001call the meeting to order. Uh please join us in a moment of silence and pledge allegiance. >> Thank you. I pledge allegiance to the flag of the United States of America and to the republic for which it stands, one nation under God, indivisible, with liberty and justice for all. >> Madam Secretary, roll call, please. >> Miss here. Miss Nichols >> here. >> Mr. Van Winkle >> here. Mr. King >> here. >> Matthews >> here. >> Mr. Davis show Davis is absent. >> Okay. Approval of agenda. >> I think so. >> All right. Move to approve the agenda. >> Second. Motion and a second to approve the agenda. Any discussion? All those in favor say I. I. >> All those opposed say nay. The eyes have it. There's no community comments. Uh so we'll skip over
002the open meetings. Brings us to number six, consolidated funding. >> Okay. Well, um we do have two different u applications. We have our normal consolidated funding application and we have one for sped. Uh you all did receive a sheet. Um this will be something that you will need to approve next week. Does anybody have any questions? Okay. So the next item that we have is um the uh meeting dates that I uh for next year. Um I don't have them in front of me. Uh so um I did go ahead and put on there how we have conducted business this year with um with our meetings. how we did put our meeting our work session the Thursday before at one point we had had discussion about doing the work session the day of the meeting.
003So uh how these meeting dates were set up was the work session the Thursday before and the board meeting on the last Thursday of the month or the fourth Thursday of the month. Um there was an exception for October and there was an exception for March because that's fall break and spring break. Uh we did the November like we did it this year. Uh the November December you have the work session the uh before Thanksgiving and then you have your u meeting the first Thursday of December. So that's how those dates were set up. Um, we have the schools and when they will do the pledge. Uh, we've made all agenda items due the same time. That's newsletters and calendars for ease hopefully for our school folks. And then, uh, the other sheet is just,
004um, important dates like graduations, convocations, class nights, principal meetings, supervisors meetings, uh, and those types of things. So, um, any questions on those? >> Still the same time. 4:00 for work session. >> 4:00. That was what my plan was. Yes. >> Okay. Are there any conflicts? Anybody have any conflicts with this? >> No. >> Some may arise during the year right now. >> You never know. Stay tuned. >> Yeah. >> So, be a voting item. We can put that as a voting item. Yes. >> That way we'll have the calendar stick. >> Okay. Uh so the next thing that you receive that's on there is your safe schools report and uh we received this from Mr. uh Scott Hull who's in charge and all of the counselors had signed off on it as well. And
005it lets you know the number of student referrals that they had had this year, the number of counseling sessions which was 2,218. uh parent communications and that's either phone or visit was 503. Crisis that they dealt with was 125. Urgent response uh was 177 and school meetings or consultations was 985. And he explains uh in detail what this is. Well, um, you know, uh, I've been on the job almost a year now and I do have I've come to know you all and I know that one thing you're going to ask me is, well, how did this compared to last year? So, I also gave you the 2425 numbers as well as the 2526 numbers. >> Thank you. >> And that's on there. >> You're awesome. If >> I remember correctly, this time last year
006we were seeing about the same trends of less problems. So, we're continue on that track. That's good. So, so um does anybody have any questions about any of this? Because if not, this we're having this discussion. You're getting this information. So, we won't be putting this on the regular agenda. >> Okay. >> Informative, right? >> Correct. Yeah. Soon we will be getting our SRO reports and I will do the same and do the comparisons of last year for you as well. So, the next item that we have here is a Perryweather. So, I'm going to explain this and then, uh, Mr. Cole can help me and, uh, fill me in where I'm incorrect. So, um, Mr. Allen reached out to myself, to Mr. Cole, to Mr. Brown who at that time was at Stone Memorial
007and to Miss Smith and he wanted us to see this device and it would help everybody be consistent and on the same page with uh weather. So they come in and put up satellites and different things like that, different tracking things. Head coaches would have an app on their phone and this app if we're at an event, if we're at a soccer game and lightning is detected 9 or 10 miles, whatever it is away, a clock would start because we have to wait 30 minutes from when that goes off. So, that would automatically start tracking. Okay. Well, then that also lets the coaches know and it records if it's too hot for us to have practice because there's a certain temperature. If it's above that, we're not allowed to have practice. So, it would also
008record that and we would be aware of that. Um, it's really great. Uh, Ran County is using this and is Putinham County. Um, so he talked to us. You can do obviously two different plans. I think you received the the financial piece of this. You can do 50 apps for the coaches. Uh and it was $10,000 and that would be renewable every year. Um my struggle with this was the installation which was not included. Installation is $4,400. Um, you know, a lot of times we ask our maintenance folks and our technology folks to do things. Um, I would not feel comfortable with, not that our people are not competent in the jobs that they do, but with something like this, I would not feel comfortable with them doing the installation. Uh, this first year, we
009can pay for this uh, and use our safety money grant. So, we do have the grant to pay for it this year, but that would be a reoccurring expense that we would have to come up with $10,000 minimum every year until they go up. >> So, what are they doing now with heat? >> Uh, well, this coach has this app and they do this and this coach has this app and they do that and we kind of trust them to to handle it and to do what they should be doing. >> So, essentially like like Dr. probably said everybody's kind of doing their own thing. The the problem is that the TWSAA standard on their policy for weather related illness prevention is that you are going on uh what's called wet globe bulb temperature. Wet
010globe bulb temperature is not a common uh reading that civilians would use and so therefore it's not on anybody's act. Uh even when I'm doing my coaching bit with the junior jets, I have to look at the airport's weather station and get their temperature and then do some math with the humidity to get close to what that wet globe bulb temperature would be. >> So this would give that exact reading on site at the high schools versus saying, "Well, that's across town. I think it's three degrees cooler here than it is at the airport." And then we're just going off into left field. uh making stuff up as we go. >> Uh this system would also prevent meddling by coaches saying, "Oh, we'll put the thermometer over there in the shade. It'll be a little
011cooler over there. We're still in compliance." >> Not saying that we have that going on now that I'm aware of, but the potential's there. >> Yeah. Um, I of course I've got some, you know, access to to several different types of weather stations. So, I dug in with this and talked to some of my counterparts in other counties that are using it. And, uh, probably the best feedback I got was from Putnham County. Um, Tennessee Tech being in Putham County, a lot of times they're the gold standard. They say what everybody kind of does and uses because they've got the money to buy whatever they want. So Tech came out with uh with what they were using and everybody, you know, liked it or whatever. Well, then Putham County Schools said, "We're going to go
012with Perryweather. We're going to do something different. We're not liking this. It's not fitting our need. We're going to go with Perryweather." And now everybody but Tech has swapped Perry. >> Oh, wow. >> Their their EMA and emergency services. So that kind of speaks for itself. Uh this also gives a set protocol across the board for all of Cumberland County that you're going to follow these safety guidelines, rules, protocols, etc. when it comes to lightning, severe weather, heat indexes, uh and that type of thing. Um it uses uh data for tracking lightning strikes. So it can set up a perimeter. We could do uh protocols in different radiuses from the station. So we could get our first notification when it's 30 miles away, but there's no action that needs to be taken to be ready.
013Then at 15 miles away when a lightning strike is detected, maybe the protocol says do this, that or the other. And then once it gets into five miles, obviously you should already be gone. Mhm. >> And another thing to keep in mind with this TWSAA sets these policies for having children and coaches and everything outside in in a lightning storm essentially. And it says, well, after you see a lightning strike, you can't play for 30 minutes. Well, currently that means that we've got stands full of fans or parents and sidelines full of players. They're just sitting there like ducks in a lightning storm. We have nowhere to put them. So, >> right, >> this would allow adequate time and notification ahead of something like that coming this way to vacate versus >> sit around and
014wait to get hit >> on the lightning storm, >> which I personally sat through myself and that's a liability that we really don't need and needs to be addressed somehow. >> We know the leave is to wait and see who we ch and and you know, this was several years ago. We had a little league game at one of the high schools and had a lightning storm come through. Nobody can play. You got a lightning storm. Everybody sitting right there in the stands. Nobody left. Couldn't leave. Can't leave. If you leave, you forfeit. Because that was what the rest were pushing. >> Just don't raise your hand. >> So we sat in one of the worst I've ever sat outside >> to get told, "Oh, now the field's too wet. You can't play anywhere." Gosh.
015>> So, this having something like this, you know, like she said, this was Mr. Allen's uh idea, he reached out to us, but after sitting in the videos, you know, with with the folks that are promoting it and everything, it it really seems like it could uh alleviate some liability while enhancing outdoor safety. Have we ever looked into like purchasing wet bulb instrumentation and stuff like that? I know in See, the only reason I know very much about it is from the work I've done around Oakidge and stuff. I know those instruments are out there and they're fairly common around our world. You know, they tell us our work rest regiments and all that stuff and know what the expense of one of those would be >> compared to a reoccurring $10,000. >> Then you're
016just combating one thing. >> Yeah. Well, then you're just you're just targeting one thing when we have the potential for many others that a full system wouldn't. They also have lightning strike detection units, handheld units and things like that also. I mean that they we have to have them on our job. Um >> yeah, there's there's several options for for freelancing and building your own weather system. >> Well, I'm not talking about necessarily weather system, but the $10,000 a year. >> So, the the the 10,000 a year is not us purchasing the equipment. We're leasing it. >> Yeah. And if it goes bad, if we have a sensor which I mean this tracks wind speed, direction, temperature, wet low bulb temperature, humidity, barometric pressure, it tests all these things. And if something goes bad, it's
017their responsibility to come fix >> and to repair where we freelance kind of try to create our own. We're going to incur close to the same expense and if it goes out, we're responsible to for the upkeep. All I'm saying is I think it would be in our best interest just to at least have something to compare it to. You know what I mean? Because like I said, the companies that I've worked for and stuff around that use the same instrumentation. Um, one company I I work for, they leased and rented their own instruments like that. Uh, just to make sure that we're, you know, not throwing away money that we don't necessarily have to. Um, is that something the technology group could look into, Dr. Farley? Possibly other options besides Perryweather. I mean, obviously
018there's some other districts that feel like it's the best, but if there were comparable options. >> Yeah, I can have us. we can look at research and it like I like I said we currently have things we're using but like you know CCHS may use one thing and SMHS may use another or Junior Jets may use one thing and Junior Panthers may use so I mean we can look at different I guess different apps and see >> yeah maybe I don't know I've not I've not personally looked into that myself but >> but yeah >> do you know how how much equipment or how many locations the equipment would be >> the location the equipment would be at one place, right, with different little pieces at other locations like at different schools. >> Uh, no.
019My understanding is it would be a a one-sided deal, but if I'm not badly mistaken, the 10,000 was to put a system at both high schools. I might be wrong on that, but I believe that was the >> it was both high school. So, okay. So, that's 10,000. That's 5,000 per. Does that does that cover the elementary schools that would have middle school sports going on and things like that as well or >> it's not? So, we could absolutely write the protocols to cover it, but as far as getting the raw data from the on-site location, we would have to just use what is at the high school, but we can assume what CCHS is experiencing. >> Martin probably is. South is probably close like with SMHS Stone Elementary definitely is going to be close.
020North might be a little cooler. It's the north end of the county couple degrees cooler but the protocols could still stand that um you know if you've got lightning in your zone it's time to quit or whatever time to take a break. Um Putnham really embraced it because of their elevation change for Upperman versus Monterey. gets very different weather than what Upper does. >> So, I mean, >> talking outside the box, uh there I guess the potential would be there to have one side and that just be the end all be all, but having the two sites would give the luxury of both high schools of maybe getting in a few more minutes of practice before the temperatures meet the threshold or, you know, something like that based on what's happening there. >> North of
021I 40 and south of I4. Yeah. Yeah. Yeah. >> Cuz the weather knows where the interstate is. >> It does. It really does. >> It seems that way a lot. >> Amen. >> You know, as far as the price goes, I'll tell you, I've got uh the the healthcare coalitions purchased some weather stations for county EMAs in Upper Cumberland. They're running about that cost and the installation cost is pretty reasonable considering the work that goes into it. Um, I was actually expecting this price, you know, when we got to that point in the in the Zoom call to to be a little more because of how much more in-depth theirs is versus the ones that I've got and it's it's pretty pretty industry standard pricing. >> Okay. So, how would we monitor and alert from
022is it a path? >> Yes, sir. Uh so with the first uh with the first tier uh packaging which is what I've recommended the second tier has some bells and whistles that I don't feel are necessary 50 people in the district would have an app and 24/7 365 if the threshold is met for lightning temperature etc. those people are getting that push notification to take whatever appropriate actions needed there. And then the next step was like 14,000 and uh 14 or 15 and 250 people could have the app. The big thing they tried to push with the second tier was access to on staff meteorologist 247. And I reminded Dr. Farley that through her EMA office, we have that with the National Weather Service anyway, >> right? We don't need it. Yeah. Yeah. We've already
023got it. Okay. So, um I will try to get you some different research on this and get it sent to you as quick as I can. Um maybe I can have it to you in your Monday email. I'm not sure. Uh >> what's the time frame on getting the equipment installed? I mean, is this something that we would have time before fall to get in? And >> yeah, I mean, >> technically, if we wanted it for this year, we're already behind because football's already practicing. >> Yeah. Well, we're getting ready to have two weeks where they won't be >> won't be practicing. >> But yeah, >> but like within what, two, four weeks once the decisions? >> Yeah, he's pretty quick, I think, is he on he and he he's excited and he he's ready
024to come and do this. He's just waiting for the word. Go. >> So, I'll get you the research that I can. Okay. Huh? >> No, this will be on the agenda next week. Yes. Um, so next we have um from Tika, we have Miss Cassandra Reagan and she's going to come up and do a presentation for us on uh the care portal. We're not on. >> Hello. >> Thank you so much for having us. Um, so my name is Cassandra Reagan. I am the program coordinator for the Trauma Informed Community Alliance, um, TIKA as we're called. And for some of you who don't know Colleen Maul, which probably all of you do, but so TIKA is Cland County's backbone agency, and we bring people and organizations together to solve community uh obstacles and challenges that
025no single agency could solve on their own. And TIKA became aware of Care Portal probably about eight months ago. And um as we started learning more about Care Portal, we started meeting with our partners with faith-based agencies, churches, individuals, businesses um just to hear more about it because it really intrigued us and it it's it's all about what we do and what we want for our community. And so um I'm going to start my timer here. Um and so I just want to just share a little bit about what Care Portal is. So Careportal is a share caring technology. It's simply a technology and what it does is it connects um our most vulnerable population which is children um and it helps meet their urgent needs and connect them with businesses, individuals, churches in a
026matter of hours and days. So we know that one of our most vulnerable populations is our foster children in the community. um the department of uh children's services are the ones who connect with them the most and if they meet a child that has an urgent need and they put a request in it can take 30 days for that need to be met. uh care portal can do it in hours. And so the state of Tennessee contracted or they paid for this agency DCS to have uh access to care portal so that they can put the needs of the children that they are dealing with um on Care Portal. So we uh Tika we we collaborated and we pulled people together and we got Care Portal open for Cumberland County in March. So, Care Portal
027has been open in March. There's been needs being submitted. Um, I think the economic impact already is about $15,000. Um, and we only have about four churches right now, but we've got churches come, no, five churches, and we've got more churches about to come on. And so what care portal does is um anybody can be a requesttor but churches are the ones who use their resources to respond to the needs and so in individuals can also uh fund requests businesses what we call comm community champions can also fund requests. So let me move right along here. So, we're going to talk about I just told you what Care Portal is. Um, a little bit about how it works and we're going to talk about some important information and what's next. Oh, >> connection changes everything.
028For a mom who might lose her kid. For a case worker who wants to keep families together. For a church called to love. Care Portal is a common good technology that locates, meets, and delivers real needs in real time. It's a generosity forward supply chain that gets the right people involved at the right time, surfacing and solving the types of immediate needs that place families at risk for separation. We call it care share. By creating radical access to immediate needs, the community is empowered to step in. Case workers report, people and organizations respond neighbor by neighbor, neighbor to neighbor. We prevent the preventable and organically transform the future of child welfare. Connection changes everything and it's closer than ever before. Visit careportal.org to get involved. >> Okay. So, Care Portal is a care sharing technology
029that drives action for local children and families in crisis. So, how it works is a need is uncovered whether it's always by an agency or a case worker. Um, and so, for instance, a school professional identifies a need of a local child or family. uh that need is submitted into this technology, the community responds. And when I mean the community responds, I mean churches, which if you know, churches typically can be a little territorial. I mean, they are throwing money at each other. They're just they're just putting money on this need and it goes on the need. It doesn't go into an individual. It goes onto the need of the child. Um and then once that need is funded um then a church will claim that that need and they will be connected with the
030case worker. Now this is the thing it's 100% optional that individual family they don't have to be met by the church but what we have found often is that these um resource needs are often because they lack relational they have relational needs. So I personally was the was the child of a single mom and we didn't have a lot when I was young but I never lacked anything because my mother had a support system. A lot of these families have zero support system. So we meet the churches can be that support post need. So after the need is met then they can surround and be that support system for these families. Um so the family is helped. So what is the Cumberland County specific request procedure? This is this is a proposal of how it
031would work in Cumberland County schools. So we know the school counselors in the school, they have the relationships. They are seeing these same children every day. They see the kids that don't they come to school in the same clothes every day, a kid who's hungry. So the need of a vulnerable child in school is identified by that school counselor. that school counselor will vet that need and then they will post the need. From that point, that need will go into the portal and a school social worker uh theoretically here at central office would again vet that need and then approve the request. And once that social worker approves that request, it goes live into the care portal. And the moment it goes live, that need is just sent out to the whole network. Every church,
032every individual, every business that's on. And that's why these needs get funded within hours because this in this church committed $200. This individual gave 25. Um, this business went ahead and funded it all. And if it's a need a re like a actual uh a a need like say a bed because in Tennessee if a family doesn't have a bed that's grounds for removal from the home. Someone can provide the bed they can either fund the bed they could provide the bed. So they can be a provider or a funer. Um and once that need is met then the cont the agency worker is contacted and that's how that would work in our school system. This is the Cumberland County specific response procedure. So let's that need goes live. We talked about it. The community
033responds to that need by providing the physical need or funding the need. The need is fulfilled. At this point in our school system, that school counselor can confirm whether that family has agreed to be met by a team from the churches. If they have declined that connection, that is absolutely okay because the goal is that the need of the vulnerable child would be met. And so you can see we have two pathways here. So if the family has agreed to a church contact responders will then meet the family, provide the need. If they have not then the school counselor will connect with the church to get maybe that that item that fund and they will serve that child and then the need will be met hope restored. So just to wrap this up it's important
034to know that so in the request that's go goes live on the portal no personal identifying information is ever shared on the platform. No names, no contact information, no addresses, no embarrassing details. The the agents, the agent, I'm sorry, the case worker will write a compelling story because compelling stories are what uh inspire people. Um but no identifiers will be given. There's no obligation for a family to meet the responders in their own home. They can meet at the school, meet at the church, meet in a neutral location, and in the event that connection is not possible, they do not have to meet them at all. We just want their need to be met. Also, all responders are vetted and trained before they're ever allowed to connect with the family. Uh, TIKA did trauma sensitive
035training, uh, response training, uh, two months ago for over 40 responders in our community. So they're taught about poverty and social awareness trauma training. Um and then care portal does not replace your current practices or procedures. So the way the school system already does things that can continue. I know that central office they have a lot of resources and we have ways of making the school system also a a community champion for their own kids. and then we we can track that de that data. So if Cland County schools uh like many school systems in the state of Tennessee uh decide that they want to be a part of CarePortal um Canon County, Memphis, there's so many different counties in in the state of Tennessee that are on Care Portal if that's something that they
036would want to do. Um we would sign the schools up for Care Portal. um funding is already going to be um is already this the we've already got funding plans in place. Um we would train the school counselors and um the idea and all of you guys received a proposed roll out. So we would want all the Cland County schools to have access to the care portal. Um but care portal itself is like a live ecosystem. So if you have, you know, five churches and then you start having tons of responses and they're not all getting met, it's going to the balance of the ecosystem kind of be can be affected. So to roll out the schools a few at a time, three and then three and then three and as we get more churches
037on to so we have plenty of responders and plenty of requesters. If we have a ton of churches and not a lot of requests, then sometimes the churches stop responding because there's not enough requests. So, what we want is just this slow roll out um so that the ecosystem of the care portal stays balanced. Are there any questions? >> How many churches have you got on board? >> Care portal um had has to have five to open. You can't open the portal in a county unless you have five churches. So, we have five churches right now. Next Thursday, uh, one of the churches is hosting the quarterly, it's called the community gathering, and there's at least three or four more churches that are going to be there, um, that are interested in in being a
038part of it. Ticko, we knocked on all these churches doors and so a lot of them are already familiar, but they were just kind of wanting to watch it roll out. And now that they're seeing how successful it is, I think a lot of them are ready to jump in. One question you may have is um how is this funded? And so uh traditionally in the other counties, churches have sponsored the schools. So Canon County is all a church has just paid for their fee. Now, responders don't pay anything to respond in care portal. So, the churches, they want all of their uh resources to go into meeting the needs of these children's, but for instance, DCS, the state of Tennessee paid for the Department of Children's Services to be able to post requests. Um,
039and so typically in the with schools, churches just jump in and say, "We're going to pay your membership. You're we're going to pay for you to be able to access and post requests." um we already have several of the churches that are involved who are ready to fund um they've already said I want this school or I want that school and that may not be how it goes but that shows that they are ready to to fund and give these schools the ability to access the portal. Um another another side note to that is that any school that doesn't get a church that is willing to support and pay that a ticka is going to cover the rest. um because we believe that this has been the an this is one answer to some of
040the problems we've seen. >> And when we met, you and Miss Maul did say that we have enough funding or we'll have enough funding to cover all of the schools in Cumberland County. Correct. >> Yes. >> Oh, yeah. and they did discuss with me and we did come up together with the uh request and you know like she said we have lots of access here to items if if they're needing clothes or stuff we have some of that and we have funds that we can purchase that. So that's why it's going to be vetted here with our social workers that we have here. That's who the social workers are that's going to vet this. Uh, one thing the the responders they have to be trained. Um, and so people on Care Portal, they can be
041a resource responder, which means they just fund the needs that come up. They just they just put money on the need. Um, but then if if you want to be a relational responder, which means you can fund the need, but you also get to make that face-to-face contact um with families, you have to be trained because there's sensitive situations. The churches are also trained that for example if a family has agreed to let you meet with them but let's say the mom is a survivor of domestic abuse you know maybe she needs you to move a bed or supply something maybe don't bring two big bulky men with you right like to be sensitive to those types of things so they they are giving training um but again if the family declines that that is
042not a problem um Again, a lot of these needs, they're resource needs because there's that lack of support and this is uh to give that family that support in the community maybe they've not had held before. Um but we are not going to not fund a need or meet a need because they're not ready for that support. >> It's nice because it puts it puts everybody into play at the same time, which we have not had that. That's been the lack that we've had in Cumberland County because I know that through the pregnancy center. So, I mean, I can tell people all day long, I have car seats and baby wash and all these other things, but if they don't know that I have that, then they don't know to ask. So, the the blessing
043is getting all of that out there and now the needs are getting met. And the what she said about the single mom having no support. I've had three this week that it's just awful what they're going through. And DCS was one of the people that I I helped with this single mom with twins and been kicked out of her house all by herself. So the need is great. You know, it's not just housing, but it's little stuff as well. It's just somebody cares. Somebody cares. That's huge. >> Dr. Parley, is this do you see this as being something in addition to what's already been done by the district? >> Yes. >> So nothing that we're already doing is going to stop. This is just going to kind of broaden it. >> Correct. This is going
044to be able to >> uh expand and take care of more needs like you know sometimes you know as as a building level principal if you have somebody and you know that they need a bed then sometimes you can can do that as a principal just you know personally you take care of some things but yeah this will open that up greatly. And one thing that I really liked about it for our folks is, you know, if they choose not to meet the church folks, they're not being pushed into that. >> Absolutely not. >> Yep. >> I think that's a huge piece of this. >> So our counselors, our local counselors can still do what they >> Absolutely. Yeah. >> Y >> because we've got businesses that want to donate a bed. We've got businesses
045that want to give clothing. We want, you know, washers, dryers, equipment. >> Never get connected. They never get the connection. And really, when I go out and I speak as much as I do, people don't even know that the need is there. I mean, sometimes when I get that response from people, I'm like, yes, we have people that are in poverty. We have people that don't eat. We have people that are sleeping on the floor. And and then DCS gets wind of it. And then they have to get involved. They don't get involved to take their kids. They get involved to find resources, you know, to help them. But they only have so much stuff that they can give, too. And that's when the relationship I have with them is beautiful because when they only
046have a pack and play and a pack of diapers, I get to do all the rest of the baby stuff. So they come in and I just load them up with stuff to take to this mom. And then this mom knows that somebody cares. So then I'm I'm an armed to reach out. Then if she comes to see me, then I can connect them with the other people that are um helping her with maybe she needs on job training, maybe she needs to go back to school, you know, just kind of putting all those pieces together. And the kids, they don't ask because they're ashamed and they don't ask because they don't think anybody cares. But if we start this, this is huge. This is the community. Not just my my principal cares and my
047teacher cares and my counselor cares, but these people in the community who don't even know me care. That's awesome. >> Thank you, Miss Reagan. >> Thank you. Um, so I can put this on the agenda for you to vote for us to participate. Is that okay with everybody? >> Yeah. >> Okay, that will be on the agenda. >> So, next is Mckinster's update. >> Be taken care of. money. >> And no trip. >> Thank you. >> Thanks, Cassandra. >> I think that's really cool. >> I can hear you fine. >> Don't worry about them. >> We're good. >> I shouldn't have asked you. >> I can hear you. check. >> Maybe the other one. >> Okay, sorry about that. I I have been here before. >> Um, >> couple >> I'm going to hand you
048off to Paul in a second, but I think that's really cool. I I think of uh when I hear that, I think of ecosystems, >> right? You're creating an ecosystem. So, I think it's very commendable. Um, it's glad to be back. Glad to be back. Uh, it's been two months. Feels like two years. Um, maybe the next time my hair will look like Dr. Farley's. >> Uh, >> huge topic around here. >> Sure. Sure. Sure. Sure. Sure. Um, well, no, glad to be back. Uh, last time we were here, it was in April. You approved our phase 2 A2B uh operations and infrastructure program. So, we're just purely here to provide updates. Uh we're just short of midterm. Um just letting you know we're right on track with implementation and development. So come July, what
049we'll likely do is we'll be meeting with uh district leadership to actually go over what is midterm look like. And then similarly to what we've done uh getting into this program is we'll invite one-on- ones from the board members so that you can provide feedback and input as we continue to move through this process. But um yeah, we've been moving feverishly and it's been pretty hot as we move through this work. So happy to share a little bit about what that looks like. >> Got it, Paul? >> Sure. >> I thought we were plugged in. >> No, don't want to reach over you. >> Well, it wouldn't have been that hard. I'm not very tall. As soon as we get this up, um just so you know. So the first phase while this is loading,
050first phase primarily is focused on operations. And so as you'll see here in a second, um we've got the new CMS system already up and rolling. We've got assets imported completely in there. And our teams currently are I think they were at Homestead today tagging assets. So we're getting everything plugged in, rocking and rolling on training. And I'll tell you the big shout out and kudos to the maintenance team. So Mary and her team, they've really like they've gotten a hold of it really quick, which is just a very positive because sometimes you know how that goes, the change management, making sure everybody's kind of moving at the same pace and I feel like we're all, you know, in lock step. So like we've kind of talked about, we're just here to provide some, you
051know, updates. We'll review some milestones, what's coming, uh, coming next. And of course, as always, we start with our why. So, better data, better decisions, better outcomes. And it's refreshing to hear that we've got other programs that are highly focused on students as most of us always are. >> So, here's our road map. Here's where we left you. Uh, in April, you approved the phase 2 A, 2B. So, 2A is that operations and maintenance portion. We're right in the middle of wrapping up implementation for 2A and then development for 2B driving continuously towards this improvement pathway, right? How do we do better capital planning? How do we refine our workflow processes? How do we, you know, begin collecting and reporting out key performance indicators so that way you can make better decisions? And then leveraging
052that data to help offset costs in the future. So, as I've uh talked about, we're just short of midterm. So, on the phase 2, a m side, we're about 44%. I broke it out a little bit more so you could see uh how that actually breaks down per scope of work. So, on the CMS implementation, as I've said, we've got everything uploaded. We're still working on training and getting all the asset tagging, which we've started this week. Workflow planning, we're uh very far ahead. That's a preceding item to the full implementation and then still working through training uh with the staff and then the DAT sensor install. On the capital project side, we've done a significant amount and specifically Paul has done a significant amount actually looking at the different heating and cooling systems across
053the district. So, as we talked about before, it's not just, hey, what do we need to rip and replace, but it's uh it's a deeper level of intentionality to understand, well, where can we maybe tune a, you know, a unit up, get some extra years out of it. Uh, another another question is, do we have the right systems in the right place serving the space adequately? So, we're continuously working through that. Uh, we've done a complete plumbing investigation. So, at Glen Martin and North Cumberland, we've scoped all those lines. You'll see some of them here in a bit. They're probably as rough as we thought they were going to be. However, we have plans. So, we still feel really good about those projects. Um, and then the configuration kind of what goes where we're still
054working on, but the headline is we are still on track and exactly where we need to be. So, okay, now over to Paul. All right, great. Thanks, Dylan. So, I'm just going to roll through some specifics, diving a little deeper into some of the work that's going on. Uh, the new COMS is up and loaded. We've got all these assets data from our facility condition assessment in there. We've been working through training workflows, that sort of thing with the team. Uh, here's some some previews of what it looks like. So, we've got an asset map at a building. Dylan was talking about the tagging. When a skilled technician comes up to a unit, they scan it with their phone. This pulls up a service history, a parts manual. It might tell them what size >>
055Awesome >> belt they need. Uh, just ton of information >> at their fingertips to better take care of these assets. and then >> a history too, right? Like, hey, this is always our problem unit. >> This thing is 20 years old. Instead of fixing it again, let's just replace it and we can see, you know, all the money we've poured into it or all the problems it's given us. Um, so a lot of really good history and creating some transparency there with what's going on. We are working through installing the temperature sensors within the units. So, um what does that really mean? Uh this is going to help the team diagnose and save on truck rolls before they go out to troubleshoot a problem, right? So, okay, it's 85 degrees in the gymnasium. Well, the
056sensor is telling me, okay, the unit's throwing 80° air into the space. we don't have cooling that could be caused by these reasons. Um, so before going on site, I'm able to see what's going on, make a plan, and then roll a truck or maybe diagnose and respond remotely over the building automation system. Um, so everything with that is on track. We're just moving through school by school. >> How many systems are you doing that with? Obviously, probably not all of them, right? Um, no, not all of them, but a large amount. Um, over 300. Okay. >> So, about 300 25 or or so >> key pieces of equipment, >> right? >> Yeah. So, our criteria was over a certain size, serving critical areas. Um, >> not due for replacement in the immediate future. >>
057Okay. Thank you. >> Um, yeah. So, here's some updates just from our development process. So, current state, everybody's seen this before. I just wanted to bring it back up, but um you know, there's some some costs ahead. We're making a plan to manage that. What composes that? Well, HVAC, electrical, plumbing, fire protection, I would say, are the top four, right? And that's what our data tells us. Okay. So, we have been going through this in investigation process and I wanted to share some of the findings. Um, >> that's the high school. >> So, yeah, we're finding a lot of need within Stone Memorial High School, which we expected, but we're just validating what, you know, what we suspected. Um, I've got a cracked heat exchanger there. Um, I mean, you could, that thing is so
058thin, you could just push your finger through the metal. That's a gas burner. Right now, gas is valved off at that unit. It's the middle of summer. There's not going to be a need for heating. Um, but come winter, that unit is not going to have heating. So, this is a, you know, very emergent need. We've got some plumbing that we looked at. Uh, we can see a bit of old and new there. um new flush valves. There's some PVC, but then we have old galvanized pipe going into the foundation into the slab. Uh we had a plumber and our plumbing engineer out on site to scope lines. Uh and so the the good news is that the condition of the pipe beneath the slab is actually really good. And so everybody agreed there's no
059need to, you know, tear up the building to get to it. It doesn't need to be relined. It's in good shape. Um the issue is really localized to where the waste pipe comes out from the fixtures on the other side of that wall and goes into the ground right there. So that transition uh just takes a lot of abuse and needs to be looked at. So this lines up with our FCA data where the buildings that showed having the biggest need are are the buildings that we're seeing these issues at. So you know there's a just a direct correlation between the age of the equipment and uh where attention is needed. Here are some more specifics. So just zoomed in on that pipe where it's going into the slab. Uh you can see moisture leaking
060out around it. Um it should be contained. So that's you know that's a just a immediate flag. Hey, you know that there's a problem here. Um second photo is inside a rooftop unit. That is a enthalpy wheel which helps like things like humidity. We were talking about wet bulb temperature before. Um, that does a lot when it's humid out to just make the air more comfortable inside the space. There's just a a layer of dirt on that right now. So, it's not able to do its job. And then, um, as we're going through our temperature sensor installations, we're we're finding little little things that need to be addressed and are going to lead to energy savings, comfort improvements. Um, so on the right we've got a unit that's two years old, but it was never
061hooked up correctly to the duct work for the space it supplies. So the duct work is like right in there. Um, and so this space over here, it's just dumping cold or hot air, depending on what the building needs, into the plenum above the drop ceiling, and it's never making its way into the space. So, um, you know, I think >> just getting things like that firmed up as we go through this and are really combing through equipment is just going to lead to more comfort within the buildings, >> extended life of equipment. >> Yeah. >> Um, so yeah, a lot of good findings. Um, so where where are these things happening? I mean, I, you know, I highlighted the buildings in red before, but here's just a a map of where we can see
062that the work is taking place. It's really driven by need within the schools. Um, the retrocommissioning second column, that's something we're going to be doing as we comb through all the buildings and continue to do some of that fine-tuning. All right. So again, the the main systems we're focusing on MEP, the retrocommissioning, find and fix piece, fire, life safety. Um, we've got some rough pred projections really as part of the retrocommissioning investigation what finding and fixing these things should look like both for uh energy bill cost savings and then utility incentive that we're working with TVA on. Um, so these are really conservative estimates at this point just through the the retrocommissioning piece. Um, but the idea is we're improving comfort going to keep some rebate money coming in for these projects and uh just
063work to prioritize need. All right. So, what does this look like? Um we've got some some windows breaks where school is out where we want this work to take place. Uh some of it is, you know, very urgent. We probably want to fix those units where there's not going to be an ability to provide heating over fall break uh before cool temperatures roll in. But um yeah, we're just continuing to move along on pace with the rest of the program, working through training and preventative maintenance tasking, getting uh just a a good understanding on, you know, a better process to take care of these systems within the buildings. And um like Dylan mentioned that the team has really embraced all that. So uh we feel strongly about how it's going so far uh and just
064keeping on track with the installs, the tagging and um yeah. So then we'll come back and and have some updates as we just continue to refined uh refine everything. >> Awesome. I >> think as you're as you're finding issues with the equipment, are you setting up preventative maintenance for that? >> So that's going into the >> Yeah. So we've got a good point. We got two things. If it's critical, if it's critical, we are either fixing it immediately or we're tasking the maintenance team to take care, right? Any safety concern that's all clear, right? But on the PM side, that's actually what we're next. We've got all the lined up. The plan is not to roll all that out immediately, but the questions that we have to start asking is kind of who does what,
065right? So that's kind of the next step is figuring out who's on the bus. some of the stuff we've talked about in the past. I just >> and we had talked the other day when we met um we will be having our our convocation day uh when we everybody comes together we'll all be together in the morning and the afternoon different groups will be doing different things and McKinstry will be working with our maintenance team and our custodians as well. >> Awesome. Cool. All right. Thank you. >> Thank you. >> Good work, by the way. Thank you. >> Yes. Thank you so much. >> Moving right along. >> So, if no one has any questions, McKinstry will not be on the regular agenda because they've given us all of the information that we needed. >>
066Um, so the next item is the comp time tracking. Uh, this was discussed at our last meeting. Uh so uh I developed a a sheet slash uh tracking device procedure uh for comp time and um it is attached. Miss Diane, are you syncing up? Okay. >> So we can see that here in just a second. So, and there is um the sheet uh and it does go along with board policy 5.604 and that does state that it is the immediate supervisor's responsibility to track the comp time and you can see in the fourth column comp time to earn it does also list there that that is time and a half questions comments thoughts >> this will be shared um with principles. Obviously, they're not in right now, but this will be shared with principles uh
067at our uh retreat time that we have in July, and it will be put into their uh leadership handbook. So, um there's some AOD notes that's attached here. I do have a little bit more specific notes um that I can share. Miss Diane does not have what I'm getting ready to hand to you and my apologies for that. Um So we were asked about did we use other other systems where they researched and yes they were. We looked at Paycom. We looked at ADP. Uh we looked at Skyward which is what we currently use for our um uh student information system and Tyler Technologies. They were also um researched. Um we have people in the building that work with that have worked in HR and they had dealt with Paycom and ADP and it had
068not been a very good experience. Uh Skyward um was ridiculously expensive and this was in 2019. Um and then Tyler Technologies, we reached out for information in 24 to them and they said that they did not do government payroll. Um I was also asked to research uh other places that use it. At first, we were told that uh they do not release uh their customers um names that that is private unless they give them permission. But we were able to find out a few current Tennessee AOD users and uh Lebanon County Schools does use it as well. But as you can see, a lot of the folks that do use it are uh city and county employees. However, the county does do our payroll. So, you know, uh there is that. Um I was asked
069about the cost that's on the sheet that's here. Cost is $3.50 per active person per month. We do have a one-time consulting implementation configuration and training fee of $2,195. And for the upcoming year, as I told you all the last time in the HR page of the budget on line 471, which is the software, that is where this money is housed and it is $44,000 uh to match the 350. Um we do uh pay subs through uh ready sub because uh a siesta that we currently use is going away at the end of this month. And um I did I think in May you uh we had a discussion and I was able to have a meeting uh with the folks that use AOD in the schools. I had that meeting um and we told
070them that we would be setting up another meeting in the fall uh before school started and we have got that scheduled for July the 30th from 10 to 11 here and we will be sending an invite to the AOD admins at the school. Uh, and if you look on the back of your notes, you have a paragraph and it's talking about in December of 2021. Uh that's when Miss Bray first came uh to to here or well she was here in 18 but she started working with Tyler Technologies to develop a reporting format that would interface with local gov uh to upload information directly from readyub into local gov. Readyys subub reached out directly to local gov and the cumberland county finance office to determine the format that would be required to import the required
071information. Ready sub was provided with the various reports that finance was using from siesta to make sure they could capture all of the information that was required. Ready sub was able to create a file that had the required information. However, we could never get the final approval from local gov to move forward with the direct import. At that point, the decision was made to launch ready subub in February of 2022 without the direct import. the advantages to having an online tracking and scheduling platform even without the interface outweigh going back to a manual calling system because before we had ready sub if you needed a substitute people were calling >> to say hey can you sub this um and um that's that's kind of where we are and how we got to where we are
072now. So, it's possible for it to work. We just need to get local government here to say yes to it. >> Yes. But I have doubts that they will do that because we're putting something on their network and you know, we run the school system, yes, but they run our payroll and finances because we're in Act 81 >> and it's their system. And if they say no, there's really nothing we can do. >> So, what work needs to be done by the board and and by you and your team to move away from act 81? How can we how can we accomplish that? And then my second question is what needs to be done with the local gov to discuss making things work better for our system overall? not not just them, but everybody overall
073as far as making software compatible. That was one of the questions I asked Jennifer last year, by the way, is you know, we're we're in we're in the 70s over there with with the payroll software. >> How do we how do we work towards making that better? >> So, to get away from Act 81, um we've researched that before and I and I've shared this information. um they have to not be pulling their weight or doing what they need to do and that's not happening. I mean, you know, they're paying our bills on time. We're getting payroll. Um we just may not agree with how they're doing it or the processes that they use, but they they are meeting their requirements. So, I don't know that we could prove that. The only other thing from
074my understanding in looking at this, and we could ask Mr. McCartney to research it because I'm sure he will be here next week at the meeting. Um the only other way is through state legislature. >> So this is in my opinion this is not meeting our needs or meeting meeting the requirements that we're asking for. We're asking for a software to be able to communicate with their software. How much how much time are we spending I guess having to translate from what we're using to be able to get it to local go? >> Miss Bray, can you answer that question? >> It's mostly on their do >> they are being ready sub the majority of it's on them. We use ready to schedule and keep up with things, but the fact that they have to
075still manually enter things and check things and things to check. That's them. >> They're not now with AOD though. With AOD, they're not having to do anything, right? >> To get the subs. >> Yeah. Okay. >> But I think I had a conversation this week. I'm working towards that because we do have different people. Okay. >> But that's not a It would be very simple to do that. >> And you know, one question was brought up one time here about um people still using paper. Um and when we had our meeting in May, um we talked about schools still using paper. And some of our schools that have been on since we started working with schools in January, they're still using the paper, but they will tell you I use the paper because that's my
076security blanket. They don't have to use the paper, but they still feel comfortable using that. And and you know, guys, unless it's just where they get used to it and become more familiar with it, I don't know. I don't know how they can get away from using their paper. They don't have to use it. We don't require that. But that's just them in their security blanket. >> We still have to use paper for substitutes. >> For all substitutes, you have to use >> and ready sub. Yes. >> Yeah. >> But I'm talking about like that was uh a question about the AOD because they were still doing some people were still doing having people to do time sheets and stuff. So >> I think you also said that there's 300 they they told you there's
077300 school systems that use AOD. It's not it's not a school system software. >> It's it's a government >> software. So I did a little research. I think I had this conversation with you. There's over 128,000 school systems. >> There's 300 using AODD. That's 0.02% 02% of school systems that you so it's it's really not you know a blow me away software let's use it for schools >> widely widely applied in the schools. Yeah. >> So >> there's got to be a better way. So this I'm just asking that we keep working towards that and it sounds like Miss Bray is doing that. Mhm. >> Building bridges, >> a little bit at a time, >> a little slower, I think, than what we >> sometimes we like. You know, >> yesterday would be nice. >>
078Yeah. >> So, anything else? Uh, anybody have any questions, comments on AOD? I think if if um they need to use AODD for for our school system, they should use AODD for everybody else in the county as well. They don't use it for their payroll. >> They only use it for the school system payroll. So, what are they using for their county payroll? >> It's my understanding it's being considered >> okay >> for the whole county. >> Okay. >> Because the school system's piloting it. Cool. >> I don't know what the county uses. I'm just, you know, these are you all are just my people. >> Okay. That's >> right. >> Keep that vue small. >> So, um, do you all want this on the meeting agenda next week? >> Maybe just when you get
079updates, provide updates. If there's no update, >> just progress updates in any way the board can help. Yes, we need to work with interfacing with our governor go government partners here. um in any way to kind of help and streamline this so there's less work on our part for sure and hopefully on their part as we go further. >> I think there's a better way for all of us. >> Yes. >> We just need to find it, right? >> It can't be, hey, we're going to do it this way and not have any feedback from the other side, >> right? I mean, if we're going to stay in this 81 partnership, it's got to be a partnership. >> Exactly. >> Well, here's the thing. So, the agenda won't be published tomorrow. So, I probably won't
080have any updates by tomorrow. >> I wouldn't put it on there if you don't have any updates. >> Well, I'm probably not going to have anything from now until tomorrow when we hopefully get this public. >> Just keeping it on the radar going forward. Absolutely. >> And how the board can help in any way with that. >> Yep. >> So, next is um the evaluations that were conducted by uh TSBA. Uh the first one that you will see here is earalls and I haven't even seen this. I I didn't manage to see this um as an attachment. I've missed it. So, but I think um I was not a part of your group last year, but I do think that this is uh much better than what you all had last year. Mhm. >> Um
081>> so >> it was >> as always there's areas that we can continue to work on >> and I think uh as individual board members and collectively you know the top the bottom um items or the top six items with greatest concern as they titled it on there are areas of opportunity should be on the radar for everybody. Did it say how many people completed it? >> Seven. Seven on both. >> Yeah. Seven completed mine. >> Okay. Anybody have any questions or comments or thoughts on your all's evaluation? >> Just keep getting better. >> Yeah. So, this has been published. This was published um before the 48 hour requirement. Um so, if you all are good with this, we've addressed this and it will not be on the agenda for next Thursday. Y keeping some
082of these things in mind as we do our retreats and going forward with our board meetings. >> Well, you know, we had three retreats this last time. Uh we were able finally to get the strategic plan updated um measurable. Um so I mean I think we've accomplished a lot. >> Yeah. >> So Miss D, will you go on to the next one? So the next one was mine. Um and the appendix A uh the administrator survey that was completed by principles and by supervisors. Um you can see my score there. Um the next one was completed by seven board members. Uh and then uh achievement of the board um goals and strategic plan. That's primarily what that is is that's going to be test data. Uh and and some of that is slowly rolling in,
083but we will not have final numbers T- boss and all of that probably until December or January when they said that they would come back in and complete it. And you know, mine is just like yours. Um I obviously uh have places to that I can definitely improve. I was very grateful for the scores that I got not only from the administrators but from the board. Um I was very pleased with that. >> You should be. It's above expectations. >> Yeah. >> Amen. >> It's good. >> Yep. >> And um I I think you probably appreciated like I appreciated that the ones that did do the evaluation took time to put some comments in. >> Absolutely. to help provide a little additional information for you rather than just scoring. >> Yeah. >> Um my question
084would be is um how do you feel with the information that was provided and would you like one-on-one meetings with each of us to gather additional information or do you feel like this was sufficient for you for growing? >> No. And I think that was a comment that someone had put in there that, you know, one-on- ones would be beneficial. Um, and you know, would love to sit down and hear what you all have to say, uh, on how I can improve and what I can do better >> and what we appreciate that you're already doing, right? It's not all just about the improvement areas. It's about the achievements that have been made as well. >> Been a lot of hard work put in over this last year. We appreciate what you've done. >> Well,
085thank you. I appreciate that. >> Uh any other questions, thoughts or comments? >> Doesn't everybody call you like I do? >> Uh so um if you all are okay, I will not include this either in on the agenda. >> I'm good. >> Uh so next was out of zone. So, we have two different policies that address zoning. Uh, that is 6.205 and 6.206. Um, both of those policies, Cumberland County School policies are attached as well as TSBA's model policies. So, if you look at 2.605 605 um the model policy and you compare that side by side with Cumberland County um the first sentence is different different um our policy says expected to attend and TSBA's the word is shall >> um in our policy we also have added the phrase by virtue of their residence
086And then um if you go to our policy, we've added lines 6 through 28. And that's all different um from the model policy. and that explains uh legal residence and parenting plans and all of those things. So with the difference, what was the reasoning behind the district for feeling like we needed to modify and do something a little bit different? was have we had some experiences that have led us to need to expound on it more and include a little more information in ours. >> Yes. And when um I remember I don't remember how many years back, but I remember a few years back we had a family and uh they were going through a divorce. Um they lived in different school zones apparently. So or obviously so uh I think that's why lines 10
087through 25 was added. And then lines on ours lines 29 and 30 that's the same as the model policy. Uh we probably added guardian or guardians was there. And then if you look at where it's talking about assigning students to classes uh lines 2 through six and 12 through 13 was there. Um, and then we added 7 through 11 to the policy, lines 7 through 11 to the policy there. Let me just point out that you all wanted to put this on the agenda. That's this last reference. >> So that's in red. Do you all want me to go on to 6 point 206 or we got questions discussion? >> I'll have some questions I think after you get through with the next one. >> Okay. Well, I can say that uh 6.206 is exactly
088as the model policy. >> Okay. There's absolutely no changes. >> So, one of the reasons I think we agreed to put this on the agenda was because we've got some out of zone requests that have been denied. >> Mhm. >> Um they've been denied based on procedure. The procedure does not support the policy. So, it it it actually goes in the exact opposite direction of the policy. Yeah. So if you read policy 6.206 the standard reason standard reason and the only reason for rejection is space and right now this procedure gives a multitude of reasons for rejection post enrollment. There's some there's some criteria that has to be met to maintain that transfer, but pre-enrollment, the only thing that prevents a student from transferring is space. This also requires that we notify the district of
089the amount of space that's available. >> And I don't think that's happened this year. >> It did not happen this year. No. >> Yeah. And so I think in a text message you told me there's space available at both schools and obviously there is space available based on the capacity of the schools. So considering that we're we're restricting transfer right now for reasons that are outside of the board policy, I would suggest that we let those transfers take place. >> Okay. So before we do that, can I share with you what I've got here? So uh the paper that you have that is labeled number one that is our out of zone request kind of procedures and you can look at the bottom and that was revised in uh January of 2020 and what I
090wanted to draw your attention to was number three and then number one space and it said and you can read it as well as I do. So in looking at CCHS and SMHS, okay, so obviously those schools are different sizes. Uh we know that uh and we've talked about this when we've talked about middle schools, CCHS could hold maybe about 2,000, SMHs 1250. So some other boundaries that we use no more than 2.5 difference in total enrollment no more than 2.5 difference in grade level en enrollment and no more than 59 students difference in total enrollment and right now we have a difference of 49 and that's not accepting any any out of zones and I wanted to make everybody aware that we have um your procedures for 26 27 when you go to the
091school's website. At the bottom there's a little circle and it says out of zone. We've been accepting out of zone applications um since April the 1st. High schools are decided in June. Elementaryaries are decided um after school starts so we can make sure our enrollment numbers are correct. And um these are the procedures that's there. I just wanted you to know that we did have those there. And I was also asked uh if I could um research for the last two years um how many have been how many have applied, how many have been allowed to go, and how many have not been. So for the 26 27 school year, we had 22 that applied, eight were approved. We had four from SMHS and we had four from CCHS that we allowed to go. We
092did not allow any 10th graders to go because that is our highest class at both schools. One has 276, I think, and the other has 275. So, they're really close, but that's our largest grade. So, for this year, four were denied because they do not live in Cumberland County. Six were denied, and these numbers are going to overlap because some of them had mult uh different reasons. Six were denied because they were 10th graders. Uh one was denied because of discipline, two for attendance issues, that is uh tardies, early dismissals and absences. Uh one was a TWSA issue uh and one was a family issue for last year. um 26 applied and 26 were approved and that was ran by nobody. The decision to allow those in was ran by nobody. However, when you look
093at the spreadsheet, I did not share the spreadsheet because it has students names on it. Uh but um discipline and attendance was noted. Uh as I said, elementary has not been completed yet. Uh last year 74 applied to go out of zone, 64 were approved. We had two that were denied because of out of county. We had three that were denied as space. Uh we had two for attendance and two for discipline and one was an extenduating circumstance. in those numbers. We have a policy in place that if a child rides to a school with their parent that's employed there that they can go out of zone. Are they required to do the out of zone application or is that just assumed? >> No. Cumberland County employee has to complete an out of zone application.
094>> So those numbers are not included. >> Nope. >> So I'll just go back to the policy. the administration doesn't have legislative authority to make a decision on not transferring somebody because of discipline issues or absenteeism. Those those space is the only determining factor in our policy right now. So if if that's the reason they're not transferring, that needs to be communicated. If if it's because of absenteeism, that's post enrollment. That's not pre-enrollment. So, it's a violation of our policy that we have currently. If we want to go that route, then that needs to be changed in policy and this board needs to vote on it and approve it. So, based on that, I think any anybody you've denied for disciplinary or for absenteeism needs to go because here here's the reasoning behind that. If
095if this student, say for instance, wants a JOTC class and then their parents want them to have that class and we only have that at one high school. They've have they've been a discipline issue and they've had a lot of absenteeism. Their parent wants parent wants them to be part of the JOTC program to help build on that discipline that they that they provide and and we say no, you can't transfer because you're a discipline issue, then that's that's setting that student up for failure. If we have a student that wants to play basketball at at one of the schools, it's not it's not an option at at one school, but it's an option at the other school. And we're saying that you can't play basketball because you're tardy all the time. Well, what if
096he was tardy because there was no activities that he was interested in. And so now we've denied him to go to do go to a school that has something that he might be interested in that would improve his attendance just to help him set him up for failure. So, I feel like that the policy should stand the way that it is and that we should abide by it. So, >> I think we should modify the policy to be more strict on how to zone period. We have school zones for a reason. >> And especially now that we're doing research and homework on trying to go to middle schools, we need to see that raw data where everybody really belongs. Now, obviously, I would never say that a child riding with their parent don't need to
097But, you know, I can remember a time not that long ago that this county was hard zoned. You went where you belonged and that was it. And there was no competition, especially at the high school level between, oh, well, you can mess up here and go across town next year and get a fresh start. Well, that to me is rewarding bad behavior. >> So, I don't agree with that at all. I think that with the exception of safety or law enforcement action with order protection or or something along those lines, obviously there needs to be some some flexibility there. But I think we need to have everybody going where they're zoned or we need to just get rid of the zones and let everybody go where they want. >> So I don't I don't disagree
098with anything you're saying, Travis. What I'm saying is is our policy currently says that these students should be allowed to transfer and and unless the policy changes, then we should let them transfer. If we want to change the policy to what you're saying, great. But we should abide by what our policy says right now. I I agree with that and I think uh changing the policy to reflect this uh would be appropriate because while those chances like you cited for kids that you know maybe they didn't have anything in interest them can add to tardies it's probably not >> the reason why they're tardy. They're probably going to be just as tardy for basketball as they are for school if they're habitually being late. And I think that it that allowing them to have an
099option, you know, if I go to work and mess up or don't or fall short of the goals or or break the rules, >> consequences. >> I don't get to transfer to another office. >> We have we have something in the policy that supports what you're saying if they don't follow through with what they're signed up to do. They go back and they lose a year of eligibility when they do that through TWSAA. Right now TWSAA is allowing transfer anywhere you want to go as far as sports. You know, these students that want to play basketball could go to Memphis if they could get there and back in time. >> Yeah, they >> I think >> but they can't go across town. >> Be tardy. >> Yeah. They'd be tardy. >> And you know, like
100I think a lot of this it kind of seems like it's stemming from high school level stuff. >> Mhm. >> When those high schools were when it was determined that this county was going to support two high schools, they were hard. And I'm I'm here to tell you it was as strict as any rule or or policy you could ever imagine >> when they opened that school, that second high school. That was the case. It was hard. If you're >> in those feeder schools, you're going to that school. There was nothing to be done about it. >> I'm all for it, but it's not that way right now. >> Let's make it that way. Let's get We're going to continue trying to to support >> and and support two high schools, support all these elementary
101schools at the level we're trying to. If there's ROC at one school and not at the other, then there should be at both or there shouldn't be at one. We can't be we can't be duplicating resources and then saying some stuff, well, sorry, they got it across town, but you don't. That gives everybody a good reason to to want to go across town. >> Yeah. So right now though, what I'm saying is the students that have put in for this shouldn't be denied for something that's against our policy. So >> can we put that on us and then change the policy and then it's within policy? >> I don't think I don't think that's >> with with the timing right now, you're affecting you're affecting their potential. They can't they can't do anything. We, you
102know, this should have been done way prior to this, right? We're in the now right now. These these students have put in a >> request. What should have been done is they shouldn't have been a behavior problem. They shouldn't have had absence and tardy problems. That's what should have been done and that's out of our per that's out of our control. That's on the parents, >> guardians, whatever. >> But we've got one that wants to transfer. That's not the discipline issue. It's a sibling that's a discipline issue. >> So, what do you do there? You stop them from transferring. Yeah, I do. Hard zone. Well, >> that's not that's not the status that we're in right now. So, I think we should follow the policy until we change it. Well, and and another thing that
103I don't know that's being communicated is if they're denied the opportunity to to transfer or whatever in our uh in the other policy that not this one, the other one that we was looking at just a second ago, it said parents are who are dis satisfied can come before the board for a decision, you know, and I don't know if that's being communicated or not because then I don't know. I've never heard of anybody coming up and asking us, you know, to reconsider or whatever. >> So, typically what happens when an out of zone decision is made in the past, especially at the high school level, what has happened is these out of zone applications are given to the principles and they have to notify them. This year, Miss Smith called every family member herself
104and she told them what the, you know, what the decision was and she explained why. and she was on the phone for several hours talking to several different people and we've had several people call back and we've had some people reach out to me and they're wanting to meet with me and we all know that several people have reached out to several of you all uh stating their displeasure. So, uh but you know until a decision is made then I you know I can't meet with anybody until we figure out what we're going to do. >> The decision's made already. It's in policy. So if you don't have space, you can reject. If you do have space, then you transfer. That's the policy that we have and that's what should happen. Well, I mean, >>
105we don't have to vote on that because it's already been approved by the board. It's right there in writing. I >> I think if we want to change the policy, that's great, but you can't change the rules in the middle of the game, right? >> We've not changed the rules in the middle of the game. We've had these. Now, mind you, I'm not saying we might not have followed policy, which I that sounds bad to say. We've had these procedures in place that we've followed for many many years since we've started doing it. >> Doesn't make it the right thing. >> Yeah. >> The right thing is is following board policy >> always. So with that being said, I can look at numbers for CCHS and Stone and let you all know how many we
106have, how much space we have. I mean, if we're not at capacity at either one of them, >> if we wanted to change the policy, when would it not be in the middle of the stream? What date is it? >> August. I mean, you know, um, and here's the thing, like, >> well, the transfers have to be in and and the requests have to be in at a certain time, right? Or whatever, right? At the after the end of the year, whatever. Well, we start taking out a zone applications April 1st, but we don't make a decision typically for elementary until about 10 days in when it settles. >> Yeah. But like for 10 days into the school year, >> correct? >> What is it for high school? >> High school, we typically do it
107around June the 1st because of the athletic piece. So, they can start playing or trying out or whatever that they do and um get ready for the season. The policy itself says review annually in December. So >> TWSAA helps if if it was for sports helps moderate this too. So >> if we change it we change it before April 1st. Is that what you said when you started accepting applications? >> But I would probably look at doing it either you know like in I get what it says in December. I get that. But, you know, August after, >> but I mean, as long as we have September, as long as we have it in place before you start accepting applications, >> basically is what I'm what I'm saying. And that way, starting next year, whatever
108we change our policy to, that's what that's what it is. But for now, I think we've got the we've got a policy set. That's what everybody has essentially supposed to have been going by. So, I can research and let you know exactly about the the numbers. Uh and obviously since this has been a you know something that I knew would be coming up uh we've researched and typically both high schools at the beginning of the school year uh we enroll about 12 new students both high schools. You know some years it may be six here and six here. Some years it may be eight and four. you know, just different. But typically, we get about 10 new high school or 12 new high schoolers that come in in July when they have the Panther Bash
109and the Blue Bash. >> So, based on what you told us as far as the ones that were denied for the reasons, we're really looking at four people here that we're talking about. >> Yeah. four um one for discipline, two for attendance issues, and one for a family issue because obviously the TWSA is something we have to follow. >> So that would take that one out. >> The 10th graders, >> unless they want to sit out for a year, right? They would lose a year of eligibility. >> No, that was not a that >> that wasn't the reason. Okay. >> No, it was a >> something else. >> Home school. >> Okay. Got >> yeah and if you're home school >> they already used their >> no if you're a home school then you have
110to go to your zone school to play sports >> and I don't think that the onetime transfer rule applies there with TWSAA if you don't change No I do not think for a home home school it does not but I can double check that >> yeah maybe double check that >> unless they changed it >> I thought they I thought they did this year they got the one time transfer rule tool double check that I will >> so we but we had six that were 10th graders and that's going to be because of space, >> right? So that's why I'm saying we're really talking about four people out of this grouping that would be relooked at based on procedure versus actual policy. And so I don't my whole point is I don't know if you
111need to go back and look at a bunch of numbers in order to make the determination for now. I think the the numbers would come into play when we're looking more at changing the policy itself long term going forward. Um but if we're going by policy as is written now because we're mainstream and June was the cuto off then it would be the four that we >> one of the discipline issues is also a 10th grader. That's what I said some of these numbers are going to overlap. So one of the discipline issues is also a 10th grader. >> Okay. And this pol the policy doesn't say what you do when you have siblings. >> No, it doesn't. >> Yeah. So the uh the 10th grader that has discipline issues also has a family me
112a sibling requesting to go as well. >> So what's the space constraint? Can you explain that again with 10th grade? >> Uh that's your largest class at both schools. Got that. But there's still room for students at the school. >> Is there capacity at the school? >> There's room for 1250 at Stone, you said. >> Correct. >> Yeah. >> And there's o that's that's actual every student, every seat, every class, you know. Um, >> so you don't the open enrollment process shall be completed before other non-resident transfers are approved. Do you save any space for non non-resident transfers? for non-residents not in Cumberland County. No, >> you don't. No, I mean if they if they move in, you don't save any space for people. >> We have a you know, yeah, that's what >> So
113residents would would take precedent over that space. So if you're saving space for 10th graders to move into the county, then you would have room >> and like I said, that's just our largest enrollment and kind of going back to what we've always done in the past with those procedures that that's kind of where we have been >> that were violating policy. >> The procedures that were Yeah. going to come up. >> But I can see when you're talking about the 10th graders being the largest grade that you try to keep a balance between the two. High schools, we don't want a big imbalance, which then would create problems with moving teachers over, >> counselors over, and then maybe classroom space issues. >> That's not in the policy. >> That's what I'm getting. That's not
114in the policy. If we want that in the policy, great. Let's put it in. >> Well, it talks about spaces. So, we're talking about available spaces. So, if we're keeping a balance at both the schools, >> doesn't say anything about keeping balance. It just says, do you have the space? And you have space because there's capacity at both schools. >> So, we see a 10th grade English class roster. We don't know that at either school. We see >> we didn't get to see it because it wasn't provided 14 days in advance. That's part of the policy, too. >> Have the roster ready. It's June. >> So, what happened, how that looks, and we have done that in the past. Uh that was done la both of those were done last year. They were not done
115this year and I will own that fully 100%. Uh but what happens in that is you kind of look you have with a a school you go to your pre those that have pre-registered those that you know are there and you do add a few to allow students to move in. And you know, you're going to look at your grade level, you're going to look at your classes, you're going to look at the number of teachers you have that can teach those classes and all of those things. Those are estimates. And um the elementary level, you look bas and all of this is done based on the aotment meetings that we have. Uh so you look at the number that's in the CLA that's moving up to the next class and you look and see
116if they're going to if they're in danger of gaining another teacher or whatever and that's how you arrive at those numbers. And like I said, it was done every year until this it was well every year that it's been in law. Uh it has been done except this year. >> So we're talking about four students. >> Not even that. Now if we're talking that one of them's the 10th grader. So it would be three. >> You're talking about three students and uh one of them is a sibling. >> Four if you have space. >> How many of them's athletes? I think we can get to the bottom of what's prompting this. >> Two. athletes too. >> Two >> cuz we'd never have high school level recruitment from staff to go out of zone, would we?
117>> No, >> that's impossible. I think we need to change our pol. >> I see I I come at it from a to I'm not a sports guy and I come at it from a totally different aspect and headsp space I guess and and maybe it's from my experience in high school and transferring and this that and the other. Um but I know like Sometimes a kid needs a change and and they want to they want to try something new the other school or whatever um simply because they're they've been labeled and I don't I know teachers do their very absolute best um but they've been labeled as a bad kid or a problem kid um transferring across or whatever from school to school, class to class, grade to grade. and teachers talk. So maybe
118they're hoping for a new start at a new school and you know why deny them an opportunity if they fall back into the same habits of skipping school and this that and the other then we're allowed to deny that that access back to that school. You know what in the world are we going to do when we have one middle school and one high school? There will be no options when you mess up in the same building. >> I I agree 100%. But right now we have the options >> to offer change and and I mean like I said I'm not the sports guy. So um I'm thinking of it from a totally different aspect of what you know >> to Mr. Matthews point Dr. Farley, are any of the um transfers whether a request
119at the beginning of the year or throughout the school year, is it something that the counselors get involved in or teachers get involved in where they see that maybe a change in environment for the student would be helpful? >> No, these are primarily these out of zone requests for families. >> Okay. Obviously, the families feel like it might be an important change for the student >> or they wouldn't be asking to transfer >> for numerous reasons. >> Especially in my mind, I go back to the discipline ones, the ones that are having discipline problems. Maybe their parents are are thinking, I need to get them away from this group of friends for, you know, >> to go to school. you know, if I change schools, then they're away from that group of friends and everything
120changes for them. So I think to alleviate that concern going forward if we were to change the policy to match more of the procedure, we could build something into the policy that would have um counselor and or teacher involvement where there could be some recommendation for change of environment >> due to what they've observed with the students in the classroom or through activities or whatever. And then that would be something that could be submitted with the transfer request for consideration. Um if there's maybe behavioral issues or something that we're saying you can't transfer with those >> and that's >> they could just put in for the lottery. They can just put in for the lottery and they could go anywhere they want to. Right. >> That's the other thing on the transfer request. There's not
121really a space. >> Help me. There's from what I've seen and maybe I'm maybe I overlooked it, but there's not really a a good space for them to explain why they want the transfer or anything like that, you know, or what the what the parents are thinking asking for this transfer. You know, maybe in that request we change an Adeline um reason you're asking or or >> that's been on there before. Uh we we've had that on there before and um sometimes that's just hard to to accommodate all the requests and everything, you know, and um sometimes it's as well because that school's in town and I work in town. Well, I mean, that's a good reason >> and and we can sit and speculate all day of why these parents have turned in out
122his own requests and we can assume that some parents are doing it for the best interest of their child. >> Yeah. >> But we absolutely cannot ignore the fact that I have to say a majority of parents are going to do whatever their kid wants to do, >> not what's best for them, what their kid wants to do. and letting juveniles make decisions on what school they go to because they burnt bridges or it's, you know, personal relationships or Johnny was mean to me last week, we ain't friends no more or my girlfriend broke up with me and I want to leave. >> Come on. >> We can't we can't ignore the fact that we and and we know that even as strict a policy as we can write, it's going to get abused because
123that's what people do. >> Yeah. They break the the rules, the law every day. It's human nature. >> Well, I think >> but accommodating that I just I have a a personal problem with accommodating. >> We got we got a rule right there that gives us the option to send them back where they came from to if they don't if they don't follow through with with the policy. >> We do, but that's after we've already given them their what? >> No, we've given them a chance. >> We have a policy. It gives us the guidelines of what it is. And while it may not the procedure does not necessarily follow the policy and I know that we've done this this way for a long time but now that it's being brought out that we're not
124following the policy that we should go ahead and follow the policy as it is right now. And I think that >> everyone seems to have an opinion that this policy needs some sort of change. Whatever we decide that change needs to be, we need to go ahead and decide to change the policy to come up with those reasons. But right now, we have a policy the way it stands. That's the way we should go ahead and >> proceed and then schedule this to go ahead and change the policy so it can go ahead and either match the procedures or whatever, you know, the board decides to do. I think we need to go ahead and continue to discuss all of this because it is what it is. >> We'll remind you that this is the
125TSBA model policy word for word. Dr. Farley said that at the beginning >> and that's fine. That's fine. We are able to go ahead and change. We don't have to follow the model policy, but it is what stands right now and it's not changed. So, we do have to abide by it. And I think we just need to go ahead and put this on to go ahead and revise it. But I don't think we need to discuss it any further at this point. Yeah. >> So, can I ask just one more question? Yes, you may. >> So, >> um, do I need to put this on the agenda? Are you all telling me go and let these kids let all these kids >> just go for it? >> Go. >> All four of them. >>
126Just go for it. >> Or all three of them. >> Policy. >> Yeah. according >> I mean per policy >> if that if it falls under >> the families will be notified tomorrow >> says then I guess that's what we have to do because that's what the policy says >> for the three that aren't included in what our policy states >> the families will be notified tomorrow and this will not be an agenda item then for next week >> yes ma'am >> can we put on the agenda for >> what is it next >> next work session to go ahead Miss >> Diane would you please put those put both policies on there 6.205 and 6.206. Okay, >> thank you. >> So, next is financials. Um, these are just typical things that we have on
127there. Um, her monthly financial report, the sales tax report, which she may or may not have at this time, and then look, only three budget items for this time. Um, and then just the the rest of the items are what's typically on there, you know, the fundraisers. Um, and then policies. Um, and again, my apologies that there's so many policies, but these are TSBA recommendations. As I have told you before, we worked really hard this year to update all of the policies and we had them updated until uh, state legislature and everything else happened. So, does anybody have any questions on first reading of policies >> 5302? I sent something to Diane today and Mr. McCarti. >> Yeah. And I don't know that we've heard back. So, when we did he emailed back? >> I'm
128sorry, but I've been covered up today and I haven't been able >> I sent it to Diane. She's got that she's got the rewrite. >> Okay. Um >> Okay. So, is there anything else on first reading that anybody has? I don't know if everybody got to see this or not because it didn't attach to the to the forward, but >> it just basically uh instead of asking for a reason for an absence. >> Yeah, I I read your email. I just did and and I had the attachment. >> Yes. >> But I didn't need to check his response and what he said. >> Yeah. He just said to take out one line of it and leave it that way. And then when we started this policy up at the top that was this is state
129law that's gone into effect. Uh and it says professional person. Okay. Uh there's also been some question in that policy about professional days and how many professional days folks can earn. We in Cumberland County have never limited the amount of professional days that people can take. If you're going to a conference and it's going to be a four-day conference and you only would have accumulated two, if you were going for professional reasons, we allowed you to go. >> So, interesting. >> Anything else on any of the first reading policies >> going once? I mean, obviously there's a lot to read through in 48 hours. >> Yeah. >> So, sorry. >> Was there was there anything um anything else, Miss Diane or Dr. Farley, as you all were going through it that you felt required our
130additional look or attention? Anything you would want to draw our attention to at the work session for discussion while we're all here? >> Not I mean, with the exception of the policy that I just pulled up that Scott I wasn't in the original. So I had to work on that today and put it on my desktop. For the exception of that, there is none of these first reading that did not come from. And this is not all next month when they brought new on this one that question. I mean really except for that one. The rest of them are just state law by state law statute changing >> and if you do basically just close your eyes and pick one you can see where not only the body is changed but those >> references >>
131that's what's killed us. >> Yeah. Um, so yeah, I mean >> the hard part of all this is going and referencing everything. So when you see the change, you go read the state law, it just takes a lot of time with this. It's like 128 pages or something. >> Yeah. >> So are all these >> on here because they're affected by new laws that are taking effect July 1, July? We won't Okay. >> Some of them you will find that probably went into effect in March. Yeah. Um, so yes, between March and July, they've already taken effect and TSBA has reflected those changes. For July one, they will take effect and they're trying to get those in place. Um, and it's a lot and I'm sorry, it's not my fault, but I'm sorry, but it's
132a nightmare for me. So, if you see something, I'm gonna be the first to tell you there could be a mistake on these policies, but it was taken right out. recommendations. So, nothing >> all legal changes that need to be made. >> I noticed some spelling and different things that >> No, you didn't. >> Do you have specific notes and you can just give them to me and we can address them? >> I will do that. >> Thank you. Let me know where she missed that comma. >> Anything else on uh first reading policies? >> Just remind us again of what's the difference between blue and red ink. >> Uh red is uh TSBA, right? >> Red is TSBA's recommendation. Yellow strike through is TSBA's removal. Blue is any district changes >> and a regular
133strike through without it being colored in district. >> Right. >> All those changes I didn't notice. I will not send to you. >> That coma you missed. You put that in there. >> Well, there were some things I know was copied exactly from TSBA, but they were wrong, too. >> They're doing a ton of the policy at one time as well. So, um, second readings, uh, you've seen these last month. >> Uh, we did have some issues and we were asked to fix those and those have been corrected. So, anything on second reading? >> You're want to do 5.302 first and second reading this meeting. Is that correct? >> You have three that was requested to do first and second reading. Sent that to y'all last week. Uh, two of them deal with HR. They're
134going to get those for these new to get those in place. If you all approve that, the other one is 6202 attendance. Your attendance department here will be meeting with your attendance clerks in July and they would like to have that in place so those attendance clerks are aware of that change in law as well. So you've got three that's on first and second. >> Can can you separate those out for the meeting? Just those three that are second reading first and second. I mean, you can leave them together in the first, but for the second and second, >> that's fine, too. >> Okay. And then the next is just your regular meeting items that we have on there, meetings, newsletters, inventory,us, shredding, agreements with sped folks, substitute list. Yeah. A lot ofUS. >> Yeah.
135>> Getting into the new year. >> Absolutely. Anything else? Anybody? >> Nothing for me. >> You got any questions, Miss Cheryl? >> Only one. >> Okay. What are you the three people on the out of district thing? What are you contacting them? >> That they will be allowed to go to their school that they applied to go to out of zone to. >> Okay. >> I was just unclear about Thank you very much. >> You're welcome. That's it. >> Nothing else. >> Meeting adjourned. So,