APPROVED RE-ORGANIZATIONAL/REGULAR MINUTES Call to Order Pledge of Allegiance Oaths of Office Administered The re-organizational/regular meeting of the Genesee, Livingston, Steuben, Wyoming BOCES was called to order on July 19, 2017, at 6:30 p.m. by District Superintendent Kevin MacDonald, in Conference Room A, at 80 Munson Street, LeRoy, New York Mr. MacDonald led the Pledge of Allegiance. District Superintendent Kevin MacDonald and re-elected Trustees Edward Engel, Ernest Haywood, and William Kane were each administered the Oath of Office. Roll Call MEMBERS PRESENT: Patrick Burk Robert DeBruycker Edward Engel Norbert Fuest Ernest Haywood MEMBERS EXCUSED: Matthew Crane David DeLaVergne William Kane Roger Kostecky Richard Wilcox J. David Woodruff OTHERS PRESENT: District Superintendent Kevin MacDonald; Assistant Superintendent Julie Donlon, Chief Financial Officer Daniel Groth, Chief Human Resources Officer Stephen Mahoney, Director of Programs Daniel Murray, and Board Clerk Jennifer Lewis. Richard Wilcox, Elected President The District Superintendent asked for nominations for President. Moved by Mr. Engel, seconded by Mr. Fuest, to nominate Richard Wilcox for President. Mr. MacDonald asked if there were any other nominations for President. As there were no other nominations, Mr. MacDonald declared nominations to be closed. The vote was cast and Mr. Wilcox was declared President. Carried Unanimously. Oath Administered to Board President Oath of Office was administered to Mr. Wilcox, President.
APPROVED RE-ORGANIZATIONAL/REGULAR MINUTES Edward Engel Elected Vice President Board President Mr. Wilcox asked for nominations for Board Vice President. Moved by Mr. Fuest, seconded by Mr. Kostecky, to nominate Mr. Engel for Vice President. The Board President asked if there were any other nominations for Vice President. As there were no other nominations, Mr. Wilcox declared nominations to be closed. The vote was cast and Mr. Engel was declared Vice President. Carried unanimously. Oath Administered to Board Vice President Oath of Office was administered to Mr. Engel, Vice President. Moved by Mr. Fuest, seconded by Mr. Haywood to approve the following Items #VIII through #XXVII: Board Clerk Appointed Oath Administered to Board Clerk Treasurer Designated Deputy Treasurer Designated Internal Claims Auditor Designated Oaths to be Administered School Physician Appointed Board Attorney Appointed Independent Auditor Appointed Appoint Jennifer Lewis as Clerk of the Board, at an annual stipend of $3,000 incorporated into her regular salary. The Oath of Office was administered to Jennifer Lewis, Clerk of the Board. Appoint Kimberly Riedmiller as Treasurer of the District. Appoint Angela Roster as Deputy Treasurer. Appoint Karen Rychlicki Internal Claims Auditor at an annual stipend of $3,000 incorporated into her regular salary. Oaths of Office will be administered to the Treasurer, Deputy Treasurer and Internal Claims Auditor within thirty (30) days. Appoint Dr. Gregory Collins as School Physician. Appoint the firms of Harris-Beach LLP, Osborn, Reed & Burke, LLP, Hodgson-Russ LLP and Bond Schoeneck & King as Legal Counsel. Stephen M. Mahoney will serve as in-house legal counsel in relation to personnel, labor relations, and education law matters. Appoint Raymond F. Wager, Inc. as External Independent Auditor for year ending June 30, 2018.
APPROVED RE-ORGANIZATIONAL/REGULAR MINUTES Central Treasurers Appointed Appoint Diane Hooper and Doreen Mancini as Central Treasurers Extraclassroom Activity Accounts Copyright Official Appointed Records Access Officer Appointed Records Management Officer Appointed Asbestos (LEA) Designee Appointed Chief Emergency Officer Appointed Title IX Compliance Coordinators Appointed HIPAA Privacy Officer Appointed Medicaid Compliance Officer Appointed Purchasing Agents Appointed Depository Designated Meeting Date, Time and Place Designated Appoint Christopher Harris as Copyright Official Appoint Brenda Flint as Records Access Officer (Freedom of Information) Appoint Brenda Flint as Records Management Officer Appoint Matthew Della Penna as Asbestos (LEA) Designee Appoint Matthew Della Penna as Chief Emergency Officer. Appoint Julie Donlon and Stephen Mahoney as Title IX Compliance Coordinators Appoint Lynette Crawford as H.I.P.A.A. Privacy Officer for Genesee Area Healthcare Program, the Genesee Valley Educational Partnership Flexible Benefits Program, and the Genesee Valley Educational Partnership Health Reimbursement Arrangement Plan Appoint Daniel Murray as Medicaid Compliance Officer Appoint Judy Kruchten as purchasing agent and authorize Daniel Groth to act in the absence of purchasing agent Designate J.P. Morgan-Chase as Official Depository and to authorize the Treasurer or Chief Financial Officer to deposit funds in other banks in secured investment forms if desirable and in the best interest of the Board Hold all regular meetings from July 19, 2017 June 20, 2018, except where noted, on the third Wednesday of each month commencing at 6:30 p.m., at the GVEP Services Center in LeRoy, providing further that special meetings may be called in conformance with law, regulation and policy. Exception is that the April 11, 2018 Regular Board Meeting will be held in conjunction with the Annual Meeting, and the May 16, 2018 Regular Board Meeting will be held at the Batavia Campus. Carried unanimously. (Agenda Items #VIII - XXVII)
APPROVED RE-ORGANIZATIONAL/REGULAR MINUTES Official Newspapers Designated Moved by Mr. Woodruff, seconded by Mr. Fuest, to designate the Batavia Daily News, the Livingston County News and the Genesee Country Express as the official newspapers for all legal notices and that others be utilized as necessary and appropriate. Yes: 8 No: 1 (Kane) Motion Carried. Moved by Mr. Burk, seconded by Mr. Fuest, to approve the following Items #XXIX through #XLII: District Superintendent to Certify Payrolls, Make Transfers, Approve Conferences and Grant Applications District Treasurer/Deputy Treasurer Authorized to Sign Checks and Deposit Funds CFO Authorized to Approve And Sign Routine Contracts Audit Committee Charter Approved Petty Cash Funds and Custodians Re-established Cash Box Funds & Custodians Established Authorize the District Superintendent or Designee to certify payrolls, make transfers of money between and within functional unit appropriations (service codes), to approve conferences for all employees, and to approve applications for grants. Authorize the District Treasurer or Deputy Treasurer to sign checks and deposit funds in appropriate bank accounts. Authorize the Chief Financial Officer to approve and sign routine and/or time sensitive contracts that require action between Board Meetings. The Genesee Valley Educational Partnership Audit Committee Charter to remain in effect during the 2017-18 school year. Authorize the following petty cash funds and custodians: Central Administration-Leicester $100 Lynn Parnell Career & Technical Ed.-Batavia $100 Diane Hooper Career & Technical Ed.-Mt. Morris $100 Jeanine Cork Genesee Valley Academy-Batavia $100 Stephanie Frew Health-Safety-Risk - Livonia $100 Jacqueline Flood Services Center LeRoy $100 Jennifer Lewis Special Education LeRoy $100 Edie MacGregor Authorize the following cash box funds and custodians for Adult Education: Batavia Evening Facilitator $50 Joe Burnett Batavia Day Time Clerk $50 Sandy Fluker
APPROVED RE-ORGANIZATIONAL/REGULAR MINUTES Student Activities Fund Officers Designated Designate the following persons as officers of student activity (extraclassroom) funds: Chief Faculty Advisor: Authority to sign checks: Catherine Bennett/Timothy Flack Timothy Flack/Matthew Flowers Diane Hooper/Catherine Bennett Persons/Positions Bonded To obtain additional position bond for the following positions: Treasurer: $5,000,000 Deputy Treasurer: $5,000,000 Chief Financial Officer: $6,000,000 Mileage Rate Established Establish the mileage reimbursement equal to the existing 2017-18 IRS rate (currently $.535 per mile). Section 913 Resolution Approved BE IT RESOLVED, that the Board hereby vests in the District Superintendent the authority to require any Partnership employee to submit to a medical examination pursuant to New York State Education Law Section 913, and BE IT FURTHER RESOLVED, that the Board hereby further vests in the District Superintendent the authority to: 1. Determine the examining medical inspector for such examinations, 2. Determine the date, time and place of such examinations, and, 3. Take or require to be taken any other action necessary to arrange for and carry out such examinations. BE IT FURTHER RESOLVED, that the findings of any and all such examinations shall be reported to the Board in executive session. Committees Approved Continue all existing committees for the 2017-18 school year. Policies Continued Continue all current existing policies and regulations for 2017-18. Annual Meeting Date Scheduled Establish the BOCES Annual Meeting date as April 11, 2018. Memberships and Payment of Dues Authorized Authorize membership and payment of 2017-18 dues for the following: American Educational Services Agency (AESA) (includes BOCES coordinator-senior Advisor to the District Superintendents) BOCES Education Consortium
APPROVED RE-ORGANIZATIONAL/REGULAR MINUTES Business Education Alliances of Genesee, Livingston & Wyoming Counties Chambers of Commerce Genesee, Livingston & Wyoming Counties Genesee Valley School Boards Association National Rural Education Association National School Boards Association New York Farm Bureau New York State School Boards Association Rural Schools Association Carried unanimously. (Agenda Items #XXIX-XLII) Committee Representatives Appointed Moved by Mr. Woodruff, seconded by Mr. Kostecky, to appoint the following representatives to serve on each of the following: Genesee Valley School Boards Association: Dick Wilcox Alternate: Norb Fuest Genesee Valley School Boards Association Legislative Committee: Dick Wilcox NYS School Boards Convention Voting Delegate: Pat Burk and Alternate: Ernie Haywood Genesee Area Healthcare Plan Board: Daniel Groth Genesee-Livingston-Steuben-Wyoming Self-Funded Workers Compensation Board: Daniel Groth Tri-County Teachers Center Board of Directors: Patrick Whipple and Alternate: Sarah Callahan Board Audit Committee: o Dick Wilcox (term expires 6/30/19) o Ed Engel (term expires 6/30/20) o Dave DeLaVergne (term expires 6/30/20) o Roger Kostecky (term expires 6/30/19) o Community Member Dave Boyle (term expires 6/30/20) Teachers Association Dinner Meeting Representatives: Norb Fuest and Ernie Haywood SRP Unit Dinner Meeting Representatives: Dick Wilcox and Pat Burk Carried unanimously.
CONTINUATION OF REGULAR MEETING Regular Session Agenda Adopted Having been called to order, the Genesee, Livingston, Steuben, Wyoming BOCES moved into regular session at 6:37 p.m. Moved by Mr. Burk, seconded by Mr. Fuest, that the regular session agenda be adopted with no changes. Carried Unanimously. Executive Session Moved by Mr. DeBruycker, seconded by Mr. Kostecky, to enter into Executive Session at 6:38 p.m. to discuss the employment history of particular employees. The Board returned to regular session at 6:55. Carried Unanimously. Minutes of Previous Meeting Approved Moved by Mr. Woodruff, seconded by Mr. Engel, to approve the minutes of the June 21, 2017 Regular Board Meeting. Carried Unanimously. Treasurer s Report, Central Treasurers Report and Budget Amendments Received Moved by Mr. Burk, seconded by Mr. Kostecky, to receive the Treasurer s and Central Treasurers Reports for the month ending May 31, 2017 and Budget Amendments for the period of June 30, 2017. Carried Unanimously. Treasurers Reports and Budget Amendments as received are listed on Schedule IV. and placed in the supplemental file. District Superintendent s Report Mr. MacDonald shared the following information with the Board: Attended the Rural Schools Association conference. Met with representatives from Freightliner. Building plans, which include a SED approved classroom, were shared with the group. Plans are to have the building complete by June 2018.
Met with GCC to discuss ways that we can partner with them. Information on an Individualized Study-AAS opportunity was shared. Moved by Mr. Fuest, seconded by Mr. Kane, to approve the following five (5) items, as recommended by the District Superintendent. Audit Committee Charter Revisions Approved Approved revisions to the Genesee Valley Educational Partnership s Audit Committee Charter. (Audit Committee Charter revisions as approved are listed on Schedule V.B. and placed in the supplemental file.) Policy Regulations #4145, Reserve Funds Revision Adopted Policy Regulation #3221, Organizational Chart Revision Approved Code of Conduct First Reading of Policy # 7210 Textbooks and Other Instructional Materials Adopted revisions to Policy Regulations #4145, Reserve Funds. Approved changes to existing Policy Regulation #3221, Organizational Chart. (Organizational Chart as approved is listed on Schedule V.D. and placed in the supplemental agenda file.) Approved the GVEP Code of Conduct. Approved the first reading of Policy # 7210 Textbooks and Other Instructional Materials. Carried Unanimously. Five (5) District Superintendent Action Items. Administrative Reports Board Forum The reports of the Assistant Superintendent, Chief Financial Officer, Chief Human Resources Officer and Director of Programs were reviewed. After brief comments regarding their reports, each administrator present answered questions asked by the Board members. Board Member Activity: Pat Burk Attended the NYS School Boards Association reception. Has been re-elected as the President of the Batavia CSD Board of Education.
Bob DeBruycker Attended the Mt. Morris Academy Graduation. Tenure Portfolio Review Ed Engel Attended the Rural Schools Association conference. Norb Fuest Attended the Mt. Morris Academy Graduation. Ernie Haywood Attended the Mt. Morris Academy Graduation. Attended the Governor s press conference. Bill Kane Attended the Mt. Morris Academy Graduation. Attended the Rural Schools Association Conference. Roger Kostecky Attended the Mt. Morris Academy Graduation. Tenure Portfolio Review Dick Wilcox Attended the Mt. Morris Academy Graduation. Congratulations to Bob DeBruycker on being named as an Al Hawk Award recipient. Moved by Mr. Burk, seconded by Mr. Woodruff, to approve the following six (6) Personnel Items, as recommended by the District Superintendent. Creation of Position Approved WHEREAS, it is the statutory authority of the Board of Education to create or abolish positions, and WHEREAS, the Board of Education determines that certain positions must be created, BE IT RESOLVED, that the following positions be created and added to the table of organization effective July 20, 2017. ADMINISTRATIVE: #519, Coordinator, Instructional Services, 12 months, 5.0 FTE, Effective Date: 7/20/17
Instructional & Support Personnel Schedules Approved Approved the following Personnel Items, as recommended by the District Superintendent. I.P. Schedule 1 - Resignations 3 - Probationary Appts. 4B - Temporary Appts: Above Contract 4C - Temporary Appts: Other 4D - Temporary Appointments: Casual Employees 4E - Temporary Appts: Adult Ed Certified 5 - Part-Time Appts. 7 - Leaves of Absence 8 - Change in Status 8A - Department Transfer: Instructional 14 - Reappointment of Part-Time Employees 15 - Extended School Year Appts. 15A - Regional Summer School Appts. S.P. Schedule 1 - Resignations 3 - Provisional Appointments 4-12-Month Probationary Appointments 5 - Permanent Appts. 8A - Temporary Appts: Substitutes 8B - Temporary Appts: Other 9B - Part-Time Non-Competitive Appts. 10 - Leaves of Absence 11 - Change of Status 13 - Part-Time Employees Not Reappointed 14 - Reappointment of Part-time/Temporary Employees 15 - Extended School Year Appts. 15A - Regional Summer School Appts. 16 - Volunteers Personnel Schedules as approved are listed on Schedule VIII. and placed in the supplemental file. Revision of Policy #3130, Tenure Areas for Administrators & Program Staff Specialists Approved Approved the revision of existing Policy #3130, Tenure Areas for Administrators & Program Staff Specialists. ADD 518 Administrative Coordinator, Instructional Services 519 Coordinator, Instructional Services
Approved Memorandum of Agreement Teachers Association Job Descriptions Approved Approved the Memorandum of Agreement between the District Superintendent and the Teachers Association, regarding Related Service Providers/ Medicaid Reimbursement Supervision dated June 12, 2017. Approved job descriptions for: 1. Administrative Coordinator, Instructional Services, Tenure Area 518 2. #519 Coordinator, Instructional Services, Tenure Area 008 Job description as approved is on file in the Human Resources Office. District Superintendent Employment Agreement Amended Approve the following resolution regarding amendments to the Employment Agreement between the Board and the District Superintendent, effective July 19, 2017. WHEREAS, the Genesee-Livingston-Steuben-Wyoming Board of Cooperative Educational Services (hereafter, the Partnership Board) and District Superintendent Kevin MacDonald are parties to an April 18, 2013 employment agreement and subsequent extension and amendments to that agreement which together establish the terms and conditions of Mr. MacDonald s appointment as the Partnership s District Superintendent, and WHEREAS, the Partnership Board and Mr. MacDonald have mutually agreed upon written changes to said terms and conditions, which changes include extending the expiration of Mr. MacDonald s appointment as District Superintendent from June 30, 2019 to June 30, 2020, NOW THEREFORE, effective July 19, 2017, the Partnership Board does hereby extend the appointment of Kevin MacDonald as District Superintendent to June 30, 2020, and the Partnership Board does hereby authorize Board President Richard Wilcox to execute on behalf of the full Partnership Board the said written changes to Mr. MacDonald s terms and conditions of employment. Informational Item - Tenure The Board reviewed Tenure Information (2) for subsequent action at the August 16, 2017 Board Meeting. Carried Unanimously. Six (6) Personnel Items. Moved by Mr. Fuest, seconded by Mr. Kostecky, to approve the following six (6) Business and Finance Items, as recommended by the District Superintendent:
Contracts & Agreements Approved & Grants Accepted Approve contracts and agreements as recommended by the District Superintendent, authorizing the District Clerk to sign on behalf of the Board, and to accept grants. Contracts and agreements as approved are listed on Schedule IX.A. and placed in the supplemental file. General Fund Budget Calendar Approved Cooperative Bids Received - Cosmetology Approved the 2018-19 General Fund Budget Calendar. Budget Calendar as approved is listed on Schedule IX.B. of the agenda and is on file in the Business Office. Accept the lowest responsible Cooperative Bids received, meeting specifications, for the following: Vendor Name Total Awarded A&A Beauty Supply Company $ 2,445.00 Salon Accessories $20,783.79 Burmax $46,196.33 Metco Supply Company $ 301.00 Boss Beauty Supply $ 3,585.54 Ally Beauty & School Supply $ 5,699.29 Total $79,010.95 Cooperative Bids as received are listed on Schedule IX.C. of the agenda and are on file in the business office Obsolete Computer Items Approved for Disposal Designated list monitors as obsolete and approve of removal/ disposal via offering to component school districts, auction or scrap yard. List of miscellaneous equipment designated obsolete is listed on Schedule # IX.D. of the agenda and placed in the supplemental agenda file. Internal Bids Received Accepted the lowest responsible internal bids received, meeting specifications, for the following: Food Service Paper Dobmeier $103,049.31 Fuel NOCO $ 40,547.50 Internal Bids as received are listed on Schedule IX.E. of the agenda and are on file in the business office. Revisions to existing Board Policy #4210 District Investments. Approved the revision of existing Board Policy #4210 District Investments.
Carried Unanimously. Six (6) Business and Finance Items. Adjournment Moved by Mr. Haywood, seconded by Mr. Kane, to adjourn the meeting at 8:00 p.m. Carried Unanimously. Respectfully Submitted, Jennifer Lewis, Board Clerk