Welcome to the September 24, 2019, meeting of the Jefferson County Board of Education.

JCBE Meeting Videos

9 24 19 JCBE Meeting Audio

Please join us for our traditional moment of silence.

• 9 24 19 Agenda
• 9 24 19 Meeting Notice

Please join us for the Pledge of Allegiance.

• 9 24 19 Recognitions

Superintendent Martin Pollio recommends the Board of Education receive the recognitions and resolutions for September 24, 2019.

Order #2019-165 - Motion Passed:  Superintendent Martin Pollio recommends the Board of Education receive the recognitions and resolutions for September 24, 2019. The recommendation passed with a motion by Mrs. Linda Duncan and a second by Mr. James Craig.

duPont Manual High School teacher Amy Medley has been selected as a recipient of the 2019 Yale Educator Award.

This award, sponsored by the Yale Office of Undergraduate Admissions, recognizes educators from around the world who inspire and support their students to perform at high levels and to achieve excellence.

Students entering the Yale Class of 2023 were asked to nominate outstanding educators who have deeply impacted their lives. Mrs. Medley was nominated for the award by Manual Class of 2019 graduate Bhargav Ramesh, she was then selected as a winner by a committee in the Office of Undergraduate Admissions.

Mrs. Medley plays a critical role in shaping her students’ futures by encouraging them to pursue their goals.

Of this year’s 311 nominees, who represent 40 US states and 23 countries, 55 teachers and only 18 counselors were selected to receive the award.

In September, the winners were sent engraved desk sets and congratulatory letters.

Submitted by: Renee Murphy

Superintendent Martin Pollio recommends the Board of Education recognize duPont Manual High School counselor Amy Medley for winning the Yale Educator Award.

Each summer before school starts, our Family Resource Youth Service Center (FRYSC) Coordinators are hard at work conducting home visits and connecting families to valuable resources in JCPS and throughout the Louisville community. This year as part of their Back to School efforts, they worked with WLKY News and Commonwealth Bank to help teachers stock their classrooms. 

There were 11 different locations from WLKY and Commonwealth Bank that donated the teacher supplies and on August 28 the supplies were sent out from the JCPS warehouse.

In all, 1,676 teachers at 79 of our schools were supported by this effort. 

Submitted by: Renee Murphy

Superintendent Martin Pollio recommends the Board of Education recognize JCPS Family Resource Youth Service Center Coordinators for their effort in the 2019-20 Back to School school supply drive.

Pleasure Ridge Park High School junior Edward Smith was recently recognized and awarded an Emmy by the Ohio Valley Chapter of the National Academy of Television Arts and Sciences (NATAS).

Smith earned an Emmy in the Talent category for "Exploring School Initiatives," a compilation of three stories he did during the 2018-19 year on school security, the District's Backpack of Success Skills initiative and PRP's Health Science Academy through the Academies of Louisville.

The Ohio Valley Chapter of the NATAS was created in 1962 and is dedicated to the advancement of the arts and sciences of television and the promotion of creative leadership for artistic, educational, and technical achievements within the television industry. 

This is Edward's second Emmy award. He earned an Emmy in the News: General Assignment category last year for his story, “Funding for the Future: Kentucky Teachers Rally at the Capitol.”

Submitted by: Renee Murphy

Superintendent Martin Pollio recommends the Board of Education recognize PRP High School student Edward Smith for winning an Emmy Award.

Lincoln Elementary’s PTA is one of two school PTAs in Kentucky to be named a 2019-2021 National PTA School of Excellence.

This distinction recognizes Lincoln’s PTA as a program that supports and celebrates partnerships between PTAs and schools to enrich the educational experience and overall well-being for all students.

Submitted by: Renee Murphy

Superintendent Martin Pollio recommends the Board of Education recognize the Lincoln Elementary School PTA for Being Named a National PTA School of Excellence.

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.

• 9 24 19 Agenda

Superintendent Martin Pollio recommends the Board of Education approve the agenda for September 24, 2019.

Order #2019-166 - Motion Passed:  Superintendent Martin Pollio recommends the Board of Education approve the agenda for September 24, 2019. The recommendation passed with a motion by Mr. James Craig and a second by Mr. Joseph Marshall.

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 10, 2019, regular meeting are presented for your review and approval.

Attachment

• 9 10 19 Minutes

Superintendent Martin Pollio recommends the Board of Education approve the minutes of the September 10, 2019, regular meeting.

Order #2019-167 - Motion Passed:  Superintendent Martin Pollio recommends the Board of Education approve the minutes of the September 10, 2019, regular meeting. The recommendation passed with a motion by Mr. James Craig and a second by Dr. Corrie Shull.

In addition to the Superintendent’s regular report, there is an attachment with a set of procedures that are part of the work to establish systemic organizational coherence in order to align with the provisions of the Corrective Action Plan.

• JCPS Procedures

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.

Once approved by the Jefferson County Board of Education, the Working Budget will be submitted to the Kentucky Board of Education for approval as required by KRS 160.470. This item supports Vision 2020 Strategy 3.1.4 Ensure responsible stewardship of resources.

Submitted by: Cordelia Hardin

Attachments

• FY 20 Working Budget
• Munis Report

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

Order #2019-168 - Motion Passed:  Superintendent Martin Pollio recommends the Board of Education approve the attached Working Budget for Fiscal Year 2019-20. The recommendation passed with a motion by Mr. James Craig and a second by Mr. Joseph Marshall.

As stated in the JCPS Internal Audit Charter and the professional standards of the Institute of Internal Auditors, the Internal Audit Work Plan (Plan) should be developed using a risk-based methodology and the Board should annually review and approve the Plan and any changes to the Plan as well as receive periodic updates on the status of the Plan. The Plan to be approved covers the period November 1, 2019, through October 2020. The status report is based on projects included in the revised Plan approved in February 2019 and completed through August 31, 2019. Thus, we recommend approval of the Internal Audit Risk-Based Audit Plan to guide the internal audits and reviews during the period November 1, 2019 through October 31, 2020, and accept the report on the status of the current Internal Audit Work Plan as of August 31, 2019.

Submitted by: Jodell Renn

Attachment

• Combined Audit Plan November 2019 – October 2020

Superintendent Martin Pollio recommends the Board of Education approve the Internal Audit Work Plan for the period ending October 31, 2020, and accept the report on the status of the Internal Audit Work Plan for the period ending August 31, 2019.

Order #2019-169 - Motion Passed:  Superintendent Martin Pollio recommends the Board of Education approve the Internal Audit Work Plan for the period ending October 31, 2020, and accept the report on the status of the Internal Audit Work Plan for the period ending August 31, 2019. The recommendation passed with a motion by Mr. James Craig and a second by Dr. Corrie Shull.

KRS 160. 270 requires a local board of education to hold “at least one (1) regular meeting each month, at a time and place fixed by the Board.”

On September 10, 2019, the Board discussed three options for a 2020 Board meeting schedule. Aspects of the proposed schedule incorporate Board input.

The proposed schedule continues to have two types of Regular Meetings – Business Meetings and Work Session Meetings. It also includes Board Retreats and Public Forums, which will be special meetings under KRS 160.270. Unlike the 2019 meeting agenda format, both Business Meetings and Work Session Meetings will have a Consent Calendar in order to create a more balanced workload. 

 The schedule has 22 meeting dates:

• 13 Business Meetings
• 5 Work Session Meetings
• 2 Board Retreats
• 2 Public Forums

The proposed schedule of meetings avoids calendar conflicts including religious and national holidays, school calendar conflicts, election days, and state and national education conferences.

Additionally, the recommendation will be to adjust the dates for publishing materials from eleven days to seven days preceding Regular Meetings.

Board Policy 01.45 establishes the standard format to be used for regular Board meeting agendas and sets the dates for publishing materials. This policy will be brought forward to the Board for amendment prior to the first meeting in 2020 to make the needed changes.

Regular meetings are open to the public and are held in the Stewart Auditorium at the VanHoose Education Center, 3332 Newburg Road, at 7 p.m., 

Submitted by: Amy Dennes

• Proposal of 2020 Board Meeting Schedule
• Attachment - Calendar of Publish and Meeting Dates for 2020

Superintendent Martin Pollio recommends the Board of Education approved the attached Board Meeting Schedule for 2020.

Order #2019-170 - Motion Passed:  Superintendent Martin Pollio recommends the Board of Education approved the attached Board Meeting Schedule for 2020. The recommendation passed with a motion by Mr. Joseph Marshall and a second by Mrs. Linda Duncan.

Superintendent Martin Pollio recommends the Board of Education approve the consent calendar for September 24, 2019.

Order #2019-171 - Motion Passed:  A motion that the Board of Education approve the consent calendar for September 24, 2019, minus item X.U. Revision of Board Policy 01.11 General Powers and Duties of the Board (First Reading) passed with a motion by Mr. Chris Brady and a second by Mr. James Craig.

Order #2019-172 - Motion Passed:  A motion that the Board of Education approve consent item X.U. Revision of Board Policy 01.11 General Powers and Duties of the Board (First Reading) passed with a motion by Mrs. Linda Duncan and a second by Mr. James Craig.

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

• Leaves 9 24 2019

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

Rationale

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

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

All positions are Board of Education approved positions.

Submitted by: Jimmy Adams

Attachment

• Personnel Actions 9 24 2019

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

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

Submitted by: Mr. Jimmy Adams

Attachment

• Job Descriptions New 9 24 19

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

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

Submitted by: Mr. Jimmy Adams

Attachment

• Summary of Organizational Changes 09 24 19
• Organizational Chart Final and Markups 9 24 19

Superintendent Martin Pollio recommends the Board of Education approve the attached organizational chart changes.

This is a report of field trip requests submitted to the Board of Education on September 24, 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

• FIELD TRIPS Approved by the Superintendent 9-24-19
• FIELD TRIPS BY DESTINATION 9-24-19
• FIELD TRIPS BY SCHOOL 9-24-19

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 the existing supplemental air conditioning unit for the Materials Production Print Shop.

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 CB Young - Print Shop HVAC

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 Print Shop HVAC Unit Replacement at C. B. Young Jr. Service Center, for an estimated project cost of $129,610.

This project will replace the existing theatrical lights on the stage.

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 Lighting Repl

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 Stage Lighting Replacement at Johnson Traditional Middle School, for an estimated project cost of $83,150.

This project will replace one light pole and associated lights at the stadium.

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 Louisville Male HS - Stadium Light Pole Repl

Superintendent Martin Pollio recommends the Board of Education approve the project, the assignment of Biagi, Chance, Cummings, London, Titzer, Inc. as the architect/engineer, and the BG-1 form for the Stadium Light Pole Replacement at Louisville Male High School, for an estimated project cost of $105,420.

This project consists of replacing the existing HVAC unit that serves the District’s Data Center.

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 VanHoose Educ Ctr - Data Center HVAC

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 Data Center HVAC Unit Replacement at VanHoose Education Center, for an estimated project cost of $501,432.

This project consists of repaving the asphalt and striping the track. Also included is adding long jump and high jump events.

On June 11, 2019, the Board of Education approved Jacobi, Toombs and Lanz, Inc. to prepare plans and specifications for Project 19-348.

Bids were received, publicly opened, and read aloud in the Office of Facility Planning on August 28, 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

• Rev BG-1 Butler THS - Track Repaving and Striping

Superintendent Martin Pollio recommends the Board of Education award a contract to Hall Contracting of Kentucky, Inc. for Track Repaving and Striping at Butler Traditional High School for the low base bid of $105,033; reject Alternate 1; and approve the attached revised BG-1 form for $123,500.

On July 25, 2017, the Board of Education approved Patrick D. Murphy Co., Inc. Architects to prepare plans and specifications for Project 18-014.

On February 27, 2018, the Board approved awarding a contract to Bri-Den Roofing as the low bidder.

Patrick D. Murphy Co., Inc. Architects has made a final inspection and concluded that this contract is complete and final payment is due the contractor.

The project directly supports strategy 3.1.1 of Vision 2020.

Submitted by: Dr. Michael Raisor

Attachment

• BG-4 Dixie ES - Partial Roof Repl

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 Dixie Elementary School for a total construction cost of $327,000.

On June 11, 2019, the Board of Education approved the contract completion and BG-4 form for Stateline Roofing & Metal Co, 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

• BG-5 Johnson Traditional MS - Partial Roof Repl

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

On December 28, 2018, the Board of Education approved the contract completion and BG-4 form for Morel Construction Company, 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

• BG-5 Kenwood ES - Phase I HVAC

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

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

• Change Orders and Descriptions 9-24-19

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.

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

Submitted by: Cordelia Hardin

Attachment

• *Bid Tabulations and Contract Renewals_09 24 19
• Automotive Glass & Installation (Percentage)
• Automotive Glass (Line Item)
• Bus Technology (Installation, Repair & Maintenance)
• Controls for Heating & AC
• Fresh Fruit & Vegetable Program Prepackaged Produce
• Kitchen Fire Suppression Systems (Inspection & Service)
• Paper, Bright Colors (Warehouse Delivery)
• School Bus Mobile Digital Camera Mobile DVR System
• Tile & Related Items (Including Installation & Removal)

Superintendent Martin Pollio recommends the Board of Education approve the following bid tabulations and contract renewals:
•Fresh Fruit & Vegetable Program Prepackaged Produce;
•Tile & Related Items (Including Installation & Removal);
•Controls for Heating & A/C;
•Kitchen Fire Suppression Systems (Inspection & Service);
•Automotive Glass (Line Item);
•Automotive Glass & Installation (Percentage);
•Bus Technology (Installation, Repair & Maintenance);
•School Bus Mobile Digital Video Camera Mobile DVR System;
•Paper, Bright Colors (Warehouse Delivery);
•Contract Renewal on Competitive Negotiation on General Banking Services for School Based Accounts;
•Contract Renewal on Asbestos Air Monitoring, Lab Analysis Services & Lead Testing;
•Contract Renewal on Diesel & Gasoline Part A;
•Contract Renewal on Audiovisual (Percentage) and;
•Contract Renewal on Laminator Repair Service.

In accordance with Board Policy 01.11 General Powers and Duties of the Board, professional services contracts of $20,000 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 09 24 19
• 01 University of Louisville Research Foundation, Inc.
• 02 E3 Education, Excellence and Equity
• 03 Solution Tree, Inc.
• 04 Solution Tree, Inc.
• 05 BrightBytes, Inc. Amendment
• 06 Academy of Music Production Education and Development
• 07 Envision Education, Inc. dba Envision Learning Partners
• 08 Louisville Urban League
• 09 Louisville Urban League
• 10 Louisville Urban League
• 11 Louisville Urban League

Superintendent Martin Pollio recommends the Board of Education approve the attached professional services contracts of $20,000 or more.

This report includes professional services contracts of $20,000 or more approved by the Board as of July 1, 2019, 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

• Professional Services Contracts of $20,000 or More 09 24 19

Superintendent Martin Pollio recommends the Board of Education receive the attached report of Professional Services Contracts of $20,000 or more.

KRS 160.270 was amended to allow the board to authorize the superintendent to approve purchases, in accordance with small purchase procedures adopted by the board, for any contract for which a determination is made that the aggregate amount of the contract is less than $20,000.

This report is provided per Board Policy 01.11 General Powers and Duties of the Board and supports Vision 2020 Strategy 3.1.4 Ensure responsible stewardship of resources.

Submitted by: Cordelia Hardin

Attachment

• Professional Services Contracts less than $20,000 09 24 19

Superintendent Martin Pollio recommends the Board of Education receive the attached Report of Professional Services Contracts less than $20,000.

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

• Invoice Report

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 August 5 through September 2, 2019.

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

• Purchase Orders by Department
• Purchase Orders by Vendor

Superintendent Martin Pollio recommends the Board of Education accept the attached report of Orders of the Treasurer-Purchase Orders issued during the period of August 5 through September 2, 2019.

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

• Voucher Report

Superintendent Martin Pollio recommends the Board of Education accept the attached report of Orders of the Treasurer-Vouchers paid during the period of August 5 through September 2, 2019.

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 

• July 2019 Monthly Financial Report
• Notes of Interest - July 2019

Superintendent Martin Pollio recommends the Board of Education receive the attached Monthly Financial Report for period ended July 31, 2019.

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 September 24, 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 (SBDM) Council.

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

Submitted by: Dr. Dena Dossett

• Donations and Small Grants Report 9 24 19 Donor Order
• Donations and Small Grants Report 9 24 19 Location Order

Superintendent Martin Pollio recommends the Board of Education accept donations and small grants totaling $166,563.45 to be used as stated in the attachment.

Janet Kleier donated $50.00 to the Elaine Whelan Literacy Fund to support the Stopher Elementary Library.

Louisville Metro Government donated $5000.00 to Conway Middle to purchase a marquee.

The Papa John's Foundation, Inc. donated $12,500.00 to support community swim options.

Adele M Vinsel donated $350.00 to the Elaine Whelan Literacy Fund to support the Stopher Elementary Library.

Kellie Whelan-Kim donated $25.00 to the Elaine Whelan Literacy Fund to support the Stopher Elementary Library.

Superintendent Martin Pollio recommends the Board of Education accept funding totaling $17,925.00 from the Jefferson County Public Education Foundation to be used as stated in the rationale.

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, Centerstone, 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 Services 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/Jefferson County Metro Government  for the Neighborhood Place program and receive appropriate funding. 

This project directly supports Strategy 1.1.3 of Vision 2020. 

Submitted by: Dr. Carmen Coleman 

Attachment 

• Louisville Jefferson County Metro Government (Neighborhood Place) Grant Agreement

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

Schaffner Parent Teacher Association will donate all equipment, material, and labor to construct a walking track on the back of the Schaffner Traditional Elementary School property.

This donation supports Vision 2020 strategy 3.1.1, Improve physical infrastructure.

Submitted by Dr. Devon Horton

Attachment

• Schaffner Elementary Parent Teacher Association

Superintendent Martin Pollio recommends the Board of Education accept the donation from Schaffner Parent Teacher Association totaling $33,192 and authorize the superintendent to sign the attached Memorandum of Agreement.

The Fresh Fruit and Vegetable Program increases elementary school children’s consumption of fresh fruits and vegetables and exposes students to new fruits and vegetables to improve healthy eating habits and help elementary schools create healthier food environments. Eligible elementary schools must have 50 percent or more of their students qualify for free/reduced price meals. 

The grant supports Vision 2020 Strategies 1.1.3 and 2.1.3. Grant funds pay salary, benefit, equipment, supply, and administration costs. The grant does not obligate the District or schools financially and there is no matching requirement. The period of performance is October 1, 2019, through September 30, 2020.

Submitted by: Dr. Michael Raisor

Attachments

• Agreement - FFVP - Addendum 9-4-19
• Notification of FFVP Grant - Award Letter FY2020 - Jefferson County 8-29-19

Superintendent Martin Pollio recommends the Board of Education accept a Fresh Fruit and Vegetable Program Grant of $834,050 from the Kentucky Department of Education and approve the attached addendum agreement.

The Pritchard Committee for Educational Excellence received a federal grant to implement a statewide Family Engagement Center. The National Center for Families Learning (NCFL) received a sub-grant to support that work. NCFL is awarding $41,694 to Martin Luther King Jr. Elementary School and another $41,694 to McFerran Preparatory Academy to implement Family Literacy and parent engagement activities.

Grant funds will cover extra service pay and benefits for staff to provide the family programming targeting vulnerable families at each site. The grant will also pay for contractual costs, supplies, transportation, and adult education services.

Each site will serve 25 families by:

• Providing two hours of Parent and Child Together Time (PACT Time) each week;

• Offering four 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 Family Service Learning projects during the course of the school year.

The period of performance is October 1, 2019, through September 30, 2020. Matching funds are not required and the grant does not obligate the District beyond the period of performance.  As the funder, NCFL is asking the District to sign the agreement first.

The grant aligns with Vision 2020 strategies 1.1.5 Improve student literacy, 1.1.6 Strengthen early childhood education and 1.1.7 Eliminate, achievement, learning and opportunity gaps.

Submitted by: Dr. Devon Horton

Attachments

• Martin Luther King Jr Project Budget
• McFerran Preparatory Academy Project Budget
• The National Center for Families Learning, INC. and Martin Luther King Jr and McFerran Preparatory Academy

Superintendent Martin Pollio recommends the Board of Education accept a grant of $83,388 and approve the attached agreement to implement a Family Learning Program at Martin Luther King, Jr. Elementary School and McFerran Preparatory Academy.

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

Funded through federal research grants, Dataseam has helped the University of Louisville create one of the largest cancer drug development pipelines in the world. This innovative and highly efficient computing resource will support our student technology needs while supplying research teams with more processing power than super computers at the state’s two largest research universities combined.

Thousands of Dataseam computers located throughout Kentucky schools are currently linked together to form a super computer called the DataseamGrid. Collectively the technology forms one of the largest computing devices in the world that powers research for new cancer treatments at the James Graham Brown Cancer Center. Scientists using the DataseamGrid have been more successful in creating new cancer treatments than privately owned pharmaceutical companies.

Through this partnership, Dataseam will provide 125 MacOS devices for JCPS students to use during school hours. Those devices will remain powered on overnight when Dataseam will utilize the network to run test simulations with no adverse effect to user experience. The $25,000 cost to the District will be to train staff members in MacOS admin certification and device management. This initiative directly supports Vision 2020 Strategy 3.3.3- Optimize technology usage.

Submitted by: Dr. Kermit Belcher

Attachment

• KY Dataseam Initiative

Superintendent Martin Pollio recommends the Board of Education approve the attached agreement with Kentucky Dataseam Initiative Inc.

The purpose of this agreement is to delineate the operational guidelines for sharing data between the Louisville Free Public Library and JCPS and define the respective roles and responsibilities of each party. Data sharing will begin upon acceptance of this agreement and the establishment of a password protected data sharing hub. All procedures and processes will be FERPA compliant. 

This agreement will allow JCPS to share student level data with the Louisville Free Public Library in order to provide kindergarten students and students new to JCPS a Louisville Free Public Library account and library card.

Submitted by: Dr. Dena Dossett

Attachment

• LFPL_DSA

Superintendent Martin Pollio recommends the Board of Education approve the attached Data Sharing Agreement between Louisville Free Public Library and Jefferson County Public Schools and authorize the superintendent to sign same.

This agreement updates the current agreements authorized for approval during the June 11, 2019, Board of Education meeting.

Per the cover letter that accompanies the revised agreement, Morehead State University (MSU) is in the process of revising all dual credit MOAs to more clearly reflect the criteria outlined in the policies of their regional accreditor the Southern Association of Colleges and Schools Commission on Colleges (SACSOC). 

The revisions include additional language in Section II pertaining to the responsibilities of the district high school:

5. Follow the MSU curriculum guides, student learning outcomes in courses and assessment standards including additional guidelines and assessment for general education (NEW) as well as follow documents procedures to assure that security of personal information is protected;

11. Follow deadlines established by MSU related to student registration, grade submission, withdrawal, addition of courses, Faculty 180 (NEW) as well as appropriate classroom facilities and equipment, etc.

All other information in the agreement is the same as the document approved on June 11, 2019.

This program directly supports Vision 2020 strategies 1.1.3 Provide Equitable Access and 1.1.7 Elimination Achievement, Learning, and Opportunity Gaps.

Submitted by Dr. Devon Horton

Attachments

• Morehead State Memo from the Office of the President
• Morehead State University and Ballard High School
• Morehead State University and Central High School
• Morehead State University and Eastern High School

Superintendent Martin Pollio recommends the Board of Education approve the attached Memorandum of Agreement between Central High School MCA, Eastern High School and Ballard High School and Morehead State University for dual credit courses and authorize the superintendent to sign same.

Dual Credit personnel from Murray State University have worked with the principal, administrators, and teachers at Moore and Seneca to identify teachers with the necessary credentials to offer dual credit for students. These agreements align with the new Dual Credit Scholarship Program passed in the 2017 Legislative Session. These dual credit courses can be transferred to any regionally accredited college or university for credit. Murray State University is a Partner Postsecondary Institution with KHEAA for that program.

The attached Memorandum of Agreements detail the data exchange commitments, expectations of Murray State University, the local school, the local school adjunct faculty, and students. Murray State University faculty vet high school teachers by examining their credentials to grant the high school teacher adjunct faculty status.

Specifically:

• Scholarship funds may be used for dual credit unless the student has exceeded two courses or state funds are exhausted. In that case, the student/family is responsible for paying tuition.

• Tuition is set to 1/3 KCTCS tuition (as required by the PPI agreement with the KHEAA) the University will not charge JCPS or JCPS students 50 percent of tuition for unsuccessful scholarship students.

Submitted by: Dr. Carmen Coleman

Attachments

• Dual Credit - Moore
• Dual Credit - Seneca

Superintendent Martin Pollio recommends the Board of Education approve the attached Memorandum of Agreement between Marion C. Moore School and Seneca High School and the Murray State University for dual credit courses and authorize the superintendent to sign same.

Jefferson County Public Schools, through Adult and Continuing Education, has enjoyed a long, successful collaboration with Jefferson Community and Technical College in helping to successfully transition GED students and other adult learners into postsecondary education. 

The attached Memorandum of Agreement formalizes the collaborative efforts by delineating the roles and responsibilities of both parties.

The contract period for the attached lease agreement is from September 25, 2019, through June 30, 2020.

This partnership aligns with the District’s Vision 2020 by providing the necessary skills to transition to postsecondary education. Both partners are providing in-kind contributions.  There is no cost to the district.

Submitted by:  Dr. Carmen Coleman

Attachment

• JCTC MOA

Superintendent Martin Pollio recommends the Board of Education approve the attached lease amendment with Jefferson Community and Technical College and authorize the superintendent to sign same.

University of Louisville/Belknap Campus will provide Jefferson County Public Schools (JCPS) with office space to support Culture and Climate staff working with Trauma and Multi-Tiered Supports and will house a Jefferson County High School site. Office space shall include utilities, security, janitorial service, phone service, and internet connectivity. It will also include offices, classroom space, and classroom technology.

The total cost for the leasing agreement is $82,695.98.

This agreement will be effective starting September 25, 2019, through August 30, 2020.

This project directly supports Vision 2020 strategy 3.1.1 Improve physical infrastructure.

Submitted by: Dr. Devon Horton

Attachment

• University of Louisville-Belknap Campus and Jefferson County High School-JCPS

Superintendent Martin Pollio recommends the Board of Education approve the attached Lease Agreement with University of Louisville/Belknap Campus and Jefferson County High School D.B.A. Jefferson County Public Schools and authorize the superintendent to sign same.

Jefferson County Public Schools has been invited by NWEA and the KHAN Academy to pilot the MAP Accelerator. We are one of four districts in the country to have been provided this opportunity. MAP Accelerator is a product that allows the KHAN Academy to personalize a learning path in mathematics for each student based on MAP results.

The purpose of this agreement is to delineate the operational guidelines for sharing data between the KHAN Academy, Inc. and JCPS and define the respective roles and responsibilities of each party. Data sharing will begin upon acceptance of this agreement. All procedures and processes will be FERPA compliant.

Submitted by: Dr. Carmen Coleman

Attachment

• Khan Data Sharing Agreement

Superintendent Martin Pollio recommends the Board of Education approve the attached Data Sharing Agreement with Khan Academy, Inc. and authorize the superintendent to sign same.

Louisville Metro Government, through the attached Grant Agreement, provides funding totaling $159,000 to support part of the salaries and fringe benefits of Community Liaisons at six Community School sites. The grant also pays some bus transportation costs.

Project sites include:

• Academy @ Shawnee
• Farnsley Middle School
• Frost Middle School
• Iroquois High School
• Meyzeek Middle School
• Western Middle School

Community Liaisons oversee the activities of the Community Schools, which offer services to the entire community during the summer and after school hours. These programs provide intergenerational, educational, social, cultural, and recreational activities for children of all ages and their families.

The period of performance is July 1, 2019, through June 30, 2020. During the 2019-20 school year, JCPS Community Schools expect to provide programs and services to 1,400 children and families. A match of $53,010 will be provided by the Department of Diversity, Equity & Poverty. The grant does not obligate the District beyond the period of performance.

Submitted by: Dr. John Marshall

Attachment

• Louisville Metro Gov MOU

Superintendent Martin Pollio recommends the Board of Education approve the attached Grant Agreement with Louisville Metro Government and authorize the Superintendent to sign same.

Jefferson Community and Technical College/Southwest Campus will provide Jefferson County Public Schools (JCPS) with office space to support two JCPS staff or faculty to administer and prepare primary education coursework and privately advise students. Office space shall include utilities, security and janitorial service, phone service, and internet connectivity. This office and classroom space and classroom technology shall be provided at no cost to JCPS.

This agreement will be effective starting September 25, 2019, and end on July 31, 2020.

This project directly supports Vision 2020 strategy 3.1.1 Improve physical infrastructure.

Submitted by: Dr. Devon Horton

Attachment

• JCTC Agreement

Superintendent Martin Pollio recommends the Board of Education approve the attached Lease Agreement with Jefferson Community and Technical College/Southwest Campus and Jefferson County High School D.B.A. Jefferson County Public Schools and authorize the superintendent to sign same.

The Student Technology Leadership Program (STLP) provides a platform for students to demonstrate how they are utilizing technology to solve school/community needs through instructional, technical, service and entrepreneurial-based projects. STLP provides opportunities to share those projects, products, and services at regional, state, and international events.

Teachers who sponsor students in STLP will receive a $500 stipend in the fall and $500 stipend in the spring. This stipend provides compensation for the additional time spent with students outside the regular school day. Requirements for receiving the stipend include facilitating opportunities after school hours and participating in regional and state competitions.

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

Submitted by: Cordelia Hardin

Attachment

• Extra Service Pay Schedule-STLP Stipend

Superintendent Martin Pollio recommends the Board of Education approve a $1,000 yearly stipend for the Coordinator Student Technology Leadership Program (STLP) as shown on the attached Extra Service Pay Schedule.

The change in this policy establishes long-term educational/professional leave may be granted to certified employees for a period of not more than three consecutive years, rather than two consecutive years. This change is required to conform to the agreement between the Board and the Jefferson County Teachers Association.

Submitted by: Amy Dennes

Attachment

• 03.1235 Educational Professional Leave

Superintendent Martin Pollio recommends the Board of Education receive the attached Board Policy 03.1235 Educational/ Professional Leave for first submission and reading.

House Bill 46 (2019 RS) amends KRS 158.195 to require a local board of education to require each elementary and secondary school to display the National Motto “In God We Trust” in a prominent location in the school beginning with the 2019-2020 school year.

The language being added to this policy, shown below, conforms to the statutory requirements of KRS 158.195, while providing specific parameters regarding the presentation of the National Motto and language to be included to provide historical context.

National Motto

Pursuant to the mandate in KRS 158.195, each school in the District shall display a small poster (11” X 17”) limited to the following language and displayed in a prominent location in the school:

The phrase “In God We Trust” first appeared on U.S. coins in 1864, largely because of increased religious sentiment existing during the Civil War. The phrase later became the national motto and, in 1957, made it onto printed U.S. bills.

Submitted by: Amy Dennes

Attachment

• 01.11 General Powers and Duties of the Board

Superintendent Martin Pollio recommends the Board of Education receive the attached Board Policy 01.11 General Powers and Duties of the Board for first submission and reading.

The proposed changes clarify that in accordance with JCPS Policy, state law, and federal law, incidents of domestic/dating violence which is inclusive of harassment/discrimination, shall be reported as set forth in the JCPS Discrimination Grievance Procedure Handbook.

Submitted by: Amy Dennes

Attachments

• 03.13253 Domestic Dating Violence Reporting Education Certified
• 03.23253 Domestic Dating Violence Reporting Education Classified

Superintendent Martin Pollio recommends the Board of Education receive the Board Policies 03.13253 Domestic/Dating Violence Reporting and Education (Certified) and 03.23253 Domestic/ Dating Violence Reporting and Education (Classified) for first submission and reading.

The proposed changes clarify the procedures to file a harassment or discrimination complaint, in order to align them with the procedures set forth in the JCPS Discrimination Grievance Procedure Handbook.

Submitted by: Amy Dennes

Attachments

• 03.162 Harassment Discrimination Certified
• 03.262 Harassment Discrimination Classified

Superintendent Martin Pollio recommends the Board of Education receive the attached Board Policies 03.162 Harassment/ Discrimination (Certified) and 03.262 Harassment/ Discrimination (Classified) for first submission and reading.

Board Policy 01.22 states:

The Board may establish committees when deemed necessary by the Board. These committees shall serve in an advisory capacity and may not take action to bind the Board. All Board committee meetings shall be subject to the Kentucky Open Meetings Act.

On July 16, 2019, the Board approved the creation of Revenue Advisory Task Force to collect information, conduct research and analysis, and make recommendations to the Board regarding options for the generation of additional revenue to address the significant unmet facilities and other needs of the District.

The Task Force membership shall include:

• One Board Member to chair the task force, selected by the JCBE Chair;
• Three to five JCPS staff members;
• Two representatives selected by the Jefferson County Teachers Association; and
• Seven community members, with each Board member selecting one.

The Chair of the Task Force may invite other individuals and organizations with pertinent expertise and perspectives to assist as either members of or advisors to the Task Force.

The Task Force is expected to complete its work by December 31, 2019, and submit a report with recommendations to the Board by the first meeting in January 2020, unless circumstances require an adjustment to that deadline.

The creation of the Revenue Advisory Task Force directly addresses action steps within the final Corrective Action Plan (CAP) under the Settlement Agreement with KDE. The Agreement states “KDE recommends that the Board members consider any and all additional revenue sources (e.g. nickel equivalent tax, utility tax) to address critical facility needs.”

Submitted by: Cordelia Hardin

Superintendent Martin Pollio recommends the Board of Education approve a process for establishing the membership of the Revenue Advisory Task Force and approve a timeline for completion of its work.

The Kentucky Administrative Regulations, as outlined in the Student, Progression, Promotion, and Grading Handbook require that accelerated entrance to primary program be submitted to the Board of Education for approval.

This Board action is subject to confidentiality requirements under Board Policy 09.14 Student Records, and state and federal law. 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 accelerated placements/promotions to primary school program 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);
• KDE Accelerated Placement in Primary Program

Per regulations, the student is being identified as SSID#998407145 rather than by name. This student has been evaluated and is recommended for accelerated placement/promotion.

Submitted by: Dr. Carmen Coleman

Superintendent Martin Pollio recommends the Board of Education approve accelerated placement/promotion in the Primary School Program for the 2019-20 school year for one student identified as SSID# 998407145.

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

• 9 24 19 Planning Calendar
• 9 24 19 Planning Calendar Addendum

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

Order #2019-173 - 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 Dr. Corrie Shull and a second by Mr. Joseph Marshall.

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

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 September 24, 2019, meeting of the Jefferson County Board of Education.

Order #2019-174 - Motion Passed:  A motion to adjourn the September 24, 2019, meeting of the Jefferson County Board of Education passed with a motion by Mr. James Craig and a second by Mr. Joseph Marshall.