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Citizen’s Report: Collierville School Board Business Meeting, July 28, 2020

Jul 28

Posted by E2Dutch in School Board Meeting Notes | Comments off

 

*** Please note – the main page where these reports get posted (Collierville Schools: Unofficial Facebook Page) seems to have disappeared from Facebook. Please be sure to share this post with others who would normally have found it there. Thank you. ***

 

Summary of the July 28 Collierville School Board Business Meeting. This summary represents my best attempt to capture what was discussed. Please feel free to contact me if there are any issues. Full board present. Meeting was moved to CHS Pickler Auditorium to accommodate more members of the public. Full distancing is in place, with marked seats in alternating rows. Estimated 150-200 people in attendance (1000 seat auditorium, half of the rows available, 1 person for every 3 seats, means about 1/6 full.

Mr Hansen asks the board if they consent to suspending the new 30 minute limit on comments, and they agree to ‘take as long as needed.’

Opening Statements – presentations about reopening plans.

Dr Lilly – we are having to learn as we go along – this has never been seen before. Dr Lilly thanks attendees and parents for their input through emails and calls, which have been much appreciated.

  • 88% of parents said they prefer return to school if safe
  • 85% of parents prefer hybrid if not safe
  • AAP: “spacing as close as 3 feet may approach the benefits of 6 ft of space”
  • Health Department questioned the 3 ft, the planned bus use and not mandating masks at all grades; sets 6 ft as gold standard
  • AAP, CDC and Tn Dept of Education all point to local health authorities as the primary source for decisions and guidance
  • 6 ft of distance forces use of hybrid model
  • Other districts have higher participation in virtual education, allowing them to use greater distancing between students
  • CVA offerings are limited because ‘you can’t stand up a full virtual academy in such a short time.’
  • Breaking news: additional AP courses will now be available through a third party provider (not Edgenuity).
  • Also adding STEM and Art at the middle school
  • Virtual enrollment will be monitored to see if enough students will select it to allow in-person return to school with distancing.
  • Lower grades will be prioritized for return to in-person.

Presentation by Dr Nancy Kelley, Director of Safe Schools at Collierville – Provided background on what distancing looks like. One example of desk usage – all desks in the hybrid classroom, but color coded which seats are in use each day.

Public comments. Mr Hansen addresses the public response to the reopening plan, and having seen feedback everywhere. People don’t like the hybrid plan, and neither does he. Nobody has this as the preferred solution. Everyone acts like they are experts, but we have to rely on real data from the appropriate official institutions. Collierville seems to have been the most aggressive in trying to open back up to 5 days of in-person teaching across the state. With cases continuing to rise, the Shelby County Health Department would not endorse the plan.

Notable comments from speakers:

  • Having a much stronger Virtual Academy offering can reduce capacity in schools
  • Seniors aren’t allowed to take study hall in CVA – which is a bizarre rule
  • Parents asking for in-person school because students need that help
  • Families are choosing to leave Collierville Schools which will remove funding from our schools
  • There are still undecided parents in regards to CVA
  • Nobody is answering the question: how do we keep a parent home to guide a child through the hybrid model? Collierville Schools hasn’t addressed this
  • Parent asking for help from Collierville Schools to figure out how kids can stay home for hybrid
  • Parents referencing what Governor Lee said earlier today – challenging the board to take the governor up on his offer
  • Parent asking to sign medical waivers for parents who aren’t scared
  • Parent urging we listen to medical professionals. Different models may be possible at different ages, but have to follow medical advice
  • Collierville Schools hasn’t published medical response plan at this time
  • Parent points people to COPOD site that matches students with learning coaches
  • Parents in the crowd: “we don’t need data”
  • Parent: “masks work, why don’t we use them and send kids to school?”
  • Parent asking about half days, using other buildings in town (Malco is empty), trailers. Urges creativity.
  • Majority supports in-person school, need to listen to them
  • Parent says we shouldn’t be held hostage by the Shelby County Health Department
  • Several parents recount their medical professional background
  • Parent (also teacher at CHS) points out how the number of students at CHS creates an environment where the virus will flourish, and recommends the hybrid model to keep kids, teachers and all their families safe
  • Parent spoke in support of what Collierville Schools has done to support her family and thanks the board and administration for their dedication
  • Parent claims kids of teachers can come to school 4 days a week (which is actually not true, per Collierville Schools administration)
  • Parent and teacher talks about the decisions she has had to make to prepare for teaching in a COVID world. Speaks in favor of the hybrid plan
  • Many parents pointing out that local child care facilities were open with no issue

Following public comment, Mr Hansen called a 10 minute break. Vast majority of people filed out.

Business Items:

  • Approval of agenda, prior meeting minutes, June financial statements
  • Chairman Report – thanks for the feedback from the public, appreciated people taking time to share their concerns
  • Superintendent Report:
    - virtual school options being enhanced
    - welcomed new teachers back today, all others tomorrow; first day of school August 17
    - Contingency of Remote Learning will not look like what the spring looked like
    - Parents will need to be vigilant to check kids for sickness and keep them home to prevent outbreaks
  • Final review and approval of revised policies:
    • Budget line item transfer authority language and responsibility clarification
    • Gifts and bequests
    • Surplus property sales
    • Audits
    • Fundraising Activities – new policy replaces old policy – will need to add clause about exception process to follow TN law
    • Staff Gifts
  • Review of new Deferred Compensation Plan (401(k))
  • Establishment of Middle School (combined) Dance Team Support Organization
  • Approval of Elementary, Middle and High School Fees
  • Approval of updated disciplinary hearing authority committee membership
  • Approval of resolution for emergency suspension of (select) board policies for 20-21 school year

Finally, review of the Board Resolution on the Reopening Plan. This resolution approves the plan, and specifically urges the Superintendent to offer 5 days a week in-person teaching as soon as possible.

Mr Warren had some comments about being pleased with the original plan, which in his opinion was a low-risk plan. Realizes the legal liability of opening schools against health department advice. Disagrees with the sentiment of the public that students were not put first, since this is the only feasible (if undesirable) choice.

Mr Warren asks what the role of the board is in moving forward with reopening. Dr Lilly explained the board is to be informed, but approval through resolution is the formal vehicle for that.

Mr Cox states the goal is to get to 5 days in person as soon as we can, and the resolution provides that instruction.

Board Attorney Marshall clarifies that the Superintendent and his administration are responsible for the plan and its execution.

Mr Cox and Mrs Chism urge the administration to make the Virtual Academy broader and make it a better offering.

Resolution approved.

Mrs Gibbs made comments acknowledging the passion of the parents here tonight. Apprciates the Superintendent, his staff, administration for the endless effort put in over these past months.

Meeting adjourned.

One more thing… I have been writing up these summaries in my attempt to help local stakeholders stay engaged and informed since 2014, adding up to 80+ meetings. I am hoping to further improve community engagement by getting elected to the school board. If you’re so inclined, please visit my campaign page and ‘like’ it for updates, and consider getting involved! Thank you!

 

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Citizen’s Report: Collierville School Board Work Session, July 21, 2020

Jul 21

Posted by E2Dutch in School Board Meeting Notes | Comments off

My summary of the July 21, 2020 Work Session of the Collierville School Board. All members present except for Mr Cox, who is under the weather. As always, these notes represent my attempt to capture the relevant information discussed at the work session. Please do not hesitate to contact me with any concerns you may have.

Introductions:

Troop 56 boy scouts

Leigh Anne Rainey – Chief Academic Officer, head of the Curriculum Department.

Mario Hogue – Communications Specialist – started last week.

Review of deferred compensation plan – improvement in options for 401(k) plans; state-level plan, which has lower management costs due to much larger fund investment. Part of the activity is retroactively entering into the appropriate signed agreement.

Review of Proposal for Collierville Dragon Dancers School Support Organization – combining CMS and WCMS dance teams due to reduced participation this coming year. This reflects a few years of declining participation. The combined team will be coached by the same coach as the high school.

Review of 2020-2021 fees. No changes from previous year, except the device fee in elementary school will apply to 5th grade plus anyone enrolling in Collierville Virtual Academy. Mr Warren asks if fees will be refunded in case of cancellation of the team activities. Mr Curtis responds that a refund process will be in place (less fixed costs). Mrs Chism is asking for copies of the refund process documentation.

Review of financial statements for June, which closes out the fiscal year, but is subject to final changes. Overall funds balanced out overall, but nutrition needed to be supported with a transfer from the general fund due to the COVID shutdown. Savings were realized in payroll, transportation, utilities.

Policy updates:

  • Budget line item transfer authority language and responsibility clarification
  • Gifts and bequests
  • Surplus property sales
  • Audits
  • Fundraising Activities – new policy replaces old policy – will need to add clause about exception process to follow TN law
  • Staff Gifts

Review of Updating the Disciplinary Hearing Authority Committee of removing Herchel Burton (retired) as Chairman and appointing Andy Field as Chairman and adding Eric Linsy commencing on August 1, 2020 through March 31, 2021

Review of the Reopening & Recovery Plan School Year 2020-2021

  • Plan reflects survey results showing vast majority of parents wanting to return to school full time, but to allow for students to stay home for 100% virtual school.
  • FAQs still being added to, including answers to non-CVA questions
  • Videos will be posted to show what school will look like to some degree
  • Plans have been submitted to Shelby County Health Department, and they may require changes
  • Collierville Schools does not have control over the fluid situation we are living in
  • July 29 deadline is needed to ensure teachers can be appropriately assigned and then trained prior to the start of the school year
  • currently 1111 students have selected the virtual academy (approximately 1/8 of the total enrollment)
  • Mrs Chism suggests an online townhall meeting may be beneficial to help with parent questions and concerns
  • There are some highly specialized (including AP) and technical or hands-on courses that will not be able to be made available online through CVA
  • Dual Enrollment courses are controlled by the University of Memphis, and some will and some will not be available online, which is still being worked on with the U of M.
  • List of courses offered in CVA is now in the FAQs – linked here.
  • Explicitly stated: CVA will be taught primarily by Collierville teachers

Review of Board Resolution 2020-01, Emergency Suspension of Board Policies During the 2020-2021 School Year. This accommodates a fluid situation so appropriate measures can be taken when needed that are outside of regular board policy.

Meeting adjourned.

One more thing… I have been writing up these summaries in my attempt to help local stakeholders stay engaged and informed since 2014, adding up to 80+ meetings. I am hoping to further improve community engagement by getting elected to the school board. If you’re so inclined, please visit my campaign page and ‘like’ it for updates, and consider getting involved! Thank you!

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Citizen’s Report: Collierville School Board Business Meeting, June 23, 2020

Jun 23

Posted by E2Dutch in School Board Meeting Notes | Comments off

This is my summary of the Collierville Schools Board of Education Business Meeting of June 23, 2020. As always, this reflects my observations and understanding of the proceedings. In case of any inaccuracies, please do not hesitate to contact me so I can make any necessary corrections.

Full board present, light on staff attendance.

Acknowledgement of teachers of the year at each school.

Principal of the year (Beth Robbins, WCMS) and supervisor of the year (Dr Nancy Kelley).

Recognition of retiring teachers and staff.

Due to COVID-19, the retiring and celebrated teachers were not in attendance.

No public comments.

Approval of Agenda, Prior meetings’ minutes and May financial statements.

Chairman’s report:

  • OPEB Trust update meeting with Morgan Stanley (fund managers). Fund in good shape. Annually adding funds from general budget. Current obligations being paid out of general fund, but eventually the trust should take over these payments once sufficiently grown.
  • Friday TSBA Summer Law Institute in Jackson, TN. Mr Warren and Hansen to attend.

Superintendent’s report:

  • Continuing to work on reopening plan. Tennessee Department of Education published hefty book of guidelines which contains useful information.
  • Shelby County Health Department will host another meeting on Thursday afternoon for the Municipal Superintendents. Health Department will use State Education Department guidelines to support the schools.
  • Elementary and Secondary School CARES Act funding disbursed through the state has been approved, including additional 1:1 devices, additional services for students with disabilities, additional cleaning supplies, water bottle filling stations, etc. Total funds just over $2M, but approximately $111,000 will go to St Georges due to the Federal Department of Education’s interpretation of the disbursement rules. Collierville will be required to manage the conditions on the usage of these funds by St George’s.
  • Friday at 7pm the CHS Graduation video will premiere.
  • Recognition of Mr Burton to honor his career serving public schools over the past 42 years.

Business Items:

Approval of updated policies that were discussed in the June 16 work session and saw several additional updates:
- Payroll Procedures – approved with minor technical updates.
- Vacation and Holidays; Mrs Chism challenges the need to sweeten the vacation plan (granting 20 vacation days on first day of employment) in order to be able to attract more seasoned non-teacher staff. She proposes smaller adjustments than proposed, as existing vacation and holiday plans already provide an attractive package. She is concerned about the fiscal implications in these uncertain budget times. She also expresses concern that the primary beneficiaries of these changes are limited to 12-month employees, not addressing other employee classes and teachers. Collierville should be considered an employer of choice, even without this change. Dr Lilly cannot point to specific challenges in recruiting, but does indicate that external candidate pools are not very large. Mr Cox suggests making the new hire vacation allocation at the discretion of the Superintendent, based on seniority and other considerations of the specific candidate. Proposed policy changes deferred for further consideration and will be brought back in a future meeting.

Despite initially being on the consent agenda, additional discussion took place around the changes to the public comment policy, where members of the public may no longer yield their time to others, and total public comment time will be limited to 30 minutes. Board members debate whether these changes are necessary, and discuss the rare cases where this would have had a different outcome. Mrs Gibbs expressed concerns about putting limitations on parental input to the board. Mr Hansen pointed out that there is no inherent right to address the board, and that this can be controlled through policy. Policy updates proposed to add in a clauses for additional time allowed at board discretion. Approved with updates.

Consent Agenda of other items discussed in June 16 work session including additional policies, Interlocal Agreement for Planning Services, Differentiated Pay Plan, Budget Amendments, Capital Improvement Plan. Approved.

No further items – meeting adjourned.

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Citizen’s Report: Collierville School Board Work Session, June 16, 2020

Jun 16

Posted by E2Dutch in School Board Meeting Notes | Comments off

This is my summary of the June 16, 2020 Work Session of the Collierville Schools Board of Education. This is the first meeting back in physical form, with the board and attendees spread out in the Community Room at CHS. As always, these notes represent my best understanding of the proceedings. Please contact me if any update or correction is needed.

Frank Warren is absent – vacation, rest of the board in attendance.

Review of policies:

  • Need to review policies in light of different return to school scenarios; this yielded .
  • Appeals to and Appearances Before the Board. Changes to public comment section include elimination of yielding time to other speakers and limiting total public comment time to 30 minutes total. Note: any citizen who wants to use more than 3 minutes may do so through a request (7 days or more in advance) to the superintendent and will be allowed to include presentation materials and will then be added to the formal agenda upon approval by the executive committee of the board. Mrs Chism points out that it is very rare that anyone has public comments, and the proposed limit of 30 minutes has rarely been exceeded in all her time on the board, and wants to consider additional time to be added. The discussion points out that the chairman or a board majority may choose to extend the time at their discretion. Additional emphasis will be placed on those wishing to speak being required to complete the comment request card prior to the start of the meeting.
  • School Board Records. Updating title and address for information requests.
  • Payroll Procedures. Updated to reflect bringing payroll processing in-house and changing pay frequency to bi-weekly (as opposed to twice a month) for every employee, and through direct deposit only.
  • Safety. Addition of the topic of ‘Pandemic or other public health emergency’ to the listing of safety program content.
  • Vacation and Holidays. Vacation leave will start to be assigned at start of employment, and at 20 days, rather than starting with accrual after six months. Additionally, vacation day payout at termination or resignation will be capped at 25 days of unused, but only if they have completed at least 12 months of service. Employees who provide at least one year notice of intent to retire will be eligible to have their accrued vacation time paid out on a prorated basis over their last year, raising their pay for that year in regards to retirement calculation, and will allow the district the ability to better plan for succession and transition. An additional adjustment to the language around holidays was inserted to ensure proper and equitable calculations. Discussion took place to determine if 20 days up front may be too many, and possibly should be reduced. The main benefit for providing 20 days up front is to improve the ability to hire seasoned staff who may have accrued a significant amount of vacation time in their previous jobs.
  • Staff Rights and Responsibilities. Addition of the ability to require face coverings or other personal protective items as needed, determined by either the board or the individual school.

Review of other business items:

  • Interlocal Agreement for Planning. Agreement with Bartlett Schools. Extension of existing agreement.
  • Differentiated Pay Plan Proposal. Presented by Mrs Sheryl Johnson. State requires selection of at least one of three programs: hard to find positions, performance based, or instructional roles/responsibilities. Collierville only uses the differentiation based on instructional roles/responsibilities.
  • Consolidated application for IDEA/ESEA federal funds.
  • May Financial Statements. Some drops in revenues, but larger drops in expenditures. Meals extending through June are going to extend nutrition cost. CIP budget activity due to capital projects under way.
  • Fiscal year budget closeout amendments.
  • Review of 5-year Capital Improvement Plan. Most exciting in there is the new gym planed for Collierville Elementary.

Update by Dr Lilly on the reopening plan. Eleven essential function teams have been meeting. Surveying and parental representation on these teams where appropriate. Plan is not complete. Overwhelming feedback to not have week on/week off if students cannot all be onsite at any point. All municipal superintendents had meeting with County Health Department. Plan will be submitted to them. Capacity isn’t as much a concern as distancing is, which is also more difficult. Some communication on progress is going to be developed, as there is “a hunger for information.” Mr Hansen pointed out that there are a lot of items outside of our control, and that it will be necessary to make options available to students and parents. Transportation is a particularly complicated issue. County Health department has been significantly more helpful than state department of education with specific information and feedback.

Meeting Adjourned.

Meeting was immediately followed by Dr Lilly’s performance evaluation discussion in a Special Called Business Meeting.

Brief discussion of the superintendent’s performance evaluation by the board attorney. Overall ratings very favorable. Favorable evaluation makes superintendent eligible for performance bonus per employment agreement. Evaluation formally accepted, and performance bonus approved.

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Citizen’s Report: Collierville School Board Work Session and subsequent Business Meeting, May21, 2020

May 19

Posted by E2Dutch in School Board Meeting Notes | Comments off

This is my summary of the Work Session of the Collierville Board of Education for April 28, 2020. As always, these notes represent my observations of the public meeting. Any comments or corrections of inadvertent misstatements are welcome.

Board Present on WebEx, except for Mr. Cox.

Review of April Financial Statements.

Mrs Hays reporting on favorable results where revenues are outpacing expenses.

CARES Act funding comments – the district will try to use federal funds to replace missing revenues (sales tax) rather than to make purchases. This is pending State allocations, then State guidance on what funding can be used for.

Apple Lease Review – three year lease-purchase agreement. At the end of the three years, the district can sell the devices to a third-party at approximately 33% of the value of the devices. Town BMA will hold the lease and will need to approve this lease, due to the nature of the lease being a debt agreement, which the school system cannot incur. In addition to this lease, the district is looking to supplement devices to 1:1 ratios in K-2 grades. These will be attempted to be a CARES act purchase rather than a lease.

This lease is iPads for middle schools, iPads for staff and MacBooks for teachers.

School Board Calendar for July 2020 through June 2021. Proposed schedule follows current model: Work Sessions 4pm at Central Office on third Tuesday of the month, and Business Meetings 6pm fourth Tuesday of the month at CHS, with minor exceptions for November, December, and March.

Change to Field Trip Policy: set constraints for independently planned trips organized by school teachers, which are not part of curriculum or funding. These will be unexcused absences, and any liability will lie with the organizers.

Graduation Activities Policy – TSBA recommended update to define scope of graduation activities and to protect the district in regards to maintaining separation of church and state. Proposed update to create distinction that this pertains only to activities organized by or sanctioned by the district.

Special Course Application – seeking approval for new (optional) full credit Student Success Course. This is to correct a state error that only allows a half credit for the student success course under the old model. This would be effective this coming school year. Previous year(s) were allowed to remain at full credit due to publication error with the state. This course is the enhanced student success course that was discussed in prior meetings, but will not be made mandatory for 20-21. Approval (or rejection) is anticipated to be completed before the end of June. If rejected, some options are available to add co-enrollment of another course to add up to a full credit, or switch to a half-year, etc. Some discussion around board member questions for the justification of the application and some of the content.

Career Success Course as a focused elective – improved listing of Career Success to be paired with CTE classes for focused elective option.

Bailey Station bus lot and Tara Oaks parking lot repaving – one bid for both – to be awarded to Hollingsworth Paving

Sycamore Elementary Roofing Restoration to be awarded to Garland/DBS – attempted to do under cooperative agreement – quote came in too high – will be pulled from agenda and sent out to bid.

Superintendent Evaluation instrument – Presentation by Board Attorney Mr Marshall. Evaluation to be performed and submitted by  board members to Mr Marshall.

Work Session Adjourned approximately 6:12pm – 5 minute break prior to business meeting.

Moving on to Business Meeting

Mr Cox still absent (planned) but enough of the board present to have quorum; Mr Cox may join later during meeting. Speedy meeting since essentially all discussions took place during the work session reported above.

Public Comments:

  • Amy Johnson – would like to know what the plans are for the fall for safe return of students and any remote learning plans. Dr Lilly: was scheduled to touch on this during update, but will address now. Lots of unknowns for what the fall will hold. Planning for various contingencies, including full normal return, some students remaining home, all the way to complete online scenario. Scenarios under consideration to see how curriculum, transportation, nutrition will look like; impacts on sports, cleaning, etc. Reentry committee will be seated tomorrow, with Mr Hansen as the board representative, to create variety of plans which will be vetted with health professionals. This will allow for the creation of a set of contingencies which can be switched as the need arises. Students, faculty and staff need to remain healthy and safe. Hoping to share some more plan variety details in June.
  • Suzanne Stanford – thanks to CHS and Project Graduation for senior pickup process. Is asking for increased, more consistent, and broader communication. Touches on the fact that seniors that are joining the military will likely be in basic training by the projected June 26 Bellevue graduation, and that a July football field commencement (contingency) will be very hot.

Review and approval of prior meeting minutes, agenda and April Financials.

Chairman’s Report:

  • Will keep it short due to the long meeting. Refers to contingency planning under way for next school year. Other board meetings will be welcome to represent the board on subcommittees that will spring up.
  • Lots of board-related work that was planned and/or started has been deferred, but some items are now getting scheduled again.

Superintendent’s Report:

  • Thanks to Mrs Stanford’s comments. It is impossible to overcommunicate, so he appreciates the ask for more, and will be more intentional with frequency and content.
  • Graduation ceremony/event planning is very tough in the fluid situation. Relates to the needs of the military-bound graduate as his son is going to a Service Academy.
  • Email with updated graduation activities is coming tomorrow.
  • This week is the end of the school year. Thanks and apologies to the student body for staying engaged and positive. Thanks to parents for support. Thanks to teachers for major changes they had to make. Thanks to all the staff everywhere that put in so much effort.
  • Today there was another delivery of household necessities to 77 needy families.
  • Collierville Schools is going to have extensive plans for next year. Will be looking to incorporate parental input.
  • Offices will be closed for Memorial Day. Gratitude expressed for those who served and paid the ultimate price.

Approval of business items discussed in work session earlier in the evening. Mr Cox has joined the meeting.

Mrs Chism made comments in regards to the Student Success Course application stating she didn’t have enough time to perform due diligence on this item. Course application vote passed 4-1 with Mrs Chism voting against.

No further notable discussions of business items.

Meeting Adjourned.

 

 

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Citizen’s Report: Collierville School Board Work Session and subsequent Business Meeting, April 28, 2020

Apr 28

Posted by E2Dutch in School Board Meeting Notes | Comments off

This is my summary of the Work Session of the Collierville Board of Education for April 28, 2020. As always, these notes represent my observations of the public meeting. Any comments or corrections of inadvertent misstatements are welcome.

Full Board Present on WebEx

Board Resolution to suspend specific board policies in response to the state direction in regards to the COVID-19 health emergency. No discussion.

Monthly Financial Statements for March.

General Fund Revenues at 80%, Expenditures at 66%.

Nutrition 75%, 72% respectively, up through February. March invoice not included.

Mr Hansen: Fixed: salaries, utilities/maintenance, base transportation contract (41% payment only)… Do we have savings of continued revenue that don’t end up getting spent due to school being suspended? Mrs Hayes: yes, indeed. Although we will see new expenses for extending nutrition past the end of the school year.

Proposed Budgets – highlights:

  • BEP allocation uncertainty
  • COVID-19 impact on sales tax revenues, but by state law has a minimum contribution level from the town
  • Continued underfunding of resource levels by state
  • Additional iPad leases for increased K-2 devices, also intended to anticipate recurrence of safer-at-home order; this will
  • Health Insurance rate increases
  • Title I funding reduction
  • Just under $93M
  • Collierville $2,582,675 contribution (increase of $50,000)
  • Enrollment projection: 9091 total students; no new transfers
  • Staffing is higher than state formulas
  • 492 certified positions, 41 educational assistants
  • Special Ed: 56 teachers, 13 speech-language pathologists plus 62 Educational Assistants
  • Career/Technical Education: additional 12 classroom teachers
  • 14 Nurses (much higher than state allocation)
  • 25 counselors
  • Note: Chief Academic Officer (Mrs Claney) is retiring, but will be replaced
  • Durham contract $3.7M, plus $483k in diesel fuel
  • Mr Jeff Jones’ title will switch from Chief of Staff to assistant superintendent
  • New position to be hired: Communications Specialist
  • Apple Leases $2.7M
  • Most teachers and classified employees will see step raises – approximately 2% (which is approximately double the amount allocated for raises by the state budget)

Board members had 1:1 presentations from the financial and operations staff on the budget details in days preceding this meeting.

HVAC Installation at TOES – Roy May; installation of equipment approved last meeting

WCMS Painting Project – able to do whole project due to earlier availability of the building to start work

Building Automation System at TOES – similar to other schools’ systems; pairs with HVAC systems

Remarks from Mr Hansen – Student Success class not on business meeting agenda.

Dr Lilly: no change in graduation requirements, which would have included the required student success course for freshmen. Following the changes to the content of the course, and review at the state level, it was discovered the state had two conflicting documents filed on its site, where only a half credit can be assigned for this course going forward. This does not affect students who already completed this course. The new course of action will be to submit a new special course request, which will take more time than available prior to the school year. Parents of incoming freshmen will receive a letter about alternative course selection options with this news. Kudos to Mr Roger Jones at CHS for his vision and passion for supporting all students. Dr Lilly pledges surveys and subsequent communications on the topic over the next year.

Mr Cox made remarks to address the level of passion that parents have about this type of issues, and notes it is good to have open, respectful discussions like these. Expresses praise and compliments for Mr Roger Jones and his passion for educating and supporting all the students. Mr Cox pointedly addressed the lack of civility in some of the communications he received, where parents crossed the line and had personal attacks against administrators, which is inappropriate at all levels.

- working session adjourned -

Business Meeting:

Full board present. Speedy meeting since essentially all discussions took place during the work session reported above.

No Public Comments

Review and approval of prior meeting minutes, agenda and March Financials.

Chairman’s report – deferred to Superintendent

Superintendent’s report:

  • Appreciated input into budget process in challenging time. Hard to see some stipends going away. Always have to make choices
  • Current year general funds budget savings due to lower expenses (schools closed) should lead to up to $4M in reserve funds for future needs.
  • Meals provided during COVID-19 emergency are continuing to see increased use, which is a testament to the positive reception this is getting across the district. Meals will continue PAST the end of the school year due to the evidence this serves a community need.
  • Distribution to 70 families in need of additional items, including toiletries
  • Temporary nurse-aid certification was added to CHS and (all) 19 CHS students passed certification associated with this, and can now earn up to $33 per hour in this urgent field
  • Year-end planning under way to empty schools out, communications forthcoming for retrieval of student items and return of student devices
  • Graduation options under consideration, community/parent input under way
  • Desire to have actual big graduation, may not be possible, may have to do smaller graduations later in the summer, maybe online virtual. Limited by health department, which is engaged
  • Encouraged students to continue to make use of the online optional learning and grade improvement opportunities

Business Items:

  • Board resolution for the emergency suspension of select board policies due to the COVID-19 health emergency
  • Approvals of all budgets
  • Awards of bids for TOES HVAC installation, WCMS Painting, and TOES building management system

Meeting adjourned.

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Citizen’s Report: Collierville School Board Business Meeting, April 14, 2020

Apr 14

Posted by E2Dutch in School Board Meeting Notes | Comments off

Board Business Meeting. By Phone. Full Board Present.

Unique situation: this is the deferred March business meeting, which is now held virtually due to COVID-19

Presentations:

- Dixon Hughes Goodman – auditor. Presenting results of the school year 18-19 financial reports. Audited both the regular board financials, as well as a full audit of the school activity funds, per TN state law. Process ran well, thanks to CFO Anita Hayes. Unmodified/clean opinion for the main funds. No material weaknesses or significant deficiencies of internal controls. No non-compliances. Grant funds ~$6M: unmodified/clean opinion. Student activity funds: significant improvement, clean/unmodified opinion. Last year there were some issues, which were resolved during the current year. Some purchase order approval timings as well as timely receipts of cash received, but nothing out of the ordinary. Recommendation to continue working on these processes – lots of interest from the state. Report on major estimates and valuations: no major issues, one adjustment for the Apple lease.

- Student Success Course presentation – Mr Roger Jones. (Comment from Mr Hansen that the graduation requirements that include this course are on the agenda, but will not be voted on at this meeting).
Mr Jones reiterated the best interest of the student body is at heart of all decisions. Addresses some of the community concerns. Course name of ‘Freshman Advising and Mentoring’ is removed, and will be ‘Student Success.’ State elective course, could also qualify for college credit. Presentation will be posted online. Parents asked for additional research on this course, and the perceived benefits. CHS is partnering with the ACT organization: ACT Holistic Framework. ACT organization very supportive of the plans for this course to prepare students for success. ACT is also making professional development available for teachers. Focus not just on core academic success, but also on educating the whole child. Skills for 21st century success, be it college or the workforce.
What does this do in relation to mentoring? Freshman mentoring will still be part of the program for freshmen. Any teacher with  high school certification is qualified to teach the course. This will not limit students in their academic opportunities. Through partnerships with U of M, UT Martin, TCAT, Southwest TN Community College, there are ‘unlimited’ opportunities for students to be challenged, including online classwork. Coursework is expected to align with the ‘Portrait of a Graduate’ work that is under way for the strategic plan. Point made: around 260 freshmen are currently taking study hall. The Student Success course is going to have a study hall component.
Board Member Gibbs asks if this course can be delivered online – Mr Jones responds that would not fit the format for the course. Mrs Gibbs: what about students transferring in at a higher grade? That is still under consideration, especially in light of the graduation requirement that is under proposal. Mr Jones also highlighted that there is some possible alternate methods to satisfy the course graduation requirement. Mr Cox will review the materials and reach out to Mr Jones with any questions. Mr Warren asks why this should become mandatory, and whether there is cost to the new partnership with ACT and if Collierville will ‘receive credit’ for co-developing the curriculum. Mr Jones outlined the benefits freshmen will see when they come into a 2800-student high school. Improved assimilation into the CHS community. Also all the ways this will prepare students outside academics for their future, in college or in the workforce. ACT is excited about the (groundbreaking/cutting edge) work Collierville has already done on the curriculum, and is looking forward to being able to use this type of material at a national level. Mr Hansen asked if other districts in TN are working with ACT. Mr Jones indicated they are not. The Holistic Framework is new for ACT, and CHS’ timing is just right. Mrs Chism will study materials further, but also has questions now: as overloaded as students can be, will this not make it harder for students to get all their courses in if they have specific plans, such as four years of foreign language? There are only 22 credits required for graduation. The scheduling process allows for a lot of flexibility. Mrs Chism questions that requiring this course of all students is the right approach, since the information presented indicates ‘some students’ need this, not all students. Mr Jones rebutted that the research shows a program like this will benefit all students in some form or fashion. Mrs Chism sees the positives the course may offer, but wants to see it as optional at this time. Mrs Gibbs references parental concerns with students mentoring students. References new challenges this coming school year, and that students from all grades need mentors, and are not going to be in a position to provide mentoring to other students. Mr Jones points out that the challenges they will face underlines the need for mentoring. The student mentor application process is rigorous. There will be a teacher in the classroom at all times.

Public Comments – one person requested. Marian MacDougal. Commented about student success course – questions whether the course is approved by the state, and whether it is legal to make it mandatory, and her concerns about having students involved in the teaching of the course.

Approval of agenda, February minutes, February financial statements (ratios of revenues ahead of expenditures in both general fund and nutrition fund; CIP funds coming in monthly now for current year, plus last year’s allocations). Mr Hansen asked about sales tax revenue projections with the town in regards to funding. Discussions are ongoing. No further questions.

Chairman’s Report:

  • Acknowledges frustration exists about uncertainty about remainder of the school year. Dependent on State direction. No answers are clear yet, but when they become clear, they will be communicated to the community at once.

Superintendent’s Report:

  • Number one priority is to keep students and employees safe and healthy. Has been inspiring to see everyone come together in a crisis. Essential employees and volunteers working hard. Teachers and counselors keeping students engaged. All this was developed and implemented while all dealing with their own challenges. Everyone going above and beyond.
  • Needing to respond to federal and state regulation changes. On April 28 board policies will be addressed for temporary changes.
  • Durham asked for continued payment of full rates, but contract only requires fixed cost to be paid. They may recoup some cost through federal assistance.
  • Next year budget will be voted in April 28 meeting. BEP funding is projected to increase, but numbers are tentative.
  • Local option sales tax and mixed drink tax revenue projections are unknown. Title I funding has known reduction around $1M, which will require some adjustments as those resources will go to general funding.
  • Expecting teachers’ step raises, but no cost of living. Not expecting layoffs.
  • Superintendent will do one-on-one reviews of proposed budget with each board member prior to the next board meeting.
  • Thanks board members for the flexibility on holding this board meeting in this current format.

Business Items:

  • Budget Amendment to General Fund
  • Budget Amendment to Nutrition Fund
  • Budget Amendment to Capital Fund
  • Bid for tree removal and tree planting at CHS
  • Bid for HVAC work at Tara Oaks
  • Bid for Lighting at Tara Oaks
  • Textbook Adoption Proposal
  • Policy on Graduation Requirements – held over to next meeting

Updates to policies and new policies to accommodate what is being done for the emergency school closures:

  • Policy on Emergency Closings
  • Policy on Employee Designations during emergency closure
  • Policy on Telework during emergencies
  • Policy on FFCRA leave: Families First Coronavirus Relief Act: two weeks’ of paid leave in case of COVID-19 related inability to attend to work

Meeting adjourned.

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Citizen’s Report: Collierville School Board Business Meeting, February 25, 2020

Feb 25

Posted by E2Dutch in School Board Meeting Notes | Comments off

Summary of the February 25, 2020 Collierville Schools Board business meeting.

Mrs Chism absent (traveling). Rest of the board present.

Special Recognition: Collierville High School. Mr Roger Jones presented. Highlighted the musicians that played in the open area in front of the library.

Special Presentation: Update on the curriculum. Topic of interest for the fairly large crowd that turned out.

Mrs Louise Claney, Chief Academic Officer, presented on the refinement and realignment of the curriculum, specifically at the Middle Schools. Highlights:

  • Curriculum team overview, and summary of mission. Department continually reviews and assesses curriculum needs, student qualifications, etc.
  • Walked through history of middle school STEM cohorts, STEM for everyone in elementary schools, STEM for everyone in middle schools
  • Physical Science in 8th grade (honors course) will continue to be offered in 8th grade – high school elective credit
  • STEM will become graded elective, offered for 2, 3, or 5 days. This will be part of the possible 2 separate elective hours to take in middle school
  • Social Studies in 8th grade will have an honors CLEP-aligned course made available. Content to be developed by mid-summer to be ready for 20-21 school year.
  • English – low number of students (~30%) shows mastery on English I End of Course – which is below expectations. No (rigorous) English course available for seniors who took English I in 8th grade, which colleges/universities are asking for.
  • 6th and 7th grade will offer standard and honors options for English, based on CASE21 score and grades
  • 8th grade will have standard, honors, and English Honors I (Freshman English) options
  • Math: Algebra I results in middle school are showing alarmingly low levels of mastery on the End of Course exams. The EOC is not testing at the honors level, they are testing at the standard level. The overall conclusion was that students were not being served appropriately, and were being set up for failure. Only a very limited number of students shows as performing appropriately. External review of teaching done in the middle schools for Algebra I and Geometry in fall 2019 showed misalignments between the instruction and the standards. This is being improved through targeted professional development, and has shown improvement already in February 2020 independent reviews.
  • An additional consideration here is the escalation of math levels in high school for students who took advanced math (Honors Algebra I in 7th, Honors Geometry in 8th), and the inability of the school district to continue to provide appropriately escalating courses through 12th grade for students who are expecting to continue onto the highest levels of math-based university majors.
  • Entry into the accelerated 6th and 7th grade math courses in middle school will be more challenging and will be better geared towards properly preparing them for 8th grade Honors Algebra I enrollment. There will no longer be parental overrides accepted for Algebra I in 8th grade. Geometry will be offered in 20-21 for students currently in Algebra I in 7th grade.
  • No comments to address whether Algebra I would be an option to any 7th graders going forward for students who would legitimately qualify.

Moving on to public comments:

  • Several parents joining together to express concerns with changes. Parents are complimentary of the district and the teachers. Expressed thanks for the presentation by Mrs Claney.
  • Significant challenge with the parents’ arguments is they are using the EOC test results that combine ‘On Track’ and ‘Mastery’ (measured against the standard level) when Collierville Schools is splitting out only the ‘Mastery’ level as being decent candidates to continue on the advanced track (which has shown to be ~30-35%).
  • Parents are challenging the district to make sure the advanced levels of math remain available. Comparison to Germantown School District which is not removing these advanced options.
  • Question from parent whether further revisions of curriculum are planned, and whether parent input will be sought in the future. Mrs Claney responded that the ‘Portrait of a Graduate’ strategic initiative will include parent inputs. Additionally, she pointed to the Partners in Education program, which involves a lot of major local area employers in setting student expectations.
  • Board Chairman Hansen pledged that all questions listed on public comment cards will be responded to.
  • Additional parents commenting to support the advanced honors options that are being removed. “How will our students be able to compete with students at other schools who are taking more advanced courses that are not available at CHS?”
  • One parent challenges the district to add advanced options rather than limiting them.
  • Parents are asking what next steps are: have these decisions been made and finalized or is there further review? Mrs Claney: the presentation showed what will be available. “No courses are being removed this year.” (However, 7th graders will no longer be offered the option to take Algebra I with the published acceptance criteria)
  • Speakers on this topic challenge the board to maintain an attitude of leadership, increasing individual support/challenges and keep raising the bar.
  • Last speaker provides a bit of a different perspective that her son in High School has followed the advanced track, but is now being challenged past his comfort levels

Last speaker is addressing school bus issues. Frustrated by continuous failures by Durham to provide services. Calls for change of some kind, based on Durham’s apparent inability to provide the service levels that Collierville has contracted for.

Mr Hansen thanked the parents for their comments and suggested there may be a more informal forum set up to have more of a dialog between parents and the administration/board.

Approval of agenda, prior meeting minutes.

January financial statements. Comments during the financial update to address the shift of capital expenditures to commit and spend earlier in the cycle compared to the late allocation by the county, which requires allocated funds to be spent by September 30. Funding allocation just under $6M for current year. Some possibility to have funds held. Additional information shows that sales tax revenues are rising year over year for past 3 years, including online sales tax remittances. 20-21 budget cycle under way, which will include the reduction of the temporary title I funding. Statements approved.

Chairman’s report:

  • Portrait of a Graduate meetings are under way.
  • Tennessee School Board Association meeting, including visit to the State Capitol.
  • Update by Mr Warren to go over TSBA legislative update meeting. Significant concern about possible future legislation that would uncouple funding levels from county and municipal districts that would significantly reduce municipal school funding. This is a topic that is being studied by a task force, but not yet an actual legislative initiative.

Superintendent Report:

  • Thanks to the parents advocating for their children. Agree that we all have the same goals of what is best for our students. The bar is being raised.
  • State Budget has interesting additional funding for public schools, including (some) funds for teacher pay increases. Early reading initiatives may allow for districts to certify out of additional professional development requirements if warranted.
  • Portrait of a Graduate work is under way. Bartlett is also considering that same effort.
  • Spring break coming up.

Business item: Approval of Appointing the Disciplinary Hearing Authority Committee of Herchel Burton, Chairman, Andy Field and Jeff Jones for one year starting March 1. Note: Mr Burton plans to retire in June. Usually hears 25+ cases each year, only 10 so far.

Meeting adjourned.

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Citizen’s Report: Collierville School Board Work Session, January 21, 2020

Jan 21

Posted by E2Dutch in School Board Meeting Notes | Comments off

Summary of the January 21, 2020 school board work session.

New time and location: 4pm at school offices.

Family Life Curriculum update. Updated curriculum reflects updated state standard. Curriculum update process included representation from every building in the district. New program is called ‘Puberty: The Wonder Years.’ Request from board in prior presentation was to review the program with a current user. Benchmarked with East Lansing, Michigan. Similar size district. Have been using the program since 2010. Major difference: in Michigan a Health Education certificate is required to teach the curriculum, unlike in Tennessee. Ample positive feedback on the abstinence-based curriculum. “Difficult to mess up” the scripted lessons. Recommended the implementation of a preview night annually, which Collierville Schools will incorporate in the communication plan. Collierville will also have weekly ‘office hours’ for parents to access the curriculum at the central office. Parents will also be able to opt out of specific topics as desired. In prior years, Collierville has not had a lot of parents opt out of the topic in the past.

ELA Textbook Adoption. Process under way. Each building has teacher and parent (PTO) representatives. Teacher representation includes appropriate grade and subject teachers for each building. February is allotted for individual text book reviews. Textbook selection voting by committee members will be March 12-13. Parents may provide feedback online through the district website. Every available textbook for selection is approved by the state. The goal is for the textbook committees to adopt multiple options regardless of purchase intent. Purchase recommendations will also be collected. Collierville Schools CTE (Career Technical Education) courses are dual enrollment, which means the texts are prescribed by the partner educational institution. However, a ‘just in case’ textbook is approved as part of the overall process.

Teacher Tenure Recommendations. Reception 5:30pm CHS cafeteria prior to the January 28 Board Meeting. Unrelated question from Mr Warren: any chance the background check process will lead to some teachers being unable to continue employment? A: yes, that is possible, and with 1000 employees in the district, it is not unlikely this will happen. Note: state law introduced a mandatory re-check of all school employees’ backgrounds.

Financial Reports. Dr Lilly talked briefly about the disruption of services at Crosswind Elementary due to electrical issues, which prompted him to make an emergency purchase as permitted by the purchasing policy. Initial pricing was $20-25k if part was available, semi-custom component. This led to school to be cancelled for the day. $6k temporary solution put in place. $18k permanent fix will be in place in three weeks. Policy requires notifying board – thus completed. Note: the missed day will be considered an inclement weather day and will consume a banked day.
No significant issues noted in the financial reports. Tracking with expenses favorable to revenues. One key item to note was the shift in county capital funding disbursements shifting to monthly payments instead of the current annual disbursement following year end. Shelby County is developing a significant capital improvement project, which will result in future capital funding to come available to the municipal districts (15% of the county allocation).

Interlocal Agreement Amendment for Purchasing Services. Most of the shared services agreements have been phased out between the different municipal districts. This particular one is being extended to allow for training for the new resource at Collierville Schools.

Middle School Course Alignment:

  • Freshman English is to be discontinued in Middle School due to the change in state requirements for 4 years of English in the High School. The available English classes for those 12th graders are not meeting college requirements of robustness.
  • Physical Science was taken out of the High School and moved to the Middle School a few years back, and seems to have offered minimal benefit. It is now being removed altogether.
  • STEM for all changes brought STEM into the Elementary Schools, which changed the need for this curriculum in the middle schools. Additionally, the intervention courses require sufficient time in the day. STEM is now changing to an elective, and for students not in RTI will be able to select two electives.
  • Math needed to be aligned better. Math was being brought further lower into the grades, including teaching Algebra I in 7th grade. However, state requirements for four years of math are causing curriculum challenges in senior year. Algebra I will no longer be available in 7th grade, which also means no Geometry in 8th grade. There will be a handful of ‘high flyers’ (5-6 per middle school) who will appropriately want and need Algebra I in 7th grade, and they will be accommodated through an exception. This is a newly developed plan which will be fleshed out and communicated with the parents in the parent meetings coming in February.

Dr Lilly added informal discussion topic: Chamber Luncheon for the Collierville 150 celebration in February will have a table available for the board.

Meeting adjourned.

 

 

 

 

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Citizen’s Report: Collierville School Board Business Meeting, October 22, 2019

Oct 22

Posted by E2Dutch in School Board Meeting Notes | Comments off

Summary of the October 22, 2019 Business Meeting for Collierville Schools Board of Education.

Mrs Chism absent.

Special Recognitions:

  • STEM at Bailey Station
  • CHS National Merit Semi-finalists
  • CHS National Merit Commended Scholars

No Public Comments

Approval of Agenda, financial statements for September, and previous meeting’s minutes – all approved

Chairman’s report:

  • Congratulations to the girls’ volleyball team who beat Cleveland today, and are facing Brentwood this evening.
  • Annual school board association meeting and OPEB trustees meeting coming up.
  • Excited to get the Battelle for Kids strategic plan activities started.

Superintendent’s Report:

  • Good to be back from fall break.
  • Congratulations to the National Merit Commended and Semi-Finalist students
  • West CMS has now also achieved the Apple Distinguished School designation
  • Athletic Fields have been subject of questions from the public. Field progress not where it should be, and operations and legal counsel are working on them. Update from Mr Dougherty: Contractors and Collierville Schools met and contractors are working with construction managers and contractors to address soccer field issues, baseball field issues are being addressed, including the misaligned bases and foul pole, and the off-center ‘champions wall.’ Stadium lights are now working properly after new wiring. Priority on making all fields safe and operational by spring seasons. Practice fields are lagging behind these.

Additional Item from the Chairman about the school board opening. October 29 4pm working session scheduled by Board of Mayor and Aldermen at Town Hall to review initial list of 30 candidates. Meeting is open to the public.

Business Items:

  • 2019 LEA Compliance Report
  • January-June 2020 Board Calendar change. Recommendation to move the work session meetings to be only one week prior to the business meeting, and also to move them to 4pm. Discussion affirmed that this schedule change will make these meetings more convenient for staff to attend, which should outweigh any inconvenience to members from the public who might want to attend during their job’s regular business hours. The meetings will also move to the central office, which should see its construction effort be completed by then.
  • Approval of Studio/Broadcast Equipment RFP. This will install commercial-grade equipment that is on par with what is found in professional TV/News studios. Equipment will include the ability to broadcast within the school building, as well as a remote studio for live streaming from location. Funding will be from various sources, including a grant made possible through a partnership for dual enrollment with UT Martin. Mr Warren asked if the broadcast in the building would consume wifi bandwidth, but was assured this would be a wired connection.
  • Approval of school board calendar policy to remove reference to work sessions to more closely follow the TSBA model policy and rewords the language around regularly scheduled meetings to incorporate increased flexibility.

Meeting Adjourned.

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