Board of Education Minutes July 31, 2018

Date: July 31, 2018 at District Office         

Board of Education                                                                                                                               

REGULAR MEETING AND PUBLIC HEARING (Smart Schools Phase III) – District Office

 Members Present:

Dori Johnson

Kristin Graessle (via teleconferencing from 335 Glendale Ave.NE, Atlanta, GA)                 

Kristi Kheiralla                                                                                                                   

Gretchen Meier

Cara Robertson

Ross Tompkins                                 

Members Absent:          

Lloyd Greer, Jr.

Others Present:                               

Tim Mains, Superintendent of Schools                                                  

Donna Geidel, Assistant Superintendent for Instruction                               

Michael Pacella, Assistant Superintendent for Business                                

Deborah June,   District Clerk

Approximately 13 residents/students/staff members

The meeting called to order by Vice President Gretchen Meier, with the following motion offered:

MOVED by Trustee Trustee Johnson , second by Trustee Kheiralla, that the Board of Education open the regular meeting at approximately 6:21 PM.

YES – 6     NO – 0    CARRIED

MOVED by Trustee Kheiralla, second by Trustee Johnson, that the Board of Education adjourn into executive session regarding Attorney Client Privilege.

YES – 6     NO – 0    CARRIED

MOVED by Trustee Kheiralla, second by Trustee Robertson, that the Board of Education adjourn from executive session and return to regular session, noting the time at approximately 7:24 PM.

YES – 6     NO – 0    CARRIED

Regular session/public hearing resumed at approximately 7:24 PM, followed by a motion offered to proceed with the meeting, followed by the pledged of allegiance and a moment of silence.

Presentation and Public Hearing – SMART SCHOOLS PHASE III

John Hicks, Director of Educational Technology provided an overview of the Smart Schools Investment Plan for Phase III of the Smart Schools Project presented to the Board of Education for approval. Some of the highlights reviewed in the PowerPoint included the following: Review of Smart School Bond Act actions to date; Technology and Security Assessment; Technology Infrastructure; and Security Systems. Recommendations offered included the following: Recommendations were made in each of the areas that were evaluated,

Preliminary pricing was provided, Priorities were identified for Phase 1, Phase 2  and Phase 3 projects

Phase 1 and Phase 2 Priorities were reviewed with the Technology Task Force and the District Leadership Team (DLT). The presentation continued with review of the following: Phase One Priorities-Security Cameras added to all schools, Lockdown/Lockout Notification System,Ground wiring closet racks,Wiring closet and cabling work in five buildings; Review of Phase One Status–Phase 1 Project Investment Plan (SSIP) was approved by Board of Education on May 24, 2016,Phase 1 Project was submitted to the Smart School Review Board for approval in late May 2016, Phase 1 Project was approved during the summer of 2017,Phase 1 Work began on April 16, 2018,Phase 1 Work should be completed by Early September;  Review of Phase Two Priorities–Replace intrusion detection system is all schools, Replace fiber optic cable between wiring closets throughout district,

Replace fiber optic cable between HS and PBE, HS and District Office, HS and Warehouse, Run new fiber optic cable between CVMS/PAK campus and CES, Add some doors to card access control system, Replace PA System in high school, Replace Analog Phones in all schools except the high school; Review of Phase Two Status–Phase 2 Project Investment Plan (SSIP) was approved by Board of Education on March 28, 2017,Phase 2 Project was submitted to the Smart School Review Board for approval on April 2, 2017,Phase 2 Project is currently under Expenditure Review; Phase 3 Priorities—Complete work that was eliminated from Phase 1 due to being over budget (Wiring closet work at CVMS,Install exterior cameras at HS and CVMS),Replace PA System in all schools except high school,Replace Analog Phones in high school. A review of the Phase 3 costs by category was then provided, as well as steps completed. In conclusion,the following next steps were reviewed: Phase 3 Scope posted on website for 30 days beginning June 13th,Hold Public Hearing Tonight, Board of Education is being asked to approve Finalized Smart Schools Investment Plan tonight, Post Final SSIP on website,Submit SSIP to NYSED,Start Preliminary Technical Design,Receive approval of SSIP from Review Board,,Final Technical Design

Submit Plans to Facilities Planning. Mr. Hicks was thanked for his presentation.

 The floor was open to the public for comments and questions.

Public Comment Segment regarding Phase III – No public comments offered

Board members entered into a dialogue, some of which included conversation regarding the following:

Mass notification/PA system, lock down system, greeters desk, and protocol for individuals entering buildings.

At the conclusion of the comment and question segment of the Public Hearing, the Board of Education was asked for approval of the following:

Board Approval of Smart Schools Investment Plan Phase III

MOVED by Trustee Johnson, second by Trustee Robertson, that the Board of Education acknowledge receipt and acceptance, and approval of the Smart Schools Investment Plan for Phase III of the Smart Schools Project, as submitted. 

YES – 6     NO – 0    CARRIED

Roll Call Vote

K. Graessle         Yes         K. Kheiralla         Yes

C. Robertson      Yes         R. Tompkins       Yes

D. Johnson          Yes         G. Meier              Yes

Approval of Minutes

MOVED by Trustee Robertson, second by Trustee Kheiralla, that the Board of Education approve the minutes from the July 10, 2018 meeting as submitted by the District Clerk.

YES – 6     NO – 0    CARRIED

Reports, Recommendations of the Superintendent

Consent Agenda

MOVED by Trustee Robertson, second by Trustee Kheiralla, that the Board of Education approve the following revised Consent Agenda and addition* as submitted by the Superintendent of Schools:

Resignations*

Instructional

Samantha Candreva, resignation from her position as a 1.0 FTE Secondary Math Teacher, effective at the close of business July 27, 2018.

Kimberly Hatfield, resignation from her position as a 4.0 hours/day Teaching Assistant, effective at the close of business July 31, 2018.

Resignations

Non-Instructional

Terry Vetter, resignation for the purpose of retirement, from her position as a 7.0 hours/day School Monitor effective at the close of business September 28, 2018.

Karan Vanderley, resignation from her position as a 6.0 hours/day School Monitor effective at the close of business July 26, 2018

Courtney Baumbach, amend previously accepted resignation from her position as a 6.0 hours/day School Monitor, to reflect the following effective date, at the close of business June 28, 2018.

Appointments

Instructional

Ellen Friel who holds an Initial certificate in Art, be appointed to the position of 1.0 FTE Permanent Substitute in the Art tenure area for the period of 09/04/2018 and ending 06/30/2019.  Salary at BA, Step 1. 

Amanda Lopez who holds a Permanent certificate in Pre-K-6, be appointed to the position as a 1.0 FTE Permanent Substitute in the Remedial Reading tenure area for the period of 09/04/2018 and ending 06/30/2019. Salary at MA, Step 3.

Janine Brutvan who holds a Permanent certificate in Special Education, be appointed to the position of 1.0 FTE Permanent Substitute in the Special Education (General) tenure area for the period of 09/04/2018 and ending 06/30/2019.  MA, Step 4. 

Colin Noonan, who holds a Teaching Assistant Level I certificate, be appointed on probation as a part time, non-tenure bearing, 6.5 Hour/Day Teaching Assistant, salary as per contract, effective September 04, 2018.

Lindsay Brooks who holds a Professional certificate in Childhood Education 1-6, be appointed to the probationary position as a 1.0 FTE Teacher (Elementary 1-3) in the Elementary tenure area for a four year probationary period commencing September 04, 2018 and ending September 03, 2022.  Salary at MA, Step 1. Be it further resolved that, to the extent applicable under Education Law Section 3012-d and the accompanying Commissioner’s Regulations, in order to be considered for tenure (Lindsay Brooks), must have received an APPR rating of effective or highly effective in three of the four probationary years and must not receive an ineffective in the fourth year.  

Instructional/Non-Instructional

Extended School Year Services / Special Education

Board approval for the temporary appointment of the following individuals as per diem, hourly Instructional and non-instructional staff members for the 2018 Extended School Year Services effective for the period July 2, 2018 through August 9, 2018 (Monday through Thursday) at contract hourly wages as follows, noting appointments are contingent upon student enrollment:

Nicole Horne – Teaching Assistant – 15 hrs/week  – CES

Marisol Burgos – 1:1 Monitor – 15 hrs/week – CES           

Appointments:

Special Education – 2018 Summer Tutoring

Board approval for the temporary appointment of the following individual at the rate of $50.00 per hour as a tutor, Effective for the period August 1, 2018 through September 5, 2018 (Mondays through Thursday):

Marjorie Fox

Fine Arts Academy

Board approval for the temporary appointment of the following individual as a teacher for the 2018 Summer Fine Arts Academy, effective for the period July 2, 2018 through July 20, 2018 at a rate of $35.00/hour:   Julie Palinkas up to 105 hours

Regents Book Camp

Board approval of the additional temporary appointment for the following instructional staff member for 2.0 hours/day, Monday – Thursday (9:00 a.m. to 11:00 a.m), for Regents Boot Camp at Pine Bush High School during the August 2018 summer session (August 6, 2018 through August 15, 2018) effective dates as noted*, salary at the rate of $35/hour:

Pine Bush High School

Kevin Kreeger (8/6/18* – 8/9/18*) Earth Science

Extension of Summer Feeding Program/Summer Food Service Staff

Board approval to extend the Summer Program dates effective for the period of August 20, 2018 through August 31, 2018 to continue Summer Food Service “Summer Feeding Program” with the approval of an extension of the following individuals for the Summer Food Service     “Summer Feeding Program” effective for the period August 20, 2018 through August 31, 2018. (Monday – Thursday only)

Name                             Position                                 Hours                                     Rate of pay

Elizabeth McNamee                 Cook Manager                      7hr/day                                  $25/hr

Linda Strucker                          Food Service Worker          7hr/day                                  $18/hr

Jaime Hadden                           Food Service Worker          Per Diem substitute             $18/hr

Edna Hough                               Food Service Worker          Per Diem substitute             $18/hr

Cimarron Neeld                        Food Service Worker          Per Diem substitute             $18/hr

There are approved “Summer Feeding Program” sites that will be extending their free breakfast and lunch programs through 8/31/18.  These meals provided at no cost to children and are prepared by the PBCSD School Nutrition Department.  

Extra-Curricular

Board approval of the following appointment for the 2018-2019 school year, effective September 4, 2018 at the appropriate co-curricular stipend:

Pakanasink Elementary School                                                                         

Jordan Donley, Odyssey of the Mind Coach @ Level III, Step 1 (1)  

Crispell MS*

Matthew Schomber, Odyssey of the Mind Coach @ Level III, Step 1 (1)

Interscholastic                                                 

Board approval for following interscholastic fall coaching appointment for the 2018-2019 school year at the appropriate interscholastic stipend:

Field Hockey

Deena Kertesz** Modified Coach @ Level III, Step 1 (1)

Cheerleading:

Dana Dwyer** Varsity Coach @ Level I, Step 1(1)

Volleyball:         

Brooke Armida** Modified Coach @ Level III, Step 5 (6)

Elizabeth Stap** Volunteer / Unpaid Coach

**Pending completion of coaching requirements/coaching license.

Per Diem Substitutes

Board approval for the appointment of the following individuals as per diem substitutes effective September 4, 2018 at board approved per diem substitute rates:

Courtney Bray

Ruth Lora-DeJesus

Beberly Lugo

Jeanne Marino

Donna McCarthy

Robert Page

Per Diem Substitutes

Board approval for the appointment of the following individual as per diem substitutes effective June 4, 2018 at board approved per diem substitute rates:

Jesse Gotay

YES – 6     NO – 0    CARRIED

Approval of CSE & CPSE Placement Recommendations

MOVED by Trustee Robertson, second by Trustee Kheiralla, that the Board of Education approve all IEPs of the Committee on Special Education and the Committee on Preschool Special Education as submitted by the CSE and CPSE Chairperson and reviewed by Trustee Robertson.

YES – 6     NO – 0    CARRIED

Presentation: Introduction of Potential Capital Project

Superintendent Tim Mains and Assistant Superintendent Michael Pacella, assisted by Chris Ladanyi and Chris Colby (from the Architecture Firm of Clark Patterson Lee) presented a PowerPoint introducing a Potential Capital Project. Some of the highlights of the Capital Improvement Project Proposal were as follows:

Capital Improvement Project Proposal

Introduction information of this presentation included the following:

*February, 2017 – toured all facilities with Jim Licardi

*Deferred Maintenance

Last Capital Project = $16.1 million

BCS – $50 million + (since 2015 BCS, even more)

*We want our students to have access to first rate facilities

Athletics, in particular

*Prepared for this by creating a District Central Design Committee

Mike Pacella, Chair

Plus Jim Licardi, John Hicks, Eric Winter & Tim Mains

*Reviewed needs inclusive of all work

EPC ($7.2 mill)

Smart Schools Bonds ($5 mill)

Comprehensive Capital Improvement Project Proposal  ($64-86 mill)

PROGRESS “Where We’ve Been” to date:

Reviewing Building Condition Surveys from Previous Architects & Engineers.

Conducted Walkthroughs & Surveys of all buildings to review the “Nuts & Bolts” Infrastructure needs.

Conducted Walkthroughs of all buildings with building Principals to understand and document Programmatic needs.

Held weekly meetings with Central Design Committee.

The presentation continued with a brief review of each building and a priority list from priorities 1 – 5 was provided. The current focus was most specific to priorities 1 and 2, followed by the initial preliminary cost summary.  More specific information will be provided at the August 21, 2018 meeting.

The Pine Bush CSD Estimated Property Tax Impact was provided as follows:

*Assumptions made to project estimated property tax impact

90% of the total project cost will be eligible for state aid
Our current state building aid ratio will remain at 70.3%
We will borrow at an interest rate of 4.25% for 15 years (current market = 3%)
The Capital Reserve account recently established by voter approval will accumulate to roughly $15,000,000 over the term of the loan.

 $5.5m – $6.0m to be recommended in 2018-2019

 $8.0m – $9.0m estimated additional funds set aside over the next 17 years
Fund balance to remain at the legal limit of 4% of budget
Property tax levy will be consistent with tax cap law
Annual tax impact percentage gradually decreases over the years

Continuation of the Pine Bush CSD Estimated Property Tax Impact:

Priorities 1 and 2 impact (Estimated)

Total project cost                                             $ 76,100,000

Local share after state aid                            $ 48,500,348

15 year annual average payment              $    3,233,357

Less: Capital Reserve Fund use                  $    1,000,000

Net Local Share per year                                                               $    2,233,357

Current 1% of total tax levy                                                         $        570,041

Net percentage tax increase from Year 1 – Year 15           3.92% – 2.97%

Current school tax bill:

$   3,000 @ 3.92% increase = $118 per year or $  9.83 per month

$   4,000 @ 3.92% increase = $157 per year or $13.08 per month

$   5,000 @ 3.92% increase = $196 per year or $16.33 per month

$ 10,000 @ 3.92% increase = $392 per year or $32.67 per month

In conclusion of the presentation, a basic understanding of SED and Project Aid to include aid eligibility and related aid ceiling issues, as well as upcoming schedule.

A conversation ensued amongst the members of the Board of Education with some discussed regarding the Potential Capital project, priorities, financial impact (including taxpayer cost), as well as EPC and SMART Schools projects. Mr. Mains was thanked for his presentation. A follow-up presentation will be provided at the next meeting on August 21, 2018.

Presentation: Update on Pine Bush Elementary School Project

Superintendent Tim Mains provide a verbal update on the Pine Bush Elementary School Project. As we are aware, Pine Bush Elementary experienced water damage in January (emergency declaration). In February it was determined the walls had not dried quick enough, therefore, mold remediation was required. When nearing the end of the project additional subsequent water issue evolved. The additional areas are being addressed.

Retesting of concerned areas are currently taking place. First (initial) phase of the project is covered under insurance. The second phase of the project was accidental and not covered under insurance, also being overseen by Construction Manager. The Superintendent intends to send one last update regarding Pine Bush Elementary School status, as well as post and update on our District Website.

 Public Participation 

Vice President Meier, opened the first public participation at approx. 9:10 PM requesting no personal references. No comments/questions/concerns were raised.

Approval of Standard Work Day and Reporting of Appointed Official – Internal Claims Auditor

MOVED by Trustee Johnson, second by Trustee Kheiralla, that the Board of Education approve the following resolution:    BE IT RESOLVED, that the Pine Bush CSD (Location Code 73307) hereby establishes the following as standard work days for the Internal Claims Auditor and will report the following days worked to the New York State and Local Employees Retirement System based on the time keeping system records or the record of activities maintained and submitted by these officials to the clerk of this body: Internal Claims Auditor – Standard Work Day at 8 hours, (1.02 days per month*). As such, the Board approves the Standard Work Day and Reporting Resolution Form attached to the minutes. 

Date: July 31, 2018

YES – 6     NO – 0    CARRIED

Designation & Disposition of Text Books  and Equipment

MOVED by Trustee Robertson, second by Trustee Johnson, that the Board of Education authorize the following disposition of books/equipment:

The Board of Education designated the lists of surplus text books as submitted at the request of Amy
Brockner, CES Principal as unusable in accordance with Policy #5250 SUBJECT: Disposition of Surplus Property, and authorize the disposition of the books outdated and/or in poor condition under the direction of Michael Pacella, Assistant Superintendent for Business.

(Hard copy list to be attached to the minutes.)

The Board of Education designated the lists of surplus text books as submitted at the request of Brian Breheny, PAK Principal as unusable in accordance with Policy #5250 SUBJECT: Disposition of Surplus Property, and authorized the disposition of the books outdated and/or in poor condition under the direction of Michael Pacella, Assistant Superintendent for Business.

(Hard copy list to be attached to the minutes.)

The Board of Education designated the following list of surplus equipment as submitted at the request of
Lyn Prestia, Director of Food Service as unusable in accordance with Policy #5250 SUBJECT: Disposition of Surplus Property, and authorized the disposition of this equipment as outdated, in poor condition &/or in disrepair under the direction of Michael Pacella, Assistant Superintendent for Business.

PBHS

Asset tag – 1448006556   Hatco Cabinet: 

1 door hot holding (1995) Life expectancy 15 years 

Not functioning – nor repairable

Asset tag – 1444006549 – Glenco refrigerator serial # GG-347487-C:

2 door pass through (1990) Life expectancy 15 years

Not functioning – nor repairable

CES

Asset tag – 007325 – Hobart refrigerator serial # 32-573-172                                                                   

3 door refrigerator pass through (1990) Life expectancy 15 years                                                                  

Not functioning – nor repairable. 

YES – 6     NO – 0    CARRIED

Approval of Settlement Agreement – Impartial Hearing

MOVED by Trustee Johnson, second by Trustee Kheiralla, that the Board of Education approve the following resolution:

RESOLVED, that all claims regarding an Impartial Hearing brought by the Parents of Student

No.073118IH, be resolved by payment in the amount of $7,500 in accordance with the terms and conditions set forth in the agreement to the satisfaction of the school district’s attorney.

Dated: July 31, 2018

YES – 6     NO – 0    CARRIED

Approval of Amended Policy for Second Reading and Adoption

•   Amended Policy 6161

MOVED by Trustee Kheiralla, second by Trustee Johnson, that the Board of Education approve amended Policy 6161 for second reading and adoption:

Amended Policy 6161 – Conference/Travel Expense Reimbursement

YES – 6     NO – 0    CARRIED

Approval of Amended / New Policies for First Reading

MOVED by Trustee Johnson, second by Trustee Kheiralla, that the Board of Education approve the following  amended/new  policies for first reading:

•   Amended Policy 7222

Diploma or Credential Options for Students with Disabilities

•   Amended Policy 7131

Policy 7131 – Education of Students in Temporary Housing (replacing former7131 Education of Homeless Children & Youth)

•   Amended Policy 5660

Policy 5660 – Meal Charging and Prohibition Against Meal Shaming (replacing former 5660 School Food Service Program (Lunch and Breakfast)

•   New Policy 7221

New Policy 7221 – Participation in Graduation Ceremonies and Activities

YES – 6     NO – 0    CARRIED

Upcoming Meetings, Events / Old, New Business / Updates

Board Meetings:

August     

• Wednesday, August 15, 2018, Special Meeting – Board Retreat/ District Office 4:00 PM

• Tuesday, August 21, 2018, Regular Board Meeting/ District Office 7:00 PM

Events:

•         Summer School Graduation will take place:

 Monday, August 20, 2018 at 11:00 AM in the High School Library

•         Mid-Hudson School Study Council (MHSSC) Annual School Law Conference August 3, 2018 8:30 AM to 2:00 PM at Monroe-Woodbury High School Auditorium

Other updates:

Survey superintendent’s performance – sent to parents, great
Status of SRO/SSP hiring and car status as well

Old New Business: Establish Day and Time of Graduation
MOVED by Trustee Robertson, second by Trustee Kheiralla, that the Board of Education approve a Friday evening graduation for the 2018-2019 school year, currently scheduled for June 28, 2019 at 7 PM at Pine Bush High School.

YES – 6     NO – 0    CARRIED

Business & Finance

Claim Auditor’s Reports

MOVED by Trustee Robertson, second by Trustee Kheiralla, that the Board of Education acknowledge receipt and acceptance of the following Claims Auditor’s Reports as submitted:

*Claims Auditor’s Report covering Warrant # 0001 dated 7/10/2018 payroll authorizing payments in the amount of $178,962.40                                                         

Trust & Agency Acct. (3 checks 003707-003709) Total  $              178,962.40

*Claims Auditor’s Report covering Warrant #0002, dated 7/12/2018 check run, authorizing payments in the amount of $496,323.25

Cafeteria Fund (12 checks 004613-004624)   $                 13,886.87

HS Activity Fund (3 checks 003682-003684)  3,278.00

Trust & Agency Acct. (1 check 003710) 511.50

CVMS Activity Fund (1 checks 001576)  246.00

General Fund (77 checks 053985- 054061) 473,835.72

District Activity AC (3 checks 004419-004421)  4,565.16

                 Total          $              496,323.25

*Claims Auditor’s Report covering Warrant # 0003 dated 7/16/2018 payroll authorizing payments in the amount of $86,988.83                                                           

Trust & Agency Acct. (0 checks)    Total          $                 86,988.83

*Claims Auditor’s Report covering Warrant #0004, dated 7/12/2018 check run, authorizing payments in the amount of $709,449.33

 Cafeteria Fund (4 checks 004625-004628)     $  6,812.32

 Trust & Agency Acct. (0 check)  15,443.79                         

 General Fund (21 checks 054062- 054082)   686,833.22

District Activity AC (1 check 004422)   360.00

         Total          $ 709,449.33

 *Claims Auditor’s Report covering Warrant #0005, dated 7/19/2018 check run, authorizing payments in the amount of $1,233,573.12

Cafeteria Fund (2 checks 004629-004630)    $ 31,569.39

 Capital Fund (8 checks 001704-001711)  469,766.97                         

 General Fund (61 checks 054083- 054143)  728,763.77

 District Activity AC (2 checks 004423-004424)  3,472.99

                   Total          $  1,233,573.12

YES – 6     NO – 0    CARRIED

Public Participation 

Vice President Meier opened the second public participation at approx. 9:32 PM requesting no personal references. No comments/questions/concerns were raised.

Consideration of Executive Session

MOVED by Trustee Kheiralla, second by Trustee Robertson, that the Board of Education adjourn regular session to executive session re: Personnel Matter/Potential Contract, noting the time at approx. 9:33 PM.

YES – 6     NO – 0    CARRIED

BOE Returned to Regular Session

MOVED by Trustee Robertson, second by Trustee Johnson, that the Board of Education adjourn executive session to regular session to proceed to adjournment, noting the time at approx. 9:47 PM.

YES – 6     NO – 0    CARRIED

Adjournment

MOVED by Trustee Robertson, second by Trustee Johnson, that the Board of Education adjourn the Board of Education meeting, noting the time at approx. 9:48 PM.

YES – 6     NO – 0    CARRIED

Note: BOARD MEETINGS are video recorded and can be viewed at www.pinebushschools.org                               

Deborah A. June, District Clerk

Pine Bush CSD

Pine Bush Central School District
State Route 302, Pine Bush, NY 12566
Phone: (845) 744-2031
Fax: (845) 744-6189
Tim O. Mains
Superintendent of Schools
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