PRESENTATION OF 1 BID CALENDAR ITEM
PURPOSE OF PRESENTATION: Staff would like to inform the Board of Education of Frederick County of an upcoming bid solicitation for Frederick County Public Schools (FCPS).
RFP 24MISC7, FindOutFirst Communication Services:
BACKGROUND/SUMMARY: The intent of this solicitation is to establish a contract with a qualified vendor to provide e-mail, text, voice, and web services that meet and possibly exceed the needs of the FindOutFirst email system. FindOutFirst is a targeted e-mail service that facilitates communication of critical information to parents, students, community and staff. The RFP will include costs for implementation, maintenance support, and training of Frederick County Public Schools staff.
PRESENTER(S) & TITLE(S):
David Guzman, Purchasing Agent
Brandon Oland, Manager, Communications
SUBMITTED BY:
Bill Meekins CPPB, CPPO, NIGP-CPP, CSBO, CPCP, Purchasing Manager
Leslie R. Pellegrino, Chief Financial Officer
PRESENTATION OF 1 INFORMATION ITEM
PURPOSE OF PRESENTATION: Staff would like to inform the Board of Education of Frederick County of current information items.
The Interlocal Purchasing System RFP 220105, Technology Solutions, Products and Services:
BACKGROUND/SUMMARY: This contract will be utilized by the department of Technology Infrastructure for the purchase of computer repair parts.
The contract was awarded to multiple vendors. Frederick County Public Schools anticipates using AG Parts Worldwide, Inc.; however, we may utilize other awarded vendors for additional requirements as needed.
PRESENTER(S) & TITLE(S):
Kim Miskell, CSBO, Assistant Purchasing Manager
SUBMITTED BY:
Bill Meekins CPPB, CPPO, NIGP-CPP, CSBO, CPCP, Purchasing Manager
Leslie R. Pellegrino, Chief Financial Officer
PURPOSE OF PRESENTATION: Staff reviewed the attached contract and recommends approval by the Board of Education of Frederick County.
BACKGROUND/SUMMARY: This recommendation is to establish a contract with licensed consultants for on-call design services for architectural, structural, civil, geo technical, mechanical, electrical, and other design disciplines for Frederick County Public Schools.
Staff recommends RFP 24A1, Architectural/Engineering Consultant Services, be awarded to the highlighted firms by category, as indicated on the Evaluation Scoring Summary Sheet.
PRESENTER(S) & TITLE(S):
Kim Miskell, CSBO, Assistant Purchasing Manager
Brian Staiger, Senior Project Manager, Planning and Construction Management
SUBMITTED BY:
Bill Meekins, CPPB, CPPO, NIGP-CPP, CSBO, CPCP, Purchasing Manager
Leslie R. Pellegrino, Chief Financial Officer
PURPOSE OF PRESENTATION: Staff reviewed the attached contract renewal and recommends approval by the Board of Education of Frederick County.
BACKGROUND/SUMMARY: This recommendation is to renew the contract for grass mowing services for specific school sites that are beyond the scope of the schools’ custodial duties.
Staff recommends that Bid 22M3, Grass Mowing Services, be renewed to Keyser Services, LLC of Frederick, MD; P2 Cleaning Services, LLC of Laurel, MD; Potomac Grounds Care, LLC 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 3-24.
BACKGROUND/SUMMARY: There was a typographical error in amendment 1-24; the In-Kind revenue line was amended instead of the Surplus revenue line. The error was carried through to amendment 2-24. Current Expense Amendment 3-24 corrects this typographical error. This change does not alter funding; it simply corrects a typographical error.
PRESENTER(S) & TITLE(S):
Heather Jo Clabaugh, Director of Budget
SUBMITTED BY:
Leslie Pellegrino, Chief Financial Officer
PURPOSE OF PRESENTATION: Review of the Other Post-Employment Benefits (OPEB) Bi-Annual Actuarial Report and OPEB Contribution Study.
BACKGROUND/SUMMARY: Frederick County Public Schools (FCPS) offers certain benefits to their employees upon retirement. These benefits, including health, prescription, dental and life insurance, have on-going and increasing costs to consider.
The Government Accounting Standard’s Board (GASB) issued Statements 74 and 75 that were implemented in the FY2017 and FY2018 financial statements, respectively. The statements required FCPS to report the entire unfunded liability on the statement of net position.
In 2009, FCPS established an OPEB Trust and began pre-funding a portion of the future retiree health benefits. As of June 30, 2023, the Trust had an asset balance of $166.5 million.
Currently, FCPS pays for annual retiree OPEB costs through the operating budget, commonly referred to as pay-go funding. For FY2024, this cost is estimated at $14.0 million. This annual cost is anticipated to grow at a pace greater than the normal operating budget. Eventually, FCPS will struggle to pay for all of the retiree costs within the operating budget.
Every two years, Frederick County Public Schools (FCPS) is required to obtain a bi-annual Other Post-Employment Benefits valuation report. In alternate years, FCPS receives a roll forward report for financial reporting purposes. The full bi-annual Actuarial Report for the period ended June 30, 2023 is attached.
Bolton, FCPS’ actuarial consultant, was also contracted to compile a Contribution Study in the Fall of 2023 (see attached). The intent was to provide information to the Board of Education on the calculated Annual Determined Contribution (ADC) needed to comply with the Board Resolution of November 22, 2021. The resolution stated that the board is striving to reach a 50% funded ratio, assuming a 6.5% investment return over a 30-year duration. The calculated ADC for FY25 is $6.1M.
This presentation will include a review of the bi-annual valuation report and the contribution study.
For the FY24 Operating Budget, the board reduced the budgeted funding for OPEB to zero. In an effort to ensure benefit security, generational equity and transparency, staff recommends reestablishment of the budgeted OPEB Contribution for FY25 to $2.5 Million. This will bring the board back into compliance with their Funding Resolution.
PRESENTER(S) & TITLE(S):
Leslie Pellegrino, Chief Financial Officer
Melissa Rollison, Financial Reporting Manager
Timothy Barry, Bolton, Senior Actuarial Analyst
SUBMITTED BY:
Leslie Pellegrino, Chief Financial Officer
The Board of Education meeting dates for July 2024 through June 2025 are presented today for Board approval.
Policy 102.D.1 - Implementation - Public Meetings
Policy 101.2 - Officers
PURPOSE OF PRESENTATION: Student Member of the Board, Brooke Lieberman, requested an agenda item to discuss with the Board the topic of Mental Health Safe Zones in schools.
BACKGROUND/SUMMARY: Ms. Lieberman will give a presentation regarding Mental Health Safe Zones in schools.
PRESENTER(S) & TITLE(S):
Brooke Lieberman, Student Member of the Board
SUBMITTED BY:
Brooke Lieberman, Student Member of the Board
Karen Yoho, Board Member
Jason "Mr. J" Johnson, Board Member
Dean Rose, Vice President
PURPOSE OF PRESENTATION: Staff will update the Board of Education of Frederick County (BOE) on the current state of sustainability efforts in FCPS, which encompasses Facilities, Operations, Curriculum, and Instruction. The presentation will focus on stakeholder engagement, strategic partnerships, short-term action steps and long-term goals.
BACKGROUND/SUMMARY:
On February 8, 2023, the Board of Education received a presentation from Mobilize Frederick regarding the Green Schools Initiative, and on August 9, 2023, received a presentation from Sunrise Frederick about climate action in FCPS. The Board of Education asked staff to assess current and future sustainability initiatives for FCPS and provide an update and presentation at their December 2023 meeting.
PROCESS STATEMENT: N/A
PRESENTER(S) & TITLE(S):
Dr. Katherine Gull, Director, Curriculum, Instruction, and Innovation
Dr. Paul Lebo, Chief Operating Officer
Carey Murphy, Mobilize Frederick
SUBMITTED BY:
Dr. Paul A. Lebo, Chief Operating Officer
PURPOSE OF PRESENTATION: To provide an update of the DOJ Parent Contact and the Public Consulting Group (PCG) audit recommendations implementation. To review school year 2022-2023, Goal 1-Key Performance Indicators (KPI) #6 (Attendance) and #7 (Suspension) data for all student groups.
BACKGROUND/SUMMARY:
The five Board of Education (BOE) goals were first initiated in 2016. Dr. Dyson has aligned her vision for the five goals to include: organizational culture of achievement, operational excellence, safety and wellbeing, stakeholder engagement, and the student and staff experience. From 2016 to 2019, progress was reported on the initial measurable goals. Post pandemic and beginning in the 2022-2023 school year, new Key Performance Indicators (KPIs) have been identified to align to a new vision. This data will be presented for each of the five goal areas annually. All school improvement process work will align to the new KPIs.
PROCESS STATEMENT:
Through a cross-departmental collaboration, the System Accountability and School Administration (SASA) department collects data on strategic plan measures. Progress reporting on the Key Performance Indicators (KPI) will be presented across multiple BOE meetings this school year.
PRESENTER(S) & TITLE(S):
Jennifer Bingman, Associate Superintendent, Special Education and Student Services
Dana Falls, Director, Student Services
Tom Saunders, Director, Middle Schools, School Administration and Instructional Leadership
SUBMITTED BY:
Jennifer Bingman, Associate Superintendent of Special Education and Student Services
Mike Markoe, Ed.D., Deputy Superintendent
In accordance with Maryland’s Open Meetings Act, General Provisions Article § 3-305(b),(1), (2), (7) and (9) the Board will meet in Closed Session at 4:00 pm in the Board Room to consider matters related to appeals, to consult with and receive advice of counsel, and to receive an update on upcoming negotiations with the Frederick Administrative and Supervisory Association (FCASA), Frederick County Teachers Association (FCTA) and the Frederick Association of School Support Employees (FASSE).
In accordance with Maryland’s Open Meetings Act, General Provisions Article § 3-305(b),(1), (2), (7) and (9) the Board met in Closed Session at 4:00 pm today in the Board Room to consider matters related to appeals, to consult with and receive advice of counsel, and to receive an update on upcoming negotiations with the Frederick Administrative and Supervisory Association (FCASA), Frederick County Teachers Association (FCTA) and the Frederick Association of School Support Employees (FASSE).
In accordance with Maryland's Open Meetings Act, General Provisions Article §3-104, the Board met in Administrative Function at 6:30 p.m. on December 5, 2023 via Google Meet to discuss Board procedures relating to the election of Board officers.
PURPOSE OF PRESENTATION: The Board of Education will recognize and proclaim Inclusive Schools Week, December 4-8, 2023 in Frederick County Public Schools. This annual celebration highlights the progress that schools have made in implementing inclusive practices to ensure a quality education for an increasingly diverse student population.
PROCESS STATEMENT: Board leadership will read the proclamation.
SUBMITTED BY:
Jennifer Bingman, Associate Superintendent of Special Education and Student Services
Mike Markoe, Ed.D., Deputy Superintendent
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:
Staff is seeking approval for updates to the Middle School and High School Course Guides for the 2024-25 school year.
BACKGROUND/SUMMARY:
In order to expand access to elective courses in career and technical education, visual and performing arts, and world languages; expand opportunities for mathematics acceleration; align courses to College and Career Readiness (CCR) pathways; revise course titles for existing courses; and add new courses previously approved by the Board of Education, updates are being proposed for the 2024-25 Course Guides for middle and high school. Each course is aligned to or adapted from courses or programs previously approved by the Board.
PROCESS STATEMENT:
These proposed updates were reviewed and supported by the Curriculum and Instruction Committee on November 8, 2023.
PRESENTER(S) & TITLE(S):
Scott Murphy, Director of Curriculum, Instruction and Innovation
SUBMITTED BY:
Kevin Cuppett, Ed.D., Chief Academic Officer, Curriculum, Instruction and Innovation
Mike Markoe, Ed.D., Deputy Superintendent
PURPOSE OF PRESENTATION: Board approval of the Quarterly Agenda and approval of the revised Request to Add Agenda Item form.
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. A revised 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 2024 Quarterly Agenda is attached for board approval.
PRESENTER(S) & TITLE(S):
Ms. Johnson, Board President
SUBMITTED BY: Ms. Johnson, Board President
PURPOSE OF PRESENTATION: The Board of Education of Frederick County (BOE) will discuss the four options for boundary adjustments and decide on the revised attendance boundaries for the Crestwood Area Redistricting Study.
BACKGROUND/SUMMARY: Staff presented the Superintendent’s Recommendation for the Crestwood Area Redistricting Study to the BOE at the May 3, 2023, meeting. Four community meetings were then held so staff could present the initial recommendation, gather community comment, and respond to questions. Information about the scope of work, study area, community engagement, frequently asked questions, the initial superintendent’s recommendation and an interactive map can be found on the project web page at https://www.fcps.org/capital-program/crestwood. Community comments and questions have been accepted at the project email, CrestwoodRedistricting@fcps.org.
PROCESS STATEMENT: Following the community meetings in May, the BOE directed staff to prepare alternative options to the study area attendance boundaries, while considering community feedback. Staff prepared three alternatives that address a collection of community comments while at the same time addressing factors of Board Policy 200. A description of the alternatives, and an analysis of how each address Policy 200, can be found on the project web page: https://www.fcps.org/capital-program/files/documents/crestwood/AddendumSuptRecommendation_eng.pdf. Staff notes that there are several neighborhoods in the study area that are impacted in one or more of the alternatives that were not impacted in the initial Superintendent’s Recommendation.
Three community meetings were held in early September in which staff presented the alternatives, responded to questions and accepted comments. Comments and questions continue to be received by email. A survey was prepared in which community members can provide their feedback on the initial recommendation and alternatives. The Survey will remain open until October 5, 2023. Responses to the survey, and comments received at the community meetings, were summarized and provided to the BOE prior to the public hearing on November 1, 2023. The BOE held an additional work session on November 16th to discuss the options.
PRESENTER(S) & TITLE(S):
N/A
SUBMITTED BY:
Paul A. Lebo, DSL, Chief Operating Officer
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.