Jefferson County
January 23, 2018 7:00 PM
Regular Meeting
I. Moment of Silence
Rationale

Welcome to the January 23, 2018, meeting of the Jefferson County Board of Education.

JCBE Meeting Videos

1 23 18 JCBE Meeting Audio




Please join us for our traditional moment of silence.

Attachments
II. Presentation of Colors and The Pledge of Allegiance
Rationale

Please join us for the Presentation of Colors presented by Southern High School Army Corps JROTC and The Pledge of Allegiance led by District 5 elementary school students.


II.A. Vision Statement
Rationale

The Vision Statement will be read by District 5 middle school students.

II.B. Greetings from District 5 Board Member Linda Duncan
Attachments
II.C. Welcome and Overview of Southern High School
Rationale

                

III. Recognitions and Resolutions
Attachments
Recommended Motion

Acting Superintendent Martin Pollio recommends the Board of Education receive the recognitions and resolutions for January 23, 2018.

Actions Taken

Order #17 - Motion Passed:  Acting Superintendent Martin Pollio recommends the Board of Education receive the recognitions and resolutions for January 23, 2018. The recommendation passed with a motion by Mrs. Linda Duncan and a second by Dr. Christopher Kolb.

III.A. Recognition of and Student Demonstration of Learning from Frayser Elementary School Students
Rationale

Frayser Elementary School’s fourth-grade classes completed a project-based learning experience that included a weeklong learning experience at the zoo. During their time at the zoo, the students were given a real-world problem to solve. They worked collaboratively to design an invention to solve that problem using their knowledge about animal adaptations. Back at school, students used recycled objects to bring their inventions to life! The students will share what they have learned from their study and experience at the zoo.

Submitted: Allison Gardner Martin

Recommended Motion

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

III.B. Recognition of and Student Demonstration of Learning from Laukhuf Elementary School Students
Rationale

Laukhuf Elementary School students will share information about their Buddy Classroom Collaboration of Learning, where leadership is developed during the school’s monthly multigrade buddy schedule. Monthly buddy work sessions provide students with the opportunity to practice their leadership skills and mentor younger students while reinforcing knowledge of the essential standards.

For their buddy project, fourth- and first-grade buddies met to choose an animal to research and filled out a KWL chart about the chosen animal. A KWL chart tracks what a student knows (K), wants to know (W), and has learned (L). The fourth-grade students came to the library during their buddy class’s library time to help their buddy research information about the animal. The first graders created an informational book about the animal while the fourth graders conducted further research about the animal during their own library time to learn about the structure and function of the animal. Buddies met to write a script for their Blabberize video, which they recorded together. Fourth graders were tasked with creating an informational poster about the animal using the Comic Life program. They have also written acrostic poems about their animal for this part of the project.

Submitted: Allison Gardner Martin

Attachments
Recommended Motion

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

III.C. Recognition of and Student Demonstration of Learning from Medora Elementary School Student
Rationale

Logan Strong has attended Medora Elementary School since kindergarten. He is an active member of our school community through leadership opportunities. Logan is an accomplished athlete and is well known for his skills in baseball. He excels across all content areas and is an excellent resource for his teachers and classmates. Logan has maintained a reputation of diligence and trustworthiness throughout his time at Medora. He is well liked and respected by all who interact with him. 
 
Logan's demonstration of learning will address a social studies project that integrates art. Art is a freedom of expression that allows students to demonstrate their understanding and what they have learned.

Submitted: Allison Gardner Martin

Recommended Motion

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

III.D. Recognition of and Student Demonstration of Learning from Knight Middle School Students
Rationale

On December 12, Knight Middle School held its first Exhibition Knight for students to display their work with project-based learning. The students will briefly share why they chose their project, what they learned, and their impressions of Deeper Learning and using the project-based learning platform. 

Submitted: Allison Gardner Martin

 

Attachments
Recommended Motion

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

III.E. Recognition of and Student Demonstration of Learning from Lassiter Middle School Students
Rationale

Lassiter Middle School students will share their knowledge of mathematics by working through a problem using math tiles to demonstrate their understanding and learning.

Lassiter Middle School is a Cambridge School of Excellence and was recognized as a high-progress school in 2016 by Dr. Stephen Pruitt, former Kentucky Commissioner of Education. The school’s staff and students continue on a high-performing progress path through a rigorous curriculum, a structured learning environment, and a positive school culture.
 
Submitted: Allison Gardner Martin

Recommended Motion

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

III.F. Recognition of James Wyatt, Southern High School Teacher, and Valeria Connor, Iroquois High School Teacher, for Their Heroic Acts of Saving Lives
Rationale

In November, James Wyatt and Louisville Metro Police Department (LMPD) Sergeant Omar Lee worked together to save a man’s life in a fiery crash on I-65. A semi ran into a median wall, tipped on its side, started skidding, and caught fire. The two men pulled their vehicles over and ran to help get the driver out of the semi. One door was trapped by the concrete because the semi was on its side, and the other door was so high up they couldn’t get to it. Therefore, they used Seargent Lee’s radio and broke the window, and was able to pull the glass out and reach in and grab the semi driver and pull him out. By this time, the truck was fully engulfed with fire.

Last December, during Valeria Connor’s fourth-period anatomy class, a student in her classroom experienced breathing problems. The student grabbed her heart and kept saying that she could not breathe. Ms. Connor contacted front office personnel to ask for medical assistance. The student passed out unconscious in her desk. Ms. Connor sent a student to the office for help, and she ran over to help the unconscious student, who was not breathing. With the help of another student, Ms. Connor got the student out of the desk and laid her on the floor. When she checked the student’s pulse and chest for a heartbeat, and there was none. Ms. Connor performed CPR until EMS arrived to take over; thus saving the life of her student. 
 
Submitted: Allison Gardner Martin

Recommended Motion

Acting Superintendent Martin Pollio recommends the Board of Education recognize James Wyatt, Southern High School Teacher, and Valeria Connor, Iroquois High School Teacher, for Their Heroic Acts of Saving Lives.

III.G. Recognition of Chris Brady, Board Chairperson and Member of the Jefferson County Board of Education
Rationale

Chris Brady was elected to the Jefferson County Board of Education (JCBE) in November 2012 and began his term in January 2013. He served as Board chairperson in 2017. He is currently a medical technology trainer for Norton Healthcare, specializing in the EPIC electronic medical record system. As a training professional, he has worked with educational institutions, nonprofits, and corporations. His in-classroom education experience includes teaching at Indiana University Southeast (IUS) as an adjunct instructor, numerous JCPS schools as a substitute teacher, and several businesses throughout Kentucky as a corporate trainer.

Mr. Brady holds a B.A. in communications from Western Kentucky University (WKU). He and his wife are proud parents of two boys who attend a JCPS school. His record of public service includes serving on the board of his neighborhood association, organizing local Brightside cleanups, and volunteering for the Floyd's Fork Creek Sweep. Additionally, he has been a member of or volunteered for several organizations, including his sons' Parent Teacher Association (PTA), Focus Louisville, Habitat for Humanity, the American Lung Association, the Neighborhood Institute, and the Young Professionals Association of Louisville.

It is with great honor that the Jefferson County Public School (JCPS) District recognizes and extends its sincere appreciation to Mr. Brady for his commitment and service to JCPS.

Submitted: Allison Gardner Martin

Recommended Motion

Acting Superintendent Martin Pollio recommends the Board of Education recognize Chris Brady, Board chairperson and member of the Jefferson County Board of Education, for his outstanding leadership and service to the Jefferson County Public School District.

III.H. District 5 Video Presentation
Rationale

District 5 Video

IV. Recommendation for Approval of Meeting Agenda
Rationale

The Superintendent shall consult with the Board Chairperson to ensure that an agenda is prepared for all regular and special meetings of the Board. For special meetings, the Board shall consider only those matters which are listed on the agenda.

Attachments
Recommended Motion

Acting Superintendent Martin Pollio recommends the Board of Education approve the agenda for January 23, 2018.

Actions Taken

Order #18 - Motion Passed:  Acting Superintendent Martin Pollio recommends the Board of Education approve the agenda for January 23, 2018. The recommendation passed with a motion by Dr. Christopher Kolb and a second by Mr. Chris Brady.

V. Recommendation for Approval of Minutes of Previous Meeting
Rationale

The minutes of action taken at every meeting of the Board, setting forth an accurate record of votes and actions at such meetings, shall be promptly recorded, and submitted for approval at the next regularly scheduled meeting, and such records shall be open to public inspection at reasonable times after they have been approved by the Board. 

The minutes of the January 9, 2018, regular meeting are presented for your review and approval.

Attachment

Attachments
Recommended Motion

Acting Superintendent Martin Pollio recommends the Board of Education approve the minutes of the January 9, 2018, regular meeting.

Actions Taken

Order #19 - Motion Passed:  Acting Superintendent Martin Pollio recommends the Board of Education approve the minutes of the January 9, 2018, regular meeting. The recommendation passed with a motion by Mr. Chris Brady and a second by Mrs. Stephanie Horne.

VI. Superintendent's Report
VII. Persons Requesting to Address the Board Regarding Action, Information, or Consent Items
Rationale

Each speaker is allowed three minutes to address the Board. 

At the end of 2–1/2 minutes, a bell will sound once. You will then have 30 seconds to finish your statement.  

At the end of three minutes, the bell will sound twice, indicating that your time is up.

01.421 - Public Participation in Open Meetings

VIII. Persons Requesting to Address the Board Regarding Non-Agenda Items
Rationale

Each speaker is allowed three minutes to address the Board.

At the end of 2–1/2 minutes, a bell will sound once. You will then have 30 seconds to finish your statement. 

At the end of three minutes, the bell will sound twice, indicating that your time is up.

01.421 - Public Participation in Open Meetings

IX. Action Items
IX.A. Recommendation for Approval of Student Enrollment Projections for 2018–19
Rationale

District student enrollment projections and individual school enrollment projections are reviewed and revised annually and reported to the members of the Board of Education for approval.  

The review and Board approval ensure that district staff can appropriately plan for staffing of schools, adequate budgeting, and student programming for K-12. There are also separate projections for Exceptional Child Education Self-Contained and Early Childhood Education classes that are funded and staffed separately and differently from the K-12 program.

The projections are based upon district and school enrollment history and trends, population changes throughout the county, birth rates, and program capacities. Sources for this data include the Kentucky Bureau of Vital Statistics, the Jefferson County Planning and Zoning Commission, the Cornerstone 2020 Task Force Report, the Kentucky State Data Center, and the U.S. Census Bureau.  Staff is currently analyzing options to move toward considering optimal capacity rather than program capacity in calculating projections.

Submitted by: Dr. Dena Dossett

Attachment

Attachments
Recommended Motion

Acting Superintendent Martin Pollio recommends the Board of Education approve the district-wide student enrollment projections for the next five school years (Attachment A) and the individual school enrollment projections for the 2018-19 school year (Attachments B1-B4).

Actions Taken

Order #20 - Motion Passed:  Acting Superintendent Martin Pollio recommends the Board of Education approve the district-wide student enrollment projections for the next five school years (Attachment A) and the individual school enrollment projections for the 2018-19 school year (Attachments B1-B4). The recommendation passed with a motion by Dr. Christopher Kolb and a second by Mr. Benjamin Gies.

IX.B. Recommendation for Approval of School Allocation Standards for Fiscal Year 2018-19
Rationale

Once approved by the Jefferson County Board of Education, these standards become policy in accordance with 702 KAR 3:246, sections 4, 5, 6 and 7. Sections 4 and 5 are relative to the allocation for certified staff and classified staff, respectively. The teacher allocation will be based on the following class sizes:  Kindergarten through 5th grade – 24 to 1; grades 6 through 12 – 28 to 1. 

The allocation to school councils for operational provisions is validated within these standards, according to Section 6 of the same regulation. The per pupil amount for all schools will be $140. 

The District outlines its intended process for distributing additional operational funds beyond the state required minimum, and this is according to Section 7 of the same statute. 

Submitted by: Cordelia Hardin 

Attachment

Attachments
Recommended Motion

Acting Superintendent Martin Pollio recommends the Board of Education approve the attached School Allocation Standards for Fiscal Year 2018-19.

Actions Taken

Order #21 - Motion Passed:  Acting Superintendent Martin Pollio recommends the Board of Education approve the attached School Allocation Standards for Fiscal Year 2018-19. The recommendation passed with a motion by Mrs. Stephanie Horne and a second by Mr. Chris Brady.

X. Information Items
X.A. Report on New Superintendent Training from the Kentucky Association of School Administrators
Rationale

The Director of Coaching and Mentoring for the Kentucky Association of School Administrators (KASA), Fred Carter, Ed.D., is conducting a series of brief presentations for every local board of education of districts whose superintendent is undergoing KASA’s New Superintendent Training. The presentation will provide Board members with information regarding the training that Dr. Pollio, in his role as Acting Superintendent, is receiving from KASA.

Submitted by: Jonathan Lowe

Recommended Motion

Acting Superintendent Martin Pollio recommends the Board of Education receive the KASA New Superintendents Training report.

Actions Taken

Order #22 - Motion Passed:  Acting Superintendent Martin Pollio recommends the Board of Education receive the KASA New Superintendents Training report. The recommendation passed with a motion by Mr. Benjamin Gies and a second by Dr. Lisa Willner.

X.B. Internal Audit Status Report by Dean Dorton Allen Ford, PLLC
Rationale

The submission of the Internal Audit Status Report is being made to comply with the requirements of the Jefferson County Public Schools Internal Audit Charter (“Charter”). In accordance with the Charter, the Board is required to meet at least twice annually with the Chief Audit Executive and receive communications on the internal audit activity’s performance relative to its plans and other matters. Additionally, it is best practice for the Board to meet directly with the Chief Audit Executive periodically.

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

Submitted by: Cordelia Hardin

Attachments

Attachments
Recommended Motion

Acting Superintendent Martin Pollio recommends the Board of Education receive the attached Internal Audit Status Report by Jim Tencza of Dean Dorton Allen Ford, PLLC.

Actions Taken

Order #23 - Motion Passed:  Acting Superintendent Martin Pollio recommends the Board of Education receive the attached Internal Audit Status Report by Jim Tencza of Dean Dorton Allen Ford, PLLC. The recommendation passed with a motion by Mr. Benjamin Gies and a second by Mrs. Stephanie Horne.

X.C. Acceptance of General Fund Draft Budget for Fiscal Year 2018-19
Rationale

The central office cost center budgets for fiscal year 2018-19 are in the process of being reviewed and will be completed in March 2018.

Projected student enrollment numbers by school are used to determine individual school allocations. After the Board approves the enrollment projections, individual school allocations will be determined.

Enrollment projections will be presented to the Board for approval January 23, 2018, as well as the revised allocation standards to schools. Individual site-based allocations are due to schools on February 5, 2018.

The General Fund Tentative Budget will be presented to the Board in May 2018 as required by KRS 160.470. 

Submitted by: Cordelia Hardin

Attachment

Attachments
Recommended Motion

Acting Superintendent Martin Pollio recommends the Board of Education receive the General Fund Draft Budget for Fiscal Year 2018-19.

Actions Taken

Order #24 - Motion Passed:  Acting Superintendent Martin Pollio recommends the Board of Education receive the General Fund Draft Budget for Fiscal Year 2018-19. The recommendation passed with a motion by Mrs. Linda Duncan and a second by Mrs. Stephanie Horne.

XI. Consent Calendar
Recommended Motion

Acting Superintendent Martin Pollio recommends the Board of Education approve the consent calendar for January 23, 2018.

Actions Taken

Order #25 - Motion Passed:  A motion that the Board of Education approve the consent calendar for January 23, 2018, minus item XI.S.1. passed with a motion by Mr. Chris Brady and a second by Mrs. Stephanie Horne.

Order #26 - Motion Passed:  A motion that the Board of Education approve consent item XI.S.1. Recommendation for Approval of MOA with Crocus Academy Fagenbush to Expand Early Head Start Services to Additional Eligible Students passed with a motion by Mr. Benjamin Gies and a second by Dr. Christopher Kolb.

XI.A. Certified Leaves of Absence
Rationale

Pursuant to Kentucky Revised Statutes, leaves of absence must be recommended by the superintendent and approved by the Board of Education.

The following personnel actions are in compliance with federal and state laws and Board policy regarding equal employment opportunities.

Submitted by: Tiffeny Armour

Attachment

Attachments
Recommended Motion

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

XI.B. Report of Personnel Actions
Rationale

Pursuant to KRS 160.380, it is my responsibility to report to the Board of Education routine personnel actions that I have taken that affect certified and classified employment.

These actions have been executed in compliance with all Board of Education policies and state and federal laws.

All positions are Board of Education approved positions.

Submitted by: Tiffeny Armour

Attachment

Attachments
Recommended Motion

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.

XI.C. Recommendation for Approval of Job Descriptions
Rationale

The Consultant School and Community Nutrition Services job description was revised to better align with current duties and responsibilities and includes new programs being implemented.

The Senior Manager Application and Data Services position is new and created to address current job requirements.

Submitted by: Tiffeny Armour

Attachment

Attachments
Recommended Motion

Acting Superintendent Martin Pollio recommends the Board of Education approve the attached revised job description for Consultant School and Community Nutrition Services and Senior Manager Application and Data Services.

XI.D. Recommendation for Approval of Organizational Charts
Rationale

The Academic Support Programs organizational chart is submitted to add one Data Management Research Technician who will create and extract reports related to confidential student information such as domestic violence calls, student suicide prevention training, caseload of mental health counselors, PREPaRE Crisis Team, and all areas of student support services. The Clerk I position is being deleted. It also adds one Resource Teacher in the Social Emotional Learning Department to provide training, coaching, and modeling for school staff and classroom support for teachers. The Intervention Specialist position is being deleted.

The Administration organizational chart is submitted to add one Data Management Research Technician to provide support for the Director of School Choice.

The Diversity, Equity and Poverty organizational chart is submitted to add three Resource Teachers who will support the district's multi-tiered system in supporting schools with tangible cultural competence strategies.

The Information Technology organizational chart is submitted to delete the Assistant Director Systems Development position and replace it with a Senior Management Application and Data Services position; add one additional Systems Administrator position and delete one Field Technician position. The Senior Management Application and Data Services position was created to address current job requirements. An additional Systems Administrator position was added to allow IT to absorb the Office365 Active Directory management responsibilities. The deletion of one Field Technician was requested to facilitate additional reorganization of the technicians' group planned for the end of the current fiscal year.

The School and Community Nutrition Services organizational chart is submitted to delete one Consultant School and Community Nutrition Services (215) position and add one Consultant School and Community Nutrition Services (260) position. The additional days are necessary to support increasing program requirements.

Submitted by: Tiffeny Armour

Attachment

Attachments
Recommended Motion

Acting Superintendent Martin Pollio recommends the Board of Education approve the attached organizational charts for Academic Support Programs, Administration, Diversity, Equity and Poverty; Information Technology, and School and Community Nutrition Services.

XI.E. Recommendation for Approval of Field Trip Requests
Rationale

This is a report of field trip requests submitted to the Board of Education on January 23, 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

Attachments
Recommended Motion

Acting Superintendent Dr. 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.

XI.F. Recommendation for Approval of Project, BG-1 Forms, and Assignment of Architects/Engineers
XI.F.1. Recommendation for Approval of Project, BG-1 Form, and Assignment of Architects/Engineers for Soccer Field Grading at Marion C. Moore School
Rationale

This project will consist of grading an existing field to provide a level soccer field with proper drainage. Existing irrigation will be raised with grade and field will be seeded once final grading is complete.

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.

The project directly supports strategy 3.1.1 of Vision 2020.

Submitted by: Dr. Michael Raisor

Attachment

Attachments
Recommended Motion

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 attached BG-1 form for Soccer Field Grading at Marion C. Moore School, for an estimated project cost of $28,000.

XI.F.2. Recommendation for Approval of Project, BG-1 Form, and Assignment of Architects/Engineers for Paint Booth Replacement at Southern High School
Rationale

This project will consist of installing a new paint booth and mixing room at the location of the old paint booth and mixing room. Provide new exhaust ductwork through the roof and connect to existing electrical, gas, and air.

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.

The project directly supports strategy 3.1.1 of Vision 2020.

Submitted by: Dr. Michael Raisor

Attachment

Attachments
Recommended Motion

Acting Superintendent Martin Pollio recommends the Board of Education approve the project, the assignment of CMTA Engineers as the architect/engineer, and the attached BG-1 form for Paint Booth Replacement at Southern High School, for an estimated project cost of $203,425.

XI.F.3. Recommendation for Approval of Project, BG-1 Form, and Assignment of Architects/Engineers for Paving Package I at Various Locations
Rationale

This project will consist of the repair and/or replacement of asphalt driveways and walkways at various locations. The schools include:

  • Atherton High School,
  • Churchill Park School,
  • Fern Creek High School,
  • Okolona Elementary School,
  • Price Elementary School,
  • Semple Elementary School,
  • Stuart Middle School,
  • Waller Williams Environmental,
  • Westport Middle School, and
  • Wheeler Elementary School.

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.

The project directly supports strategy 3.1.1 of Vision 2020.

Submitted by: Dr. Michael Raisor

Attachment

Attachments
Recommended Motion

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 attached BG-1 form for Paving Package I at various locations, for an estimated project cost of $550,150.

XI.G. Recommendation for Approval of Bid and Revised BG-1 Form for Chiller and Boiler Replacement at St. Matthews Elementary School
Rationale

This project will replace the existing chiller and boiler.

On July 25, 2017, the Board of Education approved Kerr-Greulich Engineers, Inc. to prepare plans and specifications for Project 18-010.

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 January 9, 2018. 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

Attachments
Recommended Motion

Acting Superintendent Martin Pollio recommends the Board of Education award a contract to Intertech Mechanical Services, Inc. for Chiller and Boiler Replacement at St. Matthews Elementary School for the low base bid of $195,142; and approve the attached revised BG-1 form for $315,000.

XI.H. Recommendation for Approval of Contract Completions and BG-4 Forms
XI.H.1. Recommendation for Approval of Contract Completion and BG-4 Form for Phase I HVAC Renovation (Bid Package II – Field House HVAC Renovation) at Fern Creek High School
Rationale

On July 28, 2014, the Board of Education approved CMTA, Inc. to prepare plans and specifications for Project 15008. The remaining contingency balance from Bid Package I funded this project.

On March 7, 2017, the Board approved awarding a contract to Walker Mechanical 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

Attachments
Recommended Motion

Acting Superintendent Martin Pollio recommends the Board of Education approve the contract completion, the attached BG-4 form, and final payment to Walker Mechanical for Phase I HVAC Renovation (Bid Package II – Field House HVAC Renovation) at Fern Creek High School for a total construction cost of $134,200.

XI.H.2. Recommendation for Approval of Contract Completion and BG-4 Form for Boiler Replacement at Johnson Traditional Middle School
Rationale

On June 27, 2017, the Board of Education approved Kerr-Greulich Engineers, Inc. to prepare plans and specifications for Project 18-004.

On September 12, 2017, the Board approved awarding a contract to G.B.M.C., Inc. as the low bidder.

Kerr-Greulich Engineers, 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

Attachments
Recommended Motion

Acting Superintendent Martin Pollio recommends the Board of Education approve the contract completion, the attached BG-4 form, and final payment to G.B.M.C., Inc. for Boiler Replacement at Johnson Traditional Middle School for a total construction cost of $154,280.

XI.I. Recommendation for Approval of Construction Change Orders
Rationale

In accordance with 702 KAR 4:160, the Kentucky Department of Education requires that all change orders shall be approved by local board action. Change order descriptions are included in the attachment.

Please note that a found condition represents any item not anticipated during the design phase of the project; and owner request can be any item approved by Facilities staff, often with principal input, to enhance the overall project.

The project directly supports strategy 3.1.1 of Vision 2020.

Submitted by: Dr. Michael Raisor

Attachment

Attachments
Recommended Motion

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

XI.J. Acceptance of School Facilities Construction Commission Offer of Assistance
Rationale

This Offer of Assistance is in the annual debt service amount of $1,477,191 to be used towards proposed construction or major renovation of facilities outlined in the most current approved facility plan.

Submitted by: Cordelia Hardin

Attachment

Attachments
Recommended Motion

Acting Superintendent Martin Pollio recommends the Board of Education accept the attached Offer of Assistance from the School Facilities Construction Commission in the amount of $1,477,191.

XI.K. Recommendation for Approval of Bid Tabulations, Contract Renewals, and Amendments
Rationale

In accordance with KRS 45A.345-45A.460, these items represent the lowest and/or best bid for each respective item and/or group of items.

The proposals are public record and are on file for inspection in the Purchasing Department after award of contract.  This report directly supports Vision 2020 goal Communications, Engagement, and Access to Information.

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

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

Submitted by:  Cordelia Hardin

Attachment

Attachments
Recommended Motion

Acting Superintendent Martin Pollio recommends the Board of Education approve the following bid tabulations, contract renewals, and amendments:
•Instructional & Office Supplies (Line Item);
•Hardware Fasteners (Percentage);
•Removal of Automotive Shop Waste Materials;
•Custodial Supplies;
•Boilers, Fire Tube;
•SCNS Lunchroom Commodities (School Delivery) Supplement;
•Boom Lift, Towable;
•Contract Renewal - Chemical Disposal & Environmental Response;
•Contract Renewal - Chemical Disposal;
•Contract Renewal - Bus Technology (Installation, Repair & Maintenance);
• Amendment - Plumbing Supplies & Eqpt. (Line Item); and
• Amendment - Controls for Heating & A/C.

XI.L. Recommendation for Approval of Professional Services Contracts of $5,000 or More
Rationale

In accordance with Board Policy 01.11 General Powers and Duties of the Board, professional services contracts of $5,000 or more require Board approval.

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

Submitted by: Cordelia Hardin

Attachments

Attachments
Recommended Motion

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

XI.M. Acceptance of Monthly Financial Report for Period Ended December 31, 2017
Rationale

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

Submitted by: Cordelia Hardin

Attachments

Attachments
Recommended Motion

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

XI.N. Acceptance of Monthly Report of Professional Services Contracts of $5,000 or More
Rationale

This report includes all professional services contracts approved by the Board since July 1, 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 $3.7 million in professional services contracts, more than $2.2 million, or 59 percent, was submitted by Academic Services.

Submitted by: Cordelia Hardin 

Attachment

Attachments
Recommended Motion

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

XI.O. Acceptance of Quarterly Report of Investment Performance
Rationale

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

Submitted by: Cordelia Hardin

Attachment

Attachments
Recommended Motion

Acting Superintendent Martin Pollio recommends the Board of Education receive the attached Quarterly Report of Investment Performance for quarter ended December 31, 2017.

XI.P. Acceptance of Purchase Order Report
Rationale

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

Submitted by: Cordelia Hardin

Attachments

Attachments
Recommended Motion

Acting Superintendent Martin Pollio recommends the Board of Education accept the attached report of purchase orders issued during the period of December 19, 2017, through January 8, 2018.

XI.Q. Acceptance of Voucher Report
Rationale

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

Submitted by: Cordelia Hardin

Attachment

Attachments
Recommended Motion

Acting Superintendent Martin Pollio recommends the Board of Education accept the attached report of vouchers paid during the period of December 19, 2017, through January 8, 2018.

XI.R. Acceptance of Donations, Grants, and Funding
Rationale

        

Recommended Motion

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.

XI.R.1. Acceptance of Donations and Small Grants
Rationale

This is a report of donations and small grants submitted to the Board of Education on January 23, 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

Attachment

Attachments
Recommended Motion

Acting Superintendent Martin Pollio recommends the Board of Education accept donations and small grants totaling $34,353.01 to be used as stated in the attachment.

XI.R.2. Acceptance of Donations from the Jefferson County Public Education Foundation
Rationale

Elizabeth Eifler donated $150 to Coleridge Taylor Elementary.

George & Basset donated $4,000 to the Dawson Orman FRYSC.

J. Graham Brown donated $125,000 for Community Data Specialist.

Schwab donated $4,000 to Chenoweth Elementary.

 

Submitted by:  Kristin Wingfeld

Recommended Motion

Superintendent Martin Pollio recommends the Board of Education accept funding totaling $133,150 from the rationale.

XI.S. Recommendation for Approval of Agreements
Recommended Motion

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

XI.S.1. Recommendation for Approval of Memorandum of Agreement with Crocus Academy Fegenbush to Expand Early Head Start Services to Additional Eligible Students
Rationale

The attached agreement allows for expansion of the Early Head Start Program for the second year. The District was approved for a five-year Head Start/Early Head Start grant through June 30, 2021, and received additional funding for the period July 1, 2016, – June 30, 2017, including:

  • $466,047 for the expansion of the Early Head Start program, approved on November 15, 2016.

The project directly supports strategy 1.1.6 of Vision 2020.

Submitted by: Dr. Coleman

Attachment


Attachments
Recommended Motion

Acting Superintendent Martin Pollio recommends the Board of Education approve the attached Memorandum of Agreement with Crocus Academy Fegenbush

XI.S.2. Recommendation for Approval of Memorandum of Agreement with Kentucky Department of Education for State Personnel Development Grant
Rationale

Approval of this agreement from the Kentucky Department of Education for State Personnel Development Grant will enable the Kentucky Special Education Cooperative staff to provide technical assistance and support to local education agency and state school within the Jefferson County Education Cooperative on the Learner Characteristics Inventory (LCI) and Participation Guidelines.  This training will allow schools to better determine appropriate placement of students in alternative assessment.

This agreement directly supports strategies 2.2.3 and 2.2.4 in Vision 2020.

There is no cost to the District associated with this agreement.

Submitted by: Dr. Carmen Coleman

Attachment

Attachments
Recommended Motion

Acting Superintendent Martin Pollio recommends the Board of Education approve the attached Memorandum of Agreement with Kentucky Department of Education and authorize the superintendent to sign same.

XI.S.3. Recommendation for Approval of Clinical Education Agreement with the University of Kentucky
Rationale

Approval of this agreement will allow University of Kentucky Doctorate of Nursing students to undertake clinical learning experiences with JCPS with emphasizes on strategic leadership, organizational/systems practice, financial and policy management. Mentorships through the District will allow review of program practices to help support the institution of high performing health services teams.

This agreement directly supports strategies 2.2.4 of Vision 2020.

There is no cost to the District associated with this agreement.

Submitted by: Dr. Carmen Coleman

Attachment

Attachments
Recommended Motion

Acting Superintendent Martin Pollio recommends the Board of Education approve the attached Clinical Education Agreement with the University of Kentucky and authorize the superintendent to sign same.

XI.T. Technical Correction to Board Policy: 09.425 Assault and Threats of Violence (First Reading)
Rationale

This policy was approved by the Board on January 9, 2018. At that time, it was noted that a technical correction was needed to change the “Code of Acceptable Behavior and Discipline” to the “Student Support and Behavior Intervention Handbook.” This amendment makes that correction.

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

Attachment

Attachments
Recommended Motion

Acting Superintendent Martin Pollio recommends the Board of Education receive the attached Board policy revision for first submission and reading.

XI.U. Recommendation of Approval of Board Policies - 03.11 Hiring (Certified Personnel) and 03.21 Hiring (Classified Personnel) (Second Reading)
Rationale

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

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

Attachments
Recommended Motion

Acting Superintendent Martin Pollio recommends the Board of Education approve Board Policies 03.11 Hiring (Certified Personnel) and 03.21 (Classified Personnel).

XI.V. Recommendation for Approval of Shortened School Day for Three Exceptional Child Education Students
Rationale

The Kentucky Administrative Regulations, as outlined in the Exceptional Child Education Policies and Procedures Manual, requires that a shortened school day and/or week be submitted to the Board of Education for approval. 

This Board action is subject to confidentiality requirements according to policies and procedures in Chapter 9 Confidentiality of Information. Following approval by the Board of Education, the 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 day and/or week; and
  • a copy of the physician's statement of the medical need.

Per regulations, the students are being identified as SSD216, SSD217, and SSD218 rather than by name.  Student SSD216 has a medical condition, with proper physician documentation, which requires a 3.5 hour 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.

Student SSD217 has a medical condition, with proper physician documentation, which requires a 3 hour 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.

Student SSD218 has a medical condition, with proper physician documentation, which requires a 2 hour, 21 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. Carmen Coleman

Recommended Motion

Acting Superintendent Martin Pollio recommends the Board of Education approve a shortened school day and/or week for three students in the Exceptional Child Education Program for the 2017-2018 school year.

XII. Board Planning Calendar
Rationale

Board members may review and offer suggestions for future Board meeting agendas during the Board Planning Calendar portion of regular Board meetings.

A list of selected Board of Education discussion agenda items has been compiled for use by the Board and administrative staff. The list includes activities for action and discussion. 

It is anticipated that staff will use this list to avoid scheduling conflicts, improve coordination and support of activities, enhance planning, and increase awareness of upcoming board meeting activities. 

Attachment

Attachments
Recommended Motion

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

Actions Taken

Order #27 - 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 Dr. Lisa Willner and a second by Dr. Christopher Kolb.

XIII. Committee Reports
Attachments
XIV. Board Reports
Rationale

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

XV. Executive Session (If Needed)
XVI. Action Item (If Needed)
XVII. Adjournment
Recommended Motion

A motion to adjourn the January 23, 2018, meeting of the Jefferson County Board of Education.

Actions Taken

Order #28 - Motion Passed:  A motion to adjourn the January 23, 2018, meeting of the Jefferson County Board of Education passed with a motion by Mr. Benjamin Gies and a second by Mrs. Stephanie Horne.