April 6, 2020 at 5:30 PM - Jackson-Madison County School Work Session

Discussion:  James Johnson, Board Chairman called the JMCSS April Work Session to order with a moment of silence.  Mr. Johnson mentioned that the Public Notice for the meeting was sent out with the following information; Effective beginning with the April Work Session through the effective date of Governor Lee's Executive Order NO. 16, all Work Sessions and Meetings of the Board of Education will be by electronic means.  Board Members will participate by videoconferencing.  Public access to the Board room will not be available to the General Public in order to protect public health, safety, and welfare because of the Covid-19 outbreak.  The Gereral Public, however, will have live access to view the meeting via electronic means as described herein.  The Public will have live access to the April Board Meeting by one of the following means: Jackson Energy Authority (JEA) will broadcast the Board Meeting on EPLUS TV Channel 6 provided to JEA Cable subscribers; or JEA will live stream the Board Meeting on its website at www.eplustv6.com.

James Johnson thanked JEA and West TN Today for assisting in the viewing of the meeting.  Mr. Johnson appreciated the hard work by the JMCSS Tech Department Staff for assisting with the electronic means in order to hold the meeting and for the Food Service Department Staff in providing meals for the students in the system.  Mr. Johnson mentioned that he has taken notice and has heard from the Community on the service by the Administration and Staff with providing work related information for students.  

Discussion:  Holly Kellar mentioned that there are 6 budget amendments this month for the Board to review.  The General Purpose March  Financial Statement has been posted, showing expenditures as of the end of March coming in at 2.4 million dollars ahead of last year.  As of the end of March, 70.8 million dollars had been expensed with an additional 2.2 million dollars in outstanding encumbrances.  This is 67.4% of the total budget and is right in line with total expenditures at the same time last year.  Year-to-date revenues thru February total 67.9 million dollars.  March revenues have not yet been posted.  The preliminary year-end estimates are included on the Financial Statement and show expenditures coming in at 95.4% for the year which is down from the 96.7% shown last month.  The decline in expenditure projections is mostly due to schools not being in session.  As of now, my revenue estimates for the year include county taxes coming in as budgeted at the Maintenance of Effort level of funding.  State funding for FY20 is not expected to be impacted by the current national crisis. With these revenue and expenditure estimates, the District would be using about 300,000 dollars of fund balance leaving approx. 13.5 million dollars on hand at year-end.

Discussion:  Karen Bell mentioned a review of the 141 General Purpose fund as of February, 2020 was com;eted and explanation was given as to why February is a good point for revenues to exceed expenditures due to the collection of property taxes.  Also reviewed the monthly Finance Dirctor's Report.  There wsa discussion about anticipated downturn in revenues such as sales tax, business tax which funds the Local Purpose Fund used for maintenance of effort, hotel/motel tax, and even property tax due to forbearance granted by mortgage companies which may cause a delay in property tax revenues.  There was also discussion about county budget hearings being postponed until May in light of the recent situation with social distancing.  

Discussion:  There was no discussion concerning the April Board Meeting Agenda

Discussion:  Ray Washington mentioned that the Public/ Private Partnership papers have been finalized and the work has begun at JCM and Madison.  

Discussion:  Dale Thomas went over the Contract with the Board. AIA Document A133-2019, Exhibits include (A) GMP Amendment; (B) BIM; (C) Insurance; and General Conditions by reference.  Key Provisions, Timing (see 1.1.4 for milestone dates) - First phase is Design phase - during this time the CM and Architect will work on the Design of the school and ultimately Bid Documents will be produced.  During the Pre-Constuction phase the 20% of his fee.  The fee is based off of 3.45% and based on an estimated Contract Value of $20 Million for a fee of $690,000 (including $138,000 fir pre-construction). The CM fee will be adjusted based on the GMP.  Not that the Pre-Design Budget is $20-24 Million (1.13) - There is a difference between budget and GMP.  After Constructin documents are complete (within 60 days) the CM will prepare a GMP (Cost not to Exceed) constisting of the Cost of Work, Contingency, and CM Fee. (3.2.1) Afer the GMP is propsed, the Owner (JMCSS) has 45 days to accept or decline the GMP.  (3.2.3.5) Unless there is an Owner approved change in the scope of work or change order, the CM bears the risk of any excess over GMP.  Construction commencement date is 15 days from acceptance of GMP (1.1.4.2) substantial completion with 18 months of commentcement date. Occupancy within 30 days of substantial completion.  Other important provisions:  100% payment and performance bonds provided by Henson, Henson must compy with competitive bidding reuqirements, Henson will provide monthly progress reports to the Board, $1500 per day penalty for failure to meet substantial completion or occupacy requirements, Termination provision for non-appropriation of funds by Madison County.

After the discussion of the contract, the Board decided to remove the Construction Contract for K-8 from the Board Meeting and will discuss further in a Budget Committee Meeting.  

Discussion:  Ray Washington mentioned that schools will stay closed until April 24, 2020.  There will be a meeting with the Governor of Tennessee, the Legislators and the State Board of Education on April 9.  Until further instructions by them, Mr. Washington was unable to give more details concerning schools.  Beginning in the summer, the following projects will take place for the system; Nova, Arlington, Alexander, Liberty, NSHS, West Bemis and JCT.  Additional projects are at Andrew Jackson and Parkview Learning.

Discussion:  The Board was given information regarding the Three Year Capital Accomplishments by the Maintenance Department Director, Allen Powell.

Discussion:  The Board was given the Human Capital Reports by Dr. Tiffany Green.  James Johnson asked, how many vacancies are at the present time for the system?  Dr. Green mentioned approximately 19 at this time.  Dr. Green will have a report regarding the retirements and resignations for the Board by Thursday, April 9.  Dr. Green mentioned that the new system for tracking information with Faculty and Staff is available and training will begin for Principals.  The information for the trainings will be posted on Social Media and the JMCSS Website.  The Teacher Retention Committee has not be able to meet due to the Covid-19 but that the last meeting the discussion on discipline, implementation for curriculum and the feed back to teachers were a concern.  Dr. Green stated, that in years past, there was confusion on pay for if you were to retire or resign.  She stated, the employee will be paid through June with insurance since the money has been budgeted by the system.

The information requested by James Johnson from Dr. Tiffany Green, at this date there are a total of 19 teachers to declare that they will either retire or resign at the end of the 2019-2020 school year.  If Dr. Green recieves more information, she will provide to the Board at Thursday's Board Meeting.

Discussion:  The JMCSS Board will vote on one Volunteer name to be submitted to TSBA.  Each Board Member was given information on the names submitted from Principals to vote on Thursday, April 9.

Discussion:  The five High School Principals selected a current Junior name to be submitted to TSBA for the Student Recognition Award.  The Board was given the names of each student and the school on which they attend.

Discussion:  The Summer School locations, tuition and dates are not available at this time due to the Covid-19.

Discussion:  The fees for Before and After School Day Programs will be the same as 2019-2020 School Year.  Janice Hampton asked, why the cost was different between the elementary and middle schools.  Dr. Vivian Williams stated that the elementary are 2 hours a day and the middle schools are 3 hours a day.  For the 2020-2021 School Year the fees are as follows; The Before and After Programs for Elementary Schools are $25.00 per week for a child and an additional child at the cost of $20.00 per week (2 hours a day), Northeast Middle School Before and After Program are $40.00 per week for a child and additional child at the cost of $45.00 (3 hours a day).

Discussion:  James Johnson began the Superintendent Search as why the visits were needed to the Candidates districts.  The Visits gave an additional information for a Board Member to make a better choice in selecting a Superintendent.  Also, Carol Carter Estes-McCright was just selected to serve as a Board Member and gave her the opportunity to speak with and interview each of the Candidates. Mr. Jonhson wanted to hear each of the Board's opinions regarding the Superintendent Search.  Jim Campbell began by saying, he was unable to attend the visits due to health reasons and the Covid-19.  Mr. Campbell would like for the Superintendent Search to be delayed at this time for the new board to select the leader.  Mr. Campbell felt that the meeting being held by electronic means was not the proper way to discuss an important issue and he was not ready to choose a leader at this time based on the information that he has from the interviews.  Carol Carter Estes-McCright feels that the Board needs to move forward in choosing a Superintendent.  Ms. Carter Estes-McCright mentioned that she did attend the visits and that moving forward would be for the good of the students.  AJ Massey mentioned that he would like to delaying the choosing until the new Board has been elected.  Mr. Massey mentioned he was unable to attend the visits since the Governor issued a Stay at Home Order and that Ray Washington is the leader at this time and has the knowledge to continue during the crisis of the Covid-19.  Mr. Massey mentioned that this is not a good time to bring in anyone with new ideas and that the board needs to be transparent.  Shannon Stewart mentioned that she was unable to attend the visits due to health issues and taking care of her children.  Mrs. Stewart stated that she had emailed each of the three candidates for further discussion and only one candidate was willing to speak with her.  Mrs. Stewart did state that she was ready to make a decision concerning a Superintendent.  Doris Black was unable to attend the visits due to health issues and the Covid-19.  Ms. Black feels that there are three great candidates at this time and with delaying the process, the system could lose one or all of them to other systems.  Ms. Black would like to move forward in the selection and allow them to come in while school is out.  Kevin Alexander was unable to attend the visits and would like to move forward with the selection.  Janice Hampton was able to attend the visits to Shelby County and Fayette County but was unable to attend the visit to Maury County.  Ms. Hampton would like to move forward with the selection of Superintendent.  James Johnson would like to move forward after attending the visits.  Mr. Johnson stated that there are items that need to be addressed and are behind in gathering for the upcoming school year from budgeting to selecting Staff and Administration.   

Discussion:  Catherine Korth is submitting a Special Course Codes for Madison and would need the JMCSS Board approval on Thursday, April 9, 2020.  Ms. Korth is submitting two classes for Madison, Speech and Communication ll and Speech and Communications lll.  These are two classes that Madison has taught for several years, that allow Students to compete in National Speech and Debate competitions and prepare students for Forensics on the collegiate level.  

Discussion:  There were no questions unrelated to the Board Agenda for the Superintendent.

Discussion:  Board Members were asked to submit agenda items for May

Discussion:  The JMCSS April Work Session adjourned at 7:15 p.m.