In accordance with Maryland’s Open Meetings Act, General Provisions Article § 3-305(b), (9) the Board met in Closed Session on 4/8/20 at 3:55 pm via teleconference to receive an update on negotiations with the Frederick County Administrative and Supervisory Association (FCASA), the Frederick County Teachers Association (FCTA) and the Frederick Association of School Support Employees (FASSE).

PRESENTATION OF 2 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 20A3, Facility and Program Assessment for Four Schools - Architect Selection:

BACKGROUND/SUMMARY:  The intent of this solicitation is to establish a contract for architectural and engineering services for an assessment to evaluate the potential limited renovations needs of four elementary schools.  The assessment will include the physical condition of all building systems, as well as, conformance to current FCPS educational specifications.  The four elementary schools under consideration are Emmitsburg, Lewistown, Thurmont and Wolfsville.

PRESENTER(S) & TITLE(S):

Kim Miskell, CSBO, Assistant Purchasing Manager

Adnan Mamoon, Director of Capital Programs, Capital Programs Department

RFP 20MISC13, Stop Loss Insurance:

BACKGROUND/SUMMARY: The intent of this solicitation is to establish a contract to provide stop loss insurance (referred to as Excess Risk Insurance) to pay eligible medical claims that exceed a “cap” for current employees and retirees (under the age of 65).

PRESENTER(S) & TITLE(S):

Kim Miskell, Assistant Purchasing Manager

Donna Clabaugh, Senior Manager, Employee Benefits

SUBMITTED BY: 

Kerri Koopman CPPB, CPPO, 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 (FCPS) will be riding the above contract from The Interlocal Purchasing System (TIPS).

BACKGROUND/SUMMARY: This contract will be utilized by the Maintenance and Facilities department for replacement of turf fields at Middletown High and Oakdale High.  The work is to take place during the summer. 

PRESENTER(S) & TITLE(S):

Bill Meekins CPPB, CPPO, CSBO, CPCP, Purchasing Agent

Brian Staiger, Senior Project Manager, Construction Management

SUBMITTED BY: 

Kerrie Koopman CPPB, CPPO, 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 removal and reconstruction of the parking and roadways at Catoctin High School.  This contract will improve the site logistics, traffic patterns and security by providing increased site lighting.

PRESENTER(S) & TITLE(S):

Kim Miskell, CSBO, Assistant Purchasing Manager

Thomas Mulligan, Project Manager III, Construction Management

SUBMITTED BY: 

Kerrie Koopman CPPB, CPPO, 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.

Bid 20C10, Multi-Classroom Portable Unit for Oakdale Elementary School

BACKGROUND/SUMMARY:  The intent of this solicitation is to purchase a six-classroom portable unit, which will include a bathroom section, for Oakdale Elementary School.  The project will include installation and delivery of the unit, as well as the necessary plumbing and electrical work.

PRESENTER(S) & TITLE(S):

Bill Meekins, CPPB, CPPO, CSBO, CPCP, Purchasing Agent

Tony Ray, Project Manager III, Planning and Construction Management

SUBMITTED BY: 

Kerrie Koopman CPPB, CPPO, 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:  The intent of this solicitation is to relocate the ten-classroom portable unit, with bathroom section, from Centerville Elementary School to Monocacy Elementary School.  The project will include relocation and reassembly of the unit, as well as the necessary plumbing and electrical work.

PRESENTER(S) & TITLE(S):

Bill Meekins, CPPB, CPPO, CSBO, CPCP, Purchasing Agent

Tony Ray, Project Manager III, Planning and Construction Management

SUBMITTED BY: 

Kerrie Koopman CPPB, CPPO, 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 for the purchase of radiators to be used in the repair of vehicles in the bus and white fleets.

PRESENTER(S) & TITLE(S):

Shane Ryberg, Purchasing Agent

Joseph Iannuzzi, Fleet Maintenance Manager, Transportation

SUBMITTED BY:

Kerrie Koopman CPPB, CPPO, 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 establish a contract for the purchase of water heaters and thermostatic water mixing valves.

PRESENTER(S) & TITLE(S):

Shane Ryberg, Purchasing Agent

Randy Connatser, Maintenance Project Manager, IV

SUBMITTED BY:

Kerrie Koopman CPPB, CPPO, 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 for the purchase of parts and supplies to be used by the transportation department.  

PRESENTER(S) & TITLE(S):

Shane Ryberg, Purchasing Agent

Joseph Iannuzzi, Fleet Maintenance Manager, Transportation

SUBMITTED BY:

Kerrie Koopman CPPB, CPPO, Purchasing Manager

Leslie R. Pellegrino, Chief Financial Officer

PURPOSE OF PRESENTATION:  Staff seeks approval of School Construction Budget Amendment #20-13.

BACKGROUND/SUMMARY:  Budget Amendment #20-13 transfers balances from the following closed projects: Carroll Manor Elementary Window Replacement, Monocacy Middle HVAC Terminal Units and Catoctin High Security Vestibule (SSGP19) to the Monocacy Elementary Fire Alarm Replacement (ASP20) project.  Bids received for the Monocacy Elementary Fire Alarm Replacement (ASP20) project exceeded the total budget.  A budget transfer is required to complete the 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: 

Leslie Pellegrino, Chief Financial Officer

PURPOSE OF PRESENTATION: Staff seeks approval from the Board of Education of Frederick County (BOE) to increase the Urbana Elementary School (UES) construction manager reimbursable account.

BACKGROUND/SUMMARY:

FCPS is required to install a traffic signal at the intersection of Lew Wallace Street and Rt. 355 in Urbana as part of the elementary school construction project. The light installation was not included in the UES bid process because the State Highway Administration (SHA) had not approved the design. The SHA has recently approved the design and installation needs to occur before July 1, 2020. In accordance with Frederick County Public Schools Regulation 200-06, Change Orders to Construction Projects, staff requests approval of a proposed change order (PCO) to increase Oak Contracting construction reimbursable allocation by $270,000 to cover the costs associated with the traffic signal installation.  

The installation of the traffic signal will be completed by Rommel Infrastructure, who has performed work for FCPS on previous projects with no concerns. The cost breakdown for the work is included below:

Rommel Proposal (see back-up 1)                                    $338,813.50

3% Contingency                                                                 $10,164.41

CM Oversight                                                                     $20,938.67

Traffic Signal Total                                                            $369,916.58

Less Estimated Existing Reimbursable Balance                    $100,000.00

Requested Reimbursable Increase                                      $270,000.00

No additional funding for the project is required to approve the PCO. Adequate funds exist in the project budget to support the request. 

PRESENTER(S) & TITLE(S):

Adnan Mamoon, Director, Capital Programs

SUBMITTED BY:

Paul A. Lebo, Chief Operating Officer

PURPOSE OF PRESENTATION:  Staff is presenting the Capital Improvement Program (CIP) 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 March 31, 2020.

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):

Dawn Worrell, Accountant

SUBMITTED BY: 

Leslie Pellegrino, Chief Financial Officer

PURPOSE OF PRESENTATION:   

The Calendar Committee will share the proposed calendars for 2021-2022 and 2022-2023.

BACKGROUND/SUMMARY:   

The Board of Education charged the Calendar Committee with developing the 2021-2022 and 2022-2023 school year academic calendars.  The committee produced draft calendars based on the committee’s priorities and the feedback and direction received from the Board at the January 22, 2020 Board meeting.

PROCESS STATEMENT: 

The Calendar Committee is comprised of FCPS staff, parents, a student member, PTSA, FASSE, FCASA and FCTA representatives. The Board of Education sent out a FindOutFirst in January of 2020 advertising for parent and community representatives to serve on the committee.  Applications were received and parent and community representatives were selected. In addition to the parents and community members selected to serve on the committee, community members always have the opportunity to offer feedback via the FCPS website and at Board of Education meetings.

PRESENTER(S) & TITLE(S):

Kevin Cuppett, Ed.D., Executive Director of Curriculum, Instruction and Innovation, Interim Calendar Committee Co-Chair

SUBMITTED BY: 

Kevin Cuppett, Ed.D., Executive Director of Curriculum, Instruction and Innovation

Mike Markoe, Ed.D., Deputy Superintendent

PURPOSE OF PRESENTATION: To discuss the options of requesting a waiver for 5 instructional days and making the Primary Election Day a day of instruction.

BACKGROUND/SUMMARY: At the April 14, 2020 State Board Meeting the State Superintendent was given the authority to grant waivers of up to 5 instructional days, if school systems make that request. Given the COVID-19 crisis and the 2 week period in which school systems were not allowed to institute our continuity of learning plans, staff request that the Board seek a waiver of 5 instructional days for the 2019-2020 school year.  Additionally, staff request that the Board allow June 2, 2020 to be an instructional day instead of closing for the Primary Election.  Since the primary election will no longer require the use of our school buildings, staff would like to use this day to make up the snow day closure from December.  If these changes are approved, the final day for students will be June 17, 2020.

PROCESS STATEMENT: Attached for discussion is a draft 2019-2020 School Calendar notating the days that may be waived.

PRESENTER(S) & TITLE(S):

Dr. Theresa Alban, Superintendent of Schools

SUBMITTED BY:

Dr. Theresa Alban, Superintendent of Schools

PURPOSE OF PRESENTATION:  Staff will update the Board of Education of Frederick County (BOE) on the Fiscal Year 2021 Operating Budget.

BACKGROUND/SUMMARY: The BOE submitted a $680.1M requested operating budget to the County Executive on February 14, 2020.  The request was $28.0M above Maintenance of Effort (MOE) funding required of the County government.  On April 15, 2020, the County Executive released her proposed budget which allocated $7M above MOE to FCPS.  The County Council is currently reviewing the County Executive’s budget, and is required to approve the final County budget by May 31, 2020.

Staff has updated the budget with additional funding provided by the County Executive’s budget, as well as additional adjustments that have occurred since the BOE requested budget was submitted.  At the request of the BOE president, senior staff has also provided recommendations for operating budget reductions to balance the budget. 

Final approval of the FY2021 Operating Budget is scheduled for Wednesday, June 10, 2020.    

PRESENTER(S) & TITLE(S):      

Heather Jo Clabaugh, Budget Officer

SUBMITTED BY: 

Leslie Pellegrino, Chief Financial Officer

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.  Public comment is not intended to be a question and answer platform with the Board.  Generally, the Board will not respond to comments made.

If you are speaking as an individual you have up to 3 minutes and will be asked to complete your thoughts when the buzzer sounds.  On behalf of an organization you have up to 5 minutes.

In accordance with Maryland’s Open Meetings Act, General Provisions Article § 3-305(b), (1), (9), the Board will meet in Closed Session at 4:00 pm via teleconference to discuss matters related to personnel and to receive an update on negotiations with the Frederick County Administrative and Supervisory Association (FCASA), the Frederick County Teachers Association (FCTA) and the Frederick Association of School Support Employees (FASSE).