Welcome to the October 16, 2018, meeting of the Jefferson County Board of Education.

JCBE Meeting Videos

10 16 18 JCBE Meeting Audio

Please join us for our traditional moment of silence.

• 10 16 18 Agenda
• 10 16 18 Meeting Notice

Please join us for the Pledge of Allegiance.

Superintendent Martin Pollio recommends the Board of Education receive the recognitions and resolutions for October 16, 2018.

Order #681 - Motion Passed:  Superintendent Martin Pollio recommends the Board of Education receive the recognitions and resolutions for October 16, 2018. The recommendation passed with a motion by Mr. Benjamin Gies and a second by Mr. Chris Brady.

On September 14, 2018, JCPS bus driver Denise Mansfield suffered a medical emergency while driving students to school on bus number 1225.

Within seconds, Seneca High Students Javon Grundy, Shikita Scott, A Niyah Goldsberry, and Jade Carter sprang into action. One student radioed the bus compound from the bus radio for assistance while others called 911. They also safely removed Ms. Mansfield from her seat, laying her on her back in the aisle and placed cool water on her forehead and waited for emergency personnel to arrive.

After a brief stay in the hospital, we are happy to report that Ms. Mansfield’s condition has improved. She surprised the students at school a few days later, thanking them for their efforts to help her, saying: “If it wasn’t for you, I wouldn’t be standing here today."  

Superintendent Martin Pollio recommends the Board of Education receive the recognition of Seneca High School students Javon Grundy, Shikita Scott, A Niyah Goldsberry, and Jade Carter for saving the life of their bus driver.

During the 2017-18 school year, Meyzeek Middle School students Luke Mo, Shraman Kar, and Shreyas Kar participated in the Broadcom MASTERS, the nation’s premier STEM competition for middle school students. All three students were selected as having the Top 300 middle school science and engineering projects in the United States from 2,537 entrants.

On September 18, Shreyas Kar, now a freshman at duPont Manual High School, was selected as a Top 30 finalist in the competition.

He will travel to Washington, D.C. the week of October 19, where he and other students will participate in a rigorous competition that leverages Project-based Learning to test and demonstrate their mastery of 21st Century skills of critical thinking, communication, creativity, and collaboration in each of the STEM areas. He and other students will also meet with government officials and showcase their projects for the public during a free event at the National Geographic Society on October 20 from 1-4 p.m. Winners will be named during an awards ceremony on October 23 at the Carnegie Institution for Science.

Submitted by: Renee Murphy

Superintendent Martin Pollio recommends the Board of Education receive the recognition of Meyzeek Middle School students Shraman Kar and Luke Mo and duPont Manual High School student Shreyas Kar.

Frederick Law Olmsted Academy South has been named a nationally certified magnet school by Magnet Schools of America (MSA), the national association for magnet and theme-based schools.

Olmsted South was among 21 schools located in 12 states to successfully complete a rigorous nine-month evaluation process and demonstrate through evidence, reflection, and strategic action that it has implemented the best practices set forth in MSA’s Magnet School Standards of Excellence. 

The national certification process is based on the Standards of Excellence and the five pillars of magnet schools: diversity, innovative curriculum and professional development, academic excellence, high-quality instructional systems, and family and community partnerships.

To become nationally certified, Olmsted South submitted a detailed application and participated in a rigorous evaluation process, which required the school to submit evidence demonstrating how it meets each of the multiple indicators within the Standards of Excellence. This included providing specific examples of how the school is promoting school diversity, closing the achievement gap, integrating a theme-based curriculum throughout the school day, and encouraging parent and community involvement.

Olmsted South is Kentucky’s only all-girl academy that focuses on building the academic capacity of young women through a fully integrated STEAM curriculum that is available to all students.

The school will be recognized during a ceremony held at Magnet Schools of America’s 37th National Conference in Baltimore, Maryland in April of 2019. The school will also receive a National Certification banner and a medallion and electronic seal to place on its website and other school materials to publicize this new distinction.

Submitted by: Renee Murphy

Superintendent Martin Pollio recommends the Board of Education receive the recognition for Olmsted Academy South being named a nationally certified magnet school by Magnet Schools of America.

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.

• 10 16 18 Revised Agenda

Superintendent Martin Pollio recommends the Board of Education approve the agenda for October 16, 2018.

Order #682 - Motion Passed:  A motion to withdraw agenda item X.S.2. and approve the agenda as amended passed with a motion by Mrs. Stephanie Horne and a second by Dr. Lisa Willner.

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 September 25, 2018, regular meeting are presented for your review and approval.

Attachment

• 9 25 18 Minutes

Superintendent Martin Pollio recommends the Board of Education approve the minutes of the September 25, 2018, regular meeting.

Order #683 - Motion Passed:  Superintendent Martin Pollio recommends the Board of Education approve the minutes of the September 25, 2018, regular meeting. The recommendation passed with a motion by Dr. Christopher Kolb and a second by Mrs. Linda Duncan.

All persons who wish to address the Board regarding items on the Board Agenda shall be permitted to speak prior to persons wishing to speak regarding non-agenda items.

A maximum of forty-five (45) minutes shall be allocated for Agenda Item VII.

Speakers who were unable to be accommodated under Agenda Item VII. due to the time limitation may address the Board under Agenda Item XIV. 

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.

The 2019 Regular Session of the Kentucky General Assembly convenes on Tuesday, January 9, 2019. Jefferson County Public Schools functions within the statutory framework established by General Assembly, so the actions of the legislature have a significant impact on the district’s work.

The Board received an Information Item regarding the 2019 Legislative Agenda at the September 25, 2018, Board meeting

Submitted by: Amy Dennes

• 2019 Legislative Agenda v4

Superintendent Martin Pollio recommends the Board of Education approve the 2019 JCPS Legislative Agenda.

Order #684 - Motion Passed:  Superintendent Martin Pollio recommends the Board of Education approve the 2019 JCPS Legislative Agenda. The recommendation passed with a motion by Mr. Chris Brady and a second by Mr. Benjamin Gies.

In accordance with Board Policy 08.3 and KRS 158.070, the District Calendar Committee was composed of representatives from Board districts, local schools, employee unions, central office departments, community members representing business and the tourist industry, and the 15th District PTA developed the attached calendars.

The Calendar Committee held its first meeting on February 20, 2018, with an additional meeting on September 6, 2018. With recommendations from that meeting, the calendars were proposed and vetted by the committee on September 20, 2018.

The highlights of both calendars include a mid-August start date, a small fall break in October, a winter break, a spring break, two (2) built-in make-up days, and an end date that accommodates testing windows for Advanced Placement and state testing.

The proposed 2019-20 and 2020-21 JCPS School Calendars will be recommended for approval by the Board at its October 30, 2018, meeting.

Submitted by: Dr. Michael Raisor

Attachments

• Draft 2019-20 School Calendar
• Draft 2020-21 School Calendar

Superintendent Martin Pollio recommends the Board of Education receive information concerning the proposed 2019-20 and 2020-21 School Calendars.

Order #685 - Motion Passed:  Superintendent Martin Pollio recommends the Board of Education receive information concerning the proposed 2019-20 and 2020-21 School Calendars. The recommendation passed with a motion by Mr. Chris Brady and a second by Mr. Benjamin Gies.

On September 26, 2018, the Kentucky Department of Education released district and school results for the state’s assessment system for the 2017–18 school year.

The district and schools did not receive an overall score or star rating. However, schools were classified as “Comprehensive Support and Improvement” (CSI) and “Targeted Support and Improvement” (TSI) schools.

This report will review the district results on the individual components of Proficiency, Separate Academic Indicator, Growth, Transition Readiness, and Graduation Rate. The report will also (1) summarize positive trends and areas for growth and (2) identify next steps for our Accelerated Improvement schools.

• 2017-18 State Accountability Results and Accelerated Improvement Schools

Superintendent Martin Pollio recommends the Board of Education receive a report on the 2017-18 State Accountability Results

Order #686 - Motion Passed:  Superintendent Martin Pollio recommends the Board of Education receive a report on the 2017-18 State Accountability Results. The recommendation passed with a motion by Mrs. Stephanie Horne and a second by Dr. Lisa Willner.

Superintendent Martin Pollio recommends the Board of Education approve the consent calendar for October 16, 2018.

Order #687 - Motion Passed:  A motion that the Board of Education approve the consent calendar for October 16, 2018, minus items X.X and X.Y. passed with a motion by Mrs. Stephanie Horne and a second by Mr. Chris Brady.

Order #688 - Motion Passed:  A motion to approve the appointment of Dr. Sarah Moyer for a term ending June 30, 2020; and Dr. Louis Adams-Rodgers and Mr. Pedro Bryant for terms ending June 30, 2019, on consent item X.X. Recommendation for the Approval of the Appointment of Members to the Audit and Risk Management Advisory Committee passed with a motion by Mrs. Stephanie Horne and a second by Mrs. Linda Duncan.

Order #689 - Motion Passed:  A motion to approve the appointment of Dr. Vicki Phillips for a term ending June 30, 2020, on consent item X.X. Recommendation for the Approval of the Appointment of Members to the Audit and Risk Management Advisory Committee passed with a motion by Mrs. Stephanie Horne and a second by Mrs. Linda Duncan.

Order #690 - Motion Passed:  A motion that the Board of Education accept the appointment of Kevin C. Brown to the position of General Counsel of the Jefferson County Public Schools passed with a motion by Mrs. Stephanie Horne and a second by Dr. Lisa Willner.

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: Jimmy Adams

Attachment

• Personnel Actions 10 16 18

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

The attached job descriptions are submitted to create better efficiency in the District.

Submitted by: Cordelia Hardin

Attachments

• Deleted_Job_Descriptions_10-16-18
• Job_Descriptions_New_10-16-18
• Job_Descriptions_Revised_Finals_10-16-18
• Job_Descriptions_Revised_Markups_10-16-18

Superintendent Martin Pollio recommends the Board of Education approve the attached job descriptions.

The attached organizational charts are submitted to create better efficiency in the District.

Submitted by: Cordelia Hardin

Attachments

• Organizational Charts 10 16 18
• Organizational Charts with Notes 10 16 18
• Summary of Organizational Changes 10 16 18

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

This is a report of field trip requests submitted to the Board of Education on October 16, 2018.

Administrative Regulation 702 KAR 5:060 requires 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 09.36 Field Trips.

Submitted by: Dr. Michael Raisor

Attachments

• Field Trip Request by Destination October 16 2018
• Field Trip Request by School October 16 2018
• Field Trips Approved by Superintendent October 16, 2018

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 consists of replacing two poles and associated lights.

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

• BG-1 Churchill Park - Site Lighting

Superintendent Martin Pollio recommends the Board of Education approve the project, the assignment of Kidwell Engineering and Design as the architect/engineer, and the BG-1 form for the Site Lighting Replacement at Churchill Park School, for an estimated project cost of $48,200.

This project will consist of replacing the existing exterior lights, poles, and wires.

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

• BG-1 Coral Ridge ES - Site Lighting Replacement

Superintendent Martin Pollio recommends the Board of Education approve the project, the assignment of Kidwell Engineering and Design as the architect/engineer, and the BG-1 form for the Site Lighting Replacement at Coral Ridge Elementary School, for an estimated project cost of $296,500.

This project will consist of removing existing rubber surface, filling any cracks, resurfacing with new rubber surfacing, and striping.

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.

Attachment

• BG-1 Fairdale HS - Track Resurfacing

Superintendent Martin Pollio recommends the Board of Education approve the project, the assignment of Jefferson County Public Schools as the architect/engineer, and the BG-1 form for the Track Resurfacing and Striping at Fairdale High School, for an estimated project cost of $170,000.

This project will consist of repairing deficiencies found in the stage rigging.

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

• BG-1 Johnson TMS - Stage Rigging Repair

Superintendent Martin Pollio recommends the Board of Education approve the project, the assignment of Structural Services, Inc. as the architect/engineer, and the BG-1 form for the Stage Rigging Repair at Johnson Traditional Middle School, for an estimated project cost of $41,425.

This project will consist of renovating an existing classroom into a culinary arts training room. A hood, a three compartment sink, a hand sink and connections for new cooking equipment.

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.

• BG-1 Iroquois HS - Culinary Arts Reno

Superintendent Martin Pollio recommends the Board of Education approve the project, the assignment of CMTA, Inc. as the architect/engineer, and the BG-1 form for the Culinary Arts Renovation at Iroquois High School, for an estimated project cost of $362,000.

Jefferson County Public Schools Food Service Phase 38 scope includes 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.

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.

• BG-1 Food Service Phase 38 - Various Schools
• Phase 38 List of Schools

Superintendent Martin Pollio recommends the Board of Education approve the project, the assignment of Kidwell Engineering and Design as the architect/engineer, and the BG-1 form for Food Service Phase 38 at Various Schools, for an estimated project cost of $848,625.

This project will replace the boiler in the Technology Addition.

On August 7, 2018, the Board of Education approved Kerr-Greulich Engineers to prepare plans and specifications for Project 19-009.

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 September 19, 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 Southern HS - Boiler Replacement

Superintendent Martin Pollio recommends the Board of Education award a contract to Intertech Mechanical Services, Inc. for Boiler Replacement at Southern High School for the low base bid of $94,000; and approve the attached revised BG-1 form for $165,500.

On July 25, 2017, the Board of Education approved McCulloch Associates Architects to prepare plans and specifications for Project 18-015.

On February 13, 2018, the Board of Education approved awarding a contract to Tecta America Kentucky for $155,800.

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 Fairdale HS - Partial Roof Replacement

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

On July 25, 2017, the Board of Education approved Luckett & Associates to prepare plans and specifications for Project 18-027.

On March 13, 2018, the Board of Education approved awarding a contract to Martin Construction Co. for $249,000.

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 J. Graham Brown School - Window Replacement Ph I

Superintendent Martin Pollio recommends the Board of Education approve the attached revised BG-1 form for Window Replacement Phase I at J. Graham Brown School.

On January 9, 2018, the Board of Education approved Shrout, Tate, Wilson Engineers to prepare plans and specifications for Project 18-226.

On April 24, 2018, the Board approved awarding a contract to Meiners Electric as the low bidder.

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

The project directly supports strategy 3.1.1 of Vision 2020.

Submitted by: Dr. Michael Raisor

Attachment

• BG-4 Wheeler ES - Site Lighting Replacement

Superintendent Martin Pollio recommends the Board of Education approve the contract completion, the attached BG-4 form, and final payment to Meiners Electric for Site Lighting Replacement at Wheeler Elementary School for a total construction cost of $225,679.

On June 13, 2017, the Board of Education approved CMTA, Inc. to prepare plans and specifications for Project 17-291.

On August 22, 2017, the Board approved awarding a contract to EH Construction, LLC 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

• BG-4 PRP HS - Welding Lab

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 a Welding Lab at Pleasure Ridge Park High School for a total construction cost of $189,814.90.

On September 12, 2018, the Board of Education approved the contract completion and BG-4 form for Beck Studios, Inc.

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

Submitted by: Dr. Michael Raisor

Attachments

• BG-5 Stage Rigging Repair Various 2018

Superintendent Martin Pollio recommends the Board of Education approve the attached BG-5 form for Stage Rigging Repairs at Atherton High School and Olmsted Academy North.

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 10-16-18

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_10 16 18
• Amendment on Electrical Supplies & Lighting (Line Item)
• Amendment on Flashlights, Batteries, Etc.
• Amendment on HVAC-R Supplies & Equipment
• Automotive Glass (Line Item)
• Bus Technology (Installation, Repair & Maintenance)
• Controls For Heating & AC
• First Aid Supplies
• Laminator Repair Service
• Paint & Related Items
• RFP Spreadsheet for Board Agenda.
• Road Salt
• School Bus Mobile Digital Video Camera Mobile DVR System
• Tile & Related Items (Including Installation & Removal)
• Water Filter Replacement Cartridges (SCNS)

Superintendent Martin Pollio recommends the Board of Education approve the following bid tabulations, contract renewals, and amendments:
•Controls for Heating & A/C;
•Tile & Related Items (Including Installation & Removal);
•Paint & Related Items;
•Bus Technology (Installation, Repair & Maint.);
•School Bus Mobile Digital Video Camera (Mobile DVR System);
•Road Salt;
•Automotive Glass (Line Item);
•Laminator Repair Service;
•Water Filter Replacement Cartridges (SCNS);
•First Aid Supplies;
•Contract Renewal on Asbestos Air Monitoring, Lab Analysis Services & Lead Testing;
•Contract Renewal on Snow Removal Service;
•Contract Renewal on Printing: Laser Checks, Laser Receipts and Printed Deposit Tickets;
•Amendment on Electrical Supplies & Lighting (Line Item);
•Amendment on HVAC-R Supplies & Equipment; and
•Amendment on Flashlights, Batteries, Etc.

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 10 16 18
• 01 Strothman & Company PSC
• 02 Commonwealth Theatre Center
• 03 Jacqueline S. Spaulding
• 04 University of Louisville Research Foundation, Inc.
• 05 Kentucky Shakespeare
• 06 Larry Elliott
• 07 Squallis Puppeteers
• 08 Drama by George, LLC
• 09 Mobile Ed Productions
• 10 River City Drum Corp Cultural Arts Institute, Inc.

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

This agenda item 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

• Orders of the Treasurer-Invoices

Superintendent Martin Pollio recommends the Board of Education accept the attached Orders of the Treasurer-Invoices paid and to be paid for period of September 13 through October 3, 2018.

This agenda item 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

• Orders of the Treasurer-Purchase Orders by Department
• Orders of the Treasurer-Purchase Orders by Vendor

Superintendent Martin Pollio recommends the Board of Education accept the attached Orders of the Treasurer-Purchase Orders issued during the period of September 13 through October 3, 2018.

This agenda item 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

• Orders of the Treasurer-Vouchers

Superintendent Martin Pollio recommends the Board of Education accept the attached Orders of the Treasurer-Vouchers paid during the period of September 13 through October 3, 2018.

This report is provided to the Board per KRS 160.560 and Board Policy 04.31 Fiscal Accounting and Reporting and supports Vision 2020 Strategy 3.1.4 Ensure responsible stewardship of resources.

Submitted by: Cordelia Hardin

Attachments 

• Notes of Interest - September 2018
• September 2018 Board Financial Report
• September 2018 Munis Report

Superintendent Martin Pollio recommends the Board of Education receive the attached Monthly Financial Report for period ended September 30, 2018.

This report is provided to the Board per JCPS Policy 04.36 Investments and supports Vision 2020 Strategy 3.1.4 Ensure responsible stewardship of resources. 

Submitted by: Cordelia Hardin

Attachment

• Quarterly Investment Report 09 30 18

Superintendent Martin Pollio recommends the Board of Education receive the attached Quarterly Report of Investment Performance for the quarter ended September 30, 2018.

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 October 16, 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 October 16 2018 Donor Order
• Donations and Small Grants Report October 16 2018 Location Order

Superintendent Martin Pollio recommends the Board of Education accept donations and small grants totaling $128,149.69 to be used as stated in the attachment.

Catholic Charities agrees to provide funding not to exceed $32,680 for JCPS Adult and Continuing Education to provide instructors, standard instructional materials, assessment fees, and resource assistance from October 17, 2018, through September 30, 2019.

JCPS Adult and Continuing Education will provide on-site English as a Second Language (ESL) literacy class for Catholic Charities at the St. Anthony’s location. JCPS Adult and Continuing Education will provide an In-Kind contribution of one additional 12-hour per week class and one instructional assistant at no cost to Catholic Charities. Any additional funds needed to execute this agreement will be provided by the Kentucky Adult Education (KYAE) Grant. This grant does not obligate the District financially, nor is there any direct cost.

Instructors will be required to attend quarterly meetings with the Case Management staff. Catholic Charities will be invoiced $55 per hour per instructor, not to exceed $1,000.

The Office of Refugee Resettlement will pay JCPS Adult and Continuing Education $32,680 which includes $31,680 for classes, and $1,000 for staff to attend quarterly meetings.

This agreement aligns with the District’s Vision 2020 Strategy 1.1.7 by providing students with the opportunity to gain English speaking skills needed to increase student success and become employable contributing members of the community. 

Submitted by: Dr. Carmen Coleman

Attachment  

• Letter of Mutual Understanding

Superintendent Martin Pollio recommends the Board of Education accept funding from Catholic Charities and authorize the superintendent to sign the attached Letter of Mutual Understanding for Collaboration.

NCFL (National Centers for Family Learning) donated $80,250 to Dawson Orman and Slaughter Elementary to support Louisville Family Learning Program.

Community Foundation of Louisville donated $8.000 to support students at Johnsontown Road Elementary.

GE Donated $10,000 for the Skills USA Program.

Submitted by: Dr. Carmen Coleman

Superintendent Martin Pollio recommends the Board of Education accept funding totaling $98,250 from the Jefferson County Public Education Foundation to be used as stated in the rationale.

The Greater Louisville Workforce Development Board, Inc. dba KentuckianaWorks will provide funding in the amount of $44,532.59 to JCPS Adult and Continuing Education to support the Kentucky Youth Career Center [KYCC-COMPASS ROSE]

The purpose of this initiative is to provide education, training, workforce development, job placement, community service, restorative justice projects, and legal aid services to court involved, at-risk youth ages 18 to 24 years old.

Funds will cover salaries, fringe benefits, supplies, and travel expenses of existing Kentucky Youth Career Center Staff.

The term of this contract is October 17, 2018, through June 30, 2019. This program aligns with the District’s Vision 2020 Strategies 1.1.5 and 1.1.7.  This grant does not obligate the District financially, nor is there any direct cost.

Submitted by: Dr. Carmen Coleman

Attachment

• Compass Rose Agreement

Superintendent Martin Pollio recommends the Board of Education accept funding in the amount of $44,532.59 from KentuckianaWorks and authorize the superintendent to sign the attached agreement.

Louisville/Jefferson County Metro Government and JCPS jointly fund several programs operated within the District that benefit students and families in Jefferson County.

Neighborhood Place is a Partnership between Kentucky Cabinet for Health and Family Services-Jefferson County Region, Louisville Metro Government, Louisville Metro Health Department, Seven Counties Services, Inc., and Jefferson County Public Schools.

Neighborhood Place offers a network of community-based, one-stop service centers that provide basic human services that improve the convenience and efficiency of services that support children and families.

Neighborhood Place is the primary referral point for families served by Family Resource and Youth Service Centers (FRYSC) when families have multiple needs or needs beyond those provided by the FRYSC centers. The services provided are consistent with the provisions of KERA to remove barriers to student achievement.

This action allows the District to bill Louisville Metro Government for the Neighborhood Place program and receive appropriate funding. There is no cost to JCPS.

Supports Vision 2020 Deeper Learning Strategy – 1.1.3 Provide Equitable Access

Submitted by: Dr. Carmen Coleman

Attachment

• Neighborhood Place Grant

Superintendent Martin Pollio recommends the Board of Education accept funding in the amount of $84,000 from Louisville/Jefferson County Metro Government for Neighborhood Place and authorize the superintendent to sign the attached External Agency Grant Agreement.

On June 26, 2018, the Board of Education accepted funding in the amount of $95,530.60 from the Louisville Metro Government via the Greater Louisville Workforce Development Board, Inc. dba KentuckianaWorks in partnership with Jefferson County Board of Education to support the Kentucky Youth Career Center.

The purpose of this modification is to adjust salary and fringe benefits to reflect JCPS increases as well as a decrease to the overall budget to deduct shared costs of the Compass Rose grant. These adjustments change the original budget from $95,530.60 to $70,039.14, a total decrease of $25,491.46.

This program aligns with the District’s Vision 2020 Strategies 1.1.5 and 1.1.7. This grant does not obligate the District financially, nor is there any direct cost.

Submitted by: Dr. Carmen Coleman

Attachment

• 6-12-18 Agreement
• Addendum

Superintendent Martin Pollio recommends the Board of Education accept a modification that supports changes in personnel and operating expenditures and authorize the superintendent to sign same.

The National Center for Families Learning (NCFL) awarded an $80,250 grant to the Jefferson County Public Education Foundation for Family Literacy activities, and the Foundation has assigned its rights under the grant to the Jefferson County Public Schools district. The grant aligns with Vision 2020 strategy 1.1.5 improving student literacy, 1.1.6 strengthening early child education, and 1.1.7 providing differentiated resources to eliminate opportunity gaps. 

The grant includes $32,000 for Dawson-Orman and $48,250 for Slaughter Elementary. Grant funds will pay stipends for Dawson-Orman and Slaughter teachers to attend training and extra service pay and benefits for staff to provide family programming targeting vulnerable families at each site. The grant will also pay for supplies, transportation, and adult education services.

Each site will serve 25 families by:

• Providing 2 hours of Parent and Child Together Time (PACT Time) each week;
• Offering 4 or more hours of adult skill building programming (such as GED, English as a Second Language, digital and financial literacy, employability skills, civic engagement, kindergarten readiness, or college and career readiness) each week;
• Completing three Family Service Learning projects during the course of the school year

The period of performance is October 17, 2018, through July 31, 2019. Matching funds are not required and the grant does not obligate the District beyond the period of performance

Submitted by: Dr. Carmen Coleman

Attachment

• NCFL Agreement

Superintendent Martin Pollio recommends the Board of Education accept a grant in the amount of $80,250 from the National Center for Families Learning to implement a Family Learning Project at Dawson-Orman Early Childhood Program and Slaughter Elementary School and authorize the superintendent to sign the attached agreement.

The University of Louisville College of Education and Human Development received a grant from the National Writing Project (NWP). The NWP is a network of sites anchored at colleges and universities and serving teachers across disciplines and at all levels, early childhood through university. NWP provides professional development, resources, and generates research to improve the teaching of writing.

This grant sub-award pays for the salary, extended service time, and fringe benefits for Ms. Suzanne Jackson, an English Language Arts teacher at Marion C. Moore. She will spend 100 percent of her time this school year planning and facilitating professional development with the Kentucky Writing Project. Ms. Jackson will remain an employee of the District and shall be under the district’s supervision.

This funding directly aligns with Vision 2020 strategy 2.1.2.

Submitted by: Dr. Carmen Coleman

Attachment

• Sub-award Agreement Funding UofL Research Foundation

Superintendent Martin Pollio recommends the Board of Education accept funding totaling $100,099 from the University of Louisville Research Foundation and authorize the superintendent to sign the attached sub-award agreement.

The University of Kentucky Collaborative Center for Literacy Development/Reading Recovery Center has awarded the District a grant of $60,000 for Reading Recovery.

Grant funds will provide funding for one Reading Recovery Teacher Leader who will provide professional development and classroom support for District Reading Recovery teachers.

The District will provide $18,425 in matching funds for the remainder of the Reading Recovery Teacher Leader's salary and fringe benefits. There is no obligation to the District beyond June 30, 2019.

This funding aligns with strategy 1.1.5 in Vision 2020.

Submitted by: Dr. Carmen Coleman

Attachment

• UK Collaborative Ctr for Lit. Dev.

Superintendent Martin Pollio recommends the Board of Education accept a $60,000 grant from the University of Kentucky Collaborative Center for Literacy Development/Reading Recovery Center and authorize the Superintendent to sign same.

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

This lease is for the Kentucky Emergency Warning System repeater located on a tower at 4309 Bishops Lane, Louisville, KY 40232.

The original lease was entered into on March 9, 1979, between the Board of Education and the Finance and Administration Cabinet for the use and benefit of the Division of Telecommunications for the erection and operations of a radio repeater station by the Kentucky Emergency Warning System.

The lease was renewed in 1999 and again in 2009. The current lease expires June 30, 2019. The current lease renewal is for a term of 10 years.    

The project directly supports Vision 2020 Goal Infrastructure Improvements.

Submitted by: Dr. Michael Raisor

Attachment

• Lease Renewal for KEWS

Superintendent Martin Pollio recommends the Board of Education approve the attached Commonwealth of Kentucky lease renewal agreement and authorize the superintendent to sign same.

This item was withdrawn prior to consideration by the Board. 

• Dual Credit Partnership Agreement

This item was withdrawn prior to consideration by the Board. 

On August 28, 2018, the Board of Education approved the Draft Amended District Facilities Plan. The Amended District Facilities Plan was developed pursuant to 702 KAR 4:180.

Regulations requires that a Local/State Board Public Hearing be held following Board approval and prior to submission of the report to the Kentucky Board of Education. The hearing was held on October 10, 2018, where the attached report was produced.

After review and approval of the hearing report by the Board, the District Facilities Plan will be submitted to the Kentucky Board of Education for final approval.

Submitted by: Dr. Michael Raisor

Attachment

• DISTRICT FACILITIES PLAN HEARING REPORT
• DISTRICT FACILITY PLAN SUBMITTAL
• Draft Amended District Facilities Plan

Superintendent Martin Pollio recommends the Board of Education approve the attached District Facilities Plan Hearing Report and Amended District Facilities Plan.

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 students are being identified as SSD227, SSD228, SSD229, and SSD230 rather than by name.

Student SSD227 has a medical condition, with proper physician documentation, which requires a 5 hour, 5 minute school day, five days a week.  Appropriate ECE procedures have been followed for this student, who is being served in a separate classroom in a regular high school setting.

Student SSD228 has a medical condition, with proper physician documentation, which requires a 3 hour, 35 minute school day, five days a week. Appropriate ECE procedures have been followed for this student, who is being served in a special school setting.

Student SSD229 has a medical condition, with proper physician documentation, which requires a 5 hour, 30 minute school day, 3 days a week. Appropriate ECE procedures have been followed for this student, who is being served in a separate classroom in a regular elementary school setting.

Student SSD230 has a medical condition, with proper physician documentation, which requires 2 hour, 5 minute school day, 5 days a week. Appropriate ECE procedures have been followed for this student, who is being served in a resource classroom in a regular middle school setting.

Submitted by: Dr. Carmen Coleman

Superintendent Martin Pollio recommends that the Board of Education approve a shortened school day and/or week for four students in the Exceptional Child Education Program for the 2018-2019 school year.

Following notification of a school’s identification for comprehensive support and improvement (CSI), a local education agency (LEA) shall provide notice to the Kentucky Department of Education within 30 days of (1) the LEA’s intent to utilize the department or another option available under KRS 160.346(5) for the audit team, and (2) the LEA’s intent to utilize the department of another option available under KRS 160.346(7) for the turnaround team.

JCPS is selecting the Kentucky Department of Education to serve as the audit team and turnaround team for the 21 CSI schools.

Submitted by: Dr. Dena Dossett

Attachments

• LEA CSI Notification of Form_Cochran
• LEA CSI Notification of Form_Foster
• LEA CSI Notification of Form_Iroquois
• LEA CSI Notification of Form_Johnsontown Road
• LEA CSI Notification of Form_Knight
• LEA CSI Notification of Form_Maupin
• LEA CSI Notification of Form_McFerran
• LEA CSI Notification of Form_Moore
• LEA CSI Notification of Form_Olmsted North
• LEA CSI Notification of Form_Olmsted South
• LEA CSI Notification of Form_Price
• LEA CSI Notification of Form_Semple
• LEA CSI Notification of Form_Shawnee
• LEA CSI Notification of Form_Shelby
• LEA CSI Notification of Form_Slaughter
• LEA CSI Notification of Form_Stuart
• LEA CSI Notification of Form_TJ
• LEA CSI Notification of Form_Valley
• LEA CSI Notification of Form_Waggener
• LEA CSI Notification of Form_Wellington
• LEA CSI Notification of Form_Western

Superintendent Martin Pollio recommends the Board of Education approve the use of the Kentucky Department of Education to serve as the audit teams and turnaround teams in the 21 comprehensive support and improvement schools.

On March 13, 2018, the Board approved the establishment of the Audit and Risk Management Advisory Committee and directed that a committee charter and the appointment of initial members be brought forward for Board consideration at a later date.

On June 12, 2018, the Board approved the charter for the committee.

On June 26, 2018, the Board appointed James Rose (chairperson), Rhonda Mitchell (vice-chairperson) and Keith Davis as initial members of the committee.

The charter for the committee includes the following language regarding composition:

The members of the Audit Committee shall be appointed by the Board, including the Committee’s chairperson and vice-chairperson. Members of the Audit Committee collectively shall possess knowledge in accounting, external auditing, internal auditing, governmental fund accounting, financial reporting, operational risk management, and strategic risk management. At least half of the members shall be residents of the Jefferson County Public School District and at least one member shall be considered a financial expert as determined by the Committee.

The Committee shall be made up of five or seven members unless otherwise directed by the Board and membership shall be balanced to the full extent practical for gender, diversity, and public and private-sector experience.

Each member shall:

• Have or acquire rapidly an understanding of the strategy of JCPS and its mission and governance,
• Be independent of JCPS during their membership and shall have not been employed by JCPS or have been a member of the Board for the three years prior to their appointment,
• Serve in their personal capacity and shall not seek or accept instructions regarding their work on the Audit Committee from any specific organization or interest group, and
• Not hold positions with companies that maintain a significant business relationship with JCPS or otherwise engage in activities that might impair, or appear to impair, their independence in carrying out the functions as members of the Audit Committee.

After the initial appointment of members by the Board, the Audit Committee shall recommend future members to the Board for their consideration and appointment to the Audit Committee. Recommended terms shall not exceed three years and shall be staggered to minimize the impact to the Audit Committee from member turnover. Members shall generally not be recommended for more than two consecutive terms. The Audit Committee shall make its recommendations for new members after consulting with the Board Chairperson and Superintendent.

In accordance with the terms of the charter, the committee recommends the following individuals to be appointed to the Audit and Risk Management Advisory Committee:

• Dr. Vicki Phillips
• Dr. Lois Adams-Rodgers
• Dr. Sarah Moyer
• Mr. Pedro Bryant

Submitted by: Superintendent Marty Pollio on behalf of the Board

Attachments

• Dr. Lois Adams-Rodgers
• Dr. Sarah Moyer
• Dr. Sarah Moyer (2)
• Dr. Vicki Phillips.pdf
• Mr. Pedro Bryant

Superintendent Martin Pollio recommends the Board of Education appoint the following individuals as members of the Audit and Risk Management Advisory Committee: Dr. Vicki Phillips and Dr. Sarah Moyer for terms ending June 30, 2020; and Dr. Louis Adams-Rodgers and Mr. Pedro Bryant for terms ending June 30, 2019.

The Board of Education has authority under KRS 160.290 to create and abolish positions of employment and to establish the qualifications, duties and compensation of such positions. Pursuant to such authority the Board of Education on March 27, 2018, created the position of General Counsel of the Jefferson County Public Schools and established the qualifications, duties and compensation of such position as set forth in the attached employee job description.  KRS 160.380(2)(a) provides that all appointments, promotions, and transfers of public school employees shall be made only by the Superintendent, who shall notify the Board of the action taken; and KRS 160.390(1) provides that the Superintendent shall be responsible for all personnel actions including hiring, assignments, transfer, dismissal, suspension, reinstatement, promotion, and demotion and reporting the actions to the Board; provided, KRS 160.170 and 160.180 permit the Board to influence the hiring of the Board Attorney. Pursuant to KRS 160.380(2) and 160.390(1), the Superintendent, after consultation with members of the Board as permitted by KRS 160.170 and 160.180, has appointed Kevin C. Brown to the position of General Counsel of JCPS, in which position he will act as the Board Attorney. 

Submitted by: Chairwoman Porter

• GENERAL COUNSEL.pdf

Chairwoman Diane Porter recommends that the Board of Education accept the appointment of Kevin C. Brown to the position of General Counsel of the Jefferson County Public Schools.

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

• 10 16 18 Planning Calendar
• 10 16 18 Planning Calendar Addendum

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

Order #691 - Motion Passed:  Superintendent Martin Pollio recommends the Board of Education receive for information a planning calendar outlining discussion agenda items. The recommendation passed with a motion by Mrs. Stephanie Horne and a second by Mr. Benjamin Gies.

Finance Advisory Committee Meetings are held on the second Thursday of each month, from 5 to 6 p.m., VanHoose Education Center in the Stewart Auditorium at 3332 Newburg Road.  Meeting materials and Minutes from previous meetings can be accessed here.

                   JCPS Calendar of Events

Audit and Risk Management Advisory Committee Meetings are held monthly at the VanHoose Education Center at 3332 Newburg Road.  Meeting dates and times can be accessed on the JCPS Calendar of Events. Meeting materials and Minutes from previous meetings can be accessed here.

• Finance Advisory Committee Notes 10 11 18

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

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.

A motion to adjourn the October 16, 2018, meeting of the Jefferson County Board of Education.

Order #692 - Motion Passed:  A motion to adjourn the October 16, 2018, meeting of the Jefferson County Board of Education at 8:47 p.m. passed with a motion by Mr. Chris Brady and a second by Mrs. Stephanie Horne.