PRESENTATION OF 4 BID CALENDAR ITEMS
PURPOSE OF PRESENTATION: Staff would like to inform the Board of Education of Frederick County of upcoming bid solicitations.
Bid 18I4, Mathematical Supplies and Calculators
BACKGROUND/SUMMARY: The intent of this solicitation is to establish a contract for the purchase of general math supplies and calculators used in the elementary and secondary math education programs.
PRESENTER(S) & TITLE(S):
Billie Laughland, Purchasing Agent
Peter Cincotta, Curriculum Specialist, Curriculum Instruction & Innovation
RFQ 18MISC17, Qualification of English Language Interpreters
BACKGROUND/SUMMARY: The intent of this solicitation is to qualify applicants to provide English language interpreting services for Frederick County Public Schools.
PRESENTER(S) & TITLE(S):
Billie Laughland, Purchasing Agent
Larry Steinly, Supervisor of English Learners
Bid 18T10, Additional Vehicle Parts and Supplies
BACKGROUND/SUMMARY: The intent of this solicitation is to establish a contract for the purchase of additional vehicle parts and supplies to be used by the Transportation Department.
PRESENTER(S) & TITLE(S):
Shane Ryberg, Purchasing Agent
Mark Maggitti, Fleet Maintenance Manager, Transportation Department
Bid 18C9, Urbana Elementary School Replacement – Construction Stage 1
BACKGROUND/SUMMARY: The intent of this solicitation is to establish a contract for the Urbana Elementary School Replacement – Construction Stage 1. The scope of work includes the following activities: hazardous material abatement, building demolition of the existing Urbana Elementary School and detached Portables located on the site, and site stabilization following demolition in preparation for Construction Stage 2.
PRESENTER(S) & TITLE(S):
Kim Miskell, Assistant Purchasing Manager
Brad Ahalt, Senior Project Manager, Construction Management
SUBMITTED BY:
Stephen P. Starmer, C.P.M., CSBA, Purchasing Manager
Leslie R. Pellegrino, Chief Financial Officer
PURPOSE OF PRESENTATION: Staff would like to inform the Board of Education of Frederick County that Frederick County Public Schools is riding the above contract from Baltimore County, Maryland.
BACKGROUND/SUMMARY: This contract will be utilized by the Transportation Department, Bus Garage for the collection, removal and recycling of waste oils and antifreeze.
PRESENTER(S) & TITLE(S):
Bill Meekins CPPB, CSBO, CPCP, Purchasing Agent
Mark Maggitti, Fleet Maintenance Manager, Transportation
SUBMITTED BY:
Stephen P. Starmer, C.P.M., CSBA, 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 repair, replacement, and new installation of chain link fencing, gates, and associated hardware.
PRESENTER(S) & TITLE(S):
Bill Meekins, CPPB, CSBO, CPCP, Purchasing Agent
Gary Barkdoll, FMP, Manager of Maintenance Projects and Grounds, Maintenance Department
SUBMITTED BY:
Stephen P. Starmer, C.P.M., CSBA, 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: This recommendation is to renew the contract with Great Schools Partnership, Inc. to add Phase III of Professional Development Services for Competency Based Learning.
PRESENTER(S) & TITLE(S):
Billie Laughland, Purchasing Agent
Kevin Cuppett, Executive Director, Curriculum, Instruction & Innovation
SUBMITTED BY:
Stephen P. Starmer C.P.M., CSBA, Purchasing Manager
Leslie R. Pellegrino, Chief Financial Officer
PURPOSE OF PRESENTATION: Staff seeks approval of revised Other Post-Employment Benefits (OPEB) Trust Agreement, Attachment C.
BACKGROUND/SUMMARY: At the May 23, 2018 Board meeting, the Board approved several documents which initiated the dissolution of the Other Post-Employment Benefits (OPEB) Master Trust. This Master Trust was an investment pooling vehicle between the Frederick County Government and the Frederick County Board of Education OPEB Trusts. This temporary arrangement was meant to help establish in size, the two trusts as well as take advantage of the Frederick County Government’s expertise with large trusts and gain economy of scale savings for investment costs.
The Board approved all of the associated documents except for Attachment C, Retiree Benefit Trust of Frederick County Public Schools, Trust Agreement. The discussion that evening revolved around the composition of the Investment Committee as proposed on page 9 of the document. Suggestions to add a Board member as liaison and to add community members were discussed.
Attached for approval is a revised Trust Agreement. The change to the Investment Committee composition now includes two members of the community with investment knowledge and/or background, as well as a Board liaison. See page 9 for the details. This increases the size of the committee from 7 voting members to 9. Procedures will be established to advertise for and bring forth to the Board, appointments to the committee.
Staff seeks approval of the revised Trust Agreement.
PRESENTER(S) & TITLE(S):
Leslie Pellegrino, Chief Financial Officer
SUBMITTED BY:
Leslie Pellegrino, Chief Financial Officer
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 July - September 2018 Quarterly Agenda is attached for review and discussion. It will be submitted for Action Consent at the next board meeting.
PRESENTER(S) & TITLE(S):
Mr. Young, Board President
SUBMITTED BY: Mr. Young, Board President
PURPOSE OF PRESENTATION:
FIRST READING
PROCESS STATEMENT:
On May 23, 2018, the Policy Committee reviewed changes to Policy 205 Fiscal Procedures.
Recommended edits to Policy 205 are presented for the Board of Education’s review and discussion. (backup1)
PRESENTER(S) & TITLE(S):
Elizabeth Barrett, Ken Kerr, and Joy Schaefer, Board of Education Members
Jamie Cannon, Chief of Staff and Legal Counsel
Leslie Pellegrino, Chief Financial Officer
SUBMITTED BY:
Jamie Cannon, Chief of Staff and Legal Counsel
PURPOSE OF PRESENTATION:
SECOND READING
PROCESS STATEMENT:
On March 28, 2018, the Policy Committee reviewed Policy 421 Student Education Records (updated title). The Policy Committee also reviewed Policy 406 Requests to Change a Child’s Name, and it was recommended that Policy 406 be deleted and merged into Policy 421.
The Policy Committee reviewed relevant sections of law as posted in the following BoardDocs link:
http://www.boarddocs.com/mabe/fcps/Board.nsf/goto?open&id=AWWPXY669F02
On May 9, 2018, the Board of Education (Board) discussed recommended edits to Policy 421 and the proposed deletion of Policy 406 which are now presented for the Board’s second reading. (backup1 and backup2)
FCPS Regulation 400-20 Student Records and FCPS Regulation 400-60 Placement of Students Charged with a Reportable Offense Off Campus are both attached to provide context and information. (backup3 and backup4)
PRESENTER(S) & TITLE(S):
Elizabeth Barrett, Ken Kerr and Joy Schaefer, Board of Education Members
Jamie Cannon, Chief of Staff and Legal Counsel
SUBMITTED BY:
Jamie Cannon, Chief of Staff and Legal Counsel
PURPOSE OF PRESENTATION:
THIRD READING
PROCESS STATEMENT:
On August 23, 2017 and January 24, 2018, the Policy Committee reviewed changes to Policy 439 Dress Code for Students. At the Policy Committee’s request, Jamie Cannon, Chief of Staff and Legal Counsel, solicited feedback from the Frederick County Association of Student Councils Executive Board and the Principals Advisory Council.
On March 14, 2018 and March 28 2018, the Board of Education (Board) reviewed recommended edits to Policy 439. The Board requested a survey from a representative sample of principals and teachers on the student dress code policy changes. Those survey results were sent to the Board on June 1, 2018 for review.
Policy 439 is presented today for the Board’s third reading. (backup1)
PRESENTER(S) & TITLE(S):
Elizabeth Barrett, Ken Kerr and Joy Schaefer, Board of Education Members
Jamie Cannon, Chief of Staff and Legal Counsel
SUBMITTED BY:
Jamie Cannon, Chief of Staff and Legal Counsel
PURPOSE OF PRESENTATION:
The Schematic Design (SD) documents for the Rock Creek School replacement project have been developed and are being presented for approval by the Board of Education of Frederick County (BOE). The SD submission presentation shows the site plan, building orientation, floor plans, and proposed building elevations for the new school. The SD drawings are the first phase of the three-phase design process.
BACKGROUND/SUMMARY:
The new Rock Creek School is to be designed so that it continues to provide special education programs for FCPS students ages 3-21 that have complex medical conditions and severe intellectual, physical, emotional, hearing, and learning disabilities. The location of the new Rock Creek School will be on the same campus as Walkersville Middle School. This location was approved by the BOE in December 2017.
The educational specifications and the architect selection were approved by the BOE in November 2015, and the project received BOE approval of the feasibility study in August, 2016.
The project architect is Proffitt & Associates and the construction manager is Dustin Construction, Inc.
The new Rock Creek School design will have a state rated capacity (SRC) of 120 students, and will be a single-story facility comprised of approximately 88,950 gross square feet, less any add/alternates. The base bid design has incorporated three (3) main clusters (elementary, middle and high/vocational) that each have five (5) general purpose classrooms as well as a shared learning space. In addition to classrooms, there is a therapy pool, courtyard, gymnasium, and all the appropriate vocational and maker/music labs. There are also four (4) add-alternates for the project: Parks & Recreation Gym, Alternate Education Wing, Greenhouse, and Future Expansion.
The new RCS replacement will be an energy efficient building that meets, at a minimum, USGBC LEED Silver certification requirements, current local building codes of the authorities having jurisdiction, and the educational program specifications. The design is to be performed in accordance with the State of Maryland IAC and DGS requirements.
Bidding of the project is expected to take place during the summer of 2019, and construction will begin that fall. The substantial completion date for construction is March, 2021 and the new RCS is expected to be open and occupied for school by September 2021.
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.
The SD has been completed for the Rock Creek School replacement project, and the FCPS Construction Management Department and the project team is recommending approval. The SD documents are presented for your review and approval (see backup 1 and 2).
After receiving approval from the BOE, the SD documents will be submitted to the State IAC for their review and approval.
PROCESS STATEMENT: N/A
PRESENTER(S) & TITLE(S):
Ms. Kori Purdom, Proffitt and Associates
Mr. Brian Staiger, FCPS Construction Management Senior Project Manager
SUBMITTED BY: Paul Lebo, Chief Operating Officer
In accordance with Maryland’s Open Meetings Act, General Provisions Article § 3-305(b), (1), (2) and (9), the Board will meet in Closed Session at 4:00 pm. in conference room 5A to consider matters related to an appeal process, negotiations with the Frederick County Teachers Association (FCTA), and appointment of members to the Frederick County Career and Technology Advisory Council.
PURPOSE OF PRESENTATION: To recognize Ms. Tracy Hilliard as the recipient of the 2018 National Distinguished Principal Award for Maryland.
BACKGROUND/SUMMARY:
Tracy Hilliard is the principal of Centerville Elementary School. She is known for her work to advance student achievement and support and enrich her staff. She consistently encourages staff to bring forth new ideas and initiatives to move the school forward and leads and joins staff in professional learning opportunities. In recognition of her exceptional leadership, Ms. Hilliard has been named the 2018 National Distinguished Principal for Maryland.
The National Distinguished Principals program was established in 1984 to recognize excellence in school leadership. The National Association of Elementary School Principals (NAESP) and the Maryland Association of Elementary School Principals (MAESP) collaborated in presenting the annual award to Ms. Hilliard.
PRESENTER(S) & TITLE(S):
Michael Doerrer, Director of Communications, Community Engagement and Marketing, will briefly introduce the award.
Mark Pritts, Instructional Director of Elementary Schools, will then introduce Ms. Hilliard.
President Young will present Ms. Hilliard with a Board pin while inviting other Board members to make comments. He will then invite Ms. Hilliard to make comments.
SUBMITTED BY: Mike Markoe, Ed.D., Deputy Superintendent
PURPOSE OF PRESENTATION: To recognize six category winners and the overall Central Office Support Staff person and School-based Support Staff person of the Year.
BACKGROUND/SUMMARY: Since 2008, Frederick County Public Schools (FCPS) has recognized outstanding members of its support staff with the FCPS Support Employee of the Year awards. This year, one employee from eight broad job classifications has been selected for recognition. From the eight, one will be named the FCPS School-based Support Employee of the Year and the other Central Office Support Employee of the Year. All category winners will receive a trophy. In addition to the trophy, the top two employees will receive a $100 cash award, one extra personal day which he or she must use by the end of the 2018/2019 school year, and a Board of Education of Frederick County (BOE) pin.
PROCESS STATEMENT:
Dr. Alban will recognize the first six category winners and present each with a trophy. She will then announce the names and recognize the 2018 FCPS School-based Support Employee of the Year and Central Office Support Employee of the Year.
Category winners are as follows:
School-based Secretary of the Year: Robin Hemp, Tuscarora High
Bus Assistant of the Year: Donna Zoberbier
BOE president Brad Young will present the 2018 FCPS School-based Support Employee of the Year and the Central Office Support Employee of the Year with a BOE pin.
BOE president Brad Young will ask a FASSE representative, to provide a few brief comments about the contributions of support employees and this award.
PRESENTER(S) & TITLE(S): Michael Doerrer, Director of Communications, Community Engagement and Marketing
SUBMITTED BY: Mike Markoe, Ed.D., Deputy Superintendent
PURPOSE OF PRESENTATION: To recognize our Substitute of the Year
BACKGROUND/SUMMARY: This is the second year that FCPS is recognizing the Substitute of the Year. This award recognizes an outstanding substitute including substitute teacher, long term substitute, special education instructional assistant substitute, or charter school instructional assistant substitute, who takes initiative to go beyond the basic job duties, and demonstrates exceptional skill and dedication. Our winner will receive a trophy, a $100 cash award and a Frederick County BOE pin.
PROCESS STATEMENT: Anne Paxton will provide an introduction to the award, Dr. Alban will recognize the Substitute of the Year; Juana Anderson, Substitute Teacher
PRESENTER(S) & TITLE(S): Anne Paxton, Personnel Officer/Substitute Manager
SUBMITTED BY: Paula Lawton, Director of Human Resources
In accordance with Maryland’s Open Meetings Act, General Provisions Article § 3-305(b), (1), (2) and (9), the Board will meet in Closed Session at 4:00 pm. in conference room 5A to consider matters related to an appeal process, negotiations with the Frederick County Teachers Association (FCTA), and appointment of members to the Frederick County Career and Technology Advisory Council.
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: Staff recommends Board approval of recently displayed textbooks.
BACKGROUND/SUMMARY: The textbook(s) listed on the attached memorandum were on public display at the C. Burr Artz Library and the Frederick County Public Schools Central Office Building at 191 South East Street, Frederick, from May 7-12, 2018.
PROCESS STATEMENT: FCPS Regulation 500-38, "D. Approval of textbooks intended for instructional use with students must be approved by the Board prior to purchase."
PRESENTER(S)/TITLE(S): N/A
SUBMITTED BY: Mike Markoe, Ed.D., Deputy Superintendent
PURPOSE OF PRESENTATION:
The Schematic Design (SD) documents for the Rock Creek School replacement project have been developed and are being presented for approval by the Board of Education of Frederick County (BOE). The SD submission presentation shows the site plan, building orientation, floor plans, and proposed building elevations for the new school. The SD drawings are the first phase of the three-phase design process.
BACKGROUND/SUMMARY:
The new Rock Creek School is to be designed so that it continues to provide special education programs for FCPS students ages 3-21 that have complex medical conditions and severe intellectual, physical, emotional, hearing, and learning disabilities. The location of the new Rock Creek School will be on the same campus as Walkersville Middle School. This location was approved by the BOE in December 2017.
The educational specifications and the architect selection were approved by the BOE in November 2015, and the project received BOE approval of the feasibility study in August, 2016.
The project architect is Proffitt & Associates and the construction manager is Dustin Construction, Inc.
The new Rock Creek School design will have a state rated capacity (SRC) of 120 students, and will be a single-story facility comprised of approximately 88,950 gross square feet, less any add/alternates. The base bid design has incorporated three (3) main clusters (elementary, middle and high/vocational) that each have five (5) general purpose classrooms as well as a shared learning space. In addition to classrooms, there is a therapy pool, courtyard, gymnasium, and all the appropriate vocational and maker/music labs. There are also four (4) add-alternates for the project: Parks & Recreation Gym, Alternate Education Wing, Greenhouse, and Future Expansion.
The new RCS replacement will be an energy efficient building that meets, at a minimum, USGBC LEED Silver certification requirements, current local building codes of the authorities having jurisdiction, and the educational program specifications. The design is to be performed in accordance with the State of Maryland IAC and DGS requirements.
Bidding of the project is expected to take place during the summer of 2019, and construction will begin that fall. The substantial completion date for construction is March, 2021 and the new RCS is expected to be open and occupied for school by September 2021.
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.
The SD has been completed for the Rock Creek School replacement project, and the FCPS Construction Management Department and the project team is recommending approval. The SD documents are presented for your review and approval (see backup 1 and 2).
After receiving approval from the BOE, the SD documents will be submitted to the State IAC for their review and approval.
PROCESS STATEMENT: N/A
PRESENTER(S) & TITLE(S):
Ms. Kori Purdom, Proffitt and Associates
Mr. Brian Staiger, FCPS Construction Management Senior Project Manager
SUBMITTED BY: Paul Lebo, Chief Operating Officer
PURPOSE OF PRESENTATION: To review the end of the 2018-2019 school year calendar.
BACKGROUND/SUMMARY: Recent legislation has allowed school systems to extend the school year by five days without a waiver.
PROCESS STATEMENT: The Board of Education previously approved the 2018-2019 academic school year calendar. With the passing of legislation to extend the school year by five days, the Board will need to review the June 2019 calendar. Staff is recommending that five (5) snow days be added to the end of the school year.
PRESENTER(S) & TITLE(S): Tracey Lucas, Executive Director School Administration and Leadership
SUBMITTED BY: Tracey Lucas, Executive Director School Administration and Leadership
This topic was discussed at the May 23, 2018 Board of Education of Frederick County work session with consent requested on June 13, 2018.
PURPOSE OF PRESENTATION: Staff requests approval of the proposed scope of work for the upcoming Urbana area redistricting study.
BACKGROUND/SUMMARY: The new Sugarloaf Elementary School (ES), located on Stone Barn Drive in Urbana, will be completed in the summer of 2018. To facilitate the demolition and replacement of the existing Urbana ES, students and faculty will be relocated to the new Sugarloaf school building until the new Urbana Elementary School is completed. Both Urbana Elementary and Sugarloaf Elementary schools will then open in fall 2020. Nine hundred and thirty-nine new elementary seats will be added to the Urbana area when these two schools open.
PROCESS STATEMENT: A redistricting study is required to establish the attendance boundary and feeder pattern for the new Sugarloaf ES. The study is expected to take 12 months to complete beginning in the summer of 2018. Completion of the study in the summer of 2019 will allow time for the implementation of the approved redistricting recommendations.
Maps showing current attendance boundaries and location of Sugarloaf ES can be found in backup 1. Attendance areas to be included in this study are highlighted on the maps. While the Urbana community will be the primary focus of the study, adjoining attendance areas are also included to allow for the greatest flexibility of adjusting attendance boundaries. Urbana Middle and High school boundaries may also need to be adjusted to align with changes to the elementary attendance boundaries and to balance enrollments.
The scope of work, schedule and communication plan is included in backup 2.
PRESENTER(S) & TITLE(S):
Beth Pasierb, Supervisor of Facilities Planning
Paul Lebo, Chief Operating Officer
SUBMITTED BY:
Paul A. Lebo, Chief Operating Officer
PURPOSE OF PRESENTATION: To present the 2018 Draft Superintendent’s Recommended Educational Facilities Master Plan (EFMP).
BACKGROUND/SUMMARY: Each year, the Board of Education of Frederick County (BOE) reviews and updates the ten-year EFMP for the Frederick County Public Schools. This plan serves a number of purposes, some of which include the following:
PROCESS STATEMENT: The Draft Superintendent’s Recommended EFMP is presented to the BOE for information and discussion. The BOE is scheduled to approve the plan at the June 27, 2018 BOE meeting. The approved EFMP is the basis for capital funding requests submitted to the state and county in early October 2018. Electronic copies of the plan can be found at https://www.fcps.org/facilities/educational-facilities-master-plan
PRESENTER(S) & TITLE(S):
Beth Pasierb, Supervisor, Facilities Planning
Holly Nelson, Facilities Planner
SUBMITTED BY:
Paul A. Lebo, Chief Operating Officer