Covington Independent
April 25, 2024 5:30 PM
Covington Board of Education Regular Business Meeting
Return
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
Rationale

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. Report of the Treasurer
Ms. Annette Burtschy, Director of Finance
VI.1. ESSER III Update on Actual Expenditures
Ms. Annette Burtschy, Director of Finance
Rationale

Information provided reflecting actual expenditures for ESSER III as of 3/31/24.

Attachments
VI.2. School Activity Fund Budgets FY25
Ms. Annette Burtschy, Director of Finance
Rationale

REDBOOK BUDGETS FOR HHS

Budget development for the school activity accounts is similar to the budget cycle for the school district. Information provided in the budget shall include estimated beginning balance; anticipated receipts from all sources, including fundraising; anticipated expenditures by category; and estimated ending balance.

 

1) Each club, organization and activity account shall prepare a tentative budget for the next    school year on the Individual Activity Account Budget Worksheet (Form F-SA-4A).           

a) The Individual Activity Account Budget Worksheets are due to the principal by April 15.

b) The sponsor shall work with the officers of the club in this process to assure continuity of programs.

c) The principal or designee shall prepare budgets for activity accounts without sponsors for SBDM approval.

 

2) The principal shall prepare the Principal’s Combining Budget (Form F-SA-3).

a) The Principal’s Combining Budget will list the summary budget information for each activity account in the school activity fund.

b) The Principal’s Combining Budget is due to the district finance officer by May 1.

c) The district finance officer will work with the superintendent to submit all school budgets to the local board for approval by the end of May.

d) Within 30 days of the beginning of the school year, the principal shall adopt the board approved tentative activity fund budget for the current year.

 

REDBOOK SCHOOL BUDGETS FOR ELEMENTARY SCHOOLS & HMS

REDBOOK WAS BROUGHT IN HOUSE STARTING IN FY23 TO THE FINANCE DEPARTMENT MEANING ALL REVENUE, PO’S, INVOICES ARE GENERATED THROUGH THE MUNIS SYSTEM

YTD MUNIS BUDGETS ARE BEING USED FOR THESE SCHOOLS FOR FY25

 

  • FY22 was the last year the REDBOOK funds were out at the schools and in the EPES accounting software.
  • The Finance Director took those FY22 ending balances and entered all revenue into MUNIS which becomes the school’s beginning balance for FY23.
  • During the FY24 year, every time a school does a deposit into one of their REDBOOK accounts, the revenue is added to MUNIS. This allows the school to be able to spend the money in the appropriate budget. Each REDBOOK account has its own separate project in MUNIS so not to co-mingle funds.
  • Please see attached reports ran for each school as April 2024.This is a most accurate up-to-date budget that the school can use to spend money in their REDBOOK funds.
  • Once FY24 is over those ending balances will be rolled over to FY25 as the starting budget for FY25.

 

Attachments
VI.3. Monthly Financials ~ March
Ms. Annette Burtschy, Director of Finance
Rationale

Budget Narrative for March FY2024 monthly financial statement:

  1. General fund (fund 1) – as of 3/31/24, revenue received of 44.9 million with expenses of 24.9 million.
  2. Special revenue (fund 2) – as of 3/31/24, revenue received of 15.7 million with expenses of 17.3 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 3/31/24 revenue received of $237,000 with expenses of $20,000. 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 3/31/24, 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 3/31/24, revenue received of 2.3 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 3/31/24, revenue received of 9.8 million with expenses of 9.9 million. This fund is used to pay for the district’s construction projects.
  7. Debt Service fund (fund 400) – as of 3/31/24, revenue received of $0 with expenses of 1.4 million. See detailed explanation under capital outlay and building fund.
  8. Food service fund (fund 51) – as of 3/31/24, revenue received of 3.2 million with expenses of 2.5 million.
  9. Daycare fund (originally fund 50 – switched to fund 52 per KDE) – as of 3/31/24, revenue received of $265,000 with expenses of $206,000. Revenue comes in throughout the fiscal year.

 

Completed 4/1/24 by Annette Burtschy

 

Attachments
VI.4. 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. Consent Agenda
VII.1. Approval of Minutes ~ April 4, 2024 Regular Working Meeting
Rationale

Pursuant to CIPS Policy 01.4, Meetings; the minutes of Board meetings shall constitute the official written record of Board deliberations and actions. Board minutes shall only become official after they have been approved by the Board at a subsequent meeting and immediately thereafter have been signed by the secretary and the presiding officer. However, prior to approval of the minutes, the Board may amend or correct them in order to assure they are accurate. 

Attachments
VII.2. Leave of Absence Request- Employee #6705
Mr. Ken Kippenbrock, Executive Director of Human Resources and Operations
Rationale

Employee #6705 has requested a leave of absence beginning 03/19/2024 and returning 04/02/2024.  Leave will be unpaid.  

VII.3. Conquest Consulting Contracts
Mr. Scott Alter, Assistant Superintendent of Student Learning
Rationale

Conquest Consulting is a company that provides Reading Mastery/Decoding coaching and support for coaches, reading interventionists and teachers at four elementary schools and the middle school. We are recommending adding support for Biggs as well for their Reading Mastery Implementation. Conquest Consulting also provides summer training for our Decoding and Reading Mastery programs. 

Attachments
VII.4. Mastery Connect Renewal
Mr. Scott Alter, Assistant Superintendent of Curriculum and Instruction
Rationale

Assessment of a student's mastery of standards is important to ensure that curriculum design is effective. Mastery Connect helps to streamline the assessment process for teachers and students.  Mastery Connect allows teachers to administer end of unit assessments designed by the district quality control team and get immediate scores and data, as well as allowing them to create formative assessments during a unit that provides teachers with critical real time data that they can use to guide their instruction. Mastery Connect provides our students the opportunity to experience assessments online throughout the year helping to prepare them for benchmark and end of year testing. Students can also see their results immediately upon completing an assessment when appropriate so that they can make necessary corrections. 

This system will also benefit our teachers because it grades much of the work the students complete saving our teachers hours of checking multiple choice questions.  The system will also automatically create reports teachers can analyze by student, class or school- again saving teachers hours of time creating their own analysis tools.

This system allows us to continue our collaboration across schools with our new curriculum work on a daily basis.  At the district level, we will also have immediate access to all schools' data and how they are progressing in the curriculum. 

Mastery Connect will be paid for using current year’s Title I funds.  This will be year 5 of implementation of Mastery Connect for our district. 

Part of our Strategic Plan as a district under Leadership and Accountability is to ‘Develop systematic processes that effectively utilize internal and external data to improve teaching and learning in each school’ and to ‘Establish a districtwide system to monitor data to ensure students are progressing in all of our schools’.  In our Strategic Plan under Teaching and Learning it reads ‘Develop and utilize common assessments districtwide’.  This system would continue to move us closer to reaching our goals as a district, continue to create a more collaborative community and to provide our students with more 21st century learning opportunities.

 
 

Attachments
VII.5. Contract for Speech Language Pathology
Dr. Sarah Graman, Director of Special Education and Dr. Susan Pastor-Richard, Director of Exceptional Children
Rationale

The special education department is requesting to enter into a contract with an outside agency, KTL Therapy, to cover the maternity leave for a Speech Therapist.  Contract to start upon approval and carry through the end of the current school year, 2023-2024.  

Attachments
VII.6. 2024-2025 Custodial Bid Results
Ms. Susan Marksberry, Purchasing Agent
Rationale

We had eleven vendors bid on our custodial items. Attached are the results of the bids. The awarded items are highlighted per company as indicated on the attached sheets based on cost, quality of item, and service. 

Attachments
VII.7. Fundraiser Request ~ Holmes High School Media Arts Program
Rationale

Pursuant to CIPS policy 09.33 Fund Raising Activities, Board approval is required for all school-wide fundraising activities.  Funds will be used in the Media Arts Program to create posters, shirts, etc. for the various clubs at HHS

Attachments
VIII. Individual Approval Agenda Items
VIII.1. 2024-2025 Payroll Calendar
Ms. Annette Burtschy, Director of Finance
Rationale

Pursuant to CIPS Policies 03.121 Salaries; Certified Personnel and 03.221 Salaries; Classified Personnel, the Board must approve a yearly payroll calendar.

Attachments
VIII.2. BG23-066 –Ventilation Project– Change Orders 01, 01a, 01b, & 01c
Mr. Ken Kippenbrock, Executive Director of Human Resources and Operations
Rationale

Rationale

It is recommended that the Covington Board of Education approve Change Orders 01, 001a, 01b, & 01c for BG23-066 Ventilation Project at the Holmes Campus Administration Building.

  • ChgOrd-01 with Schrudde & Zimmerman = ADD $43,750.00
    • 1.Modification to electric for RTU & DOAS1 – CMTA will need to provide more information
    • 2.Classroom ceilings in 2002, 2004, 2000C – Documents called for plaster ceilings to be partially removed and repaired after installation of lights and HVAC. Due to amount of HVAC, most of plaster needed to be removed.We knew this on bid day and figured installing gyp ceilings (cheaper than plaster) in lieu of putting plaster back.After reviewing with NKPDS building inspector, plaster is not required so we credited back plaster and added ACT ceilings with 2x4 LED lights in lieu of suspended linear lights
    • 3.Classroom ceilings 2301, 2303, 2305, 2307 – existing plans indicated there was a plaster ceiling above the 12x12 tile ceilings in each of these classrooms on the 3rd floor.When the 12x12 tile ceilings were demoed, it was discovered no plaster ceilings existed.Building department agreed ACT ceilings could be installed and plaster ceilings were not required.Therefore, we were able to credit patching plaster ceilings, painting plaster, and fabric wrapped ceiling panels, and suspended linear lights AND install ACT ceilings with 2x4 LED lights
    • 4.Piping insulation – when plaster ceiling was demoed in Corridor 2000C on lower level, all piping had asbestos insulation and was abated.The piping needs to be reinsulated
    • 5.Change Directive #3 – numerous electrical changes due to unforeseen conditions and value engineering efforts by electrician. – CMTA will need to provide more information

       

  • ChgOrd-01A with Foundation Building Materials = DEDUCT $4,450.55
    • Credit for gypsum ceiling material in classrooms 2002, 2004, 2000C

       

  • ChgOrd-01B with CDC Fab Co.= DEDUCT $27,889.85
    • Credit for fabric wrapped ceiling panels in classrooms 2301, 2303, 2305, 2307

       

  • ChgOrd-01C with Kendall Group = DEDUCT $11,920.60
    • Credit for changing lights from suspended linear to 2x4 LED panels

       

  • Total = DEDUCT $511.00

Attachments
VIII.3. BG23-066 –Ventilation Project– Change Orders 02
Mr. Ken Kippenbrock, Executive Director of Human Resources and Operations
Rationale

 

Rationale

It is recommended that the Covington Board of Education approve Change Orders 02 for BG23-066 Ventilation Project at the Holmes Campus Administration Building.

  • ChgOrd-02 with Hudson Piping, Inc.
    • Per Owner’s request, the following is the cost to replace an existing leaking 10” gate valve located 20’AFF above the boiler.

       

  • Total Cost = $6,686.00

Attachments
VIII.4. BG24-273 Softball Field Build Selection – Design Build Method
Mr. Alvin Garrison, Superintendent
Rationale

It is recommended by Superintendent Garrison that the Covington Board of Education approve the Design Build Method for BG 24-273, Softball Field, AND approve to advertise for request for proposals .

  • PSI presented Design Build information to the BOE during the April 4th BOE Meeting
    • Design-build is an integrated approach that delivers design and construction services under one contract with a single point of responsibility for architectural, engineering design and construction services.
    • Owners select design-build to achieve best value while meeting schedule, cost and quality goals.
    • Risk of construction is transferred from Owner to Design Builder
    • “Best value” where Owner has Control for selection of team members: A/E (if needed), Trade Contractors, & Equipment
    • Design Builder is responsible for “gaps” –
      • No change orders
      • Flat cost structure
      • Fewer mark ups
      • Open book pricing
    • Optimal for schedule sensitive projects that must be completed on time
    • Collaborative Design to Budget process with Owner reduces surprises

    Recommended Motion

    The Covington Board of Education approve for BG 24-273, Softball Field Construction Project:

  • To use the Design Build Construction Method
  • To advertise for request for proposals.

VIII.5. Tentative SBDM Allocation 2024-2025
Mr. Bill Grein, Director
Rationale

Based on our current enrollment at the end of the 5th attendance month, the SBDM allocation formula and staffing document are attached.

The Tentative SBDM Allocation 2024-2025 was approved on February 21, 2024 under the consent agenda. The allocation has not changed since the last approval. This item is being brought back to the board for final approval before May 1 so the district can give the SBDM Councils their staffing allocations. 

By May 1st of 2024, the district must give the SBDM Councils a revised staff allocation based on more accurate end of year numbers.

By September 15 of 2024, the SBDM Council will get another revised allocation based on actual enrollment.

 

Attachments
VIII.6. Amended School Calendars 2023-2024, 2024-2025, and 2025-2026
Ms. Jessica Duty, Director of Pupil Personnel
Rationale

Requesting board approval of the amended 2024-2025 and 2025-2026 school calendars.  The calendars included 187 teacher contract days, rather than the required 185.  We were able to add two “x out days” on both calendars, one in October and one in April.  This adjustment created two long weekends for teachers.  The calendar committee was consulted, and were pleased with the changes.

We are requesting board approval or the final 2023/2024 calendar.

Attachments
VIII.7. 2024-2025 Proposed Salary Increases
Mr. Bill Grien, Director
Rationale

After meeting with the budget committee, The Superintendent recommends that the Covington Board of Education approve a 4% raise to the salary schedule for full-time employees, for the 2024-2025 school year. This would be in addition to the step (year of experience) increase for each employee under 27 years of service. The step increase averages approximately 2% for most employees. 

VIII.8. Assignment of PILOT Documents for RiverHaus Development (Previously 501 Main)
Ms. Mary Ann Stewart, Board Attorney
Rationale

The owner of RiverHaus is in the process of selling the property to a new purchaser.  The Board of Education approved and entered into a PILOT Agreement (Payment in Lieu of Taxes) in 2016-2017 when the property was developed.  That PILOT remains in effect.  The owner, Flaherty & Collins, requests approval of the assignment of the PILOT consistent with the parties’ original agreement, and for the Board to authorize the Superintendent to execute the assignment of the PILOT and any and all other documents necessary to effectuate this transaction.  The amount and length of the PILOT, and the obligations owed to the District will remain unchanged.  F&C also proposes to pay to the Covington Independent Public School District a one time payment of $170,000.00 upon closing as consideration for the Board’s approval of the assignment.

Attachments
IX. Addendum Agenda (Action Possible)
X. Report of the Attorney
Ms. Mary Ann Stewart or Ms. Aaren Meehan, Board Attorney
XI. Board Member Discussion
Mr. Tom Haggard, Board Chair
XII. Board Member Comments
Mr. Tom Haggard, Board Chair
XIII. Upcoming Events
Mr. Tom Haggard, Board Chair
Rationale

April 29 ~ Young Scholar Senior Celebration, 7 p.m., NKU Student Ballroom

May 3 ~ Holmes High School Senior Commitment Day, 9 a.m., Jack Moreland Auditorium 

May 16 ~ Retirement Recognition, 4 p.m. -5:30 p.m., Reception and Retiree Spotlights @ Central Office

May 16 ~ Covington Board of Education Working Meeting, 5:30 p.m., 25 E. 7th Street

May 18 ~ TEAM Foundation Golf Outing, Kenton County Golf Course, 12:30 p.m.

May 22 ~ Holmes High School Honors Night for Underclassman, 5 p.m. dinner, 6 p.m. Awards

May 23 ~ Preschool Graduation; 9:30 a.m., 10:30 a.m., 1:30 p.m. and 2:30 p.m.

May 23 ~ Holmes High School HESPY Awards, 5 p.m. Red Carpet, 6 p.m. Awards 

May 24 ~ Holmes High School Senior Field Day/Group Picture/Graduation walk through schools

May 30 ~ Covington Board of Education Business Meeting, 5:30 p.m., 25 E. 7th Street

May 30 ~ Fourth Annual Bulldogs Give Back Day of Service 

June 5 ~ Holmes High School Senior Night, The Madison @ 6 p.m. 

June 7 ~ Holmes High School Graduation practice, 9 a.m.

June 7 ~ 156th Annual Commencement Exercises, 7 p.m.

June 12 ~ 2024 Hall of Honors Celebration, Drees Pavilion, 6 p.m. 

July 15 ~ 14th Annual Covington Partners Golf Outing, 

September 27 ~ Covington Partners 25 Year Anniversary Gala, The Madison Event Center

Visit EventLink.com for all athletic schedules

XIV. Executive Session
Rationale

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

XV. Adjournment
Mr. Tom Haggard, Board Chair