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I.
Call to Order
Mr. Tom Haggard, Board Chair
II.
Roll Call
Mr. Tom Haggard, Board Chair
III.
Pledge of Allegiance
Board Members
IV.
Welcome and Board Chair Comments
Mr. Tom Haggard, Board Chair
V.
Public Input
Mr. Tom Haggard, Board Chair
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.
Personnel Actions
Mr. Ken Kippenbrock, Executive Director of Human Resources and Operations
The personnel actions listed on the exhibit have taken place since the board meeting of September 28, 2023.
VI.2.
2023-2024 DIBELS Curriculum Based Measure (CBM) Results
Mr. Scott Alter, Assistant Superintendent of Learning Support
2023 - 2024 DIBELS Curriculum Based Measure (CBM) Results compared to 2021, and 2022. CBM results are for grades K-6. The next benchmark will be in the Winter 2024.
VII.
Report of the Treasurer
Ms. Annette Burtschy, Director of Finance
VII.1.
ESSER II Budget versus Actual Expenditures
Ms. Annette Burtschy, Director of Finance
Information on the closeout of ESSER II showing budget versus actual expenditures as of 9/30/23.
VII.2.
ESSER II Update on Actual Expenditures
Ms. Annette Burtschy, Director of Finance
Information provided reflecting actual expenditures for ESSER II as of 9/30/23. This project ended 9/30/23 and is ALL spent and closed out.
VII.3.
ESSER III Update on Actual Expenditures
Ms. Annette Burtschy, Director of Finance
Information provided reflecting actual expenditures for ESSER III as of 9/30/23.
VII.4.
FY23/24 KETS 1st Offer of Assistance
Ms. Annette Burtschy, Director of Finance
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.
VII.5.
Monthly Financials ~ September
Ms. Annette Burtschy, Director of Finance
Budget Narrative for September FY2024 monthly financial statement:
- General fund (fund 1) – as of 9/30/23, revenue received of 17.6 million with expenses of 6.6 million.
- Special revenue (fund 2) – as of 9/30/23, revenue received of 4.8 million with expenses of 8 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.
- School Activity Fund (fund 25) – as of 9/30/23 revenue received of $199,000 with expenses of $-4,300. This fund was set up end of FY20 due to a new GASB standard that went into effect.
- Capital outlay (fund 310) - as of 9/30/23, revenue received of $155,250 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.
- Building fund (fund 320) - as of 9/30/23, revenue received of $178,000 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.
- Construction fund (fund 360) - as of 9/30/23, revenue received of 6.6 million with expenses of 6.5 million. This fund is used to pay for the district’s construction projects.
- Debt Service fund (fund 400) – as of 9/30/23, revenue received of $0 with expenses of $863,000. See detailed explanation under capital outlay and building fund.
- Food service fund (fund 51) – as of 9/30/23, revenue received of 1.1 million with expenses of $523,000.
- Daycare fund (originally fund 50 – switched to fund 52 per KDE) – as of 9/30/23, revenue received of $127,000 with expenses of $37,000. Revenue comes in throughout the fiscal year.
Completed 10/2/23 by Annette Burtschy
VII.6.
Warrant Expenditure Report
Ms. Annette Burtschy, Director of Finance
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.
VIII.
Consent Agenda
VIII.1.
Approval of Minutes ~ October 12, 2023 Regular Meeting
VIII.2.
Leave of Absence Request ~ Employee #4812
Mr. Ken Kippenbrock, Executive Director of Human Resources and Operations
Employee #4812 is requesting a leave of absence beginning September 6, 2023 and returning September 24, 2023. Leave will be fully paid.
VIII.3.
Leave of Absence Request ~ Employee #1097
Mr. Ken Kippenbrock, Executive Director of Human Resources and Operations
Employee #1097 is requesting a leave of absence beginning 09/15/2023 and returning 10/23/2023. Leave will be unpaid.
IX.
Individual Approval Agenda Items
IX.1.
BG 23-065 Central Bus Garage Complex and GOS Elementary Change Order 003
Mr. Ken Kippenbrock, Executive Director of Human Resources and Operations
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 Order No. 003 - 013
Description: Glenn O Swing - Replace deteriorated chase wall in toilet room.
Explanation: The mason noticed the existing chase wall that was scheduled to remain was deflecting under hand pressure when pushed. This was reviewed with the structural engineer who recommended its replacement due to it poor construction.
Costs: $11,071.00
Change Order No. 003 - 014
Description: Transportation Office - Relocate return air grille.
Explanation: An existing return air grille was identified in the new toilet room. It was not previously identified as it was located under a piece of office equipment. The return air grille was relocated to the office area.
Costs: $1,705.00
Change Order No. 003 - 015
Description: Glenn O. Swing – Replace existing janitor sink.
Explanation: The Owner requested an existing cracked janitor’s sink that had been leaking be replaced.
Costs: $1,313.00
Change Order No. 003 - 016
Description: Transportation Garage – Replace existing wood column with masonry.
Explanation: At the east exterior wall the roof truss was bearing on a wood column. The wood column was embedded in the wall and was parged over with concrete to give protect it from the weather. Upon investigation it was determined the column was severely deteriorated. The structural engineer reviewed the situation and recommended it be replaced with masonry.
Costs: $3,456.00
Change Order No. 003 - 017
Description: Transportation Garage – Remove and reinstall various electrical conduits and wiring.
Explanation: During the installation of the reinforcing for the existing wood trusses and the exterior masonry walls electrical conduits and devices were identified that needed to be temporarily removed and reinstalled to permit installation of the new work. These items were not previously identified on the project drawings. The work was performed on a time and material basis. All work was verified and monitored by the General Contractor during the time was performed.
Costs: $6,606.00
These change orders do not exceed the $88,000.00 contingency that is set aside for BG23-065 – GOS / Transportation Project. There is approximately $24,854.00 remaining in the contingency.
X.
Addendum Agenda (Action Possible)
XI.
Report of the Attorney
Ms. Mary Ann Stewart, Board Attorney
XII.
New Business
Board members
XII.1.
Equity Series Benchmarks
Board members
XII.2.
Language Program
Board members
XII.3.
Crosswalk ~ Scott & Greenup
Board members
XII.4.
Internal Exit Interviews
Board members
XII.5.
ELL Support
Board members
XII.6.
Standing Instructional Support which includes Instructional Resource Inventory
Board members
XIII.
Old Business
Board members
XIV.
Announcements by the Board of Education
Mr. Tom Haggard, Board Chair
XV.
Upcoming Events
Mr. Tom Haggard, Board Chair
October 27 ~ Term 1 Report cards go home and posted to the parent portal
October 27 ~ Ninth Dist ~ Family Event ~ A Very Viking Boo Fest, 7 p.m.
November 6 ~ Staff Planning Day, No School
November 7 ~ Election Day, No School and offices closed
November 9 ~ Regular Board meeting, 6 p.m. at Ninth District Elementary
November 14 ~ Latonia Family Event ~ Book Fair and Cuddle Up and READ, 5 p.m.
November 17 ~ Phenomenal Woman Celebration, The Madison, 6:30 p.m.
November 21 ~ Term 2 Mid-Term Report go home and posted to the parent portal
November 22 ~ Schools closed
November 23 ~ Schools and Offices closed, Thanksgiving Day
November 24 ~ Schools and Offices closed
November 30 ~ Regular Board meeting, 5:30 p.m. at the Covington Board of Education
December 8-9 ~ KSBA Winter Symposium, Louisville Marriott Downtown
XVI.
Executive Session
Pursuant to KRS 61.810 (1) the Board may go into executive session.
XVII.
Adjournment
Mr. Tom Haggard, Board Chair
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