1-24-2011

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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
January 24, 2011

The Alleghany County School Board held its regular meeting on January 24, 2011 at 6:00 p.m. at the Central Office in Low Moor, Virginia.

PRESENT: William W. Angle; Stacey P. Bryant, Chairman; Patsy G. McKinney and Norman L. Persinger. Also present: Dr. Sarah T. Campbell, Superintendent/Clerk and Lorie C. Bess, Deputy Clerk.

ABSENT: R. Joe Anderson, T. Troy Barbour and Robert A. Fridley.

Dr. Campbell stated Mr. Anderson had notified her that he would arrive late and he subsequently arrived at the start of agenda item #11-141.

Chairman Bryant 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 Bryant announced the following additions to the agenda:

1. Under agenda item #11-148, Closed Session, “Discussion and consideration of issues associated with a possible governmental consolidation”, pursuant to the Code of Virginia, Section 15.2-2907.D. Also, pupil personnel case #11-27, pursuant to the Code of Virginia, Section 2.2-3711.A.2.

2. Under agenda item #11-151, “Additions to the Agenda,” four resolutions to establish school accounting funds. They will be separate action items and will be inserted after agenda item 11-147. The items are as follows:

11-151 – Resolution for Adoption of Policy for Use of Year End balance in the School Operating Fund
11-152 – Resolution for Adoption of Policy for the School Capital Fund
11-153 – Resolution for Adoption of Policy for the Medicaid Reimbursement Fund
11-154 – Resolution for Adoption of Policy for the Textbook Fund

(11-134) APPROVAL OF MINUTES OF DECEMBER 13, 2010 REGULAR MEETING

MOTION: That the board approve the minutes of the December 13, 2010 regular meeting.
MOTION: Mr. Angle
SECOND: Mr. Persinger
ROLL CALL VOTE: Unanimous


(11-135) APPROVAL OF MINUTES OF JANUARY 10, 2011 WORK SESSION


MOTION: That the board approve the minutes of the January 10, 2011 work session.
MOTION: Mr. Angle
SECOND: Mrs. McKinney
ROLL CALL VOTE: Unanimous

COMMUNITY PARTICIPATION

(11-136) SCHOOL BOARD MEMBER COMMENTS

Dr. Campbell stated this was the 90th day of school and the first semester is now complete, which has been quite a task considering the inclement weather we have received.

BUDGET AND FINANCE

(11-137) PAYMENT OF BILLS

MOTION: That the board approve the payment of bills, as presented
.
MOTION: Mr. Persinger
SECOND: Mr. Angle
ROLL CALL VOTE: Unanimous

(11-138) BUDGET REPORT

School Operating Fund

$2,773,479.06

School Textbook Fund

$911,430.88

Alleghany Foundation Nursing Grant

$172,738.05

Governor’s School

$39,260.77

Scholarship

$82,365.76

Alleghany Foundation Mental Health Initiative

$6,514.14

Grand Total

$3,985,788.66

(11-139) PROJECTED STATE REVENUES BASED ON GOVERNOR’S PROPOSED BUDGET

Dr. Campbell presented information based on Governor McDonnell’s budget that was released December 17, 2010. She reported a $62,990 reduction for the current fiscal year. She stated next year’s budget is based on a student enrollment of 2,685, a loss of 45 students, but does include a $35,471 increase in state funding. However, Dr. Campbell noted the employer share of the Virginia Retirement System is also expected to increase next year by $483,559.Based on the VRS increase and an enrollment of 2,685, Dr. Campbell stated that the division could anticipate a total deficit of $448,088.

(11-140) CAFETERIA REPORT

Mr. Kenny Higgins, director of administrative services, presented the cafeteria report. He reported an ending cash balance for December of $385,803.

SUPERINTENDENT’S REPORTS & RECOMMENDATION

(11-141) CALENDAR INFORMATION

Dr. Campbell stated the following is for information purposes:

- 9:00 a.m., February 9, 2011 - Administrative Budget Committee (information)

- February 10-11, 2011 - VSBA Legislative Conference in Richmond (information)

- 11:45 a.m., February 15, 2011 – Joint Board of Control meeting at JRTC (information)
- 6:00 p.m. Monday, February 21, 2011 – Regular meeting at Jackson River Technical Center (information)
- February monthly calendar

Change scheduled joint budget work session from March 29 to March 22 (action)

MOTION: That the board reschedule the joint budget work session from March 29 to March 22, 2011.
MOTION: Mr. Angle
SECOND: Mrs. McKinney
ROLL CALL VOTE: Unanimous

(11-142) AUTHORIZATION OF SIGNATURES IN ABSENCE OF SUPERINTENDENT

Dr. Campbell explained that the Virginia Department of Education requires the school board to annually designate individuals to sign forms in the absence of the superintendent. Dr. Campbell noted Mrs. Mary Jane Mutispaugh is already a designee, as is Mr. Robert Carpenter. She explained because of Mr. Carpenter’s retirement and rehire as a part-time human resources consultant, the board must approve an additional designee. Dr. Campbell recommended that Ms. Jan Hobbs, director of student programs, be authorized to sign state reports in the superintendent’s absence. With this approval, Mrs. Mutispaugh, Mr. Carpenter, and Ms. Hobbs will serve as signature designees for the remainder of 2010-2011.

MOTION: That the board approve Jan Hobbs to serve as a signature designee in the absence of the superintendent. MOTION: Mr. Angle
SECOND: Mrs. McKinney
ROLL CALL VOTE: Unanimous

(11-143) CONSIDER APPROVAL OF PROPOSED 2011-2012 ACADEMIC CALENDAR

Mary Jane Mutispaugh, director of instruction, presented the proposed calendar for the 2011-2012 academic year. She noted the draft had been presented to the board at the December board meeting. It had been posted on the school division web page since that time and no comments had been received.

MOTION: That the board approve the 2011-2012 academic calendar, as presented.
MOTION: Mr. Anderson
SECOND: Mr. Angle
ROLL CALL VOTE: Unanimous

(11-144) TRENDS IN ADVANCED PLACEMENT AND DUAL ENROLLMENT COURSES
Mrs. Mutispaugh provided the board with seven year enrollment trend data for advanced placement, dual enrollment and governor’s school courses. She noted the continuing decline in advanced placement enrollment. There was a slight decline in participation in dual enrollment courses during 2010-2011. There was an increase in governor’s school enrollment over last year.

(11-145) CONSIDER APPROVAL OF TEACHSMART LEARNING SYSTEM

Dr. Elizabeth Heath, director of special education, presented the proposal to purchase the TeachSmart Learning System for the early childhood special education classrooms. The TeachSmart Early Learning System is an interactive white board, hands-on technology tool which enables early childhood teachers to access research based strategies and activities that reflect the latest scientific research for pre-literacy and mathematics concept acquisition in young children.

MOTION: That the board approve the purchase of the TeachSmart Learning System, as presented.
MOTION:Mr. Angle
SECOND: Mrs. McKinney
ROLL CALL VOTE: Unanimous

(11-146)CAPITAL IMPROVEMENT AND OPERATIONAL MAINTENANCE UPDATE

Kenny Higgins, director of administrative services, reported he is currently taking bids on the reforming of the beam at Alleghany High School andopening of the bids will be on February 17.

(11-147) ALLEGHANY HIGH SCHOOL ELECTRCIAL UPGRADE RECOMMENDATIONS*

Mr. Higgins recommended the electrical upgrade at Alleghany High School be postponed.

(11-151) RESOLUTION FOR ADOPTION OF POLICY FOR USE OF YEAR END BALANCE
IN THE SCHOOL OPERATING FUND

This policy establishes a formal and less cumbersome process for the utilization of year end operating balances. This policy also establishes guidelines for allocation of year end operating balances to the School Capital Fund, Medicaid Reimbursement Fund, and School Textbooks Fund. Encouraging sound fiscal management practices will provide opportunities for funding large, planned intermittent expenditures and for addressing unforeseen revenue declines or expenditure increases. Mr. Persinger read the resolution.

MOTION: That the board approve the resolution and adopt the Policy for Use of Year End Balance in the School Operating Fund (Policy DAA), as presented.
MOTION: Mr. Persinger
SECOND: Mr. Angle
ROLL CALL VOTE: Mr. Anderson – YES Mr. Fridley- ABSENT
Mr. Angle - YESMrs. McKinney - YES
Mr. Barbour - ABSENTMr. Persinger - NO
Mrs. Bryant – YES
4 -YES 2 - ABSENT 1 - NO

(11-152) RESOLUTION FOR ADOPTION OF POLICY FOR THE SCHOOL CAPITAL FUND

The School Capital Fund policy establishes guidelines to set aside reserves to fund school capital projects. Mrs. McKinney read the resolution.

MOTION: That the board approve the resolution and adopt the Policy for the School Capital Fund (Policy DAB), as presented. MOTION: Mrs. McKinney
SECOND: Mr. Anderson
ROLL CALL VOTE: Mr. Anderson – YES Mr. Fridley- ABSENT: Mr. Angle - YESMrs. McKinney - YES
Mr. Barbour - ABSENTMr. Persinger - NO
Mrs. Bryant – YES
4 -YES 2 - ABSENT 1 - NO

(11-153) RESOLUTION FOR ADOPTION OF POLICY FOR THE MEDICAID REIMBURSEMENT FUND
The Medicaid Reimbursement Fund policy establishes guidelines to set aside Medicaid reserves to provide for the continuity of programs and services provided to students. Mr. Angle read the resolution.

MOTION: That the board approve the resolution and adopt the Policy for the Medicaid Reimbursement Fund (Policy DAC), as presented.
MOTION:Mr. Angle
SECOND: Mr. Anderson
ROLL CALL VOTE: Unanimous

(11-154) RESOLUTION FOR ADOPTION OF POLICY FOR THE TEXTBOOK FUND

The School Textbooks Fund policy establishes guidelines to set aside reserves to accommodate large expenditures associated with periodic textbook adoptions by the school division. Dr. Campbell read the resolution.

MOTION: That the board approve the resolution and adopt the Policy for the Textbook Fund (Policy DAD), as presented. MOTION: Mr. Anderson
SECOND: Mr. Angle
ROLL CALL VOTE: Unanimous

CLOSED SESSION

(11-148) 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 and 2.2-3711.A.2, and 15.2-2907.D.
MOTION: Mr. Angle
SECOND: Mr. Anderson
ROLL CALL VOTE: Unanimous
TIME: 6:30 p.m.

MOTION: That the school board return to open session from closed session.
MOTION:Mr. Anderson
SECOND: Mr. Angle
ROLL CALL VOTE: Unanimous
TIME: 7:35 p.m.

CERTIFICATION OF CLOSED 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. Anderson
SECOND: Mr. Angle
ROLL CALL VOTE: Mr. Anderson – YESMr. Fridley- ABSENT
Mr. Angle - YESMrs. McKinney - YES
Mr. Barbour - ABSENTMr. Persinger - YES
Mrs. Bryant – YES
5 -YES 2 - ABSENT 1 - NO
TIME: 7:36 p.m.

________________________________________ _______________________________________

Chairman, Alleghany County School Board Clerk

PERSONNEL

(11-149) PERSONNEL ACTIONS

MOTION: That the board approve all personnel actions, as recommended by the Superintendent.
MOTION: Mr. Angle
SECOND: Mrs. McKinney
ROLL CALL VOTE: Unanimous

PUPIL PERSONNEL

(11-150) DISPOSITION OF PUPIL PERSONNEL CASES

MOTION: That the board approve the pupil personnel actions in cases #11-20, #11-21 and #11-27, as discussed in closed session.
MOTION: Mr. Anderson
SECOND: Mr. Angle
ROLL CALL VOTE: Unanimous

OTHER BUSINESS

(11-151) ADDITION to agenda

Agenda items #11-148, #11-151, #11-152, #11-153, and #11-154 were added at the start of the meeting.

ADJOURNMENT

MOTION: That the January 24, 2011 regular meeting of the Alleghany County School Board be adjourned.
MOTION:Mr. Angle
SECOND: Mrs. McKinney
ROLL CALL VOTE: Unanimous
TIME: 7:40 p.m.

_______________________________________ _______________________________________

Chairman, Alleghany County School Board Clerk