PRESENTATION OF 6 BID CALENDAR ITEMS

PURPOSE OF PRESENTATION:  Staff would like to inform the Board of Education of Frederick County of upcoming bid solicitations.

Bid 17C10, Urbana High School Auditorium Renovation

BACKGROUND/SUMMARY:   The intent of this solicitation is to renovate components of the auditorium built with the original school in 1995.  The scope of work will include a new stage rigging system, new fire curtain, repairs to the wood stage floor, and new LED house lighting. 

PRESENTER(S) & TITLE(S):

Kim Miskell, Assistant Purchasing Manager

Brian Staiger, Construction Management, Senior Project Manager

Bid 17C13, Hillcrest Elementary and Rock Creek School Generator Replacements

BACKGROUND/SUMMARY:   The intent of this solicitation is to replace the original 1988 generator at Hillcrest Elementary School and install a new generator at Rock Creek School where none currently exists. 

PRESENTER(S) & TITLE(S):

Kim Miskell, Assistant Purchasing Manager

Thomas Mulligan, Construction Management, Project Manager III

Bid 17M8, Tree Maintenance Services

BACKGROUND/SUMMARY:   The intent of this solicitation is to establish a contract for tree trimming and removal services.

PRESENTER(S) & TITLE(S):

Billie Laughland, Purchasing Agent

Gary Barkdoll, Maintenance Projects and Grounds Manager

RFQ 17MISC7, Moving Services

BACKGROUND/SUMMARY:  The intent of this solicitation is to establish a contract to qualify and select vendor(s) to provide various moving services for Frederick County Public Schools (FCPS).

PRESENTER(S) & TITLE(S):

Bill Meekins CPPB, CPCP, Purchasing Agent

Brian Staiger, Construction Management, Senior Project Manager

Bid 17MISC8, Avaya Voice System Maintenance

BACKGROUND/SUMMARY:  The intent of this solicitation is to establish a contract for maintenance of the FCPS voice system (Avaya).  This contract will cover monitoring, technical support and software upgrades.

PRESENTER(S) & TITLE(S):

Bill Meekins CPPB, CPCP, Purchasing Agent

Chris Bohner, Supervisor of IT Infrastructure, Technology Infrastructure

Bid 17MISC9, Technology Infrastructure External Security Penetration Testing Services

BACKGROUND/SUMMARY:  The intent of this solicitation is to establish a contract for testing the security and integrity of the FCPS technology infrastructure.  Services will include analyzing the internal network and attempting to access the system from an external perspective.

PRESENTER(S) & TITLE(S):

Bill Meekins CPPB, CPCP, Purchasing Agent

Edward Gardner, Director of Technology and Infrastructure

SUBMITTED BY: 

Stephen P. Starmer, C.P.M., CSBA, Purchasing Manager

Leslie R. Pellegrino, Chief Financial Officer

PURPOSE OF PRESENTATION:  Staff is presenting the Capital Improvement Program Project Status Report for information only.

BACKGROUND/SUMMARY:  Attached for your information is a copy of the County requested “Capital Improvement Program (CIP) Project Status Report” for the quarter ending December 31, 2016.

This report provides information concerning the financial status for all projects currently active with the construction fund, and for projects that are completed but have a remaining budget balance.  The document lists the projects in three categories – major projects (new schools, major renovations and additions), systemic renovation projects and closed projects.  Details concerning an individual project are available upon request.  Please note projects solely funded by the State are excluded from this report.

PRESENTER(S) & TITLE(S):  Heather Jo Clabaugh, Budget Officer

SUBMITTED BY:  Leslie 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:  This recommendation is to renew the contract for grass mowing services.

PRESENTER(S) & TITLE(S):

Billie Laughland, Buyer Specialist

John Carnahan, Custodial Services Manager, Operations and Safety  

SUBMITTED BY: 

Stephen P. Starmer, C.P.M., Purchasing Manager

Leslie R. Pellegrino, Chief Financial Officer

PURPOSE OF PRESENTATION:  Staff seeks approval of School Construction Budget Amendment #17-03.

BACKGROUND/SUMMARY:  Budget Amendment #17-03 recognizes the reversion of state funds for the following projects:  Emmitsburg Elementary Roof Top Unit Phase I (QZAB), Valley Elementary Boiler Replacement and New Market Middle Windows and Doors.

The level of state funds originally allocated for these projects by the State Public School Construction Program exceeded what was necessary to complete the project.  State funding was reduced due to favorable bids received for the projects.  The funds will be reverted to the state and will be available for future FCPS projects.

PRESENTER(S) & TITLE(S):  Heather Jo Clabaugh, Budget Officer

SUBMITTED BY:  Leslie Pellegrino, Chief Financial Officer

PURPOSE OF PRESENTATION:   Per the Board's request, attached is the Statement of Work drafted to begin the procurement process for IV&V Security Services to perform a quarterly External Security Penetration Test of the FCPS systems (in line with the MS-ISAC recommendations for MSDE).

PRESENTER(S) & TITLE(S):

Ted Gardner, Director, Technology Infrastructure

SUBMITTED BY: 

Ted Gardner, Director, Technology Infrastructure

Mike Markoe, Ed.D., Deputy Superintendent

PURPOSE OF PRESENTATION:  To review baseline data for Goal 2 measures in the FCPS Strategic Plan.

BACKGROUND/SUMMARY:  In the 2015-2016 school year, Frederick County Public Schools (FCPS) initiated a new 5 year Strategic Plan containing 5 Aspirational Goals, 10 Priorities (2 per goal), and subsequent measurable goals.  Goal 2 states that FCPS will hire, support, and retain staff who champion individual, professional, and student excellence.  Measures include diversity of staff, employee participation in programs to receive advanced certification, perceptual survey data regarding customer service from FCPS staff and availability and quality of professional development offerings, awareness of career pathways, staff promotions, and stay interview data.  Goals 1, 3, 4, and 5 have already been presented to the BOE.  This is the final FCPS Strategic Plan baseline goal report.  The next set of annual updates will begin after July 1, 2017.

PROCESS STATEMENT:  A cross-departmental Strategic Plan Reporting workgroup was established to facilitate reporting on each goal.  Baseline 2015-2016 measures from various departments were collected by the department of System Accountability and School Improvement (SASI). When a measurable goal states that “survey responses indicating a positive response in the following areas will increase by X% until reaching X%,” the Board will establish the percent increase desired. The second annual survey administration window has closed.  Data from the second survey administration will be reported with the second round of goal reporting.

PRESENTER(S) & TITLE(S):

Jamie Aliveto, Director, System Accountability and School Improvement

SUBMITTED BY: 

Jamie Aliveto, Director, System Accountability and School Improvement

Mike Markoe, Ed.D., Deputy Superintendent

In accordance with Maryland’s Open Meetings Act, General Provisions Article § 3-305(b),(1), the Board will meet in Closed Session at 4:30 p.m. in Conference Room 1A to consider matters that relate to a personnel matter and an appeal. 

In accordance with Maryland’s Open Meetings Act, General Provisions Article § 3-104, the Board met on January 11, 2017 in Administrative Function at 4:30 pm. in Conference Room 1A to receive an update and information regarding a recent incident within the school system and community, and on the student data incident.

In accordance with Maryland’s Open Meetings Act, General Provisions Article § 3-104, the Board met on January 18, 2017 in Administrative Function at 2:45 pm. in Conference Room 1A to receive updates on the following:  student data incident and pending issue regarding an internal Board matter.

In accordance with Maryland’s Open Meetings Act, General Provisions Article § 3-305(b),(1), the Board will meet in Closed Session at 4:30 p.m. in Conference Room 1A to consider matters that relate to a personnel matter and an appeal.  

The Board welcomes and encourages public comment. With the exception of confidential and personnel related matters, and issues pending in appeals to a local or State Board, individuals may speak about matters relating to the school system. If individuals have specific concerns relating to the actions of staff members, such concerns may be communicated to the superintendent who will address the concern with the appropriate staff or if the concern is about the superintendent an individual may share that concern with the Board through written or private verbal communication.

If you are speaking as an individual you have up to 3 minutes and I ask that when the buzzer goes off that you complete your thoughts.  On behalf of an organization you have up to 5 minutes.

PURPOSE OF PRESENTATION:  To proclaim the week of February 6–10 as National School Counseling Week in Frederick County Public Schools.

BACKGROUND/SUMMARY:  National School Counseling Week, sponsored by the American School Counselor Association (ASCA), will be celebrated February 6–10, 2017.  The celebration of National School Counseling Week highlights the tremendous impact school counselors have in helping students achieve academic success and career readiness.  Frederick County Public Schools (FCPS) is fortunate to employ 37 high school, 36 middle school and 39 elementary school counselors.  We also have school counselors at the Heather Ridge School, Rock Creek School, FCPS Virtual School, Career and Technology Center, the Success Program and English Language Learning (ELL) Program.

PROCESS STATEMENT:  With the ultimate goal of removing barriers to learning, school counselors address the personal, social, emotional, academic and career needs of students.  Through collaboration with school staff, parents/guardians and community members, school counselors access and organize supports necessary for student success.  In an effort to recognize the dedication, diligence and compassion of all FCPS counselors, it is requested that the Board of Education of Frederick County adopt the ASCA resolution and encourage students, staff and community members to celebrate National School Counseling Week.

Annually, the Frederick County Association of Counselor Development recognizes a Counselor of the Year at each academic level.  Janet Shipman will introduce the following school counselors for recognition by the Board:  Jonathan Walton, Urbana High School; Sarah Gunter, West Frederick Middle School; and Greta Nettleton, Lewistown Elementary School.

PRESENTER(S) & TITLE(S):

Janet Shipman, Coordinator of School Counseling and Student Support

SUBMITTED BY:

Tracey Lucas, Executive Director School Administration and Leadership

PURPOSE OF PRESENTATION:  

To begin discussion on developing a Board policy for outlining expectations for responding to reports of data breach incidents, as well as directing the Superintendent to establish a regulation to execute the intent of the policy in compliance with best practices and legal requirements.

BACKGROUND/SUMMARY: 

At the Board’s request, attached is a draft policy and regulation for Board discussion incorporating expectations for a prompt and thorough response when notification is received of a data breach incident, and corresponding regulation outlining responsibilities for notification and mitigation, as well as the role of the incident response team.

Board Policy 207 Data Breach Notification (backup1)

FCPS Regulation 200-31 Data Breach Response Process (backup2)

Jamie Cannon, Chief of Staff and Legal Counsel; Edward (Ted) Gardner, Director of Technology Infrastructure; and Chris Bohner, Supervisor of Networks and Security, conferred in developing the attached documents and they will be available to respond to specific questions raised by the Board.

PRESENTER(S) & TITLE(S):

Jamie R. Cannon, Esquire - Chief of Staff and Legal Counsel

Edward (Ted) Gardner - Director of Technology Infrastructure

Chris Bohner – Supervisor of Networks and Security

SUBMITTED BY: 

Jamie R. Cannon, Esquire – Chief of Staff and Legal Counsel

PURPOSE OF PRESENTATION:  The Board of Education of Frederick County (BOE) needs to approve Fiscal Year 2018 proposed operating budget to take to the February 1, 2017 public hearing.

BACKGROUND/SUMMARY:  The Superintendent released her Superintendent’s Recommended Budget on January 9, 2017.  The BOE was briefed on her budget at the January 11, 2017 regular BOE meeting.  The BOE held a special work session with FCPS staff on January 18, 2017 to review individual departmental budgets.  At the January 25, 2017 meeting, the BOE will need to decide if they will take the Superintendent’s Recommended Budget to public hearing or if any modifications will be made.

The BOE public hearing on the proposed operating budget is scheduled for Wednesday, February 1, 2017 at 7:00 p.m. at Oakdale High School.

Attached for reference is the Fiscal Year 2018 Superintendent’s Recommended Budget and departmental budget requests.

PRESENTER(S) & TITLE(S):

Leslie Pellegrino, Chief Financial Officer

SUBMITTED BY: 

Leslie Pellegrino, Chief Financial Officer

PURPOSE OF PRESENTATION:  

Draft policy and review current Policy 101.

BACKGROUND/SUMMARY: 

Policy 101 Organization of the Board outlines the structure of the Board of Education of Frederick County (Board).

PROCESS STATEMENT: 

At the October 19, 2016 Board meeting, Board members looked at sample policies from other counties in Maryland and the ad hoc committee, consisting of Elizabeth Barrett, April F Miller and Joy Schaefer drafted the attached document, Policy Development and Adoption.  

PURPOSE:  To establish a definition of policy and a consistent process for policy development, evaluation of implementation, policy review and updating.

PRESENTER(S) & TITLE(S):

Elizabeth Barrett, April F Miller, Joy Schaefer, Board of Education Members

SUBMITTED BY: 

Joy Schaefer, Board of Education Member

Legislative Liaison Joy Schaefer will report on legislation introduced regarding Children with Disabilities for the Boards information.  

HB 174 Education - Children with Disabilities - Individualized Education Program Process - Parental Consent

http://mgaleg.maryland.gov/2017RS/bills/hb/hb0174F.pdf

Draft Bill 7lr1169 Individualized Education Programs - Burden of Proof in Due Process Hearings and Studies

PURPOSE OF PRESENTATION:  N/A

BACKGROUND/SUMMARY: 

Frederick County Public Schools (FCPS) has been awarded a $1,000 grant from the NFL Foundation to support Frederick High School’s football program.

Grant funds will be used to purchase helmets and shoulder pads for Frederick High School’s football team.

Acceptance of this $1,000 grant from the NFL Foundation does not obligate FCPS to expend additional local resources.  Staff recommends approval of this grant.

PROCESS STATEMENT:  N/A

PRESENTER(S) & TITLE(S):  N/A

SUBMITTED BY: 

Tracey Lucas, Executive Director, School Administration & Leadership

Michael Markoe, Ed.D., Deputy Superintendent

PURPOSE OF PRESENTATION:  N/A

BACKGROUND/SUMMARY: 

Frederick County Public Schools (FCPS) has been awarded a $3,000 grant from Lowe’s Toolbox for Education program to support a beautification project at Ballenger Creek Middle School.

Grant funds will be used to purchase basketball poles, hoops and nets ($1,600) and nets for the tennis court ($700).  A small sitting area adjacent to the courts will be installed that will include paving stones, a bench and flowering shrubs ($700). Community volunteers and youth organizations will participate in a school-wide cleanup and install the hoops, nets and sitting area.

Acceptance of this $3,000 grant does not obligate FCPS to expend additional local resources.  Staff recommends approval of this grant.

PROCESS STATEMENT:  N/A

PRESENTER(S) & TITLE(S):  N/A

SUBMITTED BY: 

Tracey Lucas, Executive Director, School Administration & Leadership

Michael Markoe, Ed.D., Deputy Superintendent

PURPOSE OF PRESENTATION:  N/A

BACKGROUND/SUMMARY: 

Frederick County Public Schools (FCPS) has been awarded a $500 grant from the Community Foundation of Frederick County to support Brunswick Elementary School.

Grant funds will be used to purchase 20 copies of “Read for Real” non-fiction books from Zaner Bloser.  The books will be used in grades 2 – 4 as part of classroom instruction.

Acceptance of this $500 grant does not obligate FCPS to expend additional local resources.  Staff recommends approval of this grant.

PROCESS STATEMENT:  N/A

PRESENTER(S) & TITLE(S):  N/A

SUBMITTED BY: 

Tracey Lucas, Executive Director, School Administration & Leadership

Michael Markoe, Ed.D., Deputy Superintendent