Minutes of the May 28, 2009 Smyth County School Board Meeting

The Smyth County School Board met today in a called 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 the following members were present: Jesse Choate, Susan Sneed, Charles Doane, Jerry Catron, and Jim Coulthard. Laura Hall and Sam Hambrick were absent.

CONSENT AGENDA

On motion by Mr. Coulthard, seconded by Ms. Sneed, by 5-0 vote, the agenda was approved after adding IV. C. 4. Scoreboard replacement and the addition of 25 second clocks at Northwood High School.

PUBLIC COMMENT

No citizens spoke during public comment.

ACTION ITEMS—MOTION REQUIRED

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

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

On motion by Mr. Doane, seconded by Mr. Coulthard, by 5-0 vote, the policies were approved.

The Board considered a special election request to fill the Atkins Voting District board seat. Mr. Catron made a motion to direct the chairman to move forward to work with the Board's legal counsel to prepare and file all necessary papers with the Smyth County Circuit Court to request a special election to fill the Atkins Voting District board seat to be vacated effective May 31, 2009, because of Mrs. Laura Hall's resignation from the school board. Mr. Coulthard seconded the motion, and it passed by 5-0 vote.

The Board considered bids for consumable instructional art materials. On motion by Mr. Coulthard, seconded by Ms. Sneed, by 5-0 vote, the Board approved the lowest cost bids (exceptions to lowest cost bids were provided in a memo attached to the other bid prices) for consumable art and instructional materials from selected companies as presented.

The Board considered bids for Sugar Grove Combined School Cafeteria Window Replacement. On motion Mr. Catron, seconded by Mr. Coulthard, by 5-0 vote, the lowest bid from The Glass Company in the amount of $43,550.00 was approved.

The Board considered bids for miscellaneous telecommunications wiring/maintenance services. On motion by Mr. Doane, seconded by Mr. Coulthard, by 5-0 vote, the Board approved the lowest bid from Taylored Information Technologies.

The Board considered bids for scoreboard replacement and the addition of 25 second clocks at Northwood High School. On motion by Mr. Catron, seconded by Mr. Coulthard, by 5-0 vote, the lowest bid from Electro-Mech Scoreboards in the amount of $10,508.00 was approved.

The Board considered a meeting on Tuesday, June 30, 2009, at 6:00 P.M., following a 5:00 P.M., retirement reception. On motion by Ms. Sneed, seconded by Mr. Coulthard, by 5-0 vote, this was approved.

The Board considered continuing participation in the Cooperative Centers for Exceptional Children for 2009-2010. On motion by Ms. Sneed, seconded by Mr. Coulthard, by 5-0 vote, this was approved.

The Board considered Chilhowie High School, Marion Senior High School, and Northwood High School continuing membership in the Virginia High School League. On motion by Mr. Catron, seconded by Mr. Doane, by 5-0 vote, this was approved.

QUESTIONS FROM BOARD MEMBERS

Mr. Choate shared with the Board a card from Laura Hall thanking them for the dinner in her honor.

Ms. Sneed inquired about the requests from the SCEA regarding leave policies. Dr. Robinson stated that a policy on this will be forthcoming.

CLOSED SESSION

Pursuant to § 2.2-3711 of the Virginia Freedom of Information Act, on motion by Mr. Catron, seconded by Mr. Coulthard, by 5-0 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. Doane, seconded by Ms. Sneed, by 5-0 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: 5, Nays: 0.

Mrs. Hall and Mr. Hambrick were absent.

CLOSED SESSION ITEMS

On motion by Ms. Sneed, seconded by Mr. Coulthard, by 5-0 vote, the Board accepted the following retirements:

On motion by Ms. Sneed, seconded by Mr. Coulthard, by 5-0 vote, the Board accepted the following resignations:

On motion by Ms. Sneed, seconded by Mr. Coulthard, by 5-0 vote, the Board hired the following:

On motion by Mr. Catron, seconded by Mr. Coulthard, by 5-0 vote, the meeting was adjourned.