Welcome to the March 27, 2018, meeting of the Jefferson County Board of Education.

JCBE Meeting Videos

3 27 18 JCBE Meeting Audio

Please join us for our traditional moment of silence.

• 3 27 18 Meeting Notice
• 3 27 18 Agenda

Please join us for the Pledge of Allegiance.

Acting Superintendent Martin Pollio recommends the Board of Education receive the recognitions and resolutions for March 27, 2018.

Order #67 - Motion Passed:  Acting Superintendent Martin Pollio recommends the Board of Education receive the recognitions and resolutions for March 27, 2018. The recommendation passed with a motion by Mr. Benjamin Gies and a second by Mr. Chris Brady.

Jennifer Ferguson was selected from a national pool of more than 1,000 dancers to be featured in the national Dance Across the U.S.A. book, which is a coffee-table-style book highlighting the variety and beauty of both the United States and the dancers who live in it. She was the only dancer from Kentucky and 1 of 50 from across the country to be featured in the book. Jennifer was photographed at Cumberland Falls by master photographer Jonathan Givens.

Dance Across the U.S.A. was Mr. Givens’ passion project born from his desire to showcase the fabric of America, to shine a spotlight on the importance of dance, and to highlight the diversity that exists in both the physical landscape and in the dancers who make America their home. He celebrated the release of the book last December. 

Mr. Givens is a photographer specializing in the entertainment industry who began his career as a performer, and then a technician, choreographer, director, and designer. He later became the master carpenter for the Oprah Winfrey Show. Oprah encouraged him to pick up his camera, and the rest is history. 

Submitted by: Allison Gardner Martin

Acting Superintendent Martin Pollio recommends the Board of Education recognize Jennifer Ferguson, Farnsley Middle School student, for being selected to be featured in the national Dance Across the U.S.A. book.

Jonathan Joseph was selected as the Sixth Regional Finalist for the Secretary of State’s 2018 Outstanding Civic Education Leadership Award. The award recognizes any P–16 teacher, school administrator, educational leader, legislator, or community leader who has made notable contributions toward promoting or implementing civic learning to prepare Kentucky students to be engaged and responsible citizens. 

He was formally recognized for his outstanding commitment and efforts in Lexington at Rupp Arena’s midcourt during the 2018 Whitaker Bank/Kentucky High School Athletic Association (KHSAA) Boys’ Sweet Sixteen State Basketball Tournament. He was also presented with a plaque and a $250 award.

Submitted by: Allison Gardner Martin

Acting Superintendent Martin Pollio recommends the Board of Education recognize Jonathan Joseph, a teacher at Butler Traditional High School, as the Sixth Regional Finalist for the Secretary of State’s 2018 Outstanding Civic Education Leadership Award.

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.

• 3 27 18 Agenda

Acting Superintendent Martin Pollio recommends the Board of Education approve the agenda for March 27, 2018.

Order #68 - Motion Passed:  Acting Superintendent Martin Pollio recommends the Board of Education approve the agenda for March 27, 2018. The recommendation passed with a motion by Mrs. Linda Duncan and a second by Mr. Benjamin Gies.

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

The minutes of the March 13, 2018, regular meeting are presented for your review and approval.

Attachment

• 3 13 18 Minutes

Acting Superintendent Martin Pollio recommends the Board of Education approve the minutes of the March 13, 2018, regular meeting.

Order #69 - Motion Passed:  Acting Superintendent Martin Pollio recommends the Board of Education approve the minutes of the March 13, 2018, regular meeting. The recommendation passed with a motion by Dr. Christopher Kolb and a second by Mr. Chris Brady.

• Timeline

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

In preparation of the Tentative Budget, this preliminary list of budget requests for fiscal year 2018-19 is being submitted for the Board's approval. Amounts are subject to change.

The Tentative Budget will be submitted for Board approval in May.

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

Submitted by: Cordelia Hardin

Attachments

• FY19 Budget Funding Priorities 03 27 18
• FY19 Proposals 03 27 18

Acting Superintendent Martin Pollio recommends the Board of Education approve the attached Budget Priorities for fiscal year 2018-19.

Order #70 - Motion Passed:  Acting Superintendent Martin Pollio recommends the Board of Education approve the attached Budget Priorities for fiscal year 2018-19. The recommendation passed with a motion by Mrs. Stephanie Horne and a second by Mr. Benjamin Gies.

After several meetings with Jefferson County Board of Education Facilities Committee with input from parents, staff, and community members, the following changes will take place for the start of the 2018-19 school year.

The Phoenix School of Discovery will move to 502 Wood Road, the current location of the Mary Grace Jaeger Education Center.

The ESL Newcomer Academy Programs located at The Academy @ Shawnee, Iroquois High School, Gheens Education Center, and the Phoenix School of Discovery will be consolidated at 3741 Pulliam Drive, the current location of the Phoenix School of Discovery to create a single ESL Newcomer Academy.

The project directly supports Strategy 3.1.1 of Vision 2020.

Submitted by: Dr. Michael Raisor

Acting Superintendent Martin Pollio recommends the Board of Education approve the Changes for the facilities listed in the rationale to better service JCPS students.

Order #71 - Motion Passed:  Acting Superintendent Martin Pollio recommends the Board of Education approve the Changes for the facilities listed in the rationale to better service JCPS students. The recommendation passed with a motion by Mr. Benjamin Gies and a second by Dr. Lisa Willner.

The job descriptions for Chief of Human Resources, Chief of Schools, Chief of Staff, and General Counsel are submitted as new job descriptions effective March 27, 2018, and necessary for reorganization.

The job descriptions for Assistant Superintendent of Culture and Climate, Assistant Superintendent, Executive Administrator of Culture and Climate, and Executive Administrator of School Support (Elementary, Middle, High) are submitted as new job descriptions effective July 1, 2018, and necessary for reorganization.

The job descriptions for Chief Academic Officer, Chief Communications and Community Relations Officer, Chief Equity Officer, Chief of Data Management, Planning and Program Evaluation; Chief Operations Officer, and Chief Financial Officer have been revised and will be effective July 1, 2018.

Submitted by: Tiffeny Armour

Attachments

Revised 3/26/2018

• Job Descriptions-Final
• Job Descriptions - Markups

Acting Superintendent Martin Pollio recommends the Board of Education approve the attached job descriptions for Chief of Human Resources, Chief of Schools, Chief of Staff, General Counsel, Assistant Superintendent of Culture and Climate, Assistant Superintendent, Executive Administrator of Culture and Climate, Executive Administrator of School Support (Elementary, Middle, High), Chief Academic Officer, Chief Communications and Community Relations Officer, Chief Equity Officer, Chief of Data Management, Planning and Program Evaluation; Chief Operations Officer, and Chief Financial Officer.

Order #72 - Motion Passed:  Acting Superintendent Martin Pollio recommends the Board of Education approve the attached job descriptions for Chief of Human Resources, Chief of Schools, Chief of Staff, General Counsel, Assistant Superintendent of Culture and Climate, Assistant Superintendent, Executive Administrator of Culture and Climate, Executive Administrator of School Support (Elementary, Middle, High), Chief Academic Officer, Chief Communications and Community Relations Officer, Chief Equity Officer, Chief of Data Management, Planning and Program Evaluation; Chief Operations Officer, and Chief Financial Officer. The recommendation passed with a motion by Mr. Benjamin Gies and a second by Mrs. Stephanie Horne.

The attached organizational charts for Academic Programs, Administration, Adult and Continuing Education; Data Management, Planning and Program Evaluation Services Division; Diversity, Equity and Poverty Programs; Library Media Services, Materials Production, and Supply Services are submitted as revised organizational charts effective March 27, 2018.

The attached organizational chart for Business Services Division is submitted for deletion effective March 27, 2018.

The attached organizational charts for Academic Services Division and School Culture and Climate are submitted as revised organizational charts effective July 1, 2018.

The attached organizational chart for Academic School Division is submitted as a new organizational chart on March 27, 2018, and effective July 1, 2018.

The attached organizational charts for Academic School Division (Elementary Zone 1), Academic School Division (Elementary Zone 2), Academic School Division (Elementary Zone 3), Academic School Division (Middle Schools), Academic School Division (High Schools), Activities and Athletics, Human Resources Division, Administrator Recruitment and Development, Labor Management and Employee Relations, Human Resources Recruitment and Staffing, Human Resources Support Services, and Benefits are submitted as revised organizational charts on March 27, 2018, and effective July 1, 2018.

Submitted by: Tiffeny Armour

Attachments

• Org Charts_Final
• Org Charts_Markups
• Org Chart Funding Summary 03 27 18
• Organizational Review of the Jefferson County Public Schools
• Organizational Chart Proposal PowerPoint

Acting Superintendent Martin Pollio recommends the Board of Education approve the attached organizational charts.

Order #73 - Motion Passed:  Acting Superintendent Martin Pollio recommends the Board of Education approve the attached organizational charts. The recommendation passed with a motion by Mr. Benjamin Gies and a second by Mrs. Stephanie Horne.

This item was withdrawn prior to consideration by the Board.

Acting Superintendent Martin Pollio recommends the Board of Education approve the consent calendar for March 27, 2018.

Order #74 - Motion Passed:  Acting Superintendent Martin Pollio recommends the Board of Education approve the consent calendar for March 27, 2018. The recommendation passed with a motion by Mrs. Stephanie Horne and a second by Mr. Benjamin Gies.

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

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

Submitted by: Tiffeny Armour

Attachment

• Certified Leaves of Absence 03 27 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 03 27 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.

This is a report of field trip requests submitted to the Board of Education on March 27, 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.

The project directly supports strategy 3.1.1 of Vision 2020.

Submitted by: Dr. Michael Raisor

Attachments

• Field Trip Requests by Destination 3 27 18
• Field Trip Requests by School 3 27 18
• Field Trips Approved by Superintendent 3 27 18

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 includes work to remove and replace the existing fire alarm system with all new panels, devices, wiring, and conduits throughout the building.

On September 26, 2017, the Board of Education approved Kidwell Engineering and Design to prepare plans and specifications for Project 18-110.

The Kentucky Department of Education, Division of Facilities Management, reviewed the Application for a Building Project, plans and specifications, and approved the taking of bids.

Bids were received, publicly opened, and read aloud in the Office of Facility Planning on March 13, 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

• Rev BG-1 Audubon TES - Fire Alarm Panel Replacement

Acting Superintendent Martin Pollio recommends the Board of Education award a contract to Kentuckiana Electrical Services for Fire Alarm Replacement at Audubon Traditional Elementary School for the low base bid of $163,000; and approve the attached revised BG-1 form for $186,000.

This project will provide an elevator addition to meet the requirements of the Americans with Disabilities Act.

On July 25, 2017, the Board of Education approved Voelker Blackburn Niehoff Architects to prepare plans and specifications for Project 18-025.

The Kentucky Department of Education, Division of Facilities Management, reviewed the Application for a Building Project, plans and specifications, and approved the taking of bids.

Bids were received, publicly opened, and read aloud in the Office of Facility Planning on March 7, 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

Attachment

• Rev BG-1 TJMS - Elevator addition

Acting Superintendent Martin Pollio recommends the Board of Education award a contract to WPC Company, Inc. for New Elevator at Thomas Jefferson Middle School for the low base bid of $284,694; reject Alternate 1; and approve the attached revised BG-1 form for $328,000.

This project will include upgrading equipment and fixtures to meet plumbing, MSD, Building, Fire, and Health codes. Depreciated equipment or equipment no longer in use will be replaced/removed and the upgraded kitchen design will assist with efficiency and accessibility of equipment used to prepare over 100,000 meals each day. The list of schools is attached.

On September 12, 2017, the Board of Education approved Kidwell Engineering and Design to prepare plans and specifications for Project 18-095.

The Kentucky Department of Education, Division of Facilities Management, reviewed the Application for a Building Project, plans and specifications, and approved the taking of bids.

Bids were received, publicly opened, and read aloud in the Office of Facility Planning on March 6, 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

Attachment

• Rev BG-1 Food Service Phase 37 - Various Locations

Acting Superintendent Martin Pollio recommends the Board of Education award a contract to Hussung Mechanical Contractors, Inc. for Food Service Phase 37 at Various Schools for the low base bid of $228,991; approve Alternate 1 for a total bid of $287,341; and approve the attached revised BG-1 form for $1,483,914.

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

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

The project directly supports strategy 3.1.1 of Vision 2020.

Submitted by: Dr. Michael Raisor

Attachment

• Change Orders and Descriptions 3-27-18

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

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

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

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

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

Submitted by:  Cordelia Hardin

Attachment

• *Bid Tabulations, Contract Renewals, and Amendments_03 27 18
• Amendment - Automotive Bus Repair Parts & Services (Line Item)
• Amendment - Plumbing Supplies & Eqpt. (Line Item)
• Glass, Plastics & Glazing Compounds
• Locks & Miscellaneous Hardware
• Musical Instruments & Supplies
• RFP Spreadsheet for Board Agenda.

Acting Superintendent Martin Pollio recommends the Board of Education approve the following bid tabulations, contract renewals, and amendments:
•Locks & Miscellaneous Hardware;
•Musical Instruments & Supplies;
•Glass, Plastics & Glazing Compounds;
•Contract Renewal - Athletic Field Marking Paint;
•Contract Renewal - Uniforms for Students;
•Contract Renewal - Agenda Books (Elementary, Middle & High School);
•Amendment - Automotive/Bus Repair Parts & Services (Line Item); and
•Amendment Plumbing Supplies & Eqpt. (Line Item).

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

• List of Contracts 03 27 18
• 01 Electrify Your Strings, Inc.

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

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 $4.5 million in professional services contracts, more than $3 million, or 66 percent, was submitted by Academic Services.

Submitted by: Cordelia Hardin 

Attachment

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

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

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

Submitted by: Cordelia Hardin

Attachments

• Financial Report
• Munis Report
• Notes of Interest

Acting Superintendent Martin Pollio recommends the Board of Education receive the attached Monthly Financial Report for period ended February 28, 2018.

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

Submitted by: Cordelia Hardin

Attachments

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

Acting Superintendent Martin Pollio recommends the Board of Education accept the attached report of purchase orders issued during the period of February 26 through March 12, 2018.

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

Acting Superintendent Martin Pollio recommends the Board of Education accept the attached report of vouchers paid during the period of February 26 through March 12, 2018.

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 March 27, 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 less than $50,000.

Submitted by: Dr. Dena Dossett

• Donations and Small Grants Report March 27 2018 Donor Order
• Donations and Small Grants Report March 27 2018 Location Order

Acting Superintendent Martin Pollio recommends the Board of Education accept donations and small grants totaling $44,784.81 to be used as stated in the attachment.

Grant funding will help Western Middle School for the Arts create a fully functioning sound design lab to expand music and theater education programs during the school day and provide opportunities for students and the community to experience student-generated work.

Funding will be used to purchase equipment such as speakers, mixer, and amplifier.

This project aligns with strategies 1.1.1 and 1.1.7 in Vision 2020. There is no obligation for the District beyond August 29, 2018.

Submitted by: Dr. Carmen Coleman

Attachment

• American Wing Theatre Grant

Acting Superintendent Martin Pollio recommends the Board of Education accept funding totaling $18,220 from the American Theatre Wing and authorize the acting superintendent to sign the attached grant agreement.

Project Science, Math and the Right Technology (SMART) is designed to provide teenage mothers with access to advanced technology, real-world experiences, and job shadowing opportunities in and outside the classroom in order to enhance their academic skills in math, science, and technology.

Funding will be used to update technology and supplies for resume building and creating college applications. This project will provide students with an exposure to technical and career trade schools and institutions of higher education while aiding them in obtaining the skills necessary to pursue a postsecondary degree.

This funding directly supports strategy 1.1.7 in Vision 2020. There is no obligation to the district beyond June 30, 2018.

Submitted by: Dr. Carmen Coleman

Attachment

• Amended SMART Contract
• Original SMART Contract

Acting Superintendent Martin Pollio recommends the Board of Education accept $26,866.13 from the Kentucky Department of Education for the Georgia Chaffee Teenage Parent Program and authorize the acting superintendent to sign the attached contract.

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

Catskill Hudson Area Health Education Center is requiring the attached MOA acknowledging that their copyrighted Scrubs Club Health Careers curriculum be signed before their curriculum can be purchased. The Office of College and Career Readiness is proposing to purchase the Scrubs Club: Pathways to Health Careers program for the following high schools that have a health sciences career pathways:

Butler Traditional High School

Central High Magnet Career Academy

Doss High School

Fairdale High School

Marian C. Moore School

Pleasure Ridge Park High School

Seneca High School

The Academy @ Shawnee

Valley High School

Waggener High School

The Scrubs Club Health Careers curriculum enhances high school students’ knowledge of health occupations to encourage them to consider a health career and complete their high school education and continue to postsecondary studies or vocational training in health occupations. The total cost of the Scrubs Club Health Career curriculum which includes lesson plans and a toolkit for teachers is $18,000.

This project aligns with strategies 1.1.1 and 1.1.2 in Vision 2020.

Submitted by: Dr. Carmen Coleman

Attachment

• Catskill Hudson AHEC

Acting Superintendent Martin Pollio recommends the Board of Education approve the attached Memorandum of Agreement for Catskill Hudson Area Health Education Center and authorize the acting superintendent to sign.

The Office of College and Career Readiness has worked with Walgreens to provide “clinical” experiential learning opportunities to allow students a deeper learning opportunity at:

• Central High School Magnet Career Academy

• Marian C. Moore School

• Valley High School

• Waggener High School

Services provided allow participants to obtain practical experience in a location in accordance with Walgreens experiential guidelines. Participants will be able to work alongside certified pharmacy technicians under the supervision of a pharmacist reinforcing knowledge and skills required to be successful on the ExCPT pharmacy technician certification for transition readiness. It is the practice of Walgreens corporate office to sign the MOA after it is signed by JCPS.

There is no cost to JCPS for this agreement.

This project aligns with strategies 1.1.1 and 1.1.2 in Vision 2020.

Submitted by: Dr. Carmen Coleman

Attachment

• Walgreens Agreement

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

External support/booster organizations are adult/parent organizations established to promote school programs or complement student groups or activities, (i.e., PTA, PTO, booster organizations, etc.).

An external support/booster organization's purpose is to promote school programs, student groups, or activities at schools. Although external support/booster organizations work very closely with the District, they are separate legal entities and are responsible for adherence to IRS guidelines and Title IX regulations.

Pursuant to Kentucky Department of Education Accounting Procedures for the Kentucky School Activity Funds Redbook Incorporated by Reference 702 KAR 3:130, external support/booster organizations must receive local board approval to establish, lend support, seek assistance, or fundraise in the name of the district, school, students, or a district or school program.

In addition to each school having a PTA/PTSA/PTO, the External Support/Booster Organizations listed in the attachment request Board approval and have submitted appropriate documentation as required under the External Support/Booster Organizations' General Guidelines of the Redbook.

The organizations' officers are solely responsible for ensuring that their group is in compliance with District policies, external support/booster organization guidelines in the Redbook, and state and federal regulations.

This recommendation supports Focus Areas Two and Three of JCPS Vision 2020.

Submitted by: Dr. Carmen Coleman

Attachment

• External Support_Booster 2018 List

Acting Superintendent Martin Pollio recommends the Board of Education approve the attached External Support/Booster Organizations as required by state regulation.

Per KAR 3:130, the Board of Education is required to approve all school fees, and all fees remain in effect until modified or removed by Board resolution. These fees have been set by the school, and the use of these fees is overseen by each school’s School-Based Decision Making Council. Fees generally are due at registration prior to the beginning of each school year, although schools will work with parents if a payment plan is needed.

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

With guidance from the Principal Communications Committee and principal sub-committees that took place in 2016, information regarding school fees for the 2018-19 school year was collected from all schools using the following standards: 

Elementary School

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

Middle School

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

High School

• Supplementary materials for English, math, science, social studies: no more than a combined fee of $40 for the four required core content areas (including technology supplies, calculator batteries, subscriptions, etc.)
• Non-core subjects/electives: no more than $65 per course. Schools are required to provide an explanation of non-core subject/elective course fees (including PE) in the Course Catalog and/or Fee Sheet.
• Operational fees: no more than $10 for operational fees (including locker fee, ID card, agenda book/planner, PE lock, etc.)
• Parking:  no more than $20 (unless this activity is a fundraiser)
• AP/PSAT/IB/Industry Certifications/Cambridge/Dual Credit testing fees are determined by the company/organization and are separate from school fees. Students enrolled in these courses are expected to pay the fees.

All Grade Levels

• Students enrolled in Band or Orchestra courses may be charged a $40 instrument rental fee.

Middle and High Schools

• Middle and High School students participating in sports will be charged a $20 student insurance fee ($5 tryout fee/$15 upon making a team).

This recommendation supports Focus Area Two of JCPS Vision 2020.

Submitted by: Dr. Carmen Coleman

Attachments

• 2018-19 Fee Spreadsheet_Extracurricular Sports and Activities
• 2018-19 Fee Spreadsheet_School Fees

Acting Superintendent Martin Pollio recommends the Board of Education remove all existing school fees and approve the attached list of school fees.

United States Department of Agriculture (USDA) has recently provided additional guidance to state agencies regarding their responsibility in ensuring that School Food Authority (SFA) comply with procurement requirements in Program regulations. KDE is now requiring each SFA to submit a Procurement Plan. The Procurement Plan will be reviewed by the state agency as part of its federal Administrative Review Process.

The attached plan identifies the approved procurement methods implemented to provide food, equipment, supplies, and services for the child nutrition programs implemented by School and Community Nutrition Services.

Submitted by: Dr. Michael Raisor

Attachment

• Procurement SFA Plan-updated

Acting Superintendent Martin Pollio recommends the Board of Education approve the attached School and Community Nutrition Services (SCNS) Procurement Plan updates listed on pages 8 and 9.

The Carl D. Perkins Career and Technical Education Improvement Act of 2006 is designed to expand services for students enrolled in career and technical education programs.

Each school district eligible to receive funding from this Act must submit an application to the Division of Career and Technical Education by May 1, 2018. The budget request is for fiscal year 2018-19. Funding received for fiscal year 2017-18 was $1,275,794.

Once approved, the District will submit the funding assurances and online grant application to the Kentucky Department of Education.

This project supports Vision 2020 strategy 1.1.1 Adopt a broader definition of learning.

Submitted by: Cordelia Hardin

Attachment

• Perkins Career and Tech Ed Assurances

Acting superintendent Martin Pollio recommends the Board of Education approve the attached Carl D. Perkins Career and Technical Education District Funding Assurances.

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

The refunding application for a proposed 2018-19 budget of $15,656,047 will include the attached 2018-19 Continuation Application Narrative, Training and Technical Assistance Plan 2018-19, and Financial Summary. Continuation of the funding will enable Head Start/Early Head Start to provide both Education and Comprehensive (Health and Family Engagement) Services to 1,435 Jefferson County Head Start and Early Head Start children and their families.

For the 2018-19 school year, the Early Childhood Department proposes two changes to the scope of Head Start and Early Head Start programs.

• Early Childhood will restructure its combined Head Start and state-funded preschool programs. The programs will have separate classrooms so that each program’s standards can be maintained with high fidelity. This restructuring results in 68 classrooms that follow Head Start Program Performance Standards and allows for more efficient monitoring of program quality than our current number of Head Start classrooms (159).

• Early Childhood will reduce its Early Head Start enrollment from 232 children to 116. This reduction addresses budget deficits created by a federally mandated increase in service hours and increased fringe benefit costs.  

Head Start and Early Head Start programs align with the Jefferson County Public Schools Vision 2020 strategy 1.1.6 to strengthen early childhood education.

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

Submitted by: Dr. Carmen Coleman

Attachment

• 2018-19 Head Start Early Head Start
• Continuation Application Narrative 2018-19
• Financial Summary
• Training and Technical Assistance Plan 2018-19

Acting Superintendent Martin Pollio recommends the Board of Education approve the submission of the 2018-19 Head Start/Early Head Start Refunding Proposal.

This item was withdrawn prior to consideration by the Board.

This item was withdrawn prior to consideration by the Board.

The proposed policies were received for first reading by the Board of Education on March 13, 2018.

Each year, the Kentucky School Boards Association (KSBA) 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 the KSBA, District staff and General Counsel. The proposed language, highlighted in yellow and green, is recommended by the Board Policy Committee which discussed these policies at their meeting held on March 5, 2018.

The following policies are attached for approval:

09.4361 - Police Interrogations and Investigations

03.11 - Hiring (Certified)

03.21 - Hiring (Classified)

04.31 - Fiscal Accounting and Authority to Encumber/Expend Funds

01.821 - Board Member Compensation and Expenses

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

Attachment

• Board Policies for Board Approval

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

The 2018 graduation schedules provide that no graduation will be conducted prior to the student last day. Option 1 will remain in effect pending no more school closings due to inclement weather after Board approval on March 27, 2018. Option 2 adds one day and is in effect if there is no more than one school closing due to inclement weather.

This proposal supports Vision 2020 Strategies 3.2.1 Engage with Families and 3.2.4 Listen and respond to stakeholders.  

Submitted by: Dr. Carmen Coleman

Attachment

• 2018 Graduation Schedules for Board Approval 3.27.18

Acting Superintendent Martin Pollio recommends the Board of Education approve the attached 2018 graduation schedules Option 1 and Option 2.

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

• 3 27 18 Planning Calendar

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

Order #75 - 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. Christopher Kolb and a second by Mrs. Linda Duncan.

• Horne Peer District Comparison

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

A motion to adjourn the March 27, 2018, meeting of the Jefferson County Board of Education.

Order #76 - Motion Passed:  A motion to adjourn the March 27, 2018, meeting of the Jefferson County Board of Education passed with a motion by Mr. Benjamin Gies and a second by Dr. Lisa Willner.