June 18, 2024 at 5:00 PM - Smith County Board of Education Agenda
| Regular Board | |
| Attendance Taken on 6/18/2024 at 4:50 PM | |
| Mark Jones | Present |
| David Apple | Present |
| Marty McCaleb | Present |
| Joe Taylor | Present |
| Tommy Manning | Present |
| Ricky Shoulders | Present |
| Randy Glover | Present |
| Scotty Lewis | Present |
| Present: 8, Absent: 0 | |
| Agenda | |
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I. Call to Order
Agenda Item Type:
Procedural Item
Discussion:
The Smith County Board of Education met at 5:00 pm on Tuesday, June 18, 2024, at the Smith County Board of Education. Mr. XXX provided the invocation and led the Pledge of Allegiance to the American Flag.
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II. Welcome
Agenda Item Type:
Procedural Item
Discussion:
Mr. Ricky Shoulders, Chairman of the Board, welcomed all visitors and called the June 18, 2024, meeting of the board to order.
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III. Consent Items
Agenda Item Type:
Consent Agenda
Action(s):
No Action(s) have been added to this Agenda Item.
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III.A. Board Minutes: Minutes of the Board - May 28, 2024 (Regular Meeting)
Agenda Item Type:
Consent Item
Discussion:
Request to approve the regular meeting minutes of the Board - Tuesday, May 28, 2024.
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III.B. Board Minutes: Minutes of the Board - June 10, 2024 (Special Called Board Meeting)
Agenda Item Type:
Consent Item
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III.C. School Support Organization - SCHS
Agenda Item Type:
Consent Item
Discussion:
Request to approve Pride of the Upper Cumberland Legacy, Inc., as a Board-Approved School Support Organization (SSO). They have submitted all the required paperwork to become a Board-Approved School Support Organization and to fundraise in our district. They will be using SCHS Band Program’s name in their fundraising efforts as the money will be used to support SCHS Band.
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IV. Superintendent Actions
Agenda Item Type:
Action Item
Discussion:
The Superintendent took the following actions:
1. Staff Placement 2. Substitutes 3. Resignations 4. Transfers 5. Volunteers |
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V. New Business
Agenda Item Type:
Action Item
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V.A. TSBA Policy Recommendations
Agenda Item Type:
Action Item
Action(s):
No Action(s) have been added to this Agenda Item.
Discussion:
As part of your policy subscription, the TSBA Policy Department monitors statutory and regulatory changes to ensure that our model policies comply with state and federal laws, rules, and regulations. Due to changes made by the Tennessee General Assembly and the State Board of Education, TSBA has updated the model policies outlined in this memo. Below are the recommended revisions.
Please note that we will be sending out updated administrative procedures in a separate email. Thank you for your continued confidence in TSBA’s Policy Department, and please let us know if you have any questions. Policy 1.501 - Visitors to the Schools Public Chapter 810 requires Boards to adopt a code of conduct for each school in the district. This code must be placed where visitors can see it and must also contain the name and the board of professional responsibility number of the attorney who reviewed it. We have updated our model policy to reflect the new requirements. Additionally, we recommend that Boards work closely with their attorney to develop a code of conduct for each school to meet the requirements of the new law. View model policy 1.501 by clicking here. View Public Chapter 810 by clicking here. Policy 1.800 - School Calendar A recent change to state law may require some districts to close on the day of the presidential election primary. We have added language to our model policy 1.800 to highlight this consideration in the school calendar adoption process. View model policy 1.800 by clicking here. View Public Chapter 573 by clicking here. Policy 2.403 - Surplus Property Sales Previously, legal notices were required to be placed in newspapers. Under a new change to state law, these notices are also required to be placed online on a "news and information website." We have added language to policy 2.403 to align with this new requirement. View model policy 2.403 by clicking here. View Public Chapter 793 by clicking here. Policy 2.806 - Bids and Quotations Several changes to state law impact policies on bids and quotations. In addition to the legal requirement to post the information online, as described above, the bidding threshold has been changed, and there is a new exemption from competitive bidding. Public Chapter 513 removes the $10,000 threshold and standardizes bidding thresholds at $25,000 or $50,000 for Boards that do not follow the procedures of their local funding body. Please note, the $50,000 is available to Boards with a centralized purchasing authority and the $25,000 applies if there is no centralized purchasing. Additionally, Public Chapter 661 exempts bulk fuel purchases that exceed bidding limits from bidding requirements. View model policy 2.806 by clicking here. View Public Chapter 513 by clicking here. View Public Chapter 661 by clicking here. View Public Chapter 793 by clicking here. Policy 3.202 - Emergency Preparedness Plan Public Chapter 563 requires districts to develop procedures on how staff will determine the cause of fire alarm activation including the potential for an active shooter event. We have included a provision on this requirement in our model policy and will include a model template in our upcoming administrative procedure update. As the contents of the procedure will differ across districts, we recommend working with local law enforcement and the local fire department to develop the specifics of individual procedures. This new law will also require updates to the district's safety plan. View model policy 3.202 by clicking here. View Public Chapter 563 by clicking here. Policy 3.205 - Security A new state law, Public Chapter 882, requires that principals immediately report certain types of assaults and certain acts of vandalism to the Director of Schools and local law enforcement. We have updated our model policy to include this requirement. View model policy 3.205 by clicking here. View Public Chapter 882 by clicking here. Policy 3.400 - Student Transportation Management A change from the 2023 legislative session, Public Chapter 122, goes into effect July 1, 2024. This new state law requires Boards to issue certificates to bus drivers. These certificates may be revoked if the bus driver is no longer fit to operate a school bus. In addition, Public Chapter 548 requires notices to be posted on buses stating that only authorized individuals may enter. We have updated our model policy to include these additional requirements. View model policy 3.400 by clicking here. View Public Chapter 122 by clicking here. View Public Chapter 548 by clicking here. Policy 4.2011 - Class Size Ratios Public Chapter 712 modifies class size requirements to allow greater flexibility in Career and Technical Education class sizes for grades 6-8. We have updated our model policy to reflect this change. View model policy 4.201 by clicking here. View Public Chapter 712 by clicking here. Policy 4.213 - Family Life Curriculum Several changes to state law impact instruction on family life curriculum. Public Chapter 571 requires that information on internet crimes against children be incorporated in this instruction and that the name of the instructor be reported to the Department of Children's Services. Separately, Public Chapter 795 requires that family life curriculum that covers human growth, human development, or human sexuality, include a video of fetal development. Finally, Public Chapter 970 prohibits instruction on topics related to sexual activity for students in grades K-5. View model policy 4.213 by clicking here. View Public Chapter 571 by clicking here. View Public Chapter 795 by clicking here. View Public Chapter 970 by clicking here. Policy 4.214 - Use of Artificial Intelligence Programs Public Chapter 550 requires all Boards to adopt a policy on the use of artificial intelligence for instructional and assignment purposes. We have created a new model policy that covers this topic. As this is an emerging area of technology, we recommend working closely with district staff to ensure implementation aligns with board policy. More updates to this policy may be forthcoming as this area of law and technology develops. View model policy 4.214 by clicking here. View Public Chapter 550 by clicking here. Policy 4.301 - Interscholastic Athletics Per a new state law, Public Chapter 639, home school students will be able to participate in interscholastic athletics in schools that are not members with TSSAA or TMSAA. Essentially, this will allow home school student participation in all sports. View model policy 4.301 by clicking here. View Public Chapter 639 by clicking here. Policy 4.403 - Library Materials Public Chapter 782 revises the "Age Appropriate Materials Act of 2022". These changes to state law establish standards for immediate removal of material if it contains content defined in TCA 39-17-901 (i.e., nudity, sexual excitement, sexual conduct, excess violence, sadomasochistic abuse, material that is patently offensive or appeals to the prurient interest). Additionally, if the Board does not take action on feedback within sixty days, the student, parent/guardian, or employee who submitted the feedback may appeal to the State Textbook and Instructional Materials Quality Commission to evaluate the material. View model policy 4.403 by clicking here. View Public Chapter 782 by clicking here. Policy 4.600 - Grading System A recent change to State Board of Education regulations revises the percentage points for Dual Enrollment courses from 4% to 5% for the purpose of calculating semester average grades beginning in the 2024-2025 school year. We have updated our model policy to reflect this change. View model policy 4.600 by clicking here. View State Board of Education Regulation 0520-01-03-.02 by clicking here. Policy 4.603 - Promotion and Retention Two new state laws make further changes to promotion and retention. Public Chapter 829 allows parents/guardians to voluntarily retain their students in grades K-2 if the student has a documented academic or behavior delay and the parent/guardian believes retention may benefit the student. Additionally, Public Chapter 989 creates a new promotion pathway to the 5th grade for students facing possible retention in the 4th grade. Under the new law, when certain students do not meet adequate growth on the ELA portion of the 4th grade TCAP test, a committee including the student’s parent/guardian, ELA teacher, and principal will convene to determine whether the student will be promoted or retained. Each category of participants in the committee may make a recommendation to promote or retain the student. For example, if two parents attend the committee meeting, they still only get to contribute 1 of the 3 total recommendations. If at least 2 of the 3 committee members agree that the student is ready for the 5th grade, then that student may be promoted, provided they participate in mandatory tutoring for the entirety of their 5th grade year. View model policy 4.603 by clicking here. View Public Chapter 829 by clicking here. View Public Chapter 989 by clicking here. Policy 5.307 - Physical Assault Leave Previously, per state law, physical assault leave was only available to teachers. Public Chapter 839 expands this type of leave to include any employee who is absent from assigned duties as a result of physical assault or other violent criminal acts committed in the course of their employment duties. We have updated our model policy to reflect this change and have also included a notice requirement per Public Chapter 915. View model policy 5.307 by clicking here. View Public Chapter 839 by clicking here. View Public Chapter 915 by clicking here. Policy 5.701 - Substitute Teachers Public Chapter 735 requires that substitute teachers receive annual school safety training. We have updated our model policy to include a provision on this requirement. View model policy 5.701 by clicking here. View Public Chapter 735 by clicking here. Policy 5.802 - Qualifications and Duties of the Director of Schools State law now requires the Director of Schools to report additional educator information to the State Board of Education. Public Chapter 577 requires that a report be made if an educator has pleaded guilty, nolo contendere to, or has been convicted or otherwise found guilty of certain offenses in another jurisdiction. View model policy 5.802 by clicking here. View Public Chapter 577 by clicking here. Policy 6.203 - School Admissions & Policy 6.318 - Admission of Suspended or Expelled Students While state law already requires parents/guardians to provide information to the school district if their student has been adjudicated delinquent for certain offenses, Public Chapter 721 clarifies that principals may specifically request this information from parents/guardians. We have updated policies 6.203 and 6.318 to include this option. View model policy 6.203 by clicking here. View model policy 6.318 by clicking here. View Public Chapter 721 by clicking here. Policy 6.300 - Code of Conduct Public Chapter 882 requires that assaults on school property be immediately reported to local law enforcement and the Director of Schools. We have modified the language in Tier IV to reflect this requirement. Additionally, Public Chapter 915 creates a separate category of assault for school discipline purposes (i.e., it is distinct from aggravated assault or assault that results in bodily injury). Based on this change to state law, we have revised the list of offenses to clarify this distinct offense. View model policy 6.300 by clicking here. View Public Chapter 882 by clicking here. View Public Chapter 915 by clicking here. Policy 6.309 - Zero Tolerance Offenses Public Chapter 882 modifies the current list of zero tolerance offenses in state law. Now, a threat assessment team will determine whether a threat of mass violence is valid before the offense can be classified as zero tolerance. We have updated our model policy to align with this change. View model policy 6.309 by clicking here. View Public Chapter 882 by clicking here. Policy 6.316 - Suspension We have also modified policy 6.316 to specify that invalid threats of mass violence (i.e., those determined by the threat assessment team to not be valid) can result in suspension. Additionally, Public Chapter 915 states if a student assaults an employee, the student can be suspended from attendance at school-sponsored activities for one year. As this new law does not define the term "school-sponsored event", we have included a suggested definition. View model policy 6.316 by clicking here. View Public Chapter 882 by clicking here. View Public Chapter 915 by clicking here. Policy 6.4052 - Opioid Antagonist Public Chapter 629 requires that opioid antagonists be stored in accordance with the manufacturer's instructions and states that school district staff may not prohibit individuals from possessing an opioid antagonist on school property or at off-campus school events. We have updated model policy 6.4052 to reflect these changes. View model policy 6.4052 by clicking here. View Public Chapter 629 by clicking here. Policy 6.409 - Reporting Child Abuse Per Public Chapter 571, districts are required to report the names of the Child Abuse Coordinator and the Alternate Child Abuse Coordinator to the Department of Children's Services. We have updated the corresponding model policy to align with this language. View model policy 6.409 by clicking here. View Public Chapter 571 by clicking here. Policy 6.3041 - Title IX & Sexual Harassment Edit made to update Title IX Coordinator Informational Items We wanted to send out the below items for informational purposes. While these items do not necessarily require any policy changes, we wanted you to be aware of the new legal requirements and how they may impact board policy and operations. Public Chapter 681 - Serving Whole Milk This law allows Boards to adopt policies to offer whole milk options in bulk milk dispensers. Providing this would be separate from the reimbursable federal grant process, however, we wanted to let you know about this option. View Public Chapter 681 by clicking here. Public Chapter 801 - Employee Concealed Carry Law Employees may be permitted to carry concealed firearms on school property if very specific conditions are met per this new state law (e.g., an enhanced handgun carry permit, psychological evaluation, annual training, permission from certain individuals). These changes to state law place the decision-making authority with the chief of the local law enforcement agency, the principal, and the Director of Schools. If your district would like to utilize this option, we recommend speaking with your board attorney and the district's insurer. View Public Chapter 801 by clicking here. Public Chapter 832 - Reporting Gender Identity Accommodations A change to state law requires an employee to provide information to parents regarding any requests for gender identity accommodations by their student. We recommend informing employees of these legal obligations. View Public Chapter 832 by clicking here. Public Chapter 1005 - A Clean Up Bill Public Chapter 1005 is a general clean up bill to education statutes that makes several changes and contains a revision that may impact grading policies. This change to TCA 49-6-407 prevents school boards from creating a local grading policy or procedure that establishes a minimum grade above zero. View Public Chapter 1005 by clicking here. Public Chapter 1061 - Families' Rights and Responsibilities Act This Public Chapter clarifies specific rights for parents and guardians. Of note, the new statutes require parent/guardian consent prior to an audio or video recording of a student with a few exceptions. As this could be relevant in recorded disciplinary proceedings, we wanted to let you know. These legal changes also require consent prior to administering medical treatment. While there are some exceptions, we recommend getting prior consent from parents/guardians to ensure district staff can assist students with minor medical situations (e.g., providing a Band-Aid, ice packs). View Public Chapter 1061 by clicking here. State Board of Education Policy 3.103 - Graduation Substitutions The State Board of Education recently updated its policy on graduation credit substitutions to clarify that students may substitute one full-credit course for two half-credit courses. View State Board of Education Policy 3.103 by clicking here. |
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V.B. Request to Approve Tuition Amounts for Non-Resident Students
Agenda Item Type:
Action Item
Action(s):
No Action(s) have been added to this Agenda Item.
Discussion:
There have been multiple inquiries from non-resident students who have expressed a desire to attend Smith County Schools for the 2024-2025 school year. According to school board policy 6.204, Attendance of Non-Resident Students, the tuition for non-resident students must be established by the Board.
For residents of Tennessee, tuition must not exceed the local funding amount per student during the previous school year. According to the TISA- FY24 Final Allocations, local funding totaled $6,372,665.00. That figure divided by 2,291.48 students comes to $2,181.31. Therefore, tuition for Tennessee residents who live outside of Smith County shall not exceed that amount. Tuition for out-of-state residents shall be charged at the same rate as the average cost per student that includes both state and local funds. The total amount of state and local funds for the TISA FY24 Final Allocations is $27,293,114.21. That amount divided by 2,921.48 students equals $9,342.22. Tuition for out-of-state students shall not exceed that amount. I am requesting that you consider these guidelines based on state law and local board policy in order to establish a tuition for non-resident students so that we may advise interested parties going forward. |
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V.C. Permission to Request Qualifications for a Construction Manager for the former Save-A-Lot Building Renovation Project
Agenda Item Type:
Action Item
Action(s):
No Action(s) have been added to this Agenda Item.
Discussion:
Tim Towns, CTE Director/9-12 Supervisor, requests permission to request qualifications for a construction manager for the renovation project of the former Save-A-Lot building to a CTE Learning Center.
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V.D. Special Education Contract with Stellar Therapy Services LLC
Agenda Item Type:
Action Item
Action(s):
No Action(s) have been added to this Agenda Item.
Discussion:
Request to approve the following contract for Special Education services for the 2024-2025 school year:
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V.E. Approval for Stockton Building Corporation for Metal and Wood Works for Wellness Centers
Agenda Item Type:
Action Item
Action(s):
No Action(s) have been added to this Agenda Item.
Discussion:
We did not receive any bids for the metals work or the woods work needed at the Gordonsville High School Wellness Center. It has been difficult to find anyone even upon contacting other vendors to submit bids.
We would like to recommend our general contractor, Stockton Building Corporation, to perform the services needed: GHS Wellness Center Metals: $59,843.70 GHS Wellness Center Woods: $20,475.00 ???????SCMS Wellness Center Woods: $20,475.00 These amounts will be added to the current contractual amount for Stockton Building Corporation. |
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V.F. Bid Approval for Play On Courts Southeast for Equipment and Installation for Wellness Centers
Agenda Item Type:
Action Item
Action(s):
No Action(s) have been added to this Agenda Item.
Discussion:
Bid approval for Play On Courts Southeast for the Equipment (basketball goals, volleyball net system) and installation, and Divider Curtain for the Wellness Centers.
The quote price for Play On Sports Southeast is $65,098 for Basketball Goals at the Gordonsville High School Wellness Center. We did not receive any bids for the volleyball system at the Gordonsville High School Wellness Center. Upon contacting vendors, Play On Courts Southeast has submitted the lowest price for Volleyball Net system at $14,413. (Total = $79,511) The bid price for Play On Courts Southeast is $62,460 for Basketball Goals and $14,413 for Volleyball Net system for Smith County Middle School. (Total = $76,873) The bid price for Play On Courts Southeast is $28,350 for Divider Curtain for Gordonsville High School. The bid price for Play On Courts Southeast is $28,350 for Divider Curtain for Smith County Middle School. |
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V.G. Request to Participate in Community Eligibility Provision Which Allows All Students to Eat Free Breakfast and Lunch for SY 2024-2025
Agenda Item Type:
Action Item
Action(s):
No Action(s) have been added to this Agenda Item.
Discussion:
Community Eligibility Provision (CEP)
What: The Community Eligibility Provision (CEP) is a provision for school districts to serve breakfast and lunch for FREE. Meals are reimbursed using a formula based on the percentage of students who are directly certified through the state. These students receive a benefit such as food stamps, families first, Tenncare, students who are homeless, in Foster Care, or migrant. When: SY 24-25 depending on Financial Standing at the end of the year. How: The state has allowed school districts to start using the Tenncare list to qualify students for free lunches. This increased our numbers 10%. In the past we did not qualify based on our percentage, but do now with the help up our Tenncare numbers. |
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V.H. Bid Approval to Purchase New Buses
Agenda Item Type:
Action Item
Action(s):
No Action(s) have been added to this Agenda Item.
Discussion:
Diana Gochcoff, Transportation Supervisor, recommends the purchase of 2 new 2025 78 passenger Type D school buses for $153,786.00 each from Central State Bus Sales for the 2025-2026 school year.
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V.I. Correction to Line Item Number for May Revenue Amendments
Agenda Item Type:
Action Item
Action(s):
No Action(s) have been added to this Agenda Item.
Discussion:
Norma Mitchell, Chief Financial Officer, needs to correct the account numbers for TISA and Teachers in the May FY24 141 Revenue Amendment. She accidentally typed the numbers in wrong. The money stays the same.
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V.J. Line-Item Amendments to FY24 141 Budget
Agenda Item Type:
Action Item
Action(s):
No Action(s) have been added to this Agenda Item.
Discussion:
Norma Mitchell, Chief Financial Officer, requests permission to make line-item amendments to the 141 FY24 General Purpose Budget in order to be in compliance with audit.
71100 Regular Instruction Program $ 600 72110 Attendance $ 4,000 72120 Health Services $ 2,500 72130 Other Student Support $ 4,000 72220 Special Education Program $ 1,000 72410 Office of the Principal $ 7,000 72510 Fiscal Services $ 6,500 72610 Operation of Plant $ 1,000 72620 Maintenance of Plant $ 44,000 72710 Transportation $ 12,500 73400 Early Childhood Education $ 500 Total $ 83,600 |
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V.K. Revenue Amendment for FY24 143 Budget
Agenda Item Type:
Action Item
Action(s):
No Action(s) have been added to this Agenda Item.
Discussion:
Request to approve the attached revenue amendment for FY24 143 Food Service in the amount of $30,333
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V.L. Line-Item Amendments to FY24 143 Budget
Agenda Item Type:
Action Item
Action(s):
No Action(s) have been added to this Agenda Item.
Discussion:
Norma Mitchell, Chief Financial Officer, requests permission to make line- item amendments to the 143 FY24 Central Cafeteria Budget in order to be in compliance with audit.
71300 Food Service $92,500 Total $92,500 |
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V.M. Resolution No. 06-2024- To Transfer Funds from Federal Projects Funds to General Purpose School Funds for the 2024-25 Funding Year
Agenda Item Type:
Action Item
Action(s):
No Action(s) have been added to this Agenda Item.
Discussion:
Request to approve the attached Resolution No 06-2024-__ to
move $400,000 from Federal Projects 142 to General Purpose 141. Rationale: Money was moved from General Purpose 141 to Federal Projects 142 during the ESSER funding years to help with cash flow challenges and the larger expenditures of the Wellness Center building projects. The balance is no longer needed. The transfer from Federal Projects 142 would be accounted for as Operating Transfer Out 142-999-99100-590 and reduce cash with Trustee 142-11140. The transfer into General Purpose 141 would be accounted for as 141-49800 Transfer In and increase cash with Trustee 141-11140 and would become operating revenue for the 141 FY25 Budget. |
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V.N. Summer Learning Camp Approval
Agenda Item Type:
Action Item
Action(s):
No Action(s) have been added to this Agenda Item.
Discussion:
Norma Mitchell, Chief Financial Officer, requests approval of the FY24 Summer Leaning Camps grant in ePlan. This grant is funded at the state level and has been approved by each authorized department at the state level. This request asks that the Board give Mr. Smith the authority to make any line-item amendments as needed on this grant as final expenditures are received.
Learning Camps $335,259.28 Transportation $ 60,806.83 Total $396,066.11 |
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V.O. Discussion of Possible Appointment for Legal Representation for the Smith County Board of Education
Agenda Item Type:
Action Item
Action(s):
No Action(s) have been added to this Agenda Item.
Discussion:
Discussion of Possible Appointment for Legal Representation for the Smith County Board of Education
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VI. Discussion
Agenda Item Type:
Information Item
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VII. Annual Policy Review
Agenda Item Type:
Information Item
Discussion:
Annual Policy Review (June) Please review the following policies for the Smith County Board of Education to remain compliant in policy review. If you find any inconsistencies or if something needs to be discussed regarding a policy listed below, please bring it to the attention of Mr. Ricky Shoulders, Chairman of the Board, during the meeting. none
Time:
(*Month*)
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VIII. Executive Session
Agenda Item Type:
Information Item
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IX. Adjourn
Agenda Item Type:
Action Item
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Reminders:
July Board Meeting - Tuesday, July 16, 2024 @ SCBOE
August Board Meeting - Tuesday, August 20, 2024 @ SCBOE