Davis Bacon Overfunding, Technology Projections, and Cell Phone Policy Among Items Discussed

The Jefferson County School Board met for a Called Meeting and Work Session on Tuesday, April 7, 2015 in the Patriot Academy. School Board Chair Jarnigan Called the Meeting to Order and Board Members Rogers and Lowery were absent from Roll Call. Mike Dockery, the newly contracted Quality Oversight Adviser for the Building 8 project, was on hand to introduce himself to the Board. Dockery stated that he was on site much of last week and will be providing a written report to the County Commission and School Board for review.

Under New Business, General Purpose Fund 141 Budget Amendment #12 was Approved with a Motion from Cavanah and Second from Bradley (Board Member Potts Abstained). Federal Purpose Fund 142 Budget Amendment # 12 was Approved with a Motion from Vines and Second from Bradley.

Under Unfinished Business, General Purpose Fund 141 Budget Amendment # 11 was pushed to the next meeting to allow time for line items to be identified that could be used to fund the $78.685 that was slotted to come from fund balance. The 2015-16 school calendar will also be on the next meeting agenda, as it failed to meet a super majority of 4 and failed with a vote of 3-2 (Vines, Jarnigan No) after a Motion from Bradley and Second from Cavanah (with a consent amendment from Bradley to include the words “subject to change” following the final 2 days of school).

Following the close of the Called Meeting, the Work Session convened. Director of Schools Edmonds informed the Board that numbers may not be in for BEP funding until next month. Board Member Potts suggested that an additional meeting may be necessary next month to accommodate the budget process. Per a request from Board Member Potts, information was provided on Grant sources and amounts. Director Edmonds informed the Board that the remaining balance on the Patriot Academy Account is $117,000, which was left over from the Davis Bacon Wage Act funds. He suggested that completing the turn lane at the Patriot Academy would be an appropriate use of the funds. The cost associated with the project is $9,000. Edmonds stated that consideration should be given to returning the remaining funds ( around $100,000) to the County Commission as a good will gesture, in hopes that it could be held in a reserve account to be used if needed by the Department of Education for appropriate usage.

The Board was informed that the state is looking at testing. Board Member Vines expressed concern that the difficulty of the testing material and format are out of line with the age of testing and are creating frustration in students and teachers. Bradley stated that he would like to return to more days of classroom instruction, rather than so many days dedicated to testing. A calendar of testing dates was presented to the Board and they were informed that the testing that is done is mandated meaning that Jefferson County does not opt in to optional testing. According to information presented to the Board, testing is largely going to computers, though a few subjects will still be pencil tests for the next couple of testing cycles.

A technology report was presented to the Board that included a three year budget projection of more than $5.1 million dollars. $120,000 of those funds would be matching grants ( 20%). Contractor’s and Owner’s Contingencies were discussed. The Contractor’s Contingency is currently $208,958 and the Owner’s Contingency is $169,442. The Owner’s Contingency started out at $1.5 million and the Contractor’s Contingency started at a little over $1 million dollars. Discussion surrounding change orders not having prior Board approval, as well as purchasing outside the scope of the building program, resulted in the decision to seek outside advise on the proper procedures that should be followed for purchasing. Involved in the discussion was the decision of the Department of Education to purchase used bleachers for Mt. Horeb school without Board approval. Director Edmonds stated that the purchase was a minimal cost, was needed and the time line was tight, as they were purchased from another school for a total cost including transport of around $7,000 which was a significant savings.

The Board heard a presentation on a proposal to reinstate Elementary School Basketball teams. Each School would have a boys and girls team consisting of less than ten or less members. They would practice at their school gym but play at the Field of Dreams in Dandridge. Cost associated would be $40 per player. More information was requested concerning insurance and liability. The item will be on the agenda for the next voting meeting. Refurbished lighting from sports fields at Jefferson County High School will be used at Jefferson Middle School for a cost of $10,000 to $15,000. Imagination Library particulars were presented to the Board as well as the associated cost of the school board’s annual donation of $10,000.

In other information, the Board was informed that there are no funds available for paving Jefferson County High School parking lot. The Christmas Bonus was not presented to the County Budget Committee, as it was deemed to be the same as the original request that was returned to the School Board. Tennis Courts and the new pavilion at Jefferson County High School do not overlap in area. Per a request from Board Member Bradley and Potts, the policy committee will address the current cell phone policy. White Pine School design proposal will be on the agenda for action at the next voting meeting.