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 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 2023 through June 2024) of each year. 

Keep in mind, finance brought REDBOOK funds for all elementary schools and Holmes Middle School 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.   

• SchoolActivityBalancesJulyDec2023.pdf

Information provided reflecting actual expenditures for ESSER III as of 12/31/23.  

• ESSERIIIHowMuchLeftToSpendAsOf123123ForAlvin_0.pdf

Budget Narrative for December FY2024 monthly financial statement:

1. General fund (fund 1) – as of 12/31/23, revenue received of 38.7 million with expenses of 16.6 million.
2. Special revenue (fund 2) – as of 12/31/23, revenue received of 11.9 million with expenses of 12.5 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 12/31/23 revenue received of $220,000 with expenses of $11,000.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 12/31/23, 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 12/31/23, revenue received of 2.1 million with expenses of 1.6 million. 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 12/31/23, revenue received of 8.9 million with expenses of 8 million. This fund is used to pay for the district’s construction projects.
7. Debt Service fund (fund 400) – as of 12/31/23, revenue received of $0 with expenses of $920,000. See detailed explanation under capital outlay and building fund.
8. Food service fund (fund 51) – as of 12/31/23, revenue received of 2 million with expenses of 1.6 million.
9. Daycare fund (originally fund 50 – switched to fund 52 per KDE) – as of 12/31/23, revenue received of $186,000 with expenses of $117,000. Revenue comes in throughout the fiscal year.

Completed 1/4/24 by Annette Burtschy

• balance sheet December 2024
• December2023BankAccountUpdate_0.pdf
• December2023InvestmentsUpdate_0.pdf
• financial report December 2024
• Info on funds to help with monthly MUNIS report for board 3-12-21

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.

• WarrantsForJanuary2024BoardMeeting_0.pdf

This Draft Budget Cycle is required by State Stature KRS 157.060, 157.420, 160.390 and 160.470. At this time there are many unknowns related to the adoption of this budget cycle.  We will continue to accumulate pertinent information and update the information as we work through the FY 2024-2025 budget. 

This draft budget was created by rolling over the Working Budget (current budget) from FY 2023-2024. 

• draft budget FY25
• draft budget presentation FY'25
• DraftBudgetPresentationFY25_0.pdf

• 011124_MINUTES Spec Organizational Mtg.pdf

• 011124_MINUTES Spec Mtg

James E. Biggs would like to apply for the School Garden Mini Grant:

https://www.kyf2snetwork.com/school-garden-mini-grants?fbclid=IwAR2HEtulTY97mDv41BfqkL6h7uflKmI1noD-4QGWxtpuVIIqXhkRlV7kEyQ_aem_AaIxEvx2OMFRjvpMbucNDqe90mlFFyoWTVfkZAr-o593150JBbbLyNzMxWrHqFDxwz0

Schools can apply for $5,000 for garden materials and supplies as well as nutrition education materials, and including student intern support.

Here is the letter of intent which is due 1/10/2024:

James E. Biggs is a public preschool that serves three to five year old students in the Covington Independent Public Schools. We are an urban school district with a wide range of diversity. We have never received a grant for a school garden. However, a school garden would be a great addition to our fenced-in playground and outdoor space. It would benefit our students to learn gardening skills, something they may not have the opportunity to do at home.

Preschool students thrive when learning is hands-on and provides opportunity to explore. A garden will give students the opportunity to see seeds grow into food or other plants. They will help tend to and take care of the plants. Taking care of a garden lends itself greatly to fine motor skills and even some gross motor skills. As the garden develops, it will lend itself to our curriculum and instruction for students. A garden would lend itself easily to five of our six units of study, Five Senses, I’m Healthy, Community Helpers, Weather, and Living & Non-Living. The garden also gives opportunities for students to count, identify colors, label, and more! It will increase student vocabulary and inquiry to help them be more prepared for Kindergarten. In addition to curriculum benefits, our students will gain a sense of responsibility and pride in learning about and how to take care of the garden. 

In the long-term we would like to have a garden that is prosperous. Prosperous in the plants, fruits, and vegetables as well as incorporating student interest and curriculum. We want our students to have continuous hands-on learning experiences, but also want to be able to give back to our students through snacks or being able to send foods home with students. 

James E. Biggs is the foundation for education in Covington Independent Public Schools. Engaging students in inquiry, exploration, and responsibility in a garden will help them be more well rounded citizens and more prepared for Kindergarten and future success.

Pursuant to CIPS policy 09.33 Fund Raising Activities, Board approval is required for all school-wide fundraising activities. They want to have a Free Throw for Friends to raise money for their PBIS account to have rewards for student behavior.

Pursuant to CIPS policy 09.33 Fund Raising Activities, Board approval is required for all school-wide fundraising activities.  The purpose of the BINGO fundraiser is to raise money for student incentives.

• LES FUNDRAISER

Presentation to the Covington Independent Public Schools on Comprehensive District Improvement Plan (CDIP) 2023-2025.

• CDIP 2024-2025_1.25.24.pdf

Attached is the District Facilities Plan proposal for master plan by SHP. 

• 1.22.24 SHP - CIPS - Master Planning & Community Engagement - Limited Professional Services Agreement.pdf

It is recommended that the Covington Board of Education approve the Emboss revised scope for BG23-062 – Holmes Campus/Softball Field Project. 

A revised scope decision is necessary for the Holmes Campus/Softball Field Project in order for EMBOSS & the Design Team to resume work on the completion of the drawings.

• Emboss Letter_1.25.24.pdf

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