Covington Independent
June 20, 2019 5:00 PM
Covington Board of Education
I. Call to Order
Mr. Tom Wherry, Board Chair
II. Roll Call
Mr. Tom Wherry, Board Chair
III. Amend the Agenda
Mr. Tom Wherry, Board Chair
Rationale

Request to remove informational item #2, Vision and Hearing Impairment Contractual Services, per Ester Brady the applicant backed out.

Actions Taken

Motion Passed:  The Covington Board of Education approves to amend the agenda to remove informational item #2, Vision and Hearing Impairment Contractual Services and move items #20 Adopt a Resolution Authorizing the Covington Finance Corporation to issue Revenue Bonds , #21, BG 19-202 Security Entry Vestibule Bids and #22, Revised BG 19-202 Security Upgrades before Informational items passed with a motion by Ms. Glenda Huff and a second by Ms. Sarah Flerlage.

IV. Pledge of Allegiance
Mr. Tom Wherry, Board Chair
V. Welcome and Board Chair Comments
Mr. Tom Wherry, Board Chair
VI. 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.

VII. Amended Agenda Items
VII.1. Adopt a Resolution Authorizing the Covington Finance Corporation to issue Revenue Bonds
Dr. Robert Tarvin, Ross, Sinclaire & Associates
Rationale

RESOLUTION OF THE BOARD OF EDUCATION OF COVINGTON INDEPENDENT DISTRICT; AUTHORING AND APPROVING PCA'S PLANS FOR THE CONSTRUCTION OF LATONIA ELEMENTARY, GLENN O. SWING ELEMENTARY, NINTH DISTRICT ELEMENTARY, SIXTH DISTRICT ELEMENTARY, AND JOHN G. CARLISLE ELEMENTARY SCHOOL BUILDING PROJECTS; APPROVING THE PLAN OF FINANCING THE COST OF SECURE ENTRY PROJECT; CONFIRMING THE ACCEPTANCE OF AN OFFER OF ASSISTANCE FROM THE KENTUCKY SCHOOL FACILITIES CONSTRUCTION COMMISSION; AUTHORIZING AND APPROVING THE EXECUTION OF A PARTICIPATION AGREEMENT WITH SAID COMMISSION AUTHORIZING THE EXECUTION OF A CONTRACT, LEASE AND OPTION WITH COVINGTON INDEPENDENT SCHOOL DISTRICT FINANCE CORPORATION AND ANY FURTHER NECESSARY INSTRUMENTS;

Actions Taken

Motion Passed:  The Covington Board of Education approves the Resolution authorizing the Covington Finance Corporation to issue Revenue Bonds passed with a motion by Ms. Glenda Huff and a second by Ms. Sarah Flerlage.

VII.2. BG 19-202 Security Entry Vestibule Bids
Ralph Cooper, PCA Architecture, PSC
Rationale

Attached are the Bid Tabulation form, Architect's letter of recommendation, contract with Century Construction, and Final BG-3 construction phase for the Security entry vestibules at John G. Carlisle Elementary, Glenn O. Swing Elementary, Latonia Elementary, Ninth District Elementary, and Sixth District Elementary.

The BG-3 represents the status of the project at the completion of the permit documents and not its current status. Kentucky Department of Education requested it be resubmitted with "Construction Documents" box checked. 

Actions Taken

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

VII.3. Revised BG 19-202 Security Upgrades
Ralph Cooper, PCA Architecture, PSC
Rationale

The revised BG-1 Project Application Form includes total project cost for the security upgrades for Latonia Elementary, John G. Carlisle Elementary, Glenn O. Swing Elementary, Sixth District Elementary and Ninth District Elementary. Total project cost is $1,376,226.43 with total available funds of $1,376,226.43. 

Actions Taken

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

VIII. Informational Items (Action Possible)
VIII.1. Personnel Actions
Mr. Eric Neff, Director of Personnel
Rationale

The personnel actions listed on the exhibit have taken place since the board meeting of May 23, 2019.

VIII.2. Vision & Hearing Impairment Contractual Services
Ms. Esther Brady, Director of Special Education
Rationale

Covington Independent Public Schools will continue to contract with the Northern Kentucky Cooperative for Educational Services for services for our students with Visual and/or Hearing Impairment.

This school year the cost of services has increased due to fewer districts requiring services. The total cost for the year will be $28,012.21.

 

VIII.3. Monthly Attendance Report ~ Ninth and Tenth 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.

VIII.4. End of Year Attendance Comparison
Mr.Ken Kippenbrock, Director of Pupil Personnel
Rationale

This is a year-to-date 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.  The 2018-2019 figures are preliminary numbers only.  These figures do not include other adjustments like overage/underage, suspensions, partial day enrollments, performance base etc.  

VIII.5. District Enrollment Center
Mr.Ken Kippenbrock, Director of Pupil Personnel
Rationale

Per the request of the Board, this item was tabled from the June 6, 2019 Regular Board Meeting until the next meeting, June 20, 2019 for further information.

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.

VIII.6. Project Home and Foster Care Update
Ms. Lori Eifert, Project Home Coordinator
Rationale

Project Home ended the year with 781 students identified as homeless under the McKinney-Vento Education Act, which is 21.73% of the District's population.  This is the unduplicated count; however, KDE will recognize the duplicated count of 795 to show the movement of these students going between schools. It could be due to moving residency and the parent choosing to move schools or due to the student going from Holmes High School to Transformational Learning Center. 

Current living status shows that 71% of the students were living doubled up, 3% were living in a hotel or motel, 18% were living in a shelter or transitional housing, and 8% are living in unsheltered or uninhabitable places.  Also, out of the 781 that were identified 17% of them were unaccompanied youth that are not living with a parent or legal guardian.

Data showed that 22% of Project Home students received Special Education services while 14% attended after school and 4% received mentoring.

There were 184 students identified for foster care.   This was down from last year's number of 204.  

VIII.7. Homeless Clerical Assistant
Mr.Ken Kippenbrock, Director of Pupil Personnel
Rationale

New position paid out of McKinney Vento Grant Funds.

Project home currently supports a caseload of 764 homeless students and 170 foster care students. This caseload generates a tremendous amount of paperwork and data entry. Our Homeless Coordinator's time is best spent actively managing her caseload and supporting families. This position, if approved by the board, would also be subject to approval by KDE as it will require a grant amendment.

Actions Taken

Motion Passed:  The Covington Board of Education approves to move the Homeless Clerical Assistant from informational to approval passed with a motion by Ms. Glenda Huff and a second by Ms. Sarah Flerlage.

Motion Passed:  The Covington Board of Education approves the Homeless Clerical Assistant passed with a motion by Ms. Glenda Huff and a second by Ms. Sarah Flerlage.

IX. Report of the Treasurer
Ms. Annette Burtschy, Director of Finance
IX.1. Bank Depository FY20
Ms. Annette Burtschy, Director of Finance
Rationale

  1. The Bond of Depository requirements are summarized in KRS 160.570. Each board of education shall appoint a bank, trust company, or savings and loan association to serve as its depository.  According to the administrative regulation, by July 1 of each year the depository selected shall, before entering upon its duties, execute bond for the faithful performance of its duties, to be approved by the local board of education and the Commissioner of Education. Security for the bond shall be deposited with an escrow agent in an amount equal to the penal sum of the bond. Per KRS 41.240 (4) and (5) the securities and obligations shall consist of United States Government Bonds, Kentucky School Revenue Bonds, or Federal Government Agency Obligations, including obligations listed in KRS 66.480 (1) (c).

  2. Per 702 KAR 3:090 (1), accordingly, it shall be the duty of each local board of education, on the advice of the Superintendent, to determine the amount of the penal sum of the Bond of Depository, at least thirty (30) days prior to the depository entering upon its duties and by July 1st of each fiscal year thereafter. 

    1. The penal sum of the depository bond shall be at least equal to either (1) 103 percent of the current daily balances in each account as they may fluctuate throughout the life of the bond; or (2) the highest balance in each account in each month, for all accounts in the previous year.

    2. The penal sum of the depository bond shall be adjusted to reflect expected increases in the highest daily balances due to anticipated changes of deposit amounts in the current year. 

    3. No Bond of Depository shall be approved which, in the opinion of the Commissioner of Education, is inadequate to insure the deposits of the local board of education.

    4. To reduce the penal sum of a collateral bond, the local board of education shall submit a notice, with reasons for the reduction, to the Commissioner of Education. A local board of education shall not permit a reduction of the collateral of a bond without execution of a new bond with prior approval of the Commissioner of Education.

       

       

       

       

Actions Taken

Motion Passed:  The Covington Board of Education approves the Bank Depository FY20 with Heritage Bank beginning July 1, 2019, not to exceed two years passed with a motion by Ms. Glenda Huff and a second by Ms. Sarah Flerlage.

IX.2. Indirect Cost Rate FY 2019-2020
Ms. Annette Burtschy, Director of Finance
Rationale

Each local board of education is encouraged to approve the Indirect Cost Rates prior to July 1, the start of the federal fiscal year (in previous years it was October 1).  If the decision is not to approve the Indirect Cost Rate by July 1, then the district cannot apply the rate at a later time during the fiscal year.  If a board adopts the Indirect Cost Rates they are not obligated to apply the rates.  The method by which they are calculated is through each school district’s Annual Financial Report submitted to KDE.  The Non-Restricted Indirect Cost Rate is used for Food Service and that rate is 15.91% and the Restricted Indirect Cost Rate that is used for Grants is 3.94%.

Actions Taken

Motion Passed:  The Covington Board of Education approves the Indirect Cost Rate FY 2019-2020 passed with a motion by Ms. Glenda Huff and a second by Ms. Sarah Flerlage.

IX.3. School Activity Fund Budgets FY20
Ms. Annette Burtschy, Director of Finance
Rationale

Budget development for the school activity accounts should be similar to the budget cycle for the school district. Information provided in the budget shall include estimated beginning balance; anticipated receipts from all sources, including fundraising; anticipated expenditures by category; and estimated ending balance.

  1. Each club, organization and activity account shall prepare a tentative budget for the next school year on the Individual Activity Account Budget Worksheet (Form F-SA-4A).

    1. The Individual Activity Account Budget Worksheets are due to the principal by April 15.

    2. The sponsor shall work with the officers of the club in this process to assure continuity of programs.

    3. The principal or designee shall prepare budgets for activity accounts without sponsors for SBDM approval.

       

  2. The principal shall prepare the Principal’s Combining Budget (Form F-SA-3).

    1. The Combining Budget will list the summary budget information for each activity account in the school activity fund.

    2. The Combining Budget and the Individual Activity Account Budget Worksheets are due to the district finance officer by May 15.

    3. The district finance officer will work with the superintendent to submit all school budgets to the local board for approval by the end of May.  (The timing of the board deadline and when the reports were due from schools, delayed reporting this information to the board.)

                 

Actions Taken

Motion Passed:  The Covington Board of Education approves the School Activity Fund Budgets for FY20 passed with a motion by Ms. Glenda Huff and a second by Ms. Sarah Flerlage.

IX.4. Donations FY19 from School Activity Funds
Ms. Annette Burtschy, Director of Finance
Rationale

  1. Donations are defined as gifts of real or personal property to the school from persons or entities outside the school system for use at the school or for the students of the school.

     

  2. Local boards shall receive any gift for the benefit of schools in the district and hold and use them as requested, provided that the purpose for which it is used shall be in harmony with the aims and general program of public education in this state. Schools receive contributions and donations from a variety of sources, including external support/booster organizations. Boards should ensure the purpose of the contributions and donations is clear and the donor and school staff all understand and agree upon the purpose for which the funds will be used.

     

  3. However, the local board may give the responsibility for the donations to the schools by establishing a policy allowing schools to maintain their own donations. If the board allows donations to be kept at the school level, the principal and/or bookkeeper shall produce a listing of donations for submission to the school board at year-end.

     

  4. The Donation Acceptance Form (Form F-SA-18) shall be completed stating the purpose of and any restrictions on the funds received.  A donation acknowledgement should be sent to the donor.

     

  5. Cash donations to the school for a specific purpose (restricted purpose) shall be maintained in a separate activity account and expended as indicated by the donor as long as the board has approved a policy for the donation to be maintained at the school level. Tracking this balance as a separate account with proper supporting documentation for expenditures will reflect that the donor’s wishes were met.

     

  6. Cash donations to the school for general use (unrestricted purpose) shall be deposited in a general account as long as the board has approved a policy for donations to be maintained at the school level. The principal and SBDM council will decide the use of these donations. These donations must be used to support student activity.

     

  7. Equipment or other property donations to the school will remain at the school and be included on school inventory records and become the property of the local board. These donated items shall be reported at year-end along with cash donations to the school board.

Actions Taken

Motion Passed:  The Covington Board approves the Donations FY19 from School Activity Funds passed with a motion by Ms. Glenda Huff and a second by Ms. Sarah Flerlage.

IX.5. Monthly Financials ~ May
Ms. Annette Burtschy, Director of Finance
Rationale

Budget Narrative for May FY2019 monthly financial statement:

 

  1. General fund (fund 1) – as of 5/31/19, revenue received of 42.7 million with expenses of 30.3 million. 

  2. Special revenue (fund 2) – as of 5/31/19, revenue received of 7.2 million with expenses of 7.5 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 5/31/19, revenue received of $331,260 with expenses of $331,260.  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 5/31/19, revenue received of 1 million with expenses of 1.7 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 5/31/19, revenue received of $429,000 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 5/31/19, revenue received of 1.9 million with expenses of 1.9 million.  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 5/31/19, revenue received of $412,000 with expenses of $325,000.  Revenue comes in throughout the fiscal year.

  8. Food service fund (fund 51) – as of 5/31/19, revenue received of 4 million with expenses of 2.6 million. 

     

     

     

    Completed 6/3/19 by Annette Burtschy

 

Actions Taken

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

IX.6. 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 Expenditures passed with a motion by Ms. Glenda Huff and a second by Ms. Sarah Flerlage.

X. 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.

X.1. Approval of Minutes ~ June 6, 2019 Regular Meeting
X.2. Approval of Minutes ~ June 6, 2019 Special Meeting
X.3. Emergency Certified Full-Time Teacher ~ Ms. Autumn Strong
Mr. Eric Neff, Director of Personnel
Rationale

Autumn Strong has been recommended as an Emergency Certified Full-Time Teacher. Ms. Strong is enrolled in an Option 6 Program but not eligible for certification at this time. 

X.4. KSBA Medicaid Billing Contract
Ms. Michelle Bertke, Director of Sepcial Ed
Rationale

KSBA is our third party vendor for Medicaid Billing. Beginning with the 2019-2020 school year, they are increasing their fee from 8% to 9% of our reimbursement. Attached is letter explaining the increase and updated contract noting that change. 

X.5. A Step Ahead Pediatric Therapy Contract
Ms. Michelle Bertke & Ms. Esther Brady
Rationale

Attached contract with A Step Ahead Pediatric Therapy is required in order to provide Occupational Therapy (OT) and Physical Therapy (PT) Services as outlined in a child's Individual Education Plan (IEP) for the 2019-2020 school year. 

X.6. Holmes High School Class of 2019
Mr. Scott Hornblower, Holmes High School Principal
Rationale

There are 147 graduates. The insertion of their names is in recognition of the graduate's completion of their K-12 education. These students earned 484 college credit hours with three students earning 20 or more college credits. Eighteen students earned merit scholarship money through their university/college of choice, where they could earn $1,545,500.00 over four years. As the Class of 2019 earn $100,000.00 KEES money. Sixty-six graduated Career Ready, they passed either KOSSA or an industry certification. Six graduated College Ready, they met benchmark on English, Math, and Reading through the ACT assessment. Eighteen graduated College and Career Ready, they passed their KOSSA/industry certification and met the academic benchmark for English, Math, and Reading. 

XI. Individual Approval Agenda Items
XI.1. District Assurances
Ms. Suzanne Thompson, Elementary Director Mr. Bill Grein, Secondary 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 ProgramAssurances, 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.
 

Actions Taken

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

XII. Addendum Agenda (Action Possible)
XII.1. Revised Salary Schedule 2019-2020
Ms. Annette Burtschy, Director of Finance
Rationale

The Covington Board of Education approved the 2019-2020 salary schedules on 4/25/19.  The board requested the district look into raising the classified raise (excluding bus drivers) from a 2% raise to 3%.  At this time, the district has enough information to determine that there is enough money left over from fiscal year 2019 to increase the classified raise to 3%.  The cuts that were made to balance the May approved tentative budget can be brought back as well.

Actions Taken

Motion Passed:  The Covington Board of Education approves the Revised Salary Schedule for 2019-2020 passed with a motion by Ms. Glenda Huff and a second by Ms. Sarah Flerlage.

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

June 23-26 ~ Model Schools Conference

June 27 ~ SkillsUSA Nationals in Louisville 

July 8 ~ District Enrollment Center Opens

July 19 ~ Camp Covington Summer Program ends

July 25 ~ Regular Board Meeting, 5:00 p.m., Covington Board of Education 

August 13 ~ Opening Day for Staff, Schools Closed

August 14 ~ PD Day #1, Schools Closed

August 15 ~ First Day for Students, Grades K - 12

August 26 ~ First Day for Pre-School Students

XVI. Executive Session
Actions Taken

Motion Passed:  The Covington Board of Education approves to enter into Executive Session at 6:37 p.m., pursuant to KRS 61.800 (1) (m) for discussion of a specific public record exempted from disclosure under KRS 61.878 (1) (m) passed with a motion by Ms. Glenda Huff and a second by Ms. Sarah Flerlage.

Motion Passed:  The Covington Board of Education approves to exit from Executive Session at 6:55 p.m. passed with a motion by Ms. Glenda Huff and a second by Ms. Sarah Flerlage.

XVII. Adjournment
Mr. Tom Wherry, Board Chair