Admin

September 17, 2018: Regular Meeting

ACPS Logo

MINUTES

REGULAR MEETING OF THE ALLEGHANY COUNTY SCHOOL BOARD

September 17, 2018

 

The Alleghany County School Board held its regular meeting on September 17, 2018, at 6:00 p.m. at Sharon Elementary School in Clifton Forge, Virginia.

 

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

 

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 members of SCA.

 

Chairman Tucker announced the following revisions to the agenda:

1.  Under agenda item #19-42, School Board Commendations, an award will be presented to Kaarn

     Thomas.

2.  Under agenda item #19-52, Approval of Committees, the Math Textbook Adoption Committee is

     removed from the list. 

3.  Agenda item #19-56, Administration of Youth Risk Behavior Survey is an information item, not an

     action item.

4.  Under Closed Session, the board will discuss “Legal matters and discussion briefings by staff

     pertaining to probable litigation”, pursuant to the Code of Virginia, Section 2.2-3711.A.7. 

 

COMMUNITY PARTICIPATION

(19-40) OPENING REMARKS AND WELCOME BY SHERMAN CALLAHAN, PRINCIPAL, SHARON ELEMENTARY SCHOOL  Mr. Callahan welcomed everyone to the school.  He thanked the school board for their continued support, especially for the secure entrances and school resource officers at all schools.  He thanked his students and staff for their hard work every day and stated it is an honor to be at the school every day. 

 

(19-41) REMARKS BY PTO REPRESENTATIVE   Schyler Fury, PTO secretary, welcomed everyone to the school.  She stated teachers and staff come to work energized and ready to teach, which engages the students.  She thanked the school board for the SROs in each building and the secure entrances and additional security measures.  She discussed upcoming PTO events, such as the Education Bazaar on October 4 and Halloween Carnival on October 19. 

 

(19-42) SCHOOL BOARD COMMENDATIONS

ABCD Award – Tracy Nicely and DeeAnn Tickner

 

Virginia Middle School Association Instruction Grant Award - Kaarn Thomas.  A certificate was presented by Michael Riley, Principal, Hidden Valley Middle School and VMSA Region 6 Director

 

 

 

(19-43) PUBLIC COMMENT

Bob Umstead – Mr. Umstead reported he and Mr. Kotulka met with the VEA president recently.  He stated he is planning for the Governor to attend a VEA meeting in January or February.  He stated teachers deserve raises and he is hoping for a 10% raise each year for the next three years. He stated he is ready to “start the fight”, but asked for everyone’s support.  He noted this movement is for the kids because students need good teachers. 

 

(19-44) SCHOOL BOARD MEMBER AND SUPERINTENDENT COMMENTS

Mr. Lane thanked Mr. Callahan and staff for hosting the meeting.  He thanked the PTO for their work and partnership with the school.  He thanked Mr. Umstead for his comments and stated a 10% raise is probably a “lofty goal” but it is a good place to start and offered his support. 

 

Mr. Wright thanked the Sharon school staff and PTO.  He congratulated the ABCD award winners.  He stated a 30% raise over three years sounds great, and teachers deserve it, but the state will have to help with this goal. He stated he supports the movement, but we need not forget about the kids. 

 

Mrs. Seckner thanked the school staff for hosting the meeting and Mr. Callahan for his strong leadership.  She thanked the SCA students for leading the pledge and commended them for being “strong, courageous leaders”.  She congratulated the ABCD award winners and thanked the PTO for everything they do for the school.  She thanked Mr. Umstead for his update and stated she would love to see teachers get those raises but the state has to step up.  She noted the budget process begins in a few months and encouraged employees to let the Board know what they want.     

 

Mr. Franson stated it is obvious there is great school spirit at Sharon school.  He thanked the PTO for what they do and stated it is very time consuming.   He congratulated Ms. Thomas on her award.  He thanked the SCA students for leading the pledge.  He commended Mr. Umstead for his efforts and stated the only place to go is to the state.  He thanked everyone for attending the meeting.

 

Mrs. Morgan thanked Mr. Callahan and the Sharon staff for hosting the meeting and noted the school built a solid foundation for her children.  She thanked the PTO for their dedication to the school.  She congratulated the award winners and stated she couldn’t wait to see what Ms. Thomas does in art class with her grant money.  She stated she will support Mr. Umstead’s efforts any way she can.

 

Mr. Kern congratulated the ABCD award winners.  He thanked Ms. Fury for her leadership with the PTO.  He thanked Mr. Umstead for leading the charge and offered his support.  He shared a story of learning about basketball from someone and how important it is to learn from other people.  He noted the more information we can get, the better we can make decisions. 

 

Mr. Tucker commended the PTO for their great service to the schools.  He thanked the SCA students for leading the pledge.  He congratulated the ABCD award winners and Ms. Thomas on her grant award.  He stated the state took money from the school division years ago and never gave it back and he fully supports Mr. Umstead’s efforts.  

 

Mr. Kotulka thanked Mr. Callaghan and staff for hosting the meeting.  He congratulated the ABCD award winners and stated their award is well deserved.  He thanked Mr. Riley for attending the meeting to present the grant award to Ms. Thomas.  He thanked Ryan Muterspaugh, Alleghany County Director of Public Safety, for his recent assistance in making decisions with inclement weather.  He commended Mr. Umstead for his efforts but reminded everyone this has to be a joint effort and needs to start now, and not wait until January. 

 

(19-45) CONSENT AGENDA*

The following items were included for approval.   

A.  Approval of Minutes of August 20, 2018 Regular Meeting

B. Payment of bills 

C. Cafeteria report 

D. Communications/Monthly Reports

  1. JRTC monthly report

E.   Field Trip Request

      1.     AHS Choir students to NC, April 27-28, 2019

 

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

MOTION:   Mr. Lane        

SECOND:  Mr. Wright  

ROLL CALL VOTE:   Unanimous                                               

 

BUDGET AND FINANCE

(19-46) BUDGET REPORT*

 

School Operating Fund

$2,703,285.99

School Textbook Fund

$930,647.16

Alleghany Foundation Nursing Grant

$73,792.81

Governor’s School

$182,433.73

Scholarship

$75,956.39

School Capital

$1,848,156.05

Medicaid Reimbursement

$448,238.27

New Tech Program

$154,172.31

Grand Total

$6,416,682.71

 

 

(19-47) TEN DAY STUDENT MEMBERSHIP REPORT*

This is the report of our enrollment for the first ten days of school and for the Tuesday after Labor Day.  The enrollment for JK-12 as of September 4, 2018 was 1975.  Our budget is based on 1997 students.

 

(19-48) APPROVAL OF BUDGET DEVELOPMENT CALENDAR AND DESIGNATION OF 6:00 P.M., JANUARY 14, 2019 AS DATE FOR PUBLIC HEARING ON 2019-2020 BUDGET*

MOTION: That the Board approve the budget development calendar, as presented.

MOTION:   Mr. Wright       

SECOND:  Mrs. Seckner 

ROLL CALL VOTE:   Unanimous   

 

(19-49) SCHOOL ACTIVITY FUND AUDIT*

On an annual basis a certified public accounting firm is engaged to audit the financial records of each of our schools’ activity fund and the division’s cafeteria fund. Robinson, Farmer, Cox Associates recently completed an audit of the aforementioned entities for the 2017-2018 fiscal year and have submitted the final results of their audit. In the opinion of the auditors, the financial statements present fairly, in all material respects, the cash receipts, disbursements, and balances for the school activity and cafeteria funds. Four of the five schools plus the division cafeteria operation received no recommendations or comments. One school received three comments/recommendations, and these items will be addressed with the school Principal and Bookkeeper by the Director of Finance at a meeting the week of September 9.  The results of the 2017-2018 school activity and division cafeteria funds audit reaffirm our long-standing practice of sound financial management in these areas. Our staff is to be commended for their consistent success in managing these funds.

 

 

SUPERINTENDENT REPORTS AND RECOMMENDATIONS

(19-50) CALENDAR INFORMATION*

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

- September 19 – Studer Education Survey for staff

- September 20-21– VSBA Legislative Advocacy Conference in Charlottesville                

- October 9, 12:00 p.m.  – JRTC Joint Board at JRTC

- October 15 – Regular monthly meeting at Callaghan Elementary School

- October 21-23 – VASS Fall Conference in Charlottesville          

- October monthly calendar

- November 14-16 – VSBA Annual Conference in Williamsburg

 

(19-51) UPDATE ON ONE-TO-ONE INITATIVE*

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

  1. Chromebook Deployment- All Schools
  2. Professional Development Plan- 2018-2019

 

(19-52) APPROVAL OF 2018-2019 COMMITTEES*

The following committees were approved:  Calendar Committee, CTE Advisory Committee, English Textbook Adoption Committee, Gifted Advisory Committee, Grading/Report Card Committee, Greater Alleghany School Health Consortium Committee, Local Special Education Advisory Committee, Safe School Committee, School Health Advisory Board (SHAB), Science Textbook Adoption, and Title I District Advisory Committee.  Mrs. Seckner and Mr. Kern volunteered to serve on the Grading/Report Card Committee.

MOTION:  That the Board approve the 2018-2019 committees, as presented.

MOTION:   Mr. Wright

SECOND:  Mr. Lane

ROLL CALL VOTE:  Unanimous 

 

(19-53) RESOLUTION DESIGNATING OCTOBER AS BULLYING PREVENTION MONTH*

Mrs. Seckner read the resolution.

MOTION:  That the Board approve a resolution designating October as Bullying Prevention Month, as presented.

MOTION:   Mr. Wright

SECOND:  Mrs. Morgan

ROLL CALL VOTE:  Unanimous  

 

(19-54) ATTENDANCE REPORT*

A report was presented concerning excessive absenteeism and truancy.  Excessive absenteeism is defined as when a student misses 10% of the school year regardless of the reason.  Truancy is when a student has seven or more unverified absences. 

 

(19-55) SOL’S AND CHRONIC ABSENTEEISM*

A report was presented on the number of students taking expedited retakes who passed and the number of students missing 10% of the school year and SOL scores. 

 

(19-56) ADMINISTRATION OF YOUTH RISK BEHAVIOR SURVEY*

Copies of the Centers for Disease Control and Prevention (CDC) Youth Risk Behavior Survey with the addition of core factors and beliefs was presented and provided to each board member.  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 are planning on administering the survey in early November 2018.   I intend to provide copies to each of our schools and it will be 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.  

 

(19-57) GRADING SCALE PILOT AT MOUNTAIN VIEW ELEMENTARY SCHOOL*

The personalized learning classes at MVES will use O, S, N and U to assess and report their performance in reading, math, and all other subject areas.  In addition to the scale, an additional report listing all the standards that have been mastered will be added to the report card. Students are trying to master skills that were previously taught and then move forward.  Not every student in the class is at the same place at the same time.  The goal is for these students to make satisfactory progress toward the standards with the ultimate goal to be close to or at grade level by the end of the school year.  

(19-58) SCHOOL BUS MILEAGE REIMBURSEMENT*

It is recommended that the mileage reimbursement 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.

 

(19-59) CAPITAL IMPROVEMENT AND OPERATIONAL MAINTENANCE UPDATE*

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

 

POLICY REVISIONS

(19-60) POLICY REVISIONS BASED ON RECOMMENDATIONS OF VSBA*

Policies were presented for review. These policies will be presented for approval at the October meeting.  Mr. Kotulka encouraged board members to contact him with any questions they may have.

 

OTHER BUSINESS

(19-61) ADDITION TO THE AGENDA

There were no further additions to the agenda.

 

CLOSED SESSION

(19-62) 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:  Mrs. Morgan

ROLL CALL VOTE: Unanimous

TIME: 7:20 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: 8:09 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. Kern - YES

                                                                        Mr. Lane - YES 

                                                                        Mrs. Morgan - YES

                                                                        Mrs. Seckner - YES

                                                                        Mr. Tucker - YES

                                                                        Mr. Wright - YES                                  

 

                                                                        7 -YES     0 – ABSENT      0 - NO    

                                                                        TIME: 8:10 p.m.           

 

 

Randall Tucker Signature                                               Lorie Bess Signature 

Chairman, Alleghany County School Board                     Clerk

 

PERSONNEL

(19-63) PERSONNEL ACTIONS*

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

MOTION:   Mr. Lane  

SECOND:  Mrs. Morgan

ROLL CALL VOTE:  Unanimous 

 

ADJOURNMENT

MOTION:  That the September 17, 2018 meeting of the Alleghany County School Board be adjourned.

MOTION:  Mr. Lane    

TIME: 8:11 p.m.

 

 

Randall Tucker Signature                                                  Lorie Bess Signature 

Chairman, Alleghany County School Board                       Clerk