Minutes of the September 8, 2008 Smyth County School 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 Hall called the meeting to order and welcomed everyone.

The roll was called by the clerk, and the following members were present: Laura Hall, Jesse Choate, Susan Sneed, Charles Doane, Jerry Catron, and Jim Coulthard. Sam Hambrick was absent.

CLOSED SESSION

Pursuant to § 2.2-3711 of the Virginia Freedom of Information Act, on motion by Mr. Doane, seconded by Mr. Coulthard, by 6-0 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. Choate, seconded by Mr. Coulthard, by 6-0 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: 6, Nays: 0.

Sam Hambrick was absent.

On motion by Mr. Choate, seconded by Mr. Coulthard, by 6-0 vote, the consent agenda was approved.

On motion by Mr. Choate, seconded by Mr. Coulthard, by 6-0 vote, the motion to approve the consent agenda was withdrawn.

The agenda was removed from the consent agenda and amended as follows: add under item III. E. Field Trips/Fundraisers - two (2) additional fundraiser requests; and add item IX. A. 23. Policy GAB/IIBEA: Acceptable Computer/Network System Usage (First Reading).

CONSENT AGENDA

On motion by Mr. Choate, seconded by Mr. Coulthard, by 6-0 vote, the following was approved.

INFORMATIONAL REPORTS

The Board received a copy of a Limited English Report for Smyth County.

The Board received the Swim Schedule for all fourth grade students for the 2008-2009 school year.

The Board received a copy of the final 2007-2008 Report of Combined Term Graduates.

PRESENTATIONS/RECOGNITIONS

Dr. Robinson recognized Mrs. Hall as being selected for the "VSBA All Virginia School Board". She will be honored at the 2008 VSBA Annual Convention held in Williamsburg, Virginia, on November 19, 2008.

Dr. Robinson congratulated Chilhowie High School for being ranked as the third best high school in Virginia according to a website called schooldigger.com.

Dr. Robinson recognized Sam McKinney, Principal of Smyth Career & Technology Center, for receiving a Certificate of Appreciation Professional Development Team from the Office of Career & Technical Education Services, Virginia Department of Education for his extra efforts to promote enrollment in Career and Technical Education courses - particularly those courses that might be overlooked by students.

Dr. Robinson thanked all staff for their hard work in getting the 2008-2009 school year off to a great start.

PUBLIC COMMENT

No citizens were present to speak during public comment.

SUPERINTENDENT'S REPORT

Dr. Robinson reviewed revenue, expenditures, and cash flow figures for the month of August 2008, fiscal year 2008-2009. The Board received copies of the September appropriation request to the Smyth County Board of Supervisors.

Dr. Robinson reviewed enrollment figures after the first ten (10) days of school.

Kyle Rhodes, Director of Curriculum and Instruction, reviewed data trends using AYP data.

DISCUSSION TOPICS

The Board discussed the upcoming 2008 VSBA Annual Convention to be held at the Williamsburg Lodge on November 19-21, 2008, and the 2008 VSBA 16th Annual Golf Classic to be held on Tuesday, November 18, 2008, in Williamsburg.

The Board discussed the upcoming 69th NSBA Annual Conference to be held April 4-7, 2009, at the San Diego Convention Center.

QUESTIONS FROM BOARD MEMBERS

There were no questions from any of the Board members.

ACTION ITEMS-MOTION REQUIRED

The Board considered Policy EBCC Tornado Drills for approval (third reading). On motion by Mr. Coulthard, seconded by Ms. Sneed, by 5-1 vote, the policy was approved.

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

On motion by Mr. Choate, seconded by Mr. Catron, by 6-0 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. Choate, seconded by Mr. Coulthard, by 6-0 vote, the policies were deleted.

The Board considered approving membership on the following Advisory Boards:

On motion by Mr. Choate, seconded by Mr. Coulthard, by 6-0 vote, the Advisory Boards were approved.

The Board considered holding the Monday, November 10, 2008, school board meeting at Northwood High School at 5:00 P.M., and the Monday, April 13, 2009, school board meeting at Sugar Grove Combined School at 5:00 P.M. On motion by Mr. Catron, seconded by Ms. Sneed, by 6-0 vote, the changes were approved. These changes in locations for the regular school board meetings will be advertised.

The Board considered the schedule for school board visitation of schools during the 2008-2009 school year. On motion by Mr. Choate, seconded by Mr. Coulthard, the schedule was approved. The Board will meet at 12:00 noon on the Wednesday prior to the board meeting at the following schools:

Chilhowie Elementary SchoolOctober 8, 2008
Marion Senior High SchoolNovember 5, 2008
Northwood Middle School December 3, 2008
Atkins Elementary SchoolJanuary 7, 2009
Smyth Career & Technology CenterFebruary 4, 2009
Marion Intermediate SchoolMarch 4, 2009
Rich Valley Elementary SchoolApril 8, 2009

The Board considered paying athletic officials from the Appalachian Officials Association twice per month. This will require adding a revenue line to the budget to record the reimbursement from the school athletic accounts and adding three expenditure lines to the budget from which the payments will be made. On motion by Mr. Catron, seconded by Ms. Sneed, by 6-0 vote, this was approved.

The Board considered adding The Rosewood Casket by Sharyn McCrumb and Keep on the Sunny Side by Dr. Doug Pote to the English 12 portion of the Smyth County Schools' Reading List. On motion by Ms. Sneed, seconded by Mr. Coulthard, by 6-0 vote, this was approved.

The Board considered approving a board member to work with Project Right Start. On motion by Mr. Coulthard, seconded by Mr. Choate, by 6-0 vote, the Board approved Mrs. Hall and Ms. Sneed.

The Board considered creating an additional kindergarten teaching position for Saltville Elementary School. On motion by Mr. Catron, seconded by Mr. Coulthard, by 6-0 vote, this was approved.

The Board considered creating a part-time instructional aide's position for Sugar Grove Combined School. On motion by Mr. Choate, seconded by Mr. Catron, by 6-0 vote, this was approved.

The Board considered declaring furniture and equipment as listed as surplus. On motion by Mr. Doane, seconded by Mr. Coulthard, by 6-0 vote, this was approved.

Dr. Robinson introduced Dr. Cole Spencer, Coordinator of Auxiliary Services.

CLOSED SESSION ITEMS

On motion by Ms. Sneed, seconded by Mr. Choate, by 6-0 vote, the Board approved the following resignations:

On motion by Ms. Sneed, seconded by Mr. Coulthard, by 6-0 vote, the Board approved the following transfers:

On motion by Ms. Sneed, seconded by Mr. Coulthard, by 6-0 vote, the Board hired the following:

On motion by Ms. Sneed, seconded by Mr. Coulthard, by 6-0 vote, the Board approved up to a total of twelve work weeks of unpaid Family Medical Leave during any 12-month period for Larry Dowell, a bus driver in the Saltville/Rich Valley areas.

On motion by Ms. Sneed, seconded by Mr. Doane, by 6-0 vote, the Board accepted the resignation of Danny Waddle as the assistant junior varsity softball coach at Northwood High School.

On motion by Ms. Sneed, seconded by Mr. Catron, by 6-0 vote, the Board hired the following in coaching/extracurricular positions:

On motion by Mr. Catron, seconded by Mr. Coulthard, by 6-0 vote, the meeting was adjourned.