Thursday, June 22, 2023 Following the joint meeting - GREENEVILLE CITY REGULAR BOARD MEETING

Rationale:  Origin:
___ Topic presented for information only (no board action required)
_X_ Board review required by: 

Rationale: 

Rationale: 

Rationale:  Origin:
___ Topic presented for information only (no board action required)
_X_ Board review required by:  _X_ Action requested at this meeting
___ Action requested at 
Previous Review/Action:
_X_ No Previous board review/action
___ Previous review/action
Background Information: 
Per policy 1.600, at least biannually, the Board shall review its policy manual for the purpose of passing, revising, or deleting policies mandated by changing conditions.  This routine review of district policies is done on an ongoing basis by central office administrative staff with the assistance of TSBA’s policy maintenance service.

Summary of Major Elements: 
During routine review, it was determined that no changes were required in the attached policies.

Director of Schools' Recommendation: 

Approval

Impact on Resources:

None

Timetable for Further Review/Action:

2nd reading at July Board meeting

Rationale:  Origin:
__ Topic presented for information only (no board action required)
_X_ Board review required by: 
_X_ State or federal law or regulation
__ Board of Education policy
Other:  __________________________________________
_X_ Action requested at this meeting
__ Action requested at 
future meeting: _______________ (date)
Previous Review/Action:
_X_ No Previous board review/action
__ Previous review/action
date: ________________
action: ________________________________________________

Background Information:

GCS currently purchases approximately 750-850 cases of paper per year for use at all schools and business offices. This contract is negotiated on an annual basis.   

Summary of Major Elements:

Following the release of request for proposals, two submissions were received. Tennessee Office Supply is the recommended vendor/supplier. Supporting proposal documentation is attached for review.  

 

Company	Description	Price
American Paper & Twine	8.5" x 11" paper	$41.50/case
Tennessee Office Supply	8.5" x 11" paper	$40.55/case

 

Director of Schools' Recommendation:

Approval

Impact on Resources:

Funds are budgeted in the 2023-24 budget.  

Timetable for Further Review/Action:
   
None
 

Rationale:  Origin:
__ Topic presented for information only (no board action required)
_X_ Board review required by: 
__X State or federal law or regulation
_X_ Board of Education policy
Other:  __________________________________________
_X_ Action requested at this meeting
__ Action requested at 
future meeting: _______________ (date)
Previous Review/Action:
__ No Previous board review/action
X__ Previous review/action
date: ____5/16/23____________
action: __Executive Committee Approval______________________________________________

Background Information: 
Board Policy 4.302 specifies that the Board must approve field trips that are both overnight and out-of-state. Additionally, approval is required when students must leave school early for participation in athletic events. 

Summary of Major Elements: 
Given that the Basketball Camp was set to occur June 8, 2023, through June 10, 2023, and the Board would not meet again prior to the camp taking place, Executive Committee approval was granted. This consent agenda item is to formally approve the requested trip.

Director of Schools' Recommendation: 

Approval

Impact on Resources:

None

Timetable for Further Review/Action:

None

Rationale:  Origin:
__ Topic presented for information only (no board action required)
__ Board review required by: 
__ State or federal law or regulation
__ Board of Education policy
Other:  __________________________________________
_X_ Action requested at this meeting
__ Action requested at 
future meeting: _______________ (date)
Previous Review/Action:
_X_ No Previous board review/action
__ Previous review/action
date: ________________
action: ________________________________________________

Background Information:

The Greeneville City Board of Education serves as trustees for the Carmen Cox Scholarship Trust. The Trust was established in 1996 through a bequest from the estate of T. Elmer Cox in memory of his wife, Carmen Cox. The Trust exists to provide scholarship assistance for post-secondary education to outstanding business students in each of the high schools located in Greene County. A trustee appointed committee determines scholarship amounts and recipients annually. Applications were solicited from all five high schools located in Greene County. This is in accordance with Trust guidelines.

The recipients of the 2023 Carmen Cox Scholarship are:

· Grace Ann Buchanan- North Greene High School $5,000

· Andrew Glen Shelton- Greeneville High School $5,000

Summary of Major Elements:


Director of Schools' Recommendation:

Approval

Impact on Resources:

$10,000 from the Carmen Cox Scholarship Trust

Timetable for Further Review/Action:
   
None

Rationale:  Origin:
__ Topic presented for information only (no board action required)
_X_ Board review required by: 
_X_ State or federal law or regulation
__ Board of Education policy
Other:  __________________________________________
_X_ Action requested at this meeting
__ Action requested at 
future meeting: _______________ (date)
Previous Review/Action:
_X_ No Previous board review/action
__ Previous review/action
date: ________________
action: ________________________________________________

Background Information:
The state of Tennessee requires that districts submit a Differentiated Pay Plan by July 14th that has been approved by the school board each year.   

Summary of Major Elements:
The proposed 2023-2024 Differentiated Pay Plan is attached. No changes have been made this year. 

Director of Schools' Recommendation:

Approval

Impact on Resources:
Supplemented pay is included in the existing budget and the 2023-24 budget. 

Timetable for Further Review/Action:
   
None
 

Rationale:  Origin:
__ Topic presented for information only (no board action required)
_X_ Board review required by: 
_X_ State or federal law or regulation
__ Board of Education policy
Other:  __________________________________________
_X_ Action requested at this meeting
__ Action requested at 
future meeting: _______________ (date)
Previous Review/Action:
_X_ No Previous board review/action
__ Previous review/action
date: ________________
action: ________________________________________________

Background Information:
The State of Tennessee requires approval of the School Nutrition Budget by the Board of Education. The financial position of the School Nutrition Program at GCS is very good.

Summary of Major Elements:
The 2023-2024 School Nutrition Program Budget is attached.

Director of Schools' Recommendation:

Approval

Impact on Resources:

As presented in the attached budget

Timetable for Further Review/Action:
   
None
 

Rationale:  Origin:
__ Topic presented for information only (no board action required)
_X_ Board review required by: 
_X_ State or federal law or regulation
__ Board of Education policy
Other:  __________________________________________
__ Action requested at this meeting
__ Action requested at 
future meeting: _______________ (date)
Previous Review/Action:
_X_ No Previous board review/action
__ Previous review/action
date: ________________
action: ________________________________________________

Background Information:
The State of Tennessee requires approval of a Budget Amendment to close out Fund 146.

Summary of Major Elements:

See attached Budget Amendment.

Director of Schools' Recommendation:

Approval

Impact on Resources:

As presented in the attached Budget Amendment.

Timetable for Further Review/Action:
   
None
 

Rationale:  Origin:
__ Topic presented for information only (no board action required)
_X_ Board review required by: 
_X_ State or federal law or regulation
__ Board of Education policy
Other:  __Carmen Cox Scholarship Trust________________________________________
__ Action requested at this meeting
__ Action requested at 
future meeting: _______________ (date)
Previous Review/Action:
_X_ No Previous board review/action
__ Previous review/action
date: ________________
action: ________________________________________________

Background Information:

Budget Amendments are made periodically throughout the year to?more accurately reflect anticipated revenues, expenditures, timing of expenditures, and grant award allocations. 

Summary of Major Elements:

Attached?is the final Federal Projects Budget Amendment to be approved in the 2022-2023 Fiscal Year. It allows for budgeting of continually revised federal grant allocations.  

Director of Schools' Recommendation:

Acceptance

Impact on Resources:

As presented in the attached Budget Amendment

Timetable for Further Review/Action:
   
None
 

Rationale:  Origin:
__ Topic presented for information only (no board action required)
_X_ Board review required by: 
_X_ State or federal law or regulation
__ Board of Education policy
Other:  __Carmen Cox Scholarship Trust________________________________________
_X_ Action requested at this meeting
__ Action requested at 
future meeting: _______________ (date)
Previous Review/Action:
_X_ No Previous board review/action
__ Previous review/action
date: ________________
action: ________________________________________________

Background Information:
The State of Tennessee requires approval of the Federal Projects Budget by the Board of Education.

Summary of Major Elements:
The 2023-2024 Federal Projects Budget is attached.

Director of Schools' Recommendation:

Approval

Impact on Resources:

As presented in the attached Budget

Timetable for Further Review/Action:
   
None
 

Rationale:  Origin:
__ Topic presented for information only (no board action required)
_X_ Board review required by: 
_X_ State or federal law or regulation
_X_ Board of Education policy
Other:  __________________________________________
_X_ Action requested at this meeting
__ Action requested at 
future meeting: _______________ (date)
Previous Review/Action:
__ No Previous board review/action
_X_ Previous review/action
date: __6/1/23______________
action: __Executive Committe Approval ______________________________________________

Background Information:
We received an Epidemiology and Laboratory Capacity (ELC) Grant from the TDOE. An amount of funds was set aside for Covid-19 testing that did not get used. The grant was scheduled to end on June 30, 2023, and any unused funds would have been reverted back to the state. In an effort to not lose these funds, we were given approval by grant administration officials to amend the budget and use these funds for other approved uses within the grant.

Summary of Major Elements:
The decision was to use $40,026.41 to purchase custodial supplies and $35,180.85 to purchase three floor scrubber machines which are approved items under the grant. In order to be able to order the materials and receive them in the district by the June 30, 2023, grant expiration deadline, Executive Committee approval was granted on June 1, 2023, to order these materials to make full use of the remaining grant funds in the ELC grant. These items were purchased from an existing Omnia Purchasing Contract (#22-07; Nov. 1, 2022- Oct. 31, 2025 ). This consent agenda item is to formally approve the above purchases.

Director of Schools' Recommendation:

Approval

Impact on Resources:

X

Timetable for Further Review/Action:
   
None
 

Rationale:  Origin:
___ Topic presented for information only (no board action required)
_X_ Board review required by:  ___ Action requested at this meeting
___ Action requested at 
Previous Review/Action:
_X_ No Previous board review/action
___ Previous review/action
Background Information: 
Financial Statements are presented to the Board of Education each month.

Summary of Major Elements: 

Attached are the following financial statements:

· Local Revenue Tracking Report
· General Purpose/Federal Statements of Revenue & Expenditures

Director of Schools' Recommendation: 

Acceptance

Impact on Resources:

None

Timetable for Further Review/Action:

None

Rationale:  Origin:
___ Topic presented for information only (no board action required)
_X_ Board review required by:  _X_ Action requested at this meeting
___ Action requested at 
Previous Review/Action:
_X_ No Previous board review/action
___ Previous review/action
Background Information: 
Per policy 1.600, at least biannually, the Board shall review its policy manual for the purpose of passing, revising, or deleting policies mandated by changing conditions.  This routine review of district policies is done on an ongoing basis by central office administrative staff with the assistance of TSBA’s policy maintenance service.

Summary of Major Elements: 
Revisions are recommended to the attached policies on 1^st reading.

Director of Schools' Recommendation: 

Approval

Impact on Resources:

None

Timetable for Further Review/Action:

2nd reading at July Board meeting

Rationale:  Origin:
__ Topic presented for information only (no board action required)
_X_ Board review required by: 
_X_ State or federal law or regulation
__ Board of Education policy
Other:  __________________________________________
_X_ Action requested at this meeting
__ Action requested at 
future meeting: _______________ (date)
Previous Review/Action:
_X_ No Previous board review/action
__ Previous review/action
date: ________________
action: ________________________________________________

Background Information:
GCS receives ARP Homeless 2.0 funds. These funds help us support our homeless students through supplies and instructional materials, transportation, food/hygiene items, services outside of school, and emergency housing in order to help our homeless students remain engaged in school related activities. A portion of these funds have been allocated to help purchase a vehicle to assist with these efforts. In addition, GCS receives Title V funding, part of which also has been allocated to help purchase a vehicle to assist with parent and family engagement, including transportation to school and district engagement events such as school meetings and parent/teacher conferences, IEP meetings, Title I Parent night, and other school engagements. Using their own personal vehicle, the Director of the District’s Family Resource Center (FRC), along with either GCS Social Worker or Family Support Attendance Interventionist, made over 200 home visits during the 2022-2023 school year. On regular and numerous occasions, the Director has hauled loads of various types of items for delivery including but not limited to food, supplies, and any other goods that were presented as a need for our students. In addition, the Director transported students and family members to places such as court dates, their homes, temporary housing, and healthcare facilities, among other locations. While the ARP Homeless 2.0 grant will close in June 2024, the work of the Family Resource Center will continue, and Title V efforts will be ongoing, as well. Purchasing a vehicle for these purposes will help significantly underscore this vital work by providing consistent and reliable transportation for our families and a means to make large deliveries when necessary. Additionally, an added safety feature will be utilizing the vehicle for these home visits since the GCS logo will be placed on both side doors, identifying the vehicle and its occupants as employees of GCS.

Summary of Major Elements:
Purchase of a 2023 Ford Escape Base AWD Oxford White vehicle in the amount of $28,981.00 through the Tennessee state procurement process will help us:
• Support the work of the ARP Homeless 2.0 grant
• Support the work of Title V - Parent and Family Engagement
• Relieve continued wear and tear on employee’s personal vehicles
• Provide safer home visits for our FRC director and other district employees who engage directly with families in similar scenarios through an easily identified district vehicle that will openly display the Greeneville City Schools logo
• Provide consistent and reliable transportation when needed to school engagements as outlined under "Background Information."
• Provide a consistent and reliable means to haul large loads of items to our students
• Serve GCS employees, whereas upon the close of the ARP 2.0 Homeless grant, the vehicle could also be used for general purpose travel for employees of our district, provided it is not being used at that time to serve students and families.

Director of Schools' Recommendation:

Approval

Impact on Resources:
No impact on resources for the 23-24 school year (100% covered by grant) ARP Homeless 2.0 - $11,689.00 Title V - $17,292.00

Timetable for Further Review/Action:
   
None
 

Rationale:  Origin:
__ Topic presented for information only (no board action required)
__ Board review required by: 
__ State or federal law or regulation
__ Board of Education policy
Other:  __________________________________________
_X_ Action requested at this meeting
__ Action requested at 
future meeting: _______________ (date)
Previous Review/Action:
_X_ No Previous board review/action
__ Previous review/action
date: ________________
action: ________________________________________________

Background Information:
The Greeneville High School Video Production curriculum and course offering will be expanding as part of the Tennessee Innovative High School grant program and opportunity. High school administrators along with Mr. Nathan Hale have been working throughout the current year to prepare for additional courses and opportunities for students. It is necessary to purchase new, robust computers to be used by students for video editing and publishing purposes.

Summary of Major Elements:
As a result of a comprehensive analysis, the following devices are being recommended for purchase direct from Apple:

• 15 Apple iMac systems (per specifications on supporting documentation) at a total cost of $27,539.85.  

Director of Schools' Recommendation:

Approval

Impact on Resources:

• Tennessee Innovative High School Grant funds will be utilized for this project.

Timetable for Further Review/Action:
   
Immediate
 

Rationale:  Origin:
__ Topic presented for information only (no board action required)
__ Board review required by: 
__ State or federal law or regulation
__ Board of Education policy
Other:  __________________________________________
_X_ Action requested at this meeting
__ Action requested at 
future meeting: _______________ (date)
Previous Review/Action:
__ No Previous board review/action
__ Previous review/action
date: ________________
action: ________________________________________________

Background Information:

A new Engineering Program will soon be available for GHS students as part of the Tennessee Innovative High School grant program and opportunity. High school administrators along with Dr. David Pauley have been working throughout the current year to prepare for additional courses and opportunities for students. It is necessary to purchase several pieces of equipment and fixtures in order to build and offer a best-in-class program.  

Summary of Major Elements:

The following table summarizes a total of $317,897.25 with details available on the attached/itemized spreadsheet by vendor-partner. Additional supporting documentation is also provided with details about each item proposed.  

 

Vendor/Partner	Summarized Equipment List	Total Cost by Vendor
JD Squared (responded to RFP)	Plasma Table with Extended Gantry and CNC Cutting Table & Accessories	$50,300
Phillips Commercial (responded to RFP)	Band Saw, HAAS Mini Mill with Options, HAAS Lathe, Vertical Bandsaw, Vertical Mill, and Desktop Simulators	$181,138.02
Rev Robotics (sole source provider)	Various Robotics Kits	$15,650
Thunder Laser (sole source provider)	Thunder Laser Nova63 with RotoBoss	$17,700
Grainger (competitive online pricing on 6.15.23 - no bids received - will use online low bid from among at least three quotes on day of purchase)	JET Floor Drill Press with Options	$7774.23
Dynamism (competitive online pricing on 6.15.23 - no bids received - will use online low bid from among at least three quotes on day of purchase)	3D Printers with Accessories and Options	$45,335.00

Director of Schools' Recommendation:

Approval

Impact on Resources:

• Tennessee Innovative High School Grant funds will be utilized for this project.  

Timetable for Further Review/Action:

Immediate

Rationale:  Origin:
__ Topic presented for information only (no board action required)
_X_ Board review required by: 
_X_ State or federal law or regulation
__ Board of Education policy
Other:  __________________________________________
_X_ Action requested at this meeting
__ Action requested at 
future meeting: _______________ (date)
Previous Review/Action:
_X_ No Previous board review/action
__ Previous review/action
date: ________________
action: ________________________________________________

Background Information:

Budget Amendments are made at the end of each year to more accurately reflect revenues and expenditures. 

Summary of Major Elements:

See attached amendment.  

Director of Schools' Recommendation:

Approval

Impact on Resources:

As Presented

Timetable for Further Review/Action:
   
None
 

Rationale:  Origin:
__ Topic presented for information only (no board action required)
__ Board review required by: 
__ State or federal law or regulation
__ Board of Education policy
Other:  __________________________________________
_X_ Action requested at this meeting
__ Action requested at 
future meeting: _______________ (date)
Previous Review/Action:
_X_ No Previous board review/action
__ Previous review/action
date: ________________
action: ________________________________________________

Background Information:
Significant work has gone into the thorough analysis of GCS insurance coverage during the past year. Analysis continues to ensure neither gaps nor overlaps exist in district policies.

Summary of Major Elements:
The GCS District is a member of the PEPartners. PEPartners is a voluntary, cooperative organization established by the cities and towns of the state for mutual assistance and improvement. The PEPartners is focused on helping provide high-quality risk management services for municipalities and school districts. Our local broker for PEPartners is the McInturff, Milligan, & Brooks group located in Greeneville, Tennessee. GCS has a long-standing relationship with this firm, and the group continues to provide exemplary customer service and support to the district.

The supporting documentation provides details regarding policies and overall coverage.

Director of Schools' Recommendation:

Approval

Impact on Resources:
The table below depicts the costs associated with district 2023-2024 insurance policies:

In addition to the policies listed above, a recommendation is included to renew a policy to cover potential data breach and other cyber incidents. The annual cost is $28,525 (an increase of $85 over last year’s premium).

One additional policy is recommended for the Greene Technology Center to provide additional protection for the Aviation Program. The premium for that policy is $5,175/annually. Supporting documentation provides additional information.

Timetable for Further Review/Action:
   
Immediate