Minutes Regular Board Meeting – March 9, 2021
Location: Pine Bush High School
Consideration of Executive Session –Legal Matter 6:30 PM
Regular Session 7:00 PM
Meeting televised Live Streamed remotely with attendance via Google Meet Hangouts as well as in-person attendance. Video and Minutes to be Posted to Website with Closed Caption.
Members Present:
- Gretchen Meier, President
- Cara Robertson, Vice President
- Kristi Kheiralla (via Google meet)
- Dori Johnson (via Google meet)
- Ross Tompkins
- Matthew Watkins
Members Absent:
- Kristin Graessle
Others Present:
- Tim Mains, Superintendent of Schools
- Amy Brockner, Assistant Superintendent for Instruction
- Michael Pacella, Assistant Superintendent for Business
- Angela Wise, Executive Director of Human Resources, Data and Counseling
- Linda Smith, District Communications Representative (via Google meet)
- John Hicks, Director of Educational Technology
- Alex Tremper, Director of Security
- Maria Wise, District Clerk
- Approximately 28 residents/students/staff members (in person and virtual)
Call to Order
The meeting was called to order by President Gretchen Meier with the following motion offered:
MOVED by Trustee Watkins, second by Trustee Tompkins, that the Board of Education open the regular meeting at approximately 6:31 PM
YES –6 NO – 0 MOTION CARRIED
Adjourn to Executive Session
MOVED by Trustee Tompkins, second by Trustee Watkins , that the Board of Education adjourn regular session to executive session for a discussion regarding contract negotiations at approximately 6:32 PM.
YES –6 NO – 0 MOTION CARRIED
Adjourn Executive Session and Return to Regular Session
MOVED by Trustee Watkins, second by Trustee Tompkins, that the Board of Education adjourn executive session to regular session at approximately 6:58 PM.
YES –6 NO – 0 MOTION CARRIED
BOE Resumes Regular/Public Session
MOVED by Trustee Watkins, second by Trustee Tompkins, that the Board of Education resume the regular meeting/public session at approximately 7:01 PM.
YES –6 NO – 0 MOTION CARRIED
President Gretchen Meier welcomed all to the regular meeting, and requested all stand for the Pledge of Allegiance followed by a moment of silence, noting the time at approx. 7:02PM.
President Meier read a statement regarding the district working to provide the best audio quality possible for the livestream of the Board of Education meetings under the current circumstances where some participants are participating online via Google Meet. In addition to livestream the district also records meetings and the recordings will be available on the district website the following morning.
Approval of Minutes
MOVED by Trustee Robertson, second by Trustee Kheiralla, that the Board of Education approve the minutes from the February 23, 2021 regular board meeting as submitted by the District Clerk.
YES –6 NO – 0 MOTION CARRIED
Reports, Recommendations of the Superintendent of Schools
Consent Agenda
MOVED by Trustee Robertson, second by Trustee Watkins, that the the Board of Education approve the following Consent Agenda as submitted by the Superintendent of Schools:
Tonight’s consent agenda includes the appointment of the following new personnel:
- Lisa Schoonmaker – School Monitor,
- Gina Vanderkooy – School Monitor
- Eileen Budd – Cook Manager
Resignations
Instructional
- Lisa Heckman, resignation from her position as a 6.0 hours/day Teaching Assistant, effective at the close of business March 12, 2021.
Non-Instructional
- Wendy Caccioppoli, resignation from her position as a 3.5 hours/day School Monitor, effective at the close of business March 5, 2021.
- Eileen Budd, resignation from her position as a 7.0 hours/day 10 month Assistant Cook, effective at the close of business March 9, 2021.
Leave of Absence
Instructional
- Courtney Elmendorf, unpaid leave of absence from her position as a 1.00 FTE Teacher-Secondary effective March 10, 2021 through May 2, 2021.
Appointments
Non-Instructional
- Lisa Schoonmaker, probationary appointment to a 3.5 hours/day School Monitor position, effective March 10, 2021 salary as per contract (pro-rated).
- Gina Vanderkooy, probationary appointment to a 3.5 hours/day School Monitor position, effective March 10, 2021 salary as per contract (pro-rated).
- Eileen Budd, probationary appointment as an 8.0 hours/day, 10 month Cook Manager, effective March 10, 2021, salary $34,500 (pro-rated) as per contract of Terms and Conditions of Employment for Non-Affiliated Management/Administrative Food Service Employees.
Co-Curricular
Sixth-Period Assignment
Pine Bush High School
Board approved the following instructional staff member teaching a sixth period/additional assignment for the 2020-2021 school year at an annual contractual stipend as per contract effective February 1, 2021 (pro-rated):
- Kristin Raucci, Foreign Language
Pine Bush Elementary School
Grade Level Chairperson
Board approved to amend the following co-curricular position for the 2020-2021 school year:
- Dina DiNoto, Third Grade Level Chairperson @ Level II, Step 1 (1), effective 9/1/2020 – 3/5/2021
Board approved the following co-curricular position for the 2020-2021 school year, at the appropriate co- curricular stipend:
- Meghan Cronin, Third Grade Level Chairperson @ Level II, Step 1 (1), effective 3/8/2021 – 6/30/2021
Continuing Education
Board approved the following positions for instructors for continuing education courses for the 2020-2021 school year. All classes and salaries are contingent upon enrollment. SAT Prep Course will be Virtual and Learn to Swim will be abbreviated with Instructor following all NYS, Red Cross & Health Department Guidelines.
INSTRUCTOR NAME CLASS/POSITION PAY
- Michael Ciarelli SAT Prep course $75/student
- David Hurst SAT Prep course $75/student
- Michael Reineke Learn to Swim $20-$30/hour
Per Diem Substitutes
Board approved the appointment of the following individuals as per diem substitutes effective March 10, 2021 (or as noted) at board approved per diem substitute rates:
- Nicole Brissette *
- Cindy Russell (February 26, 2021)
- Michele Galvin
- Brianna Flood
- Jillian Lankau *
*Such appointment is conditioned upon the District’s receipt of clearance for employment from the N.Y. State
Education Department relating to the fingerprinting and criminal history record check of the prospective school employees. The emergency conditional segments of the appointments shall commence as of March 10, 2021 and shall not exceed twenty (20) business days.
YES –6 NO – 0 MOTION CARRIED
CSE and CPSE Placement Recommendation
MOVED by Trustee Robertson, second by Trustee Watkins, 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 Johnson.
YES –6 NO – 0 MOTION CARRIED
Budget Work Session Segment for 2021-2022
Budget Presentations:
2021-2022 Preliminary Budget (Updated rollover budget)
Some of the highlights of the presentation included the following:
Review of Property Tax Calculation comparison from 2020-2021 to 2021-2022;
Maximum budget to conform to tax cap:
- Estimated state aid (Gov. proposal) $ 57,818,388
- Tax cap allowed by law (2.25% incr.)* $ 62,991,710
- Misc. local & other revenue $ 1,850,000
- Maximum budget amount $ 122,660,098
21-22 current preliminary budget $ 125,019,659
Current budget gap $ (2,359,561)
What the current preliminary budget includes and does not include along with an analysis of fund balance.
Result of freezing the current property tax levy
- Estimated state aid (Gov. Proposal) $ 57,818,388
- Current tax levy (0% incr.) $ 61,604,219
- Misc. local & other revenue $ 1,850,000
- Proposed budget amount $ 121,272,607
21-22 current preliminary budget $ 125,019,659
Fund balance needed $ 3,747,052
Where do we go from here?
- Monitor Albany’s progress as they finalize the state’s budget due by April 1st
- Incorporate possible savings from PBTA retirement incentive
- Finalize analysis of additional costs for BOCES and other expenditures
- Review of expanding in person learning based on guidance from the appropriate health departments
- A presentation of a proposed budget will be presented at the March 23rd BOE meeting
- A final budget will be presented for approval and adoption at the April 13th BOE meeting
Mr. Pacella was thanked for the presentation.
Capital Improvement Project Update
Assistant Superintendent for Business Michael Pacella will presented an overview and update on the Capital Improvement Project. Some of the highlights of the presentation included the following:
Overview:
There is approximately $24M of hard cost work (excluding the emergency generators, roofing and site work) to be completed in 3 years. Approximately $15.5M in Phase 2 which includes the Group 1 Schools of PBHS, PAK, CVMS & CES and approximately $8.5M in the Group 2 Schools – CRSP, EJR and PBE, which are planned to be done as part of Phases 3 & 4 which means we will need to complete approximately $8M per year in 2021, 2022 and 2023
Capital Improvements done in Phases
Phase Update
- Phase 1 – The 4 roofing projects have been completed and the PBE emergency generator project has been completed. The PBHS emergency generators have not yet been received by the electrical contractor. Installation will likely take place during the April break
- Phase 2 – It was determined that 1 Set of Prime Contracts will be used for all Group 1 schools
- Estimated total hard cost for the Group 1 schools (minus the emergency generators, roofs and site work) $15.5M+-
- Site work is being procured via State Contract Coop Program. Estimated total hard cost for the site work for the Group 1 schools is $5M+-
- Phase 3 – The design process for the preparation of the plans & specification Group 2 schools (CRSP, EJR & PBE) is currently underway. The CDC and BACCRs will be engaged for input in various scopes of work (secured vestibules, circulation and site planning, etc.). The Pike Company will be preparing Design Development and Construction Document cost estimates for these schools
- Phase 4 – Consists of the completion of the construction work at CVMS, PBHS and the Group 2 schools
Mr. Pacella was thanked for the presentation.
Approval of 2019 Capital Improvement Project Phase 2 – Site Work Contract
MOVED by Trustee Robertson, second by Trustee Watkins, that the Board of Education approve the following resolution:
RESOLVED that the Board of Education award the site work contract for the 2019 Capital Improvement Project to Smith Site Development, LLC for the sum of $4,950,000 and authorize the Board President to sign such contract.
YES –6 NO – 0 MOTION CARRIED
Roll Call:
- C. Robertson Yes
- K. Kheiralla Yes
- M. Watkins Yes
- D. Johnson Yes
- R. Tompkins Yes
- G. Meier Yes
Approval of New Policy 5633 for Secondary Reading and Adoption
MOVED by Trustee Watkins, second by Trustee Robertson that the Board of Education approve new Policy 5633, Gender Neutral Single-Occupancy Bathrooms for second reading and adoption.
YES –6 NO – 0 MOTION CARRIED
O-U BOCES Board Candidates – Consideration of Nomination
This year, two Orange-Ulster BOCES board members terms expire. To date, we have received, per Orange-Ulster BOCES, two letters of interest to fill these two open seats. If Pine Bush would like to nominate anyone as a candidate for the Orange-Ulster Cooperative Board, a motion must be called and voted upon. Nominations of candidates must be submitted to OU BOCES no later than March 23, 2021. The following individuals have submitted letters:
- Eugenia”Jean” Pavek / Minisink Valley Central SD
- Michael Bello / Port Jervis City SD
Both Eugenia “Jean” Pavek and Michael Bello are running for re-election (Letters Included in Pkt.)
Public Participation
The first public participation segment was opened at approx. 7:47AM by President Meier. The following questions/comments/concerns raised: For complete conversation of this public participation refer to the online video at www.pinebushschools.org (watch board meetings).
- Parent questions and concerns about returning children to school
- Parent concern/comment on children being checked out, no interest and households suffering
- Question asking for an update for modified sports
- Question about middle school children returning 4 days a week
- Comment and question about Pine Bush not livestreaming sports for grandparents and visiting team when other districts have this in place.
- Concern/comment in regards to middle school returning in the same manner as high school, 4 days a week
- Question about reconsidering allowing visiting spectators to our home games
- Comment that spectators- 2 per player with mask & social distance should be allowed to attend our children’s games and our district should provide livestream for our athletes.
- Comment thanking district for taking the chance on Basketball. Stating kids did their part and there was no issue. Only complaint that there was no livestreaming.
- Question about why volleyball team is not using the big gym and allowing limited spectators
- Statement from staff member about bringing more and potentially all students back. Stated many things need to be thought through and carefully planned rather than rushed into practice before everyone and everything is ready. Many things to consider with appropriate safety measures in place before we bring students back.
- Question regarding parents being able to watch sports practices
- Question about how often Section IX updates/re-evaluates rules
- Question about clubs being able to use pool
Upcoming Board Meetings, Events / Old, New Business / Updates
Upcoming board meetings and events to be announced Tuesday evening:
The start time for the regular sessions of our board meetings – 7:00 p.m., unless otherwise noted.
Regular Board Meetings:
- Tuesday, March 23, 2021, 7:00 PM at Circleville Middle School
- Tuesday, April 13, 2021 at 7:00 PM Pine Bush High School
- Thursday, April 22, 2021 at 7:00 PM Circleville Middle School
Other Important Dates:
Prospective School Board Member Workshop
- Saturday, March 20, 2021, 9:00 AM – 11:00 AM via Zoom
- Tuesday, March 23, 2021, 7:00PM – 9:00PM via Zoom
Register via email to Karyn Meier, OCSBA at karyn.meier@ocsba.com forms available on the back table or contact Maria Wise.
OCSBA Announcement: Mandated Training for New School Board Members in School District Governance
- Part 1 –Tuesday, June 8, 2021 at 5: 30 PM, Part 2 –Thursday, June 10, 2021 at 5:30 PM
Scheduled In person with attendees being socially distanced and masks are required.
Informational form is on the back table. Maria Wise will register any new board members who plan to attend; there will also be options through NYSSBA. (No information on a virtual option at this time, will keep you informed)
School Board Member Petition Packets –Available first week in March at District Office.
- Petition return date to the District Clerk is (no later than) Monday, April 19, 2021 at 5:00 PM.
Orange-Ulster BOCES Virtual Budget Presentation
- Wednesday, April 7, 2021 – 7:00 PM
- RSVP to Maria Wise or Jayna McAteer no later than March 29th, if you would like to attend
(Note: BOCES Reps will present their budget to Pine Bush CSD at our March 23, 2021)
Reminder of Voting Locations for Annual School District Vote and Election (May 18, 2021):
- ELECTION DISTRICT NO. 1: Walker Valley Fire House
(Residents of the Towns of Gardiner and Shawangunk) - ELECTION DISTRICT NO. 2: Pine Bush Fire House
(Residents of the Towns of Crawford and Montgomery) - ELECTION DISTRICT NO. 3: Circleville Evangelical Presbyterian Church (Residents of the Towns of Mt. Hope and Wallkill)
- ELECTION DISTRICT NO. 4: Bloomingburg Town Park
(Residents of the Town of Mamakating)
Old/New Business/Updates
President Meier acknowledged the receipt of the individual board member thank you messages from the EJR Grade 3 NO Place for Hate Representatives. Board members displayed the thank you messages during the meeting. President Meier also read a thank you from the Boys and Girls Swim teams.
Superintendent Mains read an update about the Governors signing legislation altering the number of signatures required on Board Candidate petitions, spoke about the great article in the Times Herald Record about Pakansink Elementary School’s Grade 5 No Place for Hate activity, and gave information on the Federal Retail Pharmacy Program prioritizing vaccination of groups that include all school employees. President Meier and Mr. Mains both mentioned that SUNY Orange has been designated as a mass vaccination site.
Superintendent Mains then began to address the topic of re-opening of schools. He stated that our motivation is what is best for students, and at the end of the day it is about student welfare. Additionally, the extended closure has had a disproportionate impact on the mental health of students. He explained that the options have changed for bringing children back. On February 25th, the County pointed to New York State Department of Health guidelines and indicated we should be following those. We are working on the use of fire-rated polycarbonate barriers that should allow us to bring more children back to classrooms. He indicated that there are several significant hurdles we still have to overcome, such as transportation, acquisition of barriers, having enough time and staff each evening to disinfect more populated schools, classroom capacity and lunch. Also, on top of all the concerns we continue to face required quarantines whenever a positive case of Covid 19 of either a student or staff member is reported. He discussed the rolling public health requirements and the larger impact they will have when there are more students. Superintendent Mains also discussed what we have done and what we hope to do. A brief discussion began over concurrent teaching and equity.
Business & Finance
Claim Auditor’s Reports
MOVED by Trustee Robertson, second by Trustee Watkins, that the Board of Education acknowledge receipt and acceptance of the following Claims Auditor’s Reports as submitted:
Claims Auditor’s Report covering Warrant # 0052 dated 2/18/2021 check run authorizing payments in the amount of $ 578,113.02
- Cafeteria Fund (1 check 005531) $ 7,066.96
- Federal Fund Acct. (1 check 002563) $ 195.00
- Capital Fund (1 check 001860) $ 384.75
- General Fund (16 checks 066662 -066677) $ 570,466.31
Total $ 578,113.02
Claims Auditor’s Report covering Warrant # 0053 dated 2/25/2021 payroll authorizing payments in the amount of $ 1,054,485.00.
- Trust & Agency Acct. (13 checks 004307-004319) $ 1,054,485.00
Total $ 1,054,485.00
Claims Auditor’s Report covering Warrant # 0054 dated 2/26/2021 check run authorizing payments in the amount of $ 2,623,385.25
- Crispell SAF (1 check 002350) $ 2,277.73
- Federal Fund Acct (1 check 002564) $ 4,550.00
- Capital Fund (4 checks 001861-001864) $ 47,390.35
- General Fund (56 checks 066678-066733) $ 2,569,167.17
Total $ 2,623,385.25
YES –6 NO – 0 MOTION CARRIED
Health & Welfare Services Contract
MOVED by Trustee Robertson, second by Trustee Watkins that the Board of Education approve the Health & Welfare Services Contract for the 2020-2021 school year with the Somers Central School District at a per student cost of $1,219.11. The contract covers one (1) student who is a Pine Bush resident attending a non-public school (and verified) within the Somers Central School District for a total contract cost of $ 1,219.11.
During the 2019-2020 school year the contract was for two students at a per student cost of $1,188.00.
YES –6 NO – 0 MOTION CARRIED
District Treasurer’s Reports
MOVED by Trustee Robertson second by Trustee Watkins, that the Board of Education acknowledge receipt and acceptance of the following District Treasurer’s Reports for the period February 1, 2021 through February 28, 2021.
General Fund Reports:
- Monthly Treasurer’s Reports / Transfers
- Budget Status
Monthly Treasurer’s Reports / Budget Status for:
- School Lunch Fund
- Capital Fund
- Federal Fund
Monthly Treasurer’s Reports for:
- Trust & Agency Fund
- District-wide Activity Fund
- Student Activity Funds for: Pine Bush High School, Circleville Middle School and Crispell Middle School
- Expendable Trust Fund (Scholarships)
- Academy of Finance
- Human Services Academy
- Debt Service
YES –6 NO – 0 MOTION CARRIED
Public Participation
The second public participation segment was opened at approx. 8:57 PM by President Meier. The following questions/comments/concerns were raised and for complete conversation of this public participation refer to the online video at www.pinebushschools.org (watch board meetings).
- Question about survey deadline and if district will call those who do not reply to survey
- Question about robo call for survey
- Question about district leasing additional space
- Parent made comment about hoping we have enough space to bring children back
- Comment made about grade 7-12 never given option to come back from the beginning
- Question about additional questionnaires going out
Consideration of Executive Session
Hearing no matters for executive session, President Meier asked for a motion to adjourn.
Adjournment
Moved by Trustee Robertson, second by Trustee Johnson, that the Board of Education adjourn the regular meeting noting the time at approximately 9:12 PM.
YES – 6 NO – 0 MOTION CARRIED
Note: BOARD MEETINGS are live streamed and video recorded with closed captioning available and can be viewed at www.pinebushschools.org
Maria Wise (electronically signed/mw)
Maria Wise, District Clerk Pine Bush CSD
(Disclosure: Minutes will be printed on numbered minute paper and placed in the district minute books).