Public Meeting Agenda: August 24, 2017 at 6:00 PM - August 24, 2017 Regular Board Meeting

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August 24, 2017 at 6:00 PM - August 24, 2017 Regular Board Meeting Agenda

August 24, 2017 at 6:00 PM - August 24, 2017 Regular Board Meeting
1. CALL TO ORDER
1.1. Roll Call
2. ADOPT AGENDA
3. RECOGNITION AND ANNOUNCEMENTS
3.1. The Good News
Rationale: 

MCPS Transportation Facts / Stats

  • The transportation department is made up of 174 employees.
    • Full Time: 154
    • Part Time:  20
  • There are 137 buses in the bus fleet.
  • 118 buses operate daily.
    • 91 Reg Ed Buses run 148 routes twice daily.
    • 27 Special Needs buses run 27 routes twice daily.
    • Buses run routes from 6am to 6pm daily during the school year.
  • MCPSBuses travel 9,859 miles daily.
  • MCPSBuses carry 11,300 riders daily.
    • 1200 more students ride in the pm than the am.
  • Last year MCPSBuses ran more than 800 field trips, traveling 53,000 miles with 40,000+ riders.
  • All MCPSBuses are Thomas Built Buses that are equipped with Geotab GPS systems.
  • Versatrans software is used to manage all routing and GPS monitoring.
  • ALL MCPSBuses have at least one video camera with most having 3-4.
  • All Transportation Dept employees complete one day of state in-service plus three days of county classroom/field training.
  • MCPSBuses is one of the  few transportation departments in the state with an on staff Third Party Tester who can license new drivers. 
4. MAURY COUNTY EDUCATION ASSOCIATION
5. PUBLIC DELEGATIONS
6. STAFF REPORTING
7. CONSENT ITEMS
7.1. Minutes
Attachments:
7.2. School Trips
Rationale: 

Spring Hill High School JROTC     Soddy-Daisy High School     9/22/17 - 9/23/17

Culleoka Unit School FFA Members     Indiana Convention Center     10/25/17 - 10/28/17

Mt. Pleasant High School Cheer     University of Alabama-Huntsville     10/28/17

Spring Hill High School Virtual Enterprise     Pigeon Forge, TN     11/18/17 -  11/21/17

Attachments:
7.3. Use of Facilities
7.3.1. Young Rembrandts
Rationale:  Request approval for Young Rembrandts to use a classroom at Spring Hill Elementary, Spring Hill Middle, Marvin Wright Elementary, Baker Elementary, Woodard Elementary, Whitthorne Middle, Cox Middle, McDowell Elementary and Howell Elementary one day a week for one hour from last bell for an after school art and drawing enrichment program with all use of facilities fees to be applied.
Attachments:
7.3.2. Middle TN Motorcycle Education Center
Rationale:  Request approval for Middle Tennessee Motorcycle Education Center to use the parking lot at Spring Hill High School on available Saturdays and Sundays from August 2017 - June 2018 from 7:00 am until 5:00 pm for motorcycle safety classes with all use of facilities fees to be applied.
Attachments:
7.3.3. Fall League Basketball
Rationale:  Request approval for Fall League Basketball to use the gymnasium and gymnasium lobby area at Mt. Pleasant High School September 1, 2017 until October 31, 2017 fat times to be announced for Fall League Basketball for High School and Jr. High children with all use of facilities fees to be waived.
Attachments:
8. COMMITTEE REPORTS
8.1. Zoning & Facilities
Speaker(s):  Stan Breeden
8.1.1. Bid #18-003 - Termite and Pest Control
Rationale: 

Approval of Bid #18-003 - Termite and Pest Control

Kelley's Pest Solution - $2,675.00

Fund 141 Operation of Plant

Fund 143 Food Service

On Wednesday, August 2nd, bids were opened for Termite and Pest Control. Only two bids were received; Terminix Commercial Pest Control at $2,150.00 per month and Kelley’s Pest Solutions at $2,675.00 per month. Kelley’s Pest Solutions is our current providor for pest control and their bid came in at $200.00 a month less than what we are currently are paying them for treatment. Bids were then checked for completeness and references were checked. Both bids had all required documents submitted and all references checked received favorable responses.

Kelley’s Pest Solution has been our provider for termite and pest control for several years and have performed the terms of their contract well above and beyond expectations. They have been able to handle any demands or issues to our facilities immediately as they arise. I therefore recommend approval of the best bid for termite and pest control services from Kelley’s Pest Solution at a price of $2,675.00 for Bid #18-003 – Termite and Pest Control. Funds are available in fund 141 Operation of Plant and Fund 143 Food Service.

Attachments:
8.1.2. Bid #18-005 - Replacement of Theatrical Stage Curtains - MPHS
Rationale: 

Approval of Bid #18-005 - Replacement of Theatrical Stage Curtains at Mt. Pleasant High School

MainStage - $14,168.00

Funds available in the Lowe's Grant funds

8.1.3. Bid #18-008 - Maintenance Uniforms
Rationale: 

Approval of Bid #18-008 - Maintenance Uniforms

Aramark Uniform Service - $11,880.00

Fund 141 Maintenance of Plant

Attachments:
8.1.4. Bid #18-009 - Engineering Services for HVAC Replacements - HUS, MPES, MPHS
Rationale: 

Approval of Bid #18-009 - Engineering Services for HVAC Replacements - HUS, MPES, MPHS

Trane - $32,917.00

Fund 177 Capital Outlay - School Improvements fund.

Approval of the engineering services for the HVAC replacement at the locations listed below in the grand total amount of $32,917.00 from Trane using US Communities Cooperative Purchasing Contract #USC 15-JLP-023 for Bid #18-009 – Engineering Services for HVAC Replacements - HUS, MPES, MPHS. Breakdown is as follows:

School                                          Amount

Hampshire Unit School                   $ 15,469.00

Mt. Pleasant Elementary School           9,272.00 

Mt. Pleasant High School                     8,176.00

GRAND TOTAL                               $ 32,917.00

8.1.5. Bid #18-010 - Ultrasonic Pipe Testing - HPES, MES, SHHS
Rationale: 

Approval of Bid #18-010 - Ultrasonic Pipe Testing - HPES, MES, SHHS

Trane - $21,057.00

Fund 177 Capital Outlay - School Improvements

Approval of ultrasonic pipe testing on HVAC black iron piping at the locations listed below in the grand total amount of $21,057.00 from Trane using US Communities Cooperative Purchasing Contract #USC 15-JLP-023 for Bid #18-010 – Ultrasonic Pipe Testing at HPES, MES, SHES. Breakdown is as follows:

School                                              Amount

Highland Park Elementary School       $ 7,019.00

Mt. Pleasant Elementary School            7,019.00

Spring Hill Elementary School              7,019.00

GRAND TOTAL                                 $21,057.00

8.1.6. Bid #18-011 - Sewer Line Repair - MWES
Rationale: 

Approval of Bid #18-011 - Sewer Line Repair - MWES

Trane - $15,048.00

Fund 177-Capital Outlay - School Improvements

Attachments:
8.1.7. Immediate Repair Needs
Rationale: 

 These are not included in the first year EMG

Assessment numbers: Chiller Repairs at Mt. Pleasant Elementary School: $ 16,182.00

Boiler Replacement at Spring Hill High School: $309,427.00

Boiler Replacement at Mt. Pleasant High School: $260,108.00

HVAC Replacement in Room B102 at Spring Hill High School: $ 30,102.00

TOTAL: $615,819.00

I hereby recommend that the boiler replacement at Spring Hill High School be approvedimmediately with funds available in Fund 177 Capital Outlay – School Improvements fund. This recommendation includes deferring ADA compliance issues (16M list items #21,22,169,172,182, 214,248) and redirecting $70,814 from electrical repairs (16M list item# 9).

I further recommend the remainder of these projects be included in the request for undesignatedfund balance funds for the 2017-2018 school year.  

Attachments:
8.1.8. Final Invoice from RBA for Structural Engineering Surveys
Rationale: 

Approval of Final Invoice from RBA for Structural Engineering Surveys

The original contract in the amount of $10,000 with RBA Structural Engineering, LLC for the structural engineering survey did not include reimbursable items. We have previously paid an invoice in the amount of $5,254.50 which includes reimbursables in the amount of $207. We recently received their final invoice in the amount of $5,027.25 which includes reimburables in the amount of $74.75 which has exceeded the amount of the PO in the amount of $281.75. I hereby recommend approval to override on the PO to include those reimbursables in the grand total amount of $281.75. The funds are available in Fund 177 Capital Outlay-School Improvement funds.

Attachments:
8.1.9. Structural Engineering Reports
Rationale:  Structural Engineering Reports
Attachments:
8.1.10. Redistricting Task Force
Rationale:  Approval of Redistricting Task Force Committee. Individuals are being solicited to serve in these positions and will be presented by the Superintendent at the school board meeting on August 20, 2017.
Attachments:
8.1.11. Ad Hoc Committee for Naming of New Schools
Rationale:  Ad Hoc Committee for Naming of New Schools -Individuals are being solicited to serve in these positions and will be presented by the Superintendent at the school board meeting on August 24, 2010.
Attachments:
8.1.12. City of Spring Hill Road Development MOU for Mahlon Moore Road Properties
Rationale: 

Approval of  MOU with the City of Spring Hill for design and construction of necessary road and bridge improvements on the property on Mahlon Moore Road in exchange for 80 acres for city park land.

Additionally, approval of agreement with Civil Site Design Group for design services for water line and sanitary sewer construction documents along with 50% cost for a traffic study at a cost of $15,000.00. These funds available in Capital Bond Fund 177 Building Construction.

Furthermore, approval to begin the steps to have the property at 3451 Mahlon Moore Road annexed by the City of Spring Hill to provide the opportunity to connect to utilities provided by the City.

8.1.13. Design of New Middle School
Rationale:  Approval of  Letter of Agreement with Earl Swensson Associates (ESa) for the schematic design phase of a new Middle School on the property on Mahlon Moore road at the remaining amount of $491,795. These funds to be funded as follows: $100,000 from existing capital bond funds – Fund 177 Building Construction and the remaining $391,795 from new capital bond funds – Fund 177 Building Construction upon issue of new bond.
Attachments:
8.2. Policies
8.2.1. Final Adoption
Rationale: 

The following policies are to be voted on for final approval – policies have been posted the required amount of time. 

Accidents and Illnesses - 6.410

Pediculosis (Head Lice) - 6.4031

Medications - 6.405

Separation Practices for Tenured Teachers - 5.200

Separation Practives for Non-Tenured Teachers - 5.201

Substitute Teachers - 5.701

Revisions to Guidance Counselor/School Counselor policies

 

 

 

Attachments:
8.2.2. Post proposed policies the required amount of time
Rationale: 

The following proposed policies if approved will be posted for the required amount of time:

Policy 2.703 Audits;  Updated policy 2.703 to reflect new requirements PC383; LEAs must submit an action plan when there is an audit finding.  Plan must include name of contact, corrective action and anticipated completion date. 

Policy 4.207   English Learners; change language to be incompliance with ESSA

Policy 4.210   Credit Recovery; grade of 70% now required to pass credit recovery courses

Policy 4.301  Interscholastic Activities; updated policy to reflect Public Chapter 260 which requires students to be excused from participating in a school athletic event or related event, if the event is on an official school holiday, observed day of worship, or religious holiday.

Policy 4.402   Instructional Supplies; State no longer requires a portion of individual teacher instructional supply funds to be pooled with funds spent as determined by a committee.  Recommend deletion of policy.

Policy 5.203   Recommendations and File Transfers; New Policy that limits information provided to a prospective employer if the person engaged in sexual misconduct with a minor. Prevents LEA administrators from giving a neutral or positive recommendation to a potential employer on behalf of an employee or contractor if there is probable cause to believe that sexual misconduct occurred.

Policy 5.501   Complaints and Grievances; add names and contact information for District Complaint Managers 

Policy 5.600   Staff Rights and Responsibilitie; add language to clarify the rights of educators (PC360)

 

 

Attachments:
8.2.3. Annual Review of Policy Manual
Attachments:
8.3. Community Relations
Rationale: 

Mule Town Music Festival

3-on-3 Basketball Tournament

9. NEW BUSINESS
9.1. Instruction
9.1.1. Maury County PreK Agreement 2017-2018
Attachments:
9.1.2. Update on K-2 Materials
Rationale:  List of K-2 Materials submitted by schools to Beverly Miller
Attachments:
9.1.3. Project Lead The Way (PLTW) Funds Request from Fund Balance
Rationale:  Project Lead The Way (PLTW) Funds Request from Fund Balance
Attachments:
9.2. Final Superintendent Evaluation Results
Rationale:  The finalized Superintendent Evaluation for 2016-17 is attached.
10. OTHER BUSINESS
10.1. Instructional Low Bids/Purchases Over $10,000.00
10.1.1. Bid #18-001-IN Purchase of PLTW Equipment
Rationale: 

Bid #18-001-IN Purchase of PLTW Equipment from a Federal Perkins Reserve Grant Award

KEY 7

Robot Shop Incorporated - $12,600.00

Fund 142-E-71300-730-502-location #-700

Attachments:
10.1.2. Bid #18-002-IN Renewal of Discovery Education Contract
Rationale: 

Bid #18-002-IN Renewal of Discovery Education Contract -- KEYS 1 thru 5

Discovery - $715,900.00

Fund 141-E-72210-399-000-each school location

 

Attachments:
10.1.3. Bid #18-003-IN Special Ed. Contracted Services
Rationale: 

Bid #18-003-IN Special Ed. Contracted Services

Fund 141-71200-312-691-00000-000

Grand Total $365,800.00

Attachments:
10.1.4. Bid #18-004-IN Federal Programs Purchase of Lenovo Computers for WMS
Rationale: 

Bid #18-004-IN Federal Programs Purchase of Lenovo Computers for WMS

Purchase of computers from Howard Technology Solutions

Amount $16,859.00

Fund 142 E 71100 722 101 02100 300

Aligned with KEY #3

 

Attachments:
10.1.5. Bid #18-005-IN Federal Programs Purchase of Lenovo Computers for Cox
Rationale: 

Bid #18-005-IN Federal Programs Purchase of Lenovo Computers for Cox

Purchase to be made Howard Technology Solutions

$31,720.00

Fund 142 E 71100 722 101 02033 300

Aligned with KEY #3

Attachments:
10.1.6. Bid #18-006-IN NextLesson
Rationale: 

Bid #18-006-IN NextLesson

KEYS 1 thru 4

NextLesson  - $75,520.00

Fund - 141 E 72210-399-000-location

Attachments:
10.1.7. Bid #18-007-IN Purchase of Pre-K Curriculum & Assessment
Rationale: 

Bid #18-007-IN Purchase of Pre-K Curriculum & Assessment 

KEY 1 and 2

Teaching Strategies- $23,819.44

       Curriculum = $18,395.44

       Assessment = $5,424.00

Recommend funding from Fund Balance

 

Attachments:
10.1.8. Bid #18-008-IN Science Techbooks from Discovery Education
Rationale: 

Bid #18-008-IN Science Techbooks from Discovery Education

Aligned with Keys 1 thru 4

Total amount for the 17-18 school year is $74,985.50

Funds are available in 141 E 71100 449

Attachments:
10.2. Operations Low Bids/Purchases Over $10,000.00
10.2.1. Bid #17-085 - Digital Sign for Spring Hill High School
Rationale: 

Vendor: Stewart Signs

Grand Total: $18,000.00

Account: Spring Hill High School will use funds donated from Listerhill Credit Union.

Attachments:
10.2.2. Bid #18-001 - Copy Paper
Rationale: 

Bid 18-001 Copy Paper

American Paper & Twine - $64,147.00

Fund 141 and 142

Attachments:
10.2.3. Bid #18-002 - Liquefied Propane
Rationale: 

Bid 18-002 Liquefied Propane

Flamegas Company - $0.1547/gallon above base on Mount Bellvieu, TX

Fund 141-E-72610-434

Attachments:
10.3. Finance
10.3.1. Budget Amendments
Rationale: 

BA7001

BA7002

BA7003

BA7004

BA7005

BA7006

BA7007

BA4590

Attachments:
10.3.2. Keys purchases from Fund Balance
Attachments:
10.4. FYI
10.4.1. Attorney Billing
10.4.2. Superintendent Personnel Report
Attachments:
10.4.3. Executive Committee
Rationale: 
  1. Approved request for MPHS PAC to use the football field at Mt. Pleasant High School on August 11, 2017 (rain date of August 19, 2017) from 3:00 pm until 10:00 pm to host an alumni football game with all use of facilities fees to be waived.
  2. Approved request for the MWES PTA to use the cafeteria at Marvin Wright Elementary School on August 9, 2017 from 7:00 am until 10:00 am for a Boo Hoo Breakfast for incoming Kindergarten parents with all use of facilities fees to be waived.

  3. Approved request for Girl Scout Troop 1334 to use the cafeteria at Marvin Wright Elementary School on August 21, 2017, September 18, 2017, October 16 & 30, 2017, November 13 & 27, 2017, December 11, 2017, January 22 & 29, 2018, February 12 & 26, 2018, March 19 & 26, 2018, April 16 & 30, 2018, and May 14, 2018 from 5:30 pm until 7:15 pm for meetings with all use of facilities fees to be waived.

  4. Approved request for the American Red Cross to use Columbia Central High School on September 7, 2017, McDowell Elementary School on September 12, 2017, Riverside Elementary School on January 8, 2018, E.A. Cox Middle School on April 26, 2018, Marvin Wright Elementary School on April 30, 2018 at times to be announced for blood drives with all use of facilities fees to be waived.

  5. Approved request for the Girl Scouts of Middle TN to use all elementary and middle schools, including unit schools, beginning July 1, 2017 until June 30, 2018 after school hours for all girl scout activities with all use of facilities fees to be waived.

  6. Approved request for the Boy Scouts of America to use the cafeteria/library at Marvin Wright Elementary August 15, 2017, Randolph Howell Elementary August 16, 2017, Riverside Elementary School August 16, 2017, Culleoka Unit School August 17, 2017, Spring Hill Elementary School August 17, 2017, Mt. Pleasant Elementary School August 23, 2017, Highland Park Elementary School August 24, 2017, Joseph Brown Elementary School August 24, 2017, McDowell Elementary School August 24, 2017, Santa Fe Unit School August 31, 2017, J.R. Baker Elementary School September 6, 2017 and Woodard Elementary School September 6, 2017 from 5:00 pm until 8:00 pm for a sign-up night with all use of facilities fees to be waived.

  7. Approved request for First Baptist Church of Columbia to use the parking lot, hallway for bathrooms, and the field beside the parking lot at Joseph Brown Elementary School on August 5, 2017 from 8:00 am until 1:00 pm for a community school celebration with all use of facilities fees to be waived.

  8. Approved request for the Columbia Soccer Association to use the field and gymnasium at Spring Hill Middle School one day a week beginning August 2017 until May 2018 from 6:00 pm until 8:00 pm for u13 girls travel soccer practice with all use of facilities fees to be waived.

  9. Approved request for Tennessee Tornadoes Baseball to use the softball fields and baseball fields at Spring Hill Middle School Tuesday and Thursday when available beginning August 1, 2017 until July 31, 2018 from 6:00 pm until 8:00 pm for practice with all use of facilities fees to be waived.

  10. Approved request for the Discovery Club to use the cafeteria, library (Highland Park Elementary & Riverside Elementary), and three classrooms per school at J.R. Baker Elementary School, Joseph Brown Elementary School, Highland Park Elementary School, McDowell Elementary School, and Riverside Elementary School beginning September 12, 2017 until May 4, 2018 from 2:00 pm until 5:00 pm for Discovery Club for grades two, three, and four with all use of facilities fees to be waived.

10.4.4. Donations
Rationale: 

DONATION SUMMARY FOR AUGUST 2017

 

TOTAL DONATIONS

$19,754.19

 

Spring Hill Elementary School

 

$5.83

Donation from the Kula Foundation

$5.83

 

 

 

Spring Hill High School

 

$19,748.36

Donation from the Diamond Club to the Spring Hill High Baseball Team

$7,447.08

 

Donation from the Music Club/Booster Club to the Spring Hill High Band

$12,301.28

 

 

Donation for Middle and High Schools

Books-A-Million in Spring Hill is hosting a book drive and donating the books to MCPS

 

 

 

 

 

Attachments:
10.4.5. Grants
Attachments:
10.4.6. Travel Out of State July, August
Rationale:  Out of State Travel July, August
Attachments:
10.4.7. 2017-2018 Graduation Dates
Attachments:
11. ANNOUNCEMENTS AND COMMUNICATIONS
11.1. Reminder of Scheduled Meetings and Closings
Rationale: 

Reminder of Scheduled Meetings and Closings:

Thursday, August 24, 2017 Regular Board Meeting, HOPSCH 6 pm

Monday, September 4, 2017 Labor Day, No School
12. ADJOURN
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