Elmira City School District Board of Education
Board Committees
Building and Grounds Committee
Facilities Transition Committee
| Chair: | René Dickens, Board member; committee term ends June 30, 2013. |
| Members: | Dan O'Connell, community member; committee term ends June 30, 2013. Celeste Bohman, community member; committee term ends June 30, 2014. |
Article I. Charge to the Committee
Legal Basis. The Audit Committee is hereby constituted and continued in accordance with New York State Education Law §2116-c and charged by the Board of Education to perform all functions required of such Committee by the Education Law, the Regulations of the Commissioner of Education, and the Laws of the State of New York.
Advisory Role. The role of the Audit Committee shall be advisory and any recommendations it provides to the Board shall not be substituted for any required review and acceptance by the Board of Education. The Committee exists to assist the Board of Education in carrying out its fiduciary responsibilities in the oversight of the District s assets. The Committee shall undertake its responsibilities in a transparent, competent, and timely manner. The Committee serves the public trust through its commitment to preventing and detecting, to the extent practicable, any fraud, waste, and/or abuse of District assets.
Article II. Term.
This Charter is effective from July 1, 2012, through June 30, 2013, subject to amendment or revocation by the Board of Education.
Article III. Chair.
There shall be a Chair, appointed by the Board of Education from among its members. Vice-Chairs may be appointed by the Chair from among the members of the Committee to assist in the operation of the Committee.
Article IV. Membership
Number and Qualifications. The Committee shall comprise five (5) members, three from the Board of Education and two non-Board members with appropriate qualifications and expertise. The Committee members cannot be current employees of the District or employed by the District within the past two year, persons connected with District vendors or service providers, or persons with close or immediate family members who are District employees or service providers, or as otherwise prohibited by law. The non-Board members can reside within or outside the District. Members should collectively possess knowledge in accounting, auditing, financial reporting, and school district finance.
Appointments. Members of the Committee may be appointed by the Chair, subject to the approval of the Board of Education. The Chair shall be responsible for submitting candidates to the Board of Education in the same manner that other action items may be placed before the Board.
Terms of Office. Committee members shall be appointed to three-year terms. Board members whose Board terms expire for any reason shall immediately cease to be members of the Committee, and the Board shall appoint a replacement to a new three-year term. The Board may alter terms upon any annual reauthorization of the Committee and all prior appointments shall be subject to such revised terms as the Board deems appropriate.
Removal. Members of the Committee shall be removed due to three unexcused absences. An unexcused absence shall include, but not be limited to, instances where the member failed to notify the Chair of such absence prior to the meeting. A member shall be deemed to have resigned where there are three consecutive unexcused absences.
Resignation. Members may resign at any time by communicating such resignation to the Chair, the Board President or the Board Clerk.
Article V. Powers.
Scope of Powers. The Committee shall have no power to spend money or commit the District to any course of action. The Committee shall be subject to all Policies and Regulations of the District and to applicable law. The Committee may make recommendations to the Board of Education or the Superintendent, as appropriate, to take actions for the benefit of the District. The Committee is designed to assist the Board in the oversight of the District's financial health.
Meetings. Meetings of the Committee shall be scheduled, posted, and conducted as required by the Open Meetings Law. The Committee may also conduct an executive session as permitted by the New York Public Officers Law or Education Law §2116-c (7).
Decisions. The Committee should, in the first instance, attempt to make decision by consensus. If consensus cannot be reached, the Committee can make decisions by majority vote. No decision or recommendation shall be recognized as an act of the Committee without agreement of a majority of the membership.
Information. The Committee may request of the District administration any information the Committee believes is necessary to conduct its work, but the administration shall not disclose any information otherwise kept confidential by the policies of the District or by applicable law without specific authorization of, and subject to any terms imposed by, the Board of Education. The Committee may also seek guidance from the School Attorney as needed to complete its obligations, subject to approval by the Board for any legal fees not already approved by the Board.
Article VI. Obligations.
Annual Objectives. It shall be the responsibility of the Committee to complete the following per Education Law §2116-c:
- Provide recommendations regarding the appointment of the external auditor for the District;
- Meet with the external auditor prior to commencement of the audit;
- Review and discuss with the external auditor any risk assessment of the District s fiscal operations developed as part of the auditor s responsibilities under governmental auditing standards for a financial statement audit and federal single audit standards if applicable;
- Receive and review the draft annual audit report and accompanying draft management letter and, working directly with the external auditor, assist the Board in interpreting such documents;
- Make recommendation to the Board on accepting the annual audit report;
- Review every corrective action plan to be developed by the District as required by Education Law §2116-a and assist the Board in the implementation of such plan; and
- Assist in the oversight of the internal audit function required by Education Law §2116-b, including, but not limited to:
- Providing recommendations regarding the appointment of the internal auditor for the District;
- Review of significant findings and recommendations of the internal auditor;
- Monitoring of the District s implementation of such recommendations; and
- Evaluation of the performance of the internal audit function.
Reports. The Committee shall report on its activities on a monthly basis and as requested by the Board. Reports shall include all subjects required by law and as requested by the Board.
Committee Meetings and Minutes
Meetings will be held on every second Thursday of the month at 9 a.m. through June in the Administration Board Room.
- Jan. 12, 2011 - Minutes
- Feb. 9, 2011 - Minutes
- March 9, 2011 - Minutes
- April 13, 2011 - Minutes
- May 11, 2011 - Minutes
- June 8, 2011 - Minutes
- June 29, 2011 - Minutes
- July 20, 2011 - Minutes
- April 3, 2012 -Minutes
- May 8, 2012 - Minutes
- June 12, 2012 - Minutes
- Dec. 12, 2012 - Minutes
- Jan. 9, 2013
- Feb. 13, 2013
- March 14, 2013
- April 11, 2013
- May 9, 2013
- June 13, 2013
N.Y. STATE COMPTROLLER'S REPORT:
Click here for the Financial Management Report from July 2006-June 2011.
INTERNAL AUDIT INFORMATION:
For the 2008-09 Internal Audit, click here.
For the 2008-09 Control Cycle Audits of Information Technology & Purchasing, click here.
For the 2009-10 Control Cycle Audits of Food Service & Administration of BOCES Budget,click here.
For the 2009-10 Internal Audit, click here.
For the 2010-11 Control Cycle Audits of Transportation and Human Resources, click here.
For the Internal Auditors' contract, click here.
Internal Auditors:
- James Marasco, CPA
James Buffum, CPA
Eldredge, Fox & Porretti, LLC
280 Kenneth Drive, Ste. 100
Rochester, NY 14623
(585) 427-8900
EXTERNAL AUDIT INFORMATION:
For the 2009-10 External Audit, click here.
For the 2010-11 External Audit, click here.
For the 2011-12 External Audit, click here.
For the External Auditors' contract, click here.
External Auditors:
Drescher & Malecki, LLP
Certified Public Accountants
3083 William Street
Suite 5
Cheektowaga, NY 14227
(716) 565-2299
wdrescher@dreschermalecki.com
FORENSIC AUDIT INFORMATION:
Forensic Auditors:
- James Marasco, CPA
James Buffum, CPA
Eldredge, Fox & Porretti, LLC
280 Kenneth Drive, Ste. 100
Rochester, NY 14623
(585) 427-8900
For the Forensic Audit, click here.
| Chair: | Lynn Grottenthaler, Board member |
| Members: | Sara Lattin, Board president; Ed Cleary, Board member |
Committee Meetings
Meetings will be held on the first Monday of the month at noon in the Administration Boardroom.
CHARTER
Article I: Charge to the Committee.
The District Building and Grounds Committee is hereby created and charged by the Board of Education to scrutinize utilization of facilities; determine financial sustainability of schools while providing outstanding education services; maximize facilities efficiencies; recommend potential consolidation/reorganization/renovation of buildings with a proposed Short term and Long term Facilities Plan and recommend a future fee structure for community use of facilities to the Policy Committee.
Article II: Term
This Charter is effective from July 1, 2012 through June 30, 2013, subject to amendment or revocation by the Board.
Article III: Chair
There shall be a Chair, (and/or Co-Chair) appointed by the Board of Education from among its members. Vice-Chairs may be appointed by the Chair (s) from among the members of the Committee to assist in the operation of the Committee.
Article IV: Membership
There shall be a Core Committee, a Central Committee and an Extended Committee as the need and time arises.
Qualifications:
At least 3 members of the District Buildings and Grounds Committee shall also be members of the Board. The Superintendent/Designee shall serve on the Core committee. The Athletic Director and Custodial Maintenance Supervisor shall serve on the Core Committee.
Appointments:
The Core Committee will recommend and the Chair will appoint, subject to the approval of the President, additional members to the sub-committees as the need and purpose designate. These appointments will represent the students' interests and needs and building efficiencies and resources and shared community utilizations and concerns. The appointments may be staggered according to schedules, not all necessary at the same time.
Removal: Members of the Committee may be removed by the Board.
Resignation:
Members may resign at any time by communicating such resignation to the Chair and/or the Board President.
ArticleV. Powers:
Scope of Powers. The committee shall have no power to spend money or commit the District to any course of action. The Committee shall be subject to all Policies and Regulations of the District and to applicable Law. The Committee may make recommendations to the Board of Education or the Superintendent, as appropriate, to take actions for the benefit of the District.
Meetings:
Meetings of the Committee shall be planned to meet the needs of the Board Goal and Charge and Obligations of the Committee. The meetings may be sudden and frequent. They will be scheduled, posted, conducted to confirm with Open Meetings Law, as closely as possible.
Decisions:
Where feasible, consensus decisions will prevail. No decision or recommendation shall be recognized as an act of the Committee without Board of Education approval.
Information:
The committee will be operating in full force and effect with District administration. Thus, any information the Committee believes necessary to conduct its work shall be provided by the District without violating any laws, regulations, policies of confidentiality.
Obligations:
Annual Objectives: The Committee shall endeavor to achieve, but not be limited to, the following by June 30, 2013:
- examine financial sustainability of schools and facilities
- identify building and facility efficiencies
- recommend possible reconfiguration/consolidation/reorganization of buildings and facilities to the Board
- recommend a Short Term and Long Term Facilities Use Plan to the Board
- recommend a fee schedule to Policy Committee for facility use by outside District organizations, thereby recommending to the Board.
Reports:
The Committee shall endeavor to report on each meeting via its monthly progress reports at Board of Education Meetings and the posting of minutes/notes taken at meetings by the Secretary of the Committee.
Community Relations Committee
| Chair: | Randy Reid, Board member |
| Members: | Lynn Grottenthaler, Board member. Hillary Austin, Interim Deputy Superintendent; Kathleen Costello, Community Information Specialist; Erin Edger, Community Information Supervisor. Community members Steven Hughes, Ron Allison and Josh Palmer. |
Article I. Charge to the Committee.
The Community Relations Committee is hereby created and charged by the Board of Education to support and encourage every community member to invest in our children's future and build shared ownership by participation in our School District thus becoming more knowledgeable /aware. The input from the community will provide the committee with recommendations to the Board of Education and the administration.
Article II. Term.
This Charter is effective from July 1, 2012 through June 30, 2013, subject to amendment or revocation by the Board.
Article III. Chair.
There shall be a Chair, appointed by the Board of Education from among its members. Vice-Chairs may be appointed by the Chair from among the members of the Committee to assist in the operation of the Committee.
Article IV. Membership.
Number. There shall be at least seven , but no more than fifteen members of the Committee.
Qualifications. At least one member of the Committee shall also be a member of the Board of Education. At least two members of the Committee shall be employees of the District, appointed by the Superintendent. At least three members of the Committee shall be members of the community with an interest in the work of the District and the Committee. At no time may the membership include a number of members who are also members of the Board of Education equal to or in excess of the number constituting a quorum of the Board of Education.
Appointments. Members of the committee may be appointed by the Chair, subject to the approval by the President of the Board of Education. The Chair shall be responsible for submitting candidates to the Board of Education in the same manner that other action items may be placed before the Board.
Removal. Members of the Committee may be removed without cause by the Board.
Article V. Powers.
Scope of Powers. The Committee shall have no power to spend money or commit the District to any course of action. The Committee shall be subject to all Policies and Regulations of the District and to applicable law. The Committee may make recommendations to the Board of Education or the Superintendent, as appropriate, to take actions for the benefit of the District.
Meetings. Meetings of the Committee shall be scheduled, posted, and conducted as required by the Open Meetings Law. Chairs should consult with District administration for advice and assistance.
Decisions. The Committee should, in the first instance, attempt to make decisions by consensus. If consensus cannot be reached, the Committee can make decisions by majority vote. No decision or recommendation shall be recognized as an act of the Committee without agreement of a majority of the membership.
Information. The Committee may request of the District administration any information the Committee believes is necessary to conduct its work, but the administration shall not disclose any information otherwise kept confidential by the policies of the District or by applicable law without specific authorization of, and subject to any terms imposed by, the Board of Education.
Article VI. Obligations.
Annual objectives. The Committee shall endeavor to achieve the following goals:
- By June 30, improve our internal and external communication process to enhance parent and community support, increase satisfaction, highlight accomplishments of students, faculty, staff and administration to build relationships and enhance the involvement of the community.
- By February 2013, conduct a Community Sensing Survey to collect data that will be used to strengthen the partnership between the community, internal and external stakeholder.
- By January 2013 Improve the quality and frequency of communication to the Community via CR (Community Relations) Committee Forums (CF) aimed specifically at educating the community on decision of the Board and address questions as a way to help clarify Board decisions.
- Engage the Committee, District Staff, and Administration in community collaboration activities and that aid in building effective relationships, and informs the public about our District goals.
- Relay documented information to the Board of Education and Administration as appropriate.
- Serve as a point of entry to collect contact information of community members who may be interested in seeking a seat on the Board, serving on other Board committees or supporting District initiatives where volunteers might be needed. This is a service of the committee only. All contact information collect will be provided to the Board.
Reports. The Committee shall report on its progress monthly and as requested from time to time by the Board.
Facilities Transition Committee
| Co-Chairs: | Claude Oliver, Board member; Mary Tucker, Board member |
| Members: | Ed Cleary, Board member; Randy Reid, Board member |
Middle School Core Committee Member Groups.
The Core Committee of the Facilities Transition Committee will be made up of the following stakeholders:
Leaders: 3 members
2 middle school principals
Supervisor of School Improvement
Teaching Staff: 9 members (4 from each school and 1 ETA union rep)
The teaching staff will be chosen by the building leadership teams from each middle school. Core teams should include teachers from Core academic, special education and elective areas. (Examples: Math/BMS; Science/EDMS; English/BMS; etc.)
Support Staff: 3 members (2 from each school and 1 union rep)
Clerical staff, custodial, maintenance, teacher aides.
Community: 2 members
An invitation sent to the community representatives from the Community Relations Committee, Finance Committee and Policy Committee.
Parents: 2 members (1 from each middle school)
A letter sent to the following groups to solicit parent volunteers: PFO, CSE Parent Rep, Student Council Advisors.
Students: 2 members (1 from each middle school)
Students will be chosen by the principals of their respective schools.
Buildings and Grounds Committee: 3 members
This committee would serve both the high school and middle school core committees. Recommendation for Mike Dunn and Jeff Robbins from Hunt Engineers to be two of the three members.
Total core team members=21 (3 leaders, 18 members + Buildings and Grounds Committee)
Plus four Board members: Claude Oliver, Mary Tucker, Ed Cleary and Randy Reid.
The core members will define the common goals and the subcommittees will develop the group goals.
High School Core Committee Member Groups.
The Core Committee of the Facilities Transition Committee will be made up of the following stakeholders:
Leaders: 2 members
Principal of the new high school
Supervisor of School Improvement
Teaching Staff: 13 members (6 from each school and 1 ETA union rep)
The teaching staff will be chosen by the building leadership teams from each high school. Core teams should include teachers from Core academic, special education and elective areas. (Examples: Math/EFA; Science/SHS; English/EFA; etc.)
Support Staff: 3 members (2 from each school and 1 union rep)
Clerical staff, custodial, maintenance, teacher aides.
Community: 4 members
An invitation sent to the community representatives from the Community Relations Committee, Finance Committee and Policy Committee.
Parents: 4 members (2 from each high school)
A letter sent to the following groups to solicit parent volunteers: Booster Club, Choir Booster Club, CSE Parent Rep, Class Advisors and Student Council Advisors.
Students: 4 members (1 from each high school)
Students will be chosen by the principals of their respective schools.
Buildings and Grounds Committee: 3 members
This committee would serve both the high school and middle school core committees. Recommendation for Mike Dunn and Jeff Robbins from Hunt Engineers to be two of the three members.
Total core team members=33 (2 leaders, 31 members)
Plus four Board members: Claude Oliver, Mary Tucker, Ed Cleary and Randy Reid.
The core members will define the common goals and the subcommittees will develop the group goals. For example, a core common goal would be to develop the process for naming the new high school. The teaching staff subgroup will develop the academic programs and schedule for the new high school.
| Chair: | Scott Moore, Board member. |
| Members: | Sara Lattin, Board president; Hillary Austin, Interim Deputy Superintendent; Dan DoBell, Business Official. |
CHARTER
Article I: Charge to the Committee.
The Finance Committee is hereby created and charged by the Board of Education to work collaboratively with District officials to address revenue streams and expenses to meet the needs of all students in a fiscally appropriate way by developing familiarity with budget parameters and constraints, providing input on prioritization, and assisting in educating the public. The committee usually meets on the second Tuesday of each month at noon in the Administration Boardroom
Article II. Term
This Charter is effective from July 1, 2012, through June 30, 2013, subject to amendment or revocation by the Board.
Article III. Chair
There shall be a Chair (or co-chairs), appointed by the Board of Education from among its members. Vice Chairs may be appointed by the Chair from among the members of the Committee to assist in the operation of the Committee.
Article IV. Membership
Number. There shall be at least 5(five), but no more than 10 (ten) members of the committee.
Qualifications. At least 3(three) members of the Committee shall also be a member of the Board of Education. At least 2 (two) members of the committee shall be employees of the District, appointed by the Superintendent. At least 4 (four)members of the Committee shall be members of the community with an interest in the work of the District and the Committee. At no time may the membership include a number of members who are also members of the Board of Education equal to or in excess of the number constituting a quorum of the Board of Education.
Appointments. Members of the Committee may be appointed by the Chair, subject to the approval of the President. The Chair shall be responsible for submitting candidates to the President in the same manner that other action items may be placed before the Board.
Resignation. Members may resign at any time by communicating such resignation to the Chair, Board President, or the Board Clerk.
Article V. Powers
Scope of Powers. The committee shall have no power to spend money or commit the District to any course of action. The Committee shall be subject to all Policies and Regulations of the District and to all applicable law. The Committee may make recommendations to the Board of Education or the Superintendent, as appropriate, to take actions for the benefit of the District.
Meetings. Meetings of the Committee shall be scheduled, posted and conducted as required by the Open Meetings Law. Chairs should consult with District administration for advice and assistance.
Decisions. The Committee should, in the first instance, attempt to make decisions by consensus. If consensus cannot be reached, the Committee can make decisions by majority vote. No decision or recommendation shall be recognized as an act of the Committee without agreement of a majority of the membership.
Information. The Committee may request of the District administration any information the Committee believes is necessary to conduct its work, but the administration shall not disclose any information otherwise kept confidential by the policies of the District or by applicable law without specific authorization of, and subject to any terms imposed by, the Board of Education.
Article VI. Obligations.
Annual Objectives. The Committee shall endeavor to achieve the following goals:
- To review the Superintendent's budgetary proposals concerning revenues and expenses.
- To ensure committee members familiarity with the district budgeting process.
- To monitor, review and participate in the budgeting process of the district.
- To review, with the Superintendent, his/her budgetary proposal in relation to it's effectiveness in promoting the goals of the district and it's harmony with the local economy, and
- To review all recommendations coming before the board concerning district budgetary matters for budget preparation purposes.
Reports. The Committee shall report on its progress monthly and as requested from time to time by the Board of Education.
Health Plan Committee
| Chair: | Jessica Roberts, Board member |
| Members: | Mary Tucker, Board member |
Policy Committee
| Chair: | Sara Lattin, Board president; Ed Cleary, Board member. |
Article I. Charge to the Committee.
The Policy Committee is charged with ensuring that the Elmira City School District has a set of rules and policies consistent with all applicable federal and state regulations.
Article II. Term.
This Charter is effective from July 1, 2012, through June 30, 2013, subject to amendment or revocation by the Board.
Article III. Chair.
There shall be a Chair, appointed by the Board of Education from among its members. Vice-Chairs may be appointed by the Chair from among the members of the Policy Committee to assist in the operation of the Policy Committee.
Article IV. Membership.
Number. There shall be at least four members of the Policy Committee. The length of appointment for each member of the Policy Committee shall be for no longer than the effective dates of the charter.
Qualifications. At least two members of the Policy Committee shall also be members of the Board of Education. At least two members of the Policy Committee shall be employees of the District, appointed by the Superintendent. At least two members of the Policy Committee shall be members of the community with an interest in the work of the District and the Policy Committee. At no time may the membership include a number of members who are also members of the Board of Education equal to or in excess of the number constituting a quorum of the Board of Education.
Appointments. Members of the Policy Committee may be recommended by the Chair, subject to the approval of the President of the Board of Education as per current Board of Education Policy 1321. The Chair shall be responsible for submitting candidates to the Board of Education for approval by the President in the same manner that other action items may be placed before the Board.
Removal. Members of the Policy Committee may be removed without cause by the appointing authority (i.e., the Board or the Superintendent, as appropriate).
Resignation. Members may resign at any time by communicating such resignation to the Chair, the Board President, or the Board Clerk.
Article V. Powers.
Scope of Powers. The Policy Committee shall have no power to spend money or commit the District to any course of action. The Policy Committee shall be subject to all Policies and Regulations of the District and to applicable law. The Policy Committee may make recommendations to the Board of Education or the Superintendent, as appropriate, to take actions for the benefit of the District.
Meetings. Meetings of the Policy Committee shall be scheduled, posted, and conducted as required by the Open Meetings Law.
Decisions. The Policy Committee should, in the first instance, attempt to make decisions by consensus. If consensus cannot be reached, the Policy Committee can make decisions by majority vote. No decision or recommendation shall be recognized as an act of the Policy Committee without agreement of a majority of the membership.
Information. The Policy Committee may request of the District administration any information the Policy Committee believes is necessary to conduct its work, but the administration shall not disclose any information otherwise kept confidential by the policies of the District or by applicable law without specific authorization of, and subject to any terms imposed by, the Board of Education.
Article VI. Obligations.
Annual objectives. The Policy Committee shall have as its primary function the codification of new rules and/or policies as identified by need. Secondarily, existing rules and policies may be recommended for modification so that they remain consistent with any changes in relevant laws.
Reports. The Policy Committee shall report on its progress monthly and as requested from time to time by the Board.
Committee Meetings and Minutes
- March 11, 2011 - Minutes
- June 7, 2011 - Minutes
- August 11, 2011 - Minutes
- December 1, 2011 - Minutes