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April 10, 2019, Board of Education minutes

The regular meeting was called to order at 6 p.m. in the Jr./Sr. High School Cafeteria by President Brian Crandall and the Pledge of Allegiance was said.

President Crandall welcomed members in the audience and staff members to this evening’s meeting.

President Crandall explained to all that the Board of Education sets aside time at each Board meeting to give those in the audience an opportunity to address the Board directly on any subject they wished to discuss.

President Crandall explained the BOE welcomes public comment and community input at meetings.  However, we caution that we are not authorized to engage in conversations pertaining to individual students, faculty, staff, or administrators.  Topics of this nature may only be discussed during executive session and must be coordinated with the Superintendent of Schools prior to a BOE meeting.

Public Comments

Mrs. Leah Wessinger, 423 W. German Street, Herkimer, expressed her concern with the lunch program at the elementary school.  She shared her thoughts with the screen time during lunch and offered some alternatives for consideration.

President Crandall thanked Mrs. Wessinger for expressing her concern and support of the Herkimer CSD.

Approval of the Agenda

Mrs. Fischer moved and Ms. Gilbert seconded a motion to formally approve the meeting agenda as submitted.  All voted in favor; motion carried 5:0.

Board Communications

Superintendent Miller indicated that the Board received several informational items that were not included in their Board packet for information only and noted they will be referred to later in the meeting.

Mr. Conley moved and Ms. Gilbert seconded a motion to place all appropriate Board Communications on file with the District Clerk. All voted in favor, motion carried 5:0.

Board Recognitions

Superintendent Miller and several BOE members provided the following Board Recognitions:

  • Student artists were recognized: Giacobi Moore and Faith Parmon (Grade 1), Victoria Donets and Andrew Scialdo (Grade 2), Liam Miller (Grade 5), Lucas Mailinowski, Abby Polus, Penny Boncella, Oksana Yudchits and Trent Linder (Grade 8), Andrew Lockwood and Natalie Crane (Grade 10) and Jeremiah Hall (Grade 11);
  • Congratulations to the Oneida-Madison-Herkimer School Boards Institute participant Sarah Eastwood who has been unanimously selected as a recipient for the Student Achievement Award. This year’s ceremony is scheduled to be held on May 9, 2019;
  • To all those who planned and participated in the recent Spring Carnival held at HES;
  • Congratulations to Vice President Conley for his recognition of the Distinguished Service Award;
  • A special thank you was extended to the wonderful performance by the Bridge Arts Ensemble (March 27-29, 2019):
    • Six (6) musical artists/educators spent three (3) days providing workshops and educational, interactive performances to students throughout the District;
  • To everyone involved in providing this evening’s refreshments.

Approval of the Minutes

Upon the recommendation of Superintendent Miller, on a motion made by Mrs. Fischer, seconded by Mr. Mihevc, the BOE approved the regular meeting minutes of Wednesday, March 13, 2019, as presented.  All voted in favor; motion carried 5:0.

Capital Construction Project Update

State Environment Quality Review Act [SEQR] – Amended 2019-2020 Capital Outlay Project

Upon the recommendation of Superintendent Miller, the following amended resolution was offered by Mrs. Fischer who moved its adoption and seconded by Ms. Gilbert to wit:

RESOLUTION DECLARING NO SIGNIFICANT ENVIRONMENTAL IMPACT WITH RESPECT TO SCHOOL DISTRICT PROJECT

WHEREAS, the Board of Education of the Herkimer Central School District (the “School District”) desires to undertake a project (the “Project”) consisting of renovations of the Herkimer Elementary School, consisting of installation of electric hand dryers, replacement of flush valves and upgrades to the site lighting;

WHEREAS, pursuant to Article 8 of the Environmental Conservation Law, Chapter 43-B of the Consolidated Laws of New York, as amended, and the regulations (the “DEC Regulations”) of the Department of Environmental Conservation of the State of New York (collectively, the “SEQR Act”), prior to any construction being undertaken on such Project or any funds being disbursed to pay costs of the Project other than costs for planning, study and related activities, a determination of environmental significance must be made by the School District; and

WHEREAS, the Project consists of the replacement or upgrades to the existing facilities and infrastructure; and

WHEREAS, by regulation, replacing or upgrading of the existing building and infrastructure are classified as Type II actions that have no significant environmental impact; and

WHEREAS, Short Environmental Assessment Forms (“EAFs”) have been completed and reviewed by the Board of Education for the work that is proposed to be done at the Herkimer Elementary School;

NOW, THEREFORE, BE IT RESOLVED, by the Board of Education of the School District, as follows:

Section 1.  The Board of Education hereby determines that the Project constitutes a “Type II” action (as such term is defined by the SEQR Act) which will not have a significant effect upon the environment, and further determines that no environmental impact statement or any other determination or procedure is required under the SEQR Act.

Section 2.  The President of the Board of Education shall take all action required by the SEQR Act, including the filing of this Resolution in the office of the School District Clerk to be made available for public inspection during business hours.

Section 3. This resolution shall take effect immediately.

This question of the adoption of the foregoing resolution was duly put to a vote on roll call, which resulted as follows:

  • Robert Mihevc: Voting YES
  • Michele Gilbert: Voting YES
  • Mark Conley: Voting YES
  • Diann Fischer: Voting YES
  • Brian Crandall: Voting YES

Absent: Patricia Giffune, Scott Petucci

All voted in favor; motion carried 5:0. [Material filed in the supplemental file dated 04/16/19]

Capital Project Change Order

Upon the recommendation of Superintendent Miller, the following resolution was offered by Mrs. Fischer who moved its adoption and seconded by Mr. Mihevc, to wit:

“BE IT RESOLVED, upon the recommendation of the Superintendent of Schools and the Comptroller’s office, that the Herkimer Central School Board of Education delegates to the President of the Board of Education the authority to sign change orders, work directives and other changes to the work below the public bidding threshold of $35,000, and within the scope of the approved project, in order to not impede the progress of the work.”

Discussion followed.  All voted in favor; motion carried 5:0. [Material filed in the supplemental file dated 04/10/19]

Capital Project Transfer Resolution

Upon the recommendation of Superintendent Miller, the following resolution was offered by Mrs. Fischer who moved its adoption and seconded by Mr. Conley, to wit:

“BE IT RESOLVED, the Board of Education authorizes to increase the 2018-2019 General Fund budget in the amount of $64,566 from the Unassigned Fund Balance;

WHEREAS, the Board of Education authorizes the transfer of $64,566 to the Capital Fund, as these funds have been earmarked for the 2014 Capital Project. Such funds were received as revenue to the General Fund, during 2013-2014, and 2015-2016 school years from the Federal Emergency Management Agency (FEMA), and originally expensed from the 2014 Capital Project.”

All voted in favor; motion carried 5:0. [Material filed in the supplemental file dated 04/10/19]

Contract Award-Capital Outlay Project

Upon the recommendation of Superintendent Miller, the following resolution was offered by Mr. Conley who moved its adoption and seconded by Ms. Gilbert, to wit:

“BE IT RESOLVED, upon the recommendation of the Superintendent of Schools that the Herkimer Board of Education hereby acknowledges receipt of a quotation from Hartson Total Opening (HTO); and,

THEREFORE, it is the Districts desire to award the work to HTO for the 2018-2019 Capital Outlay Project.”

All voted in favor; motion carried 5:0. [Material filed in the supplemental file dated 04/10/19]

Business Reports

Upon the recommendation of Superintendent Miller, on a motion made by Ms. Gilbert seconded by Mrs. Fischer, the BOE accepted receipt of the following reports for the month of March 2019:  General Warrant, which represents 141 checks with payments totaling $1,041,492.72, a Federal Warrant, which represents five (5) checks with payments totaling $794.94; a Capital Warrant, which represents four (4) checks with payments totaling $176,163.69; the Trust and Agency Warrant, which covers items dealing with payroll [insurance, withholdings, etc.], totaled $678,597.89; the HHS/HES Extra-Curricular Treasurer report for February 2019, along with four (4) budget transfers under the $5,000 limit totaling $7,000.00. All voted in favor; motion carried 5:0. [Material filed in the supplemental file dated 04/10/19]

The BOE acknowledged receipt of the February 2019 Treasurer’s Report and the 2018-2019 PILOT payment update; no exception report was submitted.

Budget Transfers

Upon the recommendation of Superintendent Miller, on a motion made by Mrs. Fischer, seconded by Ms. Gilbert the BOE approved three (3) budget transfers totaling $165,000.00 as presented.   All voted in favor; motion carried 5:0. [Material filed in the supplemental file dated 04/10/19.]

2019-2020 Budget Presentation

Superintendent Miller provided information relating to the 2019-20 Budget Presentation via a PowerPoint presentation.

Superintendent’s/Business Update

Superintendent Miller provided the following updates:

  • PILOTS – Herkimer Housing Authority;
  • Grants – V-Tech and Cafeteria;
  • CRDC DATA Reporting;
  • Calendar Revisions 2018-2019;
  • Voting days in 2019-2020 Calendar Revisions Possible;
  • State Testing.

Ms. Giffune arrived at 6:33 p.m.

Mr. Petucci arrived at 6:41 p.m.

2019-2020 Adoption of Operations Budget/Board Vote

Upon the recommendation of Superintendent Miller, the following resolution was offered by Mr. Conley who moved its adoption and seconded by Mr. Petucci, to wit:

“RESOLVED, that the Board of Education of the Herkimer Central School District, upon the recommendation of the Superintendent of Schools, does hereby adopt the 2019-2020 Operations Budget in the amount of $24,210,000 to be presented to district residents for a formal vote on Tuesday, May 21, 2019.”

All voted in favor; motion carried 7:0. [Material filed in the supplemental file dated 04/10/19]

2019-2020 Property Tax Report Card Adoption

Upon the recommendation of Superintendent Miller, the following resolution was offered by Ms. Giffune who moved its adoption and seconded by Mrs. Fischer, to wit:

“RESOLVED, the Board of Education of the Herkimer CSD does hereby authorize the Superintendent of Schools to submit and certify the property tax report card to the State Education Department (SED) for the 2019-2020 school year.”

All voted in favor; motion carried 7:0. [Material filed in the supplemental file dated 04/10/19]

BOCES RIC Equipment Resolution

Superintendent Miller reviewed with the Board the Board of Cooperative Bidding resolution prepared by the Mohawk Regional Informational Center [RIC].

According to Superintendent Miller, the approval of this annual resolution would allow the district to purchase computer hardware and software from the RIC equipment bids and be eligible for state aid on those purchases.

Mrs. Fischer moved and Ms. Giffune seconded a motion to formally approve the RIC Cooperative Bidding resolution as follows:

WHEREAS, it is the plan of a number of PUBLIC SCHOOL DISTRICTS and the MADISON-ONEIDA BOCES (the “BOCES) during the 2019-2020 school year to bid jointly for the purchase of various types of computers and technology commodities (the “Commodities”); and

WHEREAS, the Herkimer Central School District (“the School District”) is desirous of participating in the joint bidding of the Commodities, as authorized by General Municipal Law, Article 5-G; and

WHEREAS, this Board of Education has received and reviewed the Cooperative Bid Procedures (“the Procedures”) governing its right and responsibilities should it elect to participate in the joint bidding of the commodities; and

BE IT FURTHER RESOLVED, that in accordance with Cooperative Bid Procedures the Board of Education agrees to award bid item purchases according to the recommendation of the BOCES if such award is in the best interest of the school district.

All voted in favor; motion carried 7:0. [Material filed in the supplemental file dated 04/10/19]

Management Advisory Group Service (MAGS) Agreements

Upon the recommendation of Superintendent Miller, on a motion made by Ms. Gilbert, seconded by Mrs. Fischer, the BOE formally accept the STAC Services Agreement as presented.  This agreement will be effective July 1, 2019 through June 30, 2020.  All voted in favor; motion carried 7:0. [Material filed in the supplemental file dated 04/10/19]

Upon the recommendation of Superintendent Miller, on a motion made by Mr. Petucci, seconded by Ms. Gilbert, the BOE formally accept the Medicaid Services Agreement as presented.  This agreement will be effective July 1, 2019 through June 30, 2020.  All voted in favor; motion carried 7:0. [Material filed in the supplemental file dated 04/10/19]

Upon the recommendation of Superintendent Miller, on a motion made by Mrs. Fischer, seconded by Mr. Petucci, the BOE formally accept the Business Office Services Agreement as presented.  This agreement will be effective July 1, 2019 through June 30, 2020.  All voted in favor; motion carried 7:0. [Material filed in the supplemental file dated 04/10/19]

Upon the recommendation of Superintendent Miller, on a motion made by Mrs. Fischer, seconded by Ms. Gilbert, the BOE formally accept the Accounting Services Agreement as presented.  This agreement will be effective July 1, 2019 through June 30, 2020.  All voted in favor; motion carried 7:0. [Material filed in the supplemental file dated 04/10/19]

Upon the recommendation of Superintendent Miller, on a motion made by Mrs. Fischer, seconded by Mr. Mihevc, the BOE formally accept the Internal Claims Auditor Agreement as presented.  This agreement will be effective March 26, 2019 through June 30, 2019.  All voted in favor; motion carried 7:0. [Material filed in the supplemental file dated 04/10/19]

Creation of New Capital Fund Checking Account

Upon the recommendation of Superintendent Miller, the following resolution was offered by Mr. Conley who moved its adoption and seconded by Ms. Gilbert, to wit:

“BE IT RESOLVED, the Board of Education of the Herkimer CSD does hereby authorize the District Treasurer to open a new Capital Fund Checking Account with Adirondack Bank; and,

WHEREAS, it is the District’s desire to deposit proceeds and make disbursements with regards to the 2018 Capital Projects.”

Discussion followed.  All voted in favor; motion carried 7:0. [Material filed in the supplemental file dated 04/10/19]

Administrative Reports/Updates

Ms. Tomaso, Mr. Abbe and Mrs. Vogt’s reports were reviewed with the BOE.

Staffing Recommendation(s)

Upon the recommendation of Superintendent Miller, on a motion made by Mrs. Fischer, seconded by Mr. Conley, the BOE approved the following personnel action:

Teaching Tenure Appointments

  • Name: Crandall, Marissa
  • Position: Licensed Teaching Assistant
  • Location: Elementary School
  • Tenure Area: Teaching Assistant
  • Probationary Period of Service: 09/09/15-06/30/19
  • Effective Date: Sept. 3, 2019

  • Name: Doxtater, Codi
  • Position: Special Education (Grade 6)
  • Location: Jr./Sr. High School
  • Probationary Period of Service: 09/08/15-06/30/19
  • Effective Date: Sept. 3, 2019

  • Name: Kuyrkendall, Samantha
  • Position: Classroom Teacher (Grade 3)
  • Location: Elementary School
  • Probationary Period of Service: 09/01/15-06/30/19
  • Effective Date: Sept. 3, 2019

  • Name: McDuffee, Canaan
  • Position: Classroom Teacher (Grade 4)
  • Location: Elementary School
  • Probationary Period of Service: 09/01/15-06/30/19
  • Effective Date: Sept. 3, 2019

  • Name: Sekel, Maria
  • Position: Classroom Teacher (Grade 3)
  • Location: Elementary School
  • Probationary Period of Service: 12/05/15-12/04/19
  • Effective Date: Dec. 5, 2019

Teaching Appointment

  • Name: Sommer, Ashley
  • Position: Licensed Teaching Assistant
  • Location: Elementary School
  • Probationary Period of Service: 04/23/19-04/24/23
  • Effective Date: April 23, 2019
  • Salary: $23,500 pro-rated

long-Term Substitute

  • Name: Vedete, Matthew
  • Position: Mathematics (Grade 6)
  • Location: Jr./Sr. High School
  • Effective Date: April 1, 2019-June 30, 2019
  • Salary: $197.50/day ((Reference Item III of the Annual Payment Guidelines for Substitutes)

Maternity Leave Request

  • Name: Beardsley (Hein), Sarah
  • Position: 7-12 Mathematics
  • Location: Jr./Sr. High School
  • Effective: On or about March 24, 2019-June 30, 2019

Child care Leave Request

  • Name: Beardsley (Hein), Sarah
  • Position: 7-12 Mathematics
  • Location: Jr./Sr. High School
  • Effective: September 2019-June 2020

Home Tutor Appointment

  • Name: Reese, Lora
  • Position: Tutorial Services
  • Location: District-wide
  • Effective: March 18, 2019 for the remainder of the 2018-2019 school year; as needed.
  • Salary:$25.00/hour plus an additional paid hour of planning time for each five hours of instruction.

All voted in favor; motion carried 7:0.

CSE/CPSE Program/Placement Recommendations

Upon the recommendation of Superintendent Miller, on a motion made by Mrs. Fischer, seconded by Mr. Conley, the BOE approved the Committee on Special Education, the Sub-Committee on Special Education and the Committee on Preschool Special Education program/placement recommendations as presented.  All voted in favor; motion carried 7:0. [Material filed in the supplemental file dated 04/10/19.]

Creation of Herkimer Chapter of FFA

Upon the recommendation of Superintendent Miller, the following resolution was offered by Mr. Conley who moved its adoption and seconded by Mr. Mihevc, to wit:

“BE IT RESOLVED, that the Board of Education of the Herkimer Central School District, upon the recommendation of the Superintendent of Schools, does hereby look to establish a Herkimer Chapter of FFA (Formally known as Future Farmers of America) as a new extra-curricular club at the Jr./Sr. High School; and,

WHEREAS, the addition of the agricultural education programming to our district will provide numerous; funding opportunities for our students; and establishing a chapter of this organization entitles the district to numerous funding opportunities that will help launch a viable club. This club is not currently in our teacher’s contract, and therefore requires Board action.”

Discussion followed.  All voted in favor; motion carried 7:0. [Material filed in the supplemental file dated 04/10/19.]

Gifts to the School

Upon the recommendation of Superintendent Miller, the following resolution was offered by Ms. Gilbert who moved its adoption and seconded by Ms. Giffune, to wit:

“RESOLVED, that the Board of Education of the Herkimer Central School District, upon the recommendation of the Superintendent of Schools, does hereby increase Revenue A2705 and to increase the Appropriation Code A2850.400 by $1,885.00 to help offset half of the cost for the orchestra in Guys & Dolls.”

All voted in favor; motion carried 7:0. [Material filed in the supplemental file dated 04/10/19]

Upon the recommendation of Superintendent Miller, the following resolution was offered by Mrs. Fischer who moved its adoption and seconded by Mr. Conley, to wit:

“RESOLVED, that the Board of Education of the Herkimer Central School District, upon the recommendation of the Superintendent of Schools, does hereby increase Revenue A2705 and to increase the Appropriation Code A2110.450 by $3,996.29 on behalf of the Ilsababy Foundation.”

Discussion followed.  All voted in favor; motion carried 7:0. [Material filed in the supplemental file dated 04/10/19]

Non-Public Transportation Requests

Upon the recommendation of Superintendent Miller, on a motion made by Mrs. Fischer seconded by Ms. Gilbert to approve the non-public transportation requests for the 2019-2020 school year as presented.  All voted in favor; motion carried 7:0. [Material filed in the supplemental file dated 04/10/19.]

2018-2019 School Calendar Adjustment

Upon the recommendation of Superintendent Miller, the following resolution was offered by Ms. Gilbert who moved its adoption and seconded by Mrs. Fischer, to wit:

“BE IT RESOLVED, that the Board of Education of the Herkimer Central School District, upon the recommendation of the Superintendent of Schools, does hereby agree to adjust the 2018-2019 school calendar to reflect the following:

  • May 17, 2019 – Vacation Day;
  • June 26, 2019 – Superintendent Conference Day

THEREFORE, should there be a reason for the school district to use an emergency day May 17, 2019 will be a day in session.

All voted in favor; motion carried 7:0. [Material filed in the supplemental file dated 04/10/19]

Board of Education Reports

BOCES’ Board/Budget Vote

Superintendent Miller explained to the BOE that each of the BOCES component districts would be voting on the 2019-2020 BOCES Administrative Budget and to fill three 3-year vacancies on the BOCES Board of Education at a meeting in their local district this evening.  Three 3-year terms will end on June 30, 2019.  Three (3) candidates have been nominated for these vacancies.

Voting Ballots were submitted to the District Clerk.  Janine Lynch, Daniel Voce and Jane North each received one vote as a member of the BOCES Board of Education to service three-year terms of office.

Mr. Mihevc moved and Mrs. Fischer seconded a motion to formally approve the 2019-2020 proposed BOCES Administrative Budget of [$2,918,550] as presented. All voted in favor; motion carried 7:0. [Material filed in the supplemental file dated 04/10/19.]

SBI – General Membership Dinner Meeting

BOE members were reminded of the School Boards Institute “Distinguished Service & Student Achievement Awards” scheduled for Thursday, May 9, 2019, at the Twin Ponds Golf & Country Club, NY Mills.  Please contact Mrs. McKernan for registration if interested in attending.

Policy Review

Waiving Readings for Adoption

Upon the recommendation of Superintendent Miller, the following resolution was offered by Mrs. Fischer who moved its adoption and seconded by Mr. Conley, to wit:

“WHEREAS, it is customary practice of the BOE to have three readings of a policy prior to its adoption; and,

WHEREAS, the BOE wishes to adopt several policies recommended by the Policy Committee, to wit,

  • #4502 Non- Bid Purchasing Policy;
  • #4502.1 Procurement of Goods and Services Quote Form;
  • #5003 Fire and Emergency Drills, Bomb Threats, and Bus Emergency Drills;
  • #5005 Facilities: Inspection, Operation and Maintenance; and,

WHEREAS, the Policy Committee met on March 13, 2019, and made several minor adjustments to the following policies: #5001; #5002; #5004; #5004.1;# 5006; # 5007;# 5008; #5100.1; # 5100.2; #5201; # 5300;  #5301, #5301.1,# 5301.2 # 5302; #5302.1,#5303,#5304, # 5304.1, #5400, #5402; #5303: and,

THEREFORE, BE IT RESOLVED, that the BOE hereby waives the BOE’s customary practice of three readings prior to the adoption of policies, and adopts the following policy, incorporated by reference in the minutes of this meeting.”

All voted in favor; motion carried 7:0. [Material filed in the supplemental file dated 04/10/19]

President’s Update

President Crandall recognized all those who planned and participated in the recent Spring Carnival held at HES.

Board of Education Member Updates

Mr. Mihevc recognized all those who participated in the HES Science Fair.

Future Meeting Dates

Superintendent Miller reminded the BOE that the next Annual Budget Informational Meeting had been scheduled for Wednesday, May 8, 2019, at 6 p.m., in the Jr./Sr. High School Cafeteria, and he confirmed that a quorum would be present for that meeting.

Meeting Evaluation

Ms. Gilbert, this evening’s meeting evaluator, presented her review of the April 10, 2019 Board of Education meeting.  It was a good meeting, ran smoothly, well-structured and organized; all aspects of the meeting evaluation were effectively met.  She extended a special thank you to the BOE for thinking of her during her recovery.

Mr. Conley moved and Ms. Gilbert seconded a motion to move into an executive session for the purpose of discussing particular matters involving negotiations with CSEA Part-time, CSEA Full-time, Herkimer Faculty Association (HFA), as well as, with the Village on the School Resource Officer (SRO) with the District.  The Board may take action in public session after the executive session ends and the Board returns to public session.  All voted in favor; motion carried 7:0.

Executive Session

The Board moved into an executive session at 7:27 p.m.

Mrs. Regina Frasier joined the BOE in executive session at 7:45 p.m.; left at 8:00 p.m.

Mr. Conley moved and Mrs. Fischer seconded a motion to exit the executive session and return to public session at 7:46 p.m.

Mrs. Fischer moved and Mr. Conley seconded a motion to move into an executive session for the purpose of discussing two (2) non-teaching salary agreements.  Again, the Board may take action in public session after the executive session ends and the Board returns to public session.  All voted in favor; motion carried 7:0.

President Crandall declared the public meeting reconvened at 9:48 p.m.

Board Action

A motion was made by Mr. Mihevc, seconded by Mrs. Fischer to approve the following resolution:

“The Herkimer Board of Education approves the Settlement Agreement with the Herkimer Faculty Association dated April 3, 2019 and accepts all attachments.”  All voted in favor; motion carried 7:0.

Adjournment

On a motion made by Mr. Conley, seconded by Mrs. Fischer, the BOE adjourned the public meeting at 9:54 p.m.   All voted in favor; motion carried 7:0.

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