Record of Board Proceedings
(Minutes)
The Metcalfe County Board of Education met at the Metcalfe County School Board of Education on
Monday, October 28th at 6:00 PM for a special called meeting. The following members were present:
1) Joey Shive 2) Tim Brown 3) Donnie Perry 4) John Caffee 5) Robin McMurtrey
Present - Superintendent
Absent - Board Attorney
1) Call to Order
Before the Invocation, Dr. Lile asked that we have a moment of silence in honor of former
Superintendent Wilber Gilley who recently passed away.
Invocation led by Dr. Lile.
Chairman Shive called the special called October meeting to order
Pledge of Allegiance
2) Recognition
Student of the Month - Braelyn Davis
Staff of the Month - Stephanie Hampton
Retirement - Deborah Hurt
3) Superintendent Report
Gary Scott - Architect for the MCMS requested approval of the close-out forms (BG4 & BG5) of the middle school project. This project has been going on for four years. The original contingency amount was $537,000, approximately 40% of these funds remain. We used $276,000on soil and rock, we worked through that a piece at a time. He feels we have a good building. The forms will be on the actions items for your approval. Donnie Perry asked about the additional basketball goals, he was told they were scheduled to be installed over the Christmas break as not to disrupt classes.
Jeff Sprowles - Auditor presented the 2012-13 Financial Audit to the Board. We received a clean audit.
Mr. Sprowles appreciates the opportunity to perform the audit.
Dr. Benny Lile
KSBA Scholarships -He informed the Board we have received a letter from KSBA acknowledging the two student names submitted to be eligible for the KSBA scholarship.
KSBIT - There is $149,000 set aside for KSBIT . Mr. Sprowles mentioned this in his audit report. Updates are given on this at the monthly GRREC meetings. This is a potential liability for the future.

Auction Proceeds - The final net amount received from Southern Kentucky Realty for the auctions was
$225,0467.50 after commission.
Taste Test - Dr. Lile participated in a Taste Test at the middle and high schools. The students enjoyed participating in this, they got free food and got to weigh in with their opinion. Dr. Lile and the Board have received an email invite to lunch on Thursday at the high school.
Distinguished Students - A list of students who scored Distinguished on Spring 2013 Grade 3-11 K-PREP
Assessment and/or Grade 9-12 Ed of Course Assessments is in the board book. There will be celebrations for these students on November 6th & 8th. The Board is invited to attend.
District Report Card - Bennie Stephens will be presenting information to the board tonight. He will be giving an overview for the District assessment results. Two schools will be giving a detailed results at the
November meetings and the two remaining schools at the December meeting.
Quarterly Financial Reports - Dwight Ross will be updating the Board with this information tonight. In response to the audit, we are reporting on our major categorical grants quarterly.
Final Settlement Agreement between Metcalfe County BOE and Isaac Tatum Construction, Inc.
School Board Attorney Regina Jackson has been over all of the paperwork. If the Board approves tonight, Isaac Tatum will be here tomorrow to sign the agreement and pick up his check.
Section 145 Plan Documents - This a annual routine request and pertains to optional retirement and health benefits that are offered to employees.
KSBA Local Board Member Training Hours
Lanetta has kept you updated about your training hours. The local hours will be submitted to KSBA after approval tonight for credit towards your requirement for this year.
Technology Activity Report (TAR)
Dr. Lile has gone over with Buddy, this is done every year so KDE will have accurate information for reports to the Legislators . Submitting this report is also required for us to be eligible to receive KETS funding.
Email Update
FYI on Technology - we are going through and email upgrade on webmail.
Policy Revision on Policy 09.33 - Fund Raising Activities
There will be a first read on this policy, no action is required at this time. We are asking that fundraisers be turned in as follows: all fundraisers for the spring semester be submitted in January; all fundraisers for the summer to be submitted in May; all fundraisers for the fall semester be submitted in September.
Principals have been asked to work with clubs, groups and organizations to make this happen.

Bennie Stephens
District Report Card - An overview of the District Report Card was shared with the Board. Metcalfe
County High School has been on a long journey for three years. Their hard work has paid off as the high school is now classified as a Distinguished high school. The results are listed as the schools were set up last year. Edmonton Elementary is classified as a Proficient Progressing school, they met a benchmark that went above other schools that were Proficient. Summer Shade Elementary is still classified as a
Proficient school. North Metcalfe Elementary and the Metcalfe County Middle School are classified as
"Needs Improvement" schools. The District is classified as a Proficient District. Metcalfe County ranks
52 out of 174 school districts. We will be recognizing our All Distinguished Students next week. Their names have been added to the plaque on display in the board room. The plaques will be shown to students next week at the celebrations. Board members are invited to attend the celebrations.
PLAN/EXPLORE Tests -We have also recently received our test scores for EXPLORE & PLAN. KDE requires that the EXPLORE test be administered to 8th Grade. The test is given to grades 6, 7 and 8 to measure progress of these students and to ensure they are on the right track. The 8th grade Explore composite score is 14.5 out of 25. KDE requires the PLAN Test be given to 10th grade. The PLAN test is administered to grades 9 and 10. The composite score is 17.0 out of 32.0 for grade 10. The schools are taking the results apart and identifying strategies to help those students to be sure they are college and career ready. The District did not meet our goal that was set last year. We did not meet the Graduation
Rate, we are working on this now trying to get the information cleared up so our records will be accurate. The schools will be giving detailed reports at the next two board meetings.
21st Century Grant & School Improvement Grant - We are in good financial shape with 21st Century, we have some carryover money. There is plenty of money to spend on after-school needs at the middle school. We are now able to provide transportation to drop-off points throughout the county. The SIG is for the high school. This is carry over money to take care of needs for this year. We are trying to make purchases to sustain the high school.
Dr. Lile stated Mr. Stephens and Mr. Trotter have worked really well together on the 21st Century Grant as the program continues to grow. Mr. Stephens is communicating with KDE on a regular basis.
Jamie Howard
Title 1 Funds - A couple of sites have carry-over money from 2012-13. The high school has just started using 2013-14 money.
Jamie Moss
Distinguished Students - While attending a meeting at GRREC, information was shared regarding special needs students at the middle school, these students scored Proficient and Distinguished and were in the top 25 in Math & English in the GRREC region. Edmonton Elementary students with disabilities scored in the top 25 of elementary schools in the region. This a quiet an accomplishment.
Special Education - The majority of Special Education funds are spent on salaries. Therapeutic services are also provided to students. These services include speech, physical therapy and occupational therapy. We are tired to the letter of the law in providing services to students with special needs.

Migrant - We have carry over money from a grant that was written this past summer and we allowed to keep the money longer than usual. The bulk of the funds are spend on salaries for the Migrant program.
Action Items - there are three action items for approval. Last month the Board approved a list of person who can chair ARC meetings, actually that list needs to be approved by role or position not name. ARC
Chairpersons have the authority to schedule ARC meeting, allocate funds and make staffing decisions relative to the implementation of specially designed instruction and related services for students qualifying as a student with a disability per law. The amended Physical Therapy Contract with TJ Samson will actually reduce our cost. They have hired a couple of Occupational Therapy Assistants who fee will be $45 per hour instead of $55 per hour for an Occupational Therapist . The contract for Sivic Solutions
Group is for the new Medicaid billing company we have contracted with. They will provide training to our staff on November 6th. This is a much faster, more reliable and more efficient service than we have been using. This will allow us to increase the amount of funds we draw back from Medicaid.
Chris Huffman
Buildings & Grounds/ Maintenance - A list of current projects underway was given to Board members.
Currently 33% of the Maintenance budget has been used for the first quarter. Chairman Shive asked about the fence at the Preschool playground. He was told the Preschool fence was scheduled to be completed today. The fence in front of the intermediate center has not been installed yet. It depends on what the LPC decides. There are no security lights on the back side of the primary center. We are looking at installing lights ourselves on the blue gym that will illuminate the back of the primary center and the parking lot at the intermediate center.
Safe Schools - The drills are done monthly except for intruder drills and they will be random for the remainder of the year.
Enrollment - Enrollment continues to stay steady.
Attendance - District wide attendance remains above 95%.
Dwight Ross
General Fund -The general fund SEEK funding will be $280,000 less than last year. The decline is due to property tax values not property tax rates. There were two CDs that matured, one for a million and one for one-half million. Rather that renewing those we added the money to our checking account which will draw more interest. Revenues are a little low right now, they will pick up as property taxes start coming in. Budget wise we are in pretty good shape. Expenditures are within the range we expected.
Directors - All directors met to go over all budgets, things are looking good.
Herby Bunch
School Bus Safety Week - was October 21-25. The week concluded with a breakfast on Friday for the drivers. Dr. Lile joined them for breakfast. Bus drivers are doing a good job. We are accident free so far and morale is up. We are keeping up to date equipment and that is very important. The budget is in line where it should be at this time.

Beth Miller
Food Service Budget - is right on target and where we should be to increase our funds to decrease out deficit. Student participation has continued to increase. Students have participated in taste test and that has been successful. Dwight Ross added - Food Service has several expenses early in the school year, such as stocking coolers, freezers and such to get started. It takes time for reimbursements to start coming in.
Staff - has done very well this year. Four new cooks were hired at the beginning of the year. One has quit and will be replaced.
Fresh Fruit & Vegetable Program - at the primary center is going very well. This takes place four days a week for snack.
4) Consent Items
Minutes
September 23, 2013
October 11, 2013
Fieldtrips
MCHS
Exceptional Ed Rain Forrest Cafe/
Grand ole' Opry
Nashville, TN 12/03/13
Fundraisers
MCHS
Class of 2017
Class of 2017
Class of 2017
Class of 2013
STLP
STLP
HOSA
HOSA
Girls BB Boosters
Girls BB Boosters
Girls/Boys BB Boosters
Band Boosters
Band Boosters
Softball Boosters
Softball Boosters
Softball Boosters
MCMS
Jr. Beta
Bake Sale
Bake Sale
Ribeye/Shoulder Sandwiches
Trash Bags
RADA
Coke Products
5K Race/Walk
Spirit Shirts
Coke Products
Donuts
Digital Advertising
RADA
Spirit Towels
Concessions
Pavers
Advertising
RADA
11/01/13
02/14/14
04/25/14
10/29-12/31/13
11/01-12/06/13
01/01-31/14
11/23/13
11/01/13-02/02/14
10/23-11/12/13
11/12-26/13
2013-14 School Year
10/23-11/22/13
2013-14 School Year
2013-14 School Year
2013-14 School Year
2013-14 School Year
11/06-26/13

Student Government
MCPC
PTO
PTO
Personnel
Appointments
Wendell Jessie
Rebecca Pennington
After School Programs
Amber Steele
Kelly Stephens
Pink Out Shirts
Parents Night Out
Breakfast with Santa
Custodian
MCHS Title I Paraeducator
21st Century Activity Facilitator
21st Century Activity Facilitator
10/23-11/12/13
12/06/13
12/14/13
10/21/2013
10/28/2013
Kimberly Anderson
Christina Richardson
Cindy Dennison
Janet Bennett
Classified Cook/Baker Sub
Classified Cook/Baker Sub
Classified Cook/Baker Sub
Classified Paraeducator Sub
Retirement
Deborah Hurt
Donnie Perry moved to approve October consent items as presented, seconded by John Caffee, with the voting as follows:
Custodian 10/31/2013
Shive- yes Brown - yes Perry - yes Caffee - yes McMurtrey - yes
5) Action Items
5A. Approve submitting BG4 & BG5 Project close-out forms to KDE for the completion of
Metcalfe County Middle School
Robin McMurtrey moved to approve submitting the BG4 & BG5 Project close-out forms to KDE for the completion of the Metcalfe County Middle School, seconded by Tim Brown , with the voting as follows:
Shive- yes Brown - yes Perry - yes Caffee - yes McMurtrey - yes
5B. Approve the Mutual Release and Settlement Agreement between the Metcalfe County
Board of Education and Isaac Tatum Construction, Inc. related to issues pertaining to the
Metcalfe County New Middle School

Tim Brown moved to approve the Mutual Release and Settlement Agreement between Metcalfe
County Board of Education and Isaac Tatum Construction, Inc. related to issues pertaining to the
Metcalfe County New Middle School, seconded by Donnie Perry, with the voting as follows:
Shive- yes Brown - yes Perry - yes Caffee - yes McMurtrey - yes
5C. Approve Financial Audit for 2012-13
John Caffee moved to approve the Financial Audit for 2012-13, seconded by Robin McMurtrey, with the voting as follows:
Shive- yes Brown - yes Perry - yes Caffee - yes McMurtrey - yes
5D. Approve Admissions Release Committee (ARC) District Staff Chairperson by role
Robin McMurtrey moved to approve Admissions Release Committee (ARC) District Staff
Chairperson by role, seconded by John Caffee , with the voting as follows
Shive- yes Brown - yes Perry - yes Caffee - yes McMurtrey - yes
5E. Approve amended Occupational Therapy contract with TJ Samson
Donnie Perry moved to approve amended Occupational Therapy contract with TJ Samson, seconded by John Caffee, with the voting as follows:
Shive- yes Brown - yes Perry - yes Caffee - yes McMurtrey - yes
5F. Approve contract with Sivic Solutions Group
Tim Brown moved to approve contract with Sivic Solutions Group, seconded by Donnie Perry, with the voting as follows:
Shive- yes Brown - yes Perry - yes Caffee - yes McMurtrey - yes
5G. Approve Warrants and Finance Reports
Tim Brown moved to approve Warrants and Finance Reports, seconded by John Caffee, with the voting as follows:
Shive- yes Brown - yes Perry - yes Caffee - yes McMurtrey - yes
5H. Approve September travel for Dr. Lile
Robin McMurtrey moved to approve September travel Dr. Lile, seconded by Tim Brown, with the voting as follows:
Shive- yes Brown - yes Perry - yes Caffee - yes McMurtrey - yes

5I. Approve Section 125 Plan Documents
Donnie Perry moved to approve Section 125 Plan Documents, seconded by John Caffee, with the voting as follows:
Shive- yes Brown - yes Perry - yes Caffee - yes McMurtrey - yes
5J. Approve local board training hours
Tim Brown moved to approve local board training hours, seconded by , John Caffee with the voting as follows:
Shive- yes Brown - yes Perry - yes Caffee - yes McMurtrey - yes
5K. Approve Technology Activity Report (TAR)
Robin McMurtrey moved to approve the Technology Activity Report (TAR), seconded by Tim
Brown, with the voting as follows:
Shive- yes Brown - yes Perry - yes Caffee - yes McMurtrey - yes
5L. Approve updated Policy 09.36 (School-Related & Instructional Student Trips)
This is the second read of Policy 09.36 and notification of updated Procedure 09.36 AP.1
The leave with and ride with statements have been tweaked a little. This has been cleared with the Board attorney and insurance agent. The travel distance and nights lodging portion has been moved to a procedure. This seems to fit best here. The distance and lodging remains basically the same with the exception that had been added for a non-sanctioned competitive teams have an exception for one year. This is the changes that have been made since you looked at for a first read. Additional language has been added for principals and their involvement in the origination, planning and overall aspects of field trips and all that takes place around them.
Robin McMurtrey moved to approve updated Policy 09.36 (School-Related & Instructional Field
Trips), seconded by Tim Brown, with the voting as follows:
Shive- yes Brown - yes Perry - no Caffee - no McMurtrey - yes
5M. First read on policy revision - Policy 09.33 (Fund Raising Activities)
First read of this proposed policy update names specific due dates to the Board for fundraiser approval.
7) Board Discussion
None

8) Public Comment
None
9) Adjourn
John Caffee moved to Adjourn, seconded by Robin McMurtrey, with the voting as follows:
Shive- yes Brown - yes Perry - yes Caffee - yes McMurtrey - yes
Metcalfe County Board of Education
____________________________
Joey Shive, Chairman
___________________________
Benny Lile, Secretary