MILLBURN TOWNSHIP PUBLIC SCHOOLS
Millburn, New Jersey
* * A G E N D A * *
ORGANIZATION MEETING AND REGULAR MEETING
Millburn Township Board of Education
Monday, May 22, 2017
7:45PM – Education Center
A. CALL TO ORDER
B. SILENT COUNT OF BOARD MEMBERS
C. ANNOUNCEMENT OF MEETING NOTICE
On January 5, 2017, a notice of this meeting was transmitted to the Board of Education and a copy of the notice was posted at the Education Center bulletin board. Copies were also
transmitted to the Millburn-Short Hills Item, the Star-Ledger, the Millburn-Short Hills Independent Press, TV-36, the Township Clerk and members of the Township Committee, the
Presidents of the PTO and Civic Associations, and the Public Library.
D. ORGANIZATION MEETING ACTIONS (Roll Call Vote)
RESOLVED, that the Board of Education adopts the policies and by-laws of the Millburn Township Board of Education for the 2017-2018 school year.
RESOLVED, that the Board of Education adopts the Millburn Township Board of Education curricula and program of studies for the 2017-2018 school year.
RESOLVED, that the Board of Education approves the use of existing district textbooks for the 2017-2018 school year.
Organization Meeting and Regular Meeting of May 22, 2017
D. 4. Service Appointments
RESOLVED, that the Board of Education approves the following appointments for the 2017-2018 school year:
a. Cheryl Schneider as Board Secretary.
b. Christine Burton, Superintendent of Schools, as Acting Board Secretary in the absence of the Board Secretary.
c. Cheryl Nardino as Treasurer of School Monies for the Millburn Township Board of Education at the annual rate of $9,439.
d. Sciarrillo, Cornell, Merlino, McKeever & Osborne, LLC of Westfield, NJ as Board Attorneys for Labor, Special Education and General Counsel at the rate of $165 per hour as per proposal dated, May 15, 2017, on file in the business office.
e. Nisivoccia, LLP of Mt Olive, NJ as auditors at the annual rate of $45,000 and additional services as needed as per proposal dated, May 15, 2017, on file in the business office.
f. Brown & Brown Benefit Advisors of Livingston, NJ as Dental Insurance Broker of Record and SEHBP Insurance Consultant at the monthly rate of $6,000 per month as per proposal on file in the Business Office.
g. RESOLUTION AUTHORIZING PROPOSAL FOR
CERTAIN FINANCIAL ADVISORY SERVICES ADOPTED BY
THE BOARD OF EDUCATION OF THE TOWNSHIP OF
MILLBURN IN THE COUNTY OF ESSEX, NEW JERSEY
WHEREAS, there exists a need for specialized financial advisory services in connection with the authorization and the issuance of Bonds and/or Notes and other matters relating to Fiscal Management for The Board of Education of the Township of Millburn in the County of Essex, New Jersey (the "Board"), a body corporate of the State of New Jersey, including the review and compilation of financial and demographic information of the School District; obtaining the appropriate credit enhancements for any public debt issuance; structuring the various terms and conditions associated with the issuance of bonds; and general advice to the Board about the various financial aspects of the fiscal management;
WHEREAS, such financial advisory services can be provided only by a recognized firm specializing in public finance, and the firm of Phoenix Advisors, LLC, Bordentown, New Jersey is so recognized by the financial community; and
WHEREAS, funds are or will be available for this purpose;
BE IT RESOLVED BY THE BOARD OF EDUCATION OF THE
TOWNSHIP OF MILLBURN IN THE COUNTY OF ESSEX, NEW JERSEY AS FOLLOWS:
1. The firm of Phoenix Advisors, LLC, Bordentown, New Jersey is
hereby retained to provide specialized financial advisory services to the Board for the 2017-18 fiscal year in accordance with a Proposal, dated February 15, 2017, submitted to the Board (the "Proposal").
2. The Proposal is awarded without competitive bidding in accordance with N.J.S.A. 18A:18-5(a)(2) because such services are considered extraordinary and unspecifiable in their nature.
3. A copy of this resolution as well as the Proposal shall be placed on file with the Secretary of the Board.
h. Wells Fargo Insurance Services Northeast of Madison, NJ as Property and Liability Insurance Broker of Record for the SY 2017-18.
i. Saint Barnabas Medical Center to provide Sports Medicine related services to the Millburn High School, at the annual rate of $12,870.00 for the SY 2017-2018, as per the agreement dated May 12, 2017.
j Mr. Kyle Arlington as Affirmative Action Officer.
k. Ms. Candace Wildy as Title IX Coordinator and 504 Officer.
l. Mr. Carlos Edmundo as Right-to-Know contact, AHERA Designated Person, Integrated Pest Management Coordinator (IPMC), Safety & Health Designee, Emergency Management Coordinator, Indoor Air Quality Designee, Chemical
Hygiene Officer, and Asbestos Management Officer.
m. Ms. Jennifer Sowa as Liaison to the Division of Child Protection and Permanency (DCP&P), formerly (DYFS).
n. Daniel Brundage as District Anti-Bullying Coordinator.
p. Resolve to approve Cheryl Schneider as Public Contracts Officer.
q. Resolve to approve renewal of the appointment of Cheryl Schneider as Public Agency Compliance Officer (PACO).
r. Resolve to approve Cheryl Schneider as Custodian of Records.
s. Resolve to approve Cheryl Schneider, as Purchasing Agent as follows:
WHEREAS, N.J.S.A.18A:18A-2 provides that a board of education shall assign the authority, responsibility and accountability for the purchasing activity of the board of education to a person or persons who shall have the power to prepare advertisements, to advertise for and receive bids and to award contracts as
permitted by this chapter, and
WHEREAS, Cheryl Schneider possesses the designation of Qualified Purchasing Agent as issued by the Director of the Division of Local Government Services in accordance with N.J.A.C. 5:34-5 et seq; and
WHEREAS, N.J.S.A. 18A:18A-3 provides that contracts, awarded by the purchasing agent that do not exceed in the aggregate in a contract year the bid threshold of $40,000, may be awarded by the purchasing agent without advertising for bids when so authorized by board resolution, and
WHEREAS, N.J.S.A. 18A:18A-37, c. provides that all contracts that are in the aggregate less than $6,000 may be awarded by the purchasing agent without soliciting competitive quotations if so authorized by board resolution,
NOW THEREFORE BE IT RESOLVED, the Millburn Board of Education pursuant to the statutes cited above hereby appoints the person holding the title of School Business Administrator as its purchasing agent and assigns her the statutory authority, responsibility and accountability for the purchasing
activity of the Millburn Board and Education, and be it
FURTHER RESOLVED, that the person holding the title of School Business Administrator is hereby authorized to award contracts on behalf of the Millburn Board of Education that are in the aggregate less than $6,000 without soliciting competitive quotations, and be it
FURTHER RESOLVED, that the person holding the title of School Business Administrator is hereby authorized to seek competitive quotations and advertise for bids, when applicable and practicable, and award contracts which in the aggregate exceed $6,000 but are less than the bid threshold of $40,000.00.
t. Resolve to approve Cheryl Schneider as Investment Officer, as follows:
WHEREAS, prudent financial management includes the investment of temporarily idle funds; and
WHEREAS, frequently throughout the course of the school year, funds are available for short and long term investments;
NOW THEREFORE BE IT RESOLVED the Millburn Township Board of Education authorizes the School Business Administrator to transfer and invest funds and in her absence the Superintendent and the Assistant Business Administrator.
u. AXA Equitable; Lincoln Investment Planning, Inc; Variable Annuity Life Insurance Company (VALIC) and Prudential Retirement as 403(b) plan providers.
v. AXA Equitable and Lincoln Investment Planning, Inc. as 457 plan providers.
w. Prudential Insurance Company of America as disability insurance vendor (at no cost to the district).
x. NJ Advance Media, The Item, and TAP Millburn/Short Hills as legal newspapers pursuant to N.J.S.A. 18A:18A-4.
y. Parette Somjen Architects of Rockaway, NJ as Public School Architect of Record for the period July 1, 2017 to June 30, 2018, as per proposal on file in the Business Office.
D. 5. Finance
a. Depositories and Signatories
RESOLVED, that the Board of Education approves the following list of depositories (with signatories) for the 2017-2018 school year:
Account Name Bank Signatory(ies)
General Fund Wells Fargo Treasurer / Bd Pres. / Bd Secretary
Payroll Agency Bank of America Treasurer
Flexible Spending Bank of America Treasurer
Investment Account Bank of America Board Secretary
Payroll Bank of America Treasurer
Revolving Expense Bank of America Either Bd Secretary or Supt.
Unemployment Bank of America Either Bd Secretary or Supt.
Cafeteria Account Wells Fargo Treasurer / Board Secretary
Safe Deposit Box Wells Fargo Either Bd Secretary or Supt.
Deerfield General Wells Fargo Principal / Bd Secretary / School
Account Secretary (any two)
Glenwood General Wells Fargo Principal / Bd Secretary / School
Account Secretary (any two)
Hartshorn Wells Fargo Principal / Bd Secretary / School
General Account Secretary (any two)
South Mountain Wells Fargo Principal / Bd Secretary / School
General Account Secretary (any two)
Wyoming General Wells Fargo Principal / Bd Secretary / School
General Account Secretary (any two)
Middle School PNC Bank Principal / Vice Principal
General Account / School Secr. (any two)
High School Wells Fargo Principal / Bd Secretary / Vice
General Account Principals (any two)
Athletic Official & Bank of America Director of Athletics / Bd Secretary / Entry Fees Account HS Principal / HS Vice Principals
(requires signature of Athletic Director and one other signature)
Capital Reserve NJ/ARM Business Administrator / Asst. B.A.
2016 Bond Referendum NJ/ARM Business Administrator / Asst. B.A.
b. Regular Education Tuition Rates
RESOLVED, that the Board of Education approves the following tuition rates for regular education students for the 2017-2018 school year:
Pre-School/Kindergarten 14,416 / year 1,441.60 / month
Grades 1 – 5 14,447 / year 1,444.70 / month
Grades 6 – 8 15,536 / year 1,553.60 / month
Grades 9 – 12 16,372 / year 1,637.20 / month
c. Resolution requesting Millburn Township to authorize payments of district taxes according to the following schedule:
July 10, 2017 7,252,623.00
August 10, 2017 7,252,623.00
September 8, 2017 7,252,623.00
October 10, 2017 7,252,624.00
November 10, 2017 7,252.624.00
December 8, 2017 7,252,624.00
TOTAL LAST HALF OF 2016 $43,515,741.00
January 10, 2018 7,252,623.00
February 9, 2018 7,252,623.00
March 10, 2018 7,252,624.00
April 10, 2018 7,252,624.00
May 10, 2018 7,252,624.00
June 8, 2018 7,252,624.00
TOTAL FIRST HALF OF 2017 $43,515,741.00
GRAND TOTAL $87,031,482.00
d. Authorization to Pay Claims Against the Board
RESOLVED, that the Board of Education establishes for the 2017-2018 school year that payment of claims against the Board shall occur at a regular monthly meeting as presented by the Business Administrator/Board Secretary, and further, authorizes the Business Administrator/Board Secretary to approve such
intermittent payments as may be required for the effective conduct of school district affairs, and for said payments to be presented to the Board for approval at its next regular meeting.
e. Authorization to Purchase by State Contract
RESOLVED, that the Board of Education authorizes the Business
Administrator/Board Secretary pursuant to 18A:18A-10(a) to make purchases as needed and appropriate by use of the contracts awarded by the Purchase Bureau of the Division of Purchase and Property, Department of Treasury, State
of New Jersey, and in accordance with the Public Procurement Laws for the 2017-2018 school year.
f. District Purchasing Manual
RESOLVED, that the Board of Education approves the Millburn Township Purchasing Manual, dated May 22, 2017, as on file in the business office.
g. Business Operations Standard Operating Procedures
RESOLVED, that the Board of Education approves the Millburn Township Business Operations Standard Operating Procedures Manual, dated May 22, 2017, as on file in the business office.
h. Resolution for member participation in a cooperative pricing system with the Middlesex Regional Educational Services Commission:
WHEREAS, N.J.S.A. 40A:11-11(5) authorizes contracting units to establish a Cooperative Pricing System and to enter into Cooperative Pricing Agreements for its administration; and
WHEREAS, the Middlesex Regional Educational Services Commission, hereinafter referred to as the “Lead Agency " has offered voluntary participation in a Cooperative Pricing System for the purchase of goods and services;
WHEREAS, on May 22, 2017, the governing body of the Millburn Township Board of Education, County of Essex, State of New Jersey, duly considered participation in a Cooperative Pricing System for the provision and performance of goods and services;
NOW, THEREFORE BE IT RESOLVED as follows:
TITLE This resolution shall be known and may be cited as the Cooperative Pricing Resolution of the Millburn Township Board of Education
Pursuant to the provisions of N.J.S.A. 40A:11-11(5), the School Business Administrator is hereby authorized to enter into a Cooperative Pricing Agreement with the Lead Agency.
The Lead Agency shall be responsible for complying with the provisions of the Local Public Contracts Law (N.J.S.A. 40A:11-1 et seq.) and all other provisions of the revised statutes of the State of New Jersey.
This resolution shall take effect immediately upon passage.
6. Board Meeting Dates
RESOLVE that the Board of Education approves the following meeting dates for the 2017-2018 school year:
July 5, 2017 7:45 PM Wednesday/Board Retreat
July 25, 2017 7:45 PM
August 28, 2017 7:45 PM
September 11, 2017 7:45 PM
September 25, 2017 7:45 PM
October 09, 2017 7:45 PM
October 23, 2017 7:45 PM
November 6, 2017 7:45 PM
November 20, 2017 7:45 PM
December 18, 2017 7:45 PM
January 3, 2018 7:45 PM Wed./Board Re-Organization
January 8, 2018 7:45 PM
January 21, 2018 2:00 PM Sunday /Open Forum /Public Library
January 22, 2018 7:45 PM
February 5, 2018 7:45 PM
February 26, 2018 7:45 PM
March 12, 2018 7:45 PM
March 26, 2018 7:45 PM
April 16, 2018 7:45 PM
April 30, 2018 7:45 PM
May 07, 2018 7:45 PM
May 21, 2018 7:45 PM Organization Meeting
June 4, 2018 7:45 PM
June 19, 2018 7:45 PM Tuesday
D. 7. Appointments of Representatives
RESOLVED, that the Board of Education approves the following appointments for the year 2017-18 school year:
a. Ms. Jaffe as Board Representative to the Essex Regional Educational Services Commission for the 2017-2018 school year.
b. Dr. Christine Burton, Superintendent of Schools as Board Representative to the Morris Union Jointure Commission Board of Education for the 2017-2018 school year.
c. Mr. King as Board Representative to the NJSBA Delegate Assembly for the 2017-2018 school year.
d. Mr. King as Board Representative to the Millburn Township Joint Facilities Committee for the 2017-2018 school year.
e. Ms. Woodhouse Theilen as Board Representative to the Garden State Coalition for the 2017-2018 school year.
D. 8. District Mission Statement
RESOLVED, that the Board of Education adopts the district’s mission statement for the 2017-2018 school year as follows:
The mission of the Millburn Township School District, reflecting our commitment to the pursuit of excellence, is to educate students* to be successful and engaged citizens of an ever-changing world through outstanding teaching, challenging programs, and enriching experiences in a safe, nurturing learning environment.
* all students will meet or exceed the NJCCCS and the CCSS
9. District Organizational Chart
RESOLVED, that the Board of Education approves the District’s Organizational Chart, dated May 22, 2017, for the 2017-2018 school year, as on file in the office of the Business Administrator.
10. Petty Cash Accounts
RESOLVED, that the Board of Education approves the following petty cash accounts and the individuals responsible for the accounts for the SY 2017-2018:
Education Center $200 Asst. Business Administrator
Special Education $200 Director of Special Services
The maximum expenditure from each account for each purchase is $35.00
1. Minutes of the Regular Public Meeting of May 8, 2017
2. Closed Minutes of Meeting of May 8, 2017
1. HS Student Liaison Presentation
G. BOARD PRESIDENT’S REPORT
H. BOARD COMMITTEE REPORTS
a. Finance Committee Report
b. Program Committee Report
c. Policy Committee Report
d. Property Committee Report
e. Joint Facilities Committee Report
f. HS Student Liaison Committee Report
I. SUPERINTENDENT’S REPORT
1. Bus Evacuation Drills
Board acknowledgement is requested for the following (per NJAC 6A:27-111.2): Spring bus evacuation drills for all routes contracted with Jordan Bus Company, BelAir and
Millburn Township buses were held in the AM May 10th and May 11th 2017 at the following school locations, and were supervised by the school principals. Signed documentation of each drill on file at the Transportation Offices.
Millburn High School 5/10/17
Millburn Middle School 5/10/17
Hartshorn School 5/10/17
Glenwood School 5/10/17
Wyoming School 5/10/17
South Mountain School 5/10/17
Deerfield School 5/11/17
2. Referendum Update
J. ASSISTANT SUPERINTENDENT’S REPORT
K. SCHOOL BUSINESS ADMINISTRATOR’S REPORT
M. PUBLIC COMMENTS
For members of the Millburn School District community who may be joining a Meeting for the first time or would like to provide comments tonight, we’re sharing the Board Policy pertaining to public comments. Thanks in advance for sharing your thoughts as per the District’s Policy!
0167 - Public Participation in Board Meetings
The Board of Education recognizes the value of public comment on educational issues and the importance of allowing members of the public to express themselves on school matters of community interest. In order to permit the fair and orderly expression of such comment, the Board shall provide for two periods of public comments at every regularly scheduled meeting of the Board, the length of each period to be determined by the Board. Public participation shall be governed by the following rules:
1. A participant must be recognized by the presiding officer and must preface comments by an announcement of his or her name, place of residence, and group affiliation, if appropriate.
2. Each statement made by a participant shall be limited to a reasonable time as determined by the presiding officer.
3. No participant may speak more than once on the same topic until all others who wish to speak on that topic have been heard.
4. All statements shall be directed to the presiding officer; no participant may address or question Board members individually.
5. The presiding officer may (a) Interrupt, warn, or terminate a participant's statement when the statement is too lengthy, personally directed, abusive, obscene, or irrelevant to the district; (b) Request any individual to leave the meeting when that person does not observe reasonable decorum; (c) Request the assistance of law enforcement officers in the removal of a disorderly person when that person's conduct interferes with the orderly progress of the meeting; (d) Call for a recess or an adjournment to another time when the lack of public decorum so interferes with the orderly conduct of the meeting as to warrant such action; and waive these rules when necessary for the protection of privacy or the efficient administration of the Board's business.
N. BOARD ACTION ITEMS (Roll Call Votes)
1. Instruction Agenda Items
a. Resolve to affirm the administration's determinations concerning the HIB investigations for the period 4/21/17 to 5/11/17 as outlined in the confidential report shared with Board of Education members and on file in the Superintendent's office.
b. Resolve to approve Professional Development Requests / Teacher Conferences as per policies 3440 and 4440 requiring prior approval of travel reimbursement expenses.
c. Resolve to approve membership into the New Jersey State Interscholastic Athletic Association (NJSIAA) for the 2017-2018 school year.
d. Resolve to approve the following athletic teams to begin summer workouts starting from June 12, 2017, in accordance to NJSIAA Rules and Regulations:
Boys/Girls Cross Country
e. Resolve to approve a donation of $7,068.75 from the Hartshorn PTO to the Hartshorn Elementary School, for the purchase of 25 Alphabetter desks.
f. Resolution to participate in Future Ready Schools – New Jersey.
Whereas the Millburn Board of Education first seeks to support the identification of a Future Ready Schools – New Jersey district team lead and create a team of FRS-NJ specialists that infuse Digital Learning across multiple disciplines including: math, technology, media, arts, science, language arts, and
Career and Technical Education.
Whereas the Millburn Board of Education will support and promote the development of individual school Future Ready teams that infuse Digital Learning across multiple disciplines including: math, technology education, media, arts, science, language arts, and Career and Technical Education.
Therefore, it is resolved that the Millburn Board of Education agrees to participate in the Future Ready Schools – New Jersey.
We hereby appoint Evan Abramson to be the district’s liaison to the Future Ready Schools – New Jersey, who will report to the board upon the completion of tasks for the certification program.
We do hereby recognize that Evan Abramson will be the responsible agent at the district level to carry out the district’s commitment for its schools to participate in Future Ready Schools – New Jersey.
We agree to follow through with the district’s commitment and support our schools achieve certification through the Future Ready Schools – New Jersey Certification Program.
2. Personnel Agenda Items
a. Resolve to approve Personnel Report, dated May 22, 2017.
3. Business Agenda Items
a. Resolve to approve budget transfers for the month of April 2017.
b. Resolve to approve Treasurer of School Moneys report for period ending April 30, 2017.
c. Approval and Certification of Board Secretary's Report for period ending April 30, 2017.
d. Resolve to approve Bill Schedule # 12, dated May 22, 2017 in the amount of $8,890,945.58.
e. Resolve to approve Professional Development Requests / Board Member Conferences as per policies 3440 and 4440 requiring prior approval of travel reimbursement expenses.
f. Resolve to approve the third renewal of the Food Service Management contract and previous addendum from The Pomptonian, Inc., Fairfield, NJ, for the school year 2017-18. The contract contains the following language regarding fee and guaranteed operating results:
The Food Service Management Company shall receive, in addition to the costs of operation, a fee of $.0712 per meal equivalent to compensate the Food Service Management Company for administrative and management costs. This
fee shall be billed monthly as a cost of operation. The Local Education Agency guarantees the payment of such costs and fee to the Food Service Management Company.
Cash receipts shall be divided by $1.00 to arrive at an equivalent meal count. The per meal management fee of $.0712 will be multiplied by total meal equivalents.
The FSMC guarantees the LEA a minimum profit of forty thousand two hundred seventy five dollars ($40,275.00) for the school year 2017-2018.
g. Resolve to approve the Cafeteria Price Lists for the High School and Middle School for the SY 2017-2018.
h. Resolve to approve a Declaration of Obsolescence of technology equipment as per attached List A.
Be it further resolved, to approval of the disposal of the technology listed To IT Assets by auction pursuant to N.J.S.A. 18A:18A-45.
4. Policy Agenda Items (Roll Call Vote)
First Reading of Policies:
a. Policy 2132 Student Outcomes and Educational Goals (M)-
b. Policy 2220 Adoption of Courses (M)
c. Policy 2270 Religion in the Schools
d. Policy 2330 Homework
e. Policy 2415.01 Academic Standards, Academic Assessments and Accountability (M)
f. Policy 2415.04 Title I – District-Wide Parental Involvement
g. Policy 2428.1 Standards-Based Instructional Priorities
h. Policy 2436 Activity Participation Fee Program
i. Policy 2466 Needless Public Labeling of Students with Disabilities (M)
j. Policy 2624 Grading System
k. Policy 2631 New Jersey Quality Single Accountability Continuum (QSAC)
l. Policy 3160 Physical Examination – Teaching Staff Members
m. Policy 4160 Physical Examination – Support Staff members
n. Regulation 4160 Physical Examination – Support Staff members
o. Regulation 3160 Physical Examination – Teaching Staff Members
O. OLD BUSINESS
P. NEW BUSINESS
Q. PUBLIC COMMENTS
R. BOARD MEMBER COMMENTS
S. EXECUTIVE SESSION
BE IT RESOLVED by the Millburn Board of Education that on Monday, May 23, 2016, during the regular public meeting on that date, this body shall meet at the Education Center, 434 Millburn Avenue, Millburn, New Jersey, for a discussion pursuant to Section 7b of the Open Public Meetings Act. A general description of the matter to be discussed is as
At the time of Agenda development, there is no planned discussion. If a need arises, the topic will be announced at the meeting.
The discussion on this topic will be disclosed to the public at the next public meeting of the Board or as soon thereafter as the circumstances and nature of the subject permits.