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I.
Moment of Silence
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Meetings are streamed live and archived through the District's YouTube channel at the following link:JCBE Meeting Videos
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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 in the VanHoose Education Center. Members of the Board 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.
II.
The Pledge of Allegiance
Please join us for the Pledge of Allegiance.
II.A.
Vision Statement
III.
Recognitions and Resolutions
Order #2022-162 - Motion Passed: Superintendent Martin Pollio recommends the Board of Education approve the recognitions for September 13, 2022. The recommendation passed with a motion by Mr. James Craig and a second by Dr. Corrie Shull.
III.A.
Recognition of Jefferson County Public Schools Safety Officer Mullikin for His Work to Ensure the Safety of Students and Staff at Atkinson Elementary School
Officer Mullikin was on his routine visit to Atkinson Elementary School when he noticed a man acting suspiciously in the parking lot, looking into car windows. Officer Mullikin used his law enforcement training to interact with the man and determined the man had a weapon.
Officer Mullikin safely disarmed the man and arrested him.
Submitted by: Carolyn Callahan
Superintendent Martin Pollio recommends the Board of Education recognize Officer Mullikin for his work ensuring the safety of students and staff at Atkinson Elementary School.
III.B.
Recognition of Jefferson County Public Schools Bus Driver Tim Franklin for His Calm, Quick Actions to Ensure the Safety of Students on a Carter Elementary School Bus
Tim Franklin was dropping children off at a bus stop when an adult entered the bus and threatened the students on board. (Bus driver) calmly handled the situation, making sure no harm was done to the students and got the adult off of the bus.
Tim Franklin immediately let transportation know what was happening and safely returned the students to Carter Elementary School where they were picked up by their guardians.
Submitted by: Carolyn Callahan
Superintendent Martin Pollio recommends the Board of Education recognize Tim Franklin for his quick, calm actions that helped keep children safe during an intense situation on the school bus.
IV.
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 September 13, 2022.
Order #2022-163 - Motion Passed: Superintendent Martin Pollio recommends the Board of Education approve the agenda for September 13, 2022. The recommendation passed with a motion by Mr. James Craig and a second by Mr. Joseph Marshall.
V.
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 August 30, 2022, meeting are presented for your review and approval.
Attachment
Superintendent Martin Pollio recommends the Board of Education approve the minutes of the August 30, 2022, meeting.
Order #2022-164 - Motion Passed: Superintendent Martin Pollio recommends the Board of Education approve the minutes of the August 30, 2022, meeting. The recommendation passed with a motion by Mr. James Craig and a second by Mr. Joseph Marshall.
VI.
Superintendent's Report
VII.
Persons Requesting to Address the Board on Action Items or Consent Calendar Items to be Voted Upon Separately at Board Member Request
- Speakers before the entire board are not allowed to use props, displays, or any other objects during the presentations. However, informational handouts may be given to the assistant secretary to the board for distribution prior to or following the meeting.
- Each speaker is allowed three minutes to address the board and may not share these minutes with any other speaker.
- At the end of 2-1/2 minutes, a bell will sound once. You will then have 30 seconds to finish your statement.
- At the end of three minutes, the bell will sound twice, indicating that your time is up.
- The superintendent will look into the speakers’ issues and, if necessary, represent the board in following up or recommend action to the board.
- The full Board Policy concerning public participation in open meetings is available for viewing on our Online Policy Manual.
VIII.
Action Items
VIII.A.
Recommendation for Approval of the Internal Audit Work Plan for the Period Ending September 30, 2022, and Acceptance of the Report on the Status of the Fiscal Year 2023 Internal Audit Work Plan
As stated in the JCPS Internal Audit Charter and the professional standards of the Institute of Internal Auditors, the Internal Audit Work Plan (Plan) should be developed using a risk-based methodology and the Board should annually review and approve the Plan and any changes to the Plan as well as receive periodic updates on the status of the Plan. The Plan to be approved covers the period July 1, 2022, through June 30, 2023. The status report is based on projects included in the Plan approved in September 2021. Thus, we recommend approval of the Internal Audit Risk-Based Audit Plan to guide the internal audit activities during the period July 1, 2022 - June 30, 2023, and accept the report on the status of the current Internal Audit Work Plan as of July 31, 2022.
Submitted by: Jodell Renn
Superintendent Martin Pollio recommends the Board of Education approve the attached Internal Audit Risk-Based Audit Plan for Fiscal Year 2022-23 and receive the Report on the Status of the Fiscal Year 2022 Internal Audit Work Plan.
Order #2022-165 - Motion Passed: Superintendent Martin Pollio recommends the Board of Education approve the attached Internal Audit Risk-Based Audit Plan for Fiscal Year 2022-23 and receive the Report on the Status of the Fiscal Year 2022 Internal Audit Work Plan. The recommendation passed with a motion by Mrs. Linda Duncan and a second by Mr. James Craig.
IX.
Information Items
IX.A.
Acceptance of Report on Regular Board Meeting Schedule for 2023
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 major 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 22 meeting dates:
- 12 Board Business Meetings (includes Information Items, Action Items, and a Consent Calendar)
- 6 Board Work Session Meetings (includes Work Sessions and a Consent Calendar)
- 2 Board Retreats (Special Meetings)
- 2 Public Forums (Special Meetings with a Consent Calendar)
Submitted by: Jonathan Lowe
Superintendent Martin Pollio recommends the Board of Education receive a report on the Regular Board Meeting Schedule for 2023.
Order #2022-166 - Motion Passed: Superintendent Martin Pollio recommends the Board of Education receive a report on the Regular Board Meeting Schedule for 2023. The recommendation passed with a motion by Mr. James Craig and a second by Dr. Corrie Shull.
X.
Consent Calendar
Superintendent Martin Pollio recommends the Board of Education approve the Consent Calendar for September 13, 2022.
Order #2022-167 - Motion Passed: Superintendent Martin Pollio recommends the Board of Education approve the Consent Calendar for September 13, 2022. The recommendation passed with a motion by Mr. James Craig and a second by Mrs. Linda Duncan.
X.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: Dr. Aimee Green-Webb
Attachment
Superintendent Martin Pollio recommends the Board of Education approve the requests for leaves of absence included in the attachment.
X.B.
Report of Personnel Actions
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
Superintendent Martin Pollio recommends the Board of Education receive the attached report of personnel actions that he has taken per KRS 160.380.
X.C.
Recommendation for Approval of Organizational Charts and/or Job Descriptions
X.C.1.
Recommendation for Approval of Organizational Charts and/or Job Descriptions - Academic Schools
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
Superintendent Martin Pollio recommends the Board of Education approve the attached organizational chart(s) and/or job description(s).
X.C.2.
Recommendation for Approval of Organizational Charts and/or Job Descriptions - Operations Services
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
Superintendent Martin Pollio recommends the Board of Education approve the attached organizational chart(s) and/or job description(s).
X.D.
Recommendation for Approval of Field Trip Request
This is a report of field trip requests submitted to the Board of Education on September 13, 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
Superintendent Martin Pollio recommends the Board of Education approve the attached report of field trip requests and receive a report of other field trips approved by the superintendent.
X.E.
Recommendation for Approval of the Project, Assignment of Architects/Engineers, and BG-1 Form for Window Replacement at King Elementary School
This project will consist of the replacement of the existing single pane aluminum frame windows with thermally efficient windows.
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
Superintendent Martin Pollio recommends the Board of Education approve the project, the assignment of Tony Kleyer, Architect and Environmental Concerns, Inc. (Asbestos Abatement only) as the architects/engineers, and the BG-1 form for the Window Replacement at King Elementary School, for an estimated project cost for $398,850.
X.F.
Recommendation for Approval of Revised BG-1 Form for HVAC Central Plant Replacement at Doss High School
On August 2, 2022, the Board of Education approved CMTA, Inc. to prepare plans and specifications for Project 23-009 and approved the BG-1 estimate in the amount of $1,579,150.
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 HVAC Central Plant Replacement at Doss High School in the amount of $1,711,920.
X.G.
Recommendation for Approval of Contract Completions and BG-4 Forms
X.G.1.
Recommendation for Approval of Contract Completion and BG-4 Form for Phase I HVAC Renovation at duPont Manual High School
On June 26, 2018, the Board of Education approved Pickett Passafiume Architects to prepare plans and specifications for Project 19-004.
On February 12, 2019, the Board approved awarding a contract to EH Construction, LLC as the low bidder.
Pickett Passafiume 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
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 duPont Manual High School for a total construction cost of $31,306,852.35.
X.G.2.
Recommendation for Approval of Contract Completion and BG-4 Form for Boiler Replacement at Newburg Middle School
On March 9, 2021, the Board of Education approved CMTA, Inc. to prepare plans and specifications for Project 21-217.
On May 4, 2021, the Board approved awarding a contract to Walker Mechanical Contractors, Inc. as the low bidder.
CMTA, 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
Superintendent Martin Pollio recommends the Board of Education approve the contract completion, the attached BG-4 form, and final payment to Walker Mechanical Contractors, Inc. for Boiler Replacement at Newburg Middle School for a total construction cost of $173,300.
X.H.
Recommendation for Approval of Project Closeouts and BG-5 Forms
X.H.1.
Recommendation for Approval of Project Closeout and BG-5 Form for Partial Roof Replacement at Doss High School
On May 24, 2022, 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 Doss High School.
X.H.2.
Recommendation for Approval of Project Closeout and BG-5 Form for Partial Roof Replacement at Eastern High School
On May 24, 2022, the Board of Education approved the contract completion and BG-4 form for Stateline Roofing & Metal Co., Inc.
The Kentucky Department of Education requires the submission of the BG-5 form to reconcile the total project cost to the funding source.
The project directly supports strategy 3.1.1 of Vision 2020.
Submitted by: Chris Perkins
Attachment
Superintendent Martin Pollio recommends the Board of Education approve the attached BG-5 form for Partial Roof Replacement at Eastern High School.
X.H.3.
Recommendation for Approval of Project Closeout and BG-5 Form for Partial Roof Replacement at Fern Creek Elementary School
On May 24, 2022, 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 Fern Creek Elementary School.
X.H.4.
Recommendation for Approval of Project Closeout and BG-5 Form for Partial Roof Replacement at Highland Middle School
On May 24, 2022, the Board of Education approved the contract completion and BG-4 form for Carlon 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 Highland Middle School.
X.H.5.
Recommendation for Approval of Project Closeout and BG-5 Form for Partial Roof Replacement at Meyzeek Middle School
On May 24, 2022, 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 Meyzeek Middle School.
X.H.6.
Recommendation for Approval of Project Closeout and BG-5 Form for Boiler Replacement at Okolona Elementary School
On July 19, 2022, the Board of Education approved the contract completion and BG-4 form for Independent Piping Services, 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 Boiler Replacement at Okolona Elementary School.
X.H.7.
Recommendation for Approval of Project Closeout and BG-5 Form for Wood Door Replacement at Rutherford Elementary School
On May 24, 2022, the Board of Education approved the contract completion and BG-4 form for Parco Constructors Group, 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 Wood Door Replacement at Rutherford Elementary School.
X.H.8.
Recommendation for Approval of Project Closeout and BG-5 Form for Partial Roof Replacement at Seneca High School
On February 1, 2022, 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 Seneca High School.
X.H.9.
Recommendation for Approval of Project Closeout and BG-5 Form for Window Replacement at Waller-Williams Environmental
On May 24, 2022, the Board of Education approved the contract completion and BG-4 form for Parco Constructors Group, 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 Window Replacement at Waller-Williams Environmental.
X.H.10.
Recommendation for Approval of Project Closeout and BG-5 Form for Kitchen Classroom Renovation at W.E.B. DuBois Academy
On August 2, 2022, the Board of Education approved the contract completion and BG-4 form for Churchill McGee, 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 Kitchen Classroom Renovation at W.E.B. DuBois Academy.
X.H.11.
Recommendation for Approval of Project Closeout and BG-5 Form for Boiler Replacement at Wellington Elementary School
On July 19, 2022, the Board of Education approved the contract completion and BG-4 form for Walker Mechanical Contractors, 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 Boiler Replacement at Wellington Elementary School.
X.H.12.
Recommendation for Approval of Project Closeout and BG-5 Form for Wood Door Replacement at Western Middle School
On May 24, 2022, the Board of Education approved the contract completion and BG-4 form for Parco Constructors Group, 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 Wood Door Replacement at Western Middle School.
X.H.13.
Recommendation for Approval of Project Closeout and BG-5 Form for Chiller & Water Heater Replacement at Westport Middle School
On June 7, 2022, the Board of Education approved the contract completion and BG-4 form for Parco Constructors Group, 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 Chiller & Water Heater Replacement at Westport Middle School.
X.I.
Recommendation for Approval of Competitive Negotiation, Bid Tabulations, Contract Renewal, 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 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 renewal, and amendments.
X.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.
Submitted by: Cordelia Hardin
Attachments
Superintendent Martin Pollio recommends the Board of Education approve the attached professional services contracts of $20,000 or more.
X.K.
Acceptance of Summary of Professional Services Contracts
This summary includes all professional services contracts approved as of July 1, 2022, and supports Vision 2020 strategy 3.1.4 Ensure Responsible Stewardship of Resources.
KRS 160.370 was amended to allow the Board to authorize the superintendent to approve purchases for any contract for which a determination is made that the aggregate amount of the contract is less than $20,000.
Submitted by: Cordelia Hardin
Attachment
Superintendent Martin Pollio recommends the Board of Education receive the attached summary of professional services contracts.
X.L.
Acceptance of Orders of the Treasurer
X.L.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 August 15 through August 28, 2022.
X.L.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 August 15 through August 28, 2022.
X.L.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 August 15 through August 28, 2022.
X.M.
Recommendation for Approval to Borrow Funds for Fiscal Year 2022-23
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 1 and provide a discount period ending November 30.
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.
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, now Truist, our current depository bank, for fiscal year 2022-23, with loan proceeds to be deposited to the account of the Jefferson County Board of Education.
X.N.
Acceptance of Donations, Grants, and Funding
X.N.1.
Acceptance of Funding from the Kentucky Department of Education
The Kentucky Department of Education (KDE) is providing grant funding under the American Rescue Plan Elementary and Secondary School Emergency Relief Fund to assist schools and districts in developing a program to strengthen their local teacher recruitment pipeline through the purposeful support of individuals already connected with the school system to attaining their teacher certification.
The District will use grant funding for undergraduate tuition for paraprofessional staff, parents, instructional staff, or substitutes to complete a teaching degree. Funding will also be used for tuition assistance for teacher candidates to complete classes to improve GPA for entrance into a teaching program and for Praxis preparation.
There is no obligation for the District beyond June 30, 2024.
Submitted by: Aimee Green-Webb
Attachment
Superintendent Martin Pollio recommends the Board of Education accept funding totaling $293,110 from the Kentucky Department of Education and authorize the superintendent to sign the attached contract.
X.N.2.
Acceptance of Donations and Small Grants
This is a report of donations and small grants submitted to the Board of Education on September 13, 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
Superintendent Martin Pollio recommends the Board of Education accept donations and small grants totaling $99,337.51 to be used as stated in the attachment.
X.O.
Recommendation for Approval of Agreements
X.O.1.
Recommendation for Approval of Memorandum of Agreement with Isaac W. Bernheim Foundation
The Isaac W. Bernheim Foundation, doing business as Bernheim Arboretum and Research Forest will implement, Restoring Nature’s Classroom, a nature-based educational program aligned with Next Generation Science Standards at Hazelwood Elementary School and Olmsted Academy South during the 2022-23 school year.
The program is administered by Bernheim educators and is funded by a grant to the Isaac W. Bernheim Foundation. The program provides hands-on, nature-based science learning experiences through a series of in-class visits by educators and field trips to Bernheim Arboretum and Research Forest.
This project aligns with Vision 2020 strategies 1.1.1 and 1.1.7.
Submitted by: Robert Moore
Attachment
Superintendent Martin Pollio recommends the Board of Education approve the attached Memorandum of Agreement with Isaac W. Bernheim Foundation and authorize the superintendent to sign same.
X.O.2.
Recommendation for Approval of Memorandum of Agreement with Commonwealth Theatre Center for Programming at Olmsted Academy South
Commonwealth Theatre Center received a grant from Kentucky Foundation for Women to support devising theatre residencies with partner sites that would contribute to a script adaptation of the folktale The Selkie Wife.
Through this agreement, Commonwealth Theatre Center will work with Olmsted Academy South to implement the devising theatre curriculum.
This project aligns with Vision 2020 strategies 1.1.1 and 1.1.7.
Submitted by: Robert Moore
Attachment
Superintendent Martin Pollio recommends the Board of Education approve the attached Memorandum of Agreement with Commonwealth Theatre Center and authorize the superintendent to sign same.
X.O.3.
Recommendation for Approval of Amendment to Memorandum of Agreement with Baptist Health Medical Group
This Amendment assures that Atherton, Ballard, and Jeffersontown High Schools will continue to have the required certified medical staff to treat and respond to all student-athletes throughout the 2022-23 school year.
Submitted by: Robert Moore
Attachment
Superintendent Martin Pollio recommends the Board of Education approve the attached Amendment to the Memorandum of Agreement with Baptist Health Medical Group and authorize the superintendent to sign same.
X.O.4.
Recommendation for Approval of Memoranda of Understanding with Dare to Care Food Bank
Dare to Care will implement the Cooking Matters program at Foster and Slaughter Elementary Schools' 21st Century Community Learning Center (21st CCLC) program.
For students participating in the 21st CCLC program, Dare to Care will recruit and train volunteer instructors (culinary, nutrition, and financial professionals) to:
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Lead classes.
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Provide groceries and cooking equipment for all classes.
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Provide take-home groceries for Cooking Matters for adults participating, Cooking Matters for Young Parents, Cooking Matters for Child Care Professionals, Cooking Matters for Families, and Cooking Matters for participants to recreate at least one Cooking Matters recipe at home each week.
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Provide food for 21st Century Community Learning Center participants.
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Provide class materials such as notebooks, handouts, incentives, and graduation certificates.
This work directly supports Vision 2020 strategy 1.1.7 Eliminate achievement, learning, and opportunity gaps.
Submitted by: Robert Moore
Attachment
Superintendent Martin Pollio recommends the Board of Education approve the attached Memoranda of Understanding with Dare to Care Food Bank and authorize the superintendent to sign same.
X.O.5.
Recommendation for Approval of Addendum to Memorandum of Agreement with Jefferson Community and Technical College
The attached Addendum of Memorandum of Agreement with Jefferson Community and Technical College extends the term of the Lease Agreement to continue from July 1, 2022, to June 30, 2023.
Submitted by: Robert Moore
Attachment
Superintendent Martin Pollio recommends the Board of Education approve the attached lease agreement addendum with Jefferson Community and Technical College and authorize the superintendent to sign same.
X.O.6.
Recommendation for Approval of Memorandum of Agreement with The Office of Vocational Rehabilitation, Education and Labor Cabinet
The ECE Department will collaborate with the Office of Vocational Rehabilitation, Education, and Labor Cabinet (OVR) to establish an agreement for the Community Work Transition Program (CWTP). This program is designed to assist OVR-eligible students who have identified work as a possible desired post-school outcome and have demonstrated a need for assistance to transition from high school to post-school activities, including employment.
The goal of this program is community work exploration and competitive integrated employment. JCPS Job Trainers will be trained annually on the policies and procedures of CWTP. Under the supervision of the ECE Department, Job Trainers will invoice OVR for services rendered to OVR-approved students. Job Trainers will collaborate with school personnel to identify students for CWTP.
The Memorandum of Agreement shall be effective through June 20, 2023.
This agreement supports Vision 2020 strategy 1.1.3.
Submitted by: Kim Chevalier
Attachment
Superintendent Martin Pollio recommends the Board of Education approve the attached Memorandum of Agreement with The Office of Vocational Rehabilitation, Education, and Labor Cabinet and authorize the superintendent sign same.
X.O.7.
Recommendation for Approval of Local Head Start Memorandum of Agreement with Ohio Valley Education Cooperative
This Memorandum of Agreement (MOA) sets out the terms by which the Head Start program and JCPS will ensure full utilization of Head Start funds by meeting the following objectives: (1) to avoid duplication of programs and services; (2) to avoid supplanting of federal funds; and (3) to maximize the use of Head Start funds to serve as many four-year-old children as possible. This MOA also provides for coordination between Head Start and JCPS as required by 45 CFR 1302.53 and 45 CFR 1302.63.
The Kentucky Department of Education also requires the Head Start director and JCPS representative to jointly complete and sign the Certificate of Head Start Full Utilization by September 15, 2022, to verify the number of at-risk four-year-olds enrolled in Head Start and confirm that Head Start is fully utilized on September 1, 2022.
Submitted by: Robert Moore
Attachment
Superintendent Martin Pollio recommends the Board of Education approve the attached Memorandum of Agreement and authorize the superintendent to sign same.
X.O.8.
Recommendation for Approval of Memorandum of Agreement with the University of Louisville
The University of Louisville College of Education and Human Development (CEHD) has implemented the Center for Instructional and Behavioral Research in Schools (CIBRS) to promote and fund research and community outreach related to the prevention of student failures (academic, social, health, and mental health) in educational settings. CIBRS’ research is focused on the application of scientific methods to understand how specific actions can be implemented to prevent student failure and improve outcomes for all students.
CIBRS has offered to help Eastern High School enhance its multi-level prevention system to support student achievement and social-emotional behavioral competencies through the integration of differentiated core instruction, assessment, and intervention.
There is no financial obligation to the District.
This project aligns with Vision 2020 strategies: 1.1.1 and 1.1.7.
Submitted by: Robert Moore
Attachment
Superintendent Martin Pollio recommends the Board of Education approve the attached Memorandum of Agreement with the University of Louisville and authorize the superintendent to sign same.
X.O.9.
Recommendation for Approval of Student Teacher Agreement with the University of Louisville
In accordance with administrative regulation 16 KAR 5:040 Admission, Placement, and Supervision in Student Teaching, promulgated by the Kentucky Education Professional Standards Board (EPSB), the District has an established and ongoing agreement with the University of Louisville regarding student teaching. This is an amendment to that agreement to be effective for the 2022-2023 school year.
Submitted by: Dr. Aimee Green-Webb
Attachment
Superintendent Martin Pollio recommends the Board of Education approve the attached Amendment to the Student Teacher Agreement with the University of Louisville and authorize the superintendent to sign same.
X.O.10.
Recommendation for Approval of Student Placement Agreement with Western Governors University
In accordance with administrative regulation 16 KAR 5:040 Admission, Placement, and Supervision in Student Teaching, promulgated by the Kentucky Education Professional Standards Board (EPSB), the District has an established and ongoing agreement with Western Governors University regarding student placement. This is an amendment to that agreement to be effective for the 2022-2023 school year.
Submitted by: Dr. Aimee Green-Webb
Attachment
Superintendent Martin Pollio recommends the Board of Education approve the attached Amendment to the Student Placement Agreement with Western Governors University and authorize the superintendent to sign same.
X.O.11.
Recommendation for Approval of Trademark License Agreement from the Kentucky Education & Labor Cabinet
The Kentucky Education & Labor Cabinet in agreement with Jefferson County Public Schools Adult Education for licensing use of the Kentucky Adult Education [KYAE] trademark logo. JCPS Adult Education will use the KYAE logo for local marketing materials for Jefferson County Adult Education. Its primary use will be for flyers, social media, signage, and our website. There is no other indirect cost to the district. The term of the contract is August 30, 2022, through June 30, 2023.
Submitted by: Robert Moore
Attachment
Superintendent Martin Pollio recommends the Board of Education approve the attached Trademark License Agreement with the Kentucky Education & Labor Cabinet and authorize the superintendent to sign same.
X.O.12.
Recommendation for Approval of Memorandum of Agreement with Ulliman and Schutte Construction
Ulliman Schutte Construction is a contractor with the Metropolitan Sewer District (MSD). MSD’s Community Benefits Program encourages its contractors to make contributions that support local schools or non-profits.
Ulliman Schutte Construction (USC) will make an in-kind donation valued at $15,000 that includes a storage container, the labor to install the container as well as materials and supplies for Farnsley Middle School’s hands-on construction class. USC will also donate $15,000 in cash to Farnsley to purchase tables and work benches for its engineering room. USC will provide 100 hours of professional services to manage the Farnsley project at the standard MSD Community Benefits volunteer rate of $80 per hour ($8,000 in-kind). The list of supplies that USC will contribute to the school is included in Attachment A. The total value of USC’s contribution to Farnsley Middle School is $38,000.
This project aligns with Vision 2020 strategy 3.1.1 Improving District Infrastructure.
Matching funds are not required. The period of performance is September 14, 2022, through June 30, 2023.
Submitted by: Robert Moore
Attachment
Superintendent Martin Pollio recommends the Board of Education approve the attached Memorandum of Agreement with Ulliman and Schutte Construction on behalf of Farnsley Middle School and authorize the Superintendent to sign same.
X.O.13.
Recommendation for Approval of Confidential Data Privacy Agreement with Public Consulting Group LLC for CSTAG Threat Assessment EDPlan™
The Comprehensive School Threat Assessment Guidelines (CSTAG) is an evidence-based model for schools to use in conducting threat assessments in K-12 schools. This model was developed by Dr. Dewey Cornell. JCPS has worked to implement the CSTAG model over the past several years.
In alignment with the CSTAG model, it is recommended the District have a software program to better assist in data monitoring, case management, and increased usability. The EDPlan™ software program aligns with the CSTAG model and will continue to support the implementation of the JCPS Comprehensive School Threat Assessment Protocol and Guidelines.
The EDPlan™ software program will increase JCPS’s ability to implement the CSTAG Model with fidelity by creating a more clear system for identifying, tracking, and monitoring school-level threats. This increased fidelity will work to improve school safety as we are better able to identify and track the needs of students involved in crisis situations.
The purpose of this agreement is to delineate the operational guidelines for sharing data between Public Consulting Group LLC 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. The cost for the District is $174,260. This work supports Vision 2020 Goals 1.1.7 and 2.1.3.
Submitted by: Robert Moore
Attachment
Superintendent Martin Pollio recommends the Board of Education approve the attached Data Privacy Agreement with Public Consulting Group LLC and authorize the superintendent sign same.
X.O.14.
Recommendation for Approval of Data Privacy Agreement with Houghton Mifflin Harcourt Company
Software to include Read 180, Math 180, Into Reading, and Professional Development related to each.
The purpose of this agreement is to delineate the operational guidelines for sharing data between Houghton Mifflin Harcourt Company 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 work supports Vision 2020 strategies 1.1.1, 1.1.2, and 1.1.7
Submitted by: Robert Moore
Attachment
Superintendent Martin Pollio recommends the Board of Education approve the attached Data Privacy Agreement with Houghton Mifflin Harcourt Company and authorize the superintendent sign same.
X.O.15.
Recommendation for Approval of Data Protection Agreement with Intrado Interactive Services for School Messenger
Intrado Interactive services will provide licenses and support for School Messenger. This is a web-based tool to communicate to staff and families about any happenings (closures, emergencies, general notifications, etc.) within JCPS. Communications are sent via email, SMS, phone calls, and pushed to the School Messenger app. This software is an opt-in for individuals interested in its usage. Users have the freedom to unsubscribe at any point.
The purpose of this agreement is to delineate the operational guidelines for sharing data between Intrado Interactive Services 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. The cost to the District for this project will not exceed $132,000.
Submitted by: Dr. Kermit Belcher
Attachment
Superintendent Martin Pollio recommends the Board of Education approve the attached data protection agreement with Intrado Interactive Services for School Messenger and authorize the superintendent sign same.
X.O.16.
Recommendation for Approval of Data Privacy Agreement with Lexia Learning Systems
The attached Data Privacy Agreement (DPA) 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. Lexia Learning Software is designed to enhance core English Language Arts instruction for non-proficient readers. Approval of this DPA will allow any JCPS location to purchase the resource following JCPS Model Procurement and Purchasing guidelines. The cost is not to exceed $15,000 per school per year.
Submitted by: Robert Moore
Attachment
Superintendent Martin Pollio recommends the Board of Education approve the attached Data Privacy Agreement with Lexia Learning Systems and authorize the superintendent to sign the same
X.O.17.
Recommendation for Approval of Data Sharing Agreement with McGraw Hill Education for Achieve3000
Achieve3000 software focuses on accelerated learning growth and improving student achievement. All schools may request to purchase this resource following all current JCPS Purchasing guidelines and policies.
The purpose of this agreement is to delineate the operational guidelines for sharing data between McGraw Hill Education 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 work supports Vision 2020 strategies 1.1.1, 1.1.2, and 1.1.7
Submitted by: Robert Moore
Attachment
Superintendent Martin Pollio recommends the Board of Education approve the attached Data Sharing/Use Agreement with McGraw Hill Education for Achieve3000 and authorize the superintendent sign same.
X.O.18.
Recommendation for Approval of Data Sharing Agreement with Merlyn Minds
Merlyn Mind's Symphony Classroom solution combines hardware, Al services, and software to support teachers in their classrooms. The Symphony Classroom Al Hub is the central classroom device through which a digital assistant called Merlyn provides teachers with the ability to open and operate applications (like web browsing and presentations) and use other classroom technology (like laptops and monitors/smart boards) without being in front of their computer.
The purpose of this agreement is to delineate the operational guidelines for sharing data between Merlyn Minds 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 Merlyn Minds and authorize the superintendent sign same.
X.O.19.
Recommendation for Approval of Data Privacy Agreement with SchoolMint, Inc.
This is the annual renewal subscription for the online technology platform that supports School Choice in the registration and application process for families.
The purpose of this agreement is to delineate the operational guidelines for sharing data between the Vendor 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 work supports Vision 2020 strategies 1.1.1, 1.1.2, and 1.1.7
Submitted by: Robert Moore
Attachment
Superintendent Martin Pollio recommends the Board of Education approve the attached Data Privacy Agreement with SchoolMint, Inc. and authorize the superintendent to sign same.
X.O.20.
Recommendation for Approval of Data Sharing Agreement with Texthelp, Inc.
Read and Write – Literacy software that provides text-to-speech, speech-to-text, dictionary, picture dictionary, and other literacy, writing, and research supports.
The purpose of this agreement is to delineate the operational guidelines for sharing data between Texthelp, Inc. and JCPS and define the respective roles and responsibilities of each party. Data sharing will begin upon acceptance of this agreement. All procedures and processes will be FERPA compliant. Period, scope, and protections are also outlined in the attached agreement. There is no cost to the District for the data sharing agreement. This work supports Vision 2020 strategy 3.1.1- Improve Physical Infrastructure.
Submitted by: Kim Chevalier
Attachment
Superintendent Martin Pollio recommends the Board of Education approve the attached data sharing agreement with Texthelp, Inc. and authorize the superintendent sign same.
X.O.21.
Recommendation for Approval of Bus Lease Agreement with Letcher County Board of Education
Letcher County Public Schools (LCPS) lost 28 school buses in the recent flood catastrophic flood in Eastern Kentucky. In order to support Letcher County Public Schools and the families it serves as they recover from the disaster and work to reopen schools, the District wishes to lease three school buses at a cost of one dollar ($1.00) to the Letcher County Board of Education. The term of the lease will terminate upon three (3) days written notice by either party.
The District agrees to deliver the buses in good working order to an agreed-upon location.
The Letcher County Board of Education agrees to:
- Ensure the proper maintenance and servicing of buses;
- Require bus drivers to be appropriately trained and licensed; and
- Be responsible for required insurance coverage and any liability pertaining to the use of the leased buses.
Submitted by: Chris Perkins
Attachment
Superintendent Martin Pollio recommends the Board of Education approve the attached Bus Lease Agreement with Letcher County Board of Education and authorize the superintendent sign same.
X.O.22.
Recommendation for Approval of Rental Agreement with AEG Management West Louisville, LLC
AEG Management West Louisville, LLC will provide Jefferson County Public Schools facility space located at 3029 W Muhammad Ali Blvd, Louisville, KY, Norton Healthcare Sports and Learning Center. The allowable space will include the Indoor Track, Outdoor Track, Mezzanine, Humana Hub and the Creativity Corner. The stipulations and guidelines will be followed as outlined in the attached Agreement. This work supports Vision 2020 strategies: 1.1.3; 3.1.1; and 3.2.3.
Submitted by: Robert Moore
Attachment
Superintendent Martin Pollio recommends the Board of Education approve the attached rental agreement with AEG Management West Louisville, LLC and authorize the superintendent sign same.
X.O.23.
Recommendation for Approval of Contract Modification with Kentucky Department of Education for 21st Century Community Learning Center Grants
The attached contact modification with the Kentucky Department of Education will extend the contract end date from September 30, 2022, to June 30, 2023, for the 21st Century Community Learning Center (21st CCLC) grant. There is no change in scope of services or funding. The modification is a time extension only.
21st CCLC will provide academic, artistic, and cultural enrichment for students after-school and during the summer. This funding will provide a full-time on-site coordinator, extended service time for teachers, instructional assistants, and contractual costs with enrichment partners. In addition, the funding will also cover transportation costs for after-school transportation and transportation for the summer program.
The project directly supports Vision 2020 strategies 1.1.3, 1.1.5 and 1.1.7.
Submitted by: Dr. John Marshall
Attachment
Superintendent Martin Pollio recommends the Board of Education approve the attached Contract Modification with the Kentucky Department of Education and authorize the superintendent to same.
X.P.
Recommendation for Approval of Fiscal Year 2022 Technology Activity Report
This annual Technology Activity Report details the spending of Kentucky Education Technology System (KETS) funds and other funds on technology. The report details how much money was spent on workstations, printers, file servers, software, hardware, network, personnel, and maintenance.
The Kentucky Department of Education (KDE) requests this information in order to compare how the District is spending money in relation to the money received through the Kentucky School Facilities Construction Commission Education Technology Funding Program.
Once this report is approved by the Board, KDE will send the Offer of Assistance indicating the funding amount JCPS will receive for KETS.
The project directly supports strategy 3.3.3 of Vision 2020.
Submitted by: Dr. Kermit Belcher
Attachment
Superintendent Martin Pollio recommends the Board of Education approve the attached Fiscal Year 2022 Technology Activity Report.
X.Q.
Recommendation for Approval of the Internal Audit Charter
As prescribed by the International Professional Practices Framework (IPPF) developed by the Institute of Internal Auditors (IIA), an internal audit charter defines the purpose, scope, responsibilities, and authority of the internal audit activity to ensure independence and objectivity. The IPPF further requires that the charter be reviewed annually and approved by the Board. In preparation for the upcoming Quality Assessment Review, the charter was revised and aligned with the Model Audit Charter developed by the IIA. The previous charter was approved in October 2018 as no changes were deemed necessary. The Audit and Risk Management Advisory Committee reviewed and discussed the revised charter at its August 25, 2022, meeting and support the recommendation for approval.
Submitted by: Jodell Renn
Attachment
Superintendent Martin Pollio recommends the Board of Education approve the attached Internal Audit Charter.
X.R.
Recommendation for Approval of the Working Budget for Fiscal Year 2022-23
Once approved by the Jefferson County Board of Education, the Working Budget will be submitted to the Kentucky Board of Education for approval as required by KRS 160.470. This item supports Vision 2020 Strategy 3.1.4 Ensure responsible stewardship of resources.
Submitted by: Cordelia Hardin
Attachment
Superintendent Martin Pollio recommends the Board of Education approve the attached Working Budget for Fiscal Year 2022-23.
XI.
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 the attached planning calendar outlining discussion agenda items.
Order #2022-168 - Motion Passed: Superintendent Martin Pollio recommends the Board of Education receive the attached planning calendar outlining discussion agenda items. The recommendation passed with a motion by Mrs. Linda Duncan and a second by Dr. Christopher Kolb.
XII.
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.
XIII.
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.
XIV.
Persons Requesting to Address the Board (If Necessary)
XV.
Executive Session (If Necessary)
XVI.
Action Item (If Necessary)
XVII.
Adjournment
A motion to adjourn the meeting of the Jefferson County Board of Education.
Order #2022-169 - Motion Passed: A motion to adjourn the September 13, 2022, meeting of the Jefferson County Board of Education at 7:10 p.m. passed with a motion by Dr. Corrie Shull and a second by Mr. James Craig.
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