Public Meeting Agenda: March 12, 2018 at 6:00 PM - BOE Work Session

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March 12, 2018 at 6:00 PM - BOE Work Session Agenda

March 12, 2018 at 6:00 PM - BOE Work Session
1. CALL TO ORDER
1.1. Roll Call
2. DISCUSSION OF THE CONTRACT OF THE SUPERINTENDENT OF SCHOOLS, INCLUDING BUT NOT LIMITED TO THE POSSIBLE TERMINATION OF THE EXISTING CONTRACT
Attachments:
3. CONSENT ITEMS
Rationale: 

Approval of Consent Items which include minutes, school trips, use of facilities.

 

3.1. Minutes
3.2. School Trips
Rationale: 
  1. Spring Hill High School JROTC     Richmond, KY     April 20-22, 2018
  2. Culleoka Unit School Eclipse, Blue Knights, Drill Team     Washington, D.C.     May 23-29, 2018
3.3. Use of Facilities
Rationale: 
  1. Request approval for the Middle Tennessee Track Club to use the track and field at Spring Hill Middle School on Mondays, Tuesdays, and Thursdays beginning April 1, 2018 until August 15, 2018 from 6:00 pm until 8:00 pm for practice for youth track and field with all use of facilities fees to be waived.
  2. Request approval for Mt. Pleasant Softball League to use the softball field at Mt. Pleasant Middle School beginning April 2, 2018 until October 1, 2018 at times to be announced for softball practice with all use of facilities fees to be waived.
  3. Request approval for Mt. Pleasant Softball League to use the softball field, concession stand, press box, and batting cage at Mt. Pleasant High School beginning April 2, 2018 until October 1, 2018 at times to be announced for softball games with all use of facilities fees to be waived.
  4. Request approval for City Hope Church to use the gymnasium at Marvin Wright Elementary School on April 7, 2018 from 6:00 pm until 9:00 pm for an even for families with special needs children with all use of facilities fees to be applied.
  5. Request approval for Riverside PTO to use Riverside Elementary School on April 13, 2018 from 4:00 pm until 9:00 pm for a carnival with all use of facilities fees to be waived.
  6. Request approval for Baker PTO to use J.R. Baker Elementary School on May 11, 2018 from 8:15 am until 3:15 pm for the Baker Bulldog Run with all use of facilities fees to be waived.
  7. Request approval for Columbia Parks and Recreation Department to use the gymnasium and cafeteria at Riverside Elementary School Monday-Friday beginning May 31, 2018 until July 27, 2018 from 6:30 am until 6:00 pm for a youth enrichment program with all use of facilities fees to be waived.
4. NEW BUSINESS
4.1. Strategic Plan: Survey Tool
Rationale: 

In line with furthering the MCPS 5 Year strategic plan, according to Board Policy 1.701, a survey tool is needed to evaluate sections 2.5, 3.1, 4.1 (by end of May 2018) 5.8, and 6.7.  Three platforms were requested for proposal: myStudent Survey, Panorama, and ThoughtExchange.  All three proposals were analyzed according to timeline for implementation, ease of deploying the survey, ease of analyzing the results, and use over time.

A budget amendment is attached transferring $27,850 from 141 E 72810 701 000 10500 000 to 141 E 72320 399 000 10100 000

4.2. Strategic Plan: 2.5 School Board Evaluation Survey
Rationale: 

In line with implementing the Strategic Plan, by Board Policy 1.701, the Board needs to decide on questions to satisfy Accountability 2.5: Identify and implement a transparent, best-practice based system of evaluation of the School Board by Superintendent, faculty/staff, as well as the community.

I recommend pulling 7-10 questions from the School Boards' self-evaluation tool as questions to add to the survey.  I recommend polling each School Board member to get their top ten recommendations on/before March 19th, with majority rule, to be added to the survey. 

 

Attachments:
4.3. Instruction
4.3.1. Hampshire Unit School Partnership Kick-Off
Speaker(s):  Sonya Cathey
Rationale:  Sonya Cathey, along with teachers and students, will speak about the Hampshire Unit School Partnership Kick-Off which is scheduled for March 21st at 1:00 p.m.
4.3.2. Student Walkouts on April 20th
Speaker(s):  Dr. Woodard
Rationale:  Seeking guidance from the board regarding 2017-18 TNReady Test Schedule for Middle and High School grade levels.
Attachments:
4.3.3. High School Progression Plan Draft
Speaker(s):  Dr. Woodard
Rationale:  An academic manual for school counselors and school administrators.
Attachments:
4.3.4. 17-18 Calendar Amendment
Speaker(s):  Dr. Woodard
Rationale: 

Due to severe weather and flooding we were notified by the office of Emergency Management that treacherous road conditions would create hazardous travel conditions. As a safety precaution, we were forced to close school on Thursday March 1, 2018.  I would like to recommend that we amend the 2017-18 calendar to make May 23, 2018 an instructional day for students as a make-up day.

Attachments:
4.3.5. Academic Update/Pre-Testing
Speaker(s):  Dr. Woodard
Rationale:  Update on Academics and Information on preparation for this year's TNReady Testing.
4.3.6. Textbook Update
Speaker(s):  Dr. Woodard
Rationale:  Update on textbooks and plan for the 18-19 school year
5. OTHER BUSINESS
5.1. Discussion of Parallel Employment Group Education Division
Speaker(s):  Amanda Alexander
Rationale: 

Fill rates this school year compared to fill rates last school year

A survey was sent to staff and administration twice.  Once on February 7th and again on February 26th.  Over 900  teachers and administrators received the survey; 29 were completed and returned. The returned surveys are attached for your reference.  22 were satisfied with Parallel and recommended the company return next year; 7 were not satisfied and did not recommend MCPS use Parallel next school year.

Survey results and comments have been shared with both the Parallel onsite administrator and her supervisor. 

 

 

Attachments:
5.2. Discussion of emeetings; Board operations software tool
5.3. Human Resources - Report of Personnel 17/18 SY
Speaker(s):  Amanda Alexander
Rationale:  Report as requested shows all postings for the 17/18 SY to date. The postings include both licensed and support staff.  Those postings highlighted in yellow are open positions.  All other positions have been filled.  
Attachments:
5.4. Policies
5.4.1. Discussion of Policy 6.300 - Code of Discipline and Behavior
Rationale: 

 

 

Attachments:
5.4.2. Discussion of Policy 6.312 - Use of Personal Communication Devices and Electronic Devices
Attachments:
5.4.3. Discussion of Policy 6.310 - Dress Code
Rationale: 

 

Attachments:
5.4.4. Revision of Policy 4.603 Promotion and Retention
Rationale:  The State Board of Education has revised the Promotion and Retention policy.  We need to revise ours to be in line with the changes.  We also recommend the use of a research-based tool, Light's Retention Scale, to be used for determinations of retention or promotion.
Attachments:
5.4.5. Policy 2.804 - Expenses and Reimbursements (Travel)
Attachments:
5.4.6. Annual Board Review
Rationale:  Annual Board Review Section 6 Policies 6.100 - 6.307;  Policy 6.300 discussed in 4.1.1
Attachments:
5.5. Zoning & Facilities
Speaker(s):  Stan Breeden
5.5.1. Capital Projects Report
Speaker(s):  Stan Breeden
5.5.1.1. Architect's Report
5.5.1.1.1. ESA Architect Report
5.5.1.2. Hewlett Spencer/Bell & Associates Report
5.5.1.2.1. Central High School
5.5.1.2.2. Battle Creek Elementary School
Rationale:  Battle Creek Elementary School
Attachments:
5.5.1.2.3. Battle Creek Middle School
Rationale:  Battle Creek Middle School
Attachments:
5.5.1.3. Trane Report
Speaker(s):  Stan Breeden
Attachments:
5.5.1.4. Roof Reports
Speaker(s):  Stan Breeden
Attachments:
5.5.1.5. Project Cost Report
Speaker(s):  Stan Breeden
Attachments:
5.5.2. GMP and Final Budget for Battle Creek Elementary and Battle Creek Middle Schools
Rationale:  To be presented at March 26, 2018 School Board Meeting - GMP and Final Budget for Battle Creek Elementary and Battle Creek Middle Schools - not available for Work Session
Attachments:
5.5.3. Bid #18-034 - RFP for Custodial Services
Rationale: 

Bid #18-034 - RFP for Outsourced Custodial Services - narrowed down to top four scoring vendors based on submitted proposals and interviews

 

To view top four scoring vendor proposals click here:

https://maurycountypublicschools-my.sharepoint.com/:f:/g/personal/jfoutch_mauryk12_org/EllQlM9C2VJLgSuxLtEl0ugBG1p8V8LYVBY7vbXfcT4Akg?e=ebWdYC
5.5.4. Purchase of Panic Buttons - System-wide
Rationale:  Purchase of Panic Buttons System-wide using available funds in 141 Regular Capital Projects
Attachments:
5.5.5. Bid #18-040 - System-wide HVAC Repairs
Rationale:  Bid #18-040 - System-wide HVAC Repairs using available funds in 141 Maintenance and Repair of Building funds
Attachments:
5.5.6. Budget Amendment for LED Lighting Upgrade Invoice Payments
Rationale:  Budget Amendment to borrow funds from Fund Balance in order issue payment for LED Lighting Upgrade invoices.  Funds will be paid back to Fund Balance by June 30th.
Attachments:
5.5.7. 2018 - 2019 Capital Budget
Speaker(s):  Stan Breeden
Rationale:  Approval for the 2018 - 2019 Capital Budget Request
Attachments:
5.6. Instructional Low Bids/Purchases Over $10,000.00
5.6.1. Bid 18-027-IN iReady Math for Cox
Rationale: 

Bid 18-027-IN iReady Math for Cox

Purchase of iReady Diagnostic and Instructional Materials (Practice and Solving Workbooks and Write-In Student Workbooks) by Cox Middle School using their Instructional Materials and Supplies money.

Cost:  $14,752.00 based on this year student numbers in Math and TN Book's current price of $19.08 per student

This impacts MCPS Keys 3 and 4. 

Funding Source: 141 E 7110 429 000 02033 000 and if needed E 00402 062 000 00000 033

Vendor:  TN Book Company

Attachments:
5.6.2. Bid #18-028-IN Special Education Contracted Services
Rationale: 

Bid #18-028-IN Special Education Contracted Services

Special Education contracted services contract with Charity Kimes

The estimated amount for this contract is $13,000.00

No key is impacted with this request.

The funds for this contract are available in account number: 

141-71200-312-691-00000-000.

Attachments:
5.6.3. Bid 18-029-IN Procurement of Laptop Computers for DIPLOMA
Speaker(s):  John Carver
Rationale: 

BID 18-029-IN Procurement of Laptop Computers for DIPLOMA

Funding is available in 141-E-72810-109

1,327 Lenovo 11e student devices would be rented 36 months at an annual cost of

$299,984 .99 with funding from #141-E-72810.109.  Computer cases are not part of the rental cost and would be a separate procurement.

Vendor is Lenovo.

Using the same contract as between the state of Tennessee and Lenovo. 

5.6.4. Bid 18-026-IN Specialized Learning (Catapult) for Cox Middle School
Rationale: 

BID 18-026-IN Specialized Learning Services—Catapult

Alternative School at Cox Middle School

Funding:  The funding for these services are coming from 141 Q 36455, approved in the KEYS funding approved at the November 27, 2017 BOE meeting.  As per budget amendment number 7056 approved at the February 26, 2018 BOE meeting the funds are to be placed in account 141-E-72210 399 000 02033.

This action is approval of the BID only.

Purchase Amount:  $284,000.00

Vendor:  Specialized Education of Tennessee, Inc.

Attachments:
5.7. Operations Low Bids/Purchases Over $10,000.00
5.7.1. Renewal of Bid #17-059 - NaviGate Prepared
Rationale: 

Renewal of Bid #17-059 - NaviGate Prepared

Vendor: Lauren Innovations

Amount: $22,000.00

Account: 141-E-72710-399-000-10430-000

Attachments:
5.7.2. Bid #18-039 - Purchase of Administrator Laptops
Rationale: 

Bid #18-039 - Purchase of Administrator Laptops

Vendor: Howard Technology Solutions

Amount: $34,452.00

Account: 141-E-72250-709-000-10500-000

Utilizing Haywood County Contract #IEM62016

Attachments:
5.8. Finance
5.8.1. Discussion on Finance Position Salaries
Rationale:  Vaco has recommended salary adjustments and positions, inside the finance department, to be more in line with market.  The understanding is that with salaries more in line with market, we will attract and retain qualified personnel that can sustain the long-term financial health of the Maury County Public School system.
Attachments:
5.8.2. Recommendation for approval to rescind BA#7061
Speaker(s):  Karen Gagliano
Rationale:  Recommendation for approval to rescind BA#7061
Attachments:
5.8.3. Recommendation for approval of BA#7084 to correct BA#7061
Speaker(s):  Karen Gagliano
Rationale:  Approve BA#7084 to correct BA#7061
Attachments:
5.8.4. Recommendation for approval to rescind BA#7062
Speaker(s):  Karen Gagliano
Rationale:  Approval to rescind BA#7062
Attachments:
5.8.5. Recommendation for approval of BA#7083 to correct BA#7062
Speaker(s):  Karen Gagliano
Rationale:  Approval of BA#7083 to correct BA#7062
Attachments:
5.8.6. Budget Amendments
Speaker(s):  Karen Gagliano
Rationale:  Budget Amendments
Attachments:
5.8.7. 2016-17 Audit
5.8.8. Discussion of procedures after payroll for resolving issues
Attachments:
5.8.9. Overpayment employment issues
Rationale: 

Discussion on requests and/or arrangements that have been made to recoup funds of overpaid employees as reported on the bi-monthly payroll reports to the Board.

 

Payroll log with to date overpayments reported to Human Resources attached.  Resolution / Communication with employee by Human Resources staff denoted on log.

Attachments:
5.9. Dr. Marczak Educational Research and Development Institute Presentation
Attachments:
5.10. FYI
5.10.1. Attorney Billing
5.10.2. Superintendent Personnel Report
5.10.3. Donations
Rationale: 

Donation Summary for March 2018

Total Donations                                        $4,150.00

Highland Park Elementary                                $100.00

Mt. Pleasant Middle School, Dance                    $500.00

Spring Hill High School, Volleyball Team         $2,650.00

Spring Hill High School, Swim Team                  $700.00

Spring Hill Middle School                                  $200.00
5.10.4. Instructional Travel
Attachments:
5.10.5. Operational Travel
5.10.6. Executive Approvals
Rationale: 
  1. Approved request for Old Timers Basketball to use the gymnasium at Hampshire Unit School beginning February 26, 2018 until June 30, 2018 from 5:00 pm until 10:00 pm for basketball with all use of facilities fees to be waived.
  2. Approved request for the PTO to use the gymnasium, cafeteria, hallways, and classrooms at McDowell Elementary School on March 16, 2018 from 3:00 pm until 9:00 pm for a school carnival with all use of facilities fees to be waived.
5.10.7. Grants
6. ANNOUNCEMENTS AND COMMUNICATIONS
6.1. Reminder of Scheduled Meetings and Closings
Rationale: 

Reminder of Scheduled Meetings and Closings:

Friday, March 30, 2018 Good Friday, no school

Monday, April 2-6, 2018 Spring Break, no school

Thursday, April 5-6, 2018 Central Office Closed

Monday, April 16, 2018 Board Work Session, HOP 6 pm

Tuesday, April 17, 2018 Parent/Teacher Conference, Elementary & Unit 4-7 pm

Tuesday, April 17, 2018 Special Called Work Session for first draft of GP Budget, HOP 6 pm

Thursday, April 19, 2018 Parent/Teacher Conference, High 4-7 pm

Tuesday, April 24, 2018 Special Called Work Session for GP Budget, HOP 6 pm

Monday, April 30, 2018 Regular Board Meeting, HOP 6 pm

 

 

7. ADJOURN
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