Minutes of the March 10, 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 all members were present.

CLOSED SESSION

Pursuant to § 2.2-3711 of the Virginia Freedom of Information Act, on motion by Ms. Sneed, seconded by Mr. Coulthard, by 7-0 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 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.

On motion by Ms. Sneed, seconded by Mr. Coulthard, by 7-0 vote, the agenda was removed from the consent agenda and amended as follows: add item IX. F. 4. Electrical engineering services for lighting upgrade in the auditoriums at Chilhowie High School, Northwood High School, and Marion Senior High School; move item IX. L. Consider action on closed session items to item IX. O.; move item IX. M. Adjourn to item IX. P.; add item IX. L. Consider having the Monday, May 12, 2008, school board meeting at Rich Valley Elementary School; add item IX. M. Consider paying one-half of student expenses to attend state Destination Imagination competition; and add item IX. N. Consider approving the use of one (1) bus for the Southwestern Virginia Mental Health Institute's Health Walk on Saturday, April 12, 2008.

CONSENT AGENDA

On motion by Mr. Choate, seconded by Ms. Sneed, by 7-0 vote, the following was approved.

INFORMATIONAL REPORTS

There were no informational reports included from the superintendent.

PRESENTATIONS/RECOGNITIONS

Marion Intermediate School had the highest attendance percentage in the elementary category for the month of February. Steve Miller, Principal of Marion Intermediate School, introduced MaKendra Martin, a fifth grader, for having perfect attendance this year. 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 February. Mariann Berry, Assistant Principal of Marion Middle School, introduced Jayson Bales, an eighth grader, for having perfect attendance and for other academic and extra-curricular achievements. 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 February. Mike Sturgill, Principal of Chilhowie High School, introduced Adam Martin, a twelfth grader, for having perfect attendance and for other academic and extra-curricular achievements. They received a certificate and will be retaining the flag from last month.

The Most Improved Attendance category did not have a winner for the month of February.

Brenda Boone, Principal of Saltville Elementary School, introduced members of one of the Destination Imagination teams from Saltville Elementary School. There will be five (5) teams (two from Saltville Elementary, two from Marion Senior High School, and one combined team of Saltville Elementary and Northwood Middle) attending state Destination Imagination competition. In addition, Saltville Elementary School's Lego League placed fifth in a recent competition.

Susan Sneed congratulated the girls' basketball teams from Chilhowie and Northwood for making it to the state tournament.

No other students or employees were present for presentations or recognitions.

PUBLIC COMMENT

Linda Kelly, President of the Smyth County Education Association, reported on employees that would be attending the Virginia Education Association Convention in Roanoke, Virginia, next month.

SUPERINTENDENT'S REPORT

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

Kyle Rhodes, Director of Curriculum and Instruction, reviewed a copy of the Standards Assessment Report for District Accreditation.

The board discussed the Quality Assurance Review (QAR) Team schedule for District Accreditation.

Kyle Rhodes reported on the Virginia Advanced Studies Strategies Advanced Placement Teacher Training Incentive Program for Marion Senior High School.

DISCUSSION TOPICS

The board discussed the upcoming VSBA Hot Topic Conference: What You Should Know About School Board Budgets and Financial Reports to be held May 2, 2008, at the Charlottesville Omni.

The board made plans for attending the 2008 VSBA Southwest Regional Forum to be held Monday, April 28, 2008, in Bristol, Virginia.

Dr. Robinson discussed the 2008-2009 fiscal year school board budget.

QUESTIONS FROM BOARD MEMBERS

Susan Sneed inquired about the pay out of sick leave days. Rick Blevins, Director of Human Resources, explained that if an employee is approved for VRS retirement, they are eligible for pay out of their sick leave days. If an employee quits or leaves for another reason, they are not paid for sick leave days.

Sam Hambrick shared about his recent visit to the Museum of the Middle Appalachians in Saltville, Virginia. He thought it would be a nice place to hold a future board meeting, and he felt that students of Smyth County Schools needed to tour the facility.

ACTION ITEMS - MOTION REQUIRED

The board considered the VSBA Code of Conduct for School Board Members. On motion by Mr. Choate, seconded by Mr. Coulthard, by 7-0 vote, the Code of Conduct was approved.

The board considered Policy BBBA Qualifications of School Board Members (third reading). On motion by Mr. Coulthard, seconded by Mr. Choate, by 7-0 vote, the policy was approved.

The board considered the following policies for approval (second reading):

On motion by Mr. Choate, seconded by Ms. Sneed, by 7-0 vote, the policies were approved.

The board considered Policy BDDC Agenda Preparation and Dissemination (second reading). A decision on this policy was tabled until the next board meeting.

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

A decision on these policies was tabled until the next board meeting.

The board considered deleting Policy 2.04 Qualifications of Members. On motion by Mr. Choate, seconded by Mr. Coulthard, by 7-0 vote, the policy was deleted from the Policy Manual.

The board considered deleting Policy 2.07 Duties and Powers. Dr. Robinson asked the board to take no action on deleting this policy.

The board considered deleting Policy 2.08 Election of Officers and Duties of Officer. On motion by Mr. Coulthard, seconded by Mr. Choate, by 7-0 vote, the policy was deleted from the Policy Manual.

The board considered deleting Policy 2.09 Annual/Regular Meetings. On motion by Mr. Choate, seconded by Ms. Sneed, by 7-0 vote, the policy was deleted from the Policy Manual.

The board considered approving Dr. Jeff Cassell, Director of Operations and Finance, and Mr. Kyle Rhodes, Director of Curriculum and Instruction, to be authorized to sign in the absence of the division superintendent. On motion by Mr. Choate, seconded by Mr. Catron, by 7-0 vote, this was approved.

The board considered adoption of the 2008-2009 Smyth County Schools' Calendar. On motion by Mr. Choate, seconded by Mr. Coulthard, by 7-0 vote, the calendar was adopted.

The board considered bids for fencing for the Chilhowie High School softball field. On motion by Mr. Doane, seconded by Mr. Coulthard, by 7-0 vote, the bid from Final Vinyl Fencing in the amount of $13,183.12 was approved.

The board considered bids for roof repairs for Chilhowie Elementary School. On motion by Mr. Doane, seconded by Mr. Choate, by 7-0 vote, the bid from Marion Roofing in the amount of $105,000.00 was approved.

The board considered bids for the replacement of the gym bleachers at Northwood Middle School. On motion by Mr. Catron, seconded by Mr. Choate, by 7-0 vote, the bid from J. H. Pence Company in the amount of $32,450.00 was approved.

The board considered bids for electrical engineering services for lighting upgrade in the auditoriums at Chilhowie High School, Northwood High School, and Marion Senior High School. On motion by Mr. Catron, seconded by Mr. Doane, by 7-0 vote, the bid from Bonham Engineering in the amount of $21,500.00 was approved.

The board considered rescinding the bid awarded to Dynamark Security Centers for new public address systems at Chilhowie High School, Chilhowie Middle School, and Sugar Grove Combined School. On motion by Mr. Doane, seconded by Mr. Catron, by 7-0 vote, the bid was rescinded. This will go out for bid again.

The board considered approving the new PreK Progress Report. On motion by Ms. Sneed, seconded by Mr. Catron, by 7-0 vote, this was approved.

The board considered the adoption of new Mission, Vision, and Belief Statements. On motion by Mr. Coulthard, seconded by Mr. Choate, by 7-0 vote, this was approved.

The board considered approving Smyth County High School's Program of Studies for 2008-2009 as presented by Mr. Rhodes. On motion by Ms. Sneed, seconded by Mr. Choate, by 7-0 vote, this was approved.

The board considered holding a school board meeting on Wednesday, March 26, 2008, at 5:00 P.M., for the purpose of considering the 2008-2009 fiscal year school board budget. On motion by Mr. Choate, seconded by Ms. Sneed, by 7-0 vote, this was approved.

The board considered having the Monday, May 12, 2008, school board meeting at Rich Valley Elementary School. On motion by Ms. Sneed, seconded by Mr. Coulthard, by 7-0 vote, this was approved.

The board considered paying one-half of student expenses to attend state Destination Imagination competition. On motion by Mr. Catron, seconded by Ms. Sneed, by 7-0 vote, this was approved.

The board considered approving the use of one (1) bus for the Southwestern Virginia Mental Health Institute's Health Walk on Saturday, April 12, 2008. On motion by Mr. Catron, seconded by Mr. Doane, by 7-0 vote, the request was approved.

CLOSED SESSION ITEMS

On motion by Ms. Sneed, seconded by Mr. Coulthard, by 7-0 vote, the board accepted the resignation of Debby Hanshew as an English teacher at Marion Senior High School.

On motion by Ms. Sneed, seconded by Mr. Catron, by 7-0 vote, the board accepted the following retirements effective at the end of this school year:

On motion by Ms. Sneed, seconded by Mr. Coulthard, by 7-0 vote, the board hired the following:

On motion by Mr. Catron, seconded by Mr. Coulthard, by 7-0 vote, the meeting was adjourned.