Covington Independent
March 21, 2019 5:00 PM
Covington Board of Education Regular Meeting
I. Call to Order
Mr. Tom Wherry, Board Chair
II. Roll Call
Mr. Tom Wherry, Board Chair
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
VI.1. Ms. Klisa G. John, Holmes High School Diploma conferred on March 4, 2019
Mr. Doug Fruchenicht, Covington Adult High School
Rationale

Ms. Klisa G. John, Holmes High School Diploma Recipient, conferred on March 4, 2019.

VII. Informational Items (Action possible)
Rationale

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

VII.1. Read Ready Covington
Mr. Joe Meyer, Mayor of Covington
Rationale

Mr. Joe Meyer, Mayor of Covington, and Ms. Mary Kay Connolly, Covington Early Literacy Initiative Director, would like to address the board on the implementation and progress of Ready Ready Covington program.

VII.2. Professional Learning Communities that Work Streaming Event
Ms.Charlene Ball, Assistant Superintendent of Learning Support
Rationale

Solution Tree has been a professional learning resource for the district for the last many years as it is related to the implementation of professional learning communities.  Our last update was summer 2016.  With the hiring of several new staff members in leadership as well as teaching positions, it is time once again to revisit the professional learning communities' model.  We have contacted Solution Tree and have a quote for a one day on-site professional learning event with streaming video and an on-site facilitator that we had the opportunity to work with in June 2016 who knows our district and our work.  The event is scheduled for August 9, 2019.  The cost is $199/attendee. While we are estimating attendance at 170 people for a total of $33,830 for the professional learning opportunity, we realize that cost could increase with an increase in attendance.  We will be using Title I funds as well as possibly other funding sources depending on final numbers.   

VII.3. Personnel Actions
Mr. Eric Neff, Director of Personnel
Rationale

The personnel actions listed on the exhibit have taken place since the board meeting of February 21, 2019.

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

Budget Narrative for February FY2019 monthly financial statement:

  1. General fund (fund 1) – as of 2/28/19, revenue received of 37.3 million with expenses of 21.6 million. 

  2. Special revenue (fund 2) – as of 2/28/19, revenue received of 5 million with expenses of 5.1 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 2/28/19, 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 2/28/19, 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 2/28/19, 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 2/28/19, revenue received of $0 with expenses of $267,000.  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 2/28/19, revenue received of $312,000 with expenses of $224,000.  Revenue comes in throughout the fiscal year.

  8. Food service fund (fund 51) – as of 2/28/19, revenue received of 3 million with expenses of 1.8 million. 

    Completed 3/1/19 by Annette Burtschy

 

Actions Taken

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

VIII.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 for March passed with a motion by Ms. Glenda Huff and a second by Mr. Jerry Avery.

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. Winter Surplus Bid Award
Ms. Annette Burtschy, Director of Finance
Rationale

In February of 2019, the winter surplus items were recognized and advertised to all staff. Eight bidders participated and the items awarded as indicated. Total bid award to be collected is $648.64.

IX.2. Approval of Minutes ~ March 2, 2019 Special Meeting
IX.3. Approval of Minutes ~ March 7, 2019 Regular Meeting
IX.4. Fundraiser Request ~ Sixth District Edible Slime Sale
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 have an Edible Slime Sale to raise funds for Child Abuse Awareness organization name Prevent Child Abuse Kentucky (PCAK), https://www.pcaky.org/

 

 

X. Individual Approval Agenda Items
X.1. School-Related Student Trip ~ SkillsUSA
Shawn Wood
Rationale

Pursuant to CIPS Policy 09.36 School Related Student Trips, Holmes High School is requesting Board approval for an educational trip.

State SkillsUSA Competition, April 10-13, 2019
Louisville, KY

The estimated expenses for 15 studentsand 2 advisorsto go to the State SkillsUSA competition is as follows:

Student registration   15 x $80                                         $  1,200.00
Student Hotel/5 Rooms  $108.00 x 3 nights                     $  1,620.00
Adviser Registration   2 x $80                                           $     160.00
Adviser Hotel/2 Rooms $108.00 x 3 nights                       $     648.00
Ground Transportation(School Bus Roundtrip 2x)            $  1,362.00
Temp Duty for 2 Advisers/Teachers for 3 nights               $     383.00

Total estimated expenses:                                                $  5,373.00

All money would come from the SkillsUSA budget.

Actions Taken

Motion Passed:  The Covington Board of Education approves the School-Related Student Trip ~ SkillsUSA passed with a motion by Ms. Glenda Huff and a second by Ms. Sarah Flerlage.

X.2. Gear-up Kentucky Grant for Holmes High School and Holmes Middle School
Bill Grein
Rationale

Pursuant to CIPS Policy 01.11, Schools, employees, and school-related groups who are applying for grants on behalf of the District or District schools shall send a copy of the completed application to the Superintendent/designee, who shall present the application to the Board with a recommendation for approval or disapproval. 

GEAR UP

GEAR UP Kentucky is a competitive federal grant program designed to increase the college-going rate. In 2018, the Council was awarded a seven-year, $24.5 million grant to serve at least 10,000 middle and high school students in at least 10 school districts. This is the fourth GEAR UP state grant for Kentucky that has been administered through the Kentucky Council on Postsecondary Education.

How GEAR UP works in schools

GEAR UP Kentucky will be working with 12 school districts, as well as their students and families and surrounding communities, to research, identify and test strategies for reproducing a sustainable college-going culture. For the cycle of the grant, 2018-2025, the schools are

  • Bath County
  • Bourbon County
  • Bracken County
  • Covington Independent
  • Fleming County
  • Frankfort Independent
  • Marion County
  • Mason County
  • Mercer County
  • Paris Independent
  • Pendleton County
  • Robertson County

Services are aligned to the Four Pillars of Student Success, a theoretical framework used to engage, develop and mobilize students and their key influencers in pursuit of student success. 

  1. Self: Curriculum; advising and assessments; campus experiences; and leadership development.
  2. Family: Curriculum; advising and support; campus experiences; and leadership development.
  3. Institution: Technology and assessments; peer learning community; professional development; and leadership development.
  4. Community: Communication campaign; statewide institute; partnership development; and leadership development. 
This grant provides a person to do career counseling to both middle and high school students as well as giving the students an opportunity to visit different college campuses during their middle and high school years.  

Actions Taken

Motion Passed:  The Covington Board of Education requested to table the Gear-Up Kentucky Grant for Holmes High School and Holmes Middle School, they would like to seek Site Based Decision Making Council approval before voting on the grant passed with a motion by Ms. April Brockhoff and a second by Ms. Glenda Huff.

X.3. Corrected 2019-2020 School Calendar
Mr.Ken Kippenbrock, Director of Pupil Personnel
Rationale

The 2019-2020 School Calendar was approved by the Board at the last meeting on March 7, 2019. The following corrections were made after approval; Saturday, May 30 and Sunday, May 31, 2020 were listed as possible make-up days. These two days were moved to Monday, June 1 and Tuesday, June 2, 2020. February 17, 2020, President’s day is a district paid holiday; therefore, we cannot use this as a possible make-up day.  This make-up day has been moved to June 5, 2020. The corrected copy of the 2019-2020 School Calendar is attached for approval.


 

Actions Taken

Motion Passed:  The Covington Board of Education approves the Corrected 2019-2020 School Calendar passed with a motion by Ms. Glenda Huff and a second by Ms. Sarah Flerlage.

XI. Addendum Agenda
XI.1. BG 19-202 ~ Secure Entry Upgrades
Mr. Eric Neff, Director of Personnel
Rationale

BG 19-202 Secure Entry Upgrades:

  • BG 2 - required by KDE for all projects, mainly for new constructions and / or additions...this project does not include new construction or additions
  • BG 3 - breakdown of cost confirming cost list in the KDE approve BG1
  • AIA Contract for PCA - standard form of agreement between architect and owner

Actions Taken

Motion Passed:  The Covington Board of Education approves the BG 19-202 Secure Entry Upgrades passed with a motion by Ms. Glenda Huff and a second by Ms. Sarah Flerlage.

XI.2. Positive Solutions Behavior Group Service Agreement
Dr. Janice Wilkerson, Assistant Superintendent, Student Support
Rationale

This contract for services will provide professional development and consultation with school staff to improve behavior management skills and the behavior improvement planning process.  This was included in our district Title 4 funds agreement and requires no General Funds expenditures. 

Actions Taken

Motion Withdrawn:  Positive Solutions Behavior Group Services Agreement was withdrawn by Ms. April Brockhoff.

XI.3. Motz's Service Day
Mr. Eric Neff, Director of Personnel
Rationale

Each year, the Motz’s Group gathers in an effort to give back to those that support them in the community for an annual “Service Day”.  Past “Service Day” projects have transformed neglected ballfields, playgrounds, etc. with permanent, accessible improvements for physically disadvantaged children around the Tri-State.  For example, Cincinnati Hills Christian Academy downtown received a playground makeover at their campus and Motz Group included one of their new InPlay enclosed field systems.  Please review the attachments that highlight the project and the InPlay enclosed field system. 

I share this with you because last week, the Motz Group reached out to gauge interest from us, Covington Independent Public Schools, about transforming a property in need within the district.  Our vision is to transform the tennis court.  One side of the court would remain a tennis court.  The other side would become an InPlay enclosed FUTSOL soccer field.  This project would really beautify the front of Campus Drive as well as provide a safe, accessible updated area for the students. 

The turnaround on this opportunity is quick.  Motz Group needs to have a commitment from us here shortly as they are targeting April 26th as the project build day.  I am excited about the possibility of partnering with Motz Group to provide a safe, updated tennis court and FUTSOL soccer field to the CIPS students and I can’t wait to see them enjoying and playing on an enclosed soccer field.  In addition and to possibly help with the cost of the total project, we are submitting an application to FC Cincinnati Foundation for $10,000 to help support the project.

Actions Taken

Motion Passed:  The Covington Board of Education approved the Motz's Service Day passed with a motion by Ms. Glenda Huff and a second by Ms. Sarah Flerlage.

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

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

March 25 - 29 ~ Kindergarten Registration Week for 2019-2020 School Year

March 27 ~ Budget Committee Meeting., 2:30 p.m. 

March 27 ~ An Evening of Kindergarten, 4:30 - 6:30 p.m. @ all elementary schools 

March 29 - April 1 ~ NSBA Conference, Philadelphia 

April 3 ~ Budget Committee Meeting, 2:30 p.m.

April 8 ~ JGC SBDM Mtg., 4:30 p.m. 

April 11 ~ HMS SBDM Mtg, 4 p.m. 

April 11 ~ Board Meeting @ HMS, 6 p.m. 

April 25 ~ Golden Eagle Dinner, Madison Event Center, 5:30 p.m. Reception - 7 p.m. Dinner

April 30 ~ 2019 Excellence in Education Dinner, Receptions, 5 p.m. Social Hour - 6 p.m. Dinner

Don't forget to download our free District App for events, announcements and news.

XV. Executive Session
Rationale

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

XVI. Adjournment
Mr. Tom Wherry, Board Chair