Minutes of the August 11, 2008 Smyth County School Meeting

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

CALL TO ORDER

Chairperson Hall called the meeting to order and welcomed everyone.

The roll was called by the clerk, and all members were present.

CLOSED SESSION

Pursuant to § 2.2-3711 of the Virginia Freedom of Information Act, on motion by Mr. Coulthard, seconded by Mr. Choate, by 7-0 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, student disciplinary matters as authorized by § 2.2-3711(A)(2) of the Code of Virginia, and student exemption from compulsory attendance as authorized by § 22.1-254(B)(1) of the Code of Virginia.

On motion by Mr. Choate, seconded by Mr. Coulthard, by 7-0 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 Mr. Doane, seconded by Mr. Coulthard, by 7-0 vote, the agenda was removed from the consent agenda and amended as follows: add under item III. E. Field Trips/Fundraisers - A field trip request from Marion Senior High School's FFA for three (3) students to travel to Springfield, Massachusetts for The Big E Competition on September 11-14, 2008, and a fundraiser request from Chilhowie High School's volleyball team to sell football stadium bleacher seats; add item VI. C. AYP Data Update; move item IX. E. Consider action on Closed Session items to item IX. H.; move item IX. F. Adjourn to item IX. I.; add item IX. E. Consider allowing an English teacher at Marion Senior High School to teach an additional class period due to class size; add item IX. F. Consider participating in the Southwest Virginia Migrant Program for 2008-2009 which Carroll County is the Lead Division; and add item IX. G. Consider approving an Instructional Credit Agreement with East Tennessee State University.

CONSENT AGENDA

On motion by Mr. Coulthard, seconded by Mr. Choate, by 7-0 vote, the following was approved.

INFORMATIONAL REPORTS

There were no informational reports included from the superintendent.

PRESENTATIONS/RECOGNITIONS

Dr. Robinson confirmed that Smyth County Schools had officially been approved for District Accreditation by AdvancED.

PUBLIC COMMENT

No citizens were present to speak during public comment.

SUPERINTENDENT'S REPORT

Dr. Jeff Cassell, Director of Operations and Finance, reviewed revenue, expenditures, and cash flow figures for the month of July 2008, fiscal year 2008-2009. The Board received copies of the August appropriation request to the Smyth County Board of Supervisors.

Dr. Cassell explained a situation regarding employee health insurance contributions. During the payroll process for June 2008, the payroll department mistakenly increased the health insurance contribution for 10 and 11 month contract employees to $350.00 per month for the months of July and August. This increase should not have occurred for these employees until the September payroll. A reduction will be made in local funds expenditures for the fiscal year 2009 budget to adjust for these funds spent from the fiscal year 2008 budget.

Dr. Cassell reported on census data which is due August 15, 2008. As of today, the count is 5,576.

Dr. Robinson reviewed AYP Data. 10 out 13 schools made AYP. The district did not make AYP.

DISCUSSION TOPICS

The Board discussed the upcoming 2008 VSBA Leadership Conference: Promoting 21st Learning in the Classroom to be held October 3, 2008, at the Charlottesville Omni.

The Board discussed the upcoming 2008 VSBA Annual Convention to be held at the Williamsburg Lodge on November 19-21, 2008, and the 5th Annual 5K Run/Walk to be held on November 20, 2008.

QUESTIONS FROM BOARD MEMBERS

There were no questions from any of the Board members.

ACTION ITEMS - MOTION REQUIRED

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

On motion by Mr. Choate, seconded by Mr. Catron, by 7-0 vote, the policies were approved.

Policy EBCC Tornado Drills was pulled to be considered for a third reading at the next board meeting.

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

The Board considered adding a Speech/Language Pathologist position. On motion by Mr. Coulthard, seconded by Ms. Sneed, by 7-0 vote, the position was approved.

The Board considered declaring furniture/equipment listed as surplus. On motion by Mr. Doane, seconded by Mr. Coulthard, by 7-0 vote, the list was approved.

The Board considered approving Interactive Achievement as a sole source provider of an integrated Internet-based assessment program at an approximate cost of $57,000.00 for a one-year purchase agreement as presented by Kyle Rhodes, Director of Curriculum and Instruction. On motion by Mr. Catron, seconded by Mr. Coulthard, by 7-0 vote, this was approved.

The Board considered allowing an English teacher at Marion Senior High School to teach an additional class period due to class size. On motion by Mr. Choate, seconded by Mr. Catron, by 7-0 vote, this was approved.

The Board considered participating in the Southwest Virginia Migrant Program for 2008-2009 which Carroll County is the Lead Division. On motion by Mr. Catron, seconded by Mr. Coulthard, by 7-0 vote, this was approved.

The Board considered approving an Instructional Credit Agreement with East Tennessee State University. On motion by Mr. Choate, seconded by Mr. Coulthard, by 7-0 vote, this was approved.

CLOSED SESSION ITEMS

On motion by Ms. Sneed, seconded by Mr. Catron, by 7-0 vote, the Board approved the following transfers:

On motion by Ms. Sneed, seconded by Mr. Catron, by 7-0 vote, the Board hired the following:

On motion by Ms. Sneed, seconded by Mr. Catron, by 7-0 vote, the Board approved up to a total of twelve work weeks of unpaid Family Medical Leave during any 12-month period for Bobbie Caudill, a bus driver in the Atkins area, effective August 19, 2008.

On motion by Ms. Sneed, seconded by Mr. Catron, by 7-0 vote, the Board hired the following in coaching/extracurricular positions:

On motion by Ms. Sneed, seconded by Mr. Catron, by 7-0 vote, the Board approved Jane-Erie Shrestha, an English teacher at Marion Senior High School, to teach an additional class period due to class size.

On motion by Ms. Sneed, seconded by Mr. Coulthard, by 7-0 vote, the Board approved Home School Case #2008-05 for student exemption from compulsory attendance.

On motion by Mr. Catron, seconded by Mr. Coulthard, by 7-0 vote, the meeting was adjourned.