Minutes of the September 8th, 2003 meeting of the Smyth County School Board, as approved by the School Board at its October 14th, 2003 meeting

Marion, Virginia
September 8, 2003

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

On motion by Mrs. Hall, seconded by Mr. Choate, minutes of the August 11, 2003, meeting were approved as presented.

On motion by Mrs. Hall, seconded by Dr. Lewis, the agenda was approved after adding:

9.b. Consider a need for roof repair at Chilhowie Middle School; 10.b. Hear an update on the Reading First Grant at Atkins Elementary School; 12.b. Topics for 2003-2004 School Board Meetings; and 17.b. Consider a transportation request.

The board reviewed plans submitted by the schools for activities to commemorate September 11th.

Mr. Campbell recognized Laura Hall for her attendance in seminars held by the Virginia School Boards Association. He presented her with a pin and an Award of Distinction Certificate.

Mr. Sullivan updated the board regarding the resolution for financing the wastewater treatment plant. The Smyth County Board of Supervisors voted to wait until the money is available from the Literary Loan.

Mr. Sullivan presented an agreement with the Rich Valley Agriculture and Fair Association, Inc. for connecting the new fairgrounds building to the wastewater treatment plant. On motion by Dr. Lewis, seconded by Mr. Choate, the board voted to approve the agreement with the following change: The Rich Valley Agriculture and Fair Association wishes to tap into the plant in order to provide for wastewater treatment and sewage during the fair, as well as other community events.

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

The board reviewed a policy revision 9.04 Volunteers/Chaperones. On motion by Mrs. Hall, seconded by Mr. Catron, the board approved the addition to the draft policy.

The board received a revised Parent Handbook for Smyth County Middle Schools. On motion by Mrs. Hall, seconded by Mr. Catron, the board approved the revised handbook.

Mr. Sullivan reviewed the need for a contract for PT and OT services. On motion by Mr. Choate, seconded by Mr. Doane, the board voted to move this discussion to closed session.

The board considered a need for roof repair at Chilhowie Middle School. On motion by Dr. Lewis, seconded by Mr. Doane, the board voted to secure bids to replace the roof and get an estimate on a different type roof.

Mr. Sullivan updated the board on the opening of schools. As of Monday, September 8, 2003, membership was up to 4,872. He told the board that the 2003-2004 school budget was based on 4,950.

Mr. Sullivan told the board that the Reading First Grant for Atkins Elementary School had been approved in the amount of $201,234.00.

On motion by Mr. Choate, seconded by Dr. Lewis, the board approved the school activity and athletic calendars for 2003-2004 as presented,

On motion by Mr. Choate, seconded by Mrs. Hall, the board approved the visitation schedule to visit schools during 2003-2004 as presented by Mr. Sullivan.

Mr. Sullivan reviewed the Topics for 2003-2004 School Board Meetings. On motion by Mrs. Hall, seconded by Mr. Choate, the board approved the draft copy of topics to be considered by the board over the next year or so.

The board heard a report from Laura Hall on the VSBA School Budgeting Workshop held in Charlottesville on August 21, 2003, and an update on the Key Work for School Boards program.

Pursuant to 2.1-344(A) of the Virginia Freedom of Information Act, on motion by Mrs. Hall, seconded by Mr. Doane, the board voted to convene a closed meeting for the purpose of discussing the following specific matters: staff resignations, hiring, and personnel matters as authorized by 2.1-344(A)(1) of the Code of Virginia; student placements as authorized by 2.1-344(A)(2) of the Code of Virginia; and a legal matter as authorized by 2.1-344(A)(7) of the Code of Virginia.

On motion by Mr. Choate, seconded by Mr. Doane, 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 on 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. Grinstead was absent.

The consideration of a contract for PT and OT services referred to closed session was not discussed and was continued on the regular meeting agenda in open session.

On motion by Mrs. Hall, seconded by Mr. Doane, the board voted to hire Wendy G. Felty as a special education aide at Chilhowie Middle School.

On motion by Mrs. Hall, seconded by Mr. Doane, the board voted to hire Eric Schuler as a computer technician at the School Board Office.

On motion by Mrs. Hall, seconded by Mr. Doane, the board voted to hire Sandra Powell as a Title VI-B aide at Marion Intermediate School.

On motion by Mrs. Hall, seconded by Mr. Doane, the board voted to hire Lucy Henderson as a part-time guidance secretary at Northwood High School.

On motion by Mrs. Hall, seconded by Mr. Doane, the board voted to transfer Katheryn Kelly from Marion Senior High School to Marion Middle School as time in the cafeteria and time custodian.

On motion by Mrs. Hall, seconded by Mr. Doane, the board voted to employ Kelly Osborne to train Champ Clark on the Sasi Program.

On motion by Mrs. Hall, seconded by Mr. Doane, the board voted to add Director of Transportation to Sam Musick's job title.

On motion by Mrs. Hall, seconded by Mr. Doane, the board voted to accept the resignation of Lisa Rolen, Guidance Secretary at Northwood High School/Chilhowie High School.

On motion by Mrs. Hall, seconded by Mr. Doane, the board granted two religious exemption requests from public school attendance.

On motion by Mrs. Hall, seconded by Mr. Doane, the board voted to continue a bus driver on administrative leave until further notice.

No action was taken on the legal matter.

Mr. Sullivan continued the discussion for the need of PT and OT services. The board received two proposals. Smyth County Community Hospital quoted $38.00 per hour for PT and OT services. Heartland's quote was $41.00 per hour for PT and OT services. A motion was made by Dr. Lewis, seconded by Mrs. Hall, for the school board to award the contract for PT and OT services to the Smyth County Community Hospital. There were (2) ayes and (4) nays. The motion did not pass. On motion by Mr. Choate, seconded by Mr. Doane, the board voted to award the contract to Heartland for one year. There were (4) ayes and (2) nays. The motion passed.

On motion by Mrs. Hall, seconded by Dr. Lewis, the board voted to approve an arrangement for flow-through payment of tuition for doctoral students at ETSU.

The August payroll, paid August 29, 2003, checks #40237-40273, was approved on motion by Mr. Choate, seconded by Dr. Lewis.

On motion by Mr. Choate, seconded by Mr. Doane, current invoices in the amount of $523,434.29 from the County School Operating Fund were ordered paid, the same to be listed in the warrant register.

On motion by Mr. Choate, seconded by Mr. Doane, current invoices in the amount of $49,034.16 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. Doane, current invoices for utility payments made prior to the September 8, 2003, board meeting in the amount of $6,631.46 from the County School Operating Fund were approved, the same to be listed in the August warrant register.

Elizabeth Roberts, Business Decision Support Analyst, reported to the board on a study of the use of school buses by outside agencies. It was suggested that a formal/written policy statement regarding the use of school buses by outside agencies be adopted.

The board voted to approve a transportation request for Saturday, October 4, 2003, for an Educational Talent Search trip to UVA College at Wise on motion by Mr. Choate, seconded by Mr. Catron. Dr. Lewis abstained.

Mr. Sullivan gave the board a handout on some remarks of The Honorable Mark R. Warner.

On motion by Mr. Catron, seconded by Dr. Lewis, the meeting was adjourned.