Title: This is the template for minutes
Author: Robert D. Shaver
Last saved by: Barlow, Michelle
Company: KSBA

SPENCER COUNTY BOARD OF EDUCATION
Regular Monthly Meeting
September 24, 2012 06:30PM
Spencer County High School

Attendance Taken at 6:30 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, Ms. Norma Thurman, Curt Haun, Vicki Goodlett, Diana Thomas, Brett Beaverson, Jason Cox, Jack Senior, Patti Cotton, Rachel Dunaway, Lee Ann Day, Roxane Perry, Amy Lashley, Mary Browning, Pete Clevenger, Michele Barlow and others.

ORDER # 54
CALL TO ORDER  
Meeting was called to order at 6:32 by Ms. Jeanie Stevens, Board Chair.

STATEMENT OF BOARD MISSION  
WELCOME OF VISITORS TO MEETING  

ORDER # 55
REVIEW AND ADOPT THE AGENDA  
A motion to adopt the agenda as presented was made by Mr. Scott Travis and a second by Ms. Sandy Clevenger.

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

RECOGNITIONS  
Going the Distance Award  
Jason Cox and Chad Goodlett – September Going the Distance Award for their coordination of clothes closet.

Kentucky Association Pupil Transportation   
Mr. Jack Senior recognized Ms.Patti Cotton for receiving the “The Other Person Award” sponsored by Kentucky Association Pupil Transportation. 

CITIZENS AND DELEGATIONS  
•	Mary Browning – In favor of prom off campus.
•	Roxane Perry – In favor of prom off campus.
•	Amy Lashley – In favor of prom off campus and concerned about the number of minutes between classes at middle and high school.

ACADEMIC SUCCESS AND STUDENT ACHIEVEMENT  
Academic Spotlight:  
•	SCHS - STEM Chemistry Class - Mr. Tim Giles and students.
Academic Report:  Ms. Norma Thurman
•	ACT Results 2011-2012 School Year
•	Viewed Commissioner Terry Holliday’s Webinar 

Superintendent's Report  
•	Bluegrass Institute Rankings - 8^th overall in efficiency.
•	Executive Session
•	Needs Assessment
•	Annual Financial Audit – Will begin September 24, 2012

ACTION WITH DISCUSSION  

ORDER # 56
APPROVAL OF BOARD MINUTES
Motion to approve the August 27 - Regular Monthly Meeting; September 6 - Public Hearing and the September 6 Special Called Meeting minutes  WITH CHANGES as noted below passed with a motion by Mr. Scott Travis and a second by Ms. Sandy Clevenger.  

September 6, 2012 – Special Called Meeting
Order # 44
•	Change to “A Motion to Amend the Motion” was made by MAC and a second by SC to change the 3% general fund tax levy to 4% on real estate….etc.
•	Change to 56 cents
•	And under “Motion As Amended” Change first sentence to read,” A motion was made by MAC and a second by SC to APPROVE the motion as amended.

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

ORDER # 57
2013 JUNIOR/SENIOR PROM 
Ms. Rachel Dunaway, Ms. Lee Ann Day, and students (Krysten Barlow, Emily Browning, Ashton Edwards) presented benefits to holding prom off campus.  
Superintendent Adams and Board reviewed legal advice from Board Attorney, and with prom not being a mandatory event, it is recommended that the Board should serve as gatekeeper for the event, but not deciding the location.

Motion for the Superintendent, Board Chair, and SBDM Council to oversee location to ensure it guarantees supervision and safety of students - then that body (Spencer County High School) will make the location decision passed with a motion by Mr. Scott Travis and a second by Mrs. Shannon Medley.  

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

ORDER # 58
WORKING BUDGET 2012-2013  
Finance Officer, Vicki Goodlett, reviewed and answered questions regarding the working budget.  Motion to approve the 2012-2013 Working Budget passed with a motion by Mr. Scott Travis and a second by Mrs. Shannon Medley.

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

ORDER # 59
PURCHASE OF SCHOOL BUSES/KISTA BUS RESOLUTION
Transportation recommended purchasing 66 passenger conventional buses from Bluebird to be used on our rural routes.  The cost per bus is $85,230.  The vendor has stated that if the district commits to purchase by September 30 they will offer a discount of $2,000- $2,300 per bus.  This savings will more than cover the cost of the storage boxes that are purchased separately.  

Last year the district purchased 78 passenger pusher buses at a cost of $102,000 each to use in subdivisions.  These buses will reduce our payments from the original projection of $70,000 per year to approximately $50,000 per year averaged over the life of the lease.

Motion to approve the purchase of 5 buses (66 passenger buses) through KISTA and to adopt the KISTA Participation Resolution passed with a motion by Mr. Scott Travis and a second by Ms. Sandy Clevenger.  

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

Mr. Scott Travis had to leave meeting at 8:10 p.m. 

ORDER # 60
2012-2013 INDIRECT COST RATE
The 2012-2013 indirect cost rates have been released by KDE.  Our non-restricted rate is 13.11 and our restricted rate is 3.13.  

Motion to adopt the indirect rates as identified passed with a motion by Ms. Sandy Clevenger and a second by Mrs. Shannon Medley.  

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

ORDER # 61
SCHS RESIDUAL (CONTINGENCY) PACKAGE
On September 19, 2012 a bid opening was conducted for the HS Residual Funds Project Package.  The sole bidder was BCD.  A previous bid from BCD was higher than the BG-1; therefore, modifications to the project were made and the project was advertised and re-bid.

Contractor:	BCD
Base Bid:				$ 144,910
Alt # 2 Acoustical Panel Labor:	$   4,110
Alt # 3 New Stage Curtain		$   3,110
Alt # 4 Gym Floor 3/Color Graphic$   2,410
Alt # 5 Renovate Art Room		$   7,910

Recommend accepting the base bid plus alternates above with total of $162,450.00.   BG-1:  Line 1 Total Construction Cost:  $162,450.00
Difference $ 1,525.   Available funds 4184,225 less $12,359 due to Sherman Carter Barnhart = $171,866 currently available for construction.

Motion to approve the residual contingency bid for SCHS as described passed with a motion by Ms. Sandy Clevenger and a second by Mrs. Shannon Medley.  

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

ORDER # 62
KENTUCKY UTILITIES POLE AGREEMENT
Kentucky Utilities is charging $21,831.02 to correct clearance for the placements of the fiber on poles.  The actual usage cost continues to be negotiated for a lower fee and was not ready for submission at time of Board meeting.
  
Recommend approval of initial work passed with a motion by Ms. Sandy Clevenger and a second by Mrs. Shannon Medley.  

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

ORDER # 63
TES INSTRUCTIONAL ASSISTANT
Based on the numbers of our current second grade classrooms at TES (30 and 29), it has been requested that the BOE offer some assistance which has now become a reality through Needs Assessments as a result of the recent Tax Hearing.  The numbers do not justify an additional teaching position through the staffing formula or enrollment; however, we do have the ability to reduce the burden by allocating an IA to work between the two, 2^nd grade classrooms for the remainder of the 2012-2013 school year.
Recommendation to create an IA position at TES from Section 7 funds for the remainder of the 2012-2013 school year passed with a motion by Mrs. Shannon Medley and a second by Ms. Sandy Clevenger.  

Ms. Jeanie Stevens   	Yes
Ms. Shannon Medley   	Yes
Ms. Sandy Clevenger  	Yes
Mr. Scott Travis   		Absent   
Ms. Mary Ann Carden 	Absent
ORDER # 64
ACTION BY CONSENT  
Approval of consent items passed with a motion by Mrs. Shannon Medley and a second by Ms. Sandy Clevenger.  

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

•	Orders of the Treasurer Reports  
•	School Financial Reports  
•	District and Food Service Reports  
•	Invoices for Approval  
•	Sherman Carter Barnhart  $358.76
•	Chenoweth Law Office      $305.45

•	Acknowledge Monthly Report and District Employees, Termination, Resignations, and Retirements  

Spencer County Elementary School			Spencer County Middle School
Katie Drake, Elementary Teacher, Rank 3		Sarah Parnell, Science Teacher, Rank 2

Other
Daniel Cox, Emergency Certified Sub Teacher, Rank 4
Jennifer Carmany, Sub Classified
Lee Miller, Certified Sub Teacher, Rank 2
Samantha Burkett, Certified Sub Teacher, Rank 2

Resignations
Jennifer Greene, Elementary Teacher – SCES eff. 9/7/2012
Laura Adams, Cafeteria Worker, eff. 9/14/2012
Ray Manley, Custodian, eff.  9/21/2012

•	Field Trips  

Spencer County High School
Chorus Competition	Disney World			March 27-April 1, 2012
FFA/Dairy Judging	Indianapolis, IN		October 21-October 25, 2012
FCCLA – Leadership	Indianapolis, IN		November 16-18, 2012
Gifted/Talented		Derby Dinner			December 4, 2012
World Travelers		Ireland & England		June 2013
KYA/KUNA		Crown Plaza Frankfort	November 18-20, 2012
Spencer County Middle School
Dance Competition	Nashville, TN			November 9-11, 2012
Dance Competition	Floyd Knobs, IN		November 3, 2012

Spencer County Elementary School
Chorus Competition	Kings Island			May 18, 2013

•	Fundraiser Approvals

Spencer County Middle School
PTA		Spirit Wear				October 2012 – May 2013
PTA		Dance					April 2013
Chorus		Auntie Anne’s Pretzels		January 2013 
Chorus		Hickstock Music			October 27, 2012
Academic Team	Car Clings/Magnets			October 2012 – May 2013   
Cheerleading	Mary Kay				October 2012 – November 2013
Cheerleading	Pampered Chef			October 2012 – November 2013
Football		Krispy Kreme Sells			Sept. 25, 2012 – October 2013

Spencer County Elementary School
Chorus		Two Dance				Fall and Spring
Chorus		Wreaths, centerpieces, etc		Sept.25, 2012 – October 2013

Spencer County High School
FCA		Lts Sponsorship to Churches	2012-2013 Year
FCA		Bake Sale at Country Mart		2012-2013 Year
FCA		T-Shirt Sales				October or November 2012
FCCLA		Calendar Contest			November 3
Dance		Bake Sale @ Sporting Events	Home Games
Dance		Novelty Items at Home Games	2012-2013 Year
Dance		Carwash				October 2012
Dance		Bake Sale @ SCMS Festival	November 2012
Dance		Cake Pops – Pre Orders		December & February
Project Grad	Senior Chilli Supper			September 28, 2012
Boys Basket	King Pin Bowl-A-Thon		September 2012-October 2012
Boys Basket	Softball Tournament		October 6  at Waterford
Boys Basket	Fall Camp – One Day		October 27, 2012
Olympics		$1 Hat Day – Donation		September 21, 2012
Chorus		Hickstock & Fairground		October 27, 2012
Student Coun.	Glow Necklaces and tattoos	2012-2013 Year
Student Coun	World’s Finest Candy		October 1-11, 2012
Student Coun	Bonfire Pep Rally			September 27, 2012
Student Coun	Powder Puff				September 25, 2012
Student Coun	50/50 Raffle				September 28, 2012
Student Coun	Homecoming Dance		September 28, 2012
Student Coun	Octoberfest Booth/Popcorn	October 6, 2012
World Travelers  Candy				2012-2013 Year
Football		T-Shirts				Sept. 25 – December 2012

•	Grant Approval Requests 
o	Fuel Up to Play 60:  SCES and SCMS
 
•	Maternity Leave Requests  for Jamie Prather/Classified personnel. 
•	Surplus Items  
o	Transportation:  1997 International (66 passenger bus)
     Mileage:  281,024.6   Transmission not working.
•	Approval of Vendors  
Allgood Marking & Apparel		Ares Sportswear
Awardworks, LLC			Bardstown Glass 
Bloomfield Fertilizer			Blue Moose Tees
Boone’s Electric				Carey Signs
Clarke Power Services			Creative Designs and Imaging
Divine Lighting, LLC			Dramatic Publishing
Dramatists Play Service		Flow Center Products
Geothermal Supply Co.			Image Market
Ink Productions				Intertech Mechanical
IRC Team Sports			JW Pepper
Louisville Cooler				Mid South Baseball, Inc.
Prestwick House				Printex
Spencer Trophies			Sports Endeavors (Euro Sports)
Strevens and Sons Tractor		Teachers Discover
Technical Service Corp			The Costumer
ToyTopia					Trompeter
USA Print Brokers			Vanderbur Industrial Products Inc.
Visual Sports				We Du Signs
Whayne Supply				Quad

•	SCMS Softball Fence Bid  
Approval of bid modification to result in approximately $2,000 of additional contribution from the BOE for the purchase and installation of fence.

COMMUNICATIONS  
Board Members  
Ms. Sandy Clevenger would like to receive FCA legal guidance as they invite _____

SCEA Update  
Bridget Murphy presented.
Grant opportunities for teachers.
Winners will be announced October 11.
Next Meeting October24  

Written Communications

Attendance Report - Month One  
Month One     2012-2013 | | | | |
| 2011-2012 | 2012-2013 | 2011-2012 | 2012-2013 | 2011-2012 | 2012-2013
| ADA | ADA | % ADA | % ADA | Membership | Membership
Kindergarten | 191.72 | 206.37 | 97.2 | 96.23 | 198.00 | 218.00
Grade 1 | 188.62 | 197.8 | 97.20 | 96.71 | 193.00 | 207.00
Grade 2 | 200.15 | 185.22 | 97.79 | 97.00 | 205.00 | 191.00
Grade 3 | 201.98 | 206.48 | 97.21 | 96.82 | 209.00 | 213.00
Grade 4 | 206.92 | 212.40 | 97.39 | 96.62 | 210.00 | 221.00
Grade 5 | 218.56 | 199.74 | 96.51 | 97.20 | 227.00 | 205.00
Grade 6 | 208.71 | 222.08 | 96.38 | 96.62 | 218.00 | 230.00
Grade 7 | 205.05 | 209.25 | 96.01 | 96.44 | 212.00 | 217.00
Grade 8 | 203.03 | 218.41 | 95.96 | 95.45 | 213.00 | 228.00
Grade 9 | 231.89 | 214.10 | 96.4 | 95.40 | 241.00 | 225.00
Grade 10 | 191.48 | 199.31 | 94.88 | 95.27 | 202.00 | 209.00
Grade 11 | 214.02 | 174.61 | 93.70 | 93.78 | 232.00 | 187.00
Grade 12 | 161.20 | 218.08 | 93.24 | 91.79 | 172.00 | 241.00
TOTAL | 2623.33 | 2663.85 | 96.02 | 95.77 | 2732.00 | 2792.00

Bus Maintenance Report  
Building Inspections  
SBDM Minutes  
Donations  

DIALOGUE AND FUTURE AGENDA TOPICS  

ORDER # 65
MOTION TO MAKE AGENDA PART OF THE OFFICIAL BOARD MINUTES  
passed with a motion by Mrs. Shannon Medley and a second by Ms. Sandy Clevenger.  

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

ORDER # 66
ADJOURN
Motion to adjourn at 8:23 p.m.  passed with a motion by Mrs. Shannon Medley and a second by Ms. Sandy Clevenger.  

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

_____________________________________
Jeanie Stevens, Chairperson

_____________________________________
Chuck Adams, Superintendent