HAMILTON COUNTY BOARD OF EDUCATION QUARTERLY SESSION DECEMBER 19, 2013 INDEX

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1 HAMILTON COUNTY BOARD OF EDUCATION INDEX APPROVED BY BOARD Quarterly Session... 1 Roll Call... 1 Meditation and Pledge to the Flag... 1 I. Approval of the Agenda APPROVED... 1 EXECUTIVE SESSION... 1 II. Recognitions and Presentations A. Educator of Distinction Recognition COL T. C. McConnell... 1 B. Technology Update Dr. Lee McDade... 1 III. Delegations A. Sandy Hughes, President HCEA... 1 IV. Approval of the Consent Agenda APPROVED with exceptions... 2 A. Approval of Minutes of the Quarterly Session of June 20, B. Executive Committee Report... 2 C. Education and Leadership Support Dr. Robert Sharpe (1) Field Trips (a) David Cowan (2)... 2 (b) Karen Hollis (1)... 2 (c) Dr. Marvin Lott and Steve Holmes (13)... 3 D. Finance and Business (1) Bids Leon Rash... 4 (2) Financial Reports Christie Jordan... 4 (3) Grant Application Requests Christie Jordan... 4 (4) Budget Amendments Christie Jordan (a) Federal and Self-funded... 4 (b) General Operating [1] Mid-Year True Up Amendment... 5 [2] Revision of Pre-K Appropriation... 5 E. Human Resources Stacy E. Stewart (1) New Position Requests (3)... 5 F. Auxiliary Services Gary Waters (1) East Brainerd Elementary School Bid Recommendation... 5 G. Campus Support Dr. Lee McDade (1) Approval of Charter School Renewal for Ivy Academy 6 (2) Board Policy: Second and Final Reading for Approval (a) Recommended Revisions for Board Policy #5.107 Orientation and Employment Contract (Classified Employees) 6 (b) Recommended Revisions for Board Policy #5.304 Extended Leaves of Absence for Certificated/ Classified Personnel 6 V. Administrative/Business Matters A. Presentation of Bring Your Own Device Administrative Procedure Dr. Lee McDade... 6

2 B. CLASS Retainer Agreement Superintendent Smith... 6 C. Renaming of Middle College Dr. Robert Sharpe and Dr. Lee McDade... 7 D. First Reading: Recommended Revisions for Board Policy #4.608 Class Ranking Dr. Lee McDade... 7 E. Committee to Name a Portion of a School Facility Chairman Evatt... 7 VI. Schedule of Events/Announcements... 8

3 HAMILTON COUNTY BOARD OF EDUCATION 1 The Hamilton County Board of Education met in Quarterly Session in the Board Room at 3074 Hickory Valley Road on Thursday, December 19, 2013 Chairman Evatt called the meeting to order at 5:30 p.m. ROLL CALL: Present were Chairman Evatt, Vice Chairman Ricks, Mr. Galloway, Mrs. Horn, Dr. Martin, Mr. Testerman, Mrs. Thurman, Dr. Welch, Mr. Wilson and Superintendent Smith. Absent was Ms. Choice. I. Approval of the Agenda Chairman Evatt stated the following amendment to the agenda: Add item VE. Committee to Name A Portion of a School Facility. Mr. Wilson made a motion, seconded by Mr. Testerman, to approve the agenda, as amended. ROLL CALL VOTE: Mr. Galloway, Mrs. Horn, Dr. Martin, Mr. Ricks, Mr. Testerman, Mrs. Thurman, Dr. Welch, Mr. Wilson and Chairman Evatt voted aye. MOTION UNANIMOUSLY APPROVED Executive Session Meditation and Pledge to the Flag Alisan Taylor, Principal of Lookout Valley Elementary School, gave the meditation and introduced the following students who led the pledge to the flag: Eli Pell, Maddie Pell, Brayden Bailey, Rebekah Cate Moore, and Allie Grace Gilliam. Chairman Evatt recognized County Commissioner Chester Bankston who was present in the audience. II. Recognitions and Presentations A. Educator of Distinction Recognition COL T. C. McConnell Colonel McConnell recognized SGM David Lewis, JROTC Teacher at Central High School. SGM Lewis was selected by The National Society of High School Scholars as an Educator of Distinction. B. Technology Update Dr. Lee McDade Mrs. Patty Kinsey, Information Technology Department Head, presented a Technology update to the Board. III. Delegations A. Sandy Hughes, President HCEA Mrs. Sandy Hughes, President of the Hamilton County Education Association, expressed Holiday Greetings to the Board and Superintendent from the Association.

4 HAMILTON COUNTY BOARD OF EDUCATION 2 IV. Approval of the Consent Agenda Dr. Martin asked to pull item IV. F. (1) East Brainerd Elementary School Bid Recommendation from the Consent Agenda. Mr. Ricks made a motion, seconded by Mr. Testerman, to approve the Consent Agenda, as amended. ROLL CALL VOTE: Mr. Galloway, Mrs. Horn, Dr. Martin, Mr. Ricks, Mr. Testerman, Mrs. Thurman, Dr. Welch, Mr. Wilson and Chairman Evatt voted aye. MOTION UNANIMOUSLY APPROVED IV. F.(1) East Brainerd Elementary School Bid Recommendation Gary Waters Dr. Martin asked the vast spread in the bids and questioned the value of one over the other. Mr. Waters addressed his concerns. Discussion continued. Chairman Evatt made a motion, seconded by Mr. Testerman, to approve the recommendation. ROLL CALL VOTE: Mr. Galloway, Mrs. Horn, Dr. Martin, Mr. Ricks, Mr. Testerman, Mrs. Thurman, Dr. Welch, Mr. Wilson and Chairman Evatt voted aye. MOTION UNANIMOUSLY APPROVED A. Approval of Minutes of the Quarterly Session of June 20, 2013 B. Executive Committee Report Approval of the Executive Committee Report for period of November 8, 2013 through December 6, C. Education and Leadership Support Dr. Robert Sharpe (1) Field Trips (a) David Cowan (2) #1 East Hamilton School Thirty-five Virtual Enterprise students to participate in 2014 Youth Business Summit to be held March 31-April 4, 2014 in New York, New York. (FIVE DAYS CLASSROOM TIME MISSED) #2 Soddy-Daisy High School Ten Project Lead the Way students to participate in the Smoky Mountain FIRST (For Inspiration and Recognition of Science and Technology) Regional Competition to be held March 27-29, 2014 in Knoxville, Tennessee. (TWO DAYS CLASSROOM TIME MISSED) (b) Karen Hollis (1) #1 Hixson Elementary Approximately seventy students from the fifth grade will travel to Nature s Classroom in Mentone, AL April 9-11, 2014.

5 HAMILTON COUNTY BOARD OF EDUCATION 3 (c) Dr. Marvin Lott and Steve Holmes (13) #1 East Ridge High School Six members of the high school band will travel to Gatlinburg, Tennessee February 6-8, 2014 to participate in the All State East Senior Clinic. #2 Hixson High School Thirty members of the National Honor Society will travel to Chicago, Illinois February 14-17, 2014 to attend the 2014 LEAD Conference. #3 The Howard School Fourteen members of the boys basketball team will travel to Sparta, Tennessee December 26-28, 2013 to compete in the 2013 Sonic Shootout Tournament. #4 Ooltewah High School Twenty members of the boys soccer team will travel to Englewood, Tennessee February 28-March 1, 2014 to attend soccer camp. #5 Ooltewah High School Twenty members of the boys soccer team will travel to Winchester, Tennessee April 5-6, 2014 to compete in the Franklin County High School Soccer Tournament. #6 Ooltewah Middle School Forty-eight members of Beta Club will travel to Nashville, Tennessee March 2-4, 2014 to participate in the 2014 National Junior Beta Club Convention. #7 Red Bank High School Fifty cadets from JROTC will travel to New Orleans, Louisiana March 6-8, 2014 to earn 2 college credits through the protocol between Cadet Command and Adams State University for Spring Semester #8 Sale Creek Middle High School Twenty members of the softball team will travel to Manchester, Tennessee April 25-26, 2014 to compete in the Coffee County Softball Tournament. #9 Soddy Daisy High School Thirteen members of the boys basketball team will travel to Lenoir City, Tennessee December 26-28, 2013 to compete in the Lenoir High School Basketball Tournament. #10 Soddy Daisy High School Twelve students will travel to Sapelo Island, Georgia February 14-17, 2014 to apply classroom lessons to actual setting. #11 Tyner Academy Twelve members of the boys basketball team will travel to Memphis, Tennessee December 20-21, 2013 to compete in the Lynx Holiday Classic. *#12 Chattanooga School for the Arts and Science Five members of the school choir traveled to Greenville, Tennessee November 21-23, 2013 to perform in the 2013 Tennessee All-East Choir. *#13 East Ridge High School Twelve members of the boys basketball team traveled to Gatlinburg, the 2013 Smokey Mountain Classic. *Item previously approved by Superintendent and Chairman.

6 HAMILTON COUNTY BOARD OF EDUCATION 4 D. Finance and Business (1) Bids Leon Rash Approval of the following low bids and contracts meeting specifications: (1A) Furnish and Install Pass-Thru Refrigerators for School Nutrition (Bid File 14-21) to Strategic Equipment Inc. Items and unit prices on file in Purchasing Department. Funds to be provided by School Nutrition Budget. (1B) Purchase of Hot Water Boilers for Ooltewah High School (Bid File 14-22) to Ferguson for a total cost of $57,344. Funds to be provided by Capital Projects Fund. (1C) Contract for Routine Roof Repairs and Replacement (Bid File 14-23) to JDH Company and Parris Roofing & Sheet Metal Company. Costs of services and labor rates on file in Purchasing Department. (2) Ratification of Early Approval for the Purchase of Doors and Related Hardware for Central High School (Bid File 14-19) to RG & Associates for the low bid in the amount of $54, Funds to be provided by 2012 Capital Projects Fund. (3) Ratification of Early Approval for the Construction of a new Baseball Field for East Hamilton Middle/High School (Bid File 14-18) to Ooltewah Landscaping and Nursery Company for a total Adjusted Price of $271, Funds to be provided by County Commission Discretionary Funds and by East Hamilton School. (2) Financial Reports Christie Jordan Approval of the monthly financial report comparing budget to actual through October 31, The presentation of the monthly financial statement compares actual year-to-date expenditures to the original adopted budget and the year-to-date amended budget. (3) Grant Application Requests Christie Jordan Approval of the following grant applications. A budget amendment will be brought to the School Board for the actual amount awarded, if applicable. (1) School Improvement Reading Grant; (Funded by TDOE for $600,000. See attached. Contact- LeAndrea Ware). (2) School Improvement Reading Initiative (SIRI); (Funded by School Improvement for $197,319. See attached. Contact-Preston Gonter. (4) Budget Amendments Christie Jordan (a) Federal and Self-funded Approval of budget amendments for Federal Grants and Self-Funded Programs for FY2014. The Federal Programs budget is amended by items #1-4. Items # 1-4 are current year awards. The Self-Funded Programs budget is amended by items #5-6, and consists of grants awarded by nonfederal agencies and designed for a specific purpose. Item #6 is current year contributions. Item # 5 consists of current year contributions and carryover from the prior year. (1) The FY2014 School Improvement Grant Reading Initiative for Chattanooga Girls Leadership Academy Charter School budget totaling $195,286. (2) The FY2014 School Improvement Grant Reading Initiative for IZONE Schools (Brainerd High, Dalewood Middle, Orchard Knob Middle, Orchard Knob Elementary, and Woodmore Elementary) budget totaling $600,000. (3) The FY2014 Perkins Vocational Grant budget amendment with transfers between accounts totaling $16,185. (4) The FY2014

7 HAMILTON COUNTY BOARD OF EDUCATION 5 Perkins IV Vocational Grant budget amendment with transfers between accounts totaling $1,205. (5) The FY2014 JROTC Competitions Self-Funded Program amendment with increases of $6,265. (6) The FY2014 Community Donations Schools Self-Funded Program budget totaling $2,000. (b) General Operating [1] Mid-year True Up Amendment Approval of the following mid-year budget amendment. Each year the Finance Department prepares a mid-year budget amendment to account for adjustments made to the District s General Purpose Fund approved budget. This true up amendment reflects the changes to the budget for the movement of personnel between locations, and the increase of positions approved by the Board due to enrollment increases and shifts. In addition, this amendment includes the true-up for the previously approved salary increase/bonus. Source of Funds: Unrestricted Fund Balance $3,300,000 and Use of Funds: (Spreadsheet for detail of Expenditure Account Codes on file in Finance Department) $3,300,000. [2] Revision of Pre-K Appropriation Approval to amend the FY budget for the Pre-K Pilot/State Grant Award. This amendment increases the allocation to match the amount awarded by the State Department of Education, and reclassifies the funds to the appropriate expenditure accounts. Source of Funds: Pre-K Pilot/State Revenue $13,038 and Use of Funds: (Expenditure listing for Pre-K Budget on file in Finance Department) $13,038. E. Human Resources Stacy E. Stewart (1) New Positions Requests (3) Approval to add three full-time employees to the IT Department. These additions will be at a remaining cost of $67,000 for FY14. These funds will be transferred from fund balance into the Capital Technology budget. The total cost of $135,000 for FY15 will be fully funded through Capital Technology. F. Auxiliary Services Gary Waters (1) East Brainerd Elementary School Bid Recommendation Approval of Mr. Waters recommendation for the low bid as submitted by Tri-Con Construction in the amount of $23,142,000. The bid recommendation includes the base bid and accepting add alternate #1, in the amount of $15, In accordance with an existing inter-local agreement with Hamilton County; approval by the Hamilton County Commission is also required. This recommendation is contingent on satisfactory review of the bid proposal scheduled for Friday, December 6, 2013.

8 HAMILTON COUNTY BOARD OF EDUCATION 6 G. Campus Support Dr. Lee McDade (1) Approval of Charter school Renewal for Ivy Academy Approval of the application for charter renewal from Ivy Academy. This charter school did make academic progress last school year, and the renewal application is complete. The wording on the charter renewal has been approved by Scott Bennett. (2) Board Policy: Second and Final Reading for Approval (a) Recommended Revisions for Board Policy #5.107 Orientation and Employment Contract (Classified Employees) Approval for Revisions of Board Policy #5.107, as recommended. Due to the General Assembly amending TCA (b) (1) (GG) in order to provide that classified employees are now employees at will, it is necessary to revise our current board policy regarding classified employees. (b) Recommended Revisions for Board Policy #5.304 Extended Leaves of Absence for Certificated/ Classified Personnel Approval to revise our current board policy for extended leaves of absence in order to allow our classified employees the opportunity to student teach or intern with Hamilton County Department of Education. V. Administrative/Business Matters A. Presentation of Bring Your Own Device Administrative Procedure Dr. Lee McDade Dr. McDade presented, for information, the Bring Your Own Device administrative procedure that has been adopted by HCDE to state the terms and conditions that will be followed as individual schools begin allowing students to bring their own technology devices to school for academic use. The Bring Your Own Device Agreement along with the Technology Acceptable Usage Agreement must be signed by both the parent and the student before the device will be allowed on the Hamilton County Department of Education network. Discussion followed. B. CLASS Retainer Agreement Superintendent Smith Superintendent Smith recommended the Coalition of Large Area School Systems (CLASS) proposed letter of agreement, revised by-laws, and position statements from Southern Strategy Group for approval to continue Hamilton County s membership in the Coalition for a membership assessment of $37,500 per school system. These fees cover the professional services of the Southern Strategy Group, CLASS s lobbyist registration fees, and various expenses beginning January 1, 2014 and ending December 31, Discussion followed.

9 HAMILTON COUNTY BOARD OF EDUCATION 7 Mr. Wilson made a motion, seconded by Mr. Ricks, to approve the recommendation. ROLL CALL VOTE: Mr. Galloway, Mrs. Horn, Mr. Ricks, Mr. Testerman, Dr. Welch, Mr. Wilson and Chairman Evatt voted aye. Dr. Martin and Mrs. Thurman voted nay. MOTION APPROVED C. Renaming of Middle College Dr. Robert Sharpe and Dr. Lee McDade Dr. Sharpe presented a request to approve a name change for Middle College, located on the Chattanooga State Campus. The proposed new name for the school is Hamilton County Collegiate High at Chattanooga State. He further stated that the Administration from Hamilton County Department of Education and Chattanooga State Technical Community College believe that this recommended name change better reflects the nature and purpose of the school as it transitions to a 9 12 program. Mr. Galloway made a motion, seconded by Chairman Evatt, to approve the request and name the school Hamilton County Collegiate High at Chattanooga State. ROLL CALL VOTE: Mr. Galloway, Mrs. Horn, Dr. Martin, Mr. Ricks, Mr. Testerman, Mrs. Thurman, Dr. Welch, Mr. Wilson, and Chairman Evatt voted aye. MOTION UNANIMOUSLY APPROVED D. First Reading: Recommended Revisions for Board Policy #4.608 Class Ranking Dr. Lee McDade Dr. McDade stated that due to changes in State Board Policy 2.103, it is necessary to revise our current board policy to address the recognition of Hamilton County students who graduate with honors or distinction. Second reading and request for final approval will be brought to the board next month. E. Committee to Name a Portion of a School Facility Chairman Evatt Chairman Evatt appointed board member Rhonda Thurman to select a committee to name a portion of a school facility in her district. He stated the committee s recommendation will be presented to the board for approval. VI. Schedule of Events/Announcements

10 HAMILTON COUNTY BOARD OF EDUCATION 8 A. December 20, 2013 Teacher Professional Development (non-student day) December 23, 2013 January 3, 2014 Winter Break C. January 16, 2014 Hamilton County Board of Education Regular Session Board Room 5:00 p.m. B. January 6, 2014 Administrative In-Service January 7, 2014 Teacher Professional Development January 8, 2014 Administrative In-Service (non-student days) January 9, 2014 Schools Reopen (students report to school) D. January 20, 2014 Martin Luther King Day (schools and central office closed) Chairman Evatt adjourned the meeting at 6:15 p.m.