HAMILTON COUNTY BOARD OF EDUCATION QUARTERLY SESSION DECEMBER 20, 2012 INDEX

Transcription

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. Signal Mountain Middle High Women s Golf Champions Steve Holmes... 1 III. Delegations... 1 IV. Approval of the Consent Agenda APPROVED with exceptions... 1 A. Approval of Minutes of the Special Called Session of September 6, 2012, the Quarterly Session of September 20, 2012, and the Regular Session of October 18, B. Executive Committee Report... 3 C. Education and Leadership Support Dr. Robert Sharpe (1) Field Trips APPROVED... 2 (a) Gail Morgan (1)... 3 (b) Karla Riddle (1)... 3 (c) David Cowan (5)... 3 (d) Dr. Marvin Lott and Steve Holmes (17)... 4 D. Finance and Business (1) Bids Leon Rash... 2, 5 (2) Conferences and Consultants Leon Rash... 3, 6 (3) Financial Reports Christie Jordan... 6 (4) Budget Amendments Christie Jordan (a) Federal and Self-funded... 6 (b) Mid-year True-up... 7 E. Campus Support Dr. Lee McDade (1) Report of School/System Compliance... 7 F. Human Resources Stacy Stewart (1) New Positions Requests (3)... 7 V. Administrative/Business Matters A. Board Bills Leon Rash... 7 B. Retainer Agreement with Southern Strategy Group Superintendent Smith... 8 C. Normal Park Upper School; Tennessee Healthy Watershed Initiative (THWI) Grant Gary Waters... 8 D. (New) East Brainerd Elementary Gary Waters... 9 VI. Board Matters... 9 VII. Schedule of Events/Announcements... 10

2 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 20, 2012 Chairman Evatt called the meeting to order at 5:34 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, Ms. Huffstutler, and Superintendent Smith. I. Approval of the Agenda Chairman Evatt stated the following amendment to the agenda: Under Administrative/business Matters add item D. (New) East Brainerd Elementary. Mr. Wilson made a motion, seconded by Mr. Testerman, to approve the agenda. ROLL CALL VOTE: Mr. Galloway, Mrs. Horn, Dr. Martin, Mr. Ricks, Mr. Testerman, Mrs. Thurman, Dr. Welch, Mr. Wilson and Chairman Evatt voted aye. Executive Session No Executive Session was called. Meditation and Pledge to the Flag Mr. Jim Barcley, teacher at Sequoyah High School, gave the meditation and led the pledge to the flag. II. Recognitions and Presentations A. Signal Mountain Middle High Women s Golf Champions Steve Holmes Mr. Holmes introduced Principal Robin Copp who recognized the Signal Mountain Middle High School girls golf team for winning 2 nd in City Prep, 1 st in District 7A-AA, 1 st in Region 4A-AA and 4 th consecutive year winning 1 st in State Class A-AA. She introduced Seniors Hailey Davidson and Marley Patton, Sophomore Abigail Werner and Freshman Bethany Burns. III. Delegations - There were no delegations. IV. Approval of the Consent Agenda Mrs. Thurman requested to remove item IV. C. (1) Field Trips, Mr. Testerman requested to remove item IV. D. (1) Bids 1. A. and Dr. Martin requested to remove item IV. D. (2) Conferences and Consultants 2. and 3. from the Consent agenda. Mr. Ricks made a motion, seconded by Mr. Wilson, to approve the Consent Agenda.

3 HAMILTON COUNTY BOARD OF EDUCATION 2 ROLL CALL VOTE: Mr. Galloway, Mrs. Horn, Dr. Martin, Mr. Ricks, Mr. Testerman, Mrs. Thurman, Dr. Welch, Mr. Wilson and Chairman Evatt voted aye. IV. C. (1) Field Trips Mrs. Thurman asked who pays for the substitutes when teachers are out of the classroom taking field trips. Dr. Sharpe stated those costs are generally covered under the cost of the field trip but may also depend on the trip. Mrs. Thurman further stated that one form indicates there are 34 students but only one chaperone on the trip. Dr. Sharpe stated that he would follow up on that. Discussion followed. Mr. Wilson made a motion, seconded by Mr. Ricks, to approve the field trips, as recommended. ROLL CALL VOTE: Mr. Galloway, Mrs. Horn, Dr. Martin, Mr. Ricks, Mr. Testerman, Mrs. Thurman, Dr. Welch, Mr. Wilson and Chairman Evatt voted aye. IV. D. (1) Bids Leon Rash 1. A. Purchase of LED Sign for Spring Creek Elementary School Mr. Testerman stated that he was out of pocket when they were making this decision and at one time there was some discussion that they wanted to work with a certain company. He asked Mrs. Burgner if that was the company that was approved on this purchase. He further stated that the bids were less than $2,000 different. Discussion followed. For the record, Chairman Evatt asked Mr. Rash and Ms. Jordan for clarification if anytime a Commissioner gives discretionary monies to a school is it still subject to purchasing requirements. Mr. Rash stated that no matter the source of the funds when it comes into the school it looses its identity and the school must go by our purchasing guidelines which require us to bid and meeting specifications we always recommend low bid; this being the case. Discussion continued. Mr. Wilson made a motion, seconded by Mr. Galloway, to approve the bid.

4 HAMILTON COUNTY BOARD OF EDUCATION 3 ROLL CALL VOTE: Mr. Galloway, Mrs. Horn, Dr. Martin, Mr. Ricks, Mr. Testerman, Mrs. Thurman, Dr. Welch, Mr. Wilson and Chairman Evatt voted aye. IV. D. (2) Conferences and Consultants Leon Rash Dr. Martin asked how schools are selected and what measures are in place to know the effectiveness of these programs. Ms. Glenn addressed Dr. Martin s concerns. Discussion followed. Dr. Martin made a motion, seconded by Mr. Ricks, to approve the Conferences and Consultants, as recommended. ROLL CALL VOTE: Mr. Galloway, Mrs. Horn, Dr. Martin, Mr. Ricks, Mr. Testerman, Mrs. Thurman, Dr. Welch, Mr. Wilson and Chairman Evatt voted aye. A. Approval of Minutes of the Special Called Session of September 6, 2012, the Quarterly Session of September 20, 2012, and the Regular Session of October 18, B. Executive Committee Report Approval of the Executive Committee Report for period of November 1, 2012 through December 7, C. Education and Leadership Support Dr. Robert Sharpe (1) Field Trips (see separate motion on page 2) (a) Gail Morgan (1) #1 Falling Water Elementary Forty-six students from the fifth grade will travel to Jekyll Island, GA February 13-15, (b) Karla Riddle (1) #1 Chattanooga School for the Liberal Arts Forty-seven students from 5 th grade will travel to Asheville, North Carolina to visit the Biltmore Estate. This facility provides educational programs that follow state and national education standards and introduce students to the estate and its significance in this period s history. The trip dates are January 23 and January 24, (c) David Cowan (5) #1 East Hamilton School Forty students to participate in the 2013 Virtual Enterprises Youth Business Summit to be held in New York City on April 9-13, (FIVE DAYS CLASSROOM TIME MISSED) *#2 East Ridge High School Five students participated in Performance Race Industry Championship held in Orlando, Florida, November 28-December 1, (THREE DAYS CLASSROOM TIME MISSED)

5 HAMILTON COUNTY BOARD OF EDUCATION 4 *#3 Hixson High School Seven students to participate in FFA 212/360 Degree Leadership Conference held at Camp Clements, Doyle, Tennessee, November 2-3, (NO CLASSROOM TIME MISSED) #4 Hixson High School Twenty (approximate) students to participate in the State HOSA (Health Science Technology Students of America) competition to be held March , Nashville, Tennessee. (THREE DAYS CLASSROOM TIME MISSED) *#5 Sequoyah High School Three students participated in Performance Race Industry Championship held in Orlando, Florida, November 28-December 1, (THREE DAYS CLASSROOM TIME MISSED *Previously approved by Superintendent and Chairman. (d) Dr. Marvin Lott and Steve Holmes (17) #1 CSAS Fifty students from grades 9-12 Orchestra will travel to Chicago, Illinois April 3-7, 2013 to perform at the National Adjudicators Invitational. #2 CSAS Fifty-four students from the Symphonic Band will travel to Atlanta, Georgia April 5-7, 2013 to participate in the Dixie Classic Concert Festival. #3 CSLA Thirty-four students from the Concert and Jazz Bands will travel to Orlando, Florida April 11-14, 2013 to participate in the Florida Heritage Music Festival. #4 Central High Two students from Choir will travel to New York City, New York February 6-11, 2013 to participate in the American High School Honors Performance Series. #5 East Ridge High Three students from the High School Band will travel to Gatlinburg, Tennessee February 7-9, 2013 to participate in the All-State East Senior Clinic. #6 Hixson High Twenty students from Student Council will travel to Chicago, Illinois February 15-17, 2013 to attend the National Lead Conference. #7 Hixson High Forty-six students from the Orchestra will travel to New York, New York March 20-24, 2013 to attend a master class with Broadway musicians and the cast of Newsies. #8 Loftis Middle Twenty-two athletes from the boys basketball team will remain overnight at Loftis Middle December 20-21, 2013 to build positive attitudes and teamwork. #9 Ooltewah High Fifteen students from the basketball team will travel to Charleston, South Carolina December 19-23, 2012 to compete in a tournament. #10 Red Bank High Fifty cadets from JROTC will travel to Pensacola, Florida March 14-16, 2013 to participate in activities at the Pensacola Naval Air Station. #11 Sale Creek High Twenty cadets from JROTC will travel to Radcliff, Kentucky March 8-10, 2013 to compete in the Paul C. Gray JROTC Invitational Drill, Air Rifle and Academic Championships.

6 HAMILTON COUNTY BOARD OF EDUCATION 5 #12 Signal Mountain Middle/High Approximately eighteen athletes from the Wrestling Team will travel to Nashville, Tennessee January 4-5, 2013 to compete in the 44 th Annual Father Ryan Invitational. #13 Soddy Daisy High Eight students from Model UN will travel to Knoxville, Tennessee January 25-27, 2013 to participate in the Model UN Conference. *#14 CSAS Seven students from Choir traveled to Maryville, Tennessee November 15-17, 2012 to participate in the All East Choir. *#15 Hunter Middle Thirteen students from the Dance Team traveled to Gatlinburg, Tennessee November 30- December 2, 2012 to represent the school at a dance competition. *#16 East Ridge High Fourteen athletes from the boy s basketball team traveled to Murfreesboro, Tennessee November 23-24, 2012 to compete in the Bojangles Thanksgiving Classic. *#17 East Ridge High Forty athletes from the Wrestling Team traveled to Huntsville, Alabama November 30- December 1, 2012 to compete in a TSSAA Wrestling Tournament. *Previously approved by Superintendent and Chairman. D. Finance and Business (1) Bids Leon Rash. Approval of the following low bids/contracts meeting specifications: (1A) (see separate motion on page 2) Purchase of LED Sign for Spring Creek Elementary School (BID FILE 13-13) to Valley Signs and Surveys for a total cost of $24, Funds to be provided by School Budget. (1B) Purchase of AV System Upgrade for Board Room (RFP/Bid File 13-14) from Custom Media Services and approval of unit prices to allow installation tailored to the specific needs of HCDE for an amount not-toexceed amount of $45, for purchase and installation of the sound system. Funding provided from proceeds of the sale of the former Twenty-First Century School. (1C) Purchase of AutoCAD Software for Computer Aided Drafting Programs from the Autodesk Design Institute. The purchase price of $48, will allow us to meet industry standards for the next seven years. Approval for this purchase without going through the bid process. The Autodesk Company no longer provides sole source documentation as the software can be purchased on the internet. The internet purchase would not provide any support or service, which this agreement will include, as it will serve as a continuation of a previous lease. The Autodesk Company will not allow resellers to provide this documentation, although Technical Training Aids is the only reseller/vendor licensed to provide the software, service and support in Tennessee. Funding will come from federal funds for Career and Technical Education. (1D) Purchase of Power School Server Migration for $65, and SSL Integration for $1, Pearson is a sole source provider and we have been using PowerSchool since July The total purchase order is for

7 HAMILTON COUNTY BOARD OF EDUCATION 6 $66, All funds will be paid from Race To The Top. (1E) Approval to Renew Subscription for Migration to Passport Advantage (IBM) Annual Subscription Renewal for $12, Renewal is from January 1, 2013 to December 31, The funding source is Race To The Top Box 12. (1F) Approval to Lease Apple Equipment under the Apple Leasing $1 Purchase Option. Approved the purchase of Apple equipment under the Apple Leasing $1 purchase option. Under this leasing agreement, schools/ departments have the ability to purchase Apple equipment such as ipads, laptops, desktops, etc. over a 3 year period. Apple will charge interest which is currently on average around 3%. This leasing plan allows the lessee the right to terminate the lease if the funds are not available in 2 nd or 3 rd year. In this situation, equipment is returned to Apple with no further cost. With the $1 Purchase Option, a school owns their equipment at term s end. However, this option also allows a school to build equity which can be traded in for credit towards new equipment or cash. Apple is the sole source provider of all Apple equipment to K12 organizations. Apple does not allow retailers to sell directly to education. All educational sales must be processed through Apple where education receives discounts. In addition, the HCDE Finance department will approve each Apple lease in order to see if funds are available for all 3 years. Proposed leases will not be approved if funding cannot be shown. (2) Conferences and Consultants Leon Rash (See separate motion on page 3) Approval of the following conferences and/or consultants for the upcoming year. (1) Emergency/Early Approval for the 33 rd Annual East Tennessee Title I Conference as approved by the Superintendent and Board Chairman. Funding Source: Title. (2) TDOE School Counselor and Administrator Leadership Institute. Funding Source: Perkins Grant and Partnership in Character Education Grant. (3) The Youth Alliance (Reggie Dabbs, Consultant) to provide anti-bully presentations. Funding Source: S3 Grant. (3) Financial Reports Christie Jordan Presentation 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. (4) Budget Amendments Christie Jordan (a) Federal and Self-funded Approval of the following budget amendments for Federal Grants and Self-Funded Programs for FY2013.The Federal Programs budget is amended by items #1-5. Items # 1 and 4 consist of current year awards and carryover budgets. Items # 2, 3, and 5 are current year awards. (1) The FY2013 School Improvement Grant budget amendment with line item increases of $38,297 and decreases of $38,297. (2) The FY2013 School Improvement Grant (ARRA) budget totaling $150,000. (3) The FY2013 Energy Efficient Schools Grant budget totaling $1,314,428. (4) The FY2013 Safe School Climate Grant budget amendment with increases of $223,390. (5) The FY2013 RTTT STEM Grant budget

8 HAMILTON COUNTY BOARD OF EDUCATION 7 amendment with increases of $6,107 and decreases of $147,909. (b) Mid-year True-Up 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 shifts and increases. In addition, this amendment includes the second semester Assistant Principal and the Teacher requested in a separate agenda item. As a result of enrollment increases, we anticipate increased State BEP revenue of $903,538 to cover the additional teacher cost. Child Care revenue is being adjusted to match corresponding expense. Early Intervening Services transfer revenue was included in the adopted budget. Due to the decision not to transfer Federal IDEA revenue for early intervening services this school year, the related expense and revenue has been reduced by $495,879. Approval as recommended. E. Campus Support Dr. Lee McDade (1) Report of School System/School Compliance Approval of the 2012/13 compliance report as required by the Tennessee State Department of Education certifying that the school system is in compliance with Tennessee statutes and State Board of Education rules and regulations. Hamilton County Department of Education staff has reviewed the document and recommended approval. F. Human Resources Stacy Stewart (1) New Positions Requests (3) Approval of two (2) new school-based positions beginning in January of 2013, and one (1) new school-based position beginning in August of 2013, based on the following information: Ooltewah Elementary School has a current enrollment of 520 students, but will open in the fall of 2013 with a projected student count of at least 750 thus qualifying for an assistant principal. Add this administrator beginning in January of 2013 to assist with the necessary planning for and transition to the new building. East Lake Elementary School currently has 27 students in each of three 5 th grade classes. Adding a fourth teacher for the 5 th grade would lower the pupil-teacher ratio (PTR) to students per class. The new Red Bank Middle School, opening in August of 2013, includes a state of the art Technology Education laboratory. Unfortunately, funding for the Tech Ed teacher at RBMS was cut as part of a reduction in force prior to the school year. Reinstatement of this teaching position, beginning in August of Each of the positions requested above will be funded through the General Purpose account. V. Administrative/Business Matters A. Board Bills Leon Rash Approval of the following invoice totaling $7, which did not have a purchase order, purchase voucher or contract (100.00%

9 HAMILTON COUNTY BOARD OF EDUCATION 8 of the total); or the invoice amount is higher than the purchase order (0.00% of the total) or unapproved changes were made to the purchase order (0.00%). In every instance, the School Board policy was not followed. Based on our review of the invoices, we believe that the goods and services purchased are consistent with our normal operations. Dr. Martin made a motion, seconded by Mr. Galloway, to approve the Board Bill, as recommended. ROLL CALL VOTE: Mr. Galloway, Mrs. Horn, Dr. Martin, Mr. Ricks, Mr. Testerman, Mrs. Thurman, Dr. Welch, Mr. Wilson and Chairman Evatt voted aye. B. Retainer Agreement with Southern Strategy Group Superintendent Smith Superintendent Smith stated that Southern Strategy is the group that provides consulting and legislative services to the Coalition of Large School Systems (CLASS) and Hamilton County school system is a member. He presented the annual CLASS Retainer Agreement with Southern Strategy for approval. The cost is $30,000 per member. Mr. Wilson made a motion, seconded by Mr. Ricks, to approve the Retainer Agreement for CLASS, as recommended. Discussion followed. ROLL CALL VOTE: Mr. Galloway, Mrs. Horn, Dr. Martin, Mr. Ricks, Mr. Testerman, Dr. Welch, Mr. Wilson and Chairman Evatt voted aye. Mrs. Thurman voted nay. MOTION APPROVED C. Normal Park Upper School; Tennessee Healthy Watershed Initiative (THWI) Grant Gary Waters Mr. Waters stated that Normal Park Upper School has applied for a grant from the Tennessee Healthy Watershed Initiative in the amount of $98, Mr. Waters also provided a list of donors providing in-kind services and materials. The purpose of the grant is to improve non-point source pollution into the receiving streams and watershed and educate students, teachers, parents and the surrounding community about the overall effect of stormwater runoff, pollution prevention and mitigation. The proposed stormwater mitigation and watershed education design, at Normal Park Upper School, would be very beneficial to the students/

10 HAMILTON COUNTY BOARD OF EDUCATION 9 teachers and surrounding community. Mr. Ricks made a motion, seconded by Dr. Welch, to approve the THWI Grant for Normal Park Upper School. ROLL CALL VOTE: Mr. Galloway, Mrs. Horn, Dr. Martin, Mr. Ricks, Mr. Testerman, Mrs. Thurman, Dr. Welch, Mr. Wilson and Chairman Evatt voted aye. D. (New) East Brainerd Elementary Gary Waters Mr. Waters presented the following recommendation to the Board for approval. During the development of the schematic design phase for the new East Brainerd Elementary School; the project architect, TWH Architects, Inc. studied several design options for the school. As a part of the architect approval process, the Hamilton County Commission requested the architect study the feasibility of retaining some or all of the existing buildings; or replacement of all buildings with 100% new construction. Following studies of various options; including retaining the existing gymnasium and incorporating it into the design of the new school; TWH Architects recommended replacing all buildings with new construction. This option provides a more efficient building, with significantly lower utility costs than could be obtained utilizing existing structures. This option was presented to Hamilton County Commissioners on Thursday, December 13 th, 2012 and the unanimous consensus was to recommend approval of this concept at the next regularly scheduled meeting of the Commission on December 19, Commissioners asked that the option of total new construction be presented to the Hamilton County Board of Education at the next Board meeting for their consideration. Pending final approval by the Commission on December 19, 2012 and approval by Hamilton County Board of Education on December 20, 2012, the architect will be allowed to complete design of the facility. Mr. Wilson made a motion, seconded by Chairman Evatt, 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. VI. Board Matters Chairman Evatt appointed the following Technology Committee: Dr. Welch, Chairman, Donna Horn and Dr. Greg Martin.

11 HAMILTON COUNTY BOARD OF EDUCATION 10 Chairman Evatt stated that a Naming School Committee for the STEM School was approved last month and the members of that committee are: Mr. Ricks, Chairman, Tracy Carisch, Dr. Tony Donen, Crystal Sorrells, and Talley Clower. Mrs. Thurman announced that tonight was Anna Huffstutler s last meeting as student board representative and stated that she had enjoyed sitting next to her during her time on the board and thanked her for her service. VII. Schedule of Events/Announcements A. December 20, 2012 Last Day of Classes Before Winter Holidays C. January 7, 2013 January 8, 2013 Teacher Professional Day (non student day) B. December 24, 2012 January 4, 2013 Winter Break (schools closed) D. January 9, 2013 School Reopens E. January 17, 2013 Board of Education Regular Session Board Room 5:00 p.m. Chairman Evatt adjourned the meeting at 6:30 p.m.