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.

Ms. Tamela Rhodes
25 years of service in Covington
Transportation Department 

Mr. Jim Schuetz
22 years in Covington
Maintenance Department 

This Tentative Budget Cycle is required by State Stature KRS 160.470.  The Tentative Budget must be approved by the local school district and submitted to the Kentucky Department of Education by 5/30 of each year. 

The budget committee has met since February 2025, creating the budget for FY2026.  

The budget committee will be looking into how cost-saving measures can be incorporated into the budget.  At this time there are many unknowns related to the adoption of this budget. Once those unknowns become available, the budget will be amended and will be reflected in the Working Budget that is presented to the Board of Education in September of each year. 

KDE recently provided districts with the 25/26 SEEK forecast.  These minor changes in fund 310, 320, and 400 were added to the tentative budget.  See the revised MUNIS tentative budget for FY26 in this packet.

• revised tentative budget FY26 4-28-25.pdf
• talking points for board meeting on tentative FY26 general fund budget for board portal 4-15-25
• tentative budget for FY26 for May - rolled over 3-7-25 for board portal 4-15-25

Pursuant to CIPS Policy 04.311 District Accounts, the district will follow state and federal laws and regulations regarding accounting practices.  The Governmental Accounting Standards Board (GASB) regulation 54 states if a district has an unreserved fund balance (now called unassigned fund balance) at fiscal year-end, the Board can approve committing funds. 

Examples of committed funds are; site-based carry forward funds, committing funds to purchase a bus, committing funds for technology needs or committing funds to balance next year’s budget.

The district needs to commit funds of approximately $25,000 for site-based carry forward (carryover) & approximately $13.6 million to be used to balance the FY’26 budget. 

Each year the district has to take out a fidelity performance bond for the Finance Director since that position deals with the finances/money of the school district.  KDE determines the amount of the bond for each school district.  The amount of the bond for the Finance Director for Covington Independent Public Schools is $600,000. 

• Continuation Certificate on bond for A. Burtschy 4-24-25

Professional services such as Auditing Services does not have to be bided out by a school district.  The budget committee met in March of 2025 and discussed our options.  It is the budget committee’s recommendation not to bid out at this time and stay with Barnes Dennig. 

The auditor fee will be $38,390 for the FY25 audit. 

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 FY26

• 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 FY24 & FY25 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 2025.This is a most accurate up-to-date budget that the school can use to spend money in their REDBOOK funds.
• Once FY25 is over those ending balances will be rolled over to FY26 as the starting budget for FY26.

• school activity budgets FY26 for board

That the Covington Board of Education enter into the Bank Depository/Pledge of Collateral with Heritage Bank with a contract period of 7/1/25 through 6/30/26.

Pledge of Collateral

KRS 160.570 requires each board of education to appoint a bank, trust company, or savings and loan association to serve as its depository. The depository selected shall, before entering upon its duties, provide collateral in accordance with KRS 41.240 The depository shall be approved by the local board of education and by the commissioner of education. For a depository to be approved, a depository must provide a Pledge of Collateral. Pursuant to KRS 41.240, the depository institution should pledge or provide sufficient collateral which, together with FDIC insurance, equals or always exceeds the amount of public funds on deposit. In accordance with KRS 160.570, approval must be obtained by the local board of education in accordance with Kentucky Board of Education (KBE) administrative regulations and be approved by the Commissioner of Education.

The Pledge of Collateral Agreement (shown below) provides evidence between the board of education and the depository institution, of a pledge or provision of collateral in the event of failure or insolvency of the depository institution. Collateral includes securities or other obligations having an aggregate current face value or current quoted market value at least equal to the deposits or the provision of a surety bond(s) in favor of the district in an amount at least equal to the deposits, provided however, that amounts insured by the Federal Deposit Insurance Corporation or the Federal Savings and Loan Insurance Corporation need not be collateralized. This agreement shall be signed by both parties, that is (a) in writing, (b) approved by the board of directors of the depository institution or its loan committee, which approval must be reflected in the minutes of the board or committee, and (c) an official record of the depository institution. A board of education may enter into an agreement with its depository institution whereby the premium on collateral guaranteed by a surety company may be paid either by the board, or by the depository as evidenced in KRS 160.570 (2). If the district board of education pays the premium, the depository shall allow the board not less than two percent (2%) interest on its average daily or average monthly balances. The agreement should be retained in the district's board office.  

• bond of depository form FY26

Budget Narrative for April FY2025 monthly financial statement:

1. General fund (fund 1) – as of 4/30/25, revenue received of 48.7 million with expenses of 32 million.
2. Special revenue (fund 2) – as of 4/30/25, revenue received of 11.6 million with expenses of 12.2 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 4/30/25 revenue received of $251,000 with expenses of $24,000. 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 4/30/25, revenue received of $162,665 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 4/30/25, revenue received of 2.8 million with expenses of 1.2 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 4/30/25, revenue received of 9.4 million with expenses of 9.1 million. This fund is used to pay for the district’s construction projects.
7. Debt Service fund (fund 400) – as of 4/30/25, revenue received of $0 with expenses of $1,677,000. See detailed explanation under capital outlay and building fund.
8. Food service fund (fund 51) – as of 4/30/25, revenue received of 3.2 million with expenses of 2.8 million.
9. Daycare fund (originally fund 50 – switched to fund 52 per KDE) – as of 4/30/25, revenue received of $414,000 with expenses of $275,000. Revenue comes in throughout the fiscal year.

April budget changes for fund 1:

4/9/25 $6,342 net decrease to revenue budget – staffing changes on new hires, rank changes, certified and classified supplementals.

4/25 Superintendent’s emergency/timing budget – in budget at 500K – this is used throughout the school year.

Completed 5/1/25 by Annette Burtschy

• April 2025 investments update for board portal 5-1-25
• April2025 bank account update for board portal 5-1-25
• balance sheet April 2025
• financial report April 2025
• 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.

• Warrants for May 2025 board meeting for board portal 5-13-25

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.

• 042425_MINUTES Reg Business Mtg.pdf

• 050825_MINUTES Reg Working Mtg.pdf

The Kentucky Education Professional Standards Board has implemented an online application system for processing emergency teaching certificates. They have recommended establishing a blanket approval process and a single board order number for all applications related to emergency teaching certifications. This applies to all subjects for grades P-12, excluding Special Education, and is intended for individuals who do not hold a regular Kentucky Teaching Certificate. This initiative is applicable for the 2025-2026 school year.

The Kentucky Education Professional Standards Board has implemented an online application for processing certifications for emergency substitute teachers and has suggested creating a blanket approval and one board order number to use on all applications for emergency certification for all substitutes not holding a regular Kentucky Teaching Certificate. This is for the 2025-2026 school year.

Employee #6237 is requesting a leave of absence (FMLA) beginning 03/24/2025 and returning 05/05/2025.  Leave will be unpaid. 

Employee #6358 is requesting a leave of absence (FMLA) beginning 04/18/2025 and returning 06/02/2025.  Leave will be partially paid. 

Employee # 327 is requesting a leave of absence (FMLA) beginning 03/31/2025 and returning 05/06/2025.  Leave will be fully paid. 

Pursuant to CIPS Policy 09.36 School-Related Student Trips, the MCJROTC is requesting approval for a student to participate in MCJROTC Girls State from June 2, 2025 thru June 6, 2025 at Western Kentucky University.

On 2 June 2025 SSgt Skillman and Mrs. Pastura will use the district's SUV that has been requested and approved to pick up cadet and take the cadet to attend Girls State at WKU. Upon completion, on 6 June 2025 SSgt. Skillman and Ms. Haskins will then pick up cadet from Girls State and take the cadet back to their home of record. 

There is no additional cost of funding required to or from the Covington Independent Public School District besides fuel and mileage regarding the district's SUV. The local American Legion Auxiliary with the American Legion Post 203 has graciously sponsored cadet and has recommend her for attendance. Total sponsorship is $325 - $375 dollars.

Pursuant to CIPS Policy 09.36 School-Related Student Trips, Ms. Peyton Mullins, Holmes High School teacher will transport two students to Richmond Kentucky from June 4-6, 2025 to attend the DECA Student Leadership Training for incoming chapter president and vice president. 

For the first time, a student from Covington Independent Public Schools has applied to and has been accepted into the Norse Project SEARCH program at Northern Kentucky University.  This program at NKU is offered to school districts in our region and is coordinated and hosted by Campbell County Schools. It is an internship program that prepares students with disabilities for successful transition to postsecondary employment.

According to their website: Project SEARCH is an internationally recognized program dedicated to building a workforce that includes people with disabilities. Its business partnerships benefit the individual, the community and the workplace. The program was established in 1996 at Cincinnati Children’s Hospital Medical Center to address staff turnover in entry-level support positions. The successful model has been replicated in hospitals, banks, universities and businesses in more than 500 locations in the U.S. and abroad. https://www.nku.edu/norseprojectsearch.html 

The final decision regarding participation in this program is decided by an Admissions and Release Committee and fulfills a student's final year of high school. The student's home district pays tuition cost to the program plus release of ADA funding. Please see the attached document for the invoice.  Additional cost to participate may include transportation to and from the program, which could take a variety of forms, including special transportation provided by the district at an estimate of up to $95 per day. 

• Project Search Slot Invoice 2025-2026

Covington Independent Public Schools participates in the Regional Schools Program at the Northern Kentucky Cooperative Extension Services for students with disabilities in two programs: Restore and Pathways. 

For the 2025-2026 school year, we had already committed to 7 slots in the Restore program, and 1 slot in the Pathways program.  

The Restore program serves students in grades K-12 who are identified and receive special education services and are traditionally in the EBD (Emotional Behavioral Disability) setting, require significant behavioral and/or therapeutic support, and benefit from a smaller school/class setting. The Restore program cost is $26,000 per year, per student.

The Pathways program serves students in grades K-12 who are identified and receive special education services and are traditionally in an MSD (Multiple and Severe Disabilities) setting or have intellectual disabilities with significant behavioral support and participate in alternate assessment. The Pathways program cost is $52,500 per year, per student.

The Restore program slots commitments are reserved prior to the school year.  Pathways slots are also reserved prior to the school year for guaranteed slots or during the year if the need arises. If the slots are requested during the school year, the decision is made by the principal of the Regional Schools Program based on space, staffing, and student need whether the request can be accommodated. Although we originally anticipated one Pathways slot for next school year, we are now requesting an additional Pathways slot for next school year.  The result will be a total of 7 slots in the Restore program and 2 slots in the Pathways program.

The tuition for the Regional Schools Program is budgeted for FY2026 from a combination of general fund and IDEA B funding.  This additional slot is proposed to increase the amount of tuition that will be paid from IDEA B for next school year. 

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. 

• Contract Holmes Middle School Covington KY 2025-2026_revised 4.29.25 .pdf
• Contract -Biggs Early Learrning Childhood Center Covington KY 2025-2026_revised 4.29.25.pdf
• Contract -John G Carlisle Elementary Covington KY 2025-2026_revised 4.29.25.pdf
• Contract -Latonia Elementary Covington KY 2025-2026_revised 4.29.25.pdf
• Contract -Ninth District Covington KY 2025-2026_revised 4.29.25.pdf
• Contract -Sixth District Elementary Covington KY 2025-2026_revised 4.29.25.pdf

Pursuant to Policy, 03.19, Professional Development, The District Professional Development Plan shall be approved by the Board.

• 25-26 Dist PD Plan .pdf
• CIPS PD Academy 25-25 Aug 13 and 14_297394_04302025083525.pdf
• CIPS PD Academy 25-25 Aug 13 and 14_297394_04302025083525.xlsx

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.

This change order, $17,716.27, does not exceed the approved contingency for the project. Please find attached, KDE Change Order Document with explanations for each change order.

Contingency Balance after Change Order #5: $125,810.93.

• Change Order 5 - Campus Project - HGC

For the Board to approve the LSG Settlement and Released Agreement, as presented.

Revised BG1 for BG23-406, Chapman Career & Tech Project, reflecting the updated project cost based upon the bond sale numbers approved by the Board Of Education on March 27, 2025. 

• Revised BG23-406 Chapman Career & Tech Upgrades Project - May 2025

Revised BG1 for BG24-273, Softball Field Project, reflecting the updated project cost based upon the bond sale numbers approved by the Board Of Education on March 27, 2025.

• Revised Softball Field BG1 - New Bond Numbers - May 2025

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