June 8, 2023 at 5:30 PM - Bradley County Board of Education Regular Meeting

Discussion:  Chairman Lee called the meeting to order and welcomed distinguished guests.

Discussion:  Vice Chairman Vicki Beaty led the Pledge to the Flag.

Discussion:  Dr. Lovingood has requested that we move item number 15 up on the agenda, because he will have to leave to go close out bible school. So, we're going to move item number 15, to right below number eight. Is there anything that anyone would like to pull from the consent agenda? If not, other than moving item number 15,do I have a motion to approve the Consent Agenda?

Discussion:  No public comment was given. 

Discussion:  Number of Graduates:

• Bradley Central High School - 365
• Bradley County Virtual School - 32
• GOAL Academy - 22
• Walker Valley High School - 331
• Bradley County Schools Total - 750

Scholarships Awarded to 2023 Bradley County Seniors:

• Bradley Central High School - $8,497,892
• Bradley County Virtual School - $997,200
• Walker Valley High School - $7,701,535
• TOTAL - $17,196,627

Third Grade TCAP Report:

• Bradley County Schools s in the top 20% in the state.
• Ranked 27 out of 142.
• Highest proficiency in systems surrounding Bradley County
• Highest percentage of students that took advantage of the retest opportunity of surrounding systems
• Highest percentage of those retaking the test to achieve proficiency
• The smallest percentage of students in the below category in systems surrounding Bradley County.

Discussion:  Summer Learning Camp will take place on Monday-Thursday throughout the month of June. This is available for kindergarten through rising to sixth grade at two locations; North Lee and Black Fox. Rising seventh through rising ninth will be at PIE Innovation Center. We have an estimate of 330 students participating in Summer Learning Camps.

Discussion:  Sheriff Steve Lawson and Zach Pike requested approval from the Board of Education to lease a space for Bradley County Sheriff's office at PIE Innovation Center. He stated that this would be a place for offices and meeting spaces only, with no evidence or suspects being brought in. The space will be for Sheriff's Office personnel only.
 

Discussion:  Mrs. Willcutt -
"Good evening. All three of the items that I'm on for tonight are basically what I would call housekeeping procedures that are really just required by our auditors. We'll start with the first one, but the 177 budget revised for this year.  And without getting too deep in the weeds, you guys will probably remember the fact that 177 doesn't normally require a budget at all. The only reason that we started having to do that is because when we started raising revenue from leases and other items, then our auditors required a budget. Okay, so it's already a little bit out of the box. So, when you do year-end, 177 is really not ever supposed to have a fund balance, because it's a short term fund. So what happens is in May, when we presented the budget, which we did last May for 2023, we estimated what we thought that was going to look like at the end of the year. We have never gone back and changed a budget after the fact, it just rolls into fund balance. But for 177, because it is such a strange document, the auditors just ask us to go back, after July one of last year, when it actually rolled, and we're no longer dealing with what we think was going to happen, we actually knew what was gonna happen, it had already happened. So they ask us to go back and change the budget document to reflect the actual number, which is very different from anything that we do for any other fund. We will also be doing that again after we do year-end this year. And then, we're hoping that 177 will be closed out, and we won't be dealing with that again. Even if we do another project, which I'm sure we will, in normal circumstances, those projects do not have revenue. So we would probably never deal with this situation again, if that makes sense. So we're just really cleaning that up for the auditors and something we've never been asked to do before and hopefully never will again. But that's what that is. It's just a document update."

Mr. Taylor - 
"I had one question. I just noticed this was what we looked at in May."

Mrs. Willcutt - 
"No, it would actually be last May. This is actually finishing up what they want us to do for this budget year, not next budget year. So this is FY 23, that they wanted to change to reflect what the fund balance actually looked like July 1 last year."

Mr. Taylor - 
"Okay, so that 570,926, and on the other was 439,852. That's not the same number, because it is two different years?

Mrs. Willcutt - 
"Yes. And we had amended that money back in, so that we could use it. But like I said, we've never been asked to change a previous year budget, because we're sending that budget out in April. And we're guesstimating what's going to happen in April, May and June. And, it doesn't really matter in 141, because if our revenues come in high or expenses come in low, that just gives us an extra fund balance. But for this particular fund, they wanted us to go back and substitute what would be guesstimated with the actual once it happened, and we will be doing an amendment or this same top thing after we roll it again. I know that's clear as mud. Ellen actually talked to the auditors and she had to tell me three or four times before I was like, Okay, that makes no sense. So I get it. But that's the best I can explain."

Mr. Taylor -
"So, the 570 was estimated and the 439 was the actual?"

Mrs. Willcutt - 
"That was the additional."

Mrs. Smith - 
"It is two different years."

Mr. Taylor - 
"Ok, that one just said 22-23, so it might be a misprint."

Mrs. Smith - 
"No. This fiscal year is 22-23, the 579 is for fiscal year 23-24."

Discussion:  Mrs. Willcutt - 
"Again, this is one of those things that for this board, it's not going to give you much information. It's where we roll all of those federal projects into one document because the audit requires us to and it actually goes to the board. It doesn't even go to the Commission for approval. And, I think the basic reason for that is, everything goes into Eplan first. Okay, well, that's already been approved. And the state actually administers the federal money. So you get a budget approved first, and that's where all those numbers come from. And then we hard key this, because it's not happened yet. But it's already approved in Eplan. On top of that, everything is a reimbursement. So when we are spending those federal dollars, and we send in those reimbursement requests, then they're double checking everything in that budget to make sure that it's all accurate, and that it's not overspent and that it came out of the line you said it was going to come out of or the line that they said it's going to come out of, if that makes sense. So I think the reason for this is just to basically give you a very high oversight of that. But if you want details, we're gonna need to print you out the documents from E-Plan, because that's really the gospel of all of that. That's going to tell you anything you need to know about what we're doing with it. This is just like, a big summary page that we have to do to me audit requirements."

Dr. Cash - 
"Madam Chair, I just want to clarify that these are federal funds. And, they actually tell us what we can and can't do in those line items. We don't have a lot of wiggle room. We present what we think, it often comes back to us where we have to do what they tell us to do in order to even receive the money. But these are the operations of federal, so they come to the state level and the state level disperses it to the district. So we don't have a tremendous amount of control over what they say we can and cannot do."

Mrs. Willcutt - 
"And what you're getting ready to approve and hope you will approve on the next one, it goes hand in hand with that, because any adjustment that they make to the budget, they have to go in and change it, before we can file a reimbursement for it. Sometimes I will actually file an amendment, and when I go down to draw down the funds, it will error out on a particular line. And it's because they've not hit the button to approve the budget amendment yet. So, there is so much oversight at the state level. We are monitored on that, but they look at every reimbursement that we request. Very different from general purpose."



 

Discussion:  Mrs Willcutt - 
"So now we're jumping back into this year. This is basically the same thing as I was just explaining to you.  Sometimes those adjustments actually have nothing to do with us requesting a change. For instance, there are some grants that if they're not spent, they'll redistribute them, and that's one reason it's so important for us to not have to go the Commission with these last minute adjustments. Because, sometimes the state generates that, and we don't even know about it until this time of year. All of those processes have already passed, so that's why you get this summary on all the amendments, because it's the same basic thing that I just told you about the budget. They are working so closely with our project directors, but this time of year, there are times when the state actually changes our budget for us and usually to give us money, but we still have no way to get it amended. So it's not a bad thing normally, but it's just not always coming from our recommendation. Sometimes it's from them."
 

Discussion:  Ms. Murray -
"This budget comes to you, because it's part of the auditing and the monitoring for our particular program. So I'm just asking you to approve the consolidated budget for the upcoming school year."

Discussion:  Dr. Cash - 
" I am requesting that this board approve executive approval for the summer capital outlay projects. You've already approved the funding and the project, but as we move through the summer trying to get all of these done, it comes pretty fast and furious. This just allows us to move forward. without any interruptions, knowing that you've already approved the funding, you've already approved the project, but this allows us, when we're doing bids, and we look for our best and our lowest to then, we move on. And just just as a reminder, if it doesn't go over 25,000, we actually are not required to get bids, but we do request from our principals that they have quotes. So, that we can do that. And that is just my request, Madam Chair."

Mr. Bryson - 
"Is this not what we have done?"

Dr. Cash - 
"Yes, this is what we have always done, but it come before the Board for you to move forward with it."

Mr. Bryson -
"It's not something new you're asking.

Dr. Cash - 
"No, sir. There's nothing new. And, you know, as always, when we are doing the bids, I have no problem asking Mrs. Reffner to send all the material, but we just need to be able to move forward and not stop progress. And again, this is not something that you haven't already approved, you've approved the funding, and you've approved that projects."

Mr. Taylor - 
"So there's something that when we say it in the email, then we can just respond back to that email, but we're okay with these. And if we've got a question or something on it, and there's something we can pull in, and bring it into a meeting if there is questions?"

Dr. Cash - 
"Well, again, Mr. Taylor, that would drastically slow down the process, because we really try to get as many projects done in the summer as we possibly can. And it moves relatively fast. It's like we get the quotes, we get a date set, and we get them started, because we don't have a tremendous amount of time there before school starts. So, knowing that the projects have already been approved, and the funding is already there, I would send you the notices. These were the bids. This is the one that was approved, that we really need to push forward on the projects."

Mr. Taylor - 
"But we would still be able to okay it through the email? Or, state that we had a question on there, and grant that for discussion. Even if we have to have a special called meeting and I understand the time constraints on there, to make sure that we're fulfilling our duties as board members to make sure."

Dr. Cash -
"That would be a decision made by the board. But I want to state again, you've approved the funding and you've approved the project. And we always look for the lowest investments, but that would be a decision made by the board."

Mrs. Beaty -
"Okay, was this not in the capital outlay?"

Dr. Cash - 
"Yes ma'am"

Mrs. Beaty -
"With the amounts?"

Dr. Cash -
"Yes ma'am. We try to save as much money as we possibly can."

Mrs. Goins -
"So what are you asking, if we it has been approved, what are you asking?"

Dr. Cash -
"When the bids come through, I have to have approval of the other bids, if that makes sense."

Mrs. Goins - 
And who is going to approve those, if we don't?

Mrs. Beaty - 
"Executive Approval."

Mr. Taylor - 
"Is it possible for the Board to approve those through the email? I'm just think like the Tennis Project."

Chairman Lee - 
"Yes. I mean, it's whatever the pleasure of the board is. I mean, if the board wants them to be emailed out to everyone, it can be. The only issue is, we would have to respond very quickly, get back to her so that we're not holding up any processes of getting the job done before school starts."

Mr. Taylor - 
"If everyone che
cks pretty regularly, it seems to go pretty fast. I don't think that should be a major holdup."

Mrs. Beaty -
"I think that if we do that, then the motion. If someone makes a motion, I recommend that it be within a timeframe that you must respond within 24 hours or thought. I don't know what Dr. Cash. I mean, because we the turnaround is really pretty quick."

Mr. Taylor - 
"They don't typically start the job the same day that you get the bids. Even if we don't within 24 hours, I don't think that would delay anything."

Dr. Cash - 
"Madam Chair, we actually typically say by the same day that they're sent out, so that we can go ahead and move forward. Because you saw the the list of projects, Remember, they don't all they want all have bids. But the ones that have bids. They're the toughest to actually get moving."

Mr. Taylor - 
"We could do it even by the close of business that day. I think Maranda has done that for us before."

Mrs. Beaty -
"Okay, so you're talking about only the ones with bids? Because there are there are things in the capital outlay that will have quotes. And like I said, we've already approved the funding, and we've already in the budget. So it would only be you're only talking Mr. Taylor about the bids?"

Mr. Taylor - 
"Yes."

Mr. Bryson -
"Let's vote."

Discussion:  Dr. Cash -
"Yes, Madam Chair. And this is the annual approval of the board calendar. And just wanting to point out that in your calendar, there are some different dates that have been, so if you will scroll, just know that the October board meeting, we have recommended moving to the third week of October due to fall break. And the November board meeting was moved because it was in such close proximity of moving the October moved it to Tuesday, as the board will be out of town on Thursday. And then the March board meeting was moved to the first Thursday of March due to spring break. So, due to the breaks in the school calendar, they don't all fall on that Thursday. We're recommending that they be moved. The rest of them are in line with that typical second Thursday of the month."
 

Discussion:  Corbett Drew presented an update on the Tennis Courts at Bradley Central High School and Walker Valley High School.

"Dr. Cash asked me to take a look and I think there's two issues that are kind of prevailing. One is the structural issue with the fence itself, and the second is, has it done any damage that's irreversible? So, there's actually two proposals, one we have in hand, I think it's on the agenda tonight. There's a second that we do not have in hand yet, but the proposal that you have in hand on the agenda tonight is from the Civil Engineer of record who designed this. These poles are embedded in the asphalt and subbase of his design, so he's really the one to speak about the integrity of the repair. As far as the strength of the poles and how they're embedded going forward, there's a second proposal that we've sought out, but we don't have that in hand yet. I don't know if we should wait until August or if we can ask for executive approval. There's a second proposal that we've asked for. Baseline sports is one of the pre-eminent installers of sports facilities around this area. They recommended a particular designer. We have a proposal coming from that designer who can speak to the playing surface itself. So we'll have the civil engineer record that can speak to the rigidity of the fencing itself, and then we'll have this designer that understands sports facilities specifically to come in and speak to . . . Is there any damage to the playing surface that's irrevocable? Are we gonna have any issues 5-10 years from now? And, if there are any issues, how do we repair those now, while it's under warranty? So, there would be two proposals, I think you have one in hand, and the second would be the same amount."
Chairman Lee stated, "Actually, there was no attachment to that particular agenda item."
Dr. Cash added, "If I remember the cost was not to exceed $1,000. So the two that are recommended, if you do it, I would recommend both. Because once the surface ones looking at the structure of the fencing and the poles, but they would be not to exceed $1,000 on each. And, it and I just have a question for myself, because I know that we put on here, Bradley, but it would actually be for both. Is it $1,000 for one or $1,000 for each?"
Mr. Drew stated, "$1,000 for each of the consultants to make the site visit and make a recommendation for both."
Mr. Page answered, "Yes, they're not $1,000 per court, it's $1,000 for the service fee for service."
Chairman Lee reiterated, "So that is just for an opinion. They won't to do any work."
Mr. Lovingood stated, "That's the way I would do it. I mean, if you're going to have an issue, you gotta go with a group who had the warranty, but you also have a consultant, make sure the people who did the work previously did it accurately, to make sure we don't get ourselves in a mess later on."
Dr. Cash stated, "So Madam Chair, for me, one of my questions was, I would actually like the board to see their proposals. And once they've seen the proposals, for us to do an executive sign, so that we can move forward with that. So that when we come back in August, the board could have the results and have a discussion about what they wanted to do to move forward. That would be what I would prefer, knowing that it's not going to exceed $1,000, but we are serving both courts for that amount. And, I just want to be sure I'm correct on that."
Mr. Page added, "That is spoken for both. That is they are looking at both locations. The recommendation will be made at both locations for that service."
Mr. Taylor asked, "In lieu of the executive approval, would it be possible to go ahead and just approve the consultants for up to $1,000?"
Dr. Cash answered, "Yes. If that's why the board wanted to go. But I would want to send them as soon as we get the proposals and send them to y'all."
Mrs. Goins asked, "Is it possible to get the original company to reimburse us since it's under warranty anyway, and we have to get somebody to come and consult."
Mrs. Beaty replied, "That is our request that we do that, so they could, I guess, if they wanted to?"
Mr. Drew responded, "I would do it as a reimbursement, not as having them pay for a consultant. They need to be a fiduciary to the district."
Dr. Cash responded, "Madam Chair. I'd also like that they're not under any obligation to do that. That is the board's request. So I don't think there's anything wrong with pursuing it, but I just want the board to know they're not under no obligation to do that."
Mrs. Goins stated, "I feel like it's an inconvenience for us to have to do that because of the problems we're having. So they should be considered of that. That's the reason why I'm asking."
Mr. Drew acknowledged the remark.
Chairman Lee stated, "It would be my preference. I don't have a problem with approving this. However, I would like to put my eyes on it before I vote to move forward with it. But once I see it for my eyes on I have no I don't believe I'll have an issue moving forward and letting them do that. But I don't necessarily feel comfortable. Voting for that to not without seeing it."
Dr. Cash asked, "Madam Chair. Yeah. So I just want to be clear that if if we requested a motion, the motion would be to approve up to $1,000. But not to move forward until you have the board has reviewed them?"
Mr. Taylor agreed.




 

Discussion:  With no other items to discuss, Chairman Lee adjourned the meeting.




                                                                      
Amanda Lee, Chairman



                                                                      
Dr. Linda Cash, Director of Schools