PROCEEDINGS OF THE BOARD OF EDUCATION February 6, :00 p.m. Arbor Hill Elementary School

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1 PROCEEDINGS OF THE BOARD OF EDUCATION February 6, :00 p.m. Arbor Hill Elementary School PRESENT: Dr. Rose Brandon, President Dr. Marguerite Vanden Wyngaard Dan Egan, Vice President Bill Hogan Ginnie Farrell, Secretary Dr. Tresa Diggs Sue Adler Dr. Liz TenDyke Felicia Green Kathleen Culligan Anthony Owens Mark Place Alexandra Streznewski Jeffrey Honeywell, School Attorney ABSENT: None Call to Order: Meeting was called to order at 7:20 p.m. All present joined in the Pledge of Allegiance. Members of the audience were welcomed and thanked for taking the time to attend the meeting. The Mission Statement was read. SUPERINTENDENT S REPORT Dr. V spoke about the school based budget presentations. Several principals held school-based budget conversations with their communities. Feedback from these meetings will be forwarded to the Board. Principals have started to engage staff and families around questions about programs and services that they value in their individual schools. The second round of schoolbased budget conversations will take place the first week of March. These school-based meetings are giving the District an opportunity to empower our families and staff as advocates, as the District continues efforts for the state to provide fair and equitable funding to school districts. February is Black History Month. Virtually all schools are holding Black History Month celebrations throughout February. A listing of activities is provided on the District website. The Lady Falcons will play against Troy tomorrow evening. If they win, they will be the Big 10 champions for the fourth year in a row. This has never happened in the history of our conference and it will be a noteworthy achievement for coach Decky Lawson and his student athletes. A video partnered by Ms. Angerame and Ms. McGraw about the Studio Classrooms was presented to the Board. The video highlights the success on hands-on professional development. The next Board meeting agenda will include a presentation on the studio classrooms and their role in the District s 2020 Vision.

2 Board of Education Meeting -2- STUDENT REPRESENTATIVE Miguel Mercedes spoke about extending privileges to students. Miguel asked for consideration to open the second staircase. Students continued to have difficulties in getting to class in a timely manner. Also, students are not going to the vending machines because there are not any items that interest students. Also, the APEX program appears to reduce student attendance/participation in class. Miguel also noted that his experiences in internship programs has had a significant impact on him in terms of being in touch with people in the community. OPPORTUNITY FOR PUBLIC COMMENT 1. Jay Cloutier addressed the Board regarding the Alternative Tax Exemption for Veterans, requesting that the District refrain from participation based on the fact that schools cannot afford this exemption at this time. 2. Mark Gronich from TECH VALLEY.COM addressed the Board regarding the availability of the Public Access Educational Channel as a tool for presenting information related to activities, Board meetings, etc. to the public. There are three channels, public affairs, government and education. The District is able to televise Board meetings, videos relative to programs in the schools. Mr. Gronich advised he conducts a program called The Jewish View that dr. V has already participated. Mr. Gronich invited other Board members to consider participating in the program. There is also an opportunity for internships related to the program. 3. Edith Leet addressed the Board regarding the posting of agenda materials on the website. Mrs. Leet suggested that Board Committee Meetings be held in handicapped accessible buildings. Ms. Leet noted there needs to be a better way to engage all parents in the community budget presentations, particularly those who not heard. FACILITIES PROJECT Change Orders Mr. Hogan presented change orders related to renovations at Giffen Memorial Elementary School. Change order totals are within budget. Mr. Egan made a motion for approval. Ms. Streznewski seconded the motion. The Board voted unanimously (7-0) to approve the motion. INFORMATION/DISCUSSION 2010 Strategic Plan & 3 Year Operational Dr. V advised Board members have received the Strategic Roadmap and a memo, and a summary of comments from the public engagement sessions throughout the community. Dr. V reviewed a number of comments and findings garnered from the public. Dr. V is recommending that the Board adopt the Strategic Roadmap at the next meeting. Dr. V suggested that the draft three-year Board plan may need adjustments as the District moves forward. A concern with the phrase striving for was expressed and a change to remove striving for and begin the sentence with Our was suggested. Support for this change was expressed. This change will be made prior to the document being presented for approval. Board members agreed to make the change as suggested.

3 Board of Education Meeting -3- DISCUSSION Wilson Elser Cynthia Shenker of Wilson Elser provided a brief presentation on the services that have been provided to the District over the past three years. The primary focus is to assist the District in having the public hear the needs of the District, adding another voice to the District. Initial efforts three years ago were to educate the legislature regarding charter school funding. Frame the conversation that there are issues here that are not about charter schools and Albany. State aid issues and District discussions with legislators continue relative to a number of issues, primarily with the inequities in the state aid formula. Off session there was discussion with legislators regarding state aid funding. In support of the lobbyists. A lot of the value that the District gets from the lobbyists is the things that the District cannot quantify, what never got done. There is an intangible value to what lobbyists do. These things that never get done. It also takes a long, long time to get things done in the legislator. The Board needs to approve the charge of the Government Relations Committee to cement the piece between what the lobbyists do, how it goes through to the committee, and how it gets to the Board for approval. Ms. Shenker further noted that the lobbyists take direction from the Government Relations Committee of what the District wants the lobbyists to do. The Government Relations Committee sets the agenda for items the lobbyists will address. Do you also provide lobbying for other school districts? Ms. Shenker noted that she and Ryan do not lobby for any other Districts. A suggestion was made to address the charge of the Government Relations Committee. Board members agreed to address this at the next meeting. Ms. Shenker noted the firm is not permitted to represent the District without a contract. The contract is not on the agenda this evening. Ms. Adler made a motion to amend the agenda this evening to add an action item to approve the Wilson, Elser Contract. Mr. Egan seconded the motion. The Board voted 6 ayes, 0 nays and 1 abstention. Ms. Green abstained. In the absence of the formal contract, Mr. Hogan noted the contract is an extension of the previous year s contract. This contract will run from 02/01/14-01/31/15 for Government Affairs Counsel services, at a cost of $60,000. The Board voted 6 ayes, 0 nays, and 1 abstention. Ms. Farrell noted that while she approves the contract, she abstained for personal reasons Budget Development Dr. V noted there were a number of questions from Board members related to the budget. All questions have been answered. Mr. Hogan distributed a copy of the latest questions. Mr. Hogan provided a presentation on the budget development starting with a review of the budget calendar, budget goals and challenges. The budget is focused on the 2020 Vision which is guide for working within our financial means to become the best urban school district in which to learn and work by Initiatives to support improvement in student achievement include the continuation of three studio classrooms and the establishment of a fourth, coaches to support teachers, PARS to conduct teacher peer reviews and student supports. The draft budget which includes the Governor s state-aid proposal indicates a projected deficit of $6.6 million, which changes the tax levy by 5.9%. If there are no additional revenues and/or reductions in expenses, the tax levy would have to increase 5.92%.

4 Board of Education Meeting -4- As presented, this draft budget has already incorporated $2.4 million in expense reductions from the budget. The budget has been restated from $212,996,000 to reflect the planned use of reserves this fiscal year. Staff retirements total 84. Savings in personnel costs by replacing at a lower salary level is $2.3 million. However, there will also be additional health insurance costs of $1 million, which provides a net savings of $1.3 million. Staff continues reviewing all staffing levels in all areas, reviewing programs, reviewing all items coming off grants, fine tuning projections and budget estimates, incorporating feedback from the community and staff, obtaining additional information as it becomes available and funding for YMCA program in 5 schools. Unknown budget variances including health insurance increase, Affordable Care Act (ACA), changes in grant funding, final state aid amount, level of increase in tax levy and the tax cap (information still forthcoming). Mr. Hogan advised staff continues gathering information and review work on staffing, programs and expenses; staff prioritizes new items and restoration of grant items, staff identifies areas for reduction and creates Tier level reductions for consideration and staff revises the budget and provides a second draft on February 27 th. Additional information presented to the Board indicated a chart showing mandated programs, enhancement programs and enrichment programs at all levels, elementary, secondary and district. Grant funded programs are indicated in red. The chart indicating mandated, enhanced, and enrichment programs should be posted on the website. The chart has been placed to the website. There is concerned that changes in programs would be presented after the approval of the budget. The earlier this information is presented to Board members, the better. The impact of professional development is far more significant when there is hands-on practice. Since the 21 st Century what is let over in terms of time and bodies that the District needs to supplement. Board members requested additional information related to the afterschool programs, particularly the Y program, and information related specifically to schools as the school based budget discussions come up in March. Afterschool program are essential for the neediest schools in the District. Comments were also made relative to the amount of money the District spends on social services and health services, based on services offered by other entities in the region. A suggestion was made to investigate a collaborative effort with local organizations for purchasing supplies for science programs. Alternative Veteran Exemption Mr. Hogan provided information related to the change in property tax law that allows school districts to provide varying exemptions to veterans for their school taxes. Mr. Hogan noted the District is not required to take action at this time. Board members spoke about deferring a decision until next year. Discussion followed regarding the impact on taxpayers with this exemption in place. Because these exemptions would reduce some homeowner s taxes, other homeowners would have to cover the cost with increases in their school tax bills. It was noted that the City of Albany currently has 57-60% of properties designated as tax exempt. There is also an option to defer a decision for some time in the future. It does not require action at this time. Board members expressed their support for veterans and concerns about a tax increase for seniors and families that are having financial difficulties every day. Following discussion, a suggestion was made that this item be presented to voters on the budget vote ballot. Board members were in favor of bringing this possibility to a future Board meeting for additional discussion.

5 Board of Education Meeting -5- ROUTINE CONSENT ITEMS Routine Consent Items were presented as follows: Proceedings of Meetings: January 6, 2014 & January 16, 2014; Authorizations The Board of Education approves the following authorizations for the 2014 calendar year: 1. The Board of Education authorizes the Assistant Superintendent for Business Affairs, to certify employee payrolls. 2. The Board of Education authorizes the Instructional Leadership Directors and the Curriculum & Instruction Administrator, to approve conferences, conventions and workshop attendance. 3. The Board of Education authorizes the Assistant Superintendent for Business Affairs, to approve property tax refunds and tax roll adjustments up to $2,500 either mandated by court order or directed by the County of Albany Real Property Tax Service. (The Board of Education will be notified of all refunds and adjustments approved during the preceding month pursuant to this authorization at each regular Board meeting.) 4. The Board of Education authorizes the Superintendent of Schools, to approve budget transfers up to $10,000. (The Board of Education will be given a report of all such transfers pursuant to this authorization at each regular Board meeting. Transfers over $10,000 will require Board approval.) 5. The Board of Education authorizes the Superintendent of Schools and, as necessary, the President of the Board of Education to execute grant applications. 6. The Board of Education authorizes the reimbursement of pre-approved transportation expenses for the 2014 calendar year at the current allowable IRS mileage reimbursement rate through December 31, The Board of Education authorizes the District Treasurer, Deputy Treasurer, and the Central Treasurer of the Extra Classroom Activity Fund as individuals designated to sign checks. 8. The Board of Education authorizes the use of corporate credit cards by William F. Hogan and Dr. Marguerite Vanden Wyngaard. 9. The Board of Education authorizes the re-establishment of Petty Cash Accounts. Human Resources Items; Attendance at Conferences; Field Trips; Health Services Contract (Wynantskill Union Free School District); Treasurer s Report; Budget Transfers under $10,000; Budget Transfers over $10,000; Revenue Status Report; Appropriation Status Report; Central Treasurer s Report for Extra Classroom Activity Fund; Grant Financials; Authorization to Enter into Contracts; Bid Award (Air Engineering Filters, Inc.); Committee on Special Education; Subcommittee on Special Education; and Committee on Pre-School Special Education. Ms. Cutting advised the date on the proceedings is listed on the agenda as January 2, This should be corrected to January 6, Mr. Egan made a motion for approval. Ms. Farrell seconded the motion. The Board voted unanimously (7-0) to approve the motion. Board Committee Reports Mr. Hogan advised the Finance/Audit Committee met earlier this week. Discussion included a review of the Governor s State Aid Proposal. The District received expense driven aid which is basically a reimbursement of last year s expense. However, the Gap Elimination Adjustment was neutralized due to the decreased in tuition aid of $2 million for charter schools, based on how the formula works. The group talked about the budget challenges in the upcoming budget and transportation costs in the District.

6 Board of Education Meeting -6- Ms. Adler advised the Government Relations Committee met this week. Discussion included future lobbying efforts with Wilson Elser noted earlier this evening. In addition there was a discussion related to a meeting the superintendent had with Carl McCall and others, regarding charter schools, charter renewals and expansions. There is an additional meeting with the subcommittee of the trustees that has been empowered by Carl McCall to address charter school issues going through SUNY rather than State Ed. Charter tuition is an issue that will be the focus of future lobbying efforts that will include staff, families and students, as well as the lobbyists. Board Member Items Mr. Egan there have been issues related to the performance of the District s transportation vendor and suggested that staff review this issue. Mr. Hogan advised the District will review this issue once again. There were four Board members interested in pursuing this matter. Ms. Green requested the benchmark reporting. Mr. Place advised a report was provided in an update. The District is working on the latest testing and information will be available in March. Ms. Streznewski asked if this would be presented as part of the Vision Cards. Dr. V advised the first vision report will be completed by March and this information will be part of that report. Dr. Brandon requested that the Attendance Policy be sent back to the Policy Committee for possible revision and modification. Four Board members were in favor of this matter. Mr. Egan noted that the District has been rotating meetings, suggesting that the New Covenant building be part of that rotation. It was noted that the building cannot accommodate a Board meeting given the scheduled activities at that location. The Arbor Hill Community Center has the use of that building based on agreements that were made by the City and the charter schools when that building was built. Other Business Dr. Brandon asked if the 2020 Vision document could be made available to the public. Following action scheduled for the next Board meeting, the information will be posted to the website. Ms. Adler asked that Board members think about customer service for future discussion as an agenda item, particularly the shadowing program. This could also give guidance to the Policy Committee. Adjournment There being no further business, Mr. Egan made a motion to adjourn. Ms. Farrell seconded the motion. Meeting was adjourned at 10:10 p.m.