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May 7, 2018 at 6:30 PM - GMSD Board Meeting

Minutes
Call to Order
Speaker(s):  Chairman
Discussion:  Chairman Betsy Landers called the meeting to order at 6:32 pm
Moment of Silence
Speaker(s):  Chairman
Discussion:  Chairman Betsy Landers called for a moment of silence
Pledge of Allegiance
Discussion:  Board member Amy Eoff led the Pledge of Allegiance.
Approval of Agenda
Speaker(s):  Chairman
Recommended Motion(s):  I move to approve the agenda as amended, passed with a motion by Board Member #1 and a second by Board Member #2.
Rationale: 

The following amendment was recommended to the agenda after discussion in the work session,

- Pull Revision of policy IP 4.203.1 – Honors, AP, DE, and DC Courses from Consent Agenda item 8.C and add it under Board Actions as item 9.E

Action(s):
I move to approve the agenda as amended, passed with a motion by Mrs. Linda Fisher and a second by Mrs. Suzanne Jones.
  • Mrs. Amy Eoff: Yea
  • Mrs. Linda Fisher: Yea
  • Mrs. Suzanne Jones: Yea
  • Mrs. Betsy Landers: Yea
  • Ms. Lisa Parker: Absent
No Action(s) have been added to this Agenda Item.
Recognition and Awards
Speaker(s):  Chairman
Discussion: 

Superintendetn Jason Manuel said, 

"This past week we had a historic moment in the Germantown Municipal School District and the City of Germantown.  We were able to participate in a groundbreaking ceremony for our new elementary school.  I believe that we have only been able to accomplish this goal throughout the partnerships between the City of Germantown leadership and our local school board.  However, two individuals in this district have committed an inordinate amount of time to make sure that this project has proceeded on schedule and will be a future source of enduring pride of the school district.  To get to this point, Mr. Cathey and Mr. Law spent six months in the site selection process—and another six months in the design process—both utilizing and listening to voices of various stakeholders, committees and focus groups. The approval process lasted four to five months and took an incredible amount of attention to detail.  Just so that everyone understands, that included preparation for meetings and presentations to EIGHT different deciding bodies; The Board of Zoning and Appeals, Design Review Commission, The Planning Commission, The Financial Advisory Commission, the City of Germantown Engineering Department, the State Fire Marshall, the Local Fire Marshall, and, of course, the Germantown Board of Education.  These reviews yield numerous changes in the plans that must be addressed quickly.  The journey from planning to bid day produced over 1300 pages in this project manual.  

At this time we would like to recognize the two individuals who had made this possible, Mr.Josh Cathey, Chief of Operations, GMSD and Mr.Aaron Law, District Foreman."

REPORTS
Speaker(s):  Chairman
TLN Update (Tennessee Legislature)
Speaker(s):  Suzanne Jones
Discussion: 

Board member and TLN Representative Suzanne Jones presented the following update:

This session of the General Assembly ended with a bang at the end of April.  The failure of TNReady created a swirl of activity in the last week of the session.  The General Assembly once again passed legislation to address TNReady Testing and Accountability concerns following these additional assessment issues.

·       There was an amendment to HB 75/SB 578 by Kane/Gresham states the following:

"Notwithstanding any law to the contrary, no adverse action may be taken against any student, teacher, school, or LEA based, in whole or in part, on student achievement data generated from the 2017-2018 TNReady assessments.

 

·       This bill is in addition to the legislation passed the previous week by the General Assembly which addressed the TNReady testing issues districts were dealing with. The House and the Senate passed a conference committee report that amends HB 1981/SB 1623 by Smith/Gresham. The legislation does the following:

  • Allows LEAs to choose from a range between zero and fifteen (0-15%) percent when determining how much TNReady scores will count in a student’s final grade for the spring semester;
  • Prevents the use of 2017-2018 TNReady student performance and student growth data in the A-F letter grading system;
  • Prevents the use of 2017-2018 TNReady student performance and student growth data when identifying priority schools;
  • Prevents the use of 2017-2018 TNReady student performance and student growth data when determining if a school should be assigned to the Achievement School District; and
  • Prevents LEAs from basing employment termination and compensation decision for teachers on data generated by 2017-2018 TNReady assessments.

·       The Summer will be a time for significant campaigning and not as much focus on future legislation.  Later in the Fall, we will begin to engage with our Legislators on potential legislation in the next session of the General Assembly.

 

Chairman's Report
Speaker(s):  Betsy Landers
Discussion: 

Chairman Betsy Landers reported the following:

·      Represent Board at the Financial Advisory Commission, City of Germantown (4/17)

·      Chaired Special Called Meeting of the Board (4/20)

·      Attended Superintendent’s Roundtable for Parent Leaders (4/23)

·      Attended GMSD Retiree Luncheon (5/1)

·      Participated in GMSE New Elementary School Ground Breaking (5/1)

·      Attended Executive Session of the Board (5/2)

 

 

·      Attended Republican Women of Purpose Luncheon (5/2)

 

·      Attended Houston High Choir Concert (5/3)

 

Safety summit report:

It was a pleasure to attend the TSBA School Safety Summit in Nashville on April 18, 2018. Also attending for our school district was Amy Eoff, Mason Grace and Chauncey Bland.

 

After the opening pleasantries of the day, we began looking at the law and policies that we already have in place by State Statues and what should already be in place; Crisis Management Policy, Policy on Security, School Safety, First, Fourth and Fourteenth Amendments; carrying or possession of weapons; safety drills; searches; and the Constitution and Federal Law.

 

Lifesaving Technologies was discussed by Kecia Ray, Ed.D., Center for Digital Education Executive Director. Technology for Campus Safety including for the front office: fingerprint scanners, retinal scanners, and facial recognition scanners. For the perimeters: barricades and cameras and for classrooms; door control systems and shelter pods. Key take-aways from this session are “if you see something, say something” and our best protection is a well-trained staff. 

 

The next session was the Role of the SRO (School Resource Officer) in Crisis Situations. Two SRO’s with National and State credentials spoke about this important role that they play in the schools. They mentioned the “Triad Concept” in which they play a key element in teacher, counselor and cop. They must know criminal, juvenile and school law. These police officers request to be in the schools. Not all police officers can be SROs. They create a safe environment.

 

Law Enforcement Response to an Active Shooter was the next session to be discussed. How to respond as a school board member was most interesting to me. While I would want to jump in the car and drive immediately to the scene, as I’m sure everyone would, that is exactly NOT want to do. They DO NOT WANT TO SEE ME OR NEED ME!! This is why we have drills and we prepare for crisis management. Those in the schools are trained to remain calm, provide a safe environment for those in which they have charge.

 

Next was Crisis Communications: What Local Law Enforcement Needs from Schools. SRO’s photo all schools and they develop a plan in which is shared with school district and local law enforcement. Limit the number of entries into the school. Make sure all staff and students do not obstruct doors with chairs, books, cans, etc. Encourage all your employees to look for those concerned students. Listen to your students, watch social media. Most of the school shooters in the past years have been a student or former students of the school. And it all happens in 7 to 9 minutes. Students have a right to do what they are meant to do…to be educated in a safe environment.

 

Nicole Cobb, Ed.D., lead School Counselors & Mental Health in the next session. Tennessee ranks 12th in the nation on the number of bullying incidences found in public schools. Between 20 to 38% of youth in US have diagnosable mental health disorders. Between 9 and 13% have serious disturbances. Between one-sixth to one-third of youth with diagnosable disorders receive any treatment. “No school can be a great school unless it is a physically and emotionally safe school.” Use counselors for what they are trained to do…counsel!

 

The last session was a panel discussion on funding. Most districts do not have SROs and were looking for a way to fund them. GMSD is fortunate to have the City if Germantown provide these police officers in each and every one of our schools at no cost to our district, an approximate $500,000 annual expenditure.

 

Thank you for the opportunity for me to attend this summit. I have a hard copy of the booklet if anyone would like to take a look at it or I have also sent each of you a link to it by email.

Financial Report
Speaker(s):  Kevin Jones
Discussion: 

CFO Kevin Jones reported the Total assets and Total Liabilities and Fund Balance as of 4.30.18.

SCHOOL OPERATING FUND

The Local Government Investment Pool has generated $107K in interest income y-t-d, a favorable variance in the other local revenue category.

CAFETERIA FUND

Record sales and USDA reimbursements at $160K.

 

OPEB TRUST AND HEALTH INSURANCE FUND      

The OPEB Trust currently owes the health insurance fund $124K for retiree claims.

 

 

 

Superintendent's Report
Speaker(s):  Jason Manuel
Discussion: 

Superintendent Jason Manuel, Director of Student Services Chauncey Bland and Director of Curriculum Technology and Communications, presented the GMSD School Safety Update developed by the Team of Cabinet members, Administrators, School Resource Officers and Plant Managers.

He detailed on the following topics:

  • Professional Development -Rigorous training during In-Service 2018 
  • Current Campus Security
  • Current Security Software
  • Goals for Improvement

 

Citizens to be heard
Speaker(s):  Chairman
Discussion: 

The following Citizens voiced their concerns on School safety and current events in the School District:

  • Dawn Grayson, 7007 Loddon Cv, Memphis TN 38119
  • Herschel Freeman, 7684 Apahon Ln, Germantown TN 38138
  • Sarah Freeman, 7684 Apahon Ln, Germantown TN 38138
  • Sheila Hahn, 2964 Mallard Ln, Germantown TN 38138

The following Citizens voiced their concerns on the Student Safety and Bullying issues in the School District:

  • Cherie Didier, 3111 Windstone Way, Germantown TN 38138
  • Jacob Vincent, 2090 Allen Court Dr., Germantown TN 38139
  • Lori Vincent, 2090 Allen Court Dr., Germantown TN 38139
  • Suzanne Walls, 2376 Redbud Tr., Germantown TN 38139

The following Citizen voiced her concern on the TN Ready Testing issues:

  • Terri Harris, 1816 Old Mill Road, Germantown TN 38138

CONSENT AGENDA
Speaker(s):  Chairman
Recommended Motion(s):  I move to approve all the items in the Consent Agenda, passed with a motion by Board Member #1 and a second by Board Member #2.
Action(s):
I move to approve all the items in the Consent Agenda, passed with a motion by Mrs. Linda Fisher and a second by Mrs. Suzanne Jones.
  • Mrs. Amy Eoff: Yea
  • Mrs. Linda Fisher: Yea
  • Mrs. Suzanne Jones: Yea
  • Mrs. Betsy Landers: Yea
  • Ms. Lisa Parker: Absent
No Action(s) have been added to this Agenda Item.
Approval of the Minutes
Speaker(s):  Chairman
Rationale: 

Minutes from 4.16.18 Board Meeting

Minutes from 4.20.18 Special Call Board Meeting

Annual Policy Review/ Revision after Second Reading
Speaker(s):  Cabinet
Rationale: 

Academic Advancement

The following policies have been reviewed and NO Changes recommended;

 

IP 4.209             Alternative Credit Options

IP 4.210             Credit Recovery

IP 4.211             Work-Based Learning Program

IP 4.502             Parental and Family Involvement

IP 4.604             Credit for Prior Courses

IP 4.608             Awarding of Credits

IP 4.606             Graduation Activities

IP 4.804             Religious Content of Courses

 

 

Human Resources

The following policy has been reviewed and NO Changes recommended;

HR 5.602           Staff Time Schedules

 

 

Operations

Policy SS 3.202             Emergency Preparedness Plan is recommended for revision -Second Reading

The following policies have been reviewed and NO Changes recommended;

SS 3.400             Student Transportation Management

SS 3.401             Scheduling and Routing

SS 3.600             Insurance Management

SS 3.201             Safety

SS 3.2022          District ERP

SS 3.205             Security

Annual Policy review/revision after First reading
Speaker(s):  Cabinet
Rationale: 

Department of Academic Education

Revisions are requested for the following policies:

IP 4.203.1 – Honors, AP, DE, and DC Courses *Moved to item 9.E under Board Action items

IP 4.207 – English Learners - in Consent Agenda

IP 4.700 – Testing Programs (after one reading, request to waive second reading) *see item 9.A under Board Action items

 

The remaining policies have been reviewed and NO revisions are requested at this time:

IP 4.200 Curriculum and Development

IP 4.2013 Family Life Education

IP 4.203 Advanced College Placement

IP 4.204 Summer School

IP 4.206 Special Programs

IP 4.400 Instructional Materials

IP 4.401 Textbooks

Department of Human Resources

All the following HR policies have been reviewed;

HR 5.109           Personnel Evaluations

HR 5.117           Procedure for Granting Tenure

HR 5.305           Family and Medical Leave Act

HR 5.310           Vacations and Holidays

NO changes nor amendments are needed at this time.

Department of Operations

The following policies have been reviewed and NO changes recommended at this time;

SS 3.206             Community Use of School Facilities

SS 3.2021          Continuity of Operation Plan 

 
Approval of Textbook Purchase
Speaker(s):  Meredith Park
Recommended Motion(s):  I move to approve the $326,867.60 purchase from Tennessee Book Company to cover the cost of the new science textbooks, passed with a motion by Board Member #1 and a second by Board Member #2.
Rationale: 

Requesting approval of a $326,867.60 purchase from Tennessee Book Company to cover the cost of the new science textbooks. (Total of all five purchase orders)

The funds will come out of the 2017-2018 budget, account 141 E 71100 449 310 01000 000.

 

Miscellaneous FY 2017-18 Budget Amendment # 37
Speaker(s):  Kevin Jones
Attachments: (1)
BOARD ACTION ITEMS
Speaker(s):  Chairman
Revision of Policy IP 4.700 Testing Programs after one reading, request to waive second reading
Speaker(s):  Meredith Park
Recommended Motion(s):  I move to waive the second reading and adopt the revision of Policy IP 4.700 Testing Programs after one reading, passed with a motion by Board Member #1 and a second by Board Member #2.
Rationale: 

The reason behind this request it to get final approval prior to the end of schools and calculation of student grades.  The policy is being revised to eliminate the 15% requirement of TNReady testing results in a student’s grade.  This is an emergency request/situation due to the recent legislation passed from all of the testing problems/irregularities.  If we go through the normal process of a second reading, this policy revision will not be final until June, which is too late. 

The plan is to create a statement to send to parents to notify them of this change after the approval in the board meeting

 

Action(s):
I move to waive the second reading and adopt the revision of Policy IP 4.700 Testing Programs after one reading, passed with a motion by Mrs. Amy Eoff and a second by Mrs. Linda Fisher.
  • Mrs. Amy Eoff: Yea
  • Mrs. Linda Fisher: Yea
  • Mrs. Suzanne Jones: Yea
  • Mrs. Betsy Landers: Yea
  • Ms. Lisa Parker: Absent
No Action(s) have been added to this Agenda Item.
Discussion: 

This message will be shared with all GMSD parents this evening:

 

During tonight’s GMSD Board Meeting, the board unanimously voted to revise the GMSD Board Policy IP 4.700 Testing Programs.  This policy has been changed to reflect recent legislation which holds students harmless from the results of the TNReady tests for 2017-2018.  Previous legislation required districts to count the TNReady data as 15% of a student’s course grade.  As a result of the GMSD board policy approval, the policy has been revised. 2018 TNReady results will not be a factor in a student’s course grade. The updated policy will be available on our website immediately.

 

 

Insurance Renewal
Speaker(s):  Josh Cathey
Recommended Motion(s):  I move to approve the TML Insurance Renewal for Workers Compensation and Employers Liability, General Liability, Property Liability, and Student Accident Insurance, including the Optional Liability quote to move coverage from $2 million to $5 million, passed with a motion by Board Member #1 and a second by Board Member #2.
Action(s):
I move to approve the TML Insurance Renewal for Workers Compensation and Employers Liability, General Liability, Property Liability, and Student Accident Insurance, including the Optional Liability quote to move coverage from $2 million to $5 million, passed with a motion by Mrs. Linda Fisher and a second by Mrs. Suzanne Jones.
  • Mrs. Amy Eoff: Yea
  • Mrs. Linda Fisher: Yea
  • Mrs. Suzanne Jones: Yea
  • Mrs. Betsy Landers: Yea
  • Ms. Lisa Parker: Absent
No Action(s) have been added to this Agenda Item.
GMSD FY 2018-19 General Fund Budget after Second reading
Speaker(s):  Kevin Jones
Recommended Motion(s):  I move to approve the GMSD FY 2018-2019 General Fund Budget after second reading, passed with a motion by Board Member #1 and a second by Board Member #2.
Action(s):
I move to approve the GMSD FY 2018-2019 General Fund Budget after second reading, passed with a motion by Mrs. Suzanne Jones and a second by Mrs. Linda Fisher.
  • Mrs. Amy Eoff: Yea
  • Mrs. Linda Fisher: Yea
  • Mrs. Suzanne Jones: Yea
  • Mrs. Betsy Landers: Yea
  • Ms. Lisa Parker: Absent
No Action(s) have been added to this Agenda Item.
GMSD FY 2018-19 Federal, Capital, Cafeteria, Health Insurance and OPEB Budgets after First Reading,
Speaker(s):  Kevin Jones
Recommended Motion(s):  I move to approve the GMSD FY 2018-19 Federal, Capital, Cafeteria, Health Insurance and OPEB Budgets after First Reading, passed with a motion by Board Member #1 and a second by Board Member #2.
Action(s):
I move to approve the GMSD FY 2018-19 Federal, Capital, Cafeteria, Health Insurance and OPEB Budgets after First Reading, passed with a motion by Mrs. Linda Fisher and a second by Mrs. Suzanne Jones.
  • Mrs. Amy Eoff: Yea
  • Mrs. Linda Fisher: Yea
  • Mrs. Suzanne Jones: Yea
  • Mrs. Betsy Landers: Yea
  • Ms. Lisa Parker: Absent
No Action(s) have been added to this Agenda Item.
Revision of Policy IP 4.203.1 – Honors, AP, DE, and DC Courses after first reading
Speaker(s):  Meredith Park
Recommended Motion(s):  I move to approve the revision of policy IP 4.203.1 – Honors, AP, DE, and DC Courses after first reading, passed with a motion by Board Member #1 and a second by Board Member #2.
Rationale:  Revision of Policy IP 4.203.1 – Honors, AP, DE, and DC Courses
Action(s):
I move to approve the revision of policy IP 4.203.1 – Honors, AP, DE, and DC Courses after first reading, passed with a motion by Mrs. Linda Fisher and a second by Mrs. Suzanne Jones.
  • Mrs. Amy Eoff: Nay
  • Mrs. Linda Fisher: Yea
  • Mrs. Suzanne Jones: Yea
  • Mrs. Betsy Landers: Yea
  • Ms. Lisa Parker: Absent
No Action(s) have been added to this Agenda Item.
Announcements
Speaker(s):  Chairman
Rationale: 

Upcoming events:

  • May 17 - HHS Graduation at Bellevue Baptist Church
  • May 22 - Leadership Germantown ribbon cutting for Greenhouse at HHS - 5:30 pm
  • May 24 - Last Day of School
  • Registration for Current Students begins June 4 
  • June 4 - Next Board Work Session and Board Meeting
  • June 8 - Board Retreat
  • June 18 - Board Meeting/ Superintendent Contract and Evaluation

Check out the GMSD website for more information

 
Adjournment
Speaker(s):  Chairman
Discussion:  The meeting was adjourned with consensus at 7:50 pm.
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