May 4, 2020 at 5:30 PM - Jackson-Madison County School Work Session

Discussion:  James Johnson Board Chair began the May Work Session with a moment of silence and thanked those preparing and handing out the meals for students.  Mr. Johnson thanked the Administration and Teachers for providing resources for students during this time.

Discussion:  Janice Carroll JMCEA President, began her report with recognizing Teachers during the Teacher's Appreciation Week May 4 to May 8.  She understands that with the COVID-19, that the Teacher of the Year Luncheon will not take place but hopes that there will be a time to recognize these teachers.  Mrs. Carroll would like for the Board to consider input from Teachers on how to move forward with the end of this school year and the beginning of school for next year.  Mrs. Carroll congratulated the Tenure Teachers on this accomplishment.

Discussion:  Holly Kellar presented the May Budget Amendments for the Board to approve on Thursday.  Janice Hampton asked if there was away to show how many scholarships were given and to show expenditures on number 3 Maintenance and 4 School Board and Office of Superintendent.  Mrs. Kellar stated that she would prepare a list of the expenditures for the Board.  Jim Campbell asked how much would be left in the Educational funding.  Holly Kellar stated that the Educational Fund Balance will be $10,000.00.  The General Purpose April Financial Statement will be available for the Board on Thursday at the Board meeting.  

Superintendent Washington and Holly Kellar have been notified by Karen Bell that the current year local taxes are projected to come in at $7,562,000 under budget due to a shortfall in local taxes. This shortfall represents 19% of the total budgeted local option sales tax and that the system could expect a transfer of at least $1.5 million dollars from Local Purpose Tax Fund at year end.  This would leave the system with a local tax revenue shortfall of approximately $6 million dollars. This will put us with a fund balance of approximately $7.5 to $8 million dollars at year end, this is down from the previously projected $13.5 million dollars.

Holly Kellar mentioned that the local tax funding projections of $10.2 million dollar would be a reduction in total local taxes budgeted for next year.  This will be an overall 21.77% reduction in local budgeted tax dollars as compared to the current fiscal year.  The current maintenance of effort funding stature requires that the county legislative body comply with the necessary budget requirements set by the State's basic education program.  They require the same level of local funding to be budgeted next year with an allowable exception to reduce funding based on declining ADMs. For JMCSS, this equates to about $72,000 based on a decline in ADMs of 118 students for the system.  On June 1st, the Legislatures will address the MOE funding requirements for the system. 

The District must keep in mind for the FY21, they have requirements that must be met in order to continue to receive the full level of Federal funding.  The System has to prove that we have complied with the special education maintenance of effort requirements of spending the same actual amount (per pupil or total overall dollars) as in the previous year.  There are requirements with the Title 1 program which mandates that we have a documented supplement not supplant methodology.  Some of our grants, such as the Priority Schools Grant and the ATSI Grant, are targeted to specific schools for supplemental services as approved by the State.  The CARES Act funding that we will be receiving requires, to the greatest extent possible, that the system continues to pay employees and contractors during the period of any disruptions or closures due to the pandemic.  With this funding, we have to provide equitable services for local private schools.  The currently projected increase of $711,000 in BEP funds, the system is required to spend at least $489,000 toward an increase in instructional salaries and/or benefits.  The District is charged annually, as allowable by law, for Trustees Commission at approximately $700,000 and chard for the Finance Office Accounting Services of $442,000.  Mrs. Kellar has been told that the accounting services would be reduced to $275,000 next year but that no other department in the County is asked to pay for accounting services. 
 
Shannon Stewart requested from Holly Kellar her notes concerning all of these figures and percentages to better under what is being said at tonights meeting concerning the Budget.  James Johnson mentioned that he has a Comptrollers report to send to the Board too in efforts to understand the position of the Board.

James Johnson will be scheduling a meeting with the Finance Budget Committee and the Board to better understand the funding for our system.

Discussion:  Karen Bell the Finance Director mentioned the following cuts projected to the budget: Sales Tax FY20-projected shortfalls for April, May and June by 50% decreases, Sales Tax FY21 - projected at 75% for all fo FY21 (25% decrease for entire fiscal year), Business Tax projected shortfall for FY20-30% (closures and not filing), Business Tax-projected shortfall for FY21-30% (additional closures and not filing business taxes), Gas Tax-FY20 - 15% decrease projected for April, May, June, Gas Tax-FY21-15% decrease projected, Hotel/Motel Tax - FY20 - 50% decrease for April, May, June and Hotel/Motel Tax - FY21 - 50% decrease for entire 12 months period.  The system's Property Tax for FY21 decreased by $472,262 due to decrease in ADM of 118 students.  The projected shortfalls in sales tax for FY20, this lowers the estimated amount to be received to $31,221,723.00 whereas budget was projected to be $38,545,325.00 and this leaves a shortfall of $7,323,602.00.  Mrs. Bell reminds the Board that these are projections and she hopes that the shortfalls will be better than what she has projected.  

Karen Bell mentioned they are projecting no capital expenditures except fo $420,000.00 budgeted for a partial purchase of buses.  This money would come from the allocation of Governor Lee allocation to counties.  Mrs. Bell states that the County has committee $1.1 million to other capital projects for other county departments that had existing leases or contracts (ie. Fire truck, building department vehicle, maintenance contract on Munis, grant match for Recreation).  It is the intent that the County will issue no new debt during FY21 and the first payment for JMC lease is due in FY22 July 1, 2021.  Also, all counties are being effected by the projected losses and that the legislators will be reviewing the MOE when they return to session in June.

Shannon Stewart requested from Karen Bell the figures and percentages be sent to the Board in effort to better understand the Budget. 

Discussion:  There were no concerns concerning the May Board Meeting Agenda

Discussion:  Dr. Vivian Williams informed the Board Members that TSBA was recommending a Resolution -Emergency Suspension of Board Policies due to the COVID-19.  The Resolution states, that the Jackson-Madison County Board of Education hereby suspends the following policies or provisions of its policies for the remainder of the 2019-2020 school year, including but not limited to those identified below, to the extent that they conflict with Public Chapter 652 or State Board of Education policies or rules and regulations for the 2019-2020 school year: Policy 4.600 Grading Scales, Policy 4.605 Graduation Requirements, Policy 4.700 Testing Programs, Policy 5.109 Evaluation, Policy 5.802 Qualifications and Duties of the Director of Schools and Policy 6.200 Attendance.  

The JMCSS Board will need to approve the Resolution at the Thursday, Board Meeting on May 7, 2020.

Discussion:  Ruth Carson presented to the Board the FY20 Consolidated Application Approval for IDEA/ESEA School Year 2020-21.  This document will need to be approved by the JMCSS Board on Thursday, May 7, 2020 at the Board Meeting.

Title 1, 2, 3 and 4 and the IDEA Grants are the Special Education Grants that the system has had in the past years are included with this Application.

Discussion:  James Johnson mentioned that the Student Advisory Committee was unable to meet with the Board for more input and hopefully, the committee will be formed earlier next year.  The Student Advisory Committee will receive a certificate from the Board for their participation with the Board this year.  The following Students were selected as the 2019-2020 Student Advisory Committee: Sherreda Peggs-JCM Early College High, Halle Webb-South Side High, Natalie Williams-Madison Academic and Autumn Matheney-Liberty Technology High. 

Discussion:  Ray Washington presented the Academic Report from Jared Myracle the Chief Academic Officer.  Jared Myracle is reporting for distance learning for students in JMCSS that Ms. Meyers and Ms. Day have complied and distributed common resources for Pre-K.  The K-8 paper packets are from the curriculum Associates/iReady and are being distributed on a bi-weekly basis at schools between 9am-11am.  Teachers have been using online resources with students that have internet access and teachers have been encouraged to go above and beyond using resources/materials from the adopted curriculum.  Teachers have been encouraged to make contact with students twice a week.  The 9-12 Grades there has been a team of Teachers organizing the development weekly packets in the following subjects:  English 1,2,3 and 4, Algebra 1 and 2, Geometry, Precalculate, Bridge Math/Senior Math, Environmental Science, Biology, Chemistry, World History, US History, Economics and US Government.  Teachers whose students have internet access are encouraged to utilize Apex and materials from the adopted curriculum.  The High Schools have organized a process for students to pick up materials between 9am-11am at schools and Teachers are encouraged to make contact with students twice a week.  The Academic resources are compiled on the website:  https://www.jmcss.org/Page/2564. 

Jared Myracle reports for the 2020-2021 school year, a plan for remediation/intervention will be needed.  Mr. Myracle's recommendations are: A 3-4 week period of review and remediation in Grades 1-8 to close out unfinished learning from 2019-2020, Utilizing intervention during the first 9 weeks to provide additional review and remediation, High Schools will need to reschedule students who missed entire half-credit classes in Q4, High schools core classes (English, Math, Science, and Social Studies) may need to review certain standards from previous classes.  This will have to occur on an individual basis based on teachers' assessment of their classes and how much review they need and All plans will be dependent on the new superintendent.

Discussion:  Dr. Tiffany Green presented the Human Capital Report and the Board will approve the report on Thursday at the Board Meeting.

Discussion:  Dr. Tiffany Green presented the Tenure Teachers list and the Board will approve the list on Thursday's Board Meeting

Discussion:  The Teacher of the Year Luncheon will be scheduled at a later date due to the COVID-19.

Discussion:  The Teacher Appreciation Week for May 4 to May 8 will be different this year due to the COVID-19.  The JMCSS Communication Team has developed a list of ways to celebrate this week on social media.  The Students are encouraged to write letters to their favorite teachers, dress up as their teacher and make videos for there teachers.

Discussion:  The JMCSS Board and the Superintendent will fill out a Superintendent Evaluation Survey and return the information into the Board Secretary by May 8. 

Discussion:  The JMCSS Board had a consensus to move the Combined June 15 Work Session and Board meeting to Monday, June 8 for the Work Session and June 11 for the Board Meeting.

Discussion:  Ray Washington presented the JCM and Madison School Construction Status Report from Chris Alexander and Chris Rice.  The JCM and Madison projects have begun on May 1, 2020.  At JCM, selective demolition (rebatement) began to expose previously encapsulated asbestos and in order to provide access to the asbestos by the abatement contractor.  The building ws divided into several zones so work could move forward in several areas simultaneously.  Currently there is pre-abatement demolition work being done in front of the abatement contractor in 3 zones, asbestos abatement being done in one zone and post abatement demolition being done in three zones where abatement is complete.  Temporary construction fencing has been installed and a construction office has been set up.  At Madison, Surveyors have laid out the site, temporary construction fencing has been installed and the construction office has been set up.  Site work has been advanced completing the building pad and removing foliage from the parking lot area.

 

Discussion:  A date for the JCM and Madison ground breaking has not been decided.

Discussion:  Ray Washington gave the COVID-19 update, Graduations will be held and details are being made.  Approximately 100,000 meals have been provided for the students in the district along with other needs for our students. 

Discussion:  Dale Thomas presented the Construction Management Contract and the Resolution for the Board to approve and the Board Chair to sign the Resolution on Thursday, May 7, 2020 at the Board meeting.  Janice Hampton was concerned that both the Superintendent and the Board Chair would not sign and that only one would sign.  Mr. Thomas stated that Resolutions only need to have one signed by either the Superintendent or Board Chairman for this document. Shannon Stewart was concerned about the Board approving the Contract and the County Commission not funding the project.  Dale Thomas mentioned that this is a document of terms to proceed and  to have in place for the project to further process without delays when the County does agree to fund the project. 

Discussion:  The JMCSS Board reviewed and will approve Dr. Marlon King's Superintendent Contract on Thursday, May 7, 2020.

Discussion:  The FY20 Budget has some delays due to the COVID-19 financial impact from the county.  Holly Kellar, Ray Washington and the JMCSS Board will continue to work with the County for the FY20 Budget.   

Discussion:  There were no other questions for the Superintendent at this time.

Discussion:  The May Work Session adjourned at 6:29 pm