Jefferson County
April 25, 2017 7:00 PM
Regular Meeting
I. Moment of Silence
Rationale

Welcome to the April 25, 2017, meeting of the Jefferson County Board of Education.

JCBE Meeting Videos

4 25 17 JCBE Meeting Audio




Please join us for our traditional moment of silence.

Attachments
II. The Pledge of Allegiance
Rationale

The Pledge of Allegiance will be led by District 6 elementary students.


II.A. Vision Statement
Rationale

The Vision Statement will be read by District 6 middle school students. 

II.B. Greetings from District 6 Board Member Dr. Lisa Willner
Attachments
II.C. Welcome and Overview of George Unseld Early Childhood Center
Rationale

Principal Hollie Smith will provide an overview of George Unseld Early Childhood Center.

Attachments
III. Recognitions and Resolutions
Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education receive the recognitions and resolutions for April 25, 2017

Actions Taken

Order #48 - Motion Passed:  Superintendent Donna Hargens recommends the Board of Education receive the recognitions and resolutions for April 25, 2017, passed with a motion by Ms. Diane Porter and a second by Mrs. Stephanie Horne.

III.A. Recognize and Receive a Student Demonstration of Learning From George Unseld Early Childhood Center Students
Rationale

The George Unseld Early Childhood Center students will introduce themselves and share their name, age, and career choice and will recite the school’s Daily Promise. The students will demonstrate what they have learned by singing “ABC Rock” a cappella and reciting Five Little Monkeys Jumping on the Bed and will conclude their presentation by stating, “I am ready for kindergarten because I can,” and communicating their achievement with us. 

Submitted by: Allison Gardner Martin

Recommended Motion

Superintendent Donna Hargens recommends the Board of Education recognize and receive a student demonstration of learning from George Unseld Early Childhood Center students.

III.B. Recognize and Receive a Student Demonstration of Learning From Hartstern Elementary School Students
Rationale

The Hartstern Elementary School third-grade students will share what they have learned from their study of the country of Nepal. They learned about the country’s culture, relating specifically to food, dress, governance, and landmarks. For a social studies grade, the students were also assigned to take a cereal box and create a suitcase showcasing the facts they learned about the country. 

Submitted by: Allison Gardner Martin

Recommended Motion

Superintendent Donna Hargens recommends the Board of Education recognize and receive a student demonstration of learning from Hartstern Elementary School students on their International Night Project.

III.C. Recognize and Receive a Student Demonstration of Learning From Louisville Male High School Students
Rationale

Tonight, the Louisville Male High School Bulldog Beats will render a vocal selection showcasing their outstanding talent. The contemporary a cappella group, under the direction of Alexis Paxton, has set the bar high for vocally gifted and talented students. The group was named Grand Champion in the Voices of Harmony a cappella festival, a regional qualifying competition, which qualified them for the national competition.

Submitted by: Allison Gardner Martin

Recommended Motion

Superintendent Donna Hargens recommends the Board of Education recognize and receive a student demonstration of learning from Louisville Male High School students.

III.D. Recognize and Receive a Student Demonstration of Learning From Marion C. Moore School Students
Rationale

Students from Marion C. Moore School will demonstrate their exemplary talents by reciting a group poem, which will include a rap and song. These students have performed and showcased their skills and talents at school events and at various events in the city in front of large audiences.

Submitted by: Allison Gardner Martin

Recommended Motion

Superintendent Donna Hargens recommends the Board of Education recognize and receive a student demonstration of learning from Marion C. Moore School students.

III.E. Recognition of and Student Demonstration of Learning From Learn, Invest, Friend, Teach Jefferson County Public Schools Superintendent’s Student Advisory Council
Rationale

In 2012, Superintendent Donna Hargens created the Superintendent’s Student Advisory Council, which comprises students from various high schools across the district. The purpose of the group was to provide the superintendent and her senior staff with feedback on ways the district can improve students' overall experience. 

This school year, the council was redesigned and renamed Learn, Invest, Friend, Teach (LIFT) Jefferson County Public Schools (JCPS) Superintendent’s Student Advisory Council (SSAC). The redesign aims to make the council a student-led, solutions-focused, project-based learning organization. The mission of the LIFT JCPS SSAC is to promote student leadership and self-discovery, connect them to their communities through service and philanthropy, and cyclically transition into mentors for younger students.

Tonight, a group of the members will give a brief overview of the LIFT JCPS SSAC, talk about what they have learned by participating on the redesigned council, the connections and networking opportunities they have gained, the goal of their passion projects, and how their projects have impacted their school community and others. 

Submitted by: Allison Gardner Martin

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education recognize and receive a student demonstration of learning from Learn, Invest, Friend, Teach Jefferson County Public Schools Superintendent’s Student Advisory Council.

III.F. District 6 Video Presentation
Rationale

https://youtu.be/yqPV5MuG7Kw

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 April 25, 2017

Actions Taken

Order #49 - Motion Passed:  A motion that the Board of Education amend the agenda for April 25, 2017, to allow speakers on non-agenda items to speak before the Superintendent's Report and allow agenda item speakers to speak before action items, passed with a motion by Mr. Benjamin Gies and a second by Mrs. Linda Duncan.

Order #50 - Motion Passed:  A motion that the Board of Education amend the agenda for April 25, 2017, to add an action item regarding delaying the Board Agenda Pilot until after the July Board Retreat passed with a motion by Dr. Christopher Kolb and a second by Ms. Diane Porter.

Order #51 - Motion Passed:  A motion that the Board of Education approve the agenda for April 25, 2017, as amended 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 March 21, 2017, regular meeting and April 13, 2017, 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 March 21, 2017, regular meeting and April 13, 2017, special meeting.

Actions Taken

Order #52 - Motion Passed:  Superintendent Donna Hargens recommends the Board of Education approve the minutes of the March 21, 2017, regular meeting and April 13, 2017, special meeting passed with a motion by Mrs. Stephanie Horne and a second by Ms. Diane Porter.

VI. Superintendent's Report
Attachments
VII. Action Items
VII.A. Approval to Remove Magnet Status and Discontinue Catalpa Model from Maupin Elementary School’s Catalpa School of Innovation Magnet Program
Rationale

The Principal and Assistant Superintendent of Maupin Elementary School, as well as the Chief Academic Officer and Director of Priority Schools, have requested the removal of the magnet status as a Catalpa School of Innovation Magnet Program and discontinue the Catalpa Model.

A review of the data indicates Maupin Elementary School had an AMO target of 30.1 and their Learner's Total Score was 18.5 on the 2015-16 KPREP.  A further review of Kindergarten – 1st data around letter identification and hearing and recording sounds indicates a decline in achievement (Attachment A).  Maupin ranks 709 out of 709 elementary schools in the state of Kentucky.  Thus, the most recent data indicates that the magnet is not positively impacting student achievement. 

On January 23-25, 2017, Maupin Elementary School received a Diagnostic Review/Audit (Attachment B) from the Kentucky Department of Education (KDE).  All aspects of the school were reviewed and audited to include: 

  • Purpose and Direction
  • Governance and Leadership

  • Teaching and Assessing for Learning

  • Using Results for Continuous Improvement

  • Resources and Support Systems

All stakeholders were provided opportunities to fill out surveys to provide feedback and representatives from each stakeholder group were interviewed by the Audit Team Members during the visit.  Findings from the audit included the following recommendations. The principal does have the ability to lead the intervention and should remain as principal of Maupin Elementary School to continue her roles and responsibilities established in KRS 160.345.  An additional recommendation was the school council of Maupin Elementary School does not have the ability to continue its roles and responsibilities established in KRS 160.345.  Lastly, the findings included five improvement priorities which must be addressed.  There is no alignment of the improvement priorities to the Catalpa Waldorf inspired methods (Attachments C and D).

Thus, the continuation of the Maupin Elementary School’s Catalpa School of Innovation Magnet Program for the 2017-18 school year would not support addressing the improvement priorities identified by the audit and would not support increased student achievement.

If the recommended motion is approved accommodations will be provided to families to work with the Offices of Student Assignment and Student Transfer (Attachment E). Human Resources will provide accommodations to teachers.  The timing of the audit results was outside the application window for student assignments for 2017-18 and the teacher transfer window for 2017-18 (Attachment F).  There is a sensitivity and strong commitment to work with families and staff for the 2017-18 school year.

Submitted by:  Joe Leffert on behalf of Chief Academic Officer Lisa Herring

Attachments (A, B, C, D, E, F, and FY16-17 Add-on Budget)

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education approve the removal of magnet status from Maupin Elementary School’s Catalpa School of Innovation Magnet Program and discontinue the Catalpa Model for the 2017-18 school year.

Actions Taken

Order #53 - Motion Passed:  Superintendent Donna Hargens recommends the Board of Education approve the removal of magnet status from Maupin Elementary School’s Catalpa School of Innovation Magnet Program and discontinue the Catalpa Model for the 2017-18 school year, passed with a motion by Mrs. Stephanie Horne and a second by Ms. Diane Porter.

Order #54 - Motion Passed:  A motion to delay the Board Agenda Pilot until after discussions at the July Board Retreat passed with a motion by Dr. Christopher Kolb and a second by Mrs. Stephanie Horne.

VIII. Information Items
VIII.A. Review of Proposed 2018-19 School Calendar
Rationale

The District Calendar Committee composed of representatives from Board districts, business leaders, local schools, employee unions, central office departments, and the 15th District PTA developed the attached calendar.

The Calendar Committee for the 2018-19 School Calendar held its first meeting on March 2, 2017. With recommendations from that meeting, a second calendar was proposed and vetted by the committee on March 16, 2017.

The highlights of this calendar include a mid-August start date, a small fall break in October, winter break, spring break, two (2) built-in make-up days, and an end date that accommodates AP and state testing.

Submitted by: Dr. Michael Raisor

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education receive information concerning the Proposed 2018-19 school calendar

Actions Taken

Order #55 - Motion Passed:  Superintendent Donna Hargens recommends the Board of Education receive information concerning the Proposed 2018-19 school calendar passed with a motion by Mrs. Stephanie Horne and a second by Dr. Christopher Kolb.

VIII.B. Report of the 2017 Regular Session of the Kentucky General Assembly
Rationale

The Regular Session of the Kentucky General Assembly convened on January 3, 2017, and adjourned sine die on March 30, 2017.

Jefferson County Public Schools functions within the statutory framework established by Kentucky General Assembly, so the actions of the legislature have a significant impact on the district’s work.

Submitted by: Jonathan Lowe on behalf of Superintendent Donna Hargens

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education receive a report regarding the 2017 Regular Session of the Kentucky General Assembly.

Actions Taken

Order #56 - Motion Passed:  Superintendent Donna Hargens recommends the Board of Education receive a report regarding the 2017 Regular Session of the Kentucky General Assembly passed with a motion by Mrs. Stephanie Horne and a second by Mrs. Linda Duncan.

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 April 25, 2017

Actions Taken

Order #57 - Motion Passed:  Superintendent Donna Hargens recommends the Board of Education approve the consent calendar for April 25, 2017, passed with a motion by Mrs. Linda Duncan and a second by Mrs. Stephanie Horne.

IX.A. 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.B. 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.C. Approval of Field Trip Requests
Rationale

This is a report of field trip requests submitted to the Board of Education on April 25, 2017.

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 Forms, and Assignment of Architect/Engineer
IX.D.1. Approval of Project, BG-1 Form, and Assignment of Architect/Engineer for Car Rider Loop Addition at Audubon Traditional Elementary School
Rationale

This project will consist of constructing a roadway around the property for car rider drop off and pick up. This will relieve congestion on Hess Lane.

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 BG-1 form for Car Rider Loop addition at Audubon Traditional Elementary School, for an estimated project cost of $184,960.

IX.D.2. Approval of Project, BG-1 Form, and Assignment of Architect/Engineer for Concession Stand Building at Eastern High School
Rationale

This project includes the demolition of an old storage garage and the construction of a new 85’ x 25’ concrete block building. The building will contain public restrooms, a concession area, a ticket booth and a storage garage. This project will be school funded.

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 Sabak, Wilson and Lingo, Inc. and Beaman Associates, Inc. as the architects/engineers, and the BG-1 form for the Concession Stand Building at Eastern High School, for an estimated project cost of $212,950.

IX.D.3. Approval of Project, BG-1 Form, and Assignment of Architect/Engineer for Operable Partition Replacement at Mill Creek Elementary School
Rationale

This project calls for the removal and replacement of the operable partition between the gym and cafeteria.

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 Jefferson County Public Schools as the architect/engineer, and the BG-1 form for Operable Partition Replacement at Mill Creek Elementary School, for an estimated project cost of $37,750.

IX.D.4. Approval of Project, BG-1 Form, and Assignment of Architect/Engineer for Drainage Improvements at Seneca High School
Rationale

This project will consist of installing drains in areas of ponding water and pipe into existing drainage system.

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 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 BG-1 form for Drainage Improvements at Seneca High School, for an estimated project cost of $45,735.

IX.E. WITHDRAWN: Approval of Project, BG-1 Form, and Assignment of Qualified Provider for a Guaranteed Energy Savings Contract at Various Schools
Rationale

This item was withdrawn prior to consideration by the Board.

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 Phase II at Atherton High School
Rationale

The project will consist of the renovation of an existing science lab with casework and finishes.

On November 29, 2016, the Board of Education approved Studio Kremer Architects to prepare plans and specifications for Project 17-119.

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 Facility Planning on March 28, 2017. 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 Badgett Constructors, LLC for Science Lab Renovation Phase II at Atherton High School for the low base bid of $162,400; and approve the revised BG-1 form in the amount of $189,000.

IX.F.2. Approval of Bid and Revised BG-1 Form for Chiller and Boiler Replacement at Audubon Traditional Elementary School
Rationale

This project will replace the existing chiller and boiler.

On October 25, 2016, the Board of Education approved Kerr-Greulich Engineers, Inc. to prepare plans and specifications for Project 17-098.

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 Facility Planning on March 30, 2017. 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 Audubon Traditional Elementary School for the low base bid of $224,500; and approve the attached revised BG-1 form for $345,000.

IX.F.3. Approval of Bid and Revised BG-1 Form for Paving Package I at Doss High School and Trunnell Elementary School
Rationale

The project will address the repair and/or replacement of asphalt driveways and walkways at Doss High School and Trunnell Elementary School.

On January 10, 2017, the Board of Education approved the Facility Planning Unit to prepare plans and specifications for Project 17-141.

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 Facility Planning on March 15, 2017. 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 Flynn Brothers Contracting, Inc. for Paving Package I at Doss High School and Trunnell Elementary School for the low base bid of $153,323; and approve the revised BG-1 form in the amount of $162,000.

IX.F.4. Approval of Bid and Revised BG-1 Form for Site Lighting Replacement at Laukhuf Elementary School
Rationale

This project will replace the existing exterior lights, poles, and wiring.

On October 25, 2016, the Board of Education approved Shrout, Tate, Wilson Engineers to prepare plans and specifications for Project 17-099.

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 Facility Planning on April 6, 2017. 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 Kentuckiana Electrical Services for Site Lighting Replacement at Laukhuf Elementary School for the low base bid of $273,000; and approve the attached revised BG-1 form for $309,000.

IX.F.5. Approval of Bid and Revised BG-1 Form for Track Repaving at Pleasure Ridge Park High School
Rationale

The project shall include the installation of approximately 1-1/2” of asphalt overlay on top of existing asphalt track. Track striping consistent with KHSAA regulation shall also be included.

On January 10, 2017, the Board of Education approved the Facility Planning Unit to prepare plans and specifications for Project 17-139.

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 Facility Planning on March 29, 2017. 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 Riverside Paving and Contracting Company, Inc. for Track Repaving at Pleasure Ridge Park High School for the low base bid of $57,743; and approve the revised BG-1 form in the amount of $62,000.

IX.F.6. Approval of Bid and Revised BG-1 Form for Science Lab Safety Upgrade at Southern High School
Rationale

The project will consist of adding a safety shower, eyewash, fume hood and room exhaust to an existing science lab.

On January 24, 2017, the Board of Education approved CMTA, Inc. to prepare plans and specifications for Project 17-157.

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 Facility Planning on April 11, 2017.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 Coupe Construction Co., Inc. for Science Lab Safety Upgrade at Southern High School for the low base bid of $98,600; and approve the revised BG-1 form in the amount of $116,000.

IX.F.7. Approval of Bid and Revised BG-1 Form for Paving Package II at Various Schools
Rationale

The project will address the repair and/or replacement of asphalt driveways and walkways at Sanders Elementary School, Southern High School, and Wilkerson Elementary School.

On January 10, 2017, the Board of Education approved the Facility Planning Unit to prepare plans and specifications for Project 17-140.

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 Facility Planning on March 15, 2017. 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 Louisville Paving Company, Inc. for the low bid of $109,886, and Riverside Paving and Contracting Company Inc. for the low bid of $78,847 for a total bid of $188,733 for Paving Package II at Various Schools; and approve the revised BG-1 form in the amount of $200,000.

IX.G. Approval of Contract Completions and BG-4 Forms
IX.G.1. Approval of Contract Completion and BG-4 Form for Site Lighting Replacement at Carrithers Middle School
Rationale

On July 27, 2015, the Board of Education approved Biagi, Chance, Cummins, London, Titzer, Inc. to prepare plans and specifications for Project 16-016.

On April 26, 2016, the Board approved awarding a contract to T.E.M. Group, Inc. as the low bidder.

Biagi, Chance, Cummins, London, Titzer, Inc. has made a final inspection and concluded that this contract is complete and final payment is due the contractor.

Submitted by: Dr. Michael Raisor

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education approve the contract completion, the attached BG-4 form, and final payment to T.E.M. Group, Inc. for Site Lighting Replacement at Carrithers Middle School for a total construction cost of $201,363.77.

IX.G.2. Approval of Contract Completion and BG-4 Form for Food Service Phase 35 at Various Schools
Rationale

On October 12, 2015, the Board of Education approved John Phelps Engineering, Inc. to prepare plans and specifications for Project 16-075. The list of schools is attached.

On February 9, 2016, the Board approved awarding a contract to Walker Mechanical Contractors, Inc. as the low bidder.

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

Submitted by: Dr. Michael Raisor

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education approve the contract completion, the attached BG-4 form, and final payment to Walker Mechanical Contractors, Inc. for Food Service Phase 35 at Various Schools for a total construction cost of $282,586.38.

IX.H. Approval of Project Closeouts and BG-5 Forms
IX.H.1. Approval of Project Closeout and BG-5 Form for Partial Roof Replacement at Atkinson Academy
Rationale

On March 7, 2017, the Board of Education approved the contract completion and BG-4 form for Carlon Roofing & Sheet Metal 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 Partial Roof Replacement at Atkinson Academy.

IX.H.2. Approval of Project Closeout and BG-5 Form for Window Replacement Phase IV at Frayser Elementary School
Rationale

On February 21, 2017, the Board of Education approved the contract completion and BG-4 form for E.H. Construction, LLC.

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

Submitted by: Dr. Michael Raisor

Attachments

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education approve the attached BG-5 form for Window Replacement Phase IV at Frayser Elementary School.

IX.H.3. Approval of Project Closeout and BG-5 Form for 2016 Paving Package I at Various Schools.
Rationale

This project addressed the repair and/or replacement of asphalt driveways and walkways at Blankenbaker Bus Compound, Crosby Middle School, and Wellington Elementary School.

On March 7, 2017, the Board of Education approved the contract completion and BG-4 form for Riverside Paving and Contracting Company, 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 2016 Paving Package I at Various Schools.

IX.H.4. Approval of Project Closeout and BG-5 Form for 2016 Paving Package II at Various Schools
Rationale

This project addressed the repair and/or replacement of asphalt driveways and walkways at Blake Elementary School, Layne Elementary School, and Pleasure Ridge Park High School.

On March 7, 2017, the Board of Education approved the contract completion and BG-4 form for Riverside Paving and Contracting Company, Inc.

On November 29, 2016, the Board approved the contract completion and BG-5 for Flynn Brothers Contracting, 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 2016 Paving Package II at Various Schools.

IX.I. 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.J. Approval of Competitive Negotiations, 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.  This report directly supports Vision 2020 goal Communications, Engagement, and Access to Information.

The attached is a list of Request For Proposals, and Request For Proposal renewals from July 1, 2016, to date.

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

Submitted by:  Cordelia Hardin

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education approve the following competitive negotiation, bid tabulations, contract renewals, and amendments:
•Competitive Negotiation for Routine Maintenance and Emergency Repair of Fiber Network;
•Glass, Plastic & Glazing Compounds;
•Women's Work Pants;
•Athletic Field Marking Paint;
•New Vehicle (24' Refrigerated Box-Van Truck);
•Flashlights, Batteries, Etc.;
•Packaging for Rigid-Pack Machine;
•Asphalt Pothole Repair Service;
•Shoretel Refurbished Telephones and Accessories;
•Uniforms for Students;
•Termite Control Service;
•Athletic Supplies & Equipment (Percentage);
•Industrial V-Belts (Percentage);
•Pumps (Various);
•Fresh Fruit & Vegetable Program (FFVP & CACFP);
•Living Organisms for Science Modules;
•Agenda Books (Elementary, Middle & High School);
•Water Heaters & Accessory Items;
•Ionization Cell Type (Water Treatment Program);
•Bus Service: Elementary School Runs (Junior Achievement);
•Bus Service: YMCA Summer Collaboration Project;
•Bus Service: After School Activity & Athletic Game Runs;
•Road Salt;
•Contract Renewal - Competitive Negotiation for On-Line Payment System;
•Contract Renewal - Competitive Negotiation on School and Community Nutrition Services Automated Absence Management and Substitute Placement Service;
•Contract Renewal - Competitive Negotiation for On-Line Payment System;
•Contract Renewal - Competitive Negotiation on Audit Services Part A - Financial Statement Audit;
•Contract Renewal - Competitive Negotiation on Challenger Center Operations;
•Contract Renewal - Competitive Negotiation for Montessori Curriculum Coach;
•Contract Renewal - Competitive Negotiation on Contract Nursing Management Service;
•Contract Renewal - Competitive Negotiation on School and Teacher Website Tool;
•Contract Renewal - Competitive Negotiation for Implementation of Restorative Practices;
•Contract Renewal - Safety Shoes/Boots for Men & Women (Percentage);
•Contract Renewal - Student Accident & Athletic Insurance (Pre-K thru 12);
•Contract Renewal - Chess Coaching Service;
•Contract Renewal - Montessori Materials & Teaching Tools;
•Contract Renewal - Printing: Portfolio Folders;
•Contract Renewal - Real Estate Auctioneer (Percentage);
•Contract Renewal - One Year Honesty Bonds;
Contract Renewal - HVAC/Refrigeration Service;
•Contract Renewal - Repower Engine Kit for 2005-2008 Freightliner FS65 Chassis;
•Contract Renewal - School Website Videos;
•Amendment - Automotive Antifreeze, Fluids and Lubricants; and
•Amendment - Instructional & Office Supplies (Line Item).


IX.K. 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.

This report supports Vision 2020 Goal Communications, Engagement, and Access to Information.

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.L. 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. The report supports Vision 2020 Goal Communications, Engagement, and Access to Information.

Of the $2.9 million in professional services contracts, more than $1.8 million, or 63 percent, was 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.M. Acceptance of Monthly Financial Report for Period Ended March 31, 2017
Rationale

This report is provided to the Board per KRS 160.560 and Board Policy 04.31 Fiscal Accounting and Reporting and supports Vision 2020 Goal Communications, Engagement, and Access to Information.

Submitted by: Cordelia Hardin

Attachments


Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education receive the attached Monthly Financial Report for period ended March 31, 2017.

IX.N. 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 and supports Vision 2020 Goal Communications, Engagement, and Access to Information.

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 23 through March 30, 2017.

IX.O. Acceptance of Voucher Report
Rationale

This report is provided to the Board in accordance with Fiscal Management Policy 04.3111 District Issuance of Checks and supports Vision 2020 Goal Communications, Engagement, and Access to Information.

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 23 through March 30, 2017.

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

This is a report of donations and small grants submitted to the Board of Education on April 25, 2017.

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 $195,034.39 to be used as stated in the attachment.

IX.P.2. Acceptance of Funding from Commonwealth of Kentucky Department of Juvenile Justice
Rationale

The Department of Juvenile Justice will provide funding in the amount of $43,381.80 for school bus transportation for youths who attend the summer program at the Louisville Day Treatment Center.

The Department will provide five buses and five bus drivers for 33 days of service for the summer program.

The attached Memorandum of Agreement shall be effective from July 1, 2017, through June 30, 2018.

The project directly supports Vision 2020 Strategy 1.1.3.

Submitted by: Dr. Alicia Averette on behalf of Dr. Lisa Herring

Attachment: KY Doc. ID No. PON2 523 1700001501

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education approve the attached Memorandum of Agreement with the Commonwealth of Kentucky Department of Juvenile Justice and authorize the superintendent to sign same.

IX.P.3. Acceptance of Funding from the Jefferson County Public Education Foundation
Rationale

Sondra Ferren donated $225 to support the JCPS Build-a-Bed project.   

J.K. and Jacqueline Mudd donated $25 to support the JCPS Build-a-Bed project.   

Kentucky Wesleyan College refunded $750 for a LEEP scholarship. 

Kohl's Department Stores, Incorporated donated $1,000 to support educational programs at Blue Lick Elementary School.  

First Christian Church of Louisville donated $1,500 to support the JCPS Build-a-Bed project.   

LG&E donated $2,500 to support the JCPS STEM/Robotics program through the Computer Education Support department.  

LG&E donated $2,500 to support the JCPS Book Buggy program.  

William Case and Lisa Cassetta donated $15,000 for playground equipment for Maupin Elementary School.  

The National Center for Families Learning, Inc. donated $100,000 to support the JCPS Adult and Continuing Education Program to implement the Louisville Family Learning program to involve parents and caregivers in meaningful and mutual engagement to improve the learning environment at school and at home.

Submitted by:  Kristin Wingfeld on behalf of Superintendent Donna Hargens

Recommended Motion

Superintendent Donna Hargens recommends the Board of Education accept funding totaling $123,500 from the Jefferson County Public Education Foundation to be used as stated in the rationale.

IX.P.4. Acceptance of Funding from the Kentucky Department of Education
Rationale

Through this KDE grant, Marion C. Moore School will create a Civil Engineering career pathway with emphasis in environmental sustainability for high school students.  Moore will implement the first course of a four-course sequence and serve 75 ninth grade students during the 2017-18 school year.  The new pathway will help increase career pathway options to meet diverse student body interests that teach students workforce skills sought by local STEM employers.

Grant funds will be used for the following:

  • Laboratory equipment necessary for instruction

  • Computer upgrades

  • Energy-related instructional materials and equipment

This grant directly supports Strategy 1.1.2: Personalize learning in Vision 2020. There is no obligation to the district beyond June 30, 2017.  Matching funds were required.  The school commits to provide $54,884 in matching funds and in-kind support.

Submitted by: Paige Hartstern on behalf of Superintendent Donna Hargens

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education accept $50,000 from the Kentucky Department of Education (KDE) and authorize superintendent to sign the attached grant agreement.

IX.Q. Approval of Agreements
Recommended Motion

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

IX.Q.1. Approval of Memorandum of Agreement for Behavioral and Mental Health Services
Rationale

The following contractor will provide on-site behavioral and mental health services to JCPS students:

  • Osting Individual and Family Services

The goal of these services is to help students develop critical thinking skills, self-regulation, and empathy. Services to be included are individual and group counseling.

Schools will be provided a list of providers that accept both Medicaid and private insurance that have obtained MOAs prior to the first day of school. The principal will determine which services to bring into their school based upon the needs of the students they serve.

The MOA process was developed because community providers are already in our schools and schools have requested guidance on who should and who should not be allowed into the schools. The vetting process looks at licensure, insurance, and background checks for providers.

No costs will be incurred by JCPS or JCPS student, parent or legal guardian for services rendered. The agency will only bill for the cost of services to the private or public health insurance company after parent or legal guardian gives written permission to do so.

The Memorandum of Agreements shall be effective beginning April 26, 2017, and ending on December 31, 2017.

The project direct supports strategy 1.1.1 of Vision 2020.

Submitted by: Dr. Alicia Averette on behalf of Dr. Lisa Herring

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education approve the attached Memorandum of Agreement and authorize the superintendent to sign same.

IX.Q.2. Approval of Memorandum of Agreement with Bellarmine University for JCPS Bellarmine Literacy Project Year 4 and Assignment of Professor Theresa Magpuri-Lavell to JCPS as Bellarmine University Scholar In Residence
Rationale

The JCPS-Bellarmine Literacy Project will target 73 elementary schools, selected by data analysis, to provide intentional professional development to teachers and principals in an effort to improve literacy instruction in the classroom. A 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 participated in year 1 of the Bellarmine Literacy Project will also be invited to participate in advanced coursework in year 2 as they expand their expertise in research-based literacy strategies.

The project will serve up to 600 teachers during the 2017-18 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. This project directly supports Vision 2020 goal Deeper Learning, Strategy 1.1.5.

In 2016 the  Board entered into a three-year professional services contract with Bellarmine University for the services of Dr. Theresa Magpuri-Lavell on aspects of the JCPS-Bellarmine Literacy Project. In accordance with the terms of the Bellarmine professional services contract, the attached MOA for the assignment of professor Theresa Magpuri-Lavell to JCPS as Bellarmine University Scholar In Residence for 2017-18 is being submitted. 

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

Submitted by: Dr. Lisa N. Herring

Attachments

Attachments
Recommended Motion

Superintendent Donna Hargens recommends that the Board of Education approve the attached Memorandum of Agreement with Bellarmine University for Year 4 of the JCPS-Bellarmine Literacy Project and Memorandum of Agreement with Bellarmine University for the Assignment of Professor Theresa Magpuri-Lavell to JCPS as Bellarmine University Scholar In Residence and authorize the superintendent to sign same.

IX.Q.3. Approval of National Center for Families Learning Agreement
Rationale

Adult and Continuing Education will implement the Parents and Children Together (PACT) program at Americana World community Center and McFerran Elementary School for English as Second Language (ESL) students and their families.

PACT is a prevention/early intervention program that provides in-home counseling, skill building, and support. The goals of the PACT program are to help families improve family functioning, increase parenting skills, improve children's behavior at home and in school, and increase family social supports and social connections. 

Jefferson County Public Education Foundation was awarded a $100,000 grant from National Center for Families Learning (NCFL) to support the project.

This project aligns with Vision 2020 strategy 1.1.6.

Submitted by: Allison Martin

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education authorize the superintendent to sign the attached National Center for Families Learning agreement.

IX.Q.4. Approval of Third Party Memorandum of Agreement with Kentucky Office of Vocational Rehabilitation
Rationale

The Memorandum of Agreement will provide opportunities for middle school and high school students with special needs in JCPS schools and at Kentucky School for the Blind (KSB) to engage in activities that support the 5 Core Pre-employment transition services required by the Workforce Innovation and Opportunity Act. The funding provides for an annual pre-employment conference for middle school students with special needs and an annual pre-employment conference for high school aged students with special needs; weekly group workshops held at JCPS and KSB schools, summer workshops, camps, and job exploration experiences for ECE students age 14-21. The funding for the MOA is effective May 1, 2017, through June 30, 2018.

The Agreement funding is specifically earmarked to support pre-employment and transition services by extending the days of existing job coaches (2016-2017 and 2017-2018) who have relationships with students and employers through the summer months. The MOA supports the addition of a designated certified and a classified position to support the work of the agreement for data collection, conference planning, workshop planning, and developing summer camps/pre-employment opportunities (2017-2018) only. The term of the agreement is May 1, 2017, through June 30, 2018

The agreement directly relates to Vision 2020 Strategy 1.1.1. and Target 2

Submitted by: Dr. Alicia Averette on behalf of Dr. Lisa Herring

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education approve the attached Third-Party Memorandum of Agreement with the Kentucky Office of Vocational Rehabilitation and the Jefferson County Educational Cooperative (JCPS and Kentucky School for the Blind) and authorize the superintendent to sign the same.

IX.Q.5. Approval of Agreement 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.

Submitted by: Karen Branham on Behalf of Chief Academic Officer, Dr. Lisa Herring

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education accept funding up to $2,259,672 from The Rector and Visitors of the University of Virginia for The Compassionate Schools Project and authorize the superintendent to sign the attached agreement

IX.R. Approval for Resolution for Workers Compensation Self-Insured Program
Rationale

The Workers’ Compensation program has been self-insured since 1978.

This program has realized cost savings for the District in the form of interest of reserves and rate increases on insurance premiums, and has eliminated poor claims administration and increased administration control, plan flexibility, and improved services to employees.

Submitted by: Tom Hudson

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education approve the attached Resolution Seeking Approval from the Commissioner of the Kentucky Department of Workers’ Claims to Self-Insure the Workers’ Compensation Liabilities of the Jefferson County Board of Education.

IX.S. Notification of Agreement to Install Sound Triangulation Equipment
Rationale

This agreement allows ShotSpotter, Incorporated to locate sound triangulation devices on certain Jefferson County Public Schools properties at the request of the Louisville Metropolitan Police Department.

This Agreement supports Vision 2020 Goal Infrastructure Improvements.

Submitted by: Cordelia Hardin

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education receive notice of the attached Agreement to allow installation of sound triangulation equipment at certain schools.

IX.T. Notification of Contract with Louisville Metro Air Pollution Control District
Rationale

This agreement will allow Louisville Metro Air Pollution Control District to temporarily locate air pollution monitoring equipment, with associated building, pad, and equipment, on the grounds of Carrithers Middle School. The agreement can be terminated with thirty (30) days written notice by either party.

This Contract supports Vision 2020 Goal Infrastructure Improvements.

Submitted by: Cordelia Hardin

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education receive notice of the attached Contract between Louisville Metro Air Pollution Control District and the Jefferson County Board of Education.

IX.U. Notification of Sanitary Sewer and Drainage Easement Agreement
Rationale

This Agreement allows MSD to modify the retention basin/easement located on the property near Farmer Elementary School and the Burks Bus Compound, which will help take runoff away from the road.

The Agreement supports Vision 2020 Goal Infrastructure Improvements.

Submitted by: Cordelia Hardin

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education receive notice of the attached Agreement to grant Metropolitan Sewer District (MSD) a Sanitary Sewer and Drainage Easement.

IX.V. Approval of Shortened School Day and/or Week for Two Exceptional Child Education Students
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 students are being identified as SSD205 and SSD206 rather than by name.

Student SSD205 has a medical condition, with proper physician documentation, which requires a 3-hour school day, 5 days a week. Appropriate ECE procedures have been followed for this student, who is being served in a self-contained classroom in a regular elementary school setting.

Student SSD206 has a medical condition, with proper physician documentation, which requires a 4-day school week. Appropriate ECE procedures have been followed for this student who is being served in a special school setting.

Submitted by: Dr. Alicia Averette on behalf of Dr. Lisa Herring

Recommended Motion

Superintendent Donna Hargens recommends the Board of Education approve a shortened school day and/or week for two students identified as SSD205 and SSD206 in the Exceptional Child Education Program for the 2016-17 school year.

IX.W. Approval of School Fees for 2017-18
Rationale

Per KAR 3:130, the Board of Education is required to approve all school fees. These fees have been set by the school, and the use of these fees is overseen by each school’s site-based decision-making council. Fees generally are due at registration prior to the beginning of each school year, although schools will work with parents if a payment plan is needed.

The fees listed are not charged to at-risk students, and principals have confirmed that no students are denied opportunities based on lack of funding.

With guidance from the Principal Communications Committee and principal sub-committees that took place in 2016, information regarding school fees for the 2017-18 school year was collected from all schools using the following standards: 

Elementary School

  • Supplementary materials: no more than $25 (i.e., science notebooks, National Geographic student magazine, Accelerated Reader, Time for Kids, online subscriptions, etc.)

Middle School

  • Supplementary materials: no more than $20  (i.e., JCPS science notebooks, National Geographic student magazines, Scope, Choices, Newsweek, Time for Kids, Scholastic, Scholastic Math, On-line subscriptions, etc.)
  • Non-core subjects/electives: no more than $65 per course. Schools are required to provide an explanation of non-core subject/elective course fees (including PE) in the Course Catalog and/or Fee Sheet.
  • Locker:  no more than $5.00
  • Technology:  no more than $5.00

High School

  • Supplementary materials for English, math, science, social studies: no more than a combined fee of $40 for the four required core content areas (including technology supplies, calculator batteries, subscriptions, etc.)
  • Non-core subjects/electives: no more than $65 per course. Schools are required to provide an explanation of non-core subject/elective course fees (including PE) in the Course Catalog and/or Fee Sheet.
  • Operational fees: no more than $10 for operational fees (including locker fee, ID card, agenda book/planner, PE lock, etc.)
  • Parking:  no more than $20 (unless this activity is a fundraiser)

AP/IB/Industry Certifications/Cambridge testing fees are determined by the company and are separate from school fees. Students enrolled in these courses are expected to pay the fees.

Submitted by: Glenn Baete and Joe Leffert on behalf of Superintendent Donna Hargens.

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education approve the attached list of school fees.

IX.X. Declaration for One-Year Certification and Emergency Certification for Teachers of Specified Areas of Shortage and Non-Certified Substitute Teachers
Rationale

It is the goal of the HR department to ensure that schools are supported by highly qualified teachers.  Substitute Teachers provide instructional support in the absence of our permanent teachers.  The One-Year Emergency Certification is necessary for Substitutes who do not hold a Kentucky Teaching Certificate.  The Emergency Certification for teachers is used in the unlikely event that we are unsuccessful at recruiting highly qualified teachers for vacant positions in critically needed content areas. 

Submitted by: Tom Hudson

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education approve the attached Declaration for One-Year Certification and Emergency Certification for teachers of specified areas of shortage in order to fill unanticipated vacant teacher positions within the District, which may occur prior to and after the opening of the 2017-18 school year, and further recommends the approval of the Declaration for Emergency Certification for non-certified substitute teachers who are hired to broaden the substitute pool to cover classes when teachers are absent.

IX.Y. Approval of 2017-18 Head Start/Early Head Start Refunding Proposal
Rationale

The Jefferson County Board of Education is the grantee for operating the Head Start/Early Head Start program. Each year, the Head Start/Early Head Start grantee is required to submit a refunding application to the Region IV Head Start Office in order to receive funding for the program.

The refunding application for a proposed 2017-18 budget of $15,505,975.00 will include the attached 2017-18 Continuation Application, Self-Assessment Findings, Self-Assessment Corrective Plan, Training and Technical Assistance Plan, and Budget Summary. Continuation of the funding will enable Head Start/Early Head Start to provide both Education and Comprehensive (Health and Family Engagement) Services to 1,551 Jefferson County Head Start and Early Head Start children, pregnant women and families who have the greatest needs.

The Head Start/Early Head Start Program will continue blending services and collaborating with other JCPS early childhood programs and will coordinate services with Physical Development and Health Services, School and Community Nutrition Services, Transportation Services, Exceptional Child Education, Adult and Continuing Education, and Financial Services. This fully aligns with the Jefferson County Public Schools Vision 2020 strategy 1.1.6 to strengthen early childhood education.

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

Submitted by: Assistant Superintendent Karen Branham on behalf of Chief Academic Officer, Dr. Lisa Herring

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education approve the submission of the 2017-18 Head Start/Early Head Start Refunding Proposal to include a proposed budget of $15,505,975.00 and the attached, 2017-18 Continuation Application, Self-Assessment Findings, Self-Assessment Corrective Plan, Training and Technical Assistance Plan, and Budget Summary

IX.Z. Approval of 2017-18 JCPS Head Start/Early Head Start Eligibility, Recruitment, Selection, Enrollment, and Attendance (ERSEA) Plan
Rationale

The Jefferson County Public School District is the grantee for operating the Head Start/Early Head Start program. The JCPS Head Start/Early Head Start Program is required to obtain approval from the Jefferson County Board of Education and the Head Start/Early Head Start Policy Council of the JCPS Head Start/Early Head Start Eligibility, Recruitment, Selection, Enrollment, and Attendance (ERSEA) Plan. The ERSEA Plan includes implementation processes and timelines, the application form, and the established eligibility categories and selection criteria.

Head Start-eligible means a child that meets the requirements for age and family income as established in this regulation or, if applicable, as established by grantees that meet the requirements of section 645(a) (2) of the Head Start Act.  Up to ten percent of the children enrolled may be from families that exceed the low-income guidelines. 

Recruitment is the systematic process by which a Head Start program identifies families whose children are eligible for Head Start services, informs them of the services available, and encourages them to apply for enrollment in the program.

Selection is the systematic process used to review all applications for Head Start services and to identify those children and families that are to be enrolled in the program based on established selection criteria.

Enrollment is the official acceptance of a family by a Head Start program and the completion of all procedures necessary for a child and family to begin receiving services.

Attendance refers to the promotion, maintenance and monitoring of the full participation of children and families enrolled in the Head Start program.

The ERSEA Plan supports Jefferson County Public Schools Vision 2020 Strategy 1.1.6 to strengthen early childhood education.

The JCPS Head Start/Early Head Start Policy Council approved the 2017-18 Head Start/Early Head Start ERSEA Plan on February 16, 2017

Submitted by: Assistant Superintendent Karen Branham on behalf of Chief Academic Officer, Dr. Lisa Herring

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends that the Board of Education approve the 2017-18 JCPS Head Start/Early Head Start Eligibility, Recruitment, Selection, Enrollment, and Attendance (ERSEA) Plan

IX.AA. Approval of Carl D. Perkins Career & 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, 2017. The budget request is for fiscal year 2017-18.  Funding received for fiscal year 2016-17 was $1,168,641.

Once approved, the district will submit the District Funding Assurances and the 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 & Technical Education District Funding Assurances.

IX.BB. MOVED TO ACTION ITEM: Approval to Remove Magnet Status and Discontinue Catalpa Model from Maupin Elementary School’s Catalpa School of Innovation Magnet Program
IX.CC. Approval to Rename Stuart Middle School to Stuart Academy
Rationale

The name Stuart Middle School reflects the long-standing model of a grade configuration for sixth, seventh, and eighth grades, which has been the traditional grade configuration for Jefferson County middle schools. The 2016-17 school year brought with it the redesign of the campus at Stuart to include Robert Frost Sixth Grade Academy and a reconfigured Stuart Middle School with grades seven and eight. We request the name change from Stuart Middle School to Stuart Academy to both reflect the change in the school configuration and to remain consistent with our sister school on campus, Robert Frost Sixth Grade Academy.

The text of the proposal for the middle school redesign shared with the Board during the 2015-16 school year also recognizes Stuart as an Academy rather than a middle school. The proposal was shared with community members at forums across the county and the name change was a part of those presentations with no feedback indicating there was any concern moving from Stuart Middle School to Stuart Academy.

We have included endorsements from the Stuart Middle School SBDM Committee, the Stuart Middle School Youth Service Center Advisory Board (both with parent representation), and a letter from the principal at Stuart, Mrs. Laura Dalton, endorsing the change from Stuart Middle School to Stuart Academy.

Therefore, in accordance with Board Policy 05.11 School Property-Naming Facilities and Alterations and related procedures, it is appropriate that Stuart Middle School be renamed Stuart Academy.

Submitted by: Dr. Michael Raisor

Attachments

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education approve the renaming of Stuart Middle School to Stuart Academy.

IX.DD. Board Policy 04.3114 - District Petty Cash (First Reading)
Rationale

This proposed policy establishes a district petty cash fund. The language is based on sample language from the Kentucky School Boards Association, except that the amount of the fund is not to exceed $100 instead of $50.

The Board Policy committee met on March 21, 2017, and recommends Board approval of this policy.

Submitted by: Jonathan Lowe on behalf of the Board Policy Committee

Attachment

Attachments
IX.EE. Board Policy 04.3122- Internal Petty Cash (First Reading)
Rationale

This proposed policy establishes a petty cash fund in each school. The language is based on sample language from the Kentucky School Boards Association, except that the amount of the fund is not to exceed $100 instead of $50.

The Board Policy committee met on March 21, 2017, and recommends Board approval of this policy.

Submitted by: Jonathan Lowe on behalf of the Board Policy Committee

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education receive the attached revisions to Board policy 04.3122 – Internal Petty Cash for first submission and reading.

IX.FF. Revision of Board Policy 01.41- Organizational Meetings (First Reading)
Rationale

This proposed amendment removes language that was adopted on February 9, 2016, relating to Board meeting policies and procedures. The change returns the policy to the language recommended by the Kentucky School Boards Association.

The Board Policy committee met on March 21, 2017, and recommends Board approval of the proposed amendment to this policy.

Submitted by: Jonathan Lowe on behalf of the Board Policy Committee

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education receive the attached revisions to Board policy 01.41 – Organizational Meetings for first submission and reading.

IX.GG. Revision of Board Policy 01.61- Records Management (First Reading)
Rationale

This proposed revision requires the District to indefinitely retain recordings of Board meetings.

The Board Policy committee met on March 21, 2017, and recommends Board approval of the proposed amendment to this policy.

The language was amended by the committee to use the term “indefinitely retain” in place of “permanently retain”, based on the recommendation of the District’s records and archives staff. Permanent retention has a very specific meaning with regard to the archiving of digital, audio, or video recordings, and would require significant investment of time and money to adhere to the requirements established by the Kentucky Department of Libraries and Archives. The use of the term “indefinite” rather than “permanent” meets the intent of the proposed policy change, to ensure ongoing public access to recordings of Board meetings, without the regulatory complication and cost.

Submitted by: Jonathan Lowe on behalf of Superintendent Donna Hargens

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education receive the attached revisions to Board policy 01.1 – Records Management for first submission and reading.

IX.HH. Revision of Board Policy 04.32 Purchasing (First Reading)
Rationale

This proposed amendment brings the District School and Community Nutrition Procurement policy into compliance with federal regulations relating to conflicts of interest under federal awards.

The language highlighted in yellow is from the Kentucky School Boards Association. The language highlighted in green is language recommended by our finance staff, and represents a continuation of current District practice, prohibiting a “gratuity” of more than $25. This is more stringent than the $50 amount required under federal regulation.

The Board Policy committee met on March 21, 2017, and recommends Board approval of the proposed amendment to this policy.

At the Board Policy Committee Meeting, there was a question regarding the meaning of “immediate family member” in policies 04.32 Purchasing and 07.13 School Nutrition Procurement. District General Counsel provided the following response:

The KSBA “Legal” note on each of these cites 2 CFR 200.318 as authority for the requirement of a conflict-of-interest policy.  This regulation is a general regulation promulgated by the U.S. Office of Management and Budget (OMB). Neither this regulation nor the other regulations in 2 CFR Part 200 contain any definition of “immediate family member.”  Further, in 2 CFR 200.112, the OMB has provided that each federal awarding agency must establish conflict of interest policies for its federal awards. Under this regulation, the conflict of interest provisions for Policy 07.13 should be based on conflict of interest policies, if any, issued by the Federal School and Community Nutrition program within the US Department of Agriculture (USDA). However, the USDA regulations for the School and Nutrition program do not include any definition of “immediate family member” nor any specific conflict of interest policies. 

It appears to me that the only requirement imposed by the federal government is that each state or local agency that engages in procurement with federal funds must have a conflict of interest policy in place, but the content of the conflict of interest policy is to be determined by state law rather than federal law. This conclusion is supported by a report of the Inspector General of the USDA that takes this position, as well as guidelines issued by the New York and California state education departments which are consistent with this position.  Based on this, it is my conclusion that the conflict of interest provisions in Policies 04.32 and 07.13 should be based on the Kentucky Model Procurement Act, KRS 45A.455, and the Kentucky school laws, KRS 156.480.  Further, it is my conclusion that the definition of “immediate family member” for purposes of these policies should be the definition contained in KRS 45A.445(6). .

The language in Policies 04.32 and 07.13 is consistent with these conclusions, except that neither policy includes a definition of “immediate family member.”  For the reasons stated above, I believe that the definition that should be included in the policies is the definition in KRS 45A.445(6).

 KRS 45A.445(6) states: "Immediate family" shall mean a spouse, children, grandchildren, parents, grandparents, brothers and sisters, and such other relatives as designated by the local public agency.

Submitted by: Jonathan Lowe on behalf of the Board Policy Committee

Attachment

 

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education receive the attached revisions to Board policy 04.32 – Purchasing for first submission and reading.

IX.II. Revision of Board Policy 04.61- Gifts and Grants (First Reading)
Rationale

This proposed amendment to Board policy 04.61 establishes that professional services provided to the district as a gift or donation shall be approved by the Board prior to acceptance of the donation and before beginning services within the District.

The Board Policy committee met on March 21, 2017, and recommends Board approval of the proposed amendment to this policy.

Submitted by: Jonathan Lowe on behalf of the Board Policy Committee

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education receive the attached revisions to Board policy 04.61 – Gifts and Grants for first submission and reading.

IX.JJ. Revision of Board Policy 07.13- School and Community Nutrition Procurement (First Reading)
Rationale

This proposed amendment brings the District School and Community Nutrition Procurement policy into compliance with federal regulations relating to conflicts of interest under federal awards.

The language highlighted in yellow is from the Kentucky School Boards Association. The language highlighted in green is language recommended by our finance staff, and represents a continuation of current District practice, prohibiting a “gratuity” of more than $25. This is more stringent than the $50 amount required under federal regulation.

The Board Policy committee met on March 21, 2017, and recommends Board approval of the proposed amendment to this policy.

At the Board Policy Committee Meeting, there was a question regarding the meaning of “immediate family member” in policies 04.32 Purchasing and 07.13 School Nutrition Procurement. District General Counsel provided the following response:

The KSBA “Legal” note on each of these cites 2 CFR 200.318 as authority for the requirement of a conflict-of-interest policy.  This regulation is a general regulation promulgated by the U.S. Office of Management and Budget (OMB). Neither this regulation nor the other regulations in 2 CFR Part 200 contain any definition of “immediate family member.”  Further, in 2 CFR 200.112, the OMB has provided that each federal awarding agency must establish conflict of interest policies for its federal awards. Under this regulation, the conflict of interest provisions for Policy 07.13 should be based on conflict of interest policies, if any, issued by the Federal School and Community Nutrition program within the US Department of Agriculture (USDA). However, the USDA regulations for the School and Nutrition program do not include any definition of “immediate family member” nor any specific conflict of interest policies. 

It appears to me that the only requirement imposed by the federal government is that each state or local agency that engages in procurement with federal funds must have a conflict of interest policy in place, but the content of the conflict of interest policy is to be determined by state law rather than federal law. This conclusion is supported by a report of the Inspector General of the USDA that takes this position, as well as guidelines issued by the New York and California state education departments which are consistent with this position.  Based on this, it is my conclusion that the conflict of interest provisions in Policies 04.32 and 07.13 should be based on the Kentucky Model Procurement Act, KRS 45A.455, and the Kentucky school laws, KRS 156.480.  Further, it is my conclusion that the definition of “immediate family member” for purposes of these policies should be the definition contained in KRS 45A.445(6). .

The language in Policies 04.32 and 07.13 is consistent with these conclusions, except that neither policy includes a definition of “immediate family member.”  For the reasons stated above, I believe that the definition that should be included in the policies is the definition in KRS 45A.445(6).

 KRS 45A.445(6) states: "Immediate family" shall mean a spouse, children, grandchildren, parents, grandparents, brothers and sisters, and such other relatives as designated by the local public agency.  

Submitted by: Jonathan Lowe on behalf of the Board Policy Committee

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education receive the attached revisions to Board policy 07.13 – School and Community Nutrition Procurement for first submission and reading.

IX.KK. Revision of Board Policy 09.224 Emergency Medical Treatment (First Reading)
Rationale

This proposed amendment aligns Board policy with administrative regulation with 702 KAR 1:160 implementing KRS 158.838 requiring a staff member who is trained to administer or assist with the self-administration of certain drugs to be present at school-related activities when a student who is documented to require those services is present.

The Board Policy committee met on March 21, 2017, and recommends Board approval of the proposed amendment to this policy.

Submitted by: Jonathan Lowe on behalf of the Board Policy Committee

Attachment

Attachments
Recommended Motion

Superintendent Donna Hargens recommends the Board of Education receive the attached revisions to Board policy 09.224 Emergency Medical Treatment 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 #58 - Motion Passed:  A motion that an informational update on the proposed DuBois Academy be added to the planning calendar for June 13 and an action item on June 27 passed with a motion by Mrs. Stephanie Horne and a second by Ms. Diane Porter.

Order #59 - 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 Mrs. Stephanie Horne and a second by Dr. Lisa Willner.

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 #60 - Motion Passed:  A motion that the Board of Education conduct an executive session for the purpose of discussions which might lead to the appointment of an individual employee as permitted by KRS 61.810(1)(f) passed with a motion by Mrs. Stephanie Horne and a second by Dr. Christopher Kolb.

Order #61 - Motion Passed:  A motion that the Board of Education adjourn from executive session and return to open session passed with a motion by Mrs. Stephanie Horne and a second by Dr. Christopher Kolb.

Order #62 - Motion Passed:  A motion that the Board of Education conduct an executive session for the purpose of discussions related to collective bargaining negotiations as permitted by KRS 61.810(1)(e) passed with a motion by Dr. Christopher Kolb and a second by Mr. Benjamin Gies.

Order #63 - Motion Passed:  A motion that the Board of Education adjourn from executive session and return to open session passed with a motion by Mrs. Stephanie Horne and a second by Mrs. Linda Duncan.

XIV. Adjournment
Recommended Motion

A recommendation to adjourn the April 25, 2017, meeting of the Jefferson County Board of Education.

Actions Taken

Order #64 - Motion Passed:  A motion to adjourn the April 25, 2017, meeting of the Jefferson County Board of Education at 12:33 p.m. passed with a motion by Mrs. Stephanie Horne and a second by Mrs. Linda Duncan.