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

This Year 3 Annual Report provides an overview of energy performance resulting from the efficiency project completed by Performance Services (PSI) in 2018. The Annual Savings table, in the report, shows guaranteed energy savings compared to actual savings measured for the period of July 2020 – June 2021. Measured savings surpassed guaranteed savings by $50,714, or 22.7%.

• CIPS Y3 Energy Savings BOE Presentation Sept. 23. 2021
• Y3 Covington Annual Savings Report

The personnel actions listed on the exhibit have taken place since the board meeting on August 26, 2021.

• Personnel Exhibit 09-23-2021

Pursuant to CIPS Policy 09.33 Fund Raising Activities, Board approval is required for all school-wide fundraising activities.

Fundraising request for Holmes High School Student Council for various things throughout the 2021-2022 School Year - Homecoming tickets, Spirit week events, etc.  Student Council will use these funds for various things (Example:  Homecoming - decorations, food, etc. to have during Homecoming)

• F-SA-2A - SCHOOL ACTIVITY FUND FUNDRAISER AND CROWDFUNDING APPROVAL FORM - HOLMES HIGH SCHOOL - STUDENT COUNCIL - 09-14-21

GEAR UP

GEAR UP Kentucky is a competitive federal grant program designed to increase the college-going rate. In 2018, the Council was awarded a seven-year, $24.5 million grant to serve at least 10,000 middle and high school students in at least 10 school districts. This is the fourth GEAR UP state grant for Kentucky that has been administered through the Kentucky Council on Postsecondary Education.

How GEAR UP works in schools

GEAR UP Kentucky will be working with 12 school districts, as well as their students and families and surrounding communities, to research, identify and test strategies for reproducing a sustainable college-going culture. For the cycle of the grant, 2018-2025, the schools are

• Bath County
• Bourbon County
• Bracken County
• Covington Independent
• Fleming County
• Frankfort Independent
• Marion County
• Mason County
• Mercer County
• Paris Independent
• Pendleton County
• Robertson County

Services are aligned to the Four Pillars of Student Success, a theoretical framework used to engage, develop and mobilize students and their key influencers in pursuit of student success. 

1. Self: Curriculum; advising and assessments; campus experiences; and leadership development.
2. Family: Curriculum; advising and support; campus experiences; and leadership development.
3. Institution: Technology and assessments; peer learning community; professional development; and leadership development.
4. Community: Communication campaign; statewide institute; partnership development; and leadership development. 

This grant provides a person to do career counseling to both middle and high school students as well as giving the students an opportunity to visit different college campuses during their middle and high school years. 

Year four contract total is $16,055.00, effective from October 1, 2021 through September 30, 2022.

• GearUP Year 4 Contract_PON2_415_2200000413_1_PO_CNTRCT_FORM.pdf

Upon review of the 21-22 Early Head Start Contract, we are recommending that we not participate for the upcoming year. Discussion occurred with: Kim Terry, Director of Chapman Childcare, Suzanne Thompson, Instructional Support, Bill Grein, Secondary Director, Annette Burtschy, Director of Finance and Alvin Garrison, Superintendent.

The following reasons were noted:

• Classroom Configuration- all 8 slots for Early Head Start must be in one classroom
• Only students that qualify for Early Head Start may be in classroom
• Classroom will be ages six weeks to two year olds (Mixed Age Group)

The partnership with Early Head Start has been a very positive. The collaboration for Ms. Kim and her Team, the resources for the families, staff and center have been outstanding. 

Due to the requirement of the classroom configuration, we recommend that we do not participate. The restraints of the classroom configuration requires age grouping of children that do not meet our needs and limits other students from being in the classroom.

Attached is more information.

• Early Head Start Update

In the 2018 school year, the Covington Board of Education approved the creation of a School Administrative Manager (SAM) position for the Covington Adult High School. Mr. Doug Fruchtenicht was selected for that positon.

In June of 2020, due to student and staff needs, Mr. Fruchtenicht was transferred by the Superintendent to Ninth District as a School Administrative Manager. That position at the Covington Adult High School has remained unfilled since that time.

As students have returned, there is a need for the School Administrative Manager position at the Covington Adult High School. Additionally, with to the passage of Senate Bill 1 (September 2021) classified staff are able to serve home hospital students. Therefore, we are requesting that the Board of Education eliminate the current open position (due to a retirement) of Home Hospital Teacher – district wide and re-create the School Administrative Manager district wide assigned to Covington Adult High School.

• School Administrative Manager.pdf

Information provided reflecting actual expenditures for ESSER I & ESSER II as of 9/9/21.

• spreadsheets on actual spending for board 9-13-21

Budget Narrative for August FY2022 monthly financial statement:

1. General fund (fund 1) – as of 8/31/21, revenue received of 11.5 million with expenses of 4 million.
2. Special revenue (fund 2) – as of 8/31/21, revenue received of 1.7 million with expenses of 2.1 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 8/31/21, revenue received of $172,000 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 8/31/21, revenue received of $333,000 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 8/31/21, revenue received of $0 with expenses of $1,500.This fund is used to pay for the district’s construction projects.
6. Debt Service fund (fund 400) – as of 8/31/21, revenue received of $0 with expenses of $493,000.See detailed explanation under capital outlay and building fund.
7. Daycare fund (originally fund 50 – switched to fund 52 per KDE) – as of 8/31/21, revenue received of $0 with expenses of $10,000.Revenue comes in throughout the fiscal year.
8. Food service fund (fund 51) – as of 8/31/21, revenue received of $779,000 with expenses of $187,000.
9. School Activity Fund (fund 25) – as of 8/31/21 revenue received of 299,000 with expenses of -2,900.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 which is done at year-end in June.

Completed 9/1/21 by Annette Burtschy

• August 2021 bank account update
• August 2021 investments update
• balance sheet August 2022
• financial report August 2022
• Info on funds to help with monthly MUNIS report for board 3-12-21

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.

• Warrants for September 2021 board meeting

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 FY2022.  Building Fund, Capital Outlay Fund, Food Service Fund, Debt Service Fund, and Daycare Fund are also presented in this Working Budget.

September 21, 2021 ~ Please see attached revised Fund 2 working budget along with the spreadsheet listing all fund 2 projects by name & amount.  The only change was ESSER II went from 3,175,526.14 to 8,747,940.94.  The Finance Director was investigating why ESSER II didn’t pull over into the working budget correctly.  That was resolved on 9/20/21 after the board deadline to submit the board packet. 

ESSER II allocation is $9,208,715 but in FY21 $460,774.06 was spent.  MUNIS subtracts what is already spent in FY21 and creates the budget in FY22 for the difference of the original allocation and what was spent in FY21.  Therefore, the new allocation in FY22 for ESSER II is $8,747,940.94.

• BUDGET TO USE OVER THE SUMMER FY22
• REVISED_working budget fund 2 grants for board on 9-23-21
• REVISED_working budget fund 2 revised 9-20-21
• tentative to working budget changes for board 8-20-21 FOR BOARD MEMBERS
• working budget 2022 for 9-23-21 approval board meeting
• working budget fund 2 grants for board on 9-23-21

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’22 lease payments on the 1 to 1 devices, and two buses for the district.  The total of these expenses are $480,869.  Once approved by KDE, these general fund expenses will be moved over to this funding.  This will free up the general fund by $480,869.  This freed up money will be used to help balance the FY’22 general fund budget.

• CFR FY22 estimate to balance budget - USE THIS ONE 8-30-21

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 original BG-5 was brought to the board in June of 2021.  It was determined after that approval that a revised BG1 had to be done (approved with board on 8/26/21) so that a revised BG5 could be done to reflect the correct amounts spent.  Attached is the revised BG5 for project 19-202.  This is considered an approval item since it was original approved back in June.

• BG5 19-202 9-14-21 for board

Student #2120428540 requires a shortened school week due to significant anxiety. The student receives mental health support through outpatient services. The ARC (Admissions and Release Committee) will devise a plan to slowly transition the student back into full attendance as his health allows.

Pursuant to CIPS Policy 09.33 Fund Raising Activities, Board approval is required for all school-wide fundraising activities. Coaches work concessions during various athletic events and other events at Holmes High School to raise funds for their groups. 

• F-SA-2A - FUNDRAISER & CROWDFUNDING APPROVAL - ATHLETIC DEPARTMENT - VARIOUS ATHLETIC TEAMS AT HHS.pdf

Pursuant to CIPS Policy 09.33 Fund Raising Activities, Board approval is required for all school-wide fundraising activities. School Based Enterprise (S.B.E.) program would like to sell t-shirts, Spooky Grams, Spring Grams, Valentine Grams, Christmas Tree Grams and End of the Year Sale  to raise money for various S.B.E. events. S.B.E. is also having a Thanksgiving Food Drive to feed at least 40 families.

• F-SA-2A - FUNDRAISER & CROWDFUNDING APPROVAL - S.B.E - Submit for Board Approval - 09-02-21

Employee # 3536 is requesting intermittent FMLA beginning August 31, 2021 .  Leave is fully paid.

Employee #3105 is requesting a leave of absence beginning August 16, 2021 and ending November 1, 2021.  Leave is fully paid.

Employee # 6504 is requesting a leave of absence beginning November 29, 2021 and ending December 10, 2021.  Leave is partially paid and unpaid.

Employee # 6544 is requesting a leave of absence beginning September 7, 2021 and ending November 29, 2021.  Leave is partially paid and unpaid.

Employee #5934 is requesting a leave of absence beginning September 15, 2021 and ending the last day of the 2021-2022 school year.  Leave will be unpaid.

Employee #1342 is requesting a leave of absence beginning September 13, 2021 and ending October 4, 2021. Leave is fully paid.

Employee #4088 is requesting an intermittent leave of absence beginning September 15, 2021.  Leave is partially paid and unpaid.

Employee #4377 is requesting a leave of absence beginning September 23, 2021 and ending October 7, 2021. Leave is fully paid.

Emergency Paid Sick Leave (EPSL) for vaccinated employees grants an employee up to two weeks (80 hours for full-time or equivalent for part-time employees) for fully vaccinated employees who have provided proof of vaccination to CIPS health services.

Work from Home (WFH) option allows the principal, director or other supervisor may request in writing (email) to the Human Resources Department that a vaccinated and unvaccinated employee who has been quarantined, be permitted to work from home. The email will contain a brief description of work the employee will be completing at home. This is a one-time benefit and may not be repeated. This benefit expires December 1, 2021.

• 2021-2022 Emergency Leave.pdf

Nutrition Services is down several employees without viable applicants, making it difficult to ensure all students are fed each day. Market conditions were studied, including both surrounding school districts and other food service positions in the immediate community. We request the Covington Board  of Education adopt the attached salary schedule for nutrition services to help us attract and retain employees.

• stewart proposal july 26 21.xlsx

Proposed one year increase for substitute teacher pay due to a shortage of substitute teachers caused by the Covid-19 pandemic.

Change highlighted on page 2 of the salary schedule to bring sub pay to $200 for the remainder of the 2021-2022 school year. Sub pay would revert to the existing salary schedule for next year.

• SUB PROPOSED 2021 - 2022 salary schedule_board approved june 24 2021.pdf

The Kentucky Department of Education (KDE) will use up to $8.8 million in Elementary and Secondary School Emergency Relief funds to provide reimbursements to districts that have rewarded and acknowledged the time, energy and effort staff members took to get vaccinated.

Under this vaccine incentive plan, all full- and part-time employees of public school districts are eligible for a one-time vaccination incentive payment of $100 after being fully vaccinated against COVID-19. This reimbursement is for employees who previously have been vaccinated, as well as those who have received their full vaccinations by December 1, 2021. 

The Kentucky Department of Education (KDE) released a new guidance document to support schools and districts to help implement Senate Bill 1 (SB1), which was passed on September 9, 2021 during the General Assembly’s recent special session. According to the guidance, all Kentucky school districts are required to submit a COVID-19 School Operations Plan to KDE. Districts should regularly revisit their COVID-19 School Operations Plan and are required to submit any subsequent revisions to KDE.

• COVID-19 School Operations Plan_update 9.20.21

September 24 ~ Homecoming Parade, 4:30 p.m. begin to lineup in the back parking lot

September 24 ~ Homecoming Football Game, 7 p.m.

September 30 ~ 2021 Golden Eagle Dinner, Brianza Gardens and Winery, Crittenden @ 6 p.m.

October 6 (Wednesday) ~ Regular Board Meeting, 5 p.m., location TBA

October 21 ~ Regular Board Meeting, 5 p.m., location TBA

November 4 ~ Regular Board Meeting, 5 p.m., location TBA

November 18 ~ Regular Board Meeting, 5 p.m., location TBA

December 3-4 ~ KSBA Winter Symposium, Louisville Marriott Downtown, more details forthcoming

December 9 ~ Regular Board Meeting, 5 p.m. location TBA

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