Minutes of the May 11, 2009 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

Chairperson Choate 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 Mrs. Hall, 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 and student issues as authorized by § 2.2-3711(A)(2) of the Code of Virginia.

On motion by Mr. Coulthard, seconded by Mrs. Hall, 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.

The agenda was removed from the consent agenda and amended as follows: add item VII. B. Purchases from state contracts and other competitive bid processes; add item VII. C. VSBA Regional Forum; add item IX. C. 10. Smyth Career & Technology Center's welding shop exhaust system; add item IX. C. 11. Chilhowie Elementary School's playground equipment; move item IX. I. Consider action of closed session items to item IX. J.; move item IX. J. Adjourn to item IX. K.; and make item IX. I. Consider having a school board meeting on Thursday, May 28, 2009.

CONSENT AGENDA

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

PRESENTATIONS/RECOGNITIONS

Chilhowie Elementary School had the highest attendance percentage in the elementary category for the month of April. Sanders Henderson, Assistant Principal of Chilhowie Elementary School, introduced Will Eller, a fourth grader, for having perfect attendance this year. They received a certificate and the flag to display at the school.

Northwood Middle School had the highest attendance percentage in the middle school category for the month of April. Dr. Jeff Comer, Principal of Northwood Middle School, introduced Lauren Griffin, a seventh grader, for having good attendance. 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 April. Sam Blevins, Assistant Principal of Chilhowie High School, introduced Ashley Helbert, an eleventh grader, for winning first place in the Marion Art League Contest three years in a row. They received a certificate and the flag to display at the school.

Marion Primary School was the winner of the Most Improved Category for the month of April. Kimberly Williams, Principal of Marion Primary School, introduced Megan Pearcey, a second grader, and Hunter Orr, a second grader, for having perfect attendance since Pre-K. They received a certificate and the flag to display at the school.

Dr. Robinson recognized Northwood Middle School for winning the Virginia Tech region of the Yearlong 08-09 Stock Market Game.

Mr. Choate presented Mrs. Hall with a plaque for her service as a school board member.

PUBLIC COMMENT

No citizens spoke during public comment.

SUPERINTENDENT'S REPORT

Dr. Cassell reviewed revenue, expenditure, and cash flow figures for the month of April 2009, fiscal year 2008-2009.

DISCUSSION TOPICS

Dr. Robinson updated the Board on Wytheville Community College's Truck Driving Academy and Virginia Highlands Community College's Industrial Maintenance program.

Dr. Robinson discussed purchases from state contracts and other competitive bid processes.

The Board made plans to attend the VSBA Regional Forum to be held Wednesday, May 13, 2009, in Abingdon, Virginia.

On motion by Mrs. Hall, seconded by Mr. Coulthard, by 7-0 vote, the agenda was amended to add item VII. D. Discuss items to be purchased from state bid list.

Dr. Robinson reported that the school division will purchase two (2) regular buses and place a furniture order to be paid from this year's budget.

QUESTIONS FROM BOARD MEMBERS

None of the Board members had any questions.

ACTION ITEMS—MOTION REQUIRED

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

On motion by Mr. Catron, seconded by Mr. Coulthard, by 7-0 vote, the policies were approved.

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

The Board considered deleting the following policies:

On motion by Mr. Catron, seconded by Mr. Coulthard, by 7-0 vote, the policies were deleted.

The Board considered approving a bid for paving at Northwood Middle School/Rich Valley Elementary School. On motion by Mr. Catron, seconded by Mr. Coulthard, by 7-0 vote, the lowest bid from W-L Construction in the amount of $50,800.00 was approved.

The Board considered approving a bid for paving at Northwood High School. On motion by Mr. Catron, seconded by Ms. Sneed, by 7-0 vote, the bid from W-L Construction in the amount of $20,080.00 was approved. There was a tie bid and this was decided by lot as per § 2.2-4324 of the Code of Virginia. The lot drawn was W-L Construction.

The Board considered approving a bid for paving at Marion Senior High School. On motion by Mr. Coulthard, seconded by Mr. Catron, by 7-0 vote, the lowest bid in the amount of $27,840.00 from W-L Construction was approved.

The Board considered bids for materials for a drop ceiling at Marion Senior High School. On motion by Ms. Sneed, seconded by Mr. Catron, by 7-0 vote, the lowest bid from Francis Brothers in the amount of $21,551.00 was approved.

The Board considered bids for a lawn mower for the Sugar Grove Combined School. On motion by Mr. Catron, seconded by Mr. Coulthard, by 7-0 vote, the alternate bid from Wright Equipment in the amount of $10,856.00 was approved.

The Board considered bids for a lawn tractor. On motion by Mr. Coulthard, seconded by Ms. Sneed, by 7-0 vote, the bid from D & H Tractor in the amount of $21,500.00 was approved.

The Board considered toilet stall partitions for Northwood Middle and Rich Valley Elementary Schools. On motion by Mr. Catron, seconded by Mr. Coulthard, by 7-0 vote, the bid from Decker Equipment in the amount of $15,963.00 was approved.

No action was taken on considering bids for two microfilm reader-printer-scanners.

The Board considered bids for security cameras for Chilhowie Middle, Marion Middle, Northwood Middle, Smyth Career and Technology Center, and Sugar Grove Combined Schools. On motion by Mr. Catron, seconded by Mr. Coulthard, by 7-0 vote, the lowest bids from Dynamark Security, Inc. for each school were approved.

The Board considered bids for a welding shop exhaust system at the Smyth Career and Technology Center. On motion by Mr. Catron, seconded by Mr. Coulthard, by 7-0 vote, the lowest bid from Highlands Industrial Maintenance, Abingdon, Virginia, in the amount of $35,660.00 was approved.

The Board considered bids for playground equipment at Chilhowie Elementary School. On motion by Ms. Sneed, seconded by Mrs. Hall, by 7-0 vote, the lowest bid from Site Concepts, Chesapeake, Virginia, in the amount of $12,000.00 was approved. This will be paid for by the Chilhowie Elementary School's PTO.

The Board considered continued participation in the Regional Alternative Education Projects (Project Return) for 2009-2010. On motion by Mr. Catron, seconded by Mr. Coulthard, by 7-0 vote, this was approved.

The Board considered approving the twelve month employee calendar for 2009-2010. On motion by Ms. Sneed, seconded by Mr. Coulthard, by 7-0 vote, the calendar was approved.

The Board considered moving the College Night program from Wednesday, September 9, 2009, to Wednesday, September 16, 2009. On motion by Mr. Coulthard, seconded by Ms. Sneed, by 7-0 vote, this was approved.

The Board considered approving the local plan and budget for Career and Technical Education (Perkins funding) for 2009-2010. On motion by Mrs. Hall, seconded by Mr. Coulthard, by 7-0 vote, the plan and budget were approved.

The Board considered continuing participation in Carroll County's Title III and Title I, Part C Consortium. On motion by Mr. Coulthard, seconded by Ms. Sneed, by 7-0 vote, this was approved.

The Board considered having a school board meeting on Thursday, May 28, 2009, at 5:00 P.M. On motion by Mrs. Hall, seconded by Mr. Coulthard, by 7-0 vote, this was approved.

CLOSED SESSION ITEMS

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

On motion by Ms. Sneed, seconded by Mr. Coulthard, by 7-0 vote, the Board hired Jamie Davis as custodian at Marion Middle School.

On motion by Ms. Sneed, seconded by Mr. Coulthard, by 7-0 vote, the Board hired Doug Grubb as head golf coach at Marion Senior High School.

Mr. Choate stated that the Board has agreed unanimously to waive the thirty day notice for re-negotiation of the superintendent's contract.

On motion by Ms. Sneed, seconded by Mr. Catron, by 7-0 vote, the Board extended the superintendent's contract an additional two (2) years with no additional compensation at this time. This will become effective July 1, 2009.

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