7-1-2015 Year-end & Reorganizational Meeting

 



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MINUTES

YEAR-END CLOSEOUT AND REORGANIZATION MEETING OF

THE ALLEGHANY COUNTY SCHOOL BOARD

July 1, 2015

The Alleghany County School Board held its year-end closeout and reorganization meeting on July 1, 2015, at 6:00 p.m. at Central Office Complex in Low Moor, Virginia.

PRESENT: William W. Angle; Amber D. Kerns; R. Craig Lane; Norman L. Persinger, Jr.; Benjamin J. Truett; Randall S. Tucker, and Jacob L. Wright. Also present: Eugene P. Kotulka, Superintendent; and Lorie C. Bess, Clerk.

ABSENT:

 

Mr. Kotulka presided as chairman pro tempore 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.

ELECTION OF CHAIRMAN

In his capacity as chairman pro tempore, Mr. Kotulka asked for nominations for Chairman.

Mr. Angle nominated Mr. Tucker, seconded by Mr. Truett. Mr. Wright nominated Mr. Persinger, but the motion failed due to the lack of a second. Mr. Kotulka asked for a motion to close the nominations.

MOTION: That the nominations for Chairman of the Alleghany County School Board be closed.

MOTION:Mr. Angle

MOTION: That Randy Tucker be approved as Chairman of the Alleghany County School Board.

MOTION: Mr. Angle

SECOND: Mr. Truett

ROLL CALL VOTE: Mr. Angle - YES

Mrs. Kerns – YES

Mr. Lane - YES

Mr. Persinger - NO

Mr. Truett – YES

Mr. Tucker - ABSTAIN

Mr. Wright - NO

4 -YES 1 - ABSTAIN2 -NO

ELECTION OF VICE CHAIRMAN

Chairman Tucker asked for nominations for Vice-Chairman. Mr. Angle nominated Mr. Truett as Vice-Chairman, seconded by Mrs. Kerns. Chairman Tucker asked for a motion to close the nominations.

MOTION: That the nominations for Vice-Chairman of the Alleghany County School Board be closed.

MOTION: Mr. Angle

MOTION: That Ben Truett is approved as the Vice-Chairman of the Alleghany County School Board.

MOTION: Mr. Angle

SECOND: Mrs. Kerns

ROLL CALL VOTE: Mr. Angle - YES

Mrs. Kerns – YES

Mr. Lane - YES

Mr. Persinger - NO

Mr. Truett – ABSTAIN

Mr. Tucker - YES

Mr. Wright - YES

5 -YES 1 - ABSTAIN 1 -NO

ELECTION OF CLERK

MOTION: That Lorie C. Bess shall serve as Clerk of the Board.

MOTION:Mr. Angle

SECOND: Mrs. Kerns

ROLL CALL VOTE:Unanimous

ELECTION OF DEPUTY CLERK

MOTION: That Mary Jane Mutispaugh shall serve as Deputy Clerk.

MOTION:Mr. Angle

SECOND: Mr. Truett

ROLL CALL VOTE: Unanimous

APPOINT FOUR REPRESENTATIVES TO JACKSON RIVER TECHNICAL CENTER JOINT BOARD OF CONTROL

Chairman Tucker volunteered himself and appointed Mr. Wright, Mr. Angle, and Mr. Lane as Alleghany County Public School representatives to the Jackson River Technical Center Joint Board of Control.

APPOINT REPRESENTATIVE TO JACKSON RIVER GOVERNOR SCHOOL EXECUTIVE COMMITTEE

Chairman Tucker appointed Mr. Truett as the Alleghany County Public School representative to the Jackson River Governor’s School Executive Committee.

 

APPOINT DELEGATE AND ALTERNATE TO VSBA DELEGATE CONVENTION

Chairman Tucker and Vice-Chairman Truett volunteered to serve as the voting delegate and alternate to represent Alleghany County Public Schools during the 2015 Virginia School Board Association convention in November.

DESIGNATION OF SUPERINTENDENT’S DESIGNEES

Chairman Tucker, upon recommendation of the Superintendent, designated Mary Jane Mutispaugh, Jan Hobbs and Fred Vaughan to serve as the superintendent’s designees.

 

DESIGNATION OF RECORDERS

Chairman Tucker, upon recommendation of the Superintendent, designated Lorie Bess and Mary Jane Mutispaugh to serve as recorders.

(16-01) PROVISION OF REQUIRED NOTIFICATIONS

Pursuant to the Code of Virginia, Section 2.2-3702, Mr. Kotulka reminded School Board members that they are to read and familiarize themselves with the provisions of the Virginia Freedom of Information Act, the Virginia Conflict of Interest Act (School Board Policy BBFA), and the Virginia Public Records Act. A copy of each document was provided to all Board members.

(16-02) LOCATION OF ALLEGHANY COUNTY SCHOOL BOARD POLICY MANUALS

Mr. Kotulka 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, and in each school’s office and library. He noted the policy manual is also available on the school website, per state statutory requirement.

(16-03) ACCEPTANCE OF VSBA CODE OF CONDUCT

Mr. Kotulka read the Code of Conduct and asked all Board members who agreed with the Code of Conduct to please sign the form. There were no questions from the Board.

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

MOTION: Mr. Truett

SECOND: Mrs. Kerns

ROLL CALL VOTE: Unanimous

 

(16-04) APPROVAL OF 2015-2016 CALENDAR OF SCHOOL BOARD MEETINGS AND EVENTS

MOTION: That the Board approve the 2015-2016 calendar of School Board meetings and events, as presented.

MOTION:Mrs. Kerns

SECOND: Mr. Angle

ROLL CALL VOTE: Unanimous

(16-05) DISCUSSION OF 2015-2016 ACADEMIC CALENDAR

The 2015-2016 Academic Calendar was approved by the Board on January 26, 2015 and was provided for information purposes.

 

SUPERINTENDENT REPORTS AND RECOMMENDATIONS

(16-06) JOB DESCRIPTION REVISIONS FOR DIRECTOR OF BUSINESS AND FINANCE AND MANAGER OF TRANSPORTATION

The Director of Business and Finance was redefined as the Director of Finance. All duties related to the management of maintenance and transportation were removed. The Manager of Transportation has been redefined as the Supervisor of Maintenance and Transportation. The new job description includes all areas related to transportation and maintenance, including the supervision of personnel. This includes a salary increase of $7,697, which is the difference between a manager and a supervisor.

MOTION: That the Board approve the job descriptions for Director of Finance and Supervisor of Maintenance and Transportation, as presented and recommended by the Superintendent.

MOTION: Mr. Angle

SECOND: Mr. Truett

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

 

(16-07) REVISION OF THE SUPERVISOR SALARY SCALE

The supervisor scale was revised from 18% to 8% pay structure. The change was made to align the salary scale to the revised job description of the Supervisor of Maintenance and Transportation position.

MOTION: That the Board approve the revisions of the Supervisor Salary Scale, as presented and recommended by the Superintendent.

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 - ABSENT1 –NO

(16-08) REVISION OF SCHOOL BOARD REGULATION GDD-R, “TEACHER ASSISTANT – EMPLOYMENT QUALIFICATIONS

Mr. Vaughan explained this regulation was revised to ensure staff are highly qualified at the start of the school year as opposed to during the school year (carryover). The current regulation allows for staff to attain highly qualified status up to one year after beginning their job. This meant that if the year was up in December and the staff member did not receive the highly qualified status that the staff member could no longer be employed by the Division. The change in the regulation ensures that the highly qualified endorsement is met by June 30 of each school year. This was an information item and will be on the July 22 agenda for approval.

 

(16-09) REVISING THE STANDARD SCHOOL DAY SCHEDULE

Mr. Kotulka explained the length of the standard school day has been adjusted to provide the Division with extra instruction time. The Standards of Quality allow Divisions to accrue extra instructional time during the school day to replace days lost to inclement weather or for unforeseen circumstances. There are two standards the Division must meet. The first standard is 990 clock hours or 5 ½ hours per day of instructional time and the second standard at the secondary level (grades 7-12) is 140 clock hours per class. To accommodate the requirement as well as the extra time, the following amount of time has been added to the school schedule: Alleghany High School – 13 minutes; Clifton Middle School – 18 minutes; all elementary schools – 20 minutes. The adjusted schedule will provide the secondary schools with 7.65 days of bank time per semester and 13.6 days of bank time at the elementary schools. This was an information item and will be on the July 22 agenda for approval.

 

BUDGET AND FINANCE


(16-10) FINAL 2014-2015 YEAR-END PAYMENT OF BILLS

MOTION: That the Board approve the 2014-2015 final year-end payment of the bills, as presented.

MOTION:Mr. Truett

SECOND: Mrs. Kerns

ROLL CALL VOTE:Unanimous

(16-11) FINAL 2012-2013 YEAR-END FUND BALANCE TRANSFERS

Mr. Kotulka presented the year-end fund balance transfers.

MOTION: That the Board approve the revisions of the Supervisor Salary Scale, as presented and recommended by the Superintendent.

MOTION: Mr. Truett

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 - NO

6 -YES 0 - ABSENT 1 -NO

(16-12) SCHOOL ACTIVITY FUND AUDIT ENGAGEMENT LETTER

Mr. Kotulka explained on an annual basis a certified public accounting firm is engaged to audit the financial records of each of our schools’ activity funds. As in past years, the firm of Robinson, Farmer, Cox Associates will be performing the audit for 2015. The audit requires the execution of the audit engagement letter that formalizes the terms and services performed by the audit firm.

MOTION: That the Board approve execution of the School Activity Fund Audit Engagement Letter, as presented.

MOTION:Mr. Wright

SECOND: Mrs. Kerns

ROLL CALL VOTE: Unanimous

 

OTHER BUSINESS

(16-13) ADDITION TO THE AGENDA

There were no additions to the agenda.

 

CLOSED SESSION

(16-14) 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 2.2-3711A.1

MOTION: Mr. Angle

SECOND: Mr. Truett

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 1 - ABSENT 0 -NO

TIME: 7:07 p.m.

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

MOTION: Mr. Angle

SECOND: Mr. Truett

ROLL CALL VOTE: Unanimous

TIME: 7:24 p.m.

(16-15) 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

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: 7:26 p.m.

________________________________________ _______________________________________

Chairman, Alleghany County School Board Clerk

PERSONNEL

(16-16) PERSONNEL ACTIONS

MOTION: That the Board approve all personnel actions, as discussed in Closed Session and recommended by the Superintendent.
MOTION:Mr. Truett
SECOND: Mr. Angle
ROLL CALL VOTE: Unanimous

ADJOURNMENT

MOTION: That the July 1, 2015 meeting of the Alleghany County School Board be adjourned.

MOTION: Mr. Angle

SECOND: Mr. Truett

ROLL CALL VOTE: Unanimous

TIME:7:26 p.m.

_______________________________________ _____________________________________

Chairman, Alleghany County School Board Clerk