9-21-2015 Regular Meeting

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MINUTES 

REGULAR MEETING OF THE ALLEGHANY COUNTY SCHOOL BOARD

September 21, 2015

 

The Alleghany County School Board held its regular meeting on September 21, 2015, at 6:00 p.m. at Callaghan Elementary School in Covington, Virginia.

 

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

 

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

 

ABSENT:

 

Chairman Tucker announced the following additions to the agenda:



1. Under agenda item #16-69, School Board Commendations, certificates will be presented to four Alleghany High School students

and two Alleghany High School teachers for participating in roundtable discussions with Governor McAuliffe.
2. Agenda item #16-91, “Resolution to declare October as Bullying Prevention Month” will be inserted after agenda item 16-90.

This is an action item.

 

MINUTES

(16-66) APPROVAL OF MINUTES

a.     August 11, 2015 Called Meeting

b.     August 17, 2015 Regular Meeting

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

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

 

COMMUNITY PARTICIPATION

(16-67) OPENING REMARKS AND WELCOME BY NANCY MOGA, PRINCIPAL, CALLAGHAN ELEMENTARY SCHOOL

Ms. Moga read the following statement:  “Welcome to the greatest school in the universe!   This is the 16th school board meeting to be held here.  The school building is 51 years old.  We remain grateful to the Alleghany County School Board and the citizens of Alleghany County for providing a comfortable, renovated building in which students enjoy learning each day. Your supper was served by our cafeteria staff, led by Sherry Wolfe, Gina Adkins, and Patty Cody.  Desserts were provided by Sammie Brookman, Jeannie Adkins, Elisabeth Thompson, and Angie Jones.  The cake was provided by the Alleghany County School Board in celebration of state accreditation. Thank you!  This is our 14th year of Callaghan earning full accreditation according to Virginia standards and it will be the 10th year making AYP as set by federal benchmarks for NCLB.  Congratulations to our students and parents, those present, please stand.  These parents represent 96% of the parents who attended the August Open House. All teachers are highly qualified with 58% having earned their Master’s degree.    All of our assistants are highly qualified.  With our support staff of drivers, custodians, cafeteria workers, and therapists, we have 47 adults scheduled to work here all or some part of each week.    Staff members, please stand. You board members are an extended part of our Callaghan family.  So welcome home, and let me know what I can do to help your meeting operate smoothly.”

 

(16-68) REMARKS BY PTO REPRESENTATIVE

Jennifer Cales read the following statement:  “Good evening ladies and gentlemen and welcome to Callaghan School.  I am the current Treasurer for the Callaghan PTO and I am here tonight because our PTO president is out-of-town. I just have to add that after speaking to the board many times in the past, last year I was thrilled that I wouldn’t have to do this again knowing that I really hate to public speak.  A certain someone, who shall remain nameless, promised it was the last time.  However, here I am.  So, since I have your attention I would like to tell you a little bit about our PTO here at Callaghan.   Our PTO is very active.  We have monthly activities including Friday night’s Sock Hop.  We had nearly 70 children along with their parents attending with a wonderful volunteer DJ, Edna Dial.  The kids just love her.    She is loaded up on energy and she refers to Mrs. Moga as “Momma Moga”.  Check out our PTO Facebook page for this year’s pictures and a couple video clips.  On Sunday, October 3rd, we will host our annual Thirty-one Bingo at the Covington Moose Lodge.  There will be 20 opportunities to win some wonderful stuffed bags. We invite you to attend.  Tickets will be on sale soon.  Friday, October 23rd is our Annual Trunk-or-Treat.  This event has been growing by leaps and bounds every year and has become a community event as well.  This event is generally free and we serve hot dogs, chips and drinks while the children trick-or-treat around the parking lot.  Since the event is getting so large we may have to change things up just a little bit this year.  We are blessed that the Callaghan Ruritans have been helping cook and serve our food for this event for several years.  In December we will hold our Holiday Shop.  We have a special shopper, Emily Roark, which purchases items all year long for the children to purchase.  The children love this event and enjoy being able to shop for moms, dads, sisters and brothers.  It is fun to watch the children pick out that special gift that they “think” mom is going to enjoy.  Sometimes it’s spot on and other times it’s that match box car that you know they really want, but they just know that mom is going to love it!!!  Guess what, us moms, we really do!!!   We have many other activities scheduled for 2016 including Candy Bar Bingo.  Once again, we bring Edna Dial into the mix and the admission for that event is a large candy bar per family.  The kids just love it!!!  We generally have a wonderful turn out for this event as well.  The talent show is up next, what an excellent way for the kids to display their talents.  This year we are scheduled to hold our biannual Spring Carnival.  This is a wonderful fundraiser.  We generally have games, jumpies, hot dogs, BBQ, sno cones, cotton candy, and entertainment from the local dancers.  What a great way to spend a Friday night.  Let’s not forget Field Day.  Although Mr. Bartley organizes all the events, the PTO purchases the lunch, t-shirts, water bottles, sno cones and all expenses for the day.  These are just some of the activities the Callaghan PTO contributes to Callaghan Elementary.  Thank you so much for your time and I hope you all have a safe trip home this evening.”

 

(16-69) SCHOOL BOARD COMMENDATIONS

Callaghan students who earned a perfect 600 score on their spring 2015 SOL assessment

Grade 3:  Tabitha Simmons
Grade 4:  Dalton Griffith
Grade 5:  Layla Booth, D.J. Bruce, and Savanna Simmons

ABCD Awards (Above and Beyond the Call of Duty)

Krista Craft and Linda Liptrap

VSBA Media Honor Roll:

Gavin Dressler, The Virginian Review

Alleghany High School teachers and students who attended roundtable discussion with Governor McAuliffe:

Christian Conrad (social studies teacher), Seth Davis (social studies teacher), Clay Adkins (student), Bentleigh Asboth (student), Elaina Fridley (student), and Kameron Warlitner (student).

 

(16-70) PUBLIC COMMENT

There were no citizens wishing to address the Board.

(16-71) SCHOOL BOARD MEMBER AND SUPERINTENDENT COMMENTS

Mr. Wright thanked Ms. Moga for hosting the meeting and the dinner.  He congratulated the students on their SOL scores.  He thanked Gavin Dressler for his media coverage.  He commended Krista Craft and Linda Liptrap for earning the “ABCD” award. 

Mrs. Kerns thanked everyone for attending the meeting and Ms. Moga for hosting.  She thanked the cafeteria staff for the dinner.  She stated the PTO does so much for the school and she appreciates their support.  She commended the high school students for attending the Governor’s roundtable discussion and stated it takes a lot of courage to make your voice heard.

Mr. Persinger thanked everyone for attending the meeting and supporting the school.  He stated the SOL tests are more stringent now so for a student to score a perfect score is quite a big deal.  He thanked Ms. Moga for hosting the meeting and the community for its support of the school.

Mr. Angle congratulated the students on their SOL scores.  He thanked all the staff for everything they do for their students.  He commended the PTO for their support of the school. 

Mr. Lane thanked Ms. Moga and staff for hosting the meeting and the excellent dinner.  He stated there is a positive energy at Callaghan and he enjoys it.  He stated it is his goal that everyone works together to make our school division the preferred school of the area. 

Mr. Truett thanked the staff for the great meal.  He stated the school has a wonderful support system from the staff and community.  He congratulated everyone on their respective awards.

Mr. Tucker thanked Ms. Moga and staff for hosting the meeting and meal.  He stated the school is fully accredited and this comes from hard work by the student, staff, and parents.  He thanked everyone for attending the meeting.  He noted this is the first time the “ABCD” awards have been presented and both staff members well deserve the recognition, as does each staff member.  He thanked Mr. Dressler for his media coverage of the schools and community. 

Mr. Kotulka congratulated the students on their SOL scores.  He thanked the staff for their support of the school.  He congratulated Mrs. Craft and Ms. Liptrap as the first recipients of the “ABCD” award.  He thanked Ms. Moga for hosting the meeting.  Keven Rice, Director of Finance, and Joy McDonald, Educational Technology Specialist, were both introduced as new employees of the division. 

BUSINESS AND FINANCE

(16-72) BUDGET REPORT

 

School Operating Fund

$562,967.69

School Textbook Fund

$1,355,904.29

Alleghany Foundation Nursing Grant

$78,553.14

Governor’s School

$116,424.05

Scholarship

$77,807.59

Alleghany Foundation Mental Health Initiative

$16,511.45

School Capital

$1,506,691.87

Medicaid Reimbursement

$464,303.75

Technology

$21,985.06

Grand Total

$4,201,148.89

 

(16-73) PAYMENT OF BILLS

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

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

(16-74) TEN-DAY STUDENT MEMBERSHIP REPORT

Ms. Mutispaugh presented the report of enrollment for the first ten days of school and the Tuesday after Labor Day.  She noted the enrollment for JK-12 as of September 8, was 2195.  Our budget is based on 2172, she noted.  

(16-75) CAFETERIA REPORT

Mr. Kotulka presented the August cafeteria report. He reported a beginning cash balance as of August 31 is $411,286, which is a 2.02% increase from last year.  During 2014-2015, school revenues decreased by $20,564 and expenditures decreased by $8,882, he noted.   

(16-76) APPROVAL OF BUDGET DEVELOPMENT CALENDAR AND DESIGNATION OF 6:00 P.M., JANUARY 25, 2016 AS DATE FOR PUBLIC HEARING ON 2016-2017 BUDGET

The budget development calendar was reviewed.  Of note is the public hearing date of January 25, 2016.  The target date for approval of the budget is March 21, 2016.  The Code of Virginia requires the School board budget be presented to the Board of Supervisors by April 1. 

MOTION: That the Board approve the budget development calendar as presented and designate January 25, 2016 as the date for the public hearing on the 2016-2017 budget.

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

(16-77) DESIGNATION OF SCHOOL BOARD LIAISON(S) TO ADMINISTRATIVE BUDGET COMMITTEE

Mr. Kotulka stated one or two Board members should be designated as school board liaisons to serve on the Administrative Budget Committee.  The committee will meet on the following dates:  November 9, December 7, January 4, February 1, and February 29. 

MOTION: That the Board designate Mr. Persinger and Mr. Wright to serve on the Administrative Budget Committee.  

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

(16-78) CONSIDER RESOLUTION REGARDING VRS HYBRID 403(b) RETIREMENT PLAN

The 2015 Virginia General Assembly approved legislation that allows school divisions to create employer-sponsored 403(b) plans for mandatory and voluntary employee contributions to the Hybrid Retirement Plan in lieu of participating in the VRS Hybrid 457 Deferred Compensation Plan that is currently provided for such contributions. Should the school division opt to create an employer-sponsored hybrid 403(b) plan, we would assume some fiduciary responsibilities we do not currently have with the 457 plan. The legislation does not spell out what these fiduciary responsibilities are and VRS recommends that school divisions considering such seek legal counsel. VRS also notes that the investment management fees that plan participants incur will likely be higher with a 403(b) employer sponsored plan than they are with the current VRS 457 plan. Finally, we do not have the investment management expertise on our staff to effectively oversee a 403(b) program and the investments contained therein whereas VRS does.  Mr. Kotulka and Mr. Rice recommended the approval of the resolution to not offer the employer-sponsored 403(b) plan for hybrid employees and to continue participation in the 457 plan.

MOTION: That the Board approve the resolution to not offer the employer-sponsored 403(b) plan for hybrid employees and to continue participation in the 457 plan, as presented.  

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

 

SUPERINTENDENT’S REPORTS AND RECOMMENDATIONS

(16-79) CALENDAR INFORMATION

Mr. Kotulka reminded the Board of the following meetings:


-September 23 – VSBA Professional Development/Training in Charlottesville

-September 29, 9:00 a.m. - 3:00 p.m. – Board Work Session at Central Office Complex

-October 13, 12:00 p.m. – JRTC Joint Board at JRTC

-October 19 – Regular monthly meeting at Clifton Middle School

-October monthly calendar

-November 18-20 – VSBA Annual Conference in Williamsburg

(16-80) JRTC ANNUAL REPORT

Glenn Spangler presented the JRTC 2014-2015 Year in Review.  Wayne Persinger presented the Alternative Placement Program report, and Jeff Alleman presented the ETC Annual Work Order History report. 

(16-81) SUMMARY OF 2014-2015 STATE DISCIPLINE, CRIME AND VIOLENCE REPORT

Mr. Vaughan presented the 2014-2015 Discipline Summary and the year-end School Resource Officer (SRO) data.  This data has been submitted to the state as part of our annual Discipline, Crime and Violence Report.  Administrators reported 1280 discipline referrals for 2014-2015; 674 at AHS, 518 at CMS, and 88 at the elementary schools.  Not all discipline referrals are reported to the state because they have a discipline sanction that is considered a minor offense.  The total number of referrals is a decrease of 20 from the previous year.  The School Resource Officers reported 297 referrals.  For clarification purposes, some categories of the SRO report do not match the division’s summary report.  This is a reflection of different terminology used by law enforcement and the Department of Education.

(16-82) APPROVAL OF 2015-2016 COMMITTEES

The following committees were presented for approval:  Calendar Committee, Gifted Advisory Committee, Title I District Advisory Committee, Attendance Committee, CTE Advisory Committee, Greater Alleghany School Health Consortium Committee, School Health Advisory Board (SHAB), and Safe School Committee.

MOTION: That the Board approve all committees, as presented.  

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

(16-83) REVIEW OF BUS REPLACEMENT SCHEDULE

Mike Isbell, Supervisor of Maintenance and Transportation, presented the bus replacement schedule.  He explained the responsibility for purchasing school buses and school activity buses which meet state and federal requirements rests with the division superintendents and local school boards.  A schedule for the replacement of buses on a continuing basis shall be developed and implemented by each school division.

(16-84) ANNUAL REPORT ON ENERGY MANAGEMENT OUTCOME

Mr. Isbell presented the annual report on energy management.  He stated it is the practice of our division to efficiently monitor and manage energy consumption.  He noted energy costs were down for FY 2014-2015 versus FY 2013-2014.  The majority of the decrease can be attributed to the drop in oil prices, and the geothermal system and energy efficient lighting at the high school, he noted.

(16-85) CAPITAL IMPROVEMENT AND OPERATIONAL MAINTENANCE UPDATE

Board members were provided the work orders in their agenda packet.   Mr. Isbell reviewed the reports.   

(16-86) CONSIDER APPROVAL OF POLICY JECB, “ADMISSION OF NONPUBLIC STUDENTS FOR PART-TIME ENROLLMENT”

Mr. Kotulka stated this policy was discussed at the August meeting for approval at the September meeting.  He explained the policy and stated the Board should determine if it wants to revise our current policy to allow the admission of non-public students for part-time enrollment.

MOTION: That the Board approve Policy JECB, “Admission of Non-public Students for Part-time Enrollment”, as presented.

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

(16-87) SCHOOL IMPROVEMENT UPDATE

Jan Hobbs, Director of Assessment and Student Success, explained that Alleghany High School, Clifton Middle School and the School Division must submit an improvement plan to the Office of School Improvement at the Virginia Department of Education.  The plan is due by October 1, 2015, and must be approved by the Superintendent and the School Board prior to submittal.  AHS administrators, CMS administrators, and division level staff met with an OSI contractor in December, 2014, to complete a school improvement audit of lesson plans and evaluations. We then met with an OSI contractor in June, 2015. The OSI contractor provided guidance in developing the plans to be submitted.  We utilized feedback from the audit to develop the plans.  These plans will be a working document for the next year.   Mr. Kotulka recommended approval of the plans.

MOTION: That the Board approve the School Improvement plans for Alleghany High School, Clifton Middle School, and the Division, as presented.

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

(16-88) FIELD TRIP REQUESTS

a.    80 CMS students to Washington, D.C., Nov. 12-Nov. 13, 2015

b.    60 AHS Choir students to New York City NY, March 23-26, 2016

MOTION: That the Board approve all policies, as presented and recommended.

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

 

POLICY REVISIONS:

(16-89) POLICY REVISIONS RECOMMENDED BY ADMINISTRATION

The proposed policy revisions were:  IGBA-R and IGBAZ. 

MOTION: That the Board approve all policies, as presented and recommended.

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

 

(16-90) COMMUNICATIONS AND REPORTS

This information was provided for information purposes.


a. JRTC monthly report

b. JRGS update

c. New Tech Committee

d. Summary of 2015-2016 federal school nutrition program annual agreement

e. MRSA information


OTHER BUSINESS

(16-91) RESOLUTION TO DECLARE OCTOBER AS BULLYING PREVENTION MONTH

Mr. Truett read the resolution.

MOTION: That the Board approve a resolution declaring October as Bullying Prevention Month, as presented.

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

 

CLOSED SESSION

(16-92) CODE OF VIRGINIA: COMPULSORY ATTENDANCE 2.2-1-254.B.1; AND PERSONNEL MATTERS 2.2-3711.A.1

MOTION: That the School Board enter closed session to discuss Compulsory Attendance and Personnel Matters, as authorized by the Code of Virginia Sections 2.2-1-254B.1 and 2.2-3711.A.1.

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: 7:44 p.m.

*Amber Kerns departed the meeting at 8:15 p.m.

 

MOTION: That the School Board return to open session from closed session.
MOTION:   Mr. Angle       
SECOND:  Mr. Truett  

ROLL CALL VOTE:

Mr. Angle

- YES



Mrs. Kerns

- ABSENT



Mr. Lane

- YES



Mr. Persinger

- YES



Mr. Truett

- YES



Mr. Tucker

- YES



Mr. Wright

- YES







6 -YES

1 - ABSENT

0 - NO


Time:

9:03 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. Truett      
                                    SECOND:   Mr. Angle


ROLL CALL VOTE:

Mr. Angle

- YES




Mrs. Kerns

- ABSENT




Mr. Lane

- YES




Mr. Persinger

- YES




Mr. Truett

- YES




Mr. Tucker

- YES




Mr. Wright

- YES









6 -YES

1 - ABSENT

0 - NO



Time:

9:04 p.m.



____________________________________        ___________________________
Chairman, Alleghany County School Board                         Clerk

 

PERSONNEL

(16-93) PERSONNEL ACTIONS

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

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

 

(16-94) CONSIDER COMPENSATION OPTIONS FOR EMPLOYEES

Mr. Kotulka reviewed the additional compensation options for the 2015-16 school year.   He recommended a 2% increase for all classified employees, a 1.5% increase for all certified employees, and a 1% increase for all administrators.   

MOTION: That the Board approve salary adjustments for all employees, as discussed by the Board and recommended by the Superintendent.

MOTION:    Mr. Wright      
SECOND:  Mr. Lane  

ROLL CALL VOTE:

Mr. Angle

- YES



Mrs. Kerns - ABSENT

Mr. Lane - YES

Mr. Persinger - NO

Mr. Truett - YES

Mr. Tucker - YES

Mr. Wright - YES





5 -YES 1 - ABSENT 1 - NO



DISPOSITION OF PUPIL PERSONNEL

(16-95) PUPIL PERSONNEL CASES

a. Case #16-03

MOTION: That student #16-03 is released from compulsory attendance per religious exemption, as discussed in closed session.

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

b. Case #16-04

MOTION: That student #16-04 is released from compulsory attendance per religious exemption, as discussed in closed session.

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

c. Case #16-05

MOTION: That student #16-05 is released from compulsory attendance per religious exemption, as discussed in closed session.

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

d. Case #16-06

MOTION: That student #16-06 is released from compulsory attendance per religious exemption, as discussed in closed session.

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

e. Case #16-07

MOTION: That student #16-07 is released from compulsory attendance per religious exemption, as discussed in closed session.

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

f. Case #16-08

MOTION: That student #16-08 is released from compulsory attendance per religious exemption, as discussed in closed session.

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

g. Case #16-10

MOTION: That student #16-10 is released from compulsory attendance per religious exemption, as discussed in closed session.

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

h. Case #16-11

MOTION: That student #16-11 is released from compulsory attendance per religious exemption, as discussed in closed session.

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

 

ADJOURNMENT

MOTION: That the September 21, 2015 meeting of the Alleghany County School Board be adjourned.

MOTION:   Mr. Angle 
TIME:  9:06 p.m.

_______________________________________       _________________________________

Chairman, Alleghany County School Board                                     Clerk