October 22, 2024 at 5:00 PM - Workshop

Discussion:  Chairman Annette Buchanan called the meeting to order

Discussion: 

The board discussed the completion of the Annual TISA Accountability Report, noting that all questions have been addressed.

• There was a review of how TISA funds are utilized within the district.

• It was confirmed that this report will be placed on the November board agenda for consideration.

Discussion:  Two overnight trips, one from each high schools, see attachment for details.

Discussion: 

Mr. Hale presented a summary of the financial report, highlighting key changes in funding.

• He discussed both increases and decreases in various funds, providing a comprehensive overview of the district's financial status.

• Additionally, Mr. Hale covered the status of grant funds, outlining how they have impacted the budget.

Discussion:  See attachments

Discussion:  See attachments

Discussion: 

Dr. Adams presented items needed for the Career and Technical Education (CTE) program, specifically for the automotive program.

• The equipment listed in the attachments consists of standard items necessary for the program and will be funded through ISM Grant Funds.

• It was clarified that this is not a formal bid at this time; rather, it serves as an advertisement for future review.

• The board will consider this proposal when ready to proceed with the purchasing process.

Discussion: 

The board received updates on various ongoing projects:

• The DBHS Cafe is currently in progress.  A final walkthrough scheduled at the DBHS stadium on Friday. Most of the handrails have been installed.

• A meeting was held with Brightridge to discuss restoring the lights at the baseball field.

• Signing off on the culinary arts program is pending an upcoming inspection.

• Progress on the vestibules at DBHS is satisfactory, with additional work being conducted at DCHS.

• Dr. Adams reported that all projects are moving along smoothly

Discussion: 

Dr. Adams reported that Mr. Moore reached out to Norwell regarding the geothermal project. A site visit was conducted, with rough cost estimates of approximately $1.2 million (see attachment). These estimates are considered very preliminary.

• The board discussed the longevity of the current equipment and the costs associated with ongoing repairs, noting that labor costs amount to $4,000 each time they need to dig to fix a problem.

• Mr. Boyd emphasized that the next step will be to secure an engineer who can manage the project as a turnkey job.

• Mr. Fleenor suggested hiring an engineering firm to obtain estimates and gather more bids for comparison.

• Mr. Walters inquired whether the expenses could be billed to the county commission once the project is complete.

• Mr. Boyd responded that regardless of the outcome, they will need to consult with the county commission.

• Mr. Barnes requested that this topic be placed on the agenda for further discussion.

 

 

Discussion: 

The board reviewed the need for asbestos abatement on the exterior wall of DBHS.

• An attachment containing the quote for the abatement was provided for review.

• It was noted that DBHS cannot proceed with ongoing projects until the abatement is approved.

• Mr. Boyd expressed a desire to move forward with the abatement process as soon as possible.

 

Discussion: 

The board discussed the proposal to demolish a house located at DBHS, which would create space for a 25x25 building to house a cooling tower.

• Mr. Boyd stated that the house needs to be torn down to facilitate this project.

• It was agreed that this item will be placed on the agenda for formal approval in an upcoming meeting.

 

Discussion: 

Logan Clark reached out regarding track information for Boones Creek. Attached are the proposed colors and logo for the track, along with pricing details.

• Mr. Walters mentioned that several individuals have inquired about establishing a regulated track with designated lanes for track meets.

• Board members discussed that other schools do not have tracks on their campuses, highlighting a need for facilities.

• Mr. Riddle emphasized the importance of allocating funds to schools like Sulphur Springs, Fall Branch, and South Central, which currently lack adequate facilities.

• Mr. Walters suggested prioritizing spending on the lesser complexes that require updates.

• Mr. Boyd noted that the payment language for facilities management has changed, and a cost has been provided

 

Discussion: 

The board reviewed fencing proposals for several schools, with attachments provided for reference.

• Fall Branch and Gray require immediate funding for fencing, as there is currently no existing fencing. The estimated cost for these projects is between $13,000 and $15,000.

• Mr. Boyd emphasized that South Central also needs to have its campus secured, and fencing should be installed as soon as possible.

• Mr. Fleenor suggested that fencing projects on the "wish list" should be considered during budget discussions.

• Mr. Barnes brought up the situation at Ridgeview concerning perimeter fencing. He mentioned that the city might require the installation of fencing. A letter will need to be submitted to the zoning director at the City of Johnson City to determine if fencing will be necessary as a barrier between the new housing developments and Ridgeview School.

• Dr. Adams highlighted the costs associated with the playground fence at South Central, stating that Fall Branch and Gray are currently the highest priority.

• Dr. Adams noted that these projects will need to be put out to bid, and once approved, he will obtain the necessary quotes. It was mentioned that McCalls has been identified as a more affordable fencing company.

• The height of the fencing will be discussed in further detail.

• Mr. Fleenor requested to place this item on the agenda to initiate the bidding process.

 

 

Discussion: 

The board discussed the installation of bleachers at the softball field at DCHS, noting that a poured pad has been prepared for the bleachers.

• The total cost for two sets of bleachers is $15,680.

• Ms. Buchanan suggested considering whether this expenditure can be postponed until the board visits the site to assess the situation firsthand.

• Mr. Ervin remarked on the history of moving bleachers in the past, indicating that logistics may play a role in the decision.

 

Discussion: 

Caitlin Shew, the Nutrition Director, has requested reimbursement for meals served at DCHS for first responders during the recent flooding.

• Dr. Adams clarified that these meals were provided to first responders and search and rescue teams, with Grace Meadows serving the dinner meals.

• Ms. Shew will need to be reimbursed either by the county or the board.

• Mr. Hale stated that Ms. Shew could be reimbursed from her available funds.

• Mrs. Buchanan inquired about the recipients of the meals, confirming that most were provided to search and rescue personnel and first responders.

• Mr. Riddle asked whether the board would reimburse Ms. Shew initially and then seek reimbursement from the county.

• Mrs. Buchanan mentioned her contacts for a meeting with Emergency Management to explore what assistance the state can provide, noting that Representatives Alexander and Hicks might also be able to help.

• Mr. Hale indicated that reimbursement would come from the fund balance.

• The board expressed gratitude for all WCDE employees who volunteered during the disaster, with Mr. Riddle suggesting a broad statement of thanks, recommending Mr. Boyd to take the lead on that.

• Mr. Hale noted that if the board chooses to reimburse Ms. Shew now, it can be done; however, they will wait for additional information before proceeding.

•  

 

Discussion:  Dr.Wolfe didn't have anything at this time.
 

Discussion:  Request received from Dan Wheeley, WC EMS Director:

[Excerpt from email received on 10/14/2024 from D. Wheeley]

"I have been tasked by Mayor Grandy to expand our EMS station located at Lamar School to accommodate the Embreeville Fire Department.  Embreeville has been keeping an engine there since the flood to be able to provide coverage to the community north of the river, but we need to establish a more permanent solution other than just having the engine in the parking lot.  We are looking to either add on to the current station or construct an additional two bays behind the current station.  To do so would require us to acquire some additional land which the school owns.  While this is an immediate need due to the flooding it is a long-term improvement for fire service in the Lamar Community.  Do you think the school board would be willing to donate a portion of land adjacent to the current EMS Station to allow us to put a small garage behind the station to accommodate the fire engines?  I don’t know exact dimensions yet but wanted to start the conversation as this is something that we need to make happen ASAP."
 

The board discussed designs and requests related to property for a potential outpost for the volunteer fire department.

• Ms. Buchanan stated that the volunteer fire department needs land to build an outpost, emphasizing that it is a volunteer service and not a paid one. The request originated from EMS (County) as noted by Mr. Boyd.

• Mr. Barnes commented that if this is a short-term need, it may be acceptable; however, for a long-term requirement, further evaluation would be necessary.

• Mr. Ervin expressed his support for assisting the fire department but mentioned that they may already have sufficient space for another building if needed.

• Mrs. Buchanan indicated that they will research and gather more information on the request.

• Additionally, she noted that they would allow the fire department to use the property temporarily to park equipment.

• Mr. Boyd suggested involving an attorney to draft an agreement regarding the use of the property.

 

Discussion:  Request received from Dan Wheeley, WC EMS Director:

[Excerpt from email received on 10/14/2024 from D. Wheeley]

"I have been tasked by Mayor Grandy to expand our EMS station located at Lamar School to accommodate the Embreeville Fire Department.  Embreeville has been keeping an engine there since the flood to be able to provide coverage to the community north of the river, but we need to establish a more permanent solution other than just having the engine in the parking lot.  We are looking to either add on to the current station or construct an additional two bays behind the current station.  To do so would require us to acquire some additional land which the school owns.  While this is an immediate need due to the flooding it is a long-term improvement for fire service in the Lamar Community.  Do you think the school board would be willing to donate a portion of land adjacent to the current EMS Station to allow us to put a small garage behind the station to accommodate the fire engines?  I don’t know exact dimensions yet but wanted to start the conversation as this is something that we need to make happen ASAP."

The board discussed designs and requests related to property for a potential outpost for the volunteer fire department.

• Ms. Buchanan stated that the volunteer fire department needs land to build an outpost, emphasizing that it is a volunteer service and not a paid one. The request originated from EMS (County) as noted by Mr. Boyd.

• Mr. Barnes commented that if this is a short-term need, it may be acceptable; however, for a long-term requirement, further evaluation would be necessary.

• Mr. Ervin expressed his support for assisting the fire department but mentioned that they may already have sufficient space for another building if needed.

• Mrs. Buchanan indicated that they will research and gather more information on the request.

• Additionally, she noted that they would allow the fire department to use the property temporarily to park equipment.

• Mr. Boyd suggested involving an attorney to draft an agreement regarding the use of the property.

 

Discussion: 

The board reviewed the attached board policy.

• Mr. Hammond raised concerns about hazard pay, noting that the current situation is completely different from previous instances.

• Mr. Hale clarified that any hours worked over 40 hours in a week would be considered overtime.

• Mr. Boyd assured that anyone who worked over 40 hours would be compensated for those additional hours worked.

 

Discussion: 

The board discussed the guidelines surrounding the distribution of Bibles in schools, particularly in relation to the Gideons.

• It was noted that while the Gideons understand they cannot hand out Bibles, they can lay them in designated areas around the schools, provided all guidelines are followed.

• Scott Bennett emphasized that allowing one organization to distribute materials could open the door for others.

• He reiterated that the district does not permit third-party materials to be distributed in schools, highlighting that such actions could lead to various complications.

• Mr. Boyd expressed the importance of the board being aware of these issues and urged caution in handling the situation.

• Mrs. Buchanan echoed the sentiment, stating that allowing any distribution of literature could lead to broader implications and is a significant concern.

 

Discussion: 

During the meeting, the board discussed concerns regarding the disparity in coaching stipends, specifically for cross country coaches compared to other sports.

• Mr. Ervin highlighted that the issue is primarily a budget concern and should be addressed during the upcoming budget discussions.

• Mr. Huddlestone noted that high school track coaches are currently receiving stipends that are 30% lower than their counterparts, raising concerns about equity in compensation.

• Mrs. Buchanan pointed out that with the introduction of a longer track season, the need for competitive compensation is more pressing.

• Mr. Huddlestone also mentioned that JC City has implemented step raises for coaches, suggesting that a similar approach might benefit their program.

• Mr. Boyd expressed that the board has previously discussed the topic of coaching stipends and indicated a need for a review of the current flat rate compensation structure.

• The consensus was that coaching stipends must be addressed moving forward, and it was agreed that this topic will be included in discussions as the board prepares the budget for the next year.