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Minutes, 11 September 2003
11 September 2003
Nelson County School Board meeting, Tye River Elementary School
MEMBERS PRESENT
Mr. Stuart Armstrong, trustee
Mrs. Linda Barton, trustee
Mr. John Kirchner, chair
Mrs. Cynthia Lachance, vice-chair
Ms. Phoebe Anne Tucker, trustee
Ms. Edith Napier Wardlaw, trustee
Dr. Roger Collins, superintendent
I. CALL TO ORDER
Mr. Kirchner called the meeting to order at 7:00PM. Mr. Kirchner invited everyone to observe a
moment of silence after the recital of the Pledge of Allegiance in recognition of our fellow
countrymen who perished in the terrorist attacks two years ago.
II. PLEDGE OF ALLEGIANCE
Recited by all in attendance.
III. APPROVAL OF AGENDA ITEMS
Dr. Collins asked that the agenda be amended to include Recognition of Select School Board
Members for VSBA Academy Award Certificates. Additionally, Dr. Collins requested the addition of
Item B. under Items for Action, Vehicles to be declared surplus.
Mrs. Lachance offered a motion to accept the agenda as amended. Mrs. Barton seconded
the motion and the motion passed by a 6:0 vote.
IV. RECOGNITION
A. Mr. Dale Sherburne, Branch & Associates Inc. & Mr. Gary Helbert, NCPS
Dr. Collins commented that Mr. Dale Sherburne has taken much pride in the constructing of the new
middle school facility and renovations at the high school. Dr. Collins shared with the Board that Mr.
Sherburne has only taken four days off since last Thanksgiving, including weekends. Dr. Collins
and Mr. Kirchner presented Mr. Sherburne with a Nelson County Public Schools shirt as a token of
appreciation.
Dr. Collins proceeded by recognizing Mr. Gary Helbert. He noted that Mr. Helbert has put in more
time with this project than what had been asked. Dr. Collins commented that Mr. Helbert is quite a
historian and has always presented him with options and solid advice with regards to the
construction project. Dr. Collins and Mr. Kirchner presented Mr. Helbert with a Nelson County Public
School shirt as a token of appreciation.
Mr. Helbert commented that it had been a privilege to work on this project. He noted that the Board
should be proud to have Mr. Dale Sherburne as the construction superintendent. He noted that the
project has not been easy and the weather has not cooperated. Mr. Helbert commented that if it
were not for Mr. Sherburne, the project would not be completed.
Mr. Sherburne, on behalf of Branch & Associates, Inc., expressed his appreciation for the friendship
of individuals within the county.
B. Select School Board Members for VSBA Academy Award Certificates
Dr. Collins stated that we are all learners and must continue our education. With that said, Dr.
Collins presented Mrs. Lachance with a Certificate of Achievement, Ms. Tucker with a Certificate of
Excellence and Mrs. Barton with a Certificate of Distinction.
V. COMMENTS FROM BOARD MEMBERS
Mrs. Barton commented that it has truly been an unusual situation with Mr. Sherburne and Branch
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Minutes, 11 September 2003
& Associates, Inc.. She noted that Mr. Sherburne has treated this construction project as if it were
his own and she was thankful for his thoroughness. She complimented Mr. Helbert for his years of
service to the school division and for his historical knowledge regarding events that have taken
place throughout the years within the schools. She noted that Mr. Helbert has graciously served in
various positions throughout his years of service.
Mrs. Barton asked if principals felt they had more understanding and ownership of the No Child Left
Behind Act of 2001 after discussing it at the administrators retreat. Dr. Collins commented that the
No Child Left Behind Act of 2001 would be the sole topic of the September 30 th Leadership Team
meeting. He felt principals are gaining more understanding.
Mrs. Lachance extended her many thanks to Mr. Sherburne and Mr. Helbert for their incredible
efforts.
Ms. Tucker commented that Mr. Sherburne and Branch & Associates, Inc. commitment helped with
the constructing of the new school. She also felt they had received a lot of enthusiastic community
support during this project. Ms. Tucker commented that Mr. Helberts institutional memory is a
tremendous asset that the Board should keep in mind.
Ms. Napier Wardlaw thanked everyone for the hard work that has gone into getting the facilities
ready and getting off to a good start. She noted that other divisions have not been as fortunate. Ms.
Napier Wardlaw invited everyone to attend a river front picnic in the afternoon of Sunday,
September 21, 2003 to introduce and welcome Dr. Collins and his family to the west district
community and friends throughout the community.
Mr. Kirchner told the story of how Mr. Helbert, prior to moving to Nelson County, had been passing
through the county and ran out of gas. A local deputy came to his and his familys rescue and
brought gas to him. This deputy was Mr. Kirchners late father-in-law. Mr. Kirchner commented
that it was that impression that actually brought Mr. Helbert and his family to Nelson County.
VI. PUBLIC COMMENTS (non-agenda items)
None
VII. CONSENT AGENDA
A. Payrolls for August
1. 8/15/03 - $48,731.55
2. 8/29/03 - $303,394.22
B. Invoice Registers for August
1. Regular
a. 8/14/03 - $3,817.96
b. 8/15/03 - $189,384.42
c. 8/28/03 - $286,012.52
2. Cafeteria
a. 8/15/03 - $730.84
b. 8/28/03 - $18,495.98
3. Capital Improvement Fund
a. 8/15/03 - $171,144.04
b. 8/28/03 - $259,744.47
C. School Board Minutes - 10 July 2003
D. Second Reading - NCHS Boys & Girls Cross Country Team Overnight Field Trip to
Williamsburg, VA, October 3-5,2003
Hearing no objections to the Consent Agenda, the Consent Agenda was approved by consensus.
VIII. ITEMS FOR ACTION
A. Request to Home School under Religious Exemption per VA Code 22.1-254(B)
Mr. Armstrong offered a motion to approve the Request to Home School under Religious
Exemption per VA Code 22.1-254(B). Ms. Napier Wardlaw seconded the motion and the
motion passed by a 6:0 vote.
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Minutes, 11 September 2003
B. Vehicles to be Declared Surplus
Dr. Collins distributed a list of vehicles to be declared as surplus. He noted that some of the
vehicles listed were operable, others were not. Dr. Collins noted that most of the vehicles had very
high mileage. He noted that the school division is the second owner on most of these vehicles. Dr.
Collins requested that the School Board declare these items surplus so that an auction could be
held in order to move these items out of inventory.
Mr. Armstrong offered a motion to declare the listed vehicles as surplus for auction. Ms.
Tucker seconded the motion.
Discussion: Ms. Napier Wardlaw inquired as to the anticipated auction date. Dr. Collins noted that a
date had not been set at this time. Mrs. Irvin commented that with regards to the old middle
school, principals have been asked to go through all items in their schools they wish to
declare surplus and move those items to the old facility building. Mrs. Irvin hoped to present
a resolution to transfer the old Nelson Middle School building to the county at the October 9 th
School Board meeting. She noted that staff would be coming back to the School Board for
permission to auction items off at the old school.
The motion passed by a 6:0 vote. (See attached list.)
IX. ITEMS FOR INFORMATION
A. Secondary School Campus Update
Dr. Collins noted that construction items are being completed on a daily basis. He reported that the
auditorium is missing some last minute painting, a safety light and carpet down the aisles. He noted
the auditorium will need to be cleaned prior to being used. Dr. Collins commented that the punch list
now contains maybe forty items still needing to be addressed. He noted most are minor items. Dr.
Collins reported that the seeding has been lost a couple times due to the torrential downpours that
we received this season, so reseeding is currently taking place. He noted that the erosion fences
will be taken down when the inspectors allow us to do so. The inspector has stated that these
fences may be up for as much as another year to make sure erosion does not complicate the
drainage system. The construction trailers will be removed by the end of the month. He noted that
subcontractors are being called back on an as needed basis.
Mr. Armstrong inquired if the war memorials at the football field will be relocated. Dr. Collins noted
that he has discussed this with Mr. Francis. Mr. Francis intends on gathering opinions from
individuals in order to reestablish those memorials in an area where people can enjoy them.
Mr. Armstrong suggested a second entrance to the football field by the middle school parking lot.
He also asked that No Smoking signs be placed around the football field. Ms. Napier Wardlaw
commented that these signs would be voluntary compliance because it was not possible for the
principal to enforce this. Mrs. Barton felt that once the parking area in the back of the high school
has been completed, it would improve the parking situation for football games.
Mrs. Barton commented that staff and students did a great job in naming the cafeterias of each
school. She suggested the new auditorium receive a proper name.
Ms. Tucker noted that there is a fair amount of grumbling within the community concerning the hike
from the middle school parking lot to the football field. Mr. Armstrong also noted that the parking lot
lights were not operating correctly at the last football game. Dr. Collins commented that a switch
was overridden which cased some problems that evening with the lighting.
Ms. Tucker advised that she had received a fair amount of comments regarding the telephone
system at the high school.
Ms. Napier Wardlaw informed the Board that she had received comments from parents praising Mr.
Joe Dan Johnson for his back to school night and for how successful that event was.
B. Nelson County Middle School Dedication Committee Update
Dr. Beverage noted that Board members had received a listing of individuals and organizations who
would be receiving invitations to the dedication ceremony on October 12 th. He informed the Board
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Minutes, 11 September 2003
that he was still waiting to hear from Governor Warners office with an official confirmation as to
whether he would be attending. Dr. Jo Lynne DeMary, Superintendent of Public Instruction, will be
present at the dedication. Dr. Beverage noted that a general invitation to the public will be posted in
businesses throughout the county. The ceremony will take place on Sunday, October 12, 2003,
from two until three in the afternoon with additional activities lasting until four.
Ms. Napier Wardlaw asked if the high school renovations would be included in this ceremony. Dr.
Collins informed everyone that the dedication committee decided the ceremony should be a
dedication of the middle school only. Ms. Napier Wardlaw noted that parents have asked if they
would be able to tour the high school. Dr. Beverage noted that if Governor Warner does attend,
another community group may need to utilize rooms within the high school and that would be the
only reason why the entire complex would not be open to the general public.
C. 10 Day Student Enrollment Update
Dr. Collins drew Board members attention to the information provided in their packets concerning
the ten day student enrollment counts. He informed everyone that since the report was published
the division had gained four students which gives us a total of 1,998 students enrolled in the
division. Dr. Collins commented that this number is down from the projected 2,030. Dr. Collins
noted that of the students missing, primarily from the secondary level, eighteen students have
transferred to other schools.
Ms. Napier Wardlaw inquired about the student to teacher ratios. Dr. Collins commented that this
ratio is better than he ever imagined. He noted the student to teacher ratio at the elementary level is
below twenty to one. Ms. Napier Wardlaw commented that a couple of years ago there was a group
of students that had a higher student to teacher ratio and wondered if this was still a problem. Dr.
Collins noted that he was monitoring class sizes on a weekly basis. At this time, there are no
problems.
Mrs. Lachance asked if the enrollment does not reach the projected number of 2030, would the
division see a decrease in funding. Dr. Collins stated that the division would experience a decrease
in funding. At this time, he has only released fifty percent of the funds to the principals of each
school, so that funding can be monitored.
Ms. Tucker commented that this over projection in enrollment is a concern that seems to occur each
year. She felt there should be a better way of projecting student enrollments more accurately. Dr.
Collins noted that he would like to be as accurate as possible. He agreed that more analysis was
warranted. Mrs. Irvin informed the Board that at the end of last school year, enrollment was 2025
and she budgeted with a gain of five students. She noted that it was hard to predict what type of
affect the opening of a new school would have on the possible enrollment of previous home
schooled students.
D. First Reading - NCHS, NMS, TRES, & RRES FFA & 4H Overnight Field Trip to State
FFA & 4H Block and Bridle Livestock Judging contest, Christiansburg, VA, March 19-
20, 2004
Distributed for Board review. Ms. Napier Wardlaw inquired why Mr. McCann was driving a bus for
one of the field trips. Mrs. Irvin reported that Mr. McCann does have the appropriate Commercial
Drivers License (CDL) endorsement to do so. She noted that Mr. McCann had opted to drive the
school bus himself in order to save the organization the cost of having a bus driver for the field trip.
E. First Reading - NCHS & NMS FFA Overnight Field Trip to State FFA Convention,
Blacksburg, VA, June 21-24, 2004
Distributed for Board review.
F. Overview of Federal Programs, Phase II, 2003-2004
Mrs. Drumheller pointed out to the Board that since the information had been placed in Board
packets, the division had lost approximately $15,000. She noted that she, Mrs. Irvin and Dr. Collins
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Minutes, 11 September 2003
have discussed the possibilities of how to redirect the budget. Mrs. Drumheller informed the Board
that during budget time, the state recommended that divisions budget level funding. However, since
that time the government has decided to place more money in areas with higher populated lower
income families.
Mr. Kirchner asked to know more about the Title II, Part A grant, Teacher and Principal Training
and Recruiting Fund, where funds are used for two teachers in primary grades to maintain small
class sizes. Mrs. Drumheller noted that the division used to receive a class size reduction grant.
Now with the No Child Left Behind Act many grants have been combined into one. Mrs. Irvin noted
that these individuals have worked for the division for a number of years now and are not
necessarily drawn out as being hired specifically for this grant, but is an accounting situation that
must be reported.
G. Standards of Learning Test Results
Dr. Beverage pointed out that the information provided was an unofficial computation of scores as
compiled by staff. Official state ratings should be available the end of October or the beginning of
November.
In looking at the high schools tentative averages for 2002-2003 SOL testing, the high school may
possibly be fully accredited by the state. Dr. Beverage noted that when determining accreditation
status, the Virginia Department of Education averages the scores of subjects in each field to
determine the average percentage passed. The Department of Education also looks at the three
year average for that subject. Whichever score is higher, individual year score or three year
average score, is the percentage the Department of Education uses when determining accreditation.
Dr. Beverage noted that the divisions goal is to reach 70% or higher pass rate in the testing year
for each subject and not have to rely on the three year average. For the high school, Dr. Beverage
pointed out that there was still a lot of room for improvement in Algebra I and Algebra II.
Given the SOL scores for the middle school, it is possible that Nelson Middle School may receive full
accreditation from the state. However, the middle school still needs improvement in their English
writing scores in order to meet the 70% yearly pass rate.
In reviewing the scores for Rockfish River Elementary School, tremendous improvement was seen
on all scores. It was pointed out that in order to determine accreditation status at the elementary
level, the Department of Education averages the scores in math for grades three and five. English
scores in grades three and five are also averaged together. With this said, Dr. Beverage noted that
Rockfish River Elementary School has the possibility of being fully accredited by the state.
Tye River Elementary School showed significant gains in the spring 2003 scores for grade three.
However, grade five scores showed some decreases in the areas of English Reading/ Literature/
Research and in Science. Dr. Beverage felt that with the monies from the Reading First grant and
the hiring of a reading coach for Tye River Elementary, we should see an improvement in scores
over the next year or two. Dr. Beverage also noted that while three out of four of our schools may
receive full accreditation, there was still substantial room for improvement.
Ms. Napier Wardlaw asked if individual group scores had been looked at such as gender, race,
etcetera. Dr. Beverage noted that this type of information was analyzed in the Adequate Yearly
Progress (AYP) report. He also pointed out that according to this report, two of our four schools
have met AYP. Dr. Collins noted that a presentation on AYP would be forthcoming for the Board.
Dr. Collins noted that the divisions goal is to exceed 70% in each area of testing. He also noted
that he would be meeting with principals over the coming weeks to discuss their SOL Action Plans.
Mrs. Barton noted that some Board members were privileged to have heard a powerful speaker
regarding the state scores and levels of improvement during a Key Works seminar. She would
distribute the information to either Dr. Collins or Dr. Beverage.
Dr. Collins congratulated the schools and staff for the performance on the Standards of Learning
tests. He noted they have shown improvement on scores and he challenged them to continue to
improve.
IX. CLOSED MEETING
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Minutes, 11 September 2003
Mrs. Lachance offered a motion for the Board to enter closed session as allowed by Virginia Code
2.2-3711.A.1 to discuss personnel issues. Mrs. Barton seconded the motion and the motion
passed by a 6:0 vote.
Mr. Armstrong offered a motion to return to open session. Mrs. Barton seconded the motion and the
motion passed by a 6:0 vote.
X. CLOSED MEETING CERTIFICATION
After returning to open meeting, Mr. Armstrong made the motion that each Board member certify,
by affirmative vote pursuant to 2.2-3711(A), Code of Virginia, that to the best of the School Board
members knowledge during the immediate preceding Closed Meeting of the School Board:
1. Only public business matters lawfully exempted from Open Meeting requirements by the
Virginia Freedom of Information Act; and
2. Only such public matters as were identified in the motion by which the closed session was
convened, were heard, discussed or considered in the meeting by the School Board.
Ms. Napier Wardlaw seconded the motion. Roll was called, and the motion passed by the
following recorded votes:
Ayes: Mr. Armstrong, Mrs. Barton, Mrs. Lachance, Mr. Kirchner, Ms. Tucker, Ms. Napier Wardlaw
Nays: None
Absent: None
Motion carried by a 6:0:0 vote. (See attached Certificate of Closed Meeting)
XI. PERSONNEL ACTION
Mr. Armstrong offered a motion to approve the personnel action report. Mrs. Barton
seconded the motion and the motion passed by a 6:0 vote.
XII. OTHER MATTERS
Mrs. Napier Wardlaw commented that there was no need of having Board meetings if the audience
could not hear what was being said. She requested that staff look into doing something to remedy
this problem. Dr. Collins informed the Board that he and Mrs. Irvin had priced audio equipment for
Board meetings and came up with an estimate of $6,000 to $7,000. He noted that he was willing to
hear any suggestions by the Board. Ms. Tucker suggested that another room may be more
acoustically suitable. Mr. Armstrong suggested meetings be held in the Board of Supervisors
room. Ms. Napier Wardlaw pointed out that this room was not handicap accessible. Dr. Collins
suggested possibly meeting in the middle schools library. Mr. Kirchner and Dr. Collins were to look
at different sites in order to find a more suitable location.
Board members were asked to let the clerk know by October 2 nd if they wished to attend the 2003
VSBA Annual Convention in Williamsburg and if they wished to go to dinner sponsored by Ballou
Justice Upton Architects.
XIII. ADJOURNMENT
Mr. Kirchner adjourned the meeting of the Nelson County School Board at 8:34PM.
___________________________________________
Chairperson
___________________________________________
Clerk
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Minutes, 11 September 2003
Approved by the Board __________________.
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