Minutes of the November 9, 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. He thanked Northwood Middle School for hosting the school board meeting.

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. Coulthard, seconded by Mr. Doane, 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, student exemption from compulsory attendance as authorized by § 22.1-254(B)(1) of the Code of Virginia, student exemption from compulsory attendance as authorized by § 22.1-254(C)(1) of the Code of Virginia, and probable litigation as authorized by § 2.2-3711(A)(7) of the Code of Virginia.

On motion by Mr. Catron, seconded by Ms. Sneed, 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 VI. D. Composite Index; move item IX. F. Consider action on closed session items to item IX. G.; move item IX. G. Adjourn to item IX. H.; and make item IX. F. Consider approving VPSA Reimbursement Resolution.

CONSENT AGENDA

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

PRESENTATIONS/RECOGNITIONS

Rich Valley Elementary School had the highest attendance percentage in the elementary category for the month of October. Tammy Johnson, Principal of Rich Valley Elementary School, introduced Melodie Ashley, a fifth grader, for having perfect attendance. They received a certificate and the flag to display at the school.

Chilhowie Middle School had the highest attendance percentage in the middle school category for the month of October. Mike Davidson, Principal of Chilhowie Middle School, introduced Mattie Clear, an eighth grader, and Aaron Webb, an eighth grader. Each student spoke on the Fuel Up to Play Program that is starting at their school. They received a certificate and the flag to display at the school.

Chilhowie High School had the highest attendance percentage in the high school category for the month of October. Mike Sturgill, Principal of Chilhowie High School, introduced Rabia Murtza, a twelfth grader, for having good attendance. They received a certificate and will be retaining the flag from last month.

Dr. Robinson presented Sam McKinney with a Certificate of Appreciation from the State CTE Department.

Dr. Robinson recognized coaches and players for all their hard work and for such a successful fall for the athletic teams.

PUBLIC COMMENT

No citizens spoke during public comment.

SUPERINTENDENT'S REPORT

Dr. Cassell reviewed revenue, expenditure, and cash flow figures for the month of October 2009, fiscal year 2009-2010.

Dr. Robinson reviewed on-time graduation rates.

Mike Sturgill, Principal of Chilhowie High School, reported on that school's Annual School Improvement Plan.

Danny Newman, Principal of Marion Senior High School, reported on that school's Annual School Improvement Plan.

Stan Dunham, Principal of Northwood High School, reported on that school's Annual School Improvement Plan.

Sam McKinney, Principal of Smyth Career & Technology Center, reported on that school's Annual School Improvement Plan.

Dr. Robinson reviewed the new composite index.

DISCUSSION TOPICS

The Board made plans to attend the 2009 VSBA Annual Convention to be held in Williamsburg, Virginia, November 18-20, 2009.

Dr. Robinson discussed the Smyth County Board of Supervisors' Public Hearing to budget the remaining 2008-2009 funds to be held on Thursday, November 12, 2009.

QUESTIONS FROM BOARD MEMBERS

Mr. Doane thanked Dr. Robinson and all the principals for their hard work.

Mr. Catron inquired about a problem with the telephone system at some of the schools. Dr. Robinson reported that these problems had been corrected.

ACTION ITEMS–MOTION REQUIRED

The Board considered Policy DJG Vendor Relations (third reading) for approval. On motion by Mr. Doane, seconded by Ms. Sneed, by 7-0 vote, this policy was approved.

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

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

The Board considered approving the School Activity Funds Accounting and Financial Guidelines Manual as presented by Dr. Cassell. On motion by Mr. Hambrick, seconded by Mr. Coulthard, by 7-0 vote, this was approved.

On motion by Mr. Coulthard, seconded by Ms. Sneed, by 7-0 vote, the Board approved the bid and payment of the invoice for a 2008 Chevrolet Uplander from Marion Automotive Group in the amount of $13,500.00.

The Board considered approving a bid for labor for installing a drop ceiling in the hallways at Marion Senior High School. On motion by Mr. Coulthard, seconded by Ms. Sneed, by 7-0 vote, the lowest bid in the amount of $20,135.54 was approved from P.I.W. Incorporated.

The Board considered approving a Quit Claim deed to convey an identified portion of Strother Street to the Town of Marion. On motion by Ms. Sneed, seconded by Mr. Coulthard, by 7-0 vote, this was approved.

The Board considered approving a VPSA Reimbursement Resolution. On motion by Mr. Catron, seconded by Ms. Sneed, 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 retirements:

On motion by Ms. Sneed, seconded by Mr. Coulthard, by 7-0 vote, the Board accepted the resignation of Angela Rodeheaver as instructional aide at Marion Primary School.

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

On motion by Ms. Sneed, seconded by Mr. Coulthard, by 7-0 vote, the Board approved up to a total of twelve work weeks of unpaid leave during any 12-month period of Family Medical Leave for the following:

On motion by Ms. Sneed, seconded by Mr. Coulthard, by 7-0 vote, the Board accepted the resignation of Greg Prater as assistant softball coach at Northwood High School.

On motion by Ms. Sneed, seconded by Mr. Coulthard, by 7-0 vote, the Board hired the following in extracurricular/coaching positions:

On motion by Ms. Sneed, seconded by Mr. Coulthard, by 7-0 vote, the Board hired Brad Haga as interim assistant principal at Marion Senior High School.

On motion by Ms. Sneed, seconded by Mr. Coulthard, by 7-0 vote, the Board approved exemption from compulsory attendance for Case #2009-02.

On motion by Ms. Sneed, seconded by Mr. Coulthard, by 7-0 vote, the Board approved the superintendent's recommendation for religious exemption from compulsory attendance for Case #2009-12, Case #2009-13, Case #2009-14, and Case #2009-15.

ADJOURN

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