10-20-2014 Regular Meeting



Click here for a printer friendly PDF

 

MINUTES

REGULAR MEETING OF THE ALLEGHANY COUNTY SCHOOL BOARD

October 20, 2014

 

The Alleghany County School Board held its regular meeting on October 20, 2014, at 6:00 p.m. at Clifton Middle School in Covington, Virginia.

 

PRESENT: Amber D. Kerns; Norman L. Persinger, Jr.; Benjamin J. Truett, Vice Chairman; Randall S. Tucker, Chairman; and Jacob L. Wright. Also present:Mary Jane Mutispaugh, Director of Instruction / Deputy Clerk; and Lorie C. Bess, Clerk.

 

ABSENT: William W. Angle and Robert A. Fridley

 

Participation in the moment of silence and the Pledge of Allegiance, led by members of the Tennis Club.

 

Chairman Tucker announced the following additions to the agenda:

1. Under agenda item #15-97, “Community Participation”, several employees will be recognized
for their volunteer service with the Summer Food Service Program.
2. Agenda item #15-120, “Field Trip Request” will be added after agenda item #15-118. This is
an action item.
3. Under agenda item #15-121, “Closed Session”, Student Matters will not be discussed.
Agenda item #15-125 is therefore removed from the agenda.

(15-96) APPROVAL OF MINUTES

a. September 10, 2014 Called Meeting
b. September 15, 2014 Regular Meeting

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

MOTION: Mr. Wright

SECOND: Mrs. Kerns

ROLL CALL VOTE:Unanimous

 

COMMUNITY PARTICIPATION

 

(15-97) OPENING REMARKS AND WELCOME BY JOSH CRAFT, ASSISTANT PRINCIPAL, CLIFTON MIDDLE SCHOOL

Mr. Craft read the following statement: “Mister Chairman, Madam Director, Board members: On behalf of Mrs. Siple, I would like to welcome you to Clifton Middle School. The administration, faculty, staff and students are proud of this school and the great things that are happening here. Although we’ve been labeled as a school in need of improvement, I would like to say that this is nothing but a bump in the road and that I am confident that the days of this label are numbered. Mrs. Siple, Mrs. Dew and I have full confidence in this staff and their abilities to bring Clifton Middle School back over to the state’s green side of the fence because they despise this label just as much as I do. For their efforts thus far, I would like to recognize the Clifton Middle School faculty and staff with a round of applause for their countless hours of devotion that they put forth in their duties toward this school and our students. I would be remiss if I did not recognize two CMS family members who wish they were here with us this evening but are currently waging a war of their own and they are Lorri Saville and Muffin Morris. In a few moments, we will be recognizing the academic achievements of several students who make us look good, and you’ll hear from members of our PTO who demonstrate 100% support for us and the education of their children. We hope you enjoyed your dinner and your time with us here this evening.”

(15-98) REMARKS BY PTO REPRESENTATIVE

Dawn Smith read the following statement: “Good evening, Chairman of the Board, School Board Members, and Ladies and Gentlemen.On behalf of the Clifton Middle School's PTO, I would like to welcome you all here tonight.My name is Dawn Smith and I am the current PTO President.Our PTO holds monthly meetings, which are open to anyone who would like to attend, where we work to support our staff and students in several ways.We provide funding to our after school clubs, sponsor an open house event for incoming 6th graders in the spring and recognize our teachers during open house and teacher appreciation week.Next month we are planning a special meeting for parents and students to come together with School Resource Officer Jefferson and Officer Fisher from the Alleghany County Sheriff's Dept. to discuss the dangers and concerns of such issues, such as inappropriate texting, drugs and cyber bullying.At the end of the school year, we put together a picnic for everyone during field day! But the project that we are the most excited about is the new Character Counts Program we updated last year.After each semester, students that have had their names written down for the six weeks are invited to attend a Reward Assembly.The PTO decorates the cafeteria with balloons and serves refreshments and gift cards are drawn and given away to each grade level.Mrs. Siple and the staff have noticed a huge difference in student's citizenship over the last year.With the help of our sponsor, MeadWestvaco, the PTO hopes to continue this program because here at CMS, we believe that Character Counts! Thank you for allowing me to speak tonight.It is a privilege to be here to represent the Clifton Middle School PTO.”

 

(15-99) SCHOOL BOARD COMMENDATIONS

35 Clifton Middle School students who earned a perfect score on their spring 2014 SOL assessments:

 

Grade 6: Keirsten Smith, David Donnan, Zachary Crizer, Travis Fridley, Connor Hoke, Cody Ramsey, Chevy Brown, Triston Hensley, Keely Lowman, Jaelene Reyes, Caleb Keyser, Tiffany Perry, Hope Arthur, Carlee Bates, Derek Benoit, Savannah Gwinn, John Mitchell, and Jack Watson.

 

Grade 7: Isabelle Borduas, Braden Adcock, Marley Booth, Tristan Brown, Gabriel Sloan, Logan Arritt, Lindsey Brown, Kaylie Hampton, Anthony Moses, and Spencer Phillips.

 

Grade 8: Kelly Rock, William Kettlety, Dawson Tolley, Margaret Donnan, Tucker Keener, Jamie Woodie, and Alexi Harlow.

 

2013-2014 Blue Star School Awards - Alleghany High School

Alleghany High School’s Tara Uzzell and Kenneth Wright received commendations for their contribution to Alleghany High School being identified as a Blue Star School for the performance of Economics and Personal Finance students on the W!SE assessment. Mr. Wright received an additional commendation for being selected as a Gold Star Teacher.

(15-100) PUBLIC COMMENT (specific to agenda)*

Monica Gardiner spoke in support of reinstating the teacher assistant position at Mountain View Elementary School. She expressed concern that her child’s educational needs may not be met due to a shortage of staff.

 

(15-101) SCHOOL BOARD MEMBER COMMENTS

Mr. Wright congratulated students for their SOL awards. He thanked Ms. Gardiner for her comments and concerns. He commended Ms. Uzzell and Mr. Wright on their Blue Star awards. He also thanked Mrs. Siple and staff for hosting the meeting.

 

Mrs. Kerns thanked the students for their hard work in achieving a perfect score on their SOL tests. She thanked staff members for hosting the meeting. She commended the teachers who volunteered their time over the summer to coordinate and work with the Summer Food Program. She thanked Ms. Uzzell and Mr. Wright for their extra efforts and time involved in becoming a Blue Star winner. She thanked Ms. Gardiner for expressing her concerns. She echoed Josh Craft’s comments regarding the school’s improvement status and that she is confident it will improve.

 

Mr. Persinger thanked everyone for attending the meeting.He thanked the Summer Food Program workers for their extra efforts over the summer. He congratulated the students on their SOL awards and stated it is a great testament to the staff and leadership. He congratulated Alleghany High School, Ms. Uzzell, and Mr. Wright on their Blue Star Award.

 

Mr. Truett thanked Dawn Smith for her comments on behalf of the PTO and stated the members do a lot of behind the scenes work, without recognition. He congratulated Ms. Uzzell and Mr. Wright on their award and thanked them for their extra efforts. He stated the school board is confident in our school division and is looking forward to many successes in the future.

 

Mr. Tucker stated a lot of good things are happening at the schools that people are not aware of. He stated the PTO members are the “unsung heroes” of the school and he thanked them for their service. He thanked the teachers who volunteered their time to service the Summer Food Program. He commended Alleghany High School on achieving the Blue Star Award. He thanked CMS for the invitation to the Haunted Trail event and stated the schools always have a lot of good ideas for events with the students. He thanked the parents for supporting their children and the division.

 

BUDGET AND FINANCE

(15-102) BUDGET REPORT

 

School Operating Fund

$693,185.35

School Textbook Fund

$1,232,875.18

Alleghany Foundation Nursing Grant

$57,954.91

Governor’s School

$94,618.60

Scholarship

$78,753.50

Alleghany Foundation Mental Health Initiative

$10,758.23

School Capital

$550,598.18

Medicaid Reimbursement

$437,934.88

Grand Total

$3,154,678.83

 

(15-103) PAYMENT OF BILLS

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

MOTION: Mrs. Kerns

SECOND:Mr. Truett

ROLL CALL VOTE: Mr. Angle - ABSENT
Mr. Fridley - ABSENT
Mrs. Kerns - YES
Mr. Persinger - YES
Mr. Truett - YES
Mr. Tucker - YES
Mr. Wright - NO
4 -YES 2 - ABSENT 1 - NO

(15-104) CAFETERIA REPORT

Mr. Terry presented the cafeteria report. He reported an ending net cash balance of $425,315.

(15-105) SCHOOL ACTIVITY FUND AUDIT REPORTS

Mr. Terry presented the report. He explained that on an annual basis a certified public accounting firm is engaged to audit the financial records of each of our schools’ activity funds and the division’s cafeteria fund. Robinson, Farmer, Cox Associates completed an audit of the aforementioned entities for the 2013-2014 fiscal year and submitted the final results of their audit. In the unqualified opinion of the auditors, the financial statements present fairly, in all material respects, the cash receipts, disbursements, and balances for the school activity and cafeteria funds. Two of five schools plus the division cafeteria operation received no audit findings and recommendations. Three schools received recommendations. The recommendations were listed on pages 19 and 20 of the audit report. A copy of the audit document prepared by Robinson, Farmer, Cox Associates was provided to each School Board member.

(15-106) SEPTEMBER 30 STUDENT MEMBERSHIP REPORT

Mary Jane Mutispaugh, Director of Instruction, presented the September 30, 2014 student membership report. She reported an average daily membership (ADM) of 2,272.7 as of September 30. This is 32 students below the budgeted level of 2,305, she noted.

SUPERINTENDENT’S REPORTS AND RECOMMENDATIONS

(15-107) CALENDAR INFORMATION

Ms. Mutispaugh reminded the Board of the following meetings:

-November 10, 1:00 – Administrative Budget Committee at Central Office
-November 11, 12:00 p.m. – Jackson River Technical Joint Board of Control meeting at JRTC
-November 17, 6:00 p.m. – Regular monthly meeting at Alleghany High School
-November 19-21 – VSBA State Convention in Williamsburg
-November monthly calendar

 

 

(15-108) RESOLUTION DESIGNATING NOVEMBER 17-21, 2014 AS AMERICAN EDUCATION WEEK

Mr. Truett read the resolution.

MOTION: That the Board designate November 17-21 as American Education Week, as presented.

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

 

(15-109) CERTIFICATION OF ALTERNATE ASSESSMENTS FOR 2014-2015

Ms. Mutispaugh presented a plan for alternate assessments to be utilized as replacements of the eliminated Standards of Learning assessments. For the 2014-2015 school year, Tests for Higher Standards administered through Interactive Achievement will be used. For special education students who require alternative alternate assessments, portfolio evidence will be collected.

MOTION: That the Board certifies the alternate assessments for 2014-2015, as presented and recommended.

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

 

(15-110) APPROVAL OF TEXTBOOK ADOPTION COMMITTEES

Ms. Mutispaugh presented the textbook adoption committees for Career and Technical Education and for Foreign Language for the Board’s approval. It was noted that Jan Hobbs’ name should be added to the Foreign Language Committee.

MOTION: That the Board approve the members of the textbook adoption committees, adding Jan Hobbs to the Foreign Language Committee.

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

(15-111) ON-TIME GRADUATION REPORT

Jan Hobbs presented the report. She explained that On-Time Graduation Rate Graduates are defined as students who earn Advanced Studies, Standard, Modified Standard, Special and General Achievement Diplomas. The state OGR rate is 89.9%. Alleghany High School had 86.3% of the 219 students graduate on time. The dropout rate for the state is 5.4%. Alleghany High School had a dropout rate of 7.3%. She further explained that the Virginia Graduation Completion Index (GCI) is a Board of Education approved formula that calculates a weighted percent of students within a given cohort who graduate, complete, or stay in school each year. A GCI of at least 85% is required for full accreditation. Alleghany High School’s Graduation Completion Index is 9.95%. The Federal Graduation Indicator includes students who earned a Standard or Advanced Studies Diploma. The benchmark is 80%. Alleghany High School had a rate of 80.28%.

(15-112) CONSIDER EXTENSTION OF ALLEGHANY FOUNDATION MENTAL HEALTH INITIATIVE

Mr. Terry explained the Mental Health Initiative for award period 2010-2013 is due to expire on October 31, 2014. We were able to expend all but $508 of the total award. The 2013-2016 award of $246,783 will be used to pay expenses beginning in October, 2014. Since the previous grant award period paid for the 2013-2014 FY expenses plus the month of September, 2014, the Alleghany Foundation provided us an opportunity to request an extension of the current award through the 2016-2017 fiscal year, thus providing an additional year of funding for the initiative. The School Board was requested to approve this amendment to the award to provide funding for the initiative from 2014 to the end of FY2017.

MOTION: That the Board approve an extension of the Alleghany Foundation Mental Health Initiative award, as presented and recommended.

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

 

(15-113) CONSIDER APPROVAL FOR SCHOOL SECURITY EQUIPMENT GRANT PROGRAM

 

Mr. Terry reported the Virginia Department of Education has awarded Alleghany County Public Schools a total of $45,444 from the 2014 School Security Equipment Grant Program authorized by the 2013 General Assembly. These funds were approved for the purchase and installation of the school security equipment requested on the applications for the approved schools shown below:

 

Alleghany High School - Purchase and installation of replacement intercom/PA and two additional security cameras

Clifton Middle School - Purchase and Installation of two additional security cameras

 

Reimbursements from the state grant are made only for qualified and approved items purchased on or after 09/25/2014. The equipment must be purchased within six months of the 09/25/2014 date, or by 3/25/2015. A local match of 25 percent of the state grant award is required. The local match should also be spent by the 3/25/2015 deadline.

 

The state grants will be disbursed on a cost reimbursement basis only. Reimbursement payments will be issued to the school division within 30 days of the grant reimbursement administrator receiving notification from the Department of Education of approved reimbursements. As this grant is funded with proceeds from notes issued by the Virginia Public School Authority, adherence to program requirements will be strictly enforced. The period of the award is 09/25/2014, through 06/30/2015, and the state funds must be requested for reimbursement during this period.

 

To comply with the grant requirements and policy governing purchases potentially over $50,000, the School Board was requested to authorize the administration to seek proposals for the Intercom/PA system upgrade at Alleghany High School and the additional security cameras at the high school and Clifton Middle School.

 

MOTION: That the Board authorize the administration to seek proposals for the Intercom system upgrade at Alleghany High School and the additional security cameras at the high school and middle school, as presented.

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

 

(15-114) DISPOSAL OF SURPLUS ITEMS

Pursuant to VAC2.2-1124.Disposition of surplus materials, it was recommended to the School Board that the surplus property below be disposed of by sealed bid:

ITEM

MAKE/MODEL

IDENTIFICATION #

PURCHASE DATE

School Bus

1997 Bluebird

1BAAHCSA6VF073117

August 1996

School Bus

1997 Bluebird

1BAAHCSA8VF073118

August 1996

School Bus

2000 Freightliner

4UZ6CFAC8YCG27387

November 1999

School Bus

1998 International

1HVBBAAL4WH653212

September 1998

It was recommended to the School Board that the following property by disposed of thru GOVDEAL (an on-line website for government agencies to advertise surplus items for sale) which provides access to a larger buyer market:

ITEM

MAKE/MODEL

IDENTIFICATION #

PURCHASE DATE

Vehicle

1991 Nissan Stanza

JN1FU21P9MT323458

June 1991

Vehicle

1993 Chevrolet Sedan

1G1BL5372PR128129

Donated 2005

Cafeteria Refrigerator

n/a

n/a

n/a

Sports Trainer

Paramount

n/a

n./a

The following items were recommended for disposition thru Public Sale: pianos, computers/monitors, filing cabinets, televisions, tables/chairs, kitchen equipment, teacher desks, and other miscellaneous items. The public sale would be conducted on November 1, 2014.

MOTION: That the Board approve the disposal of surplus items, as presented.

MOTION: Mr. Wright
SECOND: Mr. Truett
ROLL CALL VOTE: Unanimous

 

(15-115) 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 reviewed the items and also presented to the Board initial results from the review of the non-locking fire doors at Mountain View Elementary School and Clifton Middle School. The plan has to be reviewed with local building officials and the Fire Marshal for viability. The cost of the project would be approximately $15,000.

(15-116) DISCUSSION OF JOINT SCHOOL SYSTEM

Mr. Tucker stated the Board needs to discuss how it wishes to move forward regarding discussions with the Covington School Board. Mr. Wright expressed concern that scheduling a joint meeting keeps getting delayed and he recommended a joint meeting to focus on the positive aspects of having a merged school division, instead of the roadblocks. Mr. Tucker stated he would contact Ms. Scruggs-Duncan to see if a meeting could be scheduled between the two chairs and two vice-chairs, who could then report to their respective Boards.

 

FIELD TRIP REQUEST:

Board members chose to approve all field trip requests in one motion.

 

(15-117) 4 AHS FFA STUDENTS TO LOUISVILLE, KY FOR NATIONAL CONVENTION, OCTOBER 28 – NOVEMBER 1, 2014

 

(15-118) 2 AHS YEARBOOK STUDENTS TO WASHINGTON, D.C., NOVEMBER 5-8, 2014

 

(15-120) 72 CMS STUDENTS TO WASHINGTON, D.C., NOVEMBER 21-22, 2014

 

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

MOTION: Mr. Wright
SECOND: Mr. Truett
ROLL CALL VOTE: Unanimous

(15-119) COMMUNICATIONS

Ms. Mutispaugh stated the reports were provided for information purposes.

a. JRTC monthly report
b. Classified Advisory Committee
c. Minority Advisory Committee
d. Parent Advisory Committee
e. Teacher Advisory Committee

 

 

OTHER BUSINESS

 

(15-120) ADDITION TO AGENDA

Agenda item #15-120, “Field Trip Request” was added at the start of the meeting. There were no additions to the agenda.

CLOSED SESSION

(15-121) 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. Truett
SECOND: Mrs. Kerns
ROLL CALL VOTE: Unanimous

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

MOTION: Mr. Truett

SECOND: Mrs. Kerns

ROLL CALL VOTE: Unanimous

 

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: Mr. Angle - ABSENT
Mr. Fridley - ABSENT
Mrs. Kerns - YES
Mr. Persinger - YES
Mr. Truett - YES
Mr. Tucker - YES
Mr. Wright - YES
5 -YES 2 – ABSENT 0 - NO
TIME: 8:28 p.m


___________________________________ _______________________________

Chairman, Alleghany County School Board Clerk

 

PERSONNEL

(15-122) PERSONNEL ACTIONS

MOTION: That the Board approve the personnel actions, as discussed in closed session.

MOTION: Mr. Wright
SECOND: Mrs. Kerns
ROLL CALL VOTE: Mr. Angle - ABSENT
Mr. Fridley - ABSENT
Mrs. Kerns - YES
Mr. Persinger - NO
Mr. Truett - YES
Mr. Tucker - YES
Mr. Wright - YES
4 -YES 2 – ABSENT 1 - NO



(15-123) APPROVAL OF REVISED JOB DESCRIPTIONS

Board members reviewed and discussed the proposed job descriptions.

MOTION: That the Board approve the revised job descriptions for Director of Assessment and Student Success, Director of Human Resources and Pupil Personnel, Director of Instruction, and Administrative Assistant to the Superintendent / Clerk to the Board, and table the approval of the job description of Executive Secretary to the Director of Administrative Services until a future meeting.

MOTION: Mr. Wright
SECOND: Mrs. Kerns
ROLL CALL VOTE: Mr. Angle - ABSENT
Mr. Fridley - ABSENT
Mrs. Kerns - YES
Mr. Persinger - NO
Mr. Truett - YES
Mr. Tucker - YES
Mr. Wright - YES
4 -YES 2 – ABSENT 1 - NO

(15-124) CONSIDER REINSTATEMENT OF TEACHING ASSISTANT POSITION AT MOUNTAIN VIEW ELEMENTARY SCHOOL

Dr. Elizabeth Heath, Director of Special Education, presented a request to reinstate a teaching assistant position to the program at Mountain View Elementary School for students with significant cognitive disabilities. This position was necessary to bring the program back to the level of staffing required to be able to provide Individualized Education Plan required services and a free and appropriate public education to this population of students.

MOTION: That the Board approve the reinstatement of a teaching assistant position at Mountain View Elementary School.

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

 

PUPIL PERSONNEL

(15-125) PUPIL PERSONNEL ACTIONS

There were no pupil personnel cases. This agenda item was removed from the agenda at the start of the meeting.

ADJOURNMENT

 

MOTION: That the October 20, 2014 meeting of the Alleghany County School Board be adjourned.

MOTION:Mr. Wright

SECOND: Mr. Truett

ROLL CALL VOTE: Unanimous

TIME: 8:35 p.m.

 

 

___________________________________ _______________________________

Chairman, Alleghany County School Board Clerk