4-16-2018 Regular Meeting Minutes

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MINUTES

REGULAR MEETING OF THE ALLEGHANY COUNTY SCHOOL BOARD

April 16, 2018

 

The Alleghany County School Board held its regular meeting on April 16, 2018, at 6:00 p.m. at Clifton Middle School in Covington, Virginia.

PRESENT: Gerald E. Franson, Vice Chairman; R. Craig Lane; Danielle I. Morgan; Norman L. Persinger, Jr.; Jennifer S. Seckner; 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.  Agenda item #18-294, “Approval of CTE Technology Lab” will be inserted after agenda item #18-294 and is an action item.

 

COMMUNITY PARTICIPATION

(18-270) OPENING REMARKS AND WELCOME BY SARAH ROWE, PRINCIPAL, CLIFTON MIDDLE SCHOOL

Mrs. Rowe welcomed everyone to Clifton Middle School and stated she is proud of all the academic and athletic accomplishments by the students, and she is proud to be principal of such a great school.  She thanked her staff for their support.

(18-271) REMARKS BY CLIFTON MIDDLE SCHOOL PTO REPRESENTATIVE

Katrina Bradberry welcomed everyone and discussed past and upcoming PTO events such as Spirit Wear Days, dances, flower sales, and the Character Counts program.  She stated the PTO will be providing lunch for Field Day.  She stated she is resigning from the Board at the end of the year and they are actively recruiting new board members.  She stated Clifton Middle School is a great place to be and the PTO is looking forward to another great year next year.

(18-272) SCHOOL BOARD COMMENDATIONS

(18-273) PUBLIC COMMENT

a)  Bob Umstead – Mr. Umstead stated he has received many phone calls recently from employees who are disappointed and want their salaries to improve.  He stated he realizes the Board of Supervisors has done as much as they can and property taxes probably won’t’ go up, so he challenged the School Board and superintendent to do something to help employees.  He stated some way we have to convince Richmond that our employees deserve what other larger school divisions are getting.  He stated it was discussed at the VEA meeting earlier in the day to request a 6-10% raise and to work together as a unified group to find a way to make it happen. 

(18-274) SCHOOL BOARD MEMBERS AND SUPERINTENDENT COMMENTS

Mr. Franson thanked everyone for attending the meeting.  He congratulated the students who earned a 600 on their SOL test.  He commended the ABCD Award winners, the Business Honor Roll winners, and Educator of the Year finalists and winner.  He stated he saw the middle school play over the weekend and it was absolutely awesome.  

Mrs. Seckner thanked Mrs. Rowe and staff for the warm welcome and hosting the meeting.  She thanked Katrina Bradberry for her service on the PTO Board.  She thanked Bob Umstead for being a voice for teachers and said she agrees that teachers should be better compensated.  She stated she wants to work with VSBA and VEA to see what can be done.  She congratulated those receiving awards.  She thanked Josh Craft and Kathy Crutchfield for their leadership of the middle school play. 

Mrs. Morgan thanked Mrs. Rowe and Katrina Bradberry for their comments and hosting the meeting.  She stated she has visited middle school classrooms and was delighted to see the interaction between the teacher and the students.  She commended those who received an ABCD Award and noted they make such an impact on a student.  She congratulated the finalists for the Educator of the Year and Kim Fix as the winner.  She thanked the businesses who received the VSBA Business Honor Roll Award and stated their donations to the community and students do not go unnoticed.  She thanked Bob Umstead for this comments and offered support to work together and move forward. 

Mr. Lane thanked Mrs. Rowe and staff for hosting the meeting.  He congratulated those who received an ABCD Award and stated they are the “best of the best”.  He acknowledged the teachers who were finalists and the winner for the Educator of the Year and stated it is a big deal to be nominated for this award.  He commended the businesses who received the Business Honor Roll Award and stated he appreciates their support of the schools.  He thanked Bob Umstead for his comments and noted that salaries are discussed by the Board at every meeting. 

Mr. Persinger thanked everyone for attending the meeting.  He congratulated the SOL award winners and stated it is a great testament to the middle school staff, and also the staff at the elementary level.  He thanked the businesses who donated their time and materials to support the schools.  He congratulated the Educator of the Year finalists and winner.  He commended Josh Craft and Kathy Crutchfield for the middle school play and stated it was great.  He thanked Bob Umstead for his comments. 

Mr. Wright thanked everyone for attending the meeting.  He wished luck to the JRTC students who would be competing at the Skills USA competition that week.  He congratulated everyone who received an award. He thanked Bob Umstead for his comments and said he agrees that we need to unite this area because we are losing businesses, students, and general population and the only way to remedy the problem is to work together, beginning with a joint school system. 

Mr. Tucker thanked Mrs. Bradberry for her service to the PTO for many years.  He thanked the Business Honor Roll award winners and stated a person can find anything they need at Northwest True Value.  He stated he enjoyed the middle school play and if he didn’t know, he wouldn’t have guessed the cast was middle school students.  He thanked the teachers who were nominated for Educator of the Year and stated they do so much for our students. 

Mr. Kotulka stated all the awards presented are very important awards.  He thanked Katrina Bradberry for her years of service to the PTO. He stated the Educator of the Year finalists and winner are incredible, and all teachers are incredible.  He reiterated Bob Umstead’s comments and noted the state has not done their fair share in providing for smaller school divisions and until we speak together to make sure we are heard, nothing will change.  He noted the Board of Supervisors has done all they can do and he appreciates their support.  He thanked Josh Craft and Kathy Crutchfield for the incredible middle school play over the weekend.


(18-275) CONSENT AGENDA

The following items were included for approval.   

a. Approval of Minutes of March 5, 2018 Budget Work Session, March 15, 2018 Called Meeting, March 19, 2018 regular Meeting, and March 28, 2018 Joint Work Session with Board of Supervisors    

           b. Approval of payment of bills

c. Cafeteria Report

d. Communications/Monthly Reports

  1. JRTC monthly report

e. Field Trip – AHS students/Cross Country team to Pole Green Park and Kings Dominion, September 22-23, 2018

MOTION: That the items listed on the consent agenda be approved as presented.
MOTION:   Mr. Franson
SECOND: Mr. Wright       
ROLL CALL VOTE:  Unanimous 

BUDGET AND FINANCE

(18-276) BUDGET REPORT

School Operating Fund

$3,023,469.95

School Textbook Fund

$1,136,532.30

Alleghany Foundation Nursing Grant

$52,969.56

Governor’s School

$212,682.08

Scholarship

$76,793.17

Alleghany Foundation Mental Health Initiative

$0

School Capital

$1,135,411.24

Medicaid Reimbursement

$447,203.70

Technology

$0

New Tech Program

$421,098.14

Grand Total

$6,506,160.14

 


(18-277) MARCH 31 ADM REPORT

Our preliminary March 31, 2018 average daily membership (ADM) as reported to the Virginia Department of Education is 2,066.09.  This level is 13.9 students less than the 2,080 upon which our 2017-2018 budget is based, and is 48.8 less than the March 31, 2017 membership of 2,114.91.  The average daily membership is a cumulative average of our division-level enrollment from the first day of school through March 31.  It incorporates prorated membership for students who leave or enroll in the division during this time period.  The March 31 average daily membership is a major component in the process by which the Virginia Department of Education computes our annual funding.

 

SUPERINTENDENT REPORTS AND RECOMMENDATIONS

(18-278) CALENDAR INFORMATION

Mr. Kotulka reminded the Board of the following meetings:

- May 1, 11:30 a.m. – AHS Grubbs Glencairn Reception at JRTC

- May 1 – VSBA Blue Ridge Regional Forum Art Show and Dinner at Radford

- May 2, 6:00 – AHS Senior Awards night

- May 6-8 – VASS Spring Conference in Roanoke

- May 8, 12:00 p.m. - Joint Board of Control at JRTC

- May 18, 6:00 p.m.  - Alleghany High School Graduation at AHS Mountaineer Field

- May 21, 6:00 p.m. - Regular meeting at Central Office Complex

- May 23 – Early Release / Last day of school

- May monthly calendar

- June 21, 9:00-3:00 School Board Retreat at Merry Go Round Farm

 

(18-279) SCHOOL IMPROVEMENT UPDATES

Each principal gave a brief review of their improvement plans. 

(18-280) NUTRITION PROGRAM REPORT

Mr. Kotulka reviewed the consultant report that was completed by Dianne Suhrbier, SNS, and an accompanying Action Steps report, completed by Violet Paxton, division cafeteria manager.  Recommendations were made by Ms. Suhrbier and Mrs. Paxton made changes according to her recommendations.  The goal of the consult was to look for ways to increase student participation in the school lunch program.   

(18-281) ONE-TO-ONE INITIATIVE UPDATE

An update on the One-to-One Initiative as it pertains to:

  1. Parent Meetings - Grades 1-4 (reminder)
  • Sharon (gymnasium):April 18 - 6:00 p.m., May 7 - 6:00 p.m., August 1 - 6:00 p.m.
  • Callaghan (multi-purpose Room): April 19 - 8:45 a.m. and 2:30 p.m., July 31 - 5:30 p.m.
  • MVE (Forum Hall): June 4 - 11:30 a.m. and 5:00 p.m., June 21 - 5:00 p.m.
  • Group (All Elementary Schools) CMS/MVES Forum Hall:August 6 - 5:30 p.m.

       2. Staff Training Update

       3.Technology Committee: Update March 27, 2018

       4.Chromebook Order (Grades 1-4)

(18-282) APPROVAL OF CAREER AND TECHNICAL EDUCATION LOCAL PLAN

The Perkins Grant provides funding for the Career and Technical   Education programs.  The funds received from this federal grant are used to support programs in Technology Education, Business Education, Family and Consumer Sciences, Health Sciences, and Agricultural Education.  A draft version of the plan was provided.  Once the Spring Student Record Collection Report is completed, the plan will be updated.   

MOTION: That the Board approve the Career and Technical Education Local Plan, as presented.

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

(18-283) SPECIAL EDUCATION LOCAL ADVISORY COMMITTEE MEMBERSHIP

Each locality is required to have a special education advisory committee. Our advisory committee meets on a quarterly basis. This committee provides required parent approval of the local special education plan for the upcoming school year each year. The committee meetings serve as a venue for discussion of existing programs and to provide parents information on special education issues.   The following names were submitted:

AHS – Tracey Brogan-Black
CMS – Cassandra Brookman, Jeremy Brookman
CES – Amber Hepler

MVES – Amanda Marshall, Paula Cottrell
SES – Amanda Crawford

MOTION: That the Board approve the members of the Special Education Local Advisory Committee, as presented.

MOTION:    Mrs. Morgan
SECOND:  Mr. Lane      
ROLL CALL VOTE:  Unanimous

(18-284) SCOLIOSIS SCREENING AND INFORMATION PROVISION

The division will provide a statement to all parents in the Parent-Student Handbook annually stating that the Virginia Assembly requires schools to provide parents educational material in grades five through ten in accordance with House Bill # 1834 regarding scoliosis. The annual information will be included in the Parent-Student Handbook. In addition, the handbook statement will inform parents that they may request a scoliosis screening be done by the school nurse, and it will be done upon request. Additionally, a letter will be sent home to parents at the beginning of the school year informing them again that they can request a scoliosis screening be done by the school for their child. This letter will require the parent to sign and indicate that they are requesting the screening and return it to school and will be included as part of the packet that is sent home with every student at the beginning of the year. 

(18-285) SPECIAL EDUCATION ANNUAL PLAN

Alleghany County Public Schools will continue extension of services to both elementary and secondary special education students by retaining 7 teachers, a behavior specialist, and one teaching assistant with Federal funds. The division will review future employment status of teachers currently employed, engage in performance evaluation, ensure return of current staff or actively recruit qualified personnel, and ensure student IEP annual review for goal accomplishment and necessary program revision. The division will continue to provide aides and related personnel and evaluate performance, and ensure intent to return or recruit qualified personnel.  Alleghany County Public schools will continue to fund assessment and other contracted services to students with disabilities. The division will also continue provision of appropriate therapies and psychological services including a full time psychologist. The division will retain a transition employment specialist to provide instruction and job coaching to students.  The division will continue the elementary Applied Behavior Analysis (ABA) classroom. The division will continue to facilitate participation in conferences, seminars and professional development for personnel. Alleghany County Public Schools will maintain two reverse inclusion classes. This includes therapies when appropriate. Goods and services purchased will enhance and extend existing options. Transition Services including Home-visits and liaison for students transitioning from Part C to B will be provided. Tuition assistance will be provided for students in licensed settings outside the division as needed. Appropriate therapies will be provided for students as needed. Conferences will be made available to maintain and enhance teacher skills. Materials, supplies, and equipment to enrich and stabilize the existing programs will be purchased.

This plan was presented to the local Special Education Advisory Committee February 20, 2018 for their review and approval. The advisory committee approved it unanimously.  The Board reviewed the plan at the March meeting.

MOTION: That the Board approve the Special Education Annual Plan, as presented.

MOTION:    Mr. Lane
SECOND:  Mrs. Morgan      
ROLL CALL VOTE:  Unanimous

(18-286) LOCAL ASSESSMENT ANNUAL RENEWAL

The accountability system of the Commonwealth of Virginia requires demonstrating student growth.  In order to demonstrate student growth multiple measures need to be considered.  In reviewing the products available for Reading and Math growth, STAR Reading and STAR Math provide student growth information and have the capability of creating learning plans based on student achievement.  STAR programs are available through grade 12.  In reviewing the products available for four core subjects, PowerSchool (formerly Interactive Achievement) will provide student growth information and have the capability of creating learning plans based on student achievement.  It will disaggregate data and provide reports to teachers.  PowerSchool programs are available through grade 11.  The purchase price of the Renaissance Learning package includes STAR Math for grades 1-12, STAR Reading for grades 2-12, Early STAR Literacy for grades K-2, and Accelerated Reader for grades K-8.  The total cost for the package is $24,038.33.  PowerSchool Assessment and Analytics includes the IA test bank, onTRAC longitudinal data system, and the ability to utilize other test banks.  The total cost of this renewal is $23,429.50.  The purchase will be funded with instructional supply and local technology funds.   This renewal will be considered for approval at the next meeting.

(18-287) CAPITAL IMPROVEMENT AND OPERATIONAL MAINTENANCE UPDATE

The reports were reviewed.     

(18-288) APPROVAL OF INVITATION FOR BID FOR ROOF AT ALLEGHANY HIGH SCHOOL

This includes replacement of the ballasted roof over the boy’s locker room at Alleghany High School at a total cost of $50,000.

MOTION: That the Board approve an Invitation for Bid for the roof at Alleghany High School, as presented.

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

(18-289) APPROVAL OF INVITATION FOR BID FOR ROOF AT SHARON ELEMENTARY SCHOOL – PHASE 2

This includes replacement of the Phase 2 portion of the Sharon Elementary School roof at a total cost of $199,500.

MOTION: That the Board approve an Invitation for Bid for the roof at Sharon Elementary School, as presented.

MOTION:    Mrs. Seckner
SECOND:  Mrs. Morgan       
ROLL CALL VOTE:  Unanimous

(18-290) APPROVAL OF INVITATION FOR BID FOR MODIFICATIONS TO ROOMS AT ALLEGHANY HIGH SCHOOL FOR NEW TECH PROGRAM

This includes modification of 4 classroom areas and installation of partition walls at a total cost of $200,000.

MOTION: That the Board approve an Invitation for Bid for modifications to rooms at Alleghany High School for the New Tech program, as presented.

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

                                    Mr. Lane - YES

                                    Mrs. Morgan - YES

                                    Mr. Persinger - NO

                                    Mrs. Seckner - YES

                                    Mr. Tucker - YES

                                    Mr. Wright - YES

(18-291) SECURE ENTRANCES AT ALLEGHANY HIGH SCHOOL, CLIFTON MIDDLE SCHOOL, MOUNTAIN VIEW ELEMENTARY SCHOOL, AND SHARON ELEMENTARY SCHOOL

The plan is to modify main entrances in an effort to control and direct all visitors through school offices to increase awareness and safety.  Visitors to Alleghany High School, Mountain View Elementary, and Clifton Middle School will enter directly into the school’s office.  Visitors to Sharon Elementary will enter the office indirectly.  A new set of double doors will guide visitors through a new door into the office.  The entrance to Callaghan was modified last summer with the same purpose of controlling entrance to the school.  Construction will begin immediately upon material arrival.

POLICY REVISIONS

(18-292) REVISIONS BASED ON RECOMMENDATIONS FROM VSBA POLICY SERVICES AND/OR ADMINISTRATION

The following policy revisions were reviewed: 

Editorial changes:

AA        School Division Legal Status

AC       Nondiscrimination

AD       Educational Philosophy

CBD     Superintendent’s Contract, Compensation and Benefits

EA        Support Services

EBA     Building and Grounds Inspection - Policy deleted          

EBAZ    Safety:  Hazard Communication Program – Policy deleted      

EEAB   School Bus Scheduling and Routing

GCBB   Supplementary Pay

GCL     Professional Staff Development

GCPB   Resignation of Staff Members

IIAE      Innovative or Experimental Programs

IIBD     School Libraries/Media Centers

IGBE    Remedial and Summer Instruction Program

LC-F     Charter School Application Addendum

LI         Relations with Education Accreditation Agencies

                                              

Content changes:

CBG     Evaluation of the Superintendent

EB        School Crisis, Emergency Management and Medical Emergency Response Plan

EBCB   Safety Drills

EC       Buildings and Grounds Management and Maintenance

GCB     Professional Staff Contracts

GCN     Evaluation of Professional Staff

GDD-R Teacher Assistant – Employment Qualifications

GDQ    School Bus Drivers

IKF       The Virginia Assessment Program and Graduation Requirements

IKFD    Alternative Paths to Attaining Standard Units of Credit


(18-293) Policy DL-R, Payroll Compensation Schedule

Revisions are recommended to Policy DL-R – Payroll Compensation Schedule to update for changes recommended to take effect July 1, 2018. The changes to take effect center around eliminating paper payroll checks for any employee hired on or after January 1, 2010, as permitted under legal statutes.

MOTION: That the Board approve Policy DL-R, “Payroll Compensation Schedule”, as presented.

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

 

OTHER BUSINESS

(18-294) ADDITION TO AGENDA – APPROVAL OF CTE TECHNOLOGY LAB

The computers in the technology lab at Alleghany High School are in need of updating to run the software for the architectural classes.  Four quotes were received for the purchase of 26 computers – 1 teacher computer and 25 student computers.  The quotes are:

  1. SHI - $37,896.00
  2. CDW-G - $40,638.00
  3. Sterling - $44,077.80
  4. ThinkStation - $1,709.10 per station = $44,436.60

Mr. Alleman recommended purchasing computers from SHI.  This will be presented at the May board meeting for approval.

MOTION: That the Board approve Policy DL-R, “Payroll Compensation Schedule”, as presented.

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

CLOSED SESSION

(18-295) CODE OF VIRGINIA: PERSONNEL MATTERS 2.2-3711.A.1., STUDENT MATTERS 2.2-3711.A.2, REAL PROPERTY 2.23711.A.3, AND SCHOOL SAFETY REPORTS

MOTION: That the School Board enter closed session to discuss Personnel Matters, Student Matters, Real Property, 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.3, and 2.2-3711.A.19.

MOTION:    Mr. Lane
SECOND:  Mr. Franson
ROLL CALL VOTE:  Unanimous
TIME: 7:53 p.m.

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

MOTION:   Mr. Lane      
SECOND: Mr. Franson
ROLL CALL VOTE:  Unanimous
TIME: 8:26 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. Lane   

                                    SECOND:  Mrs. Morgan

                                    ROLL CALL VOTE:    Mr. Franson – YES

                                                                        Mr. Lane - YES

                                                                        Mrs. Morgan - YES

                                                                        Mr. Persinger - YES

                                                                        Mrs. Seckner - YES

                                                                        Mr. Tucker - YES

                                                                        Mr. Wright - YES                                 

                                                                        7 -YES          0 - ABSENT          0 -NO   

                                   TIME: 8:27 p.m.           

           Randall Tucker_School Board Chairman          
          Lorie Bess_School Board Clerk
Chairman, Alleghany County School Board
                            Clerk

 

PERSONNEL

(18-296) PERSONNEL ACTIONS

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

MOTION:    Mrs. Morgan      
SECOND:  Mr. Lane  
ROLL CALL VOTE:  Unanimous

 

ADJOURNMENT

MOTION:  That the April 16, 2018 meeting of the Alleghany County School Board be adjourned.

MOTION:  Mr. Lane   
TIME: 8:28 p.m.

            Randall Tucker_School Board Chairman          
         Lorie Bess_School Board Clerk
Chairman, Alleghany County School Board                              Clerk