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Elmira City School District Board of Education

Board Committees

August 2017
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Audit Committee

Building and Grounds Committee

Community Relations Committee

Facilities Transition Committee

Finance Committee

Health Plan Committee

Policy Committee

 

 

 

Audit Committee 2016-2017

Chairperson:   Mary Tucker, Vice President, Board of Education
Members:    Deborah White, Member, Board of Education

 

 

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.

 

Article II. Term

This Charter is effective from July 1, 2016, through June 30, 2017, subject to amendment or revocation by the Board of Education

.

 

Article III. Chair

There shall be a Chair, appointed by the Board of Education. 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 consist of at least 3 but no more than 7 members, including a maximum of 3 Board members and 4 non-Board members with appropriate qualifications and expertise. Committee members cannot be current employees of the district or employed by the district within the past two years, 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 one-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 complete the balance of that Board Member’s 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. Members of the Audit Committee may be removed by the Board of Education.

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.

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:

  1. Provide recommendations regarding the appointment of the external auditor for the District;
  2. Meet with the external auditor prior to commencement of the audit;
  3. Review and discuss with the external auditor any risk assessment of the District's fiscal operations developed as part of the auditor's responsibilities;
  4. 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;
  5. Make recommendation to the Board on accepting the annual audit report;
  6. 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;
  7. Assist in the oversight of the internal audit function required by Education Law §2116-b, including, but not limited to:
    1. Provide recommendations regarding the appointment of the internal auditor for the District;
    2. Review of significant findings and recommendations of the internal auditor;
    3. Monitor of the District s implementation of such recommendations; and
    4. Evaluate 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.

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Building and Grounds Committee 2016-2017

Chairperson:   Lynn Grottenthaler, Member, Board of Education
Members:    Kevin Sullivan, Member, Board of Education
Deborah White, Member, Board of Education
 

 

Article I: Charge to the Committee.

The District Building and Grounds Committee is hereby created and charged by the Board of Education to further develop and continue the scope of the ECSD Reorganization Plan (approved by the Board of Education in May 2012), maintain and further delineate the Capital budget expenditures noted in the Reorganization Plan, further establish and complete the building and renovating timelines, prioritize and accomplish building improvements as stated in NYSED building condition surveys, and address any other facility priorities (emergencies) as they occur.

 

Article II. Term

This Charter is effective from July 1, 2016 through June 30, 2017, subject to amendment or revocation by the Board.

 

Article III. Chair

There shall be a Chairperson, agreed upon by the Board of Education members of the committee and approved by the Board of Education.

 

Article IV. Membership Number:

There should be at least 9 members of the committee.

Qualifications:

At least 3 members of the District Buildings and Grounds Committee shall also be members of the Board of Education. The Superintendent, the Finance/Business Manager, the Supervisor of Buildings and Grounds, the Health and Safety Supervisor, the District Technology Director, the Architect (Hunt Engineering) and the Construction Manager (Welliver) shall also be on the Buildings and Grounds Committee. Other persons recognized by members of the committee, as needing to participate, shall make such recommendations to the whole committee and be appointed by the Chair.

Appointments:

The Buildings and Grounds Committee will make recommendations to the whole committee of persons needing to participate. The Chair will extend the invitation and appoint the "as needed" members.

Resignation:

Members may resign at any time by communicating such resignation to the Chair and recommending a designee to replace them with participation and membership. (This applies to the Superintendent, Architect and Construction Manager.) Board of Education members may resign at any time by communicating such resignation to the Chair.

 

Article V. Powers

Scope of Powers:

The committee shall have no power to spend any monies, but the committee is further charged with making recommendations to spend the available Capital funds established in the Reorganization Plan and any further amounts authorized by the Board of Education.

The committee shall be subject to all policies and regulations of the district and to the applicable laws. The committee will adhere to the regulations of the New York State Commissioner of Education Parts 155.3 to 155.9 and Part 155.17 (8NYCRR 155) during the construction, renovation and everyday maintenance of all its buildings.

The committee may make recommendations to the Board of Education or the Superintendent, as appropriate, to take actions to benefit the district.

Meetings:

Meetings of the Committee shall be scheduled, posted and conducted in accordance with Open Meetings Law. The meetings may be sudden and frequent to accomplish the charge and then become less frequent. As agreed upon by the Buildings and Grounds Committee, meetings shall be held at 9:00 am on the second Friday of each month unless otherwise notified.

Decisions:

Buildings and Grounds 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 Buildings and Grounds Committee without agreement or a majority of the membership.

 

Article VI. Obligations

Annual Objectives:
  1. Determine the scope of buildings and grounds projects
  2. Move to completion of said projects by projected timeline
  3. Identify sequence of project phases
  4. Determine budget constraints and sustainability within established budget projection limit
  5. Determine if scope of projects are more (or less) than necessary
  6. Identify and plan for contingencies
  7. Seek "as needed" related participants (especially during the determination of scope)
  8. Identify savings of Building Reorganization Plans
  9. (Via Capital Construction) Continue to identify building efficiencies
  10. 10. Create timeline to phase in all projects and meet deadlines
  11. 11. Identify and determine "real" building space needs and efficiencies
  12. 12. Scrutinize change orders, RFPs, contracts and questions to be asked
  13. Make any and all findings available to the Board of Education through Board of Education meetings and reports.
Reports:

The Buildings and Grounds Committee shall endeavor to report on each meeting via monthly progress reports at Board of Education Meetings and the posting of minutes/notes taken at meetings by the Secretary of the Committee.

 

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Community Relations Committee 2016-167

Chairperson:   Randy Reid, Member, Board of Education
Members:    Lynn Grottenthaler, Member, Board of Education
Josh Palmer, Member, Board of Education

 

Article I. Charge to the Committee.

The Board of Education has created and is charging the Community Relations Committee with engaging the Elmira school community through proactive programs that seek to restore school and community pride.

 

Article II. Term

This Charter is effective from July 1, 2016 to June 30, 2017, subject to amendment or revocation by the board.

 

Article III. Chair

There shall be a Chair from among the Board's participating members.

 

Article IV. Membership

Number:

There shall be at least 9 members of the committee.

Qualifications:

At least 2 members of the Committee shall also be a member(s) of the Board of Education.

At least 3 members of the Committee shall be the Superintendent and/or his designee(s).

All other members of the committee shall be invited by the BOE participants of the Committee and the Superintendent, with intent to reach all levels of the community who have an interest in the work of the Committee.

Appointments:

Members of the Committee shall be invited by the Chair and/or Superintendent, with the approval of the other BOE member and and/or the Superintendent, 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 of the Committee may resign at any time by communicating such resignation to the Chair.

 

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 the applicable laws.

The Committee may make recommendations to the BOE 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 in accordance with 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/objectives attached to improving our school district pride

  1. Change community perceptions if negative and incorrect,
  2. Brainstorm with all levels of the community what can be achieved and accomplished and set priorities,
  3. Make diversity a strength,
  4. Create monthly “travel meetings” for the BOE to hold meetings twice a year in a different school each time,
  5. Create partnerships with collegial organizations,
  6. Engage community businesses and organization in promoting district pride and strengths,
  7. Improve the district image and perceptions of the district and staff, continually highlighting strengths,
  8. Establish regular 'town hall' meetings or roundtable forums,
  9. Improve employee/staff/community communications,
  10. Investigate improved website organization,
  11. Engage community, social service organizations that can assist in improving perceptions and pride in the community,
  12. Create a focus group, when need to examine issues as they arise,
  13. Engage the BOE in solution building to create school pride and each members positive impact throughout the community,
  14. Other as determined throughout meetings and engagements.
Reports:

The Committee shall report on its progress monthly. Notes will be delivered to the website coordinator for communication purposes and transparency commitment by the Committee. The BOE may report individually at public Board meetings, from time to time, as to their personal success in engaging the community regarding pride in our school district.

 

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Finance Committee 2016-17

Chairperson:   Mary Tucker, Vice President, Board of Education
Members:    Scott Moore, Member, Board of Education
Randy Reid, Member, Board of Education

 

Article I: Charge to the Committee.

The Finance Committee is hereby created and charged by the Board of Education to provide oversight to all major District revenues, expenses, investment practices, and policies and practices related to the management of District finances. The Committee shapes strategic directions for finance and monitors all policies related to the financial administration of the District. The Committee provides guidance to management on the financing of strategic initiatives and District goals.

 

Article II. Term

This Charter is effective from July 1, 2016, through June 30, 2017, 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

There shall be a core committee, an extended committee and sub-committees as the need and time arises.

Number:

The core Committee will be composed of at least 2 members of the Board of Education, the Superintendent and a designee. An extended Committee may be composed of the core Committee and up to 20 members of the community.

Qualifications:

Up to 20 members of the Committee may be members of the community with an interest in the work of the District and the Committee. The core Committee will recommend and the Chair will appoint, subject to the approval of the President, additional members to sub-committees as the need and purpose designate. 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 shall be nominated by the Chair after consultation with the Superintendent and 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.

Removal:

Members of the Committee may be removed without cause by the appointing authority.

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:

  1. Provides guidance to management on the accomplishment of Board financial goals and practices
  2. Provides representative Board oversight of the District's financial operations
  3. Provides community perspective on strategic direction in District financial planning programs
  4. Oversees the use of the District Projections Model for gaining insight into ways to improve revenue sources and the effects of certain expense assumptions
  5. Represents both external and internal perspectives to assure progressive improvements in District finances
  6. Provides an open forum for discussion of critical issues related to the management of financial processes
  7. Coordinates work with other Board Committees as needed.

The Committee will analyze and validate information/conclusions and prepare recommendations to the Board on tax levy, special assessments, alternative revenue, sources, fees and rates, financing strategies and new or revised financial policies and controls.

During the annual budget cycle, the Committee reviews department expense requests and revenue projections for the upcoming school year. The Committee serves as a sounding board to District management and school personnel. The Committee asks questions and offers suggestions to improve the budget process. The Committee works on the assumption that District initiatives will be supported in the context of District Committee work, prior decision of the Board and a balanced budget. The Committee:

  1. Provides community perspective on the relationship between department, school and District goals and budgets
  2. Provides a forum for administrative staff to present their budgets and receive feedback from a community and District perspective
  3. Represents both external and internal perspective to assure progressive improvements in District budgeting process
  4. Provides an open forum for discussion of critical issues related to the management of District budgets
  5. Shares relevant community and school experiences and ideas between the Committee members and school personnel
  6. Coordinates work with other Board Committees as needed.

The Committee will analyze and validate information and conclusions regarding the proposed budget and make recommendations to the Board of Education:

  1. Provide interim reports to the Board including the nature of the annual fee requests
  2. Develop a proposed budget
  3. Prepare for the Board a report articulating the Committee's actions
  4. Recommend Board of Education adoption of the proposed budget.
Reports:

The Committee shall report on its progress monthly and as requested from time to time by the Board of Education.

 

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Health Plan Committee 2016-17

Representatives:   Scott Moore, Member, Board of Education
  Josh Palmer, Member, Board of Education
    Mary Tucker, Vice President, Board of Education.

 

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Policy Committee 2016-17

Chairperson:   Deborah White, Member, Board of Education
Members: Maryann Friebis, Member, Board of Education
Kevin Sullivan, Member, Board of Education
 

 

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, 2016, through June 30, 2017, 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 one 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 Board of Education.

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.

 

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