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