Ludlow Independent
June 23, 2014 7:00 PM
Board of Education Regular Meeting
1. Call to Order
1.1. Call to Order by Mr. McMillen
Discussion

Others Present:
Mike Borchers, Superintendent
Jenny McMillen, CCR Coordinator & Board Secretary
Vikki Wofford, Financial Analyst
Jason Steffen, Elementary Principal
Travis Caudill, Incoming High School Principal
Ehmet Hayes, Architect

1.2. Pledge of Allegiance by Mr. Chapman
2. Approval of Agenda
Actions Taken

Order #91 - Motion Passed:  Approval of the Agenda passed with a motion by Ms. Amy Hayden and a second by Mr. Stephen Chapman.

Member Votes
Mr. Stephen Chapman Yes
Ms. Amy Hayden Yes
Ms. Kymberly King Yes
Mr. William McMillen Yes
Ms. Cindy Powell Yes
3. Recognition and Information Agenda
3.1. Monthly Reports
Attachments
Discussion

Mr. Borchers reviewed our enrollment/attendance for the year. We ended with an overall increase of five students per year, so SEEK funds should see an increase. Attendance rates for both schools were good.

Mr. Borchers reviewed the financial items. There were no questions.

In the high school SBDM minutes, the athletic contract was mentioned. Ms. Powell asked if the board members could receive a copy of that. It will be sent to all board members.

3.2. Personnel
Discussion

There are currently two high school openings: Social Studies Teacher and Math Teacher. All other openings to date have been filled.

3.3. Spotlight Items
Attachments
Discussion

Mr. Borchers reviewed the Shining Stars for June and highlighted the achievements of the Class of 2014.

4. Consent Agenda
Actions Taken

Order #92 - Motion Passed:  Approval of the Consent Agenda passed with a motion by Mr. Stephen Chapman and a second by Ms. Kymberly King.

Member Votes
Mr. Stephen Chapman Yes
Ms. Amy Hayden Yes
Ms. Kymberly King Yes
Mr. William McMillen Yes
Ms. Cindy Powell Yes
4.1. Approval of Minutes
Attachments
4.2. Monthly Bills
Discussion

Mr. Borchers reviewed the financial report and credit card summary in detail since there were many larger amounts this month due to various summer projects.

4.3. Substitute Teacher Blanket Approval
4.4. 2014-2015 Semi-Monthly Pay Dates
4.5. 2014-2015 School Fees
5. Discussion and Action Agenda
5.1. MEP Project Update
Discussion

At this point, the project is still remaining on schedule.

5.2. MEP Change Order
Actions Taken

Order #93 - Motion Passed:  Approval of the MEP Change Order passed with a motion by Ms. Amy Hayden and a second by Mr. Stephen Chapman.

Member Votes
Mr. Stephen Chapman Yes
Ms. Amy Hayden Yes
Ms. Kymberly King Yes
Mr. William McMillen Yes
Ms. Cindy Powell Yes
Discussion

Ehmet Hayes discussed the details of the Change Order for the construction project.

5.3. Stadium Project Update
Discussion

Ehmet Hayes discussed the progress on the Stadium Project. Overall, the project is on schedule. Light poles will go in sometime mid July. Mr. Hayes and Mr. Borchers will have a better idea for fencing options and timelines once we get more into July. The project overall is scheduled to be finished August 15th.

5.4. Revised 2014-2015 School Calendar
Actions Taken

Order #94 - Motion Passed:  Approval of the Revised 2014-2015 School Calendar passed with a motion by Ms. Cindy Powell and a second by Ms. Amy Hayden.

Member Votes
Mr. Stephen Chapman Yes
Ms. Amy Hayden Yes
Ms. Kymberly King Yes
Mr. William McMillen Yes
Ms. Cindy Powell Yes
5.5. Fidelity (Performance) Bond
Actions Taken

Order #95 - Motion Passed:  Approval of the Fidelity (Performance) Bond passed with a motion by Ms. Cindy Powell and a second by Ms. Amy Hayden.

Member Votes
Mr. Stephen Chapman Yes
Ms. Amy Hayden Yes
Ms. Kymberly King Yes
Mr. William McMillen Yes
Ms. Cindy Powell Yes
5.6. Bond of Depository
Actions Taken

Order #96 - Motion Passed:  Approval of the Bond of Depository passed with a motion by Ms. Amy Hayden and a second by Ms. Kymberly King.

Member Votes
Mr. Stephen Chapman Yes
Ms. Amy Hayden Yes
Ms. Kymberly King Yes
Mr. William McMillen Yes
Ms. Cindy Powell Yes
5.7. 2014-2015 Board Meeting Dates
Actions Taken

Order #97 - Motion Passed:  Approval of the 2014-2015 Board of Education meeting dates passed with a motion by Ms. Kymberly King and a second by Mr. Stephen Chapman.

Member Votes
Mr. Stephen Chapman Yes
Ms. Amy Hayden Yes
Ms. Kymberly King Yes
Mr. William McMillen Yes
Ms. Cindy Powell Yes
Discussion

After July, the board meeting dates will move to the third Thursday of the month in order to have a few extra days turn-around time for end of the month state and financial reports that are due. Mr. Borchers will look at getting packets out to board members by either the Friday or Monday before the meeting date each month.

5.8. Classified Retirement Policy #03.273
Actions Taken

Order #98 - Motion Passed:  Approval of the revised Classified Retirement Policy, #03.273 passed with a motion by Ms. Kymberly King and a second by Mr. Stephen Chapman.

Member Votes
Mr. Stephen Chapman Yes
Ms. Amy Hayden Yes
Ms. Kymberly King Yes
Mr. William McMillen Yes
Ms. Cindy Powell Yes
Discussion

Mr. Chapman commented that he would vote for this policy change to be fair to all staff members.

5.9. Board Policy Update
Discussion

Mr. Borchers reviewed the policies, noting specific changes made to the records management policy and the policy concerning the new regulations for the age of preschool enrollment.

5.10. Comprehensive District Improvement Process Assurances
Actions Taken

Order #99 - Motion Passed:  Approval of the KDE Assurances for the District Improvement Planning Process as presented and the authorization for the Superintendent to email the assurances statement to KDE passed with a motion by Ms. Kymberly King and a second by Ms. Amy Hayden.

Member Votes
Mr. Stephen Chapman Yes
Ms. Amy Hayden Yes
Ms. Kymberly King Yes
Mr. William McMillen Yes
Ms. Cindy Powell Yes
Discussion

Mr. Borchers explained the process and reasoning for these assurances.

5.11. Certified Evaluation Plan
Discussion

The Certified Evaluation Plan was reviewed, noting the significant changes from the prior system used.

5.12. NaviGo Prep Service Plan & Proposal
Discussion

Ms. McMillen reviewed the goals of NaviGo's program and the leadership team's planning around possibly using their curriculum. NaviGo still has to send us the bid for the costs involved before further decisions are made and brought before the board.

5.13. Kindergarten Program
Actions Taken

Order #100 - Motion Passed:  Approval of the proposed Kindergarten Academy Program passed with a motion by Mr. Stephen Chapman and a second by Ms. Amy Hayden.

Member Votes
Mr. Stephen Chapman Yes
Ms. Amy Hayden Yes
Ms. Kymberly King Yes
Mr. William McMillen Yes
Ms. Cindy Powell Yes
6. Other Business
Discussion

Mr. Steffen presented the information on working with Children, Inc. to provide a possible all day kindergarten program. Although a formal contract has not been signed, the board will agree to move forward with the project since it will benefit our students and families.

6.1. Board
Discussion

Mr. Chapman noted that he was not contacted from the newspaper regarding Mr. Steffen's run for senate. The newspaper printed that board members were contacted but no calls were returned.

Mr. Chapman noted that he has heard very good reports and feedback on the summer SHINE camps.

Ms. Powell reported that she received a call from Mr. Buddy Waite with positive comments about Mr. Borchers. Ms. King said she received the same call. Both were very appreciative and impressed with the comments Mr. Waite conveyed.

6.2. Staff
Discussion

No items

6.3. Teachers
Discussion

No items

6.4. Public
Discussion

No items

7. Executive Session
Actions Taken

Order #101 - Motion Passed:  Pursuant to KRS 61.810 (1) (f), approval to retire to Executive Session to evaluate the Superintendent passed with a motion by Mr. Stephen Chapman and a second by Ms. Amy Hayden.

Member Votes
Mr. Stephen Chapman Yes
Ms. Amy Hayden Yes
Ms. Kymberly King Yes
Mr. William McMillen Yes
Ms. Cindy Powell Yes
Discussion

The board members discussed aspects of the Superintendent Evaluation with Mike Borchers.

8. Re-open Meeting
Actions Taken

Order #102 - Motion Passed:  Approval to reopen the meeting passed with a motion by Ms. Amy Hayden and a second by Ms. Kymberly King.

Member Votes
Mr. Stephen Chapman Yes
Ms. Amy Hayden Yes
Ms. Kymberly King Yes
Mr. William McMillen Yes
Ms. Cindy Powell Yes
9. Approve the Superintendent Evaluation
Actions Taken

Order #103 - Motion Passed:  Approval of the Superintendent Evaluation passed with a motion by Mr. Stephen Chapman and a second by Ms. Kymberly King.

Member Votes
Mr. Stephen Chapman Yes
Ms. Amy Hayden Yes
Ms. Kymberly King Yes
Mr. William McMillen Yes
Ms. Cindy Powell Yes
Discussion

The board presented the following information related to the evaluation of Superintendent Mike Borchers.

The following scale was used in scoring:
1 = Exemplary Performance
2 = Exceeds Performance Expectations
3 = Meets Performance Expectations
4 = Marginal Performance - Areas need improvement
5 = Unsatisfactory Performance

Mr. Borchers received the following scores on each standard:

Standard 1: Maintains an Effective Working Relationship with the Board = Score of 1.1

Standard 2: Maintains Effective Community Relationships = Score of 1.3

Standard 3: Maintains an Effective Relationship with District Personnel = Score of 2.0

Standard 4: Provides Effective Educational Leadership for the School District = Score of 1.4

Standard 5: Effectively Handles the Business and Financial Affairs for the District = Score of 1.5

Standard 6: Demonstrates Effective Personal and Interpersonal Behaviors and Skills = Score of 1.3

10. Adjourn
Actions Taken

Order #104 - Motion Passed:  Approval to adjourn the meeting at 9:21 PM passed with a motion by Ms. Kymberly King and a second by Ms. Amy Hayden.

Member Votes
Mr. Stephen Chapman Yes
Ms. Amy Hayden Yes
Ms. Kymberly King Yes
Mr. William McMillen Yes
Ms. Cindy Powell Yes