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Minutes: April 15, 2019


MINUTES

REGULAR MEETING OF THE ALLEGHANY COUNTY SCHOOL BOARD

April 15, 2019

 

The Alleghany County School Board held its regular meeting on April 15, 2019, at 6:00 p.m. in the Gleason Forum Hall at Clifton Middle School in Covington, Virginia.

 

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

 

Student representative:  Eddie Meadows

 

ABSENT:   Donnie T. Kern; Jennifer S. Seckner

 

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.

 

COMMUNITY PARTICIPATION

(19-242) OPENING REMARKS BY MARTY WOOD, INTERIM PRINCIPAL, CLIFTON MIDDLE SCHOOL

Mr. Wood welcomed everyone to Clifton Middle School and thanked the Board for their support.  He stated there have been some changes recently but everyone is doing fine and looking forward to continuing the success of the students and school. 

 

(19-243) REMARKS BY CLIFTON MIDDLE SCHOOL PTO REPRESENTATIVE

Jessica Crance, vice president, discussed past and upcoming PTO events.  She noted snacks were provided for all staff during American Education Week.  She reported an Italian theme lunch would be provided for staff on May 8.

 

(19-244) SCHOOL BOARD COMMENDATIONS

ABCD Awards – Karen Bradley, Anneke Burris, and Tangie Cline

 

VIRGINIA MUNICIPAL LEAGUE ESSAY CONTEST WINNER:  Maria Angle

 

CROSS COUNTRY 2018 – FIRST PLACE IN STATE 3000 METER RUN:  Gracie Barron, Canyia Burks, Macyn Cash, Sidney Donnan, Haley Harmon, Alivia Hoover, Kelsey Nicely, and Lucy Nicely

 

Chamber of Commerce Educator of the Year finalists:  Avery Nipper (AHS), Cindy Fox (CMS), Linda Liptrap (CES), Christine Arrington (MVES), and Vicki Hayslett (SES)

 

Chamber of Commerce Educator of the Year:  Avery Nipper, Alleghany High School

 

VSBA SCHOOL BOARD CLERK/DEPUTY CLERK APPRECIATION WEEK:  Lorie Bess, Clerk, and Mary Jane Mutispaugh, Deputy Clerk

 

(19-245) PUBLIC COMMENT

There were no citizens wishing to address the Board.

 

(19-246) SCHOOL BOARD MEMBER AND SUPERINTENDENT COMMENTS

Mr. Wright congratulated all award winners and commended Avery Nipper for being selected the Educator of the Year.  He congratulated Jackson River Technical Center students who recently were state winners.  He thanked Jeremy Bartley for his work with Cross County and congratulated the team for winning at state.  He thanked everyone for attending the meeting.

 

Mr. Lane thanked the SCA students for leading the pledge and Mr. Wood for his comments.  He thanked the SCA for their support to the school.  He congratulated everyone on their awards.  He stated it must be difficult for principals to select one or two recipients for the ABCD Award because everyone offers invaluable support.  He thanked Lorie Bess and Mary Jane Mutispaugh for their services as Clerk and Deputy Clerk.    

 

Mr. Meadows thanked everyone for attending the meeting.  He congratulated the ABCD Award winners.  He commended Maria Angle on winning the essay contest.  He congratulated the Cross Country tract team on their accomplishment. 

 

Mrs. Morgan thanked Ms. Crance for her comments and the PTO’s support of the school.  She commended Maria Angle for her essay being selected out of 1,000 other essays.  She thanked Mr. Bartley and his work with the Cross Country team.  She congratulated all the nominees for Educator of the Year and stated our division has so many success stories because of what they do. She congratulated the JRTC students on their awards.  She thanked Mrs. Bess and Ms. Mutispaugh for everything they do for the Board. 

 

Mr. Franson thanked everyone for attending the meeting.  He thanked the ABCD award winners for everything they do.  He congratulated the cross country team, Maria Angle and the Educator of the Year finalists and winner.  He thanked Mrs. Bess and Ms. Mutispaugh for their hard work and support. 

 

Mr. Tucker thanked all staff for everything they do.  He thanked Mr. Wood for his comments and for pulling the staff together during a time of change.  He stated all staff deserve the ABCD Award.   

 

Mr. Kotulka congratulated the finalists and Mr. Nipper as the Educator of the Year.  He stated we have incredible staff that do many things that ensure our students succeed.  He congratulated Maria Angle on winning the essay contest.  He thanked Mrs. Bess and Ms. Mutispaugh for their support.  He thanked everyone for attending an offering their support of the schools. 

 

(19-247) CONSENT AGENDA*

The following items were included for approval.         

A. Approval of Minutes of March 11 Called Meeting and Work Session, March 18 Regular Meeting, March

    28 Called Meeting and March 28 Joint Work Session

B. Approval of payment of bills 

C. Cafeteria report 

D. Communications/Monthly Reports

  1. JRTC monthly report

E.  Field Trip Request

       1.     AHS FFA students to Livestock Evaluation Competition, VT Campus, June 17-20

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

MOTION:  Mr. Wright          

SECOND: Mr. Lane    

ROLL CALL VOTE: Unanimous

 

BUDGET AND FINANCE

(19-248) BUDGET REPORT*

 

 

School Operating Fund

$3,530,752.52

School Textbook Fund

$863,508.40

Alleghany Foundation Nursing Grant

$52,508.18

Governor’s School

$174,875.55

Scholarship

$76,082.57

School Capital

$1,590,766.71

Medicaid Reimbursement

$206,785.74

New Tech Program

$308,780.55

Grand Total

$6,804,060.22

 

(19-249) MARCH 31 ADM REPORT*

Our preliminary March 31, 2019 average daily membership (ADM) as reported to the Virginia Department of Education is 1965.5.  This level is 31.5 students less than the 1,997 upon which our 2018-2019 budget is based, and is 103.77 less than the March 31, 2018 membership of 2,069.27.  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

(19-250) CALENDAR INFORMATION*

Mr. Kotulka reminded the Board of the following meetings/events:

- April 16, 4:00pm - 7:00pm – Spring Extravaganza at Alleghany High School

- April 18 - Early Release Day

- April 19-23 – No school (Spring Break)

- May 1 – VSBA Blue Ridge Regional Forum Art Show and Dinner at Lord Botetourt High School

- May 1, 6:00 – Alleghany High School Senior Awards night

- May 5-7 – VASS Spring Conference in Roanoke

- May 8, 11:30 a.m. – Alleghany High School Grubbs Glencairn Reception at JRTC

- May 14, 12:00 p.m. - Joint Board of Control at JRTC

- May 18, 10:00 a.m.  - Alleghany High School Graduation at AHS Mountaineer Field

- May 18 – Expo Day and Spirit Day at Alleghany High School

- May 20, 6:00 p.m. - Regular meeting at Central Office Complex

- May 23 – Early Release / Last day of school

- May monthly calendar

 

(19-251) PAYROLL SCHEDULE CHANGE*

The Commonwealth of Virginia requires that school divisions starting the school year prior to August 15 pay their employees beginning with the month of August.  This requirement was fulfilled by requiring all new 10-month employees be paid beginning in August. With that being said and our new teachers beginning on the last day in July, it is necessary that we revise our payroll schedule.  As a result of this change, all 10-month employees will receive their first check for the 2019-20 school year while receiving their last check for the 2018-19 school year on August 30, 2019.

 

Year                Payday                   

2018-19          August 30, 2019 (final 2018-2019 check)

2019-20          August 30, 2019 (first 2019-2020 check)         

  

 

 

(19-252) ONE-TO-ONE INITIATIVE UPDATE*

An update on the One-to-One initiative was presented.  A video was shown titled “Classroom Transformation”, featuring teachers Paige Bradley and Madison Lucas-Corbett.

 

(19-253) APPROVAL FOR CAREER AND TECHNICAL EDUCATION LOCAL PLAN*

The Perkins Grant provides funding for the Career and Technical Education programs.  In Alleghany County Public Schools 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.  To date, we have not received a state superintendent memo with the amount of the 2019-20 Perkins’ Grant.  If the amount is not received before the plan is due, it will be submitted based on the amount received last year, which was $40,301.08.

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

MOTION:  Mr. Franson         

SECOND: Mr. Lane   

ROLL CALL VOTE:  Unanimous            

 

(19-254) CAREER SUPPORT SERVICES*

Stephanie Carter, Career Support Systems, Regional Director, presented to the Board on Career Support Services and what parents need to know to help their child benefit from the services.

 

(19-255) APPROVAL OF EXTENDED SCHOOL YEAR SERVICES*

Federal and State laws require that school divisions provide extended school year services to qualifying students. Centra Autism Services has agreed to contract with our division to provide extended school year services. This will be for students who are served in a private day placement at Shenandoah Autism Center who because of their developmental delays need services over the summer to prevent regression or a loss of skills.

MOTION: That the Board contract with Centra Health to provide ESY services, as presented.

MOTION:   Mr. Wright        

SECOND:  Mrs. Morgan  

ROLL CALL VOTE:  Unanimous            

 

(19-256) 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 provides student growth information and has 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, Performance Matters (formerly PowerSchool and 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 2-8 and Accelerated Reader for grades K-8.  The total cost for the package is $14,940.25.  Performance Matters (formerly 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.

 

(19-257) CAPITAL IMPROVEMENT AND OPERATIONAL MAINTENANCE UPDATE*

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

 

(19-258) APPROVAL OF FURNITURE FOR NEW TECH PROGRAM AT ALLEGHANY HIGH SCHOOL*

Additional tables and chairs, student desks, and associated furniture items were requested for the New Tech program at Alleghany High School. 

MOTION: That the Board approve the purchase of furniture for the New Tech program at Alleghany High School, at a total cost of $52,846.19. 

MOTION:   Mr. Wright 

SECOND:  Mrs. Morgan

ROLL CALL VOTE: Unanimous

                                   

POLICY REVISIONS

(19-259) APPROVE POLICIES REVIEWED AT MARCH MEETING*

The following policies were considered for approval and were reviewed at the March meeting:

AE                    School Division Goals and Objectives    

AF                    Comprehensive Plan    

AFA                 Evaluation of School Board Operational Procedures    

BDDG               Minutes

BG                    Board-Staff Communications (also GBD)  

BHD                School Board Member Compensation and Benefits    

BHE                  School Board Member Liability Insurance   

CBA                 Qualifications and Duties for the Superintendent

DGC                School Activity Funds    

DJB                  School Activity Funds    

DLB/GCBC-RA  Payroll Deductions    

DM                   Cash in School Buildings    

DO                   Non-Locally Funded Programs    

EBCD               School Closings    

ECA                 Inventory and Reporting of Loss or Damage    

ECAB               Vandalism    

EDC                Authorized use of School-Owned Facilities and Materials    

EF                    Food Service Management   

EFD                  Food Sanitation Program    

EI                     Insurance Management    

ET                   Educational Technology Foundations and Public School Foundations    

FEA                  Educational Facilities Specifications   

GAA                Staff Time Schedules

GAB/IIBEA        Acceptable Computer System Use    

GAB-F1/IIBEA-F2    Acceptable Computer System Use Agreement    

GAB-R/IIBEA-R  Acceptable Computer System Use    

GBD                Board-Staff Communications (also BG)  

GBI                   Staff Gifts and Solicitation    

GBLA               Third-Party Complaints Against Employees

GCA-R1            Organizational Chart

GCBEA             Leave Without Pay  

GCBC-RA/DLB  Payroll Deductions

IAA                   Notification of Learning Objectives    

IB                     Academic Freedom    

IGAE/IGAF        Health Education/Physical Education

IGAI                  Character Education    

IGAK                Alternatives to Animal Dissection    

IAA                   Notification of Learning Objectives

IIA                    Instructional Materials    

IIAB                  Supplementary Materials Selection and Adoption    

IIBEA/GAB        Acceptable Computer System Use    

IIBEA-F             Sample Letter to Parents: Acceptable Computer System Use    

IIBEA-R/GAB-R     Acceptable Computer System Use    

IIBEA-F2/GAB-F1  Acceptable Computer System Use Agreement

IKF                    The Virginia Assessment Program and Graduation Requirements   

IKFA                 Locally Awarded Verified Credits

IKH                   Retaking SOL Assessments    

JECB                Admission of Nonpublic School Students for Part-Time Enrollment    

JHCA                Physical Examinations of Students    

JHCCA             Blood Borne Contagious of Infectious Diseases    

JHCCA-E          Guidelines for School Attendance for Students with Human Immunodeficiency Virus     

JHCH-R            School Lunch and Breakfast Program Charge Regulations

JJAC                Student-Athlete Concussions During Extracurricular Activities

JL                     Fundraising and Solicitation   

KBA                  Requests for Public Records    

KBA-R              Requests for Information

KBA-F1             Request for Public Records Form

KGA                 Sales and Solicitations in Schools    

MOTION: That the Board approve the policies that were reviewed at the March meeting. 

MOTION:   Mr. Lane  

SECOND:  Mr. Franson

ROLL CALL VOTE:  Unanimous            

           

OTHER BUSINESS

(19-260) ADDITION TO AGENDA

There were no additions.

 

CLOSED SESSION

(19-261) CODE OF VIRGINIA: PERSONNEL MATTERS 2.2-3711.A.1, STUDENT MATTERS 2.2-3711.A.2, AND SCHOOL SAFETY REPORTS 2.2-3711.A.19.

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

MOTION:   Mr. Wright

SECOND:  Mr. Lane

ROLL CALL VOTE: Unanimous

TIME: 7:06 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: 7:44 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. Wright

                                    SECOND:  Mr. Lane

                                    ROLL CALL VOTE:       Mr. Franson - YES

                                                                        Mr. Kern - ABSENT

                                                                        Mr. Lane - YES 

                                                                        Mrs. Morgan – YES

                                                                        Mrs. Seckner - ABSENT

                                                                        Mr. Tucker - YES

                                                                        Mr. Wright - YES                                  

 

                                                                        5 -YES     2 – ABSENT      0 - NO    

                                                                        TIME:  7:45 p.m.                      

 

 

__________________________________                      ___________________________________

Randall S. Tucker, Chairman                                           Lorie C. Bess, Clerk

 

 

PERSONNEL

(19-262) REVIEW OF JOB DESCRIPTION JD 3-15

A job description for Therapeutic Counselor was reviewed. 

 

(19-263) APPROVAL OF JOB DESCRIPTION JD 3-7*

A job description for School Social Worker, formerly titled Visiting Teacher/Attendance Officer, was reviewed. 

MOTION: That the Board table the approval of Job Description JD 3-7 until the May board meeting.

MOTION:   Mr. Lane         

SECOND:  Mr. Wright    

ROLL CALL VOTE:  Unanimous  

                       

(19-264) 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  

                       

ADJOURNMENT

MOTION:  That the April 15, 2019 meeting of the Alleghany County School Board be adjourned.

MOTION:  Mr. Wright    

TIME: 7:47 p.m.

 

 

________________________________                          _____________________________

Randall S. Tucker, Chairman                                            Lorie C. Bess, Clerk