Covington Independent
July 26, 2018 5:00 PM
Covington Board of Education Regular Meeting
I. Call to Order
Ms. April Brockhoff, Board Chair
II. Roll Call
Ms. April Brockhoff, Board Chair
Actions Taken

Motion Passed:  The Covington Board of Education made a motion to excuse Glenda Huff from the July 26, 2018 Regular Board Meeting passed with a motion by Ms. Julie Geisen Scheper and a second by Mr. Tom Wherry.

III. Pledge of Allegiance
Ms. April Brockhoff, Board Chair
IV. Welcome and Board Chair Comments
Ms. April Brockhoff, Board Chair
V. Public Input
Ms. April Brockhoff, Board Chair
Rationale

This is an opportunity for the community to provide input and comments on district business.

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: Speakers 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. In addition, copies of the meeting rules and procedures will be provided at every board meeting.

VI. District Recognition and Presentations
Board Member
VI.1. Summer Program Students
Ms. Stacie Strotman, Director of Community and Family Engagement
VI.2. Mr. Antoine L. Perrin, Covington High School Diploma Recipient, conferred on June 5, 2018
Ms. Lorie Duffy, Principal
VII. Amend the Agenda
VII.1. Request to move agenda item #27 ~ Carnegie Programming Options for 2018-2019 to the beginning of the meeting
Rationale

April Brockhoff, Board Chair, recommended moving agenda item #27, Carnegie Programming Options for 2018-2019 to the beginning of the meeting to vote on options. There were thirty-three agenda items, the board members requested this out of respect of the Carnegie Director, Alissa Paasch's time.

Actions Taken

Motion Passed:  The Covington Board of Education approves moving agenda item #27, Carnegie Programming Options for 2018-2019 to the beginning of the meeting passed with a motion by Mr. Tom Wherry and a second by Ms. Julie Geisen Scheper.

VII.2. Carnegie Programming Options for 2018-2019
Ms. Suzanne Thompson, Elementary Director
Rationale

Attached are the five Carnegie programming options that were previously presented to the board. On June 21, 2018, the Covington Board of Education voted to accept the contract for Option 1 for $65,500. The board requested that the other contract options be presented for further consideration at the end of the school year. 

 

Attachments
Actions Taken

Motion Passed:  The Covington Board of Education approves the Carnegie Programming, Option 5 Project-Based Lessons. Total cost $130,848 for 2108-2019 school year passed with a motion by Mr. Tom Wherry and a second by Ms. Julie Geisen Scheper.

VIII. Informational Items
Rationale

These items are for information only.  They do not require board action.

VIII.1. Northern Kentucky Community Action Commission (NKCAC) and Early Head Start Child Care Partnership Project Collaboration Agreement
Ms. Kim Terry, Director of Chapman Child Care
Rationale

Covington Independent Public Schools has been partnerning with Northern Kentucky Community Action Commission for the past two years to provide Early Head Start services to qualifiying families and children enrolled at Chapman Child Development Center.

The new contract will extend from August 1, 2018 to July 31, 2019.

Changes to the contract include:

  • A decrease in payment amount per child from $565.00 per month to $450.00
  • A decrease in hours opened from 10 to 9.5 which allows center to close at 4:30 p.m.
  • A change in room configurations which allows for more children enrolled in center by only having two rooms with a 1:4 ratio as opposed to 4 rooms.
  • Summer home visits are no longer required. Therefore, we would not receive payments for June and July unless school is in session.
  • 9 slots available instead of 8.
  • Annual EHS income would be $40,500 instead of $54,240.

Impacts from participating in the Partnership include:

  • Assistance to families enrolled with diapers, food, home goods, community resources, and guidance.
  • Assistance to program and director through trainings, guidance, community collaborations, guidance.

Attachments
VIII.2. Safe and Civil Schools Contract for 2018-2019
Dr. Janice Wilkerson, Assistant Superintendent
Rationale

This contract is for year two of Foundations school team training with Safe and Civil Schools trainer Susan Isaacs.  This training assists schools in meeting the requirements of the DOJ-CIPS agreement.

Attachments
VIII.3. Yearly Review of Assurances from Kentucky Department of Education
Ms. Suzanne Thompson, Elementary Director
Rationale

This is our yearly review of the Assurances from the Kentucky Department of Education stating the Covington School's and the Private Schools that receive funding from our district are in compliance with all of the assurances listed in the Grant Management Application Planning (GMAP) System document.  

The District Assurances state that the Covington Independent Public Schools are in compliance with various programs in the district:  Title One Part A, Title One Part Subpart 3, Title One Part C, Title One Part D Subpart 2, Title II Part A, Title II Part D, Title III, Title VI Part B, Subpart 2, Title X Part C, Carl D. Perkins Career and Technical Education Act, IDEA Part B, Child Nutrition and WIC Reauthorization Act of 2004, State Preschool Program Assurances, Professional Development, Gifted and Talented, Extended School Services and KETS.  The District Assurances are general assurances that the district must follow.

Upon review and approval, we will send a statement via GMAP to KDE with your signatures and the meeting date stating that we will be in compliance with these assurances.

 

Attachments
VIII.4. Health Services 2017-2018 Report
Ms. Jennifer Fowee, Director of Health Services
Rationale

This presentation provides an overview of district Health Services and data on services from district and community partners.

 

Attachments
VIII.5. 2017-2018 Year End Attendance Report
Mr. Ken Kippenbrock, Director of Pupil Personnel
Rationale

Mr. Ken Kippenbrock, Director of Pupil Personnel, District Safety and Security, will present the year end attendance report for the 2017-2018 school year.

 

Attachments
VIII.6. Elementary Day Treatment Program Update
Mr. Ken Kippenbrock, Director of Pupil Personnel
Rationale

Mr. Ken Kippenbrock, Director of Pupil Personnel, District Safety and Security will update the Board of the 2 month pilot of the Elementary Day Treatment Program. 

VIII.7. Personnel Actions
Mr. Eric Neff, Director of Personnel
Rationale

The personnel actions listed on the exhibit have taken place since the board meeting of June 21, 2018.

 

Attachments
VIII.8. CIPS 2018-2019 Salary Schedule ~ First Reading
Mr. Eric Neff, Director of Personnel
Rationale

Pursuant to CIPS Policy 03.12 Certified Compensation of Benefits and 03.22 Classified Compensation of Benefits, annually the Board establishes salary and benefits for all personnel. This updated salary schedule includes 2 recommendations provided by the Barnes Dennig’s salary schedule study.

The update includes the below changes:

  •            1% pay increase for all base salaries for certified and classified staff (pages 1-7)
  •            A step increase for the administrative salaries (page 1)

Attachments
VIII.9. Kronos Quote ~ Electronic Timekeeping
Ms. Annette Burtschy, Director of Finance
Rationale

Back in March of 2018, the Board asked the district to look into the possibility of the district going to electronic timekeeping. A committee was formed made up of the superintendent, finance officer, payroll staff, a school Secretary, a district Secretary, and a district supervisor who oversees staff out at the schools. The committee met with three separate vendors to hear their presentations on what they can offer in regards to electronic timekeeping. The committee met after those presentations to discuss/determine which one would be best to meet the needs of CIPS. The committee is recommending Kronos as the vendor of choice.

Year one = $70,525.00

Year two and three = $22,275.00

 

Attachments
VIII.10. Change Policy 04.3111, District Issuance of Checks ~ First Reading
Ms. Annette Burtschy, Director of Finance
Rationale

The Finance Department is recommending to pay the district’s accounts payable bills daily up to weekly instead of monthly.  Paying daily/weekly gets payments in the hands of our local vendors much more quickly which improves vendor relations and helps our community.  It will significantly reduce the time the Accounts Payable Department spends on vendor calls (asking when they will be paid) and reconciling statements.

Attachments
VIII.11. Edgenuity Quote
Ms. Charlene Ball, Assistant Superintendent
Rationale

Edgenuity is a digital platform that provides certified teachers delivering rigorous lessons in all content and credit bearing areas needed to attain credits to graduate according to board policy and KY Department of Education requirements.  This platform, while rigorous in content and expectation, allows students with compromised reading skills to attain credit (TLC, Covington Adult High School, Credit Recovery, Home-Hospital, etc.) without the constant presence of a teacher to read the complex text in the previous platform.  Edgenuity is a better fit to allow the at-risk learners in these programs to meet requirements with success and attain credit.

The quote for the purchase of Edgenuity to replace Apex as the platform for TLC, Covington Adult High School, Credit Recovery and Home-Hospital is $24,900.00

This agenda item will be brought back to the board to request approval at the next Regular Board Meeting on August 9, 2018. 

           

Attachments
IX. Report of the Treasurer
Ms. Annette Burtschy, Director of Finance
IX.1. School Activity Fund Balances - July 2017 through June 2018
Ms. Annette Burtschy, Director of Finance
Rationale

The Kentucky Department of Education recognizes that it is a best-practice for board members to be knowledgeable of each schools’ activity fund balances.  School activity fund balances for a 6 month period will be brought to the board in January/February (July through December) & July/August (July 2017 through June 2018) of each year.  

Attachments
Actions Taken

Motion Passed:  The Covington Board of Education approves the School Activity Fund Balances - July 2017 through June 2018 passed with a motion by Mr. Tom Wherry and a second by Mr. Jerry Avery.

IX.2. School Activity Information on Receipts (Revenues) for FY18
Ms. Annette Burtschy, Director of Finance
Rationale

This is a new item for the board that the board requested during their last year’s May board meeting. The board wanted to see the school activity receipts (revenue) broken down by category in regards to student generated money versus non-student generated money. This will be brought to the board each July/August showing detail information on receipts from the prior year.

 

Attachments
Actions Taken

Motion Passed:  The Covington Board of Education approves the School Activity Information on Receipts (Revenues) for FY18 passed with a motion by Mr. Tom Wherry and a second by Ms. Julie Geisen Scheper.

IX.3. Site Based Decision Making Council Carryover Unused Funds for FY2018
Ms. Annette Burtschy, Director of Finance
Rationale

Unused ending balances may be carried over upon petition by the Site Based Council to the local Board of Education per KRS160.345.  The limit of what can carryover is 5% of the original site based allocation. 

Due to the pension and budget issues with the State of Kentucky during FY18, we are eecommending the board to make an exception and waive the 5% carryover amount.  The superintendent asked school principals to hold some of their SBDM allocation back due to the uncertainty with the state.  The district didn’t release that hold until April of the current year.  The amount requested to carryover is $39,828.63 (see attached detail spreadsheet).

 

Attachments
Actions Taken

Motion Passed:  The Covington Board of Education approves the Site Based Decision Making Council Carryover Unused Funds for FY2018 passed with a motion by Ms. Julie Geisen Scheper and a second by Mr. Jerry Avery.

IX.4. Warrant Expenditure Report
Ms. Annette Burtschy, Director of Finance
Attachments
Actions Taken

Motion Passed:  The Covington Board of Education approves the Warrant Expenditure Report passed with a motion by Mr. Tom Wherry and a second by Mr. Jerry Avery.

IX.5. June FY2018 Monthly Financial Report
Ms. Annette Burtschy, Director of Finance
Rationale

Budget Narrative for June FY2018 monthly financial statement:

  1. General fund (fund 1) – as of 6/30/18, revenue received of 43.7 million with expenses of 33.1 million.
  2. Special revenue (fund 2) – as of 6/30/18, revenue received of 8.1 million with expenses of 8.9 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. Capital outlay (fund 310) - as of 6/30/18, revenue received of $343,520 with expenses of $343,520. 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.
  4. Building fund (fund 320) - as of 6/30/18, revenue received of 1.6 million with expenses of 1.2 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.
  5. Construction fund (fund 360) - as of 6/30/18, revenue received of 3.3 million with expenses of 2.9 million.This fund is used to pay for the district’s construction projects.
  6. Debt Service fund (fund 400) – as of 6/30/18, revenue received of 1.8 million with expenses of 1.8 million.See detailed explanation under capital outlay and building fund.
  7. Food service fund (fund 51) – as of 6/30/18, revenue received of 3.8 million with expenses of 3.1 million.
  8. Daycare fund (originally fund 50 – switched to fund 52 in February per KDE) – as of 6/30/18, revenue received of $429,500 with expenses of $367,500.Revenue comes in throughout the fiscal year.

 

Attachments
Actions Taken

Motion Passed:  The Covington Board of Education approves the June FY2018 Monthly Financial Report passed with a motion by Mr. Tom Wherry and a second by Mr. Jerry Avery.

X. Consent Agenda
Actions Taken

Motion Passed:  The Covington Board of Education approves the Consent Agenda passed with a motion by Ms. Julie Geisen Scheper and a second by Mr. Jerry Avery.

X.1. Emergency Certified Full-Time Teacher ~ Kloie Johnson
Mr. Eric Neff, Director of Personnel
Rationale

Kloie Johnson has been recommended as an Elementary Teacher at Ninth District Elementary.  She is waiting to retake part of the Praxis to receive Kentucky Certification.

Ms. Johnson is a recent graduate of University of Cincinnati’s Education Program.  After interviewing more than 20 applicants, the interview committee at Ninth District is in agreement that she is the best candidate and the most qualified to effectively teach the students of Ninth District Elementary.

X.2. Emergency Full-Time Teacher ~ Ellen West
Mr. Eric Neff, Director of Personnel
Rationale

Ellen West has been recommended as an Elementary Teacher at Ninth District Elementary.  She is waiting to retake part of the Praxis to receive Kentucky Certification.

Ms. West is a recent graduate of University of Cincinnati’s Education Program.  After interviewing more than 20 applicants, the interview committee at Ninth District is in agreement that she is the best candidate and the most qualified to effectively teach the students of Ninth District Elementary,

 

X.3. Emergency Full-Time Teacher ~ Hayley Zeis
Mr. Eric Neff, Director of Personnel
Rationale

Hayley Zeis has been recommended as an Elementary Teacher at Ninth District Elementary.  She is waiting to retake part of the Praxis to receive Kentucky Certification.

Ms. Zeis is a recent graduate of University of Cincinnati’s Education Program.  After interviewing more than 20 applicants, the interview committee at Ninth District is in agreement that she is the best candidate and the most qualified to effectively teach the students of Ninth District Elementary,

 

X.4. Emergency Certified Full-Time Teacher ~ Rebecca Blevins
Rationale

Rebecca Blevins has been recommended as a Special Education Teacher at Holmes Middle School.

Ms. Blevins is currently enrolled in a program working towards KY certification but is not eligible for a Temporary Provisional Certificate at this time.  After interviewing several candidates it is believed she would be the best person to fill this position.

X.5. Emergency Certified Full-Time Teacher ~ Ian Gunn
Rationale

Ian Gunn has been recommended as an Art Teacher at Holmes High School.

Mr. Gunn is currently enrolled in an Option 6 Program to gain KY certification in Art.  He is waiting to retake the Praxis which in his field will not be available again in 2018, this testing window is open only 2 times a year.  After passing the Praxis, Mr. Gunn will be eligible for a Temporary Provisional Certificate based on enrollment in the Option 6 Program. 

X.6. Surplus Copiers
Ms. Annette Burtschy, Director of Finance
Rationale

A request for the District’s 54 surplus copiers was advertised and bid.  One company responded in the amount of $17,175.00.  Wulff Enterprises will be responsible for removing the surplus copiers from our buildings in a timely manner for the new copiers to be placed and operating as soon as possible.

 

X.7. Minutes of Special Board Meeting ~ June 09, 2018
Attachments
X.8. Minutes from Special Board Meeting ~ June 20, 2018
Attachments
X.9. Minutes from Regular Board Meeting ~ June 21, 2018
Attachments
XI. Individual Approval Agenda Items
XI.1. Full Service Community Schools Grant
Ms. Stacie Strotman, Director of Community and Family Engagement
Rationale

Approval to submit an approximately $2.5 million Full Service Community Schools grant to the US Department of Education is requested from the Board of Education.  In partnership with James E. Biggs Early Learning Center, we have identified four sites to plan, implement, and operate Full Service Community Schools: Glenn O. Swing Elementary, John G. Carlisle, Latonia Elementary and Holmes Middle School. 

The goal of the grant is to improve coordination, integration, accessibility, and effectiveness of pipeline services for students and families of these five schools.  Our coordinated approach will be led by a Full Service Community School Coordinator at each site, who will regularly meet and strategize with other school staff and community partners to create individualized Student Support Plans.  When possible, parents/guardian will be a part of the development of the Student Support Plan to fully engage the parent/guardian and provide strategies to continue the support at home. The School Based Health Services Liason will be a critical piece to the Student Support Teams, providing access to medical care that currently doesn’t exist for many of our students.

In addition to the work of the Full Service Community Schools coordinators, we will develop strategies James E. Biggs, Head Start and other local child care providers to improve the quality of our early learning programs to increase Kindergarten Readiness.  While we have established a collaborative culture in the continuum of pipeline services, this proposal will allow us to fill gaps and more importantly, coordinate our efforts to be more efficient and impactful as we increase the number of students we will target and serve.

 

Actions Taken

Motion Passed:  The Covington Board of Education approves the Full Service Community Schools Grant passed with a motion by Mr. Tom Wherry and a second by Ms. Julie Geisen Scheper.

XI.2. Orientation & Mobility Services Contract for SY 2018-2019
Ms. Michelle Bertke, Director of Special Education
Rationale

In order to meet Individual Education Plan (IEP) goals for some of our students, it is necessary that we contract with an outside agency to provide orientation and mobility services.  The attached contract from Movin’ OM, outlines those services for the 2018-2019 school year. 

 

Attachments
Actions Taken

Motion Passed:  The Covington Board of Education approves the Orientation & Mobility Services Contract for SY 2018-2019 passed with a motion by Mr. Jerry Avery and a second by Ms. Julie Geisen Scheper.

XI.3. Occupational & Physical Therapy Services Contract for SY 2018-2019
Ms. Michelle Bertke, Director of Special Education
Rationale

In order to meet Individual Education Plan (IEP) goals for some of our students, it is necessary that we contract with an outside agency to provide occupational and physical therapy services.  The attached contract from A Step Ahead, outlines those services for the 2017-2018 school year. 

Attachments
Actions Taken

Motion Passed:  The Covington Board of Education approves the Occupational & Physical Therapy Services Contract for SY 2018-2019 passed with a motion by Ms. Julie Geisen Scheper and a second by Mr. Tom Wherry.

XI.4. BG 16-185 Phase II Change Order No. 14
Mr. Eric Neff, Director of Personnel
Rationale

The new ceramic tile floor, in the Holmes Administration Building, does not transition neatly when abutting the existing structural glazed tile wall.  A new coved ceramic tile base will be added over the existing structural glazed tile wall to provide a smooth transition between the new tile and existing walls.

Attachments
Actions Taken

Motion Passed:  The Covington Board of Education approves the BG 16-185 Phase II Change Order No. 14 passed with a motion by Mr. Tom Wherry and a second by Mr. Jerry Avery.

XI.5. Amended District Facility Plan
Mr. Eric Neff, Director of Personnel
Rationale

This is a request for the Covington Board of Education to accept the Local Planning Committees amendments to the District Facility Plan that were approved by the Kentucky Department of Education on June 21, 2018. Appoint Ralph Cooper, PCA Architect, as the Hearing Officer for a Public Hearing regarding the District Facility Plan approved amendments on a future date to be determined.

Attachments
Actions Taken

Motion Passed:  The Covington Board of Education approves the Amended District Facility Plan and appoint Ralph Cooper, PCA Architect, as the Hearing Officer for a Public Hearing regarding the District Facility Plan passed with a motion by Mr. Tom Wherry and a second by Mr. Jerry Avery.

XI.6. Create a Technology Teacher Position at Transformational Learning Center
Mr. Ken Kippenbrock, Director of Pupil Personnel
Rationale

This position would replace the Instructional Assistant position that previously assisted in the technology lab and with online programs at TLC.  The Certified person filling this position will be able to enter grades and assist with student work.

 

Attachments
Actions Taken

Motion Passed:  The Covington Board of Education approves to Create a Technology Teacher Position at Transformational Learning Center passed with a motion by Mr. Tom Wherry and a second by Mr. Jerry Avery.

XI.7. AdvancED Agreement
Ms. Charlene Ball, Assistant Superintendent
Rationale

August 8 and August 9, 2018, AdvancEd consultants will be working with elementary, middle and high school staff to train them in the implementation of a district wide instructional process.  This training will conclude the actions needed to maintain district accreditation for Covington Independent Public Schools from the district accreditation site visit in January of 2016.  

Attachments
Actions Taken

Motion Passed:  The Covington Board of Education approves the AdvancED Agreement passed with a motion by Mr. Tom Wherry and a second by Ms. Julie Geisen Scheper.

XII. Addendum Agenda
XIII. Report of the Attorney
Ms. Mary Ann Stewart, Board Attorney
XIV. Further Discussion and/or announcements by the Board of Education
Mr. Alvin Garrison, Superintendent
XV. Upcoming Events
Mr. Alvin Garrison, Superintendent
Rationale

July 27 ~ Rosie's Girls Graduation Ceremony, Holmes High School, 11 a.m. - 1:30 p.m.

July 31 ~ STUFF THE BUS, Chick-Fil-A in Newport, 11 a.m. - 7 p.m.

August 3 ~ Nominations due ~ Holmes Hall of Distinction & Holmes Outstanding Young Alumnus Award

August 4 ~ Old Timers Community Event, Covington Independent booth hours 12 p.m. - 6 p.m. 

August 7 ~ Back to School Event @ Sixth, 4:30 p.m. - 6:30 p.m.

August 8 ~ Back to School Event @ GOS, 4 p.m. - 6 p.m.

August 8 ~ Back to School Event @ LES, 4 p.m. - 6 p.m.

August 8 ~ Back to School Event @ JGC, 5 p.m. - 7 p.m.

August 9 ~ Back to School Event @ HMS, 4 p.m. - 6 p.m.

August 9 ~ Back to School Event @ HHS, 4:30 p.m. - 6:30 p.m.

August 9 ~ Regular Board Meeting, Central Office, 6 p.m.

August 14 ~ Opening Day for all Staff, 7:30 a.m. light breakfast, 8 a.m. ceremony begins

August 15 ~ PD Day #1

August 16 ~ First day for students

XVI. Executive Session
Rationale

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

XVII. Adjournment