Minutes of the October 13th, 2003 meeting of the Smyth County School Board, as approved by the School Board at its November 10th, 2003 meeting

Marion, Virginia
October 13, 2003

The Smyth County School Board met today with the following members present: James H. Campbell, Gayle Lewis, Charles Doane, Jerry Catron, Paul Grinstead, and Laura Hall.

On motion by Mrs. Hall, seconded by Mr. Catron, minutes of the last meeting were approved as presented.

On motion by Mrs. Hall, seconded by Mr. Catron, the agenda was approved after adding:

During citizens' time, Crystal Walk, a concerned parent, voiced her concerns for the need for an instructional aide in a fifth grade classroom at Atkins Elementary School. The chairman assured her that the board would study this need. No action was taken at this time.

Jeff Cassell, Principal of Rich Valley Elementary School, introduced Michael Montgomery, a fifth grade student, for having perfect attendance in the fourth grade and for having a perfect score of 600 on the Virginia History SOL Test. Mr. Cassell also introduced Tylor Franklin, a fourth grade student, for having good attendance and having advanced proficiency scores on all four of the third grade SOL tests. The school received a certificate and a flag to fly at the school for having the highest attendance percentage for the months of August/September in the elementary category.

Chilhowie Middle School had the highest attendance percentage in the middle school category. Sue Tilson, principal, introduced Fallon Walker. She is the newly elected president of the student council. The school received a certificate and will be keeping the flag from last spring.

Chilhowie High School had the highest attendance percentage in the high school category. Steve Reedy, principal, introduced Justin Dennison for receiving notification of a distinguished art award. He also introduced Kelly Harmon and Samantha Rutledge for having excellent attendance and for participating in a special program to help students at Chilhowie Elementary School with Spanish. The school received a certificate and will be keeping the flag from last spring.

On motion by Mr. Catron, seconded by Mrs. Hall, the board voted to approve a one-day field trip in November for the fifth grade students at Rich Valley Elementary School to visit Ripley's Aquarium in Gatlinburg, Tennessee.

Emma Brabson, Director of Secondary Education, reviewed a "Local Option for Verified Credit" proposal with the board. On motion by Mr. Catron, seconded by Mrs. Hall, the board voted to adopt this proposal as presented.

On motion by Mrs. Hall, seconded by Mr. Grinstead, the board granted permission for three teachers to attend the Virginia Education Association Instructional Issues Conference in Roanoke on November 7-8, 2003, as requested by Karen Chamberlain, President of the Smyth County Education Association. No class time will be missed. The board agreed to pay for one hotel room for one night for participants.

The board heard an update on the Jobs for Virginia Graduates Program presented by Barry Glenn, CEO of Jobs for Virginia Graduates. Laura Lincoln, teacher for the program, was also present. Mr. Glenn presented the board with a plaque and Mrs. Lincoln with a certificate for outstanding performance and accomplishment in exceeding '5 of 5' national performance goals for the Class of 2002.

Mr. Sullivan updated the board on student enrollment figures for the 2003-2004 school year. As of September 30, 2003, enrollment was at 4,959.

Hope Trivette, Title I Coordinator and Parent Liaison, reported to the board on No Child Left Behind and Smyth County Schools' performance on Adequate Yearly Progress.

The board heard an update on the Key Work of School Boards project by Laura Hall. They also received a Key Work of School Boards Guidebook.

Mr. Sullivan reviewed revenue, expenditures, and cash flow figures for 2003-2004.

Preston Brockman, Assistant Superintendent for Administration, reviewed the independent auditor's report on school activity and cafeteria funds for fiscal year 2003. On motion by Mr. Catron, seconded by Mrs. Hall, the board voted to accept this report. Mr. Brockman also briefed the board on "Fixed Asset Depreciation System."

The board received copies of the instructional allotments for schools. Mr. Sullivan reviewed these figures with the board.

The board heard a proposal from Sam Musick, Director of Maintenance and Transportation, on how to correct a heating problem at Chilhowie Elementary School. On motion by Mr. Doane, seconded by Mr. Grinstead, the board accepted the proposal from Air Movers, Inc, Bristol, Tennessee, in the amount of $3,965.00 to eliminate this heating problem.

Mr. Sullivan reviewed average class sizes for 2003-2004 with the board.

On motion by Mrs. Hall, seconded by Mr. Catron, the board approved the following advisory committees:

1. Smyth Career and Technology Center - as presented; 2. Gifted - after adding Laura Hall as the school board member, Emma Brabson and David Bockes as central office members, and removing Marion Primary School; 3. Special Education - as presented; and 4. Title I and Title V - as presented.

On motion by Mr. Grinstead, seconded by Dr. Lewis, the board voted to approve the request for a bus and driver for the Virginia Highlands Educational Talent Search Department to travel to the University of Tennessee's campus in Knoxville, Tennessee, on Saturday, November 1, 2003. Mr. Sullivan is to get clarification on the number of buses needed for this trip.

The board considered the appointment of an ad hoc committee to study "teacher local licensure" policy. On motion by Mrs. Hall, seconded by Mr. Grinstead, the board voted to approve and appoint the following to serve on the committee: Dr. Gayle Lewis, Chairperson, Laura Hall, Karen Chamberlain, Jerry Catron, Allen J. Abel, Laura Fincen, and Linda Kelly.

Elizabeth Roberts, Business Decision Support Analyst, updated the board on 2003-2004 revenue and plans for the 2004-2005 budget development.

On motion by Mr. Grinstead, seconded by Mr. Catron, the board voted to approve the school fund raising activities for 2003-2004 as presented.

On motion by Mr. Grinstead, seconded by Dr. Lewis, the September payroll, paid September 30, 2003, checks #40486-40593, was approved.

On motion by Mr. Doane, seconded by Mr. Grinstead, current invoices in the amount of $614,040.16 from the County School Operating Fund were ordered paid, the same to be listed in the warrant register.

On motion by Mrs. Hall, seconded by Dr. Lewis, current invoices in the amount of $121,846.10 from the County School Debt and Capital Outlay Fund were ordered paid, the same to be listed in the warrant register.

On motion by Mrs. Hall, seconded by Mr. Grinstead, current invoices for utility payments made prior to the October 13, 2003, board meeting in the amount of $13,839.70 from the County School Operating Fund were approved, the same to be listed in the September warrant register.

The board approved Monday, November 3, 2003, at 5:00 P.M., as the date and time for the Long Range Planning Committee meeting; and Tuesday, October 28, 2003, at 5:00 P.M., for a joint meeting of the Smyth County School Board and the Smyth County Board of Supervisors.

Pursuant to 2.1-344(A) of the Virginia Freedom of Information Act, on motion by Mrs. Hall, seconded by Mr. Grinstead, the board voted to convene a closed meeting for the purpose of discussing the following specific matters: staff resignations, hiring, transfers, and personnel issues as authorized by 2.1-344(A)(1) of the Code of Virginia.

On motion by Mr. Grinstead, seconded by Mrs. Hall, the board returned 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:

WHEREAS, 2.1-344(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:

Yes: 6 No: 0

Mr. Choate was absent.

On motion by Mrs. Hall, seconded by Mr. Catron, the board voted to hire Eric Storie as a bus driver at Marion Intermediate School.

On motion by Mrs. Hall, seconded by Mr. Catron, the board voted to accept the recommendation for the termination of employment of an employee.

On motion by Mrs. Hall, seconded by Mr. Catron, the board voted to accept the resignation of Wendy G. Felty, Special Education Aide at Chilhowie Middle School.

On motion by Mrs. Hall, seconded by Mr. Catron, the board voted to hire Carol V. Sheets as a special education aide at Chilhowie Middle School to replace Wendy Felty.

On motion by Mrs. Hall, seconded by Mr. Catron, the board voted to hire Mike Briscoe as an assistant football coach at Marion Middle School. This position was already in the budget.

On motion by Mrs. Hall, seconded by Mr. Catron, the board voted to transfer Barbara Cannon, Kindergarten Aide at Chilhowie Elementary School to Saltville Elementary School as a kindergarten aide.

On motion by Mrs. Hall, seconded by Mr. Catron, the board voted to transfer Amy Prater from a second grade teaching position at Marion Primary School to a first grade teaching position at Atkins Elementary School.

On motion by Mrs. Hall, seconded by Mr. Catron, the board voted to transfer Ryan Eller from a fourth grade teaching position at Sugar Grove Combined School to a third grade teaching position at Atkins Elementary School.

On motion by Mrs. Hall, seconded by Mr. Catron, the board voted to employ a kindergarten aide for two classes at Atkins Elementary School as recommended by the superintendent. This position will be advertised.

Mr. Grinstead requested that the board members receive a listing of all salaries and coaching supplements.

Laura Hall reported on the VSBA 2003 Leadership Conference - Understanding School Boards in a Democracy: "Creating the Good Life Through Public Schools" held in Charlottesville, Virginia. The board received copies of a handout from this meeting.

On motion by Mr. Catron, seconded by Mrs. Hall, the meeting was adjourned.