5:30 p.m. audit committee meeting i. call to order and...

This is the official notice of the Audit Committee / Study Session of the Board of

Education of the West Irondequoit Central School District, Town of Irondequoit,

Monroe County, New York, to be held Thursday evening, October 1, 2015, at 5:30

p.m. / 7:00 p.m. in the District Office, 321 List Avenue, Rochester, NY.

Patricia Kelly

School District Clerk

September 25, 2015

5:30 p.m. AUDIT COMMITTEE MEETING

7:00 p.m.

I. CALL TO ORDER AND PLEDGE OF ALLEGIANCE

II. APPROVAL OF AGENDA

III. PUBLIC COMMENT

IV. SUPERINTENDENT’S REPORT

V. REPORT OF THE TREASURER

VI. REPORTS OF LEADERSHIP STAFF

A. Curriculum

1. 2014-2015 District Student Performance Overview

2. Update of Full-Day Kindergarten

B. Personnel

1. Resignations/Appointments/Other

C. Business

1. Audit Committee

2. Facilities

3. Helmer Nature Center/West Irondequoit Foundation

4. Smart Schools/Technology Plan

D. Pupil Personnel Services

1. Recommendation of the Committee on Special Education

VII. NEW BUSINESS

A. Community Outreach

B. Update on “Fast Facts on School District Budgeting” brochure

C. Proposed Field Trips

D. Surplus AV Equipment

E. Surplus Art Equipment – Kiln

F. Consultation Contract – Affordable Health Care Act

G. Revised Policy

VIII. ROUTINE

A. Reports/Correspondence

B. Review of Future Meetings

IX. ADJOURNMENT

_____________________________________________________________________________________________

Board of Education Business Meeting of September 17, 2015 Page 1 of 5

SUBJECT TO BOARD OF EDUCATION APPROVAL

MINUTES of the Regular Meeting of the Board of Education of the West Irondequoit Central School

District, Town of Irondequoit, Monroe County, New York held Thursday, September 17, 2015, in the

Dake Junior High School, 350 Cooper Road, Rochester, NY

BOARD MEMBERS PRESENT: M. Burns, A. Cunningham, B. Evans, M. Seeley,

M. Steckley, J. Vay

ALSO PRESENT: J. Brennan, J. Crane, S. Ertel, K. Finter, P. Kelly, C. Miga,

T. Terranova

ABSENT: J. Shafer

Visitors: As per Sign In sheet

CALL TO ORDER AND PLEDGE OF ALLEGIANCE

The meeting was called to order at 7:01 p.m.

APPROVAL OF AGENDA

Motion was made by Mrs. Cunningham seconded by Mr. Evans to approve the agenda as presented.

Motion Carried: 6-0-0

OATH OF OFFICE FOR STUDENT REPRESENTATIVES

Mrs. Kelly gave the Oath of Office to Ms. Melidona and Ms. Smith.

INTRODUCTION OF NEW FACULTY/STAFF Mr. Crane provided opening remarks. Dr. Tim Terranova was the guest speaker and introduced the

new faculty while Mrs. Burns and Mr. Vay presented them with a memento of the occasion. Those

recognized were Taylor Barrett, Tracey Bayer, Michael Black, Mallory Blackburn, Andreas Brooks,

Karin Cardon, Katrya Cichanowicz, Emily Copp, John Cortina, Ashley DeGregorio, Maria

Dougherty, Lindsey Fronk, Christy Grieco, Jessica Hess, Leah Kettlekamp, Stella Ikechi-Konkwo,

Kathryn Jensen, Rebecca Kolupski, Jonathan LaPorta, Melissa Lepore, Angela McGarry, Jill Mullen,

Aaron Nobles, Aileen Peabody, Megan Pierce, Breanne Rafferty, Eric Schultz, Kelly Snyder, Nicole

Williams, and Stephanie Willmarth.

Mrs. Burns provided closing remarks. The meeting recessed at 7:30 p.m. for a brief reception and

reconvened at 7:49 p.m.

ACCEPTANCE OF MINUTES:

Upon motion by Mr. Seeley with a second by Dr. Steckley the following resolution was offered:

BE IT RESOLVED, that the minutes of the August 20, 2015 Workshop/Business Meeting and the

September 3, 2015 Study Session be accepted as presented.


GOOD NEWS Ms. Melidona and Ms. Smith presented the Good News.

_____________________________________________________________________________________________


PUBLIC COMMENT

District Resident/Address Issue/Concern

Tracey and Hannah Fitzpatrick

580 Colebrook Drive 14617

Commented about an incident that occurred

between a staff member and Hannah. Each

read a prepared statement on the details of the

incident. Mr. Crane responded to their

comments.

SUPERINTENDENT'S REPORT

Mr. Crane shared various pieces of correspondence. They included NYSCOSS correspondence to

NYSSED on the adopted emergency Regulations relating to Teacher and Principal Evaluations,

NYSCOSS’s letter to NY Congressional Delegation Members concerning the Reauthorization of the

Elementary and Secondary Education Act, a letter from the Fairport BOE to the NYS Board of

Regents concerning measuring teacher performance. Additionally, Mr. Crane shared information

concerning diversity in preschool classrooms and the link between diversity and quality. Mr. Crane

shared this information recently with Senator Funke and plans to share with Assemblyman Morelle.

Beginning in 2016, through the Urban-Suburban Program, West Irondequoit families may apply to the

program and their preschool student may have the opportunity to attend UPK at School 50 due to a

socio-economic UPK grant that the Rochester City School District has been awarded. Mr. Crane will

continue to lobby Senator Funke and Assemblyman Morelle to unfreeze Foundation Aid.

REPORTS OF THE STUDENT REPRESENTATIVES Ms. Melidona and Ms. Smith introduced themselves to the Board. Ms. Smith reported that school is

off to a great start and shared information about “Link Crew.” Ms. Melidona reported that sports was

also off to a great start, homecoming week will begin on September 28 and the float theme this year is

music videos. They reported that this morning the Superintendent’s Leadership Initiative group met

for the first time this year. They talked about a new program titled: I’m Not a Racist, Am I? They

showed a trailer clip from the documentary and commented that two students and one adult will be

trained as facilitators.

REPORT OF THE TREASURER

Upon motion by Mrs. Cunningham with a second by Mr. Vay the following resolution was offered:

BE IT RESOLVED, that the Treasurer’s Report and Financial Statements dated August 31, 2015 be

accepted as presented.


REPORT OF LEADERSHIP STAFF

Personnel

Agenda

Upon motion by Dr. Steckley with a second by Mr. Seeley the following resolution was offered:

BE IT RESOLVED, that the personnel agenda dated September 17, 2015, as recommended by the

Superintendent of Schools, be approved as presented.


_____________________________________________________________________________________________


Business

Audit Committee

Mr. Brennan reported that hhe received the draft of the External Audit and he is working to set up an

Audit Committee meeting to review.

Facilities Committee

Mr. Brennan reported that the Facilities Committee will meet on September 22, 2015 to discuss the

various properties owned by the District.

Pupil Personnel Services

Recommendation of the Committee on Special Education

Upon motion by Mrs. Cunningham with a second by Mr. Seeley the following resolution was offered:

BE IT RESOLVED, that the recommendations dated September 17, 2015 of the Committee on

Special Education for the 2015-16 school year be approved as presented.


OLD BUSINESS

A. Approval of Revised Policy

#8260 Instruction for English Language Learners/English as a New Language

Upon motion by Mr. Evans with a second by Mr. Vay the following resolution was offered:

BE IT RESOLVED, that revised policy #8260 Instruction for English Language

Learners/English as a New Language be approved as presented.


B. Approval of APPR Lead Evaluators/Evaluators

Upon motion by Dr. Steckley with a second by Mr. Seeley the following resolution was offered:

BE IT RESOLVED, that the 2015-16 APPR Lead Evaluators/Evaluators be approved as

presented.


C. Contract Extension – Campus Construction Management

Mark Esposito from Campus Construction along with Matt Anderson of Clark Patterson Lee

provided an update on construction.

Upon motion by Mr. Seeley with a second by Mrs. Cunningham the following resolution was

offered:

BE IT RESOLVED, that Campus Construction Management’s contract with the District as

construction manager for the May 20, 2014 voter approved capital project be extended through

October 2016 for an additional fee of $169,750.


_____________________________________________________________________________________________


NEW BUSINESS

A. 2015 Cooperative Bid for Pool Supplies

Upon motion by Mr. Vay with a second by Dr. Steckley the following resolution was offered:

BE IT RESOLVED, the West Irondequoit Central School District Board of Education accepts the

recommendation of the Monroe #2-Orleans BOCES purchasing agent to enter into the

Cooperative Bid for Pool Supplies for a contract period of September 1, 2015 through August 31,

2016 awarded to the following:

LDL Pools, Inc.

4719 Lyell Road

Spencerport, NY 14559

Frey Technologies

PO Box 403

Walworth, NY 14568

Leslie’s Poolmart, Inc.

2005 E. Indian School Road

Phoenix, Arizona 85016

Economy Paper Company

1175 E. Main Street

Rochester, NY 14609


B. NYSSBA Annual Convention

The Board discussed attendance at the NYSSBA Annual Convention and the proposed resolutions.

REPORT OF THE PRESIDENT

Committee Reports/Correspondence

Mrs. Burns Mrs. Burns reported that she attended the Briarwood Curriculum Night,

toured the new Irondequoit Library, the Rogers Open House and the

MCSBA Community Outreach Advisory Committee. Lastly, Mrs.

Burns is planning to attend the MCSBA Fall Law Conference.

Mrs. Cunningham Mrs. Cunningham reported that she attended the MCSBA Legislative

Committee meeting along with Mrs. Burns and Mr. Evans. She also

attended the Central PTSA meeting, the Iroquois Curriculum Night and

plans to meet with Mr. Miller soon.

Mr. Evans Mr. Evans reported that he attended the Rogers Open House and the

MCSBA Legislative Committee. He also reported that opening day

went well.

Mr. Seeley Mr. Seeley reported that he met with Mrs. Cramer. He also reported that

he attended the MCSBA Information Exchange Committee meeting and

shared information concerning English Language Learners.

_____________________________________________________________________________________________


Dr. Steckley Dr. Steckley reported that she attended the Iroquois Curriculum Night

and commented that it was well attended. She also reported that she

attended several sporting events.

Mr. Vay Mr. Vay reported he is planning to meet with Mr. Lauf in October. He

also shared he has had many positive comments on the start of school.

Lastly, Mr. Vay reported that Mr. Seeley will attend the MCSBA Labor

Relations Committee meeting in his place.

Mr. Crane No report.

Review of Board Study Sessions and Future Meetings

Study Session Thursday, October 1, 2015 7:00 p.m. District Office

Business Meeting Thursday, October 15, 2015 7:00 p.m. District Office

Board Picture Thursday, October 22, 2015 4:15 p.m. Listwood Library

Focus Area Presentations Thursday, October 22, 2015 4:30 p.m. District Office

EXECUTIVE SESSION

Upon motion by Mr. Vay with a second by Mr. Seeley the Board adjourned into Executive Session at

9:50 p.m. to discuss WITA negotiations.


The Board returned to Open Session at 11:51 p.m.

ADJOURNMENT There being no further business, the meeting was unanimously adjourned at 11:52 p.m. following a

motion by Dr. Steckley with a second by Mr. Evans.

Respectfully submitted,

Patricia Kelly

School District Clerk

(Copies of all above-mentioned actions are filed with the supplemental file of the minutes of the meeting.)

Board of Education Meeting Personnel Agenda Summary

October 15, 2015 Page 1 of 2

WEST IRONDEQUOIT CENTRAL SCHOOL DISTRICT

321 List Avenue

Rochester, New York 14617

___________________________________ made a motion upon recommendation of the Superintendent of

Schools, that the following be approved:

I. RESIGNATIONS/RETIREMENTS

Certified

(1) Teaching Assistant, Listwood School, Resignation, 11 years of District Service,

effective August 28, 2015

Classified

(1) Food Service (Part-time) , Irondequoit High School, Resignation, 8 months of District Service, effective

September 9, 2015

II. CHANGE IN EMPLOYMENT STATUS

N/A

III. LEAVE OF ABSENCE

N/A

IV. APPOINTMENTS

BE IT RESOLVED that the following employees are hereby appointed to the indicated positions subject to the

employment clearance, conditional hiring or emergency conditional hiring law and regulations of the New York

State Education Department:

A. Certified Probationary

(1) Transitional K-12 Mathematics Supervisor, District Wide, effective September 28, 2015 through a date to be

determined.

B. Certified Substitute and Part-time Teachers

N/A

C. Certified Teaching Assistants

Full-Time Probationary

(1) Full-time Teaching Assistant , effective October 1, 2015

Part-Time

(1) Part-time Teaching Assistant , effective September 28, 2015

Board of Education Meeting Personnel Agenda Summary

October 15, 2015 Page 2 of 2

IV. APPOINTMENTS (cont’d)

D. Classified

N/A

V. RECOMMENDATION FOR PERMANENT CIVIL SERVICE APPOINTMENT FOLLOWING

SUCCESSFUL COMPLETION OF PROBATIONARY PERIOD

Name Position Effective

N/A

VI. NOTICE OF TERMINATION

A. Certified


N/A

B. Classified


N/A

VII. LAYOFFS

A. Certified


N/A

B. Classified


N/A

BOE Recommendations without Names – BOE Meeting October 1st, 2015

CMA BOE Date

Committee Date

Student Gen Ed

ID#

Expected Grade

Committee Meeting Reason Committee Decision

Disability Recommended School

Program

10/01/2015 09/10/2015 001486 11 Committee on Special Education

Parent Request Classified Other Health Impairment

Irondequoit High School

Consultant Teacher Services

09/10/2015 001486 11 Committee on Special Education

Parent Request Classified Other Health Impairment

Irondequoit High School

Resource Room Program

09/10/2015 229730 07 Subcommittee on Special Education

Amendment Classified Other Health Impairment

Dake School Special Class


Amendment Classified Speech or Language Impairment

Listwood School Integrated Co-teaching Services


Annual Review Classified Learning Disability

Dake School Special Class

09/10/2015 233126 04 Committee on Special Education

Amendment Classified Speech or Language

Impairment

Iroquois School Integrated Co-teaching Services

09/22/2015 232400 Committee on

Preschool Special Education

Initial Eligibility

Determination Meeting

Pending

09/22/2015 232095 Committee on Preschool Special

Education

Initial Eligibility Determination

Meeting

Pending

09/22/2015 233572 Preschool Committee on Preschool Special Education

Reevaluation Transfer Student

Classified Preschool

Preschool Student with a Disability

Preschool Itinerant Services Only

Special Education Itinerant Teacher Services

Total Records: 9

Total Students: 8

WIiS’I’ IRONDFQUOI’l’ (‘FNTRAL SCHOOL DISTRICT

Fl1LI) TRIP REQtJEST NIEI)ING BOARD APPROVAL*

Teachei: C. Vj/

.

Field Trip: Destination:

Address: 7// d1k 1(Required) 1iJft49/e , /\J / / Lf/ --

Date of Field Trip: rT q /0, O /*Plcisc complete and submit the attached form a minimum of six weeks in advance of arequested trip. This sheet will be returned to you if there are any questions.

After approval of this trip, please he sure to give a list of participating students to all affectedstaff. Students will be assigned to the field trip and should not be reported absent from theirregular classes scheduled during the time of the trip.

Please be sure to check the box if a substitute teacher is needed and what periods one is neededfor:

Yes__________ No

____________Periods:_________________

On the day of the trip report students who are absent from your field trip to the AttendanceOffice on a daily attendance form.

NOTE: Please list students in alphabetical order by Grade Level so that staff may easilyidentify students involved. PLEASE minimize lost classroom instruction whenplanning departure times.

Thank you.

BUS NEEDEDTime of Pickup: )q /‘O /6 q’.irat tPCCErS (school)Departure Time from Site: C/a /.o i / . /5 f /)‘Y

NO BUS

BOARD APPROVAL: YES:__NO:

______

(Information must be submitted for Bo%d Approval 6 weeks in advance of trip)

45OF

West Irondequoit Central School District Page I of 2

REQUEST FOR APPROVAL OF FIELD TRIP

Teacher initiating request for approval: ‘ r,School: D6eis N,’ddJe ci 0 0 /Date and Time oF trip: Depaure from school Date: /fi Time: S .‘ 1 5 m

Event begins: Date: Time:Return to school: Date:

,o I i , Time: ah44LA 3 f n’,

Purpose of field trip, including how it supports the educational goals of the district:

Major learning objectives to be achieved by students participating in the trip:1)

2)

3)

Description of evaluation procedure to be used:

Total number of students participating

________________

(All names, addresses, phone numbers should be attached)

Point of departure and return: d/e A Jv r)Lj’ (-J’

Destination(s):(ADDRESS) ‘73, G -/‘k N&p/s, Y(TELEPHONE #)

_________________

3 ?‘ - grMode of Travel:

(Detailed travel itinerary should be attached.)

Arrangements for meals and lodging (if required):

(Continued)

8450FPage 2 of 2

SuperviSiOn and Safety Pi-ecautions

Names, addresses, and phone numbers of adult supervisors accompanying students on trip:

Name: Address: Phone:

Name:

____________________________

Address:

______________________________________

Phone:

Namc: Address: Phone:

Estimated total cost of trip (including expenses of supervisors): _%

Estimated cost per student:Travel: 50 0Lodging:

______________

Meals: 7Other:

__________________

TOTAL: $ 5

Estimated total costs from each source:From district: $ /5 OFrom student or family: $Outside sources: f7A $ 0Other: $

Remarks:

APPROVED BY:

Signature of Supervisor

Date Date

Superintendent of Schools Signature of Building Administrator(for Board of Education)

Date Date

WEST IRONDEQUOIT CENTRAL SCHOOL DISTRICT

REQUEST FOR APPROVAL OF FIELD TRIP

Teacher initiating request for approval: Tim Mabb

School: Iroquois

Date and time of trip: Departure from school: Date June 16th, 2016 Time: 8:30 a.m.Event begins: Date June Time: 10:30 amEnding Date: Date June 17” , 2016 Time: 2:30 p.m.

Purpose of the field trip, including how it supports the education goals of the district:To provide students with the opportunity to understand the practical application of knowledge andskills acquired in the classroom. To develop an appreciation for the natural environment.

Major learning objectives to be achieved by students participating in trip:

1. The practical application and inteation of classroom learning in a naturalenvironment.

2. The development of inteersonal relationships with classmates, teachers and otheradults by involvement in an extended learning experience.

3. The development of positive attitudes toward the conservation of our naturalresources.

Description of evaluation procedure to be used: On the spot evaluation during instruction, plus anassessment of any tangible projects produced during classes.

Total number of students participating: 130 (names of the students participating, with theiraddresses and phone numbers, should be attached)

Point of departure and return: Iroquois School

Destination: Camp Warren Cutler Scout Reservation, Naples, New York

Mode of Travel: First Student

Arrangements for meals and lodging: Food provided by the cafeteria.Lodging provided by the camp facility.

Supervision and Safety Precautions:

Names and addresses, and phone numbers of adult supervisors accompanying the trip:

1. Name: Tim Mabb Address: Iroquois School2. Variety of Iroquois staff 12-15 Adults3. Parent Volunteers

Estimated Cost and Signatures on Reverse

BrieF description ol all proposed held trips (detail form) to be sent to the Superintendentby the First Week in October.

West Irondequoit Central School District

Request for Preliminary ApprovalOVERVIEW OF PROPOSED FIELD TRIP

FIELD TRIP TO: Camp Warren Cutler Scout Reservation, Naples, NY

DATES OF FIELD TRIP: June 16-17, 2016

REG ISTRATIONDEADLINE: Registration completed

CANCELLATIONDEADLINE: June 2,2016

ARRANGED BY: Tim Mabb

TOUR GROUP/AGENCY(if used): None

GROUP/CLUB: Iroquois 6t11 Grade

NUMBER OFPARTICIPANTS: 130

NUMBER OFCHAPERONES:

TRIP INSURANCE: NO (WICSD Liability Insurance in effect)

REIMBURSABLE: Transportation mileage (for WICSD staff)and overnight stipend

Preliminary Approval of the Superintendent

Signature Date

Estimated total cost of trip( including expenses of supervisors) :_$6,500.00

$ 500.00$ 12.00$ 7.00$ 6.00

$ 25.00

from school districtFrom student or familyoutside sources;

$1,500$ 25.00$ 400.00 PTA (T-Shirts)

Superintendent of Schools:(For Board of Education)

(Signature of Building Administrator)

-2-

Estimated cost per student: Travel:Lodging:Meals:Other:

Estimated costs from each student

Estimated costs from each source:

REMARKS:

__________

APPROVED BY:

(Signatuie of teacher making request)

Data ‘

Date

West Irondequoit Central School District321 List Avenue

ROCHESTER, NEW YORK 14617-3125

UTelephone: (585) 342-5500

* Fax: (585) 266-1556www.westirondequoit.org

I RONI)LQ[lOI’I’SCI IOOL I)ISThIC’l

To: Jeiftey Crane, Superintendent of Schools

From: James Brennan, Assistant Superintendent for Finance

Subject: Surplus Electronics

Date: September 23, 2015

Attached to this memo is a list of electronics from across the District that have been requested to be declared assurplus as they are either obsolete or not longer usable. Upon approval from the Board we will work throughour BOCES contract with Mavin Technologies to have these items recycled or properly disposed of.

Therefore I am recommending that at the October meeting of the Board of Education that the Board adopts aresolution declaring the attached items as surplus.

If you have any questions please do not hesitate to contact me prior to our meeting.

Thank you for your consideration.

SCHOOL ROOM EQUIPMENTMODEL ASSETTAG SERIALNUMBER FUND STATUS NOTES

BV LIB Califone 5270AV Cassette Rec. 162507 WICSD RECYCLE Obsolete

BV 131 Notevision PG-D2500X 20100399 004914417 WICSD RECYCLE Severe Pixel Drop

BV 148 Notevision PG-F212X-L 20100345 003926818 WICSD RECYCLE Severe Pixel Drop

BW 123 Notevision XR-32S 20082963 804911258 WICSD RECYCLE Severe Pixel Drop

BW 127 Notevision XR-32S 20083204 81291132 WICSD RECYCLE Severe Pixel Drop

BW 121 Notevision XR-32S 20083209 812920867 WICSD RECYCLE Moderate Pixel Drop

CB 123 Sharp Notevision PG-F212X-L 20100087 908921353 WICSD RECYCLE Severe Pixel Drop

DK LIB Califone 5270AV Cassette Rec. KB970310 WICSD RECYCLE Obsolete

DK 121 Notevision PG-D2500X 20100806 001912879 ARRA RECYCLE Moderate Pixel Drop

DK 306 Notevision PG-F212X-L 20100105 908922316 WICSD RECYCLE Severe Pixel Drop

IHS 1055 4 Boxes Misc Cabling WICSD RECYCLE Unrepairable

IHS 1055 AnchorSpeakerSystem 20083008 180105 WICSD RECYCLE Unrepairable

IHS 1055 Apollo PA-6000 20080449 7079970 WICSD RECYCLE Unrepairable

IHS 1055 Califone Personal PA PA-282AV WICSD RECYCLE Unrepairable

IHS 1055 Cisco Flip Cam 20101123 00N10C3C069167 WICSD RECYCLE Unsupported

IHS 1055 EIKI Overhead Projector WICSD RECYCLE Obsolete



IHS 1055 HP Photosmart 8750 104767 WY67A21OGO WICSD RECYCLE Unrepairable

IHS Music Iomega CRD Drive 3HAE11O1OF WICSD RECYCLE Obsolete

IHS 1055 JVCVCR/DVD HR-XVC264 079W0708 WICSD RECYCLE Unrepairable

IHS 1055 JVC VCR/DVD HR-XVC264 Wl1708 WICSD RECYCLE Unrepairable

IHS 1055 MackieSRM15OPA 20120008 03384900AKGD016 WICSD RECYCLE SpeakerBlown

IHS 2084 NEC VT480 20120570 6402090FH WICSD RECYCLE DiscoloredIHS 2067 Notevision PG-D2500X 20100799 001912844 ARRA RECYCLE Severe Pixel DropIHS 1074 Notevision PG-D2500X 20100872 091291507 WIF RECYCLE Severe Pixel DropIHS 1055 Notevision PG-D2500X 20100450 004913834 WICSD RECYCLE Moderate Pixel DropIHS 1217 Notevision PG-D2510X 20101035 010915373 611 RECYCLE Severe Pixel DropIHS 2038 Notevision PG-F212X-L 20100052 907918690 WICSD RECYCLE Severe Pixel DropIHS 1055 Notevision PG-F212X-L 20100438 005927113 WICSD RECYCLE Moderate Pixel DropIHS 1010 Notevision PG-F212X-L 20100057 908921763 WICSD RECYCLE Severe Pixel Drop

1H5 3016 Notevision XR-325 20100361 003926958 WICSD RECYCLE Moderate Pixel Drop

IHS 1055 Notevision XR-32S 20082962 504911525 WICSD RECYCLE Severe Pixel DropIHS 2036 Notevision XR-32S 20080611 804911342 WICSD RECYCLE Severe Pixel DropIHS 1055 Sharp Cassette Recorder 910480688 WICSD RECYCLE ObsoleteIHS 1055 Sharp Notevision PG-D2500X 20100798 001912868 WICSD RECYCLE Severe Pixel DropIHS 1055 Sharp Notevision PG-D2500X 20100444 912911504 WIF RECYCLE Severe Pixel DropIHS 1055 Sharp Notevision PG-D2500X 20100777 001912484 ARRA RECYCLE Severe Pixel DropIHS 1055 Sharp Notevision PG-D2500X 20100793 001912460 ARRA RECYCLE Severe Pixel DropIHS 2084 Sharp Notevision PG-D2500x 20100447 004914440 WIF RECYCLE Severe Pixel DropIHS 2084 Sharp Notevision PG-D2500X 20100449 004913818 WICSD RECYCLE Severe Pixel DropIHS 2084 Sharp Notevision PG-D2500X 20100865 001912600 WICSD RECYCLE Severe Pixel DropIHS 2084 Sharp Notevision PG-D2500X 20100871 004918853 WIF RECYCLE Severe Pixel DropIHS 1055 Sharp Notevision PG-D2510X 20140844 10914597 WICSD RECYCLE Minor Pixel DropIHS 2084 Sharp Notevision PG-D2510X 20100843 010914633 611 RECYCLE Severe Pixel DropIHS 2084 Sharp Notevision PG-D2510X 20100844 010914597 611 RECYCLE Severe Pixel DropIHS 1055 Sharp Notevision PG-F212X-L 20084139 907918382 ARRA RECYCLE Severe Pixel DropIHS 1055 Sharp Notevision PG-F212X-L 20100081 908921207 WICSD RECYCLE Moderate Pixel DropIHS 1055 Sharp Notevision PG-F212X-L 20100362 003926960 WICSD RECYCLE Moderate Pixel DropIHS 1055 Sharp Notevision PG-F212X-L 20100068 908921476 WICSD RECYCLE Severe Pixel DropIHS 1055 Sharp Notevision PG-F212X-L 20100438 005927113 WICSD RECYCLE Moderate Pixel DropIHS 2084 Sharp Notevision PG-F212x-L 20084137 908922274 TITLE II RECYCLE Severe Pixel DropIHS 1055 Sharp Notevision PG-F262X 20084674 904919185 BOCES RECYCLE Severe Pixel DropIHS 2084 Sharp Notevision PG-F262X 20084674 904919185 BOCES RECYCLE Severe Pixel DropIHS 1055 Sharp Notevision XR-32S 20083022 804911254 WICSD RECYCLE Severe Pixel DropIHS 1055 Sharp Notevision XR-32S 20083332 808916193 WICSD RECYCLE Severe Pixel DropIHS 1055 Sharp Notevision XR-32S 20082959 804911304 WICSD RECYCLE Severe Pixel DropIHS 1055 Sharp Notevision XR-325 20082977 804911285 WICSD RECYCLE Moderate Pixel DropIHS 2084 Sharp Notevision XR-32S 20080612 8044911286 WICSD RECYCLE Moderate Pixel DropIHS 2084 Sharp Notevision XR-32S 20082979 804911273 WICSD RECYCLE Severe Pixel DropIHS 2084 Sharp Notevision XR-325 20082980 80491250 WICSD RECYCLE Severe Pixel DropIHS 2084 Sharp Notevision XR-325 20083194 806913225 WICSD RECYCLE Moderate Pixel DropIHS 2084 Sharp Notevision XR-32S 20083208 806913230 WICSD RECYCLE Severe Pixel DroplHS 2084 Sharp Notevision XR-32S 20083210 808915942 WTCSD RECYCLE Severe Pixel DropIHS 2084 Sharp Notevision XR-32S 20083300 804911262 WICSD RECYCLE Severe Pixel Drop

IHS 2084 Sharp Notevision XR-32S 20083340 806913078 WICSD RECYCLE Severe Pixel DropIHS 1055 Sony Handicam 20083018 1337341 WICSD RECYCLE ObsoleteIHS 1055 Telex FMR-70 43493 WICSD RECYCLE Unrepairable1H5 1055 Telex Lavalier Reciever 707190180 WICSD RECYCLE Obsolete1H5 1055 Tricoder Barcode Reader 027189 LZ200 BOCES RECYCLE ObsoleteIHS 1055 ElmoTT-025 102184 903189 WICSD RECYCLE UnrepairableIHS 1055 Sharp Notevision PG-F212X-L 20100347 908920988 WICSD RECYCLE Severe Pixel Drop

IRQ 151 Notevision PG-D2500X 20100846 010914734 611 RECYCLE Severe Pixel Drop

IRQ 106 Notevision PG-F212X-L 20100059 908921224 WICSD RECYCLE Moderate Pixel Drop

IRQ 101 Notevision XR-32S 20083192 806913238 WICSD RECYCLE Moderate Pixel DropLW LIB Califone Cassette Recorder EH100268 WICSD RECYCLE ObsoleteLW LIB Califone Cassette Recorder CD211347 WICSD RECYCLE ObsoleteLW 105 EIKI Overhead Projector - 9290033 WICSD RECYCLE ObsoleteLW 129 Notevision XR-32S 088478 809918061 WICSD RECYCLE Severe Pixel DropLW 105 Panasonic PV-M2021 TV/VCR NA D2AC15332 WICSD RECYCLE ObsoleteLW 105 PanasonicTV/VCR WIAVO1O74 WICSD RECYCLE Unrepairable

RSL LIB Califone 5270AV Cassette Rec. RGE971464 WICSD RECYCLE Obsolete

RSL 151 Notevision PG-F212X-L 20100071 908922324 WICSD RECYCLE Severe Pixel Drop

RSL 164 Notevision PG-F212X-L 20100435 003926821 WICSD RECYCLE Severe Pixel Drop

RSL 149 Notevision PG-F212X-L 20100077 908921145 WICSD RECYCLE Moderate Pixel Drop

RSL 312 Sharp Notevision PG-F212X-L 20100070 908921222 WICSD RECYCLE Severe Pixel Drop

SL LIB Audiotronix Tape Recorder 162569 WICSD RECYCLE Obsolete

SN LIB 2 Boxes Misc Cabling/Headphones WICSD RECYCLE Obsolete

SN LIB Califone 5270AV Cassette Rec. 011981 FC560991 WICSD RECYCLE Obsolete

SN LIB Sharp TV/VCR 514059 WICSD RECYCLE Obsolete

w! West lrondequoit Central School District321 List Avenue

ROCHESTER, NEW YORK 14617-3125Telephone: (585) 342-5500

* Fax: (585) 266-1556www.westirondequoit.org

WES’I’ I RONDlQti0I’l’SCI I OOL 1)1 STRICT

To: Jeffrey Crane, Superintendent of Schools


Subject: Surplus Equipment — Art Kiln


The West Irondequoit Foundation awarded a grant to art teachers at Dake to replace a non-functioning kiln.The new kiln has been purchased using those funds and it is currently being installed.

Therefore I am recommending that at the October 1st, meeting of the Board of Education that the Board adopt aresolution declaring the existing art kiln at Dake as surplus.

If you have any questions please do not hesitate to contact me prior to our meeting.

Thank you for your consideration.

West lrondequoit Central School District321 List Avenue

ROCHESTER, NEW YORK 1461 7-31 25Telephone: (585) 342-5500

Fax: (585) 266-1 556www.westirondequoit.org

To: Jeffrey Crane, Superintendent of Schools



RE: Contract - ACA Consultant

The purpose of this memo is to request that at the October 1st, meeting of the West Irondequoit Central SchoolDistrict Board of Education that the Board adopts a resolution to approve a contract with US Employee Benefitsto provide consulting and support to the District in effhrts to meet IRS Affordable Care Act requirements.

In early 2016, the District is required by the IRS to engage in reporting to the IRS as well as the employee(similar to a W—2), information relating to health care coverage. It is critical that the District is well positionedto be in compliance with the law as there are significant penalties associated with the law that could result infines in excess of$l.000,000 for an employer of our size.

We currently lack the expertise or personnel necessary to be confident that we will be able to meet these newrequirements and therefore we participated in a county-wide RFP for consulting services (see attached for a costcomparision). Our plan would be to utilize the consultant for six months to support us through the firstreporting period and then evaluate our status for future reporting periods.

The details of the services provided by US Employee Benefits are attached at an approximate cost of $13,000.The cost is based on the number of employees at the time of filing and therefore an estimate is needed. USEmployee Benefits was the lowest cost provider for the services rendered and therefore the following motion isrecommended.

Recommended Motion: BE IT RESOLVED, that the West lrondequoit Board of Education approve a contract

with US Employee Benefits not to exceed $13,000 to support the District with the required reporting to the IRS

under the Affordable Care Act requirements..

If you have any questions please do not hesitate to contact me prior to the October Pt Board of Educationmeeting. Thank you for your consideration.

Company Proposed Cost (1,200 employees)US Employee Benefits $12,660HB Solutions $21,000Health efx $14,740HR Best Practices $13,220Next Generation Enrollment $ I 4,200

Employee BenefitsServices Group.

Proposal for West Irondequoit CSD

Affordable Care Act Consulting & Reporting Services

Table of Contents:Background & Qualifications 2

Affordable Care Act Consulting Services 3-4

Team Composition 5-6

Cost Summary & Fee Structure 7

September 14, 2015

Submitted By:

Eric GilbertManaging Director

(855) 562-7821 Ext. 105ericusemploveebenefits.com

0

&

1www.usemployeebenefits.com


Our Background and Qualifications:

U.S. Employee Benefits Services Group (USEBSG) is a full-service firm exclusively focused on the

world of employee benefits and helping our clients evolve in today’s environment. Founded in

2006 and the building pressure from the Affordable Care Act, we believe the greatest asset you

can have to meet this challenge is a team of experienced industry professionals who are

committed to exceeding expectations and utilize the best-in-class systems.

U.S. Employee Benefits Services Groups manages the Affordable Care Act requirements

as an extension of your team. We bring the following to our partnership:

Our company is comprised of tenured, skilled professionals, with a combined 100+

years’ experience in employee benefits and HR Compliance who are committed to your

efforts of being prepared for the future.

• Since the passing of the ACA legislation, our team and operational foundation have

adopted health care reform as a critical element in our clients’ world and as a result, we

have methodically developed our ACA Consulting Model to be best-in-class.

• Our in-house Compliance department will provide a schedule of notices (DOL, CMS, IRS,

etc.), changes and key dates along with facilitation of any mailings so you stay compliant.

• Our Analytics department is also extensively-trained on the ACA legislation and will help

determine full-time equivalents, assess possible penalties, set measurement and stability

periods and assist with contribution analysis.

• We are a Partner of ProSential Group, a national consortium of employee benefit firms,

HR, and payroll solutions providers with access to national employee benefits and

Health Care Reform specialist law firms.

• Our A.C.A. certified staff utilizes a proven software (SSAE16 certified) for tracking and

reporting

• All of our efforts lead to a reassurance that you are prepared for the complexity of the

A.C.A.

www.usemployeebenefits.com2


Health Care Reform Consulting Services

U.S. Employee Benefits Services Group will develop a regular meeting schedule with the

appropriate parties from your district and payroll firm, in order to provide support for all

aspects of Health Care Reform. As this is a complex change in health care requirements, we

would identify all areas of needed support, and build a project timeline that commits our firm to

delivering on i-elated areas outlined below.

coNsULTATIoN

• Policy Review

• DOL notices

• MEC,ALE,

• Affordability

TRACKING

• Measurements

Variable hour ees

• Hours worked

REPORTING

• 1094/1095

• Monthly variablehour reporting

DOCUMENTATION

• Binder Prep

Audit protection

• Monthly updates

Our goal is to be one source for your district with respect to the responsibilities under A.C.A.

Our approach begins with consultation and then delivers on-going support for tracking and

reporting with a continuous thread of organized documentation so you are always prepared.

www.usemployeebenefits.com -


The process that we have developed in order to ensure that our clients are in compliance with

the requirements of the ACA begins by meeting with your team, and establishing a strategic

project timeline, regular meeting schedule and a schedule olongoing support based on dates

specified in the Affordable Care Act. Following this initial meeting our team will provide a

complete benefit analysis to benchmark the current medical insurance program offered by your

district against the requirements of the ACA, and provide recommendations in order to bring

the medical insurance program into compliance (if needed). Included in this analysis will be a

comprehensive Pay-or-Play study, identifying plan affordability, whether minimum value is

being offered, any potential penalties, and proposing alternative funding scenarios to minimize

exposure. We will work with you to develop a historic database of employees, which will serve

as the basis for establishing and maintaining measurement periods and aid in identifying

employees in danger of triggering penalties.

The ongoing support USEBSG will provide includes but is not limited to:

• Determine your compliance requirements and develop a timeline for implementationIdentify and document employees as full time, part time, or seasonal

• Implement our ACA tracking system to calculate standard measurement, stability, andadministrative periods

• Develop and provide strategies for addressing eligibility of all variable hour employeesAssist with review of policies, procedures, and forms consistent with the requirementsof the ACA

Determine affordability and actuarial value of current health plan• Model financial exposure associated with non-compliance with any ACA rucluirements• Identify any potential cost savings associated with offering alternative health insurance

plans

Train staff on notifications and other pertinent information stemming from the ACA• Assistance in understanding your requirements under Section 6056, including hut not

limited to, IRS Forms 1094C and 100SC• Produce and distribute both the 1094C and 1095C• Prepare your firm br the following plan year and review changes to benefit Plans if

req Liested• Provide Department of Labor notices and cover letters

• Guidance on Summary of Benefits Coverage distribution

www.usemployeebenefits.com

Employee BenefitsServices Group

We believe that U.S. Employee Benefits Services Group is ideally positioned to provide expert

support to your district with regard to the Affordable Care Act. It is our intent to provide the

foundation for a long- term partnership which not only meets, but exceeds the needs of the

client and prepares you for the many requirements of the A.C.A.

Team Composition

Each team member is LAH licensed as well as certified as Health Care Reform Specialists.

Health Care Reform has necessitated the ongoing education and professional development of

each member of our team and we are proud of the expertise and accomplishments of all.

Eric Gilbert - Managing Director

(855-562-7821 ext. 105) [email protected]

As Managing Director of U.S. Employee Benefits, Eric has over 20 years in the healthcare

industry grounded in solid management experience that provides the firm with strategic and

analytical direction. He provides leadership for the consultant team in the areas of integration

of service offerings and new business development in both public employer and corporate

business markets. Ongoing research and professional development ensures the team engages

premier products and strategies that differentiate USEBSG in the marketplace with a

comprehensive focus on health care form consulting and compliance with the Affordable Care

Act. Eric provides strategic guidance relative to benefit design, and constant improvement to

the firm’s process and professional growth.

Eric’s past experience included several years of management and as Director of Sales at

Excellus Blue Cross Blue Shield. He was the Manager of Special National Accounts and

administered key national accounts and provided strategic guidance relative to medical plans,

health and wellness, employee programs and financial modeling.

- -- www.usemployeebenefits.com —

- -- Employee BenefitsServices Group.

Ed Hilton Analytics Manager(855-562-7821 ext. 103) [email protected]

Ed provides analytics oversight respective to the Affordable Care Act including Pay-or-Playcalculations, affordable cost review, and assists with establishing stability and measurementperiods. He also helps provides guidance for benefit designs, carriers, and employercontributions as they pertain to the regulations within Health Care Reform.

Ed established an impressive career in Rating and Underwriting as an Analyst and then TeamLeader at Excellus Blue Cross Blue Shield, and more recently as an Actuarial Analyst at a largebrokerage firm. The actuarial experience he has developed enables him to identify trends inclients’ data and work with them to develop solutions that best suit their unique needs. Henegotiates rates and benefit arrangements with carriers based on an actuarial approach withthe goal of ultimately providing the best cost -benefit scenario for the firms’ clients.

Sharon Pappas - Compliance Specialist(855-562-7821 ext. 113) [email protected]

Responsible for overseeing all compliance related activities including changes due to HealthCare Reform mandates, Department of Labor notices to employees, CMS notices to employees,etc. Provides mandated Health and Welfare SPD and Wrap Plan Documents and Health CareReform Pay or Play Analytics, and manages the client experience with our on-line tools(Client Resource Center, Compliance Dashboard, and InRoll).

Kelli Wilkinson - Account Manager(855-562-7821 ext. 100) kellkusemployeebenefits.com

Kelli is responsible for managing both public and private sector clients with a primary focus onthe school district segment. She assists school districts in implementing and administeringconsulting services especially around health care reform, supporting the Compliance andAnalytics Team in their statewide efforts. In the corporate market, she will facilitate ongoingbenefit account administration including client enrollment meetings and renewal management.Overall, she is responsible for client management and process improvement andimplementation.

___

— www.usemployeebenefits.com--

Employee BenefitsServices Group

Affordable Care Act Consulting & Reporting Services

U.S. Employee Benefits Services Group agrees to provide full Health Care Reform consulting

support for the client, encompassing consulting services in connection with determining those

employees for whom an offer of health insurance is mandated pursuant to the requirements of

PPACA. We will also provide support on legislative/legal updates, assistance with analytics

relative to the Employer Shared Responsibility mandate, along with the services outlined in this

proposal.

Fee Structure for Full ACA Consulting and Reporting Services:

• One-time Implementation Fee: $4.00 per employee

• Ongoing Monthly Cost:

o $95 per employee per month (50-2000 employees)

o $.90 per employee per month (2 001-4999 employees)

o $.65 per employee per month (5000-9999 employees)

o $.55 per employee per month (10,000 + employees)

o Minimum charge of $400 per month

o 1094C and 1095C transmittal, processing and production included

o Printing and postage offered for an additional $0.85 per form

www.usemployeebenefits.com — - - --—--

*Limited Disclosure of Student Directory Information Policy and Annual Written Notice

Limited Disclosure of Student Directory Information – Policy No. [NUMBER]

In accordance with the Family Educational Rights and Privacy Act (FERPA), the District limits the

disclosure of directory information (to individuals other than those with legitimate educational interest) to

specific parties, for specific purposes, as set forth below and in its annual notification to parents/eligible

students.

Directory information is information contained in an education record of a student that would not

generally be considered harmful or an invasion of privacy if disclosed. The District defines “directory

information” to include only the following:

X name

X dates of attendance

X photograph/image

X grade level

X participation in officially recognized activities and sports

X honors and awards received

Prior to disclosing directory information, the District will annually provide written notice to parents of

students in attendance and eligible students in attendance of: (a) the types of information the District

releases as directory information; (b) the limited purposes for which directory information is typically

released; (c) the parents’/eligible students’ rights to refuse to let the District designate any or all of those

types of information as directory information (“opt out”); and (d) the period of time within which

parents/eligible students have to notify the District in writing that they do not want any or all of those

types of information designated as directory information. Following such public notice and a reasonable

response period, the District may release directory information for the limited reasons set forth below and

in its annual written notice without prior written consent.

Note that parents/eligible students may not by opting out of disclosure of directory information prevent

the District from requiring a student to wear or present a student identification card or a badge that

displays information defined as “directory information.”

Limited Directory Information Disclosure

The District’s annual written notice to parents of students in attendance and eligible students will explain

that the District’s disclosure of directory information will be limited to specific parties and specific

purposes only.

The primary purpose for disclosing directory information without obtaining individual consent at the time

of each disclosure is to allow the District to include information from education records in certain school

publications, such as the yearbook, honor roll and other recognition lists, graduation programs, sports

activity sheets, and playbills showing students’ roles in drama productions in a timely manner and without

the necessity for requesting consent in situations in which it is expected that there would be no significant

concern about invasion of privacy or any danger or harm from the disclosure. Unless the parent/eligible

student opts out, the District will make the disclosure without obtaining consent. The District may also

disclose directory information to outside organizations/parties without a parent’s/eligible student’s prior

written consent but only for school-related activities or purposes. Examples of such outside organizations

include, but are not limited to, companies that manufacture class rings or publish yearbooks.

The District shall not disclose directory information in any situation when a risk to student safety, risk of

identity theft, or other harm to student(s) is reasonably perceived.

*Limited Disclosure of Student Directory Information Policy and Annual Written Notice

Military Recruiter Disclosure

The release of student directory information is not to be confused with the release of names, addresses and

telephone listings of eligible students to military recruiters, in accordance with federal law(s). See Policy

No. [NUMBER] regarding military recruiter disclosure.

------

Annual Written Notice Regarding Limited Disclosure of Directory Information

The Family Educational Rights and Privacy Act (FERPA), a federal law, generally requires that the

District obtain your written consent prior to disclosing personally identifiable information from your

child’s/your education records (to persons other than those with a legitimate educational interest). The

District may, however, disclose “directory information” for limited purposes without your written

consent, unless you have timely advised the District of your decision to opt out of such disclosure(s) in

whole or in part.

Directory information is information contained in an education record of a student that would not

generally be considered harmful or an invasion of privacy if disclosed. The District defines “directory

information” to include only the following:

X name

X dates of attendance

X photograph/image

X grade level

X participation in officially recognized activities and sports

X honors and awards received

In accordance with FERPA and Board Policy No. [NUMBER], “Limited Disclosure of Student Directory

Information,” the District’s disclosure of directory information will be limited to specific parties and

specific purposes only. Specifically, the District will include directory information in certain school

publications, such as the yearbook, honor roll and other recognition lists, graduation programs, sports

activity sheets, and playbills showing your child’s/your role in drama productions in a timely manner and

without the necessity for requesting consent in situations in which it is expected that there would be no

significant concern about invasion of privacy or any danger or harm from the disclosure. Unless the

parent/eligible student opts out, the District will make the disclosure without obtaining consent. The

District may also disclose directory information to outside organizations/parties without a

parent’s/eligible student’s prior written consent but only for school-related activities or purposes.

Examples of such outside organizations include, but are not limited to, companies that manufacture class

rings or publish yearbooks.

The District shall not disclose directory information in any situation when a risk to student safety, risk of

identity theft, or other harm to student(s) is reasonably perceived.

If you do not want the District to disclose any or all of the types of information designated below as

directory information from your child’s/your education records without your prior written consent, you

must notify the District in writing of such decision to opt out in whole or in part. Your written notice

must be received by [TITLE] [NAME], at [ADDRESS], on or before [DATE].

POLICY 2010 7241

1 of 1

Students

SUBJECT: STUDENT DIRECTORY INFORMATION

The District shall publish an annual public notice informing parents or eligible students (i.e., a student eighteen (18) years of age or older or who is attending an institution of post-secondary education) of the District's definition of directory information, the parent/eligible student's right to refuse the release of student directory information and indication of the time period for their response. (Directory information is information contained in an education record of a student that would not generally be considered harmful or an invasion of privacy if disclosed.) Following such public notice and a reasonable response period, the District may release such information to an outside group without individual consent.

The Family Educational Rights and Privacy Act (FERPA) defines student directory information as any of the following: name; address; telephone listing; date and place of birth; major field of study; grade level; participation in officially recognized activities and sports; weight and height (if members of athletic teams); dates of attendance; honors, degrees and awards received; electronic mail address; photograph; and the name of the educational agency or institution most recently previously attended by the student. The District will release only the directory information defined above. Directory information does not include:

a) A student's social security number; or b) A student's identification (ID) number, except as provided below. Directory information includes a student ID number, user ID, or other unique personal identifier

used by the student for purposes of accessing or communicating in electronic systems, but only if the identifier cannot be used to gain access to education records except when used in conjunction with one or more factors that authenticate the user's identity, such as a personal identification number (PIN), password, or other factor known or possessed only by the authorized user.

The release of student directory information is not to be confused with the release of names, addresses and telephone listings of eligible students (i.e., a student seventeen (17) years of age or older or in the eleventh grade (or its equivalent) or higher) to Military Recruiters, pursuant to law and to Board Policy 7244.

Family Educational Rights and Privacy Act of 1974, 20 United States Code (USC) Section 1232(g) 34 Code of Federal Regulations (CFR) Part 99

NOTE: Refer also to Policy #7244 -- Military Recruiters' Access To High School Students

and Directory Information

Adopted: 04/15/10