BOARD SECRETARY

BLACK HORSE PIKE REGIONAL SCHOOL DISTRICT

580 Erial Road, Blackwood, New Jersey 08012

 

BOARD SECRETARY/BUSINESS ADMINISTRATOR’S REPORT

Mrs. Jean Grubb, Board Secretary/Business Administrator

 

REGULAR MONTHLY WORKSHOP/ACTION MEETING

October 17, 2013

Highland Regional High School – 6:00 pm

 

A.           INFORMATION ITEMS

 

1.  Required Monthly Drills/Bus Evacuation Drills

     Drills were held on the following dates:

     

                                              Date                            Time                Evacuation Time

     Triton                                09.13.13                       9:25 am           3 minutes 5 seconds FIRE DRILL

                                             09.18.13                       8:37 am           6 minutes LOCKDOWN

     Highland                            09.12.13                       7:50 am           4 minutes 10 seconds FIRE DRILL

                                             09.20.13                       7:50 am           9 minutes LOCKDOWN

     Timber Creek                     09.16.13                     11:30 am          1hour 40 minutes LOCKOUT

                                             09.17.13                       8:35 am           2 minutes 48 seconds FIRE DRILL

     Twilight                             09.17.13                       5:40 pm           3 minutes FIRE DRILL

                                             09.30.13                       5:10 pm           4 minutes LOCKOUT     

 

 

2.   Board Attendance 

      3.       Committee Meeting Schedule/Reports

            Finance/Technology                               -Nothing to Report

            Facilities/Security/Transportation                                                                                                                   
            Curriculum/Special Ed/Student Affairs            Personnel                                              -Nothing to Report            Policy/Planning                                      -Nothing to Report

Public Relations/Media/Board Relations   -Nothing to Report

Negotiations                                          -Nothing to Report

 

B.        MANDATED MONTHLY ACTION ITEMS

 

1.    Minutes

      Move that the Board of Education act to approve the minutes of the following meetings as submitted by the 
      Board Secretary/Business   Administrator and that the Executive Session minutes be released to the 
      public for all items that no longer need to be held confidential:

     

     Minutes of September 12, 2013 Executive Session
       
 
 
 

2.    Budget/Account Transfers  

       Move to approve the Budget Transfers as shown.                                

      3.    Bill List                                            

       Move that the bills submitted be paid and the officers’ action in making payment therefore is hereby 
       approved.

 

4.   Cash/Wire Transfers                                                                                    

      Move that the Board of Education approve the cash/wire transfers as shown.

 

5.    Board Secretary/Business Administrator’s Report                          

      Move that the Board of Education approve the report of the Board Secretary/Business Administrator.

 

6.   Treasurer of School Moneys Report                                                                            

     Treasurer’s Report in accordance with 18A:17-36 and 18A:17-9 for the month of September 2013. The 
     Treasurer’s Report and Secretary’s report are in agreement for the  month of September 2013. Move that 
     the Board of Education approve the Treasurer of School Moneys reports.

 

7.    Budget Certification                                                       

       BOARDS’ CERTIFICATION

Board of Education Certification – pursuant to N.J.A.C. 6A:23A – 16.10 (c) 4 We certify that after review of the secretary’s monthly financial report (appropriations section) and upon consultation with the appropriate district officials, that to the best of our knowledge no major accounts or fund has been over expended in violation of N.J.A.C. 6A:23A – 16.10 (b) and that sufficient funds are available to meet the district’s financial obligations for the remainder of the fiscal year.

BOARD SECRETARY’S CERTIFICATION

Board Secretary’s Report in accordance with 18A: 17-36 and 18A: 17-9 for the month of September 2013. The Board Secretary certifies that no line item account has been over expended in violation of N.J.A.C. 6A: 23A – 16.10 (c) 3 and that sufficient funds are available to meet the district’s financial obligations for the remainder of the fiscal year.

CHANGE IN ANTICIPATED REVENUE

Board Secretary in accordance with N.J.A.C. 6A:23A – 16.10 (c) 2 certifies that there are no changes in anticipated revenue amounts or revenue sources.                                                         Nothing To Report

                                                                                                     

8.   Cafeteria Fund Analysis                                                 

      Move that the Board of Education approve the Cafeteria Fund Analysis.

 

9.    Student Activity Account Report                                    

       Move that the Board of Education approve the Student Activities Account Reports.

 

10.    Use of Facilities           

        Move that the Board of Education approve the Use of Facilities requests as submitted by the principals.

 

C.           Other Monthly Action Items

 

1.       Acceptance of Standard Operating Manual, Internal Control Manual and Purchasing Manual

         Move that the Board of Education approve:

         Standard Operating Procedure Manual

         Internal Control Manual

         Purchasing Manual

 

 
         Move that the Board of Education approve the closing of the audit and follow up of the CAP 
         implementation as conducted by the Office of Fiscal Accountability and Compliance. See attached 
         exhibit.

 

3.       SDA Grant Closeout
 
          Move that the Board of Education approve the SDA Grant Closeout as per attached exhibit.

 

 
         Move that the Board of Education approve the attached agreement with the Center For Family Guidance 
         adding a fourth session STOP.

 

 
         Move that the Board of Education approve the Jointure Transportation Agreement with Bordentown 
         School District: Route # 51 at a jointure cost of $17,629.20 to transport a student to Burlington City HS 
         along with five other student. See attached exhibit.

 

 
        Move that the Board of Education approve the agreement with Virtual Education Services as per attached 
        exhibit.
 
 
          Move that the Board of Education approve the donation to the Rotary Club of duplicate and outdated 
          books that will not be used by our students. See attached exhibit.
 
 
      8.          District-Wide Disposal of Equipment
 
              Move that the Board of Education approve the disposal of old outdated equipment.  See attached exhibit.
 
 
      9.        SDA Grant Final Payment
 

       Move that the Board of Education approve the final payment we received from our outstanding SDA 
       grants that dated back to 2004. A payment of $ 125,544.00 was received, giving a clean start for the 
       next round of ROD grants.

 
 
     10.       Kaplan Contract
 
             Move that the Board of Education approve the contract with Kaplan K12 Learning Services, LLC as per 
       attached exhibit.
  
     11.    TRC Engineering
 
            Move that the Board of Education approve TRC Engineering as the Environmental Engineer for 2013-2014 
            school year.
 
     12.     Capital Project Application
 
            Move that the Board of Education approve Garrison Architects to prepare and submit the required NJDOE 
            Other Capital Project application for the conversion of the Highland Auto shop into a Robotics lab. The 
            district acknowledges that it will receive no state aid for the project and further authorizes Garrison 
            Architects to amend the districts LRFP to include this project.  See attached exhibit.