Welcome to the May 9, 2017, meeting of the Jefferson County Board of Education.

JCBE Meeting Videos

5 9 17 JCBE Meeting Audio

Please join us for our traditional moment of silence.

• 5 9 17 Meeting Notice
• 5 9 17 Agenda

Please join us for the Pledge of Allegiance.

• 5 9 17 Recognitions by District

Superintendent Donna Hargens recommends the Board of Education receive the recognitions and resolutions for May 9, 2017

Order #538 - Motion Passed:  Superintendent Donna Hargens recommends the Board of Education receive the recognitions and resolutions for May 9, 2017, passed with a motion by Mr. Benjamin Gies and a second by Ms. Diane Porter.

In February, Fern Creek High School was formally recognized as a 2017 DuFour Award recipient at the Summit on Professional Learning Communities (PLC) at Work, which was held in Phoenix, Arizona. The award recognizes high-performing schools that demonstrate exceptional levels of student achievement. In honor of the school’s outstanding achievement, Solution Tree, an educational publisher and professional development provider, presented the school with a check for $25,000.

DuFour Award Committee chairman Thomas W. Many said, “Along with a litany of impressive statistics, the school has expanded access to more rigorous curricula, disrupted inequity, and expanded opportunities for college and career readiness all while improving their ranking in the state from the 10th to the 87th percentile in academic achievement.”
 
Submitted by: Allison Gardner Martin

Superintendent Donna Hargens recommends the Board of Education recognize Fern Creek High School for receiving the 2017 DuFour Award.

Taylor, Mandy, Kim, and Apryl are 4 of 24 Kentucky teachers selected as recipients of the 2018 Valvoline Teacher Achievement Award and have qualified to compete for the Kentucky Teacher of the Year Award.

Apryl is one of three semifinalists for the Kentucky Middle School Teacher of the Year.

The teachers will be recognized at an awards ceremony on May 16 at the State Capitol Building in Frankfort. State leaders and Valvoline company officials will honor the teachers and recognize the Kentucky Elementary, Middle, and High School Teachers of the Year. From this group of three finalists, the Kentucky Teacher of the Year will be named and will represent the state in the National Teacher of the Year competition.

Submitted by: Allison Gardner Martin

Superintendent Donna Hargens recommends the Board of Education recognize Taylor Clements, a teacher at Atherton High School; Mandy Ridenour, a teacher at Audubon Traditional Elementary School; Kim Joiner, a teacher at Noe Middle School; and Apryl Moore, a teacher at The Academy @ Shawnee, for receiving the 2018 Valvoline Teacher Achievement Award.

Catalina has been a Jefferson County Public School (JCPS) District community partner in education for more than eight years. We have used the services of Poder, formerly known as Radio La Poderosa, and her services as an advocate for every major JCPS event, which includes parent community meetings, the Showcase of Schools, and back-to-school events as well as for educational segments highlighting our organization.

Catalina has dedicated her own time to visit schools, interview parents and school officials, and produce online segments in support of our projects and other activities. She has given all this and more to support our English as a Second Language (ESL) program and JCPS students and staff.
 
Submitted by: Allison Gardner Martin

Superintendent Donna Hargens recommends the Board of Education recognize Catalina Ibarra, a community partner in education, for her outstanding contribution to the Jefferson County Public School District.

In March, the Jefferson County Board of Education was selected as a national finalist for the 2017 Kennedy Center and National School Boards Association Award (NSBA) for its commitment to arts education. The Board was applauded for having three arts supervisory staff members, an extensive list of available art courses, a large list of local arts partners, and the Science, Technology, Engineering, Arts, and Mathematics (STEAM) pilot project for four schools.

The John F. Kennedy Center for the Performing Arts is the national champion for arts learning and creativity and is committed to increasing opportunities for all people to participate in, learn about, and understand the arts. A very important component of the living memorial to President Kennedy, the center’s education uses the arts to embrace the standards of service, justice, freedom, courage, and gratitude, and to bring awareness to and support the citizen artists in all our audiences. 

Submitted by: Allison Gardner Martin

Superintendent Donna Hargens recommends the Jefferson County Board of Education receive recognition for being selected as a National Finalist for the 2017 Kennedy Center and National School Boards Association Award.

The attached resolution is in support of recognition of Heather Wampler, 15th District PTA President, for her outstanding commitment and service to the Jefferson County Public School (JCPS) District students, staff, and parents.
 
Submitted by: Allison Gardner Martin

Attachment

• Resolution

Superintendent Donna Hargens recommends the Board of Education adopt a resolution recognizing Heather Wampler, 15th District PTA President, for her outstanding commitment and service to the Jefferson County Public School District.

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.

• 5 9 17 Agenda

Superintendent Donna Hargens recommends the Board of Education approve the agenda for May 9, 2017

Order #539 - Motion Passed:  Superintendent Donna Hargens recommends the Board of Education approve the agenda for May 9, 2017, passed with a motion by Dr. Lisa Willner and a second by Mrs. Stephanie Horne.

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 April 25, 2017, regular meeting, April 30, 2017, special meeting, and May 2, 2017, special meeting are presented for your review and approval.

Attachment

• 4 25 17 Minutes
• 4 30 17 Minutes
• 5 2 17 Minutes

Superintendent Donna Hargens recommends the Board of Education approve the minutes of the April 25, 2017, regular meeting, April 30, 2017, special meeting, and May 2, 2017, special meeting

Order #540 - Motion Passed:  Superintendent Donna Hargens recommends the Board of Education approve the minutes of the April 25, 2017, regular meeting, April 30, 2017, special meeting, and May 2, 2017, special meeting passed with a motion by Ms. Diane Porter and a second by Dr. Christopher Kolb.

Order #541 - Motion Passed:  A motion that the Board of Education amend the agenda for April 25, 2017, to allow speakers to address the Board before the Superintendent's Report passed with a motion by Mr. Benjamin Gies and a second by Mrs. Linda Duncan.

• SUPERINTENDENT REPORT 05 09 17
• SUPERINTENDENT REPORT - POWERPOINT - 05 09 17

The attached job description for Data Management Specialist is submitted as a new position to more accurately reflect job responsibilities.

The attached job description for Behavior Support Systems Coordinator is submitted as a new, more specific position to take the place of the generic Coordinator I position within the FI1 cost center with the following notes from the department: “Our Behavior Support Systems staff are driving the implementation of RP/PSIS and continuing to support schools not participating in the whole school implementation. Originally we had two Directors, one for PSIS and one for RP. The model we are creating and implementing in JCPS is integrated and unified. The team felt it appropriate to unite those two positions into one, our Behavior Support Systems Coordinator. The unification not only reduces confusion and maintains our focus, but also enabled us to redirect funds towards case management of alternative students and the expansion of the SCM Coordinator job description and responsibilities.”

The attached job description for Behavior Support Systems Resource Teacher is submitted as a revision to the existing job description, Resource Teacher Positive Behavioral Interventions and Supports (PBIS) to more accurately reflect job responsibilities.

The attached job description for Safe Crisis Management Coordinator is submitted as a new position within the FI1 cost center with the following notes from the department: “The Safe Crisis Management Coordinator is vital as the responsibilities around training, monitoring, supporting, and accounting, for the certifications and data management are extensive. The new position will ensure not only expertise, but leadership experience. Our new Coordinator will also be responsible for quality control and consistency with our trainers. Finally, the Coordinator will facilitate the receipt of PD proposals and maintenance of attendance and credit for trainings, practices, and state mandated annual updates.”

The attached job description for Student Relations Director is submitted as a new, more specific position to take the place of the generic Director II position within the FI1 cost center.

The attached job description for Student Relations Resource Teacher is submitted as a new, more specific position to take the place of the generic Resource Teacher position within the FI1 cost center.

The attached job description for Student Relations Specialist is submitted as a new, more specific position to take the place of the generic Specialist II position within the FI1 cost center.

The attached job description for Secondary School Counselor Student Relations is submitted as a new position within the FI1 cost center which is more specific than the generic Secondary School Counselor job description which currently exists.

The attached job description for Marketing Manager is submitted as a new position.

The attached job descriptions for ESL Specialist, ESL Intake Assessment Coordinator, Bilingual Transportation Liaison, Bilingual Language Support Facilitator, Bilingual Language Services Coordinator, Bilingual Enrollment Facilitator, Bilingual Community Liaison, Bilingual Assessment Facilitator, Bilingual Data Technician, and ESL Intake Coordinator are submitted as new job descriptions to reflect a restructuring of the ESL department with a focus on specific job roles.

The attached job descriptions for Housekeeping Services Supervisor and Housekeeping Services Assistant Manager are submitted as new positions.

Job descriptions for Production Nutrition Assistant and Production Nutrition Lead Assistant are submitted for the purpose of distinguishing and reclassifying employees in roles in the Nutrition Service Center. The Nutrition Assistants and Lead Assistants at the Nutrition Service Center have been Grade 1 (compared to Grade FS for school-based Nutrition Assistants and Lead Assistants) since the NSC was opened in 1999. A separate job description for these positions was never created. This has created confusion over the years regarding placing NAs and LAs in the correct grade depending on whether they reported to the NSC or a school.

The attached job description for Behavior Analyst is submitted with the following notes from Academic Services: “Binet and Waller Williams each have one Specialist II position assigned to their location.

The district's general fund pays for .5 of each position at each school and each school adds school based funding to create a full time Specialist II position at each of their respective schools.

This position was awarded to Binet and Waller to have a Behavior Analyst on staff in our schools. To insure that individuals assigned to this position are Board Certified Behavior Analyst (BCBA) it is necessary that the job classification reflect the minimal requirements of a Master’s Degree with a BCBA certification. A person holding a Bachelor’s Degree would only have BCABA (Board Certified Assistant Behavior Analyst), which means they must have a BCBA to oversee their plans. Also there are many programs that offer behavior training but to have a licensed BCBA the job classification must be changed to reflect this requirement. Currently with the title Specialist II anyone could be overstaffed into one of these positions and this job needs the specific skill set that the licensed BCBA can provide. At Binet the school was awarded a grant to have staff RBT (Registered Behavior Technician) trained. The BCBA at Binet will oversee their programming and supervise their RBT hours so the RBT staff can maintain their RBT certification.”

The attached job description for Coordinator of Professional and Deeper Learning is submitted as a new job description to take the place of the current, non-specific Coordinator V position.

The attached job description for Director of Title I/Title II is submitted as a new job description to take the place of the current, non-specific Director IV position.

The attached job description for Assistant Superintendent for Academic Services is submitted as a title change from the current title, Assistant Superintendent for Curriculum and Instruction.

The attached job description for Leave Center Counselor is submitted as a new job description to more accurately reflect the work duties of the current Clerk III staff within the Risk Assessment and Benefits department.

• Job Descriptions

Superintendent Donna Hargens recommends the Board of Education approve the attached job descriptions for Data Management Specialist, Behavior Support Systems Coordinator, Behavior Support Systems Resource Teacher, Safe Crisis Management Coordinator, Student Relations Director, Student Relations Resource Teacher, Student Relations Specialist, Secondary School Counselor Student Relations, Marketing Manager, ESL Specialist, ESL Intake Assessment Coordinator, Bilingual Transportation Liaison, Bilingual Language Support Facilitator, Bilingual Language Services Coordinator, Bilingual Enrollment Facilitator, Bilingual Community Liaison, Bilingual Assessment Facilitator, Bilingual Data Technician, ESL Intake Coordinator, Housekeeping Services Supervisor, Housekeeping Services Assistant Manager, Production Nutrition Assistant, Production Nutrition Lead Assistant, Coordinator of Professional and Deeper Learning, Academic/Community Integration Specialist, Director of Literacy, Director of Title I/Title II, District Resource Teacher – Professional and Deeper Learning, Assistant Superintendent for Academic Services, Behavior Analyst, Leave Center Counselor, and Social Worker Foster Care.

Order #542 - Motion Failed:  A motion that the Board of Education pull the Property Management and Maintenance Organizational Charts and corresponding Job Descriptions failed with a motion by Mrs. Stephanie Horne and a second by Mrs. Linda Duncan.

Order #543 - Motion Passed:  A motion that the Board of Education amend the Job Descriptions and Organizational Charts for Business Services Division to table the Clerk III position passed with a motion by Ms. Diane Porter and a second by Mrs. Linda Duncan.

Order #544 - Motion Passed:  A motion to approve the Job Descriptions and Organizational Charts as amended passed with a motion by Dr. Christopher Kolb and a second by Dr. Lisa Willner.

Organizational Chart BA1 is submitted to reflect the reclassification of Clerk III to new position, Leave Center Counselor.

Organizational Chart CC1 is submitted to reflect the addition of one (1) new position, Marketing Manager.

Organizational Chart DV1 is submitted with changes allowing for funding and support for units within the DV1 cost center.

Organizational Chart EV1, Page 2 is submitted to reflect the addition of new position, Data Management Specialist.

Organizational Chart FI1 is submitted with the following notes from the department:

“The new organizational design for Area 5 has four major divisions:

1.) School Support & Data Management

2.) Student Relations, Due Process & Data Management

3.) Behavior Support Systems

4.) Safe Crisis Management

The organizational chart being proposed will not require additional funds. None of the positions in the new design involve promotions for current staff or the elimination of a position occupied by staff. Certain positions were left vacant as we made decisions about what would best support student needs in Area 5 moving forward. As a result, positions were repurposed. Ultimately, our team wrote six new job descriptions and revised one…

…The remaining Student Relations positions are designed to offer increased customer service and case management to our families enrolling in any of our alternative choices. The new design will also guarantee better consistency of experience and placement. Currently, retired administrators rotate daily through this department. Not only does this prevent us from providing consistent service experiences, it also makes it challenging to guarantee consistency in placement decisions for our behavior support schools. Often schools provide insight on certain incidents to one administrator, but the family actually meets with a different administrator, on a different day. With the new staffing arrangement, we will have full time staff members trained to ensure equitable treatment and attention to families and students interested, or directed, into an alternative school. The same staff will be in place to address concerns and answer school-based questions, cutting down on miscommunications and frustration. Student transcripts and records will be managed by a certified counselor to ensure that credits aren't lost or sacrificed due to the nature or timing of the transition. Finally, the new staffing arrangement will allow us to restore the "assessment" service provided by our Student Relations office in the past. Students and families can be referred for crucial and strategic conversations about their choice making and how that might impact their ability to graduate prepared. Our Drug and Alcohol Assessment Counselors can refer students and families for other services, as needed, to ensure deeper and lasting solutions to issues plaguing or students and their families. While we know that our alternative schools provide different options and supports that meet student needs, we also know that issues of addiction and abuse warrant other interventions. Our staff can partner with existing service providers, internally and externally, to connect family to needed supports while also exploring alternative school options.”

Organizational Chart GA1 is submitted to reflect the removal of one (1) Clerk III.

Organizational Chart LE1 is submitted as a restructuring of the ESL department with a focus on more specific job positions.

Organizational Chart PM1 is submitted to reflect a reorganization of page one of the chart as well as the addition of new positions and the movement of custodial staff from school-based to central office. Page two is submitted to show an addition of positions.

The SN1 Organizational Chart, Pages 1 and 2 are submitted to reflect a need to distinguish and reclassify Nutrition Services staff based on their current duties. These changes are cost neutral and will eliminate incorrect placements for new hires.

Organizational charts CS1, BS1, and AD1 are submitted to reflect a reorganization of clerical staff across departments.

Organizational charts AO1, CA1, CM1, TI1, EC1, and EP1 are submitted as part of a reorganization of Academic Services.

Submitted by: Tom Hudson

Attachment

• APPROVED Organizational Charts
• Proposed Organizational Charts_PowerPoint
• Proposed PowerPoint Slide Explanations

Superintendent Donna Hargens recommends the Board of Education approve the attached Organizational Chart changes for Risk Management and Benefits (BA1), Communications and Community Relations (CC1), Diversity, Equity and Poverty Programs (DV1), Data Management, Planning and Program Evaluation Services (EV1, Page 2), Academic Area K-12 Area 5 (FI1), Grants and Awards Accounting (GA1), ESL (LE1), Property Management and Maintenance (PM1, Pages 1 and 2), School and Community Nutrition Services (SN1, Pages 1 and 2), Business Services (BS1), Administration (AD1), Human Resources Support Services (CS1), Academic Services (AO1), Curriculum and Instruction (CA1), Curriculum Management (CM1), Title I (TI1), Exceptional Child Education (EC1, Pages 1-3), ECE Placement and Assessment (EP1), and Computer Education Support (CE1).

Dr. Raisor will present an update on the work and progress being made in Vision 2020 Goal: Communications, Engagement, and Access to Information. 

• Leading Indicator 3. Issue resolution: Increase the percentage of service issues that are satisfactorily resolved.
• Leading Indicator 4. Response time: Reduce average response time for the satisfactory resolution of service issues.

Submitted by: Dr. Michael Raisor

Attachment

• Improving Systems Board 5 9 17

Superintendent Donna Hargens recommends the Board of Education receive an update on the progress of Vision 2020 Goal Communications: Indicators on Issue Resolution and Response Time

Order #545 - Motion Passed:  Superintendent Donna Hargens recommends the Board of Education receive an update on the progress of Vision 2020 Goal Communications: Indicators on Issue Resolution and Response Time passed with a motion by Mrs. Stephanie Horne and a second by Dr. Christopher Kolb.

Dr. Marshall will present an update on the work and progress being made in Vision 2020 Goal: Deeper Learning.

• Leading Indicator 7. Equitable Access: Increase the percentage of students in underrep­resented demographic groups participating in Advanced Learning Opportunities (e.g., Advance Program, Advanced Placement) and in programs designed to increase learning through enrichment, mentoring, and leadership activities.

This indicator is associated with strategies 1.1.3 and 1.1.7

Submitted by: Dr. John Marshall

Attachment

• Access Opportunities and Next Steps for Gifted
• Latinx and AP Participation

Superintendent Donna Hargens recommends the Board of Education receive an update on the progress of Vision 2020 Goal of Deeper Learning: Indicator on Improving Equitable Access.

Order #546 - Motion Passed:  Superintendent Donna Hargens recommends the Board of Education receive an update on the progress of Vision 2020 Goal of Deeper Learning: Indicator on Improving Equitable Access passed with a motion by Mrs. Stephanie Horne and a second by Ms. Diane Porter.

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.

Superintendent Donna Hargens recommends the Board of Education approve the consent calendar for May 9, 2017

Order #547 - Motion Passed:  A motion that the Board of Education approve the consent calendar for May 9, 2017, minus Items IX.N. and IX.U. passed with a motion by Dr. Lisa Willner and a second by Dr. Christopher Kolb.

Order #548 - Motion Passed:  A motion that the Board of Education approve Item IX.N. Acceptance of School Activity Fund Budget Summary passed with a motion by Mrs. Linda Duncan and a second by Mrs. Stephanie Horne.

Order #549 - Motion Passed:  A motion that the Board of Education approve Item IX.U. Acceptance of Funding and Recommendation of Approval of a Memorandum of Understanding to Explore the Possibility of Opening a School on FIRE in JCPS passed with a motion by Mrs. Stephanie Horne and a second by Dr. Christopher Kolb.

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

• Personnel Actions 05 09 17

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

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

• Certified Leaves of Absence 05 09 17

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

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

• Field Trip Requests by Destination 5 9 2017
• Field Trip Requests by School 5 9 2017
• Field Trips Approved by Superintendent 5 9 2017

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.

The project will address the repair and/or replacement of asphalt driveways and walkways at Laukhuf Elementary School and Middletown Elementary School.

On March 21, 2017, the Board of Education approved the Facility Planning Unit to prepare plans and specifications for Project 17-207.

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 13, 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

• Rev BG-1 Paving Package III - Various

Superintendent Donna Hargens recommends the Board of Education award a contract to Hall Contracting of Kentucky, Inc. for the low bid of $52,600, and to Riverside Paving and Contracting Company Inc. for the low bid of $54,309 for a total bid of $106,909 for Paving Package III at Laukhuf Elementary School and Middletown Elementary School; and approve the revised BG-1 form in the amount of $113,500.

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 17-100.

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 13, 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

• Rev BG-1 Olmsted Academy South - Chiller Boiler

Superintendent Donna Hargens recommends the Board of Education award a contract to Intertech Mechanical Services, Inc. for Chiller and Boiler Replacement at Olmsted Academy South for the low base bid of $276,000; and approve the attached revised BG-1 form for $377,000.

These projects were assigned to various architects/engineers to prepare plans and specifications and awarded to various contractors.

In accordance with 702 KAR 4:160, the Kentucky Department of Education requires the BG-1 forms to be revised due to the change in funding source.

Submitted by: Dr. Michael Raisor

Attachment

• Rev BG-1 - Change Funding Source - Various

Superintendent Donna Hargens recommends the Board of Education approve the attached revised BG-1 forms for the following projects:

BG # School Project Description
17-098 Audubon TES Chiller & Boiler Replacement
17-028 Thomas Jefferson MS Partial Roof Replacement
17-037 Wellington ES Partial Roof Replacement
17-038 Western MS Partial Roof Replacement

These projects were assigned to various architects/engineers to prepare plans and specifications and awarded to various contractors.

In accordance with 702 KAR 4:160, the Kentucky Department of Education requires the BG-1 forms to be revised to include the “Cost of Issuance” and “Bond Discount.”

Submitted by: Dr. Michael Raisor

Attachments

• Rev BG-1 - For Local Bond Sale - Various

Superintendent Donna Hargens recommends the Board of Education approve the attached revised BG-1 forms for the following projects:

BG # School Project Description
17-027 Academy @ Shawnee Partial Roof Replacement
17-036 Atkinson Academy Partial Roof Replacement
17-034 Byck ES Partial Roof Replacement
17-033 Central HS MCA Partial Roof Replacement
17-045 Fairdale HS Chiller Replacement
17-001 Kenwood ES Phase I HVAC Renovation
17-002 Medora ES Phase I HVAC Renovation
17-003 Pleasure Ridge Park HS Phase I HVAC Renovation
17-029 Seneca HS Partial Roof Replacement
17-030 Southern HS Partial Roof Replacement

On July 28, 2014, the Board of Education approved Voelker Blackburn Niehoff Architects, Inc. to prepare plans and specifications for Project 15000.

On March 30, 2015, the Board approved awarding a contract to Morel Construction Co., Inc. as the low bidder.

Voelker Blackburn Niehoff Architects, 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

• BG-4 Norton Commons ES - New Elementary School

Superintendent Donna Hargens recommends the Board of Education approve the contract completion, the attached BG-4 form, and final payment to Morel Construction Co., LLC for a New Elementary School at Norton Commons for a total construction cost of $14,788,083.

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

On February 9, 2016, the Board approved awarding a contract to Tecta America Zero Co., Inc. as the low bidder.

McCulloch Associates Architects has made a final inspection and concluded that this contract is complete and final payment is due the contractor.

Submitted by: Dr. Michael Raisor

Attachment

• BG-4 Westport TAPP - Partial Roof Replacement

Superintendent Donna Hargens recommends the Board of Education approve the contract completion, the attached BG-4 form, and final payment to Tecta America Zero Co., LLC for Partial Roof Replacement at Westport TAPP for a total construction cost of $139,270.

On April 25, 2017 the Board of Education approved the contract completion and BG-4 form for T.E.M. Group, 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

• BG-5 Carrithers MS - Site Lighting Replacement

Superintendent Donna Hargens recommends the Board of Education approve the attached BG-5 form for Site Lighting Replacement at Carrithers Middle School.

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

• Change Orders and Descriptions 5-9-17

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

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

• List of Contracts 05 09 17
• 01 Crystal Reporting Solutions
• 02 U.S. HealthWorks Medical Group of Kentucky, Inc.
• 03 KiZAN Technologies, LLC

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

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

• *Bid Tabulations, Contract Renewals, and Amendment_05 09 17
• Amendment - Musical Instruments & Supplies
• Automatic Punching Machine (Materials Production)
• Automotive Antifreeze, Fluids & Lubricants
• Calculators & Accessories
• Carpet, Supplies & Installation
• Cast Iron Condensing Boilers
• Ionization Cell Type (Water Treatment Program)
• Masonry & Concrete Restoration
• Print Shop Supplies (Materials Production)
• Repower for 2009 Bluebird Chassis Engine Only
• RFP Spreadsheet for Board Agenda.
• Sign Language Interpreting Service

Superintendent Donna Hargens recommends the Board of Education approve the following bid tabulations, contract renewals, and amendment:
•Carpet, Supplies & Installation;
•Print Shop Supplies (Materials Production);
•Automotive Antifreeze, Fluids & Lubricants;
•Masonry & Concrete Restoration;
•Calculators & Accessories;
•Cast Iron Condensing Boilers;
•Repower for 2009 Bluebird Chassis Engine Only;
•Automatic Punching Machine (Materials Production);
•Ionization Cell Type (Water Treatment Program);
•Sign Language Interpreting Service;
•Contract Renewal - Competitive Negotiation for Group Term Life/AD&D Insurance;
•Contract Renewal - PART A - Self-Insured Motor Vehicle Claims Services, PART B - Excess Motor Vehicle Liability Insurance; and
•Amendment - Musical Instruments & Supplies.

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 $3.3 million in professional services contracts, more than $2.2 million, or 66%, was submitted by Academic Services.

Submitted by: Cordelia Hardin 

Attachment

• Monthly Report of Professional Services Contracts of $5,000 or More 05 09 17

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

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

• Purchase Order Report 05 09 17

Superintendent Donna Hargens recommends the Board of Education accept the attached report of purchase orders issued during the period of March 31 through April 23, 2017.

This report is provided to the Board per JCPS Policy 04.36 Investments and supports Vision 2020 Goal Communications, Engagement, and Access to Information. 

Submitted by: Cordelia Hardin

Attachment

• QIR March 31 2017

Superintendent Donna Hargens recommends the Board of Education receive the attached Quarterly Report of Investment Performance for quarter ended March 31, 2017.

The submission of School Activity Fund Budgets as referenced in the Accounting Procedures for Kentucky School Activity Funds ("Redbook") is required by 702 KAR 3:130, which also prescribes the FSA-3 form to be used for this purpose and submitted to the Board for approval.

Through student participation in school activities, there may be fees collected and fundraisers held producing a need to track what is done, thus the need for the Redbook. As stated in the Redbook, district compliance must hold to its minimum standard. However, districts through their local board of education may strengthen and add to any document or procedure that is within the scope of their authority and their responsibility of insuring an accurate accounting for all financial records, as well as insuring School Activity Funds are expended as intended.

A Summary of School Activity Fund Budgets is attached. This item supports Vision 2020 strategy 3.1.4 Ensure responsible stewardship of resources.

Submitted by: Cordelia Hardin

Attachment

• Summary of Activity Fund Budgets 2017-2018

Superintendent Donna Hargens recommends the Board of Education receive the attached Summary of School Activity Fund Budgets.

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

• Voucher Report 05 09 17

Superintendent Donna Hargens recommends the Board of Education accept the attached report of vouchers paid during the period of March 31 through April 23, 2017.

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

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

This item supports Vision 2020 strategy 3.1.4 Ensure responsible stewardship of resources.

Submitted by: Cordelia Hardin

Attachment

• Bank Signature Resolution 2017

Superintendent Donna Hargens recommends the Board of Education approve Edward D. Muns, Gina M. Kokojan, and Franklin F. Jones as Assistant Treasurers for Fiscal Year 2017-18 and further recommends approval of the attached Bank Signature Resolution for fiscal year 2017-18.

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

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

This item supports Vision 2020 strategy 3.1.4 Ensure responsible stewardship of resources.

Submitted by: Cordelia Hardin

Superintendent Donna Hargens recommends the Board of Education authorize, if needed, the borrowing of funds not to exceed $25,000,000 from Branch Banking & Trust Company, our current depository bank, for fiscal year 2017-18, with loan proceeds to be deposited to the account of the Jefferson County Board of Education.

The Kentucky Department of Education has established the amount of each bond at $2,000,000 based upon the 2016-17 Working Budget and other factors.

This agenda item supports Vision 2020 strategy 3.1.4 Ensure responsible stewardship of resources.

Submitted by: Cordelia Hardin

Attachment

• Fidelity Bonds FY 17-18

Superintendent Donna Hargens recommends the Board of Education approve the attached Fidelity Bonds for the Treasurer and Assistant Treasurers for fiscal year 2017-18.

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

• Donations and Small Grants Report May 9 2017

Superintendent Donna Hargens recommends the Board of Education accept donations and small grants totaling $26,601.71 to be used as stated in the attachment.

Park Community Credit Union donated $3,500 for the JCPS Build a Bed program.  

Submitted by:  Kristin Wingfeld on behalf of Superintendent Donna Hargens

Superintendent Donna Hargens recommends the Board of Education accept funding totaling $3,500 from the Jefferson County Public Education Foundation to be used as stated in the rationale.

The School on FIRE (Framework of Innovation for Reinventing Education) is an educational model developed by Eminence Independent Schools. The School on FIRE model has the goal of transforming a school to offer more rigorous, personalized, and authentic learning opportunities by creating school experiences that are rigorous, engaging, and fun, and to use hands-on/minds-on student interactions with content.

The attached Memorandum of Understanding (MOU) sets forth a process whereby the District and partner organizations can explore the possibility of opening a School on FIRE in Jefferson County. The MOU does not legally bind any of the parties to anything; it is simply a statement of collaboration and investigation. The MOU will expire on July 31, 2017. 

Subject to approval by the Board, the parties in the MOU are The Fund for Transforming Education, Jefferson County Public Schools, the Jefferson County Teachers Association, the Jefferson County Public Education Foundation, and Eminence Independent Schools. The MOU sets forth the specific roles and responsibilities of each party.

The MOU sets forth three phases for the project, plus a final implementation phase. At the completion of each phase, Board approval is required to proceed to the next phase.

Phase I – Initial Conversation/Exploration
Phase II – School Application and Selection Process Planning
Phase III – School Selection and Implementation Planning
Final Phase – Implementation

Phase I is the only phase for which approval from the Board is being sought. The purpose of Phase I is to begin a conversation around the possible replication of the School on FIRE model in the District at the elementary level.

The Fund for Transforming Education, as the lead organization for the funding, provided by the Gheens Foundation, would provide a total of $9,650, including $2,250 in cash and $7,400 in other support, to the District for implementation of Phase I. The MOU outlines the types of support and purposes for which they would be used.

Submitted by: Jonathan Lowe on behalf of Superintendent Donna Hargens

Attachment

• THE FUND MOU

Superintendent Donna Hargens recommends the Board of Education:
1. Approve the attached MOU;
2. Approve implementation of Phase I of the MOU; and
3. Accept $9,650 in funding and other supports from the Find for
Transforming Education to support implementation of Phase I.

The Jefferson County Board of Education has accepted offers of assistance from The Kentucky School Facilities Construction Commission (SFCC) Education Technology Funding Program since the 1993 school year.

The District received three offers of assistance totaling $2,089,589 in support of the Kentucky Education Technology System (KETS) Program in Fiscal Year 2016 and matched the offers with a like amount of funding.

The funding provides for continuing the program of progress toward meeting the district's unmet need in technology education.

Submitted by: Dr. Michael Raisor

Attachment

• KETS 2017 Third Offer of Assistance

Superintendent Donna Hargens recommends the Board of Education accept an offer of assistance from the Kentucky School Facilities Construction Commission Education Technology Funding Program in the amount of $435,755 and authorize the superintendent to commit $435,755 in local funds to the education technology restricted account to match the offer.

On June 28, 2016, the Board of Education accepted funding in the amount of $670,735.46 from The Greater Louisville Workforce Development Board, Inc. dba the Workforce Innovation and Opportunity Act dba KentuckianaWorks in partnership with Jefferson County Board of Education to support the Kentucky Youth Career Center.

The purpose of this modification is to reallocate budget line items for salary, fringe and expenses reducing the original budget from $670,735.46 to 654,579.46, a total reduction of $16,156. Also add definition of Youth Development Activities to the budget categories. This program aligns with the District's Vision 2020.

Submitted by: Allison Martin

Attachment: Contract No. 211-400-17, Modification No. 02

• Contract No. 211-400-17 Modification No. 02
• Original Contract No. 211-400-17

Superintendent Donna Hargens recommends the Board of Education accept the modification that supports changes in personnel and operating expenditures and authorize the superintendent to sign the attached contract.

One June 28, 2016, the Board of Education accepted funding in the amount of $256,261.40 from the Louisville Metro Government via the Greater Louisville Workforce Development Board, Inc. dba KentuckianaWorks in partnership with Jefferson County Board of Education to support the Kentucky Youth Career Center.

The purpose of this modification is to reallocate budget line items for salary, fringe to staff development, reducing to original budget from $256,261.40 to 255,481.40, a total reduction of 780.00. Also, add definition of Youth Development Activities to the budget categories. This program aligns with the District's Vision 2020.

Submitted by: Allison Martin

Attachment: Contract No. 500-150-17, Modification No. 02

• Contract No 500-150-17 Modification 02
• Original Contract 500-150-17

Superintendent Donna Hargens recommends the Board of Education accept the modification that supports changes in personnel and operating expenditures and authorize the superintendent to sign the attached contract.

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

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

• Shannon L. Hines, LCSW, LLC

• Uspiritus

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 Agreement shall be effective beginning May 24, 2017, and ending on December 31, 2017.

This project directly supports Vision 2020 goal Deeper Learning, Strategy 1.1.1.

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

Attachment

• MOA - Shannon L Hines LCSW LLC
• MOA - Uspiritus

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

The Kentucky School Boards Association (KSBA) seeks to partner with school boards across the state in raising student achievement by assisting a cohort of local school boards with strategic goal setting and the identification of key strategies to close achievement gaps.

Outcomes developed as part of this cohort model will be used to build awareness, understanding and public will, as all districts strive collectively to reduce achievement gaps statewide.

Following is a list of our recommended cohort:

• Board Member Linda Duncan
• Dena Dossett, Chief, Data Management, Planning, and Program Evaluation
• Marco Muñoz, Director, Priority Schools
• Karen Branham, Assistant Superintendent, Curriculum and Instruction
• Alicia Averette, Assistant Superintendent, Academic Support Services

Submitted by: Superintendent Donna Hargens

Attachment

• MOU Between KSBA and Participating Local School Boards

Superintendent Donna Hargens recommends the Board of Education approve the attached Memorandum of Understanding Between the Kentucky School Boards Association (KSBA) and Participating Local School Boards and authorize the superintendent to sign same.

Each Cooking Matters Signature Courses teach kids and parents important lessons about self-sufficiency in the kitchen. Participants practice fundamental lessons including knife skills, reading ingredient labels, cutting up a whole chicken, and making a healthy meal for a family of four on a $10 Budget. Adults and teens take home a bag of groceries after each class so they can practice the recipes taught that day. JCPS School and Community Nutrition Services (SCNS) understands the critical needs in our community in this regard. SCNS is committed to help, aid, and assist with this program, while continuing to adhere to the strict local, state, and federal guidelines that apply to public school nutrition programs.

Submitted by: Dr. Michael Raisor

Attachment

• Dare to Care MOU

Superintendent Donna Hargens recommends the Board of Education approve the Memorandum of Understanding (MOU) between Dare to Care Food Bank and Jefferson County Board of Education and authorize the superintendent to authorize the use of kitchen facilities per agreement for the Cooking Matters outreach program.

In order to accommodate JCPS high school graduations beginning Wednesday, May 24 2017, the Kentucky Exposition Center will need to be utilized.

The rental rate for Freedom Hall, Broadbent Arena, and East Hall A/B will be $0.  The existing agreement between the Kentucky State Fair Board and JCPS currently exists.  This agreement supports strategy 3.2.1: Engage with Families in Vision 2020.

Submitted by: Dr. Glenn Baete on behalf of Dr. Donna Hargens

Attachment

• Lease Agreement with the KY State Fair Board

Superintendent Donna Hargens recommends the Board of Education approve the lease agreement with the Kentucky State Fair Board at the Kentucky Exposition Center to accommodate the Jefferson County Public School 2017 high school graduations and authorize the superintendent to sign name.

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 SSD207 rather than by name. Student SSD207 has a medical condition, with proper physician documentation, which requires a 4-hour school day, 5 days a week. Appropriate ECE procedures have been followed for this student, who is being served in a special school setting.

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

Superintendent Donna Hargens recommends the Board of Education approve a shortened school day and/or week for one student identified as SSD207 in the Exceptional Child Education Program for the 2016-17 school year.

Effective July 1, 2011, section 205 of the Healthy, Hunger-Free Kids Act of 2010 (Public Law 111-296) requires school food authorities participating in the National School Lunch Program to provide the same level of support for lunches served to students who are not eligible for free or reduced price lunches (i.e. paid lunches). School Food Authorities (SFA) charging less than a weighted average of $2.85 for a paid lunch during the 2016-2017 school year are required to increase prices for the following school year. The weighted average paid meal price in JCPS for 2016-2017 is $2.77. Therefore the proposed paid meal prices for 2017-18 are:

                           Breakfast            Lunch

Elementary          $1.75                  $2.80

Secondary           $1.85                  $2.90

Adult                   A La Carte           $4.25

Reduced prices will continue to be waived.

Charge Policy

Effective July 1, 2017, all school districts are required to implement and communicate a charge policy for many years. The recommended policy for next year is as follows.

No student will be denied a reimbursable school breakfast or lunch at the point-of-sale (POS). Students who reach the POS without funds to purchase a reimbursable meal will be allowed to charge the meal.  Students may never charge a la carte items. Adult charges are never allowed. School and Community Nutrition Services staff are not allowed to take a tray from a student and must charge students for reimbursable meals at the POS.

Students are encouraged to pay in advance for meal purchases at the point-of-sale or online at www.myschoolbucks.com. Students will be reminded verbally as needed when their account is getting low. When a student incurs meal charges parents/guardians will be notified via the district’s automated call system regarding the amount owed. Charge letters will be mailed to households from the SCNS central office once the account reaches negative $10.00. Principals will receive a report weekly via e-mail that provides the name and amount owed by students in their building. School administration will assist in determining if there are extenuating circumstances and assist as needed. No student will be denied food or beverage. At the end of each school year either the school or the JCPS central office will reimburse SCNS for charges that were not collected. JCPS may pursue additional collection efforts.

School-based administrators may complete a free/reduced price meal application for a student with a non-responsive parent/guardian. The USDA requirement to notify the parent/guardian of the action will be followed.

Submitted by: Dr. Michael Raisor

Superintendent Donna Hargens recommends the Board of Education approve the proposed 2017-18 School Meal Prices and the proposed Charge Policy.

This proposed language highlighted in yellow is recommended by the Kentucky Schools Boards Association to conform with an amendment to KRS 159.010 relating to compulsory school attendance. The proposed language highlighted in green is recommended by District staff to clarify the types of withdrawals this policy addresses.

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

• 09.111 Withdrawals Rev

Superintendent Donna Hargens recommends the Board of Education receive the attached revisions to Board policy 09.1111 – Withdrawals for first submission and reading.

The proposed policy was received for first reading by the Board of Education on April 25, 2017.

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

• 04.3114 District Petty Cash Rev

Superintendent Donna Hargens recommends the Board of Education approve the attached Board policy 04.3114 – District Petty Cash.

The proposed policy was received for first reading by the Board of Education on April 25, 2017.

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

• 09.224 Emergency Medical Treatment Rev

Superintendent Donna Hargens recommends the Board of Education approve the attached Board policy 09.224 - Emergency Medical Treatment.

The proposed policy was received for first reading by the Board of Education on April 25, 2016.

This proposed revision requires that professional services provided to the district as a gift or donation through a professional services contract or Memorandum of Agreement (MOA) 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 recommended Board approval of the proposed revision highlighted in yellow.

The proposed revision highlighted in green is based on staff input after the first reading of the bill and was reviewed by Cabinet. The revision retains the original intent of the amendment, clarifying that all donated services the district or schools receive through a professional services contract or MOA require prior Board approval, while donated services received by schools, not through a professional services contract or MOA may continue to reported under the existing protocol.

The policy as it was originally written could be interpreted to mean to include “any donated service” to a school. Schools frequently receive services from local businesses and organizations that are not through a professional services contract or MOA. These are already reported to the Board under the agenda Item “Acceptance of Donations and Small Grants.”

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

Attachment

• 04.61 Gifts and Grants Rev v 3

Superintendent Donna Hargens recommends the Board of Education approve the attached Board policy 04.61 – Gifts and Grants.

The proposed policy was received for first reading by the Board of Education on April 25, 2017.

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

• 04.3122 Internal Petty Cash Rev 2

Superintendent Donna Hargens recommends the Board of Education approve the attached Board policy 04.3122 – Internal Petty Cash.

The proposed policy was received for first reading by the Board of Education on April 25, 2016.

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

• 01.41 Organizational Meetings Rev

Superintendent Donna Hargens recommends the Board of Education approve the attached Board policy 01.41 – Organizational Meetings.

The proposed policy was received for first reading by the Board of Education on April 25, 2017.

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

• 04.32 Purchasing Rev

Superintendent Donna Hargens recommends the Board of Education approve the attached Board policy 04.32 – Purchasing.

The proposed policy was received for first reading by the Board of Education on April 25, 2017.

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 the Board Policy Committee

Attachment

• 01.61 Retention of Recordings Rev

Superintendent Donna Hargens recommends the Board of Education approve the attached Board policy 01.61 – Records Management.

The proposed policy was received for first reading by the Board of Education on April 25, 2017.

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

• 07.13 School Community Nutrition Procurement Rev

Superintendent Donna Hargens recommends the Board of Education approve the attached Board policy 07.13 – School and Community Nutrition Procurement.

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

• 5 9 17 Planning Calendar

Superintendent Donna Hargens recommends the Board of Education receive for information a planning calendar outlining discussion agenda items.

Order #550 - 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 Ms. Diane Porter and a second by Dr. Lisa Willner.

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

• Diane Porter - Board Report
• Steph Horne Board Report_Finance Advisory Committee Notes 04 20 17

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.

Order #551 - Motion Passed:  A motion that the Board of Education conduct an executive session for the purpose of discussions relating to collective bargaining negotiations between the district and employee representation as permitted by KRS 61.810(1)(e) passed with a motion by Mrs. Stephanie Horne and a second by Dr. Lisa Willner.

Order #552 - Motion Passed:  A motion that the Board of Education adjourn from executive session and return to open session passed with a motion by Dr. Lisa Willner and a second by Mrs. Stephanie Horne.

Order #553 - Motion Passed:  A motion that the Board of Education conduct an executive session for the purpose of discussions relating to proposed or pending litigation as permitted by KRS 61.810(1)(c) passed with a motion by Dr. Christopher Kolb and a second by Mr. Benjamin Gies.

Order #554 - 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. Lisa Willner.

Order #555 - 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 Dr. Christopher Kolb and a second by Mr. Benjamin Gies.

Order #556 - 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.

A recommendation to adjourn the May 9, 2017, meeting of the Jefferson County Board of Education.

Order #557 - Motion Passed:  A motion to adjourn the May 9, 2017, meeting of the Jefferson County Board of Education. passed with a motion by Mrs. Stephanie Horne and a second by Dr. Lisa Willner.