Jefferson County
June 14, 2016 7:00 PM
Regular Meeting
I. Moment of Silence
Rationale

Welcome to the June 14, 2016, meeting of the Jefferson County Board of Education.

JCBE Meeting Videos

6 14 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 June 14, 2016

Actions Taken

Order #277 - Motion Passed:  Superintendent Donna Hargens recommends the Board of Education receive the recognitions and resolutions for June 14, 2016, passed with a motion by Mr. Chris Brady and a second by Ms. Diane Porter.

III.A. Recognition of Cory Zilisch, 2017 GRAMMY Music Educator Award Quarterfinalist
Rationale

Cory is 1 of 290 music teachers from 41 states to be named a quarterfinalist for the 2017 GRAMMY Music Educator Award. More than 3,300 nominations were submitted from all 50 states. The award recognizes music teachers who have made a significant and lasting contribution to their profession and who have demonstrated a commitment to the broader cause of maintaining music education in schools.

In September, the semifinalists will be announced, and then a list of ten finalists will be named. The winner will be recognized at the 59th Annual GRAMMY Awards ceremony and will attend a number of GRAMMY Foundation events. 

Submitted by: Allison Gardner Martin

Recommended Motion

Superintendent Donna Hargens recommends the Board of Education recognize Cory Zilisch, music teacher at Westport Middle School, for being named a quarterfinalist for the 2017 GRAMMY Music Educator Award.

III.B. Recognition of Doug Keefe, Honors of the Kentucky Speech-Language-Hearing Association Award Recipient
Rationale

Doug was presented with the Honors of the Kentucky Speech-Language-Hearing Association (KSHA) Award at the association’s conference, which was held in Lexington. He was recognized for his distinguished educational and professional service to KSHA.

Doug is the past president of KSHA and serves as the Membership chair. He is also the brains behind KSHA’s current scholarship fund and is perhaps most well-known for hosting and creating the Praxis Competition, which involves college teams competing for the coveted Golden Brain Trophy.

Submitted by: Allison Gardner Martin

Recommended Motion

Superintendent Donna Hargens recommends the Board of Education recognize Doug Keefe, Jefferson County Public Schools speech language liaison, for receiving the Honors of the Kentucky Speech-Language-Hearing Association Award.

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 June 14, 2016

Actions Taken

Order #278 - Motion Passed:  Superintendent Donna Hargens recommends the Board of Education approve the agenda for June 14, 2016, passed with a motion by Mr. Chris Brady and a second by Mr. Chuck Haddaway.

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 May 24, 2016, regular meeting and May 31, 2016, special 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 May 24, 2016, regular meeting and May 31, 2016, special meeting

Actions Taken

Order #279 - Motion Passed:  Superintendent Donna Hargens recommends the Board of Education approve the minutes of the May 24, 2016, regular meeting and May 31, 2016, special meeting passed with a motion by Mr. Chuck Haddaway and a second by Mr. Chris Brady.

VI. Superintendent's Report
Attachments
VII. Action Items
VII.A. Approval of Memorandum of Agreement with Bellarmine University for JCPS-Bellarmine Literacy Project Year Three and Approval of Professional Services Contract for Dr. Theresa Magpuri-Lavell
Rationale

The JCPS-Bellarmine Literacy Project will target approximately 60 high-need elementary schools, selected by data analysis and commitment of principals, SBDM and teachers, to provide intentional professional development to teachers and principals in an effort to build teacher capacity and improve literacy instruction in the classroom. An anticipated list of participating schools is attached.

All teachers and principals participating in the project will engage in ongoing coursework offered by Bellarmine University. Teachers will learn key literacy strategies that, when implemented with fidelity, will improve student literacy outcomes. Teachers who have participated in the first round of coursework in the Bellarmine Literacy Project will be invited to participate in advanced coursework during a second year as they expand their expertise in research-based literacy strategies. 

The project will serve up to 650 teachers during the 2016-17 school year and will directly support an integral strategy in our delivery planning called the Third-Grade Pledge to Proficiency in an effort to ensure all students are reading on grade level at the end of third grade.

In addition, JCPS is contracting with Bellarmine University on a Professional Services Contract for Dr. Theresa Magpuri-Lavell to serve as a Scholar in Residence to support all aspects of the JCPS-Bellarmine Literacy Project.  For the past two years Dr. Magpuri-Lavell has served as the project manager at Bellarmine University to support the Bellarmine Literacy Project. This contract will ensure her full time support and focus on the JCPS-Bellarmine Literacy Project and will also ensure her presence and onsite expertise to collaborate closely with JCPS staff and administrators to ensure fidelity of implementation and success of the project.  

The district's participation in this project will be instrumental in building teacher capacity in literacy education in many of our lowest performing elementary schools.

Submitted by: Karen E. Branham

Attachments

 

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education approve the attached Memorandum of Agreement with Bellarmine University for Year Three of the JCPS-Bellarmine Literacy Project and the Professional Services Contract and authorize the superintendent to sign same.

Actions Taken

Order #280 - Motion Passed:  Superintendent Donna Hargens recommends the Board of Education approve the attached Memorandum of Agreement with Bellarmine University for Year Three of the JCPS-Bellarmine Literacy Project and the Professional Services Contract and authorize the superintendent to sign same. The recommendation passed with a motion by Dr. Lisa Willner and a second by Mrs. Linda Duncan.

VIII. Information Items
VIII.A. Acceptance of Final Internal Audit Report on Restraints and Seclusions
Rationale

This final report provides findings and recommendations on restraints and seclusions as well as management's responses.

Submitted by Cordelia Hardin

Attachments

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education receive the attached Final Internal Audit Report on Restraints and Seclusions.

Actions Taken

Order #281 - Motion Passed:  Superintendent Donna Hargens recommends the Board of Education receive the attached Final Internal Audit Report on Restraints and Seclusions. The recommendation passed with a motion by Mr. Chuck Haddaway and a second by Mrs. Linda Duncan.

VIII.B. Acceptance of 2016-17 Student Progression, Promotion, and Grading Handbooks for First Reading
Rationale

Jefferson County Public Schools establishes uniform standard procedures for grading, progression, and promotion of students in the elementary, middle, and high school levels. These procedures are reviewed and approved annually by the Jefferson County Board of Education.

A broad-based committee consisting of JCTA teacher representatives, counselors, evaluation and transition coordinators, content specialists, directors, and assistant superintendents reviewed and revised the policies and procedures outlined in the 2016-17 Student Progression, Promotion, and Grading Handbooks for the elementary, middle, and high schools. 

General revisions reflect changes in Board policy, points of clarification, and recommended changes from the broad-based committee and feedback from JCPS role groups.

Attachments are as follows:

  • Attachment 1: Elementary School SPP&G mockup (with highlighted details on key changes)
  • Attachment 2: Middle School SPP&G mockup (with highlighted details on key changes)
  • Attachment 3: High School SPP&G mockup (with highlighted details on key changes)
  • Attachment 4: 2015-16 Draft Elementary School SPP&G (entire handbook showing all changes)
  • Attachment 5: 2015-16 Draft Middle School SPP&G (entire handbook showing all changes)
  • Attachment 6: 2015-16 Draft High School SPP&G (entire handbook showing all changes)

Submitted by: Karen E. Branham

Attachments

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education receive the attached revised Elementary, Middle, and High School Student Progression, Promotion, and Grading Handbooks for the 2016-17 school year for first reading.

Actions Taken

Order #282 - Motion Passed:  Superintendent Donna Hargens recommends the Board of Education receive the attached revised Elementary, Middle, and High School Student Progression, Promotion, and Grading Handbooks for the 2016-17 school year for first reading. The recommendation passed with a motion by Mr. Chris Brady and a second by Mr. Chuck Haddaway.

VIII.C. Acceptance of the Superintendent's 2015-16 Year in Review
Rationale

This presentation will highlight the work of the Superintendent and district staff over the past year to improve academic achievement and district performance, to implement the strategies established in Vision 2020: Excellence with Equity, and to meet goals established by the Board of Education.

This Year in Review summary will inform the evaluation of the Superintendent by the Board and is in addition to evidence that responds to the seven leadership standards established in the Superintendent Professional Growth and Effectiveness System (SPGES). Evidence has been collected in an online application, and is available to be reviewed at: https://webapps.jefferson.kyschools.us/SuperintendentLeadershipPlan/Home/Index

The Board adopted SPGES for use in the evaluation of the Superintendent for the 2014–15 school year and thereafter at their October 27, 2014, meeting. The Board will act upon the Superintendent's annual performance evaluation at the June 28, 2016, meeting.

Submitted by: Dr. Donna Hargens

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education receive the Superintendent's 2015–16 Year in Review in support of the Superintendent's Summative Evaluation Process for Fiscal Year 2015–16.

Actions Taken

Order #283 - Motion Passed:  Superintendent Donna Hargens recommends the Board of Education receive the Superintendent's 2015–16 Year in Review in support of the Superintendent's Summative Evaluation Process for Fiscal Year 2015–16. The recommendation passed with a motion by Mr. Chuck Haddaway and a second by Ms. Diane Porter.

VIII.D. Acceptance of Deeper Learning Update
Rationale

The Deeper Learning Planning Committee was convened in February 2016 to start planning the work around Vision 2020 Strategy 1.1.1 Adopt a broader definition of learning.

The short term goals of the Deeper Learning Planning Committee were to 1) conduct a literature review on deeper learning, 2) consult with national experts on deeper learning strategies and structures, 3) draft a framework of Deeper Learning including specific capacities and dispositions for initial focus in 16-17, and 4) plan next steps for Stakeholder Inclusion and Communication.

This work session will provide an opportunity to update the Board on activities completed by the Planning Committee, share a draft of the literature synthesis, and gather feedback.

 

Agenda Revised 6/13/2016

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education receive an Update on Deeper Learning

Actions Taken

Order #284 - Motion Passed:  Superintendent Donna Hargens recommends the Board of Education receive an Update on Deeper Learning. 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 June 14, 2016

Actions Taken

Order #285 - Motion Passed:  A motion that the Board of Education approve the consent calendar for June 14, 2016, minus Items IX.Y. and IX.Z. passed with a motion by Mr. Chris Brady and a second by Mr. Chuck Haddaway.

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 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 included in the attachment.

IX.C. Approval of Job Descriptions
Rationale

The attached job descriptions for Academic Services Division have been revised to make them more specific to their work. Job descriptions that were generic in nature or did not truly reflect the responsibilities of the position have been updated to accurately encompass the work of the position.

The attached job descriptions for Chief Operations Officer, Director Accounting, and Fiscal Manager Operations, have been revised to change reporting or supervision.

The attached job descriptions for Supervisor Production Services, Warehouse Clerk, and Manager Creative Services have been revised to make them more specific to their work.

                                     

The attached job descriptions for Supervisor JCPS Call Center, Customer Service Representative; and Coordinator Technology and Support Services are new.

Submitted by: Tom Hudson

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education approve the attached revised job descriptions for ELA Curriculum Specialist Grades 6-8, ELA Curriculum Specialist Grades 9-12, ELA Curriculum Specialist Grades K-5, Math Curriculum Specialist Grades 6-12, Math Curriculum Specialist Grades K-5, Science Curriculum Specialist Grades K-12, Social Studies Curriculum Specialist Grades K-12, Chief Operations Officer, Director Accounting, Fiscal Manager Operations, Manager Creative Services; Coordinator Technology and Support Services, Warehouse Clerk, Supervisor Production Services, Supervisor JCPS Call Center, and Customer Services Representative.

IX.D. Approval of Organizational Charts
Rationale

The attached organizational charts are submitted to better align resources and organizational capacity towards the accomplishment of the district’s strategic goals and mission.

Submitted by: Tom Hudson

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board approve the attached organizational charts for Academic Support Programs, Accounting Services, Curriculum and Instruction; Diversity, Equity and Poverty Programs; Operations Services Division; Physical Development and Health Services; Communications and Community Relations; Materials Production, Supply Services; and Performance and Technology.

IX.E. Approval of Field Trip Requests
Rationale

This is a report of field trip requests submitted to the Board of Education on June 14, 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 Forms
IX.F.1. Approval of Bid and Revised BG-1 Form for Science Lab Renovation at Atherton High School
Rationale

This project will consist of the renovation of two existing science labs with casework and finishes. This is a school funded project.

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 May 26, 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 EH Construction, LLC for Science Lab Renovation at Atherton High School for the low base bid of $253,500; and approve the attached revised BG-1 form for $298,000.

IX.F.2. Approval of Bid and Revised BG-1 Form for the 2016 Paving Package II at Layne Elementary School
Rationale

The project will consist of the repair and/or replacement of asphalt driveways and walkways.

On January 26, 2016, the Board of Education approved the Facility Planning Unit staff to prepare plans and specifications for Project 16138.

Bids were received, publicly opened, and read aloud in the Office of Capital Improvement and Planning on March 15, 2016.

On April 26, 2016, the Board approved the 2016 Paving Package II at Various Schools and rejected the bid for Layne Elementary School due to lack of funding. Funds are now available to proceed with this project.

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 Riverside Paving & Contracting for the low bid of $27,450 for the 2016 Paving Package II at Layne Elementary School, and approve the revised BG-1 form for $184,258.

IX.G. Approval of Project Closeout and BG-5 Forms
IX.G.1. Approval of Project Closeout and BG-5 Form for 2013-15 Asbestos & Lead Abatement Maintenance Contract
Rationale

On January 26, 2016, the Board of Education approved the contract completion and BG-4 form for Romac, 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

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education approve the attached BG-5 form for 2013-15 Asbestos & Lead Abatement Maintenance Contract.

IX.G.2. Approval of Project Closeout and BG-5 Form for New Parking Lot at Portland Elementary School
Rationale

On November 23, 2015, the Board of Education approved the contract completion and BG-4 form for TSI 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 New Parking Lot at Portland Elementary School.

IX.G.3. Approval of Project Closeout and BG-5 Form for Walking Path at Rangeland Elementary School
Rationale

On December 15, 2015, the Board of Education approved the contract completion and BG-4 form for TSI 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 Walking Path at Rangeland Elementary School.

IX.H. Approval of Construction Change Orders
Rationale

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

Attachments
Recommended Motion

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

IX.I. 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:
•Competitive Negotiation on School and Teacher Website Tool;
•Fresh Fruit and Vegetable Program (FFVP & CACFP);
•Floor Finish & Related Items;
•Chemical Dilution Supplies & Hand Soap;
•Seat Material (School Bus);
•Custodial Equipment;
•Classroom Food Delivery System (SCNS);
•Cafeteria Graphic Design & Installation Services;
•Aluminum, Sheet Metal and Steel;
•Graphics Shop Supplies (Materials Production);
•Milk & Other Dairy Products;
•HVAC/Refrigeration Service;
•Athletic Supplies & Eqpt. (Line Item);
•Repower Engine Kit for 2005-2008 Freightliner FS65 Chassis;
•Cast Iron Condensing Boiler;
•Contract Renewal on Off Duty Police/Corrections Officer;
•Contract Renewal on Modification and Fabrication of Stainless Steel for Food Service Equipment;
•Contract Renewal on Chess Coaching Service;
•Amendment on Automotive Antifreeze, Fluids & Lubricants; and
•Amendment on Lunchroom Commodities (Manufacturers Only-Warehouse Delivery).

IX.J. 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 contracts of $5,000 or more.

IX.K. 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 May 10 through May 29, 2016.

IX.L. 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 May 10 through May 29, 2016.

IX.M. Approval of Routine Banking Services for Fiscal Year 2016-17
Rationale

In accordance with our evaluation of Request for Proposal 3047 Banking Services, we present the following items to document our existing contractual agreement with Branch Banking & Trust Company (BB&T).

  1. Designation of BB&T as the depository bank with interest-bearing accounts during the current agreement. (160.570)

  2. Approval of a Depository Bond from BB&T in the amount of 103 percent of current daily balances as shown in the attachment. (KRS 160.570)

  3. Authorization to invest funds currently located at BB&T. All funds of the Board of Education are invested or deposited in an interest-bearing account. (KRS 66.480)

Submitted by: Cordelia Hardin

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education approve Routine Banking Services for Fiscal Year 2016-17.

IX.N. Approval of Assistant Treasurers and Bank Signature Resolution for Fiscal Year 2016-17
Rationale

The approval of Assistant Treasurers is in accordance with KRS 160.560. Branch Banking & Trust company, our current depository bank, will be notified and directed to honor the signatures of the Treasurer and/or Assistant Treasurers by submittal of the attached Signature Resolution and as authorized by Board Policy 4.3111 District Issuance of Checks.

J. Cordelia Hardin is currently serving as Treasurer for the Jefferson County Board of Education.

Submitted by: Cordelia Hardin

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education approve Edward D. Muns, Gina M. Kokojan, and Franklin F. Jones as Assistant Treasurers for Fiscal Year 2016-17 and further recommends approval of the attached Bank Signature Resolution for fiscal year 2016-17.

IX.O. Approval to Borrow Funds for Fiscal Year 2016-17
Rationale

Per KRS 160.540, the Board of Education may borrow funds on the credit of the Board and may pledge the anticipated revenue from state and local sources for the payment of the principal and interest on the loan, with the loans to be repaid in the fiscal year in which they are borrowed. The property tax bills are distributed on or about November 1st and provide a discount period ending November 30th.

Approval of this recommendation will authorize the use of short-term borrowing in order to meet projected expenditures prior to receipt of local tax funds. This authorization will be exercised only if needed. There are no plans to borrow at this time