Minutes of the May 12, 2008 Smyth County School Meeting

The Smyth County School Board met today in a regular meeting at 5:00 P.M., in the library at Rich Valley Elementary School, 196 Long Hollow Road, Saltville, 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 Mr. Doane, 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. Catron, 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.

The agenda was removed from the consent agenda and amended as follows: move item IX. J. Consider action on closed session items to item IX. L; move item IX. K. Adjourn to item IX. M; move item VI. B. Discuss 403(b) Plan Document to action items under item IX. J. Consider adopting 403(b) Plan Document; add item IX. K. Consider approving Smyth County Schools to continue participating in Project Return, a regional alternative education program for middle schools; and delete item VI. D. Accountability Report for the Six-Year Plan.

CONSENT AGENDA

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

INFORMATIONAL REPORTS

The Board received information on schools and school divisions recognized for raising achievement of economically disadvantaged students.

PRESENTATIONS/RECOGNITIONS

Dr. Robinson introduced participants of the 39th Youth Government Day, and they participated in the board meeting.

Rich Valley Elementary School had the highest attendance percentage in the elementary category for the month of April. Tammy Johnson, Principal of Rich Valley Elementary School introduced Amanda Hubble, a third grader, Josh Godsey, a kindergartener, Nathan Godsey, a first grader, and Brennan Turley, a fourth grader, for having perfect attendance this year. They received a certificate and the flag to fly at the school.

Chilhowie Middle School had the highest attendance percentage in the middle school category for the month of April. Mike Davidson, Principal of Chilhowie Middle School, introduced Alli Sheets, an eighth grader, for having perfect 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. Mike Sturgill, Principal of Chilhowie High School, introduced Gavin Blevins, an eleventh grader, for being an outstanding art student. They received a certificate and will be retaining the flag from last month.

Northwood High School was the winner of the Most Improved Attendance category for the month of April. Stan Dunham, Principal of Northwood High School, introduced Jordan Jackson, a twelfth grader, for having good attendance. They received a certificate and the flag to fly at the school.

Dr. Robinson recognized Rich Valley Elementary School and Saltville Elementary School for earning the designation of "Title I Distinguished Schools."

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

PUBLIC COMMENT

No citizens were present to speak during public comment.

SUPERINTENDENT'S REPORT

Dr. Jeff Cassell, Director of Operations and Finance, reviewed revenue, expenditures, and cash flow figures for the month of April, 2008, fiscal year 2007-2008. He also reviewed the May appropriation request to the Smyth County Board of Supervisors. Dr. Cassell reported on the VSBA conference regarding school board budgets which he attended with Dr. Robinson in Charlottesville.

Dr. Robinson reviewed the progress of the implementation of the Efficiency Review recommendations.

DISCUSSION TOPICS

Dr. Robinson discussed plans regarding the Facility Study for Smyth County Schools.

QUESTIONS FROM BOARD MEMBERS

Charles Doane inquired about the rising cost of fuel and the possibility of a four-day school week. Dr. Robinson will research this.

Susan Sneed asked about the Board taking a look at cutting back on field trips.

ACTION ITEMS - MOTION REQUIRED

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

The Board considered Policy BHD School Board Member Compensation and Benefits (second reading). On motion by Mr. Choate, seconded by Mr. Coulthard, by 7-0 vote, the policy was approved.

The Board considered Policy BBD Board Member Removal From Office (second reading). On motion by Mr. Coulthard, seconded by Ms. Sneed, by 7-0 vote, the policy was approved.

The Board considered Policy BBE Unexpired Term Fulfillment (second reading). On motion by Mr. Choate, seconded by Mr. Coulthard, by 7-0 vote, the policy was approved.

The Board considered Policy DA Management of Funds (second reading). On motion by Mr. Choate, seconded by Mr. Coulthard, by 7-0 vote, the policy was approved.

The Board considered Policy DB Annual Budget (second reading). On motion by Mr. Choate, seconded by Ms. Sneed, by 7-0 vote, the policy was approved.

The Board considered Policy DG Custody and Disbursement of School Funds (second reading). A decision on this policy was tabled until a future board meeting.

The Board considered Policy DIA Reporting Per Pupil Costs (second reading). On motion by Mr. Choate, seconded by Mr. Coulthard, by 7-0 vote, the policy was approved.

The Board considered Policy DN Disposal of Surplus Items (second reading). On motion by Mr. Choate, seconded by Mr. Coulthard, by 7-0 vote, the policy was approved.

The Board considered the Capital Improvement Plan (CIP) for 2008-2013 as presented by Dr. Cassell. On motion by Mr. Catron, seconded by Mr. Coulthard, by 7-0 vote, the plan was approved as a guide.

On motion by Mr. Coulthard, seconded by Mr. Choate, by 7-0 vote, the Board approved a request from the Transportation Department for one (1) bus and one (1) bus driver for the Wytheville Community College Appalachian Summer Regional Governor's School program from June 13-26, 2008.

On motion by Ms. Sneed, seconded by Mr. Coulthard, by 7-0 vote, the Board approved a request from the Transportation Department for one (1) bus and one (1) bus driver for the Virginia Highlands Community College Summer Governor's School program from June 16-27, 2008.

The Board considered bids for paving parking lots at Marion Middle School and Saltville Elementary School. On motion by Mr. Catron, seconded by Mr. Coulthard, by 7-0 vote, the Board approved the bid from L.L.T.'s Paving in the amount of $22,129.80 for paving for Marion Middle School and the bid from JWM Enterprises, LLC in the amount of $29,400.00 for paving for Saltville Elementary School.

The Board considered bids for shop doors at the Smyth Career and Technology Center. On motion by Mr. Coulthard, seconded by Ms. Sneed, by 7-0 vote, the Board approved the bid from Overhead Door in the amount of $19,600.00.

The Board considered a request to transfer funds between categories and to make the same request of the Smyth County Board of Supervisors. The categorical transfers were in the amount of $55,000.00 from 62000: Administration, Attendance, and Health to 63000: Transportation and $6,200.00 from 62000: Administration, Attendance, and Health to 67000: Debt Service as presented by Dr. Cassell. On motion by Mr. Coulthard, seconded by Ms. Sneed, by 7-0 vote, the request was approved.

The Board considered continuing participation in Floyd County's Title III consortium. On motion by Mr. Choate, seconded by Mr. Catron, by 7-0 vote, this was approved.

The Board considered the Twelve Month Employees Holiday Calendar. On motion by Mr. Choate, seconded by Mr. Hambrick, by 7-0 vote, this was approved.

The Board considered a school board meeting for Tuesday, May 27, 2008, at 5:00 P.M. On motion by Mr. Coulthard, seconded by Ms. Sneed, by 7-0 vote, this was approved.

The Board considered adopting the 403(b) Plan Document as presented by

Dr. Cassell. On motion by Mr. Catron, seconded by Ms. Sneed, by 7-0 vote, the document was approved.

The Board considered approving Smyth County Schools to continue participating in Project Return, a regional alternative education program for middle schools. On motion by Mr. Choate, 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 accepted the following resignations:

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

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

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

On motion by Ms. Sneed, seconded by Mr. Coulthard, by 7-0 vote, the Board granted sabbatical leave for the 2008-2009 school year to Amanda Bradley, a teacher at Chilhowie Elementary School.

On motion by Ms. Sneed, seconded by Mr. Coulthard, by 7-0 vote, the Board hired Hubert Fulton as the transportation supervisor for the Marion/Atkins areas effective with the 2008-2009 school year.

On motion by Ms. Sneed, seconded by Mr. Coulthard, by 7-0 vote, the Board approved the same percent raise as other county administrators for the superintendent.

CLOSED SESSION

The Board returned to a second closed session.

Pursuant to § 2.2-3711 of the Virginia Freedom of Information Act, on motion by Mr. Coulthard, seconded by Ms. Sneed, by 7-0 vote, a second 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. Doane, by 7-0 vote, closed session ended.

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.

No action was taken from the second closed session.

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