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June 17, 2019 at 6:30 PM - GMSD Board Meeting

Minutes
Call to Order
Speaker(s):  Chairman
Discussion:  The Chairman called the meeting to order at 6:37 pm
Moment of Silence
Speaker(s):  Chairman
Discussion:  Chairman Rebecca Luter called for a moment of silence
Pledge of Allegiance
Discussion:  Board Member Betsy Landers 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: 

After discussion in the Board work session, the Board recommended to add the following items under Board Action Agenda:

  • 9.E - Flood Clean Up and Remediation at Houston High School
  • 9.F - Houston High Gym Floor Replacement
Action(s):
I move to approve the agenda as amended, passed with a motion by Mrs. Betsy Landers and a second by Mrs. Amy Eoff.
  • Mrs. Amy Eoff: Yea
  • Mrs. Linda Fisher: Yea
  • Mrs. Angela Griffith: Yea
  • Mrs. Betsy Landers: Yea
  • Mrs. Rebecca Luter: Yea
No Action(s) have been added to this Agenda Item.
Recognition and Awards
Speaker(s):  Chairman
Discussion: 

Each year the Tennessee School Boards Association recognizes students from across the state who have distinguished themselves in academics, community and service activities and leadership roles and activities.

Superintendents are encouraged to help acknowledge the achievements of  students by nominating a junior.

When I reached out the high school staff, one name came up again and again.  It is my pleasure to introduce the board to our TSBA Student Recognition Award, Major Glenn.

 

Major is diligent and engaged and is one of Houston High School’s top mathematics students.  With a GPA of 4.67, he was ranked first in his class last year.  He scored a 35 on the ACT, serves as the Beta Club President, the International Club Vice President, competes on our HHS Knowledge Bowl Team, serves on the Junior Classical League Consul and is a drum major for the Houston Band. 

 

Last summer, Major spent the at Governor’s School for Science and Engineering. 

 

He also participates in many services activities; including volunteering at his church, where he runs A/V equipment and singing with Alzheimer’s patients at Kirby Pines. 

 

Congratulations, Major—we are excited to have you representing Germantown Municipal School District in this annual competition.  

 

REPORTS
Speaker(s):  Chairman
TLN Update (Tennessee Legislature)
Speaker(s):  Angela Griffith
Discussion: 
  • As we anticipated, Governor Lee signed legislation on May 24th, 2019 allowing for Education Savings Accounts to be given to eligible students in Shelby and Davidson Counties. Less than two weeks later, Speaker of the House Glen Cassada announced his resignation of that post effective August 2nd
  • I will be participating tomorrow in the “2019 Legislative Review” webinar hosted by the Tennessee School Board Association which will be discussing specific education legislation recently passed by the General Assembly
  • TSBA’s Annual Summer Law Institute will be held next week in Jackson, TN. I plan to attend along with with Ms. Landers, Ms. Fisher and Ms. Eoff. This training will also cover details of recently passed education legislation along with a review of Tennessee and national school court cases including Attorney General’s Opinions.
Chairman's Report
Speaker(s):  Rebecca Luter
Discussion: 

The evaluation used this year was the same tool utilized for the 2017-18 school year.  In addition to the Board’s completion of the evaluation, evaluations are completed by members of the District Cabinet, as well as a self-evaluation done by the superintendent, which does not figure into this overall evaluation.

Results are based on weighted averages: Achievement of Board Goals/Strategic Plan comprises 45% of the overall score, the Board Observational Data comprises 35%; and the Cabinet Survey comprises 20% of the overall score. 

The ranking scale is a four point scale with 1 indicating Ineffective, 2 indicating Developing, 3 indicating Effective, and 4 indicating Highly Effective.

Last year, based on the evaluation and scores, Chairman Landers and the Superintendent identified Visibility and Self-improvement (increasing the Superintendent’s professional development opportunities) as areas for growth.  As a result, the Superintendent has calendared regular visits to all schools and has found that time valuable.  The Superintendent has also been present for or participated in many PTO meetings, sporting evenings, art shows, performances, special events, and recognitions.  As a leader among his peers, he serves as chair of the Southwest Core for regional superintendents.  He plans their monthly agendas to reach the Tennessee Department of Education’s strategic goals and plan their professional development.  The Superintendent also serves on the Education Commissioner’s Superintendent Executive Council to help shape education in Tennessee. 

The Chair and the Superintendent agreed that 2019-2020 goals would be established following the Board consideration of focus for the GMSD Strategic Plan.

This year the Superintendent received a rating of 3.8 for achievement of Board Goals related to the Strategic Plan, a 3.54 from Board Observational Data, and 3.91 from the Cabinet Survey resulting in an overall score of 3.73, Highly Effective. 

Thank you to Mr. Manuel for your leadership and commitment to education and to GMSD.

 

Financial Report
Speaker(s):  Kevin Jones
Discussion: 

Kevin Jones, Chief Financial Officer reported the Total Assets and Total Liabilities and Fund Balances as of 5.31.19

SCHOOL OPERATING FUND

The final technology loan payment, $296K, was made to the City of Germantown.  A $143K transfer to the City of Germantown was also made for the bond payment on the Riverdale addition.

The target percentages for expenditures are:  administrative or support categories – 92%; instructional categories – 84%.  For total expenditures, we have spent 72% of the total budgeted.

OPEB TRUST FUND

The net of realized gains and unrealized losses on investments totaling $108K was reported by US Bank for the month. 


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

Superintendent Jason Manuel gave a PowerPoint Presentation on 2019 Summer Facility Updates with the following highlights;

  • Houston High School Safety Upgrades
  • Houston High School Flood Damage repairs
  • Bathroom renovations at Dogwood and Farmington Elementary
  • Repainting at Dogwood Elementary
  • Window replacement at Riverdale Elementary
  • Demolition and removal of old portables at Farmington Elementary
  • HVAC replacement and miscellaneous upgrades at Riverdale Elementary
  • Construction ongoing at the New Forest Hill Elementary site
  • Construction ongoing at the new administrative office building site

The above presentation can be viewed on the District website under the following link:

http://www.gmsdk12.org/BOEReport6179SummerFacilities.aspx

 

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

The following Citizen thanked the Board, Superintendent and the District Staff for the clarifications and answers received on the concerns regarding the Cell Tower at Dogwood Elementary,

Carie Alley, 2553 Rooksworth Cove, Germantown TN 38139

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. Betsy Landers.
  • Mrs. Amy Eoff: Yea
  • Mrs. Linda Fisher: Yea
  • Mrs. Angela Griffith: Yea
  • Mrs. Betsy Landers: Yea
  • Mrs. Rebecca Luter: Yea
No Action(s) have been added to this Agenda Item.
Approval of the Minutes
Speaker(s):  Chairman
Rationale:  Minutes from 5.20.19 Board Business Meeting
Annual Review/ Revision of Policies - Second Reading
Speaker(s):  Cabinet
Rationale: 

Department of Academic Education

The following policies have been reviewed and no revisions are recommended:

IP 4.200    Curriculum and Development

IP 4.2013 Family Life and 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

The following policy has been reviewed and revisions are recommended:

IP 4.207 English Learners (attached)

Department of Finance

Revision Policy FM 2.806 Bids and Quotations

Revision Policy SS 6.701 Student Solicitations- Fundraising Activities

 

Annual Review/ Revision of Policies-First reading
Speaker(s):  Cabinet
Rationale: 

Department of Academic Education

Summary of the revisions requested for Policy IP 4.600 - Grading - First Reading

  1. We are moving to a standards-based report card for 2nd grade, per the recommendation of principals, teachers, and the academic department. 
  2. I added the conduct grade section that was previously included in the Grades 2-5 section to the K-2 section.
  3. We no longer need to reference the Class of 2016 for weighted GPA descriptions.  We are requesting to clean up some of the information for parents by removing that line from the policy.
  4. I added clarification to the requirement that a student must sit for the exam to receive the weighted points for GPA calculations.  The statement was previously included, but I added that the additional percentage points are awarded “ONLY” to students who sit for the identified exam.
  5. The report card schedule dates are not listed in the policy, so I included a statement that notifies parents that the report card schedule will be posted on the district and school websites.

Department of Human Resources 

Revision of Policy HR 5.310 Vacations and Holidays - First Reading

Updated Revision attached with changes in Page 1 / Lines 30 &31

Miscellaneous FY 2018-19 Budget Amendment # 32 & 33
Speaker(s):  Kevin Jones
Miscellaneous FY 2019-20 Budget Amendment # 1
Speaker(s):  Kevin Jones
Attachments: (1)
BOARD ACTION ITEMS
Speaker(s):  Chairman
GMSD FY 2019-20 Federal, Capital, Cafeteria, Health Insurance and OPEB Budgets after Second Reading,
Speaker(s):  Kevin Jones
Recommended Motion(s):  I move to approve the GMSD FY 2019-20 Federal, Capital, Cafeteria, Health Insurance and OPEB Budgets after Second Reading, passed with a motion by Board Member #1 and a second by Board Member #2.
Rationale: 

Summary of Changes after First reading,

Federal Projects:  Added the $33,000 in funding for the IDEA Preschool Discretionary Grant, p. 23; and reclassifications for Title I (no change in total funding), p. 11

 

Cafeteria:  Added $65,000 in equipment purchases, p. 25

Action(s):
I move to approve the GMSD FY 2019-20 Federal, Capital, Cafeteria, Health Insurance and OPEB Budgets after Second Reading, passed with a motion by Mrs. Betsy Landers and a second by Mrs. Amy Eoff.
  • Mrs. Amy Eoff: Yea
  • Mrs. Linda Fisher: Yea
  • Mrs. Angela Griffith: Yea
  • Mrs. Betsy Landers: Yea
  • Mrs. Rebecca Luter: Yea
No Action(s) have been added to this Agenda Item.
Aramark Contract Renewal 2019-20
Speaker(s):  Kevin Jones
Recommended Motion(s):  I move to approve the Aramark Contract Renewal for 2019-20, passed with a motion by Board Member #1 and a second by Board Member #2.
Rationale: 

Note that this contract has been reviewed by Valerie Speakman and approved by the TNDOE Office of School Nutrition.

Action(s):
I move to approve the Aramark Contract Renewal for 2019-20, passed with a motion by Mrs. Amy Eoff and a second by Mrs. Linda Fisher.
  • Mrs. Amy Eoff: Yea
  • Mrs. Linda Fisher: Yea
  • Mrs. Angela Griffith: Yea
  • Mrs. Betsy Landers: Yea
  • Mrs. Rebecca Luter: Yea
No Action(s) have been added to this Agenda Item.
Approval of Purchase of Chromebook Carts
Speaker(s):  Meredith Park
Recommended Motion(s):  I move to approve the purchase of Chromebook carts for 3-8 Science Classrooms, from CDW-G through TIPS Contract # 180306, in the amount of $399,165.00, passed with a motion by Board Member #1 and a second by Board Member #2.
Rationale: 

Attached are the individual school quotes and the purchase requisition for the overall amount of the purchase.  We would like to request board approval for this purchase.

The purchase of Chromebook carts will assist our science teachers and students (3-8 Science classrooms) in utilizing all of the resources available with the Discovery Ed Tech Book (adopted science curriculum). 

Vendor: CDW-G / TIPS- USA Contract # 180306

Funding Source: 2018-2019 General Budget: Textbooks (141 E 71100 722 362 01000 000)

Action(s):
I move to approve the purchase of Chromebook carts for 3-8 Science Classrooms, from CDW-G through TIPS Contract # 180306, in the amount of $399,165.00, passed with a motion by Mrs. Angela Griffith and a second by Mrs. Amy Eoff.
  • Mrs. Amy Eoff: Yea
  • Mrs. Linda Fisher: Yea
  • Mrs. Angela Griffith: Yea
  • Mrs. Betsy Landers: Yea
  • Mrs. Rebecca Luter: Yea
No Action(s) have been added to this Agenda Item.
Access Control Additions at All Schools
Speaker(s):  Cathey/ Bland
Recommended Motion(s):  I move to approve access control additions at all of our schools with Mechanical Automated Control Systems in the amount of $131,334.22, passed with a motion by Board Member #1 and a second by Board Member #2.
Rationale:  It will be an addition to our existing software.
Action(s):
I move to approve access control additions at all of our schools with Mechanical Automated Control Systems in the amount of $131,334.22, passed with a motion by Mrs. Betsy Landers and a second by Mrs. Angela Griffith.
  • Mrs. Amy Eoff: Yea
  • Mrs. Linda Fisher: Yea
  • Mrs. Angela Griffith: Yea
  • Mrs. Betsy Landers: Yea
  • Mrs. Rebecca Luter: Yea
No Action(s) have been added to this Agenda Item.
Attachments: (1)
Flood Clean Up and Remediation at Houston High School
Speaker(s):  Josh Cathey
Recommended Motion(s):  I move to approve ServPro to complete emergency clean up and remediation due to flooding at Houston High School in an amount not to exceed $222,755.59, passed with a motion by Board Member #1 and a second by Board Member #2.
Action(s):
I move to approve ServPro to complete emergency clean up and remediation due to flooding at Houston High School in an amount not to exceed $222,755.59, passed with a motion by Mrs. Amy Eoff and a second by Mrs. Angela Griffith.
  • Mrs. Amy Eoff: Yea
  • Mrs. Linda Fisher: Yea
  • Mrs. Angela Griffith: Yea
  • Mrs. Betsy Landers: Yea
  • Mrs. Rebecca Luter: Yea
No Action(s) have been added to this Agenda Item.
Houston High Gym Floor Replacement
Speaker(s):  Josh Cathey
Recommended Motion(s):  I move to approve the proposal from Sports Floors in the amount of $153,514.59 for the replacement of the Houston High School gym floor, passed with a motion by Board Member #1 and a second by Board Member #2.
Action(s):
I move to approve the proposal from Sports Floors in the amount of $153,514.59 for the replacement of the Houston High School gym floor, passed with a motion by Mrs. Angela Griffith and a second by Mrs. Linda Fisher.
  • Mrs. Amy Eoff: Yea
  • Mrs. Linda Fisher: Yea
  • Mrs. Angela Griffith: Yea
  • Mrs. Betsy Landers: Yea
  • Mrs. Rebecca Luter: Yea
No Action(s) have been added to this Agenda Item.
Announcements
Speaker(s):  Chairman
Rationale: 
  • Schools Re-open Monday August 12 
  • Forest Hill Elementary will make 6 GMSD schools
  • Next Board Work Session/ Meeting - TBD
Discussion: 

Chairman Rebecca Luter made the following announcements;

  • Schools Re-open Monday August 12 
  • Forest Hill Elementary will make 6 GMSD schools
  • Next Board Work Session/ Meeting - To be announced

    The Chairman recognized the Board Secretary, Vijaya Subramani for achieving Level III with the title as Certified Board Secretary under the TABS Certification Awards Program
Adjournment
Speaker(s):  Chairman
Discussion:  The Meeting was adjourned with consensus at 7:17 pm
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