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I.
Call to Order
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.
II.
Recommendation for Approval of Meeting Agenda
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.
Superintendent Martin Pollio recommends the Board of Education approve the agenda for November 10, 2020.
Order #2020-170 - Motion Passed: Superintendent Martin Pollio recommends the Board of Education approve the agenda for November 10, 2020, the recommendation passed with a motion by Mr. James Craig and a second by Mr. Joseph Marshall.
III.
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 October 27, 2020, Special Meeting are presented for your review and approval.
Attachment
Superintendent Martin Pollio recommends the Board of Education approve the minutes of the October 27, 2020, Special Meeting.
Order #2020-171 - Motion Passed: Superintendent Martin Pollio recommends the Board of Education approve the minutes of the October 27, 2020, Special Meeting, the recommendation passed with a motion by Mr. Joseph Marshall and a second by Mr. James Craig.
IV.
Superintendent's Report
V.
Work Sessions
V.A.
Work Session: Comprehensive Annual Financial Report for Year Ended June 30, 2020
The Comprehensive Annual Financial Report is submitted for acceptance in accordance with Fiscal Management Policy 04.9 Audits and in compliance with the guidelines and statutes of the Commonwealth of Kentucky.
Submitted by: Cordelia Hardin
Attachment
Superintendent Martin Pollio recommends the Board of Education accept the attached Comprehensive Annual Financial Report for year ended June 30, 2020.
V.B.
Work Session: 2021 Legislative Agenda
The 2021 Regular Session of the Kentucky General Assembly convenes on Tuesday, January 5, 2021. Jefferson County Public Schools functions within the statutory framework established by General Assembly, so the actions of the legislature have a significant impact on the district’s work.
The Board will hear a report regarding the potential issues to be included in the 2021 JCPS Legislative Agenda. The 2021 Legislative Agenda will be an action item during the December 1, 2020, Board meeting.
Submitted by: Amy Dennes
VI.
Consent Calendar
Superintendent Martin Pollio recommends the Board of Education approve the consent calendar for November 10, 2020.
Order #2020-172 - Motion Passed: Superintendent Martin Pollio recommends the Board of Education approve the consent calendar for November 10, 2020. The recommendation passed with a motion by Mr. James Craig and a second by Mr. Chris Brady.
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.
Rationale
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 Organizational Charts
The attached organizational chart 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 organization chart changes.
VI.E.
Recommendation for Approval of Project Closeout and BG-5 Forms
VI.E.1.
Recommendation for Approval of Project Closeout and BG-5 Form for Partial Roof Replacement at Pleasure Ridge Park High School
On September 15, 2020, the Board of Education approved the contract completion and BG-4 form for Kalkreuth Roofing & Sheet Metal, 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 Partial Roof Replacement at Pleasure Ridge Park High School.
VI.E.2.
Recommendation for Approval of Project Closeout and BG-5 Form for Partial Roof Replacement at Stuart Academy
On September 15, 2020, the Board of Education approved the contract completion and BG-4 form for Highland Roofing Company, Inc.
The Kentucky Department of Education requires the submission of the BG-5 form to reconcile the total project cost to the funding source.
The project directly supports strategy 3.1.1 of Vision 2020.
Submitted by: Chris Perkins
Attachment
Superintendent Martin Pollio recommends the Board of Education approve the attached BG-5 form for Partial Roof Replacement at Stuart Academy.
VI.E.3.
Recommendation for Approval of Project Closeout and BG-5 Form for Partial Roof Replacement at Valley High School
On September 15, 2020, the Board of Education approved the contract completion and BG-4 form for Highland Roofing Company, Inc.
The Kentucky Department of Education requires the submission of the BG-5 form to reconcile the total project cost to the funding source.
The project directly supports strategy 3.1.1 of Vision 2020.
Submitted by: Chris Perkins
Attachment
Superintendent Martin Pollio recommends the Board of Education approve the attached BG-5 form for Partial Roof Replacement at Valley High School.
VI.E.4.
Recommendation for Approval of Project Closeout and BG-5 Form for Full Roof Replacement at Wilt Elementary School
On September 15, 2020, the Board of Education approved the contract completion and BG-4 form for Kalkreuth Roofing & Sheet Metal, 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 Full Roof Replacement at Wilt Elementary School.
VI.F.
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.G.
Recommendation for Approval of Bid Tabulations, Contract Renewals, and Amendments.
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.
In addition, there is a tie bid on Bid ID# 7893 – Controls for Heating & A/V, and tie bids on Bid ID # 7899 – Electrical Supplies & Lighting (Line Item), and tie bids on Bid ID# 7903 - Bus Body Parts & Accessories.
Submitted by: Cordelia Hardin
Attachments
Superintendent Martin Pollio recommends the Board of Education approve the attached bid tabulations, contract renewals, and amendments.
VI.H.
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.
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.I.
Acceptance of Summary of Professional Services Contracts
This summary includes all professional services contracts approved as of July 1, 2020.
Submitted by: Cordelia Hardin
Attachment
Superintendent Martin Pollio recommends the Board of Education receive the attached summary of professional services contracts.
VI.J.
Acceptance of Orders of the Treasurer
VI.J.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.
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 the period of October 9 through October 25, 2020.
VI.J.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.
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 October 9 through October 25, 2020.
VI.J.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.
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 October 9 through October 25, 2020.
VI.K.
Acceptance of Donations, Grants, and Funding
VI.K.1.
Acceptance of Funding for Title I Part A, Project 310G
The Kentucky Department of Education has awarded funding in the amount of $53,197,118 for Title I, Part A, Project #310G.
Title I, Part A of the Elementary and Secondary Education Act, as amended provides financial assistance to local educational agencies and schools with high numbers or high percentages of children from low-income families to help ensure all children meet challenging state academic standards.
The purpose of Title I, Part A, Improving the Academic Achievement of the Disadvantaged, is to ensure all children have a fair, equitable, and significant opportunity to obtain a high-quality education and reach, at a minimum, proficiency on challenging state academic assessments.
Title I funds must be used to implement instructional strategies, programs, reform models, professional development, and parent involvement activities that are based on scientifically-proven research to raise student achievement.
All funds must be spent or encumbered by September 30, 2022.
Submitted by: Dr. Carmen Coleman
Attachment
Superintendent Martin Pollio recommends the Board of Education accept funding in the amount of $53,197,118 for FY21 Title I, Part A, Project #310G, as shown in the attached Award Notification.
VI.K.2.
Acceptance of Funding from Kentucky Department of Education for Digital Learning Coach Stipend Match Program
To increase urgent access to highly effective digital learning strategies through a real-time coaching model facilitated by a digital learning coach role for every teacher in every school. The focus of a Digital Learning Coach (DLC) is to assist teachers in maximizing the effective use of technology for learning, differentiating instruction, and providing rigorous, relevant and engaging learning experiences for all students. Digital Learning Coaches provide a vital, real-time professional learning role for district-by-district customized digital learning experiences design, digital workflows, digital relationships, digital collaboration and student-design digital products (all of which are tied to remote and distance learning).
The District has been awarded $114,679 by the Kentucky Department of Education to allow additional supports for DLC-based professional learning investments that have already been made by the district via full-time DLC positions.
Funding match will be from In-kind existing investment/ commitment in roles already serving in this capacity.
Dedicated funding from this program can be used for any activities in support of this professional learning role or directly for personnel costs/stipends.
This project aligns with Vision 2020 strategy 3.3.3, optimize technology usage.
Submitted by: Dr. Kermit Belcher
Superintendent Martin Pollio recommends the Board of Education accept a Digital Learning Coach Stipend Match Program through CARES Act-ESSER Funds totaling $114,679 from the Kentucky Department of Education.
VI.K.3.
Acceptance of Donation of Materials and Labor to Construct a New Fence at Whitney Young Elementary
Ulliman Schutte Construction is a contractor with the Metropolitan Sewer District (MSD). MSD’s new Community Benefits Program asks its contractors to make contributions that support local schools or non-profits as part of the bid process.
Ulliman Schutte Construction would like to donate the materials and labor to construct a new fence at Whitney Young Elementary School as part of the Community Benefits Program. The scope of work is included as Attachment A. The donation is valued at $72,756, if the school elects to install a new backstop, or $70,567 without a new backstop.
This project aligns with Vision 2020 strategy 3.1.1 improving district infrastructure.
Matching funds are not required. The fence will be installed by July 30, 2021.
Submitted by: Dr. Carmen Coleman
Attachments
Superintendent Martin Pollio recommends the Board of Education accept the donation of materials and labor to install a new fence at Whitney Young Elementary School and authorize the Superintendent to sign the attached donation agreement.
VI.K.4.
Acceptance of Modification in Funding from The Greater Louisville Workforce Development Board, Inc., dba Kentucky Youth Career Center (KYCC-Metro)
On May 26, 2020, the Board of Education accepted funding in the amount of $208,049.90 from the Greater Louisville Workforce Development Board, Inc.,dba KentuckianaWorks in partnership with Jefferson County Board of Education to support the Kentucky Youth Career Center. The purpose of this modification is to correct a calculation error in the original contract. No budget line items are being changed but the total budget amount is being changed to accurately reflect the sum total.
This modification will increase the total budget amount from $208,049.90 to $211,229.91, a total increase of $3,180.01 This program aligns with the Vision 2020 (1.1.1, 1.1.5 and 1.1.7) by providing students, parents, and community members with the quality academic instruction needed to become contributing members of the community. No matching funds are required. This grant does not obligate the District financially
Submitted by: Amy Dennes
Attachments
Superintendent Martin Pollio recommends the Board of Education accept the modification to correct a calculation error in the original contract and authorize the superintendent to sign the attached agreement.
VI.K.5.
Acceptance of Student Re-Engagement Mini-Grant from the Kentucky Department of Education
JCPS Adult and Continuing Education and the Kentucky Youth Career Center along with the Department of Pupil Personnel will use the grant funds to provide targeted supports and interventions for students who have a prior drop-out status, are at risk of dropping out, or have been unreachable since the COVID-19 shelter at home orders. The primary aim of the grant is increasing the numbers of students becoming re-engaged in the educational process towards graduation.
This work aligns with Vision 2020 (1.1.7, 2.1.3 & 3.2.4) by working to eliminate gaps in educational outcomes and meeting students and families where they are.
No matching funds are required and there is no cost to the District.
Submitted by: Dr. Carmen Coleman
Attachments
Superintendent Martin Pollio recommends the Board of Education accept a Student Re-Engagement Mini-Grant in the amount of $50,000 from the Kentucky Department of Education and authorize the superintendent to sign the attached agreement.
VI.K.6.
Acceptance of Donations and Small Grants
This is a report of donations and small grants submitted to the Board of Education on November 10, 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 $28,484.93 to be used as stated in the attachment.
VI.L.
Recommendation for Approval of Agreements
VI.L.1.
Recommendation for Approval of JCPS Data Sharing Agreement with ExploreLearning
ExploreLearning will provide software licenses to various schools for Reflex Math, Gizmos and Science4Us, on Math Fact Fluency, Science, and K-2 Science. Gizmos are interactive math and science simulations for grades 3-12.
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.L.2.
Recommendation for Approval of JCPS Data Sharing Agreement with Smart Technologies
Smart Technologies will provide software licenses to various schools for education specialist-renewal license which focuses on general education. SMART Learning Suite provides educators with interactive lesson delivery, collaborative workspaces, game-based activities, and formative assessments.
The purpose of this agreement is to delineate the operational guidelines for sharing data between Smart Technologies 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 that the Board of Education approve the attached data sharing agreement for Smart Technologies.
VI.L.3.
Recommendation for Approval of Memorandum of Agreement with the Kentucky Office of Vocational Rehabilitation for Greater Louisville Education Cooperative
The Greater Louisville Education Cooperative (GLEC) will support students ages 14-21 in exploring Pre-Employment Transition Services. Through ongoing Professional Development and continuous training, GLEC staff will provide Individual, small group, large group, and transition events, Business/Industry Tours, and College Visits/Tours that will meet students' needs.
The success of this initiative is sustained through the annual award of this grant from the Office of Vocational Rehabilitation (OVR). This work will help prepare students who may be eligible for OVR services currently or in the future to be college and career ready.
The GLEC supports state initiatives and the regional area of Jefferson County Public Schools and Kentucky School for the Blind.
Submitted by: Kim Chevalier
Attachment
Superintendent Martin Pollio recommends the Board of Education approve the attached Memorandum of Agreement with the Kentucky Office of Vocational Rehabilitation and authorize the superintendent to sign same.
VI.L.4.
Recommendation for Approval of Memorandum of Understanding with LEE Initiative for SCNS to Distribute Family Meals with student meals.
Since March 2020, School and Community Nutrition Services (SCNS) sites have been distributing school meals to families throughout the county. At times, we have been able to collaborate with business and community partners to offer something in addition to school meals. When we introduced produce boxes at our feeding sites in June participation went up. Likewise, when the Louisville Free Public Library gave books away at sites. This initiative to provide family meals alongside meals for children will likely have the same impact, an increase in traffic and customers at meal sites. This MOU enables parents and caregivers to participate in the life of their child’s school and the educational growth of their child through a process of meaningful and mutual communication and engagement focused on improving the learning environment and experiences at schools and at home. By providing the easy-to-heat and eat meals this provides parents with additional time to support their child(ren) during NTI 2.0 instruction. The meals are provided at no cost to the family, reducing family expenses to feed their child(ren).
This work aligns with strategy 3.2.1 in Vision 2020.
Submitted by: Chris Perkins
Attachment
Superintendent Martin Pollio recommends the Board of Education approve the attached Memorandum of Understanding with LEE Initiative and authorize the superintendent sign same.
VI.M.
Recommendation for Approval of Regular Board Meeting Schedule for 2021
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.”
The proposed schedule of meetings avoids calendar conflicts including religious and national holidays, school calendar conflicts, election days, and state and national education conferences.
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.
Regular Board Meetings are open to the public and will begin at 6:00 p.m., and be held in the Stewart Auditorium at the VanHoose Education Center, 3332 Newburg Road, Louisville, KY 40218. Special Board Meetings are open to the public and will be held at times and locations to be determined. Meetings may be held remotely, if public health guidance relating to the COVID-19 pandemic recommends it.
This schedule would have 21 meeting dates:
- 13 Board Business Meetings (includes Information Items, Action Items and a Consent Calendar)
- 4 Board Work Session Meetings (includes Work Sessions and a Consent Calendar)
- 2 Board Retreats (Special Meetings)
- 2 Public Forums (Special Meetings)
Submitted by: Amy Dennes
Attachments
Superintendent Martin Pollio recommends the Board of Education approve the Regular Board Meeting Schedule for 2021.
VII.
Adjournment
Order #2020-173 - Motion Passed: A motion to adjourn the November 10, 2020, meeting at 8:15 p.m. passed with a motion by Mr. Joseph Marshall and a second by Mr. Chris Brady.
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