7-10-2017 Reorganization and Regular Meeting Minutes



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MINUTES

REORGANIZATION, YEAR END CLOSEOUT, AND REGULAR MEETING OF THE ALLEGHANY COUNTY SCHOOL BOARD

July 10, 2017

 

The Alleghany County School Board held its reorganization, year-end closeout and regular meeting on July 10, 2017, at 6:00 p.m. at Central Office Complex in Low Moor, Virginia.

PRESENT: Gerald E. Franson; R. Craig Lane; 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.

*Clifton Forge East district seat is currently vacant.

ABSENT: 


Mr. Kotulka presided as chairman pro tempore and 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.

ELECTION OF CHAIRMAN

In his capacity as chairman pro tempore, Mr. Kotulka asked for nominations for Chairman.  Mr. Lane nominated Mr. Tucker.  Mr. Persinger nominated Mr. Wright.

Mr. Kotulka asked for a motion to close the nominations. 

MOTION:  That the nominations for Chairman of the Alleghany County School Board be closed.
MOTION:  Mr. Lane
ROLL CALL VOTE:  Unanimous

Because two nominations were made, a roll call vote was taken and each Board Member stated who they wished to elect for Chairman. 

ROLL CALL VOTE:    Mr. Franson – Mr. Tucker
                                   Mr. Lane – Mr. Tucker
                                   Mr. Persinger - Mr. Wright
                                   Mrs. Seckner – Mr. Tucker
                                   Mr. Tucker – Mr. Tucker
                                   Mr. Wright – Mr. Wright                                 

By majority vote, Mr. Randy Tucker was elected as Chairman of the Alleghany County School Board. 

ELECTION OF VICE CHAIRMAN

Chairman Tucker asked for nominations for Vice-Chairman.  Mr. Persinger nominated Mr. Wright.  Mr. Lane nominated Mr. Franson. 

Chairman Tucker asked for a motion to close the nominations. 

MOTION: That the nominations for Vice-Chairman of the Alleghany County School Board be closed.
MOTION: Mrs. Seckner
ROLL CALL VOTE:  Unanimous

Because two nominations were made, a roll call vote was taken and each Board Member stated who they wished to elect for Vice Chairman. 

ROLL CALL VOTE:    Mr. Franson – Mr. Franson
                                   Mr. Lane – Mr. Franson
                                   Mr. Persinger - Mr. Wright
                                   Mrs. Seckner – Mr. Franson
                                   Mr. Tucker – Mr. Franson
                                   Mr. Wright – Mr. Wright                                  

By majority vote, Mr. Gerald Franson was elected as Vice Chairman of the Alleghany County School Board. 

ELECTION OF CLERK

MOTION:  That Lorie C. Bess shall serve as Clerk of the Board.
MOTION:  Mr. Lane  
SECOND: Mrs. Seckner
ROLL CALL VOTE:  Unanimous

 

ELECTION OF DEPUTY CLERK

MOTION: That Mary Jane Mutispaugh shall serve as Deputy Clerk.
MOTION:  Mr. Lane   
SECOND: Mrs. Seckner
ROLL CALL VOTE:  Unanimous

  

DESIGNATION OF SUPERINTENDENT’S DESIGNEES

Chairman Tucker, upon recommendation of the Superintendent, designated Mary Jane Mutispaugh, Jan Hobbs, and Fred Vaughan to serve as the superintendent’s designees

DESIGNATION OF RECORDERS

Chairman Tucker, upon recommendation of the Superintendent, designated Lorie Bess and Mary Jane Mutispaugh to serve as recorders.

APPOINT FOUR REPRESENTATIVES TO JACKSON RIVER TECHNICAL CENTER JOINT BOARD OF CONTROL

Mr. Wright and Mr. Persinger questioned if these positions should be appointed or voted upon.  The Clerk explained without any written policy in place, the Board should continue its practice of appointing these positions rather than voting on them.  Mr. Persinger stated he would like to have another opinion on the matter and requested the school board attorney be contacted and the response be reported back to the Board.   In conclusion, Chairman Tucker volunteered himself and appointed Mr. Franson, Mr. Lane, and Mrs. Seckner as Alleghany County Public School representatives to the Jackson River Technical Center Joint Board of Control. 

APPOINT REPRESENTATIVE TO JACKSON RIVER GOVERNOR SCHOOL EXECUTIVE COMMITTEE

This appointment will be reconsidered at the August meeting. 

APPOINT DELEGATE AND ALTERNATE TO VSBA DELEGATE CONVENTION

The Chairman and Vice Chairman will serve as the voting delegate and alternate to represent Alleghany County Public Schools during the 2017 Virginia School Board Association Convention in November. 

(18-01) PROVISION OF REQUIRED CODE OF VIRGINIA DOCUMENTS

Pursuant to the Code of Virginia, Section 2.2-3702, Mr. Kotulka reminded School Board members that they are to read and familiarize themselves with the provisions of the Virginia Freedom of Information Act, the Virginia Conflict of Interest Act (School Board Policy BBFA), and the Virginia Public Records Act.  A copy of each document was provided to all Board members.  

(18-02)   ACCEPTANCE OF VSBA CODE OF CONDUCT 

Mr. Kotulka read the Code of Conduct and asked all Board members who agreed with the Code of Conduct to please sign the form.

MOTION: That the VSBA Code of Conduct be adopted, as presented.
MOTION:   Mr. Wright
SECOND:  Mrs. Seckner
ROLL CALL VOTE: Unanimous 

(18-03) LOCATIONS OF ALLEGHANY COUNTY SCHOOL BOARD POLICY MANUALS

Mr. Kotulka reported that copies of the Alleghany County School Board Policy Manual are available to the public at the central office at 100 Central Circle, Low Moor, VA, and in each school’s office and library. He noted the policy manual is also available on the school website, per state statutory requirement. 

(18-04) APPROVAL OF 2017-2018 CALENDAR OF SCHOOL BOARD MEETINGS AND EVENTS

Mr. Kotulka noted the January regular meeting was changed to January 24, due to the VSBA New Board Member Orientation.   Also, the June 2018 meeting will be held at Mountain View Elementary School instead of the Central Office Complex. 

MOTION: That the Board approve the 2017-2018 calendar of School Board meetings and events, as presented.

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

COMMUNITY PARTICIPATION

(18-05) 2017 VSBA MEDIA HONOR ROLL COMMENDATION:  Darrell Gleason, The Virginian Review, and Jerry Clark, The Alleghany Journal.

Mr. Gleason and Mr. Clark were presented certificates as nominees for the 2017 VSBA Media Honor Roll.  Board members thanked them for their service to the community.  

(18-06) PUBLIC COMMENT

There were no citizens wishing to address the Board.

(18-07) SCHOOL BOARD MEMBER AND SUPERINTENDENT COMMENTS

Mr. Wright thanked everyone for attending the meeting.  He voiced his disappointment in not being appointed to the Jackson River Technical Center Board.

Mr. Persinger thanked everyone for attending the meeting.  He stated a new year is about to begin and that comes with setting new expectations, one being that all schools be fully accredited by the end of the year.  He stated our students and constituents deserve the best.  

Mr. Lane congratulated Mr. Gleason and Mr. Clark on their awards and stated he is looking forward to the new school year.

Mrs. Seckner thanked everyone for attending the meeting.  She congratulated Darrell Gleason and Jerry Clark for their selection on the VSBA Media Honor Roll.  She stated she and Mr. Franson had completed their first year on the Board and she was surprised by the amount of “behind the scenes” work that goes into a school system.  She commended the programs offered at Jackson River Technical Center.  She stated Board members have to make difficult decisions sometimes but she feels everyone on the Board takes their position very seriously and tries to make the best decision they can.  She stated she is looking forward to a new school year.

Mr. Franson stated it is his hope that our division is the best in the region.  He stated we need to be unified to be successful.  He noted he is confident all schools will be fully accredited this year and it’s important that our kids get the best education they can.  

Mr. Tucker commented that at one time, Alleghany County Public Schools was one of few divisions in Virginia that met AYP.  He stated he is confident we will be accredited because things are improving daily.  He noted the superintendent is making the necessary changes to make it happen.  He stated maintenance is getting the buildings ready for the start of school and he is looking forward to another great school year. 

Mr. Kotulka noted at the July 5 meeting, the Board of Supervisors passed a resolution in support of and directing the School Board to move forward with the New Tech program.  He reminded the Board that Mary Jane Mutisipaugh and Jeff Alleman would be making a presentation on the One-to-One Initiative at the July VSBA Conference on Education.   He stated he agrees with the expectation that schools be fully accredited this year and he has set the foundation the past two years to make it happen.  He stated it is evident this community is passionate about education.  

BUDGET AND FINANCE

(18-09) BUDGET REPORT

School Operating Fund

$1,892,803.10

School Textbook Fund

$1,186,891.43

Alleghany Foundation Nursing Grant

$40,461.10

Governor’s School

$158,352.93

Scholarship

$76,724.55

Alleghany Foundation Mental Health Initiative

$5,861.41

School Capital

$2,111,390.00

Medicaid Reimbursement

$486,750.83

Technology

$29,999.57

Grand Total

$5,989,234.92

 

(18-10) FINAL 2016-2017 YEAR-END PAYMENT OF BILLS

MOTION: That the Board approve the 2016-2017 final year-end payment of the bills, as presented.
MOTION:  Mr. Wright   
SECOND: Mr. Franson
ROLL CALL VOTE:  Unanimous

(18-11) FINAL 2016-2017 YEAR-END FUND BALANCE TRANSFERS

Year End Operating Fund Balance

  1. Unexpended 2017 Fund 1 – Operating balance of $967,907.10. The primary contributors to this balance were:
    1. Small school division enrollment loss fund (one-time)* – $388,339.00
    2. Unexpended textbook funds – $189,713.71
    3. Wages and benefits** – $346,671.59

 

      *Approved by the General Assembly as part of fiscal year 2018 budget deliberations for payment to qualifying school divisions in fiscal year 2017. These one-time funds will be used for the New Tech implementation.

      **Net of the elimination of the fiscal year 2017 compensation supplement by the General Assembly in August 2016. This balance from wages and benefits is due to a combination of budgeted positions that were not filled during the fiscal year, replacement benefit, lower substitute employee utilization, and lower health insurance participation.

Year End Operating Fund Transfers

The year end Fund 1 – Operating balance was transferred via journal entry prior to the year-end close as follows:

Fund                                                2017 YE Transfer                      6/30/2017 Balance

Fund 2 – Textbooks                           $189,713.71                              $1,186,891.43

Fund 10 – School Capital                   $778,193.39                              $2,111,390.00

 

SUPERINTENDENT REPORTS AND RECOMMENDATIONS

(18-12) CALENDAR INFORMATION

Mr. Kotulka reminded the Board of the following meetings:

- July 12, 12:00 – JRTC Joint Board of Control at JRTC
- August 2 - Division-wide convocation at Clifton Middle School, Forum Hall      

- August 9 – School opens
- August 21 – Regular monthly meeting at Central Office Complex (pending calendar approval)
- August monthly calendar

(18-13) INVITATION TO ATTEND AUGUST 2, 2017 DIVISION-WIDE CONVOCATION

Convocation will be held August 2, 2017, beginning at 8:30 a.m. in the Gleason Forum Hall at Clifton Middle School.

(18-14) APPLICATION OF RECONSTITUTION FOR CLIFTON MIDDLE SCHOOL

Each board member was given a copy of the Reconstitution application for Clifton Middle School. 

(18-15) CONSIDER CAFETERIA PRICE INCREASES

The school lunch prices will increase ten cents for all schools, including A la Carte items and adult lunches, for the 2017-2018 school year. School breakfast prices will remain the same.

Lunch prices – 2017-2018

AHS/CMS - $2.40
Elementary - $2.10
MVES – free lunches for all students per CEP program
All adult lunches will be $3.00.

MOTION:  That the School Board approve a ten cent lunch increase for all schools, except Mountain View Elementary School, as presented.
MOTION:  Mr. Wright 
SECOND: Mr. Lane
ROLL CALL VOTE:  Unanimous

 

(18-16) UPDATE ON ONE-TO-ONE INITIATIVE

An update was provided for each of the following topics:

  1. Summer Training
  2. Chromebook Collection- AHS
  3. Chromebook Distribution (Fall)
  4. Elementary Schools’ Network Installations
  5. Parent Meetings
  6. VSBA Conference

 

(18-17) APPROVAL OF WIRELESS COMPANY TO PROVIDE OFF-CAMPUS INTERNET ACCESS

Kajeet is a wireless service company providing off-campus Internet access that is filtered, device manageable, and CIPA compliant.  If four buses were outfitted to serve as mobile hotspots, 250 gigabytes of shared data will cost $9256.49 in year one.  In year two, the cost drops to $3068.03.

MOTION: That the Board approve Kajeet as the wireless company to provide off-campus internet access, as presented.
MOTION:  Mrs. Seckner
SECOND: Mr. Lane
ROLL CALL VOTE:    Mr. Franson - YES 
                                   Mr. Lane - YES
                                   Mr. Persinger - NO
                                   Mrs. Seckner - YES
                                   Mr. Tucker - YES
                                   Mr. Wright - NO                                   

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

(18-18) ANNUAL NURSING PROGRAM REPORT – 2016-2017

Board members were provided a copy of the Nursing Program Annual Report. The 2016-2017 school year concluded the twentieth year of this valuable and positive program for our students and staff.  During the 2016-2017 school year, the nurses reported 39,311 clinical encounters.

The data generated will be shared with the School Health Advisory Board and the Greater Alleghany School Health Consortium which represents the Alleghany and Covington school districts, the Virginia Department of Health, and the Community Services Board.

(18-19) 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. 

MOTION: That the Board approve contracting vision and hearing impaired services with Allied Instructional Services, as presented.
MOTION:  Mr. Lane
SECOND: Mrs. Seckner
ROLL CALL VOTE:  Unanimous

(18-20) CAPITAL IMPROVEMENT AND OPERATIONAL MAINTENANCE UPDATE

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

OTHER BUSINESS

(18-21) ADDITION TO THE AGENDA

There were no further additions to the agenda.

CLOSED SESSION

(18-22) CODE OF VIRGINIA: PERSONNEL 2.2-3711.A.1.

MOTION: That the School Board enter closed session to discuss Personnel Matters, as authorized by the Code of Virginia Section 2.2-3711A.1.
MOTION:  Mr. Lane
SECOND: Mrs. Seckner
ROLL CALL VOTE: Unanimous
TIME: 7:14 p.m.

MOTION: That the School Board return to open session from closed session.
MOTION:  Mr. Lane 
SECOND: Mr. Franson
ROLL CALL VOTE:  Unanimous
TIME: 7:43 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. Lane - YES
                                                                       Mr. Persinger - YES
                                                                       Mrs. Seckner - YES
                                                                       Mr. Tucker - YES
                                                                       Mr. Wright - YES                                 

                                           6-YES            0 – ABSENT       0-NO     1-VACANT
                                    TIME: 7:44 p.m.                       

 

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

     

PERSONNEL

(18-23) PERSONNEL ACTIONS

MOTION: That the Board approve all personnel actions as discussed in closed session and recommended by the Superintendent.
MOTION:  Mr. Lane  
SECOND: Mr. Wright
ROLL CALL VOTE:  Unanimous

(18-24) REVIEW OF NEW JOB DESCRIPTION FOR TRANSPORTATION MANAGER

The job description for the transportation manager position replaces the current dispatcher/administrative coordinator position located at the bus garage.

(18-25) APPROVAL OF REVISED JOB DESCRIPTIONS FOR DIRECTOR OF SPECIAL EDUCATION, DIRECTOR OF INSTRUCTION, AND DIRECTOR OF FINANCE

These three job descriptions were reviewed at the June board meeting.

MOTION: That the Board approve the revisions to job descriptions for the Director of Special Education, Director of Instruction, and the Director of Finance, as presented.
MOTION:   Mr. Lane
SECOND:  Mrs. Seckner
ROLL CALL VOTE:  Unanimous

(18-26) BOARD MEETING EVALUATION SURVEY

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

Chairman Tucker addressed a recent online article that suggested an illegal meeting may have taken place with Board members.  Chairman Tucker questioned if any Board members had participated in any unannounced meetings, and they confirmed they had not.  

ADJOURNMENT

MOTION:  That the July 10, 2017 meeting of the Alleghany County School Board be adjourned.
MOTION:  Mr. Lane 
TIME: 7:50 p.m.

          Randall Tucker_School Board Chairman_Signature  Lorie Bess_School Board Clerk_ Signature

Chairman, Alleghany County School Board
 
                  Clerk