March 26, 2024 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: 

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_ 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:
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 fourth Federal Projects Budget Amendment to be approved in Fiscal Year 2023-2024. It allows for budgeting of approved federal grants carryover funding.

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:  __________________________________________
__ 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 School Nutrition Budget Amendment to be approved in Fiscal Year 2023-2024. It allows for budgeting of the Supply Chain Assistance Grant and Equipment Assistance Grant as well as a nominal amount for sale of equipment.

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:  __________________________________________
_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: _3/19/2024_______________
action: _Executive Approval_______________________________________________

Background Information:
Policy 1.401 allows for appeals to and appearances before the Board regarding matters related to the school system's operation. Individuals wishing to add an item to the Board's agenda must submit a written request with descriptive materials to the Director of Schools ten days before the meeting. Approval by the Executive Committee results in the item being placed on the agenda, with those individuals granted five minutes to speak at the meeting's outset when their item is addressed. All submitted requests are included in the board packet for the meeting.

Contributions of equipment or services that may involve major costs for installation, maintenance, or initial or continuing financial commitments from school funds shall be presented by the Director of Schools office for Board consideration and approval.

Summary of Major Elements:
This donation would allow GMS to begin a girls and boys soccer program. The donation would be designated solely for expenses (uniforms, equipment, coaching supplements, etc.) related to starting a girl’s and boys’ soccer athletic program at Greeneville Middle School. A GMS Soccer Booster club would be formed to help with fundraising once the program was initiated similar to other GMS sports teams. The donation would be administered by the Greeneville City Schools’ District Finance Office and would be completely expended towards soccer expenses for GMS. Once all funds have been expended from the donation, coaching supplements would become the responsibility of the district and all other expenses related to the soccer program would become the responsibility of Greeneville Middle School.

Director of Schools' Recommendation:

Acceptance

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:

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. 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 control purchase and installation. This item is for the installation of the equipment previously approved by the Board of Education at the regularly scheduled meeting held on January 25, 2024.  Wayne Robertson, the local engineer partnering on this project, prepared bid documents that were advertised publicly per State regulations. When bids were opened, costs were lower than first anticipated, so Mr. Phillip Graham secured a quote from Trane for the gymnasium unit. With the addition of this unit, all classrooms and rooftop units will be replaced as part of this project.

Summary of Major Elements:
A total of three mechanical contractors submitted bids for the installation of the HVAC equipment at Highland. The three bids that were received are as follows:

• American Mechanical Contractors $87,720
• J&F Mechanical Incorporated $98,167
• Nor-Well Company Inc. $149,500

The low bid of $87,720 from American Mechanical Contractors is recommended for approval.

A quote was obtained from Trane on a cooperative purchasing contract for a total amount of $30,340.00 to purchase the gymnasium unit. Supporting documentation is provided.

Both expenditures will be covered by a grant from TVA and EESI.
 
Director of Schools' Recommendation:

Approval

Impact on Resources:

Capital Budget 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:
It is customary for the district Technology Responsible Use Policy to be reviewed and changed annually to reflect changes and innovations in the technological field.

Summary of Major Elements:
The attached GCS Technology Responsible Use Policy incorporates language conducive to personal accountability and digital citizenship among all students as well as all employees. The policy is being recommended by the system Tech Team for use during the 2024-2025 school year.
 

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:

The Greeneville High School Yearbook Program has a longstanding legacy of excellence. A district team represented by GHS and central office finance and administration team members worked together to run a procurement cycle to identify the best-in-class company and solution in the yearbook services and publication market. In accordance with local and state laws and regulations, a competitive process resulted in team consensus and recommendation.

Summary of Major Elements:
Following a mandatory pre-bid meeting attended by four vendors, three proposals were received. Jostens, Walsworth, and Varsity each responded. The proposals were independently evaluated and scored/ranked by team members. The team unanimously chose Varsity as the vendor of choice. Varsity’s proposed contract is attached as supporting documentation. The RFP defined contract terms as 36 months with up to 24 months extension based on mutual agreement between the two parties.

Director of Schools' Recommendation:

Approval

Impact on Resources:

Yearbook sales to students will cover costs.

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: ____January 2023____________
action: ________________________________________________

Background Information:
The GCS Calendar Team is made up of teachers, parents, administrators, support personnel, and Greene County School System representatives. The team has worked hard to develop a traditional school calendar for the 2024-2025 school year. The original calendar was approved by the Board in January 2023. All state and federal requirements have been considered and incorporated into the proposed calendar.

Summary of Major Elements:

A request by the PECCA group to increase the number of professional development stockpile days and reduce the number of inclement weather stockpile days was taken before the GCS Calendar Committee.

A draft of the calendar is attached and includes August 30, 2024, as a stockpiled professional development day. Teachers will be able to use that day in exchange for completing their online safety training during personal time, or they may choose to work on that day and complete the training onsite. All hourly employees will work that day and will use the day to also complete their online safety training requirements.

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:
The GCS Calendar Team is made up of teachers, parents, administrators, support personnel, and Greene County School System representatives. The team has worked hard to develop a traditional school calendar for the 2025-2026 school year. All state and federal requirements have been considered and incorporated into the proposed calendar. 

Summary of Major Elements:
 

• The 200-Day Accountability requirements are met based on this calendar.
• Students’ first day of school will be August 1, 2025 (abbreviated), and the last full day will be on May 21, 2026 (abbreviated).
• ACT Test Dates, TN Ready, TCAP, and High School Assessment Window dates have not been released yet, therefore the calendar will need to be updated at a later date. 

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:
State law requires the Board of Education to secure an independent internal audit of funds and financial management practices. 

Summary of Major Elements:
The Greene Technology Center audit for the year ended June 30, 2023, was performed by Rodefer Moss & Co., PLLC. The audit reports being presented contain the financial statements and all other reportable conditions for the Greeneville City Board of Education and School Activity Funds. The Report offers an unmodified opinion, which is the most favorable opinion that can be received, with no findings at the activity fund or District level.  A representative from Rodefer Moss will attend the Board meeting to answer any questions. Due to the complex nature of financial statement presentations, it is recommended that questions be sent to the Chief Financial Officer in advance of the BOE meeting. The Chief Financial Officer recommends acceptance of the 2023 Audited Financial Statements.  

Director of Schools' Recommendation:

Approval

Impact on Resources:

As presented in the attached Audited Financial Statements  

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:
Per policy 6.204, the tuition-free program at Highland Elementary School is to be reviewed annually.

Summary of Major Elements:
Beginning with the 2015-2016 school year, the Board authorized a tuition-free program for Highland Elementary School. The Board will evaluate the parameters and effectiveness of the "tuition-free" program annually to determine its continuation.

Students accepted into this tuition-free program who meet the criteria of attendance, behavior, and academic progress will be allowed to attend Highland tuition free through the fifth (5th) grade, regardless of the continuation of accepting new students into the tuition-free program after the Board review in 2022. Families who are on Highland tuition free status through fifth grade will be required to pay the appropriate tuition rates upon their student entering Greeneville Middle School in the sixth grade.

Admittance to Highland Elementary during the tuition free program will be based on space and program availability in each grade per year and all other parameters of this policy will apply, except those pertaining to tuition payment.

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: 
__ 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: ____January 10, 2024_Board Workshop___________
action: __The Board reviewed the Strategic Plan and provided input for revisions.______________________________________________

Background Information:
Per policy 1.701 School District Planning, the Board shall develop comprehensive, long-range plans.  Part of the responsibilities outlined in the policy include developing and implementing a written five-year plan to include a mission statement, goals, objectives, strategies, and to address the State Board of Education master plan.

Summary of Major Elements:
A final draft suggested by the administration is provided for consideration by the Board, with input and guidance from the Board, is provided  for consideration by the Board. (See attached)

Director of Schools' Recommendation:

Approval

Impact on Resources:

Uncertain

Timetable for Further Review/Action:
   
Annually
 

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:
In 21-22 Greeneville City Schools formed an exciting partnership with Bristol TN City Schools (BTCS) to offer a K-12 Virtual School. BCTS had successfully operated a virtual school for grades 9-12 since 2012-13. In discussions, they were considering expanding to offer grades 6-8 and we wanted to begin a virtual school. In conversations, it made sense instructionally, financially, and programmatically to partner with BTCS, another high performing system within the region who had been successful in implementing a virtual school, to partner to form TN Online Public School (TOPS) at Greeneville and Bristol. Greeneville City Schools is responsible for grades K-5 and Bristol is responsible for grades 6-12 in this partnership. As school choice continues to be a hot topic in education today, providing this opportunity is very important.

Summary of Major Elements:
Two of the emerging and most pervasive trends in education are artificial intelligence and virtual education. Enrollment in TOPS has reached a point where it is self-sustaining financially through local and state funding. As part of the agreement, either system is required to notify the other system by April 1^st annually of their intent to continue or discontinue this partnership.

Director of Schools' Recommendation:

Continuation for the 24-25 School Year

Impact on Resources:

X

Timetable for Further Review/Action:
   
None