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November 19, 2012 Board of Education Meeting Minutes

 

November 19, 2012

 

CALL TO ORDER

The regular meeting of the Board of Education of the Parishville-Hopkinton Central School District was called to order at 7:34 P.M. by Vice President T. Zellweger in the conference room on the above date.

ROLL CALL

 

Present: B. Remington, D. Taylor, R. White, F. Wilhelm, W. Witherell, J. Young, T. Zellweger, and Mr. Saiff.

 

Absent: W. Remington, H. Simmons.

 

Others: T. Baxter-7:43 P.M., M. Cole, J. Converse, D. Eames, B. Fairchild, D. Harper, K. Charleson, B. Reid, M. Robinson, R. Stewart, M. Walter, and L. Witherell.

 

QUORUM

 

Quorum of five established.

 

STUDENT/TEACHER

RECOGNITION

 

Mr. Michael Walter and students enrolled in the Backyard Geology class were in attendance to request approval from the Board to form a Geology Club for students in grades 9-12. Jenna Converse distributed copies of the club’s proposed bylaws. As a club, they would be interested in scheduling guest speakers and taking field trips and college trips to tour science facilities and learn more about possible careers in Geology.

 

If approved by the Board, the group would like to hold their first meeting during 10th period next Thursday, and subsequent meetings would be held during 10th period on the last Thursday of each month. Mr. Walter added that he and Miss Sinclair have offered to serve as unpaid Advisors for the Club and stated that he felt this was a great way for students to learn more about the field of geology, career opportunities, and tour college lab facilities.

 

The Board thanked the students for presenting their club proposal and said that they would discuss their request later in the meeting. M. Cole, J. Converse, D. Eames, D. Harper, K. Charleson, and M. Walter left the meeting at 7:42 P.M.

 

B. Reid announced that Autumn MacWilliams and Annika McIntosh were the Elementary Paw Ticket Winners for October. Autumn received a free pizza donated by Kunoco and Clarkson Hockey tickets and Annika received Clarkson Hockey tickets.

 

B. Reid recognized Students of the Month of October for exhibiting the Character Trait Good Manners: Tiena Gilbert - Miss Hicken’s Universal Pre-K; Allyssa Green - Mrs. Knowles’ Kindergarten; Alyssa Ward - Mrs. Wilkes’ Kindergarten; North Collins - Mrs. Mitchell’s First Grade; Julian Wenzel - Mrs. White’s Multi-Age 1/2; Jayden Rivers - Mrs. Mason’s Second Grade; Nicholas Snell - Mrs. Shannon’s Multi-Age 1/2; Travis Hollenbeck - Mrs. Clark-Vallance’s Third Grade; Conor Taillon - Ms. Steenberge’s Third Grade; Caleb Knowles - Ms. Pcolar’s Fourth Grade; Quintin Cox - Ms. Pahler’s Grade 4; Terri Newton - Miss Corcoran’s Fifth Grade; Lydia Cerny - Ms. Rose’s Fifth Grade; Lacee Voisine – Mrs. Todd’s Sixth Grade; and Jared Morrill - Mr. VanLeuven’s Sixth Grade.

 

No. 2013-094

MINUTES

 

Motion made by J. Young and seconded by B. Remington to approve the Minutes of the October 15, 2012, regular meeting as typed and mailed to Board Members. 7 in favor, 0 opposed, Carried.

 

No. 2013-095

TREAS. REPORTS

Motion made by J. Young and seconded by W. Witherell to approve the Treasurer’s Reports showing an available balance on hand as of October 31, 2012, as follows:

 

General Fund 26,888.81

School Lunch Fund 9,810.78

School Lunch Savings 26.58

Federal Fund .03

Trust & Agency Fund -0-

Payroll Fund -0-

Risk Retention (Property Loss Reserve – CLASS) 44,970.05

Extra-Class Activities Fund 52,428.33

7 in favor, 0 opposed, Carried.

 

UPDATE ON BUS GARAGE ROOF REPLACE.

 

Mr. Saiff stated that Sands Brothers has completed the flashing on the bus garage roof and most of their equipment has been moved off site. Mr. Saiff informed the Board that he and Andy Taylor had inspected the job and are concerned about two areas of the roof where water is pooling. Andy has contacted Phil Squadrito at King & King Architects and Phil will work with Jim Sands to resolve these issues. Mr. Saiff anticipates that another drain will be installed to remedy the situation. Mr. Saiff also noted that the roof will need to pass an inspection by the manufacturer in order for the 20-year warranty to be valid. A date for the roof inspection has not yet been set.

 

FOLLOW-UP FROM AUDIT REPORT

Mr. Saiff updated the Board on the research that had been undertaken to find a meter that could be attached to the diesel fuel tank located by the bus garage in order to monitor fuel usage for the boilers and hot water heater as recommended by Sherry Furgison, our external auditor. Andy Taylor contacted Siemens to inquire about a meter, and they found one for $300; however, when their representative came out to install it, they discovered that it would not work and that a low flow meter was required instead. After further research, the representative was able to locate a low flow meter; however, the cost for this unit is $1,400. Due to the fact that this is considerably more than the initial estimate, Mr. Saiff asked the Board whether or not they wanted to move forward with the installation of a low flow meter in the bus garage area, especially since outside surveillance cameras will be part of the EXCEL Phase II project. The Board discussed the situation and decided not to install the meter at this time due to the cost involved.

 

No. 2013-096

SCHEDULE APPROVAL

Motion made by J. Young and seconded by B. Remington to approve the following schedules for audit and payment:

General Fund $430,917.99

Federal Fund $12,349.63

Trust & Agency 101,094.51

School Lunch Fund $14,347.84

Capital Fund $203,157.02

7 in favor, 0 opposed, Carried.

 

No. 2013-097

BUDGET TRANSFERS

Motion made by J. Young and seconded by W. Witherell to authorize the Business Manager to make the necessary budgetary transfers as attached for the Months of September and October, 2012. 7 in favor, 0 opposed, Carried.

 

No. 2013-098

BUDGET REPORTS

Motion made by J. Young and seconded by W. Witherell to accept the Budget Reports for the Months of September and October, 2012, covering the period from July 1 through October 31, 2012. 7 in favor, 0 opposed, Carried.

 

No. 2013-099

TAX COLLECTOR’S REPORT

 

Motion made by J. Young and seconded by F. Wilhelm to approve the attached Tax Collector’s Report as submitted by Judy Witherell, Tax Collector. 7 in favor, 0 opposed, Carried.

 

No. 2013-100

REFUNDING BOND RESOLUTION

 

Mr. Saiff and M. Robinson informed the Board that due to changes in the law, the State Education Department is now required to review and revise the interest rate used for a building aid project at least once during each ten year period of assumed amortization. The first ten year period ended in 2011-12 for assumed amortizations that began in 2002-03. Based on the provisions of the Statute, which apply to all districts in the State, the new interest rate is the interest rate that would be applicable at the time of the adjustment and will be based on the current statewide average interest rate. In an effort to offset any reduction in future building aid relative to the Capital Project that was done in 2004, our financial consultants at Bernie Donegan’s office have recommended that we refinance the District’s Capital Project serial bond.

 

The Board reviewed a Timetable of Actions that would be required in order to refinance the 2004 Capital Project Serial Bond in an effort to save an estimated $110,361 after expenses involved with the refunding process. The first step required in order to move forward with the serial bond refunding would be to adopt a refunding bond resolution. The Board reviewed a draft of the Refunding Bond Resolution as prepared by Bond Attorney Tim McGill. Based upon the recommendation of the Superintendent, Motion made by J. Young and seconded by R. White to adopt the attached Refunding Bond Resolution and requested the Clerk to send the Notice of Estoppel of the Refunding Bond Resolution to the Courier Observer for publication on November 26, 2012. 7 in favor, 0 opposed, Carried.

 

No. 2013-101

MEDICAL LV. REQUEST/

G. RICHARDS

 

Based upon the recommendation of the Superintendent, Motion made by J. Young and seconded by W. Witherell to approve Gwen Richards’ request for a leave of absence under the Family/Medical Leave Act retroactive to September 20, 2012. At this time G. Richards’ return date is uncertain. 7 in favor, 0 opposed, Carried.

 

No. 2013-102

MEDICAL LV. REQUEST/

W. McALOON

 

Based upon the recommendation of the Superintendent, Motion made by J. Young and seconded by W. Witherell to approve Wallace McAloon’s request for a leave of absence under the Family/Medical Leave Act retroactive to September 6, 2012. At this time W. McAloon’s return date is uncertain. 7 in favor, 0 opposed, Carried.

 

No. 2013-103

LTR. OF RETIREMENT/L. WITHERELL

Based upon the recommendation of the Superintendent, Motion made by J. Young and seconded by B. Remington to approve Lori Witherell’s letter of retirement effective June 30, 2013, with regret. 7 in favor, 0 opposed, Carried.

 

MODIFIED BASKETBALL COACHING POSITIONS

Mr. Saiff informed the Board that when we posted the Modified Basketball coaching positions internally, three external candidates who had heard about the internal posting expressed interest. In fairness to other potential external candidates, an ad will be placed in the Courier-Observer through Tuesday, November 27th. This will push back the beginning of practice by one week. Mr. Saiff added that a negotiations meeting is scheduled for December 5th, involving three members of the Board; therefore, he asked for a minimum of three additional members to come in for a brief meeting prior to the negotiations meeting so that the Modified Coaching appointments could be made. H. Simmons, W. Remington, and B. Remington indicated that they would be able to attend. The brief special meeting will be held at 6:00 P.M. in the conference room.

 

No. 2013-104

SUBSTITUTE BUS DRIVER/E. VIAU

Based upon the recommendation of the Superintendent, Motion made by J. Young and seconded by R. White to approve Elric Viau for training as a substitute bus driver. 7 in favor, 0 opposed, Carried.

 

No. 2013-105

UNPAID VOLUNTEER BOYS’ V. BASKETBALL ASSIST./ J. WITHERELL

 

Based upon the recommendation of the Superintendent, Motion made by F. Wilhelm and seconded by J. Young to approve Jonathan Witherell as an unpaid volunteer Boys’ Varsity Basketball Assistant for the 2012-13 school year. 7 in favor, 0 opposed, Carried.

 

No. 2013-106

RESOLUTION TO AMEND 403(b) RETIREMENT PLAN

 

Mr. Saiff informed the Board that certain changes were required to be made to the district’s 403(b) plan document in accordance with recent IRS guidance concerning the Heroes Earnings Assistance and Relief Tax Act of 2008 (HEART) and the Worker, Retiree, and Employer Recovery Act of 2008 (WRERA), certain changes are required to be made to the district’s 403(b) plan document. Mr. Saiff added that OMNI has drafted a Resolution to ensure that our plan is in compliance with Federal Laws. Motion made by J. Young and seconded by R. White to approve the Resolution to Amend 403(b) Retirement Plan as attached. 7 in favor, 0 opposed, Carried.

 

No. 2013-107

TAX ROLL ERROR

Based upon the recommendation of the Real Property Tax Office, Motion made by J. Young and seconded by W. Witherell to approve the correction of a tax roll error involving property owned by Jacqueline Wright due to the fact that the assessor failed to note the assessment change in his informal assessment roll for key punching. This correction will result in a decrease in taxes from $1,260.91 as originally billed to a corrected tax amount of $925.35. 7 in favor, 0 opposed, Carried.

 

No. 2013-108

BUS FLEET STATUS RPT.

Mr. Saiff reviewed the attached Bus Fleet Status Report with the Board and discussed the overall condition of the bus fleet. Mr. Saiff noted that he had met with Andy Taylor and Ira Miller and that their recommendations would be to: 1) trade in bus 85 and/or bus 88, 2) purchase one new 60-passenger bus for the 2013-2014 school year, pending voter approval on May 21, 2013, and 3) continue yearly undercoating program. Mr. Saiff also noted that at this time all busses, the plow truck, and three base stations have all been equipped with radios with narrow band frequency transmission to meet 2013 FCC standards. Motion made by W. Witherell and seconded by B. Remington to accept the Bus Fleet Status Report as presented. 7 in favor, 0 opposed, Carried.

 

No. 2013-109

MUSICALITY DONATION/

COMMUNITY BANK

 

Mr. Saiff informed the Board that the school had received a donation in the amount of $25 from Community Bank for the Kids are Key Program Musicality fundraiser that Amanda Mason had spearheaded as a means of raising money to support the district’s music program. Amanda will be submitting additional donations in the near future and will make a presentation to the music teachers at the Jr.-Sr. High School Winter Concert in December. Mr. Saiff added that M. Robinson has set up a special budget code for these donations so that we can make sure that all donations are used for the express purpose they were given. As additional donations are received, Mr. Saiff will notify the Board so that they can be formally accepted. Motion made by J. Young and seconded by F. Wilhelm to accept Community Bank’s generous donation to the PHCS Music Department. 7 in favor, 0 opposed, Carried.

 

ST. LAW-LEWIS CO. SCH. BD. DINNER MEETING

Mr. Saiff announced that the annual St. Lawrence-Lewis Counties School Boards Dinner Meeting with Regent Dawson was scheduled for Monday, November 26, 2012, at Seaway Career & Tech Center in Norwood. Reservations will be made for Mr. Saiff to attend and L. Witherell will check with W. Remington and H. Simmons to see if they are interested in attending as well.

 

APPR UPDATE

 

Mr. Saiff informed the Board that the APPR (Annual Professional Performance Review) team has completed the information required for the “Review Room” website at the State Education Department. In addition, we have aligned our original Memorandum of Agreement with the Teachers’ Association to reflect the contents of the APPR Plan. As soon as the MOA is approved by the Teachers’ Unit, Mr. Saiff and Union President Don Cannamela will execute the MOA and submit the final APPR Plan to the State Education Department for their review. Mr. Saiff noted that the deadline for acceptance of the plan is January 17, 2013; however, he would like to submit the plan by December 1 to allow time for revisions, if required.

No. 2013-110

CSE RECOMMENDATIONS

Based upon the recommendation of the Superintendent, Motion made by J. Young and seconded by F. Wilhelm to approve the recommendations of the CSE for nine students as attached. 7 in favor, 0 opposed, Carried.

 

PRINCIPALS’ UPDATES

B. Reid announced that the playground committee has begun their efforts to raise money for a new playground with a basket raffle. A separate account will be established specifically for the Playground Fund and additional fund-raisers are planned. While this is a very large undertaking that will take multiple years of fund-raising in order to accomplish, B. Reid said that the community has been very supportive of our efforts and we have already raised $300 through raffle ticket sales.

 

B. Reid stated that she had recently received approval for our 611 and 619 special education grants in the amounts of $102,884 and $545, respectively. Since our last Board Meeting, we have had our annual Halloween Parade, Safe Child ID’s, Halloween safety presentations, October Pride Day, completed our first 8-week round of interventions scheduled during 10th period for those students who would benefit from extra help, three excellent performances of Willy Wonka and the Chocolate Factory, a First Quarter Staff Meeting, the Scholastic Book Fair, Story Time for Tots, Family Reading Night, Hat Day ( which was organized by two 5th graders in Ms. Rose’s class and generated $115 to benefit the Hopkinton Food Pantry), Student Learning Objectives have been submitted, and Parent-Teacher Conferences will finish up tomorrow. B. Reid added that she is looking forward to the Holiday season and many more exciting events in the Elementary.

 

 

R. Stewart announced that since the last Board of Education Meeting, we have completed all of our required fire drills for the fall, hosted the SUNY Road Show, the Student Council sponsored our annual Variety Show, 8th grade students had an opportunity to visit BOCES for CTE exploration, we hosted the SUNY Potsdam music ensemble, finished the soccer season, hosted the soccer pizza party and awards night, started varsity basketball practice, completed the first marking period, and submitted the District’s VADIR and BEDS reports to the state. R. Stewart also congratulated the elementary students and staff involved in the musical production of Willy Wonka and the Chocolate Factory.

 

In addition, teachers in grades 7-12 have submitted their Student Learning Objectives which account for 20% of evaluations. Teachers are currently working on their Local Learning Objectives which account for an additional 20% and have received initial Marzano training which will account for the remaining 60% of their annual assessments.

 

On a final note, R. Stewart informed the Board that a letter had been sent out to parents with student report cards regarding plans to open a parent portal to our new student data base program, Schooltool, which will allow parents access to information regarding their child’s/children’s assignments, discipline, attendance, and grades. Parents were asked to send provide contact information via an email and received an explanation regarding the process involved in the initial setup. R. Stewart added that the portal would be opened up to a pilot group of parents initially to make sure everything is working properly before opening the portal up to all parents, hopefully around the 15-week mark.

 

INFORMATION

The Board received a copy of the criteria used for instructional staff evaluations, the November issue of Elementary News and Notes, a letter of thanks from student teacher Katie Briggs, two student disciplinary letters, and a list of upcoming events of interest.

 

No. 2013-111

GEOLOGY CLUB AND ADVISORS

Motion made by F. Wilhelm and seconded by J. Young to approve the establishment of a Geology Club as a new extra-curricular organization and approved Mike Walter and Irene Sinclair as unpaid advisors for the club. 7 in favor, 0 opposed, Carried.

 

No. 2013-112

EXECUTIVE SESSION

Motion made by J. Young and seconded by B. Remington to go into Executive Session at 8:35 P.M. to review non-tenured staff evaluations and discuss negotiations with the PHCS Non-Teaching Employees’ Association. 7 in favor, 0 opposed, Carried.

 

 

T. Baxter and B. Fairchild left meeting at 8:36 P.M.

 

No. 2013-113

ADJOURNMENT

Motion made by J. Young and seconded by R. White to come out of Executive Session and adjourn at 9:00 P.M. 7 in favor, 0 opposed, Carried.

 

 

 

 

 

___________________________

School District Clerk

12 County Route 47
Parishville, NY 13672
Phone: 315-265-4642
Fax: 315-268-1309

Mission Statement:
The PHCS community strives to instill in all students the knowledge and skills necessary to become caring, conscientious, and creative citizens.

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