Fayette County
July 13, 2015 5:30 PM
Fayette County Board of Education Planning Meeting
A. CALL TO ORDER
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A.1. Roll Call
B. EXTEND WELCOME TO GUESTS
John Price
C. MOMENT OF SILENCE
D. PLEDGE OF ALLEGIANCE
Amanda Ferguson
E. READING OF MISSION STATEMENT
Amanda Ferguson
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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. Student Performance
G.1.a. SCAPA Dance Trio
G.2. Recognitions
G.2.a. Nicholas Skidmore, Scapa at Bluegrass: Runner-Up, 2015 Letters About Literature Writing Contest
G.2.b. Soraya Bouzouma, Sandersville Elementary: Winner, 2015 KET Young Writers Contest
G.2.c. Hannah McGregor, Ashland Elementary: Runner-Up KET Young Writers Contest
G.2.d. David Ehlert, Locust Trace AgriScience Center: First Place, 2015 Kentucky FFA State Convention
G.2.e. Zsombor Gal, David Ma, Ananth Murthy-Miller, Hannah Wang, Thirushan Wigna-Kumar, Paul Laurence Dunbar: Runner-Up, 2015 National Scholastic Championship
H. REPORTS, COMMUNICATIONS AND RESOLUTIONS:
H.1. Progress Reports
H.1.a. Superintendent's Report
Marlene Helm
H.1.a.1. Equity Council Report
Darryl Thompson
H.1.a.1.1. 2015 Equity Scorecard
Daryl Thompson
Attachments
H.1.a.2. Construction Progress Report
Mary Wright
H.1.a.3. Graduation/Promotions/Scholarship/College Report
Randy Peffer, Vicki Ritchie
Attachments
H.1.a.4. CKEC Tax Rate and District Report Card Training Report(Planning)
Rodney Jackson and John Price
H.1.a.5. Achievement Gap/Novice Reduction Update/Information (Planning)
Marlene Helm and Sen. Reggie Thomas
H.2. Remarks by Citizens (persons who have signed up to speak):
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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
I. APPROVAL OF ROUTINE MATTERS:
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Minutes from Board meetings

I.1. Minutes from the Special Board Meeting June 1, 2015
Attachments
I.2. Minutes from the Planning Meeting on June 3, 2015
Attachments
I.3. Minutes from the Special Board Meeting on June 9, 2015
Attachments
I.4. Minutes from the Special Board Meeting on June 10, 2015
Attachments
I.5. Minutes from the Special Board Meeting on June 12, 2015
Attachments
I.6. Minutes from the Special Board Meeting on June 18, 2015
Attachments
I.7. Minutes from the Regular Board Meeting on June 22, 2015
Attachments
I.8. Minutes from the Special Board Meeting on June 27, 2015
Attachments
J. APPROVAL OF CONSENT ITEMS:
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J.1. Award of Bids/Proposals
Mary Wright
Attachments
J.2. Declaration of Surplus
Mary Wright
Attachments
J.3. Requests From Principals For Extended Trips
School Directors
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These trips have been planned to enhance the education of participating students.  Some of the trips involve educational projects while some are performance or competition events.  All of the trips assist the students in dealing with people and events outside the ordinary realm of home and school.  Each extended trip has been pre-planned and will be properly supervised.  The itinerary for each trip, in addition to a list of participating students, has been included.  Any trip taken during the school day must be educationally justified.

Attachments
J.4. Special and Other Leaves of Absence
Kyna Koch
Attachments
J.5. Post Approval Placeholder
Rodney Jackson
J.6. Approval of a Proposed Change Order (No. Twelve) to the Contract for the Renovation at Glendover Elementary School BG 12-180
Mary Wright
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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.7. Approval of a Proposed Change Order (No. Eighteen) to the Contract for the Renovation at Deep Springs Elementary School BG 12-182
Mary Wright
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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.8. Approval of a Proposed Change Order (No. Eighteen) to the Contract for the Renovation at Jessie Clark Middle School BG 13-023
Mary Wright
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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.9. Approval of a BG-4 Final Approval and Payment Application to the Contract for the Repair of the Paul Laurence Dunbar High School Synthetic Turf Athletic Field BG 13-183
Mary Wright
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Bid documents were prepared by the architect, Pearson and Peters Architects, for a contract for the repair of the Paul Laurence Dunbar High School synthetic turf athletic field. The contract in the total amount of $723,723.05 (GC--$327,823.05; DPOs--$395,900.00) with Vescio SportsFields was accepted and approved by the Board in a meeting held on May 6, 2013 and construction began in May, 2013. The Department of Physical Support Services, the design consultants Pearson and 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 1 change order with zero dollar changes to the total construction cost. All work has been satisfactorily completed by the contractor. At this time, a BG-4 Final Approval and Payment Application Form are 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. Two) to the Contract for the Construction of the New Elementary School at Passage Mound Way (1150 Passage Mound Way) BG 14-120
Mary Wright
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The construction of a new 650-student elementary school to be located on 15 acres at 1150 Passage Mound Way 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, based upon FCPS elementary school program standards. Bids were received on February 11, 2015 and construction began in April, 2015. 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. Four) to the Contract for the Renovation at Squires Elementary School BG 14-121
Mary Wright
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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.12. Approval of a Proposed Change Order (No. Three) to the Contract for the Construction of the New Elementary School at Intersection of Georgetown and Spurr Roads (2441 Huntly Place) BG 14-128
Mary Wright
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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 the construction of a new building totaling approximately 73,000 SF to serve 650 students, based upon FCPS elementary school program standards. Bids were received on January 15, 2015 and construction began in April, 2015. 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. One) to the Contract for the Construction of the New High School on Winchester Road (2000 Winchester Road) BG 14-159
Mary Wright
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The construction of a new high school to be located on 65 acres at 2000 Winchester Road (formerly 1970 Winchester Road) is listed as priority 1a.5 on FCPS's 2013 District Facility Plan. Tate Hill Jacobs Architects produced final Construction Documents for bidding describing the construction of a new building totaling approximately 285,790 SF to serve 1,800 students. 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. Bids were received on May 7, 2015 and construction began in June, 2015. 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 Commissioning Agent Agreement for the Construction of the New High School on Winchester Road (2000 Winchester Road) BG 14-159
Mary Wright
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Even when new building systems are installed properly the question remains whether these systems are performing at the optimal and most energy-efficient levels. Building commissioning attempts to ensure that the building’s mechanical/electrical systems and components not only meet Owner’s operational objectives, but are also conserving resources and cost. Similar to Special Inspections, the use of Facility Commissioning has grown rapidly in the past few years and has now likewise been incorporated into the building code requirements of the 2012 International Energy Conservation Code (IECC) and the 2010 American Society of Heating, Refrigerating, and Air-Conditioning Engineers (ASHRAE). Currently the requirements of the ASHRAE 90.1-2010 are the less stringent. Based on that fact, the project engineers have provided a written scope of work for the fundamental commissioning (related to HVAC and lighting control systems) required by ASHRAE for this project. (The International Building Codes are expected to increase the requirements for commissioning in the future to include more of building systems and components.) Three proposals have been received from commissioning agents. Based on the design team’s analysis of the proposals received, Paladin, Inc. appears to have met all of the project scope of work criteria and has submitted the most acceptable and cost-efficient proposal. The total anticipated value of the services ($157,750) needed for the project requires the approval of the Board.

Attachments
J.15. Approval of a Proposed Change Order (No. One) to the Contract for the Replacement of the HVAC at Maxwell Elementary School BG 15-139
Mary Wright
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Maxwell Elementary School was renovated in 2000-2001. The HVAC system was replaced as part of that renovation. Over the last few years, several problems have arisen with the system. Some of the heat pump and make-up air unit components have malfunctioned causing uncontrolled interior temperatures, poor air circulation and complaints from the occupants. The FCPS Division of Maintenance has determined that the remainder of the HVAC components are beyond repair and that the entire system needs to be replaced. This project will involve the replacement of more than forty heat pump units located above the ceiling in classrooms and corridors; the cutting and reconnection of water lines, duct work and electrical service; and the replacement of suspended acoustical tile ceilings disturbed by the mechanical work. EOP Architects serves as the project design consultant. 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 BG-4 Final Approval and Payment Application to the Contract for the Replacement of the Softball Field Press Box / Concession Stand (Phase 1) at Bryan Station High School BG 15-153
Mary Wright
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On November 17, 2014, at approximately 3:00 p.m., the press box and concession stand structure at the Bryan Station High School softball field were heavily damaged by a fire. The Lexington-Fayette Urban County (LFUCG) Fire Department has completed its investigation and is preparing its report. The Board’s property insurance carrier, Liberty Mutual Insurance Company, is also completing its investigation. The press box (second level) was a complete loss, and the concession stand (first level) was heavily damaged by smoke and water, along with all contents on both levels. The repair and replacement of the press box and concession stand (Phase 1) was declared an emergency by the Board on December 15, 2014.

Construction documents were prepared by the architect, Pearson & Peters Architects. The BG-1 in the total amount of $266,010 for Phase 1 and 2; however, the Phase 1 work is covered by the Board’s property insurance carrier with the Board being responsible for the $50,000 deductible. Marshall General Contractor was hired by the liability insurance carrier and construction began in December, 2014. 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. The Board has approved zero (0) change orders. The Board is responsible for the deductible contract amount of $50,000. All Phase 1 work has been satisfactorily completed by the contractors. At this time, a BG-4 Final Approval and Payment Application Form are presented for acceptance of the Phase 1 work by the Board. Remaining payments to the contractor shall not be made until all work is completed.

Attachments
J.17. Approval of the Schematic Design Documents for the Construction of the Softball Field House (Phase 2) at Bryan Station High School BG 15-153
Mary Wright
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 The construction of a new softball field house of approximately 1,800 SF to include dressing area/lockers, showers/toilets, batting cage, coaches’ office and equipment storage is proposed in response to the TITLE IX issues identified by the KHSAA survey of FCPS high school athletic facilities. The building design and construction project has been planned as Phase Two of the softball field press box replacement. The work will be funded through general funds and is subject to the approval of the Kentucky Department of Education. A BG-1 Project Application for the construction, identifying the extent and cost of the work, has been approved by the Board and has been filed with the Kentucky Department of Education. At this time, the Board is required by 702 KAR 4:160 to indicate acceptance of the schematic design represented in the plans prepared by the design consultants Pearson & Peters Architects. Based on the review of these documents by FCPS staff, the Department of Physical Support Services recommends approval of these plans. Upon the Board’s approval, these documents will be submitted to the KDE District Facilities Branch for review and approval prior to the preparation of design development documents.

Attachments
K. APPROVAL OF ACTION ITEMS:
K.1. Amendment to Agreement Regarding Collection of Occupational License Tax/Fee between LFUCG and FCPS (Planning)
Rodney Jackson
Attachments
K.2. Approval of New and Updated Job Descriptions (Planning)
Marlene Helm
Attachments
K.3. Professional Leave by District Personnel through July 27 (Planning)
Jack Hayes
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Professional Leave

Attachments
K.4. Requests From Principals For Extended Trips (Planning)
School Directors
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These trips have been planned to enhance the education of participating students. Some of the trips involve educational projects while some are performance or competition events. All of the trips assist the students in dealing with people and events outside the ordinary realm of home and school. Each extended trip has been pre-planned and will be properly supervised. The itinerary for each trip, in addition to a list of participating students, has been included. Any trip taken during the school day must be educationally justified.

Attachments
K.5. Board Policy Revisions Update #38
Mary Wright
Attachments
K.6. Approval of Employee Code of Conduct
Jennifer Dyar
Attachments
K.7. Budget (Placeholder)
Kyna Koch
Attachments
K.8. Approval of Flex Focus Funds (Placeholder)
Kyna Koch
Attachments
L. INFORMATIONAL ITEMS:
L.1. Administrative Procedure Updates (19) (Planning)
Mary Wright
Attachments
L.2. Personnel Changes
Kyna Koch
Attachments
L.3. Biannual Construction Report (July 2015)
Mary Wright
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 July 27, 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, and KRS 61.810(1)(c) to discuss proposed or pending litigation.
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.