Lisa Rasor-High School Special Education Instructor

Priscilla Clay-Academic Interventionist and ESS Coordinator

See Board Policies 03.131-03.1313 "The Superintendent shall make all appointments, promotions, and transfers of certified personnel for positions authorized by the Board and, at the first meeting following the actions, shall notify the Board of same. Such notification shall be recorded in the Board minutes."

• 2.1 BALANCE SHEET APRIL 2025
• 2.1 BOARD REPORT FY 25 (7)
• 2.1 Treasurer REPORT APR 2025

• 2.2 Board Meeting_ Attendance and Enrollment (4)

• Board Meeting May 2025 (1)

Motion Passed:  Approval of the agenda as written was passed with a motion by Mr. Nathaniel Hackett and a second by Mr. Tom McCay.

Motion Passed:  Approval of the Business/Consent Items for Board Consideration passed with a motion by Mr. Nathaniel Hackett and a second by Dr. Jacqueline Burnside.

Approve the minutes of the board meeting on April 21, 2025. Requested by Christine Knight, Secretary, and recommended by Dr. Elmer Thomas, Superintendent.

• MinuteReport 4-21-25.doc

Approve the financial reports of the Elementary, Middle School, High School, Food Service and General Fund, including the Orders of the Treasurer. Requested by Nathan Sweet, Finance Director, and recommended by Dr. Elmer Thomas, Superintendent.

• 2.1 BALANCE SHEET APRIL 2025
• 2.1 BOARD REPORT FY 25 (7)
• 2.1 Treasurer REPORT APR 2025
• 3.1 Food Service Report
• 3.2 Warrant Report
• 3.3 Visa Report (8)

Per Berea Board of Education Policy 05.3, approve the Facility Use Request from Derek Baird to use the football field for youth football on Saturdays from August thru November 2025, from 11AM- 3PM. Requested by Derek Baird, Berea Horsemen and BYFL Representative, and recommended by Dr. Elmer Thomas, Superintendent.

• 3.3 BYFL Application for Use

Approve the Facility Use Request from Ali Blair with First Friday Berea for the use of the lawn, parking lot, car- rider and bus loops, and playground for the  Pop-up Concert/Levitt AMP Berea Music Series. The date requested is July 5, 2025, from 2:00 p.m. to 10:00 p.m. (includes set up and tear down times).  Requested by Ali Blair, First Friday Berea, and recommended by Dr. Elmer Thomas, Superintendent.

• 2025 First Friday Application for use of District Property (2) (1)
• DOC042525-04252025110541
• GL_ACORD_BoardofEducation_BereaIndependentSchoolDistrict_04_24_2025_P100741247-2686918601056 (1)

Per KRS 160.560, approve the Bond of Treasurer for the fiscal year 2025-2026 to ensure compliance and protection of district assets in the amount of three hundred thousand dollars ($300,000) for coverage from March 7, 2025,  through March 7, 2026. Requested by Nathan Sweet, Finance Director, and recommended by Dr. Elmer Thomas, Superintendent.

Background: The position of Treasurer requires a bond to safeguard the assets of the district by providing a guarantee of financial integrity and security. This bond is renewed annually to ensure ongoing protection against potential financial risks and to comply with state regulations.

Proposal: The administration recommends the renewal of the Treasurer's bond for the fiscal year 2025-2026. The proposed bond amount is consistent with the district’s financial policies and the statutory requirements outlined by the Kentucky Department of Education.

Approve the agreement between Berea College and Berea Independent to provide transportation services for Berea College's Summer Food Service Program.  Requested and recommended by Dr. Elmer Thomas, Superintendent.

• Berea College, by and through its Grow Appalachia department is sponsoring a United States Department of Agriculture Summer Food Service Program to provide meals for local children during the summer months.
• The term of this Agreement shall begin on May 30, 2025, and end on August 8, 2025.

Approve Berea College Conference Services Function Space Contract for Commencement Rehearsals on May 21 and 22, 2025, and the Commencement Ceremony on May 23, 2025, at Phelps-Stokes Auditorium. The fee will be paid using High School SBDM Council funds. Requested by Ms. Kelly Caldwell, High School Principal, and recommended by Dr. Elmer Thomas, Superintendent.

• 2025 BCHS Commencement Ceremony Contract (1)

Approve the out of state trip for the High School Boys Basketball team to travel to Tennessee Wesleyan College in Athens, Tennessee for a team camp from June 5-7, 2025.  The High School Boys Basketball Activity account will fund the trip, including gas, hotel stay, and food. The team will use the school vans. Requested by Eric Fields, High School Boys Basketball Coach, Kelly Caldwell, Principal, and recommended by Dr. Elmer Thomas, Superintendent.

Approve RESOLUTION OF THE BOARD OF EDUCATION OF BEREA,KENTUCKY (“BOARD”); AUTHORIZING THE USE OF EXCESS BOND PROCEEDS BY THE BEREA INDEPENDENT SCHOOL DISTRICT FINANCE CORPORATION (“CORPORATION”) TO PAY DEBT SERVICE AND DEFEASE BONDS AND AUTHORIZING THE EXECUTION OF AN
ESCROW AGREEMENT TO DEFEASE A PORTION OF SUCH BONDS. Requested by Nathan Sweet, Finance Officer, and recommended by Dr. Elmer Thomas, Superintendent.

Motion Passed:  Approve RESOLUTION OF THE BOARD OF EDUCATION OF BEREA,KENTUCKY (“BOARD”); AUTHORIZING THE USE OF EXCESS BOND PROCEEDS BY THE BEREA INDEPENDENT SCHOOL DISTRICT FINANCE CORPORATION (“CORPORATION”) TO PAY DEBT SERVICE AND DEFEASE BONDS AND AUTHORIZING THE EXECUTION OF AN ESCROW AGREEMENT TO DEFEASE A PORTION OF SUCH BONDS passed with a motion by Mr. Tom McCay and a second by Mr. Nathaniel Hackett.

Approve the proposed auditing contract with Denise M. Keene, CPA, to include auditing for the 2024-2025 fiscal year at a cost of $20,000.  Requested by Nathan Sweet, Finance Director, and recommended by Dr. Elmer Thomas, Superintendent.

• VI_B_EngagementLetter_0
• VI_B_IndependentAuditorsContract_0

Motion Passed:  Approve the proposed auditing contract with Denise M. Keene, CPA, to include auditing for the 2024-2025 fiscal year at a cost of $20,000 passed with a motion by Mr. Nathaniel Hackett and a second by Dr. Jacqueline Burnside.

Recommended Action:
Approve the second reading of the proposed revision/addition to Policy 04.32, Model Procurement Code Purchasing, to require Board approval for purchases greater than $15,000, requested by Nathan Sweet, Finance Director, and recommended by Dr. Elmer Thomas, Acting Superintendent.

• K04.32

Motion Passed:  Approve the second reading of the proposed revision/addition to Policy 04.32, Model Procurement Code Purchasing, to require Board approval for purchases greater than $15,000 passed with a motion by Mr. Nathaniel Hackett and a second by Mr. Tom McCay.

Rationale

Recommendation for Approval of Purchase of 60 New Chromebook Devices and 2 Chromebook Holding Carts for Berea Independent Elementary School

Background:

As part of Berea Independent Schools’ ongoing commitment to enhancing student learning through technology, the district has received funding through the GearUp program, facilitated by the Appalachian Educational Service Agency Supplemental Award. This funding will support the purchase of 60 new Chromebook devices and two Chromebook holding carts for Berea Independent Elementary School. These tools are critical for promoting student engagement, supporting digital instruction, and ensuring secure and efficient storage of the devices.

Proposal Overview:

The GearUp grant will fund the following purchase:

• 60 Chromebooks

• 2 Chromebook holding carts

The total cost will not exceed $24,000, as outlined in the attached quote.

The district will purchase the devices and carts using general funds. Upon delivery and payment of the invoice, Berea Independent Schools will be reimbursed in full by the GearUp grant, in accordance with the terms of the Appalachian Educational Service Agency Supplemental Award.

Recommendation:

It is recommended that the Berea Independent Board of Education approve the purchase of 60 new Chromebooks and two Chromebook holding carts for Berea Independent Elementary School. This purchase, to be reimbursed through GearUp funding, will support the district’s efforts to provide students with essential tools for success in today’s digital learning environment, while ensuring proper device storage and management.

Submitted by:
Dr. Elmer Thomas, Superintendent
Nathan Sweet, Director of Operations
Daniel Montoya, District Technology Coordinator

• DOC043025-04302025124637
• DOC043025-04302025124645

Motion Passed:  Approve the purchase of 60 new Chromebooks and 2 Chromebook Holding Carts for Berea Independent Elementary School, as outlined in the attached quote, through the GearUp funding awarded by the Appalachian Educational Service Agency Supplemental Award passed with a motion by Mr. Nathaniel Hackett and a second by Mr. Tom McCay.

Approve the District Technology Plan for the 2025-2026 school year. Requested by Daniel Montoya, District Technology Director/Chief Information Officer, and recommended by Dr. Elmer Thomas, Superintendent.

• 4.5 2025-2026 Technology Plan

Motion Passed:  Approve the District Technology Plan for the 2025-2026 school year passed with a motion by Dr. Jacqueline Burnside and a second by Ms. Sarah Rohrer.

Approve the renewal of contract with Fowler Bell PLLC and Teresa Combs, Board Attorney, to provide legal services for the 2025-2026 school year.  The hourly rate will be $175 per hour for Member, $150 per hour for Associate, $90 per hour for Paralegal, $70 per hour for Clerk, and $50 per hour for Runner. Requested and recommended by Dr. Elmer Thomas, Superintendent.

• Berea - Contract for Legal Services 2025-2026

Motion Passed:  Approve the renewal of contract with Fowler Bell PLLC and Teresa Combs, Board Attorney, to provide legal services for the 2025-2026 school year. The hourly rate will be $175 per hour for Member, $150 per hour for Associate, $90 per hour for Paralegal, $70 per hour for Clerk, and $50 per hour for Runner passed with a motion by Mr. Tom McCay and a second by Mr. Nathaniel Hackett.

Approve the renewal of the Memorandum of Understanding with the Jobs for America’s Graduates (JAG) program for the High School for the 2025-2026 school year.

• Berea HS 25-26 (1)

Motion Passed:  Approve the renewal of the Memorandum of Understanding with the Jobs for America’s Graduates (JAG) program for the High School for the 2025-2026 school year passed with a motion by Mr. Tom McCay and a second by Mr. Nathaniel Hackett.

Approve the renewal of the Memorandum of Understanding with the Jobs for America’s Graduates (JAG) program for the Middle School for the 2025-2026 school year. Requested and recommended by Dr. Elmer Thomas, Superintendent.

• Berea MS 25-26 (1)

Motion Passed:  Approve the renewal of the Memorandum of Understanding with the Jobs for America’s Graduates (JAG) program for the Middle School for the 2025-2026 school year passed with a motion by Mr. Nathaniel Hackett and a second by Mr. Tom McCay.

Approve renewal of agreement with Kentucky Educational Development Corporation (KEDC) for the 2025-2026 school year. Approval of this agreement entitles us to the following: Networking and professional development opportunities; communication/marketing blitzes; advice and limited legal services; advice and information services; instructional support services; grant opportunities; PurchasePros membership; salary surveys and ranking reports ;and minority recruitment advertising. The cost for the 2025-2026 school year is $3,329.12. Requested and recommended by Dr. Elmer Thomas, Superintendent.

• 3.6 KEDC Agreement

Motion Passed:  Approve renewal of agreement with Kentucky Educational Development Corporation (KEDC) for the 2025-2026 school year passed with a motion by Mr. Nathaniel Hackett and a second by Mr. Tom McCay.

Approve renewal of agreement with Southeast South-Central Educational Cooperative (SESC) for the 2025-2026 school year. Approval of this agreement entitles us to the following: Networking and sharing opportunities; access to professional learning sessions; face-to-face networking; advertising exposure; and access to SESC Training Facility  The cost for the 2025-2026 school year is $2,011.00. Requested and recommended by Dr. Elmer Thomas, Superintendent.

• DOC051225-05122025142217

Motion Passed:  Approve renewal of agreement with Southeast South-Central Educational Cooperative (SESC) for the 2025-2026 school year passed with a motion by Mr. Nathaniel Hackett and a second by Ms. Sarah Rohrer.

Approve the first reading of the proposed changes to Policy 03.122, adding Memorial Day as a holiday for staff with 210 or more days of employment and adding the Exception clause. Requested and recommended by Dr. Elmer Thomas, Superintendent.

• VI_E_CB031223_0 (3)

Motion Passed:  Approve the first reading of the proposed changes to Policy 03.122, adding Memorial Day as a holiday for staff with 210 or more days of employment and adding the Exception clause passed with a motion by Mr. Nathaniel Hackett and a second by Dr. Jacqueline Burnside.

Approve the first reading of the proposed changes to Policy 03.222, adding Memorial Day as a holiday for staff with 210 or more days of employment. Requested and recommended by Dr. Elmer Thomas, Superintendent.

• VI_E_BB032222_0 (3)

Motion Passed:   Approve the first reading of the proposed changes to Policy 03.222, adding Memorial Day as a holiday for staff with 210 or more days of employment passed with a motion by Mr. Nathaniel Hackett and a second by Dr. Jacqueline Burnside.

Per KRS 160.470, a Tentative Budget has been developed for board review and approval by May 31, 2025.  The Tentative Budget is a “best-estimate” of revenue and expenditures.  Requested for approval by Nathan Sweet, District Finance Office, and recommended by Dr. Elmer Thomas, Superintendent.

• FY26 Tentative Budget Report
• FY26 Tentative Budget Report Detail

Motion Passed:  Approve the 2025-2026 Tentative Budget passed with a motion by Mr. Nathaniel Hackett and a second by Dr. Jacqueline Burnside.

Motion Passed:  Approval to adjourn the meeting passed with a motion by Mr. Nathaniel Hackett and a second by Ms. Sarah Rohrer.

All meetings will begin at 7:00 p.m. in the Kennedy Theater except for work session meetings and those noted which will take place in the Central Office.

2025 Meeting Schedule

Monday, January 27, 2025                   Kennedy Theater

Monday February 17, 2025                  Kennedy Theater

Monday, March 17, 2025                      Kennedy Theater

Monday, March 31, 2025                     Kennedy Theater (Special Called Meeting)

Monday, April 14, 2025                       Central Office (Special Called Meeting--8 AM)

Monday, April 21, 2025                       Kennedy Theater

Monday, May 19, 2025                        Kennedy Theater (Special Called Meeting--6:50 PM)

Monday, May 19, 2025                        Kennedy Theater

Monday, June 16, 2025                       Kennedy Theater

Monday, July 21, 2025                        Kennedy Theater

Monday, August 18, 2025                    Kennedy Theater

Monday, September 15, 2025              Kennedy Theater

Monday, October 20, 2025                   Kennedy Theater

Monday, November 3, 2025                Central Office (Assessment – Work Session)

Monday, November 17, 2025               Kennedy Theater

Monday, December 15, 2025               Kennedy Theater