Bobby Walden, District 1

Larry Yeager, District 2

Billy Montgomery, District 3

Christie Devine, District 4

Randy Phillips, District 5

The agenda is being presented for approval. Any changes are to be made at this time.

This section of the agenda is reserved for reports only, no action will be taken.

The Superintendent will report to the board at this time.

The Finance Officer will report to the board at this time.

Board Meeting – April 16, 2020

March 2020 Recap

• Ending GF Cash Balance was $5,628,471 as opposed to $5,544,462 last January
• General Fund Revenue:
  • Overall revenue is up 2% compared to last March, this includes the beginning balance. Receipts received in the year are up 3% compared to last year at this time.
  • Received 86% of the revenue that is budgeted for this fiscal year. 89.4% received including beginning balance.
    • Good considering March is 75% through the fiscal year.
• Expenditures:
  • Up 3% compared to the prior year.
  • Increase in Expenses of $1.48 million between February and March.
  • Expended 73% of the budgeted expenditures for this fiscal year.
    • Good considering March is 75% through the fiscal year.

• Timeline:

April:

• Renewal of contracts: Audit, Insurances, Mowing & Snow Removal
• Preparation for Tentative Budget & Salary Schedules

   

  May:

• Approval of Tentative Budget & Salary Schedules
• Renewal of contract: Hay
• Bond of Depository and Fidelity Bond renewals
• Review and approve SBDM Carryforward
• Review and approve School Fees

• February 2020 Monthly Financials
• March 2020 Monthly Financial Report

The Chief Academic Officer or the Director of Instructional Programs will report to the board at this time.

The Director of Food Services will present to the board at this time.

• April_2020 Closed Feeding Spreadsheet listing sites for Claim information

KRS 160.390; KRS 160.38; KRS 160.370    The Superintendent is responsible for all personnel actions including hiring, assignments, transfer, dismissal, suspension, reinstatement, promotion, and for reporting these actions to the board of education (KRS 160.390 (1)).  All appointments, promotions and transfers of principals, supervisors, teachers, and other school employees shall be made only by the Superintendent of schools, who shall notify the Board of the action taken (KRS 160.380(2a)).

Pursuant to Board Policy 01.421, persons wishing to address the Board must first be recognized by the Chairperson and stand behind the podium. An individual or group granted the privilege of being heard must give his/her name, address, and reason for speaking. The Chairperson may rule on the relevance of the topic to the Board's Agenda, and will set the time limit to five (5) minutes. The Board will only act on/respond to items on the published agenda. If you wish to have an item placed on the agenda, you must first meet with the Superintendent.

At this time the board will receive comments from the public.

Due to the meeting being virtual, all public comment will need to be submitted via email to amber.minor@mercer.kyschools.us no later than Thursday, April 16th at 3 p.m., and must be in regards to a subject on the agenda.

“Consent Agenda” items are voted on with one motion and one vote. 

These are, typically, items that happen on a regular basis, are annual fees, or routine items in doing business. 

The board may discuss any item they wish.

The board has the option to pull any item out for a separate vote.

• 2.25.20 Meeting Minutes
• 2.27.20 Meeting Minutes
• February 18, 2020 Meeting Minutes

• Paid Warrant Reports-February 2020
• Paid Warrant Reports-March 2020

Approval of SBDM Meeting Minutes as presented.

• KMS February 2020 Council mintutes
• KMS SBDM March 11, 2020
• MCIS SBDM
• MCIS SBDM Minutes 2-13-18
• MCIS SBDM Minutes 8-8-17
• MCSH 2-11-2020 Official Minutes
• MCSH 3-9-2020 Official Minutes

Please see the attached job descriptions for Director of Special Education and Director of Pupil Personnel. We are working on updating all of the job descriptions in the district to the same format. 

• Director of Pupil Personnel Job Description
• Director of Special Education Job Description

The following policies/procedures are being presented for update:

Safety Policy

Access to Electronic Media Policy & Procedure

Acceptable Use Agreement Procedures for staff and students

• Access to Electonic Media updated March 2020 CG08.2323 Policy
• BO08.2323 AP.1
• Responsibility for Assigned Equipment 08.2323 AP 2
• Safety Policy update.docx
• X08.2323 AP.21

The Certified Evaluation Plan for the current school has previously been approved but because of new legislation in December 2019, we have been required to change the language in our plan. The changes consisted of replacing the standards used in PRINCIPAL/ASSISTANT PRINCIPAL evaluations only. The new standards will be the PSEL (Professional Standard for Education Leaders). The proposed change was discussed with our district's 50-50 committee, the product of that meeting being the attached document. Changed language is indicated by strikethrough text, new language is in red with an explanatory graphic below it. The change will not impact any other employee evaluations for this current year. CHANGES ON PAGES 27-28.

• Certified Evaluation Plan 2019-2020 UPDATE.pdf

This is for 2-5 grade ELA teachers. They'll participate in a study. They will receive training and a stipend. All materials provided at no cost.

• Sadlier VW Study Description 2020-2021
• Sadlier VW Study Description 2020-2021
• Vocab Workshop
• Vocab Workshop

Attached is the MOA from Campbellsville University to place student teachers in our district for next school year.

• Campbellsville MOA.pdf

Attached is the MOA from Morehead State University regarding dual credit courses for high school students for the 2020-21 academic year.

• EC MOA Mercer 2020 21.doc

Approval is sought to request hay bids for 2020-21.

Laura Long- Teacher- Requesting the remainder of the year off for medical leave after her FMLA ends on 3/23/2020 . See letter for more detail.

Delora Severance- Teacher- Requesting all of 20/21 school year off. Part of the Leave is covered under FMLA. The remaining time she is requesting to take is an unpaid medical leave of absence. See letter/doctor note for more information.

Football would like to add a $200 stipend for an individual who would run a Wide Receiver Camp for our students and any outside students who want to participate. Football will cover the stipend and any fringe incurred.

Please see the attached KEDC Membership Agreement for 2020-21. The cost is $3,237.56, which is based off of the district ADM for 2019, and is $265.82 higher than the current year.

• KEDC Contract.pdf

Please see the attached tabulation document in regards to the Copier bids that were opened on April 1, 2020.

The current contract is with Commonwealth Technology and ends on June 30, 2020. After all bids have been thoroughly reviewed and references have been checked, the recommendation is to enter into a 3 year contract with Toshiba beginning on July 1, 2020 and ending on June 30, 2023. The exact cost will be determined by the type and quantity of machines each location will receive in regards to their specific needs.

• Copier Bid Tabulation.pdf

The banking services bids were opened on April 9, 2020:

Farmers National Bank with a fixed rate of .50% (which is what we currently have), with the option to renew the contract on an annual basis thereafter.

Property, GL, Automobile, Worker’s Compensation

Mercer County Schools have been with Liberty Mutual Insurance and Whitenack and Souder for eight years now and KEMI for five years, and the relationship has paid off in keeping our premiums relatively low.  Our “Mod” has decreased due to the actions of our Safety Committee and having training for staff. 

The Superintendent and Finance Officer recommend choosing Liberty Mutual for Property, General Liability, Automobile, and Umbrella and KEMI for Worker’s Compensation as we have done in 2019-20. 

Student Accident Insurance

Mercer County Schools has used Roberts Insurance in Richmond, Kentucky for our Student Accident coverage for a number of years. They are very well known and utilized among Kentucky school districts.

The current plan covers up to a maximum benefit of $25,000 for each injury for a 26 week loss period, and medical charges within two years of injury.  It also includes an accidental death benefit of $10,000 and catastrophic coverage up to $7,500,000. The following quote is an exact renewal of our current plan:

AXIS Insurance Company - $80,909

This is a decrease of $60 from the current year cost of coverage.

• Mercer - 2020 Renl QP, V1.pdf
• Student Accident Insurance.pdf

Approved Audit Contracts are due to KDE’s Division of District Support prior to their May meeting.   White and Company, PSC provided a quote of $18,300 to complete audit services for 2019-20.  This is the same we currently pay to them. We have contracted with them for multiple years, this price includes questions we have during the year and extra help if needed without additional charges.  All new districts they contract with do not have this benefit and are charged an hourly rate for this.

• Mercer 2020 audit contract_202004151711
• Mercer.County.Engagement.letter20
• PEER_REVIEW_REPORT_2019_201911190923

The recommendation is to continue the current contract for mowing services with the Isaiah House, doing business as Reliance Works Property Maintenance. The current contract for services costs the district $22,750/year starting April 1, 2020 through March 31, 2021.

The recommendation is to also add to the current contract, services for the Vocational School at $110.00/service for 25 services in a year at a total of $2,750/year, which will come out of the Vocational School SEEK funds.

The recommendation is to also add to the current contract, services for property at 371 E. Lexington Street not owned by the Board of Education at $140.00/service for 15 services in a year at a total of $2,100/year, which will be paid out of general fund for use of parking at the Athletic facilities near that property.

The total contracted amount for mowing services for 2020-21 will be $27,600.

• 2019 Mowing Contract
• Additional Mowing & Trimming 2020-21

The recommendation for the snow removal contract for 2020-21 is to continue the current contract with Isaiah House, doing business as Reliance Works Property Maintenance. No pricing differences from the current contract.

• 2019 Snow Removal Contract

The state will be opening up applications for districts to apply for additional NTI days above the 10 that has already been granted to Mercer County Schools. The hope is to apply for all available days in case they may be needed beyond Spring Break.

We are asking the Mercer County Board of Education to deem the time starting with March 16, 2020, where the district has had to shutdown due to COVID 19, as an emergency. With this being deemed a time of emergency the district is able to apply for any relief funds available either through FEMA, the state, or federal governments; allows for employees to receive emergency leave if necessary; allows the district to operate in a way to practice social distancing; and allows the district to change procedures to follow the state of emergency.

• RPA with Duns.pdf

The board acknowledges and accepts the attached waivers from the Kentucky Department of Education related to Civic Test Requirements, Early Graduation Requirements, and the Mercer County Schools Board Requirement of the completion of senior's Individual Learning Plan (ILP) found in Mercer County Board policy Graduation Requirements 08.113 for this school year only (2019-20) due to the emergency situation created by the COVID 19 virus.

• IX_COVID19WaiversSNApril2020Final_0
• X_COVID19MemoWaiveEarlyGradCivicsTestTGA_0 (1)

The Mercer County School board approves that the last day of school for student instruction as May 19^th .  On this day, students will have completed the 1062 hour requirement.  The minimal day requirement has been removed for this school year only due to the emergency situation resulting from the COVID -19 virus.  If the Governor requests that students remain out of school, we will complete these instructional days using non-traditional instructional methods (Titan Learning Days).  Closing day for staff is  May 29^th at this time.

Here are the 2 scenarios we have at this point to get to 1062 instructional hours for the board to consider:    

Option 1:

25 NTI instructional days until May 1

May 4-19^th return to class

Option 2:

37 NTI instructional days until May 19^th; students do not return to school

In both options, Student’s last day is May 19^th and staff’s  last day would be May 29^th.  Of course, this could change at any time. 

• 19 20 25 NTI days student return May 4 to class
• 19 20 30 NTI report
• 19 20 Calendar NTI May 19 Staff day May 29