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I.
Call to Order
Ms. Glenda Huff, Board Chair
II.
Roll Call
Ms. Glenda Huff, Board Chair
III.
Pledge of Allegiance
Ms. Glenda Huff, Board Chair
IV.
Welcome and Board Chair Comments
Ms. Glenda Huff, Board Chair
V.
Public Input
Ms. Glenda Huff, Board Chair
This is an opportunity for the community to provide input and comments on district business. To submit public input, for scheduled virtual meetings email Becky Egan, Administrative Assistant to the Superintendent by 3 p.m., one day prior to the scheduled meeting at becky.egan@covington.kyschools.us
Please include in the email:
- Full name
- Address
- Comments you would like addressed to the Covington Board of Education
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: Comments 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.
VI.
Informational Items (Action Possible)
VI.1.
Equity Proposal
Mr. Alvin Garrison, Superintendent
Dr. Roger Cleveland and Mr. Rodney Jackson from Millennium Learning Concepts conducted an Equity Desk Audit and provided the results to the Board of Education at a Special Meeting on February 20, 2021. The purpose of the desk audit is to provide a high-level overview of opportunities and challenges related to equity for the Covington Independent Public School District.
Dr. Roger Cleveland provided an equity proposal that includes: a) Support Covington Independent Public Schools in creating an equity framework for effective planning and processing. b) Determine key high-leverage policies, structures and practices that can be addressed to mitigate inequities in the core educational domains. c) Support the system-wide development of knowledge and skills among adults to facilitate a culture of ongoing equity in teaching, learning, and culture. d) Facilitate high level Equity Work Sessions with CIPS senior leadership. e) Support the development of an Equity Plan for the Covington Independent Public Schools Provide training for District Equity Committee. f) Provide Equity training for the Finance and Budget Committee.
VI.2.
Ignite Institute Memorandum of Understanding
Mr. Alvin Garrison, Superintendent
Ignite Institute is a next-generational education center, located at 37 Atlantic Avenue, Erlanger, Kentucky, that serves the Northern Kentucky/Greater Cincinnati region. Ignite Institute offers learning by creating reality where industry and education work together to ensure that students have the skills and creativity to succeed in our fast-paced, technology-driven society.
The Memorandum of Agreement between Boone County School District and Covington Independent Public Schools includes; Scope and Term, Finance, Curriculum and Code of Conduct.
Included in the packet is the Ignite Institute required courses.
To explore more information regarding Ignite Institute visit their website at: https://www.igniteinstitute.org/
VI.3.
Hybrid and Remote Learning Update
Mr. Scott Alter, Assistant Superintendent of Learning Support
Per request of the board, an update on Hybrid and Remote Learning will be provided. To provide the board with the most up to date participation data, reports will be emailed to the board the day prior.
VI.4.
Personnel Actions
Mr. Eric Neff, Director of Personnel
The personnel actions listed on the exhibit have taken place since the board meeting of February 25, 2021.
VI.5.
Summer Program 2021
Ms. Stacie Strotman, Director of Community and Family Engagement
Attached is an overview of the proposed summer program and budget.
VI.6.
Medicaid Billing ~ EzEdMed
Ms. Esther Brady, Director of Special Educaiton
KSBA changed to CompuClaim for third party vendor for Medicaid billing in 2019-20. This system has been difficult to use and we received little support from the company to work through challenges.
We have not been able to successfully submit claims and have therefore not received any reimbursement for this school year.
We request that we return to our previous vendor EzEdMed. The company is easy to work with and the transition back to this platform will be simple. Additionally, we will save 4% in fees with this move (from 9% with CompuClaim to 5% with EzEdMed).
VII.
Report of the Treasurer
Ms. Annette Burtschy, Director of Finance
VII.1.
Monthly Financials ~ February
Ms. Annette Burtschy, Director of Finance
Budget Narrative for February FY2021 monthly financial statement:
- General fund (fund 1) – as of 2/28/21, revenue received of 34.8 million with expenses of 20.1 million.
- Special revenue (fund 2) – as of 2/28/21, revenue received of 7.2 million with expenses of 7.2 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.
- Capital outlay (fund 310) - as of 2/28/21, 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.
- Building fund (fund 320) - as of 2/28/21, revenue received of 1.2 million with expenses of $733,000.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.
- Construction fund (fund 360) - as of 2/28/21, revenue received of 3.9 million with expenses of 3.2 million.This fund is used to pay for the district’s construction projects.
- Debt Service fund (fund 400) – as of 2/28/21, revenue received of $0 with expenses of $623,000.See detailed explanation under capital outlay and building fund.
- Daycare fund (originally fund 50 – switched to fund 52 per KDE) – as of 2/28/21, revenue received of $315,000 with expenses of $198,000.Revenue comes in throughout the fiscal year.
- Food service fund (fund 51) – as of 2/28/21, revenue received of 1.7 million with expenses of 1.2 million.
- School Activity Fund (fund 25) – as of 2/28/21 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 3/1/21 by Annette Burtschy
VII.2.
Student Athletic Insurance FY21 Bid
Ms. Annette Burtschy, Director of Finance
Student and Athletic Insurance Bid with Roberts Insurance, Richmond, Kentucky, Contract Period 7/1/21 through 6/30/22. The Student and Athletic package would be with K & K Insurance with Zurich American Insurance Company taking Plan 1: 100% Usual & Customary with a premium of $50,183.60. This is our current carrier for FY21. Contract period will be July 1, 2021 thru June 30, 2022.
Attached is the renewal from Roberts Insurance. There is a decrease of $730 in premium from FY21 to FY22. The budget committee met in March of 2021 and discussed our options. It is the budget committee’s recommendation to stay with Roberts Insurance.
VII.3.
Auditing Services for Fiscal Year '21
Ms. Annette Burtschy, Director of Finance
Professional services such as Auditing Services does not have to be bided out by a school district. However, it is good business sense to bid out every 2-5 years at least. The last time the district bided out auditing services was for the 18/19 school year. The budget committee met in March of 2021 and discussed our options. It is the budget committee’s recommendation not to bid out at this time and stay with Barnes Dennig.
VII.4.
Warrant Expenditure Report
Ms. Annette Burtschy, Director of Finance
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.
VIII.
Consent Agenda
VIII.1.
Approval of Minutes ~ February 20, 2021 Special Meeting
VIII.2.
Approval of Minutes ~ February 25, 2021 Regular Meeting
VIII.3.
Approval of Minutes ~ March 11, 2021 Regular Meeting
VIII.4.
ESSER II Assurances
Bill Grein, Annette Burtschy
The second round of ESSER II funds from the Federal Government that the Covington Independent Public Schools is eligible to apply for is $ 9,208,715. The attached Assurance Document states that the Superintendent will assure that the district will operate consistent with the requirements of Section 442 of the General Education Provisions Act (GEPA) (20 U.S.C. 1232e). The Assurance must be approved before the district completes the application for the funds.
The grant application will be brought to the board on April 22nd (first reading) and May 13th (Approval) to meet the application deadline of May 15th.
VIII.5.
Leave of Absence Request- Employee #6503
Mr. Eric Neff, Director of Personnel
Employee #6503 is requesting a leave of absence beginning March 15, 2021 and ending April 19, 2021. Leave is partially paid and unpaid.
VIII.6.
Leave of Absence Request- Employee #6117
Mr. Eric Neff, Director of Personnel
Employee #6117 is requesting a leave of absence beginning March 15, 2021 and ending June 3, 2021. Leave will be paid.
VIII.7.
Leave of Absence Request- Employee #5612
Mr. Eric Neff, Director of Personnel
Employee #5612 is requesting a leave of absence beginning February 26, 2021 and ending May 5, 2021. Leave is unpaid.
VIII.8.
Leave of Absence Request- Employee #1527
Mr. Eric Neff, Director of Personnel
Employee #1527 is requesting a leave of absence beginning March 02, 2021 and ending May 3, 2021. Leave is partially paid and unpaid.
VIII.9.
Leave of Absence Request- Employee #5242
Mr. Eric Neff, Director of Personnel
Employee #5242 is requesting a leave of absence beginning February 8, 2021 and ending February 12, 2021. Leave will be paid.
VIII.10.
Leave of Absence Request- Employee #5242
Mr. Eric Neff, Director of Personnel
Employee #5242 is requesting a leave of absence beginning March 12, 2021 and ending April 30, 2021. Leave is partially paid and unpaid.
VIII.11.
Leave of Absence Request- Employee #4043
Mr. Eric Neff, Director of Personnel
Employee #4043 is requesting a leave of absence beginning February 4, 2021 and February 12, 2021. Leave will be paid.
IX.
Individual Approval Agenda Items
IX.1.
303 Court Street PILOT Agreement
Mr. Alvin Garrison, Superintendent
Attached is a proposal for a Payment in Lieu of Taxes (PILOT) and Local Participation Agreements (LPA) with the Covington Independent School District and Al. Neyer LLC and Urban Sites, LLC regarding 303 Court Street. The agreement outlines the guidelines and criteria.
IX.2.
Gastright Committee Idea
Mr. Stephen Gastright, Board Member
Mr. Stephen Gastright, Board member would like to discuss creating his committee idea.
IX.3.
Haggard Committee Idea
Mr. Tom Haggard, Board Member
Mr. Tom Haggard, Board member would like to discuss creating his committee idea.
X.
Addendum Agenda (Action Possible)
XI.
Report of the Attorney
Ms. Mary Ann Stewart, Board Attorney
XII.
Further Discussion and/or announcements by the Board of Education
Mr. Alvin Garrison, Superintendent
XIII.
Upcoming Events
Mr. Alvin Garrison, Superintendent
April 8 ~ Regular Board Meeting, in-person or virtual TBA
April 12-16 ~ Spring Break, Schools Closed
April 21 ~ Excellence in Education Celebration, details TBA
May 14-16 ~ KSBA's 2021 Annual Conference, Louisville Marriott Downtown
XIV.
Executive Session
Pursuant to KRS 61.810 (1) the Board may go into executive session.
XV.
Adjournment
Ms. Glenda Huff, Board Chair
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