Minutes of the October 8, 2007 Smyth County School Meeting

The Smyth County School Board met today in a regular meeting at 4:00 P.M., in the board meeting room, 121 Bagley Circle, Suite 300, Marion, 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 Mrs. Clark, seconded by Mr. Nipper, 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 and student disciplinary matters as authorized by § 2.2-3711(A)(2) of the Code of Virginia.

On motion by Mrs. Clark, seconded by Mr. Nipper, 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. items IX. G. and IX. H. should read fiscal year 2009; move item IX. L. Action on closed session items to item IX. M.; move item IX. M. Adjourn to item IX. N.; and add item IX. L. Consider fundraising request for Northwood High School's yearbook.

CONSENT AGENDA

On motion by Mr. Choate, seconded by Mrs. Clark, by 7-0 vote, the following was approved.

INFORMATIONAL REPORTS

The board received information on preliminary school accreditation status for this year.

The board received a copy of a letter from the Virginia School Boards Association regarding the VSBA Annual Convention location.

The board received information on membership as of September 28, 2007.

PRESENTATIONS/RECOGNITIONS

Rich Valley Elementary School had the highest attendance percentage in the elementary category for the month of September. Tammy Johnson, Principal of Rich Valley Elementary School, introduced Alex Cotter, a fourth grader, Britney May, a kindergartener, and Carmen May, a kindergartener, for not missing any school so far 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 September. Mike Davidson, Principal of Chilhowie Middle School, introduced Jennifer Hurley, an eighth grader, for placing first in the Sherwood Anderson Writing competition. He also introduced Shimera Wix, an eighth grader, for placing second in the Sherwood Anderson Writing competition. They received a certificate and the flag to fly at the school.

Chilhowie High School had the highest attendance percentage in the high school category for the month of September. Sam Blevins, Assistant Principal of Chilhowie High School, accepted the certificate on behalf of the school. They will be retaining the flag from last year.

There was not a most improved category for the month of September, 2007.

Dr. Robinson presented Mr. Catron, Mrs. Clark, and Ms. Sneed with a Certificate of Recognition from the VSBA Academy Awards. Mrs. Hall was presented with an Award of Distinction certificate. Board members, superintendent, and the clerk earn points for meetings they attend. Mrs. Hall will be presented a pin at the Distinction level at the VSBA Annual Convention.

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

PUBLIC COMMENT

Wayne Sage, a parent, expressed his concerns about the girls' softball team at Chilhowie having their own softball field. Dr. Robinson shared with him that this would be considered in the Facility Study.

SUPERINTENDENT'S REPORT

Jeff Cassell, Director of Operations and Finance, reviewed revenue, expenditures, and cash flow figures for the month of September, 2007, fiscal year 2007-2008.

Dr. Robinson updated the board on the Facilities Study. They will be back in Smyth County on October 22-26, 2007.

Dr. Robinson reported on Therapeutic Day Treatment - Family Preservation Services. This would be provided to Smyth County Schools at no cost.

Kimberly Williams, Principal of Marion Primary School, reported on that school's Annual School Improvement Plan.

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

Brandon Ratliff, Principal of Marion Middle School, reported on that school's Annual School Improvement Plan.

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

DISCUSSION TOPICS

Jerry Catron requested an update on the heat/air at the Northwood Middle School's agricultural building. Dr. Robinson told the board they would be looking at a central air system.

Jerry Catron expressed his concerns about the letter from VSBA regarding a change in location for the annual convention. Mrs. Hall told the board that the VSBA Board of Directors had not met since the resolutions were sent. The next meeting would be December 7, 2007, and this would be a topic of discussion. Mrs. Hall suggested for board members to express their concerns at the convention in November.

QUESTIONS FROM BOARD MEMBERS

Ms. Sneed inquired about the high school students and middle school students attending the Lincoln Theatre on Friday. She thought the board had covered the cost of attending in the past, but each school was paying this year. She asked if the board could reimburse the schools. Dr. Robinson told the board that this should be part of each school's instructional money, but he would look into it further.

Laura Hall reported on her meeting at the A. Linwood Holton Governor's School. Smyth County has 52 students participating in the Governor's School.

ACTION ITEMS - MOTION REQUIRED

The board considered the Report of Audit Findings and Recommendations for 2006 and 2007 by Hicok, Fern, Brown, & Garcia, Certified Public Accountants as presented by James H. Fern, CPA, CVA. No action was needed.

On motion by Mr. Catron, seconded by Mrs. Clark, by 7-0 vote, the board approved the following advisory committees:

The board considered the appointment of a school board member for the Project Right Start Task Force. On motion by Mrs. Clark, seconded by Mr. Nipper, by 7-0 vote, the board appointed Susan Sneed.

The board considered a request from the transportation department for the use of two (2) buses and two (2) bus drivers for the Wytheville Community College Educational Talent Search Program for the date of Tuesday, November 6, 2007. On motion by Mr. Choate, seconded by Mr. Nipper, by 7-0 vote, the board approved the request.

The board considered bids on roof repair at Sugar Grove Combined School. On motion by Mr. Choate, seconded by Mr. Catron, by 7-0 vote, the board approved the bid from Marion Roofing & General Contracting, Inc., Marion, Virginia, in the amount of $28,000.00.

The board considered approving activity/athletic calendars for 2007-2008. On motion by Mr. Choate, seconded by Ms. Sneed, by 7-0 vote, the calendars were approved after adding three additional trip requests as presented by Dr. Robinson.

The board considered approving budget priorities for fiscal year 2009. This was the first reading and will be considered for approval at the next board meeting.

The board considered approving the budget calendar for fiscal year 2009. On motion by Mrs. Clark, seconded by Mr. Choate, by 7-0 vote, the budget calendar was approved.

The board considered approving vehicles and equipment presented as surplus for the purpose of selling them by sealed bid. On motion by Mr. Choate, seconded by Mrs. Clark, by 7-0 vote, this was approved.

The board considered approving a new custodial salary scale and implementation plan and a new maintenance salary scale and implementation plan. On motion by Mrs. Clark, seconded by Mr. Choate, by 7-0 vote, the two scales were approved.

The board considered a fundraising request for Northwood High School's yearbook. On motion by Mr. Choate, seconded by Mrs. Clark, by 7-0 vote, the request was approved.

CLOSED SESSION ITEMS

On motion by Mrs. Clark, seconded by Mr. Nipper, by 7-0 vote, the board accepted the following resignations:

On motion by Mrs. Clark, seconded by Mr. Catron, by 7-0 vote, the board approved the following transfers:

On motion by Mrs. Clark, seconded by Ms. Sneed, by 7-0 vote, the board hired the following as recommended by the superintendent effective as of their first day of employment:

On motion by Mrs. Clark, seconded by Mr. Catron, by 7-0 vote, the board approved up to twelve weeks of unpaid Family Medical Leave during any 12-month period for the following:

On motion by Mrs. Clark, seconded by Mr. Doane, by 7-0 vote, the board accepted the following resignations in coaching/extracurricular positions:

On motion by Mrs. Clark, seconded by Mr. Nipper, by 7-0 vote, the board hired the following in coaching/extracurricular positions:

On motion by Mrs. Clark, seconded by Mr. Nipper, by 7-0 vote, the board approved the superintendent's recommendation for student discipline Case #2007-01, Case #2007-02, Case #2007-03, and Case #2007-04.

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