Covington Independent
May 23, 2019 6:00 PM
Covington Board of Education
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 made a motion to excuse Ms. April Brockhoff, Board member from the meeting passed with a motion by Ms. Glenda Huff and a second by Ms. Sarah Flerlage.

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
Actions Taken

Motion Passed:  The Covington Board of Education requested to amend the agenda, move the Hespy Committee Recognition from the Addendum to District Recognition and Presentations passed with a motion by Ms. Glenda Huff and a second by Ms. Sarah Flerlage.

VI.1. Ms. Anastasia L. Mahorney, Covington Independent High School Diploma Recipient
Mr. Doug Fruchtenicht, Covington Adult High School
Rationale

Ms. Anastasia L. Mahorney, Covington Independent High School Diploma Recipient conferred on May  6, 2019.

VI.2. Ms. Autumn L. Fields, Covington Independent High School Diploma Recipient
Rationale

Ms. Autumn L. Fields, Covington Independent High School Diploma Recipient  conferred on May 8, 2019.

VI.3. Ms. Jasmine C. Newton, Holmes High School Diploma Recipient
VI.4. Retiree Recognition
Various Speakers
Rationale

2019 Retirees:

Charlene Ball, Central Office ~ 4 years in Covington, 31 total years

Mary Cathy Boyle, Sixth District Elementary ~ 21 years 

Susan Durstock, Holmes High School ~ 38 years 

Cathy Frazier, Chapman Child Development Center ~ 16 years

John Frazier, Transportation ~ 13 years

Linda Greenlee, Holmes Middle School ~ 20 years

Sharon Harris, Transformational Learning Center ~ 33 years 

Teresa Hayden, James E. Biggs Early Childhood Education Center ~ 28 years

Karen Kerr, Holmes High School ~ 19 years

Kimberly Knox, Latonia Elementary ~ 21 years

Melody Kozlok, Holmes High School ~ 18 years in Covington, 23 total years

Stephanie Lawrence, Holmes High School ~ 2 years in Covington, 22 total years

Karen Liebisch, Transportation ~ 26 years

Theresa Schout, John G. Carlisle ~ 23 years

Glenna Steele, Holmes High School ~ 31 years

Shirley Thornberry, James E. Biggs Early Childhood Education Center ~ 27 years

Congratulations to our Retirees!

VII. Informational Items (Action Possible)
VII.1. District Enrollment Center
Ken Kippenbrock/Dr. Wilkerson/Stacy Strotman
Rationale

The District Enrollment Center completes enrollment for Pre-K through-12th grade. Enrollment for students “new” to the district and students transferring to another Covington Independent Public School, as a result of change in address, will be completed at the Enrollment Center. Screens and referrals for ESL Enrollment and Assessment, Health Services, School Counseling, Family Resource, Project Home, and Transportation Services may be completed as part of the enrollment.

Summer and late afternoon hours will be available to improve enrollment opportunities and provide better customer service to our families. School secretaries will be able to better focus on the many duties assigned, including parent communication, door access security and support for our students, teachers, and administrators.

Additionally, the District Enrollment Center will ensure that households and individuals are entered correctly in the student information system.

Actions Taken

Motion Passed:  The Covington Board of Education moved to table the District Enrollment Center until the next meeting for further information passed with a motion by Ms. Glenda Huff and a second by Ms. Sarah Flerlage.

VII.2. Monthly Attendance Report ~ Eighth Month
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.3. Ignite Institute Memorandum of Understanding
Mr. Alvin Garrison, Superintendent
Rationale

Ignite Institute will be opening in the fall of 2019-2020 enrolling up to 1,000 students in grades 9 thru 12. Ignite Institute is a STEAM-based education center to serve the Northern Kentucky/Greater Cincinnati region.  Ignite Institute will focus on project-based learning in science, technology, engineering, arts, and mathematics, with real industry-case methodology, honing passion and direction for careers.  It will include the best aspects of innovative schools around the country.

The Memorandum of Agreement that is between Boone County School District and Covington Independent Public Schools includes; Scope and Term, Finance, Curriculum and Code of Conduct. The MOU was reviewed by Board Attorney, Mary Ann Stewart. 

Attached is a Fact Sheet with more details on the Ignite Institute or more information may be found on their website at: Ignite Institute

Actions Taken

Motion Passed:  The Covington Board of Education moves to table the Ignite Institute Memorandum of Understanding until the next meeting for further information passed with a motion by Ms. Glenda Huff and a second by Ms. Sarah Flerlage.

VII.4. Substitute Interpreter Position
Ms. Michelle Bertke, Director of Exceptional Children
Rationale

In order to provide services to our Hispanic families when there is an absence of one of our interpreters we are requesting the addition of a Substitute Interpreter position. The attached memo explains rationale and projected cost. 

Actions Taken

Motion Passed:  The Covington Board of Education approves the Substitute Interpreter Position passed with a motion by Ms. Glenda Huff and a second by Ms. Sarah Flerlage.

VII.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 April 25, 2019.

VII.6. CACFP Dinner Program
Ms. Taryn Stewart, Director of Nutrition Services
Rationale

The Nutrition Services department would like to offer dinner service to our students through the At-Risk Afterschool Meals component of the Child and Adult Care Food Program, or CACFP. This program offers federal funding to afterschool programs that serve a meal or snack to children in low-income areas. All At-Risk Afterschool meals are reimbursed at the "Free" reimbursement rate. Preliminary estimates show that the Nutrition Services department would make a small profit by administering the program. Currently, the Freestore Foodbank operates the dinner program at our schools. The attached document explains the set-up of the program and staffing details. The goal of the Nutrition Services Department is to improve the quality of the dinners served to our students, and the over sight of the dinner program. 

Actions Taken

Motion Passed:  The Covington Board of Education moved to table the CACFP Dinner Program until the next meeting for further information passed with a motion by Ms. Glenda Huff and a second by Ms. Sarah Flerlage.

VIII. Report of the Treasurer
Ms. Annette Burtschy, Director of Finance
VIII.1. Commit FY19 Funds per GASB 54 Regulations
Ms. Annette Burtschy, Director of Finance
Rationale

Pursuant to CIPS Policy 04.311 District Accounts, the district will follow state and federal laws and regulations regarding accounting practices.  The Governmental Accounting Standards Board (GASB) regulation 54 states if a district has an unreserved fund balance (now called unassigned fund balance) at fiscal year-end, the Board can approve committing funds. 

Examples of committed funds are; site-based carry forward funds, committing funds to purchase a bus, committing funds for technology needs or committing funds to balance next year’s budget.

The district needs to commit funds of approximately $35,000 for site based carry forward (carryover) & approximately $6.3 million to be used to balance the FY’20 budget.

 

Actions Taken

Motion Passed:  The Covington Board of Education approves the Commit FY19 Funds per GASB 54 Regulations passed with a motion by Ms. Glenda Huff and a second by Ms. Sarah Flerlage.

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 Warrant Expenditure Report for the Month of April passed with a motion by Ms. Glenda Huff and a second by Ms. Sarah Flerlage.

VIII.3. Monthly Financials ~ April
Burtschy
Rationale

Budget Narrative for April FY2019 monthly financial statement:

  1. General fund (fund 1) – as of 4/30/19, revenue received of 40.7 million with expenses of 27.3 million. 

  2. Special revenue (fund 2) – as of 4/30/19, revenue received of 6.4 million with expenses of 6.5 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 4/30/19, 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 4/30/19, revenue received of 1.2 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 4/30/19, revenue received of $0 with expenses of 1.5 million.  This fund is used to pay for the district’s construction projects. 

  6. Debt Service fund (fund 400) – as of 4/30/19, revenue received of $0 with expenses of $413,000.  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 4/30/19, revenue received of $365,000 with expenses of $284,000.  Revenue comes in throughout the fiscal year.

  8. Food service fund (fund 51) – as of 4/30/19, revenue received of 3.6 million with expenses of 2.4 million. 

Actions Taken

Motion Passed:  The Covington Board of Education approves the Monthly Financials for April passed with a motion by Ms. Glenda Huff and a second by Ms. Sarah Flerlage.

VIII.4. 2020 Tentative Budget
Ms Annette, Burtschy, Director of Finance
Rationale

This Tentative Budget Cycle is required by State Stature KRS 160.470.  The Tentative Budget must be approved by the local school district and submitted to the Kentucky Department of Education by 5/30 of each year. 

The budget committee has met on several occasions over the last few months creating the budget for FY2020.  This budget takes into consideration the increase in retirement fringes that the school district incurs based on information provided by KDE.  This budget incorporated non-personnel expenditures based on actual expenditures. 

The budget committee will be looking into how cost saving measures can be incorporated into the budget.  At this time there are many unknowns related to the adoption of this budget.   Once those unknowns become available, the budget will be amended and will be reflected in the Working Budget that is presented to the Board of Education in September of each year.

Actions Taken

Motion Passed:  The Covington Board of Education approves the 2020 Tentative Budget passed with a motion by Ms. Glenda Huff and a second by Ms. Sarah Flerlage.

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 Ms. Sarah Flerlage.

IX.1. Spring Surplus Bid Award
Ms. Annette Burtschy, Director of Finance
Rationale

In April of 2019, the spring 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 $1,103.50.

IX.2. Approval of Minutes ~ April 27, 2019 Special Meeting
IX.3. Approval of Minutes ~ May 6, 2019 Regular Meeting
X. Individual Approval Agenda Items
X.1. School Violence Prevention Program Grant
Dr. Janice Wilkerson, Assistant Superintendent, Student Support
Rationale

This federal grant allows school districts to improve school safety through evidence-based school safety programs.   Funding is permitted for acquisition and installation of deterrent measures including locks, lighting, technology and others.  As Kentucky Senate Bill 1 mandates safety-related improvements including locking classroom doors, this is a great opportunity to improve the safety measures at Latonia Elementary. 

Funding requests can cover 75% of costs, up to $500,000 over a two-year period.  A cash match of 25% is required.  Money already allocated to school safety projects can serve as the match.  The grant application must be submitted by May 31, 2019.  

Actions Taken

Motion Passed:  The Covington Board of Education approves the request to apply for the School Violence Prevention Program Grant passed with a motion by Ms. Glenda Huff and a second by Ms. Sarah Flerlage.

X.2. School-Related Student Trip ~ SkillsUSA National Competition
Ms. Shawn Wood, SkillsUSA Advisor
Rationale

Pursuant to CIPS Policy 09.36 School-Related Student Trips, Holmes High School is requesting Board approval for an educational trip. Six students have qualified to compete in the SkillsUSA National competition in Louisville on June 24-29, 2019.

SkillsUSA National Competition, June 24-29, 2019

Louisville, KY

The estimated expenses for 6 students and 2 advisors to go to the State SkillsUSA competition is as follows:

Student registration and hotel (based on triple occupancy)                $ 3,840.00

Adviser Registration and hotel (based on single occupancy)               $ 2,370.00

Temp Duty for 2 Advisers/Teachers for 5 nights and mileage             $    687.36

Food for students                                                                           $    500.00

Total estimated expenses:                                                               $ 7,397.36

All money would come from the SkillsUSA budget.

 

Actions Taken

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

X.3. Modification of FRYSC Contract
Dr. Janice Wilkerson, Assistant Superintendent of Student Learning
Rationale

This modification is essential to add general funding from the General Assembly for additional Family Resource and Youth Services Centers(FRYSCs), for the reconfiguration of the FRYSCs, and to reduce the current SFY19 allocation by the amount of the SFY18 funds held by the Second Party identified as unexpected after close of the State Fiscal Year.  Please see modification history for details. 

Section 6.00 Violation of Tax and Employment Laws Disclosure-

The Contractor shall indicate whether or not they have violated any of the provisions of the above statutes within the previous five (5) years

Line Item 5-

Extended Description: Administer the Family Resource and Youth Services Centers program within the parameters established in the approved plan(s) and this agreement.  Employ full time center coordinator(s) responsible for the provisions of both core and optional components to students and \or families served by the school(s) either onsite or offsite through referral to existing services or by direct provision if no alternatives.  Term of contract 7/1/18 to 6/30/19

 

Actions Taken

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

XI. Addendum Agenda (Action Possible)
XI.1. Hespy Committee Recognition
Mr. Alvin Garrison, Superintendent
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

May 24 ~ Last Day for Students

May 24 ~ Term 4 Ends

May 24 ~ Term 4 Report Cards go home and posted to the portal

May 27 ~ Offices Closed, Memorial Day

May 28 ~ Professional Day #4

May 29 ~ Closing Day for staff

May 31 ~ Graduation Practice @ 9 a.m. 

May 31 ~ 151st Annual Commencement Exercises, Holmes High School, 7 p.m. 

June 6 ~ Special Meeting, Covington Board of Education @ 4 p.m. 

June 6 ~ Regular Board Meeting, Covington Board of Education @ 5 p.m. 

June 20 ~ Regular Board Meeting, Covington Board of Education @ 5 p.m.

July 25 ~ Regular Board Meeting, Covington Board of Education @ 5 p.m. 

 

XV. Executive Session
Rationale

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

XVI. Adjournment
Mr. Tom Wherry, Board Chair