Covington Independent
August 29, 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 approves the absence of Mr. Tom Wherry, Board Chair passed with a motion by Ms. April Brockhoff 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
VII. Informational Items (Action Possible)
VII.1. Personnel Exhibit
Mr. Eric Neff, Director of Personnel
Rationale

The personnel actions listed on the exhibit have taken place since the board meeting on July 25, 2019.

VII.2. KSBA 2019 Review of Procedure Amendments
Mr. Alvin Garrison, Superintendent
Rationale

Each year, amendments to policy procedures must be reviewed by the Board.

VII.3. Data Security and Breach Notification Best Practice Guide Review
Mr. Jamarcus White, Director of Technology
Rationale

Pursuant to 702 KAR 1:170, Kentucky school districts are required to review the Data Security and Breach Notification Best Practice Guide prior to August 31 of each year.  CIPS Policy 01.61 Records Management and CIPS Procedure 01.61 AP. 11 Notice of Security Breach and Investigation Procedures have been amended to reflect this change.

VII.4. School Based Decision Making Council Questions
Mr. Tom Wherry, Board Chair
Rationale

Tom Wherry, Board Chair, has requested a review of the School Based Decision Making Council Questions for the 2019-2020 board meetings. These questions touch on subjects including; PLC Collaboration, Teacher Retention, Initiatives, Behavior Issues and Charter Schools. The questions will be submitted to the Principals to prepare for their school presentations at their designated board meetings. Attached are the questions from 2018-2019 board meetings.

VIII. Report of the Treasurer
Ms. Annette Burtschy, Director of Finance
VIII.1. Adoption of Tax Rate(s) for 2019-2020 School Year
Ms. Annette Burtschy, Director of Finance
Rationale

Each Year the Board of Education is required to adopt the tax rate for the fiscal year and submit adopted rate(s) to the State of Kentucky as well as the county clerk for distribution of tax bills.  The Compensating Tax Rate is being recommended and is being adopted using the provision of House Bill 44 which requires no public hearing.

The 4% increase general fund tax rate for 2019-2020 is 111.6 cents on real property with a 0.2 exoneration for a grand total of 111.8 cents and 114.3 cents on personal property with a 0.2 exoneration for a grand total of 114.5 cents and is expected to produce $18,158,070.  If all calculated revenues are received this will be an increase of $1,129,506.  Revenue received in excess of last year’s revenue will be allocated to meet current operating expenses of the General Fund. 

The compensating rate for 2019-2020 is 107.4 cents on real property with a 0.2 exoneration for a grand total of 107.6 cents and 110.1 cents on personal property with a 0.2 exoneration for a grand total of 110.3 cents and is expected to produce $17,476,216.  All rates are per $100 valuation. 

The Motor Vehicle Tax Levy for FY 2019-2020 is 85.9 cents per $100 valuation. 

Attached are the reporting forms from the State of Kentucky and the calculation of the proposed tax rates.

Actions Taken

Motion Passed:  The Covington Board of Education approves the Adoption of the Compensating Tax Rate(s) for the 2019-2020 School Year passed with a motion by Ms. Sarah Flerlage and a second by Mr. Jerry Avery.

VIII.2. School Activity Fund Balances - July 2018 through June 2019
Ms. Annette Burtschy, Director of Finance
Rationale

The Kentucky Department of Education recognizes that it is a best-practice for board members to be knowledgeable of each schools’ activity fund balances.  School activity fund balances for a 6 month period will be brought to the board in January/February (July through December) & July/August (July 2018 through June 2019) of each year.  

Actions Taken

Motion Passed:  The Covington Board of Education approves the School Activity Fund Balances - July 2018 through June 2019 passed with a motion by Ms. Sarah Flerlage and a second by Mr. Jerry Avery.

VIII.3. School Activity Information on Receipts (Revenues) for FY19
Ms. Annette Burtschy, Director of Finance
Rationale

This is a new item for the board that the board requested during the May 2018 board meeting.  The board wanted to see the school activity receipts (revenue) broken down by category in regards to student generated money versus non-student generated money.  This will be brought to the board each July/August showing detail information on receipts from the prior year.

 

                 

Actions Taken

Motion Passed:  The Covington Board of Education approves the School Activity Information on Receipts for FY19 passed with a motion by Ms. Sarah Flerlage and a second by Mr. Jerry Avery.

VIII.4. 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 July passed with a motion by Ms. Sarah Flerlage and a second by Mr. Jerry Avery.

VIII.5. Monthly Financials ~ July
Ms. Annette Burtschy, Director of Finance
Rationale

Budget Narrative for July FY2020 monthly financial statement:

 

  1. General fund (fund 1) – as of 7/31/19, revenue received of 10.9 million with expenses of 2 million. 

  2. Special revenue (fund 2) – as of 7/31/19, revenue received of $301,000 with expenses of $275,000.  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 7/31/19, revenue received of $162,000 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 7/31/19, revenue received of $239,000 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 7/31/19, revenue received of $0 with expenses of $4,000.  This fund is used to pay for the district’s construction projects. 

  6. Debt Service fund (fund 400) – as of 7/31/19, revenue received of $0 with expenses of $55,000.  See detailed explanation under capital outlay and building fund.

  7. Daycare fund (originally fund 50 – switched to fund 52 per KDE) – as of 7/31/19, revenue received of $0 with expenses of $5.  Revenue comes in throughout the fiscal year.

  8. Food service fund (fund 51) – as of 7/31/19, revenue received of $1,336,000 with expenses of $87,000. 

     

    NOTE: fund 1 and fund 2 aren’t balanced in MUNIS as of July 31, 2019.  Budgets are being worked on during the summer.

     

     

    Completed 8/1/19 by Annette Burtschy

 

 

Actions Taken

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

IX.1. Approval of Minutes ~ August 8, 2019 Regular Meeting
IX.2. Approval of Minutes ~ August 12, 2019 Special Meeting
IX.3. Fundraiser Request ~ Sixth District Book Fair
Mr. Brian Walz, Principal
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 approval for a Book Fair in October to benefit all students.

IX.4. Fundraiser Request ~ Ninth District Coffee Cart
Mr. Eddy Bushelman, Principal
Rationale

Pursuant to CIPS Policy 09.33 Fund Raising Activities, Board approval is required for all school-wide fundraising activities. Ninth District is requesting approval to run a Coffee Cart. The Coffee Cart will raise funds for classroom needs, and teach students job skills, selling hot drinks.

IX.5. Fundraiser Request ~ Glenn O Swing Kona Ice
IX.6. Orientation and Mobility Contract 2019-2020
Ms. Esther Brady, Director of Special Education
Rationale

In order to meet Individual Education Plan (IEP) goals for some of our students, it is necessary that we contract with an outside agency to provide orientation and mobility services not to exceed fifty hours per month. The attached contract from Movin' OM, outlines those services for the 2019-2020 school year.

IX.7. Emergency Certified Full-Time Teacher ~ Ms. Donna Woods
Mr. Eric Neff, Director of Personnel
Rationale

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

IX.8. Emergency Certified Full-Time Teacher ~ Ms. Lana Morris
Mr. Eric Neff, Director of Personnel
Rationale

Lana Morris has been recommended as an Emergency Certified Full-Time Teacher at Ninth District.

IX.9. Emergency Certified Full-Time Teacher ~ Ms. Anita Beauchamp
Mr. Eric Neff, Director of Personnel
Rationale

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

X. Individual Approval Agenda Items
X.1. KSBA 2019 Legal Policy Updates ~ Final 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. The only district revision made was on 09.429, Threat Assessments. Dr. Janice Wilkerson, Assistant Superintendent of Student Support, requested to amend Policy 09.429, Threat Assessments to include changes to the Establishment and Membership section. 

Actions Taken

Motion Passed:  The Covington Board of Education approves the KSBA 2019 Legal Policy Updates as a Final Reading passed with a motion by Ms. Sarah Flerlage and a second by Mr. Jerry Avery.

XI. Addendum Agenda (Action Possible)
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

September 2 ~ Labor day, Schools closed
September 3 ~ First day of school for all students
September 12 ~ Regular Board Meeting, 6 p.m. @ Glenn O Swing Elementary
September 14 ~ freshART Event at Behringer Crawford Museum
September 20 ~ HHS Homecoming Parade, time TBA
September 20 ~ HHS Homecoming Game, @ 7:00 p.m.
September 26 ~ Regular Board Meeting, 5 p.m. @ Central Office
September 27 ~ Covington Partners Platinum Anniversary, 6 p.m. at The Madison
September 30 ~ Gene Kerns, Unlocking Student Talent, 9 a.m. - 12 p.m. @ Life Learning Center
October 10 ~ Regular Board Meeting, 6 p.m. @ Sixth District 
October 11 ~ NKEA Day, Schools Closed
October 14 ~ PD#2, Schools Closed
October 24 ~ Regular Board Meeting, 5 p.m. @ Central Office

 

XV. Executive Session
Rationale

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

Actions Taken

Motion Passed:  The Covington Board of Education approves to enter in Executive Session pursuant to KRS 61.810 (1)(f) at 5:54 p.m. passed with a motion by Ms. April Brockhoff and a second by Ms. Sarah Flerlage.

Motion Passed:  The Covington Board of Education approves to end the Executive Session at 6:45 p.m. with no action taken passed with a motion by Ms. Sarah Flerlage and a second by Mr. Jerry Avery.

XVI. Adjournment
Mr. Tom Wherry, Board Chair