8-19-2013 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


August 19, 2013

 

The Alleghany County School Board held its regular meeting on August 19, 2013, 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 announced the following revisions to the agenda:

1. Agenda item #14-37 “Consider approval of propane bid” is removed from the agenda.

2. Agenda item #14-49, “Enrollment Update” will be added after agenda item #14-39. This is
an
information item.

3. Agenda item #14-51, “Discussion Regarding Policy BDDC, “Agenda Preparation and
Dissemination” will be added after agenda item#14-48. This is an information item.

 

(14-26) APPROVAL OF MINUTES

 

a. July 8, 2013 Year End / Reorganization / Regular Meeting

b. July 16, 2013 Work Session

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

MOTION: Mr. Fridley

SECOND: Mr. Angle

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

Mrs. Kerns - YES

Mr. Persinger - YES

Mr. Reynolds - YES

Mr. Truett - YES

Mr. Wright - NO

6 -YES 0 – ABSENT 1 - NO

 

(14-27) COMMUNITY PARTICIPATION

 

RECOGNITION OF ALLEGHANY COUNTY PUBLIC SCHOOL’S 2012-2013 RETIREES

R. Kenneth Higgins, Jr. (24 years), Gary L. Childs (38 years), Donna S. Rhodes (36 years), Carol M. Varner (28 years), Cindy A. Bay (31 years), Robert D. Martin (23 years), Donald C. Woodward (12 years), Alice G. Shawver (27.5 years), Loretta W. Moore (21 years), William F. Dawson (28 years), Judy H. Scott (24 years), Mary M. Hutchison (20 years), William A. Tiffany, Jr. (6 years), Garth G. Cartwright (42 years), Judy D. Howard (25 years), Bonnie S. Allen (6 years)

 

ALLEGHANY HIGH SCHOOL STUDENTS WHO EARNED PERFECT 600 SCORES ON THEIR 2013 SPRING SOL TESTS

Hayden Hines, Michaela Miller, and Derek Tremblay

 

(14-28) SCHOOL BOARD MEMBER COMMENTS

Mr. Angle congratulated all retirees and wished them an enjoyable retirement.

 

Mr. Fridley thanked the retirees for their many years of service, dedication, and serving as role models to students.

 

Mrs. Kerns congratulated the retirees and the students who received perfect scores on their SOL tests. She reported she attended orientation with her children and saw many excited students, teachers, and parents. She noted the school buildings were in great shape.

 

Mr. Persinger congratulated and thanked the retirees for their many years of dedicated service. He stated this school year brings many new students and faces into the different buildings but he is looking forward to a great start. He thanked the leaders, staff, and administration for their consistent leadership.

 

Mr. Reynolds thanked the retirees and stated they have been a very valuable asset to many students and the community. He stated he attended orientation with his children and he is looking forward to a successful school year.

 

Mr. Wright congratulated Gary Childs and Bob Martin on their retirement and stated he regrets that he did not take their courses when he was in high school. He congratulated the other retirees and thanked them for their years of service. He offered well wishes to the Boiling Spring Elementary staff and thanked Mary Hutchison for her service as secretary to the school. He wished everyone good luck for the new school year.

 

Mr. Truett thanked the retirees for their service. He stated the new school year brings new teachers and students. He reported the renovations at the high school will be “so worth it” once it is complete and asked for everyone’s patience during the process. He thanked the administration for getting the year off to a good start.

 

Dr. Campbell congratulated the retirees and stated the division is losing a combined 391 years of expertise. She offered her best wishes to all the retirees. She noted she had visited all schools and was pleased to see the many happy and excited faces of the staff as they prepare to start the new school year.

 

BUDGET AND FINANCE

(14-29) BUDGET REPORT

 

School Operating Fund

$1,527,533.18

School Textbook Fund

$1,117,930.88

Alleghany Foundation Nursing Grant

$65,851.14

Governor’s School

$96,674.72

Scholarship

$79,664.95

Alleghany Foundation Mental Health Initiative

$16,482.18

School Capital

$2,962,603.90

Medicaid Reimbursement

$648,491.61

Grand Total

$6,515,202.56

 

 

(14-30) PAYMENT OF BILLS

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

MOTION: Mr. Persinger

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

 

(14-31) CAFETERIA REPORT – JULY AND ANNUAL

Mr. Rice presented the cafeteria report. He reported an ending net cash balance of $371,422.

SUPERINTENDENT’S REPORTS AND RECOMMENDATIONS

(14-32) CALENDAR INFORMATION

Dr. Campbell reminded the Board of the following meetings:

- August 21 – First Day of School

- September 10, 12:00 p.m. – JRTC Joint Board of Control at JRTC (Note: New date and time)

- September 16, 6:00 p.m. – Regular monthly meeting at Callaghan Elementary School

- September monthly calendar

 

(14-33) REPORT ON STATE ACCREDITATION STATUS

Mary Jane Mutispaugh, Director of Instruction, presented a preliminary report on performance on the Standards of Learning assessments for the 2012-2013 school year.

 

(14-34) CERTIFICATION THAT SCHOOL BOARD MEMBERS HAVE REVIEWED AND APPROVE OF
SCHOOL CRISIS PLANS IN ACCORDANCE WITH THE CODE OF VIRGINIA § 22.1-279.8

A copy of each school’s updated plan, along with the updated division-level plan, was provided to each School Board member for review prior to the meeting. A certification form whereby each school board member attested to reviewing the plans was signed.

MOTION: That the School Board certifies that School Board members have reviewed and approve of the School
Crisis Plans, as presented.

MOTION: Mr. Angle

SECOND: Mrs. Kerns

ROLL CALL VOTE: Unanimous

 

(14-35) CONSIDER APPROVAL OF RESOLUTION FOR VIRGINIA LOCAL DISABILITY PLAN OPTION

Keven Rice explained the options to the Board. Mr. Rice recommended that the school division opt out of VLDP and enroll in the VACoRP plan, given the superior level of customer service and premium escalation we have received from VACoRP as compared to our experience with VRS. Mr. Rice noted that the county is also considering opting out of VLDP and enrolling with VACoRP.

MOTION: That the School Board opt out of VLDP and enroll in the VACoRP plan, as presented.

MOTION: Mr. Angle

SECOND: Mr. Fridley

ROLL CALL VOTE: Unanimous

 

(14-36) CAPITAL IMPROVEMENT AND OPERATIONAL MAINTENANCE UPDATE

Mr. Rice provided the work orders.

 

 

(14-37) CONSIDER APPROVAL OF PROPANE BID

This item was removed from the agenda because the bids that were received were non-compliant. This item will be included on the September agenda.

 

(14-38) APPOINTMENT OF VSBA DELEGATE AND ALTERNATE

Dr. Campbell explained that if no one is appointed, the chairman and vice-chairman are automatically named by VSBA. No one volunteered to serve as delegate and alternate.

 

(14-39) REVISIONS TO SPECIAL EDUCATION PROCEDURES MANUAL

Dr. Elizabeth Heath, Director of Special Education, presented the Alleghany County Public Schools Department of Special Education Procedures Manual for approval. In accordance with recommendations of the Federal Auditors, the local procedures manual was revised to reflect clarified procedures and language required in an IEP.

MOTION: That the School Board approve the revisions to the Special Education Procedures Manual, as presented.

MOTION: Mr. Fridley

SECOND: Mrs. Kerns

ROLL CALL VOTE: Unanimous

 

(14-49) ENROLLMENT UPDATE

Dr. Campbell provided a handout of the most recent enrollment data. She emphasized the document contains preliminary information and final numbers would not be confirmed until the actual start of school. Dr. Campbell noted there is a fourth grade class size of 27 at Sharon Elementary School; however, state regulations permit a class size of 35 for grades 4-12 and a class size of 19 for grades JK-3. She stated she would email daily enrollment data to Board members for the first ten days of school.

 

(14-40) FIELD TRIP REQUEST:

a. 90 AHS band students to Orlando, FL, April 15-19, 2014

Board member discussed the expenses of the trip and fundraising efforts.

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

MOTION: Mr. Angle

SECOND: Mr. Wright

ROLL CALL VOTE: Unanimous

(14-41) POLICY REVISIONS:

a. Policies recommended by VSBA and/or administration

The Board did not approve the policy packet as a whole.

 

MOTION: That the Board approve Policy JN, as presented.

MOTION: Mr. Angle

SECOND: Mr. Wright

ROLL CALL VOTE: Unanimous

 

MOTION: That the Board approve Policies GAB-R/IIBEA-R and IIBEA-R/GAB-R, as presented.

MOTION: Mr. Wright

SECOND: Mr. Fridley

ROLL CALL VOTE: Mr. Angle - NO
Mr. Fridley - YES

Mrs. Kerns - YES

Mr. Persinger - YES

Mr. Reynolds – YES

Mr. Truett - YES

Mr. Wright - YES

6 -YES 0 – ABSENT 1 - NO

COMMUNICATIONS:

(14-42) JRTC MONTHLY REPORT

Dr. Campbell stated the report was provided for information purposes.

 

CLOSED SESSION

(14-43) CODE OF VIRGINIA: PERSONNEL 2.2-3711.A.1

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

MOTION: Mr. Angle

SECOND: Mrs. Kerns

ROLL CALL VOTE: Unanimous

TIME: 8:15 p.m.

 

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

MOTION:Mr. Wright

SECOND: Mrs. Kerns

ROLL CALL VOTE: Unanimous

TIME: 9:06 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.
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MOTION: Mr. Wright

SECOND: Mrs. Kerns

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

Mrs. Kerns - YES

Mr. Persinger - YES

Mr. Reynolds - YES

Mr. Truett - YES

Mr. Wright - YES

7 -YES 0 – ABSENT 0 - NO

TIME: 9:08 p.m.

 

_____________________________________ __________________________________

Chairman, Alleghany County School BoardClerk

 

PERSONNEL

(14-44) PERSONNEL ACTIONS

MOTION: That the Board approve all personnel actions, as discussed in closed session and
recommended by the Superintendent.

MOTION: Mr. Fridley
SECOND: Mrs. Kerns
ROLL CALL VOTE: Unanimous

 

(14-45) CONSDIER APPROVAL OF REVISED JOB DESCRIPTION JD 5-9

MOTION: That the Board approve the revisions to job description JD 5-9, as presented.

MOTION: Mr. Angle
SECOND: Mrs. Kerns
ROLL CALL VOTE: Unanimous

 

OTHER BUSINESS

(14-46) DISCUSSION REGARDING A JOINT MEETING WITH THE COVINGTON SCHOOL BOARD

Board members discussed three possible dates to propose to the Covington School Board to hold a joint meeting. The proposed dates were August 29, September 4, and September 5. The joint meeting would be held at Jackson River Technical Center. It was decided that Chairman Truett would send an invitation letter to the Chairman of the Covington School Board.

(14-47) DISCUSSION REGARDING SALE OF SURPLUS ITEMS

Keven Rice informed the Board that he will be requesting, during the September meeting, that the Board approve the disposal of surplus property associated with Boiling Spring and Falling Spring Elementary Schools so that an auction of such can take place in October or November. Mr. Rice solicited Board member input as to any specific direction or instructions they had related to the surplus items and invited them to contact him with any such.

 

(14-48) DISCUSSION OF BOILING SPRING WATER PLANT

Keven Rice provided Board members with an update on the status of the Boiling Spring Elementary School water plant. He noted that the school division continues to operate the water plant to allow the county and the households utilizing the water system adequate time to identify and plan for alternatives. The school division will cease operating the water plant effective December 31, 2013, at which time the county will assume responsibility for the water plant and any subsequent disposition of such.

 

(14-51) DISCUSSION REGARDING POLICY BDDC, “AGENDA PREPARATION AND DISSEMINATION”*

Mr. Persinger suggested the Closed Session portion of the meeting be moved to the beginning of the agenda, so that the public portion of the meeting is continuous. Dr. Campbell stated the Closed Session has historically been at the end of the meeting because of student discipline cases. After much discussion, it was decided to begin the meeting with Closed Session at 6:00 p.m. and the public meeting to follow at 7:00 p.m. Dr. Campbell stated the new agenda order would begin with the September meeting. Board members also discussed possibly including a “public comment” section on the agenda. Board members agreed if public comments were to be permitted, there must be time limitations in place.

 

(14-49) ADDITION TO THE AGENDA

There were no further additions to the agenda.

 

ADJOURNMENT

MOTION: That the August 19, 2013 meeting of the Alleghany County School Board be adjourned.

MOTION: Mr. Angle

SECOND: Mrs. Kerns

ROLL CALL VOTE: Unanimous

TIME: 10:00 p.m.

__________________________________ _________________________________
Chairman, Alleghany County School BoardClerk