Covington Independent
June 24, 2021 5:00 PM
Covington Board of Education
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
VI. Informational Items (Action Possible)
VI.1. Personnel Actions
Mr. Eric Neff, Director of Personnel
Rationale

The personnel actions listed on the exhibit have taken place since the board meeting on May 27, 2021.

VI.2. Emergency Full-Time Teacher Blanket Approval for Employment
Mr. Eric Neff, Director of Personnel
Rationale

A blanket approval for Employment of Emergency Full-Time Teacher will prevent the disruption of instruction and ensure that the district is in compliance with the standards of the Education Professional Standards Board. These teachers have a degree, but do not have Kentucky certification for their assignment due to finalization of the certification process, acceptance into an alternative certification program, PRAXIS test scores verification or the assignment is out of their area of certification. All emergency full-time applications sent to EPSB will be approved by Superintendent Mr. Alvin Garrison first.

VI.3. 2021-2022 Carnegie Proposal
Ms. Suzanne Thompson, Ms. Alissa Paasch, Carnegie
Rationale

Attached are three Carnegie Options that include virtual options for the 2021-2021 school year. Also attached is a contract with Virtual Instruction verbiage.

Attachments
VI.4. District Assurances
Suzanne Thompson
Rationale

This is our yearly review of the Assurances from the Kentucky Department of Education stating the Covington Independent Public Schools and the Non-Public Schools that receive funding from our district are in compliance with all the assurances listed in the Grant Management System document.

The District Assurances state CIPS is in compliance with various programs in the district. The assurances are general assurances that the district must follow.

Upon review and approval, we will send a statement via GMAP to KDE from Mr. Garrison with the meeting date stating that we will be in compliance with these assurances.

This process is required to be completed by June 30, 2021 in order to submit a cash request from KDE. 

Attachments
VI.5. Covington Virtual School Update for 2021-2022
Mr. Scott Alter, Assistant Superintendent of Learning Support
Rationale

Per the Board’s request, an update will be presented to the Board of Education by Holmes High School Co-Principals, Mr. Tony Magner and Ms. Angela Turnick regarding the 2021-2022 Covington Virtual Program that will be offered to students in grades 6-12 in Covington Independent Public Schools.

 

VI.6. 2021-2022 District Technology Plan
Mr. Jamarcus White, Director of Technology
Rationale

Director of Technology, Mr. Jamarcus White met with Covington Independent Public Schools' leadership and formed a Technology Committee and determined that there were 3 major focus points for Covington Independent Schools for the 2021-2022 school year.

Technology Infrastructure, Staff, Student and Parent Technology Literacy, and Budget and
Resources.

Covington Independent Public Schools realizes that the way we use technology is constantly evolving and changing and that software, hardware and other technologies should be acquired and maintained to ensure a modern learning environment so that our students can become productive members of the
global society.

Covington Independent Public Schools expects its teachers to become effective users of technology in order to provide an innovative, creative and user-friendly learning environment both in person and virtually.

Attachments
VI.7. KSBA 2021 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 July 22, 2021 Regular Board meeting.

Attachments
VII. Report of the Treasurer
Ms. Annette Burtschy, Director of Finance
VII.1. Monthly Financials ~ May
Ms. Annette Burtschy, Director of Finance
Rationale

Budget Narrative for May FY2021 monthly financial statement:

  1. General fund (fund 1) – as of 5/31/21, revenue received of 39.8 million with expenses of 27.6 million.
  2. Special revenue (fund 2) – as of 5/31/21, revenue received of 10 million with expenses of 10.7 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 5/31/21, revenue received of $325,685 with expenses of $325,685. 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 5/31/21, revenue received of 1.2 million with expenses of 1.2 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 5/31/21, revenue received of 3.9 million with expenses of 3.4 million. This fund is used to pay for the district’s construction projects.
  6. Debt Service fund (fund 400) – as of 5/31/21, revenue received of 1.1 million with expenses of 1.1 million. See detailed explanation under capital outlay and building fund.
  7. Daycare fund (originally fund 50 – switched to fund 52 per KDE) – as of 5/31/21, revenue received of $410,000 with expenses of $294,000.Revenue comes in throughout the fiscal year.
  8. Food service fund (fund 51) – as of 5/31/21, revenue received of 2.3 million with expenses of 1.9 million.
  9. School Activity Fund (fund 25) – as of 5/31/21 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 6/1/21 by Annette Burtschy

 

Attachments
VII.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.

Attachments
VII.3. Indirect Cost Rate for FY2021-2022
Ms. Annette Burtschy, Director of Finance
Rationale

Each local board of education is encouraged to approve the Indirect Cost Rates prior to July 1, the start of the federal fiscal year (in previous years it was October 1).  If the decision is not to approve the Indirect Cost Rate by July 1, then the district cannot apply the rate at a later time during the fiscal year.  If a board adopts the Indirect Cost Rates they are not obligated to apply the rates.  The method by which they are calculated is through each school district’s Annual Financial Report submitted to KDE.  The Non-Restricted Indirect Cost Rate is used for Food Service and that rate is 16.07% and the Restricted Indirect Cost Rate that is used for Grants is 3.96%.

Attachments
VIII. Consent Agenda
VIII.1. Approval of Minutes ~ June 5, 2021 Special Meeting
Attachments
VIII.2. Approval of Minutes ~ June 10, 2021 Regular Meeting
Attachments
VIII.3. 2020-2021 Amended School Calendar
Mr.Ken Kippenbrock, Director of Pupil Personnel
Rationale

The Board of Education approved the 2020-2021 Calendar at the February 27, 2020 meeting. The calendar committee has been made aware of the necessary amendment. In order to comply with the date for submission of the calendar for the Kentucky Department of Education (prior to June 30).  The calendar must be amended.

Amended Calendar Changes – Closing Day and Equivalency Days were changed to reflect that equivalency days had to be worked before closing of school.  All 6 make-up days were removed. 

  • June 1& 2, 2021    Staff Report/Equivalency Days, Schools Closed 
  • June 3, 2021         Closing day for Staff, Schools Closed  

Original Calendar Stated 

  • June 1, 2021 - Closing day for Staff, Schools Closed (Possible Make-up day)  
  • June 2-3, 2021 - Equivalency Day (Possible Make-up day) 
  • June 4-8, 2021 - Possible Make-up days only if required 

*Note:  Closing day and last 2 Equivalency days will immediately follow last day of school for students.  

Attachments
VIII.4. 2021-2022 TANK Contract
Mr.Ken Kippenbrock, Director of Pupil Personnel
Rationale

The attached Contract for Transportation Services for Covington Independent Public Schools July 31, 2021, through August 1, 2022, is for board review. The contract includes; purpose, contract term, compensation, Holmes High School services, student pass program and schedule.

Dave Hartman, Assistant Principal at Holmes High School and Ken Kippenbrock, Director of Pupil Personnel both reviewed the contract and approved for signature.

Attachments
VIII.5. School Bus Maintenance Agreement with Ludlow Independent
Ms. Annette Burtschy, Director of Finance
Rationale

Attached is the school bus maintenance agreement between Covington Independent Public Schools and Ludlow Independent School District.  The original school bus agreement was approved by the Board on February 13, 2020.  The agreement was then brought back to the board June of 2020 for the contract period 7/1/2020 to 6/30/21.  The Board requested the District bring back the agreement each school year.  This school bus agreement is for 7/1/21 to 6/30/22.

Attachments
VIII.6. BG4 on BG19-202 Security Entry Upgrades
Ms. Annette Burtschy, Director of Finance
Rationale

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.

Attachments
VIII.7. BG5 on BG19-202 Security Entry Upgrades
Ms. Annette Burtschy, Director of Finance
Rationale

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.

Attachments
VIII.8. Part-Time Certified Instructional Support Position
Mr. Scott Alter, Assistant Superintendent of Learning Support
Rationale

It is the recommendation of the Superintendent and Assistant Superintendent of Learning Support, Mr. Scott Alter to continue a part-time instructional support position to assist district leadership in managing ESSER I, II and III.  This position will also support other State and Federal Programs.  This position will be funded through District Title 1 funds and or ESSER funds.  The position is to ensure compliance with all aspects of the Elementary and Secondary School Emergency Relief (ESSER) funds issued through the federal stimulus plans.  This person will also assist district level leaders and building principals with budget planning, allocations, state and federal grants requirements, and accounting for ESSER funds.  

Attachments
VIII.9. Bank Depository/Pledge of Collateral FY22
Ms. Annette Burtschy, Director of Finance
Rationale

That the Covington Board of Education enter into the Bank Depository/Pledge of Collateral with Heritage Bank with a contract period of 7/1/21 through 6/30/22.

Pledge of Collateral

KRS 160.570 requires each board of education to appoint a bank, trust company, or savings and loan association to serve as its depository. The depository selected shall, before entering upon its duties, provide collateral in accordance with KRS 41.240 The depository shall be approved by the local board of education and by the commissioner of education. For a depository to be approved, a depository must provide a Pledge of Collateral. Pursuant to KRS 41.240, the depository institution should pledge or provide sufficient collateral which, together with FDIC insurance, equals or always exceeds the amount of public funds on deposit. In accordance with KRS 160.570, approval must be obtained by the local board of education in accordance with Kentucky Board of Education (KBE) administrative regulations and be approved by the Commissioner of Education.

The Pledge of Collateral Agreement (shown below) provides evidence between the board of education and the depository institution, of a pledge or provision of collateral in the event of failure or insolvency of the depository institution. Collateral includes securities or other obligations having an aggregate current face value or current quoted market value at least equal to the deposits or the provision of a surety bond(s) in favor of the district in an amount at least equal to the deposits, provided however, that amounts insured by the Federal Deposit Insurance Corporation or the Federal Savings and Loan Insurance Corporation need not be collateralized. This agreement shall be signed by both parties, that is (a) in writing, (b) approved by the board of directors of the depository institution or its loan committee, which approval must be reflected in the minutes of the board or committee, and (c) an official record of the depository institution. A board of education may enter into an agreement with its depository institution whereby the premium on collateral guaranteed by a surety company may be paid either by the board, or by the depository as evidenced in KRS 160.570 (2). If the district board of education pays the premium, the depository shall allow the board not less than two percent (2%) interest on its average daily or average monthly balances. The agreement should be retained in the district's board office.

Attachments
VIII.10. Donations FY21 from School Activity Funds
Ms. Annette Burtschy, Director of Finance
Rationale

  1. Donations are defined as gifts of real or personal property to the school from persons or entities outside the school system for use at the school or for the students of the school.

     

  2. Local boards shall receive any gift for the benefit of schools in the district and hold and use them as requested, provided that the purpose for which it is used shall be in harmony with the aims and general program of public education in this state. Schools receive contributions and donations from a variety of sources, including external support/booster organizations. Boards should ensure the purpose of the contributions and donations is clear and the donor and school staff all understand and agree upon the purpose for which the funds will be used.

     

  3. However, the local board may give the responsibility for the donations to the schools by establishing a policy allowing schools to maintain their own donations. If the board allows donations to be kept at the school level, the principal and/or bookkeeper shall produce a listing of donations for submission to the school board at year-end.

     

  4. The Donation Acceptance Form (Form F-SA-18) shall be completed stating the purpose of and any restrictions on the funds received.A donation acknowledgement should be sent to the donor.

     

  5. Cash donations to the school for a specific purpose (restricted purpose) shall be maintained in a separate activity account and expended as indicated by the donor as long as the board has approved a policy for the donation to be maintained at the school level. Tracking this balance as a separate account with proper supporting documentation for expenditures will reflect that the donor’s wishes were met.

     

  6. Cash donations to the school for general use (unrestricted purpose) shall be deposited in a general account as long as the board has approved a policy for donations to be maintained at the school level. The principal and SBDM council will decide the use of these donations. These donations must be used to support student activity.

     

  7. Equipment or other property donations to the school will remain at the school and be included on school inventory records and become the property of the local board. These donated items shall be reported at year-end along with cash donations to the school board.

Attachments
VIII.11. Leave of Absence Request- Employee #3372
Mr. Eric Neff, Director of Personnel
Rationale

Employee #3372 is requesting a leave of absence for the entire 2021-2022 school year.  Leave will be partially paid and  unpaid.

VIII.12. Leave of Absence Request- Employee #5366
Mr. Eric Neff, Director of Personnel
Rationale

Employee #5366 is requesting a leave of absence beginning May 17, 2021 and ending June 3, 2021. Leave will be paid.

VIII.13. Leave of Absence Request- Employee #6435
Mr. Eric Neff, Director of Personnel
Rationale

Employee # 6435 is requesting a leave pf absence beginning August 08/17/2021 and ending September 24, 2021. Leave will be partially paid and unpaid. 

VIII.14. Leave of Absence Request- Employee #5965
Mr. Eric Neff, Director of Personnel
Rationale

Employee #5965 is requesting a leave of absence for the entire 2021-2022 school year.  Leave will be unpaid.

VIII.15. Leave of Absence Request- Employee #5634
Mr. Eric Neff, Director of Personnel
Rationale

Employee #5634 is requesting a leave of absence for the entire 2021-2022 school year.  Leave will be unpaid.

IX. Individual Approval Agenda Items
IX.1. Creation of Two Certified Teaching Positions for 2021-2022 Covington Virtual Program
Mr. Scott Alter, Assistant Superintendent of Learning Support
Rationale

Covington Independent Public Schools will be adding a virtual option for students in grades 6-12 for the 2021-2022 school year.  To ensure every student is successful in the virtual learning environment, teachers and staff will be needed to monitor student learning progress through both synchronous and asynchronous activities on a daily basis. Teachers will be required to review and report on multiple measures including attendance, engagement, and student progress to determine if each student is progressing or needs assistance to be successful.  If progress is limited, teachers and staff will implement strategies to address specific student needs.  Support for students and families will be offered virtually or on site depending the needs of the students. 

Per KDE Virtual School Assurances:

‘The virtual school, program, or academy shall have teachers and other staff assigned to support and provide instruction aligned to the grade-level expectations established in the Kentucky Academic Standards (KAS), including the selection, vetting, and usage of high-quality instructional resources aligned to the KAS and grade-level appropriate work.’

IX.2. Executive Director of Human Resources and Operations
Mr. Alvin Garrison, Superintendent
Rationale

Superintendent Alvin Garrison recommends the position of Executive Director of Human Resources and Operations and the corresponding column on the salary schedule for the 2021-2022 school year and the elimination of Personnel Director.

Attachments
IX.3. 2021-2022 Salary Schedule Amendment
Mr. Alvin Garrison, Superintendent
Rationale

Superintendent Alvin Garrison recommends and request approval for the 2021-2022 Salary Schedule to be amended to reflect the following:

  1. Add the Executive Director column on page 1 of the salary schedule to compensate the Executive Director of Human Resources and Operations position.
  2. Add EDD and PHD on page 9 to compensate employees that have earned a doctorate degree as an instructional supplement. 

Attachments
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
Rationale

July 16-17 ~ KSBA's 2021 Summer Leadership Institute, Lexington

July 22 ~ Regular Board Meeting, 5 p.m., location to be determined

August 16 ~ Opening Day for staff, Schools Closed

August 17-18 ~ Professional Development #1 & 2, Schools Closed

August 19 ~ First Day for Students

XIV. Executive Session
Rationale

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

XV. Adjournment
Ms. Glenda Huff, Board Chair