PRESENTATION OF 3 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 24MISC8, Cognitive Ability Testing Software
BACKGROUND/SUMMARY: The intent of this solicitation is to establish a contract with a qualified agency for a software to test the cognitive ability of students. Data from this ability measure will be used to address the needs of students with different learning strengths and weaknesses.
PRESENTER(S) & TITLE(S):
Bill Meekins CPPB, CPPO, NIGP-CPP, CSBO, CPCP, Purchasing Manager
Jessica Reinhard, Supervisor, Curriculum Instruction and Innovation
RFP 24CURR1, Individual Education Plan (IEP) Software:
BACKGROUND/SUMMARY: The intent of this solicitation is to establish a contract for an Individual Educational Plan (IEP) software for Frederick County Public Schools (FCPS) in preparation to support and grow a robust digital ecosystem. The IEP will involve collaboration for all stakeholders, address the needs of students with different learning styles, enable teachers to involve parents in their children’s education, and improve classroom practice and student learning by allowing teachers to leverage technology to personalize effective case management. FCPS is also interested in exploring software that supports 504 plans and Medical Assistance (MA) billing.
PRESENTER(S) & TITLE(S):
David Guzman, Purchasing Agent
Troy Keller, Director, Special Education
Bid 24C4, Warehouse Racking System:
BACKGROUND/SUMMARY: The intent of this solicitation is to establish a contract with a qualified contractor to furnish all labor, supervision, materials, and any incidentals necessary for a warehouse racking system for a complete and finished project for FCPS. This bid will be for an installation at the new FCPS Warehouse.
PRESENTER(S) & TITLE(S):
Roy McHaffa, CPP, CPDW, Purchasing Agent
Dr. Paul Lebo, Chief Operating Officer
SUBMITTED BY:
Bill Meekins CPPB, CPPO, NIGP-CPP, CSBO, CPCP, Purchasing Manager
Heather Clabaugh, Associate Superintendent, Fiscal Services
PRESENTATION OF 1 INFORMATION ITEM
PURPOSE OF PRESENTATION: Staff would like to inform the Board of Education of Frederick County of a current information item.
Frederick County Government, Bid 19-270 Generator Repairs and Replacement:
BACKGROUND/SUMMARY: This contract will be utilized by the Maintenance Department for the repair and replacement of generators.
The contract was awarded to Fidelity Engineering, Inc., of Sparks, MD.
PRESENTER(S) & TITLE(S):
Roy McHaffa, CPP, CPDW, Purchasing Agent
Randall Connatser, Building Maintenance Manager, Maintenance
SUBMITTED BY:
Bill Meekins CPPB, CPPO, NIGP-CPP, CSBO, CPCP, Purchasing Manager
Heather Clabaugh, Associate Superintendent, Fiscal Services
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 with a licensed abatement contractor to perform abatement of hazardous materials and/or related demolition services on an indefinite quantities’ basis.
Staff recommends that Bid 22M5, Unit Price Contract for Abatement of Hazardous Materials, be renewed to Asbestos Specialists, Inc. of Elkridge, MD.
PRESENTER(S) & TITLE(S):
Roy McHaffa, CPP, CPDW, Purchasing Agent
Laura Olsen, Manager, Environmental Compliance & Occupational Safety
SUBMITTED BY:
Bill Meekins CPPB, CPPO, NIGP-CPP, CSBO, CPCP, Purchasing Manager
Heather Clabaugh, Associate Superintendent, Fiscal Services
PURPOSE OF PRESENTATION: Staff seeks approval of School Construction Budget Amendment #24-06.
BACKGROUND/SUMMARY: Budget Amendment #24-06 proposes a temporary transfer of local funds from the Spring Ridge Elementary Limited Renovations project into the Ballenger Creek Elementary Limited Renovations project. The FY2024 Capital Improvement Program (CIP) did not allocate local funds for the Ballenger Creek Elementary Limited Renovations project. This budget amendment allows the Ballenger Creek Elementary Limited Renovations project to remain on schedule.
A reversal of this budget amendment will be processed after July 1, 2024, contingent upon approved FY2025 CIP funding. The reversal would return the $2,625,660 of local funds to the Spring Ridge Elementary Limited Renovations project.
This budget transfer is consistent with terms and conditions for capital budget transfers included in the Memorandum of Understanding signed by the County Commissioners and Board of Education dated May 30, 2013.
PRESENTER(S) & TITLE(S):
Dawn Worrell, Accountant
SUBMITTED BY:
Heather Clabaugh, Associate Superintendent, Fiscal Services
BACKGROUND/SUMMARY: Frederick County Public Schools (FCPS) has been awarded a $20,000 grant from Share Our Strength to support Food and Nutrition Services.
Share Our Strength is an international relief agency founded in 1984, with the mission of ending hunger and poverty in the U.S. and abroad. It does this through a variety of activities, including the “No Kid Hungry” grant program, a national campaign committed to ending childhood hunger in the United States.
Grant funds will be used to purchase insulated bags that will be used to keep food cool as it is delivered to classrooms for breakfast. The bags will be placed at schools that currently have older bags requiring replacement.
Acceptance of this $20,000 grant does not obligate FCPS to expend additional local resources.
PROCESS STATEMENT: According to FCPS Regulation 500-21, all grant awards below $50,000 must be reported as information items on the agenda of the next scheduled meeting of the Board of Education.
SUBMITTED BY:
Dr. Paul Lebo, Chief, Division of Operations
Robert Kelly, Director, Food & Nutrition Services
PURPOSE OF PRESENTATION: To notify the Board of Education of Frederick County (BOE) of the acceptance of the FY2024 Safe Schools Fund Grant.
BACKGROUND/SUMMARY: Frederick County Public Schools (FCPS) has been awarded a $25,000 grant from the Maryland Center for School Safety to fund security improvements at 27 FCPS school buildings.
Grant funds will be used to purchase and install cellular back-up capabilities at the 27 schools. Cellular backup will ensure that our alarm system is always able to connect to the central monitoring station. Currently, most security and fire systems rely on above-ground phone lines or POTS (Plain Old Telephone Service); thereby, having the potential to cause phone service interruptions preventing communication between alarm systems and the central monitoring station.
By installing a cellular back-up infrastructure, the stem will switch to the cellular unit if the alarm panel does not detect a dial tone. The back-up unit will then make a “cell phone call” to the network. The network will then forward the signal to the central monitoring station. If internet service and phone service are both down, the alarm system will still be able to communicate.
Acceptance of this $25,000 grant does not obligate FCPS to expend additional local resources.
PROCESS STATEMENT: According to FCPS Regulation 500-21, all grant awards below $50,000 must be reported as information items on the agenda of the next scheduled meeting of the BOE.
PRESENTER(S) & TITLE(S): N/A
SUBMITTED BY:
Scott Blundell, Director, Safety & Emergency Management
Paul A. Lebo, DSL, Chief Operating Officer
PURPOSE OF PRESENTATION: To seek the Board of Education of Frederick County (BOE) acceptance of the FY2024 School Safety Grant.
BACKGROUND/SUMMARY: Frederick County Public Schools (FCPS) has been awarded a $415,000 grant from the Maryland Center for School Safety to fund security improvements at seven schools.
Grant funds will be used to ensure student and staff safety by upgrading the security surveillance system at seven schools from an antiquated analog system to an Internet Protocol (IP)-based security surveillance system.
FCPS has adopted Avigilon integrated technology and software as its security surveillance system. We are currently transitioning our schools’ security surveillance systems from the TruVision analog system to Avigilon.
At six of the seven schools (Brunswick High, Catoctin High, Linganore High, Middletown High, Urbana High, and Urbana Middle), the scope of the project includes replacing the existing analog security surveillance cameras with IP-based camera equipment. The work will include cabling, conduits and the set-up of new cameras for proper monitoring required for safety and security.
At the Career and Technology Center (CTC), new cameras will be purchased and installed. In addition, a Dell server recording device will be purchased and installed. This server will provide improved recording and retention and supports the Avigilon software, thus allowing FCPS to transition the CTC from the antiquated analog software to the IP-based software.
Acceptance of this $415,000 grant obligates FCPS to expend $21,762 in local monies to complete the project.
Staff recommends acceptance of this grant.
PROCESS STATEMENT: According to FCPS Regulation 500-21, all grant awards over $50,000 must be accepted by the BOE.
PRESENTER(S) & TITLE(S):
Doreen Bass, Grants Management Specialist
Scott Blundell, Director, Safety & Emergency Management
SUBMITTED BY:
Paul A. Lebo, DSL, Chief Operating Officer
PURPOSE OF PRESENTATION: The combined Design Development (DD) and Construction Documents (CD) for the Spring Ridge Elementary School (SRES) and Ballenger Creek Elementary School (BCES) Limited Renovation projects have been developed and are being presented for approval by the Board of Education of Fredrick County (BOE). The DD/CD drawings are the second and third phase of the three-phase design process.
BACKGROUND/SUMMARY: SRES and BCES were recommended for limited renovations in the 2022 FCPS Educational Facilities Master Plan (EFMP), which was approved by the BOE in June 2022. FCPS standard educational specifications for elementary schools, modified for the building size of the existing SRES and BCES, is being used for these limited renovation projects. The newly renovated buildings will have state rated capacities (SRC) of 647 students at SRES and 636 students at BCES. Both schools will meet all current national, state, and local building codes. The design is being developed in accordance with the State of Maryland IAC and DGS requirements. The design builder for this project is MCN Build and the project architect is JMT Architects.
The 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 combined DD/CD documents. Once approved by the BOE, the documents will be submitted to the State IAC and DGS for their review and approval.
PROCESS STATEMENT: SRES and BCES Design Builder selection was approved by the BOE on June 14, 2023. Design started in July 2023, after the initial funding for this project became available.
PRESENTER(S) & TITLE(S):
Thomas Mulligan, Project Manager, Capital Programs
Bill Beschorner, MCN Build
Bill Novian, JMT Architects
SUBMITTED BY:
Paul A. Lebo, DSL, Chief Operating Officer
PURPOSE OF PRESENTATION: The County Executive of Frederick County, and staff from the Frederick County Government and Frederick County Public Schools, will provide an update to the Board of Education of Frederick County (BOE), on the FY2025 Operating and Capital Budgets and the Joint Frederick County and FCPS Construction Work Group.
BACKGROUND/SUMMARY: In the summer of 2023, the Superintendent and County Executive established a school construction ad hoc work group to examine issues related to school construction and the potential for legislative solutions for additional school construction funding. The workgroup met multiple times and developed a series of recommendations for consideration by the BOE and Frederick County Government.
PROCESS STATEMENT: N/A
PRESENTER(S) & TITLE(S):
Ms. Jessica Fitzwater, County Executive, Frederick County
Ms. Jennifer Peterson, Assistant Budget Director, Frederick County Government
Ms. Janice Spiegel, Special Projects Manager, Frederick County Government
Dr. Paul Lebo, Chief Operating Officer, Frederick County Public Schools
SUBMITTED BY:
Paul A. Lebo, DSL, Chief Operating Officer
PURPOSE OF PRESENTATION: To review data for Goal 1 Key Performance Indictors (KPIs) 1, 2, and 4. KPI 1 established a goal to increase the percentage of 9th grade students “on track.” KPI 2 established a goal to increase the percentage of 10th grade students who are college and career ready in math and ELA. KPI 4 established a goal to increase the percentage of 3rd through 8th grade students scoring proficient or better on the math and English/Language Arts Maryland Comprehensive Assessment Program (MCAP).
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. These data have become the system’s new baseline and all School Improvement Process work will align to the new KPIs. These data will continue to be presented for each of the five goal areas throughout the 2023-2024 school year.
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 will be presented across multiple BOE meetings this school year.
PRESENTER(S) & TITLE(S):
Dr. Jamie Aliveto, Chief of Schools & Accountability
Dr. Frank Vetter, Director, Assessment, Data Reporting, & Strategic Improvement
Mark Pritts, Director, School Administration and Instructional Leadership (Elementary Schools)
SUBMITTED BY:
Dr. Jamie Aliveto, Chief of Schools and Accountability
Dr. Mike Markoe, Deputy Superintendent
PURPOSE OF PRESENTATION:
Each year, the Student Member of the Board (SMOB) receives a scholarship from the Board of Education that is paid directly to the student's institution for higher learning. This year, the Student Member of the Board is a junior and will not going to college during the next school year. Therefore, if the FY24 SMOB receives this scholarship during FY25, the Board could, potentially, have two scholarship expenses in one fiscal year, assuming that the next SMOB would be a senior.
PRESENTER(S) & TITLE(S):
Heather Clabaugh, Associate Superintendent of Fiscal Services
**During the approval of the January 10, 2024 agenda, President Yoho tabled this item due to time constraints. This item will be added to a February 2024 Board meeting.
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 appoint members to the Gifts for Education Committee, to receive advice of counsel regarding pending litigation and to receive an update on 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 appoint members to the Gifts for Education Committee, to receive advice of counsel regarding pending litigation and to receive an update on negotiations with the Frederick Administrative and Supervisory Association (FCASA), Frederick County Teachers Association (FCTA) and the Frederick Association of School Support Employees (FASSE).
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: The Family Life Advisory Committee (FLAC) recommended the resource TED-Ed: How do Contraceptives Work?, at the November 14, 2023 FLAC meeting. Although two resources were considered, TED-Ed: How do Contraceptives Work was recommended for approval by the Board of Education. Staff is seeking approval of this resource for use in Health II.
BACKGROUND/SUMMARY: At the October 11, 2023 Board meeting, Board members voted to restore the Board’s position to provide final approval to all materials and resources approved by the Family Life Advisory Committee.
PRESENTER(S) & TITLE(S):
Jamie Hitchner, Curriculum Specialist, Elementary Health and Physical Education
Brian Griffith, Curriculum Specialist, Secondary Health and Physical Education
SUBMITTED BY:
Kevin Cuppett, Ed.D., Chief Academic Officer
Mike Markoe, Ed.D., Deputy Superintendent
PURPOSE OF PRESENTATION:
To provide a Special Education update with a focus on staffing and the audit recommendation pertaining to staffing allocation. Special Education intends to establish a staffing workgroup to explore staffing allocations.
PRESENTER(S) & TITLE(S):
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
PURPOSE OF PRESENTATION: To review the Fiscal Year 2025 (FY2025) Superintendent’s Recommended Operating Budget (SRB) with the Board of Education (Board).
BACKGROUND/SUMMARY: The Superintendent released the FY2025 recommended operating budget on Monday, January 8, 2024. The budget aligns with the Superintendent’s goals and totals $991.58 million. The SRB is 8.94% more than the FY2024 approved operating budget. The SRB is $57.97 million above the Frederick County Government’s maintenance of effort requirement.
The Board is scheduled to hold discussions with individual divisions and departments for FCPS during the budget work session on Wednesday, January 17 from 9:00 a.m. to 3:00 p.m. The Board is scheduled to approve a proposed budget at its January 24, 2024 meeting to take to the Board’s public hearing, scheduled for Wednesday, January 31 at 6:00 p.m. in the Urbana High School auditorium.
PRESENTER(S) & TITLE(S):
Heather Jo Clabaugh, Associate Superintendent of Fiscal Services
SUBMITTED BY:
Heather Jo Clabaugh, Associate Superintendent of Fiscal Services
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.