Jefferson County
August 23, 2016 7:00 PM
Regular Meeting
I. Moment of Silence
Rationale

Welcome to the August 23, 2016, meeting of the Jefferson County Board of Education.

JCBE Meeting Videos

Audio: 8 23 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 August 23, 2016

Actions Taken

Order #399 - Motion Passed:  Superintendent Donna Hargens recommends the Board of Education receive the recognitions and resolutions for August 23, 2016, passed with a motion by Ms. Diane Porter and a second by Mr. Chuck Haddaway.

III.A. Recognition and Student Demonstration of Learning From Valley High School Students, Nationally Recognized Young Entrepreneurs
Rationale

The Valley High School students created a company called Valley Tech to build websites and provide social media and other technical support. They were honored for their innovation and skills at the annual EY Entrepreneur Of The Year awards event held in June, which was sponsored by EY. The recognition included a $2,000 grant to the Jefferson County Public Education Foundation (JCPEF), which the students will use to build a new website for a Louisville nonprofit organization.

The Valley High School student entrepreneurs were participants in the Mayor’s SummerWorks program, which offered the students a real-world application of the skills they received in the classroom as well as on-the-job experience and networking tools that will help them reach their full potential.

Tonight, the students will give a brief overview of their company and the skills and knowledge they have gained to facilitate their business endeavor.
  
Submitted by: Allison Gardner Martin

Recommended Motion

Superintendent Donna Hargens recommends the Board of Education recognize and receive a student demonstration of learning from Valley High School students Dominique Burris, Johnathan Derricotte, Justin Jones, and Ernest Magee.

III.B. Recognition of Erica Goins-Brooks, 2015-16 State Agency School Outstanding Teacher of the Year
Rationale

Erica was named a 2015-16 Outstanding Teacher of the Year by the Kentucky Educational Collaborative for State Agency Children (KECSAC). She was formally recognized in July during the fifteenth annual Alternative Strategies for Educating Students At-Risk Conference, which was held at Eastern Kentucky University’s Perkins Conference Center.

The KECSAC is a statewide collaborative that was created in 1992 to work with state agencies, school districts, and local programs to address the needs of state agency children and to ensure that they receive a high-quality education.

Submitted by: Allison Gardner Martin

Recommended Motion

Superintendent Donna Hargens recommends the Board of Education recognize Erica Goins-Brooks, a teacher at Western Day Treatment, for being named as a 2015-16 Outstanding Teacher of the Year by the Kentucky Educational Collaborative for State Agency Children.

III.C. Recognition of Western Day Treatment, Alternative Program of Distinction
Rationale

Western Day Treatment was designated as an Alternative Program of Distinction by the Kentucky Department of Education (KDE) for its innovative strategies for providing high-quality educational services to students.

Western Day Treatment received the designation after an extensive on-site visit by the KDE review team. In the notification letter, the team found that “Western Day Treatment was deemed to be an exemplary program.” 

The program is a joint partnership between Seven County Services and Jefferson County Public Schools (JCPS) where students receive mental health treatment services and educational programming.

Western Day Treatment was formally recognized at the Kentucky Board of Education (KBE) meeting in June and received $2,000 for instructional support.

Submitted by: Allison Gardner Martin

Recommended Motion

Superintendent Donna Hargens recommends the Board of Education recognize Western Day Treatment for being designated as an Alternative Program of Distinction by the Kentucky Department of Education.

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 August 23, 2016

Actions Taken

Order #400 - Motion Passed:  Superintendent Donna Hargens recommends the Board of Education approve the agenda for August 23, 2016, passed with a motion by Ms. Diane Porter and a second by Mrs. Stephanie Horne.

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 August 9, 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 August 9, 2016, regular meeting.

Actions Taken

Order #401 - Motion Passed:  Superintendent Donna Hargens recommends the Board of Education approve the minutes of the August 9, 2016, regular meeting passed with a motion by Mr. Chris Brady and a second by Dr. Lisa Willner.

VI. Superintendent's Report
Attachments
VII. Action Items
VII.A. Approval of Tax Rates for Fiscal Year 2016-17
Rationale

In compliance with KRS 160.470 and the regulations of the State Board of Education, the Jefferson County Board of Education is required to approve tax rates for the fiscal year beginning July 1, 2016, through June 30, 2017.

The estimated revenue generated by the 70.8 cent rate (decrease from fiscal year 2015-16) is $463,444,611 million. Of this amount, $35,274,311 million will be allocated to the Building Fund for capital projects and debt payment on bond issues. The balance, $428,170,300 million, will be allocated to the General Fund to pay for educational services and operations. Approximately $29.9 million is expected from motor vehicle.  

Submitted by: Cordelia Hardin

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education approve the attached tax rates for fiscal year 2016-17.

Actions Taken

Order #402 - Motion Passed:  Superintendent Donna Hargens recommends the Board of Education approve the attached tax rates for fiscal year 2016-17 passed with a motion by Mr. Chris Brady and a second by Mrs. Linda Duncan.

VIII. Information Items
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 August 23, 2016

Actions Taken

Order #403 - Motion Passed:  A Recommendation that the Board of Education approve the consent calendar for August 23, 2016, minus Item IX.W.Revision of Board Policies: 03.11 Hiring Certified and 03.21 Hiring Classified (First Reading) passed with a motion by Mr. Chuck Haddaway and a second by Mrs. Stephanie Horne.

Order #404 - Motion Passed:  A motion to award on Tie Bid for ID 7287 Laminating Film to ACCO Brands USA, LLC 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 Field Trip Requests
Rationale

This is a report of field trip requests submitted to the Board of Education on August 23, 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.D. Approval of Project, BG-1 Form, and Assignment of Architect/Engineer for the Track Conversion and Resurfacing at Waggener High School
Rationale

This project will consist of converting the existing 6 lane yard track to a 9 lane meter track, resurfacing with asphalt and rubberized topping, striping, and field event improvements.

This project is being funded by the following: 

  • Metro Louisville Grant to the Waggener High School Booster Club;

  • City of St. Matthew’s Grant;

  • Horn Foundation Grant; and

  • annual facility improvement funds

Pursuant to the requirements of KRS 322.010 and 323.010, et al. and the policies and procedures of the Jefferson County Public School District, a certified and licensed architect or engineer is assigned to all projects that modify, renovate, or construct additions to existing buildings.

The architect or engineer is responsible for the proper preparation of all plans, specifications, estimates, and direct supervision during the execution of the construction contract. The architect or engineer will supervise the bid process, as required by the District’s Model Procurement Code, and provide an appropriate written recommendation to the district.

The Kentucky Department of Education requires approval of this resolution in order to enter into contracts with the design firms of this project.  Plans and specifications will be prepared with this approval.

Submitted by: Dr. Michael Raisor

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education approve the project, the assignment of Jacobi, Toombs, and Lanz, Inc. as the architect/engineer, and the attached BG-1 form for the Track Conversion and Resurfacing at Waggener High School, for an estimated project cost of $269,500.

IX.E. Approval of Project Closeout and BG-5 Form for Boiler Replacement at Louisville Male High School
Rationale

On May 10, 2016, the Board of Education approved the contract completion and BG-4 form for Intertech Mechanical Services, Inc.

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

Submitted by: Dr. Michael Raisor

Attachments

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education approve the attached BG-5 form for Boiler Replacement at Louisville Male High School

IX.F. 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.G. Approval of Competitive Negotiation, Bid Tabulations, and Contract Renewals
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

Revised 8/19/2016

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education approve the following competitive negotiation, bid tabulations, and contract renewals:
•Competitive Negotiation for Compensation Software (SaaS);
•Competitive Negotiation for Implementation of Restorative Practices;
•Laminating Film;
•Bags, Cook Chill Operation & Cook Tank;
•Plumbing Supplies (Percentage);
•Pianos (Including Piano Labs & Dollies);
•Surveillance System Accessories;
•Contract Renewal - Competitive Negotiation on Third Party Medicaid Administrative and Recovery Services;
•Contract Renewal - Printing Services for Construction Documents; and
•Contract Renewal - Employment Agencies (For Districtwide Substitute Personnel)

IX.H. 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, 2016, and is provided per Board Policy 01.11 General Powers and Duties of the Board. 

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.I. 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

Attachment

Attachments
Recommended Motion

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

IX.J. 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 July 25 through August 7, 2016.

IX.K. 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 July 25 through August 7, 2016.

IX.L. Acceptance of Unaudited Monthly Financial Report
Rationale

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

Submitted by: Cordelia Hardin

Attachments

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education receive the attached Unaudited Financial Report for June 2016.

IX.M. Approval of Comprehensive Educational Financial Planning and Management Calendar for Fiscal Year 2017-18
Rationale

This calendar includes activities and deadlines for action by the Board, superintendent, and district staff and is in compliance with Fiscal Management Policy 04.1 Budget Planning and Adoption.

This process will enable the Board and superintendent to receive input from many sources that will assist in making major decisions on the budget for fiscal year 2017-18.

Submitted by: Cordelia Hardin

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education approve the attached Comprehensive Educational Financial Planning and Management Calendar for Fiscal Year 2017-18.

IX.N. Acceptance of Quarterly Report of Investment Performance
Rationale

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

Submitted by: Cordelia Hardin

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education receive the attached Quarterly Report of Investment Performance for quarter ended June 30, 2016.

IX.O. Approval of Indirect Cost Rates for Fiscal Year 2016-17
Rationale

Indirect costs are expenditures in support of programs that are not directly identifiable to that program. The Kentucky Department of Education calculates the allowable percentage that may be applied to grants so the district may be reimbursed for a portion of the support expenses incurred. 

For fiscal year 2016-17, the non-restricted indirect cost rate to be applied to food service will be 14.21 percent, and the restricted indirect cost rate of 2.96 percent is for use with grants. Each local Board of Education is encouraged to approve the rates prior to October 1, which is the beginning of the federal fiscal year.

If the rate is not approved by October 1, the district cannot apply the rate at a later time during the fiscal year. If the Board adopts the rates, they are not obligated to apply the indirect cost rates.

During fiscal year 2015-16, the non-restricted indirect cost rate was 15.16 percent, and the restricted indirect cost rate was 3.44 percent.

Submitted by: Cordelia Hardin

Recommended Motion

Superintendent Donna Hargens recommends the Board of Education approve Indirect Cost Rates for Fiscal Year 2016-17.

IX.P. Approval of Letter of Credit from BB&T
Rationale

The Kentucky Department of Workers Claims requires that all self-insured employers provide a Letter of Credit against liability to workers compensation claims. In accordance with KRS 342.340, the commissioner shall require the deposit of an acceptable security, indemnity, or bond, to secure, to the extent the commissioner directs, the payment of compensation liabilities as they are incurred.

The existing Letter of Credit No. S408621 through Fifth Third Bank expires on August 31, 2016, and will be replaced by the attached Letter of Credit through BB&T.

Submitted by: Tom Hudson

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education approve the attached Letter of Credit from BB&T to replace the Letter of Credit No. S408621 through Fifth Third Bank.

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

This is a report of donations and small grants submitted to the Board of Education on August 23, 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 $25,742.09 to be used as stated in the attachment.

IX.Q.2. Acceptance of Skills USA Lowe's Community Service Grant
Rationale

The project supports Vision 2020 Strategy 3.1.2, improving instructional infrastructure. 

The grant will support enhancements to the Iroquois High School amphitheater/outdoor classroom.  Grant funds must be used at Lowe’s and will include pavers, sand, lumber, hardware and other materials needed for a presentation stage area, a walking path, landscaping, lighting, roofing and a project sign.

The project will connect with the school’s career and technical education programming.  SkillsUSA and Architecture, Construction and Engineering (ACE) Mentors will meet twice monthly during the school year to work with students on the amphitheater project.

ACE Mentors will provide training and resource materials to students at the bi-monthly meetings.  Students will develop design, technical, and problem-solving skills by working on the project.

Students will walk to the job site, as the amphitheater is on the school property, and have supervised opportunities to apply their skills.

The grant does not require a match, and it does not obligate the district after the period of performance.

Submitted by: Karen E. Branham

Attachments

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education approve a $25,000 grant from Skills USA, funded by Lowe’s, for Iroquois High School.

IX.Q.3. Acceptance of Stewart B. McKinney Homeless Education Grant
Rationale

The 2016-17 Stewart B. McKinney Homeless Education grant will support families by providing school information, assisting with enrollment and the transfer of student records, and facilitating attendance.

Grant funds pay for salaries, purchased services, and supplies. A match is not required, and the grand does not financially obligate the district.

Submitted by: Dr. John D. Marshall

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education accept a Stewart B. McKinney Homeless Education grant totaling $97,000 from the Kentucky Department of Education and authorize the superintendent to sign the attached Memorandum of Agreement

IX.Q.4. Acceptance of Funding from the Jefferson County Public Education Foundation
Rationale

Hilliard Lyons donated $20,000 to sponsor the 2016 Hilliard Lyons Teacher Excellence Awards.

Bruce and Wendy Neckels donated $50 to the Elaine Whelan Literacy Fund to support the Stopher Elementary School Library.

Kellie Whelan-Kim donated $25 to the Elaine Whelan Literacy Fund to support the Stopher Elementary School Library.

Wesley Kleier donated $50 to the Elaine Whelan Literacy Fund to support the Stopher Elementary School Library.

Neal and Janet Kleier donated $50 to the Elaine Whelan Literacy Fund to support the Stopher Elementary School Library.

The Kentucky Science Center donated $1,000 to sponsor a 2016 Hilliard Lyons Teacher Excellence Award.

Louisville Metro Government donated $5,000 as the first installment of a 2016 Neighborhood Development Fund grant for Okolona Elementary School for a playground.

Jody Beutler donated $50 to the Elaine Whelan Literacy Fund to support the Stopher Elementary School Library.

Submitted by: Superintendent Donna Hargens

Recommended Motion

Superintendent Donna Hargens recommends the Board of Education accept funding totaling $26,175 from the Jefferson County Public Education Foundation to be used as stated in the rationale.

IX.Q.5. Acceptance of Additional KERA PD Flex 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

Additional                                                 $3,435

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: Karen E. Branham

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education accept additional KERA PD flex focus funds totaling $3,435 from the Kentucky Department of Education

IX.Q.6. Acceptance of Funding from the Louisville Free Public Library Foundation for Family Education
Rationale

The Louisville Free Public Library Foundation agrees to provide funding in the amount of $43,294 to support a four-component National Center for Families Learning modeled Family Literacy program that includes Adult Education, Parent Education, Children's Education, and Parent and Child Together Time (PACT).

The program supports Vision 2020 by engaging parents and community stakeholder's, supporting student success, providing Kindergarten readiness programming, and supporting immigrant/refugee families to fully participate in and support their children's education.

Submitted by: Allison Martin

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education accept funding from the Louisville Free Public Library foundation and authorize the superintendent to sign the attached Memorandum of Agreement.

IX.Q.7. Acceptance of Funding from School Food Focus
Rationale

School Food Focus is the recipient of funding from the Robert Wood Johnson Foundation, in support of the PreK-12 School Food: Making It Healthier, Making It Regional project. School Food Focus in conjunction with Rutgers University, will study the impact of shifting public school food procurement to more healthful and/or more regional foods. The study will start September 14, 2016, and end in December 31, 2017.

Participation of any school in the project will be voluntary, and participation is limited to no more than 50 students and 20 nutrition services staff per school.

This project aligns with strategy 3.1.1 in Vision 2020.

Submitted by: Dr. Michael Raisor

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education accept funding totaling $10,000 from School Food Focus and authorize the Superintendent to sign the attached Agreement.

IX.Q.8. Acceptance of Subaward from the University of Louisville Research Foundation for the College-Ready Writers Project
Rationale

The project supports Vision 2020 Strategy 1.1.5, Improved Student Literacy.  The Louisville Writing Project, housed at the University of Louisville, is currently part of a Supporting Effective Educator Development grant from the U.S. Department of Education. At its April 26, 2016, meeting, the Board of Education approved working with the Louisville Writing Project to pilot a College-Ready Writing Project at Olmsted Academy North.

The subaward will pay for substitutes, so seventh and eighth grade Olmsted Academy North English language arts teachers may attend professional development.  The sessions will provide teachers with instructional and formative assessment resources.  The focus of the professional learning will be teaching argument writing, particularly analyzing, and using nonfiction sources in writing, developing claims and coherent reasoning, and considering alternate perspectives.

The period of performance for the subaward is September 1 through December 31, 2016. The grant does not obligate the district after the period of performance.

Submitted by: Karen E. Branham

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education approve a subaward of $1,649 for the College-Ready Writers Project and authorize the Superintendent to sign the attached agreement.

IX.R. Approval of Agreements
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education approve the agreements presented in the following agenda items.

IX.R.1. Approval of Agreement with Kentucky Department of Education for Education Administration Program Consultant
Rationale

The Kentucky Department of Education has requested that the Judith Vanderhaar be released to work as an Education Administration Program Consultant on a Memorandum of Agreement from August 29, 2016, through June 30, 2017.

Submitted by: Tom Hudson

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education approve the attached Memorandum of agreement with the Kentucky Department of Education for the 2016-17 school year and authorize the superintendent to sign the same.

IX.R.2. Approval of Memorandum of Agreement with Kentucky School Boards Association for School Energy Managers
Rationale

Kentucky School Boards Association (KSBA) and LGE-KY have entered into an Energy Management Program Agreement whereby KSBA agreed to coordinate and administer through the School Energy Managers Project (SEMP) a grant program to provide the matching funds and support for energy management programs at the district level.

The attached Memorandum of Agreement with Kentucky School Boards Association will provide funding, not to exceed $27,500, for a full-time Energy manager position during Fiscal Year 2017 and Fiscal Year 2018.

Submitted by: Tom Hudson

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends that the Board of Education approve the attached Memorandum of Agreement with Kentucky School Boards Association for participation in the School Energy Managers Project (SEMP) and authorize the superintendent to sign same.

IX.R.3. Approval of Agreement with the US Department of Agriculture Natural Resources Conservation Service
Rationale

The purpose of this agreement is to provide $10,000 in funding to assist Moore Traditional High School construct a seasonal High Tunnel.  High tunnels are greenhouse-like structures built over ground beds. High tunnels can be used to extend the production season of a wide variety of crops.  

The High Tunnel will be used in both the Environmental Magnet and Urban Agriculture Programs at the school.

This project supports strategies 1.1.1 and 3.1.2 in Vision 2020.

Submitted by: Paige Hartstern

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education approve agreement with the US Department of Agriculture Natural Resources Conservation Service and authorize superintendent to sign same.

IX.R.4. Approval of Agreement Amendment with The Rector and Visitors of the University of Virginia
Rationale

The Compassionate Schools Project is a five-year research project funded through a gift fund to the University of Virginia and administrated within the Youth-Nex Center at the Curry School of Education.

The project focuses on developing and implementing a health education curriculum for students, grades K-5, that combines mindfulness training, learning postures that help with awareness of the body and self-control, social and emotional skills that increase emotional awareness, perspective taking, self-control, working well with others, and nutrition information that promote healthier eating habits. The research interest is in testing the benefits of such a curriculum for children’s health, behavior, academic engagement and achievement.

The agreement amendment provides funding for 17 schools for the 2016-17 school year.

Participating schools include:

Blake Elementary

Bloom Elementary

Cane Run Elementary

Crums Lane Elementary

Engelhard Elementary

Fairdale Elementary

Fern Creek Elementary

Gilmore Lane Elementary

Hawthorne Elementary

Jacob Elementary

Rutherford Elementary

Semple Elementary

Slaughter Elementary

Stonestreet Elementary

Taylor, Zachary, Elementary

Trunnell Elementary

McFerran Preparatory Academy     

Submitted by:  Karen E. Branham

Attachment

Agenda Revised 8/18/2016

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education accept funding up to $1,138,150 from The Rector and Visitors of the University of Virginia for The Compassionate Schools Project and authorize the superintendent to sign the attached agreement amendment.

IX.S. Approval of Schoolwide Fund-Raising Activities for the 2016-17 School Year
Rationale

KRS 158.290, 702 KAR 3:130 (the "Redbook"), and Board Policy 09.33 Fund-Raising Activities require that all schoolwide fund-raising activities be approved by the Board of Education.

A list of schoolwide fund-activities for the 2016-17 school year is attached.

Submitted by: Joe Leffert

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education approve the attached schoolwide fund-raising activities for the 2016-17 school year.

IX.T. 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 SSD185 rather than by name. Student SSD185 has a medical condition, with proper physician documentation, which requires a 5-hour school day, 5 days a week. Appropriate ECE procedures have been followed for this student who is being served in a special school.

Submitted by: Dr. Alicia Averette

Recommended Motion

Superintendent Donna Hargens recommends the Board of Education approve a shortened school day for one student identified as SSD185 in the Exceptional Child Education Program for the 2016-17 school year.

IX.U. Approval to Increase the Custodial Overtime Rate for Rental of Facilities
Rationale

The current custodial overtime rate of $36 per hour has not been increased since November 2007. The increase will reflect the highest salary a custodial plant operator may receive in compensation. Any unused portion of the fee would go directly to the school.

Submitted by: Cordelia Hardin

Recommended Motion

Superintendent Donna Hargens recommends the Board of Education approve an increase of the custodial overtime rate for rental of facilities from $36 to $40 per hour.

IX.V. Report on the Required KAR Board Notification of Data Security
Rationale

The JCPS Information Technology Department, through the Operations Services Office and Chief Operations Officer and District Chief Information Officer Dr. Michael Raisor, hereby acknowledges that it has reviewed the Data Security and Breach Notification and Best Practices Guide, and continues to implement the best practices that meet the needs of the reasonable security of personal information of the district.

While 100% security represents a theoretical goal, the measures already implemented and the ones that will be implemented reflect both the importance of the system and the resources available to protect it. Any initiative in support of this compliance that requires additional funding will be presented to the Board in due course, in addition to the annual compliance acknowledgment that will be presented to the Board in August each year.

Submitted by: Dr. Michael Raisor

Recommended Motion

Superintendent Donna Hargens recommends the Board of Education receive a report on House Bill 5, Board Notification of Data Security safeguards.

IX.W. Revision of Board Policies: 03.11 Hiring Certified and 03.21 Hiring Classified (First Reading)
Rationale

The proposed amendments provide clarifying language regarding the notification to the district by a Jefferson County Public School employee or applicant if he or she is arrested, charged or convicted of a certain set of offenses.

Submitted by: Tom Hudson

Attachments

 

This Item was withdrawn prior to consideration by the Board.

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education receive the attached revisions to Board Policies 03.11 and 03.21 for first submission and reading.

IX.X. Revision of Board Policy: 09.12 Admissions & Attendance (First Reading)
Rationale

The proposed amendments change language relating to homeless children and youth to conform with McKinney-Vento Reauthorization, approved as part of the Every Student Succeeds Act (ESSA), and to clarify language relating to homeless children and youth. 

Submitted by: Dr. John Marshall

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education receive the attached revisions to Board Policy 09.12 for first submission and reading.

IX.Y. WITHDRAWN: Revision of Board Policy: 09.122 Attendance Requirements (First Reading)
Rationale

This item was withdrawn on 8/18/2016.

Attachments
IX.Z. Approval of Board Policies Based on Kentucky School Boards Association 2016 Updates and Amendments
Rationale

Each year, the Kentucky School Boards Association provides school districts with recommended policy changes in order to keep district policies up to date based on changes to federal and state statutes and administrative regulations.

These policies received their first readings at the August 9, 2016, Board meeting. During a Work Session on August 9, 2016, the Board reviewed the proposed KSBA changes, and requested several additional changes to be incorporated prior to final Board approval.

The attached document shows KSBA’s proposed changes highlighted in yellow, and subsequent district amendments highlighted in green. New language is underlined and deleted language is stricken through. KSBA provides the reason for the proposed changes in the header of each policy.

The policies amended beyond KSBA recommendation are:

01.1.1       Definitions

  • Delete language stating that all personnel assigned to schools must report to the principal. The change is needed to align with current district practice.

    Define the Student Support and Behavior Intervention Handbook to mean the Code of Acceptable Behavior and Discipline required under KRS 158.148

01.61        Record Management

  • Change language to improve clarity

    03.112      Certification and Records

  • Add language to require notification of parents or guardians if a student is taught, or is going to be taught, by someone who is not certified, for four or more weeks.

    09.11        School Attendance Areas

  • Align policy to the federal Every Student Succeeds Act which permits, but does not require a district to provide transfers to students in schools identified for comprehensive support and improvement. This is a continuation of the policy under the most recent NCLB waiver.

    09.123      Absences and Excuses

  • Insert “Student Support and Behavior Intervention Handbook” in lieu of “Code of Acceptable Behavior and Discipline.”
  • Technical correction to an internal reference to the policy number.

    09.422      Bullying/Hazing

  • Insert “Student Support and Behavior Intervention Handbook” in lieu of “Code of Acceptable Behavior and Discipline.”

    09.439      Student Discipline Code

  • Insert “Student Support and Behavior Intervention Handbook” in lieu of “Code of Acceptable Behavior and Discipline.”

Submitted by: Jonathan Lowe

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education approve the attached amended Board Policies:
• 01.0 Definitions
• 01.61 Records Management
• 03.11 Hiring – Certified Personnel
• 03.111 Medical Examination – Certified Personnel
• 03.112 Certification and Records – Certified Personnel
• 03.14 Health and Safety – Certified Personnel
• 03.211 Medical Examination – Classified Personnel
• 03.24 Health and Safety – Classified Personnel
• 03.5 Paraprofessionals
• 0.40 Fiscal Management
• 05.11 School Property – Naming Facilities and Alterations
• 08.1312 Home/Hospital Instruction
• 08.133 Extended School/Supplemental Educational Services
• 08.3 School Calendar
• 09.11 School Attendance Areas
• 09.122 Attendance Requirements
• 09.123 Absences and Excuses
• 09.1231 Dismissal from School
• 09.14 Student Records
• 09.227 Child Abuse
• 09.313 Eligibility
• 09.36 Field Trips and Excursions
• 09.422 Bullying/Hazing
• 09.438 Student Discipline Code
• 02.4244 School Hiring (SBDM)

IX.AA. Technical Amendments to Board Policies: Name Change for the Student Support and Behavior Intervention Handbook (First Reading)
Rationale

On July 26, 2016, the Board approved the Student Support and Behavior Intervention Handbook for the 2016-17 School year. That document is the district’s code of acceptable behavior and discipline required under KRS 158.148. The name was altered to better communicate the purpose of the document to staff, parents, and students.

The proposed technical amendments change references from “Code of Acceptable Behavior and Discipline” to “Student Support and Behavior Intervention Handbook” to conform to the name change for the document.

The following policies are affected:

02.4241     School Council Policies

05.48        Weapons

06.342       Hazards in and on Bus

08.2323     Access to Electronic Media

09.123       Absences and Excuses

09.4          Student Behavior

09.423       Use of Alcohol, Drugs, and Other Prohibited Substances

09.4261     Telecommunications Devises

09.427       Student Dress Code

09.428       Student Rights

09.42811   Harassment and Discrimination

Submitted by: Jonathan Lowe

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education receive the attached revisions to Board policies for first submission and reading.

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.

A 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. 

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.

Actions Taken

Order #405 - Motion Passed:  Superintendent Donna Hargens recommends the Board of Education receive for information a planning calendar outlining discussion agenda items passed with a motion by Mr. Chris Brady and a second by Mrs. Linda Duncan.

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.

Attachments
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)
Actions Taken

Order #406 - Motion Passed:  A motion that the Board of Education enter into Executive Session as permitted by KRS 61.810(1)(e) of the Open Meetings Act, for the purpose of a discussion relating to collective bargaining negotiations passed with a motion by Dr. Lisa Willner and a second by Mrs. Stephanie Horne.

Order #407 - Motion Passed:  A motion that the Board of Education adjourn from Executive Session and return to Open Session at 10:11 p.m. passed with a motion by Ms. Diane Porter and a second by Mr. Chris Brady.

XIV. Adjournment
Recommended Motion

A recommendation to adjourn the August 23, 2016, meeting of the Jefferson County Board of Education

Actions Taken

Order #408 - Motion Passed:  A motion to adjourn the August 23, 2016, meeting of the Jefferson County Board of Education at 10:12 p.m. passed with a motion by Mr. Chris Brady and a second by Dr. Lisa Willner.