Public Meeting Agenda: April 8, 2019 at 6:00 PM - April 8, 2019 Board Work Session

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April 8, 2019 at 6:00 PM - April 8, 2019 Board Work Session Agenda

April 8, 2019 at 6:00 PM - April 8, 2019 Board Work Session
1. CALL TO ORDER
1. 2019-2020 Contract Renewal - Contracted Grounds Maintenance
Rationale: 

Bid #18-026 – Contracted Grounds Maintenance

Vendor: Outsiders Property Management 

Amount: $11,145.00 per mowing.  This is based on a mowing schedule of every 10 days for a total of 23 mowing’s which would result in an annual cost of $256,335.00 but could be more or less depending on weather conditions.

Account: 141-E-72610-399-731-LOCAT-000

2. CONSENT ITEMS
2.1. Minutes
2.2. School Trips
Rationale: 
  1. Hampshire Unit School Jr. Beta Club     Bowling Green, KY     May 17, 2019
  2. Columbia Central High School Project Graduation     Murfreesboro, TN     May 21-22, 2019
  3. Culleoka Unit School Varsity Cheerleaders     Cookeville, TN     June 18-21, 2019
2.3. Use of Facilities
Attachments:
3. NEW BUSINESS
3.1. Finance
3.1.1. Receiving and Explanation of the 2017-18 Fiscal Year Audit
Speaker(s):  Tennessee Comptroller's Office and Doug Lukonen
Rationale:  Review and discuss the findings of the 2017-18 audit
Attachments:
3.1.2. Budget FY20
3.1.3. 2019-2020 Capital Project Requests
3.1.4. Budget Amendments
Speaker(s):  Doug Lukonen
Rationale: 

Review and approve to move forward to BOE Board Meeting:

 

BA 8101  Coordinated health Budge Revision

BA 8102  Purchase of Assistant Principals Laptops

BA 8103 Update Maintenance Uniforms Logo

BA 8104  Special Education Budget Revision-Personnel

BA 8105  Move MCPS Finance Funds to County Finance Funds due to Merger

3.1.4.1. Rescind BA 8091
Speaker(s):  Doug Lukonen
Rationale:  BA 8091 is a duplicate budget amendment of BA 8075 
Attachments:
3.2. Instruction
3.2.1. Back to School Event
Speaker(s):  Dr. Woodard/Demetrius Nelson
Attachments:
3.2.2. Subs Proposal
Speaker(s):  Dr. Woodard
Attachments:
3.2.3. 18-19 Textbook Committee Recommendations
Speaker(s):  Dr. Woodard
Rationale:  The 18-19 textbook committees met and heard presentations from the publisher caravan on March 14th.  Attached are the committee recommendations.
Attachments:
3.2.4. Say Dyslexia Law Resources
Speaker(s):  Beverly Miller/Dr. Marczak
Rationale: 

In 2016, the Tennessee Legislature passed the "Say Dyslexia" bill. This bill outlined requirements that the TNDOE and districts would need to begin to implement to begin working towards identifying students with dyslexia and then implementing resources and strategies to assist students.

The budget amendment in the amount of $70,647.85 will be added to the BAs for the April board meeting; the funds will be coming from current district funding.

Attachments:
3.3. Zoning & Facilities
3.3.1. Capital Projects Report
3.3.1.1. ESa Architect's Report
3.3.1.1.1. Design Update MES replacement
Rationale:  Summary update of MES replacement
Attachments:
3.3.1.1.2. Design Update for SHHS addition
Rationale:  Updated floor plan for SHHS addition
Attachments:
3.3.1.2. Hewlett Spencer/Bell & Associates Report
3.3.1.2.1. Battle Creek Elementary School
Attachments:
3.3.1.2.2. Battle Creek Middle School
Attachments:
3.3.1.3. Trane Report
Attachments:
3.3.1.4. Project Cost Report
Attachments:
3.3.2. Brown Elementary Baseball Field Proposal
Speaker(s):  Jon McDonald
Rationale: 

Columbia American Little League would like to propose a twenty year contract for rights to the Cal Ripken baseball field at Brown Elementary School. This contract/proposal would also include the daily maintenance and general upkeep of the field, as well as making the field a safe place to play for the youth of Columbia.

Attachments:
3.3.3. Bid #19-013 - AkitaBox - Phase 2
Rationale: 

Phase 1 of our project with Akita Box was successful in mapping and tagging all facilities systems and
equipment for maintenance and operations purposes. I hereby recommend we move forward with Phase
2 for the following locations: Battle Creek Elementary School, Battle Creek Middle School, Central
High School, Whitthorne Middle School, Baker Elementary School, Riverside Elementary School,
Highland Park Elementary School at a total cost of $27,750 including reimbursables. We are utilizing
Purchasing cooperative of America contract PCA 3-183-17. These funds are available in Fund 141
Operation of Plant – Other Contracted Services.

Attachments:
3.3.4. Bid 19-043 - Purchase & Installation of Carpet - MPHS Library, HPES Offices
Rationale:  Bid #19-043 - The purchase and installation of carpet at Mt. Pleasant High School Library and Highland Park Elementary School office at a cost of $25,022.65 from Modular Designs. This bid is using cooperative purchasing through Sourcewell, Contract MQ#08-02814. These items are identified on the EMG repairs report between 2016 – 2018. These funds are available in Fund 177 Capital Outlay Projects 2018-2019 – Building Construction.
Attachments:
3.3.5. Bid #19-046 - Bleacher Inspections
Rationale: 

Bid #19-046 annual bleacher inspections. Performed at all schools by Bleachers and Seats at a cost of $10,200.00.  This bid piggybacks on Williamson County contract: WCS RFP #969-A1.  These funds are available in Fund 141 Operation of Plant – Other Contracted Services.

Attachments:
3.3.6. Bid #19-047 - Cafeteria Tables - MPES
Rationale: 

Bid #19-047 - The purchase of 18 cafeteria tables for Mount Pleasant Elementary School from Ernie Morris Enterprises at a cost of $30,101.58.  This bid is utilizing cooperative purchasing from TIPS Contract #170302.  These funds are available with $15,050.79 from Fund 141 Capital Project 2017 -2018 and $15,050.79 from Fund 143-73100-710.

Attachments:
3.3.7. Bid #19-048 - Compactors for Battle Creek School
Rationale: 

Purchase of Compactors for Battle Creek Schools at a cost of $51,479.44 from Municipal Equipment, INC. This bid is using a cooperative purchase through Sourcewell, Contract #041217-WQI. These funds are available in Fund 177 Capital Outlay Projects 2017-2018 – New Spring Hill Schools.

Attachments:
3.3.8. Tennis Court Lights - MPHS
Rationale: 

The purchase of materials for the repair the tennis court lights at Mt. Pleasant High School at a cost of $1,837.14.  Work to be performed by MCPS Maintenance Department.  This item was identified on the EMG repairs report between 2016 – 2018.  These funds are available in Fund 177 Capital Outlay Projects 2018-2019 – Building Construction.

Attachments:
3.4. Policy
3.4.1. Policies to Post
Rationale: 

Policy 6.300 - changing current language MC Elementary Discipline Plan (Exhibit A page 13) and MC Secondary Discipline Plan (Exhibit B page 19) to mirror language in the Board approved Administrator's Discipline Procedures Manual

 

Attachments:
3.4.2. Final Adoption
3.4.3. Policies to be Reviewed
3.5. LeanStream
Speaker(s):  Dr. Marczak
Rationale: 

LeanStream is a platform that would allow MCPS to do various revenue-generating programs without large costs to the district:

1.  Needs gallery: schools and teachers submit their needs to seek out benefactor donations (in-house Donors Choose)

2.  Featured Need: large-scale /school district needs site

3.  Corporate matching opportunities

4.  Fees Module: schools can collect student fees and online shop with the ease of an online shopping experience

5.  Wifi on the Go: donate $50 a month and get a free unlimited wifi hotspot

Attachments:
3.6. Salary Study Update
Speaker(s):  Steven Thompson
Rationale:  Update from Steven Thompson, Vice President, Burris, Thompson & Associates concerning ongoing salary study.
Attachments:
4. OTHER BUSINESS
4.1. Instructional Low Bids/Purchases Over $10,000
4.1.1. Bid #19 – 029 – IN SPED SPIRE Intervention Program for EPS
Speaker(s):  Lisa Ventura
Rationale: 

I recommend the approval of the Bid #19 – 029 – IN SPIRE Intervention Program for EPS to provide reading interventions to students with disabilities.

This purchase aligns with Keys 1 and 3 in the MCPS 7 Keys to College and Career Readiness.

Cost:  $18,981.70
Funding Source:  141 – 71200 – 429 Sped GP Instructional Materials and Supplies
Vendor:  EPS/School Speciality/Palmer Lab

Quotes and Sole Source Letter are attached

This purchase has also been approved by Pattie Farris at the County Purchasing Office.

Attachments:
4.1.2. Bid 19-030-IN Touch Math for Sped
Speaker(s):  Lisa Ventura
Rationale: 

I recommend the approval of the Bid #19-030-IN SPED Touch Math from Innovative Learning Concepts, Inc. to provide mathematics interventions to students with disabilities.  

This purchase aligns with Keys 2, 3, and 4 in the MCPS 7 Keys to College and Career Readiness

Cost:  $27,057.43
Funding Source:  141 – 71200 – 429 Sped GP Instructional Materials and Supplies
Vendor:  Innovative Learning Concepts, Inc.

Quotes and Sole Source Letter are attached

This purchase has also been approved by Pattie Farris at the County Purchasing Office.

Attachments:
4.1.3. Bid 19-031-IN School Health
Rationale: 

I recommend the approval of the Bid #19 – 031 – IN – Audiometers (MA 27 Air Conduction Audiometers) for Sped from School Health Corporation.  All students referred for a Special Education evaluation and reevaluation are required to have a hearing screening.  The current audiometers are outdated and are unable to be calibrated.  This purchase aligns with all keys in the MCPS 7 Keys to College and Career Readiness.

Cost:  $19,416.00
Funding Source:  141.71200.725  
General Purpose Special Education Equipment line
Vendor:  School Health Corporation

This purchase is being made using BuyBoard Cooperative Purchasing Contract Number 573-18.

Quote attached

This purchase has also been approved by Pattie Farris at the County Purchasing Office.

Attachments:
4.1.4. Bid 19-032-IN iPads for Sped
Speaker(s):  Lisa Ventura
Rationale: 

I recommend the approval of the Bid #19-032-IN iPads from Apple, Inc.  These devices will be used for and to support students with disabilities for the purpose of communication, assessment, IEP development and other assistive technology needs deemed necessary by IEP teams. 

This purchase aligns with all keys in the MCPS 7 Keys to College and Career Readiness.

 Cost $32,732.50

Funding Source:  141.71200.725 Special Education Instructional Program General Purpose funds from the Special Education Equipment 

Vendor:  Apple, Inc.

This purchase is being made using SWC, State of TN Customer Contract #:  34905
This purchase is being made using SWC, State of TN  Corporate Contract #:  4694

This purchase has also been approved by Pattie Farris at the County Purchasing Office.

Attachments:
4.2. Operations Low Bids/Purchases Over $10,000
4.2.1. Contract Renewals
4.2.1.1. Operations Department - Contract Renewals
4.2.1.1.1. 2019-2020 Contract Renewals
Rationale:  2019-2020 Contract Renewals for the Operations Department
Attachments:
4.2.1.1.2. 2019-2020 SMS Contract Renewal
Rationale: 

I hereby recommend approval of the renewal of the contract for outsourced custodial services with SMS in the amount of $1,343,706.16.  The funds are available in 141-E-72610-328-000-LOCAT-000.

Additionally, SMS would like to formally request a three percent (3%) increase for janitorial services for the 2019-2020 school year which will result in an amount of $1,384,017.34.

Attachments:
4.2.1.2. Food Service Contract Renewal
Rationale: 

Bid #18-044 – Food Service Equipment with various vendors – approximately $300,000.00

The funds are available in Fund 143-73100 School Nutrition.

Attachments:
4.2.2. Renewal of Trane M&V
Rationale:  I hereby recommend approval of the renewal of the Trane Measurement and Verification Agreement in the amount of $48,353.00.  The funds are available in 141-E-72610-399-000-10410-000.
Attachments:
4.2.3. Purchase of Rational Combi Ovens - Bid #18-044 - Food Service Equipment
Rationale: 

Purchase of Rational Combi Ovens - Bid #18-044 - Food Service Equipment

Vendor: Strategic Equipment, LLC

Amount: $76,363.24

Account: Fund 143 - School Nutrition     

Attachments:
4.2.4. Bid #19-045 - Laptops for Assistant Principals
Rationale: 

Bid #19-045 - Laptops for Assistant Principals

Vendor: Howard Technology Solutions

Amount: $11,844.00

Account: 141-E-72250-790-000-10500-000 pending approval of a budget amendment            

Utilizing BuyBoard Contract #579-19

Attachments:
4.3. Maury County Sheriff's Department - Bus Transfer
Rationale: 

I hereby recommend approval of the transfer of Bus #202 and #250 to the Maury County Sheriff’s Department.  These Class D buses have expired from their terms of service and can no longer be used to transport students.

Attachments:
4.4. MCPS Strategic Plan: 1.7
Speaker(s):  Dr. Marczak
Rationale: 

As per the MCPS Strategic Plan: Include specific targets, measures and strategies within the strategic plan, and monitor these at school, head office and School Board levels regularly.  Report to the School Board, in a written report, for Board Meeting updates to the Strategic Plan.

Attached is the quarterly update.

Attachments:
5. FYI
5.1. Attorney Billing
5.2. Superintendent Personnel Report
5.3. Instructional Travel
Attachments:
5.4. Executive Approvals
Rationale: 
  1. Approved request for school trip: Columbia Central High School All-State Band - Nashville, TN - April 10-13, 2019
  2. Approved request for Self Films to use a classroom at Spring Hill Middle School on April 3, 2019 from 8:00 am until 5:00 pm for a music video with all use of facilities fees to be waived.
5.5. Grants
5.6. Donations
Rationale: 

April 2019 Donation Summary                                                       $18,956.52       

Cox Middle School                                                                              $3,604.75
Pay to Play donation to Wanda Harman                                                 $3,604.75

Culleoka Unit School                                                                          $1,725.00
Stoltz Printing to Kim Sutton for Sweets-n-Songs Program                           $20.00
Mr. Ben Harness to Kim Sutton for Sweets-n-Songs Program                      $100.00
Mr. Gage Blackburn to Kim Sutton for Sweets-n-Songs Program                   $75.00
Athletic Boosters to Kevin Mick for Jr. High Boys Soccer                          $1,000.00
Columbia Chyrsler Dodge Jeep Ram Fiat to Kim Sutton                              $500.00
Mr. Bill Tripp to Kim Sutton for Sweets-n-Songs Program                             $30.00

Highland Park Elementary School                                                       $400.00
First Presbyterian Church to Family Resource Center                                 $400.00

Spring Hill Elementary School                                                           $3,976.77
Arby's Foundation to the General Fund                                                  $3,732.77
Miscellaneous Donations to Jill Mitchell                                                    $244.00

Spring Hill High School                                                                      $7,000.00
Mrs. Missy Phillips to the Tennis Program                                               $1,000.00
Mid Tenn Motorcycle Education Center to Spring Hill High School              $2,500.00
UAW Local 1853 to SHHS Band                                                             $1,000.00
Anonymous Donation to the Rugby Team                                               $2,500.00

Whitthorne Middle School                                                                 $2,250.00
US Tank & Cryogenic Equipment to Baseball                                             $500.00
A Youth Educational Foundation to Best Buddies Program                          $750.00
Columbia Central High School                                                               $1,000.00

6. ANNOUNCEMENTS AND COMMUNICATIONS
6.1. Reminder of Scheduled Meetings and Closings
7. ADJOURN
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