BOARD OF COOPERATIVE EDUCATIONAL SERVICES SECOND SUPERVISORY DISTRICT COUNTIES OF MONROE AND ORLEANS

Transcription

1 BOARD OF COOPERATIVE EDUCATIONAL SERVICES SECOND SUPERVISORY DISTRICT COUNTIES OF MONROE AND ORLEANS There will be a Regular Meeting of the Board of Cooperative Educational Services on Wednesday, January 16, 2019 at 6:30 p.m. in the Board Room of the Richard E. Ten Haken Educational Services Center, 3599 Big Ridge Road, Spencerport, New York BOARD MEMBERS Dennis Laba, President R. Charles Phillips, Vice President John Abbott Kathleen Dillon John Heise George Howard Gerald Maar Michael May Constance Rockow AGENDA 1. Call the Meeting to Order 2. Pledge of Allegiance 3. Agenda Item(s) Modifications 4. Approval of Minutes: December 19, 2018 Regular Meeting Minutes 5. Public Interaction 6. Financial Reports 1. Resolution to Accept Treasurer s Report 2. Resolution to Accept WinCap Report 3. Internal Claims Exception Log 4. Quarterly Contractor Report 5. Quarterly Extra Class Report 7. Board Presentation: Center for Workforce Development Budget and Program Update (Dr. Karen Poland) 8. Old Business 9. New Business 1. Resolution to Accept Extraclassroom Activity Funds Financial Report for year ended June 30, No action plan is required, as there were no findings or questionable costs. 10. Personnel and Staffing 1. Resolution to Approve Personnel and Staffing Agenda 11. Bids/Lease Purchases 1. Resolution to Accept Cooperative Custodial Supplies Bid 2. Resolution to Accept Cooperative Printer and Copier Supplies Bid 3. Resolution to Accept Cooperative Technology Support Repair Parts Bid 4. Resolution to Accept Master Lease Purchase Agreement for Acquisition or Refinance of Equipment Bid Page 1 of 2

2 January 16, 2019 Regular Board Meeting Agenda Page 2 of Executive Officer s Reports 1. Albany D.S. Report 2. Local Update 13. Committee Reports Labor Relations Committee (J. Abbott/J. Heise) Legislation Committee (D. Laba/K. Dillon) Information Exchange Committee (R. Charles Phillips/J. Heise) 14. Upcoming Meetings/Calendar Events January 16 Noon MCSBA Labor Relations Committee (Double Tree) January 16 6:30pm Board Meeting (Board Room) January 21 BOCES 2 closed January 23 Noon MCSBA Steering Committee (Double Tree) January NSBA National Advocacy Institute February 2 9am MCSBA Legislative Breakfast (Penfield Country Club) February 6 Noon Board Officer Agenda Review February 6 Noon MCSBA Legislative Committee (Double Tree) February 13 Noon MCSBA Information Exchange Committee (Double Tree) February 13 6:30pm Board Meeting (Board Room) February 18 BOCES 2 closed February Recess February 27 Noon MCSBA Labor Relations Committee (Double Tree) February 27 5:45pm MCSBA Executive Committee (Monroe s Restaurant) March 4-5 MCSBA Albany Advocacy Trip March 6 Noon MCSBA Legislative Committee (Double Tree) March 13 Noon MCSBA Information Exchange Committee (Double Tree) March 13 5:45pm MCSBA Board Presidents Meeting (Double Tree) March 14 1pm Board Officer Agenda Review March 20 Noon MCSBA Labor Relations Committee (Double Tree) March 20 6:30pm Board Meeting (Board Room) March 21 3:30pm DS Forum (CTE) March 22 No School March 23 8am MCSBA Prospective Candidate Seminar March 27 Noon MCSBA Steering Committee (Double Tree) March 29-April 1 NSBA Annual Convention (Philadelphia) March 30 10a-3p CTE Skills Vendor Craft Fair (CTE) 15. Other Items 16. Adjournment

3 1. Call the Meeting to Order

4 2. Pledge of Allegiance

5 3. Agenda Item(s) Modifications

6 4. Approval of Minutes: December 19, 2018 Regular Meeting Minutes

7 BOARD OF COOPERATIVE EDUCATIONAL SERVICES SECOND SUPERVISORY DISTRICT COUNTIES OF MONROE AND ORLEANS Minutes of the Regular Meeting of the Board of Cooperative Educational Services, Second Supervisory District of Monroe and Orleans Counties, held on December 19, 2018 at 5:00 p.m. at the Richard E. Ten Haken Educational Services Center, Spencerport, New York Members Present: Dennis Laba, President R. Charles Phillips, Vice President John Abbott Kathleen Dillon John Heise Staff Present: Jo Anne Antonacci Karen Brown, Esq. Ginger Critchley Steve Dawe Timothy Dobbertin George Howard Gerald Maar Michael May Constance Rockow Gary Manuse Barbara Martorana Dr. Marijo Pearson Steve Roland Dr. Michelle Ryan 1. Call the Meeting to Order The meeting was called to order by President Laba at 5:00 p.m. 2. Pledge of Allegiance 3. Agenda/Items(s) Modifications There were no agenda modifications. 4. Approval of Minutes Resolved: To approve the November 14, 2018 Regular Meeting Minutes as presented. Moved by J. Heise, seconded by M. May; passed Public Interaction Public interaction occurred after the board presentation. 6. Financial Reports S. Roland reported on Treasurer s Report, WINCAP Report, and Internal Claims Exception Log. Resolved: To approve the Treasurer s and WINCAP Reports as presented. Motion by J. Abbott, seconded by J. Heise; passed 8-0. K. Dillon arrived at 5:10 p.m. 7. Board Presentations: Preschool Budget (Barbara Martorana) Barbara Martorana and Gary Manuse gave an update on the Preschool program and budget. The board asked questions and thanked her for her presentation. G. Manuse left the meeting at 5:22 p.m. Page 1 of 8

8 December 19, 2018 Regular Board Meeting Public Interaction Public interaction commenced at 5:23 p.m. and concluded at 5:38 p.m. Four visitors spoke regarding the Teacher Aides and Student Behavioral Assistant Association contract. B. Martorana left the meeting at 5:38 p.m. 8. Old Business 1. Board members Kathy Dillon and John Heise volunteered to be reviewers for Make All the Difference Scholarships. 9. New Business 1. The Monroe County School Boards Associations February 2, 2019 Legislative Breakfast was discussed. Location was changed to Penfield Country Club. 2. Resolved To approve donation of various automotive panels as presented. Motion by J. Abbott, seconded by G. Maar; passed unanimously. 3. Resolved To approve donation of uniforms as presented. Motion by J. Abbott, seconded by G. Maar; passed unanimously. 4. Resolved To approve donation of $ from Greece Rotary Club as presented. Motion by J. Abbott, seconded by G. Maar; passed unanimously. 5. Resolved: To accept donation of $10,000 for the Donald F. and Maxine B. Davison Foundation Scholarship as presented. Motion by J. Abbott, seconded by G. Maar; passed unanimously. 10. Personnel and Staffing 1. The Safety/Security Coordinator position was discussed. 2. Resolution to Approve Personnel and Staffing Agenda Resolved: To approve the Personnel and Staffing Agenda as presented. Motion by J. Abbott, seconded by G. Maar; passed unanimously. K. Brown left the meeting at 5:55 p.m. 11. Bids/Lease Purchases Resolved: To accept the bid recommendations and awarding of the following bids and lease purchases as presented: 1. Cooperative Lunch Paper and Plastic Supply Bid Regional Distributors, Inc. $4, Cooperative Electrical, Plumbing, and Building Supplies Bid VP Supply Corp. $4, Page 2 of 8

9 3. Multimedia Audio Visual Equipment Bid Troxell Communications, Inc. $59, Scott Electric $4, Cooperative Health and Safety Supplies Bid Everything Medical $ Henry Schein Inc. $ School Health $ Medco $ Interboro Packaging Corp. $74.90 Dash Medical Gloves $52.50 School Kids Healthcare $39.96 Pyramid School Supplies $7.50 December 19, 2018 Regular Board Meeting 5. Resolved to accept Wheatland-Chili CSD lease purchase of copier equipment Whereas, Board of Cooperative Educational Services, Second Supervisory District of Monroe County ( BOCES 2 ), a body politic and corporate duly organized and existing as a political subdivision, municipal corporation or similar public entity of the State of New York, is authorized by the laws of the State of New York to purchase, acquire and lease personal property and to enter into contracts with respect thereto; and Whereas, pursuant to New York State Education Regulations contained at 8 NYCRR Part 170.3(f), and in furtherance of BOCES 2 s mission and essential functions, BOCES 2 desires to purchase, acquire and lease certain equipment constituting personal property in connection BOCES s ongoing service programs; to wit, the Lessor anticipates entering into a contract with Wheatland-Chili Central School District (the District ) relating to same; and Whereas, in order to acquire such equipment, the BOCES 2 proposes to enter into with Toshiba Business Solutions (the Lessor ), the form of which has been presented to the governing body of the BOCES 2 at this meeting; and Whereas, the governing body of the BOCES 2 deems it for the benefit of the BOCES 2 and for the efficient and effective administration thereof to enter into the Agreement for the purchase, acquisition and leasing of the equipment therein described on the terms and conditions therein provided; Now, Therefore, Be It And It Is Hereby Resolved; Section 1. Approval of Documents. The form, terms and provisions of the Agreement and cross-contracts with the District (collectively, the Agreements ) are hereby approved in substantially the form presented at this meeting, with such insertions, omissions and changes as shall be approved by counsel to BOCES 2 or other authorized representatives of BOCES 2 executing the same, the execution of such documents being conclusive evidence of such approval; and the BOCES 2 Board President is hereby authorized and directed to execute, and the BOCES 2 District Superintendent is hereby authorized and directed to attest and countersign the Agreements and any related exhibits attached thereto, and the BOCES 2 District Clerk is hereby authorized to affix the seal of BOCES 2 to such documents. Page 3 of 8

10 December 19, 2018 Regular Board Meeting Section 2. Findings - Financial. The BOCES 2 Board finds and determines that it is in BOCES 2 s best financial interest to acquire the Equipment for the benefit of the District because: i. it provides an opportunity to use the equipment without committing to the full costs of purchase; and ii. after seeking competitive quotes, Lessor provides the most financially advantageous lease terms; and Section 3. Findings - Ordinary Contingent Expense. The BOCES 2 Board finds and determines that the Equipment is necessary to maintain BOCES 2 s educational program, preserve property or assure the health and safety of students and staff and thus payments under the Agreements constitute ordinary contingent expenses. Section 4. Other Actions Authorized. The officers and employees of BOCES 2 shall take all action necessary or reasonably required by the parties to the Agreements to carry out, give effect to and consummate the transactions contemplated thereby and to take all action necessary in conformity therewith, including, without limitation, the execution and delivery of any closing and other documents required to be delivered in connection with the Agreements. Section 5. No General Liability. Nothing contained in this Resolution, the Agreements nor any other instrument shall be construed with respect to BOCES 2 as incurring a pecuniary liability or charge upon the general credit of BOCES 2 or against its taxing power, nor shall the breach of any agreement contained in this Resolution, the Agreements or any other instrument or document executed in connection therewith impose any pecuniary liability upon BOCES 2 or any charge upon its general credit or against its taxing power, except to the extent that the Rental Payments payable under the Agreements are special limited obligations of BOCES 2 as provided in the Agreements. Section 6. Section 265(b)(3) Designation. BOCES 2 hereby designates the Agreements as a qualified tax-exempt obligation for the purposes and within the meaning of Section 265(b)(3) of the Internal Revenue Code of 1986, as amended. BOCES 2 further represents that BOCES 2 reasonably anticipates that BOCES 2 and other entities that BOCES 2 controls will not issue tax-exempt obligations (including the Agreement) that exceed the aggregate principal amount of $10,000,000 during the calendar year in which the Agreement is executed and delivered. Section 7. Severability. If any section, paragraph, clause or provision of this Resolution shall for any reason be held to be invalid or unenforceable, the invalidity or unenforceability of such section, paragraph, clause or provision shall not affect any of the remaining provisions of this Resolution. Section 8. Effective Date. This Resolution shall be effective immediately upon its approval and adoption. DESCRIPTION OF EQUIPMENT: Toshiba E-Studio Cost of the Equipment: $25, Finance Cost: $0 Total Cost: $25, Page 4 of 8

11 DISTRICT INSTALLMENT PAYMENT SCHEDULE December 19, 2018 Regular Board Meeting Payment Amount FY 18/19 (pro-rated) $2, (billed annually) FY 19/20 $5, (billed annually) FY 20/21 $5, (billed annually) FY 21/22 $5, (billed annually) FY 22/23 $5, (billed annually) FY 23/24 (pro-rated) $2, (billed annually) 6. Resolved to accept Greece CSD lease purchase of copier equipment Whereas, Board of Cooperative Educational Services, Second Supervisory District of Monroe County ( BOCES 2 ), a body politic and corporate duly organized and existing as a political subdivision, municipal corporation or similar public entity of the State of New York, is authorized by the laws of the State of New York to purchase, acquire and lease personal property and to enter into contracts with respect thereto; and Whereas, pursuant to New York State Education Regulations contained at 8 NYCRR Part 170.3(f), and in furtherance of BOCES 2 s mission and essential functions, BOCES 2 desires to purchase, acquire and lease certain equipment constituting personal property in connection BOCES s ongoing service programs; to wit, the Lessor anticipates entering into a contract with Greece Central School District (the District ) relating to same; and Whereas, in order to acquire such equipment, the BOCES 2 proposes to enter into with Toshiba Business Solutions (the Lessor ), the form of which has been presented to the governing body of the BOCES 2 at this meeting; and Whereas, the governing body of the BOCES 2 deems it for the benefit of the BOCES 2 and for the efficient and effective administration thereof to enter into the Agreement for the purchase, acquisition and leasing of the equipment therein described on the terms and conditions therein provided; Now, Therefore, Be It And It Is Hereby Resolved; Section 1. Approval of Documents. The form, terms and provisions of the Agreement and cross-contracts with the District (collectively, the Agreements ) are hereby approved in substantially the form presented at this meeting, with such insertions, omissions and changes as shall be approved by counsel to BOCES 2 or other authorized representatives of BOCES 2 executing the same, the execution of such documents being conclusive evidence of such approval; and the BOCES 2 Board President is hereby authorized and directed to execute, and the BOCES 2 District Superintendent is hereby authorized and directed to attest and countersign the Agreements and any related exhibits attached thereto, and the BOCES 2 District Clerk is hereby authorized to affix the seal of BOCES 2 to such documents. Section 2. Findings - Financial. The BOCES 2 Board finds and determines that it is in BOCES 2 s best financial interest to acquire the Equipment for the benefit of the District because: i. it provides an opportunity to use the equipment without committing to the full costs of purchase; and Page 5 of 8

12 December 19, 2018 Regular Board Meeting ii. after seeking competitive quotes, Lessor provides the most financially advantageous lease terms; and Section 3. Findings - Ordinary Contingent Expense. The BOCES 2 Board finds and determines that the Equipment is necessary to maintain BOCES 2 s educational program, preserve property or assure the health and safety of students and staff and thus payments under the Agreements constitute ordinary contingent expenses. Section 4. Other Actions Authorized. The officers and employees of BOCES 2 shall take all action necessary or reasonably required by the parties to the Agreements to carry out, give effect to and consummate the transactions contemplated thereby and to take all action necessary in conformity therewith, including, without limitation, the execution and delivery of any closing and other documents required to be delivered in connection with the Agreements. Section 5. No General Liability. Nothing contained in this Resolution, the Agreements nor any other instrument shall be construed with respect to BOCES 2 as incurring a pecuniary liability or charge upon the general credit of BOCES 2 or against its taxing power, nor shall the breach of any agreement contained in this Resolution, the Agreements or any other instrument or document executed in connection therewith impose any pecuniary liability upon BOCES 2 or any charge upon its general credit or against its taxing power, except to the extent that the Rental Payments payable under the Agreements are special limited obligations of BOCES 2 as provided in the Agreements. Section 6. Section 265(b)(3) Designation. BOCES 2 hereby designates the Agreements as a qualified tax-exempt obligation for the purposes and within the meaning of Section 265(b)(3) of the Internal Revenue Code of 1986, as amended. BOCES 2 further represents that BOCES 2 reasonably anticipates that BOCES 2 and other entities that BOCES 2 controls will not issue tax-exempt obligations (including the Agreement) that exceed the aggregate principal amount of $10,000,000 during the calendar year in which the Agreement is executed and delivered. Section 7. Severability. If any section, paragraph, clause or provision of this Resolution shall for any reason be held to be invalid or unenforceable, the invalidity or unenforceability of such section, paragraph, clause or provision shall not affect any of the remaining provisions of this Resolution. Section 8. Effective Date. This Resolution shall be effective immediately upon its approval and adoption. DESCRIPTION OF EQUIPMENT: W7845PT APT 1 Cost of the Equipment: $13, Finance Cost: $0 Total Cost: $13, Page 6 of 8

13 DISTRICT INSTALLMENT PAYMENT SCHEDULE December 19, 2018 Regular Board Meeting Payment Amount FY 18/19 (pro-rated) FY 19/20 FY 20/21 FY 21/22 FY 22/23 (pro-rated) $1, (billed monthly) $3, (billed monthly) $3, (billed monthly) $3, (billed monthly) $1, (billed monthly) Motion by J. Abbott, seconded by G. Maar; passed unanimously. 12. Executive Officer s Report Commissioner Elia is working with the Board of Regents on APPR and the topic of substitutes. Statewide, special education technical assistance centers are being restructured. An RFP was just released to improve a number of areas in terms of practices and outcomes for students with disabilities. Rochester City School District community forum was held last Thursday regarding Dr. Aquino s Distinguished Educator s report. District Superintendent Antonacci attended with Commissioner Elia. In the spirit of giving, many individuals have participated in fundraising activities to assist families in the BOCES 2 communities. The Democrat and Chronicle are showcasing CTE students working on a Mt. Read Blvd. zombie house. The Wayne-Finger Lakes BOCES District Superintendent Search is nearing completion while the Gates Chili Superintendent Search is in progress. 13. Committee Reports Labor Relations Committee (J. Abbott/J. Heise) The topic was on staying inside the law when outside the classroom. Legislation Committee (D. Laba/K. Dillon) At this time, numerous meeting cancellations have occurred. Information Exchange Committee (R. Charles Phillips/J. Heise) There were no updates. 14. Upcoming Meetings/Events The various meetings for the upcoming month were listed on the agenda. 15. Other Items There were no other items. At 6:08 p.m., a motion was made by M. May, seconded by C. Phillips, passed unanimously to enter into Executive Session to discuss the employment history of a particular person(s). Page 7 of 8

14 December 19, 2018 Regular Board Meeting Respectfully submitted, Virginia M. Critchley Clerk of the Board 16. The Board entered into Executive Session at 6:09 p.m. Members Present: Dennis Laba, President R. Charles Phillips, Vice President John Abbott Kathleen Dillon John Heise Staff Present: Jo Anne Antonacci Tim Dobbertin Marijo Pearson George Howard Gerald Maar Michael May Constance Rockow Steve Roland Michelle Ryan At 6:15 p.m. a motion was made by C. Phillips, seconded by M. May to come out of executive session; passed unanimously. 17. Adjournment At 6:29 p.m., a motion was made by C. Phillips to adjourn the meeting, seconded by J. Heise; passed unanimously. Respectfully submitted, Jo Anne L. Antonacci Clerk Pro-Tem Page 8 of 8

15 5. Public Interaction

16 6. Financial Reports 1. Resolution to Accept Treasurer s Report 2. Resolution to Accept WinCap Report 3. Internal Claims Exception Log 4. Quarterly Contractor Report 5. Quarterly Extra Class Report

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24 7. Board Presentation: Center for Workforce Development Budget and Program Update (Dr. Karen Poland)

25 8. Old Business

26 9. New Business 1. Resolution to Accept Extraclassroom Activity Funds Financial Report for year ended June 30, No action plan is required, as there were no findings or questionable costs.

27 BOARD OF COOPERATIVE EDUCATIONAL SERVICES SECOND SUPERVISORY DISTRICT OF MONROE AND ORLEANS COUNTIES EXTRACLASSROOM ACTIVITY FUNDS FINANCIAL REPORT For Year Ended June 30, 2018

28 T A B L E O F C O N T E N T S Independent Auditors' Report 1-2 Statement of Cash Receipts and Disbursements for year ended June 30, Notes to Financial Statement 4 Auditors' Findings and Evaluation 5

29 INDEPENDENT AUDITORS REPORT To the Board Members Board of Cooperative Educational Services Second Supervisory District of Monroe and Orleans Counties We have audited the accompanying statement of cash receipts and disbursements of the Extraclassroom Activity Funds of the Board of Cooperative Educational Services Second Supervisory District of Monroe and Orleans Counties for the year ended June 30, 2018 and the related notes to the financial statement. Management s Responsibility for the Financial Statement Management is responsible for the preparation and fair presentation of this financial statement in accordance with the cash basis of accounting described in Note 1; this includes determining that the cash basis of accounting is an acceptable basis for the preparation of the financial statement in the circumstances. Management is also responsible for the design, implementation, and maintenance of internal control relevant to the preparation and fair presentation of the financial statement that is free from material misstatement, whether due to fraud or error. Auditor s Responsibility Our responsibility is to express an opinion on this financial statement based on our audit. We conducted our audit in accordance with auditing standards generally accepted in the United States of America. Those standards require that we plan and perform the audit to obtain reasonable assurance about whether the financial statement is free from misstatement. An audit involves performing procedures to obtain audit evidence about the amounts and disclosures in the financial statement. The procedures selected depend on the auditor s judgment, including the assessment of the risks of material misstatement of the financial statement, whether due to fraud or error. In making those risk assessments, the auditor considers internal control relevant to the BOCES preparation and fair presentation of the financial statement in order to design audit procedures that are appropriate in the circumstances, but not for the purpose of expressing an opinion on the effectiveness of the BOCES internal control. Accordingly, we express no such opinion. An audit also includes evaluating the appropriateness of accounting policies used and the reasonableness of significant accounting estimates made by management, as well as evaluating the overall presentation of the financial statement. We believe that the audit evidence we have obtained is sufficient and appropriate to provide a basis for our audit opinion. 1

30 Basis for Qualified Opinion Internal accounting controls are limited over the cash receipts from the point of collection to the time of submission to the Central Treasurer. Accordingly, it was impracticable to extend our audit of such receipts beyond the amounts recorded. Qualified Opinion In our opinion, except for the possible effects of the matter discussed in the basis for qualified opinion paragraph, the financial statement referred to in the first paragraph presents fairly, in all material respects, the cash receipts and disbursements of the Extraclassroom Activity Funds of the Board of Cooperative Educational Services Second Supervisory District of Monroe and Orleans Counties for the year ended June 30, 2018, in accordance with the cash basis of accounting as described in Note 1. Basis of Accounting We draw attention to Note 1 of the financial statement, which describes the basis of accounting. This financial statement is prepared on the cash basis of accounting, which is a basis of accounting other than accounting principles generally accepted in the United States of America. Our opinion is not modified with respect to that matter. Rochester, New York January 7,

31 BOARD OF COOPERATIVE EDUCATIONAL SERVICES SECOND SUPERVISORY DISTRICT OF MONROE AND ORLEANS COUNTIES Extraclassroom Activity Funds Statement of Cash Receipts and Disbursements For Year Ended June 30, 2018 Cash Balance Disburse- Cash Balance July 1, 2017 Receipts ments June 30, 2018 Skills USA $ 8,725 $ 19,610 $ 23,601 $ 4,734 TOTAL $ 8,725 $ 19,610 $ 23,601 $ 4,734 (See accompanying notes to financial statement) 3

32 BOARD OF COOPERATIVE EDUCATIONAL SERVICES SECOND SUPERVISORY DISTRICT OF MONROE AND ORLEANS COUNTIES EXTRACLASSROOM ACTIVITY FUNDS NOTES TO FINANCIAL STATEMENT June 30, 2018 (Note 1) Accounting Policy: The transactions of the Extraclassroom Activity Funds are considered part of the reporting entity of the Board of Cooperative Educational Services Second Supervisory District of Monroe and Orleans Counties. Consequently, the cash balances are included in the financial statements of the BOCES as part of the Trust and Agency Fund. The accounts of the Extraclassroom Activity Funds of the Board of Cooperative Educational Services Second Supervisory District of Monroe and Orleans Counties are maintained on a cash basis, and the statement of cash receipts and disbursements reflects only cash received and disbursed. Therefore, receivables and payables, inventories, long-lived assets, and accrued income and expenses, which would be recognized under generally accepted accounting principles, and which may be material in amount, are not recognized in the accompanying financial statement. (Note 2) Cash and Cash Equivalents: Cash and cash equivalents is comprised of one checking account. The balance in this account is fully covered by FDIC Insurance. 4

33 BOARD OF COOPERATIVE EDUCATIONAL SERVICES SECOND SUPERVISORY DISTRICT OF MONROE AND ORLEANS COUNTIES EXTRACLASSROOM ACTIVITY FUNDS AUDITORS FINDINGS AND EVALUATION We have examined the statement of cash receipts and disbursements of the Board of Cooperative Educational Services Second Supervisory District of Monroe and Orleans Counties Extraclassroom Activity Funds for the year ended June 30, As part of our examination, we made a study and evaluation of the system of internal accounting control to the extent we deemed necessary to render our opinion. There are inherent limitations in considering the potential effectiveness of any system of internal accounting control. Human errors, mistakes of judgment and misunderstanding of instructions limit the effectiveness of any control system. In particular, cash being handled by numerous students and faculty advisors at various functions provides an atmosphere of limited control over those receipts. A deficiency in internal control exists when the design or operation of a control does not allow management or employees, in the normal course of performing their assigned functions, to prevent, or detect and correct misstatements on a timely basis. A material weakness is a deficiency, or combination of deficiencies, in internal control, such that there is a reasonable possibility that a material misstatement of the BOCES financial statements will not be prevented, or detected and corrected on a timely basis. Our consideration of internal control was for the limited purpose described in the first paragraph and was not designed to identify all deficiencies in internal control that might be deficiencies, significant deficiencies, or material weaknesses. We did not identify any deficiencies in internal control that we consider to be material weaknesses, as defined above. Current Year Deficiency in Internal Control: There were no findings noted in the current year. Prior Year Recommendations: The following prior year recommendations has been implemented to our satisfaction. 1. The Student Treasurer and the Faculty Advisor maintained a separate set of financial records during the fiscal year. 2. The Skills USA Club did not hold a raffle during the year under examination. * * * We wish to express our appreciation to all client personnel for the courtesies extended to us during the course of our examination. Rochester, New York January 7,

34 10. Personnel and Staffing 1. Resolution to Approve Personnel and Staffing Agenda

35 11. Bids/Lease Purchases 1. Resolution to Accept Cooperative Custodial Supplies Bid 2. Resolution to Accept Cooperative Printer and Copier Supplies Bid 3. Resolution to Accept Cooperative Technology Support Repair Parts Bid 4. Resolution to Accept Master Lease Purchase Agreement for Acquisition or Refinance of Equipment Bid

36 12. Executive Officer s Reports 1. Albany D.S. Report 2. Local Update

37 13. Committee Reports Labor Relations Committee (J. Abbott/J. Heise) Legislation Committee (D. Laba/K. Dillon) Information Exchange Committee (R. Charles Phillips/J. Heise)

38 14. Upcoming Meetings/Calendar Events January 16 Noon MCSBA Labor Relations Committee (Double Tree) January 16 6:30pm Board Meeting (Board Room) January 21 BOCES 2 closed January 23 Noon MCSBA Steering Committee (Double Tree) January NSBA National Advocacy Institute February 2 February 6 February 6 February 13 February 13 February 18 February February 27 February 27 9am MCSBA Legislative Breakfast (Penfield Country Club) Noon Board Officer Agenda Review Noon MCSBA Legislative Committee (Double Tree) Noon MCSBA Information Exchange Committee (Double Tree) 6:30pm Board Meeting (Board Room) BOCES 2 closed Recess Noon MCSBA Labor Relations Committee (Double Tree) 5:45pm MCSBA Executive Committee (Monroe s Restaurant) March 4-5 MCSBA Albany Advocacy Trip March 6 Noon MCSBA Legislative Committee (Double Tree) March 13 Noon MCSBA Information Exchange Committee (Double Tree) March 13 5:45pm MCSBA Board Presidents Meeting (Double Tree) March 14 1pm Board Officer Agenda Review March 20 Noon MCSBA Labor Relations Committee (Double Tree) March 20 6:30pm Board Meeting (Board Room) March 21 3:30pm DS Forum (CTE) March 22 No School March 23 8am MCSBA Prospective Candidate Seminar March 27 Noon MCSBA Steering Committee (Double Tree) March 29-April 1 NSBA Annual Convention (Philadelphia) March 30 10a-3p CTE Skills Vendor Craft Fair (CTE)

39 15. Other Items

40 16. Adjournment