The personnel actions listed on the exhibit have taken place since the board meeting of August 27, 2020.

On September 14, 2020, two new tools were made available to Kentucky schools and school districts.  One is a color-coded framework that allows local districts to examine community data regarding COVID-19 to determine their mode of instruction (in-person, virtual, or hybrid).  The second is a mandated system for all Kentucky schools to report specific data daily regarding positive COVID-19 student/staff cases and numbers of students and staff members quarantined due to school-related activities. This is an informational item on these two tools.  

https://govstatus.egov.com/kycovid19

Budget Narrative for August FY2021 monthly financial statement:

1. General fund (fund 1) – as of 8/31/20, revenue received of 10.4 million with expenses of 3.9 million. 

2. Special revenue (fund 2) – as of 8/31/20, revenue received of $1,083,000 with expenses of $925,000.  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 8/31/20, revenue received of $163,000 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 8/31/20, revenue received of $298,500 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 8/31/20, revenue received of 3.7 million with expenses of $367,000.  This fund is used to pay for the district’s construction projects. 

6. Debt Service fund (fund 400) – as of 8/31/20, revenue received of $0 with expenses of $287,000.  See detailed explanation under capital outlay and building fund.

7. Daycare fund (originally fund 50 – switched to fund 52 per KDE) – as of 8/31/20, revenue received of $0 with expenses of $15,000.  Revenue comes in throughout the fiscal year.

8. Food service fund (fund 51) – as of 8/31/20, revenue received of $1,078,000 with expenses of $117,000.

9. School Activity Fund (fund 25) – as of 8/31/20 revenue received of 335,500 with expenses of -4,000.  This fund was set up end of FY20 due to a new GASB standard that went into effect.  All Redbook monies have to be entered into MUNIS.  This is the start of the fund therefore the expenses have a negative balance.  In FY21, it will balance out to not have negative expenses.

    

    

   Completed 9/1/20 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.

The Board of Education is required to approve a close estimate Working Budget for all funds by September 30^th of each year.   Each of the funds is balanced with anticipated expenditures equaling anticipated revenue.  Special Revenue includes all new projects for FY2021.  Building Fund, Capital Outlay Fund, Food Service Fund, Debt Service Fund, and Daycare Fund are also presented in this Working Budget.

The General Assembly continues to allow flexibility in the use of school district capital funds without forfeiting the district’s eligibility to participate in the School Facilities Construction Commission (SFCC) program.  To exercise that flexibility, a district must submit a Capital Funds Request (CFR) electronically through e-mail to Jana Cox, at the Kentucky Department of Education, Division of District Support, in order for proper processing to occur. 

Please find attached the Capital Funds Request (CFR) that will be submitted to KDE.  The district is including HHS & HMS FY’21 lease payments on the 1 to 1 devices, FY’21 property insurance premiums on our buildings, and two buses for the district.  The total of these expenses are $693,418.  Once approved by KDE, these general fund expenses will be moved over to this funding.  This will free up the general fund by $693,418.  This freed up money will be used to help balance the FY’21 general fund budget.

In September 2020 the summer surplus items were recognized and advertised to all staff, on CIPS website, and outside vendors.  Six bidders responded and the items awarded as indicated.  Total bid to be awarded is $434.99.  

The following additional items for John G. Carlisle Elementary determined to be needed once school occupied the new office receptionist area.

John G. Carlisle:

• Relocate AIPhone controls for the east ADA entrance into the new area
• Relocate power supply to the new area
• Extend conduit and wiring from old office area into the new office area
  for door release and AIPhone wall station

The total cost for this Change Order work is $1,177.93.

The Kentucky Department of Education requires Covington Independent Public Schools to approve the BG-4 Form to reflect the final construction cost.  Please see the attached BG-4 Form.

The Kentucky Department of Education requires Covington Independent Public Schools to approve the BG-5 Form to reflect the final project cost. After the BG-5 is approved with KDE, the unspent residual funds that are available can be used for other BG-1 capital projects.  Please see the attached BG-5 Form.

The Kentucky Department of Education requires Covington Independent Public Schools to approve the BG-4 Form to reflect the final construction cost.  Please see the attached BG-4 Form.

The Kentucky Department of Education requires Covington Independent Public Schools to approve the BG-5 Form to reflect the final project cost. After the BG-5 is approved with KDE, the unspent residual funds that are available can be used for other BG-1 capital projects.  Please see the attached BG-5 Form.

Assistant Superintendent of Learning Support, Mr. Scott Alter will provide an update regarding the first few weeks of school in relation to remote learning.

Superintendent, Mr. Alvin Garrison would like Board approval to return to School on September 28, 2020 following the Hybrid Model.

Superintendent, Mr. Alvin Garrison is requesting approval to extend the rental of computers agreement with Blair Technologies through October.

October 7 ~ Regular Board Meeting ~ Sixth District, www.covington.kyschools.us @ 5 p.m.

October 22 ~ Regular Board Meeting ~ Glenn O Swing Elementary, www.covington.kyschools.us @ 5 p.m.

November 5 ~ Regular Board Meeting ~ Ninth District, www.covington.kyschools.us @ 5 p.m.

November 19 ~ Regular Board Meeting, www.covington.kyschools.us @ 5 p.m.

December 10 ~ Regular Board Meeting ~ Latonia Elementary, www.covington.kyschools.us @ 5 p.m.

Visit our online CIPS apparel store: https://cipsapparel2020.itemorder.com/sale

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