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.

Mr. Michael George, Managing Director and Dr. Anthony Strong, Vice President of Compass Municipal Advisors will review an updated bonding and tax analysis. 

• Covington ISD - Bonding.pdf
• Covington ISD - Tax Analysis (1).pdf

It is recommended that the Covington Board of Education approve Change Orders 001-01 - 04 for BG23-065 Central Bus Garage Complex & GOS Elementary project.

CHANGE ORDER - a written instruction to the contractor, signed by the owner, the architect/engineer, (the Construction Manager if such services are employed) and the contractor issued after execution of the contract, authorizing additional work, deletion, or revision in the scope of work or an adjustment in the contract sum or the contract time. 

Change Orders:

Item No. 001-01

Description: Transportation Office: Install new stationary laundry tub in the basement.

Explanation: The contractor notified us that the existing laundry tub is cracked and the sanitary piping associated with the fixture was deteriorated.  The staff requested we replace the fixture.

Costs: $994.00

Item No. 001-02

Description: Asbestos abatement of existing ductwork in the Transportation Office.

Explanation: Transportation Office: During the demolition work the contractor uncovered several pieces of ductwork that run from the first floor to the second floor.  The ductwork is covered with an asbestos wrap.  It was recommended the asbestos wrap be removed from the ductwork.  In order to accomplish this additional plaster and lath had to be removed to permit access to the ductwork by the abatement contractor.  A piece of ductwork also had to be replaced that was accidently cut.

Costs: $7,730.00

Item No. 001-03

Description: Add bolts and plates to the new wind columns in the Transportation Garage.

Explanation: Transportation Garage: The bolts and plates necessary to install the wind girts for the new steel columns in the garage were inadvertently not included with the bid documents.  The change order is for adding these items to the wind columns.

Costs: $4,080.00

 Item No. 001-04

Description: Add snow-guards to the Transportation Office metal roof

Explanation: Transportation Office: Snow guards were not included on the original bid documents in the event a metal roof was selected over the base-bid shingle roof.  Since the metal roof was accepted we strongly recommend that the snow guards be added to the metal roof to lessen the chance of snow or ice sliding off the metal roof and damaging buses or cars.

Costs: $8,050.00

TOTAL COST: $20,854.00

These change orders do not exceed the $88,000.00 contingency that is set aside for BG23-065 – GOS / Transportation Project. 

• Change Orders - Contingency Explanation - BG23-065 GOS-Transportation
• ChgOrd-001-MiscItems

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-023-406, Chapman Career & Tech Upgrades

Comments

Please see items of record outlining the process requested by the Local BOE when soliciting bids and/or A & E Services:

1. 4/13/2023 - Request to advertise – informational item on BOE Agenda
2. 4/27/2023 – Approval given to advertise for A & E Services for BG23-406
3. 4/28/2023 – Confirmation for legal ad placed with Cincinnati & KY Enquirer and Cincinnati.com with publish date of 5/04/2023
4. 4/28/2023 – Promotional verification for ad with the Greater Cincinnati African-American Chamber of Commerce
5. 3/24/2023 – Email strand verification requesting information on promoting ads for services and bids through the Greater Cincinnati African-American Chamber of Commerce platform. Notice highlighted link provided.
6. 5/02/2023 – PCA Architecture letter of interest response to legal advertisement for A & E Services for BG23-406
7. 5/15/2023 – A & E Services letters of interest due date.CIPS District received one letter of interest to provide A & E Services for the BG23-406, Chapman Career & Tech Upgrades Project from PCA Architecture.
8. 6/22/2023 – Request submitted to Local BOE to approve the proposed Owner-Architect Agreement with PCA Architecture.

• BG-23-406-ChapmanCareerCenter-A-E-Contract-Complete-DRAFT
• June 22, 2023 BOE Agenda Item for A & E Services Packet for BG23-406 (1).pdf

Rationale

It is recommended that the Covington Board of Education approve Change Orders 002-05 - 12 for BG23-065 Central Bus Garage Complex & GOS Elementary project.

CHANGE ORDER - a written instruction to the contractor, signed by the owner, the architect/engineer, (the Construction Manager if such services are employed) and the contractor issued after execution of the contract, authorizing additional work, deletion, or revision in the scope of work or an adjustment in the contract sum or the contract time.

Request for Change Order No. 005

Description: Electrical upgrades required by the electrical inspector.

Explanation: Transportation Office: During demolition of the first and second floor the electrician uncovered several conditions which were suspect.  The Electrical Inspector was contacted to review the existing conditions to determine which items he would require be corrected.  The items he identified included:

1. Removing the (2) electric meters and install a new single 200 amp meter as required by inspector.

2. Replacing the weathered service cable.

3. Replacing the knob-and-tube wiring on the first floor as required by inspector.  He did permit the second floor knob-and-tube wiring to remain.

4. Support all existing Romex and data cabling in the basement as required by inspector.

Work all includes replacing and patching the wood baseboards.

Costs: $8,566.00

Request for Change Order No. 006

Description: Electrical upgrades required by the electrical inspector and owner.

Explanation: Transportation Office:

1. Per the Transportation Director – add (7) additional outlets on the first floor.

2. Per the Electrical Inspector – Replace the existing (12) outlet radio charging station with new outlets and wiring in Room No. 103

3. Per the Transportation Director request – Add (6) additional outlets with USB ports above the counter in Room No. 103

Costs: $6,893.00

Request for Change Order No. 007

Description: Replace place existing cracked vent/sanitary lines

Explanation: Transportation Office:

The existing cast-iron sanitary vent lines were found to be corroded and cracked.  The lines were replaced with PVC and the walls were patched.

Costs: $4,496.00

Request for Change Order No. 008

Description: Replace additional deteriorated wood roof sheathing.

Explanation: Bus Garage:

A total replacement of (27) sheets of plywood roof sheathing was included in the bid documents.  During the installation of the new roof sheathing an additional (7) sheets had to be replaced.

Costs: $1,164.00

Request for Change Order No. 009

Description: Replace additional deteriorated wood roof sheathing.

Explanation: Bus Garage:

While repairing the back wall of the bus garage a section of foundation wall as identified that was cracked worse than originally thought and delaminating.  The structural engineer recommended this section be cut out and be replaced with reinforced masonry.

Costs: $4,262.00

Request for Change Order No. 010

Description: Remove existing asbestos adhesive and flooring.

Explanation: Transportation Office:

When the contractor started to remove the existing flooring in Room No. 103 they identified it as possibly containing asbestos adhesive.  The floor was tested and it tested positive.  The flooring was removed by an abatement contractor.

Costs: $1,795.00

Request for Change Order No. 12

Description: Delete installation of vapor barrier at GOS gym floor.

Explanation: GOS Gym:

Price for vapor barrier was included in the original bid in the event the moisture content of the concrete slab was too high to install the new poured gym floor.  Tests performed by the sub-contractor indicated the moisture content was within spec.

DEDUCT: $8,800.00

The requested change orders do not exceed the $88,000.00 contingency that is set aside for BG23-065 – GOS / Transportation Project.

Total Change Order Cost request to date: $48,030.00

Subtract the DEDUCT = $39,230.00 total in change order request

Remaining Contingency: $49,005.00

• Change order 002 - #5-#12
• ChgOrd-002-MiscItems-SignedByPCA

Due to ongoing supply chain issues and extended lead times for electrical switchgear it is recommended that the Covington Board of Education review and accept the recommended electrical switchgear proposal for BG23-066 Holmes Campus - Ventilation Upgrades Project.  The permit and bidding documents for the entire project are planned for issuance in September, 2023 with the work starting next year.  The estimated lead time for the equipment is 50 weeks.  The recommendation for pre-purchase of the electrical switchgear at this time is so that the equipment is ready for delivery and installation next summer.

The purpose of the RFP is to solicit proposals for supplying the electrical switchgear for the BG23-066 Holmes Campus – Ventilation Upgrades Project. This proposal is for supplying the equipment only. No installation is included.  Proposals were accepted July 10 -25, 2023 through the legal ad process.

• BOE Agenda Item - Electrical Switch Gear Proposal
• OrderConf
• RFP-ElectricalEarlyEquipmentPackage-HolmesCampusVentilationUpgrade - district website

Pursuant to Policy 02.423, School Council Meetings (SBDM), a copy of the minutes of each council meeting shall be forwarded by the Principal to the Superintendent who shall keep the Board informed of the council actions.

• JGC SBDM June 19 , 2023.pdf
• JGC SBDM May 22, 2023 Minutes.pdf
• SBDM min_May _ June.pdf

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 grade, by school and compares to the last 10 year’s monthly enrollment figures.

• Attn Mem 22-23Mo 9-10

This is an end of year attendance percentage comparison agenda item used to keep the Board and Administration up to date on attendance.  This report contains percentages of attendance by school and shows comparisons over 9 years.

• Attn Percentage Yearly Compairson

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 2023-2024 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.

Changes/additions will be in red…please ignore the format and references of page numbers, that will be fixed after approval.

Committee Members:

Jessica Duty, DPP

Ken Kippenbrock, Executive Director

Sunny Collins, Admin Asst

Paula Capano, Asst Principal

Patrick Currin, Asst Principal

Hannah Edelen, Board Member

Sarah Graman, Director Special Education

Mike Mencsik, Asst Principal

Kerry Moeykens, Teacher

Joe Moran, Principal

Shawn Stein, Director Transportation

Mike Swain, Behavior Coach

Janice Wilkerson, Asst Superintendent

Deborah Winkler, CEA Rep

Suzanna Richardson, Parent

• CIPS Code 2024 Draft 7-18-23

Each year, amendments to policy procedures must be reviewed by the Board.

• C17_AP.pdf

The personnel actions listed on the exhibit have taken place since the board meeting of June 22, 2023. 

• PersonnelExhibit07312023_0.pdf

Revising BG 21-322 to reflect actual expenditures within the project.  This project's funding source was ESSER II funds which are closing 9/30/23.  This project had residual funds left in the project which ESSER II will not be using for a future construction project.  On the guidance of the Finance Director and KDE, we are revising the BG1 to show no residual funds available in the project.  

• revised BG1 21-322 7-18-23

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 2022 through June 2023) of each year.  

Keep in mind, finance brought REDBOOK funds for all elementary schools and HMS in house to finance in FY23 which means deposits, PO’s, invoices are all generated throughout the school year in MUNIS.  All their transactions show up on the monthly financial reports under fund 25. 

• FY23 school activity balances

Information provided reflecting actual expenditures for ESSER II as of 6-30-23.

• ESSER II spreadsheet as of 6-30-23 for board

Budget Narrative for June FY2023 monthly financial statement:

1. General fund (fund 1) – as of 6/30/23, revenue received of 48.5 million with expenses of 35.5 million.
2. Special revenue (fund 2) – as of 6/30/23, revenue received of 15.3 million with expenses of 17 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. School Activity Fund (fund 25) – as of 6/30/23 revenue received of $269,000 with expenses of $45,000. This fund was set up end of FY20 due to a new GASB standard that went into effect.
4. Capital outlay (fund 310) - as of 6/30/23, revenue received of $343,336 with expenses of $343,336. 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.
5. Building fund (fund 320) - as of 6/30/23, revenue received of $2,267,126.57 with expenses of 2,043,099.45. 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.
6. Construction fund (fund 360) - as of 6/30/23, revenue received of 10.7 million with expenses of 5.4 million. This fund is used to pay for the district’s construction projects.
7. Debt Service fund (fund 400) – as of 6/30/23, revenue received of $1,583,281.48 million with expenses of $1,583,281.48 million. See detailed explanation under capital outlay and building fund.
8. Food service fund (fund 51) – as of 6/30/23, revenue received of 4.3 million with expenses of 3.3 million.
9. Daycare fund (originally fund 50 – switched to fund 52 per KDE) – as of 6/30/23, revenue received of $167,000 with expenses of $59,000. Revenue comes in throughout the fiscal year.

Completed 7/3/23 by Annette Burtschy

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

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 July 2023 board meeting

• 062223_MINUTES Spec Mtg Cov Finance Corportation.pdf

• 062223_MINUTES Reg Mtg

 The proposed contract will be between Covington Independent Public Schools and Covington Partners. Covington Partners will provide support staff as outlined in the contract and reimburse Covington Independent Public Schools for salaries and costs.

• ContractForServices20232024_0.pdf

Covington Partners requests the support of the Board of Education to submit a grant application to the US 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 $15 million over five years and will include Covington Independent Public Schools, Newport Independent Public Schools and Newport Independent Schools. 

Employee #6451 is requesting FMLA beginning 08/21/2023 and ending 09/15/2023.  Leave will be partially paid and unpaid. 

Employee #6312 has requested FMLA beginning 10/02/2023 and ending 12/01/2023.Leave will be partially paid and unpaid. 

Employee #6311 is requesting FMLA beginning 08/21/2023 and ending 10/13/2023.  Leave will be partially paid and unpaid. 

Policy 08.13531, Human Sexuality was presented to the Board as a first reading on June 8, 2023 then brought back requesting approval on June 22, 2023 as a final reading. The Board made a consensus to pull 08.13531, Human Sexuality for further discussion.

• 08.13531 Human Sexuality_pulled 6.22.23 for further review.pdf

Policy 09.141, Student Privacy Rights was presented to the Board as a first reading on June 8, 2023 then brought back requesting approval on June 22, 2023 as a final reading. The Board made a consensus to pull 09.141, Student Privacy Rights for further discussion.

• 09.141 Student Privacy Rights_pulled 6.22.23 for further review.pdf

August 10 ~ Regular Board Meeting, 5:30 p.m., Covington Board of Education 

August 16 & 17 ~ CIPS PD Academy, 8:30 a.m. - 3:30 p.m., Holmes High School

August 21 ~ Opening Day for Staff

August 22 ~ Hector Montenegro, District wide PD, 8 a.m. - 3:30 p.m. at Receptions in Erlanger

August 24 ~ Regular Board Meeting, 5:30 p.m., Covington Board of Education 

August 28 ~ First Day for Students

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