HAMILTON COUNTY BOARD OF EDUCATION

APPROVED BY BOARD

HAMILTON COUNTY BOARD OF EDUCATION

REGULAR SESSION – AUGUST 18, 2016

INDEX

Regular Session ............................................................................................................................. 1

Roll Call ........................................................................................................................................ 1

Meditation and Pledge to the Flag ................................................................................................ 1

I. Approval of the Agenda ................................................................................................................ 1

EXECUTIVE SESSION ........................................................................................................................... 1

II. Recognitions and Presentations

A. Recognition of Jump Rope for Heart Winners – Neelie Parker ............................................................ 1

B. Junior ROTC Program Recognition – Colonel McConnell .................................................................. 2

C. Recognition of Board Members ........................................................................................................ 2

III. Delegations

A. Dan Liner, HCEA ............................................................................................................................... 2

B. Michelle Lawrence ....................................................................................................................... 3

C. Jim Watson ....................................................................................................................... 3

D. Linda Sullivan ................................................................................................................... 3

**IV. Approval of the Minutes of the Special Called Session of April 21, 2016 and Regular

Session of April 21, 2016 ...............................................................................................................

3

**V. Approval of the Consent Agenda ....................................................................................................... 3 A. Executive Committee Report .............................................................................................................. 6 B. School Operations – Zac Brown (1) Field Trips 6 (a) Dr. Robert Sharpe and Le Andrea Ware (1) .................................................................. C. Business and Finance – Christie Jordan 6 (1) Bids ...................................................................................................................................................... 6 (2) Conferences and Consultants .............................................................................................................. 6 (3) Financial Reports ................................................................................................................................. 6 (4) Budget Amendments 6 (a) Federal and Self-funded ...................................................................................................................... 7 (b) Appropriation of Unassigned Fund Balance ................................................................................... 7

(5) Grant Application Requests .............................................................................................. 7

D. Human Resources – Stacy Stewart

(1) Request for New Positions (2) – Stacy Stewart ................................................................ 7

(2) Request for New Positions (2) – Stacy Stewart/Dr. McDade ........................................... 7

(3) Request for New Position (1) – Stacy Stewart/Dr. Kelly ................................................. 7

**VI. Administrative Matters – Dr. Lee McDade

A. First Reading of Board Policies: ................................................................................................. 7 *(1) Board Policy 5.205 - Retirement ................................................................................................. *(2) Board Policy 6.201 – Compulsory Attendance Ages .................................................................. *(3) Board Policy 6.201 – Compulsory Attendance Ages .................................................................. *(4) Board Policy 1.200 Methods of Elections ................................................................................... 8 *(5) Board Policy 1.201 Duties of Officers ........................................................................................ 8

**VII. Board Matters *A. Request to Name Conference Room Area at Red Bank High ..................................................................... 9

VIII. Schedule of Events/Announcements ........................................................................................................... 10 A.

C.

September 5, 2016

Labor Day

(Holiday)

September 15, 2016

Board of Education

Quarterly Session

Board Room

5:00 p.m.

B. September 8, 2016

Board of Education

Agenda Session

Board Room

5:00 p.m.

Adjourn

*Vote required

**Roll Call Vote Required

NOTICE: This is not a timed agenda however approximate times are listed to assist with facilitation of the meeting. Items may be

moved to another time/place on the agenda at the discretion of the Board. If you have an item on the agenda please be present

when called upon.

MINUTES

HAMILTON COUNTY BOARD OF EDUCATION 1

________REGULAR SESSION – AUGUST 18, 2016

The Hamilton County Board of Education met in Regular Session in the Board Room at

3074 Hickory Valley Road on Thursday, August 18, 2016. Chairman Welch called the

meeting to order at 5:30 p.m.

ROLL CALL: Present were Chairman Welch, Vice Chairman Horn, Mr. Galloway,

Dr. Highlander, Dr. Martin, Ms. Mosley, Mr. Ricks, Mr. Testerman, Mrs. Thurman,

Mr. Anderson, and Interim Superintendent Kelly.

I. Approval of the Agenda Chairman Welch stated the following amendment to the agenda:

Under item II. Recognitions and Presentations - Add C. Recognition of

Board Members;

Under Item V. Approval of the Consent Agenda - Add item B. School

Operations – Field Trips; Under Item D. Human Resources – Add 3.

Request for New Position

Under Item VI. Administrative Matters – Add 4. Board Policy 1.200

Methods of Elections; Add 5. Board Policy 1.201 Duties of Officers

Under Item VII. Board Matters - Add A. Request to Name Conference

Room Area at Red Bank High; Add B. Release the Report of the External

Investigation by Courtney Bullard of Spears, Moore, Rebman and Williams

of the Ooltewah High School Basketball Program

Dr. Martin made a motion, seconded by Dr. Highlander, to approve the

agenda, as amended.

Mr. Ricks asked if he could add a resolution to the agenda. Chairman Welch

asked if there would be action. Mr. Ricks state he would like to ask for

action but it may not happen. Chairman Welch stated the Resolution would

be added as C under Board Matters.

Add C. Resolution to Build New Football Stadium and Track for Howard

School.

ROLL CALL VOTE: Mr. Galloway, Dr. Highlander, Mrs. Horn, Dr. Martin,

Ms. Mosley, Mr. Ricks, Mr. Testerman, Mrs. Thurman, and Chairman Welch

voted aye.

MOTION UNANIMOUSLY APPROVED

Executive Session - No Executive Session was called.

Meditation and Pledge to the Flag – Ms. Arielle Hayes, Principal of

Dalewood Middle - a student Keshonta Jones led the Pledge of Allegiance

and Ms. Hayes presented the meditation.

II. Recognitions and Presentations

A. Recognition of Jump Rope for Heart Winners – Neelie Parker

Mrs. Parker introduced Jean Saunders from the American Heart

Association who had some great news to share on behalf of Allen

Elementary and Westview Elementary. Ms. Saunders thanked the



school system for being a great partner to the American Heart

Association. She presented a plaque as a token of appreciation to the

top schools that year after year support the American Heart

Association and inspire their children to live healthier lives. Allen

Elementary came in second place raising $14,752 and Westview came

in first place raising $15,002.00. Margo Williams, Principal at

Westview introduced Brin Lemaster from her school who has had

open heart surgery.

B. Junior ROTC Program Recognition – Colonel McConnell

Colonel McConnell recognized that last May the County and City

hosted the 67th consecutive Annual Armed Forces Parade. It is one of

the longest standing parades of its kind in the nation. The Marine

Corps was highlighted this year and the celebration was the largest in

history for our community with over 90 parade entrants and over 70

tables sold for the luncheon. Hamilton County Schools were well

represented by over 1520 students who marched either as a band or a

JROTC unit. Over 540 students marched with 10 of our high school

bands and, for the first time, with one of our middle school bands.

Over 980 cadets marched with all 10 of our JROTC units. Our Armed

Forces Celebration events are funded by Hamilton County and

planned & executed by the Chattanooga Area Veterans Council and its

standing Armed Forces Celebration Planning Committee. My office

judges all JROTC marching units, including guest units from outside

Hamilton County, to select the top 3 winners. Making the

presentations tonight are Retired Navy CAPT Mickey McCamish,

Chairman CAVC, and Commissioner Joe Graham, Civilian Co-

Chairman of the Armed Forces Celebration Planning Committee. The

third place winner is the Trojan Battalion from Soddy Daisy High

School. Accepting for Soddy Daisy is JROTC Department Head,

Major Redlin, and Cadet Hawkins, Battalion Commander. Second

place winner is the First for Freedom Battalion from Central High

School. Accepting for Central is JROTC Department Head,

Lieutenant Colonel Brooks; Battalion Command Sergeant Major,

Cadet Anderson; the Battalion XO, Cadet Keohavong (pronounced “

Gayhavong”); and Battalion Commander, Cadet Eddy. And the winner

of the JROTC marching competition is the Lion Battalion from Red

Bank High School and its Leadership Academy. Accepting for Red

Bank is JROTC Department Head, Lieutenant Colonel Enicks, and

Cadet Pouncy, Colonel of Cadets.

C. Recognition of Board Members

Dr. Kelly recognized Dr. Welch, Mrs. Horn, and Mr. Ricks outgoing

Board members for their service on the Board. Each Board member

was presented with a plaque.

III. Delegations

A. Dan Liner, HCEA

Mr. Liner spoke in support of teachers in relation to a news article that

focused on the number 29 and it should have focused on 71 because

71% of teachers are effective or highly effective. He stated that there

should be celebrating for the teaching and learning that is going on in

every building. He further stated that last year graduates were awarded

millions of dollars in scholarship money that was not acknowledged



by the media. There are students who score very high on the ACT and

those numbers are not reported by the media. There is a strategic plan

of action to address the 29% because Dr. Kelly along with his

administrative team has articulated what the plan is. He also

expressed appreciation for the vote in July to ratify the MOU

(Memorandum of Understanding).

B. Michelle Lawrence – Did not attend the meeting.

C. Jim Watson, Representing McKamey Animal Center

He spoke of a program started by McKamey called PAWS for

Reading. This is where students read to animals. Hixson Elementary

has agreed to be the pilot school this year with blanket approval and

transportation. He recommended 2nd

graders go to McKamey in

groups of 25. He requested bus transportation for one day a month and

blanket approval. Mrs. Levine will coordinate the process with Mr.

Watson.

D. Linda Sulllivan,

Former teacher at The Howard School. She addressed the fact that

there are 216 non speaking English students. She stated the

administration and staff have worked overtime to fulfill the needs of

these students. They make up over 33% of the student population. Her

feeling is that there are not enough teachers to take care of these

students’ needs.

IV. Approval of the Minutes of the Special Called Session of April 21, 2016

and Regular Session of April 21, 2016

Dr. Highlander made a motion, seconded by Mrs. Thurman, to approve the

minutes of the Special Called Session of April 21, 2016 and the Regular

Session of April 21, 2016.

ROLL CALL VOTE: Mr. Galloway, Dr. Highlander, Mrs. Horn, Dr.

Martin, Ms. Mosley, Mr. Ricks, Mr. Testerman, Mrs. Thurman, and

Chairman Welch voted aye.


V. Approval of the Consent Agenda

Mr. Ricks made a motion, seconded by Mrs. Horn, to approve the Consent

Agenda.

Mrs. Thurman requested to pull item C. 1. 3. Public Consulting Group

Contract; C. 2. 5. Beverly Tyner; D. 2. Telecommunications Position; and D.

3. The new position.





Chairman Welch recognized Mrs. Thurman to speak on the items that were

pulled from the agenda. Mrs. Thurman asked about the early approval of the

Public Consulting Group (C.1.3). (Addendum I) She noted the supporting



document was not attached. It was provided at the meeting to each Board

member. It says PCG in its discretion may require a fee in advance to cover

a portion of the staff time required to clarify the scope of work. She stated

she did not know what the fee is and that waiver of this fee is on a certain

change order request does not preclude PCG from charging this fee on

future requests. She asked for clarification on what that means including

what is the fee, how much is it, how much are they willing to waive? It was

already approved through emergency approval – she asked for more

clarification. Dr. McDade explained that there is no up-front cost there is a

flat fee for the program that is paid every year. It is just a continuation of

the program. Ms. Jordan stated that if some customization of the program

was required due to a specific type of student then there might have to be a

revisit to the contract but this has been the standard contract. Attorney

Bennett clarified further by reading more detail from the actual contract. He

further explained that it could include additional programming. It was

clarified that if that were necessary, it would have to come back to the

Board for additional funding. They couldn’t just send a bill for services.

Mrs. Thurman made a motion, seconded by Mr. Galloway, to approve item

C.1.3. Public Consulting Group contract.





Chairman Welch recognized Mrs. Thurman to speak on Item C.2.5 Beverly

Tyner contract. Mrs. Thurman stated that this name has shown up on many

consulting contracts over the many years she has served on the Board. She

further stated instead of having the same consultants over and over doing

the same thing, this needs to be really looked and find out if this is really

doing what she promised it would do. She continued discussion stating she

does not think it is doing what was promised because there is no result. She

just feels the Board may need to look elsewhere some time.

Dr. Martin asked Dr. Kelly where the system goes to search for consultants.

Dr. Kelly stated that Dr. Tyner has had success with East Side. They have a

similar population as the iZone schools. A RFP is provided and companies

or individuals can respond. They are then evaluated to see which one is the

best fit for the need of the school. Dr. Martin asked how many responded to

this RFP. Dr. Kelly stated that the system reached out to Mrs. Tyner

because of the success she had at East Side. Ms. Mosley stated that teachers

get wonderful training and then end up at the schools outside of the inner

city. As new teachers come in they have to be trained also. Mr. Galloway

stated that if the system uses someone who has been successful it makes

sense not to bring in someone else. If someone isn’t successful then those

people shouldn’t be used. Dr. Highlander asked for clarification if this was

Title III money. Chairman Welch stated it is Title II funding (iZone

carryover). Discussion continued.

Ms. Mosley made a motion, seconded by Mr. Ricks, to put item C.1.3.

Beverly Tyner contract back on the agenda.




Martin, Ms. Mosley, Mr. Ricks, Mr. Testerman, and Chairman Welch voted

aye. Mrs. Thurman voted nay.

MOTION APPROVED

Chairman Welch recognized Mrs. Thurman to speak on Item D.2.

Telecommunications Positions. Mrs. Thurman stated she wanted the

explanation as to why these positions were needed to be given to the public.

Dr. McDade explained in the past the system has used Hamilton County

Telecommunications to take care of the phone systems but they are now

going in a different direction and have asked to separate from us and for us

to take care of our own phones. So the request is for two positions to be

under IT to go out and take care of our current phone systems. Mr.

Testerman asked Dr. McDade if the schools still have to contribute school

funds for part of their communication lines. Dr. McDade answered yes sir.

He further stated that a plan in the works to alleviate that expense.

Mrs. Thurman made a motion, seconded by Mr. Testerman, to put item D.2.

Telecommunications Positions back on the agenda and approve.





Chairman Welch stated next is the request for a new position (D.3.) by Dr.

Kelly and Ms. Stewart. Mrs. Thurman asked that Ms. Stewart explain

exactly what this position is please. Ms. Stewart stated this would be a

communications coordinator who would report directly to Dr. Kelly. They

would manage media requests, open record requests, and also be a liaison

for communication with the School Board. Ms. Mosley asked if this was an

effort to improve the correct identity in the community. Chairman Welch

said it is to improve a whole lot of things but number one it is to keep the

Chairman from having to coordinate half of this and two it is to keep our

staff from having to coordinate this. He further stated there needs to be

someone the media knows to call. Ms. Stewart stated that one big

improvement will be communication both for the Board and for the

community. Mrs. Thurman stated she saw no improvement when we had

one before, don’t know what it will pay, don’t know what the job

description will look like. Chairman Welch stated it is a coordinator

position and not a director so the salary will be lower than before. Dr.

Martin stated he thought the Board needed to wait and focus on getting a

Superintendent and as he restructures that may be a recommendation he

brings to the Board. He stated further he isn’t interested in hiring a lot of

staff. He is not opposed to the concept but doesn’t think it should be done

right now. Ms. Mosley stated she feels it is a needed position to report the

positive and not just the negative. Discussion continued. Mr. Ricks called

for the vote.

Mr. Ricks made a motion, seconded by Ms. Mosley, to put item D.3. New



Communications Coordinator position back on the agenda and approve.

ROLL CALL VOTE: Mr. Galloway, Mrs. Horn, Ms. Mosley, Mr. Ricks,

Mr. Testerman, and Chairman Welch voted aye. Dr. Highlander, Dr. Martin

and Mrs. Thurman voted nay.

MOTION APPROVED

A. Executive Committee Report – Approval of the Executive

Committee Report for period of July 21, 2016 through August 18,

2016.

B. School Operations – Zac Brown

(1) Field Trips

(a) Dr. Robert Sharpe and Le Andrea Ware (1) (Addendum II)

#1 Sale Creek Middle/High School: Forty-seven cadets

enrolled in JROTC will travel to

Ft. Sumner, South Carolina September 8-10, 2016 to

attend leadership training.

C. Finance and Business – Christie Jordan

(1) Bids

(a) Purchase of Dual Purpose Paper for Warehouse Inventory

(Bid File 16-55)

(b) Recommended approval to participate in the NCPA

cooperative (National Cooperative Purchasing Alliance)

(c) Requesting approval to purchase Rosetta Stone, a

language learning software

(d) Contract to Furnish & Install Fencing Materials & Supplies

(Bid File 17-10)

(e) PowerSchool Benchmark Assessment Modules/Services

Contract

(f) Ratification of Emergency/Early approval to increase

the amount for the annual cost of Smart Find Express

contract. (g) Ratification of Emergency/Early approval of the Public

Consulting Group contract. (h) For your information is the purchase of motor fuel. (2) Conferences and Consultants

(a) Dr. Terry Stevenson. Funding Source: Self-Funded Bible in

the Schools Program

(b) Georgia ETA/Brenda Fitzgerald “The Complete Reading

Series” (CRS) Funding Source: Federal Title II Private

School Budget

(c) Sunistanai Educational Consulting. Funding Source: NSF

Project Inspire Residency Grant

(d) Teachers Development Group Funding Source: NSF Project

Inspire Residency Grant

(d) Dr. Beverly Tyner, iZone Schools Funding Source: Federal

Title II and the iZone carryover request

(3) Financial Reports

Due to year-end closing, the financial statements for the month of

June are not available. The state year-end financial report will be

submitted to the Board upon completion.



(4) Budget Amendments

(a) Federal and Self-funded

(1) Community Donations-Schools Self-Funded

Program, totaling $952

(2) Maintenance Recyclables Self-Funded Program,

totaling $13,086

(3) Flower Fund Self-Funded Program, totaling

$7,460

(b) Appropriation of Unassigned Fund Balance (1) Approval is recommended to appropriate unassigned

fund balance in the amount of $2,135,000. These

funds will be used to convert the current HCDE

telephone system from analog lines to VOIP (Voice

Over Internet Protocol) for all schools at a cost of

approximately $2,000,000 and repair the foundation at

Westview Elementary at a cost of $135,000.

(Addendum III) (5) Grant Application Requests

(a) UTC – An Interdisciplinary CubeSat Research and

STEM Education Platform. (Funded by NSF for

$354,045. Contact- Jill Levine.) (b) UTC – REU Site: An Interdisciplinary CubeSat Research

and STEM Education Platform. (Funded by NSF for

$360,551. Contact- Jill Levine.)

(c) Safe Schools Climate – Building Strong Brains: Adverse

Childhood Experiences (ACEs) Initiative. (Funded by State

of Tennessee Dept. of Children’s Services for $141,194.

Contact- Karen S. Glenn)

(d) UTC – Introduction to Sustainability: Using a Zero+ Energy

Building as a Living Lab for Students. (Funded by NSF for

$1,049,235. Contact- Jill Levine.)

D. Human Resources – Stacy E. Stewart (a) Request for New Positions (2) – Stacy E. Stewart

(b) Request for New Positions (2) – Stacy Stewart/Dr. McDade

(c) Request for New Position (1) – Stacy Stewart/Dr. Kelly

(Addendum IV)

VI. Administrative Matters – Dr. Lee McDade A. First Reading of Board Policies:

(1) Board Policy 5.205 - Retirement

(2) Board Policy 6.201 – Compulsory Attendance Ages

(3) Board Policy 6.309 – Zero Tolerance Offenses

(4) Board Policy 1.200 Methods of Elections – First and Final

Reading

(5) Board Policy 1.201 Duties of Officers – First and Final Reading

(Addendum V – Items 4 and 5)

Chairman Welch asked if all items were first reading. He stated there

would be no action required. Dr. McDade stated that items 4 and 5 are

first and final readings so the chairmanship and vice chairmanship at

the next meeting. These items will be voted on together. Chairman

Welch reminded the Board that this was discussed at the policy

meeting the prior week.



Dr. Highlander made a motion, seconded by Mr. Galloway, to approve

Board Policies 1.200 and 1.201.

Mrs. Thurman asked for an explanation for the public. Dr. McDade

stated current Board policy doesn’t give a way to select a chairman

and vice chairman. This allows you to replace those positions since

both will be leaving this month. Dr. Martin stated that the motion was

on all five. Clarification was made that the vote was only for items 4.

and 5, Policy 1.200 and Policy 1.201. Dr. Martin clarified that if

approved, the Board member with the longest tenure, Mrs. Thurman in

this case, would be the person who would call the meeting to order

and the first item of business of the new Board is the election of the

new chairman for the year. Attorney Bennett stated he couldn’t

remember the policy specifically says that officers are elected at the

quarterly business meeting in September or if it says the first meeting

in September. If it is the quarterly business meeting then it will be the

regular meeting. Ms. Mosley stated it said at the first regular meeting

in September each year the Board shall organize by electing a

chairman, a vice-chairman and a TLN representative to serve one year

terms or until a successor is named. So it is the first regular meeting in

September instead of a special called meeting. Mrs. Thurman would

serve as the Chairman until the next regular business meeting unless

the Board wanted to suspend the rules and elect and officer then which

you could. Discussion continued.

Dr. Martin made a motion, seconded by Mr. Galloway, to adopt

policies 1.200 and 1.201.




MOTION UNAMIOUSLY APPROVED

Mrs. Thurman asked about the first reading of Board Policy 5.205 –

Retirement – they get $40 if the teacher submits their notice on or

before February 1st and completes the remainder of their contract and

further provided that the administration shall not report this bonus to

the Tennessee Consolidated Retirement System as part of the teacher’s

final compensation. Can we do that? Ms. Stewart stated that was never

report to TCRS and it was put in the policy to make it clear – we’ve

never done that and we don’t intend to. She continued with it is illegal

to do that. Attorney Bennett stated that came up at another district and

there was some question about whether that was permitted or not and

there is a state rule that says it is absolutely not. So Attorney Bennett

recommended that it be added to the policy.



Mrs. Thurman asked about the compulsory attendance. She stated

there is a clause that she really likes about being 18 years old and are

causing problems and the principal says the student is a discipline

problem they do not have to allow the student to continue in the

school. She stated she was glad to have that statement because it

allowed the principals and teachers to get rid of some of the issues

they have had to deal with in the past.

VII. Board Matters

A. Request to Name Conference Room Area at Red Bank High

(Addendum VI)

Chairman Welch stated a committee had been formed to rename a

conference room after Don Bishop. There has been a large renovation

to turn the library into a community hub. Chairman Welch stated he

thought naming something for Mr. Bishop was entirely appropriate.

Dr. Highlander made a motion, seconded by Mr. Testerman, to

rename the conference room after Don Bishop.


Martin, Ms. Mosley, Mr. Ricks, Mr. Testerman, Mrs. Thurman and



B. Release the Report of the External Investigation by Courtney Bullard

of Spears, Moore, Rebman and Williams of the Ooltewah High School

Basketball Program.

Chairman Welch stated that everyone had received the final copy of

the external investigation regarding Ooltewah, had a chance to meet,

and to ask Mr. Bennett any questions.

Mr. Galloway made a motion, seconded by Mr. Testerman, to release

the report of the external investigation regarding the Ooltewah High

Basketball team.


Martin, Ms. Mosley, Mr. Ricks, Mr. Testerman, Mrs. Thurman and



Dr. Welch announced that Dr. Kelly would hold a press conference at

10:00 a.m. tomorrow (Friday) in the Board room for the media.

C. Resolution for Rebuilding the Football Stadium at The Howard

School – George Ricks (Addendum VI)



Mr. Ricks stated he had been on the Board from 2008-2016 and he has

really enjoyed serving as representative. He continued that the

resolution is to build a new stadium and track for Howard School.

The Howard School sports program has produced some of the top

athletes not only in this city but in the nation. He named several local

athletes who have endured the poor conditions of the sports facilities.

He continued that students are still enduring these poor conditions so

he is asking the Board to support a motion for a resolution to build a

new football stadium and track for Howard School on property owned

by the school system next to Howard. (Addendum IV) Discussion

continued with several other Board members stating the needs in their

district in relation to sports facilities.

Chairman Welch made a motion, seconded by Mrs. Horn, to submit

the resolution to the County Commission in support of Howard

School.


Martin, Ms. Mosley, Mr. Ricks, Mr. Testerman, and Chairman Welch

voted aye. Mrs. Thurman voted nay.

MOTION APPROVED

VIII. Schedule of Events/Announcements

Chairman Welch confirmed with Mrs. Thurman that there would be a

Special Called Session on September 13 to elect a chairman. Also an

announcement that search firms will be interviewed after the election of the

chairman. The meeting will be held at 5:00 p.m.

Several Board members expressed their appreciation to the outgoing Board

members for their service and congratulated Mrs. Thurman on her victory.

A.

C.

September 5, 2016

Labor Day

(Holiday)

September 8, 2016

Board of Education

Agenda Session

Board Room

5:00 p.m.

B.

September 15, 2016

Board of Education

Quarterly Session

Board Room

5:00 p.m.

.

Chairman Welch adjourned the meeting at 7:05 p.m.

Hamilton County Department of Education3074 Hickory Valley Road

Chattanooga, Tennessee 37421

Request for Emergency/Early Approval

MEMORANDUM

To: Executive Committee of the Board

Kirk Kelly, Interim Superintendent

From: Nancy Reed, SpecialProgramsJill Levine, Chief Academic Officer

Re: Public Consulting Group

Date: July 14, 2016

The attached request requires approval of the Boardof Education. The reasonthis item was not submitted within the timeframe necessaryfor it to be placedon the agenda for a scheduled Board session is as follows:

We could not do P.O.\s until alter July Pl and had to get another quote and

sole source letter elated after July Pr. Due to vacations, etc., we are now getting

this processed. We will send it to the August Board meeting. The PCG contract

total is $10,631.67 dated July 1, 2016-Junc 30, 2017. We need to push this through

as quickly as possible. Thank you!

(Signatures on file in the Purchasing Department)

Director/OriginatorSignature Assistant: Superintendent

APPROVED:

(Signatures on file in the Purchasing Department)

RS/vfRevised 8/5/2014

Superintendent Board Chairman

PUBLIC CONSULTINGCROUP

401 Church St. Suile 2420. Nashville. TN 3?2

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Deliver To:

Hamilton County Schools3074 Hickory Valley RoadChattanooga, Tennessee 37421

Comments or Special Instructions:

A 57$5/

Services Estimate

Issued Date:

Monday, July 11, 2016

The following estimate is for the services requested. The School System and PCG may agree to additional services foradditional fees, to be agreed upon in an additional written agreement/contract.

Customization: Following the request of School System and the negotiation of a mutually agreeable scope of work, PCGcan prepare customized programming in addition to that available in PCG standard products. PCG in its discretion mayrequire a fee in advance to cover a portion of the staff time required to clarify the scope of work, finalize technicalspecifications, create test plans, determine pricing for the change request, and obtain approval from the client on timeline,scope, and cost. Waiver of this fee on a certain change order request does not preclude PCG from charging this fee onfuture requests.

If you have any questions or comments regarding this quotation, please feel free to contact Alicia Stewart at 615.983.5333or [email protected]. This quotation is valid for 45 days from the issued date.

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PCG Services Purchase Order Confirmation

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Tuesday, July 12,2016

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To Whom It May Concern:

PCG provides the Special Education Management program to all Tennessee school systems through a contract withthe State of Tennessee, effective from July 1, 2015 through June 30, 2022 (contract number 44346/33136-000115).PCG offers additional services that may be used in conjunction with the EdPlan™ Special Education Managementservice. This letter represents Public Consulting Group, Inc. (PCG) as the sole source provider of the EdPlan 504system, as defined below, which is a component of the EdPlan Special Education Data Management System.

Description of the Sole Source Service

• EdPlan 504 is PCG Education's management solution for helping school districts meet the requirements ofSection 504 and providing efficient and effective management of information for students v/ho qualify for 504plans under the federal legislation. EdPlan 504 is an add-on module to the district's existing Special EducationManagement system. PCG's EdPlan 504 module is built on the same platform as EdPlan Special EducationManagement and is an extension of the district's existing implementation. The 504 module includes: thesystem, user support, standard updates and documentation, an annual WebEx refresher training, two districtupdate meetings, and quarterly all-district Mid-South 504 calls.

Due to the technological, specialized and unique nature of the EdPlan 504 System being within the EdPlan SpecialEducation Management tool, PCG should be considered the sole source provider for this procurement.

While PCG currently maintains the statewide IEP special education module and the integrated service documentationsolution for the State of Tennessee, PCG has implemented the optional module in at least one Tennessee district.Thus, our solution is compliant with Tennessee regulations and conforms to Tennessee-specific user requirements.

Ifyou have any questions or comments regarding this sole source letter, please feel free to contact me at 615.983.5311or via e-mail at [email protected]. You may also contact Alicia Stewart at 615.983.5333 or via e-mail [email protected]. Thank you.

Sincerely,

Robbie C. Ammons

Manager

414 Union Street. Suite 1100, Nashville. Tennessee 37219 Telephone: (615) 983-5300

HAMILTON COUNTY SCHOOLS

BID OPENING -JULY 25, 2016

PURCHASE OF MOTOR FUEL

TABULATION SHEET

BIDDERS: Sweetwater ValleyOil Co.

Mansfield Oil Co. Collins Oil Co. and

Dupree Oil Co.JAT Oil Co.

ITEM

NO. QTY.

16,000 gal

(For:

Service

Center)

DESCRIPTION

Gasoline, Unleaded

Regular, ConventionalE

UNIT

PRICE TOTAL

UNIT

PRICE TOTAL

UNIT

PRICE TOTAL

UNIT

PRICE TOTAL

1 1.5349 24,558.40

No

QuoteNo

Quote 1.629 26.064.00

Recommend Award of Bid to: Sweetwater Valley Oil Company

Funds provided by: Warehouse Inventory Fund

HAMILTON COUNTY DEPARTMENT OF EDUCATION3074 Hickory Valley Road

Chattanooga, TN 37421

MEMORANDUM

TO: Hamilton County Board of EducationDr. Kirk Kelly, Interim Superintendent

FROM: Dr. Robert Sharpe - Director, Secondary OperationsLe Andrea Ware - Director, Secondary Operations

DATE: August 18,2016

RE: Overnight Field Trips

This is to request Board approval of the following overnight field trip:

# 1. Sale Creek Middle/High School: Forty-seven cadets enrolled in JROTC will travel toFt. Sumner, South Carolina September 8-10, 2016 to attend leadership training.

HAMILTON COUNTY DEPARTMENT OF EDUCATIONRequest for Field Experience

• Day B Overnight (Must go 10 Hoard ibr Approval) Today's Date: 9Aug 2016• Career/Tech. • Elementary Q Exceptional Ed. • PreK H Secondary

School Sale Creek High School Destination Citadel, JAB Charlston, Ft. Sumner, SC

TripDate(s) 8-10 Sep 2016 Group/Gradej_RQTC ^2Departure Date and Time 2:45 p.m Thurs, 8Sep 2016 Rchir[1 Date :nul Tjnic JjUO p.m. Sat., 10 Sep 2016Provisions for those not attending Substitute teacher// Physical Training DayInstructional value Historic Value, Military Academy Knowledge, Teamwork. LeadershipEvaluation JROTC Seniors will prepare historical presentations forlhe group ___

Fee Requested $ 9? Ilow Acquired? Cash Collection __

Total* of Students ^]_ Total fl ofTtochers/ChaperonesJ Nurse Required: • Yes H No

Number of subs needed J Funding source for subs _JR0TC• Total HofStudents with 504 Plan _? Modifications Needed _j• Total ft ofStudents with Disabilities 0 Modifications Needed 0

Transportation: The PRINCIPAL is responsible for verifying thai ALL drivers are properly licensed and insured.County School Bus Drivers} Cost SHandicap Accessible Bus ' osl *Charter Bus (Board Approved) Malone Busing (Cadet Command Paid S2.450 of the cost) cost S^3S0Cars List Driver(s) Cost S

WRITTEN parental permission (and medical information, ifovernight) for each student is required and must bereceived beforethe student is permitted to attend.

List Chancrones:

Staff: LTC Storey, SFC Clark. Tom GardnerParents: Lofi Storey, Julie Bowman. Anita Defore, Bonnie Cordell, Andy Coulter

Background checks on nonHCDE employee chaperones. Have you complied? __Yes

Ôvernights Only♦Numberof students not attending for economic reasons _°

•Number oftrips this group expects to take which will require funds j*.

♦Estimated cost to parent support groups for this trip S_°_

♦Projects studentshave undertaken to secure funds 0

*Co-ed trips require co-ed chaperones. Have you complied? __Ycs

"Travel itinerary attached with name/adrjress of accommodations __Ycs

leacners - • . x ^sy • -, <3 S)Signature: i____C/_ C'*__/ y>' X Date: J /7/-/) JOj€Principal's ^ "7" —•' ^t_rj——^^—-5 "^N^ t[Sjgnatttgt^dCL ISiS ^_J PalCi _____A /Q,2£>lLo

nDirector's /I 0 _ (J/ / ,sign..urc: fJApa _y_—e_ _!! Y\lDl/h

#1.

SE.\'D TO APPROPRIATE SCHOOL DIRECTOR EOR APPROVAL

Rev 7/2016 LBSecondary Operations

Received 8/10/16

HAMILTON COUNTY DEPARTMENT OF EDUCATION 3074 Hickory Valley Road

Chattanooga, Tennessee 37421

ACTION ITEM TO: Hamilton County Board of Education Dr. Kirk Kelly, Interim Superintendent FROM: Christie N. Jordan, Assistant Superintendent of Finance DATE: August 18. 2016 RE: Budget Amendment – Appropriation of Unassigned Fund Balance Approval is recommended to appropriate unassigned fund balance in the amount of $2,135,000. These funds will be used to convert the current HCDE telephone system from analog lines to VOIP (Voice Over Internet Protocol) for all schools at a cost of approximately $2,000,000 and repair the foundation at Westview Elementary at a cost of $135,000. Recommendation: It is recommended that the Board approve the following budget amendment. Source of Funds: 10000000 - 30009000 Unassigned Fund Balance $2,135,000 Use of Funds: 19060000 – 52613999 Telecommunications Contracted Services $2,000,000 78210000 - 59005901 Transfer to Capital Maintenance $ 135,000 NEXT AGENDA ITEM BACK TO AGENDA

../Grant%20Appllication/8-18-16%20Cover%20ltr.htm

../Agenda..August%202016.htm

Hamilton County Department of Education 3074 Hickory Valley Road

Chattanooga, Tennessee 37421 Phone (423) 209-8400

MEMORANDUM To: Hamilton County Board of Education From: Dr. Kirk Kelly, Interim Superintendent Stacy E. Stewart, Assistant Superintendent for HR Date: August 18, 2016 Subject: Request for New Position I am requesting to add one position, Communications Coordinator, to the Central Office staff. This individual would manage the communications with the School Board and also media relations for the district. This position will be a full-time classified (non-licensed) position with benefits. I recommend a starting salary at Grade 32, which (at Step 0) would be approximately $57,284.50 plus benefits. Please do not hesitate to ask should you have questions regarding this request. Thank you in advance for your consideration.

HAMILTON COUNTY DEPARTMENT OF EDUCATION

3074 HICKORY VALLEY ROAD

CHATTANOOGA, TENNESSEE 37421

MEMORANDUM

TO:

FROM:

DATE:

RE:

Hamilton County Board of Education

Kirk Kelly. Ed.D.Interim Superintendent

Lee McDade. Ed.D.

Assistant Superintendent. Campus Support

August 18.2016

First and Final ReadingBoard Policies 1.200 and 1.20

Method of Elections

Duties of Officers

It is necessary to revise two of our current board policies under School Board Operations in orderto provide for a provision in the event that a vice chairman is unable to perform his or her duties.The revision of board policy 1.201 will correct this gap in our current policy, and the revision ofboard policy 1.200 will remove unnecessary duplication of provisions stated in board policy1.201.

A copy of the current policies and the proposed new policies are attached for your approval.

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Hamilton County Board of EducationMonitoring

Review: Annually

Descriptor Term

Method of Election of Officers

Descriptor Code:

1.200

Rescinds

Issued Date:

Issued:

At the first regular meeting in September each year, the Board shall organize by electing a chairman, avice chairman and a TLN representative to serve one-year terms or until a successor isnamed. In the eventthat an officer's seat on the board is vacated, the Board shall elect a successor to servethe remainder ofthe officer's term. Each board officer shall be eligible for re-election.

Ifno officer of the Board isserving at the time of the organizational meeting, the most senior membershall call the meeting to order and preside until a chairman iselected as the first order of business.

If the office of chairman is vacated prior to the expiration of the annual term, the vice chairman shallassume all responsibilities of the chairman until a newchairman is elected.

Legal Reference:

1. TCA 49-2-202(c)(2)

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Hamilton County Board of EducationMonitoring:

Review: Annually,

in September

Descriptor Term

Method of Election of Officers

Descriptor Code

1.200

Rescinds

Issued Date

Issued:

At the first regular meeting in September each year, the Board shall organize by electing a chairman.1a vice chairman and a TLN representative to serveone-year terms or until a successor is named. Inthe event that an officer's seat on the board is vacated, the Board shall elect a successor to serve theremainder of the officer's term. Each board officer shall be eligible for re-election.

If no officer of the Doard is .serving at the lime of the organizational meeting, the most scniur membershall call the meeting to order and preside until a chairman is elected as the first order of business.

If the office of chairman is vacated prior to the expiration of the annual term, the vice chairman shallassume all responsibilities of the chairman until a new ehairman is elected.

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Hamilton County Board of EducationMonitoring

Review: Annually

Descriptor Term

Duties of Officers

Descriptor Code:

1.201

Issued Date

Rescinds Issued:

CHAIRMAN

The chairman of the Board shall have the following duties:

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To assist the director of schools in preparing meeting agendas:To preside at all meetings of the Board; 'To appoint committees authorized by the Board: 'To function as chairman of the executive committee; 'To countersign all warrants authorized by the Board and issued by the director of schools forall expenditures of the school system; •To conduct Board hearings; 2To prepare the school budget with the directorof schools;3To authorize the use of mechanical checkwriting equipment:ATocertify the value of surplus property valued less than $250;5 andTo carry out other such duties as may be assigned by the Board.

VICE CHAIRMAN

The vice chairman shall assume the duties of the chairman in his/her absence or function as the chairman

until a new chairman can be elected in the event the chairman is incapacitated or the office becomes vacant.

SECRETARY

The director of schools, as the executive officer of the Board, shall serve as secretary to the Board. He/she shall conduct all correspondence of the Board, keep and preserve all of its records, receive all reportsacquired by the Board, and see that such reports are in proper form. He/she has the right to advise onany question under consideration but has no vote.

The Board may assign the keeping of the minutes to a clerk; however, the responsibility resides with thedirector of schools.

CHAIRMAN PRO TEM

A chairman pro tern shall be elected to preside during a meeting when neither the chairman nor the vicechairman is present.

Legal References:

1. TCA 49-2-205

2. TCA 49-5-512(5X6)3. TCA 49-2-203(10)(A)(i)

4. TCA 49-2-113

5. TCA 49-6-2007

Cross References:

Role of the Board 1.101

Duties of Board Members 1.202

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Hamilton County Board of EducationMonitoring:

Review: Annually,in September

Descriptor'term

Duties of Officers

Descriptor Code

1.201

Rescinds

Issued Dale:

sued:

CHAIRMAN

The chairman of the Board shall have the following duties:

To assist the director of schools in preparing meeting agendas:To preside at all meetings of the Board:1

3. To appoint committees authorized by the Board:14. To function as chairman of the executive committee;1

5. To countersign all warrants authorized by the Board and issued by the director of schools forall expenditures of the school system:1

6. To conduct Board hearings;27. To prepare the school budget with the director of schools:'8. To authorize the use of mechanical checkwriting equipment:49. To certify the value of surplus property valued less than $250;5and10. To carry out other such duties as may be assigned by the Board.

VICE CHAIRMAN

The vice chairman shall assume the duties of the chairman in his/her absence or function as the chairman

until a new chairman can be elected in the event the chairman is incapacitated or the office becomesvacant.

SECRETARY

The director of schools, as the executive officer of the Board, shall serve as secretary to the Board. He/she shall conduct all correspondence of the Board, keep and preserve all of its records, receive all reportsacquired by the Board, and see that such reports are in proper form. He/she has the right to advise onany question under consideration but has no vote.The Board may assign the keeping of the minutes to a clerk; however, the responsibility resides withthe director of schools.

CHAIRMAN PRO TEM

A chairman pro tern shall be elected to preside during a meeting when neither the chairman nor the vicechairman is present. In the event that both the Chairman and Vice Chairman are absent or incapacitated,or in the event that both offices become vacant for whatever reason, then the most senior member of

the Board shall serve as the Chairman Pro Tern until such time as the Board elects new officers. In the

event that two or more members of the Board have equal seniority, then the Chairman Pro Tern shallbe determined by blind draw.

Legal References:

1. TCA 49-2-205 4. TCA 49-2-1132. TCA49-5-512(5)(6) 5. TCA 49-6-20073. TCA49-2-203(10)(A)(i)

Cross References:

Role of the Board 1.101

Duties of Board Members 1.202

HAMILTON COUNTY DEPARTMENT OF EDUCATION3074 HICKORY VALLEY ROAD

CHATTANOOGA, TN 37421

MEMORANDUM

TO: Hamilton County Board of EducationDr. Kirk Kelly, Interim Superintendent

FROM: Zac Brown, Assistant Superintendent for School OperationsLeAndrea Ware, Director of Secondary Operations

DATE: August 18,2016

RE; REQUEST TO NAME CONFERENCE ROOM AREA IN HONOR OFDON BISHOP

We are requesting your approval to name the newly created conference room at Red Bank HighSchool, "The Don Bishop Conference Room." In recognition for his contribution to thecommunity and education as a whole, a committee made up of various members made the initialrequest to honor him in this way and we concur with their request.

Along with this request, we are submitting the list of committee members, a written justificationfor the honor, and signatures in support.

Thank you for your consideration in this matter.

PrincipalElaine D. Harper

640 Morrison Springs RdChattanooga TN 37415

Auuusi4. 2016

Hamilton County Board of Education3074 Hickory Valley RoadChattanooga. TN 37421

Assistant PrincipalsMonica Gordon

Wendell Weathers

423-874-1900

School Board Members:

During the summer of 2016 the Red Bank High School library underwent a renovation totransform it into "The Hub."" As pari of the renovation a conference room was created that willserve as a meeting space for RBI IS students, faculty, and the wider Red Bank community.

A committee met on July 25. 2016 and voted to submit a request to the Hamilton County Boardof Education to name the space '"The Don Bishop Conference Room"* in honor of his exceptionalcontributions as principal to Red Bank High School. We would like lo dedicate the space at theend of the RBI-IS Mali of Fame Ceremony on September 23. 2016.

Attached lo this letter is a list of the committee members, a written justification for the honor,and signatures in support. Please let me know ifany additional documentation is required. Thankyou for your consideration of this request.

Sincerely,

Elaine HarperPrincipalRed Bank High School

Don Bishop

Someoneonce said, "You have to put in many, many, manytinyefforts that nobody sees or appreciatesbefore youachieve anything worthwhile." This statement describes the career of Don Bishop at RedBank High School. Mr. Bishop began his career as a biology teacher and a football coach. From theclassroom he became the assistant principal and ended his long career as principal of Red Bank. Hiscontributions were many and his days were longas he devoted 30 plus years to this school.

He worked tirelessly to introduce the age of technology to the staff and students for the first time. Itwasa change that did not comeeasy. As an administrator, he rekindled his loveof beingaround thestudents by driving the bus formany field trips and participating with them at the Okefenokee Swamp inFlorida and the science labs in Colorado. He could beseen at every extracurricular activity -encouraging, praising, and supporting the students.

Mr. Bishop encouraged the teachers to try new methods ofreaching kids and supported his faculty inevery way. He had a great deal of pride Inthe academic success of the students, teachers, athleticteams,the band, the ROTC program and every other facetthat makes up a high school. Someof themostsuccessfulyears at Red Bank were under his leadership.

He worked with people in the community to help theschool and in turn, had the school help thecommunity. He was partofthecatalyst that began the Red Bank High School Hall of Fame. Itwas a wayto honor graduates who have been successful in theirpersonal and professional lives and who haveimpacted our city, state, countryand somewho have even beenworldchangers.

While Mr. Bishop was a giant ofa man, he had a very tender heart. He was quick to laugh andshareoldstories. He could justas quickly be sternand right a wrong before itgot out of hand.

He gave his life to Red Bank High School. There was never a jobtoo big or one too small that hewouldn't do. His "handy-man" skills fixed many things that would breakdown in the schoolor on an oldbus called The Blue Goose that carried students onfield trips.

Real success is finding your lifework in the work that you love. Don Bishop loved Red Bank High Schooland he was successful in his job because oftheamount ofhard work he putforth and his love for kidsand watching them succeed along the way.

Jonathan Welch

Elaine Harper

Lauren Turner

Karen Hatter

Lauren Coyne

Casey Christopher

Edna Clemmons

Matt Johnson

Don Bishop Conference Room

Committee Members

HCDE

Red Bank High

Red Bank High

Red Bank High

Red Bank High

Centered Health & Wellness

Calvary Baptist Church

Unifi-Ed

District 2

Principal

Teacher

Parent

Student

Business Community Representative

Faith-Based Community Representative

Non-Profit Representative

Petition for Naming the Don Bishop Conference Room

At Red Bank High School

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RESOLUTION TO BUILD NEW FOOTBALL STADIUM AND TRACK FOR HOWARD SCHOOL

The Howard School sport program hasproduce some of the top athletes not only in thiscity but thenation. Reggie White Pro Football Hall of Famer played football for 3 years on a contaminated field inRed Gaston football stadium. LaQuisha Jackson memberof University of Missouri track team, one of thetop high school female sprinters in the nation didn't have a track to practice on while at Howard.Howard community have been asking for better condition for its student for manyyears. But its athletescontinue to played football on an unsafe field and practice track at other school which is unsafe forstudent who walk back to Howard after practice.

It is time to bring the promise of a new Stadium and track for Howard to the forefront, therefore I'masking the Hamilton County School Board to support a motion for a resolution to build a New FootballStadiumand Track for Howard School on property owned bySchool system next to Howard school.

This resolution isasking the County Commission to fund or partner with other to build a facility that willserve the students of Howard and the Community at large.

Whereas The Howard School Football stadium and track has been deteriorating for manyyearsand

conditions are getting worse.

Whereasthere have been talk of a newfacility for a long time but Howard athletes continueto play on a

contaminated field and raw sewage still come up in stadium restrooms.

Whereas the track team practice off campus which limit participation and many students walk back to

Howard under unsafe conditions (late in evening/gang activities in area)

Whereas the Howard community, alumni, boosters, supporters, parents and students support this

resolution to build a new football stadium and track for Howard school

Therefore be it resolved that the HamiltonCounty Board of Education request that the County

Commission fund or partner with others to fund and build a sport facility on property owned by the

School system next to Howard school.

The stadium and track will serve students of Howard and the Community at large.

Submitted by: George E. Ricks Sr., District 4 School Board Member 2004-2016

Date: August 18, 2016

Date post:	29-Jan-2022
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HAMILTON COUNTY BOARD OF EDUCATION

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