PRESENTATION OF 2 BID CALENDAR ITEMS
PURPOSE OF PRESENTATION: Staff would like to inform the Board of Education of Frederick County of upcoming bid solicitations for Frederick County Public Schools (FCPS).
RFP 24MISC6, School Safety Evaluation:
BACKGROUND/SUMMARY: The intent of this solicitation is to enter into a contract with a qualified firm to conduct a thorough safety assessment of each of the 71 schools, evaluating the physical infrastructure, security protocols, emergency response plans, and potential vulnerabilities.
PRESENTER(S) & TITLE(S):
Roy McHaffa, CPP, CPDW, Purchasing Agent
Scott Blundell, Director, Safety and Emergency Management
Bid 24C3, Warehouse Walk-in Freezer and Refrigerator:
BACKGROUND/SUMMARY: The intent of this solicitation is to establish a contract with a qualified contractor(s) to furnish all labor, supervision, materials, and any incidentals necessary for one walk-in freezer and one walk-in refrigerator for a complete and finished project for FCPS. This bid will be for an installation at the new FCPS Warehouse; which never had an existing unit.
PRESENTER(S) & TITLE(S):
David Guzman, Purchasing Agent
Gary Barkdoll, FMP, Projects and Grounds Manager, Maintenance Department
SUBMITTED BY:
Bill Meekins CPPB, CPPO, NIGP-CPP, CSBO, CPCP, Purchasing Manager
Leslie R. Pellegrino, Chief Financial Officer
PURPOSE OF PRESENTATION: Staff has reviewed the attached contract and recommends approval by the Board of Education of Frederick County.
BACKGROUND/SUMMARY: This recommendation is to establish a contract for the purchase and delivery of school buses.
Staff recommends RFP 24T2, School Buses be awarded to American Truck and Bus, Inc. dba: American Bus Sales and Service of Annapolis, MD; i.g. Burton & Company, Inc. of Milford, DE; and K. Neal International Trucks, Inc. dba: K. Neal Trucks and Bus Center of Hyattsville, MD.
PRESENTER(S) & TITLE(S):
David Guzman, Purchasing Agent
Fred Punturiero, Director, Transportation
SUBMITTED BY:
Bill Meekins, CPPB, CPPO, NIGP-CPP, CSBO, CPCP, Purchasing Manager
Leslie R. Pellegrino, Chief Financial Officer
PURPOSE OF PRESENTATION: Staff has reviewed the attached contract renewal and recommends approval by the Board of Education of Frederick County.
BACKGROUND/SUMMARY: The recommendation is to renew the contract for the purchase of floor and carpet maintenance equipment used to maintain Frederick County Public Schools and offices.
Staff recommends that Bid 20M3, Floor and Carpet Equipment, be renewed to Brady Companies, LLC dba: Brady Industries of Capitol Heights, MD; Leonard Paper Company of Baltimore, MD; National Supply Company of Beltsville, MD; S. Freedman & Sons, Inc. of Landover, MD; Superior Supply LTD of Baltimore, MD; Viking Chemicals, Inc. dba: Viking Janitor’s Supply of Baltimore, MD; Weiss Bros of Hagerstown, MD.
PRESENTER(S) & TITLE(S):
David Guzman, Purchasing Agent
Gary Barkdoll, Manager, Maintenance Projects and Grounds
SUBMITTED BY:
Bill Meekins CPPB, CPPO, NIGP-CPP, CSBO, CPCP, Purchasing Manager
Leslie R. Pellegrino, Chief Financial Officer
PURPOSE OF PRESENTATION: Staff seeks approval of Current Expense Amendment #1-24.
BACKGROUND/SUMMARY: Annually, Frederick County Public Schools (FCPS) assigns a per-pupil allocation (PPA) to the Charter Schools. If the Charter Schools do not expend their annual PPA during the fiscal year, it may be carried over to be used in future fiscal years. Current Expense Amendment #1-24 recognizes the additional fund balance available to FCPS Charter Schools.
PRESENTER(S) & TITLE(S):
Heather Jo Clabaugh, Director of Budget
SUBMITTED BY:
Leslie Pellegrino, Chief Financial Officer
PURPOSE OF PRESENTATION: Staff seeks approval of Current Expense Amendment #2-24.
BACKGROUND/SUMMARY: The Fiscal Year 2024 Approved Operating Budget included estimated category totals for FCPS' four charter schools. The actual line-item budgets developed by the charter schools were created after they received their official per-pupil allocations. This amendment adjusts MSDE categories to align with the actual budgets of the charter schools. Staff is also completing minor adjustments to the unrestricted operating budget for changes that occurred after the budget was approved.
PRESENTER(S) & TITLE(S):
Heather Jo Clabaugh, Director of Budget
SUBMITTED BY:
Leslie Pellegrino, Chief Financial Officer
PURPOSE OF PRESENTATION: Staff seeks approval from the Board of Education (BOE) on updates made to the Defined Contribution Plan Amendment. Staff is also informing the BOE of the designation of a new Trustee effective January 1, 2024.
BACKGROUND/SUMMARY: The BOE established the Frederick County Public Schools Defined Contribution Plan (“the Plan”) in 2004. This Plan is designed to afford eligible employees an opportunity to increase their security at retirement through employer contributions during their periods of active employment. Currently, the Superintendent is the only designated employee in the Plan.
Through a regular periodic review of the Plan, Smith, Downey, P.A. of Washington D.C. has prepared the attached Amendment and Restatement (Attachments A and B). Attachment A is a redlined copy of the original Plan document and Attachment B is the updated version incorporating the changes.
Also attached is the President’s Resolutions (Attachment C) to replace Leslie Pellegrino, CFO, upon her retirement, with Heather Clabaugh, her successor. Typically, this Resolution is executed by the President of the Board, but is being provided for informational purposes, along with the updates to the Defined Contribution Plan Amendment.
Effective January 1, 2024, the FCPS Trustees for the Plan are Heather Clabaugh, Associate Superintendent for Fiscal Services and Sarah Minnick, Senior Benefit’s Manager.
PRESENTER(S) & TITLE(S):
Leslie Pellegrino, Chief Financial Officer
SUBMITTED BY:
Leslie Pellegrino, Chief Financial Officer
PURPOSE OF PRESENTATION: Staff seeks approval of the Schematic Design (SD) documents for the Yellow Springs Elementary School (YSES) replacement project by the Board of Education of Frederick County (BOE). The SD submission presentation is attached (see backup 1) showing the site plan, building orientation, floor plans and proposed building elevations for the new school. The SD documents are the first phase of the three-phase design process.
BACKGROUND/SUMMARY: The existing YSES, located at 8717 Yellow Springs Road, Frederick, MD 21702, was built in 1957. The building has not received any major renovations since 1974 and is in need of replacement. The replacement building will be constructed at the Sanner Farm Property, located near Christopher Crossing, Walter Martz Road, and Spring Run Drive in accordance with the feasibility study recommendation that was approved by the BOE.
The new YSES will be a brand-new design and layout, which is anticipated to be used as a prototype for upcoming elementary school projects. The school will serve students in pre-kindergarten through 5th grade, and is being designed for a State Rated Capacity of 745 students. It will be a two-story facility comprised of approximately 84,553 gross square feet (GSF). As a part of the base bid, the new YSES includes the specialized program spaces outlined in the educational specifications. The spaces shall be integrated and centrally located within the classroom wings and will not require a separate entrance. The new YSES design shall be modified as required to meet the site conditions and the requirements of the YSES educational specifications.
The project received BOE approval of the Feasibility Study on September 28th, 2022, and Local Planning approval was received from the State of Maryland in April 2023. The funding for the design (architect and construction manager selections) was received in FY24. The funding for the construction is anticipated to be received over two fiscal years between FY25 and FY26. The architect for the YSES project is SEI Architects and the Construction Manager is MCN Build Inc.
The new YSES will be an energy efficient building that meets the USGBC LEED Silver design requirements; however, the building is not anticipated to be certified with the USGBC. All current local building codes of the authorities having jurisdiction and the FCPS Educational Specifications shall be met. The YSES Replacement Design is being performed in accordance with the State of Maryland IAC/PSCP guidelines and DGS requirements. The design of this project began in July 2023 and will continue through November 2024.
Assuming funding is available, staff anticipates bidding the project as follows:
The substantial completion date for Construction Stage 1 is June 30, 2026. The new YSES is expected to be open and occupied by students in August 2026. The substantial completion date for Construction Stage 2 is June 30, 2027.
The project’s construction completion schedule is contingent upon receiving the necessary approvals, adequate funding, and required permits from Frederick County and the State of Maryland.
Staff recommends approval of the schematic design documents. Once approved, the documents will be submitted to the State IAC for their review and approval.
PROCESS STATEMENT: N/A
PRESENTER(S) & TITLE(S):
Rochelle Cusimano & Ran Ilkovitch, SEI Architects
Brian Staiger, Senior Project Manager, Capital Programs
SUBMITTED BY:
Paul A. Lebo, DSL, Chief Operating Officer
PURPOSE OF PRESENTATION: The Calendar Committee seeks to share options for the 2025-2026 academic school year draft calendar and receive feedback from the Board of Education.
BACKGROUND/SUMMARY: The Board of Education charged the Calendar Committee with developing the 2025-2026 school year academic calendar. The committee will present three options with the following start dates:
Option 1, August 13, 2025
Option 2, August 18, 2025
Option 3, August 20, 2025
PROCESS STATEMENT:
The Calendar Committee is comprised of FCPS staff, parents, a student member, PTSA, FASSE, FCASA and FCTA representatives. The Board of Education sent out a FindOutFirst on August 25, 2023 advertising for parent representatives to serve on the committee. Applications were received and parents were selected. In addition to the parent and community members selected to serve on the committee, community members always have the opportunity to offer feedback via the FCPS website and at Board of Education meetings.
PRESENTER(S) & TITLE(S):
Eric Louérs-Phillips, DOL, Associate Superintendent of Public Affairs
SUBMITTED BY:
Eric Louérs-Phillips, DOL, Associate Superintendent of Public Affairs
PURPOSE OF PRESENTATION:
Board discussion and action on changes made to Policy 300 Personnel.
PROCESS STATEMENT:
Policy 300 is presented today for the Board of Education’s information, discussion and action (clean_backup1, redlined_backup2, summary_backup3 and analysis_backup4).
PRESENTER(S) & TITLE(S):
Steven N. Blivess, Esq., Chief Legal Counsel
SUBMITTED BY:
Steven N. Blivess, Esq., Chief Legal Counsel
PURPOSE OF PRESENTATION:
Board discussion and action on Policy 302 Salaries and Benefits.
PROCESS STATEMENT:
Policy 302 is presented today for the Board of Education’s information, discussion and action (clean_backup1, redlined_backup2, summary_backup3 and analysis_backup4).
PRESENTER(S) & TITLE(S):
Steven N. Blivess, Esq., Chief Legal Counsel
SUBMITTED BY:
Steven N. Blivess, Esq., Chief Legal Counsel
PURPOSE OF PRESENTATION:
Board will discuss and take action on the decommission of Policy 303 Attendance and Absence.
PROCESS STATEMENT:
Policy 303 is presented today for the Board of Education’s information, discussion and action (backup1, summary_backup2 and anaylist_backup3).
PRESENTER(S) & TITLE(S):
Steven N. Blivess, Esq., Chief Legal Counsel
SUBMITTED BY:
Steven N. Blivess, Esq., Chief Legal Counsel
PURPOSE OF PRESENTATION:
Board discussion and action regarding Policy 307 Travel and Mileage Reimbursment.
PROCESS STATEMENT:
Policy 307 is presented today for the Board of Education’s discussion and action (clean_backup1, redlined_backup2, summary_backup3 and analysis_backup4).
PRESENTER(S) & TITLE(S):
Steven N. Blivess, Esq., Chief Legal Counsel
SUBMITTED BY:
Steven N. Blivess, Esq., Chief Legal Counsel
PURPOSE OF PRESENTATION:
Board discussion and action regarding the decommission of Policy 308 Personal and Academic Freedom.
PROCESS STATEMENT:
Policy 308 is presented today for the Board of Education’s discussion and action (backup1, analysis_backup2)
PRESENTER(S) & TITLE(S):
Steven N. Blivess, Esq., Chief Legal Counsel
SUBMITTED BY:
Steven N. Blivess, Esq., Chief Legal Counsel
PURPOSE OF PRESENTATION:
Board discussion and action regarding Policy 309 Discrimination and Harrassment.
PROCESS STATEMENT:
Policy 309 is presented today for the Board of Education’s discussion and action (clean_backup1, redlined_backup2, summary_backup3 and analysis_backup4).
PRESENTER(S) & TITLE(S):
Steven N. Blivess, Esq., Chief Legal Counsel
SUBMITTED BY:
Steven N. Blivess, Esq., Chief Legal Counsel
PURPOSE OF PRESENTATION:
Board discussion and action regarding Policy 310 Negotiations.
PROCESS STATEMENT:
Policy 310 is presented today for the Board of Education’s discussion and action (clean_backup1, redlined_backup2, summary_backup3 and analysis_backup4).
PRESENTER(S) & TITLE(S):
Steven N. Blivess, Esq., Chief Legal Counsel
SUBMITTED BY:
Steven N. Blivess, Esq., Chief Legal Counsel
PURPOSE OF PRESENTATION:
Board discussion and action on the decommission of Policy 311 Student Teachers.
PROCESS STATEMENT:
Policy 311 is presented today for the Board of Education’s discussion and action (backup1, analysis_backup2)
PRESENTER(S) & TITLE(S):
Steven N. Blivess, Esq., Chief Legal Counsel
SUBMITTED BY:
Steven N. Blivess, Esq., Chief Legal Counsel
PURPOSE OF PRESENTATION:
Board discussion and action on the decommission of Policy 312 Substitute Teacher.
PROCESS STATEMENT:
Policy 312 is presented today for the Board of Education’s discussion and action (backup1, analysis_backup2)
PRESENTER(S) & TITLE(S):
Steven N. Blivess, Esq., Chief Legal Counsel
SUBMITTED BY:
Steven N. Blivess, Esq., Chief Legal Counsel
PURPOSE OF PRESENTATION:
Board discussion and action regarding Policy 313 Honors and Awards.
PROCESS STATEMENT:
Policy 313 is presented today for the Board of Education’s discussion and action (clean_backup1, redlined_backup2, summary_backup3 and analysis_backup4).
PRESENTER(S) & TITLE(S):
Steven N. Blivess, Esq., Chief Legal Counsel
SUBMITTED BY:
Steven N. Blivess, Esq., Chief Legal Counsel
PURPOSE OF PRESENTATION:
Board discussion and action regarding the decommission of Policy 320 Support Personnel.
PROCESS STATEMENT:
Policy 320 is presented today for the Board of Education’s discussion and action (backup1, analysis_backup2)
PRESENTER(S) & TITLE(S):
Steven N. Blivess, Esq., Chief Legal Counsel
SUBMITTED BY:
Steven N. Blivess, Esq., Chief Legal Counsel
PURPOSE OF PRESENTATION:
Board discussion and action regarding Policy 322 Asbestos Removal.
PROCESS STATEMENT:
Policy 322 is presented today for the Board of Education’s discussion and action (clean_backup1, redlined_backup2, summary_backup3 and analysis_backup4).
PRESENTER(S) & TITLE(S):
Steven N. Blivess, Esq., Chief Legal Counsel
SUBMITTED BY:
Steven N. Blivess, Esq., Chief Legal Counsel
PURPOSE OF PRESENTATION:
Board discussion and action regarding the decommission of Policy 323 Support Personnel Discipline.
PROCESS STATEMENT:
Policy 323 is presented today for the Board of Education’s discussion and action (backup1, analysis_backup2)
PRESENTER(S) & TITLE(S):
Steven N. Blivess, Esq., Chief Legal Counsel
SUBMITTED BY:
Steven N. Blivess, Esq., Chief Legal Counsel
The draft Legislative Principles for the 2024 session were on the Legislative Updates for the November 8, 2023 Board of Education Meeting. The Board was informed at that meeting that the 2024 Legislative Principles would be on the Work Session of the November 20, 2023 Board of Education meeting for information, discussion and action.
BACKGROUND/SUMMARY:
At its November 8, 2023 Board of Education Meeting, the Board directed a sub-committee of three (3) Board Members, with the advice of the Student Member of the Board (SMOB) and Legal Services, to craft a motion, or several motions based on the conversations amongst Board members at that meeting regarding specific SMOB voting rights.. The Board members on the sub-committee consisted of Mr. Johnson, Ms. Gallagher and Ms. Yoho.
The Board will discuss adding specific voting rights for the Frederick County Student Member of the Board to submit to the Frederick County Delegation as part of their 2024 Legislative Package.
PRESENTER(S):
Karen Yoho, Board Member
Brooke Lieberman, Student Member of the Board
PURPOSE OF PRESENTATION: To review the upcoming Quarterly Agenda.
BACKGROUND/SUMMARY: At the January 14, 2015 meeting, the Board voted to adopt the new quarterly agenda process and instituted a new process for submitting requests for future agenda items. The request form is attached.
PROCESS STATEMENT: To provide quarterly agendas that will be posted on Board Docs at each Board meeting. This process will enable the public and staff to plan for upcoming Board meetings. The quarterly agenda is a dynamic document that will be revised as needed to accommodate time sensitive business items and items requested using the form adopted for the Board.
The January - March 2023 Quarterly Agenda is attached for review and discussion. It will be submitted for Action Consent at the next Board meeting.
PRESENTER(S) & TITLE(S):
Ms. Johnson, Board President
SUBMITTED BY: Ms. Johnson, Board President
In accordance with Maryland’s Open Meetings Act, General Provisions Article § 3-305(b),(1) and (2) the Board will meet in Closed Session at 4:00 pm in the Board Room to consider matters related to an appeal.
In accordance with Maryland’s Open Meetings Act, General Provisions Article § 3-305(b),(1) and (2) the Board met in Closed Session at 4:00 pm in the Board Room to consider matters related to an appeal.
In accordance with Maryland's Open Meetings Act, General Provisions Article §3-104, the Board met in Administrative Function at 4:00 p.m. today in the Board Room to discuss Board procedures relating to the election of Board officers.
PURPOSE OF PRESENTATION: Recognition of Veterans Day (November 11), National Veterans and Military Families Month and Veteran in Education Service Award.
BACKGROUND/SUMMARY:
Frederick County Public Schools (FCPS) proudly recognizes the service and sacrifice of FCPS employees and their family members who are veterans. Across our district a variety of activities took place on and around Veterans Day, November 11, in honor of all veterans.
In 2017, FCPS launched an award to honor an FCPS employee who has served our nation in the armed forces and continued their service with our school system. The FCPS Veteran in Education Service Award recognizes the exemplary contribution of an FCPS full time employee and veteran who exhibits continued service and commitment to our community by showing integrity and trustworthiness, perseverance in overcoming challenges, selflessness in helping others, and teamwork and loyalty. Community members were invited to nominate FCPS veterans; a committee of FCPS staff, community members and veterans then reviewed all nominations and chose the award winner.
Dr. Paul Lebo will introduce a video highlighting FCPS employees who are veterans. Following the video, Dr. Lebo will introduce award sponsor Mr. Stephen Heine, President/CEO of Woodsboro Bank, and the recipient of the 2023 FCPS Veteran in Education Service Award, Earl Gibson, HVAC technician with the Urbana Cluster, for recognition by the Board.
PRESENTER(S) & TITLE(S):
Paul A. Lebo, DSL, Chief Operating Officer
Colleen Bernard, EdD, Curriculum Specialist for Secondary Social Studies
Stephen K. Heine, President, Chief Executive Officer, Woodsboro Bank
SUBMITTED BY:
Eric Louérs-Phillips, DOL, Associate Superintendent of Public Affairs
The Board views public comment as an opportunity to hear concerns of the public, with the understanding and expectation that it is not considered a question and answer platform with Board members. Consequently, the Board will not provide a response to public comment presented in its meeting or by submission of a written comment, although it may follow-up with the individual as may be appropriate.
Public comment will be received by the Board on issues relating to the school system, except those that pertain to individual personnel issues, complaints identifying individual students, matters that are on appeal, or advertising or solicitations for products or services. If individuals have specific concerns relating to actions of staff members, such concerns may be communicated to the Superintendent.
Allocated Public Comment Time:
Pre-Registration:
For those persons wishing to speak, the Board will provide the opportunity to pre-register for public comment. The window to pre-register will open five (5) days in advance of each scheduled Board meeting concurrent with the public posting of the meeting agenda and will close two (2) days before the scheduled Board meeting. A person wishing to speak may pre-register by completing the form linked here or by calling (301) 696-6965.
Same-Day/Walk-In Registration:
For those persons wishing to speak who do not pre-register or who are not selected to speak from those who do pre-register, the Board will provide the opportunity to sign-up for public comment thirty (30) minutes prior to the start of the regular evening meeting. Speakers will be asked to provide the same information as those who pre-register by completing the registration form electronically on a device that will be made available by the Board for such purpose. Registration will close no later than five (5) minutes before the start of the meeting.
Written Comments:
Individuals are provided the opportunity to and encouraged to submit written comments electronically and email them to BoardPublicComment@fcps.org. Written comments must be submitted as a PDF attachment (strongly preferred) or a Microsoft Word document with the .doc or .docx extension and will be uploaded to BoardDocs as part of the official meeting record. Comments in the body of an e-mail will not be accepted.
PURPOSE OF PRESENTATION: To provide a Special Education staffing update and an overview of the Public Consulting Group (PCG) recommendations implementation and timeline for inclusive practices and a crosswalk between the audit, Blue Ribbon Task Force and SECAC recommendations.
PRESENTER(S) & TITLE(S):
Barbara Friedlander, Coordinator, Equity and Organizational Development
Jennifer Bingman, Associate Superintendent of Special Education and Student Services
SUBMITTED BY:
Jennifer Bingman, Associate Superintendent of Special Education and Student Services
Mike Markoe, Ed.D., Deputy Superintendent
Items that appear in this agenda item are for informational purposes only. The Agenda Item Request form is completed by a Board member when they would like for an item to appear on a future agenda. Once the requesting Board member obtains two (2) other Board member signatures, the item is placed on a future agenda. The Agenda Item Requests will be placed in the Informational Items section of the agenda to allow the public to see items that are being requested by Board members.