January 25, 2024 at 7:15 PM - 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 XXX Board meeting

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: 
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_ 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:  ___ 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: 
__ 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 district utilizes Avigilon surveillance cameras to protect property and human resources. District administrators work closely with the School Resource Officer Team to continuously evaluate gaps and overlaps with camera coverage.  

Summary of Major Elements:
The following upgrades and additions are recommended with supporting documents and line-item details available within the provided quotations. 
 

Quote Number	Location(s)	Items/Products	Project Scope/Cost
018731	GHS	Cameras	$14,570.16
018175	GCOC	Server/Cameras	$30,438.10
009884	GMS	Server/Cameras	$61,887.28
020109	EV, HI, HH, TV	Upgrade to ACC7	$9,482.16
TOTAL PROJECT COSTS			$116,377.70

An existing contract in place between Central Technologies, Inc. and the 
Sevier County School District (Contract #010419SCS) will be utilized for this purchase upon Board approval. The total projected cost for the project is $116,377.70. An itemized project list is provided as supporting documentation. All labor and materials are included in the project costs. 

Director of Schools' Recommendation:

Approval

Impact on Resources:

Approved Public School Security Grant funds have been budgeted which will cover this project entirely.  

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:
To facilitate timely communications and immediate access to necessary information, the district provides cellular phone devices for many positions/employees. The devices are used extensively, and some have begun to exhibit degraded battery longevity. Therefore, an attempt is made to replace the devices throughout the district approximately every two years per the current Verizon Tennessee State contract.  

Summary of Major Elements:
The total cost to replace the district’s existing fleet of eligible iPhones will not exceed $26,139.32. Four quotes were received by vendors wishing to purchase the old devices. Quotes and a spreadsheet summary are provided as supporting documentation. It should be noted that all quotes are based on the condition of the hardware being acceptable and without significant damage upon receipt by the company. Oftentimes, hardware damage to some of the phones has occurred during the two-year period of use and is not discovered until the time of deployment of new phones. The quotes received are the maximum we may expect and would only be paid if 100% of the phones sent to the vendor are fully usable and acceptable to them. It should also be noted that the company providing the most advantageous proposal is one with whom the district has not yet conducted business. If that company does not work out as expected, permission is also requested to move to the next company and proceed in order until we find an acceptable solution. This determination can only be reached at which time the IT Team begins the process of sending the old devices back. The district has conducted business with two of the companies submitting proposals (RevalueTech and e-Cycle) and has had good experiences with both. A quote from Pace Butler in the amount of $18,720 to purchase the existing/old devices is included in supporting documentation and is the recommended proposal. The value of recycled devices could decrease according to the physical condition of phones. If all phones are in satisfactory condition upon collection, the net cost of this project will be $7,419.32.

Director of Schools' Recommendation:

Approval

Impact on Resources:

IT Budget will cover portion not recovered by selling of old devices.

Timetable for Further Review/Action:
   
Immediate
 

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 Greeneville City School District is a member of the Public Entity Partners organization. The PEP’s mission is to provide the best in risk management products and services, expert claims administration, and comprehensive insurance options with absolute integrity. As a member of PEP, the district is eligible to apply for funds made available through the James L. Richardson "Driver Safety" Matching Grant Program.

Summary of Major Elements:
Bus cameras are an integral component of our overall safety program. Cameras and archived footage provide our district with vital information that is used to ensure the safety of students and educators including bus drivers. A recommendation is being presented to allow the district to utilize grant funds (maximum award of $5,000 and requires equal match) to offset the purchase of school bus backup cameras, online safety training, and/or new driver CDL training. Board approval of the attached resolution is required to proceed.

Director of Schools' Recommendation:

Approval

Impact on Resources:

Positive impact in maximum amount of $5,000.

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 Greeneville City School District is a member of the Public Entity Partners organization. The PEP’s mission is to provide the best in risk management products and services, expert claims administration, and comprehensive insurance options with absolute integrity. As a member of PEP, the district is eligible to apply for funds made available through the Cyber Security Matching Grant Program.

Summary of Major Elements:
Phish Camp is a security program of awareness training, phishing simulations, and dedicated client support designed to produce a human firewall of protection. The school district IT team has identified this as a best-in-class solution and would like to submit this grant and utilize awarded funds to further invest in our human resource awareness strategy. A recommendation is being presented to allow the district to utilize grant funds (maximum award of $2,500 and match is required) to offset the purchase of the Phish Camp software solution. Board approval of the attached resolution is required to proceed.

Director of Schools' Recommendation:

Approval

Impact on Resources:

Positive impact in maximum amount of $2,500

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 HVAC equipment at Highland Elementary School was installed in 2000 leaving the equipment at the end of its useful life. After the CIP request to Town of Greeneville was not funded during the budget process, Mr. Phillip Graham, in partnership with Melanie Williams, District Energy Manager, and Highland staff, applied for and won a grant from TVA and the Energy Efficient Schools Initiative totaling $400,000 dollars. This project will be a three-phase approach, equipment purchase, equipment installation, and controls purchase and installation. This item is for the purchase of equipment and the purchase of controls equipment and installation. Based on recommendations of Wayne Robertson, the local engineer partnering on this project, it has been determined the best option for replacement equipment would be Trane equipment. This is the same type of equipment currently in the school making unit replacement economical. The installation will be placed out to bid in the coming weeks and will be presented to the BOE later. The HVAC controls will also be replaced and will be on the same platform as the new equipment at GMS.

Summary of Major Elements:

A quote was obtained from Trane on a cooperative purchasing contract for a total amount of $123,675.00. The controls equipment and installation were also quoted from a TIPS cooperative purchasing contract (#10059) for a total amount of $95,410.00.

Both purchases total $219,085 and will be covered using funds from the grant from TVA and EESI.

Director of Schools' Recommendation:

Approval

Impact on Resources:
GP funds will be utilized and reimbursed by the TVA and EESI grants.

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:
A section of roof over the academic section of Highland Elementary was damaged by a windstorm on Tuesday, November 21st. Insurance will pay to repair the 30’ x 50’ damaged section of the roof. Due to the age of the roof, the repair will require different materials than the surrounding area. Since the roof is already on our capital replacement list, the recommendation is to apply insurance funds toward completely replacing the entire roof with a 30-year warranty rather than just patching a 30’ x 50’ section.

Summary of Major Elements:
Morristown roofing submitted a proposal for replacing the roof for a total of $198,520.00. This price also includes new gutters and downspouts. Morristown Roofing offers this quote as an assignee of The Apex Group LLC’s TIPS-USA Contract # 23010402-8765. The PEP insurance check will be in the amount of $18,537.57.

Director of Schools' Recommendation:

Approval

Impact on Resources:

Capital Budget 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: 
_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 current main office layout at Greeneville Middle School is original to the 1965 design. Obviously, the GMS needs have changed significantly from an administrative and safety standpoint. A local architect, Mr. Dave Wright, was retained to design an updated main office to enhance safety and provide better workspaces conducive to a strong administrative presence and placement.

Modifications include:

· The main office will include an enclosed, secure area for visitors to enter and speak with office staff without free access to other areas of the school.

· A small office for the School Resource Officer will be provided. This will give the GPD School Resource Officer better access to monitor incoming traffic and visitors entering the school’s main entrance.

· An additional administrative office will accommodate the new assistant principal position recently added.

· Minor improvements will be made to the teacher/employee break area and workroom.

Summary of Major Elements:

Assisted by local architect and business partner, Mr. Dave Wright, a procurement process provided a way by which the district could accept proposals on the project. Multiple vendors met at the school during a mandatory pre-bid meeting. However, only one proposal was received. The proposal was presented by Skilled Services and included a total project cost of $211,400. Supporting documentation provides schematic and project details. The recommendation is to accept the Skilled Services proposal

and move forward with the project as quickly as possible.

Director of Schools' Recommendation:

Approval

Impact on Resources:

Capital Budget 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: 
_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:
Sonday intervention materials were purchased in July 2023 using ESSER 3.0 funds as an additional option for RTI intervention. This purchase was less than $25,000, therefore it did not require BOE approval. In the fall of 2023, as a part of the TSIA funding model, school systems were required to use a new method of identification for students exhibiting "characteristics of dyslexia" and were required to begin using "dyslexia-specific interventions" with identified students. Our schools are seeing good growth with the students who are using the Sonday program. The student-teacher ratio for fidelity to this program is 1:3 and due to the new TISA rules, more materials are required than originally anticipated. Additional purchases will take the price of Sonday beyond the $25,000 threshold for BOE approval.

Summary of Major Elements:
Additional materials will be purchased from Sonday to meet intervention needs and pupil/teacher ratios for students with "characteristics of dyslexia."

Director of Schools' Recommendation:

Approval

Impact on Resources:

$8,222.50 with additional purchases to be made as needed

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:
Witsby is a product of ASCD that provides on-demand professional learning for educators. Witsby can be used for differentiated learning and will provide teachers with more choice in professional learning experiences. The system was piloted and recommended by teachers in the Aspiring Administrator cohort. It was also recommended by district principals and instructional specialists after researching similar products.

Summary of Major Elements:
Witsby will be purchased in January of 2024 to have ample time for training and use in summer professional learning opportunities. Witsby will also replace the current My Learning Plan system. The quoted price is discounted for a two-year purchase.

Director of Schools' Recommendation:

Approval

Impact on Resources:

$42,570.90 for a two-year purchase contract ($21,289.95 per year)

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:

According to Butch Patterson, Director of Greeneville Parks and Recreation Department, the Dale Alexander Baseball Field located in Hardin Park is used almost exclusively by the GHS Baseball team and serves as the home of the Greene Devils. A recent inspection by a professional engineering firm specializing in wood pole inspection resulted in a recommendation to replace the poles as soon as possible.

The inspection found four of the eight poles required immediate replacement due to extensive rot at the top of the poles. The remaining 4 poles have some rot at the top and were also recommended to be replaced. The poles were installed in 1976. A copy of the report and recommendation is provided as supporting documentation.

An industry leader, MUSCO Lighting, provided a turnkey price to replace the existing lighting system including poles, lights, underground wiring, and main electrical panel. All the lighting system components, including the LED lights, come with a 25-year warranty. As part of this project, the electrical transformer and the wiring between the electrical transformer and the main power line will require upgrades. The Greeneville Energy Authority is actively looking at the expense to upgrade the transformer and wiring. GEA has also agreed to demo and remove the existing poles and dispose of off premises.

Summary of Major Elements:
A quote from MUSCO is provided as supporting documentation and the purchase is available via a Sourcewell cooperative purchasing contract #071619-MSL. The total investment is $296,622.50.

Director of Schools' Recommendation:

Approval

Impact on Resources:

Capital Budget funds will be utilized.

Timetable for Further Review/Action:
   
None