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.

Budget Narrative for May FY2025 monthly financial statement:

1. General fund (fund 1) – as of 5/31/25, revenue received of 50.4 million with expenses of 35.3 million.
2. Special revenue (fund 2) – as of 5/31/25, revenue received of 12.7 million with expenses of 13.6 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 5/31/25 revenue received of $252,000 with expenses of $33,000. 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 5/31/25, revenue received of $305,570 with expenses of $305,570. 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 5/31/25, revenue received of 2.8 million with expenses of 2.7 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 5/31/25, revenue received of 16.3 million with expenses of 9.6 million. This fund is used to pay for the district’s construction projects.
7. Debt Service fund (fund 400) – as of 5/31/25, revenue received of $1,783,492 with expenses of $1,783,492. See detailed explanation under capital outlay and building fund.
8. Food service fund (fund 51) – as of 5/31/25, revenue received of 3.5 million with expenses of 3.2 million.
9. Daycare fund (originally fund 50 – switched to fund 52 per KDE) – as of 5/31/25, revenue received of $440,000 with expenses of $305,000. Revenue comes in throughout the fiscal year.

May budget changes for fund 1:

5/25 Superintendent’s emergency/timing budget – in budget at 500K – this is used throughout the school year.

Completed 6/2/25 by Annette Burtschy

• balance sheet May 2025
• financial report May 2025
• Info on funds to help with monthly MUNIS report for board 3-12-21
• May 2025 investments update for board portal 6-13-25
• May2025 bank account update for board portal 6-2-25

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.

• 5-3 packet for June 2025 board meeting
• Warrants for June 2025 board meeting for board portal 6-17-25

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 FY25 for board portal 6-16-25

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 15.60% and the Restricted Indirect Cost Rate that is used for Grants is 3.56%.

The KDE report attached has slightly lower numbers listed compared to the approved KDE rates.  Per KDE, starting in the fiscal year ending 2026, KDE has implemented a 3-year rolling average calculation provided by the US Department of Education.

• indirect cost packet for board FY26

Attached are the results of our proposals for our property, liability, worker compensation and cyber insurance for FY26. 

The Property/Liability package would be with Bluegrass Risk Management with a premium of $509,140 and the Worker’s Compensation package would be with ClearPath Mutual at $95,995.  Cyber Policy is with Synergy with a premium at $13,417.

The district’s current insurance provider/agent would still be with Crawford Insurance. 

CIPS Staff and Crawford Insurance have formed a safety committee to take a proactive approach on safety in our district. This committee continues to meet periodically.  Having this safety committee in place can only help decrease the number of claims & the mod factor over time for the district.  Both of these are used to determine the district’s premium.  If the district sees a decrease in both of these factors then the district could see a lower premium saving the district money. 

• insurance results for board 6-13-25

Student and Athletic Insurance Bid with Roberts Insurance, Richmond, Kentucky, Contract Period 7/1/25 through 6/30/26.  

The Student and Athletic package would be with K & K Insurance with Zurich American Insurance Company taking Plan 1: 100% Usual & Customary with a premium of $50,183.60.  This is our current carrier for FY25.

Attached is the renewal from Roberts Insurance. Our premium stays the same from FY25 to FY26.  The budget committee met in March of 2025 and discussed our options.  It is the budget committee’s recommendation to stay with Roberts Insurance.

• student insurance renewal 6-13-25

Pursuant to CIPS Policy 01.4, Meetings; the minutes of Board meetings shall constitute the official written record of Board deliberations and actions. Board minutes shall only become official after they have been approved by the Board at a subsequent meeting and immediately thereafter have been signed by the secretary and the presiding officer. However, prior to approval of the minutes, the Board may amend or correct them in order to assure they are accurate.

• 052225_MINUTES Reg Business Mtg.pdf

• 061225_MINUTES Reg Working Mtg.pdf

• 061625_MINUTES SpecMtg_Student Hearing.pdf

The proposed Memorandum of Understanding outlines a partnership with Covington Independent Public Schools and Latonia Uptown to maintain a community garden in the outdoor garden space at Latonia Elementary School. This revised MOU reflects an updated partnership structure and eliminates garden plot fees.

The garden rules outline proper use of the outdoor community garden space at Latonia Elementary School. These rules have been revised to reflect the updated partnership and the removal of any plot fees.

• LES COMMUNITY GARDEN MOU - 6.12.25.pdf
• LES COMMUNITY GARDEN RULES - 6.12.25.pdf

• STAR Reading Screening and Diagnostic
• STAR Math Screening and Diagnostic

Each CIPS School, the CEA, a parent representative, and a board member,  are invited each year to form a committee that is tasked with revising the student code of acceptable behavior and discipline. The Director of Pupil Personnel leads the committee and serves as a non-voting member. This year the committee voted to recommend for approval the attached Code of Acceptable Behavior and Discipline to the Board of Education.  

As required by KRS 158.148(4), the Board is requested to approve the 2025-2026 Code of Acceptable Behavior and Discipline & School Information.  Code of Conduct & School Information provides information concerning the guidelines and procedures governing student conduct and discipline.

• CIPSCode2026DRAFT_0
• CodeUpdates_0

Holmes High School and Ninth District Elementary are eligible for the reinstatement of the School-Based Decision Making (SBDM) Councils for the 2025-2026 School Year. KRS KRS 160.346(15) states that the school’s council may be restored by the local board of education two years after the school exits CSI status.  

Employee #6822 is requesting a leave of absence beginning May 23,2025 and ending 06/03/2025.  Leave will be partially paid.

CHANGE ORDER - a written instruction to the contractor, signed by the owner, the architect/engineer, (the Construction Manager if such services are employed) and the contractor issued after execution of the contract, authorizing additional work, deletion, or revision in the scope of work or an adjustment in the contract sum or the contract time.

This change order, $63,115.00, does not exceed the approved contingency for the project. Please find attached, KDE Change Order Document with explanations for each change order and the approved BG1 as a reference for this request.

Construction Contingency:

• $263,986.00
• -$63,115.00
• =$200,871.00 – remaining contingency

• 23-406-ChgOrd-02-Emboss SZ Signed

CHANGE ORDER - a written instruction to the contractor, signed by the owner, the architect/engineer, (the Construction Manager if such services are employed) and the contractor issued after execution of the contract, authorizing additional work, deletion, or revision in the scope of work or an adjustment in the contract sum or the contract time.

Change Order Explanation:

• To address access and safety concerns, a small ladder will be created to access the DOAS unit (Dedicated Outdoor Air System unit, is a type of HVAC system that handles the ventilation of a building separately from the main heating and cooling system) and create a railing system that is removable to address accessibility to the elevated unit.
• During the switchgear installation, Glennwood Electric identified an undocumented disconnect (electrical connection or system that has been disconnected from the primary power source). An undocumented electrical disconnect is a serious matter due to the potential safety hazards, grid instability, and potential for fraud and revenue loss.
  
  
  
  • CR#17 – Undocumented Disconnect = $5,616.00
  • CR#18 – DOAS ladder and railing = $8,159.00
  • Total ADD in Change Order #5 = $13,775.00
  • Current contingency balance = $152,963.92

This change order, $13,775.00, does not exceed the approved contingency for the project.

• Change Request 5 galvanized railings ladder with railings - 061325

CHANGE ORDER - a written instruction to the contractor, signed by the owner, the architect/engineer, (the Construction Manager if such services are employed) and the contractor issued after execution of the contract, authorizing additional work, deletion, or revision in the scope of work or an adjustment in the contract sum or the contract time.

This change order, $85,679.07, does not exceed the approved contingency for the project. Please find attached, KDE Change Order Document with explanations for each change order.

Change to HGC’s Contract = ADD $85,679.07

Current Contingency Value = $125,810.93

Remaining Contingency after this change order = $40,131.86

• Gymnasium Floor Sleepers - Change Order 6
• PCO #18 - Waterproofing of Gym Wall R2

This contract is for Sheltered Instruction Observation Protocol (SIOP).  This this customized workshop, CAL SIOP Essentials, teachers will explore the theoretical background and practical applications of four components of the SIOP Model: Building Background, Comprehensible Input, Strategies, and Interaction. The synchronous session will include a variety of activities, such as demonstration and explanation, small group tasks, the development of lesson plans, and the creation of classroom activities.

The professional development will include general education teachers from Latonia, John G Carlisle, Ninth District, and Holmes High school.  New ELL teachers will also attend the training. 

• SIOP contract for August 19, 2025 training

The Developer plans to construct a mixed-use commercial and residential project that will develop approximately 280 apartment units, approximately 7,700 square feet of commercial space, 133-space parking garage and related site amenities. The request is for a twenty-year Payment In Lieu of Taxes, PILOT.

• Agreement In Lieu of Taxes Silverman Project Covington, Kentucky_revised 6.10.25.pdf
• Covington Board of Education Presentation_CCR-MN_2025-06-12_Revision #2.pdf
• Covington Board of Education Presentation_CCR-MN_2025-06-12_Revision #2.pptx

The attached Contract for Transportation Services for Covington Independent Public Schools July 31, 2025, through August 1, 2026, is for board review. The contract includes; purpose, contract term, compensation, Holmes High School services, student pass program and schedule.

One change to the agreement is that TANK is proposing the removal of one of the two morning trips on the Holmes #5 route—specifically, the 7:08 a.m. trip—while retaining the 7:30 a.m. trip. This change is being recommended due to the transition in City Heights, which has resulted in fewer students requiring pickup from that area.

Mr. Dave Hartman, Assistant Principal at Holmes High School and Mr. Bill Grein, Secondary Director both reviewed the contract and approved for signature. 

• 2025-2026 CISD TANK Service Agreement.pdf

Mr. Tom Haggard, Board chair announced to the Board at the last regular board meeting on June 12, 2025 that a resolution was drafted regarding Covington Independent Public Schools engagement with the City of Covington to form a Covington Youth Recreation Committee.

If approved by the Board, this Resolution shall be in effect from June 18, 2025 until December 31, 2026. 

• CovingtonRecreationCommitteeResolution(5066130.1) (1).pdf

This is our yearly review of the Assurances from the Kentucky Department of Education stating the Covington Independent Public Schools and the Non-Public Schools that receive funding from our district are in compliance with the assurances listed in the Grant Management System document.

The District Assurances state CIPS is in compliance with various programs in the district. The assurances are general assurances that the district must follow.

Due to the timing of the Kentucky Department of Education (KDE) release of assurances, their due date, and board schedule, we are requesting special consideration for this to be an approval at this meeting.

Upon review and approval, we will send a statement via GMAP to KDE from Mr. Garrison with the meeting date stating that we are in compliance with these assurances.

• CIPS District Assurances

It is recommended that the Covington Board of Education approve the request to petition the Kentucky Department of Education to conduct a site review for the Howell Street property acquisition.

Next Steps:

• Upon KDE review, and if there are no significant issues, KDE will issue a “tentative” approval letter.
• The tentative approval will outline the required documents needed for the final approval.
• The tentative approval letter will also include instruction on how to make the submittals.
• The district will need to create a property acquisition project in FACPAC if not already completed. (COMPLETED)
• Documents are to be submitted in FACPAC.

• Upon receipt of all the required documents, KDE will issue the “final” approval letter. This letter will authorize the district to sign the purchase agreement and finalize the transaction.
• After the purchase has been completed, the district is to submit a notarized copy of the executed Deed and a copy of the Certificate of Title Insurance – when that has been done, the district is to close the project out by completing and submitting a BG-5 Project Close Out Form.

Resolution as recommended by Board Chair, Mr. Tom Haggard, to be adopted by the Covington Board of Education to begin the process for obtaining information for professional services related to recruitment and or professional search firms for the Superintendent search to take place in 2026. 

• CIPS RESOLUTION-2026SuperintendentSearch(5070880.1) (3).pdf

July 10 ~ Covington Board of Education Regular Meeting, 5:30 p.m., 25 E 7th Street

July 24 ~ Covington Board of Education Regular Meeting, 5:30 p.m., 25 E 7th Street

July 11-12 ~ KSBA Summer Leadership Institute, Marriott Griffin Gate in Lexington

August 18 ~ Opening Day for Staff, 8:30 a.m., Jack Moreland Auditorium 

August 19 ~ Professional Development Day, #1

August 20-22 ~ Staff Planning Days, Schools Closed 

August 25 ~ First Day for K-12 students

September 1 ~ Labor Day, Schools and Offices Closed 

September 2 ~ First Day for Pre-School Students 

Visit EventLink.com for all spring athletic schedules. GO BULLDOGS!

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