Jefferson County
February 09, 2016 7:00 PM
Regular Meeting
I. Moment of Silence
Rationale

Welcome to the February 9, 2016, meeting of the Jefferson County Board of Education.

JCBE Meeting Videos

Audio: 2 9 2016 Board Meeting



Please join us for our traditional moment of silence.

Attachments
II. Presentation of Colors and the Pledge of Allegiance
Rationale

Please join us for the Presentation of Colors by Seneca High School Marine Corps JROTC Color Guard.

The Pledge of Allegiance will be led by District 2 elementary school students.

Attachments
II.A. Vision Statement
Rationale

The Vision Statement will be read by District 2 middle school students.

II.B. Greetings from District 2 Board Member David A. Jones Jr.
Rationale

Welcome and greetings from District 2 Board Member David A. Jones Jr.

II.C. Welcome and Overview of Myers Middle and Waggener High Schools
Rationale

Principal Katy Zeitz will offer greetings and a brief overview of Myers Middle and Waggener High Schools.

Attachments
III. Recognitions and Resolutions
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education receive the recognitions and resolutions for February 9, 2016

Actions Taken

Order #2016-303 - Motion Passed:  Superintendent Donna Hargens recommends the Board of Education receive the recognitions and resolutions for February 9, 2016 passed with a motion by Ms. Diane Porter and a second by Mr. Chris Brady.

III.A. Recognition of and Student Demonstration of Learning From Myers Middle and Waggener High School Orchestra
Rationale

The Myers Middle and Waggener High School Orchestra will demonstrate the musical talents of its students through an instrumental presentation.

Music education is vital in helping students develop their creative-thinking skills, and it gives them the opportunity to express themselves in a more creative and different way. It also gives students the opportunity to highlight their achievements and share their talents in different venues, such as concerts, public performances, and school and community activities, which opens doors to more higher-level performance opportunities.

Submitted by: Allison Gardner Martin

Recommended Motion

Superintendent Donna Hargens recommends the Board of Education recognize and receive a student demonstration of learning from Myers Middle and Waggener High School Orchestra.

III.B. Recognition of and Student Demonstration of Learning From the Seneca High School Urban Agriscience/Future Farmers of America Scholars
Rationale

The Seneca High School Urban Agriscience/Future Farmers of America (FFA) Scholars will demonstrate parliamentary procedures that mirror an FFA National Convention opening ceremony, which is required as a part of the Agriscience Magnet Program for the leadership component.

The scholars will demonstrate how to conduct a meeting that will include opening the ceremony, making a motion on how to properly run a meeting, how to debate a motion, and closing the ceremony with a wrap-up of the meeting and adjournment.

Submitted by: Allison Gardner Martin

Recommended Motion

Superintendent Donna Hargens recommends the Board of Education recognize and receive a student demonstration of learning from the Seneca High School Urban Agriscience/Future Farmers of America Scholars.

III.C. Recognition of and Student Demonstration of Learning From Atherton High School Students
Rationale

Atherton High School students Donald, Deja, Kaelyn, and Yolexis will do a presentation entitled “The Main Event.”  Students will share what it’s like to be part of the Education Career Academy on their first day and how their perspective changes through the course of the program as they develop their abilities as teachers.

The students will talk about the challenges they face, the diverse skill set and attributes they need to persevere, and that quitting should not be something they choose to do. It is about students exploring a career in education while taking action to mentor and teach other students in our district. It is about conquering their fears, challenges, and adversities.

Submitted by: Allison Gardner Martin

Recommended Motion

Superintendent Donna Hargens recommends the Board of Education recognize and receive a student demonstration of learning from Atherton High School students Donald King, Deja Coles, Kaelyn Fulton, and Yolexis Mesa.

III.D. Video Montage of District 2 Schools
IV. Approval of Minutes of Previous Meeting
Rationale

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 January 26, 2016, regular meeting are presented for your review and approval.

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education approve the minutes of the January 26, 2016, regular meeting.

Actions Taken

Order #2016-304 - Motion Passed:  Superintendent Donna Hargens recommends the Board of Education approve the minutes of the January 26, 2016, regular meeting passed with a motion by Mr. Chuck Haddaway and a second by Mrs. Stephanie Horne.

V. Superintendent's Report
Rationale

https://youtu.be/jWZcOJCVlDs

Attachments
VI. Action Items
VI.A. Revision to Board Policies: Board Meeting Procedures and Practices, Board Meeting Agenda, and Information Requests (First Reading)
Rationale

The Board held a Special Work Session on November 11, 2015, with Dr. Thomas L. Albury to review key observations and recommendations from his report, “Fall 2015 Formative School Board Quality Standards Report.” In the report, Dr. Alsbury compared the Board’s current practice during board meetings against benchmarks for high performing boards.

His recommendations, in the report, and in subsequent communications with the Superintendent and Board Chair, included several areas where action toward improvement was considered a very high priority, and where a change in Board policy was needed:

  • Revise governing policy to reduce consent agenda discussion regarding management and operational issues during the board meeting.
  • Revise governing policy to reduce or avoid report requests during the board meeting.
  • Have Board members to commit to abide by meeting policies and procedures.

The proposed amendments address these issues, and well as clarify the standard procedures to be used for board members to request agenda items for future board meetings, and to make information requests.

In addition, the amendment to Policy 01.45:

  • Includes language recommended by the Kentucky School Boards Association to clarify that the agenda of a special called meeting may be amended up to 24 hours prior to the meeting when a new notice and posting of the agenda is generated; and
  • Includes a change recommended by JCPS General Counsel to change the number of board members required to request an agenda item in a special called meeting from four (4) to three (3) proposed to conform to KRS 160.270(1).

In the system of revision used in the attached policies, underlined words are new proposed language, words that are denoted by [brackets and strikethroughs] are proposed deleted language, words denoted with yellow highlighting is language the KSBA recommends that local board of education include in the policy area.

Submitted by: Jonathan Lowe

Attachments

Attachments
Recommended Motion

Superintendent Donna Hargens recommends that the Board of Education receive the attached amended policies related to Board meeting agendas and requests for information for first submission and reading:
• 01.41 Organizational Meetings
• 01.45 Board Meeting Agenda
• 02.12 Duties of the Superintendent

Actions Taken

Order #2016-305 - Motion Passed:  A motion that the Board of Education waive the second reading and approve the attached amended policies related to Board meeting procedures and practices, Board meeting agendas and requests for information passed with a motion by Mrs. Stephanie Horne and a second by Mr. Chuck Haddaway.

VI.B. Revision to Board Policies: Committees (First Reading)
Rationale

Board Policy 05.4 – Safety

KRS 158.445 requires a district to create an initial school safety and discipline plan for the 1998-99 school year. The statute also requires the plan to be updated annually.  The development of the plan in 1998-99 was to be done by a committee with at least one representative from each school (for Jefferson County Public Schools, that meant a committee of more than 150 members). The statute is silent on whether annual updates must go through such a committee.

The proposed amendment clarifies that the annual updates are undertaken by District staff, with appropriate consultation, not by a committee with a representative from every school.

The yellow highlighting merely reflects a formatting change recommended by the Kentucky School Boards Association for clarity. No text has changed.

Board Policy 08.3 – School Calendar

The proposed amendment removes the requirement that a member of the Board is a member of the Calendar Committee. At a Work Session on January 11, 2015, the Board discussed revisions to several board policies to remove Board members from advisory committees to clarify roles and responsibilities.

The role of an advisory committee is to bring together pertinent stakeholders to craft recommendations for board consideration. The appropriate role of Board members is to review the recommendations after they have been developed, deliberate as a body, and act to accept, reject, or amend the recommendations of the advisory committee.

The yellow highlighting reflects changes recommended by the Kentucky School Boards Association to reflect revisions regarding the school calendar to Kentucky Administrative Regulation 702 KAR 7:140.

In the system of revision used in the attached policies, underlined words are new proposed language, words that are denoted by [brackets and strikethroughs] are proposed deleted language, words denoted with yellow highlighting is language the KSBA recommends that local board of education include in the policy area.

Submitted by: Jonathan Lowe

Attachments
Recommended Motion

Superintendent Donna Hargens recommends that the Board of Education receive the attached amended policies related to Board committees for first submission and reading:
• 05.4 Safety
• 08.3 School Calendar

Actions Taken

Order #2016-306 - Motion Passed:  A motion that the Board of Education waive the second reading and approve the attached amended policies related to Board committees passed with a motion by Mrs. Stephanie Horne and a second by Mr. Chuck Haddaway.

VII. Information Items
VII.A. Update on Success Pathways/Restorative Schools
Rationale

This update will focus on the temporary changes of the Success Pathways process.

Submitted by:  John Marshall

Attachment

Attachments
Recommended Motion

Superintendent Hargens recommends the Board of Education receive an update on the Success Pathways process.

Actions Taken

Order #2016-307 - Motion Passed:  Superintendent Hargens recommends the Board of Education receive an update on the Success Pathways process passed with a motion by Ms. Diane Porter and a second by Mrs. Stephanie Horne.

VIII. Consent Calendar
Rationale

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.

Recommended Motion

Superintendent Donna Hargens recommends the Board of Education approve the consent calendar for February 9, 2016

Actions Taken

Order #2016-308 - Motion Passed:  A motion that the Board of Education approve the consent calendar for February 9, 2016, minus item VIII.G. passed with a motion by Ms. Diane Porter and a second by Mr. Chuck Haddaway.

Order #2016-309 - Motion Passed:  A motion that the Board of Education approve Agenda Item VIII.G. passed with a motion by Dr. Lisa Willner and a second by Mr. David Jones.

VIII.A. Report of Personnel Actions
Rationale

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: Tom Hudson

Attachment

Attachments
Recommended Motion

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

VIII.B. Certified Leaves of Absence
Rationale

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: Tom Hudson

Attachment

Attachments
Recommended Motion

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

VIII.C. Approval of Field Trip Requests
Rationale

This is a report of field trip requests submitted to the Board of Education on February 9, 2016.

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

Attachments
Recommended Motion

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

VIII.D. Approval of Bid and Revised BG-1 Forms
VIII.D.1. Approval of Bid and Revised BG-1 Form for Roof Replacement at Laukhuf Elementary School
Rationale

This project will replace 579 squares of roofing in Sections 1 and 2.

On July 27, 2015, the Board of Education approved McCulloch Associates Architects to prepare plans and specifications for Project 16-024.

The Kentucky Department of Education, Division of Facilities Management, reviewed the Application for a Building Project, plans and specifications, and approved the taking of bids.

Bids were received, publicly opened, and read aloud in the Office of Capital Improvement and Planning on January 12, 2016. The bid tabulation is attached.

This item requests approval to award contracts to the low bidders of facility construction projects and reject bids deemed unacceptable in accordance with KRS 162.070.

Submitted by: Dr. Michael Raisor

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education award a contract to Highland Roofing Company, Inc. for Roof Replacement at Laukhuf Elementary School for the low base bid of $683,715; and approve the attached revised BG-1 form for $765,000.

VIII.D.2. Approval of Bid and Revised BG-1 Form for Roof Replacement at Watson Lane Elementary School
Rationale

This project will replace 414 squares of roofing in Sections 1, 2, 3, 4, 5, and 6.

On July 27, 2015, the Board of Education approved McCulloch Associates Architects to prepare plans and specifications for Project 16-022.

The Kentucky Department of Education, Division of Facilities Management, reviewed the Application for a Building Project, plans and specifications, and approved the taking of bids.

Bids were received, publicly opened, and read aloud in the Office of Capital Improvement and Planning on January 12, 2016. The bid tabulation is attached.

This item requests approval to award contracts to the low bidders of facility construction projects and reject bids deemed unacceptable in accordance with KRS 162.070.

Submitted by: Dr. Michael Raisor

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education award a contract to Stateline Roofing & Sheet Metal Co., Inc. for Roof Replacement at Watson Lane Elementary School for the low base bid of $620,000; and approve the attached revised BG-1 form for $700,000.

VIII.D.3. Approval of Bid and Revised BG-1 Form for Roof Replacement at Wheeler Elementary School
Rationale

This project will replace 200 squares of roofing in Section 1.

On July 27, 2015, the Board of Education approved McCulloch Associates Architects to prepare plans and specifications for Project 16-021.

The Kentucky Department of Education, Division of Facilities Management, reviewed the Application for a Building Project, plans and specifications, and approved the taking of bids.

Bids were received, publicly opened, and read aloud in the Office of Capital Improvement and Planning on January 13, 2016. The bid tabulation is attached.

This item requests approval to award contracts to the low bidders of facility construction projects and reject bids deemed unacceptable in accordance with KRS 162.070.

Submitted by: Dr. Michael Raisor

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education award a contract to Geoghegan Roofing Corp for Roof Replacement at Wheeler Elementary School for the low base bid of $338,700; and approve the attached revised BG-1 form for $385,000.

VIII.D.4. Approval of Bid and Revised BG-1 Form for Roof Replacement at Zachary Taylor Elementary School
Rationale

This project will replace 542 squares of roofing in Sections 1, 2, 3, and 4.

On July 27, 2015, the Board of Education approved McCulloch Associates Architects to prepare plans and specifications for Project 16-023.

The Kentucky Department of Education, Division of Facilities Management, reviewed the Application for a Building Project, plans and specifications, and approved the taking of bids.

Bids were received, publicly opened, and read aloud in the Office of Capital Improvement and Planning on January 13, 2016. The bid tabulation is attached.

This item requests approval to award contracts to the low bidders of facility construction projects and reject bids deemed unacceptable in accordance with KRS 162.070.

Submitted by: Dr. Michael Raisor

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education award a contract to Stateline Roofing & Sheet Metal Co., Inc. for Roof Replacement at Zachary Taylor Elementary School for the low base bid of $750,000; and approve the attached revised BG-1 form for $840,000.

VIII.D.5. Approval of Bid and Revised BG-1 Form for Roof Replacement at Western Middle School
Rationale

This project will replace 102 squares of roofing in Section 12.

On July 27, 2015, the Board of Education approved McCulloch Associates Architects to prepare plans and specifications for Project 16-019.

The Kentucky Department of Education, Division of Facilities Management, reviewed the Application for a Building Project, plans and specifications, and approved the taking of bids.

Bids were received, publicly opened, and read aloud in the Office of Capital Improvement and Planning on January 14, 2016. The bid tabulation is attached.

This item requests approval to award contracts to the low bidders of facility construction projects and reject bids deemed unacceptable in accordance with KRS 162.070.

Submitted by: Dr. Michael Raisor

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education award a contract to Highland Roofing Company, Inc. for Roof Replacement at Western Middle School for the low base bid of $114,619; and approve the attached revised BG-1 form for $132,000.

VIII.D.6. Approval of Bid and Revised BG-1 Form for Roof Replacement at Central High School
Rationale

This project will replace 264 squares of roofing in Sections 8 and 9.

On July 27, 2015, the Board of Education approved McCulloch Associates Architects to prepare plans and specifications for Project 16-026.

The Kentucky Department of Education, Division of Facilities Management, reviewed the Application for a Building Project, plans and specifications, and approved the taking of bids.

Bids were received, publicly opened, and read aloud in the Office of Capital Improvement and Planning on January 12, 2016. The bid tabulation is attached.

This item requests approval to award contracts to the low bidders of facility construction projects and reject bids deemed unacceptable in accordance with KRS 162.070.

Submitted by: Dr. Michael Raisor

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education award a contract to Geoghegan Roofing Corp for Roof Replacement at Central High School for the low base bid of $459,990; and approve the attached revised BG-1 form for $517,000.

VIII.D.7. Approval of Bid and Revised BG-1 Form for Roof Replacement at Western High School
Rationale

This project will replace 177 squares of roofing in Section 1.

On July 27, 2015, the Board of Education approved McCulloch Associates Architects to prepare plans and specifications for Project 16-017.

The Kentucky Department of Education, Division of Facilities Management, reviewed the Application for a Building Project, plans and specifications, and approved the taking of bids.

Bids were received, publicly opened, and read aloud in the Office of Capital Improvement and Planning on January 14, 2016. The bid tabulation is attached.

This item requests approval to award contracts to the low bidders of facility construction projects and reject bids deemed unacceptable in accordance with KRS 162.070.

Submitted by: Dr. Michael Raisor

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education award a contract to The Bri-Den Co., Inc. for Roof Replacement at Western High School for the low base bid of $254,000; and approve the attached revised BG-1 form for $287,000.

VIII.D.8. Approval of Bid and Revised BG-1 Form for Roof Replacement at Westport TAPP School
Rationale

This project will replace 52 squares of roofing in Sections 2A and gutters.

On July 27, 2015, the Board of Education approved McCulloch Associates Architects to prepare plans and specifications for Project 16-020.

The Kentucky Department of Education, Division of Facilities Management, reviewed the Application for a Building Project, plans and specifications, and approved the taking of bids.

Bids were received, publicly opened, and read aloud in the Office of Capital Improvement and Planning on January 14, 2016. The bid tabulation is attached.

This item requests approval to award contracts to the low bidders of facility construction projects and reject bids deemed unacceptable in accordance with KRS 162.070.

Submitted by: Dr. Michael Raisor

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education award a contract to Tecta America Zero Co., LLC for Roof Replacement at Westport TAPP School for the low base bid of $139,270; and approve the attached revised BG-1 form for $159,000.

VIII.D.9. Approval of Bid and Revised BG-1 Form for Food Service Phase 35 Equipment and Installation at Various Schools
Rationale

The project will consist of demolition, relocation, and installation of existing and new food service equipment at the attached list of schools.

On October 12, 2015, the Board of Education approved John Phelps Engineering, Inc. to prepare plans and specifications for Project 16075.

The Kentucky Department of Education, Division of Facilities Management, reviewed the Application for a Building Project, plans and specifications, and approved the taking of bids.

Bids were received, publicly opened, and read aloud in the Office of Capital Improvement and Planning on January 20, 2016. The bid tabulation is attached.

This item requests approval to award contracts to the low bidders of facility construction projects and reject bids deemed unacceptable in accordance with KRS 162.070.

Submitted by: Dr. Michael Raisor

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education award a contract to Walker Mechanical Contractors, Inc. for Food Service Phase 35, Equipment and Installation at Various Schools for the low bid of $269,130 and approve the revised BG-1 form for $1,034,755.

VIII.E. Approval of Contract Completion and BG-4 Form for Window Replacement Phase II at Highland Middle School
Rationale

On October 13, 2014, the Board of Education approved McCulloch Associates Architects to prepare plans and specifications for Project 320-15012.

On January 26, 2015, the Board approved awarding a contract to Woodbine Construction Co., Inc. as the low bidder.

McCulloch Associates Architects 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

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education approve the contract completion, the attached BG-4 form, and final payment to Woodbine Construction Co., Inc. for Window Replacement Phase II at Highland Middle School for a total construction cost of $518,473.97.

VIII.F. Approval of Project Closeout and BG-5 Form for Media Center, Elevator, and Partial Roof Replacement at Wellington Elementary School
Rationale

On September 28, 2015, the Board of Education approved the contract completion and BG-4 form for Parco Constructors Group, 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

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education approve the attached BG-5 form for Media Center, Elevator, and Partial Roof Replacement at Wellington Elementary School.

VIII.G. Approval of Bid Tabulations, Contract Renewals, and Amendments
Rationale

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 bid tabulations, and amendments are also available on eMeeting.

Submitted by:  Cordelia Hardin

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education approve the following competitive negotiation, bid tabulations, contract renewals, and amendments:
•Competitive Negotiation on General Banking Services for Schools Based Accounts;
•Library Books (Percentage);
•Arc-Flash Prevention Service;
•Awards (School Letters & Inserts);
•Refill System for Brake Cleaner;
•Bus Technology (Installation, Repair & Maintenance);
•Used Vehicle (Dump Truck);
•Sale of Grote Slicer/Applicator with Conveyor;
•Contract Renewal on Agenda Books (Elementary, Middle & High Schools);
•Contract Renewal on Termite Control Service;
•Contract Renewal on Industrial V-Belts (Percentage);
•Contract Renewal on Lunchroom Equipment Repair Parts (Warehouse Delivery) Percentage;
•Contract Renewal on Lunchroom Equipment Repair Parts (Warehouse Delivery) Percentage;
Contract Renewal on Athletic Supplies & Equipment (Percentage);
•Amendment on Sale & Removal of Automotive Shop Waste Materials; and
•Amendment on Lunchroom Commodities Warehouse Delivery.

VIII.H. Approval of Professional Services Contracts of $5,000 or More
Rationale

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

Attachments
Recommended Motion

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

VIII.I. Acceptance of Purchase Order Report
Rationale

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

Submitted by: Cordelia Hardin

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education accept the attached report of purchase orders issued during the period of January 11 through January 24, 2016.

VIII.J. Acceptance of Voucher Report
Rationale

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

Submitted by: Cordelia Hardin

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education accept the attached report of vouchers paid during the period of January 11 through January 24, 2016.

VIII.K. Acceptance of Donations, Grants, and Funding
Rationale

        

Recommended Motion

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.

VIII.K.1. Acceptance of Donations and Small Grants
Rationale

This is a report of donations and small grants submitted to the Board of Education on February 9, 2016.

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 (SBDM) Council.

Submitted by: Dr. Dena Dossett

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education accept donations and small grants totaling $42,430.63 to be used as stated in the attachment.

VIII.K.2. Acceptance of Funding for Gifted & Talented, FY16, project #130B
Rationale

Some examples of the services that the district provides through the grant to support primary talent pool development and formally identified gifted and talented students are:

  • Professional development for district teachers;
  • Implementation of curriculum development in the areas of gifted and talented methodologies and teaching strategies;
  • Instructional materials and supplies;
  • Implementation of the state mandated Gifted and Talented Student Services Plan and Gifted Student Progress Report for children enrolled in the Advance Program; and
  • Support for Project REACH, a summer enrichment program that prepares minority students formally identified for participation in the district’s Advance Program.

All activities and expenditures are in compliance with state requirements. All funds must be spent or encumbered by June 30, 2016. 

The  award notification from the Kentucky Department of education is attached.

Submitted by: Dr. Donna Hargens

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education accept funding in the amount of $151,698.00 from the Kentucky Department of Education for FY16 Gifted & Talented Funds.

VIII.K.3. Acceptance of Flexible Focus Funds from the Kentucky Department of Education
Rationale

The Flexible Focus Fund (FFF) was created to permit the state and local school districts additional flexibility in the distribution of program funds while still addressing the governing statutes and serving the need and the intended student population.

The Kentucky Department of Education has awarded Flexible Focus Funds to the District for 2015-16 as follows:

  • Extended School Services                             $3,594,606
  • Professional Development                            $1,325,271
  • Early Childhood Programs (preschool)         $8,437,447
  • Safe and Drug Free Schools                          $863,933
  • Instructional Materials                                  $2,414,866

All funds must be spent or encumbered by September 30, 2016 for ESS, PD, Preschool, and Safe Schools.   All funds must be spent or encumbered by June 30, 2017 for Instructional Materials.

Submitted by: Dr. Donna Hargens 

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education accept Flexible Focus Funds totaling $16,636,123 from the Kentucky Department of Education.

VIII.L. Acceptance of Memorandum of Antenna Site Agreement with SBA Towers II, LLC
Rationale

This agreement is for the lease of ground space between the owner, SBA Towers II, LLC, and the tenant, Jefferson County Board of Education. The agreement will allow the District to operate four antennas to provide radio coverage for JCPS buses and will grant an easement for unrestricted rights of access to electric and telephone facilities. The site will be located at 11807 Mitchell Hill Road, City of Fairdale.

Submitted by: Cordelia Hardin

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education accept the attached Memorandum of Antenna Site Agreement and Exhibits with SBA Towers II, LLC.

VIII.M. Approval of Memorandum of Understanding with Louisville Metro Government to Receive Promise Zone Designation for West Louisville
Rationale

Louisville Metro Government, in collaboration with a wide array of community partners, will submit an application for West Louisville to receive designation as a Promise Zone.

Promise Zones are a U.S. Department of Housing and Urban Development (HUD) initiative to revitalize high-poverty communities by creating jobs, increasing economic activity, improving educational opportunities, reducing serious and violent crime, leveraging private capital, and assisting local leaders in navigating federal programs.

Communities compete for the 10-year Promise Zone designation and are required to demonstrate the strength and effectiveness of local commitments.  Besides creating a framework for coordinated community action, Promise Zone Program benefits include:  five AmeriCorps VISTA Members; a federal liaison, preference for certain federal programs and grants, and technical assistance (including from the U.S. Department of Education).

The Memorandum of Understanding sets forth the commitment by JCPS to pursue strategies, aligned with the JCPS Vision 2020 Strategic Plan, to ensure that more students enter kindergarten ready to learn, more students graduate high school and are college- and career-ready, and more youth enter and successfully complete postsecondary education.

Submitted by: Jonathan Lowe

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education approve the attached Memorandum of Understanding with Louisville Metro Government to establish Jefferson County Public Schools as a committed partner in the community-wide effort to revitalize West Louisville and to pursue Promise Zone designation from the U.S. Department of Housing and Urban Development for the nine neighborhoods that comprise West Louisville.

VIII.N. Approval of Shortened School Day for One Exceptional Child Education Student
Rationale

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 student is being identified as SSD180 rather than by name. Student SSD180 has a medical condition, with proper physician documentation, which requires a 4-hour school day 5 days a week. Appropriate ECE procedures have been followed for this student, who is being served in a resource room in a high school.

Submitted by: Dr. Donna Hargens

Recommended Motion

Superintendent Donna Hargens recommends the Board of Education approve a shortened school day for one student identified as SSD180 in the Exceptional Child Education Program for the 2015–16 school year.

VIII.O. Board Organization: School Wellness and Well-Being Work Group
Rationale

At the January 11, 2016, Board of Education meeting, Board members discussed and reached general consensus in support of the creation of a School Wellness and Well-Being Work Group.

Relation to JCPS Strategic Priorities: The JCPS Vision and Mission in the recently adopted strategic plan, Vision 2020 Excellence with Equity, are grounded in humanitarian values and a “whole person” philosophy in which all involved in the educational enterprise are respected as unique individuals within a collaborative and supportive context. Implicit in the new mission and vision is a commitment to wellness, broadly defined. The World Health Organization, for example, defines wellness as “a state of complete physical, mental, and social well-being, and not merely the absence of disease or infirmity.”

Preparing, empowering, and inspiring all JCPS students to reach their full potential and contribute meaningfully to our diverse, shared world will require an explicit commitment by the school district to identify, foster, and monitor specific wellness practices predicted to further the Vision 2020 strategic priorities.

Current Structure: JCPS has an established District Coordinated School Health Committee. This committee is responsible for “the implementation and periodic review and update of [the JCPS BOE District Wellness] Policy,” and is charged with reviewing individual school wellness policies; assuring compliance with a range of federal and state regulations and guidelines in the areas of nutrition, physical activity, and reporting frequency; and advising on a range of school health components.

In addition, the Coordinated School Health Committee has developed best practices based on the Whole School, Whole Community, Whole Child (WSCC) model to help schools align health and education programming to improve students’ cognitive, physical, social, and emotional development. The WSCC model addresses: health services; counseling, psychological, and social services; social and emotional climate and culture; nutrition; employee wellness; family engagement; health education; physical education and activity, physical environment; and community involvement.

Recommendation and Charge:  Establish a School Wellness and Well-Being Work Group, building on lessons from 2015 work groups and as a complement to the Coordinated School Health Committee. The work group will consider whether the District’s current definition and monitoring of “wellness” fits the District’s strategic plan and situational realities, and develop topics for deeper investigation and analysis. Topics may include such issues as whether JCPS should include behavioral health or other broad wellness measures in its assessments of student well-being to a greater extent than is current practice, or whether JCPS should define and adopt goals related to student and staff well-being, drawing on best practices in schools and other large organizations worldwide. 

The work group will make provision for community and expert involvement, and be supported by District management and staff, as appropriate. The work group will report to the full Board by August 2016.  

Submitted by: Superintendent Donna Hargens

Recommended Motion

Superintendent Donna Hargens recommends the Board of Education approve the creation of a School Wellness and Well-Being Work Group

IX. Board Reports, Requests, and Planning Calendar
IX.A. 2015-16 Board of Education Discussion Agenda Planning Calendar
Rationale

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

Attachments
Recommended Motion

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.

Actions Taken

Order #2016-310 - 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 passed with a motion by Mr. Chris Brady and a second by Mrs. Linda Duncan.

X. Persons Requesting to Address the Board on Non-Agenda Items
Rationale

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.

XI. Executive Session (If Needed)
XII. Adjournment
Recommended Motion

A recommendation to adjourn the February 9, 2016, meeting of the Jefferson County Board of Education

Actions Taken

Order #2016-311 - Motion Passed:  A motion to adjourn the February 9, 2016, meeting of the Jefferson County Board of Education at 10:00 p.m. passed with a motion by Ms. Diane Porter and a second by Mr. David Jones.