EASTERN SUFFOLK BOCES REGULAR MEETING, JAMES HINES ADMINISTRATION CENTER, PATCHOGUE, NEW YORK, TUESDAY, MAY 25, 2004 AGENDA

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1 EASTERN SUFFOLK BOCES REGULAR MEETING, JAMES HINES ADMINISTRATION CENTER, PATCHOGUE, NEW YORK, TUESDAY, MAY 25, 2004 AGENDA I. Call to Order II. Pledge of Allegiance III. Comments from the Board President IV. Comments from the Executive Officer V. Visitors VI. Executive Officer s/executive Staff Reports (Supporting Information) A. Executive Officer B. Associate Superintendent for C. Associate Superintendent for Management D. Associate Superintendent for Regional (Interim) E. Executive Director for Administrative F. Executive Director of Human Resources VII. Unfinished Business VIII. Agenda Review IX. Minutes/Financials/Personnel/New Business Consent Agenda A. RECOMMENDED MOTION: BE IT RESOLVED, that the Board of Cooperative, First Supervisory District of Suffolk County, has determined that each of the actions being taken through approval of the consent agenda is a Type II action under the State Environmental Quality Review Act (SEQRA) regulations, 6 NYCRR 617.5, which has no significant impact on the environment.

2 B. Recommended Acceptance of Board Meeting Minutes (Supporting Information) accepts the Minutes of the April 28, 2004 Regular Board Meeting. C. Recommended Acceptance of Financial Reports (Supporting Information) accepts the following financial reports and approves the budget amendments listed therein: Treasurer s Report for March 2004 Budget Summary as of April 2004 Receivables Report as of April 2004 Budget Amendment and Budget Transfers Report for April 2004 Extraclassroom Activity Accounts Report as of March 31, 2004 Schedule of Bills for April 2004 D. Recommended Approval of Bids Bid #004-12: Printing and Mailing of Adult and Continuing Education Materials (Supporting Information Bid Recommendation Memo and Disclosure Form) The purpose of this bid is to award a contract for the printing and mailing of the Adult and Continuing Education Fall Catalog and Spring Flyer. The recommended award reflects approximately an 11% increase from the previous contract. awards Bid #004-12: Printing and Mailing of Adult and Continuing Education Materials to Tapco, Inc. of Pemburton, New Jersey; Tobay Printing Co., Inc., of Copiague, New York; and MBS/Suffolk Advertising, of Central Islip, New York, the low bidders meeting specifications as indicated on the attached bid recommendation memo, pursuant to the terms, conditions, and pricing contained in their bids. Bid #004-14: Rubbish Removal H.B. Ward Technical and Academic Center and Special Programs Center (Roanoke House) (Supporting Information Bid Recommendation Memo and Disclosure Form) The purpose of this bid is to award a contract for rubbish removal services at the H.B. Ward Technical and Academic Center and at the Special Program Center (Roanoke House). The recommended award reflects approximately a 22.6% increase over the previous contract.

3 awards Bid #004-14: Rubbish Removal H.B. Ward Technical and Academic Center and Special Programs Center (Roanoke House) to Riverhead Sanitation and Carting Corp. of Riverhead, New York, the low bidder meeting specifications, in the annual amount of $16,239.60, as indicated on the attached bid recommendation memo, pursuant to the terms, conditions, and pricing contained in its bid. Bid #004-15: Rubbish Removal Jefferson Academic Center and Centereach Academic Center (Supporting Information Bid Recommendation Memo and Disclosure Form) The purpose of this bid is to award a contract for rubbish removal services at the Jefferson Academic Center and Centereach Academic Center. The recommended award reflects approximately a 14.2% increase over the previous contract. awards Bid #004-15: Rubbish Removal Jefferson Academic Center and Centereach Academic Center to Detail Carting Co., Inc. of Bohemia, New York, the low bidder meeting specifications, in the annual amount of $7,320, as indicated on the attached bid recommendation memo, pursuant to the terms, conditions, and pricing contained in its bid. Bid #004-16: Rubbish Removal Westhampton Beach Complex (Supporting Information Bid Recommendation Memo and Disclosure Form) The purpose of this bid is to award a contract for rubbish removal services at the Westhampton Beach Complex. The recommended award reflects approximately a 14.4% increase over the previous contract. awards Bid #004-16: Rubbish Removal Westhampton Beach Complex to Riverhead Sanitation & Carting Corp, of Riverhead, New York, the low bidder meeting specifications, in the annual amount of $14,448, as indicated on the attached bid recommendation memo, pursuant to the terms, conditions, and pricing contained in its bid. Bid #004-22: Sale of Surplus Equipment (Supporting Information Bid Recommendation Memo) This bid is for the sale of surplus equipment belonging to Eastern Suffolk BOCES. Item # Chevrolet Van and Item # Chevrolet Van were not awarded, as the minimum bid requirement was not met. Charlene Lopez, the high bidder for Item #9, is employed by BOCES as a School Substitute Coordinator in the Human Resources Department.

4 awards Bid #004-22: Sale of Surplus Equipment, Item #1 and Item #10 to D & D Used Truck Parts of Bellport, New York, and Item #9 to Charlene Lopez of Blue Point, New York, the high bidders meeting specifications as indicated on the attached bid recommendation memo, pursuant to the terms, conditions, and pricing contained in their bids. Bid #004-24: Roof Repair at Brookhaven Technical and Academic Center and Islip Career Center (Supporting Information Bid Recommendation Memo and Disclosure Forms) The purpose of this bid is to award a contract(s) for the roof replacement at both the Brookhaven Technical & Academic Center and the Islip Career Center. The bid specifications were developed in cooperation with the BOCES Operations and Maintenance Department and Wiedersum Associates Architects, PLLC. RECOMMENDED MOTION: "BE IT RESOLVED that the Board of Cooperative awards Bid #004-24: Roof Replacement at the Brookhaven Technical & Academic Center and Islip Career Center to More Contracting and Consulting, Inc. of Rocky Point, New York, in the amount of $733,200, for the replacement of the roof at the Brookhaven Technical & Academic Center and to Statewide Roofing, Inc., of Islip, New York, in the amount of $891,000, for the replacement of the roof at the Islip Career Center, the low bidders meeting specifications as indicated on the attached bid recommendation memo, pursuant to the terms, conditions, and pricing contained in their bids. E. Recommended Approval of Grants (Supporting Information) approves the new grants and grant adjustments as indicated in the last column of the following table: Grant Division Total Budget Previous Budget New Budget/ Increase Previous Total $9,937,189 Learning Technology for Enhancing Teaching and Learning Project # /1/03-6/30/04 Management 49, ,999

5 Grant Division Total Budget Previous Budget New Budget/ Increase Previous Total $9,937,189 Homeless Children & Youth (Local) Regional 100, , Total to Date $10,087,188 F. Recommended Approval of Personnel Report (Supporting Information) approves the actions contained within the following Personnel Reports: 1. Leaves of Absence (a) (b) Certificated (None) Civil Service 2. Resignations (a) (b) Certificated Civil Service Terminations (a) (b) Certificated Civil Service 3. Change of Status (a) (b) Certificated Civil Service 4. Appointments (a) (b) Certificated Civil Service 5. Tenure Appointments (a) Certificated

6 Permanent Status (b) Civil Service 6. Special Appointments (a) (b) (c) (d) (e) (f) Summer Programs Per Diem Substitutes & Hourly/Per Diem Workers Additional Assignments Casual Employees Adult Education Consultants New Business G. Recommended Acceptance of Donations accepts the following donations: Donor Division Item Computer Associates $12,695 Islandia, NY Sandra Funke Holbrook, NY 1987 Buick Century Sedan VIN 1G4AH51W2HT General Motors - Milea Pontiac Buick, Bronx, NY 2004 Buick Rendezvous VIN 3G5DA03E64S Gifts in Kind Alexandria, VA 2001 Pontiac Grand Am, VIN 1G2NE52T31M Suffolk County Community College Brentwood Campus, Brentwood, NY 12 - Symbol PDA 2700 Units and 1 - Symbol Spectrum 24 Accesspoint Unit H. Recommended Approval of Contracted Agreements The following Contracted Agreements have been personally reviewed by the Associate Superintendent for Management and are recommended for approval. approves the following contracted services agreements:

7 School Year Consultant Division Service Dates Amount Expenses Center for Science Teaching and Learning Summer Enrichment Institute Programs in Science - Connetquot 7/6/04-8/20/04 140,000 none Center for Science Teaching and Learning Long Island Science Center MyLearning Plan.com Nia Solutions Corporation Regional S.D. Summer Enrichment Institute Programs in Science - Central Islip S.D. BOCES Summer Enrichment - Camp Invention A Web-based Professional Development Management System which will facilitate the maintenance and tracking of professional development and compliance participation by empowering employees to manage their professional development via an online plan. Grant Writing 6/28/04-8/20/04 7/1/04-8/30/05 7/1/04-6/30/05 7/1/04-10/31/04 55,800 none 553,150 none 160,000 none 30,000 none I. Surplus Property (Supporting Information Surplus Equipment Listing) The supporting information includes a listing of surplus equipment and the recommended disposition. If the organization listed to receive a donated item decides not to accept an item, that item will be offered for donation to other not-forprofit organizations or disposed of in another manner consistent with Board policy.

8 declares the property listed on the attached Surplus Equipment Listing as surplus and authorizes the disposition as indicated in accordance with Board policy. J. Recommended Attendance of Students and Staff at a Performance of Phantom of the Opera Recommendation is made to approve the attendance of students and staff from the Brookhaven Technical and Academic Center s Student Council to the Majestic Theatre to see the Phantom of the Opera on Wednesday, May 26, There will be 30 students and 7 chaperones attending. The students will be returning home via train. This trip is to reward Student Council members for their work and service, and, it reinforces our English curriculum towards helping students develop an appreciation for American Theater, encourage Character Education development within our students, and reinforce positive behavior and social interaction among our student population. The only cost to the agency will be $ for a bus. approves the attendance of students and staff from the Brookhaven Technical and Academic Center s Student Council to the Majestic Theatre to see the Phantom of the Opera on Wednesday, May 26, K. Recommended Approval of the Attendance of Students and Advisors at the Skills USA/VICA National Competition Recommendation is made to approve the attendance of students and advisors at the Skills USA/VICA National Competition scheduled for Monday, June 21, through Saturday, June 26, 2004, in Kansas City, MO. There will be eight students and six chaperones (advisors) attending from the Brookhaven Technical and Academic Center, Edward J. Milliken Technical Center and the H.B. Ward Technical and Academic Center. The required funds to cover the cost of this competition were appropriated for in the school year budget. The cost to the agency is as follows: Hotel/Airfare $ 11,871 (see breakdown below) Registration ($540 of total cost ($1,260) to be paid by State VICA) $ 720 (see breakdown below) Car rental/gas/parking in Kansas City $ 1,500 Meals $ 3,160 Other (cell phones/shipping equipment) $ 1,760 Total cost of the competition to BOCES: $ 19,011

9 Registration information for the chaperones and students from EJM, BTAC, & HBWTAC is as follows: ($540 of the cost ($1,260) below is paid by State VICA) Building Registration Cost Total Cost EJM: 2 $90 $180 3 $90 $270 $ 450 BTAC: 2 $90 $180 2 $90 $180 $ 360 HBWTAC: 4 $360 1 $90 $ 90 $ 450 Total Registration: $1,260 ($540 of total cost paid by State VICA) Total Registration Cost to BOCES: $ 720 Hotel/Airfare costs: Package deal through the National Skills USA travel agency (Gerber) EJM, BTAC 10 people in $779 $ 7,790 HBWTAC: 4 people in $989 $ 3,956 Airline flight deviation: $ 125 Total Hotel/Airfare: $11,871 Car Rentals for EJM, BTAC, HBWTAC: 3 $400 each for the week: $ 1,200 (14 people) Gas/Parking in Kansas City: $ 300 Total Car Rental/Gas: $1,500 Shipping of event equipment: $1,400 Cell phone use: $ 360 $1,760 Meals: EJM: 3 people: $40/day x 6 days: $ person: $40/day x 5 days: $ person: $40/day x 4 days: $ 160 BTAC: 4 people: $40/day x 6 days: $ 960 HBWTAC: 3 people: $40/day x 6 days: $ people: $40/day x 5 days: $ 400 Total meals: $3, $3,160 GRAND TOTAL: $19,011 approves the attendance of students and advisors at the Skills USA/VICA National Competition scheduled for Monday, June 21, through Saturday, June 26, 2004, in Kansas City, MO.

10 L. Recommended Approval of an Agreement with St. John s University (Supporting Information - Agreement) This agreement with St. John s University is for the use of the first floor in the mansion and the grounds at the University campus on Friday, May 21, 2004, between the hours of 8:30 a.m. and 3:30 p.m. The facility will be used for the Long Island Regional School Support Center s Reading First DIBELS (Dynamic Indicators of Basic Early Literacy Skills) Training. There is no cost to BOCES. approves the agreement with St. John s University for the use of the first floor in the mansion and the grounds at the University campus for the Long Island Regional School Support Center s Reading First DIBELS (Dynamic Indicators of Basic Early Literacy Skills) Training on May 21, M. Recommended Approval of a Resolution to Borrow The resolution below is to authorize our routine annual borrowing for the fiscal year in an amount not to exceed $15,000,000. The resolution was prepared by bond counsel. RECOMMENDED MOTION: BE IT RESOLVED by the Board of Cooperative, First Supervisory District of Suffolk County, State of New York, as follows: Section 1. BOCES shall issue its Revenue Anticipation Notes of the aggregate principal amount not to exceed $15,000,000 pursuant to the Local Finance Law of New York, in anticipation of the receipt of revenues by the BOCES under contracts with fifty-three (53) school districts and revenues to be received from the County of Suffolk for the provision of continuing educational services in an aggregate amount of approximately $240,940,567 for the fiscal year ending June 30, The BOCES has no power or authority to levy or collect ad valorem real property taxes. Section 2. It is hereby stated that such revenues have not been received or collected from the fifty-three (53) school districts and the County of Suffolk, that no Notes other than these Notes have been authorized to be issued in anticipation of the receipt of such revenues and that the date of maturity of such $15,000,000 Notes or the renewal thereof shall not be extended beyond June 30, 2006, which is the close of the applicable period provided in Section 25.00(f) of the Local Finance Law for the maturity of such Notes. Section 3. The Notes issued pursuant to this resolution shall be in an amount or amounts not to exceed $15,000,000 and shall be dated, shall be payable, and shall bear interest at the rate or rates of interest determined by the President of the BOCES who is hereby authorized as the Chief Fiscal Officer to sell, issue and deliver from time to time the Notes or a portion thereof pursuant to the Local Finance Law of New York.

11 Section 4. The power to prescribe the terms, form and contents of the Notes, subject to the provisions of this resolution and of the Local Finance Law and pursuant to the provisions of Sections 21.00, 30.00, and to 60.00, inclusive, of the Local Finance Law, is hereby delegated to the President of the BOCES. The President of the BOCES and the Clerk are hereby authorized to execute the Notes issued pursuant to this resolution by manual or facsimile signature, and the Clerk is hereby authorized to manually affix or impress or imprint on the Notes the corporate seal of the BOCES and to attest such seal by manual or facsimile signature, and the President of the BOCES is hereby directed to deliver the Notes to the successful bidder or bidders to whom the Notes are hereby awarded, upon receipt of the purchase price of the Notes. In the event that the President of the BOCES executes the Notes by facsimile signature, such Notes, if executed by facsimile signature, shall be authenticated by the manual countersignature of a designated fiscal agent or of a designated official of the BOCES pursuant to Section of the Local Finance Law. Section 5. The faith and credit of the BOCES are hereby and shall be irrevocably pledged for the punctual payment of the principal of and interest on all obligations authorized and issued pursuant to this resolution as the same shall become due. Section 6. The President of the BOCES is hereby directed to file with the BOCES a certificate reporting the date of the Notes, the date the Notes mature, the rate or rates of interest of the Notes, the purchaser or purchasers of the Notes and a statement to the effect that the power of the President of the BOCES to sell, issue and deliver the Notes is in full force and effect and has not been modified, amended or revoked prior to the delivery of and payment for the Notes, and such other certificates as may be delivered to the purchaser or purchasers of the Notes. Section 7. In the absence of the President of the BOCES, the Vice President of the BOCES is hereby authorized to exercise the powers referred to in Sections 3, 4 and 6 of this resolution and in the absence of the Clerk, a duly authorized alternate shall exercise the powers referred to in Section 4 of this resolution. Section 8. The BOCES covenants for the benefit of the holders of the obligations authorized herein that it will not make any use of (a) the proceeds of such obligations, any funds reasonably expected to be used to pay the principal of or interest on such obligations or any other funds of the BOCES, and (b) the facilities or purposes financed with the proceeds of such obligations which would cause the interest on such obligations to become subject to Federal income taxation under the Internal Revenue Code of 1986, as amended (the "Code"), (except for the alternative minimum tax imposed on corporations by Section 55 of the Code) or subject the BOCES to any penalties under Section 148 of the Code, and that it will not take any action or omit to take any action with respect to such obligations, the proceeds thereof or any facilities financed thereby if such action or omission would cause the interest on such obligations to become subject to Federal income taxation under the Code (except for the alternative minimum tax imposed on corporations by Section 55 of the Code) or subject the BOCES to any penalties under Section 148 of the Code. The foregoing covenants shall remain in full force and effect notwithstanding the payment or discharge of the obligations authorized herein or any other provision hereof until the date which is sixty (60) days after the final maturity date or earlier prior redemption date thereof. The BOCES hereby

12 declares its official intent to reimburse itself from the proceeds of the bonds or notes authorized by this resolution pursuant to IRS Regulation Section (c), promulgated under the Code, for original expenditures, as defined in said Regulation, made by the BOCES prior to the issuance of such bonds or notes. Such original expenditures shall not exceed the sum of $15,000,000 in the aggregate and shall be paid from funds temporarily available from the BOCES current funds. Section 9. The BOCES hereby covenants for the benefit of holders of obligations authorized herein to comply with the Rule 15c2-12 of the Securities Exchange Act of 1934, as amended, (the "Rule") unless an exemption from the Rule exists as provided in paragraph (d) of the Rule. Section 10. This resolution shall take effect immediately. N. Recommended Approval of a Leasehold Space Agreement with Northeast Aviation LLC (Supporting Information: Leasehold Space Agreement) This leasehold space agreement with Northeast Aviation LLC provides for the use of a 13,000 square foot building located at Brookhaven Calabro Airport for use by the BOCES aviation program, its administrative offices and for related uses. This agreement commences on September 1, 2004 and terminates on September 1, The annual base rent shall be $292,500 per year for the first three years of the lease. Beginning September 1, 2007 and each September 1 thereafter, the base rent shall be increased by 3%. approves the Leasehold Space Agreement with Northeast Aviation LLC commencing on September 1, O. Recommended Approval of a Stipulation of Agreement with BEES Recommendation is made to approve the following resolution to ratify the Stipulation of Agreement between Eastern Suffolk BOCES and the BOCES Educators of Eastern Suffolk (the Association ) dated 5/19/04: RECOMMENDED MOTION: WHEREAS, negotiating committees for the BOCES and the BOCES Educators of Eastern Suffolk, (hereinafter the Association) have agreed upon the terms of a Stipulation of Agreement, dated May 19, 2004, which sets forth the terms of a successor collective bargaining agreement to the one that expires June 30, 2005; and WHEREAS, that stipulation provides that it is subject to ratification by the Board of the BOCES and the Association; and

13 WHEREAS, the members of the negotiation committee for the BOCES have recommended unanimously that the Stipulation of Agreement be ratified by the Board; and WHEREAS, the Association has advised the BOCES that the stipulation has been ratified by the Union; NOW, THEREFORE, BE IT RESOLVED, that the Stipulation of Agreement between the BOCES and the Union dated May 19, 2004, is hereby ratified; and BE IT FURTHER RESOLVED, that the President of the Board is hereby authorized to execute a collective bargaining agreement on behalf of the BOCES that is consistent with the terms of the Stipulation of Agreement. P. Recommended Approval of the Amended Plan for Shared Decision Making and School Based Planning as Part of the 2004 Biennial Review Process Recommendation is made to approve the Amended Plan for Shared Decision Making and School Based Planning as part of the 2004 Biennial Review Process. The document has been reviewed by the Agency Shared Decision Making Committee and, upon Board approval, it will be submitted to the State Education Department prior to the June 2004 deadline. Q. Recommended Approval of Salaries for Non-Represented Employees (Supporting Information Under Separate Cover) approves the salaries for non-represented employees as outlined in the attached charts. R. Recommended Approval of Mentor Program Plan (Supporting Information Program Proposal) The BOCES Mentor Program Plan was developed as part of the No Child Left Behind Legislation. The mentor s role is to give guidance and support to their teacher interns to help with the transition from preparation to practice. A committee will select, match, provide oversight and evaluate teacher-mentors. Upon Board approval, the Administrative Council will incorporate the plan into an Administrative Regulation for the Executive Officer/District Superintendent or his designees approval. The plan will be consistent with the policies adopted by the BOCES. RECOMMENDED MOTION: "BE IT RESOLVED that the Board of Cooperative approves the Eastern Suffolk BOCES Mentor Program Plan.

14 S. Recommended Approval of Organization Meeting and Regular July Board Meeting Date approves Wednesday, July 14, as the date of the Organization Meeting and the Regular July Board Meeting. The Organization Meeting will start at 7:00 p.m. and the July Regular Board Meeting will start at 7:30 p.m. Both meetings will take place at the James Hines Administration Building. T. Recommended Appointment of Interim Associate Superintendent for Regional RECOMMENDED MOTION: "BE IT RESOLVED that the Board of Cooperative appoints Mr. Raymond Fell (Gilster Limited) as a per diem Interim Associate Superintendent for Regional, from July 1, 2004 to June 30, 2005, at a rate of $700 per day, plus reimbursement for travel at the district rate. Mr. Fell will not receive additional benefits, including retirement benefits. X. Additional Items - Separate Vote XI. Presentations and Reports to the Board Review of May 2004 School District Budget Vote Results XII. Board Commentary XIII. Adjournment