Mentor Exempted Village School District. Administration Building January 13, 2015

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1 To be approved at the Board of Education meeting February 10, 2015 MINUTES OF THE JANUARY 13, 2015, ORGANIZATIONAL MEETING OF THE BOARD OF EDUCATION. THE BOARD OF EDUCATION MEETING IS VIDEOTAPED AND THE VIDEO IS AVAILABLE FOR REVIEW OR A COPY CAN BE OBTAINED BY CONTACTING THE TREASURER'S OFFICE AT THE HELEN H. "SUE" OSBORN ADMINISTRATION BUILDING. The Mentor Exempted Village Board of Education held its Organizational Meeting on Tuesday, January 13, 2015, at 6:33 p.m., at the Helen H. Sue Osborn Administration Building,. Members present: Mrs. Mary L. Bryner, Mrs. Virginia E. Jeschelnig, Ms. S. Sally Miller, Mr. William J. Shaw, and Mr. Thomas V. Tuttle. President Pro Tem Thomas V. Tuttle presided and led the assembled in the Pledge of Allegiance. In accordance with Section of the Ohio Revised Code, Mr. Thomas V. Tuttle called for nominations for the President of the Board of Education for Mr. Shaw placed the name of Mr. Thomas V. Tuttle in nomination. There being no further nominations, Mr. Shaw moved, seconded by Mrs. Jeschelnig that the nominations be closed and that a unanimous vote be cast for Mr. Tuttle. Ayes: Mr. Shaw, Mrs. Jeschelnig, Mrs. Bryner, Ms. Miller, Mr. Tuttle President Thomas V. Tuttle assumed the chair and presided over the remainder of the organizational meeting. In accordance with Section of the Ohio Revised Code, President Thomas V. Tuttle called for nominations for Vice President of the Board of Education for Mrs. Jeschelnig placed the name of Ms. Sally S. Miller in nomination. There being no further nominations, Mrs. Jeschelnig moved, seconded by Mrs. Bryner that the nominations be closed and that a unanimous vote be cast for Ms. Sally S. Miller. Ayes: Mrs. Jeschelnig, Mrs. Bryner, Ms. Miller, Mr. Shaw, Mr. Tuttle At this time, President Thomas V. Tuttle announced the following Board Representative Appointments: OSBA Legislative Liaison Mr. Thomas V. Tuttle OSBA Student Achievement Liaison Mrs. Virginia E. Jeschelnig Mentor Schools Foundation Ms. Sally Miller Ms. Miller moved, seconded by Mr. Shaw, that in accordance with Section of the Ohio Revised Code, the Board of Education hold its monthly meetings as follows: The 2014 schedule of Board meeting dates and locations are listed below. All meetings will be on Tuesdays and begin at 7:00 p.m., unless otherwise noted. Board Meeting January 13 Helen H. Sue Osborn Administration Building Board Meeting February 10 Helen H. Sue Osborn Administration Building Board Meeting March 10 Helen H. Sue Osborn Administration Building Board Meeting April 14 Helen H. Sue Osborn Administration Building

2 Board Meeting May 12 Helen H. Sue Osborn Administration Building Board Meeting June 9 Helen H. Sue Osborn Administration Building Board Meeting July 14 Helen H. Sue Osborn Administration Building Board Meeting August 11 Helen H. Sue Osborn Administration Building Board Meeting September 8 Helen H. Sue Osborn Administration Building Board Meeting October 13 Helen H. Sue Osborn Administration Building Board Meeting November 17 Helen H. Sue Osborn Administration Building Board Meeting December 8 Helen H. Sue Osborn Administration Building Ayes: Ms. Miller, Mr. Shaw, Mrs. Bryner, Mrs. Jeschelnig, Mr. Tuttle Mr. Shaw moved, seconded by Mrs. Jeschelnig, that in accordance with Section of the Ohio Revised Code the Board of Education establish a service fund by adopting the following resolution: WHEREAS, R.C provides for the setting aside from the general fund a sum of not to exceed $2.00 for each child enrolled, or $20,000, whichever is greater, such sum of money to be known as the Service Fund to be used only in paying the expenses of members of the Board actually incurred in the performance of their duties, or of their official representatives when sent out of the school district; and WHEREAS, such establishment of the Service Fund is based upon the official certification of the Treasurer of the Board; THEREFORE, BE IT RESOLVED, That the Board of Education of the Mentor Exempted Village School District does hereby establish a Service Fund, such fund to be set aside as an account within the General Fund, and there is hereby appropriated for the purpose of said Service Fund the sum of $15,000 which amount shall be incorporated into the appropriations of this school district for the fiscal year ending June 30, Ayes: Mr. Shaw, Mrs. Jeschelnig, Mrs. Bryner, Ms. Miller, Mr. Tuttle Ms. Miller moved, seconded by Mrs. Bryner, that the Board of Education adopt the following resolution providing for employment of legal counsel for the Board of Education: BE IT RESOLVED, by the Board of Education of the Mentor Exempted Village School District, Lake County, Ohio: Section 1. The City of Mentor Law Department, the law firms of Pepple and Waggoner, Ltd.; Squire Patton Boggs (US) LLP; Taft LLP; Brindza, McIntyre & Seed, Baker Hostetler, Walter & Haverfield, LLP and Britton Smith Peters & Kalail Co., LPA are hereby employed as legal counsel for this Board. Section 2. The duties of said legal counsel shall be to prepare resolutions, notices, certificates and other legal papers in connection with the issuance of notes or bonds by this Board, to prepare legal opinions, to act as legal advisor to this Board and its administrative personnel and to represent this Board as this Board may from time to time require.

3 Section 3. The compensation of the legal counsel for services in connection with the issuance of notes or bonds and preparation of certificates and transcripts in connection herewith, and for the handling of settlement of any litigation involving this Board, or other legal services performed shall be upon reasonable basis. Ayes: Ms. Miller, Mrs. Bryner, Mrs. Jeschelnig, Mr. Shaw, Mr. Tuttle Mr. Shaw moved, seconded by Mrs. Bryner that the Board of Education adopt the following resolution approving the membership to the Ohio School Boards Association for calendar year 2015: WHEREAS, Ohio School Boards Association serves over 700 school districts and 3,500 school board members; and WHEREAS, Ohio School Boards Association s special programs and services include the policy network, newsletters, special reports, workshops and other opportunities; and WHEREAS, the Ohio School Boards Association continually provides advocacy and information on state, national and federal issues that would benefit this district; NOW, THEREFORE BE IT RESOLVED, That the Mentor Exempted Village Board of Education approves membership in the Ohio School Boards Association for calendar year 2015 and authorizes the Chief Financial Officer to make payment not to exceed $10,000 to OSBA. Ayes: Mr. Shaw, Mrs. Bryner, Mrs. Jeschelnig, Ms. Miller, Mr. Tuttle Mrs. Bryner moved, seconded by Mr. Shaw, that the Board of Education adopt the following resolution for approval of membership in the Ohio School Boards Association Legal Assistance Fund for 2015: WHEREAS, the Mentor Exempted Village Board of Education wishes to support the efforts of other boards of education to obtain favorable judicial decisions; and WHEREAS, the Ohio School Boards Association Legal Assistance Fund has been established for this purpose; NOW, THEREFORE BE IT RESOLVED, That the Mentor Exempted Village Board of Education hereby resolves to join the Ohio School Boards Association Legal Assistance Fund for calendar year 2015 and authorizes the Chief Financial Officer to make payment of $250 to the Fund. Ayes: Mrs. Bryner, Mr. Shaw, Mrs. Jeschelnig, Ms. Miller, Mr. Tuttle Mrs. Bryner moved, seconded by Mrs. Jeschelnig that the Board of Education adopt the following resolution for approval of membership to the National School Boards Association for 2015: WHEREAS, National School Boards Association serves over 13,000 school districts and 90,000 school board members nationwide; and WHEREAS, National School Boards Association s special programs and services include the policy network, newsletters, special reports, School Board News, workshops and other opportunities; and WHEREAS, the National School Boards Association continually provides advocacy and information on national and federal issues that would benefit this district; NOW, THEREFORE BE IT RESOLVED, That the Mentor Exempted Village Board of Education approves membership in the National School Boards Association Ayes: Mrs. Bryner, Mrs. Jeschelnig, Ms. Miller, Mr. Shaw, Mr. Tuttle Ms. Miller moved, seconded by Mrs. Bryner that the Board of Education adopt the following resolution appointing a hearing officer: WHEREAS, federal and state regulations require a Board of Education to designate a Hearing Officer for student discipline matters;

4 NOW, THEREFORE BE IT RESOLVED, That the Board of Education designates Superintendent Mr. Matthew J. Miller, or his designee, as the Hearing Officer for student discipline matters during calendar year Ayes: Ms. Miller, Mrs. Bryner Mrs. Jeschelnig, Mr. Shaw, Mr. Tuttle Mr. Shaw moved, seconded by Ms. Miller that the Board of Education adopt the following resolution appointing compliance officers for calendar year 2015: 504 & Title IX (Staff) Compliance Officer Matthew Miller, Superintendent 504 & Title IX (Students) Compliance Officer Margaret Watson, Assistant Superintendent District Safety Compliance Officer for Public Employee Risk Reduction Act Jennifer Skulski, Director of Business Operations ADA Employment Compliance Officer Matthew Miller, Superintendent ADA Facility Compliance Officer Jennifer Skulski, Director of Business Operations ADA Programs Compliance Officer Margaret Watson, Assistant Superintendent Harassment Compliance Officer (Staff) Matthew Miller, Superintendent Harassment Compliance Officer (Students) William Porter, Assistant Superintendent Civil Rights/Title VI Compliance Officer (Students) William Porter, Assistant Superintendent Civil Rights/Title VI Compliance Officer (Staff) Matthew Miller, Superintendent Equal Employment Opportunity Compliance Officer Matthew Miller, Superintendent AHERA Designated Person Jennifer Skulski, Director of Business Operations Homeless Education Liaison Margaret Watson, Assistant Superintendent All appointments are for the individuals by virtue of their positions. Any successors will be deemed appointed for the balance of the calendar year. Ayes: Mr. Shaw, Ms. Miller, Mrs. Bryner, Mrs. Jeschelnig, Mr. Tuttle

5 Mrs. Jeschelnig moved, seconded by Mrs. Bryner, that in accordance with Section and Section of the Ohio Revised Code the Board of Education establish class fees, students fees and other appropriate fees by adopting the following resolution: BE IT RESOLVED, by the Mentor Exempted Village School District Board of Education that in accordance with Section and Section of the Ohio Revised Code, the Superintendent be authorized to establish class fees, student fees, activity fees, extracurricular participation fees, lunch prices, and other appropriate fees. Ayes: Mrs. Jeschelnig, Mrs. Bryner, Ms. Miller, Mr. Shaw, Mr. Tuttle Mrs. Bryner moved, seconded by Ms. Miller, that the Board of Education adopt the following resolution authorizing compensation for some miscellaneous duties performed by certificated and classified staff members: WHEREAS, the Mentor Exempted Village Board of Education wishes to facilitate the orderly and efficient payroll management by the Chief Financial Officer; and WHEREAS, the Superintendent has determined that certificated and classified staff members perform various services such as, but not limited to, ticket takers, referees/officials, ushers, security services; NOW, THEREFORE BE IT RESOLVED that upon the recommendation of the Superintendent, the Chief Financial Officer is authorized to compensate certificated and classified staff members who perform various miscellaneous services on behalf of the Mentor Exempted Village Board of Education. Ayes: Mrs. Bryner, Ms. Miller, Mrs. Jeschelnig, Mr. Shaw, Mr. Tuttle Mrs. Bryner moved, seconded by Ms. Miller, that in accordance with Section of the Ohio Revised Code the Board of Education authorize the Director of Business Operations to advertise for bids by adopting the following resolution: WHEREAS, this Board is required pursuant to Section of the Revised Code to advertise for bids whenever it determines to build, repair, enlarge, demolish or furnish a schoolhouse, or make any improvements or repairs, the cost of which will exceed twenty-five thousand dollars, except in cases of urgent necessity, or for the security and protection of school property, and except as otherwise provided in the Revised Code; and WHEREAS, this Board has determined that it is appropriate and in the best interests of the School District to authorize the Director of Business Operations to commence advertising for such bids pursuant to Section of the Revised Code, once this board has caused to be prepared such plans, specifications and related provisions as required by law, without obtaining in each instance specific direction from this Board to place or otherwise announce such advertisement; and WHEREAS, this Board finds and determines that such authorization does not, and is not intended to, diminish, replace, modify or otherwise interfere with this Board s absolute authority to determine the best bid and to award contracts subsequent to the advertisement and receipt of bids as provided for in Section of the Revised Code; and WHEREAS, this Board has determined that the public opening and reading of bids by the Chief Financial Officer immediately after the time for filing such bids has expired, at the place of meeting of the Board, and for tabulation of such bids and report thereof to the Board at its next regular meeting, provides for more bidder participation; NOW, THEREFORE, BE IT RESOLVED, by the Board of Education of the Mentor Exempted Village School District, County of Lake, State of Ohio, that: 1. For the reasons and based upon the findings and determinations recited in the preambles hereto, the Director of Business Operations is hereby authorized and directed to commence advertising for bids pursuant to Section of the Revised Code. The Director of Business Operations shall notify the board of the intent to seek bids ten (10) business days prior to the commencement of advertising.

6 2. Bids shall be publicly opened and read by the Chief Financial Officer immediately after the time for filing, and tabulated and reported at the next regular meeting. 3. It is hereby found and determined that all formal actions of this Board concerning and relating to the adoption of this Resolution were adopted in an open meeting of this Board, and that all deliberations of this Board and any of its committees that resulted in these formal actions were in meetings open to the public, in compliance with the law. This Resolution shall be effective from and immediately upon its adoption. Ayes: Mrs. Bryner, Ms. Miller, Mrs. Jeschelnig, Mr. Shaw, Mr. Tuttle Mrs. Jeschelnig moved, seconded Mr. Shaw, that in accordance with Section of the Ohio Revised Code the Board of Education adopt the following resolution authorizing the Treasurer to file real estate complaints: WHEREAS, O.R.C provides that the Board of Education may file complaints as to the valuation or assessment of real property; and WHEREAS, the Mentor Exempted Village School District Board of Education has previously approved the services of Brindza, McIntyre & Seed, LLP; and WHEREAS, it is necessary that the Board of Education duly exercise said complaints; and WHEREAS, in connection with the valuation of real property within the Mentor Exempted Village School District, it is necessary for tax purposes, to review actions of the Lake County Board of Revision, Common Pleas Court and the Board of Tax Appeals of the State of Ohio; NOW, THEREFORE, BE IT RESOLVED, by the Board of Education of the Mentor Exempted Village School District that appearances before Lake County Board of Revision, the filing of complaints therein, and the filing of complaints therein, and the filing of prosecution of appeals from orders of the Lake County Board of Revision by Brindza, McIntyre & Seed, LLP, on behalf of the Mentor Exempted Village School District Board of Education during 2015 be authorized; and BE IT FURTHER RESOLVED, That the Chief Financial Officer be authorized on behalf of the Mentor Exempted Village School District Board of Education to execute, or cause to be executed all complaint documents as determined by the Chief Financial Officer (upon the advice of Brindza, McIntyre & Seed, LLP) to be necessary pursuant to O.R.C to be filed with appropriate Lake County or State offices during the calendar year Ayes: Mrs. Jeschelnig, Mr. Shaw, Mrs. Bryner, Ms. Miller, Mr. Tuttle Ms. Miller moved, seconded by Mr. Shaw, that the Board of Education adopt the following resolution authorizing the Treasurer to request advance payment of funds from the Lake County Treasurer: WHEREAS, for the Board of Education of the Mentor Exempted Village School District to receive tax revenues as early as possible, a request must be presented to the County Auditor and County Treasurer; NOW, THEREFORE BE IT RESOLVED, by the Board of Education of the Mentor Exempted Village School District, County of Lake, State of Ohio; Section 1. That the Auditor of Lake County be and is hereby requested to issue an order to the Treasurer of Lake County to pay to the Treasurer of this Board of Education such funds as may be available for distribution by said County Treasurer. Section 2. That the Chief Financial Officer be and hereby is authorized to sign the appropriate documents to secure such advances, as well as the secondary documents to secure that semi-annual settlement with the County Treasurer during the calendar year Section 3. That such authorization shall extend to all advances requested during the calendar year 2015.

7 Section 4. That any request for an advance against the second half real estate taxes and the second half personal property taxes prior to June 30, 2015 shall require additional formal Board of Education authorization. Section 5. That the Chief Financial Officer of the Board be and hereby is authorized and directed to certify a copy of this resolution to the County Auditor and made such other certifications and reports to the County Auditor as may be necessary to make this resolution effective. Ayes: Ms. Miller, Mr. Shaw, Mrs. Bryner, Mrs. Jeschelnig, Mr. Tuttle Mrs. Jeschelnig moved, seconded by Mrs. Bryner that the Board of Education adopt the following resolution authorizing for submission of grants and funding programs: WHEREAS, various opportunities arise for the Mentor Exempted Village School District to apply for grants from federal, state and local sources; and WHEREAS, these grants may supplement the curricular and other needs of the Mentor Exempted Village School District; and WHEREAS, the application deadlines for many of the grants require immediate funding request submissions; and WHEREAS, the applications often require the approval and authorization of the Board of Education of the Mentor Exempted Village School District as part of the submission; NOW, THEREFORE BE IT RESOLVED, That the Mentor Exempted Village School District Board of Education authorize the Superintendent of Schools to seek grants and contracts for various funded programs from outside sources including the federal, state, and other governments, foundations, private sector corporations any other funding source that would be of benefit to the Mentor Exempted Village School District. Such grants and contracts include, but are not limited to, the Elementary and Secondary Education Act, Title Funds, the Individuals with Disabilities Education Act, and other federal programs; and Educational Excellence and Competency Program, Auxiliary Service Funds, SchoolNet Funds, and similar State Grants. BE IT FURTHER RESOLVED, That the Board of Education of the Mentor Exempted Village School District authorizes the Superintendent, Chief Financial Officer and Board President to sign and submit the applications for grant funding; and BE IT FURTHER RESOLVED, That a copy of any such application would be forwarded to the Board of Education at their request. Ayes: Mrs. Jeschelnig, Mrs. Bryner, Ms. Miller, Mr. Shaw, Mr. Tuttle Mr. Shaw moved, seconded by Mrs. Bryner, that the Board of Education adopt the following resolution authorizing the Treasurer to maintain petty cash and change funds: Petty Cash: General Fund Administration $ (Nancy Leonard Custodian) General Fund Transportation (Diane Burt Custodian) Change Funds: Food Service (Jeni Lange Custodian) 1, Athletics 2, ( Chad Russo Greg Lohrey Custodians) General Fund Schools Mentor High School Bookstore (Ann Brown Custodian) Mentor High School Athletics (Sandy Lutz Custodian) Mentor High School Main Office (Sarah Carver Anne McGrath Custodians)

8 Memorial Middle School Main Office (Janet Reardon Custodian) Ridge Middle School Main Office (Barbara Stokes Custodian) Shore Middle School Main Office (Jan Perry Custodian) Human Resources Department (Amy Beskid Custodian TOTAL: $5, Ayes: Mr. Shaw, Mrs. Bryner, Mrs. Jeschelnig, Ms. Miller, Mr. Tuttle Ms. Miller moved, seconded by Mrs. Bryner that the Board of Education adopt the following resolution authorizing selected student activity program contracts: WHEREAS, certain student activity and other public school support function programs require that contracts be entered with vendors; and WHEREAS, O.R.C. Section requires that all contracts of the district be authorized by the Board of Education by vote and signed by both the Board President and Chief Financial Officer before these contracts are valid and before funds for such proposed expenditures may be encumbered; and WHEREAS, the Chief Financial Officer s signature on the requisition/purchase order and contract indicates that there is a sufficient appropriation and sufficient monies available to honor that contract for relatively small financial commitments; and WHEREAS, relatively small financial commitment shall be defined as those contractual commitments not exceeding $2,500; and WHEREAS, all student activity and other public school support fund contracts of the District not exceeding $2,500 may upon request be submitted at least annually to the Board for review; NOW, THEREFORE, BE IT RESOLVED, by the Board of Education of the Mentor Exempted Village School District that authorization be given to building principals and the Chief Financial Officer to enter into on behalf of the Board during 2015 student activity and other public school support program contracts involving relatively small financial commitments, providing such contracts are consistent with the Ohio Revised Code and fall within the scope of activity program goals, purposes and budget as approved by the Board of Education. Ayes: Ms. Miller, Mrs. Bryner, Mrs. Jeschelnig, Mr. Shaw, Mr. Tuttle Mr. Shaw moved, seconded by Mrs. Jeschelnig, that the Board of Education adopt the following resolution authorizing non-salary remuneration for employees: WHEREAS, The Attorney General of the State of Ohio has issued a formal opinion (OAG ) with regard to the authority of a School Board to grant certain non-salary employee benefits; and WHEREAS, OAG broadened the scope of a School Board s authority to compensate its employees with those benefits that are not otherwise specifically circumscribed by statute; and WHEREAS, it is a determination of the Board of Education that it is in the best interests of the Mentor Exempted Village School District and its employees to grant certain non-salary benefits to its employees to further the objectives and goals of the Mentor Exempted Village School District; NOW, THEREFORE, BE IT RESOLVED, that under authority of and in accordance with OAG the Mentor Exempted Village Board of Education authorize the following non-salary benefits to employees of the Mentor Exempted Village School District; Meals or light refreshments at some meetings, formal and informal, of district employees which further the objectives of the Mentor Exempted Village School District; Not to exceed $100 per meeting unless approved by the Superintendent. Awards in recognition of service (e.g. award of pins and certificates); not to exceed $100 per employee.

9 BE IT FURTHER RESOLVED, that this resolution shall be effective during the period from January 1 through December 31, Ayes: Mr. Shaw, Mrs. Jeschelnig, Mrs. Bryner, Ms. Miller, Mr. Tuttle Mrs. Jeschelnig moved, seconded by Mrs. Bryner that the Board of Education adopt the following resolution dispensing with separate resolutions approving checks: BE IT RESOLVED, by the Board of Education of the Mentor Exempted Village School District, Lake County, Ohio: Section 1. This Board does hereby dispense with the adoption of resolutions authorizing the purchase or sale of property other than real estate, the payment of debts or claims, salaries of superintendent, teachers or other employees, and does hereby dispense with the adoption of resolutions approving warrants for the payment of any claim from school funds, if provision therefore is made in the annual appropriation resolution, unless otherwise by law. Section 2. This Board hereby directs the Chief Financial Officer to include in the monthly financial statement to the Board a listing of all checks paid. Ayes:, Mrs. Jeschelnig, Mrs. Bryner, Ms. Miller, Mr. Shaw, Mr. Tuttle Mrs. Jeschelnig moved, seconded by Mr. Shaw that the Board of Education adopt the following resolution authorizing blanket purchase orders: WHEREAS, the Ohio Revised code, Auditor of State regulations, and Board of Education policy 8.10 provide for the issuance of purchase orders; and WHEREAS, the Auditor of State Ohio Compliance Supplement provides for the issuance of blanket certificates for a sum not exceeding an amount established by Board resolution against any specific line item account over a period not extending beyond the end of the current fiscal year; and WHEREAS, Board of Education policy 8.10 authorizes the Chief Financial Officer s processing of requisitions and purchase orders; and WHEREAS, the Chief Financial Officer has issued administrative guideline titled Blanket Purchase Orders updated June 2012 which provides for a blanket certification against an established appropriation line item in an amount for a period up to a three month time to a specific vendor and further restricts any blanket purchase order to extend no further than June 30 th of any fiscal year; and WHEREAS, administrative guideline titled Blanket Purchase Orders provides for a super blanket certification against an established appropriation line item for recurring non-discretionary expenditures such as employee benefits and utilities, such purchase orders shall extend for the entire fiscal year, but not beyond June 30 th ; NOW, THEREFORE, BE IT RESOLVED, by the Board of Education of the Mentor Exempted Village School District that authorization be given the Chief Financial Officer to execute and blanket purchase orders in accordance with policy 8.10 and further that upon request by the Board of Education a report shall be submitted annually listing blanket purchase orders authorized in accordance with this resolution. Ayes: Mrs. Jeschelnig, Mr. Shaw, Mrs. Bryner, Ms. Miller, Mr. Tuttle There being no further business to come before the Board, Mrs. Bryner moved, seconded by Ms. Miller, that the organizational meeting be adjourned. Ayes: Mrs. Bryner, Ms. Miller, Mrs. Jeschelnig, Mr. Shaw, Mr. Tuttle

10 The organizational meeting adjourned at 6:47 p.m. Daniel L. Wilson, Treasurer Thomas V. Tuttle, President