September 26, 2023 at 5:00 PM - GREENEVILLE CITY REGULAR 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:
X

Summary of Major Elements:
X

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: 
_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:
X

Summary of Major Elements:
X

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: 

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 XXX Board meeting

Rationale: 

Rationale:  Origin:
__ Topic presented for information only (no board action required)
_X_ Board review required by: 
__ 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:
_X_ No Previous board review/action
_X_ Previous review/action
date: ___9/5/23_____________
action: _____Executive Approval for Hal Henard to travel to Clyde Austin 4-H Camp.___________________________________________

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: 
The detailed trip request is attached. 

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)
_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:
__ No Previous board review/action
_X_ Previous review/action
date: __8/29/23______________
action: __Executive Approval______________________________________________

Background Information:
The GCS School Nutrition consistently evaluates kitchen equipment and maintains a long-term plan for replacement and preventive maintenance. Greeneville High School is in need of a new dish machine.

Summary of Major Elements:
A Sourcewell contract exists from which the purchase may be made. Supporting documentation is provided depicting the quotation in the amount of $79,410.91. The project costs include materials and labor (including shipping costs) to install.

Director of Schools' Recommendation:

Approval

Impact on Resources:

School Nutrition funds will pay for this project.

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:
X

Summary of Major Elements:
X

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: 
_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 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 first Federal Projects Budget Amendment to be approved in the 2023-2024 Fiscal Year. It allows for budgeting of approved ARP IDEA and ARP Homeless Carryover.

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_ Action requested at this meeting
__ Action requested at 
Previous Review/Action:
_X_ No Previous board review/action
__ Previous review/action
Background Information: 
GCS Board Policy 2.403 gives the Greeneville Board of education the authority to declare district property that is no longer useful nor necessary as surplus and to authorize the disposal of such equipment, books, or materials.


Summary of Major Elements: 
A request is submitted for permission to dispose of the equipment listed on the attached spreadsheet.

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)
_X_ 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 Board of Education accepts employee insurance premium rates annually.

Summary of Major Elements:
The proposed rates reflect the current pricing model as approved by the Greeneville City Board of Education. The CHRO and CFO will review all insurance options/rates with employees during the annual insurance and benefits webinar and will ensure the new rates are communicated with the employees during this mandatory meeting as well as other avenues of communication. The State of TN Health Plan employee health insurance rates for 2024 are attached. 

Director of Schools' Recommendation:

Approval

Impact on Resources:

GCS pays for individual coverage at the standard Premier PPO rate, so any individual plan choice is covered. GCS additionally funds $115/month for the first dependent.

Timetable for Further Review/Action:
   
None
 

Rationale:  Origin:
__ Topic presented for information only (no board action required)
_X_ Board review required by: 
__ 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:
_X_ No Previous board review/action
__ Previous review/action
date: ________________
action: ________________________________________________

Background Information:

X

Summary of Major Elements:

The Greeneville City Schools Employee Handbook is a resource from which the system’s employees can pull vital information, an avenue for the system to disseminate policies and procedures, and a means by which the system can meet state and federal notification requirements. Each employee is asked to read the Handbook and complete an acknowledgement indicating their understanding and acceptance of its terms and conditions.

A copy of the handbook and revisions is attached for Board review.

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)
_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:

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:
GMS has added a Career Exploration Class and a Career Lab Class through the Innovative Schools Grant.

Summary of Major Elements:
Teachers have selected furniture that best meets the needs of students in these courses. Furniture will be purchased for two classrooms utilizing prices from a shared contract.

Director of Schools' Recommendation:

Approval

Impact on Resources:

$31,525.32 from Innovative Schools Funding

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:
_X_ No Previous board review/action
__ Previous review/action
date: ________________
action: ________________________________________________

Background Information:
The Greeneville High School campus was designed with a beautiful landscaping scope that requires professional planning and services to preserve, protect, and improve. A comprehensive landscaping plan was developed by Hedstrom Landscape Architecture, a professional firm in Knoxville, Tennessee. The plan is attached as supporting document #1.

Summary of Major Elements:

GCS Operations Supervisor, Mr. Phillip Graham, led the development and release of an RFP to secure proposals to begin the long-term process of updating, replacing, and adding plantings and other components based on the comprehensive plan referenced above.

The first attempt to secure proposals resulted in no submissions. The second attempt resulted in one responding vendor submitting a proposal. FOC Landscapes, a Greeneville, Tennessee company, provided the sole proposal at a total cost of $47,245.00. The proposal meets all requirements and is recommended to the Board for consideration of approval. Supporting document #2 provides the RFP verbiage along with the vendor submission details including pricing.

Director of Schools' Recommendation:

Approval

Impact on Resources:

2023-2024 Capital funds will be utilized.

Timetable for Further Review/Action:
   
None
 

Rationale:  Origin:
__ Topic presented for information only (no board action required)
_X_ Board review required by: 
__ State or federal law or regulation
X__ Board of Education policy
Other:  Required by PEP to finalize grant reimbursement process
_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:
Because the district is a member of the Public Entity Partners (PEP), there are various opportunities to participate in grant programs and other incentives.

Summary of Major Elements:
Permission is being requested to participate in the PEP Property Conservation Grant Program. If funds are awarded, they will be applied toward the purchase of property fencing at Greeneville High School. Supporting documentation is attached.

Director of Schools' Recommendation:

Approval

Impact on Resources:

District funds and PEP grant funds will be combined.

Timetable for Further Review/Action:
   
None
 

Rationale:  Origin:
__ Topic presented for information only (no board action required)
_X_ Board review required by: 
__ State or federal law or regulation
_X_ Board of Education policy
Other:  Required by PEP to finalize grant reimbursement process
_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:
Because the district is a member of the Public Entity Partners (PEP), there are various opportunities to participate in grant programs and other incentives.

Summary of Major Elements:
Permission is being requested to participate in the PEP Safety Partners Grant Program. Funds were awarded after a grant was written and submitted to purchase slip resistant shoes for employees working throughout the district in School Nutrition roles. The grant will provide up to $2,000 in matching funds for this purpose. This is an effort to reduce/avoid slips, trips, and falls among employees working in school cafeterias.

Director of Schools' Recommendation:

Approval

Impact on Resources:

District funds and PEP grant funds will be combined.

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:
Greeneville High School has been awarded $1,000,000 with a Tennessee Innovative Schools Grant. A major focus of this grant is to expand Graphic Arts, Digital Arts and Design, Marketing, and Entrepreneurship. The purchase of the screen printing equipment will allow GCS students to design, create, produce, and market items for resale. The purchase of this equipment is an integral part of this vision.

Summary of Major Elements:
The school will purchase a DFT-24H2, software, a start-up printing kit, additional ink, an extractor, and a shell auto-release heat press to be used with business and marketing students. The company has provided a sole source letter.

Director of Schools' Recommendation:

Approval

Impact on Resources:

$29,319.91 from Innovative Schools Grant (see attached quote)

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:
_X_ No Previous board review/action
__ Previous review/action
date: ________________
action: ________________________________________________

Background Information:
GCS continues to look for ways to improve the safety and well-being of our students and employees. The current communication system on our buses is not compatible with our district emergency radios. The approval of this purchase would allow our bus drivers to communicate with members of our Leadership Team and local law enforcement on a designated channel.

Summary of Major Elements:
We are requesting the purchase of 21 Motorola APX1500 mobile radios for our bus fleet. The total cost is $68,105.31. (Quote attached) This includes all components needed for installation. Installation will be conducted by our Operations Team. This price was secured through a State-wide Contract (SWC 424 - attached) that expires on March 14, 2025.

Director of Schools' Recommendation:

Approval

Impact on Resources:

Safety Funds will be used for the purchase of radios. Installation will be completed by GCS Operations Team.

Timetable for Further Review/Action:
   
None