January 26, 2016 at 6:30 PM - Board Meeting

Discussion:  Chairman Williams called the meeting to order. Roll was called and a quorum established.

Discussion:  Pledge was led by Mrs. Anna Jones.

Discussion:  Moment of Silence observed.

Discussion:  Superintendent Mason, Central Office Executive Staff and School Administrators recognized the School Board for their dedication and support of the school system.

Discussion:  Dr. Jason Yaun, 121835 Shady Tree Lane, Arlington, TN 38002 RE: School Start Times and related research on sleep quality and quantity Ms. Jill Yelland, 5972 Windsor Oak Circle, Arlington, TN 38002 RE: School Start Times and effects of sleep depravation Ms. Jennifer Ehrentraut, 731 Litty Ct., Memphis, TN RE: School Start Time and related sleep research Ms. Valerie Crabtree, 5279 Toni Rose Dr., Arlington, TN 38002 RE: School Start Times and Sleep Psychologist and Clinical Research Ms. Regina Johnson and AES Teachers, 2785 Java Drive, Arlington, TN 38002 RE: Thank you to the Board for consideration in passing the resolution opposing the inclusion of TNReady data for the purposes of Teacher and Principal evaluations.

Discussion:  Chairman Williams called for a motion to approve the agenda as presented. Danny Young requested and made a motion to remove Item 11C: Amended Policy 2.805 Purchasing from the agenda. Dale Viox seconded the motion. Chairman Williams called for motion to approve the January 26, 2016 agenda. Mr. Yates made a motion to approve the January 26, 2016 agenda. Barbara Fletcher seconded the motion.

Discussion:  Chairman Williams reported that ACS District will host the TSBA Fall District Meeting on September 20, 2016 at Arlington High School. Reminder to members of the Board to submit Statement of Interest to the Ethics Commission by January 31, 2016. And to check the Annual Agenda for items coming up for board consideration. The Board will be conducting a self-evaluation in March.

Discussion:  Superintendent Mason introduced the new General Counsel, Valerie Speakman. Troy Wilbanks reported: Mr. Wilbanks presented an overview with drawings and site plan for the bus lot that will contain asphalt parking lot with small office building with kitchenette and restrooms. Site has room for potential growth in the future. Pre-bid will be January 28. Bids will come in February 11. Project could start March 1 with an estimated completion at the end of May. Superintendent Mason reported: Progress of technology upgrades at AMS. Mr. Overby confirmed that all access point cat6 and IDF fiber optical cable have been pulled, terminated and verified in all locations. All access points have been mounted. MDF and IDF fiber optical trays, cat6, switches and battery backups have been installed. All switches and AP controller need to be configured and verified and clean up MIDF and IDF cat6 cables to look aesthetically pleasing. Work to be completed tonight. Remaining work will be cable maintenance. Superintendent Mason thanked Mr. Overby for his countless hard work and late nights working on this project. iPads are in the hands of the teachers and training in progress for applications and academic programs. Parent training for requirements to receive an iPad will be February 18 & 22, 5:00 - 6:30 p.m. at AMS Cafeteria. February 25, 7:45 - 9:00 a.m. at AMS Library. Informational meeting potential new students: Explore AHS Night is February 2nd, 6:00 - 7:30 p.m in the auditorium. AHS Informational meeting at Arlington Middle for parents of 8th graders will be February 9th, 6:00 - 7:00 p.m. in the cafeteria. High school Counselors will be on hand for this meeting to provide detailed graduation requirements, focus areas, honors and special education program. Student Services flyer with Spring Registration and Non-Resident Admissions are available. Information regarding both of these are available through social media and flyers are distributed throughout the community at local business and daycares. Superintendent Mason thanked the board and her staff for their hard work on the 5-year Strategic Plan and District Accreditation. Mr. Mayo reported: 2017-18 Calendar Committee has completed their work. The committee worked diligently to coincide with the other municipalities. Calendar will be presented to the board for approval in February or March. ACS logo merchandise is available for ACS employees to purchase. Staffing: 1 Social Studies (8th grade) position open in February for AMS. Planning has begun for staffing projections. Numbers from the planner and registration determine the staffing needs. Employment Intent letters will be processed electronically. Recruitment calendar scheduled for 13 sites with the possibility of more. Goal for retention and recruitment is to secure teachers and employees. ACS is hosting a Retirement meeting for all municipalities on February 16 at Arlington High School.

Discussion:  General Counsel, Valerie Speakman, provided an overview of her law experience in the field of education. Mrs. Speakman is excited to be apart of the district led by a Board of Education that is working for the same goal and to be under good leadership of Superintendent Mason. She provided an update on legislation. All the bills have been filed in legislation. Mrs. Speakman will communicate information to the Board regarding hot spots in the bills via e-mail.

Discussion:  Marcy Williams, Internal Auditor from Alexander Thompson Arnold, presented and overview of the 2014-15 Audit Report for ACS Internal School Funds and the process. Audits are state requirements. Auditors test for compliance of the manual of state guidelines. Auditors look for areas of weakness that would allow for fraudulent activity to occur. ACS Internal School Funds Combined Balance Sheet - Regulatory Basis (page 4): Total Assets - $849,961 Total General Fund - $443,682 Total Restricted Fund - $406,279 Combined Statement of Revenues, Expenditures and Changes in Fund Balances - Regulatory Basis (page 5): Total Revenues - $1,443,590 Total Expenditures - $1,337,474 Total Net Income - $106,116 Arlington High and Middle had a positive net income for the year. Donelson and Arlington Elementary had a negative net income for the year. Financial Statement Summary and individual school reports are provided in the report. Auditors reported one finding of Improper Use of General Fund Monies. Auditors recommend picture and vending commissions, vending company donations and concession sales be deposited in the general fund or respective restricted fund. 1. Commission Reconciliations: Schools work with vendors to obtain counts for items sold that the school receives commission from. 2. School Support Organizations: Financial statements from SSO's must be provided to the school for review. 3. Mail Log: Checks received in the mail must be logged on a daily collection sheet at the office. 4. Loss on Annual Fundraiser: Fundraisers monitored more closely so loss will be prevented in the future. 5. Misappropriation of Funds due to lack of segregation of duties: Duties should be separated in order to reduce the opportunity for fraudulent activity.

Discussion:  Ms. Meeks reported on the November 2015 Financial Report: General Fund: Revenue YTD: 11,752,319.03 30% of the Budgeted Revenue Expenses YTD: 11,873,797.29 33% of the Budgeted Expenses Nutrition: Revenue YTD: 395,442.32 Expenses YTD: 381,721.62 Profit of 13,721 Federal & Discretionary Grants Revenue YTD: 648,244.21 Expenses YTD: 646,077.37 Construction in Progress (no activity or change since October report): CIP Revenue: 11,785.00 CIP Expenses: 535,056.79

Discussion:  Ms. Meeks reported: Health Trust Plan Assets YTD: 4,145,358.67 Revenues: Premiums YTD: 10,540,776.13 Expenses: Insurance Claims Disbursements YTD: 12,219,128.37 Bartlett/Collierville Clinic: 16,150.02

Discussion:  No TLN report.

Discussion:  No discussion items.

Discussion:  Chairman Williams read Resolution 2016-01 and recommended the board approve.

Discussion:  No action taken. Policy removed from the agenda by Danny Young.

Discussion:  Ms. Meeks reviewed the budget timeline indicating items in bold that required board attention.