5-19-2014 Regular Meeting

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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

May 19, 2014

The Alleghany County School Board held its regular meeting on May 19, 2014, at 6:00 p.m. at the Central Office Complex in Low Moor, Virginia.

PRESENT: William W. Angle; Robert A. Fridley, Vice Chairman; Amber D. Kerns; Norman L. Persinger, Jr.; John P. Reynolds; Benjamin J. Truett, Chairman; and Jacob L. Wright. Also present: Sarah T. Campbell, Superintendent/Clerk and Lorie C. Bess, Deputy Clerk.

ABSENT:

Chairman Truett 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 Truett announced the following additions to the agenda:

1. Agenda item #14-291, “Resolution for Virginia Retirement System Employer Contribution Rates”. This is an action item and will be inserted after agenda item #14-289.

(14-262) APPROVAL OF MINUTES

a. April 14, 2014 Regular Meeting

b. April 23, 2014 Called Work Session with Covington School Board

MOTION: That the Board approve the minutes, as presented.

MOTION: Mr. Fridley

SECOND: Mr. Angle

ROLL CALL VOTE: Unanimous

 

COMMUNITY PARTICIPATION

(14-263) SCHOOL BOARD COMMENDATIONS

VSBA ART CONTEST SCHOOL WINNERS: Brooke White, Alleghany High School; Emily Meadows, Clifton Middle School; Jazmine Nicely, Callaghan Elementary School; Te’Onna Godfrey, Mountain View Elementary School; and Steven Sammons, Sharon Elementary School

(14-264) PUBLIC COMMENT (SPECIFIC TO AGENDA)

There were no citizens wishing to address the Board.

(14-265) SCHOOL BOARD MEMBER COMMENTS

Mr. Fridley reported the state does not have a final budget yet but it appears the revenues will be decreased. He noted the Board will need to meet again to discuss the budget and make adjustments. He stated he attended the Open House reception at the high school and enjoyed seeing the many improvements that have recently been made. He noted it is good to know that everyone is in a climate controlled environment.

 

Mr. Reynolds congratulated the VSBA art winners. He noted the Board has some tough decisions to make regarding the budget but they will do what is best for the division.


Mr. Angle
had no comments or questions.

 

Mr. Wright congratulated the art students and the high school scholarship recipients.

 

Mrs. Kerns thanked everyone for attending the meeting. She echoed Mr. Fridley’s comments about the budget and ensured everyone the Board would do the best it could for the students. She thanked the art teachers for their work with the students and congratulated the students on their art work.

 

Mr. Persinger commended the art work by the students and stated Alleghany County was well represented at the VSBA art show.

 

Dr. Campbell congratulated the art winners. She thanked Mr. Vaughan for the Open House at the high school and stated she is very impressed with the building improvements.

 

Mr. Truett stated there is more to education than academics and he commended the students on their art work. He reported he attended the recent budget work session of the Board of Supervisors and it appears the school division is not going to receive the requested increase. He stated the Board will meet again and do the best it can for the students and employees.

 

(14-266) PUBLIC HEARING: RECOMMENDATIONS FOR FIVE-YEAR CAPITAL IMPROVEMENT PLAN

Chairman Truett declared the public hearing open. There were no citizens wishing to address the Board and Chairman Truett declared the public hearing closed.

 

BUDGET AND FINANCE

(14-267) BUDGET REPORT

 

School Operating Fund

$1,374,712.98

School Textbook Fund

$1,118,850.44

Alleghany Foundation Nursing Grant

$59,663.73

Governor’s School

$87,943.44

Scholarship

$79,730.46

Alleghany Foundation Mental Health Initiative

$10,924.02

School Capital

$431,275.82

Medicaid Reimbursement

$649,026.16

Grand Total

$3,812,127.05

(14-268) PAYMENT OF BILLS

MOTION: That the Board approve the payment of the bills, as presented.

MOTION: Mr. Angle

SECOND: Mrs. Kerns

ROLL CALL VOTE: Mr. Angle - YES
Mr. Fridley - YES

Mrs. Kerns - YES

Mr. Persinger - YES

Mr. Reynolds - NO

Mr. Truett – YES

Mr. Wright – NO

5 -YES 0 – ABSENT 2 – NO

(14-269) MARCH 31 ADM REPORT

Mary Jane Mutispaugh, Director of Instruction, reported the March 31 Average Daily Membership as 2,380.43. Our 2014 budget was based up 2,495, she noted.

(14-270) ENROLLMENT BUDGET RECONCILIATION

David Terry, Director of Business and Finance, presented the school operating budget reconciliation based on the March 31, 2014 Average Daily Membership of 2,380 students. The budget was based on 2,495 students, thus creating a $676,931.09 state revenue shortfall. The shortfall is covered through the salary replacement benefit of $205,641, unanticipated revenue from Forest Reserve Funds of $142,351.60, a supplemental appropriation from accumulated funds in the Medicaid Reimbursement Fund of $211,245, higher than budgeted e-rate revenue of $58,619.85, and projected utility cost savings from the Alleghany high School geothermal project of $59,073.64.

(14-271) CAFETERIA REPORT

Mr. Terry presented the cafeteria report. The report reflects an ending net cash balance of $442,567.

SUPERINTENDENT’S REPORTS AND RECOMMENDATIONS

(14-272) CALENDAR INFORMATION*

Dr. Campbell reminded the Board of the following meetings:

- May 14, 6:00 p.m. – Alleghany High School Senior Awards Night at AHS
- May 18, 2:00 p.m. – Alleghany High School Open House
- May 21, 11:30 a.m. – Alleghany High School Grubbs Glencairn Reception at JRTC
- May 23, 1:30 p.m. – Alleghany High School Honor Graduates Reception at JRTC
- May 29, 6:00 p.m. – Called meeting at Central Office Complex
- June 6 – VSBA Workshop: School Law Update at Short Pump Hilton
- June 7, 10:00 a.m. – Alleghany High School graduation at DSLCC
- June 9, 6:00 p.m. – Regular meeting at Central Office Complex
- June 10, 12:00 p.m. – Joint Board of Control at JRTC
- July 7, 6:00 p. m. – Year-end close-out, annual organizational, and regular meeting at Central Office Complex (action)

MOTION: TO HOLD THE ANNUAL REORGANIZATIONAL MEETING ON JULY 7 AND THE YEAR-END CLOSEOUT
AND REGULAR MEETING ON JULY 21

MOTION: Mr. Angle

SECOND: Mr. Wright

ROLL CALL VOTE:Unanimous


- June monthly calendar

(14-273) CONSIDER RESOLUTION IN SUPPORT OF ALLEGHANY COUNTY PARKS AND RECREATION’S GRANT
APPLICATION FOR IMPROVEMENTS TO ALLEGHANY HIGH SCHOOL’S TRACK AND FIELD

MOTION: That the Board approve the resolution of support of Alleghany County Parks and Recreation’s grant application to
The Alleghany Foundation for improvements to Alleghany High School’s track and field, as presented.

MOTION:Mr. Angle

SECOND:Mr. Fridley

ROLL CALL VOTE: Mr. Angle - YES
Mr. Fridley - YES

Mrs. Kerns - YES

Mr. Persinger - NO

Mr. Reynolds - YES

Mr. Truett – YES

Mr. Wright – NO

5 -YES 0 – ABSENT 2 - NO

(14-274) CONSIDER RESOLUTION TO COMMEMORATE THE 60TH ANNIVERSARY OF THE U.S. SUPREME COURT’S
DECISION IN BROWN V. BOARD OF EDUCATION

MOTION: That the Board approve the resolution commemorating the 60th anniversary of Brown v. Board of Education, as presented.

MOTION: Mr. Wright

SECOND: Mr. Fridley

ROLL CALL VOTE: Unanimous

(14-275) AUTHORIZATION OF SIGNATURES IN ABSENCE OF SUPERINTENDENT

Dr. Campbell explained that the Virginia Department of Education requires the School Board to annually designate two individuals to sign forms in the absence of the superintendent. Dr. Campbell recommended Ms. Jan Hobbs, Director of Human Resources and Pupil Personnel, and Mrs. Mary Jane Mutispaugh, Director of Instruction, to be authorized to sign state reports in the superintendent’s absence.

MOTION: That the Board approve Jan Hobbs and Mary Jane Mutispaugh to serve as signature designees in the
absence of the superintendent.

MOTION: Mr. Fridley

SECOND: Mr. Angle

ROLL CALL VOTE:Unanimous

(14-276) APPROVAL FOR PURCHASE OF STAR PROGRAM FOR GRADES K-12

Ms. Mutispaugh requested approval for the purchase of Early STAR Literacy, STAR Reading, STAR Math, and Accelerated Reader for grades K-8. The total cost for the package is $20,372.85

MOTION: That the Board approve the purchase of the STAR Program for Grades K-12, as presented.

MOTION: Mrs. Kerns

SECOND: Mr. Angle

ROLL CALL VOTE:Unanimous

(14-277) APPROVAL FOR PURCHASE OF INTERACTIVE ACHIEVEMENT PROGRAM FOR GRADES 1-12

Ms. Mutispaugh requested approval for the purchase of Interactive Achievement assessment and reporting suite for grades 1-12. The total cost for the package is $38,980.00.

MOTION: That the Board approve the purchase of Interactive Achievement Program for grades 1-12, as presented.

MOTION: Mrs. Kerns

SECOND: Mr. Wright

ROLL CALL VOTE:Unanimous

(14-278) APPROVAL FOR PURCHASE OF LEVELED LIBRARIES FOR 2ND AND 3RD GRADES

Ms. Mutispaugh requested approval for the expenditure of Title I A funds for leveled libraries for second and third grades from the American Reading Company.

MOTION: That the Board approve the purchase of leveled libraries for grades 2 and 3, as presented.

MOTION: Mr. Wright

SECOND: Mrs. Kerns

ROLL CALL VOTE: Unanimous

(14-279) APPROVAL OF LOCAL PLAN FOR THE EDUCATION OF THE GIFTED

Ms. Mutispaugh requested approval of the Local Plan for the Education of the Gifted. She explained that annual approval of the plan is required.

MOTION: That the Board approve the Local Plan for the Education of the Gifted, as presented.

MOTION: Mrs. Kerns

SECOND: Mr. Angle

ROLL CALL VOTE:Unanimous

(14-280) APPROVAL OF CONTRACT FOR BEHAVIOR ANALYSIS AND SUPPORT SERVICES FOR 2014-2015

Dr. Elizabeth Heath, Director of Special Education, presented a proposal to the Board to contract with Teresa Lyons of Instructional Renovations in Salem for supervision of two employees working on Board Certified Behavior Analyst (BCBA) certification requirements. She will also provide three days per month of contract consultative support for students in the division in need of applied behavior analysis services (ABA.) ABA is the research based intervention recommended for students with autism and for other students with behavior and social interaction issues.

MOTION: That the Board approve the contract with Teresa Lyons for behavior analysis and support services for
2014-2015, as presented.

MOTION: Mr. Wright

SECOND: Mrs. Kerns

ROLL CALL VOTE: Unanimous

(14-281) APPROVAL OF SCHOOL BUS PURCHASES

Mr. Terry reviewed the school bus procurement process. Purchases of school buses in prior years have been as follows: 2013 (3), 2012 (2), 2011 (2), 2010 (3). Mr. Terry requested the purchase of three buses this year to continue to maintain the 15-year replacement cycle. All buses will come equipped with the automatic chaining device for use during hazardous winter road conditions and match our required specifications.The buses must be purchased through existing state contracts for delivery and payment prior to June 30, 2014. Based upon the quotes received and the pricing, Mr. Terry recommended that the School Board purchase the buses from Kingmor Supply for $246,291 through state contract number E194-1414.

MOTION: That the Board approve the purchase of three buses from Kingmor Supply, as presented.

MOTION: Mr. Angle

SECOND: Mrs. Kerns

ROLL CALL VOTE: Unanimous

(14-282) APPROVAL OF BUS FUEL MILEAGE REIMBURSEMENT

Mr. Terry recommended, based on calculations for the school bus per-mile operating costs, that the School Board charge a mileage reimbursement rate of $1.11 for use of the Alleghany County Public School buses for the 2014-2015 school year. This amount represents the total per-mile operating cost and is an increase of $.04 over the reimbursement rate of $1.07 for the 2013-14 school year.

MOTION: That the Board approve a bus fuel mileage reimbursement rate of $1.11 for 2014-2015.

MOTION: Mr. Wright

SECOND: Mrs. Kerns

ROLL CALL VOTE: Unanimous

(14-283) APPROVAL OF VEHICLE FUEL AND HEATING OIL BIDS FOR 2014-2015

Mr. Terry stated that on April 17, 2014 Invitations for Bid for the provision of petroleum products (gasoline, diesel fuel and heating oil) for the 2014-2015 school year were issued. On May 9, 2014 at 2:00 p.m. two sealed bids were opened in the presence of the two bidders.Whiting Jamison Oil Co. was the lowest responsive bidder. The recommendation wasmade to award the bid for petroleum products for the 2014-2015 school year to Whiting Jamison Oil Co.

MOTION: That the Board approve Whiting Jamison Oil Co. as the provider for petroleum products for 2014-2015, as presented.

MOTION: Mr. Angle

SECOND: Mr. Fridley

ROLL CALL VOTE: Unanimous

(14-284) REVIEW OF BUS REPLACEMENT SCHEDULE

Mr. Terry presented the Alleghany County School Bus replacement plan to the School Board. The schools operate an active bus fleet of 41 buses, with 11 spares and 1 bus dedicated for band equipment. To be replaced, a bus should be at least 15 years of age, have accumulated 150,000 miles, and/or be in need of a repair considered unjustified in terms of expected life after the repair, regardless of age. The replacement plan is in compliance of 8VAC20-70-490. There are currently 8 buses in the fleet that exceed the 15 year replacement cycle in regards to age. Mr. Terry stated that a purchase pattern of 3 buses over 11 years and 2 buses over 4 years will yield full replacement of the 41 vehicle bus fleet over 15 years.

(14-285) REVIEW OF FIVE-YEAR CAPITAL IMPROVEMENT PLAN

Mr. Terry reviewed the proposed Five-year Capital Improvement Plan with the School Board. A listing of prioritized projects was provided for each school location, the School Board Office on Central Circle, and the Bus and Maintenance facility in Covington. Chairman Truett indicated that he would like to see the sealing of parking lots removed from the plan. While the sealing of asphalt cracks is needed, the cosmetic improvements provided by resealing are not justified, he explained. Mr. Persinger also wanted the administration to review past plans to see why flood mitigation was removed for Alleghany High School. The School Board is scheduled to vote on the adoption of the plan at the June, 2014 meeting.

(14-286) CAPITAL IMPROVEMENT AND OPERATIONAL MAINTENANCE UPDATE

Board members were provided the work orders in their agenda packet for the month and a year-to-date comparison. Mr. Terry also provided an update on the Alleghany High School geo-thermal HVAC conversion. He noted work continues on the project for resolution of 10 warranty issues and punch listitems have been completed.

(14-287) DISCUSSION OF JOINT SCHOOL SYSTEM AND PROPOSED BOARD GOVERNANCE

Chairman Truett reminded Board members that during the last joint meeting with the Covington School Board, both Boards agreed to take an official vote on how the governance of the new School Board should be designed. Board members discussed several options. The five options were:

-Option 1: 4/3 representation with a simple majority
-Option 2: 4/3 representation with a super majority
-Option 3: 4/3 representation with majority rotating every 2 years
-Option 4: 5/2 representation with a simple majority
-Option 5: Other

MOTION: That the Board select Option 1 as the desired Board governance, if the two school divisions would merge.

MOTION: Mr. Angle

SECOND: Mrs. Kerns

ROLL CALL VOTE: Mr. Angle - YES
Mr. Fridley - YES

Mrs. Kerns - YES

Mr. Persinger - NO

Mr. Reynolds - NO

Mr. Truett – YES

Mr. Wright – YES

5 -YES 0 – ABSENT 2 - NO

(14-288) DISCUSS AND CONSIDER APPROVAL OF FACILITATOR FOR JOINT SCHOOL DIVISION INTITIATIVE

During the April meeting, Board members discussed the proposal from the Board of Supervisors to hire Decide Smart to serve as a facilitator for the proposed school merger. This was also discussed with the Covington School Board at the joint meeting on April 23. Both Boards agreed to take an official vote on whether or not a facilitator is needed.

MOTION: That the Board acquire a facilitator to assist with the proposed school merger discussions.

MOTION: Mr. Angle

SECOND: Mr. Wright

ROLL CALL VOTE: Mr. Angle - YES
Mr. Fridley - YES

Mrs. Kerns - YES

Mr. Persinger - NO

Mr. Reynolds - YES

Mr. Truett – YES

Mr. Wright – YES

6 -YES 0 – ABSENT 1 - NO

(14-289) FIELD TRIP REQUESTS

4 AHS FFA STUDENTS TO VIRGINIA TECH, JUNE 23-26, 2014

MOTION: That the Board approve the field trip request, as presented.

MOTION: Mr. Reynolds

SECOND: Mr. Wright

ROLL CALL VOTE: Unanimous

3 AHS PHOTOJOURNALISM STUDENTS TO GETTYSBURG YEARBOOK EVENT, JULY 13-17

MOTION: That the Board approve the field trip request, as presented.

MOTION: Mr. Wright

SECOND: Mr. Reynolds

ROLL CALL VOTE: Unanimous

(14-291) CONSIDER RESOLUTION FOR VIRGINIA RETIREMENT SYSTEM EMPLOYER CONTRIBUTION RATES

Mr. Terry explained that the language in the 2014 Appropriations Act, Item 468 (H) allowed localities to make an election regarding their employer contribution rate every biennium. The intent of the language was to offer localities and schools some budget relief for the 2014-15 fiscal year with respect to the amount of their retirement contributions. By no later than July 1, 2014, the Alleghany County School Board and the Board of Supervisors must approve their employer contribution rate. The current employer contribution rate is 9.33%. Adoption of the 9.04% rate would yield a minimal FY15 budget savings of $2,929. Adoption of the 7.23% rate would yield a budget savings of $32,669, but would result in a higher unfunded pension obligation and a higher calculated contribution rate at the next actuarial valuation. It was recommended that the School Board approve the resolution approving the 9.04% rate and request the Board of Supervisors to also approve their required resolution.

MOTION: That the Board approve the Certified Rate of 9.04% as the VRS Employer Contribution Rate.

MOTION: Mrs. Kerns

SECOND: Mr. Angle

ROLL CALL VOTE: Unanimous

(14-290) COMMUNICATIONS

Dr. Campbell stated this document was provided for information purposes.

a. Classified Advisory Committee

b. Minority Advisory Committee

c. Parent Advisory Committee

d. Teacher Advisory Committee

e. JRTC Monthly report

 

OTHER BUSINESS

(14-291) ADDITION TO AGENDA

CLOSED SESSION

(14-292) CODE OF VIRGINIA: PERSONNEL 2.2-3711.A.1 AND STUDENT MATTERS 2.2-3711-A.2

MOTION: That the School Board enter closed session to discuss Personnel Matters and Student Matters, as
authorized by the Code of Virginia Sections 2.2-3711.A.1 and 2.2-3711.A.2.

MOTION:Mr. Angle

SECOND: Mr. Fridley

ROLL CALL VOTE: Unanimous

TIME: 8:32 p.m.

MOTION: That the Board return to open session from closed session.

MOTION: Mr. Wright

SECOND: Ms. Kerns

ROLL CALL VOTE: Unanimous

TIME: 10:14 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. Wright

SECOND: Mrs. Kerns

ROLL CALL VOTE: Unanimous

TIME:10:15 p.m.

________________________________________ _______________________________________

Chairman, Alleghany County School Board Clerk

PERSONNEL

(14-293) PERSONNEL ACTIONS

MOTION: That the Board approve all personnel actions, as discussed in closed session and recommended by the Superintendent.
MOTION: Mrs. Kerns
SECOND: Mr. Angle
ROLL CALL VOTE: Unanimous

PUPIL PERSONNEL

(14-294) PUPIL PERSONNEL ACTIONS

MOTION: That the Board approve the pupil personnel actions, as discussed in closed session and recommended by the Superintendent.
MOTION: Mr. Angle
SECOND: Mr. Reynolds
ROLL CALL VOTE: Unanimous

ADJOURNMENT

MOTION: That the May 19, 2014 meeting of the Alleghany County School Board be adjourned.

MOTION: Mrs. Kerns

SECOND: Mr. Angle

ROLL CALL VOTE: Unanimous

TIME: 10:16 p.m.

_______________________________________ _____________________________________

Chairman, Alleghany County School Board Clerk