAGHAN ELEMENTARY SCHOOL

Mrs. Moga read the following statement: “Welcome to the greatest school in the universe! This is the 10th school board meeting to be held here. The school building is 45 years old. We are grateful to the Alleghany County School Board and the citizens of Alleghany County for providing a comfortable, renovated building in which students enjoy learning each day. This summer we had a security locking door and camera added to our building. Your supper was served by Becky Burgess, Debbie Rose and Linda Cartwright. This is our 10th year of full accreditation according to Virginia standards and 6th year making AYP as set by federal benchmarks for NCLB. Congratulations to our students and parents, those present, please stand. These parents represent 90% of the parents who attended the August Open House, the 48% that attended the September grade level Open House, and 67% who held a conference with the teachers seven days ago. These students represent 42% of our students who had perfect attendance for the first six weeks, meaning on time and staying all day! Today we learned that our school earned the Governor’s Silver Award for Best Practices in Nutrition and Physical Activity. 55% of our students had all positive checks on their character traits for the first six weeks. All teachers are highly qualified. 65% have earned their Master’s degree. One more teacher expects to complete her work on a Master’s degree in the next year, and three more have started. All of our assistants are highly qualified. With our support staff of drivers, custodians, cafeteria workers, and therapists, we have 56 adults scheduled to work here all or some part of each week. We have a student teacher from ODU here this semester. We have two AHS seniors working each morning as part of their internship. We also hosted an intern teacher for two weeks from Brazil. She has returned home. Staff members, please stand. You Board members are an extended part of our Callaghan family; so welcome home, and let me know what I can do to help your meeting operate smoothly.”

(10-86) REMARKS BY JENNIFER CALES, PTO PRESIDENT, CALLAGHAN ELEMENTARY SCHOOL

Mrs. Cales welcomed everyone to Callaghan Elementary School. She discussed upcoming events and stated the profits from the fundraisers would be used for the early childhood playground area. She thanked everyone for their support of the PTO.

(10-87) SCHOOL BOARD COMMENDATIONS

22 CALLAGHAN STUDENTS WHO EARNED AT LEAST ONE PERFECT 600 SCORE ON THEIR
SPRING 2009 SOL ASSESSMENTS

Mr. Barbour and Mrs. Moga presented certificates to the following fifth grade students: Alexandria Adams, Anthony Clarke, Victoria Gill, and Shane Urban. Atlanta Dial, Paul Hanna, and Taylor Poague were absent and unable to accept their certificates.

Mr. Barbour and Mrs. Moga presented certificates to the following fourth grade students: Wilson Birchfield, Kaytie-Jo Carter, and Thomas Koonce. Mindy Hoke and Kenneth Tucker were absent and unable to accept their certificates.

Mr. Barbour and Mrs. Moga presented certificates to the following third grade students: Tia McDaniel, Mykaylah O’Conner, Taylor Pleasant, Anthony Spinks, Xavier Storey, and Ethan Thompson. Sebastian Dawson, Kimberly Graham, Brittany Reynolds, and Hannah Wolfe were absent and unable to accept their certificates.

Mr. Barbour and Mrs. Moga presented certificates to Callaghan Brownie Girl Scout Troop #584 and Callaghan Daisy Troop for their outstanding community service projects.

Mr. Barbour and Mr. Fred Vaughan, Principal of Alleghany High School, presented a certificate to Kate Mason for placing as First Chair Horn at the Senior Regional Orchestra auditions.

(10-88) Virginia School Boards Association ACADEMY AWARDS

Dr. Campbell presented awards to Ms. Adcock, Mr. Halsey and Mr. Tucker for their participation in VSBA.

(10-89) REMARKS BY MR. TOMMY HUBBARD

Mr. Hubbard expressed concern over his children’s bus stop. He noted his children have used the same bus stop for the past six years and the stop was changed this year. He stated he feels the new stop is not a safe stop for his children and asked the Board to consider changing the bus stop to its previous location. He thanked the Board for their time and consideration.

(10-90) SCHOOL BOARD MEMBER QUESTIONS AND REPORTS

Mrs. Patsy McKinney thanked Mrs. Moga for hosting the meeting and stated she enjoyed “being home”.

Mr. Troy Barbour congratulated Mrs. Moga, staff, parents, and students for their success in a constantly changing educational environment.

Mrs. Stacey Bryant reported she had spent a day at Callaghan the previous week and really enjoyed being there with the students and going on the bus run. She thanked the Daisy Troop and Brownie Troop for planning the flowers.

Mr. Rob Fridley thanked Mrs. Moga for her hospitality. He commented the community and staff work together to make Callaghan Elementary a great school. He congratulated the students for their SOL success. He thanked Mr. Hubbard for his comments.

Ms. Suzanne Adcock stated she was proud of the students, parents, and staff for the SOL achievements. She thanked Mrs. Moga for hosting the meetings. She congratulated Kate Mason and thanked Mr. Hubbard for his comments.

Mr. David Halsey thanked Mrs. Moga. He reported he regularly attends VSBA seminars and gains a lot of useful information and encouraged other Board members to attend seminars, when possible. He thanked Mr. Hubbard for his comments and concerns and stated the Board would discuss his request.

Dr. Sarah Campbell congratulated the students on their SOL success and said it takes quality professionals, parents, and dedicated students to achieve. She congratulated the Board members who received VSBA awards and stated she appreciates the hard work and dedication it takes to be a Board member.

Mr. Randy Tucker also thanked Mrs. Moga for the meal and the teacher demonstration. He stated the SOL and AYP achievements are not accomplished by the School Board but by the students, teachers, and parents and he commended everyone for their hard work. He thanked Mr. Hubbard for his concerns and comments and said the Board would look into it.

BUDGET AND FINANCE

(10-91)PAYMENT OF BILLS

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

(10-92)BUDGET REPORT

Dr. Campbell stated the material that was provided was for information purposes. There were no questions or comments from the Board.

School Operating Fund

$1,459,193.11

School Textbook Fund

$697,416.37

Alleghany Foundation Nursing Grant

$75,391.23

Governor’s School

$594.73

Scholarship

$82,722.03

Alleghany Foundation Mental Health Initiative

$13,956.18

Grand Total

$2,329,323.65

(10-93) SEPTEMBER 30, 2009 STUDENT MEMBERSHIP REPORT

Mr. Keven Rice, Director of Budget and Finance, provided a preliminary report of the September 30, 2009, average daily membership (ADM) for student enrollment which was 2,789. The 2009-2010 budget was based upon an enrollment of 2,751. The average daily membership is a cumulative average of our division-level enrollment from the first day of school through September 30. It incorporates prorated membership for students who leave or enroll in the division during this time period, and is a major component in the process by which the Virginia Department of Education computes annual funding for school divisions.

(10-94) APPROVAL OF BUDGET DEVELOPMENT CALENDAR AND DESIGNATION OF 6 P.M., MONDAY, DECEMBER 14, 2009 AS DATE FOR PUBLIC HEARING ON 2010-2011 BUDGET

Mr. Rice presented a revised calendar noting one date change in January. Specifically, the final monthly administrative budget committee meeting in January is the 21st, not the 23rd. Within the proposed budget calendar, December 14, 2009 was designated as the date for the required public hearing on the 2010-2011 budget.

MOTION: That the Board approve the revised budget calendar and December 14, 2009 as the public hearing date, as presented.
MOTION: Mrs. Bryant
SECOND: Mr. Fridley
VOTE: Unanimous

(10-95) DESIGNATION OF SCHOOL BOARD LIAISON(S) TO ADMINISTRATIVE BUDGET COMMITTEE

MOTION: That the Chairman designate Suzanne Adcock, Stacey Bryant, and Patsy McKinney as liaisons
to serve on the administrative budget committee.
MOTION:Mr. Fridley
SECOND: Mr. Barbour
VOTE: Unanimous

(10-96) SCHOOL ACTIVITY FUND AUDIT REPORTS

Mr. Rice presented School Board members with a copy of the school activity and cafeteria funds audit for fiscal year 2008-2009. The audit was performed by Robinson, Farmer, Cox Associates and reflected well on Alleghany County Public Schools. The cafeteria fund and the activity funds of three schools did not receive any recommendations for improvement. The four remaining schools received two recommendations each for minor discrepancies. Mr. Rice noted that our staff should be commended for their consistent success in managing these funds.

(10-97)CAFETERIA REPORT- July and End of Year

The Board members were provided with a copy of the cafeteria report in their packets. Mr. Kenny Higgins, Director of Administrative Services, noted he does not anticipate a price increase in lunches at this time.

SUPERINTENDENT’S REPORTS & RECOMMENDATIONS

(10-98) CALENDAR INFORMATION

Dr. Campbell reminded the Board of the following meetings:

-8:30 a.m. Saturday, October 17 – School Board in-service activities at Central
-11:45 a.m. Tuesday, October 20 – Jackson River Technical Joint Board of Control meeting at JRTC
-6:00 p.m. Monday, November 16 – Regular monthly meeting at Gleason Forum Hall, Mountain View
Elementary School.

(10-99) RESOLUTION DESIGNATING NOVEMBER 15-21, 2009 AS AMERICAN EDUCATION WEEK

Ms. Adcock read the resolution designating November 15-21, 2009 as American Education Week.

MOTION: That the Board designate November 15-21, 2009 as American Education Week.
MOTION: Ms. Adcock
SECOND:Mrs. Bryant
ROLL CALL VOTE: Ms. Adcock – YESMr. Halsey - YES
Mr. Barbour – YESMrs. McKinney - YES
Mrs. Bryant – YESMr. Tucker - YES
Mr. R. Fridley – YES
7 -YES 0 – ABSENT 0 -NO

(10-100) APPROVAL OF TEXTBOOK ADOPTION COMMITTEE

Mrs. Mary Jane Mutispaugh, Director of Instruction, presented the Textbook Adoption Committees for Social Studies and Photography. Each committee has teachers, an administrator, a parent and a central office representative.

MOTION: That the Board approve the members of the Textbook Adoption Committees, as presented.
MOTION: Mr. Fridley
SECOND:Ms. Adcock
VOTE: Unanimous

(10-101) CAPITAL IMPROVEMENT AND OPERATIONAL MAINTENANCE UPDATE

Mr. Higgins reported the bus garage office had been remodeled and upgraded. He said a tin roof was completed at the school board office. He reported the roofs at Alleghany High School and Callaghan Elementary School were complete. He noted he hoped to put out an amended bid for the windows at Alleghany High School and present it to the Board during the November meeting. Dr. Campbell added the plan was to start putting in the windows after the SOL tests in January so the students will not be disturbed during testing.

FIELD TRIP REQUESTS:

Chairman Tucker asked if any Board members had an objection to approving all the field trips with one motion. Hearing none, the following three trips were approved.

MOTION: That the Board approve the three field trips, as presented.
MOTION: Mr. Fridley
SECOND: Mrs. Bryant
VOTE: Unanimous

(10-102) 6 ALLEGHANY HIGH SCHOOL BAND STUDENTS TO VIRGINIA TECH HONOR BAND,
JANUARY 22-24, 2010

(10-103) 17 ALLEGHANY HIGH SCHOOL MARINE BIOLOGY STUDENTS TO ST. JOHN, U.S.
VIRGIN ISLANDS, APRIL 15-22, 2010

(10-104) 80 ALLEGHANY HIGH SCHOOL BAND STUDENTS TO CLEVELAND, OHIO, MAY 28-31, 2010

POLICY REVISIONS

(10-105) POLICY GCBE, “LEAVE WITHOUT PAY FOR FAMILY AND MEDICAL PURPOSES”

MOTION: That the Board approve Policy GCBE, “Leave Without Pay for Family and Medical Purposes",
as presented.
MOTION: Mrs. Bryant
SECOND: Ms. Adcock
VOTE: Unanimous

(10-106) COMMUNICATIONS

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

-Teacher Advisory Committee to the Superintendent

-Parent Advisory Committee to the Superintendent

-Classified Employee Advisory Committee to the Superintendent

-Safe School Committee

CLOSED SESSION

(10-107) 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, 2.2-3711.A.2,
and 15.2-2907.D.
MOTION: Mrs. Bryant
SECOND: Mr. Barbour
VOTE: Unanimous
TIME: 7:00 p.m.

MOTION: That the School Board return to open session from closed session.
MOTION:Ms. Adcock
SECOND: Mrs. Bryant
VOTE: Unanimous
TIME: 8:28 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
  2. 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: Ms. Adcock
ROLL CALL VOTE: Ms. Adcock – YESMr. Halsey - YES
Mr. Barbour – YES Mrs. McKinney - YES
Mrs. Bryant – YESMr. Tucker - YES
Mr. R. Fridley – YES
7 -YES 0 –ABSENT 0 -NO
TIME: 8:29 p.m.

________________________________________ __________________________________

Chairman, Alleghany County School BoardClerk

PERSONNEL

(10-108) PERSONNEL ACTIONS

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

OTHER BUSINESS

(10-109) ADDITIONS to agenda

There were no additions to the agenda.

ADJOURNMENT

MOTION: That the October 19, 2009 regular meeting of the Alleghany County School Board be
adjourned.
MOTION: Mrs. Bryant
SECOND: Ms. Adcock
VOTE: Unanimous
TIME: 8:30 p.m.

_______________________________________ ________________________________

Chairman, Alleghany County School BoardClerk