June 27, 2024 at 7:15 PM - Following the joint meeting - GREENEVILLE CITY REGULAR BOARD MEETING
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I. Call to Order
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II. Recognition of Visitors
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III. Special Recognition
Speaker(s):
Steve Starnes
Time:
(5 Minutes)
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IV. Public Comment Period
Time:
(20 Minutes)
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V. Conflict of Interest Statement
Time:
(5 Minutes)
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VI. CMTA Report
Speaker(s):
Beverly Miller
Time:
(10 minutes)
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VII. Approval of Agenda
Time:
(5 Minutes)
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VIII. Consent Agenda
Time:
(5 minutes)
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VIII.A. Consideration of Approving Minutes of May 2024, Board Meeting
Speaker(s):
Steve Starnes
Attachments:
()
Rationale:
Origin:
___ Topic presented for information only (no board action required) _X_ Board review required by: _X_ State or federal law or regulation
___ Board of Education policy Other: __________________________________________
_X_ Action requested at this meeting
___ Action requested at future meeting: _______________ (date)
Previous Review/Action: _X_ No Previous board review/action ___ Previous review/action date: ________________
action: ________________________________________________ Background Information: In accordance with State law, the Board of Education must approve the minutes of the previous meeting of the Board. The draft of the minutes of the previous meeting shall be sent to all Board members with the agenda for the subsequent meeting.
Summary of Major Elements: Meeting minutes are attached for Board review. Following approval by the Board, the minutes shall be signed by the Board Chair and Director of Schools. The minutes will become permanent records of the Board and shall be made available to any interested party upon request.
Director of Schools' Recommendation: Approval Impact on Resources: None Timetable for Further Review/Action:
None |
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VIII.B. Consideration of Accepting Personnel Report
Speaker(s):
Melissa Batson, Chief Human Resources Officer
Rationale:
Origin:
_X_ Topic presented for information only (no board action required) ___ Board review required by: ___ State or federal law or regulation
_X_ Board of Education policy
Other: __________________________________________
_X_ Action requested at this meeting
___ Action requested at future meeting: _______________ (date)
Previous Review/Action:
_X_ No Previous board review/action ___ Previous review/action date: ________________
action: ________________________________________________
Background Information: In a continuing effort to keep the Greeneville City Board of Education advised of personnel changes in the school system, a report is made monthly to the members. Board action is occasionally required for personnel related matters. Summary of Major Elements: The attached are changes in personnel since the May report to the Board.
Acceptance Impact on Resources: None Timetable for Further Review/Action: None |
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VIII.C. Consideration of Approving Board Policy Revisions (2nd Reading)
Speaker(s):
Steve Starnes, Dr. Suzanne Bryant, Beverly Miller, Ellen Lipe, Melissa Batson, and Jeff Townsley
Attachments:
()
Rationale:
Origin:
___ Topic presented for information only (no board action required) _X_ Board review required by: _X_ State or federal law or regulation
___ Board of Education policy
Other: __________________________________________
_X_ Action requested at this meeting
___ Action requested at future meeting: _______________ (date)
Previous Review/Action: ___ No Previous board review/action _X_ Previous review/action date: _XX/XX/XXX________________________________________
action: _Approved on 1st Reading____________________________
Background Information: Per policy 1.600, at least biannually, the Board shall review its policy manual for the purpose of passing, revising, or deleting policies mandated by changing conditions. This routine review of district policies is done on an ongoing basis by central office administrative staff with the assistance of TSBA's policy maintenance service.
Summary of Major Elements: During Routine review, it was determined that the attached policies needed to either be updated to reflect the current language and practice, or reflect no changes.
Director of Schools' Recommendation: Approval Impact on Resources: None Timetable for Further Review/Action: None |
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VIII.D. Consideration of Approving Board Policy Revisions - No Changes (1st Reading)
Speaker(s):
Steve Starnes, Ellen Lipe, Dr. Suzanne Bryant, Beverly Miller, Melissa Batson, and Jeff Townsley
Attachments:
()
Rationale:
Origin:
___ Topic presented for information only (no board action required) _X_ Board review required by: _X_ State or federal law or regulation
___ Board of Education policy
Other: __________________________________________
_X_ Action requested at this meeting___ Action requested at future meeting: _______________ (date)
Previous Review/Action: _X_ No Previous board review/action ___ Previous review/action date: ________________
action: ________________________________________________
Background Information: Per policy 1.600, at least biannually, the Board shall review its policy manual for the purpose of passing, revising, or deleting policies mandated by changing conditions. This routine review of district policies is done on an ongoing basis by central office administrative staff with the assistance of TSBA’s policy maintenance service. Summary of Major Elements: During routine review, it was determined that no changes were required in the attached policies. Director of Schools' Recommendation: Approval Impact on Resources: None Timetable for Further Review/Action: 2nd reading at XXX Board meeting |
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VIII.E. Consideration of Approving Beverage Vending Contract
Speaker(s):
Beverly Miller
Attachments:
()
Rationale:
Origin:
__ Topic presented for information only (no board action required) _X_ Board review required by: _X_ State or federal law or regulation __ Board of Education policy Other: __________________________________________ _X_ Action requested at this meeting __ Action requested at future meeting: _______________ (date) Previous Review/Action: _X_ No Previous board review/action __ Previous review/action date: ________________ action: ________________________________________________ Background Information: The district beverage/vending contract with Pepsi will expire on June 30, 2024. A request for proposal was issued by GCS which resulted in the receiving of one proposal (Pepsi). A district team was selected to carefully evaluate the proposal and make a recommendation going forward. The team unanimously approved the Pepsi proposal. Summary of Major Elements: Pepsi is being recommended as the vendor-partner for GCS beverage/vending. The contract will begin on July 1, 2024, and will expire on June 30, 2027. However, RFP and contract verbiage includes provision for maximum of two (1-year) contract extensions. If executed, the extensions could place contract expiration date on June 30, 2029. The proposed Pepsi proposal is provided as supporting documentation. Director of Schools' Recommendation: Approval Impact on Resources: Timetable for Further Review/Action: Immediate |
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VIII.F. Consideration of Approving School Trip Request
Speaker(s):
Steve Starnes
Attachments:
()
Rationale:
Origin:
__ Topic presented for information only (no board action required) _X_ Board review required by: __ State or federal law or regulation _X_ Board of Education policy Other: __________________________________________ _X_ Action requested at this meeting __ Action requested at future meeting: _______________ (date) Previous Review/Action: _X_ No Previous board review/action __ Previous review/action date: ________________ action: ________________________________________________ Background Information: Board Policy 4.302 specifies that the Board must approve field trips that are both overnight and out-of-state. Additionally, approval is required when students must leave school early for participation in athletic events. Summary of Major Elements: The detailed trip request is attached. Director of Schools' Recommendation: Approval Impact on Resources: None Timetable for Further Review/Action: None |
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VIII.G. Consideration of Approving 2024-2025 Paper Contract for District
Speaker(s):
Beverly Miller
Rationale:
Origin:
__ Topic presented for information only (no board action required) _X_ Board review required by: _X_ State or federal law or regulation __ Board of Education policy Other: __________________________________________ _X_ Action requested at this meeting __ Action requested at future meeting: _______________ (date) Previous Review/Action: _X_ No Previous board review/action __ Previous review/action date: ________________ action: ________________________________________________ Background Information: GCS currently purchases approximately 750–850 cases of paper per year for use at all schools and business offices. This contract is negotiated on an annual basis. Summary of Major Elements: Following the release of the request for proposals, three submissions were received. Staples is the recommended vendor/supplier. Supporting proposal documentation is attached for review.
Company Description Price Tennessee Office Supply 8.5" x 11" paper $40.55/case Archie Supply 8.5" x 11" paper $56.04/case Staples 8.5" x 11" paper $37.50/case Director of Schools' Recommendation: Approval Impact on Resources: Funds are budgeted in the 2024-25 budget. Timetable for Further Review/Action: None |
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VIII.H. Consideration of Approving Highland Roof Deck Replacement Project
Speaker(s):
Beverly Miller
Rationale:
Origin:
__ Topic presented for information only (no board action required) _X_ Board review required by: _X_ State or federal law or regulation __ Board of Education policy Other: __________________________________________ _X_ Action requested at this meeting __ Action requested at future meeting: _______________ (date) Previous Review/Action: _X_ No Previous board review/action __ Previous review/action date: ________________ action: ________________________________________________ Background Information: A section of roof over the academic section of Highland Elementary was damaged by a windstorm on Tuesday, November 21st. Insurance will pay to repair the 30’ x 50’ damaged section of the roof. Due to the age of the roof, the repair will require different materials than the surrounding area. Since the roof is already on our capital replacement list, the recommendation is to apply insurance funds toward completely replacing the entire roof with a 30-year warranty rather than just patching a 30’ x 50’ section. The BOE approved a proposal from Morristown Roofing to replace the section during its January 2024 meeting. As the work began, it was discovered that the decking material installed in the 1970s was degraded and needed to be replaced. Original tests conducted prior to the bid process did not reveal the damage. However, once discovered, there is no choice but to replace the deck as part of the process. Summary of Major Elements: Morristown Roofing submitted a proposal for replacing the roof deck for a total of $115,767.42. Supporting documentation is attached for review. Due to the nature and scope of the work, the purchase order has been issued and the work is underway. The district utilized provisions made possible in Tennessee law and State Board of Education regulations allowing emergency purchases under conditions such as these. Director of Schools' Recommendation: Approval Impact on Resources: Capital Budget funds will be utilized. Timetable for Further Review/Action: None |
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VIII.I. Consideration of Approving Final 2023-2024 General Purpose Budget Amendment
Speaker(s):
Ellen Lipe, CPA
Attachments:
()
Rationale:
Origin:
__ Topic presented for information only (no board action required) _X_ Board review required by: _X_ State or federal law or regulation __ Board of Education policy Other: __________________________________________ _X_ Action requested at this meeting __ Action requested at future meeting: _______________ (date) Previous Review/Action: _X_ No Previous board review/action __ Previous review/action date: ________________ action: ________________________________________________ Background Information: Budget Amendments are made as closely as possible to fiscal year end to more accurately reflect revenues, expenditures, and account categories. Summary of Major Elements: Attached is the Final General Purpose School Fund Budget Amendment to be approved in the 2023-2024 Fiscal Year. The amendment moves 2023-2024 funding to the state-approved account codes needed to match final expenditure projections. Director of Schools' Recommendation: Approval Impact on Resources: As presented in the attached budget amendment Timetable for Further Review/Action: None
Time:
(5 Minutes)
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VIII.J. Consideration of Approving Fiscal Year 2024 Federal Projects Budget Amendment #6
Speaker(s):
Ellen Lipe, CPA
Attachments:
()
Rationale:
Origin:
__ Topic presented for information only (no board action required) _X_ Board review required by: _X_ State or federal law or regulation __ Board of Education policy Other: __________________________________________ _X_ Action requested at this meeting __ Action requested at future meeting: _______________ (date) Previous Review/Action: _X_ No Previous board review/action __ Previous review/action date: ________________ action: ________________________________________________ Background Information: Budget Amendments are made periodically throughout the year to more accurately reflect anticipated revenues, expenditures, timing of expenditures, and grant award allocations. Summary of Major Elements: Attached is the sixth Federal Projects Budget Amendment to be approved in the 2023-2024 Fiscal Year. Director of Schools' Recommendation: Acceptance Impact on Resources: As presented in the attached Budget Amendment. Timetable for Further Review/Action: None |
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VIII.K. Consideration of Approving 2024-2025 Federal Projects Budget
Speaker(s):
Ellen Lipe, CPA
Attachments:
()
Rationale:
Origin:
__ Topic presented for information only (no board action required) _X_ Board review required by: _X_ State or federal law or regulation __ Board of Education policy Other: __________________________________________ _X_ Action requested at this meeting __ Action requested at future meeting: _______________ (date) Previous Review/Action: _X_ No Previous board review/action __ Previous review/action date: ________________ action: ________________________________________________ Background Information: The State of Tennessee requires approval of the Federal Projects Budget by the Board of Education. Summary of Major Elements: The 2024-2025 Federal Projects Budget is attached. Director of Schools' Recommendation: Approval Impact on Resources: As presented in the attached Budget Timetable for Further Review/Action: Budget Amendments as necessary during the 2024-2025 fiscal year as allocations are updated and new grants are added. |
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VIII.L. Consideration of Approving Carmen Cox Scholarship Recipients
Speaker(s):
Ellen Lipe, CPA
Rationale:
Origin:
__ Topic presented for information only (no board action required) _X_ Board review required by: _X_ State or federal law or regulation __ Board of Education policy Other: _Carmen Cox Scholarship Trust_________________________________________ _X_ Action requested at this meeting __ Action requested at future meeting: _______________ (date) Previous Review/Action: _X_ No Previous board review/action __ Previous review/action date: ________________ action: ________________________________________________ Background Information: The Greeneville City Board of Education serves as trustees for the Carmen Cox Scholarship Trust. The Trust was established in 1996 through a bequest from the estate of T. Elmer Cox in memory of his wife, Carmen Cox. The Trust exists to provide scholarship assistance for post-secondary education to outstanding business students in each of the high schools located in Greene County. A trustee appointed committee determines scholarship amounts and recipients annually. Applications were solicited from all five high schools located in Greene County. This is in accordance with Trust guidelines. The recipients of the 2024 Carmen Cox Scholarship are:
Summary of Major Elements: X Director of Schools' Recommendation: Approval Impact on Resources: $10,000 from the Carmen Cox Scholarship Trust Timetable for Further Review/Action: None |
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VIII.M. Consideration of Approving 2023-2024 School Nutrition Budget Amendment #2
Speaker(s):
Ellen Lipe, CPA
Attachments:
()
Rationale:
Origin:
__ Topic presented for information only (no board action required) _X_ Board review required by: _X_ State or federal law or regulation __ Board of Education policy Other: __________________________________________ _X_ Action requested at this meeting __ Action requested at future meeting: _______________ (date) Previous Review/Action: _X_ No Previous board review/action __ Previous review/action date: ________________ action: ________________________________________________ Background Information: Budget Amendments are made periodically throughout the year to more accurately reflect anticipated revenues, expenditures, timing of expenditures, and grant award allocations. Summary of Major Elements: Attached is the second and final School Nutrition Budget Amendment to be approved in Fiscal Year 2023-2024. Due to the specialized nature of the School Nutrition Program, it is recommended that any questions be submitted to the CFO prior to the Board meeting so that the proper information can be gathered. Director of Schools' Recommendation: Approval Impact on Resources: As presented in the attached Budget Amendment. Timetable for Further Review/Action: None |
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VIII.N. Consideration of Approving 2024-2025 School Nutrition Budget
Speaker(s):
Ellen Lipe, CPA
Attachments:
()
Rationale:
Origin:
__ Topic presented for information only (no board action required) _X_ Board review required by: _X_ State or federal law or regulation __ Board of Education policy Other: __________________________________________ _X_ Action requested at this meeting __ Action requested at future meeting: _______________ (date) Previous Review/Action: _X_ No Previous board review/action __ Previous review/action date: ________________ action: ________________________________________________ Background Information: The State of Tennessee requires approval of the School Nutrition Budget by the Board of Education. The financial position of the School Nutrition Program at GCS is very good. Summary of Major Elements: The 2024-2025 School Nutrition Budget is attached. Director of Schools' Recommendation: Approval Impact on Resources: As presented in the attached budget Timetable for Further Review/Action: None |
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IX. Action Items
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IX.A. Consideration of Accepting May 2024 Financial Statements
Speaker(s):
Ellen Lipe, CPA
Attachments:
()
Rationale:
Origin:
___ Topic presented for information only (no board action required) _X_ Board review required by: ___ State or federal law or regulation
_X_ Board of Education policy
Other: __________________________________________
___ Action requested at this meeting___ Action requested at future meeting: _______________ (date)
Previous Review/Action: _X_ No Previous board review/action ___ Previous review/action date: ________________
action: ________________________________________________
Background Information: Financial Statements are presented to the Board of Education each month. Summary of Major Elements: Attached are the following May 2024 financial statements: · Local Revenue Tracking Report · General Purpose/Federal Statements of Revenue & Expenditures Director of Schools' Recommendation: Acceptance Impact on Resources: None Timetable for Further Review/Action: None
Time:
(5 minutes)
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IX.B. Consideration of Approving 2024-2025 General Purpose Budget
Speaker(s):
Ellen Lipe, CPA
Attachments:
()
Rationale:
Origin:
__ Topic presented for information only (no board action required) _X_ Board review required by: _X_ State or federal law or regulation __ Board of Education policy Other: __________________________________________ _X_ Action requested at this meeting __ Action requested at future meeting: _______________ (date) Previous Review/Action: _X_ No Previous board review/action __ Previous review/action date: _05-17-2024 05-13-2024_______________ action: __GCS BOE Budget Workshop; GCS General Purpose Budget Approval______________________________________________ Background Information: The attached General Purpose School Fund Budget has been approved by the Greeneville City Council. The 2024-2025 General Purpose School Fund Budget presented reflects the latest information available at the time of Budget Document submission. The Budget is a culmination of a thorough and in-depth process. It reflects the Administration, Leadership Team, and the Board of Education’s best efforts to address the needs of Greeneville City Schools and meet State and Federal requirements. Summary of Major Elements: The 2024-2025 General Purpose Budget is attached. Director of Schools' Recommendation: Approval Impact on Resources: As Presented Timetable for Further Review/Action: None
Time:
(5 Minutes)
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IX.C. Consideration of Approving Board Policy Revisions - 1st Reading
Speaker(s):
Steve Starnes, Dr. Suzanne Bryant, Beverly Miller, Ellen Lipe, Melissa Batson, and Jeff Townsley
Attachments:
()
Rationale:
Origin:
___ Topic presented for information only (no board action required) _X_ Board review required by: _X_ State or federal law or regulation
___ Board of Education policy
Other: __________________________________________
_X_ Action requested at this meeting___ Action requested at future meeting: _______________ (date)
Previous Review/Action: _X_ No Previous board review/action ___ Previous review/action date: ________________
action: ________________________________________________
Background Information: Per policy 1.600, at least biannually, the Board shall review its policy manual for the purpose of passing, revising, or deleting policies mandated by changing conditions. This routine review of district policies is done on an ongoing basis by central office administrative staff with the assistance of TSBA’s policy maintenance service. Summary of Major Elements: Revisions are recommended to the attached policies on 1st reading. Director of Schools' Recommendation: Approval Impact on Resources: None Timetable for Further Review/Action: None
Time:
(5 minutes)
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IX.C.1. Consideration of Removing Board Policies
Speaker(s):
Steve Starnes, Dr. Suzanne Bryant, Beverly Miller, Ellen Lipe, Melissa Batson, and Jeff Townsley
Rationale:
Origin:
__ Topic presented for information only (no board action required) _X_ Board review required by: _X_ State or federal law or regulation __ Board of Education policy Other: __________________________________________ _X_ Action requested at this meeting __ Action requested at future meeting: _______________ (date) Previous Review/Action: _X_ No Previous board review/action __ Previous review/action date: ________________ action: ________________________________________________ Background Information: X Summary of Major Elements: X Director of Schools' Recommendation: Approval Impact on Resources: X Timetable for Further Review/Action: None |
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IX.D. Consideration of Approving Board Policy Revisions - (1st and Final Reading)
Speaker(s):
Steve Starnes, Dr. Suzanne Bryant, Beverly Miller, Ellen Lipe, Melissa Batson, and Jeff Townsley
Attachments:
()
Rationale:
Origin:
__ Topic presented for information only (no board action required) _X_ Board review required by: _X_ State or federal law or regulation __ Board of Education policy Other: __________________________________________ _X_ Action requested at this meeting __ Action requested at future meeting: _______________ (date) Previous Review/Action: _X_ No Previous board review/action __ Previous review/action date: ________________ action: ________________________________________________ Background Information: X Summary of Major Elements: X Director of Schools' Recommendation: Approval Impact on Resources: X Timetable for Further Review/Action: None
Time:
(5 Minutes)
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IX.E. Consideration of Approving Insurance Coverage for 2024-2025 Year
Speaker(s):
Beverly Miller
Attachments:
()
Rationale:
Origin:
__ Topic presented for information only (no board action required) _X_ Board review required by: _X_ State or federal law or regulation __ Board of Education policy Other: __________________________________________ _X_ Action requested at this meeting __ Action requested at future meeting: _______________ (date) Previous Review/Action: _X_ No Previous board review/action __ Previous review/action date: ________________ action: ________________________________________________ Background Information: The district consistently relies upon adequate and appropriate insurance coverage to protect district assets and human resources. Continuous analysis is critical to ensure neither gaps nor overlaps exist in district policies. Summary of Major Elements: The GCS District is a member of the PEPartners. PEPartners is a voluntary, cooperative organization established by the cities and towns of the state for mutual assistance and improvement. The PEPartners is focused on helping provide high-quality risk management services for municipalities and school districts. Our local broker for PEPartners is the McInturff, Milligan, & Brooks group located in Greeneville, Tennessee. GCS has a long-standing relationship with this firm, and the group continues to provide exemplary customer service and support to the district. The firm also worked with Tennessee Risk Management to secure a quotation for insurance services. The supporting documentation provides details regarding quotations, policies, and overall coverage. The recommended insurance company for the 2024-2025 year is PEPartners. The following table depicts the costs for property, general liability, and workers' compensation coverage for both GCS and GTC.
Director of Schools' Recommendation: Approval Impact on Resources: Besides the policies outlined above, the table below depicts the costs associated with additional district 2024-2025 insurance policies. The total annual financial impact including expenses related to the district and with GTC is $494,613.50. District costs are $454,239.50, and GTC costs are $40,374.
Timetable for Further Review/Action: Immediate
Time:
(5 Minutes)
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IX.F. Consideration of Approving Purchase of New Maintenance Van
Speaker(s):
Phillip Graham
Attachments:
()
Rationale:
Origin:
__ Topic presented for information only (no board action required) _X_ Board review required by: _X_ State or federal law or regulation __ Board of Education policy Other: __________________________________________ _X_ Action requested at this meeting __ Action requested at future meeting: _______________ (date) Previous Review/Action: _X_ No Previous board review/action __ Previous review/action date: ________________ action: ________________________________________________ Background Information: A cyclical replacement of the GCS Operations vehicle fleet is necessary for the overall operations of the school district. The van currently scheduled for replacement is a 2010 Ford Econoline van with 179,979 miles. The vehicle recommended for purchase to replace the 2010 model will be a mid-top van with a ladder rack, interior shelving, material bins, and a steel bulkhead. Summary of Major Elements: A recommendation is made to accept the proposal (attached as supporting documentation), a mid-top 2024 Ford 2024, F350 with 60 month/100,000-mile powertrain warranty. Upon approval, the vehicle will be purchased from Ford of Murfreesboro via the Tennessee State Purchasing Contract for $57,508.55. Director of Schools' Recommendation: Approval Impact on Resources: Funds are budgeted annually to replace one operational vehicle per year. Timetable for Further Review/Action: None
Time:
(5 Minutes)
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IX.G. Consideration of Approving EastView Elementary School CDC Classroom Restroom
Speaker(s):
Beverly Miller
Attachments:
()
Rationale:
Origin:
__ Topic presented for information only (no board action required) _X_ Board review required by: _X_ State or federal law or regulation __ Board of Education policy Other: __________________________________________ _X_ Action requested at this meeting __ Action requested at future meeting: _______________ (date) Previous Review/Action: _X_ No Previous board review/action __ Previous review/action date: ________________ action: ________________________________________________ Background Information: In 2019, a CDC classroom was added at Eastview Elementary School. To better serve these students, a bathroom in the classroom is needed. Dave Wright was contracted to design the bathroom and create bid documents. Summary of Major Elements: The public was invited to bid on the project as stipulated by State law. One bid was submitted for the project by Hite Construction Company for $58,400.53 The sole bid is being recommended for approval. Director of Schools' Recommendation: Approval Impact on Resources: Capital Budget funds will be utilized. Timetable for Further Review/Action: None
Time:
(5 Minutes)
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X. Director's Report
Time:
(5 minutes)
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XI. Director of Schools Evaluation
Speaker(s):
Cindy Luttrell
Time:
(5 Minutes)
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XII. Legislative Update
Speaker(s):
Pam Botta
Time:
(5 Minutes)
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XIII. Adjournment
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Chair to Board Members:
Chair to Board Members:
Chair to Board Secretary: