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I.
Recommendation for Approval of Meeting Agenda
In light of the Governor having declared a state of emergency within the Commonwealth on March 6, 2020, as a result of the COVID-19 outbreak and in compliance with guidance issued by the Executive Branch on March 12 and 16, 2020, regarding the conduct of meetings of state boards and commissions during the emergency period, this meeting will be conducted by video-teleconference and available for live public viewing at the following link: JCBE MEETING VIDEO
Members of the public will have the opportunity to voice opinions or express concerns by submitting remarks via email. Remarks should be limited to 500 words or less and sent to the Assistant Secretary to the Board (angela.gilpin@jefferson.kyschools.us) for dissemination purposes prior to the meeting. Public remarks will be shared with each Board member and recorded in the Official Minutes.
Superintendent Martin Pollio recommends the Board of Education approve the agenda for May 12, 2020.
Order #2020-52 - Motion Passed: Superintendent Martin Pollio recommends the Board of Education approve the agenda for May 12, 2020. The recommendation passed with a motion by Mr. Chris Brady and a second by Mrs. Linda Duncan.
II.
Recommendation for Approval of Minutes of Previous Meeting
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 April 21, 2020, regular meeting and May 4, 2020, work session are presented for your review and approval.
Attachment
Superintendent Martin Pollio recommends the Board of Education approve the minutes of the April 21, 2020, regular meeting and May 4, 2020, work session.
Order #2020-53 - Motion Passed: Superintendent Martin Pollio recommends the Board of Education approve the minutes of the April 21, 2020, regular meeting and May 4, 2020, work session. The recommendation passed with a motion by Mr. Chris Brady and a second by Mr. James Craig.
III.
Superintendent's Report
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.
IV.
Action Items
V.
Information Items
V.A.
Acceptance of Progress Report on the JCPS Final Corrective Action Plan
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. 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 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.
This board report will provide a summary of recent actions from the CAP in the areas of Planning and Finance (District). Attachments include the following documents submitted to KDE: (1) the progress notes from February and March 2020 and (2) the PowerPoint slides presented to the Kentucky Board of Education on April 9, 2020.
Submitted By: Dr Dena Dossett and Amy Dennes
Attachment
Superintendent Martin Pollio recommends the Board of Education receive a progress report regarding the JCPS Final Corrective Action Plan.
Order #2020-54 - 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. Joseph Marshall and a second by Mr. James Craig.
V.B.
Acceptance of Report on Investing in the Students of Jefferson County Public Schools
On July 16, 2019, the Board approved the creation of the Revenue Advisory Task Force. Since then, the Task Force has been engaged in developing a stronger understanding of the District’s need for additional funding to address critical facility, instructional, student support, and other program needs.
Revenue Advisory Task Force included twenty seven (27) members and held five 90-minute meetings, and presented to the full Board two times. The Board had an additional work session on May 5, 2020, to discuss the findings and recommendations of the Task Force.
This Information Item will provide information and permit board members to discuss and ask questions regarding the importance of investing in resources and efficient and effective strategies and to support significant growth in student learning and to improve educational equity.
Submitted by: Cordelia Hardin
Attachment
Superintendent Martin Pollio recommends the Board of Education receive the attached report on investing in JCPS students.
Order #2020-55 - Motion Passed: Superintendent Martin Pollio recommends the Board of Education receive the attached report on investing in JCPS students. The recommendation passed with a motion by Mr. James Craig and a second by Dr. Corrie Shull.
VI.
Consent Calendar
Superintendent Martin Pollio recommends the Board of Education approve the consent calendar for May 12, 2020.
Order #2020-56 - Motion Passed: Superintendent Martin Pollio recommends the Board of Education approve the consent calendar for May 12, 2020. passed with a motion by Mr. James Craig and a second by Mrs. Linda Duncan.
VI.A.
Report of Certified Leaves
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
Superintendent Martin Pollio recommends the Board of Education approve the requests for leaves of absence included in the attachment.
VI.B.
Report of Personnel Actions
Pursuant to KRS 160.380, it is the responsibility of staff to report to the Board of Education routine personnel actions 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
Superintendent Martin Pollio recommends the Board of Education receive the attached report of personnel actions that he has taken per KRS 160.380.
VI.C.
Recommendation for Approval of Job Descriptions
The attached job description changes are submitted to create better efficiency in the District.
Submitted by: Jimmy Adams
Attachment
Superintendent Martin Pollio recommends the Board of Education approve the attached job descriptions.
VI.D.
Recommendation for Approval of Bid for Phase I HVAC Renovation (Bid Package II) Paving at Hite Elementary School
This project will consist of the repair and/or replacement of asphalt driveways and walkways.
Jefferson County Public Schools - Facility Planning Unit staff prepared plans and specifications for this project. The remaining contingency balance from Bid Package I will fund this project.
The Kentucky Department of Education, Division of Facilities Management, reviewed the Application for a Building Project, plans and specifications, and approved the taking of bids.
Bids were received, publicly opened, and read aloud in the Office of Facility Planning on March 11, 2020. 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: Chris Perkins
Attachment
Superintendent Martin Pollio recommends the Board of Education award a contract to Riverside Paving and Contracting Company, Inc. for Phase I HVAC Renovation (Bid Package II) Paving for the low bid of $92,848; and approve the revised BG-1 form for $7,023,473.
VI.E.
Recommendation for Approval of Bid and Revised BG-1 Forms
VI.E.1.
Recommendation for Approval of Bid and Revised BG-1 Form for Stage Lighting Replacement at Johnson Traditional Middle School
This project will provide new theatrical lighting and theatrical lighting control system for the existing stage and auditorium.
On September 24, 2019, the Board of Education approved CMTA, Inc. to prepare plans and specifications for Project 20-068.
The Kentucky Department of Education, Division of Facilities Management, reviewed the Application for a Building Project, plans and specifications, and approved the taking of bids.
Bids were received, publicly opened, and read aloud in the Office of Facility Planning on April 14, 2020. 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: Chris Perkins
Attachment
Superintendent Martin Pollio recommends the Board of Education award a contract to Hadley Energy Solutions, LLC for Stage Lighting Replacement at Johnson Traditional Middle School for the low base bid of $89,000; accept Alternate #1 for a total bid of $95,500; and approve the attached revised BG-1 form for $111,000.
VI.E.2.
Recommendation for Approval of Bid and Revised BG-1 Form for Boiler Replacement at Klondike Lane Elementary School
This project will consist of the replacement of the boilers.
On February 11, 2020, the Board of Education approved Kerr-Greulich Engineers, Inc. to prepare plans and specifications for Project 20-187.
The Kentucky Department of Education, Division of Facilities Management, reviewed the Application for a Building Project, plans and specifications, and approved the taking of bids.
Bids were received, publicly opened, and read aloud in the Office of Facility Planning on April 23, 2020. 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: Chris Perkins
Attachment
Superintendent Martin Pollio recommends the Board of Education award a contract to Coleman B&R LLC for Boiler Replacement at Klondike Lane Elementary School for the low base bid of $23,675; and approve the attached revised BG-1 form for $66,000.
VI.F.
Recommendation for Approval of Revised BG-1 Forms
VI.F.1.
Recommendation for Approval of Revised BG-1 Form for New Elementary School – Dixie Corridor
On August 27, 2019, the Board of Education approved Studio Kremer Architects to prepare plans and specifications for Project 20-038, and approved the BG-1 estimate in the amount of $18,000,000.
In accordance with 702 KAR 4:160, the Kentucky Department of Education requires the BG-1 forms to be revised due to the change in cost estimate.
The project directly supports strategy 3.1.1 of Vision 2020.
Submitted by: Chris Perkins
Attachment
Superintendent Martin Pollio recommends the Board of Education approve the attached revised BG-1 form for New Middle School – Dixie Corridor in the amount of $22,656,866.
VI.F.2.
Recommendation for Approval of Revised BG-1 Form for New Elementary School – Newburg Area
On August 27, 2019, the Board of Education approved Pickett Passafiume Architects to prepare plans and specifications for Project 20-039, and approved the BG-1 estimate in the amount of $18,000,000.
In accordance with 702 KAR 4:160, the Kentucky Department of Education requires the BG-1 forms to be revised due to the change in cost estimate and funding source.
The project directly supports strategy 3.1.1 of Vision 2020.
Submitted by: Chris Perkins
Attachment
Superintendent Martin Pollio recommends the Board of Education approve the attached revised BG-1 form for New Middle School – Newburg Area in the amount of $22,656,866.
VI.G.
Recommendation for Approval of Contract Completion and BG-4 Forms
VI.G.1.
Recommendation for Approval of Contract Completion and BG-4 Form for Site Lighting Replacement at Coral Ridge Elementary
On October 16, 2018, the Board of Education approved SFCS, Inc. to prepare plans and specifications for Project 19-081.
On April 16, 2019, the Board approved awarding a contract to Payne Electric Co., Inc. as the low bidder.
SFCS, Inc. has made a final inspection and concluded that this contract is complete and final payment is due the contractor.
The project directly supports strategy 3.1.1 of Vision 2020.
Submitted by: Chris Perkins
Attachment
Superintendent Martin Pollio recommends the Board of Education approve the contract completion, the attached BG-4 form, and final payment to Payne Electric Co., Inc. for Site Lighting Replacement at Coral Ridge Elementary School for a total construction cost of $239,792.41.
VI.G.2.
Recommendation for Approval of Contract Completion and BG-4 Form for Phase I HVAC Renovation at Waggener High School
On June 27, 2017, the Board of Education approved CMTA, Inc. to prepare plans and specifications for Project 18-006.
On February 27, 2018, the Board approved awarding a contract to EH Construction, LLC as the low bidder.
CMTA, Inc. has made a final inspection and concluded that this contract is complete and final payment is due the contractor.
The project directly supports strategy 3.1.1 of Vision 2020.
Submitted by: Chris Perkins
Attachment
Superintendent Martin Pollio recommends the Board of Education approve the contract completion, the attached BG-4 form, and final payment to EH Construction, LLC for Phase I HVAC Renovation at Waggener High School for a total construction cost of $19,211,887.44.
VI.G.3.
Recommendation for Approval of Contract Completion and BG-4 Form for Phase I HVAC Renovation at the Westport Early Childhood Center
On June 26, 2018, the Board of Education approved JRA Architects to prepare plans and specifications for Project 19-005.
On March 12, 2019, the Board approved awarding a contract to Morel Construction Co., LLC as the low bidder.
JRA 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: Chris Perkins
Attachment
Superintendent Martin Pollio recommends the Board of Education approve the contract completion, the attached BG-4 form, and final payment to Morel Construction Co., LLC for Phase I HVAC Renovation at the Westport Early Childhood Center for a total construction cost of $7,482,718.69.
VI.H.
Recommendation for Approval of Project Closeout and BG-5 Forms
VI.H.1.
Recommendation for Approval of Project Closeout and BG-5 Form for Track Resurfacing and Striping at Fairdale High School
On December 10, 2019, the Board of Education approved the contract completion and BG-4 form for Riverside Paving & Contracting 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: Chris Perkins
Attachment
Superintendent Martin Pollio recommends the Board of Education approve the attached BG-5 form for Track Resurfacing and Striping at Fairdale High School.
VI.H.2.
Recommendation for Approval of Project Closeout and BG-5 Form for ESL Intake Ramp at Hazelwood Elementary School
On February 25, 2020, the Board of Education approved the contract completion and BG-4 form for Triumph Landscape Construction 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: Chris Perkins
Attachment
Superintendent Martin Pollio recommends the Board of Education approve the attached BG-5 form for ESL Intake Ramp at Hazelwood Elementary School.
VI.H.3.
Recommendation for Approval of Project Closeout and BG-5 Form for Partial Roof Replacement at Luhr Elementary School
On February 25, 2020, the Board of Education approved the contract completion and BG-4 form for Tecta American 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: Chris Perkins
Attachment
Superintendent Martin Pollio recommends the Board of Education approve the attached BG-5 form for Partial Roof Replacement at Luhr Elementary School.
VI.H.4.
Recommendation for Approval of Project Closeout and BG-5 Form for Phase I HVAC Renovation at Pleasure Ridge Park High School
On November 12, 2019, the Board of Education approved the contract completion and BG-4 form for EH 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: Chris Perkins
Attachment
Superintendent Martin Pollio recommends the Board of Education approve the attached BG-5 form for Phase I HVAC Renovation at Pleasure Ridge Park High School.
VI.I.
Recommendation for Approval of Construction Change Orders
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: Chris Perkins
Attachment
Superintendent Martin Pollio recommends the Board of Education approve the construction change orders included in the attachment.
VI.J.
Recommendation for Approval of Professional Services Contracts of $20,000 or More
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
Superintendent Martin Pollio recommends the Board of Education approve the attached professional services contracts of $20,000 or more.
VI.K.
Recommendation for Approval of Competitive Negotiation, Bid Tabulations, Contract Renewals, and Amendment
In accordance with KRS 45A.345-45A.460, these items represent the lowest and best bid for each respective item or group of items. The proposals are public record and are on file for inspection in the Purchasing Department after award of contract. There are no tie bids.
Submitted by: Cordelia Hardin
Attachments
Superintendent Martin Pollio recommends the Board of Education approve the attached competitive negotiation, bid tabulations, contract renewals, and amendment.
VI.L.
Recommendation for Approval of Routine Banking Services for Fiscal Year 2020-21
In accordance with our evaluation of Request for Proposal 3047 Banking Services, we present the following items to document our existing contractual agreement with Branch Banking & Trust Company (BB&T).
- Designation of BB&T as the depository bank with interest-bearing accounts during the current agreement. (160.570)
- Approval of a Depository Bond from BB&T in the amount of 103 percent of current daily balances as shown in the attachment. (KRS 160.570)
- Authorization to invest funds currently located at BB&T. All funds of the Board of Education are invested or deposited in an interest-bearing account. (KRS 66.480)
This item supports Vision 2020 strategy 3.1.4 Ensure responsible stewardship of resources.
Submitted by: Cordelia Hardin
Attachment
Superintendent Martin Pollio recommends the Board of Education approve Routine Banking Services for fiscal year 2020-21.
VI.M.
Recommendation for Approval to Borrow Funds for Fiscal Year 2020-21
Per KRS 160.540, the Board of Education may borrow funds on the credit of the Board and may pledge the anticipated revenue from state and local sources for the payment of the principal and interest on the loan, with the loans to be repaid in the fiscal year in which they are borrowed. The property tax bills are distributed on or about November 1st and provide a discount period ending November 30th.
Approval of this recommendation will authorize the use of short-term borrowing in order to meet projected expenditures prior to receipt of local tax funds. This authorization will be exercised only if needed. There are no plans to borrow at this time.
This item supports Vision 2020 strategy 3.1.4 Ensure responsible stewardship of resources.
Submitted by: Cordelia Hardin
Superintendent Martin Pollio recommends the Board of Education authorize, if needed, the borrowing of funds not to exceed $25,000,000 from Branch Banking & Trust Company, our current depository bank, for fiscal year 2020-21, with loan proceeds to be deposited to the account of the Jefferson County Board of Education.
VI.N.
Recommendation for Approval of Assistant Treasurers and Bank Signature Resolution for Fiscal Year 2020-21
The approval of Assistant Treasurers is in accordance with KRS 160.560. Branch Banking & Trust company, our current depository bank, will be notified and directed to honor the signatures of the Treasurer and/or Assistant Treasurers by submittal of the attached Signature Resolution and as authorized by Board Policy 4.3111 District Issuance of Checks.
J. Cordelia Hardin is currently serving as Treasurer for the Jefferson County Board of Education.
This item supports Vision 2020 strategy 3.1.4 Ensure responsible stewardship of resources.
Submitted by: Cordelia Hardin
Attachment
Superintendent Martin Pollio recommends the Board of Education approve Edward D. Muns, Gina M. Kokojan, and Hannah O. Lehman as Assistant Treasurers for Fiscal Year 2020-21 and further recommends approval of the attached Bank Signature Resolution for fiscal year 2020-21.
VI.O.
Recommendation for Approval of Fidelity Bonds for Fiscal Year 2020-21
The Kentucky Department of Education has established the amount of each bond at $2,000,000 based on the 2019-20 Working Budget and other factors.
This agenda item supports Vision 2020 strategy3.1.4 Ensure responsible stewardship of resources.
Submitted by: Cordelia Hardin
Attachment
Superintendent Martin Pollio recommends the Board of Education approve the attached Fidelity Bonds for the Treasurer and Assistant Treasurers for fiscal year 2020-21.
VI.P.
Acceptance of Orders of the Treasurer
VI.P.1.
Acceptance of Orders of the Treasurer-Invoices
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
Superintendent Martin Pollio recommends the Board of Education receive the attached report of Orders of the Treasurer-Invoices paid and to be paid for period of April 1 through April 22, 2020.
VI.P.2.
Acceptance of Orders of the Treasurer-Purchase Orders
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
Superintendent Martin Pollio recommends the Board of Education receive the attached report of Orders of the Treasurer-Purchase Orders issued during the period of April 1 through April 22, 2020.
VI.P.3.
Acceptance of Orders of the Treasurer-Vouchers
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
Superintendent Martin Pollio recommends the Board of Education receive the attached report of Orders of the Treasurer-Vouchers paid during the period of April 1 through April 22, 2020.
VI.Q.
Acceptance of Quarterly Report of Investment Performance
This report is provided to the Board per JCPS Policy 04.36 Investments and supports Vision 2020 Strategy 3.1.4 Ensure responsible stewardship of resources.
Submitted by: Cordelia Hardin
Attachment
Superintendent Martin Pollio recommends the Board of Education receive the attached Quarterly Report of Investment Performance for the quarter ended March 31, 2020.
VI.R.
Acceptance of Monthly Financial Report for Period Ended March 31, 2020
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
Superintendent Martin Pollio recommends the Board of Education receive the attached Monthly Financial Report for period ended March 31, 2020.
VI.S.
Acceptance of Donations, Grants, and Funding
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.
VI.S.1.
Acceptance of Donations and Small Grants
This is a report of donations and small grants submitted to the Board of Education on May 12, 2020.
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
Attachment
Superintendent Martin Pollio recommends the Board of Education accept donations and small grants totaling $127,678.61 to be used as stated in the attachment.
VI.S.2.
Acceptance of Grant and Approval of Contract for the AmeriCorps REACH Corps. Program
The Corporation for National and Community Service, through the Kentucky Cabinet for Health and Family Services, Department for Family Resource Centers and Volunteer Services, Serve Kentucky is making a grant of $725,910 to the District to recruit 24 AmeriCorps members. REACH (Ready to Extend A Caring Hand) Corps Members will provide mentoring services for students with high rates of unexcused absences, and they will recruit, train, and manage volunteers to support school improvement efforts.
REACH Corps Member responsibilities include:
- Providing one-on-one mentoring to students with 7-15 unexcused absences at elementary and middle schools;
- Serving as a liaison with the parents/guardians of participating students;
- Assisting the Family Resource and Youth Services Coordinator in identifying and addressing student needs;
- Promoting effective citizenship and serving as a community role model;
- Continuing outreach through after-school programs; and
- Recruiting volunteers to serve the school in a variety of areas.
The contract term will be from August 1, 2020, through August 31, 2022. AmeriCorps Members will be placed in the Family Resource and Youth Services Centers at project schools. There will be an initial award of $365,955 for the 2020-21 school year and a second installment of $365,955 will be made for the 2021-2022 school year.
The grant pays part of the salary and benefits for a full-time Member Coordinator and a part-time Member Care Coordinator. The grant also pays for part of the member living allowances, criminal background checks, and indirect costs. In addition, the grant covers a portion of travel, supplies, health and other insurance, evaluation and contractual costs. Each school will contribute $5,750 from their school or Family Resource Youth Services Center budget as a match ($138,000 total). Community Support Services will provide a cash match of $239. Matching funds support the Member Coordinator, part-time Member Care Coordinator, the remaining member living allowance costs as well as travel, supplies, member gear and the balance of member health and other insurance costs. A portion of the time of the Project Director, valued at $12,274, will also be used as a project match.
In return for the matching funds, the school receives an AmeriCorps Member who serves at their assigned school five days a week for 8 hours a day.
Project administration is provided through Community Support Services and evaluation services are provided by Accountability, Research and Systems Improvement.
REACH Corps supports Vision 2020 Strategy 1.1.7. Members provide evidence-based mentoring and differentiated supports for students and their families with the goal of increasing school attendance and parental involvement and providing early interventions to avoid high school dropout.
Project Schools include:
Academy @ Shawnee Gutermuth Elementary Olmstead Academy South
Atkinson Academy Kammerer Middle Portland Elementary
Coleridge-Taylor Elem. King Elementary Thomas Jefferson Middle
Carrithers Middle Luhr Elementary Wellington Elementary
Conway Middle Maupin Elementary Western Middle
Crosby Middle Marion C Moore Westport Middle
Farnsley Middle Noe Middle Wheatley Elementary
Frayser Elementary Olmstead Academy North Wilkerson Elementary
Submitted by: Dr. Carmen Coleman
Attachment
Superintendent Martin Pollio recommends the Board of Education accept a grant in the amount of $725,910, approve the attached contract with the Kentucky Cabinet for Health and Family Services, and authorize the superintendent to sign same.
VI.S.3.
Acceptance of Funding from No Kid Hungry to Support the Summer Food Service Program
No Kid Hungry has awarded School and Community Nutrition Services funding to support the Summer Food Service Program mobile meals distribution.
The project directly supports strategy 3.1.1 of Vision 2020.
Submitted by: Chris Perkins
Attachment
Superintendent Martin Pollio recommends the Board of Education accept funding of $12,040 from No Kid Hungry and authorize the Superintendent to sign the attached grant agreement.
VI.S.4.
Acceptance of Funding from No Kid Hungry to Support the Summer Food Service Program
No Kid Hungry has awarded School and Community Nutrition Services funding to provide meals to kids and families in response to the coronavirus emergency.
The project directly supports strategy 3.1.1 of Vision 2020.
Submitted by: Chris Perkins
Attachment
Superintendent Martin Pollio recommends the Board of Education accept funding of $20,000 from No Kid Hungry and authorize the Superintendent to sign the attached grant agreement.
VI.S.5.
Acceptance of Funding from the Jefferson County Public Education Foundation
Louisville Metro donated $13,523.00 to Norton Elementary School to purchase playground equipment.
Louisville Metro donated $3,000.00 to Southern High School Youth Service Center for counseling services.
Darl and Angela Weir donated $92.00 to the Elaine Whelan Literacy Fund to support the Stopher Elementary School Library.
Submitted by: Amy Dennes
Superintendent Martin Pollio recommends the Board of Education accept funding totaling $16,615.00 from the Jefferson County Public Education Foundation to be used as stated in the rationale.
VI.S.6.
Acceptance of Donation from the National Foundation for Governors’ Fitness Councils
The National Foundation for Governors' Fitness Councils (NFGFC) and the Commonwealth of Kentucky have selected Stuart Academy / Frost Sixth-Grade Academy to become a DON'T QUIT! Champion School.
They will receive a state-of-the-art DON'T QUIT! Fitness Center with strength and cardio equipment valued at $100,000.
This project does not require a financial commitment from the District.
This donation aligns with Vision 2020 Strategy 1.1.7.
Submitted by: Dr. Dena Dossett
Attachment
Superintendent Martin Pollio recommends the Board of Education accept the donation from the National Foundation for Governors Fitness Council and authorize Superintendent to sign the attached agreement.
VI.T.
Recommendation for Approval of Agreements
Superintendent Martin Pollio recommends the Board of Education approve the agreements presented in the following agenda items.
VI.T.1.
Recommendation for Approval of Data Sharing Agreement with BrainPop
BrainPop will provide software licenses for BrainPOP®, BrainPOP Jr.®, BrainPOP ELL®, BrainPOP Español® and BrainPOP Francias®. These titles are designed to encourage students on their own unique learning paths within the subject areas.
The purpose of this agreement is to delineate the operational guidelines for sharing data between BrainPop 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. Period, scope, and protections are also outlined in the attached agreement. There is no cost to the district for the data sharing agreement. This supports Vision 2020 strategy 3.1.1- Improve physical infrastructure.
Submitted by: Dr. Kermit Belcher
Attachment
Superintendent Martin Pollio recommends the Board of Education approve the attached data sharing agreement with BrainPop.
VI.T.2.
Recommendation for Approval of Data Sharing Agreement with ExploreLearning
ExploreLearning provides Reflex Math, which focuses on Math Fact Fluency which covers the complete process of fact mastery, from initial acquisition of previously unknown facts through to automaticity. Instruction is differentiated and adapts practice to each student’s current ability and needs, throughout the entire session. ExploreLearning will provide educators with reports to monitor fluency gains and system usage.
The purpose of this agreement is to delineate the operational guidelines for sharing data between ExploreLearning 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. Period, scope, and protections are also outlined in the attached agreement. There is no cost to the district for the data sharing agreement. This supports Vision2020 strategy 3.1.1- Improve physical infrastructure.
Submitted by: Dr. Kermit Belcher
Attachment
Superintendent Martin Pollio recommends the Board of Education approve the attached data sharing agreement with ExploreLearning.
VI.T.3.
Recommendation for Approval of Data Sharing Agreement with Interactive Applications
SolidProfessor, via Interactive Applications, offers online video tutorials that teach the user how to operate a number of computer-aided design (CAD) software titles.
The purpose of this agreement is to delineate the operational guidelines for sharing data between Interactive Applications 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. Period, scope, and protections are also outlined in the attached agreement. There is no cost to the District for the data sharing agreement. This supports Vision 2020 strategy 3.1.1- Improve physical infrastructure.
Submitted by: Dr. Kermit Belcher
Attachment
Superintendent Martin Pollio recommends the Board of Education approve the attached data sharing agreement with Interactive Applications.
VI.T.4.
Recommendation for Approval of JCPS Data Sharing Agreement with MobyMax
MobyMax is a supplemental online curriculum resource for math, ELA, science, and social studies in grades K-8. The program includes adaptive, differentiated learning, formative and summative assessment, progress monitoring, and a variety of blended learning features for whole-group and small-group instruction. It is typically used for general education enrichment, intervention, ELL support, and special education.
The purpose of this agreement is to delineate the operational guidelines for sharing data between MobyMax 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. Period, scope, and protections are also outlined in the attached agreement. There is no cost to the District for the data sharing agreement. This supports Vision 2020 strategy 3.1.1- Improve physical infrastructure.
Submitted by: Dr. Kermit Belcher
Attachment
Superintendent Martin Pollio recommends the Board of Education approve the attached data sharing agreement with MobyMax
VI.T.5.
Recommendation for Approval of Memorandum of Understanding with Westat
This Memorandum of Understanding (MOU) sets forth the terms between Westat and Jefferson County Public Schools (JCPS) to cooperate in the evaluation of the Digital Promise/Verizon Innovative Learning Cohort 7 Schools (VILS) which includes the following:
- Carrithers Middle School
- Conway Middle School
- Farnsley Middle School
- Grace M. James Academy of Excellence
- Robert Frost Sixth-Grade
- Stuart Academy
Westat is an employee-owned professional services corporation located in Rockville, Maryland. Westat provides research services to agencies of the U.S. Government, as well as businesses, foundations, and state and local governments.
There is no financial commitment associated with this MOU.
This MOU directly supports Vison 2020 strategies 1.1.2-Personalize learning, 1.1.3-Provide equitable access, and 1.1.7-Eliminate achievement, learning, and opportunity gaps.
Submitted by: Dr. Dena Dossett
Attachment
Superintendent Martin Pollio recommends the Board of Education approve the attached Memorandum of Understanding authorize the superintendent to sign same.
VI.U.
Recommendation for Approval of External Auditors
The selection of Dean Dorton Allen Ford PLLC is in compliance with Kentucky Model Procurement Code KRS 45A.380. The scope of this audit conforms to state regulations and is in compliance with the Single Audit Program of the federal government. The cost of the audit for year ending June 30, 2020, is $220,000.
This item supports Vision 2020 Strategy 3.1.4 Ensure responsible stewardship of resources.
Submitted by: Cordelia Hardin
Attachment
Superintendent Martin Pollio recommends the Board of Education accept the attached Independent Auditors contract with Dean Dorton Allen Ford, PLLC, to conduct the audit of all financial statements of the Jefferson County Board of Education for fiscal year ending June 30, 2020.
VI.V.
Acceptance of School Activity Fund Budget Summary
The submission of School Activity Fund Budgets as referenced in the Accounting Procedures for Kentucky School Activity Funds ("Redbook") is required by 702 KAR 3:130, which also prescribes the FSA-3 form to be used for this purpose and submitted to the Board for approval.
Through student participation in school activities, there may be fees collected and fundraisers held producing a need to track what is done, thus the need for the Redbook. As stated in the Redbook, district compliance must hold to its minimum standard. However, districts through their local board of education may strengthen and add to any document or procedure that is within the scope of their authority and their responsibility of ensuring an accurate accounting for all financial records, as well as ensuring School Activity Funds are expended as intended.
This item supports Vision 2020 strategy 3.1.4 Ensure responsible stewardship of resources.
Submitted by: Cordelia Hardin
Attachment
Superintendent Martin Pollio recommends the Board of Education receive the attached Summary of School Activity Fund Budgets.
VI.W.
Recommendation for Approval of JCPS Certified Personnel Evaluation Plan (Second Reading)
The Educator Quality Oversight Committee (EQOC) has completed its annual review of the JCPS Certified Personnel Evaluation Plan (CEP) and recommends the attached revised draft become effective on July 1, 2020.
Kentucky Department of Education (KDE) requires that the local Board of Education approve this plan for submission when substantive changes occur.
Submitted by: Jimmy Adams
Attachments
- JCPS Certified Personnel Evaluation Plan – Summary of Changes
- JCPS Certified Personnel Evaluation Plan Draft – Mark-Up
- JCPS Certified Personnel Evaluation Plan Draft – Clean
- Assurances 2020 JCPS CEP
Superintendent Martin Pollio recommends the Board of Education approve the attached Jefferson County Public Schools Certified Personnel Evaluation Plan.
VI.X.
Adoption of Revised Board Policies Relating to Employee Leave (Second Reading)
The proposed revised policies were received by the Board of Education for First Reading on April 21, 2020.
Board Polices establish the parameters for the use of various types of leave by certified and classified employees of the District.
The revised language in the Board Policies:
- Clarifies that employees must be on active pay status or on an approved leave during the work year to utilize vacation leave, personal leave, or sick leave, unless the employee submits proper documentation for FMLA leave or Medical Leave;
- Prohibits an employee from engaging in gainful employment while on specific types of leave;
- Clarifies the manner in which summer leave for part-time and job sharing employees is to be handled; and
- Establishes that the maximum accumulated vacation total cannot exceed more than two times the earned annual rate.
These policies were reviewed by the Board Policy Committee on February 18, 2020.
Submitted by: Amy Dennes
Attachments
Superintendent Martin Pollio recommends the Board of Education adopt the attached Board Policies, 03.122 Holidays and Vacation Leave (Certified), 03.222 Holidays and Vacation Leave (Classified), 03.1231 Personal Leave (Certified), 03.2231 Personal Leave (Classified), 03.1232 Sick Leave (Certified), 03.2232 Sick Leave (Classified), 03.1331 Outside Employment or Activities (Certified), 03.2331 Outside Employment or Activities (Classified).
VI.Y.
Adoption of Revised Board Policy 09.1231 Dismissal from School (Second Reading)
The proposed revised policy was received by the Board of Education for First Reading April 21, 2020.
The revised language aligns this Board policy with the long-standing district practice for dismissal of students from school.
This policy was reviewed by the Board Policy Committee on February 18, 2020.
Submitted by: Amy Dennes
Attachment
Superintendent Martin Pollio recommends the Board of Education adopt the attached Board Policy, 09.1231 Dismissal from School.
VI.Z.
Adoption of Revised Board Policy 05.4 Safety (Second Reading)
The proposed revised policy was received by the Board of Education for First Reading April 21, 2020.
The revised language in this policy adds requirements for schools that elect to have an Automated External Defibrillator (AED) on the premises.
This policy was reviewed by the Board Policy Committee on February 18, 2020.
Submitted by: Amy Dennes
Attachment
Superintendent Martin Pollio recommends the Board of Education adopt the attached Board Policy, 05.4 Safety. (Second Reading)
VI.AA.
Adoption of Revised Human Resources Board Policies (First Reading)
The language in these Board policies are being amended so that they appropriately reflect current practice.
- 03.12322 Family and Medical Leave – Certified
- 03.22322 Family and Medical Leave – Classified
- 03.1233 Child Rearing and Adoption Leave – Certified
- 03.2233 Child Rearing and Adoption Leave – Classified
- 03.1234 Medical Leave – Certified
- 03.2234 Medical Leave – Classified
- 03.1332 Hours of Duty – Certified
- 03.2332 Hours of Duty – Classified
- 03.2235 Educational Professional Leave – Classified
- 03.114 Contract – Certified
These policies were reviewed by the Board Policy Committee on April 28, 2020.
Submitted by: Amy Dennes
Attachments
Superintendent Martin Pollio recommends the Board of Education receive the attached Board Policies -- 03.12322 Family and Medical Leave (Certified); 03.22322 Family and Medical Leave – Classified; 03.1233 Child Rearing and Adoption Leave – Certified; 03.2233 Child Rearing and Adoption Leave – Classified; 03.1234 Medical Leave – Certified; 03.2234 Medical Leave – Classified; 03.1332 Hours of Duty – Certified; 03.2332 Hours of Duty – Classified; 03.2235 Educational Professional Leave - Classified; 03.114 Contract – Certified -- for first submission and reading.
VI.BB.
Recommendation for Approval of Board Resolution Supporting the Resolution from The Council of The Great City Schools
The Council of the Great City Schools has called upon its member districts to consider the adoption of the attached resolution to advocate for and approve additional federal education funding for the nation’s public schools.
The COVID-19 pandemic has created significant, unprecedented economic hardships in communities across the United States and large urban areas have tended to be hit the hardest. The economic impact, and the related diminished capacity of state governments and local school districts, the predominant sources of public education funding, to collect revenue, has the potential to mean significantly reduced funding for public education in the near term, and for years to come. Without strong intervention by the federal government, the District’s ability to invest in student learning and meet student needs, at a time when the need is greatest, will be significantly reduced. In order to meet the needs of students and families in the communities, the urban districts will need additional funding to continue learning and support interventions to mitigate the harm of missed educational and social emotional opportunities that students would have had without the pandemic.
The Council of the Great City Schools, the National Education Association, the American Federation of Teachers, the National School Boards Association, the American Association of School Administrators, and the National Parent Teachers Association, and others have called for some $200 billion in relief for the nation’s public schools to sustain and accelerate the academic achievement trends over the past decade, including gains in reading and math achievement that outpace the national average.
This resolution has been reviewed and approved by the Board’s General Counsel. It expresses the Board’s and the District’s strong support for the Kentucky Congressional Delegation, including our U.S. Senators and House of Representatives members, to lead the effort to provide this critically necessary funding support for the nation’s children, providing stability and hope at a time of personal and national challenge.
Submitted by: Amy Dennes
Attachment
Superintendent Martin Pollio recommends the Board of Education approve the attached resolution supporting the Council of the Great City Schools in calling for the approval of additional federal funding for our nation’s public schools due to the COVID-19 pandemic.
VII.
Board Planning Calendar
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
Superintendent Martin Pollio recommends the Board of Education receive for information a planning calendar outlining discussion agenda items.
Order #2020-57 - 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. Joseph Marshall and a second by Mr. James Craig.
VIII.
Committee Reports
Meeting dates and times can be accessed on the JCPS Calendar of Events. Meeting materials and Minutes from previous meetings can be accessed here.
IX.
Board Reports
Each meeting shall contain an opportunity for Board members to report on noteworthy events pertaining to the work of schools and the District.
X.
Executive Session (If Needed)
XI.
Action Item (If Needed)
XII.
Adjournment
A motion to adjourn the May 12, 2020, meeting of the Jefferson County Board of Education.
Order #2020-58 - Motion Passed: A motion to adjourn the May 12, 2020, meeting of the Jefferson County Board of Education at 8:26 p.m. passed with a motion by Mr. Joseph Marshall and a second by Mr. James Craig.
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