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Board approves ESSER spending, HVAC purchases, retention bonuses and HR software
Summary
Hickman County School Board approved ESSER-related budget amendments and procurements including a $32,000 online payroll/HR system, seven mini-split HVAC units (~$52,346), a major air-handler replacement (~$128,000), and approved posting a 14-month ESSER grant manager position to oversee projects; retention bonuses (~$520,000) were discussed and included in ESSER spending plans.
The Hickman County School Board approved several budget amendments and procurements on Sept. 9 that allocate federal carryover and local funds to facility upgrades, employee retention and administrative systems.
Administrators described consolidated carryover from federal programs (Title I, II, IV, and ESSER) and presented budget amendments to bring the funds into the district’s accounting system. The board approved budget amendments for items labeled 6–10, which align carryover federal funds with current-year spending plans.
The board approved an online payroll and HR benefits system intended to replace paper W-2 distribution and time-sheet processes. Staff estimated the district’s share of the system at roughly $32,000 and confirmed the purchase was budgeted.
A Career and Technical Education "Spark" grant (county share discussed as approximately $93,000) will fund targeted equipment purchases, including a commercial dishwasher for culinary programs and an auto-mechanics lift. The district reported it is on track to obligate the grant funds by the state deadline.
Administrators recommended ESSER-funded HVAC work: a large air-handler replacement (quoted at approximately $128,000–$136,000, depending on parts and refrigerant) for an intermediate school and a separate purchase of seven mini-split units costing about $52,346. The board voted to approve both purchases.
Staff also described a proposed $1,000 retention bonus for eligible full-time employees (half-time employees to receive a pro-rated amount) to be paid from ESSER/other funds; the estimated total cost for the program across the district was stated to be about $520,000. The board discussed timing and accounting for that expenditure within ESSER guidelines and possible need for a grant-extension request if procurement/manufacturing timelines extend.
Because the ESSER projects require close oversight and reporting, the board approved posting a 14-month ESSER grant-manager position (or extending existing staff assignment) so the district can complete installations and meet compliance requirements; staff noted roughly $115,000 in indirect costs can be moved into the general fund to cover some local expenditures.
Votes were recorded for the HR software approval, budget amendments, HVAC procurements, and the 14-month grant-manager posting; recorded votes in the transcript show approval by the board for these items. Administrators said implementation timelines will vary by item; the HR system rollout will include account creation and face-to-face meetings and may take several months. Major HVAC manufacturing lead times were discussed as typically 12–16 weeks, which could require a grant-extension request depending on delivery and installation schedules.
The board’s financial approvals clear the way for the district to begin procurement and project scheduling; staff will report back on rollout and construction timelines.
