Welcome to the November 28, 2017, meeting of the Jefferson County Board of Education.

JCBE Meeting Videos

11 28 17 JCBE Meeting Audio

Please join us for our traditional moment of silence.

• 11 28 17 Meeting Notice
• 11 28 17 Agenda
• Opening Activies 11 28 17

The Pledge of Allegiance will be led by District 7 elementary school students.

The Vision Statement will be read by District 7 middle school students.

• Recognitions by District

Acting Superintendent Martin Pollio recommends the Board of Education receive the recognitions and resolutions for November 28, 2017.

Order #324 - Motion Passed:  Acting Superintendent Martin Pollio recommends the Board of Education receive the recognitions and resolutions for November 28, 2017. The recommendation passed with a motion by Mr. Benjamin Gies and a second by Dr. Christopher Kolb.

Jeffersontown High School students Andrew Puckett and Reece Sistrunk came up with the idea to repurpose the school’s stage area and took ownership of the project immediately. They will share information about the planning and details that help them ensure the success of implementing the building and design of their project. 

They have worked with teachers and mentors to create a 3D rendering of the project, a schedule, and a budget. The students originally started this project as part of the Architecture Construction Engineering (ACE) mentoring group. They have taken the initiative to set up meetings with JCPS district officials to get a building modification approved and have started to make contact with community leaders for donations to make their design a reality.  

Andrew and Reece are two dedicated students who want to leave a long-lasting impression at their school and exemplify the great students at Jeffersontown. As with all of our students, we are proud to have them as Chargers!

Submitted by: Allison Gardner Martin

• Jeffersontown HS PowerPoint Presentation
• Jeffersontown HS PowerPoint Presentation

Acting Superintendent Martin Pollio recommends the Board of Education recognize and receive a student demonstration of learning from Jeffersontown High School students.

Jeffersontown Elementary School students will share several connections they have recently made between the visual and performing arts and Colonial times. By creating fiber art projects, performing Colonial drumming, and learning traditional dances in the Colonial style, students have deepened their understanding of early industry and leisure while making connections about the historical relevance of the arts. Students will introduce their fiber art yarn dolls and hand-knit chains, as seen in our country’s early folk art. Two drummers will showcase a military cadence heard in the drum and fife corps of the American Revolution. The Colonial arts demonstration will conclude with a brief replication of a Ninepins Dance, named for the early form of bowling, called “skittles” or “nine pins.” The dancers will be accompanied by the song “Flowers of Edinburgh.”
  
The Visual and Performing Arts Program at Jeffersontown Elementary aims to enhance cultural and historical relevance for students through ownership and collaboration in the arts. Connections in all content areas are brought to life through the use of music, dance, drama, visual art, media art displays, and student products. 

Submitted by: Allison Gardner Martin

Acting Superintendent Martin Pollio recommends the Board of Education recognize and receive a student demonstration of learning from Jeffersontown Elementary School students.

Alex R. Kennedy Elementary School prides itself on providing students with engaging educational activities in its science, technology, engineering, arts, and mathematics (STEAM) lab. In addition to developing their curricular skills, students also build their perseverance, ability to work as a team, and problem-solving capabilities. 

Aiddan Robinson will explain two projects that he has completed as a roller coaster designer and as a pinball game designer. This year, the school added a family engagement component through home STEAM challenges, and Sadie Dickson will highlight some of those. 

Submitted by: Allison Gardner Martin

Acting Superintendent Martin Pollio recommends the Board of Education recognize and receive a student demonstration of learning from Alex R. Kennedy Elementary School students.

Cochrane Elementary School students first researched how American Indians migrated to and adapted to various environments in North America and then students were given the option of choosing a region that interested them in which to conduct research in order to gain a deeper understanding.

Students worked independently to complete a written and visual component to determine how Native Americans adapted their way of life to the resources available in their environment. After students completed the written and visual component, they presented their work in the form of a gallery museum walk for other grade levels.

Submitted by: Allison Gardner Martin

Acting Superintendent Martin Pollio recommends the Board of Education recognize and receive a student demonstration of learning from Cochrane Elementary School students.

This year, Wilt Elementary School students are working on building personal family trees using Ancestry Classroom, a web-based resource that provides billions of historical records, millions of family trees, and an endless array of primary sources to engage the historian that lives in all of us. The students will also share the connection between this project and the school’s Student Technology Leadership Program (STLP). 

At the completion of their study, students will have learned how their ancestors played a role in United States history and how the past can provide a foundation of knowledge of who they are in order to help them move forward in the future. The students will also have an understanding of how history comes to life, where their ancestors emigrated from, and the reasons why their ancestors came to America to start a new life. 

Submitted by: Allison Gardner Martin

Acting Superintendent Martin Pollio recommends the Board of Education recognize and receive a student demonstration of learning from Wilt Elementary School students.

District 7 Video

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.

• 11 28 17 Agenda

Acting Superintendent Martin Pollio recommends the Board of Education approve the agenda for November 28, 2017

Order #325 - Motion Passed:  A motion that the Board of Education amend the agenda to add an item to recommend an excused absence for Member Diane Porter for the meeting of November 28, 2017, passed with a motion by Mr. Chris Brady and a second by Dr. Lisa Willner.

Order #326 - Motion Passed:  A motion that the Board of Education approve the agenda for November 28, 2017, as amended passed with a motion by Dr. Lisa Willner and a second by Mrs. Stephanie Horne.

Order #327 - Motion Passed:  A motion that the Board of Education excuse the absence of Member Diane Porter from the meeting of November 28, 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 November 7, 2017, special meeting and November 8, 2017, special meeting are presented for your review and approval.

Attachment

• 11 7 17 Minutes
• 11 8 17 Minutes

Acting Superintendent Martin Pollio recommends the Board of Education approve the minutes of the November 7, 2017, special meeting and November 8, 2017, special meeting.

Order #328 - Motion Passed:  Acting Superintendent Martin Pollio recommends the Board of Education approve the minutes of the November 7, 2017, special meeting and November 8, 2017, special meeting. The recommendation passed with a motion by Mrs. Stephanie Horne and a second by Dr. Christopher Kolb.

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.

01.421 - Public Participation in Open Meetings

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.

01.421 - Public Participation in Open Meetings

The data sharing agreement between the Jefferson County Board of Education and Say Yes to Education, Inc. will provide an opportunity to conduct pathway analysis for post-secondary success and fiscal analysis for the Louisville Promise Initiative.

The Analysis of the Pathway to Post-Secondary Success (Pathway Analysis) is intended to surface information about the performance of students, schools, and the district on specific indicators. These indicators provide a way to measure the cumulative likelihood of success after high school for individual students.

The analysis of the fiscal data (fiscal analytics), will allow the District to improve efficiency and effectiveness of its efforts to support student success. The analysis will review District spending in relation to research-based strategies to determine how existing resources can be better allocated. It will also identify gaps and redundancies in resource allocation. This analysis will occur simultaneously with a similar fiscal analysis for Louisville Metro, allowing the development of community-wide plans for efficient and effective resource allocation across governmental entities, and eventually across a wider array of community organizations.

This look at the data from the Jefferson County School District, and an analysis thereof, will allow the District’s leaders to both invest in areas of strength and to plan to shore up areas of relative weakness. The Weiss Institute, who will conduct the study along with Schoolhouse Partners, has many years of experience in working with counties, cities, and school districts to apply this type of academic data to the Pathway framework to develop actionable insights about K-12 and post-secondary access and success.

Funding for the study comes from the partnership between Louisville Promise and the Weiss Institute.  The Weiss Institute is a partnership of Say Yes To Education and America’s Promise Alliance.  There will be no cost to the Jefferson County Public School system, except staff time for data extraction.

The results of the study will be used to inform strategies to improve wrap-around services and post-secondary educational attainment.  This study aligns directly with Strategy 1.1.7 Eliminate achievement, learning, and opportunity gaps as outlined in Vision 2020 Excellence With Equity.

Submitted by: Dr. Dena Dossett

Attachments

• Say Yes to Education Data Sharing Use AgreementvF
• Exhibits - Say Yes to Education Data Sharing Use AgreementvF

Acting Superintendent Martin Pollio recommends the Board of Education approve the attached Louisville Promise data sharing agreement with Say Yes to Education, Inc. and authorize the acting superintendent to sign same.

Order #329 - Motion Passed:  Acting Superintendent Martin Pollio recommends the Board of Education approve the attached Louisville Promise data sharing agreement with Say Yes to Education, Inc. and authorize the acting superintendent to sign same. The recommendation passed with a motion by Mrs. Stephanie Horne and a second by Dr. Lisa Willner.

Chair Chris Brady recommends the Board of Education have a discussion regarding school resource officers in schools.

This information item will provide a preview of the Comprehensive District and School Improvement Planning processes (CDIP and CSIPs). In 2017-18, the Kentucky Department of Education’s Office of Continuous Improvement launched major changes to the planning process. Changes include 1) the planning tool changing from ASSIST to EProve, 2) elimination of a single-bulky report, 3) reducing the compliance aspects by moving the process from a single event to a multi-phase process, and 4) added customization and flexibility while meeting KDE requirements.

Submitted by: Dr. Dena Dossett

• CDIP_Nov 28

Acting Superintendent Martin Pollio recommends the Board of Education receive a report on the comprehensive district improvement planning process.

Order #330 - Motion Passed:  Acting Superintendent Martin Pollio recommends the Board of Education receive a report on the comprehensive district improvement planning process. The recommendation passed with a motion by Mr. Benjamin Gies and a second by Dr. Lisa Willner.

This item was withdrawn prior to consideration by the Board. 

• Bandy Carroll Hellige

Chair Chris Brady recommends the Board of Education receive an update regarding the superintendent search.

Order #331 - Motion Passed:  A motion that the Board of Education add an action item at the end of the agenda regarding the superintendent search passed with a motion by Mrs. Stephanie Horne and a second by Mr. Benjamin Gies.

Order #332 - Motion Passed:  A motion that the Board of Education move the action item regarding the superintendent search from the end of the agenda to immediately after X.D. Superintendent Search Status Update passed with a motion by Dr. Lisa Willner and a second by Dr. Christopher Kolb.

Order #333 - Motion Passed:  Chair Chris Brady recommends the Board of Education receive an update regarding the superintendent search. The recommendation passed with a motion by Dr. Lisa Willner and a second by Dr. Christopher Kolb.

Order #334 - Motion Passed:  A motion that the Board of Education receive the community feedback from Bandy Carroll Hellige by February 15, 2018, passed with a motion by Mrs. Stephanie Horne and a second by Mr. Benjamin Gies.

Order #335 - Motion Passed:  A motion that the Board of Education request the Superintendent Screening Committee provide all information pertaining to the superintendent candidate by February 15, 2018, passed with a motion by Mr. Benjamin Gies and a second by Mrs. Stephanie Horne.

Acting Superintendent Martin Pollio recommends the Board of Education approve the consent calendar for November 28, 2017.

Order #336 - Motion Passed:  Acting Superintendent Martin Pollio recommends the Board of Education approve the consent calendar for November 28, 2017. The recommendation passed with a motion by Dr. Christopher Kolb and a second by Mr. Benjamin Gies.

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: Tiffeny Armour

Attachment

• Certified Leaves of Absence 11 28 17

Acting Superintendent Martin Pollio recommends the Board of Education approve the requests for leaves of absence included in the attachment.

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: Tiffeny Armour

Attachment

• Personnel Actions 11 28 17

Acting Superintendent Martin Pollio recommends the Board of Education receive the attached report of the personnel actions that he has taken per KRS 160.380.

The attached new job descriptions for Certified Behavior Intervention Coach, Safe Crisis Management Resource Teacher, Multi-Tiered Systems of Support Director, and Multi-Tiered Systems of Support Resource Teacher are being submitted to more accurately represent needed job credentials and responsibilities.

This aligns with Vision 2020 Strategies; 1.1.3 Provide equitable accesses, 1.17 Eliminate achievement, learning, and opportunity gaps, 2.1.3 Improve culture and climate, and 3.2.3 Improve and standardize internal systems. 

Submitted by: Tiffeny Armour

Attachments

• Job Descriptions

Acting Superintendent Martin Pollio recommends the Board of Education approve the attached job descriptions for Certified Behavior Intervention Coach, Safe Crisis Management Resource Teacher, Multi-Tiered Systems of Support Director and Multi-Tiered Systems of Support Resource Teacher.

The proposed positions for one (1) Multi-Tiered Systems of Support Director, 12 Multi-Tiered Systems of Support Resource Teachers, and four (4) Behavior Analysts are in response to the KDE Corrective Action Plan, directed in early Spring 17 for implementation in 17-18, addressing disproportionality and ECE Suspension Numbers. KDE requested a comprehensive district plan for multi-tiered systems of support for all students be developed.

The four (4) Certified Behavior Intervention Coaches and two (2) Safe Crisis Management Resource Teachers proposed positions are in response to the KDE Corrective Action Plan, directed early Fall 17 for implementation immediately. KDE recommended JCPS develop a comprehensive district plan for more effective monitoring, systems, and compliance related to IDEA law and Safe Crisis Management law and related JCPS Procedures. The funding to elevate the credentials of the positions listed would be supported by our General Fund.

This organizational change relates to Vision 2020 Strategies; 1.1.3 Provide equitable accesses, 1.17 Eliminate achievement, learning, and opportunity gaps, 2.1.3 Improve culture and climate, and 3.2.3 Improve and standardize internal systems.

Submitted by: Tiffeny Armour

Attachments

• Organizational Charts 11 28 17
• Org Chart Changes Summary List 11 28 17

Acting Superintendent Martin Pollio recommends the Board of Education approve the attached organizational chart for Academic Achievement K-12 Area 5.

This is a report of field trip requests submitted to the Board of Education on November 28, 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 11 28 17
• Field Trip Requests by School 11 28 17
• Field Trips Approved by Superintendent 11 28 17

Acting Superintendent Martin Pollio 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.

This project will consist of removing existing rubber surface, fill any cracks, resurface with new rubber surfacing and stripe.

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.

This project directly supports strategy 3.1.1 of Vision 2020.

Submitted by: Dr. Michael Raisor

Attachment

• BG-1 Central HS MCA - Track Resurfacing and Striping

Acting Superintendent Martin Pollio 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 the Track Resurfacing and Striping at Central High School Magnet Career Academy, for an estimated project cost of $170,000.

This project is a contract for the incidental removal of asbestos and lead as it relates to found conditions in minor construction projects for the Fiscal Year 2017-2018.

On September 26, 2017, the Board of Education approved Environmental Concerns, Inc. to prepare plans and specifications for Project 18-104.

The price contract is required in order to comply with the school district’s AHERA (Asbestos Hazard Emergency Response Act) management plans. Compliance with the management plans began on July 9, 1989.

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 October 31, 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.

The project directly supports strategy 3.1.1 of Vision 2020.

Submitted by: Dr. Michael Raisor

Attachment

• Rev BG-1 2017-18 Asbestos Lead Maintenance Contract

Acting Superintendent Martin Pollio recommends the Board of Education award a contract to Romac, Inc. for 2017-2018 Asbestos and Lead Maintenance Contract at Various Schools not to exceed $180,000 based on the low average multiplier, and approve the revised BG-1 form in the amount of $250,000. The contract will expire on November 29, 2018, unless renewed by both parties for an additional one-year term.

On June 22, 2015, the Board of Education approved K. Norman Berry Associates Architects to prepare plans and specifications for Project 16-005.

On March 8, 2016, the Board of Education approved awarding a contract to Parco Constructors Group, LLC. for $9,496,900.

In accordance with 702 KAR 4:160, the Kentucky Department of Education requires revision of the BG-1 form when change orders exceed the budgeted contingency amount.

The project directly supports strategy 3.1.1 of Vision 2020.

Submitted by: Dr. Michael Raisor

Attachment

• Rev BG-1 YPAS - Phase I HVAC Renov Elevator

Acting Superintendent Martin Pollio recommends the Board of Education approve the attached revised BG-1 form for Phase I HVAC Renovation and Elevator Addition at the Youth Performing Arts School for no additional cost.

On July 26, 2016, the Board of Education approved McCulloch Associates Architects to prepare plans and specifications for Project 17-035.

On February 7, 2017, the Board approved awarding a contract to Swift Roofing of E-Town, 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.

The project directly supports strategy 3.1.1 of Vision 2020.

Submitted by: Dr. Michael Raisor

Attachment

• BG-4 Brandeis ES - Part Roof Rpl

Acting Superintendent Martin Pollio recommends the Board of Education approve the contract completion, the attached BG-4 form, and final payment to Swift Roofing of E-Town, Inc. for Partial Roof Replacement at Brandeis Elementary School for a total construction cost of $112,050.

On September 13, 2016, the Board of Education approved Luckett & Associates to prepare plans and specifications for Project 17-068.

On March 21, 2017, the Board approved awarding a contract to W.R. Cole & Associates, Inc. as the low bidder.

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

The project directly supports strategy 3.1.1 of Vision 2020.

Submitted by: Dr. Michael Raisor

Attachment

• BG-4 JCTMS - Window Rpl Phase I

Acting Superintendent Martin Pollio recommends the Board of Education approve the contract completion, the attached BG-4 form, and final payment to W.R. Cole & Associates, Inc. for Window Replacement Phase I at Jefferson County Traditional Middle School for a total construction cost of $178,600.

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

On April 25, 2017, the Board approved awarding a contract to Kentuckiana Electrical Services as the low bidder.

Shrout, Tate, Wilson Engineers has made a final inspection and concluded that this contract is complete and final payment is due the contractor.

The project directly supports strategy 3.1.1 of Vision 2020.

Submitted by: Dr. Michael Raisor

Attachment

• BG-4 Laukhuf ES - Site Lighting Rpl

Acting Superintendent Martin Pollio recommends the Board of Education approve the contract completion, the attached BG-4 form, and final payment to Kentuckiana Electrical Services for Site Lighting Replacement at Laukhuf Elementary School for a total construction cost of $273,000.

On October 10, 2017, the Board of Education approved the contract completion and BG-4 form for US Specialties.

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

The project directly supports strategy 3.1.1 of Vision 2020.

Submitted by: Dr. Michael Raisor

Attachment

• BG-5 Mill Creek ES - Partition

Acting Superintendent Martin Pollio recommends the Board of Education approve the attached BG-5 form for Operable Partition Replacement at Mill Creek Elementary School.

On October 10, 2017, the Board of Education approved the contract completion and BG-4 form for Riverside Paving and 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.

The project directly supports strategy 3.1.1 of Vision 2020.

Submitted by: Dr. Michael Raisor

Attachment

• BG-5 PRP HS Track Resurfacing

Acting Superintendent Martin Pollio recommends the Board of Education approve the attached BG-5 form for Track Repaving at Pleasure Ridge Park High School.

On October 10, 2017, the Board of Education approved the contract completion and BG-4 form for Riverside Paving and Contracting Company, Inc.

On September 12, 2017, the Board approved the contract completion and BG-4 form for Louisville Paving 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.

The project directly supports strategy 3.1.1 of Vision 2020.

Submitted by: Dr. Michael Raisor

Attachment

• BG-5 Paving Pkg II 2017

Acting Superintendent Martin Pollio recommends the Board of Education approve the attached BG-5 form for Paving Package II at Sanders Elementary School, Wilkerson Elementary School, and Doss High School.

On October 10, 2017, the Board of Education approved the contract completion and BG-4 form for Complete Demolition Services, LLC.

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

The project directly supports strategy 3.1.1 of Vision 2020.

Submitted by: Dr. Michael Raisor

Attachment

• BG-5 Watterson Pool Demo

Acting Superintendent Martin Pollio recommends the Board of Education approve the attached BG-5 form for Pool Demolition at Watterson Elementary 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.

The project directly supports strategy 3.1.1 of Vision 2020.

Submitted by: Dr. Michael Raisor

Attachment

• Change Orders and Descriptions 11 28 17

Acting Superintendent Martin Pollio recommends the Board of Education approve the construction change orders included in the attachment.

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

• *Competitive Negotiations, Bid Tabulations, Contract Renewals, and Amendments_11 28 17
• Amendment - Bus Technology (Installation, Repair & Maintenance)
• Amendment - Electrical Supplies & Lighting (Line Item)
• Amendment - Instructional & Office Supplies (Line Item)
• Bus Body Parts & Accessories
• Competitive Negotiation for Automotive Spray Paint Booth Project for Southern High School
• Competitive Negotiation for Public Relations and Community Relations Services
• Furniture, Classroom & Office (Line Item) Supplement
• Gases, Industrial / Welding & Supplies
• Printing: JCHS Independent Study Workbooks
• Pump Parts (Various Types)
• Repower Engine Kit for Navistar Bus
• RFP Spreadsheet for Board Agenda.
• Services: Printing for Construction Documents
• Totes, Plastic Storage

Acting Superintendent Martin Pollio recommends the Board of Education approve the following competitive negotiations, bid tabulations, contract renewals, and amendments:
•Competitive Negotiation for Automotive Spray Paint Booth Project for Southern High School;
•Competitive Negotiation for Public Relations and Community Relations Services;
•Services: Printing for Construction Documents;
•Repower Engine Kit for Navistar Bus;
•Bus Body Parts & Accessories;
•Gases, Industrial/Welding & Supplies;
•Pump Parts (Various Types);
•Totes, Plastic Storage;
•Printing: JCPS Independent Study Workbooks;
•Furniture, Classroom & Office (Line Item) Supplement;
•Contract Renewal - Health Equipment & Supplies (Percentage);
•Contract Renewal - Licensed Auctioneer Service;
•Contract Renewal - Library Books (Percentage);
•Contract Renewal - Refill System for Brake Cleaner;
•Contract Renewal - Living Organisms for Biology 1A & 1B;
•Contract Renewal - Chillers, Water (Air Cooled, Screw Compressor);
•Contract Renewal - Mulch, Hardwood (Playgrounds);
•Contract Renewal - Small Lunchroom Equipment (Percentage);
•Amendment - Instructional & Office Supplies (Line Item);
•Amendment - Bus Technology (Installation, Repair & Maintenance); and
•Amendment - Electrical Supplies & Lighting (Line Item).

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 item supports Vision 2020 Strategy 3.1.4 Ensure responsible stewardship of resources.

Submitted by: Cordelia Hardin

Attachments

• List of Contracts 11 28 17
• 01 Alignment Nashville, Inc. Amendment
• 02 Paths Education Worldwide
• 03 University of Kentucky Center on Trauma and Children
• 04 KiZAN Technologies, LLC

Acting Superintendent Martin Pollio recommends the Board of Education approve the attached professional services contracts of $5,000 or more.

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

• Financial Report
• Munis Report
• Notes of Interest

Acting Superintendent Martin Pollio recommends the Board of Education receive the attached Monthly Financial Report for period ended October 31, 2017.

This report includes all professional services contracts approved by the Board since July 1, 2017, 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 million in professional services contracts, more than $1.9 million, or 63 percent, was submitted by Academic Services.

Submitted by: Cordelia Hardin 

Attachment

• Monthly Report of Professional Services Contracts of $5,000 or More 11 28 17

Acting Superintendent Martin Pollio 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 Strategy 3.1.4 Ensure responsible stewardship of resources.

Submitted by: Cordelia Hardin

Attachments

• Purchase Order Report by Department
• Purchase Order Report by Vendor

Acting Superintendent Martin Pollio recommends the Board of Education accept the attached report of purchase orders issued during the period of October 23 through November 12, 2017.

This report is provided to the Board in accordance with Fiscal Management Policy 04.3111 District Issuance of Checks and supports Vision 2020 Strategy 3.1.4 Ensure responsible stewardship of resources.

Submitted by: Cordelia Hardin

Attachment

• Voucher Report 11 28 17

Acting Superintendent Martin Pollio recommends the Board of Education accept the attached report of vouchers paid during the period of October 23 through November 12, 2017.

Acting Superintendent Martin Pollio recommends the Board of Education accept the grants and funding to various schools and departments as presented in the following agenda items.

This is a report of donations and small grants submitted to the Board of Education on November 28, 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.

Small grants include non-federal awards $50,000 or less.

Submitted by: Dr. Dena Dossett

• Donations and Small Grants November 28 2017 Donation Order
• Donations and Small Grants November 28 2017 Location Order

Acting Superintendent Martin Pollio recommends the Board of Education accept donations and small grants totaling $112,044.64 to be used as stated in the attachment.

The Kentucky Department of Education awarded a two-year Mathematics and Science Partnerships (MSP) grant to Jefferson County Public Schools. The second year of the grant provides 72 hours of annual professional learning to 50 middle school science teachers. The focus of professional learning is to develop high-quality formative assessments, adopt interpretative approaches for analyzing student work, and adjust daily instruction to support students’ progress. Activities include three two-day workshops during the school year, six after-school sessions, and a four-day summer workshop. 

JCPS will use grant funds to cover costs for professional development services, external evaluation services, teacher stipends, and substitute teachers. The District is required to commit matching funds equal to at least 10 percent of the award and will meet this requirement through District and school administrators’ participation in project activities. The grant does not obligate the District beyond the end date of the project.

The project directly supports strategy 1.1.4 of Vision 2020, “Reduce, revise, and refine assessments.”

Submitted by: Dr. Carmen Coleman

Attachment

• KDE Year 2 Math Science Partnership

Acting Superintendent Martin Pollio recommends the Board of Education accept a Mathematics and Science Partnership grant of $199,971 from the Kentucky Department of Education and authorize acting superintendent to sign the attached contract.

The Instructional Transformation (IT) Project improves student learning and teacher effectiveness through quality professional learning connected to rigorous implementation of standards, distributed leadership, and advanced literacy assessment. Each IT district receives funds to implement the district’s leadership team improvement plan and is supported by an effectiveness coach.

Grant funding pays for salaries, professional services, supplies, and materials.

This project aligns with strategy 2.2.1 in Vision 2020. The District is not obligated beyond the end date of the contract.

Submitted by: Dr. Carmen Coleman

Attachment

• Instructional Transformation Project MOA

Acting Superintendent Martin Pollio recommends the Board of Education accept funding totaling $100,000 from the Kentucky Department of Education and authorize the Acting Superintendent to sign the attached agreement.

Acting Superintendent Martin Pollio recommends the Board of Education approve the agreements presented in the following agenda items.

The work that must be accomplished to provide nutrition services to students cannot be accomplished if some portion or all of the Nutrition Service Center employees will be arriving two hours late on delayed schedule.

Submitted by: Tiffeny Armour

Attachment

• JCBE-JCAESP AFSCME_NSC Report Time

Acting Superintendent Martin Pollio recommends the Board of Education approve the attached Memorandum of Agreement with Jefferson County Association of Educational Support Personnel/American Federation of State County and Municipal Employees (JCAESP/AFSCME) on behalf of Local 4011.

This Memorandum of Agreement defines the time allotted that an employee in the Nutrition Service Center will be placed on a temporary reassignment to another position and provides the employees knowledge he/she will only be on a temporary reassignment for a specified number of days and no longer. This also helps improve the culture and climate in the Nutrition Services Center.

Submitted by: Tiffeny Armour

Attachment

• JCBE-JCAESP AFSCME_Temporary Assignment

Acting Superintendent Martin Pollio recommends the Board of Education approve the attached Memorandum of Agreement with Jefferson County Association of Educational Support Personnel/American Federation of State County and Municipal Employees (JCAESP/AFSCME) on behalf of Local 4011 and authorize the acting superintendent to sign same.

This Memorandum of Agreement defines a method consistent with the collective bargaining agreement regarding seniority and defines how overtime will be distributed equitably among all Nutrition Service Center employees along with the skill set needed.

Submitted by: Tiffeny Armour

Attachment

• JCBE-JCAESP AFSCME_NSC Overtime

Acting Superintendent Martin Pollio recommends the Board of Education approve the attached Memorandum of Agreement with Jefferson County Association of Educational Support Personnel/American Federation of State County and Municipal Employees (JCAESP/AFSCME) on behalf of Local 4011 and authorized the acting superintendent to sign same.

Kentucky Center for Education and Workforce Statistics (KCEWS) is a sub-recipient of the U.S. Department of Education Race to the Top Early Learning Challenge grant.

The purpose of this project is to integrate individual child-level and family-level Head Start data in the Kentucky Longitudinal Data System (KLDS) to create summary data that will inform continuous improvement approaches based on the long-term success of children and families. This is an ongoing study for reviewing the longitudinal impact on participating in the Head Start program to inform program improvements and support policy decisions.

KCEWS is a public agency organized under KRS 151B.131, KRS 156.010, KRS 164.011, KRS 161.028 respectively and their duties include conducting research to identify or develop the best education practices to be used in public schools, postsecondary institutions, training providers, and other education and training providers of the Commonwealth of Kentucky.

There is no cost associated with this agreement.

This project directly supports strategies 1.1.6 and 1.1.7 of Vision 2020.

Submitted by: Dr. Carmen Coleman

Attachment

• KCEWS Data Sharing Agreement

Acting Superintendent Martin Pollio recommends the Board of Education approve the attached Data Sharing/Use Agreement with the Kentucky Center for Education and Workforce Statistics and authorize the superintendent to sign same.

The Kentucky Department of Education has requested that JCPS employee Joshua Rhodes be released on a Memorandum of Agreement from December 4, 2017 - June 30, 2018.

The Educational Recovery Specialists (ERS) will be responsible for working with staff in a persistently low-achieving school as identified through the criteria set forth in Every Student Succeeds Act, KRS 160.346 and the Kentucky Department of Education regulations with any and all functions relating to instruction and school improvement with an emphasis on reading and math. The ERS will be under the authority of the Office of Continuous Improvement and Support, the Kentucky Department of Education.

Strategy 1.1.5: Improve student literacy:

Strategy 1.1.7: Eliminate achievement, learning, and opportunity gaps

Submitted by: Dr. Marco Muñoz

Attachment

• Rhodes KDE MOA 2017_18

Acting Superintendent Martin Pollio recommends the Board of Education approve the attached Memorandum of Agreement with the Kentucky Department of Education for the 2017-18 school year and authorize the superintendent to sign same.

The Jefferson County Public School district and the Young Men's Christian Association (YMCA) of Greater Louisville jointly operate the Childcare Enrichment Program (CEP), a before and after-school childcare program to enable the children of working families to participate in a variety of physical, cultural, educational, and social activities. The District currently operates 48 CEP sites serving more than 97,000 children.

The attached memorandum of agreement ensures our ability to continue the current program and allows for expansion if the student need is apparent.

This agreement shall be effective from November 29, 2017, through June 30, 2018, and is renewable on a yearly basis.

This agreement directly supports strategy 3.2.1 in Vision 2020.

Submitted by: Dr. John Marshall

Attachment

• YMCA_CEP_2017-18 Nov-June agreement

Acting Superintendent Martin Pollio recommends the Board of Education approve the attached Memorandum of Agreement with the Young Men's Christian Association of Greater Louisville for the continued operation of the joint Jefferson County Public Schools/YMCA Childcare Enrichment Program and authorize the superintendent to sign same.

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 SSD213 and SSD214 rather than by name.

Student SSD213 has a medical condition, with proper physician documentation, which requires a 4-hour, 20 minute school day, 5 days a week. Appropriate ECE procedures have been followed for this student, who is being served in a special class in a regular school setting.

Student SSD214 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 class in a regular school setting.

Submitted by: Dr. Carmen Coleman

Acting Superintendent Dr. Martin A. Pollio recommends the Board of Education approve a shortened school day and/or week for two students identified as SSD213 and SSD214 in the Exceptional Child Education Program for the 2017-2018 school year.

This annual Technology Activity Report details the spending of Kentucky Education Technology System (KETS) funds and other funds on technology. The report details how much money was spent on workstations, printers, file servers, software, hardware, network, personnel, and maintenance.

The Kentucky Department of Education (KDE) requests this information in order to compare how the district is spending money in relationship to the money received through the Kentucky School Facilities Construction Commission Education Technology Funding Program.

Once this report is approved by the Board, KDE will send the Offer of Assistance indicating the amount of money JCPS will receive for KETS.

The project directly supports strategy 3.3.3 of Vision 2020.

Submitted by: Dr. Michael Raisor

Attachments

• KETS FY17 Technology Activity Report
• KETS FY17 Technology Activity Report Signature Form

Acting Superintendent Martin Pollio recommends the Board of Education approve the attached Fiscal Year 2017 Technology Activity Report.

KRS 158.85(5) requires the District to complete an annual assessment of the nutrition and physical activity environment in the District and issue a report at least sixty (60) days prior to the public forum required by KRS 158.856(5). The report may be issued via posting to the District's website.

The 2017-18 Nutrition and Physical Activity Report (including Coordinated School Health and Health Promotion Schools of Excellence) will be presented to all School-Based Decision Making Councils and will be available to the public via the District website.

The presentation of the report or public forum occurs annually at the last regularly scheduled Board meeting in January.

After the January Board presentation, the Superintendent will submit a summary of the findings and recommendations of the 2017-18 Nutrition and Physical Activity Report as required by KRS 158.856(6) to the Kentucky Department of Education by May 1, 2018.

Submitted by: Dr. Michael Raisor

Attachment

• 2017-18 School Nutrition and Physical Activity Report

Acting Superintendent Martin Pollio recommends the Board of Education receive the 2017-18 Nutrition and Physical Activity Report and grant approval to post the report on the District's website for a sixty (60) day commenting period.

The Board has adopted the Superintendent Professional Growth & Effectiveness System (SPGES), developed by the Kentucky Department of Education, for use in the evaluation of the Acting Superintendent. SPGES establishes seven leadership standards by which the performance of a superintendent is measured, and includes a formative evaluation, the collection and presentation of evidence relating to each standard, and a summative evaluation by the Board.

The Professional Growth Plan highlights the work of the Superintendent that is designed to improve academic achievement and district performance, to implement the strategies established in Vision 2020: Excellence with Equity, and to meet goals established by the Board of Education.

This Professional Growth Plan details the Acting Superintendent’s work in the seven leadership standards established in the Superintendent Professional Growth and Effectiveness System (SPGES). Dr. Pollio is participating in the onboarding process provided by the Kentucky Association of School Administrators and has a committee of respected leaders supporting him through this work. Dr. Blake Haselton is serving as the Mentor, Dr. Fred Carter is the Executive Coach, and Jan Lantz is the Individual Learning Plan Coordinator.

Submitted by: Dr. Marty Pollio

Attachment

• Dr. Pollio - ILP Rubric with Evidence - November 2017
• Dr. Pollio - Superintendent Effectiveness System - PGP - November 2017

Acting Superintendent Martin Pollio recommends the Board of Education receive the Acting Superintendent's 2017–18 Professional Growth Plan in support of the Superintendent's Summative Evaluation Process for Fiscal Year 2017–18.

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

• 11 28 17 Planning Calendar

Acting Superintendent Martin Pollio recommends the Board of Education receive for information a planning calendar outlining discussion agenda items.

Order #337 - Motion Passed:  Acting Superintendent Martin Pollio recommends the Board of Education receive for information a planning calendar outlining discussion agenda items. The recommendation passed with a motion by Mrs. Linda Duncan and a second by Dr. Christopher Kolb.

• Finance Advisory Committee Notes 11 09 17

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

• Horne Board Report Committee Notes 11 09 17

A motion to adjourn the November 28, 2017, meeting of the Jefferson County Board of Education.

Order #338 - Motion Passed:  A motion to adjourn the November 28, 2017, meeting of the Jefferson County Board of Education passed with a motion by Mrs. Linda Duncan and a second by Dr. Christopher Kolb.