Public Meeting Agenda: October 15, 2018 at 6:00 PM - October 15, 2018 Board Work Session


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October 15, 2018 at 6:00 PM - October 15, 2018 Board Work Session Agenda

October 15, 2018 at 6:00 PM - October 15, 2018 Board Work Session
Speaker(s):  Chair
2.1. Minutes
2.2. School Trips
  1. Central High School Competition Cheer     Harvest, AL     November 3, 2018
  2. Spring Hill High School Band/Choir     Indianapolis, IN     November 15-18, 2018
  3. Culleoka Unit School Jr. Beta Club     Nashville, TN     November 18-20, 2018
  4. Spring Hill High School Boys Basketball     Somerset, KY     December 19-22, 2018
  5. Culleoka Unit School MS Honor Students     Atlanta, GA     May 16-18, 2019
  6. Mt. Pleasant High School FFA     Doyle, TN     June 10-14, 2019
  7. Mt. Pleasant High School FFA Educator     Chattanooga, TN     July 15-19, 2019
2.3. Use of Facilities
3.1. Collaborative Conferencing
Speaker(s):  Jake Wolaver
Rationale:  Selection of special question committee for the purpose of collaborative conferencing
3.2. Discussion of Board Meetings/Worksessions
Speaker(s):  Bettye Kinser
3.3. Instruction
3.3.1. 18-19 Textbook Committee
Speaker(s):  Beverly Miller/Dr. Woodard
Rationale:  Recommend approval of the names submitted to serve on the 18-19 textbook committee.
3.3.2. 2017-18 District Accountability
3.4. Finance
3.4.1. Monthly Financials
3.4.2. Budget Amendments
Speaker(s):  Stan Breeden
Rationale:  Review submitted budget amendments.
3.5. Policies
3.5.1. Final Adoption Policies to Be Adopted

Policy 3.600 Insurance Management -Public Chapter 991 requires LEAs to maintain liability insurance for students participating in work-based learning. Language added line 5 to reflect this. HIPAA compliance language added to lines 14 and 15.  Legal rerences citations updated.

Policy 1.701 School District Planning - policy in compliance; updated legal reference citations only

Policy 3.212 District Water Testing (NEW)- Public Chapter 977 requires every board of education to develop a policy on reducing potential sources of lead contamination in drinking water in public schools. This law goes into effect on January 1, 2019. It requires that all school facilities built before January 1, 1998 be tested at least every two years and contains reporting requirements. 

Policy 4.206 Special Programs / Homebound Instruction- Previously, state law only addressed homebound instruction for pregnant students. Public Chapter 625 mandated that LEAs expand these programs to cover all students who qualify for homebound instruction. As a result, the State Board expanded its rule to encompass all students that may be eligible for this program based on a physical or mental condition. The State Board also included a new requirement that students be absent for 10 days in order to qualify for this instruction. Accordingly, this policy has been updated to reflect changes in the law.

Policy 6.200 Attendance - Due to changes to State Board of Education Policy 4.100, the excused absences list in policy 6.200 has been modified. College visits and school sponsored activities are no longer excused absences, instead those students may now be counted as present. 

Policy 6.2001 Attendance During Post Secondary Visits (NEW) - State Board of Education Policy 4.100 requires that boards adopt a policy allowing students to participate in college visits. Policy 6.2001 aligns with this new requirement.



3.5.2. Policies to be Posted

District Acceptance of Donated Technology - policy was recommended to be deleted due to being procedural in nature.  Recommendation for policy to be put back into district policy manual.

Food Service Management - changes submitted by school nutrition department.

3.5.3. Annual Review Section 3
Rationale:  Annual Review Section 3 - excluding 3.600 (up for final adoption)
3.6. Zoning & Facilities
3.6.1. Capital Projects Report ESA Architect's Report
3.6.2. Hewlett Spencer/Bell & Associates Report Battle Creek Elementary School
Attachments: Battle Creek Middle School
3.6.3. Trane Report
3.6.4. Project Cost Report
3.6.5. Update of MOU with City of Spring Hill for Battle Creek Schools Property
Rationale:  Update of MOU with City of Spring Hill for Battle Creek Schools Property
3.6.6. Redistricting Recommendation for Battle Creek Schools
Speaker(s):  Stan Breeden
Rationale:  Redistricting recommendations for new Battle Creek Schools.
3.6.7. Recommendation for McDowell Property and City Street
Speaker(s):  Stan Breeden
Rationale:  Information on the replacement plan for McDowell Elementary.
3.6.8. Roof Repair at Spring Hill High School
Speaker(s):  Stan Breeden
Rationale:  Discussion as to what level of repair/replacement should be done at Spring Hill High School
3.6.9. Budget Recommendation for Safety Grant
Speaker(s):  Stan Breeden
Rationale:  Recommendation of the 2018-2019 School Security Grant Funds to be used to complete the
security improvements described on the attached memo from Eric Perryman, Supervisor of
Transportation and Safety. These items were identified during the Threat Assessment as priority
3.6.10. Annual Report on Facilities
3.6.11. Bid #19-017 - Intercom Replacement - WES, CMS
Speaker(s):  Stan Breeden
Rationale:  Recommend approval of Bid #19-017 - Intercom Replacement - WES, CMS to System Integrations to replace the intercom systems at Woodard Elementary School and Cox Middle School in the grand total amount of $39,839.03 using available funds in Security Grant funds.
3.7. Discussion on New Board Devices
3.8. Discussion of RFP for outside agency to perform salary study for positions in the district
4.1. Quarterly Strategic Plan Update
Speaker(s):  Dr. Marczak
Rationale:  Please see attached the quarterly Strategic Plan update as per 1.7: Include specific targets, measures and strategies within the strategic plan, and monitor these at school, head office and School Board levels regularly.  Report to the School Board, in a written report, for Board Meeting updates to the Strategic Plan.
4.2. Instructional Low Bids/Purchases Over $10,000
4.2.1. Bid 19-016-IN Novels for ELA Classes at Central High School
Speaker(s):  Scott Gaines/Dr. Woodard

I hereby recommend approval of Federal Programs purchase of novels for the ELA classes at Central High School from bid 19-016-IN.  The total cost of this bid is $12,704.00 funding for this purchase will come from Title IA.  The account number for this purchase is 142 E 71100 429 101 03015 500. 

Funding Source/Account:  Title IA  Account Number--142 E 71100 429 101 03015 500

Vendor:  Mackin Educational Resources

This purchase is aligned with:

School Goal 2.1.2 Improve Reading/English – increase achievement and growth for all students and subgroups.

It is aligned with Key 3

Strategic Goals 1 and 5

4.2.2. Bid 19-017-IN ESGI
Speaker(s):  Beverly Miller/Dr. Woodard

I hereby recommend the renewal of Educational Software for Guiding Instruction (ESGI) to be used in Pre–K, Kindergarten and 1st grade. The purchase amount is $18,090.00.

Funding Source:  GP  Funding Account: 141-E-72210-399-000-10200-000.

Vendor:  ESGI

Purchase Aligned with Keys 1 and 2

4.3. Operations Low Bids/Purchases Over $10,000
4.3.1. Contract Renewal - Renewal of Bid #17-073 - Annual Fire Extinguisher and Kitchen Hood Inspections
4.3.2. Bid# 19-006 - Renewal of Impero Software

Bid# 19-006 - Renewal of Impero Software

Vendor: Impero Solutions Ltd. 

Amount: $20,875.00 

Account: Technology Funds 141-E-72250-399-000-10500-000

Sole Source Letter Attached

4.3.3. Bid# 19-015 - Purchase of Buses

Bid# 19-015 - Purchase of Buses

Vendor: Mid-South Bus Center

Amount: $994,058.00

Account: Fund 189 - Education Capital Projects

Utilizing Lauderdale County Schools Bid, Carroll County Schools Bid, and MCPS Bid# 18-014 - Special Needs Buses

4.4. Sale of Surplus Inventory
4.5. Spring Hill HS Museum
Speaker(s):  Gwynne Evans
4.6. Mid-Year Superintendent Evaluation
Speaker(s):  Bettye Kinser

As per Policy 5.803, a discussion on the November evaluation needs to be conducted:

The following guidelines will be used in the evaluation process:

1. The superintendent will know the standards upon which they will be evaluated and will be involved in the development of those standards.

2. A part of the evaluation may be a composite of the evaluation by individual board members, but the Board, as a whole, will meet with the superintendent to discuss the composite evaluation.

3. The evaluation shall include a discussion of strengths as well as weaknesses.

4. Both the Board and superintendent will prepare for the evaluation; the superintendent will conduct a self-evaluation and board members will document the evidence used in rating the superintendent’s performance.

5. All documentation will be supported by objective evidence.

5. FYI
5.1. Attorney Billing
5.2. Superintendent Personnel Report
5.3. Instructional Travel
5.4. Operations Department Travel
5.5. Executive Approvals
  1. Approved request for School Trip: Hampshire Unit School HOSA, Culleoka, TN – Culleoka Unit School HOSA Lock-in, September 21-22, 2018
  2. Approved request for Madison Elite to use the auxiliary gymnasium at Central High School on Sundays beginning September 16, 2018 until December 30, 2018 from 3:00 pm until 6:30 pm for basketball skills training with all use of facilities fees to be applied.
  3. Approved request for Spring Hill AAU Wrestling to use the auxiliary gymnasium at Spring Hill High School on Mondays and Wednesdays beginning September 10, 2018 until February 25, 2019 from 5:30 pm until 8:00 pm for practice with all use of facilities fees to be waived.
  4. Approved request for the Mt. Pleasant Community Development Corporation/Forward Foundation to use the auditorium at Mt. Pleasant Middle School on September 20, 21, 25, & 27, 2018; Tuesdays and Thursdays during October 2018 and November 2018, November 26, 27, 28, 29, & 30, 2018, and December 1 & 2, 2018 from 5:30 pm until 8:30 pm for Mt. Pleasant Community Theater presents The Christmas Bus with all use of facilities fees to be waived.
  5. Approved request for the Culleoka Athletic Booster Club to use the main gymnasium at Culleoka Unit School on October 16 & 18, 2018 from 5:00 pm until 10:00 pm for Culleoka Athletic Booster Club Classic with all use of facilities fees to be waived.
  6. Approved request for the Riverside PTO to use the parking lot at Riverside Elementary School on October 26, 2018 from 5:30 pm until 8:00 pm for a trunk or treat with all use of facilities fees to be waived.
5.6. Grants
5.7. Donations
Rationale:  DONATIONS FOR OCTOBER 2018                                 $8,822.53

Brown Elementary School                                            $2,100.00
General Motors LLC for the Bionic Bears                            $1,600.00
GCP Applied Technologies                                                   $500.00

Culleoka Unit School                                                    $3,855.00
William B. & Stacey Jackson to Varsity Boys Basketball      $1,500.00
MRMC to HOSA                                                                  $500.00
Athletic Boosters Club to Varsity Girls Basketball                $1,335.00
Austin & Belinda French to Ag. Department                            $20.00
Maury County Farm Bureau to Ag. Department                     $500.00

Highland Park Elementary School                                   $100.00                      
Gold Wing Road Riders Assoc. (GWRRA) Linzy Boshers          $100.00

Spring Hill High School                                                    $956.45
SHHS Music Club to the Band                                              $801.43
SHHS Music Club to the Band                                              $155.02

Whitthorne Middle School                                            $1,811.08
First Presbyterian Church to Needy Student Fund                  $311.08
US Tank & Cryogenic Equipment to WMS Football               $1,000.00
Franklin Billing Specialist                                                     $500.00
6.1. Reminder of Special Meetings and Closures

Thursday, November 8, 2018 Parent/Teacher Conference Elem/Unit 4-7 pm

Monday, November 12, 2018 Board Work Session, HOPSCH 6 pm

Tuesday, November 13, 2018 Parent/Teacher Conference Middle 4-7 pm

Thursday, November 15, 2018 Parent/Teacher Conference High 4-7 pm

Friday, November 16, 2018 Professional Development Day, No Students

Monday, November 19-23, 2018 Thanksgiving Break

Monday, November 26, 2018 Regular Board Meeting, HOPSCH 6 pm




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