Welcome to the May 28, 2013, meeting of the Jefferson County Board of Education.

Please join us in our traditional moment of silence.

• *Meeting Notice 05 28 13
• Agenda 05 28 13

Please join us for the Pledge of Allegiance.

I pledge allegiance to the flag of the United States of America and to the republic for which it stands: one nation under God, indivisible, with liberty and justice for all.

The minutes of the May 13, 2013, regular meeting are presented for your review and approval.

Attachment

• Minutes 05 13 13

Superintendent Donna Hargens recommends that the Board of Education approve the minutes of the May 13, 2013, regular meeting.

Order #2013-85 - Motion Passed:  Superintendent Donna Hargens recommends that the Board of Education approve the minutes of the May 13, 2013, regular meeting. The recommendation passed with a motion by Mrs. Debbie Wesslund and a second by Mr. Chris Brady.

• Recognitions by District 05 28 13

Superintendent Donna Hargens recommends that the Board of Education receive the recognitions and resolutions for May 28, 2013.

Order #2013-86 - Motion Passed:  Superintendent Donna Hargens recommends that the Board of Education receive the recognitions and resolutions for May 28, 2013. The recommendation passed with a motion by Mr. Chris Brady and a second by Mrs. Debbie Wesslund.

Hannah was awarded second-place honors, and Michelle was awarded first-place honors and received the Best Overall Award in the Fleet Reserve Association Annual National Americanism Essay Contest. 

The contest is open to all students in grades 7 through 12. The contest required students to submit a 350-word written or typed essay based on this year’s theme, “What My Vote Will Mean to Me.”

Hannah and Michelle will each receive a cash award and a certificate of participation in recognition of their outstanding accomplishments.
 
Submitted by: Christi Lanier-Robinson

Superintendent Donna Hargens recommends that the Board of Education recognize Hannah Watson, a student at Pleasure Ridge Park High School, and Michelle Keeney, a student at Fern Creek Traditional High School, as winners of the Fleet Reserve Association National Americanism Essay Contest.

Susana is one of 1,000 students from across the nation and abroad who was selected as a 2013 Gates Millennium Scholar (GMS).

In honor of her exemplary accomplishment, Susana was awarded a good-through-graduation scholarship to attend a college or university of her choice. She, along with her fellow scholars, will be given the opportunity to participate in the elite Gates Millennium Scholars Program, which will provide leadership training and development; mentoring; and academic, social, and financial support.

The GMS Program was created in 1999 and is funded by a grant from the Bill and Melinda Gates Foundation. The mission of the program is to provide exceptional low-income minority students with the opportunity to obtain a college education. Students are selected based on their academic record, demonstrated leadership, and community service.

Submitted by: Christi Lanier-Robinson

Superintendent Donna Hargens recommends that the Board of Education recognize Susana Martinez, a student at Seneca High School, for being selected as a 2013 Gates Millennium Scholar.

Amina is one of nine winners of the 2013 Kentucky National Letters About Literature (LAL) writing contest.

The contest is sponsored by the Center for the Book in the Library of Congress, and it challenges students to write a personal letter to a living or deceased author who has inspired them. The students were required to submit a letter detailing how the author’s work has changed their way of thinking about the world or themselves.

The LAL writing contest is open to Kentucky students in grades four through ten. The first-, second-, and third-place winners at each level received cash awards. The first-place winners at each level will also advance to the national competition to compete for a $1,000 cash award.

Essays are judged on content, writing style, originality of expression, language, organization, and grammar skills.
 
Submitted by: Christi Lanier-Robinson

Superintendent Donna Hargens recommends that the Board of Education recognize Amina Shale, a student at Seneca High School, as a winner in the 2013 Kentucky National Letters About Literature writing contest.

The Fern Creek Traditional High School Lady Leathernecks team won its 14th consecutive national championship title. The Lady Leathernecks also won first-place honors in the Color Guard and the Exhibition Platoon competitions. The national championship was held May 4 through 7 in Daytona Beach, Florida. 

The Fern Creek Traditional High School Male Marine Corps Junior Reserve Officers Training Corps (MCJROTC) team won third-place honors in the national competition, placing in the top five in every category in the championship. The men’s team took second-place honors in Exhibition Platoon, which is the toughest category in the competition. The team also won third-place honors in the Inspection Platoon category.

The National High School Drill Team Championship is highly recognized as the world’s most premiere JROTC drill competition. The NHSDTC includes two levels of competition—Challenge and Masters. The teams are judged on presentation, precision, and execution of drills.

Master Gunnery Sergeant Frank Herbert and Lieutenant Colonel Roger Angel are the drill instructors for the Fern Creek Traditional High School MCJROTC Program.

Submitted by: Christi Lanier-Robinson

Superintendent Donna Hargens recommends that the Board of Education recognize the Fern Creek Traditional High School Female and Male Marine Corps Junior Reserve Officers Training Corps for winning first-place and third-place, respectively, at the 2013 National High School Drill Team Championship.

The Central High School Magnet Career Academy Girls’ Track Team won the 2013 KHSAA State Girls Track and Field Championship, which was held at the University of Louisville Owsley Frazier Cardinal Park on May 17.

The Central High School MCA Girls’ Track Team was ranked number 1 in April. The team ended the meet with a total score of 105 points, defeating North Oldham (67.5 points) and last year’s championship winner, Western Hills (50 points). 

Submitted by: Christi Lanier-Robinson

Superintendent Donna Hargens recommends that the Board of Education recognize the Central High School Magnet Career Academy Girls’ Track Team for winning the Kentucky High School Athletic Association State Girls 2A Track and Field Championship.

In 2012, Superintendent Donna Hargens created the JCPS Student Advisory Council comprised of students from various high schools from across the district. The purpose of the group was to provide the Superintendent and her senior staff with feedback on ways the District can improve students’ overall experience. The Superintendent meets quarterly with the Student Advisory Council to talk about such topics as district policies, dropout and graduation rates, testing, technology, school climate, and college and career preparation.

Members of the Council are recommended by administrators at their schools and are invited to apply to the council by submitting an essay.

Tonight, members of the JCPS Student Advisory Council will talk about what they have learned while serving on the Council and the positive impact their recommendations have had on improving the overall JCPS high school experience.

Submitted by: Christi Lanier-Robinson

• PowerPoint: Student Advisory Council

Superintendent Donna Hargens recommends that the Board of Education recognize and receive a student demonstration from the Superintendent's Student Advisory Council.

Persons requesting to address the Board on a specific agenda item will speak when that item is brought forward.

Speakers who have registered to address the Board of Education on agenda items will be called when that agenda item is brought forward.

Speakers who have registered to address the Board on non-agenda items are heard after the Board has conducted regular business, near the end of the meeting.

Each speaker is allowed three minutes to address the Board. At the end of 2–1/2 minutes, a bell will sound once. You will then have 30 seconds to finish your statement. At the end of three minutes, the bell will sound twice, indicating that your time is up.

• Superintendent's Report 05 28 13

Superintendent Donna Hargens recommends that the Board of Education approve the consent calendar as presented in Agenda Items V.A. through V.W.

Order #2013-87 - Motion Passed:  Superintendent Donna Hargens recommends that the Board of Education approve the consent calendar as presented in Agenda Items V.A. through V.W. The recommendation passed with a motion by Mr. Chuck Haddaway and a second by Mr. David Jones.

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

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

All positions are Board of Education approved positions.

Submitted by; Dr. Michael Raisor

• Personnel Actions 05 28 13

Superintendent Donna Hargens recommends that the Board of Education receive the attached report of the personnel actions that she has taken per KRS 160.380.

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. Michael Raisor

• Certified Leaves of Absence 05 28 13

Superintendent Donna Hargens recommends that the Board of Education approve the requests for leaves of absence included in the attachment.

The Exceptional Child Education organizational chart is submitted to remove one (1) Resource Teacher (195 days). This change reflects a reporting relationship change from the Exceptional Child Education department to the Curriculum Management department and is designed to help support all students rather than just Exceptional Child Education students.

The Early Childhood organizational chart is submitted to add one (1) Site Administrator (230 days). This change is to facilitate the new stand-alone Early Childhood Center.

The Kentucky Department of Education was granted a waiver from the U.S. Department of Education regarding the No Child Left Behind regulations that govern how schools are judged from a performance standard. As a result, Title I can no longer fund professional development activities on a districtwide basis. At the time the waiver became effective, Title I was the funding source for districtwide positions for content specific professional development training making it necessary to change funding to general fund. The following organizational chart changes are made to facilitate this change.

The Title I organizational chart is submitted to:  

• CHANGE the funding source of one (1) Title I Component Specialist from 100 percent categorical funding to 44 percent general funding/56 percent categorical funding effective July 1, 2013; 
• CHANGE the funding source of one (1) Title I Component Specialist (260 days) from categorical funding to general funding effective July 1, 2013; and
• CHANGE the funding source of one (1) Title I Component Specialist (220 days) from categorical funding to general funding effective July 1, 2013

The Curriculum Management organizational chart is submitted to:

• DELETE seven (7) Specialists II (220 days);
• CHANGE the funding source of one (1) Specialist I from categorical funding to general funding effective July 1, 2013;
• CHANGE the funding source of one (1) GE Science Curriculum Specialist from 81 percent general funding/19 percent categorical funding to 100 percent general funding effective July 1, 2013;
• CHANGE the funding source of one (1) Specialist III from 100 percent categorical funding to 75 percent general funding/25 percent categorical funding effective July 1, 2013;
• ADD one (1) Resource Teacher (195 days) from Exceptional Child Education;
• CHANGE the funding source of one (1) Specialist II from categorical funding to general funding effective July 1, 2013; and
• ADD one (1) Resource Teacher (Program Reviews/Visual Arts) (195 days) effective July 1, 2013.

The Grants and Awards Accounting organizational chart is submitted to:

• CHANGE the funding source of one (1) Fiscal Coordinator (Title I) from categorical funding to general funding effective July 1, 2013, and
• CHANGE the funding source of two (2) Clerk II positions from categorical funding to general funding effective July 1, 2013.

• Organizational Charts 05 28 13

Superintendent Donna Hargens recommends that the Board of Education approve the attached organizational charts for Exceptional Child Education, Early Childhood, Title I, Curriculum Management, and Grants and Awards Accounting.

This is a report of field trip requests submitted to the Board of Education for approval on May 28, 2013.

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 are other field trips approved by the superintendent per JCPS Policy IICA.

Submitted by: Dr. Michael Raisor

Attachments

• Field Trip Requests 05 28 13
• Field Trips Approved by the Superintendent 05 28 13

Superintendent Donna Hargens recommends that the Board of Education approve the attached report of field trip requests and receive a report of other field trips approved by the Superintendent.

On March 25, 2013, the Board of Education approved the project, BG-1 form, and the assignment of Jefferson County Public Schools as the architect/engineer for the Asphalt Track Resurfacing and Striping at Valley High School.

The Kentucky Department of Education has given approval to utilize contingency funds from the Valley renovation project (BG-1 #10-106). This scope of work will now become part of that project.

This portion of the project will provide for approximately 290 parking spaces to accommodate attendance for functions in the new gymnasium and will allow for logistical safety in dealing with large crowds. The running track will be resurfaced to complete the updates at the stadium.

Submitted by: Dr. Michael Raisor

Superintendent Donna Hargens recommends that the Board of Education approve the assignment of Carmen Associates as the architect/engineer for the New Parking and Track Resurfacing at Valley High School.

On November 8, 2010, the Board of Education approved assigning the JCPS Facilities Planning Unit to prepare plans and specifications for Project 012-11006.

On June 25, 2012, the Board approved awarding a contract to Toadvine Enterprises as the low bidder.

The JCPS Facility Planning Unit has made a final inspection and concluded that this contract is complete and final payment is due the contractor.

Submitted by: Dr. Michael Raisor

Attachment

• BG-4 Fern Creek THS Stadium Bleacher Repair Phase 2

Superintendent Donna Hargens recommends that the Board of Education approve the project completion, BG-4 form, and final payment to Toadvine Enterprises for Stadium Bleacher Repair Phase 2 at Fern Creek Traditional High School, for a total construction cost of $14,591.20.

On November 8, 2010, the Board of Education approved assigning the JCPS Facilities Planning Unit to prepare plans and specifications for Project 065-11007.

On June 25, 2012, the Board approved awarding a contract to Toadvine Enterprises as the low bidder.

The JCPS Facility Planning Unit has made a final inspection and concluded that this contract is complete and final payment is due the contractor.

Submitted by: Dr. Michael Raisor

Attachment

• BG-4 Stadium Bleacher Repair Jeffersontown HS

Superintendent Donna Hargens recommends that the Board of Education approve the project completion, BG-4 form, and final payment to Toadvine Enterprises for the Stadium Bleacher Repair at Jeffersontown High School, for a total construction cost of $74,950.

On November 21, 2011, the Board of Education approved McCulloch Associates Architects to prepare plans and specifications for Project 051-12024.

On May 29, 2012, the Board approved awarding a contract to Woodbine Construction Co. as the low bidder.

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

Submitted by: Dr. Michael Raisor

Attachment

• BG-4 Waggener HS Science Lab Renovations

Superintendent Donna Hargens recommends that the Board of Education approve the project completion, BG-4 form, and final payment to Woodbine Construction Co. for Science Lab Renovations at Waggener High School, for a total construction cost of $507,548.

On February 28, 2011, the Board of Education approved B.A. Engineers to prepare plans and specifications for Project #029-11028.

On October 24, 2011, the Board approved awarding a contract to T+C Contracting as the low bidder.

B.A. Engineers has made a final inspection and concluded that this contract is complete and final payment is due the contractor.

Submitted by: Dr. Michael Raisor

Attachment

• BG-4 New Access Road at Lees Lane Bus Compound

Superintendent Donna Hargens recommends that the Board of Education approve the project completion, BG-4 form, and final payment to T+C Contracting for a New Access Road at the Lees Lane Bus Compound, for a total construction cost of $155,010.

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.

Submitted by: Dr. Michael Raisor

Attachment

• Construction Change Orders 05 28 13

Superintendent Donna Hargens recommends that the Board of Education approve the construction change orders included in the attachment.

In accordance with KRS 45A.345-45A.460, these items represent the lowest and/or best bid for each respective item and/or group of items.

The proposals are public record and are on file for inspection in the Purchasing Department.

Copies of the above-reference bid tabulations and amendments are also available on eMeeting.

Submitted by: Cordelia Hardin

Attachment

• *Bid Tabulations and Amendments_05 28 13

Superintendent Donna Hargens recommends that the Board of Education approve the following bid tabulations and amendments:
• Commercial Hot Water Storage Tanks;
• Real Estate Auctioneer (Percentage)
• Printing: Portfolio Folders;
• Uniforms for Students (Clothing Assistance Program—Supplement);
• Amendment on Plumbing Supplies and Equipment (Line Item);
• Amendment on Lawn Cutting Service; and
• Amendment on Field Trip Bus Service.

This report will inform the Board of purchase orders issued during the specified period.

Submitted by: Cordelia Hardin

Attachment

• Purchase Order Report 05 28 13

Superintendent Donna Hargens recommends that the Board of Education accept the attached report of purchase orders issued during the period of April 22, 2013, through May 8, 2013.

This report will inform the Board of vouchers paid during the specified period.

Submitted by: Cordelia Hardin

Attachment

• Voucher Report 05 28 13

Superintendent Donna Hargens recommends that the Board of Education accept the attached report of vouchers paid during the period of April 22, 2013, through May 8, 2013.

In accordance with JCPS Policy DJA Program Consultants, professional services contracts of $5,000 or more require Board approval.

Submitted by: Cordelia Hardin

Attachments

• *List of Contracts
• 1 Houghton Mifflin Harcourt
• 2 Solution Tree, Incorporated
• 3 Solution Tree, Incorporated
• 4 Louisville Jefferson County Metro Government
• 5 Kaplan K12 Learning Services, LLC (Fairdale High School)
• 6 Kaplan K12 Learning Services, LLC (Iroquois High School)
• 7 Kaplan K12 Learning Services, LLC (Doss High School)
• 8 H & H Consulting

Superintendent Donna Hargens recommends that the Board of Education approve the attached professional services contracts of $5,000 or more.

This report is provided to the Board per JCPS Policy DJA: Program Consultants.

Submitted by: Cordelia Hardin

Attachment

• Monthly Report of Professional Services Contracts 05 28 13

Superintendent Donna Hargens recommends that the Board of Education accept the attached monthly report of professional services contracts in place as of May 14, 2013.

This report is provided to the Board per KRS 160.560 and JCPS Policy DI: Fiscal Accounting and Reporting.

Submitted by: Cordelia Hardin

Attachment

• Financial Report for Period Ended April 30, 2013

Superintendent Donna Hargens recommends that the Board of Education receive the attached financial report for period ended April 30, 2013.

The Jefferson County School District Finance Corporation approved an electrical easement to construct and maintain electrical lines at Minors Lane Elementary School and an easement agreement for a sidewalk at Stonestreet Elementary School.

Resolutions were also approved authorizing the Finance Corporation President to execute routine easement agreements such as utility and electrical easements, sewer and drainage easements, and sidewalk easements without first seeking the approval of the Finance Corporation.
 
Submitted by: Cordelia Hardin

Attachments
 

• 1 Easement Agreement for Stonestreet Elementary School Sidewalk
• 2 Exhibit to Sidewalk Easement at Stonestreet Elementary School
• 3 Exhibit to Electrical Easement at Minors Lane Elementary School

Superintendent Donna Hargens recommends that the Board of Education receive notice of actions approved by the Jefferson County School District Finance Corporation on May 13, 2013.

On May 13, 2013, resolutions were approved by the Jefferson County School District Finance Corporation authorizing the Finance Corporation President to execute routine easements without first seeking the approval of the Finance Corporation.

This easement is for new guy wire and pole installation as shown in the attached exhibit, to the Louisville Gas and Electric Company, for Blankenbaker Garage, 13075 Middletown Industrial Blvd., Louisville, Kentucky, 40223.

Submitted by: Cordelia Hardin

Attachment

• Exhibit to Electrical Easement at Blankenbaker Garage

Superintendent Donna Hargens recommends that the Board of Education receive notice of an electrical easement for Blankenbaker Garage.

Jefferson County Public Schools received $1,075 from the Jefferson County Public Education Foundation through the following donors:

Diversity, Equity and Poverty Programs Scholarship Fund received donations totaling $75 from Bernard Minnis ($50) and Karen Wellinghurst ($25) to be used for student scholarships.

Audwin Helton donated $1,000 to provide JCPS students with scholarship opportunities.

Submitted by: Christi Lanier-Robinson

Superintendent Donna Hargens recommends that the Board of Education accept Funding totaling $1,075 from the Jefferson County Public Education Foundation to be used as stated in the rationale.

Superintendent Donna Hargens recommends that the Board of Education accept the grants and funding to various schools and departments as presented in Agenda Items V. xx through V. xx

The Kentucky Department of Education has revised the original award from $4,718,250 to $5,254,300, for an increase totaling $536,050.

Based on an application process, the following schools will receive additional funds to be used for College & Career Readiness/Extended School Year activities planned for June 2013:

• Doss High School—$80,000;

• Fairdale High School—$80,000;

• Iroquois High School—$80,000;

• Knight Middle School—$68,090;

• Seneca High School—$80,000;

• Southern High School—$80,000; and

• Waggener High School—$67,960.

All funds must be spent or encumbered by September 30, 2013. The district must submit quarterly progress reports to the Kentucky Department of Education.

The revised award notification is attached.

Submitted by: Dr. Dewey Hensley

Attachment

• Revised FY13 Title I SIG Project #4601 Award Notification

Superintendent Donna Hargens recommends that the Board of Education accept an increase in funding in the amount of $536,050 for Title I, School Improvement funds, Section 1003 (g), Project 4601.

The Kentucky Department of Education has revised the original award from $5,451,094 to $5,835,824, for an increase totaling $384,730.

Based on an application process, the following schools will receive additional funds to be used for College & Career Readiness/Extended School Year activities planned for June 2013:

• The Academy @ Shawnee—$69,720;

• Fern Creek Traditional High School—$80,000;

• Valley Traditional High School—$80,000;

• Western Middle School—$75,010; and

• Western High School—$80,000.

All funds must be spent or encumbered by September 30, 2013.  The district must submit quarterly progress reports to the Kentucky Department of Education. 

The revised award notification is attached.

Submitted by: Dr. Dewey Hensley

Attachment

• Revised FY13 Title I SIG Project #5600C Award Notification

Superintendent Donna Hargens recommends that the Board of Education accept an increase in funding in the amount of $384,730 for Title I, School Improvement funds, Section 1003 (g), Project 5600C.

On November 26, 2012, the Board of Education accepted funding in the amount of $3,832,986 from The Council on Postsecondary Education, Kentucky Adult Education, and approved the original agreement. The Board approved Contract Modification #01 and accepted a $5,000 increase in funding on March 11, 2013.

The attached Contract Modification #02 increases the total contract amount to $3,867,986. The increase of $30,000 provides for instruction of technical education and basic skills.

Submitted by: Christi Lanier-Robinson

Attachments: KY Doc ID No. PO2 415 1300002090 3 (Modification #02)
                      KY Doc ID No. PO2 415 1300002090 1 (Original Contract)
                      KY Doc ID No. PO2 415 1300002090 2 (Modification #01)

• KY Doc ID No. PO2 415 1300002090 1 (Original Contract)
• KY Doc ID No. PO2 415 1300002090 2 (Modification #01)
• KY Doc ID No. PO2 415 1300002090 3 (Modification #02)

Superintendent Donna Hargens recommends that the Board of Education accept an increase in funding in the amount of $30,000 from the Council on Postsecondary Education, Kentucky Adult Education, and authorize the superintendent to sign the attached agreement.

The University of Louisville College of Education and Human Development is providing funds to support a teacher-in-residence at Westport Middle School. The teacher-in-residence will provide support to improve instruction, especially in the area of literacy.

The teacher-in-residence will chair the school's Professional Learning Communities Design Team, provide professional development, work with individual teachers to plan literacy instruction and interventions, and oversee the Westport Writing Program.

Submitted by: Dr. Dewey Hensley

Attachment

• MOA with UL for Westport MS Teacher-in-Residence

Superintendent Donna Hargens recommends that the Board of Education accept a grant totaling $42,798 and authorize the superintendent to sign the attached agreement.

Jefferson County Public Schools (JCPS), in partnership with Western Kentucky University and with a grant from the U.S. Department of Education Teacher Quality Program, has established GSKyTeach, a teacher residency program that is preparing and placing new math and science teachers in high-need high schools.

The start date for year four of this five-year project was October 1, 2012. Western Kentucky University issued the agreement to JCPS after the start date.

JCPS will provide in-kind funding totaling $14,092.

Submitted by: Dr. Dewey Hensley

Attachment

• GSKyTeach Program Memorandum of Understanding

Superintendent Donna Hargens recommends that the Board of Education approve the attached Memorandum of Understanding with Western Kentucky University and authorize the superintendent to sign same.

Each year, the Jefferson County Public School District hosts the Showcase of Schools where visitors have the opportunity to pick up brochures and other materials related to the many programmatic choices and opportunities offered by schools. Other services such as Early Childhood, Exceptional Childhood Education, Parent/Teacher Association (PTA), and Transportation are also represented at the Showcase.

The Middle and High School Showcase of Schools for the 2014–15 school year will be hosted on Friday and Saturday, October 18 and 19, 2013, in Hall 2C of the Kentucky International Convention Center.

The Elementary Showcase of Schools for the 2014–15 school year will be hosted on Saturday, November 16, 2013, in Hall 1AB of the Kentucky International Convention Center.

Submitted by: Dr. Robert J. Rodosky

Attachments

• Lease Agreement for Elementary Showcase of Schools
• Lease Agreement for Middle and High Showcase of Schools

Superintendent Donna Hargens recommends that the Board of Education approve the attached lease agreements with the Kentucky International Convention Center to accommodate the Jefferson County Public Schools Showcase of Schools and authorize the superintendent to sign same.

The Department of Workers Claims requires each individually self-insured to carry excess insurance with an indemnity limit of “Statutory” or at least $10,000,000 per occurrence and a retention level of $1,000,000 or less.

The policy will provide a specific retention of $1,000,000 with a corridor deductible of $500,000 and no aggregate. The premium is based on payroll but is estimated to be $212,702.

This is a reduction in the rate per $100 of payroll from the current 0.0325 to Star’s proposal of 0.0301. Star Insurance Company has an AM Best rating of A-.

Submitted by: Dr. Michael Raisor

Superintendent Donna Hargens recommends that the Board of Education approve the Workers’ Compensation Excess Insurance Policy with Star Insurance Company through Neace Lukens for a period of one year beginning July 1, 2013, through June 30, 2014.

The Jefferson County Board of Education is the grantee for operating the Head Start/Early Head Start program. Each year the Head Start/Early Head Start grantee is required to submit a refunding application to the Region IV Office of Head Start to receive continued funding for the program.

On April 22, 2013, the Board of Education approved the submission of the 2013–14 Head Start/Early Head Start Refunding Proposal with the Long/Short Range Goals; Program Philosophy; Self-Assessment; Self-Assessment Corrective Plan; Community Assessment; Training/Technical Assistance Plan; School Readiness Plan; and proposed 2013-14 budget of $14,751,700.

The refunding application must be revised due to a 5.27 percent reduction in funding for the 2013–14 program year. This reduction totals a $766,922 decrease in funding, which brings the revised grant application amount to $13,984,778.

The Head Start/Early Head Start Policy Council has assisted in the planning and has approved the budget revision.

Submitted by: Dr. Dewey Hensley

Superintendent Donna Hargens recommends that the Board of Education approve the submission of the revised 2013–14 Head Start/Early Head Start Refunding Proposal in the amount of $13,984,778; which reflects a budget reduction of 5.27 percent or $766,922.

These proposed policies were received for first reading by the Board of Education on May 13, 2013.

Policy 01.1 Legal Status of the Board has been sent back to the Policy Development Committee for reconsideration.

The proposed revisions were made in conjunction with Kentucky School Boards Association’s Policy Service (“KSBA”). With these revisions, we will be converting to a number system rather than our current lettering system.

In the system of revision used in the attached policies, underlined (_____) words are proposed language, words containing (-----) are proposed deleted language,  yellow highlighting is language that KSBA recommends that boards include in the policy area, and gray highlighting is language added and reviewed by the Policy Development Committee since first reading by the Board.

Submitted by: Rosemary Miller

Attachment

• Powers and Duties of the Board

Superintendent Donna Hargens recommends that the Board of Education approve the attached Board Policies: Powers and Duties of the Board.

The Tentative Budget is being submitted for Board approval per KRS 160.470 and JCPS Policy DBH: Budget Adoption Procedures.

Submitted by: Cordelia Hardin

Attachment

• Tentative Budget for FY2013-14 (With Revised Pg 10)

Superintendent Donna Hargens recommends that the Board of Education approve the attached Tentative Budget for Fiscal Year 2013-14.

The following timeline has been established for the 2012–13 year.

September 10, 2012, Board Meeting (Consent Calendar): Board of Education approved the attached Superintendent Evaluation System and Performance Objectives for Fiscal Year 2012–13.

May 28, 2013, Board Meeting (Discussion Item): Superintendent will present the Portfolio of Evidences for Fiscal Year 2012–13.

Prior to the executive session scheduled for June 10, each Board member is encouraged to evaluate the superintendent’s performance for the entire school year by reviewing sections 1 and 2 of the provided form and make personal notes, observations, and calculations.

June 10, 2013, Board Meeting (Executive Session): Preliminary Evaluation Meeting

The primary purposes of the preliminary evaluation meeting are to: 

• Provide the superintendent feedback on her performance during the reporting period;
• Provide input to develop a summary of the feedback and complete a draft of the preliminary evaluation in the closed session. 
• Set new expectations and make any necessary changes to the evaluation form for the following evaluation period.
• The General Counsel will review the final draft with the Board in regard to any legal implications.

During this closed session, the Board and superintendent should discuss feedback of individual Board members and the superintendent. A summary of the feedback and a draft of the preliminary evaluation will be developed.

June 24, 2013, Board Meeting (Action Item): The Board will discuss and vote in open session to approve the 2012–13 Final Board Summative Evaluation of the Superintendent. Any changes to the evaluation criteria for the following year should be approved by majority vote in open session.

Submitted by: Dr. Donna Hargens

• Hargens Portfolio: 2012-13 Year in Review
• PowerPoint: Superintendent's Presentation of Evidences 05 28 13
• Superintendent Evaluation System for 2012-13

Superintendent Donna Hargens recommends that the Board of Education receive a portfolio of evidences in support of the Superintendent's Summative Evaluation Process for Fiscal Year 2012–13.

Order #2013-88 - Motion Passed:  Superintendent Donna Hargens recommends that the Board of Education receive a portfolio of evidences in support of the Superintendent's Summative Evaluation Process for Fiscal Year 2012–13. The recommendation passed with a motion by Mrs. Carol Ann Haddad and a second by Mr. David Jones.

A year-long 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 throughout this fiscal year.

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

• 1 2012–13 Discussion Agenda Planning Calendar 05 28 13
• 2 2011–12 Discussion Agenda Planning Calendar FINAL
• 3 2010–11 Discussion Agenda Planning Calendar FINAL
• 4 2009–10 Discussion Agenda Planning Calendar FINAL

Superintendent Donna Hargens recommends that the Board of Education receive for information a planning calendar outlining discussion agenda items to occur during the 2012–13 fiscal year.

Order #2013-89 - Motion Passed:  Superintendent Donna Hargens recommends that the Board of Education receive for information a planning calendar outlining discussion agenda items to occur during the 2012–13 fiscal year. The recommendation passed with a motion by Mrs. Debbie Wesslund and a second by Mr. Chuck Haddaway.

Each speaker is allowed three minutes to address the Board.

At the end of 2–1/2 minutes, a bell will sound once. You will then have 30 seconds to finish your statement. 

At the end of three minutes, the bell will sound twice, indicating that your time is up.

A recommendation to adjourn the May 28, 2013, meeting of the Jefferson County Board of Education at xxx p.m.

Order #2013-90 - Motion Passed:  A recommendation to adjourn the May 28, 2013, meeting of the Jefferson County Board of Education at 8:21 p.m. passed with a motion by Mrs. Carol Ann Haddad and a second by Mr. Chuck Haddaway.