DAVIESS COUNTY BOARD OF EDUCATION APRIL 24, 2012 BOARD MEETING

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1 BOARD MEETING MINUTES The mission of Daviess County Public Schools is to prepare students to succeed for life by meeting the individual needs of students, ensuring quality instruction, and developing a learning community. DAVIESS COUNTY BOARD OF EDUCATION RECORD OF BOARD PROCEEDINGS (MINUTES) The Daviess County Board of Education met pursuant to notice in Owensboro, KY on April 24, 2012 at 6:00 p. m. for a special meeting. The meeting was held at the Daviess County Board of Education office in Owensboro, KY. Daviess County Board of Education members are: Mr. Frank G. Riney, III, Chairperson, Mrs. Dianne B. Mackey, Vice-Chairperson, Ms. Merritt Bates-Thomas, Mr. P. Mike Clark and Randall E. King, M.D. #402 CALL TO ORDER #403 ROLL CALL #404 MOMENT OF SILENCE #405 COMMUNICATIONS #406 PROPOSED AMENDMENTS TO THE AGENDA #407 SUPERINTENDENT S REPORT I. CALL TO ORDER Mr. Frank Riney, Chairperson, called the meeting to order. II. ROLL CALL All Board members were present except Ms. Dianne Mackey. Mr. Mike Gray, Interim Superintendent and Nelda Hatfield were also present. III. MOMENT OF SILENCE The Board observed a moment of silence. IV. COMMUNICATIONS There were no communications from the Board. V. PROPOSED AMENDMENTS TO THE AGENDA There were no proposed amendments to the agenda. VI. SUPERINTENDENT S REMARKS VI-A. Superintendent s Report Mr. Gray welcomed everyone to the meeting and updated the Board on current activities. PAGE 226

2 VI-B. Recognition of State Poster and Essay Contest Winners Board members and Interim Superintendent Mike Gray presented a token of appreciation to Maggie Lott, Brady Terry, Zoe Barker, and Clayton Terry for placing first in the state Agriculture Poster and Essay Contest Winners. VI-C. Recognition of Evan Clark, CVMS, First Place State Governor s Cup The Board recognized Evan Clark, a student from College View Middle School who won first place in the social studies category of the state Governor s Cup, held in Lexington March Evan was presented a token of appreciation. VI-D. Recognition of KAAC Academic Competition Winners The Board recognized the students who received the highest honors in the Kentucky Association for Academic Competition Region 5. Students were presented with a token of appreciation. VI-E. Recognition of Heart of the Program Recipient Ms. Angel Johnson received the Heart of the Program award from the Kentucky School Nutrition Association. Board members presented Ms. Johnson with a token of appreciation. #408 PUBLIC COMMENT #409 APPROVED TREASURER S REPORT VII. PUBLIC COMMENT There was no public comment. VIII. REPORTS VIII-A. TREASURER S REPORT Matt Robbins presented the Treasurer s Report with a balance in cash and securities on March 31, 2012 of $20,630, GF Fund Balance - March 1, 2012 $21,131, Total Receipts $5,833, Total Available for Expenditures $26,964, Total Expenditures $6,333, GF Fund Balance - March 31, 2012 $20,630, The Treasurer s report passed with a motion by Mr. Mike Clark and a second by Dr. Randy King. All Board members present voted in favor of the motion. PAGE 227

3 #410 APPROVED THE INSTRUCTIONAL REPORT VIII-B. INSTRUCTIONAL REPORT Ms. Vicki Riley presented the Comprehensive District Improvement Plan. The Comprehensive District Improvement Plan outlines the main instructional work for the district for January 2012-December The CDIP is based on the four main board goals. Ms. Merritt Bates-Thomas made a motion to approve the instructional report and Mr. Mike Clark seconded. All board members present voted in favor of the motion. #411 APPROVED CONSENT AGENDA IX. CONSENT AGENDA Mr. Frank Riney, Chairperson of the Daviess County Board of Education, entertained a motion to approve the consent agenda. Mr. Mike Clark made a motion to approve the consent agenda and Ms. Merritt Bates-Thomas seconded. Voting yes: Riney, Bates-Thomas, King and Clark Consent Agenda Items are outlined below: IX-A. Consider Approval of New Positions There were no new positions presented for approval. IX-B. Consider Approval of Leaves of Absence Daviess County Board of Education policy requires employees who are requesting a leave of absence to make a written request. The Board approved the following Leaves of Absence: Name/Type of Leave Position and School/Department Stephanie Carrico, Special Education Instructor Whitesville Patsy Castlen, Brenda Fister, Instructional Asst. Apollo Dove Haire, Instructional Asst. Kathleen Humphrey, Effective Date 01/06/12-03/26/12 Revised Payroll Clerk, CO 04/18/12-05/07/12 Meadow Lands High School Instructor, Apollo 04/09/12-04/23/12 03/20/12-04/09/12 01/19/12-04/09/12 Revised PAGE 228

4 Lisa Jones, Lisa Jones, Amie Lambert, Arlinda Mattingly, Arlinda Mattingly, Rosemary Miller, Peggy O Neal, Denise Pearson, Erica Selby, Eric Stiff, Lauren Stone, Non- Qualified Karen Alward, Food Service Asst., Country Heights Food Service Asst, Country Heights Bus Monitor, Transportation Bus Driver, Transportation Department Bus Driver Transportation Department Primary Teacher, Highland Special Education Instructor, Deer Park Special Education Instructor, DCMS High School Instructor, DCHS High School Instructor, DCHS Child Dev. Center Assistant Supervisor, Whitesville High School Instructor, Apollo 03/15/12-04/09/12 03/15/12-05/01/12 Revised 03/15/12-04/16/12 03/19/12-04/19/12 03/19/12-04/09/12 Revised 04/09/12-05/07/12 04/09/12-04/23/12 03/21/12-04/09/12 04/09/12-08/06/12 04/09/12-04/23/12 03/12/12-08/08/12 Revised 03/22/12-04/09/12 IX-C. Consider Approval of Emergency Certificates for Teachers and Substitute Teachers Approved the following Full-Time Emergency Certificates: None Emergency Substitute Teachers: Tamra Askins Pat Atherton Chelsea Billings Amanda Brown Doris Bullington Dawn Burch Laurie Campbell Zetta Carmon Marilyn Chandler Stacey Christian Teresa Cooper PAGE 229

5 Walter Dame Doug Denton Linda Dobbs Amanda Edge Charles Emerson Gregory Franzman Gwinna Freeman Allison Fruehwald Chelsea Gaddis Cesley Hamilton Marion Hamilton Katie Heady Linda Hill Kristen Hinson Chanda Houtchen David Howard Beth Johnson Linda Johnson Gerald Jones Sherrianne Leach Jennifer Lindsey Brad Loucks Marie Mann Tomi Mathew Jonathan Mattingly Lisa Mayfield David McCollough Toni McDonald Dudley Mitchell Matt Mohon Julie Pence Jessica Rickard Jenny Roberts Michelle Roberts Judy Rumage Janet Rumohr Tracey Smith Jessica Thrasher Lisa Vincent Bryan Wilson Sandra Wilson Laura Winters David Wolfe Lynn Worthingon PAGE 230

6 IX-D. Consider Approval of Out-of-State Overnight Field Trips No requests IX-E. Consider Approval of School Fundraisers Approved fundraisers for the following schools: East View, Tamarack and West Louisville Elementary School, College View Middle School and Apollo and Daviess County High School. IX-F. Consider Approval of the March 22, 2012 Board Meeting Minutes The Board met on March 22, 2012 for a regular meeting of the Daviess County Board of Education. All Board members were present. Approved the March 22, 2012 Board Meeting Minutes IX-G. Consider Approval of the March 26, 2012 Board Meeting Minutes The Board met in special session on March 26, 2012 for the purpose of holding discussions which might lead to the appointment of a Superintendent. After returning to open session, the Board approved Mr. Owens Saylor to serve as Superintendent of Daviess County Public Schools. Approved the March 26, 2012 Board Meeting Minutes IX-H. Consider Approval of the April 17, 2012 Board Meeting Minutes The Board met for a regular Board luncheon on April 17, During the luncheon, the Board heard staff reports and also approved the contract for Mr. Owens Saylor. Mr. Saylor was approved as Superintendent of Daviess County at the March 26, 2012 special meeting. Approved the April 17, 2012 Board Meeting Minutes. IX-I. Consider Approval of Early Graduation Requests Per the district Early Graduation policy ( ), the Board approved an early graduation request for a Daviess County High School student. IX-J. Consider Approval of the Site-Based Allocations for the School Year By May 1 each SBDM Council must receive a final allocation for the PAGE 231

7 upcoming school year. There are only two changes from the March 1 preliminary allocations, approved February 23, At MLES, instead of a 0.50 Kindergarten assistant, they will remain flat/no change for FY 13. At SES, instead of a decrease of a 1.0 teacher at K- P1, they qualify to retain the teaching position and will be flat/no change from the current year staffing. The Board approved the May 1 SBDM school allocations for the school year. #412 APPROVED BILLS X. ACTION ITEMS X-A. Consider Approval of Bills Mr. Matt Robbins recommended the Board approve the bills as follows: Payroll $7,993, General Fund $1,823, Special Revenue Fund $350, Technology Fund $144, Construction Fund $143, Debt Service Fund $1,042, Food Service Fund $384, After School Program Fund $26, Warrant Total $11,909, Ms. Merritt Bates-Thomas moved to approve the recommendation and Dr. Randy King seconded. Board members Bates-Thomas, King and Clark voted in favor of the motion. Board member Riney disqualified. #413 APPROVED ENGAGEMENT LETTERS AND INDEPENDENT AUDITOR S CONTRACT X-B. Consider Approval of Engagement Letters and Independent Auditor s Contract with Riney, Hancock & Co., PSC for Audit Our annual audit and Transportation Agreed Upon Procedures were completed by Riney, Hancock & Co., PSC. As required by regulation the board must contract with an auditing firm for the current year by April 30. The audit contract is a standard contract required by the Kentucky Department of Education for all school districts in Kentucky. PAGE 232

8 An audit contract with Riney, Hancock & Co., PSC would be entered into for the fiscal year. The impact on resources would be $36,235 for the audit and $2,500 for the agreed-upon procedures for a total of $38,735. Mr. Matt Robbins recommended the Board approve the engagement letters and audit contact with Riney, Hancock & Co., PSC to perform the annual financial audit and Transportation Agreed Upon Procedures. Mr. Mike Clark moved to approve the recommendation and Ms. Merritt Bates-Thomas seconded. Voting yes: Bates-Thomas, King and Clark Disqualifying: Riney #414 APPROVED BID #12-02 (CUSTODIAL PAPER PRODUCTS) X-C. Consider Approval of Bid #12-02 (Custodial Paper Products) Bid #12-02 (Custodial Paper Products) was opened on Tuesday, March 27, Bids were mailed to fourteen prospective bidders and nine bids were received for evaluation. Samples were required for all bid items. Maintenance s custodial staff reviewed the samples and gave input as to which vendor the bid should be awarded. Mr. Matt Robbins recommended the Board award Bid #12-02 to the lowest bidder meeting the specifications. Mr. Mike Clark moved to approve the recommendation and Ms. Merritt Bates-Thomas seconded. Voting in favor of the motion: All Board Members present. #415 APPROVED BID #12-03 (INSTRUCTIONAL SUPPLY CATALOG AND CENTRAL WAREHOUSE INVENTORY) X-D. CONSIDER APPROVAL OF BID #12-03 (INSTRUCTIONAL SUPPLY CATALOG AND CENTRAL WAREHOUSE INVENTORY) Bid #12-03 (Instructional Supply Catalog and Central Warehouse Inventory) was opened on Tuesday, March 27, Fifteen invitations to bid were mailed to prospective bidders and ten were received for evaluation. This bid covers the period of July 1, 2012 through June 30, Mr. Matt Robbins recommended the Board award the Instructional Supply Catalog portion of the bid to Teacher s Aide (20%) and Wal- PAGE 233

9 Mart (shelf-price). Both vendors have supplied our district in the past and have done an excellent job servicing our schools. It is very helpful to have both local vendors approved due to the variety and unique items each vendor supplies. It should also be noted that the other vendors submitting instructional catalogs, School Specialty, Travis School and Kurtz Brothers, are approved through our educational purchasing cooperatives (GRREC and KEDC) at the same terms provided to us in this bid. The Warehouse Inventory Tabulation portion of the bid covers the period of May 1, 2012 thru April 30, These items are centrally inventoried at Maintenance and available to our various schools and departments via our internal ordering process. Mr. Robbins recommended the Board award the bid based upon the low bidder. In the event of a tie, the award will go to the vendor with the most overall items. Ms. Merritt Bates-Thomas moved to approve the recommendation and Dr. Randy King seconded. #416 APPROVED BID #12-04 (OFFICE SUPPLY CATALOG & OFFICE FURNITURE DISCOUNT) Voting yes: Riney, Bates-Thomas, King and Clark X-E. CONSIDER APPROVAL OF BID #12-04 (OFFICE SUPPLY CATALOG & OFFICE FURNITURE DISCOUNT) Bid #12-04 (Office Supply Catalog & Office Furniture Discount) was opened on Tuesday, March 27, Fifteen invitations to bid were mailed to prospective bidders and ten were received for evaluation. This bid covers the period of July 1, 2012 through June 30, Mr. Matt Robbins recommended awarding the Office Supply Catalog portion of the bid to Office Equipment Company (33% discount) and Office Max (35% discount). We have worked with both vendors and both have provided excellent service to us. Mr. Robbins said we also have a component of the bid for office furniture. We requested vendors to bid a discount off of the manufacturer list prices for Hon products. In evaluating the best overall value, we recommend awarding the bid to the highest discount offered on the direct purchase furniture which we buy the most of. The recommended vendor is Office Furniture & Forms. This company has been servicing us for the past several years and has provided us with excellent service. Penter Equipment is an approved GRREC vendor. We recommend using them for larger purchases for which they offer a 56.25% discount. PAGE 234

10 #417 APPROVED BG-4 AND FINAL PAYMENT FOR THE NEW WEST ELEMENTARY SCHOOL SANITARY SEWER Mr. Mike Clark moved to approve the recommendation and Dr. Randy King seconded. All Board members present voted in favor of the motion. X-F. CONSDIER APPROVAL OF BG-4 AND FINAL PAYMENT FOR THE NEW WEST ELEMENTARY SCHOOL SANITARY SEWER Mr. David Humphrey recommended the Board approve the BG-4 and Final payment for the New West Elementary School Sanitary Sewer (BG ). Sewer Project Original Contract Sum $343, Change Orders (deduct) ($16,480.38) Total Construction $327, Dr. Randy King made a motion to approve the recommendation and Merritt Bates-Thomas seconded. Voting yes: Riney, Bates-Thomas, King and Clark #418 DISCUSSION ITEMS #419 INFORMATION ITEMS XI. DISCUSSION ITEMS There were no discussion items. XII. INFORMATION ITEMS XII-A. Personnel Report The personnel report is a written report of all personnel actions taken by the Superintendent since the last regular monthly board meeting. PAGE 235

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14 XII-B. Construction Report David Humphrey, Director of Maintenance, Buildings and Grounds, updated the Board on current construction projects. Mr. Humphrey shared with the Board that The Kentucky Association for Economic Development (KAED) recently recognized Daviess County Public Schools as the winner of the 2012 LG&E and KU Community Award for Innovation. The award honors businesses that place an emphasis on maintaining energy-efficient facilities, which helps cut expenses. The Daviess County Board of Education has been a countywide leader in energy efficiency for year. Kenergy Corporation, a rural electric cooperative that serves Daviess County Public Schools, nominated the school district for the KAED award. The award was presented to DCPS representatives on April 19 at the Marriott Griffin Gate in Lexington. This is the first time a school district has been honored with this prestigious award. XII-C. Report of Field Trips This is a written report of field trips. Cost is covered by approved school travel budgets, fundraisers, and parent support. 1) AHS- Band will attend a jazz band clinic at Morehead State University on April 12-13, ) DCHS FFA will attend an envirothon contest at the Baker Nature Center on April 20-21, ) DCHS FFA will visit Shadwell Horse Farm, Keeneland, Churchill Downs on May 2-3, ) AHS World Languages will perform at the state language showcase at UK, May 18-19, ) DCHS Softball will attend a softball tournament at Fern Creek in Louisville, KY, May 18-19, ) DCHS FFA will attend the State FFA Leadership Training in Hardinsburg, KY, June 18-22, ) DCHS FFA will attend the State FFA Convention in Lexington, KY, June 11-14, XII-D. Report of Grants Received 1) $3,677 Title II, Part A (increase in allocation) 2) ($3,910) Extended School Services (reduction in allocation) 3) ($319) Professional Development (reduction in allocation) 4) ($1,654) Safe Schools Grant (reduction in allocation) PAGE 239

15 5) $92,610 KECSAC O boro Treatment Center 6) $92,610 KECSAC O boro Day Treatment Center 7) $ 27,783 KECSAC PRTF 8) $185,220 KECSAC Valley School #420 CLOSED SESSION XIII. CLOSED SESSION In accordance with KRS , Section (1) (b) and Section (1) (f), Mr. Frank Riney, Board Chair, entertained a motion to enter into closed session to deliberate on the future acquisition or sale of real property and for the purpose of holding discussions which might lead to the appointment, discipline, or dismissal of an individual employee. Ms. Merritt Bates-Thomas made a motion to enter into closed session and Mr. Mike Clark seconded. Voting yes: Mr. Riney, Ms. Bates-Thomas, Dr. King and Mr. Clark. The Board, per attorney s recommendation, amended the motion to include Section (1) (c), for the purpose of discussing proposed or pending litigation. Mr. Bates-Thomas moved to approve the amendment and Mr. Clark seconded. Voting yes: All members present. #421 RETURN TO OPEN XIV. RETURN TO OPEN Ms. Merritt Bates-Thomas moved to return to open session and Dr. Randy King seconded. Voting yes: Riney, Bates-Thomas, King and Clark #422 ADJOURN XV. ADJOURN Mr. Mike Clark moved to adjourn and Dr. Randy King seconded. Voting yes: Riney, Bates-Thomas, King and Clark Respectfully submitted, Mr. Frank Riney, Board Chairperson Mr. Mike Gray, Superintendent, Board Secretary PAGE 240