Covington Independent
February 21, 2019 6:00 PM
Covington Board of Education Regular Meeting
I. Call to Order
Mr. Tom Wherry, Board Chair
II. Roll Call
Mr. Tom Wherry, Board Chair
Actions Taken

Motion Passed:  The Covington Board of Education approves Ms. Sarah Flerlage and Ms. April Brockhoff's absence from the meeting passed with a motion by Ms. Glenda Huff and a second by Mr. Jerry Avery.

III. Pledge of Allegiance
Mr. Tom Wherry, Board Chair
IV. Welcome and Board Chair Comments
Mr. Tom Wherry, Board Chair
V. Public Input
Mr. Tom Wherry, 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
VII. Report of the Treasurer
Ms. Annette Burtschy, Director of Finance
VII.1. Monthly Financials ~ January
Ms. Annette Burtschy, Director of Finance
Rationale

Budget Narrative for January FY2019 monthly financial statement:

  1. General fund (fund 1) – as of 1/31/19, revenue received of 35.7 million with expenses of 18.7 million. 

  2. Special revenue (fund 2) – as of 1/31/19, revenue received of 4.2 million with expenses of 4.4 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 1/31/19, 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).  Money will be transferred out of capital outlay into the debt service fund throughout the fiscal year. 

  4. Building fund (fund 320) - as of 1/31/19, revenue received of 1.1 million 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).  Money will be transferred out of building fund into the debt service fund throughout the fiscal year. 

  5. Construction fund (fund 360) - as of 1/31/19, revenue received of $0 with expenses of 1.4 million.  This fund is used to pay for the district’s construction projects. 

  6. Debt Service fund (fund 400) – as of 1/31/19, revenue received of $0 with expenses of $223,500.  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 1/31/19, revenue received of $293,500 with expenses of $190,000.  Revenue comes in throughout the fiscal year.

  8. Food service fund (fund 51) – as of 1/31/19, revenue received of 2.6 million with expenses of 1.5 million. 

 

Actions Taken

Motion Passed:  The Covington Board of Education approves the Monthly Financial Reports for January passed with a motion by Ms. Glenda Huff and a second by Mr. Jerry Avery.

VII.2. Warrant Expenditure 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 Warrants Expenditure Report passed with a motion by Ms. Glenda Huff and a second by Mr. Jerry Avery.

VII.3. BG4 Guaranteed Energy Savings Project (BG16-186)
Ms. Annette Burtschy, Director of Finance
Rationale

The Kentucky Department of Education requires Covington Independent Public Schools to approve the BG-4 Form to reflect the final construction cost.  Please see the attached BG-4 Form.

 

Actions Taken

Motion Passed:  The Covington Board of Education approves the BG4 Guaranteed Energy Savings Project (BG16-186) passed with a motion by Ms. Glenda Huff and a second by Mr. Jerry Avery.

VII.4. BG5 Guaranteed Energy Savings Project (BG16-186)
Ms. Annette Burtschy, Director of Finance
Rationale

The Kentucky Department of Education requires Covington Independent Public Schools to approve the BG-5 Form to reflect the final project cost. After the BG-5 is approved with KDE, the unspent residual funds that are available can be used for other BG-1 capital projects.  Please see the attached BG-5 Form.

 

Actions Taken

Motion Passed:  The Covington Board of Education approves the BG5 Guaranteed Energy Savings Project (BG16-186) passed with a motion by Ms. Glenda Huff and a second by Mr. Jerry Avery.

VIII. Informational Items
Rationale

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

VIII.1. Nutrition Services Procurement Policy
Ms. Taryn Stewart, Director of Nutrition Services
Rationale

The Kentucky Department of Education requires Board approval for the updated Nutrition Services Department Procurement Plan.  A procurement plan is a detailed description of a school food authority’s procurement process that demonstrates that the school food authority procures in a manner that is consistent with federal, state, and local law and regulation.  The plan demonstrates that the procurement process allows for fair competition on all products.  An approved procurement plan is a condition of a school food authority’s participation in the USDA’s Child Nutrition Program.


Actions Taken

Motion Passed:  Ms. Glenda Huff, Board Vice Chair, made a motion to move the informational item to approval. The Covington Board of Education approves the Nutrition Services Procurement Policy passed with a motion by Ms. Glenda Huff and a second by Mr. Jerry Avery.

VIII.2. Nutrition and Physical Activity Environments
Ms. Taryn Stewart, Director of Nutrition Services
Rationale

KRS 158.856 requires that an annual assessment of school nutrition in the district be conducted by the school food service director and that a written report of that assessment be issued to parents, local board members and site based council members. The Kentucky Department of Education (KDE) has recommended two assessment instruments and has provided a reporting format.  

The report must include:

• an evaluation of compliance with the school breakfast and lunch programs

• an evaluation of the availability of contracted fast foods

• a review of access to foods and beverages from vending machines, stores, etc.

• a list of foods and beverages available to students, including nutritional value

• recommendations for improving the school nutrition environment  

The statute also requires that districts annually evaluate the physical activity environment within the district. KDE recommends the School Health Index Module on Physical Education and Other Physical Activity Programs as an assessment tool. The results of the evaluation must be reported to the public along with the report on the nutrition environment. KDE has provided a reporting format that may be used.

Each school board is required to discuss the findings of these reports and seek public comments during a publicly advertised meeting (can be a regularly scheduled board meeting).


Actions Taken

Motion Passed:  Ms. Glenda Huff, Board Vice Chair, made a motion to move the item from informational to approval. The Covington Board of Education approves the Nutrition and Physical Activity Environments passed with a motion by Ms. Glenda Huff and a second by Mr. Jerry Avery.

VIII.3. Summer Program 2019
Ms. Stacie Strotman, Director of Community and Family Engagement
Rationale

To fully support Summer Program 2019, it is requested that Covington Independent Public Schools Board of Education approve a budget of up to $90,000 for staffing, supplies and transportation.  The Summer Program will occur June 17 through July 19, 2019.

Actions Taken

Motion Passed:  Ms. Glenda Huff, Board Vice Chair, made a motion to move the item from informational to approval. The Covington Board of Education approves the Summer Program 2019 passed with a motion by Ms. Glenda Huff and a second by Mr. Jerry Avery.

VIII.4. Consulting Contract with John Antonetti
Mr. Eddy Bushelman, Ninth District Principal
Rationale

Pursuant to CIPS Policy 01.11, General Powers and Duties of the Board, contracts for consultants and/or specialists that are in excess of $5,000.00 must have prior Board approval.

Ninth District is interested in contracting with John Antonetti. He is a former teacher at all grade levels and is a national author and keynote speaker that tours the country to work with educators on the power of student engagement.  This is critical to student achievement since an engaged learner masters more content, develops a deeper skill set, and helps them to become better problem solvers & critical thinkers.  Directly impacting Domain 3 of the teacher evaluation system, this training will arm teachers with strategies that can be immediately used to increase excitement, writing, rigor and relevance in the classroom to unleash student learning.  His presentations are engaging and always a big hit with educators – it will ignite a fire for the upcoming school year! This workshop is perfect for Ninth District Elementary as we focus our efforts & resources on providing a learning environment that is rich in engagement to maximize student achievement. The prospective training date is August 6, 2019, if approved. The invitation will be open for other teachers in the district to attend training as well. The cost of the workshop is $6500 including all expenses. 

 

Actions Taken

Motion Passed:  Ms. Glenda Huff, Board Vice Chair, made a motion to move the item from informational to approval. The Covington Board of Education approves the Consulting Contract with John Antonetti passed with a motion by Ms. Glenda Huff and a second by Mr. Jerry Avery.

VIII.5. Personnel Actions
Mr. Eric Neff, Director of Personnel
Rationale

The personnel actions listed on the exhibit have taken place since the board meeting of January 24, 2019.

 

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. Jerry Avery.

IX.1. Approval of Minutes ~ January 24, 2019 Regular Board Meeting
IX.2. Approval of Minutes ~ February 7, 2019 Regular Board Meeting
IX.3. Leave of Absence ~ Employee #472
Mr. Eric Neff, Director of Personnel
Rationale

Employee #472 has requested a leave of absence beginning January 22, 2019 and ending January 18, 2020.  Leave will be unpaid.

 

X. Individual Approval Agenda Items
X.1. 2019-2020 Staffing Allocation
Mr. Bill Grein, District Assessment Coordinator
Rationale

Pursuant to KRS 160.345 (8) section 2. The local school district shall provide notice to school councils of a tentative allocation by March 1 and notice of an updated allocation by May 1 of each year for the funds and positions identified in Section 4, 5, 6, and 8 of this administrative regulation for the next budget year in accordance with the administrative regulation.

Actions Taken

Motion Passed:  The Covington Board of Education approves the 2019-2020 Staffing Allocations passed with a motion by Ms. Glenda Huff and a second by Mr. Jerry Avery.

XI. Addendum Agenda
XI.1. 2019 - 2020 Code of Conduct ~ Draft
Mr. Ken Kippenbrock, Director of Pupil Personnel
Rationale

As required by KRS 158.148(4), the Board is requested to approve the 2019-2020 Student Code of Conduct and School Information Guide.  The Code of Conduct and School Information Guide to Success provides information concerning the guidelines and procedures governing student conduct and discipline. 

Actions Taken

Motion Passed:  Ms. Glenda Huff, Board Vice Chair, made a motion to move the item from informational to approval. The Covington Board of Education approves the 2019-2020 Code of Conduct ~ Draft passed with a motion by Ms. Glenda Huff and a second by Mr. Jerry Avery.

XI.2. 2019-2020 School Calendar ~ Draft
Mr. Ken Kippenbrock, Director of Pupil Personnel
Rationale

The local board of education, upon recommendation of the local school district superintendent, shall adopt a school calendar for the upcoming school year that establishes the opening and closing dates of the school term, beginning and ending dates of each month, instructional days, and days on which schools shall be dismissed. The original calendar shall be submitted to the KDE (Kentucky Department of Education) prior to June 30.

XI.3. Fundraiser Request ~ Latonia Elementary Book Fair
Ms. Joann James, Latonia Elementary Principal
Rationale

Pursuant to CIPS Policy 09.33 Fund Raising Activities, Board approval is required for all school-wide fundraising activities. Latonia Elementary School would like to raise money to benefit their school library by hosting a Book Fair from March 4 - 8, 2019.

Actions Taken

Motion Passed:  The Covington Board of Education approves the Fundraiser Request for Latonia Elementary Book Fair passed with a motion by Ms. Glenda Huff and a second by Mr. Jerry Avery.

XI.4. Fundraiser Request ~ Sixth District Elementary Book Fair
Mr. Brian Walz, Sixth District Elementary Principal
Rationale

Pursuant to CIPS Policy 09.33 Fund Raising Activities, Board approval is required for all school-wide fundraising activities. Sixth District Elementary School would like to raise money to benefit their school library by hosting a Book Fair from April 1-5, 2019.

Actions Taken

Motion Passed:  The Covington Board of Education approves the Fundraiser Request for Sixth District Elementary Book Fair passed with a motion by Ms. Glenda Huff and a second by Mr. Jerry Avery.

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

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

February 15 - March 1 ~ ArtsWave Campaign, District-wide 

February 27 ~ Budget Committee Meeting, 2:30 p.m., Central Office

February 27 ~ Backpack Full of Cash, Dietz Auditorium, 4:30 p.m. - 6:30 p.m.

March 1 ~ Read Across America 

March 6 ~ Budget Committee Meeting, 2:30 p.m, Central Office

March 7 ~ Board Meeting @ JGC, 6 p.m. 

March 15 ~ School in session, makeup day #1

March 23 ~ Athletic Hall of Fame, Radisson Cincinnati Riverfront, 6 - 9 p.m. 

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