10-17-2011

 

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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

October 17, 2011

The Alleghany County School Board held its regular meeting on October 17, 2011 at 6:00 p.m. at Callaghan Elementary School, Covington, Virginia.

PRESENT: R. Joe Anderson; William W. Angle; T. Troy Barbour, Vice Chairman; Stacey P. Bryant, Chairman; Robert A. Fridley; Patsy G. McKinney; and Norman L. Persinger. Also present: Dr. Sarah T. Campbell, Superintendent/Clerk and Lorie C. Bess, Deputy Clerk.

Dr. Campbell noted Mr. Angle reported he would be late and he subsequently arrived after agenda item #12-76.

ABSENT:

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 led by members of Girl Scout Troop 584.

Chairman Bryant announced the following revision to the agenda:

Under agenda item #12-103, “Closed Session-Student Matters”, pupil personnel case #12-08 will not be discussed.

(12-76) APPROVAL OF MINUTES OF SEPTEMBER 19, 2011 REGULAR MEETING

MOTION: That the Board approve the minutes of the September 19, 2011 regular meeting.
MOTION:Mr. Anderson
SECOND: Mr. Barbour
ROLL CALL VOTE: Unanimous

COMMUNITY PARTICIPATION

(12-77) OPENING REMARKS AND WELCOME BY NANCY MOGA, PRINCIPAL, CALLAGHAN ELEMENTARY SCHOOL

Mrs. Moga read the following statement: “Welcome to the greatest school in the universe! This is the 12th school board meeting to be held here. The school building is 47 years old. We remain 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. Your supper was served by our cafeteria staff, led by Judy Howard. This is our 12th year of Callaghan earning full accreditation according to Virginia standards and 8th year making AYP as set by federal benchmarks for NCLB. Congratulations to our students and parents, those present please stand. These parents represent95% of the parents who attended the August Open House, the 64% that attended the September grade level Open House, and 63% who attended parent conferences last week. These parents represent 39% of our students who had perfect attendance for the first six weeks- meaning on time and staying all day! 51% of our students had all positive checks on their character traits for the first six weeks. All teachers are highly qualified. 67% have earned their Master’s degree. Two more teachers expect to complete work on a Master’s degree in the next year. All of our assistants are highly qualified. With our support staff of drivers, custodians, cafeteria workers, and therapists, we have 51 adults scheduled to work here all or some part of each week. We have two student interns from here this semester.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.”

(12-78) REMARKS BY JENNIFER CALES, CALLAGHAN ELEMENTARY PTO

Dawn Smith spoke on behalf of the PTO and read the following statement: “Good Evening Chairman of the Board, School Board Members, and Ladies and Gentleman. On behalf of the Callaghan PTO I would like to welcome you to Callaghan Elementary School. I present this report for Mrs. Edna Dial, President, who was injured in an accident recently. The Callaghan PTO Board holds monthly meetings and welcomes everyone on the second Thursday of each month from 4:15 - 5:45 p.m.Child care is provided. Family Fun Friday’s are held once a month with the exception of November and May in which the PTO assists the school with Family Reading Night and Math Night. Our Family Fun Fridays consist of Sock Hops, Trunk or Treat, Candy Bar Bingo, and a Talent Show. We have recently purchased rugs for the JK & Kindergarten classrooms. We have also purchased a rock wall for the gym, a Wii for the fourth graders, two Elmos, and a projector. Our biggest purchase this year was the new stage curtains in the gym. Last Christmas we sponsored two families within the Christmas Mother program and we are proud of our Relay for Life Team which raised $1,127.43. We have recently held a Thirty-one bingo and will hold a spring carnival. We provide monthly snack and popcorn sales for the kids. This money is used for projects such as Field Day, Book Fair, DARE, Staff Recognition, SOL Breakfast and many more projects and activities. Our next event will be held on Friday, October 28th. We will sponsor Wacky Hair and Clothes Day where children pay $1.00 or make a donation to participate. This will be a fundraiser to benefit Kendall Bayne. Kendall is a 15 year-old student at Cave Spring High School who is fighting a rare form of cancer. Also, that evening we will have our Trunk-or-Treat. This activity will begin at 6:15 p.m. and we will provide hotdogs, chips, and drinks. We welcome you to join us and support us with these fun activities. Thank you so much for allowing me to speak tonight. It is a great privilege to represent the Callaghan PTO”

(12-79) SCHOOL BOARD COMMENDATIONS

24 CALLAGHAN STUDENTS WHO EARNED A PERFECT 600 SCORE ON THEIR
SPRING 2011 SOL ASSESSMENTS

Grade 3 – Emily Bartley, Jacob Clarke, Triston Hensley, Bernard Kasozi, Remington Propps, James Ruff, and Trejean Wright. Grade 4 – Kelsey Ailstock, Morgan McClung, Emily Myers, Colton Poague, Alexis Porterfield, and Gabriel Sloan. Grade 5 – Falyn Crowder, Elias Linsin, Jennifer Marsh, Tia McDaniel, Jonathan Moore, Mykaylah O’Conner, Harold Pressley, Anthony Spinks, Xavier Storey, Ethan Thompson, and Hannah Wolfe.

VIRGINIA HONOR CHOIR - 2011

A certificate was presented to Michael Tyree for his participation in the 2011 Virginia Honor Choir. Mr. Tyree ranked 10th in the state in the Bass II group.

(12-80) VSBA ACADEMY AWARDS

Dr. Campbell presented a Certificate of Recognition to Stacey Bryant, Troy Barbour, and Todd Persinger for their participation in the Virginia School Boards Association. Dr. Campbell was recognized with an Award of Distinction certificate and pin.

(12-81) SCHOOL BOARD MEMBER COMMENTS

Mr. Fridley thanked Mrs. Moga and the cafeteria staff for dinner and their hospitality. He also thanked Girl Scout Troop 584 for leading the pledge. He stated the PTO has been a tremendous help to the school. He commended Mrs. Moga, the staff, students and parents for the many SOL commendations. He congratulated Michael Tyree on his accomplishment and wished him a successful future in music. He also congratulated fellow board members and Dr. Campbell for their VSBA awards.

Mr. Persinger congratulated all students on their SOL commendations. He thanked Mrs. Moga and her staff for doing a wonderful job.

Mr. Angle thanked the teachers, parents, and Mrs. Moga for their hard work. He congratulated Michael Tyree on his accomplishment.

Mrs. McKinney commended the students and parents on their success. She also thanked Mrs. Moga for hosting the meeting and stated the school looked grand. She stated Mrs. Moga is recognized statewide and Callaghan School is blessed to have her as the principal.

Mr. Anderson thanked Mrs. Moga and stated he respects her hard work as a principal.

Mr. Barbour thanked everyone for their efforts and congratulated their accomplishments.

Dr. Campbell stated it had been twelve years since Callaghan School was recognized as the first school in our division to achieve full accreditation. She noted it is not an easy task and that the students, parents, and staff are to be commended for their continued efforts.

Mrs. Bryant stated she appreciated the warm welcome by the staff at Callaghan. She thanked Dawn Smith and the PTO for the assistance they provide to the school and the students. She congratulated Michael Tyree and wished him well in the future. She concluded by stating this was the last school board meeting before the vote on consolidation and that the school board is not taking a formal stand either way. She encouraged everyone to educate themselves on what is in the consolidation document and to cast their vote.

BUDGET AND FINANCE

(12-82) BUDGET REPORT

School Operating Fund

$559,658.24

School Textbook Fund

$927,857.83

Alleghany Foundation Nursing Grant

$48,851.90

Governor’s School

$25,780.81

Scholarship

$81,474.11

Alleghany Foundation Mental Health Initiative

$12,420.62

School Capital

$1,748,499.67

Medicaid Reimbursement

$505,076.59

Grand Total

$3,909,619.77

(12-83) PAYMENT OF BILLS

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

(12-84) SEPTEMBER 30, 2011 STUDENT MEMBERSHIP REPORT

Keven Rice, Director of Budget and Finance, provided the preliminary September 30, 2011 membership of 2,660. He reported: This level is 72 students less than our 2010 September 30 membership and 25 less than the 2,685 upon which our current budget is based. 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. The September 30, average daily membership is a major component in the process by which the Virginia Department of Education computes our annual funding.

(12-85) APPROVAL OF BUDGET DEVELOPMENT CALENDAR AND DESIGNATION OF
6 P.M., MONDAY, DECEMBER 12, 2011 AS DATE FOR PUBLIC HEARING ON
2012-2013 BUDGET

Mr. Rice presented the 2012-2013 budget development calendar for approval.

MOTION: That the Board approve the 2012-2013 budget development calendar and the
public hearing date of December 12, 2011, as presented.
MOTION: Mr. Anderson
SECOND: Mr. Barbour
ROLL CALL VOTE: Unanimous

(12-86) DESIGNATION OF SCHOOL BOARD LIAISON(S) TO ADMINISTRATIVE BUDGET COMMITTEE

Chairman Bryant volunteered herself and appointed Mr. Anderson to serve as School Board liaisons to the 2012-2013 administrative budget committee.

MOTION: That the Board approve Stacey Bryant and Joe Anderson to serve as the School Board liaison to the
Administrative Budget Committee.
MOTION: Mr. Fridley
SECOND: Mr. Angle
ROLL CALL VOTE: Unanimous

(12-87) SCHOOL ACTIVITY FUND AUDIT REPORTS

Mr. Rice presented the 2010-2011 audits of the financial records of each of our schools’ activity funds and the division’s cafeteria fund. He reported: Robinson, Farmer, Cox Associates completed the audit of the aforementioned entities. No recommendations were received for three of our schools and the division cafeteria operation. The remaining four schools received minor recommendations. These recommendations have been addressed directly with each of the applicable principals and bookkeepers/secretaries. The results of the 2010-2011 school activity and division cafeteria funds audit reaffirm the division’s long-standing practice of sound financial management in these areas. The staff is to be commended for their consistent success in managing these funds, he stated.

(12-88) CAFETERIA REPORT

Mr. Kenny Higgins, Director of Administrative Services, presented the cafeteria report. He reported an ending cash balance for September of $383,977.

SUPERINTENDENT’S REPORTS & RECOMMENDATIONS

(12-89) CALENDAR INFORMATION

October 18, 12:00 p.m. – Jackson River Technical Joint Board of Control meeting at JRTC

November 15, 9:00 a.m. - Administrative Budget Committee

November 16-18 – VSBA State Convention in Williamsburg
November 21, 6:00 p.m. – Regular monthly meeting at Falling Spring Elementary School

November monthly calendar

(12-90) APPROVE REVISION OF 2011-2012 SCHOOL BOARD MEETING CALENDAR

Dr. Campbell noted that the original calendar had included a work session to be held in September or October. She explained the purpose of the work session was to set goals with the facilitation of Dr. Dempsey Worner. Dr. Campbell further explained that a more appropriate time to conduct goal-setting would be after the November 8, 2011, consolidation vote. Consequently, she asked the Board to reschedule the work session and to make the recommended change in the School Board Meeting Calendar.

MOTION: That the Board approve the revision of the 2011-2012 School Board meeting calendar, as presented.
MOTION: Mr. Fridley
SECOND: Mr. Barbour
ROLL CALL VOTE: Unanimous

(12-91) RESOLUTION DESIGNATING NOVEMBER 13-19, 2011 AS AMERICAN EDUCATION WEEK

Chairman Bryant read the resolution designating November 13-19, 2011 as American Education Week.

MOTION: That the Board approve a resolution designating November 13-19, 2011 as American Education Week, as presented.
MOTION:Mr. Fridley
SECOND: Mr. Anderson
ROLL CALL VOTE: Unanimous

(12-92) RESOLUTION IN SUPPORT OF PUBLIC EDUCATION IN VIRGINIA

Chairman Bryant read the resolution. Dr. Campbell noted school divisions were asked by VSBA to consider the resolution and if approved, to please forward a copy to the Governor.

MOTION: That the Board approve a resolution in support of public education in Virginia, as presented.
MOTION: Mr. Barbour
SECOND: Mr. Anderson
ROLL CALL VOTE: Unanimous

(12-93) AUTHORIZE 146 COMMENDATIONS FOR CLIFTON MIDDLE SCHOOL STUDENTS WHO SCORED 600 ON THEIR 2010-2011 SOL TESTS

MOTION: That the Board authorize commendations for Clifton Middle Students who scored 600 on their 2010-2011 SOL tests, as presented.
MOTION: Mr. Angle
SECOND: Mr. Anderson
ROLL CALL VOTE: Unanimous

(12-94) APPROVAL OF TEXTBOOK ADOPTION COMMITTEE

Mary Jane Mutispaugh, Director of Instruction, presented the Textbook Adoption Committee for English/Language Arts. She noted the committee has teachers, an administrator, a parent and a central office representative.

MOTION: That the Board approve the Textbook Adoption Committee, as presented.
MOTION: Mr. Fridley
SECOND: Mr. Barbour
ROLL CALL VOTE: Unanimous

(12-95) 2011-2012 accreditation Report

Ms. Mutispaugh presented the final 2010-2011 Accreditation status of the schools. She reported: Virginia schools are under a dual system of accountability, one system at the state level and one system at the federal level. Accreditation standards are a state requirement. All seven schools met the state accreditation benchmarks. Consequently, all schools in Alleghany County are fully accredited.

(12-96) DESIGNATION OF SCHOOL BOARD LIAISON TO THE TECHNOLOGY COMMITTEE*

Dr. Campbell asked Mr. Persinger if he would like to continue serving on the Technology Committee and he respectfully declined. Having no other volunteers to serve on the Technology Committee, the Board agreed to table the item to the next meeting.

MOTION: That the Board table this item to the next meeting, as discussed.
MOTION: Mr. Anderson
SECOND: Mr. Angle
ROLL CALL VOTE: Unanimous

(12-97) ON-TIME GRADUATION RATE REPORT

Jan Hobbs, Director of Human Resources and Pupil Personnel, provided a report on the On-Time Graduation rate. She reported: The graduating cohort of 2010-2011 at Alleghany High School consisted of 213 students. The on-time graduation rate for this cohort is 93%, an increase of 3.7% from 2009-10 and the dropout rate is 5.6%, a decrease of 1.8%. This cohort included 113 students (53%) who received an advanced studies diploma and 72 students (33%) who received a standard diploma. In the proximity divisions, those divisions closest to Alleghany County geographically, only Bath County Public Schools had a higher on-time graduation rate. With regard to the drop-out rate, five divisions had lower dropout rates- Bath County, Botetourt County, Craig County, Roanoke County, and Salem. In the index cohort group, those divisions that are most like Alleghany County demographically, one system had a higher on-time graduation rate- Patrick County. Two systems had lower dropout rates – Charlotte County, and Patrick County.

(12-98) CAPITAL IMPROVEMENT AND OPERATIONAL MAINTENANCE UPDATE

Kenny Higgins, Director of Administrative Services, reported work orders were completed in a timely manner. He reported the roof recoating is scheduled to start soon at Alleghany High School. He also noted the RFP for architectural services at the high school has been posted.

POLICY REVISIONS:

(12-99) POLICY LBD, “HOME INSTRUCTION”

Dr. Elizabeth Heath, Director of Special Education, requested approval of revisions to Policy LBD: HOME INSTRUCTION. She explained: The revisions are being recommended in order to clarify homeschool progress reporting requirements for students desiring to reenter public school to obtain a Virginia High School Diploma and in order to clarify the prohibition of part time enrollment for students that receive home instruction.

MOTION: That the Board approve the revisions to Policy LBD, “Home Instruction”, as presented.
MOTION: Mr. Anderson
SECOND: Mr. Barbour
ROLL CALL VOTE: Unanimous

(12-100) POLICY DJ-R, “REGULATIONS GOVERNING PURCHASES AND INTERNAL ACCOUNTING”

Mr. Rice requested approval of revisions to Policy DJ-R: REGULATIONS GOVERNING PURCHASES AND INTERNAL ACCOUNTING. He explained: The revisions are necessary to clarify the purchase requisition process and to ensure that the requisition process is compliant with policy DJ-R. This recommendation was developed with the assistance of Corbin Stone, Managing Director, of our auditing firm Robinson, Farmer, Cox, Associates.

MOTION: That the Board approve the revisions to Policy DJ-R, “Regulations Governing Purchases and Internal Accounting”, as presented.
MOTION:Mr. Fridley
SECOND: Mr. Anderson
ROLL CALL VOTE: Unanimous

(12-101) POLICY GCA-R2, “ORGANIZATION CHART – PRINCIPALS AND ASSISTANT PRINCIPALS”

MOTION: That the Board approve the revisions to Policy GCA-R2, “Organization Chart – Principals and Assistant Principals”, as presented.
MOTION: Mr. Anderson
SECOND: Mr. Barbour
ROLL CALL VOTE: Unanimous

(12-102) COMMUNICATIONS

Dr. Campbell stated the following meeting notes were provided in the packet for information purposes.

a.Classified Advisory Committee

b. Parent Advisory Committee
c.Minority Advisory Committee
d. Teacher Advisory Committee
e. Monthly JRTC report

CLOSED SESSION

(12-103) 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. Fridley
ROLL CALL VOTE: Unanimous
TIME:7:05 p.m.

MOTION: That the School Board return to open session from closed session.
MOTION: Mr. Barbour
SECOND: Mr. Anderson
ROLL CALL VOTE: Unanimous
TIME:8:25 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: Mr. Angle
SECOND: Mr. Barbour
ROLL CALL VOTE: Mr. Anderson – YESMr. Fridley- YES
Mr. Angle - YESMrs. McKinney - YES
Mr. Barbour - YESMr. Persinger - YES
Mrs. Bryant – YES
7 -YES 0 - ABSENT 0 -NO
TIME: 8:27 p.m.

___________________________________ _________________________________

Chairman, Alleghany County School Board Clerk

PERSONNEL

(12-104) PERSONNEL ACTIONS

MOTION: That the Board approve all personnel actions, as discussed in closed session and recommended by the Superintendent.
MOTION:
SECOND:
ROLL CALL VOTE: Mr. Anderson – YESMr. Fridley- YES
Mr. Angle - ABSTAINMrs. McKinney – ABSTAIN
Mr. Barbour - YESMr. Persinger - YES
Mrs. Bryant – YES
5 -YES 0 - ABSENT 2-ABSTAIN 0 –NO

(12-105) APPROVAL OF JOB DESCRIPTION JD 2-12, “INSTRUCTIONAL ACADEMIC COACH”

MOTION: That the Board approve Job Description JD 2-12, “Instructional Academic Coach”, as presented.
MOTION: Mr. Angle
SECOND: Mrs. McKinney
ROLL CALL VOTE: Unanimous

(12-106) APPROVE REVISIONS TO JOB DESCRIPTION JD 5-5, “DIVISION MAINTENANCE MANAGER”*

MOTION: That the Board approve the revisions to Job Description JD 5-5, “Division Maintenance Manager”, as presented.
MOTION: Mr. Anderson
SECOND: Mr. Barbour
ROLL CALL VOTE: Unanimous

PUPIL PERSONNEL

(12-107) DISPOSITION OF PUPIL PERSONNEL CASES

MOTION: That the Board approve the pupil personnel actions in cases #12-06 and #12-07, as discussed in closed session.
MOTION: Mr. Barbour
SECOND: Mr. Angle
ROLL CALL VOTE: Mr. Anderson – YESMr. Fridley- YES\
Mr. Angle - YESMrs. McKinney – NO
Mr. Barbour - YESMr. Persinger - YES
Mrs. Bryant – YES
6 -YES 0 - ABSENT 1 -NO

OTHER BUSINESS

(12-108) ADDITION to agenda

There were no further additions to the agenda.

ADJOURNMENT

MOTION: That the October 17, 2011 regular meeting of the Alleghany County School Board be adjourned.
MOTION: Mr. Angle
SECOND: Mr. Barbour
ROLL CALL VOTE: Unanimous
TIME: 8:32 p.m.

___________________________________ ________________________________
Chairman, Alleghany County School BoardClerk