July 27, 2023 at 6:00 PM - Board of Education Meeting

Discussion:  (See above)

Discussion:   - Boston led the board members in a Moment of Silence. After a moment of silence, Stepp led the audience in the Pledge of Allegiance. 

Discussion:   - Boston advised, thank you for being here tonight. 

Discussion:   - None

Discussion:   (See Above)

Discussion:  - Declarations of Conflict - Per TCA 49-2-202 Board of Education Members who have relatives (per the statue: relative means: Spouse, parent, parent-in-law, child, son-in-law, daughter-in-law, grandparent, grandchild, brother, sister, uncle, aunt, nephew, niece, or any person who resides in the same household as you) employed by the system are asked to raise your hands to identify yourself. "Do you certify that the votes that you make tonight will be in the best interest of the school system, regardless of the effect that your vote may have upon the employment of your relative or relatives?" Boston and King certified by saying individually, "I do."

Discussion:   (See Exhibit #1) Boston advised, next item on the agenda is the approval of the June minutes. We have the June 22nd minutes and we have the June 28th minutes. Hale advised, move to approve. Boston replied, we have a motion to approve. Stull advised, second. Boston continued, and we have a second. Any discussion? No one responded. A Voice Vote was taken.

Discussion:   (See Exhibit #2) Boston advised, next on the agenda we have the approval of the agenda. I'll entertain a motion to approve. Nichols advised, motion to approve. Boston replied, we have a first. Stout advised, second. Boston continued, and we have a second. Any discussion? No one responded. A Voice Vote was taken. 

Discussion:   - Boston advised, I would like to welcome everyone here. Mrs. Mall, I think you're our only elected official and we certainly appreciate you taking your time to join us. Thank you, Mrs. Mall does a great job on the commission.

Discussion:   - Boston advised, next on the agenda is the community comments and I think we have a couple of young ladies who would like to address the board.

Name - Carrie Houston - Senior at Stone Memorial High School
Subject: Stone Memorial High School Tennis Courts concerns. 

Name - Stephanie Turner - Senior at Cumberland County High School
Subject: Cumberland County High School Tennis Courts concerns. 

Discussion:   - Boston continued, next on the agenda is our School Board Reports. First is the TLN Report, Mrs. Shannon Stout.

Discussion:   - Stout advised, well I don't have a real long one, because we all just went to the Legislative in Law Summer Session with TSBA. A couple reminders I wanted to bring to everybody's attention. The USDA ahead of the school season starting came out with a couple of things that I think are going to be helpful to our district here. One of them is some additional monies to help defer the supply chain changes and rising food costs and I pulled up our information for the state of Tennessee and it looks like the state of Tennessee is just getting a little over 25 million dollars in addition to the funds that we had coming in already for our food programs. So how that's dispersed? We'll have to see, but hopefully it'll help Mrs. Hamby and her folks and the kids. Then another change that they were looking at is making the free meals more accessible to students and they haven't finalized everything yet. But what they're looking at doing is lowering the minimum threshold for school districts eligibility. Right now it's 40% for the CEP eligible and they're looking at doing 25%. So it looks like we might get a little more relief with that too. So hopefully some good information to come with that. Just a reminder, if the board wanted to work on any resolutions to turn into TSBA for this upcoming legislative session. Our resolution deadline is September 19th. The Department of Education Safety Grant deadline, which that was a new safety grant. That came out with the new laws this year, is the 29th of September. So hopefully we're rolling on that for the safety grant monies. Then we have our new Commissioner of Education, Ms. Reynolds, that was sworn in and took office on the 1st of July. 

Discussion:   - Boston advised, I know that the majority of the board just got back from our Law Institute. Would anyone like to speak on that? Boston continued, we all had a great time, lots of information obviously. Some that we will be visiting and some that you just go oh gosh. Nichols advised, I was glad our board attorney sat next to me. I asked a lot of questions. It was good. Boston replied, he is very helpful. 

Discussion:   - Boston advised, Mr. Patton your Legal Report. Mr. Patton, would you like to give us our legal report? Patton replied, yes ma'am. There are a couple matters of pending litigation that the board has. The one against the board is the Kirkman versus Cumberland County Board of Education case. I spoke with Ken Williams on that matter earlier in the month. They're still conducting discovery and I've marked it on my calendar to follow up with him in October. I think we'll know a little bit more at that point. It's just one of those situations where the wheels of justice turn slow, but we'll know a little bit more in a few months on that case. The other matter is the JUUL Litigation. I've been waiting to hear an update on that from the last time that I updated the board. I have not heard anything recently, but I will reach out to the firm involved in that and I'll have something over to the board next week. Another matter on my legal report are the results of the Board Self-Evaluation and the Superintendent Evaluation from last month.

Patton read and explained in detail the Board Self-Evaluation and the Superintendent Evaluation scoring subject and results. (See Exhibit #3)

Discussion:   - Boston advised, next on the agenda is our Director's report.

Discussion:   (See exhibit #4) Stepp advised, okay the first thing on the report is I got a communication from Mayor Foster. The County Commission was looking at possibly adding a canopy over the gas pumps at the transportation center. They have an estimated cost. Now this is a work in progress. This isn't a done deal, but they did want to know if the board would support that and I think the normal split between the county and the school system is 60-40. Boston asked, we pay 60? Stepp replied, no we pay 40. That's my understanding. That's what I was told. Nichols advised, Mrs. Bray is nodding. Stepp continued, that's been traditionally what has happened. Bray advised, 40, 40 and 20. Boston asked, okay so who pays 20? Bray replied, the other departments in the county. It's 40 us, 40 I think the highway department and all of the other departments pay 20%. Boston asked, does everybody get gas there? Bray replied, yes. Boston continued, okay so the Maintenance Department for the county would pay part of that 20%. Bray replied, yes. Sheriff's Department, emergency services, everybody. Stepp advised, so they're interested to see if you're willing to be a partner in that. Boston asked, so our portion would only be 40% of $42,000. Bray replied, about $17,000. Stout asked, Mr. Stepp have we gotten feedback from our bus staff departments? Stepp replied, it's needed. It's been talked about since I've been here. That's just a wide open scenario right now. Rain, snow whatever, so the canopy is a good feature to put out there for our employees. Nichols advised, I've seen bus drivers out there getting doused and the policemen and the EMS. It's like there's no way you can't get away from it. You can't hold an umbrella, because the wind goes right straight through there. Boston replied, well  this has been in discussion for several years. They just never kind of proposed it to us before. It's always been a, what do you think? You know we really need this and if you've ever watched an officer filling their vehicles up and it's pouring the rain, whatever. I would certainly make a motion that Mr. Stepp be given the authority to negotiate this up to what, $20,000. Wouldn't you think I would cover it? Stepp replied, my understanding the County Commission collected all the estimates. The things that you have and sent that to me. So I haven't done research. I've just spoken to Mr. Foster and they feel pretty confident that this is really close to what the cost would be. Boston replied, I would make a motion that we give you the authority up to $20,000 to go ahead and proceed and work with County officials to see if we can make this happen. Have I worded that right? I like it. Stout replied, I'll second that. Boston asked, any discussion? Safdie asked, yeah. Where's the money going to come from? Boston replied, it would have to come from Fund Balance or either transportation. Safdie asked, Mrs. Bray do you have any thoughts on where the money would come from? Bray replied, well I thought Mrs. Boston said, it would have come from Fund Balance or somewhere in the transportation budget. Now, obviously it's not budgeted, because I was not aware of this during the budgeting process, but I think it would be well worth it. It's been talked about ever since I've been here by all departments. Nichols advised, it's a need, not a want. Boston advised, and since we are only responsible for 40% of it, that's not a huge investment and I think our employees that utilize that pump station would be grateful. Mr. Safdie? Safdie replied, I'm fine. Boston replied, your fine. Hale asked, Mrs. Bray, do you feel like we have the money somewhere? Bray replied, I think we can find $17,000. I think it's a solid investment for the county. Nichols advised, and we've got other people willing to do their shares. So I think it's good. A Roll Call Vote was taken. 

Discussion:   (See exhibit #5) Stepp advised, okay the next item is I'm requesting your approval to appoint Dr. Farley as our District Testing Coordinator again for this year. She was last year. Boston advised, I'll make a motion. Hale advised, I'll second it. Boston asked, any discussion? No one responded. A Voice Vote was taken. 

Discussion:   (See exhibit #6) Stepp advised, next is also something we do every year. Just getting your approval on those that'll serve on the Disciplinary Hearing Authority Committee for the county; my desginees.  Boston asked, they only sit three at a time right? Stepp replied, correct it rotates. So we try to get as many with experience on that board so they can rotate who's available. Stout advised, motion to approve the board. Nichols advised, second it. Boston replied, we have the first and second. Any discussion? No one responded. A Voice Vote was taken.  

Discussion:   (See exhibit #7) Stepp advised, next is the Uplands Sewer Contract. So what has happened and correct me if I'm wrong, Mrs. Bray, but the cost went up. So it requires a new contract. Patton advised, folks we had a contract that initially started in 2008. It was actually a four-year contract that automatically renewed for four years. So it technically expired in 2016, but they kept providing us water at the same rate that they had provided it for a number of years and so they gave us notice they were increasing the water rate, and so I drafted a contract that would just extend things for another period of time with the higher rate. I don't know how much negotiating there really is with the water rate they provided to us for a long time at the lower rate. So I did draft this contract. It says everything it needs to say. Boston advised, I'll make a motion we approve. Hale advised, second. Boston continued. We have a first and second. Discussion? Boston asked, Mrs. Bray, did we budget for this increase? Bray replied, yes. Boston asked again, we did budget for this increase? Bray replied, I think what I budgeted will accommodate this. Boston replied, okay, because it's a fairly substantial increase and with that being said. Bray replied, it only affects one location. Boston replied, right. Bray continued, so I mean in the big scheme of things we should be fine, because we did not receive increases anywhere else. Boston replied, okay, but you're saying it is in the 23-24 budget? Bray replied, yes. Boston replied, that's all the questions I had. Anyone else? Nichols asked, how much was the increase? Boston replied, it was substantial. It's gonna be about $1,500 a month. Patton replied, the current rate is $15.21 per thousand gallons. Boston replied, it's going up to $1,600 a month. Patton replied, that's correct. Boston continued, it has increased from $4.50 for a thousand gallons to $15.21 per thousand gallons. So about a $9.00 increase per thousand gallons. Any further discussion? No one responded. A Voice Vote was taken. 

Discussion:   (See exhibit #8) Stepp advised, next item is what we do every meeting. Showing you the progress of the Annual Planning Calendar that we're currently working on. 

Discussion:   (See exhibit #9)

Discussion:  - Stepp advised, next item is Personnel Reports. We do that each month also. 

Discussion:   - Stepp advised, also our School Calendars that are in so far. High schools are already moving and shaking and everybody's getting ready for the beginning of the year. We had two freshman orientations this week. So, that was fun. We enjoyed that and I think that completes the Directors. 

Boston asked, one question. Did I see correctly that we have hired 55 new teachers? Stepp replied, yeah I think I sent some pictures out to you guys. They met today, so it was a lot of fun. We had some new teacher training. So there are some new teachers, some veteran teachers, but new to Cumberland County. So it was great to get to know them today and they did a great job training with them and kicking off their year today. Stout asked, so do we have a number of open teaching positions? Stepp replied, yes we still have some open. We have some that we can't hire because we're waiting on the budget to be approved. So we're just in that process right now. Stout advised, but it sounds like we've gotten a good amount. Stepp replied, a good amount, but we've got some high school positions that are holes that we're having to adjust the master schedule with. So that we can cover those holes. They're just some positions, they're just not out there. Stout asked, do we have some folks in the pipeline for when we get budget approved? We can move forward with that. Stepp replied, we're trying. Schools have already started. Stout replied, it's hard to do after the start of the school year. Stepp replied, yeah but we're trying to line those up and get those allegiances set up so that they'll come. Boston advised, I know Putnam County posted they had 110 new teachers. Stepp replied, yeah a lot, but they still have more open positions than we do right now. Boston replied, they hired 110. I mean where'd these teachers come from? Stepp replied, a lot of it's you know people moving in. We got several veterans that have moved in to take positions from Alabama, Georgia, Tennessee all over the place. Stout advised, since one of our top Strategic Plan items is attracting and retaining top talent. 

Discussion:   - Boston advised, next on the agenda is School Board committee's. 

Discussion:   (See exhibit #10) Boston continued, Policy Committee chairman, Mrs. Hamby is not with us tonight. Mrs. Stull would you please. Stull replied, yes we have 25 policies that are for first and final reading that came out of Policy Committee and I make a motion to approve. Boston advised, and it does not require second, because it came out of committee. Is there any discussion on any of the policies? No one responded. Boston continued, and this is the approval of the first and final reading. A Voice Vote was taken. 

Discussion:   (See exhibit #11) Boston advised, next will be your policies for deletion. Stull replied, correct. We had two policies that were duplicate policies and those have also come out of committee. Do we need a second? Boston replied, no. Stull continued, so I'll make a motion to approve the deletion of these two policies. Boston advised, okay it does not require a second. Any discussion on deleting these policies? No one responded. A Voice Vote was taken. 
 

Discussion:   - Boston advised, next on the agenda is the Athletic Committee. I think Mr. Davis is worn out from the Athletic Committee and he is not here tonight.  So we'll bypass that. 

Discussion:   - Boston advised, next is the Budget Committee. We've not had another meeting. We're waiting for the county to approve our budget and we're kind of on hold.

Discussion:   - Boston advised, next is Building and Grounds Committee, Mr Safdie. Safdie advised, we did not have a meeting this month, but we are planning to have a meeting next Monday, August 7th at 4:30pm. 

Discussion:   - Boston advised, next is the Safety Committee and Mrs. Hamby is not here, but I don't recall having one yet. Stull and Nichols replied, we have not had one yet. Boston continued, so there's nothing to report. 

Discussion:   - Boston advised, next is the Contract Committee.  We've not had a meeting. So there is nothing to report.

Discussion:   - Boston advised, next on the agenda is the Chief Financial Officer's Report, Mrs. Bray.

Discussion:   (See exhibit #12) Bray advised, well even though our year has closed, just keep in mind that this is not the final, final. I have submitted everything that I personally have, but there's some other accruals that will be made at the county level and they are working on that currently, but I feel there won't be anything huge or big adjustments. So actually I think we did quite well. We came in within our budget. There was nothing where we were really over.  Revenue came in at about 97%, 98% of what we had budgeted. So I always think that's pretty well, because some of that's really not, really a crap shoot, but we don't really know. Like things on Sales Tax, Property Tax and things like that. So to come within that close, I think that's pretty good and we were at 94.4% of our expenditures. So I don't see anything radically that will change in this. So I think all in all we did a very good year. Boston asked, do we have any construction going on that money is still reflected in this budget? Bray replied, yes. We have what we allotted for our part of the project at CCHS, but ESSER will pay everything that they have money for first and then we will kick in at the very end, but yes that has been appropriated in the maintenance. Boston asked, and that's reflected? Bray replied, yes it is. It's been encumbered, because we have an open PO where nothing has been expended, but it has been encumbered. 

Discussion:   (See exhibit #13) Bray continued, okay Sales Tax wise, I spoke with the County Finance Director. They're still working out his final accrual on that, but it does appear that we will come ahead of where he had budgeted. Not as much as we had originally hoped, but probably somewhere around a hundred thousand dollars. So we'll take it. 

Discussion:   (See exhibit #14) Bray advised, we only have a couple of budget amendments and this is from the federal world. This is just some things that they needed to clean up. Kind of from last year, some things that happened after the fact. I was instructed by the County Finance Director. I know Mrs. Boston had requested me to make a budget amendment, which I will do, but since it had not been approved, he requested that we not amend a budget that wasn't approved yet. Boston advised, and I wondered about that. Bray replied, I had it prepared and he said let's just hold off because technically the dates would not work. Boston asked, do we need to go back and reapprove that?  Bray replied, no. Boston continued, once our budget's committed or since we've already approved it at that time you can submit it? Bray replied, I'll submit it whenever the budget's approved. It's not a problem. He just said we didn't need to put a budget amendment through in NGP for a budget that technically had not been approved by the county. Boston replied, well, that was kind of my thoughts. Bray continued, these others are just on federal budgets and just some things that they have to clean up, because the federal world kind of operates in its own little world. I think CTE had a couple and then there was one to do with ESSER 3.0. I believe, but they're all federal. Boston asked, are they just to clean up? Bray replied, they are. I think we received some extra money. Eldridge replied, that one is new money. Both are new money. Boston asked, is that the Perkins? Eldridge replied, yes. Bray replied, Leslie's always getting people to give her more money. She's good. Boston asked, so the Perkins were both new money, those resolutions. Am I correct? Stepp replied, yes. Bray replied, the ESSER is just to clean up for some things we need to do from prior year. Boston replied, I'll make a motion that we approve the 142 budget amendments. Nichols replied, I'll second it. Boston advised, so we have a first and a second. Any discussion? No one responded. A Roll Call Vote was taken. 

Discussion:   - (See Exhibit #15 ) Boston advised, next on the agenda is the consent agenda. Hale advised, I moved to accept the consent agenda. Boston replied, we have a first from Mrs. Hale. Stull advised, second. Boston replied, we have a second from Mrs. Stull. Boston asked, is there any discussion on the consent agenda? No one responded. A Voice Vote was taken. 

Discussion:   - Discussion was made regarding scheduling team building activities and a work session to discuss the Board's Self Evaluation results on how to improve certain categories.

Discussion:   - Boston asked if there were any questions from the media. No questions were asked.

Discussion:   - Safdie made and Stout seconded a motion to adjourn at 7:07pm.