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.

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

• Teacher Representative

• Student Representative

• Acknowledgements for October

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.

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.

Minutes from Board meetings

• Minutes of the September 4, 2013 Special Meeting

• Minutes of the September 9, 2013 Planning Meeting

• Minutes of the September 23, 2013 Regular Meeting

• Minutes of the September 23, 2013 Special Meeting

• Approval of Bids/Proposals

• Actions for Post Approval and Claims

• Special and Other Leaves of Absence

• Requests from Principals for Extended Trips
• Requests from Principals for Extended Trips - Additions Since Planning Meeting

• Professional Leave By District Personnel
• Professional Leave by District Personnel - Additions Since Planning Meeting

• Requests from Principals for School-wide Fundraising Projects
• Requests from Principals for School-wide Fundraising Projects - Additions Since Planning Meeting

• Request for a Shortened School Day

The synthetic turf athletic field at Tates Creek High School is coming to the end of its expected life. Annual G-max testing has revealed the field is hardening with age but is still testing within safe standards. The field has exhibited symptoms of poor drainage, which was confirmed by dual ring drainage testing that was conducted in February, 2013. Pearson & Peters Architects produced final Construction Documents for bidding describing the replacement of the synthetic turf and repair of the drainage system to allow continued use of the playing surface by multiple participants. Bids were received on April 30, 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.

• TCHS Turf -- CO1 (close out) 10-28-13

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.

• Jessie Clark -- CO2 10-28-13

The renovation of the existing Glendover Elementary School is listed as priority 2c.7 on FCPS’s 2009 District Facility Plan. Pearson & Peters Architects produced final Construction Documents for bidding describing a renovation of the existing building and the construction of an addition totaling approximately 73,068 SF to serve 650 students, based upon FCPS elementary school program standards. Bids were received on February 27, 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.

• Glendover -- CO2 10-28-13

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.

• Deep Springs -- CO5 10-28-13

The renovation of the existing Meadowthorpe Elementary School is listed as priority 2c.2 on FCPS’s 2009 District Facility Plan. Pearson & Peters Architects produced final Construction Documents for bidding describing a renovation of the existing building and the construction of an addition totaling approximately 70,000 SF to serve 625 students, based upon FCPS elementary school program standards. Bids were received on April 18, 2012 and construction began in July, 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.

• Meadowthorpe -- CO 7 10-28-13

The renovation of the existing Mary Todd Elementary School is listedas priority 1c.6 on FCPS’s 2009 District Facility Plan. Murphy + Graves 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 67,466 SF to serve 550 students, based upon FCPS elementary school program standards. Bids were received on March 3, 2011 and construction began in June, 2011. 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.

• Mary Todd-- CO10 10-28-13

The renovation of the existing James Lane Allen Elementary School is listed as priority 2c.1 on FCPS’s 2009 District Facility Plan. Moody-Nolan Architects produced final Construction Documents for bidding describing a renovation of the existing building and the construction of an addition totaling approximately 73,832 SF to serve 600 students, based upon FCPS elementary school program standards. Bids were received on March 29, 2012 and construction began in July, 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.

• James Lane Allen -- CO12 10-28-13

The renovation of the existing Breckinridge Elementary School is listed as priority 1c.4 on FCPS’s 2009 District Facility Plan. EOP 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 71,221 SF to serve 625 students, based upon FCPS elementary school program standards. Bids were received on March 15, 2011 and construction began in June, 2011. 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.

• Change Order #13 - Breckinridge

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.

• Stonewall -- CO14 10-28-13

Bid documents were prepared by the architect, Pearson and Peters Architects, for a contract for the repair of the Tates Creek High School synthetic turf athletic field. The contract in the total amount of $761,800.00 (GC--$286,147.29; DPOs--$475,652.71) with Sports Construction Management was accepted and approved by the Board in a meeting held on May 6, 2013 and construction began in May, 2013. The Department of Physical Support Services, the design consultants Pearson and Peters Architects, and the local building code officials have reviewed the progress of the work. Minor changes to the original plans and specifications have been necessary in order to: resolve unforeseen existing conflicts found during construction; comply with building code requirements; correct deficiencies in the plans; or to provide improvements over the original specification. The Board has approved 1 change order deducting the amount of $6,849.40 from the total construction cost. The adjusted contract amount is $754,950.60. All work has been satisfactorily completed by the contractor. At this time, a BG-4 Final Approval and Payment Application Form are presented for acceptance of the work by the Board. Remaining payments to the contractor shall not be made until all work is completed.

• TCHS Turf -- BG4 10-28-13

The synthetic turf athletic field at Tates Creek High School is coming to the end of its expected life. Annual G-max testing has revealed the field is hardening with age but is still testing within safe standards. The field has exhibited symptoms of poor drainage, which was confirmed by dual ring drainage testing that was conducted in February, 2013. Pearson & Peters Architects produced final Construction Documents for bidding describing the replacement of the synthetic turf and repair of the drainage system to allow continued use of the playing surface by multiple participants. Bids were received on April 30, 2013 and construction began in May, 2013. A contract with Sports Construction Management in the amount of $761,800.00 was accepted and approved by the Board in a meeting held on May 6, 2013. The Department of Physical Support Services, the design consultants and the local building code officials have reviewed the progress of the work. At this time, a BG-4 Final Approval and Payment Application Form is presented for approval by the Board and signature by the Superintendent’s designee in order to close out the Direct Purchase Orders as paid in full and reduce each DPO to a zero balance.

• TCHS Turf -- DPO BG4 10-28-13

Kentucky Department of Education administrative regulation 702 KAR 4:160 requires local boards of education action to secure architectural services for new construction, additions to existing buildings or any school renovation project that substantially modifies a major building system. On December 2, 2012, a Request for Qualifications was published in the Herald-Leader. The legal notice solicited letters of interest from architectural and engineering design firms qualified to act as a design consultant on any FCPS projects initiated between 2013 and 2017. Prior to starting each new year’s group of projects, a short list of candidates is interviewed. Design Consultant selection is based upon previous successful K-12 design experience, with special consideration given to those consultants who have exhibited above-average expertise on FCPS projects. In March 2013, nine architectural firms were interviewed as potential design consultants for the 2013 District Facility Plan projects. This agenda item recommends consultants for the next two projects. Once these selections are approved by the Board, design will commence for those projects listed. The schedule planned for the project at Squires Elementary calls for design to begin immediately; bids to be received in July 2014; construction to begin in August 2014 and complete in December 2015. The schedule planned for the new elementary school project is to begin design immediately; bids to be received in January 2015; construction to begin in March 2015 and complete in June 2016.

• 2013 Design Consultant Selections Approval 10-28-13

BACKGROUND AND RATIONALE: Fayette County Public Schools operates a fleet of 250 buses. This fleet supports an active daily schedule of over 1,100 bus routes. The daily active bus requirement has increased steadily each year with a level of 220 for the 2013-2014 school year. The remaining buses are required to support normal preventive maintenance, mechanical repairs, and regularly scheduled monthly safety inspections.

 The district presently is using a 12-year life cycle for school buses. The bus replacement plan has been aligned to provide a uniform annual replacement of 20 buses per year. Even though that number of buses may reach the age criteria by the time the buses purchased under this item arrive and can be placed in service, the accumulated mileage is not compelling replacement of all eligible buses at this time. Therefore, for this purchase year only, the number of buses to be purchased is being limited to 15. This number of replacement buses is expected to maintain the desired fleet size of 250 buses and is expected to support the present and proposed numbers of schools for the next school year.

 Although cash purchasing of buses is preferable due to the savings in interest, purchasing through Kentucky Inter-local School Transportation Association (KISTA) provides a reasonable alternative, especially during times of extremely low rates of interest. The time-value of money over the ten-year bond retirement period can also be a counterbalancing amount. The annual interest rate of the presently proposed bonding is expected to start at 2.0% and increase gradually over the next ten years to a high of 3.7%.  Use of the bonding program spreads the procurement costs over the ten-year period covered by the state depreciation/reimbursement schedule. 702 KAR 5:020 outlines the state depreciation schedule for school buses and the manner in which local district reimbursement for transportation costs is affected.

 In order to purchase school buses on the state bid contract a KDE SCHOOL BUS PURCHASE AUTHORIZATION (PA-1) must be signed by the Chairman and Secretary of the Board of Education. Further, in order to purchase the buses with bonds, which can be repaid over a ten-year period, the Board of Education must adopt a KISTA participation resolution. Options for these buses cannot be included on the bonding program and will be purchased separately using general funding.

• Authorization for Chairman and Secretary to Execute Intent to Purchase Buses

BACKGROUND AND RATIONALE:  Under Board policy 02.432, SBDM Councils are permitted to request waivers of board policy from the board as long as certain criteria are met.  In this instance, Tates Creek Elementary (TCE), Tates Creek Middle (TCMS) and Dixie Elementary are requesting waivers of Board Grading Policy (08.221).  The rationale for the waiver request is to allow these schools to move forward with their standards-based grading pilot, focusing more precisely on grade reporting around student performance to standards. 

In these cases, the SBDM Councils have taken action to request this waiver and waiver requirements stipulated in 02.432 have been met as follows: 

• The waiver request is legal;
• District goals will be advanced by the waiver as standards-based grading is being promoted as a best-practices approach to grade reporting;
• Student outcomes will be promoted as standards-based grading is designed to show individual student progress toward mastery of the learning goals;
• District uniformity is not required in this matter as these schools have been participating as pilot sites; and
• This project does serve the larger interests of the district as we learn how to better assess student learning and report on student progress.

What will be different?  Standards-based grading and reporting at TCE, TCMS and Dixie Elementary represent a move away from the awarding of traditional letter grades in favor of a qualitative (narrative), descriptive, and on-going reporting of progress toward mastery of standards.  At TCE, they will continue to report in grades 4 and 5 in much the same way as we report progress for students in kindergarten through 3^rd grade.  At TCMS, the student report card will communicate Progress, Achievement, and Approaches to Learning scores.  At Dixie, they will begin implementing standards-based report cards in grades K-3 and performance-based portfolios in their special area classes (utilizing a digital portfolio).

• Request for Waiver of Board Policy

• #1 Resolution to Seek Adequate Education Funding
• #2 Resolution

• Approval of Council for Better Education

• #1 Monthly Financial Report
• #2 Monthly Financial Report
• #3 Monthly Financial Report

• Personnel Changes

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.

A motion is in order to approve the following Board requests:

A motion is in order to:  "make the agenda dated October 28, 2013 on which action has been taken at this meeting, a part of the minutes as if copied in the minutes verbatim."

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.