February 28, 2023 at 5:00 PM - GREENEVILLE CITY REGULAR BOARD MEETING
| Regular Board | |
| Attendance Taken on 2/28/2023 at 4:59 PM | |
| Crystal Hirschy | Present |
| Pam Botta | Present |
| Cindy Luttrell | Present |
| Josh Quillen | Present |
| Dr. Craig Shepherd | Present |
| Present: 5, Absent: 0 | |
| Minutes | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
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I. Call to Order
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II. Recognition of Visitors
Discussion:
Asher Rogers
Mike Masters, Washington Co. Tom Hager, JC Chairman Ogle called the meeting to order and welcomed all in attendance, with recognition of Debbie Shedden of Hawkins County Schools Board of Education, Thomas Hager Jr. of Johnson City Schools Board of Education, and Carolyn Holt Clawson of Hamblen County Schools Board of Education who were present for Tennessee School Board Association, TSBA, Board Evaluation of the Greeneville City Schools Board of Education. These evaluations are part of the requirements to continue Greeneville City Schools designation as a Board of Distinction with the TSBA. Laura Woody led in the pledging allegiance to the American flag. |
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III. Special Recognition / Presentation
Discussion:
Comments:
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IV. Approval of Agenda
Action(s):
No Action(s) have been added to this Agenda Item.
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V. Consent Agenda
Action(s):
No Action(s) have been added to this Agenda Item.
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V.A. Consideration of Approving Minutes of January 26, 2023, Board Meeting
Speaker(s):
Steve Starnes
Discussion:
Minutes of the January 26, 2023, Board meeting were unanimously approved as presented. A copy is on file in the Director of Schools’ office.
Attachments:
()
Rationale:
Origin:
___ Topic presented for information only (no board action required) _X_ Board review required by: _X_ State or federal law or regulation
___ Board of Education policy Other: __________________________________________
_X_ Action requested at this meeting
___ Action requested at future meeting: _______________ (date)
Previous Review/Action: _X_ No Previous board review/action ___ Previous review/action date: ________________
action: ________________________________________________ Background Information: In accordance with State law, the Board of Education must approve the minutes of the previous meeting of the Board. The draft of the minutes of the previous meeting shall be sent to all Board members with the agenda for the subsequent meeting.
Summary of Major Elements: Meeting minutes are attached for Board review. Following approval by the Board, the minutes shall be signed by the Board Chair and Director of Schools. The minutes will become permanent records of the Board and shall be made available to any interested party upon request.
Director of Schools' Recommendation: Approval Impact on Resources: None Timetable for Further Review/Action:
None |
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V.B. Consideration of Accepting Personnel Report
Speaker(s):
Melissa Batson, Chief Human Resources Officer
Discussion:
Board approval was unanimous for acceptance of the changes in personnel since the January report. A copy of the report is attached to the minutes.
Rationale:
Origin:
_X_ Topic presented for information only (no board action required) ___ Board review required by: ___ State or federal law or regulation
_X_ Board of Education policy
Other: __________________________________________
_X_ Action requested at this meeting
___ Action requested at future meeting: _______________ (date)
Previous Review/Action:
_X_ No Previous board review/action ___ Previous review/action date: ________________
action: ________________________________________________
Background Information: In a continuing effort to keep the Greeneville City Board of Education advised of personnel changes in the school system, a report is made monthly to the members. Board action is occasionally required for personnel related matters. Summary of Major Elements: The following are changes in personnel since the January report to the Board:
Director of Schools' Recommendation: Acceptance Impact on Resources: None Timetable for Further Review/Action: None |
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V.C. Consideration of Approving Board Policy Revisions (2nd Reading)
Speaker(s):
Steve Starnes, Dr. Suzanne Bryant, Beverly Miller, Ellen Lipe, Melissa Batson, and Jeff Townsley
Discussion:
Copies of these policies are attached to the minutes. Board approval was unanimous on 2nd reading for the following policies:
Attachments:
()
Rationale:
Origin:
___ Topic presented for information only (no board action required) _X_ Board review required by: _X_ State or federal law or regulation
___ Board of Education policy
Other: __________________________________________
_X_ Action requested at this meeting
___ Action requested at future meeting: _______________ (date)
Previous Review/Action: ___ No Previous board review/action _X_ Previous review/action date: _01/26/23_______________________________________
action: _Approved on 1st Reading____________________________
Background Information: Per policy 1.600, at least biannually, the Board shall review its policy manual for the purpose of passing, revising, or deleting policies mandated by changing conditions. This routine review of district policies is done on an ongoing basis by central office administrative staff with the assistance of TSBA's policy maintenance service.
Summary of Major Elements: During routine review, it was determined that the attached policies needed to either be updated to reflect the current language and practice, or reflect no changes.
Director of Schools' Recommendation: Approval Impact on Resources: None Timetable for Further Review/Action: None |
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V.D. Consideration of Approving Board Policy Revisions - No Changes (1st Reading)
Speaker(s):
Steve Starnes, Ellen Lipe, Dr. Suzanne Bryant, Beverly Miller, Melissa Batson, and Jeff Townsley
Discussion:
Board approval was unanimous on 1st reading for the following policies:
Attachments:
()
Rationale:
Origin:
___ Topic presented for information only (no board action required) _X_ Board review required by: _X_ State or federal law or regulation
___ Board of Education policy
Other: __________________________________________
_X_ Action requested at this meeting___ Action requested at future meeting: _______________ (date)
Previous Review/Action: _X_ No Previous board review/action ___ Previous review/action date: ________________
action: ________________________________________________
Background Information: Per policy 1.600, at least biannually, the Board shall review its policy manual for the purpose of passing, revising, or deleting policies mandated by changing conditions. This routine review of district policies is done on an ongoing basis by central office administrative staff with the assistance of TSBA’s policy maintenance service. Summary of Major Elements: During routine review, it was determined that no changes were required for the attached policies. Director of Schools' Recommendation: Approval Impact on Resources: None Timetable for Further Review/Action: 2nd reading at March 28, 2023, Board meeting |
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V.E. Consideration of Approving Disposal of Surplus (less than $500)
Speaker(s):
Steve Starnes
Discussion:
GCS Board Policy 2.403 gives the Greeneville Board of Education the authority to declare district property that is no longer useful nor necessary as surplus and to authorize the disposal of such equipment, books, or materials. The Board unanimously approved the disposal of surplus less than $500.
Attachments:
()
Rationale:
Origin:
__ Topic presented for information only (no board action required) _X_ Board review required by: _X_ State or federal law or regulation
__ Board of Education policy
Other: __________________________________________
_X_ Action requested at this meeting__ Action requested at future meeting: _______________ (date)
Previous Review/Action: _X_ No Previous board review/action __ Previous review/action date: ________________
action: ________________________________________________
Background Information: GCS Board Policy 2.403 gives the Greeneville Board of Education the authority to declare district property that is no longer useful nor necessary as surplus and to authorize the disposal of such equipment, books, or materials. Summary of Major Elements: Items requested for disposal are attached. Director of Schools' Recommendation: Approval Impact on Resources: None Timetable for Further Review/Action: None |
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V.F. Consideration of Approving School Fee Structure for 2023-2024
Speaker(s):
Ellen Lipe, CPA
Discussion:
Each year, school fees are set and approved by the GCS Board of Education. The online registration process begins soon as the District welcomes both new and returning students. It is imperative that fees be set prior to beginning student registration.
A Theatre class fee at Greeneville High School has been added. The Board unanimously approved the school fee structure for 2023-2024.
Attachments:
()
Rationale:
Origin:
__ Topic presented for information only (no board action required) _X_ Board review required by: _X_ State or federal law or regulation
__ Board of Education policy
Other: __________________________________________
_X_ Action requested at this meeting__ Action requested at future meeting: _______________ (date)
Previous Review/Action: _X_ No Previous board review/action __ Previous review/action date: ________________
action: ________________________________________________
Background Information: Each year, school fees are set and approved by the GCS Board of Education. The online registration process begins soon as the District welcomes both new and returning students. It is imperative that fees be set prior to beginning student registration. Summary of Major Elements: A listing of student fees for the 2023-2024 school year is attached. There are no fee increases, decreases, deletions, additions, or revisions to approve. Director of Schools' Recommendation: Approval Impact on Resources: None Timetable for Further Review/Action: None |
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V.G. Consideration of Approving Six-Month Update of ESSER Public Spending Plan and Safe Return to In-Person Instruction and Continuity of Services Plan
Speaker(s):
Mike Fulkerson
Discussion:
The Board unanimously approved the six-month update of ESSER public spending plan and safe return to in-person instruction and continuity of services plan. The plan is in compliance with state and federal regulations. Recipients of Elementary and Secondary School Emergency Relief (ESSER) funds are required to post ESSER funds expenditures through a spending plan. A six-month addendum for the spending plan, as well as a six-month addendum for the health and safety plan are required.
Rationale:
Origin:
__ Topic presented for information only (no board action required) _X_ Board review required by: _X_ State or federal law or regulation
__ Board of Education policy
Other: __________________________________________
_X_ Action requested at this meeting__ Action requested at future meeting: _______________ (date)
Previous Review/Action: __ No Previous board review/action __ Previous review/action date: ________________
action: ________________________________________________
Background Information: In compliance with state and federal regulations, recipients of Elementary and Secondary School Emergency Relief (ESSER) funds are required to post ESSER funds expenditures through a spending plan. A six-month addendum for the spending plan, as well as a six-month addendum for the health and safety plan are required. Summary of Major Elements: Addenda submitted for approval include the six-month updated ESSER Public Spending Plan and the Safe Return to In-Person Instruction and Continuity of Services Plan. Supporting documentation is attached. Director of Schools' Recommendation: Acceptance Impact on Resources: None Timetable for Further Review/Action: None |
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VI. Action Items
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VI.A. Consideration of Approving the 2023 Tenure Candidates
Speaker(s):
Melissa Batson
Action(s):
No Action(s) have been added to this Agenda Item.
Discussion:
Effective July 1, 2011, teachers in Tennessee must meet the following requirements prior to becoming eligible for tenure status:
Rationale:
Origin:
__ Topic presented for information only (no board action required) _X_ Board review required by: _X_ State or federal law or regulation
_X_ Board of Education policy
Other: __________________________________________
_X_ Action requested at this meeting__ Action requested at future meeting: _______________ (date)
Previous Review/Action: _X_ No Previous board review/action __ Previous review/action date: ________________
action: ________________________________________________
Background Information: Effective July 1, 2011, teachers in Tennessee must meet the following requirements prior to becoming eligible for tenure status:
Summary of Major Elements: The Director of Schools is recommending tenure status be granted to the following candidates:
Approval Impact on Resources: None Timetable for Further Review/Action: None |
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VI.B. Consideration of Approving Board Policy Revisions - 1st Reading
Speaker(s):
Steve Starnes, Dr. Suzanne Bryant, Beverly Miller, Ellen Lipe, Melissa Batson, and Jeff Townsley
Action(s):
No Action(s) have been added to this Agenda Item.
Discussion:
Revisions are recommended to the following policy on 1st reading:
Attachments:
()
Rationale:
Origin:
___ Topic presented for information only (no board action required) _X_ Board review required by: _X_ State or federal law or regulation
___ Board of Education policy
Other: __________________________________________
_X_ Action requested at this meeting___ Action requested at future meeting: _______________ (date)
Previous Review/Action: _X_ No Previous board review/action ___ Previous review/action date: ________________
action: ________________________________________________
Background Information: Per policy 1.600, at least biannually, the Board shall review its policy manual for the purpose of passing, revising, or deleting policies mandated by changing conditions. This routine review of district policies is done on an ongoing basis by central office administrative staff with the assistance of TSBA’s policy maintenance service. Summary of Major Elements: Revisions are recommended to the attached policy on 1st reading. Director of Schools' Recommendation: Approval Impact on Resources: None Timetable for Further Review/Action: None |
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VI.C. Consideration of Approving NIET Professional Learning Agreement Year 2
Speaker(s):
Dr. Suzanne Bryant
Action(s):
No Action(s) have been added to this Agenda Item.
Discussion:
Tennessee implementation of new mathematics standards and new math textbooks will take place during the 2023-2024 school year. In preparation for these changes, the TDOE has awarded Math Implementation Grants to school systems. Greeneville City is a recipient of a Math Implementation Grant to provide professional learning to educators. School systems must contract with state-approved vendors to provide these services. The National Institute for Excellence in Teaching (NIET) was selected to provide professional learning in our district.
This is a two-year grant. A contract with NIET was approved for the 22-23 school year. The support for year 2 includes 21 days of training and support during the 2023-2024 school year. The support for year 1 has worked very well and principals and teacher leaders are finding the work valuable. The impact on resources is $70,000, which will be fully funded by the Math Implementation Grant.
Attachments:
()
Rationale:
Origin:
__ Topic presented for information only (no board action required) _X_ Board review required by: _X_ State or federal law or regulation
__ Board of Education policy
Other: __________________________________________
_X_ Action requested at this meeting__ Action requested at future meeting: _______________ (date)
Previous Review/Action: __ No Previous board review/action _X_ Previous review/action date: ________________
action:
Background Information: Tennessee implementation of new mathematics standards and new math textbooks will take place during the 2023-2024 school year. In preparation for these changes, the TDOE has awarded Math Implementation Grants to school systems. Greeneville City is a recipient of a Math Implementation Grant to provide professional learning to educators. School systems must contract with state-approved vendors to provide these services. The National Institute for Excellence in Teaching (NIET) was selected to provide professional learning in our district. Summary of Major Elements: This is a two-year grant. Attached is the second year of a two-year agreement. The support for Year 2 includes 21 days of training and support during the 2023-2024 school year. The support for year 1 has worked very well and principals and teacher leaders are finding the work valuable. Director of Schools' Recommendation: Approval Impact on Resources: $70,000 that will be fully funded by the Math Implementation Grant Timetable for Further Review/Action: None |
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VI.D. Consideration for Approving Math Textbook Adoption and Purchase
Speaker(s):
Dr. Suzanne Bryant
Action(s):
No Action(s) have been added to this Agenda Item.
Discussion:
The State of Tennessee requires school districts to form textbook adoption committees for each adoption. The textbook committee for the mathematics adoption was led by Mrs. Shelia Newland and was comprised of teachers from each grade band. The group worked with the NIET group throughout the process to thoroughly evaluate all products. Districts are now required to adopt and use state-approved materials for mathematics.
The estimated impact on resources will not exceed $400,000. The funds will come from the following:
Rationale:
Origin:
__ Topic presented for information only (no board action required) __ Board review required by: _X_ State or federal law or regulation
__ Board of Education policy
Other: __________________________________________
_X_ Action requested at this meeting__ Action requested at future meeting: _______________ (date)
Previous Review/Action: _X_ No Previous board review/action __ Previous review/action date: ________________
action: ________________________________________________
Background Information: The State of Tennessee requires school districts to form textbook adoption committees for each adoption. The textbook committee for the mathematics adoption was led by Mrs. Shelia Newland and was comprised of teachers from each grade band. The group has worked with the NIET group throughout the process to thoroughly evaluate all products. Districts are now required to adopt and use state approved materials for mathematics. Summary of Major Elements: Grades K-5 chose McGraw Hill TN Reveal Math Approval Impact on Resources: The estimated impact on resources will not exceed $400,000. The funds will come from the following: $150,000 from ESSER 3.0 None |
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VI.E. Consideration of Acceptance of 2022 Audited Financial Statements
Speaker(s):
Ellen Lipe, CPA
Action(s):
No Action(s) have been added to this Agenda Item.
Discussion:
State law requires the Board of Education to secure an independent internal audit of its funds and financial management practices. The Greeneville City Schools Board of Education audit for the year ended June 30, 2022, was performed by Rodefer Moss & Co., PLLC. The audit reports being presented contain the financial statements and all other reportable conditions for the General Purpose School Fund, Federal Projects Fund, Central Cafeteria Fund, Extended School Placement (ESP) Fund, and all School Activity Funds. The District level reports offer unmodified opinions, which are the most favorable opinion that can be received. The Chief Financial Officer recommends acceptance of the 2022 Audited Financial Statements. Copies of the audit reports are on file in the Chief Financial Officer’s office.
Rationale:
Origin:
__ Topic presented for information only (no board action required) __ Board review required by: __ State or federal law or regulation
__ Board of Education policy
Other: __________________________________________
_X_ Action requested at this meeting__ Action requested at future meeting: _______________ (date)
Previous Review/Action: _X_ No Previous board review/action __ Previous review/action date: ________________
action: ________________________________________________
Background Information: State law requires the Board of Education to secure an independent internal audit of its funds and financial management practices. Summary of Major Elements: The Greeneville City Schools Board of Education audit for the year ended June 30, 2022, was performed by Rodefer Moss & Co., PLLC. The audit reports being presented contain the financial statements and all other reportable conditions for the General Purpose School Fund, Federal Projects Fund, Central Cafeteria Fund, Extended School Placement (ESP) Fund, and all School Activity Funds. The District level reports offer unmodified opinions, which are the most favorable opinion that can be received. A representative from Rodefer Moss will be at the Board meeting to answer any questions; however, due to the complex nature of financial statement presentations, it is recommended that questions be sent to the Chief Financial Officer in advance of the BOE meeting. The Chief Financial Officer recommends acceptance of the 2022 Audited Financial Statements. Director of Schools' Recommendation: Approval Impact on Resources: As presented in the attached Audited Financial Statements Timetable for Further Review/Action: None |
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VI.F. Consideration of Accepting January 2023 Financial Statements
Speaker(s):
Ellen Lipe, CPA
Action(s):
No Action(s) have been added to this Agenda Item.
Discussion:
Chief Financial Officer Ellen Lipe presented the January 2023 financial statements to the Board for acceptance. Lipe stated that local revenue collected year-to-date through January is $4,838,678, which is 58.4% of the total budgeted projection. The amount collected year-to-date is $126,402 more than during the same time period last year. This reflects an actual percentage change of 2.68% compared to last year. The district has 596 tuition students as of February 14, 2023. The Federal General-Purpose Financial Report showed that encumbrances comprise $368,882 year-to-date. Copies of the financial statements are on file in the Chief Financial Officer’s office.
Rationale:
Origin:
___ Topic presented for information only (no board action required) _X_ Board review required by: ___ State or federal law or regulation
_X_ Board of Education policy
Other: __________________________________________
___ Action requested at this meeting___ Action requested at future meeting: _______________ (date)
Previous Review/Action: _X_ No Previous board review/action ___ Previous review/action date: ________________
action: ________________________________________________
Background Information: Financial Statements are presented to the Board of Education each month. Summary of Major Elements: Attached are the following financial statements: · Local Revenue Tracking Report · General Purpose/Federal Statements of Revenue & Expenditures Director of Schools' Recommendation: Acceptance Impact on Resources: None Timetable for Further Review/Action: None |
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VI.G. Consideration of Approving Tuition Rates for the 2023-2024 School Year
Speaker(s):
Ellen Lipe, CPA
Action(s):
No Action(s) have been added to this Agenda Item.
Discussion:
It is the responsibility of the Board of Education to set the tuition rate for students attending our schools who do not reside within the city limits of Greeneville. A $50 per child increase is recommended at this time. Tuition rates are as follows:
The impact on resources is approximately $29,750.
Rationale:
Origin:
__ Topic presented for information only (no board action required) _X_ Board review required by: __ State or federal law or regulation
_X_ Board of Education policy
Other: __________________________________________
_X_ Action requested at this meeting__ Action requested at future meeting: _______________ (date)
Previous Review/Action: __ No Previous board review/action _X_ Previous review/action date: ___2-22-2022_____________
action: ____2022-2023 Tuition Rate Approval____
Background Information: It is the responsibility of the Board of Education to set the tuition rate for students attending our schools who do not reside within the city limits of Greeneville. A $50 per child increase is recommended at this time. Summary of Major Elements: Tuition Rates are as follows:
Director of Schools' Recommendation: Approval Impact on Resources: Approximately $29,750 Timetable for Further Review/Action: Tuition Rates are reviewed/approved annually. |
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VII. Director's Report
Speaker(s):
Steve Starnes
Discussion:
Directors Update to the Board
Tuesday, February 28, 2023
Rationale:
Directors Update to the Board
Tuesday, February 28, 2023
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VIII. Adjournment
Action(s):
No Action(s) have been added to this Agenda Item.
Discussion:
Respectfully submitted, _________________________________ Cindy Luttrell, Chair _________________________________ Steve Starnes, Director of Schools |
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