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October 15, 2018: Regular Meeting

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MINUTES

REGULAR MEETING OF THE ALLEGHANY COUNTY SCHOOL BOARD

October 15, 2018

 

The Alleghany County School Board held its regular meeting on October 15, 2018, at 6:00 p.m. at Callaghan Elementary School in Covington, Virginia.

 

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

 

Student representative:  Eddie Meadows

 

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 JK and Kindergarten students.

 

Chairman Tucker announced the following revisions to the agenda:

1.  Agenda item #19-86, “Approval of School Security Grant”.  This is an action item and will be inserted

     after agenda item #19-85

 

2.  Agenda item #19-90, “Approval of Salary Committee”.  This is an action item and will be inserted after

     agenda item #19-86

 

3.  Agenda item #19-91, “Update from JRTC Board Chairman, to include consideration of a joint calendar

     and joint services”.  This is an information item and will be inserted after agenda item #19-72

 

COMMUNITY PARTICIPATION

(19-64) OPENING REMARKS AND WELCOME BY JOSH CRAFT, PRINCIPAL, CALLAGHAN ELEMENTARY SCHOOL   

Mr. Craft welcomed everyone and noted how the former principal, Nancy Moga, would always refer to Callaghan as “the greatest school in the universe”.  He stated he can now see why she would make that comment because Callaghan really is the greatest school in the universe.  He stated it is an honor to be the principal at the school and he is looking forward to being fully accredited every year.  He recognized and commended the entire staff.  He thanked the PTO for their support and everything they do to help the students at the school.  He stated it is time for the Board to begin the budget process and he appreciates the Board’s support.

 

(19-65) REMARKS BY PTO REPRESENTATIVE   

Amber Hepler, PTO president, read the following statement:  Welcome Alleghany County School Board to our wonderful Callaghan Elementary School.  My name is Amber Hepler and I have the honor of being this year's PTO president.  I'd like to tell you about my goals for our PTO concerning our school this year.

We are encouraging our students to express their individuality along with build their team work skills.  We want each child to be able to show us their creative side and personality and help them build character.  We believe everyone should get the opportunity to join in and that no child feels left out of our events.  We want to teach our children that their hard work will not go unnoticed.  We want to show our children that supporting your community is easy to do, and that by supporting others you are supporting yourself.  To help us accomplish these goals we hold different events and activities throughout the year.  We show off their skills through events such as talent shows, pumpkin classroom contest, and the carnival.  We award them throughout the year with different prizes such as ice cream, certificates, and free carnival tickets, just to name of few. We give them opportunities to give back with programs like the Christmas Mother, food for food banks, and Awareness Day, which raised $290 in one day of donations only.

Finally, we want our parents to know that we are here to help and support them. We try to stay in contact with them through newsletters, Facebook, and most importantly, talking with them at every event. Whatever it takes to help them understand we do care about our children and are committed to being there for them and their child, but most importantly, to show them we need their support. By supporting the PTO you’re helping us support the school and the needs of our children. I'd like to thank Mr. Craft for his hard work and dedication to supporting the PTO.  I feel he is as committed to the same goals as we are and is always available to help us work out the details of our problems with “outside the box” ideas. I believe his approach is just what Callaghan needs to move forward into the future. I believe that with him, his staff, along with the PTO and our parents, we have a chance to do something awesome for our amazing kids.  I hope what I have said was both helpful and informative.  I thank you for your time, and goodnight.”

 

(19-66) SCHOOL BOARD COMMENDATIONS

ABCD Award – Gina Adkins, Melanie Hartman, and Angie Nicely

 

Honorarium Award – Debbie Bowyer (For her service as division webmaster)

 

VSBA Academy Awards:

Certificate of Recognition – Gerald Franson, Craig Lane, Danielle Morgan, Randy Tucker, Jacob Wright,

     and Mary Jane Mutispaugh

Award of Excellence – Jennifer Seckner

Award of Honor – Eugene Kotulka

 

All-State Outdoor Track – Allison Fox, Zachary Tucker

 

(19-67) PUBLIC COMMENT

There were no citizens wishing to address the Board.

 

(19-68) SCHOOL BOARD MEMBER AND SUPERINTENDENT COMMENTS

Mrs. Seckner thanked Mr. Craft for hosting the meeting and stated she is confident he sets a wonderful example for his entire staff.  She welcomed Eddie Meadows as the student representative on the Board.  She thanked the PTO for their support of the school.  She congratulated Mrs. Bowyer, the student athletes, and the ABDC award winners.  She commended her fellow board members on their VSBA awards and stated she appreciates the time they give to serve on the Board.  She noted the budget process is about to begin and encouraged staff to let the Board know their needs.

 

Mr. Kern congratulated Mr. Craft on his new appointment as principal of Callaghan Elementary School.  He congratulated the ABCD winners and stated their awards are well deserved.  He thanked Mrs. Bowyer for her service as the division webmaster.  He welcomed Eddie Meadows to the Board.  He commended the Board members on their VSBA awards, especially Mrs. Seckner for her Award of Excellence.  He stated a lot of time goes into serving on the Board.  He thanked Mr. Kotulka for willingness to engage with members of the advisory committees and for providing the notes from those meetings. 

 

Mrs. Morgan thanked Mr. Craft for hosting the meeting and stated there is a definite sense of community at the school.  She stated she is excited to hear the PTO wants to get students involved in the community.  She thanked the ABCD award winners for their service.  She congratulated Mrs. Bowyer on her award and welcomed Eddie Meadows to the Board.

Mr. Lane congratulated Eddie Meadows on his selection to serve as the student representative on the Board.  He thanked Mr. Craft and staff for hosting the meeting and the students for leading the pledge.  He thanked the PTO for their goal in getting students involved in the community.  He thanked Mrs. Bowyer for her many years of service as the webmaster and stated he will miss hearing on her voice on the School Messenger calls.  He commended the recipients of the ABCD awards. 

 

Mr. Wright thanked the students for leading the pledge. He congratulated Eddie Meadows on being chosen to serve on the Board.  He thanked the PTO for their work and stated it can be a thankless job sometimes.  He congratulated the ABCD award winners, Mrs. Bowyer and the student athletes.  He thanked Mr. Craft and staff for hosting the meeting.

 

Mr. Franson thanked Mr. Craft for hosting the meeting.  He stated he is confident Mr. Craft will do a good job as principal.  He stated it is an honor to have a student representative on the Board and welcomed Eddie Meadows.  He thanked Mrs. Bowyer for her many years of service, both as a teacher and as the webmaster.  He congratulated the students who received athletic awards.  He thanked the Callaghan staff and stated it is evident that everyone loves their jobs.  He encouraged everyone to let the Board know if there is anything they can do to help them.  

 

Eddie Meadows thanked Mr. Ross and the Board for allowing him to serve as the student representative on the Board.  He stated he hopes to represent the student body well.   

 

Mr. Tucker thanked Mr. Craft and staff for the wonderful meal.  He congratulated Mrs. Seckner on her VSBA Award of Excellence and the other Board members on their awards.  He stated he appreciates the PTO having very focused goals and helping develop future community leaders.  He thanked Mrs. Bowyer for everything she has done for the division over the years.  He congratulated the ABCD award winners and joked that Mrs. Hartman has quite a job to keep Mr. Craft on track. He stated Callaghan has great teachers who are focused on the kids.        

 

Mr. Kotulka thanked Mr. Craft and his staff for hosting the meeting. He stated the PTO has good goals and he appreciates their support of the school.  He congratulated the winners of the ABCD awards and stated they are well deserved.  He thanked Mrs. Bowyer for her many early morning calls, even after her retirement as a teacher.  Mr. Kotulka provided Board members with a copy of a recent VSBA newsletter with included information about New Tech programs.  He reported he would be attending an upcoming conference that focuses on building corporate partnerships in the community and that he would be meeting with a WestRock representative after the conference.  He stated VDOE invited him to attend an upcoming conference in Louisville to discuss New Tech.   He welcomed Eddie Meadows to the Board.

 

(19-69) CONSENT AGENDA*

The following items were included for approval.   

A.  Approval of Minutes of September 9, 2018 Work Session and Professional Development Retreat and  

     September 17, 2018 Regular Meeting

B. 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

E.   Field Trip Request

      1.     CMS students to DC, November 29-30 and March 28-29

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

MOTION:  Mr. Franson          

SECOND: Mr. Lane   

ROLL CALL VOTE: Unanimous             

                                               

BUDGET AND FINANCE

(19-70) BUDGET REPORT*

 

School Operating Fund

$2,489,144.43

School Textbook Fund

$862,258.88

Alleghany Foundation Nursing Grant

$48,523.72

Governor’s School

$174,344.36

Scholarship

$75,974.21

School Capital

$1,842,661.21

Medicaid Reimbursement

$448,352.97

New Tech Program

$75,347.23

Grand Total

$6,016,606.01

 

(19-71) SEPTEMBER 30 STUDENT MEMBERSHIP REPORT*

Our preliminary September 30, 2018 average daily membership (ADM) as reported to the Virginia Department of Education is 1,973.  This level is 24 students less than the 1,997 upon which our 2018-2019 budget is based, and is 134.9 less than the September 30, 2017 membership of 2,107.9.  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

(19-72) CALENDAR INFORMATION*

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

-October 22/23 – Fall Break / No school for students

-November 13, 12:00 p.m. – JRTC Joint Board of Control meeting at JRTC

-November 14-16 – VSBA Annual Convention in Williamsburg

-November 19, 6:00 p.m. – Regular monthly meeting at Mountain View Elementary School

-November 21-23 – Schools closed for holiday

-November monthly calendar

 

(19-91) UPDATE FROM JACKSON RIVER TECHINICAL CENTER BOARD CHAIRMAN, TO INCLUDE CONSIDERATION OF A JOINT CALENDAR AND JOINT SERVICES

Jacob Wright, Chairman of Jackson River Technical Center (JRTC), reported at the last JRTC meeting discussions were held regarding having a joint calendar with Covington to make it easier on parents, students, and staff.  Mr. Kotulka added that students are at a disadvantage having two different school calendars.  He noted Ms. Mutispaugh is scheduled to meet with the Covington superintendent to discuss a joint calendar.  The goal is to start with a joint calendar, with the understanding that inclement weather days may be vary with each school. 

 

Mr. Wright added he is hearing from the community that they want cooperation between the school divisions.  He read a draft letter to the Covington School Board that he asked the Board to review and consider.     

 

Chairman Tucker asked for a motion to add to the agenda to approve the letter drafted by Mr. Wright.  He reminded everyone to add this to the agenda would require a unanimous vote. 

MOTION: That the Board add to the agenda to approve the letter drafted by Mr. Wright to send to the Covington School Board regarding joint services. 

MOTION:   Mr. Wright 

SECOND:  Mr. Kern

ROLL CALL VOTE:       Mr. Franson - YES

                                    Mr. Kern - YES

                                    Mr. Lane - NO 

                                    Mrs. Morgan - YES

                                    Mrs. Seckner - YES

                                    Mr. Tucker - NO

                                    Mr. Wright – YES

 

The motion did not receive a unanimous vote.  The Board then discussed forming a committee to review and possibly revise the letter and to bring it to the November meeting for consideration.  Mr. Wright, Mr. Lane and Mr. Franson were recommended for the committee.  Mr. Wright was designated to serve as the chairperson for the committee.

MOTION: That the Board approve Mr. Wright, Mr. Lane, and Mr. Franson to serve on a committee to draft a letter to Covington regarding joint services.  

MOTION:   Mrs. Seckner

SECOND:  Mrs. Morgan

ROLL CALL VOTE:  Unanimous 

 

(19-73) CONSIDER REVISION TO SCHOOL BOARD MEETING CALENDAR*

The proposed revisions include changing the February meeting to February 25 and the June meeting to June 24. 

MOTION: That the Board approve the revisions to the meeting calendar, as presented. 

MOTION:   Mrs. Morgan  

SECOND:  Mr. Wright

ROLL CALL VOTE:  Unanimous

 

(19-74) UPDATE ON STUDER SURVEY

Mr. Kotulka reported approximately 314 employee surveys had been completed and the results will be ready in late October or early November. 

 

(19-75) REPORT FROM MEETING WITH SECRETARY OF EDUCATION

Three superintendents from the Rural and Small School Division Coalition met with the Secretary of Education and a member of the Governor’s Inner Cabinet to discuss the upcoming State budget deliberations.  The discussion focused on providing additional funding for at risk students, teacher salaries, decrease in enrollment funding, and capital improvement.  The Secretary was very interested and was supportive of our requests.

 

(19-76) INFRASTRUCTURE AND SECURITY, PREVENTION AND RESPONSE, AND STUDENT BEHAVIOR RECOMMENDATIONS*

The House of Delegates Select Committee on School Safety created three sub-committees to review school safety and to make recommendations moving forward.  The three sub-committees are:

  • Student Behavior and Interventions Subcommittee
  • Prevention and Response Protocol Subcommittee
  • Infrastructure and Security Subcommittee

The sub-committee recommendations may be viewed in the attached power point presentations.  Alleghany County Public Schools’ responses to the recommendations are in red text.

 

 

 

(19-77) RESOLUTION DESIGNATING NOVEMBER 12-16, 2018 AS AMERICAN EDUCATION WEEK*

American Education Week has been designated as November 12-16, 2018.  Mrs. Seckner read the resolution.  As a token of appreciation, the Board will provide lunch for all employees on November 12. 

MOTION: That the Board designate November 12-16, 2018 as American Education Week. 

MOTION:   Mrs. Seckner   

SECOND:  Mrs. Morgan

ROLL CALL VOTE:  Unanimous

 

(19-78) UPDATE ON ONE-TO-ONE INITATIVE*

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

  1. Professional Development

2.   ACPS Innovators –Video

 

(19-79) APPROVAL TO ADMINISTER YOUTH RISK BEHAVIOR SURVEY*

At the September meeting Board members were provided copies of the Centers for Disease Control and Prevention (CDC) Youth Risk Behavior Survey with the addition of core factors and beliefs.  This survey, which we have administered every other year since 2002, provides the most comprehensive data on a variety of teenage behaviors and will allow for comparison of longitudinal data relative to the Alleghany County Public Schools.  In addition, this survey offers additional questions that will be beneficial in reflecting community values.   Once again, our School Health Advisory Board (SHAB) will assist in administration of the survey with the Community Services Board providing funding for analysis of the data once again by Dr. Kerry Redican.   We plan to administer the survey in early November 2018.   Copies were provided to each of our schools and the survey has been posted on the division’s website for parent and community review.  Any parent may choose to opt their child out of the survey if they so desire.

MOTION: That the Board approve the administration of the Youth Risk Behavior Survey, as presented. 

MOTION:   Mr. Wright  

SECOND:  Mr. Lane

ROLL CALL VOTE:  Unanimous

 

(19-80) CAPITAL IMPROVEMENT AND OPERATIONAL MAINTENANCE UPDATE*

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

 

(19-81) APPROVAL OF BUS FUEL MILEAGE REIMBURSEMENT*

It was recommended that the mileage reimbursement rate remain at $1.50/mile for use of Alleghany County School buses, effective for the 2018-2019 school year. The current total per-mile operating cost for a bus is $1.09.  This rate does fluctuate with the cost of fuel, parts, and labor.

MOTION: That the Board approve the bus mileage reimbursement rate of $1.50 per mile. 

MOTION:   Mrs. Morgan  

SECOND:  Mr. Lane

ROLL CALL VOTE:  Unanimous

 

(19-82) REPORT ON FINAL STATE ACCREDITATION STATUS*

The state utilizes the 2017 - 18 results to award accreditation status for the 2018-19 school year. All 5 schools are accredited.  One school (Mountain View Elementary) is accredited with conditions.  Final data is available through School Quality Profiles on the Virginia Department of Education website.

 

(19-83) ON-TIME GRADUATION REPORT*

A cohort group is students who began school as ninth graders during the 2014-2015 school year and graduated within 4 years.  On Time Graduation Rate (OGR) graduates are defined as students who earn Advanced Studies, Standard, Modified Standard, and Applied diplomas. The state OGR rate is 91.6%.  Alleghany High School had 93.6% of the 204 students graduate on time compared to 91.1% last year.  The dropout rate for the state is 5.5%.  Alleghany High School had a dropout rate of 3.4% compared to 5.4% 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 88% is required for full accreditation.  Alleghany High School’s Graduation Completion Index is 95.26% compared to 92.65% last year.  The Federal Graduation Indicator includes students who earned a Standard or Advanced Studies Diploma.  The benchmark is 84%.  Alleghany High School had a rate of 86.41% compared to 83.33% the previous year.

 

POLICY REVISIONS

(19-84) APPROVAL OF POLICIES REVIEWED AT SEPTEMBER MEETING*

The following policies were considered: 

  • BDA - Regular School Board Meetings
  • BDD - Electronic Participation in Meetings from Remote Locations
  • CMA - Quality Profiles
  • GCCB - Employment of Family Members
  • GCDA - Effect of Criminal Conviction or Founded Complaint of Child Abuse or Neglect
  • IL - Testing Programs
  • JGD - Student Suspension/Expulsion
  • KKA - Service Animals in Public Schools

MOTION: That the Board approve the policies reviewed at the September meeting, as presented. 

MOTION:   Mr. Franson 

SECOND:  Mr. Lane

ROLL CALL VOTE:       Mr. Franson - YES

                                    Mr. Kern - NO

                                    Mr. Lane - YES 

                                    Mrs. Morgan - YES

                                    Mrs. Seckner - YES

                                    Mr. Tucker - YES

                                    Mr. Wright - YES

 

(19-85) POLICIES RECOMMENDED BY ADMINISTRATION*

The proposed policy revisions were recommended by administration.  These policies were presented for review this month and will be presented for approval at the November meeting.

  • IICA-R - Field Trip Guidelines
  • INDC-R – Guidelines for Released Time for Special Instruction
  • JHCH-R - School Lunch and Breakfast Program Regulations
  • KF-R – Distribution of Information/Materials

 

OTHER BUSINESS - ADDITIONS TO THE AGENDA

(19-86) APPROVAL OF SCHOOL SECURITY GRANT*

A list of security projects for each facility was presented.  The total amount of state grant for the 2018-19 school year is $100,000 with a 25% local match.  The total amount of the projects is $131,681.  The Board discussed providing additional local money to meet the needs of the projects on the list. 

MOTION: That the Board approve the School Security Grant plus additional local match for a total of $131,681. 

MOTION:   Mrs. Morgan 

SECOND:  Mrs. Seckner

ROLL CALL VOTE:  Unanimous

 

(19-90) APPROVAL OF SALARY COMMITTEE

The committee will be reviewing salary scales of employees and comparing them with other school divisions. 

MOTION: That the Board approve Mr. Kern, Mr. Lane, and Mrs. Morgan to serve on the Salary Committee. 

MOTION:   Mr. Wright 

SECOND:  Mr. Lane

ROLL CALL VOTE:  Unanimous

 

CLOSED SESSION

(19-87) CODE OF VIRGINIA: PERSONNEL 2.2-3711.A.1, STUDENT MATTERS 2.2-3711.A.2, LEGAL MATTERS 2.2-3711.A.7, 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.7, 2.2-1-254.B.1, 2.2-3711.A.2, and 2.2-3711.A.19.

MOTION:   Mr. Lane  

SECOND:  Mr. Wright

ROLL CALL VOTE: Unanimous

TIME: 8:13 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: 8:44 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:   Mrs. Seckner 

                                    SECOND:  Mr. Lane

                                    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: 8:45 p.m.           

 

 

Randall Tucker Signature                                                Lorie Bess Signature

Chairman, Alleghany County School Board                     Clerk

 

 

PERSONNEL

(19-88) 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   

 

(19-89) REVIEW OF REVISED JOB DESCRIPTIONS JD 1-7 AND JD 3-13*

The job descriptions are for the Mental Health Counselor and Director of Assessment and Accountability.  These will be presented for approval at the November meeting.

 

ADJOURNMENT

MOTION:  That the October 15, 2018 meeting of the Alleghany County School Board be adjourned.

MOTION:  Mr. Lane    

TIME: 8:47 p.m.

 

 

Randall Tucker Signature                                                 Lorie Bess Signature 

Chairman, Alleghany County School Board                       Clerk