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January 25, 2017 BOE Regular Meeting Minutes – Approved

Central Valley School District Board of Education – Regular Meeting
January 25, 2017     7:00 p.m.

The Board of Education’s regular meeting was called to order by Vice President Matthew Shedd at 7:00 p.m. in the LGI room at Central Valley Academy.  The Pledge of Allegiance was recited by all those present.

Members Present:

Matthew Shedd, V. Pres.
Matt Darrow
Jane North
Kristen Rich
Fred Schell
Walt Roginski

Members Absent

Daniel LaLonde, Pres.

Staff Present (those signing in)

Richard J. Hughes, Supt., Julie Ball, Cynthia Bechard, Kate Brien, Brittani Canipe, Aaron Carey, Jon Cole, Mary Day, Patty Day, Andrea Donahue, Susan Earl, Michael Farber, Joanne French, Cathleen Gardner, Diane Guardi, Rebecca Hayes, Melissa Hoskey, James Humphrey, Dick Keeler, Gina Kirkpatrick, Fran LaPaglia, Ashley Lawrence, Vicky Lynch, Kelly Macisco, Shauna Michael, Tammy Morgan, Patricia Murray, Garrett Olds, John Pagnotta, Vicki Pagnotta, Michele Pilla, Devon Rappa, Tara Raux, Colleen Reitz,  Jeremy Rich, Sarah Seamon, Lori Slaughter, Mary Thorp, Deb Van Slyke, Kim Vitale, Maggie Wesolowski

Guests Present (those signing in)

Lori Bunce, Angie Carnright, Cassandra Castle, Kelly Cave, Abby Coffin, Bonnie Coffin, Travis Costin, Tim Day, Becky Dean, Diane DesJardins, Ron DesJardins, Terre Dunning, Anna Engel, Brian Engel, Laurel Engel, Lydia Engel, Ed Eysaman, Tammy Feldman, David Ferdula, Kathy Fuhrer, Caroline Gardner, Diane Goldin, Thomas Goldin, Avery Hayes, Danielle Huffman, Sarah Hussein, Kevin Joyce, Paul Joyce, Adam Klosner, Stacey Lally, Julie Metz, Allison Morgan, Kara Mower, Tim Mower, Don Moynihan, Tanya Moynihan, Lynne Orendorf, Billi Jean Overacker, Fred Overacker, Gita Patel, Kelly Rando, Kelly Rowland, Fred Schell, Colleen Seymour, Tim Seymour, Jacob Slaughter, Rob Slaughter, Grace Spencer, Shannon Stewart, Julie Stone, Macy Vitale, Diane Watkins, Joshua Watkins, Dave Williams, Steve Wilson, Wendy Wilson, Patricia Zink

AGENDA CHANGES

 The following items were added to this evening’s agenda:

CONSENT AGENDA

Acceptance of Resignations

Keith Neale, Substitute Building Cleaner, Effective Immediately

Non-Instructional Appointment – Six-Month Probationary:

Elena Dibble, Teacher Aide – 7 hrs/day, Effective 1/31/17

Substitute Appointments:

Edward DeCarr, Substitute Bus Driver, Effective 1/26/17
Jennifer Maggiolino, Substitute Building Cleaner, Effective 1/26/17

OLD BUSINESS

Approval of Smart School Investment Plan

NEW BUSINESS

Approval of Resolution Authorizing “Piggyback” Purchasing

Approval of Revisions to Policy #4501 – Competitive Bidding

 PRESENTATIONS

Recognition of Scholar Athletes / Teams

The Board recognized four CVA teams and 61 individual students who earned New York State Public High School Athletic Association (NYSPHSAA) Student-Athlete awards for the fall 2016 season.  To qualify as a team, at least 75 percent of the roster must carry a 90 or higher GPA. Individuals must carry a 90 or higher.  Awards were presented as follows:

Team Awards

Boys Varsity Soccer – Coach Jim Mott
Girls Varsity Cross Country – Coach Mike Farber
Girls Varsity Soccer – Coach Dave Wolfanger
Girls Varsity Field Hockey – Coach Ashley Hoffman

Individual Awards

Competitive Cheerleading – Amy Castle, Savannah Moynihan, Claire Orendorf, Karie Overacker, Alexis Rando
Boys Varsity Cross Country – Justin Jones, Nicholas Kennedy, Ian Markwardt, Jacob Schoff, Nolan Stone, Dale Windecker
Girls Varsity Cross Country – Alexa Cooper, Keagan DesJardins, Madison Hoke, Danielle Juby, Carly Nunneker, Libby Seymour, Alexandria Tobin
Field Hockey – Sheila Butler, Anna Engel, Lydia Engel, Carol Ann Eysaman, Cassidy French, Caroline Gardner, Emily Hayes, Brooke Newtown
Boys Varsity Soccer – Jacob Bunce, Tanner Cook, Timothy Day, Nicholas Dunning, Jacob Emrich, Leonard Kennedy, Tyler Rhude
Girls Varsity Soccer – Lauren Bush, Linnea Bush, Cierra Doolen, Emilyann Feldman, Grace LaPorte, Skylar Mower, Olivia Murray, Alyssa Piccione, Reilly Rich, Isabelle Rudwall, Abby Schultz, Camryn Stone, Megan Streeter, Erica Thorp, Macy Vitale
Girls Varsity Tennis – MacKenzie Miller, Elizabeth Morgan, Sonya Oden, Andrea Wilson
Varsity Football – Ryan Bulger, Benjamin Girard, Adam Klosner, Noah Lynch, Joshua Panko, Shivam Patel, Jacob Slaughter, Benjamin Stone, Rene Sumanasuriya

Extraclassroom Activities Audit / Annual Risk Assessment — Questar BOCES

Extraclassroom Activities Audit – Mark Beaudette of Questar III BOCES presented the results of the district’s Extraclassroom Activities Audit.  The purpose of the review is designed to evaluate the adequacy of internal controls over the fund processes to ensure they are appropriately designed and operating effectively and efficiently.  In addition, the audit provides a report with recommended changes for strengthening controls and reducing identified risks.

Areas of focus included audit objectives, key program controls, observations and recommendations.

Annual Risk Assessment – Mark Beaudette also presented the district’s Annual Risk Assessment and reported that the purpose of the assessment is to review the internal controls that the district has in place to prevent errors, detect fraud and ensure that financial reporting is accurate and that the district assets are safeguarded.

Areas of focus included inherent risk, assessment of risk, prior year’s comments and recommendations, issues identified in the current year, and cleared comments.

Discussion took place regarding the need for additional training for appropriate personnel, students, and advisors.  It was agreed that Mr. Long will work with the High School Office to oversee this process.

(Copy of reports on file in District Clerk’s files.)

Future Audit – The Board will consider topics for the next area to be audited by Questar and will contact Mr. Beaudette within the next two weeks with their decision.

EXECUTIVE SESSION

On a motion made by Mr. Schell, seconded by Mr. Roginski, the Board entered into an Executive Session at 7:45 p.m. for the purpose of discussing collective negotiations pursuant to Article 14 of the Civil Service law and seeking advice of legal counsel.  Motion carried 6-0.

The Board was called out of their Executive Session by Board Vice President Shedd at 8:57 p.m.

BOARD STATEMENT

The Board of Education issued a written statement in response to concerns and questions that have been raised by employees and community members.  Copies of the written statement were made available to all those present.  This statement will also be placed on the district’s website.

(Copy of statement on file in District Clerk’s files.)

 BOARD DISCUSSION

Mr. Shedd made reference to the resolution recently passed by the Board with regard to employees submitting statements 24 hours in advance of the meeting.  On behalf of the Board, Mr. Shedd explained that it was not the intent of the Board to silence those present or to be off-putting, but rather to allow the Board to research and address concerns in an effort to provide a quicker response time.

In regard to emails that are sent to the Board, the Board President will make a formal response on behalf of the Board while individual members can respond to at least acknowledge that they have read the email.

Mr. Shedd stressed the importance of structure in order for the Board to have productive meetings and dialogue.  The Board does not want to give the impression that they do not care or are not listening.  However, some things take time and it is important to have a collective response to the community or employees from the Board as a whole.

Board members explained that, prior to each meeting, they receive information and documents that they will be voting on at their meeting.  When the Board votes on an agenda item, they have already reviewed the information in advance of the meeting and have had an opportunity to request additional information, if necessary.

When statements are submitted to the Board, it provides an opportunity for the Board to review the concerns or comments and focus on each point to answer or discuss.  Receiving such statements in a timely fashion assists the Board in reducing the amount of time it takes to provide a response.

The Board discussed the timeframe for public forum that would best allow those present to have an opportunity to speak.  Suggestions ranged from 5 minutes per person to 30-40 minutes in total.  In order to maintain structure for the meeting, it was also suggested that the Board let the public know when the time limit is getting close.  As noted, if the Board is able to receive comments/concerns prior to the meeting, this could allow for some questions to be addressed as part of the administrative reports at the meeting.  As a result, questions can be answered in a timely manner and by those who can best answer them.

ADMINISTRATIVE REPORTS AND RECOMMENDATIONS

Superintendent’s Report

BOCES 2017-2018 Administrative & Capital Budgets – The Board received copies of the BOCES budgets for their review.  If desired, a representative from BOCES could provide a presentation at a future meeting to answer any questions the Board may have.  The Board will review the budget documents and let Dr. Hughes know if a presentation is needed.

(Copy of information on file in District Clerk’s files.)

Capital Project – Dr. Hughes provided an update on the status of the capital project, including the possibility of housing the district’s Pre-K classes at Annunciation.  Under this scenario, Mrs. LaPaglia could serve as the site principal.  The transportation committee will meet to discuss busing needs.  The district currently has a waiting list for the Pre-K program and this scenario would allow for an increase in enrollment. Discussion continued regarding food service, restroom requirements, storage, technology infrastructure, and security of the Annunciation building.  Funding available through the grant was also discussed.

Discussion continued regarding what grades to move to what locations as part of the capital project.  The possibility of housing fifth grade at Barringer next year was also discussed.

Dr. Hughes reviewed the SED review and approval process, as well as the timeline for final decisions to be made.  Contractually, teachers are to receive their assignments by the end of April.  Mrs. LaPaglia noted that the impact on the grant needs to be reviewed and a decision submitted by July 1st.

Administrative Reports

The building principals reported on work and highlights taking place in their respective buildings.  Several areas reviewed included data driven instruction, formative assessments, personalized learning, professional development, data initiatives, curriculum work, and technology.

Mrs. Van Slyke provided an overview of the schedule for the Superintendent’s Conference Day on January 30, 2017.  The day will include a United Way presentation, followed by Jacob Clifford, keynote speaker.  Workshops will be held for staff based on recommendations from the district-wide Professional Development Committee.  Mrs. Van Slyke also provided an update on Instructional Rounds.

(Copy of reports on file in District Clerk’s files.)

Business Official’s Report

Financial Reports – The Board received copies of the December financial reports for their review and will consider formal approval of these reports under the consent agenda this evening.

Budget – The Board received salary and benefit information for the proposed 2017-2018 budget, as well as the anticipated Debt Service, Transportation, and Operations and Maintenance projections.  Mr. Long reported that these areas combine to account for approximately 77% of the total proposed budget.  The Board will receive the first draft of the spending portion of the proposed budget at their February meeting.

Extra Classroom Audit and Annual Risk Assessment – The Board will be asked to consider formal acceptance of these reports under the consent agenda this evening.  These reports were prepared and presented by Questar III BOCES.

Municipal Cooperative Agreement – The Board received copies of a proposed Municipal Cooperative Agreement with the Health Consortium.  Mr. Long reviewed the request for West Canada Valley CSD to join the Consortium and the need for the agreement to be updated with a new five-year term. The Board will consider formal acceptance of this agreement under the consent agenda this evening.

(Copy of reports on file in District Clerk’s files.)

PUBLIC OPEN FORUM

Members of the audience commented on the following topics:

Bonnie Coffin – Commented on the Board’s written statement, entering Executive Session, Board meeting minutes, citations noted in the district’s risk assessment and extra classroom audit report, personalized learning, and the district’s capital project.

Andrew Goldman – Commented on Robert Freeman’s opinion that the Board’s resolution is contrary to law.  Attorney Donald Budmen indicated that he would be discussing this opinion with Mr. Freeman.  Mr. Goldman reviewed results of the recent IMUT survey and read several comments made as part of that survey.

Beth – Stated that, as a parent, she would like to know what the teachers feel about the district.

Gina Kirkpatrick – Stated that teachers are not upset with change due to change, but rather changes being made without being discussed with the people impacted by them the most. Teachers want to be heard and talked to about the changes.

Brittani Canipe – Stated that, as a parent of Pre-K student, she is worried about the stairs at Annunciation being a safety issue due to the number of times each day they will be used.  Mrs. Canipe asked if there were any other options being considered.

Tara Raux – Read a prepared statement regarding the chain of command, impact of Board decisions, and the need to analyze the students. Ms. Raux noted that, as per Board resolution, her statement was submitted to the Clerk prior to this evening’s meeting.

(Copy of statement on file in District Clerk’s files.)

Becky Dean – Read a banner from the wall in the LGI which defines bully, stooge, bystander, and victim.  She also commented about the individual meetings being proposed by the Board.

Fred Schell – Commented on a lesson he learned as a student while on the wrestling team.  The lesson was that when we stop looking at situations as them versus us, we can all start working together on the same team.

ITEMS REMOVED FROM CONSENT AGENDA FOR INDIVIDUAL CONSIDERATION

There were no items removed from the consent agenda this evening for individual consideration.

CONSENT AGENDA

Approval of Minutes

Upon the recommendation of Superintendent Richard J. Hughes, on a motion made by Mr. Schell, seconded by Mrs. North, the Board approved the minutes of the following meetings.  Motion carried 6-0.

December 12, 2016 – Special Meeting
December 14, 2016 – Regular Meeting
January 11, 2017 – Special Meeting

Approval of Arrangement of Services – CSE/CPSE/504 Accommodation Plan Meetings

Upon the recommendation of Superintendent Richard J. Hughes, on a motion made by Mr. Schell, seconded by Mrs. North, the Board approved the arrangement of services of the following CSE/CPSE/504 Accommodation Plan meetings.  Motion carried 6-0.

December 5, 2016; December 6, 2016; December 9, 2016, December 12, 2016; December 13, 2016; December 15, 2016; December 19, 2016; December 21, 2016; January 4, 2017; January 5, 2017; January 6, 2017; January 9, 2017; January 11, 2017; January 13, 2017

(Copy of minutes on file in District Clerk’s files.)

Acceptance of Retirement Notice

Upon the recommendation of Superintendent Richard J. Hughes, on a motion made by Mr. Schell, seconded by Mrs. North, the Board accepted the following retirement notice.  Motion carried 6-0.

Cynthia Bechard, Office Assistant I, Effective 6/30/17

(Copy of notice on file in District Clerk’s files.)

Acceptance of Resignations

Upon the recommendation of Superintendent Richard J. Hughes, on a motion made by Mr. Schell, seconded by Mrs. North, the Board accepted the following resignations.  Motion carried 6-0.

Mary Day, Office Assistant II – 12 Mth, Effective 1/9/17 pending appt. below
Rebecca Clapper, Teacher Aide, Effective 1/9/17 pending appt. below
Anita Walker, Food Service Helper, Effective 1/19/17
Gary Walker, Food Service Helper, Effective 1/19/17
Briana McGuire, Teacher Aide, Effective 1/20/17
Keith Neale, Substitute Building Cleaner, Effective Immediately

(Copy of resignations on file in District Clerk’s files.)

Approval of Personnel Appointments / Adjustments

Upon the recommendation of Superintendent Richard J. Hughes, on a motion made by Mr. Schell, seconded by Mrs. North, the Board approved the following personnel appointments / adjustments.  Motion carried 6-0.

Non-Instructional Appointment:

Mary Day, Office Assistant I – 10 Mth, Effective 1/9/17

Non-Instructional Appointment – Provisional:

Rebecca Clapper, Office Assistant II – 12 Mth., Effective 1/9/17 (Pending OA-II Exam)

Non-Instructional Appointment – Six-Month Probationary:

Christina Vedder      Teacher Aide – 7 hrs/day               Effective 1/9/17
Elena Dibble             Teacher Aide – 7 hrs/day               Effective 1/31/17

Non-Instructional Appointments – Permanent:

Mark Fresco, Senior Custodian, Effective 1/1/17
David Liddle, Bus Driver, Effective 2/1/17
Zachary Fresco, Building Cleaner, Effective 2/3/17

Substitute Appointments:

Jennifer Bowman, Conditional Substitute Food Service Helper, Effective 1/26/17
Edward DeCarr, Substitute Bus Driver, Effective 1/26/17
Jennifer Maggiolino, Substitute Building Cleaner, Effective 1/26/17

Increase in Hours:

Arelys Ferdula, Teacher Aide — From 5.75 to 7 hrs/day, Effective 1/12/17

Approval of Financial Reports

Upon the recommendation of Superintendent Richard J. Hughes, on a motion made by Mr. Schell, seconded by Mrs. North, the Board approved the following financial reports.  Motion carried 6-0.

Financial Reports – December 2016
Internal Claims Auditors’ Log Summaries – December 2016
Extracurricular Summary Reports – December 2016
Extraclassroom Activities Audit as prepared by Questar BOCES
Annual Risk Assessment as prepared by Questar BOCES

(Copy of reports on file in District Clerk’s files.)

Approval of Municipal Cooperative Agreement with Herkimer BOCES Health Insurance Consortium

Upon the recommendation of Superintendent Richard J. Hughes, on a motion made by Mr. Schell, seconded by Mrs. North, the Board approved the following resolution.  Motion carried 6-0.

RESOLVED, that the Board of Education of the Central Valley Central School District at Ilion-Mohawk hereby approves the amended and restated Municipal Cooperative Agreement to Provide Health Benefits, effective November 1, 2016 – October 31, 2021, among the Member Districts of the Herkimer County BOCES Health Insurance Plan, and authorizes the Superintendent of Schools to execute the agreement on behalf of the Central Valley Central School District at Ilion-Mohawk.

(Copy of agreement on file in District Clerk’s files.)

OLD BUSINESS

Approval of Smart School Investment Plan

Upon the recommendation of Superintendent Richard J. Hughes, on a motion made by Mr. Roginski, seconded by Mr. Darrow, the Board approved the Smart School Investment Plan.  Motion carried 6-0.

(Copy of plan on file in District Clerk’s files.)

NEW BUSINESS

Approval of Resolution Authorizing “Piggyback” Purchasing

Upon the recommendation of Superintendent Richard J. Hughes, on a motion made by Mrs. Rich, seconded by Mrs. North, the Board approved a resolution authorizing “piggyback” purchasing.  Motion carried 6-0.

(Copy of resolution on file in District Clerk’s files.)

Approval of Revisions to Policy #4501 – Competitive Bidding

Upon the recommendation of Superintendent Richard J. Hughes, on a motion made by Mr. Schell, seconded by Mrs. North, the Board approved revisions to Policy #4501 – Competitive Bidding.  Motion carried 6-0.

(Copy of revised policy on file in District Clerk’s files.)

ADJOURNMENT

On a motion made by Mr. Schell, seconded by Mr. Darrow, the Board adjourned their regular meeting at 10:58 p.m.  Motion carried 6-0.

Marsha Griffith
District Clerk, Board of Education