Fayette County
February 23, 2015 6:00 PM
Board of Education Regular Meeting
A. CALL TO ORDER
John Price
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A.1. Roll Call
B. EXTEND WELCOME TO GUESTS
John Price
C. MOMENT OF SILENCE
D. PLEDGE OF ALLEGIANCE
Daryl Love
E. READING OF MISSION STATEMENT
Daryl Love
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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.

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

F.1. Addendum:
F.1.a. __________
F.1.b. __________
F.2. Deletions:
F.2.a. __________
F.2.b. __________
G. INTRODUCTIONS, RECOGNITIONS, ACKNOWLEDGEMENTS AND RESOLUTIONS:
G.1. Introductions
G.1.a. Derrick Anderson, Edith J. Hayes Middle School - Teacher Representative
G.1.b. Shawn Reynolds, STEAM Academy: Student Representative
G.2. Student Performance
G.2.a. Strolling Strings, Bryan Station Middle School
G.3. Recognitions
G.3.a. Klobee Squire, Carter G. Woodson Academy: First Place, 2015 Dr. Martin Luther Kings, Jr. Essay Contest
G.3.b. Dorian Cleveland, Carter G. Woodson Academy: Second Place, 2015 Dr. Martin Luthter King, Jr. Essay Contest
G.3.c. Malcolm Murray, Carter G. Woodson Academy: Second Place, 2015 Dr. Martin Luther King, Jr. Poetry Competition
G.3.d. Ellora Amrit, Henry Clay High School: First Place, Write Stuff Teen Contest, Gilda Club Louisville
G.3.e. Sarah Payne, Bryan Station Middle: Director Who Make a Difference, School Band and Orchestra Magazine
G.4. Acknowledgements
Doug Barnett
H. REPORTS, COMMUNICATIONS AND RESOLUTIONS:
H.1. Progress Reports
H.1.a. Superintendent's Report
Marlene Helm
H.1.a.1. APA Special Examination Update
Kyna Koch
Attachments
H.1.a.2. Equity Council Report
Vince Mattox
Attachments
H.1.a.3. Construction Progress Report
Mary Wright
H.2. Remarks by Citizens (persons who have signed up to speak):
Rationale

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.

H.2.a. There are two opportunities for the public to address the Board:
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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.

 

H.3. Resolutions
Melissa Bacon
I. APPROVAL OF ROUTINE MATTERS:
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Minutes from Board meetings

I.1. Minutes of Special Board Meeting 1.12.15
Attachments
I.2. Minutes for Board Planning Meeting 1.12.15
Attachments
I.3. Minutes for Special Board Meeting 1.21.15
Attachments
I.4. Minutes for Regular Board Meeting 1.26.15
Attachments
I.5. Minutes for Special Board Meeting 1.31.15
Attachments
J. APPROVAL OF CONSENT ITEMS:
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J.1. Awards of Bids/Proposals
Mary Wright
Attachments
J.2. Post Approval
Rodney Jackson
Attachments
J.3. Professional Leave by District Personnel
Melodee Parker
Attachments
J.4. Special and Other Leave of Absence
Melodee Parker
Attachments
J.5. Requests From Principals For Extended Trips
Director's
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Attachments
J.6. Requests from Principals for School-wide Fundraising Projects
Directors of School Improvement & Innovation
Attachments
J.7. Instructional Materials / Textbook Plans
Jimmy Brehm
Attachments
J.8. Shortened School Days
Kathy Dykes
Attachments
J.9. Declaration of Surplus and Intent to Sell
Mary Wright
Attachments
J.10. Approval of a Proposed Change Order (No. Thirteen) to the Contract for the Renovation at Meadowthorpe Elementary School BG 11-250
Mary Wright
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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.

Attachments
J.11. Approval of a BG-4 Contract Closeout Form and Payment Application to the Contract and Direct Purchase Orders for the Renovation at Meadowthorpe Elementary School BG 11-250
Mary Wright
Rationale

Bid documents were prepared by the architect, Pearson & Peters Architects, for a contract for renovation of Meadowthorpe Elementary School. The contract in the total amount of $11,252,000 (GC--$7,127,758.52; DPOs--$4,124,241.48) with Isaac Tatum Construction Company was accepted and approved by the Board in a meeting held on April 30, 2012 and construction began in June, 2012. The Department of Physical Support Services, the design consultants Pearson & 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 13 change orders adding the amount of $23,644.34 to the total construction cost. The adjusted contract amount is $11,275,644.34. All work has been satisfactorily completed by the contractor. At this time, a BG-4 Contract Closeout Form and Payment Application Form is presented for acceptance of the work by the Board. Remaining payments to the contractor shall not be made until all work is completed.

Attachments
J.12. Approval of a Proposed Change Order (No. Nine) to the Contract for the Renovation at Glendover Elementary School BG 12-180
Mary Wright
Rationale

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.

Attachments
J.13. Approval of a Proposed Change Order (No. Seven) to the Contract for the Renovation at Garden Springs Elementary School BG 12-181
Mary Wright
Rationale

The renovation of the existing Garden Springs Elementary School is listed as priority 2c.6 on FCPS’s 2009 District Facility Plan. Sherman Carter Barnhart Architects produced final Construction Documents for bidding describing a renovation of the existing building and the construction of an addition totaling approximately 77,743 SF to serve 650 students, based upon FCPS elementary school program standards. Bids were received on March 27, 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.

Attachments
J.14. Approval of a Proposed Change Order (No. Seventeen) to the Contract for the Renovation at Deep Springs Elementary School BG 12-182
Mary Wright
Rationale

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.

Attachments
J.15. Approval of a Proposed Change Order (No. Fourteen) to the Contract for the Renovation at Jessie Clark Middle School BG 13-023
Mary Wright
Rationale

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.

Attachments
J.16. Approval of a Proposed Change Order (No. One) to the Contract for the Renovation at Squires Elementary School BG 14-121
Mary Wright
Rationale

The renovation of the existing Squires Elementary School is listed as priority 1c.10 on FCPS’s 2013 District Facility Plan. JRA Architects produced final Construction Documents for bidding describing a renovation of the existing building and the construction of an addition totaling approximately 79,656 SF to serve 600 students, based upon FCPS elementary school program standards. Bids were received on September 17, 2014 and construction began in November, 2014. 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.

Attachments
J.17. Approval of the Construction Documents and Advertisement for Bids for the Construction of the New High School on Winchester Road (1970) Winchester Road) BG 14-159
Mary Wright
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Tate Hill Jacobs Architects has produced Construction Documents (plans, specifications, bidding requirements, etc.) describing the construction of a new high school to be located on 65 acres at 1970 Winchester Road, totaling approximately 272,160 SF to serve 1,800 students, including those attending the Carter G. Woodson Academy. The 21st Century high school program was developed during a series of Building Committee meetings attended by FCPS instructional and administrative leadership, and refined in small group meetings where teachers provided direction related to collaborative teaching and project-based subject matter. The program is consistent with recent new high school projects across the nation and provides new building space that functions and supports current FCPS enrollment growth. The plans have been prepared to conform to FCPS instructional program goals for the next thirty years. Plans and specifications are being reviewed by Department of Physical Support Services’ staff for compliance with FCPS requirements. Advertisement of the project is scheduled for March 22, 2015. Bids are expected on April 21, 2015, with construction planned to begin June 2015 and to end in August 2017. The Board’s approval of the Construction Documents and advertisement is requested at this time in order to obtain KDE approval and to maintain this schedule.

Attachments
K. APPROVAL OF ACTION ITEMS:
K.1. Approval of Audit Committee Members
Mary Wright
Attachments
K.2. Approval of Trust Fund Committee Members
Mary Wright
Attachments
K.3. Approval of Bid, Interim and Proposed Contracts, and a Revision to the BG-1 Project Application for the Construction of the New Elementary School at Intersection of Georgetown and Spurr Roads (2550 Georgetown Road) BG 14-128
Mary Wright
Rationale

The construction of the new elementary school to be located on 15 acres at the intersection of Georgetown and Spurr Roads is listed as priority 1a.5 on FCPS’s 2013 District Facility Plan. Clotfelter-Samokar Architects produced final Construction Documents for bidding describing a renovation of the existing building and the construction of an addition totaling approximately 73,000 SF to serve 650 students. The program is consistent with other recent FCPS elementary school projects. The project is planned to start construction around April 1, 2015. Final completion is planned for August 2016. On Thursday, January 15, 2015, four (4) general contractors submitted proposals on a base bid and nine (9) alternate bids.

Attachments
K.4. Approval of Bid, Interim and Proposed Contracts and a Revision to the BG-1 Project Application for the Construction of the New Elementary School at North of I-75/1281 Deer Haven Lane (instersection of Polo Club Boulevard & Passage Mound Way_ BG 14-120
Mary Wright
Rationale

The construction of a new 650-student elementary school to be located on 15 acres north of I-75 at 1281 Deer Haven Lane is listed as priority 1a.4 on FCPS's 2013 District Facility Plan. Moody-Nolan Architects produced final Construction Documents for bidding describing the construction of a new building totaling approximately 73,000 SF to serve 650 students. The program is consistent with other recent FCPS elementary school projects.

Attachments
K.5. School Staffing Guidelines Policy Revisions
Mary Wright
Attachments
K.6. Monthly Financial Report
Rodney Jackson
Attachments
K.7. Proact Contract Approval - Placeholder
Attachments
L. INFORMATIONAL ITEMS:
L.1. School Staffing Administrative Procedure Revision - Placeholder
Mary Wright
Attachments
L.2. Personnel Changes
Melodee Parker
Attachments
L.3. Position Control Document
Julane Mullins
Attachments
M. ORAL COMMUNICATIONS:
M.1. Public
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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.

 

M.2. Board Request Summary
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A motion is in order to approve the following Board requests:

M.2.a. __________
M.2.b. ___________
M.2.c. __________
M.3. Other Business
M.3.a. Board Discussion of Board Work
John Price
M.3.b. Staff
N. MOTION MAKING AGENDA PART OF THE OFFICIAL BOARD MINUTES:
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A motion is in order to:  "make the agenda dated  February 23, 2015 on which action has been taken at this meeting, a part of the minutes as if copied in the minutes verbatim."

O. CLOSED SESSION:
O.1. Pursuant to KRS 61.810 (1)(b) to discuss acquisition or sale of real property, KRS 61.810(1)(c) to discuss proposed or pending litigation and pursuant to KRS61.810(1)(f) to discuss personnel.
O.2. Reconvene in Open Session
P. ADJOURNMENT:
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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.