6-18-2018 Regular Meeting Minutes

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MINUTES

REGULAR MEETING OF THE ALLEGHANY COUNTY SCHOOL BOARD

June 18, 2018

 

The Alleghany County School Board held its regular meeting on June 18, 2018, at 6:00 p.m. in the Gleason Forum Hall 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 revisions/additions to the agenda:

  1. Agenda items #18-336 and #18-338 will be combined.
  2. Agenda item #18-339 and #18-342 will be combined.
  3. Agenda item #18-355, “Consider approval for maintenance vehicle”.This is an action item and will be inserted after agenda item #18-354.

 

COMMUNITY PARTICIPATION

(18-330) PUBLIC COMMENT

Robert Umstead (President of AEA) – Mr. Umstead reported he had recently spoken with approximately 75 other school divisions in Virginia regarding teacher salaries.  He stated he contacted the Director of the Virginia Education Association (VEA), but he has not received a response.  He explained there is a movement with teachers, and he doesn’t know how big it will get, but teachers want action from the state.  He stated he doesn’t want to continue losing quality teachers from our school division because our teachers are offered more money to go to a nearby division.  He stated other school divisions are striking, having statewide walkouts, and “sick out” days. 

David Donnan (Alleghany High School student) – Mr. Donnan encouraged the Board to cover the costs for dual enrollment courses, stating the burden of payment should fall on the school division, not the student. 

 

(18-331) SCHOOL BOARD MEMBERS AND SUPERINTENDENT COMMENTS

Mr. Wright thanked everyone for attending the meeting.  He thanked Mr. Donnan for stepping up and representing his fellow students.  He also thanked Mr. Umstead for his comments and stated while he agrees that teachers deserve raises, a strike isn’t the best way to go about it because this only cheats the students of their education.  

Mr. Persinger thanked everyone for attending the meeting.  He echoed Mr. Wright’s comments.

Mr. Lane thanked Mr. Donnan for his comments and agreed the school division needs to cover the costs of the dual enrollment courses.  He stated he agrees with Mr. Wright’s comments about teacher strikes and reminded everyone we are all here for the students and we want to work together. 

Mrs. Morgan thanked Mr. Donnan and Mr. Umstead for their comments.  She thanked the faculty and staff for a successful school year and stated there may be new challenges next year but she is confident everyone will work together.

Mrs. Seckner thanked Mr. Donnan for his comments and for being an advocate for the dual enrollment program.  She thanked Mr. Umstead for representing his fellow coworkers and stated we are all in this for the kids.  She commended Alleghany High School for bringing up their SOL scores, and also Clifton Middle School for their scores, as well.  She thanked Mr. Persinger for his eight years serving on the School Board.  She congratulated incoming board member, Donnie Kern.  She stated she hoped everyone enjoyed their summer. 

Mr. Franson thanked Mr. Donnan for his comments and stated it was a budget issue in the beginning but the Board will work to resolve this.  He thanked Mr. Umstead and all teachers for their dedication.  He stated this is a state issue and there is a right way and a wrong way to handle things, and he knows our teachers will do the right thing.  He commended the schools on their hard work in improving SOL scores. 

Mr. Tucker stated our teachers have a lot of integrity and he is confident they will go about this the right way.  He thanked Mr. Donnan for addressing the board and stated he hopes to be able to support the dual enrollment program to help give our students the best possible education.  He welcomed Donnie Kern as the new Board member and thanked Mr. Persinger for his eight years of service on the Board.

Mr. Kotulka stated the key is to deliver a unified voice in Richmond regarding salaries.  He thanked Mr. Persinger for his years of service on the Board.  He thanked Mr. Donnan for his comments and stated it is important to hear from students.  He showed a video showcasing our schools and community. 

(18-332) CONSENT AGENDA

The following items were included for approval.   

a. Approval of Minutes of May 21, 2018 Regular Meeting   
b.
Approval of payment of bills
c. Cafeteria report
d. Communications/Monthly Reports

     1. JRTC monthly report

     2. New Tech update – St. Louis

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

(18-333) BUDGET REPORT

School Operating Fund

$3,035,853.01

School Textbook Fund

$946,209.59

Alleghany Foundation Nursing Grant

$54,061.38

Governor’s School

$153,046.42

Scholarship

$75,876.04

Alleghany Foundation Mental Health Initiative

$0

School Capital

$1,136,623.06

Medicaid Reimbursement

$447,725.57

Technology

$0

New Tech Program

$496,948.19

Grand Total

$6,346,343.26


SUPERINTENDENT REPORTS AND RECOMMENDATIONS


(18-334) CALENDAR INFORMATION

Mr. Kotulka reminded the Board of the following meetings:

- June 21, 9:00 a.m. - Board Retreat at Merry Go Round Farm
- July TBA, 12:00 p.m. - Joint Board of Control at JRTC
- July 9, 6:00 p.m. – Reorganization/Regular meeting at Central Office Complex
- July monthly calendar

 

(18-335) SECOND REVIEW OF PROPOSED 2018-2019 CALENDAR OF SCHOOL BOARD MEETINGS AND EVENTS

The draft 2018-2019 meeting calendar was reviewed. VSBA conferences are included on the calendar.  The calendar will be presented for approval at the July reorganization meeting. 


(18-336) NEW STATE ACCREDITATION SYSTEM AND (18-338) PRELIMINARY SOL SCORES FOR 2018-2019

The new state accreditation system was presented to the Board. Preliminary SOL scores were reviewed.  The state utilizes the 2017-2018 results to award accreditation status for the 2018-2019 school year.  The benchmark for Math, History, and Science is 70%. The benchmark for Reading is 75%. Utilizing either the new accreditation system or the current one, preliminary results show all schools to be accredited.


(18-337) APPROVAL OF STANDARD DAY SCHEDULE FOR 2018-2019

Mr. Kotulka noted the schedule is the same as last year. 

MOTION: That the Board approve the 2018-2019 Standard Day Schedule, as presented.

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

**Agenda item 18-338 was combined with 18-336.


(18-339) SPECIAL EDUCATION REGIONAL PROGRAM JOINT BOARD OF CONTROL AND (18-342) SPECIAL EDUCATION REGIONAL TUITION REIMBURSEMENT PROGRAM (RTRP)

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.

MOTION: That the Board approve the SPED Regional Joint Board of Control and Tuition Reimbursement Program (RTRP).

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

 

(18-340) VIRGINIA TIERED SYSTEMS OF SUPPORT (VTSS) APPLICATION

VTSS is “a data-informed decision making framework for establishing the social culture, and academic and behavioral supports needed for the school to be an effective learning environment (for academics, behavior and social-emotional wellbeing) for all students.” (VDOE, Virginia Tiered Systems of Supports: Success for all Students, Sophia Farmer, VTSS Training Specialist, VTSS Research and Implementation Center,

http://www.doe.virginia.gov/support/virginia_tiered_system_supports/resources/2015_fall_institute/Reframing_Disciplinary_Practices_overview.pdf)

Tier 1 of VTSS involves implementing well researched programs and practices demonstrated to produce good outcomes for the majority of students. Tiers II and III involve implementing instruction in addition to core instruction to achieve benchmarks with 20% (Tier II) to 5% (Tier III) of the student population. Tier II is considered effective if 70-80% of students improve in performance effectively closing the gap toward performance goals. Tier III is considered effective if the 0-5% of students who require intensive individualized instruction in addition to core and supplemental instruction show improvement in achieving performance goals.  VDOE has accepted applications from divisions for the past four years to participate in a cohort program to receive staff development, coaching and other supports from VDOE to help in achieving division goals.  At a joint team meeting May 10, 2018, the determination was made that staff in both schools had a consensus in moving forward with pursuing getting technical assistance from TTAC (VDOE) through VTSS. In arriving at this consensus, various data was considered for Clifton Middle School and Mountain View Elementary School that included: academic performance (including SOL results), behavior data (including discipline referrals), staff retention, climate data, attendance data, and graduation rates. Research data was also provided and considered to determine if the Tiered Systems of Support model would be a good working model for our schools.  

MOTION: That the Board approve an application to VDOE to serve as a pilot school for the VTSS model, as presented.

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


(18-341) NURSING PROGRAM ANNUAL REPORT

Board members were provided a copy of the Nursing Program Annual Report. The 2017-2018 school year concluded the twentieth year of this program for our students and staff.   During the 2017-2018 school year, the nurses reported 38,444 clinical encounters.  The data generated will be shared with the School Health Advisory Boards of both the Alleghany and Covington School districts, the Virginia Department of Health, and the Community Services Board.


**Agenda item 18-342 was combined with 18-339.


(18-343) ONE-TO-ONE INITIATIVE UPDATE

An update on the One-to-One initiative:


(18-344) REVISION OF 2018-2019 ACADEMIC CALENDAR

This revision changes Convocation from August 1 to August 2.  The goal is to allow teachers to report to home schools on the first day back for the new year.  It also clarifies the high school End of Course Writing SOL test (as opposed to specifying 11th grade Writing test).

MOTION: That the Board approve the revision to the 2018-2019 academic calendar, as presented.

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


(18-345) APPROVAL 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.

MOTION: That the Board approve the seven-period day schedule at Clifton Middle School, as presented.

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


(18-346) APPROVAL 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. 

MOTION: That the Board approve the Local Plan for the Education of the Gifted, as presented.

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


(18-347) ADOPTION OF STATE TECHNOLOGY FUNDING RESOLUTION, SERIES XVIII

Chapter 732, 2016 Acts of Assembly authorizes the Virginia Public School Authority to conduct an education technology grant program to focus on the establishment of a computer-based instructional and testing system for the Virginia Standards of Learning.  Grants for this purpose are awarded in the amount of $26,000 per school (as of September 30, 2012) and $100,000 for the school division.  In order to receive these funds, the Alleghany County School Board must annually adopt the “State Technology Funding Resolution” to certify compliance with the specified regulations.  The total amount for Alleghany County Public Schools from the Series XVIII bonds is $230,000. 

MOTION: That the Board approve the State Technology Funding Resolution, Series XVIII.

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


(18-348) APPROVAL 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.

MOTION: That the Board approve the additional course offerings for Jackson River Technical Center and Clifton Middle School, as presented

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

 

(18-349) APPROVAL OF 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.

MOTION: That the Board approve submission of the 2018-2019 ESSA Consolidated Application, as presented.

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

 

(18-350) 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.

MOTION: That the Board approve the textbooks for Math and Social Studies, as presented.

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


(18-351) CAPITAL IMPROVEMENT AND OPERATIONAL MAINTENANCE UPDATE

The reports were reviewed.     


(18-352) 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. 

MOTION: That the Board approve the Joint Procurement agreement with Alleghany County for Architectural and Engineering Services, as presented.

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

 

POLICY REVISIONS

(18-353) POLICY GCBD-RC

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

MOTION: That the Board approve Policy GCBD-RC, as presented.

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


(18-354) POLICIES RECOMMENDED BY VSBA AND/OR ADMINISTRATION

BBFA               Conflict of Interests and Disclosure of Economic Interests
CBB                 Appointment and Term of the Superintendent
CLA                 Reporting Acts of Violence and Substance Abuse
DA                   Management of Funds
DJ                    Small Purchasing
GA                   Personnel Policies Goals
GBB                 Prohibition of Abusive Work Environments
GC                   Professional Staff
GCCB              Employment of Family Members
GCDA              Effect of Criminal Conviction or Founded Complaint of Child Abuse or Neglect
GCG                  Professional Staff Probationary Term and Continuing Contract
GDD-R              Teacher Assistant – Employment Qualifications         
IA                      Instructional Goals and Objectives
IC/ID                 School Year/School Day
IGAD                Career and Technical Education
IGAE/IGAF       Health Education/Physical Education
IGAH                Family Life Education (FLE)
IGBG                Homebound Instruction and Virtual Courses
IGBG-R            Regulations for Homebound Instruction and Virtual Courses
IGBI                 Advanced Placement Classes and Special Programs                   
IGE                  Adult Education                                                     
IJ                     Guidance and Counseling Program
IJD                   College and Career Readiness
IKEB                Acceleration
IKFA                 Locally Awarded Verified Credits
IKFA-F             Locally Awarded Verified Credit Appeal Application
IKG                  Remediation Recovery Program
IKH                  Retaking SOL Assessments
IL                     Testing Programs
JC                    Student Attendance Areas
JEA                  Compulsory Attendance
JEC                  School Admission
JECA               Admission of Homeless Children
JED                  Student Absences/Excuses/Dismissals
JED-R              Guidelines for School and Class Attendance
JGD                 Student Suspension/Expulsion
JO                    Student Records
JO-R                Notice for Directory Information
KBA-R              Requests for Information
KK                    School Visitors
KNAJ               Relations with Law Enforcement Authorities

MOTION: That the Board approve the policies recommended by VSBA and/or administration, as presented.

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

 

ADDITION TO AGENDA

(18-355) APPROVAL OF MAINTENANCE VEHICLE

Per Policy DJ-R, purchases between $40,000 and $50,000 require a formal written solicitation and at least 4 quotes documented.  This purchase is for a 2018 Chevy Silverado 4WD, with snow plow and service body.  This vehicle will replace a 2004 Maintenance Truck.  The 2004 Maintenance Truck will replace a 1994 shop truck used for bus service calls.  Funds to purchase are from savings realized in current year maintenance budget.

MOTION: That the Board approve the purchase of a maintenance vehicle, as presented.

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


CLOSED SESSION

(18-356) CODE OF VIRGINIA: PERSONNEL MATTERS 2.2-3711.A.1., STUDENT MATTERS 2.2-3711.A.2, SPECIAL AWARDS 2.2-3711.A.10, AND SCHOOL SAFETY REPORTS

MOTION: That the School Board enter closed session to discuss Personnel Matters, Student Matters, Special Awards, 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.10, and 2.2-3711.A.19.

MOTION:   Mr. Lane 
SECOND:  Mr. Wright
ROLL CALL VOTE:  Unanimous
TIME: 7:23 p.m.

 

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

MOTION:   Mr. Franson       
SECOND:  Mr. Wright
ROLL CALL VOTE:  Unanimous
TIME: 7:45 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:   Mrs. Seckner  
                                    SECOND:  Mr. Lane
                                    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: 7:46 p.m.           

 

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

 

 

PERSONNEL

(18-357) PERSONNEL ACTIONS

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

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

 

(18-358) APPROVAL OF REVISED JOB DESCRIPTION FOR BEHAVIOR ANALYST

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

MOTION: That the Board approve the revised job description for Behavior Analyst, as presented.

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


(18-359) APPROVAL OF JOB DESCRIPTION FOR PROGRAM COORDINATOR

This is a new job description.

MOTION: That the Board approve the new job description for Program Coordinator, as presented.

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

 

OTHER BUSINESS

(18-360) RESOLUTION TO NOMINATE RECIPIENT FOR VSBA MEDIA HONOR ROLL

School division leaders rely on responsible reporting by local media representatives so that our community members receive timely information about division initiatives and programs. Considering the impact that media coverage can have on community attitudes and beliefs, the Media Honor Roll was created to recognize fair and balanced reporting about our schools and Virginia’s public education system. Criteria for honorees include the following: 

  • Makes the effort to get to know the superintendent and board chairman.
  • Understands the division’s mission and goals.
  • Reports school news in a manner that is fair, accurate, and balanced.
  • Gives a high-profile position to good news about schools.
  • Regularly visits the schools, attends board meetings, etc.
  • Maintains a policy of “no surprises” by sharing information with school representatives.

MOTION: That the Board nominate Darrell Gleason, The Virginian Review, and Jerry Clark, The Alleghany Journal, for the VSBA Media Honor Roll. 

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

ADJOURNMENT

MOTION:  That the June 18, 2018 meeting of the Alleghany County School Board be adjourned.

MOTION:  Mr. Lane   
TIME: 7:53 p.m.

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