6-19-2017 Regular Meeting Minutes

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MINUTES

REGULAR MEETING OF THE ALLEGHANY COUNTY SCHOOL BOARD

June 19, 2017

 

The Alleghany County School Board held its regular meeting on June 19, 2017, at 6:00 p.m. in the Gleason Forum Hall at Mountain View Elementary School in Covington, Virginia.

 

PRESENT:   Gerald E. Franson, Vice Chairman; R. Craig Lane; 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.

*Clifton Forge East district seat is currently vacant

ABSENT: 

 

COMMUNITY PARTICIPATION

(17-334) SCHOOL BOARD COMMENDATIONS:

Recognition of retirees:  Deborah G. Bowyer – 38 years, Valerie S. Humphreys – 32 years, Fred M. Humphreys – 18 years, Donna S. Beirne – 31 years, Patricia C. Cvizic – 37 years, William G. Litton – 14 years, Martha W. Nicholson – 26 years, Brenda H. Wallace – 27 years, Steven M. Evans – 34 years, Verlan A. Simmons – 30 Years, Michael E. Fisher – 24 years, Corbin L. Anderson - 30 Years, Teresa Gail Forren – 13 Years, Dreama B. Robinson – 28 Years, Clyde J. Simpson, Jr. – 35 Years, Judy J. Tingler – 45 years, Debra S. Evans – 27 years, Norval S. Campbell – 40 years, Leesa M. Dudley – 21 Years, Robert T. Cline – 27 Years (Combined years of service:  577)    

 

(17-335) PUBLIC COMMENT

There were no citizens wishing to address the Board.

 

(17-336) SCHOOL BOARD MEMBER AND SUPERINTENDENT COMMENTS

Mr. Wright stated this was an impressive group of retirees, and that many of them were former teachers of his.  He thanked them for their 577 years of combined service.

Mr. Persinger congratulated the retirees and thanked them for their valuable time to the community and students.  He wished them well in their retirement. 

Mr. Lane commented he appreciated the fellowship and reception with the retirees before the meeting.  He stated the legacy they have left is great and he hopes they will stop in to visit sometime.

Mrs. Seckner thanked everyone for attending the meeting. She read a poem and offered well wishes to the retirees. 

Mr. Franson stated our division is great because of the dedication we have from our teachers and support staff.  He stated the retirees have touched many lives and made a difference to many students. 

Mr. Tucker stated he could never say thank you enough to the retirees and current employees for the sacrifices they make for our students.  He stated they will never be forgotten.

Mr. Kotulka thanked everyone for attending the meeting.  He stated each segment of life is a new adventure and he hopes the retirees enjoy this new adventure. 

 

(17-337) CONSENT AGENDA

The following items were included for approval.  Item E-2 was removed from the consent agenda. 

A.  Approval of Minutes of May 15, 2017 Regular Meeting and May 18, 2017 Called Meeting and Work Session
B. 
Approval of payment of bills
C.  Cafeteria report
D.  Communications/Monthly Report
      1. 
JRTC monthly report
E.   Field Trip Request
      1.  AHS FFA to VA FFA State Convention in Blacksburg, VA – June 26-29
      2.  (Removed) AHS FCCLA student to Tennessee National Competition – July 1-6

MOTION: That the items listed on the consent agenda be approved, except for item E-2.

MOTION:  Mr. Lane     
SECOND: Mrs. Seckner   
ROLL CALL VOTE:        Mr. Franson - YES   
                                    Mr. Lane - YES
                                    Mr. Persinger - YES 
                                    Mrs. Seckner - YES
                                    Mr. Tucker - YES
                                    Mr. Wright – NO
                                    Clifton Forge East District – Vacant


BUDGET AND FINANCE

(17-338) BUDGET REPORT


School Operating Fund

$3,637,500.39

School Textbook Fund

$996,415.68

Alleghany Foundation Nursing Grant

$53,937.11

Governor’s School

$142,455.32

Scholarship

$76,678.78

Alleghany Foundation Mental Health Initiative

$10,735.92

School Capital

$1,322,501.22

Medicaid Reimbursement

$486,439.46

Technology

$29,999.57

Grand Total

$6,756,663.45

 

SUPERINTENDENT REPORTS AND RECOMMENDATIONS

(17-339) CALENDAR INFORMATION

Mr. Kotulka reminded the Board of the following meetings:

- July 10 - Year-end Closeout, Reorganizational, and Regular meeting at Central Office Complex
- July 18 - VSBA Conference on Education in Richmond
- July monthly calendar
- August  9 – School opens for 2017-2018 academic year
- August  21 – Regular meeting at Central Office Complex (pending 17-18 calendar approval on July 10)

 

(17-340) SECOND REVIEW OF PROPOSED 2017-2018 CALENDAR OF SCHOOL BOARD MEETINGS AND EVENTS

The draft 2017-2018 meeting calendar was presented for review. VSBA conferences are included.  The calendar will be presented for approval at the July reorganization meeting. 


(17-341) APPROVAL OF LOCAL PLAN FOR THE EDUCATION OF THE GIFTED

The Plan was reviewed by the Board in May and recommended for approval.  

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

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

 

(17-342) APPROVAL TO APPLY FOR RECONSTITUTION FOR CLIFTON MIDDLE SCHOOL

As outlined in 8 VAC 20-131-315, as an alternative to the Memorandum of Understanding (MOU) required of schools rated Accreditation Denied, a local school board may choose to reconstitute the school and apply to the Board of Education for a rating of Partially Accredited: Reconstituted School. The application shall outline specific responses that address all areas of deficiency that resulted in the Accreditation Denied status. 

MOTION: That the Board approve the application for reconstitution for Clifton Middle School, as presented and recommended by the Superintendent. 

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

 

(17-343) APPROVAL FOR SUBMISSION OF ESEA GRANT APPLICATION

The 2017-2018 federal programs grant application is due to be submitted to the Virginia Department of Education by July 1, 2017.  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 the submission of an ESEA Grant application, as presented. 

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

 

(17-344) UPDATE ON ONE-TO-ONE INITIATIVE

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

  • Summer Training; Fall Chromebook Staff Training: AHS / CMS
  • Chromebook Collection- AHS
  • Chromebook Distribution (Fall)
  • Elementary Schools’ Network Installations
  • Parent Meetings
  • E-Rate

 

(17-345) DISCUSSION OF WIRELESS COMPANY TO PROVIDE OFF-CAMPUS INTERNET ACCESS

The Superintendent recommended that this agenda item remain tabled until our July 10, 2017 meeting.  Information that the Board requested is still being collected and analyzed, he explained.

MOTION: That the Board table this item until the July meeting to obtain more information. 

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

 

(17-346) APPROVAL OF STATE TECHNOLOGY FUNDING RESOLUTION, SERIES XVI

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 XVI bonds is $230,000.  

MOTION: That the Board approve the State Technology Funding Resolution, Series XVI, as presented. 

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

 

(17-347) APPROVAL OF DIVISION TECHNOLOGY PLAN – 2018 UPDATE

The Virginia Department of Education is preparing guidelines for technology planning that will cover years 2017-2022.   VDOE has developed an addendum to the current plan and school divisions were encouraged to do the same for the time span through 2018.   By planning through 2018, ACPS will have one year between the time the state technology plan is approved (2017) and the date that we will need to have a new division plan aligned to the state’s plan. 

Revisions reflected in the 2018 update include:

  1. The executive summary, vision statement, and mission statement have been revised.
  2. Content has been added that is specific to the one-to-one initiative. The planning process’ description has been updated and the “Connection to The Division’s Mission” section has been modified.
  3. A new Needs Assessment was conducted and a number of conclusions that were drawn from the assessment have been included.
  4. The existing plan’s Goals section has been updated in order to include the one-to-one initiative’s goals.
  5. The budget section has been updated to include expenditures related to the one-to-one initiative.
  6. The Acceptable Use Policy section has been updated.
  7. The Internet Safety section has been updated. Inactive URLs have been removed.
  8. A Graphical Summary of the Needs Assessment data has been added.

MOTION: That the Board approve the Division Technology Plan  - 2018 Update, as presented. 

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

 

(17-348) JRTC / DSLCC WELDING CAREER PATHWAY OPTIONS

Jackson River Technical Center and Dabney S. Lancaster Community College have worked together to create a Welding Career Pathway.  Students who meet the pre-requisite requirements and are willing to work for dual enrollment courses will complete a welding certificate program through DSLCC by the end of their senior year of high school.  Dual enrollment courses will be taught at JRTC.  Students will also have the option of completing courses on the DSLCC campus.

 

(17-349) REVIEW OF PRELIMINARY SOL SCORES

Preliminary SOL scores were reviewed.  The state utilizes the 2016-2017 results to award accreditation status for the 2017-2018 school year.  The benchmark for Math, History, and Science is 70%. The benchmark for Reading is 75%.


(17-350) MOUNTAIN VIEW ELEMENTARY SCHOOL COMMUNITY ELIGIBILITY PROVISION (CEP) PROGRAM

Mountain View Elementary School is eligible to participate in the Community Eligibility Provision during the 2017-18 school year.  Under the Community Eligibility Provision of the Healthy Hunger-Free Kids Act (HHFKA), schools do not collect or process meal applications for free and reduced-price meals served in the National School Lunch Program and School Breakfast Program.  Schools must serve all meals at no cost for all students.  The school division must apply for this program.

MOTION: That the Board approve Mountain View Elementary School for the CEP Program, as presented. 

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

 

(17-351) CONTRACTED VISION AND HEARING IMPAIRED SERVICES

Since the 2012-2013 school year, the Division has contracted with Allied Instructional Services to provide IEP mandated services for students with vision impairments. Since one Speech Language Pathologist (SLP) who was also the Hearing Impaired Service Provider retired, and we have been unable to find a replacement, we anticipate contracting with Allied Instructional Services.  This item will be considered for approval at the July meeting.

 

(17-352) CAPITAL IMPROVEMENT AND OPERATIONAL MAINTENANCE UPDATE

Board members were provided with capital improvement and maintenance reports.

 

(17-353) STANDARD DAY SCHEDULE

Callaghan Elementary and Sharon Elementary Schools will begin their day five minutes later than the current year.  The change in the time will reduce the amount of time students at Callaghan will spend on the bus. 

MOTION: That the Board approve the 2017-2018 Standard Day Schedule, as presented. 

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

 

POLICY REVISIONS

(17-354) POLICY REVISIONS BASED ON RECOMMENDATIONS FROM VSBA POLICY SERVICES AND/OR ADMINISTRATION

MOTION: That the Board approve the policy revisions recommended by VSBA Policy Services and/or administration, as presented. 

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

 

(17-355) APPROVAL OF POLICY FROM MAY MEETING

Policy GBM was reviewed at the May meeting.

MOTION: That the Board approve Policy GBM, as presented. 

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

 

OTHER BUSINESS

(17-356) ADDITION TO AGENDA

There were no further additions to the agenda.


CLOSED SESSION

(17-357) 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 DISCUSSION OF SCHOOL SAFETY REPORTS 2.2-3711.A.19.

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, 2.2-3711A.2, 2.2-3711.A.10, and 2.2-3711-A.19.

MOTION:  Mr. Lane  
SECOND: Mr. Wright
ROLL CALL VOTE:
TIME: 7:16 p.m.

 

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

MOTION:  Mr. Lane      
SECOND: Mr. Wright
ROLL CALL VOTE:  Unanimous                                              
TIME: 8:00 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:  Mr. Wright   
                                    ROLL CALL VOTE:       Mr. Franson - YES
                                                                        Mr. Lane - YES
                                                                        Mr. Persinger - YES   
                                                                        Mrs. Seckner - YES
                                                                        Mr. Tucker - YES
                                                                        Mr. Wright - YES                                
                                                                        Clifton Forge East District - Vacant
                                                    

                                                    6 - YES        0 - ABSENT      0 - NO         1-Vacant

                                     TIME: 8:01 p.m.           

 

_____________________________________           ______________________________

  Chairman, Alleghany County School Board                                 Clerk


PERSONNEL

(17-358) PERSONNEL ACTIONS

MOTION:  That the Board vote separately on the personnel agenda and the Supervisor of Maintenance and Transportation position.

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

 

MOTION: That the Board approve the entire personnel agenda with the exception of the Supervisor of Maintenance and Transportation position. 

MOTION:   Mr. Franson 
SECOND:  Mr. Lane
ROLL CALL VOTE:        Mr. Franson - YES
                                    Mr. Lane - YES
                                    Mr. Persinger - NO  
                                    Mrs. Seckner - YES
                                    Mr. Tucker - YES
                                    Mr. Wright – YES
                                    Clifton Forge East District – Vacant

                                                  5-YES        1 - NO       0 -ABSENT   1 -VACANT

 

MOTION:  That the Board approve personnel for the position of Supervisor of Maintenance and Transportation.

MOTION:  Mr. Lane
SECOND:  Mr. Franson
ROLL CALL VOTE:
       Mr. Franson - YES
                                    Mr. Lane - YES
                                    Mr. Persinger - NO                                                  
                                    Mrs. Seckner - YES
                                    Mr. Tucker - YES
                                    Mr. Wright – NO
                                    Clifton Forge East District – Vacant

                                        4 -YES         2 - NO       0 -ABSENT    1 -VACANT

 

(17-359) REVIEW OF REVISED JOB DESCRIPTIONS

Board members were presented with revised job descriptions for the Director of Instruction, Director of Finance, and the Director of Special Education.  These job descriptions will be presented for approval at the July meeting. 


OTHER BUSINESS

(17-360) 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. Lane      
SECOND: Mr. Wright   
ROLL CALL VOTE:  Unanimous


(17-361) BOARD MEETING EVALUATION SURVEY

Board members were offered a survey to complete. 


ADJOURNMENT

MOTION:  That the June 19, 2017 meeting be adjourned.

MOTION:  Mr. Wright    
TIME: 8:08 p.m.

 

_____________________________________          ________________________________

Chairman, Alleghany County School Board                                 Clerk