Ludlow Independent
November 25, 2013 7:00 PM
Board of Education Regular Meeting
1. Call to Order
1.1. Call to Order by Mr. McMillen
Discussion

Other Present at the Meeting: Mike Borchers, Superintendent; Jenny McMillen, College & Career Readiness Coordinator & Board Secretary; Vikki Wofford, Financial Analyst; Randy Wofford, Director of Maintenance & Transportation; Rick Smith, Director of Special Education; Joe Beard, High School Principal; Steve Hart, High School Assistant Principal; Jason Steffen, Elementary Principal; Katherine Moore, Community Member; Joe Nance, Ross, Sinclaire & Associates; George Sparks, Bertke & Sparks; Ehmet Hayes, Robert Ehmet Hayes & Associates; Rich Goodman, Triton Construction.

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

Order #32 - Motion Passed:  Approval of agenda as presented 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
3. Recognition and Information Agenda
3.1. Monthly Reports
Discussion

Mike Borchers reviewed the attendance reports and discussed the FRYSC report of activities. Vikki Wofford explained the financial reports and answered any questions.

3.2. Personnel
Discussion

Mike Borchers reviewed the personnel list. He discussed the progress and timeline of hiring for the PEP Grant positions.

3.3. Monthly Activities
Attachments
Discussion

Mike Borchers reviewed the district's activities scheduled for December.

3.4. Spotlight Items
Discussion

Joe Beard shared information about the LHS Alternative Program. He reviewed the enrollment process, parent involvement, progress monitoring, and information about the Edgenuity software program used.

Mike Borchers reviewed the Shining Stars, which were the students who participated in the November 5K for Girls on the Run.

3.5. KSBIT Update
Discussion

Mike Borchers discussed the items presented, including the updated amount that the district is responsible to pay. He discussed the payment options that are being given to all school districts.

4. Consent Agenda
Actions Taken

Order #33 - Motion Passed:  Approval of Consent Agenda 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
4.1. Approval of Minutes
Attachments
4.2. Monthly Bills
Discussion

Mike Borchers and Vikki Wofford explained the monthly bill reports. Steve Chapman asked about the approval process to make purchases, making sure we had a checks and balances process in place. Ms. Wofford explained the Purchase Order (PO) process, noting she does not have the authority to approve any POs, only Mike Borchers, Joe Beard, and Jason Steffen have that authority.

Cindy Powell asked about the purchases regarding the Work Rooms. Mr. Borchers discussed the process of removing individual refrigerators and microwaves and condensing it into one work room per building that contained those appliances.

4.3. Facility & Fundraising Requests
4.4. Surplus Equipment - School Van and Tractor
Discussion

Randy Wofford discussed the status of the older equipment identified as surplus. He explained that the new vehicle will be much better suited for the various needs of the district.

5. Discussion and Action Agenda
5.1. Financial Audit
Actions Taken

Order #34 - Motion Passed:  Approval of the 2012-2013 Financial Audit passed with a motion by Mr. Stephen Chapman and a second by Ms. Cindy Powell.

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

George Sparks reviewed the findings from the financial audit. No concerns were noted.

Because of recent public incidents in area schools, Cindy Powell asked Mr. Sparks about any additional preventive measures for the district to take in order to remain in compliance. Mr. Sparks discussed the various reports and items to look for and continue to review thoroughly at each meeting.

5.2. School Facilities and Construction Commission Offer of Assistance
Actions Taken

Order #35 - Motion Passed:  Approval of the 2014 KETS Offer of Assistance from the School Facilities and Construction Commission and authorization of the transfer of general fund matching dollars to the Fund 2 KETS project 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
5.3. Approval of Architect for Stadium Project
Actions Taken

Order #36 - Motion Passed:  Approval of the selection of Robert Ehmet Hayes & Associates to be the architect for the Stadium Project 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
5.4. Construction Bid for MEP Improvements
Actions Taken

Order #37 - Motion Passed:  Approval to award the project to Hemmer Industries in the amount of $1,607,000 for the Base bid, and reject Alternates 1, 2, 3, and 4, subject to approval of the Proposal by the Kentucky Department of Education and to the sale and delivery of School Building Revenue Bonds passed with a motion by Ms. Kymberly King and a second by Ms. Cindy Powell.

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 bids and alternates, and the reasons to accept or reject each one. He answered any questions regarding the process and the project.

5.5. Revise BG-1 for MEP Improvements
Actions Taken

Order #38 - Motion Passed:  Approval of the Revised BG-1 for MEP Improvements passed with a motion by Ms. Amy Hayden and a second by Ms. Cindy Powell.

Member Votes
Mr. Stephen Chapman Yes
Ms. Amy Hayden Yes
Ms. Kymberly King Yes
Mr. William McMillen Yes
Ms. Cindy Powell Yes
5.6. Construction Bid for Stadium Project
Actions Taken

Order #39 - Motion Passed:  Approval to award the project to Ashley Construction in the amount of $1,280,857 for the Base Bid and Alternates 2, 4, 5, 7, and 8, and to reject Alternates 1, 3, and 4a, subject to approval of the Proposal by the Kentucky Department of Education and to the sale and delivery of School Building Revenue Bonds passed with a motion by Ms. Kymberly King and a second by Ms. Cindy Powell.

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 bids and alternates, and the reasons to accept or reject each one. He answered any questions regarding the process and the project.

5.7. Revise BG-1 for Stadium Project
Actions Taken

Order #40 - Motion Passed:  Approval of the Revised BG-1 for the Stadium Project passed with a motion by Ms. Amy Hayden and a second by Ms. Cindy Powell.

Member Votes
Mr. Stephen Chapman Yes
Ms. Amy Hayden Yes
Ms. Kymberly King Yes
Mr. William McMillen Yes
Ms. Cindy Powell Yes
5.8. Resolution for Ludlow Independent School District Finance Corporation to Issue Revenue Bonds
Actions Taken

Order #41 - Motion Passed:  Approval of the resolution for the Ludlow Independent School District to issue revenue bonds 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

Joe Nance presented the Plan of Financing. He gave a thorough explanation of the bonding process and the financial outlook of spending on these building projects. Based on the data presented, Mr. Nance stated that he was very comfortable with recommending this project.

6. Recess Board of Education Meeting
Actions Taken

Order #42 - Motion Passed:  Approval of the board taking a recess from the Board of Education meeting in order to hold a meeting of the Ludlow Finance Corporation passed with a motion by Ms. Amy Hayden and a second by Ms. Cindy Powell.

Member Votes
Mr. Stephen Chapman Yes
Ms. Amy Hayden Yes
Ms. Kymberly King Yes
Mr. William McMillen Yes
Ms. Cindy Powell Yes
7. Reconvene Ludlow Board of Education Meeting
Actions Taken

Order #43 - Motion Passed:  Approval to reconvene the Board of Education meeting at 8:43 PM 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
8. Other Business
8.1. Board
Discussion

Steve Chapman had several positive items he wanted noted:
1. The presentation of the PIE Project will be highlighted at the upcoming KSBA Conference; Ludlow will be noted in the presentation.
2. He was happy to hear that the building projects would be starting as soon as possible.
3. He mentioned the positive impact the Ludlow Educational Foundation has had on our community, staff, and students.
4. He noted that he was happy to see that the city council voted to spend grant money to increase lighting and sidewalks near the park and Adela Avenue so that it was safer for students and community members.

8.2. Staff
Discussion

No items presented.

8.3. Teachers
Discussion

No items presented.

8.4. Public
Discussion

No items presented.

9. Adjourn
Actions Taken

Order #44 - Motion Passed:  Approval to adjourn the meeting at 8:51 PM 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