Covington Independent
October 25, 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
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. Mr. Fabian Lewis, Covington High School diploma recipient conferred on October 9, 2018
Mr. Doug Fruchtenicht, Covington Adult High School
VII. Informational Items
Rationale

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

VII.1. Monthly Attendance Report ~ Months 1 & 2
Mr. Ken Kippenbrock, Director of Pupil Personnel
Rationale

This is a monthly agenda item used to keep the Board and Administration up to date on attendance and enrollment figures.  This report contains the membership and percentage of attendance for students by school and compares the current year’s enrollment figures with those from previous school years.

VII.2. Personnel Actions
Eric Neff
Rationale

The personnel actions listed on the exhibit have taken place since the board meeting of October 11, 2018.

VII.3. Request for Holmes Middle School Custodial Supervisor
Eric Neff
Rationale

Due to the number of students and hours (6) spent in the cafeteria each day by the current daytime custodial staff members, there is a need for a Custodial Supervisor to schedule, lead, supervise, evaluate, and direct the custodians each day at Holmes Middle School to ensure the environment remains safe, secure, and clean for all staff and students.

Currently, the two daytime custodians assigned to HMS spend 6 of their 8 hour day in the cafeteria cleaning and running trash to the dumpster.  Previously, HMS had a Custodial Supervisor, Joyce Masters, which led, cleaned, evaluated, and supervised the custodians during the daytime shift.  This position was not filled when she retired July of 2010. Additionally, with the movement of Transformational Learning Center (TLC) to Children's Home of Northern Kentucky, the Custodial Supervisor from TLC was transferred to HMS to fill a custodian vacancy and retired July 2018.

With the addition of the Custodial Supervisor, the HMS Administration will be able to focus more on the student’s daily academic and social needs. The Supervisor will be able to create a more effective schedule that will allow the staff to address the daily custodial needs in the building more effectively and efficiently. 

Actions Taken

Motion Passed:  The Covington Board of Education approves to move the Request for Holmes Middle School Custodial Supervisor from an Informational Item to Approval as requested by Board Member, Glenda Huff passed with a motion by Ms. Glenda Huff and a second by Ms. Julie Geisen Scheper.

Motion Passed:  The Covington Board of Education approves the Request for Holmes Middle School Custodial Supervisor passed with a motion by Ms. Glenda Huff and a second by Ms. Julie Geisen Scheper.

VII.4. Change Policy 10.5, Visitors to the Schools ~ First Reading
Mr. Ken Kippenbrock, Director of Pupil Personnel
Rationale

Policy 10.5, Visitors to the Schools, is recommended to be revised by Ken Kippenbrock, Director of Pupil Personnel for student and employee safety. Attached is the draft with recommended changes for the first reading. The item will be brought back for approval at the Regular Board Meeting on November 8, 2018.

VII.5. 2017-2018 K-Prep Results
Mr. Bill Grein, District Assessment Coordinator
Rationale

Mr. Bill Grein, District Assessment Coordinator met with each board member about the 2017-2018 K-Prep results just prior to the public release.  The purpose of this agenda item is to share in a public meeting the 2017-2018 K-Prep results.  

The first report list the scores by school in the appropriate categories and their school designation.

The second report identifies why a score is in CSI (Holmes Middle School) or TSI by the individual sub-populations (Holmes High School, Ninth District, and Sixth District).

 

VII.6. ACT Senior Report and Historical Data
Bill Grein
Rationale

The ACT Senior Report, table 1 shows the five-year trend of Covington Schools ACT-tested graduates beginning with the 2014 Graduating Class, all students whose scores are college reportable, both standard and extended time tests, are included.  This data represents the last ACT a student took, not necessarily their highest score in each area.

The ACT Junior and Senior Summary Data report provides a historical perspective from 2008 thru 2018.

VIII. Report of the Treasurer
Ms. Annette Burtschy, Director of Finance
VIII.1. Monthly Financial Report ~ September
Rationale

Budget Narrative for September FY2019 monthly financial statement:

  1. General fund (fund 1) – as of 9/30/18, revenue received of 15.3 million with expenses of 6.8 million.
  2. Special revenue (fund 2) – as of 9/30/18, revenue received of 1.2 million with expenses of 1.6 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. Capital outlay (fund 310) - as of 9/30/18, revenue received of $165,000 with expenses of $0. 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). The money will be transferred out of capital outlay into the debt service fund throughout the fiscal year.
  4. Building fund (fund 320) - as of 9/30/18, revenue received of $270,000 with expenses of $0.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). The money will be transferred out of building fund into the debt service fund throughout the fiscal year.
  5. Construction fund (fund 360) - as of 9/30/18, revenue received of $0 with expenses of 1.1 million. This fund is used to pay for the district’s construction projects.
  6. Debt Service Fund (fund 400) – as of 9/30/18, revenue received of $0 with expenses of $142,000.See detailed explanation under capital outlay and building fund.
  7. Daycare fund (originally fund 50 – switched to fund 52 in February per KDE) – as of 9/30/18, revenue received of $174,000 with expenses of $52,000.Revenue comes in throughout the fiscal year.
  8. Food service fund (fund 51) – as of 9/30/18, revenue received of 1.4 million with expenses of $415,000.

 

Actions Taken

Motion Passed:  The Covington Board of Education approves the Monthly Financial Report for September passed with a motion by Ms. Glenda Huff and a second by Mr. Tom Wherry.

VIII.2. Warrant Expenditures Report
Ms. Annette Burtschy, Director of Finance
Rationale

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.

Actions Taken

Motion Passed:  The Covington Board of Education approves the Warrant Expenditures Report passed with a motion by Ms. Glenda Huff and a second by Mr. Tom Wherry.

IX. Consent Agenda
Actions Taken

Motion Passed:  The Covington Board of Education approves the Consent Agenda passed with a motion by Ms. Glenda Huff and a second by Mr. Tom Wherry.

IX.1. Leave of Absence Request - Employee # 6056
Eric Neff
Rationale

Employee #6056 has requested a leave of absence beginning approximately August 30, 2018, and ending November 26, 2018.  Employee is not eligible for FMLA.  Leave will be partially covered by sick days and the remainder will be unpaid.

IX.2. Leave of Absence Request - Employee #2570
Eric Neff
Rationale

Employee #2570 has requested a leave of absence beginning September 19, 2018 and ending approximately December 7, 2018.  The employee is not eligible for FMLA.  Sick leave days will cover a portion of the absence and the remainder will be without pay.

IX.3. Leave of Absence Request - Employee #1047
Eric Neff
Rationale

Employee #1047 has requested a leave of absence beginning September 19 and ending September 28, 2018.  The employee is not eligible for FMLA.  Sick leave days will cover a portion of the absence and the remainder will be without pay.

IX.4. Fundraiser Request ~ Sixth District Elementary Slime Kit Fundraiser
Mr. Brian Walz, Principal
Rationale

Pursuant to CIPS Policy 09.33 Fund Raising Activities, Board approval is required for all school-wide fundraising activities. Sixth District Elementary is requesting to sell Slime Making Kits. Kits range from $7- $10 each. The sale will be hosted two times this school year; one in November and in the spring.

X. Individual Approval Agenda Items
X.1. FRYSC - Contract Modification
Dr. Janice Wilkerson, Assistant Superintendent
Rationale

This modification is essential to add staffing requirements that were inadvertently left out of the original contract.  The information is added in Section 2 Scope of Work, 2.01 Deliverables, Item (G) Programmatic Requirements has been added in it's entirety.  The added language is effective 7/01/2018 through 6/30/2019.

Actions Taken

Motion Passed:  The Covington Board of Education approves the FRYSC ~ Contract Modification passed with a motion by Ms. Glenda Huff and a second by Mr. Tom Wherry.

X.2. Amend Policy 03.1311, Transfer (Certified) ~ Final Reading
Mr. Alvin Garrison, Superintendent
Rationale

Kentucky School Board Association (KSBA) recommends amending Policy 03.1311, Transfer (Certified). Attached is a copy of the current policy and the suggested policy, as advised by KSBA. This is the final reading for approval.

Actions Taken

Motion Passed:  The Covington Board of Education approves to Amend Policy 03.1311, Transfer (Certified) ~ Final Reading passed with a motion by Ms. Glenda Huff and a second by Mr. Tom Wherry.

X.3. BG 16-185 Phase II Change Order No.17
Mr. Eric Neff, Director of Personnel
Rationale

Attached is Change Order No. 017 for review and approval by the Board.  An explanation of each item is as follows:

ITEM NO. 017-01

DESCRIPTION: Add (2) numeric keypads to the new elevator at Latonia Elementary to prevent students from unauthorized use.

CONTRACT CHANGE REASON CODE: Students have been activating elevator without permission.

ITEM NO. 017-02

DESCRIPTION: Add two stainless steel handrails to the new entry stairs at the Holmes Middle School

CONTRACT CHANGE REASON CODE: During inspection for the Certificate of Occupancy the Code Enforcement Official determined that two additional intermediate handrails where needed.

ITEM NO. 017-03

DESCRIPTION: Add door closers to the new gates for the new entry stairs to the Holmes Middle School

CONTRACT CHANGE REASON CODE: Closer were not included in the original bidding documents.  Due to the weight of the new exterior gates the closers had to be heavy-duty

ITEM NO. 017-04

DESCRIPTION: Temporarily remove solar panel junction box and conduits in order to install new metal panels around the FieldHouse.  Re-attach electrical items after the new panels were installed.

CONTRACT CHANGE REASON CODE: Found Condition – Work necessary to install new metal panels

ITEM NO. 017-05

DESCRIPTION: When Change Order No. 013 was initially submitted from the Contractor the proposed cost was $44,168.00.  Through value engineering the costs of the Change Order was reduced to $40,877.00. During the value engineering effort the model of the Aiphone unit for the entry door was changed by Sonitrol.  This change was not identified during the review of revised change order.  When the Aiphone camera was installed it did not provide the coverage necessary to properly identify visitors at the front door.  This change order covers the increased cost for changing the unit installed to the one originally specified.

CONTRACT CHANGE REASON CODE: Camera upgrade

 

Items No. 017-03 and 017-05 PCA contributed $5000.00 for Item No. 017-03 and $500.00 for Item No. 017-05 to cover the additional cost needed to correct the conditions.

 

Actions Taken

Motion Passed:  The Covington Board of Education approves BG 16-185 Phase II Change Order No. 17 passed with a motion by Ms. Glenda Huff and a second by Mr. Tom Wherry.

X.4. Proposal for Substitute School Nurse
Ms. Jennifer Fowee, Director of Health Services
Rationale

The Substitute School Nurse will provide health coverage for schools when the full-time Nurse is absent and/or will assist at various points throughout the school year with health paperwork.  Additional information is attached. 

Actions Taken

Motion Passed:  The Covington Board of Education approves the Proposal for Substitute School Nurse passed with a motion by Ms. Glenda Huff and a second by Mr. Tom Wherry.

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

November 1 ~ Fall Beginner Band Concert, HHS Auditorium, 6 p.m.

November 3 ~ Northern Kentucky Branch, NAACP Freedom Fund Gala, 6 p.m.

November 5 ~ Schools Closed

November 6 ~ Election Day, Schools and Offices closed

November 8 ~ Covington Early Learning Initiative Launch - Mayor's F2B Initiative, 4 -5 p.m., location TBA

November 8 ~ Board Meeting, Ninth District, 6 p.m. 

November 30 thru December 1 ~ KSBA 2018 Winter Symposium, Marriott Louisville East

February 22 - 24 ~ KSBA 2019 Annual Conference, Galt House

March 30 - April 1 ~ NSBA 2019 Annual Conference, Philadelphia 

XV. Executive Session
Rationale

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

XVI. Adjournment