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July 5, 2017 Board of Education Meeting Minutes

BOARD OF COOPERATIVE EDUCATIONAL SERVICES
Hamilton-Fulton & Montgomery Counties
Johnstown, NY 12095

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DATE

July 5, 2017

PLACE

Central Administration Office

MEMBERS PRESENT

James Beirlein, Harry Brooks, John DeValve, Joanne Freeman, Jean LaPorta, and Allan Turnbull

OTHERS PRESENT

Patrick Michel, District Superintendent; Lorraine Hohenforst, Deputy Superintendent; Kathi Lewis, School Business Manager and Christine Eaton, Clerk

CALL TO ORDER

The reorganization meeting of HFM BOCES was called to order by the District Superintendent, at 5:00 p.m., followed by the Pledge of Allegiance.

TEMPORARY CHAIRPERSON

Allan Turnbull made a motion, seconded by Jean LaPorta to appoint the District Superintendent as the temporary chairperson of the reorganizational meeting. This motion carried unanimously.

OATH OF OFFICE

At this time the Clerk administered the oath of office to reelected Board Member, Jean LaPorta and newly elected Board Member John DeValve.

NOMINATIONS AND ELECTION OF PRESIDENT

The District Superintendent then asked for nominations for the office of President. Jean LaPorta made a motion, seconded by Allan Turnbull, to nominate Joanne Freeman to the office of President for the 2017-2018 school year. Harry Brooks then made a motion, seconded by Allan Turnbull, to close the polls, temporarily suspend the rules and instruct the Clerk to cast one vote for Joanne Freeman to the office of President. This motion was unanimously carrried.

OATH OF OFFICE

Mrs. Freeman was then administered the oath of office of Board President.

PRESIDENT ASSUMES LEADERSHIP

Mrs. Freeman was then administered the oath of office of Board President.  At this  ime, President Freeman assumed leader­ship of the meeting.  President Freeman then requested nominations for the office of Vice President.

NOMINATION AND ELECTION OF VICE PRESIDENT

Allan Turnbull made a motion, seconded by John Devalve, to nominate Harry Brooks to the office of Vice President for the 2017-2018 school year. John DeValve then made a motion, seconded by Allan Turnbull to close the polls, temporarily suspend the rules and instruct the Clerk to cast one vote for Harry Brooks to the office of Vice President. This motion carried unanimously.

OATH OF OFFICE

At this time Dr. Brooks was administered the oath of office of Vice President.

REORGANIZATION APPOINTMENTS

Upon the District Superintendent’s recommendation the following appointments for the 2017-2018 school year were presented for Board approval:

  • Clerk of the Board: Christine Eaton
  • Treasurer: Jennifer Clear
  • Claims Auditor ($20 per hour): Melody Prentice
  • Deputy Internal Claims Auditor ($20 per hour): Robin Rose
  • Extracurricular Accounts Treasurer: Jayette Miller
  • Asst. Treas. of Extracurricular Accts.: Jennifer Clear
  • Extra Class Faculty Auditor: Jennifer Clear
  • Extra Class Faculty Counselor: Michael Jacob (Special Ed), Jay DeTraglia (CTE), Michael Dardaris (PTECH), John Howard (AG­PTECH), Richard Potter (ADK)
  • Extra Class Faculty Advisors: (List appended to minutes)
  • Verifier of Purchase Orders: Tiffannie Brown
  • Purchasing Officer: Kathi Lewis
  • Deputy Purchasing Officer: Linda Edwards
  • Official Newspapers: The Leader Herald, The Recorder and The Gazette
  • Official Radio Stations: WENT (Gloversville) and WCSS (Amsterdam)
  • School Physician: Vacant
  • Attorneys: Girvin and Ferlazzo,P.C.
  • Auditors: West & Company CPAs, P.C.
  • Internal Auditors: Questar III BOCES
  • AHERA/SASS Designee and District Safety Officer: Jessica Kirby-Barnes
  • Information Officer: Lorraine Hohenforst
  • Records Management Officer: Lorraine Hohenforst
  • Official Bank: NBT Bank
  • General Insurance: NYSIR – Mang Agency
  • Workers Compensation Insurance: Robert J. Hoy Agency, Inc.
  • Health Insurance: CDPHP and Empire BlueCross
  • Dental Insurance: MetLife Dental
  • Compliance Officers: Jay DeTraglia Lorraine Hohenforst
  • School Library System Council: (List appended to minutes)
  • Board Audit Committee: Committee of the Whole
  • NYSSBA Voting Delegate: Joanne Freeman
  • NYSSBA Voting Alternate: Harry Brooks
  • NYSSBA Legislative Liaison: Joanne Freeman
  • Tobacco Free School Policy Liaison: Jessica Kirby-Barnes
  • Dignity Act Coordinators: (List appended to minutes)
  • Homeless Liaison/Migrant Education Coordinator: Kathi Lewis
  • Financial Advisor: Karen Moon, Vice President of Bernard Donegan Inc.
  • HFM BOCES Bond Counsel: M. Corneilia Cahill, Esq. of Hiscock & Barclay LLP

APPROVAL OF  APPOINTMENTS

Harry Brooks made a motion, seconded by Jean LaPorta, to approve the 2017-2018 reorganization appointments as presented, making note that positions left in the to be determined status will be approved by the Board as they are filled. This motion carried unanimously.

REORGANIZATIONAL RESOLUTIONS

Upon the District Superintendent’s recommendation the following resolutions for the 2017-2018 school year were presented to the Board for approval:

  • Authorize the Deputy Superintendent to certify all payrolls
  • Authorize the District Superintendent to sign and file all applications and certifications for federal and state funds
  • Authorize the Deputy Superintendent to assume the duties of the District Superintendent in the District Superintendent’s absence
  • Authorize the District Superintendent, Deputy Superintendent, and School Business Manager to approve attendance of school personnel at conferences, within budgetary appropriations
  • Authorize the District Superintendent to employ non-instructional and instructional substitutes, adult education staff, and temporary employeesAuthorize District Superintendent and Treasurer to borrow up to $500,000.00 in anticipation of revenues
  • Authorize School Business Manager, with approval of the District Superintendent, to transfer budgetary appropriations up to $10,000
  • Authorize the capitalizing threshold at $5,000
  • Authorize Treasurer, with approval of District Superintendent, to invest funds within legal limitations
  • Authorize the transfer of up to $2,000,000.00 (two million dollars) from funds with available balances to the General Fund to cover cash flow needs, with repayment to be made within one year, as permitted when borrowing between funds. In discussion with our local auditors, it is recommended that in order to avoid legal costs and interest associated with the issuance of RANs, BOCES use the internal transfer option to cover cash flow needs
  • Authorize Jennifer Clear and Linda Edwards of the BOCES to use an electronic check signature to authenticate checks issued on the BOCES accounts; and process transfers as required. Authorize Kathi Lewis to process the transfers in the absence of Jennifer Clear
    Authorize the following employees with single signature authority: Jennifer Clear, Linda Edwards, Lorraine Hohenforst and Kathi Lewis
  • Authorize the District Superintendent, Deputy Superintendent, and School Business Manager, or their designee to approve staff mileage, conference attendance, and payment/reimbursement
  • Authorize director-principals and principals to suspend students for up to 5 days
  • Authorize BOCES to participate in cooperative bidding of supplies, services, equipment, and janitorial products with public school districts and municipalities of Fulton, Montgomery, and Hamilton Counties as well as DCMO BOCES
  • Re-adopt the Audit Committee Charter, effective july 1, 2017
  • Re-Adopt the Board Policy Manual, all sections and policies therein, effective July 1, 2017
  • Re-Adopt the Constitutionally Protected Prayer in the Schools Certification
  • Adopt the last Wednesday of each month at 6:00 p.m. as BOCES board meeting date and time, except as otherwise indicated on the
    annual board meeting dates calendar
  • Establish personal cell phone reimbursement rate to be $0.06 per minute
  • Adopt the HFM BOCES mileage chart effective July 1, 2017, and authorize the School Business Manager to amend the chart as required during the course of the school year
  • Authorize the Board President and/or District Superintendent to sign contracts on behalf of the Board of Education
  • Confirm HFM credit card limits as follows: District Superintendent – $25,000 Deputy Superintendent and Chief Financial Officer – $ 36,400 (combined)
  • Establish three separate petty cash funds as follows: Business Office (Jennifer Clear) $50; Career & Technical Education (Lorrie Hanifan) $50; Career & Technical Education (Lorrie Hanifan) $50; Special Education (Holly Anker) $50
  • Authorize two school lunch point of sale drawer change accounts as follows: HFM BOCES Main Campus – Tracey Buley – $100 Jansen Avenue – Margaret Ugalde – $50
  • Establish the following substitute staff pay rates for the school year 2017-2018:Long-Term Substitute Teachers $100.00 per diem
    Certified Substitute Teachers $95.00 per diem
    Uncertified Substitute Teachers $85.00 per diem
    Substitute School Nurses (RN) $70.00 per diem
    Substitute School Nurses (LPN) $65.00 per diem
    Substitute Clinical Nurses (RN) $160.00 per diem
    Substitute Clinical Nurses (LPN) $150.00 per diem
    Long-Term Substitute Teacher Aides $65.00 per day
    Substitute Teacher Aides $9.70 per hour
    Substitute Teacher Aides required to travel from the student’s home $9.70 per hour
    Substitute Interpreters $9.70 per hour
    Substitute Typist $10.00 per hour
    Substitute Couriers $11.44 per hour
    Substitute Food Service Helper $9.70 per hour
    Substitute School Monitor $9.70 per hour
    Substitute School Bus Attendants – Regular School Year $11.40 per hour
    Substitute School Bus Attendants – Summer $11.40
    Substitute School Bus Driver – Regular School Year $16.11 per hour
    Substitute School Bus Driver – Summer $16.11 per hour
    Regional Summer School Certified Substitute Teachers $95.00 per diem
    Regional Summer School Uncertified Substitute Teachers $85.00 per diem
    Regional Summer School Substitute Nurse (RN) $70.00 per diem
    Regional Summer School Substitute Typist $10.00 per hour
    Regional Summer School Substitute School Monitors $9.70 per hour
  • Authorize board member and administrative attendance at approved conferences and meetings including the authority to expend funds associated with these activities
  • Authorize membership in Mohawk-Sacandaga School Boards Association, Capital Area School Development Association, New York State School Boards Association, Rural Schools Association, Fulton-Montgomery County Regional Chamber of Commerce, American Association of Educational Service Agencies, Statewide BOCES P/R – Erie I, BOCES the Energy Pricing Consortium, BOCES Education Consortium and the Fulton County CGR
  • Authorize the District Superintendent and School Business Manager to approve business related travel reimbursement at the latest available published IRS rate
  • Authorize bonding of all HFM BOCES employees up to $100,000 plus an additional $900,000 coverage per loss
  • Establish April 11, 2018, as the date for the next BOCES Annual Meeting
  • Establish April 25, 2018, as the date on which each component school board shall conduct a public meeting for the purpose of voting on the BOCES administrative budget and candidates to fill vacancies on the BOCES Board of Education, pursuant to Section 1950 of Education Law
  • Establish the following Adult Services Tuitions for school year 2017-2018: Career/Technical Program (half day) $2,945.00 Career/Technical Program (full day) 5,000.00
  • Establish the following ancillary pay rates for school year 2017-2018:
    Retiree Scorers $94/per diem
    Regional Scoring Manager 25/hour
    Regional Scoring Trainers Saturday and/or after School 35/hour
    Regional Scorers 15/hour
    Regional Scoring Assistants 15/hour
    Lifeguard 9.70/hour
    Adult Educators 25/hour
    Bus Driver Trainers 25/hour
    Curriculum Writing 25/hour
    Curriculum Training 25/hour
    Regional Summer School School Nurse 21/hour
    Regional Summer School Senior Typist 13/hour
    Regional Summer School Teacher 25/hour
    Regional Summer School School Monitor 12/hour
    Regional Summer School Teacher Aide 12.50/hour
    Regional Summer School Typist 12.70/hour
    Teacher Aide (Part-time, Hourly) 12.50/hour
    TASC/HSE Coordinator 25.00/hour
    TASC/HSE Examiner 20.00/hour
    TASC/HSE Proctor 12.50/hour
    Regional Enrichment Summer Program Teacher 25/hour
    Regional Enrichment Summer Program Teacher Assistant 15/hour
  • Reaffirm that the Hamilton-Fulton & Montgomery BOCES is a non-discriminatory employer
  • Reaffirm that alternative communications will be used to assist the handicapped
  • Reaffirm that BOCES meetings will be held in locations most accessible to the handicapped
  • Reaffirm BOCES commitment to comply with The Freedom of Information Act and The Family Educational Rights and Privacy Act
  • Reaffirm BOCES commitment to comply with the Open Meeting Law
  • Reaffirm BOCES commitment to comply with Title IX
  • Reaffirm BOCES commitment to comply with the American Disabilities Act (ADA)
  • Reaffirm BOCES commitment to comply with the Annual School Integrated Pest Management notification requirements
  • Reaffirm charge for transcripts for adult students $5.00 per transcript
  • Reaffirm a photocopy fee of $0.25 per face sheet
  • Reaffirm that secretarial fees associated with the retrieval of information shall be at the actual pay rates for the person(s) performing the retrieval tasks

APPROVAL OF REORGANIZATION RESOLUTIONS

A motion was made by James Beirlein and seconded by Jean LaPorta, to approve the reorganization resolutions for the 2017-2018 school year as presented. This motion was unanimously carried.

ADJOURNMENT

At 5:14 p.m. a motion was made by Allan Turnbull to adjourn the reorganization meeting and prepare to enter a special board meeting. This motion was seconded by James Beirlein and unanimously carried.

Respectfully submitted,

Christine Eaton Clerk of the Board

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