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WASHINGTON TOWNSHIP BOARD OF EDUCATION
REGULAR & REORGANIZATION MEETING
Monday, April 26, 2010 7:30 P.M.
A. AGENDA:
1. Motion by _____, seconded by _____ to appoint Jean Flynn, Board Secretary, as temporary chair to conduct election, as recommended by the Superintendent. RCV:
Call to order by Board Secretary. Time:
The New Jersey Open Public Meeting Law was enacted to insure the right of the public to have advance notice of and to attend the meetings of public bodies at which any business affecting their interests is discussed or acted upon. In accordance with the provisions of this act, the Washington Township Board of Education has caused notice of this meeting to be mailed on April 30, 2009 to The Express Times and the Clerk of Washington Township.
1A. Results of the Election held on April 20, 2010 were as follows:
Karen Graf – 558
Sheila Dempski – 553
Vote for General Fund:
Yes – 352 No – 599
Administering the Oath of Office to the new elected Board Members. (Newly elected Board Members sign the Oath of Office) Karen Graf and Sheila Dempski
Roll Call: Sally Christine Roger A. Jinks, Supt..
Sheila Dempski Kelly Mason, Prin.
Karen Graf Valerie Mattes, Prin.
Jason Ford Jean Flynn, Bd. Sec.
Jayne Howard
Jude Mohan
Anita Smith
Flag Salute
2. Board Secretary requests nominations for President.
_______________ nominated ______________ for President. Are there any other nominations?
Since there are no other nominations for President. I now close nominations.
RCV:
NEWLY ELECTED PRESIDENT ASSUMES CHAIR.
3. President requests nominations for Vice-President.
_______________ nominated _____________ for Vice-President. Are there any other nominations?
Since there are no other nominations for Vice-President. I now close nominations.
RCV:
Agenda of April 26, 2010
Code of Ethics for School Board Members: Discussion.
4. Motion by _____, seconded by _____ to approve the adoption of the New Jersey School Board Member Code of Ethics. (All board members sign acknowledgement of receipt of File Code 9271). RCV:
B. PUBLIC QUESTIONS AND DISCUSSION: (agenda items)
(The public may speak for three (3) minutes unless they have requested to be on the agenda.)
C. SECRETARY’S REPORT:
5. Motion by _____, seconded by _____ to approve the minutes of March 22, 2010 and March 29, 2010, as presented. MV:
6. Motion by _____, seconded by _____ to approve the executive session minutes of March 29, 2010, as presented. MV:
7. Motion by _____, seconded by _____ to approve the Student Activity, Petty Cash, and Cafeteria Account Reports for the month ending March 31, 2010, as presented. MV:
8. Motion by _____, seconded by _____ to approve the Secretary’s Report for March 31, 2010 showing a cash balance of $2,348,775.81. MV:
9. Motion by _____, seconded by _____ to approve the Treasurer’s Report for March 31, 2010, showing a cash balance of $2,348,775.81, and note that the report is in agreement with the Secretary’s Report for March 31, 2010. MV:
10. Motion by _____, seconded by _____ to certify that no line item account has encumbrances and expenditures, which in total exceed the line item appropriation in violation of N.J.A.C. 6A:23-2.11 (a) and no major account or fund has been over expended in violation of N.J.A.C. 6A:23-2.11(b). RCV:
11. Motion by _____, seconded by _____ to approve the Bills List for April 2010. MV:
12. Motion by _____, seconded by _____ to approve the attached transfers, as recommended by the Superintendent. RCV:
D. SUPERINTENDENT’S REPORT
13. Motion by ______, seconded by ______to approve the following substitutes for the 2009-2010 school year, as recommended by the Superintendent. RCV:
Teacher: Sara Moreira (pending certification and fingerprints)
14. Motion by _____, seconded by _____, to approve the out-of-district In-Service Experiences, as recommended by the Superintendent. RCV:
15. Motion by _____, seconded by _____ to approve the revised 2009-2010 Calendar in which only 4 emergency days were used therefore changing the last day of school to Tuesday, June 22, 2010, as recommended by the Superintendent. RCV:
Agenda of April 26, 2010
16. Motion by _____, seconded by _____ to approve the 2010-2011 Calendar, as recommended by the Superintendent. RCV:
17. Motion by _____, seconded by _____ to approve the District’s 2010-2013 Technology Plan, as recommended by the Superintendent. RCV:
18. Motion by _____, seconded by _____ that the Washington Township Board of Education recognizes the importance of educational technology in its school district. Technological maintenance and upgrades will be dependent on budgetary means for the 2010-2013 school years, as recommended by the Superintendent. RCV:
19. Motion by _____, seconded by _____ to change Port Colden School Secure Office Grant Project #5530-050-10-1001 to an “Other” Capital project, as recommended by the Superintendent. RCV:
20. Motion by _____, seconded by _____ to approve the application for grant proposal to Project WET: Water Education for Teachers to host a water festival at both Brass Castle and Port Colden Schools. Grant will secure $1500 per building to cover costs of water festival activities, presenters, and supplies. Water Festival Teacher Coordinator is able to utilize $500 per grant as stipend (stipend monies will be used to purchase a new Technology/Curriculum Coordinator laptop), as recommended by the Superintendent. RCV:
21. Motion by _____, seconded by _____ to approve the purchase of new social studies textbooks. Title: World History, Publisher: Holt, total number of books purchased will be 125 at a cost of $9,597.50 (Total Value of Proposal: $17,536.80, Total Complimentary: $7,939.30 Subtotal Purchase Amount: $8,725.00 – shipping (10.00%) $872.50), see attached, as recommended by the Superintendent. RCV:
22. Motion by _____, seconded by _____ to approve the application for grant proposal to Washington Township Clean Communities to host a trash cleanup at both Brass Castle (Meadow Breeze Park) and Port Colden Schools. Grant will secure $1500 per building to cover costs of water festival presenter, 5th grade Musconetcong Watershed Presentation, and funding towards the purchase of an additional classroom audio system, as recommended by the Superintendent. RCV:
23. Motion by _____, seconded by _____ to approve the first reading of Policy Alert 188. RCV:
Policy Alert 188
1. Policy 0142.1 – Nepotism: Was revised to clarify the issue permitting a relative of a Board Member or Superintendent to continue to be employed or “to be promoted” in the district if the relative was employed by the district on the effective date of the Policy or the date the relative becomes a Board member or Superintendent.
2. Policy 0174 – Legal Services: Policy was revised with several significant revisions regarding legal services. Districts with legal costs that exceed 130% of the Statewide average per pupil amount should establish the cost saving procedures.
3. Policy 0177 – Professional Services: Policy was revised that clarifies the use of RFP’s in issuing contracts for legal services is applicable to all professional service contracts and also required a revision in Policy Guide 0177 Professional Services.
4. Policy 1570 – Internal Controls: Has been revised deferring the implementation date for a school district to establish and maintain a position control roster.
5. Policy1620 – Administrative Employment Contracts: Was revised to correct an incorrect legal citation in the previous administrative code section from N.J.S.A. 18A:17-51 to N.J.S.A. 18A:17-15.1.
6. Policy 5338 – Diabetes Management: Requires school districts to take specific actions to ensure pupils with diabetes are able to manage their disease and balance food, medications, and physical activity while at school or at school-related functions.
7. Policy 5512.01 – Harassment, Intimidation, and Bullying: Several minor revisions to their Harassment, Intimidation, and Bullying (HIB) Policy.
Agenda of April 26, 2010
8. Policy 5533 – Pupil Smoking: Has been revised to reflect the “New Jersey Smoke-Free Air Act.” The revised Policy Guide includes several new options regarding the filing of a complaint and the option of requiring educational programs for pupils who violate the Policy or law.
9. Policy 6111 – Special Education Medicaid Initiative (SEMI) Program: The first revision makes the requirements for a district to obtain a waiver of the code requirement by increasing the number of projected SEMI eligible pupils in the district from thirty to forty. The second revision expands the documentation requirements for a speech therapist to be considered a qualified related service provider and eligible for SEMI reimbursement.
10. Policy 6360 – Political Contributions: Has been revised and updated to the most recent guidance provided by the New Jersey Department of Community Affairs (DCA) and Political Contribution Disclosure (PCD) Forms. The revisions in this Policy Guide are consistent with the DCA’s most recent Local Finance Notice on Board of Education contracting issues.
11. Policy 6471 – School District Travel:
a. Required documentation for travel has been revised to remove “justification of the importance of these individuals attending the event” and “a copy of the agenda or itinerary for travel and subsequent schedule of events.”
b. Meal allowance has been revised regarding the school district’s requirements to acquire quotes for light meals and refreshments only “if required pursuant to N.J.S.A. 18A:18A-1 et seq.”
12. Policy 6660 – Student Activity Fund: The updated administrative code requires additional requirements in the implementation of a student activity account. The new code is very specific in the tasks that must be completed in administering student activity accounts.
13. Policy 7434 – Smoking On School Grounds: The revised Policy Guide includes a new option regarding the filing of a complaint for persons who violate the Policy or law.
14. Policy 8461 – Reporting Violence, Vandalism, Alcohol, and Other Drug Abuse: Revised to require the district report describing an incident regarding an act of violence or vandalism, possession or distribution of alcohol, drug use on school grounds, or a school employee’s report of a pupil suspected to be under the influence of alcohol or other drugs must be approved by the Board of Education.
15. Policy 9700 – Special Interest Groups: The Guide includes criteria and an approval process for such distribution. This Guide does not provide an option for literature distribution requested by private or for-profit organizations as we have found this to be prohibited as standard practice.
E. PRINCIPALS’ REPORT
F. TECHNOLOGY REPORT
G. CORRESPONDENCE:
- District Newsletter – Volume 2, Issue 7;
- Committee Preferences;
- Procedures regarding over expenditure of funds;
- NJSBA, Open Public Meetings Act and Technology;
- NJSBA, Tips for Surviving Your First Year on the Board;
- Warren County SBA Spring meeting registration form;
- Reserve the Date! – Retirement Dinner – June 4, 2010; and
- Thank you letter from Mrs. Mattes to custodians.
Agenda of April 26, 2010
H. RE-ORGANIZATION MOTIONS:
24. Motion by _____, seconded by _____ to adopt the following Mission Statement, as recommended by the Superintendent. RCV:
It is the mission of the Washington Township School District that each student will be provided with a stimulating environment and opportunities for learning experiences designed to provide the best possible educational opportunity. It is the expectation of the Washington Township School District that all pupils achieve the New Jersey Core Curriculum Content Standards at all grade levels.
25. Motion by _____, seconded by _____ to hold regular Board Meetings the 2nd Monday of the month unless otherwise stated. Meetings to begin at 7:30 p.m. and to be held in the Brass Castle School. RCV:
26. Motion by _____, seconded by _____ to adopt the following calendar of meetings for the 2010-2010 school year for the Washington Township Board of Education: RCV:
REGULAR MEETINGS FOR 2010-2011
May 10
June 14
July 12
August 23 (4th Monday) – Public Hearing on
Violence & Vandalism Report
September 13
October 18 (3rd Monday) – Public Hearing of Nurses
Service Plan
– Character Ed Presentation
November 8 Public Hearing on 2010 Audit
December 13
January 10
February 14
March 21 (3rd Monday)
March 28 (4th Monday) – Public Hearing on Budget
April 11
May 9 Regular & Re-organization
27. Motion by _____, seconded by _____ to adopt the most current edition of Roberts Rules of Order as the official guide of parliamentary procedure governing all actions of this Board except in those instances where those provisions may conflict with any of the established rules under NJ State Law, administrative code, or Board Policy, as recommended by the Superintendent. RCV:
28. Motion by _____, seconded by _____ to establish the agenda for the 2010-2011 school year as follows:
Call meeting to order, Minutes, Public Input (agenda items), Secretary’s Report, Treasurer’s Report, Status of Accounts Report, Funds, Superintendent’s Report, Principal’s Report, Technology Report, Progress of Goals and Objectives, Correspondence, Committee Reports – Facilities & Transportation – Education – Personnel – Finance & Policy, Bills List, Public Input (old and/or new business), Executive Session (when necessary), Open Session, Adjournment. RCV:
Agenda of April 26, 2010
29. Motion by _____, seconded by _____ to adopt the Washington Township School District Policy and Regulations manuals. RCV:
(That in the event any policy, part of a policy or section of the bylaws is judged to be inconsistent with law or inoperative by a court of competent jurisdiction or is invalidated by a policy or contract duly adopted by this Board, the remaining bylaws, policies, and parts of policies shall remain in full effect.)
30. Motion by _____, seconded by _____ to approved the attached organizational chart, as recommended by the Superintendent. RCV:
31. Motion by _____, seconded by _____ approve the following finance appointments/re-appointments for the 2010-2011 school year, as recommended by the Superintendent. RCV:
- Board Secretary Jean Flynn
- Treasurer of School Monies James Miller
- Public Agency Compliance Officer Jean Flynn
- Purchasing Agent Jean Flynn
- Custodian of Public Records Jean Flynn
- Title 9 Compliance Officer for contracts Jean Flynn
- Auditor Anthony Ardito, Ardito & Company, LLP
32. Motion by _____, seconded by _____ approve the following Education and Personnel appointments/re-appointments for the 2010-2011 school year, as recommended by the Superintendent. RCV:
- Affirmative Action Officer Valerie Mattes
- 504 Committee Coordinator Valerie Mattes
- Attendance Officer Valerie Mattes
- Title 9 Compliance Officer Valerie Mattes
- Civil Rights Officer Valerie Mattes
- Liaison for Homeless Children Kelly Mason
- Alternate Civil Rights Officer Kelly Mason
- Substance Awareness Coordinator Jennifer McKenna
- School Physician Charles Evans, III
- Emergent Services Warren Hills Health Center
33. Motion by _____, seconded by _____ approve the following facilities appointments/re-appointments for the 2009-2010 school year, as recommended by the Superintendent. RCV:
- AHERA Coordinator Cathy Kelly
- Indoor Air Quality Officer Cathy Kelly
- Integrated Pest Management (IPM) Coor. Cathy Kelly
- HCS/Right To Know Contact Person Cathy Kelly
- Health and Safety Designee Cathy Kelly
- Asbestos Management Officer Cathy Kelly
- Architect, Engineers/Planners Gianforcaro, Architects and Engineers/Planners
- Chemical Hygiene Officer Cathy Kelly
34. Motion by _____, seconded by _____ to appoint Linda Jenikovsky as acting Board Secretary in the absence of the Board Secretary for the 2010-2011 school year. RCV:
35. Motion by _____, seconded by _____ to approve the bid threshold at $29,000 and quote threshold at $4,350 as per 18A:18A-3, amended, as recommended by the Superintendent. RCV:
Agenda of April 26, 2010
36. Motion by _____, seconded by _____ to appoint Schwartz, Simon, Edelstein, Celso & Kessler to provide legal counsel to the Board for the 2010-2011 school year, fee to be $160 per hour, $150 per hour for other Associates, and $110 for Paralegals and Law Clerks, as recommended by the Superintendent. RCV:
37. Motion by _____, seconded by _____ that Skylands Bank and PNC Bank be used as depository of school funds. RCV:
38. Motion by _____, seconded by _____ to authorize the President and Vice-President as two officers authorized to sign checks and other corporate obligations of the Board. Board President signature stamp to be used in accordance with Board Policy. RCV:
39. Motion by _____, seconded by _____ to establish a Petty Cash Fund in the amount of $250.00 for the 2010-2011 school year and that checks for the Petty Cash Account, reimbursed by the Board, and checks for the school Student Activity, Cafeteria Account, Port Colden School House fund, Child Care Account, and JUCITF (SUI) Account be signed by the Superintendent and Board Secretary or the Acting Board Secretary in the absence of the Board Secretary. Interest earned on Student Activity Account to be distributed proportionately to individual accounts. Superintendent signature stamp to be used in accordance with Board Policy. RCV:
40. Motion by _____, seconded by _____ that checks for the regular checking account be signed by the President or alternate, the Treasurer, and the Board Secretary. Board President and Treasurer signature stamp to be used in accordance with Board Policy. RCV:
41. Motion by _____, seconded by _____ that checks for the payroll and agency accounts be signed by the Treasurer of School Monies or Board President or Vice-President in the absence of the President. Board President and Treasurer signature stamp to be used in accordance with Board Policy. RCV:
42. Motion by _____, seconded by _____ that the Board Secretary be authorized to invest school funds at the best interest rates available in any bank approved as a depository for public funds. RCV:
43. Motion by _____, seconded by _____ to appoint Brown & Brown, as Insurance Risk Manager Agent of Record. RCV:
44. Motion by _____, seconded by _____ to appoint Willis as the Benefits Agent of Record. RCV:
45. Motion by _____, seconded by _____ to designate The Express Times and/or The Star Ledger as official newspapers for notices pertaining to Board meetings and legal advertising. RCV:
46. Motion by _____, seconded by _____ to approve the following Tax Shelter Annuity Companies for the 2010-2011 school year. RCV:
Oppenheimer Shareholder Services Financial Resources
Lincoln Investment Planning Legend Group
Lincoln Financial Group
47. Motion by _____, seconded by _____ to approve the following Tax Shelter Annuity Brokers for the 2010-2011 school year. RCV:
Jeffrey Febbo Jonathan H. Peck
Jeffrey Kenyon Telicia Johnson
David Haase
Agenda of April 26, 2010
48. Motion by _____, seconded by _____ to approve the following Disability Insurance Plans. RCV:
Prudential Insurance (Teachers, Administrators, Support Staff)
Mass Mutual-UNUM (Administrators, Support Staff)
49. Motion by _____, seconded by _____ to authorize the Board Secretary to pay bills prior to Board approval in
The event of a board meeting held after the 15th of the month or to secure a discount if paid within a certain time
period. RCV:
50. Motion by _____, seconded by _____ to designate the Superintendent to approve budget line item transfers between Board Meetings to be ratified by the Board at their next regular meeting as per N.J.S.A.18A:22-8.1. RCV:
51. Motion by _____, seconded by _____ to approve procurement of Goods and Services through State
Agencies using the State Purchasing Contracts for the 2010-2011 school year. RCV:
52. Motion by _____, seconded by _____ to enter into a Cooperative Pricing Agreement with the Education Services Commission of Morris County for the period April 1, 2010 through March 31, 2011, as recommended by the Superintendent. RCV:
53. Motion by _____, seconded by _____ to adopt/confirm existing policies of the Board, confirm that the 25th of the month be the cutoff date for receiving bills, confirm that substitute teachers and other substitute staff be paid on the first payday of the month unless they are working on a continuous long term basis. RCV:
54. Motion by _____, seconded by _____ to approve the adoption of the 2010-2011 curricula, services, programs, textbooks, novels, series, and instructional materials that support these curricula and programs. RCV:
55. Motion by _____, seconded by _____ to approve the Washington Township Pest Management Plan, as recommended by the Superintendent. RCV:
56. Motion by _____, seconded by _____ to approve the Washington Township Board of Education Emergency/Crisis Management Plan, as recommended by the Superintendent. RCV:
57. Motion by _____, seconded by _____ to set the substitute rates for the 2010-2011 school year as listed, (these rates are the same as 2009-2010 school year), as recommended by the Superintendent. RCV:
Teachers – $ 80.00 – Daily Rate
$ 90.00 – After five [5] consecutive days in the same classroom,
with the appropriate certification.
(daily rate plus $10.00)
$100.00 – After fifteen [15] consecutive days in the same classroom.
with the appropriate certification.
(daily rate plus $20.00)
Nurse – $100.00 per day
Clerical – $9.50 per hour
Aides – $9.50 per hour
Cafeteria – $9.50 per hour
Custodian – $10.50 per hour
58. Motion by _____, seconded by _____ to enter into a Joint Transportation Agreement with Sussex County Regional Transportation Cooperative for the 2010-2011 school year, as recommended by the Superintendent. RCV:
Agenda of April 26, 2010
59. Motion by ____, seconded by _____ to approve the following Independent Therapists, as needed, as recommended by the Superintendent. RCV:
Leslie Williams Wexler Occupational Therapist $ 82.00 per hour
Mandy Leonard ABA $125.00 per hour
Katherine Ferrara Occupational Therapist $ 73.00 per hour
Children’s Therapy Services Physical Therapist $ 97.37 per hour
60. Motion by _____, seconded by _____ that the Washington Township Board of Education hereby establishes the school district travel maximum for the 2010-2011 school year at the sum of $45,000 and the School Business Administrator shall track and record these costs to insure that the maximum amount is not exceeded, as recommended by the Superintendent. RCV:
61. Motion by _____, seconded by _____ to solicit the following contractors to quote Public School Electrical Services and/or Plumbing Services for the 2010/2011 school year, as recommended by the Superintendent: RCV:
Sartini Plumbing & Heating Bill Hodge Electrical Contracting, Inc.
William A. Whitney Plumbing & Heating Wire’s Electrical Shop
Schiable’s Plumbing & Heating, Inc. Fisher Electrical Contractor, Inc.
62. Motion by________, seconded by_______ to accept the following quotes for Public School Electrical Services contract for the 2010/2011 school year, as recommended by the Superintendent: RCV:
Bill Hodge Electrical Contractor, Inc.
Licensed Electrical Labor: $ 72.00 per hour
Overtime: $ 108.00 per hour
Electrician’s helper/apprentice: $ 30.00 per hour
Overtime: $ 45.00 per hour
Materials: 10% of discount
Fisher Electrical Contractors, Inc.
Licensed Electrical Labor: $ 85.00 per hour
Overtime: $ 127.50 per hour
Electrician’s helper/apprentice: N/A
Overtime: N/A
Materials: 25% of discount
No plumbing quotes were received.
63. Motion by________, seconded by_______ to award the Public School Electrical Services contract pending receipt of necessary contract documents for the 2010/2011 school year to Bill Hodge Electrical Contractors, Inc., as follows, as recommended by the Superintendent: RCV:
Licensed Electrical Labor: $ 72.00 per hour
Overtime: $ 108.00 per hour
Electrician’s helper/apprentice: $ 30.00 per hour
Overtime: $ 45.00 per hour
Materials: 10% of discount
64. Motion by _____, seconded by _____ to approve and adopt The Uniform Minimum Chart of Accounts for NJ Public Schools issued by the State of NJ Department of Education, Division of Finance, as recommended by the Superintendent. RCV:
Agenda of April 26, 2010
65. Motion by _____, seconded by _____ to increase 2010-2011 Childcare tuition rate by 2 to 2.5%, as recommended by the Superintendent. RCV:
66. Motion by _____, seconded by _____ to approve the annual update of the Uniform State Memorandum of Agreement between Education and Law Enforcement Officials for the 2010-2011 school year, as recommended by the Superintendent. RCV:
Board President appointed ____________and ______________, alternate, as Delegate to the New Jersey School Boards Association.
Board President appointed ____________ and _____________, alternate, to the Warren County School
Boards Association.
Board President appointed ____________ as Legislative delegate.
I. PUBLIC QUESTIONS AND DISCUSSION: (old and/or new business)
(The public may speak for three (3) minutes unless they have requested to be on the agenda.)
J. EXECUTIVE SESSION: (if required)
67. Motion by _____, seconded by _____ Whereas, the Board must consider matters involving ________________________________________, deliberation of such matters may be held in private under the Open Public Meeting Act, NJSA 10:4-6, the Board will adjourn to executive session to discuss the above mentioned matters, to the exclusion of all others. If an action results, it will be taken following re-entry into regular session.
Time: ____________________ MV:
Motion by _____, seconded by _____ to return to open session.
Time: ____________________ MV:
K. ADJOURNMENT:
68. Motion by _____, seconded by _____ to adjourn.
Time: _____________