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August 20, 2018: Regular Meeting

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MINUTES

REGULAR MEETING OF THE ALLEGHANY COUNTY SCHOOL BOARD

August 20, 2018

 

The Alleghany County School Board held its regular meeting on August 20, 2018, at 6:00 p.m. at the Central Office Complex in Low Moor, Virginia.

 

PRESENT: Gerald E. Franson; Donnie T. Kern; R. Craig Lane; Danielle I. Morgan; Jennifer S. Seckner; Randall S. Tucker, and Jacob L. Wright.  Also present: Eugene P. Kotulka, Superintendent; and Lorie C. Bess, Clerk.

 

ABSENT: 

 

Chairman Tucker called the meeting to order at 6:00 p.m.  The call to order was followed by a moment of silence and the recitation of the Pledge of Allegiance, led by members of Girl Scout Troop #375.

 

COMMUNITY PARTICIPATION

(19-23) SCHOOL BOARD COMMENDATION:  Gene Kotulka, AASA National Superintendent Certification Program

Mr. Kotulka was presented a certificate for completion of the AASA National Superintendent Certification Program.

 

(19-24) PUBLIC COMMENT

There were no citizens wishing to address the Board.

 

(19-25) SCHOOL BOARD MEMBER AND SUPERINTENDENT COMMENTS

Mr. Wright thanked everyone for attending the meeting.  He stated he has received several good reports on the New Tech program at Alleghany High School. He congratulated Tonya Jones on her recent appointment to the Covington School Board.

 

Mr. Lane thanked the Girl Scout Troop for leading the pledge.  He congratulated Mr. Kotulka on his AASA recognition.  He stated he attended sophomore orientation with his daughter and it went very well and he appreciates all the efforts made to get schools ready for students.

 

Mrs. Seckner welcomed everyone back to school.  She thanked the Girl Scouts for leading the pledge and noted she was a leader for six years.  She stated scouting is very important to our community.  She thanked Mr. Kern for being a leader of the Boy Scouts.  She congratulated Mr. Kotulka on his award.  She thanked school staff for their long hours to get the buildings ready and for the enhanced safety measures.  She wished everyone a wonderful school year.    

 

Mr. Franson thanked everyone for attending the meeting.  He thanked teachers and staff for everything they do and the long hours they put in.  He stated it is nice to have the Girl Scouts participate in the meeting.  He congratulated Mr. Kotulka on his award.

 

Mrs. Morgan thanked everyone for attending the meeting.  She thanked all staff for a smooth start to the school year and giving of their time to get everything ready.  She noted she had visited all schools and the new entrances were very nice and much safer.  She thanked the Girl Scouts for leading the pledge and congratulated Mr. Kotulka on his award.

 

Mr. Kern thanked Mrs. Morgan for her welcome speech at Convocation and thanked Mrs. Seckner for attending as well.  He thanked Mr. Kotulka for attending the VSBA New Board Member Orientation in Richmond with him and Mr. Lane for meeting with him and sharing his wisdom during orientation day.  He thanked the Girl Scouts and stated they are an inspiration to us all.      

 

Mr. Tucker welcomed everyone back to school.  He stated he looks forward to the progression of the New Tech program.  He noted the Chromebook initiative was very successful.   He commended the work on the new school entrances and stressed the importance of safety in our schools.  He wished everyone a great year.  

 

Mr. Kotulka thanked everyone for a great Convocation Day and Mrs. Morgan for her opening remarks.  He stated there was a smooth start to the school year and thanked everyone for their hard work making it possible.  He informed the Board that awards for perfect SOL scores will be done differently this year.  All awards will be done at one time now, he explained.  He stated he is planning to hold “Coffee with the Superintendent” events throughout the year and stated there would be a press release coming out about it soon.  He reported he and Mr. Truett recently attended a meeting to discuss school modernization.  He reported through the Rural Coalition Program, the state could possibly receive an extra $600-$700 million in funds and that he would keep the Board informed as he receives more information.  He reported enrollment is currently down 27 but the true numbers will come after Labor Day.  He invited everyone to stop by the high school the next day at 1:00 to see one of the projects from one of the New Tech classes.  The high school will have an official opening night for New Tech projects, he noted.  He thanked Mr. Vaughan for keeping student and staff safety a top priority.    

 

(19-26) CONSENT AGENDA*

The following items were included for approval.   

A.  Approval of Minutes of July 9, 2018 Reorganization/Year End/Regular Meeting and July 23, 2018        Called Meeting

B. Payment of bills 

C. Cafeteria report – June year-end and July

D. Communications/Monthly Reports

  1. JRTC monthly report

 

Mr. Kern requested the July 9, 2018 minutes be removed from the consent agenda and voted upon separately.  He read the following statement:  “During the July 9th meeting I asked Mr. Rice for year-end financial report details to address specifically why appropriated funds from the Classroom Instruction account in the amount of $487,970.86 were not spent to meet academic needs.  This information is important when you work as we do in a service industry.  Almost half-a-million dollars of unspent Classroom Instruction funds being placed into the Capital account raises questions about whether we as a Board are meeting the needs of students.  Mr. Kotulka asked me to email him about this question so he could prepare a detailed response.  My schedule delayed my email to Mr. Kotulka until last Thursday.  On Friday he responded that the School Board as a whole must approve a change in the report format to release this information, which was not communicated at the July 9 meeting.  Having asked twice, while receiving no details from the Superintendent’s office, I cannot in good conscious vote to approve these minutes without the promised information.  Since the July 9 meeting took place, I was also informed by a school division employee that Alleghany County Public Schools cannot afford to provide 504 Plan accommodations which are funded in part by Classroom Instruction funds.  It is unfortunate to hear such news, while gratifying to see that we have a candid employee.  I took the oath of office to serve students and their families.  Due to these issues, I feel the best way to serve them now is to vote NO on approving the July 9 minutes.” 

 

MOTION: That the items listed on the consent agenda, except the July 9, 2018 minutes, be approved as presented.

MOTION:   Mr. Lane      

SECOND:  Mr. Franson

ROLL CALL VOTE: Unanimous                                     

 

MOTION: That the July 9, 2018 minutes be approved as presented.

MOTION:  Mr. Lane       

SECOND: Mr. Franson 

ROLL CALL VOTE:       Mr. Franson - YES

                                    Mr. Kern - NO

                                    Mr. Lane - YES 

                                    Mrs. Morgan - YES

                                    Mrs. Seckner - YES

                                    Mr. Tucker - YES

                                    Mr. Wright - YES  

 

BUDGET AND FINANCE

(19-27) BUDGET REPORT*

School Operating Fund

$2,517,340.63

School Textbook Fund

$1,189,564.96

Alleghany Foundation Nursing Grant

$86,940.06

Governor’s School

$190,343.97

Scholarship

$75,916.66

School Capital

$1,938,597.50

Medicaid Reimbursement

$447,984.77

New Tech Program

$281,161.10

Grand Total

$6,727,849.65

 

SUPERINTENDENT REPORTS AND RECOMMENDATIONS

(19-28) CALENDAR INFORMATION*

Mr. Kotulka reminded the Board of the following meetings:

- September 11 – 12:00 p.m. – JRTC Joint Board of Control meeting at JRTC

- September 17 – 6:00 p.m. - Regular monthly meeting at Sharon Elementary School

- September – TBA – Board retreat/annual training

- September monthly calendar

- November 14-16 – VSBA Annual Conference in Williamsburg

 

(19-29) ANNUAL DISCIPLINE, CRIME AND VIOLENCE REPORT*

This report is used in part as data determining persistently dangerous schools as required by the Virginia Department of Education. Some categories related to persistently dangerous schools include assault and battery with a weapon, schedule 1 & 2 drug violations with the intent to distribute, sexual assault, and weapons violations.  Administrators reported 1099 discipline referrals for 2017-2018; 360 at AHS, 360 at CMS, and 379 at the elementary schools. Not all discipline referrals are reported to the state because they have a discipline sanction that is considered a minor offense. The total number of referrals is a decrease of 171 from the previous year.  School Resource Officers reported 355 referrals, an increase of 11 from the 2017 report. For clarification purposes, some categories of the SRO report do not match the division’s summary report. This is a reflection of different terminology used by law enforcement and the Department of Education.  Based upon our data reported, no school within the Alleghany County Public Schools is considered persistently dangerous. 

 

Mr. Vaughan read the following statement:  “I would like to take this opportunity to provide the Board and community a summary of some of the activities and measures our school division has implemented over the past few months regarding school safety.  School safety is critically important to each of us and we continue to review our practices and protocols with our staff and partners.  Perhaps most noticeably are the new entrances at our school buildings; the requirement that visitors leave a driver’s license or other photo identification in the main office when visiting other parts of the building; and a law enforcement presence at each building.  Beyond this, all school level and division level crisis response plans have been reviewed and updated; this past spring staff received updated threat assessment training modeled after the Department of Criminal Justice Services threat assessment protocol; the division has created an online reporting link on the division’s webpage for concerns regarding school safety and bullying behavior; all staff are participating with a newly developed SafeSchools online training program; the school division participated in the 2018 Safe School Training Forum along with a School Resource Officer; we participated with DSLCC’s safety response tabletop activity this past summer and we are planning to conduct our own tabletop training later this year; and, our athletic trainer is now a certified Stop the Bleed trainer who will provide staff development throughout the year.  We encourage the “See something, Say something” approach to any concern regarding school safety.” 

 

(19-30) ANNUAL HOMEBOUND REPORT FOR 2017-2018*

This represents the efforts of 13 instructors with 18 different students over the course of the 2017-2018 school year.  One twelfth grade student with an IEP was on homebased services and successfully completed with a Standard Diploma. 

 

Fiscal Year

Temporary

Temporary w/IEP

Full Year

Full Year w/IEP

Total

17-18

9

6

0

3

18

16-17

10

9

0

2

21

15-16

3

8

1

3

15

14-15

10

6

0

5

21

13-14

6

7

0

3

16

    

$36,601 has been budgeted for the 2018-2019 school year, maintaining the amount budgeted for past two years.

Fiscal Year

Budget

Actual Cost

17-18

$36,601

$22,156

16-17

$20,000

$37,021

15-16

$30,000

$37,021

14-15

$40,000

$33,929

13-14

$40,000

$21,780

 

(19-31) ANNUAL HOMESCHOOL REPORT FOR 2017-2018*

The overall total of students educated in the home was 118 for the 2017-2018 school year. This is an overall increase of 3 students.

 

Grade Level

Homeschool

Religious Exemption

K

6

 

1

6

 

2

9

 

3

5

4

4

11

1

5

6

2

6

5

2

7

7

4

8

7

 

9

11

1

10

13

 

11

7

1

12

9

1

Total

102

16

 

(19-32) CAPITAL IMPROVEMENT AND OPERATIONAL MAINTENANCE UPDATE*

Board members were provided the work orders in their agenda packet.  Mr. Truett noted awnings are on order for all new entrances except Sharon Elementary and Callaghan Elementary, because they have existing roofs over the doors.     

 

(19-33) ANNUAL REPORT ON ENERGY MANAGEMENT OUTCOMES*

The annual energy report was presented. 

 

(19-34) REPORT ON NON-RESIDENT/NON-DISTRICT STUDENTS*

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 August 6, 2018, 90 non-resident applications have been accepted for the 2018-19 school year; 72 non-district applications were accepted; and 7 applications were denied attendance in Alleghany County Schools.

 

OTHER BUSINESS

(19-35) ADDITION TO THE AGENDA

There were no further additions to the agenda.

 

CLOSED SESSION

(19-36) CODE OF VIRGINIA: PERSONNEL 2.2-3711.A.1, COMPULSORY ATTENDANCE 2.2-1-254.B.1, STUDENT MATTERS 2.2-3711.A.2, SCHOOL SAFETY REPORTS 2.2-3711.A.19.

MOTION: That the School Board enter closed session to discuss Personnel Matters, Compulsory Attendance, Student Matters, and School Safety Reports, as authorized by the Code of Virginia Sections 2.2-3711A.1, 2.2-1-254.B.1, 2.2-3711.A.2, and 2.2-3711.A.19.

MOTION:   Mr. Lane 

SECOND:  Mr. Franson

ROLL CALL VOTE: Unanimous

TIME:  6:30 p.m.

 

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

MOTION:  Mr. Lane   

SECOND: Mrs. Seckner

ROLL CALL VOTE:  Unanimous

TIME: 7:57 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. Franson 

                                    ROLL CALL VOTE:       Mr. Franson - YES

                                                                        Mr. Kern - YES

                                                                        Mr. Lane - YES 

                                                                        Mrs. Morgan - YES

                                                                        Mrs. Seckner - YES

                                                                        Mr. Tucker - YES

                                                                        Mr. Wright - YES                                  

 

                                                                        7 -YES           0 – ABSENT      0 - NO    

                                                                        TIME: 7:58 p.m.           

 

 

Randall Tucker Signature                                                Lorie Bess Signature
Chairman, Alleghany County School Board                     Clerk

 

PERSONNEL

(19-37) 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:  Unanimous

 

(19-38) DISPOSITION OF PUPIL PERSONNEL

a. Pupil Personnel case #19-02

MOTION: That the Board approve the disposition of pupil personnel case 19-02, as discussed in closed session. 

MOTION:   Mrs. Morgan 

SECOND:  Mrs. Seckner

ROLL CALL VOTE: Unanimous

 

b. Pupil Personnel case #19-01

MOTION: That the Board approve the disposition of pupil personnel case 19-01, as discussed in closed session. 

MOTION:   Mr. Franson 

SECOND:  Mrs. Morgan

ROLL CALL VOTE:  Unanimous    

 

ADJOURNMENT

MOTION:  That the August 20, 2018 meeting of the Alleghany County School Board be adjourned.

MOTION:  Mr. Franson    

TIME: 8:00 p.m.

 

Randall Tucker Signature                                                                             Lorie Bess Signature

   Chairman, Alleghany County School Board                                                Clerk