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MINUTES

WEST VIRGINIA BOARD OF EDUCATION



Board Conference Room

1900 Kanawha Boulevard, East

Capitol Building 6, Room 353

Charleston, West Virginia

April 13, 2000







I.

Call to Order



President Cleo P. Mathews called the meeting of the West Virginia Board of Education with the Office of Education Performance Audits to order at 8:39 a.m. on April 13, 2000 in Capitol Building 6, Room 353, Charleston, West Virginia. Members present were Secretary J. D. Morris, Sandra M. Chapman, Sheila M. Hamilton, James J. MacCallum, Jim L. McKnight, and Paul J. Morris.



II.

Approval of Minutes



Upon motion by Jim L. McKnight, second by Paul J. Morris, the Board approved the minutes of the March 9, 2000 meeting as submitted. (Copy appended to Official Minutes, Attachment A.)



III.

Approval of Agenda for Meeting with

Office of Education Performance Audits



Upon motion by J. D. Morris, second by Sheila M. Hamilton, the Board approved the agenda as presented.



IV.

Director's Information



Dr. Seal reported that audits have been conducted in ten counties this year with a follow-up scheduled for Mingo County the week of April 17.



V.

Temporary Accreditation Status Schools Revised

Unified Improvement Plans



County boards are required to ensure that any school issued temporary accreditation status revises its Unified School Improvement Plan to increase the performance of the school to full accreditation status level. The revised plan must include objectives, a time line, an evaluation component, cost estimates, and a date certain for achieving full accreditation. This plan must be submitted to the State Board for approval. Sixty-four (64) plans were reviewed and acted upon previously by the State Board. Fifty-two (52) additional school plans and one county plan have been received and reviewed. Staff reviewed the plans to determine that the required elements were included, addressed the performance deficiencies, and the date certain was realistic for achieving full accreditation status.



Attachment B summarizes the elements of individual Unified School Improvement Plans. It was recommended that: forty (40) Unified School Improvement Plans be approved; twelve (12) Unified School Improvement Plans be approved with stipulations; forty-seven (47) schools be upgraded to Conditional Approval status and five (5) schools remain Seriously Impaired; and the revised Boone Unified County Improvement Plan be approved and Boone County be upgraded to Conditional Approval status.



Upon motion by Paul J. Morris, second by J. D. Morris, the Board approved forty (40) Unified School Improvement Plans, twelve (12) Unified School Improvement Plans with stipulations, upgraded forty-seven (47) schools to Conditional Approval with five (5) schools remaining Seriously Impaired and approved the Unified County Improvement Plan upgrading Boone County to Conditional Approval. (Copy appended to Official Minutes, Attachment B.)

VI.

Revised Unified County Improvement Plans

Each county board is required to develop and submit an update to the Unified County Improvement Plan (UCIP) or an equivalent strategic plan to the West Virginia Office of Education Performance Audits by December 31. This plan is based on information from the Unified School Improvement Plans, locally identified needs, and school performance data. The State Board reviewed the UCIPs at the March meeting and returned 25 of the plans for further revisions. Nineteen of the 25 plans Returned for Revisions have been resubmitted for State Board approval.



Attachment C summarizes the revised components of the individual Unified County Improvement Plans. Sixteen (16) plans were recommended for Approval and three (3) plans were recommended for Approval with Stipulations.



Upon motion by Jim L. McKnight, second by J. D. Morris, the Board approved sixteen (16) plans and three (3) plans were approved with stipulations. (Copy appended to Official Minutes, Attachment C.)



VII.

School District Approval Status and School Accreditation Status

Based on Education Performance Audit of the

Brooke County School System



A random and unannounced education performance audit was conducted in the Brooke County School System. All schools in Brooke County were evaluated by members of the on-site review team. The county submitted revised County and School Unified Improvement Plans for noncompliances identified by the education performance audit team. All plans contained the required components and those schools are eligible for a higher accreditation status.



Based on the performance data, results of the education performance audit, and revised County and School Unified Improvement Plans, it was recommended that the Brooke County School System be issued Conditional Approval status, four (4) schools granted Full Accreditation status, and eight (8) schools be issued Conditional Accreditation status with an August 2000 Date Certain for achieving Full Approval and Full Accreditation.



Upon motion by Jim L. McKnight, second by Sheila M. Hamilton, the Board granted the Brooke County School System Conditional Approval status, four (4) schools Full Accreditation status, and eight (8) schools Conditional Accreditation status with an August 2000 Date Certain for achieving Full Approval and Full Accreditation. (Copy appended to Official Minutes, Attachment D.)

VIII.

School District Approval Status and School Accreditation Status

Based on Education Performance Audit of the

Raleigh County School System

A random and unannounced education performance audit was conducted in the Raleigh County School System. All schools in Raleigh County were evaluated by members of the on-site review team. The county submitted revised County and School Unified Improvement Plans for noncompliances identified by the education performance audit team. All plans contained the required components and those schools are eligible for a higher accreditation status.



Based on the performance data, results of the education performance audit, and revised County and School Unified Improvement Plans, it was recommended that the Raleigh County School System be issued Conditional Approval status, eighteen (18) schools be granted Full Accreditation status, and sixteen (16) schools be issued Conditional Accreditation status.



Upon motion by Sheila M. Hamilton, second by Paul J. Morris, the Board granted the Raleigh County School System Conditional Approval status, eighteen (18) schools Full Accreditation status, and sixteen (16) schools Conditional Accreditation status. (Copy appended to Official Minutes, Attachment E.)

IX.

School District Approval Status and School Accreditation Status

Based on Follow-up Education Performance Audit of the

Grant County School System

An on-site review of the Grant County School System was conducted from November 17-18, 1998. An Education Performance Audit Team returned to Grant County March 22, 2000. The purpose of the return team visit was to verify correction of the noncompliances identified during the original on-site review.



Based upon the performance data and results of the Follow-up Education Performance Audit, it was recommended that the Grant County School System be granted Full Approval status and that all five (5) Grant County schools be granted Full Accreditation status.



Upon motion by J. D. Morris, second by Jim L. McKnight, the Board granted the Grant County School System Full Approval status and all five (5) Grant County schools Full Accreditation status. (Copy appended to Official Minutes, Attachment F.)



X.

School District Approval Status and School Accreditation Status

Based on Follow-up Education Performance Audit of the

Summers County School System

An on-site review of the Summers County School System was conducted from December 15-16, 1998. An Education Performance Audit Team returned to Summers County February 24, 2000. The purpose of the return team visit was to verify correction of the noncompliances identified during the original on-site review.



Based upon the performance data and results of the Follow-up Education Performance Audit, it was recommended that the Summers County School System be granted Full Approval status and that three (3) Summers County schools be granted Full Accreditation status and two (2) schools be issued Conditional Accreditation status.



Upon motion by Paul J. Morris, second by Sheila M. Hamilton, the Board granted the Summers County School System Full Approval status, three (3) Summers County schools Full Accreditation status and two (2) schools Conditional Accreditation status. (Copy appended to Official Minutes, Attachment G.)



XI.

Unfinished Business



Establish meeting schedule time, place, and procedure with Office of Education Performance

Audits.

James J. MacCallum moved, with Jim L. McKnight seconding, that: 1) one unified Board of Education meeting take place with all parties represented, 2) a uniform start time for the meeting be established, 3) agendas will remain separate but coordinated, and 4) unless extenuating circumstances occur, Office of Education Performance Audits business will be dealt with at the beginning of each meeting. The motion was carried by unanimous vote. (Copy appended to Official Minutes, Attachment H.)











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XII.

Future Meetings



The next regular meeting of the West Virginia Board of Education with the Office of Education Performance Audits will be held on May 11, 2000 at Wyoming County East High School, New Richmond, West Virginia.



XIII.

Recess



President Mathews recessed the meeting at 9:26 a.m.



XIV.

Regular Meeting



The Board reconvened the regular meeting at 9:38 a.m.



XV.

Approval of Minutes



Upon motion by Jim L. McKnight, second by James J. MacCallum, the Board approved the minutes of the March 21, 2000 emergency meeting. (Copy appended to Official Minutes, Attachment I.)



XVI.

Approval of Agenda



Upon motion by James J. MacCallum, second by Sandra M. Chapman, the Board approved the agenda for the regular meeting with the following change(s) and addition(s): page 1, after Superintendent's Information add: Recognitions; page 2, item 2, remove CEFP for Fayette County (by request of Superintendent Larry A. Coleman), page 4, after VII, C., add: D. West Virginia Commission on Professional Teaching Standards; and page 7, after H, add I. Tyler County Request to Lower Salaries and J. Policy 2418, Alternative Education Programs; add under Miscellaneous: 1) Retention of Academically Qualified Students, 2) Standards for Dual Credit Courses, 3) Update on SREB Consultant, 4) Education Summit, 5) RESA Policy, and 6) HB 4674; add Executive Session to take place during lunch to discuss personnel matters and Tomblin v. Gainer.



XVII.

Recognitions



Brenda Williams and Betty Jo Jordan introduced the following teacher and students who were the first to become Microsoft Office Users Specialist (MOUS) certified in West Virginia: Deborah Hoblitzell, Business Education Teacher, and Michael Libby and Nikki Carlson, students, Carver Career Center. Also recognized was Mrs. Norma Miller, Vocational Director, Kanawha County, for her support of the MOUS initiative. (Copy appended to Official Minutes, Attachment J.)







XVIII.

Consent Agenda



Upon motion by Jim L. McKnight, second by Sandra M. Chapman, the Board approved consent agenda items as amended and as recommended. (Copies appended to Official Minutes, Attachments K-T and addenda.)



Amendment - Pocahontas County Comprehensive

Educational Facilities Plan (CEFP)



The Pocahontas County Comprehensive Educational Facilities Plan (CEFP), approved by the West Virginia Board of Education on November 30, 1990, did not contain a provision for the closure of Hillsboro Middle School and the transfer of those students to Marlinton Middle School effective at the end of the 1999-2000 school term.



The Board approved the Pocahontas County Board of Education's request to amend its CEFP and to close Hillsboro Middle School at the end of the 1999-2000 school term and to transfer the students to Marlinton Middle School. (Attachment K.)



Ten-Year Comprehensive Educational Facilities Plans 2000-2010



W.Va. Code 18-9D-16, requires all local boards of education to submit a ten year Comprehensive Educational Facilities Plan to the West Virginia Board of Education and the School Building Authority of West Virginia for approval. The facilities plans for 23 counties were reviewed by the staff of the School Building Authority and the Office of School Transportation and Facilities for compliance with Policy 6200 and the SBA Guidelines and Procedures Handbook. Based upon the data provided, the Board approved the following counties' Comprehensive Educational Facilities Plans (CEFPs):



Barbour County Boone County

Braxton County Calhoun County

Clay County Doddridge County

Jackson County Harrison County

Mercer County Logan County

McDowell County Mingo County

Pleasants County Morgan County

Ritchie County Preston County

Summers County Roane County

Wayne County Upshur County

Wirt County Webster County









County Boards of Education Budget Supplement and

Transfer Requests for the 1999-2000 Year - (Action)



For the Month of March 2000

Total Supplements = $120,739,630 Total Transfers = $8,142,918

(Attachment L.)

Instructional Technology Report



Board members were provided an update on instructional technology projects in West Virginia. (Attachment M.)



Administrative Technology Report



Board members were provided an update on administrative technology projects in West Virginia. (Attachment Mc.)



Mingo County



Board members were provided an update on Mingo County. (Attachment N.)

Education First



Board members were provided an update on Education First: Our Future Depends on It. (Attachment O.)



Project CATS



Board members were provided an update on Project CATS: Coordinated and Thematic Science. (Attachment P.)



Office of Healthy Schools



Board members were provided an update on Office of Healthy Schools activities. (Attachment Q.)



Report on Activities of the HVAC Technicians



Board members were provided an update on activities of the HVAC technicians. (Attachment R.)







Waiver of State Board of Education Policies and Regulations,

Superintendent's Interpretations and State Statutes and Legislative Rules



The Board approved two (2) requests for continuation of previously granted waivers for instructional materials adoption: 1) Berkeley County (Inwood Primary School) requests to waive Groupings for Instructional Material Adoption, Groups I (Reading), II (Language), and I (Spelling), Grades K-3; 1-3; 1-3 and 2) Greenbrier County (Frankford Elementary School) requests to waive Groupings for Instructional Material Adoption, Group I, (Reading), Grade 1. (Attachment S and addendum.)

Personnel



The Board approved personnel items for the West Virginia Department of Education and the West Virginia Schools for the Deaf and the Blind as listed in the attachment and addendum. (Attachment T and addendum.)



XIX.

Technical Assistance to Pocahontas County



Superintendent James Phares submitted a "Collaborative Proposal for Pre-Intervention Strategies For the Improvement of Student Achievement In the Pocahontas County Schools" for the Board's consideration. State Superintendent Stewart advised Superintendent Phares and members of the Pocahontas County Board that the document would be taken under consideration and review by the Department. (Copy appended to Official Minutes, Attachment U.)



XX.

Technical Assistance Update



Bill Luff provided a report regarding technical assistance being provided to various counties.



XXI.

Alternate Assessment for Exceptional Students



Dee Bodkins provided a report regarding the WV Alternate Assessment which was developed in compliance with the IDEA of 1997. Jan Barth and Deborah Brown addressed associated Title I issues. (Copy appended to Official Minutes, Attachment V.)



XXII.

West Virginia Commission on Professional Teaching Standards



Dale Lee provided the Board an update of Commission activities. President Mathews advised Mr. Lee that the Board would like to meet with Commission representative(s) on a quarterly basis to keep abreast of initiatives/activities.











XXIII.

Recommendations from Improvement Teams for

Seriously Impaired Schools



The State Board at its March 9 meeting appointed improvement consultant teams for each of eight schools given Seriously Impaired status. Each of the eight teams has visited their respective school and has made recommendations for improvement in order to eliminate the Seriously Impaired status.



Upon motion by Jim L. McKnight, second by Sandra M. Chapman, the Board approved the recommendations of each of the improvement consultant teams for dissemination to the respective county boards of education. (Copy appended to Official Minutes, Attachment W.)



XXIV.

Policy 5204



Policy 5204 was placed on comment by the State Board at its February 2000 meeting. Based in part on many of the comments received, we recommend that the policy placed on comment be revised to include orientation and continuing education requirements that holders of the administrative credential must meet after they have obtained a position as a principal, vocational administrator, superintendent or central office staff member.



Because these changes in the policy are significant, it was requested that Policy 5204 be again placed on comment until May 17, 2000 for action at the June meeting.



Upon motion by Jim L. McKnight, second by Sandra M. Chapman, the Board approved Policy 5204 to be placed on comment for an additional period ending May 17, 2000 with an option for the Board to meet via teleconference to take additional action. (Copy appended to Official Minutes, Attachment X.)

XXV. X

Overview of Expense Reimbursement Procedures



Mike McKown provided the Board a brief overview of state expense reimbursement and purchasing procedures.



Upon motion by James J. MacCallum, second by Jim L. McKnight, the Board directed the Assistant Superintendent for Administrative Services, or his designee, to henceforth review and approve the expense vouchers of the State Superintendent.



XXVI.

West Virginia Secondary School Activities Commission



The membership of the West Virginia Secondary School Activities Commission proposed changes to the rules and regulations that govern interscholastic activities for all member schools in West Virginia and requested that the proposed revisions be placed on public comment until May 17, 2000.

Upon motion by James J. MacCallum, second by Sheila M. Hamilton, the Board placed the proposed revisions to the West Virginia Secondary School Activities Commission rules and regulations on public comment until May 17, 2000. (Copy appended to Official Minutes, Attachment Y.)



XXVII.

Approval of Six New Content Specializations for

Four Higher Education Institutions of Professional Preparation



Policy 5100 - Approval of Educational Personnel Programs requires the Program Review Board to meet each semester to review new content specializations and make recommendations to the West Virginia Board of Education for action.

The Program Review Board recommended the following programs to the West Virginia Board of Education for approval: Wheeling Jesuit University's Elementary Education, Multi-subjects Program for grades K-6 and Specific Learning Disabilities Program for grades K-12 and 5-12; Salem-Teikyo University's Japanese Program for grades K-12; West Virginia University-Parkersburg's General Mathematics through Algebra I for grades 5-9 and General Science for grades 5-9; Glenville State College's Health Program for grades 5-12.



Upon motion by Jim L. McKnight, second by James J. MacCallum, the Board approved the afore-stated preparation programs as submitted. (Copy appended to Official Minutes, Attachment Z.)



XXVIII.

1999 Educational Personnel Data Report



John Hough gave a brief overview of the 1999 Educational Personnel Data Report. (Copy appended to Official Minutes, Attachment AA.)



XXIX.

Executive Session



In accordance with the provisions of W.Va. Code 6-9A-4(b)(2)(A) and upon motion by Sandra M. Chapman, second by J. D. Morris, the Board moved into Executive Session at 12:11 p.m. to consider matters of personnel and litigation. The Board returned from Executive Session at 2:31 p.m. President Mathews reported that no decisions were made and no business was transacted.



State Superintendent Stewart requested that the Board amend the agenda to add, under New Business, an item entitled Personnel to immediate follow item C.



Upon motion by Jim L. McKnight, second by Sandra M. Chapman, the Board approved the amendment to the agenda.











XXX.

Personnel



Upon motion by James J. MacCallum, second by J. D. Morris, the Board directed that an Attorney General's opinion be requested to ascertain the Board's legal obligation in making payment for the accrued annual leave of the State Superintendent of Schools.



XXXI.

Policy 1230, Freedom of Information Requests



The West Virginia Freedom of Information Act (W.Va. Code 29B-1-1 et seq.) provides a method for persons to obtain public records from state agencies including the State Board and the Department of Education. The Act provides that agencies may make reasonable rules regarding access to the public records and may establish fees to reimburse them for the actual cost of reproducing the records.



Policy 1230 creates a process for making public records available and establishes a fee of forty cents per page for copies of public records made in response to a FOIA request.

Upon motion by Sheila M. Hamilton, second by James J. MacCallum, the Board placed Policy 1230 on public comment until May 17, 2000. (Copy appended to Official Minutes, Attachment BB.)



XXXII.

Approval of the 2000-2001 School Calendar for

the West Virginia Schools for the Deaf and the Blind

Superintendent Jane McBride presented the proposed 2000-2001 School Calendar for the West Virginia Schools for the Deaf and the Blind for approval.



Upon motion by Jim L. McKnight, second by Sheila M. Hamilton, the Board approved the 2000-2001 school calendar fof the West Virginia Schools for the Deaf and the Blind. (Copy appended to Official Minutes, Attachment CC and addendum.)



XXXIII.

Policy 5301: College Hours or Comparable Training

in a Trade or Vocational School



Policy 5301 is being revised to reflect the changes made to W.Va. Code 18A-4-8a during the 2000 legislative session. It provides an additional $10 per month salary increase to service personnel who have attained sixty and seventy-two hours of college or comparable training in a trade or vocational school.



Upon motion by J. D. Morris, second by Sandra M. Chapman, the Board placed Policy 5301 on public comment until May 17, 2000. (Copy appended to Official Minutes, Attachment DD.)





XXXIV.

School Facilities Review Reports



In accordance with W.Va. Code 18-9D-16(h), the Office of School Transportation and Facilities is required to conduct annual facilities reviews of all schools constructed with funds provided by the School Building Authority of West Virginia. The findings of facilities inspections for the following schools were provided for Board approval.

COUNTY SCHOOL

Berkeley Martinsburg High

Boone Brookview Elementary

Calhoun Calhoun County Middle/High

Doddridge Doddridge County Middle

Greenbrier Eastern Greenbrier Jr. High

Hardy Moorefield Middle

Kanawha Riverside High

Lewis Peterson-Central Elementary

Mason Ashton Elementary

Mercer Pikeview High

Mineral Frankfort Middle

Mineral Keyser High

Monongalia Morgantown High

Pendleton North Fork Elementary

Roane Spencer Primary Center

Wayne Spring Valley High

Wirt Wirt County Middle



Upon motion by Sheila M. Hamilton, second by Jim L. McKnight, the Board approved the afore-stated reports. (Copy appended to Official Minutes, Attachment EE.)



XXXV.

Tyler County Request to Lower Salaries



The Tyler County Board of Education requested permission of the Board, pursuant to W.Va. Code 18A-4-5b, to reduce the salary supplement paid to service personnel in Tyler County by $10.00 per month (along with making other cuts in expenditures) because a reduction in the assessed valuation of property in the county will result in the Tyler County Board receiving $69,955 less in taxes in fiscal year 2001 than in the current fiscal year.



Upon motion by Jim L. McKnight, second by J. D. Morris, the Board approved the request of the Tyler County Board to reduce, pursuant to W.Va. Code 18A-4-5b, the salary supplement paid to service personnel by $10.00 per month effective July 1, 2000. (Copy appended to Official Minutes, Attachment FF.)



XXXVI.

Policy 2418, Alternative Education Programs



The State Board of Education formed a committee to review needed changes to Policy 2418: Regulations for Alternative Education Programs for Disruptive Students for the purpose of improving the quality of alternative education programs. The 23-member committee, chaired by State Board members Sheila Hamilton and Paul Morris, recommended a number of changes to the policy and requested that the policy be placed on public comment until June 9, 2000.



Upon motion by James J. MacCallum, second by Sandra M. Chapman, the Board placed Policy 2418 on public comment until June 9, 2000. (Copy appended to Official Minutes, Attachment GG.)



XXXVII.

Miscellaneous



Retention of Academically Qualified Students



J. D. Morris addressed the Board regarding this issue and suggested that: 1) it be considered a cost issue, and 2) a policy be developed.



Standards for Dual Credit Courses



President Mathews questioned the consistency and rigor of dual credit courses. The Department is to develop a recommendation.



Update on SREB Consultant



Bill Luff provided a brief update. President Mathews requested that immediate action be taken with regard to this initiative.



Education Summit



Kim Nuzum-Lawrence, with the assistance of Jim L. McKnight and Karry Larry, reported that plans are well underway for the first West Virginia Education Summit which will take place in October.

RESA Policy



President Mathews requested that the committee responsible for the recent revision of this policy be reconvened to address additional concerns.



H.B. 4674



President Mathews requested that documentation be provided the Board regarding H.B. 4674.

XXXVIII.

Future Meetings



The next regular meeting of the West Virginia Board of Education will be held May 11, 2000 at Wyoming County East High School, Wyoming County, in New Richmond, West Virginia.



XXXIX.

Adjournment



Upon motion by James J. MacCallum, second by Sheila M. Hamilton, the Board adjourned at approximately 3:22 p.m.





Minutes approved by the Board on May 11, 2000.







____________________________________________

Cleo P. Mathews, President



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