July 18, 2023 at 5:00 PM - Smith County Board of Education Agenda
| Regular Board | |
| Attendance Taken on 7/18/2023 at 4:45 PM | |
| Mark Jones | Present |
| David Apple | Present |
| Marty McCaleb | Present |
| Joe Taylor | Present |
| Tommy Manning | Present |
| Ricky Shoulders | Present |
| Randy Glover | Present |
| Scotty Lewis | Present |
| Present: 8, Absent: 0 | |
| Agenda | |||||||||||||||||||||||||||||||||||||||||||||||||||||||
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I. Call to Order
Agenda Item Type:
Procedural Item
Discussion:
The Smith County Board of Education met at 5:00 pm on Tuesday, July 18, 2023, at the Smith County Board of Education. Mr. McCaleb provided the invocation and led the Pledge of Allegiance to the American Flag.
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II. Welcome
Agenda Item Type:
Procedural Item
Discussion:
Mr. Ricky Shoulders, Chairman of the Board, welcomed all visitors and called the July 18, 2023, meeting of the board to order.
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III. Consent Items
Agenda Item Type:
Consent Agenda
Action(s):
No Action(s) have been added to this Agenda Item.
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III.A. Board Minutes: Minutes of the Board - June 20, 2023 (Regular Meeting)
Agenda Item Type:
Consent Item
Discussion:
Request to approve the regular meeting minutes of the Board - Tuesday, June 20, 2023.
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III.B. Permission to Bid a New Vulcan Steamer for Defeated Elementary School
Agenda Item Type:
Consent Item
Discussion:
Summary— Request permission for the School Nutrition Department to bid a new Vulcan Steamer for Defeated Elementary School. The cost is estimated to be $10,000.
See attached request |
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IV. Superintendent Actions
Agenda Item Type:
Action Item
Discussion:
Summary - The Superintendent took the following actions:
5. Volunteers
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V. New Business
Agenda Item Type:
Action Item
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V.A. TSBA Policy Recommendations
Agenda Item Type:
Action Item
Action(s):
No Action(s) have been added to this Agenda Item.
Discussion:
Summary— Request to adopt the following TSBA model policies to ensure compliance with state and federal laws, rules, and regulations due to changes made by the Tennessee General Assembly and the State Board of Education.
As part of your policy subscription, the TSBA Policy Department monitors statutory and regulatory changes to ensure that our model policies comply with state and federal laws, rules, and regulations. Due to changes made by the Tennessee General Assembly and the State Board of Education, TSBA has updated the model policies outlined in this memo. Below are the recommended revisions. Please note that we will be sending out updated administrative procedures in a separate email. Thank you for your continued confidence in TSBA’s Policy Department, and please let us know if you have any questions. Policy 1.102 - Board Members Public Chapter 114 requires acceptance of GED, HiSET, and other types of high school equivalency credentials approved by the State Board of Education. We have updated our model policy to include these other types of credentials in accordance with state law. View model policy 1.102 by clicking here. View Public Chapter 114 by clicking here. 1.106 - Code of Ethics A new change to state law, Public Chapter 37, requires local Boards of Education to notify the Tennessee Ethics Commission of the primary person responsible for administering and enforcing their ethical standards. We have added language in model policy 1.106 on this practice. The Board has discretion as to implementation and could select a different individual to be in charge of this reporting. View model policy 1.106 by clicking here. View Public Chapter 37 by clicking here. Policy 1.400 - School Board Meetings Public Chapter 350 creates additional opportunities for board members to attend board meetings electronically. Now, board members will be able to use this method of attendance for two additional reasons: (1) if they are sick or in a period of convalescence on the advice of a healthcare professional; and (2) due to inclement weather. View model policy 1.400 by clicking here. View Public Chapter 350 by clicking here. Policy 1.402 - Notification of Meetings & Policy 1.404 - Appeals to and Appearances Before the Board State law, Public Chapter 300, now requires that notice of board meetings include information on how individuals may provide public comment on agenda items. Additionally, each board meeting with actionable items on the agenda is required to have a time dedicated to public comment. The law allows Boards to establish reasonable restrictions on the length of the comment period, number of speakers, and the length of time per speaker. This is an area in which Boards have significant flexibility, and we encourage modifying our model policy to meet local needs. View model policy 1.402 by clicking here. View model policy 1.404 by clicking here. View Public Chapter 300 by clicking here. Policy 3.202 - Emergency Preparedness Plan Policy 3.204 - Threat Assessment Team Policy 3.205 - Security A new law that affects many aspects of school safety (Public Chapter 367) requires several policy changes. This new legislation requires an armed intruder drill, an incident command drill, and an emergency safety bus drill (policy 3.202) as well as a policy on threat assessment teams (policy 3.204). Many Boards currently maintain a policy on threat assessment teams, however, this new legislation requires that all Boards have a policy on this topic. There is also now a requirement for all exterior doors to remain locked during school hours. For events occurring after school hours, Boards can choose to create a local plan on how to admit community members. We have updated model policy 3.205 with information about the default practice found in the new legislation. Per state law, this default practice will be in effect if the Board does not include an alternate local plan. View model policy 3.202 by clicking here. View model policy 3.204 by clicking here. View model policy 3.205 by clicking here. View Public Chapter 367 by clicking here. Policy 4.204 - Summer Instructional Programs State Board of Education Policy 3.300 - Promotion and Retention was updated during the State Board of Education's May meeting. This policy change requires local Boards of Education to include additional information on make up days for summer programs in their policies. We have updated model policy 4.204 to align with these new requirements. View model policy 4.204 by clicking here. View State Board of Education Policy 3.300 by clicking here. Policy 4.300 - Extracurricular Activities Policy 6.4001 - Student Surveys, Analyses, and Evaluations Policy 6.402 - Physical Examinations and Immunizations Public Chapter 353 includes new options for parents/guardians regarding certain extracurricular activities and district actions. Specifically, this new law: (1) requires parents/guardians to opt-in before their minor child joins a school club or participates in the activities of a club; (2) requires parents/guardians to opt-in before a minor child participates in a non-instructional survey, analysis, or evaluation; and (3) gives parents/guardians the ability to opt-out of health screenings conducted as part of the coordinated school heath program. To align with these changes, we have updated the respective policies on these topics. View model policy 4.300 by clicking here. View model policy 6.4001 by clicking here. View model policy 6.402 by clicking here. View Public Chapter 353 by clicking here. Policy 4.403 - Library Materials A new state law, Public Chapter 472, changes the process for school districts to respond to challenged library materials. Previously, state law required that all complaints proceed to the Board of Education. This new law includes flexibility for districts by permitting the Board to create a process with several tiers of review. Please note that Boards may revise this model language to align with local standards. We encourage reaching out to your local board attorney if there are legal concerns. View model policy 4.403 by clicking here. View Public Chapter 472 by clicking here. Policy 5.106 - Application and Employment School districts are prohibited from hiring individuals on Tennessee's Department of Children's Services list of perpetrators of child abuse and those on the registry of abuse of vulnerable persons maintained by the Department of Health. A change to state law, Public Chapter 222, clarifies that districts may not hire individuals who appear on similar lists maintained by other states. We have updated our model policy to align with this change. View model policy 5.106 by clicking here. View Public Chapter 222 by clicking here. Policy 5.119 - Employment of Retirees Due to ongoing teacher shortages, the General Assembly passed Public Chapter 425 which allows more flexibility in hiring retirees. This change allows retirees to work as substitutes beyond the typical 120 day contract and permits retirees to serve as regular classroom teachers on an ongoing basis. View model policy 5.119 by clicking here. View Public Chapter 425 by clicking here. Policy 5.302 - Sick Leave For districts that operate sick leave banks, state law contains restrictions on how those days can be used by employees. Public Chapter 151 adds additional options for employees by creating an option to use this time to care for minor children in addition to being used for the employee's own illness. View model policy 5.302 by clicking here. View Public Chapter 151 by clicking here. Policy 5.305 - Family Medical Leave Public Chapter 399 gives employees who are required by law to hold a valid license of qualification for employment and who have been employed with the school district for at least twelve consecutive months six weeks of paid leave that can be used after the birth, stillbirth, or adoption of a newly placed minor child. This leave must be used within twelve months of the qualifying event and does not have to be used consecutively. Additionally, this leave counts towards federally granted leave under the Family Medical Leave Act. We have added a provision on this new option to our model policy. View model policy 5.305 by clicking here. View Public Chapter 399 by clicking here. Policy 5.307 - Physical Assault Leave A new state law, Public Chapter 343, clarifies that teachers will receive their full salary while on leave due to a physical assault. Our model policy 5.307 has been updated to reflect this change. View model policy 5.307 by clicking here. View Public Chapter 343 by clicking here. Policy 5.600 - Staff Rights & Responsibilities Teachers are now required to report students who commit certain offenses on school property that endanger the life, health, or safety of others per Public Chapter 153. As a result, we have updated this statutory list of responsibilities in our model policy. View model policy 5.600 by clicking here. View Public Chapter 153 by clicking here. Policy 6.200 - Attendance Boards can award credit to students who take released time courses pursuant to the conditions outlined in their board policy. Previously, Boards could award one-half credit. Public Chapter 130 now allows Boards to offer one full credit for these courses. Please note that this is optional for Boards, and we have included an updated provision on this topic in our alternate version of 6.200. The highlighted language indicates additional options found in state law. View model policy 6.200a by clicking here. View Public Chapter 130 by clicking here. Policy 6.202 - Home Schools Public Chapter 114 requires the acceptance of GED, HiSET, and other types of high school equivalency credentials approved by the State Board of Education. We have updated our model policy to include these other types of credentials in accordance with state law. Additionally, Public Chapter 296 removes the requirement that parents of home school students provide proof of immunizations. Based on this change, we have updated our model policy in line with the new requirements. View model policy 6.202 by clicking here. View Public Chapter 114 by clicking here. View Public Chapter 296 by clicking here. Policy 6.300 - Code of Conduct & Policy 6.309 - Zero Tolerance Offenses A new zero tolerance offense has been added to state law. Public Chapter 299 adds threats of mass violence to the list of offenses punishable by a one year expulsion. We have revised our model policies 6.300 and 6.309 to reflect this information. View model policy 6.300 by clicking here. View model policy 6.309 by clicking here. View Public Chapter 299 by clicking here. Policy 6.314 - Corporal Punishment Boards have discretion as to whether corporal punishment is used in the district. If this is a disciplinary option, a new state law (Public Chapter 275) requires further actions be taken before corporal punishment occurs. We have updated the version of our model policy that allows this practice to align with the changes to state law. View model policy 6.314 by clicking here. View Public Chapter 275 by clicking here. Policy 6.319 - Alternative Education Public Chapter 279 provides an additional statutory reason that a Director of Schools could require a student to serve a suspension at home rather than on school property. This change to state law allows the Director of Schools discretion if assigning the student to an alternative school or program may endanger the safety of the students or staff. View model policy 6.319 by clicking here. View Public Chapter 279 by clicking here. This is the second and final reading for these policies. See attached Current and Proposed Policies |
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V.B. Bid Approval for Desktops (Technology)
Agenda Item Type:
Action Item
Action(s):
No Action(s) have been added to this Agenda Item.
Discussion:
Summary— Dillon Reed, IT Supervisor, requests permission to select Dell Technology as the desktop vendor for 2023-2024. Attached is the bid matrix showing Dell Technologies with the highest overall score based on the criteria set forth.
See attached bid information
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V.C. Bid Approval for Chromebooks (Technology)
Agenda Item Type:
Action Item
Action(s):
No Action(s) have been added to this Agenda Item.
Discussion:
Summary— Dillon Reed, IT Supervisor, requests permission to select Dell Technology as the vendor for chromebooks for 2023-2024. Attached is the bid matrix showing Dell Technologies with the highest overall score based on the criteria set forth.
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V.D. Bid Approval for Copy Paper
Agenda Item Type:
Action Item
Action(s):
No Action(s) have been added to this Agenda Item.
Discussion:
Summary— Norma Mitchell, CFO, requests permission to select Azor Inc. (Mid-Tenn Office) as the vendor for copy paper for the 2023-2024 school year at $39.99 per case.
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V.E. Bid Approval for Insulation Vendor
Agenda Item Type:
Action Item
Action(s):
No Action(s) have been added to this Agenda Item.
Discussion:
Summary— Norma Mitchell, CFO, requests permission to choose Peak Steel Buildings as the vendor for the insulation for the 2 Wellness Centers. Only one bid was received. The bid price for insulation at SCHS is $37,475 and the bid price for insulation at GHS is $37,475. The
total bid for both Wellness Centers is $74,950. This money will be expended out of ESSER 3.0 funding. See attached bid information |
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V.F. Bid Approval for Intercoms
Agenda Item Type:
Action Item
Action(s):
No Action(s) have been added to this Agenda Item.
Discussion:
Summary— Norma Mitchell, CFO, requests permission to select Mid State Audio Visual as the vendor for intercoms at CES, DES, and NMS. One bid was received. The breakdown for each
school is listed below: CES $ 56,595.50 DES $ 33,871.00 NMS $ 35,865.00 Total $126,331.50 The intent is to purchase these systems with safety funding with any remaining balance to be paid from the FY24 141 General Purpose Funds. See the attached documentation for all of the details at each school. |
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V.G. Bid Approval for GHS Parking Lot Paving Project
Agenda Item Type:
Action Item
Action(s):
No Action(s) have been added to this Agenda Item.
Discussion:
Summary— Norma Mitchell, CFO, requests permission to select Tennessee Asphalt Repair as the vendor for the Gordonsville High School parking lot paving project. The following two bids were received:
Tennessee Asphalt Repair $114,838.00 Rogers Group $487,500.00 This will be expended out of the FY24 141 General Purpose Funds - Capital Outlay. See the attached documentation for each bid. |
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V.H. Request Permission to Sell Buses on GovDeals.com
Agenda Item Type:
Action Item
Action(s):
No Action(s) have been added to this Agenda Item.
Discussion:
Summary— Diana Gochcoff, Transportation Supervisor, requests permission to sell buses 08-44, 08-45, 50, and 53, on GovDeals.com.
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V.I. Bid Approval for Gasoline
Agenda Item Type:
Action Item
Action(s):
No Action(s) have been added to this Agenda Item.
Discussion:
Summary—Request to approve the lowest bid of $2.999 from Mixon Nollner for 1,500 gallons of unleaded gasoline fuel without ethanol for delivery on June 21, 2023.
See attached letter and bid information |
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V.J. Bid Approval for Diesel Fuel
Agenda Item Type:
Action Item
Action(s):
No Action(s) have been added to this Agenda Item.
Discussion:
Summary—Request to approve the lowest bid of $2.73 from Mixon Nollner for 3,000 gallons of diesel fuel for delivery on June 21, 2023.
See attached letter and bid information |
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VI. Discussion
Agenda Item Type:
Information Item
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VI.A. Evaluation of the Director of Schools
Agenda Item Type:
Action Item
Discussion:
Summary— Chairman Ricky Shoulders will provide an overview of the results from the Director Barry H. Smith’s evaluation for the 2022-2023 school year.
A random number was assigned to each board member for the evaluation process.
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VII. Annual Policy Review (July)
Agenda Item Type:
Information Item
Discussion:
July
Policy 1.101, Role of the Board of Education Policy 1.202, Duties of Board Members Policy 1.2021, Boardsmanship Code of Conduct Policy 1.407, School District Records
Time:
(July)
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VIII. Executive Session
Agenda Item Type:
Information Item
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IX. Adjourn
Agenda Item Type:
Action Item
Action(s):
No Action(s) have been added to this Agenda Item.
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Reminders:
August Board Meeting - Tuesday, August 15, 2023 @ SCBOE
September Board Meeting - Tuesday, September 19 @ SCBOE