SCHOOL BOARD OF HENRY COUNTY MINUTES
Regular Monthly Meeting June 3, 2004
The School Board of Henry County convened for the regular monthly meeting in the Main Board Room of the County Administration Building in Collinsville, Virginia. The following Board members were present:
Mr. J. Kelly Cecil Mrs. Terri C. Flanagan, Vice Chair Mr. James L. Franklin, Jr. Mr. Milton H. Kendall Ms. Mary S. Martin Mr. Curtis R. Millner, Sr., Chairman Mrs. Kathryn S. Wickline
Dr. Sharon D. Dodson, Superintendent Mr. George A. Lyle, School Board Attorney Mrs. Melinda D. Overby, Deputy Clerk
CALL TO ORDER/ROLL CALL The meeting was called to order at 6:05 p.m. No Board member was absent.
APPROVAL OF AGENDA
Mr. Cecil made a motion to approve the agenda. The motion was seconded by Ms. Martin and carried unanimously.
CLOSED SESSION
Mr. Cecil made a motion to go into Closed Session to discuss appointments and separations of personnel under § 2.2-3711(A)(1) of the Code of Virginia and legal matters under § 2.2- 3711(A)(7) of the Code of Virginia. The motion was seconded by Mrs. Wickline and carried unanimously.
RETURN TO REGULAR SESSION
Mr. Kendall made a motion to return to Regular Session at 7:20 p.m. The motion was seconded by Ms. Martin and carried unanimously.
CERTIFICATION OF CLOSED SESSION
Dr. Sharon D. Dodson, Clerk, read the Certification of Closed Session and certified by roll call vote 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 matters as were identified in the motion by which the closed meeting was convened were heard, discussed or considered by the Board.
The Board roll call:
Mr. Cecil – Yes Mrs. Flanagan – Yes
School Board of Henry County Minutes–June 3, 2004 Page 1 Mr. Franklin – Yes Mr. Kendall – Yes Ms. Martin – Yes Mr. Millner – Yes Mrs. Wickline – Yes
INVOCATION AND PLEDGE OF ALLEGIANCE
Mr. Cecil offered the invocation and Mrs. Flanagan led in the Pledge of Allegiance.
PUBLIC HEARING – DISPOSAL OF REAL PROPERTY
A public hearing to receive comment on the proposal to declare Bassett Middle School, Fieldale Elementary and Spencer-Penn Elementary School surplus property pursuant to Virginia Code § 22.1-129 began. Three speakers addressed the Board.
1. Ed Drady identified himself as a real estate investor and expressed interested in acquiring one of the school properties.
2. J. E. Pigg, representing the Spencer-Penn Ruritan Club, stated the Ruritan Club has already submitted a letter of interest in the Spencer-Penn School property.
3. Tammy Rakes from Day Star Ministries submitted a proposal for the acquisition of Bassett Middle School.
The Chairman thanked the speakers and declared the public hearing closed at 7:26 p.m.
MATTERS FROM THE FLOOR
Welcome of Visitors The Chairman welcomed visitors.
Instructional Highlight The Board recognized Campbell Court Elementary School student Josh Duncan for winning third place in the Virginia School Boards Association Regional Art Contest. Josh was accompanied by his mother and Ms. Susie Lucas, his art teacher. The Chairman congratulated Josh and presented him with his framed art work and a certificate of recognition.
Speakers from the Floor The Chairman opened the floor for speakers. He asked that a three minute time limit be followed and that speakers refrain from public abuse of School Board members and personnel.
Melissa Young spoke on behalf of Henry County bus drivers and submitted a petition asking for equal benefits across the board for all bus drivers. A copy of Ms. Young’s comments is included with the minutes.
Carol Stone spoke regarding the Bassett Middle School property. She asked the Board to consider a legal easement for property owners to continue to use the school driveway at the back of the school to access their property.
Paula Burnette from the Board of Supervisors spoke about the PSA water project that includes Magna Vista High School and the surrounding community. She asked for the Board’s favorable consideration of the project.
School Board of Henry County Minutes–June 3, 2004 Page 2 The Chairman thanked the speakers for their input. To the bus drivers present, he stated it would have been timelier for them to have addressed the Board before the budget was approved. He asked the administration to look into the matter presented on behalf of the drivers and prepare a recommendation.
APPROVAL OF MINUTES
The minutes of meetings held on May 6 and13, 2004, were distributed to Board members for review prior to the meeting. Mrs. Wickline made a motion that the minutes be approved. The motion was seconded by Mrs. Flanagan and carried unanimously.
APPROVAL OF PERSONNEL REPORT
Mr. Cecil made a motion that the personnel report with addendum be approved. The motion was seconded by Mr. Franklin and carried unanimously.
Dr. Dodson noted that with the approval of the report, Mrs. Deborah Nemec was appointed as principal at Mt. Olivet Primary and Ms. Ann Wade appointed assistant principal at Fieldale- Collinsville Middle School. Ms. Wade was present and recognized by the Chair.
PAYMENT OF BILLS
The Board received preliminary accounts payable warrant reports dated May 11, 18, and 28, 2004. Mr. Cecil made a motion that the bills be paid as recommended and that warrants be issued as listed on the attached pages which become a part of the minutes of the meeting for a total of $5,643,227.01. The motion was seconded by Mrs. Flanagan and carried unanimously.
OLD BUSINESS
Approval of Professional Leaves and Absences Regulations – Licensed Staff Sick Leave Bank Ms. Martin made a motion to approve professional leaves and absences regulations – licensed staff sick leave bank. The motion was seconded by Mr. Kendall.
A lengthy discussion ensued.
Mr. Franklin stated he would rather see the Board put money toward teacher salaries to help retain teachers and make the salary scale more competitive with surrounding divisions. He stated opposition to committing funding to a sick leave bank.
Ms. Martin stated some surrounding school divisions offer a sick leave bank to teachers and she personally feels the Board should offer Henry County teachers this benefit. She said she does not expect the plan will be abused by teachers; if abuse occurs, the policy can be changed. She also noted that she and Mrs. Flanagan met with the committee and had an in-depth discussion on the pros and cons of the plan.
Ms. Martin’s motion to approve professional leaves and absences regulations – licensed staff sick leave bank carried. Mr. Franklin opposed.
School Board of Henry County Minutes–June 3, 2004 Page 3 Approval of Proposal Relative to Surplus Property Mr. Cecil made a motion to declare the following properties surplus property: Fieldale Elementary School, Spencer-Penn Elementary School, Bassett Middle School, except such portions of the middle school property as is necessary to maintain ownership and access to the school’s athletic fields. The motion was seconded by Mr. Franklin and carried unanimously.
Mr. Cecil made a motion to transfer ownership of the surplus real property to the Henry County Board of Supervisors effective July 1, 2004; and prior to the transfer of the property at Bassett Middle School, the Board directs that the School Board Attorney facilitate the execution and recording of an easement for adjoining land owners so they continue to access their property across school lands. The motion was seconded by Mr. Franklin and carried unanimously.
Reconsideration of Support for Public Service Authority (PSA) Project to Provide Public Water Service to Magna Vista High School Ms. Martin made a motion to commit to support the PSA water project at Magna Vista High School. The motion was seconded by Mr. Kendall.
Mr. Clay Watlington reviewed additional pertinent information he obtained since the School Board approved endorsement of the Public Service Authority’s (PSA) effort to provide public water service to Magna Vista High and the surrounding area at the meeting on May 13, 2004. The complete background information is included with the minutes of the meeting.
Monthly Water Rate Based on a projected occupancy of 1,350 (1,250 students and 100 employees), the monthly cost of PSA water has been estimated by the PSA at $1,500, resulting in an annual cost estimated at $18,000. Earlier estimates ranging from $24,000 to $36,000 annual cost included normal charges for PSA sewer service, which will not be required at Magna Vista High. The PSA informed Mr. Watlington that their calculation of this estimate was based on a standard issued by the Virginia Department of Health of 20 gallons of water per day per occupant. The PSA also based their calculations on the projected occupancy noted above being at the school 300 days per year. When Mr. Watlington pointed out to the PSA that greater than 99% of the occupants are there only 180-200 days per year or less, they agreed to recalculate monthly water and sewer charges for all schools based on projected occupancy levels for 2004-2005 and a more realistic number of days of occupancy per year. He stated that as he understands it, current monthly charges for all schools are based on 1991 occupancy numbers. As an example, he stated in 1991 Campbell Court had a student enrollment of 667. Today, that enrollment is 375 students.
Mr. Watlington referred to a copy of a work sheet with monthly recordings of the actual volume of water used at Magna Vista from September 2001 through April 2004. He noted these recordings are taken from a water meter on the main line in the well house. The average monthly consumption with an occupancy level of approximately 850 total students and employees is 152,262 gallons per month. Increasing this by 59% to coincide with the projected occupancy of 1,350 students and employees for 2004-2005, results in a projected volume of 242,097 gallons per month. The monthly volume used in the PSA’s calculations based on 1,350 occupants was approximately 675,000 gallons, which far exceeds the projected volume of 242,097 gallons per month based on historical actual usage.
Mr. Watlington referred to a record of the current monthly charges by school based on 1991 enrollment totaling $21,096.70. According to the PSA, monthly water rates are not based on meter readings of volume of water used but are based on the calculations described.
School Board of Henry County Minutes–June 3, 2004 Page 4 One Time Connection Cost At the request of Facility Maintenance, Spectrum Design completed a feasibility study of the domestic water service at Magna Vista and issued a report on June 2, 2004. The study includes the “one time” cost estimate of setting up the existing well system to irrigate athletic fields in order to minimize the cost of water supplied by the PSA if the school were to be connected to PSA water and the “one time” cost estimate of connecting the PSA water for all uses without use of the existing well for any purpose.
Mr. Watlington reported that Mike Amos of the PSA informed him that the “one time” connection fee would be approximately $10,000. He further stated that if the Board waits until after the project to provide water along Soapstone Road is completed to connect to PSA water, there would be an additional “one time” charge of approximately $260,000 to run the water line only (with sewer not included) from Soapstone Road along the school road to a point in front of the school.
Cost Summary I. Annual Usage $18,000 One time expenses connecting to PSA water for all usage as part of the total project completion • PSA Connection fee $10,000 • Water line from school road to pump house $11,800 TOTAL $21,800
II. One time expenses connecting to PSA water, but using well water to irrigate athletic fields, again as part of the total project • PSA Connection Fee $10,000 • Water line from school road to pump house $11,800 • Modification to set-up ell water for athletic field irrigation $39,300 TOTAL $52,100
Waiting until after the PSA project is complete would add $260,000 to II and III estimates.
A letter dated May 20, 2004, from Benny Summerlin, PSA General Manager, states, “It is my understanding the School Board supports the proposed water line, but it is not willing to commit to connecting to the proposed line. The Public Service Authority is in the process of completing a grant application to the Virginia Department of Health and Rural Development for funding assistance. Without a commitment to connect to public water we will be required to delete the line from Route 687 to the school from the project since there will be no commitments to connecting to the line. The estimated cost of the line to serve the high school is approximately $130,000.”
The Board discussed the overcharges and the connection fees at length.
Ms. Martin’s motion to commit to support the PSA water project at Magna Vista High School was defeated with a vote of 4 to 3.
Mr. Franklin suggested the Board direct Dr. Dodson to meet with Mr. Summerlin to discuss the possibility of having the overcharges applied to the school system’s cost for the project.
Mr. Millner polled the Board about directing the superintendent and administration to gather additional information to include a long term cost comparison of public water service and well water and to negotiate with Mr. Summerlin about the overcharges and bring the matter back for
School Board of Henry County Minutes–June 3, 2004 Page 5 further consideration at the next meeting. Mrs. Wickline stated opposition to bringing the matter back before the Board based on the information presented by Mr. Watlington. The consensus of the Board was to have the superintendent proceed as directed.
NEW BUSINESS
Report on an Emergency Notification and Communication Service Dr. Dodson advised that Mr. DeWitt House, Assistant Superintendent for Instruction and a committee previously met with representatives from Honeywell to preview the Instant Alert™ for Schools and recommended the School Board preview the product. Mr. Gene Foster from Honeywell made the presentation. He stated the product would provide the school system with a proactive means to rapidly, accurately, and effectively communicate with parents and stakeholders.
The Chairman thanked Mr. Foster for the presentation. Following a brief discussion, the Chairman directed the superintendent to proceed with the development of an RFP for placement of this item on a future agenda.
Approval of Categorical Transfer Appropriations Within the FY 2004 Budget Dr. James L. Beckner, Jr., Assistant Superintendent for Finance and Operations provided background information on the categorical transfers within the FY 2004 budget. He recommended the School Board approve the transfers.
• Operation and Maintenance Category - $117,000 is needed for the utilities line item. $90,000 can be transferred from the fuels line item of the Transportation category and $27,000 from the other operating expenses line item of the Instruction category. • Maintenance Category - $26,637 is needed in the capital outlay-addition line item for the Bassett High School band room storage cabinets. This amount can be transferred from the Instruction category, $23,000 from the unemployment insurance line item and $3,637 from the instructional supplies line item. • Facilities Category - $79,300 is needed in the building improvements/additions line item for the Bassett High School band room renovation. Funds are available from the Instruction category: capital outlay-replacement, $70,000; and travel expenses, $9,300.
Following a brief discussion, Mr. Cecil made a motion to approve the categorical transfer appropriations within the FY 2004 budget as stated. The motion was seconded by Mr. Franklin and carried unanimously.
Selection of Delegate and Alternate Delegate for the 2004 Virginia School Boards Association Annual Convention Mr. Franklin made a motion to appoint Curtis Millner as voting delegate to represent the School Board at the Virginia School Boards Association Delegate Assembly and Regional Meeting of the 2004 VSBA/NSBA Annual Convention and Terri Flanagan as alternate. The motion was seconded by Mr. Cecil and carried unanimously.
Approval of Harvest Foundation Grant The Harvest Foundation approved a grant for Henry County Schools in the amount of $1,620,000 focused on enhancing and improving educational outcomes for all students in literacy and math using a differentiated instruction approach.
School Board of Henry County Minutes–June 3, 2004 Page 6 Mr. Cecil made a motion to approve receipt of the Harvest Foundation grant. The motion was seconded by Mrs. Flanagan and carried unanimously.
Approval of Figsboro School as Polling Place Philip Pigg, Chairman of the Henry County Electoral Board submitted a request for permission to continue using Figsboro School as a polling place for the Figsboro precinct. Dr. Dodson recommended that Mr. Pigg’s request be granted as this collaboration serves the best interests of the Henry County citizens.
Mr. Cecil made a motion to approve Figsboro School as a polling place. The motion was seconded by Mrs. Flanagan and carried unanimously.
Mr. Pigg thanked the Board for approving the request and inquired whether the name of the facility would be changed as the Electoral Board would need to communicate that change to the Justice Department.
Dr. Dodson recommended to the Chairman that the school name remain the same. The Chairman acknowledged the school name would remain the same.
Approval of Regional Alternative Education Program Mr. House presented this item. Henry County Schools, in cooperation with Martinsville City Schools and Patrick County Schools, operates a regional alternative education program for at- risk students and students involved with court services or the juvenile justice system. The Regional Consortium is eligible for $106,920 in state funding. Henry County Schools will act as the fiscal agent for the program and will file all reimbursement claims. He recommended the School Board approve the request to operate the Regional Alternative Education Program. Local funding amounts to $13,500 which is included in the 2005 budget. The program will be housed at the Figsboro School.
Mr. Cecil made a motion to approve the request to operate the Regional Alternative Education Program. The motion was seconded by Mrs. Flanagan and carried unanimously.
Approval of Code of Student Conduct on First Reading Mr. Robert C. Vogler, Director of Student Services reported that the Code of Student Conduct is reviewed annually in relation to new recommendations from the state and concerns expressed by staff and the Board. Changes are noted on Pages 31 and 34 of the document and are the result of direction from the General Assembly. Mr. Vogler recommended the Board approve the Code of Student Conduct on first reading.
Mr. Franklin made a motion to approve the changes to the Code of Student Conduct. The motion was seconded by Ms. Martin and carried unanimously.
Approval of Virginia High School League Membership Mr. House reported that the School Board is required to approve application for Virginia High School League membership for all high schools annually. Membership includes catastrophic insurance coverage for all participating athletes. Dues are based on student enrollment. The cost is $3,233 for Magna Vista High School and $3,465 for Bassett High School. He recommended that the School Board approve membership in the Virginia High School League for the 2004-2005 school year.
School Board of Henry County Minutes–June 3, 2004 Page 7 Mr. Cecil made a motion to approve membership in the Virginia High School League. The motion was seconded by Mrs. Flanagan and carried unanimously.
Approval of Reclassification of Assistant Principal for Student Activities to Student Activities Director at Magna Vista High School Mr. Charles Preston, Director of Human Resources advised the Board that a vacancy at Magna Vista High School has occurred due to the retirement of an assistant principal. He recommended a reclassification of the assistant principal position to student activities director to make it consistent with Bassett High School and to increase the applicant pool. There is more interest in the position when it is not tied to an administrative position. The reclassification would save $5,000.
Mr. Cecil made a motion to approve the reclassification of assistant principal for student activities to student activities director at Magna Vista High School. The motion was seconded by Mrs. Flanagan and carried unanimously.
Approval of Workers’ Compensation Coverage for FY 2005 Dr. Beckner reviewed background information on workers’ compensation coverage for FY 2005. The proposed premium for FY 2005 is $305,575. Assuming the FY 2004 dividend is the same as the FY 2003 dividend, $19,494 can be credited to the premium, reducing it to $286,081. Based on recent claims analysis, approximately 47.42% of claims cost is attributable to school system personnel and 52.58% is attributable to cafeteria personnel, a significant change from last year. With this adjustment, the premium declines further to $135,660.
For the school system there are three employee classifications, with varying premiums per $100 of salary. For FY 2005 there was an overall cost increase of approximately 10%, as follows:
Employee Classification Premiums per $100 of Salary Professional/clerical (includes Board members) $0.37 up from $0.33 Drivers/helpers $4.40 up from $3.95 All other $2.29 up from $2.12
Dr. Beckner recommended that the School Board renew workers’ compensation coverage with the Virginia Municipal Group Self-Insurance Association for FY 2005 at a cost of $135,660.
Ms. Martin made a motion to approve the workers’ compensation coverage for FY 2005. The motion was seconded by Mrs. Flanagan and carried unanimously.
Approval of Purchase of “Tests for Higher Standards” Mr. House presented this item. “Tests for Higher Standards” has been developed to provide opportunities for classroom instruction and student assessment. “Tests for Higher Standards” enable teachers to focus instruction on specific standards. The product is offered in the four core areas for students in grades K-12. There are three different products for each content area: The Grade Level Pre-Post Tests, Simulation Tests, and the Student Achievement Booklets. These three products provide an excellent set of flexible assessment tools for an ongoing diagnostic remediation approach to instruction. The school system has utilized this resource for the last few years with good results.
He recommended that the School Board purchase the 2004-2005 Student Achievement Booklets, Grade Level Tests and Simulation Tests for English, Math, Science and Social
School Board of Henry County Minutes–June 3, 2004 Page 8 Studies for grades K-12 of the “Tests for Higher Standards” at a cost of $42,714.40. One half of the cost will be paid with local funds and one half with Title I funds.
Mr. Cecil made a motion to approve the purchase of “Tests for Higher Standards.” The motion was seconded by Mrs. Flanagan and carried unanimously.
Approval of Purchase of Maps and Globes Mr. House reported that the current maps and globes used in the school system have been determined to be outdated based on an internal evaluation conducted by the instructional department. He stated supplemental materials are a vital component to a quality instructional program. Various vendors responded to an RFP and provided sample materials for review by the committee.
Mr. House recommended the School Board award the RFP for maps and globes to Nystrom. He directed the Board’s attention to sample maps and globes, including student desk maps and reviewed some highlights. The estimated cost for the maps and globes is $32,000 for high school, $23,000 for middle school, and $93,000 for elementary school.
Dr. Beckner stated at least half the cost of the purchase would be from FY 2004 funds. He explained that in his conversations with the county director of purchasing, there are issues with the county’s MUNIS system and switching names and numbers for schools. As a result, for the schools whose account number does not change, orders will be placed in June and paid for with FY 2004 funds. For the schools that undergo a name change the school is prohibited from entering into the MUNIS system according to the county purchasing director. As a result, orders will be placed the first week of July for payment with FY 2005 funds.
Mr. Cecil made a motion to award the “Request for Proposal” to Nystrom for the purchase of maps and gloves. The motion was seconded by Mrs. Wickline and carried unanimously.
Award of Contract to Purchase/Install Storage Cabinets at Bassett High School Mr. Watlington presented background on the purchase and installation of storage cabinets at Bassett High School in conjunction with the renovation of the existing band room to provide additional instructional area. He recommended that the contract to furnish and install band instrument storage cabinets be awarded to Melhart Music Center in the amount of $26,637.
Mr. Franklin made a motion to award the contract to purchase and install storage cabinets at Bassett High School for a total of $26,637 as recommended. The motion was seconded by Mrs. Flanagan and carried unanimously.
Award of Contract to Complete Interior Renovations at Bassett High School Mr. Watlington presented background on the scope of work included in the renovation of the band room at Bassett High School to provide additional floor space to accommodate the projected increase in band enrollment for 2004-2005. Invitations to bid were sent to 12 general contractors and one response received from Clark Construction Company of Bassett, Virginia in the amount of $79,840. He recommended that Clark Construction Company be awarded the contract to complete the renovations as outlined. Mr. Watlington expects the project to be complete by August 15.
Mr. Kendall made a motion to award the contract to complete interior renovations at Bassett High School for the price of $79,840 to Clark Construction. The motion was seconded by Ms. Martin and carried unanimously.
School Board of Henry County Minutes–June 3, 2004 Page 9 Approval of Purchase of Digital Duplicator Supplies Dr. Beckner reported on the Duplo and Risograph digital duplicators used in the schools and the use of Non-Original Equipment Manufacturer (non-OEM or “generic”) supplies. The supplies have been used for approximately two years with good results and significant savings. He recommended the supplies continue to be used.
However, written notification was recently received from the maintenance contractor for Risograph machines about not providing satisfactory service and blaming problems on the generic supplies. From discussions Dr. Beckner had with principals, they do not believe this to be the case. Consequently, the county purchasing director has indicated that a search for another maintenance contractor to service the Risograph brand might be in order. Assuming one is found Dr. Beckner said he would be comfortable in processing the purchase orders from FY 2004 funds for the Risograph supplies. The main issue is the quality of service and not the supplies.
Dr. Beckner suggested putting the service out to bid before a substantial quantity of Risograph supplies are purchased. He recommended the Board table action on the purchase until the June 28 meeting.
Ms. Martin made a motion to table the approval of purchase of digital duplicator supplies until June 28, 2004. The motion was seconded by Mr. Franklin and carried unanimously.
Approval of Purchase of Band Uniforms for Bassett High School On May 6, 2005, the Board approved $30,000 in funding for band uniforms at Bassett High School. Mr. House reported that an “Request For Proposal” was developed and Stansbury submitted a proposal for band uniforms for $301.70 per uniform and DeMoulin Brothers and Company submitted a proposal for uniforms for $336.70 per uniform. Mr. House recommended that the School Board award the RFP to Stansbury.
There was some discussion about the number of uniforms to be purchased and the cost. Mr. House noted that the School Board committed to $30,000 toward the cost. The number of uniforms will be determined by the principal and the school booster club will be responsible for the balance.
Mrs. Flanagan made a motion to award the contract for the purchase of band uniforms to Stansbury. The motion was seconded by Ms. Martin and carried unanimously.
Approval of School Bus Seat Repair Work Mrs. Velera Gammons, Director of Transportation reported that school bus seat repair is part of the overall maintenance of school buses. Repaired seats must meet the standard set by Regulations Governing Pupil Transportation including Minimum Standards for School Buses in Virginia in order to pass inspection by pupil transportation specialists from the Department of Education. “Compartmentalization” in today’s school buses provides an extremely high level of crash protection for student passengers. For “compartmentalization” to work effectively, framework must be structurally sound, seats must have adequate cushioning, and be in good repair. She recommended that Kingmor Supply, Inc., of Harrisonburg, Virginia be selected for bus seat repair work at an estimated cost of $29,780. The Virginia Department of Education has indicated that this vendor remains the only supplier for on-site volume seat repair/replacement in Virginia.
School Board of Henry County Minutes–June 3, 2004 Page 10 Mr. Cecil made a motion to approve Kingmor Supply, Inc., Harrisonburg, Virginia for bus seat repair work. The motion was seconded by Mrs. Flanagan and carried unanimously.
Approval of “Request for Proposal” for Student Planners Mr. House presented two sample planners annually distributed to students in grades 3-12. The student planners assist students with organization skills in addition to providing supplemental instructional resources. School policies and procedures are included in the planners.
Elementary planners are funded 100% through the Virginia Tobacco Settlement Foundation Grant and 33% of the cost for the middle school planners is funded through the Virginia Tobacco Settlement Foundation Grant.
The cost for the planners is as follows: • High School – 3,500 books @ $2.64 = $9,240 + $490 shipping charges = $9,730 • Middle School – 2,600 books @ $2.87 = $7,462 + $650 shipping charges = $8,112 • Elementary School – 4,000 books @ $2.72 = $10,880 + $995 shipping charges = $11,875
Of the total cost, $15,165 would be through local funding.
Mr. House recommended that the “Request for Proposal” for student planners be awarded to Premier Agendas. Premier Agenda has satisfactorily furnished planners for the past two years.
There was a question about Coca-Cola sponsorship since their logo appears on the planner. Mr. House stated Coca-Cola contributes $2,000 annually to the Henry County Employees Scholarship Fund. Two $500 scholarships are awarded to students of Henry County employees annually.
Following a brief discussion about the shipping charges, Mrs. Wickline made a motion to award the “Request for Proposal” for student planners to Premier Agendas. The motion was seconded by Mr. Franklin and carried unanimously.
Approval of Contract for Services with Education and Transition Services, Inc. Dr. Dodson presented this item. White Oak School has provided day school services for seriously emotionally disturbed students who can not function at the current time in the regular school setting. White Oak School notified the school system they would cease operations in the area at the conclusion of the current school year. Contact was made by the director of special education with a number of other similar programs but none agreed to open a program here. The current administrative staff at White Oak School submitted a proposal for services to the director, under the name Education and Transition Services, Incorporated. Under the proposal, the program would be run cooperatively by the school system and the Community Policy and Management Team. The administrative costs, which include such areas as administrative salaries and benefits, insurance, operation fees, rent and utilities, would be paid by the Community Policy and Management Team. Due to the behavioral severity of these students, the program will not be housed at a regular school site. Henry County Schools would provide two teachers and two paraprofessionals which would allow services to be provided for up to twelve students. Martinsville City and Patrick County Schools have students currently in White Oak Schools. If these two school divisions wish to place students in the program, a tuition fee reflective of the cost would be paid directly to Henry County Schools. The program site will be at a local church.
School Board of Henry County Minutes–June 3, 2004 Page 11 Dr. Dodson recommended that the School Board approve the contract for services from Education and Transitional Services, Inc. Mr. George Lyle, the School Board Attorney has reviewed the contract.
Ms. Martin made a motion to approve the contract for services with Education and Transition Services, Inc. The motion was seconded by Mrs. Wickline and carried unanimously.
Approval of FY 2005 Categorical School System Budget Dr. Beckner recommended the School Board approve the FY 2005 operating budget in the amount of $65,800,722 according to the following categorical allocation.
Instruction $40,169,345 Administration, Attendance, Health 2,929,874 Transportation 4,313,844 Operation and Maintenance 5,555,602 Technology 1,371,004 Facilities 1,551,007 Debt Service/Transfers 1,801,946 Federal/State Grants 7,500,000 Contingency Reserves 608,100
This reflects approval and appropriation by the Board of Supervisors on May 24, 2004, including the school system operating budget, cafeteria budget, and textbook budget. The School Board approved the cafeteria and textbook budgets March 30; there have been no changes in those budgets since then.
Dr. Beckner provided a summary of major changes to the budget since it was approved by the Board on March 30. In addition, he noted that with the Board’s commitment tonight towards the licensed staff sick leave bank, and based on Mr. Preston’s previous cost estimate of $170,000 or more to implement, a line item transfer is necessary. He recommended it prudent to transfer the full $165,000 in the miscellaneous line item of the Instruction category to the substitute line item.
Ms. Martin inquired about other transfers from the miscellaneous line item since the budget was approved. Dr. Beckner confirmed $100,000 was transferred to the instructional supplies line item of the Instructional category. The transfer was necessary to deal with the MUNIS school account number issue he previously described.
Mr. Cecil made a motion to accept the recommendation as Dr. Beckner stated. The motion was seconded by Mrs. Flanagan and carried unanimously.
Approval of Title I, Part A, Improving Basic Programs Individual Program Application Mr. House advised that the following title grant applications are based on 2003-2004 dollar amounts and will be adjusted when the 2004-2005 allocations are finalized. A slight increase in funding for each program is expected.
The school system is eligible to receive $1,619,396 in Title I funds. Mr. House projected that the following ten schools would qualify as school-wide Title I programs in 2004-2005:
1. Axton Elementary 2. Campbell Court Elementary
School Board of Henry County Minutes–June 3, 2004 Page 12 3. Carver Elementary 4. Collinsville Primary 5. Irisburg Elementary 6. John Redd Smith Elementary 7. Mt. Olivet Primary 8. Rich Acres Elementary 9. Sanville Elementary 10. Stanleytown
Title I funds are also used to support the following positions and programs:
• Reading specialists • Instructional assistants • Materials and supplies • Preschool programs • Parental involvement • Staff development • ESL instruction • Class size reduction
Ms. Martin made a motion to approve the Title I, Part A, Improving Basic Programs Individual Program Application. The motion was seconded by Mrs. Flanagan and carried unanimously.
Approval of Title II Grant Application The school division is eligible for $437,115 in Title II grant funds and will be used for the purpose of improving student achievement and teacher quality.
Mr. Cecil made a motion to approve the Title II grant application. The motion was seconded by Mrs. Flanagan and carried unanimously.
Approval of Title III Language Instruction for Limited English Proficient and Immigrant Students Grant Application The school division is eligible to receive $42,000 through the Title III Language Instruction for Limited English Proficient and Immigrant Students Grant. These funds are used to assist the school division in meeting requirements of the No Child Left Behind Act of 2001. Specifically, the funds will be used to fund two ESL tutor positions and provide instructional materials and supplies for LEP students.
Mr. Cecil made a motion to approve the Title III Language Instruction for Limited English Proficient and Immigrant Students Grant Application. The motion was seconded by Mrs. Flanagan and carried unanimously.
Approval of Title IV Safe and Drug Free Schools Application Henry County Schools is eligible for $55,161 in federal funding through the Title IV Safe and Drug Free Schools Grant. The grant will assist the school division in providing school resource officers and drug education and awareness to students in grades K-12.
Mr. Cecil made a motion to approve the Title IV Safe and Drug Schools Application. The motion was seconded by Mrs. Wickline and carried unanimously.
School Board of Henry County Minutes–June 3, 2004 Page 13 Approval of Title V Innovative Programs Grant Application Henry County Schools is eligible for $68,792 in federal funding through the Title V Innovative Programs Grant. These funds will be used to assist the school division in meeting the requirements of the No Child Left Behind Act of 2001. Specifically, the funds will be used to fund a reading specialist position at Campbell Court Elementary and purchase supplemental instructional materials. The grant will also fund the school nurse position that serves Campbell Court Elementary School.
Mr. Franklin made a motion to approve the Title V Innovative Programs Grant Application. The motion was seconded by Mrs. Flanagan and carried unanimously.
Approval of Field Trips Dr. Dodson submitted the following field trips for approval:
1. FT-831 – Magna Vista High School JROTC to Mt. Pleasant, SC 2. FT-940 – Carver Middle School Junior Beta Club to Atlanta, GA
Mrs. Wickline made a motion to approve the field trips. The motion was seconded by Mrs. Flanagan and carried unanimously.
MOTIONS OUT OF CLOSED SESSION
There were no motions out of Closed Session.
REPORTS
Committee Report on Status of Valedictorian and Salutatorian Mr. House submitted the following report on the status of valedictorian and salutatorian awards. He advised that Mrs. Gracie Agnew, principal of Fieldale-Collinsville High School and committee chair, was present and available to answer questions.
The Curriculum and Instruction sub-committee met in the fall of 2003, and in preparing the program of studies for 2004-05 recommended elimination of the valedictorian and salutatorian awards effective in the 2004-05 school year.
After reviewing the committee’s recommendation the high school principals considered the possibility of phasing out the valedictorian and salutatorian awards. Principals were reluctant to overrule the committee’s decision, but agreed to phase the award out beginning with the current ninth grade class.
After the principals agreed to phasing out the awards, the issue was raised regarding valedictorian and salutatorian awards for 2004-2005. The Curriculum and Instruction sub- committee reconvened with the addition of several members from the superintendent’s Parent Advisory Council. The following is a list of the committee members:
Gracie Agnew Principal Fieldale-Collinsville High School Gail Oakes Teacher Laurel Park Karen Cecil Guidance Laurel Park Susan Dove Parent Laurel Park Cindy Joyce Guidance Bassett Willie Martin Teacher Fieldale-Collinsville High School
School Board of Henry County Minutes–June 3, 2004 Page 14 Dean Randall Principal Bassett High School Gene Kotulka Principal Magna Vista High School Susan Kanode Parent Magna Vista High School Deborah Foley Parent Fieldale-Collinsville High School Mike Adkins Parent Bassett High School Karen Knopp Teacher Magna Vista High School Patrice Newnam Parent Governor’s School
The committee met on May 19, 2004, at 6 p.m. and submitted the following recommendation:
It is the recommendation of the committee that beginning with the 2004-2005 school year that the top ten percent of students in the graduating class at each of the two county high schools be recognized. The committee feels that the new school year would be an ideal time to phase out the valedictorian and salutatorian awards. The committee’s rationale for the change included the following:
• Increased recognition for more high-achieving students. • Minimization of the potential negative impact of weighted grades on elective and/or non-weighted classes. • Less manipulation of the weighted grade system and student course selection.
It is also noted that grading is not an exact science. The current valedictorians and salutatorians are separated by an average eight tenths of a point. This also brings into question the validity of the awards. It is the consensus of the committee that these awards may be determined based on a specific teacher that a particular child has more than the child’s aptitude. For example, two students in ninth grade have two different teachers for the same subject. One student gets a 98; one gets a 96. This will have a dramatic impact on the final average in the senior year. These awards can also be determined more on the basis of course selection than actual academic performance.
It was the consensus of the committee that dual awards would only serve as a continuous dividing line for the two new schools.
Therefore, the committee recommends the following recognition using the Cum Laude system:
• 93.5 – 95.9 Cum Laude • 96 – 97.9 Magna Cum Laude • 98 – 100 Summa Cum Laude
It is also recommended that these designations appear on the diplomas.
Mr. Kendall stated, “I do not feel the Board has the right to take away the honor of being valedictorian and salutatorian from any rising senior from any of the four high schools regardless of the consolidation plan in place. These young men and women have worked hard throughout their high school years to earn these honors and should not be taken away. I feel the only fair thing to do for the next school year is to have co-valedictorian and co-salutatorian at each graduation. They have earned the right to speak at their graduation and they should keep that. There should be no problem with changing this after the first year.”
Mr. Kendall made a motion to have co-valedictorians and co-salutatorians for the next graduating class at Magna Vista High School and Bassett High School. The motion was seconded by Ms. Martin.
School Board of Henry County Minutes–June 3, 2004 Page 15
The Chairman stated he understands the changes to the proposal to recognize the top ten percent of students in the graduating class would begin the following year.
A lengthy discussion ensued. Mr. Cecil inquired how a transfer student with a higher GPA would be handled in determining the valedictorian and salutatorian.
Ms. Martin stated baring any unforeseen circumstances, the Board, no committee, no administrator has any right to ask a child from Magna Vista, Laurel Park, Fieldale-Collinsville, or Bassett to give up their opportunity to have that honor on their graduation.
The Chair recognized Mrs. Gracie Agnew. Mrs. Agnew restated the consensus of the committee that dual awards would only serve as a continuous dividing line for the two new schools. She said she hopes the Board will look at recognizing the top ten percent of the students in the class as recommended and will result in a good representation if they do so. She also agreed with Mr. Cecil’s statement about how to deal with a transfer student who has a higher GPA. She stated it is not rational to automatically say the award will go to a Magna Vista student and a Laurel Park student because of variables such as a transfer student who comes into the system.
Mrs. Flanagan stated she favors the laude system. She said her problem is taking away an honor a student is in the process of achieving.
Ms. Martin stated she has talked to some parents of children who are on their way to being in these positions and they do not agree with the proposed change. When she and Mrs. Flanagan had a conversation about the matter today, when the consolidation plan and everything first started forward, the schools were told there would be co-valedictorians and co-salutatorians.
Mrs. Agnew further stated that the variable added in the report that the Board needs to consider is the teacher element involved in the process and grading is not an exact science. Two teachers could grade completely opposite. Basically, that award is more or less based on the luck of the draw as to who the student has for a particular class and whether or not a student has taken a particular class and another student did not. In essence, the argument could be made that currently in all four high schools, if all the variables are included, there could be two valedictorians and two salutatorians at all four high schools because none of the students who receive the honor have taken the exact courses with the exact teachers to give the same variables in order to make the determination.
The Chair recognized Mr. Eugene Kotulka. Mr. Kotulka noted one thing about the valedictorian and salutatorian is the competition between two students. When the laude system is used, the competition is against the bar, not student against student, such as the grading system. He said he is concerned and does not like to see students compete against each other but rather against the bar like is done with the SOL tests.
He stated that if one student is chosen from Laurel Park and one from Magna Vista for this award would it would appear that one student representing each school would need to be selected for other clubs and athletic teams in order to be consistent and fair.
The Chair recognized the parent of a Fieldale-Collinsville High School student who is a contender for valedictorian. She spoke briefly about how the county needs to move forward and
School Board of Henry County Minutes–June 3, 2004 Page 16 implement a system that recognizes the best in Henry County and not from individual high school zones.
Mr. Lyle advised the Board that from a legal stand point, there is the potential for trouble for the Board as he assumes students at this academic level are competing for scholarships and college admissions and all this could play into that. He said he thinks there could be a potential problem if two students are recognized for what is considered the highest honor and one student is truly the number one student graduating and the other is number four but they were number one at their prior high school. The people in number 2 and 3 positions would have a claim their child has been denied some recognition that might factor into financial aid, college admission, etc.
Mr. Kendall’s motion to have a co-valedictorians and co-salutatorians for the next graduating class for Magna Vista High School and Bassett High School was defeated by a vote of 4 to 3.
Mr. Cecil made a motion to accept the committee’s recommendation. The motion was seconded by Mrs. Wickline. The motion was defeated by a vote of 4 to 3.
Mrs. Flanagan made a motion to consider one valedictorian and one salutatorian for the upcoming year and after that go to the laude system and recognize the top ten percent. The motion was lost for lack of a second.
Ms. Martin made a motion to table the item until July 1 to give Board members time to talk with each other about it or contact Mr. House or Mrs. Agnew. The motion was seconded by Mr. Kendall and carried.
Committee Recommendations Concerning Payroll Deductions At the regular monthly meeting on May 6, 2004, the Board tabled action on this item until July 1. As information, Mr. Preston provided committee recommendations concerning payroll deductions.
Committee Recommendations Concerning Personal Leave Mr. Preston stated this report is similar to the previous report. This will also be presented for the Board’s review and approval at the July 1 meeting.
Summer Differentiation Institute Workshops Mr. House provided a schedule of summer differentiation institutes and a description of the differentiation project being funded through Harvest Foundation grants. He invited Board members to attend any or all of the scheduled workshops.
Energy & Facilities Mr. Watlington provided information on a stairwell guard rail safety issue at Campbell Court, Carver, and Drewry Mason and possibly at John Redd Smith Elementary. There are openings in the existing stairwell guard rails at these three schools that are considered large enough for an elementary school aged child to go through and possibly fall several feet below onto railing, steps and concrete flooring. These rails were installed when the schools were constructed (Campbell Court Elementary – 1937, Carver Elementary – 1950, and Drewry Mason Elementary – 1952). Although staff is not aware of any injury related to this condition in the past, to address the potential for serious injury, Spectrum Design has studied the condition and developed a recommendation on the appropriate short and long term remedy. Mr. Watlington proposed
School Board of Henry County Minutes–June 3, 2004 Page 17 bidding out both options and bringing a recommendation before the Board at the June 28 meeting.
Other reports received by the Board:
• Fund Raisers Approved by the Superintendent
• Division Advisory Committee Meeting Summary – May 12, 2004
• Principals’ Meeting Summary – May 11, 2004
• Discipline Summary Reports – April 2004
• April 2004 Membership
• Receipts and Expenditures through April 30, 2004
• Cafeteria Fund, Textbook Fund, and General County Audit for FY 2003
Dr. Beckner responded to suggestions for improving controls made by the audit committee. He stated only Number 3 and 6 were applicable to the school system. One related to the cafeteria fund and indicated there was a failure to reconcile on a monthly basis. Dr. Beckner stated he has spoken with Jimmie Wright from Central Accounting about this and he expects a meeting in the near future with treasury personnel, cafeteria personnel, and county personnel to resolve that. The other item was a distinction of when goods and services are received. It is his understanding that the CPA firm that did the audit considers this very significant. During the late June and early July timeframe they need to know this in order to determine which fiscal year a certain charge might apply. Based on this, he stated the administration will reinforce this practice with principals at the next principals’ meeting to take action to respond to the matter immediately.
MATTERS FROM THE BOARD
Mr. Millner stated he visited Carver Middle School recently and inquired when the perimeter fencing would be installed.
Dr. Dodson responded the installation would take place before school starts.
Ms. Martin inquired about the status of the TimeKeys system.
Dr. Dodson replied some of the hardware was received but determined to be older technology and not compatible with the school division’s existing computer system. The product is being returned to the vendor with no charge to the school division. Dr. Dodson said that same funding could be redirected toward the instant alert system demonstrated tonight.
The Chair recognized Mr. Jim McInerney, Chairman of the Board of Directors of the Henry County Public Service Authority. Mr. McInerney asked the Board to reconsider the vote taken tonight on the Chestnut Knob water line in the Magna Vista School area at their next meeting and invite members of the PSA Board to come and explain the purpose of the project and their intentions to provide water to the area and school.
Mr. Millner thanked Mr. McInerney. He restated the decision the Board made earlier in discussions about the matter to have the superintendent meet with Mr. Summerlin and bring the matter back to the Board for further consideration at the next meeting.
School Board of Henry County Minutes–June 3, 2004 Page 18
Mr. Millner acknowledged that a graduate of Carver High School would be pinned brigadier general on June 12 at Fort Myers, Virginia. According to Bob Vogler, this honor has not been bestowed on a Henry County resident since 1793. Mr. Millner suggested a resolution of recognition be prepared for this individual. No Board member objected.
REMINDER OF DATES
Board members were reminded of several dates:
• June 4, 2004 - VSBA School Law Conference – Charlottesville
• June 11, 2004 - Fieldale-Collinsville High School Graduation – 6 p.m. Laurel Park High School Graduation – 8 p.m.
• June 12, 2004 – Bassett High School Graduation – 9 a.m. Magna Vista High School – 11 a.m.
• June 28, 2004 - Special Meeting – 9 a.m. – School Board Meeting Room The agenda will include the payment of the end-of-year bills.
• July 1, 2004 - Regular School Board Meeting Closed Session begins at 9 a.m. – Regular Session follows (but not before 10 a.m.) School Board Meeting Room
• July 19-20, 2004 – Virginia School Boards Association (VSBA) Governor’s Conference on Education – Richmond
• Mr. Eugene Kotulka, principal of Magna Vista High School, invited the Board to an open house on June 7 at 7 p.m. for all students who will be attending the school in 2004-2005.
ADJOURNMENT
The Chairman declared the meeting adjourned at 10 p.m.
APPROVAL
Curtis R. Millner, Sr., Chairman
Sharon D. Dodson, Clerk
School Board of Henry County Minutes–June 3, 2004 Page 19 ACH DEPOSITS Salaries 247,561.72 40037585 - Accounts 40037591 Payable 1,785.95 Electronic Tax Filing 68,343.56
May 27, 2004 Third Party Sick Pay Electronic Tax Filing 54.74
May 28, 2004 ACH DEPOSITS Salaries 2,129,482.79 40037931 - Accounts 40037969 Payable 771,703.78 Electronic Tax Filing 840,102.17
Medical Ins Paid 59,495.57 Dental Ins Paid 0.00 Matching Health Insurance 0.00 Vision Ins Paid 23.32 Cancer Ins Paid 0.00
Total Salaries $4,059,034.71 Voided Checks $0.00 Insurance Paid $59,518.89 Total Textbook Settlements $0.00 Invoices $1,524,673.41 Wire Transfers $0.00 Grand Total $5,643,227.01
Payment of this account was authorized by the School Board of Henry County on June 3, 2004.
Sharon D. Dodson, Clerk Curtis R. Millner, Sr., Chairman