Assistant Superintendent and Management Services Report Susan A. Schmidt Assistant Superintendent for Finance/Management Services
May 2012
The mission of the Management Services Division is to provide opportunities to share resources, increase efficiencies and enhance cost effectiveness, thereby creating savings that will drive resources back into the classroom.
PROGRAM HIGHLIGHTS/UPDATES:
Business Office and Management Services
ACTION ITEMS Capital Project Bid Opening - May 8, 2012 Bids will be opened on Tuesday, May 8th for the Rubin Pollack Education Center roof project. Bid results and a recommendation for award will be forwarded to the board as soon as the bids have been reviewed and analyzed by our architects. 2012-2013 Annual Budget (SBM-4) Adoption The BOCES Annual Budget for 2012-2013 has an anticipated expenditure level of $29,112,225 The budget was prepared based on the final service requests submitted by the districts. As the school year progresses, adjustments will be made to the operating budget that reflect changes in the final services requests submitted by the districts as well as any additional services that may be requested throughout the year. Recommended Action: On a motion by ____________, seconded by ___________, the Sullivan County BOCES Board of Education approves the following resolution: The Board authorizes expenditures totaling $29,112,225 set forth in the 2012-2013 budget.
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Events: Sullivan County Business Officials Meeting May 2, 2012 Statewide BOCES Meeting May 3 & 4, 2012 Internal Audit May 7-9, 2012 Medicaid Compliance Training May 10, 2012 DEHIC Board Meeting May 16, 2012
Assistant Superintendent and Management Services Report Susan A. Schmidt Assistant Superintendent for Finance/Management Services
May 2012
INFORMATION ITEMS School Business Assistant Leave Replacement Update We have completed the interview process for the School Business Assistant leave position. After an extensive search process we are recommending that the duties of this position be temporarily assigned to current staff. We have reviewed the critical tasks and during the course of the leave period, we believe it is in the best interest of the organization to use current staff who are familiar with our financial software as well as the BOCES protocols/procedures. This may warrant overtime expenditures, but again due to the nature of the position it would be difficult to train a new staff member to perform these duties on a short term basis. Shared School Business Official Position The position was posted and advertised and we are in the process of reviewing applications/resumes. Shared Buildings and Grounds Director We are working with our local civil service commission in regards to the status of the job description and qualifications for this position as the NYS Civil Service Commission is in the process of modifying the specifications. In an effort to comply with the new qualifications, the recruitment process for this position will be placed on hold until we have knowledge of the new requirements. Shared Electrician The job description for this position is complete and once the position is approved, we will begin the recruitment process. Shared HVAC Technician The job description for this position is complete and once the position is approved, we will begin the recruitment process.
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Assistant Superintendent and Management Services Report Susan A. Schmidt Assistant Superintendent for Finance/Management Services
May 2012
Statewide BOCES We recently attended the Spring Statewide BOCES Business meeting in Albany, NY. In addition to meeting the newly appointed Executive Director of NYSABO (New York State Association of Business Officials), Michael J. Borges, we met with representatives of NYSED, State Aid and Harris Solutions/Capital Computer Associates. An assortment of presenters provided information on topics such as: SAMS/State Aid submission update, reducing unemployment costs, insurance overview, human resources, legal update and effective meeting management. I was also re-elected to the position of Vice-President of our statewide organization, NYSBBO.
FACILITIES UPDATE Youngsville Update I remain in contact with George Fulton in regards to the survey and abstract work we have requested. Mr. Fulton advises that the Southern Tier Title Agency is still in the process of completing the title work. RPEC Roof Project As mentioned, the bids for the roof project are due on Tuesday, May 8, 2012. As soon as the bid submissions are summarized and analyzed by our architects we will forward an update to the Board for review.
SJS Lease We continue to work with the Monticello Central School District in regards to the lease renewal for the St John Street building.
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Assistant Superintendent and Management Services Report Susan A. Schmidt Assistant Superintendent for Finance/Management Services
May 2012
Human Resources Update Jennifer DeFrank Director, Human Resources
May 2012
The Director continues to work on streamlining and enhancing our human resources processes. Highlights from the month include: -Coordination of a Benefit Fair during open-enrollment for the 2012/2013 school year. Insurance carriers from Empire, Delta Dental, Sun Life Dental, Aflac and The Workplace EAP will be available on site for staff. -Scheduling meetings with June 2012 retirees for health insurance continuation, final payouts, exit interview etc. -Recruitment Efforts: Currently recruiting and/or interviewing for Teacher: Deaf/Hard of Hearing; Shared Business Official; Music Teacher; Summer School; Senior Account Clerk Typist. -Coordinating end of year activities for the 2012/2013 school year. NEW HIRES
APRIL 2012
Department Adult Ed
Position Personal Enrichment Instructor
-Assisted with orientation of new CBO staff. -Assisting with various Employee Relations Issues. -Evaluating the Wincap system’s HR function to enhance reporting and functionality.
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Adult Ed Total Special Education Special Education Total Grand Total
ALC/Crisis Counselor
Total 2 2 1 1 3
Assistant Superintendent and Management Services Report Susan A. Schmidt Assistant Superintendent for Finance/Management Services
May 2012
Operations & Maintenance Update Dan Ackerley Supervisor, Maintenance
May 2012
Special Projects: Picked up plastic bottle making machine to be installed at RPEC for a new Adult Ed class being offered Run network cables in Alt Ed building for wireless routers Seasonal Projects: Weekly clean-up of all grounds Maintenance on all outside AC condensing units Mulching of all playground equipment at WSS Installation of window AC units at WSS Mowing of all campuses Preventive Maintenance Projects: Serviced all HVAC units at WSS Serviced oil fired hot water heaters at RPEC Serviced all fire extinguishers throughout BOCES Projects on the Horizon: New roof for RPEC for 2012 Replacement of 2 exterior doors at RPEC D building Installation of HVAC units for ABC wings at RPEC Replace pavement behind RPEC by shop area Relocation of Machine Shop to D wing basement (?) Replacement of overhead shop doors at RPEC with insulated doors Replacement of ramp windows
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Work Order Requests
Total Work Orders
Completed Work Orders
Custodial
0
0
Electrical / Plumbing
3
3
Office Furnishing/Moving
1
1
General Maintenance
10
6
Balance from last month
52
52
Total
66
62
Assistant Superintendent and Management Services Report Susan A. Schmidt Assistant Superintendent for Finance/Management Services
May 2012
Health & Safety Update Mike Lafountain May 2012 Coordinator, Health & Safety To work with our BOCES and Component Districts to ensure a safe work environment for everyone through regulatory compliance
Program Name BOCES All Districts Eldred CSD Fallsburg CSD Liberty CSD Livingston Manor CSD Monticello CSD Roscoe CSD Sullivan West CSD Tri-Valley CSD Other Fingerprints (All) Program Name BOCES Accident Reports (CYTD)
YTD 11-12 Work Orders (07/01/11-04/30/12) 44 20 8 11 7 4 20 8 13 7 6 229 CY2012 (01/01/12-03/31/12) 21
YTD 10-11 Work Orders (07/01/10-04/30/11) 47 19 17 7 21 4 16 7 12 8 7 247 CY2011 (01/01/11-03/31/11) 24
Notes:Work Orders and Fingerprints are tracked on a School Year (SY) basis. These numbers represent the period of Jul 1st, to Apr 30th, 2011-12 and 2010-11 BOCES Accident Reports are tracked on a Calendar Year (CY) basis. These numbers represent the period of Jan 1st to Apr 30th, 2012 and 2011.
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Assistant Superintendent and Management Services Report Susan A. Schmidt Assistant Superintendent for Finance/Management Services
May 2012
Health & Safety Update Mike Lafountain May 2012 Coordinator, Health & Safety To work with our BOCES and Component Districts to ensure a safe work environment for everyone through regulatory compliance
PROGRAM HIGHLIGHTS/UPDATES: Environmental Testing Asbestos Testing (Negative) at Sullivan West Jeffersonville Elementary School IAQ / M Testing at Eldred MacKenzie Elementary School Fingerprinting 14 LIVESCAN Prints Taken including 2 BOCES employees 2 LIVESCAN Reprints OSPRA 102 clearance requests for 1 BOCES employee ID Cards/Security: Processed 11 new and 2 replacement ID badges for Sullivan County BOCES employees Processed 2 ID badges for Eldred CSD and 1 for Easter Seals/Project Excel Injury/Illness Reporting Processed 4 Employee Injury/Illness reports for Sullivan County BOCES employees Consultations Several Workers Comp Consults for BOCES, Eldred, Monticello Fire Code Consult for Sullivan West CSD General Safety Consult for Fallsburg CSD Building Code Consult for SCBOCES/St John Street
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Assistant Superintendent and Management Services Report Susan A. Schmidt Assistant Superintendent for Finance/Management Services
May 2012
Health & Safety Update Mike Lafountain May 2012 Coordinator, Health & Safety To work with our BOCES and Component Districts to ensure a safe work environment for everyone through regulatory compliance Drill Evaluations/Tabletops/Project S.A.V.E. Monticello CSD Chase ES Tabletop Monticello CSD RJK Middle School Tabletop Trainings Given AHA CPR/AED class Bloodborne Pathogens/Right to Know Initial Training
Staff Development Emergency Planning for Community Officials (presented by NYS SEMO) Training Webinar on Globally Harmonized System (New OSHA Chemical Regulations) Meetings Monticello CSD District Safety Committee Meeting Monticello CSD District Safety Plan Committee Meeting Liberty CSD regarding updating of Site Maps BOCES District Wide Emergency Response Team Meeting Meeting with MCSD Business Manager and Director of Buildings and Grounds re In District Safety Services Sullivan County Local Emergency Planning Committee quarterly meeting ON THE HORIZON: Monticello CSD In-District Health and Safety Consultation Program begins 5/2/12 Continuing to work with School Districts to update Public Access Defibrillation Agreements Continuing to work with School Districts to update American Red Cross Sheltering Agreements
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Assistant Superintendent and Management Services Report Susan A. Schmidt Assistant Superintendent for Finance/Management Services
May 2012
Food Services Update Dawn Boyes Food Service Director
May 2012
The mission of the Food Service Coser is to promote healthful choices, increase efficiencies within the Food Service Departments and strive to go above and beyond State Ed and USDA expectations while maintaining a cost conscious outlook in multiple districts and strive to go above and beyond State Ed and USDA expectations while maintaining a cost conscious outlook in multiple districts.
PROGRAM HIGHLIGHTS/UPDATES: Food Service Coser Update The SMI review for SCBOCES and TV, and CRE Review for SCBOCES- Whew! All reviews are complete for both districts. All in all, both had favorable reviews. Two staff members came down from State Ed to do the analysis of the programs, Jerry and Sarah. The official word will be sent to the districts within a few weeks. As a result of the review it was discovered that the sodium level for our current fat free chocolate milk was higher than that of the chocolate skim milk. Being that the new HHFKA regulations specify the strict use of the fat free flavored milks, I have been working with DCMO BOCES to adjust the specifications for the next bid cycle. We also received a favorable review for the administration of the SCBOCES FS program during the CRE review. No violations.
Upcoming Events: Lunchbox update TV Before EOY Lunchbytes/Nutrikids SCBOCES
The TV “Wellness Committee” –A compiled list of the two meetings were circulated out to all that had showed interest. Another meeting is in the planning stage for the end of May.
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Assistant Superintendent and Management Services Report Susan A. Schmidt Assistant Superintendent for Finance/Management Services
May 2012
Food Services Update Dawn Boyes Food Service Director
May 2012
The mission of the Food Service Coser is to promote healthful choices, increase efficiencies within the Food Service Departments and strive to go above and beyond State Ed and USDA expectations while maintaining a cost conscious outlook in multiple districts and strive to go above and beyond State Ed and USDA expectations while maintaining a cost conscious outlook in multiple districts.
Slant Consultants- The report is in and Frank gave some fabulous suggestions to help increase participation with marketing. Our breakfast participation numbers are low and could have great potential to generate revenue. So, with this in mind, I added a promo to the TV menu that is to be sent out in the Guidepost: No time for breakfast at home? Join us for a “Good Start” breakfast at Tri-Valley! Available every day! (And another for the lunch options to grab a few more students as well) Working with this principle, we will be expanding the breakfast menu and presentation with the hopes to grab those students to have this very important meal of the day with us. USDA GRANTS – Sullivan County Public Health Nursing, Cornel Cooperative, Sullivan West, Roscoe, SCBOCES, TV, and possibly other districts, will be working together to create a cluster group for Farm to School grants. We will all be logging on to the Webinars outlining the difference between the two grants being offered to make sure that we are applying for the correct one to be awarded the most dollars. There is a 25% matching needed, but can be created in kind. We, as a group, will be able to justify our time as part of the match. Other sources will also be sought for the match. Grants range from 25-100K. Nutrikids/Lunchbytes – The proposal is in for Nutrikids POS system at SCBOCES. There was only a slight increase since the first, plus travel expenses, with a great possibility of a mid-September implementation in both buildings. This is very exciting for us. We will now be able to offer parents a way to monitor their student’s meal accounts. Intern- I received word from Gretchen Hartman that the initial paperwork for her internship, via The University of Delaware, was approved. With the SCBOCES Board’s approval, we can secure her services for the 6 week cycle starting Feb 2013.
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Assistant Superintendent and Management Services Report Susan A. Schmidt Assistant Superintendent for Finance/Management Services
May 2012
Communications/Public Relations Update Donna Hemmer May 2012 Director of Communications "Promoting a positive image for BOCES and its’ programs by providing timely and accurate information to our students, parents, staff, and community
IMAGE & PUBLIC RELATIONS EFFORTS: • • •
•
Public Relations – Our website is currently being streamlined due to the improved functionality of the new software. The intent is to make our site more customer friendly. This transition will take place over the next two months. Staff Appreciation Day will be May 9th. To celebrate the day, we will be serving ice cream at RPEC, SJS and WSS.
Advertising – The advertising focus during the month of April & May is on Nursing and School Scene Inserts. Over the next couple of weeks we will start to focus on year end activities.
PUBLICATIONS: • • • •
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Newsletters – The internal newsletters was produced and distributed. Adult Brochure – The Spring/Summer Brochure was created and distributed. ITAP Brochure - A new program brochure was created for the iTAP Program. STARS Brochure – A program brochure was also created for the STARS Program.
Upcoming Events: Please refer to the BOCES website for a complete list of course offerings and upcoming events and workshops. Sullivan County BOCES | Calendar of Events
May 17th LPN Capping St. John St Ed. Ctr. 3:00 pm May 22nd C&T Honor Society Induction RPEC 5:30 pm May 30th School Board Academy Admin Building 6:00pm
Assistant Superintendent and Management Services Report Susan A. Schmidt Assistant Superintendent for Finance/Management Services
May 2012
Communications/Public Relations Update Donna Hemmer May 2012 Director of Communications "Promoting a positive image for BOCES and its’ programs by providing timely and accurate information to our students, parents, staff, and community
ADVERTISEMENTS:
- School Scene – A display ad was placed in the Democrat’s publication - Adult Education Green Technology ad was printed in Hudson Valley Business Journal
NEWS RELEASES: For a complete list of all New Release submitted to the media please click on the In the News tab
of our website or http://www.scboces.org/17621076145240613/site/default.asp • ADULT EDUCATION: - Photovoltaic course on tap – Article printed in SC Democrat • ARTS AND EDUCATION - Winners of Sullivan County high school art show named – Article printed in Times Herald Record - Scholastic art show opens at CAS April 14 – Article printed in SC Democrat - Four Area Students Receive National Art Awards and will be celebrated at Carnegie Hall in New York – Release Distributed - Partners Challenge Grant Brings African Rhythms and Textile Printing to Sullivan County – Release Distributed
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Assistant Superintendent and Management Services Report Susan A. Schmidt Assistant Superintendent for Finance/Management Services
May 2012
Communications/Public Relations Update Donna Hemmer May 2012 Director of Communications "Promoting a positive image for BOCES and its’ programs by providing timely and accurate information to our students, parents, staff, and community • BOCES: - BOCES costing more than it should – Editorial printed in Times Herald Record (refers to Comptroller’s audit) - Monticello sets hearing on school budget – Article printed in Times Herald Record mentions BOCES Services - Hearing on Monticello school budget May 3 – Article printed in Times Herald Record mentions BOCES Services
•
Career & Tech: - Registration open now for BOCES LPN program – Article printed in SC Democrat - BOCES grads make a difference – Article printed in SC Democrat - Sullivan BOCES Career & Tech Program Joins Technology Centers That Work Initiative – Release Distributed - Assemblywoman Aileen Gunther Discusses Public Policy with BOCES New Vision Class – Release Distributed • SE-TASC: - Autism Support Group – Notices printed in Times Herald Record - Parents for Parents Support Group – Notices printed in Times Herald Record
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Assistant Superintendent and Management Services Report Susan A. Schmidt Assistant Superintendent for Finance/Management Services
May 2012
Communications/Public Relations Update Donna Hemmer May 2012 Director of Communications "Promoting a positive image for BOCES and its’ programs by providing timely and accurate information to our students, parents, staff, and community WEB SITE STATISTICS: During the month of April, our website underwent a software upgrade. The new software will allow us to streamline our site and add a whole host of new functions. 10,942 new visitors this month Source: 68.68% 10.99% 20.33%
Total visits: 16,109
Direct Traffic Referring Sites Search Engines
ON THE HORIZON: Short term: • Update of website • Instructional Support Services: Video Training for Race to the Top Items • Integration of Video on the website Long Term: • Points of Pride Photos displayed in all buildings. • Enhanced communication with parents via messaging system. • Increase emphasis on presentation and representation of BOCES within the community. • Production of a new Career & Tech and BOCES video.
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Assistant Superintendent and Management Services Report Susan A. Schmidt Assistant Superintendent for Finance/Management Services
May 2012
RECRUITMENT COSER 625: Participating Districts: Eldred, Fallsburg, Livingston Manor, Monticello, Sullivan West, Tri-Valley, and Kingston
MONTHLY BILLING: $208.75 YEAR-TO-DATE RECRUITMENT BILLING: $ 53,015.05
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