The personnel actions listed on the exhibit have taken place since the board meeting of April 30, 2020.

The board requested at the last board meeting additional Carnegie Programming Options to support Non Traditional Instruction. Attached to this board agenda item, you will find the original programming options and Non Traditional Instruction Options.

Budget Narrative for April FY2020 monthly financial statement:

1. General fund (fund 1) – as of 4/30/20, revenue received of 38.9 million with expenses of 28 million. 

2. Special revenue (fund 2) – as of 4/30/20, revenue received of 6.3 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 4/30/20, 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 4/30/20, 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 4/30/20, revenue received of $1,092,000 with expenses of $949,000.  This fund is used to pay for the district’s construction projects. 

6. Debt Service fund (fund 400) – as of 4/30/20, revenue received of $0 with expenses of $669,000.  See detailed explanation under capital outlay and building fund.

7. Daycare fund (originally fund 50 – switched to fund 52 per KDE) – as of 4/30/20, revenue received of $385,000 with expenses of $274,000.  Revenue comes in throughout the fiscal year.

8. Food service fund (fund 51) – as of 4/30/20, revenue received of 3.5 million with expenses of 2.3 million. 

    

   Completed 5/1/20 by Annette Burtschy

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.

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.

Budget development for the school activity accounts is 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).           

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

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

c) 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).

a) The Principal’s Combining Budget will list the summary budget information for each activity account in the school activity fund.

b) The Principal’s Combining Budget is due to the district finance officer by May 1.

c) 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.

d) Within 30 days of the beginning of the school year, the principal shall adopt the board approved tentative activity fund budget for the current year. 

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 $6.6 million to be used to balance the FY’21 budget. 

Attached are the results of our proposals for our property, liability and worker compensation insurance for FY21.  There were slight increases in both property, liability and worker compensation insurance.

The Property/Liability package would be with Liberty Mutual with a premium of $278,475 and the Worker’s Compensation package would be with Liberty Mutual at $182,291.  These are both our current carriers for FY20.  The district’s current insurance provider/agent would still be with Crawford Insurance. 

CIPS Staff and Crawford Insurance have formed a safety committee to take a proactive approach on safety in our district. This committee continues to meet periodically.  Having this safety committee in place can only help decrease the number of claims & the mod factor over time for the district.  Both of these are used to determine the district’s premium.  If the district sees a decrease in both of these factors then the district could see a lower premium saving the district money. 

Amber Ba has been recommended as an Emergency Certified Full-Time Teacher at John G. Carlisle.

RESOLUTION OF THE BOARD OF EDUCATION OF THE COVINGTON INDEPENDENT SCHOOL DISTRICT, AUTHORIZING AND APPROVING THE EXECUTION OF A LEASE AGREEMENT WITH THE COVINGTON INDEPENDENT SCHOOL DISTRICT FINANCE CORPORATION AND ANY FURTHER NECESSARY INSTRUMENTS; APPROVING CERTAIN ARCHITECTS' PLANS FOR THE CONSTRUCTION OF CERTAIN SCHOOL BUILDING PROJECTS; APPROVING THE EXECUTION OF CONTINUING DISCLOSURE PROCEDURES, AND APPROVING THE PLAN OF FINANCING THE COST OF SAID PROJECT.

Pursuant to KRS 160.346 (1) (e) "Turnaround plan" means a mandatory school plan that is designed to improve student learning and performance with evidence-based interventions as defined in Every Student Succeeds Act of 2015 (ESSA) and that is developed and implemented by the local school district in partnership with stakeholders, including the principal, other school leaders, teachers, and parents. KRS 160.346 (7) (h, section 3) The turnaround plan shall be reviewed for approval by the superintendent and the local board of education and shall be subject to review, approval, monitoring, and periodic review by the department as described in KRS 158.782.

Attached is the NTI plan to be submitted to KDE for approval for Covington Independent Schools for the 2020-2021 school year.    

School districts wishing to participate in the Non-Traditional Instruction program complete an application in the spring of the year before implementation. A review committee uses a rubric to evaluate district applications and districts with successful applications are accepted into the NTI program. School districts implement their NTI plan in the following school year and submit documentation of the NTI days to the Kentucky Department of Education. Based on the documentation submitted, the Commissioner of Education is able to grant waivers to school districts for up to 10 NTI days to be included in the district calendar as student attendance days. 

The NTI program is codified in KRS 158.070(9): Notwithstanding any other statute, each school term shall include no less than the equivalent of the student instructional year in subsection (1)(f) of this section, or a variable student instructional year in subsection (1)(h) of this section, except that the commissioner of education may grant up to the equivalent of ten (10) student attendance days for school districts that have a nontraditional instruction plan approved by the commissioner of education on days when the school district is closed for health or safety reasons. The district's plan shall indicate how the nontraditional instruction process shall be a continuation of learning that is occurring on regular student attendance days. Instructional delivery methods, including the use of technology, shall be clearly delineated in the plan. Average daily attendance for purposes of Support Education Excellence in Kentucky program funding during the student attendance days granted shall be calculated in compliance with administrative regulations promulgated by the Kentucky Board of Education.

Requesting approval for the following items that fall under BG 20-217 Roofing Project at Instructional Support, James E. Biggs, Latonia Elementary, Sixth District Elementary, Glenn O. Swing Elementary, and Holmes Connector.

1.  AIA Document -Contractual agreement between owner and contractor

 Board Action: Approve the contract with Imbus Roofing pending approval by KDE

2.  AIA Document - Contractual agreement between owner and architect

Board Action: Accept and Approve the contract with PCA/Ralph Cooper pending approval by KDE

3.  Construction Documents and Specifications for Roofing Projects

Board Action: Approve Construction Documents and Specifications for each roof project for submission to KDE

4.   BG1 Admendment - Contractual breakdown by individual facility with cost

Board Action:  Approve adding the construction contract breakdown per facility to the BG1 document for accounting purposes

Pursuant to CIPS Policy 03.12 Certified Compensation of Benefits and 03.22 Classified Compensation of Benefits, annually the Board establishes salary and benefits for all personnel.  This is the board approved salary schedule from 2019-2020 and there are no recommended salary schedule changes for the 2020-2021 school year. 

Approval is requested from the Board of Education to provide $25,000 for a two week virtual summer program.  The proposed plan is for three hours per day and includes academic, art and youth development programming.  Weekly home visits will be completed for each registered student to encourage participation and attendance.  

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