001to order. Uh please join us in the pledge of allegiance and moment of silence. We'll start with a moment of silence. >> Thank you. Salute. I pledge algiance 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. >> First up, we have u community comments. Um, we have one signed up, Mr. Ed Camera. >> Are you telling me this is >> Good afternoon. My name is Ed Cameron. I live at 141 Channing Lane in Crossville and that's in District 1. And I have some questions about the budget that um concern me. First of all, it appears we're violating the 17% reserve fund mandate from the county commission and I've not heard that addressed. Secondly, uh we have
002chosen to take insurance and put it in the instructional line which makes budget comparisons across any department virtually impossible. And thirdly, we've chosen to add a position in the form of an athletic and activities director that could be used to reduce classroom sizes by hiring teachers. I appreciate your time. Thank you. >> Thank you. >> Okay. Um, next is uh Mcken Street. No worries. >> It's all right. Maybe by the time you're done, Shannon will be here. >> Yeah, there you go. Drag it out. She'll love it. four. >> Okay. I know. >> Well, it's good to see most of you again. I think the last time I think I saw Miss Stall, Miss Nichols, Mr. King, Mr. Matthews was probably December. Um, so we've been putting in a lot of work since then and
003uh we're excited to share a little bit about what that work is. Um, what we're looking for today is feedback. So, we've been putting together a second phase of what our first program was. uh consider it the act the actionable part of what the integrated facilities assessment um served its purpose of being. And coming out of today, we want to, as I said, solicit feedback. We want to get your input because next week, we'll be asking that the board approve our contract to move forward with the second phase. Okay, any questions before we get started? It's a lot more fun if I get some feedback and We're here >> and I get some input from you, I can sit up here and talk at you all day, which I'm sure Dr. Farley would love. >>
004Okay. So, I shared a little bit about what our agenda is and it's genuinely getting your input. Um, we've we've worked with the administrative team and others to put together what we believe is a really good operational infrastructure program. Um but if we do not get board buyin, it's not a good program. So we want to understand what your thoughts are. Uh we'll share what our proposed multi-phase approach is and then we'll coordinate what the approval process for the next phase actually looks like. So before we get into the nuances and the intricacies of what it is that we're proposing, this is a slide that you saw back in December and it's a reminder for why we do the work that we do, right? so that we can better serve the students of Cumberland County.
005Specifically, the first phase was around collecting as much data and information as possible about the portfolio of our buildings. The second phase is tangential to that where we're actually collecting operational data to begin feeding into the already existing system. So, better data, better decisions, better student outcomes. That's our northstar for the next approach. Okay. So, what have we been doing since then? um 3 four months is a lot of time. So it boils down to system software and strategy. The first is you remember the integrated facility assessment that we've done. We've put in a temporary practice of actually uh having a process to update the assets that uh Miss King and the maintenance team are are replacing. Just because we're developing a next program does not mean that all maintenance and operation stops. So, we've
006got to have a way to make sure that we're capturing in the interval or or interim, excuse me, what those changes are. Uh, the next part of it is we've gone through an evaluation process to select a new uh computerized maintenance management system. So, this one way to think of it is the ecosystem that all of our data and information will be housed. So, as we move forward, this is um you equate it to a house. This is our foundation. and then capital planning. So, we've got Paul McNotton, who you've met before, Paul, and Trey Craraford's one of our uh regional directors. This is the group responsible for actually developing what the capital projects portion looks like for the next phase of work, which we'll get to here in a little bit. Uh we've also
007had some fun. So, part of what we do uh being a engineering and project and construction company is we believe it's really important to give back to our students. And when we partner with the district, it goes far beyond just project work. Um, so we actually talked to Dr. Eldridge back there in the corner and we said we said, "Hey, we've got a lot of really, really talented individuals and a lot of really good people on our team. You know, let's figure out a way we can engage students." And so, one of the first things she said was, "Well, Mr. St. Claire over at Cumberland County High School standing up and has for the past two years a mechanical, electrical, and plumbing program of which the state champion and the runner up have come out
008of that program. So, that's something incredibly >> powerful and and something to be proud of. But we said, okay, well, we've got this really good program. How do we continue to drive students into that program without, you know, Mr. St. CL going and yanking them from hallways and putting them in chairs. So we said, "Okay, well, why don't we go and actually work with the Gear Up team and go meet with eighth graders and take them on building tours and teach them about the fundamentals of engineering and building systems and let them see all of the things that you normally cannot see because you're not supposed to, right? Good buildings, you should never know what's behind the walls, >> right?" Yeah. So, we ended up meeting um we did tours at Glenn Martin, Frank P.
009Brown, Pleasant Hill, and South uh South Cumberland. And so, it was a lot of fun. I was on three of those four. Paul was on a couple. And we had uh one of our team members who actually does this programmatically at large come up from Tampa to lead all of these. And so, big big shout out, big thank you to Dr. Eldridge um on the Gear Up team, Miss Flowers, Miss Allen, and Mr. St. Clair. And then shout out to Katie and Brody. Those are your uh Brody's your number one. Kaden's your number two on how they placed and they were both with Mr. St. Clair uh working with eighth graders. So again, it was it was a lot of fun. Um it's about building a pipeline, right? It's what's the purpose? Okay, so that's
010what we've been doing. Let's talk about what we're going to do. So like I kind of talked about we can you know McKinstry can myopically go come to the the district and say hey we we recommend this because we did this first phase but again if it's not suited to the direct uh you know implementation standards that the the district is used to. If the operations maintenance team doesn't get behind it it's not a good program. So, we actually went through a number of steps to source input 360 degrees from the district to guide what it is that we're recommending for the next phase. And so, it looked like this. First is back in December, we we met with the board at large and then we've had some board one-on- ons asking, you know, what
011do you want to see? What does this next process look like? What is important to you? What's important to your constituents? Um, we also spent time interviewing with every principal one-on-one and while we were there also interviewing custodial members to understand what is the dayto-day look like to inform our decisions as well. And then of course we've been working closely with the district administrative team. So Dr. Farley, Miss Bray, Miss Kingington, uh, primarily trying to understand how do we create the best version of this next phase as possible. And so this is what we heard. Uh it kind of comes back to these four main points. It's investing in the learning environment, right? Identifying high priority projects that are going to make tangible impacts to student occupant comfort, student and occupant comfort, excuse me. Uh
012understanding how can we enhance operations. So how are we looking at the workflow of the way that we're actually going and doing maintenance across the district? and then understanding where are our resource deficiencies uh reporting as well. So historically we've got all of this data that we've not leveraged um and there's some data that we're not collecting and so understanding how can we then start collecting really good highquality data roll it up into reports and systems that allow decision-m for the board more impactful and then disciplined investment. So what that means is as we look at capital projects at large which we'll talk a little bit about later how can we start bundling projects together to gain efficiencies and not just material purchasing but implementation. Um that's going to be a really big factor when
013it comes to cost reduction over time for the district. So some of the challenges that we heard uh well this is one of the challenges that we foresee and this came directly out of the first phase is this $52 million that we need to account for over the next 10 years. Right now Yep. Yep. Yeah. Right. Right. However, part of this process is not just looking at this graph and saying we've got to go spend 52 million. >> Right. We know that's likely not feasible. The the process when we look at something like this is understanding well what are the priorities of that 52 million and how do we go strategically start biting off chunks. Some of the other challenges that we've heard are budget constraints. This is not atypical um for any public organization
014as you know. Um, you know, there's a I think I told you about it last time, there's a comproller report, $9.5 billion dollars of deferred maintenance across K12 over the next 5 years. Um, this is something that everybody is having to wrestle with. And this programmatic approach, Cumberland County is actually one of the first in the state to actually do something like this. So, it's really important because I genuinely believe you guys are at the forefront of what this large deferred maintenance wave will will be across the the state. uh maintenance resource and pressures. So this isn't just um you know do we have the right systems or do we have the right funding for for maintenance and operations teams but do we have the right tools? Do we have um you know systems in
015place that reduce their time spent on uh work orders? Um you know do we have the right people in the right seat on the right bus? Um do those people have the right tools? do they have the right training? Uh these are some of the the constraints that we've heard. Uh another is the growing deferred maintenance backlog. So this is kind of the scenario of if we do not continue to bite chunks out of this 52 and we let it roll on, you know, what are the impacts further down the line? Uh I'll give you an example. Um so the average for emergency procurement costs is about a 40% premium. So if we have units or material that that we need to replace and corrective maintenance will happen, there's usually a 40% premium to it.
016So again, how do we avoid that as much as possible? And then limited reporting data. We've already talked about this a little bit, but how do we, you know, we've got data silos across the district. How do we break those silos apart? How do we start bringing data together and making it actionable for the board? What else? What what am I missing? >> I don't think you're missing anything there. I do have a quick question um on the on the management system that you chose. Can you talk a little bit about how and why you chose that system? >> Yeah. Yeah. So, we we evaluated I think five different systems. Um we scored them based off of features. So, features that would be used by the district. And then we also made our decision based
017off of um training and support. So those are kind of the two primary. And when I say we, McKinstry did not make that decision. The administrative team made the decision. Um we just kind of helped provide some input. So >> these these items or challenges were were considered in that in that selection, right? >> Yeah. There so there was a a floor that was set for all of these systems. They had to do a minimum of what we needed to do in this next program. So all all of the of the systems that we evaluated had the capabilities of doing everything that we need. It just came down to some of the soft components to it. Does that answer your question? >> I think so. I think I understood the answer. I just wanted to
018make it clear to everybody why we chose why >> we as a district chose that system. >> Right. Thank you. Okay. So these are some of our challenges. So you saw this before I and the reason I show you this is to help begin mapping out what it is that we're going to do to address some of these. So we started with the integrated facility assessment. That was the portfoliowiwide um you know asset inventory, data collection, cost reporting, so on so forth. And we know we want to get to this state where we've got improved district operations. So philosophically, what does that look like? Right? First, it's expanding the preventative maintenance program. So, how can we do more PMS with the resources that we have? So, that way we're keeping on top of equipment warranties,
019we're also extending the life of our current equipment. If we can get 12, 13 years out of a piece of equipment that usually expires at 10, we're going to try to do that as much as possible. The next is implementing some smart tracking technology in our critical systems so that way we've got more insight into the operation of different units. Um, another component of it is is let's try to give our maintenance teams more information before they ever have to roll a truck, right? The more we can reduce rolling a truck and keep our our two maintenance techs on high priority items, the more efficient we're going to be. The next is what we've kind of talked about a little bit, which are strategic capital investments. Are we investing in the right things at the
020right time and getting the the best delivery and getting the best procurement vehicles for our different projects? And then multi-year capital road mapping. So, not just understanding what is years, you know, one and two look like, but as we continue to work with with the school board and the administrative team and and the county, understanding what does the roadmap look like. This is going to be really important for decision-m when it comes to, you know, budget and funding components. And so this is the essence of what this operations and infrastructure program, this phase 2 looks like. So we've talked kind of agnosium about some of these things, but here's our current state, and we know it's budget constraints. We've got some limited resources, limited data access, and growing deferred maintenance. We believe by doing these
021things we can get to this future state which is more efficient use of funds, enhanced visibility, optimization of maintenance resources. And we're actually doing this I think I've shared with you Hillsboro County Public Schools in Tampa. We're doing this exact program with with them. Uh it's 260 schools, but we're saving them cost and operation savings about $14 million a year. Now, we're not going to have that scale here, but we've actually modeled out what it's going to look like over the next 10 years, >> and we think it could yield about $10.5 million in operation savings. This doesn't account for the $6.5 million in delivery efficiencies that we're accounting for on the capital project side. Um, but this is a really conservative estimate. This also doesn't account for rebate money and grant funding that our
022team's going to help you go and find as well. So just an overview for what this could potentially look like. So let's talk about how this next program is actually phased. In 2025, we were learning. This was the integrated facility assessment. This was us laying the foundation for what this house is going to be. Uh the we're taking a two-prong approach. First is operations focused solely on workflow tools and systems that our day-to-day users and administrative teams are using. Okay. The next is capital projects which is a building system modernization program. So when we look at that $52 million, it's going to be up to Paul and team to actually determine what are high priority projects, what's going to have the greatest impact, and how can we go deliver those most efficiently. Any questions about
023the phasing? Okay. Okay. So, the operations overview. What does this look like? We actually had a meeting here at 3M uh right before this to talk about the first component of it, which is workflow optimization. How are we directing our resources? Are we having the right people work on the right things? Do we have the right people in the right seat working on on the right projects or on the bus? So, for example, if if we get a work order and the work order request is to move furniture, we do not need our HVAC techs and our electricians to move furniture, right? Not saying that happens, but that's an extreme example. Okay? So, we're going to then get all of those processes integrated into the new CMS and make sure that everything is directed the
024way that it's supposed to for the greatest efficiency. The next is asset tagging. So, we have an inventory of all the assets in the district. Let's go ahead and get those integrated into the new system. Get those tagged. That way, we're we're attaching direct costs and time spent on different work orders for different pieces of equipment. Another example is, you know, if we spend $15 million or excuse me, whoa, whoa, whoa. 15,000, you're awake. >> Whoa. >> You gave us money. >> If we spend 15,000 on a rooftop unit and we're kind of teetering on whether we decommission it or continue to fix it, we're going to have historical data to say, "Hey, we've already put some time and money into this. Let's just go ahead and replace it." So that's part of the intent
025for it as well. Uh facility intelligence setup. These are those dashboards that you see in the top right. So our team will custom build dashboards to fit the district and uh specifically to meet the the key performance indicators that the board would like to see. So that way and whatever those those may be um it's the essence is giving you the right information so that way you can make decisions. Uh, the next is, we've already talked about this a little, is installing smart sensors in critical units. So, how can we go get information from a unit without ever having to send somebody up onto a roof, right? 30 minutes away, you got to go out and back, that's an hour of one of our text time. So, if we can get them to remote in
026and look at it on the current building automation system, that's going to drive a lot of efficiency. And then ongoing training and support. So that's not just on all the tools and the systems that we're proposing, but that's training for our custodial personnel, that's training for our maintenance personnel to make sure that they have all the resources and tools and understanding of the new systems as much as possible. This is not a this is called a program. It's not a project. There's no part of this where McKinstry is walking away. Okay. So the capital projects overview first tenant of it is retrocommissioning. So this is uh equated it to I think I told you in December it's like tuning up your car right maybe there's some small things that we can go do to get
027asset life out of some of the existing uh pieces of equipment rather than wholesale replacing uh HVAC replacement projects. So we know lot a lot of our $52 million is primarily heating and cooling. So, how do we go and do larger projects, bundle them together, deliver them quickly and more efficiently and cost-effective as possible? So, the deferred maintenance is is a little broad and we we keep it broad that way because what Paul's going to do is while we kind of know heating and cooling is a large need for the district, there are also some other needs that we're not entirely sure of. And I'll give you an example. So Glenn Martin plumbing, it's almost original to the building. There's a lot of discovery that needs to be done. So during this next phase, we'll
028actually go run cameras through the plumbing to see if it needs to be replaced or lined, right? Because there may be some um you know deferred projects. Again, this is the reduction of total capital costs. Um, another another component of it could be uh electrical at Homestead. I know we've talked about that a little bit too. >> Um, part of what what Paul's job is is, you know, these are older buildings. They have good systems, but use for buildings change over time. So, do the systems in the buildings actually support the needs of the occupants today? And so, it's his role to go address that. Um, fire and life safety. This is a big one. Um, this cannot be neglected. This is probably outside of educating students, one of our greatest tenants or reasons for
029for being uh good good stewards of our our students, making sure that they get to school safe and they go they go home safe. Um, so fire alarms, uh, again, electrical, other alerting systems. Let's figure out what needs to take precedence over some of these other projects. Any questions between the operations or capital projects overview portions? >> Come on. I've not made it that easy. >> Okay. You're >> doing a great job. >> Well, thank you. >> We just don't have questions. >> Great. >> I have one question on on the systems. >> Yes, sir. >> So, as far as you talked about efficiency. >> Yeah. >> Will you also be analyzing if those units were sized correctly or if they can be modified >> to better serve the area that they're that they're Absolut.
030Yeah, absolutely. An example is uh Cumberland County High School. Those Bard units, right? They take up a lot of space in the classrooms. They're often loud. They're good units. >> They're really good units from a mechanical and operational standpoint. But the question is, do we want that type of system in our building for the next 20 years? Right. There's a determination that'll need to be made by the board of if there's a change of direction. So, you're absolutely right. not only are we looking at like is this the the best install cost and price and system, but its overall value. Um, and so we'll look at all that as well. Any other questions? Good. Okay. So, funding, I think we all want to know. Okay, great. Dylan, how are we going to pay for this?
031>> Um, well, there's so these are traditional funding options, right? You've got operations and capital budget. Uh I've I've actually line item uh what you spent last year on these two buckets. We don't have a recommendation for how much you spend this year. I think we're still going through the planning process process to see what the budget is. Here's my philosophical take is let's understand what our parameters are for the budget and then let's go execute the best projects possible within those parameters that are allocated. Okay. But there's two more sources that we'll talk about. One is the state EESI program. So this is me putting information in front of you. I'm not making a recommendation with the exception of this last one. Um the EESI program is something you've used before. It's applicable to
032HVAC and retro commissioning. So if we get down the road and we're looking for alternative funding, this is a potential vehicle. Uh another option is actually money that you currently have, which is $221,000 of a TVA energy right rebate. So we can use this 221 to kickstart our first phase of work. And then what that'll also allow us to do is as we go and do more work that qualifies for this rebate program, our team will help submit to TVA request for more rebate funding. And so the intent of leveraging this program is as we do more work, the more funding it generates to subsidize future work. Right. Mhm. >> Okay. Any questions on the approach? >> Dylan, can I add something? >> So, the 221,000 that we have received that kind of like additional
033money from the lighting project and things that we've already done. So, we have that and that's money that we didn't know that we were going to get. So, that's where that money comes from. Just to make sure everybody understood that. >> Awesome. >> Thank you. >> Okay. So, how do we actually go and get this approved? So, we've had uh your legal team review this uh energy energy related services contract. This could be our master services agreement that sits on top of all of the different phases and allows us to execute and administer future phases as well. So, we're sitting here on the left. You've already done the CMS selection. You've already self-funded it from this year's current budget. What we're requesting next week is that you approve this MSA, which allows us to begin
034working on the phase 2A1. So phase 2A1 allows us to set up the CMS. It allows us to start optimizing workflows. It allows us to begin asset tagging. Um getting, think of, go back to the house analogy, getting the the framing of the house together. Okay. Concurrently, what that also allows us to do is it allows Paul to begin developing the capital projects portion. So, it allocates hours of of time for him to begin going and looking at do we have the right systems serving the right buildings sized appropriately, so on and so forth. So as we work through the budget season, my or our approach is this is not uh a oneanddone engagement like the intent of this is to be uh collaborative with the school board and the administrative team. So there's going
035to be a number of meetings and I'll be back here every month if you'd like for me to give updates. Um because what we want when budgets approved is like I've said if we've got these parameters we want the best possible project for the parameters that we have. Okay. So budgets approved call it beginning of August. We're then requesting um approval for at that point for phase 2A, which is as we've collected all of this data through the summer via the new CMS and and other systems, we're going to begin building out those dashboards so that way you have access to all that data in the format and way that you want to see it. It also allows us to begin implementing those capital projects that we've approved. Okay, so that's that phase 2A. Um
036and 2B. All right. Any questions on the phasing and approval process? Clear as mud. Okay. And then it allows us also to amend it to add future phases of work as they come up. >> So those projects are going to fit within what we hope to get approved in our budget for capital. >> Right. Right. Okay. >> Right. Yeah. So, let's say we get $4 million approved. What can we go do in that $4 million that provides the greatest value to the district, right? And it's going to be, like I said, it we have buckets right now of what we estimate those needs to be, but variables change. For example, we could get I'll tell you the Glen Martin example again. If we get in there and we find that, hey, like the bottom of
037the pipe is not eroding and we can line it, that's cost savings that we can then redirect to other projects. Okay, so this is the the type of in there's a level of investigation that also has to happen for some of this stuff as well. So great question. Okay, so to wrap it up, so current state, knowing we're driving to future state, you've already done these first two steps. The next phase 2 A is this operations and maintenance program. This is the frame of the house. Next is the building modernization program that's also concurrently being develop uh developed, but this is actually putting it up. And then the future state is what we want to see. So over over time $10.5 million of of operational savings, future rebates, where can we go get more money
038to continue feeding back into the system? you know, how can we be good stewards of of our resources that we have? Not just financial resources, but also our people resources. You know, it's it's hard to go get good people. So, we have to be really intentional about ensuring that we keep them. Enhanced reporting, that's giving you the data to make decisions that you need. Um, optimization of the resources we have and delivery of capital projects, that's what we're we're driving towards. um in addition to also being good caretakers of our students. So, next steps, we are here today uh April 16th sharing this uh approach with the board, soliciting your feedback. We're requesting that you approve the development or MSA, the master services agreement on the 23rd, so next Thursday. And then that'll allow us,
039Miss uh Bray and I, to actually start working on the phase 2A, which is getting the CMMS set up, working on workflow, going and tagging assets, beginning to feed data back into our systems, and then that'll also allow Paul to start developing. Uh, I would anticipate come June, we'll be at a good midterm point where Paul's got good uh, capital project recommendations for the board that we'd want to solicit your feedback on again as well. So, any questions on next steps? >> Okay. >> Do you have any thoughts, Dr. Farley? >> No. Um, we do have uh for you all on the agenda, that is the the contract that he's talking about for next week. That document is an attachment on the agenda. So, everyone can see that. >> Miss Bray, anything to add? started.
040Okay. >> Well, we appreciate you. Uh, thank you for Thank you for allowing us to come back and >> thank you for all your hard work. >> Look forward to seeing you next week. >> Thank you. >> Thanks, Dylan. >> Dr. Fellow, I don't know if y'all mentioned this before I got here, but from the meeting that we had, Mckin with Mckinstry, um, the 101's, they had mentioned that our board attorney has already reviewed that contract. >> Absolutely. Approved. Just for everybody's information. Thank you. >> And no, that was not discussed. Thank you. >> I think he did mention it >> early on. Did he at the start? >> Yes, he did. >> So, does anybody have any questions on uh the contract? because we will be asking you. This will be on the agenda
041next week and it will be a voting item obviously. >> I'm sorry. >> Me too. I was like what's that noise? It's me. I'm sorry. >> I thought it was me. I'm like what am I doing? >> Sorry. Okay. Um next item on the agenda is the budget. Uh this, if you've noticed, we now have moved this to to draft two. uh made some updates on um on some of the salaries. Uh we have also uh Miss Delk was able to finish the retirement rates. Those were mentioned in the meeting uh in March. She has handculated every uh employee and their retirement rate and that is in this budget as well. So this is kind of where we stand right now. Uh I'm sure that um some changes will be coming along. This is so
042you can see this uh and again this too will be on the agenda um next week because we will need to get this voted because it voted on and approved because it is supposed to go to county commission um soon >> on the 27th of April which is the Monday following the Thursday meeting. Yep. They have a couple questions. Um, on page 14 under the board of education funding, I noticed um the legal services for the attorney, we our proposed budget for this year was 65,000 and it looks like we're proposing the same amount for next year. But then I also noticed that one of the budget amendments that we've got going this month as well is we've run over on the attorney and we're adjusting funds for that. >> So I wasn't sure if
043the 65 was >> realistic. I know we made a change with attorneys last year and we had a lot of legal things that occurred that they had to get involved in. So I didn't know if we felt that 65 was enough if this was just an odd year. So I think what happened kind of too in that respect is uh when we started this draft and we've worked on it you know we kind of left some of the things the same since then we have found the need to to make that amendment so that is definitely a line that we would look at and like I said you know this is still a work in progress right now. So, um, and then also of course just looking at where we were on our estimated revenues
044for the year and then the estimated expenses going out, we'd be dipping down into that general fund for what we've estimated on our general fund amount. So, the changes that you're talking about making over the next week before we come back to the table on this, do you think that's going to make any impact on that? uh great a greater impact than what we're seeing now. >> Less or more either way? >> Probably close to the same. >> Okay. >> Because we're still coming in over the required reserve by the state but coming in under the preferred reserve by the county. >> Right. And something on your end >> and something too to keep in mind with this this is um our 25 26 projected budget that we're going you know to propose and uh
045as time gets closer and uh you know we would have those actuals. We just are waiting a little bit longer on those. Yeah. >> Is that it? All your questions >> so far for me. Okay. the big ones. Yep. >> Okay. Anybody else have any questions? >> Okay. So, the next item that you have on your agenda is Miss Hamy's um her proposed budget uh for next year. and I'm sure she's very grateful to you all for going ahead and uh voting on the classified uh pay scales that enabled her to get get that done. And then we also were able to get the uh retirement rates. So that's been a big help to her. Uh Miss Hamby is here if you have any questions. Uh and again, we would need to uh approve this
046next week as well. So you'll see it on the agenda as a voting item. Any questions for Miss Hamby? >> Noticing the prices went up. >> Yeah. >> This year more than what we figured and going up again next year. >> Absolutely. >> Yeah. Quite a bit more than what we initially figured for this year. >> Nice little presentation. Appreciate the >> little packet, Miss Hy. >> So, any other uh questions about either of the budgets? So, let me just say again, you will see both of these items next week, and we really need you to vote on them next week so we can get them finalized to the courthouse. So, the next item that we have is the capital projects. Uh this is what Mr. Van Winkle had asked me to uh compile as
047kind of like one-time expenses. So, um and this is uh currently included in our budget. It is on the last page. It is the new um the new line item that the controller asked us to create last year. Um that line had 3.1 million in it last year and we have 3.1 million plus a few more in it this year. But you can see exactly where these are costs are coming from. Your HVAC, we're asking for 20 units for SMHS and CCHS. Uh, looking at fire alarm systems, going with the oldest. Uh, Martin is 1976. Uh, Stone is 1999. And the old wing at Pleasant Hill, um, for some of you that might not realize, Pleasant Hill, I think, has been added on to like three different times or four. And this is the wing
048that is from 1980. Um, we do have back on the um, budget again. This year is the Homestead Electric. If you remember, um, we had that on there last year and it kind of got booted off. So, um, as Dylan alluded to, Martin drainage, uh, we have work on there as well. Uh, and we have, uh, McKinstry is on there. Um, the special education instruction support, that should be gone. Um, additional HVAC units. Uh, this is where the budget line is in the maintenance page. there was an additional 200,000 from that. Um, and lawnmowers. Okay, let me clarify what that means. That's like a lawn tractor. Yeah, >> it's not just, you know, like a lawn mower we use. Uh, we would be getting one for CCHS and one for SMHS as they have groundskeepers
049uh that take care of their lawn. >> We're also asking uh for buses. She's asking for one special education bus and she is buying a larger sped bus than what you normally buy. I think it holds uh 20 students u and then 278 passenger buses and uh 190 passenger bus. So when you add all of that together it comes up to about 5.4 million. is the HBAC units. Do we have specific schools that we know we're going to have to work with on that or is that just the budget line for the budget period? We know we're going to have to do some work. >> Yes. >> Okay. >> And then um the buses, I know last year we talked a bit when we bought the buses about lifespan and the ones that we got
050last year, >> we were at the end of the lifespan like they had to be cycled out. We didn't have a choice. Are we in the same situation with these? >> Yeah. I don't think it's as dire as it was last year, but yeah, it's probably very close. >> Any other questions about these capital projects? >> The HVAC units are coming from recommendations from our >> Yes. >> facility review. >> The the ones up at the top. >> Yes. Okay, next is the resolution that we discussed at the uh April 2nd meeting. Uh Mr. McCarti has looked at this and has given his blessing. So uh I think this is an item that is on the agenda on the special called to follow this. Any questions? >> This is a a board level only kind
051of resolution. >> Okay. So, next we have uh technology concerns and Mr. Farley's going to share those. >> My good right here. Can y'all hear? >> We'll get you a microphone. >> It should be on. >> Thank you. >> So, I come to you tonight. I wish I had good news, but it's not very good. Uh um I can't get a uh quote for this coming school year for for my technology, our teachers, computers, or our Chromebooks. I can get one, but it's no good. They're giving me a seven-day quote right now. Seven days. That's all the the quotes for. And prices are going up. And the reason why is because of all this AI data centers that are going up all over the the place. They're they're buying up all these chips and everything.
052So, we just can't get a quote that far ahead, you know, to where, you know, when the county commission passes our budget, you know. So, what I'm asking you all is what we did last year kind of in a sense to to go into our fund balance and buy them now and let's not budget them for next year. Uh, our Apple computers that we buy, the teachers have already went up $100 a laptop. So, they went from 14 something and some change to $1,500 and some change. So, it was $100. So, those have already went up that much. The Chromebooks, I've been told to to look at about a $6 to $8,000 increase and what we're paying right now. So, uh, on the whole u, so just leaving that up to you all. We'll do
053whatever you all decide to do, but um you know, if you all want to save, in my opinion, it we'd save a little bit bit of money if we did it out front, you know. Um is it is it reliable information that I'm getting? I'm at the mercy of these vendors, you know. Uh they when I call and ask for a quote, they'll say, "I'll give you one, but it ain't good for but for seven days." And I've never had that before. I mean, I used to get them for 90 days, you know, and then then it went down to 30 days last year. Now it's at seven days. So, uh, the balls in your all's court, you all tell me what to do and, uh, you know, um, I'll get with Sonia and try
054the best I can to guesstimate what it's going to be next year, but but I'm just letting you know ahead of time that I I just can't get a quote from that length of time. >> Do you have a quote now as far as what they gave you for seven days at all? I have a I have a quote right now and and and that's what we budgeted for right now. But that'll >> but that's only good for a week. >> That'll change next week when you all vote on the budget, >> right? >> So, >> okay. >> By the time we vote, that's done and it's going to cost more, >> you know, and I I'd like to blame anybody in the world, but you know, these these uh these AI data centers are
055going up everywhere and they're buying everything they can buy. >> Yep. Yep. Yep. It's very true. >> Anybody else got any questions? So, the quote you have now is good for seven days >> pretty much. Yep. >> And and you'll have to look at the date I got it because it was a few days ago. So, >> is it possible that we might not have to have Chromebooks for fifth grade next year? Is it is that >> Well, the state uh asks us to test on Chromebooks, we got to have Chromebooks. >> And next year, third through fifth grade will be going to online TECAP. Okay. I know there's legislation being discussed about and I see you nodding your head. >> Yeah, there is. >> There's a very likely chance from what I've heard that
056it passes, but I don't think that they've thought that far as to what it does for the ramifications of testing. >> Yeah. >> Because you would have to have the Chromebooks for the testing. >> Okay. And the state's real good at mandating things that they don't fund. >> Yeah. >> In my opinion. That's my opinion. you know, uh, >> well said. Well said. >> If they're mandating testing online, we should, you know, give us a little break there in the old Chromebook. >> But that's all I've got. If you don't have any more questions, >> if you want a replay, go to Elbert's YouTube. >> So, how would you handle that? >> So, >> question. It's on the special called meeting for this afterwards with an opportunity to vote. >> So this even if we
057approve it, does it change >> before we pay for it or can he go ahead and purchase based on an approval or do we have to wait for a budget amendment approval? >> Well, if it it wouldn't be going to the budget, he was talking about having it now. >> Well, it would go through >> like we did last time, >> but it's got to go through county commission. >> Yeah. So his quote could change before county commission approach >> and it will. >> Do we have any do we have enough monies in the technology line where we wouldn't have to go through the >> Nope. >> What about doing the half and half? Do we have enough in that line to do half of them? >> Not in his technology budget for this year.
058No. >> Okay. >> So then how does that work? till we get approval of it and then >> it could change but hopefully it wouldn't go up much from like a couple of week time period from the quote to when we order unless something crazy happened but then we could reassess if something >> how many how many units >> is he wanting to purchase do you know that >> yes and the overall quote price now >> I don't have the quote in front of me but I can tell you so I think the two schools that is getting computers next year is Martin and Phoenix and that typically is a little bit lower than what we normally have that in in a bright area that is a little bit less computers and then uh we
059purchased for fifth and 9th grade. The only reason that I'm asking for the quote amount is because if we had it, we could actually vote on that amount and the >> the supplemental amount. >> The Yeah, exactly. So, it's ready to go to commission. >> Miss Del, do you have the um the bid? >> Yes, we do. because he's asking for 1,200 Chromebooks for fifth and ninth graders. And then I don't have the number that he's asking for, but it's Martin Phoenix and nurses. And not only does he buy the laptop, the laptops for them, he buys the Google license as well. >> If we could have that before we have have the regular meeting to know an amount that we need to vote on. >> 431,000. >> Okay, that's the quote. Okay. 31. And
060the reason that I had him to come and talk to you is because last year um we had this exact same thing because we were told, you know, hey, there's going to increase on the tariffs. So, I wanted you to hear what he was saying that his folks are telling him. And to me, it's just mindboggling that you get a 7-day quote. >> Yeah. We'll see. >> I mean, because that's hard to jump through all of the hoops that anybody has to jump through, right? >> So, >> you just got that money. >> I know. You think so? So the quote is for $430,800. That's 1,200 Chromebooks. That comes out to um $326.51 a piece plus the Google management on it is $3249 a piece on the Google management part of >> So that does
061that include the the Apple computers as well? >> No, this is just the Chromebooks. >> Okay. So, are you asking just to buy the Chromebooks now? >> The Apple prices aren't going to go up anymore. They went up their $100 and they said that they were good. It's just these Chromebooks. >> Just the Chromebooks, the students. >> All right. >> Okay. Hey, it sounds like rain. >> So, tell us about the warranty for the Chromebooks. >> So, years ago when we decided to go one >> with Chromebooks, um, in Crossville. Never. >> There was several people in the room and we decided to go fifth grade and ninth grade with. All right. So, every year we buy for fifth grade and ninth grade. And uh and our hopes was back then is that a ninth
062grader would get a brand new Chromebook, take it with them all the way through school, and if they were in good standing with us when they graduated, we would just give it to them because they're not worth >> Yeah. can't do anything with them. >> 20 bucks. Yeah. after they they've been carried for uh four years. Well, this company, Trafera, >> uh gives us a four-year warranty on them. >> So, they'll replace the screen like twice in its four-year period, and they'll replace the motherboard in it and stuff. And we've not had a problem. We >> we put them in a box, slap a label on them, send them to them, they fix them, and send them back to us. We have a few extras at each school uh when we send them off to
063give a kid so they don't have to go without them. Uh so, uh the four year warranty is one of the only companies I know that gives that and they gave it to us so many years ago because um lack of a better word they made our director of schools at that time mad and they've honored it ever since. So um that's been uh 11 years now that we've been doing business with them. So, but I I have seen every year it grow they go up, you know, >> and that's just the nature of the beast with technology. >> They go the price goes up and they don't last as long if that makes sense. >> Yeah, >> it does. >> Thank you. >> Pretty much everything. >> So, the next item on the agenda
064is the first reading of policies that you will see. Did anybody have any questions about any of the first readings. Okay. >> I did on on the um 6402 um the physical examinations and immunizations things. Uh and the reason I I did was because I know in the past couple weeks we've been doing tryyouts and you know for different things coming up in the fall and all that stuff. And I think as I was trying to find where when the kids are supposed to have their physicals and all of that stuff and how long they're good for and and everything. Um because we'd gotten a a thing saying that, hey, >> uh we've got to have another physical for our kid before they can try out on the, you know, 14th or whatever. Well, the
065physicals, if you look in the in the TWWSAA, it says you can't have a physical prior to April the 15th. And so it it was just so I called Nathan and talked with him a little bit. He said, "No, no, no." He said, "If they had a physical, you know, after April 15th of last year, it's good all the way through this school year." And just to clarify that, that was all I was asking for asking for on this policy is maybe to clarify that so that parents aren't running out and having to pay for two physicals or, >> you know, two or three physicals a year just to try to satisfy. >> So, where did you want that added into this policy? right there where um the uh number two somewhere in there participation
066as member athlet athletic tur physical activity and then somewhere below that maybe um give the dates and and kind of an explanation of and Nathan will probably be able to to uh or or Blake one but >> be able to kind of get the wording Right. Maybe align it to the TWWSA. >> Yeah, that's what we would need to do. And our coaches know should know uh about the dates and everything, but um so I will reach out to uh to Blake and Nathan and get guidance. Do you want it added to number two or do you want it number three? >> Probably number three. just just so that that they can I just want it clarified so parents aren't trying to pay for two physicals a year or you know whatever just to satisfy
067um the coaches or whatever >> probably fit well as like a 2A right because it would just be underneath the physical >> heading >> yeah anybody else have anything on first reading of policies >> I did have a question on the 6.43. I noticed we were removing the chunk out of there that used to specify what we would do. If the student is confirmed to have long-term communicable disease, the principal shall refer the student for special education services. So, we're removing that. So, I was just curious, we're not specifying like if that is an issue, like what do we do now? Is that in operations? Like how would the parents know from the policy? What are if we're no longer referring it to special evaluation services? What are we doing? Anything? How I read that
068was like we put them in homebound, you know, special ed homebound services do fall under that. So, you know, not removing them from the environment, the classroom environment. So, kind of yeah, not doing anything if that makes, you know. >> Okay. >> I wasn't sure if we were replacing that with something different or >> uh Miss Pollson has looked at these policies and she was the one that re made the revisions to these policies. >> Okay. And several of them the um 03 0405 I noticed puts in design in a lot of the cases it's the director or designate >> just typically who would be the designate >> dealing with medical stuff would be Miss Pollson >> do you want me to add uh the director or the nursing supervisor to those policies >> only
069if you feel that would clarify for parents um that was just a question that I had when I was reading through So they might have the same thing, but >> yeah, we can do that. Anybody else have anything on these policies? >> I do. >> Okay. >> 6407 In line two, we put the word school counselor in there, which is correct. We left guidance, which is not correct. >> Okay? >> We need to remove it. >> Okay? >> Or put it in parenthesis. >> We can remove it. Any other thing on first reading policies? >> I had one item. >> Okay. >> So the the U model or the suggested policy for that we considered in the last meeting for salary scale. Is that something that you could check on for the next meeting on
070first readings. >> Which policy? >> The one that we had as a as an example policy for the board policy on salary scales at the last meeting >> from 42. >> Yes. >> Yeah. So you want that added >> 5.1011. >> 5101. So you want that added for first reading. >> If I review it, see if it can be added. >> Okay. It was a suggested policy to uh I guess manage those those salary scales going forward. >> And what I will do uh since you didn't get to see it tonight and my apologies that slipped my mind. What I will do is I will include that in your Monday email so you will have access to it. I mean the agenda will go out tomorrow and have it on there but I'll go ahead
071so it'll be right there for you. Okay. anything else on first reading? Okay. So, second and final reading. Anything there? >> Yes. So, I I had someone contact me this week about the release 6208 released during school hours. And down on number three, uh when dental medical appointments is scheduled outside of school hours, whatever. Um and it says call for student in person. Um, one of the requests that I had was that if instead of like instead of Colin, since we've rolled out the parent square and have email, being able to use those because those are printable, they can print those out and use them, you know, keep them on file for a record of who's calling out or, you know, who's having to go. So, how I interpret this and I would assume and
072I know you should probably never do that and especially in a public meeting. Uh, how I would assume that to be is call for the student in person. That means when that parent walks in the door that they ask for that kid. Uh because sometimes when you have a parent call like I was at a school and uh a mama was sitting there and she's a little warm and uh she got up to go and the front desk lady told the child and the stu and the parent by and she said well don't worry she's not going to be here next year and she was upset because she had called on the phone and wanted the student to be sent to the office. >> Okay. Well they had done that for this person before and
073it was over 45 minutes. So that kid missed 45 minutes of class that she could have been there. Well, the parent complaint, which I can see this side too, especially of a teenager, she's slow and she takes forever to get here. So, you know, but I think that's what that means is they have to be in person. It it's I don't know maybe if we need to change the word call >> uh because they're not going to be, you know, we don't want to waste class time. >> Well, and >> I agree. Not just that, but also for for >> to help with with parents, especially in the high school driving age kids and being able to, you know, need to go to the doctor, they've got an appointment, whatever. and and that way they
074>> different >> the parents can send a note an email or parent square note whatever to the attendants and to allow them to leave and come back or whatever instead of >> So do you have a suggestion that you would want us to put there for number three? >> Well, I ain't good with words, so I I'm just trying to I'm trying to give you the ideas here. Um, but no, just fix it to where we've got parent square and it seems to be working great and I I think a lot of people are are happy with it, especially being able to directly, you know, contact people um within our system and and so parent square or email and that way the the um parents don't necessarily have to show up in person to allow
075their teen, you know, their driving age student to leave and come back, you So, I'll have my supervisors to work on this tomorrow. >> Yeah. Because that's really two different things. I mean, this is a mom coming to pick up a kid and then but you're talking about a child that can drive, a teen that can drive. So, you're there's two different things going on there. >> Yeah. >> I don't know if it needs to be added just a whole another line added in there for that >> um to allow for the dismissal or whatever. And I'll this will go out tomorrow as well, but we will also get it ready for your it'll be in your Monday email. >> Anything else about policies? First, second reading. Okay. So uh as you know every year
076you all are expected to approve a calendar and um you approve it for two years out. So this will be for the 2728 school year. And how we have arrived at this option for you all is um Miss Jolly met uh with parents, she met with teachers, she met with administrators and they developed some options um and we put two options out um online for folks to vote. And I don't have the numbers and I apologize, Miss Jolly is not here this week. I do not have the numbers for how many people chose this option, but this was the top option that was chosen. This typically we run these surveys for two weeks. This survey was ran for three because spring break fell in there. So, we did allow it for an additional week because
077of spring break. Is this a And Miss Smith, is this the the auction that had that where they the half day or whatever? >> No, that was not the option. >> That was the C option, wasn't it? >> Any other questions about the calendar? >> Oh, looks good. Okay. So, uh next is um uh textbook adoption and uh this year um we had um wellness textbook. We did go through the process um and u Miss Smith led this and this is the letter that she has given asking you all to approve what the teachers chose. This was set up for community um remarks and reviews. No one came in. >> Is this replacing an old? >> It's this it come up in the cycle. Yes. >> Okay. >> I'm assuming that they are state approved.
078>> Absolutely. And they make 100% of the state standards. So this will be something that both of these items will be on the regular agenda next week as voting items. Anybody have any questions? Okay. So uh next is items that will be on uh the agenda next week. Uh budget amendments and fundraisers and grant applications. one that says sales tax. It looked like it was just a sales tax report. Was there something that we needed to be aware of on >> It's just that. Okay. >> It's the report that um >> because it got included in >> Yeah. >> It's the report that Miss Delk gives you monthly about the amount of sales tax. >> I could see it. No question. >> Okay. I saw that and I'm like, well, there's no no like changes
079or adjustments or anything. This is just the sales tax information. >> Does anybody have any questions about any of those? >> Okay. >> Any other business for the work session? >> No, sir. >> Questions from the media? We'll take a brief uh 10-minute break and come back for the special call. This meeting's adjourned.