Cumberland County approves $20,000 trainers contract, discusses athletic software and capital shortfalls

The Cumberland County Board of Education voted to approve a $20,000 contracted services agreement to provide athletic trainers for high‑school events and practices and discussed whether to expand coverage to middle schools.

The contract, described to the board as a monthly‑paid contracted service, covers trainers for varsity games, some practices, tournaments, playoff and away games. Director Dr. Farley told the board a trainer from Livingston Academy was covering tonight's game and that Covenant — the vendor working with the district — had agreed to provide coverage and could place trainers at district contests. "We do have someone covered tonight," Dr. Farley said during the discussion. Board members approved the contract by roll call.

Why it matters: trustees and administrators said the trainers fill an immediate safety need after the district lost prior coverage earlier this year. Several board members emphasized middle‑school athletics' importance and pressed staff to develop a plan and budget for broader coverage if demand requires it.

What the board decided and debated

- Trainers contract: The board approved the contract described in the agenda as a $20,000 contracted service. In discussion, trustees repeatedly raised whether the contract can be amended midstream to add middle schools if Covenant can supply additional personnel; staff said the vendor was willing to amend the agreement. "With this contract, we're at least — and let's not say — we can't amend the contract at any point in time to add that stuff in there," a board member said during debate.

- Scope and delivery questions: Several trustees asked whether trainers will be available for multiple simultaneous events, whether trainers will attend practices as well as games, and how priority would be determined. Staff said historically trainers had been provided only for high schools, that the vendor initially offered two trainers for the district's high schools, and that middle‑school coverage would be handled on a per‑event (PRN) basis unless the district moves to a broader contract.

- Athletics management software (FinalForms): The board discussed whether to purchase FinalForms, an online platform for athletic forms and rostering. Staff said the vendor quote now would cost the district about $6,800 and that existing local tracking systems may address many of the district's needs. Trustees raised concerns about timing, year‑two and year‑three costs, the workload on parents and coaches to adopt a new platform mid‑season and whether FinalForms meets all elements of the district's strategic plan for athletics portfolios. A motion to move forward with FinalForms was made during the meeting but later withdrawn after discussion; no purchase was approved. "At this time and the timing with where we're at in the seasons ... I think it's just not the right time," one trustee said.

- Budget amendments and capital projects: The board approved multiple budget amendments (items labeled 1_41 and 1_42 on the agenda) during the meeting. The finance report noted a current running fund balance of $13,931,821.77. Staff reported one recent bid for the Martin Elementary electrical project came in at $488,390 against a budgeted $420,000, producing a shortfall of $68,390; staff said supply‑chain price increases and tariffs contributed to the higher price. Trustees requested a formal project timeline and a capital‑project tracker so future bid timing and start dates can be aligned with school calendars.

- Policy and personnel votes: The board approved a second reading of policy 2.601 (fundraising activities) and approved a revised Safe Schools counselor job description, both by roll call. The board also discussed use‑of‑personal‑device policy implementation in schools; Dr. Farley reported that device storage processes had been put into place and that principals and staff were managing compliance.

Votes at a glance

- Approve CCMC/Covenant trainers contract (contracted services, $20,000): approved (roll call). Motion text on the agenda: approval of the CCMC contract for the district. Mover/Second: not specified in minutes. Tally: approved by roll call (see meeting minutes for full roll‑call list).

- FinalForms purchase (student athletic platform, estimated vendor cost $6,800): no purchase approved; related motion to move forward was withdrawn after discussion.

- Safe Schools counselor job description (personnel classification change): approved by roll call.

- Policy 2.601, Fundraising activities (second reading): approved by roll call.

- Budget amendments (1_41 and 1_42): approved by roll call. Finance reported running fund balance $13,931,821.77.

What board members said

Trustees framed the trainers vote as an urgent safety measure. "There's a definite need for it. We need to get something in place," Trustee Stout said in support of approval. Trustee Davis and others pressed staff to define the criteria that would trigger expansion of services to middle schools and asked staff to seek explicit options from the vendor about hourly/per‑event charges for middle‑school coverage. Several trustees and staff emphasized that the contract can be amended later if additional personnel become available.

On FinalForms, trustees expressed concerns about timing and fit. One trustee said the district's strategic plan calls for a comprehensive athletic portfolio and that FinalForms "fits into it, but it doesn't fit all of it," arguing the board should revisit the strategic plan before buying software.

Financial and scheduling context

Staff said the trainers contract will be paid from a contracted‑services line currently budgeted to cover the cost; if that line is needed for other services, staff said they would return to the board to request fund‑balance transfers. On capital projects, staff committed to preparing a timeline and project tracker for the board showing projected bid dates and start dates so work can be scheduled around the school calendar and reduce the risk of expiring quotes.

Next steps

- Staff will follow up with Covenant to ask explicitly whether the vendor can provide contract options for middle schools (per‑event pricing vs. full contract) and will report back to the board. - The FinalForms purchase will not proceed at this time; staff will revisit whether an integrated solution fits strategic‑plan goals in a future work session and may explore vendor enhancements. - The director said she would assemble a capital‑project timeline and circulate it to trustees.

Ending

The board adjourned after approving the consent agenda and several budget and policy items. The meeting included both immediate, time‑sensitive operational decisions (trainers contract) and longer‑term governance work (capital planning and software evaluation).