Staff reviewed the above referenced bid and recommends approval by the Board of Education as part of its consent agenda.

This is to inform the Board that Frederick County Public Schools (FCPS) has joined the above referenced purchasing cooperative.

The purpose of U.S. Communities is to obtain the benefits and efficiencies that can accrue to members of a cooperative and identify qualified vendors of commodities, goods and services.  U.S. Communities was founded by the National Association of Counties, the National League of Cities and the U.S. Conference of Mayors.  All contracts awarded by U.S. Communities are competitively bid and meet the bidding requirements of FCPS.  Recognized public agencies are eligible to join U.S. Communities.

School Construction Budget Amendment 15-08 transfers the remaining surplus of the following projects:  Urbana Elementary School Feasibility Study, Ballenger Creek Elementary School Gym and Cafeteria Floor Replacement, Ballenger Creek Middle School Floor Replacement and Middletown Elementary School Playground and a portion of the surplus 33 Thomas Johnson Drive Warehouse Generator to the Rock Creek School Feasibility project.

Based upon the complexity of the Rock Creek School Feasibility Study project, it has been determined that the original budget allocation will not be sufficient to complete the study.  The project has two distinct objectives – first, the creation of the educational specification for the school and second, the completion of the feasibility study.  In addition, the project includes a significant community engagement effort that we anticipate will take a year to complete.  The uniqueness of the Rock Creek School's current program and the goal of designing for the 21st century will require the selected firm to engage consultants with a refined skillset positioned to perform these tasks.

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.

Staff will be available to answer questions about these projects at the meeting.

PRESENTERS:             Heather Clabaugh, Accountant, Fiscal Services Division

The State of Maryland Public School Construction Program (PSCP) requires each local educational agency to develop an annually updated written Comprehensive Maintenance Plan (CMP).  CMP updates must be approved by the local boards of education.

The PSCP requests that the CMP provide the following:  1) organizational composition (i.e., structure, staffing, and responsibilities); and 2) a description of maintenance activities (e.g., preventive maintenance, unscheduled repair and replacement, and deferred maintenance).  The report is similar to past reports presented on this topic. The executive summary is on page 1 and the maintenance program description is on pages 9-33, which can be found in the backup. 

The PSCP requests that the CMP address the local education agency’s means to satisfy the following objectives:

·   maintain a positive learning environment

·   maintain the value of facility assets

·   mitigate hazards that could affect property loss or occupant safety

·   ensure buildings operate at top efficiency

·   minimize disruptions to the education program

·   conserve energy

The Facilities Services Division regularly solicits PSCP feedback on the structure and content of the Frederick County Public Schools’ (FCPS) CMP.  To date, PSCP has provided no comment to indicate that the FCPS CMP fails to meet its needs and requirements.

It should be noted that certain sections of the Maintenance and Operations Department are going through a process of re-organization. The organizational charts listed in this report reflect the organizational structure as it has been through calendar year 2014. Our next update of this plan will reflect the new organizational structure.

The Facilities Services Division recommends approval of the 2014 update to the Comprehensive Maintenance Plan For Educational Facilities.

PRESENTER: Bob Wilkinson, Director, Maintenance and Operations Departments

GWWO Architects has completed the Construction Document (CD) plans for the replacement of Frederick High School (FHS). The proposed school is approximately 270,533 gross square feet and will accommodate an enrollment of 1,600 students. Design development plans for this facility were approved by the Board of Education of Frederick County (BOE) on June 11, 2014.

The design for the FHS replacement facility is unique compared to previous prototypes used for Tuscarora High, Linganore High, and Oakdale High Schools.  The latest design for FHS, in addition to addressing site constraints, is envisioned to meet the programmatic needs of a 21^st century high school.  Some of the features associated with that vision are portrayed in the design and include open common spaces, bring your own device accessibility, and more group break-out spaces for students. The campus will have an open and inviting atmosphere with a college campus feel.  All programmatic and area requirements of the educational specifications will be met in the new building, including meeting U.S. Green Building Council’s Leadership in Energy & Environmental Design Silver Certification requirements.

As planned, the students will remain in the existing school while the replacement facility is being constructed.  The project is anticipated to be bid in two (2) phases in 2015.  The 2A site package will be bid in early February 2015, with construction planned to begin in May 2015.  The remaining package will be bid in March 2015, and will proceed July 1, 2015, pending funding approval.  The new building is expected to open for students starting with the 2017-18 school year. Demolition of the existing school and final site work will follow the opening of the new building.  The design of the facility has been coordinated with the City of Frederick, Maryland State Department of Education and other applicable regulatory agencies. Frederick County Public Schools (FCPS) curriculum staff, current FHS staff, as well as staff from various departments (Maintenance & Operations, Technology Services, Food and Nutrition Services, Transportation, Security & Emergency Management) were active in the design.

Facilities Services Division staff has prepared a construction newsletter that will continue to be distributed on a regular basis. Meetings with the FHS administration and staff will be held on a regular basis to inform them of the project schedule and activities associated with the project.  The project website and email address continue to be active on the FCPS home page to provide the public with updated information and an avenue to ask questions.

Staff is requesting BOE approval of the CD plans for the building replacement for FHS.

PRESENTERS:  Roger Fritz, Director, Construction Management

  Eric Feiss, Project Architect, GWWO Architects

The Frederick County Public Schools (FCPS) Facilities Services division staff has been reviewing future plans for the development called Linganore Town Center (LTC).  This section of Lake Linganore is located next to Oakdale High School (OHS) and includes about 1,200 residential and commercial buildings.

The developer and Frederick County Planning staff have approached the FCPS staff about a proposal to extend a new road along the southern edge of the OHS property, connecting the LTC project with another future development called Oakdale Village. Part, if not most, of this new road is proposed to be located on the OHS property.  FCPS staff does not support the new road as currently shown since it unnecessarily impacts OHS property.   We have recommended the alignment of the new road be located further south and onto the property owned by the developer, or be eliminated altogether. Frederick County staff has indicated this road provides an important connection between two large residential developments and this consideration supersedes concerns about the loss of property along this edge of the OHS property.  

Per the Board’s request, FCPS staff will present background information concerning this request (see backup document). Jim Gugel, Director of Frederick County Department of Planning and Development Review, will be available to answer questions.

PRESENTERS:   Beth Pasierb, Supervisor of Facilities Planning

   Ray Barnes, Executive Director, Facilities Services Division

At a previous meeting, the Board discussed the option of moving to a quarterly agenda posted on Board Docs regarding future meetings, and instituting a new process for submitting requests for future agenda items. A sample quarterly agenda has been provided for review.

After discussion, the Board will identify how they wish to move forward with the agenda setting process.

PRESENTER:   Mr. Young, Board President

                     Ms. Barrett, Board Vice President

On September 22, 2014, Tom Neumark, president of Frederick Classical Charter School, Inc. provided a letter to the Board of Education (Board) expressing an interest in expanding the existing Frederick Classical Charter School (FCCS) to encompass grades 9-12 (Backup 1). Mr. Neumark indicated the proposal was to start adding one grade per year starting with the 2016-17 school year until the school reached 12^th grade. The goal of FCCS is to allow for the continuation of the classical education for its students in high school. FCCS previously submitted an application which was approved by the Board. FCCS is in its second year of operation under a charter agreement that runs through June 30, 2017.

On behalf of Frederick Classical Charter School, Inc., Mr. Neumark is asking the Board to consider an abbreviated application. Mr. Neumark has specifically asked the Board to streamline the application process for its submittal and allow certain categories to be waived.

In a letter dated October 6, 2014, Joy Schaefer, on behalf of the Board, acknowledged receipt of Mr. Neumark’s letter and asked the Superintendent to evaluate the request and provide a recommendation to the Board (Backup 2).

In accordance with Board Policy 440 Charter Schools, a complete charter application is to be submitted by a charter school applicant by August 1 of the year prior to the proposed starting date. Upon submission of a completed application, the Board is required to render a decision within 120 days and provide a detailed written recommendation with rationale for its decision for approval or denial of the application. FCPS Regulation 400-84 outlines the charter school application process which indicates the following categories that an applicant is to include on its application:

1.    Vision and Mission Statement

2.    Action Plan – Focuses on strategies for developing and delivering educational programs and services, including the provision for special populations.

a.   Philosophy and goals of the program

b.   Education levels to be offered (preschool, elementary, middle, secondary)

c.   Student to teacher ratio

d.   Unique focus of the school program as appropriate (i.e., reclaiming dropouts, utilizing specific instructional programs)

e.   Fully developed curriculum showing alignment with Maryland voluntary state curriculum

f.    Instructional methods to implement the curriculum

g.   Appropriate technology, equipment, libraries and other media available

h.   Length of student instructional day

i.    Extracurricular offerings

j.    Extended day program/supplemental programs - both free and fee-based

k.   Provision for transportation, if appropriate

l.    Building security and safety plan

3.    Desired Educational Results

4.    Student Admission Procedures

5.    Staffing Plan

6.    Management Plan

7.    Facilities Plan

8.    Financial Plan

9.    Community Support

10. Conflict of Interest

11. Waivers

On November 25, 2014, Mr. Neumark (on behalf of FCCS) submitted a detailed description of each area for which FCCS is seeking a waiver from the application submittal, inclusive of rationale (Backup 3).

After reviewing Mr. Neumark’s submittal, Board Policy 440 and FCPS Regulation 400-84, and seeking input from Cabinet members, I recommend the following:

1.    Vision and Mission Statement (do not recommend waiver)

o    It is essential to evaluate and understand applicant’s vision and mission, and how it plans to achieve that vision for a high school, which can be markedly different for a high school than the vision for a K-8 school.

o    Essential to this category of evaluation is how the vision for FCCS correlates with high school graduation requirements from a curricular and instructional scope and sequence, which is significantly different compared to the existing FCCS school structure.

2.    Action Plan (do not recommend waiver)

o    It is recommended that an applicant for a high school charter program include this component, as this represents the most substantive component of the application – the specific action plans and strategies for developing and delivering the educational program and services.

o    This is much different at the high school level to ensure alignment with Maryland standards, as well as scope and sequence of courses leading to graduation requirements (i.e., advanced language options, CTE completer options, advanced technology options, environmental literacy infused curriculum, SSL infused curriculum and college/career education).

o    Guidance services are uniquely different at the high school level.

o    Athletics and clubs are considered a different, and yet important, part of a high school experience as compared to elementary school.

o    Support for special education students to provide accommodations and interventions to meet high school graduation requirements, and ELL populations, is essential to reviewing an application uniquely tailored to a high school audience.

3.    Desired Educational Results (N/A no waiver requested)

4.    Student Admission Procedures (recommend waiving as FCCS has identified its intent to adhere to the same lottery procedures)

5.    Staffing Plan (do not recommend waiver)

o    There are unique staffing needs at a high school, which are different than staffing at the elementary level – small school schedules require teachers to teach across disciplines.

o    Role of school counselors due to college application process and preparation, transcript monitoring of state testing and completion status.

6.    Management Plan (recommend waiving as FCCS has identified its intent for no changes in this area)

7.    Facilities Plan (N/A no waiver requested)

8.    Financial Plan (N/A no waiver requested)

9.    Community Support (do not recommend waiver)

o    It is a core element of reviewing a charter school application to determine the extent of community interest and support.

10. Conflict of Interest (N/A no waiver requested)

11. Waivers (N/A no waiver requested)

I, along with Cabinet members, am available to respond to specific questions the Board may have regarding my recommendation. In addition, Mr. Neumark will be present to provide information about his requests and respond to Board members’ questions.

Presenter:            Theresa R. Alban, Ph.D., Superintendent of Schools

In accordance with Maryland’s Open Meetings Act, General Provisions Article § 3-305, the Board will meet in Closed Session at 3:45 p.m. in the Board Room to receive information regarding upcoming collective bargaining negotiations with the Frederick County Teachers Association and the Frederick Association of School Support Employees.

Nineteen (19) Frederick County Public Schools Maintenance and Operations Department supervisors recently completed coursework compiled and taught by experts in the Facility Management Professionals (FMP).  Completion of this coursework grants the supervisors the FMP credentials as issued by the International Facility Management Association (IFMA).

IFMA is the largest association for Facility Management Professionals with over 24,000 members in 94 countries.  The IFMA vision statement follows: “To serve as the ultimate resource and representative for Facility Management Professionals and to be the leader in promoting excellence in management of the work environment.”

IFMA designed its FMP credentials to improve facility professionals’ knowledge in areas deemed critical by employers.  The credential includes training and testing in four areas:  Operations and Maintenance, Project Management, Finance and Business, and Leadership and Strategy.  The benefits granted by this credential include the following:

• Proliferating a standard foundation of knowledge and terminology
• Ensuring competency and professionalism
• Improving staff loyalty and retention
• Inspiring staff to strive for efficiency and excellence

Achievement of these credentials supports Board of Education of Frederick County (BOE) goals in support of staff development and professional growth.  Members of the staff will be recognized at the BOE meeting for this accomplishment (see backup document).

PRESENTERS: Ray Barnes, Executive Director, Facilities Services Division

                    Jim Whittaker, Chair, IFMA Board of Directors

Board Policy 109 Ethics Policy has editorial changes on page 3 as a result of the new General Provisions Article of the Annotated Code of Maryland. This section of law was transferred from the State Government Article effective October 1, 2014.

The proposed revisions were submitted to the State Ethics Commission in compliance with the Maryland Public Ethics Law. The State Ethics Commission sent written approval of the proposed changes in a letter dated December 16, 2014. (Backup 1)

The revised policy is now presented for Board approval. (Backup 2)

On December 17, 2014, the Board of Education discussed revisions to Board Policy 102 Meetings.  

The proposed changes to the policy are presented for the Board’s approval. (Backup 1)

The Executive Director of Fiscal Services will review the FY2016 Superintendent’s Recommended Budget.  The Superintendent’s Recommended Budget was released on January 7, 2015. 

The BOE is scheduled to hold budget discussions with individual divisions and departments of FCPS during specially scheduled two day budget work sessions on January 21 and 22, 2015 from 9:30 – 4:00.  The BOE is then scheduled to approve a proposed budget at the January 22, 2015 Board meeting to take to the February public hearing.  The BOE public hearing on the Proposed Operating Budget is scheduled for Wednesday, February 4, 2015 at 7:00 p.m. at Oakdale High School.

This item supports the following strategic plan goal:  FCPS will pursue and utilize all resources strategically and responsibly to achieve identified outcomes and inspire public confidence.

Presenter(s):           Leslie Pellegrino, Executive Director of Fiscal Services

The Board will discuss correspondence to be sent to the Governor Elect and the leadership and members of the House Appropriations and Senate Budget and Taxation Committees as the newly elected and returning officials begin to develop the FY 2016 state budget.

The Board will discuss the Maryland College & Career-Ready Standards (MCCRS) and Partnership for the Assessment of Readiness for College and Careers (PARCC) Implementation Review Workgroup's Preliminary Report.  The full document can be found at the following link.

http://marylandpublicschools.org/parccworkgroup/docs/PreliminaryReport_081514.pdf