AGENDA I. Call to Order II. Pledge of Allegiance III ... · eastern suffolk boces regular meeting,...

EASTERN SUFFOLK BOCES REGULAR MEETING, JAMES HINES ADMINISTRATION CENTER, RIVERHEAD, NEW YORK, WEDNESDAY, SEPTEMBER 27, 2017

AGENDA I. Call to Order II. Pledge of Allegiance III. Comments from the Board President IV. Comments from the District Superintendent (Supporting Information) V. Visitors VI. Executive Staff Reports (Supporting Information) A. Chief Operating Officer B. Associate Superintendent for Educational Services C. Associate Superintendent for Management Services D. Assistant Superintendent for Human Resources VII. Unfinished Business

A. Board Policies – Second Reading and Adoption

RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby adopts the following policies: Policy Number Policy Title

4250 Student Tuition 4311 Procurement of Goods and Services 6230 Searches and Interrogations of Students 6510 Student Health Services 6560 Discrimination/Harassment Prohibition (Students) 6590 Child Nutrition Wellness 7111 Fire and Emergency Drills, Bomb Threats, and Bus Emergency Drills”

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VIII. Agenda Review IX. Minutes/Financials/Personnel/New Business – Consent Agenda

A. RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, has determined that each of the actions being taken through approval of the consent agenda is a Type II action under the State Environmental Quality Review Act (SEQRA) regulations, 6 NYCRR 617.5, which has no significant impact on the environment.”

B. Recommended Acceptance of Regular Board Meeting Minutes (Supporting Information - Minutes)

RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby accepts the minutes of the August 23, 2017 Regular Board Meeting.”

C. Recommended Acceptance of Financial Reports

(Supporting Information - Financial Reports)

RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby accepts the following financial reports:

• Treasurer’s Report for July 2017 • Receivables Report for July 2017 • Schedule of Bills for July 2017”

D. Recommended Approval of Bids and/or RFPs Extend RFP #14-02-0808: Construction Manager Services

Opening Date: August 8, 2013 Original Term of Contract: October 1, 2013 – September 30, 2014 with an option to renew for four additional years in one-year increments First Extension of Contract: October 1, 2014 – September 30, 2015 Second Extension of Contract: October 1, 2015 – September 30, 2016 Third Extension of Contract: October 1, 2016 – September 30, 2017 Fourth Extension of Contract: October 1, 2017- September 30, 2018 (Supporting Information – Bid Recommendation Memo)

The above-referenced request for proposal (RFP) for construction manager services was originally awarded at the September 18, 2013 Board Meeting. The current contract expires on September 30, 2017, and the specifications provide an option to extend the original contract for four additional years in one-year increments. School Construction Consultants, Inc. of Hauppauge, NY has agreed to extend the contract with no increase in price, under the same terms and

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conditions, and in accordance with the original RFP specifications. The service provided by the awarded vendor during the initial term and the extended terms of the contract was satisfactory.

RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, extends the award of RFP #14-02-0808: Construction Manager Services for the period of October 1, 2017 through September 30, 2018 to School Construction Consultants, Inc. of Hauppauge, NY as indicated above.” Extend RFP #15-11-0918: Dental Administrative Services Third Party Administrator Opening Date: September 18, 2014 Original Term of Contract: January 1, 2015 – December 31, 2015 First Extension of Contract: January 1, 2016 – December 31, 2016 Second Extension of Contract: January 1, 2017 – December 31, 2017 Third Extension of Contract: January 1, 2018 – December 31, 2018 (Supporting Information – Bid Recommendation Memo)

The above-referenced request for proposal (RFP) for dental administrative services, third-party administrator, was originally awarded at the November 19, 2014 Board Meeting. The current contract expires on December 31, 2017, and the specifications provide an option to extend the original contract for four additional years in one-year increments. Sele-Dent, Inc. of Melville, NY has agreed to extend the contract with no increase in price, under the same terms and conditions, and in accordance with the original RFP specifications. The service provided by the awarded vendor during the initial term and the extended terms of the contract was satisfactory. RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, extends the award of RFP #15-11-0918: Dental Administrative Services Third Party Administrator for the period of January 1, 2018 through December 31, 2018 to Sele-Dent, Inc. of Melville, NY as indicated above.” Extend RFP #15-30-0811: Architectural Services Opening Date: August 11, 2015 Original Term of Contract: October 1, 2015 – September 30, 2016 First Extension of Contract: October 1, 2016 – September 30, 2017 Second Extension of Contract: October 1, 2017- September 30, 2018 (Supporting Information – Bid Recommendation Memo)

The above-referenced request for proposal (RFP) for architectural services was originally awarded at the September 30, 2015 Board Meeting. The current contract expires on September 30, 2017, and the specifications provide an option to extend the original contract for four additional years in one-year increments. BBS Architects, Landscape Architects & Engineers, P.C. of Patchogue, NY has agreed to extend the contract with no increase in price, under the same terms and conditions, and in accordance with the original bid specifications. The service provided by the awarded vendor during the initial term of the contract was satisfactory.

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RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, extends the award of RFP 15-30-0811: Architectural Services for the period of October 1, 2017 through September 30, 2018 to BBS Architects, Landscape Architects & Engineers, P.C. of Patchogue, NY as indicated above.” Award Bid #18-14-0810: Locksmith Services Opening Date: August 10, 2017 Term of Contract: October 1, 2017 – September 30, 2018 with an option to extend for four additional years in one-year increments (Supporting Information – Bid Recommendation Memo, Award Report, and Disclosure Form) The Purchasing Office solicited bids to provide locksmith services. Bid specifications were developed in collaboration with the Operations and Maintenance Office staff. Bids were requested for a total of two items. Bid packets were distributed to four vendors as a result of advertising and direct solicitation. Two bids were received. The Purchasing Office contacted the lowest responsible bidder, Suffolk Lock & Security Professionals of Lindenhurst, NY, to negotiate better prices and the vendor indicated that the prices were firm. Suffolk Lock & Security Professionals of Lindenhurst, NY has provided services to Eastern Suffolk BOCES in the past and their performance has been satisfactory.

Vendor Number of Items

Recommended for Award Brookhaven Locksmiths, Inc. Port Jefferson, NY

0

Suffolk Lock & Security Professionals Lindenhurst, NY

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RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, awards Bid #18-14-0810: Locksmith Services to Suffolk Lock & Security Professionals of Lindenhurst, NY as indicated above and detailed in the supporting documentation.” Bid #18-18-0706: Snow Removal – Sequoya School Opening Date: July 6, 2017 Term of Contract: September 1, 2017 – August 31, 2018 with an option to extend for four additional years in one-year increments (Supporting Information – Bid Recommendation Memo, Award Report, and Disclosure Form) The Purchasing Office solicited bids to provide snow removal services to the Sequoya High School. Bid specifications were developed in collaboration with the Operations and Maintenance Office staff. Bids were requested for a total of four items. Bid packets were distributed to eight vendors as a result of advertising and direct solicitation. Five bids were received. One bid was non-responsible and one bid was non-responsive. The Purchasing Office contacted the lowest responsible bidder, Stang Landscaping Corp. of Sayville, NY, to negotiate better

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prices, and the vendor lowered prices by 17.5% for plowing, and by 35% for sanding. Stang Landscaping Corp. of Sayville, NY has provided services to Eastern Suffolk BOCES in the past and their performance has been satisfactory.


Recommended for Award B & B Maintenance Services, Inc. Ronkonkoma, NY

0

G. P. Property Development, Inc. Center Moriches, NY

0

Laser Industries, Inc. Ridge, NY

0

Stang Landscaping Corp. Sayville, NY

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Suburban Maintenance & Landscaping, Inc. Hawthorne, NY

0

RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, awards Bid #18-18-0706: Snow Removal – Sequoya School to Stang Landscaping Corp. of Sayville, NY as indicated above and detailed in the supporting documentation.” Award Bid #18-19-0803: Medical and Nursing Supplies and Equipment Opening Date: August 3, 2017 Term of Contract: October 1, 2017 – September 30, 2018 with an option to extend for four additional years in one-year increments (Supporting Information – Bid Recommendation Memo, Award Report, and Disclosure Forms)

The Purchasing Office solicited bids to provide pricing for medical and nursing supplies and equipment. Bid specifications were developed in collaboration with the Career and Technical Education Department staff. Bids were requested for a total of 661 items. Bid packets were distributed to 16 vendors as a result of advertising and direct solicitation. Nine bids and four no-bids were received. The Purchasing Office contacted the lowest responsible bidders, Dash Medical Gloves, Inc. of Franklin, WI; Dealmed Medical Supplies, LLC of Brooklyn, NY; DiaMedical USA Equipment, LLC of West Bloomfield, MI; Emergency Medical Products d/b/a School Kids Healthcare of Dublin, OH; Everything Medical, LLC of Las Vegas, NV; Moore Medical, LLC of Farmington, CT; and Performance Health Supply, Inc., d/b/a Medco Supply, Masune and Surgical Supply Services of Amherst, NY to negotiate better prices and the vendors indicated that the prices were firm. All of the vendors have provided services to Eastern Suffolk BOCES in the past and their performance has been satisfactory.

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Recommended for Award Dash Medical Gloves, Inc. Franklin, WI

7

Dealmed Medical Supplies, LLC Brooklyn, NY

12

DiaMedical USA Equipment, LLC West Bloomfield, MI

14

Emergency Medical Products d/b/a School Kids Healthcare Dublin, OH

12

Everything Medical, LLC Las Vegas, NV

140

Moore Medical, LLC Farmington, CT

237

Performance Health Supply, Inc. d/b/a Medco Supply, Masune and Surgical Supply Services Amherst, NY

72

Pocket Nurse Enterprises, Inc. Monaca, PA

0

Savoy Medical Products, LLC Hauppauge, NY

0

No Bids Received/No Award 167

RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, awards Bid #18-19-0803: Medical and Nursing Supplies and Equipment to the lowest responsible bidders meeting specifications as indicated above and detailed in the supporting documentation.” Award/Extend/Reject Cooperative Bids (Supporting Information – Bid Recommendation Memos, Award Reports, and Disclosure Forms) As the lead agency for the Cooperative Bidding Program, all program bids require ESBOCES Board approval. RECOMMENDED MOTION: “WHEREAS, the Board of Cooperative Educational Services, First Supervisory District of Suffolk County (hereinafter “ESBOCES”), acts as the lead agency for participants in the Joint Municipal Cooperative Bidding Program (hereinafter the “Program”), organized pursuant to General Municipal Law §119-0 and Education Law §1950; and

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WHEREAS, ESBOCES has been delegated the responsibility for awarding program bids on behalf of certain participants as evidenced by ESBOCES possession of a duly adopted resolution by each of their governing boards; and WHEREAS, ESBOCES has solicited, duly received and opened, and/or recommends award/extension or rescission/re-award as follows: Bid #2017-055-0901: Science Supplies (November 1, 2017 – October 31, 2018); Bid #2017-055-0901: Science Supplies (November 1, 2016 – October 31, 2017); Bid #2018-002-0727: Fine and Recycled Paper (October 1, 2017 – March 31, 2018 with an option to extend for four additional years in six-month increments); Bid #2018-007-0817: Custodial Supplies (October 1, 2017 – September 30, 2018 with an option to extend for four additional years in one-year increments); Bid #2018-012-0822: Painting Services (October 1, 2017 – September 30, 2018 with an option to extend for four additional years in one-year increments); Bid #2018-049-0817: Concrete, Asphalt, and Related Site-Work Improvements (October 1, 2017 – September 30, 2018 with an option to extend for four additional years in one-year increments) pursuant to the terms of the Program; and WHEREAS, ESBOCES has analyzed and determined the lowest responsible bidder(s) for the above-referenced bids; BE IT RESOLVED, that on behalf of those Program Participants, ESBOCES extends Bid #2017-055-0901: Science Supplies for the period of November 1, 2017 through October 31, 2018 to the lowest responsible bidders as indicated above and detailed in the supporting documentation. BE IT RESOLVED, that on behalf of those Program Participants, ESBOCES rescinds the above-referenced item on Bid #2017-055-0901: Science Supplies from Carolina Biological Supply Co. of Burlington, NC, and re-awards the item to the next lowest responsible bidder meeting specifications, Colonial Scientific of Richmond, VA, as indicated above and detailed in the supporting documentation. BE IT RESOLVED, that on behalf of those Program Participants, ESBOCES awards Bid #2018-002-0727: Fine and Recycled Paper for the period of October 1, 2017 through March 31, 2018 to the lowest responsible bidders meeting specifications, Paper Mart, Inc. of East Hanover, NJ; Quill Corporation of Lincolnshire, IL; Sharda Paper, Inc. of Brooklyn, NY; and W.B. Mason Co., Inc. of Hauppauge, NY, as indicated above and detailed in the supporting documentation. BE IT RESOLVED, that on behalf of those Program Participants, ESBOCES awards Bid #2018-007-0817: Custodial Supplies for the period of October 1, 2017 through September 30, 2018 to the lowest responsible bidders meeting specifications as indicated above and detailed in the supporting documentation.

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BE IT RESOLVED, that on behalf of those Program Participants, ESBOCES awards Bid #2018-012-0822: Painting Services to RJ Painting, Inc. of Copiague, NY for the period of October 1, 2017 through September 30, 2018 to the lowest responsible bidders meeting specifications as indicated above and detailed in the supporting documentation. BE IT RESOLVED, that on behalf of those Program Participants, ESBOCES awards Bid #2018-049-0817: Concrete, Asphalt, and Related Site-Work Improvements for the period of October 1, 2017 through September 30, 2018 to the lowest responsible bidders meeting specifications as indicated above and detailed in the supporting documentation.”

E. Recommended Approval of Grants and Specially Funded Projects (Supporting Information – Summary of Grants)

The grants and specially funded projects in the following table have been reviewed programmatically by the appropriate Administrative Council member, and reviewed fiscally by the Department of Business Services. RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby approves the acceptance of new grants and/or specially funded projects and adjustments as indicated in the last column of the following table:

2017 - 2018 Grants – Fiscal Approval

Project Division/Office Amount The Genesee Valley Educational Partnership ESPERANZA Project (L.I. Metro METS Program) Project #TBD 7/1/17 – 6/30/18

Office of the District Superintendent/FSSSI

$6,500

School Library Systems Automation Aid Project #0364-18-0009 7/1/17 – 6/30/18

Educational Services $20,305”

F. Recommended Approval of Personnel Report (Supporting Information)

RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby approves the actions contained within the following Personnel Report:

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1. Leaves of Absence (a) Certificated (b) Civil Service 2. Resignations (a) Certificated (b) Civil Service

3. Terminations (a) Certificated (None) (b) Civil Service 4. Change of Status (a) Certificated (b) Civil Service 5. Probationary Appointments (a) Certificated (b) Civil Service 6. Appointments (a) Certificated (b) Civil Service (None) 7. Tenure Appointments (a) Certificated 8. Permanent Status (a) Civil Service

9. Special Appointments

(a) Summer Programs (b) Per Diem Substitutes and Hourly/Per Diem Workers (c) Additional Assignments (d) Casual Employees (e) Adult Education”

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New Business G. Recommended Approval of Professional Services/Facility Use Contracts

The following Professional Services/Facility Use Contracts have been reviewed and are recommended for approval by the Cabinet member responsible for the department seeking the services. RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby approves the following professional services/facility use contracts:

2017 - 2018 School Year Consultant/

Vendor Division/

Office Service Dates Amount Expenses Integrated Tech Professional Development, Inc.

Educational Services

The contractor will provide New York State licensed teachers to Model Schools, as requested, to provide professional development in the area of instructional technology to Eastern Suffolk BOCES component school districts or Eastern Suffolk BOCES administrators. In addition, the contractor will provide domain setup of Google Apps for Education or Office 365 to school districts that request it.

10/1/17-6/30/18

Various pricing per

Attachments 1 and 2, for a

total not to exceed

$100,000

None

Krome, Cheryl A. (amendment)


This is an amendment to the "Payment Terms" of the original agreement. The contractor will provide Finance Manager training and support to Financial and District Services personnel. In addition, the contractor will handle all aspects of Finance Manager application support.

7/1/17-6/30/18

$60 per hour, for a total not

to exceed $80,000

None

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Vendor Division/

Office Service Dates Amount Expenses Propio, LS, LLC (amendment)


This is an amendment to the "Payment Terms" of the original agreement. The contractor will offer an over-the-phone interpreting service, document translation, and video remote interpreting.

7/1/17-6/30/18

Various pricing per

the attached pricing

schedule, for a total not to

exceed $100,000

None

Suffolk Breast Imaging P.C.


The contractor will provide instructors and facilities for the Eastern Suffolk BOCES Electrolysis Certification 120-hour course.

9/28/17-6/30/18

$3,500 per student, for a

total not to exceed

$100,000

None



The contractor will provide instructors and facilities for the Eastern Suffolk BOCES Laser Certification 30-hour course.

9/28/17-6/30/18

$1,500 per student, for a

total not to exceed

$100,000

None

Trustees of the University of Pennsylvania d/b/a Penn Graduate School of Education


The contractor will provide initial and ongoing consultation, program development, and delivery services, establishing a Long Island Center for Education and Equity for Suffolk County.

10/1/17-6/30/18

$30,000 per year, for a total not to

exceed $30,000

None

Wilson Language Training Corp.


The contractor will provide training to teachers to assist them with the implementation of the various reading intervention programs supported by the Wilson Language System.

10/16/17-6/30/18

Various pricing per

Addendum A, for a total not

to exceed $30,600

None”

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H. Recommended Acceptance of Professional Services/Facility Use Contracts

Item #60 of the July 12, 2017 Organizational Meeting Minutes authorizes the Purchasing Agent to execute contracts “for the purchase or lease of goods and/or services for amounts less than $20,000 per vendor, per year, where competitive bidding is not required, and where the budget contains adequate appropriations to cover such obligations. A report concerning the contracts and/or agreements shall be made at the next Board meeting after execution of such contracts and/or agreements.” A report of the contracts and/or agreements that were approved by the Purchasing Agent follows.

RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby accepts the following report of professional services/facility use contracts that were approved by the Purchasing Agent:


Vendor Division/

Office Service Dates Amount Expenses Data Momentum, Inc.


The contractor will continue to provide the maintenance and development to fulfill grant goals, incorporating a content management infrastructure for fast, convenient content updates in current website standards, optimizing ease of use, quickly finding needed information, and consistent flexible design interface.

10/1/17-9/30/18

Various pricing per Schedule A, for a total not to exceed $10,000

None

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Vendor Division/

Office Service Dates Amount Expenses Gildea, Barbara Management

Services The contractor will provide instruction of classes including 19A Certified Examiner, 19A Refresher, State Education Department, Basic, School Bus Driver Instruction, Pre-Service, Advanced, Laws, and Regulations.

8/15/17-6/30/18

$45 per hour, for a total not to

exceed $19,000

None

New Designs Consulting, Inc.

Management Services

The contractor will provide mapping services to various school districts in Nassau and Suffolk counties.

9/1/17-6/30/18

Various pricing per schedule, for

a total not to exceed $19,900

None

St. Joseph's College


This is a facility use contract with St. Joseph's College that will provide Eastern Suffolk BOCES Career, Technical, and Adult, Special Career Education, and component high schools with a College and Technical Training Fair at St. Joseph's College, John A. Danzi Athletic Center, located at 155 West Roe Boulevard, Patchogue, NY 11772.

10/18/17 $2,142.50 per facility, for a total

not to exceed $2,142.50 (facility

usage fee)

None

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Vendor Division/

Office Service Dates Amount Expenses Tobii Dynavox, LLC


The contractor will provide workshops/trainings related to the use of speech-generating devices with regard to communication impairments including, but not limited to, augmentative and alternative communication devices, software, implementation, funding, therapy, goals, team responsibilities, accessories, and products.

9/29/17-8/31/18

None None

Visual Software, Inc.

Management Services

The contractor will provide upgrades and maintenance to the Regional Transportation Financial System (RTFS) software for the Eastern Suffolk BOCES Regional Transportation Program.

9/1/17-6/30/18

$135 per hour, for a total not to exceed $19,000

None”

I. Recommended Acceptance of Professional Services/Facility Use Contracts

Item #61 of the July 12, 2017 Organizational Meeting Minutes authorizes the Associate Superintendent for Educational Services to execute contracts “during the 2017-18 school year for Professional Development Services in CoSer 531 in cumulative amounts less than $20,000 per vendor, per year where competitive bidding is not required, and where the budget contains adequate appropriations to cover such costs.” A report of the contracts and/or agreements that were approved by the Purchasing Agent follows.

RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby accepts the following report of professional services/facility use contracts that were approved by the Associate Superintendent for Educational Services:

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2017 - 2018 School Year

Consultant/ Vendor

Division/ Office Service Dates Amount Expenses

Brennan Learning, LLC


The contractor will provide professional services related to strategic planning and leadership.

8/30/17-6/30/18

Various pricing per Addendum A,

for a total not to exceed $12,500

None

Edwards Educational Services, Inc.


The contractor will provide in-district professional development/training/consulting related to the full implementation of project-based learning across disciplines.

9/1/17-6/30/18

$3,000 per full day, for a total not to exceed

$18,000

None

Ellwood, Lee S. Educational Services

The contractor will provide a principal evaluation service for school principals based on school district requests.

9/15/17-6/30/18

$700 per day, for a total not to

exceed $14,000

None

Gina M. Varacchi d/b/a STEAM School


The contractor will offer online/virtual training related to the incorporation of Science, Technology, Engineering, and Math (STEM) into the classroom.

11/1/17-6/30/18

$1,000 per online/virtual

course offering -five hours, for a

total not to exceed $3,000

None

PlayFit Education, Inc.


The contractor will provide professional development/training related to providing school staff with practical steps in solving problems that typically occur during recess periods.

8/30/17-6/30/18



None

Susan H. Gubing d/b/a CareerSmarts


The contractor will provide professional development related to career education.

9/1/17-6/30/18



None

Travis, Toby A. Educational Services

The contractor will provide professional development to the Long Island Consortium for Excellence and Equity - Suffolk County entitled, "Critical Factors in Establishing a Trusted School."

11/1/17-6/30/18

$2,000 per full day, for a total not to exceed

$6,000

None”

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J. Recommended Approval to Declare Property as Surplus and Authorize Disposal (Supporting Information – Listing of Inventory to be Declared as Surplus) The Capital Asset Management Department has submitted a list of property that it

has determined to be obsolete technology, broken/irreparable, excess inventory, or have minimal or no value. The available items have been offered agency-wide and are not needed by any of our divisions or programs. These items are from various programs and have no known immediate or foreseeable use by Eastern Suffolk BOCES.

RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby declares the inventory on the listing included in the supporting information as surplus, as so noted, and authorizes the disposal of the property in accordance with Board policy.”

K. Recommended Acceptance of a Donation

It is recommended by the Director of Administrative Services that the Board approve the following donated item. This donation has been reviewed by the Capital Asset Management Department, the building administrators, and/or the program director. The educational value, health and safety standards, and compatibility with current facilities have been assessed, and it has been determined that this donation will enhance our educational programs. RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby accepts the following donation:

Donor Name, Town & State Division/Office Item Beverly Block Calverton, NY 11933


1997 Ford Taurus station wagon VIN# 1FALP57UXVA119745”

L. Recommended Rescission of a Professional Service Contract with Suffolk Breast Imaging P.C.

The following Professional Service Contracts with Suffolk Breast Imaging P.C.

that appeared on the August 23, 2017 Regular Board Meeting agenda need to be rescinded due to a clerical error:

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2017 - 18 School Year

Consultant/ Vendor

Division/ Office Service Dates Amount Expenses



The contractor will provide instructors and facilities for the Eastern Suffolk BOCES Electrolysis Certification 120-hour course.

9/1/17-6/30/18

$3,500 per student, for


None



The contractor will provide instructors and facilities for the Eastern Suffolk BOCES Laser Certification 30-hour course.

9/1/17-6/30/18

$1,500 per student, for


None

RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative

Educational Services, First Supervisory District of Suffolk County, hereby rescinds the Professional Services Contracts with Suffolk Breast Imaging P.C. that appeared on the August 23, 2017 Regular Board Meeting agenda.”

M. Recommended Approval of an Amendment to an Agreement with eScholar, LLC (Supporting Information – Amendment to Agreement and Disclosure Form)

This amendment to the agreement with eScholar, LLC will provide school districts with access to the eScholar myTrack data dashboard solution for an additional one-year term commencing on November 19, 2017 and ending on November 18, 2018, at a cost not to exceed $750,000. RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby approves an amendment to the agreement with eScholar, LLC for an additional one-year term commencing on November 19, 2017 and ending on November 18, 2018, at a cost not to exceed $750,000.”

N. Recommended Approval of an Amendment to the Agreement with Defined

Learning (Supporting Information - Amendment to Agreement, Sole Source Letter, and

Disclosure Form)

This amendment to the license agreement with Defined Learning will enable the Eastern Suffolk BOCES School Library System participants to have continued access to Defined Learning’s Defined Science, Technology, Engineering, and

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Math (STEM) product through the School Library System’s Digital Media Library Service. This amendment extends the agreement for an additional one-year term commencing on October 1, 2017 and ending on September 30, 2018, at a cost not to exceed $20,160.80.

RECOMMENDED MOTION: "BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby approves an amendment to the license agreement with Defined Learning for access to the Defined STEM product for an additional one-year term commencing on October 1, 2017 and ending September 30, 2018, at a cost not to exceed $20,160.80.”

O. Recommended Approval of a Multi-Year Service Agreement – Project #NAU-

NHP-051917-2017-2021-Xerox Networked Copiers for the New Hyde Park-Garden City Park Union Free School District (Supporting Information – Agreement)

This is a four-year, multi-year service agreement for the installment purchase of Xerox Networked copiers by the New Hyde Park-Garden City Park Union Free School District. This equipment is being acquired through Technology Acquisition Services within the Regional Information Center. The estimated cost for the project is $5,730.24 for equipment and maintenance, and $775.06 for coordination fees, for a total of $6,505.30.

RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby approves the Multi-Year Service Agreement – Project #NAU-NHP-051917-2017-2021-Xerox Networked Copiers for the New Hyde Park – Garden City Park Union Free School District in the estimated amount of $6,505.30.”

P. Recommended Acceptance of the Independent Accountant’s Report on Applying

Agreed-Upon Procedures Related to the Financial Operations of the Regional Information Center Dated August 4, 2017 (Supporting Information – Audit Report)

A representative from Cullen & Danowski, LLP was present at the Audit Committee Meeting to review the Independent Accountant’s Audit Report on Applying Agreed-Upon Procedures related to the financial operations of the Regional Information Center, dated August 4, 2017, with the Audit Committee. The Audit Committee, which met prior to the August 23, 2017 Regular Board Meeting, acted on a resolution to accept the Audit Report.

RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby accepts the Independent Accountant’s Audit Report on Applying Agreed-Upon Procedures related to the financial operations of the Regional Information Center dated August 4, 2017.”

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Q. Recommended Approval of the Corrective Action Plan for the Independent Accountant’s Report on Applying Agreed-Upon Procedures Related to the Financial Operations of the Regional Information Center, Dated August 4, 2017

(Supporting Information – Corrective Action Plan)

RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby approves the Corrective Action Plan for the Independent Accountant’s Report on Applying Agreed-Upon Procedures related to the Financial Operations of the Regional Information Center, dated August 4, 2017.”

R. Recommended Approval of a Multi-Year Service Agreement – Project #IA-EI-081817-2017-2020 Internet Access Project for the East Islip Union Free School District

(Supporting Information – Agreement) The East Islip Union Free School District, a participant of LAN/WAN service, has

requested the establishment of 300M of Internet access for the Timber Point Elementary School, located at 200 Timber Point Road, East Islip, NY. The estimated cost for project #IA-EI-081817-2017-2020 is $83,741.85, and consists of $72,819 for annual recurring costs, and $10,922.85 for BOCES Project Management fees to be paid in equal installments over three years, commencing on September 29, 2017 and ending on September 28, 2020.


Educational Services, First Supervisory District of Suffolk County, hereby approves the East Islip Union Free School District’s Internet Access Project #IA-EI-081817-2017-2020 at an estimated cost of $83,741.85, commencing on September 29, 2017 and ending on September 28, 2020.”

S. Recommended Approval of a Multi-Year Service Agreement – Project #FWAN-

WI-071417-2017-2022 - FWAN Project for the West Islip Union Free School District

(Supporting Information – Agreement) The West Islip Union Free School District, a participant of LAN/WAN service, has

requested a multi-year project for the recurring costs for the connection of the West Islip High School located at 1 Lions Path, West Islip, NY and the Bayview Elementary School, located at 165 Snedecor Avenue, West Islip, NY to the existing Fiber WAN provided through Eastern Suffolk BOCES at the Beach Street Middle School, located at 17 Beach Street, West Islip, NY. The estimated cost for project #FWAN-WI-071417-2017-2022 is $119,646 and consists of $104,040 for annual recurring costs and $15,606 for BOCES Project Management fees, to be paid in equal installments over five years, commencing on November 1, 2017 and ending on October 31, 2022.

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RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby approves the West Islip Union Free School District’s Multi-Year Service Agreement - Project #FWAN-WI-071417-2017-2022, at an estimated cost of $119,646, commencing on November 1, 2017 and ending on October 31, 2022.”

T. Recommended Approval to Increase Allowable Spending in an Agreement with

iTutor.com, Inc. (Supporting Information – Executed Amendment to Agreement) The amendment to extend the agreement with iTutor.com, Inc. was approved by

the Eastern Suffolk BOCES Board at the June 21, 2017 Regular Board Meeting, and provides an online tutoring platform for all subjects, as well as K-12 test prep programs, advanced placement instruction, credit recovery, and face-to face homebound instruction. The term of the agreement commenced on July 1, 2017 and ends on June 30, 2018, at a cost not to exceed $60,000. Due to increased interest from component school districts, a $90,000 increase in the allowable spending is necessary, increasing the amount from $60,000 to $150,000 in order to fulfill the demands of school districts for the remainder of the term, and will continue to be offset by district participation.


Educational Services, First Supervisory District of Suffolk County, hereby approves the increase in allowable spending from $60,000 to $150,000 for the agreement with iTutor.com, Inc. for the remainder of the term which commenced on July 1, 2017 and ends on June 30, 2018.”

U. Recommended Approval to Increase Allowable Spending in an Agreement with

Educational Vistas, Inc. (Supporting Information – Executed Amendment to Agreement) The amendment to extend the agreement with Educational Vistas, Inc. was

approved by the Eastern Suffolk BOCES Board at the June 21, 2017 Regular Board Meeting, and allows Eastern Suffolk BOCES to continue to offer SafeSchoolsNY, a complete management system for Violent and Disruptive Incident Report (VADIR), Dignity for All Students Act (DASA), discipline, and school safety. The term of the agreement commenced on July 1, 2017 and ends on June 30, 2018, at a cost not to exceed $50,000. Due to increased interest from component school districts, a $75,000 increase in the allowable spending is necessary, increasing the amount from $50,000 to $125,000, in order to fulfill the demands of school districts for the remainder of the term.


Educational Services, First Supervisory District of Suffolk County, hereby approves the increase in allowable spending to the agreement with Educational Vistas, Inc. from $50,000 to $125,000 for the remainder of the term which commenced on July 1, 2017 and ends on June 30, 2018.”

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V. Recommended Approval of a Proposal with New York Business Systems This is a proposal for a three-year deferred payment plan of a Konica Minolta C458 networked copier for use in the Regional Special Education-Technical Assistance Support Center at the Instructional Support Center. This equipment is being purchased through New York State Contract #PT66607, which provides for a zero-interest deferred payment plan. The estimated cost is $14,673.24 for equipment and maintenance costs and 5,000 copies per month; additional black and white copies at $.0084 per copy, and approximately 5,000 color copies per month billed at $.0652 per copy. The monthly cost is $407.59 per month. This is a replacement for an obsolete machine. RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby approves the New York Business Systems proposal for a three-year deferred payment plan of a Konica Minolta C458 networked copier for use in the Regional Special Education-Technical Assistance Support Center at the Instructional Support Center in the estimated amount of $14,673.24.”

W. Recommended Ratification of a Memorandum of Understanding Between Eastern

Suffolk BOCES and the Long Island School Practitioner Action Network (LISPAN) (Supporting Information – Memorandum of Understanding) A recommendation is made to approve the Memorandum of Understanding for

participation in the Long Island School Practitioner Action Network (LISPAN). Participation in LISPAN will allow ESBOCES mental health professionals to assist other school districts in providing onsite post-crisis support and consultation services during a crisis in another school district. There is no cost to the agency for participation in LISPAN.


Educational Services, First Supervisory District of Suffolk County, hereby approves the Memorandum of Understanding for participation in the Long Island School Practitioner Action Network (LISPAN), at no cost to Eastern Suffolk BOCES.”

X. Recommended Approval of Sequoya High School @ Patchogue-Medford High

School’s Faculty Student Council Members from September 1, 2017 through June 30, 2018


Educational Services, First Supervisory District of Suffolk County, hereby approves the individuals listed below listed below as the Sequoya High School @ Patchogue-Medford High School’s 2017-2018 Faculty Student Council Members from September 1, 2017 through June 30, 2018:

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Central Treasurer: Ray Stenberg, Teacher Faculty Auditor: James Loeffler, Accountant Chief Faculty Counselor: Steven Repperger, Principal Faculty Advisor: William Clark, Teacher” Y. Recommended Approval of Bellport Academic Center’s Faculty Student Council

Members from September 1, 2017 through June 30, 2018 RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative

Educational Services, First Supervisory District of Suffolk County, hereby approves the individuals listed below as the Bellport Academic Center’s 2017-2018 Faculty Student Council Members from September 1, 2017 through June 30, 2018:

Central Treasurer: Angela Perrotta, School Counselor Faculty Auditor: James Loeffler, Accountant Chief Faculty Counselor: Anthony Coggiano, Principal Faculty Advisor: Charlene Rosen, School Psychologist” Z. Recommended Approval of Islip Academic Center’s Faculty Student Council


Educational Services, First Supervisory District of Suffolk County, hereby approves the individuals listed below as the Islip Academic Center’s 2017-2018 Faculty Student Council Members from September 1, 2017 through June 30, 2018:

Central Treasurer: Kelly Devlin, School Psychologist Faculty Auditor: James Loeffler, Accountant Chief Faculty Counselor: Susan Goltz, Principal Faculty Advisor: Tara Lee, Social Worker” AA. Recommended Approval of Jefferson Academic Center’s Faculty Student Council


Educational Services, First Supervisory District of Suffolk County, hereby approves the individuals listed below as the Jefferson Academic Center’s 2017-2018 Faculty Student Council Members from September 1, 2017 through June 30, 2018:

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Central Treasurer: James Paperman, Teacher Faculty Auditor: James Loeffler, Accountant Chief Faculty Counselor: Holly Iuliucci, Principal Faculty Advisor: Christian Scott, Social Worker” BB. Recommended Approval of Sequoya High School’s Faculty Student Council


Educational Services, First Supervisory District of Suffolk County, hereby approves the individuals listed below as Sequoya High School’s 2017-2018 Faculty Student Council Members from September 1, 2017 through June 30, 2018:

Central Treasurer: Kyle McAleese, Teacher Faculty Auditor: James Loeffler, Accountant Chief Faculty Counselor: Steven Repperger, Principal Faculty Advisor: Amy Schneider, Teacher” CC. Recommended Approval for Students and Staff to Visit Frost Valley YMCA

A recommendation is made to approve the attendance of students and staff from the Brookhaven Learning Center to attend an Environmental Education Program at the Frost Valley YMCA in Claryville, New York, from Tuesday, May 1, 2018, through Friday, May 4, 2018. There will be 25 students and six staff members attending. This trip will provide the students with an opportunity to experience an outdoor education program. The students will build self-esteem, motivation, self-awareness, and physical ability. Students from the Brookhaven Learning Center have been participating in this educational program at Frost Valley YMCA since 1985. The cost for lodging, food, and all activities are paid for by the students. The only cost to the agency is $3,016 for a coach bus. The required funds to cover the cost of the bus were appropriated for in the 2017-2018 school year budget. RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby approves the attendance of 25 students and six staff members from the Brookhaven Learning Center to attend an Environmental Education Program at the Frost Valley YMCA in Claryville, New York from Tuesday, May 1, 2018 through Friday, May 4, 2018. The only cost to the agency is $3,016 for a coach bus.”

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DD. Recommended Approval for Students and Staff to Attend the Jacob Javits AES Convention Center

A recommendation is made to approve the attendance of 30 students and three staff members from the Edward J. Milliken Technical Center Audio Production class to visit the Jacob Javits Convention Center, located at 655 West 34th Street, New York, NY on Friday, October 20, 2017. Students will attend the 143rd AES Convention where they will have the opportunity to speak with experts in the field and gain hands-on experience with equipment not typically found in the classroom. The only cost to the agency is approximately $1,252 for bus transportation. RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby approves the attendance of 30 students and three staff members from the Edward J. Milliken Technical Center Audio Production class to visit the Jacob Javits Convention Center, located at 655 West 34th Street, New York, NY on Friday, October 20, 2017.”

EE. Recommended Approval for Students and Staff to Attend the Manhattan Center and the Jacob Javits AES Convention Center A recommendation is made to approve the attendance of 30 students and three staff members from the Harry B. Ward Technical Center Audio Production class to visit the Manhattan Center, located at 311 West 34th Street, New York, NY, and the Jacob Javits Convention Center, located at 655 West 34th Street, New York, NY on Friday, October 20, 2017. Students will attend the 143rd AES Convention, where they will have the opportunity to speak with experts in the field and gain hands-on experience with equipment not typically found in the classroom. The only cost to the agency is approximately $1,240 for bus transportation. RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby approves the attendance of 30 students and three staff members from the Harry B. Ward Technical Center Audio Production class to visit the the Manhattan Center, located at 311 West 34th Street, New York, NY, and the Jacob Javits Convention Center, located at 655 West 34th Street, New York, NY on Friday, October 20, 2017.

FF. Recommended Approval for Students and Staff to Visit the Animal Medical Center

A recommendation is made to approve the attendance of 25 students and three staff members from the Harry B. Ward Technical Center’s Animal Science class to visit the Animal Medical Center located at 510 East 62nd Street, New York, NY on Tuesday, December 5, 2017. Students will tour this unique animal facility and be exposed to the various specialties that the Center provides services for. The only cost to the agency is approximately $1,240 for bus transportation.

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RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby approves the attendance of 25 students and three staff members from the Harry B. Ward Technical Center’s Animal Science class to visit the Animal Medical Center located at 510 East 62nd Street, New York, NY on Tuesday, December 5, 2017.”

GG. Recommended Acceptance of the Eastern Suffolk BOCES 2017-2024 Strategic

Plan (Supporting Information - Final Draft ESBOCES 2017-24 Strategic Plan)

A recommendation is made to accept the Eastern Suffolk BOCES 2017-2024 Strategic Plan as submitted by the Eastern Suffolk BOCES Strategic Planning Council. The council, which is comprised of internal and external agency stakeholders, met on August 2, 2017 to review the Strategic Plan prior to submission to the Board.

RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby accepts the Eastern Suffolk BOCES 2017-2024 Strategic Plan.”

HH. Recommended Approval of Performance Objectives for the District

Superintendent and the Chief Operating Officer for the 2017-18 School Year (Supporting Information – Performance Objectives)

RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby approves the Performance Objectives for the District Superintendent and the Chief Operating Officer for the 2017-18 school year, which will be added to the Performance Evaluation Instrument that the Board will use to evaluate both the District Superintendent and the Chief Operating Officer at the end of the school year.”

II. Recommended Approval of Eastern Suffolk BOCES Board Goals for the 2017-18 School Year (Supporting Information – Board Goals)

RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby approves the Eastern Suffolk BOCES Board Goals for the 2017-18 school year.”

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JJ. Recommended Approval for Students and Staff to Attend the SkillsUSA Fall Leadership Conference

A recommendation is made to approve the attendance of one administrator, five chaperones, and 24 students from the Academy at Milliken Technical Center, the Academy at Bixhorn Technical Center, the Academy at H.B. Ward Technical Center, and the Islip Career Center at the SkillsUSA Fall Leadership Conference scheduled for Sunday, November 5, through and including Tuesday, November 7, 2017, in Albany, New York. An administrator will attend beginning November 3, 2017. The total estimated cost to Eastern Suffolk BOCES is not to exceed $15,540.78 The required funds to cover the cost of this trip were appropriated for in the 2017-2018 school year budget. Coach Bus $ 4,693.00 Lodging / Meals / Registration: BTC – Talia Cliffe

B

TC

6 Students @ $275.00 $ 1,650.00 1 Chaperone @ double rate of $275.00 $ 275.00 Registration for 7 people @ $40.00/person $ 280.00

Total Registration and Lodging $ 2,205.00 Cost of meals not included in package: 1 Chaperone (Sunday – lunch, Tuesday – lunch)

$ 40.00

SUB-TOTAL $ 2,245.00

ICC – Dawn Scicolone, Lisa Konnerth, Darren Rios (night chaperone)

IC

C

6 Students @ $275.00 $ 1,650.00 1 Administrator @ single rate of $375.00 plus two extra nights 11/3 and 11/4 @ $125 per night

$ 625.00

1 Chaperone @ double rate of $275.00 $ 275.00 1 Overnight Chaperone @ single rate of $375.00

$ 375.00

1 Bus Driver @ single rate of $375.00 $ 375.00 Registration for 9 people @ $40.00 / person $ 360.00

Total Registration and Lodging $ 3,660.00 Cost of meals not included in package: 1 Administrator (Friday – dinner, Saturday - breakfast, lunch, and dinner, Sunday – breakfast and lunch, Tuesday – lunch) 1 Chaperone (Sunday – lunch, Tuesday – lunch) 1 Overnight Chaperone (Sunday – lunch, and dinner, Monday – breakfast, lunch, and dinner; Tuesday – breakfast and lunch)

$ 150.00 $ 40.00 $ 150.00


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MTC – Nicholas DeBlanco

M

TC

6 Students @ $275.00 $ 1,650.00 1 Chaperone @ single rate of $275.00 $ 275.00 Registration for 7 people @ $40.00 / person $ 280.00

Total Registration and Lodging $ 2,205.00 Cost of meals not included in package: 1 Chaperone (Sunday – lunch, Tuesday – lunch

$ 40.00

SUB-TOTAL $ 2,245.00 WTC – Bill Sperl

W

TC

6 Students @ $275.00 $ 1,650.00 1 Chaperone @ single rate of $275.00 $ 275.00 Registration for 7 people @ $40.00 / person $ 280.00

Total Registration and Lodging $ 2,205.00 Cost of meals not included in package: 1 Chaperone (Sunday – lunch, Tuesday – lunch)

$ 40.00


Lodging / Meals / Registration SUB-TOTAL $ 10,735.00 Mileage to ESBOCES from/to Home $ 112.78 TOTAL COST $ 15,540.78

RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby approves the attendance of one administrator, five chaperones, and 24 students from the Academy at Milliken Technical Center, the Academy at Bixhorn Technical Center, the Academy at H.B. Ward Technical Center, and the Islip Career Center at the SkillsUSA Fall Leadership Conference scheduled for Sunday, November 5, through and including Tuesday, November 7, 2017, in Albany, New York. The administrator will attend beginning November 3, 2017.”

KK. Recommended Appointment of Dignity Act Coordinators (Supporting Information)

A recommendation is made to approve the attached revised list of Dignity Act Coordinators for each Eastern Suffolk BOCES facility effective September 1, 2017.

RECOMMENDED MOTION: “BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, hereby approves the revised list of Dignity Act Coordinators for ESBOCES facilities effective September 1, 2017.”

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LL. Recommended Authorization for Chief Operating Officer to Execute Confidential Settlement Agreement and Release RECOMMENDED MOTION: “WHEREAS, the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, and a tenured employee have reached an agreement to resolve a certain disciplinary matter involving said employee, the terms of which are memorialized in a confidential settlement agreement and release. NOW, THEREFORE, BE IT RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, authorizes the Chief Operating Officer to execute the aforementioned confidential settlement agreement and release on its behalf. BE IT FURTHER RESOLVED, that the Board of Cooperative Educational Services, First Supervisory District of Suffolk County, accepts the tenured employee’s letter of resignation, which is attached to the confidential settlement agreement and release.”

X. Additional Items XI. Presentations and Reports to the Board – Regional Information Center XII. Board Commentary XIII. Adjournment

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AGENDA I. Call to Order II. Pledge of Allegiance III ... · eastern suffolk boces regular meeting,...

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