Covington Independent
October 20, 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. Informational Items (Action Possible)
VI.1. Fall 2022 ~ STAR Reading Curriculum-Based Measure Report
Mr. Scott Alter, Assistant Superintendent of Curriculum and Instruction
Rationale

Curriculum-based measurement, or CBM is a psychometrically robust, practically efficient, and instructionally relevant tool for teachers to monitor progress and evaluate intervention in reading, mathematics, written expression, and a number of content areas. In this report, you will find scores for all schools combined-broken down per grade level K-6 and scores for each school broken down by K-6. All score reports will show data from the fall 2021- present fall 2022. 

Attachments
VI.2. Amend Policy 01.111 District Planning ~ First Reading
Mr. Scott Alter, Assistant Superintendent of Curriculum and Instruction
Rationale

Per our current District Planning Policy 01.111:

Below is the list of those giving input on our Comprehensive District Improvement Plan for 2022-2023:   

  • Superintendent’s Student Advisory Group
  • All schools’ SBDM Councils
  • School Community Focus Groups for Strategic Plan
  • Strategic Plan Focus Group- Community and Business Stakeholders
  • District Leadership Team
  • Superintendent’s District Cabinet
  • Board of Education

Moving forward, it is requested that we amend Policy 01.111 District Planning to state the following: 

Meaningful consultation with teachers, principals, council members, other school leaders, paraprofessionals, central office administrators, administrators, Board member(s), classified staff, parents, and community representatives will occur in order for these groups to provide input into the development of the Comprehensive District Improvement Plan (CDIP).

The Superintendent/designee shall establish times for consultation with stakeholder groups for input. The Superintendent/designee shall make the procedures known to the community and school personnel.

Active minority participation will be encouraged.

The CDIP shall be compiled by District staff and shared publicly as a draft prior to Board review and action.

A draft copy of the amended Policy 01.111, District Planning is attached. This item will be presented as a first reading then brought back requesting approval.

Attachments
VI.3. Purchase New School Bus
Mr. Shawn Stein, Director of Transportation and Mr. Jason Miller, Lead Mechanic
Rationale

Transportation is requesting approval to purchase a new school bus to replace bus #13. Bus #13 is a 2007 International that is rusted and has 104,847 miles on it. The new 2023 bus quote is $143.747. Funds will be expended from the transportation budget. 
 

Attachments
VI.4. 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 of 09/22/2022.

Attachments
VI.5. Attendance Report ~ First Month
Mr. Ken Kippenbrock, Executive Director of Human Resources and Operations
Rationale

This is a monthly agenda item used to keep the Board and Administration up to date on attendance and enrollment figures.  This report contains the membership and percentage of attendance for students by school and compares the current year’s enrollment figures with those from previous school years.

Attachments
VI.6. 2023-2024 School Calendar
Mr. Mike Reichert, Director of Pupil Personnel
Rationale

Please accept as an informational item, the 2023 – 2024 School Calendar. 

The local board of education, upon recommendation of the local school district superintendent, shall adopt a school calendar for the upcoming school year that establishes the opening and closing dates of the school term, beginning and ending dates of each month, instructional days, and days on which schools shall be dismissed. The original calendar shall be submitted to the KDE (Kentucky Department of Education) prior to June 30.

VI.7. 21st Century Community Learning Center Grants
Ms. Stacie Strotman, Director of Community and Family Engagement
Rationale

Approval is requested to submit 21st Century Community Learning Center continuations grants for Glenn O. Swing Elementary and Latonia Elementary and expansion grant for Latonia Elementary. These grants will provide out of school time programming to support student academic achievement and positive youth development. Each grant is five years, $100,000 years 1-3 and $95,000 years 4-5. Grants are due November 22, 2022.

VII. Report of the Treasurer
Ms. Annette Burtschy, Director of Finance
VII.1. ESSER I/ESSER II Update on Actual Expenditures
Ms. Annette Burtschy, Director of Finance
Rationale

Information provided reflecting actual expenditures for ESSER I & ESSER II as of 9/30/22.

Attachments
VII.2. Monthly Financials ~ September
Ms. Annette Burtschy, Director of Finance
Rationale

Budget Narrative for September FY2023 monthly financial statement:

 

  1. General fund (fund 1) – as of 9/30/22, revenue received of 15.2 million with expenses of 6.8 million.
  2. Special revenue (fund 2) – as of 9/30/22, revenue received of 3.3 million with expenses of 4.6 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 9/30/22, 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 9/30/22, revenue received of $413,000 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 9/30/22, revenue received of 4.3 million with expenses of 1.4 million. This fund is used to pay for the district’s construction projects.
  6. Debt Service fund (fund 400) – as of 9/30/22, revenue received of $0 with expenses of $850,000.See detailed explanation under capital outlay and building fund.
  7. Daycare fund (originally fund 50 – switched to fund 52 per KDE) – as of 9/30/22, revenue received of $11,000 with expenses of $6,000.Revenue comes in throughout the fiscal year.
  8. Food service fund (fund 51) – as of 9/30/22, revenue received of 1.3 million with expenses of $371,000.
  9. School Activity Fund (fund 25) – as of 9/30/22 revenue received of $238,000 with expenses of $4,000.This fund was set up end of FY20 due to a new GASB standard that went into effect.

 

 

Completed 10/4/22 by Annette Burtschy

 

Attachments
VII.3. 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.4. Revised BG 20-088 - GESC Project
Ms. Annette Burtschy, Director of Finance
Rationale

A revised BG1 on BG20-088, GESC Project, needs to be done to reflect the updated bond sale and closing costs numbers.  These numbers are not available until the closing of the bond sale.  The district has to submit the BG1 & other supporting documentation to KDE prior to the bond sale to get the construction process started.  A revised BG1 will always have to be done to have the BG1 and Munis, CIPS's financial system, to match.

Attachments
VIII. Consent Agenda
VIII.1. Approval of Minutes ~ October 5, 2022 Regular Meeting
Attachments
VIII.2. ARC Chairperson Recommendations
Ms. Sarah Graman, Director of Special Education
Rationale

According to our special education procedures, “the Superintendent, in consultation with the Director of Special Education, will recommend to the Board of Education for approval a list of CIPS Representatives”. The Covington Independent Public School District (CIPS) representative is also defined in our procedures as an individual “who is qualified to provide, or supervise, the provision of, specially designed instruction to meet the unique needs of children with disabilities, and is knowledgeable about the general education curriculum and the availability of the resources of the CIPS”.

Attached is a list by job titles of the CIPS representatives that Ms. Sarah Graman, Director of Special Education would like to recommend to the Board of Education for approval for the 2022-2023 school year. By approving these individuals to serve as the CIPS representative, the board is granting them authority to obligate resources for the implementation of Individual Education Plans for students with disabilities.

A list of all personnel by job titles who are qualified (pending completion of ARC Chairperson training) to chair ARC meetings as of September : Director of Special Education Director of Exceptional Child Services Preschool Coordinator Principals Assistant Principals Guidance Counselors.

Attachments
VIII.3. Shortened School Day Approval Request
Sarah Graman
Rationale

Requesting board approval of shortened school day for student.  Student is transitioning from Transformational Learning Center Computer Based Learning Program and has significant social emotional and behavioral needs.  The ARC determined that the student will be more successful in the long run if the student is able to transition slowly back to full time.  The ARC planned to meet again in 6 weeks to look at progress monitoring data and determine next steps to increase time in school/classroom as the student is successful.  

VIII.4. Fundraiser Request ~ John G. Carlisle Books are Fun
Rationale

Pursuant to CIPS Policy 09.33 Fund Raising Activities, Board approval is required for all school-wide fundraising activities. John G. Carlisle Elementary is requesting to to run a book sale. The sale will benefit the students of John G. Carlisle in grades Kindergarten through 5th grade. 

Attachments
VIII.5. Leave of Absence Request- Employee #588
Mr. Ken Kippenbrock, Executive Director of Human Resources and Operations
Rationale

Employee #588 has requested FMLA beginning 10/12/2022 and returning 12/09/2022.  Leave will be partially paid.

VIII.6. Leave of Absence Request- Employee #2881
Mr. Ken Kippenbrock, Executive Director of Human Resources and Operations
Rationale

Employee #2881 has requested FMLA beginning 09/14/2022 and returning 09/25/2022.  Leave will be partially paid.

VIII.7. Leave of Absence Request- Employee #4066
Mr. Ken Kippenbrock, Executive Director of Human Resources and Operations
Rationale

Employee #4066 has requested intermittent FMLA for the 2022-2023 school year.  Leave will be partially paid.

VIII.8. Leave of Absence Request- Employee #5837
Mr. Ken Kippenbrock, Executive Director of Human Resources and Operations
Rationale

Employee #5837 has requested FMLA starting 09/06/2022 and returning 09/19/2022. Leave will be fully paid.

VIII.9. Leave of Absence Request- Employee #6498
Mr. Ken Kippenbrock, Executive Director of Human Resources and Operations
Rationale

Employee #6498 requested FMLA beginning 10/11/2022 and returning 01/04/2023.  Leave will be fully paid.

IX. Individual Approval Agenda Items
IX.1. Owner - Architect Agreement Contract for BG-023-062 - Holmes Campus / Softball Field
Mr. Ken Kippenbrock, Executive Director of Human Resources and Operations
Rationale

When construction projects have a budget that is larger than $1,000,000, the Board of Education must solicit proposals for design services. CIPS District advertised in the local paper requesting letters of interest from architectural and engineering firms and received one response for the requested services. 

We are requesting the Covington Independent Board of Education to approve the proposed Owner-Architect Agreement with PCA Architecture for the following projects as advertised pending review and approval by the Kentucky Department of Education.

  • BG-023-062 - Holmes Campus / Softball Field

Attachments
IX.2. Owner - Architect Agreement Contract for BG 023-065 Transportation Center/GOS Elementary
Mr. Ken Kippenbrock, Executive Director of Human Resources and Operations
Rationale

When construction projects have a budget that is larger than $1,000,000, the Board of Education must solicit proposals for design services. CIPS District advertised in the local paper requesting letters of interest from architectural and engineering firms and received one response for the requested services. 

We are requesting the Covington Independent Board of Education to approve the proposed Owner-Architect Agreement with PCA Architecture for the following project as advertised pending review and approval by the Kentucky Department of Education.

  • BG-023-065 - Transportation Center / GOS Elementary

Attachments
IX.3. Owner - Architect Agreement Contract for BG 023-066 Ventilation Project
Mr. Ken Kippenbrock, Executive Director of Human Resources and Operations
Rationale

When construction projects have a budget that is larger than $1,000,000, the Board of Education must solicit proposals for design services. CIPS District advertised in the local paper requesting letters of interest from architectural and engineering firms and received one response for the requested services. 

We are requesting the Covington Independent Board of Education to approve the proposed Owner-Architect Agreement with PCA Architecture for the following projects as advertised pending review and approval by the Kentucky Department of Education.

  • BG-023-066 - Ventilation Project 

Attachments
X. Addendum Agenda (Action Possible)
X.1. FY22/23 KETS 1st Offer of Assistance
Burtschy
Rationale

Each year the School Facilities Construction Commission (SFCC) provides an offer of assistance to school districts to help with technology needs.  If a school district decides to accept the offer, the district must match the offer equally within the general fund budget.  This has been budgeted in general fund already.

We are requesting this item be an approval item due to the sensitivity of moving the process along so that the District can submit to KDE for approval.  This will speed up the process so that the District can allow schools to start spending their KETS money.

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

October 21 ~ Term 1 ends

October 21 ~ Term 1 Report Cards go home and posted to the parent portal

October 26 ~ Trunk or Treat at Latonia Elementary, 4 p.m.

October 29 ~ Special Meeting/Board Retreat, Boardroom from 9 a.m. - 12 p.m.

November 3 ~ Regular Board Meeting, 5:30 p.m. at the Covington Board of Education

November 11 ~ NKY NAACP Freedom Fund Gala, 7 p.m. at the Radisson

November 11 ~ Phenomenal Women Celebration, 6:30 p.m. at the Madison Event Center 

XIV. Executive Session
Rationale

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

XV. Adjournment
Ms. Sarah Flerlage, Board Chair