Minutes of the March 8th, 2004 meeting of the Smyth County School Board, as approved by the School Board at its April  12th, 2004 meeting

Marion, Virginia
March 8, 2004

The Smyth County School Board met today with all members present. On motion by Mr. Catron, seconded by Mr. Nipper, minutes of the February 9, 2004, and February 24, 2004, meetings were approved as presented.

The agenda was approved on motion by Mr. Doane, seconded by Mrs. Clark, after adding 10.b. Consider Enrichment Resource Program field trip to Carowinds in Charlotte, North Carolina, on Friday, May 7, 2004.

Karen Chamberlain, President of the Smyth County Education Association, made a request for seven delegates to attend a convention in Hampton, Virginia, on April 22-24, 2004. Teachers and bus drivers would miss two days of school and would require substitutes. On motion by Mr. Catron, seconded by Mr. Grinstead, the request was approved.

Kim Keesee, a parent, voiced her concerns for the need of a kindergarten aide at Rich Valley Elementary School. Mr. Sullivan assured her that the board would take a look at this.

Jeff Cassell, Principal of Rich Valley Elementary School, introduced Katelyn Armstrong, a fourth grader, for having perfect attendance and winning the DAR Award. He also introduced Taylor Blevins, a third grader, for having perfect attendance. The school received a certificate and a flag to fly at the school for having the highest attendance percentage in the elementary school category.

Sue Tilson, Principal of Chilhowie Middle School, introduced members of the Algebra Math Team. They competed in the Franklin Math Bowl at ETSU and placed second. Chilhowie Middle School had the highest attendance percentage in the middle school category. The school received a certificate and a flag to fly at the school.

Chilhowie High School had the highest attendance percentage in the high school category for the month of February. Steve Reedy, Principal of Chilhowie High School, introduced Misty Mash, a twelfth grader, for being the winner of Smyth County's Royal Oak Chapter of the DAR Good Citizen Award. The school received a certificate and will retain the flag from last month.

Sugar Grove Combined School had the most improved attendance percentage for the month of February. Sam Hambrick, Principal of Sugar Grove Combined School, introduced Jessi Shuler, a seventh grader, for being very active in sports and for being on the honor roll. The school received a certificate and a flag to fly at the school.

Mike Sturgill, Principal of Chilhowie Elementary School, and Dennis Carter, Assistant Principal of Chilhowie Elementary School, were present to update the board on the Twenty-First Century Community Learning Center Grant received by Chilhowie Elementary School. The school received $185,000.00 that is reimbursed from the state. The program begins March 1, 2004, and will continue through February 2005.

Mr. Sullivan updated the board on the 2003-2004 school calendar. As of today, fourteen days of school have been missed. On motion by Mrs. Clark, seconded by Mr. Nipper, the board voted to use Easter Monday and Memorial Day as make up days. This will allow the last day of school to be Friday, June 11, 2003. If the county misses any more days because of bad weather, it would seek a waiver from the State Board of Education for making up those days. Mr. Sullivan is to verify through the Virginia Department of Education the guidelines for the number of instructional hours required at the Smyth Career and Technology Center. The motion passed unanimously.

The board received information about the VSBA Governor's Conference Mini Workshops to be held in Richmond on Tuesday, July 20, 2004. The board requested that Mr. Sullivan also send this information to all Smyth County principals.

The board considered a date for the School Board Transportation Committee to meet. The committee will be meeting on Wednesday, March 10, 2004, at 3:30 P.M. Mr. Sullivan reminded the board of the School Board Budget Committee meeting to be held on Wednesday, March 10, 2004, at 5:00 P.M., and the joint meeting with the School Board Budget Committee and the Smyth County Board of Supervisors' Budget Committee to be held on Wednesday, March 17, 2004, at 5:00 P.M.

On motion by Mr. Grinstead, seconded by Mrs. Clark, the board voted to approve two field trips for the Marion Middle School special education classes to visit Virginia Tech in April and visit the Sciworks Museum in Winston-Salem, North Carolina, in May; and for the Enrichment Resource Program students to attend Education Days at Carowinds in Charlotte, North Carolina, on Friday, May 7, 2004.

Mr. Sullivan reviewed revenue, expenditures, and cash flow figures through the month of February 2004.

On motion by Mr. Grinstead, seconded by Mr. Doane, the February payroll, paid February 27, 2004, checks #42372-42503, was approved.

On motion by Mr. Catron, seconded by Mr. Doane, current invoices in the amount of $425,788.13 from the County School Operating Fund were ordered paid, the same to be listed in the warrant register.

On motion by Mr. Grinstead, seconded by Mrs. Clark, current invoices in the amount of $89, 088.33 from the County School Debt and Capital Outlay Fund were ordered paid, the same to be listed in the warrant register.

On motion by Mr. Catron, seconded by Mr. Doane, current invoices for utility payments made prior to the March 8, 2004, board meeting in the amount of $28,646.60 from the County School Operating Fund were approved, the same to be listed in the February warrant register.

On motion by Mr. Nipper, seconded by Mrs. Clark, the board voted to approve the "Athletic Handbook for High Schools and Middle Schools" with the following revisions: Page 9 - Add to D.1. - Have a staff member with the students at all times as much as possible. Page 12 - D.1. - remove the word credited and replace it with properly insured. Page 16 - B.1. - reference * - Name type of insurance that insures middle school athletes. Page 20 - Add to 6. Calendar of Activities - This calendar will be submitted to the superintendent to make sure there is equality for the four middle schools.

Sam Musick, Director of Maintenance and Transportation, presented a proposal to the board from Cameron L. Wolfe, Jr., A.I.A., for architectural services for four small projects at Chilhowie Elementary School. This would include: window replacement for the cafeteria area and gymnasium; new light system in gymnasium; adding an additional serving line in the existing cafeteria; and additional heating system to the gymnasium. On motion by Mr. Nipper, seconded by Mrs. Clark, the board voted to accept the proposal as presented.

The board heard a report from Laura Hall on the VSBA Legislative Conference held in Richmond in February.

Jerry Catron reported on the VSBA New Board Member/Superintendent/Board Chairmen/Vice-Chairmen orientation held in Richmond on February 19, 2004.

Pursuant to 2.1-344(A) of the Virginia Freedom of Information Act, on motion by Mr. Grinstead, seconded by Mr. Nipper, the board voted to convene a closed meeting for the purpose of discussing the following specific matters: personnel issues as authorized by 2.1-344(A)(1) of the Code of Virginia.

Preston Brockman, Assistant Superintendent for Administration, was present for part of the closed meeting to discuss personnel issues related to the Retirement Bridge Program and Salary Scale for Administrators.

On motion by Mr. Catron, seconded by Mr. Grinstead, 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, 2.1-344(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: 7 No: 0

On motion by Mr. Grinstead, seconded by Mr. Catron, the board voted to hire Karla Hughes as the administrative assistance for pupil personnel services at the school board office as recommended by the superintendent.

On motion by Mr. Grinstead, seconded by Mrs. Clark, the board voted to hire Kimberly J. O'Quin as an English teacher at Northwood High School for the 2004-2005 school year as recommended by the superintendent.

On motion by Mr. Grinstead, seconded by Mrs. Clark, the board voted to hire Eric Pennington as assistant baseball coach at Marion Senior High School; Jason Shirey as assistant boys' soccer coach at Marion Senior High School; and Amanda Hanshew as assistant girls' softball coach at Marion Senior High School as recommended by the principal.

On motion by Mr. Grinstead, seconded by Mrs. Clark, the board voted to hire Laura Baker as JV softball coach at Northwood High School; Steve Harris as head girls' track coach at Northwood High School; and Sarah Collins as assistant girls' track coach at Northwood High School as recommended by the principal.

No action was taken on the Retirement Bridge Program or the Salary Scale for Administrators.

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