001plan. Um Trevor has um kind of talked about that. We've discussed several things um and uh talked about our goals that we've met u some that we're working on, working towards. So um that's coming before you tonight. Any questions on that? the uh county garage addition funding request is there is a one pager that is in your packet u that is is just on that um the the county is considering um a three bay addition there and the Jessica was it the finance committee who made the request >> facilities committee made the request for uh the board to consider funding a third bay >> which um the amount is listed in there at around um 250,000 was it 250 >> 22 20 >> $220,000 uh to add that third bay. So, um >> it's approximately
002we've bid it out twice and we're now currently bidding it out a third time. So, we bid it out with a three bay with one bay deduct optional. So, that gives us the price of two bays and then what the third bay is. >> Tom, >> yes sir. >> As I understand it, the amount that we're talking about is more of an informed opinion from somebody who's probably going to be bidding on it. We don't actually have the bids bid yet. >> No bids open next Friday on the 13th. So hopefully that luck will be in our favor um at 11:00 a.m. So at that time I'll be able to I have it on the budget committee and the facilities will actually be meeting prior to budget committee on the 17th of February. So that
003way they'll know because with the the estimation that we did receive prior to any of the bid openings, um who knows what the bids will come in as. They're they're sealed closed bids. So um the county will have to put up additional funding to to even get to the two bay that they have at this point. >> So uh you mentioned and it seemed to be at the joint meeting that time is of the essence. Can you explain why that might like why why we're probably going to be bringing it up tonight? Why time is so much of it the essence? >> Sure. So, when we open bids, um quotes bids are normally good for 30 days only. Um we're opening it up on February 13th on a Friday. Budget committee facilities, the budget committee
004and county commission meet on Tuesday the 17th. So, if we were to put it off until March's meeting at that point, we would be past our um We can say we have 60 days to award a bid, but the companies that are putting in these bids are normally 30-day quotes. So, the the quote that I received and informed facilities of could have changed very well because my understanding still has already increased from December. So, at this point, I'm not sure what the the bids will even come in as, but that that's where the timing if we were to wait till March when you all meet again, it would be past the 30-day time frame. >> So, you said we the bid has already been put out twice. We're putting another third time. I was originally
005bid out September of 2024 and it came in over the county's budget at that point. We bid it back out the following year. Um it came in well above the county's budget and then um they tasked us with getting quotes again. This is like the project that will never begin or end all at once. So they tked us to get quotes. We received um a solid quote from a company that has the capabilities of putting the bid in. Whether they do or not, that's their choice. But um the quotes that I received in December, I presented to facilities in January and now we're in February opening bids. So >> we're not going to vote on a amount without a bid or without a price. You said $220,000 is what the commission's asking for us to
006put forth. >> So commission, this hasn't even gone really before budget committee or county commission. It's facilities committee. Um, so, so if we were to wait till the bid opens, then we would have to wait until you all have a voting session in March, and at that point, we would be past our I'm not in favor of voting on something without a price. We I feel like that we did it on Gear Grimmer School. We had a price clipped out and it's everybody that you talk to, it's going to be more more. I think the consideration is um the thought is if the school board would consider um putting up to a certain amount and that's as much as and if let's say we weren't able to award the bid at all, the funding wouldn't
007even be used. It would stay at the schoolboard level. um if we needed just a portion of it to add that third bay then we would have that capability and ability in my office to transfer those funds. >> Something to think about is um there is a um we partnership with the county. So, going back to how we got to our buses being serviced at fleet maintenance. Um, you know, that that's a longer story. There was an issue with you remember stole a car and there was some people under investigation that was suspended. Next thing you know, um, we don't have any mechanics. We use the outside service. Uh, that's very expensive. So, at the time, the county was in need of some u it support. So, um, we provided the school system provided the
008county with the exception of the sheriff's office with it support and the county allowed fleet maintenance to service the buses and school vehicles. So we currently pay we we swap money kind of uh for that and then that they uh um we have four employees at the fleet maintenance. U I'm not sure if they're all filled. I think they are. >> I think three is filled. There might be one opening. >> I can't remember. It fluctuates a little bit. We have four positions there that the school system pays. So we pay our own way. Um and uh we just use that facility. It would greatly benefit um you know there's some things here. I personally recommend that you know you set an amount towards a three bay addition. Um I have being asked for the
009board to consider setting an amount towards the addition. Whether the county goes three bays or two bays, the school system still uh helps support the addition. That's totally up to you all. Um any Yes. So when we have buses that need to be serviced or worked on, they go up to this garage. >> Uh how many bays existing are there right now? >> Two. >> Three. >> The only one school buses can >> There's one bay for buses. >> But there's only one for buses. And if that's being used and our bus has to sit there and wait until these >> I uh very seldom is something in there. Um they have a few large vehicles that go in there, but they're not a priority vehicle. So we also have sub buses, but if we
010need a bus, they're going to pull it in there and they're going to fix it. Um if we need the bus, so it's not going our bus not going to sit and wait. But we also have multiple buses sometimes at one time. So >> that was be my other question. >> Yeah, Danny just one >> bus. Annie will tell you the problem of having something tore apart, having to move it, and then um having to put it, >> you know, >> I can tell you right now, if I if Ron and I if we ever got something tore apart and we had to move it and then bring it back and put it back together, >> it probably ain't going to happen. U so um it's just about that efficiency. um you know for that
011to happen >> and it sounds like if we don't that they're not going to have enough money to bid on a three bay anyway to be down to just the two bays. >> Am I correct? >> I never know what what the committees will vote for. But at this point that's that's the direction the facilities had given us >> um that that they would potentially propose for the two bay funding if the school would um consider putting funding towards the third bay. >> What if I'm sorry >> no go ahead. >> What if it comes down to uh funding they cannot afford the full bays. Can our money go to help that second bay instead of the third bay? >> Depends on money. >> Depends on how you make your motion. If you make your
012motion to put money towards that third bay, then they've got to do a three bay system for us to give money. If you make a motion that we're going to give so much money towards the project, then if they change a light bulb, we'll give them so much money. You know, I mean, if they do it one bay, two bay, or three bay, we'll help them out. >> I got a question on the So, do we need to put if this was to happen, do we need to put this into a different account or do we just need to say take it out of fund balance or whatever. >> So, your motion um I spoke with Mr. Ibson on because he was asking the same questions. Um if if you all decide to make a
013mot at all. Um you could potentially just say out of general fund balance we would like to give up to a certain dollar amount and at that point I would wait and see where the bids came from because I would be putting together a budget amendment and whether if the bids came in where we wouldn't be able to use that money if it let's say the bids come in at $2 million. I mean, at that point, your funding's not even going to help us get anything hardly. So, we wouldn't use it. So, technically, accounting wise, I would move it to a reserve. It would sit in your general fund balance until if and when it would be needed. If it's not needed, we can move it out out of the reserve back to your fund
014balance. >> Yeah. just to speak to this uh being that I was at that joint meeting. Um I went up to the garage, what they have right now is they have three bays. Two of them, the openings are not big enough to put a bus in. They only have one bay that number one, the opening is big enough to get a bus in and the uh uh ceiling is high enough to lift the bus up on the on the lifts. Um I spoke to Excuse me. The manager wasn't there, but I spoke to one of the mechanics and he said that the problem is is if they've got a bus in there that has major like to have to have a engine replaced, a transmission disassembled and put back together, that kills that bay for
015any of the other buses that need any kind of work. And if the weather is, you know, not good like today, they have to somehow get a get a creeper, get under a bus outside, you know, if it's if it's under carriage work. I mean, if it's a headlight or something, that's a whole different thing. But they said, you know, once, like Dr. Arnold said, once something's disassembled, you cannot really put it back together, put it down, and get it off there to get the other buses on there. So um uh the proposal from what I understand from what I got from the u joint meeting was that all three bays would have the capacity that doesn't mean they would always be used for it but the capacity to accommodate buses. So they would be
016uh equipped with both bus capable hydraulics and regular car capable hydraulics. So that if that one bay is taken up with a date back to a dead bus, you know, they can they take any one of the other three banks and put one or two buses in there and work on that while they're waiting to get the other one, you know, taken care of. I'm not against the B. I'm for it 100%. But I'm against the amount until we know the price of what it's going to be. If we can set a price not to exceed that amount, let's go for it. >> Thank you. >> Austin, you got anything you want to put since you're a county commissioner? >> I'm a member of the facilities committee. I'll round the numbers up, which I guess
017maybe the numbers have changed a little bit from our facilities meeting. >> It was just a quote. >> Okay. >> Yeah. Back in December. said. >> So, we have two proposals, a two bay and a 3 bay. Uh 675,000 for the two bay, $893,000 for the 3 bay. Uh we have $558,468 in an account to spend on this garage. So, we were we went ahead as a committee, this is not the commission, just the committee, we went ahead and said we would go ahead and allocate an additional we would recommend allocation of an additional $18,000 to get a two bay. However, that does not really give us what we need for growth. Uh that's something that has happened in the past in this county. We need to plan for growth. So, we are coming asking
018for the additional $220,000 to go ahead and go for the three bay addition. I've spoken with Dr. Arnold about this uh issue with the garage. He's explained why we are where we are. I spent about two and a half hours with Dwayne at the county garage. And while I was there, uh, one of the big things that happens in that garage is all of the state inspections with the buses. I think they it's it's it's a it's a lot. Uh, and they need a space to do that. So, um, they only have one bay that they can put school buses in currently. So, I think this is desperately needed. And just for the future growth of our county, I would uh politely ask that you approve this tonight. And as Mr. Jarn said, an amount
019not to exceed. And if things fall apart with our bidding, uh then there's nothing we can do about that tonight. But I would respectfully ask that you uh fund this. This comes out to about 25% uh that we're asking for for the pre. So um does anybody have any questions for me? Did you have >> No, I'm not. I'm done with the garage. >> All right, moving on. Um, within some other votes, there's some surplus items in there. Let me find my proper surplus items in there. are just some uh things that um technology surplus. Huh? Does she have that? Is it in here? >> Um I think we sent it to her. I believe so. >> Let me just let me confirm where we had we were going to hand carry something. um make
020sure it's in here. So in your packet it says that um on the business session it says under technology surplus will hand carry a meeting. It is in your packet since the meeting got delayed we were able to get it in there. Um so it's all in there. Um, and then also before we move into something that's not on here, I wanted to just bring up in the policy committee meeting, we talked about um a proposed policy manual review. I'll let Mr. Ibson speak on that. Uh we voted to uh uh authorize TSBA to do a policy manual review. Um, what we have, I've got some a print out here that I gave to the policy committee. And what it shows, it shows how many actual policies we presently have, how many have not been
021reviewed since 1996. Josh And on here we have a total in our policy manual of 339 policies. The total policies that have not been reviewed since prior to 2020 are 140. So that's about a third. So 42% have not been revised. Now they may have been reviewed, but we don't keep records of when we actually review them. We only keep recorders up when we revised them. And the breakdown is as follows. On the non revised policy, section one, which deals with schoolboard operations, has 57 pol total policies and of those 35 are nonrevised since September 12th, 1996. So that's 30 years. Section two, fiscal management. We have a total of 30 policies in there. Of those, 22 have not been revised since 91296. Again, I told the policy guy, I don't know what the magic
022number was. 91296. Maybe that's where we put the policy manual together. I have no idea. But everything there is nothing earlier than that even in our policy committee. So that means for example in section two 22 policies have not been revised since we put the policy manual together. Section three support services we have total of 26 policies. Of those 18 have not been revised since 912 96. Section four instructional program we have 50 policies. 20 have not been revised since 96. Section five, 65 policies. 17 of those have not been revised. And section six, they have 111 policies. That's student. Of those, 28 have not been revised since 96 for a total as I said up at the top of 140. I don't feel that this is something that we as a board a are
023equipped to do because we don't know all the legislation. We don't know all the changes that have happened over the last 30 years. Nor do we know which of these policies have been reviewed and just left the same because if you know if it works, you know, why fix it? But TSBA does. They have records of all this stuff. So, we contacted Jennifer White, who is the policy uh person at TSBA, and she sent asking her about uh doing something like this. And she got back to me by phone and said they do about three of these a year for different districts. This last year they did one um for a county in West Tennessee. They did one for a special district uh in middle Tennessee and one other one that I don't remember. So
024she said, "This is not unusual to do." And she said to do to do a comprehensive policy manual review would be $12,500. But of that, all right, 4,250 would be would be what we're already paying them for our regular, you know, just to have them review policies that we put in place here. So that's not extra. That's what we would be paying them anyway. So, the total amount to review our entire policy, make suggestions, and get it up to date as of this year would be $8,250. All right. And I'll and and that's I did what how many policies need to be uh reviewed and possibly revised. We got the price. and then I'll turn it over to Tommy because he then, you know, uh, talked to her about how this could be paid out
025and when it would be done. >> Yeah. So, as you know, the the state legislation's in session right now, so, you know, TSBA is real busy on the heel tracking legislation, those type things. So it it would easily uh be able to be pushed until July one in the new budget. We can appropriate funds within the new budget for this. And um they usually um once they sign the contract to do it, they issue uh you an invoice for half the amount upfront and then the remaining amount at the end of the service. And u this service would go on I mean it's alone you know over the course of the year basically um and they'll send us u updated versions like Mr. said on a regular basis so that you you know don't get
026it all at one time >> and this would these would just be suggestions there's not there's no the fact that they say uh this policy should be done we have to do it that way it would be a suggested and then the policy committee could determine whether we want to bring it to the board and treat it as amended policy. So we're we're thinking you know since there's you know uh six sections in our policy manual probably about a month month and a half take for each one that we getting feedback from them when we have our policy meetings we look at those determine which ones we want to bring to the board and then have the board vote on but I think it's a I think it's needed I think we would get everything
027updated I think it's cheap and I think the people who have the information would actually be doing so I will be asking I will be I'll ask you to put that on our agenda tonight. >> What's your recommendation? >> What's your thought? Yes or no? Um I believe it is um with our we talked a little bit about um you know policy committee members or um you know within their first few years. It would give them a good feeling of where we're at with our policies. help for a general review that's systematic over time and uh know that we we are in compliance or what needs to be modified. So um we did this a few years back with our student handbooks so that Mari was in you know the same thing that happened that
028Mari happens at Jefferson happens at Rush Strong for middle school students and that our high school manual was in compliance with state law. U we did find some things along the way that were not in compliance. Um and it just helped to to make that adjustment. It's not a ton of money whenever you look at the number of policies, the amount of time they have to put into it. Um, you know, I I think they are making their money back from the time they put in, but they're not making money on this. They're providing this service to us. >> Any other questions on Uh, I just want to say that, you know, we appreciate the board as it's kind of board appreciation time and and uh have a few gifts for you. Uh there was
029some more things we've not been in session that that we would have brought. Uh but um we just appreciate everything you do and and thank you for your time serving on the board. That's all I got. >> I think CT >> CT made those. Yes. >> Oh, thank you very much. >> All right. So, that brings us then to on the work session the school commissioner is for discussion. Is there any Yeah, as I mentioned, I'm going to ask to put the policy down business. Uh I'm also going to ask to put the communications coordinator that we discussed last um uh last month under unfinished business. Uh so we can discuss and vote on that procedure. Anything else? >> Yes. >> Um, we haven't talked about the retreat at all. It's coming up. >> And
030just a couple things out to you about just a location, maybe possible food and beverage. But, um, we're looking in our policy manual and it has a schoolboard evaluation policy in there where we evaluate ourselves. It's 1 3. I don't know if that was something that maybe we wanted to maybe be looking at to do at that time. >> See what that >> And I don't know what all that consists of. I didn't see a >> a template or anything like that. >> Yeah, I think we could definitely I mean right now we've got the um let's see, Tommy's going to review some things on budget next year. I think we have the um What was the >> the efficiency? >> Yeah, the efficiency study. I think we got updates, >> capital updates. Um, we
031got Patriot Academy supposed to be Rhonda. She's not here, but she's supposed to be taking care of >> food and all that good stuff. So, that's definitely something. >> So, right now, we're looking at 8 to 12 roughly. We um Rhonda and I have talked u some, so she's going to send it out. U I've lost. It is the 27th I think 21st. >> Yeah. Get to my >> next couple Saturdays from now week after. >> Yeah. >> February 23rd. >> 21st. >> Uh it is a Saturday Patriot Academy. So Rondo will send that out. Um, so we we have the date, but the time's looking 8 to 12ish and uh um we'll send an agenda and then if if you of course you know there'll be some time in there if you wanted to
032to add something to it u make sure you let us know. We'll send that in. I can talk to TSBA and if they have some sort of criteria general that they use for boards to evaluate I'll do that. >> So we are definitely talking to February 21st >> third >> 21st calendar that we approve >> that would be great for me >> that Saturday morning I don't have ball games on that Saturday. Yeah, >> that'd be great. >> That's why we said it. >> That's why we knew that. >> Yeah, >> we usually usually each each person brings something. >> Yeah, we'll take care of it. We'll take care of everything. So, >> anything else? >> All right. Well, then that takes us down to then the adjournment. So, we're going to take uh been
033requested have a little bit of a break in between here. So, we'll do 10 minutes here. We'll come back and we'll get on to the business session there.