7-21-2014 Regular Meeting

 



Click here for a printer friendly PDF

 

MINUTES

YEAR-END CLOSEOUT AND REGULAR MEETING
OF THE ALLEGHANY COUNTY SCHOOL BOARD

July 21, 2014

The Alleghany County School Board held its year-end closeout and regular meeting on July 21, 2014, at 6:00 p.m. at Central Office Complex in Low Moor, Virginia.

PRESENT: William W. Angle; Norman L. Persinger, Jr.; Benjamin J. Truett, Vice Chairman; Randall S. Tucker, Chairman; and Jacob L. Wright. Also present: Sarah T. Campbell, Superintendent/Clerk and Lorie C. Bess, Deputy Clerk.

ABSENT: Robert A. Fridley; Amber D. Kerns

 

Chairman Tucker announced the following revision to the agenda:

1. Agenda item #15-07.e., “Minutes of June 26, 2014” will be added to the agenda for approval.

2. Agenda item #15-20, “Consider resolution regarding joint school system discussions with Covington School Board”, is removed from the agenda.

3. Agenda item #15-25, “Budget Planning” will be inserted after agenda item #15-24 and is an information item.

(15-02) PROVISION OF THE VIRGINIA FREEDOM OF INFORMATION ACT

Pursuant to the Code of Virginia, Section 2.2-3702, Dr. Campbell reminded School Board members that they are to read and familiarize themselves with the provisions of the Virginia Freedom of Information Act. A copy of the Freedom of Information Act was provided to all Board members.

(15-03) PROVISION OF POLICY BBFA: SCHOOL BOARD MEMBERS CONFLICT OF INTEREST

The Virginia School Boards’ Association recommends that School Board members read and familiarize themselves with the Virginia Conflict of Interests Act. Each Board member and the Superintendent are required to file a Statement of Economic Interest each January, she added. She said the essential elements of the Act can be found in the Alleghany County School Board Policy BBFA. A copy was provided to all Board members.

(15-04) PROVISION OF THE VIRGINIA PUBLIC RECORDS ACTS

Pursuant to the Code of Virginia, Section 2.2-3702, Dr. Campbell reminded School Board members that they are to read and familiarize themselves with the provisions of the Virginia Public Records Act. A copy of the Virginia Public Records Act was provided to all Board members.

(15-05) LOCATION OF ALLEGHANY COUNTY SCHOOL BOARD POLICY MANUALS

Dr. Campbell reported that copies of the Alleghany County School Board Policy Manual are available to the public at the central office at 100 Central Circle, Low Moor, VA, in each school’s office and library, and at the public libraries in Covington and Clifton Forge. She added the policy manual is also available on the school website, per state statutory requirement.

(15-06) ACCEPTANCE OF VSBA CODE OF CONDUCT

Dr. Campbell provided copies of the VSBA Code of Conduct to all Board members and asked all who agreed with its provisions stated in the document to sign. There were no questions from the Board.

MOTION: That the VSBA Code of Conduct be adopted, as presented.

MOTION:Mr. Angle

SECOND: Mr. Truett

ROLL CALL VOTE: Unanimous

(15-07) APPROVAL OF MINUTES

a. May 29, 2014 Called Meeting

b. June 4, 2014 Called Meeting

c. June 9, 2014 Regular Meeting

d. July 7, 2014 Reorganization Meeting

e. June 26, 2014 Called Meeting

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


MOTION: Mr. Truett

SECOND: Mr. Wright
ROLL CALL VOTE: Unanimous

 

COMMUNITY PARTICIPATION

(15-08) 2014 VSBA MEDIA HONOR ROLL COMMENDATION: DARRELL GLEASON, THE VIRGINIAN REVIEW

Vice Chairman Truett presented a certificate of commendation to Darrell Gleason and thanked him for his service to the community.

(15-09) PUBLIC COMMENT (specific to agenda)

Teresa Hammond, Executive Director of the Chamber of Commerce, provided a letter to each Board member supporting a joint school system. A copy of the letter is attached to these minutes.

(15-10) SCHOOL BOARD MEMBER COMMENTS

Mr. Angle had no comments or questions.

 

Mr. Truett stated he is looking forward to another good school year.

 

Mr. Wright welcomed Mr. Tucker back to the Board and stated he is looking forward to a new year. He stated he hopes the Board will focus on the positives of having a joint school system and be able to move forward in talks with the Covington School Board.

 

Mr. Persinger had no comments or questions.

 

Mr. Tucker stated he is glad to be back on the Board and he is looking forward to meeting and talking with the teachers at the Convocation in August. He stated he feels there is room for improvement with both School Boards and that a plan to merge schools must be fair and equitable to both Boards. He stated the two Boards will have to work together and work toward the best education possible for all students.

 

Dr. Campbell thanked Darrell Gleason for his service as a reporter. She commended his fair and honest reporting and stated his commendation is well deserved. She welcomed Mr. Tucker back to the Board and stated she is looking forward to another positive school year.

 

BUDGET AND FINANCE

(15-11) BUDGET REPORT

 

School Operating Fund

$2,020,129.86

School Textbook Fund

$1,232,875.18

Alleghany Foundation Nursing Grant

$43,058.35

Governor’s School

$105,457.63

Scholarship

$78,740.25

Alleghany Foundation Mental Health Initiative

$6,535.95

School Capital

$688,236.02

Medicaid Reimbursement

$437,861.21

Grand Total

$4,612,894.45

 

(15-12) FINAL 2013-2014 YEAR-END PAYMENT OF BILLS

Dave Terry, Director of Business and Finance, presented the year-end payment of bills.

MOTION: That the Board approve the 2013-2014 final year-end payment of the bills, as presented.

MOTION: Mr. Angle

SECOND: Mr. Truett

ROLL CALL VOTE: Mr. Angle - YES

Mr. Fridley - ABSENT

Mrs. Kerns - ABSENT

Mr. Persinger - YES

Mr. Truett – YES

Mr. Tucker - YES

Mr. Wright - NO

4 -YES 2 – ABSENT 1 - NO

(15-13) FINAL 2013-2014 YEAR-END FUND BALANCE TRANSFERS

David Terry, Director of Business and Finance, presented the summary of year-end balance transfers to the board. There was an unexpended Fund 1 operating balance of $472,433.76. The primary contributors to this balance were:

(a) Unexpended salary and wages - $ 243,759.20

(b) Unexpended funds for substitute teachers and aides - $49,588

(c) Unexpended textbook funds - $113,886.75

(d) Unexpended corresponding funds for benefits-$65,199.81

The year end Fund 1-Operating balance was transferred via journal entry prior to the year-end close as follows:

Fund 2014 YE Transfer 6/30/2014 Balance
Fund 10 - School Capital $358,547.01 $688,236.02
Fund 2 – Textbooks $113,886.75 $1,232,875.18

(15-14) CAFETERIA REPORT

Mr. Terry presented the cafeteria report. He reported an ending net cash balance of $401,937.

(15-15) SCHOOL ACTIVITY FUND AUDIT ENGAGEMENT LETTER

On an annual basis a certified public accounting firm is engaged to audit the financial records of each of the schools’ activity funds. As in past years, the firm of Robinson, Farmer, Cox Associates will be performing the audit for 2014. The audit requires the execution of an audit engagement letter that formalizes the terms and services performed by the audit firm. New in 2014 is the addition of the governance signature line on page 6. This was added to assure that governing boards were aware of the audit process and procedures. Mr. Terry recommend that the School Board approve the audit engagement letter for the school activity funds audit to be performed as of June 30, 2014 and asked that the Board authorize the chairman to execute the letter on behalf of the Board.

MOTION: That the Board authorize the Chairman to execute the School Activity Fund Audit Engagement letter, as presented.

MOTION: Mr. Wright

SECOND: Mr. Truett

ROLL CALL VOTE: Unanimous

SUPERINTENDENT’S REPORTS AND RECOMMENDATIONS

(15-16) CALENDAR INFORMATION

Dr. Campbell reminded the Board of the following meetings:

- August 11 - Division-wide convocation at Clifton Middle School
- August 12, 12:00 p.m. – JRTC Joint Board of Control meeting at JRTC
- August 13 – Ruby Payne presentation at DSLCC
- August 13 – JRGS Open House at 5:00 p.m., Board meeting to follow at 6:00 p.m. @ DSLCC
- August 18 – Regular monthly meeting at Central office complex
- August 20 – School opens
- August monthly calendar

(15-17) INVITATION TO ATTEND AUGUST 11, 2014 DIVISION-WIDE CONVOCATION

Mary Jane Mutispaugh distributed copies of the schedule for pre-school workdays. She called Board members’ attention to Convocation and a presentation by Ruby Payne, a nationally recognized expert in the field of generational poverty.

 

(15-18) 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. David Terry, Director of Business and Finance, also provided an update on the Alleghany High School geo-thermal HVAC conversion. A meeting on July 29 will be held at the high school to finalize the close-out of the project, he noted.

(15-19) DISCUSSION OF JOINT SCHOOL SYSTEM

Board members discussed having a called work session to review where the Board stands on the matter of a joint school division. Chairman Tucker asked Dr. Campbell to send the Board a few possible dates for a called work session.

(15-20) CONSIDER RESOLUTION REGARDING JOINT SCHOOL SYSTEM DISCUSSIONS WITH COVINGTON SCHOOL BOARD*

This item was removed from the agenda at the start of the meeting.

(15-21) CONSIDER CAFETERIA PRICE INCREASES

The Healthy, Hunger-Free Kids Act of 2010 requires that the average, full-pay lunch price in school divisions participating in the National School Lunch Program meet or exceed the pricing requirements for such as established by the USDA Food and Nutrition Service. School divisions must calculate a weighted average lunch price for the current school year to determine how much, if any, full price lunches will have to be increased for the 2014-2015 school year in order to comply with the pricing requirement. The recommendation was made to the school board that full price lunch prices for students be increased by ten cents in all schools for the 2014-2015 school year, adult lunches increased by fifteen cents and a la carte prices increased by ten cents. It was also recommended that breakfast prices remain at current prices for the 2014-2015 school year with no increase.

MOTION: That the Board approve the cafeteria price increases, as presented.

MOTION: Mr. Wright

SECOND: Mr. Truett

ROLL CALL VOTE: Unanimous

(15-22) SCHOOL DIVISION FIVE-YEAR CAPITAL IMPROVEMENT PLAN

Mr. Terry reviewed the proposed Five-year Capital Improvement Plan with the School Board. A previous 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. The School Board is to review the proposed plan at a future work session.

FIELD TRIP REQUEST:

(15-23) ALL OVERNIGHT AND OUT-OF-STATE TRIPS ASSOCIATED WITH VIRGINIA HIGH SCHOOL LEAGUE, AND DISTRICT/REGIONAL/STATE/HONORS BAND AND CHORAL COMPETITIONS


MOTION: That the Board approve all overnight and out-of-state trips associated with Virginia High School

League, and district/regional/state/ honors band and choral competitions as presented.

MOTION: Mr. Wright

SECOND: Mr. Angle
ROLL CALL VOTE: Unanimous

COMMUNICATIONS:

(15-24) JRTC MONTHLY REPORT

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

OTHER BUSINESS


(15-25) BUDGET PLANNING

Mr. Terry stated he would like to look at future budgetary challenges earlier in the budget process. He stated his plan is to have a “long range” approach in developing next year’s budget.

CLOSED SESSION

(15-26) 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 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. Wright

ROLL CALL VOTE: Unanimous

TIME:7:12 p.m.

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

MOTION:Mr. Wright

SECOND: Mr. Truett

ROLL CALL VOTE: Unanimous

TIME: 7:55 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. Wright

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

Mrs. Kerns - ABSENT

Mr. Persinger - YES

Mr. Truett – YES

Mr. Tucker - YES

Mr. Wright - YES

5 -YES 2 – ABSENT 0 - NO

TIME:7:56 p.m.

________________________________________ _______________________________________

Chairman, Alleghany County School Board Clerk

PERSONNEL

(15-27) PERSONNEL ACTIONS

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

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


(15-28) APPROVAL OF JOB DESCRIPTION JD 5-7

MOTION: That the Board approve Job Description JD 5-7, “Behavioral Assistant, Special Education”, as discussed in closed session and recommended by the Superintendent.

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

 

PUPIL PERSONNEL

(15-29) PUPIL PERSONNEL ACTIONS

MOTION: That the Board approve pupil personnel actions #13-44 and #14-02, as discussed in closed session and recommended by the Superintendent.

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

ADJOURNMENT

MOTION: That the July 21, 2014 meeting of the Alleghany County School Board be adjourned.

MOTION: Mr. Angle

SECOND: Mr. Wright

ROLL CALL VOTE: Unanimous

TIME: 7:57 p.m.

_______________________________________ _____________________________________

Chairman, Alleghany County School Board Clerk