Minutes of the April 28, 2009 Smyth County School Board Meeting

The Smyth County School Board met today in a called meeting at 5:00 P.M., in the board meeting room, 121 Bagley Circle, Suite 300, Marion, Virginia.

CALL TO ORDER

Chairperson Choate called the meeting to order and welcomed everyone.

The roll was called by the clerk, and the following members were present: Jesse Choate, Sam Hambrick, Laura Hall, Susan Sneed, Charles Doane, and Jim Coulthard. Jerry Catron was absent.

CLOSED SESSION

Pursuant to § 2.2-3711 of the Virginia Freedom of Information Act, on motion by Mr. Coulthard, seconded by Ms. Sneed, by 6-0 vote, a closed meeting was declared for the purpose of discussing the following: personnel issues as authorized by § 2.2-3711(A)(1) of the Code of Virginia and student issues as authorized by § 2.2-3711(A)(2) of the Code of Virginia.

On motion by Ms. Sneed, seconded by Mr. Coulthard, by 6-0 vote, closed session ended.

CERTIFICATION OF CLOSED MEETING

WHEREAS, the Smyth County School Board has convened a closed meeting on this date pursuant to an affirmative-recorded vote in accordance with the provision of the Virginia Freedom of Information Act; and

WHEREAS, § 2.2-3712(D) of the Code of Virginia requires a certification by this school board that such closed meeting was conducted in conformity with Virginia Law:

NOW THEREFORE, BE IT RESOLVED, that the Smyth County School Board, by roll call, hereby certifies that, to the best of each member's knowledge (i) only public business matters lawfully exempted from open meeting requirements by Virginia Law were discussed and (ii) only such public business as were identified in the motion by which the closed meeting was convened were heard, discussed, or considered.

VOTE: Ayes: 7, Nays: 0.

On motion by Ms. Hall, seconded by Mr. Coulthard, by 6-0 vote, the agenda was removed from the consent agenda and amended as follows: add item IV. A. Architectural/engineering design for window replacement at Rich Valley Elementary School and Northwood Middle School and HVAC design at Chilhowie Elementary School; add item VI. B. Swine Flu; move item IX. D. Consider action on closed session items to item IX. E.; move item IX. E. Adjourn to item IX. F.; and make item IX. D. Consider approving school board vacancy announcement.

CONSENT AGENDA

On motion by Ms. Hall, seconded by Mr. Coulthard, by 6-0 vote, the following was approved.

PUBLIC COMMENT

No citizens spoke during public comment.

SUPERINTENDENT'S REPORT

Dr. Robinson updated the Board on the Museum of the Middle Appalachians field trip discussions with principals.

Dr. Robinson updated the Board on the Average Daily Membership (ADM) report for 2008-2009. Our March 31, 2009, ADM was 4,873.

DISCUSSION TOPICS

Dr. Robinson discussed the process for architectural/engineering design for window replacement at Rich Valley Elementary School and Northwood Middle School and HVAC design at Chilhowie Elementary School. There was a general consensus of the Board to move forward with this process.

Dr. Robinson updated the Board on the Swine Flu (H1N1 influenza).

QUESTIONS FROM BOARD MEMBERS

Susan Sneed inquired about the requests made during the budget process from the Smyth County Education Association. Dr. Robinson will be looking at policies to address family medical leave, sick leave, and the accumulation of personal leave days.

Laura Hall inquired about new lockers at Northwood Middle School. Dr. Robinson explained that this would not be done in this year's budget.

ACTION ITEMS - MOTION REQUIRED

The Board considered the following policies for approval (second reading):

On motion by Ms. Hall, seconded by Mr. Coulthard, by 6-0 vote, the policies were approved.

The Board considered policy additions and/or changes for the following (first reading):

The Board did not consider approving a bid for paving at Northwood Middle School/Rich Valley Elementary School. This will presented at the next meeting.

The Board did not consider approving a bid for paving at Northwood High School. This will presented at the next meeting.

The Board considered approving a bid for propane delivery. On motion by Ms. Sneed, seconded by Mr. Coulthard, by 6-0 vote, the Board approved the bid from Heritage Propane at $1.40 per gallon for the 2009-2010 school year.

The Board considered approving a bid for a chiller replacement at Chilhowie High School/Chilhowie Middle School. On motion by Mr. Coulthard, seconded by Mr. Hambrick, by 6-0 vote, the lowest bid from Cook's Mechanical in the amount of $22,275.00 was approved.

The Board considered approving a bid for gym bleachers at Northwood Middle School. On motion by Mr. Coulthard, seconded by Ms. Sneed, by 6-0 vote, the Board approved the bid from J. H. Pence in the amount of $34,950.00.

The Board considered approving a bid for gym mats at Marion Senior High School, Chilhowie Middle School, and Northwood Middle School. On motion by Mr. Coulthard, seconded by Mr. Hambrick, by 6-0 vote, the bid from J. H. Pence in the amount of $13,968.00 was approved.

The Board considered appointing personnel identified on the appointments list to serve the school board during the term beginning July 1, 2009, and ending June 30, 2010. On motion by Mr. Hambrick, seconded by Mr. Coulthard, by 6-0 vote, the Board appointed the personnel identified on the appointments list to serve the school board during the term beginning July 1, 2009, and ending June 30, 2010. This is subject to adequate funds being appropriated by the Smyth County Board of Supervisors.

The Board considered approving a school board vacancy announcement. On motion by Mrs. Hall, seconded by Mr. Coulthard, by 6-0 vote, this was approved.

CLOSED SESSION ITEMS

On motion by Ms. Sneed, seconded by Mr. Coulthard, by 6-0 vote, the Board accepted the following retirements:

On motion by Ms. Sneed, seconded by Mr. Coulthard, by 6-0 vote, the Board transferred Mark Myers from custodian at Marion Middle School to bus driver in the Marion area.

On motion by Ms. Sneed, seconded by Mr. Coulthard, by 6-0 vote, the Board hired Rebecca L. Gonzalez as Spanish teacher for Marion Middle/Chilhowie Middle Schools.

On motion by Ms. Sneed, seconded by Mr. Coulthard, by 6-0 vote, the Board approved up to a total of twelve work weeks of unpaid leave during any 12-month period of Family Medical Leave for Brenda McCormick, food service worker at Marion Senior High School.

On motion by Ms. Sneed, seconded by Mr. Coulthard, by 6-0 vote, the Board approved paying a vendor payment in the amount of $2,063.21 for employee Case #2009-01.

On motion by Mr. Doane, seconded by Mr. Coulthard, by 6-0 vote, the meeting was adjourned.