Minutes of the June 13th, 2005 meeting of the Smyth County School Board, as approved by the School Board at its July 11th, 2005 meeting

Marion, Virginia
June 13, 2005

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

On motion by Ms. Sneed, seconded by Mr. Doane, the board voted unanimously to approve the minutes from the May 9, May 19, and May 26, 2005, meetings as presented.

On motion by Mr. Doane, seconded by Mr. Nipper, the board voted unanimously to approve the agenda after adding to 24. Other items of interest - a. Consider letters to retirees as presented by Susan Sneed; and b. Approve authorization of signatures in absence of division superintendent.

During citizens' time, Catherine Smith, former co-president of the SCEA, thanked the board for all their work this past year.

Betty Webb, Guidance Counselor at Northwood Middle School, introduced Tamyra Hilt as the new co-president of the SCEA.

Chilhowie Elementary School had the highest attendance percentage in the elementary category for the month of May. Mike Sturgill, Principal of Chilhowie Elementary School, introduced Cory Jackson, a fourth grader, for being the winner in the VSBA State Art Contest. They received a certificate for the school. Flags will be held until the beginning of the new school year.

Darrell Thompson, Assistant Principal of Marion Middle School, introduced and congratulated Sarah Vernon, an eighth grader, for all of her academic achievements. Marion Middle School had the highest attendance percentage in the middle school category for the month of May. They received a certificate for the school.

Chilhowie High School had the highest attendance percentage in the high school category for the month of May. Steve Reedy, Principal of Chilhowie High School, accepted the certificate on behalf of the school.

Saltville Elementary School had the most improved attendance percentage for the month of May. The school will receive a certificate.

Mr. Sullivan recognized the three winners in the VSBA County Art Contest from Smyth County. They are Cory Jackson at the elementary level, Sarah Vernon at the middle school level, and Trevor Cassell at the high school level. They were presented a certificate along with their winning artwork.

Mr. Sullivan reported on the 2006 Teachers of the Year process. 2006 Teachers of the Year are as follows:

The Smyth County Teacher of the Year for 2006 is Damon Mazoff.

The board requested that the superintendent send each teacher a letter from the board to congratulate them for this accomplishment.

Hope Trivette, Director of Federal Programs, reviewed the Local Consolidated Application for Smyth County Schools "No Child Left Behind" Program. On motion by Mr. Doane, seconded by Mrs. Clark, the board voted unanimously to approve the application as presented totaling $1,453,005.24.

The board considered adoption of the Annual Gifted Plan for Smyth County Schools as presented by Dave Bockes, Director of Elementary Education. On motion by Mrs. Clark, seconded by Mr. Nipper, the board voted unanimously to approve the plan.

The board considered bids for paper supply, coal, consumable instructional materials, fire inspection, and heat control valves as presented by Sam Musick, Director of Transportation and Maintenance.

On motion by Mr. Doane, seconded by Ms. Sneed, the board voted unanimously to award the bid for the 2005-2006 school year for paper towels and toilet paper to Xpedx, Bristol, Virginia.

On motion by Mr. Doane, seconded by Mr. Nipper, the board voted unanimously to award the bid for the 2005-2006 school year for coal to Red River Coal Company, Inc., Norton, Virginia, at $95.00 per ton.

On motion by Ms. Sneed, seconded by Mr. Doane, the board voted unanimously to award the bids for the 2005-2006 school year for selected consumable instructional materials to Janpak, Inc., Kurtz Brothers, Quill, School Specialty, Standard Stationery and Supply, S & S Corporation, and Campbell's Ceramic for a total cost of $62,078.78.

On motion by Mr. Doane, seconded by Mr. Nipper, the board voted unanimously to award the bid for the 2005-2006 school year for fire inspection to Building Systems Technology, Knoxville, Tennessee.

On motion by Mr. Doane, seconded by Mrs. Clark, the board voted unanimously to award the bid for the 2005-2006 school year for heat control valves to Starnes, Lebanon, Virginia.

Ron Bostic with Bostic, Tucker, and Company, P.C., reviewed with the board an audit report as of May 31, 2005, on the status of the 2004-2005 school board budget.

Mr. Sullivan reviewed revenue, expenditures, and cash flow figures through the month of May 2005.

On motion by Mr. Nipper, seconded by Mrs. Clark, the board voted unanimously to approve a request for the use of one bus by the Virginia Highlands Community College for their Technology Enrichment Camp (June 13 - June 17, 2005).

On motion by Mrs. Clark, seconded by Ms. Sneed, the board voted unanimously to approve a request for the use of one bus by the Virginia Highlands Community College Summer Upward Bound Program (June 13 - July 14, 2005).

On motion by Mrs. Clark, seconded by Ms. Sneed, the board voted unanimously to approve a request for the use of one bus by the Wytheville Community College Upward Bound Summer Program (June 20 - July 28, 2005).

On motion by Ms. Sneed, seconded by Mrs. Clark, the board voted unanimously to approve a transportation request from the Smyth County Association for Retarded Citizens for their Summer Enrichment Program (June 21 - July 28, 2005, four days per week). The request consists of four regular buses, two buses with lifts, one car, and supplemental salaries for drivers.

The board considered a request from the Smyth County Sheriff's Department for the use of two buses during the Rich Valley Fair (July 29 - August 6, 2005) to transport persons from the school parking lot to the fair grounds (July 30, 2005). The Rich Valley Fair Association will pay the drivers of the school buses. On motion by Mr. Nipper, seconded by Ms. Sneed, the board voted unanimously to approve this request.

The board considered the adoption of a student conduct policy on Bullying and Harassment. On motion by Mrs. Clark, seconded by Mr. Nipper, the board voted unanimously to approve this policy for the student conduct codebook and the policy manual. The policy states:

Every student has the right to learn in an environment that is safe and free from bullying and harassment in any form. The Smyth County School Board expects that staff will take all appropriate measures to assure the maintenance of such an environment.

A student, either individually or as part of a group, shall not bully or harass others. Prohibited conduct includes, but is not limited to, physical intimidation, taunting, name-calling, and insults and any combination of these activities.

Mr. Sullivan reported on a Career Pathways Project grant received recently from the Smyth County Community Foundation in the amount of $22,500.00. This grant allocation will be awarded only if the school system secures funding for the remaining $22,500.00 necessary to implement this program. Mr. Sullivan reported that he was pursing matching funds from other sources.

Mr. Sullivan reported on a resolution from the Chilhowie Mayor and Town Council concerning the Chilhowie High School chimney.

On motion by Ms. Sneed, seconded by Mrs. Clark, the board voted unanimously to elect Jesse Choate as the delegate and Jerry Catron as the alternate to represent the board at the VSBA Annual Convention on November 16-18, 2005, at the Williamsburg Marriott in Colonial Williamsburg.

On motion by Mr. Doane, seconded by Mr. Nipper, the board voted unanimously to adopt a resolution to honor Mr. Roger Allison, Reporter for the Saltville Progress, by placing his name on the VSBA Media Honor Roll for 2005.

Mr. Sullivan updated the board on the lease agreement between the Smyth County School Board and the Mountain Community Action Program. On motion by Ms. Sneed, seconded by Mr. Nipper, the board voted unanimously to renew this lease for a term of sixty months, beginning on the first of June 2005, and ending at midnight on May 31, 2010.

The board considered a request from the Marion Correctional Treatment Center to use the Chilhowie High School gymnasium as an emergency evacuation center in the event of an emergency. On motion by Mr. Doane, seconded by Ms. Sneed, the board voted unanimously to approve this request.

The board considered approval of the three county high schools' membership in the VHSL and participation in the VHSL's Catastrophic Injury Insurance Program. On motion by Mr. Doane, seconded by Mrs. Clark, the board voted unanimously to approve this membership and participation in the insurance program.

On motion by Mr. Doane, seconded by Ms. Sneed, the board voted unanimously to approve the summer activity schedules for Smyth County Schools after adding to the Smyth Career and Technology Center's list a trip for the practical nursing students to attend the HOSA National Conference in Nashville, Tennessee, on June 22-26, 2005.

On motion by Ms. Sneed, seconded by Mrs. Clark, the board voted unanimously to continue participation in the Regional Cooperative Centers for Exceptional Children Program.

On motion by Ms. Sneed, seconded by Mr. Doane, the board voted unanimously to continue participation in the Regional Alternative Education Project (Project Return).

Mr. Sullivan discussed amendments to the 2004-2005 school board budget and a request for fund transfers by category to balance the 2004-2005 school board budget.

On motion by Mr. Nipper, seconded by Ms. Sneed, the board voted unanimously to approve the May payroll, paid May 31, 2005, checks #48269-48375.

On motion by Mrs. Clark, seconded by Ms. Sneed, the board voted unanimously to approve and pay current invoices in the amount of $687,926.55 from the County School Operating Fund, the same to be listed in the warrant register.

On motion by Ms. Sneed, seconded by Mr. Doane, the board voted unanimously to approve and pay current invoices from the County School Debt and Capital Outlay Fund, as follows, the same to be listed in the warrant register:

Sunshine Construction Services, Inc. $30,090.00 Treasurer of Virginia - VPSA - $7,245.00 Sugar Grove Combined School TOTAL $37,335.00 Less voided check payable to Marion Roofing written April 11, 2005 $22,200.00 TOTAL FOR JUNE $15,135.00

On motion by Mr. Nipper, seconded by Ms. Sneed, the board voted unanimously to approve invoices for utility payments made prior to June 13, 2005, school board meeting in the amount of $48,191.05 from the County School Operating Fund, the same to be listed in the May warrant register. Pursuant to 2.2-3711 of the Virginia Freedom of Information Act, on motion by Ms. Sneed, seconded by Mr. Nipper, 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.

On motion by Mr. Doane, seconded by Mr. Nipper, the board voted unanimously to return 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; 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

Mr. Catron and Mrs. Hall were absent.

On motion by Mrs. Clark, seconded by Mr. Doane, the board voted unanimously to approve the following:

  1. Accept the resignation of Rebecca Mazoff as the assistant softball coach at Marion Senior High School;
  2. Accept the resignation of Davina Porter as the choral director at Marion Senior High School and Marion Middle School;
  3. Accept the resignation of Charles Jamison as a teacher at Marion Senior High School;
  4. Accept the resignation of Sylvia Pickett as the cafeteria manager at Sugar Grove Combined School;
  5. Accept the resignation of Bonnie Bennett as part-time custodian at Northwood High School;
  6. Accept the resignation of Alan Copenhaver as band director at Northwood High School; and
  7. Accept the resignation of Camie Weaver Perry as a teacher at Marion Intermediate School.

On motion by Mrs. Clark, seconded by Mr. Doane, the board voted unanimously to make a correction in accepting the resignation of Alan Copenhaver to include as band director at Northwood High School, Saltville Elementary School, Northwood Middle School, and Rich Valley Elementary School.

On motion by Mrs. Clark, seconded by Mr. Nipper, the board voted unanimously to accept the following ten employees for participation in the 2005 Retirement Bridge Plan:

  1. Brenda W. Blevins
  2. Joyce G. Henderlite
  3. Mikeal D. Blevins
  4. Sarah M. Lamie
  5. Esther W. Clear
  6. James S. Montgomery
  7. Sharon H. Cox
  8. Robert E. Rigely
  9. Robert S. Creasy
  10. P.G. Wingfield, III

On motion by Mrs. Clark, seconded by Ms. Sneed, the board voted unanimously to accept the retirement of the following employees:

  1. Sheila Allison as librarian at Rich Valley Elementary School;
  2. Gloria Blevins as an aide at Rich Valley Elementary School;
  3. Edward Bullins as a teacher at the Southwest Virginia Mental Health Institute;
  4. Neddy P. Johnson as a teacher at Marion Middle School;
  5. Martha Price as a teacher at Chilhowie High School; and
  6. Jane Call as cafeteria worker at Rich Valley Elementary School.

On motion by Mrs. Clark, seconded by Mr. Nipper, the board voted unanimously to approve up to twelve weeks of unpaid Family Medical Leave for Lori Gillespie, teacher at Northwood Middle School.

On motion by Mrs. Clark, seconded by Ms. Sneed, the board voted unanimously to transfer Melissa McKinnon from Marion Intermediate School to Marion Primary School.

On motion by Mrs. Clark, seconded by Mr. Nipper, the board voted unanimously to transfer Rebecca Neal from Rich Valley Elementary School to Northwood Middle School.

On motion by Mrs. Clark, seconded by Ms. Sneed, the board voted unanimously to approve the following new hires as recommended by the superintendent:

  1. Kathy Freeman as an instructional aide at Marion Primary School;
  2. Harold Powers as a custodian at Chilhowie High School;
  3. Carol Kestner as a teacher at T-CAP;
  4. Caleb Kestner as an instructional aide at Marion Primary School;
  5. Adam Holmes as a part-time custodian at Northwood High School;
  6. Jamie Davidson as band director for Northwood High School, Saltville Elementary School, Rich Valley Elementary School, and Northwood Middle School;
  7. Chris Headlee as math teacher at Marion Senior High School;
  8. William S. Delp as a social studies teacher at Marion Senior High School;
  9. Kelly Heaton as a seventh grade teacher at Chilhowie Middle School;
  10. Marcus Dunham, IV. as a teacher at the Southwest Virginia Mental Health Institute;
  11. Susan M. Davidson as the assistant principal at Marion Intermediate School;
  12. Sanders Henderson as the assistant principal at Chilhowie Elementary School;
  13. Shannon L. Gentry as a full-time guidance counselor for Marion Middle School and Chilhowie Elementary School; and
  14. Sarah L. Nettelhorst as a music teacher at Marion Primary School, Marion Middle School, and Chilhowie Elementary School.

Ms. Sneed presented to the board a letter to send to retirees. After some requested changes have been made to the letter, the board will consider this at the next board meeting.

On motion by Mr. Doane, seconded by Ms. Sneed, the board voted unanimously not to authorize any other signature for documents sent to the Department of Education in the absence of the division superintendent for the fiscal year 2006.

On motion by Mr. Doane, seconded by Mr. Nipper, the board voted unanimously to continue the meeting to Tuesday, June 28, 2005, at 4:30 P.M., in the board meeting room at the Smyth County School Board.