Public Meeting Agenda: June 11, 2018 at 6:00 PM - Board Work Session

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June 11, 2018 at 6:00 PM - Board Work Session Agenda

June 11, 2018 at 6:00 PM - Board Work Session
1. CALL TO ORDER
Rationale: 

2017-2018 Board Members

Bettye Kinser

Jyuana Martin

Jim Pennings

David Moore

Nathan Adkison

David Bates

Chair Kristin Parker

Denny Beaver

Carey Powers

Donna Morency

Tommy Dudley

 

 

 

 

1.1. Roll Call
2. CONSENT ITEMS
2.1. Minutes
Attachments:
2.2. School Trips
Rationale: 
  1. Culleoka Unit School Volleyball     Murfreesboro, TN     July 12-14, 2018
  2. Santa Fe Unit School Sharpshooters     Marengo, OH     July 14-22, 2018
2.3. Use of Facilities
Rationale: 
  1. Request approval for the Girl Scouts of Middle Tennessee to use all elementary, middle, and unit schools beginning July 1, 2018 until June 30, 2019 at times to be announced for all girl scout activities with all use of facilities fees to be waived.
  2. Request approval for the Tennessee Tornadoes to use the softball and baseball field at Spring Hill Middle School on Tuesdays, Thursdays, and Sundays beginning July 1, 2018 until June 30, 2019 from 6:00 pm until 8:00 pm for baseball practice with all use of facilities fees to be waived.
  3. Request approval for Thompson Station Church to use the cafeteria, gymnasium, library, and classrooms at Riverside Elementary School July 11-14, 2018 from 4:00 pm until 9:00 pm for Vacation Bible School (VBS) with all use of facilities fees to be applied.
3. NEW BUSINESS
3.1. Instruction
3.1.1. Federal Programs--FY19 Consolidated Application Approval for IDEA/ESEA
Speaker(s):  Lisa Ventura
Rationale: 

Based on the information attached from the Federal Programs Department, I recommend approving the FY19 Consolidated Application which is in the state approval process.  We anticipate approval of the application prior to July 1, 2018 and we will need to submit the attached form.  The entire consolidated application is available for review at https://www.tn.gov/education/finance-and­monitoring/eplan.html  .

 

Federal funds are available.

Attachments:
3.1.2. Advanced Placement Courses
Speaker(s):  Beverly Miller
Attachments:
3.1.3. Parking and Consumable Fees
Speaker(s):  Beverly Miller
Rationale:  High Schools are requesting to charge a parking and consumable fee. 
Attachments:
3.2. Parallel Education Contract
Rationale:  Parallel Education Contract is up for renewal September 1, 2018. Recommendation to renew the contract with Parallel Education.
Attachments:
3.3. Finance
Speaker(s):  Karen Gagliano
3.3.1. Allovue Contract FY19
Speaker(s):  Karen Gagliano
Rationale:  Allovue Contract FY19
Attachments:
3.3.2. Update Regarding Finance Office Position Vacancies and Vaco Consulting Services Phase Out
Speaker(s):  Karen Gagliano
Rationale:  Update Regarding Finance Office Position Vacancies and Vaco Consulting Services Phase Out
Attachments:
3.3.3. Monthly Financials
Speaker(s):  Karen Gagliano
Rationale:  Financials for the Month of May
3.3.4. Budget Amendments
Speaker(s):  Karen Gagliano
Rationale: 

BA 7113   Revenue for Subs/Extra Duty Paid

BA 7115   Move Funds to Cover Projected Shortages - CTE Supervisor and Staff

BA 7116   Move Funds to Cover Projected Shortages - CTE  Teachers 

BA 7117   Re-class Funds to Cover Overages in Finance

BA 7118   Clean up VPK Accounts

BA 7119   Correction to BA 7105 

BA 7121   Read to be Ready Network Grant

BA 7122   Budget for Grandfathered Disability

BA 7123   Family Resources Grant

BA 7124   Farm Lease

BA 7125   Insurance Recovery Funds

BA 7126   Funds Transfer for Extended Guidance Contracts

BA 7127   South Central Human Resource Agency Reimbursement to VPK

3.3.4.1. Approval to Rescind BA #7091 due to miscalculations
Speaker(s):  Karen Gagliano
Rationale:  Rescind BA 7091 due to miscalculations
Attachments:
3.3.4.1.1. BA 7120 to replace BA 7091
Speaker(s):  Karen Gagliano
Rationale:  Approval of BA 7120 to replace BA 7091 due to miscalculations
Attachments:
3.3.5. Strategic Plan Survey Results
Speaker(s):  Dr. Marczak
Rationale: 

Attached are results of the Strategic Plan Surveys satisfying sections 2.5 and 4.1.

The results of the Safety Surveys will be used this summer with principals and district staff to implement changes to increase safety perceptions.

3.4. Annual Superintendent Evaluation
Speaker(s):  Dr. Marczak
Rationale:  Approval of the evaluation scores from the annual Superintendent evaluation.
3.5. Conversation on Board/District Professional Development
Speaker(s):  Dr. Marczak
4. Policy
4.1. Request for new SHHS Turning Point USA Club
Attachments:
4.2. Final Adoption
Rationale: 

Policy 6.300 Code of Behavior and Discipline - changes made in language to add threats as zero tolerance.

Page 4 - added lines 21, 25, 26 and 27

Page 15 - added language to disciplinary procedure

Page 20 - added language to disciplinary procedure

Page 23 - added language to disciplinary procedure

 

Policy 6.310 Dress Code - 18/19 SY

 
Attachments:
4.3. Zoning & Facilities
Speaker(s):  Stan Breeden
4.3.1. Capital Projects Report
Speaker(s):  Stan Breeden
4.3.1.1. ESa Architect's Report
4.3.1.1.1. ESA Architect Report - BCES
4.3.1.1.2. ESA Architect Report - BCMS
4.3.1.2. Hewlett Spencer/Bell & Associates Report
4.3.1.2.1. Battle Creek Elementary School
Attachments:
4.3.1.2.2. Battle Creek Middle School
Attachments:
4.3.1.3. Trane Report
Speaker(s):  Stan Breeden
4.3.1.4. Project Cost Report
Speaker(s):  Stan Breeden
Attachments:
4.3.2. Bid 18-054 - Engineering Services for HVAC Replacement - SHES, HPES
Rationale:  Approval of Bid 18-054 - Engineering Services for HVAC Replacement - SHES, HPES in the amount of $48,666.00 using available funds in fund 177 Capital Outlay.
4.3.3. Closeout and Final Accounting of Roofing Projects
Speaker(s):  Stan Breeden
Rationale:  Recommend savings from completed roofing projects be allocated to fund other roofing needs beginning with
roofing needs at Mt. Pleasant Middle School. I further recommend approval of using $7,000 of
those savings to contract the services of Rinks Roofing for the engineering services for the roof at
Mt. Pleasant Middle School.
Attachments:
4.3.4. Bell & Associates Request for Section 179D Energy Allocation - CHS
Rationale:  Recommend approval of Bell and Associates Construction to pursue Section 179D energy allocation for the construction of Central High School.
Attachments:
4.3.5. Sidewalk at Spring Hill Elementary School
Speaker(s):  Stan Breeden
Rationale:  Recommend approval of the MOU from Spring Hill Church of Christ to build a sidewalk connecting their parking lot to Spring Hill Elementary School’s parking lot in order to allow the church and school to share parking.
Attachments:
4.3.6. Bid #18-056 - Purchase of Paint
Rationale: 

Approval of Bid #18-056 - Purchase of Paint for system-wide paint projects in the amount not to exceed $40,000.00 

Approval of hiring a summer work crew (approximately 30 temporary employees) to perform various repairs at system-wide facilities during the month of July in the amount not to exceed $57,000

 

Fund:Available funds in fund 141 2017-2018 Capital Project funds.

Attachments:
4.3.7. Bid 18-050 - RFP for Construction Management Services
Speaker(s):  Stan Breeden
Rationale: 

Bid 18-050 - RFP for Construction Management Services proposals received from three companies:

Barton Malow

DeAngelis Diamond

Hewlett Spencer

 

Recommendation to select the proposal from Hewlett Spencer for Bid 18-050 - RFP for Construction Management Services

Attachments:
5. Instructional Low Bids/Purchases Over $10,000.00
5.1. Bid #18-020-IN Powerschool Learning Management System
Speaker(s):  John Carver
Rationale: 

I recommend the approval of the renewal of PowerSchool Learning Management System for 2017-18 school year as per the attached recommendation from Mr. Carver and Beverly Miller.  The total cost for this will be $20,790.00.  The funding for this purchase will come from 141-E-72210-399-000-10200.   

This is to update, and serve as record, of the status of PowerSchool Learning Management System subscription.  The initial renewal for PowerSchool Learning Management was invoiced November 1, 2017.

Director of Instruction Miller provided rational for renewal and recommended it to Dr. Woodard. Dr. Woodard recommend to the Board payment. (attached communiques dated November 3, 2017).  The question and concern from the Board was renewing a subscription in the middle of school year.

Going forward the subscription for PowerSchool Learning Management will now be renewed annually in June.

Rationale: This is the software needed to make 1 to 1 happen for teachers and students. Lean Frog recommended we adopt a learning management system and research states that a learning management system is vital for unifying the curriculum.  The digital committee vetted and recommended this system for purchase during the 2016-17 school year.  This Learning Management System allows us to integrate curriculum content, student work, assignments, assessments and feedback digitally. 

Contract Renewal of original Bid 17-509-IN

 

Cost:   $20,790.00

Funding Source:  141-E-72210-399-000-10200.   

Vendor:  PowerSchool Group LLC

Attachments:
5.2. Bid #18-038-IN CTE Benchmill Bundle PLTW--MPHS
Speaker(s):  Dr. Lori Brown
Rationale: 

I recommend the approval of the CTE equipment purchase of the Benchmill 6100/6000 Bundle for Engineering for the PLTW program at Mt. Pleasant High School from Learning Labs.  This purchase is aligned with Key 7.

The total cost for this purchase is $16,927.00. 

The funds are available in 141 E 71300 730 513 04040 700

A separate purchase order for the $600.00 cost for the professional development listed on the quote has already been issued. 

Sole Source Letter Attached

 

Vendor:  Learning Labs

Attachments:
5.3. Bid #18-039-IN CTE Benchmill Bundle PLTW--CHS
Speaker(s):  Dr. Lori Brown
Rationale: 

I recommend the approval of the CTE equipment purchase of the Benchmill 6100/6000 Bundle for Engineering for the PLTW program at Central High School from Learning Labs.

The total cost for this purchase is $16,927.00. 

The funds are available in 141 E 71300 730 000 10000 000

A separate purchase order for the $600.00 cost for the professional development listed on the quote has already been issued.

Sole Source Letter Attached

 

Vendor:  Learning Labs

Attachments:
5.4. Bid #18-040-IN Teaching Strategies
Speaker(s):  Beverly Miller
Rationale: 

I recommend the approval of the purchase of the Pre-K Curriculum and Assessment from Teaching Strategies. The funding for this purchase will be available in General Purpose budget 141-E-73400-429-250-000-00000 once Budget Amendment 7118 is approved at the June Board Meeting. The total amount for this purchase is $20,811.28. Breakdown is below:

The Creative Curriculum for Preschool        $17,192.00

Gold Online Assessment Portfolio              $2,072.00

Shipping Cost                                        $1,547.28

Total                                                   $20,811.28

Rationale:  This purchase will impact Key 1 and 2.

This will be purchased using Contract #58125. This is a contract between the State of Tennessee, Department of Education and Teaching Strategies, LLC.

 

Attachments:
5.5. Bid #18-041-IN TN ARTS COMMISSION GRANT - Professional Development
Speaker(s):  Dr. Ron L. Woodard
Rationale: 

TN Arts Commission has awarded MCPS with a grant in the amount of $55,000 for Arts Integration Professional Development through Crayola Inc. 

I hereby recommend approval of the purchase of professional development in accordance with the grant in the amount of $18,000. 

Attachments:
6. Operations Low Bids/Purchases Over $10,000.00
6.1. Renewal of Insurance
Rationale: 

Renewal of Commercial Insurance package for Property, Vehicle, and Liability insurance along with Workers Compensation and Excess Liability Insurance:

Package – Property/GL/EOL

$319,664.00

Fund 141 Operation of Plant

Auto Liability/Physical Damage

$ 94,550.00

Fund 141 Transportation

Umbrella

$ 14,000.00

Fund 141 Board of Education

Workers Compensation

$298,230.00

Fund 141 Board of Education

 

 

and 143 Food Service

GRAND TOTAL

$726,444.00

 

 

6.2. BuyBoard National Purchasing Cooperative
Rationale:  Recommend approval to join BuyBoard National Purchasing Cooperative which is a national online purchasing cooperative that meets all state bid laws.
Attachments:
6.3. The Interlocal Purchasing System (TIPS)
Rationale:  Approval of participation in The Interlocal Purchasing System (TIPS) for cooperative purchasing
Attachments:
6.4. Bid #18-055 - Purchase of Refurbished Lenovo Laptops
Rationale: 

Bid #18-055 - Purchase of Refurbished Lenovo Laptops

Vendor: New Egg Business

Amount: $25,498.50

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

Utilizing The Interlocal Purchasing System (TIPS) National Purchasing Cooperative Agreement #170306

Attachments:
7. FYI
7.1. Attorney Billing
7.2. Superintendent Personnel Report
7.3. Donations
Rationale: 

Total Donation Summary for June 2018           $41,565.01

Spring Hill High School                                        $1,100.00

W. Cantrell to the Sharon Cantrell Scholarship                          $500.00

SHHS FFA Alumni for FFA Leadership Camp                              $600.00

Mt. Pleasant High School                                   $39,965.01

Maury Regional Hospital for HOSA (11/30/17)                           $500.00 

Cyndi Connell for Student Council                                              $70.00 

Gerald Taylor for Dance                                                           $100.00

Sonic in Summertown for Basketball                                         $725.00 

Smelter Service for STEM                                                        $500.00

MPHS PAC for Football                                                             $260.00 

Anonymous Cash Donations for Theatre                                      $85.00

Robert/Susan McKennon for Volleyball                                       $816.00 

Lisa Schneider for Theatre                                                          $50.00

MP Athletic Boosters for Homecoming                                        $300.00 

Elizabeth Nolan for HOSA                                                           $50.00 

Southeastern Shirt Corp. for Yearbook                                         $10.00

Fast Pace Urgent Care                                                              $650.00

$100 for Football

$100 for Boys Basketball

$400 for Cross Country

$50 for Tennis

Maury County Farm Bureau for FFA                                            $500.00

Huddle – Tickets for Sporting Events

Columbia Spring Jubilee/Maury Co. Horseman’s Assoc. for FFA     $500.00

Maury Regional Hospital for HOSA (8/3/17)                                $500.00

Ohiopyle Prints for Schoolwide use (at Principal’s Discretion)         $38.88

Kids of Stage for Theatre                                                          $500.00

John Tomlinson/Teresa Beck for Arts                                          $100.00

Columbia Girls Fast Pitch Softball                                               $350.00

$150 to Softball

$100 for Tennis

$100 for Volleyball

Parks Motor Sales                                                                     $500.00

$400 for Football

$100 for Cross Country

Buick Drive For Your Students for General Athletics                    $1,500.00

$338.19 for Volleyball

$338.18 for Cross Country

$338.18 for Softball

$338.18 for FB Cheer

$338.18 for Baseball

$338.18 for Track

$338.19 for BB Cheer

$338.18 for Girls Basketball

$338.18 for Boys Basketball

$338.18 for Tennis

James R. Thomason for Boys Basketball                                         $50.00 

David Shepherd for FCA                                                              $100.00 

Anonymous Cash Donation for Dance                                           $100.00

MPHS PAC for ACT Boot Camp                                                     $600.00 

Mt. Pleasant Mini Storage for Prom                                                $50.00 

City of Mt. Pleasant for Assembly Speaker                                    $250.00

John Tomlinson/Teresa Beck for Arts                                            $100.00 

Lowes Charitable & Ed. Foundation Grant for Theatre reno        $13,400.00

MPHS Baseball has rec'd donations totaling (attached)               $5,546.67

MPHS Cheerleading has rec'd donations totaling (attached)      $11,163.46

 

 

7.4. Instructional Travel
Rationale:  June Travel Information attached
Attachments:
7.5. Executive Approvals
Rationale: 
  1. Approved request for Camp Invention to use the 4th grade classrooms, cafeteria, gymnasium, and the playground at Spring Hill Elementary School June 4-8, 2018 from 7:30 am until 4:00 pm for Camp Invention with all use of facilities fees to be waived.
  2. Approved request for Donnie Chambers, basketball coach at SHMS, to use the gymnasium at Spring Hill Middle School June 11-15, 2018 from 8:00 am until 2:00 pm for a basketball camp with all use of facilities fees to be waived.
7.6. Grants
7.6.1. CTE Carl Perkins Grant for 2018-19
Speaker(s):  Dr. Lori Brown
Rationale:  Allocation for Maury County from the State $195,138.55
Attachments:
7.7. Operations Department Travel
7.8. Communications Department Travel
Rationale: 

Operational Travel

Communications Specialist Kim Doddridge to annual national conference to be held July 15-19 in Anaheim, CA. Flight purchase $435.60 in 2017-18 fiscal year.

8. ANNOUNCEMENTS AND COMMUNICATIONS
Speaker(s):  Dr. Marczak
8.1. Reminder of Scheduled Meetings and Closings
Rationale: 

Monday, July 16, 2018 Board Work Session, HOPSCH 6 pm

Monday, July 30, 2018 Regular Board Meeting, HOPSCH 6 pm

Tuesday, July 31, 2018 Teacher Prep Day

Wednesday, August 1, 2018 First Day of School

Thursday, August 2, 2018 Professional Development Day

9. ADJOURN
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