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

ACTION/WORKSHOP MEETING

May 15, 2014

Timber Creek 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                       04-04-14                 1:25 pm                   2 minutes 58 seconds FIRE DRILL

                                        04-15-14                 8:30 am                   6 minutes LOCKOUT/STATE SHELTER IN PLACE

        Highland                  04-16-14                 9:28 pm                   3 minutes 19 seconds FIRE DRILL

                                        04-29-14                 7:40 am                   8 minutes LOCKDOWN

        Timber Creek          04-08-14                8:25 am                   3 minutes 46 seconds FIRE DRILL

                                        04-30-14                 1:38m                      9 minutes SHELTER IN PLACE

        Twilight                    04-09-14                 6:44 pm                   4 minute FIRE DRILL

                                        04-11-14                 4:45 pm                   4 minutes SHELTER IN PLACE             

        2.    Board Attendance 

 

  1. Committee Meeting Schedule/Reports

        Finance/Technology                               – See Attached

        Facilities/Security/Transportation              – See Attached

        Curriculum/Special Ed/Student Affairs     – See Attached

        Personnel                                                – See Attached

        Policy/Planning                                        – Nothing to Report

        Public Relations/Media/Bd Relations       – Nothing to Report

        Negotiations                                            – Nothing to Report

 

B.            MANDATED MONTHLY ACTION ITEMS

 

1.        Minutes    - Approved 5/1/14

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 March 29, 2014 Workshop/Action Meeting

Minutes of April 10, 2014 Executive Session

  

                Minutes of April 10, 2014 Workshop/Action Meeting

                Minutes of March 13, 2014 Executive Session-Released to Public

                Minutes of March 27, 2014 Executive Session-Released to Public

       

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 April 2014.  The Treasurer’s Report and Secretary’s report are in agreement for the month of April 2014.  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 April 2014. 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. CIPA Compliance Certification for Funding Year 2015          

Move that the Board of Education approve the CIPA Compliance Certification for Funding Year 2015. 


  1. Private School Free Lunch Program

Be it resolved that the Black Horse Pike Regional School District Board of Education does not require ** School to charge students for reduced and/or paid meals provided as part of their educational program in compliance with the NJ Department of Agriculture’s Child Nutrition Program regulation for the 2013-2014 and  2014-2015 school year.

**New Jersey Private Schools in accordance with NJAC 6A:23A-18.5 effective 7/1/07.

 

  1. Computer Solutions, Inc.

Move that the Board of Education approve the Software Support Contract with Computer Solutions, Inc., as per attached exhibit.


  1. Allegheny Educational Systems, Inc. for Fabrication Laboratory at Highland– Approved 5/1/14

Move that the Board of Education accept the proposal from Allegheny Educational Systems, Inc. to equip the new Fabrication Laboratory at Highland.  The proposal is in the amount of $143,631.00.     

               

  1. Interlocal Agreement For School Resource Officers - Approved 5/1/14

Move that the Board of Education approve the attached Interlocal Agreement with Runnemede Borough and Gloucester Twp. for School Resource Officers.

 

  1. Authorizing execution and delivery of the Grant Agreement for Highland Unbundled Project – Exterior closure, HVAC communications, life safety. 

Move that the Board of Education authorize execution and delivery of the grant agreement:

Grant # G5-6206

Black Horse Pike Regional School District/ Camden County 

DOE Project #0390-020-14-1001

SDA Project #0390-020-14-G3EE

The purpose of the project is Unbundled Project – Exterior closure, HVAC communications, life safety for the Triton Regional High School at a total estimated project cost of $4,753,138. Grant amount of $2,719,907.


  1. Delegation of Authority to the School Business Administrator for supervision of the School Facilities Project 

Move that the Board of Education grant Delegation of Authority to Jean Grubb, School Business Administrator for supervision of the School Facilities Project

Grant # G5-6206

Black Horse Pike Regional School District/ Camden County 

DOE Project #0390-020-14-1001

SDA Project #0390-020-14-G3EE

The purpose of the project is Unbundled Project – Exterior closure, HVAC communications, life safety for the Highland Regional High School at a total estimated project cost of $4,753,138. Grant amount of $2,719,907.

 

  1. Authorizing execution and delivery of the Grant Agreement for Triton to provide Unbundled Project – Exterior closure, HVAC communications, life safety. 

Move that the Board of Education authorize execution and delivery of the grant agreement:

Grant # G5-6207

Black Horse Pike Regional School District/ Camden County 

DOE Project #0390-050-14-1002

SDA Project #0390-050-14-G3EF

The purpose of the project is Unbundled Project – Exterior closure, HVAC communications, life safety for the Triton Regional High School at a total estimated project cost of $4,331,226. Grant amount of $2,478,538.


  1. Delegation of Authority to the School Business Administrator for supervision of the School Facilities Project 

Move that the Board of Education grant Delegation of Authority to Jean Grubb, School Business Administrator for supervision of the School Facilities Project

Grant # G5-6207

Black Horse Pike Regional School District/ Camden County 

DOE Project #0390-050-14-1002

SDA Project #0390-050-14-G3EF

The purpose of the project is Unbundled Project – Exterior closure, HVAC communications, life safety for the Triton Regional High School at a total estimated project cost of $4,331,226. Grant amount of $2,478,538.

 

  1. Renewal of Transportation Contract with GCSSSD

Move that the Board of Education approve the transportation renewal of route S4751 with GCSSSD for the 2014-2015 school year.

 

  1. Shared Service Agreement with Sterling High School

Move that the Board of Education approve the Shared Service Agreement with Sterling High School (SJTP).  As per attached exhibit.

 

  1. Proposal from SJTP for Highland Window and Door Replacement Project

­Move that the Board of Education approve the proposal by SJTP for Highland Window and Door Replacement Project in the amount of $1,231,400.00, upon receipt of the executed SDA Grant Agreement and acceptance of the Shared Services Procurement Method.

 

  1. Proposal from SJTP for Highland Bleacher Repair Project

Move that the Board of Education approve the proposal by SJTP for Highland Bleacher Repair Project in the amount of $28,321.00, upon receipt of the executed SDA Grant Agreement and acceptance of the Shared Services Procurement Method.

 

  1. Proposal from SJTP for Triton Roof Repair Project

Move that the Board of Education approve the proposal by SJTP for Triton Roof Project in the amount of $1,437,775.00.  Pending approval of the signed grant agreement for SDA.

 

  1. Rehab Connection Contract

Move that the Board of Education approve the contract with Rehab Connection for Physical/Occupational Therapy services for the 2014-2015 school year.  As attached exhibit.

 

  1. Amendment to Agreement for Services with Bureau of Education and Research

Move that the Board of Education approve the Amendment to Agreement for Services with Bureau of Education and Research.  As attached exhibit.

 

  1. Disposal List

Move that the Board of Education approve the disposal list as attached exhibit.

 

  1. Superintendent Resolution

Move that the Board of Education approve the resolution supporting A-2930/S-1987 eliminating Superintendent Salary Cap.  As attached exhibit.

 

19.     Transportation Jointure with Delsea Regional 

Move that the board approve a transportation jointure with Delsea Regional for the 13 -14 school year in the amount of $7055.  See attached exhibit.

 

20.     Resolution for Appointment of Representative and Alternate Representative to the Southern New Jersey Regional Employee Benefits Fund effective July 1, 2014 to represent the BHPRSD

Move that the Board of Education approve the appointment of Jean Grubb as Representative to the Southern New Jersey Regional Employee Benefits, and Janet Glover as Alternate Representative to the Southern New Jersey Regional Employee Benefits, effective July 1, 2014 to represent the Black Horse Pike Regional School District.

  

21.     Designation of Official Newspapers

a.     Move that the Board of Education act to approve the designation of The Courier Post as a newspaper of record.

             b.     Move that the Board of Education act to approve the designation of The Record Breeze as a newspaper of record.

 

22.     Adoption of Existing Board Policies

Move that the Board of Education approve the adoption of existing board policies.

 

23.     Appointment of PACO/OPRA

Move that the Board of Education approve the appointment of Jean Grubb as the Public Agency Compliance Official (PACO) and Open Public Records Official from July 1, 2014 through June 30, 2015.

 

24.     Appointment of Affirmative Action Officer

        Move that the Board of Education approve the appointment of Julie Scully, Supervisor of Personnel and Jean Grubb, Business Administrator as the Affirmative Action Officer(s), from July 1, 2014 through June 30, 2015.

 

25.     Appointment of 504 Officer

Move that the Board of Education approve the appointment of David Cappuccio, Director of Special Services as the District 504 Officer from July 1, 2014 through June 30, 2015.

 

26.     Appointment of Purchasing Agent

Move that the Board of Education approve the appointment of the Jean Grubb as the District Qualified Purchasing Agent from July 1, 2014 through June 30, 2015.

 

27.     Appointment of Board Secretary

Move that the Board of Education approve the appointment of Jean Grubb as Board Secretary from July 1, 2014 through June 30, 2015.

 

28.     Approve Curriculum

Move that the Board of Education approve the existing district curriculum for the 2014-2015 school year.

 

29.     Approve Petty Cash Fund

        Move that the Board of Education approve petty cash funds for the period of July 1, 2014 through June 30, 2015, as specified below:

                        Central Administration                                                             $   100.00

                        Building Principals                                                                    $   100.00

                        Special Education Student Incentive Program                         $    400.00

 

30.     Authorization to Sign Checks

Move that the Board of Education approve the district officials to sign checks on behalf of the district until the next reorganization meeting of the Board, per the attached exhibit.

 

31.     Approve Tax Shelters

Move that the Board of Education approve the following Tax Shelter providers and include them as an addendum to the district 403(b) Plan Document:              

Lincoln Investments         AXA Equitable         First Investors          Metlife     

Siracusa Benefits             Vanguard                                Midland National      Franklin Templeton

        BE IT FURTHER RESOLVED, that The Omni Group be appointed the District’s 3rd Party Administrator for the District’s 403(b) plans.

 

32.     Authorization to Award Contracts

Move that the Board of Education authorize the Business Administrator to award contracts up to the bid threshold/quote threshold until the next reorganization meeting of the Board.

 

33.     Approve Bill Payments between Board Meetings

Move that the Board of Education authorize the Business Administrator to approve bill payments between board meetings.

 

34.     Approve Use of State Contracts for Purchasing

Move that the Board of Education authorize the Business Administrator to use state contracts for purchasing of goods and services from July 1, 2014 through June 30, 2015.

 

35.     Comprehensive Equity Officer and Title IX Officer

Move that the Board of Education approve the appointment of Julie Scully as the Comprehensive Equity Officer and Title IX Officer from July 1, 2014 through June 30, 2015.

 

36.     Anti-Bullying Coordinator

        Move that the Board of Education approve Mr. David Cappuccio, Jr. as the district’s Anti-Bullying Coordinator.

 

37.     Anti-Bullying Specialists

Move that the Board of Education approve the appointments of the following individuals to serve as Anti-Bullying Specialists for the assigned schools.

Highland – Jeanette Vizoco     Timber Creek – Nicole Lauri               Triton – Holly Fertel

 

38.     Educational Data Services, Inc.

Move that the Board of Education act to approve to continue a cooperative bidding program between BHPRSD and Educational Data Services, Inc. to provide shared services for the period of July 1, 2014 through June 30, 2015.

 

39.     NJSIAA Membership

Move that the Board of Education act to approve to continue the NJSIAA Membership renewal for Highland, Timber Creek and Triton for the period of July 1, 2014 through June 30, 2015.

 

40.     Garden State Co-op Membership

Move that the Board of Education act to approve to continue the Garden State Co-Op Membership Requirements for the period of July 1, 2014 through June 30, 2015.

 

41.     The Cooper Health System Employee Assistance Program

Move that the Board of Education act to approve to continue The Cooper Health System Employee Assistance Program Agreement for the period of July 1, 2014 through June 30, 2015.

 

42.     Bid Proposal from Hy-Point Dairy

Move that the Board of Education accept the bid proposal from Hy-Point Dairy for the period of September 1, 2014 through June 30, 2015.

      

43.     Appointment of Architectural Firm

Move that the Board of Education act to approve the appointment of Garrison Architects as the Architectural Firm from July 1, 2014 through June 30, 2015.

44.     Appointment of Auditor

        Move that the Board of Education act to approve the appointment of Bowman & Company LLP as Auditor, from July 1, 2014 through June 30, 2015.

45.     Bond Counsel Services – Parker McCay
Move that the Board of Education approve the Bond Counsel Services Agreement between Parker McCay and the Black Horse Pike Regional School District.

 

46.     Appointment of Broker of Record of Employee Benefits

Move that the Board of Education act to approve the appointment of Conner Strong as Insurance Broker of Record of employee benefits, from July 1, 2014 through June           30, 2015.

47.     Appointment of Engineering Firm

Move that the Board of Education approve by project.

 

48    Appointment of Insurance Consultant

Move that the Board of Education act to approve the appointment of Conner Strong as Insurance Consultant, from July 1, 2014 through June 30, 2015.

 

49.      Appointment of School Physician

Move that the Board of Education approve Harry Sharp as School Physician for the Black Horse Pike Regional School District from July 1, 2014- June 30, 2015.

 

50.     Appointment of Solicitor

Move that the Board of Education act to approve the appointment of Wade, Long, Wood and Kennedy as Board Solicitor, from  July 1, 2014-June  30, 2015.

 

51.     Appointment of Substitute Teacher Staffing Services 

Move that the Board of Education act to approve the appointment of Source 4 Teachers as Substitute Teacher Staffing Services, from July 1, 2014 - June 30, 2015. 


         52.     FY14 IDEA Grant Amendment

To approve the submission of the amendment to the FY14 IDEA Grant to include carryover funds in the amount of $153,598, as per the attached exhibit.  

        53.     Transportation Route Transfers

                   Move that the Board of Education approve the following transportation route transfers from Gloucester Township BOE to Black Horse Pike Regional School District.   See                   attached exhibit.

 

Triton HS

Route TR-70 

Holcomb Bus Company

Triton HS

Route TR-71

Holcomb Bus Company

Triton HS 

Route TR-73 

Holcomb Bus Company

Triton HS

Route TR-74

Holcomb Bus Company

Triton HS

Route TR-75

Holcomb Bus Company 

Triton HS

Route TR-76 

Holcomb Bus Company

Triton HS

Route TR-77

Holcomb Bus Company

Triton HS

Route TR-72 

McGough Bus Company

CCVTS

Route 1CCT 

McGough Bus Company

CCVTS

Route 2CCT

McGough Bus Company

CCVTS

Route 3CCT 

T & L Transportation

CCVTS

Route 6CCT

T & L Transportation 

CCVTS

Route 7CCT

T & L Transportation