Members of the public may address the Board during the period set aside by the Board without submitting an item for the agenda. No action shall be taken during this portion of the meeting on issues raised by employees or the public unless deemed an emergency by the Board. Please note: Comments are asked to refrain from personal remarks in which an individual is named. Comments are limited to two minutes unless extended by the board chair. Critical comments or complaints are processed through the District’s complaint procedures. Questions and concerns will be addressed by the Board through various venues, including, but not limited to, the district website and e-mail.

• Covington Schools 2023A - Board of Education Resolution(30686834.1)
• Covington Schools 2023A - CLO(30688501.1)

The personnel actions listed on the exhibit have taken place sine the board meeting on May 22, 2023.

• PersonnelExhibit06222023_0.pdf

Included are the district’s common end-of-unit assessment scores for the 2022-2023 school year. Assessments were developed by teachers in our district, and all schools take the same assessment across grade levels and subjects. This data shows scores of all schools combined per grade level and subject.  The data shows all grade levels and all subjects and how all schools scored on each assessment as a group after each unit.   This data ranges from September 2022 until May 2023.

• 2022-2023 Dist End of Unit Assess (1) (1).pdf
• HHS EOY Unit Assessment Data 22-23.pdf

 The proposed contract will be between Covington Independent Public Schools and Covington Partners. Covington Partners will provide support staff as outlined in the contract and reimburse Covington Independent Public Schools for salaries and costs.

• ContractForServices20232024_0.pdf

Covington Partners requests the support of the Board of Education to submit a grant application to the US Department of Education for Full Service Community Schools. The purpose of the grant is to provide support for the planning, implementation, and operation of full-service community schools that improve the coordination, integration, accessibility, and effectiveness of services for children and families.  The grant is for $15 million over five years and will include Covington Independent Public Schools, Newport Independent Public Schools and Newport Independent Schools. 

Attached is the list of Holmes High School's Class of 2023 graduates. There were 162 graduates. The Class of 2023 earned a total of 448 college credit hours, with one student earning over 40 college credits and another three students earning over 20 college credits. 

61 graduated Career Ready, they passed either KOSSA or an industry certification.

60 graduated College Ready, they met benchmark on English, Math and Reading through the ACT assessment. 

Out of the above totals 31 graduated College and Career Ready, they passed either KOSSA/industry certification and met the academic benchmark for English, Math and Reading. 

• HHS Class of 2023.pdf

1. Donations are defined as gifts of real or personal property to the school from persons or entities outside the school system for use at the school or for the students of the school.
2. Local boards shall receive any gift for the benefit of schools in the district and hold and use them as requested, provided that the purpose for which it is used shall be in harmony with the aims and general program of public education in this state. Schools receive contributions and donations from a variety of sources, including external support/booster organizations. Boards should ensure the purpose of the contributions and donations is clear and the donor and school staff all understand and agree upon the purpose for which the funds will be used.
3. However, the local board may give the responsibility for the donations to the schools by establishing a policy allowing schools to maintain their own donations. If the board allows donations to be kept at the school level, the principal and/or bookkeeper shall produce a listing of donations for submission to the school board at year-end.
4. The Donation Acceptance Form (Form F-SA-18) shall be completed stating the purpose of and any restrictions on the funds received. A donation acknowledgement should be sent to the donor.
5. Cash donations to the school for a specific purpose (restricted purpose) shall be maintained in a separate activity account and expended as indicated by the donor as long as the board has approved a policy for the donation to be maintained at the school level. Tracking this balance as a separate account with proper supporting documentation for expenditures will reflect that the donor’s wishes were met.
6. Cash donations to the school for general use (unrestricted purpose) shall be deposited in a general account as long as the board has approved a policy for donations to be maintained at the school level. The principal and SBDM council will decide the use of these donations. These donations must be used to support student activity.
7. Equipment or other property donations to the school will remain at the school and be included on school inventory records and become the property of the local board. These donated items shall be reported at year-end along with cash donations to the school board.

• donations FY23 REVISED.xlsx

Attached is the school bus maintenance agreement between Covington Independent Public Schools and Ludlow Independent School District.  The original school bus agreement was approved by the Board on February 13, 2020.  The Board requested the District bring back the agreement each school year.  This school bus agreement is for 7/1/23 to 6/30/24.

The Finance Director analyzed the labor rate on the contract to the salaries of staff that will be providing the work for Ludlow Independent School District for FY24.  The current rate of $120 per hour still allows for overhead expenses like wear & tear on CIPS equipment, lights, etc.

• Bus Maintenance Agreement with Ludlow 5-24-23

That the Covington Board of Education enter into the Bank Depository/Pledge of Collateral with Heritage Bank with a contract period of 7/1/23 through 6/30/24.

Pledge of Collateral

KRS 160.570 requires each board of education to appoint a bank, trust company, or savings and loan association to serve as its depository. The depository selected shall, before entering upon its duties, provide collateral in accordance with KRS 41.240 The depository shall be approved by the local board of education and by the commissioner of education. For a depository to be approved, a depository must provide a Pledge of Collateral. Pursuant to KRS 41.240, the depository institution should pledge or provide sufficient collateral which, together with FDIC insurance, equals or always exceeds the amount of public funds on deposit. In accordance with KRS 160.570, approval must be obtained by the local board of education in accordance with Kentucky Board of Education (KBE) administrative regulations and be approved by the Commissioner of Education.

The Pledge of Collateral Agreement (shown below) provides evidence between the board of education and the depository institution, of a pledge or provision of collateral in the event of failure or insolvency of the depository institution. Collateral includes securities or other obligations having an aggregate current face value or current quoted market value at least equal to the deposits or the provision of a surety bond(s) in favor of the district in an amount at least equal to the deposits, provided however, that amounts insured by the Federal Deposit Insurance Corporation or the Federal Savings and Loan Insurance Corporation need not be collateralized. This agreement shall be signed by both parties, that is (a) in writing, (b) approved by the board of directors of the depository institution or its loan committee, which approval must be reflected in the minutes of the board or committee, and (c) an official record of the depository institution. A board of education may enter into an agreement with its depository institution whereby the premium on collateral guaranteed by a surety company may be paid either by the board, or by the depository as evidenced in KRS 160.570 (2). If the district board of education pays the premium, the depository shall allow the board not less than two percent (2%) interest on its average daily or average monthly balances. The agreement should be retained in the district's board office.  

Each local board of education is encouraged to approve the Indirect Cost Rates prior to July 1, the start of the federal fiscal year (in previous years it was October 1).  If the decision is not to approve the Indirect Cost Rate by July 1, then the district cannot apply the rate at a later time during the fiscal year.  If a board adopts the Indirect Cost Rates they are not obligated to apply the rates.  The method by which they are calculated is through each school district’s Annual Financial Report submitted to KDE.  The Non-Restricted Indirect Cost Rate is used for Food Service and that rate is 15.69% and the Restricted Indirect Cost Rate that is used for Grants is 3.68%.

The finance officer is asking for approval due to KDE’s board has to approve the rates before a school district’s board can approve the rates.  KDE’s board didn’t approve the rates until June 8^th, 2023.

• indirect cost packet for board FY24

Budget Narrative for May FY2023 monthly financial statement:

1. General fund (fund 1) – as of 5/31/23, revenue received of 46.5 million with expenses of 30.5 million.
2. Special revenue (fund 2) – as of 5/31/23, revenue received of 13.6 million with expenses of 14.8 million. Many grants in fund 2 are on a reimbursement basis. Money is requested after the expenses have occurred. There is a delay on receiving fund 2 revenue.
3. School Activity Fund (fund 25) – as of 5/31/23 revenue received of $268,000 with expenses of $38,000.This fund was set up end of FY20 due to a new GASB standard that went into effect.
4. Capital outlay (fund 310) - as of 5/31/23, revenue received of $343,336 with expenses of $343,336. The state does not provide all the capital outlay funding until the end of the fiscal year. This fund is used to pay the district’s bond payments. Bond payments occur throughout the whole fiscal year under fund 400 (new for FY’13 per KDE).Money will be transferred out of capital outlay into the debt service fund throughout the fiscal year.
5. Building fund (fund 320) - as of 5/31/23, revenue received of 2.1 million with expenses of 2 million. This fund is used to pay the district’s bond payments. Bond payments occur throughout the whole fiscal year under fund 400 (new for FY’13 per KDE).Money will be transferred out of building fund into the debt service fund throughout the fiscal year.
6. Construction fund (fund 360) - as of 5/31/23, revenue received of 5.6 million with expenses of 4.9 million. This fund is used to pay for the district’s construction projects.
7. Debt Service fund (fund 400) – as of 5/31/23, revenue received of $1,583,281.48 million with expenses of $1,583,281.48 million. See detailed explanation under capital outlay and building fund.
8. Food service fund (fund 51) – as of 5/31/23, revenue received of 3.9 million with expenses of 2.9 million.
9. Daycare fund (originally fund 50 – switched to fund 52 per KDE) – as of 5/31/23, revenue received of $144,000 with expenses of $50,000. Revenue comes in throughout the fiscal year.

Completed 6/2/23 by Annette Burtschy

• balance sheet May 2023
• financial report May 2023
• Info on funds to help with monthly MUNIS report for board 3-12-21
• May 2023 bank account update
• May 2023 investments update

Pursuant to Policy 04.3111, the treasurer shall prepare warrants or “Orders of the Treasurer” to be acted upon at each regular Board meeting. The Board shall give subsequent approval to all budgeted disbursements made between meetings of the Board. Disbursements shall only be made on invoices for purchases made in accordance with District policy and procedures.

• Warrants for June 2023 board meeting

• 060523_MINUTES Spec Mtg.pdf

• 060723_MINUTES Spec Mtg.pdf

• 060823_MINUTES Reg Mtg.pdf

• Covington Regional MOU 2023-24 Final (2).pdf

The 2023-2024 school calendar is being amended to count for LEAP year in 2023-2024.  The committee overlooked 2024 has a LEAP year.  Last day for students will now be May 30, 2024 and closing day for staff will May 31, 2024.

• Amended 23-24 School Calendar Summary Leap Year

Employee #6175 has requested FMLA beginning September 21, 2023 and returning January 1, 2024.  This leave will be partially paid. 

Employee #5612 is requesting a FMLA beginning August 21, 2023 and returning August 31, 2023.  This leave will be unpaid. 

The Kentucky School Boards Association provides updates on the legal policy amendments that must be made to our policies annually.  These amendments are based on changes with the Kentucky Revised Statutes (KRS), the Kentucky Administrative Regulations (KAR) and legal opinion.

These policy amendments were reviewed by district departments.

This is the final reading for these policy amendments.

• C17_POL_First Reading 6.8.23.pdf

The 2023-2028 Strategic Plan was presented and discussed with the Board at the regular meeting on June 8, 2023, it was determined that some changes needed to be made to the document. The document will be submitted to the Board prior to June 22, 2023 for review to consider for approval.  

• CIPS Strategic Plan 2023-2028 (Final Draft).pdf

The proposed rules outline proper use of the space for community use at Latonia Elementary. 

• LATONIA ELEMENTARY SCHOOL Community Garden Rules(2821300.1) 6.22.23.pdf

The proposed Memorandum of Understanding outlines a partnership with Covington Independent Public Schools, Latonia Elementary and Latonia Uptown to manage the outdoor garden space.

• LATONIA ELEMENTARY COMMUNITY GARDENS MOU(2848113.2)_6.22.23.pdf

The ESSER III Plan was presented and discussed with the Board at the special meeting on May 22, 2023 then placed on the June 8, 2023 regular agenda as an individual approval item. Board Chair, Tom Haggard requested to move the ESSER III Plan to the next meeting on June 22, 2023 as an individual approval item.

Changes to the ESSER III Plan was recommended by the Board Chair, Tom Haggard. The plan is being revised and the document will be submitted to the Board prior to June 22, 2023 for review to consider for approval.

• revised esser III for board 6-22-23.pdf

June 20 - July 21 ~ Camp Covington 

July 14 - 15 ~ KSBA Summer Leadership Institute, Lexington, KY 

July 27 ~ Regular Board Meeting, 5:30 p.m., Covington Board of Education 

August 10 ~ Regular Board Meeting, 5:30 p.m., Covington Board of Education 

August 16 & 17 ~ CIPS PD Academy, more details forthcoming

August 21 ~ Opening Day for Staff

August 22 ~ Hector Montenegro, District wide PD, Receptions, 8 a.m. - 3:30 p.m.

August 24 ~ Regular Board Meeting, 5:30 p.m., Covington Board of Education 

August 28 ~ First Day for Students

Pursuant to KRS 61.810 (1) the Board may go into executive session.