Jefferson County
April 16, 2019 7:00 PM
Regular Meeting
I. Moment of Silence
Rationale

Welcome to the April 16, 2019, meeting of the Jefferson County Board of Education.

JCBE Meeting Videos

4 16 19 JCBE Meeting Audio





Please join us for our traditional moment of silence.

Attachments
II. The Pledge of Allegiance
Rationale

Please join us for the Pledge of Allegiance.


II.A. Vision Statement
Rationale

III. Recognitions and Resolutions
Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education receive the recognitions and resolutions for April 16, 2019.

Actions Taken

Order #2019-45 - Motion Passed:  Superintendent Martin Pollio recommends the Board of Education receive the recognitions and resolutions for April 16, 2019. The recommendation passed with a motion by Mr. Chris Brady and a second by Mr. Benjamin Gies.

III.A. Recognition of JCPS Teachers and Students for Winning a Breaking Barriers Spotlight Award
Rationale

Each year, the Metro Disability Coalition, in partnership with Jefferson County Public Schools, honors teachers and students for the coalition's Breaking Barriers Spotlight Award.

The student winners of this award were identified based on their achievement in overcoming disability and barriers in their school or the community. Additionally, they have made significant strides in their educational attainment.

The teachers who won this award were nominated based on their contributions to, and impact on, students with disabilities.

This year's honorees include:

Ella Robinson, student at duPont Manual High School

D’Angelina McMillan, student at Engelhard Elementary School

Amosi Bilombele, student at Newcomer Academy

Lauren Niemann, teacher at Fern Creek High School

Katie Telek, teacher at Heuser Hearing & Language Academy

Krista Riley, teacher at Western Middle School 

Submitted by: Renee Murphy

Recommended Motion

Superintendent Martin Pollio recommends the Board of Education recognize JCPS Teachers and Students for Winning a Breaking Barriers Spotlight Award.

III.B. Recognition of Ballard, Fairdale, Seneca, and Waggener High School Students for Taking First Place in Educators Rising Kentucky Competition
Rationale

This year, Jefferson County Public Schools is honored to have six students take first place honors in the Educators Rising Kentucky competition. 

Educators Rising Kentucky is a non-profit student club organization for middle and high school students interested in the field of education-related careers. Among other things, this club helps students build resources and create connections that can significantly impact educational opportunities through co-curricular and extracurricular activities.

The following students placed first in different categories in the competition:

Creative Lecture - Van Dotson, Ballard High School

Public Speaking - Tabitha Caudill, Fairdale High School

Exploring Administrative Careers - Davon Taylor, Seneca High School

Exploring Non-Core Subject Careers - Alexis Martin, Seneca High School

Children's Literature - Valeria Brochero, Waggener High School

Lesson Planning Humanities - November Offutt, Waggener High School

Submitted by: Renee Murphy

Recommended Motion

Superintendent Martin Pollio recommends the Board of Education recognize Ballard, Fairdale, Seneca, and Waggener High School students for taking first place in Educators Rising Kentucky competition.

III.C. Recognition of JCPS Students for Taking First Place Honors in the Kentucky Derby Museum’s Horsing Around with Art Contest
Rationale

Now in its 33rd year, the Kentucky Derby Museum’s Horsing Around With Art Contest invites students from across Louisville to showcase their take on the Kentucky Derby in different artistic style, media, and form.

The competition is open to students in grades one through 12 from Louisville public, private or parochial schools. This year, 30 schools submitted 223 pieces of artwork for the competition.

Four Jefferson County Public Schools students took first place honors in this year's competition:

Primary division -- Priyal Patel, Norton Commons Elementary School

Intermediate division -- Blake Ignatow, Norton Commons Elementary School

Middle school division -- Olivia Siebe , Barret Traditional Middle School

High school division -- Maddie Mattheu, duPont Manual High School

Submitted by: Renee Murphy

Recommended Motion

Superintendent Martin Pollio recommends the Board of Education recognize JCPS Students for Taking First Place Honors in the Kentucky Derby Museum’s Horsing Around with Art Contest.

III.D. Recognition of Thomas Jefferson Middle School Staff Members and School Resource Officer for Saving the Life of a Student
Rationale

In late January, Thomas Jefferson Middle School teachers Hollie Gilbert and Scott Lawrence, instructor Erik Abbott and the school resource officer, Deanna Thomas, helped save the life of student Jamauren Woodard.

The 14-year-old student was playing kickball in the gym during his physical education class when he suddenly froze, dropped to his knees and fell forward. PE teacher Scott Lawrence immediately radioed for help, and within minutes was being assisted in CPR by SRO Deanna Thomas, science teacher Hollie Gilbert and instructor Erik Abbott. The four took turns administering the lifesaving procedure until EMS arrived. 

Doctors and the emergency crew told the family that without a doubt, the quick response of the school professionals saved the life of their son, who was in full cardiac arrest and had flat-lined on the gym floor.

Principal Kimberly Gregory praised the selfless actions of the staff and SRO: “Nobody gave up on that kid – and it’s that kind of tenacity that you have to have in public education.”

Submitted by: Renee Murphy

Recommended Motion

Superintendent Martin Pollio recommends the Board of Education receive the recognition of Thomas Jefferson Middle School staff members and school resource officer for saving the life of a student.

IV. Recommendation for Approval of Meeting Agenda
Rationale

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

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education approve the agenda for April 16, 2019.

Actions Taken

Order #2019-46 - Motion Passed:  Superintendent Martin Pollio recommends the Board of Education approve the agenda for April 16, 2019. The recommendation passed with a motion by Mr. Benjamin Gies and a second by Mr. James Craig.

V. Recommendation for Approval of Minutes of Previous Meeting
Rationale

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

The minutes of the March 12, 2019, regular meeting, March 19, 2019, special meeting, and March 26, 2019, special meeting are presented for your review and approval.

Attachment

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education approve the minutes of the March 12, 2019, regular meeting, March 19, 2019, special meeting, and March 26, 2019, special meeting.

Actions Taken

Order #2019-47 - Motion Passed:  Superintendent Martin Pollio recommends the Board of Education approve the minutes of the March 12, 2019, regular meeting, March 19, 2019, special meeting, and March 26, 2019, special meeting. The recommendation passed with a motion by Mr. Benjamin Gies and a second by Dr. Corrie Shull.

VI. Superintendent's Report
VII. Persons Requesting to Address the Board
Rationale

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.

VIII. Action Items
VIII.A. Recommendation for Approval of Budget Priorities for 2019-20
Rationale

In preparation of the Tentative Budget, this preliminary list of budget requests for fiscal year 2019-20 is being submitted for the Board's approval. Amounts are subject to change.

The Tentative Budget will be reviewed during an April 23rd work session and submitted for the Board's approval on May 14th.

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

Submitted by: Cordelia Hardin

Attachment

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education approve the attached Budget Priorities for Fiscal Year 2019-20.

Actions Taken

Order #2019-48 - Motion Passed:  Superintendent Martin Pollio recommends the Board of Education approve the attached Budget Priorities for Fiscal Year 2019-20. The recommendation passed with a motion by Mr. James Craig and a second by Dr. Christopher Kolb.

VIII.B. Recommendation for Adoption of the Kentucky School Boards Association Superintendent Evaluation Process
Rationale

KRS 156.557 requires that a superintendent shall be evaluated annually according to a policy and procedures developed and adopted by a local board of education and approved by the Kentucky Department of Education (KDE).

On October 17, 2014, the Board adopted the KDE-developed Superintendent Professional Growth and Effectiveness System (SPGES) as the evaluation process it would use to evaluate the superintendent. SPGES has been used by the Board from 2014-15 through 2017 -18 to evaluate the superintendent.

The Kentucky School Boards Association has developed the KSBA Superintendent Evaluation Process, which is a modified version of the SPGES and is focused on evidence and performance expectations using research-based effectiveness standards and district goals agreed upon by the Board members and the Superintendent.

According to KSBA, the process looks at past performance, sets expectations for the future, and provides information a Board needs to make decisions regarding how the superintendent is fulfilling Board expectations. This model increases communication and feedback between the Board and Superintendent and will lead to district improvements through reflection, assessment, advisement, and goal-setting by the Board/Superintendent leadership team.

A Board work session is planned for May 14, 2019, at which Board members will receive training from KSBA staff regarding the use of the KSBA Superintendent Evaluation Process.

Submitted by: Amy Dennes

Attachment

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education adopt the Kentucky School Boards Association Superintendent Evaluation Process for use in the evaluation of the Superintendent for the 2018-19 school year and thereafter.

Actions Taken

Order #2019-49 - Motion Passed:  Superintendent Martin Pollio recommends the Board of Education adopt the Kentucky School Boards Association Superintendent Evaluation Process for use in the evaluation of the Superintendent for the 2018-19 school year and thereafter. The recommendation passed with a motion by Mr. Benjamin Gies and a second by Mr. James Craig.

IX. Information Items
IX.A. Acceptance of Progress Report on the JCPS Final Corrective Action Plan
Rationale

In accordance with the Settlement Agreement with the Kentucky Department of Education (KDE), JCPS worked with KDE representatives to create a corrective action plan (CAP) to address the deficiencies described in the Management Audit Findings.  The Final CAP includes the following areas: (1) Planning, (2) Operations, (3) Finance, (4) Personnel Management, (5) Instructional Management, (6) Career & Technical Education (CTE), (7) Safe Crisis Management (SCM), (8) Individuals with Disabilities Education Act (IDEA), and (9) Early Childhood. The Final CAP supersedes the previous corrective action plans relating to CTE, SCM, and IDEA, which are incorporated, with modest amendments, in the Final CAP.

The Superintendent or his designee will provide monthly status reports to the KDE Commissioner or the KDE Commissioner’s designee related to progress on implementation of the Final CAP, and KDE staff will provide continual feedback, at least monthly, to JCPS related to the progress of JCPS in the implementation of the Final CAP.  In addition, JCPS staff will provide quarterly progress reports to the Jefferson County Board of Education.

While KDE noted that JCPS has started the correction process in most if not all of these areas; the official starting point for this Final Corrective Action Plan is October 1, 2018, with October 1, 2020, as the end date. The attached CAP includes the progress notes from February and March of 2019.

This board report will provide a summary of recent actions from the CAP in the areas of Instructional Management and Career Technical Education.  This report was also presented to the Kentucky Department of Education on April 10, 2019.

This plan directly supports Vision 2020 Strategy 1.1.7 Eliminate achievement, learning, and opportunity gaps and Strategy 3.2.3 Improve and standardize internal systems.

Submitted by: Dr. Dena Dossett and Amy Dennes

Attachments

 

 

 

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education receive a progress report regarding the JCPS Final Corrective Action Plan.

Actions Taken

Order #2019-50 - Motion Passed:  Superintendent Martin Pollio recommends the Board of Education receive a progress report regarding the JCPS Final Corrective Action Plan. The recommendation passed with a motion by Mr. James Craig and a second by Dr. Christopher Kolb.

IX.B. JCPS Alternative School Planning and Implementation: Phase 1
Rationale

At a Work Session on November 13, 2018, the Board received information regarding the recommendations of the Alternative School Task Force, which was charged to recommend ways for the District to significantly improve the learning opportunities, school environment, and support services provided to students in alternative schools.

The Task Force focused on Behavior Support and Multi-Tiered Systems of Support (MTSS); Curriculum and Instruction; Safety and Environment; and Wrap-Around Support and Transition.

The report will provide the Board with an update on the first phase of planning and implementation of improvements in the education provided in alternative schools, addressing the intake process and communications; implementation of personalized learning frameworks for each student; career and technical education; mental health and behavior supports; and the reengagement/transition process for students returning to comprehensive middle and high schools.

The Board will also hear about a planned District partnership with Big Picture Learning, a national non-profit with extensive experience in creating supportive, engaging, student-centered learning environments serving at-risk students.

The report will address Phase I details regarding programming and locations.

Submitted by: Dr. Carmen Coleman

Attachment

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education receive a report on Phase I of the District’s Alternative School Planning and Implementation Process.

Actions Taken

Order #2019-51 - Motion Passed:  Superintendent Martin Pollio recommends the Board of Education receive a report on Phase I of the District’s Alternative School Planning and Implementation Process. The recommendation passed with a motion by Mrs. Linda Duncan and a second by Dr. Corrie Shull.

X. Consent Calendar
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education approve the consent calendar for April 16, 2019.

Actions Taken

Order #2019-52 - Motion Passed:  A motion that the Board of Education approve the consent calendar for April 16, 2019, minus X.K., X.M., X.R., X.S., X.U., and X.Z. passed with a motion by Mr. James Craig and a second by Dr. Christopher Kolb.

Order #2019-53 - Motion Passed:  A motion that the Board of Education approve Consent Item X.K. Recommendation for Approval of Construction Change Orders passed with a motion by Mr. Benjamin Gies and a second by Mr. James Craig.

Order #2019-54 - Motion Passed:  A motion that the Board of Education approve Consent Item X.M. Recommendation for Approval of Professional Services Contracts of $5,000 or More passed with a motion by Mrs. Linda Duncan and a second by Mr. James Craig.

Order #2019-55 - Motion Passed:  A motion that the Board of Education approve Consent Item X.R.1. Recommendation for Approval of Memorandum of Agreement with the University of Kentucky College of Education to Implement Online Civics Assessment passed with a motion by Mr. James Craig and a second by Dr. Christopher Kolb.

Order #2019-56 - Motion Passed:  A motion that the Board of Education approve Consent Item X.S. Recommendation for Approval of the Naming of the Library at Cochrane Elementary School the Nancy E. Sutherland Library passed with a motion by Mr. Chris Brady and a second by Dr. Corrie Shull.

Order #2019-57 - Motion Passed:  A motion that the Board of Education approve Consent Item X.U. Recommendation for Approval of Comprehensive School Improvement Plans of TSI Schools and Review of Gap Goals passed with a motion by Mrs. Linda Duncan and a second by Mr. James Craig.

Order #2019-58 - Motion Passed:  A motion that the Board of Education approve Consent Item X.Z. Recommendation for Approval of School Fees for 2019-20 passed with a motion by Mr. Benjamin Gies and a second by Mr. James Craig.

X.A. Certified Leaves of Absence
Rationale

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

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

Submitted by: Jimmy Adams

Attachment

Attachments
Recommended Motion

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

X.B. Report of Personnel Actions
Rationale

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

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

All positions are Board of Education approve positions.

Submitted by: Jimmy Adams

Attachment

 

Attachments
Recommended Motion

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

X.C. Recommendation for Approval of Field Trip Request
Rationale

This is a report of field trip requests submitted to the Board of Education on April 16, 2019.

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 09.36 Field Trips.

Submitted by: Dr. Michael Raisor

Attachments

Attachments
Recommended Motion

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.

X.D. Recommendation for Approval of Project and BG-1 Form for the Batting Pavilion at Fern Creek High School
Rationale

This project includes the construction of an open-sided steel structure with a metal roof approximately 50’ x 70’ for batting practice.

This project is being funded by the Fern Creek Alumni Association and all appropriate external partnership agreement procedures will be followed.

The project directly supports strategy 3.1.1 of vision 2020.

Submitted by: Dr. Michael Raisor

Attachment


Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education approve the project and the BG-1 form for the Batting Pavilion at Fern Creek High School, for an estimated project cost of $53,235.

X.E. Recommendation for Approval of Project, BG-1 Form, and Assignment of Architect/Engineer for Gym Mezzanine at Eastern High School.
Rationale

This project includes the removal of sections of the existing gym to open up a mezzanine space built during the 2012 renovation project. The space will be trimmed out and finished for the bleachers to be installed.

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 appropriately written recommendation to the district.

The Kentucky Department of Education requires approval of this resolution in order to enter into contracts with the design firms of this project. Plans and specifications will be prepared with this approval.

The project directly supports strategy 3.1.1 of Vision 2020.

Submitted by: Dr. Michael Raisor

Attachment

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education approve the project, the assignment of JRA Architects as the architect/engineer, and the BG-1 form for the Gym Mezzanine at Eastern High School, for an estimated project cost of $297,447.

X.F. Recommendation for Approval of Project, BG-1 Form, and Assignment of Architect/Engineer for Diesel Lab Renovation at Fairdale High School
Rationale

This project consists of renovating existing space and turning it into a Diesel Mechanic Lab. This includes installing overhead doors, electric for equipment, building a classroom wall, creating tool storage, removing existing flooring, and minor HVAC work.

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 appropriately written recommendation to the district.

The Kentucky Department of Education requires approval of this resolution in order to enter into contracts with the design firms of this project.  Plans and specifications will be prepared with this approval.

The project directly supports strategy 3.1.1 of Vision 2020.

Submitted by: Dr. Michael Raisor

Attachment

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education approve the project, the assignment of K. Norman Berry Architects as the architect/engineer, and the BG-1 form for the Diesel Lab Renovation at Fairdale High School, for an estimated project cost of $288,875.

X.G. Recommendation for Approval of Bid for Paving Package at Various Schools
Rationale

This project will consist of the repair and/or replacement of asphalt driveways and walkways at various schools. The schools include Alex R. Kennedy Elementary School, Blue Lick Elementary School, Carrithers Middle School, Chenoweth Elementary School, Coral Ridge Elementary School, Fairdale High School, Fern Creek Elementary School, Iroquois High School, Louisville Male High School, Minors Lane Elementary School, Riverport Education Center, Stonestreet Elementary School, Stuart Academy, and Wilder Elementary School.

Bids were received, publicly opened, and read aloud in the Office of Facility Planning on March 21, 2019. 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

 

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education award a contract to Allterrain Paving & Construction, LLC for the low bid of $9,984.48, and to Flynn Brothers Contracting, Inc. for the low bid of $64,500, and to Hall Contracting of Kentucky, Inc. for the low bid of $68,230, and to Riverside Paving and Contracting Company, Inc. for the low bid of $596,051, for a total bid of $738,765.48 for Paving Package at Various Schools.

X.H. Recommendation for Approval of Bids and Revised BG-1 Forms
X.H.1. Recommendation for Approval of Bid and Revised BG-1 Form for Site Lighting Replacement at Churchill Park School
Rationale

This project will consist of replacing two poles and associated lights.

On October 16, 2018, the Board of Education approved SFCS, Inc. to prepare plans and specifications for Project 19-080.

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

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education award a contract to Kentuckiana Electrical Services for Site Lighting Replacement at Churchill Park School for the low base bid of $42,000; accept Alternate 1 for a total bid of $48,500; approve the attached revised BG-1 form for $58,000.

X.H.2. Recommendation for Approval of Bid and Revised BG-1 Form for Site Lighting Replacement at Coral Ridge Elementary School
Rationale

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

On October 16, 2018, the Board of Education approved SFCS, Inc. to prepare plans and specifications for Project 19-081.

Bids were received, publicly opened, and read aloud in the Office of Facility Planning on March 20, 2019. 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

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education award a contract to Payne Electric Co., Inc. for Site Lighting Replacement at Coral Ridge Elementary School for the low base bid of $238,405; and approve the attached revised BG-1 form for $272,000.

X.H.3. Recommendation for Approval of Bid and Revised BG-1 Form for Culinary Arts Renovation at Iroquois High School
Rationale

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

On October 16, 2018, the Board of Education approved CMTA, Inc. to prepare plans and specifications for Project 19-083.

Bids were received, publicly opened, and read aloud in the Office of Facility Planning on March 7, 2019. 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

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education award a contract to Derek Engineering for Culinary Arts Renovation at Iroquois High School for the low base bid of $259,300; and approve the attached revised BG-1 form for $299,000.

X.H.4. Recommendation for Approval of Bid and Revised BG-1 Form for Stage Rigging Repair at Johnson Traditional Middle School
Rationale

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

On October 16, 2018, the Board of Education approved Structural Services, Inc. to prepare plans and specifications for Project 19-084.

Bids were received, publicly opened, and read aloud in the Office of Facility Planning on March 19, 2019. 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

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education award a contract to Beck Studios, Inc. for Stage Rigging Repair at Johnson Traditional Middle School for the low base bid of $34,232; and approve the attached revised BG-1 form for $41,000.

X.H.5. Recommendation for Approval of Bid and Revised BG-1 Form for Wood Door Replacement at Highland Middle School
Rationale

This project will consist of the removal and replacement of eleven (11) sets of wood doors and frames with new hollow metal doors, frames, and hardware.

On November 13, 2018, the Board of Education approved Potter & Associates Architects to prepare plans and specifications for Project 19-115.

Bids were received, publicly opened, and read aloud in the Office of Facility Planning on March 26, 2019. 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

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education award a contract to Martin Construction Co. for Wood Door Replacement at Highland Middle School for the low base bid of $114,000; accept Alternate 1 for a total bid of $114,000; and approve the attached revised BG-1 form for $151,000.

X.I. Recommendation for Approval of Contract Completions and BG-4 Forms
X.I.1. Recommendation for Approval of Contract Completion and BG-4 Form for Partial Roof Replacement at duPont Manual High School
Rationale

On July 25, 2017, the Board of Education approved McCulloch Associates Architects to prepare plans and specifications for Project 18-023.

On February 13, 2018, the Board approved awarding a contract to Bri-Den Roofing as the low bidder.

McCulloch Associates Architects has made a final inspection and concluded that this contract is complete and final payment is due to the contractor.

The project directly supports strategy 3.1.1 of Vision 2020.

Submitted by: Dr. Michael Raisor

Attachment

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education approve the contract completion, the attached BG-4 form, and final payment to Bri-Den Roofing for Partial Roof Replacement at duPont Manual High School for a total construction cost of $234,358.24.

X.I.2. Recommendation for Approval of Contract Completion and BG-4 Form for Partial Roof Replacement at Iroquois High School
Rationale

On July 25, 2017, the Board of Education approved McCulloch Associates Architects to prepare plans and specifications for Project 18-017.

On February 13, 2018, the Board approved awarding a contract to Highland Roofing Company, Inc. as the low bidder.

McCulloch Associates Architects has made a final inspection and concluded that this contract is complete and final payment is due to the contractor.

The project directly supports strategy 3.1.1 of Vision 2020.

Submitted by: Dr. Michael Raisor

Attachment

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education approve the contract completion, the attached BG-4 form, and final payment to Highland Roofing Company, Inc. for Partial Roof Replacement at Iroquois High School for a total construction cost of $627,643.00.

X.I.3. Recommendation for Approval of Contract Completion and BG-4 Form for Phase I HVAC Renovation and Elevator Addition at the Youth Performing Arts School
Rationale

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

On March 8, 2016, the Board approved awarding a contract to Parco Constructors Group, LLC as the low bidder.

K. Norman Berry Associates Architects has made a final inspection and concluded that this contract is complete and final payment is due to the contractor.

The project directly supports strategy 3.1.1 of Vision 2020.

Submitted by: Dr. Michael Raisor

Attachment

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education approve the contract completion, the attached BG-4 form, and final payment to Parco Constructors, LLC for Phase I HVAC Renovation and Elevator Addition at the Youth Performing Arts School for a total construction cost of $10,027,474.48.

X.J. Recommendation for Approval of Project Closeouts and BG-5 Forms
X.J.1. Recommendation for Approval of Project Closeout and BG-5 Form for Wood Window Replacement Phase I at Academy @ Shawnee
Rationale

On October 30, 2018, the Board of Education approved the contract completion and BG-4 form for Coupe Construction.

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

The project directly supports strategy 3.1.1 of Vision 2020.

Submitted by: Dr. Michael Raisor

Attachment

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education approve the attached BG-5 form for Wood Window Replacement Phase I at Academy @ Shawnee.

X.J.2. Recommendation for Approval of Project Closeout and BG-5 Form for Window Replacement Phase I at J. Graham Brown School
Rationale

On November 27, 2018, the Board of Education approved the contract completion and BG-4 form for Martin Construction Company.

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

The project directly supports strategy 3.1.1 of Vision 2020.

Submitted by: Dr. Michael Raisor

Attachment

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education approve the attached BG-5 form for Window Replacement Phase I at J. Graham Brown School.

X.J.3. Recommendation for Approval of Project Closeout and BG-5 Form for Partial Roof Replacement at Carter Traditional Elementary School
Rationale

On February 12, 2019, the Board of Education approved the contract completion and BG-4 form for Swift Roofing of E’Town, Inc.

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

The project directly supports strategy 3.1.1 of Vision 2020.

Submitted by: Dr. Michael Raisor

Attachment

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education approve the attached BG-5 form for Partial Roof Replacement at Carter Traditional Elementary School.

X.J.4. Recommendation for Approval of Project Closeout and BG-5 Form for Partial Roof Replacement at Fairdale High School
Rationale

On February 12, 2019, the Board of Education approved the contract completion and BG-4 form for Tecta America Kentucky.

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

The project directly supports strategy 3.1.1 of Vision 2020.

Submitted by: Dr. Michael Raisor

Attachment

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education approve the attached BG-5 form for Partial Roof Replacement at Fairdale High School.

X.J.5. Recommendation for Approval of Project Closeout and BG-5 Form for Partial Roof Replacement at Jefferson County Traditional Middle School
Rationale

On March 12, 2019, the Board of Education approved the contract completion and BG-4 form for Highland Roofing Company, Inc.

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

The project directly supports strategy 3.1.1 of Vision 2020.

Submitted by: Dr. Michael Raisor

Attachment

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education approve the attached BG-5 form for Partial Roof Replacement at Jefferson County Traditional Middle School.

X.J.6. Recommendation for Approval of Project Closeout and BG-5 Form for Window Replacement Phase II at Jefferson County Traditional Middle School
Rationale

On January 8, 2019, the Board of Education approved the contract completion and BG-4 form for W.R. Cole Associates, Inc.

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

The project directly supports strategy 3.1.1 of Vision 2020.

Submitted by: Dr. Michael Raisor

Attachment

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education approve the attached BG-5 form for Window Replacement Phase II at Jefferson County Traditional Middle School.

X.J.7. Recommendation for Approval of Project Closeout and BG-5 Form for Partial Roof Replacement at Jeffersontown High School
Rationale

On February 12, 2019, the Board of Education approved the contract completion and BG-4 form for Swift Roofing of E’Town, Inc.

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

The project directly supports strategy 3.1.1 of Vision 2020.

Submitted by: Dr. Michael Raisor

Attachment

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education approve the attached BG-5 form for Partial Roof Replacement at Jeffersontown High School.

X.J.8. Recommendation for Approval of Project Closeout and BG-5 Form for Partial Roof Replacement at Layne Elementary School
Rationale

On February 12, 2019, the Board of Education approved the contract completion and BG-4 form for Geohegan Roofing.

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

The project directly supports strategy 3.1.1 of Vision 2020.

Submitted by: Dr. Michael Raisor

Attachment

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education approve the attached BG-5 form for Partial Roof Replacement at Layne Elementary School.

X.J.9. Recommendation for Approval of Project Closeout and BG-5 Form for Partial Roof Replacement at Meyzeek Middle School
Rationale

On February 12, 2019, the Board of Education approved the contract completion and BG-4 form for Swift Roofing of E’Town, Inc.

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

The project directly supports strategy 3.1.1 of Vision 2020.

Submitted by: Dr. Michael Raisor

Attachment

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education approve the attached BG-5 form for Partial Roof Replacement at Meyzeek Middle School.

X.J.10. Recommendation for Approval of Project Closeout and BG-5 Form for Phase I HVAC Renovation at Tully Elementary School
Rationale

On February 12, 2019, the Board of Education approved the contract completion and BG-4 form for E.H. Construction, LLC.

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

The project directly supports strategy 3.1.1 of Vision 2020.

Submitted by: Dr. Michael Raisor

Attachment

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education approve the attached BG-5 form for Phase I HVAC Renovation at Tully Elementary School.

X.K. Recommendation for Approval of Construction Change Orders
Rationale

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

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

The project directly supports strategy 3.1.1 of Vision 2020.

Submitted by: Dr. Michael Raisor

Attachment

Attachments
Recommended Motion

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

X.L. Recommendation for Approval of Competitive Negotiations, Bid Tabulations, Contract Renewals, and Amendments
Rationale

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

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

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

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

Submitted by:  Cordelia Hardin

Attachment

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education approve the following bid tabulations, contract renewals, and amendments:
•Competitive Negotiation for Waste Resource Management Program;
•Timeclock Kiosk;
•Pumps (Various);
•Flashlights, Batteries, Etc.;
•Commodity Processing for State Approved Processors;
•Uniforms for Students;
•Montessori Materials & Teaching Tools;
•Safety Supplies & Equipment (Percentage);
•Commercial Hot Water Storage Tanks;
•Automotive Antifreeze, Fluids & Lubricants;
•Water Heaters & Accessory Items;
•Projection System Installation;
•Living Organisms for Science Modules;
•Removal of Fuel Tank Contaminants (Various Locations);
•Fire Extinguishers Tested, Recharged & Repaired;
•Fire Extinguishers & Accessory Items;
•Commodity Processing for State Approved Processors (Supplement)
•Contract Renewal - Competitive Negotiation on School and Community Nutrition Services Automated Absence Management and Substitute Placement Service;
•Contract Renewal - Competitive Negotiation for Audit Services Part B Internal Audit Services;
•Contract Renewal - Competitive Negotiation for Fresh & Prepared Produce Delivered to Various JCPS Locations;
•Contract Renewal - Industrial V-Belts %;
•Contract Renewal - Tunics (SCNS);
•Contract Renewal - Sign Language Interpreting Service;
•Contract Renewal - Bags, Cook Chill Operation & Cook Tank;
•Contract Renewal - Reconditioning of Athletic Equipment;
•Contract Renewal Fence & Accessory Items, Installed/Demolition;
•Contract Renewal - Uniform Rental for Bus Compounds & Garages;
•Contract Renewal - Safety Shoes/Boots for Men & Women %;
•Contract Renewal - Chess Coaching Service;
•Contract Renewal - Group Mentoring Service;
•Contract Renewal - Purchase of Uniforms (Maintenance Personnel);
•Amendment - Bus Body Parts & Accessories;
•Amendment - Instructional Supplies & Equipment (Percentage); and
•Amendment - Instructional & Office Supplies (Line Item).

X.M. Recommendation for Approval of Professional Services Contracts of $5,000 or More
Rationale

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

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

Submitted by: Cordelia Hardin

Attachments

Attachments
Recommended Motion

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

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

This report includes all professional services contracts approved by the Board as of July 1, 2018, and is provided per Board Policy 01.11 General Powers and Duties of the Board. The report supports Vision 2020 Strategy 3.1.4 Ensure responsible stewardship of resources.

Submitted by: Cordelia Hardin 

Attachment

Attachments
Recommended Motion

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

X.O. Acceptance of Monthly Financial Report for Period Ended February 28, 2019
Rationale

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

Submitted by: Cordelia Hardin

Attachments 

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education receive the attached Monthly Financial Report for period ended February 28, 2019.

X.P. Acceptance of Orders of the Treasurer
X.P.1. Acceptance of Orders of the Treasurer-Invoices
Rationale

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

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education accept the attached report of Orders of the Treasurer-Invoices paid and to be paid for period of February 19 through March 25, 2019.

X.P.2. Acceptance of Orders of the Treasurer-Purchase Orders
Rationale

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

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education accept the attached report of Orders of the Treasurer-Purchase Orders issued during the period of February 19 through March 25, 2019.

X.P.3. Acceptance of Orders of the Treasurer-Vouchers
Rationale

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

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education accept the attached report of Orders of the Treasurer-Vouchers paid during the period of February 19 through March 25, 2019.

X.Q. Acceptance of Donations, Grants, and Funding
Rationale

        

Recommended Motion

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.

X.Q.1. Acceptance of Donations and Small Grants
Rationale

This is a report of donations and small grants submitted to the Board of Education on April 16, 2019.

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 Council.

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

Submitted by: Dr. Dena Dossett

Attachment   

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education accept donations and small grants totaling $234,959.69 to be used as stated in the attachment.

X.Q.2. Acceptance of Donation from Fern Creek High School Alumni Association
Rationale

Fern Creek High School Alumni Association will donate all equipment, material, and labor to construct a building on the Fern Creek High School property. Fern Creek High School student-athletes will use the building for practice and storage. The building will be identified as the Alumni Fieldhouse.

There is no cost to JCPS.

This donation supports Vision 2020 Strategy 3.1.1 Improve physical infrastructure.

Submitted by: Dr. Devon Horton

Attachment

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education accept the donation from Fern Creek High School Alumni Association totaling $53, 235 and authorize Superintendent to sign the attached Memorandum of Agreement.

X.Q.3. Acceptance of Donations from the Jefferson County Public Education Foundation
Rationale

Louisville Metro donated $5,462.90 to Fairdale Elementary School to purchase playground equipment.

Louisville Metro donated $6,000 to Southern High School Youth Service Center to provide mental health services to students by contracting with Counselors.

Pamela J. Varner donated $50 to the Elaine Whelan Literacy Fund to support the Stopher Elementary Library.

Kellie Whelan-Kim donated $25 to the Elaine Whelan Literacy Fund to support the Stopher Elementary Library.

Ruby S. Zakem and Marc D. Zakem donated $10 to the Elaine Whelan Literacy Fund to support the Stopher Elementary Library.

Wesley A. Kleier donated $100 to the Elaine Whelan Literacy Fund to support the Stopher Elementary Library.

Neal Kleier and Janet Kleier donated $100 to the Elaine Whelan Literacy Fund to support the Stopher Elementary Library.

Dianne E. Jacob and Michael P. Jacob donated $200 to the Elaine Whelan Literacy Fund to support the Stopher Elementary Library.

David L. Whelan donated $200 to the Elaine Whelan Literacy Fund to support the Stopher Elementary Library.

Carol Taylor Gray donated $200 to the Elaine Whelan Literacy Fund to support the Stopher Elementary Library.

Submitted by:  Dr. Carmen Coleman

Recommended Motion

Superintendent Martin Pollio recommends the Board of Education accept funding totaling $12,347.90 from the Jefferson County Public Education Foundation to be used as stated in the rationale.

X.R. Recommendation for Approval of Agreements
Recommended Motion

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

X.R.1. Recommendation for Approval of Memorandum of Agreement with the University of Kentucky College of Education to Implement Online Civics Assessment
Rationale

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

The Kentucky Department of Education collaborated with the University of Kentucky: OTIS Digital Driver’s License System for Civics Test to offer a multiple-choice version of the civics test.  JCPS proposes to pilot this new platform for the administration of the civics test and continue its use upon successful completion of the pilot.

Submitted by: Dr. Dena Dossett

Attachment

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education approve the Memorandum of Agreement with the University Of Kentucky College Of Education to Implement Online Civics Assessment and authorize the superintendent to sign same.

X.R.2. WITHDRAWN: Recommendation for Approval of Agreement Amendment with Western Kentucky University
X.R.3. Recommendation for Approval of Lease Agreement with Kentucky International Convention Center for 2020-21 JCPS Showcase of Schools
Rationale

Each year, the Jefferson County Public School District hosts the Showcase of Schools where families have the opportunity to engage in conversation with schools and District staff about many programmatic choices and opportunities offered by schools. Other services such as Early Childhood, Exceptional Childhood Education, Parent/Teacher Association, and Transportation are also represented at the Showcase.

The Showcase of Schools for the 2020-21 school year will be hosted on Saturday, October 12 in South Hall A Upper Concourse, South Hall B Upper Concourse, and South Overlook Suite Upper Concourse of the Kentucky International Convention Center.

Communications will pay the Kentucky International Convention Center approximately $35,875 which includes $22,500 for room rental costs, and $13,375 for electricity (estimation).

This directly supports Vision 2020 Strategy 3.2.1- Engage with families and Strategy 3.4.4- Access to Public School Choice.

Submitted by: Renee Murphy

Attachment

 

 

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education approve the attached lease agreement with the Kentucky International Convention Center and authorize the superintendent to sign same.

X.R.4. Recommendation for Approval of Memorandum of Agreement for Earl J. Bell, LCSW, to Provide Behavior and Mental Health Services to JCPS Students
Rationale

Earl J. Bell, LCSW,  will provide on-site behavioral and mental health services to JCPS students. The goal of these services is to help students develop critical thinking skills, self-regulation, and empathy. Services to be included are individual and group counseling.

Schools will be provided a list of providers that accept both Medicaid and private insurance that have obtained MOAs prior to the first day of school. The principal will determine which services to bring into their school based upon the needs of the students they serve.

The MOA process was developed because community providers are already in our schools and schools have requested guidance on who should and who should not be allowed into the schools. The vetting process looks at licensure, insurance, and background checks for providers.

No costs will be incurred by JCPS or JCPS student, parent or legal guardian for services rendered. The agency will only bill for the cost of services to the private or public health insurance company after a parent or legal guardian gives written permission to do so.

The Memorandum of Agreement shall be effective April 17, 2019, and ending on December 31, 2019.

This agreement supports Vision 2020 strategy 1.1.1.

Submitted by: Dr. Scott Hooper

Attachment

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education approve the attached Memorandum of Agreement with Earl J. Bell, LCSW, and authorize the superintendent to sign same.

X.R.5. Recommendation for Approval of the United Negro College Fund Scholarship Agreement
Rationale

Jefferson County Public Schools (JCPS) created the Minor Daniels Scholarship fund in memory of Minor Daniels, a JCPS administrator. This agreement gives permission for the United Negro College Fund to manage and administer the funds to worthy students.

Submitted by: Dr. John Marshall

Attachment

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education approve the attached Scholarship Agreement with the United Negro College Fund.

X.R.6. WITHDRAWN: Recommendation for Approval of Memorandum of Understanding with the Louisville/Jefferson County Metro Government to Provide Limited Access to Video Surveillance Systems During Emergencies
X.S. Recommendation for Approval of the Naming of the Library at Cochrane Elementary School the Nancy E. Sutherland Library.
Rationale

On behalf of the Cochrane Elementary School family, we respectfully request permission to name our library the Nancy E. Sutherland Library.

On December 17, 2018, Nancy Sutherland, the secretary of Cochrane Elementary School, sadly passed away after a courageous battle with cancer.

Nancy had been the secretary of Cochrane since 1988. She was beloved by the staff, parents and the students she served. Her personal and professional contribution to Cochrane during her years there is beyond what simple words can express. She loved Cochrane and all those within. She exuded kindness, compassion and generosity of spirt.

She received the Golden Oar Award (Customer Service Award) from JCPS.  She was extremely polite to all who needed assistance. If Nancy didn’t have the information at hand, she would find out what was needed and supply the information in a timely manner. She was always happy to help others and was beyond efficient. She gave her heart and soul to Cochrane Elementary.

She attended and assisted with extracurricular activities – sports teams, Readings Nights, Night for the Arts, Festival Nights, Back to School Nights, Cookouts, Dances, and more. She added so much to the culture of the building with the ability to have positive relationships with students, staff, and parents.

She was an invaluable asset to administrators with her knowledge of the school history, personnel, and the ability to use sound judgement in critical situations. Above all, she loved the children of Cochrane and encouraged and helped them in every way she could.

Nancy’s surviving daughter, Sarah Seebold, has been consulted and gave the blessing and permission of her family to name our library in memory of her mother.

Therefore, in accordance with Board Policy 05.11 School Property-Naming Facilities and Alterations and related procedures, it is appropriate that Cochrane Elementary School’s library be named the Nancy E. Sutherland Library

Submitted by:  Dr. Michael Raisor

Attachments

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education approve the naming of the library at Cochrane Elementary School the Nancy E. Sutherland Library.

X.T. Recommendation for Approval of Declaration for One-Year Emergency Substitute Teacher Certification for the 2019-20 school year.
Rationale

It is the goal of the HR department to ensure that schools are supported by highly qualified teachers.  Substitute Teachers provide instructional support in the absence of our permanent teachers. The One-Year Emergency Certification is necessary for Substitutes who do not hold a Kentucky Teaching Certificate. 

The District may request one-year emergency certificates for substitute teachers who have completed specific curricular requirements. The sub teacher positions will be filled by qualified applicants giving preference to the factors of academic preparation, prior teaching experience or related educational work, and personal attributes compatible with the demands of the teaching profession. The District will obtain a one-year certification for any individual employed under the provision.

Submitted by: James Adams

Recommended Motion

Superintendent Martin Pollio recommends that the Board of Education approve the request to apply for Emergency Substitute Teacher Certification for the 2019-20 school year.

X.U. Recommendation for Approval of Comprehensive School Improvement Plans of TSI Schools and Review of Gap Goals
Rationale

Beginning in the 2018-19 school year, the comprehensive school improvement plans (CSIPs) of schools identified for targeted support and improvement (TSI) are subject to review and approval by the local board of education as outlined in KRS 160.346. The CSIPs describe the goals, objectives, and activities focused on school improvement efforts to ensure that each student makes progress.

Attached is a list of each school with their TSI status, gap goals, and a link to their school plans for review. Please note that there are differences in how each school set their goals due to (1) each school’s individual needs assessment and data trends and (2) no specific targets set by the Kentucky Department of Education this year.

In addition, the District shall biennially report on the school’s plans to reduce any identified gaps in achievement as well as report schools who have not met their targets for two consecutive years. The work of the Racial Equity Policy will be critical in closing achievement gaps and reducing the number of schools who are not meeting their targets.

Submitted by: Dr. Dena Dossett

Attachment

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education approve the 2018-19 Targeted Support and Improvement Schools' Comprehensive School Improvement Plans.

X.V. Recommendation for Approval of Carl D. Perkins Career and Technical Education Assurances
Rationale

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, 2019. The budget request is for fiscal year 2019-20. Funding received for fiscal year 2018-19 was $1,327,676.

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

Attachments
Recommended Motion

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

X.W. Recommendation for Approval of Shortened School Day for five Exceptional Child Education Students
Rationale

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

This Board action is subject to confidentiality requirements according to policies and procedures in Chapter 9 Confidentiality of Information. Following approval by the Board of Education, the request will be submitted to the Kentucky Department of Education, Office of Special Education and Early Learning.

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 SSD241, SSD242, SSD243, SSD244 and SSD 245 rather than by name.

Student SSD241 has a medical condition, with proper physician documentation, which requires a 3 hour school day, five days a week.  Appropriate ECE procedures have been followed for this student, who is being served in a separate classroom in a regular elementary school setting.  

Student SSD242 has a medical condition, with proper physician documentation, which requires a 2 hour, 55 minute school day, five days a week. Appropriate ECE procedures have been followed for this student, who is being served in a separate class in a regular elementary school setting.

Student SSD243 has a medical condition, with proper physician documentation, which requires a 2 hour, 55 minute school day, five days a week. Appropriate ECE procedures have been followed for this student, who is being served in a separate class in a regular elementary school setting. 

Student SSD244 has a medical condition, with proper physician documentation, which requires a 3 hour, 25 minute school day, five days a week. Appropriate ECE procedures have been followed for this student, who is being served in a separate class in a regular elementary school setting. 

Student SSD245 has a medical condition, with proper physician documentation, which requires a 6 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 class in a regular high school setting. 

Submitted by: Dr. Scott Hooper


Recommended Motion

Superintendent Martin Pollio recommends the Board of Education approve a shortened school day and/or week for five students in the Exceptional Child Education Program for the 2018-19. school year.

X.X. Recommendation for Approval of Workers Compensations Excess Insurance Policy
Rationale

The Department of Workers’ Claims requires each individually self-insured to carry excess insurance with an indemnity limit of “Statutory” or at least $10,000,000 per occurrence and a retention level of $1,000,000 or less. The policy will provide specific retention of $1,000,000 with a corridor deductible of $500,000 and no aggregate. The premium is based on payroll but is estimated to be $230,412.

This is the second year of a two year rate guarantee of 0.0261 per $100 of payroll from State National Insurance. State National Insurance has an “A” AM Best rating.

Submitted by: James Adams

Recommended Motion

Superintendent Martin Pollio recommends the Board of Education approve the Workers’ Compensation Excess Insurance Policy with State National Insurance through Neace Lukens for a period of one year beginning July 1, 2019, through June 30, 2020.

X.Y. Recommendation for Approval of External Support/Booster Organizations
Rationale

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 in 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 report supports Vision 2020 Strategies 3.1.4 Ensure responsible stewardship of resources and 3.2.1 Engage with families.

Submitted by: Dr. Devon Horton

Attachment

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education approve External Support/Booster Organizations.

X.Z. Recommendation for Approval of School Fees for 2019-20
Rationale

Pursuant to Kentucky Department of Education Accounting Procedures for the Kentucky School Activity Funds Redbook Incorporated by Reference in 702 KAR 3:130, the board is required to adopt all school fees and those fees shall remain in place until modified or removed by board resolution. These fees have been set by each school, and the use of these fees is overseen by each school’s site-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 if needed. The fees listed have not been previously adopted by the Board.

These fees are not charged to at-risk students.  In addition, principals have confirmed that no students are denied opportunities based on lack of funding.

With guidance from meetings of the Principal Communications Committee and principal sub-committees that took place in 2016, information regarding school fees for the 2019-20 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/IB/Industry Certifications/Cambridge testing fees are determined by the company and are separate from school fees. Students enrolled in these courses are expected to pay the fees. 

An instrument rental fee of $40 may be assessed by a school at any level. 

Extracurricular fees are also attached for inclusion. Principals have confirmed that no students are denied opportunities based on lack of funding.

All middle and high school student-athletes are required to purchase a secondary student accident insurance policy, which is $20 per year. 

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

Submitted by: Dr. Devon Horton

Attachments

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education approve new school fees for the 2019-20 school year.

X.AA. Recommendation for Approval for Resolution for Workers Compensation Self-Insured Program
Rationale

The Workers’ Compensation program has been self-insured since 1978. This program has realized cost savings for the District in the form of interest of reserves and rate increases on insurance premiums, and has eliminated poor claims administration and increased administration control, plan flexibility, and improved services to employees. 

Submitted by: James Adams

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education approve the attached resolution seeking approval from the Commissioner of the Kentucky Office of Workers’ Claims to self-insure the Workers’ Compensation liabilities of the District.

X.BB. Recommendation for Approval of Board Policy 08.132 Gifted and Talented Students (Second Reading)
Rationale

Revisions to this policy are needed to align Board Policy with the requirements established in Administrative Regulation 704 KAR 3:285 by the Kentucky Board of Education for Gifted and Talented Education.

The proposed revisions incorporate clarifying language requested by the Board at the March 12, 2019, meeting.

The proposed revisions have been reviewed by the Board Policy Committee.

Submitted by: Amy Dennes

Attachment

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education approve the attached revisions to Board Policy 08.132 Gifted and Talented Education.

X.CC. WITHDRAWN: Adoption of Board Policy 09.1221 Shortened School Day or Week (First Reading)
X.DD. Recommendation for Approval of Project, BG-1 Form, and Assignment of Architects/Engineers for the Phase I HVAC Renovation at the Academy @ Shawnee
Rationale

This renovation will include complete mechanical and electrical upgrades, new ceilings and lights, windows and architectural renovations to support existing programs. Also included will be a partial roof replacement. The previously abandoned third floor area will be fully restored to be used for classrooms.

Pursuant to the requirements of KRS 322.010 and 323.010, et al. and the policies and procedures of the Jefferson County Public School District, a certified and licensed architect or engineer is assigned to all projects that modify, renovate, or construct additions to existing buildings.

The architect or engineer is responsible for the proper preparation of all plans, specifications, estimates, and direct supervision during the execution of the construction contract. The architect or engineer will supervise the bid process, as required by the District’s Model Procurement Code, and provide an appropriate written recommendation to the district.

The Kentucky Department of Education requires approval of this resolution in order to enter into contracts with the design firms of this project. Plans and specifications will be prepared with this approval.

The project directly supports strategy 3.1.1 of Vision 2020.

Submitted by: Dr. Michael Raisor

Attachment

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education approve the project, the assignment of Pickett Passafiume Architects and Environmental Concerns, Inc. (Asbestos Abatement only) as the architects/engineers, and the BG-1 form for the Phase I HVAC Renovation at the Academy @ Shawnee, for an estimated project cost of $40,000,000.

XI. Board Planning Calendar
Rationale

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

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

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

Attachment

Attachments
Recommended Motion

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

Actions Taken

Order #2019-59 - 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 Mr. Benjamin Gies and a second by Mrs. Linda Duncan.

XII. Committee Reports
Rationale

Meeting dates and times can be accessed on the JCPS Calendar of Events. Meeting materials and Minutes from previous meetings can be accessed here.

XIII. Board Reports
Rationale

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

XIV. Persons Requesting to Address the Board (If Needed)
Rationale

Each speaker is allowed three minutes to address the Board. 

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

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

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

A motion to adjourn the April 16, 2019, meeting of the Jefferson County Board of Education.

Actions Taken

Order #2019-60 - Motion Passed:  A motion to adjourn the April 16, 2019, meeting of the Jefferson County Board of Education passed with a motion by Mr. Benjamin Gies and a second by Dr. Corrie Shull.