Board Meeting Live Streams
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Previous Livestreams (2023-24)
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Nassau BOCES Board Meeting - February 29. 2024
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Nassau BOCES Board Meeting - February 1, 2024
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Nassau BOCES Board Meeting - January 22, 2024
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Previous Livestreams (2022-23)
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Nassau BOCES Board Meeting - March 30, 2023
Note: Please click the play button to play the live broadcast.Susan Bergtraum:
Yeah. Okay. Seeing a quorum present, I call this meeting to order. If Ms. Hynes will lead us in the pledge, please.
Judith Hynes:
I pledge allegiance to the flag of the United States of America. And to the Republic for which it stands, one nation, under God, indivisible, with liberty and justice for all.
Susan Bergtraum:
We welcome everybody to our annual meeting as well as our regular bimonthly business meeting. We are glad that you could join us. For those of you who are in the room, there are exits if we need to exit to our left, and here they are to our left over here and there's a stairway down to the left and then the right, and then there are doors right opposite me and I will assume that we will never need to do that.
Okay, so I am going to open the annual meeting. We have a letter from Commissioner Rosa, which I am about to read, and she states, "Dear members of the Cooperative Boards of New York State, after visiting countless schools and having extensive conversations with educators and stakeholders across New York, funding equity, high school opportunity, data modernization, teacher leader preparation and development, and consolidation of early childhood programs emerged as key themes and are the focus of the Board of Regents and New York State Education departments legislative and state aid priorities."
"Centered around lifelong learning, equity, excellence, and access and services and stewardship, these priorities are part of our shared goal to close the opportunity gap for all students. BOCES have and continue to be at the forefront and serve as exemplary models for how we can create regional schools and programs to increase advanced course access, connect K12 to higher education through programs like dual enrollment, bring workforce development opportunities to the forefront through career and technical education opportunities, and think boldly to reimagine high school graduation measures to meet the educational challenges and opportunities of the 21st century. Every student graduating a high school in New York has a right to be fully prepared for a meaningful career, college and civic opportunities to compete in the global economy."
"To honor this promise for our over two million students, the graduation measures initiatives thoughtfully reviewing state high school graduation measures. The ultimate goal is to ensure that a New York State diploma signifies educational excellence and equity for all. Again, BOCES are at the heart of this work through participation and representation on the graduation measures Blue Ribbon Commission and by responding to thought exchange questions that guide this innovative work. This is an exciting time for education in our state, but we must not lose sight of our guiding pillars, which I shared with you in my letter last year."
"The P20 continuum and a service-oriented approach can be seen in the DNA of all we do. However, it is the foundational pillar of diversity, equity, and inclusion that I close this letter with. SED is working closely with BOCES to develop a DEI repository to collect and share effective practices and resources for educators to use. SED created a new DEI office whose director is working closely with BOCES districts and schools to provide technical assistance and guidance around DEI as we continue to create safe learning and violence where every student can feel welcome, supported, and thrive. We wish you the best in this academic year and beyond. Honoring the spirit of the West African proverb of Sankofa, now is a time for all New Yorkers to look back at our history so we can move forward together, creating a brighter future for all children. Sincerely, Betty Rosa, Commissioner."
Michael Weinick:
I, for one, always find the commissioner's words so moving.
Susan Bergtraum:
With that, I will ask Ms. Lipponer to present the budget and if there's anybody in the audience that has any questions about it, please feel free after the presentation to do so. There is no meet the candidate tonight because there were only three candidates and there are three seats, so there was no reason to have that, as you were informed. And with that-
Colleen Lipponer:
Thank you, Mrs. Susan Bergtraum:. So everyone should have a copy of the budget book. So this budget represents a summary of the budgets that were presented in January. I just want to take you through some of the highlights. So on page four there's a summary of all the general fund budgets. The overall increase is 3.75% and this represents our best estimates of district participation in our programs and the costs associated with providing those services.
One of the driving factors impacting our budgets is the double-digit increases in the night shift health insurance premiums. Moving along to page eight, this chart shows the amount of BOCES aid each district receives for participating in our services. Nassau BOCES shared services continue to produce a high level of aid to our component districts. In addition to the aid shown on this page, districts receive public access cost aid and transportation aid directly from New York State.
Moving along to page 10, if you look at the chart in the middle of the page, this shows a summary of our water based charges. It's important to note the first two line items make up the administrative operating budget, and this is the budget that our component district's school boards will be voting on in April. Finally, on the chart on page 17, it's important to note, as it shows the charges to each district, the overall increase in the charge is 4.9%. This percent changes district by district based on each district's increase or decrease in their 2021 resident weighted average daily attendance. The balance of the budget book summarizes information from our Capital Projects fund and general fund. Does anyone have any questions?
Susan Bergtraum:
Board? Seeing none. Anybody in the audience? Okay, seeing no questions then I will close the annual meeting and we will go into our regular business meeting. May I have a motion to accept the minutes of March 9th, 2023?
Colleen Lipponer:
So moved.
Susan Bergtraum:
Thank you, Mrs. Langsner. Second Mrs. Coates. Discussion? All in favor?
Colleen Lipponer:
Aye (Collectively).
Susan Bergtraum:
Before I go on to the consent agenda, and I will pass the paper around, a lovely honor for our district clerk Joyce Nolan, who was honored by Legislator Kevan Abrams and Affinity by Molina Healthcare during Women's History month celebrating women who tell our stories. So we congratulate Joyce. Here we go. Joyce, congratulations. Lovely and well deserved.
Okay, may I have a motion on the consent agenda?
Larry Greenstein:
So moved.
Susan Bergtraum:
Thank you, Mr. Greenstein. Second? Mrs. Langsner. Anybody have anything they need to pull, they want to discuss? Mr.-
Michael Weinick:
Yeah, I have a question on actually something that was already pulled from the agenda for the next meeting, and that's the agreement with the Hilton for the prom of LIHSA. And my question is, why is this coming before the board? Do we do the contracts for other schools on their prom? To me, this is something that's done by the parents association, and by us signing the contract now, does that make us liable? And also for if they don't have the proper attendance or any other fact that really just why is this one coming to us and not all of them? Or are all of them coming to us and I'm not aware of it? You can answer it and we'll do it the next meeting. I just don't want it on the next agenda until I for one understand why it's there.
Judith Hynes:
I can answer what I know. And that is in the past, the PTSA has sponsored the prom. Last year the place that they were able to get was in Queens. It created a lot of problems for students to travel and for parents to send the kids to the prom. Prior to that, in our history, we've held the prom at LIHSA and we've also had it at the Hilton many times and I was not aware that we had not had a contract with them before. I thought all of our rental agreements came to the board.
The cost of the prom is being funded by the students and their parents. It's based on 150 students. If we don't get 150 students and we don't have enough money to cover costs, the prom won't be held. We're not held liable for anything other than I think we have to give a 72 hour notice and if we don't collect the money, then we don't have it.
Speaker 6:
Yeah. Part of your question is the liability of us as a BOCES. Anytime that we're doing any school function, there is inherent liabilities. So I think that'll answer some of your question. I think that the-
Michael Weinick:
Well, let me turn around slightly. Other schools that have proms outside of the building, do those contracts go through us?
Judith Hynes:
Other schools? No.
Speaker 6:
Meaning our programs?
Michael Weinick:
Well, like Barry Tech for instance, does Barry Tech have a prom?
Judith Hynes:
They do not.
Michael Weinick:
They do not.
Robert Dillon:
Carman, you guys used to have a prom in the gym.
Susan Bergtraum:
In the gym, yeah.
Michael Weinick:
A lot of the schools have it in the school. [inaudible 00:11:28] but my question is, so LIHSA is the only one that has it at a paying revenue place other than at school?
Judith Hynes:
Correct. Because they don't have a space that would hold enough for the prom. They could use the dance floor, but then there becomes an issue with heels and such.
Michael Weinick:
No, as I say, I don't have a problem with it being held at the Hilton or any other place. It's just who should be signing the contract really is my question.
Speaker 6:
We'll get an answer for you, Mike.
Judith Hynes:
Yeah, we can absolutely do that.
Susan Bergtraum:
Any other questions? Discussion? Seeing none. All in favor?
Judith Hynes:
Aye (collectively).
Susan Bergtraum:
Opposed? Abstained? Additional consent agenda. May I have a motion?
Deborah Coates:
So moved.
Susan Bergtraum:
Thank you, Mrs. Coates. Second?
Fran Langsner:
Second.
Susan Bergtraum:
Thank you, Mrs. Langsner. Any discussion? All in favor?
Fran Langsner:
Aye (collectively).
Susan Bergtraum:
Opposed?
Michael Weinick:
Opposed.
Susan Bergtraum:
Okay, one opposed.
Michael Weinick:
Whoa, whoa, whoa, seven.
Susan Bergtraum:
Seven, sorry.
Deborah Coates:
B.A. is here.
Susan Bergtraum:
He's right there. I knew I was right. I knew I saw him. B.A., I would never forget about you. Additional consent agenda, approval of consultant contracts over $2,000 a day. I just did that. Okay. Any questions about any of the information items?
Michael Weinick:
Yeah, actually just one simple one.
Susan Bergtraum:
Sure.
Michael Weinick:
The Farborough Woods, how come it's being moved to [inaudible 00:13:15] prep?
Robert Dillon:
We had it last year at Levitan, and I was told that it was going to be a better fit. Do we know, Angela?
Angela:
Space wise and time wise. Last year we had to separate it out to two different ceremonies because of the space. So this year we're going to have everyone at one ceremony. That was the real thing to keep it to one ceremony to bring it back to the way that it was. It was always one ceremony. So that's really the decision and it's a big space.
Michael Weinick:
Yeah, but the acoustics in there, it's terrible.
Angela:
Well, we've done a lot of things in there recently. It's come out really nice.
Susan Bergtraum:
And we used to be at Jerusalem Avenue, right? [inaudible 00:14:02]. Right, right, right. Something else was at ... Right, right. Okay. All right. Any other questions on information? Okay, superintendent's report.
Robert Dillon:
Yeah, just a couple of items. First before I begin. I want to thank for the budget presentation tonight, Colleen and James and all the people that put that together. It's a lot of information and a lot of stuff there and there will be a quiz on it at the next board meeting.
Susan Bergtraum:
And my apologies for not saying that. Thank you.
Robert Dillon:
So the first thing I'd like to share is, as many of you know, if not all of you, we've been really pushing all means all and the opportunity for students to at least apply for CTE. And during the course of reaching out to different students, we have one of our students, Michael Watson, who I think encapsulates ... Uh-oh. What happened? I got to keep talking? All right. When you see it, it will be well worth waiting for. I guarantee it. So we'll move to the next item.
On Monday we're sponsoring with the Nassau County Police Department, a coffee with the police commissioner, with Pat Ryder, for all the superintendents over at Lupinskie. As many of you know if not all of you know, we've had a recent rash of assaults, attacks, knives and gun incidents in Suffolk and Nassau County, and we thought it'd be a great time to sit down with the superintendents and review. Not that we're going to do anything new, but certainly review policies and practices. Every year the ball teams go to Florida. They don't do anything new, but they practice. They practice in order to play the game and we need to practice and do what we need to do in order to keep the school safe.
The third item I had is I recently attended the, I didn't see the actual judging, but the Skills USA where we had a great representation. I know the board will probably speak to it later, but we won numerous events and our kids did us proud. We're very happy with that and kudos to our CTE staff and teachers for all that they have done there. The other item is the Scope Awards. This year, as every year that I've been here, Scope has provided awards. This year our teachers, Matt Richabie, our administrators, [inaudible 00:16:35], and our board member, the one and only Marty Kaye.
Before we go to the film, I just want to announce that starting tomorrow, I'm going to begin medical preparation. I have surgery coming up, so I have some things that I have to prep for. So I will be out on medical starting tomorrow. My scheduled spine surgery is in April. I have some tests I have to do and some prep I have to do. So James and staff will be running the place from day to day and I can probably be reached through telecommunications. Angela, are we ready yet?
Angela:
No, because I realize my computer doesn't have sound, so I'm getting the sound over here through Bob, which I should've done earlier. I apologize.
Robert Dillon:
Oh, okay. And late addition that I'd like the board to consider, if you can decide tonight, it would be great. In the past we've attended the LIA gala, and I think last year was the first year they switched it to a different format, a more informal format where there's an extended networking and then inside for dessert and coffee. And so I would need some sense of if the board wants to continue to attend that. The price hasn't gone up, it's not cheap. But again, it provides us an opportunity for networking and move them right along. So maybe we can talk about that a little later. Okay. James.
James Widmer:
Just one other item. I think Tony has somebody who he'd like to introduce to the board tonight. Tony.
Robert Dillon:
Go ahead, Tony.
Anthony Fierro:
Brian, why don't you stand up, Brian. I just wanted to formally introduce Brian Lazravich to the board and to everyone here. Brian, we're very pleased to welcome Brian to facilities at our new maintenance supervisor in the department. Brian brings a really strong maintenance background, particularly in the mechanical, electrical, and the plumbing trades. He's been a maintainer, senior maintainer, maintenance supervisor and supervisor of school facilities operations. He's worked for the Jericho School District and the Bethpage School District for a number of years. So we're really very excited to have Brian along with us and we're looking forward to his contributions to the agency. So welcome, Brian.
Brian:
Thank you guys very much. I appreciate the opportunity, the board, the agency and everybody, especially working with some professionals, Mr. Darro and my crew here. They're the best. And I see myself growing tremendously and I appreciate the opportunity.
Susan Bergtraum:
Welcome, welcome.
Robert Dillon:
So Angela, we're going to have to wait until maybe ... We're good? Okay.
Angela:
One second, I'm going to share it now.
B.A. Schoen:
Does everybody remember when you had a substitute teacher or they wheeled in that big 16 millimeter projector? The best days of my high school career.
Michael Weinick:
All eight years, B.A.
Speaker 16:
Your education, if I could say this to every student I would. Your education is yours and yours alone. No one else can tell you what you want to learn. When the class was first offered to me or advertised to me, it was offered as a seniors course, a seniors BOCES course. You would apply as a junior and go in your senior year. When I brought this to my guidance department to join, they said that they couldn't give me a spot because I was already a junior. They need to save all the spots for incoming juniors that want to go to BOCES. That was the first issue.
After I had already given in my application I ran into several other issues. One of them was busing. I was the only student that was going to be going to GC Tech and my district did not want to bus me. They said that, "We can't send you unless you drive yourself." Lastly was the funding. They just really didn't have enough money to give me and take away from someone else. After they investigated their funding department, they found not enough money just for me, but 10 other students to go to BOCES.
It makes me feel that self-advocacy is the most important tool for students. I wanted to come to GC Tech because it's the only program out there that's this complex. There is layers to this that nobody can match. It's truly one of a kind. My instructors at GC Tech, they're amazing. I have two, Mr. McKay and Mr. DiCanio. They've been EMTs for almost double the years that I've been alive. So they really know their way around the profession, the skills that are required. They could tell you everything you need to know to pass the course. And it's all true stuff. They challenge us and I think that's what makes us better.
I'm a particular fan of the lab days here. Of course note-taking is great, but working with my hands is where I really find that I'm mastering my skills. My parents both went to BOCES in Carle Place. My mom went for large animal care and my dad went for carpentry. My aunt also went to Carle Place for cosmetology and my uncle also went to Carle Place for electricity. And everyone has found a career path related to the schooling that they went to BOCES for.
GC Tech is preparing me through the labs and courses here. The labs are intense, they're very serious. It's exactly what you need to do to pass the state exam at the end of the course, and it's exactly what you're going to face in life. There are all realistic scenarios that have happened before. I plan on going to college. I got accepted to Plattsburgh through their biomedical sciences program and I plan on using that and my EMT license in the future.
I have learned 101 different skills here already and the course isn't over. So I've taken that and I've brought it back to my community in two different ways. One is with my homeschool. So I've been doing some courses with them, CPR with them. I've done Stop the Bleed with them. I've really tried to just bring some of the aspects that I've learned here to that school. I'm also a part of the fire department. I've brought that and taught the kids there. I'm teaching kids from 12 to 17, all volunteer, just wanting to give a little bit of the education that I've been gifted and bring it home. Nassau BOCES, GC Tech is helping me make my passion my career.
Robert Dillon:
I know I couldn't have said it better or any of us could have said it better on what we're about and what BOCES is about and why it's important that young men and women have an opportunity to apply and attend BOCES. That concludes my presentation unless there are questions.
Susan Bergtraum:
Any questions? Okay. And staying with my, oops I didn't thank somebody or recognize somebody. So you won't feel [inaudible 00:24:05]. I just want to recognize that Amy Goldstein is retiring after I think 30 years of service and we more than appreciate her dedication and spirit and everything that she has contributed to this agency. So I did not want to let that go by without saying it. And now I've said it. So next hearing of citizens, Ms. Snowman.
Ms. Snowman:
There is someone that's visiting this evening that would like to speak. His name is Adam Ackerman from Frankfort New York. He's interested in speaking about the RKS contract. Mr. Ackerman.
Adam:
Good evening, superintendent, madam president of the board. I've met some of the board members. They've been to RKS. I'm a CSCA member, and many of our members are anxiously waiting to know what is with our contract. So I'd like to ask please, with all respect, where is our MOA? Who has it and why is it taking so long? Thank you.
Speaker 19:
Okay. So the memorandum of agreement has been completed and has been sent to the bargaining unit representatives. Went back and forth a little bit to get some clarification on wording, but they do have the final version of the MOA in their hands at this time. So I suspect that there'll be a review with the unit members and ratification vote coming shortly thereafter. And then obviously we would then bring it back to the board for ratification as well.
Adam:
So what we're saying, it's out of our hands right now?
Speaker 19:
At this moment. As I said, there was some back and forth to make sure that the language in the MOA was what was agreed on during negotiations. So we just wanted to make sure that that was buttoned up. And we had last minute updates this week actually, but it is now with the unit.
Adam:
Thank you.
Susan Bergtraum:
Okay, so next on the board's report is, oh, business. Any board member reports? Anybody? Mrs. Langsner?
Fran Langsner:
As Dr. Dillon mentioned, we had the privilege of attending Skills USA and seeing our students perform beautifully, winning many awards, including for this pin. We won the pin design this year and that was really thrilling. And it was actually very interesting that this year we were awarded for our students who attend Barry Tech, GC Tech, and LIHSA. So there were three different opportunities for Skills USA to recognize our students, which was wonderful and it was just a fabulous experience for those of us who were there. What did I do?
Susan Bergtraum:
Not you, me. Thank you, Mrs. Langsner. Any other reports? Any other ... So I do want to just discuss, because we are now having board members who have different responsibilities. So we are still trying to get a retreat date. So I got dates that were now at the end of March, the April-ish, which I know aren't going to work. So shall I go back and ask her for dates through the end of May? And do you want to go into July? I know you don't. I know. So am I just putting this on hold until we know where everybody is in this ... Okay. I will call her back and just tell her. Hang on. Okay. All right. Okay. Okay. With that new business-
Martin Kaye:
Madam president?
Susan Bergtraum:
Yes?
Martin Kaye:
I just wanted to bring to the attention of the board that in today's agenda we approved the engagement letters and the agreements with our external orders. Now GASB has changed a bit and if you are comfortable with the approval as you are with the letters of engagement and agreement, we're going to be moving on so it's covered through the end of the year. But I'd like Colleen to perhaps just give you just a fine point in terms of how this is a little bit different than it was in previous years.
Colleen Lipponer:
So with regard to the external audit?
Martin Kaye:
Mm-hmm.
Colleen Lipponer:
So every year the government accounting standards board comes together and they issue pronouncements and standards. So last year they issued a standard called GASB 87: Accounting for Leases. And that changed the way we had to present our financial statements related to leases. This year they have something called, it's accounting for subscriptions, which are, as an example, like Envision, Wincap technology related contracts. So rather than accounting for them technically on a cash basis, we're going to have to account for them more on a lease basis if we're contracting with them for more than a year. So these standards are required to be put into our financial statements and you have to run them through models. It's complicated. So that's why we engaged the experts to do those types of entries. Did that ...
Martin Kaye:
Yes. Would you also just give us a brief introduction to our internal auditors who we are going to see at a future meeting?
Colleen Lipponer:
Sure, sure. So there's two things with that. So we have Annemarie Schmidt doing some of the day-to-day responsibilities that our previous internal auditor had performed. Marty and I were talking over we are going to have her come to one of the meetings and she can explain what she's been doing in that role. In addition, we are going out for a request for proposal for internal audit services. So that proposal's going to be issued next week. And what happens is it goes out on the street, we'll get proposals back from various accounting firms. Once they come back, we have to evaluate those proposals.
So as the audit committee and the board is the audit committee, we were looking for volunteers to see if they would be willing to help in the evaluation process. I think some of you were on the external audit committee, so you have some experience with it. We were looking for two or three people to come. It would be some time in May. The proposals are coming back the first week in May. So you would get the proposals, you would look at them, then we would come together as a group, evaluate them and interview the firms that we thought were the best of the groups.
Martin Kaye:
Myself and Fran and I believe B.A. as well we were on that committee initially seven years ago I believe. So if you wish to do it again or anyone else wants to join in, please let's do it. We can be a subcommittee on the whole. Larry?
Larry Greenstein:
I'll do it. Yeah, if it's May I can do it.
Susan Bergtraum:
B.A., do you still want to do it? You're on mute. Just shake your head if you still want to do it.
Martin Kaye:
Thumbs up.
Susan Bergtraum:
Okay. Okay. All right.
Michael Weinick:
Well, Susan, before you finish with the accounting, can I make a comment?
Susan Bergtraum:
Oh, sure. I wasn't even finished. I didn't know the-
Michael Weinick:
A couple weeks ago I turned in my mileage form and I got to compliment the internal audit department because there were quite a few typos that I made when I was working and the things that they picked up and they went through with a fine tooth comb, making sure that it was accurate and correct. And it was unsettling that I made the errors and time-consuming, but I just want to thank them and I appreciate the thoroughness of the way they handled it. I didn't get my check yet. It's a very, very positive thing that they really took the time to make sure that it was accurate, proper before they just cut a check regardless of who the person was.
Colleen Lipponer:
Great control to have in place for the agency.
Martin Kaye:
Colleen, you'll keep us informed?
Colleen Lipponer:
Yes. So thank you for volunteering and we'll be in touch.
Susan Bergtraum:
Any other questions? All right. So these two separate audits, especially this new audit, can they then be done ... In other words, do they have to keep coming back or could they do it while they were here doing the regular?
Colleen Lipponer:
Well, so they do separate audits. The external auditors do an audit of our financial statements and the internal auditors will do a risk assessment each year, which is required by-
Susan Bergtraum:
Right, but the two new ones. The GASB stuff.
Colleen Lipponer:
I'm sorry.
Susan Bergtraum:
Yeah, that's what I meant.
Colleen Lipponer:
Oh yeah. That will all be incorporated into financials. Yes.
Susan Bergtraum:
All right. So they're not coming back and forth and making you-
Colleen Lipponer:
No.
Susan Bergtraum:
Okay.
Colleen Lipponer:
You'll see them in October.
Susan Bergtraum:
Yeah, that's really what I wanted to know. Okay. All right. No other questions? Okay. Foundation.
Michael Weinick:
Yes. We did have the meeting a couple days ago and primarily was to go over the gala, which is coming up at the end of April, which is really our big event not only BOCES but for the foundation also. And a site change that was made this year from past years, in the past, as you know, a hard copy of the invitation was sent out. This year it was only done online. And the reservations are a little bit down in numbers. And we think primarily because people don't have a hard copy that sits in front of them, it's either on their phone or on their computer.
So at any rate, what I'm asking everybody, get the word out, pass it on. The deadlines are coming up. Don't forget to send in your check, your reservations. We have tremendous people that are being honored and throughout the BOCES organization and all of Nassau County, really this is a major event for BOCES, a wonderful thing for the individuals being honored. And we really ask that you pass the word out and remind people. Don't sit there and wait for the paper invitation because it's not coming. You can go online to the website. All the information is there. If you want to journal it, if you just want to make a contribution or certainly we hope that you come to the affair and honor everybody. The second item is the golf outing, which looks like it's on July 25th. Are we keeping that date, right?
Susan Bergtraum:
Yep.
Michael Weinick:
At Stonebridge, which is the same place that we've had it for a number of years. The Subway series, which is another fundraiser that we do. Tickets are going great. As of a week ago, there were only seven tickets left. So if anybody's interested in going to the game, better act fast.
Robert Dillon:
Centerbacks lost tonight.
Susan Bergtraum:
They did lose? [inaudible 00:37:02].
Robert Dillon:
Oh, okay. But they lost their pitcher.
Susan Bergtraum:
Oh, right. Yeah, I was [inaudible 00:37:14].
Michael Weinick:
Moving right along. Tony, did I leave anything out? Is there anything else that we should mention?
Anthony Fierro:
Just one thing that we're doing, one of the goals that we're moving forward in the foundation is we started a fundraising committee. And one of the goals of that committee is to look into some additional fundraising types of events and maybe on a smaller scale that might be regular recurring types of events that would keep our name out there, keep the foundation's name out there, and also maybe encourage some of our employees or others to attend some of these things on a regular basis. So that's something that we're in the middle of doing right now, in addition to the larger events that we have.
Michael Weinick:
And also, there's a slight change in the format for the gala this year. It's not a formal sit down dinner, but it's an extended buffet, tremendous food. Then we go into the big room, coffee and dessert on the tables while the awards are being given out. So we hope that'll be a little bit more successful.
Robert Dillon:
I think it's my understanding that postcards are going to now be mailed out hopefully this week.
Anthony Fierro:
They have been mailed out.
Robert Dillon:
They have been mailed out already?
Anthony Fierro:
Yes. So they've been mailed out and we've also contacted all of the potential sponsors. And so all of that is in motion.
B.A. Schoen:
Could I add something?
Susan Bergtraum:
Of course.
B.A. Schoen:
What Michael said about the invitations, people who are not able to attend can make a contribution. The information for that is on the website. There will be a journal, et cetera. So distance and prior commitments is not a block to supporting those friends of education that are being honored this year.
Michael Weinick:
Thank you, B.A. We have another meeting on Tuesday.
Susan Bergtraum:
Did you want to say something? Mr. Schultz?
Eric Schultz:
As most of you know, I've been the last two months with an intensive study of neurology and I just wanted to thank everybody here for their wishes, their cards, their visits, for the bagels, and really chastised the cabinet who's sending all that chocolate. It was really unnecessary and should have been directed at Mr. Widmer. It all means a lot and it's good to be back. Thank you.
Susan Bergtraum:
Okay, Fran, I think the next two things are yours.
Fran Langsner:
If you say so. Tell me what we need to know about.
Susan Bergtraum:
Okay, the district wide safety committee and then ... because you'll being talking about policy.
Fran Langsner:
So this past Monday the 20th, there was a district-wide school safety team meeting chaired by Steve Jacob. It was very comprehensive. We discussed a number of items. First was the Rave mobile safety app. There's going to be one scheduled test of it at St. Bernard's coming up I believe that I think we will be invited to observe if we care to. Stop the Bleed kits are now going to be part of the COSER 617 health and safety and they'll be available to our component districts through that COSER. MOUs have been prepared for non-BOCES shelter sites in the event of a need to evacuate a BOCES facility.
Our Nassau County Police Department Officer Atkin presented situational awareness training in many of our programs. Unfortunately, there's been an increase in bomb threats throughout the county. And bomb threat checklists will now be posted at all phones that get external calls, and suspicious mail posters will be posted in every mail area. It's good that we're doing it, it's sad that we have to. Various security trainings have been done agency-wide. Incident commander training, reunification training and threat risk assessment training. And the agency security plan is going to be reviewed at the committee's next meeting, which is scheduled for April 24th.
Susan Bergtraum:
Policy?
Fran Langsner:
Policy. Okay. Since our last board meeting, the policy committee met on March 16th and March 27th. We discussed two facilities related policies: 8220 buildings and grounds maintenance and 7365 construction safety. We began a discussion of policy 2550 expense and reimbursement for board members and Nassau BOCES district superintendent. That discussion is ongoing. And then there will be a policy coming forward for deletion. It's 9540.2: workers' compensation and unemployment insurance. The substance of the policy is really included in all of our contracts and it's governed by New York State law. So the committee felt that there was really no need for a standalone policy. So that will be coming onto a board agenda.
Susan Bergtraum:
In honor of Mr. Weinick. Which is an inside joke because Michael is absolutely of the mind that we should not have policies that are covered in other places or that are in law. So we have listened to him.
Fran Langsner:
That was it.
Larry Greenstein:
So we met last week. We did a review of lobby day and how that went. A little bit of the discussion about the budget process and meeting a lot of the new electives. We had an executive member who resigned recently, so there will be at our next meeting, I believe somebody will be nominated to fill that position. And we started a discussion on what the financials will ... We'll review the financials and what the budget is likely to be doing, which will be brought up at our next meeting, which is sometime next month after the 15th.
Susan Bergtraum:
James and I went to a law conference, which was in both of our estimations very worthwhile. And one of the things that was discussed was certain trainings. And one of them, and I'll tell you what the training is that we now do have to take annually as a board as well. And you can do it online. But I will call New York State school boards sometime before our next meeting and get a list of trainings that we need to do annually.
So the training that was mentioned there that I checked on, because I know that we have not done it, was ... I will find it or I may not. Here it is. Training for data privacy, security awareness, and anybody who can get the personal identifiable information so that we will set up at some point a training so that we are in compliance. And as I say, I will check to see if there are any other trainings that we're supposed to be doing annually that we are not. I think that those trainings are on a list and staff is trained annually on what they need to be trained on. So I will check to see if there are any other trainings that we have to do. Yes?
Larry Greenstein:
While you're checking that, if there are trainings that we have to do that some of us are doing for other hats, do we have to do them twice?
Susan Bergtraum:
I don't know.
Larry Greenstein:
While you're researching that would be good to know. Otherwise I'm going to be six times.
Fran Langsner:
Was that the result of legislation that we now have to take? Because I don't remember hearing anything about that.
Susan Bergtraum:
I can only tell you, when it was said, I wrote it down to see if we had to do it. And Joyce called New York State school boards and yes, the answer was yes, we have to take it. And it can be done online.
Fran Langsner:
No, I'm just saying because if you had not attended that conference how would we know?
Susan Bergtraum:
We would not have. I'm just writing that note so that ... Give me two seconds so that I don't forget to ask them when I call. Okay. Okie dokie.
Michael Weinick:
One quick.
Susan Bergtraum:
Sure.
Michael Weinick:
Two, three weeks ago we had the refit breakfast, which several of us went to. It was extremely well attended by superintendents, school board people. The questioning was pretty good. Unfortunately there was only a little bit of time left at the end for the general public to talk as opposed to Nassau Suffolk asking all of the questions. And maybe this is something you can bring back to Nassau Suffolk or actually [inaudible 00:47:30]. We're big boys and girls, we can ask our own questions. We don't need the organization to come up with the questions for us.
The big coin a little disappointing was the representation by the elected officials, particularly the new ones. Some didn't even send anybody, some sent representatives. They should have been there. And the organization should be strong enough that the legislators don't want to miss it. And kudos to Western Suffolk BOCES, the breakfast was very good.
Robert Dillon:
Did Fran have a question now?
Susan Bergtraum:
Yeah, right.
Robert Dillon:
I know they cut her off.
Susan Bergtraum:
I know, I know. And just to be clear, this was run by refit, not Nassau Suffolk. Just so that we-
Robert Dillon:
That's all the same.
Fran Langsner:
So do you want to hear my question?
Susan Bergtraum:
Yes, sure.
Fran Langsner:
So my question actually had to do with, I read in the New York Times, there was an entire article about the issue of corporal punishment taking place in private schools in New York State. And of course this is something that is being dealt with legislatively. But a local assemblyman has proposed that timeout rooms be considered a form of corporal punishment. And I don't think that that is necessary in all cases. I think that we use timeout rooms judiciously and appropriately. And if they were disallowed, I think it would be a big problem for us. So that was my question that didn't get answered at that forum.
Susan McNulty:
Because that's legally on the IP.
Robert Dillon:
Yeah. I was going to say if it's in the IP as a strategy.
Susan McNulty:
Exactly.
Fran Langsner:
But if it becomes prohibited, where will that leave us?
Robert Dillon:
I think the devil would probably be in the details. And by that I mean, would that be something for the general ed population?
Fran Langsner:
I don't know.
Robert Dillon:
With carved out by exception for IEPs. I would hope anyway.
Fran Langsner:
Right, right. And that was my question. I asked it here.
Eric Schultz:
Did anybody ask him where he got his information and learned about timeout rooms?
Fran Langsner:
He wasn't there. I wanted to ask the question in general to bring it up, to heighten everybody's awareness of this.
Eric Schultz:
Were any of his colleagues there?
Robert Dillon:
There were 70 people there.
Fran Langsner:
Yes, but I didn't get to ask the question.
Susan Bergtraum:
Well, but maybe it behooves us to reach out to this legislator and explain the...
Robert Dillon:
Nuances. Yes. So I [inaudible 00:50:25] and he'll take our call.
Martin Kaye:
Has Nisba this taken a position or do they know anything about-
Susan Bergtraum:
It hasn't gone anywhere yet. Well, oh you meant ... No, not that I know of. To be honest, I can't answer the question. If you wanted to call them and see what the ... but I think just reaching out to the assemblyman may stop anything before it's written and the legislation is proposed. If it can be clearer and maybe carved out, then nobody has to do anything because it will have been taken care of beforehand. So if we can do that proactively as opposed to reactively, that would be better.
Fran Langsner:
Thank you.
Susan Bergtraum:
Okay. Okie dokie. All right. So last meeting we did celebrate three birthdays sans cake. So the cake is now there.
Robert Dillon:
It's been here for months, right? No singing.
Susan Bergtraum:
We're not singing again because the rest of us will be jealous that we were only sung to once and he was sung to twice. But we are going to take a break, we're going to move into executive session, but I need to explain this. We'll adjourn to executive session as we always do with the break to celebrate or to do whatever else we need to do. We will then go into executive session. We will need to come out of executive session to take action, and after that we will be going back into executive session so people don't have to wait. This will be a lengthy executive session, but action won't be taken the second time we go into executive session. So everybody will then be able to go home, not join us again, whatever.
So just so that you understand, I'm going to ask for a motion now to go into executive session. We will adjourn to a light repast. We'll go into executive session. We'll come out of executive session and go back in.
Robert Dillon:
Double executive.
Susan Bergtraum:
Yes. So may I have-
Robert Dillon:
So moved.
Susan Bergtraum:
Thank you very much. Second?
Michael Weinick:
Second.
Susan Bergtraum:
Discussion? All in favor?
Michael Weinick:
Aye (collectively).
Susan Bergtraum:
Opposed? Abstained? Okay, so we will ... Oh, sorry. [inaudible 00:53:14] We're back in open session. We have a resolution. Ms. Nolan, if you would read it please.
Ms. Nolan:
Adoption of resolution, ratification of memorandum of agreement. The board is asked to adopt the following resolution, ratifying a memorandum of agreement with the Nassau BOCES Central Council of Teachers. Adoption of the following resolution. Ratifying the following memorandum of agreement with the Nassau Central Council of Teachers.
Be it resolved that the Board of Cooperative Educational Services of Nassau County hereby ratifies and approves a certain memorandum of agreement between the Board of Cooperative Educational Services of Nassau County, Nassau BOCES, the Nassau BOCES Central Council of Teachers, and be resolved that the district superintendent is authorized to execute the new collective bargaining agreement incorporated in the terms of agreement. That concludes.
Susan Bergtraum:
Thank you. May I have a motion?
Fran Langsner:
So moved.
Susan Bergtraum:
Thank you Mrs. Langsner. Second Mrs. Coates. Discussion? Seeing none. All in favor?
Fran Langsner:
Aye (collectively).
Susan Bergtraum:
Opposed? Abstained? The motion carries. Okay, so with that we are going back into executive session and we will not be coming out for any action.
-
Nassau BOCES Board Meeting - March 9, 2023
Note: Please click the play button to play the live broadcast.Susan Bergtraum:
Please lead us.
Speaker 2:
Yeah, I pledge allegiance ...
Group:
... to the flag of the United States of America. And to the republic for which is stands, once nation, under God, indivisible, with liberty and justice for all.
Susan Bergtraum:
Good evening. We welcome everybody to the March 9th, 2003 Nassau BOCES Board of Education. We are glad that you could join us and with that, I am going to ask for an approval of the minutes and then I will turn over to Dr. Dillon, so with that, acceptance of the minutes, civil move, thank you. Second?
Fran Langsner:
Second.
Susan Bergtraum:
Thank you Mrs. Langsner. Discussion, all in favor?
Group:
Aye.
Susan Bergtraum:
Okay. So with that as promised-
Dr. Robert Dillion:
Okay, so before we have the presentation. I've been asked to make this many presentation, Mr. Wink, it's from his friends, his girlfriends at the educational foundation.
Group:
[inaudible 00:01:20].
Susan Bergtraum:
Oh sure, [inaudible 00:01:28].
Dr. Robert Dillion:
Thank you all.
Now we turn it over to our CIT people and I know we have Pam, we have Laverne and we Chris here. Who is up first?
Pamela Christiansen:
I am and I thank you Dr. Dillon. Good evening everyone. Thank you for the opportunity to meet with you tonight and offer the annual departmental report for the Department of Curriculum Construction and Technology. We'll be taking you through a review of the last three years during which the department has been led by what we affectionately refer to as a three-legged stool leadership approach.
[inaudible 00:02:24]. Okay. [inaudible 00:02:24]
Thank you for patience. The accomplishments and milestones that we'll share with you this evening are the department's hours and of course our remarkable staffs, some of whom are here tonight. Chris McGrath is here tonight.
Susan Bergtraum:
Would you like your exceptional staff to please stand?
Pamela Christiansen:
I would and thank you for the reminder Mrs. [inaudible 00:02:45], yes, [inaudible 00:02:47] McGrath. [inaudible 00:02:50]
What I really want to be sure to tell you is that the presentation that offers you this information is a hundred percent with the work of Cliff Steiner and I want to acknowledge his efforts and thank him for his colleague-ship and his creativity.
Okay, there we go. Okay. So as you know, CIT is a very diverse department and we represent over 175 individual services. We work very closely together in our three-legged stool to maintain departmental cohesiveness and progress. However, we each have responsibilities for discrete areas and they're represented for you here on the slide before you. Our leadership journey began with the retirement of Tony Kora when, we'll remember in the spring of 2020. With his retirement there was this decision to establish the new leadership approach and the three of us came together with very discreet and different backgrounds, skills, personalities, and world views. But we share a passionate commitment to the work and to the mission of the agency and to the role of CIT.
Speaker 3:
[inaudible 00:04:14] here and restocks the toilet paper in our bathrooms as well.
Pamela Christiansen:
That's not part of my presentation. It was really creative.
Speaker 5:
[inaudible 00:04:36].
Pamela Christiansen:
So in addition to that, we have great respect for each other and appreciation of the various skills that we bring to the table and we've been very appreciative of the opportunity to leave the department. All of that said this was all established in the pandemic erupted and off we went. As I mentioned before, our services are rich and diverse. They defy easy categorization, but we have made an attempt at it in this slide, which offers you the various buckets, if you will, of what we each do.
Eric Schultz:
Hello? Sorry.
Susan Bergtraum:
That's Eric. Hello Mr. Schultz.
Pamela Christiansen:
So I would like to turn this over to Laverne for her to offer her perspective on the things for which she's responsible.
Laverne Mitchell:
Thank you Pam. And thank you everyone. Good evening. It is a pleasure and a wonderful opportunity to be able to share some of the amazing work that is happening in our programs.
Let me begin with curriculum and instruction. As you all know, we went fully to in-person learning, this fall and I think I mentioned before that our LAPINSKI center is bustling with adult learners coming to our professional development workshops and round tables.
We held our first in-person Long Island Technology and Education Summit in the fall with over 700 people in attendance. And some of you were gracious enough to attend, so thank you so much. And our student programs have seen a significant increase in activity with young people, with children at the mid-year point of the school year, some of these programs have already surpassed the total number of students student trips and activities that we saw in 2122. It's wonderful to see students again at our Brookville and Comset outdoor education sites.
We have also seen an increase of the number of students that we're touching as the population of multi-language learners increase in our county, so does the need for our language programs. We have hired three new teachers to meet the needs of our ENL students in our programs.
We have also seen a tremendous increase in the arts programs and schools. I believe that our districts are recognizing the role that the arts play in our students' lives and enriching the programs and let me add, and in their social emotional health.
We are also able to touch more students through our grants. We have received three grants in the total award of about 300, 3.6 million over three to four years depending on the grant. So this has allowed us to work with teachers and this week, I think it was Monday or Tuesday, we had a culminating meeting at LAPINSKI for a Smart Start grant. And I have to tell you, it was amazing to see the work that the teachers are doing and the projects that they're creating for students to infuse technology in their classrooms. So that was just one of the grants and I just wanted to mention that.
We continued to create innovative programs. We talked a little prior to this about the EIB program. We are creating a SIFE academy and I want to bring your attention specifically to the picture in the center. Now this is a wonderful story. We worked with Lynbrook's High School to create what they have called the Owl Success Academy, which is a completely virtual academy for students who do not or would not normally succeed in the regular school environment. This young man that you see in this picture was going to drop out of school. He was at risk and he registered for the Owl Success Academy, on February 8th, he was the first graduate of this academy. And so we are so pleased with the work that he has done and because of our partnership with Empire State College, they gave him an automatic acceptance to their online college experience. So we are very proud of Matthew and we are very proud of the work that we've done with Lynbrook.
In Health and Allied Services, we continue to meet the ever demanding needs for health professionals, not only for physical health but for mental health. We are doing a tremendous amount of work and the increase is just, and we knew this was coming, it was inevitable after the pandemic that the increase, that there would be an increased need for mental health supports. We currently have all 56 Nassau County school districts subscribe to our mental health consortium and eight Suffolk districts.
Now in our student support services, we've also experienced tremendous increase because of the district participation represented in the next two slides are examples of such growth, responding to the needs of districts to navigate the complex world of data reporting. Our state reporting team has expanded the shared data coordinator service and other related services to support more districts. More districts now participate in our Medicaid and education reimbursement assistance service. And through training and support, our districts have recovered over 5.7 million in funding this year.
We have reached our goal in having all 56 districts participating in our NASTECH program, which provides support and resources to our technology directors. We also have participation from the diocese of Rockwell Center. Our testing team has been working diligently to keep up with the surge in district participation in computer based testing. Many of you know that the SED has a timeline of complete implementation by 2026. So we have to keep up with this need and our districts are moving fast. So we thank our teams for moving as fast as they are.
We have likewise experienced growth across many of the products that we support, including Renaissance Frontline, IEP direct and board docs to name a few. And our data privacy service has become increasingly important and we continue to see growth in that as well.
Unfortunately, we could not share all of the services that we provide this evening, but like Pam said, I want to take this opportunity to thank all of our staff, those that are not here, and those that are here, for the work that they do every day to support our students. Thank you. And I pass it back to Pam.
Pamela Christiansen:
You're welcome.
Okay, I'd like to start by spending a little time with you on the project management and customer care areas. I'm happy that Kyle is here tonight because they're under his direct supervision and it's his leadership that has contributed greatly to the broad growth that we've seen in the quality delivery and financial elements of the projects and the customer care work scholarship revenue is up 34% over the last three years with 24 districts participating. Now this is a service which allows students to be provided with smart chipped personalized ID cards, which can be used for all manner of identification within the school district.
Our document imaging revenues up 58% over the last three years. You may recall that that's a service which we expected more from, more quickly. And it took a while, for it to take off, but once again with the right leadership and so forth, we've seen the 58% growth.
We talked once before when I spoke with you recently about the intern program having been redesigned. We've expanded our reach into our relationships with various local colleges and as a result of that, we've been able to attain a higher level of skills in the candidates who come to us. And indeed, we've been able to bring three former interns on as permanent employees.
Customer care has fielded and closed over 52,500 tickets in the last three years. And I think what's particularly notable about that, aside from the shock value of the number alone, is the fact that that's not all they do. They're involved in a great many other things in coordinating things with our warehouse in managing various kinds of repairs of equipment and so forth. So they're a busy group to be sure. And in fact those repairs are up 18% for tablets and iPads. And since 2020, 20212, almost 15,000 devices have been repaired. So the numbers are pretty remarkable.
Graphics and printing has seen an increase in revenue in, well in the 2020, in the 21, 22 year of 32%, current year we're expecting another increase of 15% over that revenue level. We've made quite a few changes in the program. We've implemented graphics IQ, CITIQ is the automated system we use for order tracking and financial management within the department. We added a section of it, which is Graphics IQ, which allows us to do a number of things that have improved the service. It increases time efficiencies because we've reduced paperwork. We used to operate on a paper ticket system in graphics, it's now all done electronically including a delivery module which allows for live signature upon delivery and eliminates for the most part the possibility of lost deliveries or claims of lost deliveries. There's also of course, the reduced wastage of paper as a result of doing things electronically instead of in print. And as many of you probably know, there's a general paper shortage, and so in view of the fact that we are struggling to get the paper we need to do the printing, we feel it's our responsibility to reduce any waste that we can reduce.
In addition to which the system provides transparency for managers so that they have ready access to information when customers call instead of needing to go pull a file, pull out the tickets, et cetera, the information is right at their fingertips and allows them to produce reports as well. We're on our way to a transformation of the graphics department moving in anticipation of some retirements from the full up presses to digital presses. And that investigation decision making is well underway and I hope to be able to bring you more news of that and the not too distant future, but it's about to come into the full 21st century.
As far as telecommunications is concerned, over 80 internet denial of service attacks have been identified and mitigated. Those are the attacks where, for example, an exceptional amount of traffic is pushed by a bad actor across internet circuits causing the traffic to disallow the expected traffic. So it, think of it as the LIE and suddenly thousands of people pull onto the LIE so the regular commuters can't get where they want to go, so these tax have to be identified, mitigated to allow for clearance of the circuit and for the normal traffic to pass once again.
The total internet bandwidth subscribed to by the districts has gone from 25, just over 25 gigabits to almost twice that at 47. A lot of that growth occurred during the pandemic, but it continues to this day increasing. The bid was led and executed by the agency for a wide area network redesign for the agency itself, which reduced the annual billing by $67,000.
There was the migration of 180 pots, like pots lines, plain old telephone service, the easiest acronym ever. Plain old telephone service. It's amazing to me that there's still that many lines out there that need to be migrated over to a more sophisticated level of service, but that was accomplished as well. Six new district telephone systems were instituted in various districts and 17 new non-bow tie district internet connections. Many of the districts are so dependent upon internet now that in addition to their bow tie internet, they're opting to have services directly deployed into the district through us, but directly as either backup or supplemental service. 23 upgrades of wide area networks and or fiber locate relocations and new building connections were also performed by that team.
As Laverne said, it's a little frustrating as we could go on and on and on, but we know that your time is limited. So now I'm going to give it over to Chris to talk about his [inaudible 00:17:46].
Christopher Reinertsen:
Thank you Pam. So you get, there's a theme here, it really is one about consistent growth over the last 10, 11 years. We've increased direct district support from nine districts in 2012 to almost 30 in 2022. What that means is that if you go back 10 years, there were many more districts were directly engaged with consultants and I'll say other entities and they've come to find that the quality of services that we've described to you many times are attractive to them and they want to come on board and have things done properly. That's only one way to say that. So that's increased threefold in the last 10 years. Along with that, we've reduced the amount of expense associated with high level technicians in district. Conversations that we've had in the past about migrations to cloud and things like that bring the intelligence of the network support designed back to the middle of the network so the expenses are shared. So we provide what we believe is a much more cost-effective approach to, as somebody said, wants having a mechanic driver out in your car with you. Okay? You don't need it. One of those things that's superfluous at a certain point.
Order remediation carried out analysis, meaning that when districts are audited for gap analyses, we come in and we describe the remediation process to them as part of the services that we charge for right now. Crowd cloud migration, we've been through several times about we believe that data is better protected in the cloud, it's more cost-effective, their data center is better than our data center, we've been through those things as well and that's a very aggressive migration to protect data better, and again, to leverage the intelligence we have back at the knock.
utomated remediation and malware mitigation, those things happen now because what we know is that people can't react. Those things have to be done in software. So Sandeep and all the other staff back there, and there are, as I said to you two meetings ago, at least four guys right now, four people, excuse me, who are engaged only in security and remediation and policy generation, and those things happen automatically now. So that again, we're not reacting, it's a proactive approach. And then anybody who is on our dime so to speak, gets the benefit of all that research. We do not charge them additional money, we go out and we share it liberally so that again, everybody gets to benefit from it.
Speaker 15:
Leave it to the tech guy.
Christopher Reinertsen:
I don't know [inaudible 00:20:07], well we might need a battery guy.
Susan Bergtraum:
Thanks.
Speaker 16:
[inaudible 00:20:17].
Christopher Reinertsen:
Thank you Bob. Again, as we just described a couple of meetings ago, we specifically developed the security services for NASA county schools that is managed back at Lapinsky. So incident response and remediation that's generated based on our experience around the Windows platform and the deployment of all these resources and applications right now becomes an automated process that we believe is much more efficient, both financially and from a manpower perspective for participating districts. Third party offerings, this idea that districts used to go out and buy all the software off the shelf right now are no longer attractive because we've included so much with our licensing arrangements with Microsoft that these things become much more cost-effective. It compliments the advanced engineering services, which is the service in which the team goes in and designs and deploys a network. Then we support it on the backend with security.
Without getting too technical, it does leverage AI and automation in Microsoft's cloud so that these things can be proactively mitigated. Right now we need to staff additionally in there, I know we just hired somebody recently. What happens though is despite anybody's, I'll say best preparation in college or a preparatory program, you have to learn how we do it, so that means that we can't just get people off the street and expect them to participate, it takes probably nine months to a year to get somebody fully familiar with how to participate Actively in these things and would be a resource, so we could set that independently. So that's an ongoing process.
Next Bob please. And AES is the service that we developed around having the advanced network support for districts be present back in the knock. So many years ago, if you go back and you look at the architecture of the systems and the way that support was structured, you would have all these high level resources as I alluded to earlier, who were parked in district watching these things, we think that's inefficient. It's not a good use of their money. If you roll things back to the center of the network, which is at Lapinsky courtesy of bow tie, the team can watch everything in real time. So those types of calls that used to be reserved for higher cost individuals and districts now all come back centrally to our guys at Lapinsky and they service these things in real time.
So we run help desk for them, project management through Pam's team. We schedule migrations, design and config virtual networks and configure all their security stuff from Lapinsky as part of engineering services. So it's an efficient deployment of what are, quite frankly more expensive resources, but when they're shared they pay less for them. Bob, please.
And one thing that we kind of glossed over pre-pandemic was this idea that we were very strong believers prior to the pandemic. That this idea of being able to push anybody anywhere and have their work follow them was something that we wanted to invest in. It's a very big lift to have done that essentially without any controversy or any technical issues. So anytime anywhere, secure access to workloads and programs, security and reporting for all users and automatic security for any at-risk users. All those things were kind of designed by Sandeep and his team prior to the pandemic, so that by the time we started talking about the pandemic, we realized that we were in reasonable shape to go out and let these things, I'll say swim on our own if you will, because four years ago, five years ago, we would not have been ready to do it, but you could see that the need was coming and I think that the design predated the pandemic. So we haven't talked about that a lot, but it was a very heavy lift and it was done with a lot of skills. So I wanted to mention that as well. Bob.
So a revenue look back, part of the reason that we're going back towards 2010, 2011 is so you can get an idea of the amount of revenue and the amount of growth that the department has experienced across all of our respective groups and how persistent that thing I should say, how consistent that revenue growth has been. My McGrath, Chris McGrath, not to be confused with Tom McGrath, started doing the books, if you will for us right around 9, 09 10. And we have a much clearer picture of every program's growth, expense, revenue, et cetera. And as you can see from just a straight-up growth proposition, it's been a very, very, very productive 10 years. We had very little recurring participation in all of our programs going back to 10, 11 and now we have nothing but repeat customers across the board. So it demonstrates how satisfied I think people are with the services at large across the department. Bob.
And we have managed to do that without having a very, very substantial increase in FTEs other than in the, I'll say, we inherited some programs along the way, courtesy, my friend Tony before here and there, like 17, 18, he would just gather up the orphans if you will. So there's a couple of spikes there, but that was nice. But we tried to, I'll say make sure that our FTE count remains reasonable and I think we've done a reasonable job as well.
Bob. Big pie chart. So beginning with what Pam has said about the diversity of services, you can see based on the revenue indicators and all the programs, this is everything that gets supported out of Lapinsky annually in the associated revenue with it. It's quite a large undertaking. And I'll thank Chris McGrath for this as well, and Cliff of course too. So that is a breakdown of all of the various programs we've discussed.
And thank you all very much for your time.
Pamela Christiansen:
Yes, thank you.
Susan Bergtraum:
Thank you.
Christopher Reinertsen:
So all that credit before I took was really [inaudible 00:26:20].
Speaker 17:
How quickly we forget.
Susan Bergtraum:
Questions? Comments?
Christopher Reinertsen:
I'm sorry.
Deborah Coates:
Laverne, you mentioned that there were eight Suffolk districts that were participating in the mental health consortium. How come there aren't more and or is there not something going on out in Suffolk County BOCES also or?
Laverne Mitchell:
There is nothing substantial yet going on in Suffolk BOCES, we have opened it up to them recently because we needed to have the capacity to be able to support our districts and the Suffolk districts as well. So now that we can, we just recently opened it up, opened it to them, to Suffolk districts and we now have a participating. So I'm sure more will come on in the future.
Deborah Coates:
But then Western Suffolk and Eastern Suffolk policies don't have anything?
Laverne Mitchell:
Do not have a consortium like we do.
Deborah Coates:
Thank you.
Laverne Mitchell:
You're welcome.
Susan Bergtraum:
Mrs. Langsner.
Fran Langsner:
Thank you very much. I'm always very impressed. I have two questions. The Medicaid reimbursement assistance, do other BOCES cross contract with us for that service?
Laverne Mitchell:
They do not. They do not. We specifically support our districts at this time.
Fran Langsner:
Would they or they all do it on their own?
Laverne Mitchell:
I think they all do it on their own.
Fran Langsner:
Okay. My second question is, and I don't know anybody will have an answer, have we had conversations with our districts regarding the role we might play in the utilization of something like chat GPT by students and staff?
Christopher Reinertsen:
Well look, I consider it, Cliff actually knows a lot about this as well, but I'll speak to it briefly. It's very immature technology and right now we think that you can lead it down any path you choose, and Cliff has demonstrated that in a rather humorous way a few times. Certainly it's not appropriate for instruction in any way, a research tool fine, but this idea of representing work that you grab from sort some chatbot, which is what it is effectively, is kind of unethical as well, so it's going to be a huge deal. It already is in secondary education [inaudible 00:28:44].
Fran Langsner:
Kids are going to use it because they can.
Christopher Reinertsen:
But then of course what we'll get in the business of providing them with software that will identify it, we'll make money.
Laverne Mitchell:
And I just want to add that the districts are very much in conversation about this and how they're going to use it and will they use it. And so our job and our responsibilities is to support them in whatever decision they make. So we have been providing some professional development to our model schools program, just, making them aware that it's there, it's a tool. A lot of tools come and go, but we know that some of them will stay and this one will stay. So they're going to have to decide what's the best, the most appropriate way to use it.
So we're supporting them in the decisions that they make.
Fran Langsner:
Good because it's scaling.
Susan Bergtraum:
Mr Kaye.
Martin Kaye:
With the growth of technical support in Lapinsky, it's been unbelievable in terms of 10 years. Are we running out of space there? Do we have enough?
Christopher Reinertsen:
Funny you mention that.
Susan Bergtraum:
He set you up.
Christopher Reinertsen:
I'm going to thank Sandy and Mr. Fierro because we recently redid the room because it was so crowded that we had to get new furniture right now, and it's very nice. You should come by and visit, you know, you should check it out because it's very state of the art and it probably has, Sandy how much more capacity? Almost twice as much?
Speaker 4:
Yeah. I think we added up to 24 folks in the room in [inaudible 00:30:09].
Christopher Reinertsen:
So we had to literally redesign the room because it was so crowded.
Martin Kaye:
So in terms of servicing the districts, do you have enough common large space areas to have your seminars and?
Christopher Reinertsen:
Oh yeah, Lapinsky's excellent. Yeah, we bring people in all the time. We have our own areas where we bring folks in for meetings and things like that. And we've made a lot of progress in terms of how we meet. So not a lot of it's, we don't do a lot of in person right now because we're just much more used to tag and things like that. But you should come by and see the room. I can encourage all of you too because it's very nice and I'll give Fierro credit where credit is due, because we had a lot of help from facilities.
Martin Kaye:
Thank you.
Susan Bergtraum:
So just to follow up on that, is the footprint the same and just the interior was?
Christopher Reinertsen:
Correct. Yeah, the physical footprint's the same. It's more appropriate furniture. It's a more open space if you will. And we preserve the curve glass because we were warned that was sacred for some reason.
Susan Bergtraum:
Okay. And my other question is, although you lost, the increase in revenue and to some degree, it's a decrease in staff. How did you manage that? Is it more technology? What's the?
Christopher Reinertsen:
It's by nature more efficient. What we've done is expand our footprint, that's the most easy way to explain it. So if we have increased our district footprint from nine to 30, if you will, and introduced new services. And the other thing that's happened that's very significant is that software and software sales have changed substantially, whereas you used to buy a piece of software and you could cycle it through five or six iterations in years of use, right now it's all annual subscription based. So we benefit from a revenue perspective from publisher's approach to licensing, which is now the current. So we get that as well, and that's courtesy of Kyle's group. So there's a lot of that going on too.
Susan Bergtraum:
Anybody else? Well as ever,.
Robert Schoen:
Hello.
Susan Bergtraum:
Mr. Schoen.
Robert Schoen:
Well as many of you know, we've been doing a lot of lobbying lately. And when you were talking about the period of great growth, people have forgotten already what a major displacement super storm Sandy was. And I was telling a legislator or a staff member, I can't remember which, about the experience of Sandy when their component district's buildings just ceased to exist and how we had their telephone service operating out of Lupinskie Center almost immediately with a same phone number, connected people with the same person. And how we paid the payroll checks for those districts on time, end cycle to really mitigate the displacement. And as I was telling this story to a legislator or a staff member, I can't remember which they almost like anticipated my sentencing, but this is very gratifying in two ways, that people have listened to us and they remember our abilities and that experience, I believe and strengthened our response to the other great displacement that we had, which was the pandemic, and everybody had to go remote. And so when I look back on my time, I'm going to take full credit for all of that.
Well, but seriously, it's one of the things that makes me proudest of this organization, what we've done. And thank you.
Susan Bergtraum:
You're welcome. Thank you. And truth be told, you should take some credit because without the board's support, this doesn't happen. So it's only right that we acknowledge that as well. Okay. So looking again. Okay, so with that BA used, the word that I think we would all use, which is we are so proud that you represent us, all our districts, your presentations are always informative, enlightening, clear to the point and jawdropping. So with that, we thank you. I speak for all of us. We talk about you. So Thank you.
Dr. Robert Dillion:
I'm not happy because Eric you can't get on.
Susan Bergtraum:
Oh, is he not? He's not able to?
Dr. Robert Dillion:
He had volume. No, no, no video.
Susan Bergtraum:
Oh Eric, are you there? Oh, well you're muted. Are you there, Eric? Oh, he's not there right now I guess. All right, he may come back. Okay. And before we continue, just to note that Mr. Schultz may be joining us virtually.
Speaker 21:
He was on initially, Bob told me he was on right.
Susan Bergtraum:
We know he was on- But I don't think he's on right. But just so that anybody who's listening that Eric is not here in person, but is probably on virtually. Okay. So with that, may I have a motion on the consent agenda? Thank you Mr. Schoen. Second. Mr. Reinersten, any discussion?
Seeing none. All in favor?
Group:
Aye.
Susan Bergtraum:
Additional agenda item. May have a motion. Thank you Mr. Schoen. Second Mrs. Coates. Discussion, all in favor?
Group:
Aye.
Susan Bergtraum:
Opposed?
Speaker 22:
Sustained.
Susan Bergtraum:
He did it right. This is not, is there any questions on information items? Okay, Dr. Dillon, it's all yours.
Dr. Robert Dillion:
Just a few things here. This past week we had a meeting scheduled with Senator from the Hudson Valley regarding [inaudible 00:37:05], unfortunately, [inaudible 00:37:05] couldn't make the meeting, but we met with who's very encouraging. So we'll keep you abreast of that [inaudible 00:37:09] Ethan Warren. Very nice young man. In addition to that, we met with our Nassau County Health Commission and Dr. Gillman who was sharing our conversations regarding a mental health pilot using telehealth, and she's used that in other counties where she's been. And we're exploring the feasibility of telehealth programs here. In addition to the other mental health issues that we've dealt with, we had a very successful lobby week. I want to thank communications, thank the board members who participated and our professional staff who participated.
I believe during the course of the week we met, we had zoom meetings with 16 legislators and it was great to see them and have them see our kids. That worked out very well.
Right now we're in the planning stages of an opioid addiction seminar. Regent Tillis has been kind enough to donate to Tillis Center and we're looking for this in late May, more to come on that.
And many of you who were with us in Syracuse and went to the workshop on PERMA Materials, well we've, we've received an email that we were receiving the excellence in risk Manager award from PERMA. So there's more to come on that and that it was really good stuff. They give that to newly much [inaudible 00:38:30]
That concludes my report. Thank you. Yes, thank you.
Susan Bergtraum:
Thank you. Hearing of citizens, Mrs. Nolan.
Speaker 23:
None more received.
Susan Bergtraum:
Okay. Oh, business. Any report? Probably not. The was. So the only thing that I'm going to say to you and I is, circumstances being what they may, we all cannot make any of the dates that were given. I will go back to Lisa, ask her for only Wednesday dates. Yes, which will, and unless you want to give up on this, I'm going to go back to her, ask her for dates in May and June. You want to go into July?
So think about it. We're a board of nine. That's what happens when I think if we're a board of three or five, maybe we would be able to do this. But that's the way it is. So new business, no reports, I'm assuming.
Okay, so foundation. No foundation report. Okay.
Speaker 24:
Sorry Your Honor.
Susan Bergtraum:
NASA Suffolk School Board Association. I can't even remember.
Larry Greenstein:
Actually tonight is the final meeting of the tell your story thing going on at the Heritage Club, and I believe, and that was a pretty successful venture by the organization. And then except for lobby day and the resources and those things and the meeting is next week.
Susan Bergtraum:
Okay and Okay, and policy committee. Most of what we've been working on is in the packets, either what was the second read or what was the first read? And we will be next week meeting with Mr. Fier. There are two or three facilities policies that we will be addressing. So that's the [inaudible 00:40:58].
Fran Langsner:
The district school safety team has a meeting together for the 20th.
Susan Bergtraum:
Okay.
For March time?
Fran Langsner:
Correct.
Susan Bergtraum:
Okay. Okay. With that. Okay. So we will be going into executive session, but taking a break before, sorry, I'll ask for the motion. But we will break before for the birthdays of Mr. Greenstein, Mr. Whitmer and Mr. Fierro. So a public happy birthday. Since we, they will not hear us singing, maybe they'll be very happy not to hear us sing. Who knows. And then we will be going into executive session and I believe we'll be coming out and we have some resolutions. So we'll be going into executive session to discuss three personnel items, a confidential agreement, multiple departmental adjustments, and a personnel letter. And so with that, may I have a motion to go into executive session? Thank you Mr. Shcoen. Second. Mrr. Langsner. Sorry. Any discussions? I know. All in favor?
Group:
Aye.
Susan Bergtraum:
Opposed? We thank you all for attendings and have a very nice rest of the evening.
Speaker 15:
[inaudible 00:42:33]
Eric Schultz:
Sandieep did a [inaudible 00:42:39] job.
Speaker 5:
Thank you sand. Have a good night. Yeah.
Susan Bergtraum:
Okay, we are back in open session. Mrs. Nolan, if you would read the resolution, please.
Speaker 26:
Evident the board adopted the following resolution be it resolved that the board here we authorizes an agreement between the board and a certified employee known to the board. The board has previously reviewed set agreement and executive session. It further resolved that the board authorizes the board president and district superintendent to execute the agreement.
Susan Bergtraum:
May I have a motion? Was that Mrs. Coates? 10. Second. Second. Larry, Mr. Mr. Greenstein, he, you had to turn already, right? All right, is there any discussion? Seeing none. All in favor?
Group:
Aye. Aye.
Susan Bergtraum:
Opposed with Mr. Schultz's Opposed. Abstained. Seeing nobody. All right. May I have a motion to adjourn? Thank you Mr. Schoen. Second Mr. Greenstein discussion. Did you Okay. Discussion? All in favor?
Group:
Aye. Aye.
Susan Bergtraum:
Okay. All right. What? No.
-
Nassau BOCES Board Meeting - February 9, 2023
Susan Bergtraum:
Will you lead us in the pledge, please?
Group:
I pledge allegiance to the Flag of the United States of America, and to the Republic for which it stands, one Nation under God, indivisible, with liberty and justice for all.
Susan Bergtraum:
Good evening all. I usually welcome you before we do the pledge, but this was to mix it up a little bit. So we have done the pledge and we welcome you to the Nassau BOCES bimonthly board meeting, February 9th. We're glad you're all in attendance and with that... Oh, before I begin, the exits in case there's an emergency, there's an exit right in front of me and the main exit is out to the left. Well, my left, your right. Go past the bathroom doors and there's a staircase leading out. So I have made Steve Jacobs very happy. Okay, all right.
Mr. Kaye, who is our audit committee chair, is not with us tonight. So Mr. Greenstein has graciously accepted to lead us in the audit committee report. So, Mr. Greenstein?
Larry Greenstein:
So our first order of business is the approval of the minutes from October 20th, 2022. Second.
Susan Bergtraum:
Second.
Larry Greenstein:
All in favor?
Group:
Aye.
Larry Greenstein:
Okay. Did I see Mike?
Susan Bergtraum:
Well, I'm looking for Mike.
Michael Weinick:
Yes.
Larry Greenstein:
Yes, yes. Great.
Susan Bergtraum:
There he is. Oh, there you are. Okay, don't move.
Larry Greenstein:
[inaudible 00:01:59]. So our next order of business is the presentation of our audit and we have Tim Doyle on audio on the Zoom to lead us through that. [inaudible 00:02:18]
Tim Doyle:
Thank you. Again, my name is Tim Doyle. I'm with [inaudible 00:02:25] and we presented, as you know, last fall, your financial statement order. What I have to present this evening is your uniform guidance audit. So that's the audit on your federal compliance of your federal awards that were extended during the year. So I'll take you through that report. You should have a copy of it on page... Let's see here, sorry, seven, or I'm sorry, page six is your schedule of federal awards. These are all the awards that were federal that you had spended during the year. So not what you received but what you're actually spending during the year. So as you can see, a good portion of these are child nutrition, about almost 1.5 million of it. You also have a fairly large amount for adult ed at about 567,000 and career in tech of a million. The total is 3.5 million.
And as part of this audit, we're required each year to look at what you spent in federal awards and on a rotational basis test different programs. So this year we tested the child nutrition cluster, which is mentioned one of the larger programs that you have. And on page eight you'll see a summary of the results of the reports. There are two reports in that packet. The first is our governmental auditing standards report, which in the first section there under financial statements on page eight, you'll see there are a few things that we note there. We noted on your other financial statement audit that you have an unmodified opinion, highest level of assurance you can receive. And then on the governmental auditing standards, we're required to report on two things, your internal controls over financial reporting and your compliance laws, regulations, grant contracts that could have a material effect on the financial statements.
We noted no material weaknesses or significant deficiencies in the internal controls over financial reporting and also no non-compliance that would be material to your financial statements. So that's the highest level of assurance you could reach on that report, very consistent with what you had in prior years. That report in this document is found on pages one and two. The next section requires us to issue a report on your compliance with the program that we tested, which was child nutrition again. And so, first we report on the internal controls over compliance with all the requirements and then we opine upon whether you did materially comply with all the requirements of the program. That report is found on pages three through five but the summary here on page eight, we'll just go through.
Internal controls over major federal programs, which is the child nutrition cluster program. No material weaknesses or significant deficiencies. So that means we're able to test your controls and gain a level of assurance that they would catch any material non-compliance. The second area of that report is an actual opinion on whether you did comply in all material respects and we did issue an unmodified opinion, which is the highest level of assurance that you can obtain. That again means that in all material respects, you met all the requirements of the program.
Additionally, you'll see on that any audit findings disclosed that are required to be reported in accordance with 2 CFR 200.516 A. That's just lesser, smaller deficiencies. We did not have any to report. As you scan down the page there, we noted again child nutrition cluster was the programs that we tested. And at the very bottom, you'll see auditee qualifies as a low-risk auditee. You would have gone through this in prior years, but just as a recap, what would make you a high-risk auditee is if you had a material weakness in your internal controls over financial reporting or compliance in any of these programs. And if you had a modified opinion on your financial statements or your compliance with the requirements of any of these programs. You have not had those in the last two years, which is the look-back period. So you remain a low-risk auditee and that's consistent with what you've been in past years as well. So no change there.
If you were to become a high-risk auditee, if you were to have one of those things happen, it stays with you for two years. And then if none of those things happen again, you fall back down to a low-risk auditee. Some of the risks of becoming a high-risk auditee, you may be open to desk reviews from the state looking at the program to make sure that you turn some things around. Additionally, it increases the scope of the order having to look at more programs. So there'll be more auditing that's done. But that's the results of our testing on this report. Good report. Consistent with what you've had in the past. But I'm open to any questions.
Larry Greenstein:
Anybody have any questions?
Speaker 2:
Just an observation. So I was driving my board around Syracuse. You have quite the building up in Syracuse that we drove by. Got stuck at a light, if you remember? There was a guy coming in, a guy by the name of Biden. Jammed up the traffic.
Tim Doyle:
It'll slow some things down here.
Speaker 2:
But it's very nice. We would've stopped in for coffee but we didn't get the invite. We missed it. That's okay.
Speaker 3:
I actually do have two questions. One, these federal funds are reimbursement, right? We laid out and then get back.
Tim Doyle:
Let me just double-check if they all are. Generally, they are. I just want to double-check if there's any that are not. Yeah, no, these are all reimbursement based.
Speaker 3:
This is more, I guess, almost an internal question, but is the paperwork burden extreme in terms of the documentation you have to provide to get the funds back?
Tim Doyle:
[inaudible 00:08:31] I don't fill out any [inaudible 00:08:35].
Speaker 1:
[inaudible 00:08:40] from the program [inaudible 00:08:41]. [inaudible 00:08:43] they have to submit and then when we first retrieve the funding, we do have to submit some paperwork, ensure that the certified staff information for that. We require some work to make sure, but nothing that we can't handle, we just have to review it, make sure it's accurate.
Larry Greenstein:
Right. So yeah, I mean, there's of course going to be some work. They don't want to give the money away for nothing but they're also not making you send in a copy of every paperclip you've used.
Susan Bergtraum:
Exactly.
Larry Greenstein:
Okay. Yeah, that's it. Thank you.
Tim Doyle:
But I will say some legislative grants that we've received, we had to work very, very hard for. And you don't know if the squeeze was worth the money.
Larry Greenstein:
Right. Well, that's the-
Tim Doyle:
Not these.
Larry Greenstein:
That's the point I'm trying to get to. I mean, for this amount of money, of course, it's worth it. But if we could advocate for less of a burden if we were being overburdened and that might be something we would want to bring up. That was my thought. Thank you. Thank you.
Speaker 4:
Larry, I have a question.
Larry Greenstein:
Okay.
Speaker 4:
Fund balance. Unrestricted fund balance. Regular school districts can have 4%. What about us?
Tim Doyle:
So for both seeds, your general fund, you cannot have any unrestricted fund balance. You're required to return that fund balance back to the district as part of your surplus calculation. Restricted fund balance, same rules, really no different. But for BOCES, you're correct. The district's allowed to keep up to a 4% amount of unrestricted, unassigned fund balance. A BOCES doesn't have that option.
Speaker 4:
And does your firm represent municipalities other than school districts, villages, towns?
Tim Doyle:
All of them. States. Yeah.
Speaker 4:
And what is their limit on their unrestricted fund balance?
Tim Doyle:
There is no formal limit on municipalities. Some do have internal restrictions that they've designated.
Speaker 4:
As a matter of their individual policy.
Tim Doyle:
Yeah. The only restrictions in New York State relative to fund balance are the two that we mentioned, the school districts and the BOCES having [inaudible 00:11:04].
Speaker 4:
I don't want to put you on a spot, but do you have a range of what the fund balance would be of say a village with a annual budget of a half a billion dollars a year would be?
Tim Doyle:
There really is no way to say because we work with all villages, some are a little more aggressive, some are more conservative. There really is no way to say, it really is different from place to place. What I would say is, in a municipality, it's driven often by what the taxpayers will bear. If the taxpayers feel that too much fund balance is being kept and they vote and they say we want a council supervisor, a mayor that's going to go the other way, then that's their action to do that. But there is no formal legal restriction.
Speaker 5:
So you can send a bill to [inaudible 00:12:00].
Larry Greenstein:
So the state controller can't find them in violation and get a headline out of there.
Tim Doyle:
I want to be tactful here since I'm on the screen here. I'll go back to what I originally said. There are no legal restrictions, but the state, from time to time, will release reports where they say that there is too much unbalance. Again, since there's no legal restriction, I'm not really sure what too much would be. That's very arbitrary.
Speaker 8:
We were at a dinner with this [inaudible 00:12:38] less than a month ago, and he talked about a couple of things he mentioned. He talked about a fund balance from the state way in excess of 4%. And we looked at each other and go, "What about us?" And then he turned and said, "You have to petition your legislators to change the law." He says he has nothing against the higher fund balance other than he is restricted by law now. But he acknowledged the number that I heard of was like 10%, you heard that too of the fund balance. And we'd love to join in the minute. Absolutely. Thank you.
Speaker 4:
Thank you.
Larry Greenstein:
So I guess our next-
Speaker 4:
Mike has a question.
Michael Weinick:
Yeah. Tim, I'm going to put you on the spot for a moment. I've been reading these external auditor reports for well over 30 years, and with all due respect, there's more exceptions on the part of the auditors and the CPAs with we can't do this, we're not promising that. The bottom line, which what I'm asking you, can I sleep well tonight knowing that BOCES is in good shape, that our people are doing the right thing, that our financials are healthy? As I say, I see more exceptions than pluses. And I just want to know, I have a hundred percent respect for our business people, but I want to hear it from you that everything is in great shape.
Tim Doyle:
You'll never get an order to say everything is in great shape. Sorry. And that does not mean that there's anything that's in bad shape. It just means that the scope of our audit is such that we don't test everything we sample. I understand what you're saying and I take it up with the AICPA who drives those opinions and a lot of it is they want to get away from people having an unreasonable expectation of wanting to know what it is. So we don't audit every document, you wouldn't want us to, we'd be here every day of every hour. But I do hear what you're saying. What I will say is this, I've audited over 15 BOCES in my career. We audit probably about the same, maybe 17, 18 throughout the state as a firm right now currently. And a lot of school districts as well.
You did receive the highest level of assurance we can give you in both your compliance audit and your financial statement on it. And I would say that having worked with your staff over a number of years, and worked with other BOCES, that your staff have done a fine job, always been ready for us and we haven't found anything, I don't think in the whole time I've been here that we've were required to issue a material weakness or anything like that. So I hate to not be able to say, yes, everything is perfect and there's no issues, but unfortunately, that's really the best I can give you, but your team does a great job.
Michael Weinick:
Okay, thank you.
Larry Greenstein:
Okay. Anybody else? Well, thank you, Tim.
Group:
Thank you, Tim. Thank you. Thank you.
Larry Greenstein:
And next item is our internal audit and I see Phyllis Lombardi is actually on Zoom. So I'll put it over to you, Phyllis.
Phyllis Lombardi:
Hi, how are you?
Larry Greenstein:
Good.
Phyllis Lombardi:
So I wanted to close the loop on two of the final reports I had before I left BOCES. So I have two reports to go over. The first one is the employee benefit plan forfeited funds report. This came up because of a report that the New York state comptroller did and found that there was a school district that didn't receive any of their forfeited funds from the flexible spending plans they had. The way it works when you have a flexible spending plan, it's a use it or lose it type of situation. So if the employees don't use it, there's this pot of money that helps offset anybody who overused their FSA in regards to their contributions. And then whatsever left gets forfeited back to the company, which would be BOCES in our case. And when I did the review, I had seen that we had not gotten a check for forfeited funds since 2016, for the 2015 year.
So I contacted the company, tried to figure out what happened. They said that we just slipped through the system. I got a check, I got a few cheques totaling $35,000 that we were able to put back into the BOCES fund. While doing that review, it came out that the way that BOCES does the accounting because they're not expecting that or they don't invoice, there's nothing in the system on BOCES side that said, hey, we were expecting this payment this year and we didn't get it, so we should follow up. So my recommendations were that there should be some sort of process where that's checked each year so that the money's not sitting there for five years and they essentially have a no-interest loan for five years.
There's certain things you can do with forfeited funds. Usually, it just helps to pay the administration fees, administrative costs that the plan has incurred during the year. But there are some other things you can do if you want to. That's why I mentioned consulting with our legal counsel. The contract did not say anything about what happens if they don't do it in a timely fashion. So again, they had the money for years and we got the present-day value of the money instead of if we had gotten it years ago.
During the review, I spoke to the company, the preferred group several times. There were a lot of issues behind the scenes that made me uncomfortable with the way they were handling it. Forward facing, I think, for most of the employees, they don't really see any issues. So it worked fine for them, but behind the scenes, the information and keeping track was sort of just, it felt very unorganized and by the seat of their pants. Once you asked for it was available, but it wasn't there to begin with.
During COVID, as you all know, there were a lot of options to change how the FSA and the health saving plans and the dependent care accounts worked because they knew people weren't going to the doctor. They knew people weren't using dependent care. So a lot of the COVID relief options that were put out there allowed for extensions of the time limit. So normally, you would have the end of the fiscal year to use... Well, no, it's not the fiscal year. You would have till the end of August to use the money because it goes from September to August.
But they were extending it to the end of that year. They gave you the option of rolling it over for one year, for two years. There was a real lack of communication between the preferred group and us. They gave us one email and when nobody responded, they just took that as a we weren't interested and I felt like it was a significant enough of an option that it warranted more follow-up by them. So we were able to institute some of those retroactively and get our staff members to be able to get access to some money that they wouldn't otherwise.
Trying to figure out why the money wasn't posted or trying to find if it had been posted, if we had received it was really difficult based on the way our accounting system is, when we get money that we're not expecting or we didn't put into the system, it just goes into this other revenue account with no comment or indication of what it's for. So when you're trying to find out, hey, did we get that? It took about four different departments to put together pieces so that we could figure out that we didn't get it.
So the recommendations for the COVID part was that I think the contract should include that there's a certain amount of times that they should communicate with us on important items instead of a one-and-done and then assume that we are not interested. For the other revenue in our accounting system, I feel like they should limit how often they put things into unclassified revenues and try to put it in the correct coaster as often as they can. And if they do have to use it, put as much of a descriptor as you can so that the person trying to figure things out knows what they're looking for.
And when you look at other revenue for fiscal year '23 and you look at other revenue for fiscal '22, you should be able to say, oh, we got this money from this in fiscal year '22, but we don't have it on '23. But when they're just generic and there's no identification, you don't know what you're missing to start to look for. So there was a real issue with how we categorize other revenue. The next one is really more about the options for the flexible spending. There's two choices. You could either give staff an extra two-and-a-half months to use their money or you could let them roll over a certain amount of money that's available for the whole year to them. The administrator for the preferred group said that anybody he has is the employees benefit more from the rollover than the two-and-a-half month extension.
We hadn't done an RFP for a third-party administrator for the FSA since 2009 when we started this program. And there's no set process of okay, every five years we're going to put out a new one or 10 years. It's just as long as everything was going okay, it just stayed there. Which doesn't mean that BOCES is necessarily getting the best deal available when you're not looking at other administrators. So with all of the issues and concerns that came up during this audit, I worked with Kathy Riley and we asked for an RFP going forward for the new year. So some of the things that we put in the report are things that they're saying that they're going to put into the RFP.
I think in the response from Tom McGrath, he said that they are going to submit an RFP very shortly. They're going to ask for some of the contract adjustments that are recommended and also institute where they will do an RFP for one year with the option of extending it for up to a total of five years. Then another RFP would go out. And Marsha talked about working on classifying revenue maybe with a little more description so that it's easier to find. And that was pretty much the FSA money. I know that because of the extensions we did for COVID, the next forfeit should be in March or April and hopefully they'll keep an eye out for that money. There's no way to know how much it is until everybody submits everything. So we don't know how much it could be, but that's the next thing. Any questions?
Speaker 6:
Anybody have questions? And I do. Well, first of all, I want to thank you. I read the reports and they were extremely comprehensive and I think the suggestions you made were very well put and I think you left the agency in better shape than it was when you [inaudible 00:26:38]. So thank you.
Phyllis Lombardi:
Thank you.
Speaker 6:
The money that we got back on the orphanage funds, would that have been subject to the New York State uncollected funds if the administrator held them for more than five years?
Phyllis Lombardi:
I don't know the answer to that question, but they didn't even supposedly know they had it, so I don't know how they could have told New York State that they had uncollected funds, but I don't know the answer.
Speaker 6:
Okay. Thank you. And then, well, this is a question maybe for James or Colleen, but do we ever check the controller's list and see if there's any money sitting there for us? Like a refund from the telephone bill in 1987 that we never got for 8 cents.
Speaker 7:
We've done that in the past and I believe that, I mean, I'm not a hundred percent sure, but I believe that Charlie Corolla does that periodically.
Speaker 6:
Okay. Just checking, it's free money. All right. Thank you. Thank you, Phyllis.
Phyllis Lombardi:
Okay. So is that it for that one?
Larry Greenstein:
Think so. Anything else?
Phyllis Lombardi:
Okay. The next audit report is about auto fringe benefits for administrative staff with vehicles. This was sort of a follow-up to a previous audit that was done back in 2017 by Barbara Glammy. I remember seeing in the policies that we looked at and reviewed that it said incidental personal use and I felt like, from what I saw, my understanding of incidental personal use and what was actually happening, the policy and what we were doing did not reflect each other. There was definitely something missing. So I looked into the use of the company cars where it says what, again, the policy says incidental personal use unavailable, but we provide cars to some of the cabinet members to use. So I looked into that. I looked into the personal use. Personal use ranged from 29% at the lowest to nine-
Phyllis Lombardi:
... use ranged from 29% at the lowest to 98% or as I would like to say, it almost was like incidental business use instead of incidental personal use. So my recommendation was we really need to figure out what the intent of the policy was and what we're doing with the staff and just make sure that it reflects what we're doing. If we're going to do incidental personal use, then do that. If we're going to just let it be that you're going to use the car and reimburse, it should say that. So that was pretty much where I was going with that. I mentioned some other options of trying to make some cost-saving choices, like use your own car and get reimbursed for mileage. There's no policy that says if you're using the car for personal use, what happens if there's an accident? Or who's responsible for damage? Or is there a check of drivers, making sure they have a driver's license? We don't have any policy on that.
So I recommended that all of those things be considered, looked at, and just make sure that the policy and the practice align with each other, whatever that decision happens to be. Per the IRS bulletin, there's a specific formula for the lease value rule that we use. It's an annual lease value where the IRS says, "If the fair market value of this car is this, this is your lease value for the year," and you use that to calculate the fringe benefit to the employee. That lease value is based on a four-year term, which makes sense. When you lease a car, it doesn't change every year. You pay the same amount for the four years. When Barbara did her audit back in 2017, she said that the fair market value wasn't being changed annually and needed to be changed annually, but that was incorrect and I provided the bulletin and the section that shows that it's a four-year lease value and also that wording and that process has been in place since the first 15-B bulletin back in, publication, I mean, in 2000.
So it's not a change in how it worked. I think there might have been a misunderstanding. Fair market value should be considered when they get the car and then after four full years plus whatever part of a year, fair market value is done again and then a new lease value. My recommendation was that we really get familiar with the lease value rule in that book and make sure that we're doing that properly. When an employee uses the car for personal, we assess five and a half cents for each personal mile to compute into their fringe benefit. So if they go, I'm going to mess myself up here because I'm nervous, a hundred... It's really low if you think about it. If you go 20 miles and you pay 5.50 cents a mile, you're paying a dollar for 20 miles, which is probably in some cars, a gallon of gas, which can be anywhere between $3 in the past couple of years to $5.
That 5.50 cents does not adjust for the employee based on any sort of increases in the cost of gas or the fuel economy of the car that they're using. Not that they don't pay, they get 5.50 cents per mile put onto their W-2 as part of the fringe benefit of the car. BOCES has a credit card in each of these cards and the employees use them to fill their car. So BOCES is paying for all the gas for the car regardless of whether it's being used personally or for business. If you figure out the fair market value of the gas that we actually paid for for that car, which we can, and you apply the 5.50 cents, there's a huge difference between what BOCES is actually paying for the gas that's being used and what's being allocated to the employee on their W-2. Again, in that bulletin, it says you can use five and a half cents, but it also says that if you pay for it, you should be using the fair market value of the gas, not the five and a half cents.
I feel like the five and a half cents is maybe you don't have a way to figure it out like we do, but we have the receipts and the car numbers and the mileage and we can know exactly what BOCES paid for the gas for that car. So my recommendation was that instead of having five and a half cents per mile, it should be the fair market value of the personal use of the gas. The auto fringe benefit calculation, there's a spreadsheet that was used in 2022. No, for 2020 to 2021. For some reason, the box where it calculates the personal mileage wasn't populated. So for those three employees, none of the personal use of gas was put into their W-2 fringe benefit and I felt that it needed to be checked by more than one person. It's not a complicated formula, but if you understand how the calculation works, when you looked at it, you would have realize that there was an amount for the personal use of the lease vehicle, but there was no amount for the personal use for the gas.
So just familiarizing with the bulletin again and making sure that staff is allocated for their personal use of gas. James and Selma said that they were going to look into making sure that the policy and practice aligns and they're going to do that through several different ways. Marsha agreed with the recommendations that were business-related. Any questions? Yes, Deborah.
Deborah Coates:
I guess the policy committee has their assignment. I read the report and I read the responses from our administrators, but it's been a long time. Cars, every year, is a big expense in our budget and it's been a long time since we've seen a comprehensive report on who has a car, what they use it for. I don't know how my colleagues feel about it, but I was wondering if it was possible to get a report on cars and how they are used and when they are used, because Phyllis, you put in employee numbers and that was great, but I don't know who they are. I don't remember from their contracts or whatever who has the use of the cars. So [inaudible 00:37:16] make any sense.
Phyllis Lombardi:
I'm sorry. It's just executive directors and directors.
Deborah Coates:
Okay, but there's so many now.
Robert Dillon:
[inaudible 00:37:25].
Deborah Coates:
So many new ones. I don't know how my colleagues feel about that, but I would think that maybe we should have an update on... Mike.
Robert Dillon:
Mike, Larry.
Larry Greenstein:
What?
Robert Dillon:
Mike.
Deborah Coates:
Susan has a [inaudible 00:37:40].
Robert Dillon:
Why didn't she-
Susan Bergtraum:
[inaudible 00:37:41] only because we started to talk about this and some of this will be talked about in exec because it's some contracts.
Deborah Coates:
Okay.
Susan Bergtraum:
Okay. I'm going to look because it's [inaudible 00:37:56].
Deborah Coates:
Yeah, no, no. That's what I said. [inaudible 00:37:58].
Susan Bergtraum:
I'm just seeing heads shaking so you can now request it because it's something the board would like to see. So that is a request. I don't know that we want to put it on the pending items list or somebody is going to say, yes, we will get it to you by the next meeting and then it doesn't really have to go on the list. But yes, I think it's [inaudible 00:38:25] reasonable.
Michael Weinick:
Hello? I'm here.
Larry Greenstein:
[inaudible 00:38:28], Michael.
Michael Weinick:
No, I'd like it more than just on the items pending list because things on the items pending list sit there for a while, but Debbie is 100% correct. We have several issues that are brought up here. Number one, contracts, we want to do right by our staff. Obviously, there are many staff that drive all over the county and need a car and should have a car. Others, maybe not. But Mrs. Lombardi brings up a lot of very valid points that we have to look into. I think we need a comprehensive report from the superintendent on this entire topic on cars. Who gets cars? What is it costing the BOCES? Should these people have cars? Is it a fringe benefit that we want to get? It's a very, very multifaceted issue. So Mrs. Coates is right, we need a definite report, but I just don't want it put on items pending that we're going to discuss two years from now. It's too [inaudible 00:39:39] for that.
Susan Bergtraum:
Well, you didn't hear what was said because I looked to James that report is going to be. It's not going on the list. I don't know why you missed that piece of the discussion.
Michael Weinick:
Okay.
Susan Bergtraum:
It's not going on the list. It's going to be gotten to us.
Michael Weinick:
Well, but it should still be on the list so we don't forget about it,-
Susan Bergtraum:
Well, I'm going to assume-
Michael Weinick:
... but I'm just saying it should be a higher priority.
Susan Bergtraum:
All right.
Michael Weinick:
Anything that's put out there is an items pending, if you follow what I'm talking about.
Susan Bergtraum:
All right. It'll be put on the list, but it was very clear that it will be coming off the list very quickly.
Michael Weinick:
Fine.
Larry Greenstein:
We can [inaudible 00:40:22] the new business and then it will be in the minutes.
Robert Dillon:
I think it's in the minutes now [inaudible 00:40:28].
Susan Bergtraum:
Right, it is.
Phyllis Lombardi:
I just wanted to say that the spreadsheet that's in here with the employee IDs, the full spreadsheet with the names is in the shared drive that I use with internal audit and Anne Marie [inaudible 00:40:46] could get that for you and it would have the names of the employees on it. I just hit it for the report and privacy issues.
Deborah Coates:
Perfect.
Phyllis Lombardi:
Okay.
Deborah Coates:
Thank you.
Fran Langsner:
The policy committee has begun in our last meeting to review this policy, all of these policies that were brought up here. I have a question. My understanding is that right now, it's incumbent upon the employee who has the use of the car to keep track of the mileage. Is that correct?
Phyllis Lombardi:
That's right.
Fran Langsner:
Do we utilize any kind of tracking system in the vehicles themselves? You see advertisements now from insurance companies with your good driver discount and they put this little thing in your car to keep track of how you drive and where you drive. That's something I've subscribed to yet, but I don't know if that's something that would benefit us as an-
Phyllis Lombardi:
So-
Fran Langsner:
... [inaudible 00:41:55].
Phyllis Lombardi:
I'm sorry. Go ahead, Dr. Dillon. I'm sorry.
Robert Dillon:
I said we could look into it. I have no knowledge of [inaudible 00:41:58].
Fran Langsner:
I don't even know how it would work.
Robert Dillon:
I think transportation does with some of the vehicles.
Glenn Grossman:
[inaudible 00:42:04] GPS system.
Robert Dillon:
Right.
Phyllis Lombardi:
As far as I know, the cars that Stafford are using do not include any sort of GPS tracking device. They keep a mileage log. The IRS in that bulletin I referred to says it is the employee's responsibility to keep track of that. BOCES doesn't need to keep track or require to do it in any certain way in any sort of mileage log, but the IRS does require the staff member to keep track so if it ever came up, they could show their business use. One of my recommendations was to maybe include GPS tracking devices. While I was doing research for this, I came across a few other reports. One was for the Department of Corrections in New York. I can't remember what the other one was for, but by using the GPS, one of the audits they did was honing in and putting a certain radius around where they were supposed to be and then looking at those trips that went past that for justification for going to Maine or going to wherever they were going.
So it did have some benefits for keeping track of where the cars were going and then being able to ask those questions instead of just getting a mileage report.
Fran Langsner:
I would bet that this IRS bulletin that puts the onus on the employee was written before the advent of this technology, and so maybe it's time to consider a different way of tracking all of this.
Phyllis Lombardi:
Well, even when I worked at the IRS, even if you weren't getting an employee car, it's always on the taxpayer to keep track of the mileage if they were to get audited. BOCES can decide for themselves if they want to institute that. There's mileage trackers that you could put on your phone that ask you every time you go on a trip if it's personal or if it's work-related and it can print a log so you get really accurate information. Yeah, it's not an IRS regulation so it would have to be a BOCES policy.
Fran Langsner:
Okay.
Larry Greenstein:
Anybody else? Next, okay. What are we next on? [inaudible 00:44:40].
Phyllis Lombardi:
I'm sorry, what?
Larry Greenstein:
Can we have an explanation, the risk assessment?
Phyllis Lombardi:
Oh, the risk assessment. I was not going to talk about the risk assessment tonight. I wasn't going to talk about or present it. I was doing the reports. I can answer any questions that you have about it hopefully, but I wasn't doing any presentation on it. It was a really difficult process for me. I had never done one before. I'm not super proud of it and I didn't know if it was going to be on the agenda tonight, but I wanted to put something together because we didn't have one. But if you have any questions, please feel free to ask.
Larry Greenstein:
Anybody? Mike? Nope.
Susan Bergtraum:
Then the only thing I would say is because we've had others before, and you don't even have to ask this, we could do this, how it compares to others, each of the [inaudible 00:46:11].
Phyllis Lombardi:
I used Barbara's templates that I found online and then I gathered the information for the prior years, the last couple of years to predict out. I used her format. I used her spreadsheets. I gathered a lot of information from the controller site and looked at what they are really focusing on because that's one of the things that we worry about is the comptroller coming in and finding something that we weren't looking for. It was a little more difficult because with COVID, they did a lot less reports over those years than they did in prior years. Barbara looked back at one year of reports and I had to look at two years and I still didn't have as many reports as she had in that one year. I used that to group together where they're really focusing. Most of their focus is on IT and security and passwords and access. But I think, if I remember correctly, James said we have an IT person who comes in once a year and looks at those. So I was really focused more on the non-IT reports that they did.
Larry Greenstein:
Okay? Well, great. Nobody else has anything? Thank you, Phyllis, for your help.
Deborah Coates:
Thank you, Phyllis.
Robert Dillon:
Thank you.
Susan Bergtraum:
Thank you.
Phyllis Lombardi:
Thank you.
Robert Dillon:
Good luck.
Susan Bergtraum:
Right. Good luck. Thank you.
Phyllis Lombardi:
Thank you. Bye-bye.
Susan Bergtraum:
Bye.
Larry Greenstein:
Bye. Our next item is on our claims report. Well, [inaudible 00:48:10].
Glenn Grossman:
[inaudible 00:48:10]. You've seen my report. Few issues arose, one with some proforma invoices that one vendor decided they wanted us to pay. I guess they made them just to speed up our payments, but there is a big problem with accepting proforma invoices because they're identified differently than the actual official invoice and there's a good possibility of duplication of payments. So I rejected them. They had to submit official invoices. There were some other issues with a hotel invoice paid by the credit card. The local credit card had meals on it. This was submitted by an employee. It was very difficult to... It's really a bad practice to have employees buying meals and submitting it to their room because they probably won't get a receipt for it and also, there's a chance that they could go over the limits and then they would have to submit payment back to us and it would be an accounting mess. It's very hard to track.
There was another issue with items had to be returned to their vendor because we purchased too much and we had to pay a restocking fee. All of these requisitions should be looked at more carefully to make sure that we're not over purchasing because restocking fee is just a waste of taxpayer dollars. Is there anything else? No. Most of the other issues were similar human error type stuff. Do you have any questions? I'll be willing to answer anything.
Larry Greenstein:
Anybody [inaudible 00:50:38]?
Susan Bergtraum:
Well, I'm going to [inaudible 00:50:40] first of all because we thought we were doing the rightest thing. Let me ask you a different question because we were just on a trip and we will never put meals on the hotel again. We thought we were making it easier for them. That will never happen again. My second question-
Glenn Grossman:
Well, it's a little different with board members because there's no limits.
Larry Greenstein:
Say that again.
Robert Dillon:
Can you repeat that?
Glenn Grossman:
But we also need-
Susan Bergtraum:
Well, you just said it, but I'm not going to go with that.
Glenn Grossman:
We also need itemized [inaudible 00:51:22].
Susan Bergtraum:
All right. I didn't even keep the copy, but you got itemized bills from us.
Glenn Grossman:
Yes.
Susan Bergtraum:
But what I would ask you is with no liquor, okay?
Glenn Grossman:
Yes.
Susan Bergtraum:
No liquor. If we go over whatever that limit is, I think that board members who we had a better meal then, I would say to you just pay us back for what is within the range that we are supposed to pay and the rest of it we understood. I will be very funny in saying we'll eat it.
Glenn Grossman:
It's funny because I think the policy committee is supposed to be speaking about that. I just got a phone call today and it's on my report.
Susan Bergtraum:
[inaudible 00:52:08], but there we go, but just so you know.
Glenn Grossman:
It's more of a business practice than regulations. But if we can tighten up the regulations-
Susan Bergtraum:
Right, and I'm just saying to you that I think as board members, we know that if there was an extraordinary bill, you would pay us what was reasonable.
Glenn Grossman:
Yes.
Susan Bergtraum:
I'm going to say it again because I love it, and we'll eat the rest.
Glenn Grossman:
Well,-
Susan Bergtraum:
To put that, we'll see what-
Glenn Grossman:
... that's up to policy-
Susan Bergtraum:
Right, and then we'll take that up in policy.
Glenn Grossman:
I just enforce policy. I cannot make a judgment.
Susan Bergtraum:
So we'll look at what policy says, but I just don't want you to switch. That's all.
Glenn Grossman:
Any other questions?
Larry Greenstein:
There was a report for November and December. Were the amount of findings in this report consistent with what you found the other months?
Glenn Grossman:
Yes, they're pretty much so. You see in November, December, the amount of vouchers that I looked at were quite a lot more than what I usually... That's only because it was the Medicare reimbursement at the end of the year. That's about 2,000 checks, 2,000 payments.
Larry Greenstein:
This was not an unusual period. This is [inaudible 00:53:30]-
Glenn Grossman:
No, no, no.
Larry Greenstein:
... and your job is to find stuff and you find stuff.
Glenn Grossman:
Yes. I do worry when I don't find stuff, but I'm happy that I don't find stuff too. But I have to say that accounts payable does a terrific job finding stuff. They're like gatekeepers before I'm the gatekeeper. They do a very good job at asking me questions. Is this correct? Should they have been paying this? It doesn't even show up on my findings because they've already-
Larry Greenstein:
Correct.
Glenn Grossman:
... pushed it out the door before I got [inaudible 00:54:07].
Larry Greenstein:
Thank you.
Susan Bergtraum:
And we thank them.
Glenn Grossman:
Yes.
Susan Bergtraum:
And you.
Glenn Grossman:
Yes.
Robert Dillon:
Thank you.
Glenn Grossman:
Unsung heroes.
Susan Bergtraum:
Yes.
Glenn Grossman:
They have a hard job.
Larry Greenstein:
Anything else? It's the end of the audit committee meeting and I'll turn it over to the board meeting.
Susan Bergtraum:
Okay. Shall we motion if you're ready for it?
Larry Greenstein:
Oh, Okay. Motion to adjourn. Okay, Shoen. Second?
Deborah Coates:
Second.
Larry Greenstein:
Mrs. Coates, okay. All in favor?
Speaker 9:
Aye.
Susan Bergtraum:
Okay.
Larry Greenstein:
Motion [inaudible 00:54:41].
Susan Bergtraum:
Thank you, Mr. Greenstein. May I have a motion for approval of the acceptance of the minutes of January 12, 2023?
Deborah Coates:
So move.
Susan Bergtraum:
Thank you, Mrs. Coates.
B.A. Shoen:
Second.
Susan Bergtraum:
Thank you, Mr. Schoen. All in favor?
Speaker 9:
Aye.
Michael Weinick:
Whoa, whoa, whoa, whoa. Susan, a question.
Susan Bergtraum:
I'm sorry. Normally, do I not say this? There [inaudible 00:55:05] discussion? Sorry, Mr. [inaudible 00:55:06].
Michael Weinick:
Yeah, I did have two minor corrections that I sent in to Joyce and my email is not quite good down here and I just want to make sure that they were corrected.
Susan Bergtraum:
Yes, they were.
Speaker 10:
Absolutely.
Michael Weinick:
Okay. Thank you.
Susan Bergtraum:
Okay. All in favor?
Speaker 9:
Aye.
Susan Bergtraum:
Opposed? Okay. I see none.
Fran Langsner:
[inaudible 00:55:36].
Deborah Coates:
No, I always wonder that. I always thought-
Susan Bergtraum:
I once asked that and we were told yes because we're only accepting.
Deborah Coates:
Okay.
Larry Greenstein:
We're only accepting the fact that we [inaudible 00:55:56].
Susan Bergtraum:
We're not approving. Yes. Even though it says approval, we're really only accepting the fact that they're there.
Fran Langsner:
Okay.
Larry Greenstein:
That they [inaudible 00:55:56].
Susan Bergtraum:
You don't have to if you don't want to and you can abstain.
Fran Langsner:
No, I'll vote.
Speaker 10:
I have added accepted so I can now going forward, put [inaudible 00:56:04] instead of a program.
Susan Bergtraum:
Yeah, which takes care of that.
Speaker 10:
Right.
Susan Bergtraum:
Consent agenda, any questions on it? Anything to be told? Any discussion? Seeing none, may I have a motion on the consent agenda? Thank you, Mr. Greenstein. Second, Mr. Schoen. All right. I asked [inaudible 00:56:30], so there is none. So all in favor?
Speaker 9:
Aye.
Susan Bergtraum:
Opposed? Abstained? Unanimously. Additional consent agenda approval of contract over $2,000 a day. May I have a motion? abstention
Fran Langsner:
So move.
Susan Bergtraum:
Thank you, Mrs. Langsner. Second, Mr. Schoen. Any discussion? All in favor?
Speaker 9:
Aye.
Susan Bergtraum:
Opposed?
Michael Weinick:
Opposed.
Susan Bergtraum:
Abstentions? All right. I'm seeing hearing of citizens, but I'm going to ask.
Speaker 10:
[inaudible 00:57:17].
Fran Langsner:
You have to [inaudible 00:57:18].
Susan Bergtraum:
Well, there we go. All right. I'm going to do it now though since I asked about it. You can leave it in this order. It's fine. Okay. But was there any hearings?
Speaker 10:
There were none.
Susan Bergtraum:
Okay, so we're good to go. Information. Anybody have any questions on any of the information items? Mrs. Coates?
Deborah Coates:
I don't have a question, but once again, Tony, the facilities reports are so comprehensive and I was a little concerned about the length of time again that it seems to be going back, so it's taking longer for approval.
Anthony Fierro:
Oh, the SEP approval.
Deborah Coates:
Yeah, the SEP approval.
Anthony Fierro:
It has been-
Deborah Coates:
... approval?
Anthony Fierro:
Oh, the SED approval?
Deborah Coates:
Yeah, the SED approval.
Anthony Fierro:
It has been creeping up. On the last report, I believe four weeks, I think it was... Let me take a quick look. Increase 10 to 12, four-week increase and a two-week increase on the engineering. So it is starting to creep up. My own personal opinion, I don't think we're at a point where I would want to consider the third-party review. I don't think... Because when you do that, it still has to be submitted at SED. They still have to review it at the end. So I think you lose time there. So at this point, I would say we should still submit our budgets directly to SED for approval.
Deborah Coates:
I know we spoke about it, I mean the Carmen Road situation on Christmas day and you had staff in and that was really wonderful that everyone chipped in and worked together to get everything done and back up and running. So just wanted to say that, too. And like I said, it's a very comprehensive report and I like the yellow because you can go right to it. And even though I sometimes have to go, "Well wait a minute, what is refer to?" But staff is doing a great job with that and I really look forward to those reports. So I just wanted you to know that.
Anthony Fierro:
Thank you very much.
Susan Bergtraum:
And I would like to thank Debbie for pointing that out because I think we all feel that way and we do not let you know how appreciative we are. So Mrs. Coates, did I say Debbie? Deborah.
Deborah Coates:
That's okay.
Susan Bergtraum:
Thank you. I'm fired. I'm fired.
Deborah Coates:
That's all good.
Susan Bergtraum:
Okay. Any other... Okay. And I do believe we're... And that hand is still up on my screen. There we go. Okay. On my screen, your hand's up.
Robert Dillon:
Tony, I just want to say we do appreciate you every two weeks. For every other employee here, thank you very much.
Why should I be nice now? 20 years. I'm going to be nice now?
Susan Bergtraum:
Well, he may appreciate you every two weeks.
Robert Dillon:
I do.
Susan Bergtraum:
We appreciate you every day. As do we appreciate the rest of our staff every single day.
Robert Dillon:
Okay. So at this point it's my pleasure to introduce Susan McNulty and her team who are going to provide us with some background information on our Special Education Program, Susan and Dean.
Susan McNulty:
Yes. Thank you, Dillon.
Robert Dillon:
And Susan, I do appreciate you every two weeks too.
Susan McNulty:
Thank you. I know you do. [inaudible 01:00:47] Moving some people around.
Speaker 11:
We've got seats over here.
Susan McNulty:
Yeah. Okay. So this evening, myself and assistant director, Dr. Kenneth Kroog, and Joanna Malamant are going to report on the Department of Special Education. So our special education department consists of 11 school programs supervised by 10 principals. We serve students from infancy to 21 years of age. All of our students have individual education programs, and currently we have 2,223 students enrolled in our programs. We have 1677 school-aged students, and 125 preschool students, and we have 421 itinerant students. Those are our hearing and vision students. We service them in the districts as well as in our BOCES programs. The exciting news is that this is an increase of 119 students from the '21/22 school year.
So we're going to take a look at our Extended Year Program. So our Extended Year Program, if you see we've stayed consistent from 2021 to 2022, which is 1278 students enrolled in the program. In 2019, we had 1250 students, so we're about 20 students above where we were couple of years ago. In 2020 we saw an increase and that was due to COVID, as well as to the other summer school programs and camps being closed, so we saw an increase there. Right now we have, for our 2023 programs, we have eight schools with related services and hearing and vision services open for the summer. They will be for this July and August.
We have over 460 staff that have applied to the Extended Year Program already, which is great. And our summer coordinators are already hired and in the early stages of planning for our six-week instructional program. So exciting stuff.
Susan Bergtraum:
So can you just go back, because I want to include you first. I don't think you have the same number. I think there are more. If you add those numbers, I think you have 1286 students in the Extended Year Program. So just take that prop as saying, you've got more than you had. I just think the number was taken over from...
Susan McNulty:
You're right. That's 1286.
Susan Bergtraum:
So, there you go. You're better than you thought you were.
Robert Dillon:
That's why it's special ed.
Susan Bergtraum:
No, you're just better than you thought you were and you were being modest. So...
Susan McNulty:
We're above.
Susan Bergtraum:
There you go.
Susan McNulty:
[inaudible 01:03:37].
Susan Bergtraum:
Don't be modest, take it.
Susan McNulty:
So we're looking at our trends in diplomas and credentials. So we have seen a little skewed results in our regions because of exemptions that have been happening, and that's been happening across all of the districts. So if you look, we have 100% of students that received diplomas last year, which is exciting. We have 15% of our students receive local diplomas, 85% Regents diplomas, and 3% of those were Advanced and 82% were Regents.
We have 35 students completing college credit, which is up from 2021 when we saw COVID and we've been doing a lot of online so we saw a drop there. So now we see an increase again, which is great. Our CDOS credentials, you see this year have dropped down to 12%, but we see the large increase in our Regents. So students were able to attain that really because we had exemptions for the Regent, so students were able to go through that track so they were able to get Regents, as opposed to getting a CDOS credential. So that's why we see a change in those numbers.
Susan Bergtraum:
Are there students that get both or is it-
Susan McNulty:
Exactly. So there are students that get both and then there's students that get one or the other. Correct. And then our Skills credential, we're at 100%, and that's typical of what we see.
Larry Greenstein:
If a hundred percent of your people got diplomas, then who's left did not get diplomas. So the Skills credential people are not eligible for a diploma?
Susan McNulty:
Correct. So those-
Larry Greenstein:
So what percentage of our students are Skills credentialed versus diploma bound?
Speaker 11:
I don't have that right in front of me, but I'd have to get that. So it's our NISA student, our Skills students, they get the SAC credential, which is our skills credential, versus our academic students who receive our Regents credential.
Larry Greenstein:
Right? No. Yeah. So about, I mean, I don't need the exact number, but it's about 50/50.
Susan McNulty:
Yeah, it's about 50/50.
Larry Greenstein:
Close enough.
Robert Dillon:
It changes.
Susan McNulty:
It does, it changes each and we're seeing an increase in our Skills, actually, program right now. All right, so we'll take a look at our areas of focus. So tonight we're going to be reporting on several areas of focus that align with our BOCES strategic goals. First, we'll be looking at professional learning networks, investing in our employees and building the BOCES of the future, providing access, multi-tiered systems of support, ensuring student success, building the BOCES of the future. We'll be looking at serving as a resource for our component districts, working smarter at reduced costs, building the BOCES of the future, and finally, establishing partnerships that maximize student outcomes, ensuring student success and improving Long Island's regional economy. I would now like to ask Dr. Ken Kroog to discuss the work we've been doing around professional learning networks.
Dr. Kenneth Kroog:
Good evening. I see fantastic pictures for you here. In our department this school year, we redesigned how we provide professional development for administrators. We did this to effectively meet the needs of leaders in what is today's school settings. To support their professional growth, we grouped our principals, supervisors, and assistant principals into teams, or networks as we call them. During their team meetings, we modeled best practices for supporting their staffs and for promoting productive discussions in their schools. We also provided them with expert speakers from other BOCES departments to cover a variety of school-based topics, including school safety, trauma-informed practices, and best practices for instruction. These meetings are a time when the administrators can learn together and support one another. Here pictured are some of the team building activities that we completed during our August kickoff meeting that we held at the BOCES facility in Caumsett with the help of our outdoor ed colleagues.
Joanna Malament:
So as we strategically and proactively support our program leaders with professional learning, we have continued to focus on providing responsive training opportunities to our school-based staff in the areas of safety, situational awareness, and mental health. This year, some examples include trainings provided by our Northwell Health Partnership with the STRIDE Center, supporting trauma resilience in youth with developmental disabilities, and a full staff training to our Rosemary Kennedy Center by Dr. Phyllis Edelheit from the Northshore Child and Family Guidance in efforts to provide deescalation strategies in times of student crisis. We have increased our situational awareness through collaborations with our Health and Safety Department and our Department of Homeland Security liaison, Todd Atkins. Targeted professional experiences were provided to our staff members to increase proactive preventative practices regarding situational awareness, threat assessment, and deescalation. Additional trainings from our health and safety team, including multi-hazard school safety trainings and CPR to ensure our programs are equipped and ready for every possible outcome in response to any safety concern.
We continue a proactive partnership stance for injury prevention and awareness, so we commenced a partnership with PERMA, our risk assessment agency for Workman's Compensation. The special education department, along with Health and Safety and their PERMA risk management liaison, have analyzed the data of our incidents and strategically provided trainings to mitigate injury in specific programs. PERMA provided a special professional development workshop for 550 of our teacher aids over the course of the September superintendent's conferences. In addition to the training, PERMA is launching a PPE pilot at Jerusalem Avenue Elementary School. In September, teacher aids were outfitted for personalized PPE and they eagerly began measuring for personalized PPE, including padded safety jackets, as well as bite and shin guards. We continue to assess our programs and our next trainings are being designed for March conference day. And we see this as an opportunity to continue to provide targeted professional development, learning and resources for our programs in the areas of preventative best practices and safety.
Robert Dillon:
Many of the board members may recall the pending workshop session with PERMA. And by the way, PERMA contacted us today. Did you get the information or is it going to come through? This is an important thing.
Susan McNulty:
Yeah.
Robert Dillon:
The look on your face said [inaudible 01:10:20].
Susan McNulty:
I didn't know.
Robert Dillon:
They sent an email. I have the information to forward.
Susan McNulty:
Okay, fantastic.
Robert Dillon:
Yeah, they're in the end of the month. I don't think I'm here.
Susan McNulty:
Okay, great.
Susan Bergtraum:
The workshop that we went to was PERMA and Dr. Lamont-Gray, and it was really very exciting and very informative. We were very proud to be there and hear what they had to say and what their information.
Susan McNulty:
That's great.
Larry Greenstein:
Someone told me the other day who said that their child may quit teaching because they keep getting bitten. I said, "There's an answer for that."
Speaker 12:
That's what I was going to ask you, if they're looking to extend it to any of the other programs.
Joanna Malament:
Yes, Rosemary Kennedy and Carmen Road are next on the list. So we did an audit of all of the incidents and highlighted any high-incidence areas and provided the targeted prevention strategies to each of those based on the incidents. Steve Jacob has been instrumental in that.
Dr. Kenneth Kroog:
So now we're moving out to bold two, provide access through Multi-Tiered Systems of Support. I want to highlight some of the work we're doing in this area. The use of Multi-Tiered Systems of Support in school settings is a high priority for the New York State Department of Education. Members of the State Department very recently presented its new MTSS plan to the Board of Regions, which occurred on January 9th of this year. Multi-tiered Systems of Support is a framework through which school leaders can design targeted instruction and interventions in the areas of behavior supports, social/emotional learning, and academics. The framework is depicted with three tiers, such as you see in the pyramid at the top, with the most intensive supports being provided to the smallest percentage of students in what would be the third tier, the highest tier in the pyramid.
In our department here, we've been employing this methodology since about 2018. So here on the slide, we're depicting some of the newer programs that we have most recently added to different tiers of support in our schools. The first is something called the PAES Lab, which stands for Practical Assessment Exploration System. It's a work-based learning center that's designed in the school in a space, a classroom, or a suite type area. And we launched that this year at CCA for the students to earn hours of work-based learning.
The second item here is READ180, which we've expanded this year into more secondary level schools and classrooms with more training to a wider range of teachers as well. Third is we've expanded our project-based learning opportunities in the elementary and middle schools. And we are participating this year in the Smart Start Technology Grant through the Center for Online Learning, and this is to increase technology integration at the Jerusalem Avenue School.
Susan McNulty:
Now I'm going to talk a little bit about some of our partnerships that we have been highlighting and continuing to build. Very impactful, and I wanted to talk, I thought it was important to talk about them. So first, our partnership with our BOCES state directors. So Joanna, Ken and I attend BOCES state director meetings. These meetings take place several times a month and consist of BOCES special education directors from around the state of New York, as well as NYSED representatives such as Christopher Suriano, the assistant commissioner, and Kate Milliman, the Chief of Special Education Services.
As members of this group, we serve as liaisons to the component districts, sharing information to the districts from the state. We also attend a summit three times a year with this group to really work on specific issues and concerns that are arising throughout the state. Last year I worked on an advisory committee gathering information from the districts to advocate and put into effect the change in teacher certification from K to 12. So these groups are really impactful, they make a difference, and we bring the voices from the Nassau County districts to the state and we bring the information from the state to the districts. So we really serve as that liaison to our district partners.
The next relationship that we've been building is with LIU, the Long Island Regional Partnership. The educational partnership is funded by the New York State Education Department, by the Office of Special Education, and they implement Individuals with Disabilities Education Act and the Blueprint for Improved Results for Students with Disabilities. The teams are comprised of centers that provide direct training and support to families, approved preschool and school age programs, public schools and districts, and community partners. So our central office team works as a liaison between the Long Island Partnership and component districts to share compliance information, best practices, as well as professional development. So if districts are out of compliance, they have disproportionality, they're seeing issues with suspension, they'll get cited by the state and the Long Island Regional Partnership will go in and they speak to us and ask us to also support the district. How can we help the district? So we act as that liaison to provide professional development and work with the district as needed. So that's another really important partnership that we have been working with.
And finally, our partnership with our component district directors. So our special education central office team facilitates monthly special education district direct meetings. We typically have around 80 people that attend those meetings and we share state information to discuss the happenings in special education across Nassau County. Our team also meets with a smaller group of district directors that we now call a think tank, so we really get to hear what's happening in the North Shore Consortium and the South Shore Consortiums and they bring that to us and we'll talk, we'll bring that information to the state. Also for our own programs, they'll give us feedback, things they're looking for and that's how we create the new program that we did at Career Prep High School, the CTE program. We listened to the needs of the district and that's where we get that information and then we can, in turn, provide and create new services to support them.
So I wanted to tell a little bit about the process because I think it's important to understand those relationships, the importance of those partnerships, and the role that we play in each of those partnerships. Along with those groups, our team members attend educational conferences presented by our Nassau BOCES CIT department, and a little shout out today to Laverne's team, Audrey, they did a phenomenal job. And Stephanie Witt from CIT and Barbara Dewey, they gave a great presentation to our district directors today.
So we're really trying to bridge that gap so that we are giving the directors of special education a view of what our whole agency provides, because sometimes they don't know what all the arms of the agency provide. So it was really excellent today. We had excellent feedback on that, so we're really trying to open those partnerships and give them that view of what we serve and what we can give to them. So it was really excellent feedback for that.
We also attend NESTEK, LISST, LAA, LISEA, and other conferences throughout the year. And all this is really important because we are constantly turnkeying, talking to the districts. So really important partnerships, impactful.
Dr. Kenneth Kroog:
So keeping with that theme of being a resource to our component districts, as you all know, back in 2020, we embarked on what was our data system implementation plan, which effectively was a three-year rollout. And we've repeated this slide, I think, this is the third and final year for this slide here, at least on this.
But this being a multi-phase rollout, you can see the complexity that kind of went into it. And I'm happy to report that we've had a great success. This past last year, we successfully launched and implemented Frontline IEP in all of our schools. And this current year we added some new enhancements to that product to continue to build upon the relationship and the coordination between our school staff and the component district staff around the IEPs. Of course, every one of our students, over 2000, have an IEP in that system. This effort was completed starting back in 2020, in coordination with leadership from all 56 component districts, effectively that group of district directors, as well as leadership here in BOCES and support from CIT, teams at CIT.
Currently, as we phase out use of our legacy system, we are bringing the function of the PowerSchool online and that's happening this year. This initiative, the PowerSchool roll-in, is multifaceted, so we are being very strategic and thoughtful about how we roll it out in our programs, and how we train and implement that. So training, transparent communication, and coordination with our district counterparts, as well as CIT again, is a big piece of that rollout and it's going very well so far, so I'm happy to report that.
Joanna Malament:
So another repeat slide, as we are currently in our phase two. So we are continuously developing our community partnerships to maximize student outcomes. And since the inception of this project, SMILE FARMS has garnered enormous support within Nassau, BOCES, and the local community. Despite any unexpected hurdles related to the pandemic, the project has continued to move forward and has successfully achieved many of its phases one goals, and is currently working toward achieving phase two goals. Staff from the Rosemary Kennedy School and the Center for Community Adjustment worked with the support garden personnel from Brooklyn Greens to cultivate and harvest peppers as part of the SMILE FARMS hot sauce project. A crop of approximately 289 pounds of peppers were harvested during the 2022 growing season. A garden trainer from the Cornell Cooperative Extension of Nassau County provided five staff workshops to our Nassau BOCES employees.
A total of 99 students with developmental disabilities participated in the 2022 growing season. They were supported by 13 of our teachers with their assigned teacher aids. Students and staff continued to use the classroom grow Labs. New staff and students were introduced. CCA had a total of five classes, 14 aids, five teachers, and Rosemary Kennedy had eight classes, eight teachers, and 23 aids. This year, one of our goals is to begin a relationship with Island Harvest, where students volunteer onsite at the Farmingdale Warehouse along with donations of produce to come. We are currently planning for our phase three of the project and we know that we will continue to grow and produce plentiful and prosperous outcomes for our students.
And another exciting endeavor, so we are so happy and grateful that our new partnership with Special Sweets has commenced. They have not only made extremely sweet and delicious contributions to our hearts and waistlines with their smiles, cupcakes, and treats at our agency-wide events, but we are thrilled at the beginnings of our BOCES mentorship program for our special education students within our department. Currently, a class of students from our Iris Wolfson Program come here to Farber in our Special Sweets Cafe to receive work-based learning training in the areas of retail management, billing orders, and of course, baking skills. We are currently exploring additional collaborations with our secondary programs and we know that these sweet collaborations will have a lasting impact on our students, our department, and of course, the agency as a whole.
Susan McNulty:
That is the end of our presentation. Thank you for listening to our highlights. And as always, we thank all of our staff for the amazing work that they do. None of this could be done without their incredible work, so we thank them. And if anyone has questions.
Susan Bergtraum:
Mrs. Coates.
Deborah Coates:
I'm not sure that this is really what you were aiming, but when you meet with district directors, and I've noticed and I've read a lot, I know my home district, they're doing an awful lot of co-teaching now. And how does that affect... I would think that maybe parents would like to keep their special education students in their home district rather than sending to a BOCES program. But is it affecting our programs? And have district directors said whether something like this has been successful, because I don't really read too much data about it.
Susan McNulty:
So I think it's a model that they're using. Typically, it doesn't affect us so much because the students that are coming to us are their most challenging students, so they wouldn't be students that would go into those co-teaching models. So districts, it really depends on the district. We're seeing it across districts that are using the ICT model. So we see a lot of that happening, but in regards to it affecting us, it doesn't because we're taking the most challenging kids and the kids that they wouldn't be putting in those types of classes because ours are so restricted.
Deborah Coates:
So they don't have any students that they're putting in those programs that should probably come to one of our programs.
Susan McNulty:
They might, and some districts have opened their own self-contained classes. So many districts will open smaller classes and run them, but they always need that next level. They always need that next support that we're able to provide at BOCES. So there's always students that fall out of the realm of what they're able to service.
Deborah Coates:
Is it so different from inclusion, the buzzword from years ago?
Susan McNulty:
No, except that they have another teacher in the room.
Deborah Coates:
Exactly.
Susan McNulty:
Yeah, that's what it is. It's inclusion. Exactly.
Deborah Coates:
Thank you.
Susan McNulty:
Exactly. Yeah, sure.
Susan Bergtraum:
Mr. Greenstein.
Larry Greenstein:
This isn't-
Susan Bergtraum:
And then Mr. Weinick.
Larry Greenstein:
This isn't exactly a question. This is sort of something that if the board thinks that we'd like to get this information, and if it's not too onerous to provide, I'd sort of like to get what happens to the students with the Skills credentials. Where do they go? Are they in day programs? Are they employed? Are they going to group homes? Are they living on their own? Are they in self-direction? And if possible, and this is the hard part, I don't know whether there's any way for you to get longitudinal data through OPWDD and say, "Where are these people five years from now? Did what we do prepare them for the life that they're capable of living?" And I think that would be some nice feedback, if we could get something like that if possible, and if everybody wants it.
Susan McNulty:
That's a great question and we do collect that data. It is hard once they leave because they are the district students, so we don't have that data. But before they leave us, we do try to know where they're going. So are they going to a residential program? Where are they moving on to next? So we do look at that. So we have that kind of data, but then we don't have that longitudinal because once they leave, they're with the district.
Larry Greenstein:
But you have transition services for the parents, right?
Susan McNulty:
Exactly. Yes.
Larry Greenstein:
After that...
Susan McNulty:
And that happens in their last year as they're... Exactly.
Susan Bergtraum:
So let me just get a shaking of head that what Larry asked for, if you could get that kind of stuff.
Larry Greenstein:
Yeah, but understand, we get where they're going.
Susan McNulty:
Right, exactly. We can show an approximate of what we have, we collect, because sometimes they'll say they're going, or if they're doing self-direction, that shifts, right? So they might say they're going to a program and they don't, they end up doing self-direction. So it's approximate, but we can definitely give you what we have on that for sure.
Susan Bergtraum:
I mean, that's all that I-
Larry Greenstein:
Yeah, I thought they were going with a hard lift.
Susan McNulty:
That's good. No, but that's great. And we do collect it.
Larry Greenstein:
Thanks.
Susan McNulty:
Yes.
Susan Bergtraum:
Mr. Weinick.
Michael Weinick:
Yeah, Susan, I missed what you said about the Long Island Harvest.
Joanna Malament:
Oh, SMILE FARMS. So phase two, the part of the plan was to partner with Island Harvest. So our students go to the Farmingdale location and they bring their crops and donate them to the Island Harvest and other homes. So, that started this year.
Michael Weinick:
Thank you.
Susan Bergtraum:
Mrs. Langsner.
Fran Langsner:
I don't know if I'm remembering correctly, but prior to the pandemic, was it the case that, especially Rosemary Kennedy alumni would come back for certain events in the building, social events? And is that a way for us to have a little bit more information about where these students have progressed to?
Susan McNulty:
Yeah, absolutely. And we can definitely ask those questions-
Fran Langsner:
I don't even know if it's still going on.
Susan McNulty:
The numbers are small. We haven't done it since the pandemic, but yeah.
Fran Langsner:
Right, but I think I-
Susan McNulty:
... or small. We haven't done it since the pandemic.
Fran Langsner:
Right. But I think I remember that they would have dances and social events and the kids would come back.
Robert Dillon:
Yeah, they did.
Susan McNulty:
Yes. Yes.
Robert Dillon:
There was a group that sponsored that. And one of the problems we ran into is, if you board members recall, on an opening of the school, we saw the new masher. And because what happened was the wrong things were being flushed down the toilets from this use of it on weekends. And we had the big masher that was out, called the jaws of life or whatever.
Fran Langsner:
Yes.
Robert Dillon:
In order to deal with that sewer.
Susan McNulty:
And Carmen Rhoda, that's you. They would've a alumni come back and they had prom to come back and yes.
Fran Langsner:
Any other questions?
Robert Dillon:
Okay. Just a few other items. Thank you, Susan and staff.
Susan McNulty:
Thank you.
Robert Dillon:
It's a new legislative and we want to resume our All Means All at a conversation with Susan about it. We have kept it kind of with a select group. I think now's the time we shout from the mountaintops. You have the papers here on All Means All?
Larry Greenstein:
We have met with some legislators. We have meeting here today on state aid and for funding for our legislators and some people from Albany.
Right now, we're waiting for bill numbers. And once that comes in we'll be able to share that. But I'm pretty impressed with the fact that the commissioner uses the term All Means All. The regents have CTE in their legislative agendas and so does the council of superintendents. So, when you're out and about, we can get it out there, All Means All, and we can have the conversations with everyone out there.
Robert Dillon:
I'd also like to announce that, as a result of our transportation people and Colleen, that we have some legislation being proposed by one of our assembly people. So, hopefully we get some efficiencies and improve transportation services here in the county.
Colleen, you want to talk about the format changes?
Colleen Lipponer:
Yes. I just have two quick updates if that's okay.
Robert Dillon:
Go ahead.
Colleen Lipponer:
Okay. Yeah, just two quick updates.
First was the simple format change of the treasurer's report. I don't know if everyone noticed it on the agenda tonight, just to let you know that there was a trial balance reconciliation on the cover of the treasurer's report and that was eliminated from the document because it was already included in another section of the report. There was a memo in the packet explaining that. But I just wanted to bring that to everyone's attention.
And I had another update regarding changes to the standard resolutions for multi-year financed agreements. We were notified by SED that they must approve finance projects before they go to the bank. This means that we will not have actual interest and principal payments information for our escrow and installment purchase agreement resolutions moving forward. Therefore, future resolutions will show estimates for the principal only and will be modified to be consistent with other BOCES multi-year resolutions. Once the board approves, the resolutions will be submitted to SED and then we can set a date to close on the project. And the new resolutions will be provided for all future multi-year projects.
So, the next time one comes up, you will see that in the next agenda. Any questions?
Larry Greenstein:
[inaudible 01:30:50] the requirement of rising interest rates, having them sit on it for X number of months could actually cost us more money?
Colleen Lipponer:
Oh, it could go up or down. And it won't be months. It will take probably maybe one or two more weeks.
Larry Greenstein:
Okay, so that can be like Tony's stuff.
Colleen Lipponer:
No, no, no. And if we don't hear from them, we will call them.
Susan Bergtraum:
Anybody else? So, just because I had asked this question and I thought I understood it, this is the inter-municipal agreement that... They were both on the agenda at the same time and now there'll be-
Colleen Lipponer:
So, there was an escrow agreement.
Susan Bergtraum:
Right, correct.
Colleen Lipponer:
That's establishing escrow and then it's called an installment purchase agreement.
Susan Bergtraum:
Oh, okay.
Colleen Lipponer:
When if our district wants to buy-
Susan Bergtraum:
Right. So, those won't be on the same agenda now? It will be on and then we'll wait for the-
Colleen Lipponer:
They will be on it. They'll just look different, a little bit different.
Susan Bergtraum:
Oh, okay. So, you won't put that on until you get SED's approval?
Colleen Lipponer:
We will put it on, but there'll only be estimated numbers in there, whereas now we have five actual numbers. We have to put estimates in because, we put the estimates in, it goes to SED for approval, then the bank closes. Now, we have actual numbers because we have a date set with the bank for closing because but we can't do that until SED-
Susan Bergtraum:
So, the two things will appear on the same agenda.
Colleen Lipponer:
Yes.
Susan Bergtraum:
It's just that it'll be late from your point of view. We'll see it after SED.
Colleen Lipponer:
You'll see it before SED. It will look different than what you're used to having.
Susan Bergtraum:
You know what? When I see it, if I still don't get it, I'll ask.
Colleen Lipponer:
Okay.
Robert Dillon:
And just some other things, related back to All Means All, we did have our PTA dinner. We've met with our industry partners at Barry Tech. We do the "get to know us" with our legislators. And as I mentioned earlier, we had the meeting here today with legislators.
Things that are coming up, we're going to have the virtual lobby week and you'll get more information on that. We do have a well event coming up in Albany where all the BOCES that want to participate will bring students and/or program up to Albany to spend the morning in the Well and meet with legislators and SED officials. So, those are just a couple of things there.
In addition, this past Wednesday, Laverne Mitchell and her colleagues did a presentation for our Nassau superintendents regarding our diversity initiatives. And she did an outstanding job and I want to thank her for that here.
And I think that concludes my report. I didn't forget anything. I'm good. Thank you.
Susan Bergtraum:
Oh, good.
Michael Weinick:
Susan?
Susan Bergtraum:
Yes, Mr. Weinick?
Michael Weinick:
Yeah. Dr. Dillon, we've had a number of new state and federal legislators. I was just wondering, has Congressman Santos been receptive to any invitations to learn about us?
Robert Dillon:
Well, I understand he had a personal meeting with our Nassau BOCES delegation. They can report on it, as they did go to Washington.
Speaker 13:
He invented BOCES.
Michael Weinick:
I was just wondering. His resume is quite impressive and I was just wondering what his feelings were.
Susan Bergtraum:
All I can tell you, Mr. Weinick, is when we were in DC, we were unable to secure a meeting with either he or them.
Michael Weinick:
Oh, what a shame. What a shame. But maybe in the future.
Susan Bergtraum:
Maybe. Okay.
Robert Dillon:
Sorry, Mike, to that point, a flyer came out today from the LIA to meet with our congressional delegation at, I think it's on March 3rd. So, that'll be going around And Mike, it may be your first meeting back with us on March 3rd if you're back [inaudible 01:34:53].
Michael Weinick:
I will be delighted to be there.
Robert Dillon:
Shirts are required, Mike.
Michael Weinick:
I have a shirt. I have a bathing suit on.
Robert Dillon:
Nothing related.
Susan Bergtraum:
Too much information. Okay. Anybody else? Okay.
All right, old business?
All right, the board retreat date. It was sent out. I know several of you have already gotten back with the dates. So, anybody who has not yet, just within the next couple of days, if you can forward which dates are good for you or not good for you, anyway you choose to do it. And I will tally up and then get back to you. And if I've got five dates that everybody can make, we'll bring it back and just decide on which date.
Michael Weinick:
Susan, with that, do we have an agenda?
Susan Bergtraum:
The agenda is communication.
Michael Weinick:
Excuse me?
Susan Bergtraum:
The agenda is communications.
Michael Weinick:
Okay.
Susan Bergtraum:
If anything then comes out of it... But Lisa Davis asked me about it. And we were very clear that that's what we wanted to talk about. That was what was left kind of hanging. So, that is the agenda, amongst and between and with staff.
Michael Weinick:
Thank you.
Susan Bergtraum:
You're welcome.
Okay. The new business, other than Larry and I did go to DC. It was meaningful. And we didn't see him.
Larry Greenstein:
Well, just when you're done-
Susan Bergtraum:
Well, no. Feel free.
Larry Greenstein:
Okay. This is just this weird idea I had the other day that I brought up to Susan and Fran at the policy committee meeting. Especially since we're not walking into school buildings anymore, which is totally appropriate, I thought, "We really don't get to hear from students a lot."
And I was wondering whether it made sense to, at a board meeting, have one of the students each month from one of the different high schools come and tell us what BOCES means to them, how the program has helped them, and what they think we could do better for them. And of course, being me, I would say it should not be the valedictorian. It should be the person who gets detention most. But somebody can give us just a student's eye view because we don't get to hear that. We're still sort of removed from it.
James Widmer:
One of the challenges is, they don't live in our district. They're from all over the county.
Larry Greenstein:
I know. I think we can do that in use technology and maybe do a video, add a program, and have them play the video here.
Deborah Coates:
Once in a while, we used to do that.
Susan Bergtraum:
Well, if they can make-
Larry Greenstein:
If they can come, then their parents may come. Their home district may send some people. It might be a way to just sort of increase it. It'd just sort be nice to hear from them.
B.A. Shoen:
Did the clip board get to you?
Larry Greenstein:
Yes, it did.
B.A. Shoen:
Well, I mean, we do get to go to the schools.
Larry Greenstein:
We get to go to schools for specific programs and scripted events. I'm sort of looking more for ad lib.
Susan Bergtraum:
Yeah. And certainly we can kind of trot and see what happens. And maybe once in a while a child would be here. And we might also see them on a video and-
Larry Greenstein:
It's just a thought I had. Is the thought educationally sound, of course? No. But if it's something that we can get some input from, I think it'd be nice.
Robert Dillon:
Larry, hopefully you'll be able to participate in lobby week because the fact that it's virtual, you can really hear our kids and their message and with our staff. And to me, because we went the whole week, it's much more effective, in my opinion, than us schlepping up to Albany for a morning and seeing maybe a few legislators. We get to see everyone during the week. And the kids get to talk and then when you see that, maybe it'll change your mind.
Susan Bergtraum:
Okay. Any other new business?
All right. You will get the recipients of the Education Foundation awards and I would just ask that you get back to me your top three, your top four. If you want to rank every one of them, feel free. Just so that I can assign. And if three people want one person, I will have to make some. So, don't just give me one because that's not good. So, when you get the names, if you could just get that back to me relatively soon just to make it easier for the Foundation to be able to know what's going on.
Anything else? What was on the clipboard for LIA?
Deborah Coates:
March 3rd.
Susan Bergtraum:
Nd what was it? Because there was a clause to it.
Robert Dillon:
Yes, there is. We can take a table or go individually.
Susan Bergtraum:
Because I stuck on it. This one is more [inaudible 01:40:32] a more sign course.
B.A. Shoen:
What about Washington?
Robert Dillon:
Reporting March 30th, with a delegation.
Susan Bergtraum:
So, is that something that we want to participate in? And I didn't write anything down until I get the, "Yes, we should do it." And then if it's a yes, we should do it, then people who... Because I did not do anything until, are we comfortable with that?
Robert Dillon:
The bargain hunter me says, "Gee, it's a lot cheaper to do a table than tent."
Colleen Lipponer:
Exactly.
Susan Bergtraum:
So, are we good with people going?
Colleen Lipponer:
Yes.
Susan Bergtraum:
Okay. That's all. That was all that I wanted to know before. All right, so we're good to go on that. If anybody wasn't sure and now wants to sign up, do it.
And okay, committee reports? You want to do policy?
Fran Langsner:
I could do policy.
Susan Bergtraum:
Go ahead.
Fran Langsner:
We had, I think, two policy meetings since the last board meeting. And two of the policies that we discussed were actually on tonight's agenda.
There was 43-21.12, redirection alternatives. That was on for first read and information. And the policy has been significantly revised to take a lot of the regulatory language out of the policy itself and put into regulation.
And then 43-15.1, prevention instruction. That was on the consent agenda tonight for deletion. It's prevention instruction and appeals with AIDS education, safety issues, and really when the policy committee looked at it, it just became clear that so much of what was in the policy was really covered in curriculum. And there's really no need to have a policy that's redundant of what the curriculum requirements are. So, that was presented tonight for deletion.
Susan Bergtraum:
And we've already deleted it.
Fran Langsner:
And you've already deleted it.
Susan Bergtraum:
There you go.
Fran Langsner:
So, you agreed without the explanation.
There are three policies that were brought up tonight in the audit committee report and those are under discussion: the fringe benefits for members of the cabinet, the authorized use of BOCES-owned materials and equipment, and the national BOCES-owned vehicles. So, that discussion will be ongoing.
61-50 budget adjustments and transfers was also revised. And then there were two others, the 93-70.1 confidential employees and 93-70.2 managerial employees. And there's ongoing discussion about each of those to be continued.
Susan Bergtraum:
Right. Okay. Foundation report?
Michael Weinick:
Yeah, we had a meeting the other day. We spoke about the golf outing and looks like the golf outing will be a go for next summer, whether it be at Beth Page or at now I forget the name of the place, where we were for the past couple of years. We're just trying to finalize dates and the exact cost. But it looks good. The gala is -
Susan Bergtraum:
So, by next year. Mike, you mean this August?
Michael Weinick:
Correct. Yeah, correct.
Susan Bergtraum:
Okay.
Michael Weinick:
The gala is well underway. There will be a different format this year. It will be a buffet dinner, instead of the formal sit-down dinner, with various stations. And then we will go inside for the formal part of the evening. So, the format will be a little bit different. But it should be a shorter evening, more streamlined and a little bit better.
Our financials are very good. We're in great shape. Robert Colemi is on top of everything and we're beginning to put away money for the future with an endowment to make things much more ongoing. So, things are very, very good with the foundation.
Tony, did I leave anything out that you want to add? Wherever you may be?
Tony Fierro:
That hit the main items.
Michael Weinick:
Okay. Great.
Susan Bergtraum:
Okay. All right. So, [inaudible 01:45:16] school board association. Other than what we did last night, was there there a meeting or anything? I can't remember.
Larry Greenstein:
Oh, we did have a meeting. And a lot of that was just sort of talking about going down to NAI, and we had discussed some of the feedback that they'd gotten on the event, the Wind event, which was positive. And that was pretty much what it was.
Susan Bergtraum:
And last night, Fran, you want to do it? You want me to do it?
Fran Langsner:
Oh, last night?
Susan Bergtraum:
It was only last night. I think it was last night.
Fran Langsner:
Yes, it was. Go ahead. You can do it.
Susan Bergtraum:
Okay. So, last night was the third of the four parts of Know Your Story, Tell Your Story. Fran and I were at Saville High School last night and it was a financial explanation. And the gentleman was Dr. Gerdes, who used to be with Eastern Suffolk BOCES, who I will now embarrass in public who very. To Fran and me separately, not in front of the group, but when he was at Eastern Suffolk BOCES, he was colleagues with Ms. Lipner and Mr. McGrath. And he was effusive about how lucky we were to have him.
Fran Langsner:
Very laudatory.
Susan Bergtraum:
So, that was very nice for us to hear, not that we didn't know it already. And he went through much more for a district than for a BOCES, what all the information meant and how you would read a budget. But it's still good. I thought it was good for us to know, even just because we still have to be cognizant of what our BOCES components go through and what our budget means to them.
And I do have four copies of an appendix of acronyms and what things mean. So, if anybody wants it and if more of you want it, than we've got, we'll just make copies.
Fran Langsner:
Yeah. And you may have one.
Susan Bergtraum:
And the other thing that I thought was very interesting in that, we heard it at when we were in Washington, Larry and I, was terms to use and not to use. And I will get them to you, to our staff. Things like, not saying equity, but fair, and using real numbers instead of approximations and not saying we're cutting the budget, but that if you can say, if you're cutting that program, what are you doing with that money in another program and why you're doing it. So, that was a really interesting discussion that even for us might be, but certainly would be helpful to our district. So, we will get that bit of information to you.
Fran Langsner:
And all of the presentations from the entire series are available on the Nassau Suffolk website.
Susan Bergtraum:
There you go. The last in the series conflicts with our board meeting. So, again, if we want to, we can see what it was like and probably pull it off the website. But from my perspective, they were very useful. It was worth going and bringing the info back.
With that-
Deborah Coates:
Susan?
Susan Bergtraum:
Yes.
Deborah Coates:
There's also just a reminder. There's the Ruth Pitt legislative breakfast on March 10th.
Susan Bergtraum:
Right.
Deborah Coates:
Which, as an ex officio, I get their email. So, I know there are quite a few responses. It should be an interesting meeting.
Susan Bergtraum:
And that's the 10th?
Deborah Coates:
Everyone shows up. Yes, it's on the 10th.
Susan Bergtraum:
Right. So, that conflicts. I will say I go to Rosemary Kennedy.
Deborah Coates:
It does conflict with Rosemary.
Susan Bergtraum:
Yeah. And then the rest of you, I am sure we'll be represented.
Deborah Coates:
Our representatives will be there.
Robert Dillon:
We will be represented.
Deborah Coates:
Yes.
Susan Bergtraum:
Well, I mean, yes.
Michael Weinick:
I'll be there.
Susan Bergtraum:
Are Ruth Pitt? It doesn't matter. I just want to make sure that a couple of us go to Rosemary Kennedy as well.
Deborah Coates:
But it sounds like quite a few legislators have responded that they will be there.
Susan Bergtraum:
Yeah.
Deborah Coates:
Other representatives.
Susan Bergtraum:
Yeah. And normally, I mean I've gone there every year. I'm just feeling, unless there's somebody else who will go to Rosemary Kennedy, that we've got enough representation, I'll find out from Joyce. And then-
B.A. Shoen:
Well, we had a refit meeting this morning.
Susan Bergtraum:
Yes.
B.A. Shoen:
And we discussed the questions that will be asked. And all the questions will be written out and presented beforehand. We won't be asking for questions from the floor.
Colleen Lipponer:
[inaudible 01:50:40] That was good.
Michael Weinick:
Yeah. Question. BA?
Susan Bergtraum:
I don't know what happened, Mike.
Michael Weinick:
With all due respect, I understand the need for expediency and to ask things in advance. But when things come up, it leads to additional questions. And to say that when we have legislators or other people there that we can't ask questions from the floor, it's really stifling a conversation. That's all. I just have to add that.
Colleen Lipponer:
I had to bring it up.
Susan Bergtraum:
Okay.
B.A. Shoen:
No, I had to bring it up.
Susan Bergtraum:
Okay. Well, hopefully they will bring that sentiment back and a decision will be made for the next one, since the decision has been made this time.
Okay. So, we'll be going into executive session after we break for the birthdays of Dr. Dylan and Mrs. Nolan. And we are not expected to come out of executive session with any action. There won't be any action taken after we are out of executive sessions. So, we'll turn off the live stream because there will be no reason for anybody to wait around for us.
With that, I'm going to ask for the motion to go into executive session after we break for celebration.
Thank you, Mr. Schoen. Second, Elleby.
Michael Weinick:
Yeah, Susan, I don't have to do anything? I just do where I am.
Susan Bergtraum:
Yes. Yes. Okay. Well, I couldn't see him, but I saw Bob's thumb go up. Yes, Mike, you just have to stay where you are.
Michael Weinick:
Okay.
Susan Bergtraum:
Any discussion? All in favor?
B.A. Shoen:
Aye. Aye.
Susan Bergtraum:
Opposed? Abstained? Okay. Thank you all for joining us.
Robert Dillon:
James, you want to close up?
Susan Bergtraum:
Yeah, it was suggested-
Previous Livestreams (2021-22)
-
Nassau BOCES Board Meeting - June 23, 2022
Note: Please click the play button to play the live broadcast. -
Nassau BOCES Board Meeting - June 9, 2022
Note: Please click the play button to play the live broadcast.Judith Hynes:
Eric, I can hear you. This is Judy. But I can't hear them either.
Marsha:
As a result of the pandemic. Part of this tracking was for tax credit received in 2020. They have continued to track it for mandated reporting to the teacher's retirement system. And this will allow us to easily assess the cost of paying employees out on COVID leave. Last, business services has continued to work with FIS developing ways to process job functions electronically. I would now like to introduce Tim Halahan, program manager of food services. Tim was a 2019, 2020 recipient of a Scope Award. He's been with the agency for over 28 years and has done an outstanding job with the program. Tim?
Tim H.:
Thank you, Marsha. It is my pleasure to be able to brag a little bit tonight about the work that my food services staff does on a daily basis.
Tim H.:
My staff arrives at 6:00 AM eager to work. We are currently serving 1,000 breakfasts and 1,100 lunches, which means a lot of preparation. For example, if spaghetti and meatballs are on the menu, we are cooking 130 pounds of spaghetti, 50 gallons of marinara sauce, and similar 200 pounds of meatballs in the sauce. So you could see Maria is... That's 50 gallons of marinara sauce right there she's stirring. You should see the arms on her. And not a drop on her shirt [inaudible 00:06:32].
Tim H.:
We also prepare 200 cold lunches every day as an alternate to the hot lunch. Our two drivers transport the meals to our eight special ed locations to be heated and served by the food services helpers in those locations.
Tim H.:
My 6:00 AM crew consists of two cooks and six assistant cooks. The special meals range from pureed meals, to gluten free meals, to religious restrictions. My assistant, Christie Whitten, registered dietician who has been working with me for 10 years, works closely with our cooks to develop these special menus. Christie is also communicating with the feeding teams in each school to make sure these meals are the proper consistency and well received by the students. We're also willing to change the menu based on parents' requests. For example, we get phone calls, my child will only eat the following. And we will build a menu to accommodate.
Tim H.:
Besides getting federal and state reimbursement, we also get a raw commodity allotment for the school year. The raw commodity allotment is based on last year's total lunches served. That number is multiplied by a fixed dollar amount established by the USDA. The fixed amount this year is 40 cents per lunch served. I use this money to purchase raw commodities, such as chicken and beef. Then I send them to a processing plant to turn them into menu items. For example, the raw chicken goes to Tyson to become chicken nuggets. Beef goes to JTM to become meatballs.
Tim H.:
This is a sample of our upcoming summer menu, which is cold lunches. During the school year, we have five different monthly menus: high school, middle school, K to eight, early childhood, and common road. Our menu is prepared with adherence to USDA guidelines. A menu also serves as an informational tool for parents. For example, sometimes we'll put healthy eating tips. And we constantly get phone calls from parents telling me that their kids not on the bus or these kid's not feeling well, because they see my number on their refrigerator and I'm the one they call. So I try to lead them in the right direction.
Tim H.:
In March, I was contacted by a nonprofit in Albany called Hunger Solutions. They felt the number of families experiencing food insecurity in Nassau County was growing. And how could we get the word out about SNAP, which is this Supplemental Nutrition Assistance Program. It's a federally funded program. I offered to put information about SNAP on our May menu with contact information in English and Spanish on the back of our menu. On top of that, I would like to thank the graphics team for doing a great job on my monthly menu, especially Mac Griffin who illustrates my menu monthly.
Tim H.:
During the quarantine, our team hand delivered pureed meals to 25 families across Long Island. These were the meals that couldn't be provided by their home districts. We would pack a weekly supply of breakfast and lunch for each student from April to August. This took us as far east as Wayne Dench, as far west as Inwood, north of Glen Cove, and south to Long Beach, with many stops in between.
Tim H.:
When schools reopened, parents of remote learners were given the option to place food orders and pick them up at the Rosemary Kennedy parking lot. We would bring a weekly supply of meals out to their car. We distributed over 700 meals this way. The USDA realized that remote learning was putting an additional economic strain on families, especially ones receiving federal assistance. We received a federal grant that allotted $400 EBT card to every special ed family in BOCES. This grant was designed to reimburse the parents of the meals they had to provide during remote learning.
Tim H.:
Our team works to develop COVID friendly meal packaging. We prepare grab-and-go breakfasts, package lunches to be eaten in the classroom, and COVID friendly box meals to special functions. By placing orders well in advance and utilizing all of our vendors, we managed to avoid the repercussions of supply chain issues.
Tim H.:
Additional services, events... We cater the Farber Awards, employee recognition, every year. Catering was pretty quiet for a while. It's starting to gain a little steam now. We do catering in all the schools and mostly in Barbara and Lapinski. Hofstra is a two week camp session starting at the end of June, and then another two weeks to follow that. That takes place at Dory Tech. And we feed those students.
Tim H.:
We have a multicultural staff. Our staff consists of 25 workers from 11 different countries. 14 of them work in the Rosemary Kennedy kitchen. Two are delivery drivers. And nine heat and serve our meals to the students. One of my favorite days is right before Christmas break, when every one of the staff brings in a native dish, native to their heritage. And let me tell you my corn beef and cabbage doesn't hold a candle to some of these west Indian dishes. Fortunately for us, there was no labor shortage. This devoted, hardworking staff all returned to work when schools reopened. One of my staff members is a high school graduate who is returning as a staff member, now helping with heating and serving lunches at one of our schools.
Tim H.:
We also have a multi talented retiree. If you ever walk through Farber in the middle of the day and smell some chocolate chip cookies baking, that was Maria Nicholas cooking them. Maria worked for me for 14 years. She did all my catering. Besides working in food services, Maria is also an accomplished children's book author. Her stories are written in both English and her native language of Greek. The stories are based on those told by her grandmother when she was a child in Greece. At the end of the year, Maria will be retiring after 14 years of service and she will be greatly missed. And that's Miss Maria holding her books.
Tim H.:
CEP was a four year grant that expired as this June 30th. I applied for it, and am extremely confident we will be receiving an additional four year CEP grant. In order to apply for a CEP grant, 40% of our enrolled students have to be on federal assistance. We are currently at 55%. The federal government realized the challenges we're facing providing meals, and they made these other grants available. We well accepted them. We received all the money indicated.
Tim H.:
On behalf of my food service staff. I would like to thank you for giving me the opportunity in sharing what they do with food services. I have a great team and very proud of them and the services they provide to BOCES students. Thank you.
Speaker 1:
[inaudible 00:14:40] First of all, thank you for everything that you do. Two quick questions. I volunteer at the Long Island Harvest Food Bank. Every now and then, I see buses from school districts, they're coming for donations. Is that something we could do, should do?
Tim H.:
We currently have a relationship with Mary Brennan Inn over in Hempstead. So anytime, especially during the pandemic, I was over there quite a bit dropping all things that were going to go bad, and there was-
Speaker 1:
I'm talking about the reverse.
Tim H.:
Oh, the reverse.
Speaker 1:
They're not dropping off. They're picking up.
Tim H.:
I mean, we're supplied by...
Speaker 1:
So there's really no need for that?
Tim H.:
Not really, no. We have enough commodities and resources to get by.
Speaker 1:
Okay. Just questioning. And the other thing is that I am assuming that this is the most efficient operation to have everything centralized at Rosemary Kennedy, as opposed to in the individual buildings?
Tim H.:
Correct. Especially with the size of some buildings being so small, it wouldn't be worth having a full operational kitchen. It would be very expensive.
Speaker 2:
Thank you, Tim. I know it's amazing that consistently day in and day out there's food on the table. Personally, I don't know how I do it. I don't know how you do it. I have two questions. The alternate lunches, the cold lunches, are there any free alternatives there?
Tim H.:
I'm sorry?
Speaker 2:
Are there meat free alternatives with the alternate lunches?
Tim H.:
She used peanut butter and jelly, would be the meat free alternatives.
Speaker 2:
Okay, great. And the other thing, I think I asked this at the last board meeting. With the students who have special dietary needs that require formula, were we impacted by the shortage?
Tim H.:
Honestly, that goes through the nurses. We don't do that. We do other special meals, but we don't deal with formula.
Speaker 2:
All right. So I'm assuming since we didn't hear, that there wasn't an issue. Thanks.
Marsha:
Any other board members? If not, thank you for all you do.
Tim H.:
Thank you.
Marsha:
Now, very personal. I'm not even going to go where you think I'm going to go, but those chocolate chip cookies, we're going to need to have... Either she has to promise that at least she's supplying us with them or somebody else does that, because they are... So with that humor being said, thank you. We do know how hard you work and the extent to which your department that reaches into this agency. So we [inaudible 00:17:25]
Tim H.:
Thank you. They make it a pleasure, they really do.
Speaker 3:
Marsha, who's next? Who's up? Lisa, then Charlie?
Lisa Rice:
Hi, good evening. I'm Lisa Rice, senior manager in transportation. And thank you for having me here.
Charlie C.:
My name is Charlie Carolo. I'm executive manager in business services. And it's a pleasure to highlight the transportation department for you this evening. One of my responsibilities is overseeing the transportation department. I work on the budget, I assist with hiring, work with HR on advertising. And I work closely with Lisa strategizing about the needs of the department. We're currently working with the vendor to upgrade the bus routing software to better handle the complex status of bus routing.
Charlie C.:
I just want to introduce the department managers and then I'll turn the presentation over to Lisa. So John Croak is the motor repair supervisor. He's been with us for seven years. He has 20 years experience as the shop manager for Family Residences and Essential Enterprises. Part of their fleet is Rides Unlimited of Nassau and Suffolk, which you probably know is one of the largest adult handicap transportation companies on Long Island.
Charlie C.:
And Chris Sohmer, she's only been with us for eight months. She's an assistant transportation supervisor. She came from the Nassau County Veteran Services Agency where they transport veterans to the VA facilities.
Charlie C.:
And Louise Flynn is the other assistant transportation supervisor. She's been with us for 16 years and she has over 25 years experience as a bus safety director, a 19a examiner, and a school bus driver instructor.
Charlie C.:
And Lisa's the transportation supervisor. She's also been with us for 16 years. She has a total of 38 years experience in the business. She started very young as a bus driver, bus aid, bus ports coordinator, and an assistant transportation supervisor before coming to us.
Charlie C.:
I have the utmost respect for our transportation managers. They have a tremendous amount of knowledge and experience. I consider them experts in the field of transporting children to school, especially children with special needs. And running a county wide operation is not an easy task. And these professionals work extremely hard to make it happen seamlessly each and every day.
Lisa Rice:
Good evening. I'm very honored to be here to present some of the highlights that we do in the transportation department. And working with Charlie has been excellent and we're learning to navigate through some very challenging times and unique issues that transportation, as I know, has never occurred before.
Lisa Rice:
We transport over 900 students from more than 30 districts to Nassau BOCES daily. 90% of our students are special needs and 10% are career CTE students. Transporting special needs students is very unique for us. Students have a variety of special needs, including wheelchairs, car seats, safety vests. We have to know quite a bit about it, and we help parents through some issues that they may have with wheelchairs. But we also defer to common road for a lot of our help and talking to parents. We also transport oxygen. EpiPens are common on the bus as well. We transport 1:1 aids, nurses, and behaviorists alongside our students. It's not uncommon for there to be four or five 1:1 aids on the buses.
Lisa Rice:
Our staff exhibit professionalism and attentiveness at all times. But more importantly, they show caring and compassion to our sensitive population of students. Students are transported daily to work in retail and other settings to gain experience in real life situations. This occurs at CCA, Iris Wolfson, and some Rosemary Kennedy.
Lisa Rice:
Transporting CTE students. We transport students to half day AM and PM programs at Barry Tech, GC Tech, and Long Island High School for the Arts that we, funnily, call LIHSA. And it comes up often. It makes us giggle. Students are also transported to competitions, horse and animal care, nursing homes, automotive garages, and various other work sites as part of their curriculum. And this is daily throughout the year. It begins virtually the first day of school and ends in some point in May. Full day trips are common to various locations, and special events are also part of their program.
Lisa Rice:
A day in the life. They're a little earlier than Tim, between 5:30 and 5:45. And I would love to tell you we're as happy as his staff are, but it's a little rough. But we all check in the morning, we do a roll call, if you will, checking in by bus. As you know, we park at remote locations. So the drivers arrive and they perform a pre-trip inspection. They have to perform pre-trip inspections and post-trip inspections on every trip. Every time they drop off students, they have to perform this procedure.
Lisa Rice:
Students are picked up throughout Nassau County, and a few in Queens. Three to five districts are picked up with 12 to 14 students on each bus. 16 was a common number this year on a few of our buses. Districts or BOCES trips begin as early as 8:00 AM. Work site travel and midday shuttles begin at 9:00 AM. That's where we go to CCA, or Rosemary Kennedy, or Wilson, then transport students to their work sites. And I must say, it's not just us alone. We work in coordination with staff at the schools. Excuse me. Bus drivers often travel over 125 miles a day. Some of our buses are pretty close to 150 a day. It's huge. Office staff are answering phone calls, handling problems, communicating with drivers, discussing behavioral issues with districts and principals. And there's much more. It's virtually impossible to tell you all the nitty gritty that we do every day, and it changes every day.
Lisa Rice:
The next slide is just a picture of matron training, which we work in coordination with special ed, we perform their testing. And that's a group of people waiting to be tested outside the bus.
Lisa Rice:
The office staff. The transportation supervisor supervises one head and two assistant dispatchers, two of three positions are currently vacant, and places 30 drivers and up to 150 monitors on buses. Other duties include dispatching bus drivers and aids, routing of students, scheduling intra day trips and overnight trips, add or delete students in the transportation software, or create routes, organizing driving tests, drug tests, and physicals, both on site and at schools, we interview our bus driving candidates, ordering and repairing harnesses and car seats, going to collision sites, we complete driver time sheets, which has been on occasion over 30. Excuse me. We create, receive, and pay purchase orders for buses, vehicles, bus and vehicle parts and equipment, and a multitude of other essentials that we need.
Lisa Rice:
The shop is very multi talented. They help us with a variety of situations. But on our regular basis, they perform preventative maintenance and repairs on 72 buses, 67 cars and trucks, and various equipment, including Bobcats, long tractors, mowers, salt spreaders, forklifts, snow blowers, and plows. And forklifts, did I say that? I'm sorry. They inspect vendor buses and review driver information for full day and overnight trips. Those are our coach trips. Clean buses of snow and plow at multiple locations. Ensure buses are in proper condition to pass New York State DOT biannual inspections. They occur every six months.
Lisa Rice:
And along with that, the shop has to provide a 30... Excuse me, a three month interval of regular inspection on the vehicles, on the buses. They ensure vehicles are in compliance with New York State DMV inspection requirements. They clean and wash company vehicles, inspect vehicle lifts, and keep shop in a clean, safe, and orderly condition. Perform road service and tow vehicles as needed. Document all vehicle repairs in a vehicle maintenance... Excuse me, maintenance software program. Configure wheelchair buses to meet the needs of a run. Work with auction companies to sell excess vehicles, equipment, and parts. Order, receive, and process vehicle parts and maintain adequate parts stock. Work with BOCES departments on vehicle needs, which they work a lot with facilities and with CIT, as well.
Lisa Rice:
They work with dealers on new vehicles and bus purchases, provide support to Barry Tech Automotive program by having interns work with our mechanics. And I'm happy to say, we're looking to hire an intern this summer. We're excited about it. Assist the supervisors as needed with various issues.
Lisa Rice:
And I wanted to say that we do work... The office staff and the shop staff work very closely together all throughout the year. We work as a team and we discuss situations and we try to strategize and resolve any problem that arises together. There's some I can't resolve on my own and I look for others for support, and the same goes for the shop. And I couldn't do what I do without them or any of the staff, really. And I thank you very much. Oh, I'm sorry. I didn't thank the bus drivers and all the monitors for everything they do.
Charlie C.:
We just had a couple of...
Speaker 3:
Go ahead.
Charlie C.:
...issues that we wanted to highlight. There's a severe shortage of drivers, so our vendors are struggling with the same thing. So we just wanted to say some of the things we've done and they're doing. We received from the governor's office a list of drivers. We emailed them giving them information if they wanted to drive for us. Honestly, it wasn't too successful. We placed a lot of print ads, OLAS ads, website ads, indeed.com ads. We're trying to offer a more competitive salary on the salary scale. But one thing that we think is going to be fruitful, we are offering teacher aids training to get their CDL permit, and then we'll offer them driver training. So in the past, I think we would just give them the permit book and ask them to go home and study and then take the test.
Charlie C.:
So Lisa said, why don't we have a class? And we had a May 24th class, and then one this week, a second one. We had 12 people attend the first class. And I think it was 11. Most of them came back and I think we had one new person from Barry Tech. So we're hoping that... We do have some already that do that. We're hoping to get some more. We think that's going to be fruitful.
Lisa Rice:
They're excited about it.
Charlie C.:
So I think holding their hand through the process is really the big step that will move forward, because a lot of people, you take the book home and then you just... It loses its luster and you don't follow through. It's a lot. And they have really been... I think the feedback about the class was excellent. We use a consultant, Mary Jane Morgan. He's really good. And we're also working on putting... You can't have an advertisement on a bus that transports students.
Lisa Rice:
Correct.
Charlie C.:
So we're thinking about one of the buses that were going to go into auction, to take that and maybe put some kind of advertisement on that and then not use it to transport students. But I've seen Huntington coach has done it and others. So we thought that might give us something.
Speaker 3:
But Charlie, we can put it on our maintenance vans. Right, Tony? We can put some advertisement on our maintenance vans, I think. No pushback. [inaudible 00:31:38] On my truck, we'll put a big thing, like Leave New York. Remember that guy that had Leave New York [inaudible 00:31:42].
Speaker 2:
[inaudible 00:31:42].
Speaker 3:
We do that. For another 25 [inaudible 00:31:49].
Charlie C.:
So another issue is... This is not really an issue, but the Stop Arm camera program. So there are two competing programs, the Bureau Mobility from Nassau County and the Bus Patrol, which is with the municipalities, the town of Hempstead, the town of North Hempstead, and the town of Oyster Bay. So the Bus Patrol is the one that does the Suffolk program, which I think has been successful and well received. I don't think the Nassau program with Bureau Mobility got a lot of traction, because an article two weeks ago in Newsday, I think, had five districts that signed up. So I'm not sure. I took the Bus Patrol was willing to come and do board presentation. I'm sure Bureau Mobility would too, if that's where we want to go with that, but I'm not sure. I know it's something that everybody wants, but there's a lot of unanswered questions. So I did just want to highlight that also.
Charlie C.:
And then the last is the electric buses, which is coming down the road in 2027. We've looked at some presentations and there's-
Charlie C.:
We've looked at some presentations and there's a lot of drawbacks, especially the mileage that we do. A lot of the buses won't go that far. So we highlighted some of those drawbacks. The price of the bus is about triple the infrastructure for charging the battery range and then the charging time. You can have faster charging, but that was more. So there's a lot of, again, we're still a few years out from that, but something I just wanted to highlight to you.
Lisa Rice:
Just I'll say Charlie, that the faster charging, it just cuts it by half instead of overnight or 8 hours or 12 hours. It's slim to four to six hours. It's not like it's done in an hour and you could take the bus out and go out again. This is a tricky situation.
Susan Bergtraum:
I think New York state wants to move towards a universal charger apparatus for vehicles, the buses. It seems it so much easily. That should be the thing. Hopefully the state.
Cliff Steinberg:
Marty, this comes under the umbrella. All the, all things are not what they appeared to be. There are more things with this to get that electricity. Where does that come from? Where, where do the minerals and elements to make the batteries? Where does that come from? The service coming in for the electricity? I know when we do anything with a building owning right, 250,000 to a half a million, depending on how much more electricity's coming in. This hasn't been as well thought out as possibly could. So we'll see. I'd just like to say a couple things here. I'm sorry. I gave up my CD license a little earlier than I should have. I surrendered it this year.
Cliff Steinberg:
A couple stuff should have, but I do appreciate many of the things that you talked about today, but more importantly, I really feel honored to be here with the three programs that are here today. You guys and gals have done an outstanding job, without the pandemic, but you certainly stepped it up. You stepped your game up and you talked about being a team and each one of your teams have stepped up to provide services. And I believe you're the true heroes of what we went through during that pandemic. You guys made it seamless those meals for those kids might be tube fed to get those meals, transporting them to locations, just did it without any fan for, I thank you for that. Go on, Lisa. Don't be offended. But when I get an email from you, I get very upset.
Lisa Rice:
I emailed you? I'm sorry.
Cliff Steinberg:
No, no, no, no. What I'm referring to is unfortunately when there's a fender bender, the board is notified about it. So of course, when I see your name, I want to thank you. Number one, that you and your team seem to be right on top of any emergency. That within minutes, somebody's out to the scene to assess, parents are notified, it's like everything is done perfectly and properly and I really want to thank you for that.
Lisa Rice:
Thank you.
Charlie C.:
Something else I wanted to say. And of course,
Eric Schultz:
Senior moment
Lisa Rice:
Senior moment may return.
Charlie C.:
Oh, also I know that the information that we are getting is short, sweet, and to the point. It's not like a lengthy thing, but the major details are there, no injuries, minor damage, please, whatever it is. It's like, boom, boom, boom, so in two seconds I, as a board member, get a complete picture. We are notified timely, but more important, the parents are notified timely and the situation is handled and taken care of, which is the primary thing. So I just want to thank you.
Lisa Rice:
Thank you.
Susan Bergtraum:
So we all know that the bus driver is the first person a student sees in the morning and the last person they may see in the afternoon. And we are very grateful that your amazing staff sets the tone for a positive learning experience throughout the day. My only question about an issue that you didn't mention is the price of gasoline and how we're being impacted by that?
Lisa Rice:
Well, we are being impacted by it. There's very little we can do about it at this time because of the amount of miles that we do, and the districts that we service. Most are not, will be contained. We do a lot of outlier driving and the back and forth during the midday, it consumes a lot of gas, so it's just something that we're working with. And we avoid going back and forth to yards, if not necessary, or combining runs, if we can, where it's suitable to do so. And we try to stop it from idling. It's not necessary now, in the winter, there are things that we have to do for the students and passengers on board. But right now it's idling is kind of a non-issue, but again, in the summer, it's going to pick up again because the needs of AC on the bus. So it's very difficult. But again, I don't think we're looking at an easy solution for this. It's expected to
Susan Bergtraum:
Or a short term solution, right?
Lisa Rice:
It will be with us for a while. Mr. Green stein?
Larry Greenstein:
Speaking of the, you do we just buy it as we need it or do we have long term contracts or do we need stockpile it? How does that work? Does every bus just go to a station fill up or do we have simple depots?
Lisa Rice:
We were hybrid up until this year, so we partnered with Jericho and bought fuel and used their fuel station and so forth, but it was only for diesel fuel. And as we are moving along, we are actually, we've gone to gas vehicles more. Those are the bigger buses that we're using, so to answer your question, we're mostly going to stations right now where we use a fleet card, and the fleet card saves us a lot of money in doing that. And you've done analysis of it, and we've found that this it's very little difference between using the two, whether it's bought in bulk and delivered to a district, like Jericho, or done individually with the flex card.
Larry Greenstein:
Thank you.
Susan Bergtraum:
All right. So then I have just a couple of things. When you talked about the stop arm, do you have any problems with it before you brought something to us? I would like an analysis from you before we say yes. And then you say, oh,
Lisa Rice:
Are you asking me?
Susan Bergtraum:
Me? Yeah. Either one of you. Because from the outside it's to me would be a no brainer, but no brainer sometimes are not no brainer because I don't know the intricacies of what it would entail, so my question to you would be, do you see any drawbacks to doing something that seems to be just a safety issue for kids?
Charlie C.:
Well John Coke, one of our gas advisors, has been a lot of the information and we have too, I would say there's a lot of unanswered questions. They're going to be saying, first of all, they're going to say somebody's taking something, putting it on your bus, and they're making money from it. So, if they're taking our bus off the road to put the cameras on it, are we compensated for that? The bus depot told me that if you had to have staff there while they were installing that they would reimburse us for that. But the bus patrol program is putting cameras inside the bus, also, which is something that's nice. The VR mobility is it, but it's not the main function of the program, but what about if something malfunctions? Water leaks through and shorts out some circuits who's going to pay for the repairs?
Charlie C.:
There's a lot of questions that we do have. I think that where it's going to go on the shorter buses, there's not as much room to put the equipment. So there's a lot of things that I, especially the bureau mobility, the county program, really, I wasn't impressed with the information. They're using as separate installer where the bus patrol uses their own installers, but the bus patrol program, they first only had nest. They only had the town of Hampstead. Now they just got town of north Hampstead to sign an agreement. I don't think they have a town of Oyster Bay. So, if there's a camera on the bus and it's in the town of Oyster Bay and catches somebody, they can't ticket them until they get that agreement in place. So, it's just a lot of open ended questions. I mean I could try to put something together, work with Lisa and John and come back with something about both programs, go to the vendors, and they do want us to move forward.
Charlie C.:
I asked, is there any, I think there should be some small compensation for us. It is our equipment. Again, everybody wants to make sure that people don't pass stopped buses. It's for the safety of the kids, but like I said, they're making a profit on our vehicles and our equipment.
Charlie C.:
So there's a lot of questions, but we can
Susan Bergtraum:
That's why before you even came to us and asked us, I would like to know the background and for you to give us that kind of feedback. And the truth matter is if what you read in News day is correct, Suffolk County has done it and there is no. Schools get nothing other than what you're getting is the equipment for free. Assuming that when something goes wrong we are not, so those are the kinds of things to basically what you were talking about that I think we ought to have some of those answers to before you might come to us with the recommendation that says, "don't do it with all the reasons".
Susan Bergtraum:
And then we would have that discussion of, on balance, what is that? But I certainly don't want somebody to come to us and for us to say yes, and then for you to hold your head and say, "oh my God. We are really going to have problems with this."
Charlie C.:
Sure. We can certainly put together something.
Susan Bergtraum:
So thank you. And the other thing is, and I may not have caught it, but on the first page, Mr. Coke, it says "free maintaining a fleet". It says "20 years as a shop manager for free maintaining a fleet of 400 vehicles".
Charlie C.:
Right. So I think we changed the. "Free" is just an acronym for, oh, the family residences and essential enterprises.
Susan Bergtraum:
Thank you. You do understand why that didn't mean. So sometimes you need to spell out what the acronym is because I'm saying to myself, this does not.
Charlie C.:
What you got was an earlier version that we showed you
Susan Bergtraum:
Okay. Well, and I was looking, see, I was looking at this. Well, that makes sense. I didn't know how to thank this gentleman enough. Oh, so with that, thank you so much. And we do, I hope you realize that we, for as much as we can understand what you go through every day and what you do, we really do appreciate it. And those little notes that we get, give us that broader perspective, as, as Michael said, of really what, how involved your department is and how much you have to contend with every single day on a good day, much less on a day that isn't so good.
Susan Bergtraum:
So we do thank you tremendously for what you do.
Speaker 4:
I'm sorry. I had just one other question. When we talked about the possibility of cameras inside the buses, I'm wondering if there would be privacy issues that we would have to consider. Cause we have students for whom who cannot take photographs. And if, I don't know if that camera's supposed to just photograph the bus driver or the students on the bus, I'd be very concerned about some of those issues.
Larry Greenstein:
Sure.
Lisa Rice:
So, when you get into the cameras on buses, it is a challenging subject. We've never had them on our buses at Nestle. Mostly for those reasons that you spoke about. And it was very costly. So the thought of putting cameras on the buses, there's a lot of plus sides to it, but, and I've dealt with cameras on buses in previous lives. So, they're very advantageous to have for many reasons. When you go and watch any testimonial or hear about cameras or listen to the vendors about their cameras, there's so much that they can do to blur out students or the bus or whatever needs to be done. If we were to take that option about putting cameras in the bus, maybe they would be installed and not used, or you don't install them.
Lisa Rice:
If we were to take that option or we would have to consider other avenues to take. What you would want to see on the bus, you could do audio only or something like that. But what the most important view for the camera is the bus door and at the driver, above the driver, and looking back on the bus, and the stop arm camera helps also with the passing of the buses, but a lot of vehicles now have the front facing cameras, as well. I mean, there're options that we can use to help bus safety, that don't impact privacy issues in that manner. So there's a lot of ways that we can look at this that might be more advantageous to the program itself.
Charlie C.:
Yes. In all your years of experience, how many events might have been helped with the camera?
Lisa Rice:
How, I'm sorry.
Charlie C.:
In all your years of experience. How many events in your judgment may have been helped by a camera?
Lisa Rice:
I have a lot of funny stories about cameras.
Charlie C.:
No, sorry. The reason I asked that question, not, but in the seven years, I think it's almost seven years. It seems like yesterday. There have been that many, maybe a handful, where a question of the conduct of a bus driver by a parent. And we didn't have, again for the most part, that's true. Your team, the relationship as Fran said, that relationship with the children is incredible. And with the families, a handful that I've seen. So to me, it's not an issue for us today because
Lisa Rice:
In that perspective, that's true. Where it becomes helpful is in our behavioral issues, on the bus, which they're escalating just beyond. Every day, the write ups are coming in and there's situations that are really just out of control almost. Is it the pandemic? Is it coming out of the pandemic? Is it just population of students? Is it the food rating? I don't know. Is it the amount of students on the bus? Maybe all of these are components.
Charlie C.:
You're going to blame Tim for the food. He's given them too much sugar?
Lisa Rice:
It's cookies. We only,
Charlie C.:
Yeah, that's true.
Lisa Rice:
So I, there's so many perspectives on cameras, on school buses,
Larry Greenstein:
On the school buses as well. You know, it's, it works both ways. You have protection to students. We also have a protection of the matrons who are attending to the students, don't have issues or misbehavior. Protects everyone.
Charlie C.:
It's not going to stop the misbehavior. What it does is give, gives a more accurate picture of what might have happened because we deal with misbehavior. If we didn't have misbehavior, we'd have no one in this room. We'll go home. That's what we deal with. Next group. Great job. Great job. And now our next presentation is Cliff, and it's kitty, I've kitty Cliff.
Cliff Steinberg:
Thank you, Bob. That's a little bit of a tough act to follow really, really nice, well done. Happy to have with me this evening, Daniels and Amy, good job. And Kim Baker, who by the way, just was recognized for 30 years of service.
Cliff Steinberg:
Andy is also part of the team that is involved in the work that we're going to show you this evening. He's unable to join us tonight, but he is definitely a big part of what we do on a daily basis. We are a small, sometimes young, team of folks here that are incredibly impactful on agency operations. When you hear about, in last year, when we presented, we talked about invoices and moving invoices during the time of the pandemic budget adjustments, absence requests, RFPs, FMLA, all of these different processes, and many more are developed by the small team that you see here before you tonight.
Cliff Steinberg:
Our pandemic response for vaccine, in response to the vaccine mandates, the daily screening, the first to the market, I might say, application for vaccine screening in the beginning of the pandemic. This is the team that did it, our response for weekly testing and reviewed by the HR department. Now, this is the team that did it. And then again, incredibly
Eric Schultz:
When, when you allow just like the general public in?
Charlie C.:
Yeah. And he's muting, then we got,
Cliff Steinberg:
We good.
Charlie C.:
Put him on hold. Didn't right. We didn't know audio was on.
Cliff Steinberg:
Okay. Again, and someone down there, I think Tim said, you know, he likes to brag about his staff. I can't say enough about the staff I have working for me, and for us as an organization, they do incredible work, and I'm incredibly thankful to have them. What you'll see tonight is a result of collaboration and a lot of technical type work through the work of this team, we've managed to extend FIS to have an impact on just about every area of the agency and touch just about every employee with the work that they do.
Cliff Steinberg:
We'll start with what you'll see tonight starts generally with this. Blank slate that has nothing. We don't know what we're walking into. Everything that you'll see tonight is designed from a business process perspective, user access roles, security, the interface, design, the colors, the layout of the fields, all the backend mechanics and data modeling and reporting that happen. Start from essentially a blank piece of paper, all done from scratch.
Cliff Steinberg:
Again, all of those different pieces are put together by this team here. Three components that you'll see involve the RSIP student registration process that was formally a paper based process with a lot of documents and paper moving back and forth, not only within the agency, but to and from the districts, as well, back and forth. We developed a district facing portal, which we'll see this evening, that the districts can go into and register their students. Much better check-in, communication, back and forth where the districts happen that way a Q it's an internal application that's used for the review with including a central application review committee in R S I P that reviews the student applications in the process, them through their sub process for approval and assignment of students to the different courses that are available.
Cliff Steinberg:
And then the last piece is the analytics that come along with it. That inform a lot of internal decision making and placement of kids. So with that said, I'm just going to ask Carla, maybe if you'd like to say a few words, because we did, again, work very closely with her department and her staff on development of where you'll see this.
Dr. Carla Theodorou:
Thank you cliff. And I can attest to the hard work of this team and how many hours they spent. The entire team have been helpful over pretty much over two years as they've refined and improved the process. But as you all recall, prior to 2020, the R S I P career and technical education program application process was completely paper based, which meant that each individual district school submitted a paper application. And along with that hard copies of all accompanying documents, including attendance sheets, grades, IEPs, discipline records, and anything pertaining to that student. And as you can imagine, it was a cumbersome process. It was labor intensive. It involved a lot of follow up through telephone and email when there were missing documents. Our counselors on our end at Barry Tech would have to do outreach and say, "where's the attendance? Where's the discipline record? Where's the IEP?".
Dr. Carla Theodorou:
It took a lot of man hours to track everything down. And not only that, the actual screening of applications was not a transparent process. It was something because it was piles of paper on desks. It was hard for administrators to really be on top of what was happening. How many applications were there, what were the reasons why students were accepted or not accepted? And we couldn't really monitor it. The last piece was that initially Barry Tech was the only CTE location. And then when we expanded and we now have three career and tech ed locations, it became more complicated. So, when we closed for the pandemic, when we were waiting for paper applications and accompanying documents to be delivered, when we had the mail and pick up and trying to do that process, it was pretty apparent that we needed to develop an online application process, because there was no way that our team could work remotely and get everything we needed from the districts and have that be successful.
Dr. Carla Theodorou:
So I can just say that over a two year period, a lot of work has been done with Cliff's team and the financial information systems folks, they've been very supportive. They've been, we like to say, we have a 2.0 version. There were things that we learned over year one of using the application process. And I think that it's been a great success and really transformed how we do the applications for our career tech program. So I can't say enough praise about how well this has worked.
Cliff Steinberg:
So we're start with Nicki, who's going to just show you briefly the district facing piece, and then what the internal application looks like as the applications get processed.
Niki Jahanara:
Right? So hello everyone, I want to thank Cliff and Carla. I'm honored to be here presenting the project with my team from F I S. So the first page of the project I would like to show is the district facing portal. All district users get access to this portal and are sent an invitation to create their own account. And once they do, they'll be able to sign in and access the student applications page from here.
Niki Jahanara:
Oh, as I was waiting to present, it looks like I got signed out, but I'll just sign right back in. All right. So now we're on the student applications page and the student applications are divided into three sections. The ones that are currently in progress and therefore not yet submitted to BOCES, the ones that are under BOCES review, and the ones that have been completed and accepted into a program. So when a district wants to find where their application is, they can come here and see at what point in the process, the application is according to its status.
Niki Jahanara:
And if they would like to create a new application, they can do so by selecting the create button here, I've prefilled an application to show each section for these presentations. So I'll click on edit and go through the form. So we'll start with the student information that the district must fill out. This is of course, information about the student themselves, first name, last name, their address, their contact information. Next, we go to the guardian information where the district can enter the primary contact for the student and optionally enter a second or an emergency contact if needed. Next. We go over to school information where the district can through a lookup by clicking on the magnifying glasses here, select the district that the student is attending, as well as the district that they're being sent from, or the funding district, their school, their grade, and any additional information regarding special education and such.
Niki Jahanara:
And then we move to the program preference of the student, where they select their primary and secondary choice through the lookup that we used earlier to ease use of the portal. And last piece is the attachments. So now, instead of having to keep track of paper, we can immediately attach a file. And the great part of the application process on the portal is that they cannot continue to submit the application until they have indicated that they attached all of the required attachments. So I'll go ahead and click the add attach button to quickly select the type of attachment I'll be doing, which is attendance record. Next I'll navigate to my files.
Niki Jahanara:
And I can do add attachments one by one, or for ease of use. The district can combine all attachments into one file and provide a combined attachment so that they do not have to go one by one if they prefer. All right. So once that finishes being attached, I can select that I've attached the attendance record, and I can update the student application to finalize that change. And now that I filled in the student information, I can move onto the second step of reviewing it before I actually submit it to BOCES at two poses. This page outlines the information that is required before the application can be fully submitted. So, as I scroll through, I can go to the bottom and try to submit this application, but it will notify me immediately what fields are missing from the required fields and for ease of use. I can just click on that field and quickly navigate to the fields that are missing.
Niki Jahanara:
Right? So now that I filled everything in, I can go ahead, click submit application. And now this attach, excuse me, this application that was previously in progress will now show as being under BOCES review. And at any time as the district user, I can come in. I can view this application by clicking to view what's details and alongside the portal, the district is notified of via email when submit an application. So there is a record of it. They're provided a direct link back to the portal. So at any time they can view all of their student applications. And next we'll view this application that was just submitted in the internal application for BOCES. So as I access it will refresh my application queue, and I'll be able to see the application that was just submitted for student.
Niki Jahanara:
And from here, I have a number of options. If there are many applications, I can use the filters on the side to view a specific one or specific group, but I'll go ahead and access the application that was just submitted. I can see everything that the district filled out on the first tab. I can view the attachments directly from the application without having to download them, but the option to download is available if needed. And now, if I go to the status tab, I can decide on the status of the student now, because this application, their primary choice was a program that is offered in multiple locations. It's offered in both bar tech and GC tech. So it is automatically referred to the CAC and users in the subcommittee can use this application to make the recommendation right now, I'm viewing this as a test user.
Niki Jahanara:
So I have access to all three to subcommittees for the purpose of the presentation, but in actual use users are assigned to each subcommittee and make their recommendation independently. But just as a sample, I'll go ahead and indicate that GC tech I'm sorry, Barry tech has recommended GC tech and GC tech has also recommended GC tech. So now that we have a majority recommendation, if I go ahead and click, save, get a message that was updated.
Niki Jahanara:
And once it finishes loading, I'll be able to see that this application was automatically referred to GC tech. And from here, I can go back in and take further action on the application, whether that be to return to the district, if it's in need of a correction, wait, list, the student, cancel the application entirely. If the student has withdrawn or I can go ahead and accept it. And in doing so also indicate which program the student was accepted into. So we'll search for automotive technology at GC tech, we'll indicate the session and click finalize. Now that the student has been accepted, the district will receive an email, letting them know that the student has been accepted so that they can follow in real time when changes have been made to the status of the application. And if I also go back to the application itself, there is an internal comment section for users to be able to communicate with each other about the application. So there's a multitude of benefits for internal users and.
Niki Jahanara:
There's a multitude of benefits for internal users and the district users, in terms of being able to see at what point the application is, and if there's any additional information provided between our Nassau BOCES users. So from here, we also have a dashboard that outlines the analytics of our student applications. So at this point, I'm going to hand over to Daniel to provide that demonstration.
Tim H.:
Thank you, Niki.
Niki Jahanara:
So let me stop sharing my screen.
Tim H.:
I thank you, Niki. And thank you, Cliff, the converts and the opportunity to present today.
Tim H.:
So this is the RSIP registration dashboard. This is refreshed multiple times a day, taking data from the district facing portal, the internal application, as well as our historical SQL databases. This is used internally by RSIP staff, including guidance counselors, principals, and executive officials. So up top here, we have the filters. In the middle, we have our data visuals, and the bottom, we have a table. So the filters up here are interactive in that they'll affect the entire page. So if we go here to attending district and we pick Baldwin, we'll see over here, it changes and updates to show all of the applications that are submitted to BOCES from Baldwin. And from there, we can also filter down by building, by status, their primary program choice. And so on. Over here, we have data cards that'll show the applications in various statuses. So you can see the total submitted, ones that are under review.
Tim H.:
Those that are completed, and those that have been returned to the district, were canceled. And we also have visuals over here to quickly show the most popular programs, the students by attending district application status and so forth. And down here, we have our table. This table is built for exporting into Excel. So just to show that you can export the data, and it'll be exported out to Excel. And this has information that was requested by RSIP staff, the key information that they wanted to see on the students. So over here, we have the other pages. These next few pages are all variations of the same first page, but with different preset filters.
Tim H.:
So they can quickly see accepted applicants. They can see applicants that were not accepted. They can see those that have been recommended, but not accepted yet. And the various statuses here. And then the CAC as well, the Common Application Committee, which determines where students are placed, if the program is at multiple buildings. So we can see which buildings each person is recommending for these applications. So on this next page here, we have the applicant's overview. This is an overview by district of how many applicants, how many returning students, and the three-year average that is involved with billing. This returning student number is the number of students in two-year programs who are intending to return.
Tim H.:
And over here, we have also various filters. You can go by building, look at those that are only accepted and so on and so forth. The next page is historical data. This historical data is only available for Barry Tech and GC Tech, but we have four years of enrollment here. So we can look at each district and their enrollments over the years, their three-year average, their current submissions and returning students. As well as simple comparisons to the total submissions right now, versus three average, and also compared to last year. So you can see how districts are trending, if they're sending more or less students. Next page was requested by RSIP staff. This is a data export page. So these filters up here were requested by them. They apply these filters, and they pick certain populations of students to look at.
Tim H.:
And from here, they take this information and they export it out. Similar to the next page, which is the SchoolTool export. So these are specifically built to be imported into SchoolTool, the student information system. So from here, they go day by day and they pick which students were accepted on these days. And they export this data, and they bring into SchoolTool, instead of a manual input. Our next page is the enrollment slot analysis. This page was born from one of James Widmer's famous spreadsheets, and listed some different calculations. Including basically total capacity for the buildings, our applicants so far, and district by district, how many students are incoming. The number have finalized, how many slots are left. So administrators can use this to really see how many students they can accept. And this last page, going back to what Cliff said, we start with a blank page. So this was a request from RSIP as well. They wanted an easier way to view attachments. So this page allows you to click on a student application and view here, different attachments.
Tim H.:
And you can just click this, and it will go into this app. And hopefully allow you to download the attachment. Yep. And right here is the attachment that you'll be able to download. So that completes the overview of the data analytics. Oh yes. Sorry. The last thing is a deep link back into the application as going to be shown. So these links, they'll be able to look up a student. And this link will bring them straight to the student's page, where they can make changes and take action with a student. So now it is complete, and I will toss it over at Cliff.
Cliff Steinberg:
Not quite chocolate chip cookies, but quite close in our world when we live. James, we discussed, I don't know if you want to mention anything about the analytics from your view where you sit.
James Widmer:
Yeah, no, I really appreciate the effort that's gone into this project. Being able to look at the numbers and try and understand how many students we expect, and what the history is with some of the districts trending up, trending down. And just trying to get an understanding of what the three-year average is going to be going forward. It's like a really early look to see where we might be, way before we start doing budgets. But it gives some sense of what the direction might be. It's really been a critical piece to understand what's going on without this type of automated process. Again, putting the spreadsheets together is really a time-consuming process. This does the work for you. And it's super-helpful. So.
Dr. Robert Dillon:
Cliff, just want to say two things. Many years ago, I used to have math teachers say math is a language. What you and your team have done here have taken these numbers and you've woven in a story. And you've given us a story that we can use. And making sense out of predicting with some surety in the future and being better informed. Having informed decision with you. So again, the numbers told a great story.
Dr. Robert Dillon:
One of the things we didn't touch upon today, and I want to thank you and your team for this, what you guys did during the pandemic too. To come up with the vaccinations. Keeping track of it, the daily check-in. Although we got used to it, maybe didn't like it, but you guys too. Not only did you do all this, you never stopped, but you came up with the other things that kept us in compliance with the state. We're not a small organization. We're close to only 2,500 employees. You guys did a great job with that, and you too have helped us out and helped out the whole entire [inaudible 01:15:31]. I want to thank you for that.
Cliff Steinberg:
Thank you, Bob. We really appreciate it.
Cliff Steinberg:
Question on the admission process. Do you wait, is there a deadline on the process and you wait till all the applications are in and then rank them in some order? Or as applications come in, you say yes or no to the student, and then what is, so it's really first come, first serve?
Dr. Carla Theodorou:
It's a combination of both. I think that there are some programs that we know that are in high demand, and we need to do incremental acceptances because we need to give every district the opportunity to have kids. So if we did a first come, first serve, the first three districts might fill up every welding seat or every electrical seat. And so we do set incremental dates where we say, okay, maybe a quarter of our electrical seats can be filled and monitor, have all the districts submit applications yet or not. If we're waiting for certain districts, we may hold off. So there are certain times, on the other hand, there are programs that we know that traditionally may not always fill up or that we want to encourage getting higher levels of enrollment. And those ones we will do. Those applications will be accepted on a rolling basis. As they come in, we review them and we accept.
Cliff Steinberg:
All right. Now my next question, and I don't know the proper way of saying it or phrasing it. So I'll just put it out there. Are there any admission standards, are there any criteria?
Dr. Carla Theodorou:
Absolutely. Depending on the program and their admission standards that vary. So I'll give one extreme and the other. Aviation, for example, has a higher standard for mathematics and science, meaning students who apply should have taken their living environment regions or their at least integrated algebra regions. There are certain programs that embedded within that program is the expectation that kids are going to have a certain level. For example, the medical assisting may need them to have the science regions. So, and then on the other end of that spectrum would be analyzing kids, maybe for a skills program where we're looking at the kids' IEP, it's a 15-to-one class.
Dr. Carla Theodorou:
We want to make sure that the kid will be successful in that program. We're going to look at everything about the IEP, behavior pattern, social, emotional status, academic status, IQ. Anything that would help us know whether or not a student would be successful in the program. And this year, we actually partnered with the special ed department on a program where we saw a pattern of students who weren't being accepted, even our skills programs. And special ed has developed a program to help meet the needs of certain kids that we weren't able to place, but that whose districts needed them to be placed.
Cliff Steinberg:
Really that's what I'm looking at, but let's forget about special ed for a moment, children with IEPs. Those that are just not, let us say, academically motivated. And the programs that we offer at Barry Tech or GC Tech are really life-savers for these kids. Because they're now motivated and moved, and maybe their grades aren't so great. And they didn't take advanced courses because they weren't into school. And we want to do right by those kids.
Dr. Carla Theodorou:
I'm glad you asked that. When we were in a paper-based system, and then obviously as people were screening individual counselors and at the buildings, their natural inclination was to look for stronger students. And that's not our mission. We know that our mission is not to pick every kid who has an A off the top of the list, or who's the more successful academically in their regular subjects. So having this system of being more transparent and really having conversations with counselors and principals about, "Well, what is our goal?" And our goal may be that student who has a C average that might really excel if we accept them into a certain program.
Dr. Carla Theodorou:
So we are not cherry picking the highest average students. That's not something that we are doing. We're looking at the whole profile of the student, and what they're asking for and whether we think they'll be successful. But there is a minimum requirement that districts would want, is that they need to be on track for graduation. So if they're not up to date with their course credits that they would need to get a high school diploma, they most likely will not release them to attend our program. Because they need them to get all of the other things that they would need for the high school diploma. So they have to be on track, but they don't have to be A students.
Cliff Steinberg:
Thank you.
Susan Bergtraum:
Okay. If you don't mind. All right, then Mr. Schoen, and then Mr. Kaye. Okay.
B.A. Schoen:
The districts send us the application. We know that the student, the family cannot directly apply. So when the district sends us an application, is that a commitment on their part that if we accept the student that they will enroll them, because-
Dr. Carla Theodorou:
Yes.
B.A. Schoen:
We want to know that slot is filled.
Dr. Carla Theodorou:
Well, when Cliff's team worked with us, that was one of the things that we looked at. Which is, when they sent the email out to counselors at the district to have them sign up, to have access up for the district facing part of this application, it was specific that whoever in the district gave authorization. We said, "If you're giving authorization to this counselor, that means they have the authority to submit an application on behalf of your district. Which means you're making the commitment to send that student." So it was clear to the district superintendents should not send us names of staff members who weren't authorized. We would have to be authorized to make an application on behalf of the district.
B.A. Schoen:
Some of the district internally has a budget and they say, "We think we can send 10 kids to Barry Tech this year." And they send us 10 applications. And for example, two or three are haven't got the prerequisites, et cetera. Do they then have the opportunity to send us more?
Dr. Carla Theodorou:
It's a rolling application process. Applications could come in even over the summer, even in the fall, a good month into our school year. And I don't want take away from the actual technology part of this. Because that was the intent of the presentation.
Cliff Steinberg:
Yeah. I will say that we did some analysis very recently about the number of applications that were accepted and the number of kids that actually showed up. And of all the applications that were processed for this school year, come September, sometime around there, both whatever population of applications that came through last year, two students didn't show up. So of all those acceptances, only two were essentially no-shows. So I think that's great news. We were expecting more. We thought there would be more.
Deborah Coates:
Thank you. I want to be you guys, when I grow up. This is just fascinating to me. So Cliff, you said you start with a blank piece of paper. How long from that blank piece of paper does it take you guys to write a program such as the one, the COVID or this one that we just saw? Because it's almost like you think of everything. And I know there's input from a lot of people, but about how long does it take you to do something?
Cliff Steinberg:
It really depends on what we're going after to say it that way. So if it's a fairly simple process, there aren't a lot of steps in terms of workflow and things like that. We're using a platform right now that came to light maybe about three years ago, that allows us to do what they call agile development. It allows us to do things at a rapid pace. As we get into more complicated workflow, it takes us longer to do that discovery. And also due to the development, that's a lot of back and forth in the processes that we work with.
Cliff Steinberg:
There's a lot of ability to send it back to someone, add notes and things like that. Track amendments, all those other things, add complexity to what we do. When we go to build applications and we grab data from other places, we tap into our SQL data warehouse and we pull data from various places. That will extend development time. When we do something and I'll call it fairly simple, because I think it was, the vaccine, that first scanning application that we did. We developed that in, the first iteration of that was a couple of days. Because it was fairly straightforward, right?
Cliff Steinberg:
There was no back and forth and approvals, et cetera. There was go in, indicate your status, have yourself screened and then submit it, right? So that's fairly straightforward, no real interaction or back and forth. This particular project, again, as Carla had said, it's kind of a, I want to say, moving target. We did the initial development 1.0, we made modifications. We didn't make too many. We were holding onto some of them for the next round because we knew it was going to change. And it's a nice project.
Cliff Steinberg:
And every project we do is nice to do, because it actually allows the departments to discover themselves what their business process is. A lot of them aren't necessarily on a piece of paper somewhere where they've actually mapped everything out. So this allows us to go through, realize efficiencies along the way, streamline some things along the way as well. When we get into projects that involve multiple departments, everyone, we may say for an RFP, for example, there's a standard process that we want to go through from an HR perspective. But every department has their own consideration of that internally. And we have to program for that. That extends development, et cetera, those types of things. So it really depends, it's no easy answers. Some of the things we could do very quickly. The more complex, the more development we have to do.
Deborah Coates:
You did a great job. Thank you.
Speaker 5:
So this whole thing is very impressive. It really gave me a lot of focus on how it gets done. It seems to me it might be something that we could actually market. I mean, why make other BOCES do this if we have it and we can actually turn it into a revenue center? Or it seems like something that could all potentially work and HR and some business models also. So we might have something of great value there, but I have a question that isn't really based on technology, but it's based upon the full process. I imagine there's a lot of soft things that go into the application, which I didn't see slots for. So for example, an interview, why did somebody want to be there? What options do they have in the district if they don't get accepted to the program versus another person might not have the same options and all of that stuff, where does all of that stuff get captured?
Dr. Carla Theodorou:
So there's still a lot of human interaction between our counselors and the counselors at the district. The programs that would require an interview might be the skills programs or the Long Island High School for the Arts, where kids will submit a portfolio or do an audition. So once they've started this application, the school staff have to reach out to that individual family and to the district and say, "We need an interview. We need an audition. We need a videotape." Whatever it is that is the additional piece to the application.
Dr. Carla Theodorou:
There's a lot of back and forth. And also, you mentioned if a student applies for two programs and those programs fill up, our counselors will reach out to the counselor at the district and say, "Okay, we don't have any more seats in electrical or HVAC, but we do have seats available in police science." And so there's the human communication piece that doesn't happen electronically. But it's like what we've always done, but now we have at least three tools at our disposal to make the job more manageable. So when they're doing outreach, it's really for those fine tuning of, what can we do to help if we can't accept a student in this program? What else can we do for that student?
Speaker 5:
So if you looked at that student's card on the system, would there be a field that said, "Interviewed on such-and-such a date" or "Recommended such-and-such a program?" Is there a little memo field?
Cliff Steinberg:
Yeah, there are notes in there that every user can add to a student's application. And then any counselor that has rights that can go in and be the notes on why certain messages were made or contact was made, etcetera, right. Every application holds that place for them to make notes and leave comments.
Speaker 5:
Right. Yeah, no, I thought there was, I didn't see a spot for it. But I'm glad it's there because that-
Dr. Carla Theodorou:
And those are internal to us. So we might make a comment like, "The level of English language may be not proficient enough," right. It would be in the box we would. Or if there was something missing in the application, we can send that comment back to the district to say, "Missing attendance record." And that would go in automatically, they've developed it so that an email will go to the district and say, "We can't proceed with this application because something is-"
Speaker 5:
And some things would be available to the district counselors and something could only be available to the-
Cliff Steinberg:
Correct. The things that stay internal or actually the box where you can send a comment back to the district actually has a label on it. "Be very careful here, right? Anything you write in this box will get sent back to the district as a comment for, we need something, etcetera." We want to be very brief, very straightforward in terms of what we need, and not get into too much comment there.
Speaker 5:
Great. Thank you.
Dr. Carla Theodorou:
I want to say one more thing about the team here, because when I say that they've done work continuously for two years, I am not kidding. Our staff continuously contacts Niki, Daniel, Kim, Andy, and say, "Well, can you make it do X?" And they don't say no. I keep saying, "You got to cut them off at some point." But literally, Niki will send an email, like two days ago, she made another refining change based on a request and said, "Okay, everybody has to restart their app. So that new change is now in place." So you can start saying no. We took 3.0 version next year. Mr. Kaye.
Martin Kaye:
Before you mentioned data because it's absolutely horrible. In those colleges, post-graduate programs would have such a way of collecting this kind of data [inaudible 01:30:54]. My question though, is really, Niki, let's put ourselves in a sequence. I'm a parent, we go to our site. Express interest in the automotive program. I can't fill out this application. Do I go to our guidance team, in the local high school, and Cathy's doing her [inaudible 01:31:21] sitting down, [inaudible 01:31:25] not there. Filling out the application, and then they do the rest in terms of filling in what's needed for the data and for analysis.
Cliff Steinberg:
Yeah, this is primarily filled out, and Carla can jump in if you need. These are applications that are filled out by the guidance counselors in the school districts, what process they go through in the school district may differ. And Carla may know more about that than I do, but how those students express interest in their guidance counselor, how they're identified in each school district might lead their reach greatly. And once they gather that information, most of the information they have in their student information system, and they have to get the records to attach, et cetera, and things like that. So that's more of a localized process with each school district that we don't necessarily have control over.
Martin Kaye:
The active accumulation has to be put into the application. It's not burdensome to the guidance counselors?
Dr. Carla Theodorou:
They did all of the same thing before with paper, every piece of information that you see there was handwritten on a form. And all of those attachments were sent to us in big envelopes, hard copies. So this is much easier than what the counselors previously did to apply to our programs. It's exactly the same documents and pieces of information that we would've needed before using a paper form.
Martin Kaye:
And feedback from the districts has been good, in terms of how we're using information and gathering?
Dr. Carla Theodorou:
Yes. I mean, they would always want us to answer faster or accept more students to programs that they want. So I wouldn't say that we don't get any critique, but they don't critique the system. We get a lot of positive feedback on the system that they developed.
Cliff Steinberg:
It's one of the things that we actually went after, was soliciting feedback directly from the school districts on the process.
Martin Kaye:
Just one curiosity question. Is this available for charter schools, for opening schools, for home school, who wish to send a student to-
Cliff Steinberg:
If in terms of access to the application itself, as long as we get the, again, there's a stamp of approval from whatever institution it may be to say that these people are authorized to enter applications. Because we treat, or we'll say Carla's program treats it as a real application. It's an authorized application when it comes through. So as long as again, we set up access, that's part of what Kim does on the team. She handles security and roles, et cetera. As long as we get that authoritative stamp, we essentially send them an invitation to create their account. At that point, they can enter applications.
Martin Kaye:
You get any activity from these patients?
Dr. Carla Theodorou:
Usually it will be through the district. So if it's-
Martin Kaye:
Residential district.
Dr. Carla Theodorou:
So if we have a student, for example, who's been homeschooled in their residential district. If they wanted to apply to our program, they would go to their district superintendent's office and through their staff, submit that. So it still pretty much has to come through the district. We haven't really set up applications that are coming directly from any private entities, or because ultimately the district is where the funds are going to come from.
Martin Kaye:
Thank you.
Niki Jahanara:
Thank you.
Fran Langsner:
I don't really have a question, because I don't even know what to ask. I agree with Mrs. Coates, Mr. Greenstein, it's fascinating. It's impressive. I just wish that every website that I utilize in the outside world was as seamless and interactive as this seems. It would be great if the rest of the world follow your model.
Cliff Steinberg:
Thank you.
Susan Bergtraum:
So needless to say, we are more than impressed. Now we have to get down to what I noticed. I love the student's name. Everybody else was great. So Stu. John, his first name was Stu, and the last name was Dent.
Michael Weinick:
I love to see it.
B.A. Schoen:
Mrs. Grant, the wife of the president, was named Julia Dent. I wonder if they were related.
Susan Bergtraum:
Do some background and let us know. Anyway, so I think some of the level of comments, and some of the level of just jaw dropping should tell you how impressed we are, and how much we appreciate what you do. Not to say how much obviously Carla's department appreciated what you did. So thank you so much for the presentation.
Cliff Steinberg:
Thank you.
Susan Bergtraum:
Dr. Dillon? I just wanted to make sure that-
Dr. Robert Dillon:
No, we're going. Yes. [inaudible 01:36:19].
Susan Bergtraum:
Oh, this is true. We did not do this. Well, that is because they're not on here. So my apologies with that and I will [inaudible 01:36:34].
Cliff Steinberg:
Where's everybody going?
Speaker 6:
Watch the Ranger game. Go ahead. Eric will tell us, what's the score of the Ranger game, Eric?
Eric Schultz:
0-0. 0-0. I'm just checking.
Speaker 6:
Unmute yourself. Okay. Good.
Eric Schultz:
0-0.
Susan Bergtraum:
So thank you, Mrs Coates. But on my little cheat sheet was not on there. So may I have a motion to accept the minutes? Well, it was May, whatever. End May. Yes. Yeah. One was May 19th, one was regular and the other was May 20th. All right. So may I have a motion?
Deborah Coates:
I'll move.
Susan Bergtraum:
Thank you.
B.A. Schoen:
Second.
Susan Bergtraum:
Second, Mr. Schoen, any comments? Seeing none, all in favor?
Deborah Coates:
Aye.
B.A. Schoen:
Aye.
Eric Schultz:
Aye.
Susan Bergtraum:
Okay. I saw-
Speaker 6:
Eric voted aye.
Susan Bergtraum:
I saw Eric. Opposed? Sustained. Thank you very much. Okay.
Eric Schultz:
Then the stand list, Shane, you did a nice job today.
Susan Bergtraum:
Oh, good. He's talking about the hearing that's going on.
Eric Schultz:
It's another meeting.
Susan Bergtraum:
Some people have their priorities on the Rangers. Some people have their priorities in other places. Our priority obviously is here. Let us continue, in case you want to get to other things. All right. May I have a motion on the consent agenda? Thank you, [inaudible 01:38:06]. Mr. Thank you, Mr. Schoen. All right. We are pulling item 60.55.A out of the agenda under gifts. The contract for that, it has not been finalized. So it is being pulled.
Speaker 7:
Which one?
Dr. Robert Dillon:
D54.
Susan Bergtraum:
- Why did I have 55?
Eric Schultz:
54?
Susan Bergtraum:
Unless something else was pulled and it became 54. Again-
James Widmer:
Maybe it might have been old.
Susan Bergtraum:
What? So, all right. Okay.
James Widmer:
Oh, 55.
Susan Bergtraum:
It is 55? Okay.
James Widmer:
55?
Speaker 8:
I don't. You're the 55.
Michael Weinick:
Did he show Billy Joel?
James Widmer:
Billy Joel.
Michael Weinick:
That's 55.
Susan Bergtraum:
Okay. So that's being pulled. All right. So is there anybody else who has any item they want to be pulled-
Marsha:
Is there anybody else who has any item they want to be pulled? That item will go on the next agenda. Any questions on the rest of the consent agenda? Mr- [inaudible 01:39:18].
Cliff Steinberg:
Not a question. Just a comment. Item number 14, "Budget Transfer for Long Island School for the Arts". I'm going to vote for it but I do have to say, I'm not very happy with it. I think we are not looking forward enough for the next 20, 30, 40 years. I don't think the building is going to be what we want with this type of addition. We're spending a lot of money, I think, for a temporary fix. I, personally, would be in favor of spending a considerable amount more money and doing the building right. This is a stop-gap measure, we're still going to have to put a lot more money into it. Now I know administration has put a lot of thought into it and think it's right, which is why I will support it. But I just have to let you know that I have a lot of reservations and I'm not particularly happy.
Dr. Robert Dillon:
All right. So I don't disagree with you, but I do disagree with you. How's that for a [inaudible 01:40:33] answer? I would be willing to have our people look out to put a [inaudible 01:40:39] on, what's the stomach for a new building that costs $700 a square foot? What is this county willing to do for $700 a square foot? Now, we have multiple needs. We have the needs for the arts, we have... Where's [inaudible 01:40:56] person? We need space for special ed. We need it soon. We're on the cusp of Hicksville [inaudible 01:41:10] right? Hicksville may be asking us to rescind the contract of the [inaudible 01:41:17].
Dr. Robert Dillon:
We need space now. We've been looking for it, so we talked about this the other day. We've been looking for space. There is no apparent space. There is one building available right now, but presents similar challenges that we haven't covered yet. It was built at the same time, by the same architects, the same builders, and the same air exchanges. [inaudible 01:41:41] Same building, right. So it'd be kind of tough to stand up and say, "Okay, now we can put children in here and there's only a little bit of asbestos. Don't worry about it, just a little bit." That's the only building I know. We-
Charlie C.:
That's all that we've come across too.
Dr. Robert Dillon:
Right. And we've talked other things. We've had a conversation with the representative for Northwell Health, about a partnership over at the Rosemary Kennedy site, because we have land. We own that. Could there be something there where we go with putting something in where a cooperative venture, collaborative venture, where they would have beds. There are no beds for elementary kids or a serious psychiatric crisis right now. So there are many things on the table. I can only recommend what we see right in front of this, Mike. If I had a crystal ball, maybe I go... I'd love to be here in 20 years, Mike. I'd love for you and I to be here in 20 years.
Cliff Steinberg:
Not me.
Dr. Robert Dillon:
The numbers are against us, right? The numbers are against us.
Cliff Steinberg:
Depends.
Dr. Robert Dillon:
Yeah. But see, I'm not disagreeing with what you're saying, but we're talking about the needs of special ed, which is very real and that's a whole separate issue, but that doesn't justify putting, $7 to 10 million in a building that's not going to be right after we spend the $7 to 10 million.
Cliff Steinberg:
In your opinion.
Dr. Robert Dillon:
In my opinion. That's correct. And it may be right. It's tough to go out more than five years. And after that, I think it's a catch. The cost of things at this particular point are not favorable looking in the immediate future. So I don't know where we're going to go. Again, we have multiple needs. I think one of the things, when we our tour, we're going to have a good conversation about that. We'll come back and have a lengthy conversation. because there are things that have been discussed and bantered about, for example, Hasking, what do we do with Hasking? What do we do with that particular property? What do we do with, what's the other one with the missile sites? [inaudible 01:43:49] What do we do with that? So there are multiple things here. There are things that may become available with some of the districts because of whatever finances they have, but they're not immediate. And I think we need a further in depth look and I think we're going to have to have a conversation with special ed about the enrollments.
Dr. Robert Dillon:
We talked about it, just the other day. And what's going on over at all the other programs and what the type of children we're getting. You heard that from Lisa today, they're maybe more needy, right? The labor market for we're... So I think we need special ed. We need facilities to sit down and have a real good conversation. And again, it'll be a guesstimate of what we can do. It always is. It always is. But given what we know now, I think the least [inaudible 01:44:44] , and I thank you for your support, apprehensive may it be.
Marsha:
All you care about is that yes.
Dr. Robert Dillon:
That's like...
Cliff Steinberg:
I'm willing to spend more than you're asking.
Dr. Robert Dillon:
I know, I know my [inaudible 01:45:00] I might not do that again.
Charlie C.:
Right. I share Mikes hesitancy least in terms of second floor, I go along with the team approach to doing the facility. It's important. We upgraded enrollment, but in looking at the numbers viewing [inaudible 01:45:19] deal's numbers anywhere from $6.6 to 9 million to appreciably increase the appearance and the use of facility does not change the footprint that you need it to have if you want to take enrollment from 200, to 250, to 280.
Charlie C.:
At 280, I think you're going to be with the compartmentalizing of the different offerings that we have. They're going to be limited in the amount of space you truly have for program expansion. And the second troubling thing to me is I think about the location of Lisa constantly. And I'm thinking how many of our South Shore communities would be willing to put their kids on a bus ride from long beach will the way up to Lisa and a half day program.
Dr. Robert Dillon:
You know, and to that end we have put some district programs, long beach is one of them that we put some in-district programs in there because it's for very same thing. [inaudible 01:46:25] The only, when you say 280, remember that's 140 in the morning and 140 in the afternoon. So we have capacity there, but like I said, let me go back to the early comment. I think we, this organization should survey our component districts to see what the stomach is for new construction in this environment. Okay. Now it may be a package deal. Where would you go for high school for the arts, which is really, we got to, I think we should get away to improve our CTE program. Because Lisa is a CTE program, so to improve... And we could look at Barry Tech.
Dr. Robert Dillon:
We even had conversations for us people that have been around about putting the second floor on Barry Tech and what that would look like. The issue there is parking. Now, the environment may have changed where there are neighboring entities that may be no longer in business that we may be able to purchase for whatever and look at it. But I think we have to survey our component districts to see what the stomach is for new construction at what, 700, is it $700 a square foot? [inaudible 01:47:35] Who's voting on it? [inaudible 01:47:39].
Charlie C.:
...Referendum for the accountants...
Dr. Robert Dillon:
[inaudible 01:47:41] my point. But I would like, you're right. But my point being is that...
Cliff Steinberg:
[inaudible 01:47:44] school district is what I'm saying. [inaudible 01:47:47] Have to get sense.
Dr. Robert Dillon:
I would think like you do [inaudible 01:47:50] and everyone would know their own people. I would hope. It's a lot of money and what a new, putting it out there.
Dr. Robert Dillon:
Just honestly, for example, when they, when they...
Marsha:
What could it hurt?
Dr. Robert Dillon:
When they attempt to do a consolidation or merger, the first thing they have to do is a store poll to get a sense. It's not a binding vote. It's a sense from the communities. Are you interested in the merger? Are you interested in a consolidation, it's non-binding. And then, if that flows through, then they look to do an official vote. So I think we need to test the waters. You know, I'm not arguing against your point. Maybe new is better the whole way. I just don't know if in this environment, what we're dealing with, there's a stomach for new facilities. That's all. We can do that, I think we should do that.
Cliff Steinberg:
But if you're testing the water and making a store vote, you'd have to ask the right questions and the right people.
Dr. Robert Dillon:
I'll let you do that.
Marsha:
And the only thing I might say is it's a two prime process because what you might find from what Dr. Dillon is talking about is we, if we are going to go out for bonds, et cetera, then it's going to affect the district's bottom line. So I'm not, I'm not arguing at all with what you're saying, and that there's a referendum, which is the county, but you also have that piece of the school districts who are saying we can't support that budget. And, and so I'm just saying that there are probably many prongs that we would have to look at in order to come up with a rate... [inaudible 01:49:35]
Dr. Robert Dillon:
Funding continues as it has this past year for a number of years, I think we have a better shot. But if it tanks and goes the other way, I think you can kiss everything goodbye.
Cliff Steinberg:
I'm just being very sure and decided in that I want to do what's best for the children of our organization for the next 30 years.
Marsha:
Right. I don't think anybody wouldn't want to do what you are suggesting. It's whether or not practically on...
Dr. Robert Dillon:
Like, if it's a slam dunk...
Marsha:
We're totally there. If we thought the physical, was there.
Cliff Steinberg:
But [inaudible 01:50:18]
Marsha:
Were you looking at...
Cliff Steinberg:
No. Eric I was looking at?
Marsha:
Yeah. Right. Eric, do you want to speak? No. No, he's okay. Okay. Oh, I was looking at him. So with that is there any other discussion on the consent agenda? Okay. So with the item hold, I have a motion in a second. All in favor.
Group:
Aye.
Marsha:
Oppose?. Sustained. Okay. Consent agenda is passed, the additional consent agenda second. Okay. I have Mrs. Coates And Mr. [inaudible 01:51:05] any discussion fall in favor,
Group:
Aye.
Marsha:
Opposed?
Cliff Steinberg:
Opposed.
Marsha:
Abstained? Information items. Anybody have any questions on them? All right. So superintendent [inaudible 01:51:32]
Cliff Steinberg:
Yeah, just real briefly. I want to thank the board for attending to moving up ceremonies to be very good. And I believe the staff does appreciate the fact that the board is there and it's a good thing and finish them up, hopefully within the next week or so. Now Monday, we're sponsoring a hearing with police commissioner, Pat Rider, and we're going to talk about security and safety. We can, the invitations sent out to the superintendent and board member for each district. The police commissioner wanted to limit the attendance as best as possible. So that'll be Monday and report back on that when we finish. And that concludes our report. Thank you.
Marsha:
And I'm going to go with Bob.
Charlie C.:
Can you ask the question about that?
Dr. Robert Dillon:
Sure.
Charlie C.:
Just before the pandemic, when the district agency safety committee met, we had, there's always somebody from Nassau county police department on the committee. And I had suggested that perhaps we could get a demonstration of the Rayvac, which all which the buildings are using and then the pandemic came. So I was just wondering if that's something you could bing up?
Dr. Robert Dillon:
Facilitate.
Charlie C.:
Yeah. I'd like to see, just...
Cliff Steinberg:
Maybe I'll talk to Mr. Luke and he can speak directly to that. Because he, he handles that. So with Peter.
Marsha:
Okay. Hearing of citizens, Mrs. Nolan was there...? No. Okay. Old business,
Charlie C.:
But you have any...
Marsha:
See none. Okay. New business. Board member, other than, I don't know whether anybody wants we can talk about every single graduation.
Deborah Coates:
I don't want to talk about all everyone individually, but...
Marsha:
Right. So give a yes.
Deborah Coates:
Every building has had their own unique presentation and ceremony and I can never say that one was better than the other, but they were all wonderful. The interaction with the students, with everyone is just, I've enjoyed being part of it again. And I look forward to the rest of them. And I know we all feel the same way, whether it was a drive by, or if it was in person that.
Marsha:
Could we say drive through?
Deborah Coates:
I meant drive through, every one of them was excellent. So I wanted to thank the staff and everyone jobs well done.
Marsha:
Yes.
Dr. Robert Dillon:
I think what we've learned is that something that had been done over and over again was a tradition and didn't make it right. What we learned with the pandemic is that for many of types of kids that we deal with and their families, it's much more meaningful to have the whole family there. Everybody says it's a lot better. They're in the car with their parents around, but, we're not in a stifling hot, crammed in auditorium, caffetorium. And we have old people given speeches. I'm talking about me. And who wants to hear them?
Dr. Robert Dillon:
Here, you have an opportunity to see the classmates out there enjoying the success of their students, all of the staff, everyone's out there. So all the aides, all the teachers. Everyone's enjoying it. It's not a bad time. It's not a bad thing. So to me, we've learned something there. Just as we experienced the exponential growth of virtual learning, this really was a major social change. Because each one of those is different and it's a happening. And it's really great to see. So my idea for Joan's speech is maybe on the way side, but I'll still try to get that in some way at some point in time. But I thought it was good.
Marsha:
Okay. Foundation.
Cliff Steinberg:
Yes. We did have a meeting the other day. We went over the gala, which was a huge success. Not only just in the event itself, but it was very well attended. Profit wise, the foundation did very, very nicely. So we should be great for the grants that should be coming in. The committee is going to be meeting over the summer to pick the recipients for that. We went over the nomination slate for next year and Tony Fiero will be vice president.
Marsha:
Congratulations.
Cliff Steinberg:
We went over some bylaw revisions, and unfortunately there will be no golf adding this summer between the costs and the dates and these sort problems. There's one last hope that we're looking at. But as of now, there is no foul [inaudible 01:56:46].
Dr. Robert Dillon:
Do you want to play a Russian shot? I don't think so.
Cliff Steinberg:
You want to answer?
Marsha:
Probably not the best thought.
B.A. Schoen:
I was surprised that Barbara [inaudible 01:56:58] reported that we couldn't find a place that had an open date that...they have come back. So I guess in terms of the overall health of the economy, et cetera, that's a good thing. But for the national educational foundation, not this year.
Dr. Robert Dillon:
Maybe in the fall.
Cliff Steinberg:
It appears that all these people who put off their weddings decided to now have them and the venues are filling up and charging top dollar.
Dr. Robert Dillon:
When I was still 550 [inaudible 01:57:37].
Marsha:
I would get to, you want to do it right now? We can. But it sounds like we want to have a board retreat August 2nd. I am making the assumption because it's what was good before is from four to seven. I mean, if somebody needs a little bit of wiggle room, you can let us know, but August 2nd 4-7. Okay. The same setup that we would've had previously. Okay. So that was, yeah. I had already spoken to Marni. The rest of us were, were good with it. That is now fixed. And actually I'll look at Angela and you can simply firm it up and tell her that it is now set. Okay. Committee reports, other than policy? Anybody else have a... Okay, so policy committee is going over those annual policies that need to be approved by the board and during the organization meeting, which is purchasing investments and the agency, accountability, property, accountability. And those should be on for the next, the first read so that we can put them in July on the next board on the agenda.
Marsha:
I do not think there was [inaudible 01:59:26]. With that being said,
B.A. Schoen:
Well, they did have this evening, they're calling at a meeting.
Marsha:
Oh.
B.A. Schoen:
The new board member's dinner, which is why I was late this evening. And they had very good response.
Cliff Steinberg:
[inaudible 01:59:46] That was different. [inaudible 02:00:01]
Marsha:
Okay. All right. I would like to have an executive session for about five minutes with only the board members, but as Bob pointed out to me and I do apologize part of his... I mean his contract basically says that we don't have executive sections without the superintendent, which I absolutely understand the... so if I pull the board and the board agrees, then Bob said he is willing to absent himself. But this is my request of you. If you're not comfortable, do not vote for it. And you know, and that's the way it'll be. But I would like to have about five minutes of your time.
Cliff Steinberg:
I think we need to know the reason, that would be helpful and fair.
Marsha:
Somebody approached me and said that she would like to speak to the board. That person would like to speak to the board.
Eric Schultz:
So this is an employee?
Marsha:
Yes.
Cliff Steinberg:
Is this the personnel problem?
Marsha:
It's a personnel man. That's, and so that was...
Larry Greenstein:
It's a slippery slope.
Marsha:
It's totally up to you. If you don't want to do it, I totally understand. I understand Bob's point perfectly, but this was a request and I am bringing it to you.
Cliff Steinberg:
I'm unhappy.
Marsha:
Okay. Any... Give me that. I need to, because if it's an executive session, I can't give we are in public, I can't give you... that kind of information, because then that would be counterproductive to what was requested of me. So you just have to use your best judgment and vote the way you want to vote. Mrs. Coates.
Deborah Coates:
Can I make a motion to go into executive session to discuss a personnel matter? And then we can discuss it further that way? Or is that...
Marsha:
No.
Dr. Robert Dillon:
You guys can do pretty much anything you want, but I would caution you that I believe it's a slippery slope. If an employee approaches a board member and says, I want to speak to you or... [inaudible 02:02:46]
Marsha:
The other...
Dr. Robert Dillon:
Let me finish.
Marsha:
Yeah, I'm sorry.
Dr. Robert Dillon:
We have systems in place. We have an HR department, we have an attorney that does employee relations, and many people have gone to the attorney. The attorney holds it in confidence. And if the attorney feels there's an issue that needs to be addressed, it's then addressed by the superintendent and or the board. I just think this is a slippery slope. If a board decides they're going to open themselves up to a person or individuals, group of people come up and say, we want to speak directly with the board. And again, if they don't go through proper channels, I just think we open up a Pandoras box. You guys can do what you want. I just think it's a very slippery slope.
Marsha:
And the only other way, and you're not going to be happy with it, but, then I could speak to the person and bring it up to you. That's up to you. And I'm not...
Dr. Robert Dillon:
Again, [inaudible 02:03:40].
Marsha:
I understand...
Dr. Robert Dillon:
I don't think you do. So let me finish. All of you are individuals. You are a board, you're a corporate body where you sit as a board. When you go out there, you shouldn't be cherry picked off by individuals because basically as individuals, you have no power, technically you have no power. But the fact of the matter is you do have influence. Anytime you walk around, people look at you as a board member. But the fact of the matter is you're only a board when you sit.
Marsha:
And I think they know this board knows that...
Dr. Robert Dillon:
Well, I'm a little nervous about it now, because I was hearing that we're getting picked off, that people are being approached. And if they're approached, that's no problem, but I think they should be referred to the proper channels. We have an HR department, we have an employee attorney. If there's an issue there, fine. Our employee attorney hears many different things. Some get to me and some don't get to me. But the point of the matter is it's a system. And I think you're tinkering with a system that will become fragile. That's my point. You guys can do what you want. [inaudible 02:04:45]
Eric Schultz:
Bob, I understand what you're saying. In all these years, and you know we're senior board members. Every one of us has been approached by an employee, several employees over the course of our careers. And I think we pretty much know what you're saying. I don't know what's going on. Obviously a couple of people do.
Marsha:
No, nobody knows what's going on.
Eric Schultz:
What's that?
Marsha:
Nobody here of the rest of your board members except... knows what's going on. Because I don't have the right or the ability to say anything in public. And I don't have any... I'm not pulling either way without having discussed it with the board. I don't care which way this board goes on it. I just want the board to know that there was something that went on. And if you decide that we are better off letting it drop, that will be the end of it. I'm not trying to push you either way. Any of you. This was brought. I'm bringing it to you. Do with it what you will.
Eric Schultz:
I'm lost in the context here, did a employee approach an individual board member making request?
Marsha:
They approached me as the president. Yes. Approached me as the president.
Eric Schultz:
Okay. And was it referred to the superintendent or somebody else?
Marsha:
Not that I know of.
Marsha:
But I can't give you any information when we're in public. If this board is that uncomfortable, then let it drop. Let it go. This was a request that I felt I would bring to the board. We can absolutely just let it go. As I say, I am not pushing you this board. I'm not trying to influence you one way or the other. I'm telling you what happened. That was the request. I'm not seeing a whole lot of support for it. So unless somebody wants to weigh in another angle, I'm just going to ask for a motion to adjourn. I'm not seeing ... and I do understand the function of a board in the way it is.
Marsha:
But once in a while, something like this happens and you're not comfortable, with that. Okay. And I don't see any great. Oh, I'm sorry.
Charlie C.:
No, no. I just wanted to say I'm uncomfortable, entertaining verbal requests in this avenue. In my experience, it never serves us well. People have and always have had the opportunity to write down what it is that concerns them and submit it in the appropriate fashion. And it just, it never ends well when we do it verbally.
Marsha:
And you know what, that would be the suggestion then that I will make. This was to come before here because I got it. You heard it. I will suggest to that person that they do write to the board, if they, if they are on the line and that'll be it. Now...
Dr. Robert Dillon:
I think the safe response is, put it in writing or go to the superintendent, whether Bob Dylan or not, you go to the superintendent. And maybe that'll get the ball rolling.
Marsha:
Yeah. And I certainly did [inaudible 02:09:09] that was not intent at all. So with that, may I have a...
Cliff Steinberg:
Before you get to that, there we got a separate resolution. Was that on the agenda or...
Marsha:
Yes. Somewhere. Yeah.
Cliff Steinberg:
It was buried in the agenda?
Marsha:
Yeah. It was a late,
Cliff Steinberg:
Well not buried,
Marsha:
But yeah. Right.
Dr. Robert Dillon:
That's the David [inaudible 02:09:30].
Marsha:
No, I understand what it's about. I just didn't know whether we had to do it separately when we did...
Marsha:
No, and I did ask that when I saw it, it is in the agenda. It was a late item.
Dr. Robert Dillon:
You know, David [inaudible 02:09:45] four o'clock.
Marsha:
Okay. Okay. So that's why Mrs. Nolan just said it didn't get to her until four o'clock.
Cliff Steinberg:
No, I don't have a problem with that. As I said, I just hadn't seen it in the agenda.
Marsha:
Because you didn't go into the agenda after four o'clock.
Cliff Steinberg:
I just wanted to make sure that,
Marsha:
And I didn't get it...
Cliff Steinberg:
That we did vote on it.
Marsha:
Yes, yes, yes.
B.A. Schoen:
Motion to adjourn.
Marsha:
Thank you very much. Second.
Group:
Second.
Marsha:
Don't all jump at once. Any discussions call in favor.
Group:
Aye.
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Nassau BOCES Board Meeting - May 31, 2022
Note: Please click the play button to play the live broadcast.Susan Bergtraum:
Present, I call this special meeting of May 31st, 2022 to order, please stand for the pledge. I pledge allegiance to the flag of the United States of America, and to the republic for which it stands, one nation, under God, indivisible, with liberty and justice for all.
Susan Bergtraum:
Okay. May I have a motion to accept the minutes of Thursday, May 5th, 2022?
Eric Schultz:
So move.
Fran Langsner:
Second.
Eric Schultz:
Thank you, Mr. Schultz. Thank you, Mrs. Langsner, as a second. Any discussion? Seeing none, all in favor?
Fran Langsner:
Aye.
Susan Bergtraum:
Aye.
Larry Greenstein:
Aye.
Deborah Coates:
Aye.
Susan Bergtraum:
Opposed? Abstained? Okay. The minutes have been accepted. Now we have... The special meeting was called for personnel item to accept the resignation of Maureen Shannon for purposes of retirement as of June 30th, 2022. May I have a motion?
Fran Langsner:
So moved.
Deborah Coates:
So moved.
Susan Bergtraum:
Thank you, Mrs. Langsner, second, I believe I heard Mrs. Coates.
Deborah Coates:
Yes.
Susan Bergtraum:
Okay. Is there any discussion?
Eric Schultz:
[inaudible 00:01:19].
Susan Bergtraum:
Hearing none.
Eric Schultz:
Who's actually taking the minutes?
Robert Dillon:
Me.
Susan Bergtraum:
It's... Right. And it's being recorded so that it will be viewed. Okay? Yes, we covered that already. Any discussion other than that? Okay. All in favor?
Fran Langsner:
Aye.
Susan Bergtraum:
Aye.
Deborah Coates:
Aye.
Ronald Ellerbe:
Aye.
Larry Greenstein:
Aye.
Susan Bergtraum:
Opposed? Abstained? Motion carries. With that, may I have a motion to go into executive session? And I will say that for those on live stream, we will not be coming out and taking any further action so that the live stream will be deleted after this. May I have a motion to go into executive session?
Larry Greenstein:
So moved.
Susan Bergtraum:
Thank you.
Eric Schultz:
Purposes of negotiation.
Susan Bergtraum:
Thank you, Mr. Schultz. Oh... Absolutely. To discuss with attorney, collective negotiations pursuant to article 14 of the civil service law. Thank you. All in favor?
Robert Dillon:
We have a second? We had a move. I didn't hear a second.
Susan Bergtraum:
We moved and seconded.
Robert Dillon:
Who seconded?
Susan Bergtraum:
Did we not?
Deborah Coates:
No. [inaudible 00:02:26] second.
Susan Bergtraum:
Okay. Well then let me get a second.
Eric Schultz:
Eric Schultz.
Susan Bergtraum:
Thank you, Mr. Schultz. It was Mrs Langsner and Mr. Schultz.
Robert Dillon:
No, it was B.A. It was B.A., it was B.A.
Susan Bergtraum:
Oh, okay. Thank you. Well, the live stream will show it, otherwise the next time, I am going to take minutes. All right. I will ask again, discussion? Hearing none. All in favor?
Fran Langsner:
Aye.
Larry Greenstein:
Aye.
Deborah Coates:
Aye.
Susan Bergtraum:
Aye. Opposed? Abstained? Okay. We will be moving into executive session now.
Speaker 8:
Hold on. I'm going to-
Previous Livestreams (2020-21)
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Nassau BOCES Board Meeting - June 24, 2021
Note: Please click the play button to play the live broadcast.Transcript of Nassau BOCES Board Meeting - June 24, 2021
Joyce Nolan:
Yeah, it's Bob McCartney who is going to the peace manning and all of the tech tonight.
Susan Bergtraum:
Okay.
Michael Weinick:
Best behavior everybody.
Susan Bergtraum:
Hmm? Oh.
Michael Weinick:
Best behavior.
Susan Bergtraum:
Okay. Oh, and -
Dr. Robert Dillon:
Good night, Mike.
Joyce Nolan:
Oh, and Mr. Schultz is here.
Susan Bergtraum:
Okay.
Susan Bergtraum:
Joyce, did you hear from them?
Joyce Nolan:
I did not.
Susan Bergtraum:
Okay. Okie dokie. All right. Just tell me when.
Joyce Nolan:
You're good to go whenever you're ready.
Susan Bergtraum:
Okay. All right. So then let me welcome everybody to the June 24th, 2021 Nassau BOCES Board of Education meeting. We welcome you all here tonight. Seeing a quorum, I called the meeting to order and I will ask Dr. D'Aguanno to lead us in the pledge.
Dr. Valerie D'Aguanno:
Thank you very much. Please stand.
Susan Bergtraum:
I pledge allegiance to the flag of the United States of America, and to the republic for which it stands, one nation, under God, indivisible, for liberty and justice for all.
Susan Bergtraum:
Okay, before we begin, let me just let everybody know that this will be the last meeting we have virtually. The governor's executive order expires tonight. At this point, all meetings, both ours and every other district in the state, need to be live and in person. We are still alive. In person. We had already decided that we would meet in person, but we will be in person in Farber on July 8th. As the final meeting of this year, I will once again thank staff for the marvelous job they did all year. The graduations have been, as I am sure my colleagues will mention later on in our old business and new business, wonderful. The graduations have been, and we do know that every single department cooperated with every other department.
Susan Bergtraum:
I'm afraid to say one because I'll forget others, but I'm going to say transportation and technology and whatever. The custodians, everybody has been marvelous. We just want you to know that we really do, though. We don't get to tell you personally, we really do know how much everybody has been a part of this successful year and successful end of year ceremonies. With that, may I have a motion?
Susan Bergtraum:
May I have a motion to accept the minutes of May 20th and June 10th, 2021.
Michael Weinick:
I'll move.
Susan Bergtraum:
Okay. I assume Mrs. Langsner moved Mr. Weinick second, if that's okay. Any discussion? If not, all in favor. Aye. Opposed? Abstain? Okay. Mr. Kaye, I will turn the meeting over to you, as the audit committee chair to introduce the audit committee agenda.
Martin Kaye:
Thank you. June 24th, we have a audit committee of the whole, and we will note that we also have a quorum. Will someone move please to approve the previous minutes of February 11th?
Deborah Coates:
I'll move.
Martin Kaye:
Ms. Coates. Second?
Michael Weinick:
Second.
Fran Langsner:
Second.
Martin Kaye:
Ms. Langsner? All those in favor.
Susan Bergtraum:
Aye.
Martin Kaye:
Okay, we'll move that. Let's move now to the discussion of and the submission of the discussion items by our claims auditor Glenn Grossman. What I'd like to do though, is I'd like to move it in chronological order if I may. I'd like to discuss the earlier claims, which was from January 1st through February 28th. Can we do that, Glenn?
Glenn Grossman:
Sure. Are you seeing my report? There are a few issues. Usually, the fit issue is a deal we are always going to get, because there's a boatload of items and sometimes we don't, our clerks don't catch the discrepancies in the bid prices, but it's a minor issue. It's very few and far between. And we had very rare shipping issues. It could be attributed to inexperience of the clerks, because they pay shipping costs when we could have purchased above the bid threshold and not pay shipping costs at all. There was a misunderstanding when we had a furniture return back in May, during the height of the pandemic. Because nobody was around and really coordinated the return. Everything else, there was one issue where there were uncertified document, payroll documents attached to labor invoice, which we need for to see if they're paying the correct prevailing wages. That's about it for that report. Any questions?
Martin Kaye:
The only thing is that obviously that shipping issue was an odd item, Glenn.
Glenn Grossman:
Yes, yes. It's [crosstalk 00:06:36].
Martin Kaye:
Miscommunication I'm thinking.
Glenn Grossman:
Yeah, it's... Shipping issues are very, very rare. Everybody's pretty much in tune to what they have to do. And the people involved were spoken to before it even got to me, so it was addressed.
Dr. Robert Dillon:
So Marty, if I may, Glenn and I spoke yesterday morning, Glenn came right to me. In the five plus years I've been here this is probably the most items that have been cited in a while. We talked about it and it happens from time to time. I called it rather sloppy. I think we can do better than that. We have been better than that. We should be better than that. But it's, I think Glenn hit it well. From time to time these things happen, they have been addressed and the whole thing is, we learn from it and we move forward. Hopefully we'll never have a pandemic again, but if we do, we're prepared for it.
Glenn Grossman:
You have to realize that the scope of what I do is pretty big. I mean, it's no more than two per thousand vouchers that I find minor issues on, and that's really minor issues. You have to take it into consideration how much many do, and it is quite, it's actually impressive, our agency. How well we do.
Martin Kaye:
Questions or comments, members of the board, on this particular, this first report? All right, there being none, let's move to the second [inaudible 00:08:28] report, the one you issued on June 3rd, which covered the period from March 1st to April 30th.
Glenn Grossman:
Yeah. Yeah. Also, some small minor issues. Some mileage, some mileage claims were submitted, but the mileage was from prior fiscal year. That creates some accounting issues, but I mean, it's small, it's a small issue. It's really not prevalent in the agency. Not much, confirming purchase orders and that happens from time to time. Confirming purchase orders or purchases made before a purchase order has been in place, and that's usually due to a misunderstanding. That's really it. There's not that much on this report.
Martin Kaye:
One observation that I picked up on the recommendation, you mentioned that exceedingly late submissions create unnecessary accounting problems. What are we doing? What is past practice been with this? What's the...
Glenn Grossman:
I would refer to James on that one, as far as how we handle that accounting wise.
Glenn Grossman:
James.
James Widmer:
Yeah, usually what we do, Marty, is we rely on materiality and if it's not a material item, but the employee was eligible for reimbursement of the mileage, in those cases, we always encourage them to get the mileage claims in as quickly as possible, on time. Given the circumstances with what's been going on, we've been a little more lenient in reviewing these, but again, with the message that they should be doing them presently, not waiting for a long period of time before they submit them. Based on the dollar amounts we have some flexibility. If it was a material item, certainly Glenn is a hundred percent correct that accounting wise once the books are closed, you're done with that fiscal year. This was a minor amount. So we just-
Glenn Grossman:
Yeah, it was a minor amount.
Michael Weinick:
Very good. Board members, any questions, comments for this second report? Okay. There being none, let's move on to old business, any old business for the audit committee?
Glenn Grossman:
Thank you.
Dr. Robert Dillon:
James. Marty, I think James would like to [inaudible 00:11:17] some things.
James Widmer:
Yeah, I'm sorry, Mr. Kaye, if I could just for the discussion items for the internal auditor. Item number four on the agenda, we have Phyllis Lombardi with us this evening, our new internal auditor. I just wanted to re-introduce Phyllis to the board and just comment that in the past, when Barbara would come and do her presentation, there would always be a series of audit reports that she would have prepared for the board's review. She would go over those in detail and even though there were no audit reports being issued by Mrs. Lombardi tonight, she has been extremely busy in the first four months on the job and she is going to be going through with the board, essentially what she's been working on, what she's learned, to give you an update on where she is. I just wanted to do that little re-introduction. I know most of you met her at the interview.
Martin Kaye:
Yes, very good James.
James Widmer:
Thank you.
Martin Kaye:
Thank you. Welcome, Mrs. Lombardi. It's a pleasure to meet you again, and I think July 1st is the official period when you become the internal auditor. Thank you.
Phyllis Lombardi:
Thank you. Yes, I did look at prior June meetings and I do know that there's usually reports. I'm still, the investigations that I'm working on have not come to a report yet. The first thing that I was working on was the unemployment insurance issue. I worked with James and the attorneys. I do have some memos. James, did you get an answer about the memos?
James Widmer:
Yeah, no, we hadn't shared the specific memos that you provided.
Phyllis Lombardi:
Okay.
James Widmer:
As John Gross had been meeting periodically with the board to brief them on what was going on with the situation. So that was the update that the board was receiving.
Phyllis Lombardi:
Okay. So I was, I've been working on that. I am working on an audit of the EPE program and some of the special aid funds. That is coming to an end. I would expect a report on that if not next week, the week after. I've finished my investigation. One of the things I want to discuss with you is, I have looked at all of the audit reports for the last seven years. I am interested in making some changes to the report format, looking for some brevity and more conciseness. Before I made that jump, I just wanted to see if that was something that the board was open to or if there were some concerns you had about maybe having a little bit less information in the report itself, but maybe having some of that investigation part, if you want it, available. So does anybody have any thoughts about that?
Martin Kaye:
Michael?
Michael Weinick:
We can put it into two parts. I, for myself, I don't have the time, the patience, or the energy to read these very, very lengthy reports. I would really like an executive summary and the findings. That's sufficient for me. I know some of my colleagues might want to know more information, so I don't know how they feel, but maybe separating the two parts. But for me, an executive summary and the nitty gritty findings are enough.
Phyllis Lombardi:
Okay.
Michael Weinick:
Thank you.
Martin Kaye:
Debbie?
Deborah Coates:
Yes, Phyllis, I agree with you. I think that maybe having an executive summary available to those who would like to see it is a great idea. I, like Mike, sometimes I can read them in detail, but having an executive summary and then having a brief update or a report and then if I want to look into it further, I have the option to be able to. I think that's an excellent idea. I'm in favor of that as well.
Martin Kaye:
Eric?
Eric Schultz:
Yeah, obviously I'm going to take the opposite route because it's part of what I do, is for profession. I like to read the methodology. Everything that's being done. Because, there've been a number of times these reports have raised questions in the minds of board members. So it's sort of like getting a decision from a judge and just looking at the last page to see whether you won or lost. There's got to be some kind of discussion is to the facts, discussion is to methodology, discussion is to the law, whatever it is. I have found it useful to see exactly how the investigation went, what went into it.
Eric Schultz:
Gives me a sense, not only that it's being done, it's being done correctly and a comfort level that we haven't missed anything. I would prefer the type of reports that are being made to us, that they be full and clear. If you want to put an executive summary at some point, then it's like reading cliff notes. If you want to put that in, then people who don't have the desire to go through it can look at it. That's fine. I personally would prefer to see exactly what it is we looked at, exactly how it was done. There are times where you compare apples to apples within the scope of the report. The prior year's prior actions. That would be my preference.
Phyllis Lombardi:
The only pushback that I would have about that is I've done a lot of research over the last couple of months about audit reports and traditional internal audit reports do not include that level of detail. It's supposed to be that the auditor did their due diligence, they provided, they did their testing, but the every spreadsheet that was run and every data point that was compared is not recommended by the internal auditors or any of the audit reports that I've seen examples of. I think that across the profession, the executive summary with the findings is more the norm for an internal audit report. If there were some questions that you may have had about how I did something, maybe asking me like you guys do with board questions, I don't know. It just seems that I cannot find any template or recommendation to include the level of detail of every step that was taken that was in the prior reports.
Martin Kaye:
Mm-hmm (affirmative). Fran?
Fran Langsner:
I have to admit that when the testing methodology is presented to us, I can't tell one from the other. You could tell me you used this test. You could tell me you use that test. I wouldn't know the difference. When I see all that information, it's really way above my level of comprehension. As far as the data, the actual spreadsheets and the data that we're used to getting. I don't know if you, I know you have it, you'll have to have it in order to complete the report. I don't know if you want to just include a link to that for those who are interested, but I would like to see less of the detail and more of the substance about what we need to know.
Phyllis Lombardi:
Eric, how about for this next report that I do, what about if we try it that way? The information is available and anything you want to know, you just ask me and we'll see how we feel about it and if you hate it, then we'll reassess.
Eric Schultz:
That's fine.
Phyllis Lombardi:
Okay.
Martin Kaye:
Everyone comfortable with that suggestion that Phyllis has given us? I think it's a good one because the executive summaries are read copiously by the board members but the microscopic details in the internal auditor's report is something that is building a case, as Eric has mentioned. So, perhaps we can arrive at a compromise where the information is all available, but administration can find a way to give it to the board where if we don't wish to go into the details, we at least have the full executive summary that is for us to understand and the other material is available. Let's give it a try. What is your next report going to be at the next board meeting?
Phyllis Lombardi:
Well, I think I should have the draft to James by the end of next week so then I'm not, I haven't done it yet. I'm not sure of the process after that. James?
James Widmer:
Yeah. So, normally the audit committee only meets three times a year, every four months. So given the unique circumstances with Phyllis joining us right after Barbara's last audit committee report, we might ask for some flexibility in terms of when we bring the report to your attention if that's possible, because I think it would be good to actually get one of these reports on an agenda and reviewed to see how it goes.
Dr. Robert Dillon:
Maybe in our August meeting, James.
James Widmer:
Yes.
Martin Kaye:
Sounds reasonable. Eric?
Eric Schultz:
Can we get an idea of what kind of reports we can expect? What's being, I mean, just the board, what was being looked into, investigated at this point? Because obviously the internal auditor works for us.
Martin Kaye:
Right.
James Widmer:
So I think, Phyllis, you had some information also on the risk assessment.
Phyllis Lombardi:
Yes, I...
Eric Schultz:
Can we do that in executive session? I mean, I don't want...
Phyllis Lombardi:
It's very general what I have to say. I haven't done anything specific with the rest of the assessment. I talked to James about, I feel like it's been the same sort of risk assessment for the last 17 years. A lot of the reports I looked at maybe had really small findings. I don't know if our attention is necessarily focused in the best areas. I did see that some other school districts and some other Boces sometimes have some outside input, maybe for a fresh pair of eyes to look at what's going on. Not every year, but maybe once every five years, once every 10 years, have an outside internal audit company or the internal auditor with just the regular accounting firm give us an idea of maybe something we might be missing that's important to look at.
Phyllis Lombardi:
I am still working off of Barbara's plan. I am working on getting, working on the fixed assets. That seems to be a big issue, and that's going to be my next audit. I have finishing up the Medicaid and the casual employee reports. So that's pretty much what I'm working on right now. I don't know if that's sufficient or if you still want to have executives session. I'm still working my way through figuring out the system and what's the best areas to look at are. In between these extra little investigations that are coming up that are important and more immediate.
Martin Kaye:
Okay. Susan?
Susan Bergtraum:
So just, and it doesn't mean you have to do it the way it was done, but what has happened in the past is we got that draft audit report well enough in advance for us to look at it and digest it so that we weren't doing it with everything else. If that's a possibility, that I think would be helpful.
Phyllis Lombardi:
Well, I think it depends. Looking at it, she normally provided it every four months. Right? You didn't get them in the intermittent ones. So if it's four months from now, yes, that's no problem. But if we're going to try to get it sooner than that, we can get the draft to them sooner. Right, James?
Martin Kaye:
Michael?
Michael Weinick:
Oh, we did get intermittent reports in between the four months. Everything was not safe to the last minute.
Phyllis Lombardi:
Right.
Michael Weinick:
As reports were completed, they came to us but they were not discussed until the next order date.
Phyllis Lombardi:
Okay. I did not know that part. And how did they get to you?
Michael Weinick:
Email.
Phyllis Lombardi:
I mean, was it after James looked at it? Did he send it to you?
Michael Weinick:
Oh, yeah. Yes. You it to James and then when administration was ready, it came to us.
Phyllis Lombardi:
Okay.
Susan Bergtraum:
Maybe I can give you even a-
PART 1 OF 4 ENDS [00:26:04]
Phyllis Lombardi:
Okay.
Susan Bergtraum:
And maybe I can give you even a better timeframe because what would happen is we would get, whatever it was called, the draft audit report. And what happened between when we got it, and when you would present, it was staff, if you had suggestions. What we didn't see initially was staff's response to yours. So if that gives you a timeframe, and I'm sure James can help you with that. And so we would then get that final report with staff comments to it.
James Widmer:
Right.
Phyllis Lombardi:
Okay. Yes. I've seen that where it was before and after, after they commented about the recommendations and what they were going to do. Okay.
Martin Kaye:
Very good. Anyone else?
Martin Kaye:
Thank you very much. Let's move to old business or new business. There was no executive session planned, so I will ask someone, move to German and a second. [inaudible 00:27:24] we are adjourned. Thank you, Madam chairman.
Susan Bergtraum:
Thank you very much. Sure. Thank you, Marty. All right. So next on the agenda, although it's not an item to be moved as just that for, even though it's not an information that's on organization, you've got the draft of the organization meeting for July 8th. So if you've got any other comments Mrs. Coates?
Deborah Coates:
If [inaudible 00:27:57] our soon to be retirees is still on the organization meeting for next year. So I think you know who I'm talking about, right?
Susan Bergtraum:
Well, it's already been addressed. It has been it just probably hasn't been taken off. Yes. [crosstalk 00:28:19] you are correct. And it will be addressed or it is being addressed. Yes. Thank you for your good eye. Okay. Anybody else? See nobody. May I have a motion on the consent agenda?
Larry Greenstein:
[inaudible 00:28:40].
Susan Bergtraum:
Thank you, Mr. Greenstein. Second.
Deborah Coates:
Second.
Susan Bergtraum:
Thank you, Mrs. Coats. Does anybody have anything they want to discuss to pull for a separate vote? Any such. Seeing none. All in favor of the consent agenda, please say aye.
Deborah Coates:
Aye.
Larry Greenstein:
Aye.
Martin Kaye:
Aye.
Eric Schultz:
Aye.
Fran Langsner:
Aye.
Susan Bergtraum:
Thank you. Opposed? Abstained. Okay. Consent agenda passes unanimously the additional agenda items, the approval of consultant contracts over $2,000 a day. May I have a motion? [crosstalk 00:29:26]
Susan Bergtraum:
I don't know who that was. Okay. BA a second, Marty. Thank you, Mr. Kaye, is there any discussion? Seeing none, all in favor.
Deborah Coates:
Aye.
Susan Bergtraum:
Aye.
Larry Greenstein:
Aye.
Eric Schultz:
Aye.
Susan Bergtraum:
Opposed?
Michael Weinick:
Opposed.
Susan Bergtraum:
Any abstentions? Okay. Moving right along. All right.
Susan Bergtraum:
The information items. I'm just going to make a clarification, which I think I'm correct on. The policies that you see under information where it's first grade, they're not new policies, the policies that have to be reaffirmed annually. So they're not new per se, just in case anybody was wondering how we didn't have a purchasing policy. So these are the annual policies that need to be reviewed and then accepted. And they will be, that will be done at the organization meeting. Is there anything else on here that anybody would like to discuss has a question about? Mrs. Coates, and then Mr. Weinick.
Deborah Coates:
I read over the strategic planning report. It was very comprehensive. I could tell a lot of people put a lot of work into that. I was just wondering if there was going to be a future date where you'll be taking input from the board and then having further discussion on this really excellent report.
Dr. Robert Dillon:
Yep. Yeah, it's a draft, it's meant to be reviewed at this point. We need, collectively as a board, to really discuss it. I think it provides an excellent foundation for discussion and a possible retreat. We also continue to add to it, I mentioned to some people who were at the event today, we did a thought exchange with almost 70 of our administrators the other day, and gain some insight onto their sense of certain issues with our agency. So there's more to come with that. And we're going to have to put some time [inaudible 00:31:46] really go through this and dive deep into it, so that's our plan.
Deborah Coates:
Thank you. Thank you.
Dr. Robert Dillon:
Angela, do you want to add anything to it? I know you've been working very hard.
Angela Marshall:
I am on an old computer. No, I just want to thank the committees that are working really hard. It's definitely a group effort and input is valuable and we would love to work with the board on the next steps. Thank you.
Dr. Robert Dillon:
The next iteration. Yeah.
Susan Bergtraum:
Okay. Mr. Weinick.
Michael Weinick:
Yeah. I'm not sure I understand in the financial summary what's going on with LISA, is the program solvent, or are we playing, maybe that's the wrong word, or are we doing some technical juggling around now that there are CTE programs and combining it with Barry Tech programs? So what should be a loss is no longer showing as a loss because it's being offset by revenue in another department, and is the program viable?
Dr. Robert Dillon:
All right. So there are a couple of responses I'll try and inverse them. I encourage anybody else who had some insight to this to certainly jump in. It has helped tremendously that we're speaking. Moving down in the future, we could probably smooth some expenditures and revenue, excuse me, more expenditures the cost of the program. Right now, I don't see that happening immediately. I'm very encouraged by the projected numbers for next year's enrollment to the point where it's quite astonishing. I'll throw the number out that's being floated around today that I think we need to confirm and people can jump on and talk to the validity of the number of about say, 180 kids. Well, 180 kids.
Michael Weinick:
That's fantastic.
Dr. Robert Dillon:
And, in brief conversation with some of my colleagues, and I'd rather have Angela speak to this, we spoke briefly today, rather than hear it from me, you can hear from Angela, if you want to share what you found out?
Angela Marshall:
Actually, Carla should be getting the credit for this. So I talked to Erica from the program today and she told me that there are now officially 185 enrolled students. I believe this year there were 116. So if you do the math, that's about a 59% increase, which we're all just sitting here going 'that's phenomenal'. And she put it to, I think, four, attributed it to four things. One was definitely the CTE aspect of changing gave parents leverage to fight, because it was another CTE program. So that school districts didn't have as much, they didn't have as much legs to stand on to not let the kids go. And I see Judy popped up on the screen. So I don't know if she'll want to take this, but I can continue if she doesn't.
Angela Marshall:
Oh, there's Carla. [crosstalk 00:09:26]
Dr. RG France:
If I may, and I know that you were saying one factor, but a lot of it has to do, and I agree with Angela, to the testimony of the administrative, not only central. Carla and her team, Judy, as well as the school team, Chris and Erica, this was not just by happenstance. This was strategically planned by central Carla, Dr. Theodora and Judy Hynes in a full-blown comprehensive marketing strategy on how to address, and it involved many layers, and I'll let Carla speak to, but it was a Homans task. And it also involved not only a marketing plan also included changing the way they went about receiving registration. Erica and Chris really increased their efforts in reaching out to districts that had never sent before and engaging in conversation. It was a well-orchestrated strategic plan and I'm very excited and hopeful, and it's very promising to see their efforts coming to light. Carla. Yeah.
Dr. Carla Theodorou:
I'll be brief. I agree with everything you said and that Angela said. There are a lot of layers that contribute to it. Definitely at the ground level with Chris and Erica, the number of phone calls and emails and follow through, even for one student, there may have been 15, 20 hours worth of interaction to follow through, get districts and families all the information they needed. James, his office helped Marsha. We needed prices for busing, districts that were skeptical about sending a kid that they had never sent before wanting to know, 'okay, what would it cost us to transport this kid', but the discount they were going to get. So, we have the discount models that were developed through business office.
Dr. Carla Theodorou:
We have an online application about business and information systems and Cliff led the team and we developed a committee process for reviewing applications that exist at more than one location and applications were referred to the best location we felt for that child, which sometimes wasn't always the first choice of the district. And so, the combination of all those things working strategically together, and really having a great outreach team at the building level, I think that all contributed to it. Yeah. And it is 131 incoming students and 54 returning students. It is 185 as of today. Wonderful.
Dr. Carla Theodorou:
I don't know if that covered,
Dr. Robert Dillon:
Mike, any other question?
Michael Weinick:
No, That was a fantastic answer. [crosstalk 00:38:06] I'm very, very happy to hear it, and I thank everybody involved with it.
Susan Bergtraum:
[inaudible 00:38:12] I got to speak to this mic, finally. I think Larry had something too.
Larry Greenstein:
Yeah. The question I have is, it's great that we have this many students. Is there a breakdown of whether they come from districts with high need or low need, or are these kids who couldn't afford, who are in districts where they parents generally can't afford to get them private lessons? Or are these kids who are coming from the more affluent districts or do you not have that information?
Dr. Carla Theodorou:
Right. Thanks to the new online application system and dashboard, we have access to all the data. We can tell you each district, the number of students that they send, how many they sent last year, three year rolling average for districts. So we there's a lot of information to be had. And I would say general answer because you'd have to look at district by district, we do have more students from the higher needs districts and we had in the past through the help of talking to them about transportation, et cetera. But I think in general, both these programs are the equalizer and that we do get from across Vassar county. So I wouldn't say that. I think that LISA was one of the outliers that had maybe fewer students from less wealthy districts. And I think we're breaking down some of those barriers.
Larry Greenstein:
That's really good to hear.
Dr. Carla Theodorou:
[crosstalk 00:39:36] from certain districts, we're moving that needle in the right direction.
Larry Greenstein:
Great, thanks. I appreciate it.
Susan Bergtraum:
Mrs. Langsner, and then Mr. Schultz.
Fran Langsner:
Oh, do we know what the highest enrollment that LISA ever had was?
Dr. Carla Theodorou:
Oh, Angela, you have those numbers, right? I think.
Angela Marshall:
I'll look it up and put it in the chat.
Fran Langsner:
Because I never thought I'd ask this question. Can we accommodate all these kids? [crosstalk 00:40:11]
Dr. Carla Theodorou:
And then someone can accommodate so many more [inaudible 00:40:15]
Michael Weinick:
We used to have a lot of full day now it's only half day.
Susan Bergtraum:
Yeah. Mr. Schultz.
Eric Schultz:
Larry, I wanted to address your question. One of the beauties of LISA, and we've all seen it over the years is that you have children from different districts who would never have interacted, never had met each other, never had danced with each other, sang with each other, sat and had lunch with each other. You have them from Syosset to Hempstead, to Roosevelt, to Plainview, I mean all over the place. Like it was said, we had less than the low wealth districts just because it was expensive. But I think from what we're talking about it, it's absolutely wonderful.
Eric Schultz:
I mean, I still think back to the night that Dr. Dylan and I sat there and looked at each other when we had about a hundred or more people in the basement of Farber waiting to take our scalps. When I had to read a letter from Billy Joel and still think we owe him and Todd a great debt, but it's, I wouldn't say it's a great equalizer, but when it comes to the arts, when it comes to social interaction, it's a phenomenal place and there are very few places like it.
Susan Bergtraum:
Any other?
Eric Schultz:
Marty.
Phyllis Lombardi:
I'm sorry Marty, I don't know what, Marty [crosstalk 00:41:49].
Martin Kaye:
I just had, I'm wondering from Carla, is there any information on which particular art program has been the one that's received the most interest or growth in this number from the applicants, because we do have dance and music and which one is seen the growth in, which is not seeing any growth.
Dr. Carla Theodorou:
I think the visual arts, and the media arts programs are seeing growth. The theater and musical theater programs are seeing growth. And we have a couple of new programs, game design and production and managerial arts. We actually, students that had not received a C in construction trades, electric, and when all the seats filled up at valley and at GC for construction electric, we referred the number to LISA so they can convince the districts that production, managerial arts, might be a good option for them. So the ones that unfortunately have seen a dip on music and dance. So we had fewer dance enrollments this year and fewer straight up music enrollments. Although we do have musical theater, the visual arts, the media arts, anything involving the computer. And we're hoping with the production manager, cause that includes special effects, set, design, et cetera. That's a brand new one. We're hoping that that's really going to take off.
Susan Bergtraum:
Very good. Thank you. Mrs. Coates.
Deborah Coates:
I'll also add, one of the [inaudible 00:43:32] We're having this conversation with Roxanne and she was explaining to us how the change in the curriculum and how highly brought in all of the different mediums so that the students take, they don't just take production design or just music, or just, they have a smattering of everything, not everything of course, but as many as they can so that they become a little bit better in their craft. So she was explaining to us how wonderful that part of it has been for the program. So I've wanted to mention that as well.
Dr. Carla Theodorou:
Thank you. Absolutely. And it's also something that has helped, it's been ingenious, because if you have a class that only has five students in it, and then you have a bunch of other students can then take that class as an elective and fill the seats of the class, you can then offer students something that crosses, overlaps across the different genres and, and really helps us also financially keep classes afloat because we have that interest from other students.
Deborah Coates:
Great. Thank you.
Dr. RG France:
And if I could thank you trustee coats for saying that, but it really gives the graduates when they graduate opportunity to be, as I was sharing with them, in the field, you talk about being a triple threat. And now when you have someone who is, is in music, production design, and they also know visual arts and they don't get the part that they're looking for, they can get a job as production. And if the lead falls out, they also have the ability to sing and take the job. So we're really creating opportunities that they can have a career in the field that they love and be a part of a community that they love. So it's awesome.
Susan Bergtraum:
Mr. Schultz.
Eric Schultz:
I may be mistaken, but I really believe thinking back whenever [inaudible 00:45:37] was here, they may have had close to 300 kids in that school when it was still the cultural arts school. Just saying.
Dr. Robert Dillon:
I think if you look, we'll put numbers in the chat, I'm going way back. Well, [crosstalk 00:45:56] I went back 20 years from the beginning of the school.
Susan Bergtraum:
Okay. Anything, anybody else? Otherwise, we are, thank you whoever said that moving right along. Superintendent's report.
Dr. Robert Dillon:
Okay. Thank you very much. Just a few items that I'd like to discuss. You know, we've all experienced the moving up ceremony. We've seen all the people out in front, but I'd really like to pick an opportunity to thank and recognize the people behind the scenes, our custodians, our cleaners, our security people, especially our new rising star Walter, everyone. And the women noticed that he has the ability to dance a little bit it's been observed. And so Walter has added a different dimension, not only security, but entertainment and camaraderie with everyone there. And again, to Tony and his staff, thank you very much. It's been much appreciated. And we see the people out in front, but you know, this takes a lot of planning preparation. I'm going to thank them for that, but we all know about the governor's executive order. So our in-person meetings has been mentioned.
Dr. Robert Dillon:
We're still trying to find out if tomorrow they're going to remove the mass requirement for kids and teachers in school. We'll see where that goes. We're looking for guidelines for September. Will we be in mask or not in that school? We have the open hybrid and no hybrid? So there's more to come with that. And what really impacts us is our ability to do staff development without social distancing. One of our biggest, not only revenue makers, but services that we provide professional development. And if we cannot go to our initial capacities at our rooms at Lapinski and other places that could be problematic. So we're hoping that we get guidance on that because that's very important for our colleagues in the districts, in our component school districts and social distancing in a mask it's going to, it's a big issue.
Dr. Robert Dillon:
And particularly for some of our districts that do not have not, who are, I would say, crowded at this particular point and do social distancing. It makes it very difficult for them. Well, by July 8th we hopefully we'll have our meeting and I don't think we have to do it as we designed it now. But you all have seen on the screen, how it's been designed with a social distancing. I don't think that's going to be a requirement, so that's just a few other things. We're very grateful that tomorrow is the last day of school. Everyone is looking forward to that for us, it's central administration. When the 12 people, it's just another day in the park and you just keep going on and move on. Roxanne. Do you have anything to add?
Dr. RG France:
No, again, I wanted to, one of the beauties of the pandemic, it's really forced the agency to really strengthen our collaboration efforts. And as you heard from LISA, it wasn't just RSIP they had a plan, but they couldn't do the plan alone. And so FIS and the business office with the discounts. I mean, and you mentioned the donation from Billy Joel, James. I mean, trust him with the money, he made that money stretch and everyone, the time program, the time necessary to figure out how it was going to do an uptake. And so it's that collaboration that has really become a major strength in our agility in the time of crises that has been so paramount to our success. And so I'm just very thankful for everything that our administrative teams, both school and central have done as we continue to move forward in this post COVID era.
Dr. Robert Dillon:
Yeah. And we also want to mention, again, we've mentioned it before and we don't want to overlook it. The teachers being able to pivot in a heartbeat and switch to the remote and provide the instruction, that happens throughout the year. And it was really personified when we saw the affection and love that our teachers have and our aides have for those, for the kids in our program. It really great.
Susan Bergtraum:
[crosstalk 00:50:25]
Michael Weinick:
Yeah. Quick question. You know, with the changes as of midnight, what is the story with staff that's working remotely? Are they now coming back or is it a case by case thing that they can still work virtually, what's happening?
Susan Bergtraum:
Okay. So we've had preliminary discussions on that. There are several layers and I'll just mention a couple of them, cause I know were overlooked. One is childcare, and that's primarily, probably for our 10 month people that they have to be prepared to have accommodations for childcare by September 1st. So that gives them a little bit of lead time to do that. As far as medical accommodations, I think we're going to have to take a look at that on a case by case basis. Now, what I'm contemplating, because of some medical issues. And if we have to advance them that, look, remote is here to stay in some shape or form shape way or form. So I am contemplating some sort of pilot program for those people who have, I'll call it a 504, some medical accommodation we have to do. And again, we have to rethink or supervision. We have to rethink our outcomes because it's just more than seek timeline.
Susan Bergtraum:
So again, I think we have to do it by law. If someone can work in a reasonable accommodation, this is where we work very, very closely with HR and Selma on this particular issue. We'll come up with something, we'll do a presentation to the board on that where we think we're going, but I will say this it'll probably be more in view of a pilot program where periodically we would come back and review it, assess the strengths and weaknesses
PART 2 OF 4 ENDS [00:52:04]
Dr. Robert Dillon:
Periodically, we would come back and review it, assess the strengths and weaknesses and then move forward.
Michael Weinick:
Thank you.
Susan Bergtraum:
Anybody else have any... Mrs. Langsner.
Fran Langsner:
You know, when you read the news and you can't help but seeing that there's a lot of anger in different districts about how all of this was managed. Parents, teachers. The fact that that didn't spill over onto us really says a lot about the way we handled this crisis. And I'm very proud to be part of an organization that was able to rise above the particular difficulties and do everything in the best interest of the kids and the staff.
Dr. Valerie D'Aguanno:
Great.
Susan Bergtraum:
Great. Thank you Mrs. Langsner. Anybody else before we move on? Seeing nobody, Mrs. Nolan, was there any hearing of citizens?
Joyce Nolan:
There was none.
Susan Bergtraum:
Thank you. All business. We'll start with board member reports if there are any, and then we'll go on to the retreat, et cetera. Mrs. Langsner yes?
Fran Langsner:
I mean, we thank everybody because everyone has made an incredible contribution to the graduation and moving up ceremonies. And today I realized that I could, I asked every location had a beautiful banner that was made, that was specific for that particular program. And it was made in house by a graphics department. So I just wanted to give them a shout out.
Susan Bergtraum:
Right. Okay. All right.
Eric Schultz:
Can I just say this? I never knew that this agency had so many traffic cones, every school we went through 500, at least up. It was amazing.
Susan Bergtraum:
Maybe they will lend to us Eric who knows. Okay. Board retreat. We need to, you did get information from Dr. Dylan about facilitator. So let me throw that out to any of you who want to weigh in on whether you think either one of these gentlemen would be appropriate, whether you've got anybody else, whether you want him to look further, which I know he does not want to do. So let's hope we can come to an agreement on one of them. I do know that there was also a question. So I do know that some of you may be a little hesitant. You would like to know the cost of. So other than that, does anybody have any reactions, responses? Anything you want to say about?
Dr. Robert Dillon:
Susan I don't have an exact figure on cost.
Susan Bergtraum:
Right.
Dr. Robert Dillon:
But John Cloverdale did a cabinet retreat two years ago before the pandemic. So I believe he was reasonable and being at East Meadow, we kept things pretty close to the vest and we had a very frugal board president. And so we had to watch it. So I know Jeff Olufsen also would be reasonable.
Susan Bergtraum:
Okay. So if we can put the money then aside and it can always be changed if something happens and we are not pleased, does anybody have any leanings, one or the other? So that Bob knows the direction to go in? Mrs. Coates.
Deborah Coates:
Oh, I don't know the other one. I know Jeff, we're allowed to mention names. I just know that he did a fine job. We used him a few years. I thought he did great with our retreats and he was excellent with all of us. When he needed to be tough. He was tough but when he didn't have to be wasn't. I did enjoy being a part of his process and his retreats. I don't know the other one though.
Susan Bergtraum:
Mr. Schultz.
Eric Schultz:
Yeah, let me just ask you a question on what form did his facilitating take? I mean, did you all meet in one place? Did he do any pre-
Deborah Coates:
Absolutely. He did questionnaires. He collated them. He took care of everything. He knew what the board was looking for. He set an agenda beforehand. If we didn't agree with the agenda, we could change it or we could expand on it. And then we did actually a whole day with him. And then we went out to dinner as a board afterwards.
Dr. Robert Dillon:
And where do we do those retreats Mrs. Coates?
Deborah Coates:
We did the retreats in our administrative offices.
Dr. Robert Dillon:
And where was one of them held?
Deborah Coates:
Where?
Dr. Robert Dillon:
You did a road trip?
Deborah Coates:
I don't know.
Dr. Robert Dillon:
You don't remember coming to Orange County?
Eric Schultz:
People try to repress that.
Deborah Coates:
Yes. I tried-
Susan Bergtraum:
Well, that will be the next piece of the discussion. I don't think where we have it will depend upon who the facilitator is. So if we can come to some consensus on the facilitator, then we can discuss the where. And then the when, when hopefully everybody gets there, I can do it on this date comes in, we'll collate that and find a date. Also, if you can let Joyce know whether or not you want it during the day, at night, whether you are good on weekends and or weekdays. So that needs to be fleshed out. So when you get her that information, and then I will try to find the most efficient and acceptable day to everybody. Or dates because I know people can have something that comes up. So if I see that there are seven dates that everybody can make, we'll throw those seven dates out and you can then all decide which of those dates are, and then maybe I'll have to do it the way New York City did their mayoral candidate voting 0 for 5. Thank you for laughing, Fran.
Fran Langsner:
I will know next year, what the date is.
Susan Bergtraum:
Mr. Schultz and then Mr. Kaye.
Eric Schultz:
With regard to the self-assessment that we're also doing, is that going to be redundant at all with regard to his questionnaire? I don't know what his questionnaire includes. Then there was also the issue that my understanding is that from what you wrote Susan, it will be going to state and Darcy will be-
Susan Bergtraum:
That was only information of what was possible to be done. That does not, I can just get that chart if nobody wants me to, certainly we know we're not using New York State School Boards as the facilitator. So that piece of the information that came back, that was just everything that we could get from them if we wanted it for free. Okay? So that piece of it, I could still sit with Darcy just to see what she was thinking, but the piece about the retreat itself, and what might be I would, we know that we're not going in that direction. So, that was just everything they could do for us, not what I had planned to do with her. Does that answer your question?
Eric Schultz:
Yeah.
Susan Bergtraum:
Okay. Mr. Kaye.
Martin Kaye:
I'm very open to having Mr. Cloverdale be an old mentor for us. I've had two experiences in West Hempstead with Jekyll some, and then it goes back as far as 1991. I can't use that as a guidepost, but I think we need, or like to have a fresh set of eyes look at our agenda and what we intend to try to discuss. Rather than going with a template approach, to being a mentor for us. Because I think in the position that we are as of every board, I'd like to bring in some fresh ideas or hope he brings in some fresh ideas on how we're going to move the discussion along and the plans that we wish to discuss. So I'm just throwing that out to you. I'd be very open to Mr. Cloverdale.
Susan Bergtraum:
Anybody else, because we are going to need to come to some conclusion sooner rather than later. Otherwise I can pick a name out of a hat. Anybody else? Yes. Mrs. Coates.
Deborah Coates:
Well, since it seems like Marty has had some negative feelings about, who I was speaking about, maybe we should try with Mr. Cloverdale. And then if that doesn't work out, go with Jeff. If no one else has any opinions on it, does that suit everybody? Mrs. Langsner.
Fran Langsner:
I have to say that from the information that we've got, they're only going to send you information that paints them in a positive light. I really couldn't, I have no experience with either one of them. I couldn't make an informed decision one way or the other based on what we saw. They both looked like they would serve us well.
Susan Bergtraum:
Eric, did I see your hand waving or no? No. All right. So I'm going to make an assumption that what I'm hearing is that Bob should contact Dr. Cloverdale Bob?
Dr. Robert Dillon:
Yes.
Susan Bergtraum:
Get some more information from him. And if it seems to us that he would be a viable candidate, we'll go with Mr. Cloverdale. Does that, do I have an agreement? Would that just shaking heads?
Eric Schultz:
May I suggest we get prices from both of them? Just to see.
Susan Bergtraum:
Okay.
Eric Schultz:
Because if somebody is totally out of line, we could ask them to reduce his fee a little bit.
Susan Bergtraum:
Okay. But at this point, at least Bob will find out prices from both of them. And assuming that they are equivalent, that he will have more conversation with Dr. Cloverdale. Yes, Michael.
Michael Weinick:
Well, the only thing I want to add is also, you don't even know whether either one of them are going to be available when we want them. We don't have that rate.
Susan Bergtraum:
That's true.
Michael Weinick:
So you might not have a choice.
Susan Bergtraum:
That's true too, but at least we'll, we have to move this process along and you're absolutely right, Michael. And that's where our flexibility will come in. We'll have to be flexible as well. That's why I'm saying if I can find more than one date, it will also give us more opportunity to find a facilitator who's free. So yes.
Michael Weinick:
I would go with the John Gross. Oh, I didn't see him sitting there.
Susan Bergtraum:
I know you didn't, but he's very pleased to know that that's the way you feel about it.
Michael Weinick:
You're on mute. John.
Susan Bergtraum:
It's still on mute John.
John Gross:
For what it's worth. I knew I've worked with John before, not in a retreat setting, but he was a nice rep and subsequently took over one of the Stony Brook programs. I believe he always has been very impressive to me. Just a really dedicated professional.
Michael Weinick:
Thank you.
Susan Bergtraum:
Okay. All right. So we know the direction we're going in there. All right. Let's now talk about location. I think I'll phrase this in the negative of. Is there anybody who feels strongly that we need to go outside of our, whether it's Farber or wherever, somewhere within the both Cw system. I know there are people who sometimes feel that they need to be refreshed and they want something a little different. So let's start there. Yeah. I heard a voice.
Eric Schultz:
Susan?
Susan Bergtraum:
Yeah.
Eric Schultz:
Yeah. I always like to be away from the district. Over the years, the retreats that I've enjoyed the most, the retreats that I think have lent themselves to real discussion, relaxed, back and forth between board members have been away from the district. Someplace not connected. That being said, I don't know what his MO is. Is it just going to be sitting around and talking, is it just going to be looking at charts? Are we playing games? When I say games, I mean the standard everybody get up and write something on a blackboard kind of stuff that they do at most of the conventions. So I'm not sure what his methodology is and whether it would lend itself to being locked up in a Farber or Lapinski, or we could be on stage at the Lisa or whether it's something that we would like to find retreat group. Whatever it is, maybe go through Nassau County, one of the parks, I don't...
Susan Bergtraum:
Okay. And that's why I phrased it the way I did. Is there anybody else who, yes, Michael?
Michael Weinick:
Well I'm sitting here on the beach in Tahiti and it's very relaxing and very conducive, for free dialogue. So I don't know if everybody wants to travel that far, but it's just a nice setting.
Susan Bergtraum:
Okay. Either that, or we all much less expensive, Michael, we could all get the same screenshot.
Michael Weinick:
That too, that works.
Susan Bergtraum:
Okay.
Eric Schultz:
Well, you look like you were on the beach in Tahiti, where Rosemary Kennedy lived.
Dr. Robert Dillon:
Jones Beach has a new conference center and they've been advertising it. I don't know the capacity of it, but it's supposed to be a great spot. I know there were some meetings there and we can look into that. Brand new.
Susan Bergtraum:
All right. So maybe the cost factor as well. So if you can look into that and see whether we think that it's worth spending the money then, okay. Is there anybody else?
Eric Schultz:
Susan we could fly the banner over Joe's beach while we're there.
Susan Bergtraum:
This is true. We could. That would make Dr. Dillon very happy. But is there anybody else that has a strong feeling about either being in BOCES? I mean, I will just tell you, I couldn't care less. I can do my token no matter where, but if there are other people who really do feel that it serves a retreat well the other way, then let's do it. Mr. Weinick?
Michael Weinick:
On a serious note. If we're doing it Monday through Friday, it should not be on BOCES property because of possible interruptions and things that are going to interrupt us. If it's Saturday and Sunday, a possibility. But I think a neutral site is best.
Susan Bergtraum:
Okay.
Eric Schultz:
Are we talking about a day? A half a day?
Dr. Robert Dillon:
Due to the fact that the Survey Monkey is not due until July sixth, my speculation is that we would have this retreat in the fall.
Susan Bergtraum:
I'm going to push for the summer as hard as I can. If it doesn't work Dr. Dillon, it doesn't work. I'm just saying that we will try to do it as soon as possible. That's all. And as soon as possible may very well be the fall. We'll, see. Okay. So we're sort of done with retreat, unless anybody has anything that I did not touch on. Okay. So the next thing on our old business agenda is Michael, are you ready with the proposed resolution or do you need, do you want to do that? I know we have one more meeting where you could, we could get it in, but yeah.
Michael Weinick:
I'm fine with that. I had it, was emailed to everybody.
Susan Bergtraum:
Right.
Michael Weinick:
Everybody should have the hard copy of it.
Susan Bergtraum:
Right.
Michael Weinick:
And basically that's what I'm going with. If the board isn't approval fine. If they're not an approval, it dies tonight. So I just won't have [crosstalk 01:11:06].
Susan Bergtraum:
Anything you wanted to add that's all.
Michael Weinick:
No.
Susan Bergtraum:
Okay.
Michael Weinick:
I think everything was spelled out in the memorandum that I wrote to everybody.
Susan Bergtraum:
Okay. So let me then throw it out to the board. You saw the resolution that was written, and I will just ask does anybody have any comments about it? Do you have any discussion otherwise, Michael we'll call for the consensus, which will give Michael either the yes and we'll get it in or not. So is there any discussion about it?
Fran Langsner:
I don't have a discussion about Michael's. I guess now we would have two-
Susan Bergtraum:
So we'd have two resolutions going on.
Fran Langsner:
What happens next? How does it get submitted?
Susan Bergtraum:
Oh, there is the form that [inaudible 01:12:02] . You submit it to them.
Fran Langsner:
So does the-
Susan Bergtraum:
I say this without any, the absentee ballot one has not yet been submitted.
Fran Langsner:
Okay.
Susan Bergtraum:
I don't think.
Fran Langsner:
Is it my responsibility?
Susan Bergtraum:
It does not have to be. It could be if you're willing to take it on, we'll talk about it. But the answer is it hasn't been submitted yet. We'll, take care of that. Mr. Weinick.
Michael Weinick:
Talking about Fran's, I would suggest that it gets submitted as quickly as possible.
Susan Bergtraum:
Correct.
Michael Weinick:
And the reason for that is that it's discussed and the resolutions committee and on the floor in the order that they're received.
Susan Bergtraum:
Correct.
Michael Weinick:
You don't want it at the very end. These people are tired and they want to get out of there. So we already approved Fran's. So that should have gone out.
Susan Bergtraum:
Yes, but we're not going to, I thought it was- [crosstalk 01:13:02]
Michael Weinick:
There's a special form that has to be filled out and signed by either the board president, the district clerk somebody.
Susan Bergtraum:
Right. And then it's sent up to the state. Yes. So we'll-
Fran Langsner:
We'll talk about the process.
Michael Weinick:
I wouldn't wait. I would do it as quickly as possible.
Susan Bergtraum:
Well I understand. If we agree to the one that you suggested, we'll start to work on them both tomorrow.
Michael Weinick:
Fine. But they're two separate things. It's not that they're putting, they're not on the same paper.
Susan Bergtraum:
No, no. We understand that they will be submitted in the same way as two separate resolutions. Correct. Mr. Schultz?
Eric Schultz:
I'd like to make a motion that we as the board support and ask that the resolution drafted by Mr. Weinick be submitted on behalf of Nassau BOCES.
Susan Bergtraum:
Okay. Do I have a second? Not that we really need it because this is a more informal. Thank you, Mrs. Langsner. So I will ask again, does anybody have any discussion about it?
Fran Langsner:
B.A.
Dr. Robert Dillon:
Susan B.A has a hand raised.
Susan Bergtraum:
I don't see him.
Dr. Robert Dillon:
No it's on the bottom you have to read it.
Susan Bergtraum:
Well, I didn't see... okay. B.A.? I can't see him.
B.A. Schoen:
What Mr. Weinick is proposing is a bylaw change, not a resolution.
Michael Weinick:
That's correct. And that's what it said in my memorandum. It's a bylaw change.
Susan Bergtraum:
And it will be submitted as such. Right. Okay. And if we agree to do it, it will be submitted as such. Okay.
Eric Schultz:
I oppose making a bylaw change.
Susan Bergtraum:
Okay.
Eric Schultz:
Susan, I think if it's going to be submitted on behalf of the board, we should have a formal vote to make sure that it reflected our minutes. Because it'd be submitted by Nassau BOCES.
Susan Bergtraum:
Okay. Well, we're going to vote on it anyway. So, you're going to see the hands anyway. So that's fine. All right. So anybody else have any comments, Mr. Greenstein?
Larry Greenstein:
Thanks. If we submit this resolution or this bylaws change, is it implied that we are supporting it as an organization? Or are we just supporting the right of people to vote on it?
Michael Weinick:
Correct.
Larry Greenstein:
How is it perceived by the larger community? In other words if Nassau BOCES puts this up, is it deemed to be that Nassau BOCES supports this resolution or they support the right to have a resolution?
Michael Weinick:
It will be supported, I'm sure as exactly what you state, but Nassau BOCES can decide on it.
Susan Bergtraum:
Okay. I'm going to answer. Does anybody else want to answer Larry before I jump in? Larry, I would say to you that if Nassau BOCES submits a bylaw change a resolution, it means that we support that. We want to see this passed, that we are in support of what we have submitted. It's not a do with it what you want. We would certainly speak to it and talk about why it's believed that this should be yes. So it would be supported by Nassau BOCES. Does anybody have anything else to add?
Eric Schultz:
No, I think you're right. A board submits a resolution it's done because the board supports the resolution.
Susan Bergtraum:
Right.
Eric Schultz:
And they're supposed to, unless there's an issue that needs to be discussed. If it's going to be discussed, the sponsoring board is asked first to speak.
Susan Bergtraum:
Right. Right. And of course, if anything ever changes, sometimes laws change. Sometimes things change. You can always draw your resolution, which is not what I'm suggesting here. But that's, for instance, if the law changed and absentee ballots were allowed, we would withdraw the resolution or it simply wouldn't be seconded or whatever. So there is that as well. So seeing nobody else, all in favor of submitting this bylaw change to the association. Okay. Opposed? Well, they have to talk cause I can't see okay. And everybody else is in favor. Okay. All right. So then we will start that process tomorrow.
Eric Schultz:
I believe Larry was opposed to it.
Susan Bergtraum:
Oh.
PART 3 OF 4 ENDS [01:18:04]
Susan Bergtraum:
It's tomorrow.
Eric Schultz:
I believe Larry. I believe Larry was opposed.
Susan Bergtraum:
Oh. Larry, I can't hear you.
Fran Langsner:
You're on mute, Larry.
Larry Greenstein:
Yeah. I was opposed too.
Susan Bergtraum:
I'm sorry. I do not know why, I didn't see the... Okay. It still passes. We know that two people were not comfortable with it, but as a Board, we have passed it. Okay. Next, we said we were going to discuss membership in Nassau-Suffolk School Boards Association. I put that on the table. If there's anybody that- Mr. Weinick?
Michael Weinick:
I would just like somebody to give me an explanation, at this time in history, why we should continue to be a member of this organization? For many, many years, I very much supported Nassau-Suffolk. I thought they were a great organization, doing wonderful things. Over the past several years, I've seen it deteriorate to the point where there's very few people attending any of their meetings. There's no consensus, in terms of resolutions at the school board. We are not a block. We're doing little to no information with our congressional people, and whatever. The few things that are done, can be done, and are being done, by other organizations. Other than a nice fraternal organization of meeting for dinner for twice a year, I want to know what they do, and why we should continue to support them.
Susan Bergtraum:
Well, anybody want to jump in? I can speak to it. I don't want to put anybody on the spot, because I do not see this organization the way you do at all.
Michael Weinick:
That's what I'm trying to understand.
Susan Bergtraum:
I don't see any difference in what it does now, then what it has done over the past. There are still always communications with representatives. There are meetings set up through Nassau-Suffolk with representatives. I'm not sure what you don't see. I don't know what you see about attendance at whatever...
Michael Weinick:
How many School Board members attend any of their meetings? How many school districts are represented at the resolutions meeting? The June meeting? What do they do?
Susan Bergtraum:
Again? I'm not sure... I don't see any [crosstalk 01:21:05]
Michael Weinick:
No, you're not answering. Forgetting about the past Susan, [crosstalk 01:21:09].
Susan Bergtraum:
No, what I'm saying is I don't see [crosstalk 01:21:11].
Michael Weinick:
What do they do today?
Susan Bergtraum:
As opposed to what they did, years ago?
Michael Weinick:
No, no, no, no. Not opposed to anything. What does the organization do, period?
Susan Bergtraum:
Okay. It is in constant contact with legislators. It holds resolution, the resolutions dinner. It meets every month with an Executive Committee that show...
Michael Weinick:
It should be a clear-cut answer. I don't understand why it's not.
Susan Bergtraum:
What? I'm losing the words. It meets and discusses the issues that are significant, and have impact on the island. It represents a hundred and, don't quote me, I think it's 104 of the 124 districts on Long Island. For those districts, it is still meaningful. It is meaningful to me. When I am at those meetings as an ex officio, the conversation that goes on at those meetings is meaningful. It's meaningful. What they have tried to do is not overburden Boards. When they have the resolutions dinner, sometimes it depends on what Boards... It's the Boards that may decide they don't want to discuss a resolution, but the opportunity is there. They are giving you that opportunity. I don't need to be the person that wants to defend them. I believe this organization is worthy, and I would, without question, continue to be a member, , you know, I, I don't know
Michael Weinick:
How many boards attend the resolution dinner? Do you know?
Susan Bergtraum:
I don't know, but it's something we could ask.
Michael Weinick:
I'm just curious.
Susan Bergtraum:
I don't know.
Deborah Coates:
Marty's been [crosstalk 01:23:26].
Larry Greenstein:
The room is pretty full.
Susan Bergtraum:
Mr. Kaye, and then [crosstalk 01:23:29].
Larry Greenstein:
How many Boards? How many Boards [crosstalk 01:23:29].
Susan Bergtraum:
Mr. Kaye?
Martin Kaye:
Whether or not the component Boards participate in these activities, is completely up to them. It's their decision. However, Nassau BOCES has had a long history of involvement with not only the group, but in the Executive Committee, and with our alumnus, who go back and are there to represent a BOCES perspective in terms of what we're doing. We're also getting a new leadership change in that organization that will begin. By not joining in, we undermine the possible success of that leadership change. I want to be there to support that leadership change, and see where it carries us for the next year. Withdrawing the money, or withdrawing our membership at this time, is absolutely the wrong thing to do. When there are changes going on, you're going to have a new Executive Director. You and me as a BOCES, have an opportunity to have greater input, in terms of what strategies are going to be employed. If new strategies are needed, as you see them, Michael. I'm against the defunding them. I think we want to be very, very supportive of their initiative, and the new leadership.
Dr. Robert Dillon:
Madam President?
Susan Bergtraum:
Yes, Mr. Schoen?
Dr. Robert Dillon:
When the press is looking for a quote, Nassau-Suffolk School Boards is the first place they're going to. They will continue to go to them, whether we are a member or not. I think it's very important that we stay members.
Susan Bergtraum:
Anybody else? Mrs. Coates?
Deborah Coates:
I agree wholeheartedly with Marty. I think having a seat at the table, especially for an organization such as ours, it's important for us to be there. Needless to say, I support Larry. He's going to be an Officer in the organization. It's nice. He's a new member of our team. I think it's important we continue to have a seat at that table, and be active participants in the organization. I believe we should stay involved with Nassau-Suffolk.
Eric Schultz:
Susan?
Fran Langsner:
Mr. Schultz, and then Mr. Greenstein.
Eric Schultz:
Who is the new Executive Director?
Deborah Coates:
Bob Vecchio.
Susan Bergtraum:
Robert Vecchio.
Eric Schultz:
Okay. Larry, how much is he getting paid?
Larry Greenstein:
I believe his salary is 140 a year. It will be prorated this year. That's from memory, but I'm pretty sure it's in that ballpark.
Eric Schultz:
$145,000?
Larry Greenstein:
About 140, something like that, yeah.
Eric Schultz:
I don't know what to tell ya. I just feel that we've been hoodwinked somehow, because that's the number in the proposed budget. We were told that number was to compensate [inaudible 01:26:59] Executive Director. We're starting this person out at $20,000 over what the prior Executive Director, who has impeccable credentials and has been a wonderful representative for us many years, which she was getting. I'm not sure why we're starting this person out at $20,000 more, but I just can't help, and forgive me for being cynical about this, I just can't help looking at the budget, and saying, "Oh, we were going to give a one-shot increase to a current Executive Director, to compensate her for the things that she would have to do with the loss of her Associate Director. But that's really was factored into what our new Executive Director is getting. I mean, I just don't feel comfortable with that whole thing.
Susan Bergtraum:
Anybody else? Mrs. Langsner, and then Mr. Greenstein.
Fran Langsner:
Larry had his hand up before me.
Susan Bergtraum:
Okay, Mr. Greenstein, and then Mrs. Langsner.
Eric Schultz:
What I was going to say is Eastern Suffolk BOCES will be represented at Nassau-Suffolk. Western Suffolk BOCES will be represented at Nassau-Suffolk. If we aren't there, it means Nassau County just gets a little bit less use into discussion. A little bit less of our issues are on the table and looked at from our perspective. Although all of the BOCES have a lot in common, but they are all different entities, and they all do have different constituencies. I think we want to keep our constituency represented.
Susan Bergtraum:
Mrs. Langsner?
Fran Langsner:
Yeah. You know, the point about how many districts attend the Nassau-Suffolk events. I don't honestly think that's relevant. There are, what? 700 school districts in New York State? How many send people to convention? There are a lot of different factors that govern a district's participation. Plus, I don't know how many of the 56 Nassau districts are members of Nassau-Suffolk, but we interact with all of them. We are the global presence for school boards in Nassau County, as far as touching every single one of these other Boards. A component board only has to concern itself with what's going on in their community, and on their Board. We touch all of them. For us to have this global perspective and to be part of this organization, I think is a mistake.
Dr. Robert Dillon:
I have my hand up.
Susan Bergtraum:
B.A.?
Dr. Robert Dillon:
Yeah. As far as the compensation, I think you're looking at a budget line, which in all budgets, does not represent the salary of the person.
Eric Schultz:
It says salary.
Susan Bergtraum:
We can always find that. That's an easy [crosstalk 01:30:39]
Eric Schultz:
No, it says, "Salary." That's what I had asked, way before this, "Is that the salary?" Because there's a 403(b), your expenses or other things. This is salary.
Dr. Robert Dillon:
I think you're interrupting me.
Eric Schultz:
Nope. Go ahead.
Dr. Robert Dillon:
Are you done interrupting me?
Susan Bergtraum:
B.A. don't [crosstalk 01:31:02].
Eric Schultz:
Probably not, but go ahead.
Dr. Robert Dillon:
No, that's all right. I've had enough.
Susan Bergtraum:
Okay. Anybody else? All right. So then, although this does not have to be an official vote, because if we vote, this will be part of the organization meeting. Okay? But, unless somebody wants it to be an official vote, which we can certainly do, I will ask for a consensus. How many people, and just raise your hands, we'll see whether it's a majority or not. How many people want to continue to be part of Nassau-Suffolk? Okay, so I have 1, 2, 3, 4, 5, 6, 7, I think. One, two... Seven. How many people do not? Eight, nine.
Eric Schultz:
No, I'm just [crosstalk 01:31:55]
Susan Bergtraum:
I don't see your hands. I didn't see. I was just asking you.
Eric Schultz:
I'm abstaining from the vote.
Susan Bergtraum:
Okay. I have seven 'yes', one 'no', one abstention. Okay. All right. When it appears with all the other organizations, we will be joining. It will not be a separate vote.
Eric Schultz:
No. No, Susan. I would still like it a separate vote.
Susan Bergtraum:
Then you will ask it to be pulled.
Eric Schultz:
Okay.
Susan Bergtraum:
That's all. I was just saying, otherwise I would've had to pull it. It would have had to stand on its own, without it being asked to be pulled. That's all. When it comes to it, you'll just ask for it to be pulled, and that will be done. Okay. We're on to new business. Board member reports? Anybody got any new business? I see nobody other than... Was there a foundation meeting?
Michael Weinick:
Yes. We did have [crosstalk 01:33:07]
Susan Bergtraum:
The [inaudible 01:33:08] report?
Michael Weinick:
Yeah. We did have a meeting last week. It was a very good year, in terms of what the foundation did for Nassau BOCES. In terms of the pandemic, the number of Chromebooks we bought, the number of gift cards for food, and other things we took care of. But because of the tremendous amount of money that was paid out on behalf of the Nassau BOCES Children, finances are a little bit tight. Interest rates are very low. Obviously, we are looking, to build up on the funds. The golf outing was canceled for last year. The other thing that we're very concerned about, is that there has been a tremendous number of changes in administration in the schools. With principals, assistant principals, with many people, possibly not knowing what the foundation does. We really want to get the word out to all of the principals, on what the grant process is, grant money that's available. Dues checkoff, in terms of supporting the foundation, joining the foundation board.
Michael Weinick:
We're going to talk to Dr. Dillon, possibly at the end of the summer, on the back to school meetings, and talking with the administrators, with the principals and with the staff. Letting them know exactly what we do, what we offer, how they can help us. We're also looking for new members on the Foundation Board, as well as, John, Jen, Jimmy has been there a while. He's moving further East. We have to come up with a succession plan for the leadership of the Foundation. That's about it.
Susan Bergtraum:
Okay. Thank you.
Dr. Robert Dillon:
Mike?
Michael Weinick:
Yes?
Dr. Robert Dillon:
Do they plan on giving the grants in the Fall as they did pre-pan- [crosstalk 01:35:06].
Michael Weinick:
Yes. Yes.
Dr. Robert Dillon:
Oh, that's great news. Thank you.
Susan Bergtraum:
Okay. Is there any- Mrs. Coates?
Michael Weinick:
You're on mute.
Susan Bergtraum:
You're on mute, Deb.
Deborah Coates:
It's very late in the agenda, but you forgot, and I forgot, about recognizing two people?
Susan Bergtraum:
Oh God. Thank you, Mrs. Coates. Thank you. Thank you. Thank you. Thank you. Okay. My apologies, but we did want to simply acknowledge the retirement of Mr. Patrick Silvestri, who has been a part of Nassau BOCES for a very long time. We had the privilege of reading Dr. Theodorou's letter of retirement for him. It's spelled out chapter and verse of how important he was, and is, to this agency. I hope it makes him smile when he reads it. We thank him, thank him, thank him for his service to us, and wish him more than well.
Susan Bergtraum:
Congratulations to Mrs. Heather Soffer. She is leaving as the Assistant Principal of the Willet Avenue School, to become the Principal of Robert Williams School. We wanted to acknowledge her promotion, and we don't have to wish her well. We know that she will do more than well. We are thrilled to have her in that position. Mr. Weinick?
Michael Weinick:
Yeah. I'd also like to congratulate Mrs. Coates on her retirement. Her last day at work was yesterday. And she has vowed to spend more time in the superintendent's office, overseeing exactly what he does, and giving him as much as assistance and expertise as she can offer him.
Deborah Coates:
Yes, okay. That's a good one.
Dr. Robert Dillon:
Been there, done that, Mike. That's an old movie.
Susan Bergtraum:
Thank you, Mrs. Coates for the reminder.
Deborah Coates:
You're welcome.
Susan Bergtraum:
All right. Is there any other old business? Otherwise, we are due to go into Executive Session. We will be going into Executive Session to discuss with canceled Collective Bargaining Negotiations, pursuant to Article 14 of the Civil Service Law, to discuss the medical, financial credit, or employment history, of a particular personal corporation on matters leading to the appointment, employment, promotion, demotion, discipline, suspension, dismissal, or removal, of a particular person or corporation, and to discuss the medical, financial... The exact same thing. There are two separate people involved in this, and I'm not going to read that again.
Susan Bergtraum:
There is a possibility we will be coming out of Executive Session, to have a final resolution and vote. With that, so if anybody wants to stick around, the live stream will most probably be back on. With that, may I have a motion to go into Executive Session?
Deborah Coates:
So moved.
Susan Bergtraum:
Thank you, Mrs. Langsner. Second?
Michael Weinick:
With a five minute break?
Susan Bergtraum:
Okay. Is that a second, with a five minute break?
Michael Weinick:
Yes.
Susan Bergtraum:
Okay. Yes, we will give you the five minute break. Is there any discussion? If not, all in favor of moving into Executive Session? Aye. Opposed? Okay. Abstained? Not. Okay. All right.
Angela Marshall:
Yes, Madam President, I will. Whereas, Angela Marshall, Senior Manager, and a member of the Nassau BOCES Technical Administrators Association, had 13 unused vacation days, standing to her credit, as of June 30th, 2020. And whereas, Angela Marshall works at the immediate direction of, and in support of, the successful completion of the duties of the District Superintendent. And whereas, the District Superintendent informed the Board that since the advent of the COVID-19 pandemic, assistance provided by Angela Marshall to the District Superintendent, in support of the performance of his duties as Chief Executive Officer of Nassau BOCES, was critically important to the operations of Nassau BOCES. Whereas out of necessity of District Superintendent, directed Angela Marshall during the Spring and early Summer to refrain from using said-unused 13, 2019 to 2020 work year vacation leave days before 30th, 2020. And whereas, Council to the Board has opined that the Board action directed here under, is permissible, under the General Municipal Law, Section 92, subject to the consent of the Nassau BOCES Technical Administrators Association.
Angela Marshall:
And whereas, consent of the Nassau BOCES Technical Administrators Association, effectuate compensation for the subject 13 unused vacation days, was received through an email from Marion Fine, President to the Nassau BOCES Technical Administrators Association, to the District Superintendent on July 9th, 2020. Therefore be it resolved, that based upon equitable considerations, including that the inability of Angela Marshall to use the [inaudible 01:41:05] described vacation days, was a result of the direction of the District Superintendent, that she refrained from using said-days at any time during the late Spring, and June, of the 2019 to 2020 school year.
Angela Marshall:
Together with her inability to accumulate said-unused 13 vacation days, the Board herewith authorizes that any previous removal of the subject 2019 to 2020, 13 unused vacation days, will be reversed, and Angela Marshall, we paid the monetary value of the subject 2019 to 2020, 13 unused vacation days. Be it further resolved, that the District Superintendent is authorized to take any action necessary to effectuate this resolution. Be it further resolved, that this authorization is limited to the payment of the monetary value of the subject 13, 2019 to 2020, unused vacation days therein before identified. That concludes the reading, Madam president.
Susan Bergtraum:
Thank you. May I have a motion?
Dr. Robert Dillon:
Don't move.
Susan Bergtraum:
Mr. Schoen, thank you. Second?
Fran Langsner:
Second.
Susan Bergtraum:
Thank you, Mrs. Langsner. Any discussion? Seeing none. All in favor? Aye. Opposed? Abstained? Okay. Motion carries, unanimously. Okay. May I have a motion to adjourn?
Fran Langsner:
Don't move.
Susan Bergtraum:
Thank you, Mrs. Langsner. Second? Mrs. Coates. Any discussion? All in favor? Aye. Opposed? Abstained. Okay, we are-
PART 4 OF 4 ENDS [01:42:57]
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Nassau BOCES Board Meeting - June 10 2021
Note: Please click the play button to play the live broadcast.Susan Bergtraum:
... we are, when we're ready. We're all here, correct? Nobody got lost. Okay. Good evening, everybody. Welcome to the June 10th meeting of the national BOCES board of education. Seeing a quorum, I call the meeting to order and Ms. Theodorou, if you would be so kind as to lead us in the pledge.
Dr. Carla Theodorou:
Absolutely. I pledge allegiance to the flag of the United States of America, and to the republic for which it stands. One nation under God, indivisible with liberty and justice for all.
Susan Bergtraum:
Okay. If I could have a motion to approve the minutes.
Fran Langsner:
A move.
B.A. Schoen:
A move.
Susan Bergtraum:
Thank you. Okay. Well, Michael and Fran second?
Fran Langsner:
Oh, I do.
Michael Weinick:
No.
Susan Bergtraum:
No. Oh, you have a question?
Michael Weinick:
I would like to table the minutes until the next meeting. We first got it maybe an hour ago. I have not had a chance to read it and I would like that opportunity.
Susan Bergtraum:
That's perfect, and I did suggest that. The minute that you say that, I had spoken to Mrs. Nolan and said, "Put them on and if somebody has a problem we will table them." That is perfectly acceptable. Mr. Schoen.
B.A. Schoen:
Well, I move them, Fran seconds them, and then Michael moves to table.
Susan Bergtraum:
Well, because I actually didn't ask. Yeah. Well, then there's a discussion. Michael's discussion was we can't have the discussion until, so Michael is suggesting that we table them until the next meeting.
Eric Schultz:
We need a motion to table.
Susan Bergtraum:
Yes. So that is my next, may I have a motion to table?
B.A. Schoen:
So moved.
Susan Bergtraum:
Second.
Deborah Coates:
Second.
Susan Bergtraum:
Thank you, Mrs. Coates. Any more discussion? Okay. All in favor?
Group:
Aye.
Susan Bergtraum:
Opposed? Abstained? Okay. We will do the minutes. There will be two sets of minutes for next time, but I am assuming that you will be able to read these so that you will not be overburdened with minutes next time and you'll just have the minutes of tonight's meeting. Okay. Presentations. Dr. Dillon, if you would like to-
Dr. Robert Dillon:
Yes, I'm happy to introduce a Cliff Steinberg and Dr. Barnett to provide some information regarding business services and the financial information system. I turn it over. I don't know who's going first. I will let them fight it out.
Cliff Steinberg:
Can everyone see my screen?
Susan Bergtraum:
Yes. Thank you.
Dr. Robert Dillon:
Thank you, Cliff.
Cliff Steinberg:
Thank you. Thank you, Marsha and I are presenting together this evening. We'd like to take an opportunity to thank you for taking the time to listen to us about some interesting things that we've been doing to support the agency through the pandemic. Starting when we sent everyone home in March of 2020. It's been quite an effort and quite an experience as you've heard from the other departments during their presentations to see the agency's way through this challenging time. It wouldn't be right for us not to start the presentation with, really, a "thank you" to all the other programs and services and our partners throughout the rest of the agency, because it's really, in a time of a crisis, a full team effort in a collaboration, not only between business services and financial and information systems, but also with all the other programs and services and staff throughout the agency that help inform us on what they need and what we can do to assist them in continuing the daily operations of Nassau BOCES as a whole. Marsha?
Dr. Marsha Barnett:
As we're aware that the business services and financial information systems, we're considered the backbone of the agency operations. As Cliff mentioned, the presentation, we'll discuss the processing of invoice and our response to the pandemic. This also caused us to take a look at our overall department and our goals. On a daily basis we provide support to the success of the various departments from accounting to transportation while speaking cost-effective, innovative products and services. We continue to collaborate with the departments, providing assistance, and exchanging information and ideas.
Dr. Carla Theodorou:
Great, and financial information systems, our role in that is to support not only business services, but all of the underlying technology that run the operations in the business side of Nassau BOCES on a daily basis, whether or not that be PeopleSoft, our large ERP that manages financials and human resources operations, but also providing data and actionable insights to business services, the agency leadership and the various programs throughout the agency to help them drive their operations on a regular basis. Marsha.
Dr. Marsha Barnett:
During the height of the pandemic, and relying so heavily on paper, we would travel to what was a site for the mail to bury tech, to both retrieve paper, to retrieve documents, and also to distribute the paper or documents that we had for the various departments or for mailing. Pam and her team provided designated dates and times. It was to reduce traffic going in and out of the building and also to limit the number of personnel in the building at the same time. That was great. We were able to still go in, but this also brought to light the dependence we have on actual paper too, for the business services and for the processing of both incoming and outgoing mail.
Eric Schultz:
I always wondered what that lunch room was really used for.
Dr. Marsha Barnett:
Well, this one's in Farber, but yes. We also have to move there also, so it was great.
Cliff Steinberg:
You can imagine an agency as large as ours in all the various paper-based processes that we continue to have, but also we've been mitigating over the course of the last a few years in trying to eliminate our dependency on it. Moving a physical piece of paper back and forth for various programs and services and buildings takes time, it takes effort, it takes tracking. It reduces the visibility of business process as things move through. Although we've been taking opportunistic times to modernize some of our processes, the application that you're going to hear a little bit about tonight was something that we hadn't approached and hadn't addressed when, again, we sent everyone home in March of 2020, as an example of just some of the work that we've done starting prior to, again, sending everyone home in the beginning of the pandemic, but also through the pandemic on the screen in front of you, are just some of the applications and processes that we worked on, again, to help see the agency through as, essentially, the engine room of the daily operations of the agency.
Again, all the programs manage their own daily operations in their own business, but the glue that holds the agency together and the hub of the operations are really business services and financial information systems working very closely with the various programs and services. Some of the things, FMLA tracking, budget adjustments, RFP process, all of those processes now have an application, sets of data, and an entire business process wrapped behind it to, again, eliminate the need for paper, but it also does a lot of other things along the way, such as increasing actionable insights, data dashboards, increasing visibility across processes, et cetera. A lot of times, I can remember years ago when we used to have to move budget adjustments via paper and budget adjustments a lot of times, you need to move the money before you can get the purchase order out the door.
Because of that was a paper-based process, it would have to go from the department, the various levels of approval on paper, and then over to Farber, again, on paper and go to various people's desks. You can imagine the amount of time that it would take to move that business process along so that you can get the money in the proper places so that you can get your purchase orders, et cetera, out the door. That, in some cases, just as an example of a process that we've automated, could take upwards of a week or two for it to actually get posted to the lines. With the application in place, the budget adjustment application, we've now reduced that down to, if people are paying attention to it, less than a day. Again, the actionable nature of what we've done is really improved operations across the board in a number of different cases and these are just some of the examples in front of you. Marsha.
Dr. Marsha Barnett:
As you're aware, cashflow management is an essential function in business services. During the pandemic, there was an uncertainty of revenue from districts because one, we were closed, but it was also receiving these paper checks, we also receiving interoffice invoices from the departments in the agency. We needed those. We had to ensure that we billed for the services and the effort to maintain the inflow of cash. On the other side, the delay of mailing during the pandemic, there were certain number of invoices from the vendors that required payment. We weren't certain as to what invoices were sitting there waiting for us to retrieve, and make the payments. During normal times, relying on paper can sometimes cause an issue. However, the pandemic really provided more insight to our dependency on paper.
Dr. Carla Theodorou:
Challenge accepted from the financial and information services team, right? What do we need to do when we hear from various areas that we are having such a hard time moving the paper, we can only go and pick these documents up once or twice a week at a scheduled time and we need to get things paid. We need to manage the cash flow much better. We look at ways that we can automate that process. We were fortunate, again, prior to pandemic, that we started to feel our way through some more agile technologies that allowed us to move more rapidly in terms of development and doing things in a much more agile fashion. We had to understand the process, we had to understand the data, we had to bring visibility, but all of this being done with the eye on sustainability and growth.
We don't want to do things just for the moment. We want to do things that are going to last and persist into the future so that we're making the agency overall more resilient in terms of what we're able to do and respond in a much more timely fashion. What we've done is built out an entire application now that will sustain and evolve and grow as the agency moves forward pandemic or no pandemic, crisis or no crisis. The application that we built to respond to this immediate need will live on in the agency into the future. The normal cycle for application development in FIS is really sitting down and having a comprehensive understanding of what the need is. Defining the need with the program, with the requester, and understanding what it looks like from their perspective. A lot of times that programs and departments understand what happens within their own area but once that business process leaves their area, there really isn't a full, comprehensive understanding of what happens once it leaves.
We need to understand from all the stakeholders within the process, what exactly happens, and that normally takes a good amount of time. We need to map it out, we need documentation, we need evidence and artifacts of what exists throughout the process. We then review the actual business process itself. What does it look like? What does the workflow look like? We do some analysis and planning. We match it against the technology that we feel is most appropriate. We develop it, we test it, and then we deploy and support it. Normally getting through that development process, I would estimate between 95 and 98% of the way to full completion with the understanding that we're always going to have to circle back and revisit it. However, pandemic comes and it becomes a need it, develop it, deploy it scenario with always circling back and around to the needs and revisiting the various stakeholders and saying, "How is it working? What do we need to change? What do we need to adapt?"
The good example of that is when we were approached at the end of March, it became apparent, and I'll be nice to my friend, Chris Reinertsen here and say, he's the one that came to us and said, "We can't move this paper. We have so much of this going through it's really getting in the way of what we're trying to do. We need a way to move our invoices from the department to accounts payable." The scenario was just that. We need to move this document electronically from here to here, because the Farber mail room, the Barry tech mail room at one point, back to the Farber mail room, mitigating that was a big concern and a big issue, especially with the cash flow management that we were trying to do as an organization.
That's the way it started. Very simply. Move it from point A to point B. What we very quickly come to understood is that that doesn't represent the process as a whole. The process is a very complex one, and there are many reasons why there are various pit stops along the way for checking and balancing, making sure that things are accurate and things like that. The regular processes, we discover as we go through now, sitting not only with CIT and the clerks and Chris McGrath and the people that manage their invoicing and their purchasing process there, but now we start to have conversations with the accounts payable. Now they're starting to define their need on their side of the house and we very quickly understand that this gets pretty complex and pretty detailed. A lot of workflow elements, a lot of sending back and forth.
How do we manage that? Because now it's not just about moving from point A to point B. Now we're talking about really comprehensive workflow with tracking, data aggregation, visibility, all of those other things that would be included in, again, going back to what we would normally do, now we're into a full fledged application. The normal process would be when an invoice is received from a vendor, it's now received in PeopleSoft. You get a receipt number, typically, as we go through this and as we outline this process for you, picture in your head all of this happening on paper, because that's what this process really represents. Taking from the paper form into an electronic form. Normally an invoice would be signed off on in a department. It would get signatures or initials saying this is accurate, receipt numbers, and it moves through the department and then it moves over to accounts payable.
Once it's received in PeopleSoft, you'll see on the right-hand side of the screen, just some screenshots of the application as it's been built at this particular point in time, the invoice in the associated data now, instead of being signed off on in the department, it moves into an application. Within that application there are queues, and it routes electronically with email notifications to either department reviewers or department approvers who review the information for accuracy. If they find something's not accurate, now we move that document back into the clerk's workflow and back into their queue, indicating that it needs a correction. Again, email notification, this invoice has been marked needing correction. There are comments associated with it. All of that comes along with the email notification and exists as an artifact within the system now. Once the approvals are attained and it moves forward from there, it gets routed to accounts payable, and Marsha's going to pick it up from here.
Dr. Marsha Barnett:
Once received in the application, the accounts payable supervisors, she distributes the invoices to the account payable clerks for processing. I just would like to mention the steps involved in internal controls for accounts payable, before they approve the invoice for payment, they ensure that the vendor's name is correct, the remittance address is correct, the amount and the items purchased match the items on the purchase order. Before this has even moved they've made sure everything on this invoice is correct. It then moves along the approval process, including to the claims auditor. Once approved the claims auditor has the ability to move it forward, send it back to the user ... Right, sorry, the claims order.
Then once it's approved, it's back to accounts payable for further processing. During this process, they start to do what is called a pre-check. The team uses a report to match the actual invoices by vendor name and the invoice amount to ensure, again, that the check is accurate. In the application, during the pre-check, they're able to filter, update and change the date of the check run. Then from there, Cliff?
Dr. Carla Theodorou:
Now we're at a point where the invoices now move through various verification steps, it's been approved for payment, and payment is made. The check goes out the door either electronically or in paper, most of it's electronic at this point, as you can imagine, but we're not quite done. Again, you would think, "Okay, the vendor's been paid, we're done, that's it." But we're not quite done yet. What we do now is we need to get this payment record and the associated invoice into file bound, which is our archival system for retention purposes, but as well as used by the external auditors when they come in and review our information. Again, trying to see this through where this is normally done on paper, the invoices come over, either electronically or on paper, and then they're put in stacks, they're scanned, someone sits there, they scan them in, they make sure the indexing is right and then they approve, then they go into file bound.
We needed to care for that fully electronically as well. What we do now is we take the data that's been entered within the application itself, we take a data extract from PeopleSoft that now has the check number, because we haven't had that at this point. On the right-hand side of the screen, again, in that little window, you'll see just a visual model of what that workflow looks like and all the various steps that happen from a data validation perspective, extracting, matching, and mashing the data together. Now we have electronic copy of all the various indexing data that we need, as well as an electronic copy of the invoice. All of that is matched. It's thrown into a dashboard for review, making sure, again, validity, verification, everything looks good.
We can view it. We can analyze it. Visibility is there. We could see where everything is at any given point in time. Then we merge that with the electronic file of the invoice and we put it into file bound electronically. From soup to nuts, again, if you take that and in your mind, envision a piece of paper going through this process and having to be physically moved from place to place to place, from desk to desk to desk, we've now automated that entire process from the initial receipt all the way through the various approvals, payment, and landing in the archival system. All of that now happens in a fully automated fashion. Marsha.
Dr. Marsha Barnett:
I'd like to think that all these paper invoices that used to come through the mail have now been funneled through this application, which is easy to determine where it is in the approval process. You can take a look to see if it's at the pre-check state, if the payment has been made, and what's even more interesting is that it's now, the retention, the retrieval's right there at your hands. You can take a look and it's easy. It's available for review. As Cliff mentioned, it's saved in one location. It's generally quicker too, it's up to date so you can take a look and make sure that all of the check runs and the copies of check have been archived based on the information that's available. It's great.
Dr. Carla Theodorou:
Many folks don't realize, what's a couple of invoices between friends, right? Just move this stuff along, get it through the system and get the vendors paid. Not a big deal. We don't do too much of that, right? Without an exaggeration, this is actual data, as you'll see here, and I just want to draw your attention to the bottom right in the chart, April of 2020 is when we started. Again, rapid and agile development and need services. We sent everyone home mid March, and by April, we have a base application developed to start this process. Now, it didn't fully represent what you saw on that fairly complicated slide, but we continued to evolve in that process and continue the development to make sure that it was meeting everyone's need.
What's a few invoices? Well, what's almost 11,000 invoices to the tune of over almost $94 million worth of payments? That's what's been processed now through this application. It's quite substantial. Again, it mitigates the dependence on paper. It's brings some resiliency to the agency so that the pandemic goes away, another crisis happens perhaps, we're now better positioned as an organization to continue to move forward without these bumps in the road that we've experienced. Again, it goes back to the further development in all the other work that's been done. This is just one example of that. As far as our response has been within the pandemic. Looking forward, Marsha.
Dr. Marsha Barnett:
Right now, we're working with Harris School Solutions on the wind cap upgrade to their current system. The system is currently, I would say, a little outdated. This upgrade will provide an enhancement to the process of the data and wind cap and state reporting. We're looking forward to that. We think it'd be a great upgrade and it would be very helpful in processing all of our information.
Dr. Carla Theodorou:
Yeah. In a very geeky way, we're very excited about the work that we're doing. We talk about things like electronic time sheets. When we mentioned that even in various thought exchanges that have gone on throughout the agency run by Angela Marshall and trying to get solicit feedback on what have we done well, what can we do differently, electronic time sheets actually have come up quite a bit. It's interesting to note that we were looking into the electronic time sheets prior to the pandemic and actually put it on pause as we went into the crisis. We are actually with board approval back in January, we're moving forward with that project. We're just getting through the discovery phase with the vendor. We're actually going into the build and test phase, and we're continuing to move that forward, but we're also continuing to modernize all the other processes that we come about through the agency.
Working with, again, we view the service areas and the various programs as our partners. We're here to meet their needs. As they experience their challenges, it's nice to see that they feel now that they can come to us, business services and FIS, for either guidance or an actual solution to help them get through their immediate needs and the long-term needs of the agency. We're going to continue to develop applications, we're going to continue to modernize our business processes, make things more electronic, more fluid, more agile, and we're going to work on bringing it all together in a unified fashion. Marsha.
Dr. Marsha Barnett:
Lastly, I would love to thank the entire financial information systems and business services teams for their hard work, their knowledge, and their dedication to the agency. Thank you.
Dr. Carla Theodorou:
And that is all.
Susan Bergtraum:
Dr. Dillon.
Dr. Robert Dillon:
I'm sorry, I thought I'd said, just an outstanding presentation, outstanding work. Just an example of what's been done during this pandemic, and I thank both departments. You have done an outstanding job and continue to do an outstanding job. We'll take questions.
Susan Bergtraum:
Mrs. Langsner, then Mr. Schulz, and then Mr. Schoen.
Fran Langsner:
Oh, this is obviously our version of operation warp speed. Amazing how much you got accomplished in such a short period of time. I do understand the value of leaving a paper-based environment and moving in the direction that you're moving, but paper doesn't crash, it has its own risks, but paper doesn't crash and it can't be hacked. My question actually is, at every part of this process, especially when it gets into file bound, are we migrating this to our offsite iCloud storage facility?
Cliff Steinberg:
Well, actually, ask, maybe Chris Reinertsen. I'm not sure what DR and business continuity places are behind the file bound application. It's not something that I particularly manage. It's one of the applications we've leveraged within the process.
Chris Reinertsen:
Well, it, like everything else that we have, is backed up in multiple locations. The thing that happens too, is that you can't hack paper that's true, but paper finds its way to other places, so there's risk associated with any of it. Strategically at least, what we're doing now is, we're yet in the middle of another migration into a different backup strategy for the whole joint that will involve it living in the cloud in multiple regions within the United States. It's all in practice and as you mentioned, Fran, it's like, yes, everything's at warp speed. We're planning, I'll say, as diligently as we can and reacting every day at the same time. It's been pretty crazy.
Cliff Steinberg:
Yeah, and it's pretty interesting that, again, I can quickly jump in and, again, the partners within the organization, right? I mentioned that a couple of times in the presentation we work very closely with Chris's IT group, et cetera, making sure that we're applying security and policy appropriately as we develop the technology. Everything is in line with what they're trying to do as well on the IT security perspective and making sure that we're managing things in an inappropriate way, leveraging the technology that they provision for us, make available for us. Then of course we have our own IT type team that develops the application to make sure we're applying security and policy and procedure in an appropriate way.
Fran Langsner:
Terrific. Thank you.
Susan Bergtraum:
Mr. Schulz.
Eric Schultz:
Guys, thank you for the presentation. The graphics were wonderful also, but there was something in the development roadmaps said, "UI UX." Can you tell me what that means?
Cliff Steinberg:
It's a user interface and user experience.
Eric Schultz:
Oh.
Cliff Steinberg:
We spend actually a good amount of time ... If you go to McDonald's and you see the fancy menu on the board, right? That's the consumer vision, right? Over the course of time, when ERPs were developed, right? The user experience was never really that good. It's really truly a backend system. When you think about a backend system, you think about this really text-based not very user-friendly environment. We spend a good amount of time now, in our application development, making sure that the user experience is one that the users will, lack of a better word, enjoy, but be comfortable and familiar with.
We spend a really good amount of time in terms of developing queuing systems and button placement and visibility in a way that the users enjoy and make the most value out of immediately when they look at the screen. Nothing really that you can't figure out. We provide trainings, but a lot of our applications are fairly straightforward and people can find their way through. Again, that that experience is very important to us. You tend to get beat over the head when you put something out there and people just can't figure out how to use it.
Eric Schultz:
Well, it's sort of like when you you're on the phone and they say, "Would you like to take a short survey before you hang up?" The other thing, and this comes out of left field, just because of some of the experiences I've had lately, do any of our vendors pay by credit card?
Dr. Marsha Barnett:
Not that I recall.
PART 1 OF 4 ENDS [00:28:04]
Dr. Marsha Barnett:
We haven't, not that I can recall. For the most part, we're paying the vendors, but do you mean some of the districts paying off?
Eric Schultz:
Yeah. Anybody who we deal with?
Dr. Marsha Barnett:
Right. The districts are starting to now look at sending electronic fund transfers.
Eric Schultz:
Mm-hmm (affirmative).
Dr. Marsha Barnett:
They wouldn't pay, with a credit card. I think the credit card, similar to what we have, is only used for a conference or, something that required a prepayment. They are looking to start sending electronic fund transfers as opposed to checks.
Eric Schultz:
The only reason I ask is, I was in the courthouse today, filing something. They said, "If you give us a check, it's $50. If you give us credit card, it's $50 plus 2.99%. I'm hoping that as a policy, that we tell them anybody who pays by credit card, that we can't absorb that.
Dr. Marsha Barnett:
Right now, they're not. They're looking to do electronic funds transfers as a payment, as opposed to sending a check. I think that's the direction they're going in, not the cards.
Dr. Robert Dillon:
Eric, after Roslyn, most districts put their credit cards in the safe. Only a couple people have them. It's only used very sparingly. Maybe a district uses it to pay registration fee, or airline tickets, or something like that, or put a deposit down. For the most part, the use of credit cards, after Roslyn has been really, really minimized.
Eric Schultz:
Thank you.
Susan Bergtraum:
B.A.
B.A. Schoen:
I have to say that was a beautiful, visually beautiful, animated, presentation. I think it was very effective as well. Reassure me, all of those bills that you were talking about, were not payroll. Am I right?
Cliff Steinberg:
That's correct.
B.A. Schoen:
That's a different system?
Cliff Steinberg:
The payroll system is in PeopleSoft, HR. This is handling, vendor payments, and invoicing.
B.A. Schoen:
Another question is, "Could this have implications for our real estate needs?" As they say, some places won't come back to work 100% anyway. Is it possible that in the future, we might have people working remotely and not need as much office space as we have now? [crosstalk 00:30:52]
Cliff Steinberg:
Bob would probably want to comment on that. What I can say is that the work we're doing, and the work that you see represented tonight, again, I'm going to use word 'resilient'. It makes us more resilient and positions the agency better, whether or not in an emergency, on a long-term basis. To be able to move to electronic workflow, and be able to, again, mitigate the dependence on paper, and having people into physical space. Bob I'll turn it over to you to further [crosstalk 00:31:15].
Dr. Robert Dillon:
Yeah. One of the things the pandemic, and a reaction to it, is one of the committees we're studying is the feasibility of working remotely. To do agency work, and to provide services to our clients and customers. It's a very complex question. We have an excellent committee headed by Pam Christensen. Regarding the issue, it's very complex, because we have multiple bargaining units. We have people with different titles under the same bargaining unit. There's some of our work does not lend itself to remote.
Right now I haven't figured out a way a custodian can work remotely. Maybe someday we can, but right now we can't. We're looking at it. It's something that will evolve. We hope to have reports from our various committees, probably in the early Fall. This is not lighthearted work. Again, when you take a look at what's going on in VA. You mentioned some companies may never come back. There may be a lot of real estate for sale around. Conferences. We have conference space. Is that going to be used? It may take a while for it to come back.
There are so many unanswered questions, but I can tell you that we have a committee looking at it. We're looking at things just mentioned, the next crisis. Well, we want to be prepared for it. How do you lead in a crisis? We're taking a look at several things, in addition to social justice issues.
We have give [inaudible 00:32:54] our staff, our people, our leadership team, a tremendous kudos for what they're doing. The time and work they're putting in, in order to anticipate or futurize what might happen. It's a long answer to a short question, but we're looking at it, B.A.
Susan Bergtraum:
Anybody else?
Dr. Marsha Barnett:
I do want to mention one thing to Eric. I was thinking about the credit cards. We do accept it for the adult education. They take it for the workshops. For the workshops on paying a teacher, paying for a workshop, but not directly from a district. It would be an individual paying for a class or workshop.
Eric Schultz:
Yeah.
Susan Bergtraum:
Thank you. Okay. To sum up and reflect what everybody else said, it was a marvelous presentation. We thank you for your diligence, for your flexibility, for your creativity. You are remarkable, and you are so appreciated. Thank you. Thank you. Thank you.
Cliff Steinberg:
Thank you very much.
Dr. Marsha Barnett:
Thank you.
Susan Bergtraum:
Yes. With that before I continue, I need to send regrets from Mr. Ellerbe and Mr. Kaye, who could not make it tonight. They're with us in spirit. So with that, may I have a motion? Oh. And before I start, well, I'll take the motion appropriately, and then I'll ask the question. May I have a motion on the consent agenda?
Dr. Marsha Barnett:
No move. Thank you, Mr. Schoen. Second, Mr. Greenstein. With apologies because somehow there's this question of mine got lost in my translation. On the par I noticed that there were a rather significant number of speech people retiring. I don't need an answer now, but I wondered if there was a reason? Whether we are able to replace them? It was a fair number of people. Seemed to me more than the norm. That's my question. Does anybody else have any, unless Val, can you answer me or not?
Dr. Valerie D'Aguanno:
We just have a lot of people that have been with the agency a long time. They're coming up on that age where they're retiring. We have a lot of retirements this year. We are advertising. We advertised last week on the fund, Saturday, the sixth, I believe it is... Sunday, the sixth. We're also advertising this week, in the papers. We will fill those positions. We have more, obviously on this PAR, there'll be a few more on the next one. We knew these were coming, because people have been asking questions about retirement, and asking for paperwork. So we knew all of these were coming up.
Susan Bergtraum:
Okay. So there was nothing specifically related to speech teachers. It just happens that on this one, that they happen to be more than.
Dr. Valerie D'Aguanno:
Yes.
Susan Bergtraum:
Okay, fine, fine, fine. Does anybody else have a question? Okay. If not [crosstalk 00:36:14] Oh, sorry Larry.
Larry Greenstein:
I have a quick question. Do we end up in better financial shape when we have retirements? Do the people coming in make significantly less than the people going out?
Dr. Robert Dillon:
I think it's no different than a district. There will be some breakage.
Larry Greenstein:
Okay. Not that that's why we want them to retire, but it's a at least we get a little something out of losing their experience.
Dr. Robert Dillon:
Yeah but... Okay.
Susan Bergtraum:
Moving right along. Okay. With that, I had a motion to second, all in favor of the consent agenda, say, "Aye"
Fran Langsner:
Aye.
Susan Bergtraum:
Aye. Opposed? Stained. Okay, motion passes. All right. The additional consent agenda items. I'm going to take them all together unless somebody has a reason for me not to?
Eric Schultz:
Does somebody have a clock ticking in the background somewhere?
Susan Bergtraum:
You know what it is? Okay. If it's annoying you, I have a fan on is that is off-kilter and I can't on kilter it. So my apologies if it bothers you, I'll turn the fan off.
Eric Schultz:
No, no. I would prefer that my President is comfortable.
Susan Bergtraum:
Thank you so much. Okay. Michael?
Michael Weinick:
Separate vote on A.
Susan Bergtraum:
On A? Okay. Okey doke. All right. Then may I have a motion on additional agenda item A, approval of consultant contracts over $2,000 a day. I have a motion.
Fran Langsner:
No move.
Susan Bergtraum:
Thank you, Mrs. Langsner. Second?
Deborah Coates:
Second.
Susan Bergtraum:
Mr. Schoen, thank you. I'm sorry, Mrs. Coates.
Deborah Coates:
That's okay.
Susan Bergtraum:
I know I... Is there any discussion? All in favor? Aye.
B.A. Schoen:
Aye.
Susan Bergtraum:
Aye. Opposed?
Michael Weinick:
Opposed.
Susan Bergtraum:
Sustained. Okay. I will then take items B and C under the additional agenda items together. May I have a motion, Mrs. Coates?
Deborah Coates:
Opposed.
Susan Bergtraum:
Thank you. Second?
B.A. Schoen:
Second.
Susan Bergtraum:
Mr. Schoen, thank you. Is there any discussion? All in favor?
Michael Weinick:
Aye.
Deborah Coates:
Aye.
Larry Greenstein:
Aye.
Susan Bergtraum:
Aye. Opposed? Abstained. Okay. Motions carried. Does anybody have any questions on the information items? All right. If you noticed, and I'm sure you've seen them, and certainly didn't have time to look at the draft for the organization meeting, but you should have it. We have some time if there's anything there that needs to be looked at, we will do that.
As a matter of fact, I'm going to give you food for thought, or we can discuss it now. I will find out which committees might allow this. We usually just appoint one person per committee, but every now and again, somebody is interested. If we could have two board members on. I'll give you the example of the Wellness Committee. I will check out and see which committees might be able to accommodate more than one, usually two, other than the Policy Committee Board members, if it was their want. I just give that to you as a suggestion. I will, at the next meeting, let you know which committees might handle two people. I'm not suggesting that it need be, but if it were that more than one person wanted it to be on a committee. I'll let you know which ones they are. Okay. Dr. Dillon, you're on. Additional information?
Dr. Robert Dillon:
You're talking about the superintendent's report, right?
Susan Bergtraum:
Yes.
Eric Schultz:
Yeah, you know [crosstalk 00:40:13].
Susan Bergtraum:
Sorry, superintendent's report additions. Yes, absolutely
Dr. Robert Dillon:
Nothing really earth-shattering today. Just as we heard an outstanding presentation, I'd like to shout-outs and kudos to our Instructional Support staff in the buildings have done an excellent job with the moving up ceremonies. Again, with same enthusiasm and professionalism you witnessed tonight with Marsha and Cliff. We see that in the ceremonies that we've witnessed, and commitment our staff has to the kids. It's been outstanding. In addition to that, we had a great retirement recognition for the people who were driving by the other day. Our Board was out there again. It indicates what this whole organization is about; family.
I see Eric has his... I left my whistle in the car [crosstalk 00:41:07]
Susan Bergtraum:
Oh please, cover your ears.
Dr. Robert Dillon:
Again, I want to thank everybody for that. The only other thing is Regent's met this week, Regent Finn from the Sullivan County, Catskill area, was elected as the Vice Chancellor. There are other things we're still waiting for from FCD. We're waiting for guidance for the opening of school. They're trying to get through the mask mess. That's been created by the people in [inaudible 00:41:34]. You can figure out who has done that. That's all I have to report. We look forward to some more great ceremonies tomorrow. [inaudible 00:41:41] Tech and Career Prep, and finishing up the year [inaudible 00:41:44]. Thank you.
Susan Bergtraum:
Thank you. Mrs. Langsner?
Fran Langsner:
Yeah. I of course echo everything Dr. Dillon said about the moving up ceremonies, and the instructional staff, the staff in the buildings. At Friday's ceremony at CCA, we learned from Chris Korolczuk that... Even Lisa Rice, transportation, and certainly facilities also. These are drive-throughs. We have students whose families didn't have cars, and transportation arranged for buses, so those kids could participate in the same way as everybody else. It just speaks to who we are. It speaks to what we're about, and how as a county educational agency, we make it possible for every child to have the same opportunity in their programs, and even in their celebration. I just wanted to say that.
Susan Bergtraum:
Yep. Thank you, Mrs. Langsner, that was... It speaks to the appreciation that everybody in this agency has for one another. It was very heartwarming to hear. He was very appreciative. Thank you for bringing that up. Anybody else before we move on to hearing of... Actually, if there's nothing else until we get to all the new business, I'll move on to Hearing of Citizens. Mrs. Nolan, I believe we do have something on Hearing of Citizens. Is there anything else other than that one item?
Joyce Nolan:
No. Nothing else. [crosstalk 00:43:34].
Susan Bergtraum:
Okay. So if you would please communicate that item.
Joyce Nolan:
Okay. Will do Madam President. We received a letter from NABCOT, which most of you have gotten a copy of. It reads as such,
"Dear Mrs. Bergtraum, Board members, Dr. Dillon, and Cabinet members. NABCOT would like to thank you for all of your support, the PPE you provided to us, and inviting us to share our perspective with you this year. This past year was very difficult for all of us, but by allowing us to be a part of the solution, we not only got through it, we all became stronger. We were not identified as teacher, union members, supervisor, executive director, et cetera. We were all just Nassau BOCES. Now that the tide is turning and things are looking brighter, we look forward to a new beginning. We look forward to seeing you in person at board meetings, and thank you again for the open communication and for your support. Sincerely, Lori Gross, NABCOT president."
That concludes the reading.
Susan Bergtraum:
Thank you, and we do thank her. Once again this goes back to saying that we appreciate one another. That was a lovely gesture, and we do thank her. Did anybody else want to say something? I'm sorry if I... Okay. Okay. Old business? Are there any Board Members reports? Okay. Other than I will say, because I know so many of us have been at the graduations, they are as ever... You can see the effort that staff, from custodial to transportation, to aides and teachers, and administration, what goes into these graduations. How thoughtful they are, and how much people appreciate what's been going on, both the kids and their parents.
We shall continue, since we have many more to go. We look forward to them. With that, I'm going to... I hope you all saw in the packet, the resolution for this business meeting. We had discussed before, about the absentee ballot. I'm going to turn this over to Fran, who did the yeoman's work and the heavy lifting. I stood behind, I had her back. I stood back and held her up. I will let Fran take it away.
Fran Langsner:
Thank you. As I mentioned the last time we discussed this, the impetus for this was the fact that this year, the same day voting for school budgets, was scheduled on a religious holiday. While there is an option for districts to avail themselves of having that date move back a week, not all districts have the need to do that. They don't have a significant population that would be impacted by the scheduling. It's not even on their radar screen that this is an issue. However, it can affect a minority of their constituents, of their voters. Those voters, as Mr. Schoen said when I first mentioned this, have to choose between their right to vote, and their right to practice their religion. With Susan's assistance, I crafted a resolution. We went back and forth on it.
We also ran it by Jay Worona at NYSSBA. He agreed this was something that was important, and should be presented as a resolution if we agree. There is the possibility this may become moot, if the state moves to no excuse absentee balloting, but that hasn't happened yet. The truth is, I don't even know when this situation will occur again. Still, I don't think a voter should have to choose. This is the resolution that we're hoping to present. I welcome anybody's input.
Susan Bergtraum:
Mr. Weinick?
Michael Weinick:
I certainly have absolutely no problem with it. I think it's a good resolution. The only question that I have is in it, it says, "Which coincides with the religious holiday for such [inaudible 00:48:37]. I'm just a little concerned about it being so open-ended on who decides what a religious holiday is. Are we better off putting something in like the state list of DROs, or some other type thing?
Fran Langsner:
That's interesting. That's what I had in the original version of this. There is a New York State Civil Service list of recognized holidays. Jay felt that it shouldn't matter. I'm open to changing it. That is the way I originally wrote it. It's the will of the Board. How do we want to present this?
Michael Weinick:
I just don't want to leave something so wide open, possibly, for district. That's the only reason I mentioned it, but I don't have strong feelings to change it. [crosstalk 00:49:29] I just foresee a problem.
Fran Langsner:
Right. Anybody else is welcome to weigh in. [crosstalk 00:49:37].
Susan Bergtraum:
Mr. Schultz.
Eric Schultz:
I'm sorry, Fran. Last time you and I talked, I got the feeling that we were going to hold off because of the legislation, otherwise I would have given you the comments I had [crosstalk 00:49:50]
Fran Langsner:
But the legislation hasn't gone anywhere.
Eric Schultz:
Okay. Well then I absolutely support this.
Susan Bergtraum:
Mr. Schoen.
B.A. Schoen:
They did pass some voting legislation today. I was listening to the radio this afternoon, but I didn't hear specifically about the absentee bout. There is a change in absentee ballots. You're going to be able to start counting them sooner.
Fran Langsner:
Right.
B.A. Schoen:
I hope it's moot. If it's not moot, I'm glad we're in the process of getting on there as one of our proposed policies.
Fran Langsner:
Yeah. I saw that report about what happened legislatively today. The no excuse absentee ballot was not part of that legislation.
Dr. Robert Dillon:
There is a bill.
Fran Langsner:
Yes, but...
Dr. Robert Dillon:
Yeah, no.
Fran Langsner:
I would like to get a sense of whether you want me to re-add what I had written originally about the recognized designated religious observance dates.
Susan Bergtraum:
I just have, I'm really wondering though, if somebody just... It's a holiday. We're not asking them to change their date. If I'm a Michael Weinick devotee, and I am a recognized religion. If I'm the only one in my district who happens to [crosstalk 00:51:31].
Michael Weinick:
If you're a Michael Weinick devotee, you are the only one.
Susan Bergtraum:
But then, it is still my religion. After I had spoken to Michael, I thought maybe that's not necessary. If I am practicing a religion, and that's a day where I can't do other things, maybe it should be left open. I might leave it the way it is now, although I did absolutely understand Michael's point. My second question is, "If legislation passes about voting in general elections, there is separate voting rules for School Districts.
Fran Langsner:
That's true.
Susan Bergtraum:
We have to make sure that it covers School District elections. Again, I think we should move it forward. The worst that can happen is it becomes moot, and yay for everybody.
Fran Langsner:
Right?
Susan Bergtraum:
Okay. Anybody? Larry, Mr. Greenstein.
Larry Greenstein:
The problem with limiting the religions is, you're opening people up to a potential lawsuit when the Weinickies say, "How come everybody else got to do it after the ballot, and I didn't?" That's Step One. The other thing is the closer we can backdoor this into no excuse absentee ballots, the better. They don't have to pass it out [inaudible 00:52:58] and de-ballot everybody. Just check out the religion box and be done with it. In that way, it's probably getting us closer to what we want to be anyway.
Fran Langsner:
Of course, this is a resolution. That doesn't mean anything is going to be acted upon, because NYSSBA passes this resolution.
Larry Greenstein:
Right. Yeah. If the history is anything, it probably means nothing will happen with it.
Susan Bergtraum:
Mrs. Coates, do you, or did somebody finish your thought?
Deborah Coates:
Everybody has said my thoughts, thank you.
Susan Bergtraum:
Okay, because I saw the hand, and then I didn't see the hand anymore.
Deborah Coates:
No.
Eric Schultz:
I wanted to let you know, I just Googled it. The one at the Weinicites are right there with the Luciferians.
Susan Bergtraum:
Okay.
Fran Langsner:
I just want to say one other thing. This year, for those districts that did request a change of date, they only were limited to the week before. That date impacted another religion, which didn't have a prohibition against this kind of activity, but you just never know. You don't want to be in a situation where you are looking like you're favoring one religion over another.
Susan Bergtraum:
Okay. Seeing nobody else, all we need is that informal vote that says that we will submit this resolution to New York State School Boards. The Resolutions Committee will have its say about it. All in favor of submitting this resolution?
Fran Langsner:
Aye.
Susan Bergtraum:
Aye. Opposed? Abstained. Okay. We will submit that resolution. All right. The next thing on the agenda is the retreat discussion. I have not gotten quite everybody's thoughts. Everybody is at this point, from what I can tell, in favor of having a retreat. We'll start in there. Communication is the thing I've heard the most, but there are a couple of other things that are... Dovetail it. We will make sure we don't overwhelm a retreat so that nothing of substance gets done because we're too scattered.
I am waiting for another couple of people, then I will try to be a little more specific about what the majority of people were concerned about. Not even concerned; wanted to discuss. This is not necessarily a concern or anything else. However, with that said... Oh, did I hear somebody? I'm sorry. Okay. With that said, we still have to decide, unless you want to hear-
PART 2 OF 4 ENDS [00:56:04]
Susan Bergtraum:
We still have to decide, unless you want to hear the issues first, but let me bring it up and then you can, you can say hold off on it, whether we would like to have a facilitator, that would be the first thing, a date would be the second thing, and the place in any order that you so desire would be the third thing. So I opened it up. If you have any thoughts about a facilitator now or you want to hold off that discussion until we are more settled on the issues.
Mrs. Coates.
Deborah Coates:
I still feel strongly about a facilitator, I think that's something that we really want to consider. I don't necessarily think there has to be anything more than the board and maybe some key players in administration, Dr. Dillon and whoever else he decides. I think dates are going to be a little bit more difficult now that we're getting into the summer, but I would like to see us try to get something together. And I was just curious about the board self evaluation form.
Susan Bergtraum:
Well, that was my next topic. It's on there. So I will get to that. I know that I went out of order, but I will get to that next. Thank you Mrs. Coates. Unless you want to start the discussion, but I'd like to kind of finish this before we-
Deborah Coates:
[crosstalk 00:57:28] The self evaluation may group-
Susan Bergtraum:
Yes, absolutely. Correct. Absolutely. So is there anybody who is, I'm going to say diametrically opposed to having a facilitator who feels that we should not.
Eric Schultz:
I think we need to be very careful in that choice because we have run the gamut over the years. I remember one facilitator we had, if we met [inaudible 00:58:04], we met at Steve Witt's house and the person came in and some of us spent the entire evening at the crafts table, so to speak, which was just total waste of time. So-
Susan Bergtraum:
Let me give you the one person that I thought of that might, and if not, I am not wed to this. I have not discussed it with anybody. I haven't discussed it with him. W would be Jay Morona and I won't even ask you now to necessarily tell me, but think about that as... Mr. Weinick.
Michael Weinick:
I don't think that's a good idea as much as I respect Jay. And I think he's wonderful. Not that he has personal relationships, but he's not coming in with a totally open mind of either [inaudible 00:59:00] as individuals. And I think we are better off with more of a neutral person, and we also have our feelings. [crosstalk 00:59:10] He's a wonderful individual. He's fantastic.
Susan Bergtraum:
I hear you.
Michael Weinick:
I don't think he's right for this.
Susan Bergtraum:
All right.
And the only reason that I even brought that up is because I don't know how to access that neutral person. So if we can... If anybody has a bit, a thought process to, to help us get to that-
Michael Weinick:
I'm sure Dr. Dillon has a whole list of people,
Susan Bergtraum:
You know? So-
Dr. Robert Dillon:
I think we have to be careful. Again, I think we should have someone whose familiar with service organizations and, or both seats in the state. We're a member of AESA. They may have someone who can talk to us, but I think it's critical, absolutely critical that we do the self evaluation.
From the self evaluation, topics would probably emerge from that and that you can provide to someone, a prospective facilitator, so he or she has something to work with. And we talking to these organizations, they may be able to provide some guidance. Again, [inaudible 01:00:17] maybe it will provide guidance with someone they know who's dealt with both seats. I think the important thing is that someone who's familiar with both seats and, or a service organization and the fact that they have... They've got a need, something to chew on. And what they're going to chew on is the responses in that self evaluation.
Susan Bergtraum:
Okay, let me go into that. So I've already set the table. Joyce, would we be ready to go with that? Are you ready to establish that? You're on mute Joyce.
Deborah Coates:
You're on mute Joyce.
Joyce Nolan:
I'm taking it off. It's off. The reading of the resolution?
Susan Bergtraum:
No, no, no, you didn't. No, no, no. We're talking about the-
Joyce Nolan:
Board retreat.
Susan Bergtraum:
No, the board self-evaluation [crosstalk 01:01:09]. So I had contacted New York state school boards. They told me then what to do. Are you ready to get that self evaluation out to board members?
Joyce Nolan:
Yes.
Susan Bergtraum:
Okay. So that can be done... No, it can't be done tomorrow. Cause Joyce has got a vacation day. So that's not being done tomorrow, but on Monday, Joyce, if you can get that out to the board, that would be great. And it will be done because that I had set up already as well as, and so then let me ask you the second part of this, totally up to you. We're also ready to go with the superintendent's evaluation. Do you want her to send you both? Or the way to access the superintendent's evaluation, I spoke to Bob and he is ready to use New York state's superintendent's evaluation that has to do specifically with the both seats. So that was the instrument that he agreed to use. So my question is, do you want them both or do you want to finish with the self evaluation first and then we'll get the information to you for the superintendents evaluation, just so that it doesn't get lost?
Mrs. Langsner.
Fran Langsner:
So going back to the presentation that we had earlier this evening, do we know if these documents are interactive PDFs or are they paper based and need to be printed out and completed?
Susan Bergtraum:
No, they don't have to be printed out. They can be, but they don't have to be. Okay. Now look, who's talking to you. I know that the self-evaluation is on SurveyMonkey.
Fran Langsner:
Okay. So then I think if we could get the link for both of them, I don't see why there is, we need to waste any time with that.
Susan Bergtraum:
Is there anybody who does not agree with that? Seeing nobody; then Joyce, if you can get both of those things out to the board after the weekend, that would be a beautiful thing.
Larry Greenstein:
Is the deadline driven person. Can we have sort of a date we're supposed to get it done by?
Susan Bergtraum:
How about, and Joyce will let me know, once I know that you've gotten them... Well, let me ask you the question in reverse, is a week, enough time? Do you need two weeks? It's much more up to you and then I will collate the information in whatever way it needs to be collated.
Mrs. Langsner.
Fran Langsner:
We still have a number of graduations to go to in the next week and a half. I would like a little bit more than a week.
Susan Bergtraum:
Okay, yeah. Which is exactly why I'm... So what's your... I'm trying to think of today [inaudible 01:04:13] You want to say by... I don't even know what day of the week July 1st is, but somewhere in that-
Dr. Robert Dillon:
Thursday, it's a Thursday.
Susan Bergtraum:
And given that nobody, I'm not shooting anybody if they don't get it to me until July 2nd, but do you want to say July 1st as a second as a cutoff kind of thing
Fran Langsner:
That works for me? I don't know better.
Susan Bergtraum:
If I don't hear anybody else's negative, then we'll do it by, I'm going to say July 1st, just because it's July personnel will probably stick in, in mine's better than, than not
Dr. Robert Dillon:
Susan. We may want to give Larry a pass. He's only been only with us for a couple of weeks, and to put them under that pressure, to complete a self evaluation of the board, that his own evaluation himself and the superintendent's, he hasn't been around too much. I mean, more than welcome, but it's just, it puts pressure on him, I think.
Susan Bergtraum:
Well, and you know what, I will leave it to Larry to do. And if you feel you can only fill out certain pieces, just fill out certain parts of it that you feel that you have enough information on.
Larry Greenstein:
Okay. That's reasonable.
Susan Bergtraum:
Okay.
Deborah Coates:
Larry has been here for more than a few weeks Bob.
Dr. Robert Dillon:
Yeah. That's true. [crosstalk 01:05:41].
Susan Bergtraum:
He's been with us for a year. Let's just... It just hasn't been a normal year, but he has been on this board for a year.
Dr. Robert Dillon:
That's right, I apologize for that. I think you've... Wait a minute, how long have you been here? A year?
Susan Bergtraum:
A year.
Larry Greenstein:
A year. But it hasn't been a normal year.
Susan Bergtraum:
Right, but we will-
Dr. Robert Dillon:
We already filled the whole damn thing out. Put it in there Larry.
Fran Langsner:
Time flies when you're having fun.
Susan Bergtraum:
[crosstalk 01:06:08] All right. So the final piece of this would be a date for the retreat, and you know what, I'm going to ask you to do it backwards. If everybody could get to Joyce, dates that you're not available. Okay. That you know, you're away. Yes, Bob.
Dr. Robert Dillon:
I think until you have that self evaluation and go through that, then, because if you start picking dates out, you don't even have the idea of a facility, I mean, you may want to think about when you get the information there, but I think it's very presumptuous to move forward without that information. So you have an idea of what you're talking about. You can pick dates out, but again, to try to get a facilitator-
Susan Bergtraum:
Okay, so here's my thought, if we don't do this now, it's one more piece we don't have. We could come up with... Once I have where we know where people can't meet, then we have that... We're not picking a date. I'm asking for dates when people are not available. So they going have that... Fran.
Fran Langsner:
Are we talking weekdays or weekends?
Susan Bergtraum:
Again, if somebody said I can't do any weekday, then I would know what we were talking about. But I'm hoping that we can be a little more flexible and somebody could say, I would prefer, but if I have to, I can meet on a Wednesday night or whatever because I have this feeling that for some people weekdays are harder, but for other people's weekends are harder. So I'm going to ask us to be flexible, but to give me those hard dates of "I'm going on vacation here" or "I know that I have a grandchild's birthday here." And then, and I know that once we try to do this, it'll get more and more complicated, but at least it's a place to start,
Eric Schultz:
Susan, how far out are you going? We talking about this summer and September.
Susan Bergtraum:
No, well, I'm talking About through this summer. The sooner we can do it, the better off we are. And the more that we will know, whether we have to do other things as well. I mean, we had talked about also wanting to meet with the cabinet. I'm not going there yet. I want us to have that first piece so that we know what we're doing, but I know that some of us thought that that was a really worthy idea. I would like to keep that as a possibility as well. So the sooner, and nothing says, this will be soon, but the sooner we have our retreat, then we can move forward and know whether we've done what we need to do, or we need to do a little more. And then we'll move on to those other things that people expressed an interest in and thought perhaps were important.
So what I would ask you to do is just get me those dates that you know you can't do it. And the sooner I get everybody's self evaluation... And Joyce, if you could just let Ron and Marty know that, that it will be coming out and that like July 1st is the quotes cut off. That would be helpful too. So I give you that as that. All right.
I think then that we can move on to new business. So are there any new, well... I have under new business, unless it's like stuff that the board has done, there are other things that are, that I have on the list further. So unless we're talking about graduations, which you've already done, or somebody had, I mean, Fran and I had the Advocacy Institute at which Fran, if you would like to say something about it, otherwise, I mean, there was some really helpful points.
You know, there was some things that I think we knew, but I think it will get us, when we get the slides and the talking points, then we will get it out to all of you, so that if, and when we're talking to legislators, et cetera, you will have more facts if you needed them to talk to legislators. I do think that over the summer scheduled meetings will be held, and so people who are going there, or if you're making an appointment with your own legislator, or what happened to see one on the street and this information is helpful to you certainly you can use it. Why are you smiling, Dr. Dillon? [crosstalk 01:11:04]
Dr. Robert Dillon:
It's a great way to work though.
Susan Bergtraum:
Thank you.
Fran Langsner:
So it seems like the people that we heard from, especially the Congress people-
Susan Bergtraum:
That is today.
Fran Langsner:
Right, there seemed to be more momentum for fully funding, IDEA, but we've also heard that before from different people so I don't know where if that ever is going to be a reality. There was one interesting thing that I heard today when there was a discussion about the infusion of federal money that's coming to schools. There were two mentions of the fact that there's going to have to be accountability on how on performance with this new infusion of money. If the results don't show improvement over past results, there's concern that we'll never see money like this again. [inaudible 01:12:10] I asked if they expect to use the same criteria we've been using since the last reauthorization and the hope was the answer was that hopefully there will in the new reauthorization, there will be new criteria, but right now it's ESSA and that's what we're stuck with. And however, your state implements that.
Susan Bergtraum:
Mr. Schoen
B.A. Schoen:
I also attended the Advocacy Institute through MSBA. We saw Trisha Yearwood who's all in favor of music education, but also yesterday morning, Tom Suozzi was the guest of the Long Island Education Coalition. And we talked about [salt 01:13:08], which he thinks is going to be a big stretch. And he also... We dialogued quite a bit on unaccompanied minors. When you talk about that in fusion coming in, there will be money, but in some districts, if they get students who are completely compromised with PTSD, lack of English, lack of English speakers at home, and no access to internet and everything like that, it would be very hard to maintain the academic achievement that the district had prior to the pandemic and prior to the arrival of a significant number of students. And so we have to advocate for some understanding of the challenges that districts are going to face.
Mike Flynn, the executive director of Western Suffolk BOCES, is kind of the point person on Long Island about the unaccompanied minors. I'm sure all of us remember how Hempstead School District got beat up about five years ago, because school opened, they had 1200 students and they didn't have a schedule for them. Well, they didn't know they had those 1200 students. So you know, there's a lot of things... Money would be great if that, if each child came with 20, $30,000, that they're going to cost, that would be a wonderful thing. But if there was some advanced notice of the students coming, that would be a good thing. If there was some amelioration of their conditions, that would be a good thing. If some understanding of what their academic achievement is reasonably expected to be, that would also be a good thing, and we have to advocate for all of those things. So that's my report on those two,
Dr. Robert Dillon:
You know, the BI just like the supplement report, Nassau BOCES was the leader that put all these meetings together with the legislators. It was Nassau BOCES that brought the issues to the forefront. Mike was invited in because he had some... [inaudible 01:15:43] and previous experience would happen 10 years ago. But one of the things that I've had on the table is that we create a transition program because when these kids come into a district, they impact the cohort group for that particular year. So what we put on a table to consider is a transition program run by BOCES that would have an opportunity to introduce these unaccompanied minors to the American system of education, to American life, and as they acquire skills, and how you focus on it's what I did with special ed kids, kids from special act districts who were older kids who had very limited credentials, as far as, or academic credits and our goal, there was write literacy. So they could function and provide some trade training so that they could obtain a job. So that's, what's on the table.
Now we're working, as you all know, Bill Johnson is the lead educator in Hempstead. And we're working closely with Bill and Regent Tilles. I'm putting something together sooner rather than later. In the meetings that I convened with, Nassau BOCES, convene with the legislators, we said, we're already behind April because of the thousand students show up in Hempstead. You need a building. We don't have time to do a building. So there has to be some relief and flexibility in the state education department on your building codes, because Hempstead, last time I wasn't around then other than reading about it, had a building, but it didn't comply at that time with SEB, we can't get hung up with strict compliance issues.
If we have a building that sound and can be occupied, that's great. I think we have to move forward. So there's a lot more to come with that. Again, they should be acting sooner rather than later. And the numbers that I've heard of between five and 10,000 kids, know the Catholic charities in the Diocese Rockville Centre, it's working with the churches that probably the biggest distributor of young kids. So there's more to come with that, but just to let you guys know, we've been on top of this and we initiated the conversation, we initiated the meetings and conducted the meetings in board in the other BOCES.
You're on mute Susan.
Fran Langsner:
You're on mute.
Joyce Nolan:
On the bottom.
Larry Greenstein:
Susan, I think you can hold down the space bar.
Joyce Nolan:
On mine, I can, but I can't do it here.
Susan Bergtraum:
Okay. So sorry, my apologies. All right. So are we good for old business? And we're fairly... So I'm going to move to new business first board, if there were any board member reports other than then... We're going to go to foundation report and then we'll do Nassau-Suffolk stuff and then Michael has proposals just so that you know, that I'm not forgetting anything, but that's the order that we'll do it in. Is there a foundation report?
B.A. Schoen:
[inaudible 01:19:13].
Susan Bergtraum:
Okay, All right. So then, the first order of business, and I'm going to take the two items separately, we'll vote on this for Nassau-Suffolk School Boards Association. We have to vote on the slate of officers and vote on the budget. We will vote on a slate of officers first. I'm going to read the resolution, and then we will proceed from there.
Be it resolved that the Nassau-Suffolk School Boards Association proposed 2021-22 slate of offices and members of the executive committee as presented by this nominating committee be, and hereby is approved or not approved. So all in favor of approving the slate of officers that was proffered by Nassau-Suffolk School Boards Association. May I have... I need a motion, a second. We can have discussion. I apologize. So can I move for the approval of the slate of officers?
B.A. Schoen:
[inaudible 01:20:28].
Susan Bergtraum:
Okay. Second. Thank you, Michael. So it was Mr. Schoen moved, Mr. Weinick seconded. Is there any discussion? Seeing none, all in favor?
B.A. Schoen:
Aye. [crosstalk 01:20:45]
Susan Bergtraum:
Aye. Opposed? Abstained. Okay. So the first resolution on the slate of officers was just approved. The second motion is: be it resolved that the Nassau-Suffolk School Boards Association proposed budget for the 2021-22 school year as accepted by Nunez executive committee. Be here by is, I'm going to say approved because obviously if we don't vote for it, it will be disapproved, so is hereby approved. I need a motion and a second, and then we can have discussion. May I have a motion? [crosstalk 01:21:19].
Mr. Schoen.
Fran Langsner:
Second.
Larry Greenstein:
Second.
Susan Bergtraum:
Mrs. Langsner. All right. Is there any discussion?
Mr. Weinick.
Michael Weinick:
Just very briefly I will be voting no because I think the budget was terrible and it was compounded by the fact that we did not have a meeting whether in person or virtually to discuss it and get the answers that we thought. So I will be voting no on the budget.
Susan Bergtraum:
Okay. Is there anybody else who... Mr. Schultz?
Eric Schultz:
Well, I agree with Michael, but I also think that the answers we got from Nassau-Suffolk School Boards Association were insulting. They were not illuminating at all with regard to what they did, but like my I'll point to one, $150,000 budget transfer from reserves for anticipated. They still haven't explained to me or anybody else, and maybe Larry if you can elucidate, what that $150,000 can be spent on. It was in prior budgets, but it didn't show up in this budget as having been budgeted last year. I went back and I'm not sure I could find it. The issues with regard to salary increases, they still don't make sense to me. Without naming names, I'm just talking about positions. If an executive director is going to get additional funds for doing work because he or she doesn't have an assistant, but yet you're going to hire an assistant and the current assistant is going to come in and assist her. What is the executive director doing? So it's just all out of whack. I mean, if we were to present a budget like that to a community, they run us out of town.
Susan Bergtraum:
Anybody else?
Okay. So with that, all in favor of passing the Nassau-Suffolk School Boards Association 2021-22 budget, say, "Aye," raise your hands. Okay. Just keep hands up so that I can... One, two, three, four, five. Okay. So five, five yeses. Opposed? Okay. Two noes. All right. So.
PART 3 OF 4 ENDS [01:24:04]
Susan Bergtraum:
Opposed?
Michael Weinick:
Opposed.
Susan Bergtraum:
Okay, two no's. All right. So the budget proposition passed as well. So Joyce, if you will just send that information to Nassau-Suffolk. Oh, well, I can't say tomorrow, but can you make sure somebody does because I, [crosstalk 01:24:22].
Joyce Nolan:
It's due on Monday. June, 14th.
Susan Bergtraum:
Okay. So either ask somebody else in the office to do it or you'll do it on Monday.
Joyce Nolan:
I can actually do it tonight.
Susan Bergtraum:
Okay. Oh, that would be wonder... Okay. Fine. Good, good, good. All right. Before I go to, oh, there's one other item that we need to decide before I go to Michael's. Whether you want to discuss it tonight or not. There had been some discussion about rejoining Nassau-Suffolk School Boards Association. I don't want it to get lost so that we're at the annual meeting, the organizational meeting, and we're all of a sudden discussing it. So I give you, do you want to discuss it tonight? Do you want to hold that off until the next meeting? What's your pleasure?
Eric Schultz:
Let's do it at the next meeting.
Susan Bergtraum:
Okay. All right. So Joyce, if you will put on for old business membership and that sort of stuff at the school board association, I will tell you that Bob [crosstalk 01:25:24]
Larry Greenstein:
Is our next meeting the reorg?
Susan Bergtraum:
No, no, no. [crosstalk 01:25:30] I would not. Otherwise I might've insisted on doing it now. Just not to- No, we've got a meeting in between.. June 24th. [inaudible 01:25:39] Yes. June- Okay. And just with information, I don't remember whether it was mentioned or not, but Bob Vecchio is going to be the new executive director in a year, but that was part of what they were talking about for Nassau-Suffolk School Boards Association. So he will be resigning his board seat and he will be leaving his job. So, cause Lorraine is staying for another year, so that she can mentor him. He is planning to slowly the divest himself of his other responsibilities, so that he will be the person who's taking over. Mr. Weinick.
Michael Weinick:
I want to thank you for that. I just wish I knew earlier because it puts a lot of the questions that I had on the budget into perspective.
Susan Bergtraum:
Right. Okay. But to be honest, I didn't, [crosstalk 01:26:35].
Michael Weinick:
Eric understands what I'm talking about.
Susan Bergtraum:
Excuse me?
Michael Weinick:
I said, "Eric understands what I'm talking about."
Susan Bergtraum:
Okay. Mrs. Langsner now.
Fran Langsner:
So I know we weren't going to discuss this now, I just have a question. If we do not renew our membership, does that impact Larry's ability to be on their board?
Susan Bergtraum:
Yes. Yes. Mr. Greenstein.
Larry Greenstein:
Just a quick thing. The reason that Bob was not mentioned earlier is that he needed to square things away with his employer before his name was released, so other than that, it would have been told, it wasn't deliberately being hidden. It's just that it was confidential until he was able to work things out with his employer.
Susan Bergtraum:
If you recall back to when Tom Rogers was coming to us, that was the same kind of thing. So, it happens. Whatever it is, it happens.
Eric Schultz:
It wasn't the same kind of thing, because there was no, nevermind.
Susan Bergtraum:
Right, don't even. [crosstalk 01:27:42] But this is not so unusual. All right.
B.A. Schoen:
Well, in light of the fact that the person that we just voted for to be an officer of Nassau and Suffolk, would not be an officer of Nassau and Suffolk if we were not members. I don't think we have to discuss it. Please, let's not discuss it.
Eric Schultz:
Why not?
B.A. Schoen:
As I said, because one of our colleagues on this board, that we just voted for to be an officer of Nassau and Suffolk, would not be an officer of Nassau and Suffolk if we were not members.
Eric Schultz:
I think there are people who want to discuss it. So why are we just precluding discussion?
Fran Langsner:
But we're not going to discuss it now, I guess [crosstalk 00:01:28:37]
B.A. Schoen:
I don't want to discuss, not supporting one of our members for a position that he's worked at.
Eric Schultz:
Can you please put it on the agenda?
Susan Bergtraum:
It's on the agenda. Okay. I think the last thing then, and we will get to it tonight, so that's, that's a good thing. Michael, do you want to take [crosstalk 01:29:15]
Michael Weinick:
Yeah, thank you. Basically I'll be very brief because I put in writing to all the board members, what my proposed resolution was, I backed it up with all of my reasonings and most of my rationales. So I'm certainly not going to go through it. The only thing that I would like to say is that it was pointed out to me that the decision was heavily influenced by a poll of the members. First of all, if we take a look over the past five years, there have been at least a half dozen resolutions that were presented by the NASPA board of directors, based upon the polls that went down at the convention, for one reason or the other. But just because somebody says yes on a poll, doesn't mean that they were in favor of that idea. Those polls, in order to get a correct answer you need a correct question.
And I've said over the years, those polls are not completely valid. And if we do want to take a look at that poll, 26.1% of the membership said that we should have a virtual business meeting. 25% said it should be an in-person business meeting. 26% versus 25% is certainly, in my book, not an overwhelming direction on where to go. And after that 45.2% said, forget about a business meeting. Just send us the resolutions and we'll vote upon it at a week or two time period. Now is anyone suggesting that we do away with a business meeting and simply vote on resolutions without hearing what our colleagues across the state have to say? So we can't go by 26% versus 25%. This resolution, let it go to the membership to decide. That membership says no, it goes down. Nothing lost, we're not hurting anyone or anything. All I'm proposing is that we put it up for a vote. Do we want either virtual or, I put in there, hybrid? Let it be both. That's all.
Susan Bergtraum:
Mr. Schoen.
B.A. Schoen:
Could I have the share screen Joyce?
Joyce Nolan:
I don't, Angela. Angela, are you listening? Jessica? Can you do it? [crosstalk 01:31:55]
B.A. Schoen:
Okay. I want to share a PowerPoint. This PowerPoint was presented to the executive board of Nassau, of New York State school boards, about the recommendation to conduct the 2021 annual business meeting. There it is. Okay. So you can read along. You'll see that the NYSSBA bylaws require membership be informed of the date/location of the annual business meeting six months prior to the meeting. So it would require a change in the bylaws, not just a resolution to change that.
Here's what argues against a hybrid meeting. If you recall, a couple of years ago, we had the clickers, which gave us an instant count. They cost about $3,500 years ago. So a hybrid has its issues. I got to expand this, I'm sorry. If you can read this, if you want, you can have it emailed to you, but this is not something that was just pulled out of the air. Everybody would prefer to be in, I can't say everybody, but I personally would prefer to be in person. I think the ability to make amendments and to hear arguments, one way or the other, are much better when we're live and in person. But I have to say that I think we're trying to micromanage, when we propose a bylaw amendment that might be moot. Hopefully it would be moot next year anyway. That's all I have to say. Thank you.
Susan Bergtraum:
Mr. Weinick.
Michael Weinick:
First of all, by proposing a bylaw or amendment, we're not micromanaging. Over the years, there've been any number of bylaw amendments, including very recently in terms of who's going to be on the executive board. But I think the confusion here, I'm not talking about this convention coming up this October, that's set. This resolution is going to be at the October 2021 business meeting for 2022 for the following year. I understand it's too late now. I'm not looking to change anything that has been set now. What I'm looking for is the future, assuming the pandemic is over, and that's why I put those words in like that. That I don't want it staying as a virtual. But I'm not talking about four months from now.
B.A. Schoen:
I didn't think you were .
Michael Weinick:
Well, but you're talking about a bylaw thing. So what is six months of a notification have to do with anything? If we pass this in October, you have a year notification.
B.A. Schoen:
Well, the date still has to be set.
Eric Schultz:
[crosstalk 01:36:26] Who put together that PowerPoint?
B.A. Schoen:
That was the staff of NYSSBA that presented it to the board of directors of NYSSBA.
Susan Bergtraum:
All right. So let's start with the easiest question. Assuming it's easy. You all have read Michael's resolution.
Oh, and because I spoke to Michael this morning. So I did call Brian, Michael, and didn't get the answer that I was hoping for, which was, yes, we'll be in person in 2022. They have not considered it yet, but it may be moot is all I'm saying.
But that being said, the same way with the other resolution that we're putting in that might be moot before it gets to a convention. Is there anybody else that wants to weigh in? Otherwise, I'm just going to take a vote that says, do we want Michael to work on this resolution? With the rationale, et cetera. I will tell you that he thought that doing a hybrid would be really hard and might not be doable. So it would then be one way or the other, but that you can work on, and/or you can submit it to them and let them massage it to make it the most likely to be recommended. Is there anybody else that wants to speak about this? Otherwise, I'm just going to take a quick consensus of how many people want- Deb, do you want to say something?
Deborah Coates:
Yes. I just want to say we've had the discussion. I told Mike that I did not support making this a bylaw change like B.A. said, because, and I said it this morning that this decision was made months and months ago, that we had to do something then, and it had to stay in effect for October. I don't believe that, and I trust the people that we have appointed to be and elected to be our representatives, that they will understand and be able to bring that message back to them, that moving forward, we want to have in-person business meetings. But six months before the convention, if something happens again, they may have to make a decision that we will have to adhere to. I'm not in favor of making a bylaw amendment. And I told Mike that already.
Susan Bergtraum:
That has nothing to do with Mike's resolution. [crosstalk 01:39:25]
Deborah Coates:
They said that Mike's proposal is a change in the bylaw. It's an amendment to the bylaws. It's not a resolution, right? Right B.A.?
Susan Bergtraum:
[crosstalk 01:39:34] Mike read your resolution so that it's clear. Because maybe I'm misunderstood and I don't want to-
Michael Weinick:
[crosstalk 01:39:51] Is there a bylaw now that says when and how the convention is held? It says you have to have an annual meeting. That's all it says, the resolution, as I have it now, resolved that the annual business meeting of the New York State School Board Association be held in-person or hybrid form, unless the health and welfare of the participants is in jeopardy. The only bylaw that there is now to my knowledge is that we have an annual meeting. So there's nothing that has to be changed there.
B.A. Schoen:
And the time and date be announced six months early.
Michael Weinick:
Well, I'm not changing it. That can still be announced six months early. I'm not changing that.
B.A. Schoen:
When you spoke with Brian Fessler a couple of times about this, he didn't tell you it required a bylaw change?
Michael Weinick:
Number one, I did not talk to him a couple of times. I sent one email to him and he returned one email to me, and he said nothing about a bylaw. And as I say, I'm not an expert on the bylaws of New York state school boards, but to me, the only bylaw that there is, is that you have an annual meeting. I'm not changing that. And I'm not changing the notification time. All I'm talking about is the form that the meeting be held in.
Susan Bergtraum:
All right. When did the resolutions have to be in? I don't have that date in my head.
Fran Langsner:
July 16th, something like that.
Susan Bergtraum:
All right. So here's a suggestion, because we can still do this, even if we hold it off. And I'm not trying to push you off, but you may want, Mike, this may make it clearer for other people. If you want to speak to Brian tomorrow, read him your imperfect, not yet resolution. Ask him if that would require a bylaw change, which may have other people reconsider how they might feel about this, and get as much information as you can from him and then come back. Whatever information you get, if you can get it to us before, so there may be more clarity by the next meeting, and we can move more quickly on this. Larry, I see you, I'll get you in one second. That's a suggestion, because if it doesn't require a bylaw change, that may make it a little smoother for some of us.
Larry.
Larry Greenstein:
If you want this to be a little clearer, you can say in it, business meetings starting as of October 22nd, 2022, so there is no confusion about what you're talking about. And then there's no six month notification thing, just as a way to make it clearer. There'll still be people who are in favor and people who are against, but at least I think will people understand better what it is you're trying to do.
Michael Weinick:
Larry, this is a resolution that's going to be at the next business meeting. [crosstalk 01:42:52] I'm saying there is no confusion, but coming back to Susan to your suggestion, the truth of the matter is I really don't want to call Brian. I don't want to call anybody. What I'm asking from this board is either you agree with the concept or you don't agree with the concept. I don't care whether it's a bylaw change. I don't care what it is. Either we're in agreement with the overall concept, and then I will do the work on the nitty gritty. If you're not in agreement with the concept of having an in-person meeting, as opposed to a virtual meeting, then there's no point in going any place. And what I'm hearing is that this board is not in agreement, so let's end it here. I'm not going crazy on this.
Susan Bergtraum:
All right, anybody else, if there is no other input. Fran.
Fran Langsner:
There are many resolutions that get presented, don't get supported. Some don't. I understand Michael's point. He's not trying to make a change for this upcoming convention and business meeting. He's looking to the future. What he's asking, from what I understand, is that when things are back to normal, there's no health risk to anybody, that there is no consideration that a virtual meeting replace the in-person meeting. Is my interpretation correct, Michael?
Michael Weinick:
Yes, that's correct. And you know, the only other thing that I want to add, Fran, is part of their rationale was that if people go to the business meeting, they can't go to the various sessions. So let's have the business meeting at a separate time. You're going to have people from across the state coming on a separate date. That's why I'm concerned that this virtual thing is going to be there forever. Because if it's not tied in with the convention, you can't even get a quorum now. And how you're going to get it when it's a one day thing, just for the business meeting? [crosstalk 01:45:11] Susan, why don't you just take, take a vote on the concept?
Eric Schultz:
[crosstalk 01:45:16] One other thing. There are plenty of people who sit in the back of the business meeting and watch it and comment, and it's a public meeting. To now do it virtually, is everybody in the organization going to have access to it?
Susan Bergtraum:
[crosstalk 01:45:38] Yes.
Michael Weinick:
That that's yes. You saw I was not a voting delegate and I did watch it on the computer.
Fran Langsner:
A lot of things have changed because of this pandemic. There's no question about that. There are things that we will retain going forward. There are things that we can't wait to go back to the way they were. I think what Michael is most concerned about is that this is one of the things that will permanently change, and it's not, in his opinion, the way that this should be organized. He doesn't feel that it's fair to the membership, that it really gives everybody a chance to weigh in on the proposed resolutions. I mean, I understand what he's asking for. I think that I would like to see that resolution.
Susan Bergtraum:
Well, and again, the hesitations that I'm hearing in several places are because we may not have enough information. So I could ask how many are in favor of it, and if they knew that other things are in place, he might get the support. But he's just asking for it now. So I will simply ask how many people want Michael to present work on this resolution because they're in support of it the way they're understanding it now. That's the most I can do. You know?
Fran Langsner:
And unfortunately we have two board members who aren't here tonight.
Susan Bergtraum:
Right? [crosstalk 01:47:32] Well, you know, again, we can wait till the next meeting if you want to, but [crosstalk 01:47:39]
Michael is the one that asked for the vote. That is why I'm asking for the vote now, but I saw Eric, did you want to say something?
Eric Schultz:
I would ask if Michael would just do the groundwork as best he can, so everything is there the next meeting for us to make that determination. Because I also think, having gone through this for almost 30 years, it's important that we meet our colleagues face-to-face to have discussions. There are always people making points that, on a virtual basis, when you're sitting by yourself in an office somewhere, or on a computer screen, then it doesn't have the same effect. I go to all sorts of meetings with, with different organizations that I'm involved with and with clients, and it's not the same. Not the same as being able to look somebody in the eye and saying, this is how I feel. This is what I'm talking about.
Fran Langsner:
Even our meeting is not the same!
Eric Schultz:
There you go.
Fran Langsner:
Right? I mean, it's just not the same. And what Michael, I think, is asking that this doesn't become the standard operating procedure.
Eric Schultz:
Yeah, I agree.
Susan Bergtraum:
Mrs. Coates.
Deborah Coates:
I see that. I think that if you can get some more background information, I think it's something that we may want to discuss at another meeting. I would be in favor of that.
Susan Bergtraum:
All right. But the only caveat that I would say then is, there are things that people need to hear to make them comfortable to support this. You know, coming back with the same thing is not necessarily going to have a different outcome. So if we want to see that, then we have to [crosstalk 01:49:30] have some of those questions answered.
Deborah Coates:
Well, there's the whole thing. Is it a resolution or is it a bylaw or change? There's number one. [crosstalk 01:49:40]
Susan Bergtraum:
Well his would be a resolution, but it could engender a bylaw. That's why I said to him, he could find out if it would engender a bylaw change. Yeah.
Deborah Coates:
Okay. Are you willing to do that Mike?
Michael Weinick:
Sure.
Susan Bergtraum:
Okay. I think if those kinds of things are addressed, there will be far less consternation about why this is being presented, and what it's effect will be. Because I don't see this at all as a criticism of New York State School Board. At all. [crosstalk 01:50:27].
And I would not want it to be, and I wouldn't vote for it if that's the way it was presented, if it is simply we want to know whether people value in person over not in person. But there are things that need to be understood before we feel we can go forward. So if you're willing to do that, Michael, then, Joyce, if you will put this on old business also for the next meeting, then we will take it up then because there is enough time to submit it.
With that being said, is there any other business that needs to be discussed? Otherwise, we have no executive sessions, so we will adjourn the meeting. So let me just give you a chance. I see no hands, so with that I will ask for a motion to adjourn, Mr. Schoen, second, Mrs. Langsner, is there any discussion about that? Seeing none. All in favor. [crosstalk 01:51:45] Goodnight. Everybody have a really good weekend. [crosstalk 01:51:49]
PART 4 OF 4 ENDS [01:51:50]
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Nassau BOCES Board Meeting - May 20, 2021
Note: Please click the play button to play the live broadcast.Angela Marshall:
You can start.
Susan Bergtraum:
All right. Welcome everybody to the May 20th, 2021 Nassau BOCES Board of Education Meeting.
We are glad that you are with us, we thank you all for all you do. That is a standing thank you which I hope you know whether or not we or we say it. With that, I'm going to ask Mrs. Nolan to please lead us in the pledge.
Joyce Nolan:
Certainly.
I pledge allegiance to the Flag of the United States of America, and to the Republic for which it stands, one Nation under God, indivisible, with liberty and justice for all.
Susan Bergtraum:
I saw a quorum since I opened that meeting, we do have a quorum of the board. I will ask for a motion to accept the minutes. May I have a motion?
B.A. Schoen:
To move
Susan Bergtraum:
Thank you, Mr. Schoen. Second?
Thank you, Mrs. Coates. Is there any discussion? Seeing none. All those in favor...
Group:
I. [crosstalk 00:01:26]
Susan Bergtraum:
Opposed...
Abstained. We have the minutes approved, next, we have a presentation from Special Education, Dr. Dillon, if you would.
Eric Schultz:
Susan.
Susan Bergtraum:
Yes.
Eric Schultz:
I have the point to press the privilege right before we start. On behalf of the board, it was a pleasure to see Jessica in the flesh, in person, more than just a floating head on a screen. I guess officially on behalf of the board, welcome.
Susan Bergtraum:
Right. And I told you it was so nice to know she had legs the first time I met her.
And following that Mr. Schultz, just to commend Dr. Dillon for a masterful presentation this morning.
Dr. Robert Dillon:
Thank you.
Susan Bergtraum:
With that, I will turn it over to you.
Dr. Robert Dillon:
Tonight's presentation is by Susan McNulty and Chris Reinertsen. It's on some changes in amendments and progress that we're making using technology with special education. So, Susan and Chris?
Chris Reinertsen:
Thank you. I'm going to share my screen. Is everybody seeing our presentation?
Group:
Yes.
Susan McNulty:
Okay. Good Evening, tonight Chris Reinertsen and I will be sharing with you our analysis of, and plan for our Department of Special Education's Student Data System Transition.
For the past year the Department of Special Education has been working with the Department of Curriculum Instruction and Technology, Financial and Information Systems, Business Services, as well as regional and instructional programs, to do an in-depth analysis of our current ASpire system and outside Data Systems, with the possibility of moving to a new system or systems that would be more efficient and effective for our programs in the future.
We are always looking at we can build our BOCES of the future.
Currently, the Department of Special Education uses the ASPire Data Management System. This system stores our student data, manages IEP transaction, and bills districts. ASPire is a legacy system and one that has been in place for over a decade.
Over the years, there have been many conversations about the ASPire System and its functionality and adaptability. This system has been continually updated to meet the changing needs of the Department and what was needed.
As the saying goes, "From Crisis comes Opportunity." As you heard Dr. Dillon mention in the State of Agency Address, over this past year we had accessed, re-designed, and activated plans for our, systems, processes, and procedures. Many of these redesigns have moved us towards electronic forums and systems. After a thorough analysis, we have found that at this time there are other systems available that would benefit the Department of Special Education and agency at large.
I would now like to ask Chris Reinertsen to share with you, some of the history of our system, as well as the findings of our analysis.
Chris Reinertsen:
Thank you, Susan. Can everybody hear me?
Fran Langsner:
Yes.
Chris Reinertsen:
Thank you.
This product that we're using right now, ASPire as Susan mentioned we refer to it being a legacy. It like several other programs that we used many years ago began out of necessity, you couldn't buy the kind of software that Special Ed needs to both, interact with IEP Data, and to do billing 15 or 18 years ago off the shelf. You had to engage somebody to write it for you.
It was fairly common when I saw it BOCES many years ago, to encounter these folks who did a very nice job of creating custom applications, and that's exactly what happened here prior to it being ASPire it was this thing if you would pardon me calling it that, ASP 2000 which indicates to you how old it is, it was an MS-DOS program when it started.
Many of these programs, ASPire being one of them, began with one or two guys who wrote code in a shop someplace. They were good guys, all smart guys so that's why we engaged them, and local districts used them as well, you would find the same guys, here, there, and everywhere back in the late 90s and the early 2000s writing code, because you couldn't buy it.
The Special Ed stuff is so specialized, to coin a phrase if you will.
It took years for the regular vendors who wrote big-time applications for it to catch up with the requirements. We many years ago embarked on this effort to interact with district-generated IEPs, and to collect basic demographic information within the application, so it has been going on for a long time.
In that context, as we went forward in time we got to the point where we had a risk management audit, which began probably in 2017 as somebody out there can correct me if I'm wrong. One of the things we got nicked on, as they say, is this idea that we take one of the largest applications we have that's responsible for all this interaction with districts and district IEPs, and responsible for all the Billing Data that comes from the agency. We effectively have a very small operation, a one guy shop, who is doing the development support of it.
Now I have to emphasize that this is a smart, responsive, good guy who has been doing good work for a long time. But, the auditing standards right now say you can't take an agency that has the mass that we have right now and put all of that functionality on one guy, it's a point of risk, institutional risk, and it's not acceptable.
As Susan mentioned earlier, that forces us to go out and look into this public software arena and try to find out if there are better options for us that interact more fluently with the district, provide the appropriate security, also importantly, cure this billing thing that we have now that is also this legacy scenario where the data that's extracted out of ASPire is massaged by another old program and then it goes out, etc...
It's important to know that nothing here is not working right now, it's just that what we've been advised of on more than one occasion is that we should look to places where we can get software that is enterprise-ready, that is supported by large companies or institutions, so that we're not at the mercy of the standard cliché, "If the guy gets hit by a bus, we're going to have a long day," it just not a good excuse or a good moment if anything like that were to happen.
It's important to emphasize that the program has done an excellent job of getting our money's worth out of this application, and the vendor himself is responsive and he's a good guy. But the faults and the flaws in the execution of things that happened 18 years ago, we persisted with it, we've gotten good returns, but it's time to look at other systems so that's where this begins.
There's hidden expense here too. When we're asked to do certain things against this application, that is collect certain data, run certain types of reports, a very good example would be to give RSIP access to district IEPs, we have to do things like get Cliff and Sandy involved and see if we can create some other exception to move this data. It turns out that if we were to look other places, there are programs right now that have caught up with the requirements of the agency, interact fluently with IEPs, have billing modules that are built for these purposes, it starts to solve all of our problems.
The pandemic brought out other shortcomings in the program we need to be able to provide certain data to parents and other stakeholders publicly, and for many years we had this application behind our Firewall, we've protected the data appropriately. But, the pandemic is demonstrated that we need to be portable, we need to be public-facing, we need to be secure, and in order to do that, we reached the conclusion that it would be time for us to make a move that will sever our relationship with the current application over the course of a couple of years, because this is a very methodical and tricky transition that we have to go through.
That's the discussion in a nutshell. I have to give credit where credit is due. When we got the report from the auditor, we went and started having conversations. Special Ed has been extremely responsive to trying to understand what this process might look like over a multi-year phase, and got a lot of help from FIS, and Cliff, and San Deep.
We've all been looking at this pretty hard, and I think the conclusion is fairly obvious to us, in order to provide the access, the security, the appropriate risk-management, and all the other things that are expected of us, in context we will be recommending that we make a move pretty rapidly in this context. Again, I want to emphasize the fact that we're not reacting to an event, we're trying to be proactive. We've known about this for a while, and I think we have all the right people's attention on it at this point. That's the short speech if you will. If there are any questions, please feel free to ask or hold them till later.
Susan McNulty:
Great, awesome.
I also think an important note to make is that visually we'll have a positive impact on our customer relationships, so our conversations and our think-tank groups with district directors and union representatives have all indicated that this is a highly preferred direction for our department. We have a lot of support from districts and from Union on this as well, which is important as you're making any type of transition in the system.
Our transition from frontline ESA will allow Nassau BOCES staff to work directly in the IP Direct System with district staff, something we have not been able to do in the past, so that's a big win and that's why districts like this idea.
I'm going to talk a little bit now as we look from moving from ASPire into new systems, it actually would take us into two data systems. The first system is named, Frontline ESA and that's what we're talking about here. Frontline ESA will give us IEP Direct, which manages IEP transactions, and BOCES Direct which will manage our billing transaction. The second system is a Student Information System, and the Department of Special Education has decided to use Power School.
They're several major student information systems on the market, the most widely used student information system in Nassau County is Power School, 43 percent of Nassau County districts use Power School, while the other 57 percent are split across multiple systems, so the common use of this program will allow for easy communication and smooth transitions with districts.
This slide shows the benefits of the new systems and how they'll support us, if we look at our Front Line System, we'll have accessibility from any network on all platforms. IEP documents are collaborative with districts so teachers, related service providers, administrators, will be able to enter data directly into the IEP System. Teachers and providers can create progress reports, and related service session notes can go directly into the system.
This brings us from that transition from paper-based to electronic forms that we've been talking about. And for billing, it'll give us a direct export into Wind Cap, which is also a big important push for us as we're moving for our billing system.
When we look at Power Schools, that's also is accessible from any network and on all platforms, and we'll have a parent portal, a scheduling module, and a grade-book with report cards and transcripts. It will make our system consistent and move us towards more of those electronic forms that we're looking for.
This is our last slide. In our last slide I'd like to share with you our phase transition plan, so how are we looking to roll this out?
We're looking to roll this out over a multi-year plan, it would be Phase one, two, and three. From 2021 to 2022 that's Phase 1 and that would be this coming school year, we will pilot Frontline ESA, we will train our staff, and we will also use this by our in tandem to ensure that backup is there and smooth transition happens.
In 2022 to 2023, we will expect full implementation of our Frontline Systems, and we'll have Power School beginning with data migration and initial setup that'll be our pilot, and we'll also be training staff on Power School. We will keep ASPire and use that in tandem with Power School during that transition time.
And from 2023 to 2024, we would expect the transition to be complete for Frontline and for Power School in that last year, and we would no longer be using our ASPire data system, but we would be able to have access to historical data if needed.
As we look at our Phase, we've thought about what would be thoughtful, plan to make sure we have back up, have a smooth transition, and as we look at it, we're doing it in a timely manner that we think would be effective and create a smooth transition.
Chris Reinertsen:
If I may Susan, one other thing I think is important to know is that we are the exception statewide in terms of how we handle this data, there's a vast majority of other BOCES that have made this transition and did so several years ago, primarily because they had at some other point decided to abandon whatever homegrown types of applications that they had in place and move towards a system where there are two to three things running here.
One is an enterprise student information system, and the other is the Enterprise Module, it interacts with Special Ed, so we are not doing this without having looked very carefully at what others centers do, and what those results were. We're the last of the dance here, but that's okay, I think it's been well researched and it's time to make that move.
Susan McNulty:
I think that's important to say, Chris, we've had a lot of conversations with other BOCES, with districts, and have gotten to see how is it work there. We've met with directors there, what did that look like? What was your rollout like, so nothing is being done in a quick fashion, it's being done in a way that we feel will be effective for all of our staff, and in the end will be effective for the agency at large as Chris said before, RSIP will get to benefit from this, along with Special Ed, billing departments, many departments will be affected by this in a positive way.
I would like to say that I thank you all for taking the time to listen to this evening, and all stakeholders that have been involved, this has been a team effort with multiple departments, and everyone put in a lot of time. We've had a lot of conversations. Being a new Executive Director, I've got to have lots of conversations with a lot of new faces so it's been a great year planning.
All right, I'm going to turn it back over to Dr.Dillion.
Dr. Robert Dillon:
Susan and Chris, thank you very much. I just got an email from a woman named Karen Ellen she wants to be [inaudible 00:17:35]
Chris Reinertsen:
Well, you couldn't leave that alone, could you?
Dr. Robert Dillon:
No, I couldn't. Thank you, everybody.
Susan Bergtraum:
Okay. I see Mrs. Langsner and Mr. Greenstein have questions, Mr. Schultz was well. So, Mrs. Langsner, Mr. Greenstein, Mr. Schultz.
Fran Langsner:
I have a question about Power School. Is that comparable to Infinite Campus?
Chris Reinertsen:
Yes.
Susan McNulty:
Yes.
Fran Langsner:
For the districts that use Infinite Campus, how will those two interact?
Chris Reinertsen:
The short answer is that they don't. What happens is that...
This is a little technical, I'll try to get through it here. Power School would be the stand-alone SIS for Special Ed, that would be grading and attendance, demographic data, and things like that. If you had Campus running in your district, Campus would be populating IEP data fluently within the district, and then we would have access to that IEP data, so our choice of an SIS versus East Williston's choice of Campus, they have nothing to do with each other in this context it doesn't affect any kind of transparency or fluency in that context.
Fran Langsner:
Now that we're going to be shifting over to Power School, would districts be able to contract with Power School through us if they wanted to make that change now that we're no longer going to be using ASPire? Would it be in their best interests? Would it be easy for them? How would that work?
Chris Reinertsen:
It's a good question, and they already do. Right now we provide licensing and support for Power School to that 40 percent of Nassau County Districts right now, and the ones who run e-school data and Campus and the others. We're heavily engaged in all this and the folks who work with Lavern and do SIS support, we have all of that in-house right now. I won't speak for program here but Susan and company went out and looked at all the available ones. There are features right now in the SIS that lend themselves to more fluent use of other systems. You can use learning management systems they integrate better, it saves us time and money in trying to get ASPire to behave because we get these features right out of the box, and there is no conflict with any district in the context of the decisions that are made.
Fran Langsner:
Good, thank you.
Chris Reinertsen:
You're Welcome.
Susan Bergtraum:
Mr. Greenstein.
Larry Greenstein:
A couple of things, is this one of these programs that you pay a licensing fee for and it's in the cloud and it gets updated automatically or is it something we buy version 2.7 of and upgrade to version 3.0 in some point in the future?
Chris Reinertsen:
It can live anywhere meaning you can run it on a physical server, we could run it as a virtual box. If you remember you were in the room, this morning and in that room we had run it there, but we don't do that anymore, we throw it up in Azure, we throw it into the Cloud. Maintenance of the application is still something we do in-house, and I'll take that into two pieces.
The Power School stuff we update when they release it so that we're routine state reporting updates that happen all the time. We have staff who are quite good at that who both care for the revision side of running and the state reporting updates. The IEP, the Enterprise version of that is updated by the vendor, so it's a two-part thing here, we'd be responsible for the Power School portion of it, which we would host on behalf of Special Ed, if they're nice to us we'll give them a discount.
Larry Greenstein:
For the next few years, we're going to be set up having the licensing fees under new software and the licensing fees on the old software. When this is all done are we spending the same more or less?
Chris Reinertsen:
Less.
Larry Greenstein:
That's so great, it's the way to win!
Chris Reinertsen:
The numbers right now suggest I'll let Susan speak to that, because it looks like it's going to come in between 20 and 25 percent less.
Larry Greenstein:
Wow.
Chris Reinertsen:
Part of the problem here is that as Special Ed has asked the vendor, who is a super capable and good guy, to produce additional features, he being a businessman has said, "Look, I'm going to charge you for the pleasure." Controlling that cost is problematic.
Larry Greenstein:
Yeah, he's doing it himself and probably doing it here and has higher cost than some company that has a big arm somewhere. All right thanks.
Chris Reinertsen:
You're welcome.
Susan Bergtraum:
Mr. Schultz
Eric Schultz:
Why don't we just garner this person like we did with Bob Newman and we get him cheap?
Chris Reinertsen:
Bob Newman wasn't cheap Eric if you recall.
Eric Schultz:
I understand that, irrelatively. Thank you for bringing that up.
As we go from one to two systems, tell me about the security of the new systems as opposed to what we've been doing here.
Chris Reinertsen:
As I suggested earlier, we always kept ASPire behind a Firewall, not because we didn't think that we could put it out in a secure way, but because it wasn't developed that way. This idea now that we're going to be providing our customers and our students the same kind of access with Power School for example that we provide for 45 other districts securely we're perfectly comfortable with that. They're established protocols, and ways to lay the system out that protect the data to an industry-standard, that's the best way to say it.
The IEP data is particularly interesting in that the only way that data is permitted into our shop is if they receive the appropriate requests and the appropriate access controls are put on it on a per district basis. It has very good security controls, as I said in the past, it doesn't mean that something is not going to happen, we know that, but we've been putting out Power School publicly now for 15 years and it's been good and everybody else in the state who uses this product is confident leased in the security protocols that they've developed.
Eric Schultz:
Forgive the naïve question, but as districts provide this information to our system, is this part of the rick, or is that separate?
Chris Reinertsen:
This is a BOSES thing, but it's a good question because this is strictly the BOSES as the service provider interacting with the goals and objections contained in the IEP and then doing the appropriate billing. It's a complex conversation.
Eric Schultz:
Thank you, Chris.
Chris Reinertsen:
You're welcome.
Susan Bergtraum:
Mr. Schoen.
B.A. Schoen:
I saw that after the ASPire is retired it's still going to be available for the data that was entered in the past and in the next year. Will that be retrievable for 10 years? A child can easily be in our system for 10 years and in the future, we may need access to it, and I'm concerned about the turnover that we have, that people will learn a new system without being familiar with the ASPire. What's your confidence about that Chris and would it be possible to just migrate the data from ASPire to the new system?
Chris Reinertsen:
A good question and the short answer to the end of that is no. Right now, it's a good news, bad news thing. It's written in SQL, we have contractually right now put in a clause that informs the vendor and he's preceptive to this that we expect to be able to have a permanent historical archive of all that data on our premises and for our ownership, so that's the good news. For the most part, simply by going into the system you could do historical data, and look up's like that. There's a bunch of people who work for Susan right now on staff who are very familiar with how that's done.
There will be instances, where if we have to go far back, and this data goes back 20 years. There's what they refer to as this versioning issue. That means we might have to stand up the old one. It is possible under those circumstances that we would have to go back to the vendor and say, I'm going to need six hours of your time so you can stand up 2008 for us for some unforeseen circumstance. We should be willing to do that if it comes up, we wrote into the contract this year that we expect to be able to maintain that long term. But be a year point, there might be a moment where we would have to engage him to do that. And we'll become as self-sufficient as possible in it ourselves, our guys like to do things like that. But we're going to guard the data appropriately and we'll take any measures we need to with the Vendor to get assistance if necessary.
B.A. Schoen:
Thank you.
Chris Reinertsen:
You're welcome.
Susan Bergtraum:
Any other questions?
Seeing none. Thank you, Ms. McNulty and Mr. Reinertsen.
Chris Reinertsen:
Thank you.
Susan Bergtraum:
Dr. Dillon, do you have anything further?
Dr. Robert Dillon:
No that's it, we can move on.
Susan Bergtraum:
Okay. Thank you.
Before I continue let me give Mr. Weinick's regrets or apologies for not being here, he is on a plane, if he happens to get Wifi we may see him, but otherwise, he is in the air right now, that is why he has not joined us on Zoom.
Okay with that may I have a motion on the consent agenda.
Fran Langsner:
To Move.
B.A. Schoen:
Second.
Susan Bergtraum:
Thank you Mrs. Langsner, second Mr. Schoen, is there any discussion, is there any item that anybody wants cold?
Seeing none. All in favor of approving the consent agenda.
Group:
I.
Susan Bergtraum:
Opposed. Sustained.
May I have a motion on the additional agenda item?
B.A. Schoen:
To move.
Susan Bergtraum:
Thank you, I saw, Mrs. Coates.
Mrs. Coates moved, Mr. Schoen seconded. Any discussion?
All in favor?
Group:
I.
Susan Bergtraum:
Opposed?
Eric Schultz:
Opposed in memory of Mr. Weinick.
Susan Bergtraum:
Are there any questions on the information items? Seeing none. We will move on to the Superintendent's Report, Dr. Dillon?
Dr. Robert Dillon:
All right. Today as we've been mentioning for the excellent State of the Agency, that was due to the contributions of all of the people who work in this agency. All those things that we talked about today that you heard about are the result of a dedicated and a very passionate staff, about the work and mission of this organization, it was great to see.
I would like to tell you about, we had our 3rd meeting with Congresswoman Rice, regarding the potential of undocumented minors coming into the area, as many of you remember, Hem State had over 1000 students drop out the door. We've heard between five and 10,000 students coming into the Metropolitan area, we would try to impress upon them. We need to know yesterday, what's going to happen, and we will need flexibility. You can't put 1000 students in a district and expect them to be absorbed, 1000 students is the size of a good school building.
Speaker 15:
We're going to need flexibility, in types the of buildings that may become available to us. So we'll try to convince SED to also work with us in that. We'll also continue our efforts with our Legislators to improve opportunities in students, and their parents who desired to attend BOSES will be able to do that. Finally, those of you who haven't heard, Matt Cohen is now the executive director of the LLA succeeding Kevin Long, I think we're very happy about that, Matt has been a friend to us, and that's great news. That concludes my part but Roxanne you have anything to add?
Dr. RG France:
Yes. So this isn't romance season for of our departments, Special Ed is feverishly working on packets that are coming from the districts is about approximately, 380. It's a very comprehensive process, they screen, then they determine if they're going to accept, not accept, in the midst of all of this processing in a collaborative team effort. You may have districts withdrawing their packets or parents denying, so it's a very complex process. They're about 70 percent into the 380, and that's as of now. In the midst of this, additional packets are coming in so they're working on that, RSIP feverishly working on enrollment for our CTE Programs, as you heard today at the state of agency they had for the first time, the online common application, which has been working out greatly. They provided technical support to our districts, but in the past, they were sending through snail mail, but due to the Pandemic they changed the way we do business and so now we have an online common application which the financial information system assisted that department with establishing that.
Regional summer school is continuing to go well, most of the programs will be in person, a few are looking at Hybrid, and CIT is also dealing with enrollment as was stated in the State of the Agency. Districts are very much concerned in regards to whether or not the New York State Department of Education will require remote accommodations in the instruction in the Fall, even though I've heard it at several other meetings and as well as Dr. Dillon at his DS meetings, they still want to hear directly from the State, but in an effort to provide support, they've asked us to design a Virtual Lighthouse Academy, which is under the Center of Online, and we have about approximately 17 districts that are attentively interested but they're still waiting from guidance from the state.
So as you can see, it's enrollment season, and one of the things we're excited about, which was stated at the State of the Agency, our Pre-K Regional Technical Assistance Center will be having one of many supports for our districts. On May 25th at nine-thirty the director of early childhood from the New York State Department of Education will conduct a webinar for our district to develop a deeper understanding of the UPK application process, so we're excited about what's to come for the upcoming school year, although we're still in the present year. Thank you, Dr. Dillon. Any questions anyone?
Susan Bergtraum:
Mr. Coates.
Deborah Coates:
Roxanne, you spoke about the Virtual Lighthouse. I'm just a little curious about that because many of our teachers this year have been teaching both in-person and virtual at the same time. Maybe not so much in Nassau BOSES but I know in many of our districts, they've been doing that. When you talk about a Virtual Lighthouse are you talking about an academy where only students who want to learn virtually would be participating in that, and are we truly expecting our teachers to do this virtual and in person at the same time again for next year? I know it was a difficult thing for many staff members.
Dr. RG France:
Excellent question, ultimately depending on how many student districts sign up and students enroll, it's a separate academy, it'll have a program coordinator and their own teachers, so we would not be asking our current teachers to do a dual assignment, ultimately the virtual, which we currently do online through our Center of Online Learning, we have that in place where we have teachers assigned, usually at a credit recovery area. So, yes it would be fully online, providing A-synchronous and synchronous learning for elementary and a secondary level model as well.
Dr. Robert Dillon:
Laverne, you want to help out a little bit here?
Laverne Mitchell:
Well, Roxanne answered it perfectly. Debbie we're planning to hire teachers specifically for that online environment. They will not be doing a duo in person and online instruction. They will be Nassau BOSES hired teachers and we have already put out the RFP awaiting the district's response, and we will be hiring those teachers specifically for online instruction.
Deborah Coates:
Well, that's great to know. Thank you very much.
Laverne Mitchell:
You're welcome.
Susan Bergtraum:
Mrs. Langser.
Fran Langsner:
Will there be a dedicated administration?
Deborah Coates:
Yes, as Roxanne said there will be a principal assigned to the school to the academy, a coordinator, a counselor that will report to the counselor in the district, so we'll have the support services available as well.
Fran Langsner:
Sounds interesting.
Dr. RG France:
Yes, exciting.
Susan Bergtraum:
Anybody else? Okay moving on.
Mrs. Nolan, does anybody, any citizen, we are of the hearing of citizens, is there any comment?
Joyce Nolan:
No there isn't.
Susan Bergtraum:
Okay, thank you. Old business before we go into... Mrs. Langsner.
Fran Langsner:
One of the events that was on our clipboard was the NJSBA mini-conference on civility on how to defeat uncivil discourse and it was very well done, it was very interesting. One of the things that I didn't know about is that the regents have now approved a seal of civic readiness that can be attached to a student's diploma and it can be substituted for regents, not a core regents but a regents. One of the questions I asked was, since BOSES doesn't offer the diploma, the component district offers the diploma, how can we work with our component districts to make this possible for our kid? Because the Special Ed kids who spend a whole day with us, this might be a great opportunity for them, but we don't grant the diplomas, so I was wondering how that interaction might take place.
Dr. RG France:
Go ahead, Susan.
Susan Bergtraum:
I was going to say if it isn't something because this is something that is civil of us that are on this webinar, maybe as opposed to asking for an answer right now if it isn't one it's something to just say if we feel as I do personally that this isn't an important area that we look into it and come back to us with suggestions and how people are viewing this, unless you have a real answer right now, this is something that at least we're asking about and you can come back to us and report if you can.
Dr. Robert Dillon:
Susan, have you seen any guidance on this? I have yet to seek guidance on this.
Susan McNulty:
I have not seen any guidance on this, but we're always in conversation with the district, so when you ask Fran, what would we be doing? Having those conversations with the district once we get the full guidance we'll be able to see exactly what the mandates are going to be and how we can follow through with that, but we'll have conversations with our districts to talk about students and how we can get them to achieve that.
Fran Langsner:
Right, because they might not offer this in their own district, but it might be something that we can offer to students, and coordinating it with their district would be to my mind, to the student's benefit.
Dr. Robert Dillon:
And it would also go back to the IDP, the committee on Special Ed would have to agree to it, and the district would have to recognize it.
Fran Langsner:
Right.
Susan Bergtraum:
So that's something right.
Susan McNulty:
Yes.
Susan Bergtraum:
Okay, Mr. Schoen
B.A. Schoen:
I attended that seminar as well and I agree with what Mrs. Langsner said, but I think it was like a bathtub full of topics. Besides the civil discourse, they were talking about civics education and I think that's an area where we've fallen down as a nation in our public education because low voter turn out and it seems to me that we vote as a people on superfluous ideas rather than understanding what the issues are. Good hearing is a qualification for a candidate rather than character. The other thing that I wanted to mention was one of the speakers was from the Brookings Institution and that's a Washington Think Tank, if you're interested just look it up. It's one of the first ones, it's one of the oldest ones, it's just as likely to be cited by a democrat as it is by a republican, it's the essence of civil discourse. It was a nice webinar yesterday. Was it yesterday or Tuesday?
Susan Bergtraum:
It was yesterday.
Fran Langsner:
It was yesterday.
Susan Bergtraum:
Okay, anybody else before we move? Okay.
It will be all business to talk about the Nassau-Suffolk School Boards Association budget etc...
I need people to weigh in on how you are feeling now only because a couple of people spoke to me upon reflecting from last week, so I need direction from this board on what happens. Yes, I think I have it but knowing that we almost to a person came away with our discussion last time, very different understandings, I think we have to be very clear about the direction we're going in.
Yes, Mrs. Coates then Mr. Schoen.
Deborah Coates:
Just give me a minute and bear with me while I try to explain how I feel about all of this. First of all, when I first received the budget and all the information from Nassau-Suffolk, I had a lot of questions. Some of my colleagues also had a lot of questions, and they were asked of one of our colleagues, there were a couple of our colleagues, but we weren't given clear answers to the questions that we had regarding this budget. I was fully in support of sending out a letter to Nassau-Suffolk asking our questions. I think it's legitimate, I think it our duty as board members to question, we were talking about a lot of money in some cases though I was fully supportive of that.
In return, I know this is where the controversy is and Susan when I had this conversation today about that second letter. To me the second letter was supposed to go to the member districts stating, we are including in this letter to you, a copy of the questions that if we had a dinner or meeting with Nassau-Suffolk we would've asked them in front of you, but because we didn't, we feel it is our duty to tell you what our concerns are.
That was what I had expected to be done, I expected the letter to go to Nassau-Suffolk and then a cover letter, and a copy of that letter to go to the member districts. That was where the controversy I see as happening. Today we received the back Nassau-Suffolk, I felt very similarly this time as I did when they sent us a letter back a month or so ago regarding the controversy that they had at the meeting with one of our colleagues and that whole situation.
It wasn't what I wanted to hear, it wasn't what I would've expected, and I'm the kind of person who can be very sensitive and I can take a lot of things personally, but this letter that we received made me angry. I don't feel that it answered all of our questions, but I'm not even going to go there because I think that the controversy, and the anger, and the difficult feelings that have been perpetuated through all of this has gotten out of control.
I know your question Susan is, should we send a copy of our original letter that we sent to Nassau-Suffolk with a copy of their response? And my answer is no. I do not feel that we should send them a copy of that letter. It was our duty to send the letter to Nassau-Suffolk and then what we do when we have questions, we give the answers to everyone. It would've been their job to send the answers to our questions to the member districts if that was what they wanted to do. I don't feel like it is our job to do that. A big part of that is because I did not like the tone of the letter. I truly don't want this to go on, because they're our colleagues and they're an organization that we've all been a part of in one way or another, and I just don't want this to go further. Like I said in the beginning, I thought our questions were legitimate, I thought that they were excellent questions, and that was where I was coming from, and that's what I wanted answered.
If you're asking me this to go on, I don't.
Susan Bergtraum:
I know I saw Mr. Schoen and then anybody else who wants to chime in after Mr. Schoen. Mr. Schoen?
B.A. Schoen:
Is it too late for me to get on a plane?
Susan Bergtraum:
Never too late. Go ahead.
B.A. Schoen:
That's it.
Susan Bergtraum:
Does anybody else have any input that... Mr. Schultz.
Eric Schultz:
I'm tending to agree with Deborah. I just want to address, and everybody should've gotten my response to John's letter in response. All of us have been doing this 20+ years, some of us, 30+ years. Everyone one of us has gotten in those times multiple budgets, plus the BOSES budgets, plus Nassau-Suffolk budgets, and we all need to look at them the same way. If we were to transferred $150,000 from accounts and say we did it year after year we grew it, but in the current budget it doesn't show that we did anything last year, so where are they coming from? There's no explanation about where that's coming from, and what is it for?
Members of our budget advisory committee would've asked the question, what is this going for? The budget that was presented said nothing. John's letter to us says nothing, except for some reason there's going to be some confidential negotiations, I don't know if Larry wants to weigh in or Larry may feel recluded from doing that. I don't know what kind of confidential negotiations they have, they're not negotiating with a Union, they're not negotiating a labor Contracts, I'm not sure what it is they're negotiating, and why even if they are negotiating we're not privy to what it is they're negotiating. We're putting aside stuff, and they say, "what are you putting aside for?" We say we have a teachers' contract coming up, an administrator contract coming up, we have X, Y, and Z coming up, and they're all going to be included there.
This is a guess estimate of where we may land up, it's a very simple explanation, it didn't have to go into this illogical represented to us that the budget code may be found in Code 4-B itself, 4-B itself says nothing, except there was a transfer, I could read that, and I have no accounting skills. The management consultant, taking away any possible inference of personalities, no matter who it would be. If you pay an executive director an additional stipend, bonus, whatever you want to call it because they are going to have to do more because of the two-month transition. We're paying the former administrative assistant to come in and help his or her replacement transition into that, is not that heavy burden that going to be hanging over someone's head. Yes, there's going to be more and I don't expect that it's going to be smooth. I don't understand why someone like John would think this is sufficient, I think it's insulting, I think this is the second insulting letter that they've written to us.
As Debbie said, this organization for many years has been top-heavy with people associated with Nassau BOSES, and I dare to say in the beginning of its history, it probably would not have had the kind of confidence and panache that it did without certain members of this board, and some of the people in eastern-southern BOSES. Everybody here has been involved with it at one point or the another, whether they were a President; Steve was a President, Ron was President, Debbie was an Officer. To have somebody treat us like this, and not have the board members take it personally, this is business. Remember the GodFather was only business not personal, this is personal, this isn't business, because it makes no sense. Because we brought something to their attention and they decided to give us nothing in return. Anybody, any board member, and any board from San Harvard to Euclid would look at that budget, or should've looked that that budget and say, what's going on here? And they take offense at it, that boggles my mind, but I'm going to leave it there.
Susan Bergtraum:
Does anybody else have any comments? Mr. Kaye.
Martin Kaye:
Very much like Deborah, I look at the possibility of negative fallout as a result of our involvement in these questions, initially, I was questioning as Eric did, the expenditures and the decisions that have been made. But realizing that Nassau-Suffolk is a dually, organized, executive committee made up of elected officials or nominated officials of the component districts, they were doing their job through a transition committee as well as a finance committee, and if this is the way they wish to do it, I think we should just take two steps back. We should be critical at the fact that we didn't have an opportunity at an open table or a dinner or even a virtual session, to be part of the questioning that took place and what formulated these decisions. These decisions are their own and I would bet you to say, I wouldn't want to open up a can of worms with other district leaders and the boards that work with us, to finally nitpick every one of these issues, whether it's Code Four, or Three or Item Number Two.
This is a dually constituted committee that has made a decision based upon their two committees and the affirmation and the vote of the entire committee to move this along, and I think we ought to sit back. However, we could share our letter and the response with the component districts, but I don't know if I ever want to say anything about value or an opinion as to how we as BOSES react or the answer we got. I'm just going to leave it at that.
Dr. Robert Dillon:
Susan.
Susan Bergtraum:
Eric, yeah I see you.
Dr. Robert Dillon:
Martin that's a point well taken and I'm glad you said it. But you also added something else that I was thinking of, I didn't mention it, but since you brought it up. There were two committees here and those committees... I don't know and I haven't been in the committee in many years. Those committees were charged with coming up with a transition plan, there should have been a report given to the member boards as to how that was going to take place, if these committees studied it, they must have provided somewhere along the line a report to the members of the executive committee, if they didn't it would be an absolute shame. Maybe that should've been provided to the members saying, we have large expenditures, we have transitions, here's what we're going to do, here's how we're approaching it, probably vitiated a lot of issues and problems, but they didn't say anything, and I would still like to see whether they have... maybe I'll do it on my own, I would still like to see if they ever got a report.
Susan Bergtraum:
Mrs. Coates.
Deborah Coates:
The narrative that should've accompanied the paperwork that comes in regards to the budget and everything else was lacking.
Martin Kaye:
Agreed
Deborah Coates:
This wasn't even there.
Susan Bergtraum:
Is there anybody else before I try very hard to make sure we are all on the same page, and if I am unclear in any way, we do need to be sure that what I ask you now, everybody understands what everybody else's intent was. The one thing that I will say because I think is, I know Micheal isn't here but he has a very clear opinion on this and I do not want it to go unstated just because he's not here. He's still of the opinion that we should be sending out a letter, so I just want that stated so that he does not feel that his opinion was not heard so that when we decide, we'll know where he would have stood. Mrs. Langsner.
Fran Langsner:
I must admit that in all of this discussion, I honestly did not remember what we agreed to at the last meeting, so I can't comment either way about what we should have done. However, listening to Debbie's statement, it didn't occur to me that another possibility would be for Nassau-Suffolk to take the responsibility of sending our questions and their answers to the component district, to the member districts, and thinking about that, it seems to me that would be their responsibility. Not ours.
Susan Bergtraum:
I would tell you I made that suggestion, but I did.
Okay, that being said we are our board and not another. I'm going to try to phrase this as clearly as possible. At the last meeting, we had thought that another letter was going out, if I am understanding what you're saying, and I will ask you for that informal consensus vote. After having sent our letter and having gotten the response back, I'm going to give you what I think I'm hearing then we'll know what we're voting on.
What I think I'm hearing is, you do not want another letter sent out. If I am in error on that somebody please let me know because otherwise what I will say to you is, we are voting to let;s stand what we've done and do no more. If I am in error or somebody else heard something else or has something else to say please let the group know so that everybody is on the same page. So does that reflect what you're better judgment is as my very extraordinary board?
Group:
Yes.
Susan Bergtraum:
Is there anybody who does not other than that one person we already know, is there anybody else who does not want us to leave what's been done as what's been done and go no further? So we are voting to go no further? With letters or anything else? Certainly, people are free to call and ask their own questions, etc...
Do I have that understanding that we are going no further and no further letters will be sent? Is that the consensus, can I see handshakes, hands. All right.
Do I have anybody who disagrees and thinks we should be doing something else? Okay.
I thank you very much for that, and we will be moving very carefully in the future to make sure everybody heard what everybody else heard. This happens very rarely on this board so I do not expect it to happen too often. Do I see Joyce's hand raised?
Joyce Nolan:
Yes, you do. For the minutes we're saying the vote count for nothing to be done?
Susan Bergtraum:
Is there anybody who even abstains? I did not see a no. Nobody raised their hand if they wanted to do something else.
Joyce Nolan:
Okay.
Susan Bergtraum:
The consensus was that we have decided not to go forward with anything else.
Joyce Nolan:
Very well, thank you.
Susan Bergtraum:
You are more than welcome.
Joyce Nolan:
I just wanted to be very clear.
Susan Bergtraum:
We all feel that way, we all want to make sure that we are all on the same page. We are at least now clear on that.
I am assuming that you do not want to vote on the budget now, and you might want some discussion when we vote on the Nassau-Suffolk budget and the slate of offices. Would you prefer to do that tonight, my suggestion would be to wait until the next meeting, but if you would prefer to do it tonight you can certainly do it tonight. How many people would like to talk about and vote on the Nassau-Suffolk Budget and Board slate tonight? Clear.
I don't have to take it any further because I saw no hands. What I will say to you is, I will put that on the agenda, we will have that on the agenda for the next meeting, and we will be voting on the Nassau-Suffolk Slate of Offices and the budget at the next meeting. Okay? That takes that away.
I will also let you know that for the next meeting, the resolution that we're proposing will be on the next meeting, so you will have the resolution in hand for New York State's...
We decided to write a resolution about when the voting day falls on a religious holiday, that people should at least be able to get an absentee ballot. Mrs. Langsner told me today, so give her full credit, that it's being looked at by the legislature in a different way, and that there's a bill up that would just say there need not be an excuse to get an absentee ballot. What I think we ought to do is still have the resolution, send it in, if it becomes moved, no harm done, but if it doesn't pass or it doesn't hold for school elections we will have it on the agenda for the business meeting in October. That resolution you will see it through your perusal and discussion for the next meeting.
Before we discuss BoardShare, I will call for the report from the Education Foundation if there is a report. B.A.? There's no report? That's done.
All right, the final thing on our new business is several people asked me about BoardShare and how it works and how it got to be what it could be and I do not have that information. We need to discuss what's supposed to go into the BoardShare, who's sees it, why we have it all, and if anybody has...
I say this because I can't think of a better way to say it. It popped up and became a thing and I've had more than one person ask me about what's supposed to go in there, who uses it, who can see it, etc...
For the people who had questions, ask and maybe we'll get some answers. Mrs. Coates and then, Mr. Greenstein.
Deborah Coates:
From time to time, I may get an email on my account saying there's something in the BoardShare, then when I got to the BoardShare it's gone. Lately, it's happened so many times that now I'm starting to look in my trash and that's where it was. I'm not sure exactly how that happened and how that keeps happening, and then the only other concern that I have is that when we get something and to me it may warrant a response. We're not allowed to respond in that way, so how do we respond to something that's in the BoardShare? Those are my two.
Susan Bergtraum:
And if you could hold that, I'm going to take up Larry and then I'll ask a different question. Mr. Greenstein.
Larry Greenstein:
I think I know the question to Deborah's question but I'll wait to hear from the experts. The problem I have with BoardShare is I cannot get it through Outlook. It doesn't come into my normal mail programs, I have to go into the websites, it's a seven-step process but on my phone it's a 12 step process, just to read something I could've read if it was just sent to me. I understand it from a security point of view. I do think there might be better options such as, Slack or some other collaborative program we can go on and everybody can see the same things, and make their comments and their notes, write in it, instead of using something email wasn't designed for.
Joyce Nolan:
Right.
Susan Bergtraum:
Mrs. Langsner.
Fran Langsner:
I have the same problem, that Debbie has. I found a lot of BoardShare emails in my trash, I had no idea why they got there, how they got there, I thought of course it was something I was doing wrong. Now that I know...
Susan Bergtraum:
You never do anything wrong.
Fran Langsner:
Now that I know that Debbie has the same problem it's a feature of the program. My suggestion would be that once we can be in person, perhaps we should have our experts give us a tutorial on BoardShare, how to use it, when to use it anything that the experiences that we're having that are making our heads spin maybe it can all be ironed out if we come together to work this out.
Susan Bergtraum:
Let me ask a different question because BoardShare didn't always exist and I do not know why this year or maybe the end of last year, that it came to exist. The first question I think we have to ask is, what's it functions? Why was it put in the first place? If there's a good reason and if we didn't have it where would it be? Mrs. Langsner.
Fran Langsner:
BoardShare has existed since I've been on the Board. Its function was different.
Susan Bergtraum:
Okay, that's what I think I meant the function change.
Fran Langsner:
The genesis of what we're seeing now is that emails that the Board no way of receiving emails that were only going to the Board and Dr. Dillon. It was a listserve that included a number of agency staff and we didn't have a way to communicate separately from that. I think the utilization of BoardShare, at least from my perspective changed sometime last year.
Susan Bergtraum:
A much better way of saying it. That's what I meant. I knew we had it but the way it worked and why was the change made from the way that it used to work to now. Let me ask the first question. Did it work before better than it's working now and would going back to the way it was before solve the problem or not?
Chris Reinertsen:
So it sounds like we're trying to use something that might be antiquated in terms of your guys' needs and that we have things that to Fran's point if we were all sitting in a room we could create a secure team for you to work in and eliminate some of these issues because I think we're trying to...
I remember some of this. This idea of, "Thou shall not have quorums," or these things that happen electronically. But I think if we could get together we can solve this. I'm not exactly sure what's going on now in the context of emails getting trashed, etc...
There are better ways and to Larry's point, easier ways for you to get to stuff that's just supposed to be for you. I won't bore you with the details, but if one of these moments arises in the near future we should just sit down and map it out and redo it to your liking.
Susan Bergtraum:
All right. We'll put this on hold until we're together and then we can decide what features are needed and what aren't. Almost anybody's question then will be on hold until we are in person and we can speak with Chris.
Chris Reinertsen:
At any point you just let us know when you'd like to do it, we'll be happy to set you up.
Susan Bergtraum:
Maybe we'll do it once we're back together in person. How much time do you think you'd need Chris?
Chris Reinertsen:
Yes, give us an hour just to sort out exactly what we're trying to solve and we'll get it hammered out.
Susan Bergtraum:
All right, we'll look at our schedules so we know that the board can meet an hour earlier one meeting date so we can do that. Does that sit well with everybody? Is there anybody that doesn't agree with that?
Fran Langsner:
I agree with it but I want it to be in person because that way...
Susan Bergtraum:
That's what we're saying Fran it was absolutely in person. It will be when we are meeting in person again. That was my intent that we were going to be in person.
Eric Schultz:
Susan, on behalf of Mr. Weinick I'm against it.
Susan Bergtraum:
Okay, thank you. But, I do have a consensus of the board so that is what we will do.
With that, I think we are moving on to Executive Shares. Before I ask, there will be no action taken John?
John Gross:
No.
Susan Bergtraum:
Okay, so our audience knows we'll be going into Executive Session but we will not be coming out to take any action. With that, I need a motion to go into Executive Session to discuss with cancel collected bargaining negotiations, pursuing Article 14 of the Civil Service Law. May I have a motion?
Larry Greenstein:
A move.
Second.
Susan Bergtraum:
Thank you, Mr. Schultz. I believe that was Mr. Greenstein. All in favor?
Group:
I
Susan Bergtraum:
Opposed? Abstained.
We thank you all for being with us and taking time to see us have-