Covington Independent
May 26, 2022 5:30 PM
Covington Board of Education
I. Call to Order
Ms. Sarah Flerlage, Board Chair
II. Roll Call
Ms. Sarah Flerlage, Board Chair
III. Pledge of Allegiance
Board Members
IV. Welcome and Board Chair Comments
Ms. Sarah Flerlage, Board Chair
V. Public Input
Ms. Sarah Flerlage, Board Chair
Rationale

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. District Recognition and Presentations
Board Member
VI.1. Covington Independent Diploma ~ Ms. Kylie D. Cooper, conferred on May 3, 2022
Lorie Duffy
Rationale

Kylie D. Cooper

Graduation Date:  5/3/2022

VI.2. Retirement Recognitions
Rationale

https://youtu.be/HrY7LsbrjiU

VII. Informational Items (Action Possible)
VII.1. Personnel Actions
Mr. Ken Kippenbrock, Executive Director of Human Resources and Operations
Rationale

The personnel actions listed on the exhibit have taken place since the board meeting on April 28, 2022.

Attachments
VII.2. District 2022-2023 Professional Development Staff Survey and Professional Development Plan
Mr. Scott Alter, Assistant Superintendent of Curriculum and Instruction
Rationale

Covington teachers are being provided a wide array of professional development this summer, fall and throughout the 22-23 school year. In your packet along with the CIPS Professional Development Plan is our 2022 Staff PD Survey.  These survey results have been and will continue to be used to plan our offerings for all of our district staff.  CIPS will be offering our staff a wide variety of PD to choose from to complete their required 24 hours of PD. 

Attachments
VII.3. Code of Conduct 2022-2023
Mr. Michael Reichert, Director of Pupil Personnel
Rationale

Each CIPS School, the CEA, a parent representative, and a board member,  are invited each year to form a committee that is tasked with revising the student code of conduct. The Director of Pupil Personnel leads the committee and serves as a non-voting member. This year the committee voted to recommend for approval the attached code of conduct to the board of education.  

As required by KRS 158.148(4), the Board is requested to approve the 2022-2023 Student Code of Conduct and School Information Guide.  The Code of Conduct and School Information Guide to Success provides information concerning the guidelines and procedures governing student conduct and discipline.

Attachments
VII.4. School-Related Student Trip ~ SkillsUSA National Competition
Ms. Shawn Wood
Rationale

Pursuant to CIPS Policy 09.36 School Related Student Trips, Holmes High School is requesting Board approval for an educational trip.

SkillsUSA National Competition, June 20-25, 2022

Atlanta, GA

The estimated expenses for 6 students and 2 advisors to go to the National SkillsUSA competition is as follows:

Student registration and hotel (based on quad occupancy)             $ 4,410.00

Adviser Registration and hotel (based on single occupancy)            $ 1,100.00

Food for students                                                                        $    500.00

 

Total estimated expenses:                                                            $ 6,010.00

 

 

VII.5. 2022-2023 TANK Contract
Mr. Ken Kippenbrock, Executive Director of Human Resources and Operations
Rationale

The attached Contract for Transportation Services for Covington Independent Public Schools July 31, 2022, through August 1, 2023, 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, Executive Director of Human Resources and Operations both reviewed the contract and approved for signature.

 

 

 

Attachments
VIII. Report of the Treasurer
Ms. Annette Burtschy, Director of Finance
VIII.1. 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 Board requested the District bring back the agreement each school year.  This school bus agreement is for 7/1/22 to 6/30/23.

VIII.2. 2023 Tentative Budget
Ms. Annette Burtschy, Director of Finance
Rationale

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 since October 2021 creating the budget for FY2023.  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.

Attachments
VIII.3. Commit FY22 Funds per GASB54 Regulations
Ms. Annette Burtschy, Director of Finance
Rationale

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 $40,000 for site based carry forward (carryover) & approximately $7.8 million to be used to balance the FY’23 budget.

 

VIII.4. BG5 on BG21-252 Meinken Field Landslide Repair
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.

The Finance Director is asking for approval so the BG5 can be submitted to KDE facilities for approval to free up any money left in the project.  The residual amount can be used for future construction projects.  It's a lengthy approval process with KDE facilities.  The BG4 & BG5 can't be done at the same time with KDE facilities due to their FACPAC system.  The district is trying to be able to use this money on their next construction project.  

Attachments
VIII.5. 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
VIII.6. Monthly Financials ~ April
Ms. Annette Burtschy, Director of Finance
Rationale

Budget Narrative for April FY2022 monthly financial statement:

 

  1. General fund (fund 1) – as of 4/30/22, revenue received of 42 million with expenses of 27 million.
  2. Special revenue (fund 2) – as of 4/30/22, revenue received of 12 million with expenses of 12 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 4/30/22, 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 4/30/22, revenue received of 1.3 million with expenses of $941,000.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.
  5. Construction fund (fund 360) - as of 4/30/22, revenue received of $465,000 with expenses of $445,000.This fund is used to pay for the district’s construction projects.
  6. Debt Service fund (fund 400) – as of 4/30/22, revenue received of $0 million with expenses of $975,000.See detailed explanation under capital outlay and building fund.
  7. Daycare fund (originally fund 50 – switched to fund 52 per KDE) – as of 4/30/22, revenue received of $255,000 with expenses of $185,000.Revenue comes in throughout the fiscal year.
  8. Food service fund (fund 51) – as of 4/30/22, revenue received of 3.4 million with expenses of 2.4 million.
  9. School Activity Fund (fund 25) – as of 4/30/22 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 5/3/22 by Annette Burtschy

 

Attachments
VIII.7. School Activity Fund Budgets FY23
Ms. Annette Burtschy, Director of Finance
Rationale

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.

Attachments
IX. Consent Agenda
IX.1. Approval of Minutes ~ April 18, 2022 Special Meeting
Attachments
IX.2. Approval of Minutes ~ May 12, 2022 Regular Meeting
Attachments
IX.3. HB1 LAVEC Grant
Mr. Ken Kippenbrock, Executive Director of Human Resources and Operations
Rationale

The School Facilities Construction Commission is making this offer to be used for the completion of the below cited project and may not be used for any other purpose.

Projected Project:

  • Update / Replace Electric: $2,000,000
  • Renovate restrooms $500,000
  • Replace lockers $50,000
  • Renovate labs for the following:
  • Health Science: $400,000
  • Construction - Carpentry: $400,000
  • Welding: $400,000
  • MJROTC: $400,000
  • Business : $400,000
  • Media Arts: $400,000
  • Computer Programming: $400,000
  • Replace all heat pumps: $500,000
  • Lift for Carpentry Bay: $75,000

Total request: $4,925,000

The SFCC will need a board order accepting this offer of assistance no later than June 2, 2022.

Please keep the following in mind:

1. Districts receiving awards shall keep and maintain records of all expenses.

2. Per HB1, districts are required to contribute 10% of the total project cost with local resources. The SFCC will need a BG-1 showing the sources of funds prior to distribution. All BG-1’s must be submitted to the SFCC no later than 6/1/23. BG-1’s may be in draft form for submittal.

3. Upon request, districts receiving funds shall provide records to the Commonwealth of Kentucky, its agencies, agents, directors, and/or any party who has contracted with the Commonwealth for the purposes of ensuring compliance with state and federal legal requirements. At its own expense, a district shall prepare photocopies of all requested records and provide them to the Commonwealth or any of the aforementioned parties upon written request of the Commonwealth within thirty (30) days of receiving such request.

4. Any district that accepts an award but does not abide by the funding requirements shall be required to repay the total amount of the award to the Commonwealth within twenty (20) days of receiving a demand for repayment from the Commonwealth.

Attachments
IX.4. End Of Year Amended 2021-2022 School Calendar
Mr. Michael Reichert, Director of Pupil Personnel
Rationale

The Amended Calendar is changed to show what actually happened during the school year and is approved by Kentucky Department of Education (KDE) to ensure that all requirements were met. School districts should plan appropriately so that amended calendars are approved by local boards of education in time to be submitted to the KDE prior to June 30. Amended calendars MUST be submitted even if the district did not use any weather days. All unused make-up days must be removed from the calendar.

170 Instructional Days

185 Teacher Contract Days

4 - Professional Development Days

4 - Holidays

1 - Opening Day

1 - Closing Day

3 - Teacher Equivalency Days

0 - Make-up Days

Attachments
IX.5. Leave of Absence Request- Employee #6685
Mr. Ken Kippenbrock, Executive Director of Human Resources and Operations
Rationale

Employee # 6685 has requested a LOA beginning 05/02/2022 and returning first day of 2022-2023 school year.  Leave will be unpaid.

IX.6. Leave of Absence Request- Employee #5437
Mr. Ken Kippenbrock, Executive Director of Human Resources and Operations
Rationale

Employee # 5437 has requested FMLA beginning 08/22/2022 and returning 10/06/2022.  Leave will be paid and unpaid.

X. Individual Approval Agenda Items
X.1. Performance Services Guaranteed Energy Savings (GES) Projects
Mr. Ken Kippenbrock, Executive Director of Human Resources and Operations
Rationale

On May 12, 2022, the Board was updated on the Guaranteed Energy Saving (GES) Contract with Performance Services, the next step is requesting approval from the Covington Board of Education.

The only change in these documents from the previous presentation is the owner directed allowance.  This increase with the owner directed allowance, if not used, will be returned to restricted funds once the project is complete.  The owner directed allowance is used to cover any unknowns that are discovered during the project so the general fund is not impacted. 

Attachments
X.2. 2022-2023 Salary Schedule with 5% Raise Recommendation
Mr. Ken Kippenbrock, Executive Director of Human Resources and Operations
Rationale

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. 

Please see options for the board to review about giving potential raises to our staff for fiscal year 2023 which starts 7/1/22.  District leadership and the budget committee is recommending a 5% across the board raise.

Attachments
XI. Addendum Agenda (Action Possible)
XI.1. Capital Funding Program Update
Michael George, Managing Director, Compass Municipal Advisors, LLC
Rationale

Mr. Michael George, Managing Director with Compass Municipal Advisors, LLC will provide the Board an update on the Capital Funding Program. 

Attachments
XII. Report of the Attorney
Ms. Mary Ann Stewart, Board Attorney
XIII. Further Discussion and/or announcements by the Board of Education
Ms. Sarah Flerlage, Board Chair
XIV. Upcoming Events
Ms. Sarah Flerlage, Board Chair
Rationale

May 27 ~ Closing Day for Staff

June 1 ~ Holmes High School Senior Honors Night, 5 p.m., Garden of Park Hills

June 3 ~ Holmes High School Graduation Practice, 3 - 4 p.m., Fieldhouse 

June 3 ~ One Hundred and Fifty Fourth Annual Commencement Exercises, 7 p.m.

June 8 ~ Person of the Year, 6 p.m. at The Drees Pavilion

June 8 ~ KSBA Learn & Earn Webinar Series (1 hour of board training credit), see Becky if interested

June 9 ~ Covington Board of Education Regular Meeting, 5:30 p.m., Central Office

July 13 ~ KSBA Learn & Earn Webinar Series (1 hour of board training credit), see Becky if interested

July 15-16 ~ KSBA Summer Leadership Institute, Lexington. Registration begins in May

July 15 ~ KOSAA Summer Meeting, Lexington, Marriott Griffin Gate

July 18 ~ Covington Partners Golf Outing, Traditions Golf Club, 10:30 a.m.

June 23 ~ Covington Board of Education Regular Meeting, 5:30 p.m., Central Office

July 28 ~ Covington Board of Education Regular Meeting, 5:30 p.m., Central Office

XV. Executive Session
Rationale

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

XVI. Adjournment
Ms. Sarah Flerlage, Board Chair