SSD Board of Education Meeting - March

Good evening everyone and welcome to the March 23rd 2020 board of education meeting. My name is Hopkins and I'll be calling this meeting at 6 p. m.

The second item we have on our approval of the agenda as presented to make a motion to approve. >> Second. >> All right, we have a motion and a second.

All in favor say I. I opposed. Next item on our agenda is the pledge of allegiance of silence.

I aliance to the flag of the United States of America and to the republic for which it stands one indivisible with liberty and justice for all. agenda for approval from February 176 meeting to approve the minutes of motion and second. All in favor say I >> opposed and that motion.

We do not have any publication and we do not have any presentation. So the next item on our agenda will be well good evening and thank you for being here tonight after our hastefully rescheduled uh meeting from last week. I was meeting with Miss Brett and we were talking about how we could just get through a week without a major weather event in a really good place.

So hopefully this is the week. Um we are on our twoe count now to spring break and just spring sports and all of the events as you'll see in the long agenda. start getting into the springtime of concerts and end of year celebrations and water and field days and all that good stuff.

Um but fairly quiet um in the past couple of weeks announcements we look forward to going to all of you for the national school board conference especially looking forward to our presentation and that our proposal was accepted and um it's going to be great. We'll have to videographer. They don't videotape the presentation, but we are welcome to do that.

>> That's all I have. >> I just want to say we had opportunity was it March 9th? March 9th to watch um the football team get their championship and I tell you it's been a long time a child for Christmas morning but to see for the camera their expressions they were like this >> they were like frozen they were jumping up and down they were like >> it was priceless and I love how how it was all set up that as their names were called they you know got their um you know she never got their box and they stood and faced their their families and they could not open the box until um um Susan um the principal did the countdown at the end.

So she did a 3 two one countdown and they all opened their stuff at one time in front of their family members and it was it was everything to see their faces light up was so kudos to Coach Phillips for um making sure that they kept their boxes I feel like that's a huge >> test. They were so excited and just seeing you know the family was it was such a great such as anyone else All right, we're moving right along to our next section, our first one being choice. >> Yes, I know you have to do that with everything you and I need a motion.

I make a motion to approve. >> I have a motion. I have a second.

All in favor say I. >> I motion. The next item on our agenda is field trips.

And currently we have three and looks like they're all um all out of state. The first one is April 29th. Um, I don't have time to read all trip.

Um, they're going to students competing the public competition. That's that's awesome. I were part of that last year as well.

We also have May 6 to May 10th EPA students not yet Tennessee business professionals of America national conference and competitions. Then we have June 19th through the 24th Cland Oregon educator national conference and competition. So we have those three states that is great that at their age we're getting them to conferences different competitions publicly network and make connections along.

Um so I would need a motion to approve these approve agenda as presented. >> I have a motion second. I've never done that, but I'll open it up before.

>> They're so excited. It's not I've >> typically small groups. >> They're excited.

They don't want that. appreciate your flexibility knowing that we don't have all the flights, you know, right? The dates are firm.

might be, you know, a little bit outside. >> We do have one more meeting. All right.

The next item on our agenda will be facing. It will be June 13th. June 14 that Saturday will end on Sunday.

Um the high school in the lobby and they're thinking about people. Motion second. All in favor say I.

The next item on our 7. 04 accomplishment policy. So AEC is just a a cleanup and titles in in the policy that current and then really kind of aligning with how we do business here at the policy committee met and those the recommendations forc policy Yes, you I mean that's an act.

>> They were all active. >> Okay, cool. So, I need a motion to approve the first reading of the accomplishments policy.

I move to the first reading of ABC. >> We have a motion and second. All in favor say I.

>> I motion carries. And then we have the GC professional staff policy. >> Yes.

So this policy basically we're keeping with the the philosophy uh concerning staffing but there were a list Dr said I believe 11 or 12 uh characteristics that we look for an employee in a secret school district and >> I'm sure at the time there was a reason that that that was put in there. I think uh it was done in ' 69. >> So it was just time to characteristics you know you hire all of us to to do that.

There could be different characteristics based on things. So rather than have a list of those, we we we removed that and kept the philosophy of what we're >> doing. We have a motion.

All in favor say I. >> I motioned. The next item will be GD internet electronics communication policy.

>> So, uh we we took a look at this and we worked with uh our our attorney as well on on a couple of things with this because obviously uh anything with with internet and and communications is is important for our staff. Um basically a little bit of the clean up of some language there. in the original policy they gave some examples uh such as as Facebook and and MySpace I don't know the last time you updated your MySpace page but part of the the dealing with that was in case of examples um under the advice of council he said that the intent is is nice to have there but as soon as you put something there changes and you don't want to lock yourself in that somebody could argue with you well you gave an example that you know Tik Tok's really not like Facebook We're opening we're opening ourselves up to that.

So that was a suggestion there from him. And then Clint's language on on the last page there just talks about misconduct online is the same as misconduct in other aspects. It's it's no different.

You you have there's an expectation to behave online as well. And so that's spelled out the policy uh a little clearer and we'll work with some regulations on this. We'll bring it to you in April uh when the policy committee meets.

This is just policy. It is a lengthier for us as as as a policy because a lot of with what we do with the regulation, but all of this kind of needs to be in this policy. >> Thank you.

>> All right. We have a second question. >> Is that something that's given to the students?

Read that to this is for staff. >> Staff. Okay.

This is the staff. >> Yes, sir. The next policy g tobacco work on the smoking alcohol.

>> So basically what we're doing here is we're bringing this policy more in line with ADC which is tobacco free schools which is have been updated. Uh and the real big big changes to it is just adding language around baby uh in into the policy. So that's the big change and it brings it in line with what we already have for ADC.

And I guess the question I think policy committee do we need to have an ADC and a GDE? And the answer is yes. >> All right.

Motion goes through a second. All in favor say >> the next item on our agenda weapons and school policy. >> So the policy for the state the same um we added that last line to go along with um state law right now students from school will be expelled from age the regulations goes with this too I'll update you guys in April they go into a little more specific detail um but the policy really stay the same except for the addition that Is that going to be a failure for that student for that year?

>> Now, if a student had an we would have to provide services so they could still get credits. >> Um regard we we had that issue and they would be spell 180 days student school year. Yeah.

So, say they were a a sophomore in high school, basically you hit pause and they would apply to come back in a year's time, they'd be a sophomore in high school a year from that date. Okay. >> All right.

>> All right. So I'll make a motion to approve the first read. All in favor say I >> I >> oppos.

>> Yes. Another 1969 to 1983 policy. It must have been busy in those two years.

So the the real change this was uh going kind of go in line with what we have within our code of conduct and other things in the lines of um appropriate regulator establishment building level and communicated staff. So basically if something happens there's it's the building to follow the code of conduct. U the previous policy I think mentioned suspension directly and that's not >> that's correct >> that's not how we do anything within our code of conduct.

We we obviously some automatic things like like Mr Z just brought up with that. But the the principles of each buildings have the authority within the code of conduct to to give a um consequence based on the action. And so this goes in line with the other stuff that we have since this sits outside.

>> All right. So we need a motion question. We need a motion to approve >> approve the first test administration policy.

>> We have a second. All in favor say >> I oppos. All right.

The next item on our agenda only for satisfied I got a few more gray hairs from the other day said he had a few more gray hairs. I know Dr Pat's got a few left here. So, um, this is the longest project of my career and probably had the easiest that we ever had.

Um, wasn't that hard. It was pretty simple. It was a sidewalk of Fred Douglas and this front ramp and some other things out here in the front of the district office and it just >> I believe it's going to be there for a while.

>> Seems to make it pretty tough. >> Um, I've never had to go after somebody's bomb before, but I learned how to do that. And so I learned quite a bit out of this project.

I all did on the procedures of how to follow up and go through the procurement process and make sure things were done right. But yes, to answer your question, I'm very happy with what we got out of out of a finished product. There's a long road to get here and we definitely had to babysit, but we did that, did our due diligence, I think, as far as air group went and um got a good profit.

So, we still get a new parking lot because they did so much damage to the parking lot. >> Yeah, the brand new parking lot coming out. >> It'll be here before summer, I hope.

Who knows? >> But I did see some numbers today on the parking lot. So, that means that's probably moving forward.

So, >> so we are starting to move forward with that. Um, we did address quite a few other things though, like the basement used to leak when, you know, we get rains and stuff like that. Um, it no longer happens.

in the last weather events that we had over the winter. Um, and I think that's just because we got it sealed up properly and stuff like that. So, we did some additional work that wasn't part of the scope and as we came across things address those things.

Um, bottom sill plates on both doors were rotten in the front doors here that were replaced. And then also we had um several just little minor things here and there that we found that we were going through. So, we were able to address all that which is a good thing.

And that's kind of what fee to make is the final authorized allowance. Um it's not an additional cost to the original PO. It's just using up that authorized allowance and authorized allowance and project put in there again to kind of cover those unknown cost right like what we can't see what we don't know the unknowns that are put into the project.

So the ones that I bring it tonight um we also have the basement on there if you remember that the ceiling of that and then the smartphone board behind it siding that Dr did a real nice job of picking out. They did a nice color match on it. It would come very It was very close.

We changed the texture just to make it kind of unknown, you know what I mean? So it wouldn't be so obvious that we did match the whole sign, but uh it came out really well. So we did do insulation behind that, just the foam board and that type of stuff when we all made sense.

So we just kind of use some of that authorized money to basically cover that. And then we found some like I said and stuff like that that we address also we come across. So that's what I'm bringing tonight in the Colorado allowance and that finishes that contract out um you know so we don't have any additional calls but we already everything Motion second.

All in favor say I. >> I motion. Thank you.

Um you spoke about mold and just you know the damp and everything. Um while you are kind of on that topic and repairs what is the process and have you had to to um investigate anything like that in any of our other buildings? >> Absolutely.

Um so there's Senate Bill 2 kind of this about so basically it's a reporting system now that we all have for indoor air quality. Um there's a paper binder in the district office here and then there's a copy that complaints enough to help me put on our website. So basically you can go ahead and get the forms fill them out if you have an indoor air quality complaint that's a staff member even the public or something like that they can report as well.

Um we've had like four cases I think in the last six seven years um all three of them came up that everything was okay within the limits that we need to be all that as as the last request. Um we had one over at prek in the high school concerns. Um it actually came back being okay the building tested out okay um and it could be just simple things like the you know they they test the outdoor polls what's inside you know what I mean like are we bringing too much in or filter that's fed or something like that so it's a protocol that we take as a district that basically brings in an outside burn so we're not guessing and picking up inside um and they do they set up testing devices and test the like classroom the hallway whatever it and then we get a full report back what they found and what the readings were.

So that's kind of the process that we followed. But like I said, um we did have one here at the district office came back um and the HBAC that we that we basically address >> and do you share those results then with the folks that are impacted? >> Yeah.

So it's like the building principal and then that number whoever was complaining that we report that share on our financial report. >> Good evening and as of we are at let's see here 6. 6% % of the year and we've had a total of 58.

42 extended with 63. 91 total of that. Um reminding you that the one key indicator is for us to always check out where we are on local salaries amount wise versus year and we're trending slightly below that initially was um something that I was thinking we would come to you and ask for just a small adjustment on just to do the cash flows because the way But it looks like based based off of some tition rec behind with meeting that number.

Um because of that uh let me see here we have extended just over 8. 2 million with 775k which takes us to 9 million roughly and 5 million remain on the expense side up. Um we do plan I highlighted a few things.

I have adjusted the travel from I think it was 9 and that is actually for been used in the past for the DAP programs travels basically it's it's basic transportation. So what really wanted to do is adjust that up. Um also the business office and student services you'll see are highlighted.

I presented to you and you're going to see in the carryover report that the cops grant match that y'all had approved us for. We have not recoded yet. That's intentional, but it hasn't actually hit our books yet.

So, we're going to wait until it hit and then clear it out and those things start to books. We will do that. Why I bring that up?

Um, I think we're going to be able to take um, this is our operating units, but realize appropriations are behind this and that what feeds these buckets. So, what we're probably going to end up doing is using some other funds to actually do this. It will still hit the business office budget instead of the goals because there's some uh, already approved expenditures in that.

So, what we're going to do is take that. We're should be able to cover that without making major modifications. If that looks like it's going to be different, I'll come to you in another month or so.

But where we're at now is what I also wanted to present to you is that this long says um preliminary. >> It's actually going to be your final. We waited a month later than we used to do.

And I think that worked out a little better because of the way the money's come in on the revenue side and really knowing where we're going to land here. And also gives us a better uh forecast for next year when we start looking at taxes and kind of where we're going to end. Let's switch over to the tax collection collection for the month was just over 180,000.

We're at 95% uh 95 and a quart% realized at this point in time. Um realize that that's against the 10. 6 million dollar total, which means we're looking really good.

Um as of right now, March which is not reflected as another 98 that comes in. So each month we're still getting closer and closer to that goal. Um this was the first year of the you know slightly higher tax revenue and so we weren't sure exactly how much of that would come in but with our delinquent still holding pretty strong.

Um it's still coming in where um looks like we probably will hit that target or at least really close to the Any questions on that? And also I'm failed to mention that we the final uh senior and disabled debt tax credit that will come in probably in the May set aides as mentioned prior I think I told you that the were against a different program but we reflected it this way because of the way it's formatted but um y'all were okay with that and again this will just get just a cash flow thing for us right now so this will get refed the discretionary budget on the front So, with that said, we will go to revenue. Revenue looks uh really good.

We're at 65 million uh with no concerns. Um it's just over if we scroll down to the bottom, Mr Cameron, just over 65 million of that 66. 3 total.

And those buckets that as as we've mentioned in the past, the buckets such as transportation and cafeteria are where most of our expenditures are still come in. So, looking really on our revenue side as well. Overall, um again, um we had waited in the past on the final budget.

I think that's working out. So, we'll probably move to that as an operating uh protocol in the future. At this time, we're at a really good place on the expense side.

And um a draft of taxes will be coming over the next few months and then we'll try to get that to you in the next month or two so that we can definitely have it by June. And aside from that, please consider this your final discretionary budget for the year. You'll get a final report after the year as well.

>> Question on all stuff happening in the Middle East. Have you guys ever put anything in plan or you seen anything affecting our system here at school, fuel, you know, food, whatever? Are we seeing a cost?

>> There's a lot of things that we're concerned about going into next year. in regards to federalations most specifically. And one of the things we discussed at a recent cab meeting was the fact that our local buckets and can you go back to our local um our local area.

Um although this gets broken out into all these buckets, it's really a local >> and people sometimes think, well, this is mine or this is that and we we don't want to impact anyone particular person in any way, but different ones fund different things. So we don't know yet how it's going to impact if they take from the federal bucket and if we go back to the one we just if they take from the federal line item which is 3. 8 million.

>> It's got to come from somewhere. We can't take more from the state. So, where is that going to come from?

It's going to come from the local funds, which is this amount, >> which we're running >> pretty good on, but at the same time, >> it doesn't take a lot to leave here and wind up in the local. And we're >> in a deficit. So, that's why we're we try to run pretty >> I mean, we got to run pretty pretty tight on these things and make sure we don't go over.

Um, and so I don't think answer your question yet. I know we are planning for it and I think that's all our meetings we try to figure out what that best balance >> any other diplomatic in my response the state could give us um >> and I say give us the state the state can increase the a lot a lot they give to contractors for fuel um they haven't they haven't made an adjustment yet but they will probably like this year although they've already done two or three adjustments um so my guess is if gas prices they'll do another adjustment but that >> the gas car you're talking about that vehicles You recall last year um last spring is when we started having the conversations the federal money that was associated with title >> three um we weren't sure you know it had been appropriated but hadn't been released were we going to get that money was received that >> yeah and we received most of that money but I am concerned about that >> and again and it's ironic that the very programs that some value are exactly the ones that might be impacted here at the local level. Right.

So, we'll just keep an eye on it. >> We're also working really well as a team as leadership team to make sure that we figure out how to best balance those things and making sure that everybody's bucket is taken care of. But at the same time, Sure.

We got plan to approve. >> Make a motion to approve 7. 1.

>> All right. I just want to say hey make sure look at your child your nephew grandchildren school and see what they have backpack >> look at that backpack look on that um infinite can look your email teacher send you something and just know that April 1 um that's the end of the third mark period there will be a spring dance at the middle school also April the 1st know that it's not April you think are going to happen world autism day will be April the second um and in the community I know that they will be lighting up blue and um then we have the school was closed for students on April the second and then we have that goes from April 3rd to the 10th. So please do not have anybody.

It's not happening. We have the national school liant day. So you want to get a haircut, hair, whatever that day and then we'll be back here on 420 at 6 p.

m. office for all local. And also like if you do Chick-fil-A, make sure you have the code.

So I was giving out information because that app will post will pop up when you use this thing will pop up that said if you're supporting the class or whatever put in the code. So we have to on social media for adults to get their information from you know >> yeah I'll have to support class of all the classes. All right.

Next, I will need a motion to go out of public session. >> Motion second. All in say that motion carries 351.