3-15-2010

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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

March 15, 2010

The Alleghany County School Board held its regular meeting on March 15, 2010 at 6:00 p.m. in the Gleason Forum Hall at Clifton Middle School, Covington, Virginia.

PRESENT: R. Joe Anderson; T. Troy Barbour; Stacey P. Bryant, Vice Chairman; Robert A. Fridley; David W. Halsey; and Randall S. Tucker, Chairman. Also present: Dr. Sarah T. Campbell, Superintendent/Clerk and Lorie C. Bess, Deputy Clerk.

ABSENT: Patsy G. McKinney

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 agenda item #10-277, “Proposed 2010-2011 School Division Budget” would be an action item, not an information item.

Chairman Tucker recognized Mr. David Price, member of the Alleghany County Board of Supervisors, and thanked him for attending the school board meeting.

(10-213) APPROVAL OF MINUTES OF FEBRUARY 1, 2010 WORK SESSION

MOTION: That the Board approve the minutes of the February 1, 2010 work session.
MOTION: Mrs. Bryant
SECOND: Mr. Barbour
VOTE: Unanimous

(10-214) APPROVAL OF MINUTES OF FEBRUARY 22, 2010 REGULAR MEETING

MOTION: That the Board approve the minutes of the February 22, 2010 regular meeting.
MOTION: Mrs. Bryant
SECOND: Mr. Fridley
VOTE: Unanimous

COMMUNITY PARTICIPATION

(10-215) OPENING REMARKS AND WELCOME BY BRENDA SIPLE, PRINCIPAL, CLIFTON MIDDLE SCHOOL

Mrs. Siple read the following statement: “Chairman Tucker, Members of the Board, Dr. Campbell, Faculty and Guests: I welcome you to Clifton Middle School this evening. I would like to thank you for your support and dedication to the students and employees of Alleghany County Public Schools. Even during this very critical budget time, it goes without saying that we believe that you as a board will do everything possible to provide a quality education for each and every student. I am very proud of the faculty and staff of Clifton Middle School. It is a pleasure coming to work each day. I invite you to come and spend time at CMS. We would welcome having you here to experience a day with middle school students. Again, thank you for your continuous support.”

(10-216)SPECIAL PRESENTATION BY CAST OF CLIFTON MIDDLE SCHOOL: PRODUCTION OF BEAUTY AND THE BEAST

Mr. Josh Craft, director, thanked the Board for allowing the students to entertain them. He stated the presentation would be held on March 26, 27 and 28 and gave each board member two complimentary tickets, good for any show. He welcomed all to attend.

(10-217)REMARKS BY JENNIFER SECKNER, PRESIDENT, CLIFTON MIDDLE SCHOOL PTA

Mrs. Seckner welcomed everyone to Clifton Middle School. She described the events that will be hosted by the PTA for the year. She stated the PTA always needs extra volunteers and welcomed everyone to assist. She sated the PTA appreciates all the hard work and support from the school board and administrators. She stated the PTA realizes the tough budget situation currently facing the division and know that some programs would have to be cut but she encouraged the school board not to cut sports, band, or art programs.

(10-218) SCHOOL BOARD COMMENDATIONS

TEACHER RECOGNITION FOR OUTSTANDING SERVICE TO STUDENTS OF CMS

Mrs. Bryant and Mrs. Siple presented a certificate to Tonya Jones for her outstanding service. Mrs. Siple explained the many activities that Ms. Jones participates in and why she was so deserving of this recognition.

DIVISION AND CLIFTON MIDDLE SCHOOL SPELLING BEE WINNER

Mrs. Bryant and Mrs. Mary Putman, assistant principal of Clifton Middle School, presented a certificate of commendation to Adama Walters.

ALL-VIRGINIA CHOIR

Mrs. Bryant and Mr. Fred Vaughan, principal of Alleghany High School, presented certificates to Cody Brantley, Lawrence Halsey and Alexa Rose.

ALLEGHANY HIGH SCHOOL, ALL STATE INDOOR TRACK HIGH JUMP

Mrs. Bryant and Mr. Vaughan presented a certificate to Victor Brown.

ACHIEVEMENT OF CERTIFICATION FROM THE NATIONAL BOARD FOR PROFESSIONAL TEACHING STANDARDS

Mr. Rob Carpenter, director of human resources, introduced fellow board certified teachers, LeeAnne Bowling-Angle and Amanda Sargeant. Mrs. Sargeant explained the requirements and core principles of becoming a National Board certified teacher. She emphasized the hard work and dedication that Mrs. Warren put forth to acquire this well-deserved certification. Mrs. Bryant and Mr.Carpenter then presented a certificate to Renee Warren for her achievement of Certification from the National Board for Professional Teaching Standards. Mrs. Bowling-Angle gave brief biographical, family, and teaching histories on Mrs. Warren.

CHAMBER OF COMMERCE TEACHER OF THE YEAR AND NOMINEES

Mr. Halsey and Mrs. Teresa Johnson, principal of Mountain View Elementary School, presented a certificate of commendation to Mrs. Tina Fields as the Chamber of Commerce Teacher of the Year winner

Mr. Halsey and the principals of the all schools presented certificates of commendation to the following Chamber of Commerce Teacher of the Year finalists: Alleghany High School, Jeff Bartley; Clifton Middle School, Cindy Fox; Boiling Spring Elementary, Karen Staunton; Callaghan Elementary, Carol Varner; Falling Spring Elementary, Stephanie Harmon; and Sharon Elementary, Rhonda Terry.

(10-219) SCHOOL BOARD MEMBER QUESTIONS AND REPORTS

Mr. Anderson stated it was a pleasure to be at Clifton Middle School and thanked Mrs. Siple for the meal before the meeting. He congratulated everyone on their commendations and encouraged students to always achieve for higher goals.

Mrs. Bryant stated she is looking forward to bringing her children to see the Beauty and the Beast show and thanked Mr. Craft for his dedication in working with the students. She thanked Mrs. Seckner for the PTA and the assistance they are able to offer to the students. She congratulated everyone on their commendations. She stated the school board has been forced to make decisions on the budget that they do not want to make but it must be done. She stated there is no “right area” to cut but the funds simply are not here. She thanked the employees, parents and students for remaining loyal during this difficult time.

Mr. Fridley stated the division is blessed to have the talented teachers and students it has. He thanked Dr. Campbell and staff for working so diligently on the budget since January. He reminded everyone some of the budget cuts are due to student enrollment loss and cannot be helped. He noted the school board has not asked the Board of Supervisors for increased funding for the last three years and will not again this year; however, the school board will ask for level funding this year from the supervisors. He thanked Mrs. Seckner for the PTA and what they mean to the school. He stated he is looking forward to the show also.

Mr. Barbour thanked Mrs. Siple for hosting the meeting. He stated the wide diversity of commendations presented this evening is a good example of the talented employees and students we have in our school division.

Mr. Halsey also thanked Mrs. Siple for the hospitality. He stated this is the toughest budget year since he has served on the board. He stated the school board will do its best to maintain jobs and programs. He stated this would be his last meeting at Clifton Middle School and that he has enjoyed representing everyone.

Dr. Campbell stated all the commendations given out are a perfect example of the successful school division we are and she appreciates everyone’s hard work. She reported she had visited each school and explained the budget to the employees, who offered a lot of support. She emphasized her appreciation to each and every employee in the division.

Mr. Tucker thanked Mr. David Price for attending the meeting and welcomed him to attend future meetings. He thanked the PTA for their work. He congratulated everyone on their commendations. He clarified to everyone that Boiling Spring School is not closing, despite what is being rumored.

BUDGET AND FINANCE

(10-220) PAYMENT OF BILLS

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

(10-221) BUDGET REPORT

School Operating Fund

$2,095,509.60

School Textbook Fund

$699,859.47

Alleghany Foundation Nursing Grant

$300,538.26

Governor’s School

$2,947.40

Scholarship

$83,061.98

Alleghany Foundation Mental Health Initiative

$16,797.60

Grand Total

$3,198,714.31

 

(10-222) ANNUAL SCHOOL DIVISION AUDIT

Mr. Keven Rice, director of budget and finance, presented the results of the 2009 financial audit performed by Robinson, Farmer, Cox Associates. Mr. Rice noted that the school division ended the year in conformity with accounting principles generally accepted in the United States of America. The audit did have one recommendation – down from four in 2008 – relating to ensuring that credit card receipts submitted for reimbursement include itemized detail. The receipt in question was dated prior to amendments to Policy DLC approved by the School Board in April 2009 which addressed this very issue, among others, he said.

(10-223) CAFETERIA REPORT

Mr. Kenny Higgins, director of administrative services, presented the cafeteria report. He noted the ending cash balance of $311,119.

SUPERINTENDENT’S REPORTS & RECOMMENDATIONS

(10-224)CALENDAR INFORMATION

Dr. Campbell reminded the board of the following meetings:

-6 p.m. Tuesday, March 23 – Joint budget work session with Board of Supervisors at County
Government Complex

-6 p.m. Monday, April 12 – Regular meeting at Falling Spring Elementary School

-6 p.m. Monday, April 26 – Regular meeting at Alleghany High School

Dr. Campbell noted the April 26 regular meeting would be rescheduled to April 27 due to the VSBA Blue Ridge Region Meeting at Radford. She stated it would be an action item on the April 12 agenda.

(10-225) APPOINT REPRESENTATIVE FOR JACKSON RIVER GOVERNOR’S EXECUTIVE BOARD

Mr. Joe Anderson volunteered and was appointed to serve on the Jackson River Governor’s Executive Board.

(10-226) AUTHORIZE COMMENDATIONS FOR 128 Clifton Middle School STUDENTS WHO SCORED 600 ON THEIR FIRST SEMESTER SOL TESTS

Mrs. Siple reminded the board that a reception would be held on March 26 at 2:00 p.m. in the cafeteria, to honor the students and present their commendations.

MOTION: That the board approve the commendations for the 128 CMS students who scored 600 on the SOL tests.
MOTION: Mr. Anderson
SECOND: Mr. Fridley
VOTE: Unanimous

(10-227) PROPOSED PRELIMINARY 2010-2011 SCHOOL DIVISION BUDGET

Dr. Sarah Campbell, superintendent, reviewed the preliminary draft of the school board’s proposed 2010-2011 operating budget. She explained the draft was based on a “best guess” estimate of anticipated state revenues due to the fact that the General Assembly had not approved a final budget to date. Dr. Campbell noted that the budget included an anticipated reduction of $1,983,038 in state revenues and an assumption of level local funding. Dr. Campbell also explained that the purpose in asking the board to approve this preliminary budget was based on advice received from the school board attorney, Pat Lacy. She noted that Mr. Lacy had recommended this course of action so that the board could meet the April 1 deadline for submitting the budget to the Board of Supervisors, as required by Code. Dr. Campbell explained that a final budget would be presented for approval at the April meeting.

MOTION: That the board approve the preliminary 2010-2011 school division budget, as presented.
MOTION: Mrs. Bryant
SECOND: Mr. Fridley
VOTE: Unanimous

(10-228) REVISED SCHOOL DIVISION SPECIAL EDUCATION PLAN

Dr. Elizabeth Heath, director of special education, presented the Local Special Education Annual Plan for the board’s review. The plan is a yearly requirement for receiving federal funding under special education law, she explained. The plan was presented as an informational item to the board at the February 22, 2010 meeting pending the approval of the Special Education Local Advisory Committee (LAC). The LAC approved the plan at the meeting held March 2, 2010.

MOTION: That the board approve the revised school division Special Education Plan, as presented.
MOTION: Mr. Fridley
SECOND: Mr. Barbour
VOTE: Unanimous

(10-229) CONSIDER RENEWAL PURCHASE OF WEBSENSE FILTERING SOFTWARE

Mrs. Mary Jane Mutispaugh, director of instruction, presented the bids received for the purchase of Websense Internet filtering software. She recommended acceptance of the low bid, received from Assurance Data Corporation in the amount of $24,276.00.

MOTION: That the board approve the purchase of Websense filtering software from Assurance Data Corporation, as presented. MOTION:Mr. Fridley
SECOND: Mr. Barbour
VOTE: Unanimous

(10-230) CONSIDER APPROVAL OF REVISED 2009-2010 ACADEMIC CALENDAR

Mrs. Mutispaugh presented the revised calendar for the 2009-2010 academic year for the board’s consideration.

MOTION: That the board approve the revised 2009-2010 academic calendar, as presented.
MOTION: Mr. Barbour
SECOND: Mrs. Bryant
VOTE: Unanimous

(10-231) APPROVAL OF APPLICATION FOR WAIVER OF PRE-LABOR DAY OPENING REQUIREMENT

Mrs. Mutispaugh requested the board approve the application to the Virginia Board of Education for pre-Labor Day opening for the 2010-2011 academic year.

MOTION: That the board approve the application to the Virginia Board of Education for pre-Labor Day
opening for the 2010-2011 academic year, as presented.
MOTION: Mr. Fridley
SECOND: Mrs. Bryant
VOTE: Unanimous

(10-232) CAPITAL IMPROVEMENT AND OPERATIONAL MAINTENANCE UPDATE

Mr. Higgins reported the window replacements at Alleghany High School are moving along at a better pace than he anticipated. He noted the louver opens will start being added on Saturday March 20 and the power washing will continue on the outside of the building.

(10-233) policy dj-r, “regulations governing purchases and internal accounting

Mr. Rice presented for approval recommendations to amend Policy DJ-R. The recommendations included (1) minor language revisions to better align the policy with other school board policies, (2) language revisions to better align the policy with our auditor’s guidelines, and (3) eliminating the requirement to issue purchase orders for purchases of less than $500.00. The purchase order revision only applies to school board funds and does not extend to school activity funds.

MOTION: That the board approve revised Policy DJ-R, as presented.
MOTION: Mr. Fridley
SECOND: Mrs. Bryant
VOTE: Unanimous

(10-234) COMMUNICATIONS

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

- Parent Advisory Committee to the Superintendent

- Teacher Advisory Committee to the Superintendent

CLOSED SESSION

(10-235) 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. Anderson
VOTE: Unanimous
TIME: 7:45 p.m.

MOTION: That the school board return to open session from closed session.
MOTION:Mrs. Bryant
SECOND: Mr. Fridley
VOTE: Unanimous
TIME: 8:12 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: Mr. Fridley
ROLL CALL VOTE: Mr. Anderson - YES Mr. Halsey - YES
Mr. Barbour - YES Mrs. McKinney - ABSENT
Mrs. Bryant - YESMr. Tucker - YES
Mr. Fridley - YES
6 -YES 1 - ABSENT 0 -NO
TIME: 8:13 p.m.

________________________________________ ________________________________

Chairman, Alleghany County School BoardClerk

PUPIL PERSONNEL

(10-236) DISPOSITION OF PUPIL PERSONNEL CASE

MOTION: That the board approve the pupil personnel action in case #10-18, as
recommended by the Superintendent.
MOTION: Mr. Fridley
SECOND: Mr. Barbour
VOTE: Unanimous

PERSONNEL

(10-237) 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

(10-238) ADDITIONS to agenda

There were no further additions to the agenda.

ADJOURNMENT

MOTION: That the March 15, 2010 regular meeting of the Alleghany County School Board be adjourned.
MOTION: Mrs. Bryant
SECOND: Mr. Anderson
VOTE: Unanimous
TIME: 8:14 p.m.

_______________________________________ __________________________________

Chairman, Alleghany County School Board Clerk