Welcome to the January 9, 2018, meeting of the Jefferson County Board of Education.

JCBE Meeting Videos

Please join us for our traditional moment of silence.

• 01 09 18 Meeting Notice
• 01 09 18 Agenda

Please join us for the Pledge of Allegiance.

In accordance with Board Policy BCA Board Organizational Meeting, the Board shall conduct an organizational meeting at its first regular meeting in January.

At this meeting, the Board shall elect a Chairperson and a Vice-Chairperson from among its members.

The Chairperson of the Board shall preside at all meetings of the Board and shall have a vote on motions placed for action before the Board. S/He shall sign such documents on behalf of the Board as may require signature. S/He shall represent the Board in deliberations with other boards, districts, or agencies unless another member of the Board is so designated.

The Chairperson shall perform all duties required by the Kentucky Revised Statutes and shall perform such other duties as may be prescribed by action of the Board.

In the event that the Chairperson of the Board is absent from any meeting of said Board, the Vice-Chairperson of the Board shall act as Chairperson. In the event that both are absent, the Board shall designate another member of the Board to act as temporary chairperson.

If for any reason the Office of the Chairperson becomes vacant, the Vice-Chairperson shall act as Chairperson until a new Chairperson is elected. A new Chairperson shall be elected on or before the second regular meeting date following the vacancy and shall serve until the first regular meeting in January.

Order #4 - Motion Passed:  The nomination of Diane Porter to serve as Chairperson of the Jefferson County Board of Education for 2018 passed with a motion by Mr. Chris Brady and a second by Dr. Christopher Kolb.

In accordance with Board Policy BCA Board Organizational Meeting, the Board shall conduct an organizational meeting at its first regular meeting in January.

At this meeting, the Board shall elect a Chairperson and a Vice-Chairperson from among its members.

The Vice-Chairperson shall perform all duties of the Chairperson when s/he is acting in that capacity.

Order #5 - Motion Passed:  The nomination of Lisa Willner to serve as Vice-Chairperson of the Jefferson County Board of Education for 2018 passed with a motion by Mrs. Stephanie Horne and a second by Mr. Chris Brady.

Acting Superintendent Martin Pollio recommends the Board of Education receive the recognitions and resolutions for January 9, 2018.

Order #6 - Motion Passed:  Acting Superintendent Martin Pollio recommends the Board of Education receive the recognitions and resolutions for January 9, 2018. The recommendation passed with a motion by Mrs. Stephanie Horne and a second by Mr. Benjamin Gies.

The duPont Manual High School Girls Cross-Country Team won the 2017 Kentucky High School Athletic Association (KHSAA) Class 3A Cross-Country State Meet Championship for the second consecutive year. The competition was held in November at the Kentucky Horse Park in Lexington. The team competed against more than 30 teams and won the championship title. 

The duPont Manual High School Girls Cross-Country Team also competed and won second-place honors in the Nike Southeast XC Region, a 12-state competition, and qualified for the Nike Cross Nationals Meet in Portland, OR. The girls finished nineteenth in the nation there and ended the season ranked nineteenth by MileSplit and twenty-first by DyeStat—the two major ranking services. They were the first team from a Kentucky public school to ever qualify for Nike Nationals. 

Submitted by: Allison Gardner Martin

Acting Superintendent Martin Pollio recommends the Board of Education recognize the duPont Manual High School Girls Cross-Country Team for winning the 2017 Kentucky High School Athletic Association Class 3A Cross-Country State Meet Championship.

Norton Elementary School was named a National Blue Ribbon School by the U.S. Department of Education. The designation recognizes public and private elementary, middle, and high schools for overall academic excellence or progress in closing achievement gaps among student subgroups. The designation is also a national symbol of exemplary teaching and learning.

The National Blue Ribbon School program recognizes schools in one of two performance categories—Exemplary High Performing Schools and Exemplary Achievement Gap Closing Schools. Norton Elementary School ranked in the Exemplary High Performing Schools category.

Submitted by: Allison Gardner Martin

Acting Superintendent Martin Pollio recommends the Board of Education recognize Norton Elementary School for being named a National Blue Ribbon School.

Melissa is 1 of 30 people selected to participate in the national American Speech-Language-Hearing Association (ASHA) Leadership Development Program for school-based professionals. The program seeks energetic leaders who are motivated to influence professional issues in speech-language pathology or audiology. Participants are selected through a highly competitive application process. 

Melissa will participate in a yearlong program and will develop a leadership project at the culmination of the program. She will use what she learns to influence 125 speech-language pathologists serving the Jefferson County Public School (JCPS) District students with communication disorders.

Submitted by: Allison Gardner Martin

Acting Superintendent Martin Pollio recommends the Board of Education recognize Melissa Weedman, communication disorders program specialist, for being selected to participate in the national American Speech-Language-Hearing Association Leadership Development Program.

The Jefferson County Public School (JCPS) District joins 173 of Kentucky’s public school districts to mark the state’s observance of January as National School Board Recognition Month. This is a time for students, parents, staff, and the community to join together to honor the outstanding leadership, dedication, and contributions of our school board members.

Our school board members are decision-makers who work tirelessly to ensure a successful learning environment and to ensure that all JCPS students graduate college- and career-ready. They work collaboratively with businesses, organizations, parents, and community members to give schools programs that will enhance the educational experience of all students and move our students to a higher level.

Our school board members are visionaries and advocates who work diligently to provide unique learning opportunities inside and outside of the classroom for our students. They are our champions who devote themselves to making a better tomorrow by ensuring a successful education for all. They are great advocates who empower our students and encourage parents and the community to continually be involved in helping guarantee a great future for our children, who are our future leaders.

Submitted by: Allison Gardner Martin

Acting Superintendent Martin Pollio recommends the Board of Education receive a special recognition in honor of National School Board Recognition Month.

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.

• 01 09 18 Agenda

Acting Superintendent Martin Pollio recommends the Board of Education approve the agenda for January 9, 2018.

Order #7 - Motion Passed:  Acting Superintendent Martin Pollio recommends the Board of Education approve the agenda for January 9, 2018. The recommendation passed with a motion by Dr. Lisa Willner and a second by Dr. Christopher Kolb.

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 December 12, 2017, regular meeting are presented for your review and approval.

Attachment

• 12 12 17 Minutes

Acting Superintendent Martin Pollio recommends the Board of Education approve the minutes of the December 12, 2017, regular meeting.

Order #8 - Motion Passed:  Acting Superintendent Martin Pollio recommends the Board of Education approve the minutes of the December 12, 2017, regular meeting. The recommendation passed with a motion by Dr. Christopher Kolb and a second by Mr. Chris Brady.

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 Jefferson County Board of Education is the grantee of the Head Start/Early Head Start Program. On March 7, 2017, the Office of Head Start, Administration for Children and Families (ACF), conducted a monitoring review of self-reported incidents related to alleged child abuse and neglect within the Jefferson County Board of Education Head Start and Early Head Start programs. The ACF issued a report received by the District on August 28, 2017. The ACF report identified three deficiencies in our program: 1) Failure to ensure staff abide by Standards of Conduct regarding child abuse and neglect, Head Start Program Performance Standards 1302.90 (c)(1)(ii)(A-B, D, F-G); 2) Failure to ensure appropriate supervision of children in our care, HSPPS  1302.90 (c)(1)(v); and 3) Lack of efficient and effective reporting systems,  HSPPS 1302.102 (d)(1)(ii)(A). 

An aggressive action plan to fully correct each deficiency has been developed and a quarterly update report was requested by the Jefferson County Board of Education for submission at the January 9, 2018, Board Meeting.

This report supports Vision 2020 strategy 1.1.6 Strengthening Early Childhood Education.

Submitted by: Dr. Carmen Coleman

Attachment

• Head Start CAP Quarterly Board Update rev

Acting Superintendent Martin Pollio recommends the Board of Education receive the 2017-18 Head Start/Early Head Start Corrective Action Plan Quarterly Update Report.

Order #9 - Motion Passed:  Acting Superintendent Martin Pollio recommends the Board of Education receive the 2017-18 Head Start/Early Head Start Corrective Action Plan Quarterly Update Report. The recommendation passed with a motion by Mrs. Stephanie Horne and a second by Mrs. Linda Duncan.

School Allocation Standards are presented to the Board for approval each year in January. We are recommending changes to these standards for fiscal year 2018-19. The attached documents provide an update to the School Allocation Standards as well as the 2018-19 Draft Budget and Enrollment Projections.

This agenda item supports Vision 2020 Goal Infrastructure Improvements.

Submitted by: Cordelia Hardin

Attachments

• 2018-19 School Allocation Proposal
• 2018-19 School Allocation Standards
• Draft 18-19 Enrollment Projections
• FY19 Draft Budget 2018-19
• Revenue, Enrollment, Attendance Trends

Acting Superintendent Martin Pollio recommends the Board of Education receive the attached updates on the Draft Budget for Fiscal Year 2018-19, School Allocations, and Enrollment Projections.

Order #10 - Motion Passed:  Acting Superintendent Martin Pollio recommends the Board of Education receive the attached updates on the Draft Budget for Fiscal Year 2018-19, School Allocations, and Enrollment Projections. The recommendation passed with a motion by Mrs. Stephanie Horne and a second by Mrs. Linda Duncan.

The Superintendent Screening Committee has communicated to the Board of Education that, of the nine completed applications received for Superintendent, the Screening Committee has narrowed the candidates to two. Independent of the Screening Committee, the Board of Education narrowed down the list of nine applicants to the same two individuals. Given this widespread consensus among these 13 different people representing a wide range of community voices, the Board of Education believes the most transparent and productive course of action is to reveal the two finalists at this time. Those two individuals are Dr. Marty Pollio, Acting Superintendent of JCPS, and Dr. Mike Raisor, Chief Operations Officer of JCPS.

The Board of Education will continue to work with Bandy, Carroll, and Hellige to solicit substantial community feedback to help craft the questions the Board should ask the two finalists when the Board interviews the candidates. The Board will interview the two finalists after receiving this feedback from Bandy Carroll Hellige on Feb 15. In addition, the Board will ask Bandy Carroll Hellige to conduct a number of community forums all over the city so the community can have several opportunities to ask questions of the two candidates. The Board will make a final decision by March 1.

The superintendent screening committee was comprised of one Board member, two teachers, a principal, a classified employee and two parents.

• 61702810-v1-JCBE Statement Read at January 9, 2018, Meeting

Acting Superintendent Martin Pollio recommends the Board of Education approve the consent calendar for January 9, 2018.

Order #11 - Motion Passed:  A motion the Board of Education approve the consent calendar for January 9, 2018, minus the Louisville Metro Police Department contract on item XI.L. Recommendation for Approval of Professional Services Contracts of $5,000 or More passed with a motion by Mr. Benjamin Gies and a second by Mrs. Stephanie Horne.

Order #12 - Motion Passed:  A motion that the Board of Education approve the Louisville Metro Police Department contract on item XI.L. Recommendation for Approval of Professional Services Contracts of $5,000 or More passed with a motion by Mrs. Stephanie Horne and a second by Mr. Chris Brady.

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

• Certifed Leaves of Absence 01 09 18

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 01 09 18

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 Coordinator Minority Enterprise position is being submitted as a new position. This position will  monitor, solicit, and support minority businesses and insure said businesses receive opportunities to be awarded contracts for services. The position will also promote and share occupational opportunities, both certified and non-certified, with local and national job candidates, particularly women and minority people businesses.

The Generalist of Diversity position is being submitted as a new position and will provide internal stakeholders and external community a consistent and clear support with regards to services provided, information, and access to opportunities provided by Diversity, Equity and Poverty. This position will also help balance the workload of systemic and programmatic demands of Diversity, Equity and Poverty.

The Finance Support Technician and one Accounts Payable Finance Technician are both submitted as new positions. These positions are designed as part of the Districtwide focus on training staff. It is anticipated these positions will result in less strain on school personnel as staff will receive adequate training on both W-9/1099 matters, and MUNIS Budgeting and purchasing difficulties.

Submitted by: Tiffeny Armour

Attachments

• Final-Job Descriptions
• Job Descriptions-Draft

Acting Superintendent Martin Pollio recommends the Board of Education approve the attached job descriptions for Accounts Payable Finance Technician, Finance Support Technician, Coordinator Minority Enterprise and Generalist of Diversity.

The Academic Achievement K-12 Area 5 organizational chart is submitted to add one Placement Specialist who will coordinate due process procedures and chair, and serve as the District's decision making representative for Admissions and Release Committee (ARC) meetings. Two Diagnostic Assessment Counselor positions are being deleted.

The Diversity, Equity and Poverty Programs organizational chart is submitted to add one Clerk III who will provide support to the California Community Center and assure the community has complete access to all services provided by JCPS in the Center; one Generalist to provide internal stakeholders and external community a consistent and clear support with regards to services provided, information, and access to opportunities provided by Diversity, Equity and Poverty. The Generalist will also help balance the workload of systemic and programmatic demands of Diversity, Equity and Poverty. The Coordinator Minority Enterprise position is being added to monitor, solicit, and support minority businesses and to ensure said businesses receive opportunities to be awarded contracts for services. Further, to promote and share occupational opportunities, both certified and non-certified, with local and national job candidates - particularly women and minority people businesses. The Manager Diversity/Equity position is being deleted.

The Accounting Services organizational chart is submitted to add one Finance Support Technician and one Accounts Payable Finance Technician. These positions are designed as part of the Districtwide focus on training staff. It is anticipated these positions will result in less strain on school personnel as staff will receive adequate training on both W-9/1099 matters, and MUNIS budgeting and purchasing difficulties. The Accounts Payable Control Clerk position is being deleted.

These changes will result in a budget increase of $106,745 for new positions.  

Submitted by: Tiffeny Armour

Attachments

• Organizational Charts Final 1-09-18
• Organizational Charts Markups 1-09-18
• Summary 01 09 18

Acting Superintendent Martin Pollio recommends the Board of Education approve the attached organizational charts for Academic Achievement K-12 Area 5,Diversity, Equity and Poverty Programs; and Accounting Services.

This is a report of field trip requests submitted to the Board of Education on January 9, 2018.

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 1 9 18
• Field Trip Requests by School 1 9 18
• Field Trips Approved by Acting Superintendent 1 9 2018

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 repairing deficiencies found in the stage rigging at Atherton High School and Olmsted Academy North.

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 Various Schools - Stage Rigging Repair

Acting Superintendent Martin Pollio recommends the Board of Education approve the project, the assignment of Structural Services as the architect/engineer, and the attached BG-1 form for Stage Rigging Repair at Atherton High School and Olmsted Academy North, for an estimated project cost of $92,040.

This project consists of replacing the existing exterior lights, poles, and wiring.

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 Wheeler ES - Site Lighting Replacement

Acting Superintendent Martin Pollio recommends the Board of Education approve the project, the assignment of Shrout, Tate, Wilson Engineers as the architect/engineer, and the attached BG-1 form for Site Lighting Replacement at Wheeler Elementary School, for an estimated project cost of $296,500.

This project will replace the existing boiler.

On July 25, 2017, the Board of Education approved Kerr-Greulich Engineers, Inc. to prepare plans and specifications for Project 18-008.

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 December 12, 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

Attachments

• Rev BG-1 Jaeger Education Center- Boiler Replacement

Acting Superintendent Martin Pollio recommends the Board of Education award a contract to Intertech Mechanical Services, Inc. for Boiler Replacement at Jaeger Education Center for the low base bid of $116,000; and approve the attached revised BG-1 form for $136,000.

On July 26, 2016, the Board of Education approved McCulloch Associates Architects to prepare plans and specifications for Project 17-031.

On February 7, 2017, the Board of Education approved awarding a contract to Highland Roofing for $78,495.

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 Noe MS - Partial Roof Replacement

Acting Superintendent Martin Pollio recommends the Board of Education approve the attached revised BG-1 form for Partial Roof Replacement at Noe Middle School.

On November 9, 2015, the Board of Education approved Studio Kremer Architects to prepare plans and specifications for Project 16-083.

On June 14, 2016, the Board approved awarding a contract to EH Construction, LLC as the low bidder.

Studio Kremer 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 Atherton HS - Science Lab Reno

Acting Superintendent Martin Pollio recommends the Board of Education approve the contract completion, the attached BG-4 form, and final payment to EH Construction, LLC for Science Lab Renovation at Atherton High School for a total construction cost of $255,796.60.

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

On April 25, 2017, the Board approved awarding a contract to Coupe Construction Co., Inc. as the low bidder.

CMTA, Inc. 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 Southern HS - Science Lab Upgrades

Acting Superintendent Martin Pollio recommends the Board of Education approve the contract completion, the attached BG-4 form, and final payment to Coupe Construction Co., Inc. for Science Lab Safety Upgrade at Southern High School for a total construction cost of $99,080.84.

On November 28, 2017, the Board of Education approved the contract completion and BG-4 form for Swift Roofing of Elizabethtown, Inc.

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

This project directly supports strategy 3.1.1 of Vision 2020.

Submitted by: Dr. Michael Raisor

Attachments

• BG-5 - Brandeis ES Partial Roof Replacement

Acting Superintendent Martin Pollio recommends the Board of Education approve the Project Closeout and BG-5 Form for Partial Roof Replacement at Brandeis Elementary School.

On April 25, 2017, the Board of Education approved the contract completion and BG-4 form for Walker Mechanical Contractors, Inc.

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

This project directly supports strategy 3.1.1 of Vision 2020.

Submitted by: Dr. Michael Raisor

Attachments

• BG-5 - Food Service Phase 35 Various
• Food Service Phase 35 - School Listing

Acting Superintendent Martin Pollio recommends the Board of Education approve the attached BG-5 form for Food Service Phase 35 at Various Schools.

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 Renewal, and Amendments_01 09 18
• Amendment - Automotive Bus Repair Parts & Services (Line Item)
• Amendment - Musical Instruments & Supplies
• Amendment - Paint & Related Items
• Amendment - SCNS Lunchrrom Products (Warehouse Delivery)
• Boom Lift
• Electric Motors
• Installation of Voice or Data Cables
• Instructional Supplies & Equipment (Percentage)
• Locally Grown Fresh Fruits and Vegetables (Nutrition Service Center)
• Paper (Warehouse Delivery)
• RFP Spreadsheet for Board Agenda.
• Safety Supplies & Equipment (Percentage)
• Tools (Air, Hand, Horticulture & Portable Power) %
• Totes, Plastic Storage
• Uniform & Floor Mat Rental (SCNS)

Acting Superintendent Martin Pollio recommends the Board of Education approve the following bid tabulations, contract renewal, and amendments:
•Locally Grown Fresh Fruits and Vegetables;
•Uniform & Floor Mat Rental (SCNS);
•Installation of Voice or Data Cables;
•Tools (Air, Hand, Horticulture & Portable Power) Percentage;
•Instructional Supplies & Equipment (Percentage);
•Boom Lift;
•Electric Motors;
•Safety Supplies & Equipment (Percentage);
•Paper (Warehouse Delivery);
•Totes, Plastic Storage;
•Contract Renewal - Repair of Two-Way Radio & Associated Systems for On-Site Communications;
•Amendment - Musical Instruments & Supplies;
•Amendment - Automotive/Bus Repair Parts & Services (Line Item);
•Amendment - Paint & Related Items; and
•Amendment - SCNS Lunchroom Products (Warehouse Delivery).

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 01 09 18
• 01 Education and Technology Life Corporation
• 02 Louisville Metro Police Department
• 03 Council of the Great City Schools
• 04 Marzano Research, LLC
• 05 Transform Education Kentucky, Inc.

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

Since 2014, the District has partnered with Scribbles Software LLC to utilize ScribOrder, which is a program that allows authorized requestors the ability to request and pay for transcripts electronically.  This contract will allow the district to continue to use ScribOrder to efficiently meet costumer’s needs through October 2018.

ScribOrder provides an efficient and secure online requestor records request and payment at no cost to the District and requires no IT involvement. ScribOrder provides online payment through Amazon, email notifications to the student, real-time status updates and itemized reports delivered monthly. It also protects the identity of student information by unifying the ordering and fulfillment process across the district, ensuring compliance with state and federal laws regarding confidentiality of student information.  

ScribOrder will charge a $4 convenience fee to the requestor. The convenience fee per transaction includes all credit/debit card processing fees, online identity authentication fees, interactive voice response (IVR) fees, text messaging fees, and application/data hosting fees. The convenience fee will be added to the district’s current transcript/records fee and will only be charged to persons using the online processing system. The current cost for requesting a JCPS transcript is $9.

Submitted by: Dr. Dena Dossett

Attachment

• ScribblesContract

Acting Superintendent Martin Pollio recommends the Board of Education approve the attached contract with Scribbles Software LLC for online student records requests software services and authorize the acting superintendent to sign same.

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

• November 2017 Financial Report
• November 2017 Munis Report
• November 2017 Notes of Interest

Acting Superintendent Martin Pollio recommends the Board of Education receive the attached Monthly Financial Report for period ended November 30, 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

Attachments

• Purchase Order Report by Department 01 09 18
• Purchase Order Report by Vendor 01 09 18

Acting Superintendent Martin Pollio recommends the Board of Education accept the attached report of purchase orders issued during the period of November 28 through December 18, 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 01 09 18

Acting Superintendent Martin Pollio recommends the Board of Education accept the attached report of vouchers paid during the period of November 28 through December 18, 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 January 9, 2018.

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 Report January 9 2018 Donor order
• Donations and Small Grants Report January 9 2018 Location Order

Acting Superintendent Martin Pollio recommends the Board of Education accept donations and small grants totaling $280,758.78 to be used as stated in the attachment.

Louisville Metro Government donated $6,000 for Southern High School Behavioral/Mental Health Services for students.

NCFL donated $25,000 to family learning.

Louisville Audubon Society donated $300 to Hartstern Elementary.

Green Bank donated $1,000 to Kennedy Montessori.

Louisville Metro Government donated $5,000 to Norton Commons Elementary.

Louisville Metro Government donated$2,000 to Southern High School.

Submitted by:  Kristin Wingfeld

Superintendent Martin Pollio recommends the Board of Education accept funding totaling $39,300 from the Jefferson County Public Education Foundation to be used as stated in the rationale.

The Kentucky Department of Education has awarded funding in the amount of $36,948,516 for Title I, Part A, Project #310C.  This amount reflects an increase of $139,008 over the original award.

Title I, Part A (Title I) of the Elementary and Secondary Education Act, as amended (ESEA) provides financial assistance to local educational agencies (LEAs) and schools with high numbers or high percentages of children from low-income families to help ensure that all children meet challenging state academic standards.

The purpose of Title I, Part A, Improving the Academic Achievement of the Disadvantaged, is to ensure that all children have a fair, equitable, and significant opportunity to obtain a high-quality education and reach, at a minimum, proficiency on challenging state academic assessments. 

Title I funds must be used to implement instructional strategies, programs, reform models, professional development, and parent involvement activities that are based on scientifically-proven research to raise student achievement

All funds must be spent or encumbered by September 30, 2018. 

This directly supports Vision2020 strategies 1.1.3, 1.1.5, 1.1.6, 1.1.7, and 3.2.1.  

Submitted by:  Dr. Carmen Coleman

Attachment

• REVISED Title I Award Notification

Acting Superintendent Martin Pollio recommends the Board of Education accept funding in the amount of $36,948,516 for Title I, Part A, Project #310C

The Kentucky Department of Education has awarded funding in the amount of $37,768,317 for Title I, Part A, Project #310D.  

Title I, Part A (Title I) of the Elementary and Secondary Education Act, as amended (ESEA) provides financial assistance to local educational agencies (LEAs) and schools with high numbers or high percentages of children from low-income families to help ensure that all children meet challenging state academic standards. 

The purpose of Title I, Part A, Improving the Academic Achievement of the Disadvantaged, is to ensure that all children have a fair, equitable, and significant opportunity to obtain a high-quality education and reach, at a minimum, proficiency on challenging state academic assessments. 

Title I funds must be used to implement instructional strategies, programs, reform models, professional development, and parent involvement activities that are based on scientifically-proven research to raise student achievement.             

All funds must be spent or encumbered by September 30, 2019. 

The award notification from the Kentucky Department of education is attached.

Submitted by:  Dr. Carmen Coleman

Attachment

• Title 1 Part A FY18 310D 121917

Acting Superintendent Martin Pollio recommends the Board of Education accept funding in the amount of $37,768,317 for FY18 Title I, Part A, Project #310D.

The Kentucky Department of Education has awarded funding in the amount of $4,442,385  for Title II, Part A, Project #401C, to support district programs that focus on using practices grounded in scientifically based research to prepare, train, and recruit high-quality teachers and principals. This amount reflects an increase of $16,765 over the original award.

Title II Part A funds are explicitly intended to be one of the principle resources for states to meet Title II objectives of increasing the percentage of highly qualified teachers teaching core subjects in their districts and schools. Professional development and learning activities will focus on improving teaching in order to raise student achievement in the core academic subjects. All district teachers and principals may participate in Title II funded professional development and learning activities.

All funds must be spent or encumbered by September 30, 2018. 

Title II directly supports Vision2020 strategies 1.1.1, 1.1.2, 2.1.1, 2.1.2, 2.2.2, 2.2.3, 2.2.4, and 3.1.3.

Submitted by:  Dr. Carmen Coleman

Attachment

• Revised Title II Part A FY17 401C Award Notification

Acting Superintendent Martin Pollio recommends the Board of Education accept funding in the amount of $4,442,385 for Title II, Part A, Project #401C.

The Kentucky Department of Education has awarded funding in the amount of $4,679,044  for Title II, Part A, Project #401D, to support district programs that focus on using practices grounded in scientifically based research to prepare, train, recruit, and retain high-quality teachers and principals.

Title II Part A funds are explicitly intended to be one of the principle resources for states to meet Title II objectives of increasing the percentage of highly qualified teachers teaching core subjects in their districts and schools. Professional development and learning activities will focus on improving teaching in order to raise student achievement in the core academic subjects. All district teachers and principals may participate in Title II funded professional development and learning activities.

All funds must be spent or encumbered by September 30, 2019. 

The award notification from the Kentucky Department of education is attached.

Submitted by:  Dr. Carmen Coleman

Attachment

• Title 2 Part A FY18 401D

Acting Superintendent Martin Pollio recommends the Board of Education accept funding in the amount of $4,679,044 for FY18 Title II, Part A, Project #401D.

This grant aligns with Vision 2020 strategy 1.1.5 improving student literacy and strategy 1.1.7 providing differentiated resources to eliminate opportunity gaps. 

Grant funds will pay salaries and benefits for teachers and bilingual instructors to provide summer programming for K-12 English Language Learners at the following locations:

• Catholic Charities – multi-week program for newly arrived refugees

• Kentucky Refugee Ministries – multi-week program for newly arrived refugees

• Catholic Charities and Kentucky Refugee Ministries -  collaborative focus for adolescent refugees, with the possibility of earning Humanities / Art credit(s)

• Extended summer learning opportunities for refugee students at Iroquois High School

• Newcomer Academy

Supplies and student transportation costs for summer programs are also funded by the grant.  Grant funds will help support approximately 300 refugee students.  In addition, grant funds will pay stipends to teachers and bilingual instructors to attend professional development.

The period of performance is October 1, 2017, through September 30, 2018. The total potential award is $153,289, with an initial, approved payment of $29,508. Remaining funds are subject to the availability of Office of Refugee Resettlement funding. Matching funds are not required, and the grant does not obligate the district beyond the period of performance.

Submitted by:  Dr. Carmen Coleman

• Catholic Charities Subaward Agreement
• Catholic Charities-Notice Grant Award - FY 2018 - RSIG - First Installment - JCPS

Acting Superintendent Martin Pollio recommends the Board of Education accept $29,508 as the first installment of a Refugee School Impact Sub-Grant from Catholic Charities of Louisville, Kentucky Office for Refugees and approve the attached agreement.

The Kentucky Education Reform Act provides for the establishment of Family Resource and Youth Services Centers, which are intended to promote and coordinate the flow of community resources and support to families and youths. The District currently operates 96 centers serving 131 schools.

The centers must submit a continuation grant application to receive funding for Fiscal Years 2019 and 2020. Funds will be allocated based on the number of students eligible for free- and reduced-price meals as of December 1, 2017. The level of funding is contingent upon the budget enacted by the 2018 Kentucky General Assembly.

This is a continuation of funding from the State for a two-year grant cycle. The Kentucky Cabinet for Health and Family Services provided $13,825,796 in grant funding for the last biennium. To enhance this grant, JCPS is providing approximately $2.3 million for the same period.

A District Assurance Certification form and a list of schools that will be submitting grant applications seeking funds to continue their Family Resource/Youth Services Centers is attached.

• FRYSC District Assurance Certification
• FRYSC School Listing

Acting Superintendent Martin Pollio recommends the Board of Education approve the submission of 96 grant applications for Family Resource and Youth Services Centers to the Cabinet for Health and Family Services and further recommends that the Board authorize the acting superintendent and Board chairperson to sign the attached District Assurance Certification form.

If funded, the eight attached WHAS Crusade for Children grant applications will help children overcome physical, mental, emotional, and medical challenges by providing assistive technology, software, training, and other tools that help them break through barriers to learning, participate more fully in the classroom setting, and succeed at school. The grants would support individual needs of Exceptional Child Education (ECE) students, allow for more personalized learning, and help eliminate achievement, learning, and opportunity gaps. The applications reflect requests of the following eight ECE areas: Assistive Technology, Audiology and Deaf/Hard of Hearing, Autism, Communication Disorders, Early Childhood, Moderate and Severe Disabilities, Occupational Therapy and Physical Therapy, and Visually Impaired.

The grant applications must be submitted by January 12, 2018, to be considered. The district is not required to commit any matching funding to this project and would have no obligation beyond the end date of the grant period.

This project directly supports strategy 1.1.7 of Vision 2020.     

• WHAS Crusade for Children Grant Application

Acting Superintendent Martin Pollio recommends the Board of Education approve the submission of the attached WHAS Crusade for Children grant applications totaling $333,470.31 and authorize the Superintendent and Board Chairperson to sign the attached grant applications.

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

• Abundant Hope Counseling Services, LLC
• Benny Massey, LPCC
• Bluegrass Counseling Associates, LLC
• Centerstone of Kentucky
• Denise Greene, PLLC
• Earl J. Bell, LCSW
• Father Maloney's Boys Haven, Inc.
• Home of the Innocents
• Ja'Mekia C. Stoner, PLLC
• Kentucky Counseling Center, LLC
• Maryhurst
• Mindful Direction Counseling Services
• NECCO
• New Beginnings Family Services, Inc.
• Osting Individual and Family Services
• Shannon Hines, LCSW, LLC
• Transformations, 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. There is no cost to the District associated with these agreements.

Submitted by: Dr. Carmen Coleman

Attachments

• Abundant Hope
• Benny Massey
• Bluegrass Counseling
• Centerstone
• Denise Greene
• Earl J Bell
• Father Maloney's Boys Haven
• Home of the Innocents
• Ja'Mekia Stoner
• KY Counseling Center
• Maryhurst
• Mindful Direction Counseling
• NECCO
• New Beginnings Family Services
• Osting Individual and Family Services
• Shannon Hines
• Transformations
• Uspiritus

Acting Superintendent Martin Pollio recommends the Board of Education approve the attached Memorandum of Agreements 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 request 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 Admissions 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 SSD215 rather than by name. Student SSD215 has a medical condition, with proper physician documentation, which requires a 5 hour and 50 minute school day, five 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. Carman Coleman

Acting Superintendent Martin Pollio recommends the Board of Education approve a shortened school day and/or week for one student in the Exceptional Child Education Program for the 2017-18 school year.

The attached Personal Telecommunication and Electronic Media Devices Policy was approved by the J. Graham Brown School Site-Based Decision Making Council on December 14, 2017, after carefully reviewing the instructional needs of their students. The Policy would apply to student in grades 6 through 12.

At J. Graham Brown School, it is their mission to prepare every student for post-secondary education. Part of preparing students for the future is teaching them to be responsible digital citizens and to use technology appropriately.  

As educators, the staff at J. Graham Brown School need to assist students with mature management of personal electronic devices at school to better prepare them for post-secondary life.

Submitted by:  Dr. Carmen Coleman

• SBDM Approval Telecommunication Devices Dec. 2017

Acting Superintendent Martin Pollio recommends the Board of Education waive Board policy 09.4261 Telecommunication Devices and allow the J. Graham Brown School to adopt the attached Personal Telecommunication and Electronic Media Policy.

The proposed policies were received for first reading on December 12, 2017, and are attached for approval:

03.18  Evaluation

03.112  Certification & Records

03.13253  Domestic/Dating Violence Reporting & Education - Certified

03.23253  Domestic/Dating Violence Reporting & Education – Classified

09.2211  Employee Reports of Criminal Activity

09.227  Child Abuse

09.425  Assault & Threats of Violence

09.13  Equal Educational Opportunities

09.34  Student Publications & Speakers

08.11  Course of Study

08.232  Instructional Resources

08.113  Graduation Requirement

08.13452  English as a Second Language

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

The attached document shows proposed changes to board policies recommended by KSBA highlighted in yellow. The language highlighted in green in Policy 03.112 reflects the amendment adopted by the Board on December 12, 2017. KSBA provides the reason for the proposed changes in the header of each policy. The policy committee has reviewed all of these policies, with changes recommended by the committee highlighted in green.

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

Attachment

• KSBA 2017 Policy Update rev 2 approved 1st Reading 12-12-2017

Acting Superintendent Martin Pollio recommends the Board of Education approve the attached revisions to Board policies.

In 2017, the Kentucky General Assembly passed Senate Bill 159. According to the law, beginning in July 2018, a student must pass a civics test composed of 100 questions from the United States Citizenship and Immigration Services test to graduate from a public high school with a regular diploma. In order to pass the test, each student must answer at least 60 percent of the questions correctly.   

The test aligns with developing capacities and dispositions necessary for success in college, career, community, and life evident through Strategy 1.1.1 Broader Definition of Learning and Strategy 1.1.4 Reduce, Revise, and Refine Assessments.

Acting Superintendent Martin Pollio recommends the Board of Education approve a Civics exam composed of questions from the United States Citizenship and Immigration Services test as part of the requirements for graduation from high school.

Due to current market competition, innovative ideas are needed to attract additional bus drivers. As a temporary action, new bus drivers will be offered salary placement at Step 5, ($20.6516) on the current Board approved salary schedule (copy attached for reference). This placement is needed in an effort to attract new drivers and address the current shortage of drivers. This temporary placement at Step 5 for new drivers will be reviewed periodically for market comparability. Hiring new drivers at a higher rate than our existing drivers would create a negative climate among current drivers. An estimated cost increase for this action is $770,000 annually.

Submitted by: Cordelia Hardin

Attachment

• 2017-18 Salary Schedule IB

Acting Superintendent Martin Pollio recommends the Board of Education approve special placement rules for bus drivers. Bus drivers currently on Job Family IB, Step 0 through Step 4 are recommended to be moved to Step 5 effective January 13, 2018.

Pursuant to Board Policy 01.821 Board Member Compensation and Expenses, Board members shall be reimbursed for actual and necessary expenditures incurred outside the district. Board members shall obtain Board approval prior to incurring out-of-district expenses, and reimbursement shall be at the same rates as that for employees of the district and shall be documented by receipts. 

Board Member Linda Duncan will attend the National School Boards Association (NSBA) Advocacy Institute, February 4-6, 2018, in Washington, D.C.

Estimated Expenses:

• Registration Fee: $695
• Estimated Air Travel Expenses: Approximately $285 
• Ground Transportation (Taxis, Buses, Airport Shuttles): Reimbursable with receipt
• Lodging/Hotel: Approximately $264/night
• Meals: Reimbursed at District per diem rate

Submitted by: Acting Superintendent Martin Pollio

Acting Superintendent Martin Pollio recommends the Board of Education approve the payment of necessary out-of-district expenses to be incurred by Board Member Linda Duncan to attend the NSBA Advocacy Institute.

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

The attached document shows proposed changes to Board policies recommended by KSBA highlighted in yellow. KSBA provides the reason for the proposed changes in the header of each policy.

In addition, the JCPS General Counsel has provided language, highlighted in green, to clarify the meaning of the word “relative” for the purposes of these policies. This clarification is needed because the statues that define “relative” relating to hiring decisions by local school districts, KRS 160.180 and KRS 160.380, are in conflict with one another. 

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

Attachment

• Hiring Policies KSBA 2017 Policy Update rev 2

Acting Superintendent Martin Pollio recommends the Board of Education receive the attached revisions to Board Policies 03.11 Hiring (Certified Personnel) and 03.21 (Classified Personnel) for first submission and reading.

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

• 01 9 18 Planning Calendar

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

Order #13 - 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 Mr. Chris Brady and a second by Mr. Benjamin Gies.

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

Order #14 - Motion Passed:  A motion that the Board of Education enter into executive session for the purpose of discussions relating to pending litigation pursuant to KRS 61.810(1)(c) of the Open Meetings Act passed with a motion by Mr. Benjamin Gies and a second by Dr. Christopher Kolb.

Order #15 - Motion Passed:  A motion that the Board of Education adjourn from Executive Session and return to open session passed with a motion by Mr. Chris Brady and a second by Mr. Benjamin Gies.

A motion to adjourn the January 9, 2018, meeting of the Jefferson County Board of Education.

Order #16 - Motion Passed:  A motion to adjourn the January 9, 2018, meeting of the Jefferson County Board of Education passed with a motion by Dr. Lisa Willner and a second by Mr. Chris Brady.