Minutes of the July 12th, 2004 meeting of the Smyth County School Board, as approved by the School Board at its August 9th, 2004 meeting

Marion, Virginia
July 12, 2004

The Smyth County School Board met today with the following members present: Jesse Choate, Laura Hall, Roger Nipper, Charles Doane, Jerry Catron, and Kimberly Clark.

On motion by Mr. Catron, seconded by Mrs. Hall, minutes from the June 14, 2004, and June 25, 2004, meetings were approved as presented.

On motion by Mr. Catron, seconded by Mr. Nipper, the agenda was approved after adding to item #15. - Other items of interest - a. Board planning session; and b. VSBA Annual Convention to be held in Williamsburg on November 16-19, 2004.

During citizens' time, Catherine Smith, Co-president of the Smyth County Education Association, thanked the board for all their hard work on the 2004-2005 school board budget.

Steve Miller, Principal of Marion Intermediate School, introduced and recognized Ann Gillespie, a third grade teacher, for all her accomplishments. She has also been selected for Region VII Outstanding Gifted Teacher of the Year for 2004. She will be going to Roanoke, Virginia, on October 3, 2004, to receive a plaque.

Ron Bostic with Bostic, Tucker, and Company, P.C., reviewed with the board an audit report as of June 30, 2004, on the status of the 2003-2004 school board budget.

Mr. Choate asked for the superintendent to send out thank-you letters to each school and each school board department head for their help in reducing the 2003-2004 school board budget.

Mr. Sullivan reviewed revenue, expenditures, and cash flow figures through the month of June 2004 for the County School Operating Fund and County School Debt and Capital Outlay Fund.

On motion by Mrs. Hall, seconded by Mrs. Clark, the board approved Mr. Sullivan's request to the Smyth County Board of Supervisors to approve a new expenditure total of $1,453,643.16 for the County School Debt and Capital Outlay budget; and to transfer the balance of $461,922.79 from the County School Debt and Capital Outlay Budget to the County School Operating Fund Budget.

On motion by Mr. Catron, seconded by Mrs. Hall, the board voted to approve Sam Musick's recommendation to purchase five (5) 64 passenger Thomas buses at $52,595.00 each from Sonny Merryman, Inc., Rustburg, Virginia, to be delivered within 30 days; to purchase on the installment plan five (5) 64 passenger Thomas buses at $52,595.00 each to be delivered within 30 days; to purchase on the installment plan one (1) 52 passenger special education bus at $58,174.00 to be delivered in October 2004; and to trade in twelve (12) old buses for a credit of $13,500.00.

On motion by Mrs. Hall, seconded by Mr. Nipper, the board voted to approve for Sam Musick to seek bids for repaving and painting the track at Chilhowie High School. Mr. Catron suggested a study be made and estimates given to bring the tracks at Northwood High School and Marion Senior High School up-to-date.

On motion by Mrs. Hall, seconded by Mrs. Clark, the board voted to amend and approve a new agenda to include: 6.c. Consider parking lot at Marion Primary School.

On motion by Mrs. Hall, seconded by Mr. Catron, the board voted to accept the recommendation from Sam Musick to award the contract to L.L.T., Marion, Virginia, in the amount of $11,825.00 to add a parking lot below the Marion Primary School.

Becky Ewald, School Health Services Coordinator, reviewed a summary of the 2003-2004 school health services.

The board received copies of the 2004-2005 school nurse distribution.

The board heard a report from Gary Collins, Director of Special Education, on the recent Federal Review of our Special Education Program.

Paul Grinstead, Royal Oak District Representative, submitted his letter of resignation. On motion by Mrs. Hall, seconded by Mrs. Clark, the board voted to accept Mr. Grinstead's resignation. Mr. Grinstead's term expires December 31, 2005. The board reviewed the procedures for replacement of a board member, and Mr. Sullivan will advertise for letters of interest. The board will act on this at the August board meeting.

Pursuant to 2.2-3711(A) of the Virginia Freedom of Information Act, on motion by Mrs. Hall, seconded by Mrs. Clark, the board voted unanimously to convene a closed meeting for the purpose of discussing the following specific matters: personnel issues as authorized by 2.2-3711(A)(1) of the Code of Virginia.

Carter Garrett, Broker for Met-Life, was present for part of the closed meeting for discussion of the board's disability insurance policy.

On motion by Mrs. Hall, seconded by Mrs. Clark, 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, 2.2-3711(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: 6 No: 0

Mr. Grinstead was absent.

No action was taken on the board's disability insurance policy with Met-Life.

On motion by Mrs. Clark, seconded by Mrs. Hall, the board voted to accept resignations, hire, and transfer the following for the 2004-2005 school year as recommended by the superintendent:

  1. Accept the resignation of Deirdra G. Hairston as special education teacher at Marion Senior High School;
  2. Hire Roslyn E. Graham as a special education aide at Marion Primary School;
  3. Hire Debbie Selecman as a special education aide at Saltville Elementary School;
  4. Hire Stacey L. Langston as a physical education aide at Marion Primary School;
  5. Hire Camie E. Weaver as a special education teacher at Marion Intermediate School;
  6. Hire Teressa D. Hoofnagle as a fourth grade teacher at Marion Intermediate School;
  7. Hire Misty S. Umbarger as a special education aide at Marion Intermediate School;
  8. Hire Janet W. Smith as a special education teacher at Marion Senior High School;
  9. Not to renew the contract for Rick A. Hatfield as a teacher at the T-CAP Center, but to employ him as an instructional aide at the T-CAP Center
  10. Hire Amanda H. Hanshew as a special education teacher at Marion Senior High School;
  11. Hire Barbara Fallon as a sixth grade teacher at Marion Middle School;
  12. Hire Tina S. Prater as an aide at Chilhowie Middle School;
  13. Hire Sherry Barrett as an English teacher at Chilhowie High School;
  14. Hire Melissa Adams as a special education aide at Chilhowie Elementary School;
  15. Hire April Bohman as an aide at Chilhowie Elementary School;
  16. Transfer Kristy Comer to full-time at Marion Senior High School; and
  17. Hire Brandyn Doss as a teacher at the T-CAP Center.

On motion by Mrs. Hall, seconded by Mr. Catron, the June payroll, paid June 30, 2004, checks #43821-44042, was approved.

On motion by Mrs. Hall, seconded by Mr. Catron, current invoices in the amount of $642,922.97 from the County School Operating Fund were approved and ordered paid, the same to be listed in the warrant register.

On motion by Mrs. Hall, seconded by Mr. Nipper, current invoices in the amount of $562,922.77 from the County School Debt and Capital Outlay Fund were approved and ordered paid, the same to be listed in the warrant register.

On motion by Mrs. Hall, seconded by Mrs. Clark, invoices for utility payments made prior to the July 12, 2004, board meeting in the amount of $23,187.54 from the County School Operating Fund were approved, the same to be listed in the June warrant register.

The board received a summary of all "new hires" and "transfers" for the 2004-2005 school year.

On motion by Mrs. Hall, seconded by Mr. Catron, the board voted not to authorize any person(s) to sign Virginia Department of Education reports, documents, requisitions, and other official correspondence in the absence of the division superintendent for fiscal year 2005.

Mr. Sullivan reviewed the scheduling and purposes of senior trips. He suggested going back to Washington, D.C. On motion by Mrs. Clark, seconded by Mr. Doane, the board would like for the three (3) high school principals to come to the next board meeting and talk about the senior trips.

Mr. Sullivan discussed with the board some possible dates for a board planning session.

Mr. Sullivan encouraged all board members to attend the VSBA Annual Convention to be held in Williamsburg on November 16-19, 2004.

On motion by Mr. Catron, seconded by Mr. Doane, the meeting was then adjourned.