001good evening ladies and gentlemen welcome to the July 11 board Education meeting we will be doing the reorganization meeting as well as the boorder committee meeting as well as a regular session board meeting at this um this evening I'm calling the meeting to order at 530 um currently the board president Lisa Johnson I have with me superintendent Dr Genie Talbert second vice president currently Carol seor and I have truste lesie pretz truste W nestro truste carollyn planning truste make investment and trustee Chris ner also present is assistant superintendent for human resources Dr Bridget W assistant superintendent for finances and operation Miss Olivia waty Council John sheenan as well as district clerk Lissa Duran as well as Financial Consultant Carl appr I believe that also the assistant student for construction will be arriving and mve it
002as well so at this point in time it it is now 5:33 and I have a motion to go into executive session for the purpose of advice from Council regarding particular persons negotiations update for um triaa as well as ATA as well as interviews for um several candidates for short positions first second all those in favor I I motion carries 70 the reorganization meeting will resume will open up again at roughly about 7:30 and earlier this evening for advice from counselor regarding particular persons update regarding negotiations of AAA ATA and for interviews for particular persons as well at this point in time I'm calling this opening up this meeting again at 7:51 please note the emergency exit closest to where your sittings m n school grounds and please silence your cell phone during the school
003board meeting please join us for the Pledge of Allegiance at this point in time I'm going to turn the meeting over to um John sheening legal good evening my name is John Shen an attorney with gcio and gerso sered as general Council to the board of education at this time I will hold the election for the president of the Board of Education and I will call for nominations for the Office of the President of the Board of Education I nominate Wendy canestro I nominate Lisa Johnson we have a nomination for Wendy canestro and we have a nomination for Lisa Johnson are there any of further are there any further nominations heing none I'll call for motion to close the nominations may I have a motion so move have a second second all in favor I
004I any opposed motion passes respect to the nomination for Wendy canestro to serve as president of the Board of Education I will take a roll call vote in in alphabetical order Wendy canestro how do you vote Yes Carin Fanning how do you vote Yes Lisa Johnson how do you vote no no Leslie cretz how do you vote no Megan mesman how do you vote Yes Christopher Ming how do you vote no Al seof how do you vote no three four three four four against motion does not pass and now we'll hold the votes for Lisa Johnson as president of the Board of Education Wendy canestro no Harold Fanning yes Lisa Johnson yes Leslie cret yes Megan mesman yes Christopher naring yes Carl seof yes 64 one against Carl Lisa Johnson you are elected as president
005of the Board of Education of the amville Union preschool district for the 2425 school year congratulations raise your right hand to me I your name s support the constition the United States support unit States constition in state New York York and Fai discharge I discharge the duties of the office duties of the office president of the Board of Education the district oh now turn the proceedings over to the president of the Board of Education thank you thank you Mr sheenan at this point in time I call for the nominations for the office of the first vice president for the Board of Education Wy canestro I nominate Carol sea are there any other nominations for first vice president Megan mman I nominate Mega messon are there any other nominations for first vice president seeing n i
006motion I'm making a motion to close the nominations for first vice president have a motion to close the nominations for first VI motion Wendy canestro is first second Leslie cretz is second all those in favor of closing nominations I I anyone oppose no so I am going to go in the order what people were nominated as well as alphabetical order so for Wendy and Wendy you're first yes Caroline yes Leslie no Megan yes I missed myself Lisa no Chris no Carol no it does uh the nomination for first vice president for Wendy does not pass I'm going to call the vote for Carol going on order again Wendy no Caroline no Leslie yes Megan no did Lisa yes Chris yes Carol yes congratulations Carol you are the first vice president that's at this point in
007time I'm calling for the nominations for the office of second Vice president for the Board of Education I nominate Mega mman I nominate Leslie critz are there any other nominations for second vice president I nominate Caroline Fanning any other nominations for second vice president I nominate Chris ning any other nominations for second vice president at this time can I have a motion to close a nominations for second vice president still moved Carol SE was first second Chris nearing is second all those in favor I motion carries 70 I'm going to do that in the order that I received so I'll start with um for the second vice president for Megan mesman Wendy canestro yes Caroline yes Leslie no Lisa Johnson no Megan yes Chris yes Carol no it passes Megan messon will be the second
008vice president congratul L there office second vice president of education so at this at this so at this point in time we're just going to move seats around so if Leslie and and Megan could could switch seats fine all right so I'm going to continue with the agenda is everyone ready with the we're going to continue here all right so we're down to agenda item 3A on the reor meeting oh thank you um can I have a motion thank you to amend the agenda to add agenda item 2D which is a resolution and the resolution States resolve the Board of Education here by resends the resolution adopted on June 28th 2024 appointing trustee Wendy canestro to the seat left vacon by the resignation of Dr Terry Fulton with a term ending May 2025 May 20th
0092025 and be further resolved the Board of Education hereby deems the oath of office taken by Wendy truste Wendy canestro for the seat left vacon by the resignation of Dr Terry Fon with a term ending June 30th 2025 to be timely filed as of May 22nd 2024 n honk and directs the district clerk to file this resolution with the district oath book can I have a motion to amend the agenda to add this resolution Tod so moved second that was Caroline was first lese CR was second all those in favor I I motion carries 70 can I have a motion for this agenda item 2D a motion to approve this agenda item 2D so moved second yeah it's 2D oh yeah so Carol seof was first I think I heard Leslie cretz as second all
010those in favor I motion carries 70 congratulations Wendy's you are in ter your term goes into go back to where I was exactly go back to where you were so congratulations okay so moving on to the rest of the agenda we're going to agenda item 3A pointment of the district clerk can I have a motion for agenda item 3a1 which is the appointment of the district clerk mov can I I'm not I'm not too sure who I'm sorry lizie cretz was first second Carol SE was second all those in favor I I hold on a second I just I have a motion just need to make sure I'm hearing our votes I hear um one two are you no down that way Chris or so I had I was hoping to make a motion I'm
011sorry go ahead um to appoint as a part-time position similarly to how this position was before 2022 so right now I have a motion on the table for the appointment for the district clerk so I just need a um clarification from legal okay so there's a motion on the table uh was it seconded yes okay but there's no vote that's been taken okay so now there's an intervening motion to amend yes okay so uh we will take the intervening motion to amend first okay during the and so that motion is is on the table there's a motion to amend the the the pending motion to make it a part-time position is that correct yes yes okay so that needs a that motion would need a second second okay so we motion second first Wendy canestro
012is second okay so now you vote on the motion to the motion to amend so I just want to say just obviously so do we have to vote on it well so you can can have discussion on the yes let me vote on it we're going to vote on the motion discuss a second just as a as a point uh discussion may be had on the motion to amend sure sure uh so there's a motion is to amend correct moved and seconded correct and now you can have a discussion correct on that motion to amend okay any discussion on the motion to amend to make this position a part-time position yes I mean obviously I'm a new board member um but you know last last year we had a fiscal crisis we laid off a
013lot of saf and when we presented with a table a matrix of our previous staff from before covid you those of you that have been attending the meetings you remember this came up the board was given this table so before covid uh to this upcoming year uh we noticed that the district clerk position was a part-time position up until 2022 202 three that's when it became a full-time position so I'm just asking this to be considered um as a potential cost savings measure for the district so I just want to state that um you are correct that this position came a full-time position in 22 and the reason that it went from a part-time position to a full-time position was because the individuals that would serve the individual that served in the role as the
014district clerk who had previously been um served the Dual role of district clerk as well as was executive to the um previous superintendent um that person came back and that person was doing a lot more and had a lot more overtime and as a result actually kind of came close to the full-time district clerk position or even higher than that in in terms of what they were saying I may be off but the amount that the person was being paid over time was was quite a bit so that's when we made a decision at that point in time to make that position a full-time position for the for the district clerk so um the roles and responsibilities that that person had had increased from the the previous time when that person had served in the
015role so that's why we made it a full-time position um to your point you just said that they had a dual role as executive to the superintendent and the district clerk this role only as a district clerk and it's up to the board to monitor the hours to make sure they don't go over time um but and we did monitor the hours but there was just so that so much that was going on the hours were being monitored and it was justified in going over the hours of what the district clerk was doing so it was no abuse of time that was occurring whatsoever but the individual was were doing the duties did them extremely well and they were being monitored so it wasn't like it was um in situation where the person was just
016going and doing the hours so it was being monitored with all due respect in 2223 the board and the district overspent by $3.6 million so I'm not convinced it was monitored it was so it's everyone has anyone else want to make a opinion on this I think that at this point in time that I'm not an I don't feel that we should be going down from a part-time to a full from a full-time to a part-time until we have really looked at um what that would look like going from a part-time to a full-time district clerk I think a good point to make also is many districts have gone from part-time to full-time with added responsibilities and not so I'm in favor in keeping it full-time and are we going to be adding responsibilities then
017that's something as a board of education that we definitely could look at if we want to add responsibilities to that position as a district clerk I think that we're just looking for things to say that we're going to add to it to justify that no but the question was that would we and I said if that's something that we want to do as a board of education that's something that we could do say if there's structured guidelines as to what the position actually is and how that full-time position or parttime whatever is voted on is utilized then I'd be okay with full-time as long as it's structured in that way there's a there's a board policy on it it outlines what the responsibilities are and um it it predes 2022 there's a board policy you're
018correct but there's also responsibilities that also have been identified as well so um maybe they need to be more clearly defined for the um the position of the district clerk but yes and some districts do have a part-time Clerk and they are successful in that role of being part-time and able to do the job so yes some districts do have a part-time District Clerk and yes they have been successful and previously we we always had a part-time district clerk um that person actually I go back to history sometimes they worked over in the village and they came over here they did the responsibilities here the only thing that they really did in that role as a part-time district clerk was that it would they would attend the meetings and they would do the minutes and
019that was basically it that they did in the role as a a part-time district clerk everything else was done by other individuals with within the um within the district so they disseminated out so and they did the um they did the election I'm doing that sort of but they did the election so that that was they really was any they really was no other responsibilities that they had as a district clerk um just to make a point I think that just to be really clear to the community I think that the board of education is really going to have to start looking at things and making choices and sometimes hard choices and you know we have a couple of open contracts that you know we're working on we're looking to for cost savings you know
020Northeast with in Jeopardy last year and it's going to take tough decisions from the Board of Education and we're going to have to look for areas to cut and this is a good opportunity to do that and and I do agree we have to look at areas for cut but I also think it needs to be assessed more closely in terms of who would do those roles and responsibilities of the district clerk if it was a part-time position so I'm not opposed to it being a part-time position but I'm opposed to making it a part-time position at this point in time when we have not clearly looked at what the roles and responsibilities would be of that part-time district clerk again there's a policy on this the board approved the policy so I I agree
021but once again we just need to before we make a decision on how we're going to do it we need to look at how what will be the roles and responsibilities of individuals so we're looking to cut course and what not we need to look across the board if that's something that we want to do when we go to do the budget for next year then that should be part of the process for the budget for next year making a decision I'm sorry um making a decision little B more making a decision in one evening over this is just I would I agree with moving forward and making sure that all the responsibilities and a job description is done by the full-time district clerk but but it's a one-year appointment so that really has to
022be made now is that correct Council you can't change it in the middle of the appointment so it it it is an appointment uh and your your policy provides for uh the statutory duties so which means that we can amend it well so so the statutory Duties are the statutory duties you have duties in addition to that there's a at the end of your policy there's a uh performing any other work requested of him/ her by the board or superintendent of schools so uh the the statutory Duties are the statutory duties they they would have to be provide performed regardless of whether the district clerk is part-time or fulltime with respect to other duties that you might want to add on to that position they are within the discretion of the board of education so
023it's an appointment it is an appointment that you can make as a part-time or fulltime the appointment you can't change for the year with respect to the scope of the duties you can make those arrangements in accordance with your policy understood thank you any other discussion on this item so as of right now what's on the table is um the intervene motion to make this a part-time position there was a first there was a second we just had the discussion I'm closing the discussion at this point in time and we're going to place a vote on making this a part-time position so all those in favor of making the clerk position a part-time position yes yes yes so I have three yes um any no no no no no so the three yes are Wendy
024canestro count Banning and Megan mesman and the NOS [Music] are um Leslie cretz Chris ning Carol seor and Lisa Johnson so that intervening motion fails so I'm going to go back to the motion of appointment of the district clerk can I have a motion for the appointment of the district clerk that was done already had a motion I have yeah so that's and it was Carol seof right so all those in favor I is this just for for the district clerk position or what is this this is for the full-time District cler position because the intervening motion failed correct right so Leslie cretz and Carol seof so all those in favor of the appointment of the district Mr clerk which would be Melissa during yes yes yes yes yes so I have five yeses Chris
025neran Carol seor Lisa Johnson yes Caroline Fannon and Leslie cretz are all yes any knows for this appointment no no and two NOS Megan messon and Wendy canestro the motion carries congratulation Melissa e can I have a motion for agenda item 3 B1 please of the Deputy district clerk which is um Miss Olivia boti so moved Winnie canestro first lesie ketz is second any discussion on this item no seeing and hearing none all those in favor I I motion carries congratulations e yes can I have a motion for agenda item 3c1 please please some of Winnie kesal is first second Chris naron is is second any questions regarding this agenda item no all right see none all those in favor I I I moan carries 70 I don't think the treasure is here um can
026I have a motion for item 3d1 please so move Megan M is first second lizie cretz 3d1 lizie cretz is second any question regarding this item um discussion um just so the audience understands it's it's an appointment through September 25th we have a board policy that we should go out for rfps no less than every you're talking you're talking about 3C am I talking about the right thing like is this where where am I we're we're in 3d1 actually there's really no motion for 3d1 it's just a taking of the old right so I did I did three SE I did three SE one oh this is different okay I have so 3d1 is just taken of oh so I don't need a motion for that 3d1 oh oh this is for the superintendent oh
027sorry Dr Talbert yes so um also um missen is it possible that um Carolina and Megan already have done their oath but can we just do it so that we can do it in public because they did it over in the park off after certainly okay after Dr tab was done there's a lot of papers I don't know I got conf you know what it is I look many things I'm working on my abil e if it's okay with the bard of Education oh I'm sorry we're g to do the Caroline and Megan but as as we're waiting for um just to do the ceremony part about doing again as we're waiting for John to join us I just want you to think about as a board can we do agenda items 4 a up
028into 4 BB together so right now um I'm not taking any questions because um we do right now we're doing the reorganization um agenda so we don't take questions doing the reor agenda so when we when we go back when we go to the regular meeting that's when we take questions um I have some questions on some of the all so um so what I'll do I'll do them individually then okay that's fine so a couple things one thing that we do we're going to um agenda item 4E we're not we're going to have to table that that item the claims ordered of right now but go ahead John I'll let you do what you need to do with the the two of them states of the office of of Education the school district that's
029my ability right all right so as we move forward with the Rego agenda just a couple questions so just for clarification so for 4D we're going to table that particular item when we get there so the question that I have now can I I made a mistake was 4 d 4 d right so when I I'll I'll make a motion to table that so the question all right so I'm GNA try this one more time it's the external District ordor that we're going to have to table so that's that's three that's that's 4 C so so I I will make a when I get there so the question that I have for the board I can I do 4 a and 4 B together sure right C have a motion for agenda item 4 a
030and 4 B so mov Carol SE Hof is first Leslie quitz is second any questions regarding agenda items 4 a and 4B yes um I just wanted to point out that the district has a policy that we go out for rfps no less than every three years which is what we're doing so if you see that these are all appointed until September 25th so it's really we're appointing them while we go out for RFP and then we interview them um I just want to make a point to the president um if you can make sure when you're signing these contracts that the expiration date if I'm correct right because I don't know that all of them have um a clause but that you make sure that every single one of these um contracts the expiration
031date is September 25th and if it's not if you strike it and initial it please yes all the terms will be will be strict will be substituted and initialed any other questions regarding these two items um yeah one more thing I want to say um I know that these are the fees it says the retainer 61,000 but we have almost a half a million dollar bill from the lawyers because there's some things that aren't covered in the retainer I think sometimes we over overuse Council so we should be mindful of that okay thank you any other questions or comments regarding this all right all those in favor I I motion carry 70 have a motion to table agenda item 4 C the external District order so second Wendy kesto is first Chris neran is second
032any questions regarding this all those in favor I I motion carries 70 can I do 4 d down to 4K together or do I need to do anything separate um I want to do I have something on on H so I'm only good up until g a question on G or a comment on G so maybe just to F all right so I'll do from 4 d to 4f Kevin bson for Gen 4D to 4f Second lizie cretz was first Winnie caness for a second all those in favor I I motion carries 7 Z can I have a motion for item Force G so mve oh but I want to come you can comment you com so Megan I mean Caroline Fanning is first I need a second second Leslie CR is second any discussion
033on this item yes um Council asked us just kind of speak a little B more to the mic sure um in the letter that Council provided asking us to look into um Capital Market advisers um the filing against them in a nutshell um this was a financial investment firm advising um School Board in City of Rochester the board provided um inaccurate cash flow statements and the SEC found that this firm um was not acting responsibil responsibly in not um in allowing those statements to go through so I would just say that since this is going to come up um we're only making the appointment till September if we consider a new firm we should you know perhaps steer clear of um or just be mindful that with our financial situation being what it is it
034would be better to have a firm that doesn't have an secc filing against them thank you any other comments regarding this item I agree right so um all those in favor because once again if we're going out for um any other questions regarding this comments we're just what you're saying is we're just appointing them until we have the rfps come in and then we can change it so that's the point okay yep so all those in favor yes I I motion carry 70 do you want me to do 4H by itself Kevin motion for agenda item 4 H please move in that's when canes first making his second discussion on this item uh yeah I want to discuss this 95,000 almost $96,000 is very outrageous to me um they typically charge about $50,000 to districts
035also of that like $6800 is used for the website but synex is getting out of the website business after this year so I know that we don't have a director of it on staff we Outsource it I think the board should consider hiring an IT person that could also manage the website and I would ask that we table this and that um Miss Patti or business official negotiate this feed down because it's exorbitant and not in line with other districts any other comments before I say something I I agree um concerned with the cost um because it's my understanding that we don't have a full plan to reduce the 2.8 million doll that we needed to to stay within the budget I'm sorry can you hear me no uh I agree um because I'm concerned
036that it's cost too much money and that we don't have a solidified plan to uh meet that $2.8 million reduction that was needed any other comments I agree not only the money factor but I know at times we have not been thoroughly satisfied with syntax services so um I know I think was no the year before we went out for an RFP and we did get another firm we can definitely do it again I will say that when we got the other firm that we were not happy with um with what they provided to us but it doesn't mean that we cannot go out and and look at it again um this is also and and I know that regardless of this but I also know that we we do get um money back on
037this because it's coming through bosis correct yeah so um we do get money back so once again it does not mean that we don't look at something else I'm just making okay I I just want to make a point though so I know you're saying you're getting money back but there are other districts that do this that are paying about 50,000 so the the price is too much this doesn't look like it went out for an RFP we're looking to make the appointment for the year my recommendation is not to make this appointment for a year and perhaps a superintendent can go out for an RFP on this I don't no can we rely on what was it just done last year do we have to go out and can we get another RFP how
038does that work right now so it may is it good for a certain time frame so I'll let um it it is a BOS service so we don't need to go for an RFP okay so can we T can we table this or how would we do this what's the recommendation to because I don't want to agree on $95,000 oh I'm going to hand it over to um legal go ahead so if this is a if this is a bosei service and you'd be signing on for koser for this service they're typically for a year if you want to take a look at this I would recommend tabling it that's right and looking at uh the an opportunity to R okay so I would like to make a motion to table this and I would
039also like the board I'm sorry let me just what it's going to say what's gonna what I'm going to have to do is resend the motion that's on the table um well no it's a motion she's uh you've moved and seconded correct right it's I've been moved and seconding movement motion to table right so it's appropriate while the motion is pending okay go ahead um okay so I I I think you guys understand what I want to do I wanted but the other thing the second caveat to this is because they're not going to be doing websites after this year the board should think about hiring an you know an employee as an IT director that could take over this role because we know this in July so I don't want to be in a
040situation come next year that we're like we don't have a website person so I'm just is alerting the board to this now thank you um also like to make a comment uh because this is a b service bis has vetted or gone out for an RFP for to solicit from various firms so while syntax may be one of them there may be other firms within both se's that we can follow up and see where they are and maybe make a decision then thank you Dr chot want to say something thank you can I add to it um we just have to be careful whether because boses all subscriptions are done around the end of April so we have to make sure that we didn't already sign this agreement I would we have sound if it's
041isn't the contract for the school year July 1st to June 30th why would we have signed a contract in April so the B the Bose's budget has to be submitted in April and voted on all school districts must submit their budgets to bosis so they can vote on it in April yes um in addition I think the point is well taken to build our IND District capacity to carry out these tasks I would like to point out that centax is instrumental in producing the district's calendar which after tonight is going to syntax once we get the pictures that the Board of Education completes tonight that was the last piece we will waiting on and they are going to syn tax and then will be sent out to print um so there are some processes already
042in motion in addition the four quarterly newsletters that are printed and distributed to the community are published by syntax I would like for us to um work toward building our capacity Point very well taken however there are some projects that are in motion that could be delayed and there are some changes that could occur if we do not move forward with them I just wanted to make that statement of awareness um council is there a way can this be a hold over while it's tabled my recommendation is to table it while the board gets more information and we look at that issue in ter terms of whether a koser was signed at the time when the Bose's budget was submitted whe the district has committed itself in any way and bring back further information to
043the Board of Education as to its next action with respect to this matter I would like a time frame on that when can we expect that today is Thursday you know knowing that we have to move quickly so we're going to move on we have the next meeting that we're going to have so probably by our next meeting because oh no I would think it would be Oh you mean by wednes Wednesday is not a meeting it's no no no our next meeting would be in August so oh I would think that that's way too long I would like I would think that we would need an answer in a few days no no I'm not I'm not saying about the answer can come sooner but in order once we get the answer we make
044we cannot make we cannot act on it until we get together to meet again so we we can get an answer in like say seven days hypothetically but we cannot act on it until we have another meeting you see what I'm saying Madam president may I yeah go ahead I can confirm that the coaster was signed or or syntax in April so does that mean this vote doesn't mean anything I'm gonna table it are we Bound by this are we Bound by this now but us we have to find out so we we have you have to find out in terms of the koser and whether this is whether you would be in effect terminating the ker or taking any other action with respect to the ker right so I need to I need to
045need to investigate the status of the contract and you'll see if there's any penalties or something with that to okay thank you and so what I meant was that he can give us an answer but we can't take any action until we have our next that's ref this I will say this that I'm not a fan of having special meetings or emergency meetings but if they're think I don't also don't want to prevent parents from getting a calendar so if this is something that needs to be moved at I'm letting the community know like I would be in favor of calling a a quick emergency meeting if we need to appoint a different um publicist or a PR firm so when we get to that point we'll fure that point out let's take advice Council
046so motion yeah yeah motion is on the um there was a motion to table item so can I have a vote on motion to table the item yes oh sorry second oh can I second I could second I no I moved it second yeah that's fine all those in favor I I I so this Mo this will be I will be table can I do I through Z together 4 I through 4 Z can I do those all together um I have something on R so can we take it before that to Q all right so 4 I through 4 q I'm sorry I have something on o but maybe okay I'm sorry I something that's okay that's what I'm asking 4 I to 4 n can I have a motion for agenda is 4
047I through 4 n please some of that was Wendy KES was first second Carol see a second any questions regarding these agenda items see none all those in favor I I motion carries 70 Kevin motion for agenda item 40 please I'll make a motion that's Wendy was that Megan I'm sorry Megan was first lizie cretz with second discussion on this item yes sorry um I'm just trying to understand the line a little bit better um I'm reading it to say that we're going to pay h2m um as a percentage of the construction costs as stated in the contract but I didn't I was in privy to the contract so I just wanted to understand what that percent of construction fee is um and then is this specific to just the middle school project or is
048this overarching anything that comes up over the course of the school year Dr tpit I'll give it over to you and you can pass it along this pertains to the middle school project okay what's the percent what's the fee percentage on the construction cost 5.8 and what is the construction cost the construction cost is uh the general construction cost uh initially is estimated until we get you know the bid come in and then they adjust it according so what is the estimated cost oh no we haven't buil that we haven't bid it yet but the project is going to be I think one $4.1 million and and what was the percentage again again I apologize 5.8 but when we get the bits and then we we we get a contractor it will come down based
049on what the construction cost is is that um Engineering Services during construction or is that also construction Management Services would we end up with a separate construction manager as well we will end up with a separate construction management cost that would so that would be an RFB that will go with yeah we put out an R FB said that we never appointed a construction manager for that project is that included the man the project manager cost in the 4.1 million yes it has to be okay just um just in terms of the contract terms I believe h2m has a slotting scale so if you have other projects that you plan to create within the school year um they would also if you have a project that contract would be amended to also provide architect services
050for that contract based upon the SL scale in their contract um so there is there is the kind the project that they're working on currently but just to be clear there may be other projects and if there are other projects approved by the Board of Education they would be the architect of record for that project as well and the sliding scales within the contract it's a percentage based upon how how much of the construction cost is so it's based upon the of the project their fee actually goes lower based upon the higher projects so we can provide that to the Board of Education thank you okay thank you any other questions regarding this item are we is the middle school project going to happen this year is that indicative of this the project is now
051at the state so when we receive approval at the state level it's that that we can go out for bed and that should happen pretty soon and that will line up the contractors and it will happen in the summon of 25 okay so the state's had this since for like six months at least yes it takes a long time yeah and and have we gotten comments back from the state the comments go directly back to the Architects to respond to so we're not so but you've seen the comments I have not seen the comments yet there's like two or I don't even think they've picked up our project yet it takes a while yeah it's there's like two or three people that work there and it takes forever thank you that's not uncommon thank you
052yes it's pretty inefficient any other questions all those in favor I I I motion carries 70 um can I do p through z together or anything needs to be done separately I have something on R and W all right so right can I have a motion for agenda items four p and four Q please second I'm sorry I didn't hear who Leslie thank you lesy critz when con any questions regarding these items no see any hear none all those in favor I I motion carries 70 can I have a motion for agenda item 4 R please I'll make a motion that's Megan messon is first second Chris n is second any discussion on this item I just have a question about it what this is security consultant what is what is this for like Dr
053talber this is with alarus Consulting Group they provide us with the consultant for which is which is now a reduction to two days a week he was here four days a week yes going into the 2425 school year it will be two days but what's his role uh his role is to work with the uh various schools in the district around emergency preparedness their company Works in tandem with us for production of the safety plan okay and um he also does tabletop exercise trainings for the Emergency drills in the various schools thank you any other questions on this agenda item seeing to hear none all those in favor I go ahead I I motion carries 70 I'm going to do agenda items 4S to 4 V together moov it Winnie canestro is first second Carol
054SE second any questions regarding these agenda items seeing and hearing none all those in favor I I motion carries 70 can have a motion for agenda item 4 W please moov second Wendy canestro is first Chris naron is second any discussion on this agenda item yes um it is typical that the um assistant super of business and finance is usually the district records off um records access officer um I'm not sure why it's different here but I'm recommending that the business official be the district records um access offic so which would be in align with other districts um I hear what you're saying in terms of being the line in other districts and I'm I'm okay with change but in the past we've we've had it like this so I just need to understand um
055beside being in line with other districts um what would be the reason for changing now that's just my question okay I'm I'm never a fan of saying we've always done something this way you know yeah but you just said that you just said it was always always done in other districts I'm saying it's typical that this is who the district records access officer is that's usually the person that handles this and that's that's like the best practice is that the business official is I don't know what else to say about that it's a best practice I understand what you're saying but you just made the comment that just because we've been like that we doesn't doesn't mean we have to do it like that sure we don't we don't have to do it like that
056but if it's a best practice I'm not sure why we're not doing that but if it's if we if we have had no issues with it before why do we need to change it that's just my question if we've had issues because I think an administrator should be doing this I think the business officials the administrator and should be doing this okay any other comments on on this item right um all those in favor I wait wait wait wait I'm making a motion to change I'm sorry let me make a motion to change the district records access officer to the assistant superintendent of business and finance Miss batti I just want to does council have any input on this so we have a in terms of the re records access officer uh I've seen school
057districts have it with the the business office because that's where the majority of the records reside that are responsive to that are responsive to foil requests so I I have seen school districts have the records access office um in the business office uh and have the uh assistant superintendent for business be the records access officer uh because that's where most of the records that are responsive to foil requests reside um but it is a organizational preference because I've seen some school districts decide not to do that because the foil requests take too much of the assistant superintendent for business's time so they move it to someone else so it is it is an organizational preference but I do that there are other school districts that have it with the assistant superintendent for business because that's
058where most of the records reside all right so we have a motion to change um to the assistant superintendent for finance and operation instead of the district clerk so we'll go with that motion first so Winnie kesal just did that motion have a second for that one second all right making so we're going to vote on the assist superintendent for finance operation being appointed as a district records access officer best the v i i i anyone El so I hear Wendy canestro me messon and Caroline Fanning as a yes any knows would we consider tabling it to gather more information to make a better decision you right now you need you need you need this Ro you need this role it's a it's a we can't table it it's not an officer so it doesn't
059hold over you can change it any time in the future right but you you have foil requests coming in all the time so it's something that you need right now yeah and and in the past I know that in the past as a community member the business um official office did handle poils also so that that has happened in the past during while I lived here all right so right now we have on the table um three yeses to change to assistant superintendent for fin finance and operation but also legal has just stated that if we want to look at it down the line again we can so it doesn't mean that we are yeah this is a this is discretionary you can change it at any time in the future yes all right so
060um right now I'm going to say no and then I don't mind more discussion on it so I'm saying no I'm not I'm I guess I'm confused like what more discussion not discussion but I I want to look at it this a little little more I'm not ready to say yes I'm ready to change and it can be changed at any time soon no I I'm I'm not um disagreeing that you could change it at any time I'm wondering what it is that you're looking for that you would need more information on this so what I'm looking for when you stated that it was best practice by other districts what I would like to see is exactly that I would maybe like to maybe talk to other districts and see how they use this person
061in this role over the district clerk maybe why did they switch from one versus the other so that would help in my decision-making process in terms of doing that sure so I'm a no right now I'm a no as well no no right so the motion fails to change so I'm going back to the original motion of Melissa Duran as the district clerk to be appointed as the district records access officer when I had Wendy keser as first Chris n a second um all those in favor on Melissa Duran as a district clerk appoint as a district records access officer in terms of yes I'm going say yes yes yes um Carol seof Chris nering and Leslie cretz are yes any knows no no no Megan messon Wendy canestro and Caroline or no so the
062motion carries now I'm going to can I do agenda item 4X down to 4 PP together does anyone need to do anything oh I'm sorry I do 4X to 4 BB together um can I do 4X to 4 BB together yeah yeah I have a question I guess you'll have a discuss discussion once you do all those okay sure so I'm doing 4X to 4bb together can I have a motion for those agenda items so moved Carol seof is first second Chris n is second any discussion on these agenda items I just have a question so it says that the director of pupil Personnel Services you know is in this role but I we only have an interm right now so um that would cover it even though there's an interm and a director right
063now I'm asking which role is this you're looking at director of pupil Personnel appointment of the Medicaid compliance admin oh Medicaid compliance officer how how does that work that we don't have a permanent person in that position right now so in terms of compliance this is a designation so an interim can take as an employee can take that designation and complete those duties okay and and permanent appointment okay thank you so I have the um director of PPS when someone comes in that person just take over any the questions on this item hearing none all those in favor I I motion carries 70 can I have a motion to table agenda item 4 CC please move it second Wendy canestro is first Megan is second all there's more information there's more things that we want
064to look at in regards to um CC that's why we're tbling this this item all those in favor I I motion carries 70 right can I do the rest of from DD to PP together does anyone need anything done separately I I just have a question on one can I have a motion for agenda items 4 d d to 4 for PP sure move it Wendy is first second Carol SE off is second any questions on any of these items school aid specialist o can somebody just um elaborate on this so zero yeah because you know we have a lot of like these Financial I know this is financial management we have internal audit external aitor claims auditor Financial Consultant business person what is this for and do the school aid specialist and Miss Bui
065can give more detailed information is instrumental in our reimbursement and perhaps Medicaid in stat would you like to elaborate um he goes behind the scenes um and gives us the information that we need because as you know much of state aid is based on data so he will analyze it he will call us and say you have to look at that data very well and we go and revise it as needed so those things generate a lot of state aid and as you know this school district we get a lot of state aid so those numbers are very very important um I guess my question is is that not something that you and Mr Frasier can do sure so if we have two people we have a business official and we have a Financial Consultant
066why are then we why are we then paying $17,400 for a third person is this something we have to do I mean I thought we're to save some money because I don't have access to the data that is generated by boses he has access to th those kind of data and can go behind the scenes and research things and tell us what to do in order to generate more State I don't have access to that data SCH school districts in general don't have access to that or is it just am none of them do no he goes behind it okay thank you and I should also add that he specializes in this area so he's the expert doing this thank you any other questions or comments on this right seeing none all those in favor
067I I I motion carries 70 right can I do 5 a 1 through three 5 b 1 and two and 5 c 1 and two all together or does anyone need them done separately oh all the fives yeah that's fine can I have a motion for agenda item 5 a 1 through 3 5 b 1- 2 M5 c one and two so mov second Leslie cretz is first Carol seov is second any questions on these items no right all those in favor I I I motion carries 70 can I do agenda items 6 a through D all together so actually I'm going to go all the way down I'll do 6 a through six G all together can I do that I have a comment on a 6A um do you want it done separately
068or do you want it just you have a question will will that it well I'm not sure but okay so what'll do I'll just do it separately then okay all right Kevin mtion for G item 6A please move it Wendy's first Megan is second any discussion on this item I'm I just wasn't sure if it should say gcio and gcio if we're going out to RFP should it just be left as with District legal council I was going to say Council for for 6A it has down um gerso and gerso under um authorization for bind insurance coverage so it would be us until until that point we until you have it for the for the same term as our current contract which would be till September 25 okay thank you any other questions or comments
069see all those in favor I I I motion carries 70 can I do B through G yeah an H sorry yes I'm sorry I'll go all the way down I'll go B through K can I do them all together um no I have something on I okay so I will do yeah I'll do 4 B through 4 h have a motion for AG item 4B through 4H please so moved Carol C office first second Megan was second any questions or comments from 4B through 4H I'm sorry six I'm sorry sorry so 6B through 6h I apologize so Carol was first for B through 6h and Megan was second any comments or questions on these items all those in favor I I motion carries 7 z um you want an I done separately I and J
070or can I do them together I and J have a motion for agenda item 6 I and 6j please so move Chris ning is first second Caroline is second um discussion on these items yeah um so there are a lot of policies that we have you can't go you know I I was told you know I could review them online but there's discrepancies online between the print workk and the attachments so um we got a policy book but the policy book is about six inches or more eight inches I'm not sure so I couldn't go through them I did want to ask Council about this um how to proceed because there are policies in here and and first I will say that you know it is our role we're we're a legislative body because we
071make we create policies we have to enforce them make sure they're po followed um and I was told by the board president that we don't need to know you know review these before this meeting or any meeting so that was concerning to me I said I said there's no need to have know the entire policy manual by the reorganization meeting that was my statement or any meaning right even but this is our this is our job this is one of our main functions as a board of education so I find that concerning and when I went through this I took the time I couldn't go through thousands of pages but I will tell you that it's concerning to me because it seems that the policy manual has been rubber stamped approved year after year and
072I'll use an example policy number 2510 is the organizational chart that's from 20 to 21 with Dr Kelly and almost all the administrators aren't even here that are listed on it and they board members that aren't listed on it um there are there's um a couple of oh no was that 2510 yeah I think that was it oh no that was 3210 I'm sorry there other ones that have conflicting and then they some policies within the policy it lists a past District Clerk's email which you're not supposed to do I mean you can reference if you need something to go to the clerk but you can't put an employees email on there because employees change all the time so I have a lot of concerns about this and I want to ask Council how do
073you proceed because I mean some first of all some of these policies haven't been updated since like 2010 I found a lot of them and I am concerned that this has been passing every year with review I know for a fact one of them is outdated by four years so how do I Pro how how would you recommend proceeding on this so before Council just quick um um clarification this is the only the second year that this has been or or the third year this has been part of the of the process we never did um reop of board policies and code of conduct like this so just for clarification so it hasn't been okay I I appreciate I understand what you're saying but I'm just making okay I appreciate you're saying it's the only
074time that it's been on the agenda this board has been placed for four years a lot of these members so but in those four years this this nobody looked at these policies they I mean this is one of our main responsibilities one of our main jobs is to make sure the policies are up to date we create them as is needed or we amend them to become current I have concerns for some you're right that this is part of our one of our major responsibilities as a board member and one thing so to say that we have we have Tred to do board meetings we have done policies meetings but we have not been proficient in going through the entire policy manual so that is absolutely correct and that is something that's been going on
075and it's something that will be corrected for this year so we have identified it we are aware of it last year we tried to take care of it but there were too many things that were happening and so this year this will be the main mission to update the policy manual so yes we are aware of it so Council go ahead and just L update in terms of is this something that we do need to reopt or do we not need to be adopted these the I just like to make a comment before Council says something um I've been coming to board meetings for four years and in four years there was only one policy meeting before that financial crisis was identified I'm glad to hear that the board will move forward I think we're
076all here to move the district forward and that's my hope and that's one of the reasons why I ran and you know I'm elected to help move in this direction but again knowing that some of this is incorrect what do we do my recommendation is I will Pro I could I would provide the Board of Education with the list of policies that are required to be you reviewed annually and have those as the priority for review right there's no obligation to reopt your whole policy manual but for example the code of conduct should be reviewed annually the purchasing policy should re be reviewed annually I'll provide that list to the Board of Education my recommendation would would be to follow uh to review those policies first right um okay and one more thing one more
077that we have to also review as well okay thank thank you for that both of you um one more thing that I want to say is nisba which is a New York State Schoolboard Association does audits of policies it is a service you have to pay for but they go in and they go through your whole policy book to see what's outdated what needs to be updated maybe some policies that are mandated that we might not have I understand that it's an expense I think it's something that we should look into I don't know how much it is off hand I mean if it's exorbitant obviously we shouldn't do that but being that things are so outdated it might be something this board wants to consider and I I know from previous years that I
078think was 2020 to um to Wendy's point we received a number of policies from nisba that were recommended new policies for the board of education for all boards to re um review so as we move forward what can be looked at is to find out have there been any additional new policies that have come out in 23 and 24 and even for 2425 that they would like to recommend yeah they usually they usually provide our Council usually does if it's mandated I believe Council passes that on to us nisbar will also if if you contact nisbar they will also do it as well because I know for previous District clerks that's what they did they contacted nisra and they provided all that information that that's a good start thank you so we will we will
079provide that list to the Board of Education we will also uh speak to dist to the district clerk to see what service you currently pay for if you have nisba you may be already paying for a service I think we are and there may be a backlog of policies that should be adopted so we'll also address that issue okay all right so the motion is on the table to so wait so you're saying we should we should approve this though or are we are we breaking out what you just said the code of conduct because why am I approving something that I know is wrong I guess that's what I'm asking so I know that I know that the code of conduct and the key is this if it was not in the policy man
080it was not aligned the code of conduct we definitely did last year as well as the purchasing policy and the the three that you're required to do we definitely did those three oh no I'm not arguing with that what I'm saying is the the resolution is reopt of board policies and code of conduct maybe we can amend the resolution to say code of conduct purchasing whatever and and take this board policies out because why why am I why would I vote Yes to something that some things are wrong do you know what I'm saying should yes so we can amend the resolution to just include the code of conduct and the purchasing policy both of which I know are annual reviews yeah there's another one that's an annual review and then I'll provide you the
081list and the next meeting will provide uh a review of those those annual meetings those annual policies there's there's a third one too yeah um there are several one question on the purchasing policy you know some of the meetings last year during budget season um I think that the board might have said that they were going to review the purchasing policy or tighten it up um uh has that happened I that was mentioned um I know last year that we did that was definitely one policy that we did review so I I know that so I know it's definitely done so I'm not too sure but that was mentioned during the budget season so was it done during the budget season was done prior we we reviewed them prior so we have to review them
082again yeah so the all these policies even the ones that we definitely have to do um there's three that you are required to do and there's others that they strongly recommend that you do on an annual basis and so um the three that you definitely have to do by state law those were definitely done there's others that recommended that that we do so I'm fine if we just want to um because I have a motion on the table for the read-option of board policies and code of conduct as well as of the reopt well the read-option of the purchasing policy is just by itself by itself so can we amend that I I don't want to vote on all board policy I I understand so I have to go back okay I have to go
083back because the motion was was placed on the table um so I'm going to have a motion just through resend um 6 I and 6j because we need to resend it because I have to do it separately now you have a you have a motion on the table right for both of these and second yes so you so you're looking for anot a motion to amend uh the both policies SLC code of conduct and just make it the code of conduct so so for sixi has um read-option of board policies and code of conduct 6j says just read-option of the purchasing policy so it's really a amending the agenda to remove the read-option of the board policies so you don't have to amend the agenda you're just amending this motion to remove reopt of board
084policies okay so amending the motion remove to remove read-option of board policies I'm mooving we don't have to do it first because it was already done right your first and second to amend okay that's that was Wendy and I heard Chris nearing so I have a vote on that amendment I I I I it's 70 now I'm going to vote for um the amended U motion which is remove the reopt of the board policies and it's just going to be code of conduct read adoption of code of condu code conduct ruction purchasing policy that's what on the table now okay I'll make a motion Wendy canestro is first second Caroline is second all those in favor I I motion carries okay now can I do 6K byself that's the only that's left yes Kevin motion
085for just got speaking to the mic we did I know I know we did reduce our memberships with many other associations right remember we did that so this was savings yes from the board have a motion for agenda item 6K please that was I think Leslie second Carol have any questions regarding these items yeah um I I think that the board mostly uses nasau suffix schol board associations that's where we get our training from um they're actually excellent and the New York State Convention is through the New York State School Board Association I know that nisba sends us emails with clips and everything I haven't gotten anything from the New York State caucus of black school boards or the reform education you know the refit or the National Council the school board members the national
086black Council National Hispanic Council um and that being the case I would um make a motion just to adopt the Nassau suffix Schoolboard Association membership and the New York State School Board ass Association membership so I know with the other memberships we typically will get that information at starting of the school year so typically at the end of the school year we don't get anything from the all the ones that you have mentioned but once the school year starts usually it's like in August to September we start to get more information from those following organiz can you explain what it is is it email is it emails or upto-date information is it or is it on workshops um usually for um each them all start with the New York State caucus of black school board
087members that's an organization that um you'll get notification via email about meetings that are taking place um do they cost anything to attend no okay no there there there's no cost there's usually a meeting that occurs at the nbor Convention as well but there's usually anywhere between two to four meetings that take place um every single year um they've been responsible um in regards to um putting up different workshops at niso conferences that relate to diversity equity and inclusion and that they've been doing this for like the past 10 years so that's them in terms of National Council with school board members for national black Council as well as National hispan counil typically for both those organizations we will receive information about um us it's via it's all via email so there's no meetings that
088we um attend for those two organizations but it's just literature that we receive the email from the okay because I was going to say nasau suffk and New York State usually offer workshops too that are inclusive of those things so you know do we want to reduce the cost and and and I'm just asking the board you want to continue with these or I I do want to continue with them that that's just me um we we had decided on it we already reduced um the cost from a number of things so I I want to continue with them because they have been beneficial information that we we do receive the email from the organizations yes and um New York State corkus the black school board members were instrumental and getting nisba to offer workshops
089related to diversity equity and inclusion yeah but the other the other school boards do that too NASA suffk and York State offer the same thing because it is organization that's why they are offering more of those things we were the ones that first started with offering these types of workshops from nisba well and then nisba picked up from there I understand but I'm just saying that's not the only place to get it they other place so I know it's it's it's neg not that it's the only place what I'm stating to you is that at the niso conferences this organization was the organization was the one that did it but also more importantly they were the ones that lobbied and advocated with nisba for them to offer so they don't they don't do separate things
090there are separate meetings that take place there's separate presentations there's no course there's no fee so the amount that's paid here is amount that's paid for all school board members to to be part of this organization okay and so there's when you attend there's no additional fee for any type of Workshop or any type of um anything else that they offer okay and I'm just also um interested in hearing about the national Hispanic Council since the district is majority Hispanic what what is it that they offer most most information that we receive from them is all via email and it's usually tip different types of articles that that we receive from them okay so maybe we can look at keeping the New York State caucus of black Schoolboard members that membership and then there's a
091national black Council I mean maybe we don't need both of them maybe we could reduce the $900 and keep the $400 I think what you should do this just my opinion I'm not going to say you but I think what the Board of Education should do is to First find out for this year what these organizations offer right um find out if it's something that is you feel is beneficial and if we still continue to feel that it is beneficial then we continue for next year we don't feel that it's beneficial the next year we won't continue with these different organizations so I don't I'm not in support of getting rid of them because you're not completely familiar with what they what they offer other part too is that if there's any conferences of these
092two organizations by paying the speed to attend the conference is a lot L I understand I'm just saying my goal is to save money and always look at money you know cost savings I think the goal for all of us is to save money and I think as we move forward if there's different ways that we can save money then we can save money I just think this is an item that we need to hold on to and then look in the future and determine this year whether or not we want to continue going forward um there's a motion on the table um all those in favor I I I I all those opposed motion carries 70 can I have a motion for agenda item 7A please motion I think that was Megan first Chris
093near in a second um any huh well let me let me get let me get past the seven I'll go to eight um all those in favor I I I I I motion carries all right now I'm on eight can I do eight a through C together yes all right Kevin mtion for agenda items 8 a through C motion second Winnie's first Carol is second any questions regarding these items seeing and hearing none all those in favor I I I motion carries 70 have a motion for agenda item 9A please motion second Wendy is first Chris is second any discussion on this agenda item seeing and hearing none all those in favor I I I motion carries 70 I'm up to the 10 all right so for um 10 a b c and d um
094um I'll call for a motion and then we can do a discussion in terms of Who Wants to be on on these committees can I have a motion for agenda items wa can we take them separately sure can I have a motion for agenda item well if I do them can I do them all together because if we're gonna well I have I have com okay if you want me to do the comments on all of them okay yeah together all right Kevin motion for agenda item 10 a through 10 d motion Wendy's first lesie cretz is second so can we have a discussion on these items please yes I'd like to be on the policy committee please I would like to be on the policy committee as well I would like to be on
095the policy committee okay so that's three people and I would make a recommendation that we put a policy committee meeting on the calendar um fairly soon I agree um so at least Wendy and Chris for the policy committee um Safety Committee we need two board members I'll be on the safety that's Carol and lesie I I have a comment about that the Safety Committee well can I can I I'll keep going can I just do the well can I do the other committees and then we can comment about oh sure sure Wellness committee I need to I would like to I was hoping for safe you want safety okay so Megan and Carol for safety Leslie and Caroline for wellness and the board typically does the whole audit I'm making a recommendation that we H
096we we uh solicit for two community members um that have experience with finances to be on the audit committee and I my recommendation is for us um to look at establishing a budget advisory committee and and tasking those individuals with um certain things and I know um Mr Frasier has done this before in a previous District so my recommendation is to do that because in that committee there's a if you establish that there's clear things that that that committee would be responsible for doing and I feel it would be more beneficial for our district to do that as an order committee we tend to meet whatever two to three times a year we get reports from internal external auditors um and I feel that the budget advisory committee would be of more of a benefit
097to our to our community than the audit committee um I have two things to say about that you um my experience is with the budget citizen budget advisory committee usually open it up to the community and you ask who wants to be there and they come we don't really have a you know we've never had a limit on that in my experience um as far as the audit committee I still stand that I think that we need two community members there are a lot of smart people in here and the board is just monitoring the board with an audit committee we need outside people's eyes on this too not just anybody I mean obviously somebody that has strong financial background to do this and I think it would be a benefit because I don't know
098why we're in charge of us like there should be other people's eyes on this so I I feel that first what we need to find out from the budget advisory committee like what would be the roles and responsibility of that particular committee and what they would be tasked with um having looked at other um school districts that have budget advisory committees they clearly Define what their roles and responsibilities are on that particular committee they're they're tasked by the board to look at certain things and what I've looked at in other districts they've been very beneficial with information that they've done typically what they do do to your point Wendy is that they do look for individuals who have some type of expertise in this area of Finance to be on that particular committee so it's
099not just a committee that would come together arily it would be a committee that will be tasked with certain roles and responsibilities and they would be responsible for reporting back to the board of education on a certain time frame based on what the board establishes and providing report to the public on what they um depending on what we have tasks them with I feel that that would be a lot more beneficial than than the audit committee so I think that we should look to see and hear what what that committee could look like and then um Implement that committee as soon as possible maybe look at implementing that committee maybe in August of this year so therefore they could um they could we could implement it and then from that point start to solicit to
100have people to be on that committee and they can start being selected and start that committee could start roughly maybe in late September early October so they could be with us for the entire year to to your point I know that you've talked to other districts that have done this but actually my other two districts that I served on the board of education actually did do this and I was on it for I don't know 20 or 30 years um usually you do invite the committee you don't you know you invite the community you you don't limit people that want to be on it I mean I think that we have to not get in habit of just like selecting certain people for certain things I think there are a lot of people in the
101community that want to be part of things and I think that there has been some interest at meetings of people you know um really seeking to be part of committees and I think it's really important for us to listen to our constituents and I know that people have expressed interest of being on the edit committee and um being on the budget advisory committee and um as you said you know it's the discretion of how we want to do it um so and uh this is kind of why I wanted to take it separately because I have things to say about each one of these and it's kind of getting muddled right now so I'm making a recommendation that the audit committee be amended to have two community members to solicit two community members I want
102to say about the Safety Committee um you know my experience is and for anybody that doesn't know I've said it before I'm not going to be a broken record but I have served on two boards of education and we always had police and fire representatives there too Safety Committee is the most important Committee in the district right this is about the safety of the students and the staff and everybody around and what what what we do in these different scenarios and having the police and fire representative there fire member there has been really crucial and critical and really helpful to the school district I would ask that that be amended to include um a representative from the police department and the fire department and I would also ask that we have a buildings and ground
103committee which is uh you know a lot of districts have that I think it's typical because what happens is and I'm just going to use an example like we should have a building tour every year and every September the board should walk around we we do do that Wendy we we do that in August okay so I just want to go on to my point with the buildings and grounds so the buildings and grounds it's not just a one-time thing of doing this tour what happens is they report monthly and they talk to the director of facilities or they might visit the school with them and they come back right so I'm just going to use an example the night of the election I was in the school and I went into the bathroom and
104like two locks were broken it's very simple to fix but if you have eyes on it and they and we're reporting on it we can probably streamline it fast faster to be fixed I think it's beneficial for us to be in the know of these things and I also think it's you know it it benefits the students and the staff so so I don't know how to do this legal like I have recommendations to amend some of these things do I make a motion because this is kind of so what I'm going to say before the motion is made in regards to your comment about about an additional committee I think for any additional committee even like with the budget advisory committee or any additional committee I think information needs to be provided to the
105entire board so therefore they can become informed about what this committee would do do what the roles and responsibilities would be for the budget advisory committee that would be an advisory committee to the Board of Education if we're looking for another committee to be a standing committee then as the Board of Education we need more information about that committee and what that committee would be responsible for in regards to the Safety Committee in terms of mending to add any additional people once again I think before we add before we add anyone else why not look at what what we believe the roles responsibilities would be about adding anyone else to these committees so you you stated in your other District these are the things that you did but once again let's look at more information
106and legal can answer this question is there any issue with adding people to the Committees that are not here on the agenda as we go forward we can say that we' we received additional information what we now want to do we want to add someone else to the Safety Committee to be definitely be part of this committee we want to add someone else to be part of the wellness committee so that's my question can we add some additional people to the committees as the board becomes more informed about what else they would like who else they may like on the I I just have a question for that we need more information about adding a police a police person and a fire fire representative like more information we have schools in several different areas um
107when we have schools so if we added individuals to to the committee if we're looking at the police department are we looking at suffa County Police Department are we looking at the amville Village Police Department right we're looking at nassur County Police Department because we have Northwest where part of that is in Nassau County for Department are we looking at the Village the police Village fire department are we looking inv both so can I can I just so I'm just saying we need to let's look at this more before we start adding people that's exactly because I just want to interject one thing as far as the safety committee goes I did serve on the Safety Committee the last four years as a board member and for many years previously as an ATA member um
108it meets monthly the director of facility fa facilitation is that each month as well as a teacher from each building police and fire have been in invited the director of facilities also acts as a liaison with the police department and the fire department and you can't expect them to come monthly to each meeting so I have to say that it did work in a very comprehensive capacity we should also have parents on that um unfortunately over the years parents were invited and they could not get attendance from P from parents I'm sure if we put it out we might be able to get parents on this or Community that's fine but you have to remember that they meet uh usually right after school ends no I I I understand what you're saying I mean your
109Point's well taken but I think it's something that I I guess I'm asking Council can I make a motion to amend adding other people onto these committees like parents should be on a Safety Committee I mean why wouldn't we ask parents to be on a wellness committee why aren't we asking parents to be on these things so uh with respect to uh I the first one is your audit committee your audit committee is subject to a board policy 6690 that provides for membership by the board of education so uh my recommendation with respect to changing the audit committee is to change your policy okay so I had a policy meeting okay understood uh with respect to your other committees I don't know if your other committees are also subject to policies there you have S
110and advisory committees a policy uh with respect to Citizen advisory committees so U my the policies are not required to be part of your reorg agenda so it's it's something that you're doing discretionary uh you can make amendments to uh resolutions with respect to uh your your safety policy your Wellness committee uh but my recommendation is to provide me with an opportunity to make sure that the changes don't conflict with anything you have in policy sure okay and then and my recommendation would be to bring that back right so so you could look at it like and then maybe the next meeting we could add it to the agenda as old business okay all right so so at this so my my question is this why can't we we vote on this and and then
111and like you said you have to look at the policy but if we want to add individuals to these committees we can add them to the committee so we have to if we have to revise the policy in order to do that then we can do it so therefore we can move forward with some of these committees before you know what I mean that's what he said I think he said the audit committee is dictated by the policy but the other ones aren't but he's going to look into it right but my point is why can't we go ahead and approve the individual board members and approve these committees as is yeah and then yes I misunderstood that then so all of them for I'm agree for a b c and d correct okay yes
112so the motion is on the table we're not going to amend anything right now we're just going to vote for it council's going to get back us and then we could put it on the next agenda okay yes what do you mean put on next I think that you said that you're going to get back to us to let us know if it's any conflicting yes I'll will provide the board with ADV recommendations and advice respect to the appointments of additional individuals to these committees and that can be brought back at and we can add them to the Committees correct so we can vote on what we have right now but we but joh I'm sorry but does that have to be added onto another agenda's old business to be voted on so it has
113to be by resolution yes correct okay all right we're good every went understood we're good okay all right so we have the motion we have the discussion so as of right now it's uh Lisa Wendy and Chris for the policy Carol and Megan for the safety um Leslie and Caroline for the wellness and the entire board for the order committee right all those in favor I I I motion carries 70 have a motion for agenda item can I do 11a and can I do 12 together can you can you please take it separate all right so have a motion for agenda item 11a please so move Wendy is first Leslie is second allthough oh discussion sorry um I am voting no to all these cell phones everybody has a cell phone now we're looking to
114cut back money there's no reason that we have to spend money on this this is cost savings I'm going to vote no go ahead there are positions who are lift listed um the only person to my knowledge is the superintendent of schools who is in possession of a school cell phone can my cabinet members affirm that you do not have a cell phone principles do not have cell phones okay is it is it in your is it in your contract that you have to have a cell phone my personal contract yeah because you just said you're the only one with a cell phone is that right I don't think it is I think it is is okay I'm still going to vote now um I currently do have a cell phone and if I wasn't
115going to be president I was going to give it back um my preference is I like to keep my cell phone separate my personal cell phone separate from from school board business so um being that I got reappointed as board president I want to hold on to my my cell phone so therefore my personal cell phone can be my personal cell phone and the school board cell phone will be the Schoolboard cell phone I mean anybody could really say that right we could say that to any of the assist assistant superintendant they want to keep things separate with separate phones I mean all these positions are are could be privy to it I mean everybody has a cell phone now I mean we have to we we as a board have to look to cut
116things this is an easy cut the the expense of the cell phone is not that much and as of right now I don't want a bunch of I don't like a bunch of Schoolboard stuff on my personal cell phone okay so should we all do that should we all get a cell phone I mean I mean I just with all due respect people people can make a decision how they want to vote on it as as of right now and you can make your own decision but for me personally that's the reason that I have the cell phone I never had it before um this was the first year they actually picked it up sort of Midway because it was just so much that was coming in that I did not want it on my
117personal cell phone okay I just want to make the point when we say it's not that much money little things add up to big things that add up to $3.6 million definitely any other comments on this item I would like to add that there are some positions where you need to be able to get in contact with them so if they have an issue getting their own cell phone for whatever reason there it is and they needed the district cell phone then because they need to be in contact then they both have a cell phone I understand that they have cell phones now but personal telephones for whatever reason you could have an issue getting a phone for whatever reason if they needed a school cell phone to have access or that we could access
118them then I would say that it's necessary we're only talking two people districtwide little money adds up to Big Money any other comments on this all those in favor I I no no hold a second I gotta get I gotta get the the yes first hold on um Chris nin who yes yes Carol yes Lis say yes U Megan no Wendy no Caroline yes Leslie um the motion carries 5 right can I have a motion for a item 12 please motion second lizie critz is first Wendy is second any questions regarding these items pleas yes I wanted to bring up the fact that we we have um typically had two meetings a month some of these we went to one meeting which is good but we label them work sessions the first meeting there is
119always action item at these meetings there's always board resolutions at these meetings it's really a board meeting that's labeled as a work session according to council's contract they in the retainer they attend regular meetings why wouldn't the district save itself money and call it a regular meeting because it's a regular meeting and so I am asking that we do not label these work sessions anymore because there has never not been an action item at a work session so um to Wendy's point I I understand what she's saying and I do agree over the last several years almost every single work session there's been some type of um board action or board voting that that that we were doing on that we did so I mean once years ago years ago it was there was no
120actions that that were taking place so I I don't know what else we could we could term it I mean but um I'm I'm just I'm not I'm not disagreeing I'm just I'm not sure how else we we can term it because the original concept behind it was exactly that that that we would take the time to discuss the items that would be on the regular agenda and it was just that and the thought process was maybe there was something else that we could work on you know during that session maybe was establishing goals or something like that we could work on it but it has evolved into voting on different things right so the question is and I think it's going to take time for us to go back to what originally was so
121the question is what else do we name it um well I just want to say a a true work session to your point is there's no action items that's really where you're supposed to deliberate I've been attending meetings for four years and for four years the work sessions have had action items on it correct um so what do you label a meeting that has resolution and actions you label it a regular meeting so I'm going to make a motion that we change the work session title to regular session and I also have another comment on here um I'm not sure are are the budget meetings supposed to be listed on here on this calendar because I don't see anything identified as budget meetings I think budget meeting should be standal loans as I think we
122learned from last year they were very lengthy so does this include budget meetings or are we going to do Standalone so go the budget meetings are included um mindness thing the budget meetings are included in here okay so I'm going to make a recommendation that we don't include the budget meeting with the regular meetings the regular meetings are lengthy as they are the budget meetings went on till almost 10 11 o'clock at night things are really important people are really engaged right now which is a great thing for the community and for us I think so I think that it is very difficult PE their parents that have young kids at home people have to work the next day to include it on a regular meeting I think we should learn from the past right
123moving forward to move the district forward and to do things better and improve upon it I would make a recommendation that we add at minimum two Standalone meetings to this so the budget so um what we can do is people need to look at their calendar in terms of I I don't disagree I we we look at the calendar to determine what two dates we want to add and in what months we want to add those dates to make sure that the entire board and and the cabinet will be available to attend those meetings so I'm I'm not opposed to it it's fine and making a decision do we want to start it in November do we want to do it in J like so well I just want to say regarding the budget meetings
124you know I know B budget U meetings usually start in February they go to m March I think to accommodate the community and parents we should should have at least one on a Saturday um you know because not everybody can make it at night and they have plans so that's my recommendation I know that you're saying well look at this and add it so that's okay that's fine so I guess um to council am I making a motion to change work session name to regular meeting name is does that have to be a motion right now to change this oh can we just change it or can we just change it so yeah they were just before there nothing different but I I think one thing I would say that if we made it to
125regular meetings there there's a couple things I think that also I know that um administrators are required to attend so we would have to identify which meeting they they they they would attend if they both called regular meetings which is a minor thing but more importantly I think that I think we still should strive to make that first meeting something that's not heavily weighted with items to vote on so therefore if there's something that we want to discuss and work on we can take the opportunity to make that a focus um I'm not disagreeing with you but there's always action items so either we're committing to no action items or if there's action items it does have to be you know listed as a regular meeting no I I'm not disagreeing with you I'm I
126I agree I don't I don't mind it being called a regular meeting I'm just making a statement that as we move forward that what our goal would be is to still limit items that we would have on that agenda so let's make the focus of an opportunity to discuss certain things to do something so therefore it will be more beneficial I don't want to see a whole agenda of things that we're going to vote on and not have an opportunity maybe to address some things that we want to address that's what that's what my my point yes great can we make the work sessions actual work sessions and not put agenda items on them like action items like it's it's been challenging I think it should be the goal to certainly have work sessions and
127deliberations and discussions there are times when there are time sensitive items uh and when that happens we can bring that to the board's attention um there are some items that perhaps just cannot wait to a voting session and hopefully that would not be a regular or frequency throughout the year in terms of budget meetings perhaps we could consider February 12th and March 12th as primary budget meeting and do a combined on February 26 and the 26 of March but but I my point is is that we did do it combined and it didn't really work out for the community the community was really frustrated and tired and we had staff here and these meetings lasted till 10 11 o'clock at night I'm I am looking not to combine these right the 26 and the 26
128you're saying the 12 12 am I misunderstanding you yes what are you saying just make the 12 the budget I'm proposing that we would consider February 12th as a budget meeting oh no action items no board meeting correct great and then the regular session would become a combined session on February 26 great one meeting and the same for March since those are the heavier months in which we're focusing on the meat of the budget great I agree but I I still I still think that but it doesn't it doesn't accommodate Saturday but I was going say I still think we need to look at as we move forward a Saturday meeting because years ago like Tu when we did a Saturday budget meeting it was very very beneficial so I do agree that a Saturday
129meeting would be beneficial okay I also don't want to lose my point about the work sessions though because if council's at if it's in the retainer for them to be at regular sessions they would have to be at both so your policy speaks to regular meetings doesn't refer to sessions and your policy says that the regular meetings have to be established at the reorganizational meeting so you can Dei Define the work sessions and regular sessions as regular meetings yep let's do that and then you can f then you can decide throughout the year throughout the year how you want to focus depending on how you establish the agenda great that works perfect great so so do I have to to make a motion to amend this to not say work session and say regular meeting
130this is not really a motion this is really yes okay so we could just agree to that here so you'll just say it and we to it okay great and I think the part too is that we can always just if the the two February 12th and March 12th are already on the agenda then what we can establish that that that would be a regular budget meeting for those two dates right we can just establish that and then the 26th for February and March would be regular meetings right and then and then we'll look um I guess soon enough to add a Saturday meeting like I don't want to wait so long like maybe we should figure that out you know shortly and we put that up okay thank you okay so we're going to
131vote for the the regular meeting dates um we will change about the regular make it regular meeting for both and then as we move forward so the motion is already there all those in favor I I motion carries 70 I I have one more question I know that was the last thing sorry guys um I know that they're talking about making um students on a board of education we I had done that before I've been part of that it's I was going to ask that has to be added to the reorg meeting if we want to add a student I I think that we I think that we should I think it's a good idea we do it here I think what we should do is um make sure that we we discuss it we
132can always we don't add it on this agenda we can do it on the oras no problem thank you right so at this point in time we just finished the regor agenda just give me one second yes now we're going to all right so Council want to make sure that I'm doing this right that we are we just finish the reorganization agenda we need to go into the audit committee so I'll make a motion to go into the audit committee so you're making a motion to adjourn the reor meeting can I have a motion to adjourn the reorg meeting so moved second let me just make my note here please journ is Carol SE off I think Wendy you were second right so all those in favor of adjourning the reor meeting I I Carri
13370 so now we're going to make a motion to to start the audit committee I adjourned at 7 no excuse me 7 wish 9:51 we adjourned all right so now we are going over to the audit committee right and I have a motion to call the order the audit committee at 9:52 some of Wendy is first second Chris near in a second all those in favor I am not doing the emergency thing because we already did that as well as a pledge allegion at this point in time if Alan you could come to the mic to to Res to us thank you Mr Johnson good evening members of the Board of Education members of cabinet and members of the public uh my name is Alan Yu I am one of the audit partners of the
134firm Colin and danowski LLP uh my firm has been appointed as the district's external auditor of your annual financial statements uh um and the goal of this evening's audit committee meeting is for me as your external auditor to go over with you as the audit Committee of the school district um the uh audit plan for the upcoming uh external audit of your June 30th 2024 fiscal year and financial statements uh we are required to go over with you uh some of the uh the goals and objectives Ives of the external audit uh as well as some of the limitations of the external audit um and we will be discussing auditor responsibilities as well as management responsibilities and I will be review reviewing uh with you uh the the audit plan and some of the uh
135audit areas that we will be focusing our audit resources and focus on during this year's audit uh you should have in front of you a handout material like this okay starting with page three uh the objectives of the external audit uh as the external auditor uh our focus our objectives um and you know is to audit your annual financial statements and issue our Auditor's opinion as to whether or not your District's annual financial statements uh are fairly presented in all material respects in accordance with what we call Gap generally accepted accounting principles uh we are also required by government auditing standards issued by the US government the GAO government accountability office uh because your school district is considered a local government and under government auditing standards we are required to issue a report about your
136District's internal controls over financial report reporting as well as your District's compliance with laws regulations uh provisions of contracts and Grant agreements also uh your District's board of education has oversight responsibility uh for uh the student Club monies are what we what are collectively called the extra classroom activity funds uh the uh New York State Commission of Education regulations require uh School Board of educ a to have annual audits of those student monies as well and so one of the objectives of the annual external audit includes the audit of those student funds and the uh financial statement of the extra classroom activity funds um in addition to the audit of your annual financial statements uh review of your internal controls over financial reporting and the audit of the student Club monies um because your District
137is a recipient of a significant amount of federal Awards you're also required by the federal government to have an annual program compliance audit uh performed and this is known as a federal single audit um and and it involves the evaluation and assessment of the Federal grant Awards uh received and and expended on your District during a current fiscal year um and we have to uh based on those assessments identified was known as major federal programs that would be subject to the uh program compliance audit uh for those Federal single audits we have to follow a set of audit guidelines issued by the usgao again the government accountability office um and the uh uniform Grant uh guidance uh issued by the federal government so just for perspective uh the threshold for a federal single audit is
138$750,000 that's the amount that would trigger uh the uh Federal single audit annual District in this past fiscal year excuse me the last fiscal year that ended June 30 20123 received over $8 million in total federal Awards uh so we do anticipate and a lot a big part of that $8 million had to do with the covid-19 related uh education stabilization fund grants um while it's um winding down now we do anticipate your district will continue to be uh to be uh subject to the federal single audit uh on page oh excuse me page two the audit engagement itself there are some limitations as far as what an external audit of the financial statements can and cannot do uh it's important for me to point out that an external audit of the the financial statements
139is not the same as a forensic audit okay um it is designed to to provide and obtain reasonable Assurance not absolute Assurance about whether your financial statement your District's annual financial statements um are free from Material misstatements whether caused by human errors or even fraud uh it is not the signed also as I mentioned um you know we will be uh issuing a report about your internal controls over financial report supporting uh however the audit engagement is not designed uh for us to provide Assurance about the effect and the effectiveness of your internal controls um if during the audit we identify deficiencies in the internal controls uh we will we are required to report those conf those deficiencies to those charged with governance which of course is the Board of Education as well as management
140uh however the objective is not for us to opine on the uh effectiveness of the internal control system itself and therefore our audit report will not include an opinion about the uh about the internal control systems Effectiveness um an audit of the financial statements and external audit of the financial statements in involves sampling uh the risk assessment phase will allow us to test your internal controls and identify potential areas with higher risk or significant risk of misstatements and based on those um risk assessment uh we will uh select audit samples from various areas of your financial statements and based on the results of the testing of the AIT samples uh if we do not identify any exceptions we will accept the results of the AIT samples as representational of the population if we do have
141exceptions identified in the initial audit samples then we would expand on the samples uh to see whether or not there is a systemic issue uh regarding internal controls okay so again it's not a it's not a forensic audit it does not include a detailed examination of all of the transactions and it's done on a sampling basis um also there is the the concept of of materiality materiality is an audit concept that's that's based on uh the total dollar amounts of an audited uh entities um budget okay uh we look at the uh either revenues or total assets typically those would be the uh uh the Baseline number for us to calculate a materiality uh amount so in terms of the uh schooter ship that's your size at $113 million budget um the planning materiality for
142an audit is actually quite high it's well over half a million dollars what that means is that uh as we conduct our audit if we do come across uh potential audit adjustments uh we will propose those to your districts management um and collectively as we look at those proposed audit adjustments uh management does have the option to decline some of those proposed adjustments as long long as in the aggregate the the declined journal entries um do not exceed this materiality threshold then as the external Auditors we are still going to be able to issue a clean opinion about your financial statement saying that they are in all material respects fairly stated okay even though some other adjustments may not be recorded now that's the concept of materiality the reality for the Amityville School District um
143over the years that that i' I've been your audit engagement partner uh is that um you know all of the first of all there have been very few audit adjustments over the years which speaks to the strength of um the the business office Personnel in terms of closing the books um where there are uh some audit adjustments that have been proposed they've always been accepted by the business office over the years so but it is incumbent upon me uh you on me to explain to you the concept of materiality okay any questions um turning the page to page three uh auditor responsibilities we have a very broad uh our responsibilities are broad because we have to follow um the auditing guidelines issued by both our profession the aicpa uh as well as the uh federal
144government the um the in the form of the government auditing standards um and the single audit Act and the uniform guidance issued by the Office of Management and budget of the federal government uh and these auditing standards change quite often um and so uh and so we have to uh every year uh make make sure that we're staying uh on top of the changes with the auditing standards and making sure that they're being applied uh while we perform our audit uh we're also required to communicate to you uh any significant matters related to the audit or identified during our audit uh maintaining our independence and ex exercising due Professional Care throughout the audit which means basically we don't just take um you know answers to our questions on its face value okay we will inquire
145uh and based on the answers we receive we will verify by looking at supporting documentation uh in terms of of Independence um you know I've been in the business for many years now more than 30 years and I've worked with many business officials uh Mr Carl Fraser is is one of them so yes you're you're on Auditors responsibilities right that's the slide that you're on uh yes page three Auditors responsibilities correct okay thank you okay so I'm actually talking about the last bullet point maintaining Independence okay um the point I'm trying to make is that over the years uh I've always had uh very good work working relationships with various business officials U because that's what's necessary for us to complete the audit uh but I have always maintain my Independence and I uh we
146as an auto firm understand our role and our responsibilities are to report to the Board of Education okay so we do not sugarcoat uh if there are uh deficiencies that needed to be reported uh to the board of education and to the audit committee we have always done so and um you know we would I would offer my guidance to uh business official to to the administration as as to how to implement certain corrective actions um so um in in terms of Auditors Independence uh this is one of the requirements uh that we as external Auditors must maintain and I assure you that uh you will continue to receive that from me uh turning to page District Management's responsibilities um provide required information for the annual financial statements so uh meaning there cannot be any
147scope limitation on what we do uh if we whether in terms of uh documentation or access to District's uh Personnel uh if we uh feel it necessary to interview uh number of District employees we will make those requests through uh the district's management uh through the business office um and we expect uh full cooperation and we have always been receiving full cooperation from your District's business office so uh I will expect the same again um the second pullar Point here overseeing non-auto Services provided by the Auditors I.E the preparation of financial statements schedule expenditures of federal Awards and data ction form so this has to do with the actual final product or one of the final products uh that we will be issuing um at the end at the conclusion of the audit of our
148audit uh which is your annual financial statements okay um I think as a matter of of of practice most Auditors prepare the financial statements on behalf of their auditees um based on financial records of the audit okay so um over the years uh our profession as well as the federal government want to make sure want to ensure that U Auditors Independence is not impaired by us preparing the financial statements uh because one of Sometimes some of the questions would come up is well these are your financial statements because the business office didn't do it but that's not true because we're auditing the district financial statements you know um and and we are performing a function uh that is not considered not a function in preparing the financial statements so uh uh we are allowed to
149do that and we and the district does not need to go out and get a third-party consultant to prepare the financial statements as long as there are adequate safeguards in place both at my firm's level and at The District's level um so at The District's level um the the individual overseeing uh preparation of draft final statement service must be uh must have the skill sets and experience uh to be able to review the draft initial statements and understand what's being done um and be able to understand the uh any additional adjustments that that have been made to the financial statements and you have that uh in your business official Miss buatti because of her experience over the years uh and on on our end at the at my firm we have have a separate quality
150control team uh that would go over two levels of review of the dra final statements they're independent of the audit team um and in addition uh one of my partners uh will act as a second partner review of these dra fincial statements um so that we can feel comfortable that our independence would not be impaired uh it's an important concept because while we do help you prepare the draff financial statements um it is still District's responsibilities as far as the financial statements are concerned and we will ask the The District administration to sign the representation letter at the conclusion of the audit uh basically taking ownership of those financial statements um with regard to internal controls uh it is District Management's responsibility to make sure that you have adequate internal controls in place that will
151help you prevent uh and detect fraud um as well as to make sure that the district is in compliance with laws and regulations um and towards the end uh if the as I mentioned earlier there could be AIT adjustments proposed it is District Management's responsibilities to make sure that the that those audit adjustments are recorded and reflected in your financial records uh methodology and an audit approach basically the audit um is done into two phases there's the initi in the initial planning and risk assessment phase as well as the testing of your internal controls um it involves uh updating and the the uh our understanding of your District's for the current fiscal year being audited whether or not there have been any changes in Pro procedures and policies uh we do that by interviewing District
152Personnel uh identifying their current uh procedures identifying internal controls or the lack thereof um and confirming the um existence of internal controls by uh performing either walkthroughs or more detailed testing of the internal controls on the right hand side of this page there are some of the key internal control areas that we are uh going to be evaluating and testing um we will also be reviewing your uh board meeting minutes uh to help us identify key financial information that will need to be reported and included in your annual financial statements um after this initial phase uh we will then identify those areas with uh more significant risks of material misstatements so that in the fall late summer early fall when we return to perform the substantive part of the audit turning the page um those
153are the areas that we will uh focus on um some of the audit areas that we we anticipate uh to to focus on will include payroll and related liabilities of course payroll being uh the largest cost driver uh along with uh employee benefits as and special education area uh so those are the areas that we will be testing uh making sure that uh the uh liabilities at yearend um are properly recorded uh and not understated or overstated uh Revenue recognitions and receivables again making sure that uh revenues and receivables being recorded at year end are valid and that you are going to be able to collect on them um federal and state Grant expenditures um again because of the focus from from the federal single audit that is an area that we will start testing
154as well you you have a special Aid fund um the district has a special Aid fund that's used to account for those federal and state Grant expenditures and we will be uh testing that area capital projects expenditures and other area that um uh we will be testing the expenditures as well as the commitment a yearend uh to help ensure that the district's Capital project expenditures are staying within the uh voter authorized amount um there are also um additional reports that the district's business office does not maintain but you have to obtain from outside third parties and they are required for your for inclusion in your annual financial statements so your Capital assets inventory reports Actuarial reports as well as pension Actuarial reports um all that information will come from outside party later on uh some
155usually in in August sometimes even in September um once those reports become available we will be uh auditing the disclosures and the amounts within those reports uh after that substantive testing field work phase uh if there are AUD adjustments we'll review them with management and uh once they are agreed to by uh by both the Auditors and your District management we can then proceed to help draft the financial statements and then I will come again uh before the audit committee to go over those audit reports in draft format uh and answer whatever questions the audit committee may have regarding the uh the audit reports at that time uh the federal single audit report um the due date by the federal government is actually nine months after the close of the fiscal year so from June
15630 2024 uh you count 9 months the due date is Actually March 31st 2025 um because of the importance of and and the and the focus by the federal government on how the Federal grand monies are spent we typically perform the program compliance audit after the financial statements audit um has been completed so we typically will do those Federal single audit compliance Pro program compliance audits in the spring okay in time for the uh for the report to be uh finalized and submitted to the federal government in the spring any questions so far fin only the yes go ahead no I was gonna say you're very thorough thank you I'm sorry um I appreciate that thank you but the last slide um you know typically if there are any new accounting standards I would let
157my client know about them uh so this year's audit there is one gasby gasby stands for governmental Accounting Standards Board it's the equivalent of the FB on the on the on the commercial side um even though in the past that in the last couple years there were a couple of uh pretty major new accounting standard that became effective which you know which um you know took a lot more longer uh for the districts to uh to be able to finish the the financial statements in the last couple years and thankfully for this June 30th 2024 year end uh there is only uh one um accounting standard number statement number 99 and really it doesn't it really does not go is not going to affect your District because it really this Omnibus really just serves to
158clarify some of the issues and questions uh that uh came up during the implementation of of some of the previous uh newer Accounting Standards so uh that's my presentation I've left with you also at the final page that's the contact my contact information um you know should typically uh if audit committee uh if the audit committee has uh a need to reach out to uh to me um you know typically they would do so through the chair of the audit committee um but also um that is not to say that you individually cannot reach out to me if you have uh con concerns um about you know certain areas that you'd like us to uh look into during the audit um you know I welcome any input from you thank you does any board members
159have any questions uh no thank you okay thank you I appreciate your time and your attention and I look forward to meeting with you later on this year thank you Alan thank you thank you for sticking around good night welcome and I have a motion to adjourn the audit committee motion hold on second I 106 Wendy's first Chris is second all those in favor I I motion carries 7 Z can I make a motion to wave The Pledge I'm I'm definitely going to wave it um just I know we've been sitting here for a while I'm not too sure if anyone just needs to go do a quick break no let's just go oh let's just push through go so you have a motion to call the meeting to order at 1018 Mo moved Carol
160and Wendy all those in favor I all right I'm not doing the The Pledge we already did that Dr tala I'm gonna turn it over to you because we have a presentation yes we will continue with our presentations we had communicated with the community that we would give a brief overview of our financial status for 23 and 24 so as you know we are continuing to navigate a fragile budgetary landscape we're currently experiencing a slight upward CH trajectory and so it's modest and it reflects our Collective efforts to manage our resources wisely and prioritize the needs of our students uh Miss B W is going to give us a brief overview of where we stand today understanding that our financial status has es and flows we're communicating with you where we are currently thank you
161and I promise I'm going to be very Qui thank you it's been a journey and although we struggled through it I think we are beginning to turn the corner and this is a collective effort as Dr Talbert mentioned I want to take this opportunity to thank the girls in the business office for an incredible job they walked to me every two hours to report what the fund balance is and I also listen it's not been easy but to take a deficit of $3.5 million and bring it down in one year wasn't an easy thing to do but we all struggled through it and I want to thank the board and everybody here for your patience um at one point I Didn't Know Myself whether we're going to do it in January you can see from
162in January we were around this area then we started climbing up and we go down but it looks like we are beginning to move upward and it is encumbered upon us all to continue that Trend so last year we were looking at a deficit of $3.6 million the deficit is always reflected on the expense side of the budget not the revenue side right now even though this number is kind of low because on average our Auditors expect us to to end the year with about 2% Su loss but we had a tall order so going from a 3.6 to a positive balance was really a tough tough thing to do so this sorry the 3.6 is our audited fund balance from right now we are sitting with a positive balance of8 $481,000 now we have
163a large encumbrance is because we encumbered pretty much everything that we worked with last year but this number continue to decrease and as it decreases the numbers the amount spend goes up as of this evening I was looking at $1.8 million in encumbrances I'm hoping that some of the encumbrances will also be released but don't count on it because sometimes some weird weird invoices show up for example if we have kids who are displaced and get permanent and housing in our district but continue to attend school in other school district that school district can turn around and build us and sometimes you don't know because they themselves have to wait till the end of the year and make sure that they get all the attendance numbers correct before they bill us they are supposed to
164inform us that they will bill us but they are not required to tell you the exact amount that they'll bill you so all those things hang out there and that is the kind of adjustment that the auditor was talking about we go back and forth all through the J July and August until we finalize the numbers so it doesn't mean we are not facing challenges we are and our major challenge continues to be in our special education that is a huge Challenge and it is all due to the tuition and related course for students who are placed in out of distri program and through the courts and settlement agreements we have to look at those things very very carefully but this year we started to take AC what we started to do is to look
165at the related Services bills that we receive from our providers our new special education director met with all the related Services providers and the superintendent and myself met with some of them as well if that service is not on a student R please don't bill us we are crosschecking everything and in fact we were able to reduce some of the bills from some of those vendors if we have related Services providers provide services for students in the schools if they come to the front doors they have to sign in and we have to see that their time sheet reflect the services that are been charged by these vendors we are looking at those things very critically and most importantly if those services are on kids IEP then technically the district can seek reimbursement from the
166state and those are some of the things that we are looking at very carefully too we sat down with the special education department review the IEPs of every student calculated it who is the one to one Aid whether the one to1 Aid is receiving health insurance benefit from the district or pays a role in determining the cost that you can assign to every student and all those and as you I when I get to the revenue side of the budget you would see that these filing of the stack form which is system for tracking and accounting for student is critical in increasing our state aid today we talked about Transportation expenses this is one of the areas that we've also been looking at and thank God we have a new person coming on who has
167a good understanding of Transportation as well we want to reduce some of the requests for Vans stops and looping those Services even even though you may even though it cost 89 cent $89 per Loop it adds up I look at every bill and when I'm signing them and I see 10 loops on one bill alone that is a lot of money we've got to do something about it and I'm happy that we have somebody coming on board who will be helping me to achieve this goal we also want to look at the routes if two buses are going on the same route can we combine the two those are some of the things that and we've been working together very well with our contract vendor and when my new Mr Spence come on board these
168are some of the things that we will be doing and then we've been talking to neighboring School District about sharing bus routes to out of District placement in fact I call one school district this week and they were very excited about the idea of us sitting down and looking at all our route and seeing how we can combine it it is not an easy thing because your goal is to get the kids to school on time so combining route to be done very well the two homes have to be very close together in order to be able to pick the kids and you also have to be mindful because you don't want to keep the kids on the bus too long so it's it's it's it's a technique that you have to take and you
169have to look at it very carefully but they were very excited to talk to us about it overtime and building use this is something that Dr talet herself look at very critically and I look at very critically if the overtime is not preapproved you're not getting it it's something that we have to be looking at on a daytoday basis and it seems to be working building use and security request in fact I was very happy I called some of our resident and I shared with them some of our concern and I said is it possible for you to reduce your program by two by 1 hour and they were receptive so we call our resident we talk about commun use of um the use of facilities and they are ready to accommodate our request to
170cut back on the hours one of the things that we did this year and I've been talking about it for some time now is to look at the 2425 bu if I've been talking about the main budget driver and this year like it I'm going I have to go back I'm sorry the main budget driver is special education and this is taken care of in the budget if you go to the special education budget you can see that the numbers were increased to accommodate all the drivers that we talked about previously during the budget discussion now we have to talk about the revenues right now we are seeing our revenues go up mainly because of interest income our state a we have not receive the final State a runs here we think when we get
171the final St it run this number will also go up so all together we are seeing a positive trend both on the revenue side and on the expense side of our budget this was the audited revenue report from last year you can see that we are projecting a deficit of 704 on the revenue side the main reason why we are seeing the deficit on the revenue side is because when we experienced the deficit last year they had to crawl back the appropriated Farm balance of $1.4 million true we have Revenue increasing by $695,000 but when you take it out of the $1.4 million that we did not use or we did not get or was removed we have a deficit of but as I see it now all our state is not in yet so
172I'm projecting that our state aid will come in a little better than we had estimated if the state aid comes in and the last run will come in the final run which will be used for the audit will come in around August we project that this number this deficit will go down so all in all the revenues will go down will go up and the expenditure side we will see also the district go heading in the black I have a question you're saying your revenu is a negative 700 $4,000 but you have a surplus in the expenditures real life what does that mean you're saying there's negative there the other you look you look at the two sides separately on the expense side how much do we have in the fund balance currently what we
173carried over was $656,000 that's what we have in unassigned fund balance but if this number should go up because we project that we'll be receiving more state aid then the numbers will work out very well so are we in the black right now right now we are not but we project that by the end of the summer when we receive all our state aid this number should go very low okay so I'm just confused by this presentation sure it looked like we had a surplus this looks like on the expense side okay this is the revenue side like a bottom line are we in the red are we in the black so we're in the red right now by how much are we in the red right now if you take the $481,000 and subtract
174the revenue side from it the 700 we and the read by3 and something, if you minus the two but if we get more revenues I I understand what you're saying but as it stands today we're in the red for 300 something thousand okay um I are you done yes yes yeah go ahead go ahead okay um I just want to make a couple of comments thank you so much for this I think that we've been waiting for this um as far as the controls you put in place um reviewing IP trust checking the IPS with the vendors the vendor time sheets um not approving overtime moving facilities you know use not on the weekends I think it's great I think it's a move in the right direction I'm not sure why we weren't doing that
175before we can't look back we only can move forward but um that could have saved us a lot so thank you for looking for at that now um as far as special education having this big deficit you um the kids are entitled to a free appropriate public education and if we aren't meeting their needs that's why there's such an increase and I I think I mentioned this to the board before I'm hoping that we can improve upon our special ed to try and meet the needs of the children in the district to keep them inhouse that's my what I hope our goal is our Collective goal is um and I see that like so we're in the red for around 300,000 now but we might not be by August yes but we C we cut
176all these staff 70 people to make up for like millions of dollars but were we really millions of dollars in the debt because this is for 23 24 the excessing occurs 2425 correct so were all those cuts really necessary because you operated with just you're just just over by just the deficit is just like $300,000 and that included the funding for Northeast and all of our staff so all of our staff really didn't need to be cut so what is the plan for bringing back our staff and field trips full trips we already work that into the additional money that we got from um the state okay we reinstated so we have all the we reinstated some of the tra yes we reinstated some of the St uh Miss B let me clarify that so
177with the $2 million that was re um given to us by the state we were able to bring back some clubs and inal sports yes we're able to do some field trips this summer through our Reco Grant matching funds so we are still looking to bring back oh so we some field trips no okay so I guess like the very obvious question to me is if we're only 300,000 in the red we cut all these jobs but we didn't really need to right that that equaled millions of dollars didn't it you you you have to look at the 2425 budget without those cuts we would not have been able to balance the budget to begin with we are talking about two separate years we are talking about 23 24 and 2425 if we did not
178make those CS remember we had other cost built into the 2425 budget including health Insurance including the special education cost that we just talked about so if we did not cut the the two sides of the so you're saying if we didn't cut if we didn't cut those staff the budget would have been too high and the and when we wouldn't went over the T okay I understand okay um let me just see one other thing um with the busing that you're talking about like consolidation correct we use educational busing are these other districts using educational busing or they have private their own they own the buses they do use educational too so that would be a savings because we we reduce the the the busing okay yes potential savings if there was it would
179it would be potential savings if we were able to coordinate it correct okay and um I know that busing is about $9 million of Transportation which is very crazy I am very hopeful um with a uh a new Transportation person that that will be evaluated and we'll have some good news soon about that thank you thank you thank you any other comments or questions by board members if I can uh just add a little bit to what Olivia just mentioned if we go back to 2223 we all know that there was a deficit of three and a half million dollar and the concern by the community was where will we be for 2324 are we still in the same situation so this presentation tonight was very positive in terms of showing that the district is
180making a turnaround fairly quickly after the 2320 the 2223 uh results so while we are still finalizing the performance we are looking at positive positivity in terms of expenditure uh lower spending than budget or expenditure when Wendy when you asked the question about where are we in terms of overall we have to look at expenditures separately from the revenue so on the expenditure side we are spending less than what was budgeted in terms of looking at fund balance there is where the revenues come in because if if this the numbers presented tonight for the final numbers we would be using part of that 6 and $52,000 of unassigned fund balance to make up that deficit on the revenue side okay so you have to look at it separately revenues and expenses so fortunately we're still
181working through the 2324 numbers and as was mentioned before there's expectation that we will close that gap on the revenue side and if it happens that way then in terms of unassigned fund balance let's say we make up the $1.4 million then we expect to see uh a continued unassigned fund balance of approximately 56,000 our goal is to get that number higher the state provides allows districts to have 4% right where we're not even close to that theot okay so the goal is to rep yeah to replenish it so in the budget uh Provisions were made to cover some of those higher expenses for example special education where there were costs that we did not anticipate that's causing some of that additional spending we have to provide for students who are in our district uh
182for their special needs so we have provided expenses or a budget to cover some of those um unanticipated course in 2425 hopefully we'll see a better result once the end of 2425 comes about because uh the hope is that we increase our fund balance or unassigned fund balance and the expectation is that that will happen outside of any catastroph that would be great news I I have a question about charter schools have you do you have a number has there been an increase this year we have not received the enrollment yet but if you recall if you recall last year when I prepare the budget I put in for two four more spots I increased the number by formost spots so hopefully um this year we wouldn't be beating like we were beating the last
183couple of years um CH school is very difficult to predict because any parent can you know where did you get those numbers about when will you have that it's becoming to It's Beginning to trickle in because one of the schools actually sent us their enrollment last week we are waiting for the remainder and as you know there's a new chatter school in um very close to us and that is also drawing on the students that um on some of our students so it it's it's a very difficult problem um but hopefully this year it wouldn't be as difficult as it has been in the past yes and also to point out often times we're build for students or parents who've indicated an interest but until they are uh dropped from our roster we do not
184honor the billing so we are cross referencing and double-checking the numbers that are presented to us as enrolled students in the four Charter Schools who build our district thank you thank you Miss B thank you I'm going to move to um commity excuse me Community input regarding agenda items only at this time I I'm not sure what's out that way you can just find out if there any attachment for any agendas out that way go ahead uh good evening Matt Grace 85 Craig Road Isel terce um I just wanted to ask about uh a Selter agreement we had submitted two Selter agreement the ATA recently at the same time one of them is on the agenda which is fantastic the other one is in reference to grievance um which uh we filed step three back
185on March 21st our contract states that we get a board hearing within 15 school days which takes us to April 16th we haven't had that hearing we've been stuck and we were hoping that the second Selter agreement would solve the issue of of this grievance so not seeing it on the agenda and uh again not giv our Board hearing to allow us to then proceed to The Next Step at arbitration um I was just wondering if there was any information on where that was go ahead so I've reached out to your lrs and we'll have discussions about your proposed stipulation thank you in the June board this uh is in reference to the hiring of 38 security guards excuse me could you just give us your name yes Robert fer thank you um last June
186a student from the high school indicated a concern about his safety in the school and even to the extent that the security guards were afraid um what issues are being addressed with that and how are the 38 security guards going to be used good evening and thank you for your question the 38 security guards um have varied schedules some were two days a week some work four days a week they are assigned to the various buildings throughout the school district as well as Central Administration and we do have a mobile security who circulates the grounds on a continuous basis our security officers do receive required training our building Administration meet with the officers they talk about strategies I've personally had meetings with groups of our security Personnel uh to talk about student engagement how to
187build uh a sense of community as we interact with our student Scholars um they are equipped on how to restrain um and how to assist I in any organization you have some who may feel more confident and you have some who may not and so as those Personnel are identified we do have those next steps and conversations with them around expectations and how we can support them in their role or if it's just not a good match what can we do differently do we hire them as individuales or through an organization they're hired individually and at present we have all retired police officers who are correction officers and correction law enforcement security guards okay they can have their they carry no weapons I assume no they are not armed okay thank you thank you hi
188Mar chille just a quick was there no backup with this agenda no p no supporting document was any can you the resolution attach so are they like we so there's no supporting documents for the regular agenda okay so there should be resolutions we're voting no no the community is asking are there any supporting documents for them usually about 10 or 15 pages that go support the back of the agenda are there resolutions attached to that no I think that's all from that's all from the reor meeting there's I think there's nothing the question the question was already asked was there anything for the regular meeting in terms of supporting documents out that way so in that regard I'm just asking what um some some for some clarity here on the service agreement for comply Corporation
189what is that what does it entail and what's the dollar figure associated with that comply is a uh drug substance company uh that's used as needed throughout the school year uh to address concerns and the fee schedule is attached Dr Wade I'm not can you can try to locate that yeah it's exhibit a drug substance company what does that mean drug drug just speaking to the mic so they can hear you drug drug and alcohol testing drug and alcohol testing great okay what's the dollar figure with that well there is a schedule that is attached and it is per test that we have to administer so it's as needed okay and what is it what is it per test um maybe I can just give and the I I think that was on the table
190that's why I had asked for documentation there's nothing on the table it should have been back up there um I can read it I'm just going to ask that like the the agendas be reviewed before they be put out to the public to make sure that they have it the Public's entitled to know what we're voting on so I think there has to be a review before things are put on the table out there so would you like to know the fees what I can do is that when I get to item I can read it out for you or do you want you want to know prior to we get there um go go ahead and read it Dr wait I think that's the only financial question I have on here because I can't
191really tell if it's going to have a dollar figure ass associated with it or not because it's as needed so if we ran a five panel urine drug screening it would be $95 a breath alcohol test is $60 breath alcohol confirmation test [Music] $30 um they have other ancillary fees like if we cancel um prior to them being there because some of these are scheduled so if we have to cancel for any reason there is a fee to that also they have ER on call they have an ER fee as well of $175 an hour if they had to take someone somewhere and uh they have weekend and holidays fees who's they the company comply I so if there was if there was a drug incident and and you're drug testing a child in school
192and that child what do help me out here this is for employees oh for God's sakes okay that's even worse okay so now what would be the average in your history that this bees this company these instances happen what's an average what was last year's average that this was utilized um we used it two times last year for and I believe the bill was like 3 $95 something like that so just for um I believe it was already stated this is only um pertains to C certain individuals so it's not like all teachers or anything like that it's only pertains to certain individual certain individuals and that's why that's why it has to be put in place so it's it's a confidential matter about a certain employee employees and so it only pertains to maybe
193one two or three individuals hypothetically that's what it is so it's not like it goes through all out the entire District right did it die we need another mic because it died hold on hold on so can we change out batter that's how long the meeting is all right it needs to be recorded he doesn't have any yeah hold on second it just needs to be recorded please thank you thank you essentially what I'm saying is every time I usually ask a financial dollar amount just to keep check and balances is it would be great if you had number one the backup and even on the backup it doesn't necessarily always give the figure or anything like that so I probably wouldn't have come up here for $300 I can assure you so that said
194those a little snippet of a little uh key or something to explain what the charge is would be quite beneficial to the average reader to know what we're doing here and how much it costs and give it you know any knowledge is power knowledge is good as we all know so the little things make a great deal and I'm I do I do agree I think that I do agree with what you're saying I've asked for this more than once I do agree with what you're saying I'm just going to say I'm not disagreeing with you I'm just stating that um this one particular item that would be a hard one to give a dollar amount to because it all depends on what's what's needed so it it could state that the range could be
195as low as $50 but as high as right so that would help just say just on average or something like that just I mean you're looking at something you you know like we were looking last year at cell phones it was $119,000 like you I wouldn't ask a question if I didn't have to ask you know it's just everything that you put in front of us is beneficial so that we can make an educated decision an educated question and just move on from there okay and it's um it's kind of refreshing to see a full deck thank you board president can we can we put the cost on resolutions that going forward I know this one would be hard but in general or not to exceed Fe oh my God it's too late all the
196mics are dying so that has been a discussion and the the uh consensus of the board prior was that we would Implement that in August so it is forthcoming um the dollar amounts on the resolutions um as well as a not to exceed amount which has been a rich discussion among the board in the past thank you can I have a motion for agenda item 2c1 please motion so Wendy is first lizie cretz is second any questions regarding this item so just so you know Council just let me know for agenda item 2c2 it is it is can Council just clarify for me it's 2c1 and two is basically the same so we do not have to vote on 2c2 so just go ahead that that is correct so 2c1 and 2c2 cover the same
197matter uh 2c1 provides for the board retaining its right to pursue claims with respect to the amount that it would receive under eminent domain from the Department of Transportation uh 2c2 gives a full release of claims uh council's recommending 2c1 retaining your right uh with respect to the amount received by do under em domain okay any questions regards to 2c1 did you mic the itun um yes so this is uh with regards to the Culvert under mer Road and the raising of Mer road so and then we have the some modifications at the parking lot entrance to the high school so I just wanted to question do we have a good understanding of how this is going to impact the operation of the high school over the duration of that construction uh with regards to
198entrance in and out of the parking lot and buses in and out of the parking lot for yes I thought the construction was like a year and a half um another mic is your mic working Bridget there's going to be some disruption but they were not able to pinpoint exactly what was going to happen um of course New York State Department of Transportation has the eminent domain so when we argued about it there wasn't much that we could do so I don't know it's going going to take a long time we as them to try as much as possible to schedule some of the construction to a time when school is not in session especially when it involves heavy machinery and of course they promis us that they will do their very best but that
199nothing is guaranteed at this point so I would like to table this because I think that we should talk a little bit further with New York state do and with the Community um because I'm questioning how are the buses going to get in and out are we going to have to use West Lake Drive are we going to have to use the neighboring um Town Hidden Lakes parking lot to access and that's that's concerning so make a motion so I think legal is trying to say something yeah so you have a specific time frame yes in which you can accept this uh payment by Department of Transportation and and this is another choice where you have really no choice the Department of Transportation has has a statutory authority to exercise eminent domain with respect to
200this property under these conditions and uh the only issue is whether or not you believe the offer is fair for the amount of the property that they plan to take by eminent domain as is their statutory right so with respect to the amount that's why uh we're recommending the first um resolution because that in in that case you reserve your right to challenge do with respect to the amount with respect to the construction and the do's obligation and right to perform that construction and its statutory right to exercise ENT domain uh their right is pursued to statute and you have no basis to refuse uh their dominant power so my understand they would do it either way yes so okay so so then we should get a good understanding as to what we have to
201do to ensure that the operation of the high school is not impacted if we have to what do we have to do open up Wesley [Music] drive your your mic is not working so I I think that um I I hear um what Megan State what Megan is asking and I think we're all thinking the same thing is just um when they before they go to start the the process the spring of 25 that's when they are going to start before they go to started that we are we understand what would what will happen with Transportation at at the high school so are the buses still going to come in from Merck Road are they still going to turn around will the operation of the with the work on the road start maybe at like
202say 8:30 it only go from 8:30 to one o'clock so therefore the the buses dropping off and and picking up and dropping off won't be impacted so it's things like that so therefore they don't have to go around Avon Lake and come come in that way so is that something that also can be addressed so therefore we as a board will know because either way New York State's going to go ahead and do the work but how can we be prepared and how can the community be prepared for the work that's going to take place we we did discuss that when uh we met with them and they are aware that the drop off and pickup time like afternoon drop afternoon when the buses are pulling out it's about 20 minutes minutes so they can
203stop work to get the buses out and then in the morning they can stop work to get the buses in so in as much as it's very difficult they they know the challenges that we face and they are ready to work with us to accommodate it um I I have a couple of questions if you have to use those Lake that West Lake and East Lake have have we have we like notified The Village because they have those road blocks up there so that the village is aware that this might impact them because I think they're the ones that have authority over that cement block and the second question is we had received an a letter from an attorney for the I guess the condos next door have we at least given the courtesy of
204a reply to them whatever the reply is like I don't know have we asked Council to send a letter or a letter from the board saying this is happening one way or the other just to explain it to them because I think have we done that because I think it's really important that we respond we have to review that with the Board of Education okay so do you know about the letter that we received we have we're preparing a memo to the board okay with with that information and analyzing uh your your options with respect to that request okay yeah what whatever the answer is I just think it's important that we answer people we will we'll provide you with a letter and your options okay and then and then about the money it's $43,000
205we have the ability to negotiate that who does it the business official says Hey give us a 100,000 like why don't we go for 100,000 like it's why wouldn't we do that no so you have you have the option of bringing a claim with respect to that amount then we have to pay lawyers to bring a claim right uh you have to pay lawyers and you have to pay Architects okay got it and if you lose that claim you may end up paying more all right any other questions regarding this item we have to vot it all right so all those in favor I I I motion carries 70 so I can just table John just table 2c2 it would just be withdrawn okay I make a motion to withdraw item 2c2 second so Carol
206is first Wendy is second all those in favor I I I motion carries to withdraw I do have one thing that I just want to I just want to ask the board um I know that there was a question that came up from Caroline about attending a law conference that takes place takes place in July and so if someone wants to attend there's a virtual law conference by nisba on um in person one on July 23rd and there's a virtual one on the 25th and 26th so if someone wants to attend it and if you want the district to pay for it then we're going to have to add it to the agenda is is the law conference I'm going to be away but I might be back for the 26 is it virtual 25
207and 26 is virtual the 23rd is in person so what I'm proposing is that we amend the agenda to add the item that um maybe four people can attend either in person or virtual because if not um the district we wouldn't be able to to pay for it and if all don't go then that that's fine I'm just making a suggest can we do that I I would have to just check the times and yeah and can we get that information sent to us on the on that conference sure yeah okay if you're trying to make a change for my benefit I think it was just a general question I mean this late state right so the the thing I just bringing it up I'm not saying that we have to do it but I'm
208just bringing to everyone's attention that this is what's coming up and if someone wants to attend then we would have to put it on the agenda that we have to approve it tonight there also the nisba conference in New York City there is also a law conference that occurs in New York City in o oober so if you just want to wait to attend that one day conference there you can because basically they're about the same so it's just and that's in October so I'm just I'm just putting out that way because if not then you would have to just pay for it yourself and not being reur there's no harm in doing it now if you approve it and nobody goes nobody goes if you approve it and they want to go they can
209go right that that's all I'm putting out that way all right so I'm just going to make a motion to amend the agenda to add agenda item 2 C three which is the attending of the summer law conference either virtual or in person the virtual amount is $210 the inperson amount is $325 and maybe if we want to say not to exceed um like $1,500 or something to that amount so therefore maybe three people or four people can can attend are we are we okay with that all right so attending the Su law conference virtual or in person right the virtual is $210 the um and the inperson is $325 the the virtual is 210 for for both days and the 325 is one for one day is the virtual per person or could we
210have three people just do it virtual in one room so to answer your question we probably could have three people in one room so no no one's going to pay attention so I'm just if we if we approve it at least it's there and then we don't have to use all of that so no one's going to no one's going to be looking in and to see so yes all right so can I have a motion to amend to add that item Leslie CR is first second um Caroline is second all those in favor I I can I have a motion to approve agenda item 2c3 I amended it to addit now I'm voting all move all right um Chris is first Caroline is second all those in favor I I motion carries 70 okay
211now I'm up to agenda item 3 a one and two can I do those together have a motion for agenda item 3 A1 please Chris is first Leslie is second any questions regarding this item no questions right all those in favor I motion carries 70 Kev have a motion for Gen item 3 A2 please so moov Caroline is first second Chris is second any discussion on this item yes I'd like to speak about this um I think your mic is dead was move pson is it thank no go sorry um okay so this is for the building level leader program um it was a program that was started in 2223 um and it costs a district 75,000 it will cost us 75,000 um next year this upcoming year um to read the job description it's
212the building level leader provides assistance for program coordination implementation and staff development in his or her subject area the leader is responsible for certain aspects of school management as they relate to the department the responsibilities of the leader are delegated from the building principal and the assistant superintendent for curriculum that's the district subscription to me it seems like a luxury item um that the district can't afford yet hopefully we will once we turn the corner a little more um it was started in the year when we ran up the $3.6 million deficit and though I'm sure that um its intentions are good and its potential is good we should just not approve it this year thank you for your uh feedback and for analyzing what we are proposing here um this is an agreement that
213we are proposing with the ATA to support teachers and their responsibilities in the building and there are principles and there are assistant principles particularly going into 2425 we know that we have one principal who is shared assistant principle correction who is shared between Northwest and park um we have one new assistant principal who's moving from Park to the middle school and the high school is presently down one assistant principal in addition down um chairpersons in each of the four core areas and so the um building level leaders are vital um it would not be considered a luxury I think it would close I I know it would close many gaps that we're going to be facing um and we are looking for at on the secondary level one to assist with each core Ela Math
214Science Social Studies enl and special education and at the elementary level we're looking at Ela maap enl and social uh enl and special education on the elementary level so I do propose that the board would consider um honoring the ata's request for this side letter to support the existing staff who will be carrying out instructional duties for the 2425 school year is this like a department head is would you consider it similar to a department head it's similar okay the I I would be okay for the middle school and the high school I don't think it's necessary for the elementary schools uh the teachers would be teaching a full load when they were uh Department chairs they were not teaching a full load so they will be teaching a full load um and carrying caring
215out these duties before and after school and just because our staff are dedicated helping throughout the day to make sure um the instructional needs are met yeah I think we all value staff but um to Caroline's point I mean I think if it's similar to department heads I mean that's that's usually middle school and high school so I would be okay with that I would I would not be an agreement for the elementary schools okay thank you um let me ask Dr Lang just to weigh in on it a little further and then Mr boat to talk about the financial disparity between the department cheers and now building level leaders the cost difference your mic's dead too thank you Dr Talbert I appreciate the moment uh to add uh two things one more importantly for
216us is a project that began three years ago in terms of vertical articulation it is crucial that um as we move forward to continue our our goal to improve academic achievement for the students that the teachers have opportunities to meet with leaders um and that the assistant superintendent for curriculum and instruction have an opportunity to have monthly afternoon meetings or weekly meetings if if need be in order to make sure that the end goals at every grade level are articulated and that evidence is collected for example when students leave Northwest at the end of grade two we want to have evidence that students know understand and can do this and this in ela and this this and this in math then it's so important that there be a bridge between the Northwest faculty and the
217Park Avenue faculty so that the incoming third grade teachers know exactly what's been accomplished and what the grade level expectations are for for leaving Northwest same thing obviously when they leave Park Avenue and um making sure that the connections are strong between between Park Avenue and the Middle School um in addition I want to um bring to your attention that in doing this in the restructuring in eliminating the department shares we also eliminated it at the elementary levels the grade level leaders so these are replacing it was a it was actually a a cost effective means of making sure that articulation is possible and continues in the while eliminating some expensive orow desperately needed positions like chair people and grade level leaders um you said something in interesting you said that these meetings take place
218in the afternoon right so if we're paying these stiens to the building leaders are we paying then all the teachers any money to say after school because right is that yes are we paying them is there going to be an additional cost for the building leaders to turn key this no absolutely not there won't be okay I I remain the same that I would approve it for the middle school and the high school all right so go ahead I just want note that with respect to this side letter this side letter just sets the rates it doesn't actually assign the teachers and provide the teachers the funding right so it's not well I thought it was broken down by how many in each building so if we're approving this aren't we saying well we agree
219with how many in each building I mean that's how I read it the side letter sets the rates but maybe we were told the numbers was that at a memo that's not in here was that separate email was that part of the followup email that I think one of you guys asked for so that's not in the agreement it's it's what you're proposing to the board for appointment then so this is what it is oh okay so then we can we can we can approve this and then when the appointments come we could say what we would be okay with what we would approve or not well of course you always have that Liberty but the proposed plan is to have the six at the uh Middle School the six at the high school four
220at Northwest and four at Park in order to provide the structure and framework and system that we're looking to put in place so for the board's approval tomorrow the postings will come out and then there will be the applications the recommendations by the principal in order to have them in place before the start of school and then I think to your point what you're saying is that once it gets on there makes it to the par then as a board each board member can make a decision whether or not they're going to approve for those buildings I understand I would just like to say because it's hard to say no um it's hard to say no to anything really but my inclination is just to look for Trends date wise like I think of the
221Year 2022 20 23 as when things got off the rail so I look for well what was new that year what did we maybe add that year that we didn't have prior um and this program dumped out at me because it was something we added that year so being as close to you know a deficit as we were just told that we were technically we still are um I I understand what you're saying I just feel that there's other things that we have pulled back on and and I just feel that the that academics of our students are going to be impacted already and I feel that if we um pull this all back then what will we be doing for our our students so that's just just just my my feeling on it and
222I think each person has a different you know perspective on it I mean my biggest concern is just like student to teacher ratios if I feel like you know we need something academics wise it's more teachers in the classroom this to me sounds like an administrative program which I'm sure I don't understand all the nuances of but student to teacher ratio to me is very frightening looking ahead to September yeah I'd rather bring back teachers we W would rather bring back teachers if we had that the funding to do it so me if if this were to get approved tonight could we ask that the principles provide the board with updates of the performance and effectiveness of this program and the the level leaders how often are they meeting how are they getting evaluated how
223is it performing a report like sure of course the board could have that Liberty to ask for um how are we assessing programming and personnel and we would be more than happy to provide that the principles do work very very closely with these individuals and there's an ongoing um measure of progress there are benchmarks that they're all working collect collectively to achieve is there a formal evaluation um I I could not say that there is I would um suggest that that would be something we would have to talk with the ATA more about in terms of this role but there is progress monitoring feedback and those um teacher leaders who take on these roles are really self-starters initiators and um are really dedicated to just fulfilling their responsibilities in closing those gaps I I just
224want to understand this better so the the building leaders are already teachers in the building yes so they already have their classes and they're teaching a class and the building leaders are going to meet with the teachers after class after school ends when is this happening so the meetings that Dr Lang was referring to at all at all times in some buildings we have um they're called professional learning um circles that um periods devoted to professional development built into the schedule in other buildings we have the PLC at the beginning of the day and in several cases that at the end of the the day so the the opportunity for the teachers the building levels to meet with teachers are outside of their teaching duties this is in addition to their teaching duties so they
225would be presenting to their um colleagues um the results of an item analysis or the results of how often do they meet um they could meet five days a week okay but in reality how often did they meet last year at least three days a week throughout this school year for the plc's absolutely okay all right basically it's a support system for the teachers which in turn supports the children right okay we've taken away so much from the teachers you know excess teachers and you know instructional coaches everyone so this would be a Plus thank you the other thing I just wanted to point out that there has always even prior to us having this financial deficit there's always been support and alignment for the teachers and it's been effective for years so I I
226really believe that we should keep something in place um I wouldn't say that that that added to the deficit because like I said there's been support and alignment in one title or another for many many years so I really believe that we need to keep it I mean I I would I think we want student achievement to go up I don't know that it has you know in the results of U of you know the data at New York State Ed that it has gone up a lot so if we've had it for two years and there hasn't been much movement on it is it really that effective and worth worth you know $80,000 all right um any discussion on this item right um I where the oh all those in favor item 3 A2
227I I I so that's Chris Carol Lisa Leslie um NOS any no on this item no Caroline I'm literally on the fence just just kind of I just would hope that we can have like an open discussion and see how it's performing and and maybe get a presentation of the academic performance and thank Wendy yes um I'm going to say yes right now okay but um I do agree with having some sort of reporting back to us and some sort of data given to us thank you can I do agenda items 3B one through three together please yeah 3B one through three is it going to affect your vote Okay Kevin motion for agenda items 3B 1 through three motion second Wendy's first Carol second discussion um I'm going to ask that uh I know
228that we talked about the costs on the resolutions that the rates um also be put on the Personnel action report I just want to make sure we okay um the second thing is 38 security guards I know that we had a breakdown and I went through the breakdown and um there's by school there's mobile and all these other things but not every body's working a full day one day two day there is significant violence at the high school I would like to know on like every day how many security guards do we have at the high school I know it's rotating but every day how many do we have 10 I just saw Mary Steven she has to we have 10 every day so give a give a take are they are they some are
229monitoring the entrance right and are the others like stationed around for these during the day uh yes they strategically place the guards in the hot spots where they need them the most yeah because I see that some of them say mobile are we putting the mobile people at the high school right now or or is that considered into the tent uh it says mobile like I no I know they roam but if that if that's where the violence is happening like why don't we just throw them over there too and have more than 10 no the nine or 10 that are normally at the high school or at the high school so so these these revolving ones that say mobile why why can't we assign more at high school am I right I think the
230mobile probably aren't they use more towards like in the on the after hours so that may not be oh those are for like events or things okay understood okay thank you very much all right any other questions regarding these items all those in favor I I motion carries 70 I have to make a motion to amend the agenda to add agenda items 3 B4 3 B5 and 3 B6 and I will read each them 34 resolved upon this recommendations of the superintendent schools the Board of Education hereby appoints Nathaniel Spence to the position of transportation coordinator effective July 22nd 2024 at an annual salary of $72,000 with a 26 we probationary period and less terminated prior theret in the manner prescribed by lore and the Civil Service title of school transportation coordinator 3 B5 resolution
231resolved upon the recommendation of the superintendent schools the Board of Education hereby amends the resolution adopted on June 12th 2024 pointing Mary Stevens to the position of assistant superintendent for curriculum instruction effective August 1st 2024 for a probationary period of three years by deleting August 1st 2024 and substituting September 4th 2024 it is further resolved the Board of Education hereby amends the resolution adopted on June 12th 2024 approving the employment agreement with Miss Mary Steven effective August 1st 2024 for the 2425 school year by deleting August 1st 2024 and substituting September 4th 2024 agenda for 3 B6 the resolution States resolved upon the recommendation of the superintendent of schools the Board of Education hereby appoints John Kone as interim secondary principal of amville Memorial High School effective September 4th 2024 at an annual real based
232salary of $167,000 with longevity stien of $4,000 and a doctorate stiping of $11,000 prated to an interim appointment ending on June 30th 2025 unless terminated prior there to pursuant to a selet agreement within the 10e area of the secondary principle and be it further resolved upon the recommendation of the superintendent of schools the Board of Education hereby Point approves a s side letter agreement with the amneville administrators Association and John Cardone effective September 4th 2004 2024 sorry through June 30th 2025 unless terminated prior theret in the manner prescribed by the agreement and authorized the president of Board of Education to execute set agreement so those are the three resolutions that are going to be added so I'm making a motion to amend the agenda to add those three some of okay so Wendy canestro is
233first do I have a second second um Caroline is second all those in favor I I can I have a motion to approve agenda items 3 B4 3 B5 and 3 B6 second Leslie cretz Carol seor all those in favor I I congratulations congratulations thanks for hanging so long with us that was a long way to your appointment so um Nathaniel if you just want to stand this is Nathaniel Spence welcome and John kadon yes John now you both can go home yeah on behalf of the Board of Education and our administrative cabinet we welcome you in your new capacities and we're very glad that you endured to get the accolades that are most deserving and we look forward to working with you congrat congratulations can I do agenda items um 3C one through three
234together sure K have motion go ahead on the use of facilities I think there's a it should say through December all right so um is it going to change your voting on it um no okay so can I have a motion for G items 3c1 and 3c2 please some of Wendy is first second Chris is second discussion on these two items yes on facilities use I just want to bring something up so a parent contacted me a young parent they um put in a facility's use form in April they checked back in May and um I guess the facilities Department was waiting to see if the budget passed or not not they then checked back in June to see if it was approved I guess it's a travel basketball team and they practice at the
235park different parks and they wanted to use the facilities indoors for their games they received an email back saying that the district is no longer proving any new organizations their roster is 75% Amity bille um the schools belong to the community so just just just for clarification is is um is that the Mac organization that you're referring to well no it's called um hold on I wrote it down it's called city city rocks I think it's called City rocks but they do have a Mac team but it's not Mac called City rocks but the concern that I want to bring up but to so when they just one quick thing it it's not that's that's none of the things here so that's correct but I want to bring it up but can we can we
236address what's here first and then we can bring that because it's not going to my my question for you is this this isn't going to affect my vote but want to talk about this a minute right but but talk talk about that like later on at the agenda because it's not part of the use of facilities at this point in time because that that item is not on that's not part of the use of facilities right now so my my thing is definitely speak about it definitely address it because it's an issue that needs to be addressed but it's not part of a voting portion of of what's on the agenda right now it's agenda that's my point no problem so definitely definitely bring it up I'm not saying don't we have all the time
237in the world I know we're going to be here for a while um anything else regarding these two items I um I don't know where my backup is right now but I think that there was a markup in the back back of the files that the basketball was from September through December but the resolution said the entire year so I just wanted to make sure I that's too many you're talking about the the three-point play basketball yes three-point play there was a mark the use of facilities application is marked up in the back for September through December and then the resolution said for the entire school year so I just I see I see September 6 to June 13 that's yes so that's what she's saying for the entire school year yeah but then it's
238written on requesting through December did you see that it's handwritten yeah no no on the three-point play use of facilities application it's it's handwritten yeah my handwritten copy State September 6 2024 to June 13 2025 you guys see this do you have something different this is this is what it's not me yeah yeah I think the question is that on the on the backup it it States into June but there's something that's now written on here that's requesting through December so the question is is it through June that we're doing it or is it yeah so that that's the question is it what is that the clarification that we're looking at is yeah I'm not sure we're not too sure maybe we could just get somebody can clarify with them yeah just to clarify we
239we can we'll amend it and just go from there yeah like yeah that looks like something all right so right so it's if if there's any if by chance it has to be changed we'll be updated and we'll make the necessary changes can somebody who would call here oh we have a director of facilities now no what happens is it it falls under a miss miss miss B I believe so we follow up on that one all right any other questions regarding this item right all those in favor I I I motion carries seven Z have a motion for Gen item 3 C3 please so moved second um Wendy was first and I think I heard Chris second discussion on this item um yeah I sent a question this morning to Dr Talbert I didn't
240get any answer though it was it looks like next is yours going uh can you hear me okay um I'm going to try and talk quick this Bose agreement is this for like uh you know when they sent out for whatever beautician like you know for the I don't even it's so late I don't know what not the name of it is you know what I'm talking about no but I I it's it's really late talking about different vocation vocational thank you very much okay is that what this is for because it said there was 152 students for approval I I thought that last year it was like 255 and I know we overspent by like what was it last year that was I was looking for your mic the mic please if it works
241yeah it doesn't work no good mic last year it was in the 2223 school year it that's when it increased from 117 to 139 but last year it was 151 so we're at the same number very close okay yeah I think it's very valuable to the students thank you I I didn't know if it was a decrease or not that's what I was trying to find out okay thank you any other questions regarding this all those in favor I motion carries 70 I have a motion for item 3d1 please motion for 3d1 Leslie second Chris questions questions yes questions on this to find the the treasures report it had on the superintendent line that there was expenses of 22,000 for July what was the expenses for $22,000 this was before Dr Talbert was hired that
242was that covering Dr fail for that mon okay great thanks any other questions all those in favor I I motion carries 70 K have a motion for AG items 3 E1 through five so moved second Carol first wnie second legal you have reviewed all the contracts all those in favor I I seven Z all right um any Community input on non-agenda items they waited a long time for this oh this still works all right uh good evening uh Nik wolf um amville Teachers Association 100 cornor Drive Melville um good evening Board of Education cabinet um and guest uh just a couple of things um one of the things that it is that we discuss with the building level leaders and just to give you a little bit of background with it um we had had
243grade level leaders which we we had at least two on each grade level um back in 2022 2023 when we came up with the building level leaders the goal was is to have the one person that would be responsible for an entire department therefore it would enhance articulation between all the three grades it would also remove the grade level leaders so now you're talking about an actual reduced cost where it is that you would have Ela and math on three GL grade levels you would have one Ela person for all three grade levels you would have one math for all grade three grade levels so we were actually consolidating the positions in order to um in order to reduce cost that it is that was going out because it there was almost kind of a
244little bit of redundancy so that was the reason why it is that we moved from building level leader um moved from grade level leader to building level leader that was the the rationale behind that so the $75,000 that it is that you mentioned um if you take if you look at exactly what it is that grade level leaders costs um that was actually more so that is actually being removed and being replaced so that was the reason why it was proposed um the other thing that it is that I wanted to mention is that um we last had our um a negotiations meeting back in May and just trying to figure out whether or not we were going to be getting any dates or anything else in terms of where it is that we were
245moving forward um really haven't met since um our last uh time in May and I thought that we were going to be looking at some dates where it is that we could have additional conversations I know pass the mic just pass my mic yeah okay thank you all right so he say he G reach out tomorrow too okay okay okay I'm going to be real quick um on the um the uh I can't think the first meeting that you had tonight the reorganization um 7B through e did I miss that because I don't you just did 7A um hold on I to check just go to the next question as we we pull back my time is ticking away um I was going to ask um business on the science stuff that we're still looking
246into that you're going to get back to me on is that money encumbered no it's it's not encumbered I mean I did further research what I actually took the invoice and double check it um to every item the delivery package then I found something strange I found a PO number on the invoice and I said to my I said this doesn't look right so I I I sent a letter to the company and I said that it doesn't if it it is the district purchase order number then give me a copy and when they came back they gave me a bosis purchase order so I found out that there was something wrong there so we are going to tell that I'm not paying it so we didn't pay make the initial payment and we're not
247paying the balance glad to hear that that's good um but we also spoke I also wrote up to the board um I did foil for a typical blank purchase order and a lot of districts put the um no PO no pay clause in it on the purchase order so that was really important we I I brought it up and everybody went like this so if we can get it on the policy committee because you we're doing something with a policy um number it just just recently right you just did it the last couple of now ago you reauthorized the policy you just for um the purchasing policy code of conduct um I don't remember the number off the top of my head but it's something that we we still have to look at again this
248year so we'll do we'll do it we'll be doing you say which one so I couldn't reference the correct I don't remember I don't remember the the number off the top I don't think the number is written on there no all right so we can maybe include the no PO no pay Clause that a lot of districts use how you have to be in the policy um the only other thing I have I asked you that I asked you that um the foiling I wanted to ask about a standard um I'm in the process of foiling right now and to get a reply I was told that the reply was given to all foils um you will hear our decision on a before such and such date which is like August 6 as of two
249days ago so is that standard to just automatically give every foil request a response like that yes it is yes so you don't have to because when I read everything about foils you have three options Grant deny or ask um acknowledge and state a date of when it will be decided on so the initial is a standard 20 business days but if you you are able to receive the information and provide it before the 20 business days that you provide it all right so we don't make a case by case we send out the initial we send we send out the standard initial but if you're able to Res research it get the uh Records that are requested and provided before the 20 business days you provided okay but why would a request such as
250something very simple have to go to Legal is every foil in this District going to Legal first I I don't know if every foil request is going to Legal first uh but uh typically typically you have to for for example many people believe that payments or or lists of payments are should be given out without going to that but uh there's many payments both to teachers for medicine IAL issues for parents or students so a list of pay something as simple as list of payments is it does have to be reviewed what about something as simple as to view the oath book why would it legal have to get involved I want to view a public document why would why and do you bu that because no one's asked that question we just talked about
251that earlier so they I I understand your your I understand the the request I district clerk mentioned it to me we have to take your opinion on that no no no that's what I'm asking oh yeah no no no my question yeah no no no that's all that's oh under the retainer yeah I was just asking because I got alarm thinking no legal opinion means toing no no that's all I wanted to know um and the I it Outsourcing with the Emer the the plan that's being reviewed right now saf districtwide safety plan there you go right usually one this um do we have somebody that fills that it role in the safety plan security it role it's like I I was looking at the plan that you have posted on the for the 30-day
252review yes and it was identifying the IT person as being a key part of plan so if we sort and I don't understand somebody said they Source it out does that Outsourcing take that role in the safety commit our technology lead person yeah we refer to him as director just in uh terminology is outsourced through a company named Land Rover right yes so if it's in the safety plan how does does he work on site yes he works every day yeah just just your your other question so um for 7A right it's bonding of personnel but it's listed as a b CDE e f and g but it's just one it's just a table so we that's why I just did it as 7A so by doing 7A it covers everyone that's in that table
253okay no problem thanks hi Robert fly again two questions um by accessing a large number of teachers due to the budget that is going to impact learning in the classroom because class size is going to go up I would like to have by September a average of class sizes at each level because we know below a certain enrollment in a classroom learning will increase above a certain level it decreases so I would like to see the data on that the second thing is I sent to uh Miss Johnson a letter as a result of the June 13th board meeting and I requested her to distribute it to board members and to the administration have you received that letter I don't remember receiving your letter so I just happen to have copies for everybody I could
254either read the letter or give you copies if you can give us the copies that would be great well see now this is another problem because at the June 3D board meeting there was a problem in communication between the district clerk and you this apparently isn't ongoing problem the letter was sent on June 13 to you personally at the administration building okay and I'm saying to you that I I don't recall receiving that letter so if you have copies please provide it to us and we pass it out I have cies for everyone and it's in reference to how to conduct a better board meeting okay thank you just if you just leave with the district clerk she'll pass it around to us thank you good evening or good morning I don't know if it's
255midnight yet but um Jackin Stevenson so I just wanted to talk a little bit about um something that might help save a couple pennies uh being that I have three children in the district one in Northwest two in Park Avenue they bring home on a daily basis tons and tons and tons of Flyers a lot of them are duplicates uh telling me that Thursday is Best Friend Day wear a green shirt the next day I get the same flyer next day flyers is about I mean the the menu they get duplicate menus you know the the school menu so I'm just wondering I don't know who would be in charge of this but I know you're moving from class dojo to parent Square and is there a way that teachers can be encouraged to utilize
256parent Square more for flyer electronic flyer distribution and thereby reducing the amount of Flyers that you know physical Flyers that are sent out um I also know that parent Square you can utilize parent Square for permission slips um the teachers that my kids had last year I don't think they use that um for scheduling parent teacher conferences so is there a way that that can be encouraged um encourage on the teacher level and as well as encourage the parents to utilize it just a suggestion like I said thank you I think Dr tabbas made a note of that that request hi Mar I'm medville um I know this is not going to be popular but in the past and I know they're probably going to be less this uh upcoming School season uh school year
257but when we have the uh personal action reports and we have the lists of all the events and where they these teachers are be getting stiens and such and it was usually from a grant and the list of x amount per hour etc etc I really feel that as a cost savings principles and vice principls should not be receiving stiens for attending a school event after hours I think they're I think it's ridiculous it's like they're management like they're not hourly employees and they're basically management and to get a stipend for something that's School related children oriented is kind of just dumb especially when the numbers are what they are so I think you really need to consider having management stipend for extracurricular activ activities and consider a cost savings there across the year and
258the years to come and the other question I think I think that um just kind of I think think no I think those stiens were connected with with grants and stuff like that doesn't matter well I'm just I'm just I'm just saying we already talked about it and rested so I'm just if I recall I don't think there was anything that was done that was not corrected to a grant but to your point it's something that we have spoken about prior to the other ones coming on so yes we do I'm glad to hear that and the other thing was just a question regarding the Safety Committee what you were talking about earlier and having the fire uh representative and a and a police representative and you're saying that the meetings are once a month
259so on and so forth and you're really not going to get an you know representative to show up to a meeting every month I personally think that in a volunteer capacity for something like that if it has to do with school safety and a safety mentality I think an officer whether it be a suffi County officer or an amville police officer and amville fireman would gladly show up and maybe they could be a pool of them and have representation at each meeting doesn't have to be one person who's going to each meeting but if you're going to offer it out and say you know it's about kids it's about the UN Community I think you would have people signing up for that task and just assuming that they wouldn't show up for monthly meeting I
260think they would and if and we're not going to know unless you present it to them and ask them thank you any other comments see none can I have a motion to adjin the meeting I have a few things please I'm sorry I'm gonna be really no no I'm sorry I'm sorry you're right now we're I'm sorry legal Dr T do you have anything for the board okay I I promise I'm going to be quick I want to bring up this facilities thing so I I was it's called City rocks they have 75% Amityville a roster and they were Deni am I still there okay they were denied because they said we're not accepting any more new organizations but we have to recognize that the schools belong to the community the residents pay taxes on
261it and that with new and and it was a young parent so young parents are going to have kids coming in more organizations will be formed I would like this reviewed and I don't think that it's fair that we're approving some and not none these are all Amity these are Amityville children they have a right to use our facilities like I don't know why we would say yes to some and no to others so I just ask that we just get more information on it it's called City rocks somebody can look into that I'm just asking if I'm asking Dr Talbert I'm ask but I'm asking that if if there could be more information provided about this particular application what happen so therefore we're all informed exactly okay great um but if I can just
262respond to my knowledge no organization has been denied use of facilities um I certainly would encourage you to have them give us a direct call and we would be more than happy to speak with them and to see what they're requesting um they had there was like an email chain that you could forward whatever yeah I remember there was a an email chain it came to me it was very we did not know whether you see because it's very difficult to verify whether in indeed the attachment the list of names they give the roster is really amille residents and so and it's the address of the organization did was nothing I don't think the organization is in Amityville but I think I think the coach of whatever that team is is from Amityville so that
263particular team's children or players are are from Amityville so if you can get more information yeah correct so but they still should be approved Ian if they're have Bill kids yes but it's it's we have to look at it just if you can give us all the information that that'll be helpful okay I'm just going to tell them to contact you um just a couple other things I would I think that it would be prudent for the board to receive monthly lawyer invoices to see their billable hours since we have such an enormous um Council Bill we do we do we do get a monthly we get I haven't seen them you'll get them we do okay because I've been on since May I haven't gotten anything okay I would like those forwarded to me
264please um um student schedules when will those be ready a lot of districts you know take care of this the end of June when when will the parents receive schedules and classroom teachers so our schedules are underway uh we just recently met with building Administration they're 34s the way there um we should be ready well before school starts I mean I would I would hope that it would be you know no later than mid August you know teachers have to prepare their classes and parents have to prepare you know getting their supplies and so forth um I'm sorry this is really quick I'm the high school and middle school student on the board I would like us to um do that and I know they're talking about requiring that right um I've been part of
265a district that had it it was wonderful um I'm asking um we had um some issue with the calendar not meeting the requirement of the days um and they're talking about um uh a certain heat level for a days off if the excess heating or if turning into remote learning or whatever can we build in an extra day or two for excess heating heat the uh board approved academic schedule calendar for 2425 has 180 instructional days plus three so there are three days where uh if we have an emergency or snow we have access to use those three days the calendar fuxa that you're alluding to was based around testing schedules and students being dismissed early or not assigned to come to school that day based on on regions but the calendar that was approved
266by the board was accurate and the one that the board is approved moving forward Isa but maybe we want to consider that especially because since they're saying they might have like a heat level that the kids can't be in school just moving forward so yeah we do have the three days to accommodate that can I just ask a question regards to that the heat day if buildings have air conditioning does does that mean a a school could still can can they still have classes if buildings have air conditioning and if the school buses have air conditioning I'm just curious I'm not I would think so so if it so and by the way they they're talking about requiring schools to have air conditioning so being I don't know how we would afford that but there's
267talks of that um uh a couple of things we we this was brought up before you know we paid all this money like $188,500 for a forensic auditor it ends up it was a forensic review which is not as tight as a forensic auditor you were going to look into that I I saw the letter the propos proposal it said forensic review it didn't say forensic audit so I'm confused by that um because we presented it as a forensic audit to the community you were going to look into that did you look into that no Miss Johnson I'm talking you said yes as far as I'm sorry yes as far as I understood and what I when I spoke with the guy way back when it was a forensic audit and I believe that they
268reached out to him and asked him was it an audit review and why did he put review on there and not audit and he said that it was a forensic audit so if we can get maybe we can get an updated letter or something that states that it is a forensic order and was not a forensic order that be because his um scope or whatever it was said forensic review um I swear I'm almost done um uh the districtwide safety plan which is up for review I know we're going to have a hearing there is a requirement this year that a school board member has to be on it Janette Santos is listed on it I will say Janette Santos went to everything this woman went to everything but somehow she didn't go to any
269of these meetings so and there were no parents on it listed there were only four or five people I mean this is a really this is this this so everybody understands the districtwide safety pan is basically the blueprints to any emergency whatsoever an earthquake a fire know anything so like this is like really important that we have the right people on there and it has to be updated because she's not not even a board member anymore so that has to be updated um and uh hold on one second um that we have to have the super evaluation tool dictated by our policy in the office by September 10th so I would ask that it's on the board agenda in August so that we could approve it as a board yes I'm aware okay great and
270then the other thing that we had discussed at a previous meeting is at the agenda you would add old and new business I'm asking if you can do that and if the board of education comments can come before Community input because I know there's been times where like I you said something and I had a question I couldn't I couldn't ask about it so you know maybe Community input could go at the end and um lastly like this we had a staff audit I know that I spoke about this at a meeting I asked about it so I just kind of wanted to go over it the enrollment from 19 2019 to 2020 to present day went down by 262 students um some things remain the same but I just want to point out what's
271different um from 2019 to 2020 we increase um by half in part-time to full-time for the clerk um we're we have one less assistant principal two L Deans this is from 2019 preo to now we have one less director of world languages we have six less teachers we have seven more custodians maintenance grounds we have two less security we have five more teachers assistants 12 less monitors and nine less AIDS and we have seven more lunch um full-time and part-time uh employees so I just wanted to mention that that um yeah so I wanted to do an audit and I guess if if Dr talber could maybe present to us what like September is going to look like to the point of what will enrollment look like and what's our plan and the only other
272question I have is regarding AIDS special ed AIDS and meeting children's IEPs are we ensured that we have enough aids to accommodate those IEPs I know we accessed a lot do we did we ensure that we have enough to meet the IEPs so that that's something that yeah they're yeah I'm sure that that's something that they're looking at I'm trying to so this something that's being addressed in everyone we'll have yes um okay and then um just the last thing um one of the trustees asked about the mascot update and I think from what I what council sent over it was uh they went against it or something and then they they got admonished the district whoever did that right did you they didn't win with the commissioner that was a while ago the one
273but I think you just recently sent it there another one yeah yeah so the mascot update with the warrior name and everything so we we'll provide that in executive session yeah at the next one we have we have updates okay so outside council is handling that oh okay so so we have received an update we'll provide that up to the update to the board and then and then can we update the community that's up to the board certainly um the boards I'd like to have that discussion first in next session okay great my this is my first meeting ever passed midnight in any capacity I have a motion to adjourn one quick comment um I on the infinite campus app I'm able to look at my children's teachers assignments for next year you have to
274like look at their report card for the next school year but it does show their teacher assignments that's for elementary or the middle school got one high school one Middle School um so in the high school does it show all the different classes uh yeah I could show you when the meeting's over but yeah it shows like all their teachers for each class as if you're looking at a report card just with no grades and it's and it's for the next year yeah oh so then maybe we could push it out to the to the parents that it's it's available when it's Ava when it's ready oh it's not available oh maybe I don't know if it's finalized maybe because you're a board member maybe all right can I have a motion to adjourn at
27512:09 please oh yes motion second Wendy Chris all those in favor I I thank you for coming out