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

Covington Partners requests the approval of the Board of Education to submit a grant application to the Department of Education for Full Service Community Schools. The purpose of the grant is to provide support for the planning, implementation, and operation of full-service community schools that improve the coordination, integration, accessibility, and effectiveness of services for children and families.  The grant is for $2.5 million over five years. 

The personnel actions listed on the exhibit have taken place since the board meeting of July 25, 2022.

• Personnel Exhibit 08-25-2022

Requesting a blanket approval to certify emergency certified substitutes for the school 2022-2023 school year.

Budget Narrative for July FY2023 monthly financial statement:

1. General fund (fund 1) – as of 7/31/22, revenue received of 11.7 million with expenses of 1.9 million.
2. Special revenue (fund 2) – as of 7/31/22, revenue received of $44,000 with expenses of $1,509,000.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 7/31/22, 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 7/31/22, revenue received of $404,000 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 7/31/22, revenue received of 3.6 million with expenses of $609,000.This fund is used to pay for the district’s construction projects.
6. Debt Service fund (fund 400) – as of 7/31/22, revenue received of $0 with expenses of $666,000.See detailed explanation under capital outlay and building fund.
7. Daycare fund (originally fund 50 – switched to fund 52 per KDE) – as of 7/31/22, revenue received of $0 with expenses of $0.Revenue comes in throughout the fiscal year.
8. Food service fund (fund 51) – as of 7/31/22, revenue received of 1.1 million with expenses of $84,000.
9. School Activity Fund (fund 25) – as of 7/31/22 revenue received of $232,000 with expenses of $900.This fund was set up end of FY20 due to a new GASB standard that went into effect.

NOTE: fund 1 and fund 2 aren’t balanced in MUNIS as of July 31, 2022.  Budgets are being worked on during the summer.

Completed 8/1/22 by Annette Burtschy

• balance sheet July 2023
• financial report July 2023
• Info on funds to help with monthly MUNIS report for board 3-12-21
• July 2022 bank account update
• July 2022 investments update

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 August 2022 board meeting

• 081122_MINUTES Reg Mtg.pdf

Requesting approval for contract for Orientation and Mobility Services for special education students with vision impairments. 

• O & M 22-23 contract

The proposed contract with Curriculum Associates, LLC., provides the web-based ELLevation Platform which will streamline our work to meet the needs of our growing English Learner population.  The platform provides our EL teachers both planning support for their students' Program Services Plans (PSP), and data storage.  Our teachers and administrators will be able to review EL students' progress on their program goals as well as on the variety of assessments given to our students.

This contract will be paid with Title III funds.  No General Fund monies will be used.  

https://ellevationeducation.com/product/ellevation-platform/default?wvideo=d7z91p0kdm

• Ellevation Overview PDF
• ELLevation Platform presentation BOE 8.11.22 final.pptx
• Ellevation-Covington Quote & MAS

The role of Director of District-Wide Curriculum and Instruction Position is needed to facilitate our collaboration between elementary, middle and high school curriculum and instruction in our district to its fullest capacity.  Renaming this position allows for this director to work more collaboratively and openly with our middle school and high school teachers as needed with curriculum and instruction. 

• Director of District-Wide Programs.pdf

The Board of Education approve an Employee Assistance Program with St. Elizabeth at a total cost of $21,000. Details attached. 

• EAP Price List 2022
• St. Elizabeth EAP Program

Unused ending balances may be carried over upon petition by the Site Based Council to the local Board of Education per KRS160.345.  The limit of what can be carryover is 5% of the original site based allocation.  The amount requested to carryover is $21,535 (see attached detail spreadsheet).

• carryover '22 calculation for board

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.

• donations FY22

The Kentucky Department of Education recognizes that it is a best-practice for board members to be knowledgeable of each schools’ activity fund balances.  School activity fund balances for a 6 month period will be brought to the board in January/February (July through December) & July/August (July 2021 through June 2022) of each year.  

• FY22 school activity balances

This is a new item for the board that the board requested during the May 2018 board meeting.  The board wanted to see the school activity receipts (revenue) broken down by category in regards to student generated money versus non-student generated money.  This will be brought to the board each July/August showing detail information on receipts from the prior year.

• ALL SCHOOLS-skeleton template for school generated funds vs donations 7-28-22

Dr. Roger Cleveland of Millennium Learning Concepts will review the Equity Plan. 

• Covington Equity Plan-Final Version.pdf

The Holmes Campus Project, BG 23-062, will include the following updates and renovations:

• All bathrooms in Holmes Senior Building, Holmes Middle School, and Chapman Vocational. 
• Paint, replace flooring, patch and / or replace ceilings in the identified Holmes High and Holmes Middle School Classrooms. 
• Renovate the physical education locker rooms, weight room, interior finishes, flooring, lighting, goals in the Holmes Senior Gym.
• Replace the stage floor, sound, lighting, etc. in the auditorium.
• Install a new electrical switchgear and service for Holmes High School.
• Reconstruct the softball field to comply with ADA and Title IX to include lights, dugout, fencing, press box, bleachers, scoreboard, netting, poles, electrical feeds, etc. on the Holmes Campus.
• Replace front entry into the cafeteria; steps, landing, porch, etc.
• Replace damaged storm line on the west side of Holmes Middle School. 

The listed updates and renovations will address the priority needs for the Holmes Campus as indicated on the District Facility Plan and address the ADA and Title IX compliance violations for Holmes Girls Softball Field.                                                                                                                                   

Local Bonds and SFCC Bonds(school facilities construction funds) will fund the $11,055,000.00 project.

• Holmes Campus Project BG 23-062

The Holmes Ventilation Upgrades, BG 23-066, Project will include the following upgrades and replacements:

• air handlers
• condensing units
• transformers
• uni-vents
• switchgear
• electric heaters
• heat pumps

The listed updates will increase and enhance the air circulation and ventilation throughout Holmes High School(senior, administration, vocational, science, fieldhouse). 

ESSER Funds will be used to cover the $4,808,685.00 project.   

• Holmes Campus Ventilation Upgrades - BG 23-066

The Central Bus Garage Complex and GOS Elementary, BG 23-065, Project will include the following renovations and upgrades:

Central Bus Garage Complex:

• roof and gutter replacement
• window and door replacement
• covered deck replacement
• sidewalk replacement
• restroom upgrades
• flooring replacement 
• paint, etc. 

Glenn O. Swing Elementary:

• upgrade all restrooms
• replace gym floor 

Local Bonds will fund this $1,395,000.00 project. 

• Central Bus Garage Complex and Glenn O. Swing Elementary School - BG 23-065

Requesting permission to submit BG 23-062, 065, and 066 to the KY Department of Education for approval. 

Request for architectural/engineering proposals through the legal ad process for BG 23-062, 065, and 066.

When projects have a construction budget that is larger than $1,000,000, the BOE must solicit proposals for design services. The district may advertise in the local paper and then select firms to be reviewed more carefully or simply contact firms directly to solicit a least three (3) firms to be considered. The firms shall complete the standard KDE Architect’s Request for Proposal Form.

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