5-21-2018 Regular Meeting Minutes

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MINUTES

REGULAR MEETING OF THE ALLEGHANY COUNTY SCHOOL BOARD

May 21, 2018

 

The Alleghany County School Board held its regular meeting on May 21, 2018, at 6:00 p.m. at the Central Office Complex in Low Moor, Virginia.

 

PRESENT: Gerald E. Franson, Vice Chairman; R. Craig Lane; Norman L. Persinger, Jr.; Randall S. Tucker, Chairman; and Jacob L. Wright.  Also present: Eugene P. Kotulka, Superintendent; and Lorie C. Bess, Clerk.

 

ABSENT:  Danielle I. Morgan; Jennifer S. Seckner

 

Chairman Tucker announced the following additions to the agenda:

1.  Agenda item #18-324, “Resolution in Support of Inquiry of 2018 SkillsUSA Welding Competition” is an action item and will be inserted after agenda item #18-323.

2.  During Closed Session, Staff Case #18-S12 will be discussed.

3.  Agenda item #18-329, Disposition of Staff Case #18-S12 will be inserted after agenda item #18-328 and is an action item. 

 

COMMUNITY PARTICIPATION

(18-298) SCHOOL BOARD COMMENDATIONS


(18-299) PUBLIC COMMENT

a)  Bob Umstead, VEA President – Mr. Umstead stated he recently met with the Governor and Secretary of Education.   He noted our Board of Supervisors supports education above what is required and it is appreciated.  He stated it is time to be “militant” and speak up for what we want, and the state is responsible to pay for teachers.  He noted it is about respect and teachers getting what they deserve.  He stated he hopes to invite the Governor for a visit in the fall.

 

(18-300) SCHOOL BOARD MEMBERS AND SUPERINTENDENT COMMENTS

Mr. Wright agreed with Mr. Umstead that teachers need higher salaries.  He stated we all want what is best for the students; however, there are more budget expenses now than ever before.  He stated the community duplicates services, such as two school superintendents and 2 finance directors, and this is not an efficient use of money.  He stated he does not want to close schools or have anyone lose a job, but the area is losing families.  He stated we have a great quality of life in this community but we need to talk about being more efficient with our resources. 

Mr. Persinger thanked everyone for attending the meeting and congratulated those who received awards.  He encouraged Mr. Umstead to carefully compare raises that other school divisions receive because often times the funding is earmarked for SOQ positions only, and not for all employees.  He stated raises are good, but someone has to pay for it.

Mr. Lane thanked everyone for attending and stated there is a lot of talent in our schools and that is represented by the many awards.  He stated he agrees with Mr. Umstead that our teachers need raises and he wants to work together to try to get there.  He noted the Board of Supervisors supports the schools a lot so we definitely need to go to the state for this.

Mr. Franson thanked everyone for attending the meeting.  He stated the many awards presented tells us that our kids our doing well.  He discussed salaries stating the Board of Supervisors has done all they can do.  He noted he serves on the Budget Committee and the budget has been fine-tuned, so raises need to come from the state department.  He stated employees need be treated fair and equitable because we are all in this together. 

Mr. Tucker congratulated the students in the Early College Scholar program, stating it is a huge deal to graduate from high school with an associate’s degree.  He stated he is looking forward to the New Tech program starting in the fall and all the positive things going on in our schools.  He stated the state has money to do what they want to do and that the Board of Supervisors gives us 180% above requirement.  He explained money for salaries that come from the state are for SOQ positions only and not for all employees.  He stated we need to talk to the folks in Richmond. 

Mr. Kotulka thanked everyone for attending the meeting.  He commended Morgan Linsin and Joseph Mayes, Jr., on their extra work in the Early College Scholars program.  He discussed salaries stating it will take the entire organization working together to succeed and we need to reach out to the General Assembly to say, “Enough is enough, pay us what we deserve”. 


(18-301) CONSENT AGENDA

The following items were included for approval.   

a. Approval of Minutes of April 16, 2018 Regular Meeting   
b.
Approval of payment of bills
c. Cafeteria report
d. Communications/Monthly Reports

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

    4. Parent Advisory Committee

    5. Teacher Advisory Committee

    6. New Tech update

MOTION: That the items listed on the consent agenda be approved as presented.

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


BUDGET AND FINANCE

(18-302) BUDGET REPORT

School Operating Fund

$3,140,546.00

School Textbook Fund

$1,136,532.30

Alleghany Foundation Nursing Grant

$52,848.55

Governor’s School

$157,435.79

Scholarship

$75,793.17

Alleghany Foundation Mental Health Initiative

$0

School Capital

$1,135,411.24

Medicaid Reimbursement

$447,203.70

Technology

$0

New Tech Program

$505,769.99

Grand Total

$6,651,540.74

 


SUPERINTENDENT REPORTS AND RECOMMENDATIONS

(18-303) CALENDAR INFORMATION

Mr. Kotulka reminded the Board of the following meetings:

- May 18, 6:00 p.m. – Alleghany High School Graduation at AHS Mountaineer Field
- May 22: 8:45 a.m. – 8th graders visit AHS

                9:00 a.m. – 6th grade awards assembly
               10:15 a.m. – 7th grade awards assembly
               1:00 p.m. – 8th grade promotion ceremony
               7:00 p.m. – Choir Concert

- June 1 - VSBA School Law Conference in Richmond
- June 12, 12:00 p.m. - Joint Board of Control at JRTC
- June 18, 6:00 p.m. - Regular meeting at Mountain View Elementary School
- June 21, 9:00 a.m. - Board Retreat at Merry Go Round Farm  
- June monthly calendar


(18-304) FIRST REVIEW OF PROPOSED 2018-2019 CALENDAR OF SCHOOL BOARD MEETINGS AND EVENTS

The first draft 2018-2019 meeting calendar was reviewed. VSBA conferences are included on the calendar.  The calendar will be reviewed again in June, and then presented for approval at the July reorganization meeting. 


(18-305) AUTHORIZATION OF SIGNATURES IN ABSENCE OF SUPERINTENDENT

This is an annual filing required by VDOE.  Staff members must be approved to sign state and federal reports in the absence of the superintendent.   Mary Jane Mutispaugh, Jan Hobbs, Fred Vaughan, and Keven Rice were recommended. 

MOTION: That the Board approve Mary Jane Mutispaugh, Jan Hobbs, Fred Vaughan, and Keven Rice to sign state and federal reports in the absence of the superintendent, as recommended.

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


(18-306) SPECIAL EDUCATION REGIONAL PROGRAM JOINT BOARD OF CONTROL

Alleghany County Public Schools and Covington City Schools have been consulting with VDOE to plan to move forward in a partnership for a Regional Tuition Reimbursement Program to access additional funding for our students with special needs. In a meeting Friday, May 11 with Paul Raskopf from VDOE, it was discussed that there would need to be a joint Board of Control for this regional partnership. The plan is that the Superintendents from both Alleghany and Covington would be on this joint Board of Control. If additional divisions come into the partnership, then they would add a member to the Board.

This will be considered for approval at the June meeting.


(18-307) ACPS AND COMMUNITY BOOKLET, BROCHURE, POSTER, AND CAREER PATHWAYS

Information on Alleghany County Schools and the community has been gathered and put into a booklet and brochure.  The booklet promotes the wonderful things accomplished in the schools.  The brochure is a condensed version of the booklet.   Pathways have been developed for college and career minded students. 


(18-308) APPROVAL FOR DIGITAL COPIERS LEASE AND SERVICE

The division’s three-year contract with Ricoh USA will expire on July 14, 2018.  An RFP for Digital Copiers; Lease and Service was issued on March 13, 2018.  Proposals offering a three-year term were requested and with the exception of paper, pricing was to be all-inclusive.  A non-mandatory, pre-proposal conference was held on March 27, 2018 and was attended by representatives from ESI and Canon.

Software House International submitted a proposal on April 13, 2018.

Canon submitted a proposal on April 13, 2018.

ESI submitted a proposal on April 16, 2018.

All proposals were submitted by the RFP’s deadline.  Each of the vendors was invited to offer an oral presentation. Presentations were completed on May 2, 2018 and on May 4, 2018.  Best and final offers were received on May 8, 2018.  The contract period will begin on July 1, 2018 and will end on June 30, 2021. 

ESI (Electronic Systems Incorporated) was recommended at a total cost of $81,221.16 per year.  The contract term is three years.

MOTION: That the Board approve ESI (Electronic Systems Incorporated) for digital copiers lease and service.

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


(18-309) ONE-TO-ONE INITIATIVE UPDATE

An update on the One-to-One initiative:

  1. Parent Meetings; Grades 1-4
                       Sharon (Gymnasium)

                       August 1 - 6:00 p.m.

     
                       Callaghan (Multi-purpose Room)
                       July 31- 5:30 pm

     
                       MVE (Forum Hall)
                       June 4 - 11:30 am and 5:00 pm
                       June 21 - 5:00 pm

                        Group (All Elementary Schools) CMS/MVES Forum Hall
                        Aug 6 - 5:30 pm

  2. Chromebook Order; Grades 1-4
  3. Chromebook Repairs


(18-310) REVIEW OF SEVEN PERIOD DAY AT CLIFTON MIDDLE SCHOOL

Clifton Middle School is looking to move to a seven period school day beginning in the 2018-2019 school year.  Many of these changes were requested by the students.  Mrs. Rowe has identified several key reasons for making this switch.  The move to a seven period day will:

  1. Create smaller class sizes.
  2. Personalize instruction for gifted students and students with disabilities.
  3. Assist in the transition to project based learning and more creative classroom instruction.
  4. Scatter remediation classes such as iSpire and Fusion throughout the day to allow for a freer flowing master schedule.
  5. Creates an exploratory wheel for sixth graders to get a feel for what electives they would like to take in the future. 
  6. Give students the ability to explore more course offerings. 
  7. Allow for a longer lunch period.
  8. Allow some students with rigorous schedules to have a study period.
  9. Provide the opportunity to take full year electives including health and physical education for all sixth and seventh graders.

(18-311) REVIEW OF LOCAL PLAN FOR THE EDUCATION OF THE GIFTED

The Alleghany County Public Schools Local Advisory Committee for the Education of the Gifted met on April 17, 2018 to review the Alleghany County Public Schools Local Plan for the Education of the Gifted 2018-2019.  The committee recommended no revisions to the current plan.  Plans are no longer submitted to the state department for approval.  Final approval will be granted by the local school board and must be done annually. 


(18-312) REVIEW OF ADDITIONAL COURSE OFFERINGS FOR JRTC AND CLIFTON MIDDLE SCHOOL

Jackson River Technical Center - JRTC will be adding Cybersecurity-level one to their course offerings during 2018-2019.   Cybersecurity is a fast growing, high wage profession that teaches about Cyber hacking and how to protect against it.  This course can be the beginning step to a high demand, great career.  This course has been approved by the JRTC Board and it is recommended to be an offering for our students.  These courses will be considered for approval at the June meeting.

 

Clifton Middle School

Clifton Middle School is requesting permission to offer 2 new CTE courses beginning with the 2018-19 school year.  The two new courses will sequence with current courses offered at CMS and be offered to 8th graders.  The state department must approve the new course applications, but the School Boards’ approval is also needed.  The course descriptions are provided for your information. 

 

Word Processing 6626

Students develop intermediate to advanced level word processing skills using a variety of software functions, including graphics, desktop publishing, and telecommunications. Students gain competence integrating other applications such as database and spreadsheet into word processing activities. Classroom experiences also provide for skill development in communication. The cooperative education method is available for this course. Students combine classroom instruction and supervised on-the-job training in an approved position with continuing supervision throughout the school year.

Technology Foundations 8402

Students acquire a foundation in technological material, energy, and information and apply processes associated with the technological thinker. Challenged by laboratory activities, students create new ideas and innovations, build systems, and analyze technological products to learn further how and why technology works. They work in groups to build and control systems using engineering design in the development of a technology.

 

(18-313) ESSA CONSOLIDATED APPLICATION 2018-2019

The 2018-2019 federal programs grant application is due to be submitted to the Virginia Department of Education by July 1, 2018.  Final allocations for 2018-2019 will not be available before the submission deadline.  Following the receipt of the final Standards of Learning assessment results and the final funding allocations, the grant proposal will be revised to target identified areas of need.  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.

 

(18-314) APPROVAL OF 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 growth, STAR Reading 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 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 $17,611.11.  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.  

MOTION: That the Board approve the Local Assessment Annual Renewal, as presented.

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


(18-315) TEXTBOOK RECOMMENDATIONS FOR MATH AND SOCIAL STUDIES FOR 2018-2019

Standards of Learning for Mathematics and History and Social Studies were recently revised.  As a result, it is time to adopt new textbooks for these subjects.  For elementary grades, both hard copies and e-books are being purchased.  For middle school and high school, classroom sets of hard copies are being purchased along with e-books for each student.


(18-316) CAPITAL IMPROVEMENT AND OPERATIONAL MAINTENANCE UPDATE

The reports were reviewed.     


(18-317) JOINT PROCUREMENT ARCHITCTURE / ENGINEERING SERVICES

This is to authorize our division to participate in a Joint Procurement agreement with Alleghany County for Architectural and Engineering Services.  The current 5 year contract expires June 30, 2018.  Alleghany County is securing the contract with the architect/engineer and those services will be available to Alleghany County Public Schools. 


(18-318) APPROVAL OF BID FOR SHARON ROOF REPLACEMENT – PHASE 2

This includes replacement of the Phase 2 portion of the Sharon Elementary School roof – Phase 2.  Four bids were received.  Team Craft Roofing was recommended at a total cost of $231,275.

MOTION: That the Board approve Team Craft Roofing for the Sharon School roof replacement, Phase 2 project, as presented.

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


(18-319) APPROVAL OF BID FOR ALLEGHANY HIGH SCHOOL BOYS LOCKER ROOM ROOF

This includes replacement of the ballasted roof over the boy’s locker room at Alleghany High School.  Four bids were received.  Baker Roofing Company was recommended at a total cost of $57,480.

MOTION: That the Board approve Baker Roofing Company to replace the roof over the boy’s locker room at Alleghany High School, as presented.

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


(18-320) APPROVAL OF 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 Alleghany High School.  Two bids were received.  Avis Construction of Roanoke was recommended at a total cost of $149,000.

MOTION: That the Board approve Avis Construction of Roanoke to modify rooms at Alleghany High School for the New Tech program, as presented.

MOTION:  Mr. Wright     
SECOND: Mr. Lane
ROLL CALL VOTE:    Mr. Franson – YES
                                    Mr. Lane - YES
                                    Mrs. Morgan - ABSENT
                                    Mr. Persinger - NO
                                    Mrs. Seckner - ABSENT
                                    Mr. Tucker - YES
                                    Mr. Wright - YES

 

POLICY REVISIONS

(18-321) POLICY GCBD-RC

Revision clarifies that eligible employees may carry over a maximum of two personal leave days per year.


(18-322) APPROVAL TO DELETE POLICY JHCF-R, STUDENT WELLNESS

This regulation repeats the information included in the newly adopted policy JHCF, Student Wellness (adopted by the Board March 19, 2018.) Therefore, it should be deleted from the Policy Manual.

MOTION: That the Board approve the deletion of Policy JHCF-R, as presented.

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


(18-323) APPROVAL OF POLICIES FROM APRIL MEETING

The following policy revisions were approved: 

AA        School Division Legal Status
AC        Nondiscrimination
AD        Educational Philosophy
CBD     Superintendent’s Contract, Compensation and Benefits
CBG     Evaluation of the Superintendent
EA        Support Services
EB        School Crisis, Emergency Management and Medical Emergency Response Plan
EBA      Building and Grounds Inspection - Policy deleted         
EBAZ    Safety:  Hazard Communication Program – Policy deleted
EBCB    Safety Drills
EC         Buildings and Grounds Management and Maintenance
EEAB    School Bus Scheduling and Routing
GCB      Professional Staff Contracts
GCBB   Supplementary Pay
GCL      Professional Staff Development
GCN     Evaluation of Professional Staff
GCPB   Resignation of Staff Members
GDD-R Teacher Assistant – Employment Qualifications
GDQ     School Bus Drivers
IIAE      Innovative or Experimental Programs
IIBD      School Libraries/Media Centers
IGBE     Remedial and Summer Instruction Program
IKF        The Virginia Assessment Program and Graduation Requirements
IKFD     Alternative Paths to Attaining Standard Units of Credit
LC-F     Charter School Application Addendum
LI          Relations with Education Accreditation Agencies

MOTION: That the Board approve the policy revisions from the April meeting, as presented.

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

 

OTHER BUSINESS

(18-324) RESOLUTION IN SUPPORT OF INQUIRY OF 2018 SKILLSUSA WELDING COMPETITION

Mr. Wright explained a Jackson River Technical Center student recently attended and competed in the SkillsUSA Welding Competition, however, the rules of the competition were not followed by the SkillsUSA organization.  He asked for the Board’s support to request an official inquiry be made.  He further requested the resolution be sent to the Virginia Department of Education, the president of SkillsUSA, and the vice-president of the SkillsUSA Board.

MOTION: That the Board provide a resolution of support to request an official inquiry be made into the SkillsUSA Welding Competition.

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


CLOSED SESSION

(18-325) 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. Wright 
SECOND:  Mr. Franson
ROLL CALL VOTE:  Unanimous
TIME: 7:30 p.m.

 

MOTION: That the School Board return to open session from closed session.
MOTION:  Mr. Wright       
SECOND: Mr. Lane
ROLL CALL VOTE:  Unanimous
TIME: 8:11 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. Franson 
                                    SECOND:  Mr. Wright
                                    ROLL CALL VOTE:    Mr. Franson – YES
                                                                        Mr. Lane - YES
                                                                        Mrs. Morgan - ABSENT
                                                                        Mr. Persinger - YES
                                                                        Mrs. Seckner - ABSENT
                                                                        Mr. Tucker - YES
                                                                        Mr. Wright - YES                                

                                                                        5 -YES          2 - ABSENT          0 -NO   

                                    TIME: 8:12 p.m.           

           

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

                

PERSONNEL

(18-326) PERSONNEL ACTIONS

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

MOTION:   Mr. Wright       
SECOND:  Mr. Lane
ROLL CALL VOTE:     Mr. Franson – YES
                                    Mr. Lane - YES
                                    Mrs. Morgan - ABSENT
                                    Mr. Persinger - NO
                                    Mrs. Seckner - ABSENT
                                    Mr. Tucker - YES
                                    Mr. Wright - YES

 

(18-327) REVIEW OF REVISED JOB DESCRIPTION FOR BEHAVIOR ANALYST

This revision includes changing from a ten month contract to a 210 day contract.


(18-328) REVIEW OF JOB DESCRIPTION FOR PROGRAM COORDINATOR

This is a new job description and will be presented for approval at the June meeting.

 

(18-329) DISPOSTION OF STAFF CASE #18-S12

MOTION: That the Board suspend without pay for the rest of the school year Staff Case #18-S12, as discussed and recommended by the Superintendent. 

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


ADJOURNMENT

MOTION:  That the May 21, 2018 meeting of the Alleghany County School Board be adjourned.

MOTION:  Mr. Franson   
TIME: 8:14 p.m.

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