Jefferson County
April 26, 2022 6:00 PM
Board Work Session
I. Call to Order
Rationale

This meeting will be conducted via video-teleconference pursuant to KRS 61.823 and KRS 61.826. The primary location for this meeting and where all members can be seen and heard by the public will be Stewart Auditorium, VanHoose Education Center. Members are permitted to attend in-person or via video-teleconference pursuant to KRS 61.826. Members of the public may attend in-person or watch the live-stream of the meeting via the following link: JCBE MEETING VIDEO.

Remote Simultaneous Interpretation in Arabic, Somali, Spanish, and Swahili languages will be available at the following link: https://live.kudoway.com/br/110114613488 (Meeting ID: 110114613488 when using the Kudo App)

 

Attachments
II. Recommendation for Approval of Meeting Agenda
Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education approve the agenda for April 26, 2022

Actions Taken

Order #2022-71 - Motion Passed:  Superintendent Martin Pollio recommends the Board of Education approve the agenda for April 26, 2022. The recommendation passed with a motion by Mrs. Linda Duncan and a second by Dr. Christopher Kolb.

III. Recommendation for Approval of Minutes of Previous Meeting
Rationale

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

The minutes of the April 12, 2022, meeting are presented for your review and approval.

Attachment

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education approve the minutes of the April 12, 2022, meeting.

Actions Taken

Order #2022-72 - Motion Passed:  Superintendent Martin Pollio recommends the Board of Education approve the minutes of the April 12, 2022, meeting. The recommendation passed with a motion by Mr. James Craig and a second by Dr. Christopher Kolb.

IV. Work Sessions
IV.A. School Choice Proposal: Magnets
Rationale

The District student assignment plan needs a comprehensive, coordinated reimagining and restructuring to improve equity, access, and choice for all students, to make it easier for families to understand, to create mechanisms to address school diversity, and to ensure adequate funding aligned with student need. The JCPS student assignment plan has not undergone a comprehensive review with significant changes for almost forty years. The changes made during that period were largely ad hoc in nature and disconnected from the overall purpose of the plan, creating a fragmented system, that is unduly complex, and that exacerbates racial inequities for Black and Brown students.

A cross-divisional leadership team, with invaluable input from the Student Assignment Review Advisory Committee (SARAC), and with significant technical support from nationally recognized experts, has been working over the three years to develop recommendations for a new Plan. Through that process, they conducted a thorough review of the current District student assignment plan and developed recommendations for significant, comprehensive, and coordinated changes for Board consideration. This effort has included an analysis of the implications of the student assignment plan for racial equity in the District and has relied upon input from stakeholders, community members, students, critical friends, and families, throughout the process.

The proposed student assignment plan was developed based on five Guiding Principles: Equity; Access; Ease of Understanding; Diversity; and Choice.

Broadly, there are three main components to the proposal:

  • Dual Resides and Feeder Patterns - How students are assigned to schools based on their home address.
  • Choice Zone Support Plan - How the District will provide support to high-need schools to ensure all students get the support they need to succeed and thrive.
  • Magnet Schools and Programs – How the District will expand choices aligned to student interest and create exciting, engaging learning communities to serve a diverse set of students.

This Work Session will address Magnet Schools and Programs and has three key focus areas:

Systems Improvement

  • Clarify magnet purpose for the District
  • Implement JCPS Magnet Program Standards
  • Review non-magnetic magnets
  • Move identified magnet themes to a whole-school model
  • Dedicate resources and support
  • Implement a new magnet redesign process

Equity

  • Create Diversity Targets and Goals
  • Remove school initiated exits
  • Centralized lottery for schools that use a lottery
  • Align mirror themes

Access

  • Replicate popular magnets, create new interest-based magnets
  • Develop a new Technology Platform and Outreach Plan
  • Review and adjust magnet boundaries
  • Create K-12 continuation pathways for themes

As a result of these efforts, JCPS aspires to be one of the top magnet school districts in the United States, routinely recognized by Magnet Schools of America and other national leaders in magnet school design, implementation, and excellence.

Submitted by: Robert Moore

Attachments
V. Persons Requesting to Address the Board on Action Items or Consent Calendar Items to be Voted Upon Separately at Board Member Request
VI. Action Items
VI.A. Recommendation for Approval of the Grace M. James Academy of Excellence to serve Grades Six (6) Through Twelve (12)
Rationale

On August 27, 2019, the Board approved the creation of Females of Color STEAM Academy Program, to serve grades six (6) through eight (8). Grace M. James Academy of Excellence served the sixth grade in 2020-21, sixth and seventh grades in 2021-22, and will serve grades six (6) through eight (8) in 2022-23.

The Grace M. James Academy of Excellence has shown itself to be very successful and is highly sought after by students and families. The JCPS community has expressed strong interest in extending the grades served by the program from the middle school grades to grades six (6) through twelve (12).

Following the implementation plans of the programs established for the middle school grades, the expansion will occur by phasing in one grade per year, allowing the current cohort of students to rise to the next grade, permitting for the coherent and intentional implementation of the programs year over year.

Submitted by: Robert Moore and Dr. John Marshall

Video Link

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education approve the Grace M. James Academy of Excellence to serve grades six (6) through twelve (12).

Actions Taken

Order #2022-73 - Motion Passed:  Superintendent Martin Pollio recommends the Board of Education approve the Grace M. James Academy of Excellence to serve grades six (6) through twelve (12). The recommendation passed with a motion by Dr. Corrie Shull and a second by Mr. James Craig.

VI.B. Recommendation for Approval of Change to School Board Division Boundaries Based Upon 2020 Census Data and Recently Revised Precinct Boundaries
Rationale

KRS 160.210 (6) establishes that, “in counties containing cities of the first class, responsibility for the establishment or the changing of school board division boundaries shall be with the local board of education, subject to the review and approval of the county board of elections.” The statute also requires that “any changes made in division boundary lines shall be to make divisions as equal in population and containing integral voting precincts insofar as is practical.” The 2020 U.S. Census reveals that current district boundaries are in need of adjustments in order to equalize the populations across districts.  Additionally, the statute requires that board divisions shall be redrawn to comply with precinct boundaries.

Proposed revised boundaries have been prepared for board review, discussion, and consideration, based on 2020 U.S. Census data, redistricting legislation passed by the General Assembly in January 2022, and subsequent work of the Jefferson County Board of Elections to establish new precinct boundaries.  The new precinct boundaries were provided by the Board of Elections in early March 2022, thus enabling the board to comply with KRS 160.210 prior to the filing deadline for the upcoming fall election.

Attachments

Attachments
Recommended Motion

On behalf of the Board, it is recommended that the Board consider approving proposed changes to Jefferson County Board of Education district boundaries based on the decennial 2020 U.S. Census.

Actions Taken

Order #2022-74 - Motion Passed:  A motion that the Board of Education approve Redistricting Scenario One as shown in the presentation of proposed changes to Jefferson County Board of Education district boundaries based on the decennial 2020 U.S. Census. passed with a motion by Mr. James Craig and a second by Ms. Sarah McIntosh.

VII. Consent Calendar
Actions Taken

Order #2022-75 - Motion Passed:  A motion that the Board of Education approve the consent calendar minus items VII.Q. Recommendation for Approval of Naming Butler Traditional High School's Small Gym and Stage: Alumni Hall; and VII.T. Recommendation for Approval of Revised 2021-2022 School Calendar passed with a motion by Mrs. Linda Duncan and a second by Mr. James Craig.

Order #2022-76 - Motion Passed:  A motion that the Board of Education approve Consent Item VII.Q. Recommendation for Approval of Naming Butler Traditional High School's Small Gym and Stage: Alumni Hall passed with a motion by Mr. Joseph Marshall and a second by Mrs. Linda Duncan.

Order #2022-77 - Motion Passed:  A motion that the Board of Education approve Consent Item VII.T. Recommendation for Approval of Revised 2021-2022 School Calendar passed with a motion by Dr. Christopher Kolb and a second by Ms. Sarah McIntosh.

VII.A. Report of Certified Leaves
Rationale

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

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

Submitted by: Dr. Aimee Green-Webb

Attachment

Attachments
Recommended Motion

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

VII.B. Report of Personnel Actions
Rationale

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: Dr. Aimee Green-Webb

Attachment

Attachments
Recommended Motion

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

VII.C. Recommendation for Approval of Organizational Charts and/or Job Descriptions
Attachments
VII.C.1. Recommendation for Approval of Organizational Charts and/or Job Descriptions – Accountability, Research and Systems Improvement
Rationale

The attached organizational chart(s) and/or job description(s) changes are submitted to create better efficiency in the District. Each division has been listed as a subset of this agenda item.

Submitted by: Dr. Aimee Green-Webb

Attachment

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education approve the attached organizational chart(s) and/or job description(s).

VII.D. Recommendation for Approval of Field Trips
Rationale

This is a report of field trip requests submitted to the Board of Education on April 26, 2022. 

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: Chris Perkins

Attachments

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education approve the attached report of field trip requests and receive a report of other field trips approved by the superintendent.

VII.E. Recommendation for Approval of Projects, Assignment of Architects/Engineers, and BG-1 Forms
VII.E.1. Recommendation for Approval of the Project, Assignment of Architect/Engineer, and BG-1 form for Lift Replacement at Field Elementary School
Rationale

This project will consist of the demolition of the existing lift, modifications to the enclosure, and the installation of a new lift.

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: Chris Perkins

Attachment

 

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education approve the project, the assignment of Pickett Passafiume Architects as the architect/engineer, and the BG-1 form for the Lift Replacement at Field Elementary School, for an estimated project cost for $162,640.

VII.E.2. Recommendation for Approval of Project, Assignment of Architects/Engineers, and BG-1 Form for Food Service Phase 41 at Various Schools
Rationale

Jefferson County Public Schools Food Service Phase 41 scope includes upgrading equipment and fixtures to meet plumbing, MSD, Building, Fire, and Health codes. Depreciated equipment or equipment no longer in use will be replaced/removed and the upgraded kitchen design will assist with efficiency and accessibility of equipment used to prepare over 100,000 meals each day. The list of schools is attached.

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

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

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

The project directly supports strategy 3.1.1 of Vision 2020.

Submitted by: Chris Perkins

Attachment

 

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education approve the project, the assignment of Pharis Engineering as the architect/engineer, and the BG-1 form for Food Service Phase 41 at Various Schools, for an estimated project cost of $1,633,123.

VII.F. Recommendation for Approval of Revised BG-1 Forms for Issuance of Local School Bond
Rationale

These projects were assigned to various architects/engineers to prepare plans and specifications and awarded to various contractors.  In accordance with 702 KAR 4:160, the Kentucky Department of Education requires the BG-1 forms to be revised to include the “Cost of Issuance” and “Bond Discount.”

BG #22-001

Central HS MCA – Phase I HVAC Renovation

BG #22-002

Hazelwood ES – Phase I HVAC Renovation

BG #22-004

Western MS – Phase I HVAC Renovation

BG #22-006

Ballard HS – Boiler Replacement

BG #22-007

Breckinridge-Franklin ES – Boiler & Chiller Replacement

BG #22-008

Carter TES – Boiler Replacement

BG #22-010

Semple ES – Boiler Replacement

BG #22-014

Engelhard ES – Partial Roof Replacement

BG #22-015

Farnsley MS – Partial Roof Replacement

BG #22-017

Gutermuth ES – Partial Roof Replacement

BG #22-018

Jeffersontown ES – Partial Roof Replacement

BG #22-019

Kerrick ES – Partial Roof Replacement

BG #22-020

Newburg MS – Partial Roof Replacement

BG #22-022

St. Matthews ES – Partial Roof Replacement

 

 

These projects directly support strategy 3.1.1 of Vision 2020.

Submitted by: Chris Perkins

Attachments

Attachments
Recommended Motion

Superintendent Martin Pollio recommends that the Board of Education approve the attached revised BG-1 forms for the projects listed in the rationale.

VII.G. Recommendation for Approval of Contract Completions and BG-4 Forms
VII.G.1. Recommendation for Approval of Contract Completion and BG-4 Form for Partial Roof Replacement at Carrithers Middle School
Rationale

On July 21, 2020, the Board of Education approved McCulloch Associates Architects to prepare plans and specifications for Project 21-003.

On February 2, 2021, the Board approved awarding a contract to Swift Roofing of E-Town, Inc. as the low bidder.

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

The project directly supports strategy 3.1.1 of Vision 2020.

Submitted by: Chris Perkins 

Attachment

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education approve the contract completion, the attached BG-4 form, and final payment to Swift Roofing of E-Town, Inc. for Partial Roof Replacement at Carrithers Middle School for a total construction cost of $459,720.

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

On July 21, 2020, the Board of Education approved McCulloch Associates Architects to prepare plans and specifications for Project 21-007.

On February 16, 2021, the Board approved awarding a contract to Swift Roofing of E-Town, Inc. as the low bidder.

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

The project directly supports strategy 3.1.1 of Vision 2020.

Submitted by: Chris Perkins

Attachment

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education approve the contract completion, the attached BG-4 form, and final payment to Swift Roofing of E-Town, Inc. for Partial Roof Replacement at Iroquois High School for a total construction cost of $247,600.

VII.G.3. Recommendation for Approval of Contract Completion and BG-4 Form for Boiler Room Roof Replacement at Jeffersontown High School
Rationale

On December 1, 2020, the Board of Education approved McCulloch Associates Architects to prepare plans and specifications for Project 21-087.

On February 16, 2021, the Board approved awarding a contract to Swift Roofing of E-Town, Inc. as the low bidder.

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

The project directly supports strategy 3.1.1 of Vision 2020.

Submitted by: Chris Perkins 

Attachment

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education approve the contract completion, the attached BG-4 form, and final payment to Swift Roofing of E-Town, Inc. for Boiler Room Roof Replacement at Jeffersontown High School for a total construction cost of $55,000.

VII.G.4. Recommendation for Approval of Contract Completion and BG-4 Form for Boiler Replacement at Kerrick Elementary School
Rationale

On May 4, 2021, the Board of Education approved Kerr-Greulich Engineers, Inc. to prepare plans and specifications for Project 21-288.

On August 17, 2021, the Board approved awarding a contract to Intertech Mechanical Services, Inc. as the low bidder.

Kerr-Greulich Engineers, Inc. has made a final inspection and concluded that this contract is complete and final payment is due to the contractor.

The project directly supports strategy 3.1.1 of Vision 2020.

Submitted by: Chris Perkins

Attachment

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education approve the contract completion, the attached BG-4 form, and final payment to Intertech Mechanical Services, Inc. for Boiler Replacement at Kerrick Elementary School for a total construction cost of $54,800.

VII.G.5. Recommendation for Approval of Contract Completion and BG-4 Form for Partial Roof Replacement at Lincoln Elementary Performing Arts School
Rationale

On July 21, 2020, the Board of Education approved McCulloch Associates Architects to prepare plans and specifications for Project 21-008.

On February 16, 2021, the Board approved awarding a contract to Swift Roofing of E-Town, Inc. as the low bidder.

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

The project directly supports strategy 3.1.1 of Vision 2020.

Submitted by: Chris Perkins 

Attachment

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education approve the contract completion, the attached BG-4 form, and final payment to Swift Roofing of E-Town, Inc. for Partial Roof Replacement at Lincoln Elementary Performing Arts School for a total construction cost of $451,060.

VII.G.6. Recommendation for Approval of Contract Completion and BG-4 Form for Partial Roof Replacement at Phoenix School of Discovery
Rationale

On April 20, 2021, the Board of Education approved McCulloch Associates Architects to prepare plans and specifications for Project 21-266.

On June 22, 2021, the Board approved awarding a contract to Stateline Roofing & Metal Co., Inc. as the low bidder.

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

The project directly supports strategy 3.1.1 of Vision 2020.

Submitted by: Chris Perkins 

Attachment

 

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education approve the contract completion, the attached BG-4 form, and final payment to Stateline Roofing & Metal Co., Inc. for Partial Roof Replacement at Phoenix School of Discovery for a total construction cost of $142,000.

VII.G.7. Recommendation for Approval of Contract Completion and BG-4 Form for Boiler Replacement at Stuart Academy
Rationale

On July 21, 2020, the Board of Education approved Kerr-Greulich Engineers, Inc. to prepare plans and specifications for Project 21-014.

On March 9, 2021, the Board approved awarding a contract to Intertech Mechanical Services, Inc. as the low bidder.

Kerr-Greulich Engineers, Inc. has made a final inspection and concluded that this contract is complete and final payment is due to the contractor.

The project directly supports strategy 3.1.1 of Vision 2020.

Submitted by: Chris Perkins 

Attachment

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education approve the contract completion, the attached BG-4 form, and final payment to Intertech Mechanical Services, Inc. for Boiler Replacement at Stuart Academy for a total construction cost of $321,000.

VII.H. Recommendation for Approval of Construction Change Orders
Rationale

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

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

The project directly supports strategy 3.1.1 of Vision 2020.

Submitted by: Chris Perkins

Attachment

Attachments
Recommended Motion

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

VII.I. Notification of Louisville Water Company Easement and Release of Prior Easement for Thomas Jefferson Middle School
Rationale

The new Louisville Water Company (LWC) easement allows for a redundant water service to the school. The existing easement will revert back to the District.

The granting of the above easements will not affect the integrity or usefulness of the property crucial to the educational needs of the District.

These items directly supports Vision 2020 Goal Infrastructure Improvements.

Submitted by: Chris Perkins

Attachments

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education receive notice of a Louisville Water Company Easement and Release of Prior Easement for Thomas Jefferson Middle School.

VII.J. Recommendation for Approval of Competitive Negotiation, Bid Tabulations, Contract Renewals, and Amendments.
Rationale

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 are no tie bids.

Submitted by:  Cordelia Hardin

Attachments

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education approve the attached competitive negotiation, bid tabulations, contract renewals, and amendments.

VII.K. Recommendation for Approval of Professional Services Contracts of $20,000 or More
Rationale

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

 

Attachments
Recommended Motion

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

VII.L. Acceptance of Summary of Professional Services Contracts for Fiscal Year 2021-22
Rationale

The summary includes all professional services contracts approved as of July 1, 2021.

Submitted by: Cordelia Hardin 

Attachment

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education receive the attached Summary of Professional Services Contracts for Fiscal Year 2021-22.

VII.M. Acceptance of Orders of the Treasurer
VII.M.1. Acceptance of Orders of the Treasurer-Invoices
Rationale

This agenda item is provided to the Board in accordance with Fiscal Management Policy 04.3111 District Issuance of Checks

Submitted by: Cordelia Hardin

Attachment

Attachments
Recommended Motion

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 March 24 through April 10, 2022.

VII.M.2. Acceptance of Orders of the Treasurer-Purchase Orders
Rationale

This agenda item is provided to the Board in accordance with Fiscal Management Policy 04.3111 District Issuance of Checks.

Submitted by: Cordelia Hardin

Attachments

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education receive the attached report of Orders of the Treasurer-Purchase Orders issued during the period of March 24 through April 10, 2022.

VII.M.3. Acceptance of Orders of the Treasurer-Vouchers
Rationale

This agenda item is provided to the Board in accordance with Fiscal Management Policy 04.3111 District Issuance of Checks.

Submitted by: Cordelia Hardin

Attachment

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education receive the attached report of Orders of the Treasurer-Vouchers paid during the period of March 24 through April 10, 2022.

VII.N. Acceptance of School Activity Fund Budget Summary for Fiscal Year 2022-23
Rationale

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.

Submitted by: Cordelia Hardin

Attachment
 

 

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education receive the attached Summary of School Activity Fund Budgets for Fiscal Year 2022-23.

VII.O. Acceptance of Donations, Grants, and Funding
VII.O.1. Acceptance of Donations and Small Grants
Rationale

This is a report of donations and small grants submitted to the Board of Education on April 26, 2022.

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

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education accept donations and small grants totaling $384,925.93 to be used as stated in the attachment.

VII.O.2. Recommendation for Acceptance of Funding from the Kentucky Department of Education for School Security Projects
Rationale

House Bill 352 (2020 Budget Bill) allocated $18.2 million dollars for school safety upgrades for school districts based on the requirements contained in Senate Bill 1 (2019) and are limited to the following six items:

  • Main entrance electronic locks
  • Main entrance camera
  • Main entrance intercom
  • Classroom door locks
  • Classroom door window coverings
  • Exterior door access control

The attached represents the cost of classroom window coverings at various locations and door locks to meet the requirements of SB-1

The project directly supports strategy 3.1.1 of Vision 2020.

Submitted by: Chris Perkins 

Attachment

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education accept funding in the amount of $13,238.00 from the Kentucky Department of Education for School Security Projects.

VII.P. Recommendation for Approval of Agreements
VII.P.1. Recommendation for Approval of Memorandum of Agreement with Catholic Charities of Louisville
Rationale

The Kentucky Office of Refugees (KOR) within Catholic Charities provides funding to the District for summer programming for eligible refugee students. The District uses these grant funds to support extended services offered by the Bilingual Community Liaison to eligible refugee students and families.

Catholic Charities with the District will implement a summer program for eligible refugee students. Catholic Charities will recruit students and provide space for the program. The District will provide ESL teachers and bi-lingual instructors for the program and curricular and instructional materials and resources for students and staff.

This project aligns with Vision 2020 strategy 1.1.5 improving student literacy and strategy 1.1.7 providing differentiated resources to eliminate opportunity gaps. 

Submitted by: Dr. Carmen Coleman

Attachment

 

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education approve the attached Memorandum of Agreement with Catholic Charities of Louisville and authorize the superintendent to sign same.

VII.P.2. Recommendation for Approval of Amendment to Memorandum of Agreement with Evolve502
Rationale

JCPS will work in collaboration with Evolve 502 to provide comprehensive post-secondary transition support and college coaching to JCPS students. For the purpose of meaningful and intentional interactions, JCPS will provide Evolve 502 staff access to limited student data with a signed parent/guardian written consent. 

The Amendment replaces Paragraph II subsections c and d regarding student data and extends the duration of the Agreement  to June 30, 2023. 

This work supports Vision 2020 Strategies 1.1.3, 1.1.7

Submitted by: Robert Moore 

Attachment

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education approve the attached Amendment to the Memorandum of Agreement with Evolve 502 and authorize the superintendent sign same.

VII.P.3. Recommendation for Approval of Memorandum of Agreement with Kentucky Refugee Ministries for Summer Programming
Rationale

This Agreement outlines summer programming opportunities at Kentucky Refugee Ministries for eligible students through RSIG funding. New and existing refugee students participate in meaningful instructional experiences supporting their academics, language development, social and emotional development. 

This project aligns with Vision 2020 strategy 1.1.5 improving student literacy and strategy 1.1.7 providing differentiated resources to eliminate opportunity gaps. 

Submitted by Dr. Carmen Coleman

Attachment

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education approve the attached Memorandum of Agreement with Kentucky Refugee Ministries and authorize the superintendent to sign same.

VII.P.4. Recommendation for Approval of Agreement with the University of Louisville
Rationale

Through the Cardinal Success Program (CSP), University of Louisville College of Education and Human Development students and faculty provide mental health and counseling services to students and families at the Academy @ Shawnee as well as individuals living in the surrounding community at no cost to the school.

Shawnee provides three offices and a conference room on the first floor of the school for this project and has no obligation beyond June 30, 2023.

Submitted by: Robert Moore

Attachment

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education approve an agreement with the University of Louisville for the Cardinal Success Program and authorize the superintendent to sign same.

VII.P.5. Recommendation for Approval of Data Sharing Agreement with Imagine Learning
Rationale

The purpose of this agreement is to delineate the operational guidelines for sharing data between Imagine Learning 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.

Submitted by: Dr. Carmen Coleman

Attachment

 

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education approve the attached data sharing agreement for Imagine Learning and authorize the superintendent sign same.

VII.P.6. Recommendation for Approval of Data Sharing Agreement with MakeMusic, Inc.
Rationale

MakeMusic, Incorporated will provide software licenses for SmartMusic which provides music and instructional software as provided in the corresponding contract. 

The Data Sharing Agreement details the type and limitations of shareable data, its appropriate use, and the responsibilities of each party. Data sharing will begin upon acceptance of this agreement and will terminate when the services contract terminates. All procedures and processes will be FERPA compliant. Period, scope, and protections are also outlined in the attached agreement. There is no cost for the data-sharing agreement.

Submitted by: Robert Moore

Attachment

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education approve the attached Data Sharing Agreement with MakeMusic, Incorporated and authorize the superintendent sign same.

VII.P.7. Recommendation for Approval of External Auditors Contract
Rationale

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, 2022, is $235,000, an increase of $15,000 from last year.

Submitted by: Cordelia Hardin

Attachment

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education approve 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, 2022.

VII.Q. Recommendation for Approval of Naming Butler Traditional High School's Small Gym and Stage: Alumni Hall
Rationale

Principal William Allen of Butler Traditional High School recommends naming the small gym and stage, Alumni Hall, in honor of the dedicated Butler High School graduates and Alumni Association members.  Alumni members, State Representative Joni Jenkins, Mr. Fred Wright, and Mr. Eddie Cannon, support Principal Allen and the staff and students of Butler High school in these efforts  as evidenced in the attached letters.

Submitted by: Robert Moore 

Attachment

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education approve naming Butler Traditional High School's small gymnasium and stage, Alumni Hall

VII.R. Recommendation for Approval of JCPS Phase Four Diagnostic Reports: Continuation of Learning Plan and English Learner Plan
Rationale

Phase Four of the continuous improvement planning process includes two district-level diagnostics that are due May 1 to the Kentucky Department of Education.

First, the Continuation of Learning Plan will support the district in designing and implementing a continuation of learning plan for times when nontraditional instruction may be needed to prevent a loss of learning during the 2022-2023 school year.

Per revisions to 701 KAR 7:150, districts now apply to the NTI program through the Comprehensive District Improvement Plan (CDIP) process. Phase Four of the CDIP process includes the Continuation of Learning Plan, which is completed at the district level and replaces the separate Non-Traditional Instruction Program Application.  

Second, the English Learner Plan for Districts (Lau Plan) supports the district’s commitment to ensuring that English learner (EL) students can meaningfully participate in the district’s educational programs and services. It outlines the affirmative steps taken by the district to overcome educational barriers that impede equal participation by EL students. 

This work supports Strategy 1.1.7 Eliminate Achievement Learning and Opportunity Gaps.

Submitted by: Dr. Dena Dossett

Attachments

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education approve the attached JCPS Continuation of Learning Plan and English Learner Plan as part of the required KDE Phase Four Diagnostics.

VII.S. Adoption of a Resolution to Elect to Conduct Facilities-Related Projects Under the Provisions of House Bill 678 (2022 RS) and Authorization to Submit the District Facilities Plan to the Commissioner of Education for Approval
Rationale

On April 8, 2022, Governor Andy Beshear signed House Bill 678 into law. House Bill 678 provides greater flexibility to local boards of education relating to the funding, financing, design, construction, renovation, or modification of the district's facilities and other facilities-related matters. It also eliminates some requirements for obtaining prior approval from the Kentucky Department of Education or the Kentucky Board of Education.

The provisions of HB 678 generally apply from April 8, 2022, until June 30, 2024, and also apply retroactively to submissions and requests that have been made by local boards prior to the effective date of the Act, but that have not yet received approval from the appropriate board or official.

HB 678 requires the District Facilities Plan, which was approved by the Board on March 8, 2022, to be submitted for approval to the Commissioner of Education or designee, rather than the Kentucky Board of Education.

House Bill 678 requires a local board that wishes to conduct its projects under the provisions of the bill to adopt a resolution and submit is to the Kentucky Department of Education.

Submitted by: Chris Perkins

Attachment

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education adopt a Resolution to elect to conduct its facilities-related projects and affairs under the provisions of House Bill 678 enacted during the 2022 Regular Session of the Kentucky General Assembly, and to authorize the Superintendent to submit the District Facilities Plan to the Commissioner of Education or designee for approval.

VII.T. Recommendation for Approval of Revised 2021-2022 School Calendar
Rationale

On Thursday, April 14, 2022, JCPS cancelled classes due to multiple schools being without power and roadways throughout the city being blocked.

The JCPS Calendar Committee met on April 20, 2022, to review, consider adjustments, and finalize a recommendation for a revised 2021-2022 calendar to be presented to the Jefferson County Board of Education for consideration.

In accordance with Board Policy 08.3 and KRS 158.070, the District Calendar Committee recommended that the superintendent recommend that the Board forgive one additional missed student day (April 14, 2022).

The Superintendent further recommends that the day will be made up by school staff on May 17, 2022, with the understanding that all staff will have the opportunity to vote on that day.

Submitted by: Dr. Aimee Green-Webb

Recommended Motion

Superintendent Martin Pollio recommends the Board of Education approve a recommendation by the District Calendar Committee as stated in the rationale for the 2021-2022 calendar.

VII.U. Recommendation for Approval of Declaration for Emergency Teacher Certification for the 2022-23 School Year
Rationale

It is the goal of the HR department to ensure that schools are supported with highly qualified teachers. The  One-Year Emergency Certification is necessary for  teachers who do not hold a Kentucky Teaching Certificate. 

Submitted by: Dr. Aimee Green-Webb

Recommended Motion

Superintendent Martin Pollio recommends the Board of Education approve the request to apply for Emergency Teacher Certification for the 2022-2023 school year.

VII.V. Recommendation for Approval of Declaration for One-Year Emergency Substitute Teacher Certification for the 2022-23 School Year
Rationale

It is the goal of the HR department to ensure that schools are supported by highly qualified teachers. Substitute Teachers provide instructional support in the absence of our permanent teachers. The One-Year Emergency Certification is necessary for Substitutes who do not hold a Kentucky Teaching Certificate. The District may request one-year emergency certificates for substitute teachers who have completed specific curricular requirements. The sub teacher positions will be filled by qualified applicants giving preference to the factors of academic preparation, prior teaching experience or related educational work, and personal attributes compatible with the demands of the teaching profession. The District will obtain a one-year certification for any individual employed under the provision.

Submitted by: Dr. Aimee Green-Webb

Recommended Motion

Superintendent Martin Polio recommends the Board of Education approve the request to apply for Emergency Substitute Teacher Certification for the 2022-23 school year.

VII.W. Adoption of Set #9 of Board Policies as Part of the District Policy Review Cycle for (First Reading)
Rationale

The Board Policy Committee reviewed these policies during their meeting on April 18, 2022.

JCPS is initiating an ongoing cycle of policy review, whereby, over the course of five years, all Board policies will be reviewed. In many instances, no change will be needed – the policy conforms to statutory and regulatory requirements, is clear and accurate, and reflects current practice. In other instances, a policy will need to be updated, or language improved for clarity and standardization of usage. This set of policies, is a continuation of this process. 

Of note within this set, are the changes to Board policies 03.122 Holidays and Vacation Leave (Certified) 03.322 and Holidays and Vacation Leave (Classified). The changes adds an additional holiday for District staff, which will be used to make Juneteenth a holiday.

Policy Review Cycle Set #9

Operations Policies

Change                   05.43               Bomb Threats

Change                   05.45               Crowd Control

Change                   06.0                 Transportation

Change                   06.1                 Bus Fleet

Change                   06.2                 Transportation Safety

Change                   06.11               Purchase of School Buses

Change                   06.12               Maintenance of Bus Fleet

Change                   06.13               Fuel and Equipment

Change                   06.14               Authority for Use of Buses

Change                   06.22               Bus Driver’s Responsibilities

Change                   06.31               Bus Scheduling and Routing

Change                   06.33               Regular Bus Stops

 Technology Policy

No change  05.22               Compliance with FCC Regulations

Finance Policies

Change                   04.12               School Activity Account Budgets       

Change                   04.3122           Internal Petty Cash

No Change 04.3123           School Stores

No Change 04.3125           Shop Sales and Service

No Change 04.4                 Bonding of Employees

Change                   04.41               Fraud Prevention

No Change 09.23               Student Accident Insurance

Human Resources Policies

Change                   03.122             Holidays and Vacation Leave (Certified)

Change                   03.222             Holidays and Vacation Leave (Classified)

Submitted by: Amy Dennes

Attachment

Attachments
Recommended Motion

Superintendent Martin Pollio recommends the Board of Education receive the attached Set #9 of Board Policies as part of the District Policy Review Cycle for first submission and reading.

VIII. Persons Requesting to Address the Board (if necessary)
IX. Adjournment
Actions Taken

Order #2022-78 - Motion Passed:  A motion that the Board of Education adjourn the April 26, 2022, work session at 9:02 p.m. passed with a motion by Dr. Corrie Shull and a second by Ms. Sarah McIntosh.