10-16-2017 Regular Meeting Minutes

Printer friendly page


ACPS Logo


MINUTES

REGULAR MEETING OF THE ALLEGHANY COUNTY SCHOOL BOARD

October 16, 2017

 

The Alleghany County School Board held its regular meeting on October 16, 2017, at 6:00 p.m. at Callaghan Elementary School in Covington, Virginia.

 

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

 

ABSENT: 


Chairman Tucker announced the following addition to the agenda:

1. Agenda item #18-124, “Consider revision to school board meeting calendar”.  This is an action item and will be inserted after agenda item #18-123.

2. Agenda item #18-122 will be an action item instead of an information item.


COMMUNITY PARTICIPATION

(18-104) OPENING REMARKS AND WELCOME BY NANCY MOGA, PRINCIPAL, CALLAGHAN ELEMENTARY SCHOOL

Mrs. Moga read the following statement:  “Welcome to the greatest school in the universe!   This is the 18th school board meeting to be held here.  The school building is 53 years old.  We remain grateful to the Alleghany County School Board and the citizens of Alleghany County for providing a comfortable, renovated building in which students enjoy learning each day. Your supper was provided by you! Thank you!  This is our 16th year of Callaghan earning full accreditation according to Virginia standards.  Congratulations to our students and parents, those present, please stand.  These parents represent 96% of the parents who attended the August Open House. All teachers are highly qualified.  58% have earned their Master’s degree.    All of our assistants are highly qualified.  With our support staff of drivers, custodians, cafeteria workers, and therapists, we have 50 adults scheduled to work here all or some part of each week.    Staff members, please stand. You board members are an extended part of our Callaghan family.  So welcome home, and let me know what I can do to help your meeting operate smoothly.”

 

(18-105) REMARKS BY PTO REPRESENTATIVE

Amanda Webb read the following statement:  “Good evening ladies and gentlemen and welcome to Callaghan School.  My name is Amanda Webb and I am the president this year for the Callaghan PTO.

The Callaghan PTO holds scheduled monthly meetings and welcomes everyone to attend these meetings each month at 5:30 PM.   Our PTO is very active. In August, the PTO hosted a community event at Callaghan School. Many volunteers from our area worked to spread woodchips on our playgrounds, paint playground equipment, cut low branches and pull weeds. Jody Morris and Modern Woodmen of America sponsored supper after all the hard work was completed. Members from the Kiwanis, Callaghan Ruritans, Boys Home residents, community volunteers, school faculty and staff, PTO members and students worked hard to make Callaghan more beautiful.  Callaghan PTO sponsored a membership and volunteer drive during the open house before school started. We have monthly activities including our Family Fun Fridays consisting of Sock Hops, Candy Bar Bingos and Trunk or Treat. A sock hop was held in August. Deputy Laura Rogers was our guest speaker. Deputy Rogers discussed safety. Fidget spinners and gift cards were given away as door prizes. The children had a great time at this event.  On September 29 a candy bar bingo was held. Children and their parents love playing bingo and winning chocolate treats. 

Our annual Trunk-or-Treat will be held on Friday, October 27th. This event is Free. Our annual fall fundraiser began on October 10th. This year we are selling cookie dough.  On November 5th we will host our annual Thirty-One Bingo at the Covington Moose Lodge.  There will be 20 opportunities to win some wonderful bags. We invite you to attend.  Advance tickets are on sale and tickets will be sold at the door one hour prior to the event. On December 14th and 15th we will hold our annual holiday shop.  We have a special shopper that purchases items all year long for the shop. The children love this event and enjoy being able to purchase items for their moms, dads, sisters and brothers and other loved ones.  It’s so much fun to watch the children pick out those special gifts for their family to enjoy.  Field Day is another special event the students enjoy.  Although Jeremy Bartley organizes all the events, the PTO purchases lunch, t-shirts, water bottles, makes sno cones and picks up the expenses for the day.  These are just some of the activities that the Callaghan PTO promotes for Callaghan School. We have a Callaghan PTO Facebook page and we invite you to like this page in order to follow the success of our faculty, staff and students.  Thank you so much for allowing me to speak tonight.  It is a great privilege to represent the Callaghan PTO.”


(18-106) SCHOOL BOARD COMMENDATIONS: 

Callaghan Elementary student who earned a perfect score on Spring 2017 assessment – Kolten Walton

ABCD Award – Melanie Hartman

VSBA Academy Awards – Certificate of Recognition:  Randy Tucker, Craig Lane, Jacob Wright, and Mary Jane Mutispaugh; Award of Achievement – Jennifer Seckner; Award of Distinction - Eugene Kotulka

Board members and Mr. Kotulka were presented with an autographed copy of “The Twisted Circle of Room 114”, a book that was written by Josh Hagy’s English Honor’s class last year.  The book can be purchased on Amazon. 


(18-107) PUBLIC COMMENT

There were no citizens wishing to address the Board.


(18-108) SCHOOL BOARD MEMBERS AND SUPERINTENDENT COMMENTS

Mr. Wright thanked Mrs. Moga for hosting the meeting and Mrs. Webb for her leadership of the PTO.  He congratulated Mr. Hagy and his students on their published book.  He thanked Melanie Hartman for her hard work and dedication to the students and staff at Callaghan and for always having a happy spirit.  He stated it is always good to visit Callaghan school.


Mr. Persinger thanked everyone for attending the meeting. He congratulated the student for making a perfect score on his state assessment test.  He thanked Mrs. Hartman and all the staff for their hard work, Mrs. Webb and the PTO for their support of the school, and Mr. Hagy and students for the book.


Mr. Lane thanked Mrs. Moga for hosting the meeting and stated it is always a pleasure to be at Callaghan.  He thanked the students who led the pledges.  He commended the school for 16 years of full accreditation.  He thanked Mrs. Webb for her leadership and the PTO’s support.  He congratulated Mrs. Hartman on her ABCD Award.  He thanked Mr. Hagy and students for the book and stated he couldn’t wait to read it.


Mrs. Morgan thanked Mrs. Moga for hosting the meeting and stated earning full accreditation is evidence of the hard work and dedication that comes from the students and staff at Callaghan.  She congratulated the student on his perfect score and Mrs. Hartman on her ABCD Award, stating she is obviously the glue that keeps everything together.   She thanked Mr. Hagy and students for the book and encouraged them to keep their compassion for writing the rest of their lives.  She noted while the students wrote the book, it was Mr. Hagy that lit their passion for writing and he is to be commended for that.    


Mrs. Seckner thanked Mrs. Moga and staff for hosting the meeting.  She stated she is very proud of the Callaghan staff for earning full accreditation.  She thanked the students who led the pledges and the PTO for their support to the students.  She also congratulated the middle school cross country team and the Homecoming candidates.  She stated Mrs. Harman is a great asset to everyone at the school and is extremely helpful.  She thanked Mr. Hagy and his students for the copy of the book and stated she is looking forward to reading it. 


Mr. Franson thanked Mrs. Moga and staff for their hospitability and Mrs. Hartman for her support to everyone.  He commended everyone on earning full accreditation.  He stated it is obvious the staff care about the kids.  He congratulated Mr. Hagy and students on their book and stated this is confirmation in his heart that project-based learning is the right option for our students. 


Mr. Tucker congratulated Mrs. Moga and her staff for earning full accreditation again this year.  He thanked the PTO for their valuable support of the school.  He commended Mrs. Hartman and stated she is obviously a “shining star” to her coworkers.  He recognized and thanked Jon Lanford, County Administrator, for attending the meeting.  He shared a story of how a teacher touched his life noting that Mr. Hagy has touched the lives of these students in a way they will never forget. 


Mr. Kotulka thanked Mrs. Moga and staff for hosting the meeting and for earning full accreditation again.  He thanked the PTO for their hard work and support.  He stated the published book is the final product, but this all started in elementary school with a teacher that created a spark in these students.  He stated we want our students to be creative, be able to solve problems, and work together. He thanked Mr. Hagy for his work with the students.


(18-109) CONSENT AGENDA

The following items were included for approval.   

A.  Approval of Minutes of September 18, 2017 Regular Meeting and September 29, 2017 Work Session and Professional Development Retreat
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

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

(18-110) BUDGET REPORT

 

School Operating Fund

$2,502,148.63

School Textbook Fund

$1,187,305.14

Alleghany Foundation Nursing Grant

$45,941.26

Governor’s School

$146,263.69

Scholarship

$76,752.91

Alleghany Foundation Mental Health Initiative

$0

School Capital

$1,247,422.58

Medicaid Reimbursement

$446,944.23

Technology

$0

New Tech Program

$378,747.60

Grand Total

$6,031,526.04

 

(18-111) SEPTEMBER 30 STUDENT MEMBERSHIP REPORT

Our preliminary September 30, 2017 average daily membership (ADM) as reported to the Virginia Department of Education is 2,081.  This level is 1 student more than the 2,080 upon which our 2017-2018 budget is based, and is 47 less than the September 30, 2016 membership of 2,128.  The average daily membership is a cumulative average of our division-level enrollment from the first day of school through September 30.  It incorporates prorated membership for students who leave or enroll in the division during this time period.  The September 30 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

(18-112) CALENDAR INFORMATION

Mr. Kotulka reminded the Board of the following meetings:

              -November 1 – American Education Week lunches at each school

              -November 14, 12:00 p.m. – JRTC Joint Board of Control meeting at JRTC

              -November 15 -17 – VSBA Annual Convention in Williamsburg

              -November 20, 6:00 p.m. – Regular monthly meeting at Mountain View Elementary School

              -November 22-24 – Schools closed for holiday

              -November monthly calendar

 

(18-113) RESOLUTION DESIGNATING NOVEMBER 13-17, 2017 AS AMERICAN EDUCATION WEEK

Mrs. Seckner read the resolution.  Mr. Kotulka reported each school would be provided with lunch for all staff on November 1, in honor of American Education Week.

MOTION: That the Board recognize November 13-17 as American Education Week, as presented.

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

           

(18-114) UPDATE ON ONE-TO-ONE INITIATIVE

An update was given on the One-to-One initiative regarding:

  1. Staff Training
  2. Chromebooks for Grade 5 Students
  3. Network Performance
  4. 1:1 Committee Meeting; October 3, 2017
  5. Chromebook Parent Meetings; Elementary Schools
  6. Other

           

(18-115) TELECOMMUNICATIONS CONTRACTS – REQUEST FOR PROPOSALS AND E-RATE 470 APPLICATIONS

The division’s telecommunications contracts will expire on June 30, 2018.   Mr. Alleman, Supervisor of Technology, requested the board’s permission to advertise a Request for Proposals (RFP) beginning on October 17, 2017.  The RFP will be advertised through our usual media sources and will also be advertised via an E-rate 470 application.  In addition, the document will request innovation in the RFP that is specific to solutions that can address our older phone systems that are located at Callaghan Elementary School, Clifton Middle School, Mountain View Elementary School, Alleghany High School, and the administrative offices.  This item was presented for information in September.    

MOTION:  That the Board approve advertising a Request for Proposal for Internet and Telecommunications, as presented. 

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


(18-116) CAPITAL IMPROVEMENT AND OPERATIONAL MAINTENANCE UPDATE

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


(18-117) APPROVAL OF BUS FUEL MILEAGE REIMBURSEMENT RATE

It was recommended that the mileage reimbursement remain at $1.25/mile for use of Alleghany County School buses, effective for the 2017-2018 school year. The current total per-mile operating cost for a bus is $0.93.  This rate does fluctuate with the cost of fuel, parts, and labor.

MOTION:  That the bus fuel mileage reimbursement rate remain at $1.25 per mile, as presented.

MOTION:  Mr. Lane
SECOND: Mrs. Morgan

ROLL CALL VOTE:  Unanimous           

 

(18-118) REPORT ON FINAL STATE ACCREDITATION STATUS

School divisions in the Commonwealth of Virginia are bound by a dual system of accountability.  Schools and divisions must meet state accountability standards and federal accountability standards.  State standards are met by schools achieving a 75% pass rate on Standards of Learning (SOL) assessments in English and a 70% pass rate on SOL assessments in math, science and history.  The high school must also have a graduation completion index of 85 or greater.  Final data is available through school report cards on the Virginia Department of Education website.  Three schools in Alleghany County are fully accredited under state accreditation standards-Callaghan Elementary School, Mountain View Elementary School, and Sharon Elementary School.  Alleghany High School is Partially Accredited-Warned School Pass Rate (Mathematics).  Clifton Middle School is Partially Accredited-Reconstituted School. 


(18-119) SUBMISSION OF ESEA TITLE IV APPLICATION

The 2017-2018 Title IV Part A grant application is due to be submitted to the Virginia Department of Education by November 1, 2017.  This is a new grant under which school divisions will receive funds for the first time in the 2017-2018 fiscal year.  They are to be utilized for student support and academic enrichment.

MOTION: That the Board approve the submission of the ESEA Title IV application, as presented.

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


(18-120) ON-TIME GRADUATION RATE REPORT

The 4-year cohort Virginia On Time Graduation Report was presented.   A cohort group is students who began school as ninth graders during the 2013-2014 school year and graduated within 4 years.  On Time Graduation Rate Graduates are defined as students who earn Advanced Studies, Standard, Modified Standard, Applied and General Achievement Diplomas. The state OGR rate is 91.1%.  Alleghany High School had 91.1% of the 203 students graduate on time compared to 92.9% last year.  The dropout rate for the state is 5.8%.  Alleghany High School had a dropout rate of 5.4% compared to 4.87% the previous year.  The Virginia Graduation Completion Index (GCI) is a Board of Education approved formula that calculates a weighted percent of students within a given cohort who graduate, complete, or stay in school each year.  Points are awarded as follows:

  • Board Recognized Diploma = 100 points
  • GED = 75 points
  • Still in school = 70 points
  • Certificate of Completion = 25 points
  • Dropout = 0 points

 

A GCI of at least 85% is required for full accreditation.  Alleghany High School’s Graduation Completion Index = 92.65% compared to 93.39% last year.  The enhanced GCI is 94.99%.  The enhanced GCI adds additional points for students who earned a CTE credential.  161 students earned a CTE credential.  The Federal Graduation Indicator includes students who earned a Standard or Advanced Studies Diploma.  The benchmark is 80%.  Alleghany High School had a rate of 83.33% compared to 84.89% the previous year.


(18-121) REVIEW Comprehensive IMPROVEMENT and Capital Improvement Plans

The draft Five Year Comprehensive Plan and Capital Improvement Plan for Alleghany County Public Schools were presented.  These drafts include various refinements based on continued input offered by the staff and advisory committees.  The School Board will review the plans again on November 20 and a public hearing will be held on December 18.  The Board will be asked to consider final adoption of the Plans during its meeting on January 24.  Once approved, the Plan will be made effective as of February 1, 2018. 


(18-122) NEW TECH UPDATE

Mr. Kotulka provided an update on the New Tech program.  He reported high school staff recently visited Magna Vista High School and Bassett High School to see their programs.  He stated he realizes this will be a change in teaching method, but he is certain our staff is ready for the challenge and will be successful.  He discussed full school immersion versus individual classes and recommended full school immersion. 

MOTION: That the Board supports full school immersion for the New Tech program at Alleghany High School, as recommended by the Superintendent.

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


POLICY REVISIONS

(18-123) POLICY BCE, “SCHOOL BOARD COMMITTEES” AND BCE-R, “APPOINTMENTS TO JACKSON RIVER TECHNICAL CENTER BOARD AND JACKSON RIVER GOVERNOR SCHOOL BOARD”

Based on recommendations from the Special Committee on Board Governance, these policies were presented for review in September in an effort to clarify how appointments will be made to the Jackson River Technical Center Board and Jackson River Governor School Board in the future. 

MOTION:  That the Board approve Policy BCE and BCE-R, as presented.

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

 

OTHER BUSINESS

(18-124) CONSIDER REVISION TO SCHOOL BOARD MEETING CALENDAR

Mr. Kotulka requested the November 20 board meeting be moved to November 21. 

MOTION:  That the Board approve the revision to the school board meeting calendar, changing the November 20, 2017 meeting to November 21, 2017.

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


CLOSED SESSION

(18-125) CODE OF VIRGINIA: PERSONNEL MATTERS 2.2-3711.A.1., STUDENT MATTERS 2.2-3711.A.2, AND SCHOOL SAFETY REPORTS

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 2.2-3711.A.1, 2.2-3711.A.2, and 2.2-3711.A.19.

MOTION:  Mr. Lane
SECOND: Mrs. Seckner
ROLL CALL VOTE: Unanimous
TIME: 7:52 p.m.

 

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

MOTION:  Mr. Franson  
SECOND: Mr. Lane
ROLL CALL VOTE:  Unanimous
TIME: 8:15 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. 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: 8:16 p.m.                       

 

 

         Randall Tucker_School Board Chairman_Signature           Lorie Bess_School Board Clerk_ Signature
Chairman, Alleghany County School Board  
                   Clerk

PERSONNEL

(18-126) PERSONNEL ACTIONS

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

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

 

DISPOSITION OF PUPIL PERSONNEL

(18-127) Case #18-06 - The student was not present for the meeting; therefore, no action was taken.  


BOARD MEETING EVALUATION SURVEY

Board members were provided an evaluation summary from the September meeting. 

 

ADJOURNMENT

MOTION:  That the October 16, 2017 meeting of the Alleghany County School Board be adjourned.

MOTION:  Mr. Lane 
TIME: 8:17 p.m.

 

         Randall Tucker_School Board Chairman_Signature           Lorie Bess_School Board Clerk_ Signature
Chairman, Alleghany County School Board  
                   Clerk