8-15-2016 Regular Meeting Minutes

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MINUTES

REGULAR MEETING OF THE ALLEGHANY COUNTY SCHOOL BOARD

August 15, 2016

 

The Alleghany County School Board held its regular meeting on August 15, 2016, at 6:00 p.m. at the Central Office Complex in Low Moor, Virginia.

 

PRESENT: Gerald E. Franson; R. Craig Lane; Norman L. Persinger, Jr.; Jennifer S. Seckner; 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: 


MINUTES

(17-30) Approval of Minutes

  1. July 5, 2016 Reorganization, Year End, and Regular Meeting
  2. July 27, 2016 Called Meeting

MOTION: That the minutes be approved, as presented.

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


COMMUNITY PARTICIPATION

(17-31) SCHOOL BOARD COMMENDATIONS:

Employee recognitions:  Melinda Hinkle, Corey Bowles, Debbie Henderson, and Sandy Moss

Recognition of retiree:  Romania Jordan


(17-32) PUBLIC COMMENT

There were no citizens wishing to address the Board.

 

(17-33) SCHOOL BOARD MEMBER AND SUPERINTENDENT COMMENTS

Mr. Truett welcomed everyone to the new school year.  He commended Melinda Hinkle and Corey Bowles on being selected to present at the VSBA Conference on Education.  He thanked Sandy Moss for volunteering her time for the school supply drive.  He stated he is looking forward to an exciting new school year. 


Mr. Franson thanked everyone for attending the meeting.  He thanked Melinda Hinkle and Corey Bowles for their presentation at VSBA and stated this division has a lot of teachers who are excellent leaders and care about the students.  He stated our goal is to give the kids the best education possible.  He thanked Sandy Moss for extending a helping hand to those in need and stated this is the greatest act of kindness anyone can do.  He offered well wishes to Romania Jordan on her retirement. 


Ms. Seckner congratulated Romania Jordan on her retirement.  She thanked Mrs. Hinkle, Mrs. Bowles, Mrs. Henderson and Mrs. Moss for their extra efforts for our school system.  She stated the first three days of school were great and she is looking forward to the school year.


Mr. Lane stated the year was off to a great start.  He commended the staff for the extra efforts to landscape the buildings and stated it looks very good.  He thanked Mrs. Moss for the school supply drive and being able to gather over 200 backpacks.  He thanked Mrs. Hinkle and Mrs. Bowles for presenting at the VSBA Conference on Education.   


Mr. Persinger echoed comments from other Board members.  He stated our employees are quick to give back to the community and students.  He stated the school year started smoothly and he is looking forward to a successful year. 


Mr. Wright stated it is nice to have people representing our school division for things such as VSBA events and community service projects.  He offered special thanks to the staff at Callaghan School for their assistance during the recent flood. 


Mr. Tucker stated he is looking forward to Mrs. Hinkle’s and Mrs. Bowles’ presentation at the VSBA Conference in November.  He thanked Mrs. Moss and Mrs. Henderson for their community service.  He stated the division convocation was great. 


Mr. Kotulka thanked all staff for their hard work over the summer to get ready for the start of school, which went very smoothly.  He noted he rode a school bus the first day and was impressed at how well the drivers know their students.  He thanked Mike Isbell and staff for the landscaping at the buildings.  He stated he has never seen such a dedicated and caring staff. 


BUSINESS AND FINANCE

(17-34) BUDGET REPORT

School Operating Fund

$2,295,325.98

School Textbook Fund

$1,479,141.41

Alleghany Foundation Nursing Grant

$31,584.66

Governor’s School

$134,518.04

Scholarship

$76,885.63

Alleghany Foundation Mental Health Initiative

$3,481.81

School Capital

$1,457,339.71

Medicaid Reimbursement

$501,145.67

Technology

$21,892.57

Grand Total

$6,001,315.48

 

(17-35) PAYMENT OF BILLS

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

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

 

(17-36) CAFETERIA REPORTS – JUNE, YEAR-END, AND JULY 2016

The net income balance for month ending June 30, 2016 is $381,271 which is a $37,406 decrease from last year (June, 2015 $418,676).   The net income balance for year ending June 30, 2016 is $381,271 which is a $37,406 decrease from last year (June 30, 2015 $418,676).  The net income balance for month ending July 31, 2016 is $381,271 which is a $43,513 decrease from last year (July 2016 $409,965).


SUPERINTENDENT REPORTS AND RECOMMENDATIONS

(17-37) CALENDAR INFORMATION

Mr. Kotulka reminded the Board of the following meetings:

- September 13 – 12:00 p.m. – JRTC Joint Board of Control meeting at JRTC

- September 19 – 6:00 p.m. - Regular monthly meeting at Callaghan Elementary School

- September monthly calendar

- November 16-18 – VSBA Annual Conference in Williamsburg

 

(17-38) PRELIMINARY REPORT ON STATE ACCREDITATION STATUS

Mary Jane Mutispaugh, Director of Instruction, presented the report.  She explained that school divisions in the Commonwealth of Virginia are bound by a dual system of accountability.  Schools and divisions must meet state accountability standards and federal accountability standards.  State standards are met by schools achieving a 75% pass rate on Standards of Learning (SOL) assessments in English and a 70% pass rate on SOL assessments in math, science and history.  The high school must also have a graduation completion index of 85 or greater.  Final data will be provided to school divisions and will be available through school report cards on the Virginia Department of Education website.  Preliminary results indicate that three schools in Alleghany County will be fully accredited under state accreditation standards - Alleghany High School, Callaghan Elementary School, and Sharon Elementary School.  Two schools will be accredited with warning - Clifton Middle School and Mountain View Elementary School.


(17-39) ENGLISH ELECTIVE TEXTBOOK RECOMMENDATIONS

Mrs. Mutispaugh explained that as a 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 recommended textbooks for the new English elective courses Mythology and Science Fiction/Fantasy Literature courses.

MOTION: That the Board approve the English elective textbooks, as presented.

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


(17-40) CERTIFICATION THAT SCHOOL BOARD MEMBERS HAVE REVIEWED AND APPROVE OF SCHOOL CRISIS PLANS IN ACCORDANCE WITH THE CODE OF VIRGINIA § 22.1-279.8

The Code of Virginia requires the School Board certify that School Board members have reviewed each school’s crisis plans.   Each plan was provided to the Board except for the School Board Office/Turning Point Crisis Plan.  Upon its completion, it will be provided to the Board for review before August 31.

MOTION: That the Board approve all school crisis plans except for the School Board Office/Turning Point plan.

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

 

(17-41)AWARD CONTRACT FOR INTERCOM SYSTEM/BELL SYSTEM AT CLIFTON MIDDLE SCHOOL AND MOUNTAIN VIEW ELEMENTARY SCHOOL

On June 20, 2016, the Alleghany County School Board authorized an invitation for bid for a bell/intercom system installation at Clifton Middle School and Mountain View Elementary School.  The invitation for bid was published on the division’s web site on June 21, 2016.  Advertisements were published in the Virginian Review and on the division’s web site.  Information Technology advises acceptance of the project bid price of $66,725.00 as returned by Templeton-Vest.

MOTION: That the Board approve Templeton-Vest for the intercom system/bell system at Clifton Middle School and Mountain View Elementary School, as presented.

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


(17-42) CAPITAL IMPROVEMENT AND OPERATIONAL MAINTENANCE UPDATE

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


(17-43) ANNUAL REPORT ON ENERGY MANAGEMENT OUTCOMES

Mike Isbell presented the annual report.


(17-44)SUBMISSION OF SECURITY EQUIPMENT GRANT APPLICATION

If awarded this grant, Alleghany County Public Schools would be able to complete security related projects. The grant requires a local match of 25%, up to $100,000.  This item was presented as information in July.

MOTION: That the Board approve the submission of the Security Equipment Grant application, as presented.

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


(17-45) DISCIPLINE, CRIME AND VIOLENCE REPORT

Fred Vaughan, Director of Human Resources and Pupil Personnel, presented the report.  The data has been submitted to the state as part of our annual Discipline, Crime and Violence Report. This report is used in part as data determining persistently dangerous schools as required by Elementary and Secondary Education Act.   The total number of referrals is a decrease of 60 from the previous year.

 

(17-46) ATTENDANCE/TRUANCY REPORT

Jan Hobbs, Director of Assessment and Accountability, presented the report.  She explained that attendance letters are sent, attendance conferences are held, attendance improvement plans are completed and the number of students referred to the attendance officer are monitored by Tamyra Ross. 

 

(17-47) REPORT ON NON-RESIDENT/NON-DISTRICT STUDENTS

Ms. Hobbs presented the report.  She explained that School Board Regulation JEC-R states non-resident and non-district students must complete an application to attend a different school from the school he/she should attend due to residency.  As of July 19, 2016, 111 non-resident applications have been accepted for the 2016-17 school year; 57 non-district applications were accepted; and 4 applications were denied attendance in Alleghany County Schools. Students denied access were due to the students failing to follow all policies, rules and regulations of the Alleghany County School System. 


(17-48) ANNUAL HOMEBOUND REPORT FOR 2015-2016

Fiscal Year

Budget

Actual Cost

15-16

$20,000

$37,021

14-15

$40,000

$33,929

13-14

$40,000

$21,780

12-13

$40,000

$56,054

11-12

$40,000

$31,102

10-11

$40,000

$32,417

Fiscal Year

Temporary

Temporary w/IEP

Full Year

Full Year w/IEP

Total

15-16

3

8

1*

3

15

14-15

10

6

0

5

21

13-14

6

7

0

3

16

12-13

7

10

0

8

25

11-12

12

13

0

3

28

10-11

14

15

0

1

30

 

(17-49) ANNUAL HOMESCHOOL REPORT FOR 2015-2016

Grade Level

Homeschool

Religious Exemption

K

11

1

1

5

2

2

11

 

3

4

2

4

6

1

5

9

3

6

5

 

7

7

2

8

10

 

9

8

1

10

9

2

11

12

4

12

7

1

Total

84

19

The overall total of students educated in the home was 103 for the 2015-2016 school year.


(17-50) TRANSFINDER REPORT

Mike Isbell and Russell Stone offered a presentation showing how the Transfinder program works.  Mr. Isbell noted a follow-up report would be provided to the Board in October or November.

 

POLICY REVISIONS:

(17-51) POLICY RECOMMENDED BY VSBA AND/OR ADMINISTRATION

Policy GCQA – Non-School Employment by Staff Members: Replaces outdated policy and aligns with current leave regulations including the Family Medical Leave Act (FMLA).  This was an information item this month and will be presented for approval in September.

 

(17-52) COMMUNICATIONS AND REPORTS

  1. JRTC monthly report
  2. One-to-One Initiative update
  3. Sample consent agenda
  4. Summary of 2016-2017 federal school nutrition program annual agreement


OTHER BUSINESS

(17-53) ADDITION TO THE AGENDA

There were no further additions to the agenda.


CLOSED SESSION

(17-54) CODE OF VIRGINIA: PERSONNEL 2.2-3711.A.1, AND DISCUSSION OF SCHOOL SAFETY REPORTS 2.2-3711.A.19.

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

MOTION:   Mr. Lane
SECOND:  Mr. Wright
ROLL CALL VOTE:    Mr. Franson - YES                                                                               

                                    Mr. Lane - YES

                                    Mr. Persinger - YES

                                    Mrs. Seckner - YES

                                    Mr. Truett – YES

                                    Mr. Tucker - YES

                                    Mr. Wright - YES                                 

                                    7 -YES      0 - ABSENT      0 -NO

                                    TIME: 7:20 p.m.

 

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

MOTION: Mr. Truett  
SECOND:   Mr. Lane
ROLL CALL VOTE:   Unanimous
TIME:  7:54 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. Lane
                                    ROLL CALL VOTE:    Mr. Franson – YES

                                                                        Mr. Lane - YES

                                                                        Mr. Persinger - YES

                                                                        Mrs. Seckner - YES

                                                                        Mr. Truett – YES

                                                                        Mr. Tucker - YES

                                                                        Mr. Wright - YES                                 

                                                                        7 -YES    0 - ABSENT   0 - NO

                                                                        TIME: 7:55 p.m.                       

_____________________________________        ____________________________

   Chairman, Alleghany County School Board                                Clerk

 

PERSONNEL

(17-55) 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. Franson
ROLL CALL VOTE:  Unanimous

 

ADJOURNMENT

MOTION:  That the August 15, 2016 meeting of the Alleghany County School Board be adjourned.

MOTION:  Mr. Lane 
TIME:  7:56 p.m.


___________________________________              ____________________________
Chairman, Alleghany County School Board                                    Clerk