minutes - Capital Region BOCES

Office of the Clerk of the BoardSharon A. Kisby900 Watervliet-Shaker Road, Suite 102Albany, New York 12205Phone: (518) 862-4920Fax: (518) 862-4949RE-ORGANIZATION MEETING -- July 18, 2011The Re-Organization Meeting of the Board of Cooperative Educational Services of Albany-Schoharie-Schenectady-Saratoga Counties, 900 Watervliet-Shaker Road, Suite 102, Albany, New York, was held on July 18, 2011 at theAdministrative Offices - Meeting Room. The meeting was called to order at 6:30 p.m. by Sharon A. Kisby, Clerkof the Board.PRESENTABSENTJeffrey Bradt, Kevin Kutzscher, Sandra Beloncik, John Bergeron, Gary DiLallo, Robert Domenici,Lynne Lenhardt, Barbara Mauro, John Phelan, Rose Surman, Mark Jones-Asst. Dist. Supt., KathrynGerbino-Asst. Dist. Supt., Carl Strang-Asst. Dist. Supt., Jill Aurora-Public InformationSpecialist, and Sharon A. Kisby-Clerk of the BoardCharles S. Dedrick-Dist. Supt., Kevin Harren-Attorney, Inge Jacobs-Sp. Ed. Director, and RobertZordan-HR DirectorSharon A. Kisby, Clerk of the Board, led the Pledge of Allegiance.PLEDGE OF ALLEGIANCESharon Kisby, Clerk of the Board, reported that she administered the Oath of Office OATH OF OFFICE -to Dr. Charles S. Dedrick on July 11, 2011, pursuant to Section 2206 of Education DISTRICT SUPERINTENDENTLaw as required by the New York State Constitution.The Oath of Office was administered to Dr. John Bergeron and Mrs. Sandra Beloncik, OATH OF OFFICE -Mr. Gary DiLallo, Mr. John Phelan by Sharon Kisby. The terms of office are July 1, BOARD MEMBERS2011 through June 30, 2014.It was moved by Mr. Kutzscher and seconded by Mrs. Beloncik to accept the agendaas presented. The motion passed unanimously.ACCEPTANCE OF AGENDAMr. Phelan reported that the Nominating Committee received the names of Mr. Jeffrey REPORT OF THEBradt for the position of Board President and Mr. Kevin Kutzscher for the position of NOMINATINGVice President.COMMITTEEIt was moved by Mr. Phelan and seconded by Mrs. Beloncik to close the nominationsfor the position of President. The motion passed unanimously.Mr. Jeffrey Bradt was duly elected to serve as President of the Board for the 2011-12School Year.ELECTION OF PRESIDENTIt was moved by Mr. Phelan and seconded by Mrs. Beloncik to close the nominationsfor the position of Vice President. The motion passed unanimously.Mr. Kevin Kutzscher was duly elected to serve as Vice President of the Board for the ELECTION OF VICE-2011-12 School Year. PRESIDENTThe Oath of Office was administered to President Bradt and Vice-President Kutzscher OATH OF OFFICEby Sharon Kisby.The meeting was turned over to President Bradt.

Re-Organization Meeting - - July 18, 2011Page 3It was moved by Mrs. Lenhardt and seconded by Mr. Phelan to meet at 6:30 p.m.on the following dates. The motion passed unanimously.REGULAR MEETING/DATE & TIMEAugust 29, 2011 *September 19, 2011October 17, 2011 SchoharieNovember 21, 2011December 19, 2011January 12, 2012 *February 16, 2012 *March 19, 2012April 4, 2012 *May 21, 2012June 18, 2012 SchoharieJuly 16, 2012 Re-Organization MeetingApril 4, 2012April 23, 2012Annual MeetingAdministrative Budget Vote/Board Member ElectionPLEASE NOTE: *Indicates change in normal schedule.It was moved by Mrs. Lenhardt and seconded by Mr. Domenici that Bank of America BANK DESIGNATIONbe designated as the official bank depository for the following BOCES monetary fundsor accounts. The motion passed unanimously.General Fund Checking AccountGeneral Fund/Controlled Disbursement AccountTrust and Agency Fund Checking AccountTrust and Agency Public Funds Interest Checking AccountSpecial Aid (Federal) Fund Checking AccountCareer and Technical Education Reserve AccountExtraclassroom Activity Fund AccountEmployee Benefit/Accrued Liability Reserve AccountSpecial Aid Fund – Public Funds Interest CheckingProperty Loss Reserve & Liability Reserve Fund AccountNew York State Municipal Benefit Coalition (NYSMBC) CheckingUnemployment Reserve AccountPell AccountGeneral Fund Public Funds Interest CheckingCapital Fund Checking AccountPayroll Checking AccountPayroll Funding AccountGeneral Fund Money Market AccountWorkers Compensation Reserve AccountStafford AccountScholarship Checking AccountIt was moved by Mrs. Lenhardt and seconded by Mr. Domenici that M & T Bank bedesignated as the official depository for the following BOCES monetary funds oraccounts. The motion passed unanimously.Lease Payment AccountIt was moved by Mrs. Beloncik and seconded by Mr. Phelan to designate the DailyGazette as the official newspaper for the 2011-12 School Year. The motion passedunanimously.NEWSPAPER DESIGNATION

Re-Organization Meeting - - July 18, 2011It was moved by Mrs. Surman and seconded by Mrs. Lenhardt to authorize theDistrict Superintendent or Assistant District Superintendent for ManagementServices to sign, on behalf of the Board, all Board approved grant applicationsand such other state and federal documents not specifically requiring thesignature of the Clerk or another official. The motion passed unanimously.It was moved by Mrs. Surman and seconded by Mrs. Lenhardt to authorize theDistrict Treasurer to purchase Certificates of Deposit, Treasury Bills and tomake Repurchase Agreements and Time Deposits during the 2011-12 SchoolYear. The motion passed unanimously.It was moved by Mrs. Surman and seconded by Mrs. Lenhardt to authorize theestablishment of the following BOCES accounts with the single signature ofthe Treasurer or Deputy Treasurer for the 2011-12 School Year. The motionpassed unanimously.Page 4DESIGNATION OF DISTRICTSUPT. OR ASST. DISTRICTSUPT. FOR MANAGEMENTSERVICES TO SIGN GRANTAPPLICATIONS ANDOTHER STATE ANDFEDERAL DOCUMENTSPURCHASE CERTIFICATESOF DEPOSIT AND OTHERINVESTMENT INSTRUMENTSSINGLE SIGNATUREGeneral Fund Checking/Controlled DisbursementSpecial Aid Fund CheckingNew York State Municipal Benefit Coalition (NYSMBC)Trust and Agency Fund CheckingPayrollIt was moved by Mrs. Surman and seconded by Mrs. Lenhardt to establish thefollowing accounts with the dual signature of the Treasurer, Deputy Treasurer,Assistant District Superintendent for Management Services or DistrictSuperintendent for the 2011-12 School Year. The motion passed unanimously.DUAL SIGNATURESTrust and Agency Public Funds Interest CheckingExtraclassroom Activity Fund AccountSpecial Aid Fund Public Funds Interest CheckingPell AccountCapital Fund Checking AccountWorkers Compensation Reserve AccountProperty Loss Reserve & Liability Reserve Fund AccountCareer and Technical Education Reserve AccountEmployee Benefit/Accrued Liability Reserve AccountUnemployment Reserve AccountGeneral Fund Public Funds Interest CheckingGeneral Fund Money Market AccountStafford AccountScholarship Checking AccountIt was moved by Mrs. Surman and seconded by Mrs. Lenhardt to authorize the use of a FACSIMILE SIGNATUREfacsimile signature of the Treasurer or Deputy Treasurer be imprinted on all checksissued from the following accounts/monetary funds. The motion passed unanimously.General FundSpecial Aid (Federal) FundTrust and Agency FundPayroll AccountIt was moved by Mrs. Surman and seconded by Mrs. Lenhardt to authorize theAssistant District Superintendent for Management Services or the DistrictSuperintendent to sign all claims on behalf of the BOCES for the 2011-12 SchoolYear. The motion passed unanimously.It was moved by Mrs. Surman and seconded by Mrs. Lenhardt to authorize theAssistant District Superintendent for Management Services or the DistrictSuperintendent to approve budget transfers during the 2011-12 School Year, subjectto the stipulation that the total of annual adjustments within any object of expenseshall not exceed the amount of $25,000. The motion passed unanimously.SIGN CLAIMSBUDGET TRANSFERS

Page 5Re-Organization Meeting - - July 18, 2011It was moved by Mrs. Surman and seconded by Mrs. Lenhardt to designate Cusack & INDEPENDENT AUDITORCo. to perform the External Audit for the 2011-12 Fiscal Year at $34,095, per RFPAward #11-004, dated December 1, 2010. The motion passed unanimously.It was moved by Mrs. Surman and seconded by Mrs. Lenhardt to appoint Rachel RECORDS MANAGEMENTYamin as Records Management Officer for the 2011-12 School Year, at no additional OFFICERsalary. The motion passed unanimously.It was moved by Mrs. Surman and seconded by Mrs. Lenhardt to appoint DanielHaggerty as Asbestos (LEA) Designee for the 2011-12 School Year, at no additionalsalary. The motion passed unanimously.ASBESTOS (LEA)DESIGNEEIt was moved by Mrs. Surman and seconded by Mrs. Lenhardt to appoint the Director TITLE IX COMPLIANCEof Human Resources as Title IX Compliance Officer for the 2011-12 School Year. OFFICERThe motion passed unanimously.It was moved by Mrs. Surman and seconded by Mrs. Lenhardt to appoint the Director SECTION 504 COMPLIANCEof Human Resources as Section 504 Compliance Officer for 2011-12 School Year. OFFICERThe motion passed unanimously.It was moved by Mrs. Beloncik and seconded by Mrs. Lenhardt to authorize theprovision of a BOCES-owned computer to any BOCES Board Member requestingone in order to ensure that Board Members have full and efficient access to BOCESrelateddocuments, notices and information. Any such computer shall remain theproperty of BOCES and shall be returned to BOCES upon the termination of theBoard Member’s service to BOCES. The motion passed unanimously.It was moved by Mrs. Beloncik and seconded by Mrs. Surman to authorizethe District Superintendent to employ instructional and non-instructionalsubstitutes, and temporary employees consistent with existing policies. Themotion passed unanimously.It was moved by Mrs. Lenhardt and seconded by Mr. Kutzscher to establish PettyCash funds in the amount of $100 for each Division, Central Administration,theCareer and Technical School-Schoharie Center, and the North Country DataProcessing Center. The motion passed unanimously.USE OF TECHNOLOGYEQUIPMENT BY BOARDMEMBERSEMPLOYMENT OFSUBSTITUTES ANDTEMPORARYEMPLOYEESPETTY CASH ACCOUNTSIt was moved by Mr. Kutzscher and seconded by Mrs. Lenhardt to appoint Mrs. REPRESENTATIVE -Surman as the representative to the Schoharie County School Boards Association. SCHOHARIE COUNTYThe motion passed unanimously.SCHOOL BOARDSASSOCIATIONIt was moved by Mr. Kutzscher and seconded by Mrs. Lenhardt to appoint Mr. Phelan REPRESENTATIVE -and Mrs. Beloncik as the representatives to the Capital District School Boards CAPITAL DISTRICTAssociation. The motion passed unanimously.SCHOOL BOARDSASSOCIATION

Re-Organization Meeting - - July 18, 2011Page 6It was moved by Mr. Phelan and seconded by Mrs. Mauro to authorize Capital Region CONFERENCES/BOCES Board Members to attend and participate in training sessions, workshops, TRAININGS/WORKconferencesand meetings offered and conducted by local, state and national school SHOPS FOR BOARDboard associations and by CASDA, and that fees and related expenses shall be paid MEMBERSor reimbursed in accordance with established Board Policy and procedures. Themotion passed unanimously.It was moved by Mrs. Lenhardt and seconded by Mr. Kutzscher to authorize the CONFERENCE ATTENDANCEDistrict Superintendent to approve attendance of staff members at conferences during AND FIELD TRIP APPROVALthe 2011-12 School Year, and to approve student field trips having the priorrecommendation of the appropriate Director in accordance with Board Policy.The motion passed unanimously.It was moved by Mrs. Surman and seconded by Mrs. Lenhardt that the AssistantDistrict Superintendent for Management Services be authorized to certify payrollsfor the 2011-12 School Year. The motion passed unanimously.CERTIFY PAYROLLSIt was moved by Mrs. Surman and seconded by Mrs. Lenhardt to authorize the School AUTHORIZATION TOBusiness Administrator or the Purchasing Agent to prepare bid specifications and PREPARE AND OPEN BIDSopen bids. The motion passed unanimously.It was moved by Mrs. Surman and seconded by Mrs. Lenhardt to authorize the AUTHORIZATION TOPurchasing Official or the Business Administrator the authority to disposeof obsolete DISPOSE OF OBSOLETE/property in a manner that is to the best advantage of BOCES, provided the unit market PERSONAL PROPERTYvalue of the item is not more than $500, nor the total market value of all the items ofsimilar nature is more than $500 in accordance with Board Policy. The motionpassed unanimously.It was moved by Mrs. Surman and seconded by Mrs. Lenhardt to approve therecommendation that the District Superintendent/Chief Operating Officer and thePresident of the Board be appointed the official spokespersons for the BOCES.The motion passed unanimously.It was moved by Dr. Bergeron and seconded by Mrs. Mauro to re-adopt all existingBoard Policies. The motion passed unanimously.It was moved by Mr. Kutzscher and seconded by Mr. Phelan to re-establish thefollowing reserves. The motion passed unanimously.OFFICIALSPOKESPERSONRE-ADOPT BOARDPOLICIESRE-ESTABLISH RESERVES1. In accordance with the requirements of General Municipal Law, Section 6-j,Worker’s Compensation Reserve, in an amount not to exceed 7.5% of GeneralFund expenditures for that fiscal year.2. In accordance with the requirements of General Municipal Law, Section 6-p,Employee Benefit Accrued Liability Reserve, in an amount not to exceed thetotal value of all compensated absences as of June 30 each year.3. In accordance with the requirements of General Municipal Law, Section 6-m,Unemployment Insurance Reserve, in an amount not to exceed 5% of totalGeneral Fund expenditures for that fiscal year.4. In accordance with the provisions of Education Law 1950(4)(ee) andCommissioners Regulation 170.3(k) Career Educational InstructionalEquipment Reserve.

Re-Organization Meeting - - July 18, 20115. In accordance with the provisions of Education Law §1709 (8-c), Liabilityand Property Loss Reserve Fund, based on estimated contingent liabilitiesfor that fiscal year.6. In accordance with the provisions of General Municipal Law 6-r, RetirementContribution Reserve Fund based on anticipated liabilities, including anyretirement incentives..Page 7It was moved by Mrs. Beloncik and seconded by Mrs. Surman to approve therecommendation that official notice of Board Meetings be posted in the publicaccessible areas of the Principal’s Office at the Career and Technical School-Albany and Schoharie Center and Maywood School. In addition, the noticeswill be posted in the District Superintendent’s Office and on bulletin boardslocated in the Northeast Regional Information Center and School SupportServices Division and the BOCES Website. The motion passed unanimously.It was moved by Mr. Phelan and seconded by Mr. Kutzscher to adjourn the meetingat 6:47 p.m. The motion passed unanimously.TIME AND PLACE OFMEETINGSADJOURNMENTJuly 20, 2011DateSharon A. KisbyClerk of the Board