Fayette County
August 25, 2014 6:00 PM
Board of Education Regular Meeting
A. CALL TO ORDER
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A.1. Roll Call
B. EXTEND WELCOME TO GUESTS
Melissa Bacon
C. MOMENT OF SILENCE
D. PLEDGE OF ALLEGIANCE
Doug Barnett
E. READING OF MISSION STATEMENT
Doug Barnett
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Our mission is to create a collaborative community that ensures all students achieve at high levels and graduate prepared to excel in a global society.

F. APPROVAL OF AGENDA
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Approve the agenda with any changes voiced including the lifting of items from the consent section for discussion.

F.1. Addendum:
F.1.a. __________
F.1.b. __________
F.2. Deletions:
F.2.a. __________
F.2.b. __________
G. INTRODUCTIONS, RECOGNITIONS, ACKNOWLEDGEMENTS AND RESOLUTIONS:
G.1. Introductions
G.2. Student Performance
G.2.a. Steel Drums, STEAM Academy
G.3. Recognitions
G.3.a. Lucas Etter, Edythe J. Hayes Middle School: Speedcubing World Record
G.3.b. Henry Clay High School Lacrosse Team: Runner-Up, 2014 Kentucky Lacrosse Association State Tournament
G.3.c. Wellington Elementary: 2014 National Green Ribbon School
G.3.d. Paul Laurence Dunbar High School: Suspension Reduction Recognition
G.4. Acknowledgements
G.4.a. Acknowledgements for August, 2014
Amanda Ferguson
Attachments
H. REPORTS, COMMUNICATIONS AND RESOLUTIONS:
H.1. Progress Reports
H.1.a. Superintendent's Report
H.1.a.1. Equity Council Report
Tom Shelton
H.1.a.2. Construction Progress Report
Mary Wright
H.1.a.3. ACT Testing Results
Lu Young
H.2. Remarks by Citizens (persons who have signed up to speak):
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Fayette County Board of Education Policy 01.45 states,

“...Members of the public may address the Board during the period set aside by the Board without submitting an item for the agenda. No action shall be taken during this portion of the meeting on issues raised by employees or the public unless deemed an emergency by the Board...”

 Please note: Speakers will not be allowed to make any disparaging or critical remarks about individuals or employees of the District. Critical comments or complaints are processed through the District’s complaint procedures, which afford the individuals to whom comments or complaints are directed, the opportunity for response and due process.

H.2.a. There are two opportunities for the public to address the Board:
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At the beginning of the meeting, the public, who have signed up prior to the meeting, is invited to speak on items that are On the Agenda. This is not intended to be a time for debate, however, the Board will take the public's input into consideration when making their final decision this evening. Each speaker will be allowed a maximum of 5 minutes.

At the end of the meeting, members of the public who have signed up prior to the meeting are invited to address the Board on any topic of District-related concern that is NOT on the official agenda for this meeting (Policy # 01.45). Please know that since these items are not on tonight's agenda, our Board may or may not comment. It is important to know that this is not intended to be a time where issues will be debated. The Chair will determine the amount of time for each speaker, depending upon the lateness of the hour and the number of speakers.

 

H.3. Resolutions
I. APPROVAL OF ROUTINE MATTERS:
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Minutes from Board meetings

I.1. Minutes of the July 14, 2014 Planning Meeting
Attachments
I.2. MInutes of the July 28, 2014 Regular Board Meeting
Attachments
J. APPROVAL OF CONSENT ITEMS:
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J.1. Award of Bids/Proposals
Mary Wright
Attachments
J.2. Actions for Post Approval and Claims
Rodney Jackson
Attachments
J.3. August 25, 2014 Special and Other Leaves of Absence
Melodee Parker
Attachments
J.4. Requests From Principals For Extended Trips
Vicki Ritchie
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Attachments
J.5. Professional Leave by District Personnel
Jack Hayes
Attachments
J.6. Appointment of Fayette County Public Schools Member to Parks and Recreation Advisory Board
Vince Mattox
Attachments
J.7. Central Kentucky Riding for Hope Contract 2014-2015
Kathy Dykes
Attachments
J.8. Declaration of Surplus and Intent to Sell
Mary Wright
Attachments
J.9. Approval of the Design Consultant and the BG-1 Project Application for the Renovation of the Tates Creek High School Shot Put and High Jump Areas
Mary Wright
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The existing shot put and high jump areas were installed at TCHS more than ten years ago by FCPS to provide the bare minimal accommodation to suit these two track and field events. But due to the limitations of space and materials, these installations could not be used for KHSAA-sanctioned competitions. In order to comply with the KHSAA requirements and the rules of the sport, the existing area needs to be re-graded to suit these two athletic activities, with built-in storm water drainage and ADA-accessibility. Concrete pads will be provided to suit the shot put and high jump activities, and concrete walkways are provided for spectator viewing. Constructing these improvements were excluded from the BG 13-184 Tates Creek High Turf Replacement project due to budget concerns. Sufficient residual funds remain from the turf replacement project to allow this small separate project to complete the track and field accommodations at TCHS.

Pearson & Peters Architects was determined to be the most qualified design consultant for the turf replacement project. Facility Design & Construction recommends that Jeff Pearson continue as the design consultant for this portion of the work. The project design work will begin immediately. Approval of the proposed BG-1 will allow the project to proceed as quickly as possible. A preliminary cost estimate for the work has been completed in order to initiate a BG-1 Project Application as required by KDE. Those estimates are presented below.

Attachments
J.10. Approval of the Design Development Documents for the Construction of the New High School on Winchester Road (1970 Winchester Road) BG 14-159
Mary Wright
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The construction of a new 1,800-student high school to be located on a new site located at 1970 Winchester Road is listed as priority 1a.5 on FCPS's 2013 District Facility Plan. The building construction project will be funded through a bond issue and is subject to the approval of the Kentucky Department of Education. A BG-1 Project Application for the construction, identifying the extent and cost of the work, has been approved by the Board and has been filed with the Kentucky Department of Education. At this time, the Board is required by 702 KAR 4:160 to indicate acceptance of the design development documents represented in the plans prepared by the design consultants Tate Hill Jacobs Architects. Based on the review of these documents by FCPS staff, the Department of Physical Support Services recommends approval of these plans. Upon the Board’s approval, these documents will be submitted to the KDE District Facilities Branch for review and approval prior to the preparation of construction documents.

Attachments
J.11. Approval of the Design Development Documents for the Construction of the New Elementary at Intersection of Georgetown and Spurr Roads (2550 Georgetown Road) BG 14-128
Mary Wright
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The construction of a new 650-student elementary school to be located on a new site to be determined is listed as priority 1a.5 on FCPS's 2013 District Facility Plan. The building construction project will be funded through a bond issue and is subject to the approval of the Kentucky Department of Education. A BG-1 Project Application for the construction, identifying the extent and cost of the work, has been approved by the Board and has been filed with the Kentucky Department of Education. At this time, the Board is required by 702 KAR 4:160 to indicate acceptance of the design development documents represented in the plans prepared by the design consultants Clotfelter-Samokar Architects. Based on the review of these documents by FCPS staff, the Department of Physical Support Services recommends approval of these plans. Upon the Board’s approval, these documents will be submitted to the KDE District Facilities Branch for review and approval prior to the preparation of construction documents.

Attachments
J.12. Approval of a Proposed Change Order (No. Nine) to the Contract for the Renovation at Jessie Clark Middle School BG 13-023
Mary Wright
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The renovation of the existing Jessie Clark Middle School is listed as priority 2c.11 on FCPS’s 2009 District Facility Plan. Tate Hill Jacobs Architects produced final Construction Documents for bidding describing a renovation of the existing building and the construction of an addition totaling approximately 125,321 SF to serve 1,000 students, based upon FCPS middle school program standards. Bids were received on May 15, 2013 and construction began in June, 2013. The Department of Physical Support Services, the design consultants and the local building code officials have reviewed the progress of the work. Changes to the original plans and specifications have been necessary in order to satisfy the requirements described below. Approval of these changes allows the work to be completed.

Attachments
J.13. Approval of a Proposed Change Order (No. Thirteen) to the Contract for the Renovation at Deep Springs Elementary School BG 12-182
Mary Wright
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The renovation of the existing Deep Springs Elementary School is listed as priority 2c.5 on FCPS’s 2009 District Facility Plan. EOP Architects produced final Construction Documents for bidding describing a renovation of the existing building and the construction of an addition totaling approximately 69,396 SF to serve 625 students, based upon FCPS elementary school program standards. Bids were received on February 6, 2013 and construction began in May, 2013. The Department of Physical Support Services, the design consultants and the local building code officials have reviewed the progress of the work. Changes to the original plans and specifications have been necessary in order to satisfy the requirements described below. Approval of these changes allows the work to be completed.

Attachments
J.14. Approval of a Proposed Change Order (No. Twenty-three) to the Contract for the Renovation at Stonewall Elementary School BG 11-249
Mary Wright
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The renovation of the existing Stonewall Elementary School is listed as priority 2c.3 on FCPS’s 2009 District Facility Plan. Tate Hill Jacobs Architects has produced Construction Documents (plans, specifications, bidding requirements, etc.) describing a renovation of the existing building and the construction of an addition totaling approximately 78,294 SF to serve 775 students, based upon FCPS elementary school program standards. Bids were received on February 8, 2012 and construction began in June, 2012. The Department of Physical Support Services, the design consultants and the local building code officials have reviewed the progress of the work. Changes to the original plans and specifications have been necessary in order to satisfy the requirements described below. Approval of these changes allows the work to be completed.

Attachments
J.15. Approval of Memorandum of Understanding and Temporary Construction Easement to Ball Homes, Inc. on the Athens-Chilesburg Elementary School Property
Mary Wright
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Ball Homes is constructing apartments on the vacant land just south of the Athens-Chilesburg Elementary School. Until recently, the boundary between the school property and the apartment site was obscured by the dense overgrowth of trees and shrubbery remaining from the former Gess farm. FCPS installed a 4’-high chain-link fence on the property line when the school was completed in 2006. As the apartment property was developed, the overgrowth was removed and the site was re-graded resulting in a steep slope (as high as ten feet) between the property line and the proposed new buildings (as near as twenty-five feet away). As is, this slope is too severe to maintain it in the future and requires either a reduction in height, or a retaining wall. Ball Homes has requested permission from the Board to reduce the height of the slope by approximately 3’ along about 250’ of the length of the property line. This work will require removal and re-installation of the existing chain-link fence, and re-installation of the lawn at all disturbed areas. The work will also disturb a single row of "stone" seating (25’ of retaining wall blocks) at an amphitheater built at ACE by the PTA. The school has asked for this seating to be relocated/re-installed at the soccer field. The work will take only a week to finish and will require a temporary construction easement 20’ wide by 355’ long. All known buried utilities in the area have been located and marked to eliminate the risk to school activities. When complete, the new grades will improve lawn mowing for FCPS along this section of the school property. Ball Homes will cover all costs and protect the Board from expense. A memorandum of understanding has been prepared to include these provisions, as well as the requirement for Ball Homes to repair or replace any and all school property damaged by this work, and to escrow funds ($8,700) from the developer to ensure project completion. Approval of this action by the Board will allow execution of the memorandum and the work to commence.

Attachments
K. APPROVAL OF ACTION ITEMS:
K.1. 2014-15 Flexible Focus Funds Allocations
Lu Young
Attachments
K.2. Kentucky School Boards Insurance Trust (KSBIT) Assessment
Myron Thompson
Attachments
K.3. Update #37 Board Policy Revisions
Shelley Chatfield
Attachments
K.4. Adoption of Levy of Tax Rates for School Purposes
Rodney Jackson
Attachments
K.5. Year End Unaudited Financial Report
Rodney Jackson
Attachments
K.6. Monthly Financial Report
Rodney Jackson
Attachments
L. INFORMATIONAL ITEMS:
L.1. August 25, 2014 Personnel Changes
Melodee Parker
Attachments
L.2. Administrative Procedures Revisions
Shelley Chatfield
Attachments
L.3. Safety Update
Chris Townsend
Attachments
M. ORAL COMMUNICATIONS:
M.1. Public
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NOTICE: Our next item is where members of the public may address the Board on any topic of District-related concern that is NOT on the official agenda for this meeting (Policy # 1.45). Please know that since these items are not on tonight's agenda our Board may or may not comment. It is important to know that this is not intended to be a time where issues will be debated. The Chair will determine the amount of time for each speaker, depending upon the lateness of the hour and the number of speakers.

 

M.2. Board Request Summary
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A motion is in order to approve the following Board requests:

M.2.a. __________
M.2.b. ___________
M.2.c. __________
M.3. Other Business
M.3.a. Board Discussion of Board Work
Melissa Bacon
M.3.b. Staff
N. MOTION MAKING AGENDA PART OF THE OFFICIAL BOARD MINUTES:
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A motion is in order to:  "make the agenda dated August 25, 2014 on which action has been taken at this meeting, a part of the minutes as if copied in the minutes verbatim."

O. ADJOURNMENT:
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Complete supplemental detail concerning this agenda is available for public review during normal business hours, 8:00 a.m. to 5:00 p.m. at the District Office.