Minutes of the September 12th, 2005 meeting of the Smyth County School Board, as approved by the School Board at its October 10th, 2005 meeting

Marion, Virginia
September 12, 2005

The Smyth County School Board met today with all members present.

On motion by Mr. Nipper, seconded by Mrs. Clark, the board voted unanimously to approve the minutes from the August 8, 2005, school board meeting with the following corrections: the number of religious exemptions should read three students approved instead of five students approved; and compensation for school board members should read: As a result of board members' request to seek payment on a monthly basis, beginning July 2005 through December 2005, board members will receive $400.00 per month so that by December 31, 2005, a total of $2,400.00 will be paid out per board member.

On motion by Mr. Catron, seconded by Mrs. Clark, the board voted unanimously to approve the agenda after adding to item 19. Other items of interest - a. Hear from Charles Doane regarding some concerns from parents about the weight of book bags students carry to school; and item 13. should read: Consider a health services policy revision as presented by Mrs. Dixie Prater, Smyth County Coordinator of Nurses.

During citizens' time, Clegg Williams, a parent, spoke on a need for a policy revision for out-of-attendance-area requests for students to attend other schools. Mr. Choate assured him that the board would study this request and bring it back to a future board meeting.

Ms. Sneed expressed her thanks for all the hard work Smyth County Schools had done to help with Hurricane Katrina.

Mr. Choate commended Mrs. Hall for her recent selection to be a member of the 2005 "VSBA All Virginia School Board". Mrs. Hall will be honored on November 16, 2005, at 2:00 P.M., at the opening general session of the 2005 VSBA Annual Convention at the Williamsburg Marriott.

Mr. Choate presented Mrs. Hall with a certificate and distinctive pin at the Distinction level from the VSBA Academy Awards. Board members, superintendent, and the clerk earned points for meetings they have attended. Other board members and the superintendent were presented with a Certificate of Recognition.

Mr. Choate presented Roger Allison with a Certificate of Recognition for the Media Honor Roll Program from the VSBA for his support of the school board and the students of Smyth County.

Mr. Sullivan reported on the opening of schools in Smyth County. As of September 7, 2005, enrollment was 5,004. This total does not include 139 pre-k students.

Mrs. Hall made a request for the school calendar to be published in the local newspapers.

Mr. Sullivan reviewed the school activities for commemoration of September 11, 2005.

The board considered adoption of a revised McKinney-Vento Federal Policy for school admission of homeless children as presented by Kim Sturgill, Director of Pupil Personnel Services. On motion by Mrs. Clark, seconded by Ms. Sneed, the board voted unanimously to approve this policy as presented.

Mr. Sullivan reviewed the school activity and athletic calendars for 2005-2006. Each school had presented a regular list and a crucial list. On motion by Mr. Doane, seconded by Mr. Nipper, the board voted to accept the crucial list and allow the superintendent to add trips not listed that are deemed crucial and bring them back to the board for approval. The motion passed with five (5) ayes and two (2) board members abstained.

The board heard an update on the 2004-2005 SOL scores and the AYP status of Smyth County Schools as presented by Dr. Mike Robinson, Assistant Superintendent for Instruction.

On motion by Mrs. Clark, seconded by Mr. Catron, the board voted unanimously to approve the visitation schedule to visit schools during the 2005-2006 school year as presented, and to schedule the October 2005 regular school board meeting at Chilhowie Middle School and the April 2006 regular school board meeting at Sugar Grove Combined School. These changes in locations for the regular school board meetings will be advertised.

Laura Hall reported on a VSBA meeting she attended entitled "10 Things You Need to Know About School Construction". Mrs. Hall also reported on a meeting she attended at the A. Linwood Holton Governor's school.

The board discussed plans for the month of November as "VSBA Take Your Legislator to School Month".

The board considered the possibility of providing insurance coverage on a vehicle being donated to the Marion Senior High School band. The board requested for Sam Musick, Director of Maintenance and Transportation, to bring back specifications on this vehicle to the next board meeting.

The board considered the possibility of providing insurance coverage on a vehicle being donation to the Smyth Career and Technology Center. On motion by Mr. Doane, seconded by Ms. Sneed, the board voted to accept the donation and to insure the vehicle. The motion passed with five (5) ayes and two (2) board members abstained.

The board considered providing assistance to the Virginia Department of Education in purchasing office furniture for Dianne Suhrbier, School Nutrition Programs Specialist for Superintendents' Regional Study Group 7. The furniture will become the property of Smyth County Schools. On motion by Mr. Doane, seconded by Mr. Nipper, the board voted unanimously to provide this assistance.

Sam Musick, Director of Maintenance and Transportation, reviewed bids for a vehicle for the maintenance department. On motion by Mr. Doane, seconded by Mr. Catron, the board voted unanimously to accept the lowest bid in the amount of $24,517.53 from Marion Automotive Group, Marion, Virginia, for one (1) 2006 Retail Chevrolet Silverado 2500HD Reg Cab 133" WB 4WD LT1 CK25.

The board considered a health services policy revision regarding Students with Asthma and/or Anaphylactic Reactions Code of Virginia 22.1-274.2 as presented by Mrs. Dixie Prater, Smyth County Coordinator of Nurses. On motion by Mrs. Hall, seconded by Mr. Catron, the board voted unanimously to adopt the new policy.

Pursuant to 2.2-3711 of the Virginia Freedom of Information Act, on motion by Mrs. Hall, seconded by Mr. Nipper, the board voted unanimously to convene a closed meeting for the purposes of discussing the following specific matters: personnel issues as authorized by 2.2-3711(A)(1) of the Code of Virginia. On motion by Mrs. Clark, seconded by Mr. Nipper, 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: 7 Nays: 0

On motion by Mrs. Clark, seconded by Mrs. Hall, the board voted unanimously to accept the following resignations:

  1. Rick A. Hatfield as a teacher's aide at the Tri-County Alternative Center;
  2. Stacey Langston as a bus driver at Marion Intermediate School; and
  3. Candace M. Gilley as the cheerleading sponsor at Marion Senior High School.

On motion by Mrs. Hall, seconded by Mrs. Clark, the board voted unanimously to approve the following new hires as recommended by the superintendent:

  1. Mark Frye as the junior varsity baseball coach at Northwood High School;
  2. Tommy Prater as the junior varsity baseball coach at Northwood High School;
  3. Rebecca Peery as the winter cheerleading sponsor at Northwood High School;
  4. David Greer as the boys' track coach at Marion Middle School;
  5. Hunter Trivette as the assistant football coach at Marion Senior High School;
  6. Marlee E. Bertram as a part-time cafeteria worker at Sugar Grove Combined School;
  7. Kelly Brickey as an instructional aide at Rich Valley Elementary School;
  8. DeAna D. Estep as a bus aide at Marion Intermediate School;
  9. Kristina H. Graham as an agriculture education teacher at Marion Senior High School;
  10. Lorraine Kalb as a part-time cafeteria worker at Chilhowie Elementary School;
  11. Ann V. Ledgerwood as a part-time physical therapist for Smyth County Schools;
  12. Jody Murphy as a special education aide at Chilhowie Elementary School;
  13. Deborah M. Ogle as an instructional aide at Marion Intermediate School;
  14. Eleanor Saunders as lead teacher coordinator for Smyth County Schools;
  15. Cyrilla Scott as a part-time physical therapist aide for Marion Middle/Marion Intermediate Schools;
  16. Suzanne Scott as a special education aide at Sugar Grove Combined School;
  17. Tammy Taylor as a special education teacher at Northwood High School;
  18. Raymond Wilson as an instructional aide at Marion Primary School; and
  19. Amanda Young as a special education teacher at Marion Middle School.

On motion by Mrs. Hall, seconded by Mrs. Clark, the board voted unanimously to transfer Josh Kestner from Chilhowie Elementary School to the Smyth Career & Technology Center as an instructional aide; to allow the superintendent to fill the kindergarten teacher's position at Sugar Grove Combined School; and to continue the employment of Lilly Little for the rest of this school year as an office assistant at Saltville Elementary School.

On motion by Mrs. Hall, seconded by Mrs. Clark, the board voted unanimously to place Arvin Hayden on a local license for the remainder of this school year with the requirement that all course work must be completed by June 30, 2006.

On motion by Mrs. Hall, seconded by Mrs. Clark, the board voted unanimously to approve Curtis Ratliff and Adam Holmes as voluntary coaches for varsity boys' basketball at Northwood High School.

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

The board considered budget amendments for the 2005-2006 budget to be presented to the board of supervisors totaling $422,210.60. On motion by Mrs. Clark, seconded by Mrs. Hall, the board voted unanimously to approve these budget amendments.

The board considered line-item changes to the 2005-2006 budget. On motion by Mrs. Hall, seconded by Ms. Sneed, the board voted unanimously to approve these changes.

On motion by Mrs. Clark, seconded by Ms. Sneed, the board voted unanimously to approve a journal entry between the 61000 Instruction category and the 65000 Food Services category to correct an expenditure coding error. The amount of the journal entry is $1,222.13.

Ms. Roberts reported that E-rate should no longer be reported as federal funding and should be reported as local revenue.

On motion by Mr. Nipper, seconded by Ms. Sneed, the board voted unanimously to approve the August payroll, paid August 31, 2005, checks #49356-49414.

On motion by Mrs. Hall, seconded by Mr. Nipper, the board voted unanimously to approve and pay current invoices in the amount of $568,248.21 from the County School Operating Fund, the same to be listed in the warrant register.

On motion by Ms. Sneed, seconded by Mr. Nipper, 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:

Treasurer of Virginia Chilhowie Elementary Project $7,781.00

On motion by Mrs. Hall, seconded by Mr. Nipper, the board voted unanimously to approve invoices for utility payments made prior to the September 12, 2005, school board meeting in the amount of $18,138.63 from the County School Operating Fund, the same to be listed in the August warrant register.

The board considered registration and other plans for the VSBA Annual Convention in Williamsburg, Virginia, November 15-18, 2005.

The board considered the wording and format of a certificate to recognize school board employees upon retiring. On motion by Mrs. Clark, seconded by Ms. Sneed, the board voted unanimously to approve the certificate with the noted changes.

Charles Doane expressed some concerns from parents regarding the weight of book bags that the students carry to school. The superintendent assured the board he would talk with principals and see what could be worked out to allow more time for students to go back to their room or locker before catching the bus.

The board discussed forming a committee to look at a job description for the testing director's position. On motion by Mr. Catron, seconded by Ms. Sneed, the board voted unanimously that this committee would consist of the following board members: Jesse Choate, Laura Hall, and Kimberly Clark. A date and time for this committee to meet will be set later.

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