Minutes of the February 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 the following members were present: Laura Hall, Sam Hambrick, Jesse Choate, Charles Doane, and Jim Coulthard. Susan Sneed and Jerry Catron were absent.

CLOSED SESSION

Pursuant to § 2.2-3711 of the Virginia Freedom of Information Act, on motion by Mr. Choate, seconded by Mr. Coulthard, by 5-0 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.

On motion by Mr. Choate, seconded by Mr. Coulthard, by 5-0 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: 5, Nays. 0.

CONSENT AGENDA

On motion by Mr. Choate, seconded by Mr. Coulthard, by 5-0 vote, the following was approved.

INFORMATIONAL REPORTS

There were no informational reports included from the superintendent.

PRESENTATIONS/RECOGNITIONS

Atkins Elementary School had the highest attendance percentage in the elementary category for the month of January. Patty Warren, Principal of Atkins Elementary School, introduced John Morgan Pratt, a first grader, Lauren Pratt, a third grader, and Katie Pratt, a fifth grader, for having perfect attendance this year. They also had forty-seven students with perfect attendance for the first semester. They received a certificate and the flag to fly at the school.

Marion Middle School had the highest attendance percentage in the middle school category for the month of January. Brandon Ratliff, Principal of Marion Middle School, introduced Andrew Hagy, an eighth grader, for being the SCA President. They received a certificate and will be retaining the flag from last month.

Chilhowie High School had the highest attendance percentage in the high school category for the month of January. Mike Sturgill, Principal of Chilhowie High School, introduced Jacob Harris, a twelfth grader, for having perfect attendance this year. They received a certificate and will be retaining the flag from last month.

Northwood High School was the winner of the Most Improved Attendance category for the month of January. Stan Dunham, Principal of Northwood High School, accepted the certificate on behalf of the school. They also received the flag to fly at the school.

Dr. Robinson acknowledged that February is "Virginia School Board Appreciation Month." On behalf of the Virginia School Boards' Association, Certificates of Appreciation were presented to each board member for their commitment and service to the children of the Commonwealth as a school board member.

Dr. Robinson acknowledged that the third week in February is "VSBA School Board Clerk Appreciation Week." Dr. Robinson presented a Certificate of Recognition to Ms. Doyle for her dedicated work in public education and continuing service to the students of Smyth County Schools.

Dr. Robinson reported that Rich Valley Elementary School had earned the Board of Education's VIP Excellence Award. Chilhowie High School, Marion Middle School, Saltville Elementary School, and Sugar Grove Combined School earned the Board of Education's VIP Competence to Excellence Award. Smyth County Public Schools earned this recognition as a division as well.

There were no other students or employees present for recognition.

PUBLIC COMMENT

Linda Kelly, President of the Smyth County Education Association, thanked the board for allowing three (3) teachers to attend Teacher Lobby Day in Richmond on Monday, February 4, 2008.

SUPERINTENDENT'S REPORT

Dr. Jeff Cassell, Director of Operations and Finance, reviewed revenue, expenditures, and cash flow figures for the month of January, 2008, fiscal year 2007-2008.

The board received a summary of the fall SOL scores for high schools. Kyle Rhodes, Director of Curriculum and Instruction, reviewed the scores with the board.

Dr. Jeff Cassell reviewed an audit report for school year 2005-2006 provided by Brown, Edwards and Company, Certified Public Accountants.

DISCUSSION TOPICS

The school board considered a date and agenda for a school board retreat. The board is looking at a full day retreat on Wednesday, March 26, 2008.

QUESTIONS FROM BOARD MEMBERS

Charles Doane asked why the weather bug, funded by WCYB, is not working properly at Chilhowie Elementary School. Mrs. Hall assured him that a technician would check on this problem.

Mrs. Hall reported on her trip to Washington, D.C., and shared some information from that trip with the board.

Mrs. Hall reported on the Orientation for New Board Members and Superintendents held at the Richmond Marriott on February 7, 2008. Attending from Smyth County were Sam Hambrick and Dr. Robinson.

Mrs. Hall shared information from the VSBA Legislative Conference held February 7-8, 2008, at the Richmond Marriott.

ACTION ITEMS - MOTION REQUIRED

The board considered bids for a new maintenance truck. On motion by Mr. Choate, seconded by Mr. Coulthard, by 5-0 vote, the board approved the bid from Family Chrysler Dodge Jeep for a 2008 F-150 in the amount of $21,518.00.

The board considered the purchase of two (2) vans. On motion by Mr. Choate, seconded by Mr. Coulthard, by 5-0 vote, the board approved the bid from Marion Automotive Group for two (2) 2007 Chevrolet Uplanders in the amount of $15,000.00 each.

The board considered the purchase of a total of seven (7) dishwashers one (1) for each of the following schools. Atkins Elementary School, Sugar Grove Combined School, Marion Senior High School, Marion Intermediate School, Chilhowie High School, Chilhowie Elementary School, and Northwood Middle School. On motion by Mr. Choate, seconded by Mr. Coulthard, by 5-0 vote, the board approved the bid from State Cleaning Solutions in the amount of $51,443.00.

The board considered bids for a new public address system for each of the following schools. Sugar Grove Combined School, Chilhowie Middle School, and Chilhowie High School. On motion by Mr. Doane, seconded by Mr. Coulthard, by 5-0 vote, the board approved the bid from Dynamark Security Centers.

The board considered bids for seating for Room 1 at Chilhowie Middle School. On motion by Mr. Choate, seconded by Mr. Doane, by 5-0 vote, the board approved the bid from J. H. Pence Company in the amount of $16,400.00.

The board considered the purchase and installation of a boiler at Marion Senior High School. On motion by Mr. Doane, seconded by Mr. Choate, by 5-0 vote, the board approved the bid from Southern Air, Inc.

The board considered the VSBA Code of Conduct for School Board Members. On motion by Mr. Coulthard, seconded by Mr. Choate, by 5-0 vote, the board tabled this until the next board meeting.

The transportation department is requesting one (1) bus and one (1) bus driver for the Wytheville Community College Educational Talent Search Program's trip for the UVA-Wise College Campus Tour and to the Barter Theater, Saturday, April 12, 2008. On motion by Mr. Coulthard, seconded by Mr. Doane, by 5-0 vote, the request was approved.

The board considered a request of a waiver for Pre-Labor Day opening requirements for the 2008-2009 school year. On motion by Mr. Choate, seconded by Mr. Coulthard, by 5-0 vote, the request of a waiver was approved.

The board considered policies and procedures for Smyth County Schools' Special Education Handbook. On motion by Mr. Coulthard, seconded by Mr. Doane, by 5-0 vote, the handbook was approved.

The board considered Policy BB School Board Legal Status (second reading). On motion by Mr. Choate, seconded by Mr. Coulthard, by 5-0 vote, the policy was approved.

The board considered Policy BBA School Board Powers and Duties (second reading). On motion by Mr. Choate, seconded by Mr. Coulthard, by 5-0 vote, the policy was approved.

The board considered Policy BBAA Board Member Authority (and Duties) (second reading). On motion by Mr. Coulthard, seconded by Mr. Choate, by 5-0 vote, the policy was approved.

The board considered Policy BBBA Qualifications of School Board Members (second reading). On motion by Mr. Coulthard, seconded by Mr. Choate, by 5-0 vote, the board tabled this until the next board meeting.

The board considered Policy BBBC Board Member Oath of Office (second reading). On motion by Mr. Choate, seconded by Mr. Coulthard, by 5-0 vote, the policy was approved.

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

The board considered deleting Policy 2.01 Constitutional/Statutory Basis. On motion by Mr. Choate, seconded by Mr. Coulthard, by 5-0 vote, the policy was deleted from the Policy Manual.

The board considered deleting Policy 2.02 Official Title and Authority. On motion by Mr. Choate, seconded by Mr. Coulthard, by 5-0 vote, the policy was deleted from the Policy Manual.

The board considered deleting Policy 2.04 Qualifications of Members. On motion by Mr. Coulthard, seconded by Mr. Choate, by 5-0 vote, the board tabled this until the next board meeting.

The board considered deleting Policy 2.05 Compensation of Members. On motion by Mr. Choate, seconded by Mr. Coulthard, by 5-0 vote, the policy was deleted from the Policy Manual.

The board considered a called school board meeting to be held on Monday, April 21, 2008, at 5:00 P.M., for the purpose of hearing a proposed Facility Master Plan as presented by MGT of America. On motion by Mr. Choate, seconded by Mr. Coulthard, by 5-0 vote, the meeting was approved.

The board considered approving a payment totaling $30,000.00 from the County School Operating Fund, the same to be listed in the February warrant register for the purchase of two (2) 2007 Chevrolet Uplanders from Marion Automotive Group. On motion by Mr. Choate, seconded by Mr. Coulthard, by 5-0 vote, this was approved.

CLOSED SESSION ITEMS

On motion by Mr. Doane, seconded by Mr. Coulthard, by 5-0 vote, the board accepted the following resignations:

On motion by Mr. Doane, seconded by Mr. Choate, by 5-0 vote, the board hired Susan Stamper as a bus driver for the Chilhowie area.

On motion by Mr. Doane, seconded by Mr. Coulthard, by 5-0 vote, the board approved up to twelve work weeks of unpaid Family Medical Leave during any 12-month period for Rebecca Blevins, a teacher at Marion Intermediate School.

On motion by Mr. Doane, seconded by Mr. Coulthard, by 5-0 vote, the board accepted the resignation of Stella Hockett as the assistant girls' softball coach at Marion Senior High School.

On motion by Mr. Doane, seconded by Mr. Coulthard, by 5-0 vote, the board hired the following in coaching/extracurricular positions:

On motion by Mr. Doane, seconded by Mr. Coulthard, by 5-0 vote, the board offered the superintendent a new three and one-half (3 ½) year contract with an addition of an annual annuity.

On motion by Mr. Doane, seconded by Mr. Coulthard, by 5-0 vote, the meeting was adjourned.