Minutes of the December 9, 2002 meeting of the Smyth County School Board, as approved by the School Board at its January 13th, 2003 meeting

Marion, Virginia
December 9, 2002

The Smyth County School Board met today with all members present. On motion of Mr. Grinstead, seconded by Mr. Choate, the minutes of the October 1, October 7, October 8, October 9, October 10, October 21, October 22, October 23, October 24, October 27, October 29, October 31, and November 11, 2002, meetings were approved as presented.

On motion of Mr. Catron, seconded by Mr. Choate, the agenda was approved after adding 3.d. Recognize an employee for outstanding achievement; 3.e. Recognize a board member; and adding to item 14. Other items of interest - a. Policy of distribution of school board packets and b. Update on Northwood High School's exterior wall expansion/contraction.

Steve Miller, principal of Marion Intermediate School, introduced Chandler Walker for having perfect attendance. They received a certificate and a flag to fly at the school.

Dr. Darrell Thompson, assistant principal at Marion Middle School, introduced Hai Yen Chen for having perfect attendance. They received a certificate and will get to keep the flag from last month.

Steve Reedy, principal of Chilhowie High School, introduced Lindsay Surber, SCA President, for having perfect attendance. They received a certificate and a flag.

After making one correction to the resolution from the board recognizing schools for their hard work and accomplishments on state accreditation from SOL assessments, on motion of Mrs. Hall, seconded by Mr. Campbell, the board approved the resolution.

Dr. Hopkins recognized Dr. Winters for his achievement and commitment during his 40-1/2 years with Smyth County schools.

Mr. Campbell commended Dr. Winters and Dr. Hopkins for their work with Smyth County schools.

Betty Webb commented on Dr. Winters being the only sitting superintendent to have been president of the VEA.

Dr. Winters made a few comments about his years with Smyth County schools.

Dr. Winters reviewed revenue, expenditure, and cash flow figures for 2002-2003. Mr. Campbell suggested that the board schedule a budget work session before the end of the year.

The board heard a PowerPoint presentation from Mr. Catron and the tabulation committee for teacher and staff suggestions for budget reductions. These suggestions were broken into three categories: most common, other suggestions, and non-monetary suggestions. Also listed were budget considerations for 2003-2004.

Mrs. Hall reported on the annual VSBA meeting held in Williamsburg, the Gifted Advisory Board meeting held at Chilhowie Middle School, and the Linwood Holton Governor's School.

The board considered a plan for filling the school board vacancy created by Dr. Hopkins' resignation. Nominations should be in writing with qualifications listed and will be due in the clerk's office by 5:00 p.m. on Friday, December 27, 2002. The board will hold a special meeting on Tuesday, January 7, 2003, at 6:00 p.m. to receive public comments on the nominees. Following the public comments the board will select a new board member to be seated at the January 13, 2003, meeting. On motion of Mr. Campbell, seconded by Mr. Grinstead, they voted to approve the plan to fill the vacancy.

On motion of Mr. Catron, seconded by Mr. Grinstead, the board voted to designate Mr. Campbell, Vice-Chairman, to sign for the board until the reorganization in January.

On motion of Mr. Grinstead, seconded by Mr. Choate, the board voted to accept the draft copy of Smyth County Schools' Policy Manual Item 8.25 (Directories). This will allow military recruiters to receive the name, address, and telephone listing of juniors and seniors in high schools. Mr. Catron opposed.

Dr. Winters reviewed the requirements for Title 1 paraprofessionals to meet "Highly Qualified Status" under No Child Left Behind. Title I paraprofessionals in need of additional endorsement will take the PARAPRO test. Title I will pay the $40.00 fee for test administration as part of professional development.

Mrs. Hall reviewed information on the Roanoke Valley School Boards Consortium position on state funding for school construction needs. On motion of Mrs. Hall, seconded by Mr. Choate, the board voted to adopt a resolution to join the Roanoke Valley School Boards Consortium.

The November payroll, paid November 29, 2002, checks #36930-37069, was approved on motion of Mr. Choate, seconded by Mr. Doane.

On motion of Mr. Grinstead, seconded by Mr. Doane, the board approved paying the December payroll on Friday, December 20, 2002.

On motion of Mr. Choate, seconded by Mr. Campbell, current invoices in the amount of $424,483.50 from the County School Operating Fund were ordered paid, the same to be listed in the warrant register.

On motion of Mr. Grinstead, seconded by Mr. Choate, current invoices in the amount of $268,408.30 from the County School Debt and Capital Outlay Fund were ordered paid, the same to be listed in the warrant register.

Pursuant to 2.1-344(A) of the Virginia Freedom of Information Act, on motion of Mrs. Hall, seconded by Mr. Choate, the board voted to convene a closed meeting for the purpose of discussing the following specific matters: hiring of personnel as authorized by 2.1-344(A)(1) of the Code of Virginia.

On motion of Mr. Campbell, seconded by Mrs. Hall, the board returned to the open 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: WHEREAS, 2.1-344(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: Yes: 7 No: 0

On motion of Mr. Campbell, seconded by Mr. Doane, the board voted to approve a contract for Mr. Jim R. Sullivan as superintendent, effective January 1, 2003 until June 30, 2005. The annual salary will be $88,000.00 and $500.00 per month transportation allowance.

On motion of Mr. Grinstead, seconded by Mr. Choate, the board voted to enter into an agreement with Becky Ewald, RN, MSN to serve as Coordinator of School Health Services and pediatric nurse practitioner. The contract will be for 100 days during a six month time period beginning January 1, 2003 to June 30, 2003. Job assignments and responsibilities as Coordinator of School Health Services will remain the same. As a PNP she will be performing the services now contracted to the Smyth County Health Department. These services are the physical examinations performed on the mobile clinic.

No action was taken on the proposal for an athletic trainer for all three county high schools. The superintendent will invite the representative from Heartland Rehabilitation Services to come and speak to the board at the January 2003 meeting.

On motion of Mr. Campbell, seconded by Mr. Doane, the board approved the recommendation from Dr. Haas, principal, to name Jean Gillespie as the assistant athletic director at Northwood High School beginning January 1, 2003. No additional supplements will be paid at this time. Mr. Grinstead opposed.

The board reviewed the early retirement bridge plan. The board recommended that a meeting with Sun Trust be set for January to review the plan.

Dr. Winters discussed an exterior wall expansion and contraction situation at Northwood High School. Cameron L. Wolfe, architect for the project, feels that the board should have a budget of $50,000 for this work. Dr. Winters recommended that the board work on this in the next budget cycle.

On motion of Mr. Campbell, seconded by Mr. Choate, the board approved a policy for the distribution of school board packets. The policy will be effective January 1, 2003.

On motion of Mr. Grinstead a request was made that Dewberry and Davis send a representative to Chilhowie High School to review some concerns regarding furniture and other problems and report back to the board. The motion did not get a second. Dr. Winters told the board that problems should be addressed to the superintendent so he can get staff to check on them.

On motion of Mr. Doane, seconded by Mr. Choate, the board approved Barker Building's price quote of $14,172.58 above the original approved estimate of $80,000.00 for renovations of the area adjacent to the kindergarten classrooms at Chilhowie Elementary School.

On motion of Mrs. Hall, seconded by Mr. Grinstead, the board approved moving the Monday, February 10, 2003, board meeting to Monday, February 3, at 6:00 p.m. This will be advertised. On motion of Mr. Catron, seconded by Mr. Choate the meeting was adjourned.