The Covington Board of Education met in Regular Session on Thursday, February 26, 2015 at 6:00 p.m.

The Covington Board of Education met in Regular Session on Thursday, February 26, 2015 at 6:00 p.m. I. Call to Order II. Pledge of Allegiance III. Roll Call: Mr Hall, Yea; Mr Harmon, Yea; Mr Miller, Yea; Dr Pond, Yea; Mr Reck, Yea. IV. Additions or Corrections to the Agenda R-035-15 Dr Pond moved and Mr Reck seconded the motion to approve the Agenda as amended. Roll Call: Mr Harmon, Yea; Mr Miller, Yea; Dr Pond, Yea; Mr Reck, Yea; Mr Hall, Yea. V. Open Forum A. Retirement recognition for Sam Woods B. Student Spotlight Logan Cordonnier, 12th Grader Covington High School is proud to have Senior Logan Cordonnier be our featured student this month. Logan is highly respected by his friends and teachers for being an outstanding student and person. He has been selected a Student of the Month a total of fourteen times since he has been at the high school and currently has 4.0 GPA. Logan has served as class President for two years and was a member of our Art Club for one year. He has also been recognized for several other awards while attending CHS: The American Citizenship Award, The Americanism and Government Winner, Bausch & Lomb Honorary Science Award, and The West Point Leadership Award. Logan is the son of Don and Jean Cordonnier. C. Open Forum: Board Member Brad Hall gave his explanation as to why the Board decided to pursue a student drug testing policy and remarked that a considerable amount of time and research had gone into its development. Mr Hall and Kyle Prueter, with Great Lakes Biomedical, explained intricacies of how a drug testing policy and/or programs are implemented. Superintendent Miller also made a statement regarding the policy, saying that it was developed with good intentions. The following individuals also read statements and asked questions pertaining to the drug testing policy: Brian Kelly, Seth Canan, Steve Kerber, Rob Cron and Ben Miller. 1

VI. Reports A. Treasurer s Report 1. Approval of Minutes R-036-15 Exhibit A Mr Reck moved and Mr Miller seconded the motion to approve the minutes from the Special Session, Organizational and Regular meetings held Thursday, January 15, 2015; and the minutes from the Special Session held Thursday, February 5, 2015, as submitted in Exhibit A. Roll Call: Mr Miller, Yea; Dr Pond, Yea; Mr Reck, Yea; Mr Hall, Yea; Mr Harmon, Yea. 2. Approval of Financial Reports R-037-15 Exhibit B Mr Miller moved and Dr Pond seconded the motion to approve the January 2015 Financial Reports as submitted in Exhibit B. Roll Call: Dr Pond, Yea; Mr Reck, Yea; Mr Hall, Yea; Mr Harmon, Yea; Mr Miller, Yea. 3. Approval of Supplemental Appropriations R-038-15 Exhibit C Mr Reck moved and Dr Pond seconded the motion to approve supplemental appropriations totaling $1,417,198.90, as submitted in Exhibit C. Roll Call: Mr Reck, Yea; Mr Hall, Yea; Mr Harmon, Yea; Mr Miller, Yea; Dr Pond, Yea. 4. Other Informational - Treasurer * The Treasurer reported that the Annual Financial audit has been completed, resulting in a clean audit report. B. Elementary School Report Mr Fry * PARCC testing has begun and will continue into the first week of March. * COSI on Wheels came to the elementary school on February 10th, sponsored by the PTO. This year s theme was It s Simply Chemistry * Michael Lippert, resident artist with the Human Race Theatre Company, is currently working with 2nd and 3rd grade students, exploring arts across their curriculum. There will be an evening performance for parents and guests on March 5th at 6:30 p.m. 2

C. Middle School Report Mr Pond * Middle school students are taking PARCC tests, as well, using paper and pencil tests this year. The schedule has been revised several times due to weather delays and cancellations. D. High School Report Mr Long * PARCC testing is in full swing. The high school is using computer based tests and the technology is working well. Special thanks to Levi Smith for coordinating the technology. E. Project Manager Report Mr Miller * Fanning/Howey is developing the specs for the high school HVAC project. Advertising to begin on March 6th, with bids being accepted until March 27th. * Will schedule a meeting with the apparent low and best bidder the week of March 30th; awarding of a contract to follow. * Construction committee to meet in early April to review costs of the HVAC project, review available funds and set priorities for remaining projects at the high school. * Peterson Construction plans to begin site-work on the K-8 Building Project on March 9th (weather permitting.) They will begin with construction of the access road from US Rt 36 and also work on retention and removal of storm water. * A ground breaking ceremony has been scheduled for April 14th at 1:30 p.m. Students, staff, community members and village officials to be involved. F. Committee Reports 1. Legislative Update Mr Hall 2. Building & Grounds Committee Mr Miller/Mr Reck 3. Community Relations Liaison Mr Harmon 4. Finance/Audit Committee Dr Pond/Mr Reck G. Upper Valley Career Center Report Mr Harmon VII. Superintendent s Report and Requests A. Report 1. Commendations to Sarabeth Anderson, Haylee Pence, and Danielle Swabb for receiving Superior ratings at the OMEA solo and ensemble contest on January 17th. B. Requests 1. Acceptance of Donations R-039-15 Mr Reck moved and Mr Harmon seconded the motion to accept with appreciation the following donations: Source Purpose Amount M/M Robert Brumbaugh Athletic Department $1,000 Adams Greenhouse FFA Program $ 500 Stocker-Fraley Funeral Athletic Department/ $ 50 Home (JH game ball sponsor) M/M Paul Kenworthy Athletic Department/ $ 35 Kenworthy Trophy Alex Moore Dollars for Scholars $ 30 (D Musser Memorial) Sherry Moore Dollars for Scholars $ 25 3

Roll Call: Mr Hall, Yea; Mr Harmon, Yea; Mr Miller, Yea; Dr Pond, Yea; Mr Reck, Yea. C. Personnel Certificated/Licensed 1. Certified Substitute for SY2014-2015 R-040-15 Dr Pond moved and Mr Hall seconded the motion, the following certified substitute for the remainder of SY2014-2015, as needed: Stacy, Kathryn (Successful background checks, transcript verification and proper licensure have been completed.) Roll Call: Mr Harmon, Yea; Mr Miller, Yea; Dr Pond, Yea; Mr Reck, Yea; Mr Hall, Yea. 2. Certified Destination Imagination Volunteer for SY2014-2015 R-041-15 Dr Pond moved and Mr Harmon seconded the motion, the following certified Destination Imagination volunteer for SY2014-2015, as indicated: Ordean, Yvonne 5th-7th Gr Assistant Team Manager (Successful background checks have been completed.) Roll Call: Mr Miller, Yea; Dr Pond, Yea; Mr Reck, Yea; Mr Hall, Yea; Mr Harmon, Yea. D. Personnel - Classified 1. Classified Retirement Resignation R-042-15 Mr Reck moved and Mr Miller seconded the motion, upon recommendation of the Superintendent, to accept with regret, the retirement resignation of Sam Woods, middle school custodian/maintenance, with 20 years at Covington Schools, effective February 28, 2015. Roll Call: Dr Pond, Yea; Mr Reck, Yea; Mr Hall, Yea; Mr Harmon, Yea; Mr Miller, Yea. 4

2. Classified Supplemental Contracts for SY2014-2015 R-043-15 Dr Pond moved and Mr Reck seconded the motion, the following classified supplemental contracts for SY2014-2015, as indicated: Name Position Step Maschino, Craig HS Ass t Sfb Coach 1 Tobias, Josselyn MS Ass t Track Coach 0 (Successful background checks and proper licensure have been completed.) Roll Call: Mr Reck, Yea; Mr Hall, Yea; Mr Harmon, Yea; Mr Miller, Yea; Dr Pond, Yea. 3. Approval of Destination Imagination Volunteers for SY2014-2015 R-044-15 Mr Hall moved and Mr Harmon seconded the motion, the following Destination Imagination volunteers for SY2014-2015, as indicated: Hughes, Kimberly Reck, Renee Schilling, Mark Weldy, Rebecca 4th Gr Team Manager 4th Gr Team Manager 3rd Gr Team Manager 3rd/4th Gr Team Manager (Successful background checks have been completed.) Roll Call: Mr Hall, Yea; Mr Harmon, Yea; Mr Miller, Yea; Dr Pond, Yea; Mr Reck, Abstained. 4. Classified Supplemental Resignation R-045-15 Mr Harmon moved and Mr Miller seconded the motion, upon recommendation of the Superintendent, to accept with regret, the resignation of Ashley Miller, Head Volleyball Coach, effective immediately. Roll Call: Mr Harmon, Yea; Mr Miller, Yea; Dr Pond, Yea; Mr Reck, Yea; Mr Hall, Yea. 5. Re-Assignment of Classified Employee R-046-15 Mr Reck moved and Mr Hall seconded the motion, upon recommendation of the Superintendent, to re-assign Denise Boyer to CMS day Custodian/Maintenance, in accordance with the negotiated agreement, retroactive to February 23, 2015. 5

Roll Call: Mr Miller, Yea; Dr Pond, Yea; Mr Reck, Yea; Mr Hall, Yea; Mr Harmon, Yea. 6. Approval of Volunteer Coaches for SY2014-2015 R-047-15 Dr Pond moved and Mr Reck seconded the motion, the following classified volunteer coaches for SY2014-2015, as indicated: Long, Nick Teague, Matt Baseball Program Baseball Program (Pending successful background checks & proper licensure.) Roll Call: Dr Pond, Yea; Mr Reck, Yea; Mr Hall, Yea; Mr Harmon, Yea; Mr Miller, Yea. Prior to the vote on the Student Drug Testing Policy, Superintendent Miller addressed those in attendance, stating that the Administration and Board will review what is currently being done within the district to educate the students (regarding drug and alcohol issues) and build on that, while also looking for additional resources that may be available. VIII. Approval of New Student Drug Testing Policy, Revised NEOLA Guideline and Revised NEOLA Administrative Guideline R-048-15 Mr Reck moved and Mr Hall seconded the motion to approve the New Policy Student Drug Testing; the NEOLA Revised Policy 6152 and NEOLA Revised Administrative Guideline 5771, as submitted in December 2014. Roll Call: Mr Reck, Yea; Mr Hall, Yea; Mr Harmon, Yea; Mr Miller, Yea; Dr Pond, Yea. IX. Ratification of the Southwestern Ohio Educational Purchasing Council Natural Gas Sales Agreement R-049-15 Mr Reck introduced the following resolution and moved its passage: Whereas, The Southwestern Ohio Educational Purchasing Council ( EPC ), an association of state funded, not for profit school districts and independent elementary and secondary schools, has completed an arrangement for a natural gas supply program with Direct Energy Business Marketing, LLC d/b/a Direct Energy Business ( Seller ) for schools and school districts located in the (Insert Host Utility) Service 6

Area for the period of July 2015 through June 2017 with three possible one-year renewals; and Whereas, Covington EVSD is a member in good standing of the EPC; and Whereas, the Covington EVSD has reviewed the Natural Gas Sales and Service Agreement ( Agreement ) attached hereto and incorporated as part of this ratification; Now Therefore, in consideration of the premises and the mutual covenants and other good and valuable consideration, Covington EVSD agrees as follows: 1. Covington EVSD hereby represents and warrants that it is a member in good standing of EPC; and 2. Covington EVSD hereby ratifies, accepts and agrees to comply with and be bound by the Agreement as if its signature appeared on said Agreement; and 3. Covington EVSD hereby authorizes EPC on an ongoing basis in accordance with the Agreement to make requests for fixed prices and to execute transaction confirmations for natural gas supplies, futures, options and hedges; and 4. Covington EVSD and Seller hereby acknowledge and agree that this Ratification of the Agreement shall not make or be construed to make the Covington EVSD liable for the unpaid balance of any other past or present member of the EPC natural gas program; and 5. This Ratification shall obligate the Covington EVSD to pay for any natural gas and\or natural gas transportation service the Covington EVSD uses pursuant to the terms and conditions of the Agreement; and 6. Covington EVSD and Seller acknowledges that the Agreement attached hereto cannot be changed or otherwise modified without the express written approval of the EPC and ratification by the Covington EVSD. In Witness Whereof, the parties hereto have executed this agreement effective as of the effective date. Dr Pond seconded the motion and, after discussion, a roll call vote was taken and the results were: Yea, President Pond Yea, Vice-President Hall Yea, Mr Harmon Yea, Mr Miller Yea, Mr Reck X. Determination To Not Provide Middle School Career-Technical Education R-050-15 Mr Miller moved and Mr Harmon seconded the motion to approve the district s intent not to provide careertechnical education to students enrolled in grades 7 and 8 for the 2015-2016 school year. Roll Call: Mr Hall, Yea; Mr Harmon, Yea; Mr Miller, Yea; Dr Pond, Yea; Mr Reck, Yea. 7

XI. Approval of Administrative Contract R-051-15 Mr Reck moved and Mr Harmon seconded the motion, a limited administrative contract for Nancy Wise as District Transportation Coordinator, retroactive to February 9, 2015 through August 31, 2015, at $18/hour up to an average of 20 hours per week. (Successful background checks have been completed.) Roll Call: Mr Harmon, Yea; Mr Miller, Yea; Dr Pond, Yea; Mr Reck, Yea; Mr Hall, Yea. XII. Approval of Administrative Contract R-052-15 Mr Miller moved and Mr Reck seconded the motion, a two-year limited administrative contract for Roger Craft as District Athletic Director, effective August 1, 2015, with an annual salary of $45,000. Roll Call: Mr Miller, Yea; Dr Pond, Yea; Mr Reck, Yea; Mr Hall, Yea; Mr Harmon, Yea. XIII. Approval of District Technology Director Salary R-053-15 Mr Reck moved and Mr Harmon seconded the motion, a 4% base salary increase for the District Techology Director, Levi Smith, effective February 20, 2015. Roll Call: Dr Pond, Yea; Mr Reck, Yea; Mr Hall, Yea; Mr Harmon, Yea; Mr Miller, Yea. XIV. Awarding General Contract for the New PK-8 School R-054-15 Mr Reck introduced the following resolution and moved its passage: Whereas, four (4) bids were received on January 28, 2015, for a general contract for the new PK-8 school, and the apparent low bid was submitted by Peterson Construction Company in the base bid amount of $15,610,000; and Whereas, the A/E for the CFAP project, together with the Owner Agent, reviewed the apparent low bid, evaluated the low bid for responsiveness to the specifications, evaluated the low bidder for its ability to perform the specified work, submitted the name of the apparent low bidder to the Ohio Facilities Construction Commission ( OFCC ) for the required 8

quality construction review, and determined that Peterson Construction Company was a responsible contractor; and Whereas, having received no comments from the OFCC s quality construction review that would prevent award of the contract, the A/E recommends award of the general contract for the new PK-8 school to Peterson Construction Company, as the lowest responsible bidder for the specified work, in the total amount of $15,783,000, which includes the following alternates: Alternate No. 2 Light emitting diode (LED) $35,000 Alternate No. 5 Translucent skylight $47,000 Alternate No. 6 Operable partition $18,000 Alternate No. 7 Theater and stage equipment $18,000 Alternate No. 8 Category 6A cabling $55,000 Now, Therefore, Be It Resolved by the Covington Exempted Village School District Board of Education as follows: 1. The Board awards the general contract for the new PK-8 school to Peterson Construction Company, as the lowest responsible bidder for the work, in the total amount of $15,783,000, including the alternates listed above. No property interest in the contract will be created until the contract has been signed by the Board and approved and signed by the OFCC, as the contracting authority for the Ohio School Facilities Commission. 2. The Superintendent, Treasurer, and Board President are authorized to execute the contract and any required related documentation in the amount of $15,783,000. The award of the contract is further contingent upon the contractor providing all required contract documents and the approval of the OFCC. 3. The A/E, working with the Treasurer and OFCC, is directed to return the bid guaranty of each bidder not awarded a contract to the bidder after the contract has been signed, approved, and returned by the OFCC. Mr Miller seconded the motion and, after discussion, a roll call vote was taken and the results were: Yea, President Pond Yea, Vice-President Hall Yea, Mr Harmon Yea, Mr Miller Yea, Mr Reck XV. Items for Discussion XVI. Old Business 9

XVII. New Business A. First reading of NEOLA Revised Policy 8400 (tabled at January meeting) XVIII. Executive Session R-055-15 Mr Reck moved and Dr Pond seconded the motion to enter Executive Session to consider the appointment and/or employment of a public employee or official. Roll Call: Mr Reck, Yea; Mr Hall, Yea; Mr Harmon, Yea; Mr Miller, Yea; Dr Pond, Yea. The Board entered Executive Session at 8:00 p.m. The Board returned from Executive Session at 9:05 p.m. Following the Executive Session, the Board held a work session, briefly touching on numerous topics, including: building and grounds projects, the superintendent search, communications with the community and within the district, planning and finance, transportation, and athletics. XIX. Adjournment R-056-15 Dr Pond moved and Mr Reck seconded the motion to adjourn the meeting. Roll Call: Ayes, members. Nays, none. The meeting was adjourned at 10:05 p.m. DEAN POND, PRESIDENT CAROL FORSYTHE, TREASURER 10