January 9, 2017 Smyth County School Board 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

Chairman Jesse Choate called the meeting to order and welcomed everyone.

The roll was called by the clerk, and the following members were present: Mac Buchanan, Wayne Carter, Jesse Choate, Paul Grinstead, Susan Williams, Todd Williams, and Bill Veselik.

ORGANIZE THE SCHOOL BOARD FOR 2016

Dr. Dennis Carter presided for the election of a chairperson. On motion by Mrs. Williams, seconded by Mr. Veselik, by 7-0 vote, the Board elected Jesse Choate as the chairman for the 2017 calendar year.

On motion by Mr. Veselik, seconded by Dr. Wayne Carter, by 7-0 vote, the Board elected Susan Williams as the vice-chairperson for the 2017 calendar year.

On motion by Mr. Veselik, seconded by Dr. Grinstead, by 7-0 vote, the Board reappointed Tara Pruitt as the clerk of the school board for the 2017 calendar year.

On motion by Mr. Veselik, seconded by Dr. Carter, by 7-0 vote, the Board set the meeting time of the school board meetings for the second Monday of each month at 5:00 P.M., at the Smyth County School Board Office. The Board will continue to meet twice a year in other areas of the county on a rotation basis with one meeting scheduled on Monday, April 10, 2017 at Atkins Elementary School and one meeting scheduled on Monday, October 9, 2017 at Rich Valley Elementary School.

On motion by Mr. Veselik, seconded by Mr. Buchanan, by 7-0 vote, the Board approved the 2017 School Board Committee Assignments with the discussed changes.

On motion by Mrs. Williams, seconded by Mr. Buchanan, by 7-0 vote, the Board approved the payment of salaries on the last banking day of each month except for the month of December. For December, payment will be made on the last school day scheduled prior to the holiday break.

On motion by Mrs. Williams, seconded by Mr. Buchanan, by 7-0 vote, the Board approved the following attorneys/law firms for legal counsel for the Board: VSBA Legal Services, Reed Smith, and The Education Law Group of Timberlake, Smith, Thomas, and Moses, PC for 2017.

On motion by Mrs. Williams, seconded by Dr. Grinstead, by 7-0 vote, the Board approved RRMM Architects, OWPR Architects & Engineers, Moseley Architects, Thompson & Litton, Spectrum Design, and their identified subcontracted engineering services, if applicable, to provide architectural and/or engineering services on a contractual basis by project for 2017. This is the final renewable year prior to publishing a Request for Proposal.

CLOSED SESSION

Pursuant to § 2.2-3711 of the Virginia Freedom of Information Act, on motion by Mr. Veselik, seconded by Mr. Buchanan, by 7-0 vote, a closed meeting was declared for the purpose of discussing the following: Personnel – Retirements, resignations, transfers, hired, and other personnel discussions, as authorized by § 2.2-3711(A)(1) of the Code of Virginia; discussion or consideration of admission or disciplinary matters or any other matters that would involve the disclosure of information contained in a scholastic record concerning any student, as authorized by § 2.2-3711(A)(2) of the Code of Virginia; and briefing by staff members pertaining to probable litigation, where such briefing in open meeting would adversely affect the negotiating or litigating posture of the School Board, as authorized by § 2.2-3711(A)(7).

On motion by Mr. Veselik, seconded by Dr. Grinstead, by 7-0 vote, the remainder of closed session would be held at the close of the regular meeting.

On motion by Dr. Grinstead, seconded by Mr. Buchanan, 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.

CONSENT AGENDA

On motion by Mr. Veselik, seconded by Mr. Buchanan, by 7-0 vote, the following items were approved.

PRESENTATIONS/RECOGNITIONS

Attendance awards were presented to Oak Point Elementary School, for the most improved, Marion Elementary School, Northwood Middle School, and Chilhowie High School.

Dr. Michael Robinson, Interim Director of the Smyth County Educational Foundation, awarded the W.L. Lemmon Endowment 2016-2017 Teacher Mini-Grant to the following Smyth County teachers:

PUBLIC COMMENT

There were no comments during public comment time.

SUPERINTENDENT’S REPORT

Dr. Carter, reviewed revenue, expenditure, and cash flow figures for the month of December 2016.

Dr. Carter provided an update on facilities.

Dr. Carter provided an update from the budget committee as well as an overview from the Legislative meeting held at the Southwest Virginia Higher Education Center on Thursday, January 5, 2017.

DISCUSSION TOPICS

Dr. Carter shared information on the following:

QUESTIONS/COMMENTS FROM BOARD MEMBERS

Mr. Buchanan commended Dr. Carter on his first snow call as Superintendent.

ACTION ITEMS—(MOTION REQUIRED)

The Board considered compensating a Chilhowie High School mathematics teacher to teach a 4th block during 2nd semester. On motion by Dr. Grinstead, seconded by Mr. Veselik, by 7-0 vote, the compensation was approved.

The Board considered deleting the following policy:

On motion by Dr. Grinstead, seconded by Mr. Veselik, by 7-0 vote, the policy was deleted.

The Board considered approving the following policy additions and/or revisions (first reading):

The Board considered approving the following policy additions and/or revisions (first reading revision):

The Board considered approving the option for Smyth County Schools to participate in the NASPO (National Association of State Procurement Officials) ValuePoint Cooperative Purchasing Organization for the purchase/lease of copiers. On motion by Mrs. Williams, seconded by Dr. Grinstead, by 7-0 vote, the option was approved.

The Board considered holding a public hearing to discuss the FY 2018 budget at the regularly scheduled February Smyth County School Board meeting. On motion by Mr. Veselik, seconded by Mrs. Williams, by 7-0 vote, the public hearing was scheduled.

CLOSED SESSION ITEMS—(MOTION REQUIRED)

On motion by Mrs. Williams, seconded by Mr. Veselik, by 7-0 vote, the Board approved the following extracurricular hire:

On motion by Mrs. Williams, seconded by Mr. Veselik, by 7-0 vote, the Board approved the Superintendents recommendation of student discipline Case# 2017-01.

On motion by Mrs. Williams, seconded by Mr. Veselik, by 7-0 vote, the Board approved the release from compulsory school attendance for Case# 2017-01.

On motion by Mrs. Williams, seconded by Mr. Veselik, by 7-0 vote the Board approved additional compensation for Jerry Young, CHS mathematics teacher, to give up his planning period and teach an extra section during second semester.

On motion by Mrs. Williams, seconded by Mr. Veselik, by 7-0 vote, the Board approved Alice Jeanne Clark’s change of contract from 9 hours per day to 9.5 hours per day.

ADJOURN

On motion by Mr. Veselik, seconded by Mr. Buchanan, by 7-0 vote, the meeting was adjourned.