Covington Independent
July 25, 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
Actions Taken

Motion Passed:  The Covington Board of Education excuses the absence of April Brockhoff from the meeting passed with a motion by Ms. Glenda Huff and a second by Ms. Sarah Flerlage.

III. Amend the Agenda
Mr. Tom Wherry, Board Chair
Rationale

Mr. Tom Wherry, Board Chair, requested to amend the agenda.  Move item #21, District Facility Plan and item #6, Personnel Actions before item #1, District Continuous Improvement Work under Informational Items, per the request of Eric Neff, Director of Personnel.

Actions Taken

Motion Passed:  The Covington Board of Education approves to amend the agenda to move item #21, District Facility Plan and item #6, Personnel Actions before item #1, Continuous Improvement Work 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. District Recognition and Presentations
Board Member
VIII. Amended Agenda Items (Action Possible)
VIII.1. District Facility Plan Hearing Report
Mr. Eric Neff, Director of Personnel
Rationale

The District Facility Plan Hearing was conducted in an open meeting on June 27, 2019 at the Covington Board of Education.  The purpose of the meeting was to propose a new District Facility Plan developed by the Covington Independent Public School District Local Planning Committee. The Local Planning Committee (LPC) voted 14 in favor of the proposed new plan and the Board voted 5-0 to approve the new plan. There were 0 individuals in attendance. Mark Perry, PCA Architect, served as the locally-appointed hearing officer. Mr. Eric Neff, Director of Personnel/Facility and Grounds, was present. The attached District Facilities Plan Hearing Report requires Board approval. 

Actions Taken

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

VIII.2. Personnel Actions
Mr. Eric Neff, Director of Personnel
Rationale

The personnel actions listed on the exhibit have taken place since the board meeting of June 20, 2019.

IX. Informational Items (Action Possible)
IX.1. Continuous Improvement Work
Dr. Janice Wilkerson, Assistant Superintendent of Student Learning
Rationale

For the past two years, we have been engaged in a formal Continuous Improvement process. This presentation will include an overview of the process and two recent projects.

IX.2. NKCAC Early Head Start Project Collaboration 2019-2020 Agreement
Ms. Kimberly Terry, Director Chapman Child Development Center
Rationale

Covington Independent Public Schools has been partnering with Northern Kentucky Community Action Commission (NKCAC) for the past three years to provide Early Head Start services to qualifying families and children enrolled at Chapman Child Development Center.

The new contract will extend from August 1, 2019 to July 31, 2020.

The only change to the contract is on page 15.  Reimbursement of funds for lost Child Care Assistance will no longer be available.

Actions Taken

Motion Passed:  The Covington Board of Education approves the NKCAC Early Head Start Project Collaboration 2019-2020 Agreement passed with a motion by Ms. Glenda Huff and a second by Ms. Sarah Flerlage.

IX.3. Safe & Civil Schools Contract for 2019-2020
Dr. Janice Wilkerson, Assistant Superintendent of Student Support Services
Rationale

This is our yearly contract for Susan Isaacs to come speak to our administrators on the Multi-Tiered Systems of Behavior Support - Foundations.

Actions Taken

Motion Passed:  The Covington Board of Education approves the Safe & Civil Schools Contract for 2019-2020 passed with a motion by Ms. Glenda Huff and a second by Ms. Sarah Flerlage.

IX.4. KSBA 2019 Legal Policy Updates ~ First Reading
Rationale

The Kentucky School Boards Association provides updates on the legal policy amendments that must be made to our policies annually.  These amendments are based on changes with the Kentucky Revised Statutes (KRS), the Kentucky Administrative Regulations (KAR) and legal opinion.

These policy amendments were reviewed by district departments.

This is the first reading for these policy amendments, final reading will be on August 8, 2019 Regular Board meeting.

IX.5. Revised Policy ~ 09.211, Health Care Examinations - First Reading
Dr. Janice Wilkerson, Assistant Superintendent of Student Learning
Rationale

Our current policy, 09.211, Health Care Examinations, allows the students two (2) weeks to submit their immunization certificate after they enroll. Because of this, we often do not catch non-compliant students within that two-week time frame. 902 KAR 2.060 allows the district to require these immunization certificates upon enrollment. By revising policy 09.211, Health Care Examinations, to require immunization certificates upon enrollment, we will improve our health record compliance across the district, thereby reducing the risk of vaccine-preventable illness to students and staff. By collecting them upon enrollment, we will know up-front that our students have been immunized according to state law. This would apply to all students enrolling with the exception of students who are identified has homeless and fall under the McKinney-Vento Act. 

Policy, 09.211, Health Care Examinations, is a recommended change by the Director of Health Services, Jennifer Fowee, this policy was not included in the annual KSBA Recommended Policy Updates.

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

Budget Narrative for June FY2019 monthly financial statement:

 

  1. General fund (fund 1) – as of 6/30/19, revenue received of 44.3 million with expenses of 35.5 million. 

  2. Special revenue (fund 2) – as of 6/30/19, revenue received of 8.2 million with expenses of 8.9 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 6/30/19, 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 6/30/19, revenue received of 1.3 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 6/30/19, 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 6/30/19, 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 6/30/19, revenue received of $401,000 with expenses of $405,000.  Revenue comes in throughout the fiscal year.

  8. Food service fund (fund 51) – as of 6/30/19, revenue received of 4 million with expenses of 2.9 million. 

    Completed 7/1/19 by Annette Burtschy

 

 

Actions Taken

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

X.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 passed with a motion by Ms. Glenda Huff and a second by Ms. Sarah Flerlage.

X.3. SBDM Councils' Carryover Funds FY2019
Ms. Annette Burtschy, Director of Finance
Rationale

Unused ending balances may be carried over upon petition by the Site Based Council to the local Board of Education per KRS160.345.  The limit of what can be carryover is 5% of the original site based allocation.  The amount requested to carryover is $22,670.95 (see attached detail spreadsheet).

 

 

Actions Taken

Motion Passed:  The Covington Board of Education approves the SBDM Councils' Carryover Funds FY19 passed with a motion by Ms. Glenda Huff and a second by Ms. Sarah Flerlage.

XI. 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.

XI.1. Approval of Minutes ~ June 20, 2019 Special Meeting
XI.2. Approval of Minutes ~ June 20, 2019 Regular Meeting
XI.3. Fundraiser Request ~ Sixth District Kona Ice
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 a Kona Ice Fundraiser to raise money to support the student fund account.

XI.4. Covington Partners 2019-2020 Services Contract
Ms. Stacie Strotman, Director of Community and Family Engagement
Rationale

The proposed contract authorizes Covington Independent Public Schools to be reimbursed for staff member services by Covington Partners as outlined in the contract.

XI.5. Emergency Certified Full-Time Teacher ~ Ms. Cecelia Callahan
Mr. Eric Neff, Director of Personnel
Rationale

Cecelia Callahan has been recommended as an Emergency Certified Full-time Teacher for ESL.  Ms. Callahan is currently certified in English and Spanish.

XI.6. Emergency Certified Full-Time Teacher ~ Mr. Robert Conda
Mr. Eric Neff, Director of Personnel
Rationale

Robert Conda has been recommended as an Emergency Certified Full-Time Teacher.  Mr. Conda is waiting for Praxis scores to receive full KY certification.

XI.7. Emergency Certified Full-Time Teacher ~ Ms. Morgan Gilvin
Mr. Eric Neff, Director of Personnel
Rationale

Morgan Gilvin has been recommended as an Emergency Certified Full-Time Teacher.  Ms. Gilvin is testing for acceptance into the MAT Program.

XI.8. Emergency Certified Full-Time Teacher ~ Mr. William Schnell
Mr. Eric Neff, Director of Personnel
Rationale

William Schnell has been recommended as an Emergency Certified Full-Time Teacher.  Mr. Schnell is applying for acceptance to the MAT Program.

XI.9. Emergency Certified Full-Time Teacher ~ Ms. Stephanie Solano
Mr. Eric Neff, Director of Personnel
Rationale

Stephanie Solano has been recommended as an Emergency Certified Full-Time Teacher.

XI.10. Leave of Absence Request - Employee #3639
Mr. Eric Neff, Director of Personnel
Rationale

A leave of absence from employee's teaching position is requested for the 2019-2020 school year for medical reasons.

XII. Individual Approval Agenda Items
XIII. Addendum Agenda (Action Possible)
XIII.1. Emergency Certified Full Time Teacher ~ Ms. Beth Combs
Mr. Eric Neff, Director of Personnel
Rationale

Beth Combs has been recommended as an Emergency Certified Full-Time Teacher at Holmes Middle School.

Actions Taken

Motion Passed:  The Covington Board of Education approves the Emergency Certified Full-Time Teacher, Ms. Beth Combs passed with a motion by Ms. Glenda Huff and a second by Ms. Sarah Flerlage.

XIII.2. Emergency Certified Full Time Teacher ~ Ms. Shana Donskey
Mr. Eric Neff, Director of Personnel
Rationale

Shana Donskey has been recommended as an Emergency Certified Full-Time teacher at Holmes High School.

Actions Taken

Motion Passed:  The Covington Board of Education approves the Emergency Certified Full-Time Teacher, Ms. Shana Donskey passed with a motion by Ms. Glenda Huff and a second by Ms. Sarah Flerlage.

XIII.3. Emergency Certified Full Time Teacher ~ Mr. Matthew Pederson
Mr. Eric Neff, Director of Personnel
Rationale

Matthew Pederson has been recommended as an Emergency Certified Full-Time Teacher at Holmes High School.

 

Actions Taken

Motion Passed:  The Covington Board of Education approves the Emergency Certified Full-Time Teacher, Mr. Matthew Pederson passed with a motion by Ms. Glenda Huff and a second by Ms. Sarah Flerlage.

XIII.4. Emergency Certified Full Time Teacher ~ Mr. William Schult
Mr. Eric Neff, Director of Personnel
Rationale

William Schult has been recommended as an Emergency Certified Full-Time Teacher at Holmes Middle School.

Actions Taken

Motion Passed:  The Covington Board of Education approves the Emergency Certified Full-Time Teacher, Mr. William Schult passed with a motion by Ms. Glenda Huff and a second by Ms. Sarah Flerlage.

XIII.5. Emergency Certified Full-Time Teacher ~ Ms. Brittany Vancini
Mr. Eric Neff, Director of Personnel
Rationale

Brittany Vancini has been recommended as an Emergency Certified Full-Time Teacher at Transformational Learning Center.

Actions Taken

Motion Passed:  The Covington Board of Education approves the Emergency Certified Full-Time Teacher, Ms. Brittany Vancini passed with a motion by Ms. Glenda Huff and a second by Ms. Sarah Flerlage.

XIV. Report of the Attorney
Ms. Mary Ann Stewart, Board Attorney
XV. Further Discussion and/or announcements by the Board of Education
Mr. Alvin Garrison, Superintendent
XVI. Upcoming Events
Mr. Alvin Garrison, Superintendent
Rationale

July 29 ~ Stuff the Bus Challenge, Chick-fil-A Newport Pavilion, 11 a.m.- 7 p.m. 

August 6 ~ John G. Carlisle Meet the Teacher, 5 p.m. - 7 p.m. 

August 7 ~ Holmes High School Readifest, 4 p.m. - 6 p.m. 

August 7 ~ Holmes Middle School Open House/Meet the Teacher, 5 p.m. - 7 p.m.

August 8 ~ Glenn O. Swing Meet the Teacher, 4 p.m. - 6 p.m. 

August 8 ~ Sixth District Dolphin Fest, 4:30 p.m. - 6:30 p.m.

August 8 ~ Latonia Meet the Teacher, 4:30 p.m. - 6:30 p.m. 

August 9 ~ Ninth District Readifest/Meet the Teacher, 4 p.m. - 6 p.m. 

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

XVII. Executive Session
Rationale

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

XVIII. Adjournment
Mr. Tom Wherry, Board Chair