001I see him. Good evening. I would like to call the March 4th work session a special call meeting to order. Do I have a motion? >> Second motion. >> I have a motion and a second. All in favor? >> I >> oppose. Can I have a motion to approve the special call meeting agenda as written? >> I move that we approve of the special call meeting as presented. >> Second motion. >> I have a motion and a second request. All in favor? I oppose. Uh, Madame President, number three, we have approval of teacher Saturday for the 26 27 school year. >> Any questions or concerns? Do I have a motion? >> So move. >> All right. Second motion. >> Any questions or concerns? All in favor? I >> oppose. Uh, Madam President, number four, we
002have approval of out of state overnight activity trip. >> Do I have one? >> I move that we approve of out of state overnight activity trip. >> Second motion. >> I have a motion and a second. Any questions or concerns? All in favor? I oppose. Uh number five, approval of the 2526 Mcome School District calendar revision. >> Do I have a motion? >> Some move. >> I second the motion. >> I have a motion and a second. Any questions or concerns? >> All in favor? >> I oppose. Uh number six, uh we have personnel recommendation policy policy CB. >> Do I have a motion? I move that we approve of personnel recommendations. >> Second. >> I have a motion and a second. Any questions or concerns? All in favor? I oppose. Number seven, we have
003M3A AIA change. >> Do I have a motion? >> I move we approve M3A AI change order. Any questions or concerns? Question. Miss Martin for uh I don't even know where to begin but if there's an explanation for this and you would like to hear >> Miss Martin we do have u representative here from M3A specifically why they're here. >> Yes sir. >> Good evening board members. Good to see you. Thank you for having us here. Uh I'd like to give a quick explanation uh first for a hand out as a reference. So original is what changed. And first and foremost, my name is Chris Bage. I'm here representing U3A. I'm the senior project manager and construction manager. Um this is Bill Russell, part of my staff. Uh Mr. McGero already says he couldn't be
004here, but he sent it us in his uh his absence. So there are two documents that you have there. One would be the black and white document was going to represent the original uh fencing scope. If you look at it, that original fencing scope, you see the new building coming from the top of the page. The fencing is represented in a line in a circle. It goes up and over to the right all the way down and over to the left and then halfway in the middle of the site it goes up and then it then terminates to the west into uh the building that you see it terminates into. So that was the original scope and addendum 2 that was priced and so that really just went around the building that was added and
005the adjacent building that's to the uh south west of that that of the new building. The next uh reference drawing that you have are the changes. So these changes the change in scope came about last year and then we know we had a a stop in construction. So that discussion was starting up back then and now we're getting to the point where we're actually implementing getting it around the whole site. So if you look at the uh reference that had the color what was added truly was the uh lines that you see on the left hand side in purple and red. However, the chain itself came from this yellow L shape that goes up the middle of the the site and turns left is now flipped over and is encompassing the back portion, the southwest
006corner of the site to then create a security fencing around the whole campus, if you will. So, what was in scope was what you see on the gray. What was out of scope is from the yellow line on the the color drawing all the way up until you see the red two lines that are in between the two existing buildings. And so that that's what the change order represents. Well, I guess my question is um to my last um board meeting the board of I think it was almost $70,000. So, what extra is this cuz right here it's saying it's another $12,000 and um another $2,000. So that's almost $14,000 more dollars on top of the um almost $70,000 that was approved last month. >> No matter my understanding, there's no change in in dollars.
007So other than what we approved last month, >> no, if you look at this right here, it it has clear expectation of associated costs to the total sum of $13,167, >> Miss Brown, cuz the total is still 97,000. >> Yeah, 97,000. >> That's what we approve. The total change in the contract is 97,000 some odd dollars. Those other RSC's are handled with contingency. They don't have to be those don't have to be um that's the way we've handled them in the past. It's just they noted them in this AIA change. >> So one of them is called the >> right and that's through contingency. >> Yes. So that's not adding to the contract. That's spending out of the contingency plan. It's already approved. Okay. And if that's the case, then it should have been listed
008separately labeled contingency. >> So for this one here, we're doing it out of change order. So we're not using the contingency funds. We want clean slate to just have that price here. >> Yes. Um there could be a case in the end where there is contingency money that could be then placed subsequently to cover that cost and that would be something that would be applied at the end of the project. But for this one we really need to make it a clean slate to say that this effort for the additional scope and fencing needed to come outside of the contract. Does that make sense? >> That that's on page 13. where it's a clean change order to increase the contract amount by 97,000 $85 >> $815 which that part has I'm I'm I'm let me
009say it like this. There there there has been some confusion sir as far as this process. Yes sir. And that's the reason why um the board has had issues and concern this process because uh as far as what was going to take place and then we find out that it was not going to take place and we're dealing with not just fifth. >> That's correct. That's okay. >> Understood. >> So it's not Um, and I hope that I'm not coming over as in a particular way. I'm just putting it out there the way it is. >> So you can understand >> why the concerns are. >> Yes, sir. And when you you were under when we were under the impression that certain things were going to take place and that's what we age on. Now
010you're saying that um in order to get what we thought we were getting funds have to be allocated to which comes to a sum of what we say 97 >> 97,000 >> okay now arbitrarily just that amount Do we have to anticipate any other? So for the effort for the security fencing that is it there's no other cost associated with that scope of work that add work uh in the beginning like I said for addendum two what I've highlighted here in green is what the contractor had in price and it might have been a a miscommunication misinterpretation that went all the way around the site but this is the original drawings with addendum two that showed that the security fencing only encompass this particular area that you see in green. The new one though however
011has altered this from terminating on this side to then being placed here. So all of this is installed. >> So that's my question. So why why was that not >> a part of the arena? I think there might have been a miscommunication in what was expected. >> Okay. Yeah. And that's my question. How was it miscommunicated? >> I can't answer that particular question. >> Just to be transparent. >> Yeah. And and kind of for me along with what Dr. Burks is saying from what I understood the entire campus was going to be fenced in. When I look at this, it says something about ornamental fence. And to me, that's different than what a security fence would be. I'm also seeing something on here that talks about some kind of clear width single gate. There's other
012language in here where you're you're speaking of because I've worked on that campus years ago. So the the buildings are small pods and it looks like there's little red dashes here where you where you plan to put >> Yes, ma'am. >> to in order to secure the campus. >> Yes, sir. >> And my thing with that is um and I think that's where I was beginning with my questioning. I'm I'm a visual person. If you want me to learn something, you got to show me what the finished product is going to look like so that there is no misunderstanding. And we've never I don't recall us having even as you're saying the old portion of this which had I looked at this I would have said no that's not acceptable because it doesn't include the
013entire campus. all you all you have on the old is the new building which never would have made sense and and uh that's what I have an issue with is I think on the back part of the campus on the new it says something here about um adjust when uh power for automated gate option can be sourced electrical meter box owner provided for relocated portable classrooms located in in this area. I don't even know there are soft drop womens that are there. And so there's a lot of um uncertainty and unclarity here for what we're going to end up with in the finished product and the complete price tag. And so uh that's that's what I would have an issue with is knowing what this is going to look because there there's a back part
014of the campus where people enter bring in the the food for the cafeteria, what have you. And so it would be good to know what the finished product is going to look like in terms of securing the entire campus and and um and that's where where I am is having things added when it was it was put to us as if once the new part portion was done >> the entire campus would be fenced in not with an ornamental fence but a security fence. So, and what is the difference when you describe it as an ornamental fence? >> So, there a couple different things that you said there. Um, >> typically when one hears about the security fence and they hear the chain fences, that's something I don't think you want that kind of look.
015So, if you look at the page that's here, it will show you the uh the iron fence that's there. That's the look of it, the feel of it, but it's at a certain height that it provides some security. Anybody can scale events, but you don't want chain chain fences around the building. So, that answers that one, I hope. Um, there were certain areas though when we had communications uh at the OAC meeting that there needed to be automated uh gates instead of manual gates and so it allowed for flow to go easy in and out and so that that's where the automated uh gate locations were troubles in there. But the rest of them would be where you have egress going out. So you have panic hardware where you push the gate out. If you
016had a crowd of people coming, you wouldn't want to unleash uh unlatch gate per se, but you do want the latch when it's closed. So self-closing being able to push it out when there's an emergency, a problem people going out towards the the paths. Um, in the beginning I I can't quite say uh cuz I wasn't on it in the inception of the building as far as like conversations of is it going around the whole site. However, I I think the interpretation uh project manager who first got it thought it was just enclosing around the building and then terminating at the the most adjacent building in the back almost in the middle of the site. Subsequent conversations though that happened after the project came back online was hey we don't want this we actually want
017it going around and so that would have been after the contractor priced everything out looking at what you see and bring here and so once we got that said okay uh now that we came back online we know exactly what we want got a little bit more interpretation of it encompassed the whole site and that's where we come to having the uh the change order which in in some sense you would have paid for it in the beginning but you're paying for it now that we have the so finally realized that's my I understand but my major point is this we are responsible as you know to making this financial decision It's not money that's coming to lay out our pockets. >> Yes, sir. >> We have consents that we have to represent. >> Yes,
018sir. >> And we have to consider that when we're making a decision. And when I look at your um architectural design here and I see indicators that you have indicated here to say it's can be I I'm not comfortable with that because that that leaves an area open to come back later to say this needs to happen and and I can't go along with that thought. So to fill in the gap when you see this particular document here, this is a document that was produced that didn't have a dialogue between owner and contractor. So the options that you have here are the options that were presented. Once those options were sanctioned by ownership, they were put into play and you get the final change order that doesn't have options. It demonstrates that here here we
019want automatic gates. here and here. We want manual gates. Uh those manual gates because they're in the path of egress will have push uh bars, a certain latch on it and all those that information the the product information that you're talking about then it then comes into the shop that we review and say yes that needs the design intent for talking to the contractor if we're talking to ownership owners representation. the way. So y it's so just to speak to the it was two exercises conducted with this design this new design that you're seeing price for automatic gates and one for man that's all the options that are and so some areas like I said needed to be automated so that it would make a smooth transition with the traffic coming in and out which
020probably more frequent and others were more in the case of emergency if you will so they went ahead Well, I just said the problem I just have. I just I I I don't want to have to come back and say we thought like where we are now because there's room for another misunderstanding. But when we say can be or can happen. >> Yeah. So, so I would look at this particular document as the document that helped us get to the final. The final document isn't necessarily represented by this. Um it's representing options that we took and showed you the pathway of how we got to this particular point where we now say certain gates these two gates are automated and the rest of the gates are manual and the type of hardware and so on.
021So, what happens at this particular point is with this approved, the contractor will now submit shop drawings that shows exactly what we're getting and we can also share that once we get it. But we will be in charge of making sure it meets the design based on the conversation we had up to this point and ultimately provides reassuring that it secures the building all the way around. Yeah, that's that's definitely the main concept is that the babies are protected and said that's the only reason why my consideration is ahead because the campus has to be protected. >> Yes, sir. And my concern along the same line is I guess as we're saying what we have here is is a bird's eye view but what will it look like at eye level in that the way
022it is now you have extreme heels on one side and then at the back part the campus is is actually a lot lower. So, how would you put a fence in there except you're actually uh giving it, as we learned the other day, curb appeal, you know, in in order for it to look um and and make sense for maintaining the lawn that's there. So, so are you saying that we're going to actually have photos, artist renditions of what the finished product? You know what what we could do and if they're able to do that is give you a simulation what that looks like makes much more sense >> cuz we also concerned now on that back end when there's fluctuation over that if you got fence there sometimes the foundation dissipates >> right >>
023so how how we going you know how's that Right. >> Yeah, cemented. So, you can see just a little bit of how it's going to be done for that detail here. >> And on the black. So, it's it's deeply stable and and a firm foundation for each post that's supporting the game itself. Um, but yeah, we we are definitely willing to show you a rendition of how that looks, especially with the heels and underlaying toe post. >> Yeah, I think he's also speaking to that back where it's slanted down. There's going to be a lot of water shed there. >> Today we're up there looking, we saw there had been some wash off. So, if you can show that to them, too, that probably help. And I think inside of the the seed and sawing
024and just how they maneuver the fence uh when they actually do the final grade is a part of that. But we can do a rendition um so that you can see it visually even before they go into the contract goes into actually implementing the gates. But if you don't mind incent usage and there are concerns >> concerns that guarantee that we have that you all are going to handle those incentives. >> Yeah. So, if you have anything that comes up within a year, usually it's within a year after construction, you have that time period to then say, "Hey, we're experiencing some problems with this or that. Bring it to M3A's attention. We'll then bring it back to the contractor contractor's on the line for the installation for at least one year." And so then we
025can have it. But it's it's important to be vocal and be visual. If you see something, say something. >> Yeah. >> Yes, sir. >> That's why I'm answering that question. >> Yeah. So, it's it's contacting us. >> It's a one-year warranty. One installation. Now, the products themselves and this and that, it's a longer warranty, but as far as the installation, the craftsmanship, the workmanship, it is always a year. >> And all that documentation will be provided once you proceed with your closeout documents. >> Right. And that's, you know, it's in the contract you have with the contractor. >> Yes, sir. >> I just want to make I saw it in the contract. I just want to make sure that has not been one of the things changed. >> At this time, do we have any
026more questions? I think the concerns that I have maybe for us and the superintendent as far as uh what what exists there currently because right now as I mentioned a minute ago we have two portable buildings. A decision needs to be made as whether or not we're going to keep those buildings in there before I would think before the fencing is done. And then we also have two buses there that we use. I think it's like the Z space lab and I wondered are we still using those two buses because to me that needs to be moved or relocated or whatever the case may be. That may be something to discuss later on in in that we want to make sure that uh when the site is complete that we we pretty much have what
027we're in need of in order for it to be functional. >> Yes, ma'am. We're going to address the trailer that's in the bust uh this morning. I guess the main thing we wanted tonight was to get approved so we be ready to move forward. Uh we have had several discussions on what to do about the trailer as well as definitely go. >> Any more questions? All in favor? Thank you for your time. Consideration. Thank you, sir. >> Uh, number eight, approve a change of school board meeting. >> Do I have a motion? >> We didn't hear a second. Ma'am, we did not hear a second on the second motion. She made the motion. Dr. Bur had second. That's what second >> and it was three eyes. Thanksgiving. Thank you. on number changing the board meeting
028date. >> I need a second, >> sir. >> I have a motion and a second. Any questions or concerns? I have a I have a um statement on our calendar. The date was March 17th, which was a typo. Our actual meeting is March 16th. So at this time we are changing the date to Monday because we do our reviews on Monday and next week is um spring break and because of spring break we push it out till following Monday. So our board meeting will be March the 16th here in the boardroom at 5:30. Any more questions or concerns? All in favor? I oppose. At this time, we need to um I need a motion to go into close determination on whether or not to go into executive session. >> So move. >> I second the
029motion. >> I have a motion and a second. Any questions or concern? All in favor? >> I oppose. Dr. You may say at this time we going to have a closeation on whether or not Good evening. At this time we come out of executive session. We had one stupid issue. I need a motion to adjourn call meeting and call work session. >> So move second. >> I have a motion and a second. All in favor? I oppose. The first thing on the board session meeting is um we have fidelity investment presentation Smith Chuck and Wilson Miss >> Good evening. Thank you all for having me. I have provided you with a copy of your investment report. Um because this report as of February 28th um so it's printed just just for this meeting. Happy to
030be here to give you all an update on your investment portfolio. McCllen School District uh entered into an agreement with Michelle Wilson. We're registered investment advisor located in Ridgland. You're actually the largest registered investment advisor in the state of Mississippi. Um, you have been investing with us since January 31st, 2022. This was um an agreement that was approved by your board in November of 2021. In January, on January 31st, 2022, uh the school district invested 7,85,645.34 uh with Smith Wilson to be your investment uh manager. And um most of you um probably will recall that in May of 2025 the district has made withdrawal of $3,600,000. So the remaining of your original investment is $3,485,645. And this report um will give you a summary of where the investment portfolio is at present. On page three
031of the um report, it breaks down the percentage of the investment. As of February 28th, there was $142,78 in cash and $3,997,864 market value in uh securities for a total portfolio value of 4,119,942. Uh this uh portfolio composition report breaks down the types of securities that you have. But let me say that all the securities that are in your investment portfolio are fixed income securities meaning they are government bonds basically government bonds um or municipal bonds. So all of the securities are fixed income meaning that we buy them at a certain level. We don't uh purchase securities for you generally to trade at all. We purchase securities with uh the goals of uh investing over a period of time and having maturities to come off roll off so that we can invest as things in
032the market change. you always have an opportunity to take it take advantage of new investments. Um, moving on to page four, this gives you the breakdown of how your uh investments will mature over the lifespan of the portfolio. The the uh dark navy bar shows you the actual investments and the light blue bars are intended as gold lines. You the uh top line shows you that you have a,449,175 projected to mature over the next year. Another $64,48 uh within two years. And you can see how that how your investments are scheduled to roll off over um within the next 10 years with the weighted average life of the portfolio only being 3.4 years. Um that's versus a goal that we set of four years for this portfolio. The investments are considered an intermediate term. We
033usually set our school districts uh with a maturity range of 3 to seven years and we have uh your portfolio uh right now at a weighted average life of 3.4 years. So you have a pretty short-term um pretty short-term investment portfolio whereas um the the portfolios I guess actually um could be perpetual and we you know we managed it short and we like we like the position of the portfolio at present the characteristics of the portfolio are highlighted on page five. I'll just point out the book yield is currently 412. Um, and that is what you're going to earn. What the book yield tells you is where the investments were bought. And like I said, generally, uh, we don't, uh, trade anything. The only reason we traded securities in 2025 was because of a need
034that the district had. Um, so where we buy the securities, um, if you look on page six, that last column gives you the book deal of each and every security that runs, um, all the way through the end of page eight. Uh, but every security that you have is described there. What's in cash? Uh, Fidelity actually has two two buckets of cash. FCash is what they default to put uh cash in. We're constantly looking at that Fcash bucket and moving cash over into the Fidelity government cash reserves because you can see the difference in FCash earning 182 versus the Fidelity cash reserve earning 336. So our portfolio managers whenever something matures or whenever it pays a coupon bonds um mature or they pay some bonds pay uh coupons semianually and then some bonds pay back
035if they're mortgage back securities they may pay back principal and interest over time. So whenever cash hits your account, our portfolio managers are monitoring that um first to make sure that we move it into the FBRXX, the Fidelity Cash reserves, because it earns more than the um standard cash money market account, the FCash. And then secondly, when it builds up enough, they're looking for new bonds to have the opportunity to purchase additional securities. Um, and I say your portfolio managers. My my relationship is a I'm the relationship manager. I'm the point of contact um for your business manager. I provide these uh reports on a quarterly basis. We also provide the net cash interest that the portfolio earns on a quarterly basis as well. Uh the portfolio manager for the investment portfolios is actually a
036charted financial analyst um named Williams who's uh been in the investment business 20 plus years uh himself. Um looking at the securities um again government the the fixed income securities starting at uh on page six there's a section of full faith and credit US government bonds and then on page seven there's a section of agency mortgage back securities and um then there are there are some municipal bonds um Mississippi hospital equipment and state of Mississippi bonds, some historical mist and more state of Mississippi bonds as well as some Mississippi home corporation bonds. Uh but all of your u investments are are high quality securities. All of your investments are first of all what the state sus allows school districts to be invested in, but secondly they've been they've been selected and they serve your uh
037portfolio well your uh portfolio yield. Um being above 4% is probably one of the highest portfolio yields of the school districts that we managed. We managed uh investments for 18 school districts. um throughout the state from the Southern County down. Um and we probably have about 130 million total in uh investments with school districts. We've been we've been doing this a long time. We feel like we um have served school districts. will your portfolio. If you look at page 10, um those last next to the last um the last not the last two columns, but the two columns before that shows you how the average life of the portfolio has changed over the last two years, starting at 246 and and it has extended um to 340 where it is now. As I mentioned, your
038book yield has consistently uh pretty much been upward and is now at 412 on on this um on this run. Page 11 is a shock analysis. And what page 11 does it says the current ma the current market value of the securities um was 3,977864 at Mar at February 28. If interest rates go up or down the value of the securities would change. Um if rates went up 1% uh the value of the securities would go down to $3.8 million. If rates went down by 1% the same securities at the same point in time would be worth $4 million,000. um you know we we're in a um we're we've been in a low rate environment for a long time and that's why I say Mcome got into um their investment portfolio at a really good
039time. A lot of the school districts um that we have came to us when just because banks weren't paying anything. You know you remember when CDs were paying 0 something 0.25 25. Uh, but you have built a um a good um portfolio that you should continue to serve the district well. Um, it does build interest income and you know that interest income is is available to you if the need should arise. But ideally, this is a long-term investment. you let the investment continue to grow and continue to um build value for you. I think the I think even with the withdrawal the district has had um the portfolio continues to do well and it continues to garner good net interest income. the net interest income for the um physical year 20 started that started July
0401, 2024 and went through June 30th, 2025. The of course that was back when the portfolio uh had about $7 million for most of that time, but the net interest income that the portfolio generated was about $33,000. So that'll be less, you know, maybe about half of that um as we move forward on this balance. But the portfolio is um doing well, earning well, full of um solid secure investments and um we look forward to continuing to work with you all. Any questions? >> I I don't have a question. I read this statement because some information that you had at the beginning of your um presentation was incorrect. We look back and we found out that this would be my investment. The board at the time approved um hiring y'all but they never approved investing
041any money with the company. I thank God that the company that they did decide to invest with is a herable company because we did our background check and you are one of the top in the nation and I thank you for that but it was never approved. the investments packing. Well, that was reported to us that it was approved and an investment management agreement was signed based upon that because because technically um any district that invests should have now we mean I wasn't on a board then I'm just we had to catch up when we find out that it was an investment so we had the four minutes but we thank you for this presentation. Anybody else have any questions or comments? >> Yes, I >> Dr. um withdrawal. Was there a penalty for the
042withdrawal? Um, I don't think the terminology penalty is is appropriate to use, but on any given day, a bond has a value based upon where it's trading in the market. And so there may have been some um decline in value based upon where it happens to have traded at that time. And I don't have that information with me, but I can get that for you. >> Yeah. because I think that's uh very important for us to know as a board because uh up until now we had not received um we we receive very limited information what we got what we did receive was not current based upon um I think it was maybe one of the quarterly we did not give us this type of information. >> Yeah, we we do provide a we do
043provide the a a uh report of this type quarterly. Now this this uh this style of report is from a new system that we um changed over to effective um September effective uh July 1, 2025, but a similar report was produced before, but we've always provided a quarterly report. Um and we we you know we provide those to the business manager. Um and we can you know always make you know they can always share that out. >> It is shared out of portal right? >> Well we we just found out about the investment like I said earlier >> we didn't know. This is the second document we have from this moving forward if the superintendent don't mind when he received the report to share with the board. No matter who's sitting here, those procedures should
044be the same. The information should be given to the board members, but we won't take out sometimes. >> No, we will make certain that the board hit the court. >> Anything else for Miss? Thank you. >> Thank you so much, Miss. >> At this time, we'll move on to the regular agenda. First we'll have call to order Mcome school district vision admission statement 30 second of silence adoption of the agenda technology update by Mr. Big Mr. Big has asked me to be a little bit more detailed because we've had some changes in the last couple weeks. So I want to make sure that I cover those changes with the school board. So to start off with I want to talk about the Wi-Fi access point that we've been installing districtwide. So, we ordered a total
045of 100 access points through the board making that happen. We've installed 100% of the BNC campus. In other words, they're finished. We've done 90% at Denman. We've covered 85% of the high school campus. We've currently covered 50% of Higgins with the goal to have Higgins at 85% before state testing starts. Kim currently, we've moved working older APs to that campus to make sure they're covered. the dim campus, the high school campus, and part of Higgins campus is going to require some equipment that I don't currently have. So, this summer, I'm going to pair with maintenance to make sure that those things are installed properly. I need additional ladder space, some things that we don't have access to right now. So, those cameras will be finished after state testing, the rooms I can't get to with
046maintenance help to make sure they're installed correctly. Currently, the APS that we've installed are exceeding performance. They are outperforming what we had by 100%. They're working well. We've already talked about the timeline for finishing those campuses. And our goal for next year that we mentioned with Miss Hall I've talked to her about is to finish Kennedy with UAVs, but also to start extending those access points to Opin Summit because those two campuses now have the oldest access points in the district. So, we know that in the near future we're going to have problems there. We want to go ahead and address those proactively as next year starts. He also wanted me to talk about the SLCP, our cyber security grant. Currently, we've spent 30% of those funds. We are in the process of tagging the
047equipment that's come in and we've also started doing the reimbursements so the district will receive that money back. Part of that is though is waiting on the tagging to be finished to do so. Um later in the agenda tonight, I'm going to continue to answer questions regarding the RFP that we have out for you because I'm making a recommendation at this board meeting to do something that I think we need to wait till that point to talk about. Uh I do want you to know that we received 80% of the new switch hardware here for ISC, which is a problem the district has faced for the last 18 months to two years. We're going to do our best to make sure that that new equipment is installed prior to state testing so that they have
048the largest bandwidth and the best testing environment we possibly can before the big test start rolling in in April. Uh we have also had an issue that Miss Dylan mentioned about spam email and other issues that way with Canvas. First of all, I do want you to know that it's not a system error with technology. The issues you have with spam are 100% user error. I don't want to say that the wrong way, but when someone clicks on spam email and enters credentials into it, it creates a huge issue internally for a business. So, that's something that we've been addressing. Uh, we're looking at now meeting with staff to make sure this is doable. We're looking at a mandatory staff reset for all passwords for staff members probably the week we come back from spring
049break. We don't want to do that with benchmark testing going on this week. So, we want to make sure that happens in the very near future. We're also be pushing out some additional fishing training to staff members and we are encouraging two-factor authentication this year that most likely will be mandatory as of July one of next year which means if you're a staff that works from Mcome, you will have to have a second way of authenticating your account to use our network. I also mentioned that in this last thing I have for our updates. We currently use a Google education free version for our email addresses and that part of our network. We are considering upgrading that to one of the paid versions because Google offers a lot of cyber tools, safety features that are
050only available when you pay for that service. So, we're currently looking at pricing for that. see if we can possibly do that this school year or if nothing else at the very start of next year's budget. So that's where I'm at right now with updates. If y'all have any questions, I'll be happy to answer them. >> Any questions for Mr. Big? >> And Mr. Vid, you know, uh we had our first full we had our last of this point over the past three days. Okay. >> You address how can I be held up to that? >> Yes. So Tuesday was probably our be biggest day this week. Uh kids were taking algebra. The high school was doing testing as well for different subjects. We probably had a load on the network comes to Wi-Fi portion
051at around 80%. It was the heaviest it's going to be during testing. Actually more than we're going to use during state testing cuz they're going to rotate which grazer testing during that time period. The network held up 100% of the way it was supposed to. Higgins had a few issues, but we don't think it was bandwidth with our actual new hardware. We believe that was the testing software. We were using Master Connect, which is a fantastic software, but we weren't the only one using it. It was being used statewide. So, there was a little bit of lag and load time for test. That was the only issue that we had Tuesday that was reported to me at all. That was our only our only little blip that we had Tuesday morning. Thank you, Mr. >>
052Yes, sir. Next on our agenda for Monday, March 16th, we going to have school at risk hidden, school at risk dimming. Then we have review of minutes. Any questions or concerns about minutes? Next, we have review and approval of financial statements. review and approve of claims doc. Any questions or concerns? Question. Um um superintendent, we got another email with the explanation for we have to be more proactive. McCome school district is a business. It's a district that educate. Our business is to educate kids. So the business of paying the vendors in which we use needs to be a on time business. This is a business first and foremost. And our business is to educate our kids. And when and when we are not being proactive, we're reaching out to vendors or or getting signatures from
053um administrators, that's a procedural problem cuz cuz the system is set up to to do reminders of late payments. I mean, it's just set up like that. And we just had a training this week that was clear that if the information is put in accurate, it comes out accurate. And you and you can run programs. We have to get better at hanging wheels. We just we cannot we cannot have these type of it's just unacceptable to me. Dr. BS That was a major portion of our training within that four to five day period. I claim to obey. Um my question is um also on our claim document is um there are some claims that are not really clear especially to a new board where you understand what funds are going. Example, claim number 847539. Now,
054it says districtwide, but if it's districtwide, there are other claims that we have different locations that we made and it's identified. And I think that when we do claims that have multiple locations that there needs to be a description that it was applied to this campus or that campus. If we're cutting trees over here, cutting trees over here, we need to know what campus set for because I'd like to know what fun the work been done just off the trail. Um I don't know where the electric workers come. She says it's required but we have a claim for thousand some dollars. The other is uh I'm confused very confused on plane number 84752 and I wanted to ask but I don't think it was appropriate to ask it says additional service fee. What is this
055additional service fee for? >> If you look at that picture they gave you that total worth that amount. That's that's that's >> they just but they just gave it to >> I know they told that amount that's 11,000. >> Okay. >> That's in but as as when we're reviewing this that's that's okay. The other is claim doctor number 84 7558. Do you know where this work is done? >> So basically it's a PO. So the city paints just like for um W. So what they do once they get approved is a contract with they do a open PO. So open PO is for any services they have to have. So if you all approve a PO for 10 a contract or open PO for $10,000 they're going to put it in for 10,000. So when
056they have to go and do something they go ahead and do the work and they submit the invoice to that PO. So this so basically this information that's on here is just saying what the PO is for because it could be used for all locations. If you want to know specifically what you would have to do is you know get a copy of the invoice or get something from the um administrator tell us what specifically what's this for? But for the PO purposes we put in a PO you approve a contract for 10,000 contract with then we put it in. So that's any electrical work throughout the district. So then so just say if something turns up in McConn,000 that you all approve. So that's why I say all locations. So to kind of assist
057so you know where we can do is you know how to type something but we get you that information. >> I'm looking at I'm looking at claim on page seven where you have the breakdown. That's that's what I'm speaking in terms of >> page seven where we have like cla specifically what was done. >> Oh no no I can tell you the location because they do a open PO cuz it's they do like maintenance does an open PO that's just for all location. So when they put it in, that's how they um that's that's the purpose districtwide work or um so if something happens, they need something done, they go ahead and do it and not exceed the 10,000. So that's why they get the contract approval at the beginning. So I say so for
058the specific invoice, you know, I'm not into the details. I could I can you know provide what location this work, you know, for the board meeting. I can but if you don't mind um Dr. and I try to explain this a little better when we approve over pill we approving services to be done to x amount of dollars so with Dr. first and myself and probably the rest of the board. When a company come in, you have to request for that company to come in to do that work, which means you have to call them. That overview don't say just show up and fix a door. Somebody has to call them. And this $4,000 has to be work that was done. So they had to reissue they had to issue an invoice or a statement
059saying that this is what I done and this is how much it cost >> and this is where it's at. So that's that's that's what needs to be on here. So when we do have a open they just they're not just showing up. Somebody's calling and say a window broke or a glass broke or whatever and they will send an invoice. And to be honest with you, we just had the training on that. We've been talking about this and and you was not there. So I'm talking to Mr. V. So that's where the clarity come in at cuz what we doing for the open POS is the right thing to do. So if something needs to be fixed or repaired or replaced, you can call them. But at the same token for audit purpose and
060board approval purposes when the work is done it should say oh the door replacement repair security was done as so and so and this is the out because if not that the description is what the explanation is as if the people just showing off what no um so how PO works is so at the beginning just say it's open PO so they'll prove in June when we set it up in July. So the OPO is not going to be specific. So the purpose is the district wide indust $10,000. Nothing changed on the PO. Every time something happens and maintenance have to call them, they come in, they tell them what they need, they invoice them, and we apply the invoice to the same PO. We don't do a PO every time. I know the purpose
061is not going to change how our system is set up. The purpose not going to change. So that's why I told you he wants me to I can type you know what what it was for in what location and we can add that you know the documentation but the POE it doesn't change the purpose going to be for districtwide electrical work because it's for anywhere in the district. I think but we was just told that the marathon system and other system that the state the MDE use statewide does allow you to put the purpose in once you when you input this dollar amount in marathon is a drop down in which it allows you that's what we were told we don't see that we don't see the program I don't know if that's true but
062we as a board was just told this two days ago that they have a place for open poss that when you input the number in marathon that there's a drop down and you can put that purpose on there and if that is the case in that program it needs to be attached. That's it. So this is that. So we put it in as open PO. So we put all the P information in. We put the full amount for the entire year. Now what we can do is we don't have to do a open. It just takes long for them to get the process through but we can do one for every job and then we can be more specific for every job. And what I he was not specific. >> No, we don't. We not
063doing that. Maybe that's just the the superintendent to for the sake of time, the superintendent need to verify that information that we was given because we just was given that information two two days ago that states and I deal with this every day. So we have overs on my job. So what you put in in the description when you input the but we don't use marathon. We use a system called SAP. And in SAP in that open PO when I call and say come fix this door. I can put on is two men and a dog. That's what they brought with two men and then they going to fix the door. You can put that in your system when it's time for the invoice. And if that is the case, that's where we need to
064go to because we were told for number one for auditing purposes and number two for board approval. send the like the uh claim number 847597. >> See how you did a break down there? >> And that's going to be page seven and we know that that's different. So I mean like >> so this is this is a invoice. It's a P, but it's a different invoice, right? >> The thing the see they giving us for that month, they only we only had that one invoice. But even with that, it doesn't, you know, so if they give us one invoice, it's only for that location, but it's not going to say the location. That's what I'm saying. So that's why I was like to, you know, so you can know. >> But but but even for
065your records, for our records, you do they not >> see we have the but we have the detail invoice. So the um administrator when they do open and they call them in they do they tell them what they going to do to work and they have to sign off on the invoice. So it's a detailed invoice. So what we're putting in is just an invoice number and you know the amount. So that's why I was saying whenever we get the detailed invoice administrators go ahead and tell us so we can say this was at this location for this amount cuz they're getting an invoice and it's telling us specific but you just don't see your own invoice. >> Right. So yes sir. >> We need that information. That's what I said. So I I can
066give you >> however you want to do. >> Yes, sir. >> We need to know where the work is. >> So you just want to know like do you want to know like what's done or just where the location >> detail for that's invoice? I want to give it to invoice or you know >> okay what I'm saying is it's like whatever the program will allow basically to make it easier for you. We're not trying to get you more work. All we're asking for is mentioning because we've been confirmed and given directives as board members that we are responsible. >> Yes, sir. >> Okay. So, one way to make us comfortable in saying yes or no is that we are aware saying yes or no. So to help me do that is to say uh
067work was provided at Junior High on the doors and the cost for that was $500. Three things then I will have to ask for >> Yes sir. >> We can do that. >> We don't need to invoice none of that. >> Okay. >> You need to invoice the document financial files. We need the information to know that where it was done and how much it cost and what was done. >> Yes sir. >> Okay. The same difference on um claim docket number 84576. And I asked this question when we were we just did a recent walk through on some of the canvases and I see that we have an amount of $7,000 but is this it says a subscription >> now that should be for the entire issue correct for the entire subscription camera system.
068>> Oh that's just set it up. Okay. That that's for the entire mission. >> Yes, sir. >> Okay. So, if that's the case, are they responsible for I mean what what is what is what is involved in the the subscription? Is the subscription uh supposed to make sure that they alert you for those cameras that are nonoperative? Because we have some I want to know why if that's the case, why do we have cameras that are not working? >> Yes, sir. and we had several that are not working on some of the campus that we just visited this weekend. >> Yes, sir. >> I can actually answer that. >> There are two current camera systems in the district. There is a system called Milestone that runs the majority of our cameras. We have approximately I'm
069just going to estimate about 100 cameras. There are unworking cameras in that system. They're due to broken due to weather and age. Uh about three months ago, I went through every camera in the district and brought 80 about 85% back up. The ones that are not Mr. Brown and Mr. Dick and C those are ones that I have to actually physically replace. The Robus was the system that came into MBE. It was part of a grant was done statewide for one of the school districts that got it. Those cameras are fairly new. MDE paid the license for those cameras from the time that the grant was available. Now, we've had to inherit the cost of those licenses to keep those cameras running. Mr. Brown was the one who paid the cost out of his budget,
070but he basically paid the licensing cost just so those cameras would actually be accessible for the school district, the principal, the superintendent so that they could actually be used. And our plan moving forward is to sunset that system because we will have every month every year milestone. you don't have to pay subscription every year. So, we're we're trying to get all of our cameras in my office so we get away from having to pay these redundant subscriptions every year. So, this is the hopefully the last year we'll have to pay for this camera won't work on our system. They don't they don't speak. So that's the purpose or if you want to look forward that's what we're trying to do is move away everything is in a system that we already own basically and we
071just buy a license and once it's in there it's sitt there forever well my reason my concern is that we had the incident happen on campus we asked about footage response was that camera >> and And um I uh personally also um has access that's another thing. Um, but I have high concern about cameras that are on the outside such as the gym. >> All the gym cameras, the parking lot, the ones that are in front of it are all working. Every one of them are >> the parking lot's not working. >> They are they they working. >> They were not. I actually, Mr. big nose. I actually spent about 6 weeks going individually into the system and correcting those cameras one at a time cuz I it wasn't something I go do like all
072at one time. I had to individually go to each camera, reset them, reprogram them, and put them back on the network. It took me about 6 weeks to finish that. I've got 85% running, the 15% that aren't old, broken, water damaged. They're issues that I'm going to have to physically replace. And some of them even may require the cable that runs through them because that's part of the problem to be replaced as well. >> Yeah. Back in the fall of the year, I asked Mr. to find out what kind of wasn't working. Uh what we can do to get them fixed if we can't get them on identify the ones we have. So throughout that process, we were able to get up to about 80% actually working throughout the district. of the other 15 to
07320 defend have to be >> there specters speech therapist Well, um, his colleague is concurrenc Mr. I see a sale on terminated services for the phones the non Okay. Um, these are we bought these four throughout the district like walking talk, but as long as I'm within 26 miles of a sale where it's supposed to work. So, what we're doing is this upstart cost of about $5,900. Every year, you're going to pay a $2,000 licensing fee. But as far as those high $2,900 a month sale, this will eliminate that. RSR's will have them, each school will have them. They'll monitor different channels like this one is for I so they will always be on channel, but they will monitor the security channel and like Mr. D needs to make an announcement get on there and
074say, I need all administrators to switch to the security channel. And not everybody has access to that, just certain people and he can deliver a message just like if our chief of police wants to do something. So we're I'm we're trying to get us into the, you know, 2026 with a lot of our technology. And these are going to help save money, but also make us much safer as far as immediate response. I have questions going back to the claims document. When we look at page five of the claims document where it talks about ordinary peaceful services, repairs and labor, you spent $4,300 such dollars. The next entry on here Fort Mary Universal Services repairs to bus number 79. We have details and that's what we're asking for as a board is is the details.
075An example would be when we walked the canvases on Saturday there we encountered a building that actually had trees growing into the top of the building and we don't have details as a school board member when I visit a school and I know that I've approved of the claims docket for whatever has been done I I I don't know what has been done and and that's that's I'm hoping that's the issue that that Burks Dr. Burks is having which seeing that Saturday helped me to understand his concern. It's it's uh it's one thing to be kept in the dark. It's a totally different thing when you're walking a campus and you see trees growing into a building, sidewalks that have not over the years been repaired and they're about to cave in and various other
076things going on where we're supposed to uh approve of a claims docket and and things that are being done and and it's not fair to us ask board trustees to walk a campus and see different things undone and and that's that's where I am with this is just wondering Mr. big. H how do we how do we make decisions under your leadership on what's going to be done and what's not being done? because it it it makes it seem as if we're trying to get over into the dayto-day, but uh back to my point that I was making about repairs and labor, we have no idea what was repaired and what we've actually paid were paying for and and uh and that's that's what we're looking for is more clarification so that we'll fully understand
077what we're approving of and and I think in the workshop that we were in at Southwest College with the schoolboard association on Monday night. That's that's what we're being told is that it's okay for us to ask those questions for that specific reason. I think we when we walked on um some sidewalks the other day that really they're not even safe to be used. They need to be ced off. And this this is things that have occurred over a period of time. and and and I don't and and my thing is when uh a duty is given to keep up with such things and it's it hasn't been done over the years then it's it's a disgrace. That's how I've seen it. >> Well, Miss at this time right now I I just suggest that
078Mr. Big Superintendent Big have the opportunity to get with the Maron program and and help us out with that. >> Yes, ma'am. Any more questions about claims do? Next up, we going to have the report presentation of the business of the superintendent. >> Thank you, Madam President. Uh a we have number one 16 section report, number two uh teacher attendance report, number three enrollment breakdown report, number four discipline report, and number five teacher/ student of the month report. >> Any questions or concerns about the consent agenda item? This is the 16th section. >> What's your question? 25 year lease. >> Yes. >> Okay. So when we approving this piece, are we approving it based upon that everything is in order going forward? >> We all know agree >> the 16th section to approve the 16th
079section has a lease renewal. Brown. >> Yes, that lease is actually number five on the regular agenda. The Johnson police will be renewed. It's got from withdear term they have a they can exercise a help me if I'm wrong secondary term of 25 years. So that's what u the le indicated that we want to do. So how do how do we continue from 10 to 25? That's what I was confused about how what do we use kind of rational with that one? There was language in it that said that the lease had the option to either go with a 25 year lease after the 10 years was up. So that was the le's decision to make as far as if they wanted to do a 25 year. So they chose the 25. >> Any more
080questions? Um, regular agenda. Uh, number one, approval of policy provision. >> Any questions or concerns? I have a question. Um, um, Superintendent and the policy is about pay um, schedule. Last year, we voted to go to a a bi-weekly or twice a month pay. the SK the salary paid schedule in the policy says single month payroll and that's no longer um effective in supposed to be either bi-weekly or twice a month by month >> yes ma'am note >> that would actually be on that it's not paid it's not um it's not page loss And I thought I would be able to >> Any more questions or concerns about policy provisions? >> Uh number two, Madam President, approve a request to get bid and reverize cyber security. M you want to do a talk on that?
081>> Uh there's a letter attached to the board this time around. The rationale is very simple. All the bits that were received including the additional items that were not a part of the actual cyber security grants are either so far out of cost. My recommendation will be to reject all this advertise. We've actually changed the language in the RFP to limit that happening a second time, but we want to make sure this is a federal grant that we follow every guideline possible and make sure that we don't cut any corners and handling it the right way. So that's why my recommendation is the way it is for this month. >> Any more questions, sir? >> So you saying all that we receive? >> Every bid that we've received in the last days we are I'm
082recommending that we reject. Yes, sir. So there was was there a major language that was changing? >> Yes. Actually, in the opening of the new advertisement and what we're going to most, it states that you may not for any reason whatsoever add any items that are requested on this list. Every person who put a bid in except one did that. The bid that did not do that was so outrageous of price, it was actually almost $200,000 more than the grant allowed. So that's why I'm saying that my option when looking at those was to reject every bid that was offered and to readvertise. I think that's keeping federal money and our money where it's supposed to be. It does put a tighter time frame, but I would always rather air on the side of caution
083and do the right thing, especially with the federal grant, but I wouldn't do anything else. Thank you, Mr. B. Uh number three, approval of MC school district school district plan second. >> Any questions or concerns? >> The concerns that I have with uh the strategic plan, they may have been noted in the plan. Is uh Mr. exempt me to get those things noted. Do we are we going through each one of those or when this was reviewed was everything understood as far as my concern? I didn't see anything else that anyone else had. Is that correct, Mr. Digs? >> You were the only person that sat with me. Yes, ma'am. >> I am >> I just have one concern. Chief um Miss requested that we move remove the fine program but this is a fiveyear
084plan. I suggest that we keep it because the district intent is to bring that program back. So this is for the next five years. So if this our plan it should be included in that because our intent is to have that program brought back to within the district. So my suggestion for it is that is to leave it as is that goals teaching plan is goals that's set for the next couple years. Mr. >> If uh Dr. Burks and Miss Dylan if you would like if you can send me or email me those Mr. Big did ask me to address that. I can put them back in with Miss Martin actually attached and it would be ready for you to look at at the actual board meeting. >> Yeah. Would that with your approval? Of
085course. >> Mine's particularly concerned with um technology and athletics. So >> Yes, sir. If y'all just email me those, I'll include the comments like I did last time. It'll be ready for all to be viewed for the actual board meeting. I'll have time to do that before this weekends. Yes, sir. Thank you. >> Thank you, Mr. V. Number four, approval of depository bids. >> Any questions or concerns? >> Number five, approval of 16 session lease. >> Any questions or concerns? >> Number six, approval of advertisement of bid for income and payment system. >> What's the concern? Um I'm kind of concerned Facebook we actually have the funds that came in quite some time to address that first call. >> Yes, we we have the funds. Uh it was a loan taken out seems like a
086couple years ago now and this was originally in hands of technology and then this year I got to ask some questions and I said we need to get systems updated throughout the district. So this is what that RFP is. So yes, the funds are sitting there and I don't want to say how much I look at and put in for that. But I've actually got a very short 2 minute and a half video that will show kind of what the overarching plan is for the district. I'm fine with it as long as we got cuz I thought >> well I know I know about what it was then but I don't know what >> yeah the funds are here but the fight upgrade all systems Number seven, approval of request to form a committee for
087the purpose of renaming McCome High School gym. >> Any questions or concerns? I would like to say that um selecting and fel she submitted the um request. So um the letter is attached in order to do that we um the policy state that they would have to create we as a board we have to create a committee. So if that's the we have to go next um doing the work I'm sorry during the next not next week the week after board meeting we would um approve a committed to see if that's what the community would like to go to. Any questions or concerns about that? >> Number eight, we have approval of personnel renewal classified for 26 27 school year. >> Any questions of concern? Next uh D we have miscellaneous business out of district
088transfer request. >> Any questions or concerns? >> Next we have personnel recommendation policy CEB. >> Any questions or concerns? At this time, can I have a motion to adj? >> I have a motion and a second. All in favor? >> I opposed. >> Thank you. >> Thank >> the next board meeting is March the 16th. Mr. Bigs will be posting March 16th. Yes, I am.