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.

The personnel actions listed on the exhibit have taken place since the board meeting of October 26, 2023. 

• Personnel Exhibit 11-30-2023

This is a quarterly update on the 2023-2028 Strategic Plan to keep the community informed of the progress. 

• Strategic Plan Update 11-30-23.pptx

Barnes Dennig will present the 2023 CIPS Annual Financial Report.

The General Assembly continues to allow flexibility in the use of school district capital funds without forfeiting the district’s eligibility to participate in the School Facilities Construction Commission (SFCC) program.  To exercise that flexibility, a district must submit a Capital Funds Request (CFR) electronically through e-mail to Jana Cox, at the Kentucky Department of Education, Division of District Support, in order for proper processing to occur.   Since Covington Independent Public Schools is a HB678 district, CFR’s do not have to be submitted to KDE but still need to be board approved.

Please find attached the Capital Funds Request (CFR).  The district is including property insurance for the district at $227,636 and two buses for the district at $288,424.  The total of these expenses is $516,060.  These general fund expenses will be moved over to this CFR funding.  This will free up the general fund by $516,060.  This CFR was part of option 2 that was presented by Compass during tax season and approved by the board.

• CFR 10-31-23

Budget Narrative for October FY2024 monthly financial statement:

1. General fund (fund 1) – as of 10/31/23, revenue received of 23.1 million with expenses of 9.7 million.
2. Special revenue (fund 2) – as of 10/31/23, revenue received of 7.9 million with expenses of 9.9 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 10/31/23 revenue received of $205,500 with expenses of $-3,700.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 10/31/23, 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.
5. Building fund (fund 320) - as of 10/31/23, revenue received of $652,000 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.
6. Construction fund (fund 360) - as of 10/31/23, revenue received of 6.9 million with expenses of 7.3 million. This fund is used to pay for the district’s construction projects.
7. Debt Service fund (fund 400) – as of 10/31/23, revenue received of $0 with expenses of $863,000. See detailed explanation under capital outlay and building fund.
8. Food service fund (fund 51) – as of 10/31/23, revenue received of 1.3 million with expenses of $885,000.
9. Daycare fund (originally fund 50 – switched to fund 52 per KDE) – as of 10/31/23, revenue received of $151,000 with expenses of $64,000. Revenue comes in throughout the fiscal year.

Completed 11/1/23 by Annette Burtschy

• balance sheet October 2024
• financial report October 2024
• Info on funds to help with monthly MUNIS report for board 3-12-21
• October 2023 bank account update
• October 2023 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 November 2023 board meeting

• 110923_MINUTES Reg Mtg.pdf

• 111623_MINUTES Spec Mtg.pdf

Pursuant to CIPS policy 09.33 Fund Raising Activities, Board approval is required for all school-wide fundraising activities.  They will host a fall and spring dance at HMS.  Funds will be used for dance supplies and PBIS incentives.

• HMS - DANCES

Enclosed are the bid results for the 2023 Fall Surplus requesting approval from the Board.

• FALL SURPLUS 2023 BID RESULTS (1)

Employee #2597 is requesting FMLA beginning 10/27/2023 and returning 01/08/2024.  Leave will be partially paid. 

Employee #6851 is requesting FMLA beginning 10/30/2023 and returning 01/02/2024.  Leave will be partially paid. 

Employee #5175 is requesting FMLA beginning 11/30/2023 and returning 02/20/2023.  Leave will be fully paid. 

Employee #6741 is requesting FMLA beginning 11/01/2023 and returning 01/10/2024. Leave will be partially paid. 

Employee #6647 is requesting a leave of absence beginning 11/06/2023 and returning 12/18/2023.  Leave will be partially paid. 

Employee #5366 is requesting FMLA beginning 01/03/2023 and returning 03/27/2023.  Leave will be partially paid. 

Employee #6726 is requesting FMLA beginning 10/30/2023 and returning 11/27/2023.  Leave will be fully paid. 

Employee #6780 is requesting a leave of absence beginning October 10, 2023 and returning 11/14/2023. Leave will be fully paid.

Pursuant to Policy 09.36, School-Related Student Trips, Board approval is required for overnight trips.

Holmes Middle School Cheerleaders won the Ninth Region Championship for Middle Schools.  They will now complete for the state title for Middle Schools on Saturday, December 16, 2023 at the Corbin Arena, in Corbin, Kentucky.

Corbin 3 hours away and the cheerleaders need to check in at 9:00 a.m. at the arena, Mr. Ken Ellis, Athletic Director is working on making the arrangements to spend night in a hotel on Friday, December 15.

There will be 21 students, 2 coaches and 2 adult chaperones, and a bus driver who will need overnight accommodations.

An estimated cost of the overnight stay and meals for the group will be provided the night of the board meeting. Mr. Ellis is still working on the hotel reservations at the time the agenda item were due.

The team will be returning on Saturday, December 16 after the competition has been completed.

It is recommended that the Covington Board of Education approve the revised BG1 for BG23-066 Ventilation Project.

BG23-066 was advertised for bid proposals. CIPS received two bid proposals, one from Schrudde & Zimmerman Construction and one invalid bid from Alpha Construction.  The revised BG1 has been updated with the new construction cost and fees.

• BG23-066 Ventilation Project Revised BG1

It is recommended that the Covington Board of Education approve entering into construction contract with Schrudde & Zimmerman Construction for BG23-066, Ventilation Project.

• 23-066 - AIA A101 - Signed by MZ (1)
• construction project 11-9-23.xlsx

That the Board of Education Approve the Recommendation for a contract with the selected vendor to develop a Master Facilities Plan for Covington Independent Public Schools. 

December 8-9 ~ KSBA Winter Symposium, Louisville Marriott Downtown

December 14 ~ Regular Board Meeting, 6 p.m. at Latonia Elementary 

January ~ Organizational Meeting date TBA 

The 2024 Regular Board Meeting Schedule will be approved at the Organizational Meeting in January.

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