December 7, 2023 at 6:00 PM - Board of Education Meeting

Discussion:  (See above)

Others in Attendance:

Earl Patton, Attorney
Scott Humphreys - Media
Heather Mullinax - Media

Student Representatives:

Braden Whitehair - The Phoenix School 
Nicole Ranson - Stone Memorial High School 

Discussion:  - Boston led the board members in a Moment of Silence. After a moment of silence, Clara Savage and Orlando Pimentel from South Cumberland Elementary led the audience in the Pledge of Allegiance. 

Discussion:   - Boston advised, welcome everyone. It looks like we have a full house and we certainly appreciate that.

Discussion:   (See Exhibit #1) Boston advised, next on the agenda, Mr Stepp is the Kids First Award. Stepp replied, Mrs. Barnes, come on up. Barnes read, Dr. Howie Peebles Stone Elementary School as a long time professional in Cumberland County, Dr. Howie Peebles retired from dentistry only to be a regular staple at Stone Elementary School. He volunteers in many ways to help enrich our students’ education and shape a positive learning environment, as well as bringing joy to our staff by supporting and spoiling them with treats. Anytime you visit Stone Elementary, you may catch him reading with kindergarten students as he does this on a regular basis. Dr. Peebles chaperons field trips and gives presentations to classes about dental health. As an avid beekeeper, Dr. Peebles also gives presentations about bees and their importance to our environment. Dr. Peebles also works at special concessions events, donating treats for students. You will find him volunteering to assist in the cafeteria for holiday meals. He is referred to as the "pie pusher" by our cafeteria staff. The Coffee Cart is sponsored by Dr. Peebles as a special treat for teachers each year. He always donates gifts and treats to our Sunshine Committee to help bring joy during the "12 Days of Christmas" and Teacher Appreciation Week events. Dr. Peebles is always willing to help out whenever and wherever he is needed. The impact of his volunteerism resonates far and wide within our school. It is volunteers like him who exemplify the spirit of generosity and community engagement, serving as an inspiration to others. Stone Elementary is grateful for his support and would like to recognize his contribution to our school.

Discussion:   - Stepp advised, tonight's special recognition is a music night. Stepp recognized the Honors Band students and the Air Force Band students. He presented each student with a Certificate of Appreciation. 

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 #2) Boston advised, next on the agenda is the approval of the October 26th and November 30th minutes. I'll entertain a motion to approve. King replied, move to approve both. Safdie replied, second. Boston replied, okay so we have a first and a second. Do we have any discussion? No one responded. A Voice Vote was taken. 
 

Discussion:   (See Exhibit #3) Boston advised, next on the agenda is the approval of the agenda. Before we approve the agenda, I would like to move 18.A. off the Consent Agenda, because it involves funds that we have to approve separately. Boston continued, I would make a motion that we approve the agenda moving 18a off of the Consent Agenda. Hamby replied, and I'll second. Boston replied, we have a first and a second. Any discussion? No one responded. A Voice Vote was taken. 

Discussion:   - Boston advised, Acknowledgment of the Elected Officials and since there are quite a few County Commissioners, would you please stand. Mrs. Sue York, Mr. Tom Isham, Mr. Joe Sherrill, Mrs. Deborah Holbrook, and Mr. John Patterson stood up. Boston continued, welcome all of you. Thank you for coming and we so appreciate you. 

Discussion:   - Boston stated there are # community members that have signed up to speak before the board.

Name: Joe Sherrill - County Commissioner
Address: 1141 Hebbertsburg Rd. Crab Ochard, TN 
Subject: Thanked the BOE for the progress they are making with the DOS and the County Commission. Then he discussed the differences in business operations.  

Name: Craig Clark
Address: 2266 Hwy 68 Crossville, TN
Subject: Violations of BOE policies, rules and procedure. 

Name: Linda Clark
Address: 2266 Hwy 68 Crossville, TN
Subject: CCS Policy 1.405, rules protecting absentees, and agenda items without attachments or detail. 

Name: Elizabeth Bancroft 
Address: 16 West Ridge Crossville, TN
Subject: Meeting environment and decorum.

Name: Sharon Moore
Address: 22 Victory Way Crossville, TN
Subject: Improvement and effectiveness of board operations.

Name: Karen Frantzen
Address: 895 Parnell Rd. Crossville, TN 
Subject: November 30th Board Meeting, committee structure, board business, and fundamental skills. 

Name: Jason Futrell
Address: 1775 York Rd Crossville, TN 
Subject: Middle School Basketball

Name: Nancy Woodcock
Address: 33 Andrew Lane Crossville, TN 
Subject: Subcommittees are not hearing the voices of other board members. 

Name: Chris Godderd
Address: 103 Phyllis Street Crossville, TN 38555
Subject: School Voucher Program proposal. 

Name: Rachel Goddard
Address: 103 Phyllis Street Crossville, TN 38555
Subject: Federal Funding for Education that will affect Special Education. 

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

Discussion:   - Stout advised, a few things I wanted to make you all aware of this evening. At the meeting we had our delegate assembly during our Annual School Board Conference in November and during that assembly there are eight resolutions that move forward that are going to be on the TSBA 2024 Legislative Agenda. Qualifications for the Director of Schools, lifting the moratorium on Special School Districts Letter Grading System of public schools. Which I'm going to talk a little bit more about in a minute. Partisan elections of school board members, funding for Special Education, preschool students, temporary permits for teachers, options for third and fourth grade retention, and ability to conduct lotteries for educational purposes. So those are the eight moving forward that they're going to be working on during this Legislative Session. Now regarding the letter grading system of public schools, I made mention of this last month in my report. They were still working on it and hadn't released their formulas on how they were going to be looking at grading, but they have done that and the letter grades are going to be calculated by achievement and they've got percentages regarding weights for elementary, middle and high school growth. So overall growth and growth of the bottom 25% of students in a school and then College and Career Readiness at the high school level.  So those are the four areas that they're going to be categorizing or coming up with the grades for the schools going forward. Mr. Stepp, I believe that we've received some information as a district, if you want to say something tonight. Stepp replied, well we've received some data, but the letter grades have not been released, but we've met with each principal and it's called a heat map that shows our annual measurable objectives and how they perform. Each school performed on those. There's six for the high schools and four for the K-8 schools. So we've been working on that and principal's been working really hard on Improvement Plans and continuous Improvement Plans. So we're hitting on every cylinder right now and they were still saying that we should be getting the grades sometime in December, but they haven't said when in December. The release of information is a moving target. Stout continued, yeah the TSBA Legislative Agenda item that they're going to be addressing with this grading scale is that the single letter grade cannot adequately capture any school's overall performance. Consequently, TSBA is going to advocate for legislation requiring the department to also publish letter grades for each of the achievement growth of the bottom 25% in College and Career Readiness indicators. So they would like not just one overall grade, but they want the grades posted in each one of those areas to give a bigger picture on that. So hopefully, we'll have more information on where fall grading lies in December and then we'll see what happens with this Legislative Session on additional grade posting for those categories and then the last piece I wanted to mention to everybody is last week Governor Lee unveiled the Education Freedom Scholarship Act. If y'all would like more information on that act, you can go out to Tennessee Education Free Information on it, but basically it's school choice and for everybody across the state in choice. In where taxpayers dollars are spent. So the dollars follow the students to their school of choice. What they've laid out is in the 24-25 school year they're going to provide 20,000 scholarships and it's $10,000 a piece. That's going to be available. They're breaking it into two categories. 10,000 of those scholarships are going to be for students at or below the 300% Federal Poverty Level. They've got a disability or they're eligible for existing TISA Pilot Program, which they've been running the other 10,000 scholarships are going to go into a universal pool of students that are entitled to attend public school. So that's for the 24-25 school year and then the 25-26 school year and beyond. They're looking at all Tennessee students entitled to attend public schools and they're going to place a priority on current enrolled students and low income if the demand exceeds the available funding. So I'd encourage everybody to go out and take a look at the website and the details and that summarizes my report. 

Discussion:   - Boston advised, board members report from any training that you may have received and I think we all went to conference. So we could all report on that, however do you have any board members who have anything individual to say? Stout replied, I would just like to thank Mr. Stepp and his staff and the principals and the students that took part in the school tours that they made available for us and the Commissioners over the course of the last month and a half. We were doing those of all the elementary schools. It was very informative. It's great to meet with everybody and interact with the students and so appreciate the opportunity to do that. We have some amazing teachers. I'm thinking of that band teacher. He is just a riot working with those kids. Nichols replied, it was unbelievable. I saw those kids they had to program the computers and I don't understand all that language, but they were the computers were or the things were going forward backwards upwards and the jaws were opening up and closing and it was just chaos, but it was organized and they had a blast. A lot of practical applications. A lot of application throughout all the subjects. It's amazing what we're doing.

Discussion:   - Boston advised, Mr. Patton your Legal Report. Patton replied, we have received some correspondents concerning the JUUL Case and my understanding is that settlement agreement has been approved by the court and we should be receiving an email next week. Probably through Mr. Stepp that will give some instructions on how to sign off on the accounting and hopefully be receiving those funds in the near future. Social media suit, the fee agreement has been signed and been sent in. I haven't received any reports on that, but hopefully we'll have some more on that social media suit coming in the near future. Other than that there's no update pending litigation and there certainly is no new litigation. Boston replied, that's what we like to hear. On the JUUL Case, will we receive all those funds at once or are they a payout? Patton replied, my understanding is that this is the first phase and that there may be more to come after this.

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

Discussion:   (See Exhibit #4) Stepp advised, so starting out by law the board has to approve the Collaborative Conferencing Committees. This has been done ever since the law changed. This year representing the teachers Mrs. Julia Timson, CCEA. They have their team and then the Board of Education. We have an admin team for that. That we've created, but by law you have to approve these two committees and then we'll get started in the spring for our next MOU. This one was three years and it ends in 2024. So we're excited to get back to the table and do great things for teachers. King replied, madam chair, move to approve 15.A. Safdie replied, second. Boston replied, okay so we have a first and a second to approve the proposed Collaborative Conferencing Administrative Committee and Teacher Committee. Any discussion? Davis replied, I have a question. Boston replied, yes sir. Davis continued, on the Collaborative Conferencing that was discussed in the Special Call Meeting. Was there items that had to be dealt with between then and now? Is that why those items were on that agenda? Boston replied, yes we have a January 15th deadline and you're fixing to go into the holidays where the teachers might not be there. So yes, between last week and today. Davis asked, what happened specifically? Boston replied, well we wanted to get started on it, because we were going into the holidays and my thoughts were the survey had not been done and the survey had to be done first. When I called to set the Special Called Meeting, so we could because you have to do the survey, send that out, give a specific time frame in which the teachers to respond. Then you set these two committees, because those ballots have to be opened, that had already been done and actually the board had to approve that as well. So Mr. Stepp and I went ahead and the Executive Committee approved it. So we went ahead and voted on it and put that on the agenda first. Had we had to do all of it, then we were on a time frame. Now we've got our committees and we're well within our January 1st. Davis asked, so that extra week helped? Boston replied, yes, yes it did. Davis replied, thank you. Boston asked, so any further discussion? No one responded. A Voice Call Vote was taken.  

Discussion:   (See Exhibit #5) Stepp advised, so the Strategic Plan. All we need is for the board; now that you've been able to review it for a month is to approve that and then we will begin the detail version of planning it out and we'll do some more work on it at our annual retreat that we're doing in January. So we just need you to approve this outline and then we'll begin with the accountability measures, the planning out with action steps and all that part of it. Safdie replied, Mr. Stepp, I move to approve. Stout replied, second. Nichols replied, you have to change the spelling of my name. Stepp replied, we will. I got it. Boston replied, we have a first and a second to approve the Five-Year Strategic Plan. Any discussion? King replied, I think there was a lot of hard work put in and it's a good plan. Boston repIied, I think it's an excellent plan. It's very well laid out. Any discussion? No one responded. A Voice Vote was taken. Boston replied, so we can move forward to the next step. 

Discussion:   (See Exhibit #6&7) - Stepp advised, next I'd like to talk about both of these positions together. We have the Human Resources position and the Financial Controller used to be the CFO position. What I'd like to discuss is actually that second attachment. If you can scroll down a little bit. Lean Frog, when they did the study, they made a suggestion of that starred column be the Un-Certified Supervisor Pay Scale. Boston replied, it's actually Non-Certified Supervisor B. Stepp replied, correct. We've talked in the private sector and in local government. Those salaries are much higher than what we currently offered. So with people with experience, I'd like to be able to follow this scale. So we can be competitive and get the best people we have out there. Boston replied, your proposal is for the HR and CFO? Stepp replied, yes. I propose that both of those positions either follow that scale or we modify it just so we can be more competitive and get the best of the best to come work with us. Boston replied, okay now if we approve and it's not on the agenda to vote on tonight, but if we vote to approve that, we've already authorized you to spend $75,000 on HR. Stepp replied,  finance. That was the finance. Boston continued, that was the finance. Does that back off and we start with this scale? Stepp replied, well you gave that as my ceiling. Boston replied, okay, okay. Stepp continued, you originally gave me 75 as the ceiling. So if we follow this scale, we do have a policy where we're accepting their work experience. So if they're a finance person in the private sector, we'll count that experience towards the salary here. That was a policy change made last year. Boston replied, and it is not on the agenda to vote on. Stepp replied, I think you can still make a motion if you would like to. Nichols replied, we're not attracting anybody with 75 is that? Stepp replied, currently not with that being the high end. I guess the best comparison is the County Finance Director that we're in the middle of interviewing for right now. That pay is at 97 and we manage 2/3 of the county budget. Safdie advised, I was looking at this sheet. Stepp continued, so the HR that was from Lean Frog. If you go to the attachment before an HR. That was just what Lean Frog gave us as a market analysis and this was two years ago. So on that market analysis that's the state, so that's where a lot in Industry and education industry and then if you'll scroll on down to where we can see the bottom. That's where we're at right around 57ish up to 66. Safdie asked, may I ask another question? Stepp replied, absolutely. So that's just a research piece of paper that Lean Frog gave us on the study of HR positions. Safdie replied, and on the other sheet I wasn't able to see the salary that we're currently going to offer a Human Resource Supervisor when we hire one. Boston replied, Mrs. Bray explained it. Stepp asked, Mrs. Bray, can you elaborate a little bit on what you and I and Mrs. Boston had already talked about. What we're offering and then what we're suggesting here? Bray replied, we have a public salary scale. Now I don't if that was included in that attachment for that position. It starts much lower and basically, now what we were proposing is to go to Column B for those two positions. That is significantly higher than what we started now. Boston asked, right now we're starting and I brought the sheet with me. It's starting at 50. That starts at 65. Bray replied, correct and then we would give credit for any experience that they have that they can verify from private sector or public sector, whatever. Stepp replied, so just to put that scale; we're the largest employer. So we're at 1100 plus employees and 64 million plus Federal Programs money. So the both of them are large jobs to handle when you look at it. Safdie replied, I talked to a Human Resource Officer yesterday and this person was making $93,000 a year and I asked her would you come to Cumberland County and work for $87,000 and she said no. I asked her again, would you work for 80,000 and she said no. I'm greatly confused, because if we know that the current job market is offering experienced Human Service Officers, Resource Officers at a job between $78,000 and $92,000? What are we offering for a startup salary? Stepp and Boston replied, $50,000. Safdie replied, I simply cannot accept that. Boston asked, if we hire someone and we give them credit for the 10 years experience, that's just at 60? Bray replied, correct. Boston continued, so this scale would allow us to start out somebody fresh off the street at 65? Bray replied, yes ma'am and like I said I don't anticipate as you and I discuss that we would hire someone with zero experience. This is a big job. You need to have a little experience under your belt  before you start. Boston replied, but that is where we would start, but then you add the years of experience. Safdie asked, so when are they going to reach $80,000 or $85,000. Stepp replied, 10 year experience. Boston replied, 10 years. Safdie replied, 10 years experience. Stepp replied, if they come to us with 10 years' experience, they would start at 80. Safdie replied, thank you for explaining that. I appreciate that. Davis asked, I guess without having to redo or modify or change the entire to adopt this new strategy, this new schedule. Would we be able to give Mr. Stepp the latitude, to hire up to a number in lu of us like if we had a candidate tomorrow walk in be like hey I've got experience and give him a number up to x amount of dollars to hire. That way we're not having to hurry and jump through hoops to adopt something. Boston replied, we've given him the authority to go up to 75 on, you said CFO. Stepp replied, finance, yes. Boston continued, but we've never really given him anything on the human resource. Quite frankly would like to see him have that authority. Stepp replied, well this comes from research. This is nothing we just made up. We paid that company. Stout replied, we paid for this research. Boston continued, if we were to be able to give him this authority, we're getting ready to go into budget where salaries are going to be a focus this year and we could make educated, well studied, well researched decisions. I don't know that anybody would come and work for us for $50,000 to do what they do. Nichols replied, they're going to say the same thing they said to Mr. Stepp. Boston replied, I don't think they would. Safdie asked, can I ask question. How would you see that working with that range that you're talking about? Davis replied, well if he has the, I suppose he already has the budget currently for the salary positions. Is that correct? Stepp replied, yeah we have it budgeted, but we haven't spent for either position. So we got a half a year of salary built up already. So if we switch to this, we could afford this throughout this fiscal year, because it'd be half if we're lucky enough to get somebody in January. Be half of whatever we're looking at there. Boston replied, and then you'd be prepared for the next year. Stepp replied, when we start budget. Davis replied, reallocated correctly. Safdie asked, so if a person came in at 10 years experience. Stepp replied, they'd start on this chart at 10 years. Boston replied, if you came in with 10 years of experience on their current chart you're going to make $60,949.00. Stepp replied, $80,000.00 here. After 10 years how much would it be? Stepp replied, 80. Boston continued, 85. Stepp continued, and when you get up to 15 years it's $90,000. Safdie replied, that's a healthy salary. Hamby advised, even though it doesn't say we can make a motion on this, we can make a motion to adopt this or do we want to make a motion to give him some leeway until we get to look at this further. That way we're not locked into this, if something happens. So could we say if you get someone in here tomorrow that's got 10 years experience. You have a cap of $85,000. Stepp asked, what if I get someone with 15 though? Boston replied, I was going to say based upon. Nichols asked, can't we just adopt the chart? Can we do that? Davis asked, what would you prefer? Stepp replied, I prefer to adopt this because it's research based information. It's not something I made up or you made up. I would recommend that. Boston replied, and it's for two positions. Stout replied, so on the Director's recommendation, I make a motion that we adopt the Non-Certified Supervisor B Schedule from the Lean Frog Survey that we did. Hale replied, before we start doing all that, I just want us to consider that you know we're hiring other positions in the Central Office and we still don't talk about the teachers and they're down there in the classrooms with the children every day doing their jobs with pay that's not even half as much as what we're offering these people and we've had this for years. Stout replied, the teachers are a high focus of ours right now. We're working with their salaries and that was a big part of our budget discussion last year and it's going to be certainly a big part of the budget discussion this year. Those teachers and the staff need the Human Resource Officer and also the Chief Finance Officer. That directly impacts them and their jobs. So we want to make sure we do get the right people in place across the board in the district and we got to make sure we're hiring good talent, attracting and keeping good talent across the district. Hale asked, but if we don't have the money because we're out pricing ourselves. Boston asked, can we get a motion? King replied, we've got a motion on the floor. Stout replied, yeah I made a motion. Boston replied, I need a second. King replied, I second. Boston continued, okay thank you. King replied, now we can discuss. Boston continued, can we have discussion. Hamby advised, thank you. I was listening to the conversation. Boston replied, well they got into discussion before the second. The floor is open for discussion at this time. Hale replied, sorry madam chair. I was just saying that you know we we talk about these positions in Central Office and we keep adding to Central Office and I know they're needed positions, but we have schools that need Librarians. We have schools that need, Mr. Stepp tells us all the time about the need for just the classroom teachers that aren't there and we not even funding these teachers, but we're worried about the Central Office people with higher salaries. I don't know the answer. I'm just pointed it out. Boston replied, I'm not saying that CFO is not an important job, but HR when you're dealing with a 1,000 employees, trying to keep everybody straight is an incredible job and they're very high upon the organizational chart. So if you look at that and we've been without a, what was she? A CFO right since last October? Bray replied, I'm doing my best. Boston replied, no, no. I'm not saying you're not. You have another position, but we've been without a CFO since October the 3rd of last year. Bray replied, correct. Stepp replied, and we will be doing teacher raises again this year and next year and the following year. It's required not only by law, but like you said you know when we walk the buildings, got to love on them. They do a great job. I mean there's a lot of work going in with the children and I'm 100% pro teacher. Stout replied, we want across the district attract and keep top talent. It's part of the Strategic Plan. We got to figure out how to fund it all. Stepp replied, that's a classic question, funding it all. Safdie replied, good help is so hard. Stout replied, and then finding the people, because a lot of these positions have been funded, but we can't find the people. Boston replied, well we have a motion and a second on the floor to adopt the Non-Certified Supervisors B Scheduled for CFO and HR. That essentially removes the author the cap of $75,000. Stepp replied, correct Boston continued, and puts you with a defined scale. If you come up with somebody that's got three years, but you really, really like them,  then they're going to start out at 67. What happens if they don't accept that? Stepp replied, we're going to look. We've been looking the whole time, calling counties. I call counties all the time. Directors trying to find do you know, do you know and it's the same with those 13 bus driver positions and we got several positions open that I report to you guys each week. So that's a moving target. Hopefully we can hire and hire again. So that's it. We're doing it with every one of the open positions. We're actively trying to find people on recruiting. Hale asked, does our budget, can it hold this? Boston replied, you're looking at the this, I mean we've not had a CFO in a year and that money's all been budgeted. Hale replied, okay. Boston continued, it's kind of like we have this money. We're waiting for them to get here, so we can give it to them. Stepp replied, it's sustainable if that's what you're asking. Hale replied, thank you. Boston replied, it all depends on how much experience they've got, but you're not looking at 150,000 additional reoccurring funds. You're looking at a much less amount, because the money's already budgeted. It just appears so if you're discussing it. Davis replied, call the vote. Boston asked, further discussion? No one responded. A Roll Call vote was taken. Boston replied, so we have adopted that pay scale.

Discussion:   - See discussion and decision in 15.D. 

Discussion:   (See Exhibit #8) - Stepp advised, next is the Annual School Nutrition Plan Report. You get that each year.

Discussion:   - Stepp replied, next we have the Homestead Elementary Safety Concerns. This was something was discussed with the board in the Spring. I was asked by the board to talk to Mr. Chamberlin to try to find some solutions. We do have a drawing that Mr. Chamberlin gave us this Spring in April. So this is a discussion that Mrs. Nichols had requested. Nichols replied, yes I did. We were blessed to have Mr. Stepp work with the principals and we did the walk through with the schools and it was awesome.  Homestead being, I'm District 3, but Homestead is a great concern. I put a few pictures out here and y'all can look at them as I pass them around. One of them I took was from the Volunteer Fire Department is like right on 127 right now, because they're redoing that road and when you stop in their parking lot you can see into the classroom of this last cottage, but the thing that bothered me when we did our walk through is there's no bathroom in these cottages, because they're so old and there's no running water. So the kids have to leave that classroom without an adult. They go two by two though, they do make sure that. To go find a bathroom. Then also with the SPED students in their wheelchairs they also have to go out in the wind and the rain and the snow as well. One of the things that concerned me about the windows is that they're so visible and I know North has some. Do you remember the name of the company Mrs. Hamby that we saw? I could not think of their name. Hamby asked, in Nashville? Nichols replied, yes. Hamby continued, I have their card. Nichols replied, I can't find his card. Hamby replied, I have the card and I have their information, but it is at home. Absolutely amazing presentation. Nichols replied, yes absolutely amazing. Hamby replied, it is for a safety screen. Boston replied, that's the alternative. Nichols replied, to the other screen. They've got to shoot through it like 12 times to be able to get through it and I mean it was really amazing and I'm thinking. Hamby replied, it's a little bit different than window film and it was actually better and they come and help you wrap. Nichols replied, we need to have them come and do a presentation. Boston replied, it was much less expensive. Hamby replied, yes it was very less expensive than what the film was. Nichols replied, not cheap. It's like a I know that doing anything we do costs so much money it's unbelievable. I know that what we really need to do with Homestead is make it a one key. It is not a one key. It alarms me that even you'll see in one of those pictures that the kitchen people, because the cafeteria is so small. I don't know how they do what they do. They need an award for that, but the kitchen is so small they have the freezer and the dry storage is outside on a dock and Pleasant Hill I believe is the same, but Homestead has to go outside in the wind and the rain and the snow get their things and then they have to wait till somebody buzzes them back in, because you can't leave a door open. I mean that alone is very alarming, but the kids being out in the hallways. So there is some of this safety screen that we could do in the meantime. If we could get him to come and do. I mean it's amazing. They did a hallway with this that you thought looked like a glass hallway. It was absolutely fabulous and it's security. They can put the monograms from the schools on the outside so when you're looking in the hallway all you see is the monogram. On the inside you see clear going out. It was fabulous and it's safety. Stull replied, and there's grants that we can go ahead and apply for, for the film and the screens and they write them for the grant. Nichols continued, they help write for that. You hire them and they do all of that. We don't have to go looking for the money we don't have to do anything. Boston asked, where are you proposing putting this? In the very front of Homestead? Nichols and Stull replied, they actually will come out and do an assessment. Stull continued, and they will then give you a proposal on what it would look like and everything. Boston asked, do we remember who? Hamby replied, I have their information. Nichols replied, I just couldn't find mine. Hamby replied, I have all their information. Boston asked, can you give that information to Mr. Stepp? Nichols replied, if we can do this as a safety step, it would be awesome. I mean I drive by there every day, twice a day. I don't like the fact that they're so exposed, but I also don't like the fact that they don't have a bathroom in there and they're having to go find that bathroom in the winter and the weather and all the rest of it. So having that one key these plans have been sitting down here since April. We've done nothing. So I would like to make, I'll make a motion or whatever, but for Mr. Stepp to investigate further. I mean how Mrs. Chairman, how do we find the money to do something with Homestead. These kids walking out there. Stout replied, the other concern about no water running in the bathroom, not just that they don't have a bathroom in those buildings, but then they don't have the sprinkler system extended out there for fire in either of those buildings. So that was a concern too. Nichols replied, there was no running water. Hamby asked, they don't have sprinklers? Stout replied, no. Nichols continued, and Mrs. York and I were both talking as we were walking through the school, because she went to school there and she was talking about them  going to the tower for classes and walking back and forth and then she turned and looked at me and she said, but today we live in a different world. So what she used to do as a child and being able to walk out there and feel free and safe was okay, but today and they're right there on that highway. Right on that highway. Like I said when I drive by I can see the kiddos in the window. Hamby advised, I do have a question. Why are the SPED classes in one of the cottages instead of in the main building to where they have access to the bathroom? Stepp replied, we have them all over the buildings there. That one right there, I believe Mrs. Holton, is that the P3 class? Holton replied, it's not. It's an inclusion classroom, but it's a preschool classroom of P3s and there is a restroom in that cottage. Stepp replied, so they're good there, but to go to the cafeteria and stuff they have to go around the building, go into the main building. Holton replied, all the special ed classrooms are inside the one key. Hamby replied, thank you. Davis asked, would this be an item we could forward to Mr. Chamberlin during this needs based assessment for consideration? Nichols replied, he's done that. The plans are here. Boston replied, he's done a drawing. Davis continued, but just to make earmark that say be mindful of this. Stepp replied, maintenance of the building. Dvais continued, as a focal point of. Stout replied, so I think we need to look at a couple of things. A short-term plan right to secure the campus more and then a long-term plan for what we're going to do out there like Mr. Chamberlin's drawing, but what can we do as a temporary to make that campus safer. Boston asked, has there been any incidents that have been reported? Nichols replied, like I said her teachers are so on top of everything. I mean watching people, but there were even some doors that we went through that were not secure. Like one of them if you step close enough to it, it releases. So if somebody were coming to the outside and you didn't know and you came close enough and that person is not supposed to come in, when you get close enough to the door, it releases to open the door. Boston asked, now did we change the locks out there? Stepp replied, yeah we're working on it. We've got almost all of them done. So I think all of them are done. I'll have to ask Mrs. Edmonds, but we spend a lot of time working with the adults in the buildings to mitigate that risk. So they have a buddy system. There's 11 different buzzers at the front office. They got one front office person that manages all those buttons. Stout replied, a lot of cameras and a lot of buttons. Stepp replied, we say that while we were walking. Nichols replied, she has all these buttons and she has all these cameras all over and she watches people and she's buzzing constantly, letting people in and out of buildings. Boston asked, so we have cameras and we also did we did get those locks changed? Stepp replied, yes and we have push buttons on the exterior door, so when the kid leaves one class, the children leave as a class they go outside, because the cottages are 4 through 8. So when they change classes they go outside to another cottage, the other kids come out of that cottage and go to another one. So it's a constant flow, but the teachers mitigate that risk. They've done a great job on the perimeter security and all that kind of stuff. I know me and Mr. Magnuson, we were doing an assessment and we were going to drive around the back. There was teachers on us before we even got out of parking lot onto that side road. What are y'all doing? Where you going? Oh sorry Mr. Stepp. So those adults out there make it a safe place, but it's a one of those things I think we need to look at too. Safdie asked, and how many trailers do they have out there? Stepp replied, they're not using their portables. Those were sold to a private school. They are going get those out of there by the end of the year, I think. They're using, I think it's 15 cottages. Is that right Mrs. Holton? Am I close? Holton replied, yes. Hale replied, I think when you and I were out there today there's some of the original cottages from the 30s that they're using as classrooms and those are the ones that don't have all the modern facilities in them and they have to come in and out. So it is something that we need. I don't know if we put it to the Build and Grounds or what we would do. Boston asked, what year did they renovate? Stepp replied, it's almost 20 years ago when they built the addition and that's up to third grade is in that addition. Boston replied, okay and I didn't know that was way before my time. Stepp continued, a new gym. They've still got the old gym. Boston replied, okay. Well I know it's not been in the last eight years, because that is way before my time, but I didn't know how long. Nichols replied, their kindergartners eat lunch at 10:00, because they have such a small cafeteria they have the funnel the children through there. So the kindergartners eat lunch at 10:00. Hale replied, and they finish up by 1:30. Hamby replied, most of smaller grades eat around that time. Boston replied, it's so they can get them through, get everybody served and get cleaned up. Nichols replied, even with that they have a whole green corridor that runs between the gym and the cafeteria. Even if we could just take that and blow that wall out and connect them that would give the kitchen a phenomenal amount of room. They could move that storage in and then the kids would have adequate places. So they wouldn't have to do their lunches so crazy. I don't know how they do what they do. Boston asked, are you seriously suggesting we blow a wall? Nichols replied, yes. Blow it out Teresa. Hamby replied, hey we could go out there and do demolition. Take our frustration out. Boston replied, it's something we can certainly start discussing it just exactly what needs to transpire with the exception of blowing walls out. Safdie replied, I don't know I like that idea. Boston continued, that's something we can certainly start moving and start looking at. Stout replied, to answer your question. I had made a note from the tour the main building was built in 2002 and the addition is 10 years old. Is what I know from our tour. It became a school in 1938.

Discussion:   (See Exhibit #9) Stepp advised, next is the agreement for Behavioral Services. We do that each year. We don't have to vote on that. 

Discussion:   (See Exhibit #10) Stepp introduced Mrs. Marsha Polson, Health Services & Coordinated School Health Supervisor. Polson presented a powerpoint highlighting the amazing things Cumberland County Schools faculty and students participated in celebrating Coordinated School Health Red Ribbon week. 

Discussion:   Stepp advised, so next we have to decide on our Annual Board Retreat date(s). After discussion, it was agreed to have the Annual Board Retreat on January 13th starting at 9am with an inclement weather date of January 20th. 

Discussion:   - Stepp advised, so next 15.J. is requested by Mrs. Stout. Stout replied, so I had asked just to put on board meeting notes, committee notes, work session notes and videos. Just so we could have a little discussion about how we would like to handle those going into this new board year for consistency and transparency and timeliness. The board meeting notes are approved at the next board meeting. Currently our committee notes are approved at the next committee meeting. Boston asked, are you talking notes or minutes? Stout replied, well meeting notes, meeting minutes. Yes minutes, minutes. Hamby replied, they are two different things. Stout continued, and the work session minutes Mrs. Diane had informed us that those aren't ones that need to be approved or posted by law and then currently right now the videos of our board meetings are posted and the videos of our special call meetings are posted for the public, but we don't post videos from any of the other meetings that we have. So I just wanted us to talk about getting that consistent in line so notes are available readily for constituents, for board members, for staff. Whoever's looking or needing those notes. That we follow the same process and again with the meeting minutes. In looking at all of that, one of my concerns was the budget committee meeting minutes that are still outstanding from May. We've got three committee meetings that we had the 15th, the 24th and 30th and because we had so many back to back meetings quickly Mrs. 
Diane wasn't able to get them transcribed for approval at the next committee meeting and then since the May 30th we haven't met again. So we've gone six months with those three meetings outstanding and I've had constituents calling me wanting to know where those notes are when they've looked for them and that's not something that can be made public till we approve them. So some kind of standard if we're moving forward at with committees as a board I think we need to have some kind of standard in place that if we're having sporadic committee meetings we still need to have a way of getting those meeting notes approved. Now whether that be, I know and this is kind of a little bit of a different subject, but at a prior meeting I mentioned us having all of our committee meetings on one standing night every month and that way everybody's together and if the committee doesn't have something that's on the agenda to address at least they're there and they can approve the notes. Or those notes come before the board at the board meeting like I had asked tonight for those budget meeting notes to be put on the agenda so the budget committee could get those approved. So they weren't outstanding anymore. Some minutes, so there's some way of just getting those approved in a timely manner and making those available for transparency and consistency, and then also with the videos, if we're going to put about the board meetings and if we're going to put out the special call meetings. I know for me, if I'm to miss a meeting or for some reason I can't make a committee meeting, it'd be really helpful to hop on and watch a video of a committee meeting. Hamby asked, can I say something. Stout replied, sure. Hamby continued, I have asked. I've been on the board for 5 years and I've asked several times about why committees are not videoed, because myself I like to go back and watch all of our meetings, because sometimes when you're sitting in a meeting you miss something and then if you have to be absent or the public want to see those meetings. I think they all should be out there to where we can see them. Davis replied, I agree. It'll help with promotion, right. which is one of our three p's, right. Like here's what you're looking at, here's who we are, here's what we do, here's what we're talking about. Hamby replied, and as far as having the committee meetings all in one day, I don't have a problem with that. I think that's something that we could work towards, but I didn't mean to interrupt your talking, but I wanted you to know I have asked for the videos of the committee meetings before. Stout replied, so I think it's just something I mean there aren't any rules or regulations. It's up to us to kind of formulate our own, other than the state laws that we have to have specific information out there for. So state law does say for our board meetings they have to be available within 30 days, but I don't know why we'd want to vary from that with our committee or work session notes. I would think we'd want to be consistent with what we're doing with our board notes too. Stepp replied, that would help with my staff. I mean staying after our work hours 50 times a year is a little bit of pull on certain members that have church obligations and other obligations outside of just the job. So that would help. Hamby asked, if we did the committee meetings all in one day? Stepp continued, my certain staff members have to be here. Like say for Diane, she's out sick, but she's here and we've had meetings called and it's on her church night or some other night. They have to readjust their schedule with a week notice and stuff like that. If there was one day it's nailed my staff is here available and we know the whole staff's going to be here available. Except some are at a conference right now, but Title 1. Nichols replied, be more efficient. Stout replied, and we can all plan on that. We could pick a date like you know the week prior to our board meeting and that way it'd be a standing night that we could all plan to be here. Stepp replied, recording the meetings isn't as easy as just pushing a button. Mr. Farley does a great job with formatting those and getting those ready as quickly as he can to get them posted, but that takes a lot of work and he usually does it either the night of the meeting or the next morning. He tries to work on it, but it takes a while to get all that set up exactly the way you want it, so that it's clear, everything's clear and you can hear everything and all that kind of stuff. Production, I guess I should say. Stout replied, but that would be something that would be feasible to do? Stepp replied, if it was one day, I think so. Hamby replied, I have a question. Could we, since we're going to have a retreat in January, could we not put this as one of the agenda items for the retreat? Boston replied, you could. Safdie asked, when is your next policy meeting? Hamby replied, it will not be until January. Boston replied, it's the second Wednesday. Hamby replied, it is normally the second Wednesday at 4:30 p.m. it was misquoted last time or I misspoke it and said 4:00, but it is the second Wednesday at 4:30. Stepp replied, if we did the one day, what I would recommend is the week before on a Wednesday or I think certain people can only come on certain days. So I think. Hamby replied, it makes it easier for I know for Mrs. Stull on Wednesday, but she is very good about working with us and so. Stepp replied, I would pick one day the week before and that way you can create, get your committee business on the board agenda and all that kind of stuff and plenty of time to public notice everyone. Safdie asked, public notice for the agenda is what seven days before the meeting? Hamby replied, six days. Safdie continued, six days so that needs to be the meeting to date should be at least seven days or six days before that date. Hamby replied, so the Tuesday, Wednesday, or Thursday before our week. Several members said, a week before. Boston asked, on that day the policy meets, budget doesn't have any business or building and grounds has no business, then you don't meet. Hamby replied, you just announced that some committees will not have anything on that day, because normally it is policy that has something every month. Most of the time budget meets heavy. Boston replied, it's heavy in March and April. Hamby continued, yeah and buildings and grounds and safety doesn't have something and athletics every month. Stout replied, although we had several building and grounds last year, but that way though we can approve minutes and that's done. Boston replied, well I can tell you that the budget committee is Mr. King and Anita Hale and myself and there are some preliminary budget issues that we would like to discuss. So we have tentatively set, but I can move that to the next day. We said it for the 9th. Her meeting's on the 10th. So we could move it to the next day, coordinate that and have no problem with that. Safdie replied, the meetings, the committee meetings could expand or contract according to the business that they have and we can make a timed agenda for the meetings, for the committee meetings. So that it's all in one day and everything then could be recorded and then it would be much easier on one day to record it rather than record 46 different meetings. Stout replied, so we're taking care of it being recorded, so someone misses, the public and staff can see the recordings, and then we're also taking care of making sure we're approving notes in a timely manner so those are available. Hamby replied, the problem with approving the minutes, now this is just my understanding and Mr. Patton or Mrs. Boston can correct me. The minutes belong to the committee. Boston replied, yes. Hamby continued, that's why you don't approve them until the next committee meeting. Davis asked, can one of y'all provide some clarity on that? When you say? Hamby asked, Mr. Patton will you provide clarity on the committee minutes belonging to the committee. Patton replied, well I mean sure. I'm not sure. Hamby replied, we don't approve like say budget committe the minutes for that meeting. Patton replied, correct. Hamby continued, we normally do not approve them until the next budget meeting. They're not brought to the full board for approval, because they belong to the committee. Patton replied, right. Stout replied, it wouldn't be the full board. I guess what I was asking for having on the agenda tonight was to have the board, the previous board committee members that were involved in those meetings to approve those. Not the full board to approve it. So that was just an alternate if we're not going to have enough committee meetings where we can approve those in a timely manner then we need to be able to bring them forward in a meeting where the committee can approve it. Boston replied, well if Diane's got the minutes ready, you can request. Stout replied, a board member can, but other. Boston replied, if you've got constituents asking you for those you could request unofficial minutes. Hamby replied, and you can give them to them. Stout replied, I had constituents that were told no that they couldn't have them, because they hadn't been approved yet. Davis replied, so the question is, are we able to share? Hamby replied, unofficial minutes. Davis continued, committee minutes. Nichols and Safdie asked, that have not been approved? Davis continued, before they've officially been approved. Like we approved the minutes for today's meeting. Boston replied, as long as you would. Davis asked, like what's keeping us from sharing those minutes ultimately? Stepp replied, from TSBA to Mrs. Diane. It was a training that she did. Safdie replied, well there's also something that you know something comparable. We put the minutes for public display of our full board meeting six days before the meeting and it's not been approved. So it just makes sense that if we have a committee meeting and there are minutes that are taken, they should be accessible to the public. Even though they're not approved yet with a a stamp saying these are not approved by the committee at this point, but there's another point too that you brought out and is what does it really require to approve a committee meeting. Because it's not a, although it's an official meeting, it's not an official meeting of the full board or a majority of board members. So it could be just approved by the chairperson for immediate release. Hamby replied, I know Diane and Mrs. Tabitha they have unofficial minutes before they're approved, but they have a time frame. They don't have them like immediate. Right? Webb replied, right.  Hamby replied, so she actually has a month before, but Diane sometimes has unofficial that might have spelling errors. They might have different things, because they've not been. Davis asked, so there's nothing keeping us from releasing minutes is ultimately what I'm hearing? Safdie replied, right and there's two types of minutes here. You know, the videos for our committee meetings could be the details of the minutes of that meeting and then a summary of what was voted on in the committee meeting could be the official minutes not approved yet, but the official minutes. So I've always thought that it was that the videos would supplant the long and accurate meeting minutes that you've been taking, but I don't see any reason why we can't do that for committee meetings. You know, just a summary of. I remember when Virgie, we' have these long discussions and Virgie would put a discussion was held. You know unless you told Virgie, I want to be quoted on this. You know she puts a discussion held. Stout replied, well there's not a requirement to do a word for word, but that's where the video would suffice for that. So I think just getting on board with putting some of these things in place, so we can move forward with the process. Boston replied, you may want to talk to Mr. Farley about what would it detail to do this? Stepp replied, it takes a lot. I talked to him this afternoon a little bit about it. How long does it take him to do the production side? What does it take? It's just a lot. It's time consuming to get that production where it comes out where it's very clear. Hamby asked, but if we do it all in one day? Stepp replied, that would work. Hamby continued, that and our regular board meeting. Of course if there's a special call or something in between and there are times that special call meetings have to be done. Safdie asked, so what if we were to go to, would we need a any change in policy? What policy number? If we moved over to committees for one day a month and had all three committees. Stout replied, I didn't see anything in policy that specifies where, when we need to meet. Hamby replied, you won't have to change. Davis asked, do we want to define it? Safdie continued, do we want to define it? Hamby replied, I'm hoping to be able to look at some of the policies that we have been talking about and bringing up. I'm hoping to be able to look at some of those, because some of them do need some changes to them.  Some of them need some dates added to them. So in January I am hoping to be able to put a lot of those policies on there. Safdie asked, would it be too spontaneous for me to follow up with Shannon's comments by moving to hold our committee meetings on one day. Just as a general starter. Hamby asked, you're making a motion? Safdie replied, yeah. Boston replied, I would go back and I mean we've all agreed to to do that. Safdie asked, have we all agreed? Boston continued, there's going to be a point to where budget can't do that. Stout replied, there might be a few more budget meetings. Boston continued, in a place that budget can not do that. You know if you just maybe. Safdie replied, well as a chairperson. Boston continued, consider working with each other. Safdie continued,  right as a chairperson to the building grounds I want to hold my meeting on the same day. Boston replied, well then you know you can set your meeting. Davis replied, it encourages, if I may. To both of y'all's point, the budget is obviously going to be as needed. when things require during budget season no doubt about that 100% agree, but all the other ones that are similarly as needed, but yet scheduled. If we make the attempt to put them all in that same day it's going to certainly encourage everyone to add a day to their calendar that they can count on and then participate in that meeting to where there's not a constant divide of I can't be there, I wish I could be there, well what happened, I don't know, I wasn't there, the minutes aren't available. Like there's this constant churn of lack of information. So if we can shore that up I think that would be super. Safdie replied, so if we're all in agreement, but we haven't taken a vote that will have the meetings on one day. We can work through the details with our chairperson and you will help communicate to everyone what day including. Hamby replied, and since policy is a most of the time a monthly meeting, it'd be like policy, building ground, safety. Boston replied, well and also you're going to, you know if you start your policy, how many policies do you have on that day? That you've got to address? How long will that discussion going to take? Hamby replied, exactly so we're not going to be able to do time frames. Boston continued, what is it you're considering? Then building and grounds is set immediately behind, but yet he has equally as many issues to be discussed and whatever you're talking about time frames. You know Mrs. Hale and I may need to be choir on Wednesday night at 6:00. Safdie replied, and Wednesday night's a church night. Hamby replied, I have a question. Safdie continued, it shouldn't happen on Wednesday night. Hamby replied, if we decide to do this all in one day could it not be worded we are doing all of our board committee meetings on the third Tuesday of the month starting at 4:30. Meetings will be back to back. There will be not be a set time for each committee. Stout replied, we start at this time. Hamby continued, we start at this time and we will go through each committee that has an agenda. Boston replied, I think that's reasonable, however I think you also have to as the chairperson or as the committee members, realize what you've got on the agenda. What is going to fail in that meeting. Stout replied, we have to use our time wisely. Boston continued, you'll be here at 9:00. Safdie replied, I mean with all the building ground committee meetings that we had. I think I can recall we had at least half of those meetings were we brought up discussions on issues and didn't vote on them, but we didn't have to because we could turn to our Director of Schools and ask the director what needs to be voted on and what's the issue and if there's something that's important that we need to bring up to him. we do it before the meeting and say can you know how do you want to handle this. Stout replied, I think most of our committee meetings ran 20 minutes to 60 Minutes on average. You know all of them, because I don't even remember policy committee meetings going much longer than an hour. Safdie replied, I mean I see it working really well. Safdie left the room for ma moment. Stout asked, Becky just real quick for the retreat you were talking about the policies for January. That the retreat when we get get to the board operations part that might be a good part to do some of the discussion Board Operations part of the retreat. Boston asked, is there a Board Operations part of the retreat? Stout asked, can we do that? We did last year. Boston replied, the agenda has not been set. Stout and Hamby replied, we did that last year. Stout replied, I'm just saying can we have some of that the retreat. Boston replied, the agenda has not been set yet. Stout replied, we has board operations last year and since its a board retreat. Boston replied, we are getting the cart before the horse. Davis asked, when will we set that for the 13th? Stepp replied, Mrs. Boston and I have been communicating and we are working on it. Boston replied, after Christmas. Davis replied, humor me. How do we make a recommendation to add something to that agenda? Or is that exclusively for you all? Boston replied, no. Just send an email. Davis replied, okay. Boston continued, send an email to Mr Stepp or you can send an email to me. To whomever if You' got something you want to add to it. If we could I think folks in the audience are going to get. Hamby replied, and I have a young man who's had surgery and I need to get home. Nichols replied, Mrs. Chairman we didn't acknowledge our students.  Boston replied, hello. Thank you for being here and thank you for serving. You're getting caught up and I'm going to get you home I promise. Do you have school tomorrow? I apologize and we do acknowledge you and appreciate you sitting up here and if you ever have anything to add please feel free. We're here on this podium, because of you and if your additions, your comments could be valuable. Throw them in there, but you just have to get my attention. Ranson replied,  well I would like to just add in real quick going back to the Homestead safety issue and you mentioned the window coverings and I attended North Cumberland from 1st to 8th grade and I know that when we added the window covering there. I also went to Mrs. Loretta's Aftercare Program, which by the way, she's amazing. Please do not ever get rid of her. I love you so much she. She saved my mom and I so many times, but we would have in the summer time and after school people would come through. (Safdie returned) We had a couple of times strange people come through. So I know that once we added the window coverings to you couldn't see inside, I felt personally a lot safer. So that's a good idea to add to even all the schools. Boston replied, thank you. Feel free to punch Earl, who will punch Becky on down the line just to get my attention. Or if you'll just say Madam Chair. That information was valuable, because we actually learned how a student felt and that's why we're here. So thank you very much. Anytime you feel free. 

Discussion:   - Stepp advised, replied, moving on just School update. Normally I have like four or five pages, but it's almost eight so I'm just going to say a couple of things. So tomorrow night we get to celebrate in Nashville one of our supervisor Mrs. Marlene Holton. She is a semifinalist for the State of Tennessee. I think you already heard earlier how amazing she is in her department. Hamby replied, she is amazing and I can attest to that, because I've got a great niece who absolutely loves her. Stepp continued, so I'm excited to get to go up to Nashville and celebrate that with her. We've completed all nine visits. We've already talked about that of all the schools holiday programs. Check out the school websites and newsletters and go to your District if you can. There's a lot going on. I've already been to some this week. Like the gentleman talked earlier, basketball has been going on strong for a while for elementary. Martin girls and boys won the championship for the county and currently middle schools are in their season. High schools in their season. They got bowling going on too for Mrs. Hale. So she needs to stop by there. Hale replied, I saw them. Stepp continued, we got end of course exams going on this week. So we get to see the success and growth of our students in their learning and then we have several administrators and staff at the federal programs conference in Sevierville and then of course we've already celebrated music programs tonight, but we got two great band directors sitting right here. Dr. Buttrum and Mr. Johnson. I have a bunch more, but we'll move on. Stout asked, if I just add something to that? We got some fabulous feedback from the principals and the teachers at the schools that are doing the benchmarking. Nichols replied, it was awesome. Stout continued, they had really good feedback about that when we did the school tour. So that's part of the director's piece benchmarking you've talked about a lot. Stepp replied, that's some of the growth that we've been seeing. We've added the benchmarks and some schools are doing weekly. So we can know in real time what the kids are learning and not learning. So we can reteach, relearn and make sure we hit all that. So the benchmarking was a big move. 

Discussion:   (See Exhibit #11) Stepp advised, next is the Annual Planning Calendar. So I sent an email out earlier today. I missed something on that and I talked to Mr. Patton. He's going to go ahead and initiate the DOS Evaluation and the BOE Self Evaluation. So that was actually listed in November, but I missed it. Boston replied, now the board evaluation is not on here. Stepp replied, Mrs. Diane didn't add it yet. We're going to add it. That's what the board agreed upon. Boston replied, okay, no problem. Stepp continued, so got that going on. The rest is FYI with Attendance Reports, Warm Body Counts, Personnel Reports, School Nutrition, some staff changes, Substitute List. So we found some more people that are willing to come in and work and our newsletters and calendars and  that's the Director's Report. 

Discussion:   (See Exhibit #12) 

Discussion:   - Boston advised, moving on Mrs. Hamby if you would please your Policy Committee Report. Hamby left the room. 
 

Discussion:   (See Exhibit #13) Boston advised, if we could Mrs. Hamby. (Hamby's report was given after the Athletic Committee's Report) Hamby replied, we had First and Final Reading Policies and it was 1.105, 1.701, 2.400, 2.601 2.805, 4.301 and 4.603 and they came out of committee with recommendation of the committee to the full board. Most of these were TSBA recommendations and one was from Dr. Maddox and I believe the only thing was. Mrs. Boston did you have a question on one of the policies? You had talked about it during the meeting and we had already voted to bring it to the full board. So I wanted to make sure and I'm sorry I do not have that note with me. Boston replied, can we get minutes on that so I know what I asked. Hamby replied, you do ask a lot of questions, but it can actually be. Boston replied, apparently it was not that big of an issue for us. I probably got my notes with my policies, but I'm going to answer that, I'm good. Hamby replied, okay so all of these came out of the Policy Committee and the reason we did the First and Final Readings was because TSBA they were already signed into law and so we needed our policies to match the law and so we needed to get that done first and final. We have went back to doing First Reading and Second Reading. So unless it is something detrimental and I we got these late. TSBA did also. Stull replied, the policy in question that you had was about fundraisers 2.601 and it was about whether or not the board had to be involved in it. Boston replied, thank you have better memory than I do. That would be my question is I think by the time you verify with the principal, you make a proposal to the principal and I know it involves funds and correct me if I'm wrong. If the funds stay within the school does that ever come to your department or the CFO department? So that stays within school bookkeeping and it's not ours. Is that correct? Bray replied, yes. Davis replied, but it is recordable. Boston continued, it is recordable, but. Stepp replied, and it is audited. Boston continued, and it is audited. They do the audit every year. Is there any reason for the board to be involved in those fundraisers? Bray replied, I can't really see why they would. Hamby replied, unless a problem arose and then they could actually bring that to the board. So would you want me to pull that policy for us to, but it's already signed into the law. Boston replied, I started to say I don't want to change it. We can go back if you'll make a note and look at that in January maybe and maybe look at removing the board from it. I mean I think if the principal signs off, the teacher signs off on it, the principal signs off on it, the club sponsor signs off on it, they send it all to Mr. Stepp and he signs off on it. I mean it's gone through four or five stages already and if it's not required. I don't know why we would. Hamby replied, okay and since this came out of policy we don't need a second. King replied, since these fundraisers aren't on the budget. Hamby replied, there was some some law changes in it that has to stay right, Earl. Patton replied, yes. Hamby continued, so we actually have to move on with the budget. I mean with the the policy there was some things that are still that are still valid. King replied, when those things come up, we approve it. They are already taken care of at the local level. Boston replied, I mean that would be less that the board would have to address and that gives us more time to to address. Hamby replied, absolutely and like I said we can put this on January and then we can actually take that policy and do what we need to put with that policy. Boston replied, we have a First and Final Reading of the policies coming out of policy committee. Any other discussion. No one responded. A Voice Vote was taken.  

Discussion:   - Boston advised, next on the agenda is the Athletic Committee. Mr Davis are you going to have anything from the Athletic Committee? Davis replied, the Athletic Committee has not met as we've all known. We're working through who was on what committee, but I do know that in talking to Mr. Stepp that a lot of effort has been put into the structure to help frame the move that the Athletic Committee supported last year. With all of y'all's support to make the Middle School something the students can work toward and that's not been a light task. They've had to employ all those people we put the budget together for and they've had to learn a rule book and adjust a rule book and work with coaches and work very diligently on the fly and short order and I know to Mr. Futrell's point. There's been some pains that have taken place, but I know that it's not falling on deaf ears right Mr. Stepp and his group are working very diligently to try to make everybody have the opportunity to make their voice heard. In correct situation as it needs to be addressed. All the athletic directors to my knowledge are working alongside him to make sure those things are happening. Hale replied, I've heard some concerns about some of the referees not being able to find the schools, because they're not familiar with our areas and our different schools and some of them are getting there late, not intentionally, but just so they have to learn, because we're getting them I assume from out of town and they're not local. Nichols replied, use their GPS. Hale continued, GPS is not even taking them. Davis replied, I thought you were going to say they were blowing calls. Hale continued, but you know, I heard of referees not getting to the different schools until games are quite already going. Boston replied, I know we adopted, this full board adopted the TMSAA rule book, but then do we have local rules that applies as well. Davis replied, yes. Stepp replied, we're working on that now. It's transition so we're trying to clean everything up. Boston continued, so as problems arise we're addressing them. Stepp replied, in real time. Davis replied, at all hours. Boston replied, I just didn't understand. I thought TMSAA came with the rule book. Stepp replied, that was the expectation and that was my intent. We've had our own set of rules in Cumberland County for many, many years. So there was a little confusion and setting that up. So we're working on cleaning all that up, so it's just those rules. Davis replied, and to your point right there's a mesh between non-middle school eligible athletes. So the sub sixth grade athletes so fourth, fifth and if there's younger ones that's what the elementary procedure model essentially is needing to be modified the most. Essentially is to in put itself in line with that to still create as many opportunities for those kids to be positioned and prepared for the Middle School experience. Boston asked, is that going to take place to where I think their major concern to begin with was everyone still had an opportunity to play somewhere. Davis replied, oh absolutely. Boston asked, is that still our goal? Davis replied, oh 100%, 100% and not only that is to partner with you know and where there's not opportunity to create I know Mr. Stepp had mentioned also talking about making an effort in talking to some of the principles and athletic directors about adding flag football and then some of the renovations to some of the we'll just say retired fields. Boston replied, well we took bleachers off some retired fields when we stopped football. We kind of went around and stole bleachers from them. Davis continued, just to your point trying to add as many opportunities is out there right. That's going to be directly in line obviously with the Strategic Plan and the promotion of the Athletic Department. In the continuity with the community and the local Youth Sports all the way through the high school experience and beyond. So a lot of effort being made there. Work in progress. Boston replied, you know have official report from the Athletic Committee.

Discussion:   - Boston advised, next is the Budget Committee. There is nothing to report on the Budget Committee. There have been no meetings.

Discussion:   - Boston advised, next is Building and Grounds Committee, Mr Safdie. Safdie replied, there have been no meetings on building and grounds, but there are things that I am sure the Director of Schools would want us to discuss and I'll wait for your input and we'll schedule the first meeting when we all have our committee meetings. Stout replied, yeah, I think from our discussion on Homestead tonight, that might be something the board wants to task the Budget Committee or the Building Grounds Committee/Safety Committee with. Safdie replied, I will check with Mr. Stepp and Mrs. Hamby. 

Discussion:   - Boston advised, next on the agenda is the Financial Officers Report. 

Discussion:   (See Exhibit #14) Bray replied, well as you can see from our revenue page, we have finally started collecting a few property taxes. As the mayor said the other day a lot of people pay that when they first get their bill and then those will wait till the very last minute, but we are seeing some revenue from that.  So we have got our revenue coming in. It is at 28% of budget, which is about what I would expect it to be at this point in the year. Expenditures are at 27.5%, so basically our expenditures are still running about $200,000 above our revenues. Any questions on that? No one responded. Bray continued, I've reviewed the department budgets. Everybody's doing a really good job staying within lines of what they budgeted. They're doing fantastic job.

Discussion:   (See Exhibit #15) Bray advised, next on the Sales Tax Report. The news isn't quite as good. We're behind $200,000 on sales tax, however that's to budget. Actually we're about almost $110,000 ahead of where we were this time last year. So the news may not be quite as bad as what we think. Holiday season is coming and that's when we see a pretty large influx on the sales tax. You got to remember there is a lag of two months on this. Boston asked, okay so what sales tax are we looking at? Bray replied, well what shows up in November is really what went to the government or what was collected September, October. So like in November you don't have the taxes that you've collected until the state until the 20th of December. So it lags back like that. Boston asked, do we ever catch up? Bray replied, no not really, but I think it will look decisively better probably January, February. Hopefully, but like I said we're still running ahead of where we were last year. So I'm not getting too excited just yet. 

Discussion:   (See Exhibit #16) Bray continued, next we have a few budget amendments. Not too many this month. The first one is the ISM Budget Amendment. This is just basically according to Dr. Eldridge the state has come back on our ISM Grant and said we want you to put some things in some different accounts. There's no new money here. She's basically just moving the money that she currently has where they told her to put it. Boston asked, so where we first put it. Bray replied, they told her they want it more defined. So they've given her some additional accounts and just asked her to structure it a little bit different, but the monies are all the same. They're just being moved to different accounts. Boston asked, and for each school is the same? Bray replied, correct yes. It is by school, which is unique. The next one is the funds that we received through the American Rescue Plan for our North Kids Club. This is the third year that we've received those funds. This will be the third and final year, but this is for our after school program at North. Safdie replied, move to approve 141 Budget Amendments. Boston replied, second. Boston asked, any discussion? No one responded. A Roll Call Vote was taken. 

Discussion:   (See Exhibit #17) Bray advised, the next ones are a Federal Budget. I'll just read some notes that Dr. Whit left for me. The first one they are increasing the equipment line to provide some ESL equipment that has beenrequested $1,750.00. Then there's the next one, the Federal Budget that's just redistributing to match to e plan and then the final one, the HQIM Literacy. It's my understanding that we received some additional monies from that grant and this is how we decided to distribute.  Safdie replied, move to approve 142 Budget Amendments. Boston replied, second. Boston asked, any discussion? Any questions?  No one responded. A Roll Call Vote was taken. 

Discussion:   (See Exhibit #18 ) Boston advised, next on on the agenda, before we get to the Consent Agenda. We moved. Hale asked, did we let Mrs. Kathy Hamby do hers? Stepp replied, it was earlier. There was an annual report earlier for the School Nutrition Program that we did. Boston and Hamby asked, did we skip it? Stepp replied, no, no. It was in my report. I showed y'all that we have the national. Hamby replied, and we didn't need to vote on it. Stepp replied, we don't have to vote on it. Just for your information. It was just for your information. Safdie asked, would she like to talk to us about it? Boston replied, Mrs. Hamby, whether you want to talk to us or not. Hamby replied, well it's it's totally up to the board. Boston replied, you did an absolute fabulous job, you and your staff. You have no idea how much this board and our commissioners appreciate what you do for for us and and the students. You outdid yourself tonight. Hamby replied, I have an awesome team. Boston replied, well they made you look good tonight. We've already looked at it in lieu of time, unless Kathy just has something she would like to add. Hamby replied, no. I think everything's there. I'm just here if there's questions, I'll be glad to answer. Boston replied, I don't think anybody ever questioned you. I think during Covid you went well above proving yourself. Nichols replied, in the summer, you're amazing. Boston continued, so we can move if Kathy you are fine. Hamby replied, yes. Safdie asked, does Mr. Stepp have any other comments about that? Stepp replied, oh they're amazing. I love going into the kitchens. They're wonderful people and they love on the kids like you would not believe. Pretty impressive. Boston replied, I did November Thanksgiving dinner at one of the schools and it was excellent. Stout replied, and 100% on their scores for their kitchens. Stepp replied, the holiday dinners begin next week. Hamby replied, Wednesday, December 13th should be most schools. Safdie asked, is it true that Mrs.  Terry Ann Lee the Cafeteria Manager and Leta Whitcomb from Crab Orchard Cafe and Cheri Russell from North all help create the dinner that you served us tonight? Hamby replied, yes they sure did. Safdie continued, I would like to and I'm sure the board want to thank you all. Boston replied, you do a fabulous job and we appreciate it.

Boston continued, but moving onto business. There was a request from the CCHS Cheerleaders. They are going to Nationals. We have a policy that that gives us the authority and we have budgeted money. $1,500 per request. They are requesting those funds in order to add to their monies that it's going to cost them to go to Nationals. I think in Orlando is where they're going and money has to be voted on separately. So I'll entertain a motion to grant. Hamby replied, I'll make a motion we approve. Stout replied, second. Boston replied, we have a first and a second. Any discussion? Safdie replied, yeah. Did you read their proposal carefully? These people are so smart. This teacher who wrote this proposal, it was so clear and I read every sentence of it and I'm going, this woman is amazing, absolutely amazing. In terms of that ability to present in such a short three paragraphs or four paragraphs. What the cheerleading team had accomplished and where they were going and their needs. Boston replied, she does a great job. So we have a motion to approve and to grant their request for $1,500 from the board and I have a second. Any further discussion? No one responded. A Roll Call Vote was taken. 

Boston continued, the Consent Agenda. I will entertain a motion to approve. Safdie replied, so moved. Davis replied, second. Boston replied, so we have a first and second to approve the Consent Agenda. Any discussion? No one responded. A Voice Vote was taken.  

Discussion:   - Boston asked, is there any old business. Stout replied, I just had a couple things. I know it's been a long meeting so I'll make it quick, but I want to make sure we talk about it before we roll into the new year. Since we're reinitiating the board and DOS Evaluation Mr. Stepp mentioned the night sent the email on I'm going to resurrect my suggestion from June. I'm going to make it a motion so we can vote on it. That we actually get TSBA involved as a facilitator of this evaluation round of our board evaluation at a cost of $1,500. Safdie replied, I will second it.  Detailed discussion was made. Boston replied, your motion is to hire at $1,500 TSBA to do the evaluations. Stout replied, to conduct the evaluations, facilitate the evaluations and conduct the board retreat from that information. A Roll Call Vote was taken.

Stout advised, I had just one more little quick thing to bring up. It doesn't require a vote, but I just wanted to remind everybody that back in June and Tabitha, I think we emailed on this a little bit a few months ago, but back in June we were in that BOE Training Session that several of us attended and at that time we agreed that we were going to start using the electronic voting on the system. Jenna Ambrose went through the training on how to do it and we we had said give her give us a little bit of time we were going to start it in July and that never that never came to fruition. Additional discussion was made regarding starting the electronic voting in the new year and how other board members felt about implementing this process. It was suggested the conversation was continued at the January Board Retreat.  

Davis discussed in detail the events in the November 30th meeting. Davis quoted, Robert's Rules of Order that protect absentees. That cannot be suspended even by unanimous consent of removal of Roberts rule of orders from any meeting. I'm going to challenge the outcome from the vote that was taken. After intense detailed discussion. Davis replied, I'm making a motion that we revert back to the committees that were assembled correctly. Stout replied, reverse to the vote from the prior meeting. Stull asked, can we just go ahead and revote? Boston replied, sure absolutely. Davis replied, I'm making a motion to revert to the correct; to the ones that we voted correctly for. Boston replied, so your motion is what? that we revert, we change the outcome of that vote and go back to the committee that we voted on correctly. Additional discussion was made with clarification from the board attorney regarding a procedural challenge. Boston asked, tell me what your motion is? Davis replied, my motion is that we reverse vote in the Special Call Meeting during suspension of the Roberts Rules of Order as the rights of an absentee voter were not protected and I the motion is to revert to the correct previously voted committees and I'm going to add to that the reason for the realignment was to remove the fourth party. Right, our policy tells us Special Committee served in capacity is only required to consist of less than a quorum of board members or is less than a quorum, which makes it acceptable. We've done it in the past. It also says in here that there's no vote to be made. So the relevance of four or three or two doesn't have any bearing on the outcome of the committee's ability to conduct business. The committee's responsibility is to serve only as an advisory status. So their job is to bring that information back to the board for full vote having four or three or two or one does not have any barring. Safdie replied, that can't be the long motion. You have a motion that you're going to make. So let's focus on that motion. Stout replied, that was motion with explanation. Davis replied, I just wanted I people to understand where I was coming from and explaining as to why. Boston replied, so let's get to the motion. The motion is that we reverse the vote during the November 30th meeting, because an absent and I lost you there, because an absentee member absentee what? Stull replied, was not present. Davis replied, because the rights of the absentee voter were not protected per chapter 8 section 25. Boston replied, and you're going to add that back to or add to that, that we go back to the original proposed committee. Davis replied, I would like to see that. Whether we vote have four people or three people in that. We can all participate in that meeting and have similar input, so it's almost a new point if we if we want to get right down to it. Stull replied, the Policy Committee and the Executive Committee are standing committees per our policy and we do vote in the Policy Committee. Boston replied, okay do I hear a second? Stout replied, I'll second that. Boston asked, okay any further discussion? I think we discuss the fire out of it. So let's just move to the motion. The motion is that we reverse the vote during the November 30th meeting due to the rights of an absentee member was violated and go back to the committees that were approved by the board in the October meeting. Am I correct? Davis replied, yes. Any more discussion? No one responded. A Roll Call Vote was taken. Boston replied, the motion fails. 

Discussion: 
 - Boston asked if there were any questions from the media. Humphreys asked, madam chairman who does agenda for the Board of Education? Boston replied, the Executive Committee. Humphreys asked, may I ask the Executive Committee to be just a little bit more expanding on these agendas. Not the regular BOE meeting, like Special Call. For example this last one just had committee. That's a broad subject. I need more clarification that way I  can let the public know what it is even about. I just respectfully ask that. Boston replied, absolutely, absolutely. Humphreys replied, thank you. 

Discussion:   - Boston advised, I will entertain a motion to adjourn. Hamby replied, I make a motion to adjourn. Safdie seconded the motion. The meeting adjourned at 9:03 pm.