Welcome to the October 26, 2015, meeting of the Jefferson County Board of Education.

JCBE Meeting Videos

Audio: 10 26 2015 Board Meeting

Please join us for our traditional moment of silence.

• Agenda 10 26 15
• Meeting Notice 10 26 15

Please join us for the Pledge of Allegiance.

• Recognitions by District 10 26 15 (Updated)

Superintendent Donna Hargens recommends that the Board of Education receive the recognitions and resolutions for October 26, 2015.

Order #185 - Motion Passed:  Superintendent Donna Hargens recommends that the Board of Education receive the recognitions and resolutions for October 26, 2015. The recommendation passed with a motion by Mrs. Stephanie Horne and a second by Ms. Diane Porter.

Peyton is one of two outstanding cadets to receive the Top Junior of the Year Award from the Navy Junior Reserve Officers Training Corps (NJROTC) in Area 9, which includes the states of Kentucky, Tennessee, Kansas, Missouri, New Mexico, Oklahoma, and part of Texas.

In a letter of recommendation for the award, Major Martin Steimle at The Academy @ Shawnee said the student “possesses the dedication and devotion indicative of a leader. Cadet Adelmann’s dedication to both The Academy and to the NJROTC unit is unsurpassed. He has given this institution his time, talents, and efforts—all the while maintaining a 4.12 cumulative GPA.”

Major Steimle also noted that Peyton “represents the ‘whole cadet’ model: strong not only in his studies and academic achievements but also excelling in sports, extracurricular activities, and community service.”

Peyton is interested in pursuing a degree in engineering and plans to apply to the U.S. Naval Academy as well as the Massachusetts Institute of Technology (MIT) and Purdue University.

Submitted by: Superintendent Donna Hargens

Superintendent Donna Hargens recommends that the Board of Education recognize Peyton Adelmann, student at The Academy @ Shawnee, for receiving the Top Junior of the Year Award from the Navy Junior Reserve Officers Training Corps.

More than 50 distinguished Jefferson County Public School District’s students have been selected as 2016 National Merit Scholarship Program Semifinalists. 

Approximately 1.5 million juniors in more than 22,000 high schools from across the nation participated in the National Merit Scholarship Program. The program recognizes outstanding students who score very high on the Preliminary Scholastic Aptitude Test/National Merit Scholarship Qualifying Test (PSAT/NMSQT). These students will compete for around 7,400 National Merit Scholarships worth about $32 million.

Finalists for the program are selected based on their outstanding academic record throughout high school, endorsement and recommendation by a high school official, and earned SAT scores that confirm their performance on the PSAT/NMSQT as well as their accomplishments, leadership, and participation in school and community activities.

Submitted by: Superintendent Donna Hargens

Superintendent Donna Hargens recommends that the Board of Education recognize the District’s 2016 National Merit Scholarship Program Semifinalists from Atherton, Ballard, Brown, duPont Manual, and Seneca high schools.

Chenoweth Elementary School is one of ten Kentucky public schools recognized as a 2015 Teaching, Empowering, Leading, and Learning (TELL) Winner’s Circle School. The designation recognizes schools for their outstanding teaching and learning conditions.

In recognition of Chenoweth’s outstanding accomplishment, the school received a certificate and a 4’ x 6’ banner during the Continuous Improvement Summit held in Lexington. The school will also serve as a model of best practices across the state.

The winning schools were selected based on data collected from the 2015 TELL Kentucky Survey results, school safety, and student achievement scores. The selection of the schools included a four-phase process. In Phase I, schools that reached the minimum 50 percent survey response rate threshold were identified. In Phase II, student test scores from the 2014-15 school year were evaluated and a cut-off point was set to ensure that successful schools would progress to the next phase of the selection process. In Phase III, schools were studied for specific details relating to their TELL Kentucky results, in addition to other criteria, using a rubric created by the New Teacher Center and the TELL Kentucky Advisory Team. Phase IV included schools that met all of the minimum criteria of the selection process. These schools were evaluated by the TELL Kentucky Advisory Team in order to select the most exemplary schools. 

Submitted by: Superintendent Donna Hargens

Superintendent Donna Hargens recommends that the Board of Education recognize Chenoweth Elementary School as a 2015 Teaching, Empowering, Leading, and Learning Winner’s Circle School.

Terrilynn, Tonya, Joshua, and Emily are 4 of 24 Kentucky teachers selected as recipients of the 2016 Ashland Inc. Teacher Achievement Award and have qualified to compete for the Kentucky Teacher of the Year Award.

The teachers will be formally recognized at an awards ceremony to be held on October 20 at the State Capitol Building in Frankfort. Governor Steve Beshear, Education and Workforce Development Cabinet Secretary Thomas Zawacki, and Ashland Inc. Senior Vice President and Valvoline President Sam Mitchell will honor the teachers and recognize the Kentucky Elementary, Middle, and High School Teachers of the Year.

Ashland Inc. has recognized outstanding Kentucky teachers with its Teacher Achievement Awards since 1988. Approximately $776,000 has been awarded to 524 teachers of Kindergarten to grade 12.

Submitted by: Superintendent Donna Hargens

Superintendent Donna Hargens recommends that the Board of Education recognize Terrilynn Fleming, a teacher at Central High School Magnet Career Academy; Tonya Artman, a teacher at Crosby Middle School; Joshua DeWar, a teacher at Engelhard Elementary School; and Emily Lomax, a teacher formerly at Foster Traditional Academy, for receiving the 2016 Ashland Inc. Teacher Achievement Award.

The minutes of action taken at every meeting of the Board, setting forth an accurate record of votes and actions at such meetings, shall be promptly recorded, and submitted for approval at the next regularly scheduled meeting, and such records shall be open to public inspection at reasonable times after they have been approved by the Board. 

The minutes of the October 12, 2015, special meeting are presented for your review and approval.

Attachment

• Minutes 10 12 15 Special Meeting

Superintendent Donna Hargens recommends that the Board of Education approve the minutes of the October 12, 2015, special meeting.

Order #186 - Motion Passed:  Superintendent Donna Hargens recommends that the Board of Education approve the minutes of the October 12, 2015, special meeting. The recommendation passed with a motion by Mr. Chris Brady and a second by Mr. Chuck Haddaway.

• Text: Superintendent's Report 10 26 15
• PowerPoint: Superintendent's Report 10 26 15
• Resolution in Support of Minor Daniels Academy

The Office of Early Childhood recommends the new Early Childhood Center located on the former campus of the Presbyterian Community Center at 701 South Hancock Street be named the Ernest "Camp" Edwards Education Complex.

During his lifetime, Ernest "Camp" Edwards was a notable figure associated with the Smoketown neighborhood. He instilled values by mentoring young people of the community through leadership roles at his church, Grace Hope Presbyterian Church, and the Presbyterian Community Center.

Camp Edwards was a Smoketown native who received his Master's Degree in Social Work from the University of Louisville. Mr. Edwards worked in several county youth programs while also instructing as a professor at Jefferson Community College. His love for education ran deep and numerous scholarships have been given in his name.

In accordance with Board of Education Policy 05.11 Naming Facilities and Alterations, it is appropriate that the new Early Childhood Center be named the Ernest "Camp" Edwards Education Complex.

Submitted by: Dr. Michael Raisor

Attachments

• Letters of Support: Ernest "Camp" Edwards Education Complex
• Board Policy 05.11 Naming Facilities and Alterations

Superintendent Donna Hargens recommends the Board of Education name the new Early Childhood Center located at 701 South Hancock Street the Ernest "Camp" Edwards Education Complex.

Order #187 - Motion Passed:  Superintendent Donna Hargens recommends the Board of Education name the new Early Childhood Center located at 701 South Hancock Street the Ernest "Camp" Edwards Education Complex. The recommendation passed with a motion by Ms. Diane Porter and a second by Mr. Chris Brady.

The name Norton Commons alludes to the history of the land, which was once owned by the Norton family, and also serves as a geographic reference. The rich history and community pride of the residents would be reflected in naming the school Norton Commons Elementary School. This name also pays tribute to George W. Norton and his daughter, Mary Norton Shands, who were both prominent community leaders and philanthropists.

As a result of the school’s location, the school will have access to Norton Commons’ parks and amenities and it is fitting to choose a name that reflects this distinctive community.

Norton Commons LLC made the generous land contribution to  enable JCPS to move forward with the building of a new elementary school.

In accordance with Board of Education Policy 05.11 Naming Facilities and Alterations, it is appropriate that the new school be named Norton Commons Elementary School.

Submitted by: Dr. Michael Raisor

Attachments

• Letters of Support: Norton Commons ES (Updated)
• Board Policy 05.11 Naming Facilities and Alterations

Superintendent Donna Hargens recommends the Board of Education name the new elementary school located at 10941 Kings Crown Drive the Norton Commons Elementary School.

Order #188 - Motion Passed:  Superintendent Donna Hargens recommends the Board of Education name the new elementary school located at 10941 Kings Crown Drive the Norton Commons Elementary School. The recommendation passed with a motion by Mrs. Stephanie Horne and a second by Mrs. Linda Duncan.

On June 23, 2014, the Board of Education approved the project for a new elementary school at Norton Commons to open in the 2016-17 school year.

Boundaries for the new elementary school were proposed as a first reading to the Board of Education at the June 8, 2015, meeting. When determining the proposed boundaries for this new school, we considered: (1) the number of students the building can accommodate, (2) the number of students who attend JCPS, (3) the continued development at Norton Commons, and (4) expected development in other parts of northeastern Jefferson County.

We anticipate the school would open with 400 students in Kindergarten through Grade 5 in 2016-17. Eventually, the building will be able to serve about 600 students in Kindergarten through Grade 5 and will have eight classrooms for Early Childhood students. 

At the time of the first reading, Board members requested additional information about the boundaries before considering for approval. At the October 12, 2015, Board meeting, information about possible options for establishing boundaries, including the pros and cons for each option, was shared. 

The recommended boundary has several advantages, including being the least disruptive and providing extra capacity within Cluster 10 for future growth. At meetings in the spring, the proposal was acceptable to all impacted principals. Families who reside in the impacted areas were notified via letters about the boundary changes and invited to a public meeting in May to gather feedback. No concerns regarding the proposed boundaries were voiced at that meeting, which hosted between 40 and 50 people.

Submitted by: Dr. Dena Dossett

• Proposed Boundaries for New ES at Norton Commons

Superintendent Donna Hargens recommends the Board of Education approve the proposed boundary for the new school at Norton Commons whereby part of the boundary for Chancey Elementary School will become the boundary for the new elementary school in Cluster 10 for the 2016-17 school year.

Order #189 - Motion Passed:  Superintendent Donna Hargens recommends the Board of Education approve the proposed boundary for the new school at Norton Commons whereby part of the boundary for Chancey Elementary School will become the boundary for the new elementary school in Cluster 10 for the 2016-17 school year. The recommendation passed with a motion by Mrs. Stephanie Horne and a second by Mrs. Linda Duncan.

Strategic Plan: Vision 2015 was adopted by the Board of Education on May 29, 2012, and has served as the document to set the priorities and guide the work of JCPS to improve the education we provide to our students. A revised, more streamlined version of Vision 2015 was approved by the Board on October 27, 2014. The Board is moving forward with a process to create Strategic Plan: Vision 2020 that will guide the work of the district for the next five years.

On October 12, 2015, the Board discussed a preliminary draft of Vision 2020 and provided feedback to staff. Public response to the draft was also solicited.

The Board will receive an update of the status of revisions to the Strategic Plan: Vision 2020 to reflect Board and community input.

• Handout: Draft Strategic Plan: Vision 2020

Superintendent Donna Hargens recommends the Board of Education receive for information an update on the draft Strategic Plan: Vision 2020 revised to reflect Board and community input.

Order #190 - Motion Passed:  Superintendent Donna Hargens recommends the Board of Education receive for information an update on the draft Strategic Plan: Vision 2020 revised to reflect Board and community input. The recommendation passed with a motion by Mr. David Jones and a second by Mrs. Linda Duncan.

The Regular Session of the Kentucky General Assembly convenes on January 5, 2016. Jefferson County Public Schools functions within the statutory framework established by General Assembly, so the actions of the legislature have a significant impact on the district’s work. In additional, the General Assembly will consider the State Executive Branch Budget for the 2016-2018 biennium.

On September 28, 2015, the Board held a work session to discuss policy positions on issues that are important to the district and are likely to be addressed during the 2016 legislative session. An initial draft of the 2016 Legislative Agenda was discussed at a work session held on October 12, 2015.

At this work session, the Board will review and discuss a revised draft 2016 Legislative Agenda, developed based on input received at the two previous work sessions.

• Draft 2016 JCPS Legislative Agenda
• Handout: 2016 Legislative Agenda

Superintendent Donna Hargens recommends the Board of Education receive for information a review of a revised draft 2016 Legislative Agenda revised to reflect Board input.

Order #191 - Motion Passed:  Superintendent Donna Hargens recommends the Board of Education receive for information a review of a revised draft 2016 Legislative Agenda revised to reflect Board input. The recommendation passed with a motion by Mrs. Stephanie Horne and a second by Mrs. Linda Duncan.

Persons requesting to address the Board on a specific agenda item will speak when that item is brought forward.

Speakers who have registered to address the Board of Education on agenda items will be called when that agenda item is brought forward.

Speakers who have registered to address the Board on non-agenda items are heard after the Board has conducted regular business, near the end of the meeting.

Each speaker is allowed three minutes to address the Board. At the end of 2–1/2 minutes, a bell will sound once. You will then have 30 seconds to finish your statement. At the end of three minutes, the bell will sound twice, indicating that your time is up.

Superintendent Donna Hargens recommends that the Board of Education approve the consent calendar for October 26, 2015.

Order #192 - Motion Passed:  A motion that the Board of Education approve the consent calendar for October 26, 2015, minus Agenda Item VIII.T. passed with a motion by Dr. Lisa Willner and a second by Ms. Diane Porter.

Order #193 - Motion Passed:  A motion that the Board of Education approve Agenda Item VIII.T. Approval of Regular Board Meeting Schedule for 2016 passed with a motion by Mrs. Stephanie Horne and a second by Ms. Diane Porter.

Pursuant to KRS 160.380, it is my responsibility to report to the Board of Education routine personnel actions that I have taken that affect certified and classified employment.

These actions have been executed in compliance with all Board of Education policies and state and federal laws.

All positions are Board of Education approved positions.

Submitted by: Dr. Michael Raisor

Attachment

• Personnel Actions 10 26 15

Superintendent Donna Hargens recommends the Board of Education receive the attached report of the personnel actions that she has taken per KRS 160.380.

Pursuant to Kentucky Revised Statutes, leaves of absence must be recommended by the superintendent and approved by the Board of Education.

The following personnel actions are in compliance with federal and state laws and Board policy regarding equal employment opportunities.

Submitted by: Dr. Michael Raisor

Attachment

• Certified Leaves of Absence 10 26 15

Superintendent Donna Hargens recommends that the Board of Education approve the requests for leaves of absence included in the attachment.

The Academic Services Division organizational chart is submitted to delete one (1) Coordinator JCPS Gheens Institute for Innovation.

The Curriculum and Instruction organizational chart is submitted to change the reporting relationship of Specialist II (Professional Development) from Director Curriculum Management to Assistant Superintendent for Curriculum and Instruction and add one (1) Coordinator V.

The Curriculum Management organizational chart is submitted to change the reporting relationship of Specialist II (Professional Development) from Director Curriculum Management to Assistant Superintendent for Curriculum and Instruction.

The Financial Planning and Management organizational chart is submitted to delete one (1) Clerk III (220 day) and add one (1) Clerk III (260 day).

The Grants and Awards Accounting organizational chart is submitted to delete one (1) Clerk II.

The Academic Support Programs organizational chart is submitted to remove three (3) Home/School Coordinators (187 days). These positions will now be school based.

Submitted by: Dr. Michael Raisor

Attachments

• Organizational Charts (with notes) 10 26 15
• Organizational Charts 10 26 15

Superintendent Donna Hargens recommends that the Board of Education approve the attached organizational charts for Academic Services Division, Curriculum and Instruction, Curriculum Management, Financial Planning and Management, Grants and Awards Accounting, and Academic Support Programs.

This is a report of field trip requests submitted to the Board of Education on October 26, 2015.

Administrative Regulation 702 KAR 5:060 requires that the use of common-carrier field trips be approved and cited in Board of Education minutes.

Also included is a report of other field trips approved by the superintendent per Board Policy IICA Field Trips.

Submitted by: Dr. Michael Raisor

Attachments

• Field Trip Requests 10 26 15
• Field Trips Approved by Superintendent 10 26 15

Superintendent Donna Hargens recommends that the Board of Education approve the attached report of field trip requests and receive a report of other field trips approved by the superintendent.

On May 26, 2015, the Board of Education approved BTM Engineering, Inc. to prepare plans and specifications for Project 094-15019.

On July 27, 2015, the Board approved awarding a contract to Flynn Brothers Contracting, Inc. for $99,361.

In accordance with 702 KAR 4:160, the Kentucky Department of Education requires revision of the BG-1 form when change orders exceed the budgeted contingency amount.

Submitted by: Dr. Michael Raisor

Attachment

• Revised BG-1 New Road at Bowen ES

Superintendent Donna Hargens recommends that the Board of Education approve the attached revised BG-1 form for New Road at Bowen Elementary School.

On December 15, 2014, the Board of Education approved assigning the JCPS Facility Planning Unit to prepare plans and specifications for Project VAR-15014.

On March 30, 2015, the Board approved awarding a contract to Flynn Brothers, Inc. as the low bidder.

The JCPS Facility Planning Unit has made a final inspection and concluded that this contract is complete and final payment is due the contractor.

Submitted by: Dr. Michael Raisor

Attachment

• BG-4 2015 Paving Package I at Semple ES (Flynn)

Superintendent Donna Hargens recommends that the Board of Education approve the contract completion, the attached BG-4 form, and final payment to Flynn Brothers, Inc. for 2015 Paving Package I at Semple Elementary School for a total construction cost of $25,572.

On February 23, 2015, the Board of Education approved assigning the JCPS Facility Planning Unit to prepare plans and specifications for Project VAR-15017.

On May 11, 2015, the Board approved awarding a contract to Flynn Brothers, Inc. as the low bidder.

The JCPS Facility Planning Unit has made a final inspection and concluded that this contract is complete and final payment is due the contractor.

Submitted by: Dr. Michael Raisor

Attachment

• BG-4 2015 Paving Package II at Moore TS (Flynn)

Superintendent Donna Hargens recommends the Board of Education approve the contract completion, the attached BG-4 form, and final payment to Flynn Brothers, Inc. for 2015 Paving Package II at Moore Traditional School for a total construction cost of $41,000.

On August 11, 2014, the Board of Education approved the contract completion and BG-4 form for Delta Service, LLC.

The Kentucky Department of Education requires the submission of the BG-5 form to reconcile the total project cost to the funding source.

Submitted by: Dr. Michael Raisor

Attachment

• BG-5 Breckinridge Metro HS Intercom Replacement

Superintendent Donna Hargens recommends the Board of Education approve the attached BG-5 form for Intercom Replacement at Breckinridge Metropolitan High School.

On March 30, 2015, the Board of Education approved the contract completion and BG-4 form for Intertech Mechanical Services, Inc.

The Kentucky Department of Education requires the submission of the BG-5 form to reconcile the total project cost to the funding source.

Submitted by: Dr. Michael Raisor

Attachment

• BG-5 Crums Lane ES Boiler Replacement

Superintendent Donna Hargens recommends that the Board of Education approve the attached BG-5 form for Boiler Replacement at Crums Lane Elementary School.

On November 24, 2014, the Board of Education approved the contract completion and BG-4 form for Bischoff Brothers Excavating, LLC.

The Kentucky Department of Education requires the submission of the BG-5 form to reconcile the total project cost to the funding source.

Submitted by: Dr. Michael Raisor

Attachment

• BG-5 Green Infrastructure at Fairdale HS

Superintendent Donna Hargens recommends that the Board of Education approve the attached BG-5 form for Green Infrastructure at Fairdale High School.

On January 26, 2015, the Board of Education approved the contract completion and BG-4 form for Excel Excavating, Inc.

The Kentucky Department of Education requires the submission of the BG-5 form to reconcile the total project cost to the funding source.

Attachment

• BG-5 Farnsley-Kaufman Access Road at Farnsley MS

Superintendent Donna Hargens recommends that the Board of Education approve the attached BG-5 form for Farnsley-Kaufman Access Road at Farnsley Middle School.

In accordance with 702 KAR 4:160, the Kentucky Department of Education requires that all change orders shall be approved by local board action. Change order descriptions are included in the attachment.

Please note that a found condition represents any item not anticipated during the design phase of the project; and owner request can be any item approved by Facilities staff, often with principal input, to enhance the overall project.

Submitted by: Dr. Michael Raisor

Attachment

• Change Orders and Descriptions 10 26 15

Superintendent Donna Hargens recommends the Board of Education approve the construction change orders included in the attachment.

In accordance with KRS 45A.345-45A.460, these items represent the lowest and/or best bid for each respective item and/or group of items.

The proposals are public record and are on file for inspection in the Purchasing Department after award of contract.

Copies of the above-referenced competitive negotiation, and bid tabulations are also available on eMeeting.

Submitted by: Cordelia Hardin

Attachment

• *Competitive Negotiation/Bid Tabs/Contract Renewals 10 26 15
• Executive Search Services
• Furniture, Classroom and Office (Line Item)
• Locally Grown Fresh Fruits and Vegetables (for Nutrition Service Center)
• New Tires and Tubes Recapping and Repair

Superintendent Donna Hargens recommends the Board of Education approve the following competitive negotiation, bid tabulations, and contract renewals:
•Competitive Negotiation on Executive Search Services;
•Furniture, Classroom and Office Line Item;
•Locally Grown Fresh Fruits and Vegetables (For Nutrition Service Center);
•New Tires and Tubes, Recapping and Repair;
•Contract Renewal on Fire Sprinkler Repair and Testing Service;
•Contract Renewal on Locker Repair Service;
•Contract Renewal on Physical Education Equipment and Supplies (Percentage);
•Contract Renewal on Printing: JCHS Independent Study Workbooks;
•Contract Renewal on Safety Supplies and Equipment (Percentage);
•Contract Renewal on Uniform and Floor Mat Rental (For Nutrition Service Center); and
•Contract Renewal on Wrecker Service.

In accordance with Board Policy 01.11 General Powers and Duties of the Board, professional services contracts of $5,000 or more require Board approval.

Submitted by: Cordelia Hardin

Attachments

• List of Contracts 10 26 15
• 01 The Herlihy Group, Inc.

Superintendent Donna Hargens recommends the Board of Education approve the attached professional services contract of $5,000 or more.

This report is provided to the Board in accordance with Fiscal Management Policy 04.3111 District Issuance of Checks.

Submitted by: Cordelia Hardin

Attachment

• Purchase Order Report 10 26 15

Superintendent Donna Hargens recommends the Board of Education accept the attached report of purchase orders issued during the period of September 28 through October 11, 2015.

This report is provided to the Board in accordance with Fiscal Management Policy 04.3111 District Issuance of Checks.

Submitted by: Cordelia Hardin

Attachment

• Voucher Report 10 26 15

Superintendent Donna Hargens recommends the Board of Education accept the attached report of vouchers paid during the period of September 28 through October 11, 2015.

This report includes all professional services contracts approved by the Board since July 1, 2015, and is provided per Board Policy 01.11 General Powers and Duties of the Board. 

Of the $4.3 million in professional services contracts, more than $3.5 million, or 81.4 percent, were submitted by Academic Services. 

Submitted by: Cordelia Hardin 

Attachment

• Monthly Report of Professional Services Contracts of $5,000 or More

Superintendent Donna Hargens recommends the Board of Education receive the attached Monthly Report of Professional Services Contracts of $5,000 or more.

This report is provided to the Board per KRS 160.560 and Board Policy 04.31 Fiscal Accounting and Reporting.

Submitted by: Cordelia Hardin

Attachments

• Financial Report-September 2015
• MUNIS Report-September 2015
• Notes of Interest-September 2015

Superintendent Donna Hargens recommends the Board of Education receive the attached Unaudited Monthly Financial Report for period ended September 30, 2015.

This report is provided to the Board per JCPS Policy 04.36 Investments.

Investment performance is consistent with prior years although it appears low due to the effects of year-end accrual entries.
       
Submitted by: Cordelia Hardin

Attachment

• Quarterly Report of Investment Performance 09 30 15

Superintendent Donna Hargens recommends the Board of Education receive the attached Quarterly Report of Investment Performance for period ended September 30, 2015.

Superintendent Donna Hargens recommends the Board of Education accept the grants and funding to various schools and departments as presented in the following agenda items.

This is a report of donations and small grants submitted to the Board of Education on October 26, 2015.

Schools solicit donations for current needs or a specific purpose or project. Undesignated donations are used at the discretion of the school or the School Based Decision Making Council.

Submitted by: Superintendent Donna Hargens

Attachment

• Donations and Small Grants Report 10 26 15

Superintendent Donna Hargens recommends the Board of Education accept donations and small grants totaling $49,425.00 to be used as stated in the attachment.

Jefferson County Public Schools received $165,461.48 from the Jefferson County Public Education Foundation through the following donors:

The C. E. and S. Foundation donated a $125,000 grant to support the Community Data Specialist and Program Reviewer position at Jefferson County Public Schools. 

A $26,000 donation was received from an anonymous donor through Schwab Charitable for a playground at Chenoweth Elementary School. 

Louisville Metro Government made a payment of $2,000 toward the Metro Neighborhood Development Funds grant for Southern High School.

KC and Becky Crahan donated $100 for the Chris Nelligan Memorial Scholarship Fund. 

Gordon Food Services donated $1,361.48 for the Gordon Food Services Scholarship Fund.

An anonymous donor through The Community Foundation of Louisville issued a check in the amount of $10,000 to be awarded to PTA’s through an application process for programs impacting student achievement and family engagement.

Junior Achievement of Kentuckiana donated $1,000 for the Hilliard Lyons 2015 Excellence Awards.

Submitted by: Superintendent Donna Hargens

Superintendent Donna Hargens recommends the Board of Education accept funding totaling $165,461.48 from the Jefferson County Public Education Foundation to be used as stated in the rationale.

This grant supports English as a Second Language (ESL) intake, school registration and language assessment services, summer and after-school programming, parent information sessions, professional development, student books and materials that accelerate language and literacy development, as well as supplies.

From August 2014 to June 2015, a total of 501 refugee students and their families—most referred by Catholic Charities and Kentucky Refugee Ministries—were served by the ESL Intake Center. The district’s partnership with refugee resettlement agencies encompasses communication about school placements, transportation, address changes, health records, social service referrals, and extended learning opportunities.

Grant funds will pay salaries, benefits, supplies, and costs for summer programming, which will include a five-week summer program for newly arrived refugee children of elementary school age and a two-week summer program for Early Grade English Language Learners.

The Catholic Charities subgrant covers only a small amount of the total cost of the ESL program in JCPS, and this is a supplementary grant for extra services. The bulk of the ESL program is primarily funded by the General Fund ($12.2 million), with a smaller amount from federal grants ($1.3 million).

The period of performance is from August 15, 2015, through August 14, 2016. 

Submitted by: Dr. Donna Hargens

• 2015-16 Refugee School Impact Subgrant Agreement

Superintendent Donna Hargens recommends the Board of Education accept a Refugee School Impact Subgrant of $152,000 from Catholic Charities of Louisville, Kentucky Office for Refugees and authorize the superintendent to sign the attached agreement.

The Kentucky Department of Education is providing funding for the Alternative Certification Elementary and Secondary (ACES) Program designed to provide financial and academic assistance for teachers seeking alternative routes of certification.

The district is required to provide coordination of and technical assistance for this initiative with local educational agencies, institutions of higher education, and future educator associations through the Office of Diversity, Equity, and Poverty, which also coordinates training, workshops, and seminars.

Funding is for the 2015-16 school year and covers the costs of instructors for workshops and seminars, participant stipends, and Praxis exam fees.

The district is not required to provide any matching funds, nor does it have any obligation beyond the 2015-16 school year.

Submitted by: John Marshall

Attachment

• KY Doc ID No. PON2 540 1600000190 1/ACES

Superintendent Donna Hargens recommends the Board of Education accept funding totaling $80,000 from the Kentucky Department of Education for the Alternative Certification Elementary and Secondary Program and authorize the superintendent to sign the attached agreement.

TreesLouisville, Inc. (TLI), a 501c(3) organization, has initiated a partnership with the district to create mini arboreta across the Louisville community through the Campus Tree Canopy Enhancement Program. TLI will select, fund, and contract the planting of trees, the majority of which will be significant landscape size, on school properties with priority given to areas targeted by the 2015 Urban Tree Canopy Assessment.

The district will be required to assign a key staff person to serve as a principal point of contact for this project. The district will also ensure ready access for insured landscape designers, planners, and contract planters on school and district property and provide ongoing maintenance including regular watering of trees with particular emphasis on the first and second growing season of March through September, mulching, protection from mowers and weed eaters, and pruning as needed.

Submitted by: Dr. Michael Raisor

Attachment

• TreesLouisville, Inc. Donation MOU

Superintendent Donna Hargens recommends the Board of Education accept a donation of trees valued at $685,000 from TreesLouisville, Inc., and authorize the superintendent to sign the attached Memorandum of Understanding.

This grant supports the Developing Resident Expertise to Actualize Mathematics for All (DREAM for All Project) by providing 18 teachers at eight project schools with professional development and graduate coursework that leads to the Elementary Mathematics Specialist certification. Project teachers will become content leaders sharing instructional strategies with other teachers through Professional Learning Communities and by guiding K-5 lesson study cycles at their respective schools.  

Grant funds will pay for stipends and substitutes so teachers may participate in the professional learning, course supplies, travel to project meetings, and evaluation services. Five percent of the district’s Elementary Math Specialist’s salary and benefits ($5,733) is included as a match to coordinate project activities.

The period of performance is October 1, 2015, through September 30, 2016. The grant does not obligate the district after the period of performance.

Participating elementary schools include:

• Atkinson Elementary School
• Bates Elementary School
• Blake Elementary School
• Engelhard Elementary School
• Luhr Elementary School
• Portland Elementary School
• Shacklette Elementary School
• Trunnell Elementary School

Submitted by:  Dr. Donna Hargens

Attachment

• ULRF MSP Subaward Agreement

Superintendent Donna Hargens recommends the Board of Education accept a Math and Science Partnership subgrant of $32,701 from University of Louisville Research Foundation, Inc. and authorize the superintendent to sign the attached agreement.

JCPS Adult and Continuing Education will use the funds to continue providing adult learners with literacy, Adult Basic Education, GED, Family Education, English as a Second Language, transitions to postsecondary education, and Corrections and Workforce Services.

Approximately 51,621 working-age adults in Jefferson County lack a high school diploma and nearly one-fourth of these adults have functional literacy skills below a sixth-grade level. Many of these adults are parents and caregivers for JCPS students. These funds will be utilized to serve more than 5,000 adult learners.

This program aligns with the district's Strategic Plan: Vision 2015 by providing parents and community members with the quality academic instruction needed for them to obtain a GED and become contributing members of the community. No matching funds are required.

Submitted by: Superintendent Donna Hargens

Attachment

• KY Doc ID No. PO2 415 1600001671 1

Superintendent Donna Hargens recommends the Board of Education accept funding totaling $2,695,900 from the Council on Postsecondary Education and authorize the superintendent to sign the attached agreement.

The attached Memoranda of Agreement with Louisville/Jefferson County Metropolitan Sewer District (MSD) will allow MSD to install rain gauges at Dunn, Roosevelt-Perry, and Stopher elementary schools to accurately monitor rainfall and duration in the greater Louisville area.

MSD will provide and install the rain gauges, which will be tied into the schools' power system. The nominal power consumption averages 6.6 kilowatt-hour per month (approximately $0.61 per month). MSD will pay JCPS a one-time payment of $500 per site for allowing the installation to be tied into each school's electrical system.

MSD will be responsible for maintenance and custody of the project records pertaining to the installation and operation of the rain gauges and will make these records available to JCPS upon request.

Additional schools could be identified at a later time.

Submitted by: Dr. Michael Raisor

Attachments

• MSD Rain Gauge MOA/Dunn ES
• MSD Rain Gauge MOA/Roosevelt-Perry ES
• MSD Rain Gauge MOA/Stopher ES

Superintendent Donna Hargens recommends the Board of Education approve the attached Memoranda of Agreement for a Rain Gauge Installation/Partnership with Louisville/Jefferson County Metropolitan Sewer District and authorize the Superintendent to sign same.

In partnership with The Academy @ Shawnee (Shawnee), Shawnee Christian Healthcare Center, Inc. (SCHC) has been awarded a grant from Southeast Christian Church to support school-based health services at Shawnee. SCHC is a not-for-profit health care clinic in the Shawnee neighborhood.

SCHC will provide medical services at Shawnee under the direction of a licensed physician or Advance Practice Registered Nurse with the assistance of a Certified Medical Assistant. SCHC is required to follow all policies, guidelines, and protocols as established by JCPS Health Services.

Shawnee will provide appropriate facilities for SCHC and will obtain any necessary written permissions from parents and/or guardians of students to approve their receiving services. 

The district is not providing matching funds for this project and has no obligation beyond June 30, 2016.

Submitted by: Dr. Donna Hargens

Attachment

• Shawnee Christian Healthcare Agreement

Superintendent Donna Hargens recommends that the Board of Education approve the attached agreement with Shawnee Christian Healthcare, Inc. and authorize the Superintendent to sign the same.

The Kentucky Administrative Regulations, as outlined in the Exceptional Child Education Policies and Procedures Manual, requires that a shortened school day and/or week be submitted to the Board of Education for approval.

This Board action is subject to confidentiality requirements according to policies and procedures in Chapter 9 Confidentiality of Information. Following approval by the Board of Education, the requests will be submitted to the Kentucky Department of Education, Division of Learning Services.

The district must maintain the following documentation for all shortened school days and/or weeks approved by the local Board of Education:

• approval by the local Board of Education (student confidentiality procedures must be followed when listing student information in the local Board minutes);
• minutes of the Admission and Release Committee (ARC) meeting documenting the ARC decision that a shortened school day and/or week is needed;
• a copy of the student’s Individual Education Plan documenting the shortened school day and/or week; and
• a copy of the physician's statement of the medical need.

Per regulations, the students are being identified as SSD170, SSD171, SSD172, and SSD173 rather than by name.

Student SSD170 has a medical condition, with proper physician documentation, which requires a 4-hour and 40-minute school day 5 days a week. Appropriate ECE procedures have been followed for this student, who is being served in a separate class in a high school setting.

Student SSD171 has a medical condition, with proper physician documentation, which requires a 2-hour and 55-minute school day, 5 days a week. Appropriate ECE procedures have been followed for this student, who is being served in a separate class in an elementary school setting.

Student SSD172 has a medical condition, with proper physician documentation, which requires a 3-hour and 15-minute school day, 5 days a week. Appropriate ECE procedures have been followed for this student, who is being served in a separate class in an elementary school setting.

Student SSD173 has a medical condition, with proper physician documentation, which requires a 4-hour and 20-minute school day, 5 days a week. Appropriate ECE procedures have been followed for this student, who is being served in a separate class in a high school setting.

Submitted by Dr. Donna Hargens

Superintendent Donna Hargens recommends the Board of Education approve shortened school days for four Exceptional Child Education Program students identified as SSD170, SSD171, SSD172, and SSD173 for the 2015–16 school year.

The Jefferson County Board of Education is currently the grantee for operating the Head Start/Early Head Start program in Jefferson County. Early Childhood Education staff worked with Shine Early Learning to make changes in the district’s Head Start/Early Head Start program design and management to better serve children and families as well as develop the grant application for this competition.

The application, due on November 30, 2015, will include a proposed annual budget of $14,940,884 and proposal narrative including the subsections listed below and included in the attachment. In addition, the district will submit a budget request for one-time, start-up costs totaling $466,047 for new Early Head Start classroom set-up and indoor gross motor supplies, staff training, and playground equipment.

• Program Abstract
• Demonstration of Need for Child Development and Health Services
• Location, Population, and Service Delivery Options
• Achieving Early Learning and Development Outcomes to Promote School
• Readiness for Children
• Past Performance
• Staffing and Supporting a Strong Early Learning Workforce
• Organizational Capacity and Governance
• Budget and Budget Justification

The proposal includes a five-year plan to serve 1,319 Head Start students and 232 Early Head Start students. Changes in the program include the following:

• Expansion of Early Head Start services from 152 to 232 slots, including seven new district-based classrooms and partnerships with community childcare partners to provide an additional three classrooms across the county.
• Expansion of Head Start locations from 45 locations to 65 locations county-wide, better aligning Head Start classrooms with need among eligible families based on community assessment and application history.
• Enhancement of the quality of teaching staff available to Head Start students by integrating Head Start services into formerly Pre-K only classrooms, giving Head Start students access to state-certified teaching staff.
• Increasing the length of the Head Start school year from 160 to 165 days with a targeted expansion to 180 days over the course of the project period.
• Providing best-in-class family engagement and health services to students through a partnership with Shine Early Learning, who will provide uniquely trained and qualified staff to implement best practices in these critical comprehensive services domains. 
• Streamlining of transportation services due to a greater number of local sites, shorter commute times for students, and better alignment with the K-12 transportation schedule. This change will substantially reduce transportation costs to the program and allow reinvestment of those resources in classrooms and comprehensive services support.

The Head Start/Early Head Start Policy Council has assisted in the planning and has approved the Head Start/Early Head Start Proposal.

Submitted by: Dr. Donna Hargens

Attachment

• JCPS Head Start/Early Head Start Proposal
• Assurance of Non-Compete Form

Superintendent Donna Hargens recommends that the Board of Education approve the submission of the Head Start/Early Head Start Application in the amount of $15,406,931 and authorize the superintendent to sign the attached Assurance of Non-Compete form.

Approval of the attached meeting dates will set the schedule of regular meetings of the Board of Education for 2016.

The 2016 regular meetings will be scheduled for the second and fourth Tuesdays of each month. The Board will meet twice a month except in April, July, October, and December when there is only one meeting. The November meetings will be held on the third and fifth Tuesdays due to Presidential Election Day on November 8. 

Regular meetings are open to the public and are held in the Stewart Auditorium at the VanHoose Education Center, 3332 Newburg Road, at 7 p.m., unless otherwise noted on the attached schedule. 

Submitted by: Superintendent Donna Hargens

Attachments

• DRAFT 2016 Board Meeting Schedule (Revised)
• 2015-16 School Calendar
• 2016-17 School Calendar (Approved 10 12 15)

Superintendent Donna Hargens recommends the Board of Education approve the attached schedule of regular Board meetings for 2016.

Pursuant to Board Policy 01.821 Board Member Compensation and Expenses (attached), Board Members shall be reimbursed for actual and necessary expenditures incurred outside the district. Board Members shall obtain Board approval prior to incurring out-of-district expenses, and reimbursement shall be at the same rate as that for employees of the district and shall be documented by receipts.

Board Members Chris Brady, Chuck Haddaway, and Diane Porter will attend the 2016 National School Boards Association Conference, April 9-11, 2016, in Boston, Massachusetts.

Estimated Expenses:

• Registration Fee:  $740
• Estimated Air Travel Expense:  Approximately $400
• Ground Transportation (taxis, buses, airport shuttles):  Reimbursable with receipt
• Lodging/Hotel:  Approximately $247/night
• Meals:  Reimbursed at district per diem rate
• Pre-Conference Workshops
• Experiential Learning Visits
• Meal Functions

NOTE: Expenses for two participants will be paid with funds from private donations. 

Submitted by: Superintendent Donna Hargens

Attachment

• Policy 01.821 Board Member Compensation and Expenses

Superintendent Donna Hargens recommends the Board of Education approve the payment of necessary out-of-district expenses to be incurred by Board Member Chris Brady, Chuck Haddaway, and Diane Porter to attend the 2016 National School Boards Association Conference, April 9-11, 2016, in Boston, Massachusetts.

A year-long list of selected Board of Education discussion agenda items has been compiled for use by the Board and administrative staff. The list includes activities for action and discussion throughout this fiscal year.

It is anticipated that staff will use this list to avoid scheduling conflicts, improve coordination and support of activities, enhance planning, and increase awareness of upcoming board meeting activities. 

Attachment

• 2015-16 Planning Calendar 10 26 15

Superintendent Donna Hargens recommends the Board of Education receive for information a planning calendar outlining discussion agenda items to occur during the 2015–16 fiscal year.

Order #194 - Motion Passed:  Superintendent Donna Hargens recommends the Board of Education receive for information a planning calendar outlining discussion agenda items to occur during the 2015–16 fiscal year. The recommendation passed with a motion by Mr. Chuck Haddaway and a second by Ms. Diane Porter.

Each speaker is allowed three minutes to address the Board.

At the end of 2–1/2 minutes, a bell will sound once. You will then have 30 seconds to finish your statement. 

At the end of three minutes, the bell will sound twice, indicating that your time is up.

A recommendation to adjourn the October 26, 2015, meeting of the Jefferson County Board of Education at xxx p.m.

Order #195 - Motion Passed:  A motion to adjourn the October 26, 2015, regular meeting of the Jefferson County Board of Education at 9:18 p.m. passed with a motion by Mr. Chuck Haddaway and a second by Ms. Diane Porter.