6-20-2016 Regular Meeting Minutes

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MINUTES

 

REGULAR MEETING OF THE ALLEGHANY COUNTY SCHOOL BOARD

June 20, 2016

 

The Alleghany County School Board held its regular meeting on June 20, 2016, at 6:00 p.m. at the Central Office Complex in Low Moor, Virginia.    

PRESENT:  William W. Angle; Amber D. Kerns; R. Craig Lane; Norman L. Persinger, Jr.; Benjamin J. Truett, Vice Chairman; Randall S. Tucker, Chairman; and Jacob L. Wright. 

Also present:   Eugene P. Kotulka, Superintendent; and Lorie C. Bess, Clerk.

ABSENT:  

Chairman Tucker presided and 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 Tucker announced the following additions to the agenda:

  1. Agenda item #16-360, “Approval of bid to reseal and repaint parking lots at Clifton Middle School and Mountain View Elementary School.”This is an action item.

 

MINUTES

(16-332) APPROVAL OF MINUTES

  1. May 16, 2016 Regular Meeting

Mr. Persinger stated in his opinion a topic in the Closed Session discussion on May 16 was not

properly cited; however, no changes were made to the minutes.

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

MOTION:   Mr. Truett
SECOND:  Mr. Angle
ROLL CALL VOTE:    Mr. Angle - YES                                                                                                                                     
                                    Mrs. Kerns - YES     

                                    Mr. Lane - YES

                                    Mr. Persinger - NO

                                    Mr. Truett - YES

                                    Mr. Tucker - YES

                                    Mr. Wright -YES                      

6 - YES       0 - ABSENT      1 - NO

COMMUNITY PARTICIPATION

(16-333) SCHOOL BOARD COMMENDATIONS

Selection for Girls’ State Conference:  Saige Silva

Selection for Boys’ State Conference:  Thomas Koonce, Chris McHenry

Selection for Summer Residential Governor’s School:  Amelia Kahle

Recognition of departing school board members:  William W. Angle and Amber D. Kerns

Recognition of retirees:  Cecille F. McDowell (42 years), David S. Wolfe (13 years), Carol S. Almarez (24 years), Rebecca A. Hayslett (45 years), Brenda H. Siple (43 years), Teresa B. Johnson (35 years), Rebecca L. Smith (34 years), Mary Margaret Hogan (16 years) 

(16-334) PUBLIC COMMENT

Nova Wright (Covington, VA) and Charlie Kahle (Clifton Forge, VA) expressed their support of the Jackson River Governor’s School and encouraged the Board to offer more funding for the program.

(16-335) SCHOOL BOARD MEMBER AND SUPERINTENDENT COMMENTS

Mr. Wright thanked everyone for attending the meeting and congratulated the incoming Board members, Gerald Franson and Jennifer Seckner.  He congratulated the retirees and wished them well.  He congratulated the students on their awards.

Mrs. Kerns stated it had been a great opportunity to serve on the Board and she will miss it.  She congratulated the students on their awards.  She commended the retirees for their years of service and stated they had influenced many young people.  She thanked Mrs. Wright and Mr. Kahle for their comments regarding the Jackson River Governor’s School program. 

Mr. Persinger thanked everyone for attending and Mrs. Wright and Mr. Kahle for their comments regarding governor’s school.  He thanked the retirees.  He welcomed the new school board members and wished Mr. Angle and Mrs. Kerns well.

Mr. Lane stated the retirees set the foundation for our great school system.  He congratulated the students on their awards.  He stated he would miss having Mrs. Kerns and Mr. Angle on the Board and their good discussions. 

Mr. Angle thanked the retirees for their many years of service.  He stated he started on the Board six years ago, when the budget and economy were better, but as they have declined, the Board has had tough decisions to make and he doesn’t regret any of the decisions.  He stated although he is no longer on the Board, he is available to help in any way he can.

Mr. Truett congratulated Amelia Kahle and encouraged her to take full advantage of the program.  He congratulated the retirees and stated it had been a pleasure to have worked with them over the years.  He thanked Mrs. Kerns and Mr. Angle for their service on the Board.

Mr. Tucker thanked the retirees for their contribution to the students and the division.  He thanked Mrs. Kerns and Mr. Angle for their service and stated they will be missed.  He stated he looks forward to working with the new Board members and knows they will do a great job.

Mr. Kotulka congratulated the students on their awards.  He stated he has enjoyed working with Mrs. Kerns and Mr. Angle this past year and appreciated their honesty and sense of humor.  He congratulated the retirees and wished them well.

BUSINESS AND FINANCE

(16-336) BUDGET REPORT

School Operating Fund

$802,217.39

School Textbook Fund

$1,356,547.18

Alleghany Foundation Nursing Grant

$57,525.34

Governor’s School

$118,000.04

Scholarship

$76,844.48

Alleghany Foundation Mental Health Initiative

$10,407.11

School Capital

$1,118,551.71

Medicaid Reimbursement

$464,523.89

Technology

$21,812.56

Grand Total

$4,026,429.70

 

(16-337) PAYMENT OF BILLS

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

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

                                   

(16-338) CAFETERIA REPORT

Keven Rice, Director of Finance, presented the May cafeteria report.  He reported the net income balance for month ending May 31 is $490,360 which is a $3,989 increase from last year.

(16-339) APPROVAL OF REVISED OPERATING BUDGET

Due to late-developing and unanticipated reduction in machinery and tools tax revenue projected for the County of Alleghany for FY2017, local funding for the School Board will be reduced by $150,000 from the initial projection upon which the School Board’s approved FY2017 budget was based. 

MOTION:  That the Board approve the revised 2016-2017 operating budget, as presented.

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

 

SUPERINTENDENT’S REPORTS AND RECOMMENDATIONS

(16-340) CALENDAR INFORMATION

Mr. Kotulka reminded the Board of the following meetings:

- July 5 - Year-end Closeout, Reorganizational, and Regular meeting at Central Office Complex

- July 18 – VSBA New Board Member Orientation in Richmond

- July 19 – VSBA Conference on Education in Richmond

- July monthly calendar

- August 10 – School opens for 2016-2017 academic year

- August 15 – Regular meeting at Central Office Complex (pending 16-17 calendar approval on July 5)

 

(16-341) SECOND REVIEW OF DRAFT 2016-2017 CALENDAR OF SCHOOL BOARD MEETINGS AND EVENTS

This was the second review of the draft calendar.  The calendar will be presented for final approval at the July 5 reorganization meeting.

(16-342) REVIEW OF ANNUAL NURSING PROGRAM REPORT

The 2015-2016 school year concluded the eighteenth year of this valuable and positive program for our students and staff.  During the 2015-2016 school year, the nurses reported 36,176 clinical encounters.  The data generated will be shared with the School Health Advisory Board and the Greater Alleghany School Health Consortium which represents the Alleghany and Covington school districts, the Virginia Department of Health, and the Community Services Board.

(16-343) APPROVAL FOR SUBMISSION OF ESEA GRANT APPLICATION

The 2016-2017 federal programs grant application is due to be submitted to the Virginia Department of Education by July 1, 2016.  Final allocations for 2016-2017 will not be available before the submission deadline.  The critical issue at this time is to have the submission of the grant application approved by the school board in order to ensure timely appropriation of funds.  Again this year, Alleghany County Public Schools will participate in the Title III Statewide Consortium led by Virginia Polytechnic Institute and State University.  We receive less than $10,000 in funding and must participate in a consortium to access these funds.  In addition, we participate in a Title I C consortium led by Albemarle County Schools.  These funds are designated for migrant education and are currently not applicable to Alleghany County Public Schools.  By participating in this consortium, funds would be available to our school division if they are ever needed.  Alleghany County Public Schools was notified in May that our division will not qualify for Title I D funding for the 2016-2017 year.

MOTION: That the School Board approve the submission of the ESEA grant application, as presented.

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

(16-344) UPDATE ON ONE-TO-ONE INITIATIVE

The One-to-One Initiative summer training has been offered to teachers regarding Chromebooks and Google Apps for Education.  Joy McDonald conducted the first two sessions of two day training events on May 31-June 1 and on June 2-3.  Forty-five teachers participated in this training.  There are two additional training sessions scheduled for June 15-16 and July 13-14.  Teachers are being paid a stipend of $100 per day for participating in the training.  Title II Part A funds are being utilized to cover the training.  The One-to-One Committee is continuing meeting throughout the summer.  The committee is working to finalize a handbook for students as well as the usage agreement to be signed by students and parents.

(16-345) APPROVAL OF STATE TECHNOLOGY FUNDING RESOLUTION, SERIES XVI

Chapter 732, 2016 Acts of Assembly authorizes the Virginia Public School Authority to conduct an education technology grant program to focus on the establishment of a computer-based instructional and testing system for the Virginia Standards of Learning.  Grants for this purpose are awarded in the amount of $26,000 per school (as of September 30, 2012) and $100,000 for the school division.  In order to receive these funds, the Alleghany County School Board must annually adopt the “State Technology Funding Resolution” to certify compliance with the specified regulations.  The total amount for Alleghany County Public Schools from the Series XVI bonds is $230,000. 

MOTION: That the School Board approve the State Technology Funding Resolution, as presented.

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

(16-346) APPROVAL OF JACKSON RIVER GOVERNOR’S SCHOOL PARTICIPATION

Ms. Mutispaugh explained the program and the options.  She recommended the Board establish a yearly Governor’s School enrollment based on 5% of the current sophomore class.  The number of seats will be determined during the fall which will provide information in a timely manner for budgetary considerations.  Board members discussed the options and agreed it was important to support the program.   

MOTION: That the School Board fund all 18 students this year and then beginning next year, fund 5% of the current sophomore class.

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

(16-347) APPROVAL OF TEXTBOOK ADOPTION COMMITTEE

As the result of adding new courses to the Alleghany High School Program of Studies, it is necessary to adopt textbooks for the proposed courses.  The committee will select books and instructional materials for Mythology and Science Fiction/Fantasy Literature courses.

MOTION: That the School Board approve the Textbook Adoption Committee members, as presented.

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

(16-348) REVIEW OF PRELIMINARY SOL SCORES

The Board received the preliminary scores for 2015-2016.  Ms. Hobbs emphasized the scores are very preliminary.   

(16-349) STUDENT ACCIDENT INSURANCE

Markel Insurance Company of Glen Allen, Virginia will be availing to our students for fiscal year 2017 voluntary student accident insurance. Participation in the program is strictly voluntary. The School Board does not administer the plan and assumes no cost or obligation related to such.

(16-350) APPROVAL OF PROPANE BID

Mr. Rice presented the information and recommended Dixie Gas & Oil Corporation, who was the lowest responsive bidder. 

MOTION: That the School Board approve Dixie Gas & Oil Corporation for propane services, at a total annual cost of $13,968.00.

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

(16-351)APPROVAL OF PETROLEUM PRODUCTS BID

Mr. Rice presented the information and recommended Davenport Energy for petroleum services, at a total annual cost of $303,393.00.

MOTION: That the School Board approve Davenport Energy for petroleum services, as presented.

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

(16-352) CONSIDER PURCHASE OF NEW MAINTENANCE VEHICLE

The vehicle being replaced is a 2000 model with approximately 207,000 miles.  A 2016 Chevrolet Silverado was recommended for purchase at a total cost of $36,468.47.

MOTION: That the School Board approve the purchase of a a new maintenance vehicle at a total cost of $36,468.47.

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

(16-353) CONSIDER PURCHASE OF THREE NEW SCHOOL BUSES

This purchase will allow Alleghany County Public Schools to remain on the bus replacement schedule.  The total cost is $255,795.

MOTION: That the School Board approve the purchase of three new school buses, as presented.

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

(16-354) CAPITAL IMPROVEMENT AND OPERATIONAL MAINTENANCE UPDATE

Board members were provided the work orders in their agenda packet.     

(16-355) AUTHORIZE INVITATION FOR BID FOR INTERCOM SYSTEM/BELL SYSTEM AT CLIFTON MIDDLE SCHOOL AND MOUNTAIN VIEW ELEMENTARY SCHOOL*

The Information Technology department requested permission to publish an IFB for a bell/intercom system.  The system will serve Clifton Middle School and Mountain View Elementary School.  The existing Starcall bell system and intercom system was installed in 2001.  In recent years, the system has required frequent service and repair.

MOTION: That the School Board authorize an invitation for bid for an intercom/bell system at Clifton Middle School and Mountain View Elementary School.

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

POLICY REVISIONS

(16-356) REVISIONS BASED ON RECOMMENDATIONS FROM VSBA POLICY SERVICES AND/OR ADMINISTRATION

Policies:  BBFA, BDC, DJ, EBB, EBCB, GBL, GC, GCA, GCG, GCPF, GDB, GDG, GZ, IA, IAA, IGAH, IGAI, IGBG, IHB, IKEB, IKF, IKFA, JJAC, JO, JRCA, KBA, KBA-R, KBA-F-1, KBA-R,  LC, and LI.

MOTION: That the School Board approve the policy revisions, as presented.

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

(16-357) POLICIES FROM MAY BOARD MEETING

Policies:  GCBC-RC, GCBD-RE, JED-R, JGD-R, JGE-R, and JN.

MOTION: That the Board approve the policies from the May board meeting, as presented. 

MOTION:   Mrs. Kerns
SECOND:  Mr. Angle
ROLL CALL VOTE:    Mr. Angle - YES                                                                                                                                      
                                    Mrs. Kerns - YES     

                                    Mr. Lane - YES

                                    Mr. Persinger - NO

                                    Mr. Truett - YES

                                    Mr. Tucker - YES

                                    Mr. Wright - YES                     

6 - YES       0 - ABSENT      1 - NO

(16-358) COMMUNICATIONS

This information was provided for information purposes.

  1. Classified Advisory Committee
  2. Minority Advisory Committee
  3. Teacher Advisory Committee
  4. JRTC monthly report

 

OTHER BUSINESS

(16-359) DISCUSSION OF JOINT SCHOOL SYSTEM

Discussions will resume once the new Board members begin.

(16-360) APPROVAL OF BID TO RESEAL PARKING LOT AT CLIFTON MIDDLE SCHOOL AND MOUNTAIN VIEW ELEMENTARY SCHOOL

MOTION:  That the School Board approve Remac, Inc. to reseal and repaint the parking lots at Clifton Middle School and Mountain View Elementary School.

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


CLOSED SESSION

(16-361) CODE OF VIRGINIA: PERSONNEL MATTERS 2.2-3711.A.1, STUDENT MATTERS 2.2-3711.A.2, DISCUSSION OF SPECIAL AWARDS 2.2-3711.A.10 AND DISCUSSION OF SCHOOL SAFETY REPORTS 2.2-3711.A.19

MOTION: That the School Board enter closed session to discuss Personnel Matters, Student Matters, Special Awards and School Safety Reports, as authorized by the Code of Virginia Sections 2.2-3711.A.1, 2.2-3711.A.2, 2.2-3711.A.10 and 2.2-3711.A.19.

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

                                  Time: 7:44 p.m.

 

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

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

                                 Time: 8:12 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:   Mrs. Kerns            

                                    SECOND:  Mr. Angle    

                                    ROLL CALL VOTE:    Mr. Angle - YES                                   

                                                                        Mrs. Kerns - YES

                                                                        Mr. Lane - YES  

                                                                        Mr. Persinger - YES

                                                                        Mr. Truett - YES

                                                                        Mr. Tucker - YES

                                                                        Mr. Wright - YES                     

                                                                        7 -YES         0 - ABSENT       0 - NO                            

TIME: 8:13 p.m.

__________________________________       __________________________________

Chairman, Alleghany County School Board                    Clerk

 

OTHER BUSINESS

(16-362) RESOLUTION TO NOMINATE RECIPIENT FOR VSBA MEDIA HONOR ROLL

MOTION: That the School Board nominate Horton Beirne, posthumously, to the VSBA Media Honor Roll.

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

PERSONNEL

(16-363) PERSONNEL ACTIONS

MOTION: That the Board approve all personnel actions listed on the personnel agenda, as discussed in Closed Session and recommended by the Superintendent.

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

(16-364) CONSIDER APPROVAL OF REVISED JOB DESCRIPTION 5-19

MOTION: That the School Board the revisions to Job Description 5-19, Computer Network Specialist.

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

ADJOURNMENT

MOTION: That the June 20, 2016 meeting of the Alleghany County School Board be adjourned.

MOTION: Mrs. Kerns     

TIME: 8:16 p.m.

___________________________________             _______________________________

Chairman, Alleghany County School Board                        Clerk