Minutes of the November 14th, 2005 meeting of the Smyth County School Board, as approved by the School Board at its December 12th, 2005 meeting

Marion, Virginia
November 14, 2005

The Smyth County School Board met today with the following members present: Jesse Choate, Laura Hall, Roger Nipper, Susan Sneed, Charles Doane, and Jerry Catron.

On motion by Mrs. Hall, seconded by Mr. Nipper, the board voted unanimously to approve the minutes from the October 10, 2005, and October 28, 2005, school board meetings as presented.

On motion by Mrs. Hall, seconded by Mr. Catron, the board voted unanimously to approve the agenda after adding item 4.c. Consider bids for telephone replacement systems at Marion Senior High School and Marion Intermediate School as presented by Terry Hawthorne, Director of Technology; and add to item 19. Other items of interest - a. Consider a possible time change for the Monday, December 12, 2005, regular meeting of the Smyth County School Board.

During citizens' time, Betty Webb, Co-President of the Smyth County Education Association, presented the board members, superintendent, and clerk with mints in honor of American Education Week.

Rich Valley Elementary School had the highest attendance percentage in the elementary school category for the month of October. Jeff Cassell, Principal of Rich Valley Elementary School, introduced Danae Hernandez, a first grader, Francisco Hernandez, a kindergarten student, and Jonathan Guzman, a second grader, for having perfect attendance. They are also new to Rich Valley Elementary School as English as a Second Language students. The school received a certificate and a flag to fly at the school.

Kyle Rhodes, Principal of Marion Middle School, introduced Andrew Hagy, a sixth grader, for having perfect attendance. Marion Middle School had the highest attendance percentage in the middle school category. The school received a certificate and will be retaining the flag from last month.

Mr. Rhodes invited all board members to their annual Thanksgiving luncheon on Tuesday, November 22, 2005, at noon.

Chilhowie High School had the highest attendance percentage in the high school category. Steve Reedy, Principal of Chilhowie High School, introduced Chase Johner, a twelfth grader. He was chosen to attend because of his special recognition by the White House. He will be playing at the Christmas Tree Lighting Ceremony at the White House this year. Chase played his version of Jesus Loves Me for the board on his mandolin. The school received a certificate and will be retaining the flag from last month.

Northwood High School had the most improved attendance percentage for the month of October. Steve Johnston, Principal of Northwood High School, introduced Seth Harden, a twelfth grader, for only missing one day of school in his twelve years. The school received a certificate and a flag to fly at the school.

There were no other students or staff present to be recognized for outstanding accomplishments.

The board considered bids for telephone replacement systems at Marion Senior High School and Marion Intermediate School as presented by Terry Hawthorne, Director of Technology. The new system would be a Voice Over Internet Protocol (VOIP) system to replace the existing system. On motion by Mr. Doane, seconded by Ms. Sneed, the board voted unanimously to award the contract to the lowest bidder, ABS Technology Architects of Roanoke, for $21,514.02, to be paid out of line item 8101 under Building Services (replacement equipment).

Patty Warren, Principal of Atkins Elementary School, reported on that school's Annual School Improvement Plan.

Jeff Cassell, Principal of Rich Valley Elementary School, reported on that school's Annual School Improvement Plan.

Brenda Boone, Principal of Saltville Elementary School, reported on that school's Annual School Improvement Plan.

Dennis Carter, Principal of Sugar Grove Combined School, reported on that school's Annual School Improvement Plan.

The board considered a revision of the school board's guidelines for enrollment of students from outside the school attendance areas as presented by Rick Blevins, Director of Human Resources and Auxiliary Services. Clegg and Susan Williams, parents, voiced their concerns about the policy and asked that the board review this policy some more. A decision on this policy was tabled to allow further study.

The board heard a Six-Year Plan Accountability report as presented by the superintendent. The board will review this report in more detail at the next board meeting.

The board heard a request on the proposed Enrichment fieldtrip for the county's sixth and seventh graders to visit Shenandoah Shakespeare Blackfriars Playhouse Theatre in Staunton, Virginia, as presented by Dave Bockes, Director of Elementary Education. March 22, 2006, and April 5, 2006, are the tentatively scheduled dates held for Smyth County Schools. On motion by Mr. Catron, seconded by Mr. Doane, the board voted unanimously to approve this fieldtrip request.

The board considered some revision requests for the crucial field trip list for the 2005-2006 school year as presented by Mr. Sullivan. These requests also included a change of destination request from Steve Johnston, Principal of Northwood High School, for approval of their annual senior trip being changed from Washington D.C. to New York City. On motion by Mr. Catron, seconded by Mrs. Hall, the board voted unanimously to approve these requests as presented.

The board considered approval of a Scholastic Book Fair as a fund raising activity at Chilhowie High School, December 5-16, 2005. On motion by Mr. Catron, seconded by Mr. Doane, the board voted unanimously to approve the request.

On motion by Ms. Sneed, seconded by Mr. Doane, the board voted unanimously to approve a request for the use of a school bus by Virginia Highlands Community College Educational Talent Search to transport students from Chilhowie High School and Northwood High School to the University of Tennessee (at Knoxville) on Saturday, January 7, 2006.

The board considered a request for the use of one school bus and one bus driver for the Upward Bound Saturday Tutorials on the tentative dates of January 14 and 28, February 11 and 25, March 11 and 25, April 29, and May 13, 2006. On motion by Mrs. Hall, seconded by Mr. Catron, the board voted unanimously to approve this request. On motion by Ms. Sneed, seconded by Mrs. Hall, the board voted unanimously to amend the motion to approve the request for the use of a bus for January 14, 2006, at the reimbursement rate of $0.75 per mile and to renegotiate the mileage cost per mile for the other dates.

The board received a list of staff members for each school in Smyth County.

Elizabeth Roberts, Business Decision Support Analyst, reviewed revenue, expenditures, and cash flow figures through the month of October, 2005.

The board considered a budget line item transfer of $55,996.52 from elementary textbooks to secondary textbooks. On motion by Mr. Nipper, seconded by Mr. Doane, the board voted unanimously to approve this transfer.

The board considered budget amendments as of November 14, 2005, totaling $4,148.80. On motion by Mr. Doane, seconded by Mr. Nipper, the board voted unanimously to approve these amendments.

Mr. Choate requested for the superintendent to send thank-you letters from the Smyth County School Board to the local businesses making donations for the Career Pathways Program.

The board considered "Specific Dates for Development of the 2006-2007 Budget." On motion by Mrs. Hall, seconded by Ms. Sneed, the board voted unanimously to approve these dates as presented. Elizabeth Roberts, Business Decision Support Analyst, reviewed flood insurance coverage for Chilhowie Elementary School and Chilhowie High School. On motion by Mr. Nipper, seconded by Mr. Doane, the board voted unanimously to approve changing the insurance coverage from John Blevins Insurance to VACO Risk Management Programs underwritten by James A. Scott, Lynchburg, Virginia, as recommended by the superintendent. The board will review changing the coverage to maximum available for the next fiscal year.

Mr. Sullivan reported on the projection of vehicular fuel costs for the remainder of the 2005-2006 school year.

Mr. Sullivan reviewed "Continuing Education/Dropout Statistical Information" from 1966-2005.

The board considered a resolution to convey the Nebo School building as surplus property to the Board of Supervisors of Smyth County pursuant to 22.1-129 of the Code of Virginia. On motion by Mr. Catron, seconded by Mr. Nipper, the board voted unanimously to approve this resolution to convey the Nebo School building to the Board of Supervisors of Smyth County on behalf of the Nebo Community Center.

Mr. Sullivan reported on the Joint Legislative Breakfast held at Marion Intermediate School on Friday, October 28, 2005. Delegate Joe Johnson was present and made a few remarks regarding transportation, teachers' salaries, and education in general. A total of nineteen (19) people including three (3) school board members and three (3) board of supervisors members were in attendance.

Mr. Sullivan reported on Chilhowie Elementary School's success story on sending hygiene kits to aid Katrina victims in Mississippi.

Mr. Sullivan reported on accreditation rating of Smyth County Schools.

On motion by Ms. Sneed, seconded by Mr. Nipper, the board voted unanimously to approve the October payroll, paid October 31, 2005, checks #50208-50402.

On motion by Mrs. Hall, seconded by Mr. Catron, the board voted unanimously to approve and pay current invoices in the amount of $642,265.32 from the County School Operating Fund, the same to be listed in the warrant register.

On motion by Mrs. Hall, seconded by Ms. Sneed, the board voted unanimously to approve and pay current invoices from the County School Debt and Capital Outlay Fund, as follows, the same to be listed in the warrant register:

Sun Trust Bank WWTP - Administration Fee $500.00

On motion by Mrs. Hall, seconded by Mr. Nipper, the board voted unanimously to approve invoices for utility payments made prior to the November 14, 2005, school board meeting in the amount of $43,968.50 from the County School Operating Fund, the same to be listed in the October warrant register.

On motion by Mr. Catron, seconded by Mr. Doane, the board voted unanimously to approve payments for textbooks to publishers in the amount of $126,658.60 for the month of October, 2005.

Pursuant to 2.2-3711 of the Virginia Freedom of Information Act, on motion by Mr. Doane, seconded by Mr. Nipper, the board voted unanimously to convene a closed meeting for the purpose of discussing the following specific matters: personnel issues as authorized by 2.2-3711(A)(1) of the Code of Virginia.

On motion by Mr. Nipper, seconded by Ms. Sneed, the board voted unanimously to return 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; 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: 6 Nays: 0

Mrs. Clark was absent.

On motion by Mrs. Hall, seconded by Mr. Catron, the board voted unanimously to accept the resignations from Judy Atkins as a part-time cafeteria worker at Atkins Elementary School; Jill Gifford as a business teacher at Chilhowie High School contingent upon a suitable replacement; and Carol Edmiston as the speech pathologist for Smyth County Schools effective December 31, 2005.

On motion by Mrs. Hall, seconded by Ms. Sneed, the board voted unanimously to hire Bart Jones to replace Penny Jones as the seventh grade boys' basketball coach at Northwood Middle School; hire Angela Lampkins as a part-time cafeteria worker at Atkins Elementary School to replace Judy Atkins; give the superintendent permission to hire an additional Early Childhood Special Education teacher at Marion Primary School, if needed, for the remainder of this school; hire Kari Tibbs as a part-time bus driver for two (2) hours per day at Marion Intermediate School; hire Susan Wygal as a part-time bus aide for one (1) hour per day at Marion Intermediate School; hire DeAna Estep to replace Lisa Dockery as an instructional aide at Marion Intermediate School; and hire Kimberly Puckett as an instructional aide at Marion Middle School.

On motion by Mrs. Hall, seconded by Ms. Sneed, the board voted unanimously to accept the resignation of Lorraine Kalb as a part-time cafeteria worker at Chilhowie Elementary School; hire Jessica Blackwell as a part-time cafeteria worker at Chilhowie Elementary School to replace Lorraine Kalb; hire Gabe Long as the assistant boys' basketball coach at Marion Senior High School; and hire Megan Dixon as the assistant girls' basketball coach at Marion Senior High School; and based on the superintendent's recommendation that a first grade teacher at Marion Primary School be dismissed.

The board considered a possible time change for the Monday, December 12, 2005, regular meeting of the Smyth County School Board. There was a unanimously consensus of the board that the meeting begin at 4:00 p.m. This change will be advertised in the papers.

On motion by Mr. Catron, seconded by Mr. Doane, the board voted unanimously to adjourn the meeting.