Fayette County
April 27, 2015 6:00 PM
Board of Education Regular Meeting
A. CALL TO ORDER
Melissa Bacon
Rationale

A.1. Roll Call
B. EXTEND WELCOME TO GUESTS
Melissa Bacon
C. MOMENT OF SILENCE
D. PLEDGE OF ALLEGIANCE
Daryl Love
E. READING OF MISSION STATEMENT
Doug Barnett
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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
Rationale

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. Teacher Representative: Natasha Al Suud, Meadowthorpe Elementary
G.1.b. Student Representative: Esther Putman - Lafayette High School
G.2. Student Performance
G.2.a. Honors Choir, Leestown Middle School
G.3. Recognitions
G.3.a. Alina Broughman, Wellington Elementary: Winner, 2015 Nenjajo "Year of the Sheep" Contest
G.3.b. Austin Li, Winburn Middle School: First Place, State Mathcounts Competition
G.3.c. Jaron Brooks, Henry Clay High School: High Jump National Title, New Balance Nationals Indoor Meet
G.3.d. Angel Vasquez, Lafayette High School: Winner, KHSAA State Wrestling Competition
G.3.e. Sibley Miller, Lafayette High School: Runner-Up, 2015 State Career Development Conference
G.3.f. Amir Abou-Jaoude & Rebekah George, Henry Clay High School: Winners, Secretary of State Essay Contest
G.3.g. Hannah Broomhall, Shamik Chandrachood, Elyse halwes, Neal Rekhraj, Brenden Talbert & Adam Telechbush, Beaumont Middle School: Winner 2015 Destination Imagination
G.3.h. Beaumont Middle Boys' Basketball "A" Team and Edythe J. Hayes Middle Boys' Basketball "B" Team: 2015 City Champions
G.3.i. Several Winners: 2015 Governor's Cup
G.3.j. "Take Two" a cappella group, Tates Creek High School: Best Overall Group Performance, Voices in Harmony Festival
G.3.k. Leanna Prater, IAKSS: 2015 Outstanding Leader, Kentucky Society for Technology in Education
G.4. Acknowledgements
Amanda Ferguson
Attachments
H. REPORTS, COMMUNICATIONS AND RESOLUTIONS:
H.1. Progress Reports
H.1.a. Superintendent's Report
Marlene Helm
H.1.a.1. SCAPA Scoring Process
Michael Dailey
H.1.a.2. United Way of the Bluegrass Update
Marlene Helm / Roy Woods
H.1.a.3. Student Achievement Report - Winburn Middle
Vicki Ritchie
H.1.a.4. Equity Council Report
Vince Mattox
H.1.a.4.1. "Top Ten" Priority Recommendations
Attachments
H.1.a.5. Construction Progress Report
Bill Wallace
H.1.a.6. APA Special Examination Update
Kyna Koch
Attachments
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:
Rationale

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.

 

I. APPROVAL OF ROUTINE MATTERS:
Melissa Bacon
Rationale

Minutes from Board meetings

I.1. Minutes of the March 2, 2015 Special Meeting
Attachments
I.2. Minutes of the March 9, 2015 Special Board Meeting
Attachments
I.3. Minutes of the March 9, 2015 Board Planning Meeting
Attachments
I.4. Minutes of the March 11, 2015 Special Board Meeting
Attachments
I.5. Minutes of the March 23, 2015 Regular Board Meeting
Attachments
I.6. Minutes of the March 27, 2015 Special Board Meeting
Attachments
J. APPROVAL OF CONSENT ITEMS:
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J.1. Award of Bids/Proposals
Bill Wallace
Attachments
J.2. Post Approval
Rodney Jackson
Attachments
J.3. Special and Other Leave of Absence
Melodee Parker
Attachments
J.4. Professional Leave by District Personnel
Melodee Parker
Attachments
J.5. Request of Pricipals for Extended Trips
School Directors
Attachments
J.6. Request for a Shortened School Day
Kathy Dykes
Attachments
J.7. Instructional Materials / Textbook Plans
Jimmy Brehm
Attachments
J.8. Approval of a Proposed Change Order (No. Twelve) to the Contract for the Renovation at Mary Todd Elementary School BG 10-260
Bill Wallace
Rationale

The renovation of the existing Mary Todd Elementary School is listed as priority 1c.6 on FCPS’s 2009 District Facility Plan. Murphy + Graves Architects has produced Construction Documents (plans, specifications, bidding requirements, etc.) describing a renovation of the existing building and the construction of an addition totaling approximately 67,466 SF to serve 550 students, based upon FCPS elementary school program standards. Bids were received on March 3, 2011 and construction began in June, 2011. 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.9. Approval of a BG-4 Contract Closeout Form and Payment Application to the Contract and Direct Purchase Orders for the Renovation at Mary Todd Elementary School BG 10-260
Bill Wallace
Rationale

Bid documents were prepared by the architect, Murphy-Graves Architects, for a contract for renovation of Mary Todd Elementary School. The contract in the total amount of $8,678,503.00 (GC--$5,787,429.86; DPOs--$2,891,073.14) with Alliance Corporation was accepted and approved by the Board in a meeting held on March 28, 2011 and construction began in June, 2011. The Department of Physical Support Services, the design consultants Murphy-Graves 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 12 change orders adding the amount of $178,998.73 to the total construction cost. The adjusted contract amount is $8,857,501.73. 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.10. Approval of a Proposed Change Order (No. Twenty-four) to the Contract for the Renovation at Stonewall Elementary School BG 11-249
Bill Wallace
Rationale

The renovation of the existing Stonewall Elementary School is listed as priority 2c.3 on FCPS’s 2009 District Facility Plan. Tate Hill Jacobs Architects has produced Construction Documents (plans, specifications, bidding requirements, etc.) describing a renovation of the existing building and the construction of an addition totaling approximately 78,294 SF to serve 775 students, based upon FCPS elementary school program standards. Bids were received on February 8, 2012 and construction began in June, 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 Proposed Change Order (No. Ten) to the Contract for the Renovation at Glendover Elementary School BG 12-180
Bill Wallace
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.12. Approval of a Proposed Change Order (No. Sixteen) to the Contract for the Renovation at Jessie Clark Middle School BG 13-023
Bill Wallace
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.13. Approval of Third-Party Special Inspection Agreement for the Construction of the New Elementary School at Passage Mound Way BG 14-120
Bill Wallace
Rationale

The International Building Code as adopted by Kentucky requires the Owner of construction/renovation projects to contract directly with a qualified engineering firm that can act as a third-party Special Inspection Agent for the duration of a renovation/construction project. Previous editions of the code allowed the special inspector to be hired by the contractor. The current series of FCPS projects and all future projects will be required to have special inspectors hired directly by FCPS.

Several sections of the Kentucky Building Code require the special inspection of structural materials and their installation (i.e., concrete footings, bolted steel connections, masonry materials) prior to the work progressing to the next phase. This is meant to be a safeguard to Owner, the building occupants and the general public, and will help eliminate construction defects before structural components are concealed by finish materials.

In preparation for the start of construction, proposals were obtained from four (4) qualified engineering firms to serve as the Special Inspection Agent. The special inspector must be available as soon as the contractor begins foundation work and whenever inspection activities are required by the code throughout the life of the project. Based on the design team’s analysis of the proposals received, Consulting Services Incorporated appears to have submitted an acceptable proposal meeting all of the project criteria. The total anticipated value of the services needed for the project requires the approval of the Board.

Attachments
J.14. Approval of a Commissioning Agent Agreement for Construction of the New Elementary School at Passage Mound Way BG 14-120
Bill Wallace
Attachments
J.15. Approval of Commissioning Agent Agreement for Construction of the New Elementary School at Intersection of Georgetown and Spurr Roads (2441 Huntly Place) BG 14-128
Bill Wallace
Attachments
J.16. Approval of the Design Consultant and the BG-1 Project Application for Installment of a Portable Classroom Unit at STEAM Academy (123 East Sixth Street)
Bill Wallace
Rationale

The portable classroom units used at all Kentucky school sites are subjected to the same plan review and approval process that govern manufactured modular housing. The Kentucky Industrialized Building Systems (KIBS) program is operated under the Division of Code Enforcement within the Department of Housing, Buildings and Construction (DHBC) in Frankfort. In years past, FCPS was instructed that DHBC was the sole governing authority, even though KDE has an administrative regulation 702 KAE 4:170 that provides for the detailed requirements of Temporary or Supplemental Units. KDE had indicated that the high level of new school construction and renovation activities across the state prevented them from adequately reviewing temporary/supplemental units in a timely manner. Within the last several months, FCPS was notified that KDE will require that the BG-1 Project Application review process be followed for portable classroom units to be installed in the school district to serve both over-crowded and school sites under renovation or construction.

The construction of a 600-student STEAM Academy high school is Item 1.a.2 on the 2013 FCPS District Facility Plan with a construction commencement date of June 2016. In the meantime, portable classroom units are needed to suit increases in the enrollment. The portable classrooms will remain in place until the new STEAM Academy high school is constructed.

The design of the installation requires the involvement of both an architect and engineer to prepare the plans required by the building code to be reviewed by DHBC and to obtain a building permit and certificate of occupancy. Based on their previous experience with FCPS facilities it has been determined that Pearson & Peters Architects is the most qualified to serve as the project design consultant. The project design work will begin immediately. The project has been scheduled to be complete in December 2017. At this time the Board’s approval is requested to allow this project to move forward. A preliminary cost estimate for the work has been completed in order to initiate a BG-1 Project Application as required by KDE.

Attachments
J.17. Approval of the Design Consultant and the BG-1 Project Application for the Construction of the STEAM Academy on the University of Kentucky Campus
Bill Wallace
Attachments
K. APPROVAL OF ACTION ITEMS:
K.1. Approval of Contract with Management Advisory Group
Marlene Helm
Rationale


Attachments
K.2. Establishment of New Job Description
Marlene Helm
Attachments
K.3. District Summer School Tuition
Faith Thompson
Attachments
K.4. Approval of Meal Price Increase for 2015-2016
Michelle Coker
Attachments
K.5. Monthly Financial Report
Rodney Jackson
Attachments
K.6. 2014-2015 Substitute Teacher / Para Salary Schedule
Julane Mullins / Kyna Koch
Attachments
L. INFORMATIONAL ITEMS:
L.1. Position Control Document
Julane Mullins
Attachments
L.2. Personnel Changes
Melodee Parker
Attachments
M. ORAL COMMUNICATIONS:
M.1. Public
Rationale

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
Rationale

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
Melissa Bacon
M.3.a.1. NSBA Report
Daryl Love & Melissa Bacon
M.3.b. Staff
N. MOTION MAKING AGENDA PART OF THE OFFICIAL BOARD MINUTES:
Melissa Bacon
Rationale

A motion is in order to:  "make the agenda dated  April 27, 2014 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.