Colonial Beach School Board Regular Meeting April 9, 2014, 5:30 p.m. Town Center, 22 Washington Avenue, Colonial Beach, Virginia MINUTES

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1 Colonial Beach School Board Regular Meeting April 9, 2014, 5:30 p.m. Town Center, 22 Washington Avenue, Colonial Beach, Virginia MINUTES Call to Order Chairman Trivett called the meeting to order at 5:42 p.m. PRESENT: Tim Trivett, Chairman Vicki Roberson, Vice Chairman Scott Foster, not present Wayne Kennedy Michelle Payne, comprising a quorum of the board Kathleen Beane, Superintendent John Martin, Director of Finance Tracey Tunstall, School Board Clerk Approval of the Agenda Mr. Kennedy moved to approve the agenda as presented. Mrs. Roberson seconded the motion and it passed unanimously. Reports Questions for Principals and Athletic Director Mr. Patierno was not present, but provided the Board with a written summary of activities and initiatives of the athletic and transportation departments. (see attachments) Mr. Hipple was present on behalf of Mr. Patierno. He reported the varsity baseball team will be at Amelia on Monday April 14 th for a double header and the varsity softball game against Great Mills has been moved to the 15 th at 2:00 p.m. Mr. Kennedy asked about an update to the regional hosting for basketball. Mr. Hipple replied that two weeks ago at the regional athletic director s meeting, the directors put together procedures to submit to principals for review that will standardize all regional games giving all participants a similar experience. Mr. Hipple provided the Board with a written summary of activities and initiatives of the high school. (see attachment) He reported that the Booster Parent Teacher Association silent auction was moved to the fall because of all the donations already submitted on behalf of the community. Mrs. Fisher was present and provided the Board with a written summary of activities and initiatives of the elementary school. (see attachment) She reported everything was going well at Oak Grove Baptist Church. Approval of Minutes Mr. Kennedy moved to approve the minutes of the January 5, 2014 meeting as presented. Mrs. Payne seconded the motion and it passed unanimously. Mrs. Payne moved to approve the minutes of the March 5, 2014 meeting as presented. Mrs. Roberson seconded the motion and it passed unanimously. 1

2 Mr. Kennedy moved to approve the minutes of the March 12, 2014 meeting as presented. Mrs. Payne seconded the motion and it passed unanimously. Mrs. Payne moved to approve the minutes of the March 20, 2014 meeting as presented. Mr. Kennedy seconded the motion and it passed unanimously. Mrs. Payne moved to approve the minutes of the March 26, 2014 meeting as presented. Mrs. Roberson seconded the motion and it passed unanimously. Public Comment Jennifer McGinty, th Street, Colonial Beach, asked the Board if there was any chance of students being bused to Westmoreland County next year and all of the Board members said no. Mrs. Brubaker reported that if there was to be a referendum on the school it would have to go the General Assembly as the Town Charter does not allow referendums of this nature. Reports, continued School Board Members Mrs. Payne reported she attended the VHSL leadership conference in Virginia Beach with 2 students. She explained over 900 students were involved with guest speakers, student council members, and many collaborative activities were included to involve communities. Mr. Kennedy thanked all of the Board members, but especially thanked Mrs. Payne for facilitating fundraisers and donations for the elementary relocation project. Mr. Kennedy reported Colonial Beach Alumni, Dylan Farinet, was selected as All Conference for Mary Washington and Colonial Beach Alumni, T.T. Carey, made All Conference in division 1. He said they were good examples of kids leaving a small town and having great success. Mrs. Payne thanked the Eagles for the benefit meatloaf dinner and silent auction. She reported they raised over $1700 for the elementary school. Mr. Foster did not comment. Mrs. Roberson did not comment. Mr. Trivett reported the Board members and administrators have had a lot of meetings recently, spending a considerable amount of time attempting to do the right thing for students. He said the Board would continue to work toward the ultimate goal of a permanent structure for elementary school. He explained that the Board would be passing a resolution that will answer many questions about the future of the old elementary property. Mr. Trivett spoke to update the public on the elementary insurance claim. He reported the Board was continuing to move forward with relocating the elementary campus and the Board was currently in discussions with the town over the use of the old property. He explained that he wants to make the move to the high school campus as seamless as possible. He reported the insurance claim was officially filed on March 10, 2014 with VaCorp and so far the Board has not had a response from them. He reported VaCorp had issued a $100,000 advance on the claim to help fund any necessary extra expenses and the Board would be doing everything possible to move forward with the relocation of the campus. He explained that the Board s goal was to use any insurance money to build a new facility for the elementary students. He promised to keep the public informed as the process continues. 2

3 Mayor The Mayor was present and only commented that he continues to look forward to working with the School Board. Town Council Members Mrs. Brubaker was present, but did not comment. Superintendent The Virginia Education Association (VEA) President, Meg Bruber, and VEA representatives, Beblon Parks and Charlotte Hayer were present to present checks totaling approximately $500 from donations received from delegates at the VEA Annual Convention. These donations were initiated by VEA member, Kevin Hickerson who grew up in Colonial Beach and shared his concern for the elementary school. Mrs. Beane reported to the Board with a written summary of initiatives and activities including: elementary school relocation project, update on old elementary campus, Willy s auction, transportation audit, calendar committee and proposed calendar, Standards of Learning testing bill cutting the number of standardized tests by one half, new superintendent of public instruction for the State of Virginia, and current enrollment figures. (see attachment) Financial Report Mr. Martin gave the Board a financial report (see attachment) with monthly expenditures for March, 2014 in the amount of $541, Mrs. Roberson asked if there was any other information not contained in the report that was relevant to the topic of school finances and that the Board should know about or might want to know about. Mr. Martin replied that there was not. Unfinished Business Mrs. Roberson moved to approve the amendments to AE, AF, AFA, BBA, BCEA, BDD, BDDC, BDDF, BDDH, and BG as presented. Mrs. Payne seconded and the motion passed unanimously. New Business Approval of Expenditures Mr. Martin presented for approval expenditures for the month of March, 2014 in the amount of $541, Mrs. Roberson asked Mr. Martin the following questions: 1. Are any of these expenses unusual or extraordinary? 2. Are they all necessary or advisable? 3. Are they all for goods or services that we have actually received? 4. Have they all been incurred at what we consider to be fair and reasonable prices? 5. Can they all be paid for by funds currently on hand in the appropriate accounts? 6. Are they all such as will keep the School System on track to be on budget for the current fiscal year? 7. Are they all such as will keep the School System within actual revenues for the current fiscal year? Mr. Martin answered no to the first question and yes to all other questions. Mrs. Roberson moved to approve the expenditures for March, 2014 as presented. Mr. Kennedy seconded and the motion was approved unanimously. 3

4 Mr. Kennedy moved to approve the Colonial Beach Public Schools calendar as presented. Mrs. Roberson seconded the motion. Mr. Kennedy moved to amend the motion to reflect approval of the calendar with the exception of the graduation date and time. Mrs. Roberson seconded and the motion passed unanimously. Mr. Kennedy moved to approve the Career and Technical Education Plan as presented. Mrs. Roberson seconded and the motion passed unanimously. Mrs. Roberson moved to postpone the amendments to EBBA, EBAB, ECA, ECAB, EDC, EEA, EF, EGAA, EI, ET, GAA, GBB, GBD, GBLA, GCBEA, IGA, IGE, IIA, IIAA, IIAB, IJ, IKA, IKB, IKFA, and INDC to May. Mrs. Payne seconded the motion and it passed unanimously. Mr. Kennedy moved to approve the Employee Payroll Calendar as presented. Mrs. Payne seconded the motion and it passed unanimously. Mr. Kennedy moved to approve Sharon Dunavant to purchase needed kitchen equipment at the Willy s auction not to exceed $15,000. Mrs. Roberson seconded the motion and it passed unanimously. Mrs. Roberson read and moved to approve the following resolution RESOLUTION Agreement for the Colonial Beach Public School Board to transfer ownership of the elementary campus property of 315 Douglas Avenue, Colonial Beach Virginia to the Town of Colonial Beach by September 30, WHEREAS, the property is currently in the name of The School Board of the Town of Colonial Beach and was acquired as follows: Lots 12 thru 15 block 4 Colonial Beach Company s First addition to Colonial Beach, Virginia by Deed from Potomac Resort and Realty Corporation to The School Board of Colonial Beach, dated August 18, 1911, recorded in Deed Book 73 at Page 196 (Second) PARCEL X Being a Portion of WHITE POINT FARM by Deed from Potomac Resort and Realty Corporation to The School Board of Colonial Beach, dated August 18, 1911, recorded in Deed Book 73 at Page 196 (First). Part of Lot 16 Block 4 Colonial Beach Company s First Addition to Colonial Beach, Virginia by Deed from Garnett N. Heflin, widow and devisee of Joseph G. Heflin, to the School Board of the Town of Colonial Beach, dated February 22, 1951, recorded in Deed Book 119 at Page 37 with attached Plat of Survey prepared by W. H. Treakle, dated February 20, Lots 10 and 11 Block 4 Colonial Beach Company s First addition to Colonial Beach, Virginia by Deed from Singing Reel Development Partnership to Town of Colonial Beach School Board, dated October 20, 2000, recorded in Deed Book 532 at Page 834. Lots 1 and 2 (Un-Numbered Block) West of Block 86 Colonial Beach by Deed from H.E. and Clara M. Simesen to the Town School Board, Colonial Beach, Virginia, dated January 14, 1965, recorded in Deed Book 191 at Page

5 Lots 1 thru 5 Block 86 Colonial Beach by Deed from Albert and Lucy J. Stuart to the Board of Education of the Town of Colonial Beach, Virginia, date April 12, 1930, recorded in Deed Book 89 at Page 100. WHEREAS, this property is shown on Real Estate Assessment Map 3A Part 2 as Double Circle 1 Single Circle A4 as Parcels 10 thru 15, Double Circle 2 Single Circle 86A8 Parcels 1, 2, and 3 and Single Circle 86 Parcels 1 thru 5 and 11 and is currently zoned R-2. WHEREAS, according to Virginia code , whenever a school board determines that it has no use for some of its real property, the school board may sell such property and may retain all or a portion of the proceeds of such sale upon approval of the local governing body and after the school board has held a public hearing on such sale and retention of proceeds, or may convey the title to such real property to the county or city or town comprising the school division or, if the school division is composed of more than one county or city, to the county or city in which the property is located. To convey the title, the school board shall adopt a resolution that such real property is surplus and shall record such resolution along with the deed to the property with the clerk of the circuit court for the county or city where such property is located. Upon the recording of the resolution and the deed, the title shall vest in the appropriate county, city or town. NOW THEREFORE, IT IS HEREBY RESOLVED that the property described by this Resolution will by deed be transferred to the Town of Colonial Beach from the Colonial Beach School Board on or before September 30, 2014 after all Virginia Code requirements have been met, and with the stipulation that any and all insurance settlements from the elementary fire of January 5, 2014 are complete. The motion was seconded by Mr. Kennedy and a roll call vote was taken as follows with the motion passing: Mr. Foster No Mr. Kennedy AY Mrs. Payne AY Mrs. Roberson AY Mr. Trivett AY Closed Session Mrs. Roberson moved to go into Closed Session pursuant to Code of Virginia, Section (A)(1), discussion and consideration of prospective candidates for employment assignment, performance and resignations for certificated staff; and support staff pursuant to Code of Virginia, Section (A)(2), discussion and consideration of students that would involve the disclosure of information contained in scholastic records and discipline; and pursuant to Code of Virginia, Section (A)(7) discussion and consideration of information pertaining to actual or probable litigation. Mrs. Payne seconded the motion with a roll call vote as follows: Mr. Foster AY Mr. Kennedy AY Mrs. Payne AY Mrs. Roberson AY Mr. Trivett AY Closed Session convened at 6:46 p.m. Reconvened Open Session At 8:20 p.m., Mrs. Roberson moved to reconvene the open meeting and to certify that, to the best of each member s knowledge, only public business matters lawfully exempted from open meeting requirements were discussed in the closed meeting; and that only such public business matters as were identified in the motion by which the closed meeting was convened were heard, discussed, or considered in the closed meeting by the School Board. Mr. Kennedy seconded the motion with a roll call vote as follows: Mr. Foster AY Mr. Kennedy AY Mrs. Payne AY Mrs. Roberson AY Mr. Trivett AY 5

6 Closed Session Actions Mrs. Roberson moved to approve support staff applicant #1 from the personnel recommendation list of April 9, 2014 as Food Service substitute pending the receipt of all background checks. Mrs. Payne seconded the motion and it passed with Mr. Foster abstaining from the vote. Mrs. Roberson moved to approve support staff applicant #2 from the personnel recommendation list of April 9, 2014 as Substitute Teacher pending the receipt of all background checks and substitute training. Mrs. Payne seconded the motion and it passed with Mr. Foster abstaining from the vote. Mrs. Roberson moved to approve stipend #1 from the personnel recommendation list of April 9, Mr. Kennedy seconded the motion and it passed with Mr. Foster abstaining from the vote. Adjournment Mrs. Payne moved to adjourn the meeting. The motion was seconded by Mr. Foster, and passed unanimously. The meeting adjourned at 8:27 p.m. Tracey Tunstall, Clerk of the Board Timothy Trivett, Chairman Minutes of the April 9, 2014 Colonial Beach School Board Regular Meeting 6