Jefferson County
March 22, 2016 7:00 PM
Regular Meeting
I. Moment of Silence
Rationale

Welcome to the March 22, 2016, meeting of the Jefferson County Board of Education.

JCBE Meeting Videos

Audio: 3 22 2016 Board Meeting



Please join us for our traditional moment of silence.

Attachments
II. The Pledge of Allegiance
Rationale

Please join us for the Pledge of Allegiance.


II.A. Vision Statement
Rationale

III. Recognitions and Resolutions
Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education receive the recognitions and resolutions for March 22, 2016

Actions Taken

Order #36 - Motion Passed:  Superintendent Donna Hargens recommends the Board of Education receive the recognitions and resolutions for March 22, 2016. The recommendation passed with a motion by Mr. Chris Brady and a second by Ms. Diane Porter.

III.A. Recognition of Grace Davis, Prudential Spirit of Community Award Recipient
Rationale

Grace was one of two top Kentucky youth selected to receive the Prudential Spirit of Community Award. In honor of her outstanding volunteer service, Grace received a $1,000 award, an engraved silver medallion, and an all-expenses-paid trip in early May to Washington, D.C., for four days of national recognition events.

Grace raised more than $140,000 over the past four years to care for babies born prematurely by distributing piggy banks to students in her community and encouraging them to fill them up. Her idea for her volunteer project came to her when she saw a piggy bank in someone’s home and a child feeding it change until it was full.

The Prudential Spirit of Community Awards program is the nation’s largest youth volunteer recognition program that honors young people at the local, state, and national levels for their outstanding acts of volunteerism. Since its inception, the program has recognized more than 115,000 youths for their efforts. The program was created in 1995 by Prudential in partnership with the National Association of Secondary School Principals (NASSP).

Submitted by: Allison Gardner Martin

Recommended Motion

Superintendent Donna Hargens recommends the Board of Education recognize Grace Davis, a student at Greathouse/Shryock Traditional Elementary School, as a recipient of the Prudential Spirit of Community Award.

III.B. Student Demonstration of Learning and Recognition of Slaughter Elementary School, Kentucky VEX IQ Robotics Competition
Rationale

The Slaughter Elementary School students won Second-Place Honors in the Kentucky VEX IQ Robotics competition. The school also earned enough points in the state competition to compete in the 2016 VEX Worlds competition, which will be held in Louisville at the Kentucky Exposition Center from April 20 through April 23.

The robotics program incorporates science, technology, engineering, and mathematics (STEM) education and teaches communication, problem-solving, collaboration, and transfer-of-technology skills to students participating in the program.

Slaughter Elementary School students will share what they have learned by participating in the robotics competition and will provide a demonstration of their work with robotics.

Submitted by: Allison Gardner Martin

Recommended Motion

Superintendent Donna Hargens recommends the Board of Education receive a Student Demonstration of Learning from Slaughter Elementary School students and recognize them for winning Second-Place Honors in the Kentucky VEX IQ Robotics competition

III.C. Student Demonstration of Learning From Mukund Venkatakrishnan, a duPont Manual High School Student
Rationale

Mukund will give a student demonstration of learning on his combined hearing test/hearing aid invention that costs $60. He came up with the idea because his grandfather who lives in India has hearing loss. It took Mukund more than one year to create and test the device. He also wrote the computer code for the device. The device is not only cost-effective, but it also gets rid of the need of a doctor to test the hearing of patients. The device tests and programs itself to be the hearing aid for the patient.

Mukund was presented with the opportunity to share his invention with participants and attendees at the third annual JCPS IdeaFestival, which was held on Friday, March 4, at the Kentucky Center for the Arts. The festival is student-led and student-oriented.

Submitted by: Allison Gardner Martin

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education receive a student demonstration of learning from Mukund Venkatakrishnan, a duPont Manual High School student.

IV. Approval of Meeting Agenda
Rationale

The Superintendent shall consult with the Board Chairperson to ensure that an agenda is prepared for all regular and special meetings of the Board. For special meetings, the Board shall consider only those matters which are listed on the agenda.

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education approve the agenda for March 22, 2016

Actions Taken

Order #37 - Motion Passed:  Superintendent Donna Hargens recommends the Board of Education approve the agenda for March 22, 2016. The recommendation passed with a motion by Mr. Chris Brady and a second by Dr. Lisa Willner.

V. 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 March 8, 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 March 8, 2016, regular meeting.

Actions Taken

Order #38 - Motion Passed:  Superintendent Donna Hargens recommends the Board of Education approve the minutes of the March 8, 2016, regular meeting. The recommendation passed with a motion by Mrs. Stephanie Horne and a second by Mr. Chris Brady.

VI. Superintendent's Report
Attachments
VII. Action Items
VII.A. Approval of 2016-17 Budget for School Requests
Rationale

Preliminary approval is being requested to get Board direction in preparation of the tentative budget to be presented in May.

Submitted by: Tom Hudson

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education approve the budget requests received from schools for the 2016-17 school year

Actions Taken

Order #39 - Motion Passed:  Superintendent Donna Hargens recommends the Board of Education approve the budget requests received from schools for the 2016-17 school year. The recommendation passed with a motion by Mrs. Linda Duncan and a second by Mr. Chris Brady.

VII.B. Approval of Middle School Redesign Proposal
Rationale

During a Work Session on March 8, 2016, the Board discussed a number of options for a redesign of several middle schools in Jefferson County Public Schools (JCPS), including an initial proposal to move Frost Sixth-Grade Academy and Valley Preparatory Academy to the Stuart Middle School campus.  

In the intervening time, JCPS staff has engaged in discussions with school leadership, teachers, and staff about the proposal, to gather input and hear questions and concerns. Three community meetings for parents and community members were held to allow folks to hear more about the proposal and gather input. Those conversations have informed the development of the most detailed proposal that will be presented in this Action Item.

Purpose of the Proposal

  • Improve educational outcomes through  more targeted, research-based, and intentional use of resources
  • Enhance teacher capacity to meet the needs of students
  • Preserve the Sixth Grade Academy concept
  • Provide additional resources to support student academic and social-emotional growth
  • Ensure responsible stewardship of taxpayer dollars

 

Outline of Proposed Reconfiguration

  • Move Frost Sixth-Grade Academy to the Stuart Middle School campus. All rising sixth grade students would attend a separate, small sixth grade academy (about 434 students).
  • Rising seventh grade students currently assigned to Frost and Stuart and rising eighth graders currently assigned to Stuart would attend a separate, small seventh and eighth grade academy on the Stuart campus (2016–17: 643 students/2017-18: 848 students).
  • The sixth grade academy and seventh and eighth grade academy would be separate and distinct schools located on the Stuart campus.
  • Current seventh graders at Valley Prep, who will be eighth graders next school year, would stay at Valley Prep with their teachers to finish the 2016–17 school year.

 

More Efficient Use of Resources

  • Frost has a capacity of 700 students and a projected enrollment for 2016–17 of 167 (23% utilization, and Stuart has a capacity of 1,500 students and a projected enrollment of 772 (49.5% utilization).
  • The reconfiguration and the closure of Frost would save an estimated $425,000 in operating costs annually. Additional funds would be generated through the sale of the Frost building.
  • Cost savings through more efficient use of facilities can be redirected to things that improve student outcomes.

 

Increased Resources Based on Need to Support Students and Teachers across Schools

A fundamental concept of the proposal is to staff and resource the schools based on the needs of student in the schools. 

 

Final plans for allocation of resources would be determined after school leadership is in place, in consultation with school staff and families. Initial ideas in the proposal include:

  • One principal and for each school, and two Assistant Principals for each grade level
  • Ten additional teachers to support student academic needs
  • Four  Master Teachers providing English/Language Arts and Math support for each grade level
  • Increase in Security staff
  • One to one technology for all students
  • Extended professional development and coaching for teachers
  • Summer Bridge and extended learning opportunities for students
  • Continuation of 8th Grade at Valley Prep for 2016-17 for continuity and stability

 

Based on the initial proposal, after an initial higher level of investment in 2016–17 of $1.74 million to pay for transition and start-up costs, annual recurring expenses would approximately $705,000. Taking into account the $425,000 in cost savings from the closure of the Frost building, net additional investment would be $280,000. Thus, more than 140 teachers and staff and over 1,200 students would receive high levels of support creating the conditions for success at a relatively small net price.

 

 

 

Estimated Additional Investment

 

 

Investment Type

2016-2017

Start-up

2017-18

Recurring

 

Comment

Additional Personnel Expenses

 

$1,122,300

 

$530,300

2016-17 includes cost of Valley Prep 8th grade and Project Coordinator

Additional Operating

Expenses

 

 

$616,200

 

 

$174,500

2016-17 includes funding for 1 to 1 technology, peer coaches, and extra start-up days for leadership and staff to ensure implementation with fidelity.

TOTAL ADDITIONAL INVESTMENT

 

$1,738,500

 

$704,800

 

 

 

 

 

 

 

TOTAL ENROLLMENT

 

1,281

 

1,272

 

 

TOTAL ADDITIONAL INVESTMENT

PER STUDENT

 

 

$1,357

 

 

$554

 

 

 

Submitted by: Dr. Glenn Baete and Dr. Paige Hartstern

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education approve the Middle School Redesign Proposal, with the following components:

For the 2016–17 school year:
1. Relocate Frost Sixth-Grade Academy to the Stuart Middle School Campus;
2. Close Stuart Middle School;
3. Open a Seventh- and Eighth-Grade Academy on the Stuart Middle School Campus;
4. Change middle school boundaries to consolidate Frost/Valley Prep and Stuart Middle School attendance areas into a single attendance area for the Sixth Grade Academy and the Seventh and Eighth-Grade Academy on the Stuart Campus;
5. Eliminate seventh grade and continue eighth grade at Valley Preparatory Academy;
6. Close Frost building and initiate the sale of the property. With the closure of the Frost building, the district would save an estimated $425,000 per year in operational costs; and
7. Authorize the development and implementation of plan by school and district leadership, in consultation with teachers, staff and families, with an estimated addition expenditure of $1,738,500 for 2016-17 and $704,800.00 recurring expenditure beginning in 2017-18.

For the 2017–18 school year:
1. Close Valley Preparatory Academy.

Actions Taken

Order #40 - Motion Passed:  Superintendent Donna Hargens recommends the Board of Education approve the Middle School Redesign Proposal, with the following components: For the 2016–17 school year: 1. Relocate Frost Sixth-Grade Academy to the Stuart Middle School Campus; 2. Close Stuart Middle School; 3. Open a Seventh- and Eighth-Grade Academy on the Stuart Middle School Campus; 4. Change middle school boundaries to consolidate Frost/Valley Prep and Stuart Middle School attendance areas into a single attendance area for the Sixth Grade Academy and the Seventh and Eighth-Grade Academy on the Stuart Campus; 5. Eliminate seventh grade and continue eighth grade at Valley Preparatory Academy; 6. Close Frost building and initiate the sale of the property. With the closure of the Frost building, the district would save an estimated $425,000 per year in operational costs; and 7. Authorize the development and implementation of plan by school and district leadership, in consultation with teachers, staff and families, with an estimated addition expenditure of $1,738,500 for 2016-17 and $704,800.00 recurring expenditure beginning in 2017-18. For the 2017–18 school year: 1. Close Valley Preparatory Academy. The recommendation passed with a motion by Ms. Diane Porter and a second by Mrs. Stephanie Horne.

VIII. Information Items
VIII.A. Update on Website Redesign
Rationale

This report will provide Board members with an update on the JCPS website redesign project. 

Submitted by: Allison Martin

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education receive an update on the Website Redesign

Actions Taken

Order #41 - Motion Passed:  Superintendent Donna Hargens recommends the Board of Education receive an update on the Website Redesign. The recommendation passed with a motion by Mr. Chris Brady and a second by Dr. Lisa Willner.

IX. 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 March 22, 2016

Actions Taken

Order #42 - Motion Passed:  A motion for the Board of Education to approve the consent calendar for March 22, 2016, minus items IX.C. and IX.N. The motion passed with a motion by Mr. Chris Brady and a second by Mrs. Stephanie Horne.

Order #43 - Motion Passed:  A motion for the Board of Education to approve item IX.C. passed with a motion by Ms. Diane Porter and a second by Mrs. Stephanie Horne.

Order #44 - Motion Passed:  A motion for the Board of Education to approve item IX.N. passed with a motion by Ms. Diane Porter and a second by Mrs. Stephanie Horne.

Order #45 - Motion Passed:  A motion to award a tie bid for Item No. 25 on Bid ID #7180: Locks & Other Miscellaneous Hardware, to Accredited Lock Supply passed with a motion by Mr. Chris Brady and a second by Dr. Lisa Willner.

IX.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 that the Board of Education receive the attached report of the personnel actions that she has taken per KRS.160.380.

IX.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 in the attachment.

IX.C. Approval of Job Descriptions
Rationale

The attached job description for Director Activities/Athletics is submitted to change the Division from Academic Services to Administration.  

The attached job description for Open Records Coordinator is submitted as a new job description. Director of College & Career Readiness, and Coordinator II School Culture and Climate are new job descriptions that will be replacing current positions. Note: Staff is working on realigning all of the parts of the system-wide behavior management system.  

The attached job description for Director Mechanical Planning is submitted to change the reporting from Director Capital Improvements and Planning to Director Property Management and Maintenance, and to change the supervises to include Supervisor Digital Control Systems, Supervisor Mechanical Systems, Clerk II, Data Entry Clerk, Energy Computer Operator Dispatcher, (2) Lead Technician, (6) HVAC General Technician, (10) HVAC Technician, (6) Pipefitter, (7) Digital Control Technician, Energy Systems Repair Technician, (2) Security Systems Technician, and (1) Helper.

The attached job description for School Plan Draftsman is submitted to change the reporting from Coordinator Grounds to Director Facility Planning.

Submitted by: Tom Hudson

Attachments

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education approve the attached job descriptions for Director Activities/Athletics, Open Records Coordinator, Director of College & Career Readiness, Coordinator II School Culture & Climate, Director Mechanical Planning, and School Plan Draftsman.

IX.D. Approval of Organizational Charts
Rationale

The Activities and Athletics organizational chart is submitted to change the reporting of the Assistant Superintendent for Academic Achievement K-12 Area 5 to the Superintendent. This organizational chart was inadvertently overlooked when the Academic Achievement K-12 Area 5 chart was submitted for change on February 23, 2016.

The Business Services Division organizational chart is submitted to add new positions for one (1) Open Records Coordinator and one (1) Clerk III; and one (1) Director of Career and Technical Education for six weeks.

The Academic Support Programs organizational chart is submitted to change the department name of Student Response Team Center to School Culture & Climate, and the Coordinator II (Student Response Team Center) position to Coordinator II School Culture & Climate.

The Facility Planning organizational chart is submitted to move one (1) School Plan Draftsman from Property Management and Maintenance.

The Capital Improvement and Planning organizational chart is submitted to move the Director Mechanical Planning and Clerk II positions to Property Management and Maintenance.

The General Maintenance organizational chart is submitted to move one (1) Director General Maintenance, three (3) Clerk II, one (1) Data Management/Research Technician, two (2) Quality Control/Customer Service Inspector, two (2) Work Order Clerk,  four (4) Foreman, three (3) Painter/Glazier, one (1) Welder, six (6) Roofer, ten (10) Helper, three (3) Kitchen Equipment Repairman, two (2) Electronic Technician, seven (7) Electrician, eight (8) Plumber, four (4) Carpenter, Four (4) Locksmith, one (1) Mason, two (2) Furniture Repair Worker, one (1) Data Entry Clerk, one (1) Lead Painter/Glazier, one (1) Supervisor Digital Control Systems, seven (7) Digital Control Technician, two (2) Preventative Maintenance Technician, one (1) Energy System Repair Technician, two (2) Security Systems Technician, one (1) Energy Computer Operator/Dispatcher, one (1) Supervisor Mechanical Systems, two (2) Lead Technician, six (6) HVAC General Technician, ten (10) HVAC Technician, six (6) Pipefitter, one (1) Energy Computer Operator/Dispatcher, and one (1) Nutrition Refrigeration Technician; and delete one (1) Sheet Metal Worker, (1) Lead Furniture Repair Worker, and one (1) Furniture Repair Worker.

The Property Management and Maintenance organizational chart is submitted to change the Manager Renovation and Grounds to Manager General Maintenance, move (1) Director General Maintenance, three (3) Clerk II, one (1) Data Management/Research Technician, two (2) Quality Control/Customer Service Inspector, two (2) Work Order Clerk,  four (4) Foreman, three (3) Painter/Glazier, one (1) Welder, six (6) Roofer, ten (10) Helper, three (3) Kitchen Equipment Repairman, two (2) Electronic Technician, seven (7) Electrician, eight (8) Plumber, four (4) Carpenter, Four (4) Locksmith, one (1) Mason, two (2) Furniture Repair Worker, one (1) Data Entry Clerk, one (1) Lead Painter/Glazier, one (1) Supervisor Digital Control Systems, seven (7) Digital Control Technician, two (2) Preventative Maintenance Technician, one (1) Energy System Repair Technician, two (2) Security Systems Technician, one (1) Energy Computer Operator/Dispatcher, one (1) Supervisor Mechanical Systems, two (2) Lead Technician, six (6) HVAC General Technician, ten (10) HVAC Technician, six (6) Pipefitter, and one (1) Nutrition Refrigeration Technician; move Director Mechanical Planning and Clerk II from Capital Improvement and Planning; move School Plan Draftsman to Facility Planning; delete one (1) Secretary III, one (1) Carpenter, one (1) Shade Worker and one (1) Utility II Worker; and add one (1) Mason, one (1) General Maintenance Technician, eight (8) Grounds Worker, and a (.5) Custodian.

Submitted by: Tom Hudson

Attachments

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education approve the attached organizational charts for Activities and Athletics, Business Services Division, Academic Support Programs General Maintenance, Property Management and Maintenance, Facility Planning, and Capital Improvement and Planning.

IX.E. Approval of Field Trip Requests
Rationale

This is a report of field trip requests submitted to the Board of Education on March 22, 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.

IX.F. Approval of Bid and Revised BG-1 Form for Chiller and Boiler Replacement at Atkinson Academy
Rationale

This project will replace the existing chiller and boiler.

On August 10, 2015, the Board of Education approved Kerr-Greulich Engineers, Inc. to prepare plans and specifications for Project 16-028.

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 March 3, 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

Attachments

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education award a contract to Intertech Mechanical Services, Inc. for Chiller and Boiler Replacement at Atkinson Academy for the low base bid of $253,000; accept Alternate 1 for a total bid of $268,000; and approve the attached revised BG-1 form for $385,000.

IX.G. Approval of Bid and Revised BG-1 Form for Pool Demolition at Western High School
Rationale

This project includes the demolition of pool buildings and associated lights, fencing and equipment. Fill pools with dirt and seed and straw.

On November 9, 2015, the Board of Education approved Tony Kleyer, Architect to prepare plans and specifications for Project 16-084.

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 March 2, 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

Attachments

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education award a contract to Cardinal Demolition for Pool Demolition at Western High School for the low base bid of $59,800; and approve the attached revised BG-1 form for $71,500.

IX.H. Approval of Contract Completion and BG-4 Form for Food Service Phase 34 at Various Schools
Rationale

On October 13, 2014, the Board of Education approved John Phelps Engineering to prepare plans and specifications for Project VAR-15013.

On March 30, 2015, the Board approved awarding a contract to Hussung Mechanical Contractors as the low bidder.

John Phelps Engineering has made a final inspection and concluded that this contract is complete and final payment is due the contractor.

Submitted by: Dr. Michael Raisor

Attachments

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education approve the contract completion, the attached BG-4 form, and final payment to Hussung Mechanical Contractors for Food Service Phase 34 at Various Schools for a total construction cost of $436,043.40.

IX.I. Approval of Project Closeout and BG-5 Form for Partial Roof Replacement at Farmington Warehouse
Rationale

On February 23, 2016, the Board of Education approved the contract completion and BG-4 form for Highland Roofing Co.

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 Partial Roof Replacement at Farmington Warehouse.

IX.J. Approval of Project Closeout and BG-5 Form for Partial Roof Replacement at Young Elementary School
Rationale

On February 23, 2016, the Board of Education approved the contract completion and BG-4 form for Geoghegan Roofing Corp.

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 Partial Roof Replacement at Young Elementary School.

IX.K. Approval of Project Closeout and BG-5 Form for 2015 Paving Package II at Various Locations
Rationale

On January 11, 2016, the Board of Education approved the contract completion and BG-4 form for Riverside Paving.

On October 26, 2015, the Board approved the contract completion and BG-4 form for Flynn Brothers Paving.

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 2015 Paving Package II at Academy @ Shawnee, Greathouse/Shryock Traditional Elementary, and Moore Traditional Schools

IX.L. 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 bid tabulations, contract renewals, and amendments:
•Locks & Other Miscellaneous Hardware;
•Musical Instruments & Supplies;
•Packaging for Rigid-Pack Machine;
•Vehicle Lift;
•Contract Renewal on Competitive Negotiation on Audit Services Part A - Financial Statement Audit;
•Contract Renewal on Competitive Negotiation on Legal Services;
•Contract Renewal on Competitive Negotiation on Lobbying Services;
•Contract Renewal on Competitive Negotiation for Montessori Curriculum Coach;
•Contract Renewal on Automotive Repair & Service (Percentage);
•Contract Renewal on Ionization Cell Type (Water Treatment Program);
•Contract Renewal on Automotive Repair Parts & Service (Percentage) Supplement;
•Contract Renewal on Water Heaters & Accessory Items;
•Contract Renewal on Bus Service: Elementary School Runs (Junior Achievement);
•Contract Renewal on Bus Service: After School Activity Runs & Athletic Game Runs;
•Amendment on Seat Material For School Buses;
•Amendment on Refrigerant; and
•Amendment on Instructional & Office Supplies Line Item.

IX.M. Acceptance of Monthly Report of Professional Services Contracts of $5,000 or More
Rationale

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 $5.2 million in professional services contracts, more than $3.7 million, or 71 percent were submitted by Academic Services. 

Submitted by: Cordelia Hardin 

Attachment

Attachments
Recommended Motion

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

IX.N. 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.

IX.O. 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 February 22 through March 6, 2016.

IX.P. 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 February 22 through March 6, 2016

IX.Q. Acceptance of Unaudited Monthly Financial Report
Rationale

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

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education receive the attached Unaudited Monthly Financial Report for period ended February 29, 2016.

IX.R. 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.

IX.R.1. Acceptance of Donations and Small Grants
Rationale

This is a report of donations and small grants submitted to the Board of Education on March 22, 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 $38,399.24 to be used as stated in the attachment

IX.R.2. Acceptance of a Modification in Funding from the KentuckianaWorks Foundation for the KentuckianaWorks Youth Career Center for Original Contract # 340-160-15.
Rationale

On June 8, 2015, the Board of Education accepted funding in the amount of $147,902 from the KentuckianaWorks Foundation to support the JCPS Adult and Continuing Education/KentuckianaWorks Youth Career Center. On August 21, 2015, the Board of Education approved a modification to the original contract to adjust budget lines for personnel changes. There was no increase in the not to exceed amount.

The purpose of this modification is to reflect an increase in the not to exceed amount from $147,902 to $203,561. The funds will be used to cover additional extended days and fringe benefits of existing KentuckianWorks Youth Career Center staff, a new Career Development Assistant, and operating expenditures.

This program aligns with the district's strategic plan and vision. No matching funds are required.

The term of the contract is July 1, 2015, through June 30, 2016.

Submitted by: Allison Martin

Attachment Contract No. 340-160-15 Modification #02

Attachments
Recommended Motion

Superintendent Donna Hargens recommends that the Board of Education accept the modification in funding from the KentuckianaWorks Foundation and authorize the superintendent to sign the attached contract.

IX.R.3. Acceptance of Funding from the Kentucky Department of Education
Rationale

Through Project Science, Math and the Right Technology (SMART), funds are provided for technology supplies, college visits, field trips, student fees such as ACT registration, Family Scholar House liaison services, certified salaries, classified overtime during field trips, and other school needs related to math, science or technology during the 2015-16 school year.

Submitted by: Dr. Paige Hartstern

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education accept funds totaling $227,900 from the Kentucky Department of Education for the South Park and Westport Teenage Parent Programs (TAPP).

IX.S. Approval of Carl D. Perkins Career and Technical Education Assurances
Rationale

The Carl D. Perkins Career and Technical Education Improvement Act of 2006 is designed to expand services for students enrolled in career and technical education programs. 

Each school district eligible to receive funding from this Act must submit an application to the Division of Career and Technical Education by May 1, 2016. The budget request is for fiscal year 2016-17. Funding received for fiscal year 2015-16 was $1,132,085.

Once approved, the district will submit the District Funding Assurances and online grant application to the Kentucky Department of Education.

Submitted by: Cordelia Hardin

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education approve the attached Carl D. Perkins Career and Technical Education District Funding Assurances.

IX.T. ITEM WITHDRAWN: Approval of Participation in the National Writing Project, College-Ready Writers Program
Rationale

This agenda item was withdrawn.

IX.U. Approval of 2016 Purchase of School Buses for Regular Transportation to Replace Aging Fleet Inventory
Rationale

The 2016 School Bus Purchase Authorization from the Kentucky Department of Education, Education and Workforce Development Cabinet, Division of District Support, will allow the district to participate in the state contract bid for school buses.

Funds are from the JCPS 2015-16 School Bus Replacement Account. This purchase will include thirty-five (35) 66-passenger, Freightliner-Thomas buses at a cost of $2,943,260.

The buses recommended for purchase are to replace aging fleet inventory, a part of the normal bus replacement program cycle.

Submitted by: Dr. Michael Raisor

Attachments

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education approve the purchase of thirty-five (35) 66-passenger, Type C, Freightliner Thomas buses and authorize the superintendent to sign the attached 2016 School Bus Purchase Authorization form.

IX.V. Approval of Proposed 2016 High School Graduation Schedules
Rationale

The attached 2016 graduation schedules provide that no graduation will be conducted prior to the last student day.

Option 1 will remain in effect pending no more school closings due to inclement weather after Board approval on March 22, 2016.

Option 2 adds one day and is in effect if there are school closings due to inclement weather.

Submitted by: Dr. Glenn Baete

Attachments

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education approve the attached 2016 graduation schedules, Option 1 and Option 2.

X. Board Planning Calendar
Rationale

Board members may review and offer suggestions for future Board meeting agendas during the Board Planning Calendar portion of regular Board meetings.

X.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 #46 - 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. Chris Brady and a second by Mrs. Stephanie Horne.

XI. Board Reports
Rationale

Each meeting shall contain an opportunity for Board members to report on noteworthy events pertaining to the work of schools and the District.

XII. 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.

XIII. Executive Session (If Needed)
XIV. Adjournment
Recommended Motion

A recommendation to adjourn the March 22, 2016, meeting of the Jefferson County Board of Education

Actions Taken

Order #47 - Motion Passed:  A motion to adjourn the March 22, 2016, meeting of the Jefferson County Board of Education at 9:58 p.m. passed with a motion by Mrs. Stephanie Horne and a second by Dr. Lisa Willner.