BOARD OF VISITORS THE VIRGINIA SCHOOL FOR THE DEAF AND THE BLIND P.O. BOX 2069 STAUNTON, VA 24402-2069 Senator Emmett W. Hanger, Jr. Board Chairman March 23, 2017 Minutes of Meeting Call to Order: Senator Hanger called the meeting to order at 10:37 am. Roll Call of Members: The roll call of members was conducted by introductions. Senator Hanger declared a quorum. Members present: Senator Emmett Hanger, Delegate Dickie Bell, Delegate Tony Wilt, Mike Asip, Alice Frick, Judy Sorrell, John Pleasants, and Virgil Cook Members absent: Paula Johnson, Ann Latham-Anderson Advisors to BOV Present: Wanda Council, DOE; Mona Siddiqui, AAG; Pat Trice, Superintendent Advisor Absent: Susan Williams, AAG Reading and approval of minutes: John Pleasants moved to dispense with the reading of the minutes and to accept the December 14, 2016 minutes as distributed. The motion passed. Reports Superintendent s Report: Pat Trice, Superintendent, reported on the recent loss of a teacher, Linda Blehm. This is a loss not only to VSDB and to the deaf community, but also to the Staunton community. Pat informed the Board of her having worked with the Department of Education to send students home on Thursday so that staff could attend Linda s funeral on Friday. VSDB would also like to draft a resolution honoring her. This resolution will have to wait until the General Assembly is again in session. Pat reported that a memorial service will be held here at VSDB and that the school would like to name the Library in her honor. Senator Favola moved to name the Library in honor of Linda Blehm. The motion passed. Pat also reported that the VSDB boys goalball team won the East Coast Championship and that the girls team won 4 th place. The tournament, in which eight schools participated, was recently held
here at VSDB. VSDB also won the Sportsmanship Award. One of the players on the boys team has been invited to participate on the International Team as one of only six invited. The cost is $3500. The Blind Alumni Association has put up $1700 to fund his trip. In addition, the Washington DC Association of Blind Athletes is sponsoring fundraisers to help this student. Pat is still doing regional presentations throughout the state and will be presenting in Abingdon this week. VSDB enrolled five new students in February. One of the big enrollment tools is our TEMP week, which is now offered all year long. Because of all the changes that have taken place at VSDB, Pat recently held an all employee meeting to bring staff up to date. Reaction to this meeting was positive. VSDB is working on public relations materials. Doug Wright is redesigning the Website. The Foundation provided funding for new brochures. Capital One manages the Foundation funds and has completed layouts in the past. They have agreed to help with the brochures, with materials coming through the Foundation. VSDB will not be able to have summer school this year because the calendar change impacted us more than we anticipated. However, the Department of Aging and Rehabilitative Services (DARS) and the Department for the Blind and Vision Impaired (DBVI) are going to partner with VSDB during the summer of 2018 to hold the summer program. This program will benefit the school by attracting students statewide and will assist with our transition services. VSDB will provide the residential halls and food, DARS and DBVI will provide instructional services. In an update on the rental of VSDB property, Pat reported that Elk Hill has doubled its numbers in one semester and have expanded to the 2 nd floor of Strader Hall. Raw Learning is still doing well on the bottom floor of Battle Hall. Pat also reported that VSDB has encountered an electrical problem with the Independent Living Apartments. Marvin Mahler is working diligently to make the necessary upgrades. The apartments will still open next year, but maybe not until September. VSDB is also working towards improving how staff, parents and school divisions perceive the high school program as a preset, four-year program. Academic students may still complete their requirements and graduate in four years, but if they want to attain additional services, VSDB wants to determine how to hand off to the next stage whether that is work, WWRC or college and to make the transition services longer. Senator Hanger asked if any thought had been given for children currently being mainstreamed to get transitional services here. Pat responded that she presents opportunities for mainstreamed students to the public schools. VSDB does not have to be a 5-7 year program. If a student needs only six months or a year of extra Braille instruction, orientation and mobility skills, or independent-living skills, VSDB wants to help the public schools meet these needs. There are many areas VSDB could partner with, such as post- secondary transitional services with Blue Ridge Community College (BRCC). Judy Sorrell said that there may be a way to partner with BRCC to help 18-22 year olds. Rockingham County is the fiscal partner for that program. Keith Van Fossen noted that VSDB is maximizing services in this area. He described what the Perkins School provides in its college-preparatory program, at a cost of $65,000 for nine months, which includes self-advocacy, independent living skills, access to
small colleges, and how to advocate for themselves. Students live in renovated cottages, pay their own bills, and access public transportation. School Report: Keith Van Fossen, Principal, observed that this has been a very tumultuous year with many staffing interviews taking place. Because of the calendar change, we have a very good applicant pool started already. The TEMP program was opened up for more weeks this year. Three students are scheduled for the last week of TEMP. Keith also noted that moving forward with the Independent Living Apartments will allow students the flexibility to make good secondary transitions. Graduation this year will be held on May 19 th. Budget and Grants: Janice Rankin, Director of Operations, reported that mileage reimbursement rates have changed from 54 cents to 53 1/2 cents. As of today, March 23, VSDB is 3% under budget, but this month doesn t close out until April 6th. The mild winter, transportation changes, and unfilled vacancies have contributed to the savings. The grant proposal for the Annual Plan/IDEA Part B Flow-thru is the same amount as last year, $314,512. Mike Asip moved to approve the application. The motion passed. Human Resources: Nathan McLamb, Human Resource Director, provided a report and discussed VSDB recruitment. VSDB is currently holding 32 positions vacant. Pat stated that VSDB will still have room for growth in spite of the open vacancies. As staff work with the budget, VSDB may be able to add back some of these positions. Mike Asip noted that it is more useful for Board to see a report that ranks what is needed such as: what is our strategic plan and what are our needs? The Board needs information to qualify the VSDB report. Judy Sorrell suggested eliminating the terminology and include what positions we had last year, what we have now, what we intend to fill next year, and add a column of contractual services. Nate then discussed the vacancies VSDB is going to fill. There were six retirements this year and four staff are resigning. Also during this year VSDB lost four faculty members. Two were because of performance issues; one took an out of state position, and then the tragic death of one teacher. VSDB is attending job fairs, recruiting to generate more interest in our positions. The Board of Visitors had previously approved a salary restructure which would have moved faculty to the average of local school divisions, but the money could not be identified in the VSDB budget. VSDB hopes that we can obtain the increase this year. The minimum 3% increase will be implemented this year. Residential Report: Becky Watson, Director of Student Life, reported the residential program is keeping busy with independent living skills, socialization, and new TEMP students. The residential halls are growing with new students. The after-school program, which includes team building, camp activities, baking, wellness and walking, board games, and outdoor games (depending on weather) lasts for about an hour and is very successful. Becky will be attending a Student Life Conference in California in June, where she will be working and connecting with other residential directors.
Pat then spoke on VSDB Outreach. The work Debbie Pfeiffer is doing is phenomenal. She is conducting Webinars, online training, onsite training, and regional activities. Hundreds of people have registered for these programs. She is providing training to support both families and teachers and has a full calendar for the spring. She also partners with the Department of Aging and Rehabilitative Services (DARS), and the Department for the Blind and Vision Impaired (DBVI) as well as public school systems. Board of Visitors Education Pat reported that during the week of April 10 th VSDB is scheduled to have its accreditation review. Originally there would have been two reviews: SACS (the Southern Association of Colleges and Schools), which has 33 indicators and focuses on education, and CEASD (Conference of Educations Administrators for Schools and Programs for the Deaf), which has 196 indicators which also focuses on the residential program. This is a very in-depth process. This year Pat came in at the beginning of a process. VSDB tried to maintain the practice of both teams coming at the same time, but the school is in a state of change, so some of the data from surveys do not correspond with where VSDB is now. Therefore, VSDB is putting CEASD on hold. They agreed that we need to wait because we are still making changes and revising programs. They also didn t want VSDB to waste money. Public schools have no idea what CEASD is, but it is familiar to deaf schools. More schools are familiar with SACS. The decision was made to put CEASD on hold, but SACS is coming. The lead SACS team has been here training staff. They are familiar with the changes we have made. They would also like to talk on the phone with a few of the members of the Board of Visitors. The process will include looking at facts that support each standard, interviews with stakeholders, parents, alumni, Board of Visitors, the leadership team, students and staff, classroom observations, and the presentation and overview of programs. Continuing Business Policy Updates: Nate McLamb, Director of Human Resources, presented the following policies, distributed at the December, 2016 meeting to be voted on today. G019.1 Fire Safety Guidelines: The changes that made were reviewed and approved by Legal advisors. Senator Favola moved to approve the policy. The motion passed. G019.4 Hazard Communication Plan: John Pleasants moved to approve the policy. The motion passed. SO13 OPO26 Participation of Children in Human Research Smoking/Tobacco Use Policy: Delegate Bell moved to approve both the SO13, Participation of Children in Human Research and OPO26, Smoking/Tobacco Use Policy. The motion passed.
The following policy was given to all Board members for their review and is to be voted on at the June 14, 2017 meeting: G038 School Nutrition Policy Follow-up of ASSURA Report Senator Hanger met with Doug Wright this morning. An assessment has been paid for, but the state is now undergoing transition with VITA and Northrup Grummond. Senator Hanger would like to talk to the Secretary of Technology to see if other small agencies are in the same posture and see if we can comply without this cost. Since the state is in transition he would like to see if there is a more practical way to deal with this issue. Pat stated that VSDB neither has adequate written policies and procedures nor the expertise to do so. VSDB may try to use ASSURA, or a similar agency, to build a foundation to put policies and procedures in place. Janice Rankin indicated that in the FY17 budget VSDB would get about $21,000 for IT security, but this amount does not provide VSDB enough money to hire full-time staff for this project. Delegate Wilt expressed concern over legal ramifications if we continue to delay. Although Doug Wright thinks it is a good price for what we re getting, Senator Hanger felt that, with the disentanglement from Northrup Grummond, VSDB would do better to combine services with a group of other small agencies. He suggested that the board authorize moving forward with the understanding that the Chair and other legislators pursue other courses of action. Virgil Cook moved that this issue be delayed until June while the Chair consults with other legislators to pursue other options, but that the Board is authorized to take necessary steps for IT security if it becomes necessary. The motion passed. Subcommittee Establishment: Delegate Bell moved to table this action until the next meeting. The motion died for lack of a second. Regarding the above proposal for a subcommittee, Delegate Bell stated that it is important for the Board to keep moving on this issue. He also asserted that a subcommittee is a good idea. A small group who focuses on key issues would be more effective than the entire Board dealing with everything that comes up. Pat Trice noted a strategic planning committee would be helpful. The Board decided to establish two working subcommittees, personnel and strategic planning. Volunteers for the strategic planning are Senator Favola (by phone), Delegate Bell, Judy Sorrell and Virgil Cook. Volunteers for the personnel committee are Judy Sorrell, Alice Frick, Delegate Wilt and John Pleasants. New Business Senator Hanger announced that the legislature has authorized moving forward with the first phase of funding the exterior repairs to Main Hall providing VSDB has a plan. Senator Favola suggested that, to present ourselves, VSDB invest in, and conduct, a camp like experience during the summer. Pat stated the TEMP program has been our best recruiting tool. Family weekends are also very successful and are funded by the Foundation. It was also suggested creating a teacher institute, and Pat noted that last year we invited teachers from all over the state for training. VSDB wants to become the center of expertise. John Pleasants commented on how fortunate VSDB is to have a legislature willing to support them.
PUBLIC COMMENT Rachel Bavister, former principal and teacher at VSDB, spoke about the LEAD K bill for Language Equality Acquisition for Deaf children that are coming to Virginia. It is very important to get this bill passed. Deaf children need to be kindergarten ready at an appropriate age, whether ASL, French, Spanish etc. We need to make sure deaf preschool children are not cheated out of successful language competence. She stated that the House and Senate turned down this bill again this year and that she wants the Board of Visitors to advocate for this bill. If this bill were passed, deaf babies will have an opportunity to access to language. Some deaf children don t have access to deaf language until kindergarten age. If deaf babies don t get language early, they will suffer significant delays. Rachel wanted to bring that to the attention of the Board and hopes the bill will have their support and support from the Department of Education. Wayne Frick, a former VSDB teacher who is deaf himself, also spoke to this matter. Wayne also strongly feels that infants need that language exposure. He sent a letter to the editor of the Richmond Times Dispatch and compared himself to his hearing brother. Wayne stated that when his brother was four, he knew many words. He had a large vocabulary. In contrast, Wayne knew not a single word. He had no language. There was no school for 20 miles and no access to sign language. He thought the Board might want to pursue this and read his letter. Senator Favola stated that she carried this bill but there was disagreement among the advocates themselves. She had asked them to sit down with stakeholders, but it just didn t have enough support within the deaf community or with teachers. Delegate Bell agreed that there were many deaf people who objected and that he didn t understand the objections. It was suggested that Pat Trice present additional information at the June meeting on how this fits in with state and federal laws. Other Business None Closed Session: Delegate Bell moved to enter into closed session as follows: I move that the Board of Visitors of the Virginia School for the Deaf and the Blind convene in closed session pursuant to Section 2.2-3711(A) (7) and of the Code of Virginia for consultation with legal counsel regarding specific legal matters requiring the provision of legal advice by such counsel and matters dealing with personnel matters. The motion passed. Before entering closed session, Senator Hanger presented a certificate and pin to John Pleasants for his new term of office. At the conclusion of the closed session, Delegate Bell made the following motion:
I move that the Board of Visitors of the Virginia School for the Deaf and the Blind adopt a resolution certifying 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 in the closed meeting in which this certification resolution applies, and (ii) only such public business matters as were identified in the motion convening the closed session were heard, discussed, or considered by the Board of Visitors. WHEREAS, the Board of Visitors of the Virginia School for the Deaf and the Blind has this day adjourned into Closed Session in accordance with the Virginia Freedom of Information Act: and WHEREAS, the Virginia Freedom of Information Act provides for certification that such Closed Session was conducted in conformity with the law. NOW, THEREFORE BE IT RESOLVED, that the Board of Visitors 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 in the closed meeting in which this certification resolution applies, and (ii) only such public business matters as were identified in the motion convening the closed session were heard, discussed, or considered by the Board of Visitors. In accordance with the Virginia Freedom of Information Act, this shall be a roll call vote. All in favor of adopting the Resolution please vote AYE all opposed vote NAY The Board of Visitors being polled, the vote was as follows: Delegate Dickie Bell, Aye Mike Asip, Aye Alice Frick, Aye Judy Sorrels, Aye John Pleasants, Aye Virgil Cook, Aye Delegate Wilt, Aye Senator Favola, Aye Senator Emmett Hanger, Aye The motion passed. Senator Hanger asked if the Board would entertain a motion that they schedule a hearing for the petition for suspension of a teacher license for our June meeting if counsel determines that is required, and that we will advise that former employee via a 14 day notice if we determine we need that hearing. Judy Sorrell moved that we follow the chair s suggestion. The motion passed. Adjournment: John Pleasants moved that the Board adjourn. The motion passed. Senator Hanger declared the meeting adjourned at 3:11 pm. Next Meeting: June 14, 2017, 10:30 am - 2:30 pm Virgil A. Cook, Board Secretary