SPENCER COUNTY BOARD OF EDUCATION
Regular Monthly Meeting
May 21, 2012 06:30PM
Spencer County High School Media Center

Attendance Taken at 6:34 PM: 

Present Board Members:   
Ms. Sandy Clevenger 
Mrs. Shannon Medley 
Ms. Jeanie Stevens 
Mr. Scott Travis 
 
Absent Board Members:   
Mrs. Mary Ann Carden 

Others Present:  Superintendent Adams, Norma Thurman, Vicki Goodlett, Diana Thomas, Bob Hafendorfer, Jason Cox, Curt Haun, Dale Kleinjan, Beth Coke, Ruth Ann Sweazy, Vicky Thomas, Mallory Bilger, Michele Barlow, Pete Clevenger, and others.

ORDER# 157
CALL TO ORDER  
Meeting was called to order at 6:37 p.m. by Ms. Jeanie Stevens, Chairperson.

STATEMENT OF BOARD MISSION  &
WELCOME OF VISITORS TO MEETING  
Ms. Jeanie Stevens, Chairperson read the Statement of Board Mission and welcomed visitors.

ORDER# 158
REVIEW AND ADOPT THE AGENDA  
Motion Passed:  Approval of agenda as presented passed with a motion by Ms. Shannon Medley and a second by Mr. Scott Travis.  

Ms. Mary Ann Carden			Absent
Ms. Sandy Clevenger, Vice Chair	Yes
Ms. Shannon Medley			Yes
Ms. Jeanie Stevens, Chairperson	Yes
Mr. Scott Travis				Yes

STUDENT PRESENTATIONS   
No student presentations

RECOGNITIONS  
Going the Distance Award
Ms. Vicky Thomas of Spencer County Elementary School.  

CITIZENS AND DELEGATIONS  
No citizens signed to address the Board.

ACADEMIC SUCCESS AND STUDENT ACHIEVEMENT  

Academic Report  
Assistant Superintendent, Norma Thurman reviewed upcoming plans and staffing for the 2012 Summer Academic Academy.

Academic Spotlight: Hillview Academy  
Mr. Bob Hafendorfer and Mr. Jason Cox introduced two 2012 Hillview graduates, William Risinger and Andrea Saint.  There were a total of eleven (11) graduates in 2012 school year.
  
Superintendent's Report  
Topics discussed:  
* Superintendent’s Evaluation on June 14 at Scheduled Work Session.
* Voting Districts – Board would like the Board Attorney to be consulted regarding the Magisterial Voting    
  Districts before approval.   This must be completed by August 1, 2012.

ACTION WITH DISCUSSION  

ORDER# 159
2012-2013 Tentative Budget  
Motion Passed: Approval of the 2012-2013 Tentative Budget passed with a motion by Mrs. Shannon Medley and a second by Ms. Sandy Clevenger.  

Ms. Mary Ann Carden			Absent
Ms. Sandy Clevenger, Vice Chair	Yes
Ms. Shannon Medley			Yes
Ms. Jeanie Stevens, Chairperson	Yes
Mr. Scott Travis				Yes

ORDER # 160
BG 07-118 Summary of Purchase Orders   
This final purchase order summary form will finalize Phase 1 of the SCHS renovation project (BG07-118).  This will close out the project and allow the remaining funds to be expended through a new BG-1, which follows on this agenda below.
Motion Passed:  Approval of reconciled SCHS purchase order summary form passed with a motion by Ms. Sandy Clevenger and a second by Ms. Shannon Medley.  

Ms. Mary Ann Carden			Absent
Ms. Sandy Clevenger, Vice Chair	Yes
Ms. Shannon Medley			Yes
Ms. Jeanie Stevens, Chairperson	Yes
Mr. Scott Travis				Yes

ORDER # 161
BG-1; New Elementary School Project   
As recommended by Tim Lucas at KDE, the BG-1 should be established prior to the official hiring of an architect.
Motion Passed:  Approval to establish and approve BG-1 for the new elementary project passed with a motion by Mrs. Shannon Medley and a second by Ms. Sandy Clevenger.  

Ms. Mary Ann Carden			Absent
Ms. Sandy Clevenger, Vice Chair	Yes
Ms. Shannon Medley			Yes
Ms. Jeanie Stevens, Chairperson	Yes
Mr. Scott Travis				Yes

ORDER # 162
BG-1; SCHS Contingency Project  
All financial records have been properly reconciled and the project has included the formalities of architect inclusion, the BG-1 is the last piece of information that needs to be approved prior to proceeding.
Motion Passed:  Approval to establish and approve of BG-1 for the SCHS contingency project passed with a motion by Mr. Scott Travis and a second by Ms. Sandy Clevenger.  

Ms. Mary Ann Carden			Absent
Ms. Sandy Clevenger, Vice Chair	Yes
Ms. Shannon Medley			Yes
Ms. Jeanie Stevens, Chairperson	Yes
Mr. Scott Travis				Yes

ORDER # 163
SBDM Carry Forward of 2011-2012 Funds  
According to the GASB 54 guidance issued by KDE SBDM funds to be carried forward from a previous year requires the board to take action to commit these funds before the fiscal year end.  Requesting Board approval to allow funds remaining in current year SBDM Section 6 allocations and Sec 7 In-Lieu-of-Fees carried forward to the 2012-2013 school year.  The actual amounts will not be known until the close of the fiscal year when all purchases have been accounted for.
Motion Passed: Approval of SBDM carry-forward passed with a motion by Mr. Scott Travis and a second by Ms. Shannon Medley.  

Ms. Mary Ann Carden			Absent
Ms. Sandy Clevenger, Vice Chair	Yes
Ms. Shannon Medley			Yes
Ms. Jeanie Stevens, Chairperson	Yes
Mr. Scott Travis				Yes

ORDER # 164
Architect Selection; New Elementary School Project   
Motion Passed:  Approval to invite Sherman Carter Barnhart, Rosstarrant Architects, and G. Scott & Association in at a later date for a presentation passed with a motion by Mr. Scott Travis and a second by Ms. Sandy Clevenger.  

Ms. Mary Ann Carden			Absent
Ms. Sandy Clevenger, Vice Chair	Yes
Ms. Shannon Medley			Yes
Ms. Jeanie Stevens, Chairperson	Yes
Mr. Scott Travis				Yes

ORDER # 165
RCS Communications   
District is required to have this updated by January 1, 2013; therefore this purchase was budgeted for in the current year working budget.
Motion Passed:  Approval for purchase and installation of the attached equipment to continue upgrading our bus fleet monitoring system passed with a motion by Ms. Shannon Medley and a second by Ms. Sandy Clevenger.  

Ms. Mary Ann Carden			Absent
Ms. Sandy Clevenger, Vice Chair	Yes
Ms. Shannon Medley			Yes
Ms. Jeanie Stevens, Chairperson	Yes
Mr. Scott Travis				Yes

ORDER # 166
Request to Approve Insurance Quotes 
 
KSBIT 2012-13 Quote Compared to Current Year		
	2012	2013	Difference	
Auto	40,767	38,525	2,242	
E&O	18,417	24,464	(6,047)	
GL	24,733	26,712	(1,979)	
Property	65,006	81,519	(16,513)	
Crime	--	1,765	(1,765)	
WC	104,994	129,478	(24,484)	
	$253,917	$302,463	($48,546)	

Student Insurance Quote – Bob Roberts Insurance (Current Insurer)
100% Usual & Customary				$35,420	6.2% increase ($2,054)
100% Usual & Customary w/ $1,000 PT Limit		$32,000	Decrease $1,366

Scholastic Comparison to Bob Roberts Insurance:
Note: There is a 5% reduction to KSBIT (already included above) when using Bob Roberts Insurance for Student Accident Coverage.

Motion Passed: Approval to recommend KSBIT renewal for SY 2012-2013 and Bob Roberts renewal for Student Accident Insurance SY 2012-2013 passed with a motion by Ms. Shannon Medley and a second by Ms. Sandy Clevenger.  

Ms. Mary Ann Carden			Absent
Ms. Sandy Clevenger, Vice Chair	Yes
Ms. Shannon Medley			Yes
Ms. Jeanie Stevens, Chairperson	Yes
Mr. Scott Travis				Yes

ORDER # 167
SCES Primary Computer Lab  
SCES would like to potentially employ a Primary Computer Lab Technician to be paid through the school activity fund using school fundraisers.  The Primary Computer Lab Technician would work 6.5 hours a day to assist students with specific instructions on technology.  This position would be reimbursed to the Board with school activity funds.
Motion Passed: Approval of requested position passed with a motion by Mr. Scott Travis and a second by Ms. Shannon Medley.  

Ms. Mary Ann Carden			Absent
Ms. Sandy Clevenger, Vice Chair	Yes
Ms. Shannon Medley			Yes
Ms. Jeanie Stevens, Chairperson	Yes
Mr. Scott Travis				Yes

ORDER # 168
Parent and Community Coordinator/Cafeteria Monitor  
SCES would like to potentially employ a Parent and Community Coordinator/Cafeteria Monitor to be paid for through the school activity fund using school fundraisers.  The Parent and Community Coordinator/Cafeteria Monitor would assist volunteers, manage all school wide fundraisers 10 hours per week, and work 2 hours a day monitoring students in the cafeteria.  Funding provided by SCES activity funds.  
Motion Passed: Approval to approve the SCES Parent and Community Coordinator/Cafeteria Monitor Request passed with a motion by Mr. Scott Travis and a second by Ms. Sandy Clevenger.  

Ms. Mary Ann Carden			Absent
Ms. Sandy Clevenger, Vice Chair	Yes
Ms. Shannon Medley			Yes
Ms. Jeanie Stevens, Chairperson	Yes
Mr. Scott Travis				Yes

ORDER # 169
Spencer County High School Business Position   
Business position requested by SCHS SBDM as a result of 2012 increase in the staffing allocation.  This position is included in tentative budget.
Motion Passed:  Approve the creation of a certified teaching position at SCHS based on the staffing formula passed with a motion by Ms. Sandy Clevenger and a second by Mrs. Shannon Medley.  

Ms. Mary Ann Carden			Absent
Ms. Sandy Clevenger, Vice Chair	Yes
Ms. Shannon Medley			Yes
Ms. Jeanie Stevens, Chairperson	Yes
Mr. Scott Travis				Yes

ORDER # 170
Spencer County Middle School Classified Position   
Classified technology position to be created at SCMS to take the place of the certified position that we had once granted as a section 7.  This position is in the tentative budget.
Motion Passed:  Approve the creation of a classified technology position at SCMS based on the staffing formula. passed with a motion by Ms. Sandy Clevenger and a second by Mrs. Shannon Medley.  

Ms. Mary Ann Carden			Absent
Ms. Sandy Clevenger, Vice Chair	Yes
Ms. Shannon Medley			Yes
Ms. Jeanie Stevens, Chairperson	Yes
Mr. Scott Travis				Yes

ORDER # 171
District Technology Plan   
Motion Passed: Approval of the adoption of annual Technology Plan for Spencer County Schools passed with a motion by Mrs. Shannon Medley and a second by Ms. Sandy Clevenger.  

Ms. Mary Ann Carden			Absent
Ms. Sandy Clevenger, Vice Chair	Yes
Ms. Shannon Medley			Yes
Ms. Jeanie Stevens, Chairperson	Yes
Mr. Scott Travis				Yes

ORDER# 172
Kentucky Utilities - Agreement to Permit  
Motion TABLED:  Final pole price was not available.  Superintendent Adams recommended to table KU Agreement to Permit.  Motion to table passed by Mr. Scott Travis and a second by Ms. Sandy Clevenger.  

Ms. Mary Ann Carden			Absent
Ms. Sandy Clevenger, Vice Chair	Yes
Ms. Shannon Medley			Yes
Ms. Jeanie Stevens, Chairperson	Yes
Mr. Scott Travis				Yes

ORDER # 173
2012-2013 Certified and Classified Salary Schedule  
Motion Passed:  Approval of the 2012-2013 Certified Salary Schedule, reflecting no change from current structure passed with a motion by Mrs. Shannon Medley and a second by Ms. Sandy Clevenger.  

Ms. Mary Ann Carden			Absent
Ms. Sandy Clevenger, Vice Chair	Yes
Ms. Shannon Medley			Yes
Ms. Jeanie Stevens, Chairperson	Yes
Mr. Scott Travis				Yes

ORDER # 174
ACTION BY CONSENT  
Motion Passed:  Approval of consent items passed with a motion by Mrs. Shannon Medley and a second by Ms. Sandy Clevenger.  

Ms. Mary Ann Carden			Absent
Ms. Sandy Clevenger, Vice Chair	Yes
Ms. Shannon Medley			Yes
Ms. Jeanie Stevens, Chairperson	Yes
Mr. Scott Travis				Yes
•	Approval of Board Minutes  
	*  April 19, 2012 Scheduled Work Session
	*  April 23, 2012 Regular Monthly Meeting
	*  April 23, 2012 Finance Corporation Meeting
•	Orders of the Treasurer Reports  
•	School Financial Reports  
•	District and Food Service Reports  
•	Invoices for Approval  
*  Chenoweth Law Office:  February 1-29, 2012
•	Acknowledge Monthly Report and District Employees, Termination, Resignations, and Retirements 
Other						Retirements
Melinda Turner, Certified Sub Teacher, Rank 2		Linda Conway, SCES Teacher, eff 10/1/2012
Vicki Bell, Certified Sub Teacher, Rank 2
Justin Goodlett, Sub Classified
 
		Resignations
		Kaye Lloyd, Family Advocate-TES FRYSC – eff.  6/1/2012
		Rebecca Miller, English Teacher – HS, eff.  6/30/2012
		Bridgett Fawbush, Math Teacher – HS, eff. 6/30/2012

•	Field Trips  
o	Bear Care Enrichment Summer Trips
o	SCHS Boys Basketball – Transylvania University 	June 3-5, 2012
o	FFA State Convention – Lexington – June 11-14, 2012
o	FFA Camp – Hardinsburg – July 7-13, 2012
o	FCCLA Camp – Hardinsburg – June 11-13, 2012
o	SCHS Dance Team Banquet – Overnight – Louisville, June 19, 2012

•	Fundraiser Approvals
o	FRYSC – Healthfair Readifest   August 4, 2012
o	SCHS Cheerleading	Face Painting		June 9, 2012
o	SCHS Cheerleading	Donut Sales		3X’s Summer
o	SCHS Cheerleading	Snappy Pizza		Fall and Winter
o	SCHS Cheerleading	Avon			Summer TBA
o	SCHS Cheereleading	2 Cheer Clinics		July and August
o	SCHS Boys Basketball	Youth Camp		June 25-29
o	SCHS Girls Basketball	Cornhole Tourney	June 15
o	SCHS Girls Basketball	Middle School Tourney	July 28-29
o	Class of 2015		Kroger Cards		2012-2013 Year
o	Class of 2015		Spirit Wear 		August & September
o	SCMS Chorus		Mandy & Me Designs	July 2012- May 2013
o	SCMS Football		Dance			August 2012
o	SCMS Football		SCMS Football		10 for 10
o	SCMS Football		Student Council		Hat Day
o	SCMS Softball		Dance			September 2012
o	SCMS Dance Team	Chili Cookoff		Sept. – October 2012
o	SCMS Dance Team	Bunco			September 2012
o	SCMS Dance Team	Fall Festival/Booth	October 2012
o	SCMS Dance Team	Candy Grams		October 2012
o	SCMS Dance Team	Candy Sales		November 2012
o	SCMS Dance Team	Parents Night Out	November 2012	 
o	SCMS Cheerleaders	November Dance	November 2012
o	SCMS Dance Team	Winter Dance		December 2012
o	SCMS Dance Team	FFA Toy Show/Booth	December 2012
o	SCMS Dance Team	Dance			January 2013
o	SCMS Student Coun	Dance			January 2013
o	SCMS Chorus		Valentines Dance	February 2013
o	SCMS Dance Team 	Krispy Kreme		February 2013

•	Annual Bids (Maintenance, LP Gas, Supplies, Etc)  
Commercial Carriers
Recommend:All	Louisville Zoo	Newport Aquarium	Kentucky Horse Park	Louisville Science Center	Kentucky State Capital	Kentucky Down Under	Natural Bridge	
Fisher Buses	215.00	550.00	425.00	215.00	350.00	500.00	600.00	
Miller Transp.	n/b 	 n/b 	n/b  	 n/b 	 n/b 	 n/b 	n/b  	
Coach	 	 	 	 	 	 	 	
Shockey	800-
1000	800-1000	800-|
1000	800-1000	800-1000	800-1000	800-1000	

Recommend: Earthgrain (Sole Bidder)	Bread Products	
	
Bid Items - Breads		
		Package Count		Bid Price	
	Bun, Whole Grain Hamburger, 2 oz.	8 ct		1.29	
	Bun, Enriched White Hamburger, 2 oz.	12 ct		1.89	
	Bun, Whole Grain Hamburger , 5”	8 ct		1.69	
	Bun, Enriched White Hamburger, 5”	8 ct		1.99	
	Bun, Round Whole Grain 	8 ct		1.49	
	Subs, Whole Grain, 8”	6 ct		1.70	
	Subs, Enriched White, 8”	6 ct		1.70	
	Bun, Split Top Hoagie, 6”	24 ct		4.75	
	Bagels, Whole Grain 2 oz.	-------		------	
	Bagels, Blueberry, Whole Grain 2 oz.	6 ct		2.89	
	Bun, Hot Dog, Whole Grain 2 oz.	8 ct		1.49	
	Bread, Enriched White, 1 oz. Slice	20 oz		1.49	
	Bread, Whole Grain, 1 oz. Slice	
Recommend: FerrellGas		
LP Gas
Bennett’s Gas
Non-metered Price = 1.859/gal	
Shelby Propane
Non-metered Price = 1.999/gal	
FerrellGas
Non-metered Price = 1.849/gal	

20 oz		1.49	

Recommend A&M Oil (sole bidder)
Gasoline and Diesel Fuel
Bid Results:
Diesel: $3.7450
Gasoline (87 octane): $3.5581	

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Recommend: Dean’s	Milk/Milk Products	

Item/Description	Monthly
Units
	Goldenrod	Deans	Prairie Farms	Haywood	
		Esc/
De-esc	Firm	Esc/
De-esc	Firm	Esc/
De-esc	Firm	Esc/
De-esc	Firm	
Milk – white, fat free, ½ pint	4000	.2095	.2195	n/b	.22	.24	.24	n/b	.30	
Milk – white, 1%, ½ pint  	4000	.2195	.2295	n/b	.225	.24	.24	n/b	.30	
Milk – chocolate, fat free, ½ pint	13000	.2175	.2275	n/b	.23	.24	.24	n/b	.30	
Milk – chocolate, 1%, ½ pint	0	.2175	.2275	n/b	n/b	.24	.24	n/b	n/b	
Cottage Cheese, low-fat, 
5 lb. Carton	5
	7.20	7.50	n/b	7.15	n/b	8.00	n/b	9.00	
Buttermilk, ½ gallon	5	1.75	1.85	n/b	2.00	n/b	1.99	n/b	2.25	
Sour Cream, low fat, 5 lb. Carton	
5	5.90	6.20	n/b	7.00	n/b	8.00	n/b	9.00	
Orange Juice 100%, ½ pint	1500	.258	.26	n/b	.27	n/b	.27	n/b	.34	
Fruit Juice 100%, ½ pint, 
8 oz., or 12 oz.	0	.258	.26	n/b	n/b	n/b	.27	n/b	n/b	
Lemonade, ½ pint, 8 oz., or 12 oz.	700	.19	.19	n/b	.13	n/b	n/b	n/b	n/b	

•	2012-2013 Certified and Classified Position Lists  
•	Substitute Employees for the 2012-2013 School Year  
•	Grants for Approval  
•	Educational/Professional Leave Request for Tracy Caple

COMMUNICATIONS  
•	Board Members 
o	Ms. Sandy Clevenger asked for updates on TES enrollment.  After reviewing SBDM minutes she noticed and has concerns that all grades have three teachers except 2nd grade.
•	SCEA Update  - Ruth Ann Sweazy
•	Written Communications  
•	Attendance – Month Eight
•	Bus Maintenance Report  
•	Building Inspections  
•	SBDM Minutes  
•	Donations  

DIALOGUE AND FUTURE AGENDA TOPICS  

ORDER # 175
MOTION TO MAKE AGENDA PART OF THE OFFICIAL BOARD MINUTES  
Order #130 - Motion Passed:  Motion to make agenda part of the official board minutes passed with a motion by Ms. Sandy Clevenger and a second by Mrs. Shannon Medley.  

Ms. Mary Ann Carden			Absent
Ms. Sandy Clevenger, Vice Chair	Yes
Ms. Shannon Medley			Yes
Ms. Jeanie Stevens, Chairperson	Yes
Mr. Scott Travis				Yes

ORDER # 176
EXECUTIVE SESSION  
Per KRS 61.810 Section 1, Subsection c, “Discussion of proposed or pending litigation against or on behalf of a public agency.”  Spencer County Board of Education will entertain a motion to enter into Executive Session to discuss pending litigation against the agency in the form of a due process hearing.
Order #131 - Motion Passed:  Motion to enter into Executive Session passed with a motion by Ms. Sandy Clevenger and a second by Mrs. Shannon Medley.  

Ms. Mary Ann Carden			Absent
Ms. Sandy Clevenger, Vice Chair	Yes
Ms. Shannon Medley			Yes
Ms. Jeanie Stevens, Chairperson	Yes
Mr. Scott Travis				Yes

ORDER # 177
RECONVENE
Motion to reconvene to open session was made by Mr. Scott Travis and a second by Ms. Shannon Medley.
Ms. Mary Ann Carden			Absent
Ms. Sandy Clevenger, Vice Chair	Yes
Ms. Shannon Medley			Yes
Ms. Jeanie Stevens, Chairperson	Yes
Mr. Scott Travis				Yes

ORDER # 178
ADJOURN BOARD MEETING  
Motion Passed:  Motion to adjourn at 9:00 p.m.  passed with a motion by Mr. Scott Travis and a second by Mrs. Shannon Medley.  

Ms. Mary Ann Carden			Absent
Ms. Sandy Clevenger, Vice Chair	Yes
Ms. Shannon Medley			Yes
Ms. Jeanie Stevens, Chairperson	Yes
Mr. Scott Travis				Yes

_____________________________________
Jeanie Stevens, Chairperson

_____________________________________
Chuck Adams, Superintendent