EASTERN SUFFOLK BOCES REGULAR MEETING, JAMES HINES ADMINISTRATION CENTER, PATCHOGUE, NEW YORK, JULY 2, 2014 I. Call to Order AGENDA II. Pledge of Allegiance III. Comments from the Board President IV. Comments from the District Superintendent (Supporting Information) V. Visitors VI. Executive Staff Reports (Supporting Information) A. Chief Operating Officer B. Associate Superintendent for C. Associate Superintendent for Management VII. Unfinished Business VIII. Agenda Review IX. Minutes/Financials/Personnel/New Business Consent Agenda A., First Supervisory District of Suffolk County, has determined that each of the actions being taken through approval of the consent agenda is a Type II action under the State Environmental Quality Review Act (SEQRA) regulations, 6 NYCRR 617.5, which has no significant impact on the environment. 1
B. Recommended Acceptance of Regular Board Meeting Minutes (Supporting Information - Minutes) accepts the Minutes of the June 25, 2014 Regular Board Meeting. C. Recommended Acceptance of Financial Reports (Supporting Information Financial Reports) accepts the following financial reports: Treasurer s Report for May 2014 Receivables Report for May 2014 Schedule of Bills for May 2014 Budget Amendments and Budget Transfers Report for May 2014 Budget Status Summary Report for May 2014 School Lunch Fund Report for May 2014 D. Recommended Approval of Bids and/or RFPs Award Bid #14-62-0619: Automotive and Autobody Supplies Opening Date: June 19, 2014 Term of Contract: July 2, 2014 June 30, 2015 with an option to extend for two additional years in one-year increments (Supporting Information Bid Recommendation Memo, Award Report, and Disclosure Forms) The Purchasing Office solicited bids for automotive and auto body supplies for use by Eastern Suffolk BOCES programs. Bid specifications were developed in collaboration with the Career and Technical Education staff. Bids were requested for a total of 359 items. Bid packets were distributed to eight vendors as a result of advertising and direct solicitation. Two bids were received. Based on the results received for this bid, the estimated annual expenditure is approximately $28,000. The Purchasing Office contacted the lowest responsible bidders, Bi-Lo Industries of Deer Park, NY, and Satco Supply of St. Paul, MN to negotiate better prices and the vendors indicated that the prices were firm. References for Bi-Lo Industries of Deer Park, NY have been verified and found to be satisfactory. Satco Supply of St. Paul, MN has provided services to Eastern Suffolk BOCES in the past and their performance has been satisfactory. Of the 359 items bid, no bids were received for 290 items. These items will be reviewed for future inclusion in the bid and will be purchased by direct quote if necessary. 2
Number of Items Recommended for Award Bi-Lo Industries Deer Park, NY 13 Satco Supply St. Paul, MN 56 No Bids Rec d/no Award 290, First Supervisory District of Suffolk County, awards Bid #14-62-0619: Automotive and Autobody Supplies to Bi-Lo Industries of Deer Park, NY; and Satco Supply of St. Paul, MN as indicated above and detailed in the supporting documentation. Award/Extend/Reject Cooperative Bids (Supporting Information Bid Recommendation Memo) As the lead agency for the Cooperative Bidding Program, all program bids require ESBOCES Board approval. RECOMMENDED MOTION: WHEREAS, the Board of Cooperative, First Supervisory District of Suffolk County (hereinafter ESBOCES ), acts as the lead agency for participants in the Joint Municipal Cooperative Bidding Program (hereinafter the Program ) organized pursuant to General Municipal Law 119-0 and Education Law 1950; and WHEREAS, ESBOCES has been delegated the responsibility for awarding program bids on behalf of certain participants as evidenced by ESBOCES possession of a duly adopted resolution by each of their governing boards; and WHEREAS, ESBOCES has solicited, duly received, and opened Bid #2014-002-0318: Fine & Recycled Paper (May 1, 2014 - September 30, 2014), pursuant to the terms of the Program; and WHEREAS, ESBOCES has analyzed and determined the lowest responsible bidders for the above-referenced bids; BE IT FURTHER RESOLVED, that on behalf of those Program Participants, ESBOCES rescinds items on Bid #2014-002-0318: Fine & Recycled Paper for the period of May 1, 2014 through September 30, 2014 from Quill Corporation of Lincolnshire, IL, and re-awards these items to the next lowest responsible bidder meeting specifications, Paper Mart, Inc. of East Hanover, NJ as indicated above. 3
E. Recommended Approval of Personnel Report (Supporting Information) approves the actions contained within the following Personnel Report: 1. Leaves of Absence Certificated 2. Resignations Certificated 3. Terminations Certificated () 4. Change of Status Certificated () 5. Probationary Appointments Certificated 6. Appointments Certificated () 7. Tenure Appointments Certificated 8. Permanent Status 4
9. Special Appointments (c) (d) (e) Summer Programs Per Diem Substitutes and Hourly/Per Diem Workers Additional Assignments Casual Employees () Adult Education () New Business F. Recommended Approval of Professional /Facility Use Contracts The following Professional /Facility Use Contracts have been reviewed and are recommended for approval by the Cabinet member responsible for the department seeking the services. approves the following professional services/facility use contracts: Consultant/ Bridges Data and Professional Development, Inc. 2014-2015 School Year Division/ Office Service Dates Amount Expenses 9/1/2014- Various pricing provide training for as per assessment development that for a total not to builds formative and exceed $70,100 interim assessments on clearly mapped dimensions that define what is being measured and meets the rigor of the Common Core Standards. 5
Consultant/ Teachers College, Columbia University 2014-2015 School Year Division/ Office Service Dates Amount Expenses 7/3/14- Various pricing conduct on-site as per professional development for a total not to designed to help exceed teachers, principals, $138,000 and administrators of grades K-8 develop a theoretical framework for teaching reading and a repertoire of strategies for enhancing students' independence and skills as readers through on-site staff development and principal conferences. G. Recommended Acceptance of Professional /Facility Use Contracts Item #59 of the July 15, 2013 Organizational Meeting Minutes, as approved on August 28, 2013, authorizes the Purchasing Agent to execute contracts for the purchase or lease of goods and/or services for amounts less than $20,000 per vendor, per year, where competitive bidding is not required, and where the budget contains adequate appropriations to cover such obligations. A report concerning the contracts and/or agreements shall be made at the next Board meeting after execution of such contracts and/or agreements. A report of the contracts and/or agreements that were approved by the Purchasing Agent follows. accepts the following report of professional services/facility use contracts that were approved by the Purchasing Agent: Consultant/ Ellwood, Lee S. 2014-15 School Year Division/ Office Service Dates Amount Expenses 7/3/14- provide evaluations for school principals as per school district requests $700 per day; for a total not $19,000 6
Consultant/ Grant, Alice Honigsfeld, Andrea Pappo, Stanley School Aid Specialists Vital One Consulting 2014-15 School Year Division/ Office Service Dates Amount Expenses 7/3/14- Management provide training to teachers and administrators in a workshop setting at Eastern Suffolk BOCES and/or Long Island school districts, as requested, on the use of various best teaching practices within the Social Studies content area. provide training to teachers and administrators in a workshop setting at Eastern Suffolk BOCES and/or Long Island school districts, as requested, on the use of various English language learning (ELL) practices. provide consulting services to enhance math curriculum and best teaching practices within the math classroom. provide up to two workshops each year to component districts on pressing state funding and state legislative issues. In addition, the contractor will provide analysis on proposals that could impact component districts. provide professional development programs that target administrators, teachers, and teaching assistants. 7/3/14-7/3/14-7/1/14-7/1/14- Various pricing as per for a total not $12,000 Various pricing as per for a total no $19,900 Various pricing as per for a total not $19,000 $3,750 per year; for a total not to exceed $3,750 Various pricing as per for a total not $5,000 7
Consultant/ W. Alternative Solutions, Inc. Wilson, Janet 2014-15 School Year Division/ Office Service Dates Amount Expenses 7/1/14-12/31/14 consult with Alternative High School principals at three locations on a daily basis: Islip Academic Center, Rocky Point High School, and Connetquot High School. The contractor will consult on the following: hiring of staff for the programs, student intake meetings, support principals with questions and guidance, student discipline, building of a master schedule, and parent meetings when needed. Professional development to support participating districts to meet their defined Race To The Top (RTTT) goals. 9/1/14- $70.00 per hour; for a total not to exceed $19,999 Various pricing as per Addendum A: for a total not $18,000 Not to exceed $1,750 (lodging) H. Recommended Approval to Declare Property as Surplus and Authorize Disposal (Supporting Information Listing of Property) The Capital Asset Management Department has submitted a list of property that it has determined to be obsolete/outdated technology, broken/irreparable, excess inventory, or have minimal or no value or reported stolen. These items have been offered agency-wide and are not needed by any of our divisions or programs. These items are from various programs and have no known immediate or foreseeable use by Eastern Suffolk BOCES. A police report has been filed for the stolen items. declares the property on the listing included in the supporting information as surplus and authorizes the disposal of the property in accordance with Board policy or acknowledges the following property, as stolen as so noted, and authorizes removal from inventory. 8
I. Recommended Approval of Eastern Suffolk BOCES Site Names with Acronyms (Supporting Information Building List) In order to maintain alignment of our programs with the names of our facilities, we occasionally need to modify the site names. Accordingly, we recommend approval of the attached 2014-15 ESBOCES Site Names with Acronyms. approves the 2014-15 ESBOCES Site Names with Acronyms. J. Recommended Approval of a Multi-Year Service Agreement Project #BBP-02-042814-2014-2018 / Xerox Networked Copiers for the Bayport-Blue Point UFSD (Supporting Information Agreement) This is a four-year, multi-year service agreement for the installment purchase of Xerox network copier/printers by the Bayport-Blue Point Union Free School District. This equipment is being acquired through the Technology Acquisition Service within the Regional Information Center. The estimated cost for the project is $382,153.20 and consists of $347,412.00 for equipment and maintenance, and $34,741.20 for project coordination fees. This project does not require third-party financing. RECOMMENDED MOTION: "BE IT RESOLVED, that the Board of Cooperative approves the Multi-Year Service Agreement Project #BBP-02-042814-2014-2018 with the Bayport-Blue Point Union Free School District for the installment purchase of Xerox network copier/printers in the estimated amount of $382,153.20. K. Recommended Approval of the List of Eastern Suffolk BOCES School Library System Council Members for the 2014-2015 School Year (Supporting Information List of Eastern Suffolk BOCES School Library System Council Members) Recommendation is made to approve the list of Eastern Suffolk BOCES School Library System Council Members for the 2014-2015 school year. The council advises the School Library System of policies and procedures. The council s term is for three years and the council meets four times a year, as specified in the Commissioner's Regulations. RECOMMENDED MOTION: "BE IT RESOLVED, that the Board of Cooperative approves the list of Eastern Suffolk BOCES School Library System Council Members for the 2014-2015 school year. 9
L. Recommended Approval of Board Members Attendance at the New York State School Boards Association s 95th Annual Convention & Education Expo RECOMMENDED MOTION: "BE IT RESOLVED, that the Board of Cooperative approves the attendance of the following Board Members at the New York State School Boards Association s 95th Annual Convention & Education Expo on Saturday, October 25, 2014 through Tuesday, October 28, 2014 in New York, NY. Name Location Dates Authorized Reimbursement Betheil, Pamela Denzler, Walter Dewey, Stephen Hsiang, William Israel, Lisa Langstaff, Fred Lipman, Susan LoSchiavo, Joseph Mackesey, Anne Romano, Catherine Smith, Jeffrey Townsend, Sandra Wyche, John New York, NY October 25 28, 2014 Actual and necessary expenses M. Recommended Approval of Board Committee Chairs and Memberships for the 2014-15 School Year (Supporting Information Guidelines) approves the chairs and membership of each of the three Board Committees for the 2014-15 school year. N. Recommended Approval of a Separate Retainer with Guercio & Guercio, LLP (Supporting Information Legal Contract) Recommendation is made to approve the separate retainer with Guercio & Guercio, LLP that will provide the legal services necessary to manage services involving third party vendors for a one-year term commencing on July 1, 2014 and ending on June 30, 2015. The contract is identical to the expiring agreement and the hourly rates will remain the same. approves a separate retainer with Guercio & Guercio, LLP, commencing on July 1, 2014 and ending on June 30, 2015. 10
X. Additional Items Separate Vote Recommended Appointment of a Voting Delegate and Alternate Voting Delegate for the New York State School Boards Association s Annual Business Meeting Scheduled on Monday, October 27, 2014 in New York, NY. XI. Presentations and Reports to the Board XII. Board Commentary XIII. Adjournment 11